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 Any garden resulting in the right to a tenancy being withdrawn under the policy will result in a refund of the rent.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
Archive for the ‘Minutes’ Category
By Steve Yorke 23/06/2024
Attendance. Wendy Thomas, Winifred Beck,Carol Briar, Simon Hudson, Paul Hibbs, Barry Mitchell, Lesley Hurst, Tom Hutchinson, David Kirkham, Charles Dewa, Jane Bowden, Mick Tagg, Ralph Yorke, Diane Yorke, Steve Yorke.
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.
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
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.
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 1st 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.
- 17th 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 27th 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 24th 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 25th February 2024 in the Scout Hut
.
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 1st 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 17th 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 1st 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 31st October and 1st 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 13th
- 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 7th January 2024 in the Scout Hut
Sunday 17th 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.
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
Old Park Farm Garden Holders Association 