120thMINUTES OF BOARD OF TRUSTEES
of SLEAT COMMUNITY TRUST (SCT)
Monday, December15th, 2014,
7.30pm Meeting Room, Trust Offices.
- ATTENDANCE:
Jane McDermott (JMD) (Chair),Rupert Allison (RA) (Trustee), Ron Johnstone (RJ) (Trustee), Angus Robertson (AR) (Trust Manager),Sharon Campbell (SC) (Administrator), (Hans Petri) (HP) (Trustee), Peter Roberts (PR) (Trustee), John Norman MacLeod (JNM) (Trustee), Margaret Colpus (MC) (Trustee).
APOLOGIES: Archie MacCalman (AM) (Treasurer).
ABSENCES:
- DECLARATIONS OF INTEREST: RA for items relating to Clan Donald Lands Trust (CDLT).
- MINUTES OF THE LAST MEETING:The 119thminutes proposed by RA,seconded JMD approved by board.
- MATTERS ARISING: Green Burials site visit was postponed due to inclement weather and will be re-scheduled for January 2015. JMD stated that board meeting discussions are to be confidential.
- STAFFING: JMD read Chris Marsh’s (CM) resignation to the meeting. The board discussed CM’s resignation. As an employee of Sleat Renewables Ltd, RJ will formalise and accept his resignation. Action 1: RJ to Action. The board decided a date of 30.1.15 for ceasing CM’s employment. AR has to discuss with CM writing up and handover of his existing workload. Action 2: AR to Action. The board discussed the next steps for SCT moving forward and the potential to find a replacement either full time or via job share. The board decided to wait until harvesting income and roading costs are known. JMD stated that if any staffing issues arise in the future the chair of the Trust should be informed to enable more support and discussions.
- FINANCE: AR circulated the cashflow statement. The board discussed month by month income & expenditure in-depth. The cashflow includes estimated income figures for harvesting as these are not yet known. Income has been included for the Broadband project based on 10 subscribers per month. AR informed the board that Sabhal Mòr Ostaig is willing to pay for woodchip in advance. The potential new £80K loan and its repayments at 8% have been included into the cashflow.
Loan Application: AR informed the board that the initial loan application to Social Investment Scotland (SIS) has been taken to the next level for approval. Triodos have offered loan facility at 6.5% variable rate but with a fixed rate of 8.3%. The board discussed. AR informed the board that a decision should be known in the first two weeks of January 2015.AR stated that any SRDP grants relating to trees and planting will have to be paid immediately to SIS as they are government funded. AR will ask CM which elements of the SRDP grants are for planting. Action 3: AR to Action.
7. SLEAT COMMUNITY TRUST (SCT):
7.1Membership Application:
Membership applications received fromCherry and Roger Williams of Ordwere approved by the board.
7.2Strategy, Governance and Staffing:
The board agreed the need for an opportunity to rethink and re-plan how the Trust is run. AR stated that Highlands and Islands Enterprise (HIE) will fund a facilitation day. AR has to send out a Doodle Calendar with potential dates for a facilitation day to all boards & staff. Action 4: AR to Action. RA offered to arrange the Somerled rooms at CDLT as a venue if required. AR has to arrange for the shop/post office to be closed for staff training on the day of the meeting. Action 5: AR to Action. All involved have to brainstorm and collect thoughts and feedback to AR prior to the meeting to enable a structure of ideas to be in-place. Action 6: AR to Action. The board agreed the need to streamline procedures and get concrete ideas actioned timeously. HP stated that trustees should be available to work alongside staff when the need arises.
7.3Housing Needs Survey:
AR informed the board that Housing Needs Survey report has been published and distributed. The report recommends a need for two bedroomed accommodation. The board discussed the potential to send RG to attend the Rural Housing Scotland Conference.
7.4Woodland Crofts:
A paper produced and provided by Ed Pybus was circulated to the board. JMD asked trustees to consider the document and feedback. RJ asked that the document be sent to the board of SRL. Action 7: SC to Action.
7.5HIE Meeting:
AR informed the board that he had had a meeting with HIE to discuss potential funding streams for future projects. HIE have subsequently offered 35% grant funding for projects and 100% funding for the Facilitation day.
7.6 Newsletter:
AR informed the board that it is hoped that the Newsletter be published by the 19.12.14. The board were asked to consider two final items for inclusion in the newsletter.
- Article “Know your crofting rights” included in the meeting pack. The board discussed the article. AR has to ask the article author to remove an ambiguous sentence. Action 8: AR to Action.
- If CDLT should be offered the opportunity to reply to the aforementioned article. The board agreed AR should ask CDLT to respond to the article by 17.12.14. Action 9: AR to Action.
7.7Sleat Community Council (SCC):
Included in the meeting pack were the notes from a Transport Forum meeting of 03.12.14. Representatives from SCC, SMO and SCT were present. An open public meeting is hoped to be held in January 2015 with service providers present. RA offered to attend the meeting on behalf of SCT. Action 10: RA to Action.
SCC will be hosting a meeting in the New Year regarding forestry. This meeting hopes to cover some of the issues raised by the community over CDLTnew forestry projects and the process involved with the Forestry Commission. SCT has been invited to attend.
7.8Housing Paper:
The board discussed the Housing Paper included in the meeting pack. The board agreed that as a matter of urgency the title deeds should be read to see if any burdens have been placed on the land before proceeding with this project. SC has to see if a copy is held in the office. Action 11: SC to Action. If no copy is held at SCT offices AR has to contact the lawyers immediately to gain a copy. Action 13: AR to Action. HP has offered to read the Title deeds to find any burdens. Action 13: HP to Action. The board discussed that huge land reform issues may be encountered.The need for thorough community consultation will be required.
SLEAT RENEWABLES LTD (SRL):
8.1Overview:
RJemailed the board bullet points from the SRL board meeting.
RJ informed the board that SRL have requested AR produce a SRL only cashflow statement for their meetings.
RJ stated that new directors are needed for SRL following the resignation of Mark Entwistle and Angus Venters. The board discussed.
8.2Woodfuel:
RJ informed the board that the split log business is progressing well but material available to maintain production is causing concern. The SRL board have approved the new roadline required for the next phase of harvesting.
Deer management:Night shooting is proving effective.
Emma Micski has presented a draft proposal to CM for a proposed forest school site and work on this is ongoing.
8.3 Kiln Project:
A proposal for a Kiln Project in Tormore forest has been received from Patricia Shone and circulated to the board in the meeting pack. The proposal discusses the potential to create an artistic hub in the forest. The board were asked to consider the document and feedback to SC who will collate the information and pass it on, thus enabling a decision at the next board meeting. Action 14: SC to Action. The board discussed the potential to include Bothies into the Kiln Project. The board discussed the potential to invite those involved in the Kiln Project to join the Trust or a subsidiary board.
SLEAT COMMUNITY TRADING COMPANY LTD (SCTCL):
9.1Shop Overview:
AR informed the board that the Post Office element is busy but shop sales are slow. Tricia Petri has been invited to attend the next SCTCL board meeting with a view to becoming a director.
9.2Broadband:
AR informed the board Calum Stiven(CS)has returned and the Broadband project is underway. AR informed the board he needs to provide for the network installationmore guidance for CS as Broadband is a key project. RBN are finalising the contract for SCT. CS is working on tender documents for the technical support/maintenance of the network. The project has a tight timescale with a timetabled completion by the end of May 2015, with power, backhaul, lease agreements and infrastructure being very involved and complex.
9.2Pumps:
RG is moving forward with the Fuel Pump campaign, with the launch of the new logo being imminent. RG has been applying to small grant funds and Awards for All. AR stated that the Awards for All application requires to be proof read before submission. JMD offered to do proof read. Action 15: JMD to Action.
10.VISIT SLEAT:
JMD informed the board that she is standing down as a member of the Visit Sleat Group. Tricia Petri is now a member of the group. A winter update newsletter will be issued to members. The new leaflet is in progress. The group will host a Made in Sleat exhibition again in 2015.
11. ENVIRONMENT:
PR informed the board that the programme of events has been organised and an update given for inclusion in the newsletter.
12. AOB:
The board thanked SC for the Christmas Night Out.
SRL will facilitate the technical matters relating to the forest upon CM’s departure.
The board discussed the potential for a tourist surcharge. JMD offered to investigate the legality of such a scheme. Action 16: JMD to Action.
SMO boiler – the board discussed the potential to source a local engineer for maintenance works. The board will garner feedback within the community. Action 17: All to Action.
AR asked trustees and all other attendees for input on Blue Sky Thinking prior to the facilitation day to stimulate conversation. Action 18: All to Action.
Date of Next Meeting:Monday 26th January 2015, meeting room, Trust Offices at 7.30pm.