CHINNOR ALLOTMENT & GARDEN
ASSOCIATION ESTABLISHED Circa. 1840
Minutes Committee Meeting 21st August 2025
Please read and return, thank you
Present Andrew Robinson – interim Chair, Maureen Dyroff, Margaret Lambert, Chris Maguire, Patricia Snook. Guest -Mike Gill
A written complaint has been submitted. This has been logged in the incident record. PS reported that plot holder in question claims to be actively working the plot. This is contested by the plot holders on either side, the plot holder on the downwind side is being infested with weeds. Plot has been strimmed but detritus has been left on neighbouring plots. This is an ongoing problem and has been an issue for at least three years. AR and PS will check the plot and issue an official warning letter if appropriate. AR offered to strim the plot to reduce the nuisance to neighbouring plots. There is an argument that if this is done the plot holder will think someone will do the work for them, so strimming is on hold.
Another plot holder who has had his plot reduced in size, on his request, has asked for the plot marker to be moved so he doesn’t bang his legs when walking on the path. AR will reposition plot marker.
There has been a compliant that minutes aren’t on the website. This will be addressed when we have a new website.
This was accepted. As statements had been scanned and sent to Committee. AR will sign accounts with pdf signature and return to SR.
Alan Brawn will review accounts but cannot audit them as he is no longer practicing. We need to find a new Auditor. The Accountant in the village has been asked but doesn’t have the necessary certification.
Action ML to ask NAS for recommendations also to contact accountants in Bicester and Thame.
Mike Gill (previous Chair) was asked about problems with accounts at last AGM.
He informed us that accounts to be approved were not for current year (just ended) but previous year. He couldn’t recall why the accounts were queried.
Action ML met with MD and SR to discuss accounts and financial report for AGM. All in hand.
Position of treasurer will be vacant after the AGM unless someone steps forward. AR approached a plot holder who may be able to help but is not able to stand as treasurer.
Action – to find a treasurer
We need to look for a digital solution such as ‘sage’ which can be linked to the new website. This will enable rents etc to be automatically transferred into the accounting system reducing workload. – see website update.
This also forms part of the Chairs Annual report. It was taken as read. Areas to be highlighted at the AGM will be identified at next meeting.
The NAS rep has queried the Committee’s plan to have a secret ballot. After due consideration the Committee decided to have an open ballot. To make it easier to ensure accurate voting and counting, each eligible plot holder will be issued with a voting paddle clearly marked with their plot number. When members arrive at the AGM they will be ticked off on member list and issued with the paddle. This should remove the voting discrepancies identified last year.
We have one potential committee member and one who will facilitate a planning session to assist committee to work efficiently, plan ahead and make best use of volunteers.
No report. AR will not stand as Chair. He will stand for the committee and head up the maintenance and development of the site. If we don’t get a shop manager, AR has offered to take this on as well.
23/08 SR & MD, 31/08 SR & ML, 07/09 SR & MD, 14/09 SR &CM
All plots bar one let and there are nine people on the waiting list. The vacant plot is extremely weed infested and needs major work before it can be let. In the meantime, it will be strimmed to reduce the spread of weed seeds.
Renewals to be planned for. PS and AR to review tenancy agreement and include code of conduct.
A working party is arranged for 9am 23rd August to start clearing the central plot. Future work parties to assist with conversion of central plot to a community plot and clearing scout hut end. Future work parties to be given list of identified tasks.
MD will organise refreshments. An additional meeting will be held on 8th October. ML to try and book Methodist Church hall so we can review location.
Methodist church has requested CAGA insurance,
Action MD to check cover.
No further reports
CAGA stall at flower and produce stall. ML to organise. CM will transport the gazebo MD to help set up and PS will remove gazebo at end. ML will take leaflets, associate membership and SUM UP machine.
PS will write and submit article for Chinnor Pump. Newsletters to be issued approximately quarterly.
We have the domain name we need a platform to host it. PS is researching website host that will provide required functionality at a reasonable cost. We have six plot holders with no email address and we will need to provide hard copies of communications for them. For the majority of plot holders it is anticipated that they will be able to manage their accounts on line from signing up for a plot to paying rents and communicating with the Committee. As stated earlier having suitable back office functionality will enable payments to be linked with the accounting software and the need for manual financial record keeping reduced. This will make the Treasurer role much simpler.
It was decided to develop sponsorship packages for example for raised beds. Packages of different values to be offered to local businesses. With a plaque to show their involvement. A one off amount could appeal to a number of businesses.
Grant applications, SODC councillor grant window is now open. MD and ML will develop proposal for the balance of the defibrillator cost plus material and soil for raised beds on community plot, a post on which to instal and owl box or roost.
Deferred until after AGM
AOB
The communal bins are being misused. PS contacted SODC and received the following reply from Chris Watson, Technical Waste Officer, Housing and Environment,
South Oxfordshire and Vale of White Horse
‘Just to make you aware our current waste policy does not cover allotments under non-residential properties so we shouldn't be collecting refuse/recycling waste from the site.
Details of household, waste, recycling centres can be found at:
https://www.oxfordshire.gov.uk/waste-and-recycling/household-waste/household-waste-recycling-centres
Unfortunately we do not hold posters/material on these sites as they are run by Oxfordshire County Council. You may be able to obtain further information by contacting them directly.
I would suggest plot holders take home any small amounts of refuse or recycling waste produced at the allotment and dispose in their own domestic household bins.
Depending on the size of the bottles we can take weed killer as refuse waste or empty bottles can go in the recycling’.
Future meetings
Date of next meeting 17th September 6.45 in DC
AGM Planning meeting 8th October 6.45 Methodist Church tbc
October meeting 15th October 6,45 Dc
AGM 30th October 7.00pm Methodist Church.