Edinburgh Association of Community Councils
Minutes for Committee Meeting of Edinburgh Association of Community Councils (EACC) Thursday 12th November 2009, 7.30--9.30pm City Chambers.
1. Chairman’s welcome to all and new members present:
Stewart Kerr Northfield/Willowbrae.
Terry Tweed Craigmillar
Jimmy Brown Queensferry & District
2. Attendance and Apologies:
Attendance:
David Salton, Chair Costorphine
Richard Ellis, Vice-chair Morningside
Jenny MacKenzie, Secretary Leith Central
Dawson Currie – Portobello
Patricia Eason, Cramond
Tony Harris Grange/Prestonfield
Ian Doig Merchiston
Norman Tinlin Fairmilehead,
Terry Tweed Craigmillar
John Clark Craigmillar
Judy Wightman Ratho
Eileen Hewitt – CEC Liaison officer for CCs
Jimmy Brown Queensferry & District
Stewart Kerr Northfield/Willowbrae
Mary Donoghue Hutchison/Chesser
Apologies
Ann Wigglesworth Tollcross
Pamela Roccio Community engagement officer (Edinburgh Partnership)
Angela Wright Craigintinny/Meadowbank
3. Minutes of Previous Meeting (September 10th 2009)
Correction: Add Judy Ratho to Apologies
Approved: Terry Tweed
Seconded; Norman Tinlin
4. Matters Arising: None
5. Election Update – Eileen Hewitt
A good response to the election with many new members. All 41 CCs attracted sufficient numbers to continue as CCs. There were: 426 elected members; 90 nominated member interest groups; 54% men and 46% women. If there had been no postal difficulties that led to late delivery of nominations, Cramond would have had more applications for membership than places available, thus forcing an election.
The nomination forms being available online were a popular feature, also the postcode guidance which had been provided. Earlier publicity would have been preferred and it was felt that the nomination period of two weeks was not sufficient. There was no postcode on literature requiring return to CEC. Attracting young people would be helpful, either as members, or to attend meetings.
There are two new CCS – Juniper Green and Westerhailes.
Query: Is promoting CC activity in schools appropriate?
Queensferry have done this successfully and recommend talking to the headmaster
Grange/Prestonfield has two young people who attend meetings -- one from the High School and one from the Youth Parliament.
Fairmilehead has one youth member who was co-opted before the election through a local youth project.
6 NP conference report – 30th September at the Easter Road stadium
Norman Tinlin’s report
195 bookings and 185 arrived. Numbers included: 71 delegates from the community;
27 council officers; some young people from youth forums and the Youth Parliament; 30 NP officers; 16 LA councillors; 22 from the voluntary sector; 80 from the Health Service, Fire service and the Police Service.
Several EACC members expressed disappointment with the programme and delivery. More input from the audience would have been more valuable. The final presentation ‘glossed over’ the important questions. Workshops had some value, but some CCllrs assessed the programme as patronising, too lightweight ‘schoolroom’, ignoring the many incremental steps that have already been taken towards making NPs work well. Interesting and valuable to hear from young people.
7. Apologies from Pamela Roccio for not being able to attend this meeting. The information to be shared and discussed about the Edinburgh Partnership will be an item on the January agenda.
8. Induction Training
To be held on December 5th at Waverley Court. Organised by Eileen Hewitt
Agenda will be sent to all CC secretaries. The purpose of the training is to give new members understanding of CCs, their activities and potential. This training is to be more interactive than previous sessions. A DVD will present role play of a CC meeting – to be discussed and analyzed in small groups. EACC members welcome to be part of the training.
David, Terry, Patricia, Jenny and Richard available to support the small group work.
Some members gave names for a ‘buddy system’ which offers support with various skills needed in CC activity, such as accounting and secretarial duties.
Some members with family responsibilities find Saturday mornings inconvenient.
One member noted that the Code of Conduct (CoC) has not been emphasized sufficiently at past inductions, both in training sessions and at meetings.
Eileen will include the Code of Conduct in the training pack, and emphasize the requirement for all CCllrs to adhere to CoC in both induction training and a forthcoming newsletter.
9. Letter from CC seeking guidance on issue of governance.
Chairman’s response: EACC can offer advice in response, but not dictate.
All CCllrs are required to abide by the code of conduct. If they fail to do so, verbal and then written reminders of the CoC may be given. Chairman and Vice-chair are entitled to request private meeting with any member who does not respect the CoC. Members agree that the Chairman makes the final decision in governance of a meeting.
Re disruptive member of the public: The police may be called if a member of the public attending a CC meeting behaves inappropriately, disrupts the meeting and/or will not accept the guidance of the Chair in requesting adherence to the CoC. .
CEC does provide some guidance notes for dealing with disputes at CC meetings. This document will shortly be released to CCs for consultation and discussion.
10 Sub-group report: Richard Ellis: Meeting held to plan way forward for meetings between David Lyon (Services for Communities) and EACC. Patricia designed a chart offering some guidance on CCs’ communication and relationships with NPs, CEC departments such as City Development, political leaders and the voluntary sector. Members note chart needs simplifying and clarifying for ease of use. Richard and Patricia to continue this discussion, with support of CEC. When required, EACC to continue to raise issues of collective concern among CCs in Edinburgh. Standardisation of NP practice across the city is needed
CC discussion online via networking sites has been proposed. Currently no further details.
11. Report of meeting held with David Lyon November 5th.
Items and issues discussed: The impact of commercial events in public parks – appropriate consultation required – Public consultation document now released to CC secretaries; NP secretarial support – report in Item 11; CCs and EACC want to be included in CEC performance review surveys – response received from David Lyon; NP conference – feedback provided; Dispute resolution – document to be released for consideration. .
12. NPs and secretarial support: Dawson Currie.
Dawson (Portobello) had requested that more copies of agendas, pre-meeting papers, minutes and reports of NP public meetings and business meetings be made available to CCllrs. Currently only the member attending the meetings receive these documents. David Lyon (DL) had previously explained that keeping costs down had been the first criteria. He (DL) will contact Partnership Development Officer for the Portobello and Craigmillar Neighbourhood Partnership, Mary Dunbar to discuss a possible solution to Dawson’s request. One EACC member noted that there should be a standardisation of policy across all CEC NPs, such as providing minutes and all necessary documents to those members (and their substitutes) who attend public and business meetings. This to be pursued with DL at future meetings.
13. No Treasurer’s report available.
14. Secretary’s report
Planning meeting held with Pamela Roccio re EACC presentation on EP matters.
Patricia and Jenny to attend Craigentinny/Meadowbank CC meeting Monday 17th November.
ASCC annual conference to be held on Saturday 14th November: oversubscribed. Some members unable to secure a place this year. Complaints that the ASCC office does not respond to queries. Jenny to look into this.
ASCC ballot closed. National post holders elected. ASCC Ltd Co. articles of memorandum approved. Jenny elected Edinburgh Area Representative ASCC. Jenny will produce a second Area Rep newsletter to follow shortly.
December 5th Saturday Morning Question Time postponed. Topic -- Transport, postponed to April 10th to allow best attendance at CEC induction training.
15. Chair’s report
Chair arranging speakers from all parties for two EACC Question Times on Transport and Policing respectively. Chief Constable David Strang will also be a speaker at the Policing Q.T. Good attendance is predicted, with interest also from those who support Neighbourhood Watch.
16. Any Other Competent Business:
< Terry Tweed of Craigmillar raised an objection to the policy of holding AGMs in May; this creating the possibility that CCllrs could be appointed as post holders in May and voted out in the following October elections. Eileen Hewitt (CCLO) noted that it is more convenient for the AGMs to be held at this time, with the appointment of officers being deferred until October. The scheme requires that the CC accounts tally with the CEC financial year (May/June). EACC members are generally happy to maintain the current arrangement.
< Edinburgh Partnership representative Patricia Eason has devised some questions for all CCs which would provide her with some data. All members to receive this questionnaire from Jenny and will return to the EACC for sending on to Patricia. The agenda for forthcoming EP meetings could be posted on the EACC website.
< Merchiston CC has collected 100 signatures from local residents who are concerned about neglected and messy front gardens in the area. MCC (Ian Doig) requested information about the statutory powers (if any) of CEC in forcing some standards of cleanliness and tidiness. Hutchison/Chesser (Mary Donoghue) also suffers with this problem locally. Several EACC members noted that CEC does have a statutory responsibility in the matter. They recommend contacting the local LA councillor. EACC secretary to contact CC secretaries across the city to ask if others are experiencing these problems.
< A recent draft Partnership Agreement circulated by Alan Dean of CEC is suggested as an inclusion in the induction pack for new CCllrs. However, EACC members believe that the latest draft is very different to the original. A lot of what is mentioned in already covered in the Model Scheme. Would prefer that this document would be better further considered and commented upon before inclusion in training at this stage. The document will be circulated to all CC Executive members and CC secretaries. Comments are encouraged to Alan Dean.
17. Date of next Saturday Morning Question Time: January 9th 2010. Association of Community Councils: topic for discussion to be decided.
(Following this meeting and the ASCC conference held on Saturday November 14th, which provided an opportunity for questions to be asked and answered, members decided to change this meeting date to the topic of ‘Enforcement’ instead. Panellists to be invited.)
18. Date of next meeting: 14th January 2010 at City Chambers 7.30pm
