Minutes 15 October 2025

Present: Annie Batten, Fred Pinney (Chair), Jane Henderson (Treasurer), Rebecca Pitt-Aikens (Secretary), Penny Moore

Apologies: David Custerson, David Helliwell (Lettings)

Previous minutes: Confirmed

Report from Treasurer  

  • Bank balance – approx £5,700    

Plots and Lettings

  • No vacant plots                                                                      
  • Around 16 on waiting list

Lease/Incorporation

  • Fred, Penny and Rebecca to attend Lease meeting 21/10/25
  • Attendees, number of vacant plots and waiting list were emailed to ODFAA for meeting by Penny 15/10/25  
  • A timeline for incorporation was discussed and a series of actions outlined to ensure due diligence is done. A slow and steady approach is sought that enables completion by the time the lease is due to be signed, (clarification hoped for at the next council meeting (21/10/25) :
    • Vote to buy the ODFAA constitution – Jane emailed and requested prices etc 15/10/25
    • Receive constitution from ODFAA and adapt to our setting if necessary
    • Incorporation forms to be filled in (using the information as outlined in info pdfs and with new constitution for committee meeting – date to be determined 
    • Association votes on incorporation and new constitution to be held ideally at AGM in March or, at an earlier EGM if lease signing timeline forces our hand.
    • Submit incorporation forms
    • New lease signing subject to ongoing negotiations      
  • Committee meeting to update on meeting of the 21st Nov and above bureaucracy.                                                                                  

Any other business

  • Increasing ODS prices to be absorbed, no increase in rent considered necessary
  • Query over unwanted woodpile to be investigated in case it has been created by neighbouring plot holder (JM) (Penny)
  • Issues over willow removal/relocation to be discussed with plot holder (David H)                                                                                                                                                                                                                                           
  • Fred feels with the benefits of WhatsApp etc, he will be able to continue to chair from New Zealand
  • Updating website to be put on hold till new constitution is voted in 
  • Request for WhatsApp votes on actions to await input from all committee members to contribute before decisions discussed and agreed on

Items for next Agenda

  • Update on Meeting of 21st October 25
  • Possible need for EGM to vote on incorporation to Coop and constitution                                     

Date/venue for next meeting

Committee Meeting: TBC (asap after Council meeting 21/10/25)

EGM: May need to be called – see above

AGM: Thursday 27th March 2025