Old Park Farm Garden Holders Association

By Steve Yorke 23/06/2024

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.

1^st 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 1^st 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 28^th July or 4^th 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.

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.