Committee Meeting

Item

Discussion

To Action

1.       Apologies

Apologies received from PG

2.       Minutes of AGM and previous meeting

Resolved to accept minutes of the February meeting.

3.       Finance Report

Balance in the accounts was disclosed to the committee and is available to committee members should they require.

Paid Growell, farm shop for compost  and EON.

4.       AOB Financial Matters

SR reprinted cash accounting sheets following feedback. However still finding that the amounts in the till exceed what we have on paper. Encouraging members to please use these sheets as it helps with accounting.

5.       Shop Report

 Number of deliveries and there is a reasonable amount of stock.

Shop prices – very few things went up over covid. Prices have increased since. Prices on the list still appropriate and are updated as and when new stock comes in.

This is not a profit making organisation, but equally acknowledge the organisation is here to provide a service for the members. Noting some items run at a loss. Agreeing all items to have a standard 20% markup.

TC asking whether more chicken pellets can be ordered, but Peter B advising unlikely.

6.       Shop Rota

20/03 – MS

27/03 – Peter B

03/04 – SR

10/04 – MI

17/04 – GP

7.       Website and Facebook Report

MI and Peter B to work on prices for the website.  

MI asking whether we should still be selling online – which was previously a service that was provided during covid. Agreeing to stop online sales given shop is open and it is becoming too difficult to coordinate online sales. MI will action this.

Newsletter out in February. MI advises this is sent out through mailchimp. Newsletter linked to website – can be viewed there. Also posted on Facebook occasionally. 

MI advising he is open to suggestions about the website.

MI

MI

8.       Update on DC and its future/ refurb of toilet and kitchen

Water heater that was provided was unfortunately too big. Advised supplier that regrettably this was the case and waiting to hear back what they would like us to do with it. Have now bought a similar heater to one in the kitchen that was to be fitted today. TC advising it has been fitted to the wall and all in order. The only issue is that the water heater needs to be kept frost free – and advising that they have found a small heater to be attached to the wall with a thermostat for approx. £35 that can be installed. Agreeing that this should be done.

BR noting the tiling on the floor. Having regard to how good the tiling looks now, BR asking whether we would like to revisit this, including the kitchen. Peter B suggesting industrial vinyl flooring that is non slip. Agreeing to tile through these areas with proper floor tiles and suitably dark grout. SR noting we have an account with Topps Tiles. TC will check in with Brian C and liaise with the groups.

BR asking about new outside door. TC will consider, also weatherboard may need to be replaced. MS will drop off kitchen paint.

Continued thanks to Brian, Brian and PG for their work on the DC.

MI,BR and Peter B to review shop area of DC.

TC, PG etc

TC

9.       Trailer

Offer from Mike of £100. Agreeing that this fair particularly given that he has agreed to help the committee as and when.

10.   Report from plot letting committee

RL noting 18 on waiting list. Since last month one more to the list and one has come off the list. Plot 8 to be measured and rotovated at a suitable time.

Mentoring scheme – seven people have volunteered. Posts for the mentors are in the garage and will arrange to put them on the plots.

Plot numbering – RL has received a few quotes. SR will look at the costs of numbers similar to car number plates and the backing.

RL and BR to make a list of which plots need new numbers.

SR and RL

11.   Chinnor pump update, items for insertion

RL preparing a Chinnor pump update

12.   AOB

Garage wall  - out of hands and with the council. RL will renew the hazard tape.

Work party – March work party very few attendees. Many said they missed it because the minutes were not available. MS noting and will ensure minutes are up on the board in time. MI also noting that newsletter previously had focussed on work party and have plenty of notice.  MI will put newsletter out in time.

Thanks to those who turned up for last workparty. Orchard cleared and chips laid.

Next work party – plot 8 clearing brambles, sorting out compost heap and levelling, bonfire – TC proposing April. Agreeing. Waiting for RL to mark out plot. So will agree next work party at next meeting for May.

Open day – BR liaised with Jackie Gunn. Agreed to scarecrow competition – to be placed on individual plots. Marquee tent by scouts hut for voting. MI proposing to set up a post box instead of having to man a voting booth. BR will talk to Jackie Gunn and MI will chat to Diane.

MI will post minutes on website and link to FB.

Three way meeting MI, Allan, RL  regarding membership and circulation list.

Open day in June

Bonfire day will be agreed later. Consideration of permanent bonfire site to be considered at a future date given that nothing will be done with plot in the interim. Peter B noting that if the plot is to become a permanent bonfire plot – more space is required as it is very close to used plots. Some disagreement – but will be kept under review.

BR asking note to be sent out that 75% of plot to be kept under cultivation. No black plastic. Old wood on some plots and asking people to dispose of in bonfire as its possible this is the last bonfire.

BBQ date – Saturday 23/30^th July – RL to arrange people to cook and happy to do so himself, SR happy to cater too. MI noting that may need public catering certificate. MI to find out the position on catering and to revert. Buti if goes ahead SR and RL to help with catering. Date TBC.

MI has checklist and will work through those – such as BBQ working, gas, marquee etc.

Peter B noting that member has asked if there can be a stall to sell excess produce etc. with all contributions to go to the allotment. BR noting that there is a provision in the constitution preventing us from selling produce from the allotment. Thanking the individual concerned for raising – but noting not possible.

BC – rubbish by garage – wood with mesh etc. To be placed on bonfire and movement of this to be done by the working party.

BR to talk to Brian about how to pay electrician. Still need to understand whether plumber is required.

RL – noting more keys are needed

 Facebook notice re meeting

MS – to put minutes up and notice re meeting

MI – to send newsletter out to all

BR, MI

MI

13.   Next meeting

Next meeting 20/4/22 provisionally at Crown 7.00pm