Minutes of the Kilfinan Community Forest Company Board of Directors, held at the Burnside office, Tighnabruaich at 7.30pm on Monday 27th September 2010

Attendees:

Vanessa Barlow

Rob Blair

David Blair

Iain Gamage

Andrew Graham-Weall

Michaela Hunter

Stuart Jack

Kristin Leicht

Sara MacLean

Roger Smith

Apologies

Peter Black

Penny Graham-Weall

Ian Holt

Welcome

Stuart Jack welcomed the group and Robert Borruso and baby Lisa for coming along.

Minutes of Previous Meeting

The minutes of the previous meeting were proposed as correct by Vanessa Barlow and seconded by Kristin Leicht.

Matters Arising

Office Housekeeping – the board agreed to ask Linda if she is still available to clean the office. AP - MSH to call Linda.

FOT tax query has been resolved and tax is now being deducted.

Treasurers Report

RS with set up accounts with Jean on Wednesday and reported that there were £24,848 in COOP and £14,694 in RBS at 20th September.

AP - MSH will give RS the coop signature change form.

AP - RS will get accounts on spreadsheets and will get new reportage in place for next meeting.

AP - SM to send RS the current CCF batch.

KCFC Management

Community Energy Scotland (CES) Offer – Robert Borruso

KwH = Kilowatt hours

FiT = Feed in Tariff

Robert Borruso have a 10 minute brief of the potential of installing a 4kw system using photovoltaics (PV) and forecasted levels income which could be generated. David Blair explained that £5160 is currently available from CES to develop PVs in the forest and this does not exclude the group from benefiting from FiTs. Robert explained that even if the group borrowed £15k to install a 4Kw system we would still gain £1,600 in the first year which is index linked and cumulative year on year. Robert said this would be of great benefit to the income of the community company. Roger Smith said that we would need to be clear how this would benefit the wider community and justify the expenditure on that basis. The board agreed to discuss this at the first Strategy meeting to be arranged as soon as possible.

Iain Gamage also suggested that the board consider the exploration of other renewables such as wind energy and micro-hydro. The board thanked Robert for making time to present this information.

Marketing

KCFC Logo

Andrew Graham-Weall gave the board samples of potential logos and the board agreed on the green logo which he will send to Iain Gamage.

Promotion

The board agreed that a sub-group needs meet up to discuss our house-style and promotion of our work. The display boards have been received. The subcommittee volunteers include RS, IG, MSH, SM . A meeting will be arranged on Wednesday morning at 1100 at Burnside offices to discuss the following:

  • Include foodie stuff at next market
  • Agree signage and banners
  • Community newsletter and Public meetings (Roadshow).
  • Signage at markets for Sara’s stall.
  • Markets/Schools
  • Agenda items to Michaela
  • Agree front office signage (Geoff Newton?)

Income Generation

Woodfuel

Sara confirmed that the woodfuel sacks have been ordered and will be delivered this week. Vanessa commented that the current chainsaws being used by the FOT team are not suitable for current woodfuel processing. Vanessa offered to research what chainsaws are required for this and procure one for the FOT team. She also noted that Strachur sawmill may have an unused logging machine and will check this out.

The board agreed that part-seasoned split logs should be sold at the following rates. 10kg bag is £3 - 25kg is £7.50. Customers can only pick up at the forest site and will be asked to return bags. They will pay at the office and then pick up their woodfuel direct.

Michaela said that there was still an outstanding budget to conduct a woodfuel study and offered to get quotes for this.

Public Funding

Roger explained that the group now urgently need to start to consider how we are funded after CCF at end March 2011. Michaela informed the board that the group had already begun discussions with the Scottish Council for Voluntary Organisations (SCVO) to submit an application to the Rural Priorities funding stream of Scottish Regional Development Programme (SRDP). David confirmed that the deadlines for submitting applications by 8 Nov 2010, which goes to RPAC 3-11 February.

The board recognised that we need the following information:

  • access to mapping resources to develop a forest plan.
  • Update Business Plan for the SRDP application and for the Forest Plan consultation to the community.

The board agreed that a subgroup is set up to comprises IG/RS/MH to progress this which will work closely with the Forest Design Plan being conducted with David Blair and Dan Gorman.

Implementation Groups

  • Allotment Group
  • The board agreed that the allotments group can manage their own budget. SJ DB and MH will work together on this and meet tomorrow morning on the forest site.
  • Vanessa mentioned that the Kings Court lads want to volunteer (for a small donation) to help with the work. Vanessa will coordinate this and help out on site.

Office Setup

  • The main desktop is set up and ready to go. MH will load up the main documentation required onto it.
  • IT equipment is now set up.
  • Vanessa has chairs to bring.
  • Sara has procured a moisture meter and a compost thermometer
  • the toilet block is still outstanding until mains water is finalised and installed.

CCF Update

Sara updated the board and agreed that a meeting involving SM/SJ/DB with MH in attendance was required regarding site development and the all abilities access.

  • Need to finalise the specification and instruct three quotes for the all abilities access from the school, a full technical specification will be required which RS will arrange.
  • Services are currently being installed this week and Sara had hired a hydraulic pack to help with the channels. She has created toolbox talks and made handouts to the FOT team. Sara reported that Alan Jenkins is working well with the team.
  • Sara has drafted a questionnaire with Iain Gamage regarding auditing community opinions on carbon savings.
  • Sara has been invited to attend a course on 29th October for IGNITE which is aimed at woodfuel supply stuff.

AOCB

  • Sara requested holidays in October and wants to take next week – agreed.
  • Feedback from the last market was very good, stall holders very impressed. Next market should include “take orders for Christmas”. Vanessa volunteered to take a stall or do a fundraiser.
  • Michaela asked the board if anyone wished to attend the Community Woodlands Association conference on 23rd& 24thOctober. Andrew and Kristin had attended before and recommended this event. RS agreed to attend.

ACTION / By whom / By when / Complete?
Call Linda re cleaning in office / Michaela / 28/9/10
give RS the coop signature change form / Michaela / 29/9/10
get accounts on spreadsheets and will get new reportage in place for next meeting. / Roger Smith
send RS the current CCF batch electronically / Sara
Arrange Board Strategy Meeting / Michaela/Jean
Send finalised logo to Iain Gamage / Andrew
Explore chainsaws for woodfuel processing and logging machine at Strachur / Vanessa
Explore 2-3 quotes for a woodfuel study / Michaela
Ask Geoff for quote for front office signage / David Blair
Discuss Kings Court involvement with Ken there. / Vanessa
Draft a detailed technical specification for the access route from the school / Roger Smith
Install KCFC documentation onto main desktop in office / Michaela
Book RS onto CWA conference / Michaela