Minute of the Garthdee Field Allotments Association (GFAA) Annual General Meeting held within the Robert Gordon University Faculty of Health and Social Care, Garthdee Road, Aberdeen at 7.00pm on Wednesday 14 November 2012

 

Attendees: Stuart Oram (Chairman), plots 8 and 56, George Tulloch (Deputy Secretary), plot 41, Ranald Cameron (Treasurer), plot 75, Rupert Hunt, plot 73, Gill Kitching, plot 97B, Bruce Taylor, plot 79, Iain Yuill, Councillor, Norman Coutts, plot 81, Richard Powell, plot 96B, Ken Locke, plot 20, Mike Fairhurst, plot 5, Alison McNaughton, plot 80, Val Milne, plot 23, Martin Walsh, plot 94, Phil Carver, RGU, Wendy Wireden, RGU.

Apologies: Councillor Aileen Malone, Councillor Gordon Townson, Pat Wilson ACC, Mike Hart, Secretary, Marion Hart, plot 88, Councillor Angela Taylor, Carlos Galan, Brian Bryce, plot 38, Len Campbell, plot 74, Maryanne and Alasdair Dawson, plot 71B, Erica McLachlan, plot 76, Patricia and Gavin Bell, plot 7A, Mike Legge, plot 44, Ian Shand, plot 28, Councillor Marie Boulton

Welcome: Stuart Oram (Chairman) opened the meeting and welcomed everyone present.

Minutes of previous AGM:

The Chairman reported that the minutes of the AGM held on 15 November 2011 had been circulated and asked for any comments. There were no comments or amendments, the minutes were agreed and duly proposed and seconded.

Chairman’s Report:

2012 has been one of the worst years in my experience of allotment gardening given the lack of sunshine and consistently wet weather over the summer.

However, I’m pleased to say that our Association has made and continues to make steady progress, in keeping with the Council’s vision and the Association’s aspirations, to move away from the position where we were wholly dependent on the Council to manage and maintain our allotment, to the position that we are sufficiently well organised to take on the management and maintenance ourselves.

You might recall that there were four stages to the process – Dependency, Participation, Delegation and finally Semi-autonomy. As an Association we are in the fully Participative stage and almost ready to accept formal responsibility for a range of duties which is the Delegation phase. How we progress over the next year or two will, I think, depend on the enthusiasm and willingness of allotment holders to assume responsibility for managing the allotment.

We have continued during this past year to collaborate with RGU and the Scott-Sutherland School of Architecture and the Built Environment and hopefully we will have some input this coming year from the Scott-Sutherland students in designing our BBQ area and from RGU in the development of our disabled allotment. I think it is important that we continue to work in partnership with other community groups and organisations.

It will be obvious to allotment holders or anyone visiting the site at Garthdee that a significant improvement in overall tidiness of the site has been achieved and the access roads and communal areas have been well maintained. That is all down to the hard work and sterling efforts of our plotters over the course of the year. So I take this opportunity to thank all those allotment holders who have supported the Association during this past year either by simply keeping their plot tidy or by helping out with communal activities such as the BBQ, the Bonfire, the bothy clean-up, road repairs and maintenance of the orchard and not forgetting the very generous cash donations we have received from allotment holders.

A big thanks also to my fellow Committee members for their support this last year. Having a good working committee is key to the success and development of our Association.

Treasurer’s Report:

Ranald Cameron (Treasurer) circulated copies of the current financial statement for the year ending 30 September 2012. He reported that income is totally reliant on donations into the account, which totalled £697 for the year. There had been various expenditures involved in maintaining the site for the year, which included road planings for the potholes, plumbing repairs for the taps, petrol for the lawnmower,    totalled £379.78. The current balance is now £493.22.

Secretary’s Report:

George Tulloch (Deputy Secretary) informed the meeting that out of the 108 plots on site, the Association now has 68 members and 6 associate members, which equates     to 63% membership.

Amendment to the Constitution:

The Chairman informed the group that the constitution currently states that there should be three general meetings per year plus the Annual General Meeting to discuss pertinent matters. There is a feeling, within the association, that this is a bit excessive and an amendment was proposed by Ken Locke, seconded by Stuart Oram

“To meet between 2 and 4 times a year with one meeting at the start of the season and one immediately after the AGM as appropriate to Association’s activities”.

There were no objections and this motion was carried.

 Election of Management Committee:

The Chairman reported that, as per the constitution, the management committee  positions currently occupied by  the Treasurer and numbers 5 and 6 are now available for election. Ranald Cameron is the Treasurer, Ian Shand occupies position number 5 and position number 6 is vacant. He informed the group that there was no nominations to stand for election had been received and the present incumbents were happy to remain on the committee. He asked if anyone was prepared to occupy position number 6 on the committee. Mike Fairhurst volunteered and was thereafter proposed by Ken Locke and seconded by Norman Coutts.

AOB:

There were no other items of business and the Annual general Meeting was closed.

Stuart Oram                                                                George Tulloch

Chairman                                                                   Secretary