Community Councils are key partners in local government and in developing local communities, with the aim of maximising the benefits for local people and their communities. Community Councils were introduced under the Local Government Scotland Act 1973 to gather public opinion and pass these opinions on to local authorities and other public sector bodies. As the voice of their local community, Community Councillors have this in common with local authority Councillors, Members of the Scottish Parliament and MPs.

Dumfries and Galloway Council recognises the vital role that Community Councillors play and acknowledges the dedication, knowledge and expertise that they bring. There are 107 Community Council areas in Dumfries and Galloway, and usually around 90 Community Councils are operational at any time.

To find YOUR nearest Community Council view details on My Community Council.

Community Councils are publicly elected every three years. Local elections took place on 4 October 2012, with new Community Councils commencing their responsibilities from that date. The list of current Community Councils and their membership is continuously updated as soon as Community Councils submit changes to their local Area Committee Administrator.

Community Councils have a great deal of scope to get involved in a variety of local issues, to develop local projects and activities, on their own or with other groups. Community Councils have a wide sphere of responsibility and influence, including:

• Planning Applications   (Find out about changes to the Planning system affecting Community Councils) [62kb]
• Transport
• Leisure and Recreation Provision
• Roads and Street Lighting
• Local Amenities/Community Halls
• Educational Provision
• Local and Structure Plans
• Local Traditions and Community Identity

Many Community Councils see a major part of their role as protecting and promoting the identity of their community. Some produce community newsletters. Others are setting up and running children's play-schemes, galas, one-off events and leisure outings.

Communicating with local authorities, public bodies and the community is crucial to how the Community Council can best represent its area. Identifying issues which could affect your community is also an important part of the Community Council's role.

Once a Community Council is inaugurated it elects its office bearers: these are the Chairperson, Vice Chairperson, Treasurer and Secretary. Other office bearers can include Minute Secretary, Planning and Publicity Officers.

Here's some further information that may help Community Councillors:

• How do we find out the views of our local communities?
• We want to change our Constitution - do you have a template we can use?
• What's happening with the 4th Periodic Review?
• Community Council Administration Grants
• Data Protection Registration
• Payments to Honorary Secretaries and Treasurers
• What is the Dumfries and Galloway Compact?
• Good Practice Guidance for Local Authorities and Community Councils
• Area Committee Administrators and Further Information

The Scheme for the Establishment of Community Councils in Dumfries and Galloway was adopted in 1997.  Since then various amendments have been agreed by Dumfries & Galloway Council and you can download the most up to date version of the Scheme, called the Consolidated Scheme, here:

•  Scheme for the Establishment of Community Councils - Consolidated Version [92kb]
•  Scheme for the Establishment of Community Councils - Appendix 2 [93kb]

How do we find out the views of our local communities?

The Scottish Government is committed to people in Scotland having a greater say in how local services are planned and delivered.  It's only by listening to the experiences and ideas of the people who live in these communities that we can find solutions which will make a lasting difference.  Local Community Councils are encouraged to use the  National Standards for Community Engagement [523kb] as a good practice tool which provides a common set of ground rules that should be applied to both sides of the engagement process.  One of the standards relates to overcoming any barriers to involvement and, for example, a Community Council may use its administrative grant to pay for Community Councillors to attend appropriate meetings on its behalf.

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What's Happening with the 4th Periodic Review?

The 4th Periodic Review commenced on 4 February 2013 and the initial public consultation phase finished on 29 March 2013.  We are now collating your responses and these will be presented to a meeting of Dumfries & Galloway Council on 27 June 2013 for consideration, together with requests for boundary map changes.  The process for requests to change Community Council boundary maps can be found at the bulleted link below. 

•  Community Councils: Guidance for Boundary Map Changes [38kb]

The Scheme for the Establishment of Community Councils in Dumfries & Galloway will be amended after the meeting of Dumfries & Galloway Council and the second public consultation phase will open on 22 July and close on 13 September 2013.

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We want to change our Constitution - do you have a template we can use?

Third sector (voluntary and community) groups that apply to the Council's Area Committees, Village Halls Improvement Scheme, Regional Grants Budget and to local Sports Councils must have a minimum of two authorised signatories that are not connected and this should be written into their constitution. This is one of the minimum essential requirements that were introduced for the protection of voluntary management committees in an effort to lessen the risk of fraud. Within 3 months after the elections in October 2012, Community Councils must draw up a constitution which must be approved at an Annual or Special General Meeting and submitted to Dumfries and Galloway Council for ratification. You are advised to adopt this  Community Council Constitution [182kb] as it is compliant with Council policy and is based on the existing Scheme. Please note this is a revised version of the Constitution dated December 2012 following feedback from Community Councils, the main changes being at paragraph 12.4 changing "any two of three authorised signatories" to read "any two of the authorised signatories" and at paragraph 12.6 where an additional sentence has been added "For the avoidance of doubt...Council". We have also added in lines for signatories' names to be printed in block capitals. Do not worry if your Community Council has recently adopted the Constitution dated May 2012 - these are minor changes and there is no need to adopt this version.

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Community Council Administration Grants

Your Area Committee Administrator will send you a form each financial year to allow you to apply for your Community Council's administrative grant. Section 13 of the Good Practice Guidance for Local Authorities and Community Councils advises what the administrative grant should be spent on. If you need advice regarding the eligibility of particular goods or services, please contact your local Area Committee Administrator.

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Data Protection Registration

Community Councils have an obligation under the Data Protection Act 1998 to register with the Information Commissioner's Office (ICO).  There is a cost of £35 a year for data protection registration and Dumfries & Galloway Council has made the administrative arrangements for this cover over the last two years.  However, due to difficulties with the administrative process, as of financial year 2013/14 each of our local Community Councils will revert to being responsible for registering with the ICO for data protection, and Community Councils should receive a reminder letter directly from the ICO some time before their registration fee is due to be paid.  The annual fee of £35 should be made using the Community Councils' administration grant.  For more information visit Information Commissioner's Office.

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Honorary Payments to Secretaries/Treasurers

If your Secretary or Treasurer is paid an honorarium by your Community Council, it is necessary to check with HM Revenue & Customs as to whether PAYE comes into effect.  This very much depends on the personal circumstances of each person receiving payment. 

• The individual receiving the honorarium may telephone HM Revenue & Customs on 0845 300 0627 and choose the PAYE coding query options; OR
• Your Community Council should send a letter to HM Revenue & Customs, PAYE & Self-Assessment, PO Box 1970, Liverpool, L75 1WX (include the names of the people receiving the honorarium, their national insurance numbers, how much the payment is for each person, and what tax year the payments relate to).

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What is the Dumfries and Galloway Compact?

The local Compact is a partnership agreement between voluntary, community and public sector bodies in Dumfries & Galloway. The Compact sets out the best way for public bodies such as the Council to work with voluntary and community organisations. The Compact should improve the quality of life of local people.

To date more than 100 organisations have signed up to Dumfries & Galloway Compact; Community Councils are encouraged to sign up, as they are a community group with statutory responsibilities.

Read more about the  Dumfries and Galloway Compact [1Mb].

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Good Practice Guidance for Local Authorities and Community Councils

The Scottish Government has updated its Good Practice Guidance for Community Councils - please click on Scottish Government's website link to the new Good Practice Guidance. Should you have any difficulties in downloading this document, please contact Anna Gilbert at the Scottish Government on 0131 244 2794 to request a paper copy.

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