JOBS PLANNED WEATHER PERMITTING
HEDGES ON RAILWAY SIDE, UNLET PLOTS, HILARY’S, STRIMMING, RAKING UP. PLEASE BRING SUITABLE TOOLS IF YOU CAN
COMMITTEE MEETING
4th AUGUST 10.30
THIS WILL BE A CLOSED MEETING BUT IF YOU WOULD LIKE ANYTHING ADDING TO THE AGENDA TO BE DISCUSSED PLEASE EMAIL ME AT distyor@virginmedia.com
OR PHONE ME ON 01158491526
Steve Yorke
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Attendance. Wendy Thomas, Winifred Beck,Carol Briar, Simon Hudson, Paul Hibbs, Barry Mitchell, Lesley Hurst, Tom Hutchinson, David Kirkham, Charles Dewa, Jane Bowden, Mick Tagg, Ralph Yorke, Diane Yorke, Steve Yorke.
1st General Meeting so No Minutes to be read
Chairman’s introduction.
Good morning, welcome and thank you for attending. We are hoping for a constructive and friendly meeting as we are coming to an important point at the allotments.
Statement of Behaviour. This is general guidance for Members as to behaviour on site and will be on the Web Site on the Policies page and also on the notice boards.
Garden Standards Policy and Procedure to be added to the Website Policies page and inspections to commence from 1st August.
The reason for this policy is to help people to manage their plots successfully. This year has been very trying with the long cool spring and then continual rain. Allowances will be made because of these factors but hedge trimming and weeding still need to be done to prevent the plots going to ruin. As last year the initial inspection will be done from the drives. If any plots are in doubt the holder will be asked to provide a suitable date for an onsite inspection. Refusal to provide a suitable date may lead to the steps set out in the policy
Conduct Email
Emails from Barry to John were discussed with people expressing their personal views. In the absence of the Secretary it was agreed to move forward together in the best interests of the Assocation.
A suggestion for a General Warning letter was read out. The proposed letter will be discussed at the next Committee Meeting.
Acceptance of Ralph Yorke to the committee.
There were no objections so Ralph was welcomed as a full Committee Member
Skip misuse.
Several items have been brought on site to be dumped in the skip either straight away or appearing on a plot for a couple of weeks and then into the skip. Members were asked to only bring on site items that are intended to be used on their plot. Each skip costs about £300 and uses up funds intended for site improvement. If you see any one misusing a skip on site please report it to a committee member. There is now a list of things not to go into the skip which includes roofing felt, tyres, batteries, paint, asbestos, oil, gas cylinders, T.V.s, electrical goods.
Bringing items on site
Things brought on site are for use on plots. A limited amount of burning items may be brought on site to put on the communal bonfire with permission from one of the officers or from Michael Graham but NO plastics, metal, soil or non burnable material should be put on the communal bonfire
Water wastage.
Despite all the rain last month’s water bill was over £150. Some people have been watering on beds on beds that are not in greenhouses or polytunnels and in areas they do not intend to use for growing. Only water when necessary. Advice on watering can be found on the Web site policies page. The Chairman is happy to give advice on watering.
Derelict gardens.
21, 50, 64. Unlettable
2,4,5,70, Need a brave tenant. Options are to leave till autumn and then strim or spray weeds over winter to try and get reasonable for spring. If someone is prepared to take on one of these plots the suggestion could be to allow them to be let rent free for the first year and with possible help from the work party. This is to be discussed further at the next Committee Meeting. Future work parties will be on main boundary hedges and vacant plot hedges.
General Warning Letter.
A letter may be sent to all members. Firstly many thanks to all who attended today’s meeting. It was as these meetings should be as friendly, constructive and leading to better relations. Suggestions have been made for this letter but will be decided at the Committee Meeting.
Proxy Voting. Suggestions have been made and this will be discussed at the next Committee Meeting.
Communication with members
Very few people receive Emails from the website. Of the 74 subscribers to the website only 25 receive Emails. Many people do not use the Web site but this is the most cost effective means of communication. If you are on the Web site but do not receive Emails please click on the receive Emails box. Alternatively type oldparkfarmgha.org into your search engine for access to the latest posts and the policies and document pages. Also the notice boards will be updated more. After that members need to arrange their own method of communication.
Shooting Ban should vote 6 from the Annual General Meeting over rule vote 5
Rule 5 Total ban on shooting. Yes 14 No 10 Abstentions 2
Rule 6 Temporary ban. Yes 17 No 8 Abstentions 1
A compromise plan is going to be discussed at the next Committee Meeting. Any input welcome.
Reopening the shop.
This was discussed and Winnie and Carol agreed to inquire into sources and prices.
Links to the following to be added to Documents web page
1 Co-Operative Society Act 2014
2 International Co-Operative Alliance Guidance notes to the Co-Operative Principles
3 Financial Conduct Authority Finalised Guidance 15/12
Seal and Model Rules, Master Lease and Management Agreement are already on the Documents Page
If you wish to add anything for discussion at the Committee Meeting concerning the above or any other topic please Email me at distyor@virginmedia.com or on site or by phone 01158491526.
Next Committee Meeting 28th July or 4th August to be confirmed. Committee Members please confirm availability.
Next General Meeting 22nd September to be confirmed
Thanks again for attending. Meeting closed at 12.30 p.m.
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Good morning, welcome and thank you for attending
All are welcome to attend but only one vote per plot holding member allowed for items to be voted on.
Only items on the Agenda to be discussed.
Statement of Behaviour
Garden Standards Policy and Procedure to be added to Website documents page and inspections to commence from 1st August
Barry’s request Conduct Email
Acceptance of Ralph Yorke to the committee
Skip misuse
Bringing items on site
Water wastage.
Derelict gardens
General Warning Letter
Proxy Voting
Communication with members
Shooting Ban should vote 6 over rule vote 5
Barry’s further requests to be added to Documents web page
1 Co-Operative Society Act 2014
2 International Co-Operative Alliance Guidance notes to the Co-Operative Principles
3 Financial Conduct Authority Finalised Guidance 15/12
4 Management Committee members follow itemsabove plus Seal and Model Rules, Master Lease and Management Agreement when agreed.
Thanks again for attending. Meeting to close by 1.00 p.m.
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Change of Date for General Meeting.
From 16th June to 23rd June 2024.
Several Members have requested the change because the 16th is Father’s Day.
Apologies for any inconvenience
General Meeting 23rd June 2024
The meeting will take place by the poly tunnel at 10.30.
All are welcome to attend but only one vote per member/plot allowed for items to be voted on.
Only items on the Agenda to be discussed so any items for debate should be received by the Chairman by Friday 14th June via any committee member, Email to distyor@virginmedia.com or phone 01158491526. The Agenda will be published by the 17th June 2024. Late items can be added until Friday 21st June
Please attend if possible as the future of the allotments could be at stake. Thanks in advance. On behalf of the Committee,
Steve Yorke
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The meeting will take place by the poly tunnel at 10.30.
All are welcome to attend but only one vote per member allowed for items to be voted on.
Only items on the Agenda to be discussed so any items for debate should be received by the Chairman by Friday 14th June via any committee member, Email to distyor@virginmedia.com or phone 01158491526.
Please attend if possible as the future of the allotments could be at stake. Thanks in advance. On behalf of the Committee,
Steve Yorke
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Present Steve Yorke, David Kirkham, Wendy Thomas, Charles Dewa, Winifred Beck
Meeting opened at 10.30 and every one welcomed and thanked by the Chair.
Apologies Tom Hutchison, John Stooke.
Minutes from 21st April were read and accepted by W.B. and Seconded by W.T.
Matters Arising. Reminder of thanks to Mark as outgoing Treasurer. Charles offered pole for John’s camera.
Chairmans Report The Chairman said he would like to step down from the committee as soon as possible but would not do so until the committee is in a much stronger position.
Treasurer’s Report. The Treasurer reported all the shop stock has been cleared. There is approx £7,600 in the bank and no longer a need for a float in the Association Hut.
Secretary Report N/A
General Meeting 16th June Only items on the Agenda to be discussed so any items for debate should be received by the Chairman by Friday 14th June via any committee member, Email to distyor@virginmedia.com or phone 01158491526. Subjects up to now are Revised Disputes Policy, Statement of Behaviour, Standards Policy inspection moved forward to 1st August, Proxy Voting.
Emails, responses and outstanding issues. These were discussed as far as possible but some were incomplete without John’s presence and many issues will be dealt with at the General Meeting.
Rolled over items. Composting toilet, Lower car park, Notice board, Web site.
A.O.B. Ralph Yorke was seconded onto the Committee and welcomed by all. His position to be ratified at the G.M.
Dave asked to review Disputes policy.
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.
Purchase of 5L Glyphosphate to spray Old Coach Road Main Avenue and some empty plots to control weed growth agreed.
Guinea Pig compost may become available again in the chippings bay next to the skip. First come first served when available.
Working Party 9th June. Working on plot 5 and Wilf’s plot strimming, hedge cutting, moving wood to bonfire.
Next Meeting 16th June General Meeting at 10.30
Next Committee Meeting to be arranged at G.M.
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Present: Steve Yorke, John Stooke, David Kirkham, Wendy Thomas, Tom, Hutchinson, Charles Dewa, Winifred Beck.
Meeting was opened at 10:30 by the Chair who thanked all for attending.
Apologies: None
Matters Arising: None
Chairman’s report:
The Chair offered his sincerest apologies for how the AGM had turned out due to a small number who just seemed to want to repeatedly upset proceedings.
He advised that water had been turned back with no leaks, and since being turned on, and only a small amount was being used.
Treasurer’s report:
DK advised that he would do things differently from Mark. He will be using a graph, and guided the committee through it and if anyone had any issues with it he would be happy to discuss any said issues.
There is currently £8331 in the bank with liabilities to be confirmed.
All cash transactions would require a paper trail, therefore any transactions willrequire signing for.
A financial plan is in progress.
DK requested an OPFGHA email address, JS to sort.
Secretary’s report:
JS advised that he was now in possession of a cctv camera and that he required a good sturdy post to attach it to. The cost of a data sim would cost in the region of £60 per annum.
JS had nothing else to add, as items he had intended to discuss would be discussed during the course of the meeting.
Business discussed:
Local Federation meeting:
The local federation would next be meeting on the 27th April 2024. DK to attend with JS.
Jane Bowden/Lisa Golbourne emails:
Jane had recently sent an email to Lisa, the said email was not received by Lisa as Jane had intended it to be, friendly advice. Lisa responded to that email by emailing and texting JS. JS emailed Jane advising her that Lisa was very upset, Jane then emailed Lisa with an apology, the apology was rejected by Lisa, as she believed it to be a very poor apology.
SY pointed out that the original email could only be offensive if you wanted to take it that way, this was discussed and voted on with 4 to 2 in favour of agreeing with SY. It was also agreed that a letter would be sent to Jane advising her that she should not send out such an email to any member in the future, and should she do so, a written warning would be given.
DK raised an issue with the responses that Lisa sent to JS, the issue being that she used foul language in one of them. It was agreed by all, regardless of how angry and or upset Lisa was at receiving the email, foul language written or verbal is not acceptable and will not be tolerated. A letter advising her that any future communication with an Officer, a committee member or any member of Old Park Farm should be civil and respectful, and any future use of such language may result in her receiving a written warning.
AGM 2024: Voting
SY confirmed the results for the voting that took place are as follows:
Vote 6 overrules vote 5
AGM 2024:
JS brought an email he had received along with a number of verbal conversations he had had with attendees at the AGM to the attention of the committee. It is clear from this email and conversations he had, the conduct of a small minority of members was unacceptable, aggressive, intimidating, rude, and generally out to cause trouble were the terms used to describe them.
These same points have been raised before with regards to the conduct ofsome attendees at open committee meetings in the past; these subsequently had to be closed. The issue was discussed and It was agreed by a majority that letters are to be sent to those members advising them that their conduct is
not acceptable, will not be tolerated in the future and action will be taken against them, if not by the committee, by the membership.
Plots:
Tara Cuthbert had raised concerns about the amount of carpet that is buried in her plot. An attempt to remove some of the carpet was made by a working party, but the plot is literally covered. SY advised that it would take Bobcat to be able to clear it. Tara will be given the opportunity to look a plot 5 and transfer if she wishes.
SY to enquire and confirm the cost of hiring a Bobcat.
Plots 50 & 64 still need a considerable amount of work to get them ready for letting.
Plot 70, Wilf Hayden has now decided to give up the plot. SY will contact Neville Wilf’s son with regards to the return of the keys.
Plot 34 has been let to Carl Pemberton.
Work Party 14th April:
SY advised that the had working party hadn’t been much of a success due to the lack of volunteers, therefore not a great deal was done.
June General Meeting
A general Meeting will be held on the 16th June 2024.
BBQ & Show:
This year’s BBq & Show will be held on the 14th September.
AOB:
A request had been received from Sid Mallyon asking for a family member, Ryan Wilcox to be added as a joint member on his plots.. SY & JS verified that Ryan has done a vast amount of work to bring the plots up to standard, and then some, so the request was granted/confirmed.
Rolled over items:
Composting Toilet
Lower car park
Notice boards
Website
Date of next meeting – 2nd June 2024.
Meeting closed at 12:55
Minutes recorded and produced by John Stooke
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To whom it may concern
I have just returned from a long walk with my dog during which I reflected on the two ‘main events’ of my weekend: a concert yesterday with my choir, and today’s AGM at the allotments. They couldn’t be more dissimilar!
The choir has about 55 members, has a Committee of volunteers to make decisions on our behalf and an AGM once a year. We perform 3 concerts a year and the organisation of these is done by a committed and enthusiastic group of volunteers, some on the Committee, others simply lending a hand. Discussions are respectful and suggestions for improving things are listened to, discussed and voted upon where appropriate. There is no sense of ‘us and them’ or having a ‘top table’. When there is an emergency or problem (as there was last night), someone can be relied upon to step up and either solve it themselves or offer a solution. It’s a pleasure to be part of such a group.
Today’s AGM was well attended which was great to see. The agenda and papers had been thoughtfully put together and well organised. I’d like to say a special thank you to Steve and John for the huge amount of work that they put into this.
Unfortunately, other people seem to have little appreciation of what the Committee does and, in Barry’s case, seem to think that the Committee cannot make any decisions without reference to the whole Association. Clearly this would make the existence of the Committee pointless and this interpretation of the Registered Rules has been dismissed by the Legal Officer at the National Society of Allotment and Leisure and Gardeners (NSALG). The Committee has delegated authority to make decisions and does so within the framework of policies and procedures agreed by the Association.
Barry doesn’t accept this advice in the same way as he will not accept other, different interpretations or decisions with which he disagrees. A lot of time and energy has been expended trying to deal with issues that he has raised but he continues to raise them.
That we spent such an enormous amount of time, energy and goodwill revisiting these issues is bad enough, but my main concern is the tone of the meeting. It is always easy to criticise. Criticisms may be valid, but the disrespectful, cynical and, at times, aggressive tone was, to my mind completely unreasonable. I will keep on saying it: we are volunteers, we are doing our best, we may make mistakes but, whatever we are, we are not corrupt or self-serving as some people imply.
I believe it is only a small number of people who seem to be ‘anti’ but they have not only made the job of the Committee even harder but seem keen to spread discontent and misinformation to others.
Today’s meeting was a very unpleasant experience and I hate to think what any new plot holder must have thought!
The attacks demonstrated a lack of trust in the Committee, yet those who attack are rarely seen doing anything positive, such as helping at working parties. Everyone knows that we have working parties. If you don’t know when they are, perhaps you could ask?
I left the meeting feeling very shaky at the unfairness of the aggression shown and the total lack of appreciation and understanding. Perhaps most hurtful is the sense that the Committee cannot be trusted to even get the minutes right and that everyone must keep notes and make them available for scrutiny or that we need a meeting to set the agenda for a meeting! I repeat what I said at today’s meeting: we are a small allotment society run by volunteers who put in a huge amount of time and energy to keeping YOUR Association going as best we can. We are not the United Nations!
I have been distressed before by some of the very unpleasant and unreasonable emails and comments made to Committee members over the past few years but I’m afraid today has made me realise that I no longer wish to be involved with such a toxic organisation. As I say, I believe it’s only a few people, but they are poisoning the place. As a result, I have decided to resign immediately. I will complete the minutes as best I can, but I really think I can spend my time more productively elsewhere.
This is a bit odd as I have only just been re-elected, but I’m sure that some people will be delighted to see the back of me. I should just point out though, that democracy is not being served at the moment and ironically, it’s the behaviour of the member who continually goes on about the primary importance of democracy and co-operation who is damaging it! Who wants to attend another AGM or GM like that?
I’d also like to add that having witnessed the nastiness and abuse that Committee members receive, especially the Officers, who would want to be either on the Committee or to stand as an Officer? Without a functioning Committee, our Association is in danger.
I hope that I’ve been of use to the Committee and the Association over the past 10 or so years and, if things changed, I might be prepared to stand again. But not now.
Jane
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Old Park Farm Garden Holders Association 