CHINNOR ALLOTMENT & GARDEN ASSOCIATION ESTABLISHED Circa. 1840
Please read and return to holder
Minutes for Meeting: 16th July 2025
Present Andrew Robinson – Interim Chair, Sandy Russell, Margaret lambert, Patricia Snook, Maureen Dyroff, Chris Maguire
It was confirmed that both Facebook pages are closed. A unanimous decision.
Recent events have been reviewed and recorded in the Incident log. Where necessary actions (letter sent to plot holder) have been taken. No other H&S issues.
Site security. A decision was taken to apply for grant from CPC, for CCTV. The DC end is most vulnerable, and two or three cameras are likely to be needed. The Methodist church has been asked to secure the gate from it’s premises. AR has spoken to the Chinnor CPSO, he/she will visit the site and advise.
Member on plot 91 complained that houseowner adjacent to plot has made a hole in the fence for their cat to get through. The cat is defaecating on the plot.
Action ML to write to Clerk CPC asking for extension of green fence and for a formal written response.
Note to all plot holders if you believe you are the last on the site. Please ensure that gates are closed and locked. All plot holders need to carry a key so they can exit if inadvertently locked in,
There is a drop off in the number of raffle tickets sold. In part because it is a quiet time in the shop.
Action to encourage members to buy for tickets in advance, say three months at a time. Also to reduce size of fruit and veg hamper.
A new deposit account has been opened for grant monies money. Deposits so far includes a £500 anonymous donation and £75 from the sale of the plough. Grant monies to be received include £500 from the COOP and £950 from COGs towards the raised beds.
The circa £401 remaining from the section 106 money has been awarded to us for purchase of materials for the raised beds. If CPC make the purchase then we will save the VAT.
Action – AR to produce list of materials to be sourced from country Supplies and ML to make a formal request for purchase from CPC.
SR is still having difficulty changes signatories and removing old ones including an historic signatory. Aylesbury Branch does not have a business department.
Action Committee to review banking arrangements after AGM and investigate a Flex Account with Nationwide.
Training for committee members to use shredder is ongoing. Further dates to be arranged. One plot holder has a shrub/ tree which needs removing which can be utilised for training,
Unclaimed equipment in garage, an old blue rotavator. It will be put on ebay or freecycle. Other items no longer needed will be put by garage for anyone to take. Anyone taking those items is requested to give a donation to CAGA.
Tap maintenance is ongoing. Plan to replace faulty taps with the ball valve type as these last better.
Water analysis – ongoing
Chinnor and Thame FOE have agreed to fund the replacement of lights in DC with LED fixtures. This will reduce our energy consumption and carbon output.
Action AR to audit lights and send list of requirements to FOE. SR to contact Alex Facey about installing new lights and reviewing emergency lighting.
Member information has been uploaded to NAS website. This means they entitled to insurance cover and able to access the member part of NAS website which includes an array of leaflets on practical aspects of allotment management including water conservation. Members can apply to ML for login and password.
ML is chasing CPC for feedback on requests CAGA submitted to the Amenities Committee. Consideration of bird and owl boxes to be deferred until after AGM.
No report formal report. It is a quiet time of year. There is a list in Dc for members to suggest vegetable varieties for the seed order. Mike Ibbett has agreed to be shop manager. A job description is to be drawn up and agreed with Mike. It was agreed that MI should be either be co-opted onto Committee or onto a sub committee.
20/07 ML & MD, 27/07 SR & AR, 3/08 SR /MD, 10/08 SR & CM or PS, 17/08 SR & PS
Two plots vacated. Thanks to the plot holder who returned to clear his plot and leave it in good condition. There is a significant cost to CAGA if plots have to be cleared after vacated. A new tenancy agreement based on NAS agreement is being drawn up. In the meantime, if plot holders don’t clear plots before leaving they will be written to and asked to clear plot or they will be charged, by CAGA, for the clearance including any skip costs. Plot holders are reminded that plans for structures over 1.5m tall must be submitted to committee for approval prior to installation. No concrete bases for structures or foundations for paths to be used on plots. 75% of the plot (except for first year plot holders when 50%) must be under cultivation. No fires are allowed on the site.
None arranged – will link to project plan
CM researched materials for raised beds, best option treated wood 8” x 2” sustainably sourced. Sleepers are of poor quality and no forestry commission certification.
MD Committee need to inform plot holders of Committee plans for site.
Deferred until after AGM
CM has written copy for Chinnor Pump. PS to type and submit.
CM also written member newsletter.
ML and PS met with Frans L who set up and administers CAGA website. FL has handed over the current domain name and administration to PS. FL is not charging for the transfer. Thank you. A new platform needs to be found, one that will enable the website to have more functionality. PS is researching options. Likely to cost about £200 pa. (Until now FL has paid for the host platform). A suitable website would remove a lot of administration from the Committee including some aspects of plot letting and renewals and easier communication with members.
Action Committee need to decide what functionality they require and inform PS.
Defibrillator, application for a SODC Councillor grant for remainder of money to be applied for when grant window opens. AR will begin work on raised beds with material purchased with Section 106 money. MD approached Chinnor Turf when they closed down and they donated a bag of soil for the raised beds. Plot 30F, to be a community area including raised beds, seating and wildlife areas. The defibrillator will also be sited on this plot as it is central to the site. Plot 47F to have easy access beds. A fully accessible area will need substantial funding. The committee plans to apply for lottery funding for major improvements to the site. AR will start work on plot 30F. Consideration was given to removal of rubbish.
Action Committee will develop an application form for those wanting a raised bed. Preference will be given to existing plot holders who are struggling to manage their plot.
This has been covered elsewhere.
The Constitution has been rewritten over the years and anomalies have crept in. It was decided to adopt the template NAS constitution and adapt it, if necessary, for CAGA. This will ensure that the constitution is legally sound. Documents to presented to members for discussion at AGM
Action, MD And ML to review this and other NAS template documents and send to committee for review.
AGM will take 30th October at Methodist Church
All documents need to be completed by the middle of August for distribution by 27th August in line with current constitutional requirements.
The NAS regional rep has been invited to the AGM to inform members of benefits of being a member.
An invitation has also been extended to the MD of RocketGro to talk on how to get the grow the best crops from peat free composts. This may be deferred and a standalone meeting arranged.
The necessary insurance is in place to allow plot holders to use the small lawn mower to mow paths. A waiver form must be signed first and a donation of £5 to cover costs of fuel and maintenance to be made. The shredder can be used but only with a Committee member operating it.
AOB
Bryan was an active member of CAGA for a number of years, until he gave up his plot last year. As a past Chair of CAGA he had ensured the smooth running of the site. Given his ability to source money for projects we are sure the allotments have benefited from grants Bryan sourced. He was a vibrant character always willing to help. He will be sadly missed.
It was decided to plant two trees in the orchard to commemorate his life with suitable plaques.
Action CM to decide on suitable trees that will cross pollinate with existing fruit trees. This has been done and the trees ordered from Stotts Nursery in Stokenchurch.
The tool sharpener, who volunteers at the Chinnor repair café. He will come one Sunday to sharpen hand tools for plot holders. He sharpens everything, secateurs, loppers and edging tools. ML to arrange a date.
Meeting closed
Date of next meeting Thursday 21st August 6.45 in DC. Please note change of day.