Old Park Farm Garden Holders Association

MINUTES OF COMMITTEE MEETING

29 th January 2023

Present: Steve Yorke, John Stooke, Mark Robinson, Winnie Beck, Jane
Bowden, Charles Dewa, Wendy Thomas
Apologies: Ray Bauser, Tom Hutchinson, Carol Brier
Observer:
Meeting opened at 10.40am
The minutes from the previous meeting held on 4 th December 2022 were
accepted without change (Proposed WT, seconded by WB).
Matters Arising
 Honoraria/Job descriptions: Job descriptions for the 3 officers
were accepted. In addition the process for voting in elections at
the AGM was discussed. Nomination forms for the Committee to
be sent to tenants by 5 th February. List of candidates and voting
papers to go out prior to AGM.
 Maintenance: The draft terms of reference were agreed for the
maintenance group and WT agreed to take the lead on organising
this group with a view to establishing a list of priorities and then
setting up/advertising, working groups. WT, SY and JS to do a
walk round site to identify issues. WT to ask RB about sieve to
remove glass from plot 4. Communicating with every gardener
remains an issue as not everyone has email. WhatsApp group
might be a possibility although several gardeners don’t have
mobiles.
 Coffee Mornings/Social: WB had organised a social event at the
Holly Tree pub (thanks) and had also set up a proposed list of
coffee mornings and other social events throughout the year
including salad Wednesdays during the summer. She will
advertise these. There will be an evening event at the Beechdale
pub on 29 th April. The draft terms of reference for the Social Group
were accepted and it was agreed that WB and CB should take the
lead on developing this with others who had volunteered. It was
noted that we are not allowed to sell alcohol but could operate on a
BYO basis. Gazebos are available but need using and then taking
down immediately.
 Complaint: The meeting had been held with SY and MR meeting
the subject of the complaint. Ultimately it was clear that during the
altercation both parties had used foul language and insults to each
other. It was agreed that JS and SY should send a letter to each
party advising them of the unacceptability of such language on site
and, that if they cannot be civil, to keep away from one another.
 Asbestos shed: Nothing had been received from RB.
 Community garden: This proposal had been dropped because of
the practical issues involved.
 Car park: The ground was frozen on the date of the work so a new
date would be set by JS. Help still needed.
 Fence/orchard: SY had done the pruning (thanks) and JS is
working on the fence and a gate so that people can access the
orchard (also thanks). JS reported that one of the gardeners had
offered to maintain the orchard area.
 Orders: Items had arrived from Codnor Horticultural and been
advertised on FB along with new prices.
 Trees/Fence: Razor wire to be finished by JS and Steve Williams
as too dangerous for a working party.
 Communication: New website is on hold as CB is too busy
 Stock Control sheet for the shop: MR had drafted this.

Treasurer’s Report
 £8211 in the bank with £2136 available after liabilities plus the
value of the stock meaning we have about £3000 to spend on
improving the site.
 Tax return has been submitted – nothing to pay.
 2022 accounts have gone to the auditor (Perveen Hussain – ex
allotmenteer). There was a £363 surplus.
 It was agreed pay the bill for public liability insurance (£125) which
gives us £10 million cover but does not cover us for fireworks
events nor does it give individual tenants cover. It was agreed
that we need to make an inventory of all equipment owned by the
Association, including serial numbers and photos.

Secretary’s Report
 AGM: Rule change on water policy and inspections will need
clarifying/agreeing at the AGM. SY produced proposed draft rule
change regarding tenants who don’t meet basic standards such as
50% of plot needing to be cultivated. Currently about 13 gardens
are a cause for concern including some where gardeners have
been informed of the need to improve their plot, do so for a short
period and then it is left again. All to consider rule change and JB
to draft inspections policy and procedure focusing on educating
gardeners on what the standards are and focusing on helping
them to succeed. It was agreed that the inspection teams should
focus on those gardens cause the most concern. There needs to
be an update for gardeners about the lease and management
agreement negotiations. JB and JS had attended a very positive
Nottingham Federation meeting and it seems that things are finally
beginning to move although the draft agreement is being
rechecked by the new staff at the Council. The Association has
not yet joined the Federation but will do so once their bank issues
have been resolved. The Federation meetings offer the
opportunity to share experiences and problems with other
allotment associations as well as having a focus for the lease/MA
negotiations. It is also proposed to restart the discussion meetings
with the Council via this group.
 Complaint: A complaint about the Committee had been received
but, following a discussion, the complainant had asked for the
complaint to be put on hold. Some aspects of the complaint were
accepted and JS agreed to post the Minutes and agendas of
meetings as soon as he could.
 A loose-leaf Handbook was proposed to ensure all gardeners had
up to date and easily accessible information about the Association
and were aware of their rights and responsibilities.

Any other Business
Rolled over items:
 Noticeboards: JS is still working on the design of these.
 Following the inspection, RB had been readmitted to the
committee. However, the plot remains in an unsatisfactory state
despite assurances. JS/SH/MR
Date of next meeting: 5 th March, 2023.
Meeting closed at 12.40pm.