OLD PARK FARM ALLOTMENTS COMMUNITY INTEREST COMPANY
MINUTES OF ANNUAL GENERAL MEETING ON 19th MARCH 2017 (draft)
Present: Steve Porter, Maria Brediche, Eddie Scothern, Carol Williams (Briar) Kay Graham, Peter Grove, Charles Dewa, Mark and Jayne Robinson, John Stooke, Brett Harrison, Ian Matthews, Jane Bowden, Paul Barron, Robin Roberts, Dave Kirkham, Roy Lawson, Chris Skinner, Winifred Beck, Adrian Robins, Jackie Medcalf, Steve Medcalf.
Steve Yorke (part).
Apologies: Steve Williams. Sos Inger. Mary Corbett.
The secretary Jackie Medcalf opened the meeting by explaining there were two sets of minutes to be read through, matters arising and questions would be taken after they had each been read. The minutes of the AGM from 3rd April 2016 were read. There were no alterations, matters arising or questions. These were followed by the EGM minutes of 3rd September 2016 again there were no questions. Fires and water were the only matter arising and they would be addressed later.
Jackie remarked that the water was now back on and then read out the previously agreed water policy in its full form. The full Water policy can be seen on the website.
In the absence of the Treasurer Jackie reported that we had £8381 in the bank but due to bills expected and ring-fenced key money our working balance was £4700. Jackie invited anyone interested to see the full workings if they wished. Jackie went on to explain that we had to report to the council once a year to explain how we were spending money. The committee had wanted to purchase a 40ft container to act as a shop for compost etc but our ambitions were thwarted by being unable to drive it onto the site. Other options were being explored the idea behind this was to do up the committee room itself and put in windows and a kitchen so we could make more use of the communal area. This seemed to meet with the approval of those present. Also acknowledged that we needed two more gates, Jackie refusing to use the same firm as the main gates as they had messed us about. An offer to construct them was made from the floor from a gardener who has experience of doing them.
Inspection: The date had been changed of the inspection from late summer to January/February with results within 2 weeks and a second inspection in May. Two gardens had failed with one tenant now leaving and one had given one garden up.
The main complaints from the council were about the metal fencing on the main pathway, which was slightly bemusing and the amount of barbed wire on plots.
Jackie asked everyone to look at their gardens and remove any barbed wire on their borders.
Jackie then went on to explain that part of the requirements of getting the new lease and management agreement, which would give us our full rebate back was to have set procedural policies that would ensure fairness and continuity when she stepped down and other committees took over. The Equal opportunities and diversity policy was read out. ( see website) Then likewise the suggested policy on transfer of tenancies and protection of shared/ helped tenancies. There were no adverse comments and or questions. (On website after committee approval). Others to be completed were Complaints procedures and Health and Safety and Allocation of gardens from waiting lists.
Communication. Jackie then made a plea for everyone who could to log onto the website and follow it to get news. There were 60 gardeners all with varying access to the internet, mobiles, emails or none of them etc. This made telling everyone everything onerous. Please communicate any changes to phone, email etc to Jackie.
Main Agenda Item : Bonfires and Brazier fires.
The Chairman explained why this matter was on the agenda. Fires were a matter of contention because we had not only received complaints from the public but because the use of excessively smoking braziers and bonfires with items put on them that we should not be burning was a cause for concern. New tenants had been allowed extra burning days. Plastics, paint cans, wheelbarrow loads of soil had all been put onto communal bonfires over the last couple of months.
The committee was proposing that all fires from now on, including brazier fires, should only be allowed on burning Sundays. Shed stove fires would remain but again no green wood, please. Communal fires would be provided but please try to compost more and remove from site things that could be disposed of elsewhere. People had to start taking individual responsibility.
The Chairman asked for a show of hands and the proposal was carried with 1 person against.
The Chairman reported that all the committee had offered to stand again and asked for any objections from the floor. The committee was duly accepted. Proposed by Kay Graham and seconded by Steve Porter.
The fun day and BBQ would be on Saturday 2nd September. It had been really good fun with lots of people there (must have been 60 burgers were consumed) even though it had poured with rain all day. Further details will be on the website.
AOB
Jackie said that we were still waiting for the council to send us last year’s rent bill. This would have the rent rise on it to us of 13p per sq metre and 2016 bill was 12p per sq metre so there would be another rent increase this year.
The matter of keeping chickens on site was raised. It had not been allowed in the past because of concerns over well being of the said chickens and the owners taking responsibility. However, Jackie would approach the council and ask what the current policy was. There was no further business and the meeting closed at 11.35am.
Old Park Farm Garden Holders Association 