Ad Hoc Sub Committee Review of Schemes Minutes

Date:
Friday 6 February 2015
Time:
10:30am
Place:
Council Offices, English Street, Dumfries

Attendance Details

Members:
Tom A McAughtrie (Chairman)-Abbey
Richard Brodie-Annandale South
Ian Carruthers-Annandale South
Andy Ferguson (substitute)-North West Dumfries
Alistair Geddes-Mid Galloway
Ivor A Hyslop-Lochar
Colin Smyth-Nith
Officials:
Gavin Stevenson - Chief Executive
Alex Haswell - Proper Officer
Claire Rogerson - Governance Officer
Apologies:
Brian Collins - Castle Douglas and Glenkens
Item Number Item/Description Action
PUBLIC
1 SEDERUNT AND APOLOGIES

6 Members present, 1 apology

 
2 DECLARATIONS OF INTEREST

NONE declared

 
3 MINUTE OF MEETING OF 13 NOVEMBER 2014

Decision

 

NOTED

 

MEMBER - Andy Ferguson in - 7 Members present

 
4 SHAPE OF THE COUNCIL - BUSINESS TRANSFORMATION STEERING GROUP - REPORT BY CHIEF EXECUTIVE

Decision

 

4.1 NOTED the arrangements for programme management and oversight of the change programme as agreed at full Council.

 

AGREED

 

4.2   to recommend to full Council the proposed arrangements for the workings of the Business Transformation Steering Group as detailed in the report;

 

4.3   to recommend to full Council that Elected Member representation on the Business Transformation Steering Group be 7 Members and, RECOGNISING the knowledge and skills required, that the Members of this Ad Hoc Sub Committee (Review of Schemes) be appointed to the Steering Group APPRECIATING that replacements would be permitted if Members were unable to attend;

 

4.4  to recommend to full Council that representatives of all three Trade Unions: Unite, Unison and GMB would be invited to be Members of the Business Transformation Steering Group; and

 

4.5  FURTHER AGREED to recommend to full Council that once all four Directors have been appointed, they are invited to the first meeting of the Business Transformation Steering Group.

Chief Executive

5 SHAPE OF THE COUNCIL - SERVICE COMMITTEE STRUCTURE - REPORT BY CHIEF EXECUTIVE

Decision

 

NOTED

 

5.1  the new organisational shape of the Council as agreed at full Council on 18 December 2014;

 

5.2  the decision of Full Council to review the current Service Committee structure and delegations, and that full Council remitted this to the Ad Hoc Sub Committee Review of Schemes to consider and to report with recommendations; and

 

 

5.3  AGREED having given initial consideration to future Committee structures and delegations most appropriate to the revised structure, that direction had been given to the Proper Officer in order that a further detailed report be considered at the next meeting of this Sub-Committee.


 

Chief Executive

6 REVIEW OF STANDING ORDERS AND SCHEMES OF DELEGATION - REPORT BY PROPER OFFICER

Decision

 

AGREED

 

6.1  to recommend to full Council an amendment to the Scheme of Delegation to Officers for Planning to the effect that "An Elected Member may revoke a request to call in a Planning Application if this is notified to the Proper Officer prior to the publication of the agenda and papers for the meeting where the application was due to be considered. The application will then be deemed to have been withdrawn from the Agenda for that meeting";

 

6.2  to recommend to full Council an amendment to the Scheme of Administration and Delegation to Committees that if an application before the Planning Applications Committee has already been the subject of public speaking at a previous meeting then only those Members who were present and heard the representations can vote on the application should the Committee determine to divide. FURTHER AGREED, to align with procedures in place for the Local Review Body, that if, a Member had heard the representations but had not attended any associated site visit then that Member would not be permitted to determine the application should the Committee determine to divide; NOTING that time would be scheduled in the Council Diary for accompanied site visits to take place; and

 

6.3  that should a replacement Member for a Hearing of the Employment and Appeals Sub-Committee subsequently tender their apology for the meeting due to a declaration of interest, then their apology would be recorded in the minutes of the Hearing with the words 'Replacement Member' recorded against their name.
 

Governance and Elections Officer

7 REVIEW OF OUTSIDE BODIES - REPORT BY PROPER OFFICER

Decision

 

NOTED

 

7.1  the work being undertaken to date and the focus going forward to progress the assessment of the Council's involvement in outside bodies; and

 

7.2  the decision taken by Economy, Environment and Infrastructure Committee on 13 January 2015 regarding governance arrangements for regeneration groups.

 
8 EDUCATION COMMITTEE - PARENT COUNCIL REPRESENTATION - REPORT BY PROPER OFFICER

Decision

 

AGREED

 

8.1  to DEFER this item to the next meeting of this Sub Committee to receive more background information on Parent Council representation; and

 

8.2  to receive a report back at a future meeting on representation of other bodies on all other committees.

 


 

Performance Improvement Officer

9 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 Chief Executive - Report submitted to Full Council on 26 March 2015
5 Action by Chief Executive - Report scheduled for next meeting of Ad Hoc Sub Committee Review of Schemes
6 Action by Governance and Elections Officer - All actioned except 6.2 'Further agreed...' as was not subsequently agreed by D&G Council.
8 Action by Performance Improvement Officer - Full Council 29 September 2015 - provision for appointment of two parent council representatives on Education Committee without voting rights