2025 Elm Road Allotments Association (ERAA) – AGM – minutes
The Committee met on the allotments site Saturday 19th July for an Annual General Meeting chaired by Jim McSherry.
15 plot holders attended.
Committee member Iain Watton was unable to attend.
The meeting commenced with some kind words from Jim remembering Lyn. All agreed that she would be “sadly missed”.
Continuation of the existing Committee membership with the addition of Jamie Cowen as Secretary was unanimously agreed.
Copies of accounts for ERAA were circulated and it was announced that these would be circulated to all plot holders on email and published to the ERAA website.
The water bill was highlighted as the biggest outgoing and Alex provided guidance on how to maintain crop productivity without excessive water consumption. The Committee encouraged all attending the AGM to adapt water-saving behaviours and to encourage others to do the same where appropriate.
It was confirmed that rent will remain the same as the previous year.
It was confirmed that the water surcharge would increase from £9 to £12 per plot holder.
It was confirmed that Pat will undertake lettings duties for the foreseeable future. It was noted that the current waiting list is x30 people and due to high numbers already on the waiting list, applications will be restricted to applicants from KT3 postcodes only.
Attendees were made aware of a recent incident of an unauthorised bin being parked outside the main gate, which was filled with rubbish, presumably by plot-holders. It took KT O’Malley 1.5 months of liaison with different organisations to get it cleared. The Committee encouraged all not to use bins to dump waste unless directed to do so by the Committee. Contingency plans have been prepared for a similar incident occurring.
Jim advised that renewal by the Council of the allotment site lease remained outstanding as it has been for three years. The current delay appears to relate to minor queries relating to Trustee and Land Registry payments. The lease is being negotiated by Kingston Federation of Allotment Gardeners on behalf of ERAA. Further updates will be made available as soon as possible. It is intended that the lease will be renewed for an additional 25 years.
Alex was nominated and accepted as a Trustee to ERAA alongside existing Trustees Jim and Pat.
Attention was drawn to the mini library created by Ian’s son as part of a Duke of Edinburgh activity. Its usefulness was acknowledged by several attendees.
Jim advised that there had been several incidents of theft recorded – a wind-up hose, some blackberries, and some courgettes.
It was agreed that all plot holders should take care to “scramble” all barrels/numbers on the padlock when leaving the site to make it difficult for people to access the site without the code. A reminder will be sent on email to all plot holders.
Plans to upgrade the pergola were announced. The new pergola will be positioned close to the current one but slightly further south to keep clear of the communal bonfire area. The pergola will have a solid roof, be enclosed on three sides, the side facing the communal bonfire will be open, it will have a solid floor, a bench will be placed inside the pergola dedicated to Lyn. The new site will also incorporate a storage area for unwanted wood that can be reclaimed by all plot holders. A storage area will also be made for scrap metal that will be collected periodically. The Committee will secure three quotes before deciding on a supplier to undertake the works and the target is for works to commence in September.
The Committee intends to organise a work party to clear an area of the site. Dates and details to follow.
A communal bonfire will take place in autumn. Dates and details to follow. Plot holders will be instructed to ensure that material to be burned is dry.
A BBQ will be arranged by the social committee in memory of Lyn. Dates and details to follow.
The Committee extended thanks to Mike for wheelbarrow maintenance, Donald for donating the double wheelbarrow, Nigel for managing the loos, and Matisse for grass cutting services and general preparedness to support the ERAA community.
It was agreed that wherever possible, outreach to local schools should be undertaken to introduce young people to the world of allotmenteering. Sherry to explore additional opportunities.
It was agreed that surplus crop should be offered to local foodbanks. Jeanine offered to deliver to Baptist Church foodbank. Details for collections to be confirmed and communicated to plot holders via email.
Offers were extended to provide Jim with any support he felt he needed in view of his recent health diagnosis.