Please see below the draft meeting minutes from the AGM in March 2024
These will be read out at the AGM tomorrow for discussion and proposed for acceptance by the meeting
I would like to thank the member who took notes at the meeting and drafted these minutes. The time and effort that involved in helping the Association to document its meetings is significant and is appreciated
Please raise any comments on the meeting minutes to the AGM tomorrow – thanks
Minutes of AGM held 24th March 2024
Present: Steve Yorke (SY), John Stooke (JS), Mark Robinson (MR), David Kirkham (DK), Jane Bowden (JB), Winifred Beck (WB), Michael Graham (MG), Kay Graham (KG), Wendy Thomas (WT), Simon Hudson (SH), Barry Mitchell (BM), Lisa Goulbourne (LG), Diane Yorke (DY), Carol Brier (CB), Gary Brier (GB), Charles Dewa (CD), Tom Hutchinson (TH), Paul Hibbs (PH), Melek Portakal (MP), Ralph Yorke (RY)
Full list unavailable but the meeting was quorate
Apologies: Bristows, Robin Roberts
SY opened the meeting at 10:35 by welcoming and thanking everyone for attending.
Minutes from last year’s AGM held on 26th March 2023 were read out by the Chair. These were proposed by Winnie Beck and seconded by Kay Graham.
Matters Arising:
Barry Mitchell complained that documents such as the agenda were still not being signed and dated by the author. JS agreed to deal with this.
Chair’s Report:
SY reported that, following the drought in May and June of 2023, the bill for 4 weeks’ worth of water was £600 and there was major concern about the effect of the water bill on the Association finances. It then rained and continued to do so for most of the summer. However, we need to ensure that we save water in case of future drought.
Inspections took place in September as per the Standards’ Policy. A member complained that the inspectors had entered their plot without permission of the plot holder although they had been invited in by someone working the plot. JS will remind people of inspections in early September although there is a problem with some people not updating or informing him of their e mail or postal addresses. All were asked to ensure that contact details were up to date by contacting JS.
Where plots had to be cleared, skips were ordered at £300.
SY thanked everyone involved with running the Association, including those who had helped at working parties (Committee members and 6 others), Michael Graham and Steve Williams.
Treasurer’s Report:
The accounts for 2023 were outlined and MR confirmed that these had been audited by Perveen Hussain. Mark advised that the balance at the end of 2023 there was a surplus of £835, £8,331 in the bank and approximately £3,300 available. In response to a request for ideas on how that money can be spent, repairs to the roadway were suggested.
As MR is stepping down, he was thanked for his 5 years of work as Treasurer.
The accounts were accepted (Proposed: KG, Seconded: RY)
Secretary’s Report:
JS explained that it had been an extremely busy year and that, consequently, not everything planned or wanted had been achieved.
Currently 6 plots are empty and more people are needed to help with clearing plots so they can be let.
JS stated that he intends standing down as Secretary next year so asked for anyone interested in taking over the post to ‘shadow’ him to learn about what’s involved.
It was suggested that reports and minutes of the previous year’s AGM could be circulated with the agenda rather than reading the minutes out at the start of the meeting. The minutes are also posted on the website so available for all. It was pointed out that some people find it helpful that the minutes are read out.
Proposed New Lease (PNL)
Martin Harris at the Council expects the PNL/Management Agreement to come into effect this year. If we are taken over by the Council, rent will increase to 47p per square metre rather than 13p. Under the new lease, we will no longer get a rebate. Once the 2 documents are finalised, our Registered Rules (with the FCA) will be revised where the documents clash. BM wanted the rules to be changed now, but it was explained that it was better to wait for the final versions of the PNL and MA so further changes weren’t required.
Discussions and Votes: Votes were counted by RY and LG
AGM Change of Date
It was proposed that the AGM should be moved to June in future to encourage attendance. This was agreed.
Proposed Reduction in the Quorum
Given the problem in getting a quorum for General meetings, it was suggested that the required number should be reduced to 15. This was agreed.
£200 Honorariums for the 3 Officers
The legality of these was questioned and whether those that had been paid out should be repaid. JB pointed out that these are ‘thank yous’ to the 3 main officers for their time, work and responsibility in running the Association. They are not ‘salaries’. They are not there to cover any costs incurred and these should be claimed in the usual way with a receipt. It was agreed that the Honorariums should still be paid and there should be no repayment
The Future of Discounts
Anyone claiming a discount on their rent needs to complete a form and provide proof of their eligibility. Currently the reduced income to the Association is taken into account in the rebate from the Council, but this will not apply in future. It will be a flat rate. This means that there will be less money for the Association to do the jobs required. It was agreed to keep the discounts to those eligible.
Shooting Ban
Some members were surprised that guns were being used on site. Others explained that they used them to kill rats. JS had tried to find out about the legal situation regarding guns on site, but it was confusing. PH stated that he had been given permission by the Council to shoot and agreed to send the email to JS. It seems that the decision is down to the Association and if people vote to allow shooting on site, then a policy will need to be drafted and agreed at a General Meeting. This will need to cover Health and Safety and public liability insurance. 2 votes were taken. It was agreed to ban shooting on site. It was agreed to produce a policy on shooting. JS stated that the second vote on the production of a policy overrode the one banning shooting on site. JB disagreed.
Eligibility for becoming a Committee Member
It was proposed that people who have resigned from the committee following misconduct or been asked to leave due to misconduct, should be barred from serving on the Committee again. This was agreed.
Lock Change
Changing the locks will cost at least £1,400 but currently we only have 3 functioning locks on the 3 gates. The proposal was that the committee should be authorised to spend the money required to change the locks when it was needed. This was agreed.
Purchase of a Chipper
Given the number of trees that need to be cleared and the environmental benefits of chipping rather than burning, the proposal was that the Association should purchase a chipper. This was agreed
Meetings
Committee meetings had been ‘open’ to members until June 2023 with people being allowed to contribute to discussions. This was done to encourage participation and involvement and improve decision making, but was changed because some members were aggressive and members of the Committee had felt intimidated and threatened.
It was proposed that there should be 4 General Meetings per year in future: 1 AGM and 3 GMs spread through the year (March, June, September, December). This was agreed.
Election of Officers and New Committee
All members had been invited by letter to stand for the Committee, either as officers or ordinary members. Once nominations had been received, all members were given the opportunity to vote and, if they wished, to object to nominees. The results of the secret ballot were:
Officers:
Chair – Steve Yorke
Secretary – John Stooke
Treasurer – Dave Kirkham
Steve Williams to be co-opted and this ratified at the next AGM or GM.
Ordinary Committee Members:
Winifred Beck
Jane Bowden
Charles Dewa
Tom Hutchinson
Wendy Thomas
AOB
Potholes: Especially near the main (middle) gate are a problem. JS explained that as so few people had turned up to Working Parties, it was impossible to do all the jobs required. In future it may be necessary to put up rents so that contractors can be employed to complete jobs.
Holes in Old Coach Road are also a problem. SY to contact the companies on the road to ask for assistance in repairing the road.
Communication: WT to put up laminated notices advertising working parties and JS to send out a calendar. People were asked to ensure contact details were up to date, especially e mail addresses and that they had opted in to receiving e mail notifications and Facebook messages.
Moving Plots: It was alleged that Committee members were being favoured when plots became vacant. Recent ‘swaps’ were discussed. To avoid any misunderstandings, it was agreed that any request to move or to have an additional plot should be put in writing and that the Secretary would respond in writing. However, it was pointed out that, in line with the Lettings Policy, while there were people on the waiting list for plots, current plot holders could only be given an additional plot in exceptional circumstances, e.g. if the plot was ‘unlettable’ due to glass all over the plot.
Removal of Tenant: The meeting had been disturbed multiple times by a tenant whose tenancy had been rescinded and plot cleared. The Secretary and Chair explained how they had attempted to contact her on numerous occasions and had arranged to meet her on site to discuss both the state of the plot and subsequently, following notice to quit, to give her time to remove any personal items from the plot. She had not turned up although she had confirmed that the contact details held for her were correct so she should have had the e mails and letters sent to her. She was asked to provide a list of any items that she had left on the plot so that JS could source some replacements for her.
Banned Tenant: One tenant had been evicted from the site in line with the Standards Policy. He had also been banned from site due to his behaviour towards other tenants. SH asked for the ban to be lifted so that the ex – tenant could do maintenance work on site. This will be considered at the next Committee meeting.
Close:
Meeting closed at 2.40pm.
Old Park Farm Garden Holders Association 