Committee minutes

As per popular request, on this page you will be able to find summaries of the minutes from previous committee meetings.

Do remember, you are more than welcome to attend and we would love to get more volunteers involved. Please contact us via email and we will forward you the details of the next meeting.

25 March 2024

  • Weather conditions have been very wet making it difficult for tenants to work their allotments.
  • Welcome to two new site wardens at Deansway and Hungerdown Lane.
  • Investigate purchasing/renting a van to transport machinery from allotment sites to Lords Mead for servicing. Alternatively possibly ask an allotment tenant to help.
  • Ask CTC about turning the water supply on, grass cutting and hedge trimming at allotment sites.
  • Ask CTC about regrading the path alongside the fence at Deansway.
  • ‘Making a Start’ Allotment Inspection to take place over weekend of 27/28 April.
  • There has been an issue with the bank account so it has not been possible to make online payments or check statement.
  • 173 names on the waiting list.
  • Suggestion to create a Community Orchard at Hardenhuish on a piece of uncultivated land. Investigate other orchards for advice and suggestions and look into creating a working party.

22 January 2024

  • Phil Canter has resigned as site warden. Mo (Chair) formally recorded thanks to Phil for his many years of service to the Society.
  • Seeking a new site warden for Hungerdown Lane.
  • Ask the Town Council for a schedule for grass and hedge cutting at the various allotment sites.
  • Accounts for 2022/23 were reviewed alongside the explanatory notes. Net income of just £733.
  • Good response for the DT Brown seed and Super Dug manure offers. 
  • Birds Marsh waiting list has been merged with the Society’s main list. 166 names on the waiting list.
  • Discussion about how to physically move machinery from allotment sites around town to the workshop at Lords Mead for servicing.

9 October 2023

  • Tenants who have still not paid their rental fees have been contacted (for the fourth time) asking ‘Do you still want your allotment?’
  • 18 payments outstanding:  5 plots are now vacant, 7 tenants still not paid, 5 are new tenants, one plot is to be retired.
  • Suggestion we post notice on sites next September to say tenancy renewals are going to be sent out and payments are due.  This in addition to the email circulated.
  • New Birds Marsh View (BMV) site:
    • Update received from Will Tidmarsh, CTC, who is in touch with the developers.  Car park is prepared and topsoil has been spread on the site.  Plans for 72/76 plots, each of 60 sq m.  There will be paths between plots for pedestrian and vehicular access.
    • Discussion regarding allocation of allotments. There were 26 applications up to June 2023 specifically for BMV.
    • The Society will contact applicants on the existing waiting list to ask if they are interested in adding BMV as an option.  The BMV and existing waiting lists will then be merged.
    • It is hoped to hold an open day(s) for the new site.
    • As BMV will probably have a lot of novices, could a ‘buddy’ system be set up with allotment holders on other sites?
  • Other items:
    • Plot holder on CL to be asked to remove glass from shed for safety reasons in accordance with ‘Rules and Guidance’ .
    • Pumpkins taken from an Hardenhuish allotment.
    • Contractor engaged to cut down trees in a garden adjacent to an allotment site will be asked to confirm they have the necessary insurance; agreement will also be needed from the plot holder affected.

26 June 2023

  • Issues with tenants causing concern following the ‘Making a start’ inspections have been resolved either by tenants getting cultivation up together or giving up/being given notice to quit.
  • Tenants at Cricketts Lane have been using the area around the surplus produce/swap cabinet beside the entrance gate for fly tipping. Need to put up a poster reminding everyone the area is for surplus produce and swapping plants/equipment only.
  • There have been problems at Lords Mead with the toilet being blocked by children putting paper towels in the bowl and throwing the door lock in the bushes.
  • CTC has repaired the main gate at Lords Mead by putting in larger bolts.
  • Metal plot markers purchased to replace those missing.
  • Currently 137 names on the waiting list.  
  • Procedure for dealing with tenants causing concern by not adequately cultivating their allotment reconfirmed to site wardens.  As the final step Membership Secretary will send out ‘notice to quit’.
  • Many searches to the Society’s website come via Ecosia which donates money for planting trees for each search.
  • Facebook page continues to be well supported with members sharing spare seedlings and equipment and photos of their allotments.
  • Some Committee members met with the CTC to discuss the setting up to the Birds Marsh View allotment site.  Now waiting for a response from the developer.

20 May 2023

  • ‘Making a start’ allotment inspections reviewed and discussed. There are a number of allotment holders giving concern as they have made little effort to start cultivation. Site wardens will call tenants to try to find solutions, setting target dates for the necessary work to be done. Action required by an agreed date will be clearly set out in the conversation and confirmed by email. Those causing concern are mostly on Cricketts Lane, Hardenhuish and Lords Mead, some of whom are repeat offenders! Most of those causing concern are new tenants, it may be suggested tenants go down to half a plot
  • It was agreed there is the need to remind all allotment holders about a number of points:
    • Paths around allotments need to be fairly straight and well maintained to a width of 45cm-60cm (18″-24″)
    • Ask allotment holders to be considerate of neighbours when planning to erect a shed or polytunnel and remember the need to consult site wardens before starting work. Access for a wheelbarrow to use the paths must be possible
    • Compost bins must be set on slabs and covered (to discourage vermin – a real problem in some places).
    • Fruit trees are permitted to a maximum height of 2m (6′).
    • Please clean the society’s machinery before returning, ready for the next user
  • New notice board required for Hungerdown Lane site
  • There are currently 135 names on the waiting list
  • Activity on the Facebook page is increasing with members sharing spare seedlings, equipment and photos of their allotments. Reminder that Site Wardens’ contact details are on the noticeboard at allotment sites.

20 March 2023

  • Most allotment holders, on all sites, are starting to cultivate their plots.
  • Allotment inspection will take place on 22/23 April when site wardens will check if everyone has ‘made a start’ with cultivation.  Those tenants who have not will be contacted by site warden and given two weeks to do so with the advice their tenancy will otherwise be terminated.  
  • Best Allotment competition was discussed and various options considered.  It was eventually decided to take a break from the completion this year.
  • Report of some members already sharing surplus plants on Facebook.
  • Social sub-committee putting together ideas for a programme of events.

23 January 2023

  • Material piled against fence at Hardenhuish site has been removed.  Site wardens asked to check if material has been piled against fences in a similar manner on other sites and to action if needed.
  • New Society shed erected on Hungerdown Lane site.
  • 134 names on waiting list, slightly down on recent numbers.
  • Year end accounts for 2021/2022 have been prepared and were reviewed along with explanatory notes.  These were agreed by the Committee.
  • Discussion about holding a social event to mark the Coronation in May.

17th October 2022

4th July 2022

  • Tenant recently left under acrimonious circumstances where the tenant, site warden and Membership Secretary all have different recollections of the expectations with regard to cultivation and timelines. It was agreed the Society needs to make a record of our conversations with tenants when we give them warnings or express our concerns over the maintenance of their plots.  It was also agreed there should be a review (between new tenant and site warden) after six weeks of taking on the allotment.
  • New storage shed to be purchased at Hungerdown Lane.
  • Mo, Chair, delighted at response to the Queen’s Platinum Jubilee event on 5th June.  Thanked everyone for coming along to make this a special day and for all the delicious cakes and food they brought to the party.
  • 133 names on the Waiting list.  Small number of new tenants over the last six months.
  • Facebook group created in March with 138 members.  Mostly positive comments with members sharing photos of flowers, produce and wildlife on their allotments as well as tips and offers of spare plants.
  • Social sub-committee has been created which is determining what members would be interested in attending.

7th February 2022

  • New site warden needed for Cricketts Lane (to replace Daniel)
  • ACMs (Asbestos Containing Materials) have been discovered on an allotment following previous tenant importing these with manure.  Society to grass over the site.
  • Tenant has asked to create a no-dig allotment and mulch with mushroom compost, which is fine.  However, they are now planning to use wood chippings which it has been advised is not a suitable mulch.
  • Three sheds still to be moved under flood prevention scheme at Lords Mead; Wardens and Committee members have offered to provide assistance.
  • The Society’s accounts for year ending 30 September 2021 have been prepared together with accompanying explanatory notes.  These have been reviewed by an independent auditor who has advised “I have undertaken a review of the Society’s books and records and can confirm that the Income and Expenditure Statement for the year ended 30 September 21 and Balance Sheet as at 30 September 2021 fairly records the transactions in the period.” 
  • 126 names on the Waiting List.
  • The Society has been advised there is a proposal for a new allotment site at Birds Marsh but there are no details as yet.
  • Note about DT Brown seed catalogues in Autumn 2022 be posted on site notice boards as not all members have access to email.
  • ‘Advice and Guidance to allotment holders’ document to be reviewed by members and Committee.

11th February 2020

  • Key safe at entry gate to Hardenhuish has been replaced.
  • New noticeboard to be installed at Deansway.
  • Agreed that the Chairperson should be involved with Society purchases over £50.
  • Issues regarding parking restrictions at Lordsmead were raised and it was agreed the relevant Councillor will be contacted.
  • Several sites with unworked plots were mentioned, Wardens to contact relevant owners with a reminder to start cultivating early and to maintain good standards throughout the year.

12 June 2019

  • Cricketts Lane strimmer has been repaired.
  • Waiting list to be reviewed to confirm up to date.
  • Concern raised at Lordsmead site for dogs on site not on lead. Will recirculate reminder that dogs on site must be on lead.
  • Process for onboarding new tenants streamlined and agreed.
  • Best allotment competition judging arranged and mark schemes distributed.