OLD PARK FARM G.H.A. LTD.

General Meeting Saturday 14^th June 2025

Association Polytunnel 10.30am

DRAFT AGENDA

Introduction and Welcome

Apologies

Minutes of the General Meeting 27^th April 2025

Minutes of the Annual General Meeting 24^th March 2024

Chairman’s Report

Treasurer’s Report

Secretary’s Report

Officers and Committee stand down

Election of Chairman, Secretary and Treasurer

Election of Committee

Motion for Discussion and Vote

1. To exclude Mr Roy Lawson from the OPFGHA allotment site

Items for Discussion

1. Water wastage as per Water Policy

2. Unlet plots

3. Unused or minimal used plots

4. Actions under Standards Policy

5. Unmaintained hedges and trees

6. Keeping chickens on OPFGHA allotments

7. Rent increases from September 2025

8. Water charges from September 2025

Proposed Date of next General Meeting – Sunday 14^th September 2025

Proposed Date of next Annual General Meeting – Sunday 14^th June 2026

A.O.B.

Registered office: 12 Ambleside Road, Aspley, Nottingham. NG8 5RB. Registered with the FCA (Financial Conduct Authority), under the Communities and Benefit Societies Act 2014 as a Co-operative Society, Registration No. 4787, under sponsorship of the NSALG, (National Society of Allotment and Leisure Gardeners). Membership No. S20952.

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Minutes for discussion and approval at the AGM

Present: David Kirkham (DK), Wendy Thomas (WT), Charles Dewa (CD), Winifred Beck (WB), Jane Bowden (JB), Paul Hibbs (PB), Barry Mitchell (BM), Melek Portakal (MP), Michael Graham (MG), Kay Graham (KG), Steve Yorke (SY), Diane Yorke (DY), Dave Goulding (DG), Carol Brier (CB), Gary Brier,(GB)
Apologies: John Stooke (JS)

The Chairman opened the meeting at 10.30 welcoming, thanking all for attending

The Chairman explained this could only be an informal meeting as only one officer was present so no quorum.

Minutes from the meeting held on 29th September had been circulated and accepted as correct.
Proposed by WB, Seconded by MG.

Matters arising:
BM mentioned he was unaware of the meeting until the last moment. It was agreed that at present the Committee were struggling to keep up with everything and any help would be welcome and please bare with them.
BM suggested letting the NCC take over the running of the Association
DK stated that he understood that if the Council took over; the rent would increase 3 or 4 fold. In addition, the Council do not have money, or resources to do any work on site.
Others said they preferred to remain as an association run by its own Management committee.
Views on this could be discussed at the AGM – all issues for the AGM agenda should be identified in advancw to the Chairman.
A couple of people have shown interest in joining the committee DK to follow up.
MP has been seconded to the Committee and welcomed by all.
The position of Chairman and Secretary was discussed with a proposal to have working groups to manage Lettings, Inspections, Maintenance, Communication etc. This is to be continued with any suggestions at the AGM.
Thanks were offered to Michael and Paul and others for repairs to fences following recent break ins.
Key change are to be discussed at Committee. Keys ready, cost £1,700.
Water wastage between Sat 26th and Sun 27th 12 cubic metres of water was used which suggests someone left a tap running overnight. This represents about £25.00 which is unsustainable and could result in the water being rationed at times. Please be aware of wastage and report any missuse to the Committee.
Lockable skip to be ordered
Finances are stable at present with about £7,400 in the bank, less usual liabilities (water, rent, keys, insurance etc)
AGM – Suggested date 8th June 2025 to be confirmed at Committee Meeting.
Items to be discussed so far
Council take over
Secretary and assistance roles
Annual Show and volunteers to run a show
Meeting closed 11.45 with thanks to all

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The Annual General Meeting of Old Park Farm Garden Holders Association will take place in, or around, the Association polytunnel on Saturday 14th June 2025 starting at 10.30 am

Anyone wishing to stand as an officer, or as a Committee member, should send their intention to stand for election to the Chairman in writing along with evidence that their nomination is proposed and seconded by members of the Association

Anyone wishing to have a vote on an issue at the AGM should set out the reasons for the vote to the Chairman in writing. The application for a vote to be taken at the AGM should include evidence that the request for a vote has been proposed and seconded by members of the Association.

Nominations and items to be voted on at the AGM should be received by the Chairman on, or before, Saturday 31st May 2025.

Nominations for officers or Committee members, items to be voted on at the AGM, and any other comments or questions relating to the AGM, can be sent to the Chairman using the e mail address opfgha.treasurer@gmail.com, or handed to the Chairman in person on site.

The agenda for the AGM will be posted on this website in advance of the AGM

Regards

Dave

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OLD PARK FARM GHA

MINUTES OF COMMITTEE MEETING

2^nd February 2025

Association Polytunnel

Present: Winnie Beck, Charles Dewa, Michael Graham, Tom Hutchinson, David Kirkham, Melek Portakal, John Stooke

Apologies: None

Matters Arising

• The minutes of the meeting on 8th December had not been drafted yet
• These are with Ralph Yorke, Dave to ask Ralph if he has made any progress

Chairman’s Report

• Dave informed the Committee that Wendy and Ralph had offered their resignation from the Committee
• Dave thanked them for the time they had given to the Association by being on the Committee
• Unfortunately, this means that the Committee does not have its full number of members
• Dave made an open invitation for members to put themselves forward to be Committee members
• Dave to put a post on the website informing all members of the situation asking for volunteers and stating the consequences if the Committee and Association does not function as it should to include the impact on rents if the Association is run directly by the Council

Treasurer’s Report

• Dave informed the Committee that the Association bank balance is sufficient to support normal expenses over the next year
• The accounts up to the end of January 2025 were circulated in advance of the meeting to committee members explaining that there are not many transactions this time of year 
• Dave has contacted the auditor from last year who had agreed to audit the accounts again

Secretary’s Report

• John stated that the quote for new keys and padlocks was c £1,700 last year
• The Committee encouraged John to ask for a fresh quote as the Association needed to improve the security of the site  
• The potential for raising the deposit for keys to £50 per key was discussed to support the recovery of keys from members
• John noted the expense had been authorised at the last AGM
• John, as supported by the Committee, to obtain new keys and padlocks
• The issue of break ins through the railway fence was discussed
• The fence had been cut many times recently allowing access from the railway line to the site
• It was agreed in practical terms if would be for the Association to identify the solution to this issue as Network Rail appears unlikely to repair the fence
• The option of planting blackthorn bushes along the boundary was discussed, as was the erection of a timber fence
• John was asked to review the options
• The situation concerning a member was discussed at length
• Committee Members reported that they had observed this member removing slabs from a plot that was in the control of the Association
• When the Committee Members challenged the member on behalf of the Association, the discussion became difficult, and the Committee members were disappointed that the member did not respect their role on behalf of the Association
• John read his text conversation with the member to the Committee, in that conversation the member clearly admitted entering plot 41 and taking the slabs. 
• The member’s actions were discussed, and it was concluded that they had broken the rules of the Association
• It was also noted that the member had been involved in other incidents that had led to the Association taking informal and formal action in the over a period of time
• Committee members said that the member was a disruptive influence on other members of the Association, and his actions had caused the Association significant additional work
• Some Committee members felt that the Association had given the member the benefit of the doubt for too long, and the member had not acted on many requests to find a way to work constructively with the Association
• Some Committee members said that they would consider their positions on the Committee if this situation was not resolved satisfactorily and in the best interests of the Association because of the difficulties the member created to them personally and the Association
• It was agreed that a Notice to Quit letter should be served on the member
• The Committee was unanimous in supporting the Secretary to take this action
• Barry had joined John at the Nottingham Federation AGM
• John reported that Martin Harris from the Council intended to work on the new lease again in the next few months
• The new lease requires a survey to be completed on the site and a drone would be a suitable way to complete the survey
• David Stirland was identified as the Deputy Regional Rep for the East Midlands for the National Allotment Association
• He is a contact for training to Allotment Association Chairman, Secretaries and Treasurers
• The issue of rats and guinea pig manure was discussed

Any other Business

• John suggested that we should wait until April to make a decision whether the Association should have a show/event this year

Date of next meeting:  10.30am on 13^th April 2024 in the Association polytunnel

It was noted that the next general meeting was planned for 2^nd march

Meeting closed

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Meeting Name: Committee meeting Dec ’24Meeting Date: Sunday 08/12/2024Meeting Location: 124th Nottingham Scout Group Hut, Nottingham		Old Park Farm Garden Holders AssociationOld Coach RoadBilboroughNG8 4LJ
Participants:
Michael Graham, Tom Hutchinson, Wendy Thomas, Winifred Beck, David Kirkham, John Stooke, Ralph Yorke, Jane Bowden Attending by Agreement with the Chairman, Melek Portakal (Assistant Treasurer)
		Minutes created by:Ralph YorkeCommittee Member yorkie_r@hotmail.comhttps://oldparkfarm.org/
Apologies:
Charles Dewa
Subject		Issue Date :
December Committee Meeting		27 Apr. 25

	Responsable Person	Deadline
Meeting start 10:35am	N/A	N/A
David Asked if anyone knew whether people had collected on site for a working party that was on at the same time as this meeting. A couple of committee members said that they had not	N/A	N/A
Tom Proposed the previous meeting minutes Winifred Seconded them	N/A	N/A
Jane stated that she is not part of the committee and was there as an observer to support Melek who was joining the committee in order to help the Treasurer for the committee. There was no objections from any of the committee for this.	N/A	N/A
David proposed that Melek to join the committee. David requested a show of hands if any committee members objected. There were no objections	N/A	N/A
David stated that the committee job is to represent all plot holders and so all committee members are to try and ask more plot holders to join the committee.	All	ongoing
David stated that there will be a general meeting on the 4th of January and so we will delay the next Committee meeting until the start of February. Can all committee members please start looking in the diaries for early February to see when they are free, provisionally aim for Sunday 2nd February.	All	End Jan
David stated that he has the roles and responsibilities descriptions for the officers and committee members and he will look to circulate these around the committee members for comment.	David	Mid Jan
David will ask the Website manager to put a note up asking for more plot holders to join the committee	David	ASAP
Jane asked if there was going to be a presentation to Steve Yorke to thank for his work as chairmanDavid replied not yet, but it is being actioned – it was agreed to give Steve a bottle of whisky as small token of appreciation from the Association	David/John	Jan ‘25
Micheal asked if a Skip had been organised/paid for. John was arranging for skips on site	N/A	N/A
David stated that 3 people are currently enrolled on the allotment online banking system (John, David & Jane) currently Jane is a failsafe as 2 people are required to sign off transactions so if 1 of the 2 committee members (John or David) are unreachable then allotment bills could not be processed. The Committee agreed that Melek should be given access to the bank	N/A	N/A
David explained the bank account matched the excel sheets which are produced by the committee Treasurer to show all ingoing and outgoing transactions. All committee members were able to see the printed versions brought to the meeting and they had also been sent via e-mail prior to the meeting.	N/A	N/A
David asked if the members were okay with having February committee meeting in the same location again bearing in mind that there is a £25 fee to use the hall. All committee members we happy for this small fee.	N/A	N/A
David stated that the allotment accounts needed to be audited as at the year end to send to the HMRC. David was asking if we could use the same accountant used previously (acquaintance of Jane). David asking if the committee was willing to pay/donate £100 to the accountant or charity of the accountant’s choice. No objections by the committee members	N/A	N/A
John stated that he had a couple of quotes for having the ramp repaired at the main (central) gate in the allotment site. The quotes are coming in at about £6,600 to have the ramp removed 6” deep metal rebar dug in and then a new ramp from concrete. The Committee agreed this is too expensive for the allotment to afford and so we will have to do most of the work ourselves	N/A	N/A
John asked Micheal about the progress on the plot that Ray has leftMichael stated that it is behind schedule John mentioned the intention to use drone photography on plots as part of the new lease with the Council	N/A	N/A
John stated that two members had a fire on their allotments on a non-burning day. John proposed that the committee send a warning letter to one of them saying that if he breaks the rules again then he will then get a notice of 30 day to quit.John spoke to the other member, and she explained that she was only burning due to a mis-communication. Committee agreed to send the first member a letter & no further action on the second	John	ASAP
John stated that he was stopped by a member, the member was asking for allotment funds to be used to replace the fence between his allotment and the neighbouring allotment with concrete posts and fence panels. John replied that this is not what allotment money is for, the divide between allotments is for the two allotment holders to provide and maintain. Also it was remarked that the association prefer natural barriers such as a privet hedge. Committee agree that this is not what association money is for as it does not benefit all plot holders.	N/A	N/A
John also remarked that the same member had been observed trying to open the padlocked skip to dispose of more rubbish.John asked Micheal to send an email to the association describing what happened for the skip incident. Committee recommend that this member is given final written warning explaining that we have evidence that he was trying to gain access to the locked skip and this is a breach of rules. It was discussed that further rule breaking should result in the member being sent a 30 day notice to quit.	Micheal     John	ASAP     <4th Jan
John stated that a member had not paid her bill yet due end of Oct. He also stated that there is mitigating circumstances that the member had been very ill and extra time could be allowed until she has recovered. John said that he would like to send a letter to the member requesting that her bill is paid in full in the next 7 days from receipt of the letter. Committee agreed now that the member was back up to strength, that we could not give her special treatment compared to the plot holders.	John	ASAP
John Stated that a new allotment tenant, had not paid her key deposit. John said that he will chase	John	ASAP
John said that the NAS (national allotment society) was trying to resurrect the East Midlands regional area. John and Jane said they have received e-mail invites for a meeting by the EM NAS. They asked the committee members if they would like to have the invite. Jane said you can get the e-mail by going onto the NAS website and signing up.John & Jane said they will try to attend and report back to the Committee.	John/Jane	N/A
Ralph asked John if members knew about the benefits which the association pays for.John said that all new plot holders receive an info pack, and the NAS link is on our website.	N/A	N/A
John had received comments from Jane about the tenancy agreement, John wanted to talk to Jane regarding the comments	N/A	N/A
Micheal stated that he wanted to move the chipper to the back room and look at adding a door to make it more secure. Committee had no objections	N/A	N/A
Currently Plot 4 is a mess and due to the amount of rubble and glass on the plot, it will take a lot of work to get it useable. The suggestion was made to half the plot. Making the front half a small car park (3-4 cars) and a bay area for chippings.	N/A	N/A
Micheal asked John if we can have a notice added to the website to remind people that the Bay outside plot 4 is for unloading only. And once the car was unloaded, it should be moved the central parking area.	John	ASAP
John asked if he could buy wooden fence posts and metal post spikes for dividing plot 4 into 2No objections were raised by the other members.	John	March
Micheal asked if the association would be willing to consider buying an old car for allotment members to use around the site for pulling the allotment trailers around rather than relying on Steve Yorke or any other members that have towbars. A few members were opposed to this, raising questions and comments such as: who would look after the vehicle? Not all the allotment members would benefit? what if the car was stolen and used on the road? Who would be liable if there was an accident and someone got hurt?	N/A	N/A
How do we get more plot holders involved on working parties ? As normally it’s always the same few people that help out.The Committee discussed whether an additional charge should be added to the allotment bills which is to pay for outside contractors to come in and do the work, but people could get a discount on this charge if they helped out at multiple working parties throughout the year.Committee hopes that some new plot holders might help out at working parties.	N/A	N/A
The association could do with recouping money spent on clearing plots as skips are expensive, and the allotment has a weight restriction due to the size of lorry can access the site and so the size of skips in limited. Next comm The Chairman thanked everyone for giving up their time for the Association and for their contributions to the meeting	N/A	N/A
Meeting End 12:05pm

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We have not had a general meeting for some time due to the weather and other unforeseen events

I now propose that we hold a meeting next Sunday in the polytunnel on site

I hope that as many of you as possible are able to attend even though it is short notice

Please let me know if you have any items for the Agenda

I look forward to seeing you at the meeting

Regards, Dave

OLD PARK FARM G.H.A. LTD.

General Meeting Sunday 27^th April 2025

Association Polytunnel 10.30am

AGENDA

Introduction and Welcome

Apologies

Minutes of the General Meeting 29^th September 2024

Chairman’s Report

Treasurer’s Report

Secretary’s Report

Date of Annual General Meeting – possibly Sunday 8^th June 2025

A.O.B.

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Unfortunately, I need to postpone the General Meeting planned for this Sunday – 2nd March

This is due to unforeseen circumstances

I hope that this will not create too much of a problem for anyone

Please help me by letting other members know that the meeting has been postponed

I will re-arrange the meeting in the next few weeks

Regards

Dave

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Association Polytunnel this Sunday 10.30am

AGENDA

Introduction and Welcome

Apologies

Minutes of the General Meeting 29^th September 2024

Chairman’s Report

Treasurer’s Report

Secretary’s Report

Date of Annual General Meeting – possibly Sunday 8^th June 2025

A.O.B.

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