SEDERUNT AND APOLOGIES
16 Members present, 4 apologies and 1 not present at the start of the meeting.
DECLARATIONS OF INTEREST
Malcolm Johnstone declared an interest at Item 13 by virtue of the fact that his business is the present provider of the Fresh bakery contract, but due to the report not being of a sensitive nature, he deemed his interest was such that he did not require to leave the meeting during consideration of this item.
PROCEDURE - The Proper Officer advised that Item 15, Disposal and Acquisition Policy was withdrawn from the agenda by virtue of the fact that questions had been raised by Members following the Review of Standing Orders Sub Committee on Common Good and Member involvement. An updated report will be presented to Members at Full Council on 26 September on this together with a report on Area Committees.
MINUTE OF MEETING OF 15 JUNE 2017
CONVENTION OF SCOTTISH LOCAL AUTHORITIES (COSLA) AND IMPROVEMENT SERVICE ANNUAL CONFERENCE, 5 AND 6 OCTOBER 2017 - REPORT BY DIRECTOR CORPORATE SERVICES
AGREED that the Convention Of Scottish Local Authorities (COSLA) Convention Delegates or nominated substitutes of the (COSLA) Convention Delegates would attend the Convention of Scottish Local Authorities (COSLA) and Improvement Service Annual Conference, Tomorrows World scheduled on 5 and 6 October 2017 at Crieff Hydro Hotel, Perthshire.
ANNUAL TREASURY MANAGEMENT REPORT 2016/17 - REPORT BY HEAD OF FINANCE AND PROCUREMENT
5.1 the contents of the Annual Treasury Management Report 2016/17 (Appendix 1 to the report) which covered treasury management activities for the year 2016/17 resulting in a net debt position of £197.212 Million as at 31 March 2017;
5.2 the transactions and debt performance during 2016/17 as detailed in section 5.0 of the Annual Treasury Management Report 2016/17 (Appendix 1 to the report);
5.3 that net interest paid in the year was £8.476 Million and expenses £0.112 Million as detailed in section 10.0 of the Annual Treasury Management Report (Appendix 1 to the report);
5.4 that the Treasury and Capital Team were actively working to improve internal communication around the notification and timing of significant cash receipts to ensure compliance with Treasury Limits; and
5.5 that the appropriateness of existing Treasury Limits were currently under review and changes, if appropriate would be presented to Members for consideration.
MEMBER - Gail McGregor entered the meeting - 17 Members present.
WORKFORCE ESTABLISHMENT AND SICKNESS ABSENCE METRICS ANNUAL REPORT - REPORT BY HEAD OF ORGANISATIONAL DEVELOPMENT, HUMAN RESOURCES AND ASSETS
CONSIDERED the Workforce Establishment Report which sets out the establishment and sickness absence information as at 1 April 2017 as detailed in the Appendix to the report;
6.2 that Members commended the work undertaken by staff to attain the Healthy Working Lives Gold Award and the progress made through the introduction of the Councils Strategic Health and Wellbeing Group in April 2016 and the Absence Management Strategy in October 2016; and
6.3 that the expectation of this Committee would be to see further improvements in absence rates through all the policies and practices put in place by Dumfries and Galloway Council to maximise attendance of its employees.
PROCUREMENT ANNUAL REPORT FOR FINANCIAL YEAR 2016/2017 - REPORT BY HEAD OF FINANCE AND PROCUREMENT
NOTED the content of the Procurement Annual Report for financial year 2016/17 provided at the Appendix to the report.
DIRECTORS END OF YEAR ASSESSMENT OF BUSINESS PLAN PERFORMANCE - CORPORATE SERVICES 2016/17 - REPORT BY DIRECTOR CORPORATE SERVICES
8.1 REVIEWED the overall summary for the end of year performance for the Corporate Services Directorate Business Plan for the period April 2016 to March 2017 which includes the performance information on Health and Safety as set out in Appendix 1 to the report;
SCRUTINISED the exception reporting in Appendix 2 and Appendix 3 to the report and AGREED that the actions proposed were adequate to improve performance and future monitoring of areas which have not met the target; and
RECOGNISED the areas of good practice/high performance where targets had been exceeded.
MEMBER - Gail McGregor left the meeting - 16 Members present
COUNCIL REVENUE BUDGET MONITORING 2017/18 FOR THE PERIOD ENDED 31 JULY 2017 - REPORT BY ACTING HEAD OF FINANCE AND PROCUREMENT
9.1 the Service Performance against budget, and that Service Management Teams continue to implement tight spending control measures and active budget management to ensure expenditure is contained within agreed budgets;
9.2 the budgetary pressures being experienced by Economy, Environment and Infrastructure as detailed at sections 3.6 - 3.9 to the report, and that a detailed action plan to address currently projected net overspend is currently being developed by the Economy, Environment and Infrastructure Management Team;
9.3 the current progress on the delivery of agreed savings, as detailed in Appendices 2 and 3 to the report, and that, based on a risk assessed estimate, a potential delivery shortfall of approximately £0.978 Million had been projected; and
9.4 the estimated Change Fund balance of £3.725 Million and that, while it is anticipated that the balance would be sufficient to address further costs in relation to the delivery of 2017/18 agreed savings, there were concerns regarding the level of funding that is likely to be available to support the delivery of future savings.
CORPORATE SERVICES BUDGET 2017-2018 - REPORT BY DIRECTOR CORPORATE SERVICES
AGREED the Corporate Services budget 2017/18 as detailed in Appendix 1 to this report.
CORPORATE SERVICES - REVENUE MONITORING REPORT 2017/18 - REPORT BY HEAD OF FINANCE AND PROCUREMENT
11.1 that based on the monitoring position to the end of July, Corporate Services is projected to breakeven as reflected at Appendix 1 to the report;
11.2 that Corporate Services are currently progressing a range of measures to ensure the outturn for the service against budget is balanced in the current financial year;
11.3 the progress against the delivery of the agreed savings applied to the 2017/18 Corporate Services budget are reflected at Appendix 2 to the report; and
11.4 the updated position in respect of the Policy Development budgets provided to Corporate Services are reflected at Appendix 3 to the report.
CAPITAL INVESTMENT STRATEGY MONITORING 2017/18 FOR THE PERIOD ENDED 30 JUNE 2017 - REPORT BY HEAD OF FINANCE AND PROCUREMENT
12.1 the current 10 Year Capital Investment Strategy (Appendix 1 to the report) was updated to reflect current expenditure projections and slippage/acceleration from the previous year as detailed in Note 1 to Appendix 1;
12.2 the financial and physical progress against the 2017/18 capital programme for the quarter ending 30 June 2017 as detailed at Appendix 2 and Appendix 3 to the report;
12.3 the progress updates on individual projects within the 2017/18 Property/Buildings (other) Asset Class Capital Programme, which is projected to spend in line with the funding allocations, as reflected within Appendix 4 to the report; and
12.4 the progress updates on individual projects within the 2017/18 ICT/Business Systems Asset Class Capital Programme, which is projected to spend in line with the funding allocations, as reflected in Appendix 5 to the report.
MEMBER - Gail McGregor re-entered the meeting - 17 Members present
PROCUREMENT AND COMMISSIONING REGULAR UPDATE - FINANCIAL YEAR 2017/18, QUARTER 1 - REPORT BY HEAD OF FINANCE AND PROCUREMENT
13.1 NOTED the update provided within the Appendix 1 and Appendix 2 to the report; and
AGREED to receive further updates on progress on a quarterly basis.
MEMBER - Sean Marshall left the meeting - 16 Members present
DUMFRIES AND GALLOWAY COUNCIL'S REVISED RECORDS MANAGEMENT PLAN - REPORT BY DIRECTOR CORPORATE SERVICES
14.1 to the adoption of the South West of Scotland Transport Partnership onto Dumfries and Galloway Councils Records Management Plan as detailed in paragraph 3.2 in the report;
14.2 to resubmit the Councils revised Records Management Plan to the Keeper for approval as detailed at Appendix 1 to the report;
14.3 that training on Records Management, Data Protection and Freedom of Information would be useful for Members;
14.4 the good progress that had been made in relation to our Councils Records Management Programme, since the approval of the Records Management Plan on 12 June 2014 as detailed at paragraph 3.3 to the report; and
14.5 the new and updated documents to be submitted as part of the Records Management Plan detailed at paragraph 3.3.3 on the report and
AGREED the revised policies which will form part of the supporting evidence (Appendices 2, 3, 4, 5, 6, 7, 8, 9 and 10 to the report).
MEMBER - Sean Marshall re-entered the meeting - 17 Members present.
DISPOSAL AND ACQUISITION POLICY - REPORT BY HEAD OF ORGANISATIONAL DEVELOPMENT, HUMAN RESOURCES AND ASSETS
This item had been withdrawn from the agenda.
FORMER WORKSHOP, KIRK LANE, LOCKERBIE - PROPOSED COMMUNITY ASSET TRANSFER - REPORT BY DIRECTOR COMMUNITIES
(Attachment: 34)Final report - Former Workshop, Kirk Lane, Lockerbie (120K/bytes)
(Attachment: 35)Final report - Former Workshop, Kirk Lane, Lockerbie - Appendix 1 (337K/bytes)
(Attachment: 36)Final report - Former Workshop, Kirk Lane, Lockerbie - Appendix 2 (305K/bytes)
(Attachment: 37)Final report - Former Workshop, Kirk Lane, Lockerbie - Appendix 3 (77K/bytes)
(Attachment: 38)Final report - Former Workshop, Kirk Lane, Lockerbie - Appendix 4 (259K/bytes)
CONSIDERED the Business Plan at Appendix 2 to the report and proposal for a Community Asset Transfer of the former Community Payback Workshop to the Lochmaben Mens Shed as set out in paragraph 3.5 in the report;
16.2 the recommendations of the Lockerbie and Lochmaben Common Good Sub Committee in relation to the proposal as set out in paragraph 3.12 to the report and agreed to implement their further considerations as far as legally possible and taking into account funding conditions.
16.3 in recognition of the social and economic benefits of the project to the area
AGREED the transfer of the property for a nominal value on 1 April 2018, subject to a Condition as set out in paragraph 3.16 to the report, and in line with our Councils Community Asset Transfer Procedure and Disposal Policy.
LEASE OF LAND AT BIRKLAND ROAD PARK, CASTE DOUGLAS - REPORT BY DIRECTOR COMMUNITIES
CONSIDERED the Threave Rovers Community Football Clubs Business Plan, as detailed in Appendix 1 to the report, for lease of land at Birkland Road Park, Castle Douglas for a period of 25 years;
NOTED the recommendations of Stewartry Area Committee as detailed in paragraph 5.8 to the report;
AGREED to the lease of land to Threave Rovers Community Club of Birkland Road Park, Castle Douglas for a period of 25 years for nominal value of £1.00.
MEMBER - Gail McGregor left the meeting - 16 Members present
ANY OTHER BUSINESS DEEMED URGENT BY THE CHAIRMAN DUE TO THE NEED FOR A DECISION
NOTED that there were no items of business deemed urgent by the Chairman due to the need for a decision.