October 2024 - Minutes

Croftburn Allotments Association
Committee Meeting Minutes DRAFT

Date: Thursday 3rd October 2024
Time: 18:30
Facilitator: Maurice Randall (MR)

In Attendance: Iain McMurtie (IMC); India Misick (IM); Emma Laughland (EL); Andrew Thompson (AT), Gregory Metcalfe (GM)

Apologies: none

 

1. Agree Minutes

  • 29/08/2024 Minutes agreed

2. Matters Arising

  • Trudy has kindly organised further wood chip deliveries and completed the painting of the woodwork around the Toolshed and Hub. IM to send a note of thanks.
  • Defunct strimmer has been stripped down for parts and left in lock shed.
  • The lawnmower has been repaired and is now working.
  • The strimmer which was ordered by MR should be arriving tomorrow, but he is awaiting an update from the supplier.
  • Plot holder Annie had said she could do a flower arranging demonstration at the next communal day, but this has not been confirmed. MR to chase this and see if it is going ahead on Saturday.
  • The committee needs to agree on the AGM date. Saturday 30th November has been suggested and agreed on. MR to book venue and IM to send out notice to plot holders.
  • Plot holder Annie had offered to do a flower arranging demonstration at the next communal day, but this has not been confirmed. MR to follow up. Committee agreed £50.00 toward flower purchase for either this communal day or for the proposed meet-up in December. Andy to pay receipt once flowers are purchased.

3. Secretary Update

  • There were some issues with emails to members not getting through, and IM received several notifications of undelivered emails. All of the recipients have subsequently been contacted. Those members who are not responding to emails will be sent a text message for clarity. MR to check email settings and follow-up with the Secretary and Membership Secretary.
  • GCC have still not responded to our query about keeping bees and chickens despite a follow up email. 
  • GCC have only just replied to an email sent in July regarding Missives, and have followed up with some queries which are in the process of being resolved by EL and IM. Invoices have still not been received from GCC.

4. Plot Updates

  • There are currently 33 people on the waiting list
  • EL is waiting for plot release forms for plot X and X
  • We have new members for plots X and X
  • Micro plots B1 and D are currently vacant
  • EL has contacted plot X via text as it has been 12 weeks since they joined with no work done to the plot. Following a discussion, the  committee voted to terminate their membership. EL will notify Plot X.
  • EL to contact plots X, X, X and X to see how they are getting on.
  • Plot X have laid some X, but the plot is still overgrown.
  • Plot X, but the committee is concerned that the plot is very overgrown. EL to get in contact with X to put together a plan for how to improve the plot.
  • Plot X is looking quite overgrown, but have responded to email from EL to say X and they will get to the plot to do some work soon.

5. Treasurer Update

  • £51.12 was raised on the Communal Day from Members kindly contributing jams, cards and fresh veg. This was deposited on 11/09/2024 by MR.
  • In September 2 deposits were made, and no deductions.
  • Current balance is £645.43
  • Credit Union 1 Account Balance £9.00
  • Credit Union 2 Account Balance £850.00
  • £30 deductions still pending, and MR is owed £49.82
  • Accounts year end will be closed at the end of October to be prepared for the November AGM.

6. Maintenance Update

  • IM to send out an email reminding members to paint their sheds.
  • Ways to compost green material from the allotment need to be considered to avoid members using their vehicles to remove green compostable material that could be used back on the allotment site.

7. Ongoing Matters

  • The volunteer inspection guidelines have been completed by MR and all committee members are happy with them. These will be sent out to volunteers who will complete the next inspection in 4 weeks time.
  • At the latest members meeting members requested that the polytunnel policy be amended to allow for microplot holders to keep larger plants in the polytunnel long term rather than just seedlings. MR will amend the polytunnel document accordingly and this will be re-issued to members to be voted on at the AGM in November. 

8. AOB

  • MR will not stand for re-election at the next AGM following his 3 years as Chairperson and is willing to assist with any handover to the end of December should the Committee and incoming Chairperson require it.

9. Next Meeting

TBC via whatsapp at 18.30hrs week beginning 28th Oct