PLEASE PRINT YOUR OWN COPY OF THIS ARTICLE IF YOU REQUIRE IT FOR THE AGM
OLD PARK FARM ALLOTMENTS COMMUNIT INTEREST COMPANY
ANNUAL GENERAL MEETING HELD ON SUNDAY 3rd APRIL 2016
PLEASE NOTE THESE MINUTES ARE A DRAFT UNTIL APPROVED AT THE NEXT AGM.
Present: Steve Yorke: Steve and Jackie Medcalf: Ronnie Gayle: Shaun Taylor: Chris Skinner: Guy Askadsky: Dave Kirkham: Peter Groves: Kay Graham: Robin Roberts: Paul Barron: Jane Bowden: Paul Sanders: Charles Dewa.
Apologies: Steve Williams. Perveen Hussain.
The meeting was opened by the Chairman, Steve Yorke, who welcomed those in attendance at the first AGM as a Community Interest Company.
The secretary Jackie Medcalf then read out the minutes from the AGM held on 15th march 2015.
Matters arising: The Health and Gardening research project results should be available by end of April, those taking part will be contacted.
Main Gate. A new gate had been ordered and would be fitted as soon as possible.
The minutes were proposed and seconded by Kay Graham and Ronnie Gayle as being an accurate account of the proceedings.
Chairman’s report:
Steve thanked in particular Steve Williams Peter and Kay for their huge contribution in sorting out the sheds and property that had been on Reg Elmer’s gardens. Thanks also to other committee members and gardeners who had helped unload the compost and contributed to the care of the communal areas.
The chairman asked that gardeners respected the recycling bin as agin we had people who were not respecting it properly and leaving rubbish, which then had to be cleared by others.
Treasurers report.
As Steve Williams was away the chairman read out the figures. We had a balance at that time of £5915 the rent bill and water bills were still to come out of that. We would not need to put up the water charges this year. It was important we kept some surplus for any emergency repairs. Steve gave a description of how the rent is worked out by the council and explained the rebate system. Our rent is currently 10 pence per sq mtr and we are still were not sure how much the rise would be this coming year, but, as agreed last year there would be the full rise in the October bill. The committee had decided to give an ex-gratia payment to Steve Williams for his brilliant efforts to offset some of the losses from getting rid of the rubbish from the derelict gardens by sales and to acknowledge the amount of time he had spent doing this.
Steve Williams had asked that he wished to round up the rent bills to the nearest whole pound as the amount of small change received made the banking process onerous.
This was carried by a unanimous show of hands show of hands.
Thought should also be given to moving the AGM to October.
Secretary report.
Jackie gave an overview of the progress made since the last agm and that we were now officially Old Park farm allotments Community Interest Company. This meant that we did not now need trustees to hold the lease from the council. However at the moment we still had not got an up to date lease due to the council not altering the trustees and amending the lease several years ago. The Council were happy with our new status and that there would be negotiations this year to find a new lease that suited both parties and to take on a management agreement which would give us back all of rent monies. Jackie went on to talk about again the huge amount of work taken to clear the derelict gardens by a few people, these had been the worst of several gardens recently vacated. Jackie spent some time addressing the meeting about the need for us all to be more aware about the materials stored on the gardens as illustrated by the chemicals and paint on show that still needed to be got rid of. It was not fair on those that had to clear gardens nor on the association when the gardens had been left in such a state that a new tenant could not take over and just garden the plot. People were storing things that should not be on the gardens, not taking responsibility for their actions and not taking responsibility for our environment. Domestic rubbish should not be left on site for others to clear. The new proposed lease and clarification of the rules of lease to new tenants were hopefully a step in the right direction. A new constitution would be needed and that would also include a section on caring for the environment. Jackie had every right, and would use it to check what people had on their gardens.
There had also been a feeling within the committee that not enough tenants were prepared to roll up their sleeves and help when needed. So we were looking at ways to enable a work group to be formed when a particular job needed doing, especially in times when something had occurred e.g storms. One suggestion was an appeal on the web site and on the gates, which had worked for the delivery of the compost. Everybody has a responsibility to keep the area around their gardens neat and tidy.
Steve yorke mentioned that we 5/6 trees that needed attention especially where overhanging boundary fences, this was the sort of work the committee had to undertake.
(PB) asked a question about where to put rubbish.
We could not have a collective bin as emptying it when then be a problem in itself. If a tenant could not remove it themselves then it should be left on the individual garden and deposited in a skip when provided. A particular problem should be reported and advice sort.
Asbestos should be put near to Steve Yorke’s garden for council collection.
ST requested a skip later in the annex.
Election of Committee.
The chairman stated that all but 2 of the committee had all put their names forward to stand again. Paul Sanders wished to step down due to work commitments. The committee was retained with no objections.
Proposed by Kay Graham and seconded by Charles Dewa.
Jane Bowden told the meeting that being on the committee was not an onerous task and Steve Yorke asked for any volunteers.
Annual Show.
This had been a great success last September and would be held again on Saturday 3rd September this year. Jackie stated however that the jury was out on repeating the bonfire night BBQ. Although those who attended enjoyed it that was obviously a lot of competition and the amount of organising involved for the amount of people that came was disproportionate.
AOB
No further matters were raised from the floor.
Peter and Kay were presented with gifts as a small token of our appreciation.
The Chairman closed the meeting at 11.35am.
Subsequently Paul Barron and Robin Roberts volunteered to come on the committee.
Old Park Farm Garden Holders Association 