Core team meeting minutes: Transition Montpelier
AKA: ‘The last core team meeting’
21 April 2010
Radford mill farm shop

Attended:

• Ed
• Ciaran
• Caroline
• Shiona
• Ralph
• Jess
• Richard
• Dan
• Claire Milne (guest)

Apologies:

• Sally
• John
• Jane
• Bronwen

ACTIONS:

• CM get in touch with Simon Lewis and Steve Meek and Chris Chalkley about streets
• ClaireM send short update on Tesco campaign action to EM and Ralph
• EM: pubish Tesco update on site
• Ralph: print Tesco update on A3 for Art Trail
• CM and JL: finished work on constitution and print for specific ‘constitution-signing’ meeting
• CM and JL: co-ordinate ‘constituion-signing’ meeting
• CM: introduce Caroline to Jane Berrys (?) Bristol Credit Union manager
• Caroline: investigate bank accounts for CIC
• EM: write up a TT Mont organisation design with words and a picture
• DW: email SJ about using marquee for Art Trail
• EM: contact bert for projector, transition bristol for film, CM for peak oil display

HIGHLIGHTS:

1. Political question time on friday

CM part of Transition Bristol, FoE and other groups organising a political Q time in Watershed, 19:30, Friday. All invited.

2. Streets as safe spaces

• CM and Mark Simmons discussing a group for using streets as social spaces.
• Suggested they speak to Simon Lewis and Steve Meek who are both very into this too.
• Also to discuss with Chris Chalkley and the Stokes Croft Action Plan.

3. Heart and Soul?

Some discussion before, possibility of H&S group in Montpelier. Now one for Bristol from Transition Bristol. Also Claire Milne said YogaSara (Chris) is interested in working together on this in some way.

4.  Tescos – campaign update and proposed alternatives announcement (Claire Milne)

• Claire outlined the campaign’s excellent work (including Miss Bristol getting involved and Barbara Janke to send a letter to Tesco)
• Last chance to fight it comes this week as Tesco apply for planning permission for the shop front
• Campaign also about finding new alternatives to the Tesco – local, co-operative, bottom-up food model
• Dan suggested putting and update on the board at the art trail as it’s hard to hear what’s been going on
• Dan also proposed using the Banksy artwork kids session at Art Trail to use a tesco-esque picture
• Direct relationship with the Growing group – so here’s a brief growing group upate:

5. Growing group update (informal)

• a. group mapped montpelier and identified 3 key ‘growing hotspots’  (Picton Square, Rainbow Bridge, Station Road area)
• b. group now negotiating with land owners
• c. group seeking discussions  and collaborations between producers and sellers of food (Claire’s Tesco work is a good overlap)

6. Constitution, CIC and membership

• Following last month’s meeting and request for a ‘membership’ model, everyone has been thinking about it
• Good discussion about a change in the transition montpelier group model (currently – core and groups) to something with a lighter, facilitation, open access, hub-style approach, rather than installing a membership model with voting, AGMs, etc. etc.

Agreed:

• membership model offers the appearance of inclusivity, but imposes extra layers of bureaucracy and another layer of hierachy (which Transition is trying to avoid) which isn’t really neccesary
• membership does provide a sense of control though and reduces people’s anxieties about shadowy cabals, so need to ensure that all comms are open with clear outline of what is going on, a policy on changing directors, regular open meetings, etc. (which we’re pretty good at already)
• purpose of consitution is to get a bank account to raise funds for projects – not to have a committee who ‘decide’ things
• most of the key decision-making is at group level, not ‘core’ level, so ‘membership’ is best rooted in there
• move away from the idea of a ‘core’ team to an ‘admin’ group who keep an eye on the bank account, website, comms etc. and an ‘ideas’ group to facilitate intra-group sharing (e.g. growing – energy updating eachother)
• set up a ‘Community Interest Company’ (CIC) to handle a bank account with a few voluntary directors (5 agreed at meeting)
• bank account to be set with ‘zero overdraft’
• arrange a specific ‘constiution-signing’ meeting for the directors to sign the constitution
• preferred bank option: Bristol Credit Union – local and collaborating on the Bristol Pound

7. Art trail

• All looking good
• Everyone volunteered to man the TT Mont stand
• Important to remember that it is not a party, we’re not a disco, so behave accordingly!

8. Film:

• Date agreed: 03/06
• Film tbc
• Bert to be contacted
• Suggested donation £2
• Could use Peak Oil display from Create Centre- then maybe have it in the Radford Mill Shop (?)

• Shiona
• Caroline
• Ralph
• Dan
• Ciaran
• Sally
• Ed
• Richard
• (apols Simon, Jane, Bronwen)

Next meet: 21/4/10: Radford Mill Farm Shop, 19:00

Actions:

• EM put a google calendar together for year event plan and embed into website
• CM poke Transition Bristol for another networking event (EM, Caroline happy to help)
• CM investigate CIC/membership issues
• CM EM produce outline for membership model
• SM dig out community information for CM
• CM connect DW with Bert
• Ralph make cakes for Art Trail
• SJ connect DW with Kevin and Sylvie
• SJ contact Natalie and Sylvie and Nick Freeconomy for swap stall at Art Trail
• CM take TT books for Art Trail stall

Topics and points:

1. Year event plan

• EM/DW present year plan with these activity types:
• Big support events (a: projects-oriented, b: awareness, c: open space)
• Big celebration events (Bean Feast, Art Trail, Green doors, Winter Fayre)
• Core activities (balancing meets to help groups and general comms)
• Groups activities (most regular activity meets for groups, organised by groups)
• Significant others (e.g. Neighbourhood partnership meets, networking with other initiatives etc.)

AGREED: hold off core (and most unplanned) activity July/August
AGREED: general plan and event types sounds good

2. Constitution

CM and JL did some background work and recommend adopting BM’s constitution with some amends. Following a CIC model. Seemed like the best path. Did not recommend a membership structure as this requires management. EM agrees on not having membership but rest of group thought it best way to help people feel part of initiative.

CIC implications:

• lightweight plan – easy to manage
• enables bank account
• can pay people if desirable
• no trustees or charity commission resolutions required
• need to keep books and send a (slimmed down) version of books to charities house but not full audit
• ‘asset ties’ means that any assets a group has have to be re-distributed to other community projects on closure (ie no personal gain)
• easier to get funding as a CIC

Long discussion about membership:

• majority of core group felt it would remove notion of exclusivity so was a good thing
• minority felt it would entail extra work and wasn’t neccessary

membership outlines discussed:

• doesn’t have to be heavy – just enough participation to enable re-balancing if required
• give 14 days advance notice for meetings
• board make all decisions during year between AGMs
• quorum required: % of members required at AGM – need to get this balance right
• 21 days notice for EGMs – electing members etc. changing constitution, electing directors, AGM voting
• Email announcements for important meetings
• Board can find new members without objections (ie if no-one objects having been informed, that’s good)
• email list would be sufficient for announcements – DW – would it?
• an individual should be responsible for handling membership (?)

ISSUES:

• CIC model might not work with membership

AGREED:

• CM investigate CIC and membership model
• EM and CM produce proposed membership outline. Then another take membership model forward

3. AGM

Beanfeast formalised in absence of TT Montpelier’s structure – so the events team are one step ahead of TT Montpelier! Need to balance these out and align. Therefore, TT Montpelier needs a constitution and bank account if Beanfeast wants to move to TT Montpelier structure.

• Beanfeast needs AGM in order to resolve how it is going forward in light of TT Montpelier’s structure – although TT Montpelier doesn’t need to know *exactly* what it will be in full detail – Beanfeast AGM can agree to moving in the meantime if that is what they want
• TT Montpelier needed to resolve TT Montpelier’s structure so we all know what’s going on
• CM and EM’s constitution work within 2 weeks will give Beanfeast a clearer idea of what TT Montpelier is up to in order to bring to any Beanfeast AGM
• Possibility of holding TT Montpelier ‘AGM’ at film showing in May

4. Website feedback

• DW asks group for any feedback about website to be sent via email

5. Art Trail: 24/25 April

• DW set up relationships with Fairfield school but does not want to run it all
• SM, SJ, JL and others happy to help
• Ideas included: reconstruction of a Banksy, art and seedling exchange, Dan and Roz djing on Sunday
• TT Mont to have a stall

6. Green Doors day: 11/9

• DW behind a city-wide open doors day for Green re-fits, renovations, ideas etc.
• partnering with multiple stakeholders, on same day as general open doors day
• DW building team around project at the moment – looking for funding is vital – it’s a big gig!
• Party at Hamiliton House afterwards

7. Heart and Soul group launching from Transition Bristol

• discussion on Heart and Soul

8. Beanfeast gets £2,000 from council

• much excitement and good work all!

Minutes:  3-March-2010 (Jess’ house, 127 York Rd.)

Present: Ed, Shiona, Dan, Jess, Caroline, Jane, Sally Ciaran, Bron, Richard, Jon Gulson (Simon quick visit at beginning with apols)

REPORTS:

TransMont. Open Meeting (Dan) – very good , positive responses from many people.  The “sub-group” plan seemed to work well.

Energy group (Dan) – next meeting Wednesday ??10-March??.  Loads of newcomers from all over Bristol.

Green Spaces and Food Groups (Shiona and Sally): both went well with committed, enthusiastic residents.  Significant overlap between groups means they have joined forces, and held first meeting on 25th Feb. Next meeting 25 March at Fairfield School (Dan to confirm) to discuss outcome from Mapping Day on Sunday 21 March. Montpelier Park Group AGM on night of Open Meeting went smoothly, achieved elections and approved constitution.”
The community support officer (Sustainability officer at Bristol City Council) for groups like ours, is Mark Leach.

PAST EVENTS – accounts reconciliation:

Winter Fayre (Sally) – We made a profit of £303 (acc’t from Simon).

Bean Feast (September) (Sally) – We made a profit of +/- £455, if all income is received.   There is about £40 wine still in Sally’s house.

• ACTION: Sally to chase Thali for £75.
• ACTION: Sally to chase Simon to chase Mella for £35.
• ACTION: Sally and Shiona to chase £100 invoice to Bristol City Council.
• ACTION: Dan to chase Jameel+Herberts for £120.

The marquee dilemma (Sally) – a full report was made about all the different viewpoints, Sally presenting Simon’s opinions. On voting, all but Jane agreed to accept Simon’s compromise proposal, as stated by Sally, which was to purchase the marquee from Richard, providing the hire fee of £80 was waived. Jane felt a reduced price was needed. The group agreed to buy the marquee at full cost of £400, which is serviceable for future community events.

• ACTION:  Sally and Simon to write a cheque to “Radford Mill” for the cost of the marquee (£406?), as soon as possible.  Richard will waive the marquee hire charge.
• ACTION: Sally and Simon to write a cheque to Simon for (£190?) for Christmas Fayre expenses.

MISCELLANEOUS ANNOUNCEMENTS AND ACTIONS:

• ACTION: ??Ed “Fallen Fruit” – point to the food group??
• ACTION: Ed will arrange dates for the next video evening.  “Yes Men” is looking likely
• ACTION: Dan will introduce “Chris” (the new bookkeeper) to Richard.
• ACTION: Ciaran will draw up a “mission statement” for the Constitution.
• ACTION: Ciaran and Bron and Jess are now a sub-committee to work on the constitution.
• ACTION: Sally will email Bean Feast constitution to Ciaran.
• ACTION: Sally will circulate “Power of Communities”.
• ACTION: Sally will contribute to the Montpelier Arts Trail (24-25-April), and do an “Art-swap” and a “Seedling-swap” stall.
• ACTION:  Richard will assist in setting up “Transition” display boards and taking them down.
• ACTION: Richard to produce template for events bookkeeping, and a suggested scheme for simple annual accounts.

DECISIONS:
“Other” campaigns – may be aired on our website if three core group members agree, and there are at least two “yes” votes more than “no” votes. But we will not use the mailing list to campaign for others as it goes into people’s inboxes and is intrusive. But we will include them in newsletters.

• ACTION: Ed will change the admin of the mailing list, and will inform others.  Non-urgent issues can be presented via a blog post.
• ACTION: Richard will write a statement about why Trans.Mont. should support the anti-Tesco campaign.

Neighbourhood Partnerships (NP) – the first meeting was a bit of a shambles: poor venue, poor acoustics, inadequate supply of agenda notes, inadequate preparation of information, poor or no criteria for taking decisions, etc.  But this was their first event, the organiser was unwell and all suspected that she was fully aware of the predicament. This is worth sticking with, and provides all with an opportunity to influence some local spending, and to present ideas for future agendas.  The next meeting is 30-June.
NEXT MEETING: core group – 17-March, Sally’s house 7pm to eat, 8->10pm for talk.

• Next meeting agenda:  discuss suggestions for NP agenda items.
• Next meeting agenda: we will fix a date for our AGM (needs 21 days’ notice).
• Next meeting agenda:  Ed and Dan to devise a “Year-plan”.

Click on this link to download the minutes:
Transition Montpelier core meeting Minutes 20-1-10

Agenda:

Transition Montpelier core team agenda January 2010

Actions and Agreements:

1. Actions from last meeting
   1. Ciaran only one still to complete.
2. Report back from Events meeting
   1. Clearer roles, project manager, realistic ambition, community fund all needed at future events
   2. Sally to compile a lessons learnt document, summarising this.
   3. Simon to go and ask Peter Watts for support with project management of events
   4. Sally, Richard and Ed to go through budget spreadsheets
   5. Book keepers for every event
   6. Both Bean Feast and Winter Fayre to be repeated in 2010.
   7. Sally only willing to be major player in Bean Feast and Simon happy to help
   8. By June to have group together for Bean F; Winter F by October
3. Accounts
   1. Richard to look at clear and standardised accounting structure, possible treasurer and ask council for advice
   2. Bron. to find out the person in the council who supports community events
   3. All to find out who from the community can help with accounts (at Open Meeting/with newsletter)
   4. All -Money needs raising for group fund
   5. Dan and Bron to look at community fund from council and finalising constitution so TM can have bank account
   6. Shona to look at accounting software (like her school)
   7. Sally to send all articles mentioning TM’s events to Ed who will put on web
4. Announcements
   1. Open Meeting 10^th February
   2. Dan to advertise for more people for energy training
   3. Dan to organise Climate Change investment slot at Open Meeting
   4. Dan to organise printing TM-related subjects at one of events & Ed to find out more
   5. Bron to find out how to support Severn Beach Railway
   6. Shona (&others?)-24^th February Neighbourhoods Partnership Meeting at Police station-funding from Ashley Ward and another route for working with Council
   7. Dan to organise F Resource Centre painting on 6/7 March
   8. Montpelier Art Trail 24/25^th April
   9. Bron had news of Bristol University to support community energy project research. Dan and Jess to look at help from Totnes who got funding for similar project
5. Open Meeting 10^th Feb
   1. To focus on proper discussion, commitment, action points and real action
   2. Doors 7.15, ‘start 7.30’, Park AGM 7.30, start 8pm
   3. Dan to look at energy
   4. Sally to look at food
   5. Simon to look at livable streetscapes
   6. Shona and Jane to put Park Group and Albany Green in touch
   7. Ciaran organising Miquel to do keynote speech on grants for domestic PV in SW
6. Group Dynamics
   1. Meeting at Ed’s house, 92 Richmond Rd,7pm, 25^th Jan
7. AOB
   1. Jess to put together notes from Low Carbon Communities Conference
   2. ? to link with Facebook Bristol Energy Network- Paul Adams
   3. All-Organise more informal core group meetings
   4. TM to link/support Richard’s (wind?) energy co-op at Radford Mill