Cole Park Allotments
Cole Park Allotments, Twickenham Road, Isleworth

MINUTES OF COLE PARK ALLOTMENT HOLDERS MEETING AS SUPPLIED BY THE SECRETARY

"Here are the minutes with a slight alteration to the roles of those present."

COLE PARK ALLOTMENT ASSOCIATION COMMITTEE, 25 November 2007
Present: Judy Maciejowska (chair) Julia Hilger-Ellis (vice chair) Hilary Simpkin (Treasurer) David Snelling (Secretary), Pat Gallagher (website), Jim, Reg, Alan, (co-opted),

Other members: Peter, Zena

FINANCE:
VOTE OF THANKS: The meeting gave a vote of thanks to Jim for his honesty and attention to detail in keeping the system going until Hilary the new treasurer was appointed.

MANDATE: Hilary reported that the mandate had arrived. She and David (Secretary) are to be added as signatories for expenditure. She has taken steps to help signatories certify their identity.

EXPENDITURE PROCEDURES: Hilary stressed that all expenditure from now on must be supported with a receipt, as repayment cheques cannot legally be issued without one. It is permissible to buy items from people's own funds and reclaim the money, and use of a personal credit card effect a receipt. Hilary urged all concerned to avoid using cash whenever possible. In contrast, cheques create the vital audit trail. Costly purchases should only be made with a pro-forma invoice.

FLOAT: Hilary will hold a £30 petty cash float to use for small items like stamps.

ANNUAL ACCOUNTS: The accounts for the first few months of CPAA will be audited with those for the current year to March 2008. Zena will suggest a suitable auditor.

AUDIT PREPARATIONS: Hilary needs all audit paperwork to give to the accountant once agreed.

MAJOR PURCHASES: Jim reported that CPAA now owns a trailer which will be kept safe in one of the two 20-ft lockable containers ordered for CPAA.
Alan & Jim suggest buying a £450 wheeled strimmer to be used communally to clean up allotments. It will cut through saplings up to 1" in diameter. No action before there is a lockable container to secure it.

OUTSTANDING EXPENDITURE: The £400 unaccounted for at the time of the meeting has now been identified and accounted for. Hilary will be given the paperwork.

SPENDING PRIORITIES: Site security is reckoned to be the major priority. More pyracantha will be planted, extra barbed wire installed at vulnerable points and a big push will be undertaken to keep gates locked. Julia is still trying to arrange a visit by the St John's Road Police Safer Neighbourhood Team.

SKIP: Plans are in hand to hire a LARGE skip to remove rubbish, probably in March.

FUND-RAISING: The rugby parking is the major source of current income. Pat will keep the website updated with fixture details. Notices will go up calling for volunteers to help out on rugby days.

GRANTS: Fund-raiser Zena has offered to advise CPAA but stressed the vital importance of sorting out priorities before approaching local organisations like BAA and BA for funds. To be discussed again.

UNPAID PLOTS: Reg will ask CIP for a list of plots for which no rent has been received.

BEES: David wants to start beekeeping on an "island" site chosen by a Twickenham Beekeepers' Association official. There was general enthusiasm for this, & David will make a more detailed proposal.

NEXT MEETING: Sunday 6th January 2008, venue TBA