Ad Hoc Sub Committee Review of Schemes Minutes

Date:
Friday 4 September 2015
Time:
10:30am
Place:
Council Offices, English Street, Dumfries

Attendance Details

Members:
Tom A McAughtrie (Chairman)-Abbey
Ian Carruthers-Annandale South
Rob Davidson-Abbey
Alistair Geddes-Mid Galloway
Ivor A Hyslop-Lochar
Colin Smyth-Nith
Officials:
Lorna Meahan - Director Corporate Services
Matthew Healy - Change Development Manager
Rhona Lewis - Senior Manager Legal and Regulatory
Claire Thomson - Governance Officer
Apologies:
Richard Brodie - Annandale South
Item Number Item/Description Action
PUBLIC
1 SEDERUNT AND APOLOGIES

6 Members present, 1 apology

 
2 DECLARATIONS OF INTEREST

NONE declared

 
3 EXTERNAL REPRESENTATION ON COMMITTEES - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

AGREED

 

3.1      to recommend to Full Council that the Scheme of Administration and Delegation to Committees be amended to include the appointment of two Parent Council representatives (one from the primary sector and one from the secondary sector);

 

3.2      to recommend to Full Council that the process for appointment for the two Parent Council representatives (one from the primary sector and one from the secondary sector), be via nominations from the Dumfries and Galloway Regional Parent/Carer Council Forum; and

 

3.3      to consult with Area Committees (Annandale & Eskdale, Stewartry and Nithsdale) for their views on community input into Area Committee meetings and to receive a report on the outcomes of this consultation at a future meeting.

Governance and Elections Officer

4 REVIEW OF STANDING ORDERS & SCHEMES OF DELEGATION - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

AGREED

 

4.1     to recommend to Full Council the amendments to Standing Orders/Scheme of Administration and Delegation to Committees as follows:-

4.1.1 Standing Order 10.3 - voting on the appointment of Members to office or Committee be by roll call; voting on appointment of officers or disciplinary and grievance issues be by ballot;
4.1.2 Standing Order 8 - the quorum be determined based on voting members only, APPRECIATING that should a Common Good Fund Sub-Committee not be quorate, any business could be transacted by the respective Area Committee;
4.1.3 Scheme of Administration and Delegation to Committees 4.12 - that there be no substitution permitted on Common Good Fund Sub-Committees;
 

4.2      AGREED that the following points be taken into account as part of the future development of the Scheme of Administration and Delegation to Committees:-

 

4.2.1 that the starting point for Service Committee structure and delegations should broadly reflect the organisation of services agreed under the Shape of the Council, ie four Committees and an Integration Joint Board, with consideration being given to setting up ancillary Committees /Sub-Committees as required as well as a pro-active approach to agenda management;


4.2.2 that the Policy and Resources Committee continues, although consideration would be given to the need for a separate Corporate Services Committee to oversee the Corporate Services Directorate within the Scheme;
 

4.2.3 that the Housing Sub-Committee continues until the Communities’ remit and delegations were agreed;


4.2.4 that the Welfare Reform Sub-Committee continues until the Communities’ remit and delegations were agreed;


4.2.5 that the Police, Fire and Rescue Sub Committee be retained to allow a local scrutiny role of Police Scotland and Fire and Rescue Scotland;


4.2.6 it was acknowledged that there was the need for a separate Committee/Board for monitoring of the Enterprising Arm of the Council, although it was not clear at this stage what form this might take as part of any revised Committee structure;


4.2.7 that the future role of Area Committees in terms of local community participation, development of participative budgeting or scrutiny of local plans be considered as part of the revised Committee structure;


4.2.8 that Social Work Services delegations and local scrutiny arrangements would be considered as part of the formation of the Integration Joint Board, and would be the subject of a report to a future meeting of this Committee;

 

4.3      AGREED to receive further information on a revised Scheme of Administration and Delegation to Committees at the next meeting based on these considerations; and

 

4.4      FURTHER AGREED that given the ongoing role of the Ad Hoc Sub-Committee in reviewing Standing Orders and Schemes, to recommend to Full Council that it be a standing Sub-Committee. 

Governance and Elections Officer

5 SCHEME OF DELEGATIONS AND RESPONSIBILITIES TO OFFICERS - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

5.1      REVIEWED the revised draft Scheme of Delegations and Responsibilities to Officers;

 

NOTED

 

5.2      the opportunity for further refinement and development by appointed heads of service, service review programme and the appointed Head of Legal and Democratic Services, subject to Members’ consideration and review on at least an annual basis; and

 

5.3     AGREED to receive an updated Scheme for review and approval at the next meeting.

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

6.1      Service Level Agreements

 

Decision

 

NOTED that the Contract Management Steering Group would consider Service Level Agreements, leases and licences and would report back to the appropriate Committee in early course.

 

Action Details

ItemDetail
3 Action by Governance and Elections Officer - Reported to Full Council 29 September - Item 9.4. Scheme of Delegation to Committees updated accordingly and consultation taking place with Area Cttees to be reported to Review of Schemes Sub on 4 December.
4 Action by Governance and Elections Officer - Noted and Agreed by Full Council on 29 September at Item 9.