Old Park Farm Garden Holders Association

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 Any garden resulting in the right to a tenancy being withdrawn under the policy will result in a refund of the rent.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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By Steve Yorke 23/06/2024

Attendance. Wendy Thomas, Winifred Beck,Carol Briar, Simon Hudson, Paul Hibbs, Barry Mitchell, Lesley Hurst, Tom Hutchinson, David Kirkham, Charles Dewa, Jane Bowden, Mick Tagg, Ralph Yorke, Diane Yorke, Steve Yorke.

1^st General Meeting so No Minutes to be read

Chairman’s introduction.

Good morning, welcome and thank you for attending. We are hoping for a constructive and friendly meeting as we are coming to an important point at the allotments.

Statement of Behaviour. This is general guidance for Members as to behaviour on site and will be on the Web Site on the Policies page and also on the notice boards.

Garden Standards Policy and Procedure to be added to the Website Policies page and inspections to commence from 1^st August.

The reason for this policy is to help people to manage their plots successfully. This year has been very trying with the long cool spring and then continual rain. Allowances will be made because of these factors but hedge trimming and weeding still need to be done to prevent the plots going to ruin. As last year the initial inspection will be done from the drives. If any plots are in doubt the holder will be asked to provide a suitable date for an onsite inspection. Refusal to provide a suitable date may lead to the steps set out in the policy

Conduct Email

Emails from Barry to John were discussed with people expressing their personal views. In the absence of the Secretary it was agreed to move forward together in the best interests of the Assocation.

A suggestion for a General Warning letter was read out. The proposed letter will be discussed at the next Committee Meeting.

Acceptance of Ralph Yorke to the committee.

There were no objections so Ralph was welcomed as a full Committee Member

Skip misuse.

Several items have been brought on site to be dumped in the skip either straight away or appearing on a plot for a couple of weeks and then into the skip. Members were asked to only bring on site items that are intended to be used on their plot. Each skip costs about £300 and uses up funds intended for site improvement. If you see any one misusing a skip on site please report it to a committee member. There is now a list of things not to go into the skip which includes roofing felt, tyres, batteries, paint, asbestos, oil, gas cylinders, T.V.s, electrical goods.

Bringing items on site

Things brought on site are for use on plots. A limited amount of burning items may be brought on site to put on the communal bonfire with permission from one of the officers or from Michael Graham but NO plastics, metal, soil or non burnable material should be put on the communal bonfire

Water wastage.

Despite all the rain last month’s water bill was over £150. Some people have been watering on beds on beds that are not in greenhouses or polytunnels and in areas they do not intend to use for growing. Only water when necessary. Advice on watering can be found on the Web site policies page. The Chairman is happy to give advice on watering.

Derelict gardens.

21, 50, 64. Unlettable

2,4,5,70, Need a brave tenant. Options are to leave till autumn and then strim or spray weeds over winter to try and get reasonable for spring. If someone is prepared to take on one of these plots the suggestion could be to allow them to be let rent free for the first year and with possible help from the work party. This is to be discussed further at the next Committee Meeting. Future work parties will be on main boundary hedges and vacant plot hedges.

General Warning Letter.

A letter may be sent to all members. Firstly many thanks to all who attended today’s meeting. It was as these meetings should be as friendly, constructive and leading to better relations. Suggestions have been made for this letter but will be decided at the Committee Meeting.

Proxy Voting. Suggestions have been made and this will be discussed at the next Committee Meeting.

Communication with members

Very few people receive Emails from the website. Of the 74 subscribers to the website only 25 receive Emails. Many people do not use the Web site but this is the most cost effective means of communication. If you are on the Web site but do not receive Emails please click on the receive Emails box. Alternatively type oldparkfarmgha.org into your search engine for access to the latest posts and the policies and document pages. Also the notice boards will be updated more. After that members need to arrange their own method of communication.

Shooting Ban should vote 6 from the Annual General Meeting over rule vote 5

Rule 5 Total ban on shooting. Yes 14 No 10 Abstentions 2

Rule 6 Temporary ban. Yes 17 No 8 Abstentions 1

A compromise plan is going to be discussed at the next Committee Meeting. Any input welcome.

Reopening the shop.

This was discussed and Winnie and Carol agreed to inquire into sources and prices.

Links to the following to be added to Documents web page

1 Co-Operative Society Act 2014

2 International Co-Operative Alliance Guidance notes to the Co-Operative Principles

3 Financial Conduct Authority Finalised Guidance 15/12

Seal and Model Rules, Master Lease and Management Agreement are already on the Documents Page

If you wish to add anything for discussion at the Committee Meeting concerning the above or any other topic please Email me at distyor@virginmedia.com or on site or by phone 01158491526.

Next Committee Meeting 28^th July or 4^th August to be confirmed. Committee Members please confirm availability.

Next General Meeting 22nd September to be confirmed

Thanks again for attending. Meeting closed at 12.30 p.m.

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