Present: John Stooke, Simon Hudson, Mark Robinson, Jane Bowden and Carol Brier.
Apologies: Mick Tagg, Charles Dewa and Tom Hutchinson.
Meeting opened at 19:45 by John Stooke
JS read through the minutes from the previous meeting held 15th Feb 2021, these were accepted. Proposed by MR and seconded by SH.
MR gave his financial report for Feb/March and asked those present if there were any questions, no questions asked.
JB discussed the need for a strategic financial plan. JB explained about the draft Strategic Plan and how it linked to the draft financial plan, i.e. if we identify what we want to achieve over the next x years, then we can work out how much money is needed and that feeds into the financial plan. JS proposed that himself JB, MR, and SH meet up in the near future, covid restrictions allowing, to discuss in depth, all agreed and a day/time TBC.
JB enquired about annual fees from the FCA, JS to enquire with the FCA.
SH raised concerns about the wellbeing of a tenant as he hadn’t been seen on site for a considerable amount of time, after discussion SH agreed to call round and see the tenant atb his home address.
JS gave his update on the vote with regards to the lease situation and the direction that the Association will go.
Stay on the current lease – 1 = 1.5%
Accept the new lease – 44 = 66%
No vote submitted – 22 = 32.5%
He went on to add that although the total number of tenants that had chosen not to vote was disappointing the number that voted for the new lease was a majority and that will be the direction that the Association will go.
JS advised that he was waiting for our Legal Status to be confirmed with the FCA and getting our policies in place before approaching the council to discuss signing the new lease and any items specific to our Association.
JS raised an issue brought to his attention by Steve Williams whereby someone has been cutting a hole in the fence on the perimeter with Hillarys blinds. It has happened on a couple occasions and Steve has repaired it each time. There hasn’t been any reports of theft or damage reported so it is a little baffling as to why a hole has been cut. SH agreed to contact/visit Hillarys to discuss what can be done to stop any further occurrences, as replacing the chain link fence with a security fence may be an option, but a costly one, therefore any help from them would be appreciated.
JS advised that he received a verbal complaint from a tenant regarding the conduct/behaviour of another tenant, he went on to say that he had requested that the complainant put it in writing, handwritten or email, he would be able to follow up on the complaint.
JS raised the issue of a tenant taking chippings from site, and although the tenant had claimed in a discussion with JS, (a random discussion on the car park) that he had an arrangement with Joe Taylor, (tree surgeon), all those present agreed that the tenant should make other arrangements to acquire chippings for use on another allotment site, and once the chippings had entered site and tipped then they were the property of the Association and should be used solely for the betterment of our tenants plots and the site as a whole. JS advised that he would send the tenant a letter confirming the committee’s decision and should the tenant take chippings from site in the future then this would be considered an act of theft.
SH raised the issue of the social distancing and the lack of it in some cases as he had noticed whilst walking around site. JS advised that we were not there to police government regulations but agreed to have a notice put on the website reminding people of their responsibilities regarding social distancing and that congregating in garden sheds is not a responsible thing to be doing.
It was agreed that the water would be turned on over the Easter weekend unless we discovered any leaks during the process of pressurising the system.
JS was hopeful that we would be able to go ahead with the annual show/barbecue this year, (date tbc) and advised he would make a list of tenants who had offered their services via the voting slip and arrange a date and time for him to meet with them to discuss what role each person would take in organising of the event. He went on to say that he would sort out the volunteers for all the 6 or so sub committees that we think we need and we would try and get them set up and running gradually to take the pressure off the committee and spread the load.
Date of next meeting tbc.
Meeting closed at 21:05
Old Park Farm Garden Holders Association 