CHINNOR ALLOTMENT & GARDEN ASSOCIATION
Emergency Committee Meeting – Minutes
Date: 20 January 2026 Time: 3:00 pm Location: DC Present: MD, CMG, PS, JG
An emergency meeting was called following the immediate resignation of the Interim Chair. Given the timing in the run up to the AGM and urgent financial matters, the committee met promptly.
During this period the Committee agreed to temporarily suspend plotholder communications on the Whatsapp Community. This decision was taken to reduce confusion, hearsay or spread of misinformation particularly on the run up to the AGM
- CMG, MD, and PS voted yes. Majority voted in favour of co-option.
Savings Account
- Approx. £11k in a 95-day account.
- MD now has sight of the accounts.
Signatories
- Signatures required for the account.
- PG is engaged and supportive to signing the handover of the account access.
Current Account
- New plot holder paid deposit plus fees.
- CAGA owe ML £700+ for seed order made.
Plot Deposits
- £156.37 remaining in the account. £2,700 was transferred to the current account to cover DC refit costs.
- All agree that £2,867.07 to be moved to the current account from the 95 day account, to cover actual DC refit costs.
Building / DC
- Total cost of building improvements (current): £2,867.07
- JG to help with plot letting (all provided sincere thanks for stepping up).
- PS to send payment reminders out.
- Access to online database required, PS to issue JG with access rights.
Adjusted Agenda:
- Remove Item 5.
- Only one officer confirmed: Secretary.
- Others to assume rolling Chair but return to collaborative way of working.
- Food: reminder for contribution of a plate of food would be appreciated from attendees. PS to send reminder via WhatsApp.
- Decision on compost sales deferred pending future guidance.
- CMG to complete a briefing note on growing methods using peat-free alternatives.
- Concrete frame, wood cladding.
- MD to review details with insurer.
- AR provided list of outstanding actions.
- Full Fire Risk Assessment to be completed, committee not provided with AR credentials to confirm whether existing FRA is valid. Local companies exist including Bannars, and Tony Ashland is a good contact - JG to speak to him as a subject matter expert.
- Anyone in the shop to:
* Leave outside toilet door open while in the shop.
* Leave the key in the middle door while in the shop.