Old Park Farm Garden Holders Association

29th August 2021

Present:  John Stooke, Simon Hudson, Mark Robinson, Jane Bowden, Winnie Beck, Ray Bauser, Charles Dewa, Wendy Thomas, Tom Hutchinson

Apologies: Carol Brier

Observer:  Becky Bauser

Meeting opened at 10.35

The minutes from the previous meeting held 27th June 2021 were accepted. Proposed by WB and seconded by WT.

Matters Arising

• Strategic/Financial Plan – Due to holidays etc., the group (JB, JR, MR and SH) had not met but JS would set up a meeting shortly
• Annual Fees for FCA – JS still awaiting reply.  .
• Lease –  Awaiting response from Council
• Security – No further issues
• Chippings complaint – this had now been dealt with including an apology from the Secretary
• Sub committees – JS is working on setting these up
• Guinea pig manure – Dave Kirkham, Steve Williams and Steve Yorke  are taking turns to collect this.  If people want any, they should contact them and they will deliver.  Bags must be used immediately to avoid problems with rats.  RB also offered to collect them. 
• Chippings – these had been delivered to the top car park and had all been used.  More were needed.
• BBQ and show date – 11th September.
• Bonfires – it was proposed again that bonfires should be allowed on the Saturday of burning weekend.  Following discussion it was agreed to keep the status quo, i.e. bonfires only allowed on the second Sunday of the month, in order to avoid complaints from neighbours which might lead to all bonfires being banned by the Council.
• Hedges – the main problematical hedges had now been sorted out
• Noticeboards – JS is still working on the design of these.
• Key Register needs updating – JS is in the process of doing this
• Stock Control sheet for the shop.  JS/MR to devise something

Treasurer’s Report

MR explained that we currently have about £4000 in the bank of which about £1400 is available for spending (the rest is required for liabilities such as key deposits).  This means we are in a reasonable position.  The water bill is approximately £1000, again well within the budget of £2400.

Secretary’s Report

• RB’s plot had been inspected by MR who felt that, given Ray’s plans to deal with some of the items on the plot, it was in an acceptable condition.  No more stuff should be brought to the plot.  A further inspection will be made as part of the normal routine of inspecting all plots.
• Vacant plots – currently it’s likely that there will be 3 or 4 vacant plots including 2 and 27.  There was a discussion regarding ‘giving’ a plot to family members.  JS reiterated the policy that plots cannot be ‘bequeathed’ to family members unless the family member had been involved in working the plot over a period of time.  The relevant items in the Association policies, procedures and other rules needs identifying.  JS/JB 
• Eviction procedure –  the Committee reviewed the documentation and procedure applied to a tenant who had failed to maintain and develop his plot.  It was agreed that the Secretary had followed the procedure fairly and correctly.
• Waiting list – is currently about 200 but it is known that some of these are no longer interested in a plot.  JB offered to help JS update the list. JS to check that George is on the list.
• Letter of resignation from the Committee from Roy Lawson.  This letter was read by the Committee and he was thanked for his service.  SH to pass on those thanks.
• Maintenance Group confusion – It was reiterated that the idea of the sub groups  of the committee was to assist the secretary with key areas.  Generally, someone would take responsibility for convening the volunteers to sort out the work needed rather than doing it all themselves.  The idea of everyone having a role in the running of the site, rather than leaving it to a few, is key.  None of the sub committees will involve charging tenants.  If some tenants wish to advertise and provide a service to other tenants, e.g. hedge cutting, for an agreed price, that is fine and can be advertised.  However, this is not part of the Association  organisation. Where there is urgent work required, e.g. due to a fence being damaged, this needs referring to the Secretary who will sort out a repair.  In order to get repairs paid for by those doing damage, it’s important that evidence is collected such as a registration number or photograph of the incident showing the perpetrator. 
• Trees – H and S issue – A number of trees were identified as potentially dangerous.  JS agreed to contact Network Rail.
• Rent Invoice – JS explained that the new rules meant that the rent bills must now be referred to as an invoice and must be numbered.  It was clarified that we offer a 25% reduction on the rent for one plot to those in receipt of benefits such as state pension.  The Council give a much higher reduction (50%) but this is on a considerably higher rate.  Rents cannot be increased until an AGM and 6 months notice of a proposed increase must be given.  Currently there is no need for an increase.  JS will revise the invoice letter for next year’s rent round.
• BBQ – SH to sort out wine, JS to purchase 100 burgers at £1 each and will absorb the cost of any left over.  It was agreed that the event would be open to outsiders via a notice on the gate which will be left open.   JS to invite Jo Tarrant and suggest she judges some of the entries.  Raffle prizes to go to Steve Yorke.  The week before the event more prizes will be bought if necessary.

Any other Business

• Scrap – people should not be bringing scrap such as a bedstead onto site for collection by scrap merchants. This goes against the rules of the Association.  JS to remind people.
• Glass – there is a lot of glass on the car park which could be a H and S issue.  The window frames need to be stacked neatly in a bay in the recycling area so tenants can take them away for their use.  RB/JS
• Polytunnel – WB asked about the Association’s insurance in relation to her vandalised polytunnel. MR to send policy information to SH to print off to give to WB.
• First Aid Kit/Accident book/Defibrillator  – WT agreed to sort out a first aid kit to be left in the polytunnel.  This will need publicising (JS) and securing in some way.  JS had purchased an Accident Book which will also be left in the polytunnel and will need publicising.  All agreed a defibrillator would be a good thing to have on site although it would cost about £1500 plus rolling costs of getting it checked etc.  WT had already found information and would explore funding /grant opportunities. 
• Keys to the Association hut – because of the nature of the keys, these need to be cut by a locksmith.  SH to get some done.
• Toilet – WT to find out about providing a toilet, e.g. a compostable one, on site.
• Disabled people and the Waiting List – following a request from a registered disabled person, the question of whether those with a disability should be given preference in terms of the waiting list was debated.  Ultimately, it was agreed that this should not happen.  Many of our gardeners have a disability already and non disabled people should not be penalised.  There was a wider discussion about the idea of supporting people who have an interest in allotmenting but who don’t perhaps have the knowledge or skills initially.  A ‘mentoring’ scheme was discussed, particularly in relation to the individual who had applied although he could put his name down as per normal. JS reported that, in future, he intended making the 6 month probationary period and the 3 month review of progress much clearer to new tenants.  This should cut down the time involved in removing those who fail to work their gardens appropriately.  There may also need to be a review of the procedure to deal with people who repeatedly do a minimum to stop the procedure then fall behind again
• Working parties – JS suggested that a WP would be needed on 25th September for plot 27 and one on 12th September possibly for plot 2.  TBC by JS.
• JS agreed to add RB to the list of names on the volunteer sheet.
• There would be an extra coffee morning on BH Monday run by SH and Shaun.  The usual coffee mornings on the first and 3rd weekends of the month need advertising on noticeboards (JS)

Date of next meeting:  TBC

Meeting closed at 12.30