Old Park Farm Garden Holders Association

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.

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.

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.

Present Steve Yorke, John Stooke, Dave Kirkham, Tom Hutchinson, Charles Dewa, Winnie Beck, Ralph Yorke

Meeting opened at 10.30 and everyone welcomed and thanked by the Chair.

Apologies: Wendy Thomas

Minutes from Committee Meeting 4^th August

The minutes were read

Acceptance of the minutes was proposed by TH and seconded by RY

Matters Arising

None

Chairman’s Report

The Chairman gave updates on the following:

Michael has made a formal request to move plot

Contact information has been updated on the Website

General Information Letter has been circulated

The Chairman had tried to contact Carole to contact Patsy but had so far been unsuccessful

Copies of the draft Firearm’s Policy prepared by Ralph are available and may be discussed at the General Meeting

Key deposits for plots 5 and 70 have been passed on to the Treasurer

No action has been taken on plots 2, 4, and 64 and the people who have expressed an interest in these plots have been informed of the current position

A notice about the Show has been published

The intention of the Chairman to step down was discussed

Applications for members to join the committee will be welcomed in advance of the general meeting

Treasurer’s Report

No report had been prepared on the assumption that this meeting was an Emergency Meeting

Actions carried forward

Action – DK to e mail the Treasurer Ways of Working document to the Committee

Action – DK to e mail the Financial Plan for 2024 to the Committee

Action – JS to prepare the rent bills for circulation at the beginning of September

Action – DK to draft a note for the Website on the rent from 1^st October to include that rent is due on 30^th September

Secretary’s Report

Action – JS to circulate the waiting list

Action – JS to investigate a 12 yard lockable skip

This is initially for plots 64 and 50

Note to be put on the skip and website to say no one is to put rubbish in the skip

The Secretary was encouraged to share his responsibilities with other members to reduce the work for the Secretary

Rent collection

JS planned on site for 21^st /22^nd Sept 10.30 to 12.30 and 28^th/29^th Sept 10.30 to 12.30

SY planned to be on site for 12.30 to 03.00 on 22^nd and 29^th Sept

Evidence for discounts need to be given by 8^th Sept or full rent bill will be printed

Plot 2

SY discussed the size of plot 1 and 2

Fires

JS is looking into fires on site and will go back to the person making the complaint about smoke from fires

It was noted that a chipper will reduce the volume of smoke on burning days and that burning on site has been suspended until 2^nd Sunday in October

Members are reminded that only dry items should be burnt on site

Chipper

Prices for Chippers were identified

The benefits of small or large chippers and of new vs second hand machines were discussed

Action – SY to investigate options based on the discussion

Tap Between plot 36 and 37

It was noted that a hose had been left attached to the tap outside these plots

Action – JS agreed to investigate

A.O.B.

It was agreed to give a key to the Avalon Rescue in return for a £40 deposit

TH noted that chipping get taken very quickly and that some members do not get a chance to move chippings onto their plots before they have been taken by other members on site

The Inspection process was discussed

TH agreed to help but not lead the process

Members with borderline plots are to be sent a general letter

WB raised the payment for plots by members who have plots that do not meet the standards of the Association’s Policy observing that these members may not accept that they still need to improve their plots or they could be evicted

Action – JS to send modified rent letters for those plots that have been failed by the 3 people who had completed the inspections

SY noted that 80% of plots had issues and that should require a general letter to be issued

It was agreed that up to £50 could be spent on the Barbecue organised by Wendy and Winnie to cover the costs of sauces and soft drinks

People are to bring their own food and alcohol if they wish

Next Meeting

The next Committee Meeting will be 22^nd September

The next General Meeting will be 29^th September

Action – SY to request items for the 22^nd and the 29^th as normal

The meeting was closed at 12.40