Old Park Farm Garden Holders Association

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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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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Present: Simon Hudson, Jane Bowden, Wendy Thomas, Winnie Beck, John Stooke, Ray Bauser, Mark Robinson, Carol Brier

Apologies: Roy Lawson

Observer: 

Meeting opened at 10.40am

The minutes from the previous meeting held on 14^th August 2022 were accepted without changes.

Matters Arising

• 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. 
• Plot 3:
• Break ins/thefts: Ladders and roller have gone missing.  Seems unlikely to be someone external to the site.
• Keys: In line with the original decision made at the AGM, keys to the hut will not be given to RB.  Instead, the focus will be on sorting out the ‘asbestos shed’ so that items could be stored safely – see below.
• Maintenance: The Maintenance sub group needed 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.

Treasurer’s Report

• Current financial situation:  We currently have about £9000 in the bank of which about £5000 is committed, leaving about £4000 available for spending.  Although this would probably be enough for any plans, it was agreed that we really needed to put together a brief development/financial plan in order to identify likely costs and where we might need to seek outside funding. 
• Spending plans: RB hadn’t produced a plan/costs for the ‘asbestos shed’.  JS had approached 2 companies for quotes on a steel door but both need chasing. JS agreed to organise replacing the roof.

Secretary’s Report

• Rents:  A few rents were still outstanding.  JS and MR would work together on rents in future as chasing up late payers was time consuming. It was agreed to offer some people struggling with the cost-of-living crisis, the option of paying monthly in advance so that their rent demand wouldn’t come as a big block of money.
• Keys:  There’s a problem with people not returning keys meaning that it was possible that ex tenants could access the site.  It was agreed that, in future, key deposits would increase to £40 but that we should not go to the expense of changing the locks.
• Hedges:  Hedges need to be cut over the next few months.  JS to send out letters to gardeners whose hedges were too high and would post a message on the website.
• BBQ and Show: These were successful although there were less people than last year.  The show was good and we made about £70 profit.
• Plot 39:  RL and WT had asked to be considered for plot 39.  RL’s request was rejected as he was asking for a second plot which is not allowed under the Plot Allocation policy unless there is no waiting list.  It was agreed that WT could move from her plot due to the problem of glass pollution.  It was agreed that there should be a working party after WT leaves plot 1 on 1st January, to clear the top 2 layers of plot 4 using some sort of large, possibly mechanical sieve, to extract the glass.  RB to make.  Polytunnel will be left and shed sold for £200.  Another proposal for dealing with overgrown plots was considered.  Steve Williams has offered to clear a plot if he could have it for one free season.  Offer to be considered when appropriate.
• Loaded Trailers and Rubbish brought on site:  RB now has 2 working trailers and the other 2 have been removed.
• Water:  Although we are not using excessive water, there is still a problem with people leaving taps on and not paying fines or being impossible to contact. The previous system using timers was unreliable.  It was agreed that in future the policy should be altered so that after leaving a tap running twice and being warned after the first one, JS will padlock the tap for 2 weeks and give keys only to those other gardeners who share it.  Water will be turned off on November 14^th.
• Honoraria/Job descriptions:  The 3 officers would provide a summary of their roles and responsibilities for the next meeting.  CB to circulate some samples.
• Skips: Both are now full.  In future people need to ensure items that can be burnt are taken to the bonfire in the lower carpark rather than using space in the skip.  A bathtub had also been dumped by someone who had clearly brought it from off site.  JS to follow up this unacceptable behaviour.
• Complaints:  A written complaint had been received about the behaviour of a gardener.  Another, informal, complaint had also been made against the same person.  The complaints referred to aggressive and abusive shouting leading to people feeling uncomfortable whilst at the site.  The formal complaint will be investigated by JS and MR.  The person will be provided with the written complaint and asked to attend a meeting in the polytunnel.  If the informal complaint is put in writing, then this will also be provided and considered.  JS to discuss situation with Jo Tarrant if possible.
• Plot 3:  Following discussion about the structure being built on the plot, it was agreed that, provided the decking is used to support the IBCs to collect and store water, the structure could remain.  If WB wants any further structures on the plot, she must apply to the Committee for permission, in line with the agreement she signed.

Any other Business

Local Federation:  JB and JS had attended a meeting of the local federation where it had been agreed that officers of that group would continue to negotiate with the Council on the new lease and management agreement.  It was agreed that we would join the local federation (cost approximately £25) as we would benefit from this negotiation and also sharing issues with other associations. (JS)

• Christmas Social:  WB proposed having a Christmas social at a local pub.  She would research it and JS to publicise it.
• Community Garden:  CB proposed that we should dedicate one plot to a community garden to benefit a variety of people and groups in the local community.  Generally, people were in favour of the idea in principle.  CB to put together a proposal. 
• Top Gate:  It was agreed that RB would adjust the size of the gateway into the upper allotment site to make access easier.
• Fence round Association hut:  Thanks were given to JS and Martin Spilsbury for installing the new fence.
• Macmillan Coffee Morning:  Had raised £270.

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

Date of next meeting:  To be confirmed

Meeting closed at 12.45pm.

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