Committee Meeting

Item

Discussion

1.       Apologies

2.       Apologies

Mike Ibbett (MI)

Bryan Roebuck (BR)

3.       Before Meeting Started

Mike Gill advised that he had taken a 7kg gas Cylinder from the DC which Brian Collins was going to replace with a larger one that he had. He paid Brian Collins £50.00.

MG

4.       Minutes of previous meeting

JG - Advised that she had forgotten to do an alteration for May that Mi wanted doing regarding the discussion concerning the tarmacking which said there was a consensus that we wanted scalping’s, but MI wanted it re-worded.

To “As the quotes were high it was thought scalping’s would be adequate for the Car Park”. MI also requested that the April Minutes were wrong in that JG had put the wrong date at the bottom. And if not amended MI will not put on website.

The minutes were accepted with the above amendments.

RL

5.       PAK Testing

SR - Advised the meeting that it has not been done yet and was rearranging with Mike.

SR

6.       Financial Report

SR - Noting bank figures and gave everyone present a CAGA Finance report as at today and discussed and explained some of the figures.

SR – Advised that a mobile credit card reader was now working and how to use it.

SR

7.       Shop Report

PG - Advised that the volume of business is declining as would be expected after May. Stocks are relatively good and not anticipating making any orders now. Also, that some of the Harefield stock is ancient and some he is unsure will be able to sell but was thought a good buy.

PG

8.       Plot Lettings

RL - Not a greater deal to report, we had the work party which went well, managed to strim all plots that were weed killed a few weeks ago and are now completely clear but cannot be rotavated for three weeks but BC advised ground to hard. We have 8 on the waiting list with 4 empty plots all clear but need rotavating.

Discussions were had about various plots, people resigning and the state of some of them.

RL

9.       Midweek working parties

RL - Non required at the moment

RL

10.   Shop Rota

25/9JG, 2/7MI, 9/7MG, 16/7PG and 23/7RL

RL

11.   Website & Facebook report, incl newsletter update etc:

Not discussed as MI not present.

12.   S106 Monies

Susan Ashdown (SA) Deputy Chair of the Parish Council (PC) joined the meeting.

She went on to explain how S106 monies operated and to say that Tarmac was not an acceptable option for the car park at scout hut end due to the PC developing their own environmental policy.

She reminded the committee that the allotments are PC land, and we have a lease agreement with them and could not agree that it was environmentally acceptable to them. And went on to say that there is so many products on the market that are 100% environmentally friendly, permeable and would suit that area perfectly well. So, the PC would not accept Tarmac.

The committee then asked SA various questions about S106 monies.

The main feedback from the discussions was that we should get our quotes in for whatever we decide as soon as possible.

It was also pointed out that if we do not submit quotes that use up all the monies available, we will lose the balance which would be returned to the developers.

And also advised that we get quotes for other projects so that we can use up all the available monies even if we do not proceed with them all.

SA was asked if we could take over ownership of the allotments so that we could get grants to replace the DC, she did not know but would ask the question.

But went on to explain that major projects like the refurbishment of the tennis courts had been carried out by the PC and it might be possible that they could replace the DC and would find out for us.

It was also mentioned that MI had got quotes for replacing the DC and maybe he could inform us more at the next meeting.

A discussion was then had about Grasscrete.

SA - pointed out that we could use the quote for Tarmac (as 1 of the 2 Quotes) and say we will not use Tarmac as it is not environmentally acceptable which would win us brownie points.

SA - advised that we speak to Helen at the PC who will guide us through the process.

JG – Will get a quote from Chinnor Turf and Paving for Grasscrete.

SR – Will get a quote as well from Redhill Construction.

RL – Will also get a quote Grasscrete as well.

BC – Brought up the problem of does everyone know what they are getting quotes for ie type, dimensions and location.

RL – Suggested that we need a rectangle for 7 or 8 Cars.

SA - suggested that we could have a curve round and incorporate French drains which RL thought we would need and to get our quotes see how much we need and if not covering the full S106 monies to get quotes for other things.

MG – Pointed out that we have also got quotes for some internal refurbishment of the DC.

Which will give us 3 separate projects to put forward now and if these do not cover the full S106 monies to come up with other projects.

SA - advised that we should get everything into the PC by the time children go back to school in September to give us enough time to draw the monies down.

Would also have a word with Liz to make sure all that she has advised us is correct.

SA then left the meeting.

13.   Social Activities/events

SR – advised that 200 club had only 22 joiners the committee decided to return the monies taken so far.

SR – advised that we now have 34 coming to the BBQ and that a £20.00 note has appeared, and no one knows who it is from.

Various discussions were had with reference to missing £10.00 and IOUs with no conclusions.

PG – Advised that we need to get cracking on the BBQ.  Numbers were discussed and minimum number of 40 acceptable max 60.

BC – noted that it is a lot of effort for little return and then the Gazeebo was discussed and the logistics of tables and chairs, provisions were discussed and decided on.

The meeting confirmed the BBQ is going ahead.

SR – will confirm numbers next weekend.

14.   AOB

BR - requested that a Code of Conduct be discussed. JG said she had various types. But the consensus was that one was not needed except for JG.

SR – Advised that she will resign in October.

PG – Mentioned about the state of Ali’s plot and RL will have a word.

JG – Brought up the condition of the fruit trees recently planted in the orchard. RL said he would have a look and give a feed and a good water.

SR – What are we going to do about the strawberry thief. BC and RL had discussed the possible installation of CC TV with S106 monies. Conversations about security and gates were discussed.

SR – Advised that she will get Sam to give a quote for the roof as BC thinks we have only got one serious quote now.

MG – Advised that Jeanette was complaining about plot holders put the wrong stuff on the bonfire.

SR – Said there was a note on the DC counter complaining about the grass round the plot with the bonfire RL said he would have a look.

A discussion was had about how to solve the problem of the Compost/Bonfire plot with no definite conclusion. JG Will organise a Sunday talk about composting.

MG – Agreed to be next meeting Chairman and take the minutes.

BC – Discussed meat draw and are we taking enough money SR - Said we need to discuss at next meeting.

BC – Advised that rubbish is being left outside the DC. The possibility of a permanent skip discussed but rejected.

RL – Will talk to Liz as possible alternative meeting place at the Pavillion. If not, the committee agreed to the DC.

RL – Declared meeting closed.

15.    Next Meeting

Wednesday 19^th July 7.00pm at DC unless Pavillion (RL).

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