SC+-+Estates+and+Infrastructure


 * Site Subcommittee **

||
 * ==Item== || ==Meeting papers== ||
 * **5th February 2018** ||  ||
 * Minutes of Meeting 5/2/18 || [[file:Minutes of Site Sub-committee 05 02 2018.doc]] ||
 * Agenda || [[file:Site Sub-committee Agenda 05.02.2018.doc]] ||
 * Minutes of Previous Meeting || [[file:Site Sub-committee Minutes 27 11 2017.doc]] ||
 * Risk Register || [[file:STRATEGIC RISK REGISTER April 2017 Updated 05.02.18.xlsx]] ||
 * R&R Budget || [[file:Repairs and renewals budget Jan18.xlsx]] ||
 * Animal Welfare & Care Policy || [[file:SWCF Animal Welfare and Care Policy, Theeb reviewed.doc]] ||
 * Food Hygiene Code of Practice || [[file:SWCF Food Hygiene and Safety Code of Practice 6.12.2016.doc]] ||
 * **27th November 2017** ||  ||
 * Minutes of Meeting || [[file:Site Sub-committee Minutes 27 11 2017.doc]] ||
 * Agenda || [[file:Site Sub-committee Agenda 27.11.2017.doc]] ||
 * Ward Councillors Update || [[file:REPLICATE_WardCouncillors_update_111017.pdf]] ||
 * Site Hire || [[file:Site and Room Hire consultation findings and policy proposals Nov 17.docx]] ||
 * Playground Estimate || [[file:St Werburghs Playground Estimate (2).pdf]] ||
 * Risk Register || [[file:STRATEGIC RISK REGISTER April 2017 Updated 14.11.17.xlsx]] ||
 * Travelwest || [[file:Travelwest Application 2017-20.doc]] ||
 * **4th September 2017** ||  ||
 * Previous Minutes || [[file:Site Sub-committee Minutes 12.06.2017.doc]] ||
 * Mentor Role Description || [[file:Volunteer livestock mentor role description Sept17 vs1.docm]] ||
 * Risk Register || [[file:STRATEGIC RISK REGISTER April 2017 Updated.xlsx]] ||
 * Agenda || [[file:Site Sub-committee Agenda 04.09.2017.doc]] ||
 * Minutes of Meeting || [[file:Site Committee Minutes 04 09 2017.doc]] ||
 * Lease Plan || [[file:Plan for lease to St Werburghs City Farm.pdf]] ||
 * Trustee Role Description || [[file:Livestock trustee role description Sept17 vs1.docm]] ||
 * Heads of Terms || [[file:Heads of Terms - St Werburghs.docx]] ||
 * **12th June 2017** || [[file:Site Sub-committee Minutes 12.06.2017.doc]] ||
 * || [[file:Site Sub-committee Agenda 12.06.2017.doc]] ||
 * || [[file:Livestock report AprMay17.doc]] ||
 * || [[file:SWCF Boiling Wells Management Plan 2016-2019 V2.docx]] ||
 * **20th March 2017** || [[file:Site Sub-committee Agenda 20.3.2017.doc]] ||
 * || [[file:Site Sub-committee Minutes 20.3.2017.doc]] ||
 * || [[file:SWCF Ashley Hill Allotment Report 3.3.2017.doc]] ||
 * || [[file:Bristol Youth Links proposal.docx]] ||
 * **18th January 2017** || [[file:Site Sub-committee Agenda 18.1.2017.doc]] ||
 * || [[file:Funding Priorities 2017 onwards Draft 1.pdf]] ||
 * || [[file:Site Sub-committee Minutes 18.1.2017.doc]] ||
 * 9th November 2016 || [[file:Site Sub-Committee Minutes 09.11.2016.doc]] ||
 * || [[file:Site Sub-committee Minutes 12.09.2016.doc]] ||
 * || [[file:Site Sub-committee Agenda 09.11.2016.doc]] ||
 * || [[file:Propagation Project update Nov16.docx]] ||
 * 12th September 2016 || [[file:Site Sub-committee Agenda 12.09.2016.doc]] ||
 * || [[file:Site Sub-committee Minutes 12.09.2016.doc]] ||
 * || [[file:Copy of Connection Centre Fit Out Launch.xlsx]] ||
 * || [[file:Livestock report junejulyaug 16.doc]] ||
 * 23rd May 2016 || [[file:Site Sub-committee Agenda 23.05.2016.doc]] ||
 * || [[file:Site Sub-committee Minutes 23.05.2016.doc]] ||
 * || [[file:Livestock report march may 2016.doc]] ||
 * 14th March 2016 ||  ||
 * Agenda || [[file:Site Sub-committee Agenda 08.03.2016.doc]] ||
 * Minutes || [[file:Site Sub-committee Minutes 08.03.2016.doc]] ||
 * 11th January 2016 ||  ||
 * Agenda || [[file:Site Sub-committee Agenda 11.01.2016.doc]] ||
 * Minutes || [[file:Site Sub-committee Minutes 11.01.2016.doc]] ||
 * || [[file:SWCF Connecting to Food Strategy Final January 2016.docx]] ||
 * || [[file:Propagation Place Project Development January 2016.doc]] ||
 * || [[file:Review of AVAA Managment 22.12.2015.docx]] ||
 * || [[file:Connection Centre Report 11.01.2016.doc]] ||
 * Agenda 3rd September 2015 || [[file:Agenda of Estates and Infrastructure 3.09.2015.doc]] ||
 * Minutes || To be added on 4.9.2015 ||  ||
 * Connection Centre Report || [[file:Connection Centre Report 03.9.2015.doc]]
 * Agenda 3rd September 2015 || [[file:Agenda of Estates and Infrastructure 3.09.2015.doc]] ||
 * Minutes || To be added on 4.9.2015 ||  ||
 * Connection Centre Report || [[file:Connection Centre Report 03.9.2015.doc]]
 * Disruption Plan || [[file:Connection Centre Disruption PLan Updated v2.doc]] ||
 * Farm Risk Register || [[file:ORGANISATIONAL RISK REGISTER 07 15.xls]] ||
 * Livestock Report || [[file:ELM report.doc]] ||
 * Environmental Health letter || [[file:EHO letter 27.8.2015.pdf]] ||
 * **Wednesday 29th July 2015**
 * **Wednesday 29th July 2015**

Connection Centre
|| == ==

Finalised Plans for Tender
||
 * Plan (internal) || [[file:Connection Centre - Final - Plan.pdf]] ||
 * Plan (landscaping) || [[file:Connection Centre - Final - Landscape - Plan.pdf]] ||
 * Elevations (A,B,C) || [[file:Connection Centre - Final - Elevations A B C.pdf]] ||
 * Elevations (D,E,F) || [[file:Connection Centre - Final - Elevations C D E.pdf]] ||
 * Section || [[file:Connection Centre - Final - Section - Detail.pdf]] ||
 * Roof || [[file:Connection Centre - Final - Plan - Roof.pdf]] ||
 * Tuesday 30th June 2015**
 * ==Meeting Date== || ==Meeting Notes== ||
 * Agenda || [[file:Agenda of Estates and Infrastructure 30.5.2015.doc]] ||
 * Minutes of last meeting || [[file:Minutes of Estates and Infrastructure 27.4.2015.doc]] ||
 * Connection Centre Report || [[file:Connection Centre Report 30.6.2015.doc]] ||
 * Disruption Plan || [[file:Connection Centre Disruption PLan Updated v2.doc]] ||
 * Connection Centre Risk Register || [[file:ORGANISATIONAL RISK REGISTER 26.5.2015.pdf]] ||
 * T n the Woods Report || [[file:T in the Woods Report 24 6 2015.doc]] ||
 * Estates and Infrastructure Report || [[file:Estates and Livestock Report 30.6.2015.doc]] ||
 * Farm Risk Register || [[file:RISK REGISTER Estates and infrastructure 24.4.2015.pdf]] ||
 * Monday 27th April 2015**
 * ==Meeting Date== || ==Meeting Notes== ||
 * Agenda || [[file:Agenda of Estates and Infrastructure 27.4.2015.doc]] ||
 * Minutes of last meeting || [[file:Minutes of Estates and Infrastructure 11 3 2015 (3).doc]] ||
 * Connection Centre Report || [[file:Connection Centre Report 24.4.2015.doc]] ||
 * Disruption Plan || [[file:Connection Centre Disruption PLan Updated v2.doc]] ||
 * Connection Centre Risk Register || to be delivered on the night ||
 * T n the Woods Report || [[file:T in the Woods Report 24 4 2015.doc]] ||
 * Estates and Infrastructure Report || [[file:Estates and Livestock Report 24.4.2015.doc]] ||
 * Farm Risk Register || [[file:RISK REGISTER Estates and infrastructure 24.4.2015.pdf]] ||
 * Allotment Report || [[file:RISK REGISTER Estates and infrastructure 24.4.2015.pdf]] ||
 * Wednesday 11th March 2015**
 * ==Meeting Date== || ==Meeting Notes== ||
 * Agenda || [[file:Agenda of Estates and Infrastructure 11.3.2015.doc]] ||
 * Minutes of last meeting || [[file:Minutes of Estates and Infrastructure 12.1.15 V2.doc]] ||
 * Connection Centre Report || [[file:Connection Centre Report 24.2.2015 V3.doc]] ||
 * Disruption Plan || [[file:Connection Centre Disruption PLan Updated v2.doc]] ||
 * Connection Centre Risk Register || to be sent directly on Friday 6.3.2015 ||
 * Capital Build Project Manager || [[file:Capital Build Project Manager JD PS 3.3.2015.doc]] ||
 * T n the Woods Report || to be sent directly on Friday 6.3.2015 ||
 * Estates and Infrastructure Report || [[file:Estates and Livestock Report 24.2.2015.doc]] ||
 * Farm Risk Register || to be sent directly on Friday 6.3.2015 ||
 * Allotment Report || [[file:Allotment Report 16.2.2014.doc]] ||
 * Estates and Infrastructure Report || [[file:Estates and Livestock Report 24.2.2015.doc]] ||
 * Farm Risk Register || to be sent directly on Friday 6.3.2015 ||
 * Allotment Report || [[file:Allotment Report 16.2.2014.doc]] ||

**Monday 12th January 2015**

 * ==Meeting Date== || ==Meeting Notes== ||
 * Minutes of Meeting on 12/1/2015 || [[file:Minutes of Estates and Infrastructure 12.1.15 V2.doc]] ||
 * Agenda || [[file:Agenda of Estates and Infrastructure 12.10.15 V2.doc]] ||
 * Minutes of last meeting || No minutes ||
 * Terms of Reference || [[file:Estates & Infrastructure Committee ToR 12.11.2014.doc]] ||
 * Farm Risk Register || [[file:ICOP Risk Register V3.xls]] ||
 * Estates and Infrastructure Report || [[file:Estates and Livestock Report.doc]] ||
 * Connection Centre Risk Register || [[file:Connection Centre Risk Register 12.11.2014.xls]] ||
 * Connection Centre Report || [[file:Connection Centre Report 12.1.2014 V2.doc]] ||
 * Zero-rating VAT report || [[file:Connection Centre Report 12.1.2014 V2.doc]] ||

**Monday 6th October 2014**

 * ==Meeting Date== || ==Meeting Notes== ||
 * Agenda || [[file:Agenda of Estates and Infrastructure 6.10.14.doc]] ||
 * Minutes of last meeting || No minutes ||
 * Terms of Reference || [[file:E&I sub-Committee ToRs.doc]] ||
 * Farm Risk Register || [[file:Risk Control Survey 18.9.2014.pdf]] ||
 * Industry Code of Practice Risk Assessment || [[file:ICOP Risk Register V2.xls]] ||
 * Estates and Infrastructure List || [[file:ICOP risk assessment Sept 2014.doc]] ||
 * Ashley Vale Allotment || No report at this meeting ||
 * Risk Control Survey Report || [[file:Agenda of Estates and Infrastructure 6.10.14.doc]] ||
 * The Connection Centre || No report at this meeting ||


 * ==Meeting Date== || ==Meeting Notes== ||
 * 19th January 2013 || [[file:Estates Infra Notes 19.3.2013.doc]] ||
 * 7th January 2013 || [[file:DRAFT Proposed Amendments to Training building.pdf]]









||
 * PLanning Permission - Notice of Decision || [[file:MX-2310U_20120921_121636.pdf]] ||
 * Environmental Health Report 4.7.2012 || [[file:Environmental Health Report July 12.doc]] ||
 * Code of Practise || [[file:Ind COP draft 8a.doc]] ||
 * Water Report || [[file:Water Report.pdf]] ||
 * 31.5.2012 || [[file:Estates & Infra Meeting 30.5.2012.doc]] ||
 * 12th December Decking Queries || [[file:SWCF Decking Concerns.doc]] ||
 * 9th December Written Decking Proposal || [[file:SWCF Decking Proposal.doc]] ||
 * ToR || [[file:E&I sub-Committee ToRs.doc]] ||
 * Terms of Reference **

The Site sub-Committee is a sub-committee of the St Werburghs City Farm Board of Trustees.

The sub-Committee will have a minimum of four members consisting of both trustees and staff, plus any co-opted members as required. Co-opted members shall not outnumber staff and trustees. The Chair of the sub-Committee will be elected for a period of 12 months.
 * Membership **

There must be at least one member of staff and two trustees at each meeting. Other staff, at the sub-Committee’s discretion, will be invited to attend meetings as required. This is particularly important where specific projects are being discussed. If meetings take place outside of normal working hours invited staff will be able to claim TOIL for the hours attended.
 * Staff and Trustee Attendance **

It is considered good practice to have people co-opted from outside the Farm. Ideally a co-opted member should have relevant experience. Occasionally professional opinion may be sought; e.g. the architect or potential contractors could be asked to attend.
 * Co-opted Members **

Meetings should be scheduled for the month after each quarter of the financial year and a few weeks in advance of the next full BoT: viz. End of July, October, January and April, however, other meetings can be convened as and when required. The use of e-mails can be used for quick decision making and discussion on some issues.
 * Frequency of Meetings **

The sub-Committee shall ensure that meetings are recorded and notes and recommendations are presented to the next full Board meeting by a sub-Committee member.
 * Record of Meetings **

The sub-Committee will focus on the following key areas of the Farm’s activities:
 * Functions of the sub-Committee **

Management of buildings and estate management of the Farm’s infrastructure is an important part of the Board of Trustees remit, particularly as the buildings and other infrastructure – pathways, fencing and the playground - are the most obvious outward sign of what we do in the eyes of the public. A ‘Grounds and Buildings Report’ of all structures should be prepared in which all maintenance work that is identified by staff, the public and Trustees will be registered and a record of the work undertaken recorded. The functions of the sub-Committee will include but not exclusive to:


 * Regular inspection of the buildings and infrastructure to ensure on-going cost-effective maintenance;
 * Devising an annual buildings / infrastructure maintenance budget;
 * Ensuring that buildings and other infrastructure are safe for public use and comply with statutory regulations;
 * That the premises are kept clean and attractive for the public use including the Café playground;
 * Ensuring that Health & Safety inspections are conducted annually;
 * Keeping all relevant parties – the local authority, Federation of City Farms and Gardens, local councilors, etc. - informed of building issues;
 * Liaison with other Farm sub-Committees as required; and,
 * Make recommendations to the Board of Trustees who will make all final decisions on strategy & policy.

The BoT has embarked on the replacement of the old office block and community room and a major building programme is anticipated, which could involve a £1m budget and take several years. The oversight of this major move forward will therefore be delegated to this sub-Committee. It is envisaged that at times, and at some levels, this will involve most staff and Trustees. The major functional oversight for this “//new build//”, by this sub-Committee, will include:


 * Liaison with the Marketing and Fundraising sub-Committee to ensure that the funds for the “//new build//” will be generated; and, with the Participation Committee in order to ensure public support;
 * Liaison with the local authority Planning Department, architects, builders, project managers, the local community and neighbours who are directly affected by the building activities;
 * Responsibility for financial audit in relation to the new buildings;
 * Ensuring of the smooth running of the Farm and minimum disruption to normal activities and service delivery, whilst construction is underway.

Notwithstanding illness, injury or other overriding personal circumstances the following Trustees have agreed to be members of the Site sub-Committee for a period of 12 months with effect from the AGM held in 2016.
 * Members of the Committee **

Kari Halford, Jonnie Brockwell, Jude English, Ben Harris & Anna Kendall.

Signed:

Date:


 * ==Meeting Date== || ==Meeting Notes== ||
 * ToR || [[file:E&I sub-Committee ToRs.doc]] ||