Hazelhurst CSA Committee 2010-07-21

Hazelhurst CSA > Co-operative Committee > Committee Meeting 21st July 2010

Agenda

The agenda was sent to the list by Heather.

Notes

These notes were originally sent to the email list.

In attendance: Alison (minutes), Heather (facilitator), Marion, Ronin, Yvonne; Jo (observing)

Apologies: Darrell, Huw

1.Introductions

Introductions from all attendees for Jo’s benefit – focused on involvement in various sub-groups.

2. Ground Rules

Meeting agreed that these should be reviewed. (See Hazelhurst CSA Committee#Group_Agreement.)

ACTION: Alison to recirculate in time for next meeting.

3.Minutes of Last Meeting and Matters Arising

Minutes reviewed and agreed without amendment.

ACTION: All minute-takers to note that all future minutes should clearly identify actions, including owners of actions and timescales attached wherever possible.

4.Review of Public Meeting and Matters Arising

General review of valuable feedback obtained from the recent public meeting (5 July 2010).

Heather has circulated feedback from her ‘station’ (focused on content of boxes).

Confirmed that there is a volunteering opportunity at the field on Sunday 15 August 2010, 1000 – 1600. Ronin to co-ordinate. This should form the first in a regular set of volunteer days.

Confirmed that all attendees at the public meeting that expressed an interest in acting as Directors in the future have been invited to this meeting.

ACTION: All minute-takers to ensure that all future minutes are circulated to Darrell, Huw and those interested in joining as Directors (Fred, Jo, Nicola).

ACTION: Heather to pass questionnaires from Heeley Festival to Alison, for inclusion in summary of market research content, as soon as possible.

ACTION: Heather to source bus times information, pass to Chris for publication with location map on the Wiki.

ACTION: Marion to print questionnaires for Ronin’s use at various events, as soon as possible.

ACTION: All attendees generally to have questionnaires available, and to use them as much as possible, on an ongoing basis.

ACTION: Alison to receive completed questionnaires from others on ongoing basis and include in summary.

5.Reports from Working Groups

Business and Finance Group

Last met on 12 May 2010. The Group needs to be clear on the main income areas (hence gathering market research data) and main capital expenditure in the short to medium term (hence request for a list of items from the Land Development Group, and meeting with Huw to clarify Heads of Terms, etc.) Key questions are: what can the land produce? When can it produce it? What short-term (18 months) costs are there for land development?

We need to appoint a lawyer to deal with land purchase and negotiating those terms. Huw’s solicitor is drafting formal Heads of Terms.

ACTION: Yvonne to ask Sarah Blandy for advice on who to appoint, before next meeting.

ACTION: Chris to supply short biography to Yvonne for inclusion in business plan, as soon as possible.

The business plan is written in parts, although there are ongoing questions e.g. amount of energy to be put into exploring and referencing alternative funding streams, grant applications.

There was a proposal to defer some of the business plan content to Autumn 2010 or Spring 2011. It was agreed that we should present a draft business plan at the AGM in September 2010, then gather more information and therefore delay the share issue until November 2010/Spring 2011.

In the meantime, we should undertake a Skills Audit – what we have and what we need.

There was discussion about possible assistance from other bodies in terms of answering the expenditure questions.

ACTION: Ronin to check that we have 2 days of advice available from Making Local Food Work, as soon as possible.

ACTION: if the above is correct, Ronin to organise meeting between Making Local Food Work, Business and Finance Group and Land Development Group in week commencing 2 August 2010.

ACTION: Land Development Group to secure the planning spreadsheet for completion at the meeting.

ACTION: Land Development Group to provide information on suppliers as soon as possible.

ACTION: Yvonne to discuss possible help from Heeley City Farm with John Le C, Heather to follow up on this if necessary.

ACTION: Ronin to supply cash box to Alison at next meeting.

Setting up the bank account was discussed. In the light of the impending AGM (and possible change to Directors), it was agreed that documents should be prepared but the formal application should be deferred until the new Management Committee is formed.

ACTION: Alison to chase Alex Lawrie for formal paperwork re. set-up of the legal organisation, as soon as possible.

ACTION: Yvonne to complete bank account documentation as far as it is possible to do this, before AGM in September 2010.

Land Development Group

The Group has done some work on the costings for the expenditure ‘wish list’. This was given to Yvonne for use in the business plan.

The sign for the land might be made into an art project.

Ronin is looking into working with Engineers without Borders re. the water pump, but they may be too small.

Confirmed that the first employed post to be sought is Team Leader (Growing) with an annual salary of £19,000 - £23,000.

Oral History Group

Heather reported that she has written an article for the Insight magazine, and included information about the permaculture course (which is also advertised on the Wiki).

Also reported that we should have a presence at the Norton Show on 14 August 2010 – we should have produce and photos to advertise the project. A banner would also be good. Sheffield Renewables have display boards that might be available for use.

ACTION: Marion to supply to Heather, hard copies and electronic versions of photos, for use on stall and possibly on flyers, as soon as possible.

ACTION: Jo and Heather to work on a flyer for the AGM, to be available for distribution at the Norton Show.

ACTION: Heather to contact Sheffield Renewables re. display boards.

ACTION: Heather to contact the Show organisers to arrange for a pitch for us.

ACTION: Heather to mail round copies of interviews held by the Oral History Group.

6.Any Other Business

Sarah Golding wants to run a Plant Spirit Medicine course at the field in Spring 2011.

ACTION: Ronin to gather information about expectations (accommodation, water, etc. etc.) so that we can be clear on what might be required of us – by date of next meeting.

General discussion about getting more volunteers as Directors.

ACTION: All to solicit appropriate volunteers in the course of normal interaction over the next few weeks.

Ronin suggested that the question of animal husbandry could be re-opened sooner rather than later. Animals can be useful in many ways in the development and use of the land.

ACTION: All to reflect on this for the next meeting.

We need a specific fundraiser to raise money to purchase seeds.

ACTION: All to consider ideas for this in time for the next meeting.

7.Date of Next Meeting

11 August 2010 at 8.00pm at Yvonne’s house

Main items to cover working group activities and also preparation for attendance at the Norton Show on 14 August 2010.

Next meeting: Hazelhurst CSA Committee 20-08-11

Previous meeting: Hazelhurst CSA Committee 2010-06-26