Planning, Housing and Environment Services Committee Minutes

Date:
Tuesday 12 November 2013
Time:
10:30am
Place:
Council Offices, English Street, Dumfries

Attendance Details

Members:
Colin Smyth (Chairman) - Nith
Jim McClung (Vice-Chairman) - Wigtown West
Ian Carruthers - Annandale South
Finlay Carson - Castle Douglas and Glenkens
Jim H Dempster - Mid and Upper Nithsdale
Iain Dick - Stranraer and North Rhins
Grahame Forster - Wigtown West
Alistair Geddes - Mid Galloway
Patsy Gilroy - Dee
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
Officials:
Alistair M Speedie - Director Planning and Environment Services
Greig Blayney - Service Manager Environment
Steven Herriott - Head of Infrastructure and Commissioning
John Howell - Service Manager Network Strategy
Ewan Green - Head of Economic Development
Andrew Maxwell - Service Manager Development Planning and Environment
James McLeod - Service Manager Infrastructure
Steve Rogers - Head of Planning and Regulatory Services
Janet Sutton - Finance Officer
Claire Thomson - Governance Officer
Harry Thomson - Head of Integrated Transport and Commissioning
Apologies:
Brian Collins - Castle Douglas and Glenkens
Jack Groom - Nith
Item Number Item/Description Action
PUBLIC
1 SEDERUNT AND APOLOGIES

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

 
2 DECLARATIONS OF INTEREST

2.1   Alistair Geddes and Denis R Male declared an interest in item 11 by virtue of the fact that they were Substitute Board Member/Board Member respectively 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   Alistair Geddes and Jim McClung declared an interest in item 12 by virtue of the fact that they were representatives on the Wigtown Community Transport and had determined that their interest was such that there was no requirement for them to leave the meeting for consideration of this item.

 
3 MINUTE OF MEETING OF 18 OCTOBER 2013

Decision

 

APPROVED

 
FINANCE ITEMS
4 PLANNING AND ENVIRONMENT SERVICES - BUDGET MONITORING REPORT 2013/14 FOR THE PERIOD ENDED 30 SEPTEMBER 2013 - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

NOTED

 

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

 

4.2   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 would be fully secured in the current financial year; and

 

4.3   that the budget for Strategic Housing and Commissioning had moved to the Customer and Community Services Directorate on 1 September 2013 and Environmental Health and Trading Standards now reported under Planning and Regulatory Services.

Finance Officer - Janet

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


Decision

 

NOTED

 

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

 

5.2   the progress of the Economic Development Capital Programme;

 

5.3   the progress of the Infrastructure Asset Class Capital Programme;

 

5.4   the Economic Development and Infrastructure Asset Class Capital Programmes Risk Assessments and Mitigation Measures;

 

5.5   the submission of a bid for up to £1,100,000 for accelerated works to Stranraer West Quay Wall and Planned Structural Overlays and that the allocation agreed at Policy and Resources Committee on 5 November 2013 of £600k would be directed to planned structural overlays;

 

AGREED

 

5.6   that the A781 Whitesands/Shakespeare Street junction be added to the Roads Structural Maintenance Programme; C1w New Luce Cemetery be added to the Additional Roads Structural Maintenance (Drainage) Programme and the A780 Academy Street/Lovers Walk be added to the Strategic Roads Programme;

 

5.7   that the U300a Laverhay and B7076 James Jones projects within the Forestry Routes (Discrete Schemes) programme be substituted with the C79a Enzieholm to Baliehill, U258a Enzieholm to Westerkirk Mains and B709 Millgillfoot projects;

 

5.8   that schemes requiring changes to speed limits on A and B Class roads and schemes for 20mph speed limits be financed from the Road Safety Budget;

 

5.9   that a Traffic Regulation Order be advertised in relation to the proposed scheme at Whitesands/Dockhead, Dumfries and if no objections are received that the changes identified are implemented subject to budget availability; and

 

5.10   that the Chairman and Vice-Chairman seek a meeting with the appropriate Scottish Minister to discuss the outcome of the application made by the Council to the Bellwin Scheme for additional revenue support to assist with the aftermath of the severe weather in the region in early 2013 and to explore whether all alternative means of support could be provided by the Scottish Government.

Head of Economic Development

6 FLEET ASSET CLASS: CAPITAL PROGRAMME MONITORING 2013/14 - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

NOTED

6.1   the progress updates on the 2013/14 Fleet Asset Class Capital Programme and that it is currently anticipated that the programme will be delivered on budget against the funding allocations, and within the timescales previously agreed by this Committee;

 

6.2   the Policy and Resources Committee, at its meeting of 9 October 2012, set the strategic direction for the development of the Council’s capital investment programmes through agreeing high level funding allocations to asset classes and corporate priority projects for 2013/14 and, on an indicative basis, for the subsequent 2 financial years and that a further bid for £350k had been agreed at the Policy and Resources Committee on 5 November 2013 to enable accelerated replacement of the Fleet Asset Class in 2013/14; and

 

6.3   that further monitoring reports will be brought to this Committee during the course of the year to provide further updates on the progress of Fleet Asset Class Capital Programme.
 

Head of Integrated Transport and Commissioning

STRATEGIC ITEMS
7 APPOINTMENTS TO OUTSIDE BODIES - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

AGREED

 

7.1   appointment of Jim H Dempster to the Community Safety Partnership;

 

7.2   appointment of Brian Collins and Jim McClung to the Conference of Peripheral Maritime Regions;

 

7.3   appointment of Ian B Carruthers, Craig Peacock and Stephen Thompson to the Corridor Regeneration Steering Group;

 

7.4   to approach the Industrial Communities Alliance seeking Membership to increase to three Members being; Jim H Dempster, Denis R Male and John Syme and if this request was not acceptable for representation on a rotational basis;

 

7.5   DEFER appointment of two Members to the Lockerbie Station Liaison Group to the Annandale and Eskdale Area Committee;

 

7.6   appointment of Jim McClung to the Prestwick Airport Consultative Committee;

 

7.7   appointment of Jim H Dempster to the Outdoor Access Forum;

 

7.8   appointment of Jim McClung to the Solway Firth Partnership;

 

7.9   to DEFER appointment of five Members to Solway Heritage for a further report on the role and function of this outside body and the need for five Members;

 

7.10   appointment of Alistair Geddes to the Southern Uplands Partnership;

 

7.11   appointment of Finlay Carson as a Director of the Stanes Mountain Bike Community Interest Company; and

 

7.12   appointment of Alistair Geddes to the Biosphere Partnership Board.

 

MEMBER - Finlay Carson left the meeting - 15 Members present

Head of Economic Development, Head of Integrated Transport and Commissioning

8 DIRECTOR’S SIX MONTHLY ASSESSMENT OF BUSINESS PLAN PERFORMANCE - PLANNING AND ENVIRONMENT SERVICES - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

PROCEDURE - Members were advised of amendments to page 94 of the papers: PES01cSPI13aiii3 should read a value of 58.69 average time (weeks) to deal with major development applications; and PES01cSPI13biii3 should read a value of 13.63 average time (weeks) to deal with local development applications.

 

Decision

 

8.1   REVIEWED and AGREED the overall summary of performance for Planning and Environment Services;

 

8.2   SCRUTINISED the exception reporting and considered whether the actions proposed were adequate to improve performance and future monitoring of areas which have not met the target; and

 

8.3   AGREED the proposed amendments to the performance information for Planning and Environment Services 2012/15 Business Plan.

 

MEMBER - Iain Dick entered the meeting - 16 Members present

Director Planning Housing and Environment Services

9 DEVELOPMENT PLAN SCHEME - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

AGREED the fifth edition Development Plan Scheme and its publication and distribution to Stakeholders.

 

MEMBER - Finlay Carson re-entered the meeting - 17 Members present

Service Manager Development Planning and Environment

10 RESPONSE TO SCOTTISH GOVERNMENT CONSULTATIONS ON MARINE PLANNING - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision
 

AGREED the draft response to the Scottish Government’s consultation on Planning for Scotland’s Seas with amendments including highlighting the concern of Members over the lack of detail in the document, fundamental flaws in the process and the need to emphasise there had been no change in the position since the last consultation (Appendix).


MEMBER - Denis R Male left the meeting - 16 Members present

Service Manager Development Planning and Environment

11 GOSMART PROJECT - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

AGREED

 

11.1   the core elements of a regional GoSmart project; and

 

11.2   the rollout programme for 2013/14.
 

Head of Integrated Transport and Commissioning

12 RURAL TRANSPORT SOLUTIONS - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

AGREED the rollout of Rural Transport Solutions across Dumfries and Galloway.

Head of Integrated Transport and Commissioning

13 PUBLICLY ACCESSIBLE ELECTRIC VEHICLE CHARGING INFRASTRUCTURE - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

13.1   NOTED the offer of grant of £60,000 to the Dumfries and Galloway Council Community Planning Partnership to enable installation of a publicly accessible electric vehicle charging infrastructure; and

 

13.2   AGREED that the infrastructure be installed at Brooms Road car park, Dumfries.
 

Head of Integrated Transport and Commissioning

14 INFRASTRUCTURE AND COMMISSIONING SERVICE STRATEGIC COMMISSIONS 2013-16 - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

AGREED the Infrastructure and Commissioning Service Strategic Commissions for 2013-16.

Head of Infrastructure and Commissioning
15 CONSULTATION ON SCOTLAND’S NATIONAL LITTER STRATEGY - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

AGREED the Council’s response to the consultation.

Service Manager Environment

16 ROAD DRAINAGE PRIORITISATION PLANNING AND ENFORCEMENT OF LEGISLATION - REPORT BY DIRECTOR PLANNING AND ENVIRONMENT SERVICES

Decision

 

16.1   AGREED the implementation of a more formal process that reflects the requirements of the Roads (Scotland) Act 1984 where it relates to landowner-related road drainage matters, as detailed in paragraphs 3.5-3.9; and

 

16.2   NOTED that in the future development of the Road Asset Management Plan a risk-based procedure for the prioritisation of planned drainage works will be developed.

Service Manager (Infrastructure)
17 ANY OTHER BUSINESS DEEMED URGENT BY THE CHAIRMAN DUE TO THE NEED FOR A DECISION

Decision

 

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

 

Action Details

ItemDetail
4 Action by Finance Officer - Janet - Further report to be taken to January committee
5 Action by Head of Economic Development - A meeting to discuss the Council's Bellwin Scheme application has been arranged in line with the Committee action.
6 Action by Head of Integrated Transport and Commissioning - Further report to EE&I Committee 14 January 2014 - as at 19 February, £80k remaining to be spent, which should be achieved by end February.
7 Action by Head of Economic Development - A report will be presented to Committee in March 2014 for consideration.

Action by Head of Integrated Transport and Commissioning - A report is being prepared for A&E Area Committee on 19 March 2014
8 Action by Director Planning Housing and Environment Services - updated KPIs and exception report issued to members 26/11/13 - complete
9 Action by Service Manager Development Planning and Environment - Complete
10 Action by Service Manager Development Planning and Environment - Completed
11 Action by Head of Integrated Transport and Commissioning - Active Travel maps and promotional materials being refreshed for Dumfries and produced for Kirkcudbright / Dalbeattie per roll-out programme.
12 Action by Head of Integrated Transport and Commissioning - Grant confirmed by Transport Scotland 27/12/13; Project Board established January 2014; recruitment of Project Support Coordinator in progress, appointment anticipated by year-end.
13 Action by Head of Integrated Transport and Commissioning - Charging points installed, and commissioned June 2014. Complete.
15 Action by Service Manager Environment - The officer response presented was submitted prior to the committe (due to the response timescales) hence the Scottish Government were advised it had been endorsed by the Council.