Old Park Farm Garden Holders Association

Minutes of AGM held 19^th July 2026

A meeting had been held on Saturday 13^th June at which the officers had presented their reports, some issues were discussed and some votes were taken.  The meeting had not been quorate however, so all votes were null and void.  As a result, this new meeting was arranged and the voting was redone.  The two reports from the officers given at the June meeting are attached.  Items discussed at the 13.6.26 meeting are shown in blue.  Items agreed at the July AGM are indicated in red.

Present: See attached list.  3 officers from the Nottingham Federation were present at both meetings to provide advice and information at the first, and to oversee the election process at the second.

Apologies: None

In the absence of a Chair, Anne-Marie Newton (Treasurer) opened the meeting at 10.40am by welcoming and thanking everyone for attending.  She reminded people of the reason for this second meeting and confirmed that it was quorate

Minutes from last year’s AGM.  At the 13.6.26 meeting AMN had read out the minutes of the last AGM and these were proposed by SH and seconded by CD as correct.

Chair’s Report:  In the absence of a Chair, there was no report at either meeting

Treasurer’s Report: See attached paper for full details.  In summary, the financial balance at the end of December 2025 was £8554.48, nearly £900 lower than the previous year.  This is due to having 2 rent bills to pay in the current year as well as 3 skips.  This large expense was mitigated by several steps taken by the Committee to increase funds and cut costs (see paper). 

Currently the Association has £1183.63 available to spend before income increases again when rents are due in the autumn.  The Committee is open to suggestions for how this money should be spent but currently recommend that it should be used for security cameras to protect the site, especially the main gates.

Secretary’s Report:  See attached paper for full details.  In summary, LG has been extremely active in developing the Association, its resources (e.g. chippings, fencing materials) and its finances.  17 plots have been let resulting in additional income and major improvements have been made without the Association having to pay for them.  She has been closely involved with the NFALG, particularly in working on the new lease and Management Agreement. 

At the 13.6.26 meeting there had been a discussion about whether tenants could be evicted from the site by the Committee or it needed to be approved at a General Meeting.  Pete McGuire explained that the Committee could terminate a tenancy in line with their responsibility to ensure plot holders kept to the local rules and the Allotment Acts, e.g. maintaining their plot properly.  Termination of membership of the Association should be approved by members of the Association at a General Meeting.

There was also a discussion about the Standards policy when it was pointed out that this should be used to help people meet standards required rather than punitive. This policy will be reviewed along with all the others as part of the new Lease process.

Election of Officers and New Committee

Visitors were asked to leave the meeting during the voting process.  Nomination forms had been available to all members and applicants were asked to give a 3 minute talk in support of their application for all posts.  There was a strong emphasis on the need to work co-operatively together and to develop a positive, community atmosphere.  Following these, votes were cast and counted by members of the Federation.  The results were:

Officers:                                                       

Chair:  David Murfet                           

Secretary:  Carol Brier              

Treasurer:   Anne-Marie Newton                            

Ordinary Committee Members:

Tom Jeavons

Shaun Taylor

Paul Hibbs

Marcia Nichols

Michael Graham

Lorenzo Hines                          

Following the voting in of the new Committee, items considered at the June meeting were put to the vote again.

1. Water:  As at 5.6.26 our account is £82 in credit but given the weather this is unlikely to continue.  Over the past 2 years our bills have increased by 50%.  BM suggested having meters installed on each plot, but this was not considered practicable.  Pete McGuire suggested approaching Martin Harris at the Council with 3 bills, to see if we can get on to the Council tariff with Severn-Trent rather than WaterPlus. In the meantime, it was proposed to increase the charge for water by a percentage to be calculated.  In principle, this was agreed but needed ratifying at a GM once the percentage had been calculated. This proposal was agreed at the 19.7.26 meeting.
2. Rent Increase:  Rents had not been increased for some time.  It was agreed that there should be an increase of 5% on next year’s rents.  This was agreed at the 19.7.26 meeting.
3. Honoraria: No honorariums had been taken in the past 4 years although it remained on the accounts.  Dave Murfet suggested providing a discount to Committee members and officers once they had completed a full year of office to encourage volunteers.  It was agreed that the Committee should consider this and put it to a General Meeting.  It was agreed at the 19.7.26 meeting to discontinue Honoraria.
4. Complaints Procedure:  This needs to be reviewed along with all the other Policies, Procedures and Rules of the Association.  It was agreed to participate in a Federation run workshop to update all these things.  This was agreed at the 19.7.26 meeting.
5. Community Orchard:  Steve Williams raised the question of maintenance, security and access to the community orchard.  The Federation has an apple press we could borrow.  It was agreed to set up a group with responsibility for the orchard.  This was agreed.

This was agreed at the 19.7.26 meeting. The members of the group to be Ray B, David M, Tom H, Steve Y, Steve W, Michael G., Anne-Marie N., and Lisa G.

Other items discussed at 13.6.26 meeting:

• Working parties:  There had been very poor attendance.  More advertising was needed.
• Rat poison:  A fox had died on site, possibly because of rat poison. It should not be used on site.
• (Needs a vote and rules amending)
• Minutes and agendas:  These need to go out promptly.
• More frequent inspections were suggested rather than just one in August, and this was agreed. 
• This will need ratifying at a GM with proposals on frequency and timing.

Present at the Meeting (plot number in brackets)

• Anne-Marie Newton (64)
• Anthony Pearson (51)
• Balwant Tumber (6)
• Barry Mitchell (81)
• Callum Gough (73)
• Carol Brier (80)
• Charles Dewa  (56/57)
• Chris Skinner (23/24)
• Christine Scothern (75)
• Cullen Gill (48)
• David Goulding (38)
• David Murfet (46)
• Diane Yorke  (19)
• Ian Carmichael (74)
• Jane Bowden (79A)
• Kay Graham (49)
• Lesley Hurst (47)
• Lisa Goulbourne (1)
• Lorenzo Hines (52)
• Marcia Nichols (15)
• Melek Portakal (79C)
• Michael Graham (66)
• Paul Sanders (18)
• Paul Hibbs (83),
• Richard Ravenhill (29)
• Ray Bauser (27)
• Sarah Mugabe (12)
• Shaun Taylor (84)
• Simon Hudson (82)
• Steve Yorke (67)
• Tom Hutchinson (61)
• Tom Jeavons (34)
• Winifred Beck (3, 43, 44, 45)

Visitors

• Colin Nicholson (Federation Secretary)
• Emma Atkinson
• Mick Jackson (Federation Chair)
• Pete McGuire (Federation)
• S. Atkinson
• Sean Gough

Lisa Goldborne Report June 2026

Over the past year, I have worked incredibly hard to move our Association forward and make real, lasting improvements to our site. One of the biggest achievements has been letting 17 plots over the course of the year. This has significantly increased our income and helped strengthen the Association’s financial position.

You have also seen progress on a number of improvements that members have been asking for for many years. I worked hard to secure agreement for major capital works at no cost to the Association, like the rail fence the hut roof. And the top gate that has already been repaired and the asbestos removal was also achieved. I also worked closely alongside another member to achieve improvements to the lane surface, These are important investments in the future of our site and will benefit all plot holders.

Financially, the Association is in a stronger position than this time last year. Our account balance is around 300 pounds higher, despite having paid for three skips this year, two rent payments and renewing the National Allotment Society membership, which had lapsed before I took on the role. I believe this demonstrates careful financial management while continuing to invest in the site.

I have also taken a very hands-on approach. I have made myself available on the site most days, helping wherever needed. I have regularly brought in chippings and fencing materials, making them freely available for any plot holder who could make use of them. My aim has always been to support members and improve the site in practical ways.

Throughout the year, I have attended every NFALG meeting on behalf of our Association, ensuring that our site has been represented and that we benefit from the support, advice, and opportunities available. Looking back over the last year, I am proud of what has been achieved. There is always more to do, but I believe we have made genuine progress, strengthened the Association’s position, and laid solid foundations for the future.

I’d like the opportunity to continue building on that progress. There are still important projects to complete, including progressing the lease and seeing our planned improvements through to completion. I remain committed to working hard for every plot holder and doing what is in the best interests of the Association. For those reasons, I would be grateful for your support and your vote to allow me to continue in this role for another year. Thank you.

Treasurer Report June 2026

The financial balance at the end of Dec 2025 was £8,554.48, which was £882.54 lower than December 2024.

The current balance in our bank and cash account is £6,743.63; this is approx. £200 lower than it was at this time last year.

However, this is a significant success as we have had a back log of two separate council rent invoices to pay since September last year. The primary reason that the financial situation is as positive as it is due to several measures that the Committee have put in place to mitigate against the risk of running out of funds.

• We have introduced a new prudent spending and expenses process.
• Lisa has managed to source some essential materials free of charge
• And all vacant plots (bar one recent one) have now been let out which has led to additional income to the association through.
• We also identified some overbilling from our water provider and corrected this, which lead to a large credit that has covered our usage for most of the year to date.

Based on all the upcoming or potential liabilities and expenses for the association between now and 31st August 2026, we have a total available cash of £1,183.63. This is a little higher than last year. As a non-profit making organisation, we are open to suggestions as to how these funds may be best utilised to benefit the association, including social events etc. My recommendation would also be that we investigate the cost of some security cameras to protect the site and the main gates.

Mins prepared by Jane Bowden