Old Park Farm Garden Holders Association

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

Apologies: Carol Brier, Mark Robinson

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

Matters Arising

• WT to produce laminated food disclaimer re allergies for the BBQ
• There was no further news re the theft of Ray’s trailer.
• WT to advertise next working party around the site and online, stressing free food and that it coincides with burning day.
• JB had had no response from the local councillors regarding the lease – will follow up.

Chair’s Report

• SY indicated that he has decided to continue as Chair until the AGM and will review the situation then.
• Hedges: The following gardeners will receive a reminder from JS about the need to deal with hedges as soon as possible and certainly by 1^st February: Simon Hudson, Richard Cripps, Marcia Scott Nicholls, Teresa Nasen, Cyndel Thomas, David Murfitt, Lorenzo, Matthew Bauley. The next WP will help with the hedges between 12 and 13 and between Richard Cripps and Teresa Nasen (70-71).
• SY reported that he had returned the Honorarium that he had been given

Treasurer’s Report

• Financial Situation: As MR was unavailable, JS reported that he believed £10120 was now in the bank with approximately £4000 available after liabilities, plus the value of the small amount of remaining stock. All tenants offered new leases had now paid. The only potential issue with outgoings is the possible cost of replacing the locks and keys.
• There had been no expenditure on stock as transporting and unloading heavy items was a problem. Eventually, it is hoped to widen the entrance to the hut so that pallets can be transported on a trolley rather than carried and that deliveries can be made by truck on planned dates so that more gardeners can assist in unloading.

Secretary’s Report

• JS indicated that he is willing to stand as Secretary again this year, but this would be his final time as he would like to commit more time to family as he will soon become a grandad. It would be useful to have someone ‘shadow’ JS so that they know what is involved.
• Roles of office holders were discussed and the 3 current postholders were asked to review the Role Descriptions posted on the website.
• To reduce the burden on the Secretary, it was agreed to develop the role of ‘Lettings Secretary’. JB and TH offered to help JS with interviewing potential tenants. JS/SY to provide checklist of items to cover during the interviews.
• Large concrete block is being broken down and removed by JS
• Many lanes are flooded and now in a bad way as people have continued to drive on them, often in a way that churned up the mud. It was proposed that some tracks should be blocked semi permanently as some gardeners simply ignored cones used as a temporary block. JS to investigate.
• Main gate: Repairing the slope from the main gate with concrete is a priority. Tarmac would not be appropriate due to slope and expense.
• Plot Vacancies/Lettings: 26, 42 and 60 have been let. 2, 4, 5, 13, 21, 40, 50 and 64 are to be let. Plot 5 will be available within 2 weeks.
• Wilf’s plot: Michael Graham is trying to contact Wilf’s son, Neville, as there is real concern over Wilf’s health and safety both on site and en route to site
• Water: In total during 2023 we have used 783 cubic metres compared to 2022. However, half 2023’s amount was used in just 2 months (May and June). The total water bill was £1465.
• 17^th December meeting re Ray: Ray has handed over his keys and received his deposit back. He has asked a number of people to store items for him on their allotments but, as this is inappropriate, will be asked to remove these, as well as his trailer. He has indicated that he will continue to visit friends at the site, but if he wishes to visit to remove items, he has been informed that he needs to ask permission of Michael Graham, JS or SY beforehand.
• Working Party jobs: Hedges (12/13 and 70/71 as mentioned above), clearing plots 13 and 50, filling ruts in the bottom avenue and putting grids down in the railway car park.
• Fundraising: JS is collecting aluminium cans to raise money for the Association. Please leave any (preferably flattened) in the polytunnel for him.
• New Lease: No progress. AGM of local Federation on 27^th January. JB and SY to attend as JS unavailable.
• Communication: JS felt that communication would be improved by having a secure Committee office on site. A WhatsApp group for the Committee was also suggested.

Items for AGM on 24^th March:

• Should discounts be scrapped? Currently about18 people get a 25% discount. In future this will have to be funded by the Association.
• 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? JB to draft policy.
• Should locks be changed?

Any other Business

• Nature survey was recommended at Federation meeting as a way of getting protection for the site. Keep in mind for the future.
• Vandalism: Hole in Hillarys’ fence needs repairing. Michael Graham to visit Hillarys’ to ask them to strengthen fence. Damage likely to be the work of kids who possibly climbed into site using overhanging tree near gate which needs pruning.

Rolled over items:

• Website: Needs updating and some information reorganising
• Composting toilet
• Lower car park
• Notice boards
• Defibrillator WT to continue searching for one that doesn’t need mains electricity
• Inventory – JB asked for help in moving items out of the hut so they can be photographed

Meeting closed at 1pm.

Date of next meeting: Sunday 25^th February 2024 in the Scout Hut

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