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Minutes of CAGA Meeting on 19th May 2021 via Zoom Present : Bryan Roebuck, Peter Greenway, Diane Troye, David Shaw, Mike Ibbet, Rod Lavers, Pete Bowler, Stephen Colley, Graeme Pierce, Sandy Russell Guest: Michelle Strauss Apologies: |
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Minutes |
Minutes of the last meeting were approved. |
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Equipment Loan Disclaimer |
The Committee would like to thank Michelle Strauss P17B for offering legal advice in respect of allowing plot holders the use of the allotment equipment. Having looked at the Allotment Insurance policy document, members ie, plot holders (other than Committee members) are not covered for using the equipment and therefore CAGA could be held liable should any member injure themselves. The insurance brokers have also confirmed this to be the case. Having a disclaimer form would therefore not be sufficient to protect CAGA from liability. It is also important that all allotment equipment be correctly maintained by an appropriately qualified company on an annual basis. An enquiry will be made to see what the additional cost would be to permit all members to use the equipment but it is expected the additional cost will be prohibitive. The decision has been taken therefore to withdraw all the allotment equipment from non-committee members use with immediate effect until the above is clarified. Pete G has agreed to speak to Brian Collins regarding the matter. |
Pete G
Pete G |
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New Committee Member |
The Chairman welcomed the attendance of Sandy Russell Plot 3 to the meeting and put forward a proposal for Sandy joining the Committee. This was seconded by the Secretary. All Committee members would like to welcome Sandy to the team. Sandy will for now take on the role of Book Keeper until the AGM when she can formally take on the role of Treasurer subject to voting rules. In the meantime, Pete G will assist Sandy in becoming a signatory at the bank which can take up to 6 months to arrange. |
Pete G & Sandy |
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Committee Member Resignation |
Stephen Colley announced he wishes to resign from the Committee and that this meeting will be his final one. The Committee would like to express their thanks to Stephen for all he has done over the past few years, the good news being Stephen will still be a plot holder (plot 15) so will continue to take an active role and interest in the allotments in general. |
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Finance
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Money in the bank stands at £12,581 The annual allotment rent has been paid to Chinnor Parish Council. There are no bills outstanding at current date. |
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Shop |
Shop sales have been steady with both Pete G & Pete B having been approached for shop purchases when on site. Pete B has been unable to contact our main supplier of goods (Codnor) and will try sending them an email to see if this will gain any response. Bryan will check to see of there is another supplier that has been used in the past, to see if it is worth while switching. A further supply of compost is needed. Bryan will contact a local supplier and arrange for collection. SHOP RE-OPENING It is agreed that the shop can now re-open following a change to the Covid 19 Government Rules with effect from Sunday 23rd May and will continue to open each Sunday between 10am and 12pm subject to on-going government recommendations. Please note that we will be operating in line with COVID 19 guidelines.
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Pete B
Bryan
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Shop Rota |
Sunday 23rd May – Pete B Sunday 30th May – Pete G & Graeme Sunday 6th June - Mike Sunday 13th June - Bryan & Sandy |
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The D.C & it’s Future |
Following talks between Mike & Bryan a sub-committee will be formed, made up of Bryan, Mike and Pete G. They will be taking a look at refurbishing the toilet and kitchen area and will explore avenues of funding for the project. Mike will provide a copy of the proposed layout of the changes. They will now arrange a meeting to agree the next steps forward and report back at the next meeting. |
Mike, Bryan & Pete G |
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Plots & Plot Letting |
There are currently 21 people on the plot waiting list. There have been a few plots handed back and Rod is now working towards getting these let as soon as possible. A full Plot Inspection Survey was carried out by the Plot Letting Sub-Committee on the 2nd May resulting in Rod issuing 30-day Notices to 6 plot holders whose plots are being neglected. One has already been handed back. There will be a further Inspection on the 13th June. Plot 16B has been handed back but will need spraying before being re-let. Rod to provide a list of new plot holders to Mike so he can update the mailing list accordingly. |
Rod |
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Working Party |
It is proposed a working party be called following the inspection in June when a report on the 1m boundary path will be given. Also work needs to be done in dismantling the communal compost heap on 30F. |
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Main Gates |
REMINDER: All plot holders are advised to close the gates upon leaving if they are the last person on the site irrespective if there is a car / bike there or not and whatever the time of day. All plot holders must have the gate keys with them when attending their allotment. A gate key can be purchased from the shop costing £4. Please contact Pete Greenway via email: pr.greenway@icloud.com to arrange purchase and collection. |
All Plot Holders |
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Chinnor Pump |
Following Stephen’s resignation his last article submission will be in the June edition of the Pump. The Committee would like to thank Stephen for the time and effort he has put into this. Rod has therefore volunteered to take on the job of submitting articles with effect from the July edition. |
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Allotment Communal Compost Heap Plot 30F |
IMPORTANT: Effective from Sunday 20th December 2020 Plot 30F, the fire mound and compost heap is CLOSED to all Plot Holders. Plot Holders must no longer dump anything on Plot 30F. All plot holders must make their own arrangements for the removal of all weeds, plant vegetation, wood and rubbish by creating their own compost heap if they so wish and taking all rubbish to the local tip. Anyone seen dumping items on Plot 30F will be held responsible and will be told to remove the rubbish accordingly. The bonfire heap has now gone, our thanks to Alan Brawn for attending to this. With regard to the Compost Heap all plot holders are welcome to help themselves to the compost generated before it is dismantled and spread across plot 30F. |
All Plot Holders
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CAGA Website etc... |
Mike has had no reason to update the website this last month. He will be looking to do a newsletter shortly. He is now able to access the Committee email account and will updating this shortly with a view to adding Graeme and Sandy and removing Stephen. He will speak to Frans if there is a problem Rod will provide Mike with email addresses for all new plot holders so the mailing list can be up dated. Sandy proposed the setting up of a “Whats App” Group for committee members as a means of quickly communicating with members. Diane has agreed to do this and collect contact phone numbers of those wishing to join. |
Mike
Rod
Diane |
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No Dog Signs |
It is agreed that 4 signs will be purchased measuring 600mm x 450mm at a cost of £9 each approx. They will be ordered by Rod. |
Pete B & Rod |
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Rules on Greenhouses |
It is agreed that this needs to be made clear in the Rules. Currently greenhouses must not be larger than 6 x 6ft, polycarbonate NOT glass, have no permanent foundations and located in the middle area of the plot as opposed to on the boundary line or close to the main lane. Mike will contact Liz Folley at CPC to get their clarification on this and will then update the rules accordingly. |
Mike |
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Next meeting will be on Wednesday 16th June 2021 at 7pm via Zoom Digital Conferencing. |