Old Park Farm Garden Holders Association

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.

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.

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

I have been asked by the council to arrange our inspection with them. I know its not an ideal time but this is what they have decided on. I am going to request a date late this month. Please attack your hedges and get them neat, trimmed and where wire fences allow about 5ft in height. I know the weather is not helping and my garden has been flooded for most of the last 4 months, so i appreciate the difficulties. If you are struggling let me know. Also last year if you remember they were unhappy with the amount of barbed wire about so if you still have some on your gate tops/fences please make an effort to get rid of it. Off site !!

We are still dependant on our finances on the council and they have the right to withhold our rebate so please do your best.

Thank you for your cooperation

Jackie

Just to reiterate the BBC weather forecast for this coming Sunday and Monday for heavy snow. Please be aware of the damage that this can do to both netted areas and polytunnels.

Please note, in accordance with what we do every year, the water supply to the allotments will be turned off for the winter period. This year this will be done on Monday 13th November following this month’s burning Sunday. If you have the opportunity please pass this information on to other allotment holders who may not use or have access to computer notifications such as this.

OK well now I am confused, ‘Why Jackie?’ I hear you ask.

I said when talking about the recycling bay “ DON’T DUMP RUBBISH ON THE GARDENS” so now someone has taken me literally and gone to the trouble of chucking an old white panelled door from our pathway over the 6ft high fencing onto British Rail Land. That is wrong in a few ways, it’s called fly tipping so it’s against the law, it’s on private railway land so its even more against the law and it goes against every environmental policy we try to adhere to on the allotments.

It also throws up some worrying questions about the mentality of one of our gardeners because the door (now retrieved) is actually in good enough condition to be used on a shed or similar. In other words it could have been bloody well useful and therefore could have been put in the recycling bay !!!!!!! Which would have been far simpler and far less annoying than struggling to chuck it over a fence and committing a crime !!!

I should have added that the door is now leaning up against a tree on the pathway directly in front of where it was recovered from.  It now needs moving to the recycling bay and I woiuld expect that whomever dumped it to actually move it there ASAP.

Jackie

Last month for some reason someone dumped hedge trimmings in the main car park, there is and has been for some time a notice to say please don’t do that as we decided to stop doing a communal bonfire some months ago. The same week someone put (and i presume brought onto the site) plastics and insulating materials and dumped them in the recycling area. Thanks for that!! A member of the committee has removed it and will fill his green bin with it all at his home, As soon as it was removed someone put a fridge drawer or similar with crap in it into the bay. Those of us who roll our sleeves up and get stuck in are fed up with whoever keeps abusing a simple rule, which is DON’T DUMP RUBBISH ON THE GARDENS. Take your rubbish home, stop expecting others to deal with it.

Also, we have some empty gardens at the moment, may i remind you that you are not allowed to go walk about on them. The tenancy agreement is quite clear you must not go onto anyone else’s garden this includes derelict gardens . Even as access to another garden. Removal of any items will be deemed as theft and your tenancy will be at risk. The only people allowed to have free range are myself and one or two others of the committee to aid in planning and rubbish removal or to sort the garden for new tenants.

HEDGES. This time of year is the best to get those hedges sorted out. We have some overly tall ones at the moment. Remember we don’t get inspected until the new year now and badly kept hedges will stand out. If you want some help, for a small charge, i will arrange for the work to be done. Monies made will go towards running the Charity garden.

FIRES. This sunday there was a massive amount of dark and foul smelling smoke coming from bonfires on our gardens. Please think about fire management, most things can be composted and should be, no materials other than dry wood or dry garden hard twigs, branches etc should be burnt. I am absolutely convinced that it will not be long before we get banned from lighting fires at all so please start looking at other ways to use or get rid of debris. Sensible suggestions on how we manage this ongoing problem will be gratefully received.

SECURITY. It’s not been the best growing season ever and ours and other gardens have been waterlogged for some time, the nights are drawing in and there will not be so many people around. So please ensure the gates are locked at all times and report any suspicious incidents or people. Don’t let anyone in if they have not got a gate key. If you are using a hose to fill barrels etc for winter don’t forget to turn the taps off. Please help to keep the gardens safe for everyone.

Jackie