Present Steve Yorke, John Stooke, Dave Kirkham, Tom Hutchinson, Charles Dewa, Winnie Beck, Ralph Yorke
Meeting opened at 10.30 and everyone welcomed and thanked by the Chair.
Apologies: Wendy Thomas
Minutes from Committee Meeting 4th August
The minutes were read
Acceptance of the minutes was proposed by TH and seconded by RY
Matters Arising
None
Chairman’s Report
The Chairman gave updates on the following:
Michael has made a formal request to move plot
Contact information has been updated on the Website
General Information Letter has been circulated
The Chairman had tried to contact Carole to contact Patsy but had so far been unsuccessful
Copies of the draft Firearm’s Policy prepared by Ralph are available and may be discussed at the General Meeting
Key deposits for plots 5 and 70 have been passed on to the Treasurer
No action has been taken on plots 2, 4, and 64 and the people who have expressed an interest in these plots have been informed of the current position
A notice about the Show has been published
The intention of the Chairman to step down was discussed
Applications for members to join the committee will be welcomed in advance of the general meeting
Treasurer’s Report
No report had been prepared on the assumption that this meeting was an Emergency Meeting
Actions carried forward
Action – DK to e mail the Treasurer Ways of Working document to the Committee
Action – DK to e mail the Financial Plan for 2024 to the Committee
Action – JS to prepare the rent bills for circulation at the beginning of September
Action – DK to draft a note for the Website on the rent from 1st October to include that rent is due on 30th September
Secretary’s Report
Action – JS to circulate the waiting list
Action – JS to investigate a 12 yard lockable skip
This is initially for plots 64 and 50
Note to be put on the skip and website to say no one is to put rubbish in the skip
The Secretary was encouraged to share his responsibilities with other members to reduce the work for the Secretary
Rent collection
JS planned on site for 21st /22nd Sept 10.30 to 12.30 and 28th/29th Sept 10.30 to 12.30
SY planned to be on site for 12.30 to 03.00 on 22nd and 29th Sept
Evidence for discounts need to be given by 8th Sept or full rent bill will be printed
Plot 2
SY discussed the size of plot 1 and 2
Fires
JS is looking into fires on site and will go back to the person making the complaint about smoke from fires
It was noted that a chipper will reduce the volume of smoke on burning days and that burning on site has been suspended until 2nd Sunday in October
Members are reminded that only dry items should be burnt on site
Chipper
Prices for Chippers were identified
The benefits of small or large chippers and of new vs second hand machines were discussed
Action – SY to investigate options based on the discussion
Tap Between plot 36 and 37
It was noted that a hose had been left attached to the tap outside these plots
Action – JS agreed to investigate
A.O.B.
It was agreed to give a key to the Avalon Rescue in return for a £40 deposit
TH noted that chipping get taken very quickly and that some members do not get a chance to move chippings onto their plots before they have been taken by other members on site
The Inspection process was discussed
TH agreed to help but not lead the process
Members with borderline plots are to be sent a general letter
WB raised the payment for plots by members who have plots that do not meet the standards of the Association’s Policy observing that these members may not accept that they still need to improve their plots or they could be evicted
Action – JS to send modified rent letters for those plots that have been failed by the 3 people who had completed the inspections
SY noted that 80% of plots had issues and that should require a general letter to be issued
It was agreed that up to £50 could be spent on the Barbecue organised by Wendy and Winnie to cover the costs of sauces and soft drinks
People are to bring their own food and alcohol if they wish
Next Meeting
The next Committee Meeting will be 22nd September
The next General Meeting will be 29th September
Action – SY to request items for the 22nd and the 29th as normal
The meeting was closed at 12.40
Old Park Farm Garden Holders Association 