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)
CM has tended his resignation; on reflection he doubts the validity of the AGM and therefore his position.
Action ML to put provisional November and December minutes on boards.
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
iii. Due to unusually large number of attendees there should have been more than one teller.
Action ML to ask National Allotment Society for advice regarding the validity of the Committee.
Action ML to confirm with CM as he is no longer on Committee
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
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.
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.
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.
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.
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.
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.
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.
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)
PS shared posts she had prepared for Facebook. These were approved and have been posted.
MI to be asked to promote potato day in newsletter
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
Action Need to decide activities and promote
Date of next meeting ; February 19th CVH.