Agenda and minutes
Venue: COUNCIL CHAMBER, KILMORY, LOCHGILPHEAD
Contact: Hazel MacInnes Tel: 01546 604269
Note | No. | Item |
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APOLOGIES FOR ABSENCE Minutes: Apologies for absence were received from Councillor Donald Kelly and Councillor Iain MacLean. |
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DECLARATIONS OF INTEREST Minutes: Councillor Rory Colville declared a non financial interest in item 23 of the agenda (Request for Cash Flow Loan by South Kintyre Development Trust) due to the fact that he was a member of the South Kintyre Development Trust. |
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MINUTES |
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Policy and Resources Committee held on 14 May 2015 PDF 77 KB Minutes: The Minutes of the Meeting of the Policy and Resources Committee held on 14 May 2015 were approved as a correct record. |
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Special Policy and Resources Committee held on 22 June 2015 PDF 58 KB Minutes: The Minutes of the Meeting of the Special Policy and Resources Committee held on 22 June 2015 were approved as a correct record. |
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FINANCIAL REPORTING 2015-16 SUMMARY PDF 560 KB Report by Interim Head of Strategic Finance Minutes: The Committee considered a report providing a summary of the financial monitoring reports as at the end of June 2015. Decision The Committee – 1. Noted the Revenue Budget Monitoring Report as at 30 June 2015. 2. Noted the current assessment of the Council’s financial risks. 3. Noted the overall level of reserves and balances and noted the monitoring of the earmarked reserves. 4. Noted the Capital Plan Monitoring Report as at 30 June 2015. 5. Noted the Treasury Monitoring Report as at 30 June 2015. (Reference: Report by Interim Head of Strategic Finance dated 10 August 2015, submitted) |
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Report by Interim Head of Strategic Finance Additional documents: Minutes: A report was considered which updated Members on the progress to date with the Service Choices process and which outlined recommendations on the way forward with the Service Choices process over the coming months. Motion That the Committee approve the recommendations contained within the report – 1.
Members
to note the progress being made on Service Choices through the Project Board,
with feedback from the Member’s Workshop of 5 June being taken on board and
informing actions and work going forward. 2. The report to the Policy and
Resources Committee on 22 June envisaged that service targets would be brought
to the meeting on 20 August. The Project Board of the 30 June considered the
savings options and now recommend the following which Members are asked to
approve – · Category 1 Management/Operational options where there are no policy or HR implications are noted and will be delivered as part of normal business. · Category 2 Policy Options are all progressed through to Stage 3 with further consideration of these options prior to consultation. · Category 3 Other Alternative Options are not progressed at this stage as they are alternative to the options already being further developed in Category 2. 3. Members to endorse the
Project Board recommendation that for planning purposes an indicative target
range of savings of 4% to 6% is applied to Social Work Services. This is in
line with the average percentage reduction applied across other Council
services included within Service Choices and provides a degree of flexibility
in developing options, until confirmation of the financial settlement is
received. The final decision on the reduction will require approval by Council. Moved Councillor Dick Walsh, seconded Councillor Ellen
Morton. Amendment That the Committee approve – 1. Members to note the progress
being made on Service Choices through the Project Board, with feedback from the
Member’s Workshop of 5 June being taken on board and informing actions and work
going forward. To note that a majority of Members didn’t have access to the
information that was provided to the Project Board. 2. The report to the Policy and
Resources Committee on 22 June envisaged that service targets would be brought
to the meeting on 20 August. The Project Board of the 30 June considered the
savings options and now recommend the following which Members are asked to
approve – · Category 1 Management/Operational options where there are no policy or HR implications are noted and will be delivered as part of normal business. · Category 2 Policy Options are all progressed through to Stage 3 with further consideration of these options prior to consultation. · Category 3 Other Alternative Options are not progressed at this stage as they are alternative to the options already being further developed in Category 2. 3. Members to endorse the Project Board recommendation that for planning purposes of the Health and Social Care Partnership, an indicative target range of savings of 4% to 6% is applied to Social Work Services. This is in line with the average percentage reduction applied across other Council services included within Service Choices and provides a degree of flexibility in developing options, until confirmation of the financial settlement is received. The final decision on the reduction will require approval by Council. Moved Councillor James Robb, seconded Councillor
Sandy Taylor. Decision Following a show of hands vote the Motion was carried by 11 votes to 3 and the Committee resolved accordingly. (Reference: Report by Interim Head of Strategic Finance dated 30 July 2015, submitted) |
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PERFORMANCE REPORTING FQ1 2015-16 PDF 374 KB Report by Executive Director – Customer Services Minutes: The Committee considered a report presenting the Customer Services departmental performance report with the scorecards for Strategic Finance and Customer Services for FQ1 2015-16. Decision The Committee – 1. Noted the scorecards as presented. 2. Agreed the removal of redundant measure ‘actual audit days as % of planned’ from the Strategic Finance scorecard. 3. Noted that revised performance indicators for internal audit would be proposed to the Audit Committee, in the first instance, at its meeting in September 2015. (Reference: Report by Executive Director – Customer Services dated August 2015, submitted) |
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AUDIT SCOTLAND ACTION PLAN - UPDATE PDF 47 KB Report by Executive Director – Customer Services Additional documents: Minutes: A report providing Members with a further update on the Audit Scotland Action Plan was considered. Decision The Committee noted the content of the report and the updated Action Plan as detailed at appendix one to the report. (Reference: Report by Executive Director – Customer Services dated 20 July 2015, submitted) |
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LAND REFORM (SCOTLAND) BILL 2015 PDF 131 KB Report by Executive Director – Customer Services Minutes: A report outlining some of the main provisions contained within the Land Reform (Scotland) Bill was considered. The report also identified some potential implications for the Council and recommended that Members make representation to the Scottish Government in respect of these. The Scottish Parliament had issued two calls for evidence from the Rural Affairs Committee and from the Finance Committee. Decision The Committee - 1. Noted the information contained in the report by the Executive Director of Customer Services in relation to the Land Reform (Scotland) Bill 2015. 2. Recognised that while the Land Reform (Scotland) Bill is an important and far reaching piece of legislation, the intention of which is to be broadly welcomed, there are a number of issues arising in relation to the Bill. 3. Recognised that the nature of the Argyll and Bute area is such that there are differing views in relation to the various provisions contained within the Bill. The Committee therefore agreed - 1. That Officers note the key points of concern as expressed by Members in the debate, and that the Council’s response to the Scottish Government is made on the basis as set out in the report. 2. That the Executive Director of Customer Services be delegated to, in consultation with the Leader and Deputy Leader of the Council and the Leader of the largest opposition party, to draft the final response of the Council to the Scottish Government’s call for evidence in relation to the Bill. 3. To encourage any council Member who has an interest in, or strong views on any of the provisions contained within the Bill, or the Bill as a whole, to make representations to the Scottish Government on an individual basis, provided that those views are consistent with the standards of conduct required of them as Council Members. (Reference: Report by Executive Director – Customer Services dated August 2015, submitted) |
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Report by Executive Director – Customer Services Minutes: The Committee considered a report providing Members with an update on the Local Government Boundary Commission for Scotland’s Fifth Review of Electoral Arrangements. The report provided members with an outline of Argyll and Bute Council’s engagement with the local authority consultation phase, details of the Council’s official response, the public consultation arrangements and the next stages of the Local Government Boundary Commission for Scotland’s Fifth Electoral Review Process. Decision The Committee – 1.
Noted
the contents of the report. 2.
Agreed
to maintain its objection in principle to the proposals that will reduce councillor numbers in Argyll and Bute by 3, notwithstanding
the previous submission of a technical response. 3.
Agreed
to further reinforce the Council’s position regarding the apparent disregard by
the Local Government Boundary Commission to deprivation, rurality
and Island issues as well as natural community links within the boundaries of
Argyll and Bute. 4.
Agrees
to support community engagement activity to encourage a wide response to the
Public Consultation. 5.
Agreed
that a letter be issued to all 16 MSPs who represent Argyll and Bute signed by
the Leader, Depute Leader, and Leader of the main opposition group requesting
that they support the Council’s position and asking that, when the matter comes
before Scottish ministers by way of an order before finalisation
by the Scottish Parliament, the status quo is maintained for Argyll and Bute in
terms of councillor numbers and ward boundaries. (Reference: Report by Executive Director – Customer
Services dated 4 August 2015, submitted) |
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DISCRETIONARY HOUSING PAYMENTS POLICY UPDATE PDF 77 KB Report by Executive Director – Customer Services Minutes: A report was considered advising of the need to update the policy for awarding Discretionary Housing Payments to claimants in receipt of Housing Benefit, and who are deemed to be in high, medium and or low levels of hardship. Decision The Committee approved the proposed amendment to the policy for awarding Discretionary Housing Payments as detailed at appendix one to the report by the Executive Director. (Reference: Report by Executive Director – Customer Services dated 12 August 2015, submitted) |
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The Chair ruled and the Committee agreed to adjourn for lunch at 1.10pm and to reconvene at 1.45pm. The Committee reconvened at 1.45pm. Councillor Mary Jean Devon was not present at this point. |
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COUNCIL TAX ON EMPTY PROPERTIES PDF 87 KB Report by Executive Director – Customer Services Minutes: The Committee considered a report proposing amendments to the Policy for the imposition of a double council tax charge on a long term empty property to provide a new owner with a minimum of a 12 month period before the double charge is imposed, where it is undergoing major repairs or structural alteration. Decision The Committee approved the amendment to the policy for charging double council tax on long term empty properties so that where major repairs are underway which require planning permission and/or building warrant and the property has recently been purchased by a new owner, the double charge is only applied after a 12 month period. (Reference: Report by Executive Director – Customer Services dated 15 June 2015, submitted) |
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CONSULTATION ON REGULATIONS AND GUIDANCE UNDER THE WELFARE FUNDS (SCOTLAND) ACT 2015 PDF 76 KB Report by Executive Director – Customer Services Additional documents: Minutes: The Committee considered a report containing a draft response to the consultation on Regulations and Guidance under the Welfare Funds (Scotland) Act 2015. Decision The Committee approved the draft response to the consultation as detailed at appendix one to the report by the Executive Director. (Reference: Report by Executive Director – Customer Services dated 12 August 2015, submitted) |
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CONSULTATION ON PROPOSAL FOR A CYBER RESILIENCE STRATEGY FOR SCOTLAND PDF 463 KB Report by Executive Director – Customer Services Minutes: The Committee considered a draft response from the Council on the consultation on a proposal for a Cyber Resilience Strategy for Scotland. Decision The Committee approved the draft response to the consultation as detailed at appendix one to the report by the Executive Director. (Reference: Report by Executive Director – Customer Services dated 17 July 2015, submitted) |
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SMITH AGREEMENT INQUIRY: CALL FOR EVIDENCE FROM WELFARE REFORM COMMITTEE PDF 128 KB Report by Executive Director – Customer Services Additional documents: Minutes: A report containing a draft response to a call for evidence from the Welfare Reform Committee in respect of the Smith Agreement Inquiry was considered. Motion That the Committee approve the draft response as detailed at appendix one to the report by the Executive Director. Moved Councillor James Robb, Seconded Councillor Isobel Strong. Amendment That the Committee approve the draft response as detailed at appendix one to the report by the Executive Director subject to the deletion of the first two sentences of paragraph two of the response to question (a) on Page 117 of the agenda pack. Moved Councillor Ellen Morton, seconded Councillor Gary Mulvaney. Decision Following a show of hands vote the Amendment was carried by ten votes to three and the Committee resolved accordingly. (Reference: Report by Executive Director – Customer Services dated 12 August 2015, submitted) |
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Councillor Mary Jean Devon rejoined the meeting at this point. |
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PROCUREMENT AND COMMISSIONING STRATEGY 2015-2018 PDF 64 KB Report by Executive Director – Customer Services Additional documents: Minutes: A report setting out the updated Procurement and Commissioning Strategy covering the period 2015-18 was considered. The Strategy would replace the previous one covering the period 2012-15. Decision The Committee – 1. Approved the Procurement and Commissioning Strategy 2015-18. 2. Approved the increase in the closed tender threshold for works contracts from £350k to £500k which allows works contracts up to this value to be tendered via a pre-selected list allowing local suppliers the ability to bid for these, which supports the Strategy’s principles. (Reference: Report by Executive Director – Customer Services dated 21 July 2015, submitted) |
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CORPORATE IMPROVEMENT STRATEGY PDF 65 KB Report by Executive Director – Customer Services Additional documents: Minutes: A report which presented a draft Corporate Improvement Strategy for approval by the Committee was considered. Decision The Committee – 1. Noted the content of the report. 2. Approved the draft Corporate Improvement Strategy as detailed at appendix one to the report by the Executive Director. (Reference: Report by Executive Director – Customer Services dated 15 July 2015, submitted) |
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VOLUNTARY REDUNDANCY PDF 66 KB Report by Executive Director – Customer Services Minutes: A report setting out proposals to invite expressions of interest from employees for voluntary redundancy was considered. The report set out the proposed approach and timeline and highlighted the policy position which underpinned the proposal. Decision The Committee – 1.
Agreed
that management proceed to invite expressions of interest in voluntary
redundancy from employees starting in late August 2015. 2.
Agreed
to exclude Teachers and SSSC registered Social Care staff from the process. 3.
Noted
that employees will be made aware that an expression of interest in voluntary
redundancy does not mean that it will be granted. 4.
Acknowledged
that additional staff resource will be required within HR to manage the
process, and noted that this requirement is outlined in a separate report. 5.
Noted
that there will inevitably be staff reductions in order to achieve the savings
requirements over the next five years and the Council will need to consider
making an allowance for the cost of severance, which could be significant. (Reference: Report by Executive Director – Customer Services dated 22 July 2015, submitted) |
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HERMITAGE PARK, HELENSBURGH PDF 160 KB Report by Executive Director – Development and Infrastructure Services (Please note that the supporting documentation to this report is available in the Members Room) Minutes: A report providing an update on the current development phase of the Hermitage Park, Heritage Lottery Fund, Parks for People Stage Two Bid was considered. Decision 1. Approved in principle the final masterplan. 2. Approved and adopted in principle the ten year
Management and Maintenance Plan and associated financial resources needed to
deliver the plan, which must meet and achieve Green Flag Standards for ten
years after project completion. 3. Delegated authority to the Director of Development and
Infrastructure to intimate agreement to HLF. 4. Noted that funding will come from within existing
amenity services budgetary spend for Hermitage Park. (Reference: Report by Executive Director – Development and Infrastructure Services dated August 2015, submitted) |
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ROTHESAY TOWNSCAPE HERITAGE PHASE 2 STAGE ONE BID PDF 91 KB Report by Executive Director – Development and Infrastructure Services Minutes: A report providing a background to the Townscape Heritage funding call and which highlighted the impact, deliverability, affordability and associated risk was considered. The report recommended that the Council submit a first round bid to the Heritage Lottery Fund by 31 August 2015. Decision The Committee – 1. Agreed to the submission of a stage one bid. 2. Noted that if the stage one bid is successful there will be a need to identify £200k of match funding to allow the project to progress to stage two. (Reference: Report by Executive Director – Development and Infrastructure Services dated August 2015, submitted) |
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UPDATE ON IMPLEMENTATION OF NEW POLICY - PAVEMENT CAFE LICENSES PDF 45 KB Recommendation by Environment, Development and Infrastructure Committee of 13 August 2015 and Report by Executive Director – Development and Infrastructure Services Additional documents: Minutes: The Committee considered a recommendation from the Environment, Development and Infrastructure Committee held on 13 August 2015 to approve an amended Pavement Café Licence Policy and to waive the Pavement Café Licence for a further year. Decision The Committee – 1. Agreed the proposal to waive the Pavement Café Licence fee for a further year. 2. Approved the amended Café Pavement Licence Policy as detailed at Appendix one to the report by the Executive Director. (Reference: Recommendation from Environment, Development and Infrastructure Services Committee held on 13 August 2015 and report by Executive Director – Development and Infrastructure Services dated 13 July 2015, tabled) |
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POLICY AND RESOURCES COMMITTEE WORK PLAN PDF 81 KB Minutes: The Committee considered the Policy and Resources Committee Work Plan as at August 2015. Decision The Committee noted the updated work plan. (Reference: Policy and Resources Committee Work Plan dated August 2015, submitted) |
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The Committee noted that, in terms of Section 50(A)(4) of the Local Government (Scotland) Act 1973, Appendix 2 of the following item of business contained exempt information as defined in Paragraph 1 of Part 1 of Schedule 7A to the Local Government (Scotland) Act 1973. |
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RESOURCING SERVICE CHOICES PROCESS - HR SERVICE
Report by Executive Director – Customer Services Additional documents:
Minutes: A report was considered which set out issues and proposed solutions to supporting the Council and it’s employees through the process of Service Choices. Decision The Committee – 1.
Noted the
additional work generated for HR by the Service Choices process and the
inability for the service to deliver all of this additional work from existing
resources. The professional advice and support will continue to be delivered
from within existing HR resources, but there is a need to augment the
administrative resources. This will be done by utilising wider Departmental
funding. 2.
Noted
that the additional resources can be funded from the existing 2015-16 Customer
Services departmental forecast underspend, and agreed that the budget to be
earmarked and the balance permitted to be carried forward to fund the
additional posts for a maximum of 2 years. This will allow the HR service to
support the administrative elements of the service choices process. Earmarked
balances are routinely monitored and any balance no longer required would be
returned to the General Fund Reserve. 3.
Agreed
that the Year 2 savings of up to 25% for IHR, which involve the full
implementation of service redesign, creating an integrated team that puts
people at the heart of performance, are profiled for year 3 to ensure that the
service has sufficient resource to support the organisation through the
significant change of Service Choices in Years 1 and 2. 4. Agreed that the Service Choices proposal set out
in Appendix 2 is accelerated for immediate implementation, noting that this
will put in place a transitional structure that is equipped to support the
organisation through Years 1 and 2 of Service Choices. (Reference: Report by Executive Director – Customer
Services dated 22 July 2015, submitted) |
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The
Committee resolved in terms of Section 50(A)(4) of the Local Government
(Scotland) Act 1973 to exclude the public for the following 4 items of business
on the grounds that it was likely to involve the disclosure of exempt
information as defined in Paragraphs 4; 8&9; 8&9 and 8&9
respectively of Part 1 of Schedule 7A to the Local Government (Scotland) Act
1973. Councillor
Rory Colville, who had previously declared a non financial interest in the
following item of business, left the meeting at this point and took no part in
the consideration of this item. |
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E2 |
REQUEST FOR CASH FLOW LOAN BY SOUTH KINTYRE DEVELOPMENT TRUST
Report by Head of Strategic Finance Minutes: The Committee considered a report outlining a request for a Cash Flow Loan from South Kintyre Development Trust. Decision The Committee agreed the recommendations as detailed within the report by the Interim Head of Strategic Finance. (Reference: Report by Interim Head of Strategic Finance dated August 2015, submitted) Councillor Rory Colville rejoined the meeting. |
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E3 |
HELENSBURGH OFFICE ACCOMMODATION - UPDATE
Report by Executive Director – Customer Services Minutes: The Committee considered a report providing an update on the Helensburgh Office Project. Decision The Committee 1. Agreed the recommendations as detailed within the report by the Executive Director. 2. Agreed that a Press release providing an update on the current situation with regards to the project be produced by Executive Director of Customer Services, Head of Facility Services and Communications Manager in consultation with the Area Chair, Leader and Depute Leader and circulated to all Area Committee Members. (Reference: Report by Executive Director – Customer Services dated 12 August 2015, submitted) |
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E4 |
NEW SCHOOLS REDEVELOPMENT PROJECT
Report by Executive Director – Community Services Minutes: A
report was considered which provided the Committee with details of the Stage 1
submissions by hubNorth Scotland Ltd (hubNorth) to build new secondary schools in Campbeltown and
Oban; and a new primary school in Kirn. The report also detailed the review of
the Stage 1 submissions together with an update on the project in respect of
Dunoon Primary School. Decision The
Committee agreed the recommendations as detailed within the report by the
Executive Director. (Reference: Report by Executive Director – Community
Services dated 23 July 2015, submitted) |
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E5 |
MAJOR CAPITAL REGENERATION PROJECT PROGRESS REPORT
Report by Executive Director – Development and Infrastructure Services (An enlarged copy of Appendix B is available in the Members Room) Minutes: A
report was considered which updated the Policy & Resources Committee on
progress in delivering the fourteen major capital regeneration projects led by
Development and Infrastructure Services. Decision The
Committee agreed the recommendations as detailed within the report by the
Executive Director. (Reference: Report by Executive Director – Development and Infrastructure Services dated 15 July 2015, submitted) |
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E1 Paragraph 1
Information
relating to a particular employee, former employee or applicant to become an
employee of, or a particular office-holder, former office-holder or applicant
to become an office-holder under the authority. |
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E2 Paragraph
4 Information relating to any particular applicant for, or
recipient or former recipient of, any financial assistance provided by the
authority. |
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E3,E4,E5 Paragraph 8 The amount of any expenditure proposed
to be incurred by the authority under any particular contract for the
acquisition of property or the supply of goods or services. |
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Paragraph 9 Any terms proposed or to be proposed by
or to the authority in the course of negotiations for a contract for the
acquisition or disposal of property or the supply of goods or services. |