CHINNOR ALLOTMENT & GARDEN
Minutes of Meeting: 21st May 2025 @ 7pm in DC
Present;
Andrew Robinson- Chair, Maureen Dyroff, Margaret Lambert, Chris Maguire, Sandy Russell ,Patricia Snook.
The minutes were approved.
Matters arising – water testing (PS) This is a precautionary (should be routine) measure in line with best health and safety practice. Both warm and cold water to be tested.
PAT testing. On receipt of building fire risk assessment recommendations will be actioned regarding electrical testing and any ensuing work. Several quotes will be obtained.
Plot emails, plot letting emails getting through but not general CAGA emails.
Action ML To ask MI if he has received Webmaster’s contact details. If yes to set up a meeting to sort out IT issues.
Post, GPO contacted re postal address, no response yet. Plot holders can post letters to Committee in red letter box at driveway to DC. Only Committee members have access to letter box.
This was received and approved. A five week month so larger than usual income.
SR and PS to check plot deposits.
One plot holder has been unable to take up plot due to ill health and it has been returned. Refund of rent and deposit approved by committee.
SR to change signatories on bank accounts and to request a payment card.
AR has produced a spreadsheet for committee members to record authorised spending. Committee members, with authorisation, can spend up to £100 and reclaim. For items over £100 purchases should be made using the card or by BACs.
Emergency contact up and the system is working.
AR to complete Health and Safety Audit of DC, PS to send him electrical work certificate and buildings surveyor report. AR is qualified to carry out audit and will declare conflict of interest. All recommendations will need to be costed and approved by the committee.
Parts bought to close track during winter months. To be installed in autumn.
Plot holders access to their equipment. In the long term the garage will be modified and those who need access will have a key to side door. There will be some cost to this including new side door and separate alarm system. In the meantime, plot holders can access equipment via a Committee member, plots with red marker, (names at start of minutes ) or by ringing emergency contact number and a Committee member will attend to open the garage. Currently one piece of equipment with no owner identified.
There is a need to review security, two people to be in shop and key and cash storage to be improved.
A maintenance sub-committee has been set up with Will helping AR. Will is a great asset to the committee and the plot holders. Thank you, Will, for all your work.
New padlock keys. PS to identify those who haven’t received a key. AR will pick them and distribute to committee to deliver.
Will is making a steel storage cage for gas cylinders to be located outside garages. As per regulations.
Shredder has arrived.
Action – committee members to be trained in its use. Date(s) to be arranged.
Clearing DC and surrounds. AB will take bag of type 1 away. Plough to be disposed of if not required as uneconomic to repair..
SR to put wooden chapel chairs to be put on ebay along with one barbecue. One barbecue to be kept. For future social events catering could be provided by a food van. Marquee to be kept but better storage place found. Glasses and cups to be checked. As no glass is allowed on site glasses will be disposed of. An environmentally friendly alternative to be found. MD to donate a few hard plastic ‘glasses’ for interim use. CM to investigate printing CAGA logo on cups etc. (gift idea)
New environmentally friendly plastic bags to be purchased for ‘bagging’ fertilisers AR to send link to SR.
COSHH information to be requested when purchasing stock for DC,
New Equipment . We have been offered £1.5K for tractor. It is worth more than that so will keep and AR and Will to maintain. Will to weld rotavator and AR will strip down and repair. Purchase of a new rotavator (current one too big to get on many of the plots) was discussed. It was pointed out that other sites don’t offer this as a service to plot holders. Cost of a two-wheel tractor and rotavator is approx. £3.5K. It was decided to apply for an appropriate grant to cover the cost. Spending was approved by the committee for;
A self-mulching lawn mower small enough to mow paths approx. £900, a strimmer with brush cutter approx. £250, a hedge trimmer approx. £700 and a blower approx. £300.
This equipment is necessary for the maintenance subcommittee to carry out necessary work on the site in an efficient manner. They are volunteers and have busy lives. All equipment will be risk assessed and appropriate training given
SR will transfer exact money from 95 day savings account to cover cost.
News letter this will be carried forward once conversation has been had with webmaster and permissions transferred.
AGM AR proposed some form of recognition for long standing members – to be discussed at a future meeting possibly in conjunction with centenary celebrations.
Actions; AGM planning meeting in June/ July with paperwork ready for distribution in August. Plus a centenary celebration sub-Committee to be set up.
Code of Conduct infringements.
The speed limit on the site is 5mph with good reason. There are frequently young children on the site who wander between the plots. In addition, two taps have been damaged due to careless or speeding drivers. This puts an unnecessary workload on the maintenance subcommittee and inconveniences those who have further to carry water. In addition to the cost to CAGA.
Unacceptable behaviour on the site will not be tolerated. See CAGA Code of Conduct. The final sanction is expulsion from the site.
We are now members of the NAS and can access their considerable resources including template policies. There are a number of other benefits including access to a greater Kings seeds discount and other discounts available to members.
Action ML and PS to transfer CAGA membership list so members can apply for third party insurance. A new notice board to be installed in DC so all members have access to information.
There was no formal shop report however It was agreed to purchase a pallet of rocket -gro peat free and john Innes compost. A premium product, which with discounts, we will not sell at a premium price. In the meantime SR will collect some peat free compost from Penns to meet the demand in DC. SR has produced a new simpler day sheet for the shop.
Action; A sub group of the Committee will meet to discuss stock and other shop management issues. After the first meeting plot holders will be invited to share their ideas.
25/5 SR & AR, 1/6 SR & PS, 8/6 SR & AR, 15/6 SR & MD
One plot holder has neglected his plot, he still wants to keep it. Weeds are causing a nuisance to neighbouring plots and he is to be given a formal notice to restore the plot in 30 days. The Committee will do a site walk.
Issues with facebook site because of the way set up. See IT issues above. Once we have met with webmaster the current FB page will be archived and a new page set up. We’re exploring ways to offer guidance to individuals who may be showing signs of mental or emotional distress.
Action ML to ask NAS for advice on how to deal with people in crisis.
Thank you to Alan Brawn who help in verifying and improving the CAGA database. A positive meeting was held with Cllrs Mackenzie and Webb. They are keen to support grant applications. Damaged fence will be replaced.
Action PS to produce a one page report.
Other Site issues – some plot holders are having a problem with rats this is possible due to cooked food being put in a compost bin. There are leaflets in DC explaining how to make good compost. DO NOT put cooked food, meat, fish or dairy products in compost bins.
Bamboo is encroaching onto the site from a house.
Action – ML to write to CPC asking for permission /advice on dealing with rats and bamboo. DONE
Next one Thursday 19th June in the evening. AR to provide list of tasks with What-Three- Word locations.
MD has costings for raised beds for plot 48f. She will submit grant application to SODC for Everyone Active grant of £1K. DONE
CM has drawn up excellent plans for a disability area with raised beds, wheel chair access and suitable for those with sight loss. Suitable grants to identified and applied for. Thankyou Chris.
Action MS, ML and PS to form a grants subcommittee to find and apply for suitable grants. Work has already started.
Other agenda items and AOB have been already covered.
Meeting closed.
Next meeting; Wednesday 18th June 6.45 in DC