Mersey Road Allotment Association Committee s3

Mersey Road Allotment Association Committee

Meeting held on 12th February 2017

Present: Tim, Mike, Simon, Ernie, Matty, Sandra, Lyn,Caroline, Peter, Vivien, Sarah, Sandra

Apologies: Sarah, Armin, Jude, Juliet

Item Action

Chair’s Opening Comments Peter welcomed everyone and made a presentation to Matty to thank him for his work as Treasurer in 2016. Treasurer: Caroline Chandler has been nominated by Lyn and seconded by Peter to become the Treasurer of Mersey Road Allotments. A vote was taken to agree this position which was unanimous. Previous Minutes Meeting on 6th November proposed as a true record by Mike seconded Tim Meeting on 15th January proposed as a true record by Matty seconded by Simon. Matters arising The purpose of this extra meeting was to review rent collection process. Bank transfers are not possible as the Committee need to see the plot holders in person. Items are on the agenda Secretary’s Report On Main items. Treasurer's Report Audit 15/16 Caroline has carried out an Audit of the Mersey Road Account for the Year 1st October 2015 to 30th September 2016. She identified some issues with incomplete paperwork and gaps in record-keeping. She recommended we review our processes for payments and expenses, and that we update the bank accounts and signatories. The Committee agreed the bank account address and signatory list should be updated and discussed current financial processes, including the shop. Moving forward more care will be taken to ensure that receipts and invoices are provided to support claims for expenditure. Current position The total of all accounts is just under £14,000. This figure includes refundable deposits held for keys (approx £3,000) and rent monies owed to LCC (approx £3,600 but with vacant plots still to be allocated and further rents collected). There are currently no unpaid invoices, although an invoice is expected for shop stock. The available balance is approx £7,400.

Account Balances at 7th February 2017 Petty cash £183.80 Shop float £50.00 Current Account £11,752.06 Deposit Account £2005.30 Total £13,991.16

Main Items Rent Collection summary and Plot changes Distribution of plots between male and female plot holders is more or less equal; this would not have been the case in the past when it would have been all male! 11 Plots came available and so far 7 have been let. Only 5 plot holders were late payers one is still outstanding. Trees There are several trees on plots that are quite old, one is diseased others have been left to grow and are now taking up much of the plot. We as Snowdon Tree Services to look at the trees and to give a quotation for the cost of removal. The trees to be removed are Plot 19- plot holders has been informed Plot 20 - vacant Plot 24 – plot holder to be informed Plot 25 –vacant Plot 115 – vacant The cost of this work would be £2076. The Chair recommended that the Committee accept the quotation for tree removal. Lyn to contact A vote was taken and was unanimously agreed. The trees being removed were all planted a long time ago but the Committee felt that it Snowdon was necessary to remind plot holders that clause 3i of the Tenancy agreement states that only approved fruit tree or bushes can be planted on the plots. Therefore the recommended rootstock can only be M27 or M9. Peter to include in News letter Dates of Future Events Plant Sale Saturday 29th April 2017 Open Day Saturday 15th July 2017 Apple & Pumpkin Day 28th October 2017

90th Anniversary of Mersey Road Allotments: to commemorate this event the Committee want to plant a tree in the Community Garden. A crab apple was agreed upon. Peter to purchase tree Toilet Reminder that we had agreed to purchase a new portaloo for the site and have the other two removed. This process will start asap. First the loo must be cleaned and emptied. Lyn to organise Shop Organisation Sandra is now the ‘Shop Manager’. There is now a routine for opening the shop and closing the shop. Float is always £50, those on shop duty should check and sign that the float is correct at the start of the proceedings. Sandra to monitor When the shop closes the float must be accounted for and signed as correct. Items must be recorded in the book, including donations. how the shop is There is a now a calculator (we must switch off). Total the sales and put this money in running. bag for collection by either the Treasurer or the Shop Manager.

AOB: Rats appear to be a problem. It is the policy of MRA not to use rat poison. Good husbandry i.e. clearing fallen fruit, keeping chicken food in rat proof containers, turning compost bins regularly is the way to reduce numbers. Trailer Lyn to send email An advert for the trailer to be sent to plot holders Shop Rota 12th February Lyn & Sandra 19th February Matty & Sandra 26th February Tim & Peter 5th March Simon & Mike Plot Inspection 10th March 10am Next Meeting Sunday 12 March 2017 10am Meeting ended 11.45am Minutes taken and prepared by Lyn