Sutton Lane Allotment Society

Gardening for the Community

URGENT NOTICE FROM SHREWSBURY COUNCIL


Dear Member

Please find message above from Shrewsbury Council. There is one additional proviso you should be aware of which is:

'Any person failing to comply with any of these conditions may be asked to leave the allotment site by a Committee Member and suspended from attending the site until further notice, pending an investigation'.

Secretary

For & on behalf of the Sutton Lane Allotment Society

Welcome to the SLAS


Welcome to the SLAS
The Sutton Lane Allotment Society would like to offer you a warm welcome to our website.  We hope you will find everything you are looking for on the following pages, but if you can offer any suggestions for improvement, we would welcome you contacting us using the Contact Page which can be found in the Menu at the top of the page.

The Committee hope you have a fruitful gardening year on the Sutton Lane Allotments.

About Us


About Us
Sutton Lane Allotment Society Overview

Shrewsbury Town Council is the owner of the allotment site situated at the north end of Sutton Lane. Access can also be gained via a narrow pathway leading from Montague Place, and Buttercup Way, which is navigated off Primrose Drive. Shrewsbury Town Council has a ‘statutory’ obligation to provide the land as an allotment site, under the Small Holdings and Allotments Act of 1908, as amended by The Allotments Act 1922 and 1950. The Sutton Lane Allotment Site is recognised by the Local Authority as a ‘statutory’ allotment as defined under Section 8 of the Allotments Act 1925. This means that Shrewsbury Town Council must seek permission from the Secretary of State for communities and Local Government before ‘selling’ or changing the use of the ‘statutory’ allotment site’. The allotments have been in their current location since the 1970’s. The site consists of seventy-nine (79) plots which are made up of full plots, half plots and a limited number of quarter plots. The allotment site is securely fenced and further protected by two locked access gates.

There is a composting toilet (obtained following a successful lottery fund application). Three (3) small car parking spaces, and three (3) community sheds. There are a number of stand pipes and water butts for the express use of plot holders, although water conservation is encouraged. There is a waiting list for plots and this list is maintained by SLAS Membership Secretary.

Sutton Lane Allotments are managed by a committee elected by the members; representatives of the committee (usually Chair and Secretary) liaise when necessary with the Town Clerk and/or Operations Manager of Shrewsbury Town Council.

The SLAS financial year runs from 1st January to 31st December each year; with the Annual General Meeting being held in March. Rents and subscriptions are collected by the treasurer in January of each year. SLAS retains the subscription element.

MEMBERSHIP OF SUTTON LANE ALLOTMENT SOCIETY

A new member will be required to complete a New Member Application Form. Subscriptions are decided at the Annual General Meeting in March each year and are currently £10.00.

The rent per plot is as follows – 2019 / 2020:

Full Plot £50.00 No concession. Full plot £30.00 with concession.
Half Plot £30.00 No concession. Half plot £15.00 with concession.
Quarter plot £12.50 No concession. Quarter plot £7.50 with concession.

The age concession relates to members who have reached state retirement age, early retirement does not qualify. Other circumstances may make a concessionary rate applicable (e.g. If a member is registered unemployed), these cases should, in the first instance, be referred to the Treasurer.

All members will receive a membership renewal form annually to be completed, signed and returned with their payment confirming their agreement to abide by the Society’s rules. New members will need to complete this form at the time of joining.

You will be requested to comply with the Rules of the Sutton Lane Allotment Society and you will agree to cultivate and maintain your plot. Whilst it is accepted that not every member has the time to keep their plot in perfect order, all plots should as far as possible, be kept clean, tidy and under cultivation. If you are unable to do this for whatever reason, and you cannot make arrangements for the work to be carried out on your behalf, you should inform the committee in writing so that they can review the situation. If a satisfactory solution cannot be achieved it may be necessary to re-let the plot to someone on the waiting list. The committee has the right to conduct regular plot inspections to ensure that this condition is being adhered to.

A list of current committee members is displayed on the SLAS notice board and on the Your Committee page of this web site. If you have an issue that you would like to be raised, please contact a committee member, who will bring the matter forward for debate at the next committee meeting.

SITE SECURITY

There are no designated public rights of way across the allotment site. The entrance gates and communal storage sheds are secured by means of combination padlocks and key safe system. The combination numbers of these padlocks is known to all members. The committee may change the combination in the future for security reasons. The member is required to secure the entrance gate/s after entering and leaving, by re-scrambling the numbers. The main access gates and all sheds will be kept secure with combination numbers scrambled. Never leave the site or buildings insecure. If unable to secure the site or SLAS building for whatever reason, please contact a committee member who can make arrangements for the site or building to be secured.

SHEDS

If a member wishes to erect a hut, poly-tunnel, shed and /or greenhouse on their plot/s, they must consult the SLAS committee and neighbours before proceeding with its erection. The guidelines are that the proposed structure should be no larger than 6 square metres (a larger structure may be approved following consultation with the SLAS committee). The agreed structure will be sited at least 500mm (1’ 8”) from any path / boundary. The structure must not shade any neighbouring plots and will not have a concrete foundation. In the case of poly-tunnels they will be secured to the ground (Management Policy Document MPD 07 refers).

COMMUNAL SHEDS

Smoking is not permitted in the sheds. There are three communal sheds which are linked. Shed (1) is the main community hut and is of concrete construction and situated in the centre of the allotment site. The shed is used for the storage of members’ tools and gardening accessories. Shed (2) is located at the north end of shed (1) and is also of concrete construction. The shed is used for the storage of SLAS equipment. Shed (3) is attached to the south end of shed (1) It is a wooden shed which is for members communal use.

Shed (3) contains a First Aid kit together with instructions on the reporting of an accident which resulted in injury on the allotment site. Members who use the facilities of Sheds (1) & (2), should ensure that their tools and equipment are clearly marked with their names and plot numbers. The SLAS committee accepts no liability for lost or damaged equipment when stored in these facilities or elsewhere on the site. ‘Wheely’ bins are available in which to store tools.

TOILET

A composting toilet block is provided for members’ use. Instructions on the use of the facility are posted on the walls. Please ensure that you leave the toilet as you would wish to find it. The new member will be shown the location of various access keys during induction. Please lock the facility after use. Smoking is not permitted in the toilet.

STANDPIPES & WATER BUTTS

These are distributed around the site for members to water their plots. All taps are fitted with universal hose connectors to allow hose pipes to be connected to them. The water butts, which are protected with substantial covers, are for the storage of water which is to be used on the plots. The use of hose pipes is allowed. Sprinkler systems or any other attached device to the standpipe will NOT be left on unattended. Water from the standpipe is metered, it is therefore requested that water be used sparingly and where possible use watering cans fed from a water butt this includes conserved water on site. The water will be turned off at the mains during the winter months to prevent damage to the system.

SITE LAWN MOWERS

Two operational lawn mowers are kept secured in a locked shed on the site. A rota of volunteers is prepared the Committee regarding grass cutting of common areas on site. Training is given to the operative prior to the use of a lawn mower. The operative will be informed that ‘Sutton Lane Allotment Society’ has ‘Public Liability and Employer Liability Insurance’ cover, but that ‘Personal Accident Insurance’ cover is their own responsibility. Petrol and oil will be provided from SLAS funds.

GRASS PATHS AND PLOT SURROUNDS

Members are responsible for keeping grass paths around their plots mowed/cut. The committee mowers are not available for this purpose. No barbed wire may be used on the allotment. Pets and dogs are NOT allowed on the allotment site.

COMPOSTING

All members are encouraged to compost as much waste material as possible on site using compost heaps or plastic bins (designed for composting). It is requested that no compostable materials are removed from the allotment site.

MANURE

Details of a local farmer, who delivers manure to the allotment site at plot holders request and expense, are displayed on the communal notice board outside the main shed.

HEALTH & SAFETY

All aspects of site issues concerning Health & Safety are encompassed in Management Policy Document MPD 06.

BONFIRES

Bonfires are permitted on the allotment site between the hours of 1500 and 2000 hours and between the months of 1st October and 31st April. (Please see Management Policy Document 02).

ROYAL HORTICULTURAL SOCIETY

Sutton Lane Allotment Society is an associate member of The Royal Horticultural Society (RHS). The benefits of this body are varied and include organising insurance and providing support in cases of dispute.



John INGHAM
Chair
Sutton Lane Allotment Society

Constitution & Rules


CONSTITUTION & RULES OF SUTTON LANE ALLOTMENT SOCIETY, SHREWSBURY - 2018

1.         NAME AND OBJECTS 

1.1.      The Society shall be called the Sutton Lane Allotment Society.

1.2.      The name of the Society shall be used in any correspondence.

1.3.      The object of the Society is to encourage and promote sustainable allotment cultivation and to support gardeners on the site whenever possible.

1.4.      Society shall liaise with the Shrewsbury Town Council in matters associated with the tenancy of the site.

2.         GOVERNANCE AND DAY TO DAY MANAGEMENT

2.1.      Governance of the Society shall be vested in the General Meetings.

2.2.      Day to day management shall be delegated to the Management Committee.

3.         MANAGEMENT COMMITTEE AND OFFICERS

3.1.      The Committee will consist of a Chairman, Treasurer and Secretary, together with a maximum of seven further Society members. The Committee shall have the power to appoint sub-committees for any special purposes.  All officers and Committee members shall be elected from members of the Society at the Annual General Meeting (AGM).  Nominations for the posts of Officers must be made in writing, signed by a proposer, seconder and by the person nominated and delivered to the Secretary no later than fourteen days prior to the advertised date for the AGM.  Members may not nominate or second themselves.  Nominations can be accepted from the floor in the event that a Nominee withdraws at the AGM or if there have been no nominations for a post.  Nominations for committee members can be made either in advance or at the AGM.  The Committee may co-opt members to assist in its work.  Such members will be non-voting and will not count towards a quorum.

3.2.      The Committee may fill any vacancy arising during the year.  Members so appointed will be full voting members of the committee and count towards a quorum.

3.3.      The Treasurer and Secretary may receive an annual Honorarium for their services.  This amount will be agreed by the membership at the AGM.

3.4.      Any officer or Committee member may be removed by a simple majority following an open discussion which gives the member an opportunity to put their point of view.  Votes may be secret, but the voting numbers and result will be noted in the minutes.

3.5.      Any Committee member who fails to attend two meetings in any year for any reason unacceptable to the Committee will cease to be a Committee member.

4.         MEETINGS OF MANAGEMENT COMMITTEE

4.1.      The Committee will meet at least quarterly.

4.2.      A quorum for such meetings will be 50% of the current committee.

4.3.      At all meetings of the Committee, every question shall be decided by a simple majority.  In the case of an equal number of votes being cast both for and against, the Chairman shall have the casting vote.  If the chairman is absent from the meeting, an acting Chairman will be voted in and shall preside at that meeting.

4.4.      The Chairman and Treasurer and or Secretary may take any emergency actions required where it is not practicable to present the action to a normal meeting.  Such actions will be reported at the next meeting.

5.         LIST OF MEMBERS

5.1.     The Committee of Management shall cause to be kept a list of members update annually.  This list shall contain the relevant contact details of members.

6.         MEMBERSHIP

6.1.      Honorary, Social and Members shall be as defined in the current Management Policy Document (MPD)01 Membership Categories

6.2.      Members will elect a Management Committee at the AGM who shall have the power to elect honorary members.

6.3.      Members will be required to pay such annual subscriptions as are agreed at the Annual General Meeting.

6.4.      Members are required to pay rent as determined by the Committee when STC notifies it of annual charges.

6.5.      All resignations from the Society should be made in writing to the Secretary.

6.6.      Members are required to comply with the Society’s Constitution and Rules.

7.         FINANCE

7.1.      The Treasurer shall take care of all money and goods belonging to the Society.  The Society’s funds will be deposited with a bank agreed by the Committee and disbursed on instruction from the Committee.  Any two signatures are required on cheques from the following officers: Chairman; Treasurer; Secretary.

7.2.      The treasurer will keep an up to date record of all income and expenditure related to the Society’s financial transactions.  Where practical these will be supported by invoices, receipts or vouchers which show the date, total amount paid and the purpose of the expenditure.  Such records will be subject to independent examination.

7.3.      The Treasurer shall give a report to the meetings of the Committee, and this will be noted in the minutes.

7.4.      The Treasurer will present a written report to the AGM.  Any receipts or expenditure related to any grants will be recorded separately.

7.5.      The Treasurer shall close the accounts on 31st December each year and prepare income and expenditure statements and balance sheet for presentation to an independent examiner.

7.6.      The independent examiner will be appointed at the AGM

7.7.      The accounts shall be circulated at the AGM.

8.         GENERAL MEETINGS

8.1.      The Annual General meeting shall be held in March of each year.  Members shall receive at least 21 days’ notice of the date, time and place of the meeting, and of any special business.

8.2.      Additional agenda items for the AGM must be sent in writing to the Secretary 14 days before the AGM.

8.3.      The Constitution and Rules will not be amended, without sanction by the majority of the members present at an AGM or Special General Meeting (SGM).

8.4.      Any amendment to the constitution will be recorded in writing and signed by the Chairman and Secretary of the Society.

8.5.      At the written request of at least 6 members the Chairman will call an Extraordinary General meeting for a specific purpose.  All members shall receive 7 days' notice of such a meeting with details of the agenda.

8.6.      Annual membership rent and subscriptions will be agreed by the membership at the AGM.

8.7.      Any member present at the AGM and not disqualified shall have one vote.  Where the votes cast are equal, the Chairman shall have a deciding vote in addition to his/her normal vote.

8.8.      The Chairman of the Management Committee shall preside at the AGM or SGM.

8.9.      The quorum for an AGM or SGM will consist of 5 members.

8.10.     No political or sectarian issue shall be raised or discussed at either an AGM or SGM.

9.         AFFILIATION

9.1.      The Society shall affiliate itself to any organisation that promotes the recreational activity of allotment and garden cultivation as deemed appropriate by the committee.

10.       DISSOLUTION OF THE SOCIETY

10.1.     The Society may be dissolved at any time by the consent of 75% of the members, testified by their signatures to an instrument of dissolution.  This should set out clearly what is to happen to any assets and residual cash after payment of expenses.

11.       COPIES OF RULES AND CONSTITUTION

11.1    A copy shall be given to every new member on joining, and further copies may be provided at cost.

12.       RULES: DUTIES OF MEMBERS

12.1.     To observe all rules relating to the allotment gardens as set out by the Committee.

12.2.     Rents and subscriptions will be due by 1st April.

12.3.     Any member one month in arrears with either the subscription or rent will be removed from the list of members and lose any benefit from such membership.  A person so dismissed may be reinstated at the Committee’s discretion.

12.4.     No member may sub-let a plot.

12.5.     A member is responsible for notifying the Committee of any change of contact details.

12.6.     Members must maintain the pathways around their allotment.

12.7.     The use of weed killer on pathways is not permitted

12.8.     No member may encroach on any path or roadway. All paths roadways and fences must be kept clear of rubbish.

12.9.     The dumping of stones, rubble or rubbish anywhere on the allotment site is not permitted.

12.10.   No barbed wire may be used on an allotment.

12.11.   Member wishing to erect a hut, shed, greenhouse or other translucent cultivation structure on their plot(s), must comply with the current M.P.D.07.Temporary Structures.

12.12.   An allotment holder will not cause any nuisance to any other plot holder.  No livestock will be kept anywhere on the site.

12.13.   Bonfires will be permitted on plots subject to the current M.P.D. 02 – Bonfires

12.14.   No member may remove or cause to be removed any soil from the site, without obtaining permission from the Committee.

12.15.   Any refuse container provided by the Society must be used in accordance with the rules.

12.16.   Dogs are prohibited from the site.

12.17.   Members bringing children onto the site are responsible for their safety and good behaviour.

12.18.   If a member wishes to plant a tree(s), fruit or ornamental, on their plot(s), they must seek the approval of the Committee before proceeding.

12.19.   Sprinklers and hosepipes must not be left unattended.  All hose pipes must be disconnected from the standpipe after use.

12.20.   Gates and doors must be locked properly at all times.

12.21.   In the event of a dispute or complaint between allotment occupiers this should be submitted in writing to the Committee in accordance with the current M.P.D. 03 - Complaints Procedure

12.22.   A 5 mph speed limit exists throughout the site

12.23.   The sale of produce for personal profit is prohibited.

13.       NON-COMPLIANCE – M.P.D. 04

13.1.     If, in the opinion of a two thirds majority of the Committee, the conduct of any member be injurious to the character and interests of the Society, that member shall be subject to a non compliance review of their actions by the committee to consider what measures should be taken to maintain the good governance, reputation and compliance with the Rules of the Society.

13.2.     This review may result in the imposition of sanctions on the member appropriate to the nature of the non-compliance event including expulsion from the Society.

13.3.     The Committee will prepare guidelines on the procedures to be adopted in pursuance of maintaining compliance with its Rules, including the identification of appeals procedures, to enable a member to seek redress should they consider the committee’s sanction decisions unreasonable.  A copy of the non-compliance guidelines will be made available on request.

14.       EQUAL OPPORTUNITIES POLICY – M.P.D. 05

14.1.     The Society will adhere to an equal opportunities policy.  The management committee will develop, maintain and administer this policy on behalf of the membership.  A copy of the MPD will be made available to members on request and on the website.

15.       HEALTH AND SAFETY POLICY – M.P.D. 06

15.1.     The Society will adhere to a health and safety policy. The management committee will develop, maintain and administer this policy on behalf of the membership.  A copy of the MPD 06 will be made available to members on request and on the website


THIS CONSTITUTION was adopted as the constitution of the Sutton Lane Allotment Society at a meeting of allotment holders held on 9th July 2005. but subject to revisions as follows;

Revised and approved at the 2014, 2017 and 2018 AGM’s

Revised Clause 6 a+g) membership amended in principle at AGM 2016, Honorary and Social Membership definitions Incorporated as Management Policy Document 01 in 2018

Revised Clause 11.11 Erection of Temporary Structures; Temporary Structures clause 12.11. Alteration proposed under MPD 07 at 2018 AGM

Revised Clause 12.13 Bonfires; incorporation of Bonfire Policy Document. approved in principle at AGM 2016, text MPD 02 tabled at the 2018 AGM














Your Committee


SUTTON LANE ALLOTMENT SOCIETY

Chair: John Ingham (Plot 28A1) johningham412@talktalk.net
Treasurer: Terry Edwards (Plot 7B) terryedwards@talktalk.net
Secretary: Rachael Parry (Plot 34A) rachparry100@gmail.com



Newsletter: Clare Ardill (Plot 8B)
Health & Safety: Steve Bowen (Plot 30A)
First Aid Advisor: Martin Brayne (Plot 23B2)
Membership Secretary: Roy Ellis (Plot 37A ) roy.ellis88@gmail.com
Maintenance: John Evans (Plot 1A)
Ron Milner: (Plot 25A)




Your Committee

Contact Us


  • Sutton Lane, Shrewsbury, UK
  • Sutton Lane, Shrewsbury, Shropshire

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NOVEMBER 2019 NEWSLETTER

2020 AGM Notice to Members of the SUTTON LANE ALLOTMENT SOCIETY


2020 AGM Notice to Members of the SUTTON LANE ALLOTMENT SOCIETY
POSTPONED DUE TO CORONAVIRUS PANDEMIC -  MEMBERS WILL BE NOTIFIED OF NEW THE DATE WHEN IDENTIFIED

An Invitation is extended to you to attend the
2020 Annual General Meeting

to be held at
Reabrook Sports & Social Club, Scott Street, Belle Vue, Shrewsbury SY3 7PX

on


Monday, 16th March 2020 @ 7.30 p.m. (prompt)

The following documents:


Agenda for the meeting
Notes of previous 2019 AGM
Nomination Forms for the Election of Officers to the Management Committee will be emailed to all members

Those members without email facility can request a hard copy (please ask a committee member/the Secretary Rachael Parry).

AGM Minutes 2019


SUTTON LANE ALLOTMENT SOCIETY- MINUTES OF AGM 18th MARCH 2019

Meeting attended by 24 members; attendance record is held on file for record.

Apologies for absence were received from:  Beth Stark, Laura Evans, Roy Lawford, Robert Lea, Kate Griffins, Gillian Castle, Steve Gillian, Gill Moore.

 

1          Minutes of AGM on 12th March 2018;

The Secretary confirmed that the minutes had been displayed at the allotment, and publicly circulated.  The minutes were proposed, seconded and adopted as a true record of events by the membership subject to the following items, see 2.1 and 2.2:

Minutes amended and adopted as a true record of events.  John Ingham Proposed; Liz Lowe Seconded / Passed Unanimously


Matters Arising from previous meeting of 12th March 2018;

2.1       A query from the floor raised by Jackie Wales regarding an amendment to section 12.11 of the Constitution and Rules of the Sutton Lane Allotment Society regarding temporary structures.

Steve Bowen responded with the correct information: The amendment was to M.P.D. 07, which should have been updated to state that temporary structures should be a maximum of 6m square as had been agreed at the 2018 AGM, (refer to point 3.3.6 of the AGM 2018 minutes).

The Chair agreed to amend the constitution and M.P.D. 07 following a vote that was carried unanimously.

SJ/GS/Unanimous

2.2       Item 6.4 of the AGM 2018 minutes should read Sheila Jones, not Sheila Martin.

3          Officer  Reports;

3.1       Chairman’s Report – John Ingham - incorporating Secretary’s Report

3.1.1     “This report concludes my eighth year as Chair and a summary is as follows: -

3.1.2     The Chair confirmed that if re-elected, 2019 would be his final year as Chair. He asked for a volunteer from the membership to shadow him this year in preparation for taking on the role next year.

3.1.3.    The Chair on behalf of the members congratulated John Evans for his achievements at Shrewsbury Flower Show, in particular runner up in the Hanging Basket Competition, and his fundraising efforts on behalf of NSPCC through his Christmas Lights display, totaling £845.00.

3.1.4.    The Chair informed the membership that the organisers of the Shrewsbury Town of Flowers ‘Allotment Competition’ mislaid the entry from Diane Davis. They expressed their apologies for this as Diane would have been in the running as a winner.

3.1.5.    The winners of the SLAS ‘best kept garden’ Competitions were:

Best Newcomer was awarded to Martyn Brayne

Best half plot was awarded to Mark Pugh

Best kept garden was awarded to Diane Davis

3.1.6.    The Chair reported that once again the Beer, Buns and Barbecue social gathering had been a great success. He thanked Committee members for their participation and members for their attendance.

3.1.7.  The chair requested volunteers for the mowing rota, informing all present that training on either of the two on site lawn mowers would be given (as in accordance with SLAS Health & Safety Guidelines).

3.1.8.   The Chair advised the meeting that the committee had met 6 times during the year, had undertaken 6 plot inspections and 3 health and safety inspections.

3.1.9.   Membership – currently stands at 66 members plus one life member and two social members, with a waiting list of 14 external applicants. 

3.1.10   Two motions for consideration by the members at the AGM had been received in advance of the meeting, and resubmitted in an amended form from the floor, see 4. Motions from the Floor.

3.1.11   The Chair thanked the members of the Committee for their support throughout the year.

3.1.12   The Chair reiterated the importance of Site Security to all members.

3.1.13   Thanks also went to:                                                                       

The Treasurer, Terry Edwards and our Secretary, Mrs Geraldine Seymour, for their excellent work throughout their tenure of the posts.

To Mrs Jane Hallsworth for her management of the Sutton Lane Allotment Society Web Site.

To Steve Gillian for his excellent work as secretary prior to his resignation.

3.2       Treasurer’s Report – Terry Edwards

3.2.1    TE confirmed that the circulated ‘Accounts’, audited by Mr Rob Lea, were a true record of the SLAS finances.  Terry summarised the following key points to note:

The figures indicate a balance of £2456.06p compared with £2161.91p for the previous year and a surplus of £294.15p compared with £335.29p for the previous year.

Expenditure during 2019 - 2020 is likely to be similar to 2018-19, although adequate the reserves would be stretched should there be any ad hoc expenditure of an unusual nature.

3.2.2    No questions were received from the floor regarding the 2018-19 accounts.  GS proposed the accounts be accepted as presented (seconded by JI); proposal was unanimously agreed.

3.2.3    Martin Brayne proposed that the subscription rate for 2019-20 should be £10.00/member.  The meeting discussed anticipated costs for 2019/20 and the Societies reserves and approved the membership fee at £10.00p.

3.2.4    TE advised that STC rents for 2019-20 have been raised slightly in line with inflation. e,g. £50.00 per full plot / £15.00 for a half plot with a concession.  Rent requests would be emailed / posted soon during April.

3.2.5    In response to members’ queries, TE clarified that the SLAS concession age was the same as the state retirement age. Members who pay the concession rate plot rental must be in receipt of state pensions and cannot be members who have taken early retirement.

3.2.6    Terry thanked Rob Lea for authenticating and signing the accounts.

4.         Motions from the floor

4.1       Soil deliveries

The membership agreed that the committee must give at least 4 weeks’ notice to members of any soil deliveries. The aim is to give members time to arrange their own deliveries of manure before the soil delivery.

Proposed Sheila Jones, Seconded Jackie Wales, Carried 23 in favour, 1 abstention.

4.2       Alteration to the tenancy year

It was proposed that the SLAS tenancy year run from February to February in order to give new members more time to clear and cultivate their plot during the growing season. While the membership felt this was a good idea, difficulties arose due to current tenants losing a month’s rent in March 2020 if they resigned at the end of 2019.

A second difficulty was that Shrewsbury Town Council was irregular in posting the scale of charges for Allotment rents, and collected the rents in March.

4.2.1    The amended proposal had two parts: that henceforth members should advise that they were giving up their plots by the end of December and vacate them by the end of February; and that the SLAS committee would make arrangements so that any sums of money incurred by members during the changeover in 2020 would be absorbed by the Society.

            Proposed John Evans, Seconded Mark Pugh, carried unanimously.

4.3       Proposal to amend constitution

            Proposal to amend Clause 2.a of the Constitution and Rules of Sutton Lane Allotment Society and to increase the management committee size by two members from 8 to 10.

            Proposed Jennie Bailey, Seconded John Ingham, Carried, 21 for, 1 against, 2 abstentions.

5.         Election of Officers and Committee

Geraldine Seymour reported that nominations for Chair,  Hon Treasurer and Hon Sec. had been received as follows:

John Ingham had been nominated for Chairman by Liz Lowe and seconded by Mark Pugh.

Terry Edwards had been nominated for Treasurer by John Evans and seconded by Steve Bowen.

Geraldine Seymour had been nominated for Secretary by Steve Bowen and seconded Ron Milner

The above noted nominations were put to the vote and unanimously approved.

John Ingham advised that the current committee members had expressed their willingness to remain on the       management committee. The membership present confirmed that their membership of the Committee for 2019-2020 would be; Mark Pugh, Liz Lowe, Ron Milner, Steve Bowen, Di Davis, John Evans, Martin Brayne.

Two new additions were welcomed to the committee: Julie Dean and Claire Passey.  Nominated John Ingham, Seconded Geraldine Seymour, carried unanimously

6.         Any other business relevant to an AGM

6.1       John Ingham noted that the ‘mowing rota’ sheet would be placed on the notice board shortly and requested that as many members as possible take the opportunity to get themselves trained for this essential maintenance task.

6.2       Sheila Jones suggested that committee members photographs should be put in the shed noticeboard; she was informed by the Chair that her suggestion would be considered by the Committee and she would be informed of their decision.

6.3       John Evans pointed out that members were putting rubbish in the donation station, and that this space should be reserved for donations of food. It was agreed that a Notice would be prepared and displayed on the Notice Board.

6.4       Bernard Martin informed the forum that stones are being deposited on Primrose Drive entrance pathway to the allotment site. It was agreed that this item should be mentioned in the next newsletter.

6.5       Steve Bowen asked members not to keep making paths between plots any narrower as they were currently very difficult to walk on.

7.         John Ingham closed the meeting at 8:40 with his thanks to participating members. 

            The date for the AGM in 2020 to be agreed and advised to members early in January 2020.

           

           

             Endorsed; ……………………………………………. at the AGM on 18.03.2019


            Chairman  John Ingham

            Secretary  Geraldine Seymour


Click here to download a copy.   AGM minutes 18.03.2019 FINAL.docx 

Chair & Secretary's Report 2019/2020 Season


Sutton Lane Allotment Society

Sutton Lane Allotment Society Annual General Meeting

Chair & Secretary’s Report for 2019 / 2020 Season, submitted to the membership in writing because of the Covid-19 pandemic

A special welcome to all our new members.  This concludes my ninth year has your Chair.  My report is as follows:

Firstly, I would like to thank your committee for their continued support and industry over the preceding twelve-month period.

Honorary Membership

One member of Sutton Lane Allotment Society is an Honorary Member.

Social Membership

At the present time we have no Social Members.

Unfortunately, our secretary Geraldine Seymour resigned in May / June 2019. I would like to take this opportunity on my and your behalf to thank Geraldine for all the hard work that she put into the role of secretary over the preceding two years. Geraldine rapidly picked up the workings of the Society following the departure of Steve Gillian. The Committee approached Liz Lowe with a request that she consider replacing Geraldine as your secretary. I am pleased to announce that Liz Lowe was appointed as Acting Secretary on 13th May 2019  and was confirmed into the role on 30th September 2019. I am very pleased to report that Liz has become a tremendous asset to the Society.

2019 was a good year for the cultivation of all crops on the allotment plots. It was pleasing to see flowers and fruit growing abundantly on some plots. Once again I personally commend Gill Moore, Dave Edwards, and Ted Sallows for their annual colourful floral displays.

I have to inform you that during the Britain in Bloom Competition (of which Sutton Lane Allotments was chosen to represent Shrewsbury) one of the judges in company with Margaret Thrower went up to a dahlia in bloom (the flower was more than 15 inches across) on Dave Edwards plot 2B and informed the large group of judges that it was probably one of the best examples of a flowering dahlia she had ever witnessed. Margaret Thrower suggested that it could have won first prize at Shrewsbury Flower Show. Shrewsbury Town won a Gold Medal in the Competition and Sutton Lane Allotments were included in the Gold Medal award, they were also Highly Commended for their diversity and general good presentation of plots and produce. A rewarding comment was made about the two quarter plots adapted for persons with limited physical ability.

On behalf of Sutton Lane Allotment Society, I would like to once again congratulate Committee Member John Evans for his continued success at the 2019 prestigious Shrewsbury Flower Show. John was awarded one first prize for his exquisite standing fuscia, one second and three thirds for a selection of hanging baskets and hanging pots. Just to put the icing on the cake for 2019, John was awarded the best small front garden in Shrewsbury, by the Shrewsbury in Bloom Judges.

During the month of December John illuminated the front of his house with a fantastic display of Christmas Lights, amassing the amazing sum of, £1172.00. The monies have been donated to Alder Hay Childrens' Hospital, Liverpool and Gift Aid. On your behalf I congratulate John on another amazing achievement.

Sutton Lane Allotment Society entered Mark Pugh in the Shrewsbury in Bloom – Best Kept Allotment Competition - Diane Davis was not allowed to enter – reason given by Shrewsbury Town Council was Di’s two half plots which make a whole plot where declared to be too far apart to be able to be called a whole plot!! Unfortunately, Mark was not listed among the winners, although I was of opinion he should have won.

Good luck to this year’s volunteer entrant/s, if the competition takes place in these unprecedented times.

On 23rd July 2019 for the eighth year running, your Committee held our own Sutton Lane Allotment Society Competition.  I managed the competition. We used the formulated matrix marking system created by Shrewsbury Town Council.

Your committee collated the marks and identified a winner for the Best Newcomers Plot, namely Ms Chuanxia Heung (Plot 37B).

In second place was Roy Ellis (Plot 37A + 27B1) and in third place was Doug Williams (Plot 34A). Well done to all our newcomers, and this year they move into the major leagues.

The Best Kept Half Plot on the allotments; the winner was identified as Mark Pugh (Plot 1B) with 93 marks. In second place was Sheila Jones (Plot 31A) and in third place was Terry Edwards (Plot 7B).    

For the third year running the winner for the best kept garden again went to Diane Davis (Plots 19B and 30B), and in second place was Jackie Leach (Plots 10A & 11A). In third place was Steve Doyle (Plots 28A & 28B).   

I personally congratulate all the entrants. Once again your committee reported that they were very impressed with the state of the plots at the time of judging. This was reported at the time so I do not intend to repeat, suffice to say well done to all concerned.

In March & April 2019, Sutton Lane Allotment Site received two one-ton deliveries of wood bark from Shrewsbury Town Council.

In August 2019, Sutton Lane Allotment Site received two five-ton deliveries of ‘chippings’ from Shrewsbury Town Council.  The stones have been laid at the Sutton Lane end of the roadway with a view to laying a foundation for a small car park, to cater for two possibly three vehicles.

On Sunday 8th September 2019, Sutton Lane Allotments held its annual social gathering, namely ‘Beer Buns & BBQ’ at the Community Shed. Thirty (30) members attended the function throughout the afternoon.

Burgers and sausages were served in fresh baked buns, alcoholic beverages and soft drinks were also supplied. The members enjoyed a very memorable afternoon in the sun. The annual presentation of trophies was made to the winners.

Thank you to the members who supplied burgers, sausages, ‘chutneys’, homemade Victoria sponge cakes, lemon drizzle cake, beers, wine and home-made wine. If I have missed anything or anyone out, I apologise.

I would like to mention again, the Food Hub – it was commented on by the judges of Britain in Bloom. I am sure that we scored highly for this facility. Your Committee say thank you ‘again’ on Nicola Craddock’s behalf to all the members who contributed to this worthy cause for those less fortunate than us. Nicola is no longer a member of the Society. I have taken on the mantle of delivering your produce to the Food Hub via a third party.  The Judges’ comments were directed towards the representatives of Shrewsbury Town Council, (always good to remind them that we exist).

On your behalf, your committee have formally thanked Helen Ball and Gary Farmer of Shrewsbury Town Council for all their assistance to date in helping to improve the infrastructure of the allotment site.

ACQUISITONS

Member John Edwards donated a rotovator to the Society. The rotovator (which goes forward and in reverse) has been repaired and serviced by a local engineer at a very reduced cost of £70.00. The machine when new had an insurable value of £949.00. It is available to the members after guidance on how to use it; details of which will be circulated at a later date, (subject to lock down conditions). The member using the rotovator will be responsible for purchasing petrol for its use.  

The Society received a complaint via Shrewsbury Town Council from two residents in Snowdrop Close regarding the Russian vine and Blackberry bushes that run along the metal fence on the South end of the allotment site. Your Committee members decided to purchase an all-purpose tool. Accordingly a Mountfield 2 stroke petrol 5 – in – 1 Multi-Tool i.e chain saw, strimmer, hedge cutter, metallic grass cutter, and an extension arm @ £239.99. It has been purchased and is secured on site. This machine will only be available to a Committee member who has had guidance on how to use it; details of which will be circulated later.

Ear protectors and safety goggles have also been purchased for their protection, together with a storage cabinet and securing mechanism (thanks to John Evans for all his input). The Committee have determined that the person requesting the use of the Mountfield multi- tool will be responsible for the purchase of two stroke oil and petrol prior to its use, (subject to lock down conditions). It is proposed that the machine will be used in the near future to cut back the Russian vine at its source. Your Committee propose that a skip will be hired in the future, (subject to lock down conditions) to remove the detritus from the allotment site.

Because of damage and wear and tear to our long-shank combination padlocks it has been necessary to purchase five (5) more at a reduced cost of £120.40 via Amazon and Abbey Hardware. Our previous suppliers no longer trade. The latest purchases are guaranteed for five (5) years.

All allotment plots have now been supplied with identification markers at a total cost of £118. 82 i.e. £1.76 each. Paid for by your Committee on your behalf.

Your Committee have instigated a formal induction process for all new members together with a welcoming letter to your Society.

Your Committee approached Shrewsbury Town Council following a complaint from the tenant of Plot 15A. A quarter of the plot is shaded by a very large walnut tree and cultivation was very poor. The Council agreed that the Society would not pay for a quarter of the plot (the shaded area). Rather than condemn that area, Committee member Di Davis approached the Committee with a suggestion that the plot be cultivated with wild flowers, e.g. lavender and rosemary the remainder being grassed. A bench has been placed in the shade of the walnut tree. Your Committee propose that the quarter plot is to be used by dementia sufferers and their carer’s under the supervision of a Committee member. The use of this area will be subject to the pandemic lock down conditions.

The Community shed would be made available to them in the event of adverse weather, again subject to lock down conditions being lifted.

Our Web Site

During September, several areas of improvement were identified for the website and it became apparent, after consultation with Jane Halsworth that the BT Community Web Kit (our web hosting company) was quickly becoming unable to cater for our needs.  Jane also expressed a concern in taking on additional work for the website.

At this time, it came to the Committee’s attention that 123-Reg, our domain name host had sent out ‘renewal notices’ to the SLAS, and thousands of other customers, relating to an additional domain name almost identical to our current address. This misleading email read as if it was a legitimate renewal for our existing domain name. Those who wish to read the article surrounding this matter can contact Liz Lowe for the link.

Whilst this move by the company was technically legitimate, it attracted much criticism from the public regarding the tactics used to elicit further funds from additional domain addresses.

Because of the similarity of the domain addresses, it was not noticed at the time and it was thought the renewal was in relation to our original domain name .co.uk.  Unfortunately the window to stop payment or request a refund passed before we became aware, resulting in SLAS being the owners of two domains, .co.,uk and .uk.

It was decided therefore, in order to minimise risk, it would be better if the responsibility and administration was transferred to the SLAS Committee.  Liz Lowe and Clare Ardill volunteered to take this on and research began on alternative web hosts that were more stable and have the capacity for improvement.

Our grateful thanks go to Jane Halsworth for the hard work and commitment she has shown over recent years in administering the BT Community Web Site. 

It had become clear that the BT Community Web Kit was beginning not to meet our needs.  Customer Service is virtually non-existent (taking well over a week to respond to enquiries), and the site is not maintained sufficiently well enough to offer an efficient service. 

There is no customer service ‘chat’ when administering the web pages which leads to a frustrating time lapse in getting things done.  Notwithstanding the above, this is a free service albeit it a very poor one.

Research identified a user-friendly web host company (site123.com) no relation to our domain host providers (123reg.co.uk) which offers an extremely easy-to-use web hosting service and a very competitive three-year contract for just £4.52 per month.

The basic package offers everything we need, including uploading the Newsletter onto a bespoke page, automatic menu creation, video uploads, fast manipulation of pages, themes and styles, uploading of images either from personal files or from an internal library; uploading of documentation with the ability to edit once uploaded and an efficient support/chat facility when required by the web administrator.

A decision was taken by your Committee to go ahead and the new website was launched on 29th January at which time members were informed.

We sincerely hope members will use this site as a point of reference and offer suggestions for improvement.

On behalf of all the members, I publicly thank Committee Members Liz Lowe and Clare Ardill for all the hard work that they have put into this project.

I wish to inform the membership that your committee met nine (9) times during the year, undertaken five (5) plot inspections and three (3) Health & Safety Inspections. The membership currently stands at seventy-five (75) members plus an Honorary Member, with a waiting list of twenty-one (21) external and five (5) internal applications. We have never been so popular. The majority of our applications originated from our web site.

 Lawnmower Rota - MY ANNUAL MOAN

Your Committee have got to address this problem, because the grass is not being cut. We have got 2 very efficient petrol lawnmowers which are regularly serviced. Petrol and oil is supplied. The only problem is that the mowers are not being used!!!

It is evident that the same 4 persons cut the grass, this is not good enough. Yes, you have to be Health &Safety trained to use the mowers, but that is not a problem because a committee member will take you through the process of starting and stopping the mowers.

The lawnmower rota will be displayed on all the Notice Boards and in the Community Shed, the member indicates on the rota the dates that he/she will take responsibility for cutting the allotment site grass. Please can we have more volunteers???

Site Security: - Burglary  

Sometime between 0900 hours on Friday 13 December 2019 and 1100 hours on Saturday 14 December 2019, Seven (7) garden sheds on the allotment site were broken and entered.  It would appear that nothing had been stolen. Your Committee considered the possibility that the offenders had ‘tested the waters’ and would return later. To that end your Committee changed the security numbers on our padlocks. We thank you for your co-operation over this matter.

I am pleased to report that the new long shank padlocks are performing well and John Evans continues to keep all our locks in a good and efficient working order.

Please do not interfere with the padlocks, if you have a problem with entry or exit involving the locks please contact a committee member.

Once again, I must stress that all the storage sheds must always be kept locked,  if any building is left insecure our comprehensive insurance cover for the buildings is compromised.

Gates must always be kept locked to prevent non-members accessing the site unless accompanied by an SLAS member. I cannot emphasise enough the importance of practising security on the site.

During Storm Dennis five fence panels which were parallel with Plot 31A were badly damaged.

The main contributory factor was the ground retaining the steel posts had been disturbed by contractors acting on behalf of the householder in Sutton Bridge when creating a tiered garden. Exacerbating the situation, the householder had placed screening along the fence which acted as a sail attempting to hold back the gale force wind. The householder has contacted a contractor and is having the fence repaired under the supervision of Shrewsbury Town Council. Because of the damage caused to Plot 31A and the upheaval suffered by the Plot holder, your Committee have negotiated with STC and they have agreed to halve the rent for the season.

THANKS

On behalf of your Committee, I thank Elizabeth Lowe for taking on the responsibility of Secretary.

We would like to say thank you to your Treasurer, Terry Edwards. He has now completed his fifth year in office and his financial reports to the committee meetings are always very well presented. Thanks to Rob Lea for auditing the books.

On your behalf your Committee thanks new Committee member Clare Ardill for the excellent quarterly newsletter that she produces, with a view to keeping the members informed of all activities on and off the allotment site.

We would like to take this opportunity to say thank you to committee members Liz Lowe & Steve Bowen, who have taken on the mantle of Health and Safety Officers for the allotment site. Steve, Liz and I carry out Health and Safety visits on the site on a number of occasions throughout the year. Steve is your Vice Chair and performs the duties of Chair in my absence.

We would like to say a personal thank you to Committee Members Mark Pugh, John Evans and Les Jones for all their assistance with ongoing maintenance issues on site. We also wish to thank our resident plumber Chris Mansell.

We thank committee members Di Davis, Mark Pugh and Ron Milner for assisting me with plot inspections throughout the year.

We thank Diane Davis she has taken on the mantle of Membership Secretary, Plot Allocator and with Mark Pugh carries out our new member’s induction. Unfortunately Di has since resigned and co-opted committee member Roy Ellis (Plot 37A) has taken on the role. I personally thank Di for all the hard work she put into the role over the previous year.

We thank Committee member Martin Brayne who ensures that the first aid boxes are maintained. He manages the accident book and notifies me of any incidents on the allotment site.

We wish you every success with your cultivation and very productive allotments during the coming year. Your Committee thank the membership for their consideration regarding the ‘banning’ of tractors on the site because of inclement weather (namely heavy rains), until the ground is suitable for further deliveries. This ban remains in force until Covid-19 restrictions are lifted.

That concludes my report.

 

 

 

John Ingham

Chair 

 


Membership Category Definitions (MPD 01)


Membership Category Definitions (MPD 01)
Sutton Lane Allotment Society – Management Policy Document 01
Membership Category Definitions


To be read in conjunction with Clause 5 of the SLAS Constitution and Rules as amended at the 2017 AGM.

1) A Member

Shall consist of an Allotment and/or Leisure Gardener or such other persons as the management committee may admit, living or working within the town of Shrewsbury and thereby eligible to hold a plot on the Societies site.

Note; on joining the Society a ‘three-month probationary period’ will apply for all new members to enable the committee to establish whether the new member is able to cultivate the plot. A Member may hold a maximum of a single plot or two half plots (not retrospective).

2) An Honorary Member

Shall be a member who by their longstanding commitment to the SLAS, be invited by the Chairman to be made an Honorary Member. The invitation will be at the discretion of the Chairman, seconded by a committee member and approved by the committee. Once approved the Honorary member will not be required to pay membership fees or plot rental charges during their remaining period of membership of the Society but in all other respects will adhere to and be governed by the Constitution and Rules of the Society. The costs of the membership and plot tenure will be met by the Society.

3) A Social Member

Shall be an existing member who wishes to remain a member of the Society but withdraw from allotment cultivation responsibilities. Social members will adhere to and be governed by the Constitution and Rules of the Society subject to the relaxation of any clause requiring cultivation of a plot. The management committee shall consider the application and if approved, shall confirm the Social Member status and amend its records accordingly and re-allocate the member’s plot. A social member will be required to pay Society membership fees only. A social member wishing to resume allotment cultivation shall be placed on the ‘internal’ membership waiting list and be allocated a plot in accordance with the general management process of plot allocations.


Bonfire Management (MPD 02)


Bonfire Management (MPD 02)
Sutton Lane Allotment Society - Management Policy Document 02 - Bonfire Management

To be read in conjunction with Clause 12.13 of the SLAS Constitution and Rules as amended at the 2017 AGM.
Bonfire Management Procedures

  1. Bonfires will be permitted to be set between the months 1st October and 31st April.
  2. Bonfires will only be set between the hours of 15.00 hrs and 20.00 hrs.
  3. Bonfires will be located at the centre of a member’s plot to maximize the distance between the fire and an adjoining member’s plot or structures.
  4. Bonfires must always be attended by the member and be accompanied by suitable equipment to extinguish the fire should it become a hazard to the adjacent plots.
  5. Bonfires should only be set using materials found on the members plot, bringing materials to site to burn is not permitted.
  6. Bonfires must not be set in high winds i.e. winds over 15 knots or Force 4 on the Beaufort scale (information available on most weather forecasting apps).
  7. Failure to comply with any of the above noted rules will result in the enactment of the Societies Non-compliance Procedure. MPD 04.

Complaints & Appeals Procedure (MPD 03)


Complaints & Appeals Procedure (MPD 03)
Sutton Lane Allotment Society - Management Policy Document 03 - Complaints and Appeals Procedure

To be read in conjunction with Clause 12.21 of the SLAS Constitution and Rules as amended at the 2017 AGM.

1) Introduction

1.1 The SLAS Management Committee hope that you won’t ever be made to feel upset or annoyed by our or our members’ behaviour whilst you are at your allotment. We want to make sure that, if you do need to raise concerns about anything, it will be dealt with properly and in accordance with our Constitution and Rules. The SLAS Management Committee has an established process for you to follow as outlined below to make sure that your complaint is dealt with fairly, promptly and resolved to everyone’s satisfaction as quickly as possible.

2) Informal complaints

2.1 Informal complaints should be made verbally to a SLAS Management Committee Member. Should the complaint be simple i.e. resolved by a review of the Constitution and Rules it will be dealt with straight away by the SLAS Management Committee Member who will take the appropriate action on your behalf and report back to the SLAS Management Committee at the next available meeting date. If the nature of the complaint is more serious, and you believe that the above noted resolution of the complaint does not meet with your satisfaction thus requiring the review of the SLAS Management Committee you will be asked to put your complaint in writing and it will be dealt with as a formal complaint as outlined below.

3) Formal Complaints

3.1 If you are unhappy about any aspect of the way the site is being managed, or if you have a complaint about the way you have been treated, please contact in writing the SLAS Secretary with full details of the complaint. The SLAS Chairperson will then respond to you within 10 working days, setting out how your complaint will be investigated. You will also be given the name of the person undertaking the investigation. After the investigation, the SLAS Management Committee will discuss the matter at their next Committee Meeting and will then write to you within 10 working days of the meeting with their decision summarising their actions to remedy the complaint and their reasons for this action. If the SLAS Management Committee require longer to resolve the matter they will explain to you why it might take longer. Should the complaint relate directly to the behavior of a SLAS Management Committee member, that member will be excluded from the process to ensure impartiality of the process and any decisions made. Once the review process is concluded the SLAS Management Committee will respond to the complainant in writing with their decision, actions and recommendations.

3.2 If a complainant is unhappy with the SLAS Management Committee’s decision or proposed action, they can then apply to the Town Clerk at Shrewsbury Town Council, who will arbitrate between the SLAS Management Committee and the complainant. This arbitration will only take place if the complaint is serious e.g. expulsion.
Shrewsbury Town Council details:

www.shrewsburytowncouncil.gov.uk/contact-us
Email: enquiries@shrewsburytowncouncil.gov.uk.
Telephone: 01743 281010
Fax: 01743 281051 - 9am - 5pm (Mon - Thurs) 9am - 4.30pm (Fri).

Non-Compliance Procedure (MPD 04)


Non-Compliance Procedure (MPD 04)
Sutton Lane Allotment Society - Management Policy Document 04 - Non-Compliance Procedure

To be read in conjunction with Clause 13 of the SLAS Constitution and Rules as amended at the 2017 AGM.

1) Introduction

1.1 Following serious or persistent breaches of the Constitution and Rules of the Society and/or where the conduct of the member(s) has given cause for concern to the membership, non-compliance action against a member(s) may be taken by the management committee. The objective of instigating non-compliance action is to achieve improvements in the member(s) non-compliance of its Constitution and Rules to the benefit of the Society and its membership as a whole.

1.2 The alleged breach will be investigated by the committee to ascertain the circumstances of the breach and to establish all pertinent facts including any mitigating circumstances that have influenced the member(s) actions. A factual report will be prepared for record purposes and submitted to the committee at the earliest opportunity to enable the management committee to establish whether action against the member(s) should be undertaken.

1.2 If the management committee considers that sanctions are appropriate and should be applied to the member(s) it will instigate a non-compliance procedure. The procedure will enable the member(s) the right of appeal in the event that they consider any actions taken by the committee inappropriate. The right of appeal will be in the form of written statements to an independent arbitrator whose decision will be binding on the parties.

2) Non-compliance Procedures

Step 1:

A letter will be sent on behalf of the management committee to the member(s) outlining the breach and recommending a suitable course of action to resolve the breach. A reasonable period will be given to the member(s) to acknowledge the breach, complete the proposed remedial action and/or provide the committee with any additional information the member feels is relevant. If the member(s) accepts the breach and completes the recommended remedial action to the satisfaction of the management committee, the matter will be considered closed and the management committee will advise the member(s) of its decision that the breach has been resolved satisfactorily. Should, in the opinion of the management committee, the member(s) acknowledgement and remedial actions associated with the breach do not resolve the non-compliance/breach of the constitution and rules then:

Step 2:

After due consideration the management committee will submit a second letter to the member(s) notifying them that their response is considered inadequate and request that they should reconsider their response to resolve the breach to the general satisfaction of the management committee within a defined time period. The member(s) will be advised that the continuation of the breach will result in the management committee considering further sanctions against the member including, should it be deemed appropriate, the termination of membership. Should in the opinion of the management committee the member(s) subsequent acknowledgement and actions associated with the breach do not resolve the non-compliance breach of the constitution and rules then:

3) Step 3:

The management committee will submit a third letter to the member(s) notifying them that their response remains in the opinion of the management committee inadequate to resolve the breach and that as a result the member(s) will have their membership of the Society terminated. The letter of termination will advise the member(s) the effective date of termination and include a request for the removal of all personal property from the site by the member by the date of expulsion. The records of the Society will be amended to remove the members contact details from the database.

4) Right of Appeal

4.1 Member(s) will have the right of appeal against the actions or sanctions invoked on behalf of the membership by the management committee to an independent arbitrator. The independent arbitrator will be constituted by a committee of three officials drawn from the management committees of allotment associations within the Shrewsbury Town Council catchment area. The members appeal will include a confidential written submission to the independent arbitrator indicating all matters relating to the alleged breach, the management committees’ subsequent actions and confirming any mitigating circumstances and other pertinent information as they deem appropriate. The management committee will prepare and submit the confidential breach file documentation to the independent arbitrator for his consideration.

4.2 The independent arbitrator will be invited to consider the both written submissions within a reasonable time and thereafter to asses;

  • the validity of the case for the breach,
  • the appropriateness or otherwise of the parties’ actions and
  • the suggested sanctions proposed by the management committee.
4.3 The independent arbitrator will conclude their activity with a summary statement outlining their investigations into the alleged breach and identifying the means of sanction they consider appropriate to the parties. The independent arbitrator will write to the Appellant and the management committee advising them of their arbitration decision which will be binding on both parties.

Equal Opportunities Policy (MPD 05)


Equal Opportunities Policy (MPD 05)
Sutton Lane Allotment Society - Management Policy Document 05 - Equal Opportunities Policy

To be read in conjunction with Clause 14 of the SLAS Constitution and Rules as amended at the 2017 AGM.
Sutton Lane Allotment Society recognises that every member has a contribution to make to the Society and the right to an equal opportunity to make their contribution.

1) No member or related agency will be discriminated against by us on the grounds of:

  • gender (including sex, marriage, gender re-assignment);
  • race (including ethnic origin, colour, nationality and national origin);
  • disability;
  • sexual orientation;
  • marriage and civil partnership
  • pregnancy and maternity
  •  religion or belief;
  •  age.
2)   We aim to promote equal opportunities, eliminate discrimination and harassment through the following:

  • Opposing all forms of unlawful and unfair discrimination.
  • All members and related agencies will be treated fairly and with respect.
  • Membership will be open to all. 
  • Selection for volunteering or any other benefit will be on the basis of aptitude and ability. All selection/rejection decisions will be recorded.
  • All members will be helped and encouraged to develop their full potential. The talents and resources of individuals will be fully utilised to maximise the benefits to the Society.
  • All members have a legal and moral obligation not to discriminate and to report any incidents of discrimination against any individual or group of members to a member of the management Committee.
3)         Our commitment:

  • To create an environment in which individual differences and the contributions of all our members and related agencies are recognised and valued.
  • Every member and related agency are entitled to be part of an environment that promotes dignity and respect to all. No form of intimidation, bullying or harassment will be tolerated.
  • Breaches of this Equality Policy could lead to membership disqualification.
  • This policy is fully supported by the Society's Committee and has been agreed by the membership at the Annual General Meeting of the Society.
  • The policy will be monitored and reviewed annually.
  • The successful implementation of this policy depends on the awareness and commitment of all members.

Health & Safety Policy (MPD 06)


Health & Safety Policy (MPD 06)
Sutton Lane Allotment Society - Management Policy Document 06 - Health and Safety

To be read in conjunction with Clause 15.1 of the SLAS Constitution and Rules as amended at the 2017 AGM.

1) Introduction

1.1 All activities carry an element of risk and allotment gardening is no exception. Everyone needs to take health and safety seriously, but it is also very important for plot holders not to become "litigation paranoid" and to approach the issue sensibly.

1.2 New and existing plot holders have a responsibility (duty of care) to anyone on their plot, regardless of whether they have given permission for them to be there. Plot holders should act responsibly and comply with any health and safety rules and any information communicated by the allotment committee.

1.3 New plot holders will be advised about any ongoing health and safety risks or hazards on the allotment site at the time of taking on the plot and upon signing the membership documentation. Existing plot holders have a duty of care to ensure risks and hazards are identified and minimised during their tenancy.

2) Report hazards and concerns

2.1 Plot holders should report concerns about health and safety on their plot or the site to the Committee as soon as they occur. Committee members contact details can be found displayed on the Site Notice Board. You should also let any visitors to your plot know about any ongoing health and safety issues you are aware of. If a plot holder plans to spend long periods of time alone on their plot, they should let someone know and consider advising the membership secretary of emergency contact details.

3) Ponds/Water Butts

3.1 It is acknowledged that small ponds/pools on allotments attract beneficial wildlife to the surrounding areas. It is imperative that if members construct small ponds on their plots that these should always be covered with wire meshing to avoid the hazard of members' children falling into the water. At the same time, members must ensure that children are kept under constant control and within eyesight of the responsible adult/parent

4) Vandalism

4.1 In order to reduce the risk of vandalism, the Committee will ensure that adequate security measures are in place and that plot holders know how to use them. Plot holders should ensure that gates are always locked and always report instances of vandalism to the police and obtain an incident number, as well as informing the allotment Committee of the incident.

5) Chemical Hazards

5.1 Cutting down chemical use; Plot holders have a duty of care to store, use and dispose of herbicides, pesticides and fertilisers properly. This includes weed killers, rat poisons, fungicides and soil sterilants. Herbicides/pesticides should never be decanted into any other container. They should always be stored well out of reach of children, clearly labelled and locked away.

5.2 Disposal of herbicides, pesticides and fertilisers; Plot holders should contact their council waste management department for information about facilities for the safe disposal of surplus herbicides, pesticides and fertilisers. Herbicides/pesticides should never be included in household rubbish, burnt, placed in skips or poured into any kind of drainage system or watercourse.

6) Duties of the Committee

6.1 The committee will carry out regular Health & Safety inspections of the allotments and buildings and will contact members outlining any areas of concern. If required, the member should take remedial action without delay and inform the committee upon completion of their remedial action. In the event of a plot holder not complying with health and safety requirements, their membership may be cancelled following investigation and instigation of a Non-compliance Procedure. MPD 04.

Temporary Structures Policy (MPD 07)


Temporary Structures Policy (MPD 07)
Sutton Lane Allotment Society – Management Policy Document 07 

Temporary Structures

 
To be read in conjunction with Clause 12.11 of the SLAS Constitution and Rules. Effective from 1st April 2017 subject to agreement of the membership at the AGM 2017.

This document identifies the rules for the sizing and placement of temporary structures on a member’s allotment plot.

Definition

A temporary structure is any structure, proprietary or of a one-off construction, used for the storage of tools and equipment or the propagation, cultivation and growth of any crop in an environmentally controlled space.
                   
Temporary Structures Criteria

The maximum enclosed area of any structure will be no greater than 6 sq. m’s.

The structure must be at least 1 ft 8 inches (500 mm’s) away from any plot boundary or path.

The structure must be located on your plot to minimize the shading effect on any neighbouring plot. If in doubt consult your neighbour or the committee. Refer to MPD 03 - Complaints Procedures for guidance.

All structures and surface cladding must be securely affixed to adequate foundations to insure stability, fixation to the ground and resistant to wind forces. No permanent poured concrete foundations are permitted.

Members may erect one shed and one translucent structure on their plot, however if any structure exceeds 6 sq.m. or you wish to have more than two temporary structures, permission MUST be obtained BEFORE erection commences. No structures should over-shadow neighbouring plot.
If you are unsure if your structure(s) conform to these rules, contact the committee by email or mail.

The rules governing temporary structures apply to all new structures.

If you are any doubt as to the efficacy of your structure(s) please contact your nearest committee member.

The rules governing temporary structures will apply to new structures from date of issue of this guidance, 12.03.2017 and subsequent revisions as deemed necessary by the management committee.

Downloads


Click on the links below to download the documents you require

2019 AGM Minutes:  AGM minutes 18.03.2019.docx

2020 AGM Agenda:  AGM 2020 Agenda.docx

AGM Nomination Forms 2020.docx

Annual Renewal of Membership Form: Membership Renewal Form 2020 - Form Version - Final.docx


Notice Board



After Shropshire Organic Gardeners Potato Fest – Message from Frank Oldaker

 

29 March 2020


If you have been to a Potato Fest of ours you will have seen Matthew of "Brighter Blooms" behind his stand selling fruit trees, bushes, onions etc. What you probably don't know is that for a few years now he has supplied the seed potatoes to us which we sell. However, as he is based in the Lancashire he also holds Potato Days of his own in the North West.

Unfortunately some of these were cancelled and also shows which he would have been at are gone as well.

This means he has potatoes etc left over and sent the following message which we are more than happy to circulate and ask that you pass on to your members if you are able.

If you missed the Potato Day this year or perhaps you want to grow more in light of the current situation, Brighter Blooms (who supplies all the products for potato day) still has stocks of seed potatoes, onions sets and vegetable seeds. They are all listed online so they can be delivered straight to your door.

website is:- http://www.brighterblooms.co.uk

Also:

Just for information as well It looks like there are going to be some virtual Flower Shows:

Virtual Flower Show 25th & 26th April – Hosted by Dibleys, details on Facebook

RHS Chelsea Flower Show 19th-23rd May details to be found on the RHS website






SUTTON LANE ALLOTMENT SOCIETY

 

URGENT INFORMATION


 DUE TO THE CURRENT CORONOVIRUS PANDEMIC,

AND TO ENSURE THE SAFETY OF OUR MEMBERS

SLAS NEED TO MINIMISE THE RISK OF CROSS INFECTION.

 

REGRETTABLY SLAS COMMUNAL EQUIPMENT

WILL NOT BE AVAILABLE FOR USE UNTIL FURTHER NOTICE.

 

SHOULD ANYONE HAVE PERSONAL TOOLS, EQUIPMENT OR ITEMS

IN THE SHED AND WISH TO REMOVE THEM

PLEASE CONTACT

 

07956 450732, JOHN EVANS

 

GIVING A REASONABLE PERIOD OF NOTICE

TO ARRANGE REMOVAL.

 

PLEASE NOTE,

ONCE REMOVED, ITEMS CANNOT BE RETURNED TO THE SHED

FOR THE PRESENT TIME.

 

THESE ALTERNATIVE ARRANGEMENTS WILL BE IN PLACE

FOR AS SHORT A PERIOD OF TIME IDENTIFIED AS NECESSARY

AND TO ENSURE THE SAFETY OF OUR MEMBERS.

 

THANK YOU FOR YOUR SUPPORT IN THIS MATTER.




SUTTON LANE ALLOTMENT SOCIETY


NOTICE TO ALL SLAS MEMBERS 

Dear Member 

The Committee of Sutton Lane Allotment Society have made the difficult decision to POSTPONE the Annual General Meeting.

The reason for this decision is due to the current extenuating circumstances surrounding the Coronavirus pandemic. When a revised date as been identified we will be in touch with the new details. Thank you for your co-operation in this matter. 

In the event that the pandemic is downgraded in the near future, it is proposed that a large skip will be on site between Thursday 9th April 2020 and Tuesday 14th April 2020 to remove rubbish & debris from the site. WE WILL BE LOOKING FOR VOLUNTEERS TO ASSIST WITH THE CLEAN UP AND CUTTING BACK OF RUSSIAN VINE FROM THE BOUNDARY FENCE. 

Best Wishes and take care 

John Ingham Chair For and on behalf of Sutton Lane Allotment Society 

 


THE SPRAYING OF PATHS IS NOT ALLOWED.

ANY SPRAYING OF PLOTS SHOULD BE IN CALM CONDITIONS AND NEIGHBOURING PLOT HOLDERS NOTIFIED PRIOR TO OPERATION.   A LAMINATED NOTICE SHOULD BE DISPLAYED ON THE PLOT.  DETAILS OF CHEMICAL USED AND THE DATE OF SPRAYING PLACED IN THE SPRAY BOOK LOCATED IN THE COMMUNITY SHED.

 

THANK YOU.




SUTTON LANE ALLOTMENT SOCIETY

NOTICE TO MEMBERS

USE OF ROTAVATOR


The Society has recently acquired a rotavator for Members' use. A logbook is located near the Rotavator situated in the shed which should be filled in each time the machine is to be used. 

The rotavator has been generously donated by a Society member and SLAS have outlaid a sum of money to bring the machine into a good and efficient working order. The machine when new was valued at £942.00 and that will be the cost to replace same (insurance cover).

A few do's and don'ts need to be heeded to ensure the Society gets years of service from this machine. 

 

  • Before use, all details must be entered into the logbook prior to taking the rotavator, this can be found behind the grid on the wall - please replace once used.
  • Petrol is not supplied by the Society and must be provided by the member using the machine.
  • Please ensure the rotavator is as clean as possible after use to avoid mud and dirt on the shed floor
  • Any issues must be reported to John Ingham or John Evans (or any member of the Committee in the event they cannot be reached)
  • Use of this machine is entirely at the member's own risk and the Society does not accept any liability/responsibility in the event of injury or harm to the member or any possessions/equipment.


Secretary

For & on behalf of SLAS Committee




FOR SALE

8 FEET HIGH HAZEL POLES NEWLY HARVESTED FROM

COPPICE WOODLAND AT MERRINGTON

BUNDLE OF 12 FOR £15

01939 290400



Helpful Videos


We will place some helpful videos on this page for members new to gardening offering helpful hints and tips.  If any of our members have any links that they feel might be useful to other members, please forward for inclusion.

  1. Charles Dowding - Making Compost from Garden and other wastes:  https://www.youtube.com/watch?v=Kf6CGj7xpFE
  2. Charles Dowding - How to Grow Lettuce:  https://www.youtube.com/watch?v=_pgcvN6TuE8 
  3. Crop Protection for Early Spring Plantings:  https://www.youtube.com/watch?v=qDKLn3UIYUc 
  4. Charles Dowding - How to Grow Spinach:  https://www.youtube.com/watch?v=fE59HrNodZY
  5. Tony O'Neal - UK Here we Grow (How to grow sweet potatoes):  https://www.youtube.com/watch?v=txDcKo6MBzw
  6. A Gardener's Guide:  Composting:  https://www.youtube.com/watch?v=RKl2hJdMqfg
  7. Beechgrove Repotted 7:  Community Allotments:  https://www.bbc.co.uk/iplayer/episode/m000dwsk/beechgrove-beechgrove-repotted-7-community-allotments

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Losing the Plot! (An every day story of ingenuity and determination)! Roy & Cathy's Story Plot 37A