Old Park Farm Garden Holders Association

Present: Steve Yorke, John Stooke, Mark Robinson, Winnie Beck, Jane Bowden, Carol Brier, Charles Dewa, Wendy Thomas

Apologies:

Observers: Gary Brier, Michael Graham, Simon Hudson, Paul Hibbs, Barry Mitchell

Meeting opened at 10.30 am and the minutes from the previous meeting held on 16^th April 2023 were read out by SY and accepted without change (Proposed JS, seconded by WT).

SY and JS confirmed that observers were welcome to contribute to discussion but would not be able to vote.

Matters Arising.

• Security: The padlock had been repaired at a cost of £50.  We only have 3 working padlocks and the company used previously no longer deal with these.  This means that if one of the padlocks stops working then we will need to purchase 4 new padlocks and keys for everyone on site at a potential cost of £??
• Composting toilet: JS will continue to research these.  There are local sites which we could visit to see them in operation.
• RHS 50% Discount card: It was clarified that we were not members of the RHS, but received the card as our insurance was taken out through them. MR to check this.
• Easter event: Had made a slight profit.
• Hallowe’en/Bonfire night event:  MR confirmed that our insurance does not cover fireworks on site.

Treasurer’s Report

• Financial Situation: £6325 in the bank with £1800 available after liabilities plus the value of the stock (about £800) meaning we have about £3000 to spend on improving the site.
• Bank Mandate: Changes had been submitted (remove Simon Hudson, add SY and to add TH and WT as online banking authorisers)
• Credit on Shop Sales:  It was agreed that credit should not be offered on shop sales unless agreed by the Treasurer.
• New Lease:  JB and SY had attended a meeting of the local Federation.  It now seems that the person responsible at the Council is not engaging with the negotiation process at all, ignoring emails, phone calls etc.  Pete McGuire also failed to get a response from the person’s boss.  Despite promises he has still not even read the two draft documents and there is no indication of when he will do so.  It was very depressing, especially as there is some suggestion that the council may want to take allotment land in future for development.  To protect our land, we should get a survey done to officially identify and record any species of wildlife that should be protected, e.g. newts, which we know are present.  In addition, the Federation have put together a sub committee to try to force the Council to engage with us utilising pressure from MPs or any other people or systems with influence.

Secretary’s Report

• Empty Plots: All plots are now let and new tenants have made a very positive start.
• Communication:  JS to ensure that the link to the FCA website on our website works
• Tables:  These have not been ordered due to concern over the money potentially needed to pay for new locks.  JS proposed purchasing these after the next rent collection.  The issue of the Committee’s ability to spend money on items was discussed with suggestions that there could be a limit on the amount that could be spent without consulting members.  Alternatively, money for improvements, like the purchase of tables, could be treated differently to money for maintenance.  At present there is no definition of ‘day to day management’ to establish the Committee’s authority.  This needs further discussion and a submission to the AGM.
• Use and Storage of hazardous substances:  Simon Hudson asked for this to be reviewed again as he believes that used diesel oil is being used extensively on site as a preservative and is potentially damaging to the environment and people’s health.  CD to investigate, including contacting Public Health and Environmental Health and report back.
• Burning Day: Given the complaint from a neighbour discussed previously, all Committee members should monitor smoke produced on burning day and approach anyone whose fire was producing black smoke indicating the presence of plastic or other inappropriate substances.
• Emails from Barry Mitchell: A number of emails had been received but, due to illness, JS had been unable to respond.  It was agreed that JS, SY, WT and Barry would meet to discuss his concerns.
• AGM and Democracy:  Arising from Barry Mitchell’s concerns there was a discussion about the AGM and subsequent correspondence.  JB pointed out that if members had concerns about the way the Association was being run, they needed to raise it with a member of the Committee in line with the Association’s policies and procedures so that those concerns could be properly dealt with and changes made.  Barry Mitchell stated that these were no longer valid following our conversion to a Co-operative, but JB, following confirmation from the National Association, stated that they were; the conversion related to our governance and not our local rules, policies and procedures.  In terms of attendance at the AGM when only 19 members attended, all agreed that it would be better to try to increase attendance through educating members rather than change the quorum.  However, SY had made an informal approach to a number of members who had chosen not to attend, and their reasons included: prior engagements, they didn’t want to get ‘roped in’, they were not interested and they did not want to get involved in ‘politics’. 

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.

• Health and Safety: There was a discussion about whether air rifles are ‘firearms’ or not.  The police classify them as such although other organisations do not. It was pointed out that they could still inflict significant damage to a person.  Paul Hibbs and Simon Hudson maintained that they were competent marksmen and shot animals safely.  Paul explained about having a ‘backstop’ to absorb the bullet when shooting at rats.  It was suggested that the use of guinea pig manure had increased the number of rats on site.  JS had previously obtained some information from DEFRA, BASC (British Association for Shooting and Conservation) and the police but had been unable to get the police to attend the site to do a risk assessment.  Paul H agreed to find out further information from BASC and this will be discussed further.
• Security: There had been several instances of the main gate being left open.  JS to remind people of the importance of keeping it locked.
• Skips: MR to organise 2 skips.  Cost will be about £600.  He will also investigate the suggestion that we buy our own skip and just pay for it to be emptied.
• Maintenance: The next working party will be on 25^th June when hedge cutting and trimming will be the focus.

Any other Business

• School Visits:  JS confirmed that he would be approaching the school after half term to see if they wished to visit again.  WT confirmed that a party of Beavers will be visiting.
• Water: SY reported that no-one had left taps on but that approximately £20 of water was being used each day.  As plotholders pay about £30 annually for water, this means that this amount is being used in 1 and a half days.
• Someone has dumped some patio doors in the car park.  Members are asked to keep an eye out for anyone dumping stuff.
•  

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
• Stock Control sheet for the shop:  MR had drafted this.
• 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.

Meeting closed at 12.05pm.

Date of next meeting:  Sunday 16^th July 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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MINUTES OF COMMITTEE MEETING

16^th April 2023 

Present: Steve Yorke, John Stooke, Mark Robinson, Winnie Beck, Jane Bowden, Carol Brier, Charles Dewa, Tom Hutchinson, Wendy Thomas

Apologies:

Observers: Gary Brier, Michael Graham, Mick Tagg

Meeting opened at 10.30 am and the minutes from the previous meeting held on 5^th March 2023 were read out by JS and accepted without change (Proposed WT, seconded by TH). 

Matters Arising

• Proposed fine for ‘late reporting’: MR reported that the fine had been withdrawn.
• Security: Although Steve Williams had approached the company for a quote for a new padlock, it still hadn’t replied.  It is likely to be covered by insurance.
• Composting toilet: JS will continue to research these.  JB mentioned ‘Sensible Tim’ who builds such toilets.  There are local sites which we could visit to see them in operation.
• RHS 50% Discount card: JS to hold the card and to advertise this to members.
• Scout Hut: WT confirmed that the Scout organisation was happy with the £10 donation, but it was felt that the arrangement should be formalised for next winter (November to March) and an appropriate fee agreed.
• Maintenance:  The next working party would be on Sunday 23^rd April and would be focused on fitting the plastic grids to the lower car park.  If there were plenty of people (more than 6), then it was proposed that the hedge in plot 22 should be tackled and the linking path between the upper and lower sites redressed.  Some soil will be needed to protect the plastic grids in the car park.  If there is not enough on site (SY and JS to check) it was agreed that JS should purchase 2 bags of soil if needed and also to get roadstone in bags as per the submitted quote prior to the next working party.
• Easter event: Had gone well.  Finances to be looked at next meeting. 
• Hallowe’en/Bonfire night event:  MR to investigate insurance situation.

Treasurer’s Report

• £7316 in the bank with £2341 available after liabilities plus the value of the stock (about £800) meaning we have about £3000 to spend on improving the site.
• 2022 accounts have been submitted to the FCA and Inland Revenue.
• It was agreed to remove Simon Hudson from the bank mandate and to add Steve Yorke.  Also to add TH and WT as online banking payment authorisers.  

Secretary’s Report

• Empty Plots: Plot 1 has now been let to Lisa Gailbourne but Plot 22 is still vacant and needs work to get it into a state for letting.  5 enquiries about plots had been received in one week so there should be no problem letting it.
• Communication:  Barry Mitchell had asked that tenants should be made aware of the powers of the FCA.  This information is already available on the website, but JS will place a reminder on noticeboards and remind people that they can also ask him about this.

Barry had also asked that, in future, all documents sent out to members, particularly those about the PNL/MA, should be dated and the author identified as well as an indication of whether the document had been approved by the Committee.  This was agreed.  This led to a request from JS that all Committee members should respond to his email requests for comments on documents and issues.  This was agreed.

• Buildings and Hedges:  Although a complaint had been withdrawn, the issue of ‘planning permission’ for buildings on plots was discussed.  SY explained that the rule about buildings needing to be 4 feet from hedge had been made to ensure that hedges could be cut.  However, when the rule was formalised the term ‘hedge’ was replaced by ‘boundary’ which has caused some confusion. Generally, there isn’t a problem with buildings that isn’t covered by current rules.
• Use and Storage of hazardous substances:  Simon Hudson had provided an article about the dangers of using engine oil as a wood preservative.  However, it was noted that this was a danger particularly in relation to fences around livestock, so was not really relevant to us.  It was agreed that JS would remind tenants of the need to use and store such items in line with our standards policy.  
• Complaint from local resident: JS had received a complaint from a local resident about the smoke produced on the last burning day on Easter Sunday.  It was noted that the removal of the trees from the railway had exacerbated the problem of smoke affecting local homes.  Tenants should try to reduce items burned by recycling or otherwise disposing of them.  In future, where a burning day fell on a bank holiday, it should be postponed. All agreed that JS had responded well to the complaint.
• Health and Safety: Following a number of complaints and concerns raised by tenants, the use of firearms on site was discussed.  It was noted that: as a method of controlling pests (rats and pigeons) it was ineffective, the law requires that pests killed in this way must be killed outright without undue suffering and that firearms must not be discharged within 50ft of a public highway.  Members reported seeing rats in a cage being shot multiple times and clearly in distress.  The risk to the public as well as other gardeners as a result of ricochets was noted.  It was agreed that a ban on all firearms on site should be proposed to members and any comments considered at the next meeting.  Alternative methods of pest control should include netting crops and the use of humane traps and possibly a ‘gas’ box.  Poison should not be used as it enters the food chain and harms animals.
• Tables: The wooden trestle tables in the polytunnel are in very poor condition and it was agreed to replace them with 10 new collapsible plastic tables at a cost of about £500.

Any other Business

• AGM: Following the AGM there was a discussion about the current quorum of 20 members, i.e., approximately a third of the membership.  This had only just been met at the last AGM.  Although the preference was to get more people to attend, in practical terms, the quorum number should be reduced to 15 to ensure that the Association’s business could continue. This will need to be agreed by the members and the Registered Rules amended. (Action – JS)
• Voting for Committee members: It was agreed that we should continue to have a secret ballot to elect the Committee, in future, all votes must be cast at the AGM as there is no provision in our Registered Rules for a proxy or postal ballot.  Information will continue to be sent out by mail/delivery.
• PNL/MA: Although there is still no progress on this between the local Federation and the Council, it was agreed that the main documents could be compared now with the Registered Rules so that these could be amended to ensure that there were no contradictions. It is likely that the current drafts will probably remain unchanged to any significant degree.  (Action- JS)
• 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.
• Water: SY reported that the water had been turned on but a leak meant that it had to be turned off again. Thanks to Steve Williams the leak was fixed and the water is now on again.
• Transfer of gardens: SY requested that plot 16 be transferred to his son Ralph and that plot 19 be transferred from SY to his wife Di Yorke.  Given the extensive work undertaken by Ralph supporting the Association including at working parties and clearing vacant plots for re letting, this was unanimously agreed.  JS also confirmed that his plot has now been divided into 2 and that MR is the additional tenant. 
• Access to plot 4: It was agreed that WB could access plot 4 to remove stones.

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
• Stock Control sheet for the shop:  MR had drafted this.

Date of next meeting:  Sunday 4^th June in the polytunnel

Meeting closed at 12.25pm.

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MINUTES OF COMMITTEE MEETING

5^th March 2023 (in the scout hut, Wollaton)

Present: Steve Yorke, John Stooke, Mark Robinson, Ray Bauser, Winnie Beck, Jane Bowden, Carol Brier, Tom Hutchinson, Wendy Thomas

Apologies:, Charles Dewa

Meeting opened at 10.20am and the minutes from the previous meeting held on 29^th January 2023 were accepted without change (Proposed MR, seconded by WB).

Matters Arising

• Maintenance: WT had drawn up a list of tasks which needed doing and had organised a working party for 10.30am on Sunday 12^th March to tackle the trees and pavement on Old Coach Road and potholes on the main drive.  It coincides with WB’s coffee morning and also burning Sunday so, in future, it was agreed to avoid the Second Sunday of the month for working parties.
• Asbestos shed:  Nothing had been received from RB.
• Car park:  To be scheduled when the ground is right.
• Fence/orchard:  JS was thanked for the great job he’s done on the fence.  Now looking for someone to paint it.  It’s hoped to get a couple of volunteers help to maintain the area,  but one of those he had in mind is busy at the moment with a rabbit problem!  WB and JS are liaising over setting up a kitchen area with gazebo behind the Association hut bearing in mind that it will need to be dismantled in about 6-9 months when the hut roof is replaced.
• Trees/Fence: Razor wire has been put up by Steve Williams & John Stooke

Treasurer’s Report

• £8255 in the bank with £2180 available after liabilities plus the value of the stock (about £800) meaning we have about £3000 to spend on improving the site.
• Tax return has been submitted – there’s no tax to pay but a fine of £100 has been issued supposedly for ‘late submission’ even though the submission wasn’t late.  MR had appealed and HMRC indicated that this would be looked on favourably.
• 2022 accounts are expected back shortly. 
• As we have membership of RHS, every member is entitled to 50% discount for entry to RHS gardens.  JS to hold the card and to advertise this to members.

Secretary’s Report

• Security:  During a burglary of the neighbouring aluminium factory, someone had cut off the padlock to the main gate.  It was agreed that JS could spend £250 on replacing the padlock although MR would check whether this might be covered by insurance.
• Composting toilet: JS and WT had investigated these, and JS would do further work.  Price would be between £1200 and £1900 depending on the degree of sophistication and the size of the ‘bin’.  There would also need to be a hut around it that could be kept clean and it would have to be elevated.  There is enough money available to do this, but it’s hoped to get some sponsorship or a grant. For those interested, look at Woo Woo website.
• AGM:  66 nomination forms for the Committee had been sent out and 27 returned.  Following a discussion with RB, there was one candidate for each officer position and 8 nominations for the 6 ordinary committee members.  The voting form to be sent to members was discussed.  JS, SY and JB to meet to finalise the Inspections Policy and also the agenda for the AGM.
• Proposed New Lease (PNL) and Management Agreement (MA): Members need an update on what is currently happening with these.  Eventually it’s hoped to join the local Federation, this to be discussed at the AGM, and once bank details have been sorted out at their end.  This gives us access to meetings with other allotment associations where good practice, experience and issues can be shared.  It also keeps us involved and up to date with the negotiations with the Council.

  Any other Business

• WB proposed an Easter event involving an Easter egg hunt (free) plus food and raffle on 8^th April.  MR to sort out refreshment prices, WT to do email and to seek eggs from a colleague, WB to do posters and advertising, Ronnie to be asked about doing the raffle, JS to get food (burgers, sausages, peas, rolls), others to help on the day.
• WB also proposed a ‘2 in 1’ event for Bonfire Night and Hallowe’en although no fireworks would be allowed unless our insurance can be changed – MR to investigate.
• BBQ will be on 9^th September 2023.
• Meeting location:  A £10 donation had been made to the Scouts for the use of the hut.  WT to ask if this was sufficient and also to find out if we can continue to use it from November to the end of March in future.

Rolled over items:

• Noticeboards: JS is still working on the design of these.
• Following the inspection, RB had been readmitted to the committee.  However, the plot remains in an unsatisfactory state despite assurances.  JS/SH/MR
• It was agreed that we need to make an inventory of all equipment owned by the Association, including serial numbers and photos.
• Complaint:  The complainant had asked for the complaint to be put on hold
• 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
• Stock Control sheet for the shop:  MR had drafted this.

Date of next meeting:  TBC

Meeting closed at 12.10pm.

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MINUTES OF COMMITTEE MEETING

29 th January 2023

Present: Steve Yorke, John Stooke, Mark Robinson, Winnie Beck, Jane
Bowden, Charles Dewa, Wendy Thomas
Apologies: Ray Bauser, Tom Hutchinson, Carol Brier
Observer:
Meeting opened at 10.40am
The minutes from the previous meeting held on 4 th December 2022 were
accepted without change (Proposed WT, seconded by WB).
Matters Arising
 Honoraria/Job descriptions: Job descriptions for the 3 officers
were accepted. In addition the process for voting in elections at
the AGM was discussed. Nomination forms for the Committee to
be sent to tenants by 5 th February. List of candidates and voting
papers to go out prior to AGM.
 Maintenance: The draft terms of reference were agreed for the
maintenance group and WT agreed to take the lead on organising
this group with a view to establishing a list of priorities and then
setting up/advertising, working groups. WT, SY and JS to do a
walk round site to identify issues. WT to ask RB about sieve to
remove glass from plot 4. Communicating with every gardener
remains an issue as not everyone has email. WhatsApp group
might be a possibility although several gardeners don’t have
mobiles.
 Coffee Mornings/Social: WB had organised a social event at the
Holly Tree pub (thanks) and had also set up a proposed list of
coffee mornings and other social events throughout the year
including salad Wednesdays during the summer. She will
advertise these. There will be an evening event at the Beechdale
pub on 29 th April. The draft terms of reference for the Social Group
were accepted and it was agreed that WB and CB should take the
lead on developing this with others who had volunteered. It was
noted that we are not allowed to sell alcohol but could operate on a
BYO basis. Gazebos are available but need using and then taking
down immediately.
 Complaint: The meeting had been held with SY and MR meeting
the subject of the complaint. Ultimately it was clear that during the
altercation both parties had used foul language and insults to each
other. It was agreed that JS and SY should send a letter to each
party advising them of the unacceptability of such language on site
and, that if they cannot be civil, to keep away from one another.
 Asbestos shed: Nothing had been received from RB.
 Community garden: This proposal had been dropped because of
the practical issues involved.
 Car park: The ground was frozen on the date of the work so a new
date would be set by JS. Help still needed.
 Fence/orchard: SY had done the pruning (thanks) and JS is
working on the fence and a gate so that people can access the
orchard (also thanks). JS reported that one of the gardeners had
offered to maintain the orchard area.
 Orders: Items had arrived from Codnor Horticultural and been
advertised on FB along with new prices.
 Trees/Fence: Razor wire to be finished by JS and Steve Williams
as too dangerous for a working party.
 Communication: New website is on hold as CB is too busy
 Stock Control sheet for the shop: MR had drafted this.

Treasurer’s Report
 £8211 in the bank with £2136 available after liabilities plus the
value of the stock meaning we have about £3000 to spend on
improving the site.
 Tax return has been submitted – nothing to pay.
 2022 accounts have gone to the auditor (Perveen Hussain – ex
allotmenteer). There was a £363 surplus.
 It was agreed pay the bill for public liability insurance (£125) which
gives us £10 million cover but does not cover us for fireworks
events nor does it give individual tenants cover. It was agreed
that we need to make an inventory of all equipment owned by the
Association, including serial numbers and photos.

Secretary’s Report
 AGM: Rule change on water policy and inspections will need
clarifying/agreeing at the AGM. SY produced proposed draft rule
change regarding tenants who don’t meet basic standards such as
50% of plot needing to be cultivated. Currently about 13 gardens
are a cause for concern including some where gardeners have
been informed of the need to improve their plot, do so for a short
period and then it is left again. All to consider rule change and JB
to draft inspections policy and procedure focusing on educating
gardeners on what the standards are and focusing on helping
them to succeed. It was agreed that the inspection teams should
focus on those gardens cause the most concern. There needs to
be an update for gardeners about the lease and management
agreement negotiations. JB and JS had attended a very positive
Nottingham Federation meeting and it seems that things are finally
beginning to move although the draft agreement is being
rechecked by the new staff at the Council. The Association has
not yet joined the Federation but will do so once their bank issues
have been resolved. The Federation meetings offer the
opportunity to share experiences and problems with other
allotment associations as well as having a focus for the lease/MA
negotiations. It is also proposed to restart the discussion meetings
with the Council via this group.
 Complaint: A complaint about the Committee had been received
but, following a discussion, the complainant had asked for the
complaint to be put on hold. Some aspects of the complaint were
accepted and JS agreed to post the Minutes and agendas of
meetings as soon as he could.
 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.

Any other Business
Rolled over items:
 Noticeboards: JS is still working on the design of these.
 Following the inspection, RB had been readmitted to the
committee. However, the plot remains in an unsatisfactory state
despite assurances. JS/SH/MR
Date of next meeting: 5 th March, 2023.
Meeting closed at 12.40pm.

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4^th December 2022

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

Apologies: Mark Robinson      Observer:  Roy Lawson

Meeting opened at 10.40am

Chair:  Following the resignation of SH, the Secretary had consulted with 6 members and the Treasurer of the Committee, and it was agreed to second Steve Yorke to take over as Chair of the Committee until the next AGM. This was formally ratified by the Committee at the start of the meeting.

The minutes from the previous meeting held on 6^th November 2022 were accepted without changes (Proposed WB, seconded by RB).

Matters Arising

• Break ins/thefts: Ladder had reappeared but still no sign of the roller.
• Honoraria/Job descriptions:  CB had provided some useful outline job descriptions for the 3 officers and MR had also provided one for the Treasurer. JB to draft something for the next meeting. 
• Maintenance: The Maintenance sub group need to meet as a matter of urgency to sort out a priority list of jobs and to organise work parties so that jobs were shared out more fairly.JB/JS/SY to look at draft terms of reference for the group.
• Complaint: JS to set up a meeting to consider the complaint of aggressive behaviour against a tenant.
• Asbestos shed:  RB had obtained a gate and would send a picture of it to JS.

Treasurer’s Report

In the absence of MR, his report was considered and accepted.

Secretary’s Report

• Car park:  JS and Steve Williams will be working on improving the lower car park during the week ending 16^th December. Any help that can be given from others would be much appreciated.
• Skips: being collected shortly
• Community garden:  Although people were in favour of this type of project, 2 previous attempts had failed due to lack of consistent support.  Will be considered when CB produces her proposal.
• Coffee mornings:  It was agreed that it was ok for organisers to make a small profit from running the coffee mornings and that WB would take a lead on developing the social side.  She would produce a diary of planned coffee mornings although it was difficult for CB to do so due to work commitments/scheduling.
• Fence/orchard:  SY to do pruning in the communal orchard and JS to finish off the fence and put in a gate so that people can access the orchard.
• Plot inspections:  SY reported that about 13 plots would have failed the old council inspections for various reasons.  Various proposals were considered but it was agreed that we should develop a points system for inspections that clarifies for tenants exactly what is required, i.e. educate people and provide informal guidance.  There should be a procedure that includes Step 1 (initial inspection), Step 2 (time to improve and a further inspection), Step 3 (eviction).  Those present agreed to be part of a panel of people to carry out inspections.  Key issue is consistency so ‘inspectors’ will need to be trained and work in pairs. JB had produced a checklist in the past and will send it to JS and SY.
• Complaint:  A written complaint had been received from RL.  JS explained how difficult it was to work out the truth of various allegations given that it was a case of “he said, she said”.  He requested that those involved should try to resolve their differences or, if this was not possible, to avoid one another. JS apologised to RL for sending an email which he found upsetting.  JS explained that he had been put in a very difficult situation.

Any other Business

• WB asked for permission to use a chiminea.  As this was similar to the use of wood burning stoves, this was agreed provided that dry wood was used to avoid producing lots of smoke.
• Water usage:  SY reported that 1116.62 cubic metres had been used this year, an increase of 200 cubic metres.  There was a small discrepancy between his and Severn Trent readings which he believed was due to leakage before the leak was fixed.
• Orders: Items for purchase were obtained from Codnor Horticultural.  Prices had gone up, but JS would be putting in an order with a proposed delivery date of 15^th/16^th December.  People wishing to buy from Whitemoor allotments could go there on a Saturday between 11 and 12 midday.
• AGM: SY put forward some draft forms for use at the AGM including nomination forms for the committee.  These need to be sent out by the beginning of February and returned by the end of February.  All committee members to consider these and comment.
• Future meetings location:  WT to find out about whether we could use the scout hut.

Rolled over items:

• Sub committees: JB had drafted some terms of reference. To be considered at a further meeting.
• Noticeboards: JS is still working on the design of these.
• Stock Control sheet for the shop:  JS/MR to devise something
• Following the inspection, RB had been readmitted to the committee.  However, the plot remains in an unsatisfactory state despite assurances.  JS/SH/MR
• Communication: CB agreed to finish the new website ASAP to improve communication.  It was agreed she should add a link to the old site.
• Trees: Razor wire to be finished by RL and RB. 
• Sieve: RB to make for working party for plot 4 to clear glass.

Date of next meeting:  21^st January, 2023.

Meeting closed at 12.05pm.

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Present: Simon Hudson, Jane Bowden, Wendy Thomas, Winnie Beck, John Stooke, Ray Bauser, Mark Robinson, Carol Brier

Apologies: Roy Lawson

Observer: 

Meeting opened at 10.40am

The minutes from the previous meeting held on 14^th August 2022 were accepted without changes.

Matters Arising

• Communication: CB agreed to finish the new website ASAP to improve communication.  It was agreed she should add a link to the old site.
• Trees: Razor wire to be finished by RL and RB. 
• Plot 3:
• Break ins/thefts: Ladders and roller have gone missing.  Seems unlikely to be someone external to the site.
• Keys: In line with the original decision made at the AGM, keys to the hut will not be given to RB.  Instead, the focus will be on sorting out the ‘asbestos shed’ so that items could be stored safely – see below.
• Maintenance: The Maintenance sub group needed to meet as a matter of urgency to sort out a priority list of jobs and to organise work parties so that jobs were shared out more fairly.

Treasurer’s Report

• Current financial situation:  We currently have about £9000 in the bank of which about £5000 is committed, leaving about £4000 available for spending.  Although this would probably be enough for any plans, it was agreed that we really needed to put together a brief development/financial plan in order to identify likely costs and where we might need to seek outside funding. 
• Spending plans: RB hadn’t produced a plan/costs for the ‘asbestos shed’.  JS had approached 2 companies for quotes on a steel door but both need chasing. JS agreed to organise replacing the roof.

Secretary’s Report

• Rents:  A few rents were still outstanding.  JS and MR would work together on rents in future as chasing up late payers was time consuming. It was agreed to offer some people struggling with the cost-of-living crisis, the option of paying monthly in advance so that their rent demand wouldn’t come as a big block of money.
• Keys:  There’s a problem with people not returning keys meaning that it was possible that ex tenants could access the site.  It was agreed that, in future, key deposits would increase to £40 but that we should not go to the expense of changing the locks.
• Hedges:  Hedges need to be cut over the next few months.  JS to send out letters to gardeners whose hedges were too high and would post a message on the website.
• BBQ and Show: These were successful although there were less people than last year.  The show was good and we made about £70 profit.
• Plot 39:  RL and WT had asked to be considered for plot 39.  RL’s request was rejected as he was asking for a second plot which is not allowed under the Plot Allocation policy unless there is no waiting list.  It was agreed that WT could move from her plot due to the problem of glass pollution.  It was agreed that there should be a working party after WT leaves plot 1 on 1st January, to clear the top 2 layers of plot 4 using some sort of large, possibly mechanical sieve, to extract the glass.  RB to make.  Polytunnel will be left and shed sold for £200.  Another proposal for dealing with overgrown plots was considered.  Steve Williams has offered to clear a plot if he could have it for one free season.  Offer to be considered when appropriate.
• Loaded Trailers and Rubbish brought on site:  RB now has 2 working trailers and the other 2 have been removed.
• Water:  Although we are not using excessive water, there is still a problem with people leaving taps on and not paying fines or being impossible to contact. The previous system using timers was unreliable.  It was agreed that in future the policy should be altered so that after leaving a tap running twice and being warned after the first one, JS will padlock the tap for 2 weeks and give keys only to those other gardeners who share it.  Water will be turned off on November 14^th.
• Honoraria/Job descriptions:  The 3 officers would provide a summary of their roles and responsibilities for the next meeting.  CB to circulate some samples.
• Skips: Both are now full.  In future people need to ensure items that can be burnt are taken to the bonfire in the lower carpark rather than using space in the skip.  A bathtub had also been dumped by someone who had clearly brought it from off site.  JS to follow up this unacceptable behaviour.
• Complaints:  A written complaint had been received about the behaviour of a gardener.  Another, informal, complaint had also been made against the same person.  The complaints referred to aggressive and abusive shouting leading to people feeling uncomfortable whilst at the site.  The formal complaint will be investigated by JS and MR.  The person will be provided with the written complaint and asked to attend a meeting in the polytunnel.  If the informal complaint is put in writing, then this will also be provided and considered.  JS to discuss situation with Jo Tarrant if possible.
• Plot 3:  Following discussion about the structure being built on the plot, it was agreed that, provided the decking is used to support the IBCs to collect and store water, the structure could remain.  If WB wants any further structures on the plot, she must apply to the Committee for permission, in line with the agreement she signed.

Any other Business

Local Federation:  JB and JS had attended a meeting of the local federation where it had been agreed that officers of that group would continue to negotiate with the Council on the new lease and management agreement.  It was agreed that we would join the local federation (cost approximately £25) as we would benefit from this negotiation and also sharing issues with other associations. (JS)

• Christmas Social:  WB proposed having a Christmas social at a local pub.  She would research it and JS to publicise it.
• Community Garden:  CB proposed that we should dedicate one plot to a community garden to benefit a variety of people and groups in the local community.  Generally, people were in favour of the idea in principle.  CB to put together a proposal. 
• Top Gate:  It was agreed that RB would adjust the size of the gateway into the upper allotment site to make access easier.
• Fence round Association hut:  Thanks were given to JS and Martin Spilsbury for installing the new fence.
• Macmillan Coffee Morning:  Had raised £270.

Rolled over items:

• Sub committees: JB had drafted some terms of reference. To be considered at a further meeting.
• Noticeboards: JS is still working on the design of these.
• Stock Control sheet for the shop:  JS/MR to devise something
• Following the inspection, RB had been readmitted to the committee.  However, the plot remains in an unsatisfactory state despite assurances.  JS/SH/MR

Date of next meeting:  To be confirmed

Meeting closed at 12.45pm.

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MINUTES OF COMMITTEE MEETING

14 th August 2022

Present: Simon Hudson, Jane Bowden, Wendy Thomas, Charles Dewa,
Winnie Beck, Roy Lawson, Ray Bauser, Mark Robinson, Tom
Hutchinson, Carol Brier
Apologies: John Stooke
Observer:
Meeting opened at 10.40am
The minutes from the previous meeting held on 29 th May, 2022 were
accepted without changes.
SH welcomed everyone and all sent best wishes for a speedy recovery
to JS.
Matters Arising
 FCA: Accounts have been submitted to FCA
 Water leak/Lease: Leak now fixed.
 School visits: These had been very successful. Thanks to JS for
his hard work. SH reported that we are likely to get more
community visits.
 Communication: CB agreed to finish the new website ASAP to
improve communication
 Trees: Lane has been opened. One more tree to deal with and
razor wire to be finished by RL and RB. It was noted that razor
wire is allowed but barbed wire is not.
 Plot 3: It was agreed that WB could build a structure to collect
rainwater to fill an IBC. The gate could be extended to no more
than 8ft to allow Steve Yorke’s tractor through to turn the soil.
Cars are not allowed on the plot.

Minutes 14 th August 2022
 Break ins: Remains an issue as Steve Yorke’s ladders had been
stolen.

Treasurer’s Report
 Current financial situation: We currently have about £1600
available for spending (the rest is required for liabilities such as
key deposits, water bill) until the end of September: good for this
time of the year. As well as the accounts going to the FCA, MR
had been informed of the need to fill in a tax return which he will
do.
 Spending plans: RB asked if he could purchase some steel to
make a steel door for the ‘asbestos’ shed so that tools could be
stored there. He agreed to produce a plan in writing with costs –
RB
Secretary’s Report
In John’s absence, his views were shared on the remaining agenda
items:
 Water: As there is no hosepipe ban at the moment and we have
sufficient funds to meet the extra water costs (circa £400 for
August), it was agreed to remind people about being careful using
water, reiterating that sprinklers are not allowed. If there is a
hosepipe ban, no hosepipes would be allowed at all, e.g. not for
filling water butts or for any watering system that relied on hose
use. This was to avoid any confusion. Failure to follow this rule
would lead to disciplinary action within the Association and referral
to water authorities. SH agreed to check with Steve Yorke about
the timer that used to be used to turn off the water supply in the
evening to see if it could be resurrected.
 Honorarium: JS’s views were that these should not be paid this
year as they are not allowed by our current rules. SH and MR
disagreed, pointing out that we were well through the year and that
the work had been done by the officers, especially JS. JB
explained that Liz Bunting from the NSALG had confirmed that
many other associations paid honoraria. Given that the member

Minutes 14 th August 2022
who had queried the legality of the payment had indicated to SH
that he was happy with the argument, it was agreed to pay it this
year and to put it to the next AGM. As many people do not
understand exactly what officers do, it was agreed that we should
produce a statement of responsibilities for each of the 3 posts.
This would have the added benefit of potential volunteers knowing
exactly what would be required of them. JB offered to co-ordinate
this if each officer provided her with a brief list of their
responsibilities as they understood them.
 Funds for BBQ and Show: JS’s proposed figures were accepted,
i.e. BBQ food/curry – £110, Kebabs/Chilli – £40, Mushy peas and
mint sauce – £10, except that the drinks budget was increased to
£120 and SH agreed to provide some non alcoholic beer as. He
outlined his plan to build a bar area for people to obtain their drinks
rather than them being ‘served’. SH circulated details of the
categories for the show. Steve Yorke will be at the coffee morning
on 21 st August to advise gardeners – SH to advertise.
 Loaded Trailers and Rubbish brought on site: Both trailers belong
to RB. The one in the main car park holds parts for a shed ready
for putting up to house pots. RB agreed to move the one without
wheels ASAP. The basketball post had been brought onto site by
RB for recycling by the person who takes scrap metal. The plastic
base could be used to store water but if no-one wanted it, then RB
would dispose of it. It was reiterated that in future no items should
be brought onto site for recycling; the bays are for recycling items
from the site only.
 Committee Meetings: SH would be taking over organising
Committee Meetings in order to reduce the load on the Secretary.
He will send out a list of dates for future meetings and is aiming for
one per month for a while as things are busy. Agenda to go out 2
weeks before the meeting.
 Skips: JS’s suggestion of 2 skips over the next few months was
accepted although there was concern that skips are filled so
quickly that people cannot get rid of stuff. Sometimes this is due to
bringing items from off site. RB agreed to make signs that can be
put by a skip telling people clearly that these skips are only for
items from the site.

Minutes 14 th August 2022
Any other Business
 Maintenance: All agreed that the Maintenance sub group
needed to meet as a matter of urgency to sort out a priority list
of jobs and to organise work parties so that jobs were shared
out more fairly. SH to discuss with JS. The fence around the
Association hut was discussed as a H and S issue and all
agreed that it should be pulled down before the BBQ. Review
in 6 months to see if we really need a replacement or can leave
it open.
 Storage: RB asked for permission to store some equipment in
the hut until the ‘asbestos’ hut is made secure and if there is
room. This was agreed on condition that the equipment was
needed for particular projects that were being undertaken on
site, and that the Association would not be responsible for any
loss or damage. RB agreed to try to fix the gate/door to the hut
and the main gate once his welding equipment is fixed. SH to
obtain key.
 Ramp to main gate: this has deteriorated and needs extending
with concrete or asphalt. RL to look at it and advise.

Rolled over items
 Strategic/Financial Plan: JS to organise a meeting of the group
(JB, JR, MR and SH) – ongoing
 Sub committees: JB had drafted some terms of reference. To be
considered at a further meeting.
 Noticeboards: JS is still working on the design of these.
 Stock Control sheet for the shop: JS/MR to devise something
 Following the inspection, RB had been readmitted to the
committee. However, the plot remains in an unsatisfactory state
despite assurances. JS/SH/MR
 If rules on burning, chickens and inheritance were to be changed
then these would need to be voted on at the AGM.

Minutes 14 th August 2022

Date of next meeting: To be confirmed
Meeting closed at midday.

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In the AGM minutes it was noted that Barry Mitchell had proposed a vote electing a Vice Chair.

I would like to correct this, its was actually Winifred Beck that put the proposal forward.

John Stooke

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