Committee Meeting

Wednesday, August 19, 2026

 

CHINNOR ALLOTMENT & GARDEN

ASSOCIATION ESTABLISHED 1926

Minutes for Committee Meeting: 19th August

Present Maureen Dyroff treasurer – rolling chair, Jackie Gunn plot letter, Margaret Lambert secretary. In attendance Chris McGuire

  1. Apologies -none
  2. Matters arising from previous minutes

Future of the tractor referendum. JG to ask some plot holders, identified as potentially having competence to drive the tractor, if, they can prove competence, would they be prepared either to use the tractor for CAGA or train volunteers to use tractor. The facts will be presented to plot holders, at the AGM, for them to decide whether to keep or sell the tractor. Correspondence to be added to agenda as a standing item.                     

  1. Incidents and complaints

Another broken piece from base plate at bottom end of track has been found. Dry weather has caused track to shrink. Matter to be raised with CPC.

  1. Financial Matters

Current account -     £5555.75 Note, this includes the grant money of £4,000

  • Day savings account - £8517.80, Plot deposit account -   £2964.97, Grants account for grants awarded -   £1699.81. Outstanding payments due – Expenses for BBQ:    £195.41     Purchase of enamel paint £22.99

Payments made include Fire Risk Assessment £180    PAT Testing £48.38

Income includes £41 plot fees and £20 Associate members                                

  1. Finance report

The defibrillator and accessories have been purchased. The 95day account has been closed. Money will be transferred to C/A at end of September. The money will then  be transferred into suitable account with interest and accessibility.  Barbecue made a net profit of £112.39. Possible use of money for rainwater storage and/ or a plaque commemorating CAGA’s centenary. MD is updating policies so all aligned before AGM.  Health and Safety and Safeguarding to be a standing item on agenda. Fire risks assessments in hand.

  1. Secretary’s report Preparing papers for AGM in addition to routine tasks.
  2. Shop Report – Sales are slow, to be expected at this time of year. New seed catalogues have arrived. Available to borrow in Hub. Plot holders can place their own orders either by filling in form or directly on line. They need to speak to Margaret. Despite slow sales the Hub is bustling on a Sunday morning with plot holders enjoying a coffee and chat.
  3. Shop rota; 23/08 ML & JG, 30/08 ML & MD,6/09 Md & JG, 13/09 JG, CM and ML
  4. Plot letting report – 2 quarter plots currently available strimmed and ready to let, four people on the waiting list and four plot holders would like another plot. One half plot likely to become vacant. One plot eviction notice to be issued. Some people have been struggling to manage their plot, not helped by the weather. When the renewal form goes plot holders will be asked to consider the size of their plot, if they wish to reduce the size or would like advice on how best to manage it. Plot holders to be reminded that except in first year or two they should cultivate 75% of their plot.                                                                                                                   
  5. Working parties Another working party has been cancelled due to heat. In very hot weather we will consider evening work parties when it is cooler. A list of tasks needing to be done is in Hub window. These can be done at any time. Despite cancellations vacant plots have been strimmed     and cut back brambles. Thank you to the volunteers and also to those who have carried out maintenance tasks without being asked. Thank you to Chris McGuire who continues to train people in using the equipment. More PPE needs to be purchased for work parties to use. JG to ask local builders for another communal wheelbarrow for the site, one has been donated by a member of the community. We would like to form a site and machines maintenance group to help co-ordinate looking after the site.
  6. Dates for working parties                                                                                                                                          Wednesday 9th September and Saturday 26th September
  7. Diary of events Thirty-one people including three guests attended a very successful Centenary event. Despite the cancellation of the barbecue, food was cooked in a neighbouring house. Councillors who attended were very impressed and are very supportive of CAGA. Thank you to all those who helped set and clear up and provide contributions of food. A special thanks to Olly and Ali who did the cooking.

We would like to have more social events, perhaps information events in the hub on a Sunday morning, experienced plot holders could share hints and tips.  Fiona Mantle will be providing training on using the defibrillator and supporting anyone with a suspected heart attack.

  1. AGM planning

Preparation of documents is in hand. This year in line with the amended constitution, AGM paperwork will be sent out by email. Hand deliveries will be reserved for the plot holders without email accounts. Distribution will be in the first week of September.                                  Items for voting on will include tractor referendum, change of status of site to being a community asset and keeping the gates to the site locked at all times.                                              Please note we cannot continue with a committee of three. It is not democratic as well as being an unsustainable workload. If volunteers don’t step forward, we will be forced to consider options including employing a part-time manager for the site or asking the CPC to take over the management. Either option mean rents will have to rise significantly to cover the costs.

  1. Member communication: newsletters, Chinnor Pump in hand
  2. Grant Applications; Our Oxfordshire Councillor has forwarded a link to for a grant which is not match funded. To be considered for a replacement hub roof.

AOB      Plot holders with hedge boundary. In very dry weather please damp the leaf litter in the bottom of hedges to minimise risk of fires. This is a common cause of wildfire.                                             Community Asset status for the allotment site. A paper will be prepared for members to consider at the AGM.                                                                                                                                                                                          New location for water butt on hub to be decided. The previous siting of the butt restricted the fire exit from the hub.                                                                                                                                                                                                  Next Meeting Date- Committee meeting 16th September 6.45 at the Growing Hub