Old Park Farm Garden Holders Association

Present: Steve Yorke, John Stooke, Winnie Beck, Jane Bowden, Charles Dewa, Tom Hutchison, Wendy Thomas

Apologies: Carol Brier, Mark Robinson

Meeting opened at 10.35 am and the minutes from the previous meeting held on November 2023 were read out by SY and accepted without change (Proposed TH, seconded by WB).

Matters Arising

• WT to produce laminated food disclaimer re allergies for the BBQ
• There was no further news re the theft of Ray’s trailer.
• WT to advertise next working party around the site and online, stressing free food and that it coincides with burning day.
• JB had had no response from the local councillors regarding the lease – will follow up.

Chair’s Report

• SY indicated that he has decided to continue as Chair until the AGM and will review the situation then.
• Hedges: The following gardeners will receive a reminder from JS about the need to deal with hedges as soon as possible and certainly by 1^st February: Simon Hudson, Richard Cripps, Marcia Scott Nicholls, Teresa Nasen, Cyndel Thomas, David Murfitt, Lorenzo, Matthew Bauley. The next WP will help with the hedges between 12 and 13 and between Richard Cripps and Teresa Nasen (70-71).
• SY reported that he had returned the Honorarium that he had been given

Treasurer’s Report

• Financial Situation: As MR was unavailable, JS reported that he believed £10120 was now in the bank with approximately £4000 available after liabilities, plus the value of the small amount of remaining stock. All tenants offered new leases had now paid. The only potential issue with outgoings is the possible cost of replacing the locks and keys.
• There had been no expenditure on stock as transporting and unloading heavy items was a problem. Eventually, it is hoped to widen the entrance to the hut so that pallets can be transported on a trolley rather than carried and that deliveries can be made by truck on planned dates so that more gardeners can assist in unloading.

Secretary’s Report

• JS indicated that he is willing to stand as Secretary again this year, but this would be his final time as he would like to commit more time to family as he will soon become a grandad. It would be useful to have someone ‘shadow’ JS so that they know what is involved.
• Roles of office holders were discussed and the 3 current postholders were asked to review the Role Descriptions posted on the website.
• To reduce the burden on the Secretary, it was agreed to develop the role of ‘Lettings Secretary’. JB and TH offered to help JS with interviewing potential tenants. JS/SY to provide checklist of items to cover during the interviews.
• Large concrete block is being broken down and removed by JS
• Many lanes are flooded and now in a bad way as people have continued to drive on them, often in a way that churned up the mud. It was proposed that some tracks should be blocked semi permanently as some gardeners simply ignored cones used as a temporary block. JS to investigate.
• Main gate: Repairing the slope from the main gate with concrete is a priority. Tarmac would not be appropriate due to slope and expense.
• Plot Vacancies/Lettings: 26, 42 and 60 have been let. 2, 4, 5, 13, 21, 40, 50 and 64 are to be let. Plot 5 will be available within 2 weeks.
• Wilf’s plot: Michael Graham is trying to contact Wilf’s son, Neville, as there is real concern over Wilf’s health and safety both on site and en route to site
• Water: In total during 2023 we have used 783 cubic metres compared to 2022. However, half 2023’s amount was used in just 2 months (May and June). The total water bill was £1465.
• 17^th December meeting re Ray: Ray has handed over his keys and received his deposit back. He has asked a number of people to store items for him on their allotments but, as this is inappropriate, will be asked to remove these, as well as his trailer. He has indicated that he will continue to visit friends at the site, but if he wishes to visit to remove items, he has been informed that he needs to ask permission of Michael Graham, JS or SY beforehand.
• Working Party jobs: Hedges (12/13 and 70/71 as mentioned above), clearing plots 13 and 50, filling ruts in the bottom avenue and putting grids down in the railway car park.
• Fundraising: JS is collecting aluminium cans to raise money for the Association. Please leave any (preferably flattened) in the polytunnel for him.
• New Lease: No progress. AGM of local Federation on 27^th January. JB and SY to attend as JS unavailable.
• Communication: JS felt that communication would be improved by having a secure Committee office on site. A WhatsApp group for the Committee was also suggested.

Items for AGM on 24^th March:

• Should discounts be scrapped? Currently about18 people get a 25% discount. In future this will have to be funded by the Association.
• Should Honorariums be scrapped and replaced with providing the 3 officers with a sum from petty cash to cover expenses?
• Should shooting be banned on the site? JB to draft policy.
• Should locks be changed?

Any other Business

• Nature survey was recommended at Federation meeting as a way of getting protection for the site. Keep in mind for the future.
• Vandalism: Hole in Hillarys’ fence needs repairing. Michael Graham to visit Hillarys’ to ask them to strengthen fence. Damage likely to be the work of kids who possibly climbed into site using overhanging tree near gate which needs pruning.

Rolled over items:

• Website: Needs updating and some information reorganising
• Composting toilet
• Lower car park
• Notice boards
• Defibrillator WT to continue searching for one that doesn’t need mains electricity
• Inventory – JB asked for help in moving items out of the hut so they can be photographed

Meeting closed at 1pm.

Date of next meeting: Sunday 25^th February 2024 in the Scout Hut

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Present: Steve Yorke, John Stooke, Mark Robinson, Winnie Beck, Jane Bowden, Charles Dewa, Tom Hutchison

Apologies: Carol Brier, Wendy Thomas

Observers: David Kirkham, Mick Tagg, Barry Mitchell, Michael Graham, Simon Hudson, Paul Hibbs, Diane Yorke, Ray Bauser, Rebecca Whiley, Ralph Yorke, Martin Spilsbury

Meeting opened at 10.35 am and the minutes from the previous meeting held on 1^st October 2023 were read out by SY and accepted without change (Proposed WB, seconded by TH).

A 2 minute silence was held at 11am for Armistice Day.

Treasurer’s Report

• Financial Situation: £8889 in the bank with £2814 available after liabilities, plus the value of the stock. The amount will increase as there are still some rents outstanding from those offered leases following a recent inspection. The only potential issue with outgoings is the possible cost of replacing the locks and keys. MR advised that our financial situation is fine.

Secretary’s Report

• SY (and the rest of the Committee) welcomed JS back. He remarked on how much work was involved in the role of Secretary.
• JS thanked everyone for their good wishes whilst he had been unwell. He explained that, following lots of discussion with his family and members of the Committee, he would like to continue as Secretary.
• He wished to make it clear that although Lisa’s email was ‘the straw that broke the camel’s back’, she was not responsible for his situation. Sadly, her email was not the worst that he had received as Secretary.

Matters Arising and Chair’s Report.

• Plot inspections and Plans: 14 people had not been offered rent bills in September. Following a further inspection, 4 plots had continued to fail to meet the standard required. One of these plotholders had decided to leave, two, Ray and Patsy, had been informed of their failure and invited to attend the meeting, and one was Wilf, a special case. Of the newly issued bills, 6 were still to be paid.
• Ray was given the opportunity to defend himself and outlined work that he had done for the Association. Members of the Committee inspected his plot again before a vote was taken. The Committee voted 5 – 1 in favour of not offering Ray a lease. However, following a suggestion from JS, it was decided to offer Ray the opportunity to clear up his plot within the next 4 weeks or be evicted. Ray confirmed that he understood the seriousness of his situation and committed to sorting the plot out. JS to send letter confirming the decision with a further, final inspection by the Committee on 17^th December.
• Patsy had not turned up to the meeting and had not sent a message. However, in the interests of fairness it was decided to vote on the same proposal for her and this was carried by 5 votes to 1. JS to send letter confirming the decision.
• Wilf’s family have blitzed the plot, but it is still in a bad state. Michael Graham is trying to contact Wilf’s son to get it sorted out.
• Hedges and Trees: There had been 3 complaints about Simon’s hedges, particularly the one bordering Old Coach Road. Others have also been reminded about getting hedges cut in this period when birds are not nesting. All hedges must be down to the regulation height by 1^st February 2024 at the latest. A number of trees are becoming overgrown and need reducing or removing. SY explained that this work was not suitable for working parties (too dangerous) but that various people would be tackling the identified trees once the leaves had fallen.
• Plot Changes: It was agreed that Marcia Nicholls and her husband should be added as co-tenants to Ronnie’s lease. If they take over fully at some point, they will have to complete a 6 month probationary period. As previously discussed a number of plot changes had taken place: Carol from plot 5 to 78, Lesley from plot 40 to 47 and Michael Graham from 47 to 25. JS has moved to plot 29 as it means that he will be nearer to the Association Hut/shop. He proposed putting up a CCTV camera in his garden to cover the main drive.
• Kitchen: WB asked permission to move the kitchen so that it would be under the tree near to CD’s plot and wished to build a roof over it. JS pointed out that the original request had been simply for some decking and the project had grown hugely. He wondered when it would stop. It was pointed out that if she positioned the kitchen under the tree, it would be at her own risk. Also, this was a tree which is to be reduced so that may affect her situation.
• Vacancies: There are about 9 plots to let. JS and SY will shortly be contacting those on the waiting list to assess their suitability.
• Theft: Sadly, there had been 2 more reports of serious thefts from the site. A large bag of roadstone, purchased by the Association as part of the plan to improve a car park had been emptied. 2 people had been found taking some of it but claimed that they had only taken a small amount which had been used to improve the entrance to their plots from the lane. This means that the Association will have to pay for another load of roadstone. Secondly, Ray reported that his cattle box had been stolen from the ’bonfire’ car park at some point between 31^st October and 1^st November. A number of expensive items were inside the box including a quad bike and engine hoist. The thief/thieves must have inflated the tyres, hitched the box to a vehicle and left via the main gate, meaning that they had a key. The police have been informed and Ray is hopeful of getting CCTV footage. JS to put out a request to all members for information either directly to him, SY or via 101. There is also a suspicion that there had been an attempted break in to Ray’s shed.
• Security/Lock Change: Following on from the previous issue there was a discussion about changing the locks as so many keys have been lost or not returned over the years. There is the additional problem that we now only have 3 working locks and cannot get additional ones. To replace all locks and keys would cost about £2200 and would more or less wipe out all our money. It was suggested that the deposit for keys should be increased again (currently £40), those leaving the site should be visited at home if they fail to return their key, we should consider funding a security camera (about £10 per month). The question of replacing the locks should be put to the AGM. It may be possible to get some funding to help us with security – JB to contact NSALG.
• Damage to fence: The main perimeter fence near to WB’s plot has been damaged again by lorries backing into it as they turned. The Council has been asked for CCTV footage but will only release it to the Police.
• Food Hygiene: A complaint had been received about the cooking at the BBQ. It was agreed that next year vegetarian and meat products would be heated at separate stations, and all involved would be reminded about wearing gloves and keeping utensils separate.
• Barry’s requests: SY explained that the NSALG had confirmed to JS that the Committee was operating correctly in line with the Registered Rules. JS agreed to add a link to the website to the relevant Acts of Parliament and any other documents that might be of interest to the membership. It was agreed that educating the membership about their role in a Co-operative as vital.
• Federation News: JS and SY had attended the latest meeting but no progress had been made as Martin Harris, the Council Officer responsible would not respond to requests for meetings or information. At the request of the Federation sub committee, JB had sent an email asking for support from our local councillors and would chase up a response. The next local Federation general meeting would be in January.
• Items for AGM:
  • Should discounts be scrapped?
  • Should Honorariums be scrapped and replaced with providing the 3 officers with a sum from petty cash to cover expenses?
  • Should shooting be banned on the site? This had been discussed extensively before, but no final decision made. Advice from the council and other places had been indeterminate. Following further discussion, it was agreed that a policy on this should be put to the AGM, but in the meantime, only vermin on the ground, i.e. below the horizontal, can be shot. Anyone shooting should have a gun club licence giving them public liability insurance and should take every care to ensure the safety of others.

Any other Business

• Water: Water will be turned off after November 13^th
• Working parties: In future working parties will be held once a month on Burning Days so that everyone knows when they are, and the Committee can also monitor smoke.
• Maintenance and Security: Michael Graham has agreed to take on a role focusing on maintenance and security around the site. This formalises what he has been doing informally. This was agreed.

Rolled over items:

• Website: Needs updating and some information reorganising
• Composting toilet
• Lower car park
• Notice boards

Meeting closed at 1pm.

Date of next meeting: Sunday 7^th January 2024 in the Scout Hut

Sunday 17^th December, in the polytunnel to review Ray’s and Patsy’s plots.

Please note that, all members are more than welcome to attend Committee meetings and enter into debates (although they cannot vote). This will enable you to know what the Committee does and to contribute to the running of the Association.

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