Committee Meeting

Thursday, March 19, 2026

CHINNOR ALLOTMENT & GARDEN ASSOCIATION

Draft Minutes Committee Meeting 19th March

Present Chris McGuire, Margaret Lambert, Jackie Gunn, Maureen Dyroff

  1. No apologies
  2. Matters arising from previous meeting. Corrections made to Minutes 17th

MD is reading electricity meter. The heater in the toilet had been turned up and left high. It is now turned off, no risk of freezing. Bill now £42 per month. We have a smart meter.

HMRC, ML still to investigate with NAS.

CPC, ML to circulate proposed updated Tenancy agreement.

Fire Risk assessment – working through actions, Signage for Assembly point installed. External door high priority.

Raffle- noted that raffle tickets are sold and drawn on the same day.

Grant money from CPC not received. ML to contact CPC.

Organisational status of CAGA on hold.

Minutes accepted unanimously.

  1. Incidents and complaints

A plot appears to be unoccupied though rent has been paid. Complaints have been made about this plot previously. Plot letter has been made aware. A  site walk for risk assessment to be carried out on Thursday 19th March. A plot inspection walk to be carried out, probably weekend of 18th /19th April. Plot holders to be informed. If plot holders having difficulties working their plots should contact a committee member.

Incident – pigeon reported trapped under a net. JG released the pigeon as soon as information was posted on WhatsApp. If plot holders spot incidents like this, could they please release bird/ animal to save further distress to the animal.

  1. Finance report

Current Account £4497.24 includes £3K from SODC Councillor Grant, Plot deposit £156.64 (£2.7K ‘borrowed’ to cover Growing Hub refurbishment) will be repaid as soon as money transferred for 95 day account.  95 day account £11905.64. Grant fund £2934.79 plus £3K from SODC Councillor Grant, in current account and not yet transferred to grant account.   Expenses outstanding: Margaret Lambert £751.05 (seed order), Emil Dyroff  £299.98 (for raised beds, to come out of the grant account), Maureen Dyroff £663.51  (compost, collection of fridges, raffle, refreshments, copying)

  1. Other financial matters

Proposal for Maureen Dyroff to be Treasurer – proposed Chris McGuire, seconded Jackie Gunn

Vote carried unanimously.  Proposal for Margaret Lambert to be second signatory, proposed Chris McGuire, seconded Jackie Gunn vote carried unanimously.

Proposal to remove Sandy Russell, Mike Ibbett and Peter Greenway as signatories. Proposed Maureen Dyroff, seconded Chris McGuire vote carried unanimously.

  1. Chairs report

CM contacted Oxford Fire Service. He specified that site is gated and locked when no one present, only members have keys. Building is locked and only committee members have keys to main building. He specified structure of building, incorrect on Firecover FRA. No central heating and no gas or oil. External stores with necessary fire extinguishers. We have fire drills. Only 3% occupancy of building (two hours weekly). CM was told a FRA may not be necessary. Procedures in place to open external toilet door before opening main door and then opening internal door.

PAT testing of electrical equipment to be carried out. New fire alarm linked to emergency light to be investigated.

  1. Secretary’s report – taken as read, necessary items taken as arise during the meeting..
  2. Fire Risk Assessment – see chairs report.
  3. Shop report – shop sales good, need to promote seed potatoes.
  4. Shop Rota

22/3 ML & JG, 29/3 MD and JG, 5/4 (Easter Sunday) JG& ?, 12/4 CM& MD, 19/4 ML & ?

ML to right to those who’ve volunteered to help in shop asking for dates and specifying need for help on Easter Sunday and 7th June.

  1. Plot letting

Still people to contact re outstanding rents, four plots empty and about six people on list. Two viewing taking place this week.

  1. Working parties. Last one very successful. Next one on 19th

Next dates 11th and 23rd April

  1. Committee members reports

ML to send MD NAS information for GDPR notice.

MD to produce risk assessment for site. MD & ML to do site walk on 19th April to identify potential risks. Also to check 1m strip kept clear around site in line with Tenancy agreements with plot holders and CPC. A generic reminder to be sent to plot holders with a time frame to move items.

  1. Diary of events

An Easter raffle.  Future events could include a sunflower and or pumpkin competition for children, a range of categories. Also a produce tasting and dishes made from allotment produce.

  1. Article for Chinnor Pump submitted.
  2. Grant applications. CPC have been informed that SODC Councillor grant awarded balance of money for defibrillator. CPC portion not yet received. ML to chase.
  3. Equipment

Plot holders have been requesting rotavating.

CAGA have equipment e.g. lawn mower and rotavator, which is there for use. The 1998 PUWER regulations lay down specific requirements for training and provision of safety equipment. Until we have these requirements in place we cannot loan equipment unless the plot holder can demonstrate competence in handling the equipment. Plot holders must complete and sign a waiver document, demonstrating competence and taking responsibility, before borrowing the equipment.

This is in line with the Chairs mission statement, see February minutes and displayed in the Growing Hub.

  1. Planning – deferred.

 

Next Committee meeting 15th April 6.45 in the growing Hub.