Please see below the draft meeting minutes from the AGM in March 2024

These will be read out at the AGM tomorrow for discussion and proposed for acceptance by the meeting

I would like to thank the member who took notes at the meeting and drafted these minutes. The time and effort that involved in helping the Association to document its meetings is significant and is appreciated

Please raise any comments on the meeting minutes to the AGM tomorrow – thanks

Minutes of AGM held 24th March 2024

Present:  Steve Yorke (SY), John Stooke (JS), Mark Robinson (MR), David Kirkham (DK), Jane Bowden (JB), Winifred Beck (WB), Michael Graham (MG), Kay Graham (KG), Wendy Thomas (WT), Simon Hudson (SH), Barry Mitchell (BM), Lisa Goulbourne (LG), Diane Yorke (DY), Carol Brier (CB), Gary Brier (GB), Charles Dewa (CD), Tom Hutchinson (TH), Paul Hibbs (PH), Melek Portakal (MP), Ralph Yorke (RY)

Full list unavailable but the meeting was quorate

Apologies: Bristows, Robin Roberts

SY opened the meeting at 10:35 by welcoming and thanking everyone for attending. 

Minutes from last year’s AGM held on 26^th March 2023 were read out by the Chair. These were proposed by Winnie Beck and seconded by Kay Graham.

Matters Arising:

Barry Mitchell complained that documents such as the agenda were still not being signed and dated by the author.  JS agreed to deal with this.

Chair’s Report:

SY reported that, following the drought in May and June of 2023, the bill for 4 weeks’ worth of water was £600 and there was major concern about the effect of the water bill on the Association finances.  It then rained and continued to do so for most of the summer.  However, we need to ensure that we save water in case of future drought.

Inspections took place in September as per the Standards’ Policy. A member complained that the inspectors had entered their plot without permission of the plot holder although they had been invited in by someone working the plot.  JS will remind people of inspections in early September although there is a problem with some people not updating or informing him of their e mail or postal addresses.  All were asked to ensure that contact details were up to date by contacting JS.

Where plots had to be cleared, skips were ordered at £300. 

SY thanked everyone involved with running the Association, including those who had helped at working parties (Committee members and 6 others), Michael Graham and Steve Williams.

Treasurer’s Report:

The accounts for 2023 were outlined and MR confirmed that these had been audited by Perveen Hussain.  Mark advised that the balance at the end of 2023 there was a surplus of £835, £8,331 in the bank and approximately £3,300 available.   In response to a request for ideas on how that money can be spent, repairs to the roadway were suggested.

As MR is stepping down, he was thanked for his 5 years of work as Treasurer.

The accounts were accepted (Proposed: KG, Seconded: RY)

Secretary’s Report:

JS explained that it had been an extremely busy year and that, consequently, not everything planned or wanted had been achieved. 

Currently 6 plots are empty and more people are needed to help with clearing plots so they can be let.

JS stated that he intends standing down as Secretary next year so asked for anyone interested in taking over the post to ‘shadow’ him to learn about what’s involved.

It was suggested that reports and minutes of the previous year’s AGM could be circulated with the agenda rather than reading the minutes out at the start of the meeting.  The minutes are also posted on the website so available for all.  It was pointed out that some people find it helpful that the minutes are read out.

Proposed New Lease (PNL)

Martin Harris at the Council expects the PNL/Management Agreement to come into effect this year. If we are taken over by the Council, rent will increase to 47p per square metre rather than 13p.  Under the new lease, we will no longer get a rebate.  Once the 2 documents are finalised, our Registered Rules (with the FCA) will be revised where the documents clash.  BM wanted the rules to be changed now, but it was explained that it was better to wait for the final versions of the PNL and MA so further changes weren’t required.

Discussions and Votes: Votes were counted by RY and LG

AGM Change of Date

It was proposed that the AGM should be moved to June in future to encourage attendance.  This was agreed.

Proposed Reduction in the Quorum

Given the problem in getting a quorum for General meetings, it was suggested that the required number should be reduced to 15.  This was agreed.

£200 Honorariums for the 3 Officers

The legality of these was questioned and whether those that had been paid out should be repaid.  JB pointed out that these are ‘thank yous’ to the 3 main officers for their time, work and responsibility in running the Association.  They are not ‘salaries’.  They are not there to cover any costs incurred and these should be claimed in the usual way with a receipt. It was agreed that the Honorariums should still be paid and there should be no repayment

The Future of Discounts

Anyone claiming a discount on their rent needs to complete a form and provide proof of their eligibility.  Currently the reduced income to the Association is taken into account in the rebate from the Council, but this will not apply in future.  It will be a flat rate.  This means that there will be less money for the Association to do the jobs required.  It was agreed to keep the discounts to those eligible.

Shooting Ban

Some members were surprised that guns were being used on site.  Others explained that they used them to kill rats.  JS had tried to find out about the legal situation regarding guns on site, but it was confusing.  PH stated that he had been given permission by the Council to shoot and agreed to send the email to JS.  It seems that the decision is down to the Association and if people vote to allow shooting on site, then a policy will need to be drafted and agreed at a General Meeting.  This will need to cover Health and Safety and public liability insurance.  2 votes were taken. It was agreed to ban shooting on site.  It was agreed to produce a policy on shooting.  JS stated that the second vote on the production of a policy overrode the one banning shooting on site.  JB disagreed.

Eligibility for becoming a Committee Member

It was proposed that people who have resigned from the committee following misconduct or been asked to leave due to misconduct, should be barred from serving on the Committee again.  This was agreed.

Lock Change

Changing the locks will cost at least £1,400 but currently we only have 3 functioning locks on the 3 gates.  The proposal was that the committee should be authorised to spend the money required to change the locks when it was needed.  This was agreed.

Purchase of a Chipper

Given the number of trees that need to be cleared and the environmental benefits of chipping rather than burning, the proposal was that the Association should purchase a chipper.  This was agreed

Meetings

Committee meetings had been ‘open’ to members until June 2023 with people being allowed to contribute to discussions.  This was done to encourage participation and involvement and improve decision making, but was changed because some members were aggressive and members of the Committee had felt intimidated and threatened. 

It was proposed that there should be 4 General Meetings per year in future: 1 AGM and 3 GMs spread through the year (March, June, September, December).  This was agreed.

Election of Officers and New Committee

All members had been invited by letter to stand for the Committee, either as officers or ordinary members.  Once nominations had been received, all members were given the opportunity to vote and, if they wished, to object to nominees.  The results of the secret ballot were:

Officers:                                                         

Chair         – Steve Yorke                                 

Secretary – John Stooke                                          

Treasurer – Dave Kirkham                                                 

Steve Williams to be co-opted and this ratified at the next AGM or GM.

Ordinary Committee Members:                               

Winifred Beck

Jane Bowden                                      

Charles Dewa                                                           

Tom Hutchinson                                                      

Wendy Thomas                                                        

AOB

Potholes:  Especially near the main (middle) gate are a problem.  JS explained that as so few people had turned up to Working Parties, it was impossible to do all the jobs required.  In future it may be necessary to put up rents so that contractors can be employed to complete jobs.

Holes in Old Coach Road are also a problem.  SY to contact the companies on the road to ask for assistance in repairing the road.

Communication: WT to put up laminated notices advertising working parties and JS to send out a calendar.  People were asked to ensure contact details were up to date, especially e mail addresses and that they had opted in to receiving e mail notifications and Facebook messages.

Moving Plots: It was alleged that Committee members were being favoured when plots became vacant.  Recent ‘swaps’ were discussed.  To avoid any misunderstandings, it was agreed that any request to move or to have an additional plot should be put in writing and that the Secretary would respond in writing.  However, it was pointed out that, in line with the Lettings Policy, while there were people on the waiting list for plots, current plot holders could only be given an additional plot in exceptional circumstances, e.g. if the plot was ‘unlettable’ due to glass all over the plot.

Removal of Tenant: The meeting had been disturbed multiple times by a tenant whose tenancy had been rescinded and plot cleared.  The Secretary and Chair explained how they had attempted to contact her on numerous occasions and had arranged to meet her on site to discuss both the state of the plot and subsequently, following notice to quit, to give her time to remove any personal items from the plot.  She had not turned up although she had confirmed that the contact details held for her were correct so she should have had the e mails and letters sent to her.  She was asked to provide a list of any items that she had left on the plot so that JS could source some replacements for her.

Banned Tenant: One tenant had been evicted from the site in line with the Standards Policy.  He had also been banned from site due to his behaviour towards other tenants.  SH asked for the ban to be lifted so that the ex – tenant could do maintenance work on site.  This will be considered at the next Committee meeting.

Close:

Meeting closed at 2.40pm.

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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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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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