Chair’s Annual Report 2023-4

Annual Report of Merchiston Community Council for 2023-24.

  1. PURPOSE and ROLES – Merchiston Community Council (MCC) operates in accordance with the City of Edinburgh Council (CEC) Scheme for Community Councils, which states:

“The general purpose of community councils is to act as voices for their local

areas, articulating the views and concerns of individuals and groups on a wide

range of issues of public concern, including making representations to the City of

Edinburgh Council, other public sector bodies and private agencies on matters

within their sphere of interest.

Community councils have a statutory right to be consulted on planning

applications. Community councils are competent objectors to all licence applications lodged with the City of Edinburgh Council in terms of the Civic Government (Scotland)

Act 1982, which includes applications for House in Multiple Occupation licences.

Community councils are the key community representative bodies within the local community planning arrangements across the city of Edinburgh.”

MCC operates independently from CEC and works to represent and support our local community, to facilitate community improvements, and to encourage community spirit.

Geographically, MCC serves Bruntsfield, Churchill, Fountainbridge, Greenhill, Polwarth, Shandon and Viewforth. MCC’s boundaries straddle sections of CEC Ward 9 (Fountainbridge/Craiglockhart) and Ward 10 (Morningside).

MCC website:  www.merchistoncc.org.uk

  • MEMBERSHIP – MCC has a maximum membership of 16 full members. MCC membership currently comprises a team of 14 residents who are full members, with two vacancies.

2.1 Membership and Office-Bearers 2023-24:

  • Chair – Ian Doig
  • Vice-Chair and Engagement Officer – Vivien Kitteringham
  • Secretary – Daniel Cairns
  • Treasurer – Frances Hawarden
  • Mairianna Clyde – Planning Lead
  • Bridget Stevens – Licensing Lead
  • Klaus Glenk
  • Joan Houston – Leaf Clearing Scheme; Joint Manager
  • Ruben Manso
  • Vanessa Meadu
  • Roma Menlowe – Polwarth Pavements Improvement Project Lead
  • John McKenna
  • Declan Murray
  • Helen Zealley – Leaf Clearing Scheme; Joint Manager
  • Ewan Klein – Previously Website Manager (resigned on emigrating May 2023)

2.2 Associate Members – MCC appoints representatives from local schools as Associate Members, each year. Objective is to bring young peoples’ perspectives to MCC discussions and activities; Associates gain insight into local issues and community activities.

Associates this year were:

  • Boroughmuir High School – Raphael Uddin and Jed Calvert
  • Bruntsfield Primary School Parents’ Council – Jay Feeney
  • Craiglockhart Primary School Parents’ Council – Kersti Anear
  • George Watson’s College – No nomination for 2023-24
  • Steiner School – No nomination for 2023-24.

2.3 Ex-Officio Members: CEC’s CC Scheme states: “Relevant Local Authority Councillors, MPs, MSPs, MEPs and SYPs, whose wards fall wholly or partly within the geographical area of the community council area, shall be ex-officio members of the community council.”

CEC Ward Councillors have continued to participate constructively in MCC meetings, provided updates and discussed concerns raised by MCC and residents during the year.

  • Vacancies – MCC experiences membership turnover occasionally because of members moving out of the area, health etc. MCC welcomes enquiries about becoming involved and/or a member of MCC from residents interested in supporting community issues.

MCC is seeking a Minute Secretary; and is appointing a new Website Manager.

For residents who might be interested in getting involved, please email merchistonchair@gmail.com with your name, address, and brief background to obtain more information.

  • MEETINGS AND MINUTES – MCC held eight public meetings during 2023-24, plus several internal planning meetings; all were Zoom virtual meetings. Minutes of MCC public meetings are posted on our website: www.merchistoncc.org.uk

MCC switched to Zoom meetings from March 2020 because of Covid restrictions. Using Zoom, has increased the range of MCC members, residents and City Councillors who participate in MCC meetings to express views, ask questions and keep abreast of issues.

  • CEC REVIEW of COMMUNITY COUNCILS – CEC is currently reviewing its present Scheme for Community Councils and is currently finalising public consultations on proposed changes to its Scheme for CCs. CEC has not yet decided on proposed changes.

MCC has been disappointed in the proposed changes, as highlighted below. The proposed changes by CEC have been extensively discussed in MCC public meetings, and MCC’s concerns have been submitted to CEC and to EACC.

Objective of CEC’s review, in MCC’s opinion, should be to make community councils more attractive to residents to participate in community engagement activities, and also to streamline CEC’s administrative arrangements to support community councils.

As a further objective, community councils would be more effective if perceived as having greater influence with the City Council, and thus be able to “make a difference” in representing views of residents, especially on Planning Applications, and community engagement projects.

Negative proposals CEC is considering include additional administrative restrictions on all CCs, including limiting the tenure of all CC Chairs to “One-Term Only “with a maximum of 5 years, and restricting co-options between CC elections (which could result in a community council becoming inquorate if members move away), plus additional red-tape requirements to notify CEC 10 days in advance for EVERY CC meeting and to submit minutes to CEC for EVERY CC meeting – not realistic.

MCC has made it clear it does not have sufficient resources to comply with the additional requirements CEC proposes. No additional funding or meaningful support for CCs has been proposed – if anything, the reverse.

CEC’s review appears not to recognise the very limited volunteer resources available to community councils; MCC has no staff whatsoever and operates on only a small running costs grant of around £900 per year from CEC.

EACC and other community councils share MCC’s frustration and disappointment in CEC’s review proposals and predict “unintended consequences”.

  • ENGAGEMENT OFFICER’S REPORT – Vivien Kitteringham is Engagement Officer and Vice-Chair of MCC.

Engagement work with the local community focused on improving MCC’s website and organizing a presence of MCC at local events. After the previous web manager left, the maintenance of the website was distributed among several members and some hiccups have been ironed out. Very recently a prospective new web manager has been identified and we hope that with his help our website can be made more attractive as a source of local information for residents.

MCC had a stall at 3 events associated with the Union Canal (rowing boat hire end of season 2023 and beginning of season 2024, Canal Festivals June 2024). We are grateful to the Edinburgh Union Canal Society (EUCS) for providing shelter and a table each time. This gave us the opportunity to talk to residents about MCC’s work and projects and hear their issues, to encourage them to attend our meetings and in a few cases to recruit new members. MCC profile Postcards and pencils bearing our website address were distributed, which could be used to inform us of residents’ concerns.

Posters advertising our meetings are displayed on local noticeboards and in local shops and on social media, as well as on our website. Online meetings have proved advantageous in increasing attendance by residents. Recently the format of meetings has been improved to enable issues that residents bring to meetings to be discussed at the beginning of meetings, to avoid attendees leaving the meeting early.

Despite MCC’s best efforts it continues to be difficult to reach a wide range of different residents and therefore to accurately represent their opinions. However, we continue to try to find opportunities to find out what our residents think and any concerns. 

  • SECRETARY’S REPORT – Daniel Cairns is MCC’s Secretary. His main activity is managing MCC’s social media and fielding enquiries received by MCC. Daniel processes emails and messages directed to MCC inbox, including messages that are either: spam, generic email from CEC, or direct emails which he can redirect or answer directly

On average, MCC’s inbox received around 30 emails a week recently. However, this can increase quickly depending on unknown external factors.

  • PLANNING REPORT – MCC is a statutory consultee for all planning applications in our area. MCC scrutinises planning applications and also considers representations from residents about planning issues. Several controversial planning applications were discussed during the year in MCC online public meetings and discussions documented in MCC’s minutes.

Mairianna Clyde is MCC’s Planning Lead. Issues discussed during this year included:

  • Dundee Street/Dundee Terrace – Proposal for a major new PBSA (purpose-built student accommodation) of 206 bedspaces. MCC and numerous residents submitted critical comments to CEC Planning. CEC however recently approved this development.
  • 36-38 Yeaman Place (former car parts shop) – Renewed application submitted to CEC for conversion to a pizza restaurant and takeaway. Residents again objected to CEC about several negative impacts on surrounding property. Application not yet decided by CEC.
  • Dundee Street – Office block opposite Fountainbridge Library. Preliminary proposal to demolish the whole site and replace it with flats, either for students or rental. Proposal not yet formalised.
  • Dalton’s Scrapyard, 23 Yeaman Place – A developer applied for planning consent to build 148 student flats on the scrapyard site. The large scale of the proposed flats is considered by MCC to be extreme over-development of this site in an already very densely populated part of Merchiston; this area already has some of the highest population densities in Edinburgh according to Census data. Concern was also expressed by adjoining residents about the implications for their properties, including privacy, blocked daylight, noise, increased traffic etc. MCC and many residents lodged objections to this planning application. However, planning consent was recently granted by CEC.
  • McLarens Restaurant at Holy Corner – Recurring complaints again this year from residents that McLarens has blocked off the public right of way across the front of the former bank building. This has led to numerous complaints, including risks to pedestrians because the blocked right of way means people must navigate through the narrow pavement at this busy and congested junction. Complaints also point out road safety hazards from delivery vehicles and rubbish removal vehicles obstructing pavements and roadway at the busy bus stop in Bruntsfield Place, contrary to the planning conditions imposed for delivery vehicles on this site. MCC has raised complaints from residents with CEC City Councillors.
  • Trees – MCC has also discussed the issue of planning consents for tree felling. While trees in private gardens are legally a matter for proprietors, they are also part of the public amenity of the area and contribute both to the well-being of residents and visitors, and to carbon storage.  Through the good offices of our Ward Councillors, MCC is pursuing this issue: we believe there are matters of policy and accountability that need to be further explored. 
  • LICENSING REPORT – MCC is also a statutory consultee for all licensing issues in our area. MCC scrutinises licensing applications on behalf of residents and recommends appropriate action. Bridget Stevens is MCC’s Lead on Licensing issues.

Since June 2023, applications relating to five, mostly large commercial premises in the MCC area were scrutinised by Licensing Lead Bridget Stevens, circulated round MCC for views, and formal responses submitted.  

In addition, the long-running saga of Peter Dalton’s metal-dealing licence, which had involved us in extensive and detailed correspondence with lawyers for both CEC and Dalton, came to an end when Dalton withdrew his appeal against the refusal of renewal of his licence, and thus there was no need for a court case.   It has been confirmed that all of MCC’s comments are read out in full at the Licensing Board.  

Specifically, we always note that, even when not objecting to the grant of a licence, MCC reserves the right, in the event of complaints about noise or other disturbance, to revert to the Board for re-consideration of the licence.   MCC also always stresess the importance of accessibility for wheelchair users.

  • POLICE REPORT – MCC meetings have again been without the previous participation of Police Scotland since March 2020 Covid lockdown. Previously, local police officers attended MCC public meetings and gave informative reports and discussed crime incidents, statistics, and trends. Police Scotland informed MCC in 2020 that officers will be unable to provide local Police reports and participate in MCC meetings because of “reassigned priorities”.

A helpful initiative is Police Community Forum meetings, organised by SW Police Division to recognise that Police officers are no longer available to participate in CC meetings.

Forum meetings comprise 2-way discussions with recognised community representatives and provide in-confidence opportunities for community groups in SW Edinburgh (including Merchiston CC, Fairmilehead & Craiglockhart CCs, plus CEC Ward 8 & Ward 9 councillors) to discuss Police updates on local issues and Policing priorities & resource limitations. Community representatives obtain confidential insights about crime trends, burglaries, assaults, anti-social behaviour, drugs issues etc. Community representatives also have opportunities to request Police to focus greater action & visibility on specific community complaints, recently including speeding vehicles, anti-social behaviour hot-spots, burglaries, irresponsible cyclists, shoplifting etc. An equivalent Police Forum for SE Edinburgh is being considered, including Bruntsfield and Morningside areas.

  • TREASURER’S REPORT– Frances Hawarden, MCC’s Treasurer, ably managed MCC’s finances and kept members fully informed of all expenditure & income transactions and financial decisions during the year. MCC’s costs were lower again this year because MCC did not incur previous accommodation hire costs because all meetings were virtual, albeit with Zoom licence and website costs. MCC’s income comes from a small annual grant from CEC.

The audit of MCC’s accounts for 2023-24 has been completed by an independent scrutineer and the accounts will be submitted to MCC’s AGM for approval.

  1. COMMUNITY PROJECTS DURING THE YEAR INCLUDED:
  • Polwarth Pavements Improvements Project and Polwarth Roundabout

Roma Menlowe heads a team of MCC members and residents on this project.

In August 2021 MCC embarked on a project to take forward an assessment of Polwarth’s pavements, conducted by Edinburgh Living Streets (ELS).  ELS pointed to various risks to pedestrians, especially at the major intersection at Polwarth Gardens/ Polwarth Crescent/ Granville Terrace, and to redundant street furniture, poor pavement quality, excessive traffic volumes and impediments to active travel.  MCC decided to seek the community’s views on this intersection; to gather and interrogate traffic and other data; and to develop constructive proposals for improving safety and amenity in the area.

The result was the MCC’s report – Polwarth Pavement Project: an exercise in community engagement – which was published online and sent to CEC in June 2023.  That report was funded by a small grant from CEC’s community grants scheme.  It is available to download at https://merchistoncc.org.uk/projects/the-polwarth-pavement-project/polwarth-roundabout-report/.  It reports on MCC’s community survey; the analysis of traffic and pedestrian data gathered by professional traffic managers; a report from Police Scotland; and insights from local stakeholders, including businesses at the ‘local centre’ of Polwarth and community organisations in the area.

MCC’s recommendations seek to address, in an integrated way, the various risks and problems of the Polwarth roundabout.  Their aim is to reduce the risks to pedestrian safety; constrain vehicle speeds at the roundabout; reduce the attraction of the ‘rat-run’ from Dalry to Colinton which pivots through the roundabout; increase the scope for active travel, especially for pavement users and cyclists; provide better loading facilities for local business; enhance the amenity of the area, and reset the balance between vehicles and pedestrians decisively in favour of the latter.  All these recommendations are in line with CEC’s Edinburgh Design Guidance, and with CEC’s major strategic policies on active travel, road safety and 20-minute neighbourhoods.

For the past year, MCC has sought to engage constructively with CEC on its proposals and find a pathway to implementation.  Recognising CEC’s resource challenges, the project report includes proposals for phased implementation and some low-cost ‘quick wins’.  In late 2023, Sustrans expressed strong interest in funding detailed design work on MCC’s proposals, under their Street Design Programme; but funding for this was then withdrawn by Transport Scotland and that avenue to implementation was closed off.

CEC have expressed some interest in the project, but this has not yet resulted in any specific proposals to adopt all, or even some, of our recommendations.  Perversely, CEC has insisted on carrying out a long-planned project to resurface the pavements at the intersection but without pausing to consider whether it could cost-effectively incorporate our proposals.  The result of that (expensive) 26-week project is smoother pavements but no improvement in pedestrian or cyclist safety.  The resurfacing has effectively entrenched the 1970’s layout and runs counter to CEC’s design guidance.  The community’s concerns – about vehicle volume and speed and the over-use of the rat-run – remain acute.  

In April 2024, CEC launched a new Local Traffic Improvement Programme, designed to fund small-scale improvements which were not included in the Council’s major junctions upgrade.  MCC has submitted a bid under that programme and now waits to hear the outcome.

This project has prompted MCC to reflect on many issues: some of these are included in section 14 of our report.  There are also, we feel, points for CEC to consider: its capacity to respond to proposals which straddle the Council’s own administrative and managerial ‘silos’; and whether its response to community council endeavours matches its rhetoric about community engagement.  Throughout this whole process, MCC was delighted to have the firm support of all 7 of our Councillors in Wards 9 & 10.  We continue to hope that this will in due course translate into the adoption of our recommendations.

  • Leaf Clearing Project – Joan Houston and Helen Zealley again jointly managed this community participation project, under which “hands-on” leaf clearing was carried out by local volunteers and MCC members. CEC no longer clears fallen leaves from pavements and gutters, resulting in risks of blocked street drains, flooding and risks of people falling on icy leaves and being injured. Feedback from residents has been very positive and it is intended this will be an annual community participation event each year. A “thank you” reception for leaf-clearing residents was held in December 2023 at Polwarth Church.
  • Union Canal – MCC actively participates in supporting activities connected with the Union Canal. MCC manned a profile-raising stall at the Canal Festival in June 2023, and again in June 2024 on the canal towpath beside the Ashley Terrace Bridge. MCC members were available on the stall to discuss with residents MCC’s role, promote MCC’s public meetings, and encourage residents to support improvements to our neighbourhood. MCC has also been supportive of the Edinburgh Union Canal Society (EUCS): Website: https://www.eucs.org.uk
  • Meadows Festival – MCC attended and achieved a profile-raising presence. 
  1. OTHER ORGANISATIONS – MCC maintains links with many other organisations, incl.
  • EACC – MCC Chair represents Merchiston in meetings of Edinburgh Association of Community Councils (EACC), the umbrella and coordinating organisation for the 46 community councils in Edinburgh. EACC provides a useful platform for the exchange of views and discussion of issues with other CCs.

Website: http://www.edinburghcommunitycouncils.org.uk

  • Southwest Community Grants Funding Panel – MCC Chair also chairs the SW Funding Panel, which considers applications for community grants of up to £5,000.

Website: https://www.edinburghpartnership.scot/get-involved/south-west-community-grants-fund/1

  • Morningside Community Grants Panel – Bridget Stevens represents MCC on this Funding Panel. Contact: Elaine.Lennon@edinburgh.gov.uk 
  • MCC members also serve on committees of several other local organisations:

Bridget Stevens represents MCC as Trustee and Corporate Member of FOMBL (Friends of the Meadows and Bruntsfield Links) http://www.fombl.org.uk/.

Bridget also serves as a Trustee of Edinburgh Union Canal Society.

Other MCC member links include with George Watsons College Community Liaison Group, and the Astley Ainslie Community Engagement Group (AACEG).

  1. FORTHCOMING YEAR ISSUES:
  • Community Council Elections. Elections for membership of all 46 of Edinburgh’s community councils are normally held every 4 years and election arrangements are prescribed in the CEC Scheme for Community Councils.

CEC will appoint a local City Councillor from each area as Returning Officer, who will organise CC elections.

CC elections are due in 2024 but date not yet decided – probably Autumn 2024, but may be delayed because of UK General Election.

  • Residents- MCC encourages public participation by residents in its public meetings and community projects. MCC provides an “open forum” session at the beginning of its meetings for resident to discuss any issues with MCC and Ward Councillors.
  • Businesses – MCC would welcome input and representation from local businesses.
  1. THANKS – As Chair, I would particularly like to record my thanks to our hard-working team of MCC members, to our CEC Ward Councillors, to CEC staff, and to residents and volunteers for their comments and support for Merchiston Community Council.

———————————–

Ian Doig. Chair of Merchiston Community Council. June 2024.

email:  merchistonchair@gmail.com  

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