ST THOMAS ALLOTMENTS ASSOCIATION
ANNUAL GENERAL MEETING 2024
at
THE ROYAL OAK, Okehampton Street, Exeter EX4 1DY
7.00pm 25th September
DRAFT MINUTES
Introduction and welcome. There were no apologies
Katie Wilkinson from Devon Wildlife Trust made a short presentation outlining the challenges to wildlife generally and outlining some steps we can all take to boost biodiversity on allotments. (See Biodiversity Boost Project below).
The Minutes of the last AGM, 9th November 2023 (previously circulated) were approved and signed off.
There were no Matters Arising.
Annual Accounts (see attached)
• The Treasurer’s Report and inspected accounts for year ended 30.09.23 were presented. Proposals for future projects to improve sites were invited via site reps.
• The Accounts were unanimously endorsed and signed off.
• The meeting voted to continue with the current accountants.
Annual Reports (see attached)
• Trading Shed Manager
• Show Team
• Chairman’s Report
Election of the Committee for 2024-2025
• Committee members who willing to continue in post were unanimously endorsed. Two new Committee members, Bev Spragg (Cowick Rep) and Moira Casey (Funding Officer) were endorsed. Vacances are advertised on the website.
Awards by the Association
• Thanks were given and Trading Shed vouchers for Volunteers were approved.
• Votes of thanks were given to Ron Blakey who is stepping down from many roles including as Trading Shed Manager and to Claire Richards who is stepping down from the Committee but who will continue on the Show Team.
Events and Projects
• Date of the Annual Show 2025 is yet to be decided.
• The Biodiversity Boost Project (see attached) was presented and endorsed. Anyone who is interested in helping roll this out should speak to their Site Rep or email the Association.
• Using Rainwater rather than mains water may help keep our rent bills down. Funding had been sourced from South West Water to help provide butts, guttering etc. to facilitate this at Cowick Lane site
Changes to the Constitution
These were approved by the Meeting. 22 further Proxy Votes are required. Please download from the website or collect from Cowick Lane Trading Shed.
The meeting closed at approx 8.55. Refreshments and further conversation followed.
AoB (Items to be emailed to stthomasallotmentsassociation@gmail.com at least 14 days prior to the AGM)
If you were unable to attend, could you please complete the Proxy Voting Form, and submit before 12 noon on 25th September. A printable version can be downloaded by clicking HERE
ST THOMAS ALLOTMENT HOLDERS’ ASSOCIATION
STAA Annual Report September 2024
Background:
This report has been produced by officers of the STAA Committee presenting an update on the last year’s activities.
STAA Committee:
Over this year we have experienced the Committee operating at close to full strength, meeting quarterly and focusing on the development of the sites for the benefit of its members.
A key action to support these developments, including environment and sustainability strategies, the Committee has coopted Moira Casey as Funding Researcher and Mags Halliday monitoring Devon County Council’s funding streams, both seeking sources of funding to realise STAA’s aims.
The current STAA Committee members are:
John Butler – Chair
Paul Collier – Treasurer
Becky Wells – Secretary
Ed Noonan - Membership Secretary
Jim Clark – Web & Data Manager
Chris Webb – Events Coordinator
Ron Blakey – Trading Shed Manager
Claire Richards – representing Pinces & Regents
Richard Brownbridge – representing Clapperbrook
Rob Shields – representing Rackfields
Jonny Tooze – representing Ide Lane
Bill Turner – representing Ashwood
Ron Blakey & Andy Harris – representing Cowick Lane
Rose Brooks – representing Guys & Hylton
Currently we have no representative for Newman Road
Moira Casey – coopted as Funding Researcher
After this meeting Ron Blakey will be stepping down as Trading Shed Manager and site representative for Cowick Lane, for which all plot holders should support the Committee in a vote of thanks for the generous effort and commitment Ron has given in providing this excellent service. We are pleased to announce, subject to endorsement by the members, that Ron’s role will be taken over by Andy Gordon.
Due to other commitments Ed Noonan - Membership Secretary (whose responsibilities will be taken on by the STAA Secretary), Jonny Tooze - representing Ide Lane, and Claire Richards representing Pinces and Regents are all stepping down. Again we ask members to join us in a vote of thanks to these colleagues for their time and commitment to STAA.
All current members, with the exception of those mentioned above, are standing for re-election this time, but we are very keen to fill the following vacancies:
· Site representatives for: Newman Road, Guys & Hylton x 1, Ide Lane, Regents and Pinces.
The Committee, with members endorsement, proposes to continue the practice of awarding departing and active Committee members and all site volunteers a £20.00 Trading Shed voucher.
Constitution:
The STAA Committee proposes to make the following small changes to the current Constitution, which was endorsed at the AGM 18th November 2022, to align them to the association’s commitment to biodiversity and sustainability and realign officers’ responsibilities:
2. The objectives of the association shall be:
c) To encourage and facilitate the management of allotment plots in such a way as to support existing biodiversity and to increase and enrich the wildlife with which we share our plots;
5. Association Officers and the Committee
Secretary: will
5. maintain a Register of Association Members, drawn up from a list of all STAA allotment plot holders provided on request by Exeter City Council;
6. will retain a list of all plot holders who have submitted an ‘opt-out’ signed declaration of membership and remove their names from the Register of Members;
6. Meetings
6.1. Annual General Meetings
An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM and normally take place in September, October or November.
Membership:
For the second year of the new membership scheme we are pleased to inform you that all plot holders across the nine association sites are members of STAA.
Communications:
STAA is continuing to try and find better ways to communicate with its members. Jim Clark the Web & Data Manager has strived hard to improve the website and expand the STAA Facebook, which now has 369 followers on the main Facebook page and there are two other Facebook groups at Cowick lane and Pinces, which share postings. The website on average receives 450 visits a month. The notice boards on all sites are still the main means of communication and it is important plot holders regularly check these for STAA Committee meeting agenda and minutes and updates on developments with Exeter City Council.
Treasurer’s Report:
Financial Report for year ended 30 September 2023 produced by V A Accountancy
Trading shed turnover rose marginally to £13,404 (3%) reflecting a falling volume of sales when account is taken of the steep increase in the cost of goods bought in for resale during the year. The gross margin of 26% is larger than the previous year reflecting the small gross loss in 2021-22. Other significant receipts of £1,653 came from E.C.C in the form of grants and payment for letting services and letting polytunnel plots.
The total of running costs, computing and insurance were lower than last year £614 against £891 last year. A major additional cost incurred was the Annual Flower and Produce Show revived for the first time post-Covid. The £528 spent includes £100 for the reuseable banner and £208 for the mugs given as prizes. The Association also spent £1,431 on site enhancements down from £2447 last year. The major proportion is for tree work at the Pinces site. The Committee welcomes costed projects from sites.
Total funds are £16,667 up £3006 on the £13,661 held at the bank last year. Funds must be retained to provide for working capital to buy stock and cover expenses, recover the polytunnel, and any unidentified contingencies.
Draft Uninspected Account for year ended 31 July 2024 produced by the Treasurer
The ten months reported showed revenues from trading consistent with the 2022-23 outcome and the gross margin lower at 16% reflecting more stable input prices. The major area of expenditure was site enhancement where expenditure was £2,744 almost double last year which was offset by grants of £942. Running expenses were £803 which are almost covered by the letting fees received from E.C.C of £775. Polytunnel rents at £690 were above the target of £660 because one plot was let twice. The net cost of the Show was lower than last year at £315 due to less expensive prizes. Overall, the results show a small surplus of £544 and a healthy bank balance of £17,211. Professor Paul Collier BSc, PhD, FCA, Treasurer
Trading Sheds/Polytunnel Report:
Another interesting year in the trading sheds.
We have been fortunate that we have been able to build on the relationship with our two main suppliers that was started by Charlie Knill prior to him stepping down as Manager.
Sales of compost between February and June was of such a volume that there were occasions when we were taking delivery of two loads a week at Cowick lane and Guys and Hilton.
Thankfully we were able to call on the help of willing volunteers although at Guys and Hilton the geography of the site meant that there were times when we were short of help. Steps are being taken to mitigate this.
Sales on non-compost/fertiliser items were good with nearly a thousand bamboo canes and over 200 metres of weed suppressing membrane being sold.
Sales of perishable stock could be improved so as to not to have unsold stock at seasons end. Having said that 2024 was the first year that we sold all of our stock of seed potatoes (745 kilos)
On the subject of staffing at the main sheds, whilst Rose, Paul and Gerald are doing sterling service it is felt that there is a need for a fourth person to give some flexibility and resilience.
Paul Tregoning has stood back from running the Polytunnel and he goes with the thanks and gratitude of STAA.
Rose has taken on that role as well as being the sole site representative and working in the shed. We wish her well and assure her that support from STAA will always be forthcoming.
Ron is standing aside as joint Trading Shed Manager at year end and Andy will be assuming the role entirely. As this is being written Richard Brownbridge has volunteered to replace Ron on Sunday trading days. Our grateful thanks to him.
Finally, thanks to STAA’s Secretary Becky Wells for securing the funding for and arranging the fitting of replacement translucent roof panels for Cowick Lane trading shed.
Trading Shed Summary Report August 2024*
Total of all items purchased 2024 = £9.873.60, not including stock held 31.12.23
Total taken including vouchers = £10,889.83
* see annex A for a detailed report on the Trading Sheds (Cowick Lane, Ashwood and Rackfields) income and expenditure
Ron Blakey & Andy Gordon Trading Shed Manager
STAA Summer Show 2024 Report:
Following the success of the produce show held in 2023, the Association members were keen to host another in 2024. We like to think our little show is a pleasant social event for our plot holders and growers.
Planning for this year's show began early March. It was slightly easier this time as we had a better idea of how it should run. No matter how much planning is done, a successful event relies on support from others. Thanks to Claire Richards for all the help and support she gave with the preparations, and we are pleased to inform you the Claire will continue with this support after she has stepped down from the Committee.
Another thing that cannot be planned is the weather, and what a strange season we had to contend with! The week before the show everything was crossed that our growers would have produce to exhibit. You didn’t disappoint. We had lots of entries, (not quite as many as last year) and the judges did comment on the high standard of the exhibits. The flowers too were exceptional. A shame not to receive any entries for the Children’s classes. There is a list of winners and some photos of the event, hopefully they will be available on the website.
Many thanks to Amanda Ziff from Exeter City Council for giving up her time to come along and present the Best in Show Award to Andy Gordon for his “collection of garden produce”.
Thanks also to the Association members for volunteering help, setting up the hall, registering the entrants, taking photos, serving refreshments, baking those delicious homemade cakes and tidying up at the end.
Thanks to all the growers for their enthusiasm and bringing along their exhibits. Look out for the Instagram post from some new plot holders! If anyone out there has any suggestions regarding the event, or an idea for the next show please let us know, just speak with your allotment representative.
Many thanks to all who attended.
Chris Webb – Events Coordinator
Exeter City Council arrangements:
STAA has continued to develop a good dialogue and working relationship with Amanda Ziff who is responsible for Exeter’s allotments, and ECC held two Allotment Forums, the first announcing the proposal to increase the letting charges from September 2024, an increase in the rent fees by 41 – 77% for allotment plot holders across the city. It is important to inform members that after STAA’s and other allotment sites strong criticism of the lack of consultation and financial information and the impact of such increases that ECC extended the consultation period and presented more information on the rationale of the action. As the outcome ECC is now introducing the rent increase over a two-year period and after acknowledging their diminished services to the sites they will produce a maintenance plan within 12 months. They also acknowledged STAA is an Association, and it was agreed at the Forum that ECC will meet with STAA representatives to discuss ways to collaborate further, including paying for the maintenance of unlet plots.
The future:
This year STAA applied for ECC funding for new roofing panels in the Cowick Lane Trading Shed. The increased light has made life much easier for staff and shoppers alike. Rackfields has benefited from SWW funding to increase the amount of rainwater captured and distributed around the plots. Plans are already under way to apply for funding to source rainwater butts for plots at Cowick Lane. We hope that, by encouraging the capture and use of rainwater, we will not only reduce the mains water bill but will improve the condition of the soil and the crops we cultivate.
As gardeners, we have all noticed the decline in insects, and especially pollinators, on our plots. There are a number of reasons for this, but we can all do our bit to support existing Biodiversity and to encourage more to come into our plots and gardens. An initiative is proposed to encourage and facilitate all tenants in taking steps to bring this about. It’s still in the planning stage but, if approved at the AGM, we hope to have Project Biodiversity Boost ready to begin in the new growing season.”
Becky Wells - Secretary
The STAA Committee continues with its mission, with your support, to improve all sites, identifying priorities for each and fundraising to realise them. As members it is critical that you the plot holders actively engage with your representatives to offer proposals and solutions to help us achieve our goals.
John Butler, Chair STAA 29.08.24
Further details will appear here when they become available
The Committee Nomination Form can be found by clicking HERE
