Minutes of committee meeting held on Wednesday 17th July 2024 at the DC @ 7.00 p.m.
Present:- Mike Gill (MG) Chairman, Sandy Russell (SR) Treasurer, Rod Lavers (RL) Plot Letting
Brian Collins (TC), Mike Ibbett (MI) Ray Shurrock (RS) Chinnor Produce & Flower
Show
1 Apologies:- Peter Greenway
RS addressed the meeting before any business was discussed to talk about CAGA’s possible attendance at the Chinnor Produce and Flower Show in the marquee on Monday 26th August.
It was discussed and agreed that in future committee meetings Plot Holders can attend the meeting and voice any comments and concerns for the first 15 minutes providing they give the committee prior notice. This might need an amendment to the Constitution. To be confirmed.
2 Minutes of previous meeting and matters arising.
MI pointed out that any decision made at the June meeting was not binding as a quorum of committee members wasn’t present and this should be minuted.
MI also pointed out that any discussions for changes in our constitution should be made six weeks before the October AGM where any changes will be voted on by those present.
It was decided that the summer barbecue, scheduled for Saturday 27th July should be cancelled due to lack of interest from the plot-holders. The committee did agree that perhaps our communication with the plot-holders should be better and not place too much reliance on Facebook.
3 Finance Report
Shop takings continue to be low due to the time of the growing season but the meat raffle is ticking over nicely despite the low attendance of customers on Sunday mornings.
Our latest payment to Growell for goods in the shop has been paid.
4 Any other financial matters.
Nothing at the present time.
5 Shop Report.
Unfortunately, our shop manager, Peter Greenway, was unable to attend the meeting so nothing could be reported or discussed.
6 Shop Rota 28/7 4/8 11/8 18/8
28th July Mike Gill 11th August Brian “Tich” Collins
4th August Mike Ibbett 18th August Sandy Russell
7 Midweek Working Party
A working party will be organised for Saturday 3rd August between 10.00 a.m. and midday to carry out further clearance on the bonfire site and to strim back neglected plots to reduce the risk of weed and grass seeds being transferred on the wind to neighbouring plots. A message on Facebook will be sent out in addition to the newsletter.
8 Website and Newsletter Update
MI will be sending out a newsletter to all our email addresses on file, explaining the reasons behind the cancellation of the barbecue and providing notice of the work party.
MI will also be looking at the reason why no committee minutes have been posted on our website since March 2024. RL will provide these to MI in the near future.
9 Walnut tree in the orchard area.
MG will be meeting two tree surgeons in the coming week on site to discuss the amount of pruning that is required to improve the amount of light for our fruit trees.
10 Damaged wall at Scout Hut end of the allotments.
Still no advance on this subject as we continue to discover who is the owner of the damaged building. Plot-holders are asked for their continued vigilance when passing by the structure.
11 Purchase of chipper/spreader.
A quote has been received as the implement will be paid for by our surplus of S106 monies.
12 CCTV
A quote has been received by TC which includes 4 cameras and a recording device. This will be discussed further at our next meeting.
13 AOB
Workload and treatment of committee members.
MG is concerned about the lack of support of committee members by a small number of plot-holders The committee discussed at some length the ways in which new members could be recruited at the October AGM, including small financial incentives. It is an ongoing worry that the committee is slowly dwindling in numbers and if newcomers cannot be attracted, this situation will put the future of the allotments in a parlous state.
Padlock at Scout Hut end gate.
Next month this will be replaced by the padlock from the toilet end of the DC, which in turn will be replaced by a new combination lock with code to be advised to plot-holders.
Next meeting;- Wednesday 21st August at the DC @ 7.00 p.m.