Planning, Housing and Environment Services Committee Minutes

Date:
Tuesday 10 September 2013
Time:
10:30am
Place:
Council Offices, English Street, Dumfries

Attendance Details

Members:
Jim McClung (Vice-Chairman) - Wigtown West
Finlay Carson - Castle Douglas and Glenkens
Jim H Dempster - Mid and Upper Nithsdale
Peter Diggle - Annandale North
Grahame Forster - Wigtown West
Alistair Geddes - Mid Galloway
Ivor A Hyslop - Lochar
Jeff Leaver - Lochar
Denis R Male - Annandale East and Eskdale
John Martin - Nith
Ronnie Nicholson - North West Dumfries
Ronnie E Ogilvie - Annandale South
Craig Peacock - Annandale East and Eskdale
George N Prentice - Castle Douglas and Glenkens
Roberta Tuckfield - Wigtown West
Andrew S Wood - Mid and Upper Nithsdale
Officials:
Alistair M Speedie - Director Planning and Environment Services
Chris Brown - Service Manager Business and Enterprise
Charles Clemie - Senior Manager Roads Services
Simon Fieldhouse - Service Manager Countryside and Access
Mark Geddes - Economic Development Officer
Ewan Green - Head of Economic Development
Steven Herriott - Head of Infrastructure and Commissioning
Fraser Marshall - Senior Manager Neighbourhood Services
James McLeod - Service Manager Infrastructure
Steve Rogers - Head of Planning and Building Standards
Jason Syers - Service Manager Strategic Projects
Brian Templeton - Team Leader (Acting) - Flood Risk Management
Claire Thomson - Governance Officer
Sheena Traill - Programme Support Officer
Chris Wood-Gee - Team Leader Sustainable Development
Apologies:
Brian Collins - Castle Douglas and Glenkens
Patsy Gilroy - Dee
Colin Smyth - Nith
Item Number Item/Description Action
PUBLIC
1 SEDERUNT AND APOLOGIES

15 Members present, 3 apologies, 1 not present at the start of the meeting.

 

PROCEDURE - The Committee was advised that it was the role of Full Council to appoint a Chairman, therefore the Vice-Chairman assumed the role of Chairman for this meeting.

 
2 DECLARATIONS OF INTEREST

2.1   Peter Diggle and Alistair Geddes declared an interest in item 7 by virtue of the fact that they were Members/Substitute Members of SWestrans and had determined that their interest was such that there was no requirement for them to leave the meeting for consideration of this item.

 

2.2   Andrew S Wood declared an interest in item 16 by virtue of familia and had determined that his interest was such that he would leave the meeting for consideration of this item.

 
Minutes for Noting
3 MINUTE OF MEETING OF 9 JULY 2013

Decision

 

NOTED.

 
Minutes for Approval
4 MINUTE OF HOUSING SUB MEETING OF 2 JULY 2013

Decision

 

APPROVED

 
5 MINUTE OF AD HOC SUB COMMITTEE, PLANNING, HOUSING AND ENVIRONMENT MEETING OF 2 JULY 2013

Decision

 

APPROVED

 
FINANCE ITEMS
6 PLANNING AND ENVIRONMENT - BUDGET MONITORING REPORT 2013/14 FOR THE PERIOD ENDED 31 JULY 2013 - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

NOTED

 

6.1   that, based on the position as at the end of July 2013, Planning and Environment Services were projected to break-even against the 2013/14 agreed budget; and

 

6.2   progress against the delivery of the agreed savings applied to the 2013/14 Planning and Environment Services budget and that it was projected that the agreed savings amounts will be fully secured in the current financial year apart from the Housing saving which is currently showing a shortfall of £20k and this is currently being accommodated in the Strategic Housing budget.

 
7 ECONOMIC DEVELOPMENT AND INFRASTRUCTURE ASSET CLASS CAPITAL PROGRAMME MONITORING 2013-14 - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

PROCEDURE - The Committee was advised of an error on page 54 of the papers under Roads Lighting Nithsdale, U272n Kirkland Road, Georgetown should read U256n Rowanbank Road, Georgetown.

 

Decision

 

NOTED

 

7.1   the financial progress updates on individual projects/programmes within the 2013-14 Economic Development and Infrastructure Asset Class Capital Programme allocations;

 

7.2   the progress of the Economic Development Capital Programme;

 

7.3   the progress of the Infrastructure Asset Class Capital Programme;

 

AGREED

 

7.4   that the Auchencairn/Carsphairn Ice Prediction/Sensor Sites camera installations be added to the Roads Structural Maintenance Programme;

 

7.5   that the C22w Dirnow, Kirkcowan and C47w Stroan Bridge projects be substituted with the A708 Moffat to Selkirk route project, the remaining funding from the Forestry Routes (Discrete Schemes) programme be allocated to the A708 project and that any potential grant award from Forestry Commission Scotland for the A708 be accepted by this Committee;

 

7.6   that Stranraer West Quay Wall be added to the Coastal Infrastructure Programme and funding be accelerated from the 2014-15 Infrastructure Asset Class Programme as required;

 

7.7   that any potential underspend of the Stranraer Flood Protection scheme budget allocation be reallocated to the Flood Risk Management Programme;

 

ACCEPTED

 

7.8   the Sustrans Community Links 2013-14 offer of grant funding £289,250;

 

7.9   the offer of grant from the Landfill Communities Fund 2013-14 of £30,000 for the Dumfries to Mabie Cyclepath; and

 

7.10   the offer of grant funding of £158,000 from Transport Scotland for Cycling, Walking and Safer Streets projects.

Check progress of works with Glenluce Road for Cllr Tuckfield, C69a main road project now reported as cancelled without consultation with members, advise on why for Cllr Peacock, A76 Glasgow Road possible works, what are the works and any discussions with respect to the trunk road, A713 delayed again for investigation works, what investigations advise Cllr Prentice, Information on maintenance budget for cycle paths and advise on whether the DGOne cycle path will be going ahead in the future once the works are completed, advise Cllr Nicholson; and for all future capital reports to include a summary risk matrix for major projects, Head of Infrastructure and Commissioning
STRATEGIC ITEMS
8 PRESENTATION ON DUMFRIES TOWN CENTRE - WHITESANDS MASTERPLAN

Decision

 

THANKED James McLeod and Jason Syers for their presentation.

 
9 WHITESANDS PROJECT (FLOOD PROTECTION SCHEME AND PUBLIC REALM IMPROVEMENTS) - UPDATE - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

NOTED

 

9.1   the design proposals for the Whitesands Project developed on the principals of the Charrette outcomes as being both a holistic and sustainable approach acknowledging that while the principles of flood protection and public realm improvements will remain, certain design elements may be varied to obtain necessary permissions required to undertake works with any design changes to be reported back to this Committee for approval;

 

9.2   the feedback from the public consultation held on 21 and 22 August 2013 and to undertake further public consultation with regards to the details of the project with local traders and residents;

 

9.3   that the benefit cost analysis, showed there was financial advantage in undertaking a scheme that offers a 1:25 year level of protection;

 

9.4   the positive feedback from the Scottish Government for the progression of the scheme;

 

9.5   that a future report will come to this Committee detailing the findings of the recent parking surveys and options that could mitigate the displacement of car parking from the Whitesands, setting out alternative parking provision to replace the 230 parking spaces being removed in a way that supports the footfall for traders and businesses;

 

9.6   APPROVED a recommendation to the Policy and Resources Committee to identify the Whitesands Project as a Priority Project as part of the on-going development of the Capital Investment Strategy; and

 

9.7   AGREED that, as part of the Whitesands Project, further investigation is carried out to determine the viability of making grants and / or interest free loans and professional advice available to property owners whose property lie behind the proposed defenses but still within the 1:200 floodplain to improve flood resilience.

 

MEMBER - Jim H Dempster entered the meeting - 16 Members present

 
10 PERFORMANCE REPORT - PLANNING AND ENVIRONMENT SERVICES AND DGFIRST STRATEGIC COMMISSIONS 2012-13 - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision


AGREED the response of this Committee to the aspects of performance within the Strategic Commissions referred to the Planning, Housing and Environment Services Committee by the Area Committees during their February 2013 and June 2013 meetings as set out in table 1 of the report with the inclusion of further details of the number of refuted and settled insurance claims and FURTHER AGREED for a report to be presented to a special meeting in October of this Committee to review performance of the Planning and Environment Services and DGFirst Strategic Commissions for the 12 month period ending 31 March 2013.


ADJOURNMENT - the meeting was adjourned for lunch at 1pm and reconvened at 1.30pm with 16 Members present being:-


Jim McClung, Finlay Carson, James H Dempster, Peter Diggle, Grahame Forster, Alistair Geddes, Ivor A Hyslop, Jeff Leaver, Denis R Male, John Martin, Ronnie Nicholson, Ronnie E Ogilvie, Craig Peacock, George N Prentice, Roberta Tuckfield and Andrew S Wood.

provide details on the insurance claims, how many settles for Cllr Leaver, Head of Infrastructure and Commissioning
11 FLOOD RISK MANAGEMENT (SCOTLAND) ACT 09, IMPLEMENTATION UPDATE - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

AGREED

 

11.1   that the method of Elected Member involvement with the process should be changed from that agreed by this Committee on 6 November 2012 to the approach of using Area Committees (Community) to consult with all Elected Members but with final decisions on proposed flood risk management actions being taken by this Committee;

 

11.2   that in using the Area Committee (Community) meetings, the public have the opportunity to input to the proposals for flood risk management actions;

 

11.3   to the Memorandum of Understanding with Local Partnership Partners: Scottish Borders Council, Scottish Water and SEPA; and

 

11.4   NOTED the key dates required for approval of the appraisal process.

 
12 PUBLIC CONVENIENCES - REMOVAL OF AUTOMATIC PUBLIC CONVENIENCES - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

NOTED

 

12.1   the arrangements between Dumfries and Galloway Council and JCDecaux UK Limited for public toilet provision at Brooms Road Car Park, Dumfries; The Green, Eastriggs and the similar arrangements between Dumfries and Galloway Council and Healthmatic Limited, Sigma Finance Limited and KBC Lease (UK) Limited for public toilet provision at Port Rodie, Stranraer;

 

12.2   that the contract for the Brooms Road, Dumfries facility has been terminated to avoid an automatic five-year extension, resulting in the facility’s maintenance contract ending in March 2015, after which the unit will be the responsibility of the Council;

 

AGREED

 

12.3   that after March 2015 the facility at Brooms Road will be closed and removed and permanent signage erected directing public to the nearest alternative public convenience;

 

12.4   that, following the termination of the contract with JCDecaux UK Limited for The Green, Eastriggs APC before the 8 February 2014, avoiding the automatic one-year extension, the facility will be subsequently removed in November 2014 and no replacement facility provided;

 

12.5   that following the termination of the maintenance contract with Healthmatic Limited and associated lease agreement with Sigma Finance Limited and KBC Lease (UK) Limited for the Port Rodie APC, the facility will be subsequently removed with no replacement facility provided; and

 

12.6   that local Members be kept advised of dates of these closures.

 
13 CLIMATE READY SCOTLAND: SCOTTISH CLIMATE CHANGE ADAPTATION PROGRAMME CONSULTATION - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

PROCEDURE - Members were advised that there was an error on page 184 (3b) of the papers which should read "Whilst energy is not a devolved issue and managed by Department of Environment Climate Change (DECC) it would seem appropriate for Scotland to take some direct account of this issue, particularly as we are developing as a net exporter of renewable energy be it hydro or wind".

 

Decision

 

13.1   NOTED the context of the Climate Ready Scotland: Scottish Climate Change Adaptation Programme report; and

 

13.2   AGREED our Council’s response to the Consultation with the amendment to page 184 (3b).

 

ADJOURNMENT - The meeting was adjourned at 1.56pm and reconvened at 2.30pm with 15 Members present being:-

 

Jim McClung, Finlay Carson, James H Dempster, Peter Diggle, Grahame Forster, Alistair Geddes, Ivor A Hyslop, Jeff Leaver, Denis R Male, John Martin, Ronnie Nicholson, Ronnie E Ogilvie, Craig Peacock, George N Prentice and Roberta Tuckfield.

 
14 ECONOMIC DEVELOPMENT - THE DUMFRIES & GALLOWAY CORE PATHS IMPLEMENTATION PLAN 2013-2016 - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

AGREED

 

14.1   the implementation timetable for the Dumfries and Galloway Core Paths Plan for 2013-14; and

 

14.2   the review and amendment process for the Dumfries and Galloway Core Paths Plan.

 

MEMBER - Jeff Leaver - left the meeting - 14 Members present

Advise Cllr Ogilvie what the works are at Annan Causeway, Countryside Services Manager

15 LEASING OF DUMFRIES AND GALLOWAY COUNCIL'S UN-MANAGED WOODLAND - PILOT PROJECT - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

15.1   AGREED to Dumfries and Galloway Council leasing, as a pilot project, the woodland areas of Garries Wood, Gatehouse of Fleet; Barhill Wood, Kirkcudbright; Mote Slap Plantation, Sandhead and coppice land at Lochfergus, Kirkcudbright to suitably qualified parties identified through Council procurement procedures;

 

15.2   NOTED that stakeholder consultation would be undertaken before the sites are leased; and

 

15.3   AGREED that a subsequent report would be submitted to the Policy and Resources Committee in conjunction with the Service Manager Peter Nelson to sign off the lease of Dumfries and Galloway Council Assets.

 
16 THREE YEAR FUNDING AGREEMENT DUMFRIES AND GALLOWAY COUNCIL AND VISITSCOTLAND - UPDATE - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

AGREED

 

16.1   the allocation of £240,000 to VisitScotland for the provision of marketing, visitor information services and partnership activities for 2013-14;

 

16.2   to a full review of the current Visitor Information Centre provision with a detailed report presented to Members later in the year;

 

16.3   to note VisitScotland performance as detailed in the Service Level Agreement (SLA) monitoring report for 2012/13; and

 

16.4   to receive an annual update report on VisitScotland marketing and partnership activities for Dumfries and Galloway as part of the annual VisitScotland performance Service Level Agreement (SLA) monitoring report provided to Planning and Environment Services.

 

MEMBER - George N Prentice left the meeting - 13 Members present

advise Cllr Diggle on a breakdown of the Golf Campaign figures and figures for overall funding on each activity to all Members, Service Manager Business and Enterprise
17 DESTINATION DUMFRIES AND GALLOWAY - MONITORING REPORT - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

17.1   NOTED the annual monitoring review of Destination Dumfries and Galloway 2012/13 for their first year of funding;

 

AGREED

 

17.2   the allocation of £45,000 funding for 2013/14;

 

17.3   to receive a full monitoring report in 6 months' time to report on Destination Dumfries and Galloway activities as part of the annual monitoring review provided to Planning and Environment Services; and

 

17.4   to the revised outputs of the Service Level Agreement.

 
18 PLANNING PERFORMANCE FRAMEWORK ANNUAL REPORT 2012/13 - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

CONSIDERED the draft Planning Performance Framework Annual Report 2012/13 and AGREED its submission to the Scottish Government.

 

MEMBERS - Grahame Forster and Alistair Geddes left the meeting - 11 Members present

to supply Members with a breakdown of the application types going to Local Review body and Appeals, Head of Planning and Building Standards

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

Decision

 

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

 

Action Details

ItemDetail
14 Action by Countryside Services Manager - complete and information passed on.
18 Action by Head of Planning and Building Standards - complete