Association Polytunnel this Sunday 10.30am
AGENDA
Introduction and Welcome
Apologies
Minutes of the General Meeting 29th September 2024
Chairman’s Report
Treasurer’s Report
Secretary’s Report
Date of Annual General Meeting – possibly Sunday 8th June 2025
A.O.B.
Present: Winnie Beck, Charles Dewa, Michael Graham, Tom Hutchinson, David Kirkham, Melek Portakal, Ralph Yorke
Apologies: Wendy Thomas, John Stooke
Jane Bowden was present to support MK
As the meeting wasn’t quorate (only one officer present) it was agreed to proceed to have a discussion rather than to make decisions
Matters Arising
Treasurer’s Report
Secretary’s Report
In the absence of JS, MG reported:
Any other Business
Date of next meeting: 10.30am on 8th December 2024 in the Scout Hut, Bramcote Lane, Wollaton
Meeting closed at 11.33 am.
Present: Steve Yorke (SY), John Stooke (JS), David Kirkham (DK), Wendy Thomas (WT), Charles Dewa (CD), Winifred Beck (WB), Jane Bowden (JB), Simon Hudson (SH), Lisa Golbourne (LG), Paul Hibbs (PB), Barry Mitchell (BM), Malek Portakal ((MP).
The Chair (SY) opened the meeting at 10.40, welcoming and thanking all for attending. SY pointed out that due to the low attendance the meeting would be strictly for discussion as a quorum hadn’t been reached.
DK read the minutes from the meeting held 23rd June 2024, these minutes were proposed by WB and seconded by JB.
Matters arising:
SY advised that plots 5 & 71 has now been let and the new tenants had made excellent progress so far.
Shooting Policy:
SY produced a draft copy of the proposed ‘Shooting Policy’ that has been worked on by Ralph Yorke. A copy of this was handed to PH & SH.
SY went on to say that a lot of information had been gathered from various sources.
JS advised that he had made emailed Jo Tarrant at the Council’s allotment office with regards to the council’s position on shooting, he went onto to advise that Nottingham City Council are not to permit anyone to shoot on communal areas or other people’s plots, but Jo hadn’t given any guidance on tenants shooting on their own plot. JS emailed a copy of the communication during the meeting to SY & PH for transparency.
JB raised the vote that was held at our AGM in March of this year and suggested asking the NSALG for advice. She felt that the key question was whether the plot holder or the Association was the official ‘tenant’.
JS said that further discussion was needed after reading the info that Ralph Yorke had provided and taking into consideration the Council’s position. SY suggested rolling over to the next General Meeting and added that a compromise may be discussed. Not a ‘policy’
SY will also have the information that has been produced put on the website.
Woodchipper:
DK requested that the purchase of the Woodchipper be discussed as the cost of purchasing it would be higher than originally advised. We had originally planned to buy a second hand machine for around £750.00 A new Titan Pro can be purchased for £1249.00. LG asked the question of a warranty as this is something we should get with a new machine. JS advised that this type of machine would come with a 3 year warranty if used in a domestic environment, but only the 1 year in a commercial environment and though are not commercial he would seek clarification on whether we would be considered domestic as an allotment site. There would be restrictions on who could use the machine, and it would be stored off site to keep it secure. Chipping branches will reduce the amount of wood burnt and reduce the effect on the environment.
It was confirmed that plot holders could have fires again as per the burning policy, but the communal bonfire needed to be smaller to avoid excessive smoke.
Proposed New Lease (PNL) & Management Agreement (MA) update:
JS attended a Nottingham Federation of Allotment Gardeners on Saturday 28th September.
The meeting concentrated on the PNL & MA with Martin Harris (NCC Allotment office) and Peter McGuire (Federation Secretary) announcing that after 6 years of lengthy negotiations & discussions all the parties involved, Nottingham City Council, NCC legal department, Nottingham Federation, and the National Society of Allotment & Leisure Gardeners (NSALG), had finally produced a PNL & MA that were suitable for all, but will allow for negotiations for individual site specific needs.
Both documents will be put under the relevant tab on the website for all to access within a few days. JS will supply anyone with a printed copy upon request.
JS advised that Schedule 5 of the MA had been completely re-written (alterations are marked in red) and read through it with those present. He discussed the need to provide all tenants with a tenancy agreement prior to a new lease being signed. This is a requirement of the NCC. They will provide JS with a pro forma.
NCC requires Old Park Farm to provide a site condition report which will involve an assessment and images of each individual plot, pathway, access road, buildings and boundary fences/hedges. This is a huge job although the NCC will provide some help. NCC will also arrange an inspection of the site annually and a record of any changes will be made. They will also advise on any changes or maintenance they want carried out.
The ‘Management Committee of Old Park Farm GHA is ultimately responsible for compliance with the PNL & MA andcan or will be able to set the level of rent charged to cover the cost of any maintenance with or without Tenant approval but would need to be justified to the NCC in a financial plan. Without more help from plot holders at working parties, rents would have to rise to cover the costs of contractors.
JS advised that he started dialogue with NCC with regards to repairs to the pavement along the perimeter bordering plot 1. He had also asked Martin Harris about the status of the road as it is unadopted, yet the NCC maintains the lights.
JS has approached the NCC with regards to any Portacabins that they have mothballed that they may consider donating or selling at relatively low price for use as an office. He is waiting for a response.
AOB
BM suggested that the General Meeting be renamed for clarity, JS agreed to renaming it ‘Quarterly General Meeting’.
SY stood down prior to the close of the meeting thanking everyone and explaining that he would still be available for advice. He was thanked for his long and thoughtful service to the Association.
Meeting closed at 11:50.Next Quarterly General Meeting to be held 5th January 2025.
Present Steve Yorke, David Kirkham, Wendy Thomas, Charles Dewa, Winifred Beck, John Stooke, Michael Graham
Meeting opened at 10.30 and every one welcomed and thanked by the Chair.
Apologies Tom Hutchison, Ralph Yorke
Minutes from 1st September were read and accepted by W.B. and Seconded by W.T.
Matters Arising. In future to save time Minutes from previous meeting will not to be read out. As these are available by email, on the website and notice boards people are now expected to read them.
Chairmans Report The Chairman said he would like to step down from the committee at the General Meeting. Replacement being discussed.
Treasurer’s Report. There is approx £6,700 in the bank. This will increase with the rent coming in.
Secretary Report All rent bills have been sent out by email, post or by hand. Several tenants have decided to vacate their plots for mixed reasons so now about 12 vacant plots.
General Meeting 29th September Only items on the Agenda to be discussed so any items for debate should be received by the Chairman by Saturday 28th via any committee member, Email to distyor@virginmedia.com or phone 01158491526. Subjects up to now are Shooting Policy, Chipper, Nottingham Federation Meeting, Council position on multiple plots,
A.O.B. Michael Graham was seconded onto the Committee and welcomed by all. His position to be ratified at the G.M.
David Goulding to give up his position with Ian Carmichael and to be offered his own plot.
John to start sending out emails for letting plots by mid October
B.B.Q. was O.K., Thanks to all concerned. Future events under review
Fires. Roy and Caitlyn had requested permission to have extra fires but this was refused as it would lead to more rogue fires.
Skip has been delayed till the working party can work on plots 50 and 64.
Inspections 2 tennants have arranged meetings, 4 outstanding.
Reminder to all, do NOT leave hosepipes connected to taps when not on site. Hose connectors have failed in the past leading to water wastage.Plots 36 /37 to be contacted.
Next Meeting 29TH September 2024 General Meeting at 10.30
Next Committee Meeting 27th October at 10.30 both in polytunnel.
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 4th 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 1st October to include that rent is due on 30th 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 21st /22nd Sept 10.30 to 12.30 and 28th/29th Sept 10.30 to 12.30
SY planned to be on site for 12.30 to 03.00 on 22nd and 29th Sept
Evidence for discounts need to be given by 8th 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 2nd 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 22nd September
The next General Meeting will be 29th September
Action – SY to request items for the 22nd and the 29th as normal
The meeting was closed at 12.40
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
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.
1st 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 1st 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 28th July or 4th 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.
Present Steve Yorke, David Kirkham, Wendy Thomas, Charles Dewa, Winifred Beck
Meeting opened at 10.30 and every one welcomed and thanked by the Chair.
Apologies Tom Hutchison, John Stooke.
Minutes from 21st April were read and accepted by W.B. and Seconded by W.T.
Matters Arising. Reminder of thanks to Mark as outgoing Treasurer. Charles offered pole for John’s camera.
Chairmans Report The Chairman said he would like to step down from the committee as soon as possible but would not do so until the committee is in a much stronger position.
Treasurer’s Report. The Treasurer reported all the shop stock has been cleared. There is approx £7,600 in the bank and no longer a need for a float in the Association Hut.
Secretary Report N/A
General Meeting 16th June Only items on the Agenda to be discussed so any items for debate should be received by the Chairman by Friday 14th June via any committee member, Email to distyor@virginmedia.com or phone 01158491526. Subjects up to now are Revised Disputes Policy, Statement of Behaviour, Standards Policy inspection moved forward to 1st August, Proxy Voting.
Emails, responses and outstanding issues. These were discussed as far as possible but some were incomplete without John’s presence and many issues will be dealt with at the General Meeting.
Rolled over items. Composting toilet, Lower car park, Notice board, Web site.
A.O.B. Ralph Yorke was seconded onto the Committee and welcomed by all. His position to be ratified at the G.M.
Dave asked to review Disputes policy.
Reminder to all, do NOT leave hosepipes connected to taps when not on site. Hose connectors have failed in the past leading to water wastage.
Purchase of 5L Glyphosphate to spray Old Coach Road Main Avenue and some empty plots to control weed growth agreed.
Guinea Pig compost may become available again in the chippings bay next to the skip. First come first served when available.
Working Party 9th June. Working on plot 5 and Wilf’s plot strimming, hedge cutting, moving wood to bonfire.
Next Meeting 16th June General Meeting at 10.30
Next Committee Meeting to be arranged at G.M.
Old Park Farm Garden Holders Association 