Archive for the ‘Minutes’ Category

Committee Meeting Minutes 9th Dec 2012

Posted in Minutes on 2nd Jan 2013|

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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Minutes of committee meeting held on Sunday 7th October 2012

Posted in Minutes on 15th Oct 2012|

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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Meeting Minutes Sunday 19th August 2012

Posted in Minutes, tagged on 20th Aug 2012|

Old Park Farm Garden Holders Association.

Minutes of Committee meeting held on Sunday 19th August 2012

Present:  Chairman: Steve Yorke,  Treasurer: Kay Graham,  Sos Inger (outgoing secretary),  Steve Medcalf,  Ronnie Gayle, Dan Toher,  Jackie Medcalf. (incoming secretary)

Minutes of last meeting held on 5th February 2012 were accepted as correct.

Treasurer’s Report: Kay reported that the final years water bill had not yet arrived nor the council bill for the rent. Both expected in September.

Main Agenda Item.

Position of Secretary.

The Chairman reported that there was some disquiet from a few garden holders that Jackie had been asked to take over the role of secretary without an election taking place. There was concern that some gardeners may refuse to follow any instructions given by her as a result of this. Jackie stated she was unwilling to take on this role without a clear mandate from the committee. A council inspection was imminent and there would no doubt be issues that needed attending to. A discussion then took place as to the constitutionally correct procedure to follow and were we, as the management committee, actually obliged to call an EGM.

The committee was of a view that this committee had a right to elect officers from amongst it’s members and that it had the constitutional right to do so. This procedure had been followed in the past e.g. position of Treasurer. The committee could second people on to the committee and into positions of officers if they wished to do so.

At this point Sos Inger was asked to formally resign as Secretary by the Chairman and he quoted from the resignation letter that had been previously circulated to the committee. Sos had also informed the Allotment Forum and City Council of his resignation and they accepted that Jackie would take over the position.

Dan Toher proposed this change and this was seconded by Ronnie Gayle and agreed unanimously by the committee. Jackie agreed to be seconded into the role of Secretary until the AGM in March next year, when voting would take place. At that time, any other garden holder will have the absolute right to stand for this or any other post as per the constitution.

It was decided that the minutes of this meeting should be circulated and if anyone still has objections to the new Secretary they will be advised to take the matter up with the city council.

Other Agenda Items.

  • Kay pointed out that the date for the AGM falls at Easter next year so it will be held on March 24th 2013.
  • The Chairman reported that some of the items listed as our assets are broken or now so old they are not fit for purpose. Could these now be written off? Steve M proposed this action, which was seconded by Dan.
  • A complaint was received from an allotment holder re the cancellation of the social day. Although regrettable this was unavoidable at this time.
  • Nottingham City council inspection. Date not yet given to the secretary. Jackie felt she would prefer to do this herself, as it was an opportunity to ask questions and start a working relationship with the allotment officer. A full report would be circulated after the visit.
  • Compost. Would we continue to sell this next year? It was acknowledged that this creates a lot of work but it was agreed to continue as it is a good resource for our gardeners specially those without transport.
  • Pot holes. Agreed to pay contactor to use JCB, as it would take manpower to complete the task without it. Proposed by Sos seconded by Ronnie. Sos offered to arrange.
  • Pile of soil/rubbish that had appeared in the central car park appears to have been fly tipped. Shows how important it is to keep the gates locked and deliveries monitored by the garden holder responsible.
  • Sos reported back from the last Allotment Forum meeting, where it had agreed that there should be a ban on all carpets used as weeds suppressant on allotments. Concern was about environmental damage from chemicals and nylon. This practice must therefore stop. Garden holders will need to get rid of any carpet used on their land. The committee agreed to provide a skip for clearance of this and other items.

Date in October to be fixed and circulated.

There was no other business and the meeting closed at 11.10 am.

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