Committee Meeting

Wednesday, June 18, 2025

CHINNOR ALLOTMENT & GARDEN

ASSOCIATION ESTABLISHED Circa. 1840

Minutes for Meeting: 18th June 2025

Present Andrew Robinson (Interim Chair), Maureen Dyroff, Margaret Lambert, Sandy Russell, Patricia Snook.

A planning exercise was carried out before the meeting started and this is recorded as an appendix.

  1. No guest – so to item 4
  2. Minutes of previous meeting and Matters arising

Minutes approved. No matters arising that aren’t taken elsewhere.

The question was raised as to why minutes are published in draft. The committee feels that the publication of draft minutes which are subsequently changed could lead to confusion.

Action; the decision was taken that draft minutes to be circulated to Committee for amending / approval. The approved minutes would then be published in a timely manner. It was noted that this will need to be reflected in the new constitution.

  1. Finance report – approved
  2. Other financial matters. MD was appointed as Vice treasurer. SR visiting bank to get signatories changed. Signatories will be AR, ML and MD.
  3. Chairs report. –

Actions: rent for storing machinery in shed will increase to £12.50 per item. This is necessary to cover the increased insurance premium.

Price for Rocket grow composts, it was decided rather than decrease price to reflect discounts the Sylva Grow peat free compost is to be reduced to the same price. This had been purchased locally, to meet demand from plot holders, at a less advantageous price. Price of composts to be reviewed on an ongoing basis.

 The continuing sale of peat based composts was raised. Whilst what we buy is legal, not from the UK, it is just as bad for the environment. We should choose wisely for future generations. Peat free composts are not all the same and we are now purchasing top quality products which will make transition from peat-based composts easier. We currently give plot holders a choice of products. The sale of peat based composts will be reviewed after the AGM.

It was agreed that all leaking taps should be replaced.

DC water analysis will be carried out as soon as possible. This is a precautionary test to comply with Health and Safety requirements.

DC Tidy and declutter. Thank you to AR for his hard work. AR presented plans for refurbishment of the DC. This item was deferred. As was a review of the stock held and disposal of stock not selling. It was agreed to ask plot holders what items they would like to see stocked. One fridge has been switched off.

Award for long serving plot holders. To be given in recognition of their  dedication and loyalty.

Action- to ascertain how many have had allotments for more than 30 and 40 years. Discussion to held at next meeting.

As we are now a member of the National Allotment Association (NAS) we will be using their guidance, advice and template documents to update CAGAs Constitution and rules, GDPR notices (all plot holders) Non cultivation warning procedure and general breaches of rules (new) CAGA to plot holders tenancy agreement, council to CAGA  tenancy agreement. Also a health safety risk assessment for site to be carried out and CAGA will register with HMRC (legal advice).

MD to be safeguarding Officer. She has current DBS certification for Community gardens and will check its transferability.

New neglected plot notices (NAS) to be introduced in addition to current method. Very overgrown plots to be strimmed to prevent spread of weed seeds.

Refurbishment of central plot – deferred.

Banning of Bonfires

An unattended bonfire was discovered on the site, A temporary ban of all bonfires on the site was decided on to take effect immediately. Bonfires are potentially harmful to health and the environment. Notices will be placed around the site to inform all plot holders.

  1. Secretary’s report was accepted.
  2. Shop report

Canes and netting have been ordered along with a wider range of products. Shop improvements and wider range of stock are on going. A key safe to be procured and the safe moved so more accessible.

  1. Shop rota

Munashe Fraser has agreed to help in the shop and will be included in the rota to assist SR.

22/06 SR, MD Munashe Fraser, 29/6 SR & ML, 06/07 SR & PS, 13/7 SR, PS or ML.

9 Plot letting report

Notices to improve or quit have been issued to four plot holders. These plots are covered in long grass which is seeding over neighbouring plots. The plots will be strimmed as soon as possible or as soon as we’ve had a response form the plot holder.

  1. Work parties

No response to work party on 19th of June so it has been cancelled. AR will cost skips for next work party.

  1. Committee Members reports, No further reports
  2. Diary of events

A brief discussion was held, possibly some sort of harvest supper, produce share. To be discussed in July

13.Chinnor pump and Facebook

PS to write article for Chinnor Pump promoting Associate membership and the shop. There was a unanimous decision to close down the facebook pages  and to encourage Is this both pages or are we keeping push page/ all members to use the WhatsApp group.

  1. Member Communications – deferred
  2. CAGA email addresses PS and ML to meet with Frans in July and to sort out future of website and contacts.

No items 16 or 17

  1. Project Planning- see appendix
  2. CAGA has been awarded £1000 by CPC towards defibrillator. Money to be paid when remained of money acquired. SODC councillor Grant application window now not open until August.

MD has put in application for circa £800 to COOP towards raised beds. An application to be made to Chinnor and Thame FOE for money towards soil to fill beds. Chinnor turf is closing down and stock being sold off.

Future applications deferred.

  1. Sponsorship for raised beds deferred
  2. Reviewing constitution and other documents – see appendix
  3. AGM planning, see appendix
  4. Development of Aims for CAGA. All Committee members to send suggestions.

AOB

  1. All keys distributed and padlocks now changed. Thank you Will.
  2. Incident forms initiated, to be kept in DC. Completed forms to be filed and reviewed at Committee meetings. Installation of CCTV, discussion deferred. AR to contact CPSO.
  3. Public areas strimmed. Weed killer only used on central bed to reduce perennial weeds, bindweed. Carried out in line with NAS guidance.
  4. Centenary celebrations. PS and ML have completed an application form to host Gardeners Question Time next year.
  5. DC Improvements- deferred
  6. It was agreed to set up a separate bank account for Grant monies received.
  7. Scout plot- has been returned to CAGA. Possible site for easy access area.
  8. Insurance for equipment use by members still not clarified. A possible waiver form was discussed.
  9. Closure of Chinnor turf – see above.

Next meeting

16th July 6.45pm at DC