MINUTES OF COMMITTEE MEETING
29 th May 2022
Present: John Stooke, Simon Hudson, Jane Bowden, Wendy Thomas,
Charles Dewa, Winnie Beck, Roy Lawson, Ray Bauser. Mick Tagg
Apologies: Mark Robinson, Tom Hutchinson
Observer:
Meeting opened at 10.45am
The minutes from the previous meeting held on 20 th February, 2022 were
accepted without changes. Proposed by WT and seconded by RL.
Matters Arising
FCA: Accounts are to be submitted to FCA
Water leak/Lease: The quotation for the work has been submitted
to the Council and the work will be done on 31 st May. Only when it
is complete will we look again at the new lease and management
agreement. There seems to be a problem with a loose telegraph
pole, but it is expected that this will be looked at by the contractors.
Treasurer’s Report
Current financial situation: We currently have about £1716
available for spending (the rest is required for liabilities such as
key deposits, water bill) until the end of September. This means
we are in a reasonable position. SH and RB proposed and
seconded the Treasurer’s report.
We could spend some of this money on a compostable toilet.
Secretary’s Report
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Car park by the railway: There is a problem with the surface
following rain. Rather than using road stone to cover the area, JS
proposed spending approximately £320 to put in 30m 2 of plastic
gridding. This was agreed although RB will provide some
information from an alternative company. (JS)
School Visits: These will take place on 15 th and 17 th June. The
children will gather in the polytunnel and will be split into 3 groups
of about 9 plus teachers and other adults. They will visit various
plots spending about 10 minutes in each looking at what is being
grown and asking questions. JS will organise a potting/planting
activity in the polytunnel and will put together a booklet of
information about allotmenting and the site. The organiser from
the school felt that the lack of a toilet would not be an issue as they
could visit Harvey Haddon en route and use their facilities. This
led to a discussion about the provision of facilities on site. JS
explained that a full size basic portaloo toilet would cost about
£600 to £700 but the monthly cost of cleaning would be at least
£50 per month. The cost of getting a proper toilet linked to the
grey water system was prohibitive. All agreed JS should buy a
very basic chemical toilet for £56 plus the chemicals. This would
only be available on particular occasions such as the BBQ or
school visits and could only be used for urination.
Meeting with Barry Mitchell and Jane Bowden to consider issues
relating to new documents: (The meeting had taken place in order
to consider the issues which Barry had raised. It was difficult to
get the full Legal Team together with BM due to other
commitments.) The Model Rules (6.1.2) refer to ‘joint associate
members’ which JB had believed was anomalous. However, JS
confirmed that we do in fact have such members and it was
agreed that tenants who have friends or relatives who regularly
help them with their plots should be encouraged to register these
people as joint associate members of the association. If an
Associate Member (Tenant) then wished to leave the Association,
then the Joint Associate Member could be offered it. This
addresses the issue of people wanting to ‘bequeath’ their plot
when they want to leave the Association. JS to put this option
tenants when new rent bills are sent out. This covering note
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should also include some key rules relating to fires, the gate and
water usage.
Barry had also questioned whether there needed to be a maximum
number of people on the Committee as stipulated in the Model
Rules as he felt that it limited democracy. After discussion it was
agreed that this could be changed (but retaining the minimum
number) but that the Model Rules will need changing with the FCA.
(JS). It was confirmed that for a meeting to be quorate, there must
be at least 5 people present including 2 of the officers.
Barry had suggested that where there were changes to the rules or
constitution proposed at the AGM, then ‘postal votes’ should be
issued to all tenants in order to satisfy the ‘majority of members’
part of the new lease document. There was general agreement
that the AGM is open to everyone and as it is only for a few hours
once a year, it is reasonable to expect Members of the Association
to attend in person or, if this is impossible, to send their views in in
writing. If there is a contentious issue, then it is important that
people hear the arguments before casting their votes.
Communication: There was general agreement that the website is
currently difficult to navigate. Minutes of Committee meetings are
on the Home Page whereas AGM minutes are under the tab
‘Meetings’. Some policies have not been put on the website and
accessing the members only section is impossible. JS agreed to
contact Steve Medcalf to try to find out how to change the website.
He would change the Meetings heading to AGM meetings or
similar to make things clearer.
Coffee Mornings: These have not been advertised as very few
people responded to the Secretary’s request for volunteers to run
particular dates. It was agreed to reduce the planned sessions to
the first and third Sundays of the month. SH offered to take on
running this part of the social plan and those who originally
volunteered to participate in the Social Group would reply to him
with their availability for those dates.
Jubilee celebration: Karol had suggested that we have a ‘do’ for
this but hadn’t got back to JS with any further plans. WB agreed to
chase her up and to propose next Saturday 4 th June, but it was felt
unlikely that we could do anything in such a short space of time.
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Trees: Those near Hillary’s have been cut back by RL and RB
who’ve done a good job resulting in allotments getting more light.
They agreed to open the lane next week (RL and RB).
Plot 3: The plot is severely contaminated with glass and has been
rejected by several prospective tenants. Suggestions about
introducing raised beds and turning it into a community allotment
were rejected as the glass issue would remain. Also, it was felt
unfair on other tenants who had had to work hard to clear their
plots of contamination, if the Association did it for a new tenant.
Winnie had indicated that she would be prepared to take it on and
given the exceptional circumstances it was agreed to look at
making an exception to the Lettings Policy rule of no further
multiple lettings until the waiting list was empty. Currently the
waiting list has decreased markedly as things return to normal post
lockdown. Winnie withdrew while the rest of the Committee
discussed the proposal and then took a vote. It was agreed by a
majority (7-1) to offer Winnie the plot subject to no further buildings
being erected (a polytunnel or greenhouse was acceptable) and
both plots (including hedges) must be maintained to an acceptable
level. There would be a probationary period till the end of this
season and, as the plot had already been paid for, it would be rent
free until the next rent period started. Winnie accepted the
proposal.
Policies: See matters arising
Any other Business
Possible break in or trespassing: MT reported that his orchard
plot had been entered, a lock removed, and a shed broken into.
This was concerning as there had been no reports of forced
entry to the site and therefore it could be a tenant. MT now had
a camera to survey the plot. Others were asked to be vigilant.
Bringing materials onto site: Once again there had been some
issues with people bringing materials onto site that had been
taken by others. JS clarified that the ‘rule’ is that if items are
placed in one of the bays, then it is available for everyone. If
materials are brought onto site for individual use and are placed
outside a plot, then the owner must move them onto their plot
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within 24 hours unless there are good reasons for being unable
to do so. This must be explained to the Secretary.
Burning: RL once again asked for the burning day to be
extended to a weekend (Saturday as well as Sunday) as he felt
it would reduce the amount of smoke produced. JS explained
that the rule had been introduced because of complaints from
neighbouring properties and there was a risk that we could be
banned from all burning.
Security: A white van had been seen on a number of occasions
letting 4 males onto the site and then driving away. Efforts will
be made to find out the registration number.
Chickens: RB once again asked about keeping chickens on
plots and stated that the law gave allotment holders the right to
do so. JS pointed out that the welfare rules on keeping
chickens were very strict. He agreed to contact RSPB, and 2
other organisations to ask them to visit the site to advise on
whether plots were suitable. JB was concerned that some plot
holders currently fail to abide by the rules of the Association and
that the Committee could have to take on additional
responsibilities for checking that the animal welfare rules were
being followed.
If rules on burning, chickens and inheritance were to be
changed then these would need to be voted on at the AGM.
Rolled over items
Keys to the hut (SH)
Strategic/Financial Plan: JS to organise a meeting of the group
(JB, JR, MR and SH) – ongoing
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
Website: Awaiting information from Carol
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Date of next meeting: To be confirmed
Meeting closed at 12.55
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Old Park Farm Garden Holders Association 