COMMITTEE NEWSLETTER
February 2022 Newsletter
After many difficulties limiting Society progress because of the pandemic we now have an opportunity to move forward. After the AGM in December our first Committee Meeting of 2022 was held on 12th January. Our Chair, Jen Tapping, was keen to set our work stream and map out the overall scene for the year ahead. Part of that process will be to increase the information that is available to members of the Society and to encourage greater participation in the way the Society works. We also wish to increase transparency in what we do and why we do it. Or sometimes why we don’t do it! We cannot please everyone, and you may not agree with everything that is decided. We would at least hope that you can understand those decisions and recognise that they have been arrived at democratically, and with the best interests of all members of the Society at heart. We have decided on some practical steps, to be taken immediately.
PUBLICATION OF MINUTES & NEWSLETTER
The Minutes of each Meeting will be placed on the Notice Boards as soon as practicable after they are agreed at the following Meeting. January’s Minutes are up now. In addition, we have decided to occasionally send out a Committee Newsletter by Email to let you know what’s going on. So, here’s the first one!
TRANSPARENCY IN YOUR FINANCES
We also want you to be informed about our expenditure, such as utility bills and other outgoings. These can then be seen alongside, and in context with, rent charges. We believe that plot-holders should be informed about spending on water, gas, and electricity on a more regular basis as well as annually at the AGM. Energy conservation is high on our list of objectives. We intend to publish a quarterly update on our finances and expenditure on the Notice Board.
CONSULTATION
We want to recruit friendly Road Representatives in each road who can liaise with the Ground Steward; welcome new plot holders; advise on plot structures; and identify plot-holders who might be struggling to manage their plots to see where they can be helped. Together they will form a small informal Plot-holders Consultation Group who will be invited to independently present opinion and suggestions for consideration by the Committee on behalf of the plot-holders in their road. We will be recruiting soon. One per road.
BUILDING WORKS AND MAINTENANCE
Our Ground Steward, Peter Bashford is leading a sub-group of experienced plot-holders – the Building & Maintenance Sub Committee - who will urgently consider priorities and costings for building works, maintenance, and site improvement. This subgroup includes David Lay, the Vice Chair. We are delighted to tell you that they are already recruited, and the scheme is very much up and running.
HEALTH AND SAFETY
Everyone in the Society has a responsibility to ensure that high standards of Health and Safety are maintained throughout the site. We are undertaking surveys to identify problems, potential problems, and hazards, but we cannot see everything. Please keep your plots tidy, the paths unobstructed and clear any obvious hazards such as broken glass. Any site-related concerns can be reported to the Ground Steward for appropriate action. When volunteering please ensure that your safety, and the safety of those around you, is the top consideration. We are appointing a Health and Safety Steward who will be looking at our general policies as well as practical ways in which to monitor and resolve Health and Safety issues. Health and Safety assessments around the site are to be commenced immediately. The role will be purely advisory and outside Health and Safety Contractors will be called in to inspect and report as necessary. Bob Taylor has kindly agreed to accept that role.
YOUR TRADING HUT
The Trading Hut/Warehouse want your ideas and suggestions. What’s good about it, what can be improved, what would you like to see on sale? etc. Please speak to Alan or Helen with any ideas, or Email and we will pass it on.
THE HALL
The Hall is often open during the day as a base for Malcolm and his team working in and around the wildlife field. Plot-holders on site are very welcome to call into the Hall when it’s open during the day and perhaps enjoy their lunch and a chat there. There are loos, and the means to make hot drinks (bring your own tea bags!). All we ask is that you clear up afterwards.
YOUR REGULATIONS
We are in the process of updating our Rules and Regulations as they are very outdated. They are there for everyone’s benefit. They cannot cover every eventuality, but we must remind everyone that the day-to-day management of the site and your plots is the responsibility of the Ground Steward. If you are at all unsure what you can or cannot do (such as structures, bonfires, boundaries etc then please consult him. Plot-holders are required to comply with his decisions and directions.
TOILET FACILITIES
We all know that our toilet facilities are looking very ‘tired’ despite the very best efforts of Kevin who keeps them very clean and tidy. After much discussion in the past, we believe that now is the time to move on. The Building & Maintenance Sub Committee are in the process of obtaining quotes now to renovate the existing the existing toilet block. It is our intention to commence this work as soon as possible. We’ll keep you informed. Whilst there are varying views amongst plot-holders the Committee have decided that the provision of an accessible toilet is essential in the 21st century. This would benefit not only existing plot-holders, but it would also allow prospective members of the Society who need greater accessibility to join us. Such a facility would be for the use of everyone. The installation of a small purpose-built container at the side of the Hall is under consideration. We are looking into viability and cost. Such a structure would have all the facilities and be accessible by all. We’ll let you know how things progress.
BOUNDARY FENCES GATES AND STRUCTURES
There has been lengthy discussion about our policy regarding the size and number of existing structures on plots that contravened our regulations and what is to be done. There is also particular concern about the relatively recent tendency for people to not just fence off vulnerable crops but to erect whole borders around their plots, particularly where access paths are blocked or obstructed by fencing or gates. We completely understand the need for people to protect individual crops from unwanted hungry wildlife, but we are concerned about changing the whole nature of the site by people fencing off their entire boundary line. New boundary fences - with immediate effect the Committee have decided that the erection of plot boundary fences will not be permitted Existing boundary fences - can remain, provided paths between plots are accessible and any existing gates in those fences must be easily opened to allow access or inspections. There are numerous ‘historical’ instances where the number or size of structures do not meet our Regulations. Those structures will be removed when a plot is vacated All plot-holders wishing to erect structures will be subject to the existing Regulations.
STORAGE CONTAINER
A few plot-holders still have tools stored in the shipping container. As part of our plans to increase the Trading Hut stock when the price is favourable, we require the container space to store it. That facility will therefore no longer be available for tools and equipment. We do appreciate that you will wish to make alternative arrangements for their storage. We are therefore giving long notice. Please remove all your items and return the key to the Ground Steward or office by 31st March.
SOCIAL EVENTS
After the restrictions imposed by the pandemic, we are keen to explore new ways to increase the number and variety of Social Events over the next year. To this end, Debbie White is heading a small team who would welcome any ideas and suggestions.
DATES FOR YOUR DIARY
Saturday 19th February – Committee Coffee.10.30 – 1200 in the Canteen. You don’t have to buy them a coffee but someone from your committee will be there to listen to your views.
Sunday 27th February - Volunteers Lunch (By Invitation). 1pm in the Hall. Not a volunteer? Do so and get a free lunch next year!
Saturday 5th March – Site Tidy up and Lunch. 09.30 by the Canteen.
Saturday 19th March – New Plot Holders Get Together. 1.30pm in the Hall.
Saturday 9th April – Artisan Fair.
Sunday 17th April – Bank Holiday Easter Bash/Egg Hunt. Lunch and Tea.
Sunday 5th June – Queens Platinum Jubilee Party.
Saturday 16th July & Sunday 17th July – Moth Hunt Night and Moth Trap Morning
WHAT DO YOU WANT?
We intend to start a scheme whereby a member of your Committee will be available on occasional Saturdays in the Canteen, specifically to hear your ideas and suggestions (and probably moans and groans!). We intend to start this very soon. Constructive and respectful comments, ideas, and suggestions on any aspect of our Society are always welcome. They can either be in person to any member of the Committee or by email to awslg.ltd@gmail.com. All will be acknowledged and considered. We ask that all Society related Emails are sent to the awslg address and not sent to the personal address of committee members. Whilst we will respect confidentiality (if appropriate), we will not normally consider any communication sent anonymously or on behalf of people who choose to remain anonymous. Note that the other email address of awslg1921@gmail.com is being phased out – please amend your contacts list.
We wish you all a very enjoyable and fruitful year ‘on the plot’.
AWSLG COMMITTEE February 2022
