OLD PARK FARM GARDEN HOLDERS ASOCIATION
Minutes of committee meeting held on Sunday 7th October 2012
Present: Chairman: Steve Yorke, Treasurer: Kay Graham, Secretary: Jackie Medcalf, Sos Inger, Ronnie Gayle and Steve Medcalf.
Minutes and Maters arising from 19/08/12
Pot Holes. Sos reported that the contractor should come back to us this week with dates to start work.
The Chairman suggested that at the same time as this work we also hire the skip needed to get rid of carpets from gardens. Also to get rid of the soil/rubbish pile in main car park.
Steve M to ring round for prices.
Jackie to do appropriate notice for boards.
Treasurer’s report.
Kay informed the meeting that the rent had been paid but we were still waiting for the bill from Severn Trent.
Secretary’s report.
Inspection Feedback
This year’s inspection took place on 31st August and official report had now been received.
Points of concern were:
State of Main Avenue although noted that repairs were in hand.
External Boundaries
Old Coach Road. The poor state of fence and pavement was a concern for both association and inspector. A grant had been applied for to cover cost of a new fence but at time of inspection result not known (see later).
Railway boundary. Cause for concern but this is not an association boundary. No one should attempt to interfere with it, or trespass on railway land.
External gates need cosmetic improvements.
Buildings.
Brick built shed by railway is in good condition and could be used but the asbestos roof will need encapsulating before it could be used regularly.
Reminder from inspector that all buildings need to be in a safe condition and that permission should be sought from the council via the committee prior, to allowing any other permanent building on site. (To clarify this means on individual gardens.)
Condition of Plots.
Hedges; There were a number of hedges over 1.5 mtrs (5ft high) and in the process of being tackled. 11 plots were recorded as having hedges exceeding 1.8 mtrs (6ft). These should be tackled over winter and regarded as a priority.
The level of cultivation was generally good across the site. However 12 tenanted plots were considered to be not cultivated. Another 5 were giving cause for concern.
The report concluded that on the whole progress had been made especially opening up the gardens along the railway avenue. Assuming that action is taken about the above gardens then the rebate this year will be forthcoming to be used for improvements and administration costs.
The secretary gave the committee details about the individual gardens mentioned and was subsequently asked by the committee to contact the tenants whose gardens were causing concern to ascertain what the problems were and look for a solution. The 12 tenants renting the gardens that were not considered to be cultivated to be written to and informed that unless immediate and significant improvements were made tenancies would not be offered to them in the new year.
Hedges; The secretary asked for clarification of what the association found acceptable with regard to the on going problem with varying heights of hedges. After some discussion the committee decided that all hedges should be trimmed well and that as long as the hedge was kept neat we would accept a MAXIMUM HEIGHT OF 6FT. Hedges above that height will be deemed unacceptable.
Lease; The secretary was asked to chase the council for an updated version.
Questionnaire; The committee completed a questionnaire from the council about partnership working.
Any Other Business
Secretary reported she had just received the offer for finance for a new fence but for only half the cost, which would leave us just over £2000 to find. Final Decision to be left pending. Jackie to enter into some negotiations with council and check the costs again.
Steve Medcalf requested the association purchase a Mower and Hedge trimmer for use in the communal areas. After a discussion permission was given Steve to source them and report back.
Kay raised concern about a gardener leaving the hose attached and running whilst not on site. This is against the rules and the secretary was asked to contact the individual.
The Chairman closed the meeting at 11.20am.
