WAM AGM. 24 th September, Gordon Room, Worthing Town Hall, Stoke Abbott Road, Worthing

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2 WAM AGM 24 th September, 2015 Gordon Room, Worthing Town Hall, Stoke Abbott Road, Worthing

3 Agenda 1. Welcome from Chairman 2. Apologies for absence 3. Minutes of the 2014 AGM 4. Matters arising from the 2014 AGM not included in this agenda 5. Chairman s Report 6. Secretary s Report 7. Treasurer s Report 8. Appointment of auditor 9. WAM Committee Retirements, nominations and elections 10. Any other business 11. Questions from the floor 12. Date of the next AGM

4 1. Welcome from Chairman

5 2. Apologies for absence West Tarring: Bill Geddes, Janet Cranch, Peter Bartlett, Carole Melgar, David White, Sue Young Chesswood Farm: George Groves Dominion Road: Barry Brackley

6 3. Minutes of the 2014 AGM Resolution: To accept the minutes of the 2014 AGM

7 4. Matters Arising

8 5. Chairman s Report

9 5. Chairman s Report a) Mission Statement : To deliver a successful pilot for self-management at West Tarring Allotments 2015-: To manage allotment sites in Worthing for the benefit of the tenants

10 5. Chairman s Report a) Mission Statement Resolution: To accept the Mission Statement 2015-

11 5. Chairman s Report b) Management of other sites:

12 5. Chairman s Report c) Service Level Agreement/Maintenance budget: i. New SLA drawn up by WBC ii. iii. iv. Currently with WBC Legal WBC will provide us with a maintenance budget This will mean that we can respond to the need for repairs much more quickly v. We will also be free to choose who does the repair

13 5. Chairman s Report d) Working Parties: i. Undertake plot clearance ii. Undertake minor repairs iii. Deal with rubbish disposal iv. Control invasive plants such as brambles, ivy and bindweed particularly at site boundaries Without its working party, West Tarring would not have improved as much and as quickly. Working parties help to keep costs down.

14 5. Chairman s Report e) Priorities for investment: i. Under self-management, your rent will be used to improve and maintain your site ii. iii. iv. However, we cannot do everything at once Your Site Manager/Overseer will work with WAM Committee to identify priorities We do have an opportunity to apply for a grant, which is what we did at West Tarring

15 5. Chairman s Report f) Challenges and opportunities: i. I have seen that each site has its own problems ii. iii. iv. As a Committee, WAM will help you resolve them But it will need your help as well No longer will we blame WBC for inaction it will be our responsibility v. This is where working parties can help vi. Contact your Site Manager/Overseer if you can spare some time, however small, or if you have any special skills that could benefit us

16 5. Chairman s Report g) Limited Company: i. WAM started as an unincorporated association ii. iii. iv. As such, its officers were personally liable for any losses incurred WAM is now a Company Limited by Guarantee All tenants are members of WAM Ltd v. Should WAM Ltd ever become bankrupt, each tenant would be liable for 1 only

17 6. Secretary s Report

18 6. Secretary s Report a) Changes to Rules and Conditions: Hedges and Fences 4.4 Where a hedge forms a formal perimeter boundary to the site, Tenants need not assume formal responsibility for its maintenance. 4.4 Where a tenant s plot backs directly on to an external border, or is separated from it only by a path, it will be expected that each tenant acts as a considerate neighbour. This means, if the border is with an external house, garden or garage, the tenant should not allow anything to grow on that border that could damage the fence or cause nuisance to their neighbours. In cases where such growth already exists, the tenant should inform the Site Manager to agree a strategy for control or removal. If the external neighbour causes a nuisance to the tenant s plot, for example with excessive growth through a fence, the tenant should report it at their earliest convenience to the relevant overseer. If the border is with a twitten or other public space, the tenant should ensure nothing grows from their plot into that area to damage the fence or impede the public s progress. If the plot has a path between it and the border the tenant should be a good neighbour and trim the border to ensure the path remains navigable.

19 6. Secretary s Report a) Changes to Rules and Conditions: Hedges and Fences (new) 4.8 Tenants may not erect a fence around their plot, but must erect a fence around any existing pond on their plot if it is below ground. (see 4.15). Ponds (new) 4.15 All new ponds should be above ground. Existing ponds that are below ground shall be fenced (see 4.8) and can remain as such until a change of tenancy occurs, when WAM reserves the right to alter them.

20 6. Secretary s Report RENT a) Changes to Rules and Conditions: 5.4 Rent may be increased annually to coincide with the beginning of each new allotment year provided that WAM takes reasonable steps to give at least 28 days notice. This notice may be in writing to individual Tenants and/or displayed prominently at notice boards and gates at each allotment site. Failure to give written notice to any individual Tenant; or failure on the Tenant's part to read any information left on the notice boards or gates will not invalidate that or any other Tenant's rent increase. 5.4 Rent may be increased to coincide with the beginning of each new allotment year if agreed at the AGM.

21 6. Secretary s Report RENT a) Changes to Rules and Conditions: 5.5 It is the responsibility of the Tenant to make WAM aware that they are eligible for any reduction in rent offered by WAM. This reduction is limited to men and women who are 65 or over and, for all new tenants in future, to the first allotment only. 5.5 It is the responsibility of the Tenant to make WAM aware that they are eligible for any reduction in rent offered by WAM. This reduction is limited to men and women who are 65 or over and, for all new tenants in future, as from 1st October 2015, to the first allotment only.

22 6. Secretary s Report a) Changes to Rules and Conditions: Rubbish & Composting 6.6 Most green waste can be composted. All Tenants shall either share a compost bin/heap with a neighbouring plot or in the absence of any such agreement shall have a compost bin/heap on their own plot. All non-diseased vegetative matter from the maintenance of individual plots must be composted on that plot in properly constructed rodent-proof containers. Carpet may be used to line compost bins but may NOT be laid on the ground to supress weeds, as it causes a long term pollution problem.

23 6. Secretary s Report a) Changes to Rules and Conditions: Parking (new) 6.25 Allotments should not have any area set aside for vehicle parking unless the tenant has a certificated mobility problem (e.g. blue badge) and has obtained prior permission from the site manager. That temporary permission applies only to the tenant for as long as it is necessary and cannot be inherited with the plot by a new owner. This rule applies to all plots on all sites as from May 2015 but is not to be applied retrospectively, i.e. existing parking bays with no associated tenant mobility problems can be retained until the existing tenant leaves, at which point they will be returned to cultivation.

24 6. Secretary s Report a) Changes to Rules and Conditions: 12. CHANGE OF CIRCUMSTANCES AND NOTICES 12.2 Notices to be served by WAM on the Tenant may be: (a) Sent to the Tenant's address in the Tenancy Agreement (or notified to WAM under these rules) by first or second class post, prepaid registered letter, recorded delivery or hand delivered; or (b) Served on the Tenant personally or (c) sent by to the address provided by the tenant for WAM database

25 6. Secretary s Report a) Changes to Rules and Conditions: 17. MINI PLOTS 17.2 No shed or greenhouse may be erected on a Mini Plot Allotment Rules and Conditions must be upheld by Tenants of Mini Plots.

26 6. Secretary s Report a) Changes to Rules and Conditions: 20. LIVESTOCK 20.1 No new permission for keeping Livestock will be granted to any allotment Tenant on any of the Council's allotment sites. All existing permissions will be revoked on 1st November Livestock retained between the date of this document and November 2015 is subject to the following rules and conditions Any livestock and huts/cages/livestock food supplies found at any allotment on 1 November 2015 shall be permanently removed by the Tenant within 28 days and not replenished. Failure of the Tenant to comply with this condition will result in WAM removing such items permanently, and reviewing the Tenancy with a view to termination by WAM. No compensation shall be payable to the Tenant, and the WAM reserves the right to recoup any expenditure incurred from the Tenant.

27 6. Secretary s Report a) Changes to Rules and Conditions: Resolution: To accept all changes to the Rules and Conditions

28 6. Secretary s Report b) Changes to The Constitution: All changes to the Constitution result from changing from an Unincorporated Association to a Company Limited by Guarantee, with the following exception:

29 6. Secretary s Report b) Changes to The Constitution: 9. Benefits to Members and Committee Members 9.2 No Committee Member may receive any payment of money or other material benefit (whether direct or indirect) from WAM except: (2) Reimbursement of reasonable out-of-pocket expenses (including travel costs) actually incurred in the administration of WAM. although these (may) be disbursed annually as an honorarium based on reasonable estimates of those expenses. Replaced by: (7) These rules do not preclude payment of expenses based on reasonable estimates (e.g. with phone calls) or the payment of occasional gifts to volunteers as a gesture of gratitude.

30 6. Secretary s Report b) Changes to the Constitution: Resolution: To accept all changes to the Constitution

31 6. Secretary s Report c) Communication: How you can get your views to us Talk to your overseer Use the form Ideas, suggestions and complaints Use the s or phone numbers on the web site / in the tenants manual - note admin/emergency numbers for each area on the notice board. Come to the AGM

32 6. Secretary s Report c) Communication: How we get news to you and canvass opinion Noticeboard Web site Newsletter Tenants Manual AGM

33 6. Secretary s Report c) Communication: How we speak with each other across sites BBQ s Facebook as a forum AGM

34 7. Treasurer s Report

35 7. Treasurer s Report a) Income and Expenditure: Draft Income and Expenditure Account Year ended 31st August 2015 Income Expenditure Rents (15,460) (15,253) Stationery/Postage Bank Interest (27) (17) Room Hire Grant (250) (4,453) Transport Miscellaneous (1,842) (90) Equipment 1,309 2,967 Maintenance & Materials 1, Water Rates 2,235 2,007 Insurance Miscellaneous 1, Honorarium 1,991 2,400 Audit Cash in Hand Depreciation ,019 10,111 SURPLUS 7,561 9,702 (17,580) (19,813) 17,580 19,813

36 7. Treasurer s Report b) Rent levels for : Rent levels for will be 8.00 per rod, with a 30% reduction for tenants over 65 years of age on 1 st October This means that: West Tarring can continue to enjoy the same rates as applied in Other sites will see a welcome reduction in rent levels from

37 7. Treasurer s Report b) Rent levels for : Whether or not these can be sustained through 2017 depends on: The efforts of your Management Committee Use of volunteer labour Use of water butts wherever possible Note that if you collectively request any improvements that require significant expenditure, it may be necessary to increase rents to fund this.

38 7. Treasurer s Report Resolution: To accept the Report from the Treasurer, including the rent levels for

39 8. Appointment of Auditor John Venner has agreed to audit our accounts. Resolution: To accept John Venner as Auditor of our accounts. Our status as a Limited Company will necessitate that, for the future, we find an auditor who is independent of WAM.

40 9. WAM Committee Retirements and changes a) Elaine Sola retired as Treasurer, Pam Hannam took over b) Peter Hannam continued as Chairman, but relinquished role as Membership Secretary to Jenny Martin c) Bill Geddes replaced Jimmy Barrio as WT overseer and took the newly created Health & Safety Manager position d) Daryl Alden took on Special Projects e) Due to the incorporation of other sites, we have welcomed: i. Gloria Aylott ii. iii. Lorraine Robinson As well as all Overseers from the various sites

41 9. WAM Committee Current composition: a) Peter Hannam Chairman b) Paul Eustice Secretary c) Pam Hannam Treasurer d) Jack Powis Site Manager Area A/ Overseer West Tarring e) Gloria Aylott Site Manager Area B/ Overseer Chesswood Farm f) Jenny Martin Membership Secretary g) Lorraine Robinson Assistant Membership Secretary h) Daryl Alden Special Projects i) Bill Geddes Health & Safety Manager/Overseer West Tarring j) Sarah Palmer Newsletter Editor k) Jeff Jones Overseer West Tarring l) Rik Pease Overseer Chesswood Farm m) Bill Mann Overseer Chesswood Farm n) Barry Brackley Overseer Dominion Road o) Tim Weller Overseer George Vth Avenue p) Geraldine Harvey Overseer Haynes Road q) Mike Townsend Overseer Hillbarn Lane r) Richard Taylor Overseer St Andrews Road s) Steve Jowett Committee Member West Tarring

42 9. WAM Committee Officers eligible and willing to stand for election to Committee: a) Chairman - Peter Hannam b) Secretary - Paul Eustice c) Treasurer - Pam Hannam d) Site Director & Area A Site Manager - Jack Powis e) Area B Site Manager - Gloria Aylott f) Membership Secretary - Jenny Martin g) Assistant Membership Secretary - Lorraine Robinson h) Special Projects - Daryl Alden i) Health & Safety Officer - Bill Geddes Overseers and other members are appointed/confirmed by WAM Committee No other nominations were received

43 9. WAM Committee Resolution: To accept the appointment of the officers below to WAM Committee for a) Chairman - Peter Hannam b) Secretary - Paul Eustice c) Treasurer - Pam Hannam d) Site Director & Area A Site Manager - Jack Powis e) Area B Site Manager - Gloria Aylott f) Membership Secretary - Jenny Martin g) Assistant Membership Secretary - Lorraine Robinson h) Special Projects - Daryl Alden i) Health & Safety Officer - Bill Geddes

44 Rubbish disposal 10. Any other business

45 11. Questions from the floor

46 12. Date of the next AGM September 2016