Policy and Resources Committee Minutes

Date:
Thursday 15 June 2017
Time:
10:30am
Place:
Council Offices, English Street, Dumfries

Attendance Details

Members:
Rob Davidson (Chairman) - Abbey
Elaine Murray (Vice-Chairman) - Nith
Richard Brodie - Annandale South
Dougie Campbell - Dee and Glenkens
Ian Carruthers - Annandale South
John Charteris - Lochar
Archie Dryburgh - Annandale East and Eskdale
Andy Ferguson - North West Dumfries
Malcolm Johnstone - Nith
Jeff Leaver - Lochar
Gail Macgregor - Annandale North
Sean W Marshall - Annandale South
Henry McClelland - Annandale South
Ronnie Nicholson - North West Dumfries
Graham Nicol - Mid Galloway and Wigtown West
Ros Surtees - Stranraer and the Rhins
Stephen Thompson - Annandale North
Officials:
Lorna Meahan - Director Corporate Services
Paul Garrett - Head of Finance and Procurement
Paul Clarkin - Head of Organisational Development Human Resources and Assets
Rhona Lewis - Governance Officer
Apologies:
Karen Carruthers - Annandale East and Eskdale
Douglas Fairbairn - Annandale North
David Inglis - Mid Galloway and Wigtown West
Jane S Maitland - Dee and Glenkens
Item Number Item/Description
PUBLIC
1 SEDERUNT AND APOLOGIES

16 Members present, 4 apologies and 1 Member not present.

2 DECLARATIONS OF INTEREST

NONE declared.

3 MINUTE OF MEETING OF 16 MARCH 2017

Decision

 

NOTED.

4 DELEGATION TO POLICY AND RESOURCES COMMITTEE - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

NOTED the remit of the Policy and Resources Committee as detailed at paragraph 3.2 of the report.

5 MEMBERS INDUCTION - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 
5.1     CONSIDERED the requirements in relation to developing an understanding of Corporate Services activities, and 

 

5.2     AGREED that a programme of induction and orientation is developed reflecting requirements and based on the considerations outlined at paragraph 3.7.1 of the report.


 

6 DUMFRIES AND GALLOWAY DRAFT ANNUAL GOVERNANCE STATEMENT 2016/17 - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES

Decision

 

6.1     REVIEWED the draft Annual Governance Statement for 2016/17 (Appendix to the report);

 

AGREED

 

6.2     that suggested additions and amendments be provided to the Head of Legal and Democratic Services;

 

6.3     to delegate to the Head of Legal and Democratic Services to make the revisions to the draft Annual Governance Statement following this Committee; and

 

6.4     NOTED that the draft Annual Governance Statement for 2016/17 will form part of the unaudited financial accounts presented to Full Council on 27 June 2017.

 

MEMBER - Gail McGregor entered the meeting - 17 Members present.

 

 

7 POLICY AND RESOURCES - APPOINTMENTS TO OUTSIDE BODIES - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES

Decision

 

AGREED 

 

7.1     to appoint Archie Dryburgh to the Lowland Reserve Forces’ and Cadets’ Association (RFCA) as detailed at paragraph 4.1 of the report; and

 

7.2     to appoint Stephen Thompson as a member and Sean Marshall as a substitute member to Scotland Excel Joint Committee as detailed at paragraph 4.2 of the report.

 

8 CORPORATE REVENUE OUTTURN REPORT 2016/17 - REPORT BY HEAD OF FINANCE AND PROCUREMENT

Decision

 

NOTED


8.1     the service outturn positions detailed within Appendix 1 to the report, and that Services contributed £78k from underspending to the Change Fund at the end of the financial year;

 

8.2      that in a challenging year 93.7% (£19.6 Million) of agreed savings had been delivered in 2016/17 and that £1.333 Million, as detailed at section 3.12, had been met from the Change Fund in line with the approach agreed during the financial year;

 

8.3      that Unallocated General Fund Balances as at 31 March 2017 remain at £6.825 Million equating to 2% of annual planned expenditure in line with the agreed corporate policy and budget principles agreed by Full Council in December 2014;

 

8.4     that there is currently an unallocated amount of £5.808 Million available within the Corporate Change Fund to support and enable the achievement of further required savings for the upcoming financial year, as detailed at Appendix 2 to the report and considered in the next report on this agenda;

 

AGREED

 

8.5     the amounts held by the Council in a number of funds for specific projects and commitments, as detailed at Appendices 3 & 4 to the report; and

 

8.6     that a Member Seminar be organised to give an insight on Council Finances and budget setting.
 

9 THE CORPORATE CHANGE FUND AND SUPPORTING INVESTMENT IN SAVINGS - REPORT BY HEAD OF FINANCE AND PROCUREMENT

Decision

 

9.1     NOTED the current arrangements for the operation of the Corporate Change Fund and that the current uncommitted balance on the Fund available for investment in savings and improvements is £5.8 Million as at 31 March 2017; 

 

AGREED

 

9.2      the continuation of the current arrangements for the operation of the Corporate Change Fund with the addition of the proposed arrangements for the approval and subsequent reporting of investments below £50,000 with a payback period of less than 3 years, as reflected at paras 5.2 - 5.3 to the report; 

 

9.3    that any proposals agreed through this route would subsequently be reported to the Policy & Resources Committee through the quarterly budget monitoring reports.

10 IMPLEMENTATION OF FINANCIAL CODE 11 - DEBT WRITE OFFS - REPORT BY HEAD OF FINANCE AND PROCUREMENT

Decision

 

10.1     NOTED and SCRUTINISED the write-off of the following accounts which had been wrote off under delegated authority:-

10.1.1 - accounts below £10,000 for Council Tax, Non Domestic Rates, Sundry Debtors and Overpaid Housing Benefit which have been wrote off as detailed in paragraph 5.6 the the report;

 

10.2.2 - 2 Non Domestic Rates (NDR), 1 Council Tax, 1 Overpaid Housing Benefit and 1 Sundry Debtor account where the amounts being wrote off exceed £10,000 as listed in Appendix 2 to the report; and

 

10.3.3 - the percentage of debts written off against net collectable as noted in Appendix 3 to the report.

11 CORPORATE SERVICES REVENUE BUDGET 2016-17 OUTTURN - REPORT BY CORPORATE ACCOUNTANCY MANAGER

Decision

 

NOTED

 

11.1     the final outturn for Corporate Services as detailed at Appendix 1 to the report resulting in an underspend of £58k for financial year 2016-17;

 

11.2     the full delivery of the agreed savings applied to the 2016-17 Corporate Services budget as detailed at Appendix 2 to the report; 

 

11.3     utilisation of policy development allocations provided to Corporate Services for the financial year 2016-17 at Appendix 3 to the report;

 

AGREED

 

11.4     to transfer £34k to Service Reserves, £26k of which will go towards the PC Refresh Scheme and the remaining £8k to Efficiency Programs to support business process improvements and future savings; and

 

11.5     to transfer the remaining £24k underspend to the Corporate Change Fund to support the delivery of future savings.

12 CORPORATE CAPITAL INVESTMENT STRATEGY - FINAL OUTTURN 2016/17 - REPORT BY HEAD OF FINANCE AND PROCUREMENT

Decision

 

NOTED

 

12.1     the net Capital Spending in 2016/17 of £52.321 Million (Appendix  1 to the report), which reflects the acceleration of works to the value of £2.638 Million from the 2017/18 capital programme;

 

12.2     net Capital Receipts of £1.429 Million as detailed in Appendix 2 to the report;

 

12.3     the progress updates on individual projects within the 2016/17 Property/Buildings (Other) Asset Class Capital Programme reflecting the acceleration of works to the value of £247k, as reflected in Appendix 4 to the report;

 

12.4     the progress updates on individual projects within the 2016/17 Land Asset Class Capital Programme for 2016/17 reflecting the slippage of works to the value of £162k, as reflected in Appendix 5 to the report;

 

12.5     the progress updates on individual projects within the 2016/17 ICT/Business Systems Asset Class Programme reflecting the acceleration of works to the value of £190k, as reflected in Appendix 6 to the report.

13 PROPERTY/BUILDINGS (OTHER) AND ICT/BUSINESS SYSTEMS ASSET CLASS CAPITAL PROGRAMMES 2017/18 - 2019/20 - REPORT BY PROPERTY AND ARCHITECTURAL SERVICES MANAGER

Decision

 

AGREED

 

13.1     the funding allocations within the Property/Buildings (Other) Asset Class Capital Programme for 2017/18 to 2019/20 as set out in Appendix 1 to the report; and

 

13.2     the funding allocations within the ICT/Business Asset Class Programme for 2017/18 to 2019/20 as set out in Appendix 2 to the report.

14 A SEVERANCE POLICY FOR SCOTLAND - CONSULTATION ON SEVERANCE ARRANGEMENTS ACROSS THE DEVOLVED PUBLIC SECTOR - REPORT BY HEAD OF ORGANISATIONAL DEVELOPMENT, HUMAN RESOURCES AND ASSETS

Decision

 

AGREED the response to the Scottish Government as detailed in Appendix 2 to the report .

 

MEMBER - Richard Brodie left the meeting - 16 Members present.

15 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.