Archive for the ‘Community Council’ Category

Agenda for meeting to be held at 7:30 pm on Wednesday 30th November 2022 in the Maxwell Hall

9th November 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 and Carscreugh updates
  9. Planning Applications
  10. Website/ Social Media update
  11. Any other competent business

 

Next Meeting: 7:30 pm Wednesday 25th January 2023, Maxwell Hall.




Draft Minutes of the Meeting held Wednesday 26th October 2022

9th November 2022

Draft Minutes of the Meeting held Wednesday 26th October 2022

7.30 p.m. Maxwell Hall, Port William

PRESENT:-  Community Councillors – Mr R Sheppard (Chairman); Mr L Gray (Secretary); Mr P Carrigan; Mr R McElrea; Mrs B Mellor; Mr J McMaster; Ms J Edgar and Dr J Crowther (Co-opt)

 

Elected members – Cllr. K Hagmann

 

Members of the Public – Mr D Hirst, Ms J Dean, Mr S Mellor

 

Apologies – Mrs L McNaught, Mr D Ballantyne, Ms R Davison

 

  1. Declarations of Interest: – Mr J McMaster; Mr P Corrigan and Ms J Edgar have a conflict of interest regarding MADAG request for funding.

 

  1. Police Report – A Police Officer was not in attendance, the latest reports were received from October. Only one reported incident.

 

  1. Minutes of the meeting held 28th September were issued to all members of the council. Mr J McMaster proposed, and Mr R McElrea seconded.

 

  1. Matters Arising
    1. Noticeboards – R Sheppard (Chairman) researching the new notice boards to be purchased. Money has been allocated for purchase. It was discussed around access to the noticeboards; the keys are kept at the local shop for anyone to collect. Left side is for All notices; the right side for Village news only. It is agreed this set up should continue.
    2. All ongoing questions and concerns to be raised with the Community Council Enquiries Service. This keeps a log of outstanding actions.
    3. New Secretary – It was raised that due to personal commitments, L Gray cannot commit to their role as Secretary and asked for another appointment. No one has volunteered to take on the role. Cllr. K Hagmann raised that other councils pay for someone to be Minutes Secretary. L Gray advised taking and producing the minutes is not the issue and takes minimal time and commitment. To be discussed with M Dolan at Community Councils DGC.

 

  1. Treasurer’s Report – Total money in bank–£2,523.80.This is made up of Admin.–£1,373.33, Village Improvements–£950.47 and Kilgallioch –£200.(Earmarked for the notice board). Many thanks to D&G council for payment of the discretionary grant of £493.30(Same as last year) for administration etc. Payments in month were £12 to Maxwell Hall for use of supper room and £20 to Dourie Farming for lease of land at the MUGA. A wreath is to be purchased for the war memorial, the Chairman will attend the remembrance ceremony at the memorial on Remembrance Sunday.

 

  1. Correspondence –
    1. Machars Action Group – R Sheppard (Chairman) is going to attend the next meeting on behalf of PWCC.
    2. South Machars Surgery – Mr D Hirst raised concern regarding the availability of services at the local South Machars Practice Surgery. This followed an issue on a Friday where no GP or pharmacist was available for consultation; including those who normally cover when the practice is without a GP. It was discussed over the concern that this situation could occur more often; and that there is only 1 vacancy for a GP in the vacancy. Cllr. K Hagmann was able to provide further advice; she had been contacted directly by Mr Hirst and has arranged a meeting to bring all local Health services together to discuss; it has also been raised with the Chief of Social Work. PWCC can raise this matter directly also, by contacting the Health and Social Care Partnership; K Hagmann to provide the details. There is also the Wigtown Area Committee Meeting (Ward 2) where this matter is to be discussed – the meeting looks at performance data from the past year.
    3. Wigtown Area Committee Meeting (Ward 2) – Cllr. W Scobie is Chair, Cllr K Hagmann is Co-chair, however will be chairing the next meeting. All meetings are live streamed on Youtube. Anyone can attend on the day however questions cannot be raised at the meeting, but can be pre submitted for consideration.
    4. Ward 2 By-Election – Nominations are open for another 10 days; it is being held to replace a Councillor who reigned from their position.
    5. Funding has been allocated to refurbish the toilet block in Port William by Dumfries & Galloway Council. Email shared for Community Councillors – D Ballantyne raised that a fresh paint on the front would be advantageous.

 

  1. Kilgallioch and Carscreugh updates –
    1. Mr R McElrea is managing the correspondence for Wind Farm projects; and has been in contact with Foundation Scotland regarding this years grants. Has a direct contact there now, who has been very helpful.
    2. Carscreugh – £3003.27 has been granted to PWCC for this year.
    3. Kilgallioch – No application was received therefore no funds are being issued for this year. To be rectified for 2023; Councillors to propose funding considerations by February 2023. Potential funds to be allocated for the War Memorial refurbishment.
    4. All funds require an itemised list be provided to Foundation Scotland for the allocation of the funds received.

 

  1. Planning Applications – Two applications – No objections.

 

 

  1. Website/Social Media Update –
    1. No website updates or enquiries received.
    2. The Facebook page – Port William Dumfries & Galloway is the name of the Village FB page. B Mellor agreed to be Admin for the page; it was discussed about changing the FB page name to “What’s On in Port William” and use more as a virtual noticeboard. Sharing posts and information from groups and services in and around Port William. L Gray to ask J Henry to assign new Admins. A fresh start for 2023.
    3. Potential to create an instagram page for either Port William or Community Council. Look to discuss this for 2023.

 

  1. O.C.B. –
    1. Funding Applications – Only two aware of at time of meeting for consideration
      • MADAG – Requested £1000 – Mrs B Mellor Proposed and Dr J Crowther Seconded – No objections received – £1,000 to be awarded to MADAG for improvements at Monreith Hall.
      • Picnic Bench for Port William – Approx £600 – To raise with Community Asset Team at Dumfries & Galloway Council to determine costs and any discounts associated. Once confirmed, reassess for allocation of funds.

 

  1. Benches on the beach front at Kings Park – Cllr. K Hagmann discussed the Community Coastal Benefit Fund and Crown Estate Scotland Funding. Potentially £400,000 available and has previously been under prescribed. To be looked into further and potentially application issued on behalf of the Village – raise with Community Association also.
  2. Playpark Upgrade – Funding from the Council may be possible, to be raised with M Dolan At Community Councils. It was discussed about a community group being created to look at funding for a new playpark. Also a skatepark, it is known that young people are going to Glenluce to use the skatepark there.
  3. Cllr K Hagmann also advised on Place Planning which is a new concept – How to make the plae you live in the very best. Also the potential to Create a Community Action Plan. And also that Third Sector Dumfries & Galloway are another organisation who can help with community improvements and funding.
  4. Mr R McElrea rised there is a pothole outside the Doctors Surgery causing issues with accesibility. To be reported.

 

There being no further business the meeting closed at (:03 p.m.

 

Date and Time of the Next Meeting – Wednesday 30th November 2022 7.30 p.m. Maxwell Hall Supper Room.




 Draft Minutes of the Meeting held Wednesday 28th September 2022

5th November 2022

PORT WILLIAM and DISTRICT COMMUNITY COUNCIL

Draft Minutes of the Meeting held Wednesday 28th September 2022

7.30 p.m. Maxwell Hall, Port William

PRESENT:-  Community Councillors – Mr R Sheppard (Chairman); Mr L Gray (Secretary);  Mr D Ballantyne (Treasurer); Mr P Carrigan; Ms R Davison; Mr R McElrea; Mr J McMaster; and Dr J Crowther

 

Elected members – None

 

Members of the Public – Mrs D Kiltie; Mrs M Adams; Mr A K Sutherland

 

Apologies – Mrs B Mellor, Mrs L McNaught, Ms J Edgar

 

  1. Declarations of Interest: – Mr J McMaster has a conflict of interest regarding MADAG request for funding.

 

  1. Police Report – A Police Officer was not in attendance, the latest reports were received from July, August and September 2022.
    1. July 2022 – No overall police updates – One crime reported
    2. August 2022 – No overall police updates – Four crimes reported
    3. September 2022 – Overall update: Travelling community were camping at Kings Green, and subsequently moved on to Auchenmalg. Police received and handled several reports – One crime reported

 

  1. Minutes of the meeting held 29th June having been previously circulated and taken as read were proposed as a true and accurate record by Mr J McMaster and seconded by Ms R Davison. The meeting to be held on 27th July was cancelled at the last minute due to the absence of both Chairman and Secretary.

 

  1. Matters Arising
    1. Dr J Crowther raised concern regarding the noticeboard; information is being removed without control. New items are being removed and duplicates appearing. Following discussion; historically the left hand noticeboard was for everyone and the right hand for Village only news and updates.
    2. New notice boards have not been ordered; there was anticipation to fix the current ones however they are beyond repair. A budget of £500 has been allocated to replace the current noticeboards; preferably with UV protection.
    3. Letter to Council to be issued by Chairman to raise concerns regarding Bus Shelter maintenance in the Main Square, Benches along the Kings Park walkway, to be replaced; and maintenance of beach side walkway at Second Sands.

 

  1. Treasurer’s Report – Nothing major to report. Total money in Bank—£1,969.10; Admin fund–£912.03,Village improvements-£857.07, Kilgallioch community fund–£200.

 

  1. Correspondence –
    1. Machars Action Group are looking for a member of the Council to attend meetings as a representative. Ms R Davison is willing to attend. Secretary to find dates and provide confirmation that someone will attend.
    2. Isle of Whithorn CC were asking for assistance with an investigation. Chairman expressed interest however allocated numbers had been reached quickly.

 

  1. Kilgallioch and Carscreugh updates –
    1. Mr R McElrea is managing the correspondence for Wind Farm projects. The latest round of funding is due.
    2. Carscreugh funding is automatic and likely due in November.
    3. Kilgallioch requires an application to be submitted to Foundation Scotland with allocation of funding from 2021. R McElrea was unable to reach the main contact at Foundation Scotland to discuss. J McMaster contacted the former Chairman to find out what needs to be done. All forms are online and can be filled out and submitted. Update at next meeting.

 

  1. Planning Applications – Nothing to report

 

 

  1. Website/Social Media Update –
    1. Only one enquiry received via the website; turned out to be spam. No further updates currently.
    2. The Facebook page does not have a log in, Ms J Henry was the former admin and only requires a current member to be added as an admin to continue updating and monitoring. Mrs B Mellor had previously expressed interest in posting and updating FB going forward. To confirm at the next meeting.
    3. Potential to create an instagram page for either Port William or Community Council. Look to discuss this for 2023.

 

  1. O.C.B. –
    1. Funding Applications – Only two aware of at time of meeting for consideration
      • MADAG – Requested £1000
      • Picnic Bench for Port William – Approx £600 – R Sheppard to look into suitable benches.
    2. Mr L Gray raised their intention to step down as Secretary due to personal reasons; they will continue for the time being until an alternative is appointed. Anyone wishing to take on the position should notify the Secretary or Chairman.

 

There being no further business the meeting closed at 8:20 p.m.

 

Date and Time of the Next Meeting – Wednesday 26th October 2022 7.30 p.m. Maxwell Hall Supper Room.




Agenda for meeting to be held at 7:30 pm on Wednesday 27th July 2022

17th July 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 and Carscreugh updates
  9. Planning Applications
  10. Website/ Social Media update
  11. Any other competent business

 

Next Meeting: 7:30 pm Wednesday 28th September 2022, Maxwell Hall.




Draft Minutes of the Meeting held Wednesday 29th June 2022

17th July 2022

PORT WILLIAM and DISTRICT COMMUNITY COUNCIL

Draft Minutes of the Meeting held Wednesday 29th June 2022. 7.30 p.m. Maxwell Hall, Port William

PRESENT:-  Community Councillors – Mr R Sheppard (Chairman); Mr L Gray (Secretary);  Mr P Carrigan: Ms R Davison; Ms J Edgar; Mr R McElrea;  Mr J McMaster; Mrs B Mellor; Mr S Mellor.

 

Elected members – None

 

Members of the Public – Mrs L McNaught; Mr S Mellor.

 

Apologies – Dr J Cowther; Mr D Ballantyne (Treasurer)

 

  1. Declarations of Interest: – None relevant to matters being

 

  1. Police Report – A Police Officer was not in attendance, the latest report has been received and there was only one new matter raised. Complaints have been raised over parking near the Primary School with private access to properties being blocked. Notifications have been issued and parents/carers from the school informed.

 

  1. Minutes of the meeting held 25th May having been previously circulated and taken as read were proposed as a true and accurate record by Mrs B Mellor and seconded by Mr J McMaster.

 

  1. Matters Arising
    1. Killantrae Road – Mrs B Mellor has confirmed that following the last meeting, Cllr K Hagmann actioned the request and the road has now been resurfaced. Mr and Mrs Mellor would like to thank Cllr Hagmann for their prompt action to resolve this matter.

 

  1. Mochrum Carpet Bowling Club was issued with £350, acknowledgement has not been received of these funds. Mr L Gray has spoken with the Chair of the Club and it seems due to security on the account, they must wait for a statement to be issued by post to confirm the funds have been received. Mr L Gray will notify the Chair and Treasurer when confirmation is received.

 

  1. Appointment of Co-opted Members – Mr L Gray read out an email received from Dumfries & Galloway Council, stating that in Dr Jacqueline Crowther’s absence, as long as the proposer Mr J McMaster is present then the co-option vote can go ahead. A two thirds majority of the elected members has to be gained for successful co-option (therefore 6 votes from a possible 9 elected members). Mr R Sheppard (Chair) led the vote and asked if there were any objections from the 8 elected members in session. No objections were received and therefore Dr Jacqueline Cowther has been appointed as a co-opted member of the Community Council with 8 votes out of a possible 9. Mr R Sheppard led the second vote, for Mrs Lesley McNaught, and once more asked if there were any objections from the 8 elected members in session. No objections were received and therefore Mrs Lesley McNaught was appointed as a co-opted member of the Community Council with 8 votes out of a possible 9.

 

  1. Treasurer’s Report – Mr D Ballantyne (Treasurer) sent his apologies and forwarded the report to the Councillors. Mr R Sheppard read the report; Total money in bank–£1,981.10. Admin fund–£924.03,Village improvements–£857.07 and Kilgallioch community fund–£200.00. Payments in month–£12 to Maxwell hall management for hire of supper room,£350 to Mochrum bowls club.. Only pending payment is the noticeboard , awaiting final agreement. Madag is looking for £1,000 for hall improvements ,once new wind farm money is received.

 

  1. Correspondence –
    1. Mr L Gray has been managing the email account following appointment as new Secretary. All security settings have been changed following the departing of Mr and Mrs Smellie. Any relevant email correspondence has been forwarded to all Community Councillors throughout the month and will continue going forward. R Sheppard needs access to the email account, L Gray to action. No correspondence to report for the meeting.
    2. Mr L Gray asked if all notice boards in the ward are updated – Mr P Corrigan updates the noticeboard for Monreith; Dr J Crowther and Ms R Davison update the noticeboard at Port William; & Mrs J Gray updates Mochrum.

 

  1. Planning Applications – One application was received for Port William, no objections were raised.

 

  1. Website/Social Media Update –
    1. L Gray has issued minutes and agenda to the website manager A Lund however has received no response or acknowledgment. Mrs B Mellor raised the website as not user friendly and asked that Councillors review and discuss at the next meeting. Action for all Councillors to check if other community councils have websites. Also a request for data on the traffic to the website from A Lund.
    2. Facebook – L Gray did not receive login details for the Facebook Page, Mrs B Mellor advised that J Hendry used to post on the Facebook page. L Gray to ask J Hendry for login details. Going forward PWCC will utilise the Facebook page more to advertise local events and notices for all groups in the Ward.
    3. Instagram – L Gray raised if an instagram account should be registered for the PWCC. Ms R Davison agreed and advised she would be happy to post and manage. L Gray to look into and discuss at the next meeting.

 

  1. O.B. –
    1. Ms R Davison raised that cigarette buttes are being left under the bench at the bus stop in the main square, Port William. R Davison to create a notice to go above the bench to discourage this.
    2. Ms R Davison proposed setting up a WhatsApp group for the Councillors to raise and discuss matters outside monthly meetings. No objections were received from members. L Gray to look into and set up.
    3. Ms J Edgar and Ms R Davison raised the condition of the bus shelter on the Main Square of Port William. To be raised with DG Council.
    4. Dr J Crowther sent an email of AOB for the meeting in their absence- R Sheppard raised each point.
      • A villager approached a CC member (Douglas) about rubbish in the Main St section of the village harbour. Old tyres dumped, broken seating and old road signs. Local and Regional harbour masters contacted by J Crowther and this has now all been removed. J Crowther has thanked them for their swift response. Mr D Ballantyne thanked J Crowther for her prompt action and response to the issue.
      • Proposal for new seating area at the location mentioned above. J McMaster advised this could be considered for the next Wind Farm funds later in the year. Following discussion, acquire the costs associated with a new area and issue a formal proposal for consideration. To be discussed with DG Council also, if they would fund a new picnic bench. Mrs B Mellor raised that the benches on the edge of Kings Green have worn down; J McMaster advised they have been there for years and not easy to fix or upgrade due to being concrete. J McMaster to raise with the Community Association as to ownership and input.
      • Noticeboard – J Crowther provided quotes from company JACS. Treasurer raised that the cost does not coincide with what was approved by the PWCC.. Mr P Corrigan provided notification of previous quotes and that the proposed notice board may not be correct because only one side is needing replaced. P Corrigan and R Sheppard proposed to look into repairing the current noticeboard as an alternative option. Further discussion at the next meeting following inspection of the current board, and review of all quotes and options obtained.
    5. Ms R Davison proposed a meeting to bring all local community groups in our ward together for joint group discussions. R Davison and J Edgar to action.
    6. Mr R Sheppard raised issues with skips on the streets around the villages not being covered leading to waste material blowing in the winds and littering parts of the village including the beach and sea. To raise with DG Council for conditions of skip permits and requirement to contain waste in skips.
    7. Mr R McElrea raised concern that the pedestrian walkway from Second Sands out to Glenluce is now overgrown and the tarmac cannot be seen. R McElrea asked who is responsible for this. Matter to be raised with DG Council to upgrade the pathway.
    8. Mrs L McNaught has been approached about consideration of a putting or crazy golf within the village. L McNaught had researched and found this was previously considered by the Community Association, being quoted almost £600,000 for installation. Action to look at options and discuss at the next meeting.

 

There being no further business the meeting closed at 9.05 p.m.

 

Date and Time of the Next Meeting – 27th July 7.30 p.m. Maxwell Hall Supper Room.




Agenda for meeting to be held at 7:30 pm on Wednesday 29th June 2022 in the Maxwell Hall

9th June 2022

Agenda for meeting to be held at 7:30 pm on Wednesday 29th June 2022 in the Maxwell Hall

 

  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. Appointment of co-opted members – Dr Jacqueline Crowther of 2 Bowling Green Road, Port William, DG8 9SW and Mrs Lesley McNaught of 89 Main Street, Port William, DG8 9SD. Duly proposed by Mr John McMaster of Blairbuy, Monreith, DG8 9LP; Seconded by Ms Rebecca Davison of 19 Main Street, Port William, DG8 9QH.
  7. Treasurer’s Report
  8. Correspondence
  9. Planning Applications
  10. Website/ Social Media update
  11. Any other competent business

 

Next Meeting: 7:30 pm Wednesday 27th July  2022, Maxwell Hall.




 Draft Minutes of the Meeting held Wednesday 25th May 2022. 8.00 p.m. Maxwell Hall, Port William

9th June 2022

Draft Minutes of the Meeting held Wednesday 25th May 2022. 8.00 p.m. Maxwell Hall, Port William

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

 

Elected member – Cllr K Hagmann;

 

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

 

  1. Declarations of Interest: – None relevant to matters to be discussed.

 

  1. Police Report – Two Officers attended and informed members that they had had a report of a suspicious vehicle within the Port William area – this had been investigated and, with enquiries now complete, no criminality had been detected. They also advised of Trading Standards, Scotland launch of their annual ‘ Shut out Scammers’ campaign which will run for four weeks; subjects covered are – Mis-selling of Energy Efficiency Measures; Home Improvements(Consumer Led); Home Improvements(Cold Callers); and Consumer Empowerment – a social media kit of downloadable leaflets, information posters and ‘No Cold Calling’ stickers has been developed.

 

  1. Minutes of the meeting held 27th April having been previously circulated and taken as read were proposed as a true and accurate record by Mr D Ballantyne and seconded by Mr L Gray.

 

  1. Matters Arising
  • Further to the discussion in respect of dedicating sections of council car parks to camper vans Mr McMaster confirmed that the Harbour Car Park in Port William is not council owned. In view of a possible grant for such as advised by David Inglis at the last meeting he also spoke of the car park at the Golf Club at St Medan’ s with Cllr Hagmann confirming that any available funding must be applied for. She said that it is expected that 4 to 6 spaces may be allocated but with no facilities being provided, and Mr McMaster said that signs in regard to waste disposal had already been erected.
  • Kilgallioch Community Benefit Fund – i) Village Notice Board – Dr Crowther said that she did not feel the costing of £408 as stated in the minutes of the 27th April to be a realistic figure as she had already looked at some options which had been at a much higher cost. She agreed to investigate this further and was advised to look at a company by the name of ‘JACSUK ‘who specialise in making these using recycled materials. ii) Mr Gray to apply for funding on behalf of Mochrum Carpet Bowling Club.
  • Derelict Building, Port William Harbour – Cllr Hagmann advised that Elected members were taking forward their strategy on derelict buildings and that this issue was listed on their next agenda.
  • Killantrae Road – Mrs Mellor expressed concern that despite previous complaints nothing had been done to improve the condition of this road – Cllr Hagmann agreed to investigate.

 

  1. Finance Report – Copies of the Income and Expenditure accounts having been previously circulated Mr Ballantyne advised that the bank balance now stands at £ 2343.10, being £ 936.03 Administration Fund; £ 857.07 Village improvements and £550.00 from Kilgallioch Community Benefit Fund. He confirmed that Mr McElrea and Mrs Mellor had now been added as signatories on the accounts and that Mr Smellie had been removed.

 

  1. Correspondence – Mrs Mellor confirmed receipt of an e- mail received in regard to £60,000 worth of funding for youth groups which she was advised to forward to any such groups as well as to the school and to the Community Development Trust. Cllr Hagmann also spoke of a further allocation of around £600,000 to be available from June and advised members to consider a project for which to make an application, adding that if it was suitable project it could also be eligible for matched funding from the Kilgallioch Community Benefit. The possibility of improving the play area in Port William was muted and Cllr Hagmann suggested that a sub committee be formed to take this forward. She also reminded members that Melinda Dolan, as Ward Officer, would be able to assist them in such project.

 

  1. Kilgallioch & Carcreugh updates – Nothing to report – awaiting next round of funding

 

  1. Planning Applications – Nothing to Report

 

  1. Website/Social Media Update – Nothing to Report.

 

 

 

 

  1. A.O.B. –
  • Resignations and Co-options – Members noted the resignation of Mr Steve Mellor as a Community Councillor which together with the resignation of Mr Peter Smellie, who has now moved away from the area, created two vacancies within the Port William Community Council. Dr Jacqueline Crowther and Mrs Lesley McNaught were duly proposed by Mr Jock McMaster; Seconded by Ms Rebecca Davison to fulfil these vacancies and, in accordance with the Scheme of Establishment, full details of this proposed co-option will be included in the Agenda of the meeting to be held on the 29th June 2022
  • Mr McMaster said how he had been approached by the occupant of a house on the road between Monreith and Port William who was very concerned that heavy traffic was causing severe vibrations within her home. There is also concern of subsidence on this section of road and Cllr Hagmann requested that Mr McMaster pass on her e-mail address to the lady concerned and ask that she contact her direct.

 

There being no further business the meeting closed at 8.35 p.m.

 

Date and Time of the Next Meeting – 29th June 7.30 p.m. Maxwell Hall Supper Room.




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

9th June 2022

Draft Minutes of the A.G.M. Meeting held Wednesday 25th 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 24th May with Rebecca J Davison; Janis M Edgar; Leom Gray; and Robert J Sheppard all being duly elected.

 

  1. 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 26th 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.

  1. 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 70th 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.
  2. Financial Statement – Copies of the Income and Expenditure Account for the year ended 31st 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.

  1. 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.




Agenda for AGM to be held at 7:30 pm on 25 May at the Maxwell Hall

9th May 2022
  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



Agenda for meeting to be held at 7:30 pm on Wednesday 25th May  2022 in the Maxwell Hall

9th May 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 & Carscreugh updates
  9. Planning Applications
  10. Website/ Social Media update
  11. Any other competent business

 

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