ANNUAL GENERAL MEETING
2013 Minutes
Tuesday 19th March 2013, 7.00pm.
Brighthelm Centre, North Road, Brighton, BN1 1YD.
Present.
Committee members: Allan Brown, John Burns, Mark Carroll, Emily Gardiner, Anne
Glow, Gary Johnson, Tania Johnson, Linda Long, Steve Lucas, Melanie Matthews,
Simon Powell, alongside approximately 50 other Allotment Federation members.
1. Welcome from the Chairman.
John Burns welcomed Gillian Marston, David Cooper and Councillor Lizzie
Dean to the meeting.
2. Obituaries.
Ronald Buckman (Weald), Bill Wakeham (Eastbrook Farm)
Mrs Paddy Harvey (Waverly Crescent)
Ruthel Sadler (Lower Roedale)
3. Apologies for Absence.
Alan Varney & Lyn Penfold – site reps, (St. Louie Home, Shoreham)
David Medhurst – site rep, (Hoggs’ Platt, Rottingdean), Mo Andrews – site rep
(the Weald), Naomi Marks
4. To approve the minutes of the 2012 AGM.
The 2012 Minutes were projected onto the screen and, following clarifications,
they were adopted. (It was noted that this was the first year the Fed have used
computer & projector, as opposed to printed minutes).
5. Matters Arising from those minutes.
The SGM was held in May 2012 and the new objectives were voted through.
(One member pointed out that at the time of the 2012 AGM, the rent rise had
already been rejected in council.
6. Annual Report 2012 / 2013.
(See appendix 1 for full transcript)
7. To approve the changes to the Constitution.
Mark Carroll introduced the changes to the BHAF constitution.
(See appendix 2 for full transcript.)
A member from the floor highlighted that we needed to amend the paragraph
that discusses ‘dissolution’ to reflect the change to a quorum of 25 members.
This was duly noted and the changes to the constitution were voted in
unanimously.
8. Treasurers Report and adoption of Accounts 2012 / 2013.
Steve Lucas, the Treasurer, pointed out a discrepancy of £24 between the two
sets of figures circulated.
He stated that 2012/ 13 was the best year in terms of using all of the Site
Development Fund. Steve also stated that the Children’s Competition
expenditure of £450, was in fact the figure for all the competitions.
Steve confirmed that site reps’ expenses are reimbursed by the Fed, even
though technically it’s council business. It was suggested that there should be a
site reps claim form available on the BHAF website.
The payment to Bridget Saunders was raised as there had been an additional
payment, the residual amount, paid to her out of the 2012/ 12 year’s budget.
9. Election of Officers.
The following candidates were nominated by the outgoing Federation
Committee:
President : John Allam (Moulsecoomb Estate)
Chairperson: Alan Phillips (The Weald)
Vice Chairperson: Russ Howarth (Roedale Valley)
Secretary: Allan Brown. (Roedale Valley)
Treasurer: Emily Gardiner (Keston)
Publicity Officer: Mark Carroll. (Roedale Valley)
Plot Holders Liaison Officer: Gary Johnson (Whitehawk Hill)
The candidates were unopposed and each person was duly elected to serve for
the year ahead.
10. Election of Committee members.
The following candidates were nominated by the outgoing Federation
Committee
Ann Glow (Racehill Farm)
Lynn Long (Weald)
Tania Johnson (Tenantry Down)
Melanie Matthews. Webmaster (Lower Roedale)
Simon Powell (Whitehawk Hill)
Steve Lucas (Pankhurst Avenue)
The candidates were unopposed and each person was duly elected to serve for
the year ahead.
11. Election of Vice Presidents
Gerry Nevill (Coldean)
The candidate was nominated by the Federation Committee and duly elected to
serve for the year ahead.
12. Any Other Business.
Strategy Process.
Alan Phillips, the new Chairperson, described how the Allotment Federation
had accepted the invitation of Councillor Pete West, on behalf of the City
Council to work with it on a new strategy. The Federation wanted to promote
the enjoyment of allotments citywide, to move forward from the proposed high
rent increases, to tackle issues like the apparently long waiting list, as well as
the usage of land across the city. We want the strategy and the Federation to
be inclusive and participatory ensuring that allotments are enjoyed for food
growing by the whole city, especially by those who are vulnerable, including the
disabled.
It had been agreed that the allotment strategy should last from 5 to 10 years, it
needs to be sustainable so conversations have been held with all three major
political parties represented on the council. We were all aware that in the future
any action plan to implement the strategy had to be affordable to both
allotmenteers and to the City council, where there are many demands on a
shrinking city budget.
We want you, as allotmenteers, to help us with good ideas and practical
proposals on how to resolve the conflicts and frustrations of the past. We want
to be transparent and inclusive with many plot holders contributing as possible
both on allotment sites and citywide.
The list of strategic objectives were presented and it was explained how all
documentation had been put on the Federation website. (a simple poll through
a show of hands revealed that the large majority of those present had visited
the website in the last 6 months). These objectives needed turning into practical
activities.
This will be done by six representatives of the Council and six from the
Federation, over the next 6 months or so, with most of the work in the four
working groups. We want to involve many of you in these working groups as
ask you to sign up to help.
Simon Powell spoke on WG1 Governance that would look at the issues of self
management , it's based associations, the role fo Site Reps, the role of the
Allotment Federation, and how to involve more people.
Allan Brown spoke on WG 2 on land. This would look at key issues of full plots,
half plots, waiting lists,what additional land may be available for allotment sites
and how this land might become allotments and the development of community
plots.
Alan Phillips explained the role of WG3 on Resources and Research that
would look at funding issues, personnel and research that would ensure that
our work and proposals were evidenced based, learning from good information.
Mark Carroll described the role of WG4 on Communications and engagement.
It had already ensured that the Federation website had good information that
allotmenteers were being kept in touch and issues of contacting stakeholders
like those on the waiting list.
A wide range of comments and questions were raised by members including
the following:
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The objectives were very good but these may just be fine words.
Practical actions were needed to implement the strategy.
There had been a strategy in the past but what had it achieved?
We're the Council committed to the strategy or was it just trying to save
money?
Was the Council trying planning to cut its funding of allotments?
The big issues were theft and vandalism, only more money would solve this.
It was a painful experience when there was vandalism or theft.
Rubbish, the need to tidy up sites and plots was important.
Some people left a lot of rubbish that was costly to clear.
There was a long waiting list, this needed tackling .
Is the waiting list real and up to date?
How will those on the waiting list be consulted and involved?
Could those on the waiting list help clear or create new plots?
How can we stop the Council clearing/ strumming the wrong plots?
Many people on the waiting list do not take up plots when they reach the top of
the list.
Options of choice of plots, or individual beds was important and being
discussed.
Could people on waiting list be given a taster of what it is like to run an
allotment?
Can better use be made of community plots?
It is important to ensure that people are well trained as volunteers.
Any kind any of "slave labour" volunteers has to be prevented.
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Are there ways of encouraging more tool sharing especially for new
allotmenteers?
Biodiversity and wild life corridors were very important for the whole city.
Is the Council open to allotmenteers keeping animals (e.g. chicken, pigs) on
plots?
More autonomy and self-management on sites was very important for dealing
with many of these issues.
Pete’s West Address.
Councillor Pete West, Chair of the City Council Environment Committee, was invited
to speak.
He recalled that there was not a good conversation between Council, BHAF and
plot-holders this time last year – that’s why he suggested we have a Strategy. He
stated that he was very encouraged with the way the process is unfolding and
congratulated the Allotment Federation for its very constructive involvement in
developing jointly an Allotment Strategy. The strength of the Strategy depends on
wide participation and involvement.
He noted that the UN bio-sphere is very important to him and allotments are very
much part of that picture. He would like to encourage people to get involved with the
strategy consultation.
Councillor West concluded by thanking John Burns and Steve Lucas for their hard
work and dedication over the years as Chairperson and Treasurer of the Allotment
Federation.
There were a number of question from the floor. Council West was asked if the
council would be withdrawing their subsidy, as Objective 3 states that the service
should be self sustaining. Councillor West noted that the council are not withdrawing
their input, but they cannot improve the service on their own. The Council wants and
needs greater community involvement.
Councillor West was thanked for attending the meeting and his positive approach to
the Co production of the Allotment Strategy.
Steve Lucas, gave a final address. He wanted to show our appreciation to John
Burns and the Committee had struggled to come up with a worthy tribute. After much
deliberation the Committee wanted to present him with a bench and with a plaque
thanking him for his hard work.
The AGM ended at 9.30pm