Present: Winnifred Beck, Lisa Goulbourne, Steve York, Diane
York, Sarah Mugabe, James Mugabe, Charles Dewa, Barry Mitchell, Simon
Hudson, Dave Goulding, Shaun Taylor,Jane Bowden, Emma Atkinson, S
Atkinson, Cullen Gill, Paul Hibbs
Apologies:Carol Briar,

The minutes from the last meeting Sunday, the 24th of June 2025 were approved

Secretary report: 

I am still currently trying to find my way around the one drive that contains all the files, this is still a working process that I will continue to work on trying to understand. All the key changing dates have now taken place, with a lot of plots still to complete the transfer, which in turn will outline those that don’t attend often if at all. I did contact the insurance who basically said without photos of the items stolen or receipts of purchase there was not much we can do. We haven’t yet followed up on the IBC tanks for the a Association. The old park farm facebook page is up and running. Thank you Carol. Please feel free to post your progress. Wendy has done quite a lot of extensive research on the chicken policy looking over 6 different policies and putting together one that will work for us here at old park farm. I have printed that out if anyone that is interested in having chickens would like to have a read. Thank you very much Wendy for taking time to do that. I appreciate it. 

Minutes from last AGM meeting. See website. 

Date of next committee meeting. To be discussed.

Date of next general meeting. 26th October 2025 

Plot inspections in August and warnings.

The inspection of all the plots will be done in August. A curtain standard will need to be met, when entering the association we make an agreement to follow the rules and to deliver on progression. There are quite a few plots not meeting that standard at all. And I have not been here long but in general they are the same plot holders failing and receiving warnings for their standards that have then not been followed up. I don’t want to see the same people putting in the bare minimal effort just to pass inspection to then let it slide down hill straight after receiving a pass. To then do it all over again the following year. You will then be given 2 months to improve after inspection if you pass you will be watched for further period of 2 if you are not maintaining your plot after that you will be evicted. A suggestion was made by the plot holders that the committee needs to look to change the rule on evictions. 

Changing of keys. 

Changing of the locks and key has now taken place. There have been a lot of tenants that have still not completed the swap over. Which in time will I guess outline those tenants that don’t come often, if at all. 

The final lock will be put in place on the small pedestrian gate on the 15th August 2025 if you have not exchanged your key before this date you will not have access as all four gates will then have the new lock. You will need to get in touch with Lisa or Winnie contact Details on web page 

Empty plots. 

We currently have only 3 empty plots left John’s, Ray’s and derelict plot 50 on the bottom lane. we have strimmed some of them back that were worse than others.

Chipper. 

The key for the chipper has now been obtained and the chipper is currently living with me (Lisa). It has been listed for sale at £1200. Personally I think this is an unrealistic price for the item now, we paid £1349. But it is now currently being sold on the titan website at £1250 with 3 year warranty. But to buy it new takes away the hassle of some coming to fetch it so the fact we are selling at £ 50 less that the site with only 2 year and no delivery. The lowest price was discussed. And that was decided at £1000 

Multitool. 

The multi tool has arrived if you would like to use it please see Micheal for guidance and safety instruction. It must be returned on the same day as until more security has been established it lives either with me or Michael at night whichever one of us is leaving the site last if still in use. 

Guinea pig manure. 

Guinea pig poo if anyone wants it please move to your plot. It is situated in the far end car park, this is on a controlled delivery to stop the wildlife from pulling it apart

Barbecue and show roles. 

The 6th of September was the date decided for the BBQ. We will be getting together on the 10th August to arrange duties. All welcome to come along. Also if anyone has any prizes please hand them in to Steve York or Winifred or Lisa. Bring your own drinks

Plot 4 car park.
We took a vote on turning half of plot 4 into a car park. It was a unanimous vote.
Top gate.
The top gate is not currently working correctly, not sure how to move forward with this yet as we definitely don’t have the funds for a repair. I will obtain a quote for it.
A.O.B
Dogs on lead: It has come up in the past about dogs on site. In the Nottingham city council allotment site regulations under permissions section 11 it states Dog on lead and under control are permitted on site and on the dog owners own plot. Not everyone is a dog lover and some have big fears of dogs. I think it’s fair to say on your plot they can roam providing they have no way out but from car to plot they must be on lead.

Fires are still banned due to the dry weather. This ban is for all tenants. However the council will allow committee members to burn the communal fires if sufficient precautions are taken.

Fly tipping this is becoming a bit of a problem people coming in at night and dumping rubbish on the communal fire. This is classed as fly tipping if you are caught doing this you will be asked to vacate your plot immediately without receiving a warning. Your details will also be handed to the police. (The latest item is a foam and plastic sofa, this obviously can’t be burned and will have to be removed from the fire and put in a skip)

 We need to find a treasurer as Dave has expressed a few times that he wants to step away. If anyone has accountancy skill that would be interested in helping the association we would be grateful.

Thanks

Read Full Post »

Present:Steve Yorke (SY), 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), Steve Williams (SW), Ryan Wilcox (RW), Helen Bristow (HB), Anugaman Neupane (AN), Christine Scouthern (CS), Colin Hyatt (CH), Dave Goulding (DG), Dave Reid (DR)

Apologies: John Stooke, Chris Skinner

DK opened the meeting at 10:30 by welcoming and thanking everyone for attending. He confirmed that the meeting was quorate. He reminded people of the need to be polite and respectful to each other.

Minutes from last year’s AGM held on 27^th April 2024 were proposed by KG and seconded by SW

Chair’s Report:

DK read his report (attached). In summary, he thanked everyone who had contributed to the Association, acknowledging key individuals and volunteers whose efforts keep the organisation running. However, the Association is facing a potential crisis: if a new Management Committee is not formed, the Council may take direct control of the allotment site, resulting in a substantial rent increase for members. Currently, there are no new nominations for officer or committee roles, and the Chairman announced he will not stand for re-election due to time constraints. He emphasised the importance of member support and participation, expressed regret for not achieving a fully friendly and inclusive environment, and encouraged all members to take responsibility for the future of the Association. The choice now rests with the members to decide how the group will be led and managed going forward.

There was a discussion about the impact of allowing the Association to become ‘Direct Let’ by the Council. Although this is theoretical, the Council have made clear that there would be a 3 or 4 fold increase in rents (13p to 47p per square metre) and that several facilities currently enjoyed by tenants would no longer be available, such as skips, communal fire etc. Hedges and potholes would not necessarily be fixed due to the Council’s financial situation.

Treasurer’s Report:

DK reported on MK’s behalf that the accounts had not yet been audited, but this was in hand. There is currently about £6900 in the bank, a reduction of £664 since last year. Given the liabilities that have to be accounted for ((key deposits, rent for the council and insurance), the Association has about £1000 available until the end of September when rents are next due.

WT asked why the new locks, bought in March, were not being used. Currently, the new keys are with JS and need to be collected so they can be distributed and the new locks used.

The Committee had agreed to sell the chipper and had a buyer but needed to find the keys and take photos. There had been no insurance claim submitted following the break in and robbery and there was concern that we might be too late to do this. The new Committee would need to look at this.

DK observed that many things had not been actioned as the Management Committee had not been functioning properly for several months.

Secretary’s Report:

In the absence of John Stooke, there was no report from the Secretary.

Election of Officers and New Committee

DK reported that he had received no volunteers for officers. There was then a discussion and SH offered to stand as Chair. JB pointed out that this was not possible due to the rule change agreed last year which meant that anyone who had resigned or been asked to resign from the Committee for misconduct could not stand again. SH stated that the case against him was based on hearsay and was unfair. JB stated that she had been at the meeting to discuss his conduct and it was based on facts provided by the then Treasurer (Mark Robinson) and Secretary (JS). WB then offered to stand and was elected on a show of hands. LG offered to stand as Secretary and was duly elected on a show of hands. Subsequently Anu volunteered to be Treasurer.

Officers:

Chair – Winnie Beck

Secretary – Lisa Goulbourne

Treasurer – Anu

Ordinary Committee Members:

Carol Brier

Tom Hutchinson

Wendy Thomas

Paul Hibbs

SH also volunteered to be on the Committee, but his position needs clarifying given the rule change mentioned earlier.

The need for the Secretary to have others to support her due to the demanding nature of the job was recognised.

WB and LG led the remainder of the meeting with help from DK.

Exclusion of Roy Lawson

DK explained that Roy had appealed to the Council following his removal from the Association and the Council had supported the Association’s decision. He had been a disruptive influence on the site and had failed to follow site rules. Normally, an evicted tenant would be given 28 days to remove their possessions from their plot, but Roy had been given 3 months finishing on 1^st June. He has still not removed his possessions, so these would normally become the property of the Association. It was unanimously agreed that Roy can only return to site with the agreement of the officers of the Committee and that an inventory with photos should be made of the items on his plot before their removal. A letter has already been sent to him about these plans.

Water Wastage

Water is a huge expense with the current water bill being £736 which is not sustainable. There are still a number of tenants who leave taps on and also one who waters his plot excessively so that his raised beds are completely water-logged. The Association has a Policy on Water Usage but needs to ensure that its provisions are applied.

Unlet Plots

There are currently 11 (soon to be 12) unlet plots. LG to get the 2 lists from JS. WT and TH will take on the role of lettings.

Unused/Minimally used plots

Inspections will take place in August and the Policy and Procedure for maintaining standards will be applied.

Unmaintained Hedges and Trees

This will be covered through the inspections and Standards Policy

Keeping Chickens

WT stated that under the 1950 Allotment Act, tenants are allowed to keep chickens on allotments provided that the eggs are for personal use and that high standards of care are maintained. The chickens have to be registered and cockerels are not allowed. They may not be bred for meat. It was agreed to allow the keeping of chickens with the details to be set out by the Committee.

Organisation of the Responsibilities of Secretary

It was agreed that the Committee would look at the proposal to have a number of Working Groups that would cover different aspects of the Secretary’s role.

Water/Rent Increase

DK proposed increasing rents by 1p per square metre from 13p to 14p. They had not been raised for many years. This would add approximately £5 to the average bill. This was agreed.

Honoraria

BM once again raised the point that Officers could not be ‘paid’. JB stated that the Honoraria were a ‘thank you’ to Officers of the Association in recognition of the time that they spend working on Association business and for the responsibility they take. It was agreed to pay the Honoraria of £200 again this year and to change the Association Rules to reflect this.

AOB

• LG stated that investigating the insurance claim for lost equipment would be a priority for her.
• SW has the new locks and chains, LG to obtain list of deposits and key holders from JS
• Laptops: LG to find out about the possible Association laptop held by JS
• BBQ and Show: Although it is recognised as good for the community, it’s important to share the responsibilities for this event. SY offered to organise the show again.
• Ray – it was agreed that he could visit the site to work on a tenant’s plot provided the tenant was present at all times, i.e. he would be there as a guest.
• AGM – will be in June again, probably 14^th June 2026.
• Next General Meeting: 14^th September 2025

Meeting closed at 12.35pm.

Attachments

Chair’s Report in full

It you will allow I will read my report without taking questions and allowing discussion. Everyone is more than welcome to offer their opinions after the Officers and Committee have been elected. If we discuss issues now, the AGM will take a long time to complete

Firstly, I would like to thank everyone who has supported the Association since the last AGM in March 2024

These include the following, forgive me if I have missed anyone out, everyone’s help is appreciated

Steve Yorke was the Chairman until recently and has given great service to the Association in many ways over many years and continues to do so

John Stooke who is the current Secretary and has been the Secretary for a number of years. John has contributed enormously to the Association and has represented the Association in through many difficult situations and given his time freely

Melek Portakal recently volunteered to be the Association Treasurer. Melek stepped forward to help out the Association and her willingness to help me (and the Association) shows her generosity.

All the Committee members who have served the Association. They have given up their time for meeting, they offer their views so that members are represented in Committee meetings and often are the people who give up their time to work on the site or help out the Association in addition to their contribution to Committee meetings

Thank you to everyone who has worked on the site, helped cut hedges, fill pot holes, mend fences, met with the Council, attended Federation meetings, picked up litter, made bays for chippings, burnt fires, inspected plots, cut grass, worked on locks, attended and spoken at General meetings, taken time to give feedback, the list is long and I will have forgotten more than I have listed. Everyone’s support of the Association is appreciated, and the Association cannot function without the support of its members.

Thank you all for coming today and giving up your time. Today is an important meeting.

Thank you everyone

Having said that the Association could be in a crisis

The Association has not done the things we need to do to govern ourselves effectively and this leads to a risk that the Council may decide to run the site itself

To repeat what I have said previously, if the Council run our allotment site, they have said that the rent we all pay will increase 3-4 times. The Council is currently reviewing their rents and the rents they might be increased by more than 3-4 times. That means that there would be an increase in the rent bill of about £60 or more per plot. £60 is in my opinion an underestimate.

If the Council run the site there is no guarantee that the site will be any better managed than an effective self-run site. Ultimately the choice is ours.

At the moment, I am the Chairman, John is the Secretary and Melek is the Treasurer. There are more than a full complement of Committee Members, Winnie, Lisa, Charles, Tom, Marcia, Anu, Carol, Ryan – I think that is everyone, have I missed anyone out?

I asked for nominations for the officer roles and committee members. I have to tell you that I have not received any nominations. Nominations may be received during this meeting but there is a risk that we will not have an effective Management Committee and if we do not have a Committee then the Council may decide to run the site directly. It might not happen immediately, but it is a real possibility.

The choice is ours.

Your Association needs your support, it needs volunteers, and it needs them today

Personally, it has been an honour to be the Chairman of the Association for a short period of time

I have tried to lead the Association fairly, and in the best interest of all members, and the members are the Association. I have tried to be open and allow everyone to a chance to raise their views. I have tried to communicate openly, there has been, and should not be any hidden agendas. I would like to see the Association be a friendly and inclusive place where members and their guests can enjoy their plots and create a sociable community. My observation is that the Association is not always a friendly and inclusive place. I have not been able to lead the Association to be such a place. I am sorry for that. The statement I posted on the website on aggressive and abusive behaviour was in response to how people had behaved on site. The only way for us to have a friendly community is for everyone to try to be friendly. The choice is ours.

I wish to state again in that taking decisions that, in my opinion, are in the best interests of all members, in the best interest of the Association, means that I could not please everyone. One side, or both sides, in a dispute often feels that have been hard done to, not listened to, or not been treated fairly. All I can say is that I have tried to be fair and reasonable, I understand that people can feel disappointed by decisions that are taken, but we cannot always get what we would really wanted.

I need to tell you that I have come to the conclusion that I will not stand for re-election (in a few minutes time).

There are not enough hours in my day to be the Chairman in the current situation, and I am standing down to allow a new approach to be agreed by you that can help the Association move forward.

I wish the new officers and Committee well, they will have my support

The choice of who will lead and run your Association is yours today, please contribute to the discussion and vote.

Treasurer’s Report in full

I will read out the Treasurer’s Report on behalf of Melek. In truth, I have committed to supporting Melek as Treasurer and reading this Report is part of that support.

The Association does not have any immediate cash issues. There is cash in the bank – £6,948 as at the end of May 2025. This is £664 lower than year earlier, a year in which the Association bought a chipper and bought some replacement locks.

There is a large water bill to pay in June. This is £736 which is larger than our usual Water Bill and which has reduced our bank balance in June significantly.

Our bank balance needs to cover our expenses up to the new rent bill receipts in September and October. An estimate of uncommitted money is about £1,000. You and the Committee will need to decide whether this is a reasonable cushion against unforeseen expenses.

The 2024 accounts have not yet been audited. The unaudited accounts show a deficit of £462. This includes a decision to buy a chipper for £1,344. Without the chipper the Association would have had a surplus of £882. The auditor has been contacted and will be asked for her help and I am waiting on her reply.

There are items relating to the Association’s finances for discussion today that I request the members consider and express their views on today.

Read Full Post »

AGENDA
Introduce and Welcome: Lisa Goulbourne, Winifred Knight, Wendy
Thomas, Tom Hutchinson, Simon Hudson, Carrol Williams. Paul Hibbs,
Steve York, Micheal Graham.
Apologies
Anugaman Neupane

Minutes from 14th 2025 A.G.M Meeting
Date of next General meeting: 27th July 2025 10am Polytunnel (all plot
holders)
Date of next Committee Meeting: 27th July 2025 10.45 Polytunnel
Keys lists and deposits from John +contact details:
I am still currently working with John to get the OneDrive handed over.
The new keys are now with Lisa and the committee has decided on a few
dates the hand over will take place. These dates and times are listed
below. There will also be a notice put on all the gates outlining the details
stated here. From the first date the locks on all gates will be swapped over
to the new ones, except the small pedestrian gate on the middle lane,
allowing everyone access during this process.
12th July 10-2
13th July 10-2
19th July 10-2
20th July 10-2
If these dates are inconvenient for any of the key holders an alternative
notice to arrange a separate time will be available at the polytunnel.
Insurance +crimes no:?
Wendy has sent over all the crime numbers,and Dave has emailed the
insurance details in which i will chase up week beginning 7th July 2025
Roy? (letter to Roy)
Look to change water usage: (IBC tanks)
We are looking into alternative water storage for plot holders asking a few
companies to donate IBC tanks. A discussion was made about a water ban
after 9pm. Or the possibility of a timer to try and stop water use after this
time. This was also to cut off the hoses that people have forgotten to
disconnect.
Discuss roles:
The roles that have been established are:
Development Group: Simon, Carrol
Lettings: Wendy and Tom
Maintenance Group: Paul, Michel, Ryan
Events and social Group: Winnie, Lisa, Carrol, Steve Y
Yearly inspection of plots, rules to be enforced.
Update facebook:
Carrol is going to re look at the facebook page and we will all work to get
things posted on a little more often. Comments and feedback would be
great. (remember to be kind)
Chicken policy
Wendy is still looking into the (DEFRA) code of practice.
Wendy is going to email Jo Tarrent to inform her we will be having chickens
on site when policies are in place.
Equipment:
The committee has purchased a new 5in1 multi tool with three year
breakdown cover, costing £236 and a decision to purchase a wacker plate
was also decided when a reasonably priced one is found.
We are currently try to get new keys for the chipper so it can be sold and
the money can be put back into the association.
BBQ set date and duties:
The BBQ AND SHOW has been set for: 27th September 2025. Bring your
own alcohol.
If you have any donations for the raffle please give to Steve York.
A meeting will take place on the 10th August 10.30. In the polytunnel to
plan the BBQ and Show.
Accounts
A.O.B
The top car park needs attention; the area is very badly overgrown and is
not being used appropriately. The gates are a little loose. Fire pile needs
relocating.
Chipper + keys covered in agenda.
Hedges and Plots, could everyone pay attention to these please as the
inspections are just around the corner.
AGM minutes will be published shortly.
Steve Williams will be updating webpage.

Read Full Post »

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.

Read Full Post »

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

Read Full Post »

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

Read Full Post »

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

Read Full Post »