By: Simon Brooke :: 18 July 2025
Present
Cate, Karen, Susanna, Hala, Lee, Simon, Jif
Apologies
None
Agenda
- Minutes of last
- Matters arising
- Update from funding strategy group
- Contracts/Job Descriptions
- Youth Involvement
- Branding/website
- How we share documents
Points of order
Matters arising — make desision for each one, whether it's a trustees matter, and active group matter, or whatever.
Minutes of last
Agreed that these represent a fair account.
Matters Arising
Health and Safety policy — done, not circulated; action Susanna, Lee
Code of conduct for trustees — done, not circulated; action Susanna
Equality and diversity monitoring form — Hala has one; action Hala to send to Cate; Cate to liaise with Denis.
Noted that there is no equality/diversity monitoring information on the new eBike hire form.
Membership drive for SCIO: Cate to make flyer, Karen to email mambers — not done, action: do!
Should there be a deadline to the email?
Agreed that a deadline should not be set at this time, but may be set nearer to the AGM.
It was noted that members have been extremely busy.
Note of interest to Forge Funding: was submitted, unsuccessful, but we can apply again for 22nd July — action: Hala.
Investigate funding opportunities for the year ahead — ongoing, continuing, action: all trustees
Update from funding strategy group
Quite a few applications made, not many successful; only successful ones for sustainable transport. Still to hear from potantial funders for growing (horticulture) — community allotments, link park.
Dumfries and Galloway poverty fund looking to fund projects related to food security, clothing. Hala/Cate seeking repair café funding through this. Upcycling textiles, garment repair. Max grant £7,000; project to run September 2025 to September 2026.
Contracts/Job Descriptions
Susanna reports that she was talking to bike project relating to contracts and job descriptions. Rowan and Jesse are broadly happy with their job descriptions, although their may be minor updates; Denis feels that he does not have a current job description.
Who within Trustees is responsible for employment contracts? Action: Susanna to draft contract and circulate to Trustees.
Job descriptions: action: Susanna to circulate ammended job descriptions.
Denis' job description should cover only the work that is already funded; may be extended when funding becomes available. We ask Denis to work out and communicate where the boundaries between his volunteer effort and his employed effort lie. Action: Susanna
Noted that we have 22 person/hours per week funded, and are timetabled to have the bike project open to the public 11 hours per week.
We are not adequately recording volunteer hours. Action: all trustees to log their own time!
Youth Involvement
Delegate to Active Group; Denis has been speaking with Sandy and something may emerge. We may seek a youth trustee later.
Branding/website
Existing subgroup; is this a trustees issue?
Needs: Funders page with logos of all current funders. Action: Simon to talk to Denis
Process
Non violent communication process; non-ACT specific emails (e.g. petitions, etc) should go to Dumfries and Galloway Climate Group email list.
ScotGov Consultation on climate
Delegate to next active group.