P056.2(3) Community Boards and Partnership Communications Strategy
North Lanarkshire Council · 31 October 2022
Back to Communities Committee — 31 October 2022 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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North Lanarkshire Council Report Communities Committee Does this report require to be approved? ☐ Yes ☒ No Ref SP/MC Date 31/10/22 P056.2(3) Community Boards and partnership communications strategy From Stephen Penman, Head of Strategic Communication E-mail penmanste@northlan.gov.uk costellom@northlan.gov.uk Telephone 07725 289559 Executive Summary This report provides an update on key progress linked to supporting the development of the Community Boards model including updates on the 8th cycle of Community Boards meetings which took place throughout September and October 2022 • progress with the delivery of the 9 Local Outcome Improvement Plans (LOIP’s) and the implementation of an associated Monitoring and Management Framework and Partnership delivery approach • Progress with the Community Board Development Programme • Work to commence development of a Partnership Communications Strategy As previously agreed by committee, reports on the work of the nine Community Boards are provided to the committee relating to each committee cycle. Progress is also reported to the North Lanarkshire Community Planning Partnership Strategic Leadership Board to reflect the statutory nature of the Boards in Community Planning terms in providing local governance for the Local Outcome Improvement Plans. This report covers cycle 8 of the Community Board meetings. The process and focus of reporting on the work of the Community Boards will continue to be reviewed and elements included within the Local Outcome Improvement Plan monitoring and management framework from 2022/23 onwards. Recommendations It is recommended that Committee members recognise work to continue to develop and improve the integrated approach to supporting the local community board model The Plan for North Lanarkshire Priority Enhance participation, capacity, and empowerment across our communities Ambition statement (20) Improve the involvement of communities in the decisions, and development of services and supports, that affect them
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1. Background 1.1 Community Matters – A Framework for Working with Communities 1.1.1 Community Matters - A Framework for Working with Communities set out the Community Planning Partnership’s commitment to engaging with communities underpinned by a set of principles and approaches designed to deliver on key priorities associated with working with communities which included the creation of Community Boards. The framework was approved by the Policy & Strategy Committee at its meeting on 19th March 2020. 1.1.2 The Community Boards are integral to supporting community participation and providing a single coordinated approach to governance for local communities, reflecting statutory and regulatory requirements. The Boards continue to develop in a manner consistent with influencing and delivering the Plan for North Lanarkshire outcomes at local level. This is being driven through the Local Outcome Improvement Plans (LOIPs) for each of the nine areas, ensuring a partnership focus on supporting service design, delivery and community action reflecting both the ambitions within The Plan for North Lanarkshire and the priorities and circumstances of individual areas. The LOIPs are published on the North Lanarkshire Council website and have been circulated to all Community Boards. 1.1.3 A monitoring and management framework for the delivery of the LOIPs is now in place along with supporting partnership delivery approach through the establishment of Local Partnership Teams. This will be used to inform reporting to Committee, the North Lanarkshire Partnership (NLP) Strategic Leadership Board and individual Community Boards 1.1.4 The eighth cycle of Board meetings has now taken place; an example of an agenda is included in Appendix 1. Table 1 – Cycle 8 Community Board Meetings Following the announcement of the death of Her Majesty Queen Elizabeth on 8/9/2022, the evening of the scheduled Bellshill Community Board Meeting, the meeting was adjourned and subsequently rescheduled to take place on 13th October 2022*. Area Meeting Date & Time Location Shotts 23/8/2022 at 6.30pm WebEx Northern Corridor 24/8/2022 at 6.30pm WebEx Coatbridge 30/8/2022 at 6.30pm WebEx Wishaw 31/8/2022 at 6.30pm WebEx Cumbernauld 1/9/2022 at 6.30pm Webex Airdrie 7/9/2022 at 6.30pm WebEx Bellshill 13/10/2022 at 6.30pm* WebEx Motherwell 13/9/2022 at 6.30pm WebEx Kilsyth 14/9/2022 at 6.30pm WebEx
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2. Report 2.1 Community Boards – Cycle 8 2.1.1 Representation at Community Board Meetings 2.1.1.1 At the eighth cycle of Community Board meetings, attendance reflected a good mix of partners, elected members, community groups and local people at all Board meetings. Not including the rescheduled Bellshill meeting, approximately 226 people attended the eighth cycle of meetings with 69 community organisations and 89 Community representatives in total represented 2.1.1.2 A broader range of community representation is generally in evidence at Community Board meetings. 2.1.1.3 Efforts continue to further extend the reach of community involvement in the work of the Community Boards. As stated within previous reports to committee, not all community organisations’ identity is place-based. There is therefore a need to ensure that people who come together because they share characteristics and identity also have a platform where they are heard and can influence both decision- making and the realisation of the Plan for North Lanarkshire. 2.1.1.4The categories of participants in Cycle 8 Community Boards are as set out in Table 2 below: Table 2 - Participants (Cycle 8) Participants at Community Boards (Cycle 8) Community Councils Tenants and Residents Associations Historical/Cultural Groups Community Forums MSYP/Youth Fora Police Scotland Scottish Fire & Rescue NHS Lanarkshire Voluntary Action North Lanarkshire NL Disability Access Panel Elected Members Council Officers Faith Groups Parent Councils Local people/residents Voice of Experience Forum 2.1.2 Participation in meetings 2.1.2.1 The meetings were live streamed on the Council’s YouTube Channel and received over 800 views across all Board areas ranging from 76 in Kilsyth to 155 in Shotts. This does not include Bellshill Board Meeting that had not yet taken place at the time of writing of this report.
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2.1.3 Agenda items 2.1.3.1During Cycle 8, 8 out of 9 Community Boards had agenda items put forward by community groups and organisations in advance of Board meetings which was an increase from the previous round of Board meetings. Examples of Agenda items put forward included, Let’s play Fair; public transport/bin issues; ASN 365 Club/Recreational Sports; Temporary transfer of Head teachers/School librarians/library service; Kilsyth Town Vision and Action Plan briefing etc. Following discussion and agreement at the Kilsyth Community Board Meeting, the Kilsyth Community Board will now be known as Kilsyth and Villages Community Board. 2.1.3.2 Council officers were also asked to attend or provide updates to board meetings in response to agenda items and issues raised by community representatives. Examples of this included • Update on the plans to improve the design of the Belziehill Junction • Input from Active and Creative Communities in response to a local request • An Active Travel presentation Driving Digital Locally representatives were supported to provide an update to all community Boards, Voluntary Action North Lanarkshire provided an update on the work to develop a Concordat with Communities and NHS Lanarkshire Health Improvement colleagues were in attendance to provide a presentation on the Tobacco Control strategy Council and Community Planning Partnership Partners will continue to be invited to attend in relation to specific agenda items raised. External organisations are also invited to attend Board meetings in response to agenda items raised by communities as required. 2.1.4 Opportunities to provide updates and share views 2.1.4.1 All nine Community Boards endorsed Local Outcome Improvement Plans (LOIPs) which have been published and can be accessed via this link. The Community Board agendas are now organised around LOIP priorities and updates from communities and partner agencies are linked to key priorities where possible to ensure clear focus and progress towards achieving key actions to address the priorities that were identified by local communities. There is still an opportunity for local people to raise ad hoc issues or share local information through the Community Matters section on the agenda. As previously reported progress has been made with subgroups meeting to progress agreed actions to address local priorities where this is the most appropriate mechanism, and a range of exercises are underway to ensure links between strategic and local priorities. Work is ongoing and meetings are taking place and scheduled with local community groups and organisations to further develop subgroups to address priorities identified by local people. 2.1.5 Special Board Meetings 2.1.5.1 No Special Board meetings were requested in advance of Cycle 8 Board Meetings.
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2.1.6 Community Board Local Development Programme (LDP) Projects 2.1.6.1 As previously reported, community organisations requested a positional statement regarding outstanding Local Development Programme projects. The LDP report, split by Community Board area, and detailing the status of projects, was circulated in advance of Cycle 8 Board Meetings. The project proposal form identified in previous reports to committee, continues to be utilised to record LDP project ideas and suggestions put forward from local communities. LDP continues to be a set item on the agenda at all Community Board meetings and is subject to a separate report to this committee. 2.1.7 Involving Communities 2.1.7.1 Cycle 8 meetings saw continued involvement of seldom heard voices in Community Board meetings, including Who Cares? Scotland, supporting Care Experienced Young People, the Voice of Experience Forum that enables older people to put forward opinions on local services and NL Disability Access Forum and Lanarkshire Muslim Women and Families Alliance. The Community Partnership team will continue as a priority to proactively work with local community groups and people with lived experience to support this objective. 2.1.8.2 During this Cycle, there was a decrease in the level of youth representation noted at Community Board meetings. Two MSYPs were supported by the Community Learning and Development (CLD) Youth work team to attend Northern Corridor Community Board Meeting and one young person from Fortissat Youth Forum attended Shotts Board meeting. CLD colleagues continue to work to ensure that the voices of young people are heard and listened to through the development of nine Youth Voice groups across North Lanarkshire and that there is effective two-way communication and involvement links in place between the Community Boards and the Youth Voice Groups. As part of the Youth Participation structure that was noted and approved at the Education, Children and Families Committee on Tuesday 13 September, CLD Youth Workers and Community Partnership Team will engage with young people through the 9 local youth voice groups to ensure that young people are active participants in the community boards. This will be subject to further discussion with CLD and Community Partnership Team in relation to progressing this. 2.1.8.3 The ongoing research into the lived experiences of North Lanarkshire’s Black, Asian and Minority Ethnic people is reaching its final stage. The University of the West of Scotland is preparing its findings which will be shared with the Council by end September 2022. Following publication, the findings of the research report, along with a report on the Black Lives Matter Community Conference, will be presented to Committee in Cycle 4 with recommendations setting out next steps for sharing the report findings and engaging with North Lanarkshire’s Black, Asian and Minority Ethnic communities, Community Planning Partners, and Community Boards.
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2.2 Moving Forward 2.2.1 Community Board Chairs 2.2.1.1 Significant progress has been made from the second cycle of meetings where one Community Board meeting (Airdrie) was chaired by a community representative to a position where 8 of the 9 Community Boards were chaired by community representatives. In cycle 8, 6 out of the 9 meetings were chaired by Community representatives. Chair – Community Board Reps Not Chaired by Community Board reps Cumbernauld Motherwell Kilsyth Wishaw Northern Corridor Shotts Airdrie Coatbridge Bellshill 2.2.2 Community Board Development Programme 2.2.2. The Council’s Talent and Organisational Development (TOD) team in conjunction with the Community Partnership Team have created an online Hub offering all Community Board Members access to a wide variety of learning resources with a focus on the key requirements identified in the Training Needs Analysis previously undertaken with Board members. The resources will be available on the Hub 24 hours a day, 7 days a week and are accessible from any device. The resource has been developed in such a way as to offer a blended learning experience, reaching out to a range of learning styles. Examples of resources include e-learning modules, videos, webinars and online masterclasses. All Community Board members who have expressed an interest in participating have received a log in to access the Hub and where required virtual introductory sessions have been provided to help members navigate their way around the Hub with the most recent event taking place in August 2022. The Hub which is hosted on Learn NL has been created to make the resources easily accessible and aligned to the key subject areas identified by board members. Within each tile on the platform, there are relevant resources available, which are updated on a regular basis with input from colleagues across the partnership as required. The Community Boards’ Development Hub was originally scheduled to be launched in April 2022. This was delayed as some challenges were experienced as part of the earlier robust testing approach in which 35 people participated. However since then over 100 participants now have access to the system since 23rd May 2022. Work continues on the building of the resource and ongoing training will be provided as required. It is recognised that it is important that the development programme stays relevant and topical and that the programme is flexible. There will be a mechanism for annual review and input on a regular basis from members. The Talent and Organisational Development (TOD) Team have been working closely with the Community Partnership Management Team along with other Subject Matter Experts (SMEs) from different services to identify suitable resource materials for the
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development hub. The following areas are active with a blend of resources available for members to access: • The role of Community Board Members – 28 resources • Participatory Budgeting – 11 resources • Local Outcome Improvement Plans – 23 resources • The Local Development Programme – 4 resources • IT skills – 7 resources • Community Asset Transfer – 10 resources • The Council budget process – 5 resources Presently there are a total of 88 resources available, 24 of which are e-learning modules. The remainder are a blend of video, PowerPoint presentations, online learning resources and links to useful external websites. Further work is being undertaken to ensure that resources are available to highlight other important areas of the Community Board including all community planning partners being requested to provide resources for inclusion on the portal. This is currently being progressed and will be added to the site when information and resources become available. A video resource has been added to the homepage demonstrating how to navigate the development hub. A guidance notes document, which complements the video, has also been developed and emailed to all members. 2.2.3 The Role of Heads of Service as Community Coordinators 2.2.3.1 As previously reported, Community Coordinators (previously Community Champions) are in place and attending their designated Community Board Meetings. The Community Coordinator’s update continues to be a standing item on all Community Board agendas as well as participation in discussion relating to a range of local matters. Community Coordinators ‘come together with key senior partners between board cycles to discuss common matters, any leadership action required and to collectively consider input to future meetings. 2.2.4 Future Board Meetings 2.2.4.1 The next cycle of Community Board meetings will be held in November/December 2022. All Board meetings up to Cycle 8 have taken place online via Cisco Webex. As Covid restrictions continue to ease, the possibility of providing a hybrid approach to Board Meetings continues to be investigated. The hybrid approach would enable local people to attend face-to-face if they are able to or continue to attend online or observe the proceedings via the live stream. The Cycle 9 meeting dates are set out in Table 3 below. Table 3 – Community Board Meeting Dates (Cycle 9) Community Board Day Date Shotts Tuesday 22/11/2022 Northern Corridor Wednesday 23/11/2022 Cumbernauld Thursday 24/11/2022 Coatbridge Tuesday 29/11/2022 Kilsyth Wednesday 30/11/2022 Wishaw Thursday 1/12/2022 Motherwell Tuesday 6/12/2022 Airdrie Wednesday 7/12/2022 Bellshill Thursday 8/12/2022
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2.2.5 Local Outcome Improvement Plans – Partnership Delivery, Monitoring and 8 Management Framework 2.2.5.1 An online LOIP monitoring and evaluation framework is now in place which will ensure that progress is monitored, recorded, and reported relating to key priorities set with local communities 2.2.5.2The monitoring and evaluation framework will enable reports to be provided on a quarterly basis to the Committee on progress in terms of key deliverables identified via the framework which will also encompass wider locality planning outcomes. The evaluation framework for Community Boards will sit within the overall tracking progress approach for the Framework for Working with Communities. As outlined in a report to the previous People and Communities Committee (accessible here) Local Partnership Teams are now established to ensure partnership coordination for the delivery of LOIPs and support for the development of Community Boards with local people and community and voluntary sector organisations. The Teams will now input to the LOIP Monitoring and Management Framework via a shared MS Teams area and use this to inform improvement action, sharing of information, best use of collective resource and generation of update reports as follows Report to Frequency Format Approx Meeting timescales NLP Strategic Leadership Board 6 monthly Overview report with standard appendix for each area June December Communities Committee 6 monthly Version of above - Overview report with standard appendix for each area Cycle 1 (approx. Jan) Cycle 3 (Approx. Aug) Community Boards annual report Annual 9 Overview reports with detailed update on each LOIP priority May/June cycle Community Boards – priority updates to every cycle Quarterly Updates on specific priorities shared with Board every cycle. LPT’s to agree with local community and voluntary sector organisations what to focus updates on, who will lead and format (can be verbal, presentation, report, etc) dependant on nature and detail of update Quarterly cycle • Feb/March • May June • Aug/Sept • Nov/Dec other individual partner reports may be generated as required
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Partnership Communication Strategy development A more joined-up and collaborative approach to communications on behalf of the Community Planning Partnership has been developed recently with regular fortnightly meetings between digital communications representatives from the council, Police Scotland, Scottish Fire Service, VANL and NHS Lanarkshire. This informal forum provides an opportunity to share information about forthcoming initiatives and programmes, discuss best practice and to highlight local community matters that could be more addressed through stronger, more targeted communications from all partners using local social media channels. This will assist and inform in the development of a clear partnership communication framework In addition, a specific page has been created on the North Lanarkshire Council website dedicated to the work of the Strategic Leadership Board and where minutes from meetings will be published. 3. Measures of success 3.1 Delivery of LOIP outcomes and increased levels of engagement with local communities and partners, resulting in generally positive impacts on communities across a variety of priorities and key issues identified through effective locality planning and the implementation of the Community Boards, particularly in areas where further consultation has been required. 4. Supporting documentation 4.1 Appendix 1 – Example of Cycle 8 Community Board Agenda. Stephen Penman Head of Strategic Communication
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5. Impacts 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your-community/equalities/equality-and-fairer- scotland-duty-impact-assessments Yes ☐ No ☐ 5.2 Financial impact Does the report contain any financial impacts? Yes ☐ No ☒ The Community Boards and locality planning processes will continue to be delivered within the available resources of the Council and Community Planning Partners. If Yes, have all relevant financial impacts have been discussed and agreed with Financial Solutions? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.3 HR policy impact Does the report contain any HR policy or procedure impacts? Yes ☐ No ☒ If Yes, have all relevant HR impacts have been discussed and agreed with People and Organisational Development? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.4 Legal impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☐ No ☒ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic Solutions? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.5 Data protection impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☐ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e- mailed to dataprotection@northlan.gov.uk Yes ☐ No ☐
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5.6 Technology / Digital impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) by the Enterprise Architecture Governance Group (EAGG)? Yes ☐ No ☐ 5.7 Environmental / Carbon impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.8 Communications impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Live streaming of Meetings was advertised via @MyTown twitter pages. Live streaming of Board Meetings received 781 views (as at 11/10/2022) via the Council’s YouTube Channel. No objections were received regarding live streaming and future meetings will continue to be live streamed to encourage a wider reach. 5.9 Risk impact Is there a risk impact? Yes ☐ No ☒ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed?
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Appendix 1 Community Board Agenda (Cycle 8) AGENDA (example) 1. Welcome and Introductions 2. Apologies 3. Minute of previous meeting and matters arising 4. Kilsyth Local Outcome Improvement Plan (LOIP) - Local Priorities • Digital Inclusion o Up-date on priority o NL Driving Digital Locally subgroup up-date • Food and Financial Insecurity • Health and Wellbeing NHSL Health Improvement Team update NHSL Tobacco Control Team presentation • Improved Environment with a focus on the Town Centre • Public and Community Transport • Youth Engagement Police Scotland up-date on youth engagement Scottish Fire and Rescue up-date on youth engagement • Targeted Action with identified communities 5. Community Matters- Input from Local Community groups/Agenda items from community groups 6. Local Investment/engagement i. Local engagement/consultation a. Greenspace PB vote b. Livingston Park Consultation ii. Funding opportunities a. Recover NL Funding and NLC Grant Awards Programme, Community Solutions consortium funding 8 Standing Agenda items i. Community Coordinators Up-date ii. Local Development Programme (LDP) 9 AOCB 10 Date and time of next meeting - TBC