Policy and Resources Committee Minutes

Date:
Thursday 14 September 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
Archie Dryburgh - Annandale East and Eskdale
Andy Ferguson - North West Dumfries
Andrew Giusti - Stranraer and the Rhins
Malcolm Johnstone - Nith
Jeff Leaver - Lochar
Gail Macgregor - Annandale North
Jane S Maitland - Dee and Glenkens
Sean W Marshall - Annandale South
Henry McClelland - Annandale South
Ronnie Nicholson - North West Dumfries
Graham Nicol - Mid Galloway and Wigtown West
Stephen Thompson - Annandale North
Officials:
Lorna Meahan - Director Corporate Services
Paul Clarkin - Head of Organisational Development, Human Resources and Assets
Paul Garrett - Head of Finance and Procurement
Stewart Clanachan - Human Resources Manager
Jamie Ferguson - Community Development and Empowerment Manager
Gemma Lowery - Treasury and Capital Manager
Louise Matheson - Property and Architectural Services Manager
Graeme McIlorum - Senior Manager Business Solutions
Karen McNish - Corporate Accountancy Manager
James Pocock - Business Solutions Manager
Karen Scott - Procurement and Commissioning Manager
Sean O'Toole - Ward Worker
Steven Wylie - Ward Worker
Andrew Ewart - Treasury and Insurance Officer
Lindsay Turpie - Records and Information Management Officer
Rhona Lewis - Governance Officer
Apologies:
John Charteris - Lochar
Douglas Fairbairn - Annandale North
David Inglis - Mid Galloway and Wigtown West
Ros Surtees - Stranraer and the Rhins
Item Number Item/Description
PUBLIC
1 SEDERUNT AND APOLOGIES

16 Members present, 4 apologies and 1 not present at the start of the meeting.

2 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PROCEDURE - The Proper Officer advised that Item 15, Disposal and Acquisition Policy  was withdrawn from the agenda by  virtue of the fact that questions had been raised by Members following the Review of Standing Orders Sub Committee on Common Good and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.

3 MINUTE OF MEETING OF 15 JUNE 2017

Decision

 

APPROVED

4 CONVENTION OF SCOTTISH LOCAL AUTHORITIES (COSLA) AND IMPROVEMENT SERVICE ANNUAL CONFERENCE, 5 AND 6 OCTOBER 2017 - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

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, Tomorrow’s World scheduled on 5 and 6 October 2017 at Crieff Hydro Hotel, Perthshire.

5 ANNUAL TREASURY MANAGEMENT REPORT 2016/17 - REPORT BY HEAD OF FINANCE AND PROCUREMENT

Decision

 
NOTED

 

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.
 

6 WORKFORCE ESTABLISHMENT AND SICKNESS ABSENCE METRICS ANNUAL REPORT - REPORT BY HEAD OF ORGANISATIONAL DEVELOPMENT, HUMAN RESOURCES AND ASSETS

Decision

 

6.1     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;

 

NOTED

 

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 Council’s 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.
 

7 PROCUREMENT ANNUAL REPORT FOR FINANCIAL YEAR 2016/2017 - REPORT BY HEAD OF FINANCE AND PROCUREMENT

Decision

 

NOTED the content of the Procurement Annual Report for financial year 2016/17 provided at the Appendix to the report.

8 DIRECTOR’S END OF YEAR ASSESSMENT OF BUSINESS PLAN PERFORMANCE - CORPORATE SERVICES 2016/17 - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 
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; 

 

8.2     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

 

8.3     RECOGNISED the areas of good practice/high performance where targets had been exceeded.

 

MEMBER - Gail McGregor left the meeting - 16 Members present

 

9 COUNCIL REVENUE BUDGET MONITORING 2017/18 FOR THE PERIOD ENDED 31 JULY 2017 - REPORT BY ACTING HEAD OF FINANCE AND PROCUREMENT

Decision


NOTED

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.
 

10 CORPORATE SERVICES BUDGET 2017-2018 - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

AGREED the Corporate Services budget 2017/18 as detailed in Appendix 1 to this report.

11 CORPORATE SERVICES - REVENUE MONITORING REPORT 2017/18 - REPORT BY HEAD OF FINANCE AND PROCUREMENT

Decision


NOTED

 

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.
 

12 CAPITAL INVESTMENT STRATEGY MONITORING 2017/18 FOR THE PERIOD ENDED 30 JUNE 2017 - REPORT BY HEAD OF FINANCE AND PROCUREMENT

Decision

 

NOTED

 

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
 

13 PROCUREMENT AND COMMISSIONING REGULAR UPDATE - FINANCIAL YEAR 2017/18, QUARTER 1 - REPORT BY HEAD OF FINANCE AND PROCUREMENT

Decision

 
13.1    NOTED the update provided within the Appendix 1 and Appendix 2 to the report; and

 

13.2    AGREED to receive further updates on progress on a quarterly basis.

 

MEMBER - Sean Marshall left the meeting - 16 Members present
 

14 DUMFRIES AND GALLOWAY COUNCIL'S REVISED RECORDS MANAGEMENT PLAN - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

AGREED 


14.1    to the adoption of the South West of Scotland Transport Partnership onto Dumfries and Galloway Council’s Records Management Plan as detailed in paragraph 3.2 in the report;

 

14.2    to resubmit the Council’s 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; 

 

NOTED

 

14.4     the good progress that had been made in relation to our Council’s 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.
 

15 DISPOSAL AND ACQUISITION POLICY - REPORT BY HEAD OF ORGANISATIONAL DEVELOPMENT, HUMAN RESOURCES AND ASSETS

For information

 

This item had been withdrawn from the agenda.

16 FORMER WORKSHOP, KIRK LANE, LOCKERBIE - PROPOSED COMMUNITY ASSET TRANSFER - REPORT BY DIRECTOR COMMUNITIES

Decision

 

16.1    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 Men’s Shed as set out in paragraph 3.5 in the report;

 

NOTED

 

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 Council’s Community Asset Transfer Procedure and Disposal Policy.

17 LEASE OF LAND AT BIRKLAND ROAD PARK, CASTE DOUGLAS - REPORT BY DIRECTOR COMMUNITIES

Decision

 

17.1    CONSIDERED the Threave Rovers Community Football Club’s 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;

 

17.2    NOTED the recommendations of Stewartry Area Committee as detailed in paragraph 5.8 to the report;

 

17.3    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

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

Decision

 

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