MINUTES OF COMMITTEE MEETING 26th JANUARY 2014

10th Feb 2014 by Dogbury

Present: Chairman: Steve Yorke. Treasurer: Kay Graham. Secretary Jackie Medcalf. Phil Hilsden, Paul Marshall, Joe Dyer, Jane Bowden and Joe Dyer.

Apologies: Sos Inger

MINUTES AND MATTERS ARISING
Chippings: We presume Sos has not had any chance to make contact re chippings.  Steve asked to follow up.
Gate: Jackie to pursue funding with council or other body.
Water: Will go back on after the AGM. One tap is leaking a bit Lol is going to dig it out and have a look before then.
Chairman: General thanks to Steve Medcalf and Pete Eady for repairs to gates and fences. Paul and Phil for clearing up Dan’s Garden.
Locks: Railway line one has been reported as faulty.
Main gate lock has become unreliable and does not always lock. Steve to try some WD.40 to see if that works.
Treasurer: reported that she has paid the Public liability Insurance. The welding to strengthen the gate cost £500.
Balance is now £3777.74.

INSPECTION
The secretary then read the report from the council, which now follows a standard set of criteria. Three garden holders, two with more than one plot were highlighted in the report. The state of the railway pathway and hedges were also highlighted. There are also other gardens, which give cause for concern. The secretary will send out letters before 9th Feb and ask for immediate responses as to continuance of or improvement of the gardens. One garden holder will be written to and told he will not be offered the rental on his plot this year. Overall the Council thought progress had been made and there was a general improvement from last year.

POSITION OF TREASURER
Kay is happy to fulfil her duties until the AGM and subsequent hand over. The accounts go to audit on 22nd April in time for AGM on 30th and Kay will step down officially then. Rents will be collected on site weekends of 15th/16th and 22/23rd March. Committee members to be around as well please. Copies of rents to be paid to be available so others can take rents in. Also expectations of council re standards of allotments to be given out..

BURGLARIES
This is in Narrative form by the secretary for the information of all gardeners.

On Wednesday 30th October 13 a hole was cut in the main gate, 6 gardens were entered, property was taken and damaged caused. The Police were informed.

On Wednesday 13th November 13 again a hole was cut in the main gate. This time 8 gardens were broken into. A lot of damage was done to gates and sheds property was taken. Again the Police were informed.

On Wednesday 26th January 14 the front gate wire was cut even though the gate had been strengthened. This time the only garden that appears to have been entered was the Medcalf’s. The gate and shed had been forced and a large heavy tiller was taken from its hiding place behind large planks of wood. The boundary fence had been cut to allow access to the car park on the industrial estate. However, although there were obvious signs the tiller had been taken from the garden and up the path no sign was seen of its being taken up the bank. The following day the Police visited and as it was not raining it was easy to see that the tiller was actually taken to the end car park, obviously with the intention of removing it from site by vehicle. Those of us who had attended each incident suspected that the thief had something to do with the gardens due to the apparent knowledge about the ownership/contents of the targeted gardens and the idea suggested by the entry that this was also the exit. We now know for sure the burglaries have been made to look like the work of a “stranger” when in fact the person who has caused so much damage and loss of property, never mind committee members time and your money to make repairs etc has a key. Therefore the assumption can only be we have a thief in our midst or at the best someone who is happy to give there key to someone else. Please pass on this information to other gardeners who don’t take the opportunity to read the minutes. I would hope that the culprit gives up their garden before our enquires find out who it is and they get arrested. The Police have a key to our gardens and are going to add it to their regular patrol rounds. If you have any information that you think would be helpful please inform the secretary.

AGM 30th MARCH.
To be advertised on the Web site and notice boards. Nominations for new members /agenda items to be included.

AOB
Skip. Agreed to have a skip for general use in the central car park. We have a lot of glass/debris to move from Dan’s garden, other than that all can use. A list of items not allowed will be published before and be on the skip site.
Suggested arrival date February 23rd

Committee to have another meeting on 23rd March to finalise AGM.

Jackie to do order for compost etc. to follow as last year apart from extra Gromore.

Donation to be made to Charity at Dan’s Funeral.

Jane brought up the subject of Bee keeping on site. This has already been requested and will be an item at the AGM.

Jackie to enquire about an Asbestos collection.

Nominations forms for Committee members need to be in two weeks before AGM. New committee members very welcome.
Meeting closed 11.10am

Posted in Home |

More Bad News

14th Nov 2013 by Dogbury

Hello all once more.  Yet again I contact you with bad news.  Overnight Wednesday / Thursday 13th / 14th November we were again visited by thieving b******s who have this time broken into all of the gardens on the top annexe.  As well as taking property and leaving stuff out for later collection they have once more done a considerable amount of damage in kicking doors and supports down as well as jemmying other doors off. They broke in by cutting through the wire on the upper annexe gate in the same way they cut through the wire on the main gate last time so its probably the same people who visited us last time. After attacking the upper gardens they appear to have come through onto the main garden area via hedge hopping, where they have broken into another four gardens that are apparent so far, so about nine gardens altogether have been entered.  Jackie and I have picked up the property that was left on the pathways, all of this was on the annexe garden paths and we will get it back to those whom we think it belongs in due course.  We have contacted all of those affected so if you haven’t had a message left from us you are probably OK.  If we have missed you however would you let us know that you have been attacked.  We have informed the Police yet again and they have said they will visit. Additionally if you are a victim they will contact you direct themselves.  If you need to contact them yourselves please quote incident number 174/14112013 to them calling 101 to make contact with their none emergency line.  I have contacted a mobile welding company who will attend on Monday next to carry out some extra work to the gates to try and make this particular method of entry less likely in the future.  The fact is we have become an attraction for some enterprising young man for whom thieving from us is obviously easier than getting a job.  There is little we can do apart from the obvious to stop him or indeed her so could we ask that if you have anything at all of value on the allotments that you take it home and store it there over the winter period.  The Police aren’t going to be able to do much either I don’t expect so its really down to us individually to make the gardens as unappealing as possible to them in the future.

Posted in Crime, News |

Another Set Of Burglaries

1st Nov 2013 by Dogbury

Hello all, its been a while since I posted anything on here, due in great part to the fact I have been very busy doing other things including moving house into one which pretty much needed rebuilding.  Anyway I am now back and the first item of news is unfortunately not good.  Overnight this week between Weds 30th and Thursday 31st October somebody entered the gardens and proceeded to burgle 6 gardens apparently at random.  Three were done on the main path, two on the rear path adjacent to the post office and one in the north corner.  In all but one case it seems that they were after petrol as that is all that has been taken, however one member had a considerable amount of damage done to buildings in their garden including the slashing of poly-tunnel walls, which we all agreed was a very thoughtful act indeed.   There was no sign of any break in around the perimeter fence so they have either climbed in or it was an internal job, who knows?  We may, of course, have missed a garden here or there which may have been entered so if yours has or you know of any other would you please inform a helpful member of the committee so that I can update the Police.  Alternatively you may inform them yourself.  Call the Police on 101 and quote crime reference 239/31102013 which can then be updated and passed on to whomever they allocate to deal with the matter.  Please remember also that the water will be turned off at the end of next week for the winter period, so if you need to store any now is the time to do it.

Posted in Crime, Events |

Allotment Hedges And Boundary Paths

29th Jul 2013 by Dogbury

It will soon be time for this years council inspection.  The committee would remind gardeners that hedges should now be cut to between 5 feet and the site maximum of 6 feet this includes all internal and exterior hedging.

Please help to keep pathways neat and tidy and as weed free as possible. and remove any litter.  Please note it is an expectation of your tenancy agreement to comply with this.

If anyone would like some help to get your hedges cut ring Shaun on 07989 659699  he will do them for you for a reasonable fee.

Posted in Notices |

Intruder Alert Captain !!!

28th Jul 2013 by Dogbury

On Friday 26th July Jackie followed an intruder from the gardens mid afternoon . He climbed out over the main gate. After a bit of a hunt she discovered him hiding behind a car on the road. She challenged him as to what he thought he had been doing.  He did not appear to have anything on him.  He was a little distressed but she gave him her best telling off anyway. She did not want to try to detain him as no one else was around and he was clearly a bit flaky.

It was discovered later that he had stolen a mobile and cash from Phil HILSDEN’s car. Another gardener has recently reported the theft of small amounts of cash from his own car. From his behaviour it looks like this lad is probably a druggie looking for easy access to cash, so please be aware of ongoing site and of course your own security.

She has a photo of his back view, which she will let the Police have.

Can you please pass this message onto your neighbors on the gardens who do not read e-mail or access to the association web site..

Posted in News |

Minutes Of Committee Meeting Sunday 14th July 2013

23rd Jul 2013 by Dogbury

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

Posted in Minutes |

Committee Meeting Minutes

27th May 2013 by Dogbury

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.

Posted in Minutes |

Annual General Meeting Thanks

28th Mar 2013 by Dogbury

Many thanks to those who braved the arctic conditions and made it to the AGM on Sunday. The committee remains as was except for Dan who resigned earlier this year. It was good to welcome the addition of Joe, Phil, Paul and Jane. Hopefully another person at least will be seconded onto the team at the next meeting. We now have a working group of at least 10 members which makes us a much more robust committee. Hopefully a combination of expertise and new ideas combined with a positive and professional manner will help us manage these gardens in a way that will ensure a good working environment for us all.

Due to the weather being so poor over the last two weekends we have extended the opportunity for you to pay your rents in person to next weekend as well. Steve or I will be available to take your money on site next Saturday 30th March from 10am until 2.45 pm. There is still plenty of time to post cheque’s to Kay.

Please note the expectation is that all rents should be paid by April 1st.

If you are giving an allotment up please let me know asap so I can get a new tenant up and running so the association does not loose money.

If anyone is experiencing difficulties in paying please contact Kay or myself and discuss the options. If you wish I could meet you at the gardens for payment of rents or for compost, again please just call me. Alternatively see Steve Yorke when he is on site who also has keys to the store

Jackie

Posted in Events, News |

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