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2008-2012

Involving Communities
Community Engagement Strategy
(incorporating WDC Decentralisation Scheme)
and Consultation Strategy
Involving Communities 2008 - 2012

foreword
by Iain Robertson,
Leader of West Dunbartonshire Council

These strategies have been developed


with input from the community, from a
WDC Community Engagement

range of officers, and also from Elected


and Consultation Strategies

Our Community Engagement and Members through the Community


Consultation Strategies display the Participation Committee.
Council’s strong commitment to listening to
citizens’ views in the development of our Our Community Engagement Strategy
policies and services. They also underline is also the Council’s Decentralisation
our commitment to being a listening Scheme. It sets out our wider approaches
employer. to Community Engagement. The
Consultation Strategy focuses on the
The Council uses a wide range of coordination of consultation and promotion
techniques to gain the views of our diverse of best practice as part of the wider
communities. Wherever possible we work engagement processes.
along with other public sector partners and
partner organisations to involve the The implementation of these Strategies
citizens of West Dunbartonshire. will achieve several benefits including:

• setting a consistent standard for


engagement and working in partnership

• improving the co-ordination, prioritisation


and forward planning of consultation
within the Council and with our
community planning partners

• providing a comprehensive record of our


consultation activity for reporting and for
planning purposes

• supporting employees to use the best


practice in a wide range of consultation
and engagement activity.

We will continue to improve our


performance as a listening Council.
Involving Communities 2008 - 2012

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Involving Communities 2008 - 2012

Involving Communities
contents

page
Community Engagement Strategy
incorporating West Dunbartonshire Council
Decentralisation Scheme

1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2 Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
3 What is Community Engagement? . . . . . . . . . . . . . . 7
4 The Purpose of Community Engagement . . . . . . . 7
5 Our Principles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
6 Our Aims and Objectives . . . . . . . . . . . . . . . . . . . . . . . 8
7 Where does Consultation Fit In? . . . . . . . . . . . . . . . 8
8 Development of Community Planning . . . . . . . . . . 9
9 Activities, Roles and Responsibilities . . . . . . . . . 10
10 Capacity and Resources . . . . . . . . . . . . . . . . . . . . . . 10
11 Community Engagement Structures/
Mechanisms and Representative Groups . . . . . . 12
12 Voluntary Sector . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
13 Current Activity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
14 Best Practice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
15 Success Indicators –
Monitoring and Evaluation . . . . . . . . . . . . . . . . . . . . 15

Consultation Strategy
1 Consultation – a Definition . . . . . . . . . . . . . . . . . . . 18
2 Why Consult? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
3 What the Consultation Strategy will do . . . . . . . . 18
4 Our Principles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
5 Including People . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
6 Consulting with our Employees . . . . . . . . . . . . . . . 20
7 Working with our Partners . . . . . . . . . . . . . . . . . . . . 20
8 Where are we currently? . . . . . . . . . . . . . . . . . . . . . 21
9 Where do we want to be? . . . . . . . . . . . . . . . . . . . . 22
10 How will we achieve this? . . . . . . . . . . . . . . . . . . . . 22
11 Monitoring and Evaluation . . . . . . . . . . . . . . . . . . . . 22

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Involving Communities 2008 - 2012

West Dunbartonshire Council


Community Engagement Strategy
1 Introduction 2 Background

West Dunbartonshire’s approaches to The context in which we approach


community engagement are set out in this community engagement is changing
strategy. The strategy also acts as the and broadening. Developments in our
Council’s Decentralisation Scheme. approaches, underpinned by changes in
local government legislation mean that
partnership working is key to all our
activities. We must organise our
community engagement processes to
respond to this. The development of
community planning structures and
co-ordination of partner community
engagement mechanisms are key factors
in planning our approaches to community
engagement.

A West Dunbartonshire wide Community


Engagement Strategy is required which:

• builds on the best of current community


engagement activity

• co-ordinates activity

• identifies roles and responsibilities

• sets out mutually agreed processes,


structures and mechanisms

• makes the best use of the available


community development resources

• allows us to review progress and


outcomes in a consistent and objective
way.

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West Dunbartonshire Council Community Engagement Strategy

‘ Developing and sustaining a working relationship between


one or more public body and one or more community group,
to help them both to understand and act on the needs or
issues that the community experiences’.

4 The Purpose of Community


3 What is Community Engagement? Engagement

Effective community engagement involves Effective community engagement should


an on-going dialogue with a wide range of result in:
stakeholders within our communities
which informs our practices and service • Enhanced local democracy and
delivery. The National Standards for accountability
Community Engagement define the
process as: • Closer communication

'Developing and sustaining a working • Public participation


relationship between one or more public
body and one or more community group, • Joint ownership of problems and
to help them both to understand and act solutions
on the needs or issues that the community
experiences'. • Better service delivery and policy making

Engagement can also be with individuals In summary, community engagement


in communities (e.g. through mechanisms enables the exchange of information and
like the Citizens’ Panel). knowledge between public service
providers and the communities they serve.
For this to work effectively essential When carried out well it should lead to
elements are: better informed decision making and result
in policies and services which better
• A range of involvement mechanisms reflect the needs of the people who are
appropriate to different people and affected by them or use them.
differing needs within our communities
It should also strengthen relationships so
• Support to build community capacity people can work together to improve local
communities and increase opportunities
• Clarity about roles and responsibilities for their residents. In addition, as public
service providers, we must be able to
• Good links between community evidence the outcomes of our community
engagement structures/mechanisms and engagement activity.
decision-making structures (with roles
mutually agreed and understood)

The aim is for a Community Engagement


Strategy which provides clarity on
approaches and priorities and enables
partners to co-ordinate resources and
activity.

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Involving Communities 2008 - 2012

‘ To support and enable all communities to have meaningful


participation in shaping the policies which affect them and
services which they use, and work together with communities
to improve the quality of life in West Dunbartonshire’.

5 Our Principles 6 Our Aims and Objectives

The principles we follow in relation to The aims of the Community Engagement


Community Engagement are mirrored in Strategy are straightforward:
the Council’s Values as set out the
Corporate Plan. Partnership Working is a “To support and enable all communities to
key value and the following values also have meaningful participation in shaping
underlie our approaches the policies which affect them and services
which they use, and work together with
• Putting Customers First communities to improve the quality of life
in West Dunbartonshire”.
• Communication and Consultation
The objectives to achieve this include:
• Openness and Accountability
• Develop a range of opportunities to enable
• Equal Opportunities communities to engage in a range of ways
(accessible to the fullest range of people)
• Continuous Improvement
• Clearly publicise these opportunities in
appropriate ways
• Sustainability
• Provide accessible information about
In addition we strive to embed good Council/partner services and relevant
practice in working with our communities issues
and we have a number of shared partner
resources to support this, set out in the
• Support community capacity by
supporting the development of
best practice training section of this
representative groups and encouraging
Strategy.
networking between them
• Make specific arrangements to ensure
the involvement of excluded and minority
groups
• Work in partnership with the community
and voluntary sector

7 Where does consultation fit in?

Consultation is an important aspect of the


wider process of community engagement.
The Council’s Consultation Strategy,
included in this document, sets out how
we propose to co-ordinate consultation
and promote best practice in our activity.

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West Dunbartonshire Council Community Engagement Strategy

8 Development of Community Planning

The Scottish Government ‘s approach to


Community Planning aims to enable
community planning resources to be
directed in a more flexible way, suitable
to local needs.

Given the wide scope of Community


Planning, and the close match between
the Community Plan and partner plan
objectives including the WDC corporate
plan, all partners are involved. The
development of the Single Outcome
Agreement approach now provides an
even greater focus for joint planning
processes.

During 2008 community planning


engagement and governance structures
are under review. There is an opportunity
to develop meaningful engagement
structures which are able to reflect local
views and issues and feed into the wider
West Dunbartonshire perspective through
appropriate mechanisms.

It is important in the development to


ensure that engagement mechanisms
work in harmony and to avoid duplication
and subsequent ‘overload’ on active
members of our community.

In the development of structures we must


also be clear about mutual roles and
responsibilities and links with decision
making.

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Involving Communities 2008 - 2012

‘ To ensure best use of resources and avoid duplication


it is important to establish clarity about roles and responsibilities
and to review arrangements regularly and develop joint
approaches where possible’.

9 Activities, Roles and Responsibilities 10 Capacity and Resources

The key partner agencies in relation to Building community capacity is essential


community planning engagement for effective community engagement. This
structures include West Dunbartonshire requires a number of elements:
Council, West Dunbartonshire Community
Health Partnership, Strathclyde Police and • Appropriately trained and qualified staff
Strathclyde Fire and Rescue, West to support community development
Dunbartonshire Council for Voluntary
Service, Scottish Enterprise, Strathclyde • Administrative support
Passenger Transport and Jobcentre Plus.
Partner organisations’ individual • Wider training and awareness raising
community engagement arrangements to support good practice
differ in scope and in the way they are
organised. • Publicity and communication materials
including technical backup for website
Community Development and other staff in communication
partner organisations already contribute to
joint working in many circumstances. While partners currently have their own
arrangements for community engagement,
To ensure best use of resources and avoid and these vary in extent and nature, it
duplication it is important to establish makes sense to use community planning
clarity about roles and responsibilities and resources to co-ordinate and strengthen
to review arrangements regularly and processes.
develop joint approaches where possible.
This can be done particularly effectively
in the areas of:

• community training

• supporting minorities

• information provision and

• good practice guidance.


Information technology is a key tool in this.

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West Dunbartonshire Council Community Engagement Strategy

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11 Community Engagement
Structures/Mechanisms
and Representative Groups

Structures and mechanisms will of Strengthening support to community


necessity change and develop over time. councils could potentially enhance their
However we are able to outline some key role by:
stakeholder groups in our relationships
with communities. These include: • increasing the number of community
councils
Community Councils
Tenants’ & Residents Groups and • widening their membership to fully reflect
Associations the diversity of the general population
Seniors Forums
Carers Forums • supporting a pro-active approach in
Disability Forums informing local people and representing
Access Panel a range of local views
Mental Health Forum
Minority Ethnic Groups Tenants’ & Residents’ Groups
Youth Forums Council tenants have a statutory right to
Pupil Councils be consulted on matters relating to the
Learners Forums provision of housing and rent setting.
Lone parent groups Group representing tenants and residents
are also regularly involved in wider
These groupings have a very direct community engagement issues.
relationship with the key themes in the
Community Plan – although many other The number of Council tenants has
groups also have an interest. reduced in recent years due to ‘Right to
Buy’ and transfer of housing stock to
Community Councils housing associations. There has been a
Community Councils have a statutory decline in the number of Tenants and
position in relation to planning and have Residents groups over a period of time
rights in relation to information and and the reasons for this require further
notification of planning applications. They investigation as a basis for establishing
also have a wider role in raising issues on future support needs.
behalf of their communities.
Other representative groups
The Scottish Government agenda for A range of representative groups exists in
Community Councils outlines a specific West Dunbartonshire and the level of
role for community councils in community support to them varies. Many receive
engagement. support through Council service
departments in relation to their area of
Community councils in West operation. As with other groupings, a
Dunbartonshire have administrative liaison partnership approach to meeting support
support and receive grant funding. needs is likely to be the most effective
mechanism.
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West Dunbartonshire Council Community Engagement Strategy

‘ The Council and its partner agencies provide a range of support


to groups on funding applications and carry out monitoring and
evaluation in relation to funded groups’.

12 Voluntary Sector

Ensuring inclusion: Recognising the valuable contribution of


Supporting minorities in our the Voluntary Sector, we have developed
communities a Joint Voluntary Policy, adopted by
There are a number of people within our Community Planning Partners via the
communities who require a range of Board. The Joint Policy sets out the
support to enable effective community framework for best practice approaches in
engagement e.g. black and minority ethnic working with volunteers and voluntary and
community members, people with community groups.
disabilities, lesbian, bi-sexual, gay and
transgender people. The Policy is supported by Guidance
(referred to in the Best Practice Training
A partnership approach has potential to section).
ensure the best use of resources to
support minority groups. Developing effective monitoring and
evaluation processes is essential to
A co-ordinated approach continuous improvement in
Analysis of all existing community support this area and this will be carried out via
will help establish the basis for better co- the West Dunbartonshire Council for
ordinated community support provision, Voluntary Service Annual Audit.
embedding consistent best practice and
making most effective use of resources. Funding
Working in a way which maximises the
effective use of the funding available is
essential.

A Funding Unit now exists to advise on


funding for larger scale, strategic projects
and to contribute to the development of
large scale funding applications.
It also signposts enquirers to other
sources of support as appropriate.

West Dunbartonshire Council for Voluntary


Service is a key source of funding advice
to groups in West Dunbartonshire.

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Involving Communities 2008 - 2012

‘ A range of involvement mechanisms


appropriate to different people and different
needs within our community’.

13 Current Activity at 2008

Review of Council Grants Community Participation Committee


The Council and its partner agencies The Community Participation Committee
provide a range of support to groups on (CPC) is the key committee for involving
funding applications and carry out the community in council decision-making.
monitoring and evaluation in relation to It provides the opportunity to influence
funded groups. how the Council delivers services and
develops the policies that affect the
A review of grant processes has been community. It also provides information
carried out. It has identified the need for about Council services and policies. Its
separate strands of funding, separating membership is composed of elected
out longer term commitments for members and community representatives
recognised service providers such as from a wide range of representative
Citizens’ Advice Bureaux. groups. Its function will be kept under
review in relation to other developing
Revised criteria for local grants will ensure community planning community
that there is a strong link between groups engagement mechanisms.
funded and the community plan and WDC
corporate plan objectives (reflected in the Community Group Database
Strategic Outcome Agreement). There is currently a database of
community groups held within the
Important principles are: Council’s Policy Unit, within Chief
Executive’s Service and used for
• Funding processes should be open communicating with groups on relevant
and transparent issues. There is potential in the longer
term for developing the community
• There should be clear written guidance in
planning partner community database.
plain English
• Funding criteria should link clearly to the West Dunbartonshire Citizens’ Panel
stated aims and objectives of the Over 1000 residents of West
Council’s corporate plan, the community Dunbartonshire have signed up to our
plan objectives Citizens’ Panel. The Panel is run on a
partnership basis and funded by the
• To ensure sustainable cash flows
Partnership. It is administered by a
• All groups in receipt of funding should be consultant and co-ordinated by a partner
properly constituted (other than for start Steering Group. It co-ordinates partner
up funding) survey and focus group activity around
corporate and community planning
• Everyone involved should be aware of
themes, and will be used in future in
and follow the necessary accounting
relation to relevant aspects of our Single
rules and practices
Outcome Agreement. It is an important
• Monitoring and evaluation should be way of reaching a wider group of citizens.
proportionate to the amount of funding.
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West Dunbartonshire Council Community Engagement Strategy

West Dunbartonshire Community Day


This annual event is led by WDC with
input from a wide range of community
planning partners. It is a valuable way of
encouraging groups and partner agencies
to network with one another. It reaches the
public, making them aware of local
activities and services, consulting with
them and providing information.

West Dunbartonshire News


This paper for local residents is used to
convey information about a wide range of
relevant issues for local people –
predominantly Council led and funded, but
including regular community planning
news features funded through community
planning budget.

Budget Consultation
Public involvement in budget consultation
currently takes the form of providing
information and inviting feedback through
public meetings prior to the Council Tax
setting.

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West Dunbartonshire Council Community Engagement Strategy

14 Best Practice 15 Success indicators –


Monitoring and Evaluation

A great deal of work has been done to An essential aspect of an effective


develop and support best practice community engagement strategy is the
approaches to working with the development of indicators and measures
community. Developments include: which tell us how well we are doing and
how we can improve. Indicators are
• Implementing the National Standards for incorporated in the Chief Executive’s
Community Engagement – training and Service Action Plan.
awareness raising sessions
Progress will be reported annually to the
• Voluntary policy guidance – two sets of Community Participation Committee and
guidance – one for supporting volunteers Community Planning Partnership Board.
and one for working with voluntary
groups

• Communicating Effectively – guidance


on communicating with people from
ethnic minorities and with people who
have a hearing or visual impairment,
or who have learning difficulties.

All the above have been adopted as best


practice guidance by the Council and its
Community Planning Partners.

Awareness raising training has been


developed for workers in relation to the
local and national standards and the Joint
Voluntary Policy guidance.

Inspire Community Training


Inspire provides a partner co-ordinated
training programme with training tailored
to the requirements of individuals and
groups in the community.

This represents a good practice model


with efficient use of partner resources.

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West Dunbartonshire Council


Consultation Strategy
1 Consultation – a Definition

“Consultation is the dynamic process of We consult in relation to:


dialogue between individuals or groups,
based upon a genuine exchange of views, • Statutory requirements e.g.
and normally with the objective of Decentralisation, Housing, aspects
influencing decisions, policies or of Education
programmes of action”.
• Service planning (Best Value Review/
Consultation is an important aspect of the Public Service Improvement Framework)
wider process of Community Engagement.
The Consultation Strategy supports the • Quality Schemes e.g. Chartermark,
Council’s wider Community Engagement Investors in People
Strategy.
The fundamental reason for all this is to
ensure that service delivery and policy
development are based on a sound
knowledge of what our stakeholders need
2 Why Consult?

The Local Government in Scotland Act and want. Effective consultation


2003, sets out the framework for contributes to better policy development
Community Planning and Best Value. and leads to better and more efficient
Responsiveness and Consultation are key service delivery.
characteristics of Best Value and central to
the Community Planning process. Consultation contributes to good customer
service and the Consultation Strategy
Providing high quality, best value services supports the aims of the Council’s
is one of the Council’s priorities. Within Customer First Strategy.
this, Engaging with our Stakeholders,
Engaging Children and Young People in Elected Members, as key decision-
the democratic decision making process makers, have an important role in ensuring
and Developing our Employees are that we respond and listen to what people
important strands. tell us when we consult.

The illustration opposite shows the central


relationship of consultation to all our
activity as a Council.

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West Dunbartonshire Council Consultation Strategy

Policy
Development
Statutory Integrated
Requirements Impact
Assessment
Consultation – a Central Role

Performance Council Values


Management and Vision
Consultation

Quality Customer
Schemes First

Best Value
Service Reviews/Public
Planning Service
Improvement
Framework

3 What the Consultation Strategy


will do

• Set the context for effective consultation • Providing consultees with realistic
with the people of West Dunbartonshire information about the likely impact of
and other stakeholders in Council consultation.
services including our employees, taking
forward the consultation aspects of the • Realistic timescales for consultation
wider Community Engagement Strategy (where these matters are within our
control).
• Lay out our approach to co-ordinating
consultation within West Dunbartonshire • Responsiveness - using the results of
Council and with our partners, and consultations to inform the development
establish consultation as a priority issue. of policies and services.

• Provide clear guidance to all West • Development of plans for consultation


Dunbartonshire Council staff and elected (both within the Council and with our
members. partners) – taking in prioritisation
and co-ordination issues (and using
existing information before embarking
4 Our Principles on new consultations).

• Consultation which is honest, open, • Providing feedback on all consultation –


and two-way. both on what people have told us and
how we have responded to it.
• Equal access – everyone who wishes to
being able to contribute to consultations. • Sharing information with service users,
partners and other stakeholders.
• Good information and communication –
supporting employees to achieve good • Regularly assessing stakeholder needs.
standards.
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5 Including People 6 Consulting with our Employees

In all our approaches to consultation we We are committed to engaging with our


will do our best to ensure that everyone employees to involve them in developing
who wishes to can take part. We will give and improving our services, and building
special consideration to minority groups positive working relationships. It’s
and to anyone whose voice is not easily important we demonstrate a consultative
heard. management style which encourages the
feedback and contribution of our people
We will encourage and support employees through two-way communication and
to follow the guidance contained in “ sharing information.
Communicating Effectively”,
the Council’s Guide to communicating with Work which contributes to this will be
people from ethnic minorities and with carried out through:
people who have a hearing or visual • The development of an internal
impairment, or who have learning communications strategy and action plan
difficulties.
• A revised Dignity at Work Policy
We will use our Integrated Impact
Assessment process to help assess all • An action plan to address the
equality issues within service planning and recommendations of the 07-08 employee
consultation. staff survey

• Commitment to regular staff surveys and


associated follow up

This work will help to embed good practice


in consulting with and involving
employees.

7 Working with our Partners

Partnership working is fundamental to


effective local service delivery. It makes
sense to consult jointly where appropriate.
Through the Community Planning
Partnership, we will work to refine these
processes. Our partner funded Citizens’
Panel is a key starting point.

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West Dunbartonshire Council Consultation Strategy

West Dunbartonshire Citizens’ Panel


Following on from a long standing panel
run by West Dunbartonshire Council
(WDC), West Dunbartonshire Community
Planning Partners are working together to
run a West Dunbartonshire Citizens’ Panel
as a partnership resource.

This partnership approach is intended to


help partners plan and work together on
consultation with benefits for all
concerned. One benefit will be increased
sharing of the information gained from
consulting panel members.
A Steering Group co-ordinates the use of
the Citizens’ Panel. Members of the
Steering Group will make sure that people
within their organisation know about the
Panel and how to use it.

8 Where are we currently?

The Council carries out a great deal of


activity in relation to community
engagement, public information provision
and a range of consultation.

This activity is described in our


Community Engagement Strategy which
also incorporates our statutory
Decentralisation Scheme – included in this
document.

As identified in the Best Value Audit of the


Council, we need to review community
engagement activity to ensure maximum
efficiency and effectiveness and
consultation plays an important part in this.

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9 Where do we want to be? 10 How will we achieve this?

We want an approach to consultation that We will support services to develop


consistently employs best practice and community engagement/consultation plans
makes best use of the resources available which:
to us.
• Identify statutory and service planning
We have identified three main areas for consultation objectives (the latter linked
improvement: into PSIF), timescales, frequency

• Better forward planning of consultation • Identify Stakeholders


resulting in improved prioritisation and
co-ordination of activity. • Indicate likely mechanisms e.g.
- WD Citizens Panel
• Better recording of consultation activity –
- Consultative groups/structures
and sharing of information gained.
• More structured support to employees to • Identify a range of engagement methods
consult effectively through promoting (and provide access and training)
good practice and providing appropriate
training opportunities. • Identify feedback and reporting
processes (first and second stage)
We want services to adopt a more planned
approach to engagement and consultation, We will provide appropriate training and
with better evaluation and feedback good practice guidance.
including better evidence of how
engagement and consultation processes
have influenced policies, practices and
service delivery.
11 Monitoring and Evaluation

The Action Plan for the Consultation


We want to ensure that this is embedded Strategy will be included in the Action Plan
in the service planning process and linked for our Community Engagement Strategy.
to the Public Service Improvement
Framework (PSIF). It will be monitored annually as part of the
wider Community Engagement Strategy
We also want to embed practices which and will be reported via the Community
help identify when co-ordination with Participation Committee and Council.
partner organisations is needed and the
best ways to do this. Further Information

For further information, contact:


The Policy Officer,
Community & Consultation,
West Dunbartonshire Council,
Policy Unit,
Council Offices,
Garshake Road,
Dumbarton G82 3PU,
tel. 01389 737177,
e-mail policy.unit@west-dunbarton.gov.uk

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West Dunbartonshire Council Consultation Strategy
Other formats
This document can be provided in large print,
Braille or on audio cassette and can be
translated into different community languages.

Please contact:
Corporate Communications,
Council Offices,
Garshake Road,
Dumbarton,
G82 3PU

Telephone: 01389 737000

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