From meeting date: Monday 27 July 2015
IN ATTENDANCE
APOLOGIES
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Ian Gordon (Convener)
Lindsey Gallanders
Matt Smith
Julie Ward
Elaine McLean (Business Manager)
Lorna Johnston (Executive Director)
ITEM CONTENT
STANDING ITEMS
1.
PREVIOUS
MINUTES
MINUTES
ACTION
APOLOGIES
An apology for absence was received from the Executive Director.
OUTSTANDING
ACTIONS
CONFLICTS OF INTEREST
There were no declarations.
2.
DRAFT MINUTE OF PREVIOUS MEETING
Members reviewed and subject to minor amendment approved the Minute from
the meeting held on 29 June 2015.
3.
MATTERS ARISING
Code of Conduct for Health & Social Care Integrated Joint Boards
Members noted that a progress report from the Scottish Government was still
awaited.
Executive
Team
All other outstanding matters arising were dealt with under the main Agenda.
BUSINESS MATTERS
4.
QUARTER 1 BUSINESS PLAN REVIEW
Members reviewed and, subject to additional information and updates being
inserted into the report, agreed the progress against planned and future activities
detailed within in the Business Plan.
Annual Report 2014/15
Members noted that the final word version of the annual report had been issued to
the designer on 10 July 2015. This would enable the format and layout of the
report to be developed with the projected publication date remaining on schedule.
Website Development Project
Members noted the design phase of the project was now underway. Members
Executive
Team
CASE REPORTS
FROM PSC
COMMUNICATIONS
STRATEGIC
MATTERS
Standards Officers’ Workshop
Members agreed the Standards Officers workshop would be held on the 3
November 2015 in the COSLA offices, Edinburgh. Members further agreed to hold
the Standards Commission’s monthly meeting after the Standards Officer Workshop
concluded.
5.
AGENDA
SCS MEETING
were given sight of the Homepage design and noted that the developers were now
working on the design of the sub-pages and on completion of this phase would turn
the visual mock-ups into clickable webpages. This stage was expected to take 2-3
weeks. Once this had been completed, work could start in respect of populating
the site.
Crofting Commission
Members noted that the Convener and Executive Director would support the local
training event for Members of the Crofting Commission scheduled to take place on
11 September 2015.
West Dunbartonshire Council
Members noted that Matt Smith and Julie Ward would participate in a training
workshop for West Dunbartonshire councillors on 7 October 2015.
Western Isles Council
Members noted Western Isles Council had requested training on the Councillors’
Code of Conduct. Members agreed the Convener and Lindsey Gallanders would
support the event due to be held on 5 November 2015. The Executive Team would
contact the Monitoring Officer and finalise the arrangements.
6.
HEARING RULES
Members noted the Executive Director had reviewed the current Hearing Rules
following the last Hearing and identified changes for consideration and agreement
as detailed within in the Executive Director’s paper to the Commission. Members
reviewed and agreed the wording shown within the proposed changes and in
addition agreed paragraph 3.4(i) of the Rules should be further clarified. Members
noted the Executive Director would circulate the revised Rules to Members, provide
a copy to the CESPLS and following final agreement the updated Rules would be
published on the Commission’s website.
7.
FILE RETENTION ARRANGEMENTS
Members reviewed and agreed the Standards Commission’s file retention and
destruction arrangements and in particular the details associated with the retention
of documents and electronic files associated with Breach Reports.
8.
CODE OF CONDUCT FOR SCS MEMBERS
Members reviewed the draft Code of Conduct and indicated that the document as
currently provided did not fully reflect the requirements of Code of Conduct as it
applied to the Members of the Standards Commission. Members agreed that the
document be further revised to capture the processes and procedures as they are
applied to the Members and a further draft of the Code of Conduct be provided for
consideration at the meeting of the Standards Commission on 22 September.
Executive
Team
Executive
Director
Executive
Director
FINANCIAL MATTERS
9.
AUDIT & RISK COMMITTEE UPDATE / ANNUAL ACCOUNTS
Members noted the minutes of the Audit & Risk Committee held on 20 July 2015
and the verbal report provided by the Chair of the Committee.
The Members reviewed the Annual Accounts 2014/15, the draft Accountable
Officer’s ISA 580 letter and the draft Annual Audit Report. Members approved the
Annual Accounts and the supporting letter and confirmed the Executive Director
should sign the Annual Accounts and submit these to Audit Scotland for their
consideration and final approval.
Members noted the statement from Audit Scotland within the Audit report that
identified planned changes to the Financial Reporting Manual which could
potentially impact on the presentation of information provided in next year’s Annual
Executive
Director
Accounts. Members noted future requirement would be explored with Audit
Scotland during initial discussion around the Annual Audit Plan 2015/16 and
thereafter the outcome would be reported to the Standards Commission.
Executive
Team
The Members thanked the Executive Team for their work in completing the Annual
Accounts.
Members noted the draft Annual Report and Self-Assessment Annual Checklist
(2014/15) provided to the Commission by the Audit and Risk Committee.
Members further noted that following the review of the Business Risk Register by
the Audit and Risk Committee Audit Scotland had made an observation about the
appointment process for Members of the Standards Commission. Members agreed
the Convener should discuss the recruitment process and succession planning with
Officeholders Services / SPCB.
10.
QUARTER 1 BUDGET / EXPENDITURE REPORT
Members noted the report which detailed expenditure incurred during 1 April to 30
June 2015 and the projected budget from July 2015 to the year end. Members
reviewed the explanatory information provided with the report and acknowledged
that the end of year expenditure outturn remained on target against the allocated
budget.
11.
DRAFT BUDGET SUBMISSION FOR 2016/17
Members reviewed the draft budget submission and the supporting narrative and
agreed the Executive Team submit the documents following receipt of the request
from Officeholders Services to be provided with the information.
CASES UPDATE
12.
NOTES OF DECISION/CASES NOT PURSUED & SECTION 14 NOTIFICATION LETTERS
Members reviewed seven reports issued by the CESPLS on his website following the
completion of his investigations.
12.
AOB
13.
HEARING UPDATES
Members noted the verbal updates:
a) LA/Fi/1501: Councillor Brian Thomson of Fife Council. The Hearing had taken
place on 14 July 2015. The Hearing Panel had found that Councillor Thomson
had breached the Councillors’ Code of Conduct. The Hearing Panel had
suspended Councillor Thomson from all meetings of Fife Council North East
Planning Committee and from any meeting of the full Council where planning
matters relating to North East Fife are to be considered for the months of July
and August 2015, with effect from 14 July 2015. The written decision had been
issued on 20 July 2015.
2015/16 MEETING SCHEDULE AND ACTIVITY WORKPLAN
Members noted the updated meeting schedule and activity workplan.
DATE OF NEXT MEETING
The Standards Commission would next meet on Tuesday 22 September 2015.
Convener
Executive
Team