Old Park Farm Garden Holders Association

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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MINUTES OF COMMITTEE MEETING

29 th May 2022

Present: John Stooke, Simon Hudson, Jane Bowden, Wendy Thomas,
Charles Dewa, Winnie Beck, Roy Lawson, Ray Bauser. Mick Tagg
Apologies: Mark Robinson, Tom Hutchinson
Observer:
Meeting opened at 10.45am
The minutes from the previous meeting held on 20 th February, 2022 were
accepted without changes. Proposed by WT and seconded by RL.
Matters Arising
 FCA: Accounts are to be submitted to FCA
 Water leak/Lease: The quotation for the work has been submitted
to the Council and the work will be done on 31 st May. Only when it
is complete will we look again at the new lease and management
agreement. There seems to be a problem with a loose telegraph
pole, but it is expected that this will be looked at by the contractors.

Treasurer’s Report
 Current financial situation: We currently have about £1716
available for spending (the rest is required for liabilities such as
key deposits, water bill) until the end of September. This means
we are in a reasonable position. SH and RB proposed and
seconded the Treasurer’s report.
 We could spend some of this money on a compostable toilet.
Secretary’s Report

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 Car park by the railway: There is a problem with the surface
following rain. Rather than using road stone to cover the area, JS
proposed spending approximately £320 to put in 30m 2 of plastic
gridding. This was agreed although RB will provide some
information from an alternative company. (JS)
 School Visits: These will take place on 15 th and 17 th June. The
children will gather in the polytunnel and will be split into 3 groups
of about 9 plus teachers and other adults. They will visit various
plots spending about 10 minutes in each looking at what is being
grown and asking questions. JS will organise a potting/planting
activity in the polytunnel and will put together a booklet of
information about allotmenting and the site. The organiser from
the school felt that the lack of a toilet would not be an issue as they
could visit Harvey Haddon en route and use their facilities. This
led to a discussion about the provision of facilities on site. JS
explained that a full size basic portaloo toilet would cost about
£600 to £700 but the monthly cost of cleaning would be at least
£50 per month. The cost of getting a proper toilet linked to the
grey water system was prohibitive. All agreed JS should buy a
very basic chemical toilet for £56 plus the chemicals. This would
only be available on particular occasions such as the BBQ or
school visits and could only be used for urination.
 Meeting with Barry Mitchell and Jane Bowden to consider issues
relating to new documents: (The meeting had taken place in order
to consider the issues which Barry had raised. It was difficult to
get the full Legal Team together with BM due to other
commitments.) The Model Rules (6.1.2) refer to ‘joint associate
members’ which JB had believed was anomalous. However, JS
confirmed that we do in fact have such members and it was
agreed that tenants who have friends or relatives who regularly
help them with their plots should be encouraged to register these
people as joint associate members of the association. If an
Associate Member (Tenant) then wished to leave the Association,
then the Joint Associate Member could be offered it. This
addresses the issue of people wanting to ‘bequeath’ their plot
when they want to leave the Association. JS to put this option
tenants when new rent bills are sent out. This covering note

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should also include some key rules relating to fires, the gate and
water usage.
 Barry had also questioned whether there needed to be a maximum
number of people on the Committee as stipulated in the Model
Rules as he felt that it limited democracy. After discussion it was
agreed that this could be changed (but retaining the minimum
number) but that the Model Rules will need changing with the FCA.
(JS). It was confirmed that for a meeting to be quorate, there must
be at least 5 people present including 2 of the officers.
 Barry had suggested that where there were changes to the rules or
constitution proposed at the AGM, then ‘postal votes’ should be
issued to all tenants in order to satisfy the ‘majority of members’
part of the new lease document. There was general agreement
that the AGM is open to everyone and as it is only for a few hours
once a year, it is reasonable to expect Members of the Association
to attend in person or, if this is impossible, to send their views in in
writing. If there is a contentious issue, then it is important that
people hear the arguments before casting their votes.
 Communication: There was general agreement that the website is
currently difficult to navigate. Minutes of Committee meetings are
on the Home Page whereas AGM minutes are under the tab
‘Meetings’. Some policies have not been put on the website and
accessing the members only section is impossible. JS agreed to
contact Steve Medcalf to try to find out how to change the website.
He would change the Meetings heading to AGM meetings or
similar to make things clearer.
 Coffee Mornings: These have not been advertised as very few
people responded to the Secretary’s request for volunteers to run
particular dates. It was agreed to reduce the planned sessions to
the first and third Sundays of the month. SH offered to take on
running this part of the social plan and those who originally
volunteered to participate in the Social Group would reply to him
with their availability for those dates.
 Jubilee celebration: Karol had suggested that we have a ‘do’ for
this but hadn’t got back to JS with any further plans. WB agreed to
chase her up and to propose next Saturday 4 th June, but it was felt
unlikely that we could do anything in such a short space of time.

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 Trees: Those near Hillary’s have been cut back by RL and RB
who’ve done a good job resulting in allotments getting more light.
They agreed to open the lane next week (RL and RB).
 Plot 3: The plot is severely contaminated with glass and has been
rejected by several prospective tenants. Suggestions about
introducing raised beds and turning it into a community allotment
were rejected as the glass issue would remain. Also, it was felt
unfair on other tenants who had had to work hard to clear their
plots of contamination, if the Association did it for a new tenant.
Winnie had indicated that she would be prepared to take it on and
given the exceptional circumstances it was agreed to look at
making an exception to the Lettings Policy rule of no further
multiple lettings until the waiting list was empty. Currently the
waiting list has decreased markedly as things return to normal post
lockdown. Winnie withdrew while the rest of the Committee
discussed the proposal and then took a vote. It was agreed by a
majority (7-1) to offer Winnie the plot subject to no further buildings
being erected (a polytunnel or greenhouse was acceptable) and
both plots (including hedges) must be maintained to an acceptable
level. There would be a probationary period till the end of this
season and, as the plot had already been paid for, it would be rent
free until the next rent period started. Winnie accepted the
proposal.
 Policies: See matters arising
Any other Business
 Possible break in or trespassing: MT reported that his orchard
plot had been entered, a lock removed, and a shed broken into.
This was concerning as there had been no reports of forced
entry to the site and therefore it could be a tenant. MT now had
a camera to survey the plot. Others were asked to be vigilant.
 Bringing materials onto site: Once again there had been some
issues with people bringing materials onto site that had been
taken by others. JS clarified that the ‘rule’ is that if items are
placed in one of the bays, then it is available for everyone. If
materials are brought onto site for individual use and are placed
outside a plot, then the owner must move them onto their plot

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within 24 hours unless there are good reasons for being unable
to do so. This must be explained to the Secretary.
 Burning: RL once again asked for the burning day to be
extended to a weekend (Saturday as well as Sunday) as he felt
it would reduce the amount of smoke produced. JS explained
that the rule had been introduced because of complaints from
neighbouring properties and there was a risk that we could be
banned from all burning.
 Security: A white van had been seen on a number of occasions
letting 4 males onto the site and then driving away. Efforts will
be made to find out the registration number.
 Chickens: RB once again asked about keeping chickens on
plots and stated that the law gave allotment holders the right to
do so. JS pointed out that the welfare rules on keeping
chickens were very strict. He agreed to contact RSPB, and 2
other organisations to ask them to visit the site to advise on
whether plots were suitable. JB was concerned that some plot
holders currently fail to abide by the rules of the Association and
that the Committee could have to take on additional
responsibilities for checking that the animal welfare rules were
being followed.
 If rules on burning, chickens and inheritance were to be
changed then these would need to be voted on at the AGM.

Rolled over items
 Keys to the hut (SH)
 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
 Website: Awaiting information from Carol

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Date of next meeting: To be confirmed
Meeting closed at 12.55

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Present:  John Stooke, Mark Robinson, Jane Bowden, Tom Hutchinson

Apologies: Simon Hudson, Wendy Thomas, Carol Brier, Charles Dewa

Observer: 

Meeting opened at 11.05am

The minutes from the previous meeting held 21^st November 2021 were accepted. Proposed by MR and seconded by TH.

Matters Arising

• Strategic/Financial Plan: JS to organise a meeting of the group (JB, JR, MR and SH) – ongoing
• FCA: Still no response from FCA re annual charges for submitting Accounts.  MR to submit accounts shortly so will get information at that point.
• Water leak/Lease:  The water people will be returning on 28^th February to complete the work.  Steve Yorke reported that the stopcocks before and after the meter have now been turned off although when only the second one was turned off, the meter continued to turn, albeit slowly, suggesting there is another leak or the stopcock hadn’t been fully turned off.  Jo Tarrant is aware that the leak being fixed is a condition of us signing the new lease/management agreement.
• Sub committees: a. Funding: WT, MR and SH have been working on funding options, b. Social – JS and JB to discuss, c.  Legal – JB, JS and Barry to meet with the aim of getting the group set up by the end of May, d. Others all agreed that we should aim to make progress on these by end of May, especially as so many people had volunteered to help.  JB agreed to have a go at drafting some terms of reference.
• Hedges: Only one hedge remains a cause for concern. JS
• Noticeboards: JS is still working on the design of these.
• Key Register: Done
• Stock Control sheet for the shop:  JS/MR to devise something before the AGM.
• Following the inspection, RB had been readmitted to the committee.  However, he has not been in contact regarding the committee and the plot remains in an unsatisfactory state despite assurances.  JS/SH/MR
• Website:  Awaiting information from Carol

Treasurer’s Report

• Current financial situation:  MR explained that the rent bill was expected imminently and should be covered by our surplus.  We currently have about £2350 available for spending (the rest is required for liabilities such as key deposits, water bill) until the end of September.  This means we are in a reasonable position. 
• BBQ:  £72 was still outstanding for the strimmer (MR/JS to chase). 
• Accounts: Will go to the auditor (Perveen Hussain) this week.  Most of her recommendations from last year had been acted upon although we still need to finalise the stock check and the register for accessing the hut.  MR/JS
• Rents:  One tenant remains in arrears with his rent.  All agreed this was unacceptable and unfair on other tenants.  MR/JS/SH to follow up on this

Secretary’s Report

• Vacant plots:  New tenants have made good progress on their plots.
• Plot 1:  Following a discussion by JS with the tenant, there has been significant improvement which was welcomed.  All agreed JS had handled the situation well.
• Eviction:  As agreed, the Secretary has broken into plot 10/11.  There is nothing of value but a lot of rubbish left, so MR will organise a skip.
• The question of ‘bequeathing’ a tenancy to a family member or friend if they have been involved in working the plot over a period of time will be clarified by the group looking to standardise all the policies and procedures. Review of tenancy agreement/rules to clarify 6 month probationary period and 3 month review of progress and dealing with those who do just a small amount of work to stop the procedure then neglect their plot again. (JS)
• Trees: Have been trimmed as far as we can reach.  Thanks to Steve Yorke
• Policies:  See matters arising

Any other Business

• Damaged Polytunnel: The Community polytunnel had been damaged in recent gales.  MR to find out if this is covered by our insurance policy.
• Damage to lane:  The recent bad weather has led to damage to lanes.  JS to order hardcore for potholes and to ask tenants to refrain from driving vehicles on very muddy roads
• MR indicated that he may not be renewing his tenancy next year.  It was agreed to ask for volunteers to take over as Treasurer at the AGM.

Rolled over items

• Toilet (WT)
• First Aid kit (WT)
• Defibrillator (WT)
• Keys to the hut (SH)

Date of next meeting:  20^th March 2022 10.30 in the polytunnel to prepare for the AGM on 27^th March. (AGM subsequently postponed to 24^th April 2022)

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

Apologies: Simon Hudson

Observer: 

Meeting opened at 10.35

The minutes from the previous meeting held 27th June 2021 were accepted. Proposed by MR and seconded by WB.

Matters Arising

• Strategic/Financial Plan: JS to organise a meeting of the group (JB, JR, MR and SH)
• FCA: JS still awaiting reply.  .
• Lease:  Awaiting response from Council however, the council had sent a surveyor who had found the leak and would be reporting back to the council that it would cost about £4500 to £5000 to fix.  Jo Tarrant is aware that the leak being fixed is a condition of us signing the new lease/management agreement.
• Sub committees: JS is working on setting these up
• Hedges: the main problematical hedges had now been sorted out although there are a few new ones that JS will check up on.
• Noticeboards: JS is still working on the design of these.
• Key Register: JS has done this with just 1 key outstanding
• Stock Control sheet for the shop:  JS/MR to devise something once the shop is up and running next year.
• Following the inspection, RB had been readmitted to the committee.

Treasurer’s Report

• Current financial situation:  MR explained that we currently have about £8745 in the bank of which about £2445 is available for spending (the rest is required for liabilities such as key deposits, water bill, rent).  This means we are in a reasonable position.  WB was concerned that this was insufficient given our plans for developing the site but it was agreed that major development such as the hut would need to be financed by a special pot of money from a grant (WT investigating this) rather than our normal subscriptions.  The amount we have should be sufficient to cover roadstone, skips etc.
• BBQ:  All agreed the BBQ had been extremely successful both in terms of enjoyment and also financially.  The raffle had raised £240, the auction £300 and £60 was given in donations.  Costs were £400 so the profit was £200.  £72 was still outstanding for the strimmer (MR/JS to chase).  Unfortunately, only about half the tenants attended the BBQ, most attendees were friends and family.

Secretary’s Report

• Vacant plots:  4 vacant plots have been let following extensive work by JS, Steve Yorke and Steve Williams to get some of them into a decent condition.  There is likely to be another plot available at the end of January.
• Eviction:  JS reported that he had been unable to get a response from the tenant of plot 10/11 despite multiple attempts, so all agreed that he should remove the padlock, the tenant informed that their tenancy had ended and that the plot should be let. 
• Rents:  Only one tenant continues to owe money for their rent.  JS to follow up.
• JS/JB to clarify in Association policies, procedures and other rules about ‘bequeathing’ a tenancy to a family member or friend if they have been involved in working the plot over a period of time.
• Waiting list:  JS had reduced the list to between 35 and 40 by removing duplicates on the council list and our list.
• Trees: JS had contacted Network Rail who were not interested in the H and S aspects of the trees unless they threatened the line/trains.  Therefore, JS will contact Steve Yorke about cutting off branches which overhand our land and are felt to be a threat once the leaves have all dropped.
• Rent Invoice:  Not received from the council.
• Water:  All agreed that water will be turned off on Monday 29^th November.  (Subsequently changed to 22^nd November due to forecast of freezing weather).
• Policies:  JB reported that policies and procedures had been revised following comments and suggestions at the AGM.  These have now been sent to JS.  Barry Mitchell had made a number of comments about disparities between different documents, and it was agreed to contact him and to use his skills to help us standardise the documents.  (JS/JB)

Any other Business

• Damaged Polytunnel: As the damage is not covered by the Association’s RHS insurance policy, WB asked if the Association could give her a donation to help with replacing the damaged tunnel.  It was felt that this would set a difficult precedent, especially as other people who had suffered damage on their plots had not been given financial help in this way.  JS agreed to provide her with some plastic sheeting, and it was also agreed that JS would remind/inform tenants that it was their responsibility to get insurance for their own plot if they wished to.  A reduced rate is available from the NAS.
• Plot 1: There was considerable concern over the lack of progress over the past 2+ years on this plot and the amount of stuff that had been brought to it.  Although the review procedure had been started in the past, the tenant had done a small amount of work so the procedure was halted and would need to start again from the beginning.  It was agreed that JS would draft a letter to the tenant advising him of the committee’s concern and instructing him that he must make progress on preparing this plot for the next season, i.e. weeding, grass cutting.  This draft to be circulated to the committee first.  JS to review the eviction procedure to deal with people who repeatedly do a minimum to stop the procedure then fall behind again.
• Advertising/Communication/noticeboards:  It was suggested that there should be a newsletter including adverts for items that were wanted or offered.  It was pointed out that this was something for the Communication group and that this needed to be set up with a terms of reference as soon as possible (JS)
• Social event: Although it was felt that a social event for Christmas may be difficult to organise in time for this year, it was agreed that we would like to have more social events and that setting up the Events Committee and its terms of reference was a priority. (JS)
• Website:  CB had developed a new website for the Association.  She agreed to ensure that information from the current one was transferred to it.  Once it was up and running the committee would review it.

Rolled over items

• Toilet (WT)
• First Aid kit (WT)
• Defibrillator (WT)
• Keys to the hut (SH)
• Review of tenancy agreement/rules to clarify 6 month probationary period and 3 month review of progress and dealing with those who do just a small amount of work to stop the procedure then neglect their plot again. (JS)

Date of next meeting:  Wednesday 19^th January at 7pm in the Admiral Rodney pub provided we can get agreement to this (JB)

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29th August 2021

Present:  John Stooke, Simon Hudson, Mark Robinson, Jane Bowden, Winnie Beck, Ray Bauser, Charles Dewa, Wendy Thomas, Tom Hutchinson

Apologies: Carol Brier

Observer:  Becky Bauser

Meeting opened at 10.35

The minutes from the previous meeting held 27th June 2021 were accepted. Proposed by WB and seconded by WT.

Matters Arising

• Strategic/Financial Plan – Due to holidays etc., the group (JB, JR, MR and SH) had not met but JS would set up a meeting shortly
• Annual Fees for FCA – JS still awaiting reply.  .
• Lease –  Awaiting response from Council
• Security – No further issues
• Chippings complaint – this had now been dealt with including an apology from the Secretary
• Sub committees – JS is working on setting these up
• Guinea pig manure – Dave Kirkham, Steve Williams and Steve Yorke  are taking turns to collect this.  If people want any, they should contact them and they will deliver.  Bags must be used immediately to avoid problems with rats.  RB also offered to collect them. 
• Chippings – these had been delivered to the top car park and had all been used.  More were needed.
• BBQ and show date – 11th September.
• Bonfires – it was proposed again that bonfires should be allowed on the Saturday of burning weekend.  Following discussion it was agreed to keep the status quo, i.e. bonfires only allowed on the second Sunday of the month, in order to avoid complaints from neighbours which might lead to all bonfires being banned by the Council.
• Hedges – the main problematical hedges had now been sorted out
• Noticeboards – JS is still working on the design of these.
• Key Register needs updating – JS is in the process of doing this
• Stock Control sheet for the shop.  JS/MR to devise something

Treasurer’s Report

MR explained that we currently have about £4000 in the bank of which about £1400 is available for spending (the rest is required for liabilities such as key deposits).  This means we are in a reasonable position.  The water bill is approximately £1000, again well within the budget of £2400.

Secretary’s Report

• RB’s plot had been inspected by MR who felt that, given Ray’s plans to deal with some of the items on the plot, it was in an acceptable condition.  No more stuff should be brought to the plot.  A further inspection will be made as part of the normal routine of inspecting all plots.
• Vacant plots – currently it’s likely that there will be 3 or 4 vacant plots including 2 and 27.  There was a discussion regarding ‘giving’ a plot to family members.  JS reiterated the policy that plots cannot be ‘bequeathed’ to family members unless the family member had been involved in working the plot over a period of time.  The relevant items in the Association policies, procedures and other rules needs identifying.  JS/JB 
• Eviction procedure –  the Committee reviewed the documentation and procedure applied to a tenant who had failed to maintain and develop his plot.  It was agreed that the Secretary had followed the procedure fairly and correctly.
• Waiting list – is currently about 200 but it is known that some of these are no longer interested in a plot.  JB offered to help JS update the list. JS to check that George is on the list.
• Letter of resignation from the Committee from Roy Lawson.  This letter was read by the Committee and he was thanked for his service.  SH to pass on those thanks.
• Maintenance Group confusion – It was reiterated that the idea of the sub groups  of the committee was to assist the secretary with key areas.  Generally, someone would take responsibility for convening the volunteers to sort out the work needed rather than doing it all themselves.  The idea of everyone having a role in the running of the site, rather than leaving it to a few, is key.  None of the sub committees will involve charging tenants.  If some tenants wish to advertise and provide a service to other tenants, e.g. hedge cutting, for an agreed price, that is fine and can be advertised.  However, this is not part of the Association  organisation. Where there is urgent work required, e.g. due to a fence being damaged, this needs referring to the Secretary who will sort out a repair.  In order to get repairs paid for by those doing damage, it’s important that evidence is collected such as a registration number or photograph of the incident showing the perpetrator. 
• Trees – H and S issue – A number of trees were identified as potentially dangerous.  JS agreed to contact Network Rail.
• Rent Invoice – JS explained that the new rules meant that the rent bills must now be referred to as an invoice and must be numbered.  It was clarified that we offer a 25% reduction on the rent for one plot to those in receipt of benefits such as state pension.  The Council give a much higher reduction (50%) but this is on a considerably higher rate.  Rents cannot be increased until an AGM and 6 months notice of a proposed increase must be given.  Currently there is no need for an increase.  JS will revise the invoice letter for next year’s rent round.
• BBQ – SH to sort out wine, JS to purchase 100 burgers at £1 each and will absorb the cost of any left over.  It was agreed that the event would be open to outsiders via a notice on the gate which will be left open.   JS to invite Jo Tarrant and suggest she judges some of the entries.  Raffle prizes to go to Steve Yorke.  The week before the event more prizes will be bought if necessary.

Any other Business

• Scrap – people should not be bringing scrap such as a bedstead onto site for collection by scrap merchants. This goes against the rules of the Association.  JS to remind people.
• Glass – there is a lot of glass on the car park which could be a H and S issue.  The window frames need to be stacked neatly in a bay in the recycling area so tenants can take them away for their use.  RB/JS
• Polytunnel – WB asked about the Association’s insurance in relation to her vandalised polytunnel. MR to send policy information to SH to print off to give to WB.
• First Aid Kit/Accident book/Defibrillator  – WT agreed to sort out a first aid kit to be left in the polytunnel.  This will need publicising (JS) and securing in some way.  JS had purchased an Accident Book which will also be left in the polytunnel and will need publicising.  All agreed a defibrillator would be a good thing to have on site although it would cost about £1500 plus rolling costs of getting it checked etc.  WT had already found information and would explore funding /grant opportunities. 
• Keys to the Association hut – because of the nature of the keys, these need to be cut by a locksmith.  SH to get some done.
• Toilet – WT to find out about providing a toilet, e.g. a compostable one, on site.
• Disabled people and the Waiting List – following a request from a registered disabled person, the question of whether those with a disability should be given preference in terms of the waiting list was debated.  Ultimately, it was agreed that this should not happen.  Many of our gardeners have a disability already and non disabled people should not be penalised.  There was a wider discussion about the idea of supporting people who have an interest in allotmenting but who don’t perhaps have the knowledge or skills initially.  A ‘mentoring’ scheme was discussed, particularly in relation to the individual who had applied although he could put his name down as per normal. JS reported that, in future, he intended making the 6 month probationary period and the 3 month review of progress much clearer to new tenants.  This should cut down the time involved in removing those who fail to work their gardens appropriately.  There may also need to be a review of the procedure to deal with people who repeatedly do a minimum to stop the procedure then fall behind again
• Working parties – JS suggested that a WP would be needed on 25th September for plot 27 and one on 12th September possibly for plot 2.  TBC by JS.
• JS agreed to add RB to the list of names on the volunteer sheet.
• There would be an extra coffee morning on BH Monday run by SH and Shaun.  The usual coffee mornings on the first and 3rd weekends of the month need advertising on noticeboards (JS)

Date of next meeting:  TBC

Meeting closed at 12.30

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(VIA TEAMS)

Present: John Stooke, Mark Robinson, Simon Hudson, Jane Bowden, Charles Dewa, Mick Tagg & Carol Brier.

1900 The meeting was opened by JS, welcoming and thanking those in attendance.

JS talked through the minutes of the meeting held on the 19th January 2021, these were proposed by MR and accepted by MT.

MR gave his financial report advising that there is currently £931 available for maintenance, skips etc.. SH enquired as to when the next skip would be available for the top carpark. MR advised that funds are available for the skip and asked SH if he would like to arrange the booking a delivery to site, SH agreed he would.

JS confirmed that all the documents and voting slips regarding the new lease had gone out to all tenants.  He confirmed that an order for compost had been placed with Codnor Horticultural, but due them prioritising seed potato deliveries at the moment our order wouldn’t be delivered until the 1st week in March. He went on to discuss the issue with tenants not being able get to their plots with deliveries on the lane by the railway. The issue had been raised with JS by Lorenzo Hines and Mick Tagg. After discussion it was agreed that hardcore would be used to hopefully remedy the issue and allow vehicles to use the lane during wet weather,but the small grass car park would continue to be closed when too wet.

JB requested that a notification be put on the website advertising that we now have a Facebook page set up by CB.  JS agreed he would speak to Steve and ask him to put a notification.

SH began a discussion regarding the financial plan that we will require if/when we sign our new lease. As it hasn’t been possible for JS, MB & SH to get together to discuss in person MR advised that he would begin putting together some figures.

He went on to voice his concern for Bernard Taylor who hasn’t been seen on site for some time, 4 months or more. MR also had concerns about Paul Sanders. JS agreed that he would contact both tenants by telephone and by letter if needed to check on their well being.

MR raised his concerns about the amount of what he believes to be junk accumulating on a tenants plot, he identified the tenant and JS agreed he would take a look and discuss a resolution with the tenant.

SH began a discussion with regards to tenants moving from one plot to another and the said tenant taking buildings that were inherited to the new plot. It was agreed by those present that a tenant shall not remove any building from a plot unless that tenant had purchased it from the previous tenant or erected it his/her self. He went onto to talk about harvesting rainwater and educating tenants that don’t already do it. JS agreed that he would look at putting something on the website.

SH asked for clarity on how a donation is made to charity on behalf of Perveen. MR & JB advised that when Perveen audits our accounts, rather than charge for her services she will pick two charities and the association will make a £50 donation to each. ( For those that are not aware, Perveen is a former tenant of our allotments).

SH went onto the possibility of other charitable donations and he agreed he would get details for local food banks so should any tenants have excess crops and wish to donate them then they can do so.

JS discussed the possibility of relocating the association hut to the top of the main car park. This would free up its current location to be used as another plot. Those present agreed it was something worth looking into.  He will look into the possible costs and have a chat with the council with regards to installing a concrete base. SH suggested that funds taken in rent from the plot where the hut is currently could be used for the maintenance of the hut once re-sited.

Date of next meeting to be confirmed.

Meeting closed at 20:30.

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