Approved Minutes for Committee Meeting of Edinburgh Association of Community Councils (EACC) Thursday 10th September 2009, 7.30-9.30pm City Chambers.
1. Chairman’s welcome to guests included David Lyon (Head of Performance and Community Engagement, CEC Services for Communities) and new EACC committee member Tony Harris from Grange/Prestonfield.
2. Attendance and Apologies:
Attendance:
Representative Community Council
David Salton, Chair Costorphine
Richard Ellis, Vice-chair Morningside
Jenny MacKenzie, Secretary Leith Central
Jo Scott Southside
Dawson Currie – Portobello
Patricia Eason, Cramond
Tony Harris Grange/Prestonfield
Ian Doig Merchiston
Norman Tinlin Fairmilehead,
Valerie O’Rourke Craigmillar
Ann Wigglesworth Tollcross
Terry Tweed Craigmillar
Pamela Roccio Community engagement officer for Edinburgh Partnership
Eileen Hewitt – CEC Liaison officer for CCs
David Lyon Head of Performance and Community Engagement CEC
Vikki Hilton Community Engagement trainer: Hilton associates.
Apologies
Judy Wightman Ratho
Dave Halbert Craigleith/Blackhall
Walter Spence Murrayfield
Mary Donohue – Hutchison/Chesser
(Mary conveys her thanks for support shown regarding her recent family loss)
3. Minutes for previous meeting, April 2009
Approved: Norman Tinlin
Seconded: Jo Scott:
4. Matters arising – none
5. Future Liaison between EACC and CEC -- the way forward.
As head of Performance and Community Engagement for the CEC. David Lyon is keen to continue the dialogue that has begun between the EACC and Services for Communities over the last 12 months. He urged continued contact and hoped that members would be interested in regular meetings. Members confirmed that this proposal is of interest to the EACC. Meeting times can be held in the daytime or evenings. Members agreed to appoint an expanded group for meetings, once the 24th September Question Time (QT) event has been held. A work programme can then be developed. The topic of the QT event is Neighbourhood Partnerships. The panel will consist of David Lyon and three NP managers.
In response to a previous meeting request, members received comprehensive information sheets on CEC and NP team structures and contact details. A briefing paper was also made available on the relationship between Edinburgh Community Associations and NPs. An investigation is ongoing into possible support available to Cramond CC for solutions to very high local hall rental fees required for the coming year. Members thanked David Lyon for his interest in working with EACC and support for forthcoming QT events.
6. Election update
Eileen Hewitt confirmed that the closing date for nominations for CC elections was Monday 14th September. Response so far (10th September) had been modest but past elections have resulted in a flurry of activity on the final day. The posters and publicity material were well received.
The completed CC model scheme has been finalised and issued to every returning officer.
Two new community councils are being formed – Juniper Green and Westerhailes – and there are nominations in for both of these.
Members noted that two weeks is too short a time for the election period. Posters were effective, but issued too late to achieve maximum effect. Three weeks would be a more suitable time period, if the goal is to attract new people.
7. Edinburgh Partnership
Patricia Eason (Cramond) has attended her first EP meeting (9th September) as EACC representative. Was able to report on her contribution made regarding the necessity of consulting with CCs on issues such as the Open Space strategy. Clarity is needed about the term Community of Place, which defines the EACC representation on the EP. Is this reference purely geographical, relating to areas, or CCs in general? Could this role conflict with that of EVOC (Voluntary sector) and COISIN. (Community of Interests)
Member questions answered by Pamela Roccio, who is employed by the EP to facilitate effective community involvement at EP level). The EP is Edinburgh’s Community Planning Partnership. Its primary remit is strategic planning for the city. .Pamela has been responsible for preparing the Empowerment Action Plan. Community Planning partners are expected to deliver on the recommendations identified in this plan.
A separate executive group is made up of the heads of services – Fire, Police Health and the Voluntary sector. Responsible for allocating money related to the SOA and is required to report to the EP. Groups, such as, for example, Open Space, or the NHS body responsible for Drug and Alcohol intervention, will prepare detailed papers carrying recommendations on strategy. The EP can accept the recommendations, or require further work or adjustments on others. Two weeks before a meeting Pamela circulates a concise briefing document on the agenda items, including the various papers.
Members noted that the full papers should be available online well before the meeting. Pamela will request that better publicity is given to the papers prior to the meetings.
Question: Where do the EACC and CCs fit into city-wide community planning?
Answer: Matters raised in various papers may be of interest to certain CCs, depending on the issues. Opportunity is available, having read the papers, to comment on the recommendations and give feedback via the EP representative for CCs.
A concise briefing paper summarising the minutes of each meeting could also be useful and helpful to CCs. This will be sent by Pamela to EACC secretary, who will circulate the pre- meeting briefing paper and the briefing paper of the minutes to all EACC members and interested CCs.
EP representative will request a meeting with EP partner Tom Buchanan (Convenor of NPs) to investigate his offer of support for her role. .
7. Treasurer’s report
New signatures on the EACC cheque account are not yet in place. These will be the chair, vice-chair and treasurer. This process is being attended to.
Members noted that a financial statement would be appreciated at each meeting in the future.
8. Secretary’s report
< Post-holder’s meeting: Richard Ellis reported on EACC review of its current position and planning for the future. Question Times need to be better attended and members are encouraged to promote these widely. EACC is keen to engage more effectively with the 41 CCs that it represents. One suggestion is arranging social functions to celebrate good practice, encouraging CCs to share their success stories. This concurs with a recommendation from CEC via David Lyon for recognition of CC good practice.
After the election process is complete, secretary to contact all CCs reminding them of their opportunity for representation on the EACC, and offering a visit from one or two EACC members if CCs would appreciate this support to discuss matters of concern, and/or to share their good practice with the EACC.
< NP Conference 30th September at Easter Road stadium.
Norman Tinlin reported on the several pre-conference planning meetings at which he represented the EACC. Noted that an interesting programme is planned, beginning at 9 for 9.30am. The EACC will be represented at the meeting by Norman Tinlin, Jenny MacKenzie and Valerie O’Rourke. Take-up for applications for attendance is better from some NPs than others. Attendance allows for 180. Officials, stakeholders, CCs youth forums and Edinburgh Tenants Federation are included. There will be whole group presentations in the morning and a choice of seminars for the afternoon. Five are available. Feedback will be provided as a follow-up via a report. Lunch and a jazz band also included.
< EACC funding applications are not regarded as a priority at this point. CC training can be provided by CEC and offering training is not part of the remit of the EACC.
< Meetings with David Lyon – see item 5.
< EP meetings – see item 7.
< Website small group meeting – meeting held to request some changes to the site, most of which have been implemented. Report submitted by Dave Halbert commenting on the changes and noting why some recommended changes are not practical.
Secretary asked members to approve Terry Tweed as her technical advisor, enabling Terry to attend all meetings and contribute to discussion. Approved
One member requested that the questions: ‘What is the purpose of the EACC, and its website?’ should be included as an item on the next EACC committee meeting agenda.
It was noted that just one webmaster can cause problems. Recommended that all access details and passwords should be committed to paper.
A further small-group meeting to further the website is recommended.
< Volunteers Fair. Members generally agreed that this is not an appropriate venue for EACC activity.
< All members reminded of the Question Time scheduled for Thursday 24th September at City Chambers, 7.30. The topic for discussion is Neighbourhood Partnerships. Panel to consist of David Lyon, and three NP managers. Good publicity is encouraged. Richard Ellis to chair. Meeting to conclude at 9pm.
10 Chair’s report: All items covered in secretary’s report.
11 Website: see item 9.
12 AOB: One member recommends more support be given to CCs for administration costs. These costs have been transferred from CEC to CCs.
Next meeting to be held at 7.30 pm on 12th November 2009 at City Chambers,
Meeting concluded at 9.30pm.
