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 - Article 027
THE NATIONAL SOCIETY OF ALLOTMENT AND
LEISURE GARDENERS LIMITED
East Midlands Regional Committee
www.eastmidlands-allotments.co.uk
_____________________________________________________
MINUTES OF AN ORDINARY MEETING OF THE EAST MIDLANDS REGIONAL COMMITTEE held on Saturday, 11th February 2006 at 10.45 a.m. in the Cosby Working Men’s Club and Institute, Leicestershire
Chairman Mr. P.Howgill (Leicester City)
Vice Chairman Mr.B.Rayner (Vice President)
Secretary Mr T Matthews Leicestershire)
Treasurer Mr. P.E.Lofts (Northampton) Members Mr. J.Cooper (Leicester City)
Mr. M. Peet (Leicester City)
Mrs.P.White (Lincolnshire)
APOLOGIES Mrs. S. Fleetwood (Regional Representative)
457.06 Minutes of last Meeting – 5th August 2005 (AGM)
The Minutes of the last meeting were read, approved and signed as a correct record, with the notation that the Officers voted at the inquorate meeting of the AGM and confirmed at the last meeting be included.
Chairman: Mr. P. Howgill (Leicester City)
Vice Chairman Mr. B. Rayner (Life Vice President)
Treasurer.: Mr. P.E Lofts (Northampton)
Members: Mr. J. Cooper (Leicester City)
Mr. M. Peet (Leicester City)
Mrs.P. White (Lincolnshire)
458.06 Welcome & Introductions
The Chairman gave a warm welcome to Mrs. Pat White (Lincolnshire) to her first official meeting and invited members to introduce themselves. Mrs. White thanked the members for their kind invitation for her to represent Lincolnshire at the present time.
459.06 Matters arising there from
Minute 452.05. The Chairman indicated that an omission on his part was in the nomination of Bethan Stagg for the Jim Tandy Award. He had been unable to obtain all the information in time to make a nomination on the official form. Mr. Lofts indicated that only one had been received and no decision taken but that another 2 had since been talked about although the deadline date had been passed. The Chairman was then asked to continue with our nomination even though it was out of time.
Agreed: That the Chairman makes a submission, despite being out of time
460.06 Chairman’s Report
The Chairman reported the good news regarding Shirley, a letter had been
received thanking members for the flowers which had cheered her up and were
very much appreciated. And that she was in very good spirits. She will not be able
to resume her duties for the next few months and Peter will continue to act in
her capacity as Deputy. Providing all goes well she will be back later and sends
her very best wishes to all the Committee for the forthcoming year.
The Chairman asked members to consider whether the time was not appropriate
to once again trying to move the meetings around the region. The difficulty of securing a venue had proved the stumbling block in past years and finding a local person to make all the arrangements. However it was agreed that our late summer meeting and AGM this year should be held in Lincolnshire and Brian agreed to find a suitable venue in Lincoln.
Promotional Leaflet details were progressing. An example of what was being considered on similar lines to the one already in use in Leicester City. The Regional contact details would be by counties.
Agreed: that the Chairman continues with his proposals for a suitable leaflet, in colour and to include the website details, based on the Leicester City example with approximate costs for the next meeting.
Secretary
(a) - The Secretary reported on a matter which was becoming a problem for those associations/societies who were trying to obtain grant aid in that many are being refused due to an omission in their constitutions and that is one of a Dissolution Clause. Grant making bodies, especially Local Authorities will not allocate public money to community groups (including allotment associations) whose Constitutions do not have a dissolution clause. The accepted clause is for the County Association, being nearest to the allotment association should act as the body to hold all funds on behalf of the dissolved association. That is, providing the following conditions are met:-
(1) – the Allotment Association/Society first writes and requests that the County body will accept all the money to be transferred on closure
and hold it in their accounts for a set number of years until a new association is set up or the funds be released to another allotment purpose at the time.
(2) - that any tangible assets such as property; tools; machinery be not held as goods but sold and reduced to a monetary value to be added to any cash balances carried forward and to be held in trust.
(3) - that no reference be included in Dissolution Clauses which bind
the County Association to trying to seek the permission of any former members before a decision is made as to disposal.
(4) - That a simple agreement form be used between the Allotment Association and the county body in the East Midlands NSALG which can be held by the Treasurer as a record of the joint decision to allow the county body to act in any Dissolution Clause on behalf of a Member Association.
Agreed: That the County Secretaries of the 5 County Bodies making up the East Midlands Region be requested to take recognisance of the above conditions as a suggestion as to how they treat any request from their constituent member societies to include them in the individual Constitutions concerning a Dissolution Clause.
(b) - The Secretary reported that he had issued to all members a copy of the
following documents which they had requested:-
(i) – copy of the East Midlands Constitution
(ii) – copy of the Region 4 membership list
(c) - Details for the forthcoming letter on recruitment will involve a large mailing
list which the Treasurer agreed that provision could be made out of
the Budget. This would involve first a general enquiry being made of
District Councils as to the names and addresses of Parish Council Clerks in
the following Counties:-
County No of Parish Councils
Derbyshire 188
Leicestershire (Excl City) 220
Rutland 56
Lincolnshire 498
Northamptonshire 253
Nottinghamshire 212
Total 1427
461.06 Management Committee Minutes
Members considered the latest Management Meeting minutes and Peter indicated that he had nothing to report which was not covered in his Regional Representatives one. The Chairman commented on the contents and felt that the Management Committee ought to be congratulated on undertaking the NSALG Members Site Survey – 2005 but felt that the Counties/Federations could have done the job better than HQ. The contents of the proforma are confusing in that the site Secretaries will not understand it and leave it unanswered.
Agreed: that Peter is requested to discuss the matter at the next Management Committee as to the contents of the information required. An example being the old fashioned measurements used.
Treasurer
The Treasurer reported a slight move in the balances having paid some outstanding accounts:
The new balance is: £1734:45
Peter also mentioned the annual return which has to be returned to HQ and issued copies of the proforma to those members who have still to submit them. From this information he will be able to submit a completed return to HQ to be used as a basis for the annual allocation of funds for dispersal throughout the region.
Regional Representatives Report
Peter acting as Shirley’s Deputy gave a brief report on activities currently being undertaken, especially with Lincolnshire and his attendance at the last Management Committee Meeting. It was reported that a Barrister is being asked to give an opinion on an allotment site in London who are facing a trebling of their rents.
A contact has now been made with a Derby City Council Officer Ruth Elliott who Shirley had commenced negotiations with. They are now to hold an event to try and promote allotments within the city. This event will be staged on the 22nd March 1 - 6pm and will be designed to capture a wide audience. The Chairman in his daytime capacity as the Leicester City Allotments 4 All Officer with ENVIRON agreed to contact Ruth and offer all the help he could through the East Midlands intercity officer exchanges.
Peter also made mention of the continuing progress which Shirley started in Lincolnshire and felt that with Pat now having been co-opted onto the regional committee the county association for Lincolnshire would continue to flourish. Peter was thanked for his efforts.
Agreed: That the Deputy Regional Representatives report is received and the contents noted
462.06 AGM & Conference 2006
The Chairman reminded members to ensure that any of their constituent societies in the counties not attending this year be asked to complete their green delegates Proxy Form and nominate as their proxy one of the members attending. To be returned by 31st March 06. This is to ensure a good response should items go to a card vote.
463.06 Cases in Hand
- City of Leicester Consolidation Scheme. Current position is that there has been a movement in the negotiations which are still ongoing. Members are now lobbying for funds to be made available from the sale of Section 8 land in order to progress the consolidation scheme. An agreement that at the onset of a sale the income must be set aside for regeneration of the cities allotment sites. By earmarking money from the sale of Section 8 process a continuing improvement of sites can be secured. The city is also to ask other local authorities for their strategies on Section 8 disposals and the funds generated. The proposals for Leicester City are:-
30% to the Council reserves
35% to the Department Regeneration – general
35% to the Allotment Regeneration- specific
However the Bristol City strategy is that 100% of the sale of Section 8 lands should be allocated to allotment regeneration after all debts and other charges on the land have been cleared e.g. mortgages, outstanding loans and legal fees.
Agreed: to note the continuing improvements in negotiations but have regard to the proposed financial constraints
- - Clifton Leaseholders/Gardeners Nottingham
No further report at this stage matter continuing
- - Hassocks Nos 1 & 2 – Nottingham
No further report at this stage matter continuing
(d) - The Saltings, Grimsby. Lincolnshire
According to discussions with the Site Secretary they are in the process of planning some regeneration of the whole site with new toilets, roads security in view of the Section 8 having been approved and gone throug the Council process. It was confirmed that the correct processes have been undertaken by the Council i.e. consultation and promotion of the site.
In view of now having a Lincolnshire County Representative, that the N.E. Lincs District Council be informed of her appointment. That she should along with the East Midlands Regional Representative when necessary act as the Committee representative on any future discussions/negotiations in relation to the site.
A copy also is sent to Councillor Keith Brookes at the Council Offices.
Agreed: to note the current situation
464.06 New Cases
West Marsh Gardens Association & Littlecoates Allotments Association, Grimsby – Lincolnshire
This is a re-opening of an earlier referral. Two fractions have now developed with this site in that the Council Officer Mr. Mike Emphage is acknowledging only one side in negotiations with the site tenants. The plotters have divided into two associations The West Marsh Association and the Littlecoats Association.
A meeting with members to discuss a community pond on the allotments with associated costs, to be sited on the spare wetland area. Has divided the members.
The land is unfit for normal allotment uses and can be regarded as a communal area with seating. The plans and proposals were advertised on the site notice boards and members agreed to the proposals. The West Marsh Association their Chairman Chris North will not now work with the Littlecoats members.
The site has a capacity of 124 plots with only 78 tenanted. In an effort to help out in this matter the danger of having 2 allotment associations on a site was considered
And it was decided that a way forward was no have only one association for the entire site. This to be a new one with the help of the region to set one up. In view of a new Allotment Officer appointment being imminent to wait until that person is in post and then to try and set in motion a meeting to discuss a new association.
Both associations are registered with NSALG Ltd. Littlecoats Association with Mrs. P.White as Secretary (13 Members) and West Marsh Association with Mr. J. Wilson Secretary (40 Members)
Agreed: as ongoing and await the new local authority appointment before continuing
465.06 Regional Website
The Secretary reported on the updating which the Webmaster had undertaken to the website but requesting that more interest be taken in the promotion of the site if it is not to become outdated.
It regularly needs input, news items etc from member allotment associations and their sites. Currently few members of the regional committee are supporting the website. The Wilkinson’s details will be removed from the site and we still need urgently details of the Chairman Paul and the Treasurer Peter.
Any new member’s details are also needed. Mike, Jamie and Pat. Details urgently to the Website Manager Mr. Bob Stokoe.
466.06 Date of Next Meeting
The date of the next meeting will be Saturday 6th May 2006 at the Working Mens Club and Institute, Cosby, Leicestershire at 10.30am.
Meeting ended 2.30pm
[Trevor Matthews]
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