Committee Meeting

Wednesday, February 19, 2025

 

 

 

Minutes Committee Meeting 19th February 2025

Present Maureen Dyroff – Rolling Chair, Sandy Russell, Mike Ibbett, Peter Greenway, Patricia Snook, Margaret Lambert

Guests Chris McGuire, Andrew Robinson

 

PG asked for Shop sales to be taken first.

Shop sales are picking up. Potato sales are slow, Mike Gill over-ordered potatoes

PG then tendered his resignation due to family circumstances. He handed back his DC key and left the meeting.

Action PS to write PG a letter thanking him for all his hard work. A notice to be placed in shop window notifying plot holders and thanking Peter.

Other Shop related items.

PS  to promote potatoes to local allotments. Any one can purchase items from the shop provided they are an associate member. Fee £5 per annum.

Actions MI and AR to run shop for now. MI will train AR. MI will talk to PG for an update on stock and suppliers etc. ML will forward last inventory to MI.

Shop rota 23/2 MD & SR, 2/3 SR, 9/3 SR, 16/3 MI, CM & AR, 23/3 ML

Co-option of CM and AR onto committee. MD proposed that Chris Maguire and Andrew Robinson should be co-opted onto the Committee. ML seconded and the rest of the Committee agreed.

  1. The minutes of the January meeting were agreed and will be posted.

 Matters arising

Fridge temperature ML has place recording sheet on fridge. SR checks it when she places meat in it, always 5o. Meat should not be stored below 5O.

Alarm servicing – no regular maintenance.

Actions MD to ask Tich who services alarm. Cleaning sensors to be role of person on shop duty.

Letter for JG to put letter, sent in December, on headed paper date and add names of signatories. PS will prepare preamble and post on Facebook as requested by JG .

  1. As no candidate to be Chair. Decision was made to cancel EGM. Committee will carry on with rolling Chair until AGM.
  2. Publication of minutes. Minutes will be published once accepted at following Committee meeting. Draft minutes will be made available in DC.

Actions PS to prepare note to put in shop window and notice boards.

        ML to send all past minutes marked draft where necessary to MI for publication on website. Copies to be placed in folder.

  1. Meeting with CPC MI and PS fed back

Not to be called Management Committee but Liaison Meeting. CPC stepping back from any role they may have had. CM clarified that although there are no deeds to plot CPC cannot sell the land as it is marked as allotments on Neighbourhood plan. This must be voted on by villagers every five years.

CPC stated that CAGA can’t have back to back policies with CPC and that CAGA should join a National Society for policies and mediation.

A discussion ensued and it was decided that CAGA should join NAS. Cost £3.50 per member. ML to clarify with NAS how we join and how we count plot holders. It was agreed that the cost needn’t be passed onto plots for now.

Action ML to start process of joining NAS

ML to write summary of benefits for CAGA and plot holders. Plot holders asked for a better constitution and policies, this is a way of achieving that

AR will introduce health and safety policies

Shredder. RT machinery have shredder ready for delivery. They will provide training for dedicated users. AR and MI will receive training. CAGA already has necessary safety equipment. Need to find space in garage before delivery. Shredder only to be used for green waste from plots. Organisation to be decided at next meeting.

Actions SR will check with insurers what ‘overseeing’ means. AR will undertake risk assessment. MI will arrange delivery. PS will contact plots with equipment in garage and ask for unused items to be removed. Old items no longer used by CAGA can be disposed of.

  1. Finance report

SR presented report. It was agreed and signed by PS and MD.

  1. Other financial matters

SR to check electricity bill with company as higher than fixed tariff agreed.

Items 6, 7, 8 and 9 taken above.

  1. Plot letting

10 vacant plots and 5 prospective members.PS aims to having waiting list by Centenary celebrations.

Working parties- March 23rd 10am to 12 noon pruning fruit trees led by CM

                                        April 6th 2pm to 4pm – general maintenance of site

Sign up sheet to placed in shop

New members hand book PS produced excellent first draft. Discussion on who for and how to be distributed as an ebook.

Currently plots handed over as seen.  Plot hand over needs to be considered without Tich to rotavate plots not necessarily clean. This should be noted when handed over (photo). If plot not clean should deposit be charged? Letting needs to be formalised and plot holders to sign agreement.

Support for plot holders was also discussed. They should have point of contact if they are having trouble maintaining plot and need support. The buddy system. Red Committee post markers to be reinstated. Make aware that generic email addresses are monitored. Encourage plot holders to come to shop on Sunday mornings. Promote free coffee. Kettle to be moved behind counter. Other safer options small urn or thermos jugs with pumps. SR provides coffee sachets and various teas.

Action to thank Jeanette, Maureen and Sandy for making tea and coffee

  1. it was agreed not to go ahead with social event on 30th April (instead of EGM)

Discussion on other social events postponed until next meeting.

CAGA will take part in Open gardens 7/8th June, to include a plant sale, Ray Shurrock may organise.

  1. Chinnor Pump and face book.

Some complaints about anonymous posts. PS analysed statistics and most interest was in these posts. 75% of members of group non plot holders.

Next option, a WhatsApp community.  Members can hide number but host can’t. possibly use a dedicated phone. Messages can be pushed out to members. Feedback from members indicates this could be better than Facebook or email. Sub groups could be set up.

Chinnor Pump is read by many people who don’t use social media. PS and MI to meet and discuss how to relaunch CAGA in Pump.

  1. Newsletter – 5 people not on email so need hard copy. AR to investigate leaflet box to attach to side of DC

Newsletter Content:

Potatoes, Working parties and easter event. MI said feed back that newsletters were too long so it is to be kept short and succinct.

  1. to be addressed when joined NAS

16.AOB

  1. already covered
  2. post box CPC post box on outside of pavilion MD to write to CPC asking if we can have box alongside.
  3. padlocks and keys. Complaints about about locks and keys. AR to lubricate locks. It was noted that A plot holder had had his plot rent waived for sorting out locks. Bare in mind if locks ned to be replaced.
  4. Some rubbish from plots not cleared before letting. SR to arrange skip for next working party. If any space plot holders can add rubbish from plot and nothing else.
  5. First aid training MD said that COG and Mill Lane community garden were arranging First aid training. SR to attend. CAGA to pay cost of training.

It was noted that PS, MD and ML attended first of four online training sessions in facilitating and running a meeting.

 

Date of next meeting  19th March  Chinnor Village Hall

Next rolling Chair – Patricia Snook