Old Park Farm Garden Holders Association

To whom it may concern
I have just returned from a long walk with my dog during which I reflected on the two ‘main events’ of my weekend: a concert yesterday with my choir, and today’s AGM at the allotments. They couldn’t be more dissimilar!
The choir has about 55 members, has a Committee of volunteers to make decisions on our behalf and an AGM once a year. We perform 3 concerts a year and the organisation of these is done by a committed and enthusiastic group of volunteers, some on the Committee, others simply lending a hand. Discussions are respectful and suggestions for improving things are listened to, discussed and voted upon where appropriate. There is no sense of ‘us and them’ or having a ‘top table’. When there is an emergency or problem (as there was last night), someone can be relied upon to step up and either solve it themselves or offer a solution. It’s a pleasure to be part of such a group.
Today’s AGM was well attended which was great to see. The agenda and papers had been thoughtfully put together and well organised. I’d like to say a special thank you to Steve and John for the huge amount of work that they put into this.
Unfortunately, other people seem to have little appreciation of what the Committee does and, in Barry’s case, seem to think that the Committee cannot make any decisions without reference to the whole Association. Clearly this would make the existence of the Committee pointless and this interpretation of the Registered Rules has been dismissed by the Legal Officer at the National Society of Allotment and Leisure and Gardeners (NSALG). The Committee has delegated authority to make decisions and does so within the framework of policies and procedures agreed by the Association.
Barry doesn’t accept this advice in the same way as he will not accept other, different interpretations or decisions with which he disagrees. A lot of time and energy has been expended trying to deal with issues that he has raised but he continues to raise them.
That we spent such an enormous amount of time, energy and goodwill revisiting these issues is bad enough, but my main concern is the tone of the meeting. It is always easy to criticise. Criticisms may be valid, but the disrespectful, cynical and, at times, aggressive tone was, to my mind completely unreasonable. I will keep on saying it: we are volunteers, we are doing our best, we may make mistakes but, whatever we are, we are not corrupt or self-serving as some people imply.
I believe it is only a small number of people who seem to be ‘anti’ but they have not only made the job of the Committee even harder but seem keen to spread discontent and misinformation to others.
Today’s meeting was a very unpleasant experience and I hate to think what any new plot holder must have thought!
The attacks demonstrated a lack of trust in the Committee, yet those who attack are rarely seen doing anything positive, such as helping at working parties. Everyone knows that we have working parties. If you don’t know when they are, perhaps you could ask?
I left the meeting feeling very shaky at the unfairness of the aggression shown and the total lack of appreciation and understanding. Perhaps most hurtful is the sense that the Committee cannot be trusted to even get the minutes right and that everyone must keep notes and make them available for scrutiny or that we need a meeting to set the agenda for a meeting! I repeat what I said at today’s meeting: we are a small allotment society run by volunteers who put in a huge amount of time and energy to keeping YOUR Association going as best we can. We are not the United Nations!
I have been distressed before by some of the very unpleasant and unreasonable emails and comments made to Committee members over the past few years but I’m afraid today has made me realise that I no longer wish to be involved with such a toxic organisation. As I say, I believe it’s only a few people, but they are poisoning the place. As a result, I have decided to resign immediately. I will complete the minutes as best I can, but I really think I can spend my time more productively elsewhere.
This is a bit odd as I have only just been re-elected, but I’m sure that some people will be delighted to see the back of me. I should just point out though, that democracy is not being served at the moment and ironically, it’s the behaviour of the member who continually goes on about the primary importance of democracy and co-operation who is damaging it! Who wants to attend another AGM or GM like that?
I’d also like to add that having witnessed the nastiness and abuse that Committee members receive, especially the Officers, who would want to be either on the Committee or to stand as an Officer? Without a functioning Committee, our Association is in danger.
I hope that I’ve been of use to the Committee and the Association over the past 10 or so years and, if things changed, I might be prepared to stand again. But not now.

Jane

Present: Steve Yorke, John Stooke, Winnie Beck, Jane Bowden, Charles Dewa, Wendy Thomas
Apologies: Mark Robinson, Tom Hutchinson
Meeting opened at 10.35 am and the minutes from the previous meeting held on November 2023 were read out by JS and accepted without change (Proposed WT, seconded by WB).
Matters Arising
• SY and JS confirmed they had reviewed the role descriptions for their posts and they were fine.
• Repair of slope near the main gate remains a priority
• Communication: JS felt that communication would be improved by having a secure Committee office on site. A WhatsApp group for the Committee was also suggested. This remains under consideration.
Chair’s Report: The Forestry Commission had confirmed that trees in hedges could be felled and no licence was required.
All other items would come up on the agenda.
Treasurer’s Report
• Financial Situation: As MR was unavailable, JS reported that he believed £9249 was now in the bank with approximately £3000 available after liabilities, plus the value of the small amount of remaining stock. There will be money coming in as plots are let. £900 had been spent on skips.
• There will be a private skip outside Ronnie’s plot, and they had been advised to fill it quickly to stop unauthorised use. If it is not filled, JS had agreed to pay a contribution to the hire cost to allow others to use it.
Secretary’s Report
• There had been an unpleasant incident involving shouting and swearing on 11th February at about 2pm involving Ray Bauser, Martin, Michael Graham and WB. As his presence seems to inflame tensions, it was agreed to ban Ray Bauser from the site. This will be clarified in writing to Ray (recorded delivery) and JS will also hand Martin a letter explaining this. WB had submitted a letter regarding JS’s subsequent discussion with her. All Committee members were advised to bear in mind the responsibility for setting an example of acceptable standards of behaviour, particularly in heated situations. In future, where things are becoming heated, it is best to walk away and offer to discuss the matter later when everyone has calmed down.
• A complaint from Simon Hudson had been received about the main gate being left open. He apparently sat outside in his car for 30 minutes observing the open gate. JS apologised. The gate had been opened to allow potential tenants to enter to view empty plots but he had been delayed and had left it for longer than intended. In future, he will open the gate for each visitor. It was pointed out however, that most people, seeing the gate open, would have simply locked it, and then reported it to a Committee member.
• Simon Hudson had also posted a number of negative comments on Facebook, including a photo. As this is inappropriate, it was agreed to ask the Administrator to institute a system whereby posts need to be approved before appearing.
• Simon Hudson had asked for all notes taken by members of the Committee during meetings should be given to him. This was rejected as impractical and unnecessary.
• Plot Vacancies/Lettings: Plots 50 and 64 require a lot of work before they can be let. Plot 5 is still not available despite assurances. If it is not made available, the tenant will be issued with a rent bill. Plot 64 has a potential tenant but needs clearing. This will be the focus for the next working party. One possible tenant had enquired about smaller plots and it was agreed to consider splitting a plot in future, possibly Wilf’s. So far Michael Graham has been unable to contact Wilf’s family.
• Patsy’s Plot: Patsy had been in contact with SY about her plot. She claims that it has been ‘stolen’ from her. She asked to come to the plot to remove tools and other items but had failed to turn up at the agreed time. JS confirmed that he had sent letters and emails to the addresses he had for her throughout the plot inspection process. Patsy had confirmed to SY that these addresses were valid although she later changed her mind. She had made no response to multiple letters and emails, and an invitation to attend the Committee meeting to put her case.
• Waiting List Issues: A current plot holder had asked for a second plot despite the policy on multiple plots. It was agreed that they could be offered plot 4 as this is a very difficult plot to let due to the glass in it. In view of the state of the plot, JS could offer it rent free until September.
• Non attendance of Committee Members: During various discussions it became clear that there had been some miscommunication as a result of a Committee member not attending meetings and being part of discussions. It was agreed that JB would draft a role description for ordinary committee members clarifying the need to attend meetings regularly and to emphasise the need to maintain the confidentiality of discussions and individual views expressed during those discussions.
• Working Party jobs: Plot 64. As there remain a number of trees to remove from hedges, it was agreed that JS would investigate the cost of buying a second hand chipper for the Association.
• New Lease and Management Agreement: JB and SY reported that there had been progress. 2 new draft documents had been received and Barry had reviewed the changes but they were insignificant. The latest local Federation meeting had been very positive. Martin Harris, the Council Officer with responsibility for allotments, had stated that there was no plan to sell off allotment sites although this position may change now that the government has sent in Commissioners. He also made clear that the Council do not want any significant involvement with allotments and if we cannot run the site ourselves it will become ‘direct let’ resulting in the cost per square metre rising from 13p to 46p (since increased to 47p).

Items for AGM on 24th March:
SY had produced several documents for the AGM including voting slips on the key issues:
• discounts,
• moving the AGM to June (22nd for next year),
• honorariums,
• nomination forms,
• locks being changed
• general meetings
• shooting
These were discussed and JS agreed to produce some amended forms. It was agreed that SY would get 2 independent counters of the votes. Eligibility for standing as a Committee member was also discussed.
If anyone wanted to raise a further issue for discussion, this must be notified in writing to the Committee so that it could be added to the AGM agenda,
Nomination forms will be available in the polytunnel, from SY and JS and information about the AGM will be posted on the website, noticeboards and FB stressing the importance of attendance.
Any other Business
Easter event will be on Sunday 30th March and will follow the same pattern as last year. WT to check/remove glass on the lane beforehand.
Rolled over items:
• Website: Needs updating and some information reorganising
• Composting toilet
• Lower car park
• Notice boards
• Defibrillator WT to continue searching for one that doesn’t need mains electricity
• Inventory – JB asked for help in moving items out of the hut so they can be photographed
• Nature survey
• Vandalism: Hole in Hillarys’ fence needs repairing. Michael Graham to visit Hillarys’ to ask them to strengthen fence. Damage likely to be the work of kids who possibly climbed into site using overhanging tree near gate which needs pruning.
Meeting closed at 1.20pm.
Date of next meeting: Depends on whether we need to meet before the AGM to discuss revised documents.

The Committee will next meet on Sunday 25th February, it will be a closed meeting.

If you have any topics/items that you you would like to be added to the ‘Agenda’ for dicussion, please send them via email to Steve Yorke or John Stooke no later than Friday 23rd February.

Present: Steve Yorke, John Stooke, Winnie Beck, Jane Bowden, Charles Dewa, Tom Hutchison, Wendy Thomas

Apologies: Carol Brier, Mark Robinson

Meeting opened at 10.35 am and the minutes from the previous meeting held on November 2023 were read out by SY and accepted without change (Proposed TH, seconded by WB).

Matters Arising

• WT to produce laminated food disclaimer re allergies for the BBQ
• There was no further news re the theft of Ray’s trailer.
• WT to advertise next working party around the site and online, stressing free food and that it coincides with burning day.
• JB had had no response from the local councillors regarding the lease – will follow up.

Chair’s Report

• SY indicated that he has decided to continue as Chair until the AGM and will review the situation then.
• Hedges: The following gardeners will receive a reminder from JS about the need to deal with hedges as soon as possible and certainly by 1^st February: Simon Hudson, Richard Cripps, Marcia Scott Nicholls, Teresa Nasen, Cyndel Thomas, David Murfitt, Lorenzo, Matthew Bauley. The next WP will help with the hedges between 12 and 13 and between Richard Cripps and Teresa Nasen (70-71).
• SY reported that he had returned the Honorarium that he had been given

Treasurer’s Report

• Financial Situation: As MR was unavailable, JS reported that he believed £10120 was now in the bank with approximately £4000 available after liabilities, plus the value of the small amount of remaining stock. All tenants offered new leases had now paid. The only potential issue with outgoings is the possible cost of replacing the locks and keys.
• There had been no expenditure on stock as transporting and unloading heavy items was a problem. Eventually, it is hoped to widen the entrance to the hut so that pallets can be transported on a trolley rather than carried and that deliveries can be made by truck on planned dates so that more gardeners can assist in unloading.

Secretary’s Report

• JS indicated that he is willing to stand as Secretary again this year, but this would be his final time as he would like to commit more time to family as he will soon become a grandad. It would be useful to have someone ‘shadow’ JS so that they know what is involved.
• Roles of office holders were discussed and the 3 current postholders were asked to review the Role Descriptions posted on the website.
• To reduce the burden on the Secretary, it was agreed to develop the role of ‘Lettings Secretary’. JB and TH offered to help JS with interviewing potential tenants. JS/SY to provide checklist of items to cover during the interviews.
• Large concrete block is being broken down and removed by JS
• Many lanes are flooded and now in a bad way as people have continued to drive on them, often in a way that churned up the mud. It was proposed that some tracks should be blocked semi permanently as some gardeners simply ignored cones used as a temporary block. JS to investigate.
• Main gate: Repairing the slope from the main gate with concrete is a priority. Tarmac would not be appropriate due to slope and expense.
• Plot Vacancies/Lettings: 26, 42 and 60 have been let. 2, 4, 5, 13, 21, 40, 50 and 64 are to be let. Plot 5 will be available within 2 weeks.
• Wilf’s plot: Michael Graham is trying to contact Wilf’s son, Neville, as there is real concern over Wilf’s health and safety both on site and en route to site
• Water: In total during 2023 we have used 783 cubic metres compared to 2022. However, half 2023’s amount was used in just 2 months (May and June). The total water bill was £1465.
• 17^th December meeting re Ray: Ray has handed over his keys and received his deposit back. He has asked a number of people to store items for him on their allotments but, as this is inappropriate, will be asked to remove these, as well as his trailer. He has indicated that he will continue to visit friends at the site, but if he wishes to visit to remove items, he has been informed that he needs to ask permission of Michael Graham, JS or SY beforehand.
• Working Party jobs: Hedges (12/13 and 70/71 as mentioned above), clearing plots 13 and 50, filling ruts in the bottom avenue and putting grids down in the railway car park.
• Fundraising: JS is collecting aluminium cans to raise money for the Association. Please leave any (preferably flattened) in the polytunnel for him.
• New Lease: No progress. AGM of local Federation on 27^th January. JB and SY to attend as JS unavailable.
• Communication: JS felt that communication would be improved by having a secure Committee office on site. A WhatsApp group for the Committee was also suggested.

Items for AGM on 24^th March:

• Should discounts be scrapped? Currently about18 people get a 25% discount. In future this will have to be funded by the Association.
• Should Honorariums be scrapped and replaced with providing the 3 officers with a sum from petty cash to cover expenses?
• Should shooting be banned on the site? JB to draft policy.
• Should locks be changed?

Any other Business

• Nature survey was recommended at Federation meeting as a way of getting protection for the site. Keep in mind for the future.
• Vandalism: Hole in Hillarys’ fence needs repairing. Michael Graham to visit Hillarys’ to ask them to strengthen fence. Damage likely to be the work of kids who possibly climbed into site using overhanging tree near gate which needs pruning.

Rolled over items:

• Website: Needs updating and some information reorganising
• Composting toilet
• Lower car park
• Notice boards
• Defibrillator WT to continue searching for one that doesn’t need mains electricity
• Inventory – JB asked for help in moving items out of the hut so they can be photographed

Meeting closed at 1pm.

Date of next meeting: Sunday 25^th February 2024 in the Scout Hut

.

The main objective of tomorrow’s Work Party will be to try and get plots 13 & 50 to a lettable standard. Plot 50 will require the most of our efforts, as the hedges require trimming and there is a large pond to be filled inas well as the removal of rubish and timber.

If you have a wheelbarrow, spade, rake and or hedge cutting tools please bring them along.

Hot drinks and breakfast rolls will be available.

COMMITTEE MEETING 7th JANUARY 2024 AGENDA
10.30 Chairman opens meeting, apologies
Minutes of meeting held 12TH NOVEMBER 2023
Matters arising
Chairman’s report
Treasurer’s report
Secretary’s report
Hedges &Trees
Lettings
Water report
17th Dec 2023 Meeting plus issues
Working party
Items for A.G.M. Discounts, Honorariums, Shooting, Move AGM to later in year, General/ Committee meetings,
Rolled over. Composting toilet, Lower car park, Notice board, Web site
AOB
Confirm date of next meeting
Close

The Committee will next meet on the 7th January 2024. This will be a closed meeting.

If you have an items that you would like to be added to the ‘Agenda’ for discussion, please send them to the Secretary and/or the Chairman no later than Thursday 4th January.

I have had a report that a person or persons entered the site during the night Tuesday/Wednesday and damaged various gates, and possibly buildings.

i would very much appreciate those that have been affected by this act of vandalism, and/or theft, to email myself, opfgha.secretary@gmail.com with the details. This will enable me to file a detailed report with the Police.

The Allotment office at the City Council will also be advised of the situation.

John Stooke