Old Park Farm Garden Holders Association

4^th December 2022

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

Apologies: Mark Robinson      Observer:  Roy Lawson

Meeting opened at 10.40am

Chair:  Following the resignation of SH, the Secretary had consulted with 6 members and the Treasurer of the Committee, and it was agreed to second Steve Yorke to take over as Chair of the Committee until the next AGM. This was formally ratified by the Committee at the start of the meeting.

The minutes from the previous meeting held on 6^th November 2022 were accepted without changes (Proposed WB, seconded by RB).

Matters Arising

• Break ins/thefts: Ladder had reappeared but still no sign of the roller.
• Honoraria/Job descriptions:  CB had provided some useful outline job descriptions for the 3 officers and MR had also provided one for the Treasurer. JB to draft something for the next meeting. 
• Maintenance: The Maintenance sub group need to meet as a matter of urgency to sort out a priority list of jobs and to organise work parties so that jobs were shared out more fairly.JB/JS/SY to look at draft terms of reference for the group.
• Complaint: JS to set up a meeting to consider the complaint of aggressive behaviour against a tenant.
• Asbestos shed:  RB had obtained a gate and would send a picture of it to JS.

Treasurer’s Report

In the absence of MR, his report was considered and accepted.

Secretary’s Report

• Car park:  JS and Steve Williams will be working on improving the lower car park during the week ending 16^th December. Any help that can be given from others would be much appreciated.
• Skips: being collected shortly
• Community garden:  Although people were in favour of this type of project, 2 previous attempts had failed due to lack of consistent support.  Will be considered when CB produces her proposal.
• Coffee mornings:  It was agreed that it was ok for organisers to make a small profit from running the coffee mornings and that WB would take a lead on developing the social side.  She would produce a diary of planned coffee mornings although it was difficult for CB to do so due to work commitments/scheduling.
• Fence/orchard:  SY to do pruning in the communal orchard and JS to finish off the fence and put in a gate so that people can access the orchard.
• Plot inspections:  SY reported that about 13 plots would have failed the old council inspections for various reasons.  Various proposals were considered but it was agreed that we should develop a points system for inspections that clarifies for tenants exactly what is required, i.e. educate people and provide informal guidance.  There should be a procedure that includes Step 1 (initial inspection), Step 2 (time to improve and a further inspection), Step 3 (eviction).  Those present agreed to be part of a panel of people to carry out inspections.  Key issue is consistency so ‘inspectors’ will need to be trained and work in pairs. JB had produced a checklist in the past and will send it to JS and SY.
• Complaint:  A written complaint had been received from RL.  JS explained how difficult it was to work out the truth of various allegations given that it was a case of “he said, she said”.  He requested that those involved should try to resolve their differences or, if this was not possible, to avoid one another. JS apologised to RL for sending an email which he found upsetting.  JS explained that he had been put in a very difficult situation.

Any other Business

• WB asked for permission to use a chiminea.  As this was similar to the use of wood burning stoves, this was agreed provided that dry wood was used to avoid producing lots of smoke.
• Water usage:  SY reported that 1116.62 cubic metres had been used this year, an increase of 200 cubic metres.  There was a small discrepancy between his and Severn Trent readings which he believed was due to leakage before the leak was fixed.
• Orders: Items for purchase were obtained from Codnor Horticultural.  Prices had gone up, but JS would be putting in an order with a proposed delivery date of 15^th/16^th December.  People wishing to buy from Whitemoor allotments could go there on a Saturday between 11 and 12 midday.
• AGM: SY put forward some draft forms for use at the AGM including nomination forms for the committee.  These need to be sent out by the beginning of February and returned by the end of February.  All committee members to consider these and comment.
• Future meetings location:  WT to find out about whether we could use the scout hut.

Rolled over items:

• Sub committees: JB had drafted some terms of reference. To be considered at a further meeting.
• Noticeboards: JS is still working on the design of these.
• Stock Control sheet for the shop:  JS/MR to devise something
• Following the inspection, RB had been readmitted to the committee.  However, the plot remains in an unsatisfactory state despite assurances.  JS/SH/MR
• Communication: CB agreed to finish the new website ASAP to improve communication.  It was agreed she should add a link to the old site.
• Trees: Razor wire to be finished by RL and RB. 
• Sieve: RB to make for working party for plot 4 to clear glass.

Date of next meeting:  21^st January, 2023.

Meeting closed at 12.05pm.