Present: Steve Yorke, Mark Robinson, Winnie Beck, Jane Bowden, Carol Brier, Charles Dewa, Tom Hutchison
Apologies:
Observers: David Kirkham, Mick Tagg, Barry Mitchell, Michael Graham, Simon Hudson, Paul Hibbs, Diane Yorke, Roy Lawson
Meeting opened at 10.30 am and the minutes from the previous meeting held on 20th August 2023 were read out by SY and accepted without change (Proposed WB, seconded by TH).
Matters Arising.
Were covered during the meeting
Treasurer’s Report
• Financial Situation: £7647 in the bank with £3342 available after liabilities plus the value of the stock. The amount will increase as there are still some rents outstanding – 5 not paid and 14 not been offered a lease until improvements are made. The only potential issue with outgoings is the possible cost of replacing the locks and keys. MR advised that our financial situation is fine. The new tables had been purchased.
Secretary’s Report
As acting Secretary, SY reported that he and MR were keeping things ticking over although the negotiation over the new lease may be problematic without a Secretary.
• OPFGHA had accepted the invitation of the local federation to be in the first round of negotiations given that our lease would be one of the earliest to run out.
• BBQ and Show: Had gone well. Costs were £140 (drinks), £187 + £22 (food), £74 (utensils/disposables) giving a total of £424. Receipts were £240 (raffle), £147 (auction), £170 (donations) giving a total of £557 meaning a net profit of £133. Although the aim is not to make a profit, this is very welcome, especially the amount received in donations. There was a vote of thanks to JS for all the hard work that he put into this event.
• Plot inspections and Plans: 14 people had not been offered rent bills in line with the new inspections policy. All have been spoken to and given guidance on improvements required by 1st November when a further inspection will be made. Trees and hedges are the main issue. One member offers a hedge cutting for a fee to be negotiated with the tenant in a private arrangement.
• Vacancies: There are about 10 plots to let and about 18 people on the waiting list. SY will be meeting prospective tenants and proposes a more stringent assessment of their commitment.
• Rent bills: All have been sent out.
• Theft: Sadly, there had been 2 reports of theft from plots with fruit and tools being stolen. SY reiterated that if anyone was caught stealing, they would be evicted from the site immediately. No-one should enter another plot uninvited unless there was a suspected emergency, concern over water being wasted or the plot was being inspected. SY advised against people locking themselves inside their plot whilst working in case of accident or illness.
• Abuse: There have been a number of cases in which abuse has been reported. If verbal abuse is witnessed or if it is written, the perpetrator will be dealt with in line with the policy and may eventually be expelled. Generally, it is better to try to resolve things between each other or where there is known to be animosity, to avoid each other. If issues cannot be resolved, then members are advised to approach a Committee member.
• Burning: Given recent complaints the Committee will monitor the smoke produced on burning days. Tenants should take care to reduce the smoke produced by ensuring their fire burns fiercely rather than smouldering, that items on it are appropriate and are dry. No plastic may be burned. Consider not burning if it is a hot day when neighbours will have windows open. Use the communal bonfire organised by SY and be prepared to assist him with it.
• Plot moves: A number of moves have been agreed subject to certain conditions. CB will take on Bernard’s old plot provided that she replaces the fence in her old plot and leaves it in good shape. Michael is moving to Jim Goldie’s old plot provided that the caravan on it is removed and his fence is sorted out. Plot 66 has been let to Althera and Adam. This gives them a second plot, but it was agreed to do this as an exceptional case as the plot is severely neglected and unattractive to prospective tenants and takes account of the good work that Althera and Adam have done over the years on their current plot.
• Requests for change of plot/additional plot: In future it was agreed that any requests for plot changes should be put in writing and the response of the Secretary should also be in writing to avoid any miscommunication and ensure transparency.
• Email from Lisa Goulbourne (Plot 1) and JS’s Reply: The two emails were read out. There was some disquiet about the tone and content of the email from Lisa. It was noted that whatever had or had not been said to her, it would be highly unusual for a person to be given a second plot after such a short amount of time even though it was recognised that she had made good progress on her current plot. As there were still people on the waiting list, current plot holders should not be given second plots as per the Letting Policy. In relation to her complaint about the road stone not being used, it was noted that anyone can use it to fill in potholes at any time or can join the working parties. Few people had volunteered for the last one, possibly due to it being advertised at short notice. It was proposed that in future working parties should be held on a regular day, e.g. Burning Sunday, so everyone knew when they were. In conclusion, no-one wished to pursue the proposed vote of no confidence. During the discussion it was noted that the Secretary’s job is voluntary, often not seen or appreciated and is particularly demanding. It is really important that people look at issues from the whole Association perspective, not just their own. It was also pointed out that members need to be respectful of each other, particularly those working to keep the Association running.
• Carol’s query: Already dealt with
• Barry Mitchell’s emails: Barry had asked for 3 items to be placed on the agenda:
a. The method of getting items onto the Agenda. SY explained that he had added ‘stevebee’ as an additional means of people sending items to him for consideration at a Committee meeting. They could still contact him directly. If they miss the agenda being published, then things can still be brought up under AOB.
b. Committee Meetings: Barry had contacted the National Society to ask about having an open meeting before the Committee meeting. It was felt that this would be too onerous and that the current situation in which any member was free to attend meetings and could speak at them was sufficient and working well.
c. Response from NSALG: Barry had also written to the National Association to ask about the need to have a General Meeting whenever a member is being asked to leave the Association, e.g. following a series of unsatisfactory inspections. The response from the Legal Advisor at the NSALG was that we are currently following our Registered Rules correctly. Barry disagreed with this advice and was advised to hold a separate meeting with any others who shared his views. It was pointed out by several people present during the long debate over this that that there was a need to be pragmatic in order to keep the Association functioning in a timely manner. In addition, much time and energy can be wasted by focusing too much on specific issues rather than managing the site responsibly and practically.
Any other Business
• Water: Water will be turned off after November 5th
• EGM: An EGM had been proposed in order to elect a new Secretary, but this was postponed pending a decision from John Stooke.
Rolled over items:
Meeting closed at 12.16pm.
Date of next meeting: Sunday 12th November in the polytunnel
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.
Old Park Farm Garden Holders Association 