Ad Hoc Sub Committee Review of Schemes Minutes

Date:
Thursday 13 November 2014
Time:
2:00pm
Place:
Council Offices, English Street, Dumfries

Attendance Details

Members:
Tom A McAughtrie (Chairman)-Abbey
Richard Brodie-Annandale South
Ian Carruthers-Annandale South
Alistair Geddes-Mid Galloway
Ivor A Hyslop-Lochar
Colin Smyth-Nith
Officials:
Derek Crichton - Head of Corporate Support
Claire Thomson - Governance Officer
Apologies:
Brian Collins - Castle Douglas and Glenkens
Item Number Item/Description Action
PUBLIC
1 SEDERUNT AND APOLOGIES

4 Members present, 1 apology, 2 not present

 
2 DECLARATIONS OF INTEREST

NONE declared

 
3 MINUTE OF MEETING OF 6 MAY 2014

Decision

 

NOTED.

 
4 REVIEW OF STANDING ORDERS & SCHEMES OF DELEGATION - REPORT BY PROPER OFFICER

MEMBERS - Richard Brodie and Ian Carruthers entered the meeting during discussion of this item - 6 Members present

 

Decision

 

AGREED

 

4.1      to recommend to the full Council that there be a record in the minutes of meetings of the Employment and Appeals Sub-Committee where a ballot had taken place, NOTING that there could be no recording of dissent;

 

4.2      to recommend to full Council that the words ‘where there is not consensus’ be inserted at the beginning of Standing Order 10.3.2;

 

4.3      to retain the Social Work Services Sub Committee as a Sub Committee of Social Work Services Committee at present, pending the establishment of the Health and Social Care Partnership Body Corporate;

 

4.4      to retain the current reporting lines for the Housing Sub-Committee pending the review by the Chief Executive of the Shape of the Council, NOTING that the review was scheduled for submission to the full Council on 18 December 2014;

 

4.5      to recommend to the full Council that the words 'Members require to be present throughout the proceedings of a meeting of the Employment and Appeals Sub-Committee for the purposes of making appointments; hearing appeals against dismissal and Stage 3 Grievances in order to participate in the decision before them' be added to paragraph 4.6 of the Scheme of Administration and Delegation to Committees and to look at the application of this to other quasi-judicial bodies;

 

4.6      to recommend to full Council that the remit of the Audit and Risk Management Committee be amended to include (1) preparation of an annual report on the work and performance of the Audit and Risk Management Committee; (2) a role in the development of the Council’s Code of Corporate Governance and Annual Governance Statement in advance of it being submitted for approval to Policy and Resources Committee; and (3) provision of an independent assurance on the integrity of the financial reporting and annual governance processes; and

 

4.7      NOTED that a comprehensive Scheme of Delegation to Officers showing the statutory and non statutory delegations would be presented to a future meeting of the Sub-Committee.

Elections Manager

5 REVIEW OF OUTSIDE BODIES - REPORT BY PROPER OFFICER

Decision

 

NOTED

 

5.1      that the draft Scheme of Appointments to Roles and Outside Bodies (the Scheme) had been set out clearly to indicate where the Members role was that of a decision maker or that of an adviser;

 

5.2      that work had been done to confirm the link officers details included in the Scheme;

 

5.3      the distinction between Trusts and Champions in the Scheme with Trusts regarded as outside bodies and an indication given as to whether the Trusts were administered by the Council or not;

 

5.4      the advice provided by the Standards Commission with regard to the registration and declaration of interests of outside bodies;

 

AGREED

 

5.5      that link officers complete the questionnaire on the Council’s involvement in Outside Bodies and subsequently produce an annual assurance certificate to confirm the validity of that information;

 

5.6      that there would be a general assessment of future relationships with all outside bodies once the annual assurance process was complete; and

 

5.7      that a number of anomalies/omissions identified by Members at the meeting would be validated and incorporated into the Scheme, including advice on the governance arrangements for regeneration steering groups, to be approved at a future meeting of this Sub Committee.

Performance Improvement Officer, Governance and Elections Officer

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

Decision

 

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

 

Action Details

ItemDetail
4 Action by Elections Manager - Recommendations from Ad Hoc Sub-Committee agreed at full Council on 18 December 2014
5 Action by Performance Improvement Officer - update report on the review of outside bodies at ad hoc sub committee review of schemes on 6 February 2015

Action by Governance and Elections Officer - Work ongoing for next Ad Hoc Sub meeting on 4 Sept 2015.