Penrith Allotment Association

Minutes of AGM

Monday 28TH April 2025

7pm- Penrith Cricket Club

Present: See attendance list

1. Welcome and introductions

Mark welcomed everyone to the meeting, he advised that John Jackson had stepped down as Chair at the end of October. Mark was then voted in as acting chair and had been actively working in the role since December 2024. He asked if anyone wanted to speak during the meeting that they should raise their hands and state their name, plot number and site.

2. Apologies

Stuart Burns (13a & 14b Folly Lane), Peter Turner (5b & 6 Salkeld Road).

3. Minutes/Matters arising AGM 12th February 2024

Everyone present agreed the minutes of the AGM 12th February 2024 to be a true record with no amendments/matters were arising.

Proposed – Gavin Munro (23 Brackenber)

Seconded – Linda Bell (1 & 2 Salkeld Road)

Mark went through the matters arising 12th February 2024 AGM.

10.1 Track on Brackenber – Musgrave Street side, we are liable for repairs, the town council did repair the top half of the track last year further repairs are needed. Clarification needed from Penrith Town Council over responsibility.

10.4 Centre track on Folly Lane being gravelled, it was agreed it would be better to leave this as grass.

10.7 Flooding on Brackenber – Penrith Town Council carried out a joint inspection; it’s been agreed they would look at doing some further drainage work in the future if the flooding does get any worse. However, plot holders must provide photographic evidence of any flooding on site.

10.9 Repair to the entrance of Salkeld Road, this has now been completed by Penrith Town Council.

4. EGM – Tenancy Agreement overview

Mark explained that our rules needed to be within the Tenancy Agreement and without this we would not be able to legally enforce them. This was why it was so important to call the EGM to introduce the new Tenancy Agreement as soon as possible. Most people voted in favour and the changes were voted in. Notices have been issued to all plot holders by email and some by post

5. Constitution – to vote on

Mark asked if everyone had seen the copy of the constitution and if people were in favour – show of hands confirmed everyone was happy with the changes.

6. Acting Chair Report - Mark

Expenditure – four notice boards have gone up on three of our sites, James Street already had one.

Five lawn mowers have been purchased.

Mark explained since he had been in the role he had set up the Penrith Allotment Website, people could apply for a plot or send through any queries or questions.

Notices regarding the changes to the Tenancy Agreement/Rules were e mailed (mail merge) to plot holders with an e mail address. Invoices will be sent out this way in future.

Mark & Michelle attended Seedy Saturday at the Methodist Church to try and get more interest, so far, we have received 15 more applications via the website.

If anyone on any of the sites has any plumbing/minor repair skills or can help dispose of rubbish to the tip to let the committee know.

Mark thanked everyone for their help and support.

7. Secretary Report – Michelle

Waiting List – 49 people currently wanting a hen pen or vegetable plot this is an increase of 11 people since the AGM in 2024. Following the launch of our webpage we have seen 27 applications come through on the site which is a positive way forward.

Plot availability – Brackenber we have 3 half plots and no availability on the other three sites to date.

Invoices – Some issues with the delivery of Invoices in 2025 due to plot holders changing address and not informing us. Some plot holders still not paying on time or not at all 1 full and 2 half plots on Brackenber, 1 full on Salkeld Road and 2half plots on Folly Lane.

Avian Bird Flu – Restrictions came into force 29th March 2025, all birds to be housed or netted. There were five pens that did not comply by the date, two of these were the same pens as last year, letters and home visits were carried out all pens are now complying.

Cultivation of plots – Some plots need cultivation – inspections will be carried out the first week in May by the committee.

8. Treasurer Report – Trevor

First report since taking over from Mike Cherry in April 2024. Trevor pleased to have inherited a spreadsheet system, which enables the accurate reporting of in year transactions and annual accounts. Trevor wanted to formerly thank Mike for this legacy and wish him well for the future.

2024 and 2023 Accounts First task is to present the 2024 accounts for your comments. Alongside the 2023 accounts.

Prepared independently by Saint & Co of Penrith based on the records presented to them.

Both years, expenditure exceeded income mainly due to replacing and repairing equipment, the purchase of notice boards and increase in our insurance premium to additionally cover Employee Liability and Wrongful Acts. This has reduced our end of year balance to £4368, which in the view of PAA officers is too low, leaving us at risk of not being able to cover the cost of future events and price increases.

Income increased due to more lettings, but this did not cover the expenditure in these 2 years. This situation is likely to be repeated in the current year 2025 if we incur expenditure at this rate. Trevor confirmed he is recommending an increase in plot income in the 2026 budget. This will still leave our plot rentals significantly lower than other sites in the area.

Budget for 2026. There is provision for some cost increases and depending on actual spend, a modest expansion of our future reserves. The budget relies on an increase in plot and hen pen rentals, the first in 3 years. If the AGM accepts this budget revised rents will be calculated across all plots as equitably as possible based on plot size as in previous years. We are looking at an £8.00 increase for a standard full sized allotment plot and this should be calculated equally amongst all plots on all sites, rental amongst other sites in Cumbria are significantly higher. Carlisle is £96.00 for a full plot for the year.

Gavin Munro (23 Brackenber) asked about rent review with the council – Trevor confirmed this had already happened, the review in line with our lease is not until 8th November 2027. John Jackson (4 & 5 James) confirmed the rent review different to the rent increase for plots in the Tenancy Agreement.

Trevor asked if there were any comments on his report – no comments or questions.

Mark asked if we could vote on the increase of £8.00 for full sized allotment plot in 2026 – 28 in favour of the increase.

Trevor mentioned the grant from Penrith Town Council 10k for 2025 and a further 10k for 2026. A meeting took place with the Town Council and some of the representatives to look at what jobs could be done on all four sites. Further project meetings will take place with representatives to look at how we can spend the money. Trevor asked if anyone had any ideas on their sites to let the representatives know. It’s important we spend the money otherwise we will lose it.

9. Election of Committee members

Mark (Acting Chair) asked if anyone wanted to put forward as Chair for 2025. No one put forward Mark agreed to take on the role.

Proposed by Gavin Munro (23 Brackenber) and Seconded by John Jackson (4 & 5 James Street).

Secretary – Michelle prepared to continue.

Proposed by Anne Marie Ramsey (12 Brackenber) and seconded by Rosalyn Elliot (102 Brackenber).

Treasurer – Trevor prepared to continue.

Proposed by Dan Dinham (84 Brackenber) and seconded by Ken Smith (25 Brackenber)

10. Election of Committee Members

Brackenber            Nominated Seconded

Dan Dinham (84) Gav Walling Becky Scott

Anne Marie Ramsay (12) Becky Scott Rosalyn Elliott

Rosalyn Elliott (102) Anne Marie Ramsay Peter Thornton

Martin Strand (21,22B & 62) John Jackson Anne Marie Ramsay

Mark asked if anyone else would like to put themselves forward as a representative for Brackenber?

Becky Scott (87 Brackenber) put forward – Proposed by Anne Marie Ramsay – Seconded by Rosalyn Elliott.

Gav Walling (60 Brackenber) put forward – proposed by Martin Strand – Seconded by Dan Dinham.

Mark advised because we only need four representatives on Brackenber we would need to take a vote. Outcome was that the current committee members received the most votes.

Folly lane Nominated Seconded

Jim Ealy (46 & 47) Angela Barnard, Ken Smith

Trevor Crisp (19) Angela Barnard, Gavin Munro

James Street Nominated Seconded

Annabel Vause (7) Paul Elliot, john jackson

Peter Thornton (6b) Annabel Vause, John Jackson

Salkeld Road Nominated Seconded

Linda Bell (1, 2) Gavin Munro, Ian Stuart

Ian Stuart (3a) Helen kitchen, Peter Thornton

11. Election of Trustees

Mark explained that we don’t need a proposer or seconder for the current trustees. However, we only have two trustees with Gavin Munro and Ken Smith both from Brackenber. Both agreed to continue in the role. Gavin Munro stated that we could and should have more and that we need some trustees that are younger. We do not want to be in a position where we don’t have any. No one put forward for the role.

12. Any Other Business

Gavin Munro (23 Brackenber) asked about honorariums – Trevor explained at a previous committee meeting a member didn’t think it was fair on officers to be put in this position at the AGM. It was voted on not to take to AGM. He also asked if they would stay at the same level, it was felt the responsibility over the years had changed and legal implications were impacting more than it ever had. Gavin thanked the committee and members for all their hard work over the past year.

13. Date of next AGM

Monday 23rd March 2026

Penrith Cricket Club

Mark thanked everyone for attending the meeting.