Old Park Farm Garden Holders Association

Present: Steve Yorke, John Stooke, Mark Robinson, Winnie Beck, Jane Bowden, Charles Dewa, Tom Hutchison

Apologies: Carol Brier, Wendy Thomas

Observers: David Kirkham, Mick Tagg, Barry Mitchell, Michael Graham, Simon Hudson, Paul Hibbs, Diane Yorke, Ray Bauser, Rebecca Whiley, Ralph Yorke, Martin Spilsbury

Meeting opened at 10.35 am and the minutes from the previous meeting held on 1^st October 2023 were read out by SY and accepted without change (Proposed WB, seconded by TH).

A 2 minute silence was held at 11am for Armistice Day.

Treasurer’s Report

• Financial Situation: £8889 in the bank with £2814 available after liabilities, plus the value of the stock. The amount will increase as there are still some rents outstanding from those offered leases following a recent inspection. The only potential issue with outgoings is the possible cost of replacing the locks and keys. MR advised that our financial situation is fine.

Secretary’s Report

• SY (and the rest of the Committee) welcomed JS back. He remarked on how much work was involved in the role of Secretary.
• JS thanked everyone for their good wishes whilst he had been unwell. He explained that, following lots of discussion with his family and members of the Committee, he would like to continue as Secretary.
• He wished to make it clear that although Lisa’s email was ‘the straw that broke the camel’s back’, she was not responsible for his situation. Sadly, her email was not the worst that he had received as Secretary.

Matters Arising and Chair’s Report.

• Plot inspections and Plans: 14 people had not been offered rent bills in September. Following a further inspection, 4 plots had continued to fail to meet the standard required. One of these plotholders had decided to leave, two, Ray and Patsy, had been informed of their failure and invited to attend the meeting, and one was Wilf, a special case. Of the newly issued bills, 6 were still to be paid.
• Ray was given the opportunity to defend himself and outlined work that he had done for the Association. Members of the Committee inspected his plot again before a vote was taken. The Committee voted 5 – 1 in favour of not offering Ray a lease. However, following a suggestion from JS, it was decided to offer Ray the opportunity to clear up his plot within the next 4 weeks or be evicted. Ray confirmed that he understood the seriousness of his situation and committed to sorting the plot out. JS to send letter confirming the decision with a further, final inspection by the Committee on 17^th December.
• Patsy had not turned up to the meeting and had not sent a message. However, in the interests of fairness it was decided to vote on the same proposal for her and this was carried by 5 votes to 1. JS to send letter confirming the decision.
• Wilf’s family have blitzed the plot, but it is still in a bad state. Michael Graham is trying to contact Wilf’s son to get it sorted out.
• Hedges and Trees: There had been 3 complaints about Simon’s hedges, particularly the one bordering Old Coach Road. Others have also been reminded about getting hedges cut in this period when birds are not nesting. All hedges must be down to the regulation height by 1^st February 2024 at the latest. A number of trees are becoming overgrown and need reducing or removing. SY explained that this work was not suitable for working parties (too dangerous) but that various people would be tackling the identified trees once the leaves had fallen.
• Plot Changes: It was agreed that Marcia Nicholls and her husband should be added as co-tenants to Ronnie’s lease. If they take over fully at some point, they will have to complete a 6 month probationary period. As previously discussed a number of plot changes had taken place: Carol from plot 5 to 78, Lesley from plot 40 to 47 and Michael Graham from 47 to 25. JS has moved to plot 29 as it means that he will be nearer to the Association Hut/shop. He proposed putting up a CCTV camera in his garden to cover the main drive.
• Kitchen: WB asked permission to move the kitchen so that it would be under the tree near to CD’s plot and wished to build a roof over it. JS pointed out that the original request had been simply for some decking and the project had grown hugely. He wondered when it would stop. It was pointed out that if she positioned the kitchen under the tree, it would be at her own risk. Also, this was a tree which is to be reduced so that may affect her situation.
• Vacancies: There are about 9 plots to let. JS and SY will shortly be contacting those on the waiting list to assess their suitability.
• Theft: Sadly, there had been 2 more reports of serious thefts from the site. A large bag of roadstone, purchased by the Association as part of the plan to improve a car park had been emptied. 2 people had been found taking some of it but claimed that they had only taken a small amount which had been used to improve the entrance to their plots from the lane. This means that the Association will have to pay for another load of roadstone. Secondly, Ray reported that his cattle box had been stolen from the ’bonfire’ car park at some point between 31^st October and 1^st November. A number of expensive items were inside the box including a quad bike and engine hoist. The thief/thieves must have inflated the tyres, hitched the box to a vehicle and left via the main gate, meaning that they had a key. The police have been informed and Ray is hopeful of getting CCTV footage. JS to put out a request to all members for information either directly to him, SY or via 101. There is also a suspicion that there had been an attempted break in to Ray’s shed.
• Security/Lock Change: Following on from the previous issue there was a discussion about changing the locks as so many keys have been lost or not returned over the years. There is the additional problem that we now only have 3 working locks and cannot get additional ones. To replace all locks and keys would cost about £2200 and would more or less wipe out all our money. It was suggested that the deposit for keys should be increased again (currently £40), those leaving the site should be visited at home if they fail to return their key, we should consider funding a security camera (about £10 per month). The question of replacing the locks should be put to the AGM. It may be possible to get some funding to help us with security – JB to contact NSALG.
• Damage to fence: The main perimeter fence near to WB’s plot has been damaged again by lorries backing into it as they turned. The Council has been asked for CCTV footage but will only release it to the Police.
• Food Hygiene: A complaint had been received about the cooking at the BBQ. It was agreed that next year vegetarian and meat products would be heated at separate stations, and all involved would be reminded about wearing gloves and keeping utensils separate.
• Barry’s requests: SY explained that the NSALG had confirmed to JS that the Committee was operating correctly in line with the Registered Rules. JS agreed to add a link to the website to the relevant Acts of Parliament and any other documents that might be of interest to the membership. It was agreed that educating the membership about their role in a Co-operative as vital.
• Federation News: JS and SY had attended the latest meeting but no progress had been made as Martin Harris, the Council Officer responsible would not respond to requests for meetings or information. At the request of the Federation sub committee, JB had sent an email asking for support from our local councillors and would chase up a response. The next local Federation general meeting would be in January.
• Items for AGM:
  • Should discounts be scrapped?
  • Should Honorariums be scrapped and replaced with providing the 3 officers with a sum from petty cash to cover expenses?
  • Should shooting be banned on the site? This had been discussed extensively before, but no final decision made. Advice from the council and other places had been indeterminate. Following further discussion, it was agreed that a policy on this should be put to the AGM, but in the meantime, only vermin on the ground, i.e. below the horizontal, can be shot. Anyone shooting should have a gun club licence giving them public liability insurance and should take every care to ensure the safety of others.

Any other Business

• Water: Water will be turned off after November 13^th
• Working parties: In future working parties will be held once a month on Burning Days so that everyone knows when they are, and the Committee can also monitor smoke.
• Maintenance and Security: Michael Graham has agreed to take on a role focusing on maintenance and security around the site. This formalises what he has been doing informally. This was agreed.

Rolled over items:

• Website: Needs updating and some information reorganising
• Composting toilet
• Lower car park
• Notice boards

Meeting closed at 1pm.

Date of next meeting: Sunday 7^th January 2024 in the Scout Hut

Sunday 17^th December, in the polytunnel to review Ray’s and Patsy’s plots.

Please note that, all members are more than welcome to attend Committee meetings and enter into debates (although they cannot vote). This will enable you to know what the Committee does and to contribute to the running of the Association.

10.30 Chairman opens meeting, apologies
Minutes of meeting held 1st October 2023
Matters arising
Chairman’s report
Treasurer’s report
Rent bills
Secretary’s report
Plot inspection results
Hedges &Trees
Plot changes & requests inc Plot 2, Ronnie & Winnies shelter
Theft, Main Fence damage, Lock change, Food hygiene
Federation news
Barry’s request for General Meeting. Link to F.C.A.
Items for A.G.M. Discounts, Honorariums
Rolled over. Shooting ban, Composting toilet, Lower carpark, Notice board, Web site
AOB
Confirm date of next meeting
Close
If you wish to add to the Agenda please phone Steve Yorke on 01158491526 or contact in person

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.