Draft Minutes of recent meeting & Agenda for next

The draft minutes of the Machars Community Council Federation of which Port William Community Council  is a member can be viewed as a pdf file by following this link  federation_2016_10_12 



FIRST DRAFT MINUTES are for the AGM held in May 2016
SECOND DRAFT MINUTES are for the last monthly meeting held in April

FIRST AGENDA is for the AGM Meeting Wednesday 31st May at 7.30pm
SECOND AGENDA is for the May monthly meeting Wednesday  31st May at 8.00pm

Draft Minutes of the A.G.M. Meeting held Wednesday 25 May 2016
7.30 p.m. Maxwell Hall, Port William.

Community Councillors : Mrs A Highman (Chairman); Mr P Smellie (Vice-Chairman); Mrs J Gray (Secretary); Mr J Gray (Treasurer); Mr D Ballantyne; Mrs F Broll; Mr P Carrigan; Mr R McElrea; Mr J McMaster; Mrs H Pavitt; Mr P Williams;

Regional Council Representative : Cllr Grahame Forster.

2. Apologies – Mrs S Windle.

Mrs Highman opened the meeting with a warm welcome to those present and advised members of the passing of Mr Brian Highman who had been a member of the Community Council for a number of years. Members expressed their condolences to her and to her family.

3. The minutes of the A.G.M. held 27th May 2015 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 Smellie and signed by the Chairman.

4. Matters Arising – None

5. Chairman’s Report. – Mrs Highman said how it had been a busy and productive year with the regular problems of dog fouling, the condition of roads and infrastructure and the speed of vehicles through the village all causing concern. She spoke of the flooding within the Newton Stewart area and the resulting damage to the A75 and A77 with consultations continuing with the Transport Agencies and D & G Council to deal with the situation. She reminded members of the issues successfully dealt with over the past twelve months with the Carscreugh Renewable Energy Park Ltd, Community Windfarm Benefit having been received and distributed to the 5 local groups who had made application, the Gardeners Group, MADAG, The Pantomime Company, PWCC SCIO, and the Youth Group.; the new PIRSAC building having been completed and with the new café, ‘The View’ being opened for which the Community Council have contributed to the making of the new car parking area; the setting up of the new Federation of Community Councils of which we are now members and whose meetings are attended regularly by herself and the Vice-Chairman; the placement of the new Gabion Baskets with thanks recorded to D & G Council for the funding of these; consideration given to the Day of the Region which it is hoped Port William will take part in 2017; the election of the new Community Council, for a four year term, which took place in October and which saw us bidding farewell to some members but also welcoming some new ones, although it was with sadness that we recorded the death of Mr Jimmy Brawls, who was also the Harbour Master in January of this year. The sale of the premises housing the library resulted in the facility being re-sited in the Maxwell Hall, thus improving the Supper Room and with further improvements for the hall generally planned for later in the year; new notice boards have been provided for Elrig, Mochrum and Monreith; a contribution was made towards the Beacon lit in honour of the Queen’s 90th birthday and the final achievement of the year was for our team to win the trophy at the Senior Citizens quiz. Mrs Highman concluded her report by thanking the Vice-Chairman, the Secretary, the Treasurer, the elected members of D & G Council and all the members of the Community Council for all their hard work and support throughout the year.

6. Financial Statement – Copies of the Income and Expenditure Account for the year ended 31st March 2016 were circulated to those present and Mr Gray gave a full break down of the figures for the year, advising of the change of name of the Village Improvements Commercial Instant Reserve Account in October 2015 to a Business Banking Instant Access Account and that the interest rate had been reduced from 0.5% (gross) to 0.05%. He spoke of the Windfarm Community Benefit which had been received and paid out in full, of the discretionary Grant of £495.30 which remained unchanged from 2014/15 and the grant towards the Decorative Festive Lighting of £478 with an accrued sum of £641.47 being held as restricted funds in the Treasurers Bank Account, and advised that a total of £88.16 had been received as ‘Wishing Well’ donations. A donation of £100 was made to the Cree Valley Flood Relief fund and contributions made to PWCA SCIO towards the Christmas trees and lights and also half of the insurance costs paid for the Bonfire and Fireworks display in November. Total Income for the year amounted to £ 3615.16, Expenditure £ 4273.59 and the closing balances as at the 31st March 2016 are Treasurers Bank Account £ 825.71 of which £ 641.47 is restricted and in the Village Improvements Account £ 1464.11. Mr Gray thanked D & G Council for the grants they give to the Community Council and Mrs Audrey Kevan for checking the accounts and concluded his report by reminding members that apart from the restricted grant for the Festive decorations the Administrative Grant is the only source of income received by the Community Council and although this covers administration and some ongoing expenses in order for village improvements to continue as they have in the past year other fundraising activities will need to be considered.

7. Election of Office Bearers.
Cllr Forster took the chair for the elections and congratulated Port William and District Community Council on all that they had achieved throughout the year, adding how he always found it a pleasure to attend their meetings
Chairman – Mrs A Highman – proposed by Mrs J Gray. Seconded by Mr P Carrigan.
Vice- Chairman – Mr P Smellie – proposed by Mr J McMaster Seconded by Mr P Williams.
Secretary – Mrs J Gray – proposed by Mr P Smellie. Seconded by Mr P Williams
Treasurer – Mr J Gray – proposed by Mr P Williams. Seconded by Mr P Carrigan.
Mr P Smellie agreed to remain as Press Officer and Windfarm Representative, Mrs H Pavitt agreed to remain as Webmaster and Mr D Ballantyne together with Mr P Smellie will continue to monitor planning applications and will bring to the attention of the Community Council anything controversial that may need to be discussed.
There being no further business the meeting closed at 7.59 p.m.
Draft Minutes of the Meeting held Wednesday 26th April 2017. 7.30 p.m. Maxwell Hall, Port William.
Community Councillors: Mrs A Highman (Chairman); Mr P Smellie (Vice Chairman);
Mrs J Gray (Secretary); Mr J Gray (Treasurer);Mr D Ballantyne; Mr P Carrigan; Mr J McMaster; Mrs H Pavitt; Mrs P Watkins; Mr P Williams; Mrs S Windle.

Cllr Jim McClung

2. Apologies – Mrs F Broll; Mr R McElrea.

3. Declarations of Interest: – Not relevant to items listed for discussion.

4. Police Report – Constable Dodds attended and spoke of the review being undertaken by the Police Force, to be completed by 2026 and anyone wishing to take part in the consultation of the strategy can visit consult.scotland.police.uk/consultation/2026 or e-mail.
Details were given of the National Stalking Helpline and anyone subjected to this should telephone 0808 802 0300. He advised of an incident in March which took place on licensed premises and spoke of an operation in place to highlight bogus callers, requesting that if anyone is affected by this they should report it immediately with as much information as is available including time and date and with any vehicle details and a trader’s name if possible. Constable Dodds also gave details of a ‘Community Speed Watch’ initiative which can be done as a group, but with a need for Public Liability insurance. The correct high visibility clothing would be required as would the necessary training both of which can be provided, and he agreed to speak further about this at a future meeting if members felt it appropriate. A report was made to him of trailers parking on Second Sands car park with no reflectors, which makes them very difficult to see at night and hazardous to other vehicles.

5. Minutes of the meeting held 29th March having been previously circulated and taken as read were proposed as a true and accurate record by Mr P Smellie and seconded by Mr P Williams.

6. Matters Arising
6.1 – Winter Resilience Equipment – Elrig, Mochrum and Port William – Spreaders not yet received.
6.2 – Salt Box, Elrig – To be removed to a more suitable location within the village – Cllr McClung to arrange.
6.3 – Clanty Buis – Notification from Economy Environment & Infrastructure Department that the subsidence is being monitored and is not worsening. – Mr Williams informed members that in his opinion this road is in a dangerous condition and the Secretary was requested to advise the Department of his concerns.
6.4 – Drain cover – Bottom of Church Street – still awaiting repair.
6.5 – Car Park, Harbour Green – Mr McMaster and Mr Smellie to arrange repair – Chips and fine gravel to be ordered.
6.6 – Footpath in front of ‘The Man’ – Minor renovations to be arranged.
6.7 – Additional picnic tables for Harbour Green – to be considered.

7. Machars Federation of Community Councils – AGM – date to be decided.

8. Treasurer’s Report – Treasurers Account – i) £ 834.86 with £ 262.52 of the balance restricted in respect of Christmas decorations. Village Improvements Account £ 1386-55. Copies of the Financial Statement to the 26th April 2017 were made available to those present and Mr Gray explained these in detail advising that the Data Protection Registration fee of £35.00 had now been paid. The closure of the bank was discussed and Mrs Highman informed members that she had agreed to support Wigtown Community Council in any efforts they may make to try to reverse the decision to close their branch.

9. Correspondence
Notification of a public consultation on improving parking in Scotland – further information can be found on http://www.communitycouncils.scot/improving-parking-in-scotland-consultation-launched.html and will be promoted on www.twitter.com/ScottishCCs. The consultation paper can be found on https://consult.scotland.gov.uk/road-policy/improving-parking-in-scotland/user_uploads/improving-parking-in-scotland.pdf The consultation closes on 30th June 2017 and any questions about the consultation should be sent to parkingconsultation@transport.gov.scot
The Holywood Trust – Funding Surgery – Monday 8th May 10.00 a.m. Wigtown Town Hall.
1.30 p.m. The Whithorn Trust, Whithorn
Third Sector, Dumfries and Galloway – Membership Certificate 2016/17 received together with magazine entitled ‘Empower’ Issue 2
Poster – Stranraer Museum – Sea Pyot Arts Exhibition of Works 29th April – 3rd June
Hags.co.uk – Brochure – Play, Sports and Fitness Equipment Solutions – Special Offers available until 30th June

11. Bookings for Harbour Green – None received.

12. Website Update – Nothing to Report.

13. Planning Applications – None to Report.

14. A.O.B. –
Carsecreugh Renewable Energy Park Ltd. Windfarm Community Benefit – Applications now invited – closing date 30th June.
Review of the Scheme for the Establishment of Community Councils in Dumfries & Galloway – Mr Smellie agreed to study this in detail and advise. He expressed a particular concern at reference to the number of elected Community Councillors falling below the minimum number and co-opted members not being eligible to be counted with a resulting occurrence of a Community Council having to be dissolved.
Concern was expressed at the length of time taken to remove dead animals from the roadside after reporting these to the Regional Council. The Secretary was requested to seek further information as to the time scale for the removal of dead animals and the species that are eligible for removal.
A report was made of the condition of the road from Shore Cottage, Milton to 400m south of West Barr – Cllr McClung to arrange investigation.
A request was made for the speed indicator sited opposite the Second Sands to be moved closer to the start of the village but Cllr McClung advised that this would not be considered as they are sited where the necessary infrastructure is already in place.
Request for ‘Please do not Park on the Grass’ sign to be placed at Second Sands – will need to be discussed with the landowner.
Information sign on Second Sands – in need of renovation – Pauline James to be invited to a future meeting to discuss re-painting – Mr McMaster to consider works necessary on the structure.
Mrs Highman extended thanks to Cllr McClung for all the help and support he, and all the Regional Councillors had given over their period of office and presented him with three framed photographs of the ‘Port William Man’ requesting that he pass one on to Cllr Tuckfield and to Cllr Forster. Cllr McClung thanked all the members of the Community Council for all the hard work that they do and said that it had been an honour and a privilege to have served all of the residents of the current Ward 2 for the past 5 years and wishing the Community Council every success in the future.

There being no further business the meeting Closed at 8.30 p.m. Next Meeting 31st May 2017.
8.00 p.m. Maxwell Hall




Minutes of AGM 25th May 2016

Matters Arising

Chairperson’s Report

Financial Statement

Election of Office Bearers & Committee
Press Officer
Wind Farm Community Benefit Representative
Web Master

Any other competent Business

Agenda – Wednesday 31st May 2017 – 8.00 pm Maxwell Hall, Port William.

1. Attendance – CC/Public
2. Apologies/Not Present
3. Declarations of Interest

4. Police Report

5.. Minutes of Meeting 26th April 2017

6. Matters Arising

7. Federation of Community Councils

8. Finance Report

9. Correspondence

10. Bookings for Harbour Green

11. Website Update

12. Planning Applications

13. A.O.B

Next Meeting Wednesday 28th June 2017 – 7.30 p.m.