Draft Minutes of the meeting held 16/10/24
Present: Mike Gill (MG) Chairman, Mike Ibbett (MI) Peter Greenway (PG)
Brian Collins(TC), Sandy Russell (SR) Treasurer
Apologies Rod Lavers (RL)
Visitors: J Gunn (JG), Michelle Strauss (MS) Patricia Snook(PS) , Margaret Lambert (ML)
The visitors being four plot holders looking to join the committee were welcomed and introduced themselves.
Minutes of previous meeting and matters arising
MI requested that amendments to the minutes of the meeting held 21.08.2024 be made
MG, RL & SR had undertaken a full stock take
PS queried how the notice period for the change of the constitution would work. MI explained that part of the notice period was 28 days whilst other parts were 14 days and these rules had been applied. Each plot holder had received a hand delivered package containing all the paperwork for the AGM which was required to comply with the constitution.
The minutes were accepted subject to the changes requested by MI being made.
Finance Report
SR distributed the latest CAGA figures to the rest of the committee and visitors.
The printing costs for the AGM paperwork had still not been received.
Questions from MS
MS had e-mailed some queries to SR regarding the previous years accounts. MG went through the list with MS and answered the questions accordingly.
Shop Report
As PG had been unable to attend recent meeting MG gave the shop report and advised that an order would shortly be submitted to Kings seeds. Also a spreadsheet was on the counter of the DC asking plot holders to tick their preferences for Potatoes, Shallots and Onions. This list would also be taken to the AGM.
Shop Rota
20/10 - MG , 27/10 - PG , 3/11 - SR , 10/11 - MG , 17/11 - TC
Facebook and Chinnor Pump
Nothing to report
Website and Newsletter
MI had, as previously reported, sent out e-mails to all plot holders whose information is held on file regarding the AGM. This was backed up by hand delivered packages to every plot holder.
Rent Renewals
Every plot holder should have received the rent renewal letter by e-mail except for those with no e-mail addresses who had them hand delivered.
AOB
MG would like to have a compost area divided into two so that raspberry canes etc which are not immediately burnable can be left to dry out.
MS’s request to view the insurance policy and give costings for allowing plot holders to use equipment was discussed further. SR explained that it was not only the excessive cost but that to allow this to happen the insurance insisted a member of the committee was present to supervise. It was generally felt that this was not an option as the majority did not wish to take responsibility for showing a plot holder how to operate a piece of equipment they were not 100% confident in operating. Also, the time required to do this was prohibitive as all committee members have other commitments. Finally, what would happen if the equipment was broken, who would repair it and who would stand the cost of said repair.
It was agreed that each plot holder who attended the AGM would be given a cloakroom ticket to purchase a drink at the end of the AGM as a gesture of goodwill.
Next meeting Wednesday 20th November at 7.00 pm in the Village Hall meeting room