West Lothian Association of
Community Councils
Minutes of General Meeting on 16th June 2011
at 7pm in the West Lothian Civic Centre,
Howden Road South, Livingston
Present: Chairman J.Richardson, Vice Chair J.Wilkie, T.Davidson, J. Moore, R.Lever & D Moore, S Heggie, A.Walsh, N. Killane, A. Kerr, J. Thompson, N. Davis, D. McInness, B. Johnston
Guests speakers: – None arranged.
Apologies: J Clarkson (Stoneyburn CC)
Welcome: Chairman J. Richardson welcomed all CC’s to the meeting and noted that any declarations of interest could be declared at any point during in the meeting.
The Chairman then read out a statement, due to the various concerns raised at the previous meeting surrounding the following;
CHAIRS STATEMNT
1. The possible WLACC Grant Suspension. The Chairman stated he had written to the Chief Executive of West Lothian Council and also the Council Leader Clr Peter Johnston. A reply from G. Hope had been received and it was read out, It explained that the WLACC Office bearers & trustee’s did not claim expenses other than the Associations Secretary plus the Savings made in not employing a paid Secretary had meant an accrual of funds. This accrual was intended to be used for the benefit of the Associations Membership by providing extra website facilities and also Website Training for all CC’s.
Mr Hope indicated that the Councils actions on this matter were routine and that no decision had been given by the Councils Executive to cancel the funding grant, should this be made, the Association would be informed. (To date no reply had been received from Clr Johnston).
The Chairman stated both J. Wilkie & he had travelled around West Lothian visiting Community Councils and gave of their time and money and taken nothing, however in the future they would take out of pocket expenses from the WLACC as requested.
Mr D. Moore (Dedridge CC) stated that on the expenses issues, “I think you should claim full expenses and you should never be out of pocket”. It was agreed that this would be looked into and an expenses claim form would be designed
Nick. Killane stated that the £1000 given to Delta Design means WLACC benefited and he felt this was wrong and should concern WLACC. Nick said to the Chair he was not questioning the chairman’s good faith or intention, however he felt the Chairman had been miss-advised and that WLACC should have full transparency in everything we do as an Association. Local Community Councils have to declare interests, we should do the same.
Mr N. Davis also stated that the Local Cllr’s have to declare interests and are held accountable, that’s why this is law is in place.
THE SPENDING of £500 of WLACC Funds to produce a WEBSITE Guide to assist users of the WLACC’s Website;-
Criticisms have been levied by some association members about the spending of this sum of money on a publication. Our justification for recommending this expenditure is as follows:-
The Chairman clarified that the gift donation was made to Delta Design to support the work in the development of WLACC website. The Chairman also stated that he personally had not benefitted in any way.
Mrs Alison Kerr said that Blackburn Community Council wanted the sponsor named and that they opposed the sponsor not being named in the minutes. The Chair said that he would contact the company who had given the £1,000 to ensure that they agreed to their name being made public. This was done and for clarity has been named in this Statement.
End of Statement
The Chairman stated that due to unwarranted emails from the Chair of Armadale Community Council, that he would be standing down from his post as Chairman and that a new Chairman would need to be elected.
He then handed the meeting over to Mr J Wilkie vice Chair.
N. Killane asked for a vote of “no confidence” to the Chairman supported by A. Kerr, a vote was taken and the majority opposed the proposal.
A. Kerr asked why the Chairman resigned and then was willing to be re-elected, why the big drama?
Mr Richardson said that the emails he had received from the Chair of the Armadale Community Council concerned him, and that the contents placed a question as to the suitability of the associations office bearers also on how the Association was been managed. (He said that he will not be replying to anymore of her emails). N. Killane stated “we have not seen the emails and therefore we should not be discussing this issue”. To this the Chair said “that as the content of the e-mail mentioned the Chair of Blackburn CC by name he felt it only appropriate to include her in his initial response”. After that only answered the question raised by Mrs A. Kerr, (emails were not read out) were answered.
Election of New Chairperson:
Mr J. Richardson was Proposed by J Thompson That Mr John Richardson be re-elected. This was Seconded by D. Moore.
Mr Jim Wilkie was asked by A. Kerr if he would take the post, however J. Wilkie declined.
Mr John Richardson was re-elected. Voting was 9 for 2 against and 1 abstention. He then thanked the majority for their support and he said he would continue with his hard work on behalf of WLACC and support all Community Councils as usual.
Minutes of the previous General Meeting: - Approved and Proposed by R Lever and Seconded by J Wilkie
Amendments to previous minutes:
A Walsh stated she had contacted the secretary in relation to Addiewell Planning Application. Secretary T Davidson had taken the feedback and would amend the minute.
A Kerr stated the £2,000 wasn’t to produce a newsletter, it was funding for a project, she wanted this point clarified. She also added that there would be a post coming up as an Officer working with all Community Groups / People of Blackburn & Blackburn Community Council, a steering group had been formed. This would also be amended by the Secretary.
Chairman J Richardson complimented Blackburn in their project success.
Matter Arising:
Land Securities – Centre Car parking charges, Chairman stated that he had received a response from them and that disability charges were being reviewed, a suggested action may be – disabled entitled to 3hr free parking. They were to contact Shop Mobility for a token. Chairman stated he would try and find out what areas are for disabled parking. WLACC would be notified when they full systems is up and running.
Chairman stated that the Chief Executive of West Lothian Council had written to WLACC and the Council were supportive of our stance / views / concerns raised around car parking charges.
J Thompson stated that he had heard West Lothian Council were currently looking at car parking charges across West Lothian.
N Davis stated that he heard West Lothian Council were currently tendering car park charges.
Chairman asked if this had been discussed at any PDSP meetings. A Walsh stated only in certain towns, concerns raised that if charging was introduced in West Calder for example it will kill local business and no one will shop.
J Thompson stated we thought the same in Linlithgow, but it didn’t impact us greatly.
A Walsh suggested that Linlithgow was viewed as a tourist attraction so each town maybe viewed differently.
D Moore stated he had attended a meeting with R.Lever and 80 people attended.
Chairman asked all members to continue bringing all community concerns to WLACC so that we can support all CC’s.
Treasurer Report: Current balance = £3,114.30 with £29.99 still to be deducted for ink toner. J Moore stated he would continue highlighting all costs / receipts to WLACC business as usual, this way everything is transparent.
T Davidson stated the treasurer has done a great job; his books are audited each year, we all know to keep receipts, to safeguard WLACC.
Mr D Moore again stated that members should not be out of pocket when carrying out Association duties.
Mr Douglas McInnis shared that his members claim mileage/stamps/paper etc and members receive 50pence per mile if travelling due to work of CC.
A Walsh stated in Addiewell its .45p if travelling on CC business.
J Richardson stated if we are entitled to .45p then we would also claim mileage, as we have been visiting all CC’s in West Lothian and its costly. In the past we have not claimed mileage however we would claim expenses in the future, commencing from today.
N Killane said agreed with what J Moore had stated.
J Moore stated he wants everyone to view Treasurers Accounts at anytime.
J Thompson said that if 45p was the rate and auditors may ask questions if you take more than that, just to make all members aware.
D Moore suggested we ring fence money as other CC’s do.
Chairman stated he is happy to show the letter sent to Chief Executive Mr G Hope explaining what we have agreed to spend our available funds on for the year ahead.
Correspondence: None received
General Business:
1. Chairman asked for website update from the Secretary T Davidson; He stated that he had concerns with support of the website / maintenance / contract / costs and that he had attended 2 sessions now with Delta Design. There were bugs and ongoing issues with the website that needed work from Delta, however all agendas and minutes were now uploaded regularly.
T Davidson stated that WLACC were now at the position that they either sign up an agreement with all conditions clarified or we opt out if we are unhappy with Delta Design.
He had been informed that the user guide was not completed as yet.
He intimated Delta Design were now looking at charging for future maintenance or training and wanting to proceed with invoicing the sponsor which has been directed to the Chairman for response.
T Davidson suggested taking technical support from Newton Secretary who had greater knowledge within this area to ensure WLACC website is safe / secure for the future.
Chairman stated he had met with Mrs Evelyn Woollen and asked for assistance for WLACC to support this process.
A Walsh asked of Delta Design would have issues with this? Mr J Richardson said he would be honest with Delta to ensure that the WLACC website or costs are not compromised.
N Davis asked if we have a contract. Chairman said we had not as yet.
N Killane said Blackburn & Armadale had been removed for a second time? Secretary asked Mr Killane if he was suggesting that this was intentional, after the secretary explained there were bugs and adjustments to be made on the website which Delta were working on.
N Killane also asked who the Editor of the website was? The Secretary Mr T Davidson confirmed that he was?
N Killane asked who decided who the editor was?
Mr J Moore said it was agreed by WLACC that T Davidson would be trained on the website maintenance and maintain it and this was part of the secretary’s duties. The chairman confirmed that this was in his remit as Association secretary and that the previous secretary was engaged in this way also.
2. D Moore asked if there was an update on the Mech-A-Tech sponsorship.
A Walsh asked if Mech-A-Tech could be investigated as she was still concerned from a previous experience from a company called Mech-A-Tech.
J Moore asked if we could take a vote on whether we allow Mech-A-Tech to become sponsors.
Chairman said that the proprietor of Mec-A-Tech was a personal friend and therefore he would declare an interest in this application. However he suggested that he suspected that this was not the same company as intimated by A Walsh. He said that he would speak to Mrs Walsh after the meeting.
Chairman stated that we cannot ask a potential sponsor to come along and present to WLACC why they wish to be a sponsor. If anyone wants to investigate a company, they can log onto their website. Chairman said he would like to generate a form consisting of 4-5 questions; this would be distributed around the membership. To make a decision at this time would be unfair on all concerned. All agreed to leave until next meeting in September. Agreed sponsors for the future would be unified.
Website training guide, the chairman suggested that we suspend any payment until we have reviewed user guide/agreement for the future just encase we want to upgrade etc in the future.
N Killane agreed we need to review the contract.
N Davis suggested the secretary looks at Scottish Community Councils and others websites to see what their standard look like, if the secretary could look into this?
3. WLACC Presentations; Chairman asked J Wilkie if he would like to give an update on the CC visits?
All CC’s visits so far were welcomed by those that had shown interest. Planned future visits to Polbeth, Longridge, Seafield, Addiewell, a report will be provided after.
A.O.C.B.
N Davis asked if there was list of nominations to the PDSP’s for Community Councils? We need to show all Clr’s that we are a statuary body.
West Lothian tourist had been disbanded and replaced by Visit West Lothian, WLACC were not informed, why? Our communities should have been made aware.
Regional meeting (SOES) cancelled due to Council Officers not supplying enough information. Planned meeting for 24th July to approve SOE plans. N Davis stated this will have serious implications for all of Scotland; it’s worrying we don’t have a rep.
The National Association for Community Councils represents us to the Scottish Government.
J Thompson asked if we could get a copy of their constitution.
N Killane asked if could go back to the postponed discussion around the £1,000? Chairman stated again that he wanted to ask the sponsor firstly, if they wish their name to be made public. A Kerr stated that N Killane had asked a simple question
A Walsh felt the Chairman made a decision which was unwise
J Moore suggested we could return the money back?
J Thompson felt “that individual members were being trivial, WLACC had not received any money, therefore there is no issue”.
Mr J Richardson said he would speak to sponsor and update WLACC at next meeting.
Blackburn Community Council asked for it to be recorded that they left the meeting dissatisfied.
Future speakers: Chris Hayward September 2011 and First Bus October 2011.
Chairman then thanked everyone for their attendance, vote of confidence in the officers, support & feedback and that he looked forward to the next meeting. There being no further business the meeting closed at 2100hrs.
Next meeting: confirmed as Thursday 15th September 2011
Tommy Davidson WLACC Secretary