MINUTES OF COMMITTEE MEETING HELD ON SUNDAY 28TH APRIL 2013
Present: Chairman: Steve Yorke, Secretary: Jackie Medcalf, Treasurer: Kay Graham. Sos Inger. Steve Medcalf. Joe Dyer. Phil Hilsden, Paul Marshall.
Apologies: Ronnie Gayle. Jane Bowden.
Minutes and Matters Arising.
As there had been no formal meeting on the 8th February, The minutes from 9th December were read.
The seed catalogues had been provided but no one had taken up the offer to order at a discount. It was agreed that this service would not be offered again. The Minutes were accepted as a true record. Proposed and seconded by Kay and Steve.
Chairman’s report.
Steve stated he was keeping an eye on water usage, which seems to be consistent at the moment. This should help to identify any leaks.
Treasurer’s report.
Kay reported on the state of the finances, which were not unduly changed since the circulation at the AGM apart from the rental income, which had now been taken into account. There had been some late payments which had been chased by the secretary only one rental was still outstanding which was expected to be paid by the end of the month.
Phil asked if there was a process in place to deal with non-payment of rent.
The committee were aware that there was a clear process to follow. There was a lot of discussion around this subject and some dissention, which resulted in a vote being proposed and taken. The committee voted 5 to 2 to follow the process fully if needed.
Jackie stated that a letter would go out next year with the bills clearly stating the expectations of the committee over the payment of rents which is an extremely time consuming activity for those involved with the organisation and collection.
Secretaries report.
Jackie asked for and got clarification over the size area of one garden.
A list of new tenants was circulated. Only one garden remained vacant (since tenanted)
Jackie reported that she had some success with the insurance claim and would be ordering a new brush cutter. The association would just have to pay the £50 excess charge.
Inspections.
The council were consulting on more stringent and consistent site inspections. This would include the details of the garden holders whose gardens were not up to standard being recorded and retained by the council. This had caused a lot of argument at the forum about the associations right to make judgments on the state of the gardens when personal circumstances of the gardeners were known. Discussions were ongoing but it was obvious that at the very least the inspection would mean more paperwork. Letters would go out to gardeners at the appropriate time.
Show And Social Day.
It was agreed at the AGM that the Show and Social event would be held on Saturday August 24th.
Sos agreed to contact the Judge.
The committee were keen that that there should be an element of fun in it. The categories would be the standard vegetable ones, no flowers. Set up time would be from 10am with Judging at 1pm. Food and drink would be provided. Steve M is happy to cook and Phil, Paul and Jackie will advertise and organise.
AOB.
Steve Yorke talked about the hole near the main drain were the flooding has occurred and a hopeful solution to the problem, it now has safety boards around it.
Someone is again regularly leaving the gate open. Jackie had come across another intruder last week and had to show them off site. This has to stop whoever is being lazy can expect a formal warning letter when caught.
