Old Park Farm Garden Holders Association

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.

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:

• Reduction of Quorum from 20 to 15 at AGM/General meeting
• 13 Yes
  12 No
  1 Abstention
• Move future AGM’s from March to June
• 21 Yes
  3 No
  2 Abstentions
• Honorariums to be ended
• 11 Yes
  13 No
  2 Abstentions
• Honorariums to be repaid
• 7 Yes
  18 No
  1 Abstention
• Total ban on shooting
• 14 Yes
  10 No
  2 Abstentions
• Temporary ban on shooting until policy in place
• 17 Yes
  8 No
  1 Abstention

Vote 6 overrules vote 5

• Officer/Committee member eligibility
• 22 Yes
  3 No
• Authority for lock change
• 24 Yes
  1 No
• Authority to purchase chipper
• 23 Yes
  2 No
• Quarterly General meetings
• 17 Yes
  8 No

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

Present: Steve Yorke, John Stooke, Winnie Beck, Jane Bowden, Charles Dewa, Wendy Thomas
Apologies: Mark Robinson, Tom Hutchinson
Meeting opened at 10.35 am and the minutes from the previous meeting held on November 2023 were read out by JS and accepted without change (Proposed WT, seconded by WB).
Matters Arising
• SY and JS confirmed they had reviewed the role descriptions for their posts and they were fine.
• Repair of slope near the main gate remains a priority
• 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. This remains under consideration.
Chair’s Report: The Forestry Commission had confirmed that trees in hedges could be felled and no licence was required.
All other items would come up on the agenda.
Treasurer’s Report
• Financial Situation: As MR was unavailable, JS reported that he believed £9249 was now in the bank with approximately £3000 available after liabilities, plus the value of the small amount of remaining stock. There will be money coming in as plots are let. £900 had been spent on skips.
• There will be a private skip outside Ronnie’s plot, and they had been advised to fill it quickly to stop unauthorised use. If it is not filled, JS had agreed to pay a contribution to the hire cost to allow others to use it.
Secretary’s Report
• There had been an unpleasant incident involving shouting and swearing on 11th February at about 2pm involving Ray Bauser, Martin, Michael Graham and WB. As his presence seems to inflame tensions, it was agreed to ban Ray Bauser from the site. This will be clarified in writing to Ray (recorded delivery) and JS will also hand Martin a letter explaining this. WB had submitted a letter regarding JS’s subsequent discussion with her. All Committee members were advised to bear in mind the responsibility for setting an example of acceptable standards of behaviour, particularly in heated situations. In future, where things are becoming heated, it is best to walk away and offer to discuss the matter later when everyone has calmed down.
• A complaint from Simon Hudson had been received about the main gate being left open. He apparently sat outside in his car for 30 minutes observing the open gate. JS apologised. The gate had been opened to allow potential tenants to enter to view empty plots but he had been delayed and had left it for longer than intended. In future, he will open the gate for each visitor. It was pointed out however, that most people, seeing the gate open, would have simply locked it, and then reported it to a Committee member.
• Simon Hudson had also posted a number of negative comments on Facebook, including a photo. As this is inappropriate, it was agreed to ask the Administrator to institute a system whereby posts need to be approved before appearing.
• Simon Hudson had asked for all notes taken by members of the Committee during meetings should be given to him. This was rejected as impractical and unnecessary.
• Plot Vacancies/Lettings: Plots 50 and 64 require a lot of work before they can be let. Plot 5 is still not available despite assurances. If it is not made available, the tenant will be issued with a rent bill. Plot 64 has a potential tenant but needs clearing. This will be the focus for the next working party. One possible tenant had enquired about smaller plots and it was agreed to consider splitting a plot in future, possibly Wilf’s. So far Michael Graham has been unable to contact Wilf’s family.
• Patsy’s Plot: Patsy had been in contact with SY about her plot. She claims that it has been ‘stolen’ from her. She asked to come to the plot to remove tools and other items but had failed to turn up at the agreed time. JS confirmed that he had sent letters and emails to the addresses he had for her throughout the plot inspection process. Patsy had confirmed to SY that these addresses were valid although she later changed her mind. She had made no response to multiple letters and emails, and an invitation to attend the Committee meeting to put her case.
• Waiting List Issues: A current plot holder had asked for a second plot despite the policy on multiple plots. It was agreed that they could be offered plot 4 as this is a very difficult plot to let due to the glass in it. In view of the state of the plot, JS could offer it rent free until September.
• Non attendance of Committee Members: During various discussions it became clear that there had been some miscommunication as a result of a Committee member not attending meetings and being part of discussions. It was agreed that JB would draft a role description for ordinary committee members clarifying the need to attend meetings regularly and to emphasise the need to maintain the confidentiality of discussions and individual views expressed during those discussions.
• Working Party jobs: Plot 64. As there remain a number of trees to remove from hedges, it was agreed that JS would investigate the cost of buying a second hand chipper for the Association.
• New Lease and Management Agreement: JB and SY reported that there had been progress. 2 new draft documents had been received and Barry had reviewed the changes but they were insignificant. The latest local Federation meeting had been very positive. Martin Harris, the Council Officer with responsibility for allotments, had stated that there was no plan to sell off allotment sites although this position may change now that the government has sent in Commissioners. He also made clear that the Council do not want any significant involvement with allotments and if we cannot run the site ourselves it will become ‘direct let’ resulting in the cost per square metre rising from 13p to 46p (since increased to 47p).

Items for AGM on 24th March:
SY had produced several documents for the AGM including voting slips on the key issues:
• discounts,
• moving the AGM to June (22nd for next year),
• honorariums,
• nomination forms,
• locks being changed
• general meetings
• shooting
These were discussed and JS agreed to produce some amended forms. It was agreed that SY would get 2 independent counters of the votes. Eligibility for standing as a Committee member was also discussed.
If anyone wanted to raise a further issue for discussion, this must be notified in writing to the Committee so that it could be added to the AGM agenda,
Nomination forms will be available in the polytunnel, from SY and JS and information about the AGM will be posted on the website, noticeboards and FB stressing the importance of attendance.
Any other Business
Easter event will be on Sunday 30th March and will follow the same pattern as last year. WT to check/remove glass on the lane beforehand.
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
• Nature survey
• 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.
Meeting closed at 1.20pm.
Date of next meeting: Depends on whether we need to meet before the AGM to discuss revised documents.

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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