Old Park Farm Garden Holders Association

OLD PARK FARM GHA

MINUTES OF COMMITTEE MEETING

2^nd February 2025

Association Polytunnel

Present: Winnie Beck, Charles Dewa, Michael Graham, Tom Hutchinson, David Kirkham, Melek Portakal, John Stooke

Apologies: None

Matters Arising

• The minutes of the meeting on 8th December had not been drafted yet
• These are with Ralph Yorke, Dave to ask Ralph if he has made any progress

Chairman’s Report

• Dave informed the Committee that Wendy and Ralph had offered their resignation from the Committee
• Dave thanked them for the time they had given to the Association by being on the Committee
• Unfortunately, this means that the Committee does not have its full number of members
• Dave made an open invitation for members to put themselves forward to be Committee members
• Dave to put a post on the website informing all members of the situation asking for volunteers and stating the consequences if the Committee and Association does not function as it should to include the impact on rents if the Association is run directly by the Council

Treasurer’s Report

• Dave informed the Committee that the Association bank balance is sufficient to support normal expenses over the next year
• The accounts up to the end of January 2025 were circulated in advance of the meeting to committee members explaining that there are not many transactions this time of year 
• Dave has contacted the auditor from last year who had agreed to audit the accounts again

Secretary’s Report

• John stated that the quote for new keys and padlocks was c £1,700 last year
• The Committee encouraged John to ask for a fresh quote as the Association needed to improve the security of the site  
• The potential for raising the deposit for keys to £50 per key was discussed to support the recovery of keys from members
• John noted the expense had been authorised at the last AGM
• John, as supported by the Committee, to obtain new keys and padlocks
• The issue of break ins through the railway fence was discussed
• The fence had been cut many times recently allowing access from the railway line to the site
• It was agreed in practical terms if would be for the Association to identify the solution to this issue as Network Rail appears unlikely to repair the fence
• The option of planting blackthorn bushes along the boundary was discussed, as was the erection of a timber fence
• John was asked to review the options
• The situation concerning a member was discussed at length
• Committee Members reported that they had observed this member removing slabs from a plot that was in the control of the Association
• When the Committee Members challenged the member on behalf of the Association, the discussion became difficult, and the Committee members were disappointed that the member did not respect their role on behalf of the Association
• John read his text conversation with the member to the Committee, in that conversation the member clearly admitted entering plot 41 and taking the slabs. 
• The member’s actions were discussed, and it was concluded that they had broken the rules of the Association
• It was also noted that the member had been involved in other incidents that had led to the Association taking informal and formal action in the over a period of time
• Committee members said that the member was a disruptive influence on other members of the Association, and his actions had caused the Association significant additional work
• Some Committee members felt that the Association had given the member the benefit of the doubt for too long, and the member had not acted on many requests to find a way to work constructively with the Association
• Some Committee members said that they would consider their positions on the Committee if this situation was not resolved satisfactorily and in the best interests of the Association because of the difficulties the member created to them personally and the Association
• It was agreed that a Notice to Quit letter should be served on the member
• The Committee was unanimous in supporting the Secretary to take this action
• Barry had joined John at the Nottingham Federation AGM
• John reported that Martin Harris from the Council intended to work on the new lease again in the next few months
• The new lease requires a survey to be completed on the site and a drone would be a suitable way to complete the survey
• David Stirland was identified as the Deputy Regional Rep for the East Midlands for the National Allotment Association
• He is a contact for training to Allotment Association Chairman, Secretaries and Treasurers
• The issue of rats and guinea pig manure was discussed

Any other Business

• John suggested that we should wait until April to make a decision whether the Association should have a show/event this year

Date of next meeting:  10.30am on 13^th April 2024 in the Association polytunnel

It was noted that the next general meeting was planned for 2^nd march

Meeting closed