Scrutiny and Performance Committee Minutes

Date:
Tuesday 7 June 2016
Time:
10:30am
Place:
Council Offices, English Street, Dumfries

Attendance Details

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

6 Members present, 4 apologies, 1 Member not present at the start of the meeting

2 DECLARATIONS OF INTEREST

NONE declared

3 MINUTE OF MEETING OF 10 MARCH 2016

Decision

 

APPROVED

 

MEMBER - Marion McCutcheon entered the meeting during consideration of the following item of business - 7 Members present

4 SCRUTINY REVIEW - ACCESS TO SERVICES AND USE OF PUBLIC BUILDINGS: FEEDBACK FROM VISIT TO SOUTH LANARKSHIRE COUNCIL - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

4.1      CONSIDERED the evidence and information collected at the visit to South Lanarkshire Council on 30 March 2016 as detailed in the Appendix to the report;

 

AGREED

 

4.2      that information should be sought from other local authorities and public bodies such as the Convention of Scottish Local Authorities and the Improvement Service on best practice in relation to the integration of community facilities to improve public access to services, APPRECIATING that the Communities Committee were progressing a programme of community integration through community involvement; and

 

4.3      that this should be added to the evidence gathered for the Access to Service and use of Public Buildings Scrutiny Review.

5 SCRUTINY REVIEW - ACCESS TO SERVICES AND USE OF PUBLIC BUILDINGS - FEEDBACK FROM ROUND TABLE DISCUSSION WITH REPRESENTATIVES OF EQUALITY AND DIVERSITY GROUPS - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

5.1      CONSIDERED the summary of evidence and information provided during the round table discussions with Equality and Diversity Groups as detailed in the Appendix to the report;

 

AGREED

 

5.2      that enhanced training resources/information required to be provided to front line staff to give the customer the best experience/outcome; and

 

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

 

MEMBER - Richard Brodie left the meeting - 6 Members present

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

Decision

 

NOTED

 

6.1      progress and actions taken for the Access to Services and Use of Public Buildings Scrutiny Review, APPRECIATING that information was being sought on areas of best practice in relation to the integration of community facilities to improve public access to services;

 

6.2      AGREED that information be sought on the usage of school and public libraries and included within the evidence for this Review; and

   

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

7 SCRUTINY REVIEW - PUBLIC INVOLVEMENT - FEEDBACK FROM ROUND TABLE DISCUSSION WITH REPRESENTATIVES OF EQUALITY AND DIVERSITY GROUPS - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

7.1      CONSIDERED the summary of evidence and information provided during the round table discussions with Equality and Diversity Groups as detailed in the Appendix to the report;

 

AGREED

 

7.2      that the "mystery shopper" concept be explored to assess the customer experience of call waiting through DG Direct;

 

7.3      that it would be useful for a detailed timetable to be included for public consultation by public bodies, with a clearer indication given whether public involvement was by way of information giving or canvassing views as part of a consultation;

 

7.4      that the use of an executive summary within documents was seen as particularly useful as part of public consultation; and

 

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

 

MEMBER - Marion McCutcheon left the meeting - 5 Members present

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

Decision

 

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

 

8.2      REVIEWED and AGREED the next steps for the Scrutiny Review as set out in the Appendix to the report, NOTING that once the Review had been completed, findings and recommendations from this Committee would be submitted to the Full Council for agreement and reference to Service Committees as appropriate.

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.

 

PROCEDURE - The Chairman, on behalf of the Committee, expressed thanks to Liz Manson, as lead officer on this Committee, and wished her well with her future career within Communities Directorate.  The Director Corporate Services advised that a new lead officer would be identified as part of the ongoing Council reshape, details of which would be circulated to Members once confirmed.