Old Park Farm Garden Holders Association

MINUTES OF COMMITTEE MEETING

5^th March 2023 (in the scout hut, Wollaton)

Present: Steve Yorke, John Stooke, Mark Robinson, Ray Bauser, Winnie Beck, Jane Bowden, Carol Brier, Tom Hutchinson, Wendy Thomas

Apologies:, Charles Dewa

Meeting opened at 10.20am and the minutes from the previous meeting held on 29^th January 2023 were accepted without change (Proposed MR, seconded by WB).

Matters Arising

• Maintenance: WT had drawn up a list of tasks which needed doing and had organised a working party for 10.30am on Sunday 12^th March to tackle the trees and pavement on Old Coach Road and potholes on the main drive.  It coincides with WB’s coffee morning and also burning Sunday so, in future, it was agreed to avoid the Second Sunday of the month for working parties.
• Asbestos shed:  Nothing had been received from RB.
• Car park:  To be scheduled when the ground is right.
• Fence/orchard:  JS was thanked for the great job he’s done on the fence.  Now looking for someone to paint it.  It’s hoped to get a couple of volunteers help to maintain the area,  but one of those he had in mind is busy at the moment with a rabbit problem!  WB and JS are liaising over setting up a kitchen area with gazebo behind the Association hut bearing in mind that it will need to be dismantled in about 6-9 months when the hut roof is replaced.
• Trees/Fence: Razor wire has been put up by Steve Williams & John Stooke

Treasurer’s Report

• £8255 in the bank with £2180 available after liabilities plus the value of the stock (about £800) meaning we have about £3000 to spend on improving the site.
• Tax return has been submitted – there’s no tax to pay but a fine of £100 has been issued supposedly for ‘late submission’ even though the submission wasn’t late.  MR had appealed and HMRC indicated that this would be looked on favourably.
• 2022 accounts are expected back shortly. 
• As we have membership of RHS, every member is entitled to 50% discount for entry to RHS gardens.  JS to hold the card and to advertise this to members.

Secretary’s Report

• Security:  During a burglary of the neighbouring aluminium factory, someone had cut off the padlock to the main gate.  It was agreed that JS could spend £250 on replacing the padlock although MR would check whether this might be covered by insurance.
• Composting toilet: JS and WT had investigated these, and JS would do further work.  Price would be between £1200 and £1900 depending on the degree of sophistication and the size of the ‘bin’.  There would also need to be a hut around it that could be kept clean and it would have to be elevated.  There is enough money available to do this, but it’s hoped to get some sponsorship or a grant. For those interested, look at Woo Woo website.
• AGM:  66 nomination forms for the Committee had been sent out and 27 returned.  Following a discussion with RB, there was one candidate for each officer position and 8 nominations for the 6 ordinary committee members.  The voting form to be sent to members was discussed.  JS, SY and JB to meet to finalise the Inspections Policy and also the agenda for the AGM.
• Proposed New Lease (PNL) and Management Agreement (MA): Members need an update on what is currently happening with these.  Eventually it’s hoped to join the local Federation, this to be discussed at the AGM, and once bank details have been sorted out at their end.  This gives us access to meetings with other allotment associations where good practice, experience and issues can be shared.  It also keeps us involved and up to date with the negotiations with the Council.

  Any other Business

• WB proposed an Easter event involving an Easter egg hunt (free) plus food and raffle on 8^th April.  MR to sort out refreshment prices, WT to do email and to seek eggs from a colleague, WB to do posters and advertising, Ronnie to be asked about doing the raffle, JS to get food (burgers, sausages, peas, rolls), others to help on the day.
• WB also proposed a ‘2 in 1’ event for Bonfire Night and Hallowe’en although no fireworks would be allowed unless our insurance can be changed – MR to investigate.
• BBQ will be on 9^th September 2023.
• Meeting location:  A £10 donation had been made to the Scouts for the use of the hut.  WT to ask if this was sufficient and also to find out if we can continue to use it from November to the end of March in future.

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
• It was agreed that we need to make an inventory of all equipment owned by the Association, including serial numbers and photos.
• Complaint:  The complainant had asked for the complaint to be put on hold
• 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.
• Communication:  New website is on hold as CB is too busy
• Stock Control sheet for the shop:  MR had drafted this.

Date of next meeting:  TBC

Meeting closed at 12.10pm.

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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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