Meeting Minutes

Date: May 3rd, 2026 | Time: 3:00 PM – 4:00 PM

Location: Glasgow Club Donald Drewar

Present:
-The Committee: Jolyne, Frank, Richard & Anne.
-Voting Members: Charmaine, Leanne, Galyna, Robert, Libby Liz & Betty, Susan, Karen.
-In Attendance: Family members and children.

1. Good News: Media & Community Visits

• Butterfly Conservation / "Beach Garden": The site is likely to receive a return visit from a TV production/conservation group (possibly involving "Beachgrove Garden" or similar). This will focus on butterfly conservation inside and outside the gates.

• Production: Site members are encouraged to keep the area looking its best. The production will likely look at progress since their last visit a few years ago.

2. Council Updates: New Plot Numbering System

• Rationale: Glasgow City Council has simplified the numbering scheme to avoid "A/B" plot conflicts and ensure compliance with the "one plot per household" rule.

• New Layout: Plots are now strictly numbered 1 through 28.

• Signage: The Association will cover the cost of replacing any custom or permanent plot number signs that are now incorrect.

• Action: Members with custom signs should notify the committee. GAA to provide laminated/printed temporary numbers in the interim.

3. Rent & Fees (2026/27)

• Price Increase: Council rents have increased (phased increases until 2029).

• Billing: Invoicing is imminent. The council is using last year’s validated data, so most members will not need to sign new missives unless they have recently moved plots.

• Association Fees: Overdue notices have been sent. Payment is required immediately to maintain insurance and site services.

4. Site Projects & Digital Updates

• New Website: A Google Site has been created. A "members-only" password-protected section was suggested to allow for sharing photos of families/children safely.

• Big Lunch: GAA will participate in the UK-wide "Big Lunch" event. Members are encouraged to bring food/cakes to sell to raise communal funds.

• Communal Tasks: A new "Task Ticket" system is being tested to log communal work hours.

• Action: Members are asked to try the system (Zone A-Z etc) and report any technical issues to the committee.

5. Site Rules & Maintenance

• Poly Tunnel: Slots are in high demand. If you no longer use your slot, please notify the committee so it can be reallocated to the waiting list.

• Fires/Barbeques: Discussion held regarding fire safety. Decided: Controlled, off-the-ground barbeques/fire pits are permitted for cooking, provided they are managed responsibly and are not causing a nuisance to neighbors.

• Communal Compost: IMPORTANT. The communal compost area is currently closed and deemed unusable due to poor management and contamination (plastic bags/rubbish).

• Action: Do not add waste to the communal area. All members must compost on their own plots until a new management plan/funding for a better system is secured.

6. Upcoming Events

• AGM: Proposed for July 26th.

• Open Day: Planning to start for a summer open day and "Heart of Growchapel" voting.

• Action: A subgroup will be formed to handle Open Day planning.

Summary of Actions

• Send "No Communal Compost" email

  • Assigned to: Secretary

  • Deadline: Immediate

• Order tape for Poly Tunnel roof

  • Assigned to: Committee

  • Deadline: May 15th

• Fix QR code payment/logic errors on website

  • Assigned to: Chair

  • Deadline: May 10th

• Update plot signage/Laminates

  • Assigned to: Committee

  • Deadline: Ongoing