CHINNOR ALLOTMENT & GARDEN ASSOCIATION
Minutes Committee Meeting: 17th September 2025
Present; Andrew Robinson, Maureen Dyroff, Margaret Lambert, Patricia Snook
The new procedure is for the Committee to approve the minutes (by email) before they are published. This item will in future be Matters Arising from the minutes.
It was agreed that if members attend a Committee meeting any items which refer to members will be deemed confidential and taken after the guest has left.
Plot judging, this did not take place this year out of respect to former judge, John Woodward, who died earlier this year. A new process will be instigated next year, and a social event will be held to award the prizes. Members will be kept informed.
PS has twice followed up the complaint lodged last month. She is waiting for a response to second email. If no response withing the specified time an eviction notice will be issued.
A member contacted PS about lack of information about renewal fees. This has been logged and complainant replied to.
An IT issue meant ML had not received the accounts from SR. To be reviewed outside this meeting.
Auditing of 2024 accounts. An accountant in Bicester is willing to examine the accounts (a full audit isn’t necessary) and will return them in time for the AGM. SR to deliver the accounts.
Action to register CAGA with HMRC. – to be done after AGM when transfer bank accounts
Matters Arising – Water Supply The water mains to the site are, in parts, imperial, which makes maintenance difficult. The steel standpipes connecting to the underground connections are also difficult to maintain and, ideally, should be replaced when required due to maintenance needs or damage. To ensure long-term reliability, the main pipe should be replaced with modern MDPE pipe (with a life expectancy of 50–100 years).
In addition, three to four taps need replacing.
Action MD and ML to investigate grants to cover costs of pipe replacement.
Switching the bank accounts from Nat West to Metro bank should ease banking.
This will be carried out after the AGM.
Action Was it agreed to give notice to transfer the money out of the 95 day account?
PS to check for water test results.
It was agreed to schedule Committee site walks every three months.
Visibility of road for cars leaving by DC entrance was discussed. Difficult to see pedestrians as well as vehicles.
Action AR to contact ‘fix my street’ and apply for a mirror to be installed to improve visibility.
The Methodist Church had confirmed that we could use the halls using their insurance (at no extra cost) but only three times in a year. MD had attended a meeting there and been shown round. It was decided that there was no need to hold the AGM planning meeting at the hall. Meeting on 8th to be held in DC.
Action ML to cancel hall booking for the 8th October and book the Church Hall for the AGM. -done
MD to get quote for insurance for external events for future reference.
Gate keys, ML to confirm payment of last invoice. – Yes, it has been paid.
On going. PS has in hand.
No shop report. Stock taking after shop closes on 28th. To Investigate ordering onions and garlic for autumn planting as well as placing seed order. Potato order also needs to be submitted. ML has copies of last year’s orders.
21/09 SR & PS, 28/09 SR & MD plus ML and AR for stocktake, 5/10 PS, 12/10 CM/ML/MD (tbc)
All plots let plus 9 on waiting list. This will change due to renewals. One member wants to give up one or both plots and move to a smaller plot.
Approval given for the erection of a greenhouse on 36b. PS to remind plot holders that approval is needed prior to erection of structures on plots. One plot holder contacted re state of plot, good reason, support offered. Some plot holders requesting rotavation. Weather is allowing rotavation and it is being carried out when manpower is available.
Some stealing from plots and orchard has been reported. Plot holders should not tackle intruders but take notes, photograph any suspicious vehicles including number plate and forward the information to the committee via either plots@caga.com or secretary@caga.com or leaving a note in the letter box on the drive by the DC. The police will then be informed. Site security was discussed including solar powered motion sensitive lights and cameras or CCTV.
A working party will take place on 4th October at 9.30 to continue improvement of centre plot including building raised beds. Meet at DC.
A tree surgeon will be employed to prune trees overhanging the perimeter fence and shading plots. PS to contact owner of tree and a hedge which also needs pruning. Work will be kept to a minimum so as to cause minimum impact on wildlife.
To be discussed at meeting on 8th. Members to be remined to submit any comments or questions for consideration at the AGM by the end of the month.
Nothing to report not already covered.
MD and ML manned a CAGA stall at the flower and produce show. A number of people were interested in associate membership to be able to benefit from DC.
A social event / talk will be arranged for the early part of the new year.
PS to submit article to Chinnor pump. This may be last hard copy version though it will continue on line.
PS investigating WIX website which will allow plot holders to manage their accounts including managing contact information, renewals, applying for a plot etc. The website will also support a finance package simplifying bookkeeping.
All email addresses are now in new email system so all information will be sent out by email as well as WhatsApp. Those not on email will be supplied with hard copies. A few anomalies have been thrown up including those listed as plot holders who aren’t. PS to run zoom training on new website for the committee.
MD and ML to meet and prepare SODC Councillor Grant application for balance of money for defibrillator and money towards raised beds. They will also investigate other funding streams. They will also contact some members who have volunteered to help with grant applications and arrange a meeting. A letter to be prepared to invite local businesses to give a one-off donation towards a raised bed.
AOB
The central track will be closed for the season from the 27th September. AR to install new posts.
Next meeting dates
AGM Planning meeting 8th October 6.45pm DC
October Committee meeting 15th October 6.45 DC
AGM 30th October 7pm Methodist Church