MINUTES OF ANNUAL GENERAL MEETING ON 18TH MARCH 2018
DRAFT VERSION
Present: Steve Yorke, Steve Medcalf, Jackie Medcalf, Steve Porter, Adam Wheat, Jane Bowden, Adrian Robbins, Robin Roberts, Paul Barron, Kay Barron, Ronnie Gayle, Mary Corbett and Sara Davies
Apologies: Steve Williams, Mark Robinson, Tom Hutchinson, Peter Grove and Kay Graham.
The Chairman: Steve Yorke opened the meeting at 10.30am by welcoming those that had attended. His remarks included mentioning the very successful show we had held in September and went on to thank the committee for the previous years work and for those non-committee members who had helped out during the year.
The Secretary: Jackie Medcalf then read out the minutes of 19th March 2017.
There were no matters arising or questions and the minutes were passed as an accurate reflection of the meeting. Steve Medcalf proposed and seconded by Robin Roberts.
In the absence of Steve Williams (Treasurer), Jackie explained that we as a committee had approved the accounting year dates to be changed from April to March to the Calendar year so to January to December. This had been done so that only one set of accounts had to be produced not two sets with one going to companies house at a different time of year from the end of March. So not only do we have to inform the City Council of how our money is spent but we also submit the accounts to Company House for scrutiny there. The bank account can only have monies withdrawn or spent via 2 signatures. Jackie had been informed that a tenant had been speculating on how monies are spent and accounted for. Hopefully, this will clarify the situation.
The Council had finally caught up with the rent bills so they have been paid. The ring-fenced key money held was £1550. The stock balance (compost) was £807 so the workable balance as of 31/12/17 was £5861.51.
The inspection had gone ok. A few gardens were not hitting the 50% cultivation some of which were spoken to last year. Also the fact that we still had too much barbed wire around.
Jackie reported that basically she had know met the council’s “Policy” requirements for the new lease apart from the Waiting list as we were waiting to look at a new database from the council that should allow direct input of comings and goings. A risk assessment had been completed for the pathways and boundaries though officially we do not need a written one.
A Health and Safety advisory notice had been written and this had been done as a shared document with the council and had there approval and input. This was about personal safety and trying to make sure everyone was working as safely as possible and also had some realisation of what could happen if they had an accident or were taken ill. One of the main issues was banning people from bringing hazardous materials onto the site. This document would be published on the web and on notice boards after the meeting. It would also form part of a new tenancy agreement and constitution and some point in the future.
Jackie reported that she had received an important paper from the council on Friday afternoon. Evidently, there had been consultations with the direct sites over rent structures based on the council costs of running the service. They were now opening this consultation up to the associations. Basically, they are saying they cannot afford to run allotments as they do now and there will be charges for letters warning for breach of tenancy and for actual breaches of tenancy. The rent will go up in increments to 56p per sq metre which if we were to follow that figure then our average rent would be around £240 per garden. From what the document says our rent will be set by an unknown as yet negotiation based on occupancy, the efficiency of management and having the new lease in place. Monies raised cannot offset rents which but if we receive 100 percent of our rent back, which is the plan then the obvious question is how can they control how we spend it or what the rent is set at. Jackie has asked for a meeting with the council and already replied asking for the lease to be speeded up and offering to use our experiences as a model for others.
Community Payback has been on site since 2011 doing a lot of the communal work and making sure we didn’t end up with overgrown derelict allotments. Last year we ran a charity garden which was successful, however, due to the privatisation of the scheme they can no longer commit to us on a regular basis so the charity garden has had to end.
Steve Yorke then presented the idea that we would have a communal work day on the 3rd Sunday every month, with jobs to be done published that people can volunteer for. With regard to the item above keeping a well-run site could be even more important than it is now. It was deemed a good idea and will start in April. We are only asking for a couple of hours of your time and if enough join in it will not be every month.
Steve then explained that the council have measured the site by satellite and it shows how over the years plots have changed. There is no compulsion for us to recharge our gardens but new tenants from October 1st will be charged the exact square meterage. If anybody wants there’s comparing we will do so but beware some rents will go up! Please note this will not be done retrospectively and the change will start from the new rental year in October. Jackie suggestion is that when we finally get the new lease and understand how our rent will be set in the future that then it will be an appropriate time to change all the rents over. Please note we are only talking a few pounds either way on the annual bill !!.
Steve talked about Mares Tail which is an increasing problem, please blitz it and keep on top of it. It can be burnt, treated with a mixture of vinegar and washing up liquid, or spayed with Curtail. If you need advice or help please ask.
Asbestos: If any more is found, there is an area outside Steve’s garden to deposit it. Don’t dump it. Seek help if you require it.
Metal drums have been provided for the barbed wire so it can be removed from the site.
Pallets. Our supplies of good fencing wood have dried up. We only have a small amount left. If anyone can confirm a new supplier please contact. They seem to be recycling them more.
The Chairman confirmed that all members of the committee are happy to stand again there were no objections from those present. New members would be welcome as then tasks could be split down more in the future. Also, some of the present committee will want to step down at some point.
The BBQ and Show will be held on Saturday 1st September any suggestions for activities/stalls etc will be gratefully received.
NO AOB’s although the Chairman did say that we appeared to be ahead of the game and thanked Jackie Medcalf for getting us into that position.
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Old Park Farm Garden Holders Association 