AGM 2025: Agenda & pre-meeting paperwork
- flag
- Dec 30, 2025
- 9 min read
Updated: 4 days ago
FLAG AGM January 12th 2026 at 7.45pm, Six Bells Public House, 16-18 St Michael's St, St Albans AL3 4SH.
Membership and Treasurer report (see below), consider full accounts.
Consider Committee report (see below)
Consider Site Stewards report (see below)
Consider Tools & Maintenance Report (see below)
Consider Hedges for Wildlife Folly Lane Allotments (see below)
Election/Re-election of officers. Current members are willing to continue. Elected officers roles to commence at expiration of current meeting.
Kevin Withers - Chairman,
Richard Cloutman - Treasurer and Membership,
Nigel Gale - Site Steward, Ann Rogers Site Steward, Fiona Carey Site Steward,
Tim Leicester - STAKE and Council Liaison,
Brian Songhurst - Tool Maintenance and Compost bins,
Liz Leicester - Wildlife,
Malcolm Hull - Hedging.
Review last committee meeting action plan (see below).
Creation of a Liaison Officer post with the Housing Associations to enable discussions on impacting issues between the two.
Consider need for security camera near main gate.
Discuss frequency, timings and organisation of the Tree Management working parties and the sharing of the resource with the Hedges for Wildlife working parties.
Discuss any tools or items that may be needed to improve the allotments.
Discussion on need &/or best ways to share how to manage various allotment jobs on a plot (see supporting document).
Discuss the potential creation of new plots for the site.
Discussion and vote on upsizing a persons plot size to a maximum of 1 plot if the existing one has been well managed.
Discussion on encouraging plot holders to have their own compost heaps so that the need for communal composting areas and topsoil mounds is reduced.
Membership and Treasurer’s report.
Membership numbers continue to grow. At the end of 2025 we had 81 fully paid-up members occupying 87 plots compared to 78 members and 83 plots for 2024. Ten plots currently do not pay a sub although for two we have no tenant’s details. Six new plot holders started during the autumn so their first year of membership will extend until December 2026.
Our finances continue to provide us with sufficient funds to invest in new equipment for members’ use. A healthy balance of £944 was carried over from 2024. Major items of expenditure this year have been for a new strimmer, web-site hosting fees (3 years paid for at a reduced rate) and NAS membership fees (including individual insurance).
It is worth noting that NAS have upgraded their on-line membership management tools this year which now means we have far greater control of the payments required for individual insurance, particularly when new members join FLAG during the year.
The year ended with £963 in the kitty.
Committee Report on activities in 2025
JAM (Joint Allotment Meetings with Council & other St Albans allotments sites) - There continues to be pressure to increase allotment rent. The council part funds the costs of running allotments. This amount is decreasing via scheduled rent increases above inflation combined with the effect of us challenging & reducing the agreed costs the council incur in managing the sites e.g. grass cutting by O’Connors.
The plot waiting list is 49 (verses 92 plots). Overall, this mirrors the St Albans picture with the (slowly decreasing) waiting list being about half as large as the total number of pl
Bottom Gates – Following a car crash, we took this matter up with the council. The gates are too narrow & are problematic if trying to enter the site from the Redbourn (or garage) end. The gates are a legacy structure & not needed. Potentially their narrowness could cause a highways incident. Phil Bruce-Green has confirmed he will take this matter up with the highways authority.
Missing footpath for Oysterfield residents – The absence of a footpath & the Health & Safety issues of Oysterfield’s residents using the same track as cars to walk on was flagged. This is particularly an issue for push chairs & prams. Phil Bruce-Green confirmed he will look to see if there could be a resolution to this issue.
Metal Bay – A bay for metal that can be recycled has been created at the garage end. One pick up took place during the year.
Bonfires - We have had two site fires to deal with items in the wood compost bay. On the first occasion, despite notifying neighbours a bonfire would occur that day, the council received a complaint. Moving forward ideally we need to reduce the need for bonfires by chipping wood or other solutions to cut down on environmental pollution.
Rubbish – A pile of rubbish in bags appeared near the garage end. We don’t know where this came from. This pile is getting bigger through working parties managing the hedges & clearing rubbish there (the Housing Association have been spoken with about this). The pile is also getting larger due to individuals clearing plots.
The council have agreed a Community Service Orders Team will carry out tasks for FLAG over 3 days. This includes clearing rubbish scattered around the site. Phil Bruce Green will then arrange for O’Connors to remove all rubbish. FLAG committee members will be on-site to ensure the documented plan for them is adhered to. The first of these working parties in December was cancelled as the ground was too boggy for the support van to use the site.
Leylandii – The Leylandii near the club house shed are creating shade for a number of plots resulting in problems growing produce. The roots are also an issue, as is the shedding of small material on cars. There is also a potential hazard if the trees blow over onto a car or person. Phil Bruce Green has agreed to reduce the plot rental on the plot affected the worst. He is also going to ask the Legal Department to write to the house owners about this issue. Legally however we have been advised nothing can be done about the Leylandii.
Hedges for Wildlife – A plan for the allotment in respect of wildlife has been prepared by Malcolm & is on the FLAG web site. Malcolm & Liz will update everyone periodically concerning this & arrange working parties to work to the plan. A separate update to the report by Malcolm & Liz has been prepared with this AGM pack.
Wildlife Site Surveys – Eight site surveys (e.g. Insects, spiders & fungi, Birds, etc) have been carried out through the hard work of Liz Leicester. She will issue reports on various wildlife subjects & this will include publication on the FLAG web site.
Tree Strategy - A tree site review has been completed. The aim is to ensure plot holders are able to use plots for growing fruit & vegetables without issues caused by tree roots & shade. The aim will be to balance this with the needs of birds & other wildlife. Generally, it’s expected fruit trees will be on plots, but non fruit trees will be restricted to the borders for wildlife as detailed in Malcolms report.
A tree map has been circulated to FLAG members, the council & is on the FLAG web site. Comments received have been used to amend the aims above to plot holders specific wishes. The council have agreed the plan & agreed to remove 6 large trees on the site borders. There are 35 trees we plan on tackling.
Ann has agreed to take our efforts forward via working parties. These will need to take place before bird nesting season. Everyone’s help would be appreciated to ensure we take this management of our site forward. Individuals who wish to act on the site plan to remove small manageable trees such as the numerous Hazel planted by the squirrels are welcome. We may have to employ a contractor if any tree is not on the council's list which we can’t manage.
The logs created by the council contractors & our working parties will be stacked to dry for use by those involved in the working parties. The branches will be put onto a general pile for contractors to shred thus providing chippings which everyone can use.
Water Butts - These have been checked at tap locations & a map of these is on the FLAG web site. One stand pipe has no butt & FLAG will purchase one for that site. 2 other stand pipes have smallish butts & if we can purchase a butt of a larger size that is cost effective we will precure & replace what is there.
Parking area at Garage end - In winter this becomes very muddy as we have no hard standing. This issue prevents some users working their plots as they do not want to drive cars to the allotment with their tools in. It’s also a Health & safety issue as people could slip over. We have investigated creating hard standing, but we do not have funds for this. One potential partial solution is to move the compost bins back to create an additional area that cars could use as at the moment all traffic is concentrated in a small area. Currently we are exploring this partial solution further.
Site Steward's Report
The Site Steward role is to show potential plot holders around and help them settle in. Currently the post is shared by two FLAG members; Ann Rogers [plot15W] and Fiona Carey [plot 29W]. Please get in touch to let us know what is going on around the site or let us know about problems or issues.
During 2025, we gained 14 new plot holders so a very warm welcome to all of them. Of these 11 have joined FLAG.
Tools & Maintenance Report
We sold two old strimmers and put the money towards purchasing a second new Maruyama strimmer. We now have two new strimmers which users are finding excellent – both light and powerful. Our two mowers are quite new and in excellent condition. Please always remember to use the correct fuel – green cans premium grade petrol for the mowers and Aspen 2-Stoke for the strimmers.
Thank you for using the machines carefully. Only regular maintenance required this year – all spark plugs changed and the oil changed in the mowers. No oil change for the strimmers as they are 2-stroke engines.
Some taps were replaced. Double outlets were also fitted to some taps to assist with watering during the dry weather where there are several users per tap.
There was general maintenance and repair to both the town end and garage end compost bays. Surplus wood was burnt and neighbouring properties always advised beforehand.
Hedges for Wildlife – Folly Lane Allotments
2025 has been a busy year. Many thanks to all the volunteers who attended hedge working parties (Malcolm) and wildlife surveys (Liz).
Together we have;
Removed the Russian Vine from the garage gate entrance and dug out the roots
Reduced the adjoining Blackthorn Hedge
Pollarded a further section of hazel along the Oysterfields fence
Picked out the litter from the hedges as they were pollarded.
Turned the cut material into a supply of firewood and poles for allotment use.
Agreed the hedge management strategy with the council and published it on the FLAG website Hedges for Wildlife at Folly Lane
Organised and completed eight wildlife surveys plus Malcolm’s ongoing butterfly survey. A report of the surveys will be published on the FLAG website in January 2026. These carried out or in progress are:-
Birds
Amphibians
Bat survey using detectors
Insects and spiders x 2
Ladybirds June /July/August by the allotmenteers
Butterflies continuing by Malcolm Hull
Moths
Fungi
Maintained ponds and flower patch at the town end.
In the year ahead we plan to;
Plant a new hedge by the garage gate and create a wildflower area on the bank
Carry out further hedge management along the Oysterfields fence
Manage vegetation behind the garage gate compost area
Carry out further wildlife surveys, the first is a bird survey on 24th January 2026 at 7.30-8.30am
Dig the delayed pond above plot 51N and create a bee bank and hibernaculum with the spoil
Dates and details for working parties will be circulated in the new year.
Action | Who | When | |
1) Upload the revised document “Hedges for wildlife” onto the FLAG web site | RC | Dec 25 | |
2) Book room at the Six Bells on a Monday/Friday in Jan 2026 for the AGM. | BS | Dec 25 | |
3) Create wording for AGM communication & put on the FLAG web site & issue comms in advance to advertise to the members. | RC/BS | Dec 25 | |
4) Speak to Phil Bruce-Green re Leylandii issue re developments since the summer meeting on the issue if no reply has been received to Kevin’s e-mail. | TL | Dec 25 | |
5) Give FLAG members one month’s notice by email & through WhatsApp of the intention to work to the tree surveys findings unless there were any written objections to any particular item on the plan and to encourage on the comms members to take ownership and actions to remove trees on or adjacent to their plot where practical following the months notice. | TL | 7/10/25 | |
6) Put a copy of the tree and water standpipe butts plan on the FLAG web site | RC | 7/10/25 | |
7) Co-ordinate work on the tree plan survey’s findings including liaising with Nigel on publishing an order for dealing with the trees by species and consulting the council re tree preservation orders and any fundings and establishing working parties. | AR | 7/11/25 | |
8) Arrange site visit by Phil Bruce Green - discuss issues including tree proposals, Leylandii, footpath for Oysterfields residents, rubbish removal, bottom gate, & c/f O’Connors heavy machinery issues reminder & potential return of probation working party to clear rubbish from communal areas and plots to be re-let. | TL | ASAP | |
9) c/f Permanent metal recycling area to be created and metal removed when reaches suitable level | RC/BS | Dec 25 | |
10) Purchase water butt for standpipe with no butt | TL | Dec 25 | |
11) Paint FLAG on the water butt when purchased | KW | Dec 25 | |
12) Cover wood & co-ordinate working party to burn wood in suggested area to allotment rules for 21 October | BS | ASAP | |
13) Remove Russian Vine & diseased birch (working parties) | MH | Ongoing | |
14) c/f Move compost bins back through Jim’s voluntary help. Then consider any next steps to assist on parking issues in winter | RC/KW | Sept 25 | |
15) Put out a communication about local government re-organisation and the need to voice your opinion. | AR | ASAP | |
16) Send to the committee e mail sent to Phil B.G. re Leylandii | KW | ASAP |
end of documentation
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