DGFirst Management Committee Minutes

Date:
Thursday 13 June 2013
Time:
10:30am
Place:
Council Offices, English Street, Dumfries

Attendance Details

Members:
Patsy Gilroy (Chairman) - Dee
Andrew S Wood (Vice-Chairman) - Mid and Upper Nithsdale
Peter Diggle - Annandale North
Archie Dryburgh - Annandale East and Eskdale
Andy Ferguson - North West Dumfries
John Martin - Nith
Craig Peacock - Annandale East and Eskdale
Ted Thompson - Lochar
Colin Wyper - Dee
Officials:
Ronnie Dempster - Head of Technical Services
Claire Caution - Committee Clerk
Mike Fawkes - Principal Roads Service Officer
Fraser Marshall - Senior Manager, Neighbourhood Services
James McDowall - Resourcing and Improvement Manager
Caroline McQuistan - Finance Officer
Apologies:
Yen Hongmei Jin - Lochar
Ivor A Hyslop - Lochar
Item Number Item/Description Action
PUBLIC
1 SEDERUNT AND APOLOGIES

9 Members present, 2 apologies

 
2 DECLARATIONS OF INTEREST

NONE declared

 
MINUTES
3 MINUTE OF MEETING OF 23 APRIL 2013

Decision

 

NOTED

 
REPORTS
4 DGFIRST - REVENUE BUDGET MONITORING REPORT 2012-13 FOR THE PERIOD ENDED 31 MARCH 2013 - REPORT BY THE DIRECTOR OF DGFIRST

Decision

 

4.1   NOTED that as a result of the extreme and prolonged winter the costs incurred by DGFirst in 2012-13 exceeded the budget available by £162,000; and

 

4.2  AGREED that, given the reason for these overall unbudgeted costs, a recommendation be submitted to the Policy and Resources Committee that these costs will be met from corporate resources and, additionally, that the Severe Weather Emergency Fund of £500,000 is reinstated.

 
5 DGFIRST - TRADING OPERATIONS MONITORING REPORT 2012-13 FOR THE PERIOD ENDED 31 MARCH 2013 - REPORT BY DIRECTOR OF DGFIRST

Decision

 

5.1   NOTED that the Trading Operations returned a surplus of £52,600 in the financial year 2012-13 , which was summarised by service and outturn as follows:-

- Building Cleaning - £53,300 surplus

- Building Services - £39,400 surplus

- Roads Maintenance - £15,200 deficit

- Engineering Services £26,300 deficit

- Other - £1,400 surplus

TOTAL - £52,600 surplus

 

5.2   AGREED that an Activity Based Budget Workshop Seminar would be established for the Members of this Committee.

Director DGFirst

6 DIRECTOR'S END OF YEAR ASSESSMENT OF BUSINESS PLAN PERFORMANCE - DGFIRST - REPORT BY DIRECTOR OF DGFIRST

Decision

 

6.1   AGREED the review the overall summary of performance for DGFirst set out in the At A Glance Year End Summary - DGFirst 24 May 2013; 

 

6.2   APPROVED the exception reporting for Performance Indicators and Projects;

 

6.3   NOTED that proposed actions are adequate to improve performance and future monitoring of areas which have not met the target;

 

6.4   RECOGNISED the areas of good practice/high performance where the target had been exceeded; and

 

6.5   NOTED that a further report would be submitted to this Committee in accordance with the Council's Performance Management regime.

Director DGFirst

7 REFRESHED BUSINESS PLAN FOR 2012-15 - DGFIRST - REPORT BY DIRECTOR OF DGFIRST

Decision

 

7.1   APPROVED the refreshed sections of the Business Plan 2012 - 15 for DGFirst.

 
8 OPERATIONAL UPDATES - REPORT BY DIRECTOR OF DGFIRST

Decision

 

8.1   NOTED the following operational updates provided:-

 

8.1.1 The Dock Park Improvement Project and NOTED the progress made to date;

 

8.1.2 The Zero Waste - Impact on the Waste Collection Service and AGREED that updates would be provided at each DGFirst Management Committee.

 

MEMBER - Archie Dryburgh left the meeting - 8 Members present

     

Director DGFirst

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

Decision

 

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

 
10 LOCAL GOVERNMENT (SCOTLAND) ACT 1973

Decision

 

AGREED to adopt a resolution to exclude the public from the meeting in terms of Paragraph 6 of Part 1 of Schedule 7A to the Local Government (Scotland) Act 1973.

 
EXEMPT
REPORTS
11 DGFIRST TRADING REGISTER 2012-13 - REPORT BY DIRECTOR OF DGFIRST

Decision

 

SUMMARY - The report provided Members with the annual report of contracts where DGFirst provided goods and services in the last financial year 2012-13.

 

11.1 NOTED the DGFirst Trading Register 2012-13.

 
HOMOLOGATION
12 ROADS SERVICE: SCOTTISH WATER ROAD RE-INSTATEMENT TENDER 2013-2018 - REPORT BY DIRECTOR DGFIRST

 

SUMMARY The report sought approval for DGFirst to tender for works associated with the supply of roads reinstatement for Scottish Water related works.

 

Decision

 

HOMOLOGATED the decision of the Chief Executive, in consultation with the Leader and Depute leader to submit a tender to carry out the supply of roads reinstatement services for Scottish Water.

 

Action Details

ItemDetail
5 Action by Director DGFirst - Activity Based Budget seminar held on 12 September 2013.
6 Action by Director DGFirst - Director's Six Monthly Assessment of DGFirst Business Plan Performance reported to 14 November 2013 meeting of DGFirst Management Committee.
8 Action by Director DGFirst - Zero Waste updates added to forward business plan (Operational Updates item)