Category: Committee Meeting Minutes

Present

FP, DH, DC, PM, RPA, JH

Confirm Minutes of last meeting: 15th Oct 2025

Minutes were accepted and most issues have been addressed

Matters arising from the minutes

None were raised

Report from Treasurer 

£5,060 approximately in the bank

Plots and Lettings

Two small plots will become vacant in April

No plot rent increase is required

Continue ongoing plot size audit (Action – Jane)

Admin/Preparation for the AGM 

• Lease (timeline, paperwork, presentation at AGM)

Date still to be confirmed – awaiting contact from OCC

Need to ensure the site map is accurate (Action – tbc)

Walk round with OCC (date tbc)

Penny has sent doc to KBH for legal input, awaiting feedback. 

     NB KBH cannot attend the AGM (Action – Penny)

OCC rules to be dealt with after Incorporation

Fred will include Lease update in his Report during AGM

• Incorporation (timeline, transition, procedures, forms) 

Various votes needed at AGM (see below)

(i) AGM vote needed for Incorporation, (then registration form submitted)

(ii) AGM vote needed on the ‘Model rules’ (MR), (then register with FCA)

     NB need to inform allottees at AGM of their responsibilities 

     MR were discussed & need writing up/filling in (Action – Penny)

     MR to be circulated before AGM (Action – Rebecca)

David C will deliver the Incorporation Update at the AGM (Action – David C)

Penny has sent doc to KBH for legal input, awaiting feedback. 

     NB KBH cannot attend the AGM (Action – Penny)

Website                   

Need for website manager (vol), raise in AGM email (Action – Rebecca)

Touch base with Mark Dunn (Action – Rebecca)

Site 

• Trees – pruning and surveys

There has been no news of the council’s triennial tree inspection. Assuming no news is good news.

Jane advised that there is now a requirement for any tree surgeon engaged to work for us on plots to be OCC approved. 

Site is flooded so will soon be getting late for for pruning

Email/whatsapp re pruning and rubbish (Action – Penny)

• Paths – where we are, and ongoing plans

Fred to discuss it in his report 

Spring work party – order more soil, W/P date to be decided via WhatsApp

• Flood 

check up/tidy up, allottees to help/workparty

Email/whatsapp re pruning and rubbish (Action – Penny)

Appointment of Posts

Current committee happy to continue for another year

Committee to investigate other potential committee members (Action – All)

AGM Agenda       

Group drew up an agenda (see below)

Email Agenda & docs for allottees to digest pre AGM (Action – Rebecca)

Contact Sarah re bee update (Action – Penny)

ANY OTHER BUSINESS 

• Locks

Type of lock to be decided by vote at AGM (vote)

If returning to a key system, request volunteer to manage (Action – Fred)

Investigate built in lock, contact council (Action – Fred)

• Wilgrow

David H happy to organise again (Action – David H)

Items for next meeting

            AGM Agenda (see attached)

Date/venue for next meeting

AGM at South Oxford Community Centre 7.30 18/3/26 

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

Apologies: David Helliwell (Trustee/Lettings), David Custerson (Trustee)

Plots and Lettings

• Option of downsizing by overwhelmed allotteesrevisited tbc
• Welcome letter/pack to be revamped and updated for review by committee (Fred)                               

Site Management

• Paths – next work party to be used at least in part to continue Georgina and Marcel’s work on filling major holes. Areas of most concern to be identified and possibly marked beforehand. (Annie)                                                                                      

Sand to be purchased from AWBS (Fred)               

Work party to be publicised and allottees who it most affects to be encouraged to flag up where there are problems and come & help too. (Rebecca)                                                                  

• Rubbish – Council to be employed to collect the rubbish asap (Annie)

Any other business

• Wheelbarrow needs new wheel and one being thrown out (Fred)
• Council dumping lawn clippings outside the gate. Should we ask them to drop inside the site or elsewhere? Recognised they are good for composting.
• Should we offer a refresher/training for the push along strimmer to help out with summer flush growth

  Items for next meeting 

• Longterm path soloutions
• Welcome letter/pack
• Summer BBQ
• Website
• Council lawn clippings

Upcoming Dates

Work Party: Paths focus – Sunday 25th May 2-4 pm     Letter out (Rebecca)                                                               

Possible Summer BBQ: Sunday 6th July 2025 – tbc

Possible date of next meeting:   tbc

Present: Fred Pinney (Chair), David Helliwell (Trustee/Lettings), Jane Henderson (Treasurer), Rebecca Pitt-Aikens (Secretary), 

Apologies: David Custerson (Trustee), Penny Moore

Lease and Incorporation

These two issues have become a matter for immediate attention as the council is attempting to move on quickly now. A Town Hall meeting in October is to be scheduled to present their new lease, presumably for general approval. (A copy of which was sent to us.)

• Incorporation

Thanks to Fred, Penny and David H for taking a lead on this and attending the council hosted meeting 5.8.25 and following it up since. 

The future structure of our allotment association must be decided before the lease signing. 

David and David have stepped down as trustees for various reasons. We extend enormous thanks for their huge input and support in this role over the years and look forward to many more to come in their other capacities. 

The association is currently therefore in a state of limbo, unrepresented by trustees. Trustees are potentially personally legally and financially vulnerable, and this structure is increasingly considered untenable due to the risk the trustees are exposed to. 

Fred and David relayed that most allotment associations are opting (or have already opted) to become Cooperative Societies. This is understood to be the simplest model to administer and provides the most protection to individuals in the event of problems and/or litigation. In light of the above, and from information obtained at the August meeting and our contacts in other allotment associations (notably Paul Robin and Nick Jackson), incorporation to a Cooperative Society appears our only realistic option. 

It was felt that an informative update on the committee’s advice/decision to incorporate should be sent out to all allottees and a time to receive feedback given. 

A newsletter will be sent out in the next few days. (Fred & Rebecca)

Assuming no major setbacks, start paperwork to move to Cooperative Society. (Annie, Penny & Fred)

• Lease

Available information on the proposed new lease to be shared as pdf attachments with the newsletter prior to the October Town Hall meeting. (Rebecca)                      

Questions following from the recent FAQs answers regarding ‘obligations to fully indemnify the council’ to be raised with ODFAA. (Fred) 

Clarification over the format of the new allottee contract is still to be provided by the council/ODFAA as it is highly cumbersome and legalistic, we await further information.

Plots and Lettings

• Two vacant plots to be allocated. (David)

Admin 

• The allotment website rebuild ongoing, very useful/essential for use with potential new lease admin (allottees leases, information) (Annie & Mark Lund)

• Working party tasks: ‘Temple of Fortuna’ revamp (communal lean-to on boundary between the two fields), clearing a couple of plots prior to re-leasing. (TBC)

Post date of working party in newsletter (Rebecca)                                                                                                                                                                                                                        

Any other business

• Sue and Tony’s Pond

Management of pond to be offered to allottees via the next  newsletter. (Rebecca)                                                                                   

Items for next meeting 

• Lease
• Incorporation

Date/venue for next meeting

To be decided (WhatsApp poll)

Dates for the diary

Workparty:  10.00am – 12.00pm   28.9.25 or 5.10.25

AGM: March 2026 (date tbc)

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

Present: Annie Batten, Fred Pinney (Chair), David Helliwell (Trustee/Lettings), Jane Henderson (Treasurer), Rebecca Pitt-Aikens (Secretary), Karen Robinson, Penny Moore

Apologies: David Custerson (Trustee)

Previous last two meetings 27.10.24: Confirmed

Report from Treasurer  

• Bank balance – £4,700 approx    
• Major outgoings – £80 New pump

                             £1,200 Willow pollarding

• Recent income – £0.00

Lease

• No major developments in discussions between council and Federation, so continue to monitor and wait until queries (liability and options) are clarified. (Fred)
• David C and David H both willing to stand as lessees in theory if that is required. 
• No news re land at end of DH and flood alleviation scheme purchase.

Plots and Lettings

• No vacant plots                                                                      
• Around 14 on waiting list
• Light touch plot monitoring seems to be working well.
• Offers of support to new members struggling with neglected plots will continue to be available (David + Committee)                                                                                               

Site Management

• Paths ongoing, no further progress. Two quotes still to be obtained to clarify options as well as costs & timescales (Fred)                                                                                                                                                                       
• Possible path funding to be explored (eg Nat Allot Soc). (Annie)                                                                                   
• Andy Auty to be approached for more tree management after it has been such a success. (Jane)
• Hugelkultur Project has been a great success  – used lots of brash from oversize heap. To be monitored …
• Why has council stopped dumping leaves and grass cuttings? (Annie)   

Any other business

• Compost Heaps – not being managed or used very well, plus too much material for shredding. Compromise to reduce to two bays as some bays are collapsing and have a general sort out during a working party. 
• Talk to Oxford Garden Centre for links and possible discounts/deliveries  
• Strimmer service – cheaper alternatives to be explored for next year (Karen)                                                                                                    
• Strimmer electrification – further investigation to be undertaken (Fred)
• Buy some new wheels for wheelbarrows (Fred)

AGM

• Agenda decided and to be circulated (Annie Jane, Rebecca)                   

Items for next meeting 

• Post AGM followup
• Paths
• Compost and waste
• Lease

Working Party : Bee site preparation, compost sorting and rebuilding of 2-bays, shredding

Date/venue for next meeting

AGM: Thursday 27th March 2025 

Possible Committee Meeting: TBC

Working Party: Sunday 6th April 2025 – 10.00-12.00 and 2.00-4.00 with refreshment

Present: Annie Batten, Fred Pinney (Chair), David Helliwell (Trustee/Lettings), Jane Henderson (Treasurer), Rebecca Pitt-Aikens (Secretary), Karen Robinson, Penny Moore

Apologies: David Custerson (Trustee)

Previous last two meetings (12.5.24): Confirmed

Report from Treasurer  

• Bank balance – £4,800 approx    
• Major outgoings – £80 New pump

                             £1,200 Willow pollarding

• Recent income – £20 – old pump sale

Lease

• No major developments in discussions between council and Federation, so continue to monitor and wait until queries re liability and options are clarified. (Fred)
• David C and David H both willing to stand as lessees in theory if that is required. 
• No news re land at end of DH and flood alleviation scheme purchase.

Plots and Lettings

• 3 vacant half plots on Deans Ham available immediately (David)                                     
• Around 15 on waiting list
• Light touch plot monitoring seems to be working well.
• It was agreed that a healthy balance of larger and smaller plots should be maintained. Consequently, one small available plot will be offered to extend an existing allottees plot while three half plots will be offered to new allottees.
• Offers of support to new members struggling with neglected plots will be made, and basic clearing prior to renting will be attempted (David + Committee)
• Remeasurement of several plots has been carried out, new half plots (see above) need measuring and boundaries confirmed with allottees (Jane, David)                                                                                                

Site Management

• Paths ongoing, no further progress. Two quotes to be obtained to clarify options as well as costs & timescales. (Fred)                                                                                        
• Possible path funding to be explored (eg Nat Allot Soc). (Annie)               
• Electrification of Temple of Mars is prohibitively expensive, contact with park boat club and council to be made to see if an accommodation may be reached (Annie)                                                                    
• Tree management was considered at length. It was queried as to whether a five year plan would be sensible. Complete Tree Services are already planned to come in and give a quote for a management plan, this could include fruit trees on plots. 
• Existing site rules re planting trees to be highlighted in newsletter (Rebecca)
• Hugelkultur Project – using lots of brash from oversize heap

Admin 

• Working party Nov/Dec – composting area, date to be fixed (Jane & Rebecca)  
• Spring working party – composting area + shady bed (Jane & Rebecca) 

Any other business

• Compost Heaps – not being managed or used very well, plus too much material for shredding. Compromise to reduce to two bays as some bays are collapsing and have a general sort out during a winter working party. Ongoing need to decide whether to replace the bays and continue the system or alter it somehow. 
• Stihl strimmer replacement is on hold as it is not urgent, however research on shredders to be started (David & Fred)

Items for next meeting 

• AGM
• Lease 
• Tree management
• Paths

Date/venue for next meeting

Possible Committee Meeting: Thursday 20th March 2025 tbc

Possible date of AGM: Tuesday 25th March 2025 tbc

Present: Annie Batten, Fred Pinney (Chair), David Helliwell (Trustee/Lettings), Jane Henderson (Treasurer), Rebecca Pitt-Aikens (Secretary), Karen Robinson

Apologies: David Custerson (Trustee), Penny Moore

Previous last two meetings (2.3.24 & 14.3.24 AGM): Confirmed

Matters arising from the minutes: 

• GDPR – Policy updates to be continued.  (Karen)
• Petrol – Chair to speak to TT about petrol Czar role. (Fred)
• Old pump – Chair to look into selling/donating/recycling it. (Fred)
• No news regarding lease or flood alleviation scheme.
• Light touch plot inspection approach with ongoing monitoring to be trialled.   

Update allottees on findings in due course. Constitution to be amended. (David)

Report from Treasurer 

• Rents all paid, with some very minor inaccuracies 
• Bank balance – £6,200 ish

Plots and Lettings

• No vacant plots and 18/19 on waiting list

Site 

• Paths ongoing. Deans Ham highlighted as the more urgent. Quotes to be obtained to clarify options as well as costs & timescales. (Fred) 

Possible funding to be explored (eg Nat Allot Soc). (Annie)

• Communal tool use policy to remain unchanged. 

Stihl strimmer is temperamental and shall be replaced with a heavy duty battery one. Research & purchase to be started. (David & Fred)

• Bonfire policy to remain as it is i.e. encouraging allottees to use other methods to dispose of plant waste and clods ie shredding, composting on plot. Any communal fires will be rebuilt before burning to minimise wildlife casualties. 

Admin 

• The allotment will adopt the Spragglesea@gmail.com email for mailshots. Gmail mailshot for allottees to be set up. (Rebecca & Karen)

Letting enquiries will go to the present email address for David to monitor.

• Working party date was not set until the Chair has followed up the possible volunteer situation. 
• Date for the Summer BBQ to be set via WhatsApp poll.

Any other business

• Brash pile needs to be contained in the corner:
  • Chair to follow up whether the volunteers could do this. (Fred)
  • Ongoing work party job but Annie might tackle sooner. (Annie)
• Electrification of Temple of Mars:
• Chair to clarify the situation so far with KB. (Fred)
• Approach park contacts, to sound out issues. (Annie/David)
  • Investigate issues with dampness in the TofM. (Fred)
• Plot letting policy (sharing ownership)
  • Clarification of allottee’s intentions required. On this occasion ‘sharee’ could be offered the portion under cultivation due to long term effort. One/two plots made available to waiting list. (David)   
  • Similar situations to be clarified in future.
• Heavy duty wood chipper       
  • Reduction of brash could be achieved with better woodchipper. Benefits of rental/buying one and the most suitable type to be researched. (David)      
  • Use of brash pile to dispose of clods by allottees to be strongly discouraged. Information as to why this is a problem and alternative methods to be circulated. (David & Rebecca)

Items for next meeting 

• Newsletter
• Wood chipper
• Summer BBQ
• Gazebo

Date/venue for next meeting

To be decided (WhatsApp poll)

Present: Kathy B, Tony C, Karen R, Jane H, David H, Fred P, Annie B, Briony D, Penny M, Rebecca PA

Apologies: Dave C, Cath Unia

1. Welcome to new potential committee members.
2. Minutes of previous meeting agreed.
3. Matters arising: GDPR – KR to follow-up; strimmers being serviced; KB yet to ask Tim T to be petrol czar (KB action); old pump not yet checked (DH & DC action).
4. AGM to be held in Gill Garett Room at 7.45 on 14^th March 2024, access from courtyard. Various people offered to help set up from 7.30. KB to get wine and nibbles. Official business then social. TC & FP will talk to Tim T about additional agenda items TT has suggested.
5. Agenda for AGM to be drafted by TC then circulated by JH. FP proposed as chair, RPA proposed as secretary, JH proposed as treasurer. KR will continue to manage website.
6. AoB – none.

Present: Kathy Bramble (chair), Jane Henderson (secretary), Karen Robinson (treasurer), Briony Doubleday

Apologies: David Helliwell, David Custeron, Tony Cox

1. Previous minutes accepted.
2. Matters arising
3. TC report on Glyphosate circulated, some minor changes suggested, TC will edit then it should be put on website and circulated to members.
4. Welcome letter and rules circulated. Some minor edits needed but then put on website and circulate.
5. Update of website – BD and KR working on it.
6. Boot scraper – BD has an old one that can be donated.
7. Crushed stones/gravel by gate – in discussion.
8. Environment Agency access to end of Dean’s Ham agreed but need permanent fence from outset rather than a temporary one.
9. Extension to water supply – tested on Dean’s Ham using flexible hose. Suggested to locate by Joy Wilson’s plot rather than on main path as trailer bikes will have difficulty passing. Suggested that a small number of people to refill troughs (Marcel, Harm-Jan and DH??) Also that Marcel show the above how to reset electrics in the event of failure.
10. Communal composting – Need clear instructions especially pictures of perennial weeds that should not be put in. BD to print pics, KB to laminate. Compost education day: KB to talk to Jean K, Tim T, Michael W and/or BD to arrange session and date.
11. Summer event 15^th or 16^th July – Agreed BBQ. Sat or Sun to be determined based on 2 week forecast. JH will email members for loan of BBQ otherwise buy disposable one. KB to ask musicians. JH and KB to organise event.
12. Plot inspections have taken place. Various people have been spoken to and/or sent letters. Sept final deadline for action.
13. Working party 9^th July – KB suggested that people might be willing to help clear neglected plots that are being passed on to new allottees.
14. Co-tilling – Clarification sought regarding whether co-tillers get preferential treatment on waiting list.  DH to be asked.