Committee Meeting

Item

Discussion

1.       Apologies

Rod Lavers  

2.       Minutes of previous meeting and matters arising

Shop. Margins were discussed in light of recent losses for the last 2 Years. Conversation ensued about some shop items and how they were priced.

JG updated everyone with progress so far in contacting other local allotment groups, Stokenchurch, Kingston Blount and Thame.

October Minutes accepted

MG

JG

3.       Financial Report

Printed report of the figures distributed.

Current account is very healthy at the moment due to rents being paid.  SR suggested moving some income into the deposit account whilst retaining funds for expected out goings.  October was a 5 week month so shop takings were good and raffle was well supported.

As plot deposits are refundable and a liability as well as an income the decision was taken to remove them from rental income resulting in a greater loss being made. These deposits are kept in a separate deposit account as reported at the AGM and that figure has not changed.

The revised loss for 2022 was -£1868 and  2023 was -£2410 being a combined loss for the 2 years of -£4278

Alan Brawn has kindly offered to audit the accounts.

SR

4.       Shop Report

 A potato order has been submitted and will be added to in due course to save on delivery charges.

PG

5.       Stock sales

MI & PG will look at the various chemicals we stock with a view to changing for more environmentally friendly products. This is fairly time consuming and will not happen immediately.

PG

MI

6.       Maureen’s Proposal.

"I propose that the stocking of peat based products at the allotment shop be stopped, and only peat free alternatives be sold at the shop. This is to keep in line with imminent legislation which will ban the use of peat products and to adhere to our Environment policy".

The proposal and rational statements for the proposal were read out to all.

The majority of committee members decided that CAGA would continue to stock peat based compost until it is no longer legal to do so. Peat free compost will now be stocked in future. We will advise plot holders of choices available.

JG

7.       Shop Rota

19/11 MG, 26/11 PG, 3/12 RL, 10/12 MI, 17/12 JG

8.       Plot Lettings

Report submitted by RL which SR read out.  29 people still need to pay for their plots. Reminder notes to be sent out soon. Not all plot holders paying direct into the CAGA account were leaving their plot # as a reference. This is creating some confusion.

15 plots currently available with only 7 names on the waiting list.

RL

Midweek working parties

No working parties arranged for the near future.

Chinnor Pump

Doug Plotmore could mention instantly available plots in the next issue of Chinnor Pump. SR to send RL a message.

RL

SR

Website & Facebook report, incl newsletter update etc:

Website will be checked and updated with current shop prices.

Newsletter advertising Christmas Drinks on Sunday 17^th Dec. 12 noon to 2 pm. Mulled wine & mince pies. Bumper Xmas raffle on the day. JG to get the mulled wine & make a poster.

Reminder newsletter to go out a few days before event.

MI

Email from      CPC – Plot Rents

Plot rents were last raised in 2018 CAGA currently has been running at a loss for the last two years. MG is going to CPC to explain

MG

Email from CPC – Management Committee

The management committee would include MG. MI put himself forward on behalf of the committee to be included. The terms of reference are still to be decided and written.

MG

MI

Email from CPC – Environmental Policy

It was decided that we need to remove the word ‘addendum’ as CPC were unhappy that we used it. It was noted that CPC has not mentioned CAGA in their environmental policy.

MG

S106 Monies

MI was contacted by CPC and asked to obtain a revised quote for the works at the bottom car park as the quote had only lasted for 30 days.

MG to ask if CPC has a timing plan.

MI

MG

Raising our profile

Linked together with the website and also connecting with other local allotments to inform them of our shop and hopefully increase the number of associate members and sales.

Possibly open CAGA to increase the number of talks and have stalls at local events. Eg : Flower show, Open Gardens etc.

It was agreed that quotes be got by MG for a sign at the Entrance to the allotments at the DC end.

JG

MG

AOB

Electrical survey – no smoke detector present which we should have. Electrician is suggesting that we have 15 unit fuse board which covers all indoor places.  Cllr Sue Ashdown implied to SR that the CPC would foot the bill. It was suggested that maybe we should consider LED lighting. 

Meat Raffle - Phil is away so BC will get meat from Charlie’s.

‘Committee member’ signs for the notice boards – maybe RL would like his phone number on it.  JG would like to have her phone number on it.

2 Associate members would like to donate some sheep’s wool to allotment holders JG to organise.

Mr Collier’s letter discussed. JG suggested that we should take an inventory of items in kitchen etc. Also to set a regular date for a Wednesday working party or a social.

SR would like to invite Veronica to help with Christmas Drinks.

Membrillo made from quince was donated by Mr Thorpe for the Committee to try. Several people tried this and enjoyed. Thanks to be sent.

SR

BC

JG

JG

JG

SR

JG

Date of next meeting

20^th December in DC @ 7pm.