Item

Action

Due date

1

Apologies:         as above

 

 

2

Minutes were accepted for accuracy by JM.

 

 

3

3.1

 

 

 

 

3.2

 

 

Matters arising from the minutes of the last meeting 17.11.11.

Community Development Fund Award. Members had been asked for suggestions of equipment to purchase on this fund. Only suggestion to date was for a mulching lawnmower. After some discussion it was agreed to get quotes for a smaller Rotavator for the site. Application needs to be in by 22 Feb. BM offered to get pricing this weekend and send to JB.

Printers had let us down regarding the car park signage. New source will be found. In the meantime BM has kindly provided a temporary sign indicating Private Car Parking.

 

 

 

 

BM

 

 

JB

 

 

 

 

 

20/02/12

 

 

15/03/12

 

4

Membership: JM advised that there are 48 members on the books.39 plots have been allocated. Discussion followed to allow JM to update records as to new members who have paid the late joining deposit and who still has to pay. £10 from new member Karen Nelson was given to the Treasurer. MM provided an update on the ongoing clearance of ground to provide additional plots. There are currently 2 plots ready to be worked and additional clearance will free up more ground.

 

 

5

 

 

Financial position: Treasurer AWBD informed members that the current bank balance is £4221.81. A detailed income/expenditure report had been provided to TM to aid with funding activities.  Grants from Awards For All (£10,000) and the Co-op (£2000) were received in November.

 

 

6.1

 

 

6.2

 

 

 

 

 

 

 

 

 

6.3

 

 

6.4

 

 

 

6.5

 

 

 

6.6

 

6.7

 

6.8

 Funding: TM  began by indicating to the committee that he intends to stand down as fundraiser at the May AGM and will work with whoever will take this on over the next 3 months to achieve an effective handover.

 He updated the committee on the current situation and gave members a breakdown of our income and expenditure from April to Dec 2011.

Leader Claim 5 was submitted in November but more detail had to be provided following a change in ruling from Leader in October which we had not been informed about which now requires 3 quotes for ANY expenditure to show best value has been obtained. This has been provided retrospectively for the November invoices on the claim.

Claim 6 can be submitted once we receive the latest statement from the Bank. This will complete the Leader funding. The Leader Phase 2 application can now be completed and submitted.

TM asked for clarity on any outstanding invoices to be paid and was informed of £887 approx still to be paid for fencing work carried out over the Christmas period. It was agreed that this should be paid as soon as possible.

It was agreed by the committee that all future spending is agreed in advance and that 3 competitive quotes are obtained. This is a requirement for all spending irrespective of the amount and documentation must be provided to the fundraiser to support this.

JB advised that CSGN had rejected our application on the grounds that no trees have been planted. A response will be sent informing of our treeplanting in 2011 and the receipt of 420 trees from the Woodland Trust in March this year for the Jubilee Project.

Renfewshire Leader declined our application for funding based on our new memberships from Lochwinnoch.

Other new sources  for funds will be sought to supplement the work required on site this year to complete the core requirements.

AWBD highlighted the amount of work being done by TM. This was supported by BM and thanks were proposed to TM by the committee.

 

 

 

 

 

 

 

 

 

 

 

 

 

MM

 

 

ALL

 

 

 

 

JB

 

 

 

 

 

 

 

 

7

 

 

7.1

 

 

7.2

 

 

7.3

 

7.4

Site update: Work in Progress

IC provided a proposed schedule of works and outstanding costs to complete each job. Discussion followed to decide the priorities.

It was agreed by the committee that the materials required to complete the fencing work should be purchased. IC will provide 3 competitive quotes on the pricing (approx £650) and purchase the material.

It was also agreed that securing the entrance to the car park is a priority. MM will get costs and pricing for using a chain barrier, a lockable post, and a gate so that members can decide which should be purchased.

The issue of water run-off into an adjoining garden and path has been investigated.

Discussions followed about getting members to commit to volunteering to help out with any of the jobs on hand and also with general maintenance on the site. This has been discussed before and proposed that it should be a condition of membership to contribute a number of hours per month or be available to help out on specific tasks.

It was agreed that it should be stated in the tenancy agreement that voluntary help is required on the site.

Various formats were proposed although no final decision was reached about how we get members on board with this.

 

 

 

 

 

IC

 

MM

 

 

 

 

 

 

 

 

JM

 

 

 

 

 

22/02/12

 

22/02/12

 

 

 

 

 

 

 

 

15/03/12

8

Site Security: MM provided a summary of the damage caused by the recent break-in at the Portacabin on the site. Small items were taken.

The cabin has been secured. The Police were informed and came on site.

Concerns were raised by members about the access to the site from the back gates of the adjoining houses. This is under consideration to see if we can create a separate boundary on that side of the site to prevent access. The Community Police have been appraised of the situation by Cllr Dickson.

 

 

9

 

 

 

 

 

Events: JB proposed a BBQ in June to celebrate the Queen’s Diamond Jubilee. She also suggested that in order to raise funds for general running costs a Small Events Organiser should be appointed by the committee as more income generating events will need to be organised. Volunteers were asked for.

JB will apply for funds to support the BBQ in the meantime.

 

 

 

 

 

JB

 

 

 

 

 

22/02/12

10

10.1

10.2

 

 

10.3

 

 

 

 

10.4

AOB:

Items raised by BM had been discussed under the site update.

JB informed members that our application for 420 trees from the Woodland Trust Jubilee Woods celebration was successful. Delivery is expected early March. Further details will be circulated when confirmed.

Moorpark Primary has been awarded Lottery funds to set up a small garden. Mrs Monk has requested advice and support from GVAA to get the garden started. It was agreed that a joint approach with the Horticultural Society might be appropriate. MM will contact Willie Turner and take this forward. JB will inform Mrs Monk.

MM, Chair, thanked everyone for their attendance and input to the meeting.

 

 

 

 

JB

 

 

MM

JB

 

 

 

 

 

 

 

17/02/12

11