MINUTES OF COMMITTEE MEETING SUNDAY 14th JULY 2013
Present. Steve Yorke, Kay Graham, Jackie Medcalf, Phil Hilsden, Joe Dyer, Ronnie Gayle and Sos Inger.
Apologies: Steve Medcalf, Jane and Paul
MINUTES AND MATTERS ARISING FROM 28TH APRIL 2013
Kay and Sos raised objections to the accuracy of the notes re the vote over the policy to follow up actions over late payment of rent. There was a difference in opinion of those present but the objection is hereby acknowledged in these minutes.
Site security. The gate had been found open on Saturday last. The previous Sunday, a garden holder had disturbed two offenders trying to cut through the fence, in the same place as the previous successful attempt, which resulted in diesel theft from Hopewell’s.
NOTE FROM THE SECRETARY:
If you have a delivery expected do not just leave the gate open for hours. You should at least have a time slot. Be around. When the delivery arrives shut the gate and let them out again afterwards. The last intruder walked in through the gate unchallenged by the garden holder going out.
The lock on main gate is playing up again. Two are on order after the lock on the annex failed, the secretary swapped locks from the third gate. Please be gentle with the locks they do get a lot of use.
CHAIRMAN’S REPORT
Thanks to those committee members and non-committee members, who had reported and helped to fix faults. In particular to Lol who had mended the potentially serious leak in the annex gardens. Steve now checking both meters to keep on eye on water consumption. This will aid in estimating the bill and also as an indicator of any leaks.
One committee member has been criticised for doing “unofficial inspections” Chairman had discussed this with the committee member. Regrettable, as this was not the intent nor did that person go onto gardens uninvited. The secretary and Chairman felt that all committee members should make themselves available and aware. Particularly to spot problems before they get out of hand e.g. fault finding like the water tap problem reported this morning.
The chair had dealt with a complaint that a garden holder had been found on another allotment without invite. The matter had been resolved to the complainant’s satisfaction.
TREASURER’S REPORT
Kay reported Total rent collected was £2736.84 and Water rates £2510.24.
The bank balance also included the council grant for the fence repairs.
SECRETARY’S REPORT
There had been numerous incidents over last few months some potentially serious. Jackie informed the committee that she would keep a brief log of incidents and how/who dealt with them. This could that form part of the feedback to the AGM.
Inspections:
The committee discussed the forthcoming inspections. The inspection system was being discussed at the Forum meetings. The council wished to retain the records of those whose gardens were reported under the inspection process. Changes were being resisted. Jackie explained that they were trying to bring up the allotments standards in general. Each garden that fell below standard would have to have an action plan to show how we intended to improve it.
Committee decided after a discussion that Steve and Jackie would do an inspection. Each allotment holder whose garden gave course for concern would receive an individual enquiry letter in the first instance. Contact would be asked for so we were prepared for inspection.
Reminders to do hedges would also be circulated.
Jackie said she would need to do this work within the next two weeks.
Re. The Fence. Jackie to do a final cost exercise and return it to the committee for final approval. Looking at doing work in early September when she felt able to spend everyday at gardens whilst work was being done.
AOB
Annual Show. Order of events.
Jackie to put another advert out. 2 days before set up poly-tunnel etc.
Day before organize raffle and food buying.
Morning of show. Receive and display entries by 12.30.
Judging at 1 pm.
Followed by refreshments.
Kay volunteered to do the exhibit paperwork.
Help from all committee members and anyone else appreciated.
Steve reported that he had been asked to pass on thanks to Peter and Kay for kindly doing the hedge for a garden holder who has been undergoing chemotherapy. Much appreciated.
Tap sharing. Please sort out in a gentlemanly fashion between yourselves time to use the water taps. You should all make provisions with water butts to cover emergencies. E.G. if the water has to be turned off due to a leak. Watering from a butt is also a more efficient use of water in Greenhouses etc.
ALWAYS TURN THE TAP OFF AT SOURCE DO NOT RELY ON THE NOZZLE OF YOUR HOSES
Tarmac chippings. Sos organizing this with Mathew. Thank you Sos. Sos proffered the idea of paying a contractor to Maintaining pathways. Jackie to explore.
Dog Mess. Simple message from the committee.
CLEAR UP AFTER YOUR DOG!!
Wood chippings. Confusion as to who is dumping chippings in the wrong places. Can committee members make contact with contractor when seen?
Kay announced that it is her intention to step down as Treasurer next year after 7 years of service to the association. This obviously will be a point of discussion at later meetings. But thank you for the early warning Kay.
Meeting ended at 11:15
