The Scottish Borders Council is scheduled to meet on 25 September 2025, to review the scheme for community councils and consider a report by the Director Corporate Governance. Councillors will also consider any other items previously circulated, and any urgent items the Convener decides to include.

Here's a closer look at the main item on the agenda:

Review of Community Council Scheme

The council is scheduled to consider a report regarding the Community Council Scheme of Establishment and the Community Council Handbook.

The report pack states that a working group was formed in 2019, including councillors, officers, and community councillors, to review the current scheme for Community Councils. The purpose of this review is to ensure the scheme remains current, complies with legal requirements, and reflects good practice. According to the report pack, the last time the council approved the scheme was in 2014.

The report pack indicates that the working group has completed its review, taking into account consultation feedback and specific changes. These changes include:

• A proposed structural change to the Parish of Stow Community Council, reducing its membership from 12 to 8 members, with 4 seats from Stow and 4 from Fountainhall.
• A proposed structural change to the Leitholm, Eccles & Birgham Community Council, increasing its membership from 10 to 12, with 4 seats each from Leitholm, Eccles and Birgham.
• The creation of a Community Council Handbook to provide guidance and resources for Community Councils. The handbook is intended to be a 'living document' that can be updated more regularly than the scheme itself.

The report pack includes a recommendation for the council to approve the Scheme for Community Councils and the Community Council Handbook. It also recommends delegating authority to Nuala Mackinlay, Director Corporate Governance, in consultation with the Executive Member for Community and Partnership Development, to make minor amendments to the handbook ahead of the next statutory review of the scheme.

According to the report pack, a public consultation on the draft amended scheme was conducted from 24 January 2025 to 4 May 2025. The report pack states that press releases were issued, posters were displayed, and documents were made available at contact centres and Council HQ.

The report pack notes several implications of the recommendations:

• Financial: Any consultation costs will be met from current budgets.
• Risk: There is a risk of reputational harm if the consultation is not progressed.
• Sustainable Development Goals: The report contributes to UN Sustainable Development Goal 16, promoting peaceful and inclusive societies.

The report pack also states that the Director of Finance, the Chief Officer Audit and Risk, the Director (People Performance & Change), and Corporate Communications have been consulted.

Community Council Handbook

The report pack also includes the Community Council Handbook as Appendix 2. The handbook aims to provide guidance, training resources and an overview of Community Councils. It includes information on:

• The role of a community councillor
• The roles of office bearers
• Community council elections
• The constitution and standing orders
• Meetings of the community council
• Community council finances
• Data protection
• Equality, discrimination and unconscious bias

The handbook also includes several appendices, including:

• Office Bearer Roles Guidance
• Community Council Election Guidance
• Community Council Constitution Example
• Community Council Standing Orders Example
• Complaints Procedure Example
• Community Council equalities Statement
• Community Council Privacy Notice Example
• GDPR Briefing for Community Councils
• Community Council Documentation Retention Schedule
• Financial Management Best Practice Guidance
• Community Councils and the Planning System Guidance

The handbook notes that Community Councils have a statutory role in the planning system and must be consulted on a variety of issues. It refers to PAN 47 for advice on Community Councils and Planning.

The handbook also provides guidance on campaigning on issues, stating that Community Councils should base their position on the views of the majority of citizens and be honest and realistic about whether they can make a difference.

The report pack includes Appendix 3, a summary of the consultation responses to the review.