Annual Report
2008 - 2009

At last year's AGM it was hoped that the application for an allotment site at the Bantaskine walled garden would imminently be presented to the Council's Environment and Heritage Committee. Unfortunately, the application did not go forward until the February meeting of the committee but the outcome was heartening when the committee approved the proposal and recommended a 25-year lease.

When the Society did receive the lease in May it was disappointing to see that only a 10-year lease was offered and the committee were further dismayed to see that all repairs to walls and the access road were to become the responsibility of FAS. The committee challenged these conditions in a written reply dated 19 May. These issues were finally resolved in a meeting with Falkirk Council officials on 21 October when it was agreed that the Council would repair the walls and continue to maintain the access road. The Legal and Admin department would also be contacted with a request to increase the length of the lease. A decision on this point is still awaited. The Council have now begun work on clearing the ground inside and around the site before work begins on the walls.
Councillor John Patrick has been very supportive of the Society's proposal and resulting concerns on this issue and has actively engaged with Falkirk Council on its behalf. The Society is also grateful for the support of local MSPs Michael Matheson and Cathy Peattie who have both been in contact with Falkirk Council on behalf of the society.

In response to a request from FAS, NHS Forth Valley has agreed to include the provision of allotments in their Development Framework for the residual land at the former Royal Scottish National Hospital, although a particular site is not yet identified. It is hoped that the Framework will be approved by Falkirk Council by the end of the year.

The society has also been working closely with Grace McDonald of the Helix Project. Possible sites for allotments have been identified and consultation on their development is ongoing.

In June it was with reluctance that the committee accepted the resignations of Gerry and Irene Welsh. Due to a change in their personal circumstances they were no longer able to continue. As founder members of the society they were unstinting in their work for FAS. It was agreed that Hilary Muir should act as interim chair.

Later that month three committee members attended the Annual General Meeting of the Scottish Allotments and Gardens Society (SAGS) at Dunblane.

Despite a hesitant start to the year the society is now making progress towards having at least one working allotment site in 2010.


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AGM 2008

The 2008 AGM was held on Monday 10th November 2008 at 7.30pm in the Falkirk Christian Centre in Falkirk.

There was a good turnout, which included several councillors.

Below are the AGM Minutes.

Falkirk Allotment Society: Minutes of Annual General Meeting
Held at Falkirk Christian Centre, Glebe Street, Falkirk, 10th November 2008

Present: Diane Alderdice, Forth Valley Food Links, Councillors Coleman and Patrick.
Apologies: John Tait, Irene Welsh, Kathleen Wilson, Jennifer McMillan. We also received apologies from Councillors Goldie, Jackson, Mahoney, McNally, Reid and Thomson.

Welcome: Gerry Welsh (GW, interim chairperson) welcomed members and guests to the first AGM of Falkirk Allotment Society (FAS) and introduced current committee members

Treasurer's report: Kevin Doughty (KD, treasurer), presented the first year's accounts, which had been checked by John Connell, ABM Accountancy (see separate sheet for statement of accounts 1/9/2007-31/10/2008).
The start-up grant from Falkirk Council (FC) had not been completely spent yet owing to delays in starting up allotments.
The second largest contribution to assets is from membership fees. This is a one-off joining fee of £12 and membership currently stands at 53.
Expenditure items were explained. He would like to see the balance of more than £1000 spent to further FAS aims.
GW proposed and Liz Storey (LS, ordinary committee member) seconded the accounts.

Update: GW gave an update on progress over the 18 months since FAS formed in April 2007 with 6 members, to the current total of 53 members and more than 90 supporters
The constitution was written after the April 2007 start
Support has been obtained from many councillors, FC, including Frank McChord, Brenda Roddy, Ian Edwards and John Banks, and Diane Alderdyce of Forth Valley Food Links, existing allotment groups and other groups seeking allotments across Scotland
We are learning from other allotment experiences to be able to tackle any problems successfully, using the new allotment site at Bridgend, Edinburgh, as a model
GW thanked initial committee members who have now left: Francis Nixon, Peter, George and Fay Godfrey. Irene Welsh is the only one of the initial 6 still on the committee
Grant applications: Successful grant applications are essential for setting up allotments and GW thanked KD and Althea Davies (AD, minutes secretary) for their work on the LEADER grant application
Feasibility study: in June 2008 the FC Environment and Heritage Committee (EHC) supported the commission of a feasibility study for a pilot allotment site at Bantaskine. We have been working with FC on this and it is due to be presented to the EHC on 25th November. We are hopeful that this will be approved. GW stressed the importance of working with the council, even though progress is slow
Pilot project: GW stressed that this is a pilot project, designed to show that FAS can be successful and get future FC support for more allotment sites, with the aim of getting local sites in each area of Falkirk.
Helix project: it has been suggested that allotments form part of this project, which will probably realistically start around 2011
The only feasible way of getting land is through the council as tenure is critical; farmers are dependent on EU subsidies and grants; only FC can make a longer commitment. Individuals may choose to take up allotment plots on farm land but this approach will not be pursued by FAS as a society
Membership: GW reiterated that this is a one-off fee, not an annual payment. Allotment rents have yet to be set, but must be realistic to cover insurance costs, etc.
Management plan: this is under development as part of FAS's involvement in the pilot site, to be put into practice in future at other sites
Constitution: the current constitution is for getting allotments and will need to be different once we have allotments to run
Questions: GW started with a list of potential questions he thought of:-

1. Number of plots at Bantaskine: 3-4 potential layouts are being examined; this will need to balance the number of people on the waiting list and test which sizes of plot work best; the 250m2 size adopted as standard during the war is not felt to be appropriate and on other new sites, plots this size look more unkempt 1 year after being allotted, where half-size plots of 125m2 were better maintained. Time commitments are greater now for everyone and making allowances for people with disabilities also suggests that smaller plots are more appropriate, hence the need for innovation. The pilot site layouts vary from 12 x 125m2 plots to more plots with differing sizes; a mix of plot sizes is the favoured approach
2. Greenhouses: probably not allowed as they attract vandalism. Huts are planned for each plot, with the exception of smallest size plots, which may share space in a communal hut
3. Pilot scheme length: we would prefer a short duration, potentially 3 years. If the pilot is successful, we aim for quicker development, also given that questions have been asked in the Scottish Parliament about the provision of allotments and the growing demand for them at a national scale
4. Open Space Survey: LS mentioned FAS input to this. Before it is put to public consultation, the Open Space Survey will go before the EHC, and is planned for the 25th November meeting. At the September EHC meeting parks were discussed, including the potential of parkland for future allotment consideration as many open spaces are underused.
5. Non-council option: Forth Valley Health Board has been approached regarding the new hospital site at Larbert but progress is slow. Potential planning gains may provide another route
6. Livestock/animals on allotments: a no livestock policy has been adopted for the pilot site (including dogs, except for guide dogs, and bees) due to health and safety concerns
7. Rent: yet to be decided; it needs to be self-financed once established
8. Allocation of plots: as indicated in the constitution, this is on the a first come, first served basis, with 1 plot per household and a lottery on plot sizes
9. Organic principles: supported by majority decision on the committee and supported by FC and many grant providers
10. What can be grown? Vegetables and fruit, with a proportion of flowers encouraged to aid pollination - possibly a maximum of 25% (yet to be finalised)

Questions from members:-

1. Where is Bantaskine? South side of Falkirk, above the canal
2. Timescale for getting allotments started? Our intended target is spring 2009, but this is dependent on FC and successful grant applications
3. Realistic maximum number of plots? If these are all half-size (125 m2), this would mean 12-14 plots at Bantaskine, so splitting some into smaller plots would give approx. 16-20 plots, so the min. is 12
4. So members may have to wait years for plots elsewhere? GW we have to start somewhere. Many members live in the Stenhousemuir/Larbert area so we will pursue other options. The Open Space Survey may also be informative
5. LS stressed the importance of doing something to help rather than just waiting and GW reminded members that non-council options are also being examined, including NHS and Callendar Estates. A member suggested the NTS property at the Pineapple, Airth - the unmanaged part of the walled garden was suggested previously as an allotment site but no progress was made. GW suggests that the time may be right to approach the NTS. Ann Haugh (AH, membership secretary) said that the Joint Dementia Initiative have proposed the use of Dollar Park walled garden as allotments. GW indicated that FAS assistance may create plots for FAS members here too. So there are a number of ideas being pursued as stepping-stones to getting allotments in FC area.
6. Councillor Patrick (for Bantaskine area) expressed his enthusiasm; although this doesn't give encouragement to members seeking allotments in other areas, he indicated potential for extending the proposed pilot site in the walled garden to the adjacent, un-walled area, an idea which John Banks of FC is also keen on
7. GW said that the pilot site would progress to a standard allotment site if successfully run. The water supply has yet to be confirmed on this site
8. If a member declines a plot at Bantaskine due to its location but still wants a plot, will they get priority if a new site comes up? GW said that members will have 3 chances to accept an offered plot, after which they will move down the waiting list. He reminded members that we do need people to help in addition to those who actually take up plots.
9. People outwith FAS are also trying to get allotments, e.g. in Denny (with Councillor McNally)

Election of new members: overseen by KD
Chair: GW was proposed by Richard Knight, seconded by Jenni Fulton
Secretary: AH was proposed by Jenni Fulton, seconded by Richard Knight
3 new members were voted on: Jo Tibbles was nominated by KD, seconded by Richard Knight; Alistair Edmonds was nominated by AH and seconded by David Fellows; Hilary Muir was nominated by LS and seconded by Jenni Fulton; KD remains as treasurer

Any other business:
Procedure for Special General Meetings: following problems at Scottish Allotments and Gardens Society (SAGS), GW proposed a meeting structure regarding methods for handling motions and amendments. This will be additional to the existing constitution.
Structure for committee members: election and serving duration were clarified
No quorum of members was present, as stated in the present constitution, so it was agreed that the decisions of the 25 members present at the AGM were representative, as they constituted nearly 50% of the total membership

Althea Davies, 30/11/2008