Annual Bank Holiday Plot Inspection – May 01/02/03 2015
1. Introduction:
As established at the November AGM of 2013, the plot inspection function was combined with custody of the waiting list.
Following the withdrawal of CS (plot 41) during the 2014 inspection, the Plot Inspection and Allocation Group (PIAG) comprises RS (plot18), convenor, and SW (plot 01 and also Deputy Chair of the Association; other plot-holders are invited to join.
PIAG report to the DAGA Committee on completion of May inspection.
2. Procedure:
1 The inspection pro forma is based on the Rules of DAGA as agreed at the AGM of 2012 (which can be found on the website at http://deptfordallotments.shutterfly.com ) and individual contractual obligations. Plot-holders are required to demonstrate 80% cultivation (agreed at November 2013 AGM).
2. PIAG, as in previous year, conducted a pre-inspection review and identified plots that caused concern. Where possible the plot holders were asked if all was OK and their situation clarified. Note that this is now occurring ONE MONTH earlier than previously.
3 PIAG reviewed the members list so that it accurately captures plot-holders and associates, updated the xls database for 2015-16 and revised the waiting list.
.2 Actions since 2014 report:
1 One month earlier inspection introduced to allow more time to identify neglected plots and take action earlier in the growing season.
2 The sub-letting arrangements discovered on plots 26 and 29 have been formalized.
3 This spring we have managed to reduce the waiting list by 8. An updated waiting list has been prepared.
4 Communal Footpath: Derelict shed straddling plots 35 and 36 has been demolished and bin/box are in the way on path at plot 47 removed.
5 Overgrown and neglected plot 07: plot holder removed from Association and replaced by waiting list; now split into two plots with 3 taken off waiting list.
6 Plot 26A – shed foundation moved 6 feet away from railway fence as requested
7 Plot 27 – poly tunnel construction within 6 feet of railway fence removed as requested
8 PIAG worked closely with the Committee member responsible for contracts. It was considered important to clearly assign a name against each plot and quantify the total number of plots, plot-holders and associate members. To this end,
1. plot-holders signed new contracts when keys were distributed
2. much time was given to further update the members’ database.
9 The irregular sub letting arrangements discovered on plots 26A and 29 were sorted.as a result 4 new members joined the Association.
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4. Discussion
Committee to advise on ACTIONS required for the following:
1 Individual plot holders to be reminded of their responsibility to keep PATH clear for the benefit of all. Clear signs needed
2 NO growing of vegetables within path parameters? There is an increase in members growing runner beans etc on pathside of fences thus 1. Reducing width of footpath and 2. Spiking holes in water supply pipes. Clear signs needed
3 The communal area has become a dumping ground. Fence still not erected and weeds growing through gravel.
( it was agreed in last report that the first allotment front entrance plot 46 needs to lose three to four foot near the path on the corner to make the communal area into a square. PIAG has discussed with plot holder who is in agreement). Committee to specify project and time line
4 TOILET – the 1st Aid kit has been pillaged and toilet rolls stolen. WHAT TO DO ????
5 The front entrance is being left open every morning ( by the first two allotments?)
6 Clarity needed re the bee area – plan and timeline…named person.
7 Members to be reminded of collective responsibility for water.
8 TREE surgery on 3 fronts: BUDGET TO BE SET ASIDE
a) BRITISH RAIL to be asked about maintenance of adjoining trees - Committee
b) identify dangerous trees along Norbert Rd houses’ adjoining fence – PIAG
nb note from MARK concerned about overhanging tree. Please note damage his fence makers did to row of trees on allotment side of fence.
PIAG to quantify replacement cost and Committee to phone
c) identify WITHIN site pruning that is required – especially at top end - PIAG
General upkeep:
Although the overall standard of the site and the quality of individual plots has improved, work weekends do not happen..It is perhaps unrealistic to expect regular contributions from an ageing membership.Younger members generally work full-time and find it difficult to maintain plots never mind contribute to work weekends. Some maintenance work could reasonably be carried out in out of season months but larger infra-stucture projects need a different solution. If members do not have the time nor / and inclination to contribute to maintenance, cost should be met by rental income. We as an Association, probably need to move from the DIY approach and start getting things done professionally i.e. get somebody in.
DAGA could use its annual plot inspection and PIAG thro consultation with individual plot-holders to identify tasks and prepare a works schedule to be presented to the Committee. Major works to be put out to tender and costs met by rental income eg identifying tree pruning – especially at top end.