Old Park Farm Garden Holders Association

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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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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