Draft Minutes of committee meeting held on Wednesday 21st August 2024 at the DC @ 7.00 p.m.
Present:- Mike Gill (MG) Chairman, Rod Lavers (RL) Plot Letting
Brian Collins (TC), Mike Ibbett (MI)
1 Apologies:- Peter Greenway and Sandy Russell
2 Minutes of previous meeting and matters arising.
Further to Ray Shurrock’s attendance at the August meeting of CAGA, it was decided that CAGA would be in attendance at the Flower and Produce Show, which takes place on Monday 26th August. The red gazebo will be taken to Whites Field on the Monday lunchtime, along with our new flyers advertising the allotments, plus a few sundry items from the shop which may be sold.
MG and RL to man the tent and other committee members will attend during the afternoon.
Due to the diminishing number of members on the committee, it was confirmed that two thirds of the committee or minimum number of four members, excluding the Chair constitutes a quorum.
MI also pointed out that he will be carrying out a rewrite of the constitution before our next meeting in September. This will then be distributed to plot-holders and any questions or matters arising must be delivered to the committee Secretary 28 days before the AGM. This is in accordance with Clause 14 of the current constitution and for the record were sent to the Secretary and Committee on 5 September, 2024.
3 Finance Report
Sandy was unable to attend this meeting but circulated the current accounts. Shop sales remain very slow due to the time of the current season but the meat raffle continues to make a small amount of money for CAGA funds.
We have received a couple of quotes for the pruning back of the walnut tree in the orchard area. These have been from Devey Tree Care and Four Seasons Tree Care and Four Seasons have been invited to complete the task in the coming weeks and remove all the resulting waste
4 Any other financial matters.
Nothing at the present time.
5 Shop Report.
Unfortunately our shop manager, Peter Greenway, was unable to attend due to personal circumstances.
6 Shop Rota 25/08 01/09 08/09 15/09
25th August Rod Lavers 8th September Mike Gill
01st September Mike Ibbett 15th September Sandy Russell
7 Midweek Working Party
A working party will be organised for Saturday 7th September between 10.00 a.m. and midday to carry out further clearance on the bonfire site and to strim back neglected plots to reduce the risk of weed and grass seeds being transferred on the wind to neighbouring plots. Also a tidy up of the main driveway will be undertaken. A message on Facebook will be sent out in addition to the newsletter.
8 Website and Newsletter Update
MI will be sending out a newsletter to all our email addresses on file on Friday 30th August.
9 Forthcoming AGM
The following resolutions have bee discussed and hopefully ratified at the AGM
It has been decided that 15 minutes will be allocated to plot-holders to attend committee meetings and put forward any questions they have. Plot-holders to inform committee by the previous Sunday. Associate members of CAGA to be allowed on the committee.
A quorum of 15 to be the minimum attendance at the AGM.
10 Plot Judging
This has been carried out and winners will be informed before the AGM and invited to collect their awards. Prize vouchers to be purchased by Sandy Russell.
11 Padlocks
RL has been in discussions with Will Drinkwater, who has kindly volunteered to move the padlocks between the DC and the gate at the Scout Hut end of the site so we can be secure again.
Many thanks to Will for doing this task.
12 AOB
Stock take to be carried out before the AGM by Mike Gill and Peter Greenway
Next meeting;- Wednesday 25th September at the DC @ 7.00 p.m.