Logistics Circle Meeting Minutes 13-09-21
Present: Scott, Emma, Kasia, Amy, Kelly and Andrew E
Apologies: Andy Squiff
Before the start of the meeting, a brief overview of S3 meeting procedures, breakdown of working circles and facilitation for those who had not been at a meeting with these procedures in place.
Emma read through current jobs being performed by existing logistics circle members, asking circle members whether they felt anything was missing and about the skills that they currently have and area they would like to be involved with.
Amy felt that new project development was missing from the current list, and maybe needs allocating to someone, a brief discussion followed, Emma suggested a point of contact for new projects that could then be passed on to the appropriate circle, Emma offered to do this.
Kasia has experience win public relations and marketing and is keen to get involved with these areas, she is also interested in growing futures and the growing side and volunteers regularly on various of delivery days.
Andrew has website management and video editing experience and has offered these services to the project, he is also interested in getting involved in the health and well-being circle
Kelly has project management experience and is happy to support others in project development and coordination, she is also interested in getting involved in the Rekindle Project and health and well-being circle.
Scott loves new project development and currently does a lot of the project’s networking and community engagement work, along side funding support. Scott works with organizations that the project is in contact with such as town councils, follows up land queries as well as the edible landscape design, implementation and consultancy.
Emma felt that the list covered her role.
Emma began a discussion about HR (Human Resources) and the project’s need for a HR department/circle. Group agreed that was needed. Kelly offered to be part of this with advice from her friend who is a HR manager.
Policy Discussion – group read through the fair recruitment policy, Emma suggested to change the wording surrounding circles and autonomy, brief discussion followed about how best to word it and the wording was changed. Andrew suggests adding that the policy is to ensure recruitment is the same across the organization, this was added.
Group read through fair training policy – brief discussion about time, spaces available etc, Amy asked the group if it was too simplistic and maybe there should be a framework for how training places are allocated? Also the possibility of separating the more expensive training like chainsaw training from the more everyday courses like first aid. Kelly agreed that it is complex. Brief discussion followed with obvious solution offered. Emma suggested that due to the empirical nature of S3 that the policy be implemented and regularly reviewed, added to and discussed as it begins to work in practice.
Group read through the Expression of Interest Form that covers training and paid and voluntary positions, group agreed that form was good, Amy suggested having it as an online form as well as a paper form.
· Action point – Amy to make Expression of Interest form into google form
Group discussed job descriptions, agreeing the need for every role within the project to have one. Brief discussion about who should write the job descriptions and the additional workload this would entail. Group agreed that individuals should write the job description for the role that they are doing and circulate this to the rest of the group ready for the next meeting where the group can discuss and feedback on them.
· Action point – individuals to write their own job descriptions for their own job roles and circulate to be reviewed at the next circle meeting
Gareth and SEED meeting update – Amy and Emma explained the content of the meeting with Gareth the environmental business consultant, brief history of Bracelands farm and Forestry England correspondence regarding this. The circle needed to decide whether as a group they were happy to have Gareth make enquiries on behalf of the Project with regard to Bracelands Farm and the likelihood of it being a viable option for the SEED project. The Circle decided to move forward with Gareth making enquiries on our behalf.
Brief update on some larger funding pots that are in the process of being explored, firstly Barnwood funding that is coming to an end soon, also possibility of HLF bid to be put in to cover core costs and delivery of all current projects that do not have specific funding.
· Action Point – Amy and Emma to complete Barnwood reporting
· Amy to get in contact with Louise for advice on HLF bid
Agenda items for next meeting
· Discuss S3 and how it is being implemented at the Project, with potential to create a how to guide to meetings, facilitation and minuting.
· Job description feedback
Agenda item for Marketing circle
· LinkedIn profile