Croftburn Allotments Association
Emergency Committee Meeting Minutes

 Date: Thursday 07 September 2023
Time: 18:30
Facilitator: Maurice Randall

 In Attendance: Ingrid Shearer (IS); Kelly Lamb (KL), David Cooke (DC); Maurice Randall (MR); Judith Paton (JP)

 Apologies: Mark Aston (MA)

1. Approval of Past Minutes:

Previous minutes will be sent to MR from KL. IS minutes to be completed and presented to Committee. MR to complete Sept minutes.

2. Matters arising

• ECM called as original date set could not be attended by quorate members for past 2 months.
• Insurance updated and certificate now in hub. (MR)
• Polytunnel to be used for plug growing for all members to purchase and part to be used by microplot holders on request.
• Wheels to be purchased for trolley (MR)
• Tap to be purchased for Hub (MR)
• KL to sign and return Rules and Regulations to MR. Documents will be sent to all members via email, provided hard copy in Hub and update New Member’s booklet for DC.
• Gate Code change to new code at earliest opportunity
• IM now Meeter and Greeter at Hub Monday and Friday
• Maintenance Officer Vacancy
• Need more 2 stroke oil (MR)
• Repair of Strimmers for use (MR if possible)
• Woodchip request (DC)

3. Plot Updates

Named Helper Updated. There are 7 Vacant Plots (Plot 37, A, C, F, P, S, T). 2 further plots becoming vacant soon. 6 plots being contacted by DC and awaiting reply. DC interviewing new members is ongoing with 6 and 12 week inspection update to follow. DC continues to contact the waiting list, currently has 28, many no longer interested or not replying to text and email requests. DC to update Membership List. MA to follow-up Unpaid Membership Fees. DC and KL to sort and finalize Missives Outstanding with council. KL awaiting council reply. Will send reminder to Members regarding Communal Working Hours.

4. Maintenance Update

Polytunnel wood purchased (MR). Communal Day went well with Polly Tunnel almost complete and site tidied including Plot –. KL to update committee regarding tar paths, borders and communal hours information request from GCC.

 5. Finance Update

MA to update Committee regarding balances. Plot — and Plot — have donated their key deposit money to the improvement of the Allotment. It was agreed any plot not returning their key within a set time by the Membership Secretary would have their deposit kept. JP, IS and KL still researching funding opportunities.

6. Inspections

It was agreed following the announcement at the Member’s Meeting (Sept) a ‘soft’ inspection would be held to ensure plots are ready for winter and would focus on shed maintenance, fences/borders, adjacent paths to plots, excessive materials, excessive waste, potential hazards, and overall state of the plot. Members would be notified with 4 week’s notice. (MR)

7. Member’s Day

No Halloween member’s day would be held this year but a quiz night at the bowling club may be an option available to us. To agree next meeting.

8. Ongoing Matters

Glasgow Sculpture Placement would be moved to September 2024 (IS).

9. AOCB

10. Next Meeting:

Thursday 05 October 2023, 18.30hrs by Zoom