Glenfarg Community Council
Draft Minutes of Extra-ordinary General meeting held on 7th Nov 2011
Present
Cllrs Baird and Robertson
CCllrs Armstrong, Arnold, Johnston, MacKenzie, Macpherson, Ponton, Vaughan and Watson
Members of the public
There were no members of the public present
Cllr Baird opened the EGM.
She first thanked the outgoing Chairman Colin Campbell and retiring CCllrs Bill Connolly and Charlie Murison, and congratulated the eight nominated and appointed CCllrs.
Appointment of Chairperson
CCllr Donald MacKenzie was nominated by CCllr Johnston and seconded by CCllr Vaughan. Role accepted by CCllr MacKenzie who then chaired remainder of meeting.
Appointment of Secretary & Treasurer
Secretary – CCllr Janet Watson was proposed by CCllr Mackenzie and seconded by CCllr Vaughan
Treasurer - CCllr Gillian Vaughan was proposed by CCllr Mackenzie and seconded by CCllr Johnston
It was agreed that there was no need to appoint a Vice Chairperson and that in the absence of the Chairman an available CCllr would deputise.
Minute Secretary – CCllr Armstrong was proposed by CCllr Watson and seconded by CCllr Vaughan
Appointment of Data Controller
Secretary is to seek advice from P&KC on this role and responsibilities and will report back to GCC at first business meeting when appointment will be made. In the meantime, the Secretary will assume the role.
Adoption of Constitution, Standing Orders and Code of Conduct for Community Councillors
Constitution – Unanimously adopted. Identified as Glenfarg Community Council and signed
Standing Orders – Unanimously adopted. Agreed that minutes of this EGM be approved at AGM in May 2012.
Code of Conduct for CCllrs – Each CCllr agreed to abide by this Code on appoinment
Sub – committees
Planning – CCllrs Arnold, Johnston (lead) and MacKenzie
Newsletter – CCllrs Macpherson (lead), Vaughan and Watson
Community Benefit Fund – CCllrs Johnston, Macpherson, Ponton (GCC panel member) and Vaughan
Binn Farm Liaison Reps – CCllrs Armstrong and Arnold
Current Financial Statement
Current Account balance – £1289.71
Signatories for all accounts to be changed to new chairman and secretary and continuing treasurer namely CCllrs MacKenzie, Vaughan and Watson.
The accounting period for 2011-12 will be 13 months to bring in line with new constitution requirement which requires year end March.
The %age of CBF to be handled by GCC will be administered through the general account with no requirement for additional account to be established.
Meeting Dates
There will continue to be 6 public meetings and 1 AGM annually. The first meeting will be Mon 28th Nov 2011 followed by a meeting on 9th Jan 2012. Subsequent dates will be agreed and advertised.
Training
Secretary to seek information and advise accordingly.
AOCB
Retiring CCllrs – It was agreed that some form of recognition be made to retiring Chairman and C Murison. Action – CCllrs Watson & Armstrong
Minutes to Newsletter – It was agreed that in order to avoid delay in publication of Newsletter, CCllr prepare a News article on GCC business for Newsletter. This will include reminder of existence of Notice Board and website where up to date minutes can be found.
Date of Next Meeting
Mon 28th Nov 7.30pm Village Hall
