Minutes of Allotment Meeting at Staines Rugby Club
3rd November 2009

Chairman: Mr Keith Hitchman
Acting Chairman of Meeting: Mr Keith Hitchman
Members Secretary: Mr Ian Dalton
Minutes Secretary: Miss Mel Carter           
Treasurer: Mrs Pat Johnston

Present: Keith, Helen, Terry, Gwen, Terry, Julie, Pat, Dawn, Clive, Mick, Tim & Mel
Apologies: Colin, Mike & Sonia

1. Minutes of last meeting circulated.
2. Plots – John Matthews has kept his plot despite Keith being told that he had lost it. Valerie Plot 75/76 wants it to be known that she has been given an extension to keep her plot. However many things have been removed from her plot including an apple tree that she would like back.
3. Gate – A New gate has been donated, Terry will install it at the end of the lane by Ian’s plot.
4. Prize giving – The prize giving day went very well in spite of a very poor turnout. A fee of 50p per entry was charged to cover prizes and was well received.
   It has been suggested that for next year entries are taken at the beginning of the season to encourage more participants.
5. Forum – Keith to follow up with Colin the starting of an online forum for people.
6. Bonfire & Fireworks – Mike & Ian who were to organise were not at meeting so unsure of what they have done so far. Terry offered to buy fireworks unless Keith hears from Mike or Ian. The bonfire is to be built on one of the three cleared plots on the left hand side. Terry has a lot of wood to burn and has offered to start construction this week ready for Sunday. Only wood will be burnt to avoid any contamination of the soil. Keith will now put some posters up. Fireworks have been set off from Ian plot in the past but Keith will contact Valerie to see if we can use her plot this year. There will be a charge of £5.00 for adult’s children free. There is some food left from the Prize giving which Mel & Tim have and will add to if required. Keith to ask Lorraine & Mike if they will do the cooking.
7. Piles Of Rubbish – The piles of rubbish that were made when the council cleared the unused plots is now becoming a nuisance and is being added to. When Keith found out that they were scrapping the plots he was told that the rubbish would be removed. As this contains contaminated waste the council will have to be asked to remove it. However it seems that they are reluctant to do so as it will cost approximately £2,000.00. Terry suggested it could be moved to the corner behind the pond and turfed over to block access through the fence. Keith proposed that our objective should be to get it removed from the site, Mel seconded and the vote was carried unanimously. Keith will write a letter to Jim Buchan with a copy to the council and all attendees at the bonfire will be asked to sign. If we can’t get it cleared it was suggested that we contact the local press as a last resort.
8. Christmas social – confirmed for 5th December starting from 4 o’clock onwards. Everyone to bring food and drinks and to be held at end of site near Gwen & Terry’s plots. Keith has looked into the possibility of hiring a marquee but they are very expensive and it was decided we would manage with gazebos in the event of bad weather.
9. AGM – has been postponed until 2nd March. Keith would like someone to help him with so a new committee position of secretary to be established. To be discussed further at next meeting.

Next meeting date: AGM Tuesday 2nd March 2010, 7:30pm Staines Rugby Club.

Minutes from previous meetings are listed below and may be downloaded.