Old Park Farm Garden Holders Association

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

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MINUTES OF COMMITTEE MEETING HELD ON SUNDAY 28TH APRIL 2013

Present: Chairman: Steve Yorke, Secretary: Jackie Medcalf, Treasurer: Kay Graham. Sos Inger. Steve Medcalf. Joe Dyer. Phil Hilsden, Paul Marshall.

Apologies: Ronnie Gayle. Jane Bowden.

Minutes and Matters Arising.

As there had been no formal meeting on the 8th February, The minutes from 9th December were read.
The seed catalogues had been provided but no one had taken up the offer to order at a discount. It was agreed that this service would not be offered again.  The Minutes were accepted as a true record. Proposed and seconded by Kay and Steve.

Chairman’s report.

Steve stated he was keeping an eye on water usage, which seems to be consistent at the moment. This should help to identify any leaks.

Treasurer’s report.

Kay reported on the state of the finances, which were not unduly changed since the circulation at the AGM apart from the rental income, which had now been taken into account. There had been some late payments which had been chased by the secretary only one rental was still outstanding which was expected to be paid by the end of the month.
Phil asked if there was a process in place to deal with non-payment of rent.
The committee were aware that there was a clear process to follow. There was a lot of discussion around this subject and some dissention, which resulted in a vote being proposed and taken. The committee voted 5 to 2 to follow the process fully if needed.
Jackie stated that a letter would go out next year with the bills clearly stating the expectations of the committee over the payment of rents which is an extremely time consuming activity for those involved with the organisation and collection.

Secretaries report.

Jackie asked for and got clarification over the size area of one garden.
A list of new tenants was circulated. Only one garden remained vacant (since tenanted)

Jackie reported that she had some success with the insurance claim and would be ordering a new brush cutter. The association would just have to pay the £50 excess charge.
Inspections.

The council were consulting on more stringent and consistent site inspections. This would include the details of the garden holders whose gardens were not up to standard being recorded and retained by the council. This had caused a lot of argument at the forum about the associations right to make judgments on the state of the gardens when personal circumstances of the gardeners were known. Discussions were ongoing but it was obvious that at the very least the inspection would mean more paperwork.  Letters would go out to gardeners at the appropriate time.

Show And Social Day.

It was agreed at the AGM that the Show and Social event would be held on Saturday August 24th.

Sos agreed to contact the Judge.
The committee were keen that that there should be an element of fun in it. The categories would be the standard vegetable ones, no flowers.  Set up time would be from 10am with Judging at 1pm. Food and drink would be provided. Steve M is happy to cook and Phil, Paul and Jackie will advertise and organise.

AOB.

Steve Yorke talked about the hole near the main drain were the flooding has occurred and a hopeful solution to the problem, it now has safety boards around it.

Someone is again regularly leaving the gate open.  Jackie had come across another intruder last week and had to show them off site.  This has to stop whoever is being lazy can expect a formal warning letter when caught.

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MINUTES OF COMMITTEE MEETING SUNDAY 9th DECEMBER 2012

Present: Chairman: Steve Yorke, Treasurer: Kay Graham, Secretary: Jackie Medcalf.
Sos Inger, Ronnie Gayle, Dan Toher and Steve Medcalf.

MINUTES AND MATTERS ARISING FROM MEETING 7/10/12

Pot holes. Work completed and we had received positive feedback.
Inspection. Letters had gone out to those allotment holders who had been criticised in the Inspection. Jackie had responses from all but one and it was noted that this garden had been worked on since.
Separately from this one garden was being vacated although the keys had not been returned at this time. Two other gardens would also be becoming vacant. Sos urged the secretary to get new tenants on them asap to give them time to prepare the gardens for the new season.
Boundary Fence. Jackie waiting a date for a further meeting with council over this.

TREASURERS REPORT

Kay reported that the Water bill had arrived but it was a very low estimate. Seven Trent had been asked to provide an accurate bill, which they had agreed to do.

SECRETARY’S REPORT

Jackie had attended the city council Forum meeting. Nothing much to report other than it had been acrimonious. Talks about new leases were going to be held separately.

Jackie asked for confirmation of the timing of the next steps to be taken.

It was agreed we would again sell compost, bone meal and tomato food etc. Need to order in time for a Feb/ March delivery.

Account letters would go out in February to include the AGM date (24/3/13) with the
details of how to pay rents. Allowing 4 weeks notice of AGM.
The Chairman suggested that the a committee meeting should be held two weeks prior to the AGM and at that meeting the present officers and committee members would all resign. Those wishing to re-stand for either office or as a committee member will then put themselves forward for re-election at the AGM. This was agreed by all present. The Secretary said that details of how to stand for election to the committee would be circulated to all gardeners.

AOB
Seed catalogues; some mixed feelings over whether to offer this service due to previous secretaries experience. Jackie to decide what she wants to do.

Meeting closed at 10.45 am

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OLD PARK FARM GARDEN HOLDERS ASOCIATION

Minutes of committee meeting held on Sunday 7th October 2012

Present:  Chairman: Steve Yorke,  Treasurer: Kay Graham,  Secretary: Jackie Medcalf,  Sos Inger,  Ronnie Gayle and Steve Medcalf.

Minutes and Maters arising from 19/08/12

Pot Holes.  Sos reported that the contractor should come back to us this week with dates to start work.

The Chairman suggested that at the same time as this work we also hire the skip needed to get rid of carpets from gardens. Also to get rid of the soil/rubbish pile in main car park.
Steve M to ring round for prices.
Jackie to do appropriate notice for boards.

Treasurer’s report.

Kay informed the meeting that the rent had been paid but we were still waiting for the bill from Severn Trent.

Secretary’s report.

Inspection Feedback

This year’s inspection took place on 31st August and official report had now been received.
Points of concern were:
State of Main Avenue although noted that repairs were in hand.
External Boundaries
Old Coach Road. The poor state of fence and pavement was a concern for both association and inspector. A grant had been applied for to cover cost of a new fence but at time of inspection result not known (see later).
Railway boundary. Cause for concern but this is not an association boundary. No one should attempt to interfere with it, or trespass on railway land.
External gates need cosmetic improvements.
Buildings.
Brick built shed by railway is in good condition and could be used but the asbestos roof will need encapsulating before it could be used regularly.

Reminder from inspector that all buildings need to be in a safe condition and that permission should be sought from the council via the committee prior,  to allowing any other permanent building on site.  (To clarify this means on individual gardens.)

Condition of Plots.

Hedges; There were a number of hedges over 1.5 mtrs (5ft high) and in the process of being tackled. 11 plots were recorded as having hedges exceeding 1.8 mtrs (6ft). These should be tackled over winter and regarded as a priority.

The level of cultivation was generally good across the site.  However 12 tenanted plots were considered to be not cultivated.  Another 5 were giving cause for concern.

The report concluded that on the whole progress had been made especially opening up the gardens along the railway avenue.  Assuming that action is taken about the above gardens then the rebate this year will be forthcoming to be used for improvements and administration costs.

The secretary gave the committee details about the individual gardens mentioned and was subsequently asked by the committee to contact the tenants whose gardens were causing concern to ascertain what the problems were and look for a solution.  The 12 tenants renting the gardens that were not considered to be cultivated to be written to and informed that unless immediate and significant improvements were made tenancies would not be offered to them in the new year.

Hedges;  The secretary asked for clarification of what the association found acceptable with regard to the on going problem with varying heights of hedges. After some discussion the committee decided that all hedges should be trimmed well and that as long as the hedge was kept neat we would accept a MAXIMUM HEIGHT OF 6FT.  Hedges above that height will be deemed unacceptable.

Lease;  The secretary was asked to chase the council for an updated version.

Questionnaire;  The committee completed a questionnaire from the council about partnership working.

Any Other Business

Secretary reported she had just received the offer for finance for a new fence but for only half the cost, which would leave us just over £2000 to find. Final Decision to be left pending. Jackie to enter into some negotiations with council and check the costs again.

Steve Medcalf requested the association purchase a Mower and Hedge trimmer for use in the communal areas. After a discussion permission was given Steve to source them and report back.

Kay raised concern about a gardener leaving the hose attached and running whilst not on site. This is against the rules and the secretary was asked to contact the individual.

The Chairman closed the meeting at 11.20am.

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