West Lothian Association of Community Councils
Minutes of General Meeting on 18 February 2010 at 7.00pm
At the West Lothian Civic Centre, Livingston
Present: Mr J Richardson (Uphall), Mr T Davidson (Bathgate), Mr N Killane (Blackburn), Mrs A Kerr (Blackburn), Mr J Clarkson (Stoneyburn), Mr R Macleod (Bathgate), Mr I Buchanan (Craigshill), Mr R Lever (Dedridge), Mr A Heggie (Craigshill), Mr J Wilkie (Bellsquarry), Mr J Moore (Uphall) and Mr I Beck (Torphichen), Miss D Halloran (Secretary)
Apologies: Mr A Smart (Armadale), Ms H Gibb (Dechmont)
Welcome:
Mr John Richardson (Chair) welcomed all to the first General Meeting of the West Lothian Association of Community Councils in 2010.
Mr John Richardson (Chair) noted that any declarations of interest could be declared at any point during the meeting.
Minutes of the previous General Meeting – 27th August 2009
Minutes of the previous General Meeting held on 27th August 2009 were distributed and read as a true record. Proposed by Mr Robin Lever and seconded by Mr Jim Wilkie.
Matters arising from the previous minutes
Ms Elizabeth Hands asked if the Association had made contact with Lorraine McGrorty during her period of absence. Mr John Richardson (Chair) said he would cover this item later in the meeting.
Mr John Richardson (Chair) noted that at the last Executive meeting there was a discussion on inclement weather, where the Association was asked to write to West Lothian Council, Mr Alex Linkston regarding this, Mr John Richardson (Chair) advised he has written to Mr Alex Linkston and received both an acknowledgment for the letter and latterly a response. In principle the response stated that West Lothian Councils resources were stretched and they endeavored to cover every eventuality. It was confirmed that their were 40 additional items of plant hired in and they went through 40,000t of salt. West Lothian Council felt every effort was made no more could have been done.
Mr John Richardson (Chair) confirmed that the response should be accepted and that this must not happen again as it will not be tolerated.
Future WLACC Development Proposals
Future agenda setting: It was agreed that the Executive committee should agree the basis of agenda, with input from individual community councils considered. Mrs Kerr suggested that there be fewer Executive Meetings and more General Meetings. This would ensure that fuller participation takes place. Meeting agreed that the 22nd April 2010 Executive Meeting be converted to a General Meeting. At the AGM, a review of meeting dates should take place to ensure that the associations meetings do not conflict with community council meeting times / dates – where possible.
Publications (Leaflets and Posters): Mr John Richardson (Chair) and Mr Skirving of Delta Design had progressed the poster over the last few months and a draft poster was tabled. Mr John Richardson asked for agreement in principle, the undernoted Q&A took place:
Ms Elizabeth Hands queried why some Community Councils names were smaller than others and why were not all of the included?
Mr John Richardson confirmed that not all Community Councils were included as it would have made the poster too busy, Mr John Richardson noted that the Community Councils were chosen through random selection and the idea behind the larger and smaller text is to make the poster have a 3D effect.
Mr Tommy Davidson asked why we’re using the two people on the poster as the focal point instead of the new logo?
Mr John Richardson confirmed that the people represented on the poster are to represent people working together, like communities working together, regardless of race, colour, gender. Mr John Richardson noted the logo will be used more on communications.
Mr Jim Wilkie asked if we should consider going from A4 to A5?
Mr Jonathan Moore said we could look at doing A4 and A5, Mr John Richardson asked Mr Ron Skirving if this was possible?, Mr Ron Skirving confirmed that it was possible. Ms Elizabeth Hands noted he concerns over the poster being A5 and it potentially being two small to read.
Ms Alison Kerr stated that if her Community Council was not noted on the poster then she would feel like some of the Community Councils may feel that they are not welcome.
Mrs Elizabeth Hands asked if we could consider doing an East and West Poster with all the Community Councils in the East on one and same for the West.
Mr Ronnie MacLeod noted that this may cause a divide between East and West when we are all supposed to be one group, the poster is only to attract people to the website no other reason.
Mrs Elizabeth Hands asked how much money is currently in the bank, Mr Jonathan Moore confirmed there is approx £2.5k, Mrs Elizabeth Hands then suggested that we run with the proposed poster and if after 6months we have had no impact then we need to look at the poster again.
Mr Alexander Heggie noted he like the idea of the people and the way in which they were dressed.
Mr Tommy Davidson asked if we could use the outline of West Lothian (same as used on AGM info) and then surround that with all the names?
Mr Ian Beck said he thought that would be a good idea.
Mr Ronnie MacLeod suggested there has been a lot of time and effort spent on what has been produced and thinks we should let this go and monitor for 6months.
Mr John Richardson proposed instead of putting the Community Councils on it, that we use words like togetherness, friendship etc similar to AGM leaflet.
A vote was taken on running with the proposed poster but with the changes to the wording instead of the Community Councils, it was agreed it would go ahead 6 in favour and 4 against.
Mr Tommy Davidson asked if the poster will be advertised in the Courier.
Mr John Richardson and Mr Ronnie MacLeod confirmed that the poster will get various advertising outlets, i.e. Courier, West Lothian Council newsletter etc.
Training Booklet: Mr John Richardson, Mr Ron Skirving and Ms Karen Cawte have been working together on preparing a training booklet for use of the new website, this will include all the information that is required to access and use the website, in addition West Lothian College have offered to provide us a training room and assistance with the training. West Lothian College have also offered support through student placements.
Future WLACC Proposals (continued)
Website: Mr Ron Skirving (Delta Design) gave an overview of how the new website will work, he explained the use of the new pioneering software called Word Pres which will be used. Mr Skirving explained that all the websites sit in one hosting account and all the sub websites will benefit from plugins, software and upgrades offered to the main website, i.e. the Word Pres software would not required to be purchased for each and every Community Council, it would be a download from the main site. It was agreed by all that each Community Council needs to champion their own website.
Mr Ron Skirving suggested that perhaps the Association would like to look at getting sponsors for the website which means we would let Companies advertise on the website for a reduced fee, reducing our costs. Firstly we must own the Domain.
Branding (logo): Mr John Richardson tabled a copy of the proposed logo, Mr John Richardson confirmed that the logo will cost £30 to purchase and then can be used on all West Lothian Association of Community Councils information., publications and communications. Mr John Richardson asked for approval on the logo, Mr Jim Wilkie proposed it and Mr Jonathan Moore seconded it.
Questionnaire: Mr John Richardson introduced Karen Cawte, Community Planning Manager for West Lothian Council and thanked her for her support to the West Lothian Association of Community Councils, Ms Karen Cawte is assisting the Community Council to establish the training needs from all the Community Councils. Ms Karen Cawte has prepared a questionnaire which has been posted out to all the Community Councils and each Community Councillor will be asked to complete one and return in a prepaid envelope. Mrs Alison Kerr asked what the return date was, Ms Karen Cawte confirmed end of March. Mrs Alison Kerr noted that any consultation documents should at least have 2 months time to respond. Mrs Karen Cawte confirmed this document is not a consultation document it’s a personal questionnaire. It was agreed the date would be extended by another month.
WLACC Constitution/Standing Orders Review: A review of the documents has taken place by sub-group to review the Constitution and Standing Orders. Mr I Beck (Vice Chair), Mr J Clarkson and Mr J Thompson.
Treasurers Report
Mr Jonathan Moore outlined issues he experienced in obtaining the treasurers files from the previous treasurer. Having received the files on Friday 15th January, he has been unable to provide a statement of account, change the bank signatories or pay outstanding invoices.
As he has not received bank statements from October 2007 onwards, he was unable to provide a statement of account. Therefore it was agreed to accept an approximation of £2,241.62 to be in our account.
Correspondence
Correspondence received:
· Email from Lorraine McGrorty thanking the Association for the flowers and card, Mr John Richardson (Chair) confirmed that he had purchased flowers and a card to the value of £9.49. Lorraine McGrorty also confirmed that she hoped to be back over the next couple of weeks.
· Letter from Waterwatch
· Cutting Edge Magazine
Mr John Richardson confirmed that in addition to the above correspondence, he had picked up a leaflet called Managing Anti-Social Behaviour. Mrs Alison Kerr asked Mr John Richardson to read the first question on the leaflet. Mr John Richardson read Q1 “With reference to West Lothian Anti Social Behaviour Strategy 2010 – 2012, we would like to know if you think that we have got our priorities right yes …. No….” Mrs Alison Kerr noted that this is a tokenistic consultation as nobody was aware of the West Lothian Anti Social Behaviour Strategy 2010 – 2012, which is addition is only available online. The leaflet asks for all comments to be returned by 28th February 2010, this has not been well enough advertised, promoted or enough time for consultation allowed. It was agreed by all in attendance that Mr John Richardson would write a letter to Mr Alex Linkston of West Lothian Council asking for a date extension for consultation. Mr Ronnie Macleod suggested that the Council send representation to each of the Community Council meetings so that people are aware and understand the strategy.
Any Other Competent Business
1. Mrs Elizabeth Hands tabled a document called Partnership & Resources Policy Development Scrutiny Panel Contingency Strategy Report which has some major consequences, should all the reductions in services be made, Mr John Richardson (Chair) advised that he will issue to all the Community Councils.
2. Mr John Richardson advised everyone on the possibility of getting free training from Planning Aid Scotland. Mrs Elizabeth Hands noted that this may not be the case, as she has asked Planning Aid Scotland before to come and assist her at Armadale and she was advised there was a cost, Mr John Richardson will look into this.
3. Mrs Elizabeth Hands noted she had some concerns over the road that is being proposed to use for people accessing the new train station in Armadale, Mrs Elizabeth Hands noted that she was concerned there would be an accident as this road was not suitable for taking additional travel, Mrs Elizabeth Hands asked already written to the Council and would like some support from the Association, Mr John Richardson confirmed that he would go and visit the area that Mrs Elizabeth Hands was referring to and the write a letter to West Lothian Council and copy in MSP/MP’s.
4. Discussion took place regarding the West Lothian Council Contingency Strategy which includes 1000 possible job losses over 3 years and budget cuts of approximately £45 million over 3 years. Mr Richardson suggested that a delegation be sent to the next WLC Executive Meeting to question the Council on this issue.
Date of Next Meeting: The next meeting (General Meeting) will be on Thursday 22nd April at 7.00pm in the Council Chamber, West Lothian Civic Centre, Livingston.
Meeting was closed: There being no further business the Chair closed the meeting at 21.00
The above minutes were read and approved as a true record at general meeting held on
18th February 2010.
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