Old Park Farm Garden Holders Association

As you may be aware it was decided at the recent AGM that we needed to organise community work days to deal with issues of maintenance around the allotments which affect all of us. The first of what will be a monthly event will be held on Sunday 15th April commencing at 10am. On this occasion it is hoped that we will be able to carry out road maintenance, grass cutting, external hedge cutting and perhaps some building maintenance to the community hut. If you can attend and assist in any of these tasks your help will be much appreciated. If the weather is inclement, i.e. its raining, the work day will be postponed to the following Sunday. Please check the web site for confirmation before setting out. Steve Yorke.

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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 The bank account can only have monies withdrawn or spent via 2 signatures.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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The AGM is a chance to come and ask questions and glean information. It is also a time to come and meet your fellow gardeners. This is your Association please be a part of it and help to keep its future safe.

Reminder if you would like to join the committee please contact Steve Yorke either on his garden or by phone 0115 8491526. We welcome new positive input and energy.

Inside the notice board near the main gate are a couple of small keys that have been found and a pair of what appear to be ladies glasses, please retrieve if yours.

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AGENDA

10.am Registration. Tea/Coffee chance to read Policy Documents.

10.30am Meeting Starts.

Chairman’s Welcome

Secretary:

1. Equality and Diversity Policy.
2. Expectations of meeting.
3. Apologies.
4. Minutes and matters arising of AGM 19th March 2017.

Treasurer’s report – (Presented by Secretary).

Update on lease and management agreement and policy documents. Tenancy levels and recent Council Inspection.

Tenancy agreement change to reflect illegal activity.

Mares Tail and Hedges.

The need for more individual gardener involvement.

Plot sizes and council survey.

Future rent increases and effect of new lease.

Committee nominations.

Questions and Any Other Business.

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Hello everyone and welcome to a new gardening year hopefully a dry sunny spring is now just around the corner to allow us to all dry out!

First of all, this is another reminder of the AGM on Sunday 18th March, refreshments will be available from 10am and the meeting will start at 10.30am prompt. Again if anyone would like to join the committee you are more than welcome to do so the only requirements are positivity and a willingness to muck in with the practical tasks. Please talk to Steve Yorke for a nomination paper. I will publish the AGM agenda on Saturday 24th Feb please contact me asap if there is a particular subject you wish for discussion. There will obviously be time for questions and answers and AOB at the meeting.

Sadly my desire to have a charity garden has had to put on hold not for lack of ambition but due to staffing problems and changes in working practice within Community Payback. This will be mentioned at the AGM but if anyone has any bright ideas how we could achieve a method of giving our surplus to a worthwhile cause then ideas will be very welcome. The garden has now been let.

The inspection went ok and we will be getting our full refund however some gardens were deemed to be below the cultivated minimum required under the tenancy agreements. I will contact the individual tenants by letter or email over the next few days. Barbed wire usage was again mentioned so please if you have it on your boundaries please get rid of it.

Finally compost, we still have plenty of Growbags £2.60, Growell compost £4.50, Growmore Granular Fertilizer £16.00. We have limited stocks of Mother Earth compost £4.20, Lime £4.30 and Fish blood and bone £12.00. We have no canes at the moment but we will get some before you will need them in late spring. We will order more stock if necessary depending on demand. Please contact me or the Steve’s, Williams, Yorke and Medcalf for sales. Please note though that myself and Steve Williams will not be around much during March well not at the same time anyway.

Thank you

Jackie Medcalf
Secretary

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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.

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A small set of keys have been found this morning adjacent to the main gate. They have been left inside the notice board just inside the gate itself for collection by the loser.

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For the information of all garden holders please see the attached certificate of insurance covering the association between 1st Feb 2018 and 1st Feb 2019.

Click the link below to view:

NFUInsurance2018_2019

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