2023 AGM
DRAFT MINTUES
AGM 2023
Minutes of the Annual General Meeting held at Baildon Golf Club, on Monday 11th December 2023 at 7.00pm.
Attendees:
Louise Mallinson, Jon Roughton, Dale Holgate, Dawn Tinsley, Jed Bradley, Sharon Burrows, Elisabete Ferguson, Susan Studzinski, Jan Studzinski, Charlotte Martin, Neal Parry, Julie Laws, Peter Laws, Dave Jones, Clive Hall, Andrew & Jackie Gregory, Claire Bray, Gareth Millard, Robin Weedon, Richard Nottidge, John Turner (Baildon Town Council Representative)
1.Welcome by President
Jan Studinski (Society president) introduced himself and welcomed everyone to the meeting.
Two sad notices this year – the loss of Donald Butterfield and Peter Linley, both long serving members of the committee and plot holders at Charlestown who will be missed.
Jan thanked all unsung members of the committee and volunteers who spread the joy of gardening in the community. It was noted that a lot of work has been done this year by a few people. A round of applause was given and Jan reminded people that we are always looking for volunteers for the committee. He commented that alongside the serious side of gardening there is the fun side with some innovators amongst us – namely Chris Dearnley who has a plot at Thompson Lane and has successfully grown Persimmon in his polytunnel. A great achievement.
- Election of Chairs
Louise Mallinson & Jon Roughton took on the role of Joint Chair mid way through the year as John Turner, who was chair and did a fantastic job, left due to a conflict of interest. As there were no other nominations for chair, Jon and Louise agreed to continue in this joint role. Louise continued to chair the rest of the meeting.
- Apologies:
Roy and Sue Carter, Louise Hills, Mike Webster, Sue Kean, Sue Wheatley, Ian Helyar, Mandy and John Glover
- Minutes of 2022
These were circulated to members prior to the meeting. No questions raised and minutes approved by Dawn Tinsley, seconded by Jan Studzinski.
- Matters Arising
There were no matters arising which would not be covered elsewhere in the Agenda.
- Chairs Annual report
Circulated to members prior to the meeting. No question prior or during the meeting. Noted it had been a strange year weather-wise but everyone had done well. We have some good plot holders and enthusiastic people
- Treasurers report
Current Treasurer unable to attend as unwell. Her report was sent out with the agenda. No questions on this.
- Rule changes
No rule changes to be made
- Rents & membership fees for 2024
Louise stated that allotment rents have been relatively low over the years. Previously had been 11p per sq yard & 4p for water. A few years ago this was changed to small plots (under 200sq yards) were £25 and large plots (200 & over) were £50.
Louise researched some other areas in 2020:
Bingley – £66 for all sizes
Keighley – £60
Leeds – £90 for Large, £47.50 for medium & £39.50 for small
Otley £105 & £30 admin fee for new plot holders
These would have undoubtedly increased in the last two or three years.
Proposed to increase rents of plots as follows:
100sq yards & over to £35 and to £60 if over 200 square yards and those under 100sq yards to £30 which is an increase of £10 and £5. Membership fees of £5.00 (£7.50 for family) to remain unchanged.
A vote was taken & this increase was endorsed with all attendees in favour.
- Election of Committee Members
Louise reported that this year we are losing Susan Kean, Sue Wheatley, Ian Helyar and Louise Hills who have all stepped down from the committee.
She advised that 4 names had been put forward as nominations for vacant committee places:
Treasurer – Sharon Burrows, a plot holder at Thompson Lane, who introduced herself.
Secretary – Claire Bray, a plot holder at Thompson Lane, who introduced herself.
Health & Safety – Peter Laws, has a smallholding plot at Charlestown. Introduced himself
General position – Neal Parry, a plot holder at Charlestown – introduced himself.
Votes were taken & all were elected to the committee for 2024.
Louise advised all the remaining committee members are happy to stand:
Louise Mallinson – Joint Chair
Jon Roughton – Joint Chair
Robin Weedon – Publicity Officer
Dawn Tinsley – Show Secretary
Charlotte Martin – Allotment Officer, Charlestown
Richard Nottidge – Membership Secretary
Mike Webster – Allotment Officer, Thompson Lane
Dale Holgate – General
A vote was taken and this was agreed unanimously.
Louise commented that volunteers are welcome at both sites.
- Honoraria
A vote was taken and agreed that £150 to be paid to the following:
Chair
Secretary
Show Secretary
Treasurer
Publicity Officer
- AOB
New committee member e mails to be sent to Robin . Next meeting will be 7.00pm, Monday 8 January in the village pub.
Clive Hall asked about the bank mandate & if this would be changed. He advised he is happy to continue to pay money in. Louise advised Sharon is to meet with previous treasurer, Louise Hills, in January for a full handover and signatories will need to be changed. To look at bank cards for both sites.
Clive then asked how much more woodchip would be delivered to Charlestown as there was rather a lot. It was agreed to send an e mail to Thompson Lane plot holders that the woodchip was available and we would contact the supplier to say no more for a while.
John Turner – Baildon Town Council representative commented that Baildon Town Council are the landlords of both sites which is why he resigned as chair. He advised that the council are committed to Baildon Horticultural Society and hopes that further grants will be requested. He commented that there is some controversy re an external boundary fence at Thompson Lane which backs onto Walker Wood. It was noted that there had been a recent break-in with the suspects coming through the woods. He advised that the council have asked for quotes for the repairs needed & this is likely to be in the many thousands.
He advised that Baildon Town Council receive £3000 per year from Bradford Council and are building up a fund to be able to do these repairs which is likely to be £10-15K.
He further advised that the town council lost Mark Scrimshaw who was the environmental warden this year due to ill health. He had helped with allotments previously with drainage and cockerel complaints but due to cutbacks his role will not be replaced. The council are looking into volunteer wardens but are fully committed and looking at how they can fund the fence at Thompson Lane.
Louise thanked everyone on the committee for all their hard work this year, especially Dawn Tinsley who runs the show and produces the newsletter. She thanked volunteers at Thompson Lane for all their efforts this year – Alan, Kevin, Susan and Keith who work in the sales hut.
Jon thanked volunteers at Charlestown especially – Steve and Simon who work in the hut.
The meeting closed at 7.40pm