Scrutiny and Performance Committee Minutes

Date:
Thursday 10 March 2016
Time:
10:30am
Place:
Council Offices, English Street, Dumfries

Attendance Details

Members:
Ivor A Hyslop (Chairman) - Lochar
Richard Brodie (Vice-Chairman) - Annandale South
Ian Carruthers - Annandale South
Gillian Dykes - Mid and Upper Nithsdale
Patsy Gilroy - Dee
Marion McCutcheon - Stranraer and North Rhins
Andrew S Wood - Mid and Upper Nithsdale
Officials:
Lorna Meahan - Director Corporate Services
Melinda Dolan - Policy and Performance Advisor
Lucy Irons-Young - Governance Officer
Gillian McLeod - Policy and Performance Advisor
Liz Manson - Senior Manager Planning and Performance
Apologies:
Brian Collins - Castle Douglas and Glenkens
Yen Hongmei Jin - Lochar
Alastair Witts - Nith
Colin Wyper - Dee
Item Number Item/Description
PUBLIC
1 SEDERUNT AND APOLOGIES

7 Members present, 4 apologies

2 DECLARATIONS OF INTEREST

NONE declared

3 MINUTE OF MEETING OF 15 OCTOBER 2015

Decision

 

NOTED, the minute having been approved by Full Council in December 2015.

4 SCRUTINY REVIEW - PHASE 2: COMMISSIONING: FEEDBACK ON FINAL EVIDENCE - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

4.1      CONSIDERED the further evidence and information provided as detailed in Appendices 1 and 2 of the report as amended at the meeting;

 

4.2      AGREED this be added to the evidence gathered for the Scrutiny Review - Phase 2: Commissioning;

 

NOTED

 

4.3      that increased Member involvement in procurement and commissioning (as recommended by Phase One of this Review on Procurement) had been considered by the Review of Schemes Sub-Committee and recommendations for new arrangements would be part of the Scheme of Administration and Delegation to Committees being considered by the Full Council on 24 March 2016; and 

 

4.4      that the two submissions offered by Third Sector Dumfries and Galloway during the Evidence Session on 20 August 2015 had not been received.

5 SCRUTINY REVIEW - PHASE 2: COMMISSIONING - DRAFT ANALYSIS AND FINDINGS AND EMERGING RECOMMENDATIONS - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

5.1      CONSIDERED the updated draft Report on the Commissioning Review, following the final Evidence submissions;

 

AGREED

 

5.2      that amendments be made to the draft recommendations 5, 7, 8, 9, 12, 13 and 14 to make the training and support arrangements more explicit in relation to Elected Members, officers and the partners involved in commissioning;

 

5.3      the final Commissioning Review report as amended at the meeting be circulated to Members for agreement prior to it being presented to Full Council for agreement as detailed at paragraph 3.5 of the report; and

 

5.4      NOTED that in line with the Scrutiny Review Handbook a Progress Report on the implementation of the agreed actions of the Procurement and Commissioning Review would be submitted later in the year.
 

MEMBER - Gillian Dykes left the meeting - 6 Members present

6 SCRUTINY REVIEW - PHASE 2: COMMISSIONING: ACTIONS AND FINAL STEPS - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

NOTED the conclusion of the Review.

7 SCRUTINY REVIEW - FEEDBACK FROM LOCALITY VISITS - REPORT BY DIRECTOR CORPORATE SERVICES

Copies of Appendix 2 to the report, which had been marked as a copy to follow in the papers circulated for the meeting, had been circulated to Members in advance of the meeting.

 

Decision

 

7.1      REVIEWED the evidence and information collected at the locality visit to Dumfries on 3 December 2015 as detailed in Appendix 1 of the report, NOTING that evidence from young people in other parts of region would feature in other Evidence Sessions during the Review; and

7.2      REVIEWED the evidence and information collected at the locality visit to Annan and Gretna on 7 March 2016 as detailed in Appendix 2 of the report, HIGHLIGHTING that the issue of customer confidentiality in integrated Library and Customer Service Centres was a particular issue to be looked at during the Review.
 

MEMBER - Andrew  S Wood left the meeting - 5 Members present

8 SCRUTINY REVIEW - ACCESS TO SERVICES AND USE OF PUBLIC BUILDINGS - FEEDBACK ON CUSTOMER SERVICES AND ASSET TRANSFER - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

CONSIDERED

 

8.1      the summary of evidence and information on Customer Service Strategy and Charter and the Integration Programme provided during the briefing and discussion by the Director Communities as detailed in Appendix 1 of the report;

8.2      the summary of evidence and information on Asset Transfer provided during the presentation and discussion by the Service Manager, Change Programming - Community Facilities & Integration as detailed in Appendix 2 of the report;

AGREED

8.3      this should be added to the evidence gathered for the Access to Services and Use of Public Buildings Scrutiny Review; and

8.4       that further information be submitted for the Review on the arrangements put in place by the Council to ensure long term sustainability of asset transfers and he robustness of the ‘clawback clause’ in respect of asset transfers to community groups for less than best consideration.

9 SCRUTINY REVIEW - ACCESS TO SERVICES AND USE OF PUBLIC BUILDINGS - ACTIONS AND NEXT STEPS - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

9.1      NOTED progress and actions taken for the Access to Services and Use of Public Buildings Scrutiny Review;

 

9.2      REVIEWED and AGREED the next steps for the Scrutiny Review as set out in the Appendix of the report;

 

FURTHER AGREED

 

9.3      to receive evidence on the effectiveness of the school lets policy in relation to encouraging and supporting extra curricular activities and the impact of increased charges; and

 

9.4      that the next Evidence Sessions would be a visit to South Lanarkshire Council (Biggar Library and High School) on 30 March 2016 and then a round table discussion with diversity groups at the next Preparatory Workshop on 25 April 2016.

10 SCRUTINY REVIEW - PUBLIC INVOLVEMENT - FEEDBACK ON PUBLIC INVOLVEMENT STRATEGIES IN OTHER COUNCILS - REPORT BY DIRECTOR CORPORATE SERVICES

10.1      CONSIDERED the summary of evidence and information from other councils on Public Involvement Strategies submitted to the Preparatory Workshop as detailed in the Appendix of the report; and

 

10.2      AGREED this should be added to the evidence gathered for the Public Involvement Scrutiny Review.

11 SCRUTINY REVIEW - PUBLIC INVOLVEMENT - FEEDBACK ON STAFF AND COMMUNITY SURVEYS FOR COMMUNITY PARTICIPATION AND ENGAGEMENT - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

11.1      CONSIDERED the summary of evidence and information on a staff and community survey about engagement provided during the presentation by the Service Manager, Area Framework, Nithsdale as detailed in the Appendix to the report, and

 

11.2      AGREED this should be added to the evidence gathered for the Public Involvement Scrutiny Review.

12 SCRUTINY REVIEW - PUBLIC INVOLVEMENT - ACTIONS AND NEXT STEPS - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

12.1      NOTED progress and actions taken for the Public Involvement Scrutiny Review;

 

12.2      REVIEWED and AGREED the next steps for the Scrutiny Review as set out in the Appendix to the report; and

 

12.3      FURTHER AGREED that the next Evidence Session would be a round table discussion with diversity groups at the next Preparatory Workshop on 25 April 2016.

13 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.