CHINNOR ALLOTMENT & GARDEN
Minutes for Meeting: 15th October 2025
Present, Andrew Robinson (Interim Chair), Maureen Dyroff, Margaret Lambert, Chris Maguire, Patricia Snook
One incident logged and dealt with. One complaint (site neighbour and tree) in hand. Complainant being kept in the loop. The tree in question is in the space between the two boundary fences so technically a CPC issue. The decision was taken to manage the problem as likely to be a long delay whilst CPC arranged for the work to be done.
Replacement of damaged fence with green fence. CPC have this in hand PS liaising with them.
MD reported that she’s taking over accounts as a temporary measure until a new Treasurer is found. She is working closely with SR whilst bank signatories are being changed. No figures as September month end figure not available.
2024 accounts not back from examiner
Action MD to chase examiner of accounts.
PS is looking at finance packages which could be hosted on new website and other options to make accounting easier. The new expense sheet for Committee members to be introduced after AGM. There will be regular reporting of expenses.
A review to made of sum-up expenses (1.69%) to see if there are cheaper options.
It was agreed unanimously that Committee members would have a spending limit of £50 for emergency expenditure. Larger amounts to be approved by the committee and ideally all spending approved by email.
Raffle, The income from the raffle is not covering its costs. It was decided, that whilst takings are down, to reduce the prizes to one piece of meat and the veg box.
The grant money from COG still not received. PS to chase up.
Site security. This has been raised as an issue by plot holders. AR and MD met with a security company to discuss options including CCTV cameras near the track at the DC including CCTV cameras facing down the track and towards the DC and a new alarm for the DC, the current one is old and cannot be serviced, to include the garages. A new system would enable the plot holder storage area to be alarmed separately so plot holders could access their equipment when they need to. The system will be upgradeable in the future. We are awaiting a quote. A second quote will then be obtained. It was decided to include security in the application for and SODC Councillor grant.
AR to pass garage equipment list to PS. Garage rent £10 per item. Equipment rentals to be renewed with plot.
New site keys need to be cut. AR to organise. In view of the cost associated with cutting approximately 150 keys, albeit it at a reduced rate (thank you to the supplier for their generosity) the committee decided that next time the padlocks need replacing combination locks should be considered. Members are to be reminded to return keys when giving up their plots.
To enable plot holders to easily contact a committee member, a cheap (£30.00) mobile phone has been purchased. The number will be publicised to plot holders. The Committee will take it in turns to hold the phone and respond to members calls. There is no cost to receiving calls and a pay as you go card is being used so there is no ongoing contract fees. The phone is only for CAGA business. The Committee will adhere to GDPR guidelines and association policies when using the phone.
NAS rep (MC) not responded to latest email. ML to chase. Subsequent to the meeting ML had conversation with MC and details for AGM confirmed.
Garlic has arrived and is on sale in DC.
A decision was reached on varieties of potatoes to be ordered and this will be placed.
Seed order to be placed in November.
PS and ML met with CPC Councillors. The notes from the meeting will be discussed at the next Committee meeting.
This will be a standing agenda item until sufficient new Committee members and a new treasurer have been elected or co-opted.
No report.
There are a number of old chemicals with no COSHH data sheets in the DC. It was unanimously agreed that the items should be disposed of safely at a waste facility equipped to handle such chemicals. It was also noted that no formal COSHH data sheets have been available, and this will be rectified as a priority. AR is currently preparing fire risk assessments for the DC and site Health and Safety risk assessments. It was agreed that until we have a person responsible for the DC. ML will be responsible for seed, potato, onion and garlic orders and AR will be responsible for compost, fertilisers and sundries.
Shop will be restocked for a ’launch’ in January.
Action, Committee members to send in ideas for stock to improve range sold in DC. Input from plot holders will be welcomed.
19/10 MD & PS, 26/10 MD & Tammy, 2/11 MD & ML, 9/11 MD, ML poss. CM, 16/11 AR and Colin Page.
Renewals going well. Approximately two thirds of plot holders have paid their rent already. A few have relinquished their plots mostly for health reasons. The committee agreed that of tenants, relinquishing their plot for health reasons, who had been on the site for less than a year, could be associate members. There is a waiting list for plots and PS is contacting those on waiting list. Only one plot is unfit to let. The cost of clearing sites left with a lot of rubbish was discussed. Charging ex plot holders whose site cost more that the deposit to clear was considered. A review of the tenancy agreement is required.
One plot which is not a standard size has plot rent based on plot size.
AR and PS to do a site walk and plot inspections before the AGM.
Next working party on 22nd November at 9.00.
The Committee would like to take this opportunity thank all those who volunteer, in whatever capacity, to support the work of the committee for the benefit of the allotment community.
Two tellers are required to count the votes. They need to be associate members, who will be present at the meeting, but who aren’t voting. Two individuals have been identified and will be asked if they are willing to assist.
MD will circulate a message inviting members to bring a contribution to the light refreshments (food) to the AGM.
All paperwork and voting cards are prepared and ready. Display boards are being prepared.
It was decided to allow longer to set hall up. ML to change hall booking.
MD will deliver a vote of thanks given to SR, in recognition of her service to the Committee and community. This will after the business part of the meeting is concluded.
No further points.
To be discussed in November
A newsletter to be produced for publication in December. Deadline for Chinnor Pump 22nd October. PS to write article.
Wix website is an option and will support the functionality needed. PS is looking into alternatives for comparison.
SODC Councillor grant. MD and ML have drafted a bid application for the balance of the money for the defibrillator plus some towards the raised beds. It has been indicated that a larger bid may be successful. However there needs to be discussion with SODC to ascertain the criteria they use when assessing grant applications.
Action – ML to contact SODC.
AOB
Next Meeting dates.
AGM 30th October Postponed
Committee Meeting 19th November 6.45 DC