Thomson Terrace Allotments C.I.C
Annual General Meeting
Noon on Saturday, 8 Nov 2025
TTACIC Shop Area
Please make every effort to attend and encourage other plot-holders to do so as well.
TTACIC is run by (elected) volunteers. At the very least, attendance at the AGM shows appreciation for all the work they do on your behalf.
This meeting will review progress for 2024–25, present the year’s financial report, discuss the impact of the new Oxford City Council lease, and elect the 2025–26 Committee.
Agenda for 2025 AGM of the Thomson Terrace Allotment Association.
- Welcome and Apologies for Absence
- Minutes of the 2024 AGM / EGM and Matters Arising
- Annual Reports for 2024–25
- Chair’s Report
- Treasurer’s Report: Accounts, Rent, and Subscriptions
- Secretary’s Report: Plot Letting, Lease Update, and Grants Summary
- Field Secretary’s Report
- Member Reports from the Floor
- Resolutions
- Election of Officers and Committee for 2025–26
- Appointment of Auditor
- Any Other Business
- Closing Remarks and Acknowledgements
Chair’s Report
Treasurer’s Report Summary
- Annual Accounts (2024–25)
- Discussion: Future Subscriptions and Rent Proposals
- Proposed Rent Increase for 2026–27 (£5.00/pole)
- Proposed Rent One-year Lease Supplement (£.50/pole)
- Water Trough Replacement Programme (Year 2 of 3) (£1/pole)
- Income Anticipated from Sale of Used Troughs
Secretary’s Report Summary
- Plot Letting and Waitlist Update
- New Lease Implementation (effective September 2025)
- Grant Projects Completed:
– Mobility Plots (Plot 131): £2,150 grant from OCC
– Off-grid Solar and Storage: £1,700 grant from OCC and Littlemore Village
Field Secretary’s Report
Proposed Resolutions
The following resolutions are proposed for discussion and approval during the AGM.
Resolution 1A – 2026–27 Rent Increase
“It is resolved that the subscription rate for 2026–27 be set at £5.00 per pole (£25 for 5 poles, £50 for 10 poles).”
Reason: Rationale: To align with increased lease costs and sustain site maintenance.
Resolution 1B – 2026–27 Lease Supplement
“It is resolved that a 1-year Lease Supplement for 2026–27 be set at £.50 per pole (£2.50 for 5 poles, £5 for 10 poles).”
Reason: Rationale: To pay cost associated with new lease
Resolution 2 – Water Trough Replacement Surcharge
“It is resolved that Year 2 of the 3-year water trough replacement programme proceed with a surcharge of £1 per pole (£5 for 5 poles, £10 for 10 poles).”
Reason: Rationale: To fund special maintenance and renewal of communal facilities.
Resolution 3 – Livestock and Pets Rule Amendment
“It is resolved that no more than six hens are permitted per plot holder.”
Reason: Rationale: To maintain welfare standards and prevent overcrowding.
Resolution 4 – Structural Limits Under New Lease
“It is resolved that any sheds, greenhouses, polytunnels, and enclosures shall together cover no more than 20% of a plot and not exceed 2.44m in height. All must be kept in good repair.”
Reason: Rationale: To comply with new OCC lease and preserve site aesthetics.
Resolution 5 – Pond Installation Consent
“It is resolved that no pond may be erected on any individual plot without written consent from the Association.”
Reason: Rationale: To ensure environmental and safety compliance.
Election of Officers and Committee for 2025-26 Nominations. Members wishing to run for officers/ordinary committee members should come forward. Note that by standing for office, you agree to abide by the rules (both OCC and TTACIC) and our Constitution. Officers are required to become Directors of TTACIC. Nominations currently include:
Position | Candidate | Plot(s) | Standing for | Notes |
Chair | Frances Willenbrock | 119A, 121 | Election | TTACIC Director |
Treasurer | Kathy O’Donnell | 177 | Election | – |
Secretary | Kathy O’Donnell | 177 | Re-election | TTACIC Director |
Field Secretary | Tom Dyra | 137, 138 | Re-election | TTACIC Director |
Ordinary Member | Terry Young, MBE | 110 | Re-election | TTACIC Director |
Ordinary Member | Nela Pavlovic Tait | 105A, 107 | Re-election | – |
Ordinary Member | Edward Pitson | 113 | Re-election | – |
Ordinary Member | Andy | 119A, 121 | Election | – |
Ordinary Member | Paul Dyra | 159, 160 | Re-election | – |
Appointment of an auditor (must not be an Officer or Committee member, need not be a member of the Association).
Any other business. Closing Remarks and Acknowledgements
- A vote of thanks will be given to outgoing officers Gillian Turnbull and Helen Fetzer for their dedicated service to the Thomson Terrace Allotments CIC.
- Proposed date for the 2026 AGM will be confirmed at the first Committee meeting of 2025–26.