Alexandria - Tilda McCrimmon, Barbara Barnes
Balloch and Haldane - David Keown, Lynne Somerville
Bonhill and Dalmonach - Jack Fordy, Fiona Jenkins
Clydebank East - Alistair Conaty
Dumbarton East and Central - Dorothy Heron
Kilmaronock - Andrew Sinnott (AS) (Forum Secretary)
Linnvale and Drumry - John Hainey, Mary McAleer
Old Kilpatrick - Isobel Plunkett (IP) (Forum Chair), Rena Mackenzie
Parkhall, North Kilbowie & Central - Drummond McNair
Silverton and Overtoun - Rona Wilkinson (RW) (Forum Vice-chair), Linda McCowat, Rose Harvie, Andrew Muir
Anne MacDougall (Parkhall, North Kilbowie & Central)
Rhona Young (Old Kilpatrick )
Jim Crosthwaite (Dumbarton East and Central)
Alan Karas (WDC Your Community Team)
No matters were raised at, or prior to, the meeting.
Prior to the meeting there was an unanswered call for any interest in standing as a committee member. As there had been no response the current team agreed to stay in post until the next meeting.
IP proposed that we hold this item over until the next meeting and all were in favour.
Elaine Troup followed up her remote presentation given at the previous meeting. Elaine is manager of the Communities Team whose responsibilities are currently being restructured to include Youth Learning and Community Planning.
IP asked about Community Empowerment and the status of the Action plans particularly the Communications plan as there are numerous instances of chief officers’ lack of response to enquiries. Apart from the lack of respect shown to CC’s this had a knock on effect of making CC’s impotent and therefore worthless to the communities they serve.
RW reported that her CC was on a hiatus due to lack of community councillors, they have tried to recruit new members many times and would like some help from Elaine’s team to implement them e.g. school visits. RW would like the communities team to create an Action Plan for recruitment of new members.
Alistair Conaty brought up the issue of funding and not knowing who to contact.
Drummond McNair expanded on the lack of response from WDC chief officers with examples.
David Keown asked if the Email system could use a flagging system to highlight mails from CC’s in particular. Also gave an example with a HSE consequence that ought to have been prioritised and noted that the elected members for his area do not engage effectively.
John Hainey made the point that lack of communication creates more work in repeat reporting of same fault without any feedback.
IP queried interdepartmental cross charging inflating costs of jobs and materials over that obtained privately.
Elaine addressed the above with the caveats that a lot of it was out with her Communities Teams responsibilities but she had taken note of it all.
There was a discussion regarding Youth Engagement as that is seen as a key theme in getting the views and participation of the next generation.
Once the work being done to support the Youth Parliament elections is over, the team will be able to focus more on the engagement methods needed to get young people involved.
John Hainey gave an overview of the Health Appointment Transport Scheme (HATS) being run by a group of volunteers and supported by WDC.
Volunteers use their own vehicle to transport eligible patients to health care appointments. The scheme has been running for 18 months with between 2-6 volunteer drives and 1-2 helpers. Currently about 25 appointments per month are delivered with the limitation being the availability of volunteers.
John or one of the team would be happy to attend any CC meeting to explain more about the service and tout for more volunteers.
A leaflet will be sent out to each CC with these minutes.
Volunteers are remunerated at the government approved mileage allowance rates with a daily allowance for a snack and a drink in addition.
More info can be requested from wdctag@gmail.com
Code of conduct
No progress. IP will convene a sub-group meeting.
Sex Education in Scottish Schools
Lynne Sommerville gave an overview of concerns around the curriculum and will circulate a summary document after the meeting.
Flooding in Dumbarton
Dorothy Heron shared her experience from the most recent severe flooding events. Residents are entitled to flood defence equipment. The equipment is to be relocated from the Fire Station to a container to be installed in the car park at Morrison’s in Dumbarton.
Lack of Response from WDC chief officers
Drummond McNair among others, notably Jack Fordy, raised this issue (also in many meetings previously). The Citizens’ Charter requires queries to be responded to within 10 working days. Not only is this not achieved but, more often than not, there is zero response – some emails remaining unopened. The lack of respect that this shows for CC’s and the public in general, is indicative of a poor culture within WDC for which the leadership from the top down is responsible.
This was mostly discussed when Elaine was present so although out with her department remit, she was made aware of the issue all CC’s have in trying to get replies from chief officers.
Complaints Procedure
IP was told by a WDC chief officer to take her CC’s complaints to the Ombudsman but the ombudsman does not deal with CC complaints.
IP recommended that all issues raised regarding chief officers’ responses should be lodged via the official complaints system in order to generate publicly available statistics.
In discussion, it was noted that the elected councillors vary in their engagement with CC’s with some never attending any meetings.
Vale of Leven Wind Farm
Jack Fordy informed us that a planning application for an onshore wind farm has been lodged with the Scottish ministers. Currently planned for 10 large turbines, originally 19 smaller ones were proposed. The newly proposed turbines are 250m tall (sited on top of a 250m hill). These will the largest turbines ever used onshore. For reference, existing turbines visible round here have been about half that height. The location was not chosen for its suitability i.e. windiness but rather its availability to the developer. The project is designed to generate 70 MW.
If approved there will be a Community Benefit fund available to the communities affected. The community councils for those areas are due to have a collective meeting with the developers which is being organised by the Communities Team.
Project information can be found here : https://valeoflevenwindfarm.com/
Auchencarroch Landfill Site
Jack Fordy also updated us on the increasing problems with noxious releases from the gas plants at the landfill site that borders his CC area. SEPA have been contacted by the CC and Kilmaronock CC are trying to raise this issue with WDC but so far no response.
No progress. IP will convene a sub-group meeting.
The next business meeting will be 13th March @ 7.00pm, notices will be sent out with venue location in good time but please send in any items for discussion as early as possible. The executive will meet as needed before then.
1) Welcome
Alexandria: Tilda McCrimmon, Apologies from Barbara Barnes
Balloch and Haldane: David Keown, Lynne Somerville
Bonhill and Dalmonach: Jack Fordy, Apologies from Fiona Jenkins
Bowling and Milton: No rep
Clydebank East: Alistair Conaty
Dumbarton East and Central: Dorothy Heron, Jim Crosthwaite
Faifley: No rep
Kilmaronock: Andrew Sinnott (Forum Secretary)
Linnvale and Drumry: John Hainey
Old Kilpatrick: Rhona Young, Rena Mackenzie, Isobel Plunkett (Forum Chair)
Parkhall, North Kilbowie & Central: Drummond McNair, Anne MacDougall
Silverton and Overtoun: Apologies from Rona Wilkinson (Forum Vice-chair), Linda McCowat, Rose Harvie
WDC Your Community Team: Alan Karas
Isobel commenced with sending good wishes to Rona who could not be with us tonight.
Alistair Conaty provided the following correction to the previous minutes which were then adopted.
“I have had ongoing health problems for the last 12 years and have carried out my role within the Community Council during it and this was not the reason for resigning.
There was a difference of opinion within the group and I decided it was best to leave and concentrate on my role as Treasurer for the Clydebank East Community Council.”
Rhona Young (OKCC) requested a hard copy of the agenda as she has no access to email or a computer to print her own. It is the responsibility of each CC secretary to ensure all CC members have the info sent by the Forum.
CC liability insurance
If CC’s want to hold an event that is not covered then they should contact the insurance company direct to arrange any additional cover as necessary.
The contact information for the insurer is appended to these minutes.
Current balance is £3,982.14
Outgoings : £17.86 to WD Leisure Trust on 14th June
Elaine Troup joined via Zoom to run through a presentation on the recent changes to the Communities Team and some programmes for the future. The presentation will be mailed along with these minutes.
Code of conduct
After discussion it was agreed that the Forum should proceed with updating the handbook to clarify how to deselect Community Councillors who are found to be in breach of the Code of Conduct. The Forum executive will propose amendments and follow up with WDC to get them implemented.
50th Anniversary of CC’s in Scotland
It was agreed to plan a commemorative event for WDC community councils.
Several suggestions put forward to consider :
Anne MacDougall and Lynne Somerville both volunteered to assist in the planning.
During above discussions, it was mentioned that WDC will not be doing a Christmas Lights switch on and that perhaps Community Councils could do this instead to raise their profile.
There was no time to discuss other topics so they need to be sent in for the next meeting agenda. One was Sex Education and the other was Parking & Traffic in Dumbarton.
The next business meeting will be 6th December @ 7.30pm, notices will be sent out with venue location in good time but please send in any items for discussion as early as possible. The executive will meet as needed before then.
1) Welcome
Alexandria: Tilda McCrimmon, Barbara Barnes
Balloch and Haldane: David Keown, Lynne Somerville
Bonhill and Dalmonach: Jack Fordy, Fiona Jenkins
Bowling and Milton: No rep
Clydebank East: Alistair Conaty (CCF Treasurer)
Dumbarton East and Central: Dorothy Heron
Faifley: Tricia Lorimer
Kilmaronock: Andrew Sinnott (CCF Secretary)
Linnvale and Drumry: John Hainey, Mary McAleer, Gavin Lawson Apologies from Lorraine Hamilton
Old Kilpatrick: Rhona Young, Rena Mackenzie Apologies from Isobel Plunkett (CCF Chair)
Parkhall, North Kilbowie & Central: Drummond McNair Apologies from Anne MacDougall
Silverton and Overtoun: Rona Wilkinson (CCF Vice-chair), Linda McCowat Apologies from Rose Harvie
WDC Your Community Team: Alan Karas, Rona as vice-chair chaired the meeting.
Andy apologised for the confusion about the start time in the invitation. Future meetings will
start at 7.30pm. Each CC provided their latest contact details.
Rona provided a correction to the previous minutes which were then adopted .
Rhona Young (OKCC) requested a hard copy of the minutes as she has no computer. Maybe others have a
similar issue. There is a need to be inclusive.
Forum secretary to ask each CC contact person to create and distribute hard copies as needed by
their CC members.
The constitution was signed by vice-chair and secretary.
A scanned copy will be made available for anyone who wants one.
The CC liability insurance has been renewed by WDC. The forum was asked if they could take over the responsibility for this going forward.
After discussion it was agreed that we do not have the capacity to do this so the responsibility
will remain with WDC.
The forum agreed that the existing cover was adequate and that if CC’s want to hold an event that
is not covered then they should contact the insurance company direct to arrange any additional
cover as necessary.
The contact information for the insurer will be provided to all CC’s by the forum secretary.
WDC had proposed that the Forum assist in the allocation of any surplus CC admin grant money each
year by helping identify worthy proposals from CC’s that wish to apply.
The Forum agreed to do this and will discuss the mechanism with WDC.
The treasurer presented a hard copy of the bank statement. Current balance is £4000
The balance is from WDC grant for this year and the last (both £2000).
It was noted that the Treasurer has tendered his resignation and therefore there is a call for a
volunteer to take over.
Forum secretary to ask for volunteers when sending out the minutes.
Elaine Troup was to give an update on the structure of the Communities Team post budget cuts. Alan
Karas explained that so far there has been no final decision on the make up of the teams going
forward hence the Forum exec agreed to postponed her address.
The Forum expressed appreciation and gratitude for the support of the communities team workers
especially those in the front line like Alan Karas and Megyn Tyrell.
The following were suggested as future attendees :
Peter Hessett to address slow response times (no response sometime) of WDC chief officers
Andy Devine/Ian Bain – Greenspace to talk about ground rent and community growing spaces, grass and
hedge-cutting scheduling etc.
Rose Harvie (SOCC community councillor) to talk about food growing
Scottish Water to talk about roadworks and reinstatement of roads and verges post-work and waste
treatment.
SEPA to talk about pollution of watercourses.
Exec to discuss and send out invitations.
Rona promoted a Community Green Energy meeting to be hosted by SOCC and asked all CC’s to
come along.
In discussion it was asked whether the Forum itself was a Statutory Consultee on any matters. It
was thought not, just the individual CC’s.
The exec will follow up to confirm.
Andy (Forum exec) presented the findings and suggestions from a review of the Handbook in relation
to meeting minutes, IT policies, Email address consistency and provision of IT equipment and
consumables for CC’s and ideas for a website and formal email address for the Forum itself. The
Forum needs an official Email address and will set up a domain for this. There was a discussion on
the option to use subdomains for CC’s to give consistency.
CC’s will continue to use their own email/online resources but it is noted that this could change
in the future should they wish.
Same for websites, the forum will wait until the uses for a Forum website is more clearly defined
and needed.
Exec will ask WDC if we can load Forum minutes & agendas on the WDC Community Council part of their
website.
Temporarily the minutes and some other documents are being hosted on the Kilmaronock Community
Council website (https://kilmaronockcc.org/cc-forum-info) In discussion, some representatives proposed a WhatsApp group for those interested.
David Keown (BHCC) will follow up (Exec to send latest CC contacts to David)
Rona (Forum exec) presented some legal advice given on following up on breaches of the Code of
Conduct. Several other CC’s have had issues within their committee which have been handled in
different ways with different outcomes. The forum noted that there is no provision for de-selection
of a committee member (other than removal of an office bearing position). The forum agreed that
there ought to be a mechanism in the Scheme of Establishment and wonder why there is not, it was
suggested during the recent review but was not included. It is 4 years until the next review but we
can look start looking into it now.
The Exec will follow up to see if this is an oversight or legal reason for not having a dismissal
clause.
Drummond (PNKCCC) spoke on WDC response times. There is a stated 10 working day limit to respond to
any query which is never adhered to. In fact, multiple requests sometimes never responded to.
In discussion it was found that most if not all CC’s have experienced the same issue. Sometimes
appealing to an elected member helps as they often prompt the officers to reply. It was noted that
some elected members are more helpful than others. Some CC’s have elected members attend all their
meetings, some have none at any. At least one elected member cannot do Mondays due to a clash with
a political party meeting.
It was discussed whether elected members are duty bound to attend CC meetings.
The Forum executive will look into this and kindly remind them if so. Peter Hessett is top of the
list for an invitation to the next Forum.
Both Balloch & Haldane and Linnvale & Drumry CC’s have been revitalised and are represented
tonight. Well done to the volunteers stepping up to stand for election in sufficient numbers.
Bonhill & Dalmonach CC will be holding a Dr.Bike event at the Lomond Church Eco-
Fair on Saturday 10ᵗʰ June. Also, a project to upgrade the Dalmonach steps to include an accessible
ramp has started.
After the meeting closed, David Keown (BHCC) discussed the idea of providing ID cards for community
councillors.
Exec will check if any other CC’s wish to have ID cards.
The next business meeting will be 6ᵗʰ September @ 7.30pm, notices will be sent out in good time but
please send in any items for discussion as early as possible. The executive will meet as needed
before then.
1) Welcome
Alexandria: Apologies from Harry McCormack
Bonhill and Dalmonach: Jack Fordy, Fiona Jenkins
Bowling and Milton: Shona Brown
Clydebank East: Alistair Conaty (CCF Treasurer)
Dumbarton East and Central: Dorothy Heron
Faifley: Apologies from Tricia Lorimer
Kilmaronock: Andrew Sinnott (CCF Secretary)
Old Kilpatrick: Isobel Plunkett (CCF Chair)
Parkhall, North Kilbowie & Central: Drummond McNair, Anne MacDougall
Silverton and Overtoun: Rona Wilkinson (CCF Vice-chair), Rose Harvie, Linda McCowat
WDC Your Community Team: Alan Karas, Apologies from Clare English
Issy welcomed everyone to the meeting and expressed thanks to former Chair Drummond McNair and Secretary Jack Fordy for keeping the Forum going prior to the pandemic shutdown.
Alan handed out copies of the latest Community Councils Handbook. The contents will be for the Forum to review and revise on a regular basis e.g. annually.
Issy went over the role of the CCF as outlined in the inaugural meeting in December and introduced the office bearers/executive committee. The office bearers were appointed for 6 months to get the Forum up and running, after 6 months the Forum will have the option to elect office bearers as per constitution.
Alistair has set up the bank account and Alan is in discussion with WDC Finance to get grant money transferred to the new account. At the moment, WDC cannot find details of the old account which they need for their internal processing.
Drummond agreed to look for any documents he may still have copies of but confirmed that all such original material was passed over to WDC at a meeting in Church Street, prior to the pandemic shutdown.
Funding was briefly discussed, should the Forum seek funding for its own projects or just support individual CC’s in their projects? No conclusion reached, as it is unclear if our constitution allows for fund raising.
The status of the constitution was discussed – a new one was written but not signed off prior to the pandemic shutdown. The final version should sit with Brian McQuillan’s old files. Alan has a copy of those. Otherwise, we have to go back to the 2015 version and rewrite it all again.
Rose brought up the issue of office space for the use of the Forum, this led to a discussion on access to computers and printers etc. Most CC’s use their own resources for CC business, some back charge for consumables some don’t. Some standardisation of what other consumables such as software licences, internet access and more should be reimbursed and how is needed so that WDC don’t just take community councillors for granted. It was agreed that this would be explored further along with IT training on best practice for handling and storing documents and email. Issy suggested a sub-group be formed to look at this and report back.
Other discussion topics were difficulty in recruiting new CC members, grant application delays due to admin requirements, inconsistent treatment of similar issues across different CC’s by WDC.
It was highlighted that not all the details on WDC Community Councils web page are correct – Contact name, details of meetings and listed Agendas and minutes. It was suggested that each CC take responsibility for checking their own page and informing WDC of any changes needed.
CC Forum logo – Shona volunteered to design a new one, Jack happy with the existing one.
Actions
Alan will liaise with Drummond on account info
Alan to check through old files from Brian for the existing constitution document.
Andy to form a sub-group with Dorothy & Linda to investigate IT support for the Forum and all the individual CC’s.
Shona to design a new logo for the Forum
Each CC secretary to check their details on the relevant WDC web page and that their Agendas and Minutes are posted up to date. Andy to circulate a note to that effect.
Unfortunately, Clare English had to pull out at the last minute in order to attend the WDC meeting on the budget cuts.
Alan covered the work that the Communities Team do as well as his own remit.
Of course, it was noted that the funding cuts being discussed at WDC may well have an impact on that work going forward.
WDC were meeting today to finalise the balancing of the budget by agreeing to cuts and/or reorganisation.
It was noted that restructuring often gives the chief officers a chance to duck issues as they deny responsibility of what went before. It also usually leads to a reduction of experience levels.
For the Community Team, 2 options were presented – one a straight cut of 50% across the board and two a restructuring of the team with resulting cuts.
By the end of the Forum meeting, it had been announced that option 2 had been chosen.
Parkhall and Old Kilpatrick CC’s worked together to host a Christmas Sing a long for staff and patients at the new Clydebank Health Centre financially supported by the Provost.
Clydebank East CC has an annual Gala Day
Bonhill & Dalmonach CC organised a Winter Warmer event to provide a warm space with refreshments. Jack also noted that Y-Sort-it were doing well in his area with jumble sales etc, and the Community Garden at Bonhill is a success.
Silverton & Overtoun CC had a meeting with Just the Brave and are looking at having a Mental Health Awareness event with all Mental Health Associations but with Just the Brave as Headliners to attract the young! Details to be finalised but in late Autumn.
Rona recommended using EventBrite in a Reservation capacity as it does not involve selling tickets or a cost but gives advance notice of interest in an event.
Forum meetings will be the first Wednesday of every 3rd month commencing March 2023, afternoons in winter months, evenings otherwise.
Wed 1st March @ 7.00pm
Wed 7th June @ 7.00pm
Wed 6th September @ 7.00pm
Wed 6th December @ 3.00pm
So far, all we have found available is the Napier Hall, if anyone has alternative suggestions then let the committee know.
The next business meeting will be 7th June, notices will be sent out in good time. The executive will meet as needed before then.
1) Welcome
Alan Karas (WDC), Isobel Plunkett & Rena McKenzie (OKCC), Rona Wilkinson & Rose Harvie (SOCC), Dorothy, Heron & Jim Crosthwaite (DECC), Alistair Conarty (CECC), Andrew Sinnott (KCC), Tilda McCrimmon & Barbara Barnes (ACC).
Jack Fordy (BDCC) & Anne McDougall (PNKCCC)
The following were elected to the Executive committee:
The first order of business was to agree the following items:
CC forum business meetings will take place once a quarter with interim meetings of the executive committee once monthly. Executive meetings either online or, in the nicer weather, in person.
Actions
AC will set up the bank account with Bank of Scotland.
The executive committee will allocate the actions for the other items at their next meeting.
a) Training/Development - Coordinate training and development of community councils.
Suggested topics :
b) Dialogue with WDC – arrange audiences with key Heads of service
Suggested services :
c) Supporting community councils
Suggested topics:
Training sessions could be short form prior to business meetings or longer form workshops with no business meeting.
Heads of services to be invited to business meetings.
Actions
Executive committee to collect training topic suggestions from active CC’s
Executive committee to schedule and invite key heads of service to business meetings
Executive committee to liaise with WDC Communities Team to arrange training sessions.
The group discussed attendance at CCF meetings/training sessions
a) Travel expenses - AC noted that attendees will be entitled to claim Travel Expenses
b) Meeting times will be decided by executive committee.
c) Meeting locations will be varied to cover all of WD and not necessarily restricted to church halls and community centres.
d) Meetings need to be attractive to members as everyone is a volunteer and attendance is to be valued.
The CC handbook will sent to all CC’s. A hardcopy will also be given to each CC. The CC Forum will coordinate any necessary updates (as a minimum) every 12 months.
The following points were raised :
• Alexandria Community Council set up in the summer 2022
• Good pieces of local community empowerment for training video
• External funding for CCF and local CCs
• Exploring employing a minute secretary for CCs
• WDCT looking for links with CCs to support the HATS project.
• CCF rep on the Access Panel Forum? Rose Harvie
To be decided and published in January 2023.
The next business meeting will be at the end of Feb 2023, notices will be sent out in good time. The executive will meet to catch up in January.