Item 18 - Dumbarton Common Good Grant Applications
West Dunbartonshire Council · 12 November 2025
Back to Corporate Services Committee — 12 November 2025 and its agenda
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WEST DUNBARTONSHIRE COUNCIL Report by Chief Officer - Resources Corporate Services Committee: 12 November 2025 _________________________________________________________________________ Subject: Dumbarton Common Good Grant Applications 1. Purpose 1.1 The purpose of this report is to provide details of the Dumbarton Common Good grant applications for Member consideration, propose changes to the eligibility criteria and introduce more robust safeguarding measures. 2. Recommendations 2.1 It is recommended Members: i) approve the option to fully fund the applications assessed as ‘High’ impact and approve funding of 58% of the total applied for by each applications assessed as ‘Medium’ impact ii) note that the allocation of 100% of the available 2026/27 funds means the fund will be closed to new applications in 2026/27 with any applications not able to be considered until 2027/28 iii) approve the revised eligibility criteria allowing new and emerging groups to provide alternative evidence of financial and organisational capacity where previous annual accounts are not available iv) approve the introduction of a disclosure and safeguarding requirement, ensuring all senior management and board members involved in delivery of the funded activity have completed appropriate disclosure checks prior to release of grant funding 3. Background 3.1 The Dumbarton Common Good provides money to encourage and support one-off community activities within Dumbarton which are carried out by constituted non profit making community groups. 3.2 Historically the income generated by the Dumbarton Common Good was sufficient to cover the amount of funds being awarded however the volumes of grants has been increasing since 2022/23 whilst income has remained fairly static due to contractual lease terms in place. At its meeting on 5 February 2025 the Corporate Services Committee agreed a new process to assess applications to the fund with an overarching focus on ensuring the fund’s long term financial sustainability. In summary this created a two- stage assessment process which generated a score for each application and assessed them as either: ITEM 18
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High impact – application approved Medium impact – approved if sufficient in year funds available Low impact – application rejected 4. Main Issues Dumbarton Common Good Income 4.1 Currently rental income is achieved for the Dumbarton Common Good from properties which are included in the Dumbarton Common Good Asset Register. A small amount of income is also generated from the interest received on the fund balance. 4.2 Rental income has been reviewed to estimate future rental income based on current leases and the capacity to increase these through rent reviews. Future income from interest on the retained balance will vary with interest rates and the balance retained. For the purposes of this review it is assumed it will remain relatively stable with a prudent assumption of £24,000 per annum. The projected rental income in future years is summarised in Exhibit 1. This confirms the total budget available in 2026/27 is £380,000. £66,182 of this income is required to pay for central administration costs, estates management costs and property maintenance which leaves £313,818 available to fund applications 4.3 Exhibit 1 – Estimated Future Dumbarton Common Good Income Financial Year Rental Income (£000) Interest on Retained (£,000) Total Estimated Income (£000) 2026/27 356 24 380 2027/28 363 24 387 2028/29 365 24 389 2026/27 Common Good Applications 4.4 A total of 18 applications were received. These included one-off funding requests for 2026/27 and recurring applications for the three year cycle commencing 2026/27. 4.5 Of the 18 applications: Four were new applicants to the fund 13 were returning applicants seeking continued or renewed support One did not pass Stage 1 of the assessment process as the proposed activity was located in Dalmuir, which falls outside the Dumbarton Common Good boundary. 4.6 The 17 applications which passed Stage 1 were assessed against criteria agreed by Corporate Services Committee on 5 February 2025 which focuses on strategic alignment, financial clarity, community impact, and sustainability. Exhibit 2 summarises the applying groups, whether they
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were assessed as ‘High’, ‘Medium’ or ‘Low’ and the amounts they applied for. It also shows the total score for each application Exhibit 2 – Summary of Applications (in score order) Group Purpose Score Assessment Amount (£) 3 Year Recurring (£) Mentor Scotland Running costs 23 High 25,600 25,600 WD Community Foodshare Running costs 23 High 50,000 150,000 Bellsmyre Development Trust Development of services 22 High 36,000 108,000 Libraries Book fund 22 High 10,000 30,000 Spectrum Coffee Running costs and equipment 20 High 15,000 15,000 Tullochan Trust Running costs 20 High 20,000 60,000 Bellsmyre Digital Running costs 19 Medium 35,600 106,800 West Dunbartonshire Council (“the Council”) Pipe Band Championship Running costs 19 Medium 50,000 150,000 Scottish Maritime Museum Running costs 19 Medium 49,500 148,500 Lomond ADHD Workshop materials 19 Medium 3,800 3,800 Rock Community Church Running costs and equipment 19 Medium 21,500 21,500 Council Fireworks Running costs 18 Medium 19,000 57,000 Alternatives Running costs 17 Medium 5,000 15,000 Dumbarton Senior Citizens Running costs and events 16 Medium 10,000 30,000 Council Christmas lighting Running costs 16 Medium 12,000 36,000 Citizens Advice Bureau Running costs 15 Medium 40,000 120,000 Alcoholics Anonymous Running costs 13 Medium 24,997 74,991 Totals 427,997 1,152,191 4.7 Exhibit 2 confirms that, if all applications were paid at the full amount, £427,997 would be required in 2026/27 with recurring applications representing a potential three-year funding commitment of £1,152,191. The required £427,997 in 2026/27 exceeds the available £313,818 by £114,179.
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4.8 Four options were considered for member consideration. The first was to fund 100% of all applications costing £427,997. This option is not considered appropriate as it is not consistent with ensuring the Dumbarton Common Good is financially sustainable in the longer term. This leaves three options which would allocate the available £318,818 in 2026/27 and the recurring amounts in years 2027/28 and 2028/29. These are summarised in Exhibit 3. Exhibit 3 – Options for Fund Allocation of £313,818 Option Description Positive Negative 1 Fund 100% of applications starting from the highest scoring and stopping when the £313,818 is fully exhausted Funding focused on the highest scoring groups Following receive no funding: Council Fireworks Alternatives Dumbarton Senior Citizens Council Christmas Lighting Citizens Advice Bureau Alcoholics Anonymous 2 Fund 73% of every application regardless of ‘High’ or ‘Medium’ impact All groups funded No recognition of ‘High’ impact assessments which contradicts agreed process that high impact applications should be recommended for approval 3 Fund 100% of all ‘High’ impact applications and provide 58% of funds sought for ‘Medium’ impact All groups funded and recognises ‘High’ impact projects above ‘Medium’ impact Medium impact groups receive lesser percentage of application 4.9 Option 3 is the recommended option as it is consistent with the overarching premise that ‘High’ impact projects should be recommended for approval and ‘Medium’ impact ones should receive funding if there are sufficient funds available. It also ensures all groups are supported although, for medium impact ones, not at the full level they requested. 4.10 Option 3 would result in the following awards in 2026/27 Group Purpose Impact 2026/27 (£,000) One off or 3 year recurring Mentor Scotland Running costs High 25,600 One off WD Community Foodshare Running costs High 50,000 Recurring
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Bellsmyre Development Trust Development of services High 36,000 Recurring Libraries Book fund High 10,000 Recurring Spectrum Coffee Running costs and equipment High 15,000 One off Tullochan Trust Running costs High 20,000 Recurring Bellsmyre Digital Running costs Medium 20,648 Recurring Council Pipe Band Championship Running costs Medium 29,000 Recurring Scottish Maritime Museum Running costs Medium 28,710 Recurring Lomond ADHD Workshop materials Medium 2,204 One off Rock Community Church Running costs and equipment Medium 12,470 One off Council Fireworks Running costs Medium 11,020 Recurring Alternatives Running costs Medium 2,900 Recurring Dumbarton Senior Citizens Running costs and events Medium 5,800 Recurring Council Christmas lighting Running costs Medium 6,960 Recurring Citizens Advice Bureau Running costs Medium 23,200 Recurring Alcoholics Anonymous Running costs Medium 14,498 Recurring 314,010 4.11 Note the total amount of £314,010 exceeds the available funds of £313,818 by £192 – this is not considered a material issue. The allocation of the full amount available in 2026/27 means the fund will not be available to any new applications in 2026/27 and any applications would only be able to be considered when considering the 2027/28 funds. 4.12 It should be noted any award to Spectrum Coffee is conditional upon confirmation that the group have secured premises within the Dumbarton Common Good boundary. Amendment of Assessment Process/Criteria for Awards 4.13 Officers carried out a review of the assessment process/criteria for awards following Corporate Services Committee on 18 August 2025. This review identified areas where improvements are required to ensure proportionate safeguarding checks are in place for those responsible for managing public funds, and to remove barriers that disadvantage newly formed community
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groups. The proposed changes are designed to strengthen assurance processes while supporting wider access to funding and enabling a more diverse range of organisations to benefit. 4.14 The current eligibility criteria required previous annual accounts or similar historical evidence. These requirements limited access to funding for emerging organisations that are newly established yet able to demonstrate strong governance and clear delivery plans. In response, the Stage 2 detailed assessment has been amended to ensure a more equitable approach. Alternative forms of evidence will now be accepted to verify organisational capacity and financial responsibility, allowing new groups to apply while still maintaining necessary safeguards for public funding. 4.15 The current award process will be strengthened to ensure appropriate safeguarding and governance standards are met where required. Going forward, where required, the grantee must confirm all individuals in key positions of responsibility, namely members of the board, trustees, and senior management have undergone the appropriate level of criminal record check e.g., a disclosure from Disclosure Scotland. Evidence of these checks must be provided to the Council prior to any release of grant funds. This evidence must confirm: that checks have been completed within the last 12 months that no disclosures have been identified that would pose a risk to the activities funded under this grant. Where any disclosures are required the grantee must notify the Council immediately and provide details of the organisation’s safeguarding risk assessment and decision-making process relating to that individual’s continued involvement. Failure to provide satisfactory evidence of compliance with these safeguarding checks, or failure to maintain compliance throughout the period of the grant, may result in delayed payment, suspension of funding, or termination of the grant funding. 5. People Implications 5.1 None directly from this report. 6. Financial and Procurement Implications 6.1 Recommended actions will provide for greater financial sustainability for the Dumbarton Common Good and provide for a revised application assessment process with a stronger focus on value for money. 6.2 There are no procurement recommendations as a result of this report. 7. Risk Analysis 7.1 There is a risk that future estimates in relation to rental income are over optimistic.
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8. Equalities Impact Assessment (EIA) 8.1 An equality impact assessment is not applicable for the purposes of this report. 9. Consultation 9.1 Consultation has been carried out with finance officers who manage the grant applications and asset management who are responsible for managing rental income. 10. Strategic Assessment 10.1 In alignment with the West Dunbartonshire Council Strategic Plan 2022- 2027, the proposed amendments to the Dumbarton Common Good Fund grant funding arrangements support the delivery of its core priorities: Our Communities – Resilient and Thriving: By enabling newer and emerging community groups to access funding and by strengthening safeguarding procedures for grant-funded activities, the Fund helps local organisations build capacity, serve residents more effectively, and promote inclusive community wellbeing. Our Economy – Strong and Flourishing: Supporting well-governed community initiatives contributes to a vibrant local economy by enhancing civic engagement, fostering volunteering and local enterprise, and reducing the risk of misallocated resources. Our Council – Inclusive and Adaptable: The proposed changes reflect an inclusive funding approach—removing unnecessary barriers for new groups and ensuring robust oversight of public funds —which demonstrates the Council’s commitment to transparent, responsive and adaptive governance. By embedding these amendments into the Fund’s framework, the Council reaffirms its commitment to its long term strategic objectives and ensures the Dumbarton Common Good Fund remains a strong vehicle for achieving those goals. Laurence Slavin Chief Officer – Resources Date: 30 October 2025 Person to Contact: Laurence Slavin, Chief Officer - Resources Email: laurence.slavin@west-dunbarton.gov.uk Appendices: N/A Background Papers: Report by Chief Officer – Resources: Review of the Dumbarton Common Good Fund: Corporate Services Committee 5 February 2025
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Report by Chief Officer – Resources: Grant Application to Dumbarton Common Good: Corporate Services Committee 18 August 2025 Wards Affected: Ward 3