Old Park Farm Garden Holders Association

Present:  John Stooke, Mark Robinson, Jane Bowden, Tom Hutchinson

Apologies: Simon Hudson, Wendy Thomas, Carol Brier, Charles Dewa

Observer: 

Meeting opened at 11.05am

The minutes from the previous meeting held 21^st November 2021 were accepted. Proposed by MR and seconded by TH.

Matters Arising

• Strategic/Financial Plan: JS to organise a meeting of the group (JB, JR, MR and SH) – ongoing
• FCA: Still no response from FCA re annual charges for submitting Accounts.  MR to submit accounts shortly so will get information at that point.
• Water leak/Lease:  The water people will be returning on 28^th February to complete the work.  Steve Yorke reported that the stopcocks before and after the meter have now been turned off although when only the second one was turned off, the meter continued to turn, albeit slowly, suggesting there is another leak or the stopcock hadn’t been fully turned off.  Jo Tarrant is aware that the leak being fixed is a condition of us signing the new lease/management agreement.
• Sub committees: a. Funding: WT, MR and SH have been working on funding options, b. Social – JS and JB to discuss, c.  Legal – JB, JS and Barry to meet with the aim of getting the group set up by the end of May, d. Others all agreed that we should aim to make progress on these by end of May, especially as so many people had volunteered to help.  JB agreed to have a go at drafting some terms of reference.
• Hedges: Only one hedge remains a cause for concern. JS
• Noticeboards: JS is still working on the design of these.
• Key Register: Done
• Stock Control sheet for the shop:  JS/MR to devise something before the AGM.
• Following the inspection, RB had been readmitted to the committee.  However, he has not been in contact regarding the committee and the plot remains in an unsatisfactory state despite assurances.  JS/SH/MR
• Website:  Awaiting information from Carol

Treasurer’s Report

• Current financial situation:  MR explained that the rent bill was expected imminently and should be covered by our surplus.  We currently have about £2350 available for spending (the rest is required for liabilities such as key deposits, water bill) until the end of September.  This means we are in a reasonable position. 
• BBQ:  £72 was still outstanding for the strimmer (MR/JS to chase). 
• Accounts: Will go to the auditor (Perveen Hussain) this week.  Most of her recommendations from last year had been acted upon although we still need to finalise the stock check and the register for accessing the hut.  MR/JS
• Rents:  One tenant remains in arrears with his rent.  All agreed this was unacceptable and unfair on other tenants.  MR/JS/SH to follow up on this

Secretary’s Report

• Vacant plots:  New tenants have made good progress on their plots.
• Plot 1:  Following a discussion by JS with the tenant, there has been significant improvement which was welcomed.  All agreed JS had handled the situation well.
• Eviction:  As agreed, the Secretary has broken into plot 10/11.  There is nothing of value but a lot of rubbish left, so MR will organise a skip.
• The question of ‘bequeathing’ a tenancy to a family member or friend if they have been involved in working the plot over a period of time will be clarified by the group looking to standardise all the policies and procedures. Review of tenancy agreement/rules to clarify 6 month probationary period and 3 month review of progress and dealing with those who do just a small amount of work to stop the procedure then neglect their plot again. (JS)
• Trees: Have been trimmed as far as we can reach.  Thanks to Steve Yorke
• Policies:  See matters arising

Any other Business

• Damaged Polytunnel: The Community polytunnel had been damaged in recent gales.  MR to find out if this is covered by our insurance policy.
• Damage to lane:  The recent bad weather has led to damage to lanes.  JS to order hardcore for potholes and to ask tenants to refrain from driving vehicles on very muddy roads
• MR indicated that he may not be renewing his tenancy next year.  It was agreed to ask for volunteers to take over as Treasurer at the AGM.

Rolled over items

• Toilet (WT)
• First Aid kit (WT)
• Defibrillator (WT)
• Keys to the hut (SH)

Date of next meeting:  20^th March 2022 10.30 in the polytunnel to prepare for the AGM on 27^th March. (AGM subsequently postponed to 24^th April 2022)