Old Park Farm Garden Holders Association

This is a draft document and for information purposes at this stage

If you have any comments, please send them to Dave (opfgha.treasurer@gmail.com) or John (opfgha.secretary@gmail.com)

Thank you

Dave

CHAIR

The role of the Chair is to deliver a first class Committee to the Association.  Obviously, this can

only be done with the support of the other Committee members and this reveals the dual nature

of the Chair’s role; it is to act as both servant to and leader of the Committee. Without

ever losing sight of his or her accountability to the Committee, it is essential that the Chair

ensures that leadership is provided to the Committee to successfully accomplish its role, ensuring that the Association’s rules, policies and procedures are followed, and also reviewed, updated and shared.  In addition, the Chair ensures that the Committee focuses on its aims and objectives as identified in the Development Plan agreed by members of the Association.

Executive Authority – The Chair has no executive authority except as delegated by the

Committee.  However, in addition to the routine Chair matters specified below, the

Committee may authorise the Chair to act on its behalf in an emergency, which

action must, if at all possible, be with the knowledge and support of the other officers.

The Chair has the following specific responsibilities:

1. The Committee – Make sure that the Committee fulfils its role of ensuring that the site is

run efficiently and effectively for tenants, in line all the locally agreed policies, procedures and rules as well as legal and local authority tenancy requirements.

• Housekeeping – Ensure that the Committee has agreed a programme of meetings, that

papers are produced to a professional standard and distributed in sufficient time, and

that meetings are held in a convenient and comfortable place without distraction.

• Agenda and Papers – in consultation with the Secretary, prepare the agenda of the

Committee, being sensitive to the wishes of other Committee members without allowing

the agenda to be cluttered with trivial or irrelevant issues. Ensure that the papers are

written and circulated in advance.

•  Chairing – Chair the meetings to a high standard, striking an appropriate balance

between the inclinations of the individuals present and the needs of the society.

• Minutes – Ensure that minutes are produced to a professional standard and circulated

promptly.

• Committee Members – Ensure that all Committee members fulfil their roles as part of a team.
•  Identifying – Ensure that missing skills in the Committee are identified and that suitable

Committee members are found and recruited.

•  Development – Ensure that all Committee members are appropriately inducted and

developed, and that the Committee as a whole has opportunities to learn to improve its

performance.

• Team Building and Co-ordination – Ensure that Committee members in their executive

roles work together effectively and efficiently as a team without unnecessary gaps or

overlaps and without friction.

1. Monitoring – Monitor the performance of Committee members and lead the process of

improving or removing failing Committee members.

SECRETARY

The role of the Secretary is to deal with tenants and manage the allotment site.

1. Plot Letting – In accordance with the Lettings Policy. deal with enquiries for plots, maintain the waiting list, sign up and induct new tenants, issue keys and take deposits (cash to Treasurer).  
2.  Rents – With the Treasurer, issue rent invoices and ensure the rents are collected.
3.  Records – Keep up-to-date records of enquiries, waiting lists, tenants’ contact details

and keys issued and any other information required by the local authority in the annual report and return.

•  Site and Plot Inspections – Organize regular site and plot inspections and report to the

Committee.

• Liaison – Liaise with tenants, deal with complaints and, when necessary, terminate

tenancies when authorized by the Committee.

• Site Rules – Take the lead in monitoring the relevance of the site rules, policies and procedures for tenants, revising them when necessary for Committee and AGM approval.
• Site Maintenance (including Health and safety) – Manage the site maintenance and/or the Site Maintenance Team

TREASURER

The role of the Treasurer is to protect the Association’s financial integrity and assets, monitor the financial affairs of the Association and report on these to the Committee and Statutory Bodies

1. Financial Strategy – Advise the Committee on its long-term financial strategy and planning, and how this impacts on annual budgets
2. Income and Expenditure – Receive all income and pay it into the bank, hold the cheque books and make all payments.
3. Bookkeeping – Write up the income and expenditure, reconcile this with the bank statements, store these records and report financial performance.
4. Budgets – Prepare an annual budget for the Committee’s approval.
5. Operational Oversight – Oversee the finances of trading operations, site maintenance and capital works where these are managed by other people. Monitor the collection of rents and other charges
6. Annual Accounts – Prepare the annual accounts, arrange for their independent inspection or audit if required and present them to the Committee and AGM for approval. Present these to the Statutory Bodies (see below).
7. Financial Systems – Advise the Committee on rules for spending money and monitor that these are observed to minimize the opportunity for negligence, abuse, theft or fraud. ¨

Statutory Bodies

1. Financial Conduct Authority

2. Companies House

3. Nottingham City Council

ORDINARY COMMITTEE MEMBER

Ordinary Committee members support the officers in running the Committee and the site.

1. Attend Committee meetings regularly.
2. Provide input to discussions, including information, ideas and views of their own and other tenants helping to make decisions and communicate those to non Committee members. 
3. Where appropriate, keep discussions confidential but explain agreed decisions as minuted.
4. Represent non Committee members by raising their issues, concerns and ideas  
5. Provide practical support to the Committee, e.g. undertaking delegated tasks such as interviewing potential tenants, participating in plot assessments, working parties, attending external meetings, drafting documents etc.
6. Provide a positive example to other tenants through their behaviour, following Policies and Procedures and  the management of their plots.

Present: Winnie Beck, Charles Dewa, Michael Graham, Tom Hutchinson, David Kirkham, Melek Portakal, Ralph Yorke

Apologies:  Wendy Thomas, John Stooke

Jane Bowden was present to support MK

As the meeting wasn’t quorate (only one officer present) it was agreed to proceed to have a discussion rather than to make decisions

Matters Arising

• Following Steve’s resignation DK offered to be Acting Chair and this was supported.  SY was thanked for his work for the Association and a presentation would be made to him.
• Committee members:  Role descriptions are needed for all parts of the Committee and to go to Committee members and on the website (DK)
• DK clarified his view that that the roles of the Chair and Sec are very separate with the Chair supporting officers/Committee members, as well as representing Association members, while the Sec is the first port of call for most day-to-day issues.
• He also believes that disputes should be settled in terms of ‘the most likely’ scenario rather than ‘proven’ to a legal standard.

Treasurer’s Report

• The bank account is healthy with more than last year available despite the chipper having been paid for
• 2 rents are outstanding and will be followed up (JS)
• Suggestions for purchases: keys/locks, the lower hut door/roof, 2 Association laptops for the Sec and Treasurer for Association work
• Reopening the shop was discussed but the same problems remain regarding buying stock and deliveries.  To be discussed next time.
• Honorariums have been given to the Sec and the Treasurer and both have chosen to donate them to the Association
• MK was welcomed to the Committee with the hope that she would take over as Treasurer.  DK to arrange bank access for her.

Secretary’s Report

In the absence of JS, MG reported:

• Lockable skip was on site. MG reported an incident with attempted unauthorised use of the skip by a member.  JS to deal with this and also with people removing items from empty plots.
• Cans etc: Not to be placed in the skip but given to JS for recycling for cash
• Inspections:  No information available
• Burning policy:  A suggested change to allow fires at any time was discussed but rejected as unnecessary, likely to cause issues with neighbours/council and against the aim of environmental protection we espouse.
• Bonfire week will be allowed as usual with water being turned off at the end of the week

Any other Business

• Should plot 4 be used as a car park and chippings bay?
• WB advised to contact JS re BBQ
• Next General meeting will be in January
• Speeding – this was discussed and members were asked to speak to anyone speeding.
• How to get more volunteers at working parties? Committee members to ask new members, provide list of jobs that can be done on alternative day/time, ensure working party/Burning day and now Chipper day is clearly known to all.
• New Secretary will be needed by June – very important!  Will probably need to split the role to make manageable. 

Date of next meeting:  10.30am on 8^th December 2024 in the Scout Hut, Bramcote Lane, Wollaton

Meeting closed at 11.33 am.

Burning week will run from tomorrow Sunday 3rd of November until Sunday 10th November.

Please only burn waste that you have generated from your plot. DO NOT bring waste to site to burn.

Plastics, rubber or any other item the generates black/toxic smoke should not be burnt and should be removed and disposed of off site

Due to recent complaints regarding pollution,I will be on site Sunday the 3rd monitoring fires, | will also be monitoring during the week from my office.

Present: Steve Yorke (SY), John Stooke (JS), David Kirkham (DK), Wendy Thomas (WT), Charles Dewa (CD), Winifred Beck (WB), Jane Bowden (JB), Simon Hudson (SH), Lisa Golbourne (LG), Paul Hibbs (PB), Barry Mitchell (BM), Malek Portakal ((MP).

The Chair (SY) opened the meeting at 10.40, welcoming and thanking all for attending. SY pointed out that due to the low attendance the meeting would be strictly for discussion as a quorum hadn’t been reached.

DK read the minutes from the meeting held 23rd June 2024, these minutes were proposed by WB and seconded by JB.

Matters arising:

SY advised that plots 5 & 71 has now been let and the new tenants had made excellent progress so far.

Shooting Policy:

SY produced a draft copy of the proposed ‘Shooting Policy’ that has been worked on by Ralph Yorke. A copy of this was handed to PH & SH.

SY went on to say that a lot of information had been gathered from various sources.

JS advised that he had made emailed Jo Tarrant at the Council’s allotment office with regards to the council’s position on shooting, he went onto to advise that Nottingham City Council are not to permit anyone to shoot on communal areas or other people’s plots, but Jo hadn’t given any guidance on tenants shooting on their own plot. JS emailed a copy of the communication during the meeting to SY & PH for transparency.

JB raised the vote that was held at our AGM in March of this year and suggested asking the NSALG for advice.  She felt that the key question was whether the plot holder or the Association was the official ‘tenant’.

JS said that further discussion was needed after reading the info that Ralph Yorke had provided and taking into consideration the Council’s position. SY suggested rolling over to the next General Meeting and added that a compromise may be discussed.  Not a ‘policy’

SY will also have the information that has been produced put on the website.

Woodchipper:

DK requested that the purchase of the Woodchipper be discussed as the cost of purchasing it would be higher than originally advised. We had originally planned to buy a second hand machine for around £750.00 A new Titan Pro can be purchased for £1249.00. LG asked the question of a warranty as this is something we should get with a new machine. JS advised that this type of machine would come with a 3 year warranty if used in a domestic environment, but only the 1 year in a commercial environment and though are not commercial he would seek clarification on whether we would be considered domestic as an allotment site.  There would be restrictions on who could use the machine, and it would be stored off site to keep it secure.  Chipping branches will reduce the amount of wood burnt and reduce the effect on the environment.

It was confirmed that plot holders could have fires again as per the burning policy, but the communal bonfire needed to be smaller to avoid excessive smoke.

Proposed New Lease (PNL) & Management Agreement (MA) update:

JS attended a Nottingham Federation of Allotment Gardeners on Saturday 28th September.

The meeting concentrated on the PNL & MA with Martin Harris (NCC Allotment office) and Peter McGuire (Federation Secretary) announcing that after 6 years of lengthy negotiations & discussions all the parties involved, Nottingham City Council, NCC legal department, Nottingham Federation, and the National Society of Allotment & Leisure Gardeners (NSALG), had finally produced a PNL & MA that were suitable for all, but will allow for negotiations for individual site specific needs.

Both documents will be put under the relevant tab on the website for all to access within a few days.  JS will supply anyone with a printed copy upon request.

JS advised that Schedule 5 of the MA had been completely re-written (alterations are marked in red) and read through it with those present. He discussed the need to provide all tenants with a tenancy agreement prior to a new lease being signed.  This is a requirement of the NCC.  They will provide JS with a pro forma. 

 NCC requires Old Park Farm to provide a site condition report which will involve an assessment and images of each individual plot, pathway, access road, buildings and boundary fences/hedges.  This is a huge job although the NCC will provide some help. NCC will also arrange an inspection of the site annually and a record of any changes will be made. They will also advise on any changes or maintenance they want carried out.

The ‘Management Committee of Old Park Farm GHA is ultimately responsible for compliance with the PNL & MA andcan or will be able to set the level of rent charged to cover the cost of any maintenance with or without Tenant approval but would need to be justified to the NCC in a financial plan.  Without more help from plot holders at working parties, rents would have to rise to cover the costs of contractors.

JS advised that he started dialogue with NCC with regards to repairs to the pavement along the perimeter bordering plot 1. He had also asked Martin Harris about the status of the road as it is unadopted, yet the NCC maintains the lights.

JS has approached the NCC with regards to any Portacabins that they have mothballed that they may consider donating or selling at relatively low price for use as an office. He is waiting for a response.

AOB

BM suggested that the General Meeting be renamed for clarity, JS agreed to renaming it ‘Quarterly General Meeting’.

SY stood down prior to the close of the meeting thanking everyone and explaining that he would still be available for advice.  He was thanked for his long and thoughtful service to the Association.

Meeting closed at 11:50.Next Quarterly General Meeting to be held 5th January 2025.

The treasurer (Dave) would be very grateful if everyone could pay their rent before the end of the month (i.e. before Tuesday).

Thanks

Steve Yorke has been a valued and respected member of Old Park Farm Allotments for many years.

During this time he has worked tirelessly to help maintain and improve our site, offered many of his fellow gardeners advice, assistance and materials to enable them to improve their allotment.

Having previousy held the position of ‘Chair’, he stepped back in to it on a short term basis when Simon Hudson stood down. That term has lasted a little longer than expected, and he feels now is the time to step down.

Steve will officially step down at this Sunday’s ‘General Meeting’, therefore the committee will be looking to second someone in the interim, until the AGM 2025.

Personally, I would like thank him for his advice and continued support during my time as Secretary, it has been invaluable.

John Stooke – Secretary.

Present Steve Yorke, David Kirkham, Wendy Thomas, Charles Dewa, Winifred Beck, John Stooke, Michael Graham

Meeting opened at 10.30 and every one welcomed and thanked by the Chair.

Apologies Tom Hutchison, Ralph Yorke

Minutes from 1^st September were read and accepted by W.B. and Seconded by W.T.

Matters Arising. In future to save time Minutes from previous meeting will not to be read out. As these are available by email, on the website and notice boards people are now expected to read them.

Chairmans Report The Chairman said he would like to step down from the committee at the General Meeting. Replacement being discussed.

Treasurer’s Report. There is approx £6,700 in the bank. This will increase with the rent coming in.

Secretary Report All rent bills have been sent out by email, post or by hand. Several tenants have decided to vacate their plots for mixed reasons so now about 12 vacant plots.

General Meeting 29^th September Only items on the Agenda to be discussed so any items for debate should be received by the Chairman by Saturday 28th via any committee member, Email to distyor@virginmedia.com or phone 01158491526. Subjects up to now are Shooting Policy, Chipper, Nottingham Federation Meeting, Council position on multiple plots,

A.O.B. Michael Graham was seconded onto the Committee and welcomed by all. His position to be ratified at the G.M.

David Goulding to give up his position with Ian Carmichael and to be offered his own plot.

John to start sending out emails for letting plots by mid October

B.B.Q. was O.K., Thanks to all concerned. Future events under review

Fires. Roy and Caitlyn had requested permission to have extra fires but this was refused as it would lead to more rogue fires.

Skip has been delayed till the working party can work on plots 50 and 64.

Inspections 2 tennants have arranged meetings, 4 outstanding.

Reminder to all, do NOT leave hosepipes connected to taps when not on site. Hose connectors have failed in the past leading to water wastage.Plots 36 /37 to be contacted.

Next Meeting 29^TH September 2024 General Meeting at 10.30

Next Committee Meeting 27^th October at 10.30 both in polytunnel.

BY S. Y. 15/09/2024

AGENDA

10.30 CHAIR OPENS MEETING

APOLOGIES

MINUTES OF COMMITTEE MEETING 1^st SEPTEMBER 2024

MATTERS ARISING

CHAIRMAN’S REPORT.

TREASURER’S REPORT.

SECRETARY’S REPORT.

RENT BILLS

INSPECTIONS

WAITING LIST

CHIPPER

SKIP

ITEMS FOR THE AGENDA FOR THE GENERAL MEETING 29^th SEPTEMBER. ANY ITEMS YOU WISH TO BE INCLUDED PLEASE INFORM STEVE A.S.A.P. AT distyor@virginmedia.com OR BY PHONE 01158491526 OR 07907817421

A.O.B.

NEXT MEETING G.M. 29th SEPTEMBER

CLOSE &THANKS