Old Park Farm Garden Holders Association

Present: Steve Yorke, John Stooke, David Kirkham, Wendy Thomas, Tom, Hutchinson, Charles Dewa, Winifred Beck.
Meeting was opened at 10:30 by the Chair who thanked all for attending.
Apologies: None
Matters Arising: None
Chairman’s report:
The Chair offered his sincerest apologies for how the AGM had turned out due to a small number who just seemed to want to repeatedly upset proceedings.
He advised that water had been turned back with no leaks, and since being turned on, and only a small amount was being used.
Treasurer’s report:
DK advised that he would do things differently from Mark. He will be using a graph, and guided the committee through it and if anyone had any issues with it he would be happy to discuss any said issues.
There is currently £8331 in the bank with liabilities to be confirmed.
All cash transactions would require a paper trail, therefore any transactions willrequire signing for.
A financial plan is in progress.
DK requested an OPFGHA email address, JS to sort.
Secretary’s report:
JS advised that he was now in possession of a cctv camera and that he required a good sturdy post to attach it to. The cost of a data sim would cost in the region of £60 per annum.
JS had nothing else to add, as items he had intended to discuss would be discussed during the course of the meeting.
Business discussed:
Local Federation meeting:
The local federation would next be meeting on the 27th April 2024. DK to attend with JS.

Jane Bowden/Lisa Golbourne emails:
Jane had recently sent an email to Lisa, the said email was not received by Lisa as Jane had intended it to be, friendly advice. Lisa responded to that email by emailing and texting JS. JS emailed Jane advising her that Lisa was very upset, Jane then emailed Lisa with an apology, the apology was rejected by Lisa, as she believed it to be a very poor apology.
SY pointed out that the original email could only be offensive if you wanted to take it that way, this was discussed and voted on with 4 to 2 in favour of agreeing with SY. It was also agreed that a letter would be sent to Jane advising her that she should not send out such an email to any member in the future, and should she do so, a written warning would be given.
DK raised an issue with the responses that Lisa sent to JS, the issue being that she used foul language in one of them. It was agreed by all, regardless of how angry and or upset Lisa was at receiving the email, foul language written or verbal is not acceptable and will not be tolerated. A letter advising her that any future communication with an Officer, a committee member or any member of Old Park Farm should be civil and respectful, and any future use of such language may result in her receiving a written warning.
AGM 2024: Voting
SY confirmed the results for the voting that took place are as follows:

• Reduction of Quorum from 20 to 15 at AGM/General meeting
• 13 Yes
  12 No
  1 Abstention
• Move future AGM’s from March to June
• 21 Yes
  3 No
  2 Abstentions
• Honorariums to be ended
• 11 Yes
  13 No
  2 Abstentions
• Honorariums to be repaid
• 7 Yes
  18 No
  1 Abstention
• Total ban on shooting
• 14 Yes
  10 No
  2 Abstentions
• Temporary ban on shooting until policy in place
• 17 Yes
  8 No
  1 Abstention

Vote 6 overrules vote 5

• Officer/Committee member eligibility
• 22 Yes
  3 No
• Authority for lock change
• 24 Yes
  1 No
• Authority to purchase chipper
• 23 Yes
  2 No
• Quarterly General meetings
• 17 Yes
  8 No

AGM 2024:
JS brought an email he had received along with a number of verbal conversations he had had with attendees at the AGM to the attention of the committee. It is clear from this email and conversations he had, the conduct of a small minority of members was unacceptable, aggressive, intimidating, rude, and generally out to cause trouble were the terms used to describe them.
These same points have been raised before with regards to the conduct ofsome attendees at open committee meetings in the past; these subsequently had to be closed. The issue was discussed and It was agreed by a majority that letters are to be sent to those members advising them that their conduct is
not acceptable, will not be tolerated in the future and action will be taken against them, if not by the committee, by the membership.
Plots:
Tara Cuthbert had raised concerns about the amount of carpet that is buried in her plot. An attempt to remove some of the carpet was made by a working party, but the plot is literally covered. SY advised that it would take Bobcat to be able to clear it. Tara will be given the opportunity to look a plot 5 and transfer if she wishes.
SY to enquire and confirm the cost of hiring a Bobcat.
Plots 50 & 64 still need a considerable amount of work to get them ready for letting.
Plot 70, Wilf Hayden has now decided to give up the plot. SY will contact Neville Wilf’s son with regards to the return of the keys.
Plot 34 has been let to Carl Pemberton.
Work Party 14th April:
SY advised that the had working party hadn’t been much of a success due to the lack of volunteers, therefore not a great deal was done.

June General Meeting
A general Meeting will be held on the 16th June 2024.
BBQ & Show:
This year’s BBq & Show will be held on the 14th September.
AOB:
A request had been received from Sid Mallyon asking for a family member, Ryan Wilcox to be added as a joint member on his plots.. SY & JS verified that Ryan has done a vast amount of work to bring the plots up to standard, and then some, so the request was granted/confirmed.
Rolled over items:
Composting Toilet
Lower car park
Notice boards
Website
Date of next meeting – 2nd June 2024.

Meeting closed at 12:55

Minutes recorded and produced by John Stooke

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Present: Steve Yorke, John Stooke, Winnie Beck, Jane Bowden, Charles Dewa, Wendy Thomas
Apologies: Mark Robinson, Tom Hutchinson
Meeting opened at 10.35 am and the minutes from the previous meeting held on November 2023 were read out by JS and accepted without change (Proposed WT, seconded by WB).
Matters Arising
• SY and JS confirmed they had reviewed the role descriptions for their posts and they were fine.
• Repair of slope near the main gate remains a priority
• Communication: JS felt that communication would be improved by having a secure Committee office on site. A WhatsApp group for the Committee was also suggested. This remains under consideration.
Chair’s Report: The Forestry Commission had confirmed that trees in hedges could be felled and no licence was required.
All other items would come up on the agenda.
Treasurer’s Report
• Financial Situation: As MR was unavailable, JS reported that he believed £9249 was now in the bank with approximately £3000 available after liabilities, plus the value of the small amount of remaining stock. There will be money coming in as plots are let. £900 had been spent on skips.
• There will be a private skip outside Ronnie’s plot, and they had been advised to fill it quickly to stop unauthorised use. If it is not filled, JS had agreed to pay a contribution to the hire cost to allow others to use it.
Secretary’s Report
• There had been an unpleasant incident involving shouting and swearing on 11th February at about 2pm involving Ray Bauser, Martin, Michael Graham and WB. As his presence seems to inflame tensions, it was agreed to ban Ray Bauser from the site. This will be clarified in writing to Ray (recorded delivery) and JS will also hand Martin a letter explaining this. WB had submitted a letter regarding JS’s subsequent discussion with her. All Committee members were advised to bear in mind the responsibility for setting an example of acceptable standards of behaviour, particularly in heated situations. In future, where things are becoming heated, it is best to walk away and offer to discuss the matter later when everyone has calmed down.
• A complaint from Simon Hudson had been received about the main gate being left open. He apparently sat outside in his car for 30 minutes observing the open gate. JS apologised. The gate had been opened to allow potential tenants to enter to view empty plots but he had been delayed and had left it for longer than intended. In future, he will open the gate for each visitor. It was pointed out however, that most people, seeing the gate open, would have simply locked it, and then reported it to a Committee member.
• Simon Hudson had also posted a number of negative comments on Facebook, including a photo. As this is inappropriate, it was agreed to ask the Administrator to institute a system whereby posts need to be approved before appearing.
• Simon Hudson had asked for all notes taken by members of the Committee during meetings should be given to him. This was rejected as impractical and unnecessary.
• Plot Vacancies/Lettings: Plots 50 and 64 require a lot of work before they can be let. Plot 5 is still not available despite assurances. If it is not made available, the tenant will be issued with a rent bill. Plot 64 has a potential tenant but needs clearing. This will be the focus for the next working party. One possible tenant had enquired about smaller plots and it was agreed to consider splitting a plot in future, possibly Wilf’s. So far Michael Graham has been unable to contact Wilf’s family.
• Patsy’s Plot: Patsy had been in contact with SY about her plot. She claims that it has been ‘stolen’ from her. She asked to come to the plot to remove tools and other items but had failed to turn up at the agreed time. JS confirmed that he had sent letters and emails to the addresses he had for her throughout the plot inspection process. Patsy had confirmed to SY that these addresses were valid although she later changed her mind. She had made no response to multiple letters and emails, and an invitation to attend the Committee meeting to put her case.
• Waiting List Issues: A current plot holder had asked for a second plot despite the policy on multiple plots. It was agreed that they could be offered plot 4 as this is a very difficult plot to let due to the glass in it. In view of the state of the plot, JS could offer it rent free until September.
• Non attendance of Committee Members: During various discussions it became clear that there had been some miscommunication as a result of a Committee member not attending meetings and being part of discussions. It was agreed that JB would draft a role description for ordinary committee members clarifying the need to attend meetings regularly and to emphasise the need to maintain the confidentiality of discussions and individual views expressed during those discussions.
• Working Party jobs: Plot 64. As there remain a number of trees to remove from hedges, it was agreed that JS would investigate the cost of buying a second hand chipper for the Association.
• New Lease and Management Agreement: JB and SY reported that there had been progress. 2 new draft documents had been received and Barry had reviewed the changes but they were insignificant. The latest local Federation meeting had been very positive. Martin Harris, the Council Officer with responsibility for allotments, had stated that there was no plan to sell off allotment sites although this position may change now that the government has sent in Commissioners. He also made clear that the Council do not want any significant involvement with allotments and if we cannot run the site ourselves it will become ‘direct let’ resulting in the cost per square metre rising from 13p to 46p (since increased to 47p).

Items for AGM on 24th March:
SY had produced several documents for the AGM including voting slips on the key issues:
• discounts,
• moving the AGM to June (22nd for next year),
• honorariums,
• nomination forms,
• locks being changed
• general meetings
• shooting
These were discussed and JS agreed to produce some amended forms. It was agreed that SY would get 2 independent counters of the votes. Eligibility for standing as a Committee member was also discussed.
If anyone wanted to raise a further issue for discussion, this must be notified in writing to the Committee so that it could be added to the AGM agenda,
Nomination forms will be available in the polytunnel, from SY and JS and information about the AGM will be posted on the website, noticeboards and FB stressing the importance of attendance.
Any other Business
Easter event will be on Sunday 30th March and will follow the same pattern as last year. WT to check/remove glass on the lane beforehand.
Rolled over items:
• Website: Needs updating and some information reorganising
• Composting toilet
• Lower car park
• Notice boards
• Defibrillator WT to continue searching for one that doesn’t need mains electricity
• Inventory – JB asked for help in moving items out of the hut so they can be photographed
• Nature survey
• Vandalism: Hole in Hillarys’ fence needs repairing. Michael Graham to visit Hillarys’ to ask them to strengthen fence. Damage likely to be the work of kids who possibly climbed into site using overhanging tree near gate which needs pruning.
Meeting closed at 1.20pm.
Date of next meeting: Depends on whether we need to meet before the AGM to discuss revised documents.

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Present: Steve Yorke, John Stooke, Winnie Beck, Jane Bowden, Charles Dewa, Tom Hutchison, Wendy Thomas

Apologies: Carol Brier, Mark Robinson

Meeting opened at 10.35 am and the minutes from the previous meeting held on November 2023 were read out by SY and accepted without change (Proposed TH, seconded by WB).

Matters Arising

• WT to produce laminated food disclaimer re allergies for the BBQ
• There was no further news re the theft of Ray’s trailer.
• WT to advertise next working party around the site and online, stressing free food and that it coincides with burning day.
• JB had had no response from the local councillors regarding the lease – will follow up.

Chair’s Report

• SY indicated that he has decided to continue as Chair until the AGM and will review the situation then.
• Hedges: The following gardeners will receive a reminder from JS about the need to deal with hedges as soon as possible and certainly by 1^st February: Simon Hudson, Richard Cripps, Marcia Scott Nicholls, Teresa Nasen, Cyndel Thomas, David Murfitt, Lorenzo, Matthew Bauley. The next WP will help with the hedges between 12 and 13 and between Richard Cripps and Teresa Nasen (70-71).
• SY reported that he had returned the Honorarium that he had been given

Treasurer’s Report

• Financial Situation: As MR was unavailable, JS reported that he believed £10120 was now in the bank with approximately £4000 available after liabilities, plus the value of the small amount of remaining stock. All tenants offered new leases had now paid. The only potential issue with outgoings is the possible cost of replacing the locks and keys.
• There had been no expenditure on stock as transporting and unloading heavy items was a problem. Eventually, it is hoped to widen the entrance to the hut so that pallets can be transported on a trolley rather than carried and that deliveries can be made by truck on planned dates so that more gardeners can assist in unloading.

Secretary’s Report

• JS indicated that he is willing to stand as Secretary again this year, but this would be his final time as he would like to commit more time to family as he will soon become a grandad. It would be useful to have someone ‘shadow’ JS so that they know what is involved.
• Roles of office holders were discussed and the 3 current postholders were asked to review the Role Descriptions posted on the website.
• To reduce the burden on the Secretary, it was agreed to develop the role of ‘Lettings Secretary’. JB and TH offered to help JS with interviewing potential tenants. JS/SY to provide checklist of items to cover during the interviews.
• Large concrete block is being broken down and removed by JS
• Many lanes are flooded and now in a bad way as people have continued to drive on them, often in a way that churned up the mud. It was proposed that some tracks should be blocked semi permanently as some gardeners simply ignored cones used as a temporary block. JS to investigate.
• Main gate: Repairing the slope from the main gate with concrete is a priority. Tarmac would not be appropriate due to slope and expense.
• Plot Vacancies/Lettings: 26, 42 and 60 have been let. 2, 4, 5, 13, 21, 40, 50 and 64 are to be let. Plot 5 will be available within 2 weeks.
• Wilf’s plot: Michael Graham is trying to contact Wilf’s son, Neville, as there is real concern over Wilf’s health and safety both on site and en route to site
• Water: In total during 2023 we have used 783 cubic metres compared to 2022. However, half 2023’s amount was used in just 2 months (May and June). The total water bill was £1465.
• 17^th December meeting re Ray: Ray has handed over his keys and received his deposit back. He has asked a number of people to store items for him on their allotments but, as this is inappropriate, will be asked to remove these, as well as his trailer. He has indicated that he will continue to visit friends at the site, but if he wishes to visit to remove items, he has been informed that he needs to ask permission of Michael Graham, JS or SY beforehand.
• Working Party jobs: Hedges (12/13 and 70/71 as mentioned above), clearing plots 13 and 50, filling ruts in the bottom avenue and putting grids down in the railway car park.
• Fundraising: JS is collecting aluminium cans to raise money for the Association. Please leave any (preferably flattened) in the polytunnel for him.
• New Lease: No progress. AGM of local Federation on 27^th January. JB and SY to attend as JS unavailable.
• Communication: JS felt that communication would be improved by having a secure Committee office on site. A WhatsApp group for the Committee was also suggested.

Items for AGM on 24^th March:

• Should discounts be scrapped? Currently about18 people get a 25% discount. In future this will have to be funded by the Association.
• Should Honorariums be scrapped and replaced with providing the 3 officers with a sum from petty cash to cover expenses?
• Should shooting be banned on the site? JB to draft policy.
• Should locks be changed?

Any other Business

• Nature survey was recommended at Federation meeting as a way of getting protection for the site. Keep in mind for the future.
• Vandalism: Hole in Hillarys’ fence needs repairing. Michael Graham to visit Hillarys’ to ask them to strengthen fence. Damage likely to be the work of kids who possibly climbed into site using overhanging tree near gate which needs pruning.

Rolled over items:

• Website: Needs updating and some information reorganising
• Composting toilet
• Lower car park
• Notice boards
• Defibrillator WT to continue searching for one that doesn’t need mains electricity
• Inventory – JB asked for help in moving items out of the hut so they can be photographed

Meeting closed at 1pm.

Date of next meeting: Sunday 25^th February 2024 in the Scout Hut

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Present: Steve Yorke, John Stooke, Mark Robinson, Winnie Beck, Jane Bowden, Charles Dewa, Tom Hutchison

Apologies: Carol Brier, Wendy Thomas

Observers: David Kirkham, Mick Tagg, Barry Mitchell, Michael Graham, Simon Hudson, Paul Hibbs, Diane Yorke, Ray Bauser, Rebecca Whiley, Ralph Yorke, Martin Spilsbury

Meeting opened at 10.35 am and the minutes from the previous meeting held on 1^st October 2023 were read out by SY and accepted without change (Proposed WB, seconded by TH).

A 2 minute silence was held at 11am for Armistice Day.

Treasurer’s Report

• Financial Situation: £8889 in the bank with £2814 available after liabilities, plus the value of the stock. The amount will increase as there are still some rents outstanding from those offered leases following a recent inspection. The only potential issue with outgoings is the possible cost of replacing the locks and keys. MR advised that our financial situation is fine.

Secretary’s Report

• SY (and the rest of the Committee) welcomed JS back. He remarked on how much work was involved in the role of Secretary.
• JS thanked everyone for their good wishes whilst he had been unwell. He explained that, following lots of discussion with his family and members of the Committee, he would like to continue as Secretary.
• He wished to make it clear that although Lisa’s email was ‘the straw that broke the camel’s back’, she was not responsible for his situation. Sadly, her email was not the worst that he had received as Secretary.

Matters Arising and Chair’s Report.

• Plot inspections and Plans: 14 people had not been offered rent bills in September. Following a further inspection, 4 plots had continued to fail to meet the standard required. One of these plotholders had decided to leave, two, Ray and Patsy, had been informed of their failure and invited to attend the meeting, and one was Wilf, a special case. Of the newly issued bills, 6 were still to be paid.
• Ray was given the opportunity to defend himself and outlined work that he had done for the Association. Members of the Committee inspected his plot again before a vote was taken. The Committee voted 5 – 1 in favour of not offering Ray a lease. However, following a suggestion from JS, it was decided to offer Ray the opportunity to clear up his plot within the next 4 weeks or be evicted. Ray confirmed that he understood the seriousness of his situation and committed to sorting the plot out. JS to send letter confirming the decision with a further, final inspection by the Committee on 17^th December.
• Patsy had not turned up to the meeting and had not sent a message. However, in the interests of fairness it was decided to vote on the same proposal for her and this was carried by 5 votes to 1. JS to send letter confirming the decision.
• Wilf’s family have blitzed the plot, but it is still in a bad state. Michael Graham is trying to contact Wilf’s son to get it sorted out.
• Hedges and Trees: There had been 3 complaints about Simon’s hedges, particularly the one bordering Old Coach Road. Others have also been reminded about getting hedges cut in this period when birds are not nesting. All hedges must be down to the regulation height by 1^st February 2024 at the latest. A number of trees are becoming overgrown and need reducing or removing. SY explained that this work was not suitable for working parties (too dangerous) but that various people would be tackling the identified trees once the leaves had fallen.
• Plot Changes: It was agreed that Marcia Nicholls and her husband should be added as co-tenants to Ronnie’s lease. If they take over fully at some point, they will have to complete a 6 month probationary period. As previously discussed a number of plot changes had taken place: Carol from plot 5 to 78, Lesley from plot 40 to 47 and Michael Graham from 47 to 25. JS has moved to plot 29 as it means that he will be nearer to the Association Hut/shop. He proposed putting up a CCTV camera in his garden to cover the main drive.
• Kitchen: WB asked permission to move the kitchen so that it would be under the tree near to CD’s plot and wished to build a roof over it. JS pointed out that the original request had been simply for some decking and the project had grown hugely. He wondered when it would stop. It was pointed out that if she positioned the kitchen under the tree, it would be at her own risk. Also, this was a tree which is to be reduced so that may affect her situation.
• Vacancies: There are about 9 plots to let. JS and SY will shortly be contacting those on the waiting list to assess their suitability.
• Theft: Sadly, there had been 2 more reports of serious thefts from the site. A large bag of roadstone, purchased by the Association as part of the plan to improve a car park had been emptied. 2 people had been found taking some of it but claimed that they had only taken a small amount which had been used to improve the entrance to their plots from the lane. This means that the Association will have to pay for another load of roadstone. Secondly, Ray reported that his cattle box had been stolen from the ’bonfire’ car park at some point between 31^st October and 1^st November. A number of expensive items were inside the box including a quad bike and engine hoist. The thief/thieves must have inflated the tyres, hitched the box to a vehicle and left via the main gate, meaning that they had a key. The police have been informed and Ray is hopeful of getting CCTV footage. JS to put out a request to all members for information either directly to him, SY or via 101. There is also a suspicion that there had been an attempted break in to Ray’s shed.
• Security/Lock Change: Following on from the previous issue there was a discussion about changing the locks as so many keys have been lost or not returned over the years. There is the additional problem that we now only have 3 working locks and cannot get additional ones. To replace all locks and keys would cost about £2200 and would more or less wipe out all our money. It was suggested that the deposit for keys should be increased again (currently £40), those leaving the site should be visited at home if they fail to return their key, we should consider funding a security camera (about £10 per month). The question of replacing the locks should be put to the AGM. It may be possible to get some funding to help us with security – JB to contact NSALG.
• Damage to fence: The main perimeter fence near to WB’s plot has been damaged again by lorries backing into it as they turned. The Council has been asked for CCTV footage but will only release it to the Police.
• Food Hygiene: A complaint had been received about the cooking at the BBQ. It was agreed that next year vegetarian and meat products would be heated at separate stations, and all involved would be reminded about wearing gloves and keeping utensils separate.
• Barry’s requests: SY explained that the NSALG had confirmed to JS that the Committee was operating correctly in line with the Registered Rules. JS agreed to add a link to the website to the relevant Acts of Parliament and any other documents that might be of interest to the membership. It was agreed that educating the membership about their role in a Co-operative as vital.
• Federation News: JS and SY had attended the latest meeting but no progress had been made as Martin Harris, the Council Officer responsible would not respond to requests for meetings or information. At the request of the Federation sub committee, JB had sent an email asking for support from our local councillors and would chase up a response. The next local Federation general meeting would be in January.
• Items for AGM:
  • Should discounts be scrapped?
  • Should Honorariums be scrapped and replaced with providing the 3 officers with a sum from petty cash to cover expenses?
  • Should shooting be banned on the site? This had been discussed extensively before, but no final decision made. Advice from the council and other places had been indeterminate. Following further discussion, it was agreed that a policy on this should be put to the AGM, but in the meantime, only vermin on the ground, i.e. below the horizontal, can be shot. Anyone shooting should have a gun club licence giving them public liability insurance and should take every care to ensure the safety of others.

Any other Business

• Water: Water will be turned off after November 13^th
• Working parties: In future working parties will be held once a month on Burning Days so that everyone knows when they are, and the Committee can also monitor smoke.
• Maintenance and Security: Michael Graham has agreed to take on a role focusing on maintenance and security around the site. This formalises what he has been doing informally. This was agreed.

Rolled over items:

• Website: Needs updating and some information reorganising
• Composting toilet
• Lower car park
• Notice boards

Meeting closed at 1pm.

Date of next meeting: Sunday 7^th January 2024 in the Scout Hut

Sunday 17^th December, in the polytunnel to review Ray’s and Patsy’s plots.

Please note that, all members are more than welcome to attend Committee meetings and enter into debates (although they cannot vote). This will enable you to know what the Committee does and to contribute to the running of the Association.

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10.30 Chairman opens meeting, apologies
Minutes of meeting held 1st October 2023
Matters arising
Chairman’s report
Treasurer’s report
Rent bills
Secretary’s report
Plot inspection results
Hedges &Trees
Plot changes & requests inc Plot 2, Ronnie & Winnies shelter
Theft, Main Fence damage, Lock change, Food hygiene
Federation news
Barry’s request for General Meeting. Link to F.C.A.
Items for A.G.M. Discounts, Honorariums
Rolled over. Shooting ban, Composting toilet, Lower carpark, Notice board, Web site
AOB
Confirm date of next meeting
Close
If you wish to add to the Agenda please phone Steve Yorke on 01158491526 or contact in person

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Present: Steve Yorke, Mark Robinson, Winnie Beck, Jane Bowden, Carol Brier, Charles Dewa, Tom Hutchison
Apologies:
Observers: David Kirkham, Mick Tagg, Barry Mitchell, Michael Graham, Simon Hudson, Paul Hibbs, Diane Yorke, Roy Lawson
Meeting opened at 10.30 am and the minutes from the previous meeting held on 20th August 2023 were read out by SY and accepted without change (Proposed WB, seconded by TH).
Matters Arising.
Were covered during the meeting
Treasurer’s Report
• Financial Situation: £7647 in the bank with £3342 available after liabilities plus the value of the stock. The amount will increase as there are still some rents outstanding – 5 not paid and 14 not been offered a lease until improvements are made. The only potential issue with outgoings is the possible cost of replacing the locks and keys. MR advised that our financial situation is fine. The new tables had been purchased.
Secretary’s Report
As acting Secretary, SY reported that he and MR were keeping things ticking over although the negotiation over the new lease may be problematic without a Secretary.
• OPFGHA had accepted the invitation of the local federation to be in the first round of negotiations given that our lease would be one of the earliest to run out.
• BBQ and Show: Had gone well. Costs were £140 (drinks), £187 + £22 (food), £74 (utensils/disposables) giving a total of £424. Receipts were £240 (raffle), £147 (auction), £170 (donations) giving a total of £557 meaning a net profit of £133. Although the aim is not to make a profit, this is very welcome, especially the amount received in donations. There was a vote of thanks to JS for all the hard work that he put into this event.
• Plot inspections and Plans: 14 people had not been offered rent bills in line with the new inspections policy. All have been spoken to and given guidance on improvements required by 1st November when a further inspection will be made. Trees and hedges are the main issue. One member offers a hedge cutting for a fee to be negotiated with the tenant in a private arrangement.
• Vacancies: There are about 10 plots to let and about 18 people on the waiting list. SY will be meeting prospective tenants and proposes a more stringent assessment of their commitment.
• Rent bills: All have been sent out.
• Theft: Sadly, there had been 2 reports of theft from plots with fruit and tools being stolen. SY reiterated that if anyone was caught stealing, they would be evicted from the site immediately. No-one should enter another plot uninvited unless there was a suspected emergency, concern over water being wasted or the plot was being inspected. SY advised against people locking themselves inside their plot whilst working in case of accident or illness.
• Abuse: There have been a number of cases in which abuse has been reported. If verbal abuse is witnessed or if it is written, the perpetrator will be dealt with in line with the policy and may eventually be expelled. Generally, it is better to try to resolve things between each other or where there is known to be animosity, to avoid each other. If issues cannot be resolved, then members are advised to approach a Committee member.
• Burning: Given recent complaints the Committee will monitor the smoke produced on burning days. Tenants should take care to reduce the smoke produced by ensuring their fire burns fiercely rather than smouldering, that items on it are appropriate and are dry. No plastic may be burned. Consider not burning if it is a hot day when neighbours will have windows open. Use the communal bonfire organised by SY and be prepared to assist him with it.
• Plot moves: A number of moves have been agreed subject to certain conditions. CB will take on Bernard’s old plot provided that she replaces the fence in her old plot and leaves it in good shape. Michael is moving to Jim Goldie’s old plot provided that the caravan on it is removed and his fence is sorted out. Plot 66 has been let to Althera and Adam. This gives them a second plot, but it was agreed to do this as an exceptional case as the plot is severely neglected and unattractive to prospective tenants and takes account of the good work that Althera and Adam have done over the years on their current plot.
• Requests for change of plot/additional plot: In future it was agreed that any requests for plot changes should be put in writing and the response of the Secretary should also be in writing to avoid any miscommunication and ensure transparency.
• Email from Lisa Goulbourne (Plot 1) and JS’s Reply: The two emails were read out. There was some disquiet about the tone and content of the email from Lisa. It was noted that whatever had or had not been said to her, it would be highly unusual for a person to be given a second plot after such a short amount of time even though it was recognised that she had made good progress on her current plot. As there were still people on the waiting list, current plot holders should not be given second plots as per the Letting Policy. In relation to her complaint about the road stone not being used, it was noted that anyone can use it to fill in potholes at any time or can join the working parties. Few people had volunteered for the last one, possibly due to it being advertised at short notice. It was proposed that in future working parties should be held on a regular day, e.g. Burning Sunday, so everyone knew when they were. In conclusion, no-one wished to pursue the proposed vote of no confidence. During the discussion it was noted that the Secretary’s job is voluntary, often not seen or appreciated and is particularly demanding. It is really important that people look at issues from the whole Association perspective, not just their own. It was also pointed out that members need to be respectful of each other, particularly those working to keep the Association running.
• Carol’s query: Already dealt with
• Barry Mitchell’s emails: Barry had asked for 3 items to be placed on the agenda:
a. The method of getting items onto the Agenda. SY explained that he had added ‘stevebee’ as an additional means of people sending items to him for consideration at a Committee meeting. They could still contact him directly. If they miss the agenda being published, then things can still be brought up under AOB.
b. Committee Meetings: Barry had contacted the National Society to ask about having an open meeting before the Committee meeting. It was felt that this would be too onerous and that the current situation in which any member was free to attend meetings and could speak at them was sufficient and working well.
c. Response from NSALG: Barry had also written to the National Association to ask about the need to have a General Meeting whenever a member is being asked to leave the Association, e.g. following a series of unsatisfactory inspections. The response from the Legal Advisor at the NSALG was that we are currently following our Registered Rules correctly. Barry disagreed with this advice and was advised to hold a separate meeting with any others who shared his views. It was pointed out by several people present during the long debate over this that that there was a need to be pragmatic in order to keep the Association functioning in a timely manner. In addition, much time and energy can be wasted by focusing too much on specific issues rather than managing the site responsibly and practically.
Any other Business
• Water: Water will be turned off after November 5th
• EGM: An EGM had been proposed in order to elect a new Secretary, but this was postponed pending a decision from John Stooke.
Rolled over items:

Meeting closed at 12.16pm.
Date of next meeting: Sunday 12th November in the polytunnel

Please note that, all members are more than welcome to attend Committee meetings and enter into debates (although they cannot vote). This will enable you to know what the Committee does and to contribute to the running of the Association.

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Present: Steve Yorke, John Stooke, Mark Robinson, Charles Dewa, Winnie Beck, Karol Brier, Tom Hutchison.

Apologies: Wendy Thomas, Jane Bowden.

Observers: Lisa Golbourne, Diane Yorke, Barry Mitchell.

Meeting opened at 10.35 am

Minutes of meeting on 16^th July 2023 accepted, proposed by Winnie seconded Tom

Matters arising. Charles reported back after discussions with various professional bodies that there were no problems to humans or animals with using old engine oil as a wood preservative. 

Chairman’s report. The Chairman pointed out that this is a committee meeting concerned with the day to day running of the association and not a lengthy debate on whether certain rules had died or been revived, Barry Mitchell was not happy with this and chose to leave the meeting.

Also reported a tap left on resulting in loss of £35 to £40 worth of water. The person concerned did not think he left the tap on and maybe someone else turned it on to make trouble

Treasurer’s report.  £5,383 in bank £2,146  available for projects.

Mark also wished to tender his resignation as Treasurer at the A.G.M. in March. Anyone interested in this position and would like to shadow Mark to learn how things work please contact the committee

Secretary’s report: – Thanks to last Sundays working party and others who helped later on to get plot 2 into a let able state. Concern was expressed over Wilf Haydon’s health and state of his plot. The Secretary is in contact with his son to find a solution.

The new tables had not yet been purchased due to the concern of any costs that would be incurred should both Padlocks and keys require replacing, MR advised that purchasing the new tables wouldn’t be a problem. JS advised that he would look the possibility of purchasing second hand Abloy padlocks that could the internals changed to match our keys.

Nottingham Federation: – We have been invited to take part in discussions with Nottingham City Council over the New Proposed Lease along with two other sites whose lease runs out just before our lease. It was agreed to take part.

Barbecue: – An issue had been raised regarding Simon Hudson buying the drinks, Simon has been made aware. John agreed to get the drinks if Simon decided that he no longer wished to assist, Lisa also agreed to serve if required.

Plot inspection results: – Warning letter or Bill. After 2 separate inspections by two different people and the chairman the results were very similar. The results were divided into 4 groups depending on the state of the plot. It was decided the 2 worst groups would receive a warning letter along the lines of the draft letter suggested by the chairman. The number of plots failing were 23 and concerning 20 plot holders.  It was also noted that over the entire site many internal hedges and trees where getting out of hand and all gardeners should be aware of their responsibilities.

Rent bills: – It was agreed the Rent bills should be sent out to the remaining plot holders as usual.

A.G.M. March 2024: – It was proposed to enquire about using the Scout hut in case the weather is poor, JS will speak to Wendy Thomas, and to consideration should be given to moving the 2025 AGM to June.

Held over items,  Plot sizes,SY, tap,JS, shootng,JS, inventory,JB, web site,KB, composting toilet,JS, notice boards,JS.

A.O.B. Charles proposed a round of thanks to Winnie for her Sunday B.B.Q.

Confirm date of next meeting  1^st  October 2023.          Close  12.00

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Present: Steve Yorke, John Stooke, Winnie Beck, Jane Bowden, Carol Brier
Apologies: Mark Robinson, Charles Dewa, Wendy Thomas, Tom Hutchison
Observers: Gary Brier, Michael Graham, Simon Hudson, Paul Hibbs, Mrs Yorke

Meeting opened at 10.35 am and the minutes from the previous meeting held on 4th June 2023 were accepted without change (Proposed WB, seconded by JS).
The observers were welcomed.

Matters Arising.
• Security: As the old company that supplied the locks no longer deals with them, it’s hard to put a figure on the cost of replacing the locks and keys. However, it is likely to be between £2000 and £3000.
• Burning day: The fire brigade had been called to the last burning day, probably due to the amount of white smoke visible from Glaisdale Drive. SY will inform fire control of future burning days. Action:SY
• School visit: JS had emailed the school but there had been no response. WT had brought a Beavers group to site for a visit.
• AGM and Democracy: Barry Mitchell raised the question of getting pre Co-operative status rules, policies and procedures ratified at an AGM. JB and SY confirmed that this was not necessary as the change of status and the ‘Model Rules’ did not affect local rules. JB explained that legal advice from the NSALG confirmed that the ‘Model Rules’ document was, in effect, our new constitution as it sets out the way in which the Association should be run. Barry disagreed with this interpretation and was advised to contact the FCA if he remained unhappy and to report back.

Chair’s Report
• SY explained that in future he would be reporting comments and complaints from Association members without naming them as there was a concern that people might be bullied/abused.
Treasurer’s Report (paper presented by JS in MR’s absence)
• Financial Situation: £5617 in the bank with £1842 available after liabilities plus the value of the stock. There had been expenditure on 2 skips. The Committee recorded its thanks to Mark for his work, particularly in keeping on top of stock control.
Secretary’s Report
• Plots: Following complaints about Plot 2, the gardener had agreed to give it up on 27th July. It was proposed that the next working party on 6th August would strim the plot ready for reletting. Action: WT
• Use and Storage of hazardous substances: Given the absence of CD, it was agreed to defer this until he provides us with the information. Action: CD
• Emails from Barry Mitchell: JS confirmed that he was still happy to meet with Barry, along with SY,WT, to discuss his concerns. Action: JS
• Skips: JS to chase up company to remove skips. Action: JS
• Health and Safety: Neither JS nor Paul Hibbs had managed to find anything in the documentation about the use of firearms on allotment sites. Therefore, the key issue was the risk assessment in relation to potential harm to gardeners and the general public passing by. It is also important that the Association is protected from potential legal action. To achieve this, it was agreed to set up a group to develop a policy that can be taken to the AGM. This needs to include people using firearms checking that no-one else is around, having insurance (available via membership of BASC) and proving their competence. They need to aim down into the ground (therefore no birds may be shot). It was queried whether shooting is an effective way to control the rat population. Action JS
• BBQ and Show: 9th September. WB to do auction, Ronnie to do raffle tickets, WB to do food, JS to get BBQ stuff, JB to do peas, Mrs Yorke to get raffle prizes, Simon Hudson to do bar. SY has produced a new schedule for show entries. Budget: £120 (+15%) for drinks, £70 for raffle, £90-£100 for food.

Any other Business
• Water: The bill for last month was £552 and this month it will be in excess of £300 (to 23/7/23). JB suggested that these sums should be advertised to people so they are more aware of water costs. SY reported a number of instances of water wastage including someone watering a lawn, another using a spray nozzle, people watering produce that doesn’t need it and someone constantly filling a ‘pond’ without a liner. It was agreed that we need to educate plot holders more. JB to find and update the water advice document prepared a few years ago and to add a focus on harvesting rainwater. Action: JB It was agreed that SY should be permitted to enter a garden at any time to offer advice on water usage. SY reported that a tap had been left on. The culprit had apologised and was advised to remove his hose in future.
• Plot Inspections: Rent bills are due on 1st September. It was agreed to establish a team of volunteers, to be trained by SY, to undertake preliminary inspections to identify plots that were causing concern. Initially these would be advisory/informal but plot holders who will not be offered a rent bill will be informed. JB, WB and Paul Hibbs agreed to become part of the team.
• Plot sizes: SY reported that a number of plots have incorrect measurements which affects rent bills. All plots need remeasuring as part of the new agreement with the Council. SY will do the measuring using Googlemaps. JB also offered to do it. Action: JB and SY
• WB requested a new tap/stand pipe in the main lane. JS agreed to look at the feasibility of this and the cost. Action: JS
• Bricks: WB asked permission to move bricks found on her plot to the main car park. JS and SY will consider this and give her an answer.
• Inventory of Association Equipment: JB offered to do this. Action: JB
• Working Party: SY expressed the Committee’s thanks to JB, TH, Adam, Althera, Dave Kirkham and WB for their work at the last working party. Also to Dave Murfitt, Steve Williams and Michael for mowing and strimming common areas at other times. It is hoped that more people will join the Working Parties in future including the one on 6th August. Food will be available thanks to WB.
Rolled over items:

• Noticeboards: JS is still working on the design of these.
• It was agreed that we need to make an inventory of all equipment owned by the Association, including serial numbers and photos.
• A loose-leaf Handbook was proposed to ensure all gardeners had up to date and easily accessible information about the Association and were aware of their rights and responsibilities.
• Communication: New website is on hold as CB is too busy
• Financial Plan: This had been started a few years ago and all agreed that it would be a good idea to resurrect it. MR to find the old plan and JS/SY to set up a meeting of a sub committee to draft a basic financial plan to include the replacement of 2 asbestos roofs, provision of a compost toilet and, more long term, the replacement of the Association hut.
• Composting toilet: JS will continue to research these. There are local sites which we could visit to see them in operation.
• AGM: A suggestion was made that having the AGM in the summer might increase attendance as more people are around and it’s more pleasant to sit outside in the warmth. This will require agreement to a change in the Registered Rules at a general meeting, possibly at the BBQ in September.

Meeting closed at 11.50pm.

Date of next meeting: Sunday 20th August in the polytunnel, please send any agenda items to John

Please note that, all members are more than welcome to attend Committee meetings and enter into debates (although they cannot vote). This will enable you to know what the Committee does and to contribute to the running of the Association.

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