Old Park Farm Garden Holders Association

10:30 Chairman to open the meeting

Apologies, Minutes of meeting held 29th January 2023

10:45 Treasurers report

10:55 Secretary’s report

Site security

Razor wire on fence by Hilliarys

Association orchard/Garden

11:10 Business for Discussion

Model Rules

AGM 2023 – Agenda

Nominations & Voting

Proposed plot inspection policy

Maintence/Repairs identified & work party dates

Composting toilet

12:00 Any other business

12:25 Confirmation of next meeting

12:30 Close

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The Committee will next meet on the 5th March 2023.

If any member has a ‘TOPIC’ or ‘SUGGESTION’ that they would like have raised/discused at this meeting, please put it on an email to opfgha.secretary@gmail.com or in writing and post in the post box on the main car park to be recived no later than Monday 20th February 2023.

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MINUTES OF COMMITTEE MEETING

29 th January 2023

Present: Steve Yorke, John Stooke, Mark Robinson, Winnie Beck, Jane
Bowden, Charles Dewa, Wendy Thomas
Apologies: Ray Bauser, Tom Hutchinson, Carol Brier
Observer:
Meeting opened at 10.40am
The minutes from the previous meeting held on 4 th December 2022 were
accepted without change (Proposed WT, seconded by WB).
Matters Arising
 Honoraria/Job descriptions: Job descriptions for the 3 officers
were accepted. In addition the process for voting in elections at
the AGM was discussed. Nomination forms for the Committee to
be sent to tenants by 5 th February. List of candidates and voting
papers to go out prior to AGM.
 Maintenance: The draft terms of reference were agreed for the
maintenance group and WT agreed to take the lead on organising
this group with a view to establishing a list of priorities and then
setting up/advertising, working groups. WT, SY and JS to do a
walk round site to identify issues. WT to ask RB about sieve to
remove glass from plot 4. Communicating with every gardener
remains an issue as not everyone has email. WhatsApp group
might be a possibility although several gardeners don’t have
mobiles.
 Coffee Mornings/Social: WB had organised a social event at the
Holly Tree pub (thanks) and had also set up a proposed list of
coffee mornings and other social events throughout the year
including salad Wednesdays during the summer. She will
advertise these. There will be an evening event at the Beechdale
pub on 29 th April. The draft terms of reference for the Social Group
were accepted and it was agreed that WB and CB should take the
lead on developing this with others who had volunteered. It was
noted that we are not allowed to sell alcohol but could operate on a
BYO basis. Gazebos are available but need using and then taking
down immediately.
 Complaint: The meeting had been held with SY and MR meeting
the subject of the complaint. Ultimately it was clear that during the
altercation both parties had used foul language and insults to each
other. It was agreed that JS and SY should send a letter to each
party advising them of the unacceptability of such language on site
and, that if they cannot be civil, to keep away from one another.
 Asbestos shed: Nothing had been received from RB.
 Community garden: This proposal had been dropped because of
the practical issues involved.
 Car park: The ground was frozen on the date of the work so a new
date would be set by JS. Help still needed.
 Fence/orchard: SY had done the pruning (thanks) and JS is
working on the fence and a gate so that people can access the
orchard (also thanks). JS reported that one of the gardeners had
offered to maintain the orchard area.
 Orders: Items had arrived from Codnor Horticultural and been
advertised on FB along with new prices.
 Trees/Fence: Razor wire to be finished by JS and Steve Williams
as too dangerous for a working party.
 Communication: New website is on hold as CB is too busy
 Stock Control sheet for the shop: MR had drafted this.

Treasurer’s Report
 £8211 in the bank with £2136 available after liabilities plus the
value of the stock meaning we have about £3000 to spend on
improving the site.
 Tax return has been submitted – nothing to pay.
 2022 accounts have gone to the auditor (Perveen Hussain – ex
allotmenteer). There was a £363 surplus.
 It was agreed pay the bill for public liability insurance (£125) which
gives us £10 million cover but does not cover us for fireworks
events nor does it give individual tenants cover. It was agreed
that we need to make an inventory of all equipment owned by the
Association, including serial numbers and photos.

Secretary’s Report
 AGM: Rule change on water policy and inspections will need
clarifying/agreeing at the AGM. SY produced proposed draft rule
change regarding tenants who don’t meet basic standards such as
50% of plot needing to be cultivated. Currently about 13 gardens
are a cause for concern including some where gardeners have
been informed of the need to improve their plot, do so for a short
period and then it is left again. All to consider rule change and JB
to draft inspections policy and procedure focusing on educating
gardeners on what the standards are and focusing on helping
them to succeed. It was agreed that the inspection teams should
focus on those gardens cause the most concern. There needs to
be an update for gardeners about the lease and management
agreement negotiations. JB and JS had attended a very positive
Nottingham Federation meeting and it seems that things are finally
beginning to move although the draft agreement is being
rechecked by the new staff at the Council. The Association has
not yet joined the Federation but will do so once their bank issues
have been resolved. The Federation meetings offer the
opportunity to share experiences and problems with other
allotment associations as well as having a focus for the lease/MA
negotiations. It is also proposed to restart the discussion meetings
with the Council via this group.
 Complaint: A complaint about the Committee had been received
but, following a discussion, the complainant had asked for the
complaint to be put on hold. Some aspects of the complaint were
accepted and JS agreed to post the Minutes and agendas of
meetings as soon as he could.
 A loose-leaf Handbook was proposed to ensure all gardeners had
up to date and easily accessible information about the Association
and were aware of their rights and responsibilities.

Any other Business
Rolled over items:
 Noticeboards: JS is still working on the design of these.
 Following the inspection, RB had been readmitted to the
committee. However, the plot remains in an unsatisfactory state
despite assurances. JS/SH/MR
Date of next meeting: 5 th March, 2023.
Meeting closed at 12.40pm.

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We now have new stock of Compost, unfortunately prices have risen slightly, but not by much.

Mother Earth Multi Purpose Compost 60ltr- £5.00

Farmyard Manure 50ltr – £5.00

4 Plant Growbags – £3.50

I’m around most weekends to open up the hut for sales, but if it is more convenient for you during the week then just email me opfgha.secretary@gmail.com and I will make arrangements for myself or another key holder to open up at an agreed time.

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A delivery of Compost, Manure & Growbags will arrive on Wednesday 25th January. It is expected to arrive at around 0930, a few people to help unload off into the hut would be much appreciated.

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Carol will be hosting a”Coffee Morning” tomorrow Saturday 14th, usual time and place, in the polytunnel from 10:30am.

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4^th December 2022

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

Apologies: Mark Robinson      Observer:  Roy Lawson

Meeting opened at 10.40am

Chair:  Following the resignation of SH, the Secretary had consulted with 6 members and the Treasurer of the Committee, and it was agreed to second Steve Yorke to take over as Chair of the Committee until the next AGM. This was formally ratified by the Committee at the start of the meeting.

The minutes from the previous meeting held on 6^th November 2022 were accepted without changes (Proposed WB, seconded by RB).

Matters Arising

• Break ins/thefts: Ladder had reappeared but still no sign of the roller.
• Honoraria/Job descriptions:  CB had provided some useful outline job descriptions for the 3 officers and MR had also provided one for the Treasurer. JB to draft something for the next meeting. 
• Maintenance: The Maintenance sub group need to meet as a matter of urgency to sort out a priority list of jobs and to organise work parties so that jobs were shared out more fairly.JB/JS/SY to look at draft terms of reference for the group.
• Complaint: JS to set up a meeting to consider the complaint of aggressive behaviour against a tenant.
• Asbestos shed:  RB had obtained a gate and would send a picture of it to JS.

Treasurer’s Report

In the absence of MR, his report was considered and accepted.

Secretary’s Report

• Car park:  JS and Steve Williams will be working on improving the lower car park during the week ending 16^th December. Any help that can be given from others would be much appreciated.
• Skips: being collected shortly
• Community garden:  Although people were in favour of this type of project, 2 previous attempts had failed due to lack of consistent support.  Will be considered when CB produces her proposal.
• Coffee mornings:  It was agreed that it was ok for organisers to make a small profit from running the coffee mornings and that WB would take a lead on developing the social side.  She would produce a diary of planned coffee mornings although it was difficult for CB to do so due to work commitments/scheduling.
• Fence/orchard:  SY to do pruning in the communal orchard and JS to finish off the fence and put in a gate so that people can access the orchard.
• Plot inspections:  SY reported that about 13 plots would have failed the old council inspections for various reasons.  Various proposals were considered but it was agreed that we should develop a points system for inspections that clarifies for tenants exactly what is required, i.e. educate people and provide informal guidance.  There should be a procedure that includes Step 1 (initial inspection), Step 2 (time to improve and a further inspection), Step 3 (eviction).  Those present agreed to be part of a panel of people to carry out inspections.  Key issue is consistency so ‘inspectors’ will need to be trained and work in pairs. JB had produced a checklist in the past and will send it to JS and SY.
• Complaint:  A written complaint had been received from RL.  JS explained how difficult it was to work out the truth of various allegations given that it was a case of “he said, she said”.  He requested that those involved should try to resolve their differences or, if this was not possible, to avoid one another. JS apologised to RL for sending an email which he found upsetting.  JS explained that he had been put in a very difficult situation.

Any other Business

• WB asked for permission to use a chiminea.  As this was similar to the use of wood burning stoves, this was agreed provided that dry wood was used to avoid producing lots of smoke.
• Water usage:  SY reported that 1116.62 cubic metres had been used this year, an increase of 200 cubic metres.  There was a small discrepancy between his and Severn Trent readings which he believed was due to leakage before the leak was fixed.
• Orders: Items for purchase were obtained from Codnor Horticultural.  Prices had gone up, but JS would be putting in an order with a proposed delivery date of 15^th/16^th December.  People wishing to buy from Whitemoor allotments could go there on a Saturday between 11 and 12 midday.
• AGM: SY put forward some draft forms for use at the AGM including nomination forms for the committee.  These need to be sent out by the beginning of February and returned by the end of February.  All committee members to consider these and comment.
• Future meetings location:  WT to find out about whether we could use the scout hut.

Rolled over items:

• Sub committees: JB had drafted some terms of reference. To be considered at a further meeting.
• Noticeboards: JS is still working on the design of these.
• Stock Control sheet for the shop:  JS/MR to devise something
• Following the inspection, RB had been readmitted to the committee.  However, the plot remains in an unsatisfactory state despite assurances.  JS/SH/MR
• Communication: CB agreed to finish the new website ASAP to improve communication.  It was agreed she should add a link to the old site.
• Trees: Razor wire to be finished by RL and RB. 
• Sieve: RB to make for working party for plot 4 to clear glass.

Date of next meeting:  21^st January, 2023.

Meeting closed at 12.05pm.

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Carol will be hosting a “Coffee Morning” starting at 10:30 this coming Saturday 10th December in the polytunnel.

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