November 2024 - Minutes​

Croftburn Allotments Association
Committee Meeting Minutes DRAFT

Date: Friday 1st November 2024
Time: 18:30
Facilitator: Maurice Randall (MR)

 In Attendance: Iain McMurtie (IMC); India Misick (IM); Andrew Thompson (AT)

 Apologies: Emma Laughland (EL); Gregory Metcalfe (GM)

 

1. Agree Minutes

  • 03/10/2024 Minutes agreed

2. Matters Arising

  • IM raised the issue of whether two attendees from a plot attending a communal day counts as two communal day attendances for that plot. It was agreed that moving forward if two plot holders from the same plot attend a communal day this will count as two communal day attendances for that plot, and that this will be noted on communal day records.

3. Secretary Update

  • IM has contacted all plot holders who haven’t attended enough communal days or committed enough communal hours this year and awaits responses. Any plot holders who have previously been in touch to say that they are unwell and cannot commit to communal tasks this year have been sent follow up emails to check in and see how they are doing.
  • Plot X have been in touch to say that they cannot attend upcoming communal days xxxxxxxxxx.
  • IM has contacted GCC with queries about rule changes and changing responsibilities for allotment committees. IM has also sent further allotment missives to GCC and plot release forms so that their records are up to date. No response has been received to either of these emails, and we still have no response from them on when they will be sending out allotment invoices. AT commented that the delay in invoicing will possibly lead to a hardship basis when two invoices appear in 2025. IM to send further emails to GCC to remind them to send out invoices as we approach AGM.
  • AGM email 1st notice sent on 31/10/2024.

4. Plot Updates

  • We currently have 32 people on the waiting list
  • Micro plots B1 and D are currently vacant. Plot 11 is also vacant.

5. Treasurer Update

  • Final balance for October 573.81
  • Credit Union 1 Account Balance £27.00 as of 31/10/2024
  • Credit Union 2 Account Balance £840.00 as of 31/10/2024
  • AT has received a letter from the bank to say that they are introducing account fees from 14th of Jan. AT to look into this further to find out what this means for us moving forward and the possible change to community account.
  • MR has started doing projected 2025 account sheets to look at how much money we will need for the coming year and whether we can afford to make any major purchases with the £573.81 left over in the account this year.
  • MR suggested that we could use some of this money to buy a hot compost bin. All voted in favour of buying hot compost for up to £480. This suggestion will be put to the plot holders for a vote at the AGM.

6. Maintenance Update

  • Members have been reminded about painting their sheds, and some members have raised concerns over issues with bad weather, however it was noted that we have had some dry spells recently so this should not pose a problem.

7. Ongoing Matters

  • There was some discussion over the new GCC rules, and how we abide by them moving forward. However the committee will need to await further clarification from GCC on this before we can take any action.
  • Proposed rule and constitutional amendments have been detailed in accordance with GCC rules and regulations. Updates will be put to the members at the AGM 2024 meeting.
  • Concerning rule 11.1 it was agreed that should the council reply the committee would enter into discussions concerning the keeping of hives on the site.
  • AT has volunteered to provide printing for the AGM 2024 meeting once MR has completer the documents and the committee has agreed on them.
  • IM will send AGM 2024 documents to the Committee Members for approval, then to all members 2 weeks in advance of the AGM 2024 meeting. MR and IM to discuss further.

8. AOB

  • IM to send out an email giving notification of vacant committee positions with last years minutes, the updated poly tunnel policy, updated rules and agenda for AGM attached at least 14 days prior to the AGM on 30th of Nov.

10. Next Meeting

There will be no further meetings until 2025. The date of this next meeting will be agreed following the election of the new committee at the AGM.