Cittaslow Linlithgow
Steering Group 23.6.08
Visitor Awareness Centre 7.15pm

Present: Phil Murray(PM)(Chair),David Tait (DT) Jim Hay(JH) Ken Richardson(KR) Catriona Staddon (CS) Jean Long(JL)

1.Apologies:Alan Young, John Masson, Michael Bennett

2.Minutes of Previous Meeting: Agreed as an accurate record, No Matters Arising not covered by subsequent Agenda items

3. Funding Update: PM advised that there was no change form the position reported at the previous meeting, when with all Assessment Day costs/fees accounted and allowance made for the initial year’s membership for Cittaslow UK, Cittaslow Linlithgow has a current balance of £205.00. John Masson had confirmed to PM before going on leave that he had secured supporting funding of £1250.00 from West Lothian Council to cover initial costs.WLC regulations require this to be paid via a formally constituted body.PM expressed appreciation to Linlithgow Civic Trust for acting as a ‘conduit’ for this funding(post meeting note-invoice has now been submitted and receipt of payment, via LCT, is anticipated by the end of July)

4.Slowfood Convivium Update: CS reported on a very successful Linlithgow Slowfood  stall at the Fun Day at the Rugby Club on 14 June. While all costs were not covered, some £170 was taken for various sample dish sales, and much enthusiasm and support for Slowfood principles was generated. For similar future events, pricing strategy may be reviewed. Linlithgow Slowfood also has a full programme of events over the summer including regular Slowfood Suppers at Marynka as well as a Slowfood Tasting Canal Cruise on 23August, and a visit to Scottish Agricultural Services on 18 September.

5.Constitution Update: PM/DT advised that as yet, due to recent commitments, a meeting with Bruce Henderson to seek advice on the appropriate form of Constitution to encapsulate Cittaslow objectives as well as maximise potential funding opportunities, had still to be arranged. In the meantime research was ongoing utilising as models the LCT constitution and that of Pride and Passion. PM also advised that having liaised with Cittaslow Cockermouth, the possibility of a Community Interest Company will be included in this research as well as a charitable trust and Company limited by Guarantee, to ensure that in adverse circumstances, the liabilities of office bearers will be minimised. Research to continue over the course of the summer, with a view to a recommended option being put to the next CL Steering Group
Action: PM/DT/KR

6.CL Vision/Business Plan Update: In response to JH’s request at previous meeting, PM circulated initial Draft Vision Statement, setting out a possible ‘direction of travel’ for CL over the next few years. There was sustained discussion thereof, which raised a number of points including:

•    The need for a clearer focus on our objectives ideally linked to those set out in our pre-assessment pamphlet
•    A simple explanation of what we are trying to achieve
•    Development of a programme of events designed to get visitors into the town and which Cittaslow could support along with other partner groups
•    Need to build a solid base of local support for Cittaslow principles/objectives, possibly using Cittaslow Cockermouth Champions model

PM asked for additional comments/observations on the Draft Vision to be forwarded to him by mid July, in order that a revised version could be circulated in advance of the next CL meeting
Action: All

7.Projects Update:
•    Plastic Bag Free Linlithgow – PM has met with Ann Daly Linlithgow Business Association who has had considerable experience with similar campaigns elsewhere. Cllr de Bold WLC Environmental Affairs Convenor has agreed to meet PM to discuss support for any such campaign led by CL.(post Meeting Note-PM duly met Cllr de Bold on 3.7- while no financial support will be available, WLC will make available support resources in terms of venues for meetings, display and publicity materials, articles in Council newspapers website etc, together with input from professional Waste Strategy staff from WLC. Next stage is to develop a strategy for such a campaign over the course of the summer with the intention of such an agreed strategy being implemented in the post holiday period. (NB PM/DT attended recent meeting of Linlithgow Initiative on Climate Change, where PM was asked to participate on Waste Management Sub Group, which has expressed interest in supporting Cittaslow led plastic bag free campaign)). Campaign Strategy to be submitted to next CL Steering Group. Action: PM
•    Allotments: Outcome of parallel meeting of allotments interests awaited
•    Linlithgow Business Improvement District Proposal: DT reported only limited progress since last meeting-discussions ongoing over the summer Action: DT

8.Springfield Development Proposal: There was a general discussion in response to the Kensington and Edinburgh consultation session at the Low Port. Members expressed a range of concerns including the contravention of the Local Plan strategy, the potential adverse impact on the High St shops of another supermarket, doubts over the indicative design/layout and inadequate landscaping, traffic impacts etc. It was agreed that the position should be kept under review- as and when a formal planning application is submitted, CL should look to present a united front with other concerned groups/individuals. Action: All

9.Any Other Business: None raised

10.Date of Next Meeting: Monday August 18 7.15pm(Venue to be confirmed)

PM closed the meeting with expression of appreciation for all the work of the Steering Group in getting Cittaslow Linlithgow from a ‘standing start’to the current stage within a 12 month period, wished all holidaymakers an enjoyable break, and looked forward to reconvening in August.

Cittaslow Linlithgow

7th Meeting of Steering Group

7.15pm Monday 3.3.08

Visitor Awareness Centre

Present: Phil Murray/Jim Hay/Ken Richardson/David Tait/John Masson/Michael Bennett/Douglas Ritchie

1.Apologies: Jean Long/Catriona Staddon

2. Minutes of Previous Meeting: Approved as an accurate record

3. Matters Arising: None

4. Funding Update: PM advised that current balance stood at £2250; while superficially healthy, he cautioned that significant expenditure was likely in near future e.g Assessment Day costs/initial Cittaslow Membership fee/any additional consultancy work required etc, therefore there can be no complacency, and indeed, longer term funding strategy must form part of any future Business Plan
Action: Agreed-Business Plan Sub Group to investigate options

5. Linlithgow Slowfood Convivium Launch Report
In CS absence,MB advised that launch event at Marynka on 18.2.08 was very successful with approximately 40 attendees; programme for future Slowfood events/suppers etc for forthcoming period was agreed by new Committee, to include promotion of Linlithgow Food Festival as part of Rotary Fete at Rugby Club on 14 June. Chair expressed appreciation for CS efforts to date and encouraged all Committee members to support Slowfood events programme whenever possible.
Next Slowfood Suppers at Taste on Tuesday 4 March and Tuesday 1st April
Action: CS/MB to develop programme, with support from Cittaslow as appropriate

6. Cittaslow Assessment Day Planning/Bid Submission Procedure
DR reported that while Cittaslow UK’s initial informal consideration of the submission document had not revealed any major issues of concern, there was still difficulty fixing a mutually convenient date for the formal assessment visit. After discussion it was agreed that the timescale precluded the Committee’s original preference of week beginning 17 March; as an alternative DR to suggest Friday April 25th as Steering Group preferred date.
Action: DR to negotiate on behalf of Committee and advise all once date agreed

As part of Supporting File submission Chair to provide DR with copies of letters of endorsement for Linlithgow bid
Action: PM to supply copies to DR

Regarding Assessment Day programme provisional programme was outlined as follows:

•    JH could, subject to date, provide accommodation for assessors
•    VAC would form appropriate ‘hub’location for day’s programme
•    Programme to include brief relevant presentations from Steering Group reps/supporter organisations
•    Town Centre Walkabout: Conservation Area/Palace/Peel etc
•    Specific Site Visits e.g. Recycling facility, Linlithgow Bridge eco school, Bonnytoun Farm/Canal Centre/Donaldson’s?
•    Slowfood Buffet Lunch back at VAC for Assessors/Steering Group reps/WLC reps
•    Post Lunch Q+A session Assessors/Steering Group Reps/WLC reps

Steering Group members are asked to consider practicalities of this provisional programme; any suggestions for amendments welcome.
Once Assessment date is confirmed, key venues, locations and personnel to be notified of schedule/requirements etc
Action: All  to consider proposed programme and suggest appropriate amendments; letters requesting participation/co-operation in Assessment, invitations etc to be drafted by PM ready for distribution as soon as date confirmed.

7. Publicity/Communications Strategy

MB advised that flyer stands had been delivered; it was agreed that MB will source stickers to include Cittaslow logo to be included on stands, for distribution to venues previously agreed, together with A 3 Cittaslow poster(s) as appropriate. MB displayed Draft posters and invited members to e mail any suggested modifications
Action:MB/All

MB is also in discussion with John Aitken webmaster of www.linlithgow.com regarding Cittaslow  web page and associated blog facility. All Steering Group members invited to make full use of blog for notification of relevant events, articles of interest re Cittaslow/Slowfood etc. While MB happy to manage the facility, its success will depend on steady input, which initially will be the responsibility of the Steering Group
Action: MB to keep Steering Group advised of progress on blog development/procedures for access etc. All to consider prospective input

8.Cittaslow Business Plan Sub Group Report

PM advised that the Sub Group (PM/DT/JH/KR)  had met twice to consider approach to development of Business Plan for post accreditation stage.While this is still very much ‘work-in-progress’ some key points have already emerged:

•    Triple role identified for Cittaslow Linlithgow – to lead on certain projects/initiatives, to support ongoing initiatives/projects which fit within the overall Cittaslow context, and to lobby for introduction of initiatives where a need is identified and no project has yet addressed the issue in question
•    By its very nature Cittaslow may have the potential to act as some form of ‘umbrella’ organisation around which a whole series of existing initiatives might gather for mutual support/endorsement, but such a role would require careful ‘diplomacy’ and recognition of other Groups’ talents and abilities
•    Maximising access to and leverage of support funding will be of key importance in future development of Cittaslow Linlithgow- so far as further approaches to WLC/LEEL, any such requests must be fully justified
•    To raise Cittaslow Linlithgow profile post accreditation, Sub Group agreed that a high profile, relevant, achievable project should be identified- the idea of a campaign to make Linlithgow plastic bag-free received broad support – PM to research further

Action: Observations of Steering Group on the above key points, suggestions as to additional issues to be addressed, to be passed to PM. Sub Group will continue to utilise the period between now and Assessment Day to develop Business Plan ideas, an outline of which might also form part of Assessment Day presentations.

9.Any Other Business

None raised

10.Date of Next Meeting

Monday 31st March 2008 at 7.15pm in VAC

Cittaslow Linlithgow

6th Meeting of Steering Group

Monday 4th February 2008

7.15pm @Marynka

Present: Phil Murray(PM),Catriona Staddon(CS), David Tait(DT) Michael Bennett(MB), Ken Richardson(KR) Cameron Easton(CE), Douglas Ritchie(DR), Jean Long(JL), Jim Hay(JH)

1.Apologies: Alan Young, Lauren Falconer, Grant Abbott

2. Welcome to new Steering Group members
On behalf ogf the Group PM extended a warm welcome to Jean Long and Cameron Easton to their first Cittaslow Linlithgow Steering Group and looked forward to their constructive contribution.

3.Minutes of Previous Meeting
The Minute of the 7.1.08 meeting was agreed as an accurate record of the discussion.

4.Matters Arising
There were no Matters Arising, which were not covered by subsequent Agenda items.

5.Funding Update
PM advised that, having settled JMK’s account for payment for printing of the publicity flyer, the Cittaslow account currently had a balance of £250; paperwork for receipt of the West Lothian Council contribution of £2000 had all been processed, and its receipt was imminent(Subsequent to the meeting WLC advised that it should be transferred to Cittaslow account ‘by the end of February’).

6.Linlithgow Slowfood Convivium Update
CS reported significant progress including
•    Provision of Slowfood Information stall at the Farmers’ Market on 26.1.08, which prompted considerable interest
•    A successful Slowfood Information evening on 28.1.08 which attracted approximately 20 people
•    Identification of  5 volunteers willing to stand for election to the Linlithgow Slowfood Convivium Committee at the first general meeting of the Convivium scheduled for 18 February at Marynka
•    Preparation of an article for the Gazette to make people aware of the establishment of the Convivium, and the details of the first meeting for interested participants
•    The format of the first meeting on 18 February to be availability of a Slowfood Supper comprising a main course and a glass of wine at a price of £10 per head (by ticket only available from Marynka), followed by the Business meeting, including election of office bearers and outlining an initial programme for Slowfood events in the coming months. Such a programme potentially to include monthly Slowfood suppers at a variety of local venues, visits to local producers, talks and demonstrations,  a possible Linlithgow Food Fair, and active promotion of healthy eating options amongst local schools

The Steering Group expressed their appreciation of all the preliminary work done by CS. KR suggested that the Gazette photographer be made aware of the 18.2.08 meeting, and MB undertook to bring along his own camera to record proceedings also.CS expressed the hope that the Steering Group would be well represented at  the Convivium launch event.
Action: CS/KR/MB/All

7.    Criteria Assessment Update
DR reported that the finalised Criteria Self Assessment Document had now been submitted to Cittaslow UK organisation and its receipt acknowledged. DR will continue to liaise with Cittaslow UK re appropriate dates for the official Assessment Visit, bearing in mind the expressed preference amongst the Steering Group as a whole, for a date in the week beginning 17.3.08, (pre-Easter week) in order to provide sufficient preparation time to develop and confirm the Assessment Programme
Action:DR

8.Publicity Update

•    PM circulated copies of the official pamphlet, and expressed thanks to MB for all his preparatory work
•    PM will circulate a Distribution Strategy to reflect the suggestions made by members regarding the most effective impact and the need to target particular outlets; MB will investigate sourcing of appropriate pamphlet stands to maximise visibility. Action:PM/MB
•    MB undertook, with KR, to investigate the technical possibilities of adapting the pamphlet artwork for the preparation of A2 sized publicity posters, to be utilised  for display purposes within the Visitor Awareness Centre and potentially within Linlithgow schools/library also.action:MB/KR
•    A link is now established for Cittaslow material on the www.linlithgow.com website; MB confirmed that he  is prepared to manage a ‘blog’ feature, provided other Steering Group members are prepared to contribute appropriate Cittaslow related material/articles/comments Action:ALL
•    DT/KR/JH emphasised the potential of the Visitor Awareness Centre as an information point/display facility for all aspects of the Cittaslow/Slowfood bid/launch, particularly as one of the requirements of Cittaslow membership is to publicise the movement and its objectives across the community as a whole.
•    DR also emphasised the publicity opportunities provided by such events as the recent Food Tourism Seminar in Perth, sponsored by Scottish Enterprise

9.    Cittaslow Linlithgow-Sequential Stages to be planned

PM stressed the need for preparations in advance of official accreditation, to avoid the risk of a vacuum being created on receipt of Cittaslow status, while people wonder what to do as the next stage.

Chronologically, key stages are as follows:

•    18 Feb – Linlithgow Slowfood Convivium launch(see details above)
•    Feb/March DR to collate bid support file material photographs/evidence etc Action: DR
•    Feb/March/April Sub Group comprising PM/DT/KR/JH to consider preparation of Business Plan, which once approved by Steering Group, to be put in in place for initial implementation on receipt of accreditation. Action: PM/DT/KR/JH
•    Early March-Contact to be made with key personnel for assessment visits/demonstrations/presentations/hospitality etc once programme confirmed  Press also to be alerted to visit programme Action:PM/KR
•    Week Beginning March 17-Cittaslow UK assessment visit-DR circulated a draft programme-all to consider and to make suggestions to DR re amendments additions etc Action:ALL
•    CE suggested that WLC to be alerted to successful outcome of bid and asked to host  an event to mark the occasion- press to be alerted.  Action:PM

10.    Any Other Competent Business

None raised

11.    Date of Next Meeting

Monday 3rd March 2008 at 7.15pm in Visitor Awareness Centre. PM expressed appreciation to CS for making Marynka available for past meetings.

Cittaslow Linlithgow

5th Meeting of Augmented Steering Group

7.15pm,7 January 2008,Marynka

Present: Phil Murray(PM), Alan Young(AY), Ken Richardson(KR), David Tait(DT), Catriona Staddon(CS), Jim Hay(JH), Douglas Ritchie(DR)

1.Apologies: Michael Bennett(MB)

2. Minutes of Previous Meeting: December 2007 – agreed as an accurate record

3.Matters Arising:

PM advised that in relation to Para 8(1) he had been in correspondence with the Chief Executive’s Office at WLC regarding WLC policies on procurement, in the light of the concerns expressed by Jamie Smart. WLC had advised that they were constrained by EU Regulations on procurement procedures, but offered to meet with Jamie Smart to discuss ways in which local producers could be assured of receiving fair treatment.
PM to copy correspondence to David Tait for reference at a separate meeting of the LBA with WLC on related issues; Jim Hay to forward Jamie Smart’s contact details to PM to facilitate contact between Jamie Smart and WLC procurement Officer Douglas Ritchie indicated that Perth and Kinross Council had hosted a seminar on this very topic which had attracted considerable interest amongst local producers and suppliers; David Tait will raise the possibility of a similar event being hosted by WLC.   ACTION: PM/DT /JH

4.Funding Update

PM advised that Cittaslow account at RBoS Linlithgow was now operational with himself/DT as authorised signatories. LBA and LCT contributions (£500 in total) had been lodged, and PM was currently liaising with Anna Lightbody to access the  £2000 contribution from WLC. Provision of such funding will allow us to incur expenditure on various aspects of the Cittaslow initiative, in the run up to the bid submission, assessment, Slowfood Convivium launch etc. Action: Noted

5.Cittaslow Criteria Asessment-Update

DR spoke to the latest Draft of the Criteria Assessment document, and confirmed his view that, adjustments having been made, and subject to any additional inputs/amendments being suggested by Steering Group members over the period to 21 January,  we are already scoring above the 50% minimum required. PM queried whether there was a significant imbalance between local authority led  and community led initiatives, but DR felt that the composition of the assessment document was consistent with others he had previously scrutinised.
Action: All to advise DR of any further amendments necessary no later than 21 Jan. It was agreed that, post January 21, DR will forward the current Draft document to Grahame Kidd at Cittaslow UK with a request that he provides an initial, informal reaction to it, together with a suggestion that if GK’s schedule allows, on his forthcoming visit to a conference in Perth, he might include a further visit to Linlithgow to discuss, informally, progress on the bid development with available Steering Group members(29/30 January).

6. Slowfood Linlithgow Convivium – Update

CS  reported on different elements of progress including
o    Preparation of a Newsletter to her customer database advising of the imminent launch of Slowfood Linlithgow
o    Preparation of an advance article for the Gazette
o    Provision of a further Slowfood informations stall (but not necessarily cookery demo) at the Farmers’ Market on 26.1.08
o    A Slowfood Information evening to be held at Marynka on Monday 28th January
o    An initial meeting of the Linlithgow Convivium scheduled for February 18th again at Marynka, at which a light meal will be available at an approximate cost of £10 per head, prior to the business of the meeting being conducted.
o    This business will include appointment of relevant office bearers and presentation of an initial programme of events (tastings/visits/demonstrations lectures etc. While it is hoped to meet on a monthly basis this will be dependent on the support received and the evolution of an appropriate programme. CS would appreciate all  relevant suggestions from Steering Group members.
Action: CS to continue preparations for Slowfood launch; Steering Group to spread the word, and encourage participation.

7. Publicity Strategy Update

PM reported on the following aspects:
o    Continuing receipt of written endorsements of Cittaslow Linlithgow from the target list identified previously
o    Mention of bid in Scottish Parliament in December by Margo MacDonald gave useful additional profile.
o    Fiona Hyslop MSP has requested a briefing on the bid process-PM to follow up
o    Oatridge College Principal has also offered support and has also requested a briefing- PM to follow up
o    Visitor Awareness Centre offers facility to highlight particular initiatives over the period when it is operational. It is hoped to have a focus on Cittaslow at an appropriate time. KR also suggested VAC might form a useful community focus for the start of Cittaslow UK’s official inspection visit
o    Publicity pamphlet is almost ready to go to printing, subject to any final adjustments from Steering Group members( to PM by Friday 11 Jan), and clearance from Historic Scotland to utilise image of Palace-JH to follow up on this and advise PM/MB asap
o    www.linlithgow.com will include a section on Cittaslow Linlithgow
o    On MB’s return from Australia, further investigations re Cittaslow Linlithgow blog facility with MB. CS to liaise with  Donald Reid Edinburgh Slowfood, regarding access to relevant articles for inclusion on blog
Action: PM/JH/MB

8.Any Other Business

No items raised

9.Date of Next Meeting

Monday February 4th 2008, 7.15pm @Marynka