Scrutiny and Performance Committee Minutes

Date:
Tuesday 18 October 2016
Time:
10:30am
Place:
Council Offices, English Street, Dumfries

Attendance Details

Members:
Ivor A Hyslop (Chairman) - Lochar
Richard Brodie (Vice-Chairman) - Annandale South
Brian Collins - Castle Douglas and Glenkens
Patsy Gilroy - Dee
Yen Hongmei Jin - Lochar
Alastair Witts - Nith
Andrew S Wood - Mid and Upper Nithsdale
Officials:
Lorna Meahan - Director Corporate Services
Andrew Reed - Policy Officer
Gillian McLeod - Policy Officer
Melinda Dolan - Policy Officer
Paul Garrett - Head of Finance and Procurement
Karen Scott - Procurement and Commissioning Manager
Lucy Irons Young - Governance Officer
Apologies:
Ian Carruthers - Annandale South
Gillian Dykes - Mid and Upper Nithsdale
Marion McCutcheon - Stranraer and North Rhins
Item Number Item/Description
PUBLIC
1 SEDERUNT AND APOLOGIES

6 Members present, 3 apologies, 1 Member not present at the start of the meeting.

2 DECLARATIONS OF INTEREST

NONE declared.

3 MINUTE OF MEETING OF 30 AUGUST 2016

Decision

 

APPROVED

 

MEMBER - Yen Hongmei Jin entered the meeting - 7 Members present.

4 SCRUTINY REVIEW - TOWN AND VILLAGE IMPROVEMENTS WITH DUMFRIES AND GALLOWAY CHAMBER OF COMMERCE AND DUMFRIES RETAILERS ASSOCIATION - REPORT BY DIRECTOR CORPORATE SERVICES

PROCEDURE - The Committee heard from Mr Rab Smith, Chairman of Dumfries Retail Association and Board Member on the Chamber of Commerce

 

MEMBER - Yen Hongmei Jin declared an interest and left the meeting when discussions started involving the Town Centre Markets as she was a shareholder.  Yen Hongmei Jin re-entered the meeting when the discussion about Town Centre Markets ceased.

 

Decision

 

AGREED

 

4.1    to receive a presentation (as per audio recording on the following link:- https:www.youtube.com/watch?v=BWWBOv7ivjo&index=1&list=PLYWw3-GhGwNeCmvlaTgL-akGoYALPqS5K) from the Dumfries and Galloway Chamber of Commerce and Dumfries Retailers Association; and

 

4.2     that this should be added to the evidence gathered for the Commissioning Scrutiny Review.

5 SCRUTINY REVIEW ON TOWN AND VILLAGE IMPROVEMENTS - ACTIONS AND NEXT STEPS - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

5.1    NOTED the progress and actions taken for the Town and Village Improvements Scrutiny Review; 

 

AGREED

 

5.2    the next steps for the Scrutiny Review as set out in the Appendix to the report; and

 

5,3    to receive a report on the Town and Village Improvement scheme across Scotland.

6 SCRUTINY REVIEW - PROCUREMENT AND COMMISSIONING REVIEW - PHASE ONE: PROGRESS AND UPDATE - REPORT BY HEAD OF FINANCE AND PROCUREMENT

Decision

 

6.1     CONSIDERED the update on implementation of the recommendations from the Procurement and Commissioning Scrutiny Review - Phase One provided within Appendix 1 of this report;

 

6.2    AGREED to receive further updates on progress, and

 

6.3    NOTED the development of information in a graphical form, illustrated at Appendix 2 to the report, which would form part of future regular reporting to Elected Members.

7 SCRUTINY REVIEW - PUBLIC INVOLVEMENT - FEEDBACK FROM PREPARATORY WORKSHOP WITH REPRESENTATIVES OF COMMUNITY COUNCIL - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

7.1    CONSIDERED the evidence and information collected at the preparatory workshop on the 19 September 2016 as detailed in the Appendix 1 to the report  and

 

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

8 SCRUTINY REVIEW - PUBLIC INVOLVEMENT - FEEDBACK FROM ELECTED MEMBER QUESTIONNAIRE AND PAPER BASED RESEARCH - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

CONSIDERED

 

8.1    the evidence and information received through the Elected Member questionnaire of Councillor surgeries detailed in Appendix 1 to the report;

 

8.2    the evidence and information received through the paper based research review of Have your Say detailed in Appendix 2 to the report and the outcome of paper based research findings of the consultation element of other Local Authorities’ committee reports detailed in Appendix 3 to the report; and

 

8,3     AGREED that the above evidence and information be added to that already collected for the Public Involvement Scrutiny Review.

9 SCRUTINY REVIEW - PUBLIC INVOLVEMENT - EMERGING RECOMMENDATIONS - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

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

 

9.2     REVIEWED and AGREED the evidence and analysis to date from the scrutiny review detailed in the Appendix to the report, which has been updated since the last report to this Committee on 30 August 2016; and

 

9.3     REVIEWED and AGREED the emerging recommendations to be presented to Full Council, subject to the amendment to recommendations.  NOTED further changes to recommendation 6 as follows: 6. Through the review Councillors, Officers and Community Councils have a strong foundation of engaging with each other.  There is recognition that there are ongoing organisational changes within the Council and that these may have a positive effect for future public involvement.

 

10 SCRUTINY REVIEW - ACCESS TO SERVICES AND USE OF PUBLIC BUILDING: FEEDBACK FROM PAPER BASED RESEARCH - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

10.1     CONSIDERED the evidence and information collected during the paper based research as detailed in the Appendix to the report; 

 

AGREED

 

10.2     this should be added to the evidence gathered for the Access to Service and use of Public Buildings Scrutiny Review; and

 

10.3     that more information on the School Lets be presented to Members at a future meeting.

11 SCRUTINY REVIEW - ACCESS TO SERVICES AND USE OF PUBLIC BUILDINGS - DRAFT RECOMMENDATIONS - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

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

 

11.2     REVIEWED and AGREED the evidence and analysis to date from the scrutiny review detailed in the Appendix to the report, which had been updated since the last report to this Committee on 30 August 2016; and

 

11.3     REVIEWED and AGREED the emerging recommendations to be presented to Full Council, subject to the amendment to recommendations.  NOTED further changes to recommendation 4 and 7 as follows: 4. Investigate the opportunities to address duplication of services to different customers through co-location where appropriate.  The examples of Aberdeenshire and Lanarkshire combining the provision of school and public library could improve both the service available to customers and reduce costs; and  7. Work in partnership with communities, organisations and associations which provide services which meet the needs/aspirations of the Council, ensuring support through reduced bureaucracy and signposting (both physical public signs and officer communication) the public to their services, as opposed to trying to deliver competing services.


 

12 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