Old Park Farm Garden Holders Association

MINUTES OF OLD PARK FARM GARDEN HOLDERS ASSOCIATION GENERAL MEETING HELD ON SUNDAY 15TH MARCH 2015.

Present: S Yorke, S &J Medcalf, S Williams, J Menzies, J Gallagher, C&D Monahan R Gayle, C Skinner, K Pearson, P Sanders, A Robins, C Hall, K Graham, P Grove,
M Adam, E&C Scothern, P&K Barron, J Scott, B Watson, T Nason, C Brennan,
J Bowden

Apologies: S Inger, S Porter, E Collier. J Rick

The Chairman opened the meeting at 10.30 am
The Secretary read out the Minutes from the AGM 30th March 2014.
There were no matters arising
The minutes were proposed and seconded by Steve M and Kay G as being an accurate account.

Chairman’s report:
Steve reported on how good the season had generally been.
Sadly we had 2 long time gardeners who had died during the year Reg Elmer and Henry Harrell.
Also 3 members of the committee had left during the year having given their gardens up.
Steve also thanked those who had helped out with plumbing problems and repair work.

Treasurers Report.
Steve had prepared a balance sheet, which had been circulated in the meeting.
Kay Graham had checked and audited the accounts.
The balance at that point was a healthy £3500.
Steve then went on to talk about the workings of the rent system and that we would be having a rent increase in 2016. After this a vote was taken to increase in one go or to stagger the increase over 2 years.
It was decided to increase in one go.

Secretary’s report.
The key exchange for the new locks had gone well and Jackie had chased up the few who had not responded.

Jackie had attended 4 forum meetings and 1 of a new federation that was being formed. It was increasingly obvious that the council wanted to back out of the forum meetings due to staff costs and poor attendance from some associations.

Jackie then explained how the Association should function legally and that due to fears over personal liability we could not find enough people willing to take this on, due to delays at the legal department our lease agreement was legally inadequate. The council was also pressing associations to take on a new lease, which would save them money and give us all our rent back. But it was not perfect and more work needs to be done.
After meetings with the NCVS Jackie wished to change the status of the association and explained the options. The most promising seemed to be forming a not for profit Community Interest Company.
Jackie asked for permission from those present to carry on with these negotiations on the association’s behalf. Any change would be done only after a vote from all gardeners.
The Chairman asked for a show of hands for agreement and all responded positively.

The Chairman then went on to the election of the committee. All still on the committee had chosen to remain. There were no objections. He then asked if any other gardeners would like to become committee members. Subsequently, John Gallagher, Brian Watson and Paul Sanders volunteered. Again no objections were raised.

Annual Show. There was a general discussion about how the show should proceed. Do we want to keep the more formal format i.e. showing items to a set standard or a less formal affair of a “grow and show” event. A lively discussion took place and it was decided to go for a less formal event.

It was also decided by a show of hands to move the date from August bank holiday to September.

AOB
There were some complaints about the condition of the main gates in particular dangerous sharp bits.

John Menzies spoke of a filming project being done by his Grandson and asked those present if any were willing to take part.

Presentation of Health and Gardening research project.
The Chairman closed the meeting at 11.30.

Read Full Post »

PRESENT:

STEVE YORKE : STEVE WILLIAMS:  JACKIE MEDCALF : JOHN GALLAGHER:  RONNIE GAYLE:  STEVE MEDCALF : JANE BOWDEN. ( Winifred Beck joined meeting as guest)

 APOLOGIES;

BRIAN WATSON.

 M&M’S:

Discussed if we needed roadstone and how much of it. Would not be a bad idea to have a small load when available.

Steve will re -spray weeds again before end of season.  Barbara’s husband at queried if spray could have affected a row of potatoes near the hedge.

Weeds in both unoccupied and occupied gardens are becoming a problem. Complaint about one gardener in particular.  Jackie will talk to that tenant.

Discussion around should we the committee intervene and then charge for doing so where weeding is not being done. Agreed to make this an item for discussion at the next AGM:

Minutes from 15^th August agreed. Proposer SM and seconded JG.

(more…)

Read Full Post »

Present: Steve Yorke: Steve Williams: Steve Medcalf: Jackie Medcalf: Ronnie Gayle: John Gallagher: Brian Watson: Paul Sanders:

Apologies: Jane Bowden:

Last meeting was about preparation for AGM so know matters arising.

Matter carried over from meeting on 31st January was the matter of Dog mess.  Signs had been put up but still some fouling. Jackie to have a word with culprits.

Chairman’s report. Steve reported a leaking tap near to Chris’s garden. Presume valve probs.

Treasurer’s report. Bank balance is a healthy £6423. Rent collected was £1336 and water charges £1801.  Expenditure so has been on compost (which we will recoup) and toilet hire.

The system of having to account for our council refund was explained for the benefit of our new members.

Secretary’s report.

No further developments on lease discussions.

Still had some gardens to let, 2 of which were those that had not picked up keys.

Waiting lists at council were a complete mess, making it a struggle to find people who were still interested.

Reg’s old gardens. Have started to sort them out but will be a long process. Money raised by sales of items from gardens will go towards costs of skips.

Annual BBQ on 5th September.

Ronnie volunteered to do a raffle.

Steve and Jackie will do the food.

Steve M will also do the auction.

We will have flowers, fruits and vegetables but concentrate more on the novelty/unusual side than sticking to the usual more formal format.

Will need to advertise.

AOB

Main gate. Some sharp bits that want taking off, right where fingers go to open gate. We will have a go at sorting it.

Steve Yorke will spray the main pathway, car parks but leave the area near our garden to encourage wild flowers.

Jackie mentioned difficulty of access to gate near the railway due to parking. Not much can be done though as there are no parking restrictions.

We have potholes. We need some road stone. Sos had a contact originally for man and digger.  We will need to make some enqs to see if we can get some.

The Chairman thanked our new committee members for their presence and the meeting closed at 11.15am.
NEXT MEETING Saturday 13th June at 10.30.

Read Full Post »

For info these are the minutes from the last committee meeting as held above.

Present: Steve Yorke, Steve Williams, Steve Medcalf, Jane Bowden, Ronnie Gayle and Jackie Medcalf.

Apologies: Phil Hilsden and Paul Marshall (leaving association).

M&M’s from 23rd November 2014

Chippings: Jackie made contact with Darren who now has key. Has put notice on annex gates re chippings being dropped there.

Audit. Kay Graham has agreed to act as auditor.

Keys. Still 4 gardeners have not responded to letters re keys. Old locks and a few keys in tin in Committee room for emergency use.

Chairman: Nothing to report at the moment.

Treasurer: Healthy balance in bank.  Not all compost sold but Jackie did a stock count and we have left what we should have. Will not order more until present stock sold.

Secretary: The proposed rent increases will be confirmed at Forum meeting next week. Ours are due 2016. Suggest we put on agenda at AGM for a vote on whether to stagger rise.

Lease: Meeting at council informative. Since then Jackie offered mediation services of NVS has meeting there on 9th Feb hopefully will be able to report back to AGM.

Format for AGM.

Main topics for discussion rent and problems with lease. Students from Nottingham Uni doing research project and also the student grandson of John Menzies wishes to do a film project. Both to present at meeting.

Nomination forms need to be done.

Jackie to advertise, web and notice boards.

Pre AGM meeting set for March 8th.

A.O.B

Received complaints from gardeners re dogs fouling the main pathways. Notices to go up.

Skip: Jackie will order a skip in early March to get rid of rubbish from two derelict gardens that have been cleared by new tenants.

Read Full Post »

Present: Steve Yorke (Chairman),  Jackie Medcalf (Secretary), Steve Williams (Treasurer).  Jane Bowden,  Phil Hilsden,  Joe Dyer and Steve Medcalf.

Apologies:  Ronnie Gayle and Paul Marshall.

Chairman and group welcomed our new treasurer to the committee.

M& M’s from 23^rd March 2014.

Read and approved. Steve M and Phil proposed and seconded.

COMPOST SALES: Decided compost money from sales can go straight to Steve W. Jackie to keep eye on stock levels as last year.

GATE: Jackie attending meeting next week hopefully their will be some info re council extra funding.

GATE KEYS: Steve M in process of costing will report back next meeting.

Proposed changes to rent year which was accepted at AGM will go ahead. Hopefully it will make a difference to the state of gardens we can let each year.

Reg’s Pots. Garden number 37 had been let; two other people had been put off by the amount of pots in the garden. Decision made to get skip and have a clear out. Phil to explore “free cycle “on the net to see if we can get rid of any.

Chairman: Had no further feedback from AGM everyone seemed to be positive. Briefly explained about availability of pallets which basically can be supplied to any gardener as and when required.

Secretary: Jackie reported that all gardens had now been let apart from 31. The intention being to get on and do some clearing when her garden allowed some time.

Committee told of one gardener who will not be able to move on as quickly as he hoped due to personal circumstances. Committee to offer help if required.

Concern over Henry who has not been seen after obviously being very unwell,Jackie to write to him.

Already a few gardeners had made no effort at all during weeks since the rent year started and had therefore had missed the start of the main growing season. One disappointingly is a new tenant. Others had previously been mentioned at inspection or had after consideration decided to keep their gardens on.

Action: Jackie to write to all those falling behind towards end of month setting out standards and giving one month to comply. Further action then to be taken if no response.

Treasurer: Still have a fairly healthy bank balance even taking into account the compost bill. Decide later which big project to do obviously our expenditure on the gardens has to be reported to the council.

Steve pursuing changing signatories etc with the bank, feeling that we should stay with Lloyds as it was local even though they are not the most dynamic at sorting things out.

AGENDA ITEMS

Jackie would like to look at the rules and regulations and give them a more modern feel, closely based on the inspection requirements and also our own expectations. Agreed that work could be undertaken. Obviously any proposed rule change would have to go to the AGM.

Discussed Steve Y idea of allowing a garden to be paid for and then left to lie for a year if gardener’s personal circumstances warranted “time out”. In principal it’s a good idea but could lead to more problems than solves. Agreed to put on back burner for a while.

It was agreed that an admin charge of £10 would be introduced for late payment (without prior agreement of delay in payment on time) on the rent bills next year. It is ridiculously time consuming having to chase payments and making separate arrangements to collect rent, then banking the money etc around a dozen gardeners had been late this year.

Bees: Decided not to create an area for hives at on Steve W’s advice. One of his hives will be placed on his garden later in year. If any other gardener wishes to have a hive please talk to us first. Advice and help can then be given. Person needs to be a member of the Nottingham Bee keeping association and receive the appropriate training.

Show and BBQ: Again to be held on August Bank holiday Saturday so the 23^rd August.

Agreed: Phil to be in charge of liquid refreshments. Jackie/Steve will do shopping, catering and cooking.

Joe will be head judge aided by Steve.

Steve to enq if Kay and Peter will do admin for show.

Jackie suggested we moved the “social side” of party to the orchard to give more room.

Mower: Steve M queried if we should again look at purchasing one to use on communal areas.  All agreed it would help but all worried about security. To look at cost of a second -hand container, Maybe hire out space in it to gardeners.

Sadly our mean thief has struck again. Phil Shaw’s seed potatoes have been taken.

Secretary will do a notice re theft and access to others gardens. . Everyone agreed that this is a particularly mean low theft!

Wild flowers. Steve W raised prospect of having set aside areas to plant wild flowers which echoed Jackie’s ideas of forming some conservation areas. Would need to be signed designated areas to avoid well meaning but mistaken spaying.

Jackie to circulate dates for next meeting.

Read Full Post »

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

Read Full Post »

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.

Read Full Post »