Old Park Farm Garden Holders Association

MINUTES OF COMMITTEE MEETING

16^th April 2023 

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

Apologies:

Observers: Gary Brier, Michael Graham, Mick Tagg

Meeting opened at 10.30 am and the minutes from the previous meeting held on 5^th March 2023 were read out by JS and accepted without change (Proposed WT, seconded by TH). 

Matters Arising

• Proposed fine for ‘late reporting’: MR reported that the fine had been withdrawn.
• Security: Although Steve Williams had approached the company for a quote for a new padlock, it still hadn’t replied.  It is likely to be covered by insurance.
• Composting toilet: JS will continue to research these.  JB mentioned ‘Sensible Tim’ who builds such toilets.  There are local sites which we could visit to see them in operation.
• RHS 50% Discount card: JS to hold the card and to advertise this to members.
• Scout Hut: WT confirmed that the Scout organisation was happy with the £10 donation, but it was felt that the arrangement should be formalised for next winter (November to March) and an appropriate fee agreed.
• Maintenance:  The next working party would be on Sunday 23^rd April and would be focused on fitting the plastic grids to the lower car park.  If there were plenty of people (more than 6), then it was proposed that the hedge in plot 22 should be tackled and the linking path between the upper and lower sites redressed.  Some soil will be needed to protect the plastic grids in the car park.  If there is not enough on site (SY and JS to check) it was agreed that JS should purchase 2 bags of soil if needed and also to get roadstone in bags as per the submitted quote prior to the next working party.
• Easter event: Had gone well.  Finances to be looked at next meeting. 
• Hallowe’en/Bonfire night event:  MR to investigate insurance situation.

Treasurer’s Report

• £7316 in the bank with £2341 available after liabilities plus the value of the stock (about £800) meaning we have about £3000 to spend on improving the site.
• 2022 accounts have been submitted to the FCA and Inland Revenue.
• It was agreed to remove Simon Hudson from the bank mandate and to add Steve Yorke.  Also to add TH and WT as online banking payment authorisers.  

Secretary’s Report

• Empty Plots: Plot 1 has now been let to Lisa Gailbourne but Plot 22 is still vacant and needs work to get it into a state for letting.  5 enquiries about plots had been received in one week so there should be no problem letting it.
• Communication:  Barry Mitchell had asked that tenants should be made aware of the powers of the FCA.  This information is already available on the website, but JS will place a reminder on noticeboards and remind people that they can also ask him about this.

Barry had also asked that, in future, all documents sent out to members, particularly those about the PNL/MA, should be dated and the author identified as well as an indication of whether the document had been approved by the Committee.  This was agreed.  This led to a request from JS that all Committee members should respond to his email requests for comments on documents and issues.  This was agreed.

• Buildings and Hedges:  Although a complaint had been withdrawn, the issue of ‘planning permission’ for buildings on plots was discussed.  SY explained that the rule about buildings needing to be 4 feet from hedge had been made to ensure that hedges could be cut.  However, when the rule was formalised the term ‘hedge’ was replaced by ‘boundary’ which has caused some confusion. Generally, there isn’t a problem with buildings that isn’t covered by current rules.
• Use and Storage of hazardous substances:  Simon Hudson had provided an article about the dangers of using engine oil as a wood preservative.  However, it was noted that this was a danger particularly in relation to fences around livestock, so was not really relevant to us.  It was agreed that JS would remind tenants of the need to use and store such items in line with our standards policy.  
• Complaint from local resident: JS had received a complaint from a local resident about the smoke produced on the last burning day on Easter Sunday.  It was noted that the removal of the trees from the railway had exacerbated the problem of smoke affecting local homes.  Tenants should try to reduce items burned by recycling or otherwise disposing of them.  In future, where a burning day fell on a bank holiday, it should be postponed. All agreed that JS had responded well to the complaint.
• Health and Safety: Following a number of complaints and concerns raised by tenants, the use of firearms on site was discussed.  It was noted that: as a method of controlling pests (rats and pigeons) it was ineffective, the law requires that pests killed in this way must be killed outright without undue suffering and that firearms must not be discharged within 50ft of a public highway.  Members reported seeing rats in a cage being shot multiple times and clearly in distress.  The risk to the public as well as other gardeners as a result of ricochets was noted.  It was agreed that a ban on all firearms on site should be proposed to members and any comments considered at the next meeting.  Alternative methods of pest control should include netting crops and the use of humane traps and possibly a ‘gas’ box.  Poison should not be used as it enters the food chain and harms animals.
• Tables: The wooden trestle tables in the polytunnel are in very poor condition and it was agreed to replace them with 10 new collapsible plastic tables at a cost of about £500.

Any other Business

• AGM: Following the AGM there was a discussion about the current quorum of 20 members, i.e., approximately a third of the membership.  This had only just been met at the last AGM.  Although the preference was to get more people to attend, in practical terms, the quorum number should be reduced to 15 to ensure that the Association’s business could continue. This will need to be agreed by the members and the Registered Rules amended. (Action – JS)
• Voting for Committee members: It was agreed that we should continue to have a secret ballot to elect the Committee, in future, all votes must be cast at the AGM as there is no provision in our Registered Rules for a proxy or postal ballot.  Information will continue to be sent out by mail/delivery.
• PNL/MA: Although there is still no progress on this between the local Federation and the Council, it was agreed that the main documents could be compared now with the Registered Rules so that these could be amended to ensure that there were no contradictions. It is likely that the current drafts will probably remain unchanged to any significant degree.  (Action- JS)
• Financial Plan:  This had been started a few years ago and all agreed that it would be a good idea to resurrect it.  MR to find the old plan and JS/SY to set up a meeting of a sub committee to draft a basic financial plan to include the replacement of 2 asbestos roofs, provision of a compost toilet and, more long term, the replacement of the Association hut.
• Water: SY reported that the water had been turned on but a leak meant that it had to be turned off again. Thanks to Steve Williams the leak was fixed and the water is now on again.
• Transfer of gardens: SY requested that plot 16 be transferred to his son Ralph and that plot 19 be transferred from SY to his wife Di Yorke.  Given the extensive work undertaken by Ralph supporting the Association including at working parties and clearing vacant plots for re letting, this was unanimously agreed.  JS also confirmed that his plot has now been divided into 2 and that MR is the additional tenant. 
• Access to plot 4: It was agreed that WB could access plot 4 to remove stones.

Rolled over items:

• Noticeboards: JS is still working on the design of these.
• It was agreed that we need to make an inventory of all equipment owned by the Association, including serial numbers and photos.
• 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:  Sunday 4^th June in the polytunnel

Meeting closed at 12.25pm.