Welcome to Port William

Draft Minutes of the A.G.M. Meeting held Wednesday 25^th May 2022

7.20pm. Maxwell Hall, Port William.

1.Present:- Community Councillors – Mr D Ballantyne; Mr Paul Carrigan: Ms Rebecca Davison;                         Mrs J Edgar; Mr L Gray; Mr R McElrea;  Mr J McMaster; Mrs B Mellor; Mr S Mellor; Mr R Sheppard.

Elected member – Cllr K Hagmann.

Members of the Public – Dr J Crowther; Mrs J Gray (Acting Minute Secretary);  Mrs L McNaught.

Melinda Dolan – Ward Officer took the Chair and opened the meeting.

2.Appointment of elected Community Councillors from the Casual Vacancy Election – There being four vacancies on Port William Community Council and five names having been put forward, an election had been held on Tuesday 24^th May with Rebecca J Davison; Janis M Edgar; Leom Gray; and Robert J Sheppard all being duly elected.

3. Election of Officer Bearers –

• Chairman – Mr R Sheppard proposed by Ms R Davison; Seconded by Mrs B Mellor
• Treasurer – Mr D Ballantyne proposed by Mr J McMaster Seconded by Mr R McElrea
• Secretary – Mr L Gray proposed by Mr J McMaster Seconded by Mrs B Mellor

There being no objections to these proposals all nominations were duly approved. Mr Sheppard then took the Chair and thanked the Ward Officer for her attendance.

3.The minutes of the A.G.M. held 26^th May 2021 having been previously circulated were taken as read, approved and proposed as a true and accurate record by Mr J McMaster, seconded by Mr P Carrigan and signed by the Chairman.

4. Chairman’s Report. – Mr Smellie’s report was read by the Chairman and said how it was pleasing that all ten meetings of 2021/22 had been held physically in the Maxwell Hall, although with little representation from elected members, or the police who delivered their reports electronically. Jacqueline Crowther was welcomed as a co-opted member during the year and at the end of the year three future resignations were notified, namely Jen Hendry and Peter and Sheila Smellie, which resulted in an election for four vacant positions. Mr Smellie expressed his thanks to the Treasurer for his work with the numbers, to the secretary for the minutes and backroom activities and to all members of the Community Council for their support throughout his tenure. He thanked Carscreugh Renewable Energy Park Ltd for their continued support which had enabled grants to be made to local organisations- Maxwell Hall; SWI; Toddlers; Youth Group and Play Group; an additional picnic bench had been purchased for the King’s Green play area; and with further funds due for the current year, he encouraged local voluntary organisations to apply for those monies. In January 2022 a further Community Benefit funding of £2000 was received from Kilgallioch Community Benefit fund and grants from this had been awarded to MADAG and to the Community Association. A Discretionary Grant was received from D & G Council which underpins the fixed costs such as hall hire; insurances and website and with the Community Council acting as a conduit for other Council funds, money was received from the Hardship Fund which was passed onto the Community Association to allocate, for which Mr Smellie thanked the Community Association for their efforts in that area and generally around the village with the Christmas Lights and the Carnival Week which will be returning this year for its 70^th anniversary celebrations. He said how the successes of the year were the completion of the fisherman’s compound in the harbour, and the subsequent tidy up operation which cleared unwanted kit from the harbour; a meeting with the harbour master outlining plans for the area; and the fixing of a number of lights in Port William and Monreith, with thanks recorded to Cllr Inglis for promoting letters of complaint in that respect to the right departments within the Council. Mr Smellie report concluded with his thanks to everyone who had assisted him personally, and the Community Council generally, over his past eight years of involvement, and he wished everyone success for the future.
5. Financial Statement – Copies of the Income and Expenditure Account for the year ended 31^st March 2022, having been previously circulated were proposed for adoption by Mrs B Mellor; seconded by Mr L Gray. Mr Ballantyne said howthe year started with an overall balance of £2,509.47. At the end of the financial year ,we had £2,414.10 in the bank account. This was made up of Administration Fund £ 557.03; Village Improvement fund £ 857.07; and Kilgallioch Community Benefit fund of £1,000.00. An overall loss of £ 95.37 was recorded but Mr Ballantyne explained that this had been due to an administrative error. There had also been a payment of £450.00 made in error which has been refunded; posted to the administration account and will appear in next years’ accounts. He expressed thanks to D & G Council for the Hardship fund of £986.60 which was passed to Port William Community Association with £203.26 then refunded back to the Council. He thanked Carscreugh Wind Farm for their Community Benefit Fund of £ 2,689.60 and with £ 805.70 carried over from previous years £3,495.30 was paid out to local organisations. He expressed thanks to Kilgallioch for their payment of £2000 from the Community Benefit fund; to D & G Council for their continued Discretionary Grant of £ 493.30; to all who donated to the Wishing Well which had raised funds of £102.60; to Port William Community Association for taking on the costs of the Christmas trees and electricity for all the lights which have expanded greatly this year and concluded his report with grateful thanks to Mrs Audrey Kevan for having checked the accounts.

6.Nominations for other positions

• Press Secretary – the necessary of such was discussed and agreed that the only requirement was for someone to take on responsibility for the article in the Parish magazine, which Mrs Gray agreed to do if she was to continue as Acting Minute Secretary otherwise Mr Leom Gray would take on the role.
• Planning Application monitoring – Mr Paul Carrigan
• Wind Farm Administration – Mr Richard McElrea
• Website Liaison with Andy Lund – Mr Leom Gray

The Chairman expressed his thanks to the above members for agreeing to take on these roles and their appointments were approved by those present.

7. Meeting plan for the coming year – 19.30 hours on the last Wednesday of each month, excluding August and December when no meeting will be held. Planned to be in the Maxwell Hall but will fall back to Zoom if Government guidance precludes physical meetings.

There being no further business the meeting closed at 8.00 p.m.

1. Appointment of elected community councillors from the Casual Vacancy Election- Melinda Dolan
2. Election of Office Bearers
   1. Chairman
   2. Treasurer
   3. Secretary
3. In attendance/ apologies for absence
4. Minutes of AGM held on 26 May 2021
5. Matters arising from the minutes
6. Chairman’s Report
7. Financial Statement and Treasurer’s Report
8. Nominations for other positions
   1. Press Secretary- previously Sheila Smelliie
   2. Planning Application monitoring- currently Paul Carrigan
   3. Wind Farm administration- previously Peter Smellie
   4. Website liaison with Andy Lund- previously Peter Smellie
9. Meeting plan for the coming year
   19:30 hours on the last Wednesday of each month, excluding August and December when no meeting will be held. Planned to be in the Maxwell Hall, but will fall back to Zoom if Government guidance precludes physical meetings.
10. Any other business

1. In attendance/ apologies for absence
2. Declarations of interest
3. Police Report
4. Minutes of the last meeting
5. Matters arising from the minutes
6. Treasurer’s Report
7. Correspondence
8. Kilgallioch & Carscreugh updates
9. Planning Applications
10. Website/ Social Media update
11. Any other competent business

Next Meeting:7:30 pm Wednesday 29^th June  2022, Maxwell Hall.

The Chairman opened the meeting by introducing the elected members present and Jock McMaster to the members of the public who are standing for election.

1. Present and apologies for absence:-

Community councillors:- Mr. Douglas Ballantyne (Treasurer), Mr. Paul Carrigan,  Mx. Jen Hendry,  Mr. Jock McMaster, Mrs. Babs Mellor, Mr. Steve Mellor,  Mr. Peter Smellie (Chairman), Mrs. Sheila Smellie (Secretary)

Elected members:- Mr. David Inglis, Mr. Jim McColm

Apologies for absence:- Dr. Jacqueline Crowther, Mr. Richard McElrea

Members of the Public:- Ms. Rebecca Davison, Mr. Leom Gray, Mrs. Lesley McNaught, Mr. Bob Sheppard

There were no representatives of the Police in attendance.

2. There were no declarations of interest.

3. The Police Report has been received online – There were two incidents relating to road traffic accidents and one relating to threatening and abusive behaviour. There was also advice on ‘home alone’ dogs and counter-terrorism policing regarding the war in Ukraine.

4. The Minutes of the last meeting were accepted and signed – proposed by Douglas and seconded by Babs.

5. Matters Arising :- The boulder on the sea wall has been reported to D & G and will be inspected in due course.

6. Treasurer’s Report:- The bank balance stands at £2390.10, being £983.03 administration fund, £857.07 village improvements and £550.00 from Kilgallioch Community Benefit Fund. The accounts are with Audrey Kevan for audit.  The bank has received the forms from Babs to be a signatory on the account.

7. Correspondence:-
8. An email from the Scottish Health Register requesting volunteers has been circulated.
9. A street party, possibly including a marquee, will be held on the green on 5^th June as part of the Queen’s anniversary celebrations.
10. Representatives from D & G will visit Port William on Friday afternoon 29^th April at 1400 to survey council carparks with a view to dedicate areas to camper vans. David Inglis reported that a grant of £5000 is available for siting camper vans on private property.  Jock, Bob, Rebecca and Peter have offered to attend the meeting with the officials as there is some confusion relating to ‘the harbour carpark.’
11. An email has been received requesting permits for boarding documents which has been passed on to Will Jones, the Harbourmaster.

8. Kilgallioch Community Benefit Fund:- the replacement for the village noticeboard has been costed at £408 and Mochrum Carpet Bowling Club have applied for funding of £2000 for a new door and windows. Jock suggested that a 50% contribution should be made from the village improvement fund for the noticeboard, which proposal was seconded by Babs.  The balance of £350 will be offered to Mochrum Bowling Club who will be invited to apply for further funds later in the year when the Carscreugh grant becomes available.

9. Planning applications:- There have been no new planning applications or approvals in the area.

10. Chairman and Secretary departure:- Peter confirmed that he and Sheila will be leaving the area on Saturday 7^th A Casual Vacancy Election, when all co-opted council members stand down, has been organised for Tuesday 24^th May when there are five nominations, including the four members of the public present and Mrs. Janis Edgar, following which the AGM will take place on 25^th May when the Ward Officer will formally appoint the members of the committee.  Leom reported that no proxy votes or postal voting were available on this occasion.  David stated that an elected member could stand as chairman for that meeting if necessary.  The positions of chairman and secretary must be filled; Jock will initially chair the meeting and Babs will do the minutes again for one meeting only.  Peter will speak to both Babs and Leom later this week about the running of the secretary.pwcc@gmail.com function.  Babs offered to speak to Jenni Gray about the possibility of her becoming the minutes secretary on a temporary basis.  Thanks to all for their contributions.

11. Website/social media:- Nothing to report

12. Any Other Business:-
13. Douglas has received further concerns about the derelict building in the harbour being dangerous to the neighbouring buildings. Bob, who is a structural engineer, underlined these concerns.  It will be reported to D & G Building Standards Department.
14. Babs spoke about the Killantrae road, and David will investigate and assist where he can.
15. Jim McColm is retiring as elected member of the D & G council and thanked community councils for their work. Our thanks and best wishes go to him for his years of service.
16. Paul reported potholes in the layby beside Kings Green where vehicles are using it as a turning area. This will be reported to the Roads Department.
17. Jen, who is standing down as a co-opted committee member, thanked everyone and left her best wishes. The secretary thanked her for the time and work she has put into the community council.
18. Jock thanked Peter for all his hard work as chairman, and a card and gifts were presented to him and Sheila.

The meeting ended at 2020.

The next meeting will be the AGM held on Wednesday 25^th May 2022.

An election for four vacant seats on the Community Council will take place between 3:00 pm and 7:00 pm on Tuesday 24th May 2022 in the Supper Room at the Maxwell Hall.

For details of the candidates please see your local noticeboards, or visit https://www.dumgal.gov.uk/communitycouncils.

As far as we understand this is the first election to the Community Council in living memory, please turn out and support your local candidate.

1. In attendance/ apologies for absence
2. Declarations of interest
3. Police Report
4. Minutes of the last meeting
5. Matters arising from the minutes
6. Treasurer’s Report
7. Correspondence
8. Kilgallioch Community Benefit Fund allocation of the balance [noticeboard]
9. Planning Applications
10. Chairman and Secretary Departure- succession planning/ actions
11. Website/ Social Media update
12. Any other competent business

Next Meeting:7:30 pm Wednesday 25^th May  2022, Maxwell Hall; includes AGM and EGM following election

NOTICE OF CASUAL VACANCY ELECTION OF COMMUNITY COUNCILLORS PORT WILLIAM COMMUNITY COUNCIL

Elections are to be held for the return of 4 Community Councillors who will join the above-named Community Council from 8am on the day after the proposed day of Poll.

Nomination papers may be obtained from the Returning Officer at the contact details below. Nomination papers, duly completed and signed, must be delivered by email at the undernoted email address no later than 5pm on Tuesday 3 May 2022.

Candidates for election may withdraw their nomination but only if they advise their withdrawal in writing to the Returning Officer no later than 5pm on the closing date for nominations.

A ballot box election will be held on Tuesday 24 May 2022 if more than 4 persons remain validly nominated after the period for nominations has expired. Those entitled to stand for election, or to propose a nomination, are those whose names appear in the appropriate Electoral Registers as being eligible to vote in local government elections on the date of the Community Council election.

The Scottish Elections (Reduction in Voting Age) Bill introduced in Spring 2016 allows for 16 year olds to vote at Local Government and Scottish Parliament and they will therefore be included in the electoral register for those elections. Consequently, as Community Council elections are held on the Local Government franchise this new ruling will now apply to all future Community Council elections.

The public should note that in the event of a poll, voting at this election will be confined to those members of the electorate who attend the poll in person. There will be no postal or proxy voting.

If less than 4 persons remain validly nominated, then such persons will be declared to be duly elected unopposed as at 8am on Wednesday 25 May 2022 and that this will be confirmed at a scheduled meeting of the Community Council to be on Wednesday 25 May 2022 at 7.30pm in Maxwell Hall, Port William.

Returning Officer: Melinda Dolan – 07712 666903

Return Email address: community.councils@dumgal.gov.uk

Date Tuesday 12th April 2022

This is the March meeting delayed due to members unable to attend for health, bereavement and personal reasons.

The Chairman opened the meeting by welcoming the members of the public who have showed an interest in involving themselves in the Community Council and introduced the members present.

1. Present and apologies for absence:-

Community councillors:- Mr. Douglas Ballantyne (Treasurer), Mr. Paul Carrigan,  Mx. Jen Hendry,  Mrs. Babs Mellor,   Mr. Peter Smellie (Chairman), Mrs. Sheila Smellie (Secretary)

Apologies for absence:- Dr. Jacqueline Crowther, Mr. Richard McElrea, Mr. Jock McMaster, Mr. Steve Mellor.

Members of the public:-  Ms. Rebecca Davison, Mr. Leom Gray, Mrs. Lesley McNaught, Mr. Bob Sheppard

There was no attendance from either the Police or the elected members.

2. There were no declarations of interest.

3. The Police Report has been received online, and nothing of local interests has occurred.

4. The Minutes of the last meeting were accepted and signed – proposed by Babs and seconded by Paul.

5. Matters arising :-
6. Jock has re-erected the sign at Second Sands – thank you, Jock.
7. Thanks to Jen for posting on Facebook the advertisement relating to the need for new community councillors.
8. Jacqueline has been busy on behalf of the Community Council, liaising with the Harbourmaster and thanking him for his work in clearing the rubbish from the harbour and representing the council in meetings with D & G. All public toilets are now open from 0700 to 2000, additional rubbish bins have been provided at Second Sands, Craignarget and St. Medans which will be emptied daily during the tourist season and chemical waste disposal facilities have been provided at New England Bay, Stairhaven and Isle of Whithorn.  Jacqueline is willing to represent Port William in the Federation of Community Councils (as is Douglas) and also write the article for the Crosslink magazine.  Thank  you very much, Jacqueline.  She has also been investigating notice boards, which will be discussed at a later meeting as Paul and Jen also have input.

6. Treasurer’s Report:- The bank balance stands at £2390.10, comprising of £550 from the Kilgallioch Community Fund grant, £857.07 village improvements and £983.03 administration fund.

7. Correspondence:- There are repair works due on the A747 next week – we hope for fewer potholes.

8. Kilgallioch Community Benefit Fund:- £550 is still available for distribution. Leom reported that Mochrum Bowling Club needs new windows and the Chairman has requested that they contact him with details.  Babs also suggested they approach the Port William Community Shop.

9. Planning Applications:- No local planning applications or approvals.

10. The letter sent from the Chairman to the elected members at D & G has generated much action with regard to street lighting in both Monreith and Port William and the ‘Keep Left’ signs in Port William have been replaced. The speed indicator sign at Monreith is beyond economic repair and D & G report that the road to Killantrae is satisfactory.  Babs disagrees and will contact D & G and hope that David Inglis will become involved in this matter again.

11. Succession plans regarding the Chairman and Secretary’s departure – The Chairman once again thanked all the members of the public for attending the meeting and asked if they would be happy to stand as members of the Community Council, to which they all agreed. Jen suggested that courses offered by Third Sector Dumfries and Galloway provided useful background for Community Councillors. The Chairman outlined the constitutional position when he and the Secretary resign. Jen also stated that she would be resigning in the near future.

It was agreed that the method of redressing the balance would be to call a Casual Vacancy Election, and Wilma McKeown  from D&G Council had already approached the Secretary on the matter, and confirmation of this decision would be communicated to her.
Taking into account the departure of the Chairman and Secretary, it was agreed that Babs would take on the responsibility for authorising financial transactions on the Community Council Bank Accounts.

The Chairman gave the probable moving date as the 9^th May, and reiterated the importance of having people in position as Chairman and Secretary.

12. Any Other Business:- Douglas reports that the seat at the entrance to the breakwater has collapsed.
    Bob asked who is responsible for maintaining the sea wall as boulder has been dislodged. The Chairman replied that it is D&G Council, and the matter will be reported.

The Chairman thanked all attendees once again.

The meeting ended at 20:35.

The next meeting will be held on Wednesday 27^th April 2022.

1. In attendance/ apologies for absence
2. Declarations of interest
3. Police Report
4. Minutes of the last meeting
5. Matters arising from the minutes
6. Treasurer’s Report
7. Correspondence
8. Kilgallioch Community Benefit Fund allocation of the balance [noticeboard]
9. Planning Applications
10. Follow up on letter ‘Issues raised by Port William and District Community Council’
11. Chairman and Secretary Departure- succession planning/ actions
12. Website/ Social Media update
13. Any other competent business

Next Meeting:7:30 pm Wednesday 27^th April 2022, Maxwell Hall

1. Note- this is the February meeting, delayed due to members testing positive for Covid.
2. Present and apologies for absence:-

Community councillors:- Mr. Douglas Ballantyne (Treasurer), Mr. Paul Carrigan, Dr. Jacqueline Crowther,  Mr. Jock McMaster, Mrs. Babs Mellor, Mr. Steve Mellor,  Mr. Peter Smellie (Chairman), Mrs. Sheila Smellie (Secretary)

Apologies for absence:- Mx. Jen Hendry, Mr. Richard McElrea, Mrs. Katie Hagmann, Mr. David Inglis, Mr. Jim McColm

The Police were not in attendance.

3. Declarations of interest:- See Item 11:  Paul and Jock are members of MADAG and Jock is in the Community Association.

4. The Police Report was received previously but contained nothing of local interest.

5. The Minutes of the last meeting were accepted and signed – proposed by Jock, seconded by Paul.

6. Matters arising:-
   • The lights in Port William and Monreith are all working well – thanks to D & G and elected members.
   • The village noticeboard has been cleaned – thank you, Jacqueline, but a replacement is recommended – see Item 11.

7. Treasurer’s Report: The bank balance stands at £3864, being £1007 administration fund and £857 village improvements.  We hold £2000 grant from Kilgallioch Community Benefits Company.  Two amounts of £478.15 were paid to the Port William Youth Group and Port William Play Group, being the balance of the grant from Carscreugh Renewable Energy Park.  Many thanks to these two organisations.

8. Correspondence – nothing noteworthy.

9. Feedback on Harbour visit:- Peter, Paul, Douglas and Jacqueline met with Will Jones on 7^th  Will is working with the fishermen and harbour users to return redundant equipment to the harbour and process it correctly.  The progress he was making was welcomed and it is hoped improvements will continue.

10. Communication,website/social media :- The Chairman suggested an integrated approach involving Facebook, website, noticeboards and Crosslink magazine, and asked if Babs, Jen and Jacqueline could work together towards this.

11. Planning applications:- Permission has been applied for to replace the roof of the Old Schoolhouse.

12. Kilgallioch Community Benefit Company :- A list has been circulated detailing applications for the grant of £2000. MADAG have requested £1000 towards a defibrillator.  Shaun has applied on behalf of the Community Association for £450 to cover a street party and presents for the children in the Jubilee celebrations.  Davina has applied on behalf of the Community Association for more money for the Carnival Queen celebrations, but this was granted and paid in 2020; Peter will inform Davina of this.  If funds are granted it must be identified as a contribution from the Community Council with thanks to Kilgallioch.  Jacqueline will investigate the costs of a replacement noticeboard.  Payments of £1000 to MADAG and £450 to the Community Association were approved – proposed by Babs and seconded by Jacqueline.

13. Any Other Business:-
    • A booking for the Harbour Green in Carnival Week has been made.
    • Harbour Store safety concerns – the builder has erected security fencing around the property.
    • Douglas – The sign at Second Sands relating to parking on the slipway has blown over. Jock will look at reinstating it – thank you Jock.
    • There are two problems on the seawall – opposite Church Street and a stone has been removed towards the northern end – to be reported to D & G.
    • The A747 between Port William and Monreith is deteriorating badly and reconstruction work is recommended – to be reported to D & G.
    • The Chairman opened the discussion on the future of the Community Council after his and the secretary’s departure from southwest Scotland. More councillors must be recruited or a quorum of four members may not be attained.  Views are sought on how this can be achieved.  The Chairman’s duties and the secretary’s can be divided and shared amongst volunteers, rather than have blanket responsibilities.  Jacqueline offered to liaise with Will Jones on harbour developments.  A deadline of the end of April  has been suggested for proposals to cover Peter and Sheila’s work.

The meeting ended at 21:00.

The next meeting will be held on Wednesday 30th March 2022.