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1. OBJECT
The object of this code is to set out the practice which will be followed by community councils and by local and public authorities with responsibilities in West Dunbartonshire, so that they will keep each other informed on matters of mutual interest.
2. COMMUNICATION PRACTICE
2.1 Communications from a community council to West Dunbartonshire Council must be in writing and addressed to the Director of Corporate Services, the appropriate director of any other department or the Chief Executive at West Dunbartonshire Council, Garshake Road, Dumbarton, G82 3PU
2.2 Communications to the various public authorities with responsibilities in West Dunbartonshire will be addressed to the person designated in Appendix 5 of the Scheme for the Establishment of Community Councils attached.
2.3 All correspondence to a community council will be addressed to the Secretary of the community council concerned.
2.4 Community councils will be expected to provide their own administration personnel.
3. INFORMATION EXCHANGE
3.1 The Director of Corporate Services of West Dunbartonshire Council will forward to the secretary of each community council a copy of all council minutes.
3.2 Community councils will forward to the Chief Executive copies of all minutes of all meetings of their community council within 2 weeks. Advance information about community council meetings should be given to the local councillor(s) for the area of the community council.
3.3 When an office bearer is elected or appointed, the secretary of the community council will advise the council’s Chief Executive of the name and address of the office-bearer and will advise any further changes as soon as possible.
3.4 The Chief Executive of West Dunbartonshire Council will advise the secretary of each community council of the name and address, or of any changes in name or address, of any councillor who represents the whole or part of the area of the community council.
3.5 The council will provide the Community Councils’ Resource Unit with a copy of all Council agenda and minutes.
4. CONSULTATION
4.1 The council will consult with community councils when required to by law, and on other issues deemed appropriate. The council will consult as early as possible to allow community councils reasonable time to give their views.
When consultations are required by law, community councils will respond within the legal time scale.
The council may require to consult with community councils on other matters. Community councils will be expected to respond within the given time scale.
4.2 Where a community council wishes to advise the council of its view on a specific matter this will be put in writing and directed to the Chief Executive and will clearly identify the matter it is referring to.
4.3 The views expressed by a community council shall, where appropriate, go before the appropriate council committee or sub-committee, which will consider the views and decide on appropriate action.
4.4 A community council may also raise matters with the local authority’s elected members
5. REVIEW OF CODE OF PRACTICE
5.1 The council, in consultation with community councils and the public authorities referred to in Appendix 5 of the Scheme for the Establishment of Community Councils, shall keep the terms of this Code of Practice under review, and after consultation, may amend this code. As well as this on-going review, the Code of Practice will be evaluated by the council with the community councils and the public bodies every three years, the first review taking place in 2002.
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