Committee Meeting

Wednesday, April 15, 2026

 

CHINNOR ALLOTMENT & GARDEN

ASSOCIATION ESTABLISHED Circa. 1840

Draft Minutes for Meeting: 15th April 2026 6.45

Present Chris McGuire (Chair), Mauren Dyroff, Jackie Gunn, Margaret Lambert

  1. No Apologies
  2. Matters arising - none not covered elsewhere                            
  3. Incidents and complaints -Small children have been spotted climbing fruit trees in orchard. They stopped when request made to parents. A sign to be put in orchard.
  4. Finance Report

Current a/c £4587.73 (including £3K grant money), Plot deposit a/c £156.76, Grant a/c £2036.36, 95day A/c £11,934.23 (transfer still not made). Outstanding payments E Dyroff £299.98 from Grants a/c, MD £732.58 various detailed items current a/c. Fire risk assessment £420, this has been reduced in line with original quote, Committee voted for it to be paid. NB there is not enough money to pay all outstanding items until transfer comes through.                                                                                                  

  1. Financial Matters.

MD still having problems transferring accounts despite frequent contact with bank. Money from 95 day a/c still not transferred. It was proposed that, when signatories have been finalised, all money should be transferred from the 95 day a/c into a more suitable (30day) savings a/c. Vote taken, all in agreement. It was proposed that a set sum (£300) each month was transferred to another account for the roof, decision deferred. Protective equipment has been purchased for people using the machinery. Hard hats and extra VIZ jackets to be sourced

  1. Chairs report

 CM thanked all those who have helped including Emil. A repair has been made to the roof, not enough rain to see if it has worked. Plot holders equipment stored in garage,  One plot- holder died and one no longer a plot holder. One old rotavator could potentially be restored to working order. To ask for volunteer in newsletter. Raised beds, a plot holder has volunteered to dig.  Plot 19b cleared ready to let. CM has been inundated with requests to use equipment. Please give him at least 48hours notice,                                                                                                  

  1. Secretary’s report

Order from Suregreen arrived and Gro Well order due on Friday. It was agreed to maintain existing prices.                                                              

  1. Fire Risk Assessment action

MD reported on actions so far. MD handing over to CM. PAT Testing (approx. 15 items), CM to ask someone in Chinnor. Recommended (WiFi / G4) fire alarm detection system to cost £3625 +VAT. Assumed that system would go through to ‘CAGA’ phone to alert a committee member. (Phone needs new SIM, CM to sort). CM to find out if we need such a system. Fire drill carried out and recorded. As a result, fire drill notice to be amended.

  1. Shop Report

Shop doing a steady trade takings approx. £200 per week. New stock fertiliser and canes coming in this week. Prices to remain the same.

  1. Shop rota; 26/04 MD & JG, 03/05 ML & MD, 10/05 CM & JG, 17/05 ML with Tammy and son, 25/05 ML + ML to check MI’s availability for 7/6, (COG and Green Fayre).
  2. Plot letting report – Noted, size of some plots need checking. Jg to do site walk with JH. Looking for plots on which cultivation hasn’t started. Plot holders will be contacted. We have a waiting list.

              Job description of plot letter JG to draft and send to committee for comment                                   

  1. Working parties – Saturday 9th May and Thursday 21st May from 9.30 to 12 noon. List of tasks in Growing Hub window if anyone would like to help outside those times.                                                
  2. Committee members reports nothing not already covered.
  3. Diary of events – consider date for barbecue, mid summer.
  4. Member communication: newsletters, Chinnor Pump article submitted
  5. Grant Applications outstanding money from CPC for defibrillator to be transferred this week. ML to order. Will be installed in house.
  6. Plot judging –Committee to draft criteria for judging prior to seeking a new judge.
  7. Priority setting / planning deferred            

AOB- none

Next Meeting Date- Committee meeting 20th May 6.45 growing Hub tbc