• Category: Midlothian Voluntary Action

    Artists supported through youth arts programme

    Made in Midlothian, in partnership with Midlothian Voluntary Action, has selected seven freelance artists to deliver creative projects with young people across local communities.

    Funded by Creative Scotland’s Youth Arts Small Grants Scheme, the successful applicants are:

    • Adie Baako, West African Dancer of Akrowa UK
    • Ailis Paterson, Drama Facilitator
    • Annie Lord, Artist and Performer
    • Hannah Edi, Actor and Teacher
    • Laura Baigrie, Play Services Manager and Arts Practitioner
    • Lea Taylor, Professional Storyteller and Author
    • Mary Turner Thomson, Author.

    Each artist will shape their projects with young people taking the lead on what’s created. The programme will culminate in a showcase in March 2022 where young people will have a chance to display or perform their art. In addition to this, they will have an opportunity to list their art on Made in Midlothian’s online marketplace. 

    To learn more about their projects visit www.madeinmidlothian.com/mim-youth-arts-programme

    Good Governance in the Third Sector

    Moving your Board Meetings Online

    This month we’re publishing a series of blog posts to help organisations update their governing documents if needed, so online meetings can continue. Here’s the first blog written by our Deputy Chief Officer, Rebecca McKinney:

    Wiki Education board meeting June 2020 via Zoom by LiAnna (Wiki Ed) is licensed with CC BY-SA 4.0.

    The process for how your organisation holds board meetings and members’ meetings such as AGMs and EGMs will be set out in your governing document. In normal times, you must follow this process.

    In response to the Covid 19 Pandemic, some rules have been loosened to allow meetings to be held virtually even when this is not stated in your governing document. However, the rules are currently scheduled to revert back at the end of March, 2021. This means that if you want to continue having virtual board or members’ meetings, you may have to change your governing document. Here’s what to do next:

    1. Find your constitution or your articles of association and read the sections pertaining to the conduct of Directors’/Trustees’ meetings and Members’ meetings.
    2. Does the document specify that meetings may take place electronically or virtually?
    3. Or, does it have clauses stating that the meeting will be treated as taking place regardless of where participants actually are?
    4. Remember to check sections pertaining to both DIRECTORS and MEMBERS.
    5. If YES, you don’t have to make any changes to your governing document.
    6. If NO, read on:
    If your organisation is a SCIO or unincorporated charity, see these NEXT STEPS:

    1. Hold an AGM or EGM and pass a resolution to make the change to your constitution. Remember that this meeting must be quorate. At least two thirds of members who participate in the vote must agree to the change.

    2. Inform OSCR within three months that you have made the change, by sending their notification form and a copy of your amended constitution. You can find out more about how to do this here. Suggested text is available via SCVO. You will need to adjust the wording and clause numbering to match your particular constitution.

    Add immediately after clause 40: “40A. The board may make arrangements, in advance of any members’ meeting, to allow members to participate in the members’ meeting by means of a conference telephone, video conferencing facility or similar communications equipment – so long as all those participating in the meeting can hear each other; a member participating in a members’ meeting in this manner shall be deemed to be present in person at the meeting.”

    Amend clause 44: “44 Every member has one vote, which must be given personally; for the avoidance of doubt, a vote given by a member participating in the meeting through any of the methods referred to in clause 40A will be taken to be given personally for the purposes of this clause.”

    Add immediately after clause 86: “86A. A charity trustee may participate in a meeting of the board by means of a conference telephone, video conferencing facility or similar communications equipment – so long as all the charity trustees participating in the meeting can hear each other; a charity trustee participating in a meeting in this manner shall be deemed to be present in person at the meeting.”

    Amend clause 90: “90. Every charity trustee has one vote, which must be given personally; for the avoidance of doubt, a vote given by a charity trustee participating in the meeting through any of the methods referred to in clause 86A will be taken to be given personally for the purposes of this clause.”

    If your organisation is a Company Ltd by Guarantee WITH charitable status, follow these NEXT STEPS:

    1. Hold an AGM or EGM and pass a resolution to make the change to your Articles of Association. Remember that this meeting must be quorate. At least two thirds of members who participate in the vote must agree to the change.

    2. Inform Companies House of the change to your Articles within 15 days. You can find out how to do this here.

    3. Inform OSCR within three months that you have made the change, by sending their notification form and a copy of your amended constitution. You can find out more about how to do this here.

    Some sample statements you may insert into your Articles are:

    In determining whether directors are participating in a directors’ meeting, it is irrelevant where any director is or how they communicate with each other.

    or

    If all the directors participating in a meeting are not in the same place, they may decide that the meeting is to be treated as taking place wherever any of them is.

    And

    In determining attendance at a general meeting, it is immaterial whether any two or more members attending it are in the same place as each other.

    If your organisation is a CIC or Company Ltd by Guarantee without charitable status, follow these NEXT STEPS:

    Check your CIC Articles. It is likely that these already contain a clause enabling you to hold meetings in which all participants are not in the same place. In this case, you do not need to make any changes.

    If you do need to amend your articles, follow the same procedure as ‘If your organisation is a Company Ltd by Guarantee WITH charitable status’ above, but because you are not a charity, you will not have to inform OSCR.

    On 24 February we’re holding a free workshop for Midlothian third sector organisations that may need to change their governing document to allow virtual meetings.

    Virtual meeting best practice

    "Zoom meeting" by chericbaker is licensed with CC BY-NC-SA 2.0. To view a copy of this license, visit https://creativecommons.org/licenses/by-nc-sa/2.0

    A poor internet connection, a frozen screen and Zoom fatigue are all problems that those of us taking part in video meetings have experienced during the pandemic.

    For all the downsides, video meetings have allowed some organisations to keep working under lockdown, and they can also be easier to attend for those with mobility issues or busy schedules. The technology reduces the costs of holding meetings, and businesses are now less dependent on office space.

    If your organisation wants to keep holding official meetings online or by phone (such as AGMs) after 30 March 2021, you may need to update your governing documents.

    Over the next three weeks we’re going to publish a series of blog posts that outline how to work out if you need to update your governing documents to allow for continued online meetings. We’ll provide some sample lines to use, and share case studies on what other businesses have learnt from holding meetings online. Topics we’ll cover will include how to manage online voting, preparing for those potential technical hitches and avoiding disruptive ‘Zoombombing’.

    Keep an eye on the news page over the coming weeks- follow us on Facebook or Twitter and we’ll let you know when the next post is live.

    On 24 February we’re holding a free workshop for Midlothian third sector organisations that may need to change their governing document to allow virtual meetings.

    Youth Arts Small Grants Fund now open for applications

    Midlothian Voluntary Action are proud to be working in partnership with local social enterprise Made in Midlothian on a project that will support freelance artists to work with children and young people in Midlothian.

    Funded by Creative Scotland’s Youth Arts Small Grants Scheme, the programme will provide small grants to artists to work with groups of children and young people in Midlothian who have been most adversely affected by the Covid 19 pandemic. Local MSP, Colin Beattie, has congratulated Made in Midlothian on their success, in a motion to the Scottish Parliament. 

    The small grant fund is now open for applications and applications close on 1 March 2021.  See Made in Midlothian’s website for more information.


    “This funding will support Made in Midlothian to empower freelance arts practitioners to deliver activity across the community, and bring meaningful creative experiences to children and young people, whose well-being has been so severely impacted by the COVID-19 pandemic.”

    Colin Bradie, Interim Head of Creative Learning, Creative Scotland

    Brexit’s not long away. Is your organisation prepared?

    With all the discussions about Covid-19 in recent months, it is easy to forget that we will still be leaving the EU on 31 December 2020. There will be guaranteed changes from January 1st for businesses as we start our new relationship with the EU. There are many actions you can take today to prepare. Third sector organisations are being urged to: 

    It is worth doing one or more of these things now, as Brexit (the real thing) will be upon us very soon!

    Retirement of George Wilson, manager of MVA

    We are sad (but happy for George!) to share the news that George Wilson, Manager of MVA, retired at the end of September.  George has worked in Midlothian since 1994. He initially managed Woodburn Action Group, which then merged with MVA in 1998.  He has been with us ever since. 

    His calm and supportive manner has been appreciated by everyone in the sector, and we can’t put into words how much everyone at Midlothian TSI will miss him.  His leaving collection raised over £400, and we were able to buy him a very nice bottle of Islay Malt. We hope you enjoy it George – but definitely don’t drink it all at once!