Old Park Farm Garden Holders Association

Present Steve Yorke, John Stooke, Dave Kirkham, Tom Hutchinson, Charles Dewa, Winnie Beck, Ralph Yorke

Meeting opened at 10.30 and everyone welcomed and thanked by the Chair.

Apologies: Wendy Thomas

Minutes from Committee Meeting 4^th August

The minutes were read

Acceptance of the minutes was proposed by TH and seconded by RY

Matters Arising

None

Chairman’s Report

The Chairman gave updates on the following:

Michael has made a formal request to move plot

Contact information has been updated on the Website

General Information Letter has been circulated

The Chairman had tried to contact Carole to contact Patsy but had so far been unsuccessful

Copies of the draft Firearm’s Policy prepared by Ralph are available and may be discussed at the General Meeting

Key deposits for plots 5 and 70 have been passed on to the Treasurer

No action has been taken on plots 2, 4, and 64 and the people who have expressed an interest in these plots have been informed of the current position

A notice about the Show has been published

The intention of the Chairman to step down was discussed

Applications for members to join the committee will be welcomed in advance of the general meeting

Treasurer’s Report

No report had been prepared on the assumption that this meeting was an Emergency Meeting

Actions carried forward

Action – DK to e mail the Treasurer Ways of Working document to the Committee

Action – DK to e mail the Financial Plan for 2024 to the Committee

Action – JS to prepare the rent bills for circulation at the beginning of September

Action – DK to draft a note for the Website on the rent from 1^st October to include that rent is due on 30^th September

Secretary’s Report

Action – JS to circulate the waiting list

Action – JS to investigate a 12 yard lockable skip

This is initially for plots 64 and 50

Note to be put on the skip and website to say no one is to put rubbish in the skip

The Secretary was encouraged to share his responsibilities with other members to reduce the work for the Secretary

Rent collection

JS planned on site for 21^st /22^nd Sept 10.30 to 12.30 and 28^th/29^th Sept 10.30 to 12.30

SY planned to be on site for 12.30 to 03.00 on 22^nd and 29^th Sept

Evidence for discounts need to be given by 8^th Sept or full rent bill will be printed

Plot 2

SY discussed the size of plot 1 and 2

Fires

JS is looking into fires on site and will go back to the person making the complaint about smoke from fires

It was noted that a chipper will reduce the volume of smoke on burning days and that burning on site has been suspended until 2^nd Sunday in October

Members are reminded that only dry items should be burnt on site

Chipper

Prices for Chippers were identified

The benefits of small or large chippers and of new vs second hand machines were discussed

Action – SY to investigate options based on the discussion

Tap Between plot 36 and 37

It was noted that a hose had been left attached to the tap outside these plots

Action – JS agreed to investigate

A.O.B.

It was agreed to give a key to the Avalon Rescue in return for a £40 deposit

TH noted that chipping get taken very quickly and that some members do not get a chance to move chippings onto their plots before they have been taken by other members on site

The Inspection process was discussed

TH agreed to help but not lead the process

Members with borderline plots are to be sent a general letter

WB raised the payment for plots by members who have plots that do not meet the standards of the Association’s Policy observing that these members may not accept that they still need to improve their plots or they could be evicted

Action – JS to send modified rent letters for those plots that have been failed by the 3 people who had completed the inspections

SY noted that 80% of plots had issues and that should require a general letter to be issued

It was agreed that up to £50 could be spent on the Barbecue organised by Wendy and Winnie to cover the costs of sauces and soft drinks

People are to bring their own food and alcohol if they wish

Next Meeting

The next Committee Meeting will be 22^nd September

The next General Meeting will be 29^th September

Action – SY to request items for the 22^nd and the 29^th as normal

The meeting was closed at 12.40

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WORKING PARTY 8th SEPTEMBER 2024: FILLING POTHOLES MAIN AVENUE, HEDGE ON OLD COACH ROAD and WORK ON EMPTY PLOTS.

BURNING DAY ON THE 8TH OF SEPTEMBER 2024 IS CANCELLED OWING TO SMOKE PROBLEMS. NEXT BURNING DAY WILL BE ON THE 13TH OF OCTOBER 2024. PLEASE ENSURE YOU ONLY BURN DRY MATERIAL NOT WET VEGETATIVE MATERIAL.

PEOPLE WISHING TO PAY THEIR RENT MAY DO SO IN THE POLY TUNNEL ON THE 21ST-22ND OR 28TH-29TH OF SEPTEMBER BETWEEN 10:30 AND 2:30 WHEN JOHN OR STEVE WILL BE IN ATTENDANCE.

DURING THE ANNUAL INSPECTION, WHILST 80% OF GARDENS HAD ISSUES , MAINLY WITH INTERNAL HEDGES, LACK OF MOWING UNDER FRUIT TREES, WEEDS AND INSUFFICIENT GROWING AREAS, MOST PASSED. THE COMMITTEE HOPE PLOT HOLDERS WILL TRY TO IMPROVE THE OVERALL APPEARANCE OF THE SITE FOR THE BENEFIT OF EVERY ONE.

THE COMMITTEE WOULD LIKE TO REQUEST ANYONE INTERESTED IN HELPING EITHER ON THE COMMITTEE OR WITH REGULAR MAINTENANCE ON PART OF THE ALLOTMENTS TO GET IN TOUCH WITH JOHN (07565873820) OR STEVE (01158491526).

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Rent invoices for the year Oct 1st 2024 to Sept 30th 2025 are currently being produced and should be delivered out to tenants no later than the 14t Sept 2024.

Those tenants that have in previous years received a discount, or anyone that thinks they maybe entitled to a discount will be required to submit proof of eligibility no later than the 10th September 2024 to the Secretary or Treasurer.

Those of pensionable age are not required to submit any documentation.

The assumption will be that you no longer wish to claim the discount if proof is not submiited, therefore an invoice for the full non discounted rate will be sent out.

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DATE – Saturday 14^TH September

TIME – From 1pm

Join us for our Summer BBQ and get together.

Please bring your own food and alcoholic beverages. BBQ provided to cook on or bring your own.

Tea/coffee/soft drinks, table sauces, mushy peas provided.

Looking forward to seeing you all.

Wendy and Winnie xx

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Present Steve Yorke, John Stooke, David Kirkham, Wendy Thomas, Tom Hutchinson, Ralph Yorke
Meeting opened at 10.30 and everyone welcomed and thanked by the Chair.
Apologies Winnie Beck, Charles Dewa
The Chairman noted that he could be contacted by e mail or mobile phone in the short term
The minutes were read
Acceptance of the minutes was proposed by WT and seconded by DK
Matters Arising
It was noted that the secondment of RY onto the Committee had been confirmed at the general Meeting on 23rd June 2024
The minutes of the General Meeting 23rd June would be on the agenda of the next General Meeting
Chairman’s Report inc Water
The Chairman noted a discrepancy between the Water Plus/Severn Trent meter reading and the meters of site. The was use was estimated to be about 20% higher on the Water Plus/Severn Trent meter
There was no sign of a leak between the site meters and the Water Plus/Severn Trent meter
Action – SY to monitor the meter readings and water usage
Treasurer’s Report The Treasurer informed the Committee that there was about £7,000 in the bank account as at the end of June. The estimated bank balance after liabilities and expenses up to the end of August was £3,700
Action – DK to e mail the Treasurer Ways of Working document to the Committee
Action – DK to e mail the Financial Plan for 2024 to the Committee
There was a discussion about rent from 1st October
The rent is expected to remain at the same level unless there are any significant events affecting the financial situation of the Association
Action – JS to prepare the rent bills for circulation at the beginning of September
Action – DK to draft a note for the Website on the rent from 1st October to include that rent is due on 30th September
It was noted that the rules require all rents to be paid within 40 days of the due date
All deductions will require documents to support them by 15th August with a copy of those documents to be held by the Treasurer
Existing deductions for the over 65’s will be carried forward and no documents will be required this year
New deductions on becoming 65 before the beginning of the tenancy will require documentary proof
It was agreed that any plots where the tenancy becomes subject to improvement under the Garden Standards Policy will require payment of rent in the same way as any other plots. Any garden resulting in the right to a tenancy being withdrawn under the policy will result in a refund of the rent. It was agreed that the Treasurer should be informed of any amendments to rents payable and the amendment will subject to approval by the Committee at the next appropriate Committee Meeting. It was agreed that any plots let between now and 1st October will not result in rent being payable
Secretary’s Report
The Secretary welcomed RY to the Committee
It was agreed to refund 100% of the tenancy and key money to Tara Cuthbert
The tenant is expected to leave the greenhouse on the plot
Action – JS to agree with the tenant what happens to the greenhouse
JS has not heard from Patsy
She has not returned her key
Action – SY to try to contact the tenant through Carole
The Treasurer expressed concern about the Secretary’s health
It was noted that the lease with the council runs out on 28th February
Action – JS to organise a meeting every two weeks to discuss the lease documents
JS noted that the new lease will require photos to be taken of all plots
Notifications from the Website
There was a discussion about sending out e mail s to members
Action – SY to ask the Website Manager to send out an e mail to all subscribers to the Website saying that e mail communications will be sent out unless an opt out is received
Let/Unlet Plots
SY informed the Committee that Plot 5 has been let to Randa Darwish
And Plot 70 had been let to Jade Brookes consistent with Lettings Policy
Action – SY to send key deposits to the Treasurer
Action – WT, SY and JS to work together on letting plots from now onAction – JS to share the waiting list with WT
It was agreed that requests in writing for Michael (Plot 25) to move to Plot 66 and Wendy (Plot 39) to move to Plot 20 should be received before these moves occur which are expected to be on 30th September
SY noted that he was aware of people who would like Plot 64 and Plot 4 and Plot 2
It was agreed that under the Letting Policy people on the waiting list should be offered these plots before they are offered to people who have other plots on site
Skip
The options for having a lockable skip on site were discussed
Action – JS to make further enquiries about a lockable 16 yard skip
It was re-affirmed that members should not bring items onto site to put them into the skips paid for by the Association
Inspections
It was agreed that TH will lead on garden inspections with SY to support if available
General Information Letter
The Chairman proposed a General Information letter to be communicated to all Members
Action – SY to update the draft letter and send to the Treasurer and Secretary
Barry’s Items
It was noted that Barry had asked for a number of items to be discussed at the Committee Meeting including: Closed meetings, accounts, Nottingham Federation, Links to documents on the Website, Management Agreement and remaining as a co-operative
These were discussed
Action – DK to publish the final 2003 accounts
Key for Shaz (who runs a Guinea Pig Sanctuary)
It was agreed to provide a key for Shaz following receipt of the usual £40 deposit if one is available
Action – JS to check the number of keys and identify a key for Shaz if one is available
Shooting Policy
It was noted that no documentary evidence has been provided to the Committee that Nottingham City Council have confirmed that members should be allowed to shoot air rifles on site
JS noted that his previous conversations with the Council suggest that they do not have a policy on shooting air rifles
Action – RY to circulate draft policy to the Committee
There was a discussion of the votes taken at the Annual General Meeting
It was agreed that the temporary ban remains potentially for discussion again at the next Annual General Meeting
Jobs for Non-Committee Members
It was agreed that a list of current Committee Members should on the website
Action – SY to provide the Website Manager with a current list
It was agreed that RY and Michael would act as points of contact for Association owed equipment
BBQ Sub-Committee
The BBQ and Annual Show was discussed
Action – SY to put a note on the website saying that given this year’s adverse growing conditions, there will be no show or BBQ this year
Proxy Voting
The potential for proxy voting under the current rules was discussed
Dave’s Items
1) Action – DK to circulate the document setting out roles within the Association to the Committee
2) The observation that there had been a number of instances when the tap for Ryan’s plot had been left attached to a hosepipe including one documented by the Treasurer
Action – A verbal warning to be given to Ryan stating that leaving hosepipes attached to taps on site was against the Water Usage policy and that there was sufficient evidence to show that that had been the case on his plot on more than one occasion
3) The Committee approved the Statement of Behaviour posted on the Association Website
4) Action – DK to draft amendment to the Disputes and Grievances Policy to include disputes between Members and the Association and the level of proof generally expected by the Association to be Most Reasonable Explanation in the view of the Association
A.O.B.
Compostable toilets were discussed
Action – WT to send details of a compostable toilet to JS
Next Meeting
The next Committee Meeting will be 22nd September
The next General Meeting will be 29th September
The meeting was closed at 1.25pm

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ANNUAL B.B.Q. AND SHOW

WITH REGRET THE COMMITTEE HAVE AGREED TO CANCEL THIS YEARS GET TOGETHER.
THIS IS DUE TO THE POOR GROWING CONDITIONS THIS YEAR AND SOME OTHER FACTORS AND HOPE TO REINSTALL THE SHOW AND B.B.Q. NEXT YEAR.

BURNING DAY

OWING TO THE HOT WEATHER AND SMOKE PROBLEMS BONFIRES WILL BE SUSPENDED UNTIL NEW ARRANGEMENTS ARE IN PLACE

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Leaving problems since the last A.G.M. behind us, this letter is aimed at moving forward in a friendly and cooperative way. Behaviour, Garden Standards Policies and general rules will all apply. Any breaches to be reported to the Committee or Officers for investigation and if upheld will incur a Verbal Warning, a Written Warning, and then a Notice to Quit. Appeals to the Committee May be made via the Secretary or the Chairman. Where an Automatic Suspension is given for a serious offence or a Notice to Quit Suspension the Member must hand over their key(s). All decisions and appeals must be dealt with quickly by the committee. Inspections will now begin and any concerns with plots will result in request to meet onsite with the plot holder at an agreed time. Failure to agree a meeting will be regarded as a Breach of Lease and may lead to a Notice to Quit. Also please bear in mind that Allotments are for growing veg, fruit and flowers for pleasure and not uncultivated wild gardens or leisure parks. Although such areas are welcome they must be in proportion to growing areas. We have all suffered with the weather this year and this will be taken into consideration regarding plots but internal hedges should have been cut down as per the rules and weeds controlled. All plot holders who have joined the site will now receive Emails unless they have opted out. Other forms of communications will be via the main or annex notice boards or by post if you provide a stamped, addressed envelope for General Messages, Agendas and Minutes.

Contact information
Secretary John Stooke Plot 29
Email opfgha.secretary@gmail.com 07565873820
Chairman Steve Yorke Plot 19
Email distyor@virginmedia.com 01158491526 07907817421
Treasurer David Kirkham Plot 32
Email opfgha.treasurer@gmail.com 07884283907
Machinery use( strimmer, mower) Michael Graham Plot 25

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10.30 CHAIR OPENS MEETING
MINUTES OF G.M. 23rd JUNE 2024
MATTERS ARISING
CHAIRMAN’S REPORT inc Water.
TREASURER’S REPORT.
SECRETARY’S REPORT.
WEBSITE SUBSCRIBERS.
UNLET PLOTS.
PLOT MOVES.
SKIP & ITEMS BROUGHT ON SITE
INSPECTIONS.
BARRY’S ITEMS: closed meetings, accounts, nottm fed,g.m. requested links,management agreement, remain as co op
KEY FOR SHAZ
SHOOTING POLICY
JOBS FOR NON COMMITTEE MEMBERS
B.B.Q. SUB COMMITTEE
GENERAL INFORMATION/ WARNING LETTER
DAVE’S ITEMS NOT ALREADY COVERED
A.O.B.
NEXT COMMITTEE MEETING or B.B.Q. MEETING & G.M. SEPTEMBER 22nd 29th
CLOSE &THANKS

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