P056.2(3) Community Boards and Partnership Communications Strategy
North Lanarkshire Council · 24 April 2023
Back to Communities Committee — 24 April 2023 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 08/03/23 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 10th cycle of Community Boards meetings which took place throughout February/March 2023. • 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 10 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. 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 The 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 tenth cycle of Board meetings has now taken place; an example of an agenda is included in Appendix 1. Table 1 – Cycle 10 Community Board Meetings Area Meeting Date & Time Location Shotts 21/02/2023 at 6.30pm WebEx Northern Corridor 22/2/2023 at 6.30pm WebEx Cumbernauld 23/02/2023 at 6.30pm Webex Coatbridge 28/2/2023 at 6.30pm WebEx Kilsyth & Villages 01/03/2023 at 6.30pm WebEx Wishaw 02/03/2023 at 6.30pm WebEx Airdrie 08/03/2023 at 6.30pm WebEx Bellshill 09/03/2023 at 6.30pm WebEx Motherwell 14/03/2023 at 6.30pm Hybrid Pilot
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2. Report 2.1 Community Boards – Cycle 10 2.1.1 Representation at Community Board Meetings 2.1.1.1 At the tenth cycle of Community Board meetings, attendance reflected a good mix of partners, elected members, community groups and local people at all Board meetings. Approximately 210 people attended the tenth cycle of meetings with 54 community organisations and 74 Community representatives in total represented. 2.1.1.2 A broader range of community representation is generally in evidence at Community Board meetings. New organisations attended 5 of the Community Boards in Cycle 10. 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 10 Community Boards are as set out in Table 2 below: Table 2 - Participants (Cycle 10) Participants at Community Boards (Cycle 10) 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 Community Organisations 2.1.2 Participation in meetings 2.1.2.1 Board meetings were live streamed on the Council’s YouTube Channel and received over 842 (as of 31/03/2023) views across 8 Board areas ranging from 58 in Bellshill to 175 in Coatbridge.
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The Motherwell Board piloted a Hybrid approach to Community Board meetings this cycle with the opportunity to meet face-to-face, participate online and also allow the opportunity for local people to view the livestream on the Council’s YouTube channel. There was representation at the meeting from Elected Members, Community Representatives and Officers, with approximately half of participants meeting online and half attending in person since the hybrid technology was being tested. It was noted that most community representatives chose to engage online. 2.1.3 Agenda items 2.1.3.1 During Cycle 10, 7 out of 9 Community Boards had agenda items put forward by community groups and organisations in advance of Board meetings. Examples of Agenda items put forward included Road Safety and parking including Our Ladies High School and Stane Corner; increased demand on volunteers in youth work; NLC Budget; School Library Provision; School Capacity Issues; Community Connectors; Feedback regarding request for Special Board meeting; Town and Community Hubs; Future ASN support; Belziehill Junction; Patherpark Pavilion; Shotts Leisure Centre; Fair Trade and Condition of Parks. In addition to the agenda items above, local community groups provided updates in some Boards for example Getting Better Together, Shotts; Newmains Community Trust; and Social Track and updates from local organisations providing Cost of Living Community Drop-ins. 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. 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 As previously reported, all nine Community Boards endorsed Local Outcome Improvement Plans (LOIPs) which have been published and can be accessed via this link. Community Board agendas are now organised around LOIP priorities and updates from communities and partner agencies are linked to priorities where possible to ensure clear focus on progress towards achieving actions to address the key priorities that were identified by local communities. Local people can also raise ad hoc issues or share local information through the Community Matters section on the agenda. As previously reported positive progress has been made with subgroups meeting to progress agreed actions to address local priorities where this is the most appropriate mechanism. Work is ongoing and meetings are taking place and scheduled with local community groups and organisations to further develop subgroups. 2.1.5 Special Board Meetings 2.1.5.1 Special Board meetings were requested to be arranged following Cycle 10 Board Meetings. This included a request from Northern Corridor Board to meet with representatives from planning and Education and requests for a special Meeting to further discuss Contextual Safeguarding.
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In response to requests from some Community Boards for an update on reporting mechanisms in relation to the LOIPS, a Special Meeting was arranged for all Board members who wished to attend around Partnership Delivery and Progress Reporting approaches. The meeting was attended by 34 people and took place online via Teams on 29th March 2023. 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, continues to be split by Community Board area, and detailing the status of projects, was circulated in advance of Cycle 10 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 10 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, NL Disability Access Forum and CACE. The new Community organisation Moodiesburn Community Action, which was established in response to a gap identified through the LOIP with Members continue to attend the Northern Corridor Community Board to represent the area. 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. 2.1.7.2 As reported previously there has been a decrease in the level of youth representation noted at Community Board meetings although Fortissat Youth Forum continue to be involved in the Shotts Community Board. As reported previously, part of the Youth Participation structure that was noted and approved at the Education, Children and Families Committee on Tuesday 13th September 2022, 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. As reported previously, young people have become more involved within LOIP subgroups such as Youth Participation and Engagement. Youth engagement subgroups continue to plan and carry out consultation with young people locally to ascertain their needs in relation to LOIP priorities. Two young people recently attended the Cumbernauld Community Board to provide feedback on the work of the subgroup that they are involved in. 2.1.7.3 The Plan for Advancing Race Equality in our Workforce, Communities and Schools Was presented to the Council’s Wellbeing and Tackling Poverty Committee in February 2023. The Communities aspect of this report provides information on the findings and recommendations from the research the Council commissioned to
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understand the lived experiences and future needs of North Lanarkshire’s Black, Asian and other Minority Ethnic communities. This research has now been considered by the Strategic Leadership Board who is responding to the findings and recommendations. It is intended that a community event will take place in the summer to feedback to the research participants and wider BAME communities. In addition, the community event will also be a key vehicle for considering future engagement mechanisms with our BAME communities to have influence in the realisation of the Plan for North Lanarkshire. The Action Plan, Advancing Race Equality in Our Communities has been developed. Audrey Cameron, cameronau@northlan.gov.uk can be contacted for further information. Lanarkshire BSL Steering Group met in March 2023 to continue to ensure the needs and issues facing our Deaf and Deafblind BSL users are heard and addressed through regular quarterly meetings. The Steering Group agreed to move the planned community conference for May 2023 back to September. The conference will be an opportunity for Community Board members and others to engage directly with the BSL community and explore how their inclusion can be better supported. 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 10, 7 out of the 9 meetings were chaired by Community representatives. It is planned that a Community representative will Chair the next Wishaw Community Board meeting. There was a very good example in Cumbernauld when the current community representative was unable to Chair the meeting, a previous Chair came forward to ensure that the role of Chair continued to be carried out by a community representative at the meeting. 2.2.2 Community Board Development Programme 2.2.2. As previously reported, 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 to offer a blended learning experience, reaching out to a range of learning styles. Progress is being made in the further roll out of the portal which was highlighted and welcomed at the previous NL Strategic Leadership Board. Currently, there are 110 registered accounts of which 50 have logged into the Portal. Since then, there has been communication with all registered users with a reminder of their username and how to log into the Portal.
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2.2.3 The Role of Heads of Service as Community Coordinators 2.2.3.1 As previously reported, Community Coordinators are in place and attending their designated Community Board Meetings. Community Coordinator’s updates continue 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 meet 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 May/June 2023. All Board meetings up to Cycle 10 have taken place online via Cisco Webex. However, a hybrid approach was trialled at Motherwell Community Board in Cycle 10 enabling local people to attend face-to-face if they were able to or continue to attend online or observe the proceedings via the live stream on the Council’s YouTube Channel. 2.2.4.2 The Hybrid approach was tested at Motherwell Community Board Meeting to be considered for use at future Community Boards. Although workable, unfortunately the system tested has proved not to be cost effective and would not be able to be used in every Community Board area until IT infrastructure is available in suitable locations. 2.2.4.3 Further work will be undertaken to consider the best way to approach these requirements on a corporate basis and the Community Boards will be kept updated when further information is available. It is hoped that a corporate solution will be reached in the fullness of time with further input from Community Board members. 2.2.4.4 Having taken existing feedback from Community Board members into account, it is proposed that future cycles of Community Boards from May/June 2023 should either be online through Webex with a livestream facility or face to face with the meeting held in a community facility. Meetings in a community facility would be recorded, and the recording uploaded to the Council’s YouTube Channel as soon as possible after the meeting, the decision on the options for each board area will be based on feedback from community representatives. Community Boards will shortly be contacted and asked to respond to enable a decision to be reached for each Community Board area. The Cycle 11 meeting dates are set out in Table 3 below. Table 3 – Community Board Meeting Dates (Cycle 11) Community Board Day Date Shotts Tuesday 23/05/2023 Northern Corridor Wednesday 24/05/2023 Coatbridge Thursday 25/05/2023 Cumbernauld Tuesday 30/05/2023 Kilsyth & Villages Wednesday 31/05/2023 Wishaw Thursday 01/06/2023 Motherwell Tuesday 06/06/2023
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Airdrie Wednesday 07/06/2023 Bellshill Thursday 08/06/2023 2.2.5 Local Outcome Improvement Plans – Partnership Delivery, Monitoring, and Management Framework 2.2.5.1 As previously reported, an online LOIP monitoring, and evaluation framework is now in place. This is a management tool that will be used by community planning partners to ensure that progress towards addressing key priorities that were agreed with local communities is monitored, recorded, and reported. 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 9 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 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 ☐ 5. Technology / Digital impact
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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 842 views (as at 31/03/2023) 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 10) AGENDA (example) 1. Welcome and Introductions 2. Apologies 3. Minute of previous meeting and matters arising 4. Local Outcome Improvement Plan (LOIP) - Local Priorities 5. Community Matters i.Contextual Safeguarding ii.Local issues put forward by local communities. 6. Local Development /Investment ii.Local engagement/consultation iii.Funding opportunities 7. Standing Agenda items i.Community Coordinators Up-date ii.Local Development Programme (LDP) up-date 8. AOCB iii.Open Space Strategy consultation 9. Date and time of next meeting - TBC