CHINNOR ALLOTMENT & GARDEN
ASSOCIATION ESTABLISHED Circa. 1840
Minutes of Meeting: 20th November @ 7pm in DC
Minutes of meeting held on 20th November 2924
Present Mike Gill (MG), Mike Ibbett (MI), Sandy Russel (SR), Peter Greenway (PG), Brian Collins (BC), Chris Maguire (CM), Maureen Dyroff (MD), Patricia Snook (PS), Margaret Lambert (ML)
MG opened the meeting.
Action MI to circulate minutes to committee members present at meetings for ratification. They would then be published as approved and sent to ML for filing in DC.
Action SR to amend minutes and circulate.
Preparation of plots; MD had contacted Thame Allotments about preparation of vacant plots prior to letting. They strimmed and then laid black plastic. CM stated that black plastic should not be used because of pollution and the leaching of polycyclic aromatic hydrocarbons (PAHs) into the soil. The terram membrane sold in the shop was only for use under hard surfaces.
Action MG to cancel order for terram Plastic _ not carried out as MG resigned
Insurance: Current Policy approx. £340 per annum. Under this policy only committee members can use powered equipment, or they must supervise
use. Thame Allotments use BGI (https://bgi.uk/allotment/ )through the Allotments and Gardens Council (A&GC)
http://www.theallotmentsandgardenscounciluk.org.uk/ . Cost £1 per plot holder to A&GC for member benefits plus basic Insurance £89.20.
Action BC to send list of equipment to MD who will investigate cost of insurance to cover plot holders using the equipment. To include a shredder.
(CM pointed out that shredders are easily damaged and cost a lot to repair).
SR presented accounts. She proposed moving £500 to interest a/c. Agreed
MI enquired about money due to CPC for maintenance /rent. SR replied that it is due in April. The Plot deposits are held in a account paying some interest.
SR reported that the meat raffle is doing well and she proposed increasing the value of the joint to £20. This was agreed.
Shop is ticking over. Seed order had arrived and been displayed, stock for a year. SR has reported missing packs of Sweetcorn to Kings. JH has been asked to post supply of broad beans on Facebook. Potato order in. MI requested list of varieties ordered from MG so members can be informed.
ML, PS and MD to attend with an existing Committee member to learn the ropes.
24/11 SR &PS, 1/12 MI & ML, 8/12 PG and CM, 15/12 SR and MD, 22/12 BC, 29/12 closed.
Heating the DC was discussed. CM said skirt heaters over the door most efficient but need wiring in by electrician. SR suggested infra-red heaters.
Action BC to investigate and report back – MD has remembered that Rod Thorpe has installed infra-red heating in his house.
MG reported that there were about 20 vacant plots.
MG asked PS if she would take on Plot letting and reporting. She agreed and CM to help. CM has extensive professional experience carrying out surveys and could support plot walkovers.
Action MG to pass data base and other information to PS.
It was agreed that a new Plot letting form/ pack was needed to include GDPR. Plots at CAGA email to be redirected to PS. CM will walk site/ plots and report tasks for working parties.
Action the plots@caga.org.uk email address to be made accessible to PS for the purpose of communicating (GDPR, Finance and personal information – not sure this will be possible from this email) related to plot letting. MG agreed that Rod Lavers shall provide login/access information to the email.
Action the leaflet given to new plot holders to be reviewed at next meeting
Committee will do a site walk with CM and PS, Monday 25th November at 10am
Action All committee members should be familiar with the rules for plot letting.
ML to locate and publish to Committee and post in DC.
Mulled wine and mince pie social to be held on 15th December., 12 to 2pm. SR organising. In addition to the big raffle SR will make a One hundred square board. Tickets £1 each prizes 1 x £25 meat voucher for Charlies plus a £25 Voucher or hamper form Buksum.
To drink mulled wine plus red and white wine plus tea coffee and soft drinks. Veronica will make sausage rolls. JH usually helps. MD to buy 4 dozen mince pies, excess can be raffled. SR to promote on CAGA Facebook
PS article for Chinnor Pump was approved, strap line Daphne Bloom? It was decided to ask JH if she’d monitor and update the face book page. MG believed RL has administrator rights.
Action PS to contact RL to extend FB admin rights and plot information.
Action Face book and closed FB page to be discussed at next meeting
MI proposed to update website with new committee members with a photos.
Action Committee members to send photo to MI
There are three emails associated with website. One plots RL no longer managing. Aso web@caga and Jackie Gunn’s personal email on secretary’s page.
Action MI to contact Frans (domain host) to sort out emails. Plots email to PS, Webb email to be changed to secretary for ML. Delete JG’s. MI to ask Frans about plots@caga.org.uk email access.
Newsletter MI to promote Christmas social ASAP then what to plant in January and composting to encourage self-composting.
9.50 pm CM left the meeting
A long and Confidential discussion ensued.
The number of people present was agreed upon. 40 plot holders plus 3 partners, 2 CPC reps, 1 associate member and 2 non-members representing plot holders It was noted that BC left before voting. Number at meeting was unprecedented and took the existing committee by surprise.
Issues discussed included:
It was agreed that Committees experience of events was quite different to the plot holders in the hall.
The atmosphere in the room (disruptive behaviour of some plot holders) and how it impacted on plot holders to speak.
Voting on the constitution
The voting of officers and committee members including one candidate withdrawing due to comments from the floor.
Letters of complaint, about the AGM from several plot holders
It was decided to hold a separate meeting (3rd December) to consider the AGM in detail. To acknowledge what went wrong and produce a plan of action.
Action an extra Committee meeting to be held on Tuesday 3rd December 7-9pm CVH
Due to time constraints items 14 and 15 will be taken at the extra meeting.
Section 106 money can’t be repurposed, in addition CPC need to submit the invoice for a shredder to SODC.
Action MI to investigate prices of shredders
ML to take responsibility for grant application. MG to pass on names and contacts of Tracey and John who have offered to help. Done
Bid for defibrillator to be postponed until we have audited accounts. Next round of CPC grants in 6 months.
Compost bins
MG proposed four compost bins at either end of site. One for material to be shredded, bins one and two for rotating and bin 4 for shredded material. Proposal was approved.
AOB
Christmas social discussed earlier in meeting
Venue for winter meeting ML to book Committee room CVH
PG reported lady who’d like her paths mowed, she is willing to pay. PG to find plot number and let BC know.
Other items left for a future meeting
Date of next meetings
25th November Site Walk 10am DC
3rd December, extra Committee meeting 7pm CVH
15th December Christmas Social DC 12 to 2pm
18th December Committee meeting 7pm CVH