SEDERUNT AND APOLOGIES
19 Members present, 2 apologies.
DECLARATIONS OF INTEREST
David Inglis declared an interest at Item 12 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.
Ronnie Tait declared an interest at Item 22 by virtue of the fact that he was a Director and Trustee to the Eskdale Foundation and that he was a Member of the Community Group who had been taking this proposal forward.
Malcolm Johnstone declared an interest at Item 12 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.
Henry McClelland declared an interest at Item 12 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.
Archie Dryburgh declared an interest at Item 22 by virtue of the fact that he was a Non Executive Director to the Eskdale Foundation but he determined that his interest was such that he would not leave the meeting during consideration of that matter.
MINUTE OF MEETING OF 22 MARCH 2018
SCOTLAND'S DIGITAL PARTICIPATION CHARTER - REPORT BY HEAD OF LIFELONG LEARNING AND WELLBEING
AGREED that the Council would sign up to Scotlands Digital Participation Charter and that it would commit to developing and improving digital skills for staff, Elected Members, young people and our communities; and
NOTED the types of skills and opportunities which were already available for staff, young people and customers as detailed at paragraph 3.10 and in the Appendix to the report.
DUMFRIES AND GALLOWAY COUNCIL RESPONSE TO THE SCOTTISH GOVERNMENT CONSULTATION ON INCREASING EMPLOYMENT OF DISABLED PEOPLE IN THE PUBLIC SECTOR - REPORT BY HEAD OF ORGANISATIONAL DEVELOPMENT, HUMAN RESOURCES AND ASSETS
AGREED the response to the Scottish Government consultation as detailed in the Appendix to the report in advance of the deadline of 15 August 2018.
OCCUPATIONAL ROAD RISK POLICY - REPORT BY HEAD OF ENTERPRISING SERVICES
AGREED the Occupational Road Risk Policy ( Appendix to the report).
REVIEW OF OUR SUBSTANCE MISUSE POLICY - REPORT BY HEAD OF ORGANISATIONAL DEVELOPMENT, HUMAN RESOURCES AND ASSETS
AGREED the Substance Misuse Policy ( Appendix to the report) subject to the following amendments:-
7.1.1 that Paragraph 2.4 would state that: While employees should be aware that the Council will take action where it is required in relation to substance misuse, it is important to emphasise that the Council is committed to creating an environment where employees are able to acknowledge and address any issue and seek advice and treatment.;
7.1.2 that Paragraph 2.5 be clarified to Members and should read: The Council will treat sympathetically request for help from employees with an alcohol or drug issues. During any programme of support and treatment the employee will remain subject to the requirements of the Policy.
7.1.3 that Paragraph 3.2 should read: Where a manager has reasonable cause to suspect an employee is unfit/unsafe to undertake the work and discuss with them their concerns in a private setting to establish whether there is a reasonable explanation for the behaviour. It is also appropriate to request that another manager or supervisor is present during the discussion. The employee may be accompanied by a Trade Union Representative or a work colleague.
AGREED that a progress report be brought to the November meeting of the Policy and Resources Committee detailing:- the progress of the implementation of the Policy; the development of the guidance and training to Managers and Trade Union Representatives; the usefulness of the materials and the appropriateness of how these have been deployed; a report on the incidence of the Policy's application; and an opportunity to make any further recommendations with regards to the implementation of the Policy.
CORPORATE REVENUE OUTTURN REPORT 2017/18 - REPORT BY HEAD OF FINANCE AND PROCUREMENT
NOTED the service outturn positions detailed within Appendix 1 to the report;
AGREED the non-recurring application of unallocated budget pressure funding to address the identified overspend within EEI of £953k, as detailed at section 3.8 to the report;
AGREED the application of the Severe Weather Emergency Fund (£500k) and Scottish Government Severe Winter Weather Funding (£458k) to address the additional expenditure of £958k incurred as a result of the winter response;
AGREED the application of £500k corporate funding to support the re-instatement of the Severe Weather Emergency Fund, as detailed at section 3.11 to the report;
NOTED that in a challenging year 85% (£12.212 Million) of agreed savings had been delivered in 2017/18 and that £2.060 Million, as detailed at section 3.15 to the report, had been met from the Change Fund in line with the approach agreed during the financial year;
NOTED that Unallocated General Fund Balances as at 31 March 2018 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;
NOTED that there was currently an unallocated amount of £3.171 Million available within the Corporate Change Fund to support and enable the achievement of significant further required savings for the upcoming financial year, as detailed at Appendix 4 to the report; and
AGREED the amounts held by the Council in a number of funds for specific projects and commitments, as detailed at Appendices 5 & 6 to the report.
IMPLEMENTATION OF FINANCIAL CODE 11 - DEBT WRITE OFFS - REPORT BY HEAD OF FINANCE AND PROCUREMENT
NOTED the write-off of the following accounts which had been written off under delegated authority:- (1) - accounts below £10,000 for Council Tax, Non Domestic Rates, Sundry Debtors and Overpaid Housing Benefit which had been wrote off as detailed in paragraph 5.7 to the report; (2) - 3 Non Domestic Rates (NDR) and 4 Sundry Debtors accounts where the amounts being wrote off exceed £10,000 as listed in Appendix 2 to the report; and (3) - the % of debts wrote off against net collectable as noted in Appendix 3 to the report.
CORPORATE SERVICES REVENUE BUDGET OUTTURN 2017-18 - REPORT BY DIRECTOR CORPORATE SERVICES
10.1 the final outturn for Corporate Services as detailed at
Appendix 1 to the report resulting in an underspend of £79k for financial year 2017-18;
10.2 the full delivery of the agreed savings applied to the 2017-18 Corporate Services budget as detailed at
Appendix 2 to the report;
10.3 the utilisation of policy development allocations provided to Corporate Services for the financial year 2017-18 at
Appendix 3 to the report; and
AGREED to the transfer of £79k to Service Reserves, £68k of which was ring fenced funding for Individual Electoral Registration and the remaining £11k to Efficiency Programs to support business process improvements and future savings.
DIRECTORS END OF YEAR ASSESSMENT OF CORPORATE SERVICES BUSINESS PLAN PERFORMANCE 2017/18 - REPORT BY DIRECTOR CORPORATE SERVICES
11.1 the overall summary for the end of year performance for the Corporate Services Directorate Business Plan for the period 1 April 2017 to 31 March 2018 (
Appendix 1 to the report);
11.2 the exception reporting and
AGREED that the actions proposed were adequate to improve performance and enable future monitoring of areas which had not met the target; in Appendices 2 and 3 to the report;
11.3 that any amendments or developments requested as a result of Committee scrutiny of this performance information would be incorporated into the new Corporate Services 2018-23 Business Plan, including performance with relevant comparison against other Local Authorities where available, which would be presented for member consideration at the 4 September 2018 Meeting of the Policy and Resource Committee.
ADJOURNMENT OF MEETING - The meeting adjourned at 12:32 and reconvened at 13:00 with 18 Members present being:- Rob Davidson (Chairman), Elaine Murray (Vice-Chairman), Richard Brodie, Dougie Campbell, Ian Carruthers, John Charteris, Archie Dryburgh, Andy Ferguson, Andrew Giusti, Malcolm Johnstone, Jane Maitland, Sean Marshall, Henry McClelland, Ronnie Nicholson, Graham Nicol, Ros Surtees, Ronnie Tait and Adam Wilson.
CONTRACT AND SUPPLIER MANAGEMENT STRATEGY - REPORT BY HEAD OF FINANCE AND PROCUREMENT
AGREED the Contract and Supplier Management Strategy at Appendix 1 to this report.
CIVIC GOVERNMENT (SCOTLAND) ACT 1982 (1982 ACT) SECTIONS 17 AND 18A TAXI LICENSING: REVIEW OF MAXIMUM FARE STRUCTURE - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES
13.1 to make amendments to the existing Maximum Fare Structure detailed at the
Appendix to this report;
13.2 to adopt a new Maximum Fare Structure detailed in the
Appendix to this report with the following amendments:-
13.2.1 that a premium of £1.00 per hire may be charged for all hirings commenced between midnight and 06.00 hours;
13.2.2 that a charge of 40p may be made for each period of 2 minutes waiting time or uncompleted part thereof;
13.2.3 that a charge of up to £100 may be made for any 'soiling' by hirer which necessitates the taxi being removed from service for cleaning.
FURTHER AGREED that an advisory notice be sent to Taxi companies to advise this charge excludes those with medical conditions; and
13.3 that the new Maximum Fare Structure will take effect from 1 September 2018 (subject to no representations being received following publication of the Structure as detailed in paragraph 3.13 in the report.
CIVIC GOVERNMENT (SCOTLAND) ACT 1982 (1982 ACT) SCHEDULE 1, PARAGRAPH 16A ELECTRONIC COMMUNICATIONS - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES
MEMBER - Malcolm Johnstone left the meeting. 17 Members present.
14.1 the intention to accept, by electronic communications, applications for the grant or renewal of a licence; objections or representations and notifications of a change to a licence;
14.2 the intention to use electronic communications to provide notices and reasons; and
NOTED that application forms/site notices will be amended to reflect this new change in policy.
DUMFRIES AND GALLOWAY DRAFT ANNUAL GOVERNANCE STATEMENT 2017/18 - REPORT BY DIRECTOR CORPORATE SERVICES
15.1 that the Local Code of Corporate Governance would be presented to the Policy and Resources Committee meeting on 4 September 2018;
15.2 the draft Annual Governance Statement for 2017/18 (
Appendix to the report) and that this would be presented to the Audit, Risk and Scrutiny Committee on 21 June 2018;
AGREED to delegate to the Head of Legal and Democratic Services to arrange the necessary revisions to the draft Annual Governance Statement following this Committee; and
NOTED that the Annual Governance Statement for 2017/18 would form part of the unaudited financial accounts presented to Full Council on 26 June 2018.
CORPORATE ANTI-FRAUD AND ANTI-CORRUPTION POLICY STATEMENT AND STRATEGY - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES
16.1 the Anti-Fraud and Anti-Corruption Policy Statement and Strategy (
Appendix 1 to the report); and
16.2 that an invitation be sent to all Members to an Anti-Fraud and Anti-Corruption Seminar when this had been arranged.
RISK MANAGEMENT FRAMEWORK - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES
17.1 the updated Risk Management Policy Statement as detailed at
Appendix 1 to the report, reflecting changes summarised at paragraph 3.5.1 in the report;
17.2 the updated Risk Management Strategy as detailed at
Appendix 2 to the report, reflecting changes summarised at paragraph 3.5.2 in the report, which together with the Policy Statement form the Risk Management Framework; and
NOTED the Action Plan developed intended to improve understanding on risk management across the Council as detailed at Appendix 3 to the report.
GENERAL DATA PROTECTION REGULATIONS (GDPR) UPDATE - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES
NOTED the work the Council had undertook to prepare and ensure compliance with the General Data Protection Regulation, which came into effect on 25 May 2018, and to strengthen our core data protection arrangements.
CORPORATE CAPITAL INVESTMENT STRATEGY - FINAL OUTTURN 2017/18 - REPORT BY HEAD OF FINANCE AND PROCUREMENT
19.1 the net Capital Spending in 2017/18 of £73.013 Million (
Appendix 1 to the report), which reflects the utilisation of 97.2% of the agreed funding available;
19.2 the net Capital Receipts of £0.384 Million as detailed in
Appendix 2 to the report; with a further £116k of surplus receipts generated in previous years applied to meet the £500k receipts target as explained at paragraph 3.10 of this report;
Asset Class Programme
19.3 the progress updates on individual projects within the 2017/18 Property/Buildings (Other) Asset Class Capital Programme reflecting the acceleration of works to the value of £131k, as reflected in
Appendix 4 to the report; and
19.4 the progress updates on individual projects within the 2017/18 ICT/Business Systems Asset Class Programme reflecting the acceleration of works to the value of £363k, as reflected in
Appendix 5 to the report.
PROPERTY/BUILDINGS (OTHER) AND ICT BUSINESS SYSTEMS ASSET CLASS CAPITAL PROGRAMMES 2018/19-2020/21 - REPORT BY DIRECTOR CORPORATE SERVICES
20.1 the funding allocations within the Property/Buildings (Other) Asset Class Capital Programme for 2018/19 to 2020/21 as set out in
Appendix 1 to the report; and
20.2 the funding allocations within the ICT/Business Asset Class Programme for 2018/19 to 2020/21 as set out in
Appendix 2 to the report.
PROPOSED COMMUNITY ASSET TRANSFER: PLOT OF LAND, CLOSEBURN - REPORT BY DIRECTOR COMMUNITIES
21.1 the Nith Valley Leaf Trust (NVLT) Business Plan at
Appendix 2 to the report for the proposed Community Asset Transfer of land at Castle Crescent, Closeburn, as detailed in Appendix 1 to the report;
21.2 the recommendation of Nithsdale Area Committee as detailed in paragraph 3.7 to the report; and
AGREED to the Community Asset Transfer of the land detailed in Appendix 1 to the report, for the sum of £15,000 as proposed by Nith Valley Leaf Trust.
MEMBER - Ronnie Tait left the meeting. 16 Members present.
FORMER POLICE STATION, BUCCLEUCH SQUARE, LANGHOLM - PROPOSED COMMUNITY ASSET TRANSFER - REPORT BY DIRECTOR COMMUNITIES
22.1 the Eskdale Foundations Business Plan, as detailed in
Appendix 1 to the report, for the community asset transfer of the Former Police Station, Buccleuch Square, Langholm;
22.2 the recommendations of Annandale and Eskdale Area Committee in relation to the proposal as set out in paragraphs 3.15 and 3.16 to the report; and
22.3 in recognition of the social and economic benefits of the project to the area,
AGREED to transfer the Former Police Station, Buccleuch Square, Langholm to the Eskdale Foundation for the nominal sum of £1, with the condition that if the Foundation does not have the required capital funding in place for the project by 30 November 2018 and the property transfer had already been effected then the Foundation will reconvey the property to the Council for the nominal sum of £1.
ANY OTHER BUSINESS DEEMED URGENT BY THE CHAIRMAN DUE TO THE NEED FOR A DECISION
NOTED that there was no item of business deemed urgent by the Chairman due to the need for a decision.