Old Park Farm Garden Holders Association

MINUTES OF COMMITTEE MEETING

5^th March 2023 (in the scout hut, Wollaton)

Present: Steve Yorke, John Stooke, Mark Robinson, Ray Bauser, Winnie Beck, Jane Bowden, Carol Brier, Tom Hutchinson, Wendy Thomas

Apologies:, Charles Dewa

Meeting opened at 10.20am and the minutes from the previous meeting held on 29^th January 2023 were accepted without change (Proposed MR, seconded by WB).

Matters Arising

• Maintenance: WT had drawn up a list of tasks which needed doing and had organised a working party for 10.30am on Sunday 12^th March to tackle the trees and pavement on Old Coach Road and potholes on the main drive.  It coincides with WB’s coffee morning and also burning Sunday so, in future, it was agreed to avoid the Second Sunday of the month for working parties.
• Asbestos shed:  Nothing had been received from RB.
• Car park:  To be scheduled when the ground is right.
• Fence/orchard:  JS was thanked for the great job he’s done on the fence.  Now looking for someone to paint it.  It’s hoped to get a couple of volunteers help to maintain the area,  but one of those he had in mind is busy at the moment with a rabbit problem!  WB and JS are liaising over setting up a kitchen area with gazebo behind the Association hut bearing in mind that it will need to be dismantled in about 6-9 months when the hut roof is replaced.
• Trees/Fence: Razor wire has been put up by Steve Williams & John Stooke

Treasurer’s Report

• £8255 in the bank with £2180 available after liabilities plus the value of the stock (about £800) meaning we have about £3000 to spend on improving the site.
• Tax return has been submitted – there’s no tax to pay but a fine of £100 has been issued supposedly for ‘late submission’ even though the submission wasn’t late.  MR had appealed and HMRC indicated that this would be looked on favourably.
• 2022 accounts are expected back shortly. 
• As we have membership of RHS, every member is entitled to 50% discount for entry to RHS gardens.  JS to hold the card and to advertise this to members.

Secretary’s Report

• Security:  During a burglary of the neighbouring aluminium factory, someone had cut off the padlock to the main gate.  It was agreed that JS could spend £250 on replacing the padlock although MR would check whether this might be covered by insurance.
• Composting toilet: JS and WT had investigated these, and JS would do further work.  Price would be between £1200 and £1900 depending on the degree of sophistication and the size of the ‘bin’.  There would also need to be a hut around it that could be kept clean and it would have to be elevated.  There is enough money available to do this, but it’s hoped to get some sponsorship or a grant. For those interested, look at Woo Woo website.
• AGM:  66 nomination forms for the Committee had been sent out and 27 returned.  Following a discussion with RB, there was one candidate for each officer position and 8 nominations for the 6 ordinary committee members.  The voting form to be sent to members was discussed.  JS, SY and JB to meet to finalise the Inspections Policy and also the agenda for the AGM.
• Proposed New Lease (PNL) and Management Agreement (MA): Members need an update on what is currently happening with these.  Eventually it’s hoped to join the local Federation, this to be discussed at the AGM, and once bank details have been sorted out at their end.  This gives us access to meetings with other allotment associations where good practice, experience and issues can be shared.  It also keeps us involved and up to date with the negotiations with the Council.

  Any other Business

• WB proposed an Easter event involving an Easter egg hunt (free) plus food and raffle on 8^th April.  MR to sort out refreshment prices, WT to do email and to seek eggs from a colleague, WB to do posters and advertising, Ronnie to be asked about doing the raffle, JS to get food (burgers, sausages, peas, rolls), others to help on the day.
• WB also proposed a ‘2 in 1’ event for Bonfire Night and Hallowe’en although no fireworks would be allowed unless our insurance can be changed – MR to investigate.
• BBQ will be on 9^th September 2023.
• Meeting location:  A £10 donation had been made to the Scouts for the use of the hut.  WT to ask if this was sufficient and also to find out if we can continue to use it from November to the end of March in future.

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
• It was agreed that we need to make an inventory of all equipment owned by the Association, including serial numbers and photos.
• Complaint:  The complainant had asked for the complaint to be put on hold
• 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.
• Communication:  New website is on hold as CB is too busy
• Stock Control sheet for the shop:  MR had drafted this.

Date of next meeting:  TBC

Meeting closed at 12.10pm.