Old Park Farm Garden Holders Association

Present: Steve Yorke, John Stooke, Winnie Beck, Jane Bowden, Carol Brier
Apologies: Mark Robinson, Charles Dewa, Wendy Thomas, Tom Hutchison
Observers: Gary Brier, Michael Graham, Simon Hudson, Paul Hibbs, Mrs Yorke

Meeting opened at 10.35 am and the minutes from the previous meeting held on 4th June 2023 were accepted without change (Proposed WB, seconded by JS).
The observers were welcomed.

Matters Arising.
• Security: As the old company that supplied the locks no longer deals with them, it’s hard to put a figure on the cost of replacing the locks and keys. However, it is likely to be between £2000 and £3000.
• Burning day: The fire brigade had been called to the last burning day, probably due to the amount of white smoke visible from Glaisdale Drive. SY will inform fire control of future burning days. Action:SY
• School visit: JS had emailed the school but there had been no response. WT had brought a Beavers group to site for a visit.
• AGM and Democracy: Barry Mitchell raised the question of getting pre Co-operative status rules, policies and procedures ratified at an AGM. JB and SY confirmed that this was not necessary as the change of status and the ‘Model Rules’ did not affect local rules. JB explained that legal advice from the NSALG confirmed that the ‘Model Rules’ document was, in effect, our new constitution as it sets out the way in which the Association should be run. Barry disagreed with this interpretation and was advised to contact the FCA if he remained unhappy and to report back.

Chair’s Report
• SY explained that in future he would be reporting comments and complaints from Association members without naming them as there was a concern that people might be bullied/abused.
Treasurer’s Report (paper presented by JS in MR’s absence)
• Financial Situation: £5617 in the bank with £1842 available after liabilities plus the value of the stock. There had been expenditure on 2 skips. The Committee recorded its thanks to Mark for his work, particularly in keeping on top of stock control.
Secretary’s Report
• Plots: Following complaints about Plot 2, the gardener had agreed to give it up on 27th July. It was proposed that the next working party on 6th August would strim the plot ready for reletting. Action: WT
• Use and Storage of hazardous substances: Given the absence of CD, it was agreed to defer this until he provides us with the information. Action: CD
• Emails from Barry Mitchell: JS confirmed that he was still happy to meet with Barry, along with SY,WT, to discuss his concerns. Action: JS
• Skips: JS to chase up company to remove skips. Action: JS
• Health and Safety: Neither JS nor Paul Hibbs had managed to find anything in the documentation about the use of firearms on allotment sites. Therefore, the key issue was the risk assessment in relation to potential harm to gardeners and the general public passing by. It is also important that the Association is protected from potential legal action. To achieve this, it was agreed to set up a group to develop a policy that can be taken to the AGM. This needs to include people using firearms checking that no-one else is around, having insurance (available via membership of BASC) and proving their competence. They need to aim down into the ground (therefore no birds may be shot). It was queried whether shooting is an effective way to control the rat population. Action JS
• BBQ and Show: 9th September. WB to do auction, Ronnie to do raffle tickets, WB to do food, JS to get BBQ stuff, JB to do peas, Mrs Yorke to get raffle prizes, Simon Hudson to do bar. SY has produced a new schedule for show entries. Budget: £120 (+15%) for drinks, £70 for raffle, £90-£100 for food.

Any other Business
• Water: The bill for last month was £552 and this month it will be in excess of £300 (to 23/7/23). JB suggested that these sums should be advertised to people so they are more aware of water costs. SY reported a number of instances of water wastage including someone watering a lawn, another using a spray nozzle, people watering produce that doesn’t need it and someone constantly filling a ‘pond’ without a liner. It was agreed that we need to educate plot holders more. JB to find and update the water advice document prepared a few years ago and to add a focus on harvesting rainwater. Action: JB It was agreed that SY should be permitted to enter a garden at any time to offer advice on water usage. SY reported that a tap had been left on. The culprit had apologised and was advised to remove his hose in future.
• Plot Inspections: Rent bills are due on 1st September. It was agreed to establish a team of volunteers, to be trained by SY, to undertake preliminary inspections to identify plots that were causing concern. Initially these would be advisory/informal but plot holders who will not be offered a rent bill will be informed. JB, WB and Paul Hibbs agreed to become part of the team.
• Plot sizes: SY reported that a number of plots have incorrect measurements which affects rent bills. All plots need remeasuring as part of the new agreement with the Council. SY will do the measuring using Googlemaps. JB also offered to do it. Action: JB and SY
• WB requested a new tap/stand pipe in the main lane. JS agreed to look at the feasibility of this and the cost. Action: JS
• Bricks: WB asked permission to move bricks found on her plot to the main car park. JS and SY will consider this and give her an answer.
• Inventory of Association Equipment: JB offered to do this. Action: JB
• Working Party: SY expressed the Committee’s thanks to JB, TH, Adam, Althera, Dave Kirkham and WB for their work at the last working party. Also to Dave Murfitt, Steve Williams and Michael for mowing and strimming common areas at other times. It is hoped that more people will join the Working Parties in future including the one on 6th August. Food will be available thanks to WB.
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
• 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.
• Composting toilet: JS will continue to research these. There are local sites which we could visit to see them in operation.
• AGM: A suggestion was made that having the AGM in the summer might increase attendance as more people are around and it’s more pleasant to sit outside in the warmth. This will require agreement to a change in the Registered Rules at a general meeting, possibly at the BBQ in September.

Meeting closed at 11.50pm.

Date of next meeting: Sunday 20th August in the polytunnel, please send any agenda items to John

Please note that, all members are more than welcome to attend Committee meetings and enter into debates (although they cannot vote). This will enable you to know what the Committee does and to contribute to the running of the Association.