2025 Annual General Meeting
Order seed potatoes, onions and bulk fertilisers for 2026
2025 Annual General Meeting
The 2025 AGM took place on Sunday 19 October 2025.
The annual report was accepted
The committee was confirmed as
Executive Committee
Chair Patricia Bingham, Plot 19
Secretary Adam Simpson-Davies, Plot 54
Treasurer James Simpson-Davies, Plot 54
Committee Members
Angie May, Plot 8
Cheryl Rawcliffe, Plot 5
Graham Price, Plot 38
Michael Ryan, Plot 53
Roger Horton, Plot 58
Sue Conroy, Plot 22
Matthew Stokes, Plot 63
Helen Houghton-Foster, Plot 64
The motions were accepted with some minor changes. Motion 6 (separate water fee from admin fee) was withdrawn
The constitution and site rules will be updated shortly to reflect these change.
The pre-AGM content is shown below.
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We are delighted to invite all members to our Annual General Meeting (AGM).
This meeting is an opportunity for us to come together, reflect on the past year, and plan for the future of Lister Drive Allotments.
Date and Time: Sunday 19 October 2025, 11am - 12pm (1 hour)
Location: Lister Drive Allotments, Community Hall
🥓☕ Bacon rolls and hot drinks will be served for 10am for £2.50.
The agenda for the AGM is available here - 2025 AGM Agenda
Details from the 2024 AGM, including the minutes are available here
Nominations for the Allotment Committee
The society is run by committee of up to 12 volunteers including a Chair, Secretary, Treasurer and 9 non-executive committee members. Members are appointed each year at the association's AGM.
Chair - The Chair leads the society, overseeing meetings and ensuring that all activities align with our goals and values. They represent the society and work to foster a positive and productive environment for all members.
Secretary - The Secretary manages the society’s records, including meeting minutes and membership records. The Secretary is responsible for issuing letters to members and is our representative to Liverpool City Council parks and greenspaces service.
Treasurer - The Treasurer is responsible for the society’s finances. They track income and expenses, and provide financial reports. Their role is crucial in maintaining the financial health and transparency of the society.
9 x Committee Members - Committee Members support the society by participating in decision-making processes, helping to organise events and projects. They bring different perspectives and skills, contributing to the overall success and vibrancy of our community.
Anyone who has been a member for more than 3 months can stand for election. If you would like to stand for any of the committee positions, please send your name, plot number and the position(s) you wish to stand for to contact@listerdriveallotments.com by 10am Sunday 5 October 2025.
In the event that multiple nominations are received for a position, at the AGM, we will ask nominees to say a few words about why they would like to stand for election and a vote will be taken.
Submitting a motion
You can submit a motion to amend the site rules or constitution by 10am Sunday 5 October 2025. To help members understand your suggestion you should:
Set out what you want your proposed change or addition to do.
If your amending an existing rule, you should copy the existing text showing your proposed changes.
If you want to make a new rule you should write
Motions will be voted on following a discussion at the AGM.
Publications
A copy of the Association Annual Report and Accounts, proposed motions and nominees will be published by 10pm Sunday 5 October 2025. A printed copy will also be available in the toilet block and shop.
Voting at the AGM
All plots are entitled to 1 vote, usually by the named plot holder. An associate member may vote on behalf of the plot holder.
The meeting will start at 11:00am
Chair's Update - minute silence if any former members have passed. Summary of last meeting. Summary of progress since last AGM
Treasurer's Update - Annual report. Summary of finances for period 1 January 2024 to 31 December 2024
Motions - Presentation and voting of motions submitted prior to the AGM
Election of Committee Members - Confirmation of any nominations received prior to the AGM. If more nominations are received than there are vacancies, voting will take place
Members will need to sign in before the AGM
During the sign in process, plot holders will be given a voting card. The card should be held up when voting on motions and during the election of committee members
Only one voting card is issue per plot holder, therefore if you share the plot with anyone, you will need to agree who will represent the plot and vote using the card during the elections.
A printable version of the agenda is available here: 2025 AGM Agenda
The annual report is available here
The following nominations for committee positions were received prior to the AGM
Chair Patricia Bingham, Plot 19
Secretary Adam Simpson-Davies, Plot 54
Treasurer James Simpson-Davies, Plot 54
As there were no other nominations for the role of Chair and Treasurer, these positions are elected unopposed.
The nomination of secretary is from the same plot as the Treasurer – therefore, the secretary will have no voting rights as committee members only get 1 vote per plot.
Committee Members
Angie May, Plot 8
Cheryl Rawcliffe, Plot 5
Graham Price, Plot 38
Michael Ryan, Plot 53
Roger Horton, Plot 58
Sue Conroy, Plot 22
Matthew Stokes, Plot 63
7 people have been nominated unopposed.
There are 2 vacant positions on the committee. Any eligible plot holder may nominate themselves at the AGM on 19 October 2024, if they wish to stand for a position. If there are more nominations than vacant positions, members will vote and the 2 candidates with the most votes will receive a position.
This is an amendment to Section 11 of the constitution to explain what a policy is. The committee are elected by the members to ensure the safe and legal running of the society and to manage the society’s fund. They may be accountable for any issue or incident that takes place on the site and therefore must be able to define reasonable site rules and policies to ensure legal compliance and limit personal liability.
The committee recommends members approve the motion.
If approved will amend Section 11 of the constitution as below:
11. Constitution and Rules
11.1 All members of the society must keep to this constitution and to the rules of the society. The constitution can only be changed by a two thirds majority of a quorate general meeting. The rules can be changed on a simple majority of a quorate general meeting.
The committee will set out policies, separately related to:
Financial controls
Complaints
Disciplinary
Safeguarding
Structures
Tool Hire Agreement
11.2 The members delegate authority to the committee to set out policies on the specific areas listed in Section 11. These are, but are not limited to, areas relating to the societies’ legal or financial responsibilities, our responsibilities under health and safety regulations or detailed technical areas where it would not be practical to call a meeting of the membership.
Policies apply to all members, guests and visitors. A policy can be used to set out the practical day-to-day working of the society and can include a mix of site rules, guidance and explanatory information. Where a policy includes site rules this must be clearly stated in the policy.
A policy can be updated at any time by a simple majority vote of the committee.
Where practical and appropriate, the committee should consult members on changes to policies. Policies will be available on the website and copies will be available upon request.
This is a new rule to be added ‘Cost recovery for plot clearance’ It will ensure fairness for new and existing tenants by recording plot conditions at the start of a tenancy and providing for the recovery of costs from members for restoring plots for new tenants.
It is intended for use in exceptional circumstances only and it is not the intention of the committee to provide plots to new tenants in perfect condition. It will include exemptions for those who have compassionate grounds for example illness, disability or caring commitments (this list is not exclusive).
In 2025, the association has spent approximately £2,000 for the restoration of a plot as a result of the neglect of bamboo management which spread to neighbouring plots.
The committee recommends members approve the motion.
Lister Drive Allotments Association may recover costs for restoring any plot that cannot be relet as a result of unreasonable plot holder actions that require external services or costs. The minimum cost recovery will be set at the cost of a skip hire from Liverpool City Council or their contractors, or £200, whichever is greater.
Where cost recovery is required, the committee will:
Provide the plot holder with written notice of the problem,
Supply an itemised estimate of the costs of removal, and
Allow the plot holder 28 days to undertake the work themselves or settle the costs.
If costs are not paid, the Lister Drive Allotment Association may recover them through the small claims court or other lawful means.
New members on or after 1 January 2026
When a tenancy begins, the association will inspect and take photos to record the condition of the plot. New plot holders are encouraged to take and keep their own photos or videos.
The new plot holder will not be accountable for any pre-existing issues at the end of their tenancy or general weed growth, unless they have failed to manage the growth of invasive plants such as bamboo.
If a plot holder is evicted, or ends their tenancy voluntarily while subject to a warning or as a result of non-payment of annual rent, the association may recover costs from the plot holder if external costs are required to restore the plot before it can be re-let.
Existing members before 1 January 2026
Existing plot holders will not be accountable for the recovery of costs for any pre-existing issues noted during the final plot inspection held in December 2025, however, breach of the site rules and constitution may still result in warnings.
Exemptions
Where a plot holder has reasonable grounds for example ill health, disability or unexpected caring commitments, and has, where possible, taken reasonable care to inform the committee of their situation, the committee shall have discretion to waive or reduce any cost recovery, taking into account the individual circumstances.
Plot holders are able to keep bees on Lister Drive Allotments with permission from the committee. The motion will enable the committee to set site rules via a Bee Keeping Policy that sets out the ongoing obligations on members who keep bees.
It will protect the safety of members, especially those with allergies
Ensures only trained and insured bee keepers can keep hives, reducing risk to the Society.
Introduces clear, fair conditions that balance the benefits of bee keeping with the welfare of bees and the needs of other plot holders.
Provides flexibility for the committee to limit hive numbers or withdraw permission if issues arise.
The committee recommends members approve the motion.
If approved, the constitution will be amended as indicated in red below:
11. Constitution and Rules
All members of the Society must keep to this Constitution and to the Rules of the Society.
The Constitution can only be changed by a two thirds majority of a quorate general meeting.
The Rules can be changed on a simple majority of a quorate general meeting.
The committee will set out policies, separately related to:
Bee keeping
Financial controls
Complaints
Disciplinary
Data security and privacy
Parking and vehicles
Safeguarding
Structures
Tool Hire Agreement
If approved a Bee Keeping Policy will be created. A copy of the initial copy is set out below:
Bee keeping on the site is not a right of tenancy; it is a privilege which may be granted at the discretion of the committee.
A member may only keep bees on the site if:
They have been a member of Lister Drive Allotments Association for at least two years, with no outstanding issues or warnings
They are a member of the British Bee Keeping Association (BBKA) or an equivalent recognised body
They have completed relevant bee keeping training approved by the BBKA or equivalent, and can provide evidence of this
They hold and provide evidence of public liability insurance (which can be obtained through BBKA membership), and
They have provided details of the structure intended to house the hive(s), which must be safe, secure, and suitable
In addition to these requirements:
Written permission must be sought from the Committee prior to introducing any hive(s)
The Committee will consult surrounding plot holders before granting permission. Permission may be refused if any nearby plot holder has a medically diagnosed bee sting allergy or if the plot location is unsuitable for bees
The Committee may also refuse permission if, in its reasonable opinion, there are already sufficient bee hives on the site.
Must comply with any inspections by third parties required by law or as part of their member of a recognised bee keeping association.
The Committee reserves the right to require a hive to be rehomed if:
Welfare concerns arise regarding the bees;
The hive is not being managed in accordance with good practice; or
There are substantiated complaints of nuisance or risk to other members.
Failure to comply with these conditions may result in permission being withdrawn and the member being required to remove their hives from the site.
Members approved a £5.00 increase in the society member fee for 2026.
The fee for 2026 will be £30.00.
However, water rates have increased by 25% in 2025 and are expected to increase by a similar amount next April. Members also fed back that additional skips provided earlier in the year were popular and helped the responsible disposal of rubbish.
The committee would propose that an in the society fee for 2027 is brought forward and that the fee for 2026 is £35 per plot.
The committee recommends members approve the motion.
If approved, the annual membership fee from 2026 will be £35.00 per year.
Lister Drive Allotments Association have been approached by Lister Steps, a charitable organisation based in the Old Library on Lister Drive to support the development of a community garden at the Old Library and to explore and develop opportunities at both sites.
This may include providing access to Lister Drive Allotments under the supervision of authorised plot holders or representatives of Lister Steps.
This trial will allow the association to assess the practicalities, benefits and risks of community partnerships with other organisations and groups.
Declaration of interest: Jerry Spencer (Plot 22) is the interim Chief Executive of Lister Steps.
Members agree to enter into a trial partnership with Lister Steps during 2025/26.
Members currently pay an annual society membership fee to Lister Drive Allotments. This is used to cover the general running costs of the association and makes up the majority of allotments' income.
A member has proposed reducing the membership to £10.00 per year and retrospectively charging members a proportion of the previous year's water bill divided by all plot holders.
Water bills are volatile and closely linked to the amount of rainfall. There is a risk that the association may not have funds to pay water bills in a dry year. We would not be able to recover costs from anyone who is no longer a member.
The committee recommends members reject the motion.
The water bill is higher with the water tariff going up my suggestion for committee the total of water bill should be divided 90 plots and each total put on the plot holder's bill.
Water separation from admin. Admin £10.00
As a lot people don't use rain water a lot and only use the tap water so that's why we need to separate the water bill from admin.
A member has proposed to create a raffle or members lottery. This will be discussed at the AGM. The requirements of the Gambling Act 2005 on members' lottery are set out below:
Option 1 - Unlicensed lottery
A licence would normally be required to run a lottery, however, so long as the following conditions were met, the lottery would not need a licence
The proposed lottery would be run as a Private Society Lottery under the Gambling Act 2005.
Tickets may only be sold to members (and their guests) – not the general public.
All proceeds (after reasonable expenses and prizes) must go towards the society’s purposes – not for personal profit.
Tickets must be sold in person (not online or by phone).
Each ticket must show the society name, ticket price, draw date, and organiser’s name.
Prizes may be cash or goods, and must be paid for from ticket income or donations.
No rollovers are permitted – each draw must be self-contained.
The lottery does not require registration with the local authority or Gambling Commission.
A brief record of ticket sales, prizes, and proceeds will be kept for transparency.
Option 2 - Licensed lottery
Alternatively, the lottery could be licenced, which would remove some of these restrictions. The initial cost of the licence would be £60, with a £20 annual fee for each year the lottery continues to operate.
The cost would need to be taken from the proceeds of any ticket sales.
Option 3 - Licenced lottery operated by a third party
Charity and community groups can sign up to a third party operated lottery. The third party would take a cut of any tickets sold. With this option, anyone purchasing a ticket is entered into a lottery that will include tickets sold by other charity and community groups.
If approved, will amend Section 6.4 from 14 (2 weeks) to 28 days. (4 weeks)
6.4 In order to stand for election a member should give written notice (paper or email) to the Secretary 28 days before the AGM, being clear if it is for one of the executive positions. If all vacancies are not filled at the AGM a member can stand for election at the meeting.
If approved will amend Section 8.4 from 21 (3 weeks) to 56 days (8 weeks)
The committee recommends members approve the motion
Text of Motion:
If approved this will amend Section 11 of the constitution as below (indicated in red):
8.4 Agenda and Notice
All general meetings shall have an agenda which is included in the notice of the meeting. This will be provided by the Committee at least 56 days before the meeting to members of the Society. This will be posted clearly on the on-site notice boards, on the Society website, and by email or on paper to every tenant of a plot.
If approved will create a new subsection
8.5 Members wishing to submit a motion should do so 28 days before the AGM. A motion may be rejected by the committee if it is deemed to be unlawful or demonstrably impractical. A written explanation will be provided.
A full list of valid and rejected motions will be published 14 days before the AGM.
If approved will amend section 9.2 to clarify that the society published a combined Annual Report and Treasurer's Annual Report will be published later, 14 days (2 weeks) before the AGM.
9.2 All AGM Agendas will include:
Review of the Minutes of the previous AGM and any other general meetings since
Acceptance of the Committee’s and Treasurer’s Annual Report (see 9.3)
Motions submitted (see 8.5)
Election of: Chair, Secretary, Treasurer, and the non-executive Committee members
Any other items included in the notice of the meeting.
9.3 The Committee and Treasurer's Annual Report will be published 14 days before the date of the AGM.
The committee recommends members approve the motion
If approved the site rule for materials that cannot be used on site will be updated to include the following addition:
Bamboo
Plot holders may not plant bamboo directly into the ground, including raised beds, or in pots. Existing bamboo must be controlled, for example through regular maintenance and the use of root barrier membranes.