Policy and Resources Committee Minutes

Date:
Thursday 22 March 2018
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
Andy Ferguson - North West Dumfries
Andrew Giusti - Stranraer and the Rhins
Jeff Leaver - Lochar
Jane S Maitland - Dee and Glenkens
Henry McClelland - Annandale South
Ronnie Nicholson - North West Dumfries
Graham Nicol - Mid Galloway and Wigtown West
Ros Surtees - Stranraer and the Rhins
Ronnie Tait - Annandale East and Eskdale
Stephen Thompson - Annandale North
Officials:
Lorna Meahan - Director Corporate Services
Paul Garrett - Head of Finance and Procurement
Jim Doig - Assessor and Electoral Registration Officer
Lorna Campbell - Financial Wellbeing and Revenues Manager
Graeme McIlorum - Senior Manager Business and Technology Solutions
Karen Scott - Procurement and Commissioning Manager
Rhona Lewis - Head of Legal and Democratic Services
Apologies:
John Charteris - Lochar
Archie Dryburgh - Annandale East and Eskdale
Doug Fairbairn - Annandale North
David Inglis - Mid Galloway and Wigtown West
Malcolm Johnstone - Nith
Sean W Marshall - Annandale South
Item Number Item/Description
PUBLIC
1 SEDERUNT AND APOLOGIES

15 Members present, 6 apologies.

2 DECLARATIONS OF INTEREST

 

Henry McClelland declared an interest at Item 10 by virtue of the fact that he was involved in the tendering process for contracts through his employment but determined that his interest was such that he would not leave the meeting during consideration of that matter.

3 MINUTE OF MEETING OF 18 JANUARY 2018

Decision

 

APPROVED

4 MEMBERSHIP OF CONVENTION OF SCOTTISH LOCAL AUTHORITIES (COSLA) - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

4.1     CONSIDERED the information provided in the report about the Convention of Scottish Local Authorities (COSLA) Strategic Programme; COSLA Leaders’ Workplan and Executive Board business; COSLA activities and developments; the Council’s current Elected Member representation and support arrangements; officers’ assessment of benefits of membership; and the COSLA levy; and

 

4.2    AGREED Dumfries and Galloway Council’s future membership of the Convention of Scottish Local Authorities.
 

5 IMPACT OF THE BARCLAY REVIEW OF BUSINESS RATES - REPORT BY THE ASSESSOR AND ELECTORAL REGISTRATION OFFICER

Decision

 

NOTED  

 

5.1    the legislated and proposed changes to non-domestic rating flowing from the Barclay Review of Business Rates recommendations;

 

5.2    the impact of the Barclay Review recommendations on the operation of the Council’s Assessor and Electoral Registration and Revenues Services, including the potential impact of a three year revaluation cycle from 2022, and FURTHER NOTED the actions being taken to manage this; and

 

5.3     AGREED to receive further updates as information and impacts were assessed.
 

6 TREASURY MANAGEMENT STRATEGY 2018/19 - REPORT BY HEAD OF FINANCE AND PROCUREMENT

Decision

 

AGREED

 

6.1    the Council’s Treasury Management Strategy Statement incorporating the Prudential Indicators and Annual Investment Strategy for 2018/19, as detailed in the Appendix to the report;

 

6.2     that the counterparty limit with the Council's bank (Bank of Scotland) be increased from £20 million to £25 million on a permanent basis, as detailed in paragraph 4.6 of the report; and

 

6.3     NOTED that both the prudential indicators and treasury management activities would be subject to continual monitoring and, where appropriate, amendment during the course of the upcoming financial year.

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

Decision

 

NOTED

 

7.1    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;

 

7.2    the progress made by the Economy, Environment  and Infrastructure in reducing the potential budget shortfall, through the implementation of the measures outlined in their agreed action plan and that further measures to reduce the remaining shortfall would be sought during the remainder of the year; and

 

7.3    as highlighted in previous reports to Policy and Resources Committee, it was estimated that there would be a potential shortfall in the delivery of agreed savings of £1.715 Million from the £14.272 Million required to be delivered in the current financial year (as detailed within sections 3.12 to 3.17 within the report); and

 

7.4     the estimated Change Fund balance of £2.627 Million and that, while it was anticipated that the balance would be sufficient to address further costs in relation to the delivery of 2017/18 agreed savings, there would be a significant risk that the balance of funding that would be available at the end of the financial year would be insufficient to support the delivery of savings in future.

8 CORPORATE SERVICES - REVENUE MONITORING REPORT 2017/2018 - REPORT BY HEAD OF FINANCE AND PROCUREMENT

Decision

 

NOTED

 

8.1    that based on the monitoring position to the end of December, Corporate Services was projected to breakeven as reflected at Appendix 1 to the report;

 

8.2    that Corporate Services were currently progressing a range of measures to ensure the outturn for the service against budget was balanced in the current financial year;

 

8.3    the progress against the delivery of the agreed savings applied to the 2017/18 Corporate Services budget was reflected at Appendix 2 to the report; and

 

8.4    the updated position in respect of the Policy Development budgets provided to Corporate Services was reflected at Appendix 3 to the report.
 

9 CAPITAL INVESTMENT STRATEGY MONITORING 2017/18 FOR THE PERIOD ENDED 31 DECEMBER 2017 - REPORT BY HEAD OF FINANCE AND PROCUREMENT

Decision

 

NOTED

 

9.1    the financial and physical progress against the 2017/18 capital programme for the quarter ending 31 December 17 as detailed at Appendix 1 and Appendix 2 to the report and that it was anticipated that 98.6% of the funding available of £76.052 Million would be utilised in the current financial year;

 

9.2    the progress updates on individual projects within the 2017/18 Property/Buildings (Other) Asset Class Capital Programme, and the projected acceleration of £100k, as reflected within Appendix 3 to the report; and

 

9.3    the progress updates on individual projects within the 2017/18 ICT/Business Systems Asset Class Capital Programme, and the projected acceleration of £200k, as reflected in Appendix 4 to the report.

10 PROCUREMENT AND COMMISSIONING REGULAR UPDATE - FINANCIAL YEAR 2017/18, QUARTER 3 (1 OCTOBER 2017 - 31 DECEMBER 2017) - REPORT BY HEAD OF FINANCE AND PROCUREMENT

Decision

 

NOTED the update on the Council’s procurement performance and activities during quarter 3 (1 October 2017 - 31 December 2017) and for the financial year to date as detailed in Appendices 1 and 2 to this report.
 

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

Decision
 

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