Croftburn Allotments Association
Committee Meeting Minutes APPROVED

Date:              Thursday 13 April 2023
Time:             18:30
Facilitator:   Maurice Randall

In Attendance:  Ingrid Shearer (IS), Judith Paton (JP), Kelly Lamb (KL) , Mark Aston (MA), Maurice Randall (MR)

Apologies:   David Cooke (DC), Iain McMurtrie (IM)

1. Approval of Past Minutes

Minutes from 12/01/2023 accepted with changes – 5 – “Two accounts can be….” changed to “Two accounts could be…”

Minutes from 02/03/2023 accepted with changes – Abbreviation MC should be MR – occurring at Maurice Randall (MC) and 5. AGM ‘MC raised…’

Minutes from 02/02/2023 not yet written up

AGM (Part 1) minutes to be completed before AGM (Part 2) announced.

2. Matters Arising

a. Missives
KJL: This is ongoing. Chasing up returns.

The council will be notified of outstanding missives and members emailed to update them of the Committee action. A final email noting no further effort will be spent on chasing payment of the missive and further to council rules are no longer entitled to an allotment. This will be displayed on the website Member’s Area and Facebook.

 b. Communal Days
Micro Plot B1 completed, Edging, Removal of rubbish to the tip, Paths cleared and great discussions afterwards over soup and tea.

Next Communal Day 06/05/2023, 10:00 – 12:30

Polytunnel will be erected soon. Committee were asked to assist in the completion of the polytunnel.

c. Plot Inspections:

Date TBC. Members to be given 4 weeks’ notice of inspections when resumed. Awaiting directions from GCC following their updated Allotment criteria to be released soon.

 d. Contact from Other Interests

GCC – Biodiversity Collaboration: PhD Project: Agreed to allow access. Email to be sent to members informing them of the Collaboration.

Growshare: KL to contact for further information regarding due diligence. Safeguards to general public and address concerns re: food safety. Need to address what expectations are. Ask them to share information where it has worked on other sites.

e. AGM (Part 2)

Following final part of bank transfer, AGM (Part 2) will be announced. MR to send email to committee for feedback. 4 weeks’ notice required for Members to attend and committee to agree on the agenda. Membership fees to be agreed and collected following the event.

3. Plot Update

Waiting List: 40

Vacant Plots: C, E, F, J, P

B1 will need council approval and KL to contact Uná to inform before it is offered to a new member. Created from an old compost area between Microplot B and Microplot C and will be designated Microplot B1

Microplot — still no contact. To give them a 21-day notice.

DC emailed members from vacated plots to return their key deposit.

Woodchip: Access required for the delivery of woodchip. Committee will be notified via WhatsApp for someone to get to the allotment to open the gate.

4. Maintenance Update

Lawnmower: Lawnmower was recovered by 911 Recovery and collected following police assistance. Other lawnmowers and grass box are still missing.

Shed repaired and lawnmower alarmed. Further improvements to be made to shed soon. Alarm donated by member.

Considering a tracker for use on the machine. MA will get options, prices and battery capacity.

MR contacted insurance company to cover the £190.00 release fee from 911 Recovery but will require our £100 excess first and will then refund £90.00 (£10 loss). Agreed by Committee not to proceed.

Polytunnel: This should be erected imminently

General Maintenance: Lawnmowers need maintenance. Strimmers also needing repair. Nothing else more serious. Front gate padlock did not work. Now back to normal.

Plumbing: Tap in the Hub exploded during winter. Needs a new tap. Plus, standpipe and repair to vandalised waterpipe.

5. Finance Update

Banking: MA has access to Credit Union Account. Cannot access online. Opening hours restricted (10.00-14.00 4 days a week).

MA is the authorised signatory on BoS Account and awaiting Welcome Pack with instructions on set up of online banking. No access yet.

Request for receipt books and previous accounts to be organised.

MA has given £50.00 from Credit Union account to DC for key deposit returns of vacated plots.

Expenses: MR owed £482.43 for running costs incurred and has £250 in membership fees. Large expenses this period were – £190.00 for the release of the Lawnmower and £89.59 for paint for nearly complete Tool Shed.

6. Newsletter Items

N/A until AGM

7. Ongoing Matters (From Jan. To review)

• H&S Manual – Future Project
• General Allotment Guide – Future Project
• Glasgow City Council website email address update – Ongoing
• Glasgow Sculpture placement – Sept 2023 – To be discussed in 2023

8. AOCB

Potato Orders: Members to be offered a link list of possible websites to visit for purchasing potatoes. The “Potato House” and “William Shearer” websites have a good selection. Suggest own purchases at committee at capacity.

Allotment Price Increases: Members have approached the committee asking for further information on the possibility of payments by instalment, and possibility of sale days towards fees. The Committee agreed the sale day idea would be better suited to membership fees if they continue following GCC changes next year.

KL to forward members GAF email relating to the open meeting Saturday 22/04/2023 at 14.00 and the questions raised. MA will try to attend. Committee agree a combined organisation response would be better via GAF.

Members will be emailed to ask for feedback for the Committee to send a response on behalf of Croftburn Allotment Members

9. Next meeting

4^th May 2023 at 18.30 hours by Zoom