Minutes of the Kilfinan Community Forest Company Board of Directors, held at the KCFC
offices, Tighnabruaich at 7.30pm on Tuesday 24th August 2010
Attendees:
Stuart Jack
Andrew Graham-Weall
Penny Graham-Weall
David Blair
Ian Holt
Vanessa Barlow
Roger Smith
Sara MacLean
Jean Donaldson
INTRO
Apologies
Apologies were received from Kristin Leicht, Iain Gamage and Rob Blair.
Welcome
Stuart welcomed the group with a quick recap of meeting etiquette such as time-keeping,
professionalism of approach and an awareness of responsibilities that being a member of
the Board carries.
Minutes of Previous Meeting
The minutes were proposed as correct by Stuart Jack and seconded by David Blair.
Matters Arising
Brainstorming Session
This was felt to have gone extremely well but that a further session was needed to
consolidate the ideas and look at the logo. A date will be proposed to the Board as soon
as possible.
Ads, posters and flyers for next market
Advert for the market went into the Dunoon Observer last week, posters and flyers have
been available in the locality. Lots of folk have popped into the office for information or
have been reading the information displayed in the office windows.
Spec for all abilities trail
This is near completion and mini-digger contractors are being approached to tender for the
work.
PPE Sign off Sheet
Draft copy has been created. Jean asked Ian or David to have a look and check that it was
appropriate. David asked that the team’s wet weather PPE should be added to the list. AP
Bus Timetables
Andrew passed these to Sara and they are now in the office for the local community
should they be required.
Letter for Woodfuel Workshop
Letters have been sent to all who have registered an interest in woodfuel through the
WATCH forms. Flyers and posters will be up shortly and an advert has gone into the
Dunoon Observer this week.
Treasurers Report
No report was available for this meeting. Roger discussed the valuable skills and strengths
of the Board members and felt that they could potentially spread the responsibilities for the
project more fully amongst the group. Roger will develop a comprehensive project and
financial plan which will enable him to deliver a detailed quarterly financial report. This will
ensure transparency and accountability in all aspects of the project. It will also allow us to
timeframe the developments required to complete the project, report clearly to the public
and our funders and evaluate our performance. AP
David asked if we should also be reviewing the Business Plan and Roger agreed that this
would be beneficial whilst looking at the next 18 months activities. This information can be
pulled out of the existing business plan.
KCFC MANAGEMENT
Office Bearers and Responsibilities
It was clarified that the Chair was a rolling position within the Board. It has been facilitated
by David and Andrew previously and Stuart was chair for the current meeting.
Penny Graham-Weall resigned as Treasurer. Roger Smith was nominated for Treasurer
and seconded by David Blair. Roger accepted the Treasurers role and was thanked by the
Board.
Jean was nominated as Minutes Secretary for Board Meetings, a role which she is already
fulfilling.
Penny asked if Michaela Hunter would consider a fuller involvement in the project given
her huge knowledge. David confirmed that Michaela is maintaining her role as Company
Secretary to ensure all legal responsibilities are met and that she has been and continues
to be very involved in the Allotments group.
Roger discussed the fact that we need a dedicated funding officer given the short life of
the Climate Challenge Fund (CCF) funding and that this would be a full time role.
Roger suggested that we should look at sub-groups within the Board to take responsibility
for key aspects of the project.
Employees Roles and Responsibilities
Roger will meet with Sara and Jean to discuss their respective roles and responsibilities.
Jean raised the issue of her hours and the best use of her limited time in respect to having
a presence in the office on a regular tri-weekly basis whilst fulfilling out of office obligations
such as Board meetings and markets. Roger suggested that she prioritise her
administrative role and drop the monthly markets. This was discussed by the Board and
agreed. Jean asked that the Board adequately support Sara on market days and ensure
she has help throughout the whole of the morning.
VAT Registration
Iain Gamage’s accountant has clarified that it is not yet relevant for us to be registered for
VAT as we have no income at present. This can be re-visited when we start trading.
Marketing and Communications Strategy
Sara was hoping that there would be a brief report from the Brainstorming Meeting on
23/08 as we are holding back on several key activities until we have a clearly formulated
‘message’ and/or logo. The Board discussed and agreed the need for us to move quickly
in respect of banners and/or signage for the office as well as press release to update the
community more fully with our activities and keep our profile high. It was agreed that the
next Brainstorming Meeting should be as soon as conveniently possible and a date will be
proposed and circulated once Iain Gamage has returned. It was proposed that a
Communications/Marketing sub-group headed up by Iain should be formed to look at
heading up press releases, building media relationships and communication tools and
methods.
Other Company Business
Sara has been emailing regular reports to the Board regarding ongoing developments and
project progress. She has had a very limited response and small amount of feedback and
asked if she should continue to disseminate these reports. This was discussed and it was
agreed that she should continue. Sara asked if she could have more feedback from the
Board as this was both useful and constructive.
CLIMATE CHALLENGE PROJECT
Site Development
Sara has put together a folder with all the quotations and spec regarding the site
development.
Sara and David have been on-site and measured out all the specifications for the site
services to enable them to cost and order all relevant cabling and trunking and put
together requirements for the tendering process for major works still in the pipeline.
Sara explained that the timescales for all the services to be installed from receipt of
payments and agreements to the suppliers takes about 8-10 weeks, but that things are
well underway and services (electricity, water and phone) will be up and running soon.
It was discussed that we need to find out the legal requirement for the backfill content for
the electricity cable trench, as this will be checked by Scottish and Southern Energy during
installation.
The British Telecom cable will be delivered within the next two weeks. We are responsible
for laying the cable and once this is completed the engineer will come and connect us to
the network.
All aspects in respect of requirements for the services to be clarified and quotes pursued
by various contractors. AP
Stuart suggested a large site plan displayed in the meeting room, with specs and locations
of all services marked, would be invaluable in allowing us to see how things are
developing and enable the Board to start planning and time framing the work necessary for
the next two to five weeks. This was discussed at great length, the work activities and
resources identified and a draft plan developed. This can be reviewed and updated at
each Board Meeting to allow the project to keep developing in this key phase. Jean will
consolidate this information into a document and forward to the board. AP
Sara will be meeting with Neil Blair on 25/08 regarding a quote for the mini-digger work.
She has been trying to contact other local mini-digger contractors with little success. The
Board suggested several other local contractors who might be approached. Sara will follow
this up as a matter of urgency and get quotes to the board for consideration.
Forestry Operations Team (FOT) Update
Stuart proposed that the FOT Supervisor needs a comprehensive work plan for the next
two weeks with alternatives built in to accommodate weather or delays in other aspects of
the site development. This was discussed at some length by the Board, the activities
identified and a draft plan agreed. As with the Site Development plan, this can be reviewed
and updated at each Board Meeting will allow clear guidance for the FOT supervisor. Jean
will consolidate this information into a document and forward to the Board. AP
It was identified that in order to complete the work plan and other aspects of the site
development the FOT will need some additional tool and equipment supplies. The tools
and equipment required for the team were identified by the Board and Stuart will order
these as soon as conveniently possible. Jean recommended that we put together a full tool
inventory once the new tools and equipment has arrived and that tools should be labelled /
marked up as property of Kilfinan Community Forest. Lockable storage is required for this
equipment. AP
AOCB
Vanessa asked to be informed when the date of the Polytunnel erection is confirmed as
she is keen to assist with this.
Stuart asked for confirmation of this date to be agreed as soon as possible in order to
further clarify the FOT activities plan. David will contact the Polytunnel contractors. AP
Sara passed out information regarding the IGNITE course about setting up a small scale
woodfuel business. This is on 29/10, £130 at Inverary. It was suggested that a Board or
Staff member attend. A place will be booked and individual be decided at a later date. AP
Sara asked the Board to consider whether she should attend the forthcoming CCF
networking event on Islay. The Board agreed to Sara’s attendance.
Sara asked for the Board to consider a holiday request for either the first or second week
in October.
Date of next meeting – Monday 6th September, 7.30pm, KCF Offices Tighnabruaich.
PLEASE NOTE – any agenda items not covered in this meeting will be rolled over to the next meeting
Meeting Ends
Action Points List
Develop Project/Financial plan
Add wet weather PPE to PPE sign off sheet
Requirements for the services to be clarified and quotes pursued
by various contractors. DB SJ & SM
Site Development Draft Activities Plan for Board
FOT Draft Activities Plan for Board
Contact Polytunnel Contractors to clarify erection date
Book IGNITE course
Inventory for new tools/equipment, mark up and lable
RS – ASAP
JD – 30/08
DB, SJ,&SM
JD – 30/08
JD – 30/08
DB - ASAP
SM – 06/09
JD/FOT (on delivery)