Merchiston Districts Community Council — Minutes of Public
Business Meeting and AGM.
Date: 17 th June 2025
Chaired by Ian Doig, Chair of Merchiston Districts Community Council (MDCC)
Started: 19:00. Ended: 20.45.
Present: MDCC Members: Ian Doig (ID, Chair), Frances Hawarden (FH, Treasurer), Joan
Houston (JH), Roma Menlowe (RM), Vanessa Meadu (VM), John McKenna (JMK, Secretary
and minute taker), Gordon Cameron (GC), Struan Robson (SR, Boroughmuir High School),
Swastika Singh (SS, Boroughmuir High School), Mary Badenoch (MB), PC Kirsten Allardice,
SW Community Policing Team).
Residents: Margaret Montgomery (MM)
Apologies Received: Vivien Kitteringham, Bridget Stevens, Klaus Glenk, Hilary Swanston.
Cllr Neil Ross, Cllr Marie-Claire Munro and Raphael Uddin.
No city councillors attended.
Introduction – Chair ID welcomed everyone and expressed surprise at the unexpected low
turnout and absence of several MDCC members, whom it had been anticipated would
attend, and also the unexpected absence of any city councillors from ward 9 and ward 10.
To allow the police officer to give her report and return to duties ID proposed that the
Police report was taken as first item in agenda
Police Report – PC Kirsten Allardice reported that following consistent complaints from
residents in and around Dalry and the canal, an initiative by the police was stopping, and
where appropriate, confiscating electric bikes that either broke the law on grounds of safety
or were being ridden in an unsafe manner. 20 bikes were confiscated in a two-week period.
Bell Bottom Eatery had suffered another blow after its recent break in with vandalism of its
windows early one morning. Residents had heard reports of violence, but the PC confirmed
there was no physical violence. Police are following up both incidents.
After resident concerns, police conducted speed checks on Ashley Terrace following a
serious accident to an elderly woman who was knocked over by a car, and reports of
speeding vehicles near the school. The Pc confirmed no prosecutions were made as the
police presence induced slower speeds, which she said was normal behaviour with Hi-Viz
police officers, although the traffic division often has more success. ID thanked the PC and
she returned to her duties.
Residents’ Issues Forum
MM from Harrison Road reported that a Shandon Safety Group had been formed due to
concerns about pedestrian safety in Shandon. She had been informed that the bridge at
Harrison Road was to be demolished and rebuilt, meaning Shandon and Ashley Terrace will
meantime bear the brunt of North/South traffic, along with Yeaman Place, in the absence of
alternative routes.
There is also a group interested in wider issues in Harrison Park, ”Friends of Harrison Park”.
The Shandon group has a Facebook page, as do Friends of Harrison Park.
VM proposed cross linking the new MDCC website page to the groups. This was agreed.
RM raised concern about increased traffic at the Polwarth Roundabout and in particular the
increase in diverted North-South Traffic, since closure of Harrison Road bridge and the
vulnerability of other roads to closure, funnelling everything through a very few North-
South passages.
It was agreed to consult with CEC on the issue and the possibility as reported of Harrison
Road being closed well into 2026 and the further possibility of heavy vehicles being banned
from using it by a weight restriction, thus funnelling heavy traffic towards Polwarth
Roundabout and Ashley Terrace. There was also uncertainty about repairs to the canal
bridge further up Harrison Road, which is also closed at present and awaiting assessment for
repairs.
Minutes of 20 th of May 2025 MDCC meeting
Approved without change. No additional matters arising.
Chair’s Report –
ID had circulated a written Chair’s report. He gave a synopsis of work being undertaken at
present, including future attendance by MDCC at Canal Festival on Saturday the 21 st of June.
Discussion about items to be used at festival, plus organising members who will attend.
SR and SS gave details of Boroughmuir High Schools participation in the Canal Festival and
JMK asked if it was possible for Boroughmuir to have some cards relating to the PPP on their
tables and stalls, which they agreed to do where possible.
ID updated the meeting on progress of MDCC’s review of the regulation of tree work in
conservation areas. The point of this study is to discover whether the current regulatory
system is fit for purpose and how it is viewed by a range of stakeholders. The study focuses
on the Merchiston & Greenhill Conservation area, but the findings are likely to have
country-wide significance. RM confirmed that a post-graduate student, Will Ellis, had drawn
up a dissertation study plan based on MDCC’s brief, and was already well advanced in his
analysis of tree work data on CEC’s planning portal. Interviews would start shortly. The
study’s results would be publicly disseminated in due course.
ID was happy for Will to join the MDCC stand at the Canal Festival, where he might publicise
his study and speak to residents interested in his work.ID reported a productive meeting with Damian Hayes, Deputy Head Teacher at Boroughmuir
High School and discussion of possible joint projects, including potentially website
assistance.
Local Interest Group membership for Boroughmuir on MDCC and further cooperation to be
further discussed.
Steiner School and Bruntsfield Primary are already Local Interest Group members of MDCC,
and all the local schools seemed willing to engage and this will be encouraged.
JMCK and JH gave report on meeting with Watson’s College representatives that afternoon.
The History of Merchiston Project led by Frances (FH) was felt both by JMCK and JH as a
quick entry point at multiple engagement levels for George Watson’s. JH expressed
disappointment at the lack of ideas and preparedness from GW’s staff (Katy Everett) but
agreed that the history project by Frances opens possibilities for engagement also in PPP
(horticultural and allotment teams) and History (Science, maths, engineering and
Literature). ID had previously met the new school Principal and mentioned the possibility of
cooperation on History Project and other issues previously; the Principal confirmed her
support.
Planning Report – Planning lead absent so no report given.
ID mentioned he had noticed a planning application for a new coffee shop at the former RBS
building at 206 Bruntsfield Place (ref 25/02874/LBC). Thought to be Black Sheep Coffee.
RM reported that the Dundas Street site (former RBS offices building) is reportedly
expecting to have 600 student flats built and 300 standard flats. But no parking provided. No
Affordable Housing.
Also Planning permission for Dalton’s Scrapyard development will run out next year; it is
assumed that financing the proposed development may now be a problem.
Licensing Report – Licensing Lead absent. ID read out brief report he received from Bridget
Stevens re violence at Bell Bottom Eatery. This had been reported to police.
Polwarth Pavement Project –
An update paper had been circulated. VM offered background for new members and
summarised latest developments. The project was making good progress and MDCC
colleagues had formed a positive and constructive relationship with the lead CEC engineer
Robin O’Malley. CEC had undertaken consultations with local businesses and had
developed a second optional design in light of comments from some of the shops. The
Polwarth team had explored with Robin the subsidiary issues noted in the paper for the May
meeting of MDCC; but the window for further flexibility on these points is now closing.
Rather than pursuing them, the team feel the time has come to get the current designs outto community consultation. Praise was given to Robin for his openness and cooperative
way of engaging.
VM confirmed there was unlikely to be any planting of trees in the ground: Robin had
explained that the web of underground utility cables made any rooted plants unviable.
Instead, planters were a real possibility: their design, location and maintenance
arrangements were still to be worked out. As reported in the latest Polwarth newsletter,
the roundabout will be replaced by a T Junction. There will be two Zebra Crossings (the
existing one on Polwarth Gardens repositioned plus a new one at the southern end of
Polwarth Crescent, close to the T junction), much wider pavements, two parking spaces for
disabled drivers, planters, guard rails will be removed etc as per plan circulated. VM and RM
had engaged with landscape artist Jenny Elliott who will make visualisations of the
engineering drawings to support the consultation with residents. These, plus all
consultation documentation, will be cleared through CEC and ready for launch by mid-
August, when the schools resume. The latest Polwarth project newsletter summarises the
key features of the proposals and draws attention to the options on which residents’
preferences will be key. ID expressed his appreciation of the team’s work to date.
All present agreed the visualisations were a very important piece of work and looked
forward to Jenny’s work.
VM proposed a link online with Boroughmuir High School as the PPP should benefit the
pupils. SS and SR said they would investigate this.
Treasurer’s Report –
FH reported that the accounts for 2025-26 financial year were healthy with over £3,000 in
the bank account, albeit £1000 pre-allocated to the PPP. She had been in a bit if a hiatus as
the cheque book had been with the auditor and this had held her back as treasurer from
issuing cheques, but now back on track. ID stated that the auditor praised the books as kept
in very good order by FH. FH expressed a wish to move to digital accounts. This was noted
and agreed by the chair.
CEC Councillors’ Report – No city councillors were present, so no reports were given.
Any Other Business –
Chair ID spoke about several problems that had apparently occurred in what had been hoped
would be a smooth transition from the former Secretary to the new Secretary. These
problems were now holding back progress. The previous Secretary, Daniel Cairns, was not
present but was requested to expedite the handover problems asap.
Laptop – It was reported that Daniel Cairns had not yet handed over the laptop to JMK,
MDCC’s new Secretary. There had been an unacceptable delay by DC, and this meant that
MDCC was currently without an official computer facility, including being unable to archive
agendas, minutes and correspondence etc for MDCC.
Action: Urgent for Daniel Cairns to deliver the laptop to JMK asap.
Laptop is around 8 years old and may need replaced with a modern laptop. ID requested
and obtained authority to obtain an external assessment of MDCC’s laptop capabilities,
options for upgrading or replacement, and costs. The firm of Dunedin Computing had been
recommended for advice.
Social Media – Second problem is that Daniel Cairns had not been successful in transferring
access to MCC/MDCC’s Facebook account to VM, who would in future manage social media
for MDCC – the passwords DC had supplied had not worked and appeared to be incorrect.
VM stated she now had MDCC on Blue Sky and other channels, as alternatives to “X”
(previously Twitter).
Website Issues – ID confirmed members’ frustration at lack of progress on website upgrade.
MDCC’s lack of specialist knowledge amongst members, need to simplify access and
updates, MDCC’s limited funds, and wanting to avoid long term costly contracts were
paramount issues.
VM recommended keeping WordPress, as it is industry standard. VM stated that it is
possible to uninstall some unnecessary optional features installed, to ensure simpler
operation and updating – but this needs specialist knowledge. ID, Vivien, VM, JMK and other
members to investigate further and report back.
Several possible sources of website support had been suggested by various members.
The most appropriate appeared to be independent advice from the Scottish Tech Army, a
not-for-profit charity that supports third sector organisations.
https://www.scottishtecharmy.org/team
ID requested authority to explore options to improve website and, if necessary, to use
MDCC funds to obtain specialist advice re improving MDCC’s website and also to obtain
website training for members. This was agreed. ID, Vivien, RM and JMcK will explore
further.
ID stated that EACC is pressing CEC to supply a universal template webpage and single
licence for all CCs, rather than each CC having to design, implement and pay for their own
website and licence. However, this appeared a long-term aspiration.
ID also mentioned that, at a CEC training event, GDPR and other legislative requirements
were mentioned, and these appeared to be onerous. CEC officer stated that the use of
personal email addresses is not recommended for CC correspondence – recommended to
use generic email addresses instead of personal email addresses. WhatsApp is not
recommended for official CC correspondence either, in light of recent problems at Scottish
Government and elsewhere (but WhatsApp appears ok for informal messages only).
Cockburn Association- There was discussion on the Cockburn Association, including that it is
influential within planning circles. It was agreed to make some closer links to them. ID
stated that MDCC has an ongoing membership subscription of £40pa with Cockburn
Association, but little update information appeared to be being received. Cockburn recently offered a presentation to EACC and/or MDCC and ID wanted to ensure the relationship
between MDCC and Cockburn was strengthened.
At 20.30 the public Meeting was drawn to a close by the Chair
AGM for Merchiston Districts Community Council – 17 th of June 2025
Present – Same attendees as for Public Meeting
Introduction by Chair. Noted
Approval of the Minutes of last AGM of 18 th of June 2024
ID moved for approval of the minutes from last AGM – Approved and Seconded
Annual Report (circulated in advance, for approval and submission to CEC)
ID reported that the Annual Report covered the successful the transition to MDCC from
MCC and covered a slightly longer period than the financial year. This was also due to the CC
elections, reconstitution and reestablishment amongst the 46 Community Councils, in
accordance with rules and regulations mandated by CEC in its recently revised Scheme for
Community Councils.
ID referred to Paragraph 15 in the Annual Report, in which he recorded thanks to all MCC
and MDCC members, local city councillors, CEC officers, and a range of residents who had
supported MCC and now MDCC during this period.
A special thanks was given to Rapheal Uddin for his sterling work and support throughout
the year. He was wished well in his forthcoming move to St Andrews University.
The annual report was approved and seconded
Audited Accounts 2024-25 –
Frances (FH) presented the accounts for approval. She reported that the independent
scrutiny had been completed successfully and the accounts had been verified as accurate.
The closing bank account balance at 31 st March 2025 was £3,347, of which around £1,000
was ring-fenced grant reserved for the Polwarth Project.
ID thanked Frances and again mentioned the praise of the auditor for the presentation of
the accounts.
Office Bearers for 2025-26:
The following appointments were proposed, seconded and approved:
Chair- Ian Doig
Vice Chair – Vivian Kitteringham
Secretary – John McKenna
Treasurer – Frances Hawarden
Inclusion and Engagement – Post not filled. New member Alaa Elwadie had put her name
forward for this appointment but unexpectedly did not attend the AGM. Therefore it was
considered the post could not be filled in her absence as she was not present to sign the
necessary office bearer appointment form. This will be followed up by the Chair after the
meeting.
Post-meeting update – Vice Chair Vivien Kitteringham subsequently agreed to the Chair’s
invitation for her to combine the mandatory post of Inclusion and Engagement Officer with
Vivien’s role as Vice Chair.
Planning Lead. Marianna Clyde (with Mary Breatnach and Nick Brett willing to assist)
Licensing Lead – Bridget Stevens (with Gordon Cameron willing to assist)
Social Media Lead – Vanessa Meadu
Any Other Business – none.
The business of the meeting being concluded, the AGM meeting finished at 20.45