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Criteria for Inspection of Plots

In view of the waiting list for allotments it is clearly necessary to have a means of ensuring that they are used for their intended purpose, and that they are maintained in a fit state to be handed on to someone else. A neglected plot also spreads weeds around and makes life more difficult for other plotholders. To this end the committee inspects plots twice a year.

The main criterion is that, by the time of the first inspection (wb 15th May this year), 75% of the area should be under cultivation, with weeds, particularly perennials, adequately controlled. This includes areas with perennial flowers or soft fruit bushes.

Internal paths (1m wide or less) should also be well maintained. Areas used for compost bins, storage or other amenity are not counted unless they constitute 25% of the total area let, in which case 100% of the rest must be cultivated. Plot edges should also be maintained (paths usable and area of plot preserved).

Plots will be re-inspected in September this year, by which time we expect to see evidence of crops growing or recently harvested in the area under consideration.

New plotholders having joined during the last year will have plots inspected, but not be expected to meet all the criteria.

Happy Gardening

AGM Minutes 19 March 2026

Present: Fred Pinney (Chair), Jane Henderson (Treasurer), Rebecca Pitt-Aikens (Secretary), David Helliwell (Lettings), Penny Moore (Committee), David Custerson (Committee), Elizabeth Wilson, Jacqui O’Riley, Patricia O’Neil, Nick Wilson, Kate Latham, Eve-Marie Wenger, Jen Rogers, Mark Dunn, Annie Batten, Cath Unia, Christine Hill, Tim Treacher, Tony Cox, Tatiana Clifford, Richard Frith, Brioniy Doubleday, Karen Robinson, David Robinson, Sarah Jinks, Ron Sinclair, Joy Wilson, Georgina Howes, Marcel Kruip, Kathy Bramble, Boffin Cousins, Nic James-Moore, Richard Lingwood, Sam Cooper, Victoria Bass.

Apologies: Sue Colcough, Harm-Jan Fricke , Jo Sloley.

1. Minutes of the last meeting, 27th March 2025 – Agreed

2. Matters arising from the minutes – None

3. Report from the Chair (Fred Pinney) (+ Lease Update)

Fred gave a concise overview of the past year at the allotments. Highlighted was the unusual weather & associated implications for gardening on a flooding site. He emphasised the productivity that is possible despite the challenges which were displayed at the show held again at the Summer BBQ. We have held several useful workparties – sorting out the communal compost heaps, creating dead hedge style windrows with branches and offcuts of woody material and working on the paths, (see below). Bees have been introduced (see below) and have started well, and a hulgelkultur bed has been successfully created (see below), we look forward to the project continuing. The site WhatsApp group is going well, providing an easy means of communication and enjoying a certain amount of Dutch humour.

Thanks were given to Marcel for his continued solar water tank maintenance. The issue of the gate security was mentioned. A suggestion that we could investigate installing a number pad to get in, with just a handle to get out. This might avoid a vote today which could end in a stalemate.

Finally, Fred addressed the major issue of the Lease which, following negotiations ongoing since 2019, may finally be coming to a conclusion. Fred outlined the considerable paperwork that has to be worked through including a number of extensive leases and new rules. At meetings with the council, the ODFAA and allotment reps have raised various concerns and issues, notably boundaries, public liability and tree management; however, a template lease has been accepted. Our next step in the process will be to meet with an OCC surveyor to define boundaries and highlight particular issues relevant to our site. When signed the lease will be backdated to 2021, and run for 21 years.

Major liability issues with our present status mean we need to move away from our current structure to a legal entity which will give us unlimited public liability. The committee following advice, proposes a move to a Cooperative society (see below Incorporation).

4. Accounts for 2025-6 (Jane Henderson)

£5148.20 in the bank

Notable outlays were for strimmer servicing, solar pumps, padlocks, rubbish removal (see below)

5. Rents for 2026-7.

Rents will remain the same as last year.

6. The Committee

It was proposed that the committee should remain the same with the exception of Annie Batten who has chosen to stand down. We are very grateful to Annie who has contributed hugely to the work of the committee and given her time and energy to the allotment association so generously. The remaining team was elected unopposed:

  • Fred Pinney (Chair)
  • David Helliwell (Plot letting)
  • Jane Henderson (Treasurer)
  • Penny Moore
  • Rebecca Pitt-Aikens (Secretary)
  • David Custerson

Carried unanimously

7. Incorporation (David Custerson)

As touched on above, our current structure of unincorporated association with trustees leads to unacceptible risk for the trustees. Therefore an alternative incorporated structure providing unlimited liability to all its members is required. The committee is proposing a move to a Cooperative Society as recommended by the ODFAA which will need to be registered with the FCA. FCA registration requires the members to democratically accept the move to a Cooperative Society and the rules associated with membership. A vote by show of hands was held on moving to a Cooperative Society, namely Spragglesea and Deans Ham Limited Company. The vote on new rules was not held.

Insurance was raised, and it was clarified that additional insurance will be taken out to complement the insurance held by our landlord, OCC.

Vote to move to an Incorporated Cooperative Society (refer Q&A-Considerations)

Carried unanimously (see Addendum)

Please note, additional votes on the rules and lease may require an EGM later in the year.

8. Plots

All plots are currently let, 13 people remain on the list with a wait time of around 2 years. It was reiterated that anyone struggling with their plots or unlikely to fully cultivate them this season contact David H for a discussion around possible downsizing. Some plots have new allottees to take over in time to benefit from the spring arriving.

Any other business

Rubbish – OCC took away a large pile earlier in the year. Ideally allottees will not create any more rubbish, removing anything they generate. Another collection by ODA might be needed to continue to clear historical rubbish. The introduction of a deposit on new plots was suggested, this might cut down on future mess being left on plots.

Bees – Sarah gave a brief update. The colony has survived their first year, which is good news as many local hives have struggled this winter. Sarah is aiming to split the hive before they swarm, however, if anyone sees any signs of swarming please let Sarah know via the WhatApp group ideally.

Paths – The path workparty was productive, thanks to all who attended. The winter has seen a deterioration but issues with the cost of major repairs limit our options. 1 cubic metre of soil got spread very quickly, perhaps more would be better. We will try to repeat it this year.

Please can the molehill soil not be removed to your plots as this exacerbates the problem.

Access, locks and keys – plan to stick with combination for the time being as the organisation behind running the key system is both time consuming and expensive for the individual charged with running it. A key pad alternative will be investigated.

Wilgrow Order – an email has already been sent out. Please note if you wish to order then you must contact David by the middle of next week at the latest. Once you have collected your bags from the gate delivery area, please could you then pay David as promptly as possible.

Hulgelkultur – Meeting 11.00 Saturday and Sunday this weekend if you are interested

Website – Thanks were given to Mark Dunn who has taken on the role of managing the website. If you have items or ideas for the website please contact the committee who will forward things on to Mark.

Facebook – it was flagged to the room that there is an active Facebook page.

BBQ and Show – The Summer BBQ will be held again in June/July, date tbc. First Early potatoes are available on the table near the front gate for the traditional potato growing competition. Details of the other categories will be sent out in better time than last year!

Attendance register – A request was made to sign the circulating sheet

Scrap metal collection – If anyone has any scrap metal they want disposed of please put it on the table near the front gate, and the committee will arrange collection. Thanks to Briony who has given us this contact.

Upcoming Events

Work Party – Paths (date tbc)

Summer BBQ & Show – June/July (date tbc)

Addendum

Those present at vote to accept move to Cooperative Society (inc proxy votes)

Present: Fred Pinney (Chair), Jane Henderson (Treasurer), Rebecca Pitt-Aikens (Secretary), David Helliwell (Lettings), Penny Moore (Committee), David Custerson (Committee), Elizabeth Wilson, Jacqui O’Riley, Patricia O’Neill, Nick Wilson, Kate Latham, Eve-Marie Wenger, Jen Rogers, Mark Dunn, Annie Batten, Cath Unia, Christine Hill, Tim Treacher, Tony Cox, Tatiana Clifford, Richard Frith, Brioniy Doubleday, Karen Robinson, David Robinson, Sarah Jinks, Ron Sinclair, Joy Wilson, Georgina Howes, Marcel Kruip, Kathy Bramble, Boffin Cousins, Nic James-Moore, Richard Lingwood, Sam Cooper, Victoria Bass.

Proxy/postal votes: Sue Colcough, Harm-Jan Fricke, Jo Sloley.

Minutes 18 February 2026

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 

Minutes 5 May 2025

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

Minutes 7 September 2025

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)

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

AGM minutes 27 March 2025

Present:  Fred Pinney (Chair), Rebecca Pitt- Aikens (Secretary), Jane Henderson (Treasurer), Penny Moore, Karen Robinson, Annie Batten, David Helliwell (Trustee),  Sarah Jinks, Marcel Kroip, Georgina Howes,  Kumiko Helliwell, Boffin Cousins, Lizi Freeman, Anna Michell, Briony Doubleday, Kate Latham, Joy Wilson, Richard Frith,  Catherine Unia, Victoria Bass, Tim Treacher, Kathy Bramble, Tony Cox, Sue Colclough, Clare Currie, Harm-Jan Fricke, Tatiana Clifford, Nick Wilson, Lizzie Wilson.

Apologies: David Custerson (trustee), Nic James-Moore, Jo Sloley, 

  1. Minutes of 2024 AGM agreed. 
  2. No matters arising.
  3. Report from the Chair – Fred P reported on various activities over the previous year including work parties, the Summer BBQ and produce show (thanks expressed to Rebecca PA) and the setting up of the Allotment WhatsApp group. . Extensive tree work has been undertaken including the pollarding of the willow in Deans Ham, and recent work kindly carried out by Andy Auty, thanks were expressed to both Andy and Jane H. Other projects of particular note include the creation of a Hugelkultur bed thanks to Tony Cox and a small team of volunteers which will be very interesting to watch settle in. Cath U and Harm JF were also thanked for supporting the Primary School plot which is looking great. Finally, great thanks were expressed to Marcel K for his ongoing work on our solar water pumps without which we would certainly be in trouble. The ongoing questions relating to the lease and the Flood Alleviation Scheme have not changed substantially and any news will be communicated to all if and when there is anything to report. The issue of the paths has not been addressed to date. (Please see AOB below as this was discussed further). FP also welcomed Sarah who will be bringing a hive of bees to the site which is hoped will bring many pollinators to our plants and contribute to supporting the bee population in the area. (See 
  4. Treasurer’s report – Jane H presented the accounts. There is a healthy balance but expenditure on paths is once again anticipated. A slightly lower bottom line was due to the extensive tree work carried out this year.
  5. The Committee – The committee was proposed to remain the same with the exception of Karen Robinson who has chosen to stand down. We are very grateful to Karen who has given considerable time to the allotment association as the Treasurer and for all the work she has done with the  website & digital coordinator. The remaining team was elected unopposed:

Chair – Fred Pinney

Secretary – Rebecca Pitt-Aikens

Treasurer – Jane Henderson

Lettings/Trustee – David Helliwell

Trustee – David Custerson

Member – Penny Moore

Member – Annie Batten

If anyone has the time to assist with the website management please do come forward as your help would be very much appreciated.

  1. Beekeeping on the site – Sarah Jinks kindly attended the meeting and discussed the implications of hosting bees on the Spragglesea site. One hive is proposed for the first summer, with no honey being taken until they are established. Following a walkabout with David H, Penny M and Sarah, identified a flood free quiet location in the top corner of Spragglesea.  This has been okayed by the allottees nearby and the bees should arrive once the area has been cleared. Updates will be sent out prior to the bees arrival. Bees have been successfully kept on the allotments previously and Sarah discussed possible concerns in great detail. Clearly the hives should not be disturbed, and we urge parents and dog owners to be particularly aware. The hives will be sited in such a way to ensure the bees leave their entrance and fly upwards, as gaining height will limit the contact they have with gardeners nearby. Antihistamines will be kept on site but we urge anyone with any allergy issues to take normal precautions. Sarah is relatively new to beekeeping having completed her training during Covid, however she is pleased to have the support of her mentor who happens to be the Secretary of the Oxford Beekeeping Association. Sarah will be on the WhatsApp group if anyone spots anything they feel she should know about and of course you can contact the committee.
  2. Plots and Rents – Rents are proposed to remain unchanged. All the plots are currently let, and the waiting list has reduced from 21 to 14.
  3. Compost/Brash/Shredding – the need for a sort out in the processing area near the gate was discussed. It was decided that this should be a priority and will be started on at the next working party. The compost bins are to be consolidated and two bays to be rebuilt/mended for general use. The existing brash pile will be relocated to an area to be outlined within the processing area and used for material that cannot be shredded i.e. raspberry canes, hazel and all dead and dry wood. The existing ‘shredding pile’ will be moved to another spot and left as a source of material for decomposers/detritivores. Due to insurance, only the committee members who have been trained can use the shredder but days will be planned when it will be operated. Contact has been made with Oxford Garden Centre and allottees can get a 10% discount for some purchases (see WhatsApp group). They have also agreed to our having certain pallets which will be useful in the processing area refurb. The council have been approached to see if we can restart their use of the processing area corner as leaf and lawn clipping dump as it makes a great mulch with time.
  4. Keys & Access for Vehicles – keys are available from members of the Committee to the locks in the park enabling the site to be accessible to vehicles. Please contact the committee in good time if you need to borrow the keys and note we are not allowed to bring vehicles though the park at all on Saturday, Sundays or Bank Holidays. 
  5. Any Other Business – 

The problem with the condition of the path, particularly in areas of Dean’s Ham were raised and the committee understands this is of great concern to many. A walkabout of the site will be planned asap and we would welcome those most affected to come along please. Meanwhile FP is going to get quotes from contractors so we can have an informed debate this Spring. As a starting point, the second working party of the year will focus on path improvements.

Issues with Muntjac on the site were raised. Apart from trying to identify where they are getting in, we failed to come up with any solutions. An electric fence along the stream was suggested.

We are looking for assistance with our website management and digital input generally. If anyone has a few spare moments and feels confident in this area or wishes to learn new skills, please get in touch.

Upcoming Events

Working Party :   Sunday 6th April     10.30 – 12.30   Composting:  processing area sort out

Hulgerkulture Meeting : Date to be confirmed 

Path Walkabout & Working Party : Date to be confirmed 

Minutes 20 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

Minutes 27 October 2024

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

Minutes 12 May 2024

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)

AGM minutes 14 March 2024

Present: Kathy Bramble (chair), Tony Cox (vice-chair), Jane Henderson (secretary), Marcel Kroip, Georgina Howes, Nic James-Moore, Boffin Cousins, Lizi Freeman, Penny Moore, David Custerson, Anna Michell, Briony Doubleday, Victoria Kinghorn, Sam Cooper, Kate Latham, Annie Batten, Rebecca Pitt-Aikens, Joy Wilson, Richard Frith, Tatiana Clifford, Catherine Unia, Jean Kirkley, Richard Lingwood, David Helliwell, Victoria Bass, Tim Treacher.

Apologies: Karen Robinson (treasurer), Philippa Sandford, Fred Pinney, Sue Colclough, Clare Currie.

  1. Minutes of 2023 AGM agreed. No matters arising.
  2. Chair’s report – KB reported on various activities over previous year including work parties, BBQ and produce show (thanks expressed to Rebecca PA), the purchase of a new BBQ and gazebo, the refurb of the compost area (thanks to Jane H and Michael W). The Council undertook some tree work, the water supply has been extended (thanks to Marcel). Thanks also expressed to David H for his work on plot-letting, management of strimmers, and organising Wilgrow purchase. Plot inspections happened in May and September but path improvements didn’t happen. The flood alleviation scheme is still being planned, there has been no progress negotiating the new lease with the Council. Thanks expressed to all those who have contributed through the year.
  3. Treasurer’s report – TC presented the accounts in the absence of KR. There is a healthy balance but expenditure on paths is anticipated.
  4. Election of committee members – The following were elected unopposed: 

Chair – Fred Pinney

Secretary – Rebecca Pitt-Aikens

Treasurer – Jane Henderson

David Custerson (Trustee/Lessee designate)

David Helliwell (Trustee/Lessee designate, Plot-letting)

Other members: Annie Batten, Penny Moore, Karen Robinson

  1. Rents to remain unchanged.
  2. AoB – It was suggested that people on the waiting list could be invited to work parties; there was discussion of ways to alleviate flooding; there was discussion about the new lock on the park gates.