Croftburn Allotments Association
Committee Meeting Minutes

Date: Thursday 12 Jan 2023
Time: 18:30
Facilitator: Maurice Randall

In Attendance: Ingrid Shearer (IS); Kelly Lamb (KL), Iain McMurtie (IM), David Cooke (DC); Mark Aston (MA), Maurice Randall (MR); Judith Paton

Apologies: N/A

1. Approval of past minutes:

Previous minutes for Tues 01 Nov 2022 to be read and agreed via email/What’s App

2. Matters arising

• MA was elected as Acting Treasurer by the committee and will be put forward to the members at the second part of AGM 2022 in 2023.

3. Plot Updates

• Vacant plots – 0
• Waiting list – 31

DC described that there had been one new enquiry and there are currently 3 plot holders which have left but “officially” these plots cannot be handed back as the key deposit money cannot be accessed to allow return. DC awaits response from GCC re: plot holders leaving. MR stated that everything is on hold until the bank account has been set up.

3.a. Council Appeal Update

Council Appeal re: Plot –. DC noted that GCC have noted a response and will make a decision in due course. There has been no reply to date. And this has been delayed for 4-5 months.

3.b. Plot —

Plot — needs additional time to improve their plot.

3.c. General

There may be a requirement to change the way that inspections are undertaken, If GCC changes the criteria then this will impact the way that plot — is managed. MR stated that inspections are on hold until issues are resolved with GCC.

4. Maintenance Update

• MR noted the water pipes had been cut due to vandalism. A standpipe needs to be replaced.
• Suggestion to put wildflowers in the currently wild bottom right corner. KL to donate wildflower seeds.
• MR has created a list of outstanding jobs which in maintained on Google drive. MR will share the document(s) and comments can be made.

5. Finance Update

• A bank account is required to be put in place and the missives are required as a matter of urgency. The bank balances are required as this will enable MA to progress. Two accounts could be created with RBS as an alternative. Key deposits are required to be ring-fenced and utilized only for repaying key deposits.
• MA raised ethical considerations in choice of bank and suggested Bank of Scotland as the first choice.
• MR stated that in the interim he had spent £249.36 (amended as stated at the meeting) out of pocket for running costs for the allotment.

6. AGM

• Minutes: DC to prepare minutes from the AGM. MR raised the point that the core of the committee membership was not complete so the meeting could not continue and other matters from the agenda could not be discussed.
• Fee Change: MR proposed to keep to 2022 fee for 2023 and not implement change as this had not been agreed at the last AGM. DC highlighted the need for discussion at the next AGM which should be held as soon as possible. MA highlighted that if raised this would mean that fees were at the higher end of the membership fees in Glasgow. DC highlighted that fees had been raised by £5.00 in 2022. Consensus to keep the same. Decreasing the fee by £10 would incur a loss of roughly £600 p.a.
• Missives: Discussion was held around the missives and the requirements for the new bank account to be opened before fees could be collected and banked. MR stated that the AGM will not be scheduled until after the bank account is opened. DC mentioned chasing up GCC for the missives as emails had elicited no response.

7. Newsletter Items

N/A

8. Ongoing Matters

• Potato Order: DC discussed that the potato order had to be received by GAF on the 13 Jan 2023. DC highlighted need to define payment as currently access to funds in not possible. MR volunteered payment, to be reimbursed following access to funds. The committee will make the order. MA pointed out that GAF was good for specialty potatoes.

• Handovers:
  • DC will handover documents to KL. MR to facilitate transfer of Secretary email accounts.
  • MR will discuss with MA regarding the setup of the Acting Treasurer role.
  • MR to discuss the Maintenance Officer role with IM.

• GAF: Kate from Trinley Brae allotments had been in touch with regards to arranging a visit for their Potato Day. An invitation was made to engage in cross pollination of ideas between the sites. MR had identified a site with a wormery that was of interest. Discussion on the Consultation Event was held, and interest was noted on the outcome of the event.

9. AOCB

• MR to send out a email and notification of KL as secretary and MA as newly elected Acting Treasurer. KL raised social media and MR mentioned that some plot holders did not want their plots to be included.

10. Next Meeting:

Thursday 02 Feb 2022, 18.30hrs by Zoom