Present: Helen McIlroy, Woll Newall, Paul Selby, Isabel O’Leary, Ruth Hubbard (online). 

Observers: No observers were present for this meeting.

Apologies: Alison Teal, Mark James

Minutes: The minutes of the last two committee meetings (18th August, 29th September) were agreed as a true and accurate record.

Matters arising:

• AOB 29th September – Meeting with SCC/Kate Josephs

ACTION: Isabel to follow up with Alison to ensure contact made to set up a meeting.

• Item 6 18th August

ACTION: Outstanding – Helen still to follow up on no response from the Woodland Trust (re previously agreed tree planting initiative agreed by the last committee about which we have been provided with no details).

1) Lessons from the use of the Google Forms vote

The trial of a simpler way of voting was a step towards making the STAG voting system fit-for-purpose and more practical for typical Committee members to operate. The old system was overly complex, which meant that previous Membership Secretaries were unable to operate it without passing the whole responsibility onto someone else. If the Membership Secretary can’t operate a fundamental part of their responsibilities because it’s too complex, then this is obviously not practical for the on-going running of an organisation by a small number of volunteers. 

Woll outlined the technical problems experienced by a few people with the trial system. The set up asked that members logged on to a Google account having a username the same as their email in the STAG database (to which their invitation to vote was sent). This was to ensure that people voting were the members intended to be able to vote. However, for some as yet unknown reason the system did not work as it should in a few cases. This system has worked smoothly when used by Committee members in the past, but Paul and Woll’s guess is that Google has changed something which has essentially broken some functionality of Google forms in some cases.

In order to improve the system, Woll proposed to turn off the requirement for voters to logon to a Google account using their STAG-recognised member email. Instead, they will enter their STAG-recognised email address into the voting form, and will automatically receive back an email confirming how they voted. Members will be able to check that this confirmatory email correctly records their vote, and flag if there’s a problem. This will have the same level of security as the previous system, just by a simpler method. 

In discussion the committee revisited the previous system arrangements, used between 2022 and May 2025 by the former EC. Woll again talked through the complexities of the previous system that does need additional technical skills (e.g. the former membership secretary could not use the system). Both systems are not anonymous. The member spreadsheet is very ‘fragile’ (so that is quite easy for a seemingly small edit to break the form completely so it no longer works) and so is not a stable vehicle for the operation of the old voting system. Likewise, the previous system is a ‘one-off’ set up so it’s not really possible for Committee members to ‘search for help on the internet’ if something goes wrong with the old system. The responsible approach is to work towards a system that is more practical and fit-for-purpose, and will be as easy as possible for a typical Committee member to operate and get help on. Woll and Isabel continue to work to improve the overall record-keeping system as per the organisational development plan.

ACTION: Woll to make improvements and bring a formal proposal to the next committee meeting in preparation for going to a General Meeting prior to the next AGM (and as required in the constitution).

Ruth pointed out that there would be a useful opportunity to test an improved system with an upcoming member vote needed on the appointment of a STAG rep to the SSTP proposal which involved a constitutional change – see agenda item 

ACTION: Isabel to write to the 13 members whose votes were set aside apologising and emphasising improvements being made and to clarify their membership status.

2) Progressing street tree planting

The member vote agreeing the proposal to extend the deadline for the use of monies on street tree planting was decisive. Paul now talked the committee through a number of issues and choices in terms of progressing this and to set some initial parameters/guidance for taking forward by a street tree planting working group. 

One of the key issues involves the cost-choices that provide differential levels of tree-care. £700 plants one street tree (with watering for 3 years dependent on local people/community groups). If it dies within 12 months Amey will replant for £350. (Current figures in Sheffield are very very low for new street trees failing compared to national averages, simply because Amey are contractually obligated to water all new street trees once a week, for 20 weeks each Spring/Summer, for three years.) There is an alternative price of £1000 per street tree. This includes once a week watering for 20 weeks/year for 3 years. There is a final alternative price of £1500 per street tree. This also covers watering (as previously), but also includes replacement tree if it dies/is vandalised (described as effectively a £500 insurance cost for tree replacement). Paul emphasised sustainability evidence about the value of both investment by local people/communities in the cost, and in the care of the tree; he also shared NESST experiences to date, and in the light of evident climate change. (NB Current figures in Sheffield are very very low for new street trees failing compared to national averages – 2.5% for NESST-planted trees; 3.5% other Sheff street trees; 33% national average.) 

The committee explored and talked through the issues at some length including to identify a preferred model for STAG’s street tree planting project and as guidance for a STAG working group. 

AGREED:

• The initial allocation is the legal fund monies. If more suitable locations are found than funded by this allocation then there is an opportunity to request more funds from the wider General Fund, (with the proviso that the committee will always need to ensure adequate STAG funds remain available for general and running purposes). An alternative could be that additional locations found could be funded for the following year
• The preferred model is £700 price per street tree, with watering by local residents/community group, as identified. STAG to provide 95% subsidy i.e. residents/community gp will pay £35 as the 5% contribution to incentivise tree-care (and STAG should be careful not to guarantee any replacements). This is a very significant subsidy and reflects the intention to support low canopy cover/high deprivation areas as intended. This preferred model will enable a higher number of street trees to be planted. (estimated to be 12 trees, rather than 11.)
• We now have a deadline of 31st March 2026 to get locations/potential support models and species sorted, with planting to take place between October and December 2026 (Amey sub-contract additional street tree planting outside of those they are contractually obliged to replace.) 

Isabel briefly updated the committee on potential community contacts.

ACTION: Isabel to invite STAG supporters/members to join a STAG street tree planting working group (max 8-10) and will convene the group; Paul will support with expertise, and also Helen.

3) Public Facebook Group – next steps

As legal trustees of STAG the committee continues to be responsible for taking action to secure STAG assets, as a legal requirement. The action agreed last meeting (further informal contact via Paul to pursue discussion) had been going well but the admin/mod group have now refused a meeting at this time (saying they have to seek legal advice). Further steps are now needed but the committee remains extremely concerned that actions taken by any committee put in this position of major assets not having been rightfully transferred does continue to potentially expose the wider membership to unnecessary negativity and/or misinformation.

ACTIONS: Isabel to look at reporting to Action Fraud. Woll to look at reporting to Facebook. Ruth to investigate/pursue additional overall/legal-related advice from available to organisations like STAG (free and maybe online initially). Option of reporting to Police on hold until further information and advice available.

4) Interactive website ideas

Woll reported two ideas in relation to creating interactive elements to the website (including one relating to the plaque).

ACTIONS: Helen agreed to raise questions in the SCC Partnership Plaque Group, and Woll will continue to explore an interactive element enabling people to add memories.

5) Organisational development plan update

Ruth reminded the Committee of the organisational development plan (agreed 18th August) and as a key outcome of the Emergency Meeting and member input, with the purpose of strengthening basic STAG infrastructure that was previously not progressed as needed/appropriate. She highlighted areas where progress was being made (good) and asked for a committee steer on the major items of constitutional review/code of conduct review/code of conduct for committee members and in light of some continuing uncertainties. The committee acknowledged the dilemmas here as against the work and major issues involved, but also that there are clear areas where the constitution needs attention, likewise for the CoC issues/developments needed.

ACTION: Ruth to now progress to asking members/supporters if they would like to join a working group, and to convene this – max 4/5 (with clear knowledge/experience and clear commitment/understanding of the current picture). The committee steer was for Ruth to find efficiencies for the process and coverage wherever possible and continue to report back to the committee on progress and for further steer as needed. The intention/aim is still to have constitutional changes ready to be proposed in time for the next AGM (end March 2026). 

Ruth also reminded the committee of the need to bring the SSTP draft proposal forward for a member vote in advance of the AGM as the proposal was a constitutional change that would impact committee election arrangements (involves members electing an SSTP rep directly and as a committee member). AGREED/ACTION: proposal to be brought to next General Mtg.

6) Next Meeting Dates

Next General Meeting (online, open to members and supporters) – late November/beginning of December – committee members to confirm final date via internal committee comms. To ensure full availability. Notice to members will be needed minimum 2 weeks in advance – perhaps it can go in the next STAG newsletter in preparation now. 

Main item for the meeting is the STAG street tree planting project. Also SSTP proposal. Agenda to be finalised next committee meeting.

The committee agreed a further provisional (and in-person) General Meeting will take place towards end Jan (last one prior to the next AGM).

Date for next committee meeting: 17th November 7.30pm. [NB subsequently revised to 25th Nov 7.30pm]

AOB

• The committee thanked Kevin Folger for his service to STAG and following his resignation.
• The postponed SSTP Away Day is next week (our current reps received a profuse apology for attending on the original date having not been informed it had been postponed). Isabel and Helen to attend. They have been asked not to share SSTP draft minutes and the committee understood why this might be asked but suggested it be subject to being able to go back to the Chair/SSTP if specific items arise that need earlier discussion or attention whilst minutes are still in draft form.
• The admins of the members FB group sought advice from the committee as a whole re a recent members FB group suspension; they pointed out that there was evidence/every indication that the suspended individual would seek to continue to post in ways that break multiple basic rules. The proposal was to continue the suspension until posts elsewhere were removed and assurances received. The committee backed this approach.
• The next STAG Newsletter is hopefully out next week – please liaise with Isabel on items for inclusion.
• Helen reported a couple of inaccuracies in the history of STAG on the website – she will liaise with Woll for amendments.

The meeting ended 10.10pm