Minutes of AGM held at 10am on 1st August 2021
Present: John Stooke, Mark Robinson, Simon Hudson, Jane Bowden, Alan Gonzalez, Andrew Beck, Barry Mitchell, Carol Brier, Charles Dewa, Christine Scothern, David Kirkham, Steve Yorke, Diane Yorke, Steve Williams, Gill Moore, Tom Hutchinson, Kay Graham, Lorenzo Hines, Matthew Ford, Michael Thompson, Robin Roberts, Ronnie Gayle, Ray Bauser, Rebecca Bauser, Roy Lawson, Shaun Taylor, Steve Porter, Winnie Beck, Wilf Hayden.
Apologies: Mick Tagg
The meeting opened at 10.35 with the Chairman thanking everybody for attending. There was then a minute’s silence to remember all those people who have been lost over the past year.
Minutes from last year’s AGM held on 30th August 2020: These were proposed by Kay Graham and seconded by Ronnie Gayle.
Treasurer’s Report:
Mark Robinson presented the accounts which had been audited by Perveen Hussein (an accountant who used to have an allotment at OPFGHA). Income was just under £9500, expenditure about £4000. After taking into account liabilities, there is £1375 available.
The accounts were accepted.
At the moment, the Treasurer considers us to be in a sound position financially.
Following a question about Honoraria paid to the 3 officers of £200 each, it was explained that this was an amount that had been payable for many years and was made in recognition of the huge amount of time given to the Association and responsibility that these people hold. It has not been reviewed for many years. Sometimes it has not been claimed and other times the money has been used to fund things for the Association such as raffle prizes. A proposal to pay the Honorarium to all members of the Committee was not supported by Committee members and tenants present. It was agreed to leave the arrangement as it is.
As part of the process of becoming a Co-operative, it has to be agreed at the AGM whether the next accounts are audited by an accountant or simply reviewed by someone external to the Committee. It was agreed to ask Perveen to audit them again next year.
Secretary’s Report:
John Stooke explained that it had been a difficult year in which to become the new Secretary due to the challenges of Covid and lockdowns. This was a particular problem when trying to resolve the legal status issue and new lease arrangements. However, after extensive work via Zoom, phone calls and emails with NSALG, Nottingham Council and the FCA, our legal status as a Co-operative has been established. The new lease is also more or less sorted apart from a few minor details which we are waiting for the Council to confirm.
We are now working on sorting out a long term development plan for the Association including financial commitments. As part of that, a number of sub committees/teams (similar to Whitemoor Allotment Association) are being established to share the workload and ideas for improving the Association. Provisionally, these are:
• Tenancies
• Communication
• Maintenance
• Events
• Shop
• Legal
• Environmental
• Security
As part of the consultation with tenants, lots of people expressed an interest in helping with these and John produced a list of those taken from the responses he had received.
There had been some confusion over the role of some of these teams, e.g. the Maintenance Team, and it was clarified that the idea was that these groups would meet to suggest priorities and plans (keeping the main Committee informed) and would encourage other tenants to get involved, e.g. in working parties of volunteers to do maintenance work. Where tenants wished to set up a paid for service to other tenants, that was fine but should not be seen as part of the Committee’s work. For various reasons John was working on a plan to allocate specific areas of the site to small groups to manage. The Association would continue to provide tools and equipment to support this work and Jane Bowden and Wendy ???? agreed to look at funding opportunities for this.
Reflecting on the challenging year, John paid particular thanks to those previous Secretaries who had helped him, to Steve Yorke and Steve Williams for their continued help around the site, to Ray Bauser, Roy Lawson and Winnie Beck for their assistance. He also thanked Simon Hudson, Mark Robinson and Jane Bowden for their support and help over the year.
Following John’s report, the following issues were discussed:
• Coffee mornings – as part of the aim to increase the community feel of the Association, John Stooke has organised coffee mornings on the Saturday and Sunday of the 1st and 3rd Sunday of the month. These are held at the polytunnel and are run by John and other volunteers.
• Chickens – once again Ray Bauser asked about keeping chickens on the allotment. John Stooke explained that in view of the regulations regarding welfare etc., the Committee had taken the decision not to allow livestock on the allotments other than bees. If a tenant wished to challenge this, they should put a proposal to the AGM.
• BBQ and Show – Steve Yorke will attend the next coffee morning to explain how to present entries to the show.
Policies: John explained that all the Association’s policies had been reviewed as part of the process to becoming a Co-operative and also in preparation for the new lease and management arrangements. The following policies were presented to the meeting for agreement:
• Grievance and Dispute Policy
• Health and Safety Policy
• Site Water Usage Policy
• Equal Opportunity and Diversity Policy
• Lettings Policy (read out)
• Data Protection and Privacy Policy
• Health and Safety on your plot – Guidelines
These were all agreed with the following provisos and observations:
• We are using less water than last year and only one tap has been left on (last year it was 5). Steve Yorke pointed out that we were still in dispute with the water billing authorities.
• H and S – John Stooke agreed to get an Accident book and first aid box
• H and S – it was agreed to add a section on speeding to the policy
• Grievance and dispute – It was suggested that there should be a further stage of appeal to an independent body outside the Association, e.g., an arbitration service. John Stooke agreed to look into this and report to the next AGM
• Lettings: It was proposed that the probationary period for new tenants should be 6 months
• Lettings: It was suggested that an offer should be made to the first 5 names on the waiting list and whoever replied first should get first chance.
• Lettings: John Stooke is working to get a single up to date waiting list.
• Lettings: There was some confusion over the ability of tenants to pass on their plot to a relative. John Stooke agreed to clarify this.
Election of Officers and New Committee
The Committee, including the officers, stood down and the following people were proposed, seconded and elected:
Chair: Simon Hudson
Secretary: John Stooke
Treasurer: Mark Robinson
Committee Members:
Jane Bowden
Charles Dewa
Winnie Beck
Carol Brier
Roy Lawson
Ray Bauser*
Tom Hutchinson
Wendy Thomas
* Ray is currently suspended from the Committee pending improvements to his allotment. John Stooke, Mark Robinson and Simon Hudson will inspect his garden in 2 weeks to see if the suspension can be lifted.
John Stooke will check the situation with Mick Tagg.
Under the new rules, the Committee should be a maximum of 9 people but if necessary, people can be co-opted.
AOB
• BBQ and Show – has been set for September 11th. People were asked to donate prizes for the raffle. Steve Yorke would be running the show.
• Wood Chippings: It was agreed that we should not be paying for chippings as it saves the man from having to pay to dispose of them.
Meeting closed at 12.30pm
Next AGM: 27th March 2022
MINUTES OF ANNUAL GENERAL MEETING ON 18TH MARCH 2018
DRAFT VERSION
Present: Steve Yorke, Steve Medcalf, Jackie Medcalf, Steve Porter, Adam Wheat, Jane Bowden, Adrian Robbins, Robin Roberts, Paul Barron, Kay Barron, Ronnie Gayle, Mary Corbett and Sara Davies
Apologies: Steve Williams, Mark Robinson, Tom Hutchinson, Peter Grove and Kay Graham.
The Chairman: Steve Yorke opened the meeting at 10.30am by welcoming those that had attended. His remarks included mentioning the very successful show we had held in September and went on to thank the committee for the previous years work and for those non-committee members who had helped out during the year.
The Secretary: Jackie Medcalf then read out the minutes of 19th March 2017.
There were no matters arising or questions and the minutes were passed as an accurate reflection of the meeting. Steve Medcalf proposed and seconded by Robin Roberts.
In the absence of Steve Williams (Treasurer), Jackie explained that we as a committee had approved the accounting year dates to be changed from April to March to the Calendar year so to January to December. This had been done so that only one set of accounts had to be produced not two sets with one going to companies house at a different time of year from the end of March. So not only do we have to inform the City Council of how our money is spent but we also submit the accounts to Company House for scrutiny there. The bank account can only have monies withdrawn or spent via 2 signatures. Jackie had been informed that a tenant had been speculating on how monies are spent and accounted for. Hopefully, this will clarify the situation.
The Council had finally caught up with the rent bills so they have been paid. The ring-fenced key money held was £1550. The stock balance (compost) was £807 so the workable balance as of 31/12/17 was £5861.51.
The inspection had gone ok. A few gardens were not hitting the 50% cultivation some of which were spoken to last year. Also the fact that we still had too much barbed wire around.
Jackie reported that basically she had know met the council’s “Policy” requirements for the new lease apart from the Waiting list as we were waiting to look at a new database from the council that should allow direct input of comings and goings. A risk assessment had been completed for the pathways and boundaries though officially we do not need a written one.
A Health and Safety advisory notice had been written and this had been done as a shared document with the council and had there approval and input. This was about personal safety and trying to make sure everyone was working as safely as possible and also had some realisation of what could happen if they had an accident or were taken ill. One of the main issues was banning people from bringing hazardous materials onto the site. This document would be published on the web and on notice boards after the meeting. It would also form part of a new tenancy agreement and constitution and some point in the future.
Jackie reported that she had received an important paper from the council on Friday afternoon. Evidently, there had been consultations with the direct sites over rent structures based on the council costs of running the service. They were now opening this consultation up to the associations. Basically, they are saying they cannot afford to run allotments as they do now and there will be charges for letters warning for breach of tenancy and for actual breaches of tenancy. The rent will go up in increments to 56p per sq metre which if we were to follow that figure then our average rent would be around £240 per garden. From what the document says our rent will be set by an unknown as yet negotiation based on occupancy, the efficiency of management and having the new lease in place. Monies raised cannot offset rents which but if we receive 100 percent of our rent back, which is the plan then the obvious question is how can they control how we spend it or what the rent is set at. Jackie has asked for a meeting with the council and already replied asking for the lease to be speeded up and offering to use our experiences as a model for others.
Community Payback has been on site since 2011 doing a lot of the communal work and making sure we didn’t end up with overgrown derelict allotments. Last year we ran a charity garden which was successful, however, due to the privatisation of the scheme they can no longer commit to us on a regular basis so the charity garden has had to end.
Steve Yorke then presented the idea that we would have a communal work day on the 3rd Sunday every month, with jobs to be done published that people can volunteer for. With regard to the item above keeping a well-run site could be even more important than it is now. It was deemed a good idea and will start in April. We are only asking for a couple of hours of your time and if enough join in it will not be every month.
Steve then explained that the council have measured the site by satellite and it shows how over the years plots have changed. There is no compulsion for us to recharge our gardens but new tenants from October 1st will be charged the exact square meterage. If anybody wants there’s comparing we will do so but beware some rents will go up! Please note this will not be done retrospectively and the change will start from the new rental year in October. Jackie suggestion is that when we finally get the new lease and understand how our rent will be set in the future that then it will be an appropriate time to change all the rents over. Please note we are only talking a few pounds either way on the annual bill !!.
Steve talked about Mares Tail which is an increasing problem, please blitz it and keep on top of it. It can be burnt, treated with a mixture of vinegar and washing up liquid, or spayed with Curtail. If you need advice or help please ask.
Asbestos: If any more is found, there is an area outside Steve’s garden to deposit it. Don’t dump it. Seek help if you require it.
Metal drums have been provided for the barbed wire so it can be removed from the site.
Pallets. Our supplies of good fencing wood have dried up. We only have a small amount left. If anyone can confirm a new supplier please contact. They seem to be recycling them more.
The Chairman confirmed that all members of the committee are happy to stand again there were no objections from those present. New members would be welcome as then tasks could be split down more in the future. Also, some of the present committee will want to step down at some point.
The BBQ and Show will be held on Saturday 1st September any suggestions for activities/stalls etc will be gratefully received.
NO AOB’s although the Chairman did say that we appeared to be ahead of the game and thanked Jackie Medcalf for getting us into that position.
Summary
Firstly, thank you for those few who made the effort to attend on a cold Sunday morning or sent apologies for not doing so (5 only). As only 6 non-committee members attended there are a couple of points that I wish to summarize as they affect everybody.
Inspection 2018. Again please remove all barbed wire from your gates and fences as instructed last year at that AGM, also, see the Health and Safety Guidelines published today which re-iterate this.
We can no longer expect Community Payback to be on site as often as they have been. Communal jobs, therefore, need to be done by us. The third Sunday of the month starting in April will be a day of community jobs that need doing. We are hoping that many of you will be prepared to offer a couple of hours on a regular basis.
I received notification on the Friday before the meeting that due to council budgets there will be a massive hike in direct let allotment rents to 56p per sq mt over next 4 years this is the equivalent of our charges being £240 per garden per year. This will have a massive impact on the way our rent is set and looks as if it will be based on good management of the site and determined by the work we have done towards the new lease and subsequent management agreement.
The BBQ this year will be on Saturday 1st September.
If people wish to know more about any of the above then please feel free to contact me.
Jackie Medcalf
Secretary
MINUTES OF ANNUAL GENERAL MEETING ON 19th MARCH 2017
APPROVED AT ANNUAL GENERAL MEETING HELD ON 18th MARCH 2018
Present: Steve Porter, Maria Brediche, Eddie Scothern, Carol Williams (Briar) Kay Graham, Peter Grove, Charles Dewa, Mark and Jayne Robinson, John Stooke, Brett Harrison, Ian Matthews, Jane Bowden, Paul Barron, Robin Roberts, Dave Kirkham, Roy Lawson, Chris Skinner, Winifred Beck, Adrian Robins, Jackie Medcalf, Steve Medcalf.
Steve Yorke (part ).
Apologies: Steve Williams. Sos Inger. Mary Corbett.
The secretary Jackie Medcalf opened the meeting by explaining there were two sets of minutes to be read through, matters arising and questions would be taken after they had each been read. The minutes of the AGM from 3rd April 2016 were read. There were no alterations, matters arising or questions. These were followed by the EGM minutes of 3rd September 2016 again there were no questions. Fires and water were the only matter arising and they would be addressed later.
Jackie remarked that the water was now back on and then read out the previously agreed water policy in its full form. The full Water policy can be seen on the web site.
In the absence of the Treasurer Jackie reported that we had £8381 in the bank but due to bills expected and ring fenced key money our working balance was £4700. Jackie invited anyone interested to see the full workings if they wished. Jackie went on to explain that we had to report to the council once a year to explain how we were spending money. The committee had wanted to purchase a 40ft container to act as a shop for compost etc but our ambitions were thwarted by being unable to drive it onto site. Other options were being explored the idea behind this was to do up the committee room itself and put in windows and a kitchen so we could make more use of the communal area. This seemed to meet with the approval of those present. Also acknowledged that we needed two more gates, Jackie refusing to use the same firm as the main gates as they had messed us about. An offer to construct them was made from the floor from a gardener who has experience of doing them.
Inspection: The date had been changed of the inspection from late summer to January/February with results within 2 weeks and a second inspection in May. Two gardens had failed with one tenant now leaving and one had given one garden up.
The main complaints from the council were about the metal fencing on the main pathway, which was slightly bemusing and the amount of barbed wire on plots.
Jackie asked everyone to look at their gardens and remove any barbed wire on their borders.
Jackie then went on to explain that part of the requirements of getting the new lease and management agreement, which would give us our full rebate back was to have set procedural policies that would ensure fairness and continuity when she stepped down and other committees took over. The Equal opportunities and diversity policy was read out. ( see web site) Then likewise the suggested policy on transfer of tenancies and protection of shared/ helped tenancies. There were no adverse comments and or questions. (On website after committee approval). Others to be completed were Complaints procedures and Health and Safety and Allocation of gardens from waiting lists.
Communication. Jackie then made a plea for everyone who could to log onto the website and follow it to get news. There were 60 gardeners all with varying access to the internet, mobiles, emails or non of the them etc. This made telling everyone everything onerous. Please communicate any changes of phone, email etc to Jackie.
Main Agenda Item : Bonfires and Brazier fires.
The Chairman explained why this matter was on the agenda. Fires were a matter of contention because we had not only received complaints from the public but because the use of over smoking braziers and bonfires with items put on them that we should not be burning was a cause for concern. New tenants had been allowed extra burning days. Plastics, paint cans, wheelbarrow loads of soil had all been put onto communal bonfires over the last couple of months.
The committee were proposing that all fires from now on , including brazier fires should only be allowed on burning sundays. Shed stove fires would remain but again no green wood please. Communal fires would be provided but please try to compost more and remove from site things that could be disposed of elsewhere. People had to start taking individual responsibility.
The Chairman asked for a show of hands and the proposal was carried with 1 person against.
The Chairman reported that all the committee had offered to stand again and asked for any objections from the floor. The committee was duly accepted. Proposed by Kay Graham and seconded by Steve Porter.
The fun day and BBQ would be on Saturday 2nd September. It had been really good fun with lots of people there (must have been 60 burgers were consumed) even though it had poured with rain all day. Further details will be on the web site.
AOB
Jackie said that we were still waiting on the council to send us last year’s rent bill. This would have the rent rise on it to us of 13p per sq mtr and 2016 bill was 12p per sq mtr so there would be another rent increase this year.
The matter of keeping chickens on site was raised. It had not been allowed in the past because of concerns over well being of the said chickens and the owners taking responsibility. However Jackie would approach the council and ask what the current policy was. There was no further business and the meeting closed at 11.35am.
Old Park Farm Garden Holders Association 