Committee Meeting

Item

Discussion

1.       Apologies

Bryan Roebuck (BR)

2.       Peter Bowler

The chairman stated Peter Bowler would be sadly missed by the allotment fraternity. A tree will be planted in his memory and marked by a plaque

. 

3.       Minutes of  previous meeting

Minutes of December 2022 meeting accepted.

4.       Finance report

SR noting bank figures.

Separate account which holds returnable plot deposits

£8,000 to go into 90 day deposit account.

SR reported shop takings and raffle takings.

SR

5.       Any other financial matters

Gift vouchers to be available in the shop

There was a discussion about shop vouchers which were awarded to winners and judges of the annual best plot competition. Some vouchers have not been claimed yet.

Discussion about using a card machine and an app on our mobile phones for use in the shop and giving plot holders the option of paying plot fees using online banking. Sandy to research card machines.

SR

SR

6.       Shop Report and stock take findings

Shop sales currently low but will improve as we go into spring.

Still working on the stock take figures. MG has done an excellent job of producing an excel spreadsheet of all stock.

After some discussion the consensus preferred a price list for seeds to be placed on the wall rather than on individual packets.  The potato order needs to be sent in after the survey but before the end of the month. Other stock items were suggested to top up the order so it would be carriage free.

PG

MG

7.       Shop rota

5/2PG  12/2GP  19/2 JG & MI  26/2 SR

8.       Plot letting report & Results of plot walk

Walk around the plots a few plots in need of some attention but weather needs to improve. 19 plots empty and 13 on the waiting list. Mention in Parish Pump & website that plots are currently available.

RL

MI

TC

9.       Plot identification/number posts

A joint effort doing the number plates. Posts have now arrived and numbers can be screwed on. Meet Sat 28^th to attach numbers.

10.   Midweek working parties

Have a mid-week working party to place plot numbers on Wednesday 15^th February at 2 pm. Bring heavy hammers. Newsletter to be sent out and mention on Facebook.

11.   Memorial trees

Two fruit trees to be purchased, a Victoria plum and a greengage. In memory of John Chown and Peter Bowler.

RL

12.   Chinnor Pump

Praise given for the January article Rod wrote. Suggestions for inclusion for February were to promote plots available, associate membership and the shop.

RL

13.     Website & Facebook Report, inc Newsletter update & email account admin, etc

Updated list of new members 22/23 from Rod to update email list.  Newsletter due to go out notifying members of Peter Bowler’s funeral arrangements. Request has been made by the celebrant of Peter’s funeral for information about his time at the allotments. Rod offered to do this. A donation to charity to be given at the funeral.

MI

RL

14.   Communications.

Explanation about how the committee communicate with plot holders and each other

MG

15.   Environmental policy

 Mike Ibett is drafting this, it’s a work in progress.

MI

16.   Review of CAGA rules

Again a work in progress looking at rules about plastic use, pesticides etc.

MI

17.   S106 Monies – Progress & suggestions so far, plot holder views & survey

Mike & Mike worked on producing a survey which plot holders can complete to give preferences or make suggestions for improving the allotment facilities etc. Survey to be pre-printed and hand delivered and should be completed within two weeks and returned to the DC.

The state of the DC roof was discussed, and as it’s still the original roof, now over 30 yrs old it was decided we should get a few tentative quotes for having the roof replaced. MI to circulate a previous survey carried out on the DC to committee members. There was some discussion about the water pipe and whether it entered the allotments by the scout hut or Van Diemans Close.

MG

MI

18.   Allotment lease & Land registration

GP, BR & MI will discuss how to go ahead with this.

MI BR

GP

19.   Future social activities for plot holders, to fundraise for future projects.

Suggestions. 100 club to be mentioned in the questionnaire. A sale of plants at the DC on the weekend 3^rd & 4^th June which happens to be Chinnor Open Gardens weekend. Plant donations to come from plot holders and sold to raise funds for CAGA. Request for plants on the questionnaire.  BBQ to be planned for this year 

SR

20.   AOB

Pat testing. Sandy to ask someone to come and pat test electrical items and sockets in the DC. Tich mentioned that there was a problem starting the tractor.

Craig Williams is doing a great job of selling meat raffle tickets to associate members at The Crown.

21.   Date of next meeting

22^nd February 7 pm DC building Or Pavilion