Wigtown Area Committee (Business) Minutes

Date:
Wednesday 7 December 2016
Time:
10:00am
Place:
Ashwood House, Sun Street, Stranraer

Attendance Details

Members:
Marion McCutcheon (Chairman) - Stranraer and North Rhins
Jim McColm (Vice-Chairman) - Mid Galloway
Iain Dick - Stranraer and North Rhins
Grahame Forster - Wigtown West
Alistair Geddes - Mid Galloway
Jim McClung - Wigtown West
Graham Nicol - Mid Galloway
Willie Scobie - Stranraer and North Rhins
Roberta Tuckfield - Wigtown West
Officials:
Liz Manson - Community Planning and Engagement Manager
Claire Rogerson - Governance Officer
Wendy Jesson - Principal Officer Partnership Support
Item Number Item/Description Action
PUBLIC
1 SEDERUNT AND APOLOGIES

PROCEDURE

 

The Chairman in her opening remarks advised the committee of her intention to write to both the Chairman of NHS Dumfries and Galloway and the Chair of the Dumfries and Galloway Integration Joint Board regarding decisions taken on the implementation of the Mental Health Strategy,.In particular it will be requested that information be provided to assist our full understanding as local elected members. This request will include information on the mental health provision in the Wigtown Area, including the role of the crisis intervention team and also information on the model of health care being developed for Eskdale and its applicability in the context of Wigtownshire.


The Chairman on behalf of the committee thanked Wendy Jesson Principal Officer Partnership Support for her work with this Committee, and wished her all the best in her new role as Anti-Poverty Officer within the Council; and

 

The Chairman on behalf of the committee passed condolences to the family of former Roads colleague, Colin Forbes, who had recently passed away.

 

PROCEDURE - The committee were advised that item 6 on the agenda: Stranraer Common Good Fund : Application for Financial Assistance had been withdrawn to allow consultation with the community representatives to be done noting that a Stranraer Common Good Fund Sub-Committee would be scheduled later this month.

 

9 Members present.
 

 
2 DECLARATIONS OF INTEREST

NONE declared.

 
3 MINUTE OF MEETING OF 9 NOVEMBER 2016

Decision

 

APPROVED.

 
4 COMMUNITIES DIRECTORATE SIX MONTH PERFORMANCE REPORT - WIGTOWN AREA - REPORT BY DIRECTOR COMMUNITIES

Decision

 

REVIEWED

4.1      the overall summary of performance in the Wigtown Area and how it contributed to, and compared with, the overall Communities Directorate performance as detailed in the Appendix;

4.2     the performance in relation to key projects, as detailed in section 3.12 of the report;

4.3     AGREED that the following aspects of performance be referred to the Communities Committee for consideration:-

  • the tolerance levels for performance being assessed as on target ('greeen') when, in some instances,the level achieved was significantly lower than the target; and
  • that a performance indicator on the Community Council Enquiry Service be included in the Business Plan and reported at Area level in future performance reports; and

4.4     NOTED that performance indicators and targets for Communities Directorate responsibilities were being reviewed and updated following the disaggregation of Community Learning and Development and the transfer of Leisure and Sport to the Children, Young People and Lifelong Learning Directorate.

Community Planning and Engagement Manager

5 DISCRETIONARY BUDGET REPORT 2016/17 - REPORT BY COMMUNITY PLANNING AND ENGAGEMENT MANAGER.

The committee were advised of errors in the report being at paragraph 2.2 which should refer to paragraph 3.3 not paragraph 3.5; and that the figure in paragraph 3.3 was £18,000 not £18,500 as stated in the report.

 

Decision

5.1     NOTED the budget of £18,000 available to this Area Committee for the 2016 / 2017 financial year as detailed at paragraphs 3.1 - 3.4; and
5.2     AGREED to award grant to organisations as follows:-

 

  • Port William Inshore Rescue Service : Repairs to Second Sands Slipway, Port William Harbour - ringfence a maximum of £11,500, pending results of other funding applications; and
  • Monreith & District Action Group : New Play Park, Monreith - £6,500 noting that the Council was the funder of last resort.
Community Planning and Engagement Manager, Principal Officer Partnership Support Wigtown

6 STRANRAER COMMON GOOD FUND - APPLICATIONS FOR FINANCIAL ASSISTANCE - REPORT BY COMMUNITY PLANNING AND ENGAGEMENT MANAGER.

Decision

 

WITHDRAWN

 
7 DUMFRIES AND GALLOWAY COUNCIL COMMUNITY MEETINGS AND WARD FORUM ARRANGEMENTS - REPORT BY DIRECTOR COMMUNITIES

The committee were advised of that the date of Full Council in paragraph 3.1 should refer to the March 2017 meeting not 15 December 2016.


Decision

AGREED

 

7.1 to advise the Review of Standing Orders Sub Committee of this Committee's preference that Area Committee Business Meetings are continued to be held monthly on the basis that:

  •  there was insufficient evidence about potential financial savings to support a reduction in the frequency of meetings:
  • previous experience has shown that only one Performance Monitoring Report can be dealt with properly at each meeting; and
  • that there was no overall financial saving in the local model by moving to bi-monthly Business Meetings if there are additional Community Meetings and Ward Forums.

 

7.2 to advise the Review of Standing Orders Sub Committee that consideration be given to having the Business Meetings in the evening to allow communities to participate.

 

7.3 to advise the Review of Standing Orders Sub Committee this Committee's views on Area Committee Community Meetings and Ward Forums as follows:-

  • concerns that decisions by Ward Forums would not have same status as Committees;
  • there is a need to evaluate how Community Meetings and Ward Forums are working before any changes to the format of Business Meetings;
  •  the proposal for Community Meetings and Ward Forums to be held within two months of being asked for by the Business Meeting was a welcome improvement;
  • a Working Group should be set up to develop the detail of the operational arrangements for Ward Forums including who would Chair, where it would be held, who would agree the detailed programme, who would be invited;
  • attendance of Directors of this Council at Area Committee Community meetings and Ward Forums is essential so that they meet with the public;
  • a way of communities bringing forward their issues should be built into the arrangements so that the agenda is driven by the public;
  • feedback on what has happened to the issues raised at Community Meetings and Ward Forums should be built into the arrangements so that communities can see that their comments have been taken into account and what impact that they have had; and
  • the position of Community Councils as the other tier of government which have a statutory responsibility for engagement should be reflected in the arrangements with other community groups such as Parent Councils also being recognised

 

MEMBER - Marion McCutcheon left the meeting - 8 Members present.

 

PROCEDURE - The Vice Chairman assumed the role of Chairman for the rest of the meeting.

Community Planning and Engagement Manager

8 WIGTOWN AREA COMMITTEE - FORWARD BUSINESS PLAN - REPORT BY DIRECTOR COMMUNITIES

Decision

 

NOTED
8.1     the Forward Business Plan items for Wigtown Area Committee as detailed in the Appendix;
8.2     that the Driver Feedback Signs report would be submitted to the meeting on 11 January 2017;
8.3     that the Director of Environment Economy and Infrastructure (EEI) had not provided the report on the Stranraer Waterfront as agreed at the meeting on 9 November 2016; or an explanation on why the report had been delayed as agreed at the last meeting; and
8.4     the advice of the Governance Officer that the appropriate officer for the Stranraer Waterfront report was the Director of Economy, Environment and Infrastructure (EEI), but not withstanding this advice AGREED to seek an explanation from the Chief Executive on the lack of response from the Director EEI; and from the Director Corporate Services as the Proper Officer for meetings of this Council on the process by which the report is being submitted to the EEI Committee on 19 December 2016 but is not submitted to the Area Committee until February 2017; and
8.5     FURTHER AGREED to take forward the following two Community Area Committee meetings:-

  • January 2017 : Community Resilience as requested on 13 April 2016; and
  • February 2017 : Action on Trunk Roads issues on A75 and A77, with the Scottish Government Transport Minister invited to attend as originally requested on 14 September 2016.
Community Planning and Engagement Manager , Chief Executive, Director Economy Environment and Infrastructure

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 Community Planning and Engagement Manager - agreed actions implemented
5 Action by Community Planning and Engagement Manager - grants have been paid to the organisations
7 Action by Community Planning and Engagement Manager - Then views of the Wigtown Area Committee were reported to the Standing Orders Sub Committee on 2 March 2017.
8 Action by Director Economy Environment and Infrastructure - With regard to the Stranraer Waterfront report, the Head of Service, on behalf of the Director EEI, emailed the Committee Administrator on 24 November 2016 advising of the situation on the status of the report. The Head of Service advised that it was not possible to present a report to the EEI Committee on 15 November and it had been agreed by the Chair and Director of EEI to role the item forward to a future Committee in order that the report would provide the fullest information for Members. The report was included on the agenda for EEI Committee on 19 December, following which a report will be presented to the Wigtown Area Committee. The email advises that there will not be a report to Wigtown Area Committee on 7 December 2016. The Director EEI has been advised that the Lead Officer on the day of the Committee, 7 December, advised Members of the content of this email.

It is absolutely appropriate that the Stranraer Waterfront report was presented to the service Committee in the first instance. The timing of the following report is February 2017 due to the festive holiday period intervening following the 19th December EEI Committee making it difficult to provide a report for 11 January 2017 WAC meeting, reflecting the decisions of EEI Committee on the 19 January. The progress on the Stranraer Waterfront will be included in the EEI Performance report to the WAC on 8 February 2017.


It is absolutely appropriate that the Stranraer Waterfront report was presented to the service Committee in the first instance. The timing of the following report is February 2017 due to the festive holiday period intervening following the 19th December EEI Committee making it difficult to provide a report for 11 January 2017 WAC meeting, reflecting the decisions of EEI Committee on the 19 January. The progress on the Stranraer Waterfront will be included in the EEI Performance report to the WAC on 8 February 2017.