Old Park Farm Garden Holders Association

Agenda:

1. Discuss any volunteers for the seconded chair / other Committee member positions
2. Review actions from last CM
3. Organise the next General Meeting for all plot holders
4. Review complaints received
5. Finance update
6. AOB
7. Re-cap actions from today and who is completing them

Present: Lisa Goulbourne, Simon Hudson, Paul Hibbs, Anne-Marie Newton, Michael Graham, Sean Taylor,

Apologies: None

1. Discuss any volunteers for the seconded chair / other Committee member positions:
   • Sean has shown interest in joining the Committee as an Ordinary Member. Committee members voted with unanimous vote of Yes.
   • Two volunteers for the Seconded Chair vacancy: David Murphey & Simon Hudson. After discussion, Committee voted for Simon as Chair until next AGM, but with interest for David to join as an Ordinary Committee member.
2. Review actions from last Committee Meeting:
   • Most actions now completed. We are still waiting for a revised water bill so Lisa will follow up with them again.
   • Anne-Marie will sort out the remaining finance questions on the Council survey.
   • Gate is in progress now and Lisa shared that the council have approved funding for the new fence as well.
3. Organise the next General Meeting for all plot holders:
   • Scheduled for the 14^th March to allow sufficient notice, but without falling on Mothers Day.
   • The Committee reviewed the items requested by the association members to be included in the next GM agenda. Some proposed agenda items were simply a question that the Committee can answer, others were discussion points.
4. Review complaints received:
   • Simon, Anne-Marie, Paul, Sean & Michael to arrange separate meeting to investigate
5. Finance update:
   • Anne-Marie proposed a new “Expenses Policy” to allow a smoother audit process for this year and to provide more robust controls over association expenditure. Committee vote confirmed that proposed Policy should be implemented.
   • Financial budgets will be produced at half-year and year-end intervals which will highlight funds available to spend on improving the site and association.
   • 2024 audit now complete. Anne-Marie to meet with Perveen to commence 2025 audit.
6. AOB:
   • Plot vacancy extension request – Council have advised that no further extension should be allowed despite the poor weather.
   • Defibrilator – we may be able to acquire a Defib machine for the site which, allow we hope we would never have to use, could potentially save someones life if needed. Some concerns as to regulatory compliance such as whether it would need annual service, how it could be stored to that no one could steal it, but it still be freely accessible to all if required etc. If we can resolve the above, we may also speak to St. Johns Ambulance to see if they could come and do some training sessions. Although training isn’t needed with a public defib, it could give people the confidence to use in an emergency.
   • Skips – We will budget for two per year. Lisa will arrange for the next one and request an invoice with BACs payment details. If needs to be paid by card, AMN will speak to bank to arrange a business debit card.
   • Plot 60 – fence leaning on the water tap which could cause costly damage or water leakage. Warning will be issued to resolve or fence will be removed entirely.
   • Discussed other plots that will be issued warnings due to not meeting minimum plot standards. Final warnings will be a 28 days.
   • CP Warehouse – Many members don’t know that we have an account with them. Address and details to be shared to wider members with instructions on how to claim discount
   • Maintenance Van – Simon to look into any specific rules in the lease to prevent it
   • Hedges – Council instructed to have them cut by the 1^st March due to DEFRA regulations on protecting nesting birds.

Actions taken from meeting:

• Arrange a skip – LG
• Post minutes from last GM meeting held on 26/10/26 – LG
• Call water company to chase revised bill – AMN
• Arrange separate meeting for conduct review – SH
• Check for any specific Vehicle on Site restrictions – SH