Committee Meeting

Wednesday, April 16, 2025

 Minutes CAGA Committee meeting 16th April 2025

 

Present:

Patricia Snook (rolling chair), Sandy Russell (Treasurer), Andrew Robinson, Maureen Dyroff, Chris McGuire, Margaret Lambert (Secretary)

  1. Apologies

Mike Ibbett, Will Drinkwater

  1. Committee Nominations
    1. Election of Andrew Robinson as Interim Chair; proposed by MD, seconded SR. unanimous vote for AR to be Chair until AGM in October. PS noted that AR had been elected onto Committee at last AGM.

Action PS to check this point

  1. Resignation of Mike Ibbett. MI will continue to help and will facilitate hand over of his rolls. He doesn’t want thanks for his volunteering for CAGA. However Committee wish to acknowledge his years of service.

Actions PS to write letter of thanks and post copy in DC and on Face book. Also to record thanks in Newsletter. Committee to arrange a social event and invite MI.

 AR, PS and ML to make IT requirements plan then to meet with MI and Frans to facilitate transition.

  1. Co-option of Committee Members, it was agreed that now is not time to Co-opt new members when Committee is still finding its feet. It was agreed that the best way forward is, in the near future, the formation of sub committees e.g. for Maintenance and Facilities.

Actions AR to speak to Will. SR will get key from Tich.

  1. Minutes of Previous meeting

Typo noted. PAT not PACT.

Actions Goods for sale in DC to be reviewed next month. AR to carry out shop audit

Letter to JG to be sent out via mail chimp. (Member list is up to date) to complete this action.

  1. Finance report

This was accepted, shop sales for 20th April noted. A big thank you to Rod Laver for his help in transporting compost. 

Actions; The front half of Bill Ayes plot is now let and he’ll be refunded his rent pro-rata. Also one plot vacated and PS trying to refund deposit.

It was noted that a previous plot holder had bought goods and raffle tickets. This is against the rules of CAGA.

It was agreed that the Committee reserve the right to decline Associate Membership to individuals who have breached the CAGA Constitution, site rules or demonstrated behaviour inconsistent with the values and expectations of our Community. Associate membership is intended to help those who wish to support the Association and uphold its values but are not plot holders. Not to offer privileges to those who undermine those values. Raffle tickets can only be sold to non-members (full or associate) at the Committees discretion.

Action to reintroduce membership cards. To consider inviting in the community police officer to discuss site security. AR to have conversation with person in question.

  1. Other Financial Matters

SR Proposed to keep 100 squares running as very popular. Vouchers from Bradmoor Farm Shop as prizes.

Action SR to keep running prizes to be drawn open gardens weekend (7th/8th June) then in September or October.

Feedback from attendees at Easter Event very positive.

Action to buy Jeanette a bunch of flowers in thanks. SR

MD has not had response from insurers re use of equipment.

MD raised asking COOP for CAGA to be named as a community group for sponsorship. Agreed good idea, any money could be used to support the community plot.

South Oxfordshire and Vale of White Horse DCs are holding a Funding Training Day on 4th May. MD and AR to attend with a view to submitting bids for projects which need large amounts of money such as the replacement of DC and garages. Whilst CAGA is accruing reserves to go towards these projects it will not be enough to fund them.

MD to explore funding opportunities.

PS to produce a projects plan.

  1. Secretary’s report

Joining the National Allotment Association. It was agreed to proceed. Currently 130 plot holders soon to be 131.

Hosting Gardeners Question Time to celebrate CAGA centenary. It was agreed to proceed ML and PS to lead. (AR will arrange first aid cover).

  1. Shop Report

Collection of Compost achieved. Seeds order also in. Most potatoes sold, remainder can go in Community plot. Shop is working better since AR reorganised. SR is doing a veg box and one piece of meat for raffle. Veg box appreciated, will be reviewed in summer when plots are in full production.

  1. Shop Rota

20/04 ML & PS, 27/04 PS &MD? 4/05 ML & MD, 11/05 CM & AR(tbc) 18/05 PS

  1. Plot Letting Report

All plots let, one plot being returned but probably already re-let. Membership list up to date. 9 plot holders appear to be in arrears.  SR to Check. Plot 48f needs help filling beds. Support plan agreed. AR and PS have done site walks and identified plots which overgrown. CM reported untended plot which is causing a nuisance to neighbouring plots. PS to contact plot holders and ask if they need assistance. One plot holder wants to order (and pay for) a skip to clear rubbish from (new) plots. Committee to facilitate. Plot hand overs deposit taken in case plots need remediation when handed back. One deposit irrespective of number of plots. PS photographs plots on hand over for reference.

Keys still a problem. Ordering of new padlocks and keys in progress. To ensure smooth transition. When new locks arrive keys will be hand delivered to all members by Committee. In the meantime will all plot holders be careful when opening locks.

  1. Working parties

A mixture of mid-week and weekends and times

Thursday 1st May 10am to 12noon – Community plot

Sunday 18th May 10am – 12noon – preparing the site for Chinnor Open Gardens event. Allotment site will be opened.

Thursday 19th June 6pm to 8pm – maintenance and tidying to be followed by social. CAGA to provide nibbles BYOB. To be finished by 9pm

  1. Committee Reports

AR- has done an extensive health and safety audit. It was agreed to meet regulations and for the safety of our members. To purchase 2 x 10L fuel cans plus spout. Unused gas cylinders to be removed. Signage to be improved and appropriate fire extinguishers to be sourced. In the future a wire cage for storing gas cylinders outside garages needs to be sourced.

Emergency Committee contacts to be placed in DC window. Red posts to be installed on all Committee members plots.

PS to organise water analysis in DC. In meantime kitchen tap to be run for 15 to 20 minutes before drinking or boiling for hot drinks.

Burning of green waste will no longer occur. Shredder will be arriving soon and protocol for its use will be published. The tractor will soon need some major repairs. Plan agreed to sell whilst it is still has value and trade in for (reconditioned) hand held tractor unit with mower and rotavator tools which will be able to access all areas of the site.

MD to investigate CPC grants for cost difference. ML to apply for grants for defibrillator starting with CPC and SODC. Minutes format to be changed with all actions highlighted.

Post Box installed for plot holders and other to communicate with Committee. MD has completed forms for PO.

Bee Hive, SR to arrange talk. AR to talk to local expert. Landlord at Wheatsheaf.

Slug Pellets ML and PS to check stock and suggest wider range of products e.g. copper strips and wool pellets.

  1. Member communications

Newsletter to be produced. PS and ML

 

Meeting Closed

Next Meeting Wednesday 21st May at DC. Note new start time 6.45pm