Audit, Risk and Scrutiny Committee Minutes

Date:
Thursday 14 December 2017
Time:
10:30am
Place:
Council Offices, English Street, Dumfries

Attendance Details

Members:
Ian Carruthers (Chairman) - Annandale South
Jane S Maitland (Vice-Chairman) - Dee and Glenkens
Graham Bell - North West Dumfries
Karen Carruthers - Annandale East and Eskdale
Patsy Gilroy - Dee and Glenkens
Iain Howie - Castle Douglas and Crocketford
Malcolm Johnstone - Nith
Graham Nicol - Mid Galloway and Wigtown West
Willie Scobie - Stranraer and the Rhins
Officials:
Rhona Lewis - Head of Legal and Democratic Services
Paul Clarkin - Head of Organisational Development, Human Resources and Assets
Juliette Cooke - Team Leader Business Support (Economic development)
Kevin Geraghty - Chief Internal Auditor
Aaron Linden - Senior Information Management Officer
Graeme McIlorum - Senior Manager - Business and Technology
Claire Rogerson - Governance Officer
Sue White - Principal Health and Safety Adviser
In attendance:
John Boyd - Senior Manager, Grant Thornton
Apologies:
David Inglis - Mid Galloway and Wigtown West
Matthew Ronnie - Mid and Upper Nithsdale
Item Number Item/Description
PUBLIC
1 SEDERUNT AND APOLOGIES

8 Members present, 2 apologies and 1 not present at the start of the meeting.

2 DECLARATIONS OF INTEREST

Malcolm Johnstone declared an interest in item 7 in regard to the Internal Audit Report issued on the Shop Front Initiative by virtue of being an operator of a retail unit in the town centre, but given that he had not received a grant from this initiative determined that there was no requirement for him to leave the meeting during consideration of this item.

3 MINUTE OF MEETING OF 21 SEPTEMBER 2017

Decision

 

NOTED

4 REGULATION OF INVESTIGATORY POWERS (SCOTLAND) ACT 2000 - QUARTERLY UPDATE - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES

MEMBER - Willie Scobie entered the meeting - 9 Members present.

 

Decision

 

4.1     NOTED the purpose of the Regulation of Investigatory Powers (Scotland) Act RIP(S)A and that there had been no activity in the last quarter, as detailed at paragraph 3.5 of the report;

 

4.2     AGREED that Members of this Committee would be informed in writing on a quarterly basis if there had been no activity and a report would only be prepared for Committee when surveillance had been authorised, as at paragraph 3.7 of the report.

 

4.3    FURTHER AGREED to request that further information be investigated about Covert Rural Operational Surveillance (CROPS) as to whether this falls under the remit of this committee.
 

5 ANNUAL COMPLAINTS MONITORING REPORT 2016-2017 - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES

Decision

 

APPROVED

 

5.1     the Annual Complaints Monitoring Report for 2016-2017 as detailed in the Appendix to the report;

 

5.2     the publication of this report on our Council’s website as detailed at paragraph 3.1 of the report;

 

5.3     NOTED the approved report would be forwarded to the Scottish Public Services Ombudsman’s Office (SPSO) as detailed a paragraph 3.2 of the report and FURTHER NOTED that the approved report would be made available in the Council's customer service centres;

 

FURTHER AGREED

 

5.4     that a report be brought back to this committee in Spring 2018 for the consideration of a complaints process for councillors, and

 

5.5      that the future scrutiny workplan include the following for consideration:-

5.5.1  does the Council learn the lessons from our complaints

5.5.2  how the Council's complaints process links with both that of NHS Dumfries and Galloway and the Dumfries and Galloway Integration Joint Board.

6 HEALTH AND SAFETY PROGRESS REPORT - REPORT BY HEAD OF ORGANISATIONAL DEVELOPMENT, HUMAN RESOURCES AND ASSETS

Decision

 

6.1     NOTED the overall summary of performance for the Corporate Health and Safety Plan for the period 1 April 2017 to 30 September 2017;

 

6.2     SCRUTINISED the exception reporting at Appendix 2 of the report which details activities that are not on target.
 

7 INTERNAL AUDIT REPORTS ISSUED - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES

MEMBER - Patsy Gilroy left the meeting during consideration of this item - 8 Members present.

 

Decision

 

NOTED and commented on the internal audit reports finalised:- Capital Project Review - Langholm Primary School, Leader Programme 2016-17, Shop Front Initiative and Mains Financial Systems - Housing Benefits and Council Tax Reduction.

8 EXTERNAL AUDIT REPORT ISSUED - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES

Decision

 

NOTED the external audit report: Review of Information Technology Controls

9 ANY OTHER BUSINESS DEEMED URGENT BY THE CHAIRMAN DUE TO THE NEED FOR A DECISION

Decision

 

NOTED that there was no other business deemed urgent by the Chairman due to the need for a decision.