Annual General Meeting 2018

25 May by NADCAA

Annual General Meeting 2018

A.G.M.

At the A.G.M. there was a large amount to update members on, here are the key points affecting all members –

The Chairman reported that the Management Committee had been working hard in the background since last November to ensure we were GDPR compliant (General Data Protection Rules). He reported that we had (with the aid of the Landlords) purchased an Allotment Management system called Colony Enterprise to enable the Committee to comply with the new regulations.

Since the A.G.M. we have produced three documents, one advising members what the Government expects us to do, a Data Protection Policy informing members what we will be doing and a Privacy Notice for members to give us permission to carry on holding their data.

The Chairman reported that our old web site was no longer fit for purpose and that Simon Carpenter had been  approached to design and build a new site for us. As you can see the site is now up and running.

The Membership Secretary reported that the rent days had been successful and that the waiting list currently stood at 30 names with 2 plots vacant.

The Health & Safety Officer reported that path maintenance remains an issue, and that they should always be kept clear. He reminded members that they should all have a first aid kit in their shed and should always carry a mobile phone (especially those gardening alone).

The Environmental Officer thanked everyone for participating in the Autumn Wildlife Watch and gave the results. She also gave the results of the bat survey undertaken at Decoy, which identified 9 species of bat. She advised members that she will be working on the Centenary of the fields during 2018.

The Shop Manager reported good sales again and thanked the volunteers. It is completely self funding and has become a place where people meet and chat, with bacon butty mornings being very popular.

Nick Hamzij, Blake’s Field Manager, announced that the Fruit, Flower and Veg. Show this year, will be held on  Saturday 25th August at the Keyberry and asked for as many members as possible to participate.

The Chairman reported that the Committee was going to have to draw up a Complaints and Disputes Policy to comply with a recommendation from the Landlords.

Officers –

Roger Beech and Mike Lloyd both stepped down after many years of service between them. The Chairman thanked both of them for all their support and expertise over the years.

The new Company Secretary is Stephen Garlick – Proposed and Seconded.

The new Treasurer is Anna Taylor – Proposed and Seconded.

The Colony system needs an Administrator and Elizabeth Colston was Proposed and Seconded.

Judging Officers – Chrystal Cowling and Karen Gist were Proposed and Seconded.

Field Manager Coach Road – Jackie Jennings was Proposed and Seconded and returned as Field Manager.

The whole Committee were Proposed and Seconded.

The Directors were confirmed for Companies House.

Treasurer’s Report

Last year we made a loss for the first time in several years, as a result the Treasurer proposed the following –

A £5.00 per half plot rent increase at tenancy renewal time this year – Proposed and Seconded.

Raising the age at which members get a concession from the current age of 60 to 65, effective at tenancy renewal time this year – Proposed and Seconded.

Anna said she would do her very best to get the bank to accept Bacs payments for members who would prefer to pay using on-line banking, hopefully this will be in place for the tenancy renewal time this year.