Committee Meeting

Wednesday, November 19, 2025

 

Minutes Committee Meeting 19th November 2025

PLEASE READ AND RETURN

Present; Andrew Robinson (Interim Chair), Maureen Dyroff, Margaret Lambert, Chris McGuire, Patricia Snook. In attendance Jackie Gunn

  1. No Apologies
  2. No matters arising
  3. Incidents and complaints
    1. A car leaked oil, incident reported. Oil spill cleaned up by car owner. Incident closed.
    2. A GDPR breach was reported by AR. A report to be provided to the Committee. Banking delays were a complicating but not causative factor. A committee GDPR lead to be appointed. The plot letter role is the obvious candidate due to the nature of information they hold. Data storage to be reviewed. AR emphasised that the focus is on improving processes not apportioning blame. A safeguarding officer also needs to be appointed. PS to investigate online training. Some courses are provided free of charge to local organisations.
    3. Health and Safety and Fire safety DC Building

AR has started a programme of H&S and Fire safety risk assessments. The detailed information will be sent to all committee members. Historic H&S documentation is incomplete or out of date. A fire risk assessment has never been carried out. AR has carried out an initial review and identified a number of serious breaches. AR’s professional recommendation is that the DC be closed immediately on the grounds of fire safety for necessary work to be carried out. The committee took the unanimous decision to close the DC with immediate effect. The kitchen and toilet area will remain accessible to plot holders.

The Committee published the following statement:


CAGA Shop – Temporary Closure for Essential Safety Improvements

Following a recent review of fire safety and health & safety standards, the CAGA allotment shop has been temporarily closed. This decision has been made to ensure the safety of all volunteers, members, and visitors.

The review identified several key areas that did not meet the required legal or safety standards, including (but not limited to):

  • Missing or outdated health, safety and fire risk assessments
  • Lack of, or inappropriate, fire-detection equipment
  • Inadequate safety signage
  • No formal training in place for volunteers
  • Inadequate fire-fighting equipment for the risks present

To comply with statutory responsibilities and to ensure the highest level of safety, the shop must remain closed while these issues are corrected.

Work is now underway to bring the building back up to a safe and legally compliant standard. We will update all members as soon as the improvements are complete and the shop is ready to reopen safely.

  1. Finance report MD presented report. It was noted that since the raffle has been reduced, to one piece of meat and the fruit/veg box, the raffle is making a profit.
  2. Other financial matters

Changing banks – Metro bank – although suitable in many ways lacked the option to pay cash in at the local PO. Driving into Aylesbury to deposit small amounts of cash is not a viable option.

MD to investigate COOP bank with a view to opening an account as soon as possible and transferring money form Nat West.  Will COOP transfer all accounts from NAT West keeping monies in separate accounts? MD uses COOP bank for other organisations she is involved with and found them very satisfactory. COOP have business options including point of sales devices. MD to investigate rules around transferring money from NAT West 95 day account. A digital financial package such as SAGE to be investigated to ease the workload of the Treasurer. A plot holder with relevant experience will be asked if they can help.

The Committee agreed that Simon Kearey would be appointed to examine the 2024- 25 accounts.

It was noted that CAGA still not registered with HMRC. ML to investigate

  1. Chairs report

Following on from the decision to close the DC for safety work to be carried out a decision was taken to tidy up and repaint the DC. The work will be superficial to ensure the asbestos will not be disturbed

AR has produced a work schedule. The committee will appreciate any help that plot holders can give.

  1. Secretary’s report

No other matters

  1. AGM

The deputy NAS rep for the South, Jim Moore, has agreed to Chair the AGM. A date has been selected 29th January 2026. Notifications to be sent to members. There are no changes to the paperwork which was distributed in distributed last August. AGM papers will be sent to new members only.

  1. Meeting with CPC

It was decided at the next meeting with CPC the Chair, secretary and Plot Letter or another committee member should attend.

  1. Committee Succession planning – ongoing
  2. Shop report

No formal shop report. DC will be restocked prior to a grand reopening with seeds, composts, fertilisers and garden sundries.

The legal status of peat containing compost was discussed. ML to ask NAS.

  1. No shop rota
  2. Plot letting report, there are a couple of vacant plots. We have two people on waiting list who require plots in specific areas of the site. A few rents our outstanding – to be followed up by PS and MD. Rentals for equipment in garage to be per item, as previously agreed. PS to check.

A strimmer and rotavator will be added to the equipment available for plot holders to ‘hire’. Equipment to be lent to full or associate members only and for use only on the site. Plot holders must sign an equipment waiver. The allotment insurance policy covers members for equipment use.

  1. Working party on 22nd to prune trees in Orchard, cancelled due to bad weather. Further working parties to be arranged to work on DC.
  2. Other Committee Member reports

Nothing to add.

  1. Diary of events

Proposed Christmas event will become a grand DC opening event. Aim end of January.

  1. Policy updates
  • Fire risk assessment
  • Health and safety risk assessment
  • COSHH and NDM Data sheets
  • Asbestos Register and associated Risk Assessment
  • DC Maintenance relating to Fire Regulations
  • GDPR compliance and Privacy Notice (legal requirement)

 These will be a standing item with review dates as they are completed.

  1. Future of raffle

The raffle has been suspended whilst the DC is closed

  1. Action Plan for allotment community plot

AR is working on it. MD asked for some photos of work in progress to share with bodies who have awarded grants.

  1. Member communications

PS to submit article for Chinnor Pump and CM to write a Christmas newsletter for members.

A new website is ongoing

  1. Grant Applications

A meeting has been arranged with Fiona Mantle to decide on defibrillator. Subsequent to meeting it was decided to amend the grant application to include a bleed box and change the cabinet to one which will hold a defibrillator and bleed box. The alarm and security system have been added to the grant application

AOB

The tractor has been removed from the site for maintenance and servicing.

Next meeting dates

Committee Meeting 17th December 6.45 venue tbc

AGM 29th January 2026