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Hazelhurst CSA > Co-operative Committee > Committee Meeting 7th March 2010
| www.hazelhurst.coop |
| Hazelhurst CSA |
| Events |
|
Time and Venue
2000 start at Alison’s house
Apologies
Agenda
- Matters arising from the last meeting
- See the meeting notes.
- Rules
- Outstanding issues from Alison.
- Action for Involvement Meeting Invite
- See the email from David and the date change email — it's now on 8th April 2010.
- Business planning process
- See also the Business Plan wiki page and the email from Gareth at CMS.
- Deciding our Objects
- See the Heeley-Meersbrook_CSA_Steering_Group#Principles_and_Purpose and the proposal from Gareth, the proposal from Heather and Chris, the revised proposal from Heather and the Somerset Rules version of Heather's revised proposal from Chris.
- Moss Valley Events
- Sat March 6th. 10.30 to 5.30 Industrials past of Moss Valley. Meet Ford Bridge Inn car park 10.30.
- 20th March 2pm Norton country club History of farming in the Moss Valley.
- Future meetings
- Committee meetings and public meetings.
- Masters in Environmental Management Dissertation
- Email from Donna about her dissertation involving research into Hazelhurst CSA.
- Point Blank Conservation Offer
- Email from Paddy regarding "Nature Conservation workers may be able to help you at the Hazelhurst site. This will be completely free of charge as it will be a good experience for them and in return for the work they do they can learn about organic growing and biodiversity."
Notes
In attendance: Alison (Minutes), Chris, Heather, Kerri, Marion, Ronin, Yvonne (Facilitator) Apologies: None
1. Group Agreement
Following the Consensus Decision-Making Workshop on 26 February 2010, Heather reported that a number of Committee Members had met to consider a draft Group Agreement for meeting conduct, and to clarify the purpose of the Committee.
Heather, Marion, Ronin and Yvonne had met, and also discussed inputs and outputs with Chris. Other members gave their apologies.
Heather presented a draft proposal which was discussed and subsequently amended. The following summarises the agreed first version of a Group Agreement, which is subject to further development over the life of the Committee:
Meeting Conduct
- Criticize ideas, not people
- Recognize our different abilities to contribute
- Think of the good of the Committee and the project
- Be courteous, be open, participate
- Accept constructive criticism
- Respect one another’s confidentiality
- All members are responsible for active listening
- The facilitator can check for understanding at any time
Meeting Procedure
- Members should raise hands to speak
- Minutes will be circulated within one week of the meeting.
A discussion on communication around Minutes and other outputs of the Committee, the circulation to private or public email lists, etc. would be welcomed at a future meeting.
2. Matters Arising from the Last Minutes (Meeting held on 26 January 2010)
It was agreed that the section relating to a discussion and agreement of the Rules to be used for the organisation should be amended. It was also agreed that the section relating to Gareth’s resignation should be clarified.
Any other outstanding items form part of the agenda for this meeting.
ACTION: Chris to edit minutes as agreed, and publish.
3. Rules – Outstanding Issues
Alison reported that she had contacted Alex Lawrie at Somerset Co-operative Services CIC regarding the adoption of the Somerset Rules. As a result, there are procedural matters to clarify and resolve, as follows:
- Confirmation of name: agreed to be Hazelhurst Community Supported Agriculture Co-operative Limited
- Registered address of the organisation: confirmed as Alison’s address. The Committee noted that it would be desirable to get a formal address for the land at some point.
ACTION: Kerri to look into the process for this with the Post Office.
- Cost of registration: previous indications from CMS were that they would cover this cost, as noted at this link.
- Chris has notified Alex of this, and CMS have confirmed they will do this, with an invoice being sent directly to CMS from Somerset Co-operative Services CIC.
ACTION: Alison to confirm with Alex whether this has been done.
- Mission Statement: the Committee agreed that no mission statement currently existed but that the Objects (see item 6 below) could fulfill this request.
- Any required amendments to the Rules for our organisation: it was agreed that Yvonne, Chris and Alison would take this work forward as a subgroup, with the expectation that the Committee would feed back to Alex what is wanted, and ask him to assist with the drafting of any amendments. These would then be discussed and endorsed by the Committee as a formal proposal, before being put formally to a public meeting for agreement and ratification, and onward transmission to the Financial Services Authority (FSA).
ACTION: Yvonne, Chris and Alison to take this work forward as soon as possible through a subgroup.
4. Business Planning Process
Yvonne reported that she had sent round a basic template for a business plan.
She has also shared some proposed objectives for this Committee (not the CSA as a whole), to take forward necessary work up to the first Annual General Meeting of the formally-constituted body. It was agreed that a date in late September 2010 for the AGM should be planned for.
The initial list of objectives is attached as Appendix 1.
Yvonne explained that the list proposes that work should be delegated to task-groups in a number of instances, with a ‘checker’ (i.e. a ‘buddy’ or ‘shadow’) being available to support the lead person identified. The list also identifies that in some cases, formal documents will be produced as a result of the work.
Discussion followed around the overall time-line and also the need for individual time-lines for some of the objectives, which are quite substantial in their own right. There are outstanding questions which will need to be fully considered due to the associated resource implications, e.g. Chris raised consideration of distribution of produce.
The overall content was also discussed, and it was agreed that the following items should be added:
- Communications, including IT infrastructure (Chris volunteered to lead on this)
- Engaging and utilizing volunteers
- Working Group liaison
- Development and publication of policies for use of the land, e.g. Health and Safety, Child Protection.
In the course of discussing the work of the Task Groups, it was clarified that Darrell’s consultancy time is offered for free up to the point of requiring formal input on using employees to undertake tasks. This has been formally agreed with Heeley City Farm.
It was noted that not all Objectives have a lead or a checker identified at this point, and that it is likely that people external to this Committee will be co-opted to lead or support some areas. In the meantime, Members agreed to reflect on the list, and provide feedback on what help they could offer.
ACTION: All members to review the list, and confirm their contribution and/or suggested nominations, by 15 March 2010.
ACTION: Yvonne to redraft the list once that feedback has been received.
5. Clarification on the Purpose of the Committee
Members reviewed the draft Terms of Reference and purpose provided by Yvonne. The following amendments were agreed:
- The remit of the Committee was not formally agreed at a public meeting, and therefore the introduction should be redrafted to read ‘We understand our purpose to be…’
- The agreement of an Options paper with Huw (regarding the purchase of the land from Huw’s company in due course) must be subject to ratification at a public meeting and/or through public consultation
- The phrase ‘To work with Huw and the Property Company with regard to the land purchase’ should be redrafted to read ‘To work with Huw to develop the land’.
ACTION: Yvonne to redraft the Terms of Reference and purpose to reflect these amendments.
6. Deciding on the Objects of the Organisation
Heather summarised for the Committee that there had been three proposals put forward for Objects for the CSA in the past, and no final position had yet been agreed. Objects are intended to capture the principles and purpose of the CSA in a couple of sentences.
Following discussion, it was agreed that Heather’s earlier proposal, with certain key amendments from Chris, should be accepted in principle. Heather agreed to circulate the Objects, Principles and Purpose for comment from members before the next meeting.
The current proposed Objects read as follows:
“The objects of the cooperative shall be community supported agriculture which aims to grow and distribute organic, healthy, affordable food for the benefit of the community using ecological and cooperative principles and renewable energy and through this contribute to a more resilient and inclusive food system for Sheffield and surrounding area.”
ACTION: Heather to circulate information.
ACTION: All members to review and feedback before 30 March 2010.
7. Dates of Future Meetings
The following meetings were tentatively agreed, subject to availability of appropriate venue(s) and formal notification of date, time and place.
Public meetings
Monday 10 May 2010 Monday 5 July 2010 Monday 20 September 2010 (Annual General Meeting of the Co-operative)
Committee meetings
Tuesday 30 March 2010 Tuesday 20 April 2010 Tuesday 4 May 2010 Tuesday 1 June 2010 Tuesday 29 June 2010
All Committee meetings will take place at 7.45pm for 8.00pm, venues to be confirmed.
8. Any Other Business
1) Future Meetings and Facilitation:
- Darrell should be invited to the next meeting of the Committee (30 March 2010), to report on his plans for the land (e.g. green manuring)
- Huw should be invited to the following meeting (20 April 2010), for mutual updates on progress
- Ronin agreed to facilitate the next 3 meetings of the Committee.
ACTION: Ronin (as facilitator) to issue invitations to Darrell and Huw.
2) Keeping Huw in the loop:
Yvonne agreed to email Huw regarding the legal responsibilities to go into the Heads of Terms, what the Committee is assuming will be agreed. It was noted that the Committee is acting as if the Terms are currently in place, and this should be formalised.
ACTION: Yvonne to email Huw regarding Heads of Terms.
3) Offer of volunteer support from Point Blank:
This offer was welcomed, whilst it was acknowledged that there was still planning to be done with Huw on what activities might take place in the near future.
ACTION: Chris to pass Point Blank offer on to Huw for his information.
ACTION: Marion to talk to Huw about what activities might take place in the next few weeks (e.g. small mammal survey) and which the volunteers might be able to support.
4) Masters Dissertation:
The Committee has been contacted with a view to providing input to a student’s Masters dissertation. Whilst the interest was welcomed, it was agreed that the Committee was not currently in a position to support the request.
ACTION: Yvonne to respond formally to the request.
5) Oral History project:
Heather reported briefly on the development of this project, and requested that it be set up as a working group of the Committee. Details of its work will be circulated to the wider group of interested people. She wants to discuss ways of feeding in information, and how others might take part. Heather also reported that there is a Moss Valley History of Farming meeting on 20 March 2010.
6) Library Showcase to provide information on Transition Project:
Yvonne reported that she had met with Susannah (Transition Burngreave) and they had agreed a basic display for the central library showcase. The display covers:
- issues
- Transition Sheffield information
- how to get involved.
Cards and leaflets are also being produced, and it is hoped that the display can be made in such a way that it is reusable (e.g. mount on foam board). Alison reported that the CSA does still hold a small budget, if some finance is required for this purpose.
9. Date of Next Meeting
Tuesday 30 March 2010, 7.45pm for 8.00pm Directors’ meeting Venue to be confirmed
Appendix 1 – Draft Objectives for Directors’ Group
| Objectives | Tasks | By When | By Who (Name) | Checked | Doc. Ref | ||||||
|---|---|---|---|---|---|---|---|---|---|---|---|
| 1.To formalise the Mission and Key Aims of the CSA | Draft Agree | March 2010 | Mgt.C’tee Lead: Heather | 2. To agree the legal name of the CSA | Propose, agree | January 2010 | Mgt.C’tee | ||||
| 3. To produce an Options position on the various ways to take the CSA proposition forward | TBC | June 2010 | MC | ||||||||
| 4. To explore and formalise the various legal structures appropriate for the CSA |
| April 2010 | MC | ||||||||
| 5. To constitute the CSA | TBC | April 2010 | MC | ||||||||
| 6. To work with Huw and the Property Company with regard to the land purchase | Title deeds; Finances Land registry | June 2010 | MC | ||||||||
| 7. To agree a draft Options agreement and legals | Legal advice Options agreement | July 2010 | Task group Lead Alison | ||||||||
| 8. To redevelop the land and look at issues regarding energy, permaculture, water, soil etc. | Surveys Valuation Design Soil development | Ongoing | Task group Lead tbc | ||||||||
| 9. To participate and advise on events and promotion of the CSA | Programme of events | Ongoing | Task group Lead Liz | ||||||||
| 10. To develop prospectus for share issue | Legal document | Sept. 2010 | |||||||||
| 11. To draft business plan | Research Market plan Financials Plans | Sept. 2010 | Task group Lead tbc |
Next meeting: Hazelhurst CSA Committee 2010-03-30
Previous meeting: Hazelhurst CSA Committee 2010-02-25
Hazelhurst CSA > Co-operative Committee > Committee Meeting 30th March 2010
| www.hazelhurst.coop |
| Hazelhurst CSA |
| Events |
|
Contents |
Time and Venue
7.45pm for 8.00pm, venue to be confirmed.
Apologies
Agenda
- Agenda
- Agree an agenda for the meeting.
- Notes from the last meeting
- To agree the notes from the last meeting and any matters arising not already on this agenda.
- Principles and Purpose
- See Hazelhurst CSA Principles and Purpose.
- Working groups
- Hazelhurst list
- When the hazelhurst list was set up it was used for almost all committee correspondence, now however most correspondence is being conducted off-list. What should the list be used for? Yvonne has suggested "important issues like agendas, minutes, documents, relevant key discussions, invitations, open meetings, task group reports, site maps, and all kinds of interesting stuff to both archive and represent the journey".
- Public meetings venues
- 3 public meetings are planned, Hazelhurst CSA Meeting 2010-05-10, Hazelhurst CSA Meeting 2010-07-05 and Hazelhurst CSA AGM 2010-09-20, the Grapevine Centre is available for these evenings, do we want to book it?
Notes
Following is a wiki version of the second version of the notes Alison sent to the list as a word document on 17th April 2010, the the first version was sent on on 5th April 2010.
In attendance: Alison (Minutes), Chris, Heather, Kerri, Marion, Ronin (Facilitator); Darrell, Huw
1. Report from Darrell
Darrell was invited to the meeting to provide an update on plans for the land, and to answer questions from Committee members. The following points were discussed:
- Darrell has a contact for green waste compost, which could be bought at a cost of around £18 - £20 per ton (including delivery). The quality of the compost passes the ‘100 standard’. Darrell plans to investigate whether it is possible to improve on this deal
- we need between 10 and 20 tons per acre
- the make-up of the waste would need to be reviewed to ensure that nitrogen levels conform to requirements, at the same time as ensuring that it contains the right sort of nutrients from e.g. deep-rooting plants
- Marion has researched the use of ‘quick-fix’ and ‘fertility-builder’ mixtures of green manure seeds, available at different prices
- any animal manure used will need to be checked for quality/acceptability also (e.g. pig manure has to be checked for copper levels; worming agents, antibiotics and e.coli are removed after 6 months of appropriate composting)
- soil investigation is important, because some areas of the land are better than others
- Darrell recommended that we trial-run some strips with planting at the end of the summer
- we may also choose to maintain some areas for movement around the land, to avoid compacting the productive land.
The intention should be to undertake subsoil ploughing when the land is dry, spread and then harrow the green manure, sow the seed, and then roll over it.
Darrell agreed to write a more detailed plan, however he will require some clarity from the Committee about what is wanted, where, etc.
2. Report from Huw
Huw informed the Committee that his plans for the small field are for no top-soil ploughing, some mulching and sheep grazing, with sub-soil ploughing when the land is dry. He may consider keeping some of the existing grass and clover because it makes movement around the site easier.
Huw confirmed that we will need to give instructions to the farmer as soon as possible if we would like him to assist with any work on the land (e.g. manure spreading).
Huw also confirmed that he has held successful volunteer sessions with Point Blank, together with Marion, to support the soil investigation. The next session will take place on Tuesday 13 April 2010.
Huw agreed to stay for the remainder of the meeting and contribute to the business if required.
3. Events on the Land
The Committee discussed the potential for events to be held on the land, and requested input from Huw, given that he has ultimate responsibility for what takes place on the land, health and safety, etc.
Huw clarified that he holds general insurance for use of the land, but not for big events. He felt that it would not be very difficult to change the insurance if necessary.
It was reported that Marion has a pro forma risk assessment which she has used for volunteer activity up to this point. The Committee discussed the need for such assessments for each event, and considered whether the Events Working Group has picked this up.
ACTION: Chris to liaise with Liz Roberts regarding this.
The Committee also considered that it would be appropriate to display risk assessments at the gate of the field, to ensure all users had access to them. Also, the Committee should maintain a file of all assessments, to ensure that it can demonstrate that legal responsibilities for health and safety etc. are being considered properly.
4. Working Groups
The Committee discussed the formation of various Working Groups, and the need for Terms of Reference and a formal Purpose for each of those Groups.
The following progress was reported
(1) Business Planning Group - Yvonne (lead), Alison, Chris
It has not been possible for the Group to meet yet. It expects to produce draft Purpose and Terms of Reference shortly.
(2) Conservation, Biodiversity and Land Development - Marion (lead), Ronin (second lead), Heather, Kerri
The proposed Terms of Reference are:
Draw up plans and costed options for developing the land for organic growing and biodiversity in collaboration with Darrell and Huw and advise the committee on these plans and options. To inform Huw of volunteers interested to work on the site and engage volunteers in conservation and land development tasks.
This group will include work on Permaculture principles, rather than there being a separate Permaculture group.
Marion indicated that she required some support in the drafting of the land management plan, and will make a first draft for comment.
ACTION: Marion to draft land management plan for further review.
A discussion about the arrangements for decision-making took place. Huw indicated that he sees himself as the steward of the land; he is willing and able to use the intervening time (before the land is bought from him) to develop the land in the right direction, but this would involve eventual cost to the Co-operative so the Committee (and subsequently the Co-operative once it is formally in place) needs to be involved in any decisions about the land from this point forward.
It was agreed that Huw should be formally co-opted to this Working Group, so that both he and the Committee can be jointly involved in all decision-making in the development of the land.
It was further agreed that the co-ordination of volunteers should fall into the remit of this Group, given Huw’s legal responsibility for activities on the land.
(3)Oral History Group - Heather (lead), Eva Maguire, Kerri
The proposed Terms of Reference are:
Interview neighbouring farmers and families to gain knowledge of farming practices past and present which can inform the CSA project and develop mutual understanding and cooperation between the coop and the local farming community. To share information with the management committee and land development group on an ongoing basis. Develop a project participation group of interested Sheffield and Norton/Moss Valley people to advise and engage with the project.
The Group wants to share information and tips from farmers, including past practices. Heather agreed to take up a slot at the next public meeting to publicise the work of the Group, and the development of a blog was also discussed briefly. It was agreed that any materials should be shared with the Committee, Darrell and and Huw.
(4) Communications Group
There has not been a Communications Group up to this point. The Committee recognised the importance of both organising its own materials and also publicising the Co-operative and the public meetings widely. The involvement of the Events Group could be useful in this respect.
ACTION: Chris to check with Liz to see if she wants to be involved in this.
Heather reported that Phil Shaddock from the Norton Parish Magazine wants to include bimonthly information on the project in this free magazine distributed to 4,000 households. The Group supported this, provided that it is a magazine distributed to all households in the area, not by subscription. Heather agreed to draft the first item, and share it with the Committee for comment. Thereafter, members will take it in turns to draft information.
ACTION: Heather to draft an item for the newsletter, for circulation to Committee members for comment.
5. Principles of the Group
Heather reported on progress on the finalisation of the Principles of the Group. Following input from responses from various members, and in particular input from Chris, Heather has amended the version initially circulated in November 2009, to include, e.g. employment at fair rates of pay and financial sustainability.
The agreed Objective reads as follows:
The objects of the coop shall be community supported agriculture which aims to grow and distribute organic, healthy, affordable food for the benefit of the community using ecological and cooperative principles and renewable energy and through this contribute to a more resilient and inclusive food system for Sheffield and surrounding area.
The draft Principles currently read as follows, and are open to comment from the Committee:
We aim to:
- Provide land for organic food production for the explicit purpose of a community supported agriculture project, for the benefit of the local communities of Sheffield and surrounding area
- For the medium term, focus on horticulture production
- Grow and trade healthy, affordable, organic food
- Use ecologically sound methods, minimize the use of oil consumption, and develop renewable energy sources.
- Develop the project in ways that protect and encourage biodiversity and wildlife
- Provide local employment at fair rates of pay
- Provide safe working conditions
- Work towards being financially sustainable
- Promote community involvement and engagement in food growing and distribution promoting a sense of community around the project
- Promote education in projects running on the site emphasizing the importance of localizing food production
- Be fully inclusive. People from all backgrounds, abilities, income groups and experiences are welcome to join. This applies to employees, volunteers and members.
- Be transparent in our affairs, make decisions on the basis of consensus wherever possible and strive towards social justice.
- Promote community supported agriculture to other communities and farms, learn from established CSAs and in the future share our learning (both economic and farming).
- Work co-operatively with neighbouring farms and other enterprises that share our principles.
The Committee will formally agree the Principles at the next meeting and members should provide any further comments by email prior to that date.
ACTION: All members to review current draft and provide any comments via the email list, prior to the next meeting.
6. Communications
Chris clarified for members that the committee@hazelhurst.coop list is private, whilst the Hazelhurst@lists.transitionssheffield.org.uk is archivable and searchable. The email interchange only goes to members, but all material is then archived publicly so is available to all who wish to review the material. Using this list makes information easier to find, which means it’s easier for non-members to know what’s going on and to learn from the Committee’s experiences. Particular pieces of information can be extracted and put onto the Wiki.
Some updates would be required for the wider email circulation list, and this might be a matter for the Communications Group to agree.
Chris was thanked for clarifying the position. Members agreed that the public list would be used in future, with the knowledge that all content is subsequently available to all. The private list will be used for interactions where private information (e.g. contact details) is shared.
7. Any Other Business
1) Venues for Forthcoming Meetings: Chris confirmed that the Grapevine Centre is available for all dates.
ACTION: Chris to confirm booking of the big room for the public meetings identified in the last meeting.
2) Map of the Field: Chris reported that Ordnance Survey are releasing some maps for public use on 1 April 2010, and he will put a map of the field onto the Wiki once they are available.
ACTION: Chris to publish map of the field once available.
3) Postal Address for the Field: Kerri reported that she has investigated this. The Committee needs to provide a map of the location to the Council, and the Council must agree to the address being given. It’s likely to be called Big Pond Field, Hazelhurst Lane. However, Kerri agreed to verify the name of the field with the farmer.
ACTION: Kerri to confirm the field’s name and to take forward the request for a postal address.
Huw confirmed that he could provide the official field number for the Committee’s information.
8. Date of Next Meeting
Tuesday 20 April 2010, 7.45pm for 8.00pm Directors’ meeting Venue to be confirmed
Next meeting: Hazelhurst CSA Committee 2010-04-20
Previous meeting: Hazelhurst CSA Committee 2010-03-07
