Minutes for discussion and approval at the AGM

Present: David Kirkham (DK), Wendy Thomas (WT), Charles Dewa (CD), Winifred Beck (WB), Jane Bowden (JB), Paul Hibbs (PB), Barry Mitchell (BM), Melek Portakal (MP), Michael Graham (MG), Kay Graham (KG), Steve Yorke (SY), Diane Yorke (DY), Dave Goulding (DG), Carol Brier (CB), Gary Brier,(GB)
Apologies: John Stooke (JS)

The Chairman opened the meeting at 10.30 welcoming, thanking all for attending

The Chairman explained this could only be an informal meeting as only one officer was present so no quorum.

Minutes from the meeting held on 29th September had been circulated and accepted as correct.
Proposed by WB, Seconded by MG.

Matters arising:
BM mentioned he was unaware of the meeting until the last moment. It was agreed that at present the Committee were struggling to keep up with everything and any help would be welcome and please bare with them.
BM suggested letting the NCC take over the running of the Association
DK stated that he understood that if the Council took over; the rent would increase 3 or 4 fold. In addition, the Council do not have money, or resources to do any work on site.
Others said they preferred to remain as an association run by its own Management committee.
Views on this could be discussed at the AGM – all issues for the AGM agenda should be identified in advancw to the Chairman.
A couple of people have shown interest in joining the committee DK to follow up.
MP has been seconded to the Committee and welcomed by all.
The position of Chairman and Secretary was discussed with a proposal to have working groups to manage Lettings, Inspections, Maintenance, Communication etc. This is to be continued with any suggestions at the AGM.
Thanks were offered to Michael and Paul and others for repairs to fences following recent break ins.
Key change are to be discussed at Committee. Keys ready, cost £1,700.
Water wastage between Sat 26th and Sun 27th 12 cubic metres of water was used which suggests someone left a tap running overnight. This represents about £25.00 which is unsustainable and could result in the water being rationed at times. Please be aware of wastage and report any missuse to the Committee.
Lockable skip to be ordered
Finances are stable at present with about £7,400 in the bank, less usual liabilities (water, rent, keys, insurance etc)
AGM – Suggested date 8th June 2025 to be confirmed at Committee Meeting.
Items to be discussed so far
Council take over
Secretary and assistance roles
Annual Show and volunteers to run a show
Meeting closed 11.45 with thanks to all

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OLD PARK FARM GHA

MINUTES OF COMMITTEE MEETING

2^nd February 2025

Association Polytunnel

Present: Winnie Beck, Charles Dewa, Michael Graham, Tom Hutchinson, David Kirkham, Melek Portakal, John Stooke

Apologies: None

Matters Arising

• The minutes of the meeting on 8th December had not been drafted yet
• These are with Ralph Yorke, Dave to ask Ralph if he has made any progress

Chairman’s Report

• Dave informed the Committee that Wendy and Ralph had offered their resignation from the Committee
• Dave thanked them for the time they had given to the Association by being on the Committee
• Unfortunately, this means that the Committee does not have its full number of members
• Dave made an open invitation for members to put themselves forward to be Committee members
• Dave to put a post on the website informing all members of the situation asking for volunteers and stating the consequences if the Committee and Association does not function as it should to include the impact on rents if the Association is run directly by the Council

Treasurer’s Report

• Dave informed the Committee that the Association bank balance is sufficient to support normal expenses over the next year
• The accounts up to the end of January 2025 were circulated in advance of the meeting to committee members explaining that there are not many transactions this time of year 
• Dave has contacted the auditor from last year who had agreed to audit the accounts again

Secretary’s Report

• John stated that the quote for new keys and padlocks was c £1,700 last year
• The Committee encouraged John to ask for a fresh quote as the Association needed to improve the security of the site  
• The potential for raising the deposit for keys to £50 per key was discussed to support the recovery of keys from members
• John noted the expense had been authorised at the last AGM
• John, as supported by the Committee, to obtain new keys and padlocks
• The issue of break ins through the railway fence was discussed
• The fence had been cut many times recently allowing access from the railway line to the site
• It was agreed in practical terms if would be for the Association to identify the solution to this issue as Network Rail appears unlikely to repair the fence
• The option of planting blackthorn bushes along the boundary was discussed, as was the erection of a timber fence
• John was asked to review the options
• The situation concerning a member was discussed at length
• Committee Members reported that they had observed this member removing slabs from a plot that was in the control of the Association
• When the Committee Members challenged the member on behalf of the Association, the discussion became difficult, and the Committee members were disappointed that the member did not respect their role on behalf of the Association
• John read his text conversation with the member to the Committee, in that conversation the member clearly admitted entering plot 41 and taking the slabs. 
• The member’s actions were discussed, and it was concluded that they had broken the rules of the Association
• It was also noted that the member had been involved in other incidents that had led to the Association taking informal and formal action in the over a period of time
• Committee members said that the member was a disruptive influence on other members of the Association, and his actions had caused the Association significant additional work
• Some Committee members felt that the Association had given the member the benefit of the doubt for too long, and the member had not acted on many requests to find a way to work constructively with the Association
• Some Committee members said that they would consider their positions on the Committee if this situation was not resolved satisfactorily and in the best interests of the Association because of the difficulties the member created to them personally and the Association
• It was agreed that a Notice to Quit letter should be served on the member
• The Committee was unanimous in supporting the Secretary to take this action
• Barry had joined John at the Nottingham Federation AGM
• John reported that Martin Harris from the Council intended to work on the new lease again in the next few months
• The new lease requires a survey to be completed on the site and a drone would be a suitable way to complete the survey
• David Stirland was identified as the Deputy Regional Rep for the East Midlands for the National Allotment Association
• He is a contact for training to Allotment Association Chairman, Secretaries and Treasurers
• The issue of rats and guinea pig manure was discussed

Any other Business

• John suggested that we should wait until April to make a decision whether the Association should have a show/event this year

Date of next meeting:  10.30am on 13^th April 2024 in the Association polytunnel

It was noted that the next general meeting was planned for 2^nd march

Meeting closed

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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

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Association Polytunnel this Sunday 10.30am

AGENDA

Introduction and Welcome

Apologies

Minutes of the General Meeting 29^th September 2024

Chairman’s Report

Treasurer’s Report

Secretary’s Report

Date of Annual General Meeting – possibly Sunday 8^th June 2025

A.O.B.

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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

• Following Steve’s resignation DK offered to be Acting Chair and this was supported.  SY was thanked for his work for the Association and a presentation would be made to him.
• Committee members:  Role descriptions are needed for all parts of the Committee and to go to Committee members and on the website (DK)
• DK clarified his view that that the roles of the Chair and Sec are very separate with the Chair supporting officers/Committee members, as well as representing Association members, while the Sec is the first port of call for most day-to-day issues.
• He also believes that disputes should be settled in terms of ‘the most likely’ scenario rather than ‘proven’ to a legal standard.

Treasurer’s Report

• The bank account is healthy with more than last year available despite the chipper having been paid for
• 2 rents are outstanding and will be followed up (JS)
• Suggestions for purchases: keys/locks, the lower hut door/roof, 2 Association laptops for the Sec and Treasurer for Association work
• Reopening the shop was discussed but the same problems remain regarding buying stock and deliveries.  To be discussed next time.
• Honorariums have been given to the Sec and the Treasurer and both have chosen to donate them to the Association
• MK was welcomed to the Committee with the hope that she would take over as Treasurer.  DK to arrange bank access for her.

Secretary’s Report

In the absence of JS, MG reported:

• Lockable skip was on site. MG reported an incident with attempted unauthorised use of the skip by a member.  JS to deal with this and also with people removing items from empty plots.
• Cans etc: Not to be placed in the skip but given to JS for recycling for cash
• Inspections:  No information available
• Burning policy:  A suggested change to allow fires at any time was discussed but rejected as unnecessary, likely to cause issues with neighbours/council and against the aim of environmental protection we espouse.
• Bonfire week will be allowed as usual with water being turned off at the end of the week

Any other Business

• Should plot 4 be used as a car park and chippings bay?
• WB advised to contact JS re BBQ
• Next General meeting will be in January
• Speeding – this was discussed and members were asked to speak to anyone speeding.
• How to get more volunteers at working parties? Committee members to ask new members, provide list of jobs that can be done on alternative day/time, ensure working party/Burning day and now Chipper day is clearly known to all.
• New Secretary will be needed by June – very important!  Will probably need to split the role to make manageable. 

Date of next meeting:  10.30am on 8^th December 2024 in the Scout Hut, Bramcote Lane, Wollaton

Meeting closed at 11.33 am.

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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.

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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 1^st 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 29^th 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 29^TH September 2024 General Meeting at 10.30

Next Committee Meeting 27^th October at 10.30 both in polytunnel.

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

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

Apologies: Wendy Thomas

Minutes from Committee Meeting 4^th August

The minutes were read

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

Matters Arising

None

Chairman’s Report

The Chairman gave updates on the following:

Michael has made a formal request to move plot

Contact information has been updated on the Website

General Information Letter has been circulated

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

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

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

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

A notice about the Show has been published

The intention of the Chairman to step down was discussed

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

Treasurer’s Report

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

Actions carried forward

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

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

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

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

Secretary’s Report

Action – JS to circulate the waiting list

Action – JS to investigate a 12 yard lockable skip

This is initially for plots 64 and 50

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

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

Rent collection

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

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

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

Plot 2

SY discussed the size of plot 1 and 2

Fires

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

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

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

Chipper

Prices for Chippers were identified

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

Action – SY to investigate options based on the discussion

Tap Between plot 36 and 37

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

Action – JS agreed to investigate

A.O.B.

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

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

The Inspection process was discussed

TH agreed to help but not lead the process

Members with borderline plots are to be sent a general letter

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

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

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

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

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

Next Meeting

The next Committee Meeting will be 22^nd September

The next General Meeting will be 29^th September

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

The meeting was closed at 12.40

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