Committee Meeting

Wednesday, January 22, 2025

Minutes CAGA Committee Meeting 22nd January 2025

 

Present: Patricia Snook (PS) (Rolling Chair) Peter Greenway (PG), Sandy Russell (SR), Maureen Dyroff (MD), Margaret lambert (ML)

  1. Apologies Mike Ibbett (MI) and Chris McGuire (CM)

CM has tended his resignation; on reflection he doubts the validity of the AGM and therefore his position.

  1. Minutes of 20th November. As the current Committee may not be valid, and taking into account CM’s comment, and until we affirmation from CPC, the minutes will be published as provisional, excluding the detailed discussion of the AGM.
  2. Minutes of 3rd December, these along with detailed discussion of AGM, 20th November, are deemed confidential, they include names of plot holders.
  3. Minutes of 18th December, to be published as provisional. Final version along with the November (redacted) minutes to be published with agreement of CPC.

Action ML to put provisional November and December minutes on boards.

  1. Matters arising
  2. Management Committee Meeting – MD spoke to Councillors at CPC meeting and asked for prompt meeting of Management Committee. MD offered a range of dates which suited us. CAGA cannot send more than two representatives to Management Committee Meeting, agreed PS and MI should be reps. Meeting to discuss validity (or lack of it) of the AGM. The need to request an EGM without the necessary number of plot holder requesting it.

Action ML to email Liz Folley and ask for urgent meeting. (Post Meeting Notes: LF responded to MD’s request and a date has been set)

Action ML to produce form for recording fridge temperature

  1. Matters arising from 3rd December
  2. AGM The Validity of the AGM is in doubt for numerous reasons. Validity of Constitutional change is in question as plot holders were not given sufficient time to get comments to proposed changes to Constitution to the Committee twenty eight days before the AGM (the proposed changes were only issued twenty eight days before the AGM).
  3. Points for Management Committee Meeting:
  4. Breaches to code of conduct including consumption of alcohol in AGM
  5. People voted who weren’t eligible to vote (non plot holders who shouldn’t have been in attendance)

iii. Due to unusually large number of attendees there should have been more than one teller.

  1. Insufficient time for plot holders to submit comments on proposed constitutional changes.

Action ML to ask National Allotment Society for advice regarding the validity of the Committee.

  1. Matters arising from Meeting 3rd December
  2. letters have been sent to MS and JG, both letters were well received. JG has asked for a dated copy of letter with printed names of signatories to place on CAGA Face book page for three months so her reputation can be cleared.

Action ML to confirm with CM as he is no longer on Committee

  1. After a discussion it was agreed that identification of all those who behaved inappropriately at the AGM was not possible. The committee agreed that all attendees at the AGM share culpability due to failures to adhere to the Code of Conduct.

It was agreed that when notification for EGM is distributed the code of conduct would be included that one of two versions of a letter would be included. For those present at the AGM the letter would note poor behaviour, reinforce code of conduct and state that any repetition would incur instant expulsion from the meeting and possibly from the allotment site as well. For those not at the AGM the letter would reinforce the code of Conduct and penalties for not adhering to it.

Action PS and ML to draft letters

  1. Chairs Report – as committee currently has a rolling chair there is no report.

 

  1. Finance report

SR presented figures. There is an outstanding bill for circa £950 for seeds and compost due to arrive in February. Therefore, no money is to be transferred to the Ninety-day account.

In order to follow best practice and to protect the treasurer it was decided that the accounts and the top page of the bank statement would be checked and signed by Chair.

 

Action PG to try and cancel order for terram sheeting, value £88.

 

  1. Other financial matters

SR has altered takings sheet. Individual items sold not needed. SR or PS will annotate bottom of sheet with reminders for the committee. The number of people buying raffle tickets in advance is increasing.

It was agreed that raffle winners names would be posted on chalk board in shop. Wine raffle on hold as we have received several joints of meat each week.

  1. Insurance

Insurance has been renewed with Marsh, £530.23 including 12% insurance tax

MD followed up alternative quote £193 for shop contents and £314 for third party insurance. Believed to include tax. It was agreed to review insurance well before due next January. SR will inform them of purchase and value of shredder. PS noted that due to possible invalidity of AGM and therefore committee it was best not to make changes. Need to ask if named non Committee person can use CAGA machinery.

  1. Shop report

Sale of seeds going well. Seed potatoes arriving mid February. Eight varieties plus onions  and shallots. Price of potatoes will be £3.50 per 2Kg bag. Significantly less than other retailers (quick comparison with notable online shops show ~£19.95+pp for 3kg). Will advertise potato day (probably 16th Feb) extra staff will be needed in shop. PG will contact MI re unloading potatoes when they arrive.

Action PS to promote on facebook and to produce a flyer ‘save the date’ for the

EGM to be attached to bags of potatoes.

  1. Shop rota

26/1 MI, 2/2 SR, 9/2 ML, 16/2 PG and PS (Potato day), 23/2 MD

Noted that records of Associate Members are kept in file behind counter. Cost £4 per annum starting in October.

  1. Plot letting

PS reported she had access to plot letters email address. Three outstanding emails, one re plot 69b. Plot boundary issue, with 69F (ML). Resolved, ML rent to be increased to reflect slight larger plot and rent for 69B to be reduced accordingly. Plus two plot enquiries. One wants 48f. PS meeting second on Saturday who wants two plots, he is an existing plot holder elsewhere and moving to Chinnor.

11 vacant plots and two people on waiting list.

  1. Midweek working party

None planned but fruit trees need pruning. PS to contact CM re organising a pruning workshop.

Buddy system – one member wants some soil moving and a vine digging up.

Action ML to speak to Dee and ask if he can help.

                PG to ask Tich whose plots he rotavates on annual basis

Two members who don’t use social media asked if a WhatsApp group could be set up. Not appropriate, however PS will investigate WhatsApp community group which sends a one way message to members.

  1. Diary of events

SR suggested an Easter Event including an easter egg hunt, a bigger raffle and the 100 squares board.

Date chosen 6th April ( MD sends apologies)

  1. Chinnor pump and facebook

PS shared posts she had prepared for Facebook. These were approved and have been posted.

  1. Website and newsletter

MI to be asked to promote potato day in newsletter

  1. EGM

Date selected: 30th April

Constitution Comments due back by 2nd April

Distribution by 14th /15th March

Action ML to ask MG for delivery areas and shop inventory

MI has details of printers

Meeting for Committee 31st January 11am to 12 noon to discuss Policies. Possible venue Café White’s Field. Starting with constitution, code of conduct and safeguarding. CAGA needs a Designated Safeguarding Lead (DSL) should be from CPC and a Designated Safeguarding officer (DSO) non committee member from CAGA.

15 AOB

  1. Post box linked to Post Code and as land ownership unclear PO won’t issue one. MD suggested we ask CPC to host a post box for us at CPC Office.
  2. Hole in DC wall – PG has fixed and checked alarms for spiders webs. PG will ask Tich for details of who services the alarms
  • Chinnor Open gardens. It was agreed that the site would be open during that weekend. Need to promote in COG brochure.

Action Need to decide activities and promote

Date of next meeting ; February 19th CVH.