Document Pack Bookmarked (Special) 26.08.26
West Dunbartonshire Council · 26 August 2026
Back to West Dunbartonshire Council — 26 August 2026 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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Agenda Special Meeting of West Dunbartonshire Council Date: Wednesday, 26 August 2026 ___________________________________________________________________ Time: 15:00 ___________________________________________________________________ Format: Hybrid meeting ___________________________________________________________________ Contact: Carol-Ann Burns, Senior Democratic Services Officer Email: carol-ann.burns@west-dunbarton.gov.uk committee.admin@west-dunbarton.gov.uk Dear Member Please attend a special meeting of West Dunbartonshire Council as detailed above. Members will have the option to attend the meeting remotely or in person at the Civic Space, 16 Church Street, Dumbarton. The business is shown on the attached agenda. Yours faithfully PETER HESSETT Chief Executive Page 1
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Distribution:- Provost Karen Murray Conaghan Councillor June McKay Councillor James Bollan Councillor John Millar Councillor Kevin Crawford Councillor Lawrence O’Neill Councillor Ian Dickson Councillor Lauren Oxley Councillor Diane Docherty Councillor Chris Pollock Councillor Fiona Hennebry Councillor Martin Rooney Councillor Gurpreet Singh Johal Councillor William Rooney Councillor Daniel Lennie Councillor Gordon Scanlan Councillor David McBride Councillor Hazel Sorrell Councillor Jonathan McColl Councillor Clare Steel Councillor Michelle McGinty Councillor Sophie Traynor Chief Executive Chief Officers Date of issue: 13 August 2026 Audio Streaming Audio recordings of the meeting (including the attendance or contribution of any party participating or making a contribution) will be published on the Council’s website and the Council’s host’s webcast/audio stream platform. You should be aware that the Council is a Data Controller under the General Data Protection Regulation. Data collected during this audio stream will be retained in accordance with the Council’s Privacy Notice* and Retention Schedules including, but not limited to, for the purpose of keeping historical records and making those records available via the Council’s internet site. Page 2
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WEST DUNBARTONSHIRE COUNCIL WEDNESDAY, 26 AUGUST 2026 AGENDA 1 STATEMENT BY CHAIR – AUDIO STREAMING The Chair will be heard in connection with the above. 2 APOLOGIES 3 DECLARATIONS OF INTEREST Members are invited to declare if they have an interest in the item of business on the agenda and the reasons for such declarations. 4 RECORDING OF VOTES The Council is asked to agree that all votes taken during the meeting will be carried out by roll call vote to ensure an accurate record. 5 COMMUNITY COUNCIL SCHEME OF ESTABLISHMENT 5 – 81 REVIEW Submit report by the Chief Officer – Regulatory and Regeneration seeking agreement to proceed to the public consultation stage of the ongoing review of the Scheme for Establishment of Community Councils (the Scheme) in accordance with the timetable agreed by Council on 17 December 2025. Page 3
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WEST DUNBARTONSHIRE COUNCIL WEDNESDAY, 26 AUGUST 2026 AGENDA 1 STATEMENT BY CHAIR – AUDIO STREAMING 2 APOLOGIES 3 DECLARATIONS OF INTEREST Members are invited to declare if they have an interest in the item of business on the agenda and the reasons for such declarations. 4 RECORDING OF VOTES The Council is asked to agree that all votes taken during the meeting will be carried out by roll call vote to ensure an accurate record. 5 COMMUNITY COUNCIL SCHEME OF ESTABLISHMENT 5 – 81 REVIEW Submit report by the Chief Officer –Regulatory and Regeneration seeking Council agreement to proceed to the public consultation stage of the ongoing review of the Scheme for Establishment of Community Councils (the Scheme) in accordance with the timetable agreed by Council on 17th December 2025. Page 3
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Official WEST DUNBARTONSHIRE COUNCIL Report by Chief Officer – Regulatory and Regeneration Council: 26 August 2026 ___________________________________________________________________ Subject: Proposal to proceed to public consultation on the Review of Scheme for Establishment of Community Councils 1. Purpose 1.1 The purpose of this report is to seek Council agreement to proceed to the public consultation stage of the ongoing review of the Scheme for Establishment of Community Councils (the Scheme) in accordance with the timetable agreed by Council on 17th December 2025. 2. Recommendations 2.1 It is recommended that Council agree to consult publicly on the proposed amendments to the Scheme for the Establishment of Community Councils. 3. Background 3.1 Council agreed on 17th December 2025 to undertake a review of the Scheme. As noted at that time, undertaking the review provides an opportunity for meaningful consultation and community engagement on all aspects of the Scheme, while presenting the opportunity to promote and publicise community councils more generally in accordance with the Council’s Community Engagement Strategy. 3.2 The report to Council on 17th December 2025 provided an indicative timetable for the completion of the review process, noting dates upon which special meetings of Council would take place. In accordance with the requirements of section 53 of the Local Government (Scotland) Act 1973, any occasions when Council is being asked to take decisions on the amendment of the Scheme will be constituted as special meetings of Council convened for that purpose, while updates on progress of the review, when required, can be included in the regular business of Council. 3.3 An update report was provided to Council on 29th April 2026 setting out the initial review and consultation work being undertaken at that time. 3.4 This report proposes that a draft revised Scheme be put to public consultation, with the draft taking into account the matters identified in the report to Council on 17th December 2025 and the feedback received through the earlier consultation work. ITEM 5 Page 5
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Official 4. Main Issues 4.1 In the period since the last report to Council on 29th April 2026, the initial consultation stages noted in that report have been completed. The feedback and recommendations identified through the online questionnaire process with community councils and community councillors, and through the community engagement events, is set out in the appended Community Engagement Feedback Report. 4.2 Key themes from the engagement process are set out at section 4 within the Feedback Report, with these defined as being ‘high’, ‘moderate’ or ‘emerging’, based on the nature of the feedback received. ‘High’ prominence themes include the ways in which community councils work with the Council, how community councils can be supported to attract and retain membership, how boundaries can pose challenges to the sustainability of community councils, the ways in which community council meeting arrangements can be improved, and the importance of positive behaviour within community councils and in engagement with the public and the Council. Other, lower prominence themes include financial support and controls within community councils, the importance of the Community Council Forum, and the wider role which community councils can play within local areas and with other local groups. Boundaries and Membership 4.3 The structural themes identified through the engagement process and which are appropriately developed through amendments to the Scheme and other formal documents focus on promoting sustainable community councils by reviewing boundaries and amending minimum and maximum membership requirements to reflect amended areas. The identification of these key structural themes through the engagement process confirms the experience highlighted to Council in December 2025 that only 11 out of the existing 17 community council areas were at that time active, and that even within that number many were existing at the minimum allowed membership and had faced the real possibility of dissolution of the community council due to inability to sustain a required level of membership. 4.4 As noted in the report to Council on 17th December 2025, reviewing boundaries and membership requirements was considered key to ensuring that there is sustainable existence of community councils across the Council area and that they are supported to be able to maintain an active role within the community. 4.5 Two principle structural changes are proposed for public consultation to support sustainable and active community councils in the area: Reducing the number of community councils from 17 to 9; and Amending membership requirements for each community council. 4.6 The boundary changes proposed for public consultation recognise those areas where existing community councils are active and sustainable, and propose that these areas are retained, and those areas where there has not Page 6
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Official recently been sufficient interest to form and sustain a community council, and propose that these areas are amalgamated to improve the scope to form and maintain community council representation. Notable within these amalgamations are proposals to form ‘whole town’ community council areas in Clydebank Central and Waterfront and in Dumbarton, forming large and almost entirely urban-focussed community councils. 4.7 The community council boundaries proposed to go to public consultation are set out on the appended ‘Proposed Community Council Boundary Map’. 4.8 Reflecting the proposed amended boundaries, and in particular the proposed ‘town-wide’ community council areas, population numbers within proposed community council areas vary significantly – Kilmaronock having a population within its area of fewer than 800, while the amalgamated Clydebank Central and Waterfront area will bring together a population in excess of 25,000. 4.9 The appended ‘Community Council Composition’ document sets out the proposed minimum and maximum memberships based on population numbers in each community council area, adopting a base membership of 7 community councillors and then increasing or decreasing that membership number reflecting the population in the area. The membership formula results in a maximum membership of 15 in Clydebank Central and Waterfront, and a minimum membership of 4 in Kilmaronock. 4.10 The formula aims to balance the need to ensure an appropriate level of community councillor representation in larger areas, with supporting the formation and sustainable maintenance of community councils in lower population areas. Adopting a minimum membership for smaller community councils which is below the base membership of 7 demonstrates the Council’s focus on supporting sustainability by enabling the continuation of a community council where membership falls, but with a minimum membership which recognises the need to fill office bearer positions and facilitate appropriate debate and decision making. Review of other Community Council documents 4.11 As noted in the report to Council on 29th April 2026, engagement has also considered options to improve the framework of documentation which supports the functioning of community councils, understanding of the functions and roles of community councils and councillors, and the maintenance of strong and productive relationships within community councils and between community councillors, the public and the Council. 4.12 Revised versions of the Code of Conduct for Community Councillors, the Community Council Complaints Procedure, the Model Constitution for Community Councils, and the Model Standing Orders for Community Councils are appended and proposed for consultation. As set out through the Feedback Report, engagement has identified a number of areas where increased clarity on the role and purpose of community councils and community councillors could be usefully provided. The appended Model Page 7
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Official Constitution and Standing Orders provide for appropriate consistency across community council areas. Additionally, the Feedback Report recognises where engagement has highlighted challenges related to behaviours, conflicts of interest, and complaints have been highlighted, and the revised Code of Conduct and Complaints Procedures are designed to support enhanced confidence in the way in which community councils function, and to support sustainable membership. 4.13 Recognising that the Scheme and its associated documents are necessarily formal, once these documents are consulted upon and thereafter agreed by Council, the Community Council Handbook will also be updated, with the aim that this Handbook provides a more practical guide to the day-to-day operation of a community council. As recognised within the Feedback Report, community councils draw their membership from a whole range of backgrounds and bring together people who have widely varying experience and skills, and the Handbook will assist in ensuring that relevant information is accessible. Next steps 4.14 In accordance with section 53 of the Local Government (Scotland) Act 1973, proposals to amend the Scheme must be the subject of public consultation. As part of that consultation, it is required that existing community councils and the public are invited to comment on the proposals. In line with the timetable appended to the report to Council on 17th December 2025, a 4-week consultation period will be applied and thereafter a report will be presented to Council on 29th October 2026 updating on the consultation. At that stage, Council may agree to proceed with the proposed Scheme, or if public consultation feedback leads to Council agreeing further changes to the proposed Scheme, a further opportunity will require to be provided for people to make representations on those changes. 5. People Implications 5.1 There are no direct staffing implications identified in this process. The public consultation process will be implemented by Council officers, and volume and nature of responses will determine the level resource required. Officers from Legal and Democratic Services will be fully engaged in the process. 6. Financial and Procurement Implications 6.1 There are no significant financial implications arising from the consultation but there may be some financial implications from any proposals to be considered in due course. 7. Risk Analysis 7.1 Developing and supporting community councils is a key part of the Council’s approach to Community Empowerment, as laid out in the Community Page 8
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Official Engagement Strategy. Failure to review the Scheme using the correct process could have a negative impact on the reputation of the Council. 8. Equalities Impact Assessment (EIA) 8.1 The review will be conducted as an inclusive process involving residents and stakeholders from a variety of equality groups in the area. Equality and accessibility considerations will be taken into account during the process. 9. Consultation 9.1 Officers from legal and finance have been consulted on the content of this report. The review process contains a series of consultations with local residents and stakeholders. 10. Strategic Assessment 10.1 The review is being carried out in manner which supports the Council Community Empowerment Strategy. Alan Douglas Chief Officer – Regulatory and Regeneration Date: 29 April 2026 Person to Contact: Graeme Forrester, Manager of Legal and Democratic Services; Tel: 07903 010 404 Email: graeme.forrester@west-dunbarton.gov.uk Appendices: Appendix 1 - Community Engagement Feedback Report. Appendix 2 - Draft Proposed Scheme for the Establishment of Community Councils. Background Papers: None Wards Affected: All Page 9
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Community Council Scheme for the Establishment Review | Community Engagement Feedback Report Findings for West Dunbartonshire Council and West Dunbartonshire Community Council Forum | July 2026 Official Community Council Scheme of Establishment Review Community Engagement Feedback Report Online questionnaire and in-person questionnaire feedback Prepared for West Dunbartonshire Council and the West Dunbartonshire Community Council Forum July 2026 APPENDIX 1 Page 11
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Community Council Scheme for the Establishment Review | Community Engagement Feedback Report Findings for West Dunbartonshire Council and West Dunbartonshire Community Council Forum | July 2026 Official 1. Purpose of this report This report summarises feedback gathered through the online questionnaire and in-person questionnaire responses for the 2026 review of the Scheme for the Establishment of Community Councils in West Dunbartonshire. The report is intended to support discussion with Democratic Services and the West Dunbartonshire Community Council Forum. It should be read alongside the draft Scheme, proposed boundary map, proposed composition table, Forum feedback, in-person engagement notes and any direct written submissions received during the review period. Interpretation note This report does not use the number of questionnaire forms returned as a measure of overall engagement. Some citizens attended drop-in sessions, asked questions or gave verbal feedback without completing a form. Some citizens also required explanation of the difference between elected members and Community Councillors. That is an important finding in itself and points to the need for clearer public information about the role and purpose of Community Councils. 2. Engagement routes considered Feedback considered in this report came from two structured routes: • The online questionnaire was circulated to Community Councillors and Community Council contacts. • Paper and in-person questionnaire feedback gathered during community engagement sessions. The online questionnaire produced more structured, option-based feedback from existing Community Council representatives. The in-person questionnaire feedback was more citizen- focused and provided useful local context, particularly around awareness, visibility, boundaries, and the practical role citizens expect Community Councils to play. The findings should be treated as qualitative and indicative rather than statistically representative. They are nevertheless useful because the same issues appear repeatedly across different routes of engagement. 3. Executive summary • The strongest overall theme is the need for a clearer and more constructive relationship between Community Councils and West Dunbartonshire Council. Page 12
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Community Council Scheme for the Establishment Review | Community Engagement Feedback Report Findings for West Dunbartonshire Council and West Dunbartonshire Community Council Forum | July 2026 Official • Feedback supports the need to make Community Councils more visible, easier to understand and easier for citizens to access. • There is support for reviewing boundaries where current arrangements are inactive, irregular or difficult to sustain, but there is also concern that larger areas must not lose local identity. • Where existing boundaries were described as working well, this often related to areas where the proposed 2026 model does not significantly alter local identity, such as Alexandria and Kilmaronock. • Citizen feedback from in-person engagement highlighted low awareness of active Community Councils, particularly in areas where Community Councils are inactive or not visible. • There is strong expectation that Community Councils should do more than comment on planning and licensing. Citizens and Community Councillors identified a wider role around local issues, community events, place-based work, local groups, communication and practical problem-solving. • The engagement evidence supports retaining the proposed move from 17 areas to 9 as a sustainability measure, provided the rationale is explained clearly and the final arrangements protect local identity and participation across the larger areas. • The agreed composition formula uses a base of seven places to calculate maximum membership, adds one place for each complete 3,000 population, and sets the minimum at half of the maximum rounded up. Across the nine proposed areas, this gives a combined minimum of 49 and a combined maximum of 90. • The Handbook, Code of Conduct and Complaints Procedure will be important in making the new Scheme workable, particularly in relation to conduct, office bearer roles, finance, social media, minute taking, citizen engagement and the training and development of Community Councillors. 4. Key themes from the feedback Theme Prominence What the feedback indicates Relationship with the Council High Feedback repeatedly asked for clearer named contacts, response times, officer attendance, senior officer involvement where appropriate, and feedback when issues are raised. Membership and recruitment High Community Councils need to be easier to join, better advertised, less formal where possible, and more visible in the areas they serve. Meetings and public participation High Feedback supported central venues, hybrid or online options, clearer meeting publicity, better chairing and more open ways for citizens to contribute. Page 13
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Community Council Scheme for the Establishment Review | Community Engagement Feedback Report Findings for West Dunbartonshire Council and West Dunbartonshire Community Council Forum | July 2026 Official Theme Prominence What the feedback indicates Boundaries and sustainability High Feedback supports reviewing where areas are inactive or unsustainable, while also highlighting the need to protect local identity within larger proposed areas. Code of Conduct and complaints High Comments identified behaviour at meetings, conflicts of interest, political neutrality, social media use, respectful communication and enforceable consequences as important. Finance and grant arrangements Moderate Feedback supported clearer finance controls, more guidance on grant use, and a stronger Handbook section with templates and practical examples. Role of the Forum Moderate The Forum is seen as a useful route for shared issues, peer support, training and development priorities, and collective dialogue with the Council. Community-led action and place work Emerging Feedback suggested that Community Councils could help bring groups together, support events, contribute to local plans and focus on wider town or local priorities. 5. Boundary feedback and officer analysis Boundary feedback should be interpreted carefully. Some responses stated that existing Community Council boundaries work well. In a number of these cases, the proposed 2026 model does not significantly change the local identity of that area. For example, feedback from Alexandria and Kilmaronock generally supports the view that these areas have a clear community identity and should continue to be recognisable within the revised Scheme. Other feedback supported boundary review where current arrangements are not working or where there is no active Community Council presence. In-person feedback from Dumbarton identified a lack of active Community Council representation and a view that a town-based Community Council could provide a clearer focus. Feedback from Dalmuir also pointed to the need for active representation and clearer coverage across Clydebank areas. The Old Kilpatrick, Bowling and Milton feedback is also important. It shows that concern about town-wide areas does not necessarily mean opposition to all boundary change. There is evidence of support for more locally connected merger or collaboration arrangements, provided that local identity and practical representation are protected. Page 14
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Community Council Scheme for the Establishment Review | Community Engagement Feedback Report Findings for West Dunbartonshire Council and West Dunbartonshire Community Council Forum | July 2026 Official Interpretation of boundary feedback The feedback does not suggest that all areas should remain unchanged. It indicates that boundary change should be explained as a sustainability and representation measure, not as a reduction in community voice. The proposed 9-area model should therefore be accompanied by clear safeguards for local identity, central and accessible formal meeting arrangements where appropriate, hybrid participation, local outreach activity and engagement across all parts of each Community Council area. Boundary issue How this is reflected in the draft Scheme Areas where current identity appears to work Retain recognisable local identity and avoid unnecessary boundary change. Areas with inactive or weak Community Council coverage Boundary review may provide a more realistic route to active representation. Town-based areas Use central, accessible formal meeting arrangements, supported by community-focused agenda items, outreach sessions and engagement across the wider town area. Merged or connected villages / communities Can work where there are shared issues, clear local connections and support during transition. Public understanding The difference between elected members and Community Councillors must be explained clearly during future communication. 6. Awareness, representation and visibility The in-person feedback highlighted low awareness of Community Councils in some areas. Several citizens either did not know whether a Community Council existed locally or were unclear about what Community Councils do. Some citizens also confused Community Councillors with elected members, MSPs or MPs. This should not be treated only as a limitation of the engagement exercise. It is also evidence that Community Councils need clearer public communication, more visible local activity and better explanation of their purpose. The revised Scheme and Handbook should be supported by simple public-facing information explaining what Community Councils are, how they differ from elected members, what issues they can raise, and how citizens can get involved. • Use plain-English public information on the role of Community Councils. • Promote meeting dates, venues, agendas and minutes consistently. • Encourage Community Councils to hold occasional drop-ins, open days or local engagement sessions. • Use social media, local press, community networks and Council channels to improve visibility. Page 15
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Community Council Scheme for the Establishment Review | Community Engagement Feedback Report Findings for West Dunbartonshire Council and West Dunbartonshire Community Council Forum | July 2026 Official • Encourage Community Councils to make contact with local groups, schools, youth organisations, businesses and voluntary organisations. 7. Role of Community Councils Feedback indicates that Community Councils should have a wider role than commenting on planning and licensing, although those statutory and consultative roles remain important. Citizens and Community Councillors described a broader role around bringing community groups together, supporting local events, identifying local issues, contributing to Local Place Plans or community action plans, and helping to improve communication between citizens and public bodies. This supports the direction of the draft Scheme, which places emphasis on representation, community engagement, partnership working, community-led action planning, Local Place Plans, effective meetings and liaison with West Dunbartonshire Council and Community Planning Partners. Role identified through feedback How this is reflected in the draft framework Local voice Represent the views of citizens across the whole Community Council area, not only those attending meetings. Community connector Bring local groups, businesses, citizens and public services together around shared issues. Planning and licensing consultee Continue to provide local comment on planning and licensing matters where appropriate. Place-based forum Support wider discussion on town centres, local environments, regeneration, community safety, transport and local priorities. Community-led action Support local events, projects, place plans and practical community activity where capacity allows. 8. Membership and participation The feedback supports reducing the overall number of Community Councillors required to establish Community Councils across West Dunbartonshire. The proposed move from 17 Community Council areas to 9, together with the revised composition formula, provides a more realistic basis for establishing and sustaining active Community Councils. Under the revised formula, each Community Council has a base of seven places when calculating its maximum membership, with one additional place for each complete 3,000 population. The minimum membership is one half of the maximum, rounded up where necessary. This produces a combined minimum of 49 and a combined maximum of 90 across Page 16
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Community Council Scheme for the Establishment Review | Community Engagement Feedback Report Findings for West Dunbartonshire Council and West Dunbartonshire Community Council Forum | July 2026 Official the nine proposed areas, compared with 119 and 198 respectively under the previous structure. The purpose is not to reduce local representation, but to make establishment more achievable, reduce inactive coverage and support continuity through a wider pool of potential members. Composition message for future communication The proposed model reduces the combined minimum membership from 119 to 49 and the combined maximum from 198 to 90. Maximum membership is calculated using a base of seven places plus one additional place for each complete 3,000 population. Minimum membership is half of the maximum, rounded up where necessary. This should be presented as a practical sustainability measure which makes establishment more achievable while retaining a sufficient membership base for effective operation. Feedback also indicates that participation will not improve through structural change alone. Community Councils will need to be more visible, accessible, welcoming and connected to local groups. Meetings should be less intimidating for new participants and should offer practical ways for citizens to raise issues without having to become full members immediately. 9. Relationship with West Dunbartonshire Council The relationship with West Dunbartonshire Council is the clearest recurring theme in the structured online feedback. Community Councils want clearer routes into Council services, more consistent responses, named contacts, better feedback when issues are raised, and opportunities for officer engagement where appropriate. There is also a need to manage expectations. Community Councils should not be treated as a route for individual service complaints only, but they can help identify patterns, communicate issues, support consultation and contribute to local problem-solving. This distinction should be explained in the Handbook and associated guidance. • Provide clearer service contact routes and escalation guidance. • Include expected response standards or principles where feasible. • Use the Community Council Forum for issues affecting more than one area. • Consider annual or periodic engagement between the Forum and relevant senior officers. • Encourage collaborative discussion rather than purely complaint-driven contact. 10. Code of Conduct, complaints and governance The feedback supports strengthening the Code of Conduct and Complaints Procedure. Issues raised include behaviour at meetings, respectful communication, political neutrality, conflicts of Page 17
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Community Council Scheme for the Establishment Review | Community Engagement Feedback Report Findings for West Dunbartonshire Council and West Dunbartonshire Community Council Forum | July 2026 Official interest, confidentiality and data protection, social media use, office bearer responsibilities and consequences where standards are not met. The revised Scheme should continue to link disqualification or removal to a fair complaints or conduct process. This is important because feedback showed frustration about behaviour and enforcement, but the process must also be proportionate and capable of being applied fairly. Governance issue How this is addressed in the draft framework Behaviour at meetings Clear chairing guidance, Standing Orders, meeting expectations and complaint routes. Conflicts of interest Clear declaration process and recording in minutes. Political neutrality Guidance on representing the Community Council rather than personal or party-political positions. Social media use Clear distinction between personal views and agreed Community Council positions. Complaints and consequences A fair process with proportionate outcomes, including support, mediation, warning or removal where appropriate. 11. Handbook and support priorities The Handbook should be treated as a practical operating guide. Feedback indicates that the most useful content will include clear guidance on running meetings, office bearer roles, minute taking and action logs, finance and grant use, citizen engagement, social media, planning and licensing, the complaints process, and working with Council services and the Community Council Forum. Feedback also supports a structured training and development programme. Priority areas include chairing effective meetings, secretary and minute-taking skills, treasurer responsibilities and basic bookkeeping, committee participation, community engagement, the relationship between Community Councillors, elected members and Council officers, and managing disagreement or conflict constructively. Support priority Handbook content identified through feedback Office bearer roles Plain-English guidance for Chairs, Secretaries and Treasurers, supported by role-specific training and induction. Meetings Model agendas, minute templates, action logs, quorum guidance, public participation guidance and chairing skills. Page 18
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Community Council Scheme for the Establishment Review | Community Engagement Feedback Report Findings for West Dunbartonshire Council and West Dunbartonshire Community Council Forum | July 2026 Official Support priority Handbook content identified through feedback Finance Cashbook, income and expenditure statement, grant rules, eligible expenditure and annual accounts guidance. Engagement Methods for gathering views, holding local sessions, involving young people and working with local groups. Digital communication Website, email and social media guidance, including account control and moderation. Complaints Clear process, timescales, panel arrangements, proportionate outcomes, conflict management and support routes. 12. Risks and mitigations Risk Mitigation Town boundaries may be seen as reducing local voice. Explain that the proposal is a sustainability measure and protect local identity through central, accessible formal meetings, hybrid participation, community-focused agenda items and local outreach activity. Citizens may not understand the difference between Community Councillors and elected members. Develop simple public information explaining roles, responsibilities and contact routes. Existing inactive areas may remain difficult to restart. Use targeted support, publicity, interim engagement and Forum support during transition. Merged areas may inherit different cultures, expectations or working practices. Use transitional guidance, early officer support, clear Standing Orders and facilitated first meetings if required. Complaints and conduct issues may remain difficult to manage. Ensure the Code and Complaints Procedure are clear, proportionate and legally checked. Community Councils may become focused only on individual service complaints. Encourage Community Councils to identify patterns, work collectively and focus on wider place-based issues. 13. Conclusion The combined questionnaire feedback supports the overall direction of the revised Scheme, particularly the need to create a more sustainable Community Council structure, improve the Page 19
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Community Council Scheme for the Establishment Review | Community Engagement Feedback Report Findings for West Dunbartonshire Council and West Dunbartonshire Community Council Forum | July 2026 Official relationship with West Dunbartonshire Council, strengthen governance and make Community Councils more visible and accessible to citizens. The feedback also shows that the boundary proposals need to be explained carefully. The proposed move from 17 areas to 9 should be presented as a practical way to improve active coverage and sustainability, not as a reduction in local voice. The final Scheme should retain clear protections for local identity and ensure that larger Community Council areas are expected to engage across the whole of their boundary. Overall, the engagement evidence supports a revised Scheme that is clearer, more practical, more sustainable and better aligned to the current challenges facing Community Councils in West Dunbartonshire. The agreed composition model, with a combined minimum membership of 49 and maximum membership of 90 across the nine proposed areas, reflects the aim of making Community Councils easier to establish while retaining sufficient membership for effective and representative operation. Page 20
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Community Council Scheme for the Establishment Review | Community Engagement Feedback Report Findings for West Dunbartonshire Council and West Dunbartonshire Community Council Forum | July 2026 Official Annex A: Evidence sources considered Source Use in this report Online questionnaire Structured responses from Community Council representatives and contacts. Used mainly to identify priorities for the Scheme, Code of Conduct, Handbook, Council communication and support arrangements. In-person questionnaires Citizen-focused feedback gathered during community engagement sessions. Used mainly to understand public awareness, boundary issues, visibility, participation and local expectations. In-person discussion Some engagement was verbal and did not result in a completed questionnaire. This feedback should be treated as contextual evidence and reflected in the wider engagement narrative. Draft Scheme, composition model and Forum discussion Used to connect engagement findings to the proposed Scheme sections, boundary model, agreed composition formula, training priorities and transitional arrangements. Annex B: Data handling The questionnaires were not designed to produce a statistically representative survey of all citizens or all Community Councillors in West Dunbartonshire. The findings should therefore be used as qualitative engagement evidence. The report intentionally avoids using the total number of forms returned as a measure of engagement because in-person events included conversations where forms were not completed. Where option-based responses were available, they were used to identify relative strength of themes. Where open comments or in-person responses were available, they were grouped thematically. This approach allows the report to reflect both structured questionnaire feedback and local context from in-person engagement. Page 21
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 1 Official WEST DUNBARTONSHIRE COUNCIL SCHEME FOR THE ESTABLISHMENT OF COMMUNITY COUNCILS JULY 2026 APPENDIX 2 Page 23
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 2 Official Contents P3. Introduction P4. Statutory Purposes of Community Councils P6. The Roles and Responsibilities of Community Councils P10. Equality & Diversity P12. Community Council Areas within West Dunbartonshire Council P14. Membership of Community Councils P16. Replacement or updating of this Scheme P17. Community Council Elections P19. Disqualification and Ending of Membership P21. Meetings P23. Liaison with the Local Authority and Community Planning Partners P24. Resources, Finance & Accountability P27. Liability, Insurance and Responsibilities of Community Council Members P29. Dissolution of a Community Council P30. Transitional Arrangements for the 2026 Scheme Page 24
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 3 Official 1. Introduction Community Councils are voluntary bodies which exist within a legal framework, based on Section 51 (2) of the Local Government (Scotland) Act 1973. Under legislation, every local community in Scotland is entitled to request their local authority to establish a Community Council in their area. Although they complement the role of the local authority, they are not part of local government. West Dunbartonshire Council’s Scheme for the Establishment of Community Councils (the Scheme) is designed to enable the development of effective Community Councils locally. It also seeks to ensure that they can make a representative contribution to the process of democratic empowerment and community participation in the areas they operate in and across West Dunbartonshire as a whole. The Scheme will be reviewed every four years before each new Community Council electoral term. The 2026 review considers boundaries, membership, governance, conduct, complaints, finance and support. Contemporary duties for empowerment and engagement: In addition to the original 1973 legislation, this Scheme also seeks to promote and support the role of Community Councils in implementing the wider legal framework for community engagement and empowerment in Scotland. Page 25
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 4 Official 2. Statutory Purposes of Community Councils Section 51(2) of the Local Government (Scotland) Act 1973 provides that: “In addition to any other purpose which a community council may pursue, the general purpose of a community council shall be to ascertain, co-ordinate and express to the local authorities for its area, and to public authorities, the views of the community which it represents, in relation to matters for which those authorities are responsible, and to take such action in the interests of that community as appears to it to be expedient and practicable.” In practical terms, this means that Community Councils have a role in finding out, co- ordinating and expressing the views of the communities they represent. They may raise these views with West Dunbartonshire Council, other public bodies and relevant organisations on matters which affect their local area. Community Councils may also act in the interests of their community where this is appropriate, practical and consistent with the Scheme, their Constitution, the Code of Conduct and any relevant legal requirements. Since Community Councils were created under the Local Government (Scotland) Act 1973, further legislation and policy has strengthened the role of communities in public decision-making. This includes the Community Empowerment (Scotland) Act 2015 and other legislation which encourages public bodies to involve communities in setting priorities, shaping services and reviewing progress. Community Councils should be encouraged to use these wider opportunities to support their original statutory purpose. They may do this by working with citizens, local groups, voluntary organisations, public bodies and Community Planning Partners to identify local issues, gather community views and support practical action. Community Councils also have an important role in relation to the statutory planning system. The Planning (Scotland) Act 2019 places increased emphasis on earlier and more proactive community involvement in planning, including the involvement of young people and other sections of the community who may not always take part in formal consultation. The wider legal and policy framework also provides opportunities for communities to be involved in areas such as: community planning and service priorities; participation requests; Local Place Plans and community-led planning; use and management of public assets; Page 26
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 5 Official local environmental and green space issues; consultation on planning, licensing and other matters affecting local communities. These rights and opportunities are not exclusive to Community Councils. However, Community Councils are recognised community bodies and can play an important role in helping citizens understand, use and participate in these processes. Further information on the wider legal framework, community empowerment, planning, participation requests, Local Place Plans and other relevant matters will be included in the Community Council Handbook. These responsibilities support the role of Community Councils in identifying local issues, representing community views and helping to improve the communities and citizens they serve. This is consistent with the original statutory purpose of Community Councils and the wider aims of community empowerment in West Dunbartonshire. Page 27
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 6 Official 3. The Roles and Responsibilities of Community Councils The general purpose of a Community Council is to act as a voice for its own local area. This involves articulating the views and concerns of local people in their area on a wide range of issues of public concern and making representations to its local authority, other public sector bodies and private agencies on matters within its sphere of interest. Community Councils are expected to represent the views of their communities, not simply the views of those attending meetings. Community Councils should make reasonable efforts to engage with citizens, community groups, young people and under-represented groups before taking positions on significant local matters. It is essential that these views be demonstrated to be accurately representative of the community. Accordingly, each Community Council will have in place, in consultation with the local authority, recognised consultative mechanisms to validate their views and devise strategies to secure greater involvement by all sectors of the community. Community Councils may carry out other activities that are in the general interests of the communities they represent, provided these activities fall within the objects of their Constitution, and the terms of the Scheme for the Establishment of Community Councils. There needs to be a genuine commitment to collaboration and good working relationships with the local authority and other agencies. To allow Community Councils to meet their potential, West Dunbartonshire Council will support Community Councils through guidance, training opportunities and capacity-building support, subject to available resources and identified need. The Community Council Forum may also support peer learning and training priorities. Examples of the support arrangements for Community Councils are contained in the Scheme Handbook. In carrying out their activities, Community Councils must at all times adhere to the law, the terms of the Council’s Scheme for the Establishment of Community Councils and the Community Councillors’ Code of Conduct. Each Community Council must adopt a Constitution and Standing Orders based on the Model Constitution and Model Standing Orders approved for use in West Dunbartonshire. These documents are included as appendices to this Scheme and are intended to encourage consistency across Community Councils. Community Councils may carry out activities that are in line with: the general interests of the communities they represent Page 28
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 7 Official their purpose the associated legal framework the Code of Conduct for Community Councillors the contents of this Scheme, which will be agreed by West Dunbartonshire Council. This should include the types of activity indicated below: ● Promotion of Community Councils: To ensure that communities know about Community Councils, they should produce clear information about meetings in appropriate and accessible formats, including information on how people can influence the agenda. The local authority will assist by posting minutes of meetings on their official website. Draft minutes of Community Council meetings must be presented to the local authority as soon as possible following the date of the meeting and be circulated to Community Council members and local elected members. ● Representation: Community Councils have a legal duty to represent the views of their community. They should reflect the broad spectrum of local opinion and interests as far as is practical, whilst also trying to ensure that those most seriously affected by proposals have their voices heard. Community Councils should be non- party political when expressing views and representing their local community. Community Councils should make particular efforts to encourage young people and other under-represented groups to participate in Community Council business and to ensure equality of opportunity in the way the Community Council carries out its functions. To achieve this they should work closely with other local organisations such as the Equalities Forum, Access Panel and Youth Council. ● Right to be consulted by and have meaningful engagement with public sector and other agencies: Community Councils have a statutory right to be consulted on planning applications and should be consulted on issues such as licensing matters affecting the local community. Other matters may also be jointly agreed between Community Councils, the local authority and other public sector and private agencies. As legitimate community bodies, Community Councils increasingly also have rights to be engaged and involved in a wide range of other matters arising from duties in the Community Empowerment Act and other specific legislation. The Handbook will contain details of these opportunities and be updated as regularly as is practical. ● Partnership working: Community Councils and public bodies should aim to establish effective participatory working relationships. This includes the local authority, Community Planning Partners and other relevant organisations. All involved should work in a spirit of partnership in line with the West Dunbartonshire Page 29
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 8 Official Empowerment Strategy and the framework provided by the Community Empowerment (Scotland) Act 2015. This could include setting up annual meetings to review progress or address issues through the Community Alliance, or other groupings representing the community voice in Community Planning West Dunbartonshire. ● Community engagement: The Council will seek to work with Community Councils to develop their capacity to plan and deliver consultation with the community. This will enable Community Councils to gather, listen to and consider the views of local people. Methods may include Community Council meetings, public meetings, online meetings, social media, community surveys, comment or suggestion boxes or other legitimate and practical methods. The Council will support Community Councils to plan and deliver their engagement in line with the National Standards for Community Engagement. Further detail on delivering this engagement, including examples of good practice, will be included in the Handbook which accompanies the Scheme. ● Community-led planning: Community Councils will be encouraged to develop skills to lead or participate in community-led Locality Place Plans, Local Place Plans or action plans. These should be used as vehicles to understand community issues and aspirations and to inform future service planning and decision making, in line with the aspirations of the West Dunbartonshire Community Empowerment Strategy and the Community Empowerment Act. Formal Guidance, examples and tools to support production of such plans are available in the Handbook. ● Training: A programme of training will be developed with Community Councils covering these and other topics. The design and delivery of the programme will be undertaken jointly with the Community Council Forum and the Council’s Communities Team. ● Flexible membership: One way to assist Community Councils to broaden their representation and expertise is by promoting different categories of membership with the overall purpose of involving more local people and local organisations in ways that make participation easier. Categories of membership are set out in section 6 (Membership). In general, to represent their communities, Community Councils should recruit the majority of members from those living within their boundary, with an active interest in the community. However, there are times where it can be useful to bring in views and experience from out with the Community Council area, or from third sector organisations, for example to contribute to specific projects or issues, as associate members. Such members may only vote if they are registered at an address in the Community Council area. Page 30
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 9 Official ● Information: Community Councils must inform the local authority of any changes in membership (resignations, co-options etc.) and circumstances (such as changes in office bearers or status of the Community Council itself) as soon as is practicable, and complete an annual return on membership to be sent in with the draft AGM minutes. Page 31
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 10 Official 4. Equalities and Diversity Community Councils are expected to operate in a way that is consistent with the principles of equality, diversity, inclusion and non-discrimination: Eliminate unlawful discrimination, harassment and victimisation and other conduct prohibited by the Act. Advance equality of opportunity between people who share a protected characteristic and those who do not. Foster good relations between people who share a protected characteristic and those who do not. In applying these principles, Community Councils should have regard to the protected characteristics identified in the Equality Act 2010. The protected characteristics identified in the Act are; age; disability; gender reassignment; marriage and civil partnership; pregnancy and maternity; race; religion or belief; sex; sexual orientation. Everyone has ‘protected characteristics’, but it is the treatment that individuals and groups receive, the level of autonomy they have, and the positive or negative outcomes for them, which should be the focus. The Equalities Forum in West Dunbartonshire has committed to assist Community Councils to ensure they are as accessible as possible. Community Councils should therefore make use of this, along with other groups such as the Youth Council and West Dunbartonshire Access Panel, to make efforts to engage people with protected characteristics actively and sensitively. This could include periodic joint community engagement work with these organisations to encourage local community council membership from a more diverse range of people living in their areas. Since everyone has the right to be treated fairly and have access to the work of the Community Council, meetings of the Community Council should take place in venues or online platforms which are accessible to all. This will involve using accessible venues and online platforms, meeting at times which suit people, offering a range of opportunities to participate, and using face to face or digital meeting methods which maximise the numbers and diversity of people taking part. More information on how to achieve this is available in the Scheme Handbook. Community Councils, individually and through the West Dunbartonshire Community Council Forum, should seek to improve their understanding of equality, diversity and inclusion. The Forum may work with relevant community organisations, equality groups, access groups, youth representatives and Council officers to share learning, identify barriers to participation and support Community Councils to make their Page 32
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 11 Official meetings, communication and engagement activity as accessible and inclusive as possible. This should help ensure that citizens across West Dunbartonshire have fair opportunities to be informed, involved and represented in the work of their Community Council. Page 33
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 12 Official 5. Community Council Areas within West Dunbartonshire Council West Dunbartonshire Council will establish Community Council areas across the local authority area. The purpose of these areas is to support local representation, community engagement and effective communication between citizens, Community Councils, West Dunbartonshire Council and other public bodies. As part of the 2026 review of the Scheme for the Establishment of Community Councils, the Council has reviewed the existing Community Council boundaries. This review has taken account of the need to support active, sustainable and representative Community Councils across West Dunbartonshire. The previous Scheme provided for 17 Community Council areas. Experience has shown that this number of areas has been difficult to sustain, with a number of areas inactive and others experiencing challenges with membership, recruitment and office bearer roles. The 2026 review therefore proposes a revised model of 9 Community Council areas. The proposed Community Council areas are: 1. Dumbarton 2. Renton 3. Alexandria 4. Bonhill and Dalmonach 5. Balloch and Haldane 6. Kilmaronock 7. The Three Villages 8. Kilpatrick 9. Clydebank Central & Waterfront The revised areas are intended to create fewer, larger and more sustainable Community Councils, while still recognising local identity and the distinct communities within each area. In considering Community Council boundaries, the Council has taken account of community identity, population, geography, accessibility, existing Community Council activity, inactive areas, local connections, ward alignment where appropriate, and the ability of Community Councils to attract and retain sufficient membership. The proposed Community Council areas and boundary maps are attached at Appendix 1. The composition table for each Community Council area is attached at Appendix 2. Page 34
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 13 Official Any future changes to Community Council boundaries will be considered as part of a future review of this Scheme, unless the Council determines that an earlier review or amendment is required in accordance with statutory requirements. Page 35
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 14 Official 6. Membership of Community Councils The overall aim of the membership arrangements is to ensure that each Community Council is able to operate effectively, represent the views of its community and remain sustainable over time. The maximum membership for each Community Council area shall be calculated using a base of seven Community Councillors, plus one additional Community Councillor for each complete 3,000 population within the area, up. The minimum membership required to establish and maintain a Community Council shall be one half of the maximum membership specified for that Community Council area. Where the maximum membership is an odd number, the minimum membership shall be rounded up to the nearest whole number. The minimum and maximum membership for each Community Council area are set out in Appendix 2. Under the proposed 2026 structure, the nine Community Council areas would provide for a combined maximum membership of 90 Community Councillors and a combined minimum membership of 41 Community Councillors. The minimum age to stand for election as a Community Councillor is 16 years. Qualification for full membership is normally by residency within the relevant Community Council area, evidenced by being named on the electoral register for that Community Council area. There shall be provision for the following categories of membership: Full members are elected Community Councillors who live in the Community Council area, are named on the electoral register for that area, have full voting rights and serve for the relevant term of office. Co-opted members are individuals who are eligible to serve as Community Councillors and who are appointed by the Community Council between elections in accordance with this Scheme. Co-opted members who meet the residency and electoral register requirements shall have full voting rights. The number of co-opted members must not exceed one third of the current elected membership of the Community Council. Associate members are individuals who may bring knowledge, experience or perspective to the work of the Community Council. Associate members may include representatives of local groups, young people, people with specific skills or individuals with an interest in a local issue. Associate members do not have voting rights and are not counted towards quorum. Page 36
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 15 Official Ex-officio members are elected representatives, including local authority Councillors, MSPs and MPs, whose ward or constituency includes all or part of the Community Council area. Ex-officio members do not have voting rights. Any individual elected to West Dunbartonshire Council; the Scottish Parliament or the UK Parliament shall be ineligible to remain a full member of a Community Council or to stand for election to a Community Council. Such individuals may participate as ex-officio members without voting rights. Page 37
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 16 Official 7. Replacement or updating of this Scheme From time to time, it will be necessary to review the Scheme as required by law. When the local authority revokes its existing Scheme for the Establishment of Community Councils, to make a new Scheme, it will publish a Public Notice. This notice will invite the public to make suggestions as to the areas covered by Community Council boundaries, composition of Community Councils, and any other aspects of the Scheme. Following this, a consultation process will take place before the replacement Scheme’s formal adoption by the local authority. Any amendment to this Scheme will be undertaken in accordance with the statutory requirements for reviewing or amending Schemes for the Establishment of Community Councils. Supporting documents, including the Handbook, finance guidance, templates and operational guidance, may be updated more regularly following appropriate consultation with Community Councils and approval through the relevant Council process. Page 38
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 17 Official 8. Community Council Elections West Dunbartonshire Council will administer Community Council elections under this Scheme. Following approval of the 2026 Scheme, elections will be arranged for the revised 9 Community Council areas set out in Appendix 1. These elections will establish Community Councils under the new boundaries and composition arrangements. The Council will publish the required public notice and invite nominations from eligible citizens within each Community Council area. Nomination forms and election guidance will be made available by the Council. Individuals seeking election to a Community Council must live in the relevant Community Council area and be named on the electoral register for that area. Candidates must be aged 16 years or over. The same residency and electoral register requirements shall apply to voters in any Community Council election. A person seeking election must be nominated by a proposer and seconder, both of whom must be on the electoral register for the relevant Community Council area. Self-nomination is not permitted. The minimum membership for each area is one half of its maximum membership, rounded up where the maximum is an odd number, as set out in Appendix 2. Following the close of nominations: Where the number of valid nominations is equal to or greater than the minimum membership specified for that Community Council area, but does not exceed its maximum membership, those candidates will be declared elected and no poll will be required. Where the number of valid nominations exceeds the maximum membership for that Community Council area, a poll will be arranged. Where the number of valid nominations is below the minimum membership specified for that Community Council area, a Community Council will not be established at that time. West Dunbartonshire Council may undertake further engagement and issue a further call for nominations within a period determined by the Council. The first election under the 2026 Scheme will apply to all revised Community Council areas. Existing Community Councils will continue to operate until the new election arrangements are completed, unless otherwise determined by the Council. Once Community Councils have been established under the new Scheme, future elections will normally take place on a four-year cycle, on dates determined by West Page 39
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 18 Official Dunbartonshire Council following consultation with Community Councils and the Community Council Forum. Community Councils shall be elected on a simple majority basis where a poll is required. Returning officer The Council will appoint an Independent Returning Officer, who must not be a current elected member of the Community Council whose election they are administering, nor intending to stand for election to that Community Council. Nominations A nomination form should be completed, the style of which will be determined by the Council. Nomination forms require to be submitted on the date set down in the election timetable. No nomination forms submitted after that date will be accepted. Method of election Elections will be based on the 9 Community Council Boundaries. Community Councillors will be elected on a simple majority basis. Filling of casual places/vacancies between elections Casual vacancies on a Community Council may arise in the following circumstances: ● When an elected Community Council member submits their resignation; ● When an elected Community Council member ceases to be resident within that Community Council area; or ● When an elected Community Council member has their membership disqualified (Clause 9). Where the number of elected Community Councillors falls below the minimum membership specified for that Community Council area, West Dunbartonshire Council must be informed. The Council will then make arrangements for an interim election in accordance with this Scheme. Co-option to Community Councils Co-opted members must be eligible for membership of the Community Council as detailed in Section 6 above. They must be elected to the Community Council by a two-thirds majority of the elected (general and interim) Community Councillors present and voting. Such co-opted members will have full voting rights and will serve until the next round of elections (general and interim). Notice of any proposed co- option procedure is required to be intimated to all of that Community Council’s members at least 14 days prior to the meeting when the matter will be decided. Page 40
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 19 Official Where the number of co-opted members becomes greater than one third of the current elected membership, the Community Council must notify West Dunbartonshire Council and an interim election process will be undertaken. Page 41
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 20 Official 9. Disqualification and Ending of Membership A Community Councillor must continue to meet the eligibility requirements set out in this Scheme throughout their term of office. Membership of a Community Council may end in the following circumstances: 1. The member resigns in writing. 2. The member ceases to live within the Community Council area for which they were elected or co-opted. 3. The member is no longer named on the electoral register for the relevant Community Council area. 4. The member is elected to West Dunbartonshire Council, the Scottish Parliament or the UK Parliament. 5. The member fails to attend any Community Council meeting for a period of 6 months, with or without submitting apologies, unless a leave of absence has been agreed by the Community Council. 6. The member is found, through the approved Community Council Complaints Procedure, to have seriously breached the Code of Conduct, the Scheme, the Constitution or Standing Orders. 7. The member acts in a way that brings the Community Council into serious disrepute, following consideration through the approved complaints or conduct process. 8. The member dies. Where a full Community Councillor moves out of the Community Council area, they will normally be treated as having resigned from the Community Council no later than 6 months after moving away from the area. This period is intended to allow the Community Council to manage the vacancy and consider appropriate arrangements for replacement, particularly where membership levels may affect the operation of the Community Council. A Community Councillor who moves out of the area may be considered for associate membership where the Community Council considers that their knowledge, skills or experience would continue to support the work of the Community Council. Associate members do not have voting rights and are not counted towards quorum. If a Community Councillor is elected to West Dunbartonshire Council, the Scottish Parliament or the UK Parliament, they shall cease to be a full member of the Community Council. Such individuals may participate as ex-officio members where their ward or constituency includes all or part of the Community Council area, but they shall not have voting rights. Page 42
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 21 Official If a Community Councillor does not attend any Community Council meeting for a period of 6 months, the Community Council may terminate their membership. Before doing so, the Community Council should make reasonable efforts to contact the member and confirm whether they wish to continue in the role. A period of leave of absence may be granted where there are reasonable circumstances, such as illness, caring responsibilities, work commitments or other exceptional circumstances. Any concern about a Community Councillor’s conduct should be dealt with in accordance with the approved Code of Conduct and Community Council Complaints Procedure. This includes concerns about behaviour at meetings, misuse of social media, conflicts of interest, breaches of confidentiality, financial irregularities, failure to follow the Scheme, or conduct which may bring the Community Council into disrepute. Where a complaint or conduct concern is being investigated, the Community Councillor concerned must be given a fair opportunity to respond. Any decision to suspend, remove or disqualify a Community Councillor must be made in accordance with the approved Complaints Procedure and any guidance issued by West Dunbartonshire Council. Removal or disqualification from membership should be proportionate to the seriousness of the matter. Possible outcomes may include advice, mediation, an apology, training, a written warning, removal from an office bearer role, temporary suspension, or removal from the Community Council, depending on the circumstances and the findings of the complaints process. Where a Community Councillor is removed or disqualified, the Community Council must notify West Dunbartonshire Council as soon as practicable. The vacancy shall then be dealt with in accordance with the election, interim election or co-option arrangements set out in this Scheme. The Community Council must ensure that any decision affecting membership is recorded in the minutes, while taking care not to include unnecessary personal, confidential or sensitive information. Page 43
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 22 Official 10. Meetings Each Community Council shall hold at least one Annual General Meeting and a minimum of 6 ordinary meetings each year. The first meeting of a Community Council following election will be called by the Independent Returning Officer or West Dunbartonshire Council and will take place within 21 days of the date of election, or as soon as practicable thereafter. The business of that meeting will include adoption of the Constitution and Standing Orders, appointment of office bearers and any necessary transitional business. Meetings shall be open to members of the public, except where the Community Council agrees that part of a meeting should be held in private due to the confidential nature of the business being considered. Meetings may be held in person, online or as hybrid meetings. Community Councils should make reasonable efforts to ensure that meeting arrangements are accessible and allow citizens to participate where possible. Where a Community Council area includes a number of distinct local communities, the Community Council should make reasonable efforts to engage across the whole Community Council area. This may include using online or hybrid meetings, holding local engagement sessions, inviting local groups to attend, using surveys, social media and other communication methods, or arranging occasional outreach activity in different parts of the Community Council area. For town-based Community Council areas, formal meetings should normally be held in a central, accessible location within the Community Council area, unless the Community Council agrees that an alternative arrangement would better support public participation. In deciding meeting venues, Community Councils should consider public transport, walking distance, accessibility, winter travel, safety, venue availability and ease of understanding for citizens. Community Councils should avoid changing meeting venues in a way that creates confusion or makes it harder for citizens to attend. Where meetings or engagement sessions are held in different locations, these should be clearly advertised in advance. Community Councils should ensure that they do not focus only on one part of the Community Council area. They should seek to understand and reflect the views of citizens across all communities within their boundary. This can be achieved through formal meetings, local engagement sessions, agenda items for specific communities, contact with local groups, and other accessible methods of gathering views. The quorum for Community Council meetings shall be one third of the current voting membership of the Community Council, or 3 voting members, whichever is greater. Page 44
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 23 Official Where a meeting is not quorate, no formal decisions may be taken. Any discussion may be recorded as notes, but any proposed decisions must be ratified at a future quorate meeting. Agendas and minutes should be prepared and circulated in accordance with the Community Council’s Standing Orders. Minutes should record decisions, actions, financial decisions and any declarations of interest. Further guidance on meeting formats, agendas, action logs, public participation and effective meeting management will be provided in the Community Council Handbook. Page 45
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 24 Official 11. Liaison with the Local Authority and Community Planning Partners West Dunbartonshire Council recognises the important role of Community Councils in local democracy, community engagement and community empowerment. Community Councils provide a local voice for citizens and can assist the Council and other public bodies by identifying local issues, sharing community views and contributing to consultation and service improvement. The reduction from 17 Community Council areas to 9 larger Community Council areas is intended to support a more sustainable Community Council structure across West Dunbartonshire. It should also support more effective collective dialogue between Community Councils, the Community Council Forum, West Dunbartonshire Council and Community Planning Partners. The West Dunbartonshire Community Council Forum provides a collective voice for Community Councils across the authority area. The Forum may raise shared issues, support peer learning, contribute to training and development priorities, and provide a route for discussion between Community Councils and the Council on matters of wider interest. West Dunbartonshire Council will seek to support constructive dialogue with Community Councils and the Community Council Forum. This may include regular communication, attendance by relevant officers where appropriate, engagement on key consultations and opportunities for the Forum to contribute to relevant strategic discussions, subject to Council governance arrangements and the remit of the relevant meeting or group. West Dunbartonshire Council will seek to facilitate regular dialogue between the Community Council Forum and relevant senior officers, including at least one annual engagement meeting where practicable. Community Councils should normally raise local operational matters through the appropriate Council service contact route. Where an issue affects more than one Community Council area, or where there is a wider strategic issue, the Community Council Forum may provide a suitable route for collective discussion. Further practical guidance on communication routes, Council contacts, escalation processes and the role of the Community Council Forum will be included in the Community Council Handbook or associated guidance. Page 46
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 25 Official 12. Resources, Finance & Accountability West Dunbartonshire Council recognises that Community Councils require appropriate resources and support to carry out their role effectively, represent their communities and participate in local democracy. Each established Community Council will be eligible to receive an annual administration grant from West Dunbartonshire Council, subject to compliance with this Scheme and the submission of the required financial and governance information. The grant is intended to support the proper running of the Community Council and may be used for reasonable costs linked to administration, meetings, communication, publicity, consultation, community engagement and other approved Community Council purposes. The grant calculation, eligible expenditure, ineligible expenditure and any associated conditions will be set out in the Community Council Handbook or associated finance guidance. These arrangements may be reviewed from time to time by West Dunbartonshire Council. Community Councils shall have the power to secure additional resources, funding or support for projects, activities or other purposes which are consistent with their objectives, Constitution and this Scheme. Any external funding received must be recorded in the Community Council’s financial records and used in accordance with the conditions of the funder. Each Community Council must maintain proper financial records. These records must show all income and expenditure, including Council grants, external funding, donations, fundraising income, bank interest, project funding and any other income received by the Community Council. Each Community Council must operate a bank account in the name of the Community Council. The account must not be held in the name of an individual Community Councillor. Each Community Council must have at least three authorised signatories or approved account users. Any payment or withdrawal must require approval by at least two authorised signatories or approved persons. The two people approving a payment must not live at the same address and should not be closely related. No one person should have sole control of Community Council funds, bank cards, online banking, cheque books or financial records. Where online banking is used, the Community Council must ensure that appropriate controls are in place so that payments are checked and approved by more than one authorised person. The Treasurer is responsible for maintaining the financial records of the Community Council and for providing regular financial reports to Community Council meetings. Page 47
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 26 Official However, financial responsibility rests with the Community Council as a whole and not with the Treasurer alone. Financial reports should be presented regularly to Community Council meetings and recorded in the minutes. The minutes should record approval of significant expenditure, grant applications, project spending and any other financial decisions. The financial year for each Community Council shall run from 1 April to 31 March each year. At the end of each financial year, each Community Council must prepare an annual statement of accounts. The annual accounts must be independently examined by a suitably independent person or persons who are not members of the Community Council and who do not have a conflict of interest. The independently examined accounts must be presented to the Community Council’s Annual General Meeting for approval. Once approved, the accounts must be submitted to West Dunbartonshire Council within the timescale set out in the Handbook or associated finance guidance. To remain eligible for the annual administration grant, each Community Council must submit the required information to West Dunbartonshire Council. This will normally include: 1. Approved annual accounts for the previous financial year 2. A recent bank statement 3. Confirmation of current office bearers and authorised signatories 4. Minutes of the Annual General Meeting 5. Any other information reasonably required by the Council to confirm compliance with this Scheme West Dunbartonshire Council may withhold payment of the annual administration grant where a Community Council has not submitted the required information, has not provided satisfactory financial records, or has not complied with this Scheme, the Constitution, Standing Orders, Code of Conduct or financial guidance. Community Councils must retain receipts, invoices, bank statements and other evidence of expenditure. These records should be available for inspection by West Dunbartonshire Council if reasonably required. Community Council funds must be used only for purposes consistent with the objectives of the Community Council, this Scheme and any conditions attached to the funding. Community Council funds must not be used for personal benefit, party political purposes, donations to political parties, election activity, or expenditure that is not connected to the role and purposes of the Community Council. Page 48
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 27 Official Community Councils may hold reasonable reserves where there is a clear purpose for doing so, such as planned project activity, future events, venue costs, insurance, equipment, or other agreed Community Council purposes. Where a Community Council holds significant reserves, West Dunbartonshire Council may request information on the intended use of these funds before awarding further grant funding. Where a Community Council is dissolved, merged or replaced as part of a boundary review or Scheme review, any remaining funds, assets, records or liabilities must be managed in accordance with this Scheme, the Community Council Constitution and any transitional guidance issued by West Dunbartonshire Council. West Dunbartonshire Council may provide advice, templates and guidance to support Community Councils with financial management. This may include templates for cashbooks, income and expenditure reports, annual accounts, bank reconciliation, grant applications and financial reporting. Further practical guidance on financial management, grant conditions, eligible expenditure, record keeping, insurance and annual accounts will be provided in the Community Council Handbook or associated finance guidance. Page 49
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 28 Official 13. Liability, Insurance and Responsibilities of Community Council Members Community Councils are voluntary bodies established under this Scheme. They are not part of West Dunbartonshire Council and do not have the same legal status, powers or protections as the Council. Community Councillors act as volunteers on behalf of their Community Council and are expected to act with care, honesty, accountability and due regard to this Scheme, the Constitution, Standing Orders, Code of Conduct and any relevant guidance issued by West Dunbartonshire Council. Community Councils are normally unincorporated bodies. This means that they do not have a separate legal identity from their members. Community Councillors should therefore understand that they may have personal responsibility for their own actions, statements, decisions or conduct, particularly where they act beyond the authority of the Community Council, outside the terms of this Scheme, or contrary to the Code of Conduct. West Dunbartonshire Council will support Community Councils to understand their responsibilities in relation to insurance and liability. This may include providing advice, guidance or administrative support in relation to insurance arrangements. Each Community Council must ensure that appropriate insurance arrangements are in place for its activities. This may include public liability insurance and any other cover reasonably required for meetings, events, activities, property, equipment, volunteers or other Community Council business. Community Councils should not undertake activities, events or projects unless they are satisfied that appropriate insurance, risk management and financial controls are in place. Where a Community Council organises an event or activity, it must consider whether a risk assessment, permissions, licences, insurance cover, safeguarding arrangements or other approvals are required. The Community Council should seek advice from West Dunbartonshire Council, its insurer or another appropriate body where there is any uncertainty. Community Councillors must not enter into contracts, funding agreements, leases, purchases, employment arrangements or other commitments on behalf of the Community Council unless this has been properly agreed by the Community Council and recorded in the minutes. Community Councillors must not use the name of the Community Council for personal, political, financial or other unauthorised purposes. Any public statement, social media post, letter, email or representation made on behalf of the Community Council must reflect the agreed position of the Community Page 50
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 29 Official Council. Where a Community Councillor is expressing a personal view, this must be made clear and must not be presented as the view of the Community Council. Community Councillors remain personally responsible for their own words, actions and conduct. This includes comments made at meetings, in correspondence, on social media, in the press, or when dealing with members of the public, Council officers, elected members, public bodies or other organisations. Community Councils must keep accurate records of decisions, financial approvals, event arrangements, risk assessments, insurance matters and any incidents or claims. These records should be retained in accordance with any guidance issued by West Dunbartonshire Council. Any incident that may give rise to an insurance claim, complaint, legal issue or financial liability must be reported to the Community Council as soon as possible and recorded appropriately. Where relevant, the Community Council should notify West Dunbartonshire Council, its insurer or other appropriate body without delay. Where a Community Council owns, leases or is responsible for property, equipment or other assets, it must ensure that appropriate arrangements are in place for insurance, maintenance, safe use, storage and record keeping. Where a Community Council is dissolved, merged or replaced as part of a boundary review or Scheme review, any insurance, assets, liabilities, contracts, records or ongoing commitments must be dealt with in accordance with this Scheme, the Constitution and any transitional guidance issued by West Dunbartonshire Council. Further practical guidance on insurance, liability, risk assessments, events, property, assets and member responsibilities will be provided in the Community Council Handbook or associated guidance. Page 51
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 30 Official 14. Dissolution of a Community Council A Community Council may be dissolved in accordance with the provisions set out in its Constitution and this Scheme. A Community Council may decide to dissolve where it considers that it is no longer able to operate effectively. Any decision to dissolve must be taken in accordance with the Community Council’s Constitution, including the required notice, public meeting and voting arrangements. West Dunbartonshire Council may also take steps to dissolve a Community Council where its elected membership remains below the minimum specified for that Community Council area in Appendix 2 for three consecutive prescribed meeting dates. Before dissolution is considered, the Council will normally seek to work with the Community Council to understand the reasons for the difficulty and identify whether support can be provided. This may include support with recruitment, publicity, governance, office bearer roles, meetings or other relevant issues. Where a Community Council is dissolved, any remaining assets, funds, records or property shall be managed in accordance with the Community Council’s Constitution and any guidance issued by West Dunbartonshire Council. Funds or assets may be held in trust by the Council for the benefit of a future Community Council representing that area, where appropriate. Where 20 or more electors subsequently wish to re-establish a Community Council for the area, they may submit a request to West Dunbartonshire Council in accordance with the relevant statutory provisions. Dissolution under this section is separate from the transitional arrangements required to move from the previous Community Council structure to the revised 2026 structure. Page 52
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West Dunbartonshire Council Scheme for the Establishment of Community Councils July 2026 31 Official Section 15: Transitional Arrangements for the 2026 Scheme Following approval of the 2026 Scheme, West Dunbartonshire Council will move from the previous 17 Community Council areas to the revised 9 Community Council areas set out in Appendix 1. This transition will be managed by the Council in consultation with existing Community Councils and the Community Council Forum. Existing Community Councils will continue to operate until the new election arrangements are completed, unless otherwise determined by the Council. Once elections have been held under the revised 9-area model, the newly established Community Councils will operate under the 2026 Scheme, the approved boundary map, the approved composition table, the Model Constitution, Standing Orders, Code of Conduct and associated guidance. Where existing Community Council areas are merged or replaced by a new Community Council area, arrangements will be made for the transfer or closure of relevant records, correspondence, finances, assets, insurance arrangements and ongoing business. Existing Community Councils should ensure that their minutes, financial records, bank statements, grant information, correspondence, planning matters, assets and any ongoing commitments are up to date before the transition takes place. The Council will issue practical guidance on transitional arrangements. This may include guidance on: 1. Closing or transferring bank accounts 2. Transferring remaining funds or assets 3. Submitting final accounts 4. Providing minutes and records to the Council 5. Managing live planning, licensing or consultation matters 6. Insurance arrangements 7. Use of existing Community Council names, email addresses and social media accounts 8. Handover to newly established Community Councils 9. Support available from the Council and the Community Council Forum The purpose of the transitional arrangements is to ensure that the move to the revised Community Council structure is clear, fair and practical, and that local representation can continue with minimal disruption. Page 53
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Dumbarton Renton Alexandria Bonhill and Dalmonach The Three Villages Kilpatrick Clydebank Central & Waterfront Balloch and Haldane Kilmaronock Copyright OS 2026 0 1.5 30.75 Miles Legend CommunityCouncils_Pro Page 54
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Official Appendix 2 – Community Council Composition West Dunbartonshire Council – Scheme for the Establishment of Community Councils 2026 Appendix 2 | July 2026 Community Council Area Population Base Number Minimum Number Maximum Number Dumbarton 19,752 7 7 13 Renton 2,207 7 4 7 Alexandria 7,041 7 5 9 Bonhill and Dalmonach 9,062 7 5 10 Balloch and Haldane 6,041 7 5 9 Kilmaronock 744 7 4 7 The Three Villages 6,068 7 5 9 Kilpatrick (Clydebank North) 12,467 7 6 11 Clydebank Central & Waterfront (Clydebank South) 26,978 7 8 15 TOTAL 90,360 63 49 90 Membership Formula Maximum membership: a base of 7 Community Councillors, plus 1 additional place for each complete 3,000 people in the Community Council area. Minimum membership: one half of the maximum membership, rounded up to the nearest whole number where necessary. Worked example: a maximum membership of 9 gives a minimum membership of 5; a maximum membership of 10 gives a minimum membership of 5. Population figures are those used for the 2022 review of the Scheme for the Establishment of Community Councils. Page 55
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West Dunbartonshire Council. Scheme for the Establishment. Code of Conduct July 2026 1 Official CODE OF CONDUCT FOR COMMUNITY COUNCILLORS The Code of Conduct for Community Councillors is based largely on the Code of Conduct for local authority councillors and relevant public bodies as provided for in The Ethical Standards in Public Life etc (Scotland) Act 2000. Community Councillors, as elected representatives of their communities, have a responsibility to make sure that they are familiar with, and that their actions comply with, the Principles set out in this Code of Conduct. Failure to comply with the Code of Conduct may result in disqualification as a Community Councillor. The Code of Conduct and its Principles, apply particularly to Full members of Community Councils (whether elected or co-opted) who have voting rights on the Community Council. Associate and ex-officio members of Community Councils, who do not have voting rights, should also reflect the spirit of the Principles. The Principles are as follows: Service to the Community (Public Service) Selflessness Integrity Objectivity Accountability and Stewardship Openness Honesty Leadership Respect Each Principle is explained in more detail below, followed by a concluding section on the Community Councils Complaints Procedure. If you have any uncertainties about any aspect of this Code of Conduct or would like support in how to comply with the Code, please ask West Dunbartonshire Council for assistance in the first instance (email to : communitycouncils@west- dunbarton.gov.uk). Page 56
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West Dunbartonshire Council. Scheme for the Establishment. Code of Conduct July 2026 2 Official Principle 1: Service to the Community As a Community Councillor you have a duty to act in the interests of the local community, which you have been elected or nominated to represent. You also have a duty to act in accordance with the remit of the Council's Scheme for the Establishment of Community Councils, as set out by your local authority under the terms of the Local Government (Scotland) Act 1973. You have a duty to establish and reflect, through the Community Council, the views of the community as a whole, on any issue, irrespective of personal opinion. It is important that you and your Community Council understand and comply with the Equality Act 2010, which you to take reasonable action to work for equality of opportunity and outcome across the ‘protected characteristics’ defined in the Act. More information is contained in section 4 of the Scheme for the Establishment of Community Councils. You should ensure that you are, within reason, accessible to your local community and local residents. You should support the Community Council to make available, where possible, various mechanisms to allow the general community to express their views, such as suggestion boxes and community surveys. More information is available in the West Dunbartonshire Community Councils Handbook. Principle 2: Selflessness You have a duty to make decisions solely in terms of the interest of the community that you represent. You must not use your position as a Community Councillor to gain financial, material, political or other personal benefit for yourself, family or friends. Principle 3: Integrity You must not place yourself under any financial or other obligation to any individual or organisation that might reasonably be thought to influence you in your representation of your community. If you have any private and/or personal interest in a matter to be considered by the Community Council, you have a duty to declare this and, if deemed necessary by other members, withdraw from discussions and the decision making process for the matter in hand. You should not accept gifts or hospitality that may be seen to influence, or be intended to influence, your opinion or judgement. The offer and/or receipt of any gifts, regardless of form, should always be reported to and noted by the Secretary of the Community Council. Principle 4: Objectivity In all your decisions and opinions as a Community Councillor, you must endeavour to represent the overall views of your community, taking account of information which Page 57
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West Dunbartonshire Council. Scheme for the Establishment. Code of Conduct July 2026 3 Official is provided to you or is publicly available, assessing its merit and gathering information as appropriate, whilst laying aside personal opinions or preferences. You may be appointed or nominated by your Community Council to serve as a member of another representative body. You should ensure that this Code of Conduct is observed when carrying out the duties of the other body on behalf of the Community Council. You are free to have political and/or religious affiliations and to campaign or lobby on particular issues of interest or concern to the local community. You must however ensure that you represent the interests of your community and Community Council, and not the interests of a particular political party or other group. Principle 5: Accountability and Stewardship You are accountable for the decisions and actions that you take on behalf of your community through the Community Council. You must ensure that the Community Council uses its resources prudently and in accordance with the law. If you are unsure about relevant legal requirements, you should contact West Dunbartonshire Council (by email to communitycouncils@west-dunbarton.gov.uk) in the first instance for clarification. Community Councillors must individually and collectively ensure that the business of the Community Council is conducted according to the Council’s Scheme for the Establishment of Community Councils and this Code of Conduct. Community Councillors must individually and collectively ensure that annual accounts are produced showing the financial undertakings of the Community Council, as set out in the Council’s Scheme for the Establishment of Community Councils and the Council’s Handbook for Community Councils. You must also ensure that all resources are used efficiently, effectively and fairly, and are used strictly for the purposes of Community Council business and for no other purpose. Minutes of Meetings should be produced which record all actions and decisions made by the Community Council. They should be produced and circulated to all members of the Community Council and made publicly available as soon as possible after each meeting. Complaints about the Community Council or individual Community Councillors should be handled in accordance with the Community Councils Complaints Procedure (see the final paragraph of this Code of Conduct). Principle 6: Openness You have a duty to be open about your decisions, actions and representations, giving reasons for these where appropriate. You should be able to justify your decisions publicly and be confident that you have not been unduly influenced by the views Page 58
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West Dunbartonshire Council. Scheme for the Establishment. Code of Conduct July 2026 4 Official and/or opinions of others with personal or private interests (see ‘Integrity’ principle above). If you have dealings with broadcast or print media, social media, members of the public, or others not directly involved in your Community Council, you should ensure that an explicit distinction is made between your personal views and statements made on behalf of the Community Council. Principle 7: Honesty You have a duty to act honestly. You also have an obligation to work within the law at all times. You must declare any private interest relating to your Community Council duties and take steps to resolve any conflicts arising in a way that protects the interest of the community and the Community Council. If you are unsure about potential legal requirements or conflicts of interest, you should contact West Dunbartonshire Council in the first instance for clarification (by email to communitycouncils@west-dunbarton.gov.uk). Principle 8: Leadership You have a duty to promote and support the principles of this Code of Conduct by leadership and example, to maintain and strengthen the community’s trust and confidence in the integrity of the Community Council and its members in representing the views and needs of the local area. You must also promote social inclusion and challenge discrimination in any form, guided by the Scheme for the Establishment of Community Councils (Section 4: Equalities and Diversity). You should act to assist the Community Council, as far as possible, in the interest of the whole community that it serves. Where particular interest groups’ concerns are in conflict with those of other groups or other areas, you should help to ensure that the Community Council is aware of them and help achieve consensus amongst local groups which reflects wider community aspirations. Principle 9: Respect You must respect fellow members of your Community Council and those that you represent, treating them with courtesy, respect and in a non-discriminatory manner at all times. This should extend to other community organisations and other people, regardless of their position, with whom you have dealings with in your capacity as a Community Councillor. Recognition should be given to the contribution of everyone participating in the work of the Community Council. You must comply with Equal Opportunities legislation and ensure that equality of opportunity be given to every participant to have their knowledge, opinion, skill and experience taken into account (for more information, Page 59
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West Dunbartonshire Council. Scheme for the Establishment. Code of Conduct July 2026 5 Official see Scheme for the Establishment of Community Councils, Section 4: Equality and Diversity). You should ensure that confidential material, including details about individuals, is treated as such and handled with dignity and discretion, and is not used for personal, malicious or corrupt purposes. Community Councils Complaints Procedure Any complaints about a Community Council or individual Community Councillor(s), for example about an alleged breach of the Code of Conduct, should be made and handled in accordance with the Community Councils Complaints Procedure outlined in Appendix 4. Page 60
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West Dunbartonshire Council. Scheme for the Establishment. Complaints Procedure July 2026 1 Official COMPLAINTS PROCEDURE Community Councils are regularly consulted by the local authority and public bodies on a wide range of issues which affect their area, such as planning, environment and health. All Community Council meetings are open to the public. From time to time, complaints will be made about Community Councils and individually against Community Councillors. Community Council members must follow the guidelines outlined in the Scheme for Establishment of Community Councils and the Handbook, Constitution and Code of conduct. Where someone is dissatisfied or have concerns about the standard of service, actions or lack of action provided by a Community Council or one or more of its members, those concerns can be reported through the Community Council Complaints Procedure or to the West Dunbartonshire Council, if that is preferred. West Dunbartonshire Council has a separate Complaints Policy to record and manage complaints by members of the public and this should not be confused with the Community Council Complaints Procedure. 1. What is a complaint? A Community Council complaint is an expression of dissatisfaction or concern by members of the public or members of the Community Council. This may be about the conduct, standard of service, actions or lack of action by a Community Council or its members. 2. Who can complain? Anyone who is affected by the Community Council can make a complaint. Sometimes parties may be unable or reluctant to make a complaint on their own. In this case, complaints brought by third parties will accepted, as long as personal consent by the original complainant has been given. If someone is under 16 and wishes to complain, they may complain directly or if they prefer; they can ask a trusted adult such as a parent, older brother or sister, or a guardian to complain on their behalf. The same applies if someone is vulnerable. Page 61
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West Dunbartonshire Council. Scheme for the Establishment. Complaints Procedure July 2026 2 Official 3. What can someone complain about? People can complain about things such as: ● Breaches of the Code of Conduct for Community Councillors ● Inappropriate behaviour or attitude of a Community Councillor when dealing with a Community Council issue. ● Breaches of the WDC Council Scheme for the Establishment of Community Councils. ● Financial irregularities and/or fraud. ● Breaches of confidentiality. ● Misuse of social media, email or letters for the purpose of personal and or financial gain. ● Bringing the Community Council into disrepute. ● Inappropriate behaviour at a Community Council meeting – breach of Scheme, Standing orders or Code of Conduct ● Breaches of Equalities Act 2010 This is not an exhaustive list and may involve more than one. 4. What can’t someone complain about? There are some things Community Councils can’t deal with. These include: ● Any decisions West Dunbartonshire Council has made ● A request for compensation on a decision the Community Council has made. This is not an exhaustive list. 5. How does someone complain? People can complain by email, in writing or in person to any of the members in their Community Council. It is easier for complaints to be resolved if someone makes them quickly and directly to the Community Council concerned. Please speak to a member of the Community Council so they can try to resolve any problems on the spot. Page 62
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West Dunbartonshire Council. Scheme for the Establishment. Complaints Procedure July 2026 3 Official Any complaints concerning conduct of a Community Councillor should be submitted to the Chair in the first instance for further consideration and investigation. If a complaint is about more than one issue or someone feels that it is not appropriate for the Community Council to deal with the complaint, they can contact WDC (by email to communitycouncils@west-dunbarton.gov.uk), who will forward the complaint to the relevant Community Council on your behalf. When complaining it would be helpful to have the following information: ● Full name and address, including an e-mail address if possible. ● As much detail as possible about the complaint. ● What has gone wrong ● How the complaint could be resolved. How long does someone have to make a complaint? A complaint should normally be made: ● Within six months of the event they want to complain about. It is expected most complaints will be submitted immediately or within two to three months from the date of the incident. In exceptional circumstances, a Community Council may be able to accept a complaint after the time limit. If someone feels that the six-month time limit should not apply to your complaint, please write to say why. 6. What happens when a complaint is made? The complaint procedure provides two opportunities to resolve complaints: ● Stage one – Frontline Resolution ● Stage two – Investigation Stage one – Frontline Resolution Community Councils should aim to resolve complaints quickly. This could mean an apology and explanation if something has clearly gone wrong. In such circumstances, steps will be taken to prevent such a problem re-occurring. The Community Council will provide details of their decision at stage one within seven working days or less, unless there are exceptional circumstances. If they can’t Page 63
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West Dunbartonshire Council. Scheme for the Establishment. Complaints Procedure July 2026 4 Official resolve the complaint at this stage, they will automatically move it to the second stage which is an investigation and notify the complainant. Stage two – Investigation Stage two deals with two types of complaint: ● those that have not been resolved at frontline resolution ● those that are complex and require detailed investigation from the outset Stage two investigations will go to the Community Council Complaints Panel who have basic mediation and conflict resolution training. The panel will consist of : a member of the WDC Democratic Services, members of the Community Council Forum Executive a selection of Community Council office bearers from other Community Councils not involved in the complaint, plus an independent party [WDC Regulatory & Regeneration manager] The Community Council or Community Councillor may be suspended at this point until a full investigation has taken place. It should be noted that a suspension is not an accusation of guilt; it is to enable all parties to gather materials regarding the alleged breach in an impartial and fair manner. A suspended Community Councillor may not sit on their Community Council committee but may attend meetings as a member of the public, unless barred for any other reason. Note – this may affect the necessary quorum for that CC When using stage two: The receipt of any request for a complaint investigation will be acknowledged within 7 working days. A full response to the complaint should be provided as soon as possible and within 30 working days. Page 64
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West Dunbartonshire Council. Scheme for the Establishment. Complaints Procedure July 2026 5 Official 7. What happens if someone is still unhappy? If someone is still unhappy with the decision or the way the complaint has been handled; they can ask West Dunbartonshire Council for advice via communitycouncils@west-dunbarton.gov.uk Community Councils may also seek independent legal advice if required. 8. Complaints Handling Complaints against a Community Council by a member of the public As above, Stage 1 & 2 process to be followed. Complaints against a Community Council by a Community Councillor Any complaint not resolved internally by the Community Council will be elevated to the Community Council Complaints Panel. The Community Council may be suspended pending the outcome. Complaints against a Community Councillor by a Community Council Any complaint not resolved internally by that Community Council will be elevated to the Community Council Complaints Panel. The individual Community Councillor or the entire Community Council may be suspended pending the outcome. Page 65
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West Dunbartonshire Council. Scheme for the Establishment. Model Constitution for Community Councils July 2026 1 Official MODEL CONSTITUTION FOR COMMUNITY COUNCILS This Model Constitution must be adopted by every Community Council established under the West Dunbartonshire Council Scheme for the Establishment of Community Councils. Any local addition or amendment must comply with the Scheme and receive the prior written approval of West Dunbartonshire Council. 1. Name The name of the Community Council shall be ........................................................................................................ Community Council, referred to as “the Community Council” in this Constitution. 2. Area of the Community Council The area represented by the Community Council shall be the area shown on the approved boundary map contained in Appendix 1 to the West Dunbartonshire Council Scheme for the Establishment of Community Councils, referred to as “the Scheme”. 3. Purpose and Objectives The Community Council shall operate in accordance with the statutory purpose of Community Councils set out in section 51(2) of the Local Government (Scotland) Act 1973. Its objectives shall be: (a) to ascertain, co-ordinate and express the views of the community which it represents, while fairly reflecting the range and diversity of local opinion; (b) to communicate the views of the community to West Dunbartonshire Council, other public authorities and relevant organisations; (c) to take such action in the interests of the community as appears to be appropriate, practicable and consistent with the Scheme; (d) to promote the well-being of the community, support community participation and foster a positive sense of local identity; (e) to provide accessible opportunities for citizens to raise matters affecting their community and to participate in the work of the Community Council; and (f) to work constructively with citizens, local groups, elected members, public bodies and other partners while remaining non-party political, non-sectarian and inclusive. Page 66
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West Dunbartonshire Council. Scheme for the Establishment. Model Constitution for Community Councils July 2026 2 Official 4. Status, Governance and Responsibilities The Community Council is a voluntary body established under the Scheme. It is not part of West Dunbartonshire Council and does not have the legal status, powers or protections of the local authority. The Community Council and its members shall conduct their business in accordance with the Local Government (Scotland) Act 1973, the Scheme, this Constitution, the approved Standing Orders, the Code of Conduct for Community Councillors, the Community Council Complaints Procedure and any relevant guidance approved by West Dunbartonshire Council. Where there is any conflict between this Constitution and the Scheme, the provisions of the Scheme shall take precedence. The detailed procedure for meetings shall be governed by the Model Standing Orders contained in Appendix 6 to the Scheme. 5. Membership The maximum and minimum membership of the Community Council shall be those specified for its area in Appendix 2 to the Scheme. The minimum membership is one half of the approved maximum membership, rounded up to the nearest whole number where necessary. Membership may include the following categories: (a) Elected members, who live in the Community Council area, are named on the electoral register for that area and have full voting rights; (b) Co-opted members, who meet the eligibility requirements for full membership and are appointed between elections in accordance with clause 7 of this Constitution. Co-opted members have full voting rights; (c) Associate members, who may contribute knowledge, skills, experience or a particular community perspective. Associate members do not have voting rights and are not counted towards the quorum; and (d) Ex-officio members, including local authority Councillors, Members of the Scottish Parliament and Members of the UK Parliament whose ward or constituency includes all or part of the Community Council area. Ex-officio members do not have voting rights and are not counted towards the quorum. The number of co-opted members shall not exceed one third of the current elected membership of the Community Council. Membership shall end in the circumstances and through the processes set out in section 9 of the Scheme. 6. Method of Election and Term of Office Community Council elections shall be administered by West Dunbartonshire Council in accordance with section 8 of the Scheme. Elections will normally take place on a four-year cycle on dates determined by the Council. Page 67
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West Dunbartonshire Council. Scheme for the Establishment. Model Constitution for Community Councils July 2026 3 Official Elected Community Councillors shall normally hold office until the next scheduled election, unless their membership ends earlier under the Scheme. Co-opted members shall normally serve until the next scheduled election, unless their membership ends earlier. The first meeting following an election shall be called by the Independent Returning Officer or West Dunbartonshire Council and shall take place within 21 days of the election, or as soon as practicable thereafter. 7. Casual Vacancies and Co-option Where a vacancy arises and the elected membership remains at or above the minimum specified in Appendix 2 to the Scheme, the Community Council may: (a) ask West Dunbartonshire Council to arrange an interim election; (b) fill the vacancy by co-option in accordance with this clause; or (c) leave the vacancy unfilled until further local interest is expressed or until the next scheduled election. Where elected membership falls below the minimum specified for the Community Council area, West Dunbartonshire Council must be informed without delay and arrangements shall be made for an interim election in accordance with the Scheme. A proposed co-option must be notified to all Community Council members at least 14 days before the meeting at which it will be considered. A person may be co-opted only if they meet the eligibility requirements for full membership and the appointment is approved by a two-thirds majority of the elected Community Councillors present and voting. The number of co-opted members must not exceed one third of the current elected membership. If the proportion of co-opted members becomes greater than one third, the Community Council must notify West Dunbartonshire Council and an interim election process shall be undertaken. 8. Voting Rights and Decision-making Only elected and eligible co-opted Community Councillors may vote at meetings of the Community Council or its committees. Associate members, ex-officio members and members of the public do not have voting rights. Unless this Constitution, the Scheme or the Standing Orders require a different majority, decisions shall be made by a simple majority of those eligible to vote who are present and voting. Abstentions shall not be counted as votes cast. A two-thirds majority is required for the co-option of a Community Councillor, alteration of this Constitution and voluntary dissolution of the Community Council, subject to the particular requirements set out in clauses 7, 17 and 18. The Chairperson shall have an ordinary vote and, where the votes are equal, an additional casting vote. Proxy voting is not permitted. Page 68
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West Dunbartonshire Council. Scheme for the Establishment. Model Constitution for Community Councils July 2026 4 Official 9. Election of Office-Bearers The Community Council shall appoint a Chairperson, Secretary and Treasurer from among its voting membership. It may also appoint a Vice-Chairperson and any other office-bearers it considers necessary. Office-bearers shall be elected at the first meeting following a scheduled election and at each Annual General Meeting. They shall hold office until the conclusion of the next Annual General Meeting and shall be eligible for re-election. Without the prior written approval of West Dunbartonshire Council, one person shall not hold more than one of the offices of Chairperson, Secretary or Treasurer at the same time. A vacancy in an office-bearer role shall be filled as soon as practicable at a properly convened meeting. The appointment of office-bearers does not remove the collective responsibility of all voting members for the governance, decisions, finances and conduct of the Community Council. 10. Committees, Working Groups and Representatives The Community Council may establish committees or working groups and may appoint representatives to external groups where this supports its objectives. For each committee or working group, the Community Council shall agree and record its membership, purpose, duration, reporting arrangements and any authority delegated to it. Unless specific decision-making authority has been formally delegated, recommendations shall be reported to the full Community Council for approval. Committees, working groups and representatives shall comply with the Scheme, this Constitution, the Standing Orders and the Code of Conduct. They shall maintain an appropriate record of their meetings, decisions and actions and report regularly to the Community Council. 11. Meetings of the Community Council The Community Council shall hold one Annual General Meeting and at least six ordinary meetings in each year. Meeting dates, times and venues or online arrangements should normally be agreed at the Annual General Meeting and notified to West Dunbartonshire Council. Meetings may be held in person, online or on a hybrid basis. Arrangements shall be accessible, clearly publicised and designed to support participation by citizens from across the Community Council area. The quorum shall be one third of the current voting membership, or three voting members, whichever is greater. Where a meeting is not quorate, no formal decision may be taken. Discussion may be recorded as notes, but any proposed decision must be considered at a future quorate meeting. Page 69
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West Dunbartonshire Council. Scheme for the Establishment. Model Constitution for Community Councils July 2026 5 Official A Special Meeting may be called by the Chairperson, at the written request of at least one half of the voting membership, or following receipt of a written petition signed by at least 20 people resident within the Community Council area. A meeting requested by petition shall be held within 21 days of receipt of a valid request. Notice of an ordinary meeting, Annual General Meeting or Special Meeting shall normally be issued and publicised at least 10 days before the meeting. Only the business stated in the published notice may be considered at a Special Meeting. The Community Council shall conduct its meetings in accordance with the approved Standing Orders. 12. Public Participation and Private Business Meetings of the Community Council and its committees shall normally be open to members of the public. Reasonable provision shall be made for public attendance and for citizens to address the Community Council under the guidance of the Chairperson. Public participation does not include a right to vote or to disrupt the orderly conduct of a meeting. The Chairperson may manage the time, relevance and manner of public contributions in accordance with the Standing Orders. Notice of meetings shall be displayed prominently within the Community Council area and publicised through suitable channels, which may include websites, social media, local networks, noticeboards and other accessible methods. The Community Council may agree that part of a meeting should be held in private only where this is reasonably necessary because the business involves confidential, legally sensitive, commercially sensitive or personal information. The reason for excluding the public shall be stated and recorded in the minutes. Decisions should be taken in public wherever possible. 13. Information to West Dunbartonshire Council The Community Council shall provide West Dunbartonshire Council with the information reasonably required to support the administration and oversight of Community Councils. This shall include: (a) an annual calendar of meeting dates, times, venues and online arrangements; (b) draft and approved minutes of meetings, including Annual General Meetings and Special Meetings; (c) the annual report and independently examined annual accounts; (d) an annual membership return and prompt notification of resignations, co- options, changes of office-bearers and other membership changes; (e) advance notice of Special Meetings and any other information required under the Scheme or associated guidance. Page 70
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West Dunbartonshire Council. Scheme for the Establishment. Model Constitution for Community Councils July 2026 6 Official Draft minutes should normally be prepared and circulated within 14 days of the meeting. Approved minutes shall be retained as the official record and made publicly available, subject to the removal of unnecessary personal, confidential or sensitive information. 14. Control of Finance All funds raised by or on behalf of the Community Council, or provided by West Dunbartonshire Council or another funder, shall be used only to further the objectives of the Community Council and in accordance with any conditions attached to the funding. The Community Council shall operate a bank account in its own name. The account must not be held in the name of an individual member. There shall be at least three authorised signatories or approved account users. Every payment or withdrawal must be approved by at least two authorised persons. The two people approving a transaction must not live at the same address and should not be closely related. The Treasurer shall maintain proper financial records and provide regular financial reports to meetings. Financial responsibility rests with the Community Council as a whole and not with the Treasurer alone. Significant expenditure, grant applications and other financial decisions shall be approved by the Community Council and recorded in the minutes. The financial year shall run from 1 April to 31 March. At the end of each financial year, the Community Council shall prepare an annual statement of accounts. The accounts shall be independently examined by a suitably independent person or persons who are not members of the Community Council and who have no conflict of interest. The independently examined accounts shall be presented to the Annual General Meeting for approval and submitted to West Dunbartonshire Council within the timescale set out in the Scheme, Handbook or associated finance guidance. Receipts, invoices, bank statements, approvals and other financial records shall be retained and made available for inspection by West Dunbartonshire Council where reasonably required. Community Council funds must not be used for personal benefit, party-political activity or any purpose unrelated to the objectives of the Community Council. 15. Property, Assets and Commitments Property and other assets belonging to the Community Council shall be vested in the Chairperson, Secretary and Treasurer and their successors in those offices, to be held for the purposes of the Community Council. No member shall enter into a contract, lease, funding agreement, purchase, employment arrangement or other commitment on behalf of the Community Council Page 71
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West Dunbartonshire Council. Scheme for the Establishment. Model Constitution for Community Councils July 2026 7 Official unless the commitment has been properly authorised at a quorate meeting and recorded in the minutes. The Community Council shall ensure that suitable insurance, risk management, permissions and financial controls are in place before undertaking events, projects or activities. Assets and commitments shall be recorded and managed in accordance with the Scheme and any guidance issued by West Dunbartonshire Council. 16. Conduct, Interests and Accountability All members shall comply with the Code of Conduct for Community Councillors and shall act in the interests of the community, with honesty, respect, openness and accountability. A member must declare any relevant financial or non-financial interest before the matter is considered, or as soon as the interest becomes apparent. The declaration, and any withdrawal from discussion or voting, shall be recorded in the minutes. Complaints and concerns about conduct shall be considered in accordance with the approved Community Council Complaints Procedure. Any action affecting membership must be fair, proportionate and consistent with the Scheme. Removal, suspension or disqualification may take place only through the approved process. 17. Alterations to the Constitution A proposal to alter this Constitution must be considered at a properly convened public meeting of the Community Council. The exact wording of the proposed alteration shall be included in the notice and agenda issued at least 10 days before the meeting. An alteration shall require the support of at least two thirds of the total voting membership of the Community Council and the prior written approval of West Dunbartonshire Council. No alteration may conflict with the Scheme, legislation or another document approved as part of the Scheme. An approved alteration shall take effect on the date specified in the written approval issued by West Dunbartonshire Council. 18. Dissolution Where the Community Council considers that it is no longer able to operate effectively, it may propose voluntary dissolution. The proposal must first be supported by at least two thirds of the total voting membership at a properly convened meeting. Following that decision, the Community Council shall arrange a public meeting to discuss the proposed dissolution. At least 10 days’ public notice shall be given and the notice shall state the terms of the proposal. After considering the views Page 72
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West Dunbartonshire Council. Scheme for the Establishment. Model Constitution for Community Councils July 2026 8 Official expressed at the public meeting, the Community Council may confirm the proposal by a two-thirds majority of its total voting membership. Voluntary dissolution shall take effect only after written approval by West Dunbartonshire Council. After payment of any proper debts and liabilities, remaining funds, assets, records and property shall transfer to West Dunbartonshire Council, which may hold them in trust for a future Community Council representing the area or manage them in accordance with the Scheme. West Dunbartonshire Council may also take steps to dissolve a Community Council in the circumstances and through the process set out in section 14 of the Scheme, including where the Community Council fails to meet for three consecutive prescribed meeting dates or its elected membership remains below the minimum for three consecutive prescribed meeting dates. Where a Community Council has been dissolved, 20 or more electors may subsequently request its re-establishment in accordance with section 52(7) of the Local Government (Scotland) Act 1973 and the Scheme. 19. Approval and Adoption of the Constitution This Constitution was adopted by the Community Council at a properly convened meeting and takes effect following approval by West Dunbartonshire Council. Community Council ................................................................................. ............................................... Date adopted ................................................................................. ............................................... Chairperson Name: ........................................................ Signature: ........................................................ Community Councillor Name: ........................................................ Signature: ........................................................ Community Councillor Name: ........................................................ Signature: ........................................................ Approved for West Dunbartonshire Council by Name and position: ................................................................................. ....................... Date approved ................................................................................. ............................................... Page 73
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West Dunbartonshire Council. Scheme for the Establishment. Model Standing Orders for Community Councils July 2026 1 Official MODEL Standing Orders FOR COMMUNITY COUNCILS These Model Standing Orders must be adopted by every Community Council established under the West Dunbartonshire Council Scheme for the Establishment of Community Councils. They should be read with the Scheme, the Model Constitution in Appendix 5, the Code of Conduct in Appendix 3 and the Community Council Complaints Procedure in Appendix 4. Any local addition or amendment must comply with those documents and receive the prior written approval of West Dunbartonshire Council. 1. Meetings (a) The Community Council shall hold one Annual General Meeting and at least six ordinary meetings in each year. The dates, times, venues and any online arrangements should normally be agreed at the Annual General Meeting and notified to West Dunbartonshire Council. (b) Meetings may be held in person, online or on a hybrid basis. Meeting arrangements shall be accessible, clearly publicised and designed to support participation by citizens from across the Community Council area. (c) A Special Meeting may be called by the Chairperson, following a written request from at least one half of the voting membership, or following receipt of a valid written petition signed by at least 20 people resident within the Community Council area. (d) A Special Meeting requested by petition shall be held within 21 days of receipt of the valid request. Only the business stated in the published notice may be considered at a Special Meeting. (e) Meetings shall normally be open to members of the public. Part of a meeting may be held in private only in the circumstances set out in the Constitution. The reason for excluding the public shall be stated by the Chairperson and recorded in the minutes. 2. Notice, Agendas and Meeting Papers (a) Notice of an ordinary meeting, Annual General Meeting or Special Meeting shall normally be issued and publicised at least 10 days before the meeting. The notice shall state the date, time, venue and any online access arrangements. (b) The Secretary shall prepare the agenda in consultation with the Chairperson. Community Councillors should submit proposed agenda items to the Secretary in sufficient time for inclusion, normally no later than seven days before the meeting. Page 74
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West Dunbartonshire Council. Scheme for the Establishment. Model Standing Orders for Community Councils July 2026 2 Official (c) The agenda and available meeting papers shall be circulated to Community Council members and West Dunbartonshire Council and made publicly available through appropriate channels. Publicity may include local noticeboards, websites, social media, community networks and other accessible methods. (d) Substantive decisions should not normally be taken on matters that were not included on the published agenda. An urgent matter may be considered where the Chairperson explains the reason for urgency and a majority of the voting members present agree that it should be considered. The reason and decision shall be recorded in the minutes. (e) Where a document contains personal, confidential, legally sensitive or commercially sensitive information, an appropriate public version should be provided where practicable and the confidential material handled in accordance with the Constitution and relevant data protection requirements. 3. Minutes and Meeting Records (a) Draft minutes shall normally be prepared and circulated within 14 days of the meeting. They shall be clearly marked as draft until approved at a subsequent meeting. (b) Minutes shall provide an objective record of the meeting and shall normally include the date, time and place or online format; Community Councillors present; apologies received; declarations of interest; the main matters considered; decisions reached; the outcome of any vote; agreed actions; the person responsible for each action; and any agreed timescale. (c) Minutes are not a word-for-word transcript. They should record the substance of the business and the decisions taken without including unnecessary personal, confidential or sensitive information. The attendance of elected members, officers and invited speakers may be recorded. Members of the public need not normally be named unless this is relevant and appropriate. (d) Draft minutes shall be considered at the next ordinary meeting or other appropriate meeting. Once approved, they shall be signed or otherwise formally confirmed by the person presiding and retained as the official record. (e) Any correction to draft minutes shall relate to whether the minutes accurately record the previous meeting. A matter arising from the minutes shall be considered separately and shall not be used to alter a decision properly taken at the earlier meeting. 4. Quorum The quorum shall be one third of the current voting membership of the Community Council, or three voting members, whichever is greater. (a) Only elected and eligible co-opted Community Councillors are counted when calculating the quorum. Associate members, ex-officio members and members of the public are not counted. Page 75
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West Dunbartonshire Council. Scheme for the Establishment. Model Standing Orders for Community Councils July 2026 3 Official (b) Where a meeting is not quorate, no formal decision may be taken. Discussion may continue and be recorded as notes, but any proposed decision must be considered at a future quorate meeting. (c) If a meeting becomes inquorate after it has started, the Chairperson shall suspend formal business. The meeting may continue for information or discussion only, or may be adjourned to another date. (d) Proxy attendance and proxy voting are not permitted. 5. Order of Business 5.1 Ordinary Meeting The normal order of business at an ordinary meeting shall be: (a) welcome, attendance and apologies; (b) declarations of financial or non-financial interests; (c) approval of the minutes of the previous meeting; (d) matters arising and review of agreed actions; (e) Treasurer’s report and any financial decisions; (f) planning, licensing, consultations and correspondence, where relevant; (g) reports from committees, representatives, elected members, officers or partner organisations, where relevant; (h) substantive agenda items; (i) public participation and questions; (j) any other competent business, subject to clause 2(d); and (k) date and arrangements for the next meeting. 5.2 Annual General Meeting The normal order of business at an Annual General Meeting shall be: (a) welcome, attendance and apologies; (b) declarations of interests; (c) approval of the minutes of the previous Annual General Meeting; (d) presentation and consideration of the Community Council’s annual report; (e) presentation and approval of the independently examined annual accounts; Page 76
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West Dunbartonshire Council. Scheme for the Establishment. Model Standing Orders for Community Councils July 2026 4 Official (f) the standing down of existing office-bearers and election of the Chairperson, Secretary, Treasurer and any other office-bearers; (g) appointment of representatives, committees, working groups or independent examiners where required; (h) agreement of the annual meeting calendar, where practicable; and (i) date of the next Annual General Meeting, where known, and close of meeting. An ordinary meeting may be held immediately after the Annual General Meeting, provided that it has been separately notified and has its own agenda. 5.3 Special Meeting The order of business at a Special Meeting shall be: (a) welcome, attendance and apologies; (b) declarations of interests; (c) the business stated in the published notice; and (d) close of meeting. No other business may be considered at a Special Meeting. 6. Chairing, Conduct and Public Participation (a) The Chairperson shall manage the meeting fairly and reasonably, having regard to the Scheme, the Constitution and these Standing Orders. The Chairperson shall determine questions of order, relevance and competence and shall explain a ruling where this is reasonably required. (b) The Chairperson shall seek to ensure that relevant views are heard, that no person unreasonably dominates the discussion, that contributions remain focused on the matter under consideration and that decisions are reached in a clear and democratic manner. (c) Community Councillors and all other participants shall treat each other with courtesy and respect. Personal attacks, discriminatory language, intimidation, threatening behaviour and persistent disruption are not acceptable. (d) Where disorder or persistent disruption occurs, the Chairperson may issue a warning, require the behaviour to stop, briefly suspend the meeting or adjourn the meeting to another date. A member of the public who continues to disrupt the meeting after a warning may be required to leave. Conduct by a Community Councillor shall also be dealt with under the Code of Conduct and Community Council Complaints Procedure. Page 77
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West Dunbartonshire Council. Scheme for the Establishment. Model Standing Orders for Community Councils July 2026 5 Official (e) The Community Council shall provide a reasonable opportunity for public participation. The Chairperson may determine when public contributions are taken, the time allowed, the order of speakers and whether a question or contribution is relevant to the Community Council’s role or the business before the meeting. (f) Members of the public may address the Community Council but do not have voting rights. Public participation shall not be used to disclose confidential personal information, make unsupported allegations about an individual or disrupt the orderly conduct of the meeting. Where appropriate, a matter may be referred to the relevant complaints or service process. (g) A Community Councillor must declare any relevant financial or non-financial interest before the matter is considered, or as soon as the interest becomes apparent. The Chairperson shall ensure that the declaration, and any withdrawal from discussion or voting, is recorded in the minutes. 7. Motions, Amendments and Debate (a) A proposal requiring a formal decision should be stated as a clear motion. A motion must be moved by one voting Community Councillor and seconded by another before it is debated or voted upon. (b) An amendment must be relevant to the motion and must also be moved and seconded. The Chairperson may require a motion or amendment to be provided in writing where this is necessary for clarity. (c) Where there is more than one amendment, the Chairperson shall determine the order in which they are considered. Amendments shall normally be decided before the substantive motion. If an amendment is carried, the amended motion becomes the substantive motion for any further debate and decision. (d) The mover of the original motion shall normally be offered a right of reply before the final vote. After that reply, no further debate shall take place unless the Chairperson considers that clarification is required. (e) A motion or amendment that has been moved and seconded may be withdrawn only with the agreement of the mover and seconder and, once debate has begun, with the consent of the meeting. (f) A proposal that would reverse or materially alter a decision taken within the previous six months shall not normally be considered unless significant new information or a material change in circumstances has arisen. The Chairperson shall explain the basis on which reconsideration is permitted and this shall be recorded in the minutes. (g) The Chairperson may bring debate to a close when the matter has been adequately considered, subject to ensuring that a fair opportunity has been given for differing views to be heard. Page 78
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West Dunbartonshire Council. Scheme for the Establishment. Model Standing Orders for Community Councils July 2026 6 Official 8. Voting (a) Only elected and eligible co-opted Community Councillors may vote. Associate members, ex-officio members and members of the public do not have voting rights. (b) Where no voting member requests a formal vote, the Chairperson may confirm that a decision has been reached by general agreement. Where a vote is required, it shall normally be taken by a show of hands or an equivalent electronic method for online or hybrid meetings. (c) The election of office-bearers may be conducted by secret ballot where there is more than one candidate or where the meeting otherwise agrees. A secret ballot shall be administered by an impartial person appointed by the meeting. (d) Unless the Scheme, Constitution or these Standing Orders require a different majority, a proposal shall be decided by a simple majority of those eligible to vote who are present and voting. Abstentions are not counted as votes cast. (e) The Chairperson has an ordinary vote and, where votes are equal, an additional casting vote. (f) The outcome of a vote shall be recorded in the minutes. The numbers voting for, against and abstaining should be recorded where a count is taken. A Community Councillor may request that their own vote or abstention be recorded by name, provided the request is made before the meeting moves to the next item. 9. Committees, Working Groups and Representatives (a) The Community Council may establish committees or working groups and appoint representatives to external bodies in accordance with the Constitution. (b) The Community Council shall agree and record the membership, purpose, duration, reporting arrangements and any delegated authority of each committee or working group. It shall also determine any quorum required for a committee. (c) Unless specific decision-making authority has been formally delegated, a committee or working group may make recommendations only. Recommendations shall be reported to the full Community Council for consideration and approval. (d) Committees and working groups shall keep an appropriate record of meetings, decisions and actions. They shall report regularly to the Community Council and remain accountable to it. (e) A representative appointed to an external body shall act in accordance with any remit agreed by the Community Council and shall provide appropriate reports to Community Council meetings. (f) Meetings of committees shall normally be open to the public where they are conducting delegated Community Council business, subject to the provisions on private and confidential business in the Constitution. Page 79
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West Dunbartonshire Council. Scheme for the Establishment. Model Standing Orders for Community Councils July 2026 7 Official 10. Alteration and Suspension of Standing Orders 10.1 Alteration (a) A proposal to alter these Standing Orders must be included in the notice and agenda for a properly convened public meeting issued at least 10 days before the meeting. (b) An alteration shall require the support of at least two thirds of the total voting membership of the Community Council and the prior written approval of West Dunbartonshire Council. (c) No alteration may conflict with legislation, the Scheme, the Constitution, the Code of Conduct, the Community Council Complaints Procedure or another document approved as part of the Scheme. An alteration shall take effect only on the date specified in the written approval issued by West Dunbartonshire Council. 10.2 Suspension (a) A Standing Order may be suspended for a specified item of business only where at least three quarters of the total voting membership is present and at least two thirds of those present and voting agree to the suspension. (b) The mover shall state the Standing Order to be suspended, the reason for the suspension and the item of business to which it applies. The decision and reason shall be recorded in the minutes. (c) Suspension shall apply only for the duration of the specified business. These Standing Orders shall automatically resume when that business has been completed. (d) Standing Orders may not be suspended where this would conflict with legislation, the Scheme or Constitution; remove the requirement for a quorum; alter voting rights; avoid required public notice; set aside financial controls; bypass the Code of Conduct or Complaints Procedure; or permit the Community Council to act beyond its authority. 11. Interpretation, Approval and Adoption (a) These Standing Orders shall be interpreted consistently with the Scheme and the Constitution. Where there is any conflict, the Scheme shall take precedence, followed by the Constitution. (b) Where a procedural issue is not covered by these Standing Orders, the Chairperson shall make a reasonable ruling for the purpose of the meeting, subject to any subsequent guidance or determination by West Dunbartonshire Council. (c) These Standing Orders shall take effect when adopted by the Community Council and approved in writing by West Dunbartonshire Council. Page 80
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West Dunbartonshire Council. Scheme for the Establishment. Model Standing Orders for Community Councils July 2026 8 Official Community Council ....................................................................... ......................................................... Date adopted ....................................................................... ......................................................... Chairperson Name: ........................................................ Signature: ........................................................ Community Councillor Name: ........................................................ Signature: ........................................................ Community Councillor Name: ........................................................ Signature: ........................................................ Approved for West Dunbartonshire Council by Name and position: ................................................................. ....................................... Date approved ....................................................................... ......................................................... Page 81