Minutes of Board Meeting
of LLTNP Community Partnership
Held on 22 January 2015,
Carrochan, Balloch
Present:Celia Burn (Chair)
Owen McKee (Director)
Alan Smailes (Director)
Iain MacInnes (Director)
Sheila Winstone (Director)
Gordon Donaldson (Co-opted Director)
Allyson Blue (Director)
Carol Hemfrey (Director)
Ronnie MacDonald (Director)
Hannah Robinson (NP Sustainable Development Officer)
Marie Harvey (CP Support Officer)
Tom Wallace (CP Development Officer)
Kelly Clapperton-Bates (Strathfillan Community Development Officer)
Nicola Rourke (CP Comm’s Intern)
Apologies:
Peter Galliard (Director)
Kate Sankey (Vice Chair)
Elizabeth Bain (Treasurer)
Celia Burn in the Chair. The meeting started at 1:30pm:
Agenda Item / Narrative- Introduction and Apologies
Celia commenced the meeting by welcoming the Boardincluding Hannah recently returned from maternity leave and Nicola who recently joined the CP as aCommunications Intern. Celia also welcomed Kelly who has recently taken over from Joyce as the new Community Development Officer for Strathfillan and is here today to observe the meeting. Celia added that the Board would need to start thinking about finding a formal replacement for Joyce. The Board introduced themselves to their newest members.
1.2 Appointment of office bearers
Celia proceeded with the formal procedure of appointing office bearers.
At the last Board meeting it was recorded that office bearers; Elizabeth, Kate and Celia would all stand down in the interim. With all three Directors willing to stand again the formal voting was as follows:
Celia as Chair First: Alan Seconded: Owen
Kate as Vice-Chair First: Owen Seconded: Sheila
Elizabeth as Treasurer First: Iain Seconded: Carol
Celia added that the re-appointment process would normally have taken place formally at the CP AGM, however due to time constraints at the Gathering it was decided to leave this until the present Board meeting. Tom advised the Board that this would be added on the agenda for the next AGM.
- Approval
ofBoard Meeting, 23rd Oct 14 / 2.1 Accuracy: Celia confirmed that the previous minutes had been circulated.
Sheila noted that the Scottish Rural Parliament (SRP) event in November had not been included on today’sagendaand providedan update for the benefit of the Directors who were unable to attendhighlightingKate’s article posted on the CP Website. Sheila added that following on from discussion with Lee Haxton of the Cairngorms National Park,theyare very keen to organise an event similar to the ‘Gathering’ for their members. Tom added that following on from the last CP Board meeting, there has been some discussion with Lee’s team to arrange several of the CP Director’s to visit the Cairngorms NP as part of a fact-finding visit,andalso an opportunity to discuss cross cutting issues that meet LEADER funding aims. Owen advised that unlike the set up in the Loch Lomond and the Trossachs National Park, the Cairngorms is unique in that they run their own LEADER LAG therefore issues differ. Sheila advised that Scottish Rural Action (organisers of the SRP)are actively encouraging people to sign up as members, and a linkis available via the CP website. Tom added that if the SRP continues to be successful that it would be looking at developing the Community Partnership as the focal regional hub leader for this National Park and to see it being developed into an open forum run by a nominated community representative.
2.2 Matters arising from minutes. Updates were given on actions as follows.
Action4.1: Draft ‘farewell’ letter to NP CEO (for Chair’s approval)–on behalf of the Community Partnership CP Chair Celia Burn contributed to Fiona Logan’ farewell video shown at the recent 10:02. Tom added that a thank you card and a congratulations card had been sent on behalf of the Community Partnership Board to both the outgoing and incoming NP CE’s.
Action 4.2: Allyson Blue to Investigate re-profiling of CFGG(Community Futures Goes Green)funds in to wider CP Budget.Following discussion with Gordon Watson, the NPA has indicated that they broadly support to un-restrict these funds. Tom has forwarded the NP a written proposal which outlines justification to take this funding forward and use against CP committed projects. Tom is currently waiting up on a final decision from the NP.
Action 5.3: FSG meeting to be set up and any decisions can be made before the next Board meeting.Date to be confirmed before the end of this financial year.
The status of actions was noted as complete. Celia asked the board if they agreed that all items of the last meeting were true. The Board agreed.
The minutes were accepted and Proposed: Owen Seconded: Iain
- Q3Report
Tom provided an update of the latest LEADER claimsadding that payment of these were still in arrears. Tom explained that under LEADER’s advice that the final claim could not be submitted until they had processed the second which they received last year. Gordon advised Tom that it would be best to lodge the claim irrelevant of what LEADER have stipulated in case of any comeback on LEADER announcing that the claim had not been submitted on time. Tom duly noted this and confirmed with the Board that action would be taken to consult with LEADER and submit the final claim.
Tom updated the Board of the latest staff changes; Isra (Lochhead)outgoing following a successful Farming event in December. Tom welcomed back Fiona (Jackson) and Fran (Crumley) who have been extended both on part time contracts which will be reviewed at the end of this financial year. Celia highlighted that staff contracts and other items would all be based on the current SLA discussions which are going ahead with the NP. Celia advised the Board that whilst the NP are willing to sign to a further SLA this will be reviewed on an annual basis, adding that the NPhave offered support for any funding that the CP apply for. Tom advised the CP should not solely rely on the NP for funding and to look and apply elsewhere. Celia added the whilst the late payment of the LEADER claims has had an impact on the CP’s cash flow to deliver other activities, some projects such as ‘Paths for All’ have continued.
- Admin
The Accounts were presented to the Board. Tom gave an update provided by the Treasurer, accompanied by a CP 2015/16 Schedule of Activities itemising core/priority and aspirations over the next 3-5 yrs. Separate spreadsheets were presented outlining a more detailed description of costs specific to each project. Tom advised that if the CFGG (Community Futures Goes Green) funds become unrestrictedcould be reallocated across either core business or an alternativegreen/energy initiative. Based on this, surplus funds carried forward andincluding the SLA for 2015 will mean the costs for core/salary and projects will be covered for next year without the CP having to lookelsewhere for funding.
Iain referred to comments made at the last Board meeting regardingthe decision for the CP to put in place a borrowing facility with SIS. Tom advised that this had been set up in the event of late payment of LEADER claims for salaries to be paid. Tom added thatwith LEADER not paying the first claim until January meant holding back payment of any larger invoices until December salaries had been coveredresulting in no drawing down the facility. Tom assured the Board that projected further income from LEADER and funders will ensure the CP will not need to draw from SIS in the future.
The Board discussed the current LEADER situation and impact this has had on CP activity. Tom and Celia reassured the Board that continuous pressure has been placed on LEADER. Sheila added that the LEADER LAG is currently encouraging new members join their Board. Although the last point there is nothing definite, the Board discussed having in place a dedicated CP lead officer to sit on the LAG Board if the need arose. Tom advised the Board that he felt that based on the extent of time spent on claims and level of scrutiny by LEADER, he would be hesitant to risk putting the CP through another LEADER claim process again, but added that Argyll & the Islands LEADER Development Officer had encouraged the CP to not be deterred from reapplying for funding in line with the new LEADER programme.Alan also reassured the Board not to be deterred from applying to LEADER as not allLAGs operate in the same way.
The accounts were accepted by the Board. Proposed: Alan Seconded: Allyson
Celia asked for the accounts to be forwarded to the Finance Sub group to be analysed before the next Board meeting.Iain asked for an update for when the new banking arrangements would be in place. Tom confirmed that it was intended to visit the bank today, however in the absence of one signatory could not happen as planned, however would go ahead in the next couple of weeks.
- Updates
Tom introduced the CP’s new communications intern Nicola Rourke to the Board and explainedthe internship process in more detail. Tom added that Nicola’s contract will be for 350 hours withTSISoffering support with the management of Nicola whilst covering her wages and NI contributions until June. Nicola will continue thereafter on a voluntarily basis for a further 150 hrs. Tom added that Sheila will be lead Director for this project and willwork together with Nicola to develop a communications strategy by looking at the CP’s existing stakeholders, strategic and operational plan. Nicola will have a chance to meet with the Communications Sub-group within the next couple of weeks.
5.2 The Gathering 2015
Tom announced that fromfeedback he had received, CP members were keen for a community setting to be the venue for this year’s Gathering. Tom added that finding a venue for this year was open for discussion and recommended the theme for this year to tie in with the‘Year of Food and Drink’. Tom encouraged the sub-group to investigate what food and drink type funding is currently available to support this event. Tom added that following on from a discussion the NP Tourism team are looking at developing a link into the event. Celia reflected the Incredible Edible movement; Carol added that Drymenwould be a good example of a community that has followed this initiative. Sheila added that the Gathering should also look at capturing younger people; Carol advised that the WW1 Culinarycompetition had begun this engagement as it focuses on local primary schools researching their local food heritage. Celia added that there could also be an opportunity to join forces with Forth Environment Link. Celia recommended that the Gathering could also involve partners who have been involved with the Skills Partnership project.Ronnie added to check with the Argyll & Bute Council WW1 commemorative steering group that the WW1 showcase does not clash with any of the events they are running.
Action 5.2: Circulate a new date for Gathering Sub-group to meet - Marie
5.3 WW1 Heritage Programme
Carol fedback with the responses from the Heritage groups that took partwith their exhibition at the Gathering, with only one society commenting on the perceived lower heritage profile than they had originally expected. Carol added that she advised upon the wider member impact of the Gathering and the importance of the heritage presence playing at the event. Carol addressed the second stage of the project which will focus on the home front aspects of WW1. Carol gave an update regarding the preparations for the WW1 Showcase in Spring andthe priority to secure a high profile speaker. As part of the projects community collaboration, Carol added that several informal meetings with the Heritage groups are planned over the next months to discuss joint ideas for the showcase and their input into the joint commemorative booklet. Carol advised that a date for the event should beheld before funding expires at the end of April and this is subject to the availability of a Key speaker.
Post meeting noteKey speaker now secured. Date for the showcase confirmed 11th April1-5pm at Gartmore Village Hall.
- Board Papers
Celia presented the final version of the Strategic Plan (SP) as part of ongoing Board discussions. Tom explained that the SP had been amended to take account of comments and suggestions from the Board. Tom advised that the accompanying Operation Plan (OP) is a live document reflecting day to day business whilst the schedule of activities will guide the annual business plan’s development and delivery. Tom added that discussions with the NPas to how CP activities reflect against the National Park’s in-kind support was ongoing. Tom highlighted that an additional column had been added to the schedule to monitor CP delivery against other strategic priorities. Tom advised the Board that the SP should sit behind every projectwhilst it reinforces the CP’s values, aspirations and objectives. Celia suggested a press release to highlight the CP organisation as part of our communications strategy outlining the new branding and latest five year plan. Tom added that using the ‘independent’ term will have a significant impact byappearing as a more pro-active organisation. The Board agreed that whilst the CP should promote itself as standaloneshould outline the working partnership that it has with the NP. Iain agreed that the CP continue to recognise the healthy partnership it has developed by inviting NP representatives along to area networks; providing a vital link between the Park authority and communities. The Board discussed that whilst some community members had their own views of the CP’s close partnership with the NP, there wasn’t justification to suggest that this would have a negative impact on the CP organisation itself.
Alan asked the Board if it felt the organisation placed to much focus on members rather than its communities. Alan added that he felt that many community residents often felt excluded or unrepresented.Tom advised upon the routine it relies upon for passing on information to its communities via its member Community Council’s and Development Trust’s. The Board discussed the downfall of this method highlighting that not all information is necessarily reaching out to everyone and then only to a general few. Sheila added that this was not a criticism to members as often Councils and Trust’s are often equipped with limited resources.Marie added that Argyll Voluntary Action would be a good example of an outreach organisation that the CP could utilise.Tom added that there also needs to be more focus on the area networks being an opportunity to regenerate our members and entice new faces alongand reaching out to everyone.
The Strategic Plan was accepted by the Board. Proposed: Alan Seconded: Sheila
On completion Celia recommended producing limited copies of the document to be available to download from the CP website. Celia asked for the Board to read this in more detail and provide comments for the next Management & Governance Sub Group before it is formally adopted. Date for the next M & G meeting to be circulated.
6.2 Sub Groups
Tom provided an update to the paper previously circulated which outlined a set of proposals and a recommendation to review the structure of the current sub groups. Celia thanked everyone who replied to her previous email outlining these recommendations, which have been implemented. Tom advised the Board that subgroup’s meeting on a quarterly basis will have a time saving benefit. Tom confirmed that dates for the meetings will be circulated with the Communications group meeting within the next two to three weeks. Celia added that by dividing the sub groups up into four activities would allow everyone an opportunity to engage in all areas of CP business and decision making. Celia added sub-groups would be offered additional support from CP staff as required.
- AOB
The Board discussed the future and role of the area networks, in particularly Breadalbane and Trossachs, discussing what could be done to attract more local people. Celia added that the intention is to incorporate training and make these meetings purposeful. The Board went on to discuss rethinking a change of name, referring to City of Stirling’s’ citizen assemblies which are focussed on community engagement. The Board went on to discuss what methods works well across the different communities and areas of the Park. Iain suggested that the networks should be enjoyable; Ronnie suggested that networks could also be an opportunity to draw in local people for an opportunity to meet their local councillors. Celia added that the communications strategy is a crucial link to help make the area networks a success, and added that more work was still required.
Change of Directors
Tom advised the Board that with Joyce now standing down as Director for Breadalbane it would need a replacement and asked the Board how it wanted to take this forward. The Board agreed to co-opt Kelly onto the Board in the interim, rather than to go through the local election process. Alan asked for this to be minuted for it to be noted at the next Strathfillan Community Council meeting. The Board voted as follows:
First: Owen Seconded: Alan.
Post meeting note: At the Strathfillan Community Council meeting on 9th March the above was proposed under AOB. The meeting unanimously gave their backing to co-opt Kelly Clapperton-Bates as a voluntary Director onto the Community Partnership.
- Date of next Board Meeting
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