Committee Meeting

Item

Discussion

1.       Apologies

Apologies received from Pete Bowler

2.       Minutes of AGM and previous meeting

Resolved to accept minutes of September and AGM

3.       Election of New Chairman

MI querying what the role entails. BR noting that it is primarily a coordinating position. GP offering to take on the role on a temporary basis. BR offering to act as acting chair for the time being with a possible view to GP taking over the role once he understands better what the position entails.  BR wanting to make the DC more welcoming to get more interaction and involvement

Resolving to appoint BR as acting chair, with GP assisting.

4.       Finance Report

SR advising that £14850 is presently held in the bank account.

SR noting Committee needs a separate account for the returnable deposits. Sandy noting this should be an escrow account, in order that this money cannot be accessed by creditors and is ringfenced.

5.       AOB Financial Matters

SR noting that more cash has been taken than has been written in the books. SR has created a simpler spreadsheet in order to ensure that better track is kept of accounts. This is done in order to ensure that proper records are kept of money taken during the week. BR/ MI agreeing to ensure that there are copies. The current book will no longer be used. Sheets to be folded and put in bag with money at the end of the day.

Committee has agreed to use these spreadsheets and implement this new system.

6.       Shop Report

Placing an order for seeds and potatoes this week

7.       Shop Rota

21/11 - Graham

28/11 - Peter

5/12 – Bryan

12/12 – Michael

8.       Website and Facebook Report

MI noting info includes no debris on bonfire site, brassica dump and promote meat raffle. Other items include items being given away by neighbour to the allotment (per note below).

Work party in January MI querying to put this in newsletter - but agreeing to wait until we have a clearer idea of what needs to be done and in any event work party likely February.

9.       Update on DC and its future

BR noting he has emailed Tim Degelas who has volunteered to provide material for the new toilets and kitchen. Will follow up.

If needed there are other avenues that can be explored to get materials if necessary.. Brian Collier has agreed to help with labour, and will arrange for an electrician.

PG noting that we could look to paint the DC if it is not being demolished.

BC querying why the toilets can’t just be partitioned. BR suggesting we place this on hold until we hear back regarding the availability of the goods. Then reconsider the layout.

It was suggested the Committee consider doing a survey to see what people think about what to with the centre

10.   Report from plot letting committee

Noting the deposits are now being taken and that a record of the plot condition is being kept, as well as a general register of who money has been taken from.

RL noting all plots paid up. Waiting list is 21. We currently have 16 plots that are available – some of which need major work:  8 and 82. The others are workable to a degree. Plot 8 may need a contractor in to do the clearance.

RL has emailed all the people on the waiting list to discuss quarter plots – of those contacted 5 were interested in quarter plots (£10 plus £25 registration and £50 deposit. . RL will update all the excel files re membership together with Alan Brawn, in order to publicise matters better.

BC noting plots that he believes needs work. Noting some plots where it may be worth discussing with the plot holders whether they want to make their plot smaller.

RL will also draw up the rules of plot letting to be published on the website.

11.   Chinnor pump update, items for insertion

RL noting this has been completed and will be published soon.

12.   AOB

Neighbour garden clearance: Ray Shurrock noting that a neighbour of the allotment clearing out garden items that could be of use. Before neighbour gets a skip she wants to know if any of the allotment members would like some of the items she has for free. Ray is happy to act as a middleman – neighbour has a lot of terracotta pots, some plastic, crates for storing onions and shallots (ten), cold frames, slabs, bricks.. Mountfield petrol lawnmower with a collection box and a roller. Ray asking if some of the items could be put on the collection table, then he is happy to collect the items and bring them to the table.

Agreeing to take the mower see if we can use and then if not put up for sale at the shop. Considering taking slabs to use for the parking space at the parking area by the Scouts Hut end – but concerned these won’t work very well to address the mud. Not wanting cold frames due to glass. 

Agreed to ask Ray to get a list of items and photos and then we can arrange for these to put up on the notice board so that plot holders can decide if they want any of the items.

XMAS event - PG – asking whether there should be a Xmas event. Agreeing that given COVID this should be cancelled this year.

Compost heap and fire - All went well. The site is clear, some metal remaining that will be cleared. Organise a committee working party – BR will review and consider what exactly needs to be done.

Lower Car Park- BR proposing that committee will review bottom carpark at the next meeting to determine what work if any needs to be done.

Purchase of additional public seating and gazebo –  BR noting that at present we aren’t in a position to consider this – but can review. The memorial bench may be replaced and the plaque attached to the new bench. PG will research the costs of the benches – composite and wooden. Wooden cheaper and possible to buy more than one bench. PG will review and report.

Update on garage wall collapse/ repair – At AGM proposed to send letter to tenant with a copy to CPC. Noting that he has to do something about the wall. BR will follow up and attend to this.

Follow up from AGM -  accounts have been certified by Sandy who reviewed the work that PG had done.

Mentoring – noting it would be best to review this and see whether people were willing. Can place a coloured post on these plots. RL suggesting that in next newsletter ask for volunteers to be mentors.

Use of plastics – will write a guideline/ code on the use of plastics. RL offering to do this and this can published as part of the rules.

Manure – RL agreeing to look into this. Will liaise with young farmers – and then discuss with them how it is packaged, whether in plastic bags or dumped at the end of drive.

Jobs completed by BC – thanking him for his work on general maintenance.

Orchard - BC noting trees in orchard need pruning – PG agreeing to do this.

13.   Next meeting

Wednesday 12/01/22 7pm in the DC