Committee Meeting

Thursday, June 21, 2018


Minutes of CAGA Meeting on 21st June 2018

Present : Ged Wells, Pete Bowler, David Shaw, Diane Troye, Stuart Harding, Steve Colley, Mike Ibbet, Frans Lytzen, Jeanette Hyland

 Apologies :  Steve Bowker, Neil Lambourne



Minutes of the last meeting were approved. 



Accounts:  In the bank £9801 with all bills paid up to date



Shop is once again well stocked. Delivery of canes and slug pellets received.  Canes now priced at £2.60 for 5ft length and slug pellets are £2.80 per tub. Should there be anything further needed then please advise Steve Bowker the shop manager.


Shop Rota

Sunday 24th June  -   Jeanette

Sunday 1st July  –  Frans

Sunday 8th July  –  Diane & David

Sunday 15th July –  Mike

Shop duty rota to be placed on the notice board.

Other dates to note: Next Allotment Social Get Together Sunday 1st July everyone welcome.  

Annual BBQ – Saturday 28th July

Plot Judging : 1st Round – 3rd & 5th July / 2nd Round –  19th July

Working Party – Saturday 7th July at 9.30am – volunteers needed please.






Chinnor Open Gardens

The allotments have received £500 from the Chinnor Open Gardens which has been gratefully received by the Chairman. Our thanks go out to everyone involved with Chinnor Open Gardens.

It has been agreed to use the money to update the hut toilet facilities. Jeanette to appoint a contractor and get the work underway. In order to demonstrate that the money has been spent we need to take some `before` and `after` photographs.




Vacant plots & Waiting List

Plot 54B vacant

Plot 82F coming vacant shortly

9 people on the waiting list

Plot 13F&B has been cleared and strimmed by Pete and now needs burning off. It is also very uneven and needs levelling.

Plot16 has yet to be strimmed and spayed to kill off bind weed.



A flyer has been produced by Frans & Mike which just requires finishing and approval for use.

 Frans & Mike

Skip Hire

Thanks to all those members who helped fill the skip with rubbish from vacant plots

All plot holders

Communal  Equipment


Safety Gear needs to be purchased for use when communal equipment is being used under health and safety regulations. Full facial masks and / or goggles are needed. Items will be worn at users’ discretion. Jeanette is to ask Pete Greenway regarding obtaining such items.


As well as a lawn mower there is a strimmer and a heavy duty rotavator for use by plot holders.  

Plot holders wishing to use them can approach any of the committee members to arrange access.  Users are reminded to return the item in a clean condition ready for the next plot holder to use. A small voluntary payment is also welcome to go towards the cost of petrol.

It should also be stressed that use of the equipment is solely at the users own risk and that they are not covered by any insurance in the event of an accident. In order to make plot holders aware of this a notice is to be created which each user will have to sign before using the equipment. Ged is to approach a solicitor to obtain appropriate wording for the notice.  At the same time this will include a paragraph stating if an item is returned damaged then the person who used it will be liable to pay for repair.

REMINDER:  Plot holders are reminded that as well as keeping their pathways mown those with allotments adjoining the main access lane should also mow the grass out to the centre of the lane. Those who have rear plots then they need to keep the 1m boundary area tidy and free from waste and to mow it.










All Plot Holders

Hedge Cutting

Stuart to find out the cost of hiring a professional wood chipper in order to clear all the hedge debris. To contact Helpful Hirings, Thame

John Bird has offered to cut back the tree near the hut car park area


Tractor Rotavator

The rotavator needs to be stripped down. Stuart has offered to see if the seal can be replaced and if not to see what the cost of a second hand one would be.

Research to be undertaken to see if there is a smaller motorised plough available, that would be more easily access the back plots for rotovating.




Summer BBQ and Plot Judging

Mike confirmed that the initial judging of the plots will now be undertaken between the 3rd and 5th July with the final judging to be done on the 19th July. Mike will attend with the Judge.

Frans is to produce a notice for all plot holders detailing the criteria the judging is based upon and will be published on the website. The criteria can also be found on the notice board in the D.C

 The Summer BBQ will be held on the Saturday 28th July at 7pm. Invites have now been sent out to all plot holders. All replies with money to be received no later than Sunday 15th July.

Volunteers are needed to make salads & cakes. Jeanette is happy to oversee the food organisation so please contact her with any suggestions. Any purchased food to be obtained from Wholesalers with receipts.

Diane is to produce raffle letter and drop off in shop for others to pick up and seek prizes for the raffle.

All contributions to the raffle will be gratefully received.










Working Parties 

The next date for a working party is Saturday 7th July at 9.30am.  All volunteers are welcome.  The rear paths need looking at.

All Plot Holders

Tool Sharpening Event

A new date for this event has not been fixed following no response from Terry Travis.  Should any plot holder know of another mobile tool sharpener in the area then please contact Diane who would be pleased to arrange such an event.



Better signage is needed at the Scout End of the site. Frans has agreed to look into this.

The area of land next to the Scout Hut also needs tidying. Frans to request this.




Associate Member Forms

ON GOING: It is agreed that with effect from the new renting year ie. Oct 2018 a new Associate Member card is needed in order to monitor and record associate members better.  A card will be produced and given to all those paying the appropriate £2 fee thereby allowing them to buy goods from the shop.  Associate members are those who do not currently have a plot.


Coffee & Cake Morning

The first of these social events was held on Sunday 6th May and was organised by Jeanette.  It is agreed the event was a success and thanks go out to Jeanette for running it.  It is hoped more allotment holders will attend future events.  It is a great way of meeting fellow likeminded people and a chance to swap ideas and thoughts on all things “green”.

The next one is planned for Sunday 1st July between 11am -12noon.  Why not come along for some refreshment and biscuits.




All Plot Holders


 Other Items :  

 Next meeting will be on THURSDAY 19th July 2018 at 7.30pm in the D.C