Present: Steve Yorke (SY), John Stooke (JS), David Kirkham (DK), Wendy Thomas (WT), Charles Dewa (CD), Winifred Beck (WB), Jane Bowden (JB), Simon Hudson (SH), Lisa Golbourne (LG), Paul Hibbs (PB), Barry Mitchell (BM), Malek Portakal ((MP).
The Chair (SY) opened the meeting at 10.40, welcoming and thanking all for attending. SY pointed out that due to the low attendance the meeting would be strictly for discussion as a quorum hadn’t been reached.
DK read the minutes from the meeting held 23rd June 2024, these minutes were proposed by WB and seconded by JB.
Matters arising:
SY advised that plots 5 & 71 has now been let and the new tenants had made excellent progress so far.
Shooting Policy:
SY produced a draft copy of the proposed ‘Shooting Policy’ that has been worked on by Ralph Yorke. A copy of this was handed to PH & SH.
SY went on to say that a lot of information had been gathered from various sources.
JS advised that he had made emailed Jo Tarrant at the Council’s allotment office with regards to the council’s position on shooting, he went onto to advise that Nottingham City Council are not to permit anyone to shoot on communal areas or other people’s plots, but Jo hadn’t given any guidance on tenants shooting on their own plot. JS emailed a copy of the communication during the meeting to SY & PH for transparency.
JB raised the vote that was held at our AGM in March of this year and suggested asking the NSALG for advice. She felt that the key question was whether the plot holder or the Association was the official ‘tenant’.
JS said that further discussion was needed after reading the info that Ralph Yorke had provided and taking into consideration the Council’s position. SY suggested rolling over to the next General Meeting and added that a compromise may be discussed. Not a ‘policy’
SY will also have the information that has been produced put on the website.
Woodchipper:
DK requested that the purchase of the Woodchipper be discussed as the cost of purchasing it would be higher than originally advised. We had originally planned to buy a second hand machine for around £750.00 A new Titan Pro can be purchased for £1249.00. LG asked the question of a warranty as this is something we should get with a new machine. JS advised that this type of machine would come with a 3 year warranty if used in a domestic environment, but only the 1 year in a commercial environment and though are not commercial he would seek clarification on whether we would be considered domestic as an allotment site. There would be restrictions on who could use the machine, and it would be stored off site to keep it secure. Chipping branches will reduce the amount of wood burnt and reduce the effect on the environment.
It was confirmed that plot holders could have fires again as per the burning policy, but the communal bonfire needed to be smaller to avoid excessive smoke.
Proposed New Lease (PNL) & Management Agreement (MA) update:
JS attended a Nottingham Federation of Allotment Gardeners on Saturday 28th September.
The meeting concentrated on the PNL & MA with Martin Harris (NCC Allotment office) and Peter McGuire (Federation Secretary) announcing that after 6 years of lengthy negotiations & discussions all the parties involved, Nottingham City Council, NCC legal department, Nottingham Federation, and the National Society of Allotment & Leisure Gardeners (NSALG), had finally produced a PNL & MA that were suitable for all, but will allow for negotiations for individual site specific needs.
Both documents will be put under the relevant tab on the website for all to access within a few days. JS will supply anyone with a printed copy upon request.
JS advised that Schedule 5 of the MA had been completely re-written (alterations are marked in red) and read through it with those present. He discussed the need to provide all tenants with a tenancy agreement prior to a new lease being signed. This is a requirement of the NCC. They will provide JS with a pro forma.
NCC requires Old Park Farm to provide a site condition report which will involve an assessment and images of each individual plot, pathway, access road, buildings and boundary fences/hedges. This is a huge job although the NCC will provide some help. NCC will also arrange an inspection of the site annually and a record of any changes will be made. They will also advise on any changes or maintenance they want carried out.
The ‘Management Committee of Old Park Farm GHA is ultimately responsible for compliance with the PNL & MA andcan or will be able to set the level of rent charged to cover the cost of any maintenance with or without Tenant approval but would need to be justified to the NCC in a financial plan. Without more help from plot holders at working parties, rents would have to rise to cover the costs of contractors.
JS advised that he started dialogue with NCC with regards to repairs to the pavement along the perimeter bordering plot 1. He had also asked Martin Harris about the status of the road as it is unadopted, yet the NCC maintains the lights.
JS has approached the NCC with regards to any Portacabins that they have mothballed that they may consider donating or selling at relatively low price for use as an office. He is waiting for a response.
AOB
BM suggested that the General Meeting be renamed for clarity, JS agreed to renaming it ‘Quarterly General Meeting’.
SY stood down prior to the close of the meeting thanking everyone and explaining that he would still be available for advice. He was thanked for his long and thoughtful service to the Association.
Meeting closed at 11:50.Next Quarterly General Meeting to be held 5th January 2025.
Old Park Farm Garden Holders Association 