Policy And Resources Committee - 24/11/2008

At a MEETING of the POLICY AND RESOURCES COMMITTEE held at Dundee on 24th November, 2008.

Present:-

BAILIES

COUNCILLORS

Councillor Kevin KEENAN, Convener, in the Chair.

The minute of meeting of this Committee of 10th November, 2008 was held as read.

Unless marked thus * all items stand delegated.

I E-MAIL AND E-CALENDAR REPLACEMENT

After considering Report No 533-2008 by the Head of Information Technology relative to the above, the Committee approved the purchase of an IBM Lotus/Domino e-mail system on the terms set out in the report.

II RELOCATION OF IT DIVISION - DOWNFIELD PRIMARY SCHOOL

There was submitted Report No 591-2008 by the Depute Chief Executive (Finance) relative to the relocation of the IT Division to Downfield Primary School.

The Committee:-

(i) remitted to the Director of Economic Development to submit a planning application for change of use for the Downfield Primary School from a school to office accommodation;

(ii) approved the estimated capital expenditure of 675,000 and agreed that it be included within the next revision of the Capital Plan;

(iii) agreed that the IT Division be relocated to the renovated building that was previously Downfield Primary School; and

(iv) agreed that the City Architectural Services Officer, Depute Chief Executive (Support Services) and Director of Economic Development be authorised to enter into a Partnering Contract with Dundee Contract Services to undertake these works, provided that the cost did not exceed 675,000.

III COMMUNITY USAGE OF SPORTS FACILITIES AND PPP SECONDARY SCHOOLS

The Lord Provost, Bailie Wallace, Councillors McCready, Asif and Duncan declared a non-financial interest in this item by virtue of their Council appointments to Dundee Leisure Trust.

In addition, Councillor McCready declared a non-financial interest in this item by virtue of his wife being employed at St Paul's Academy.

There was submitted Report No 602-2008 by the Director of Leisure and Communities and Director of Education regarding the operation of sports facilities in St Paul's RC Academy PPP Secondary School for community use outwith school times.

The Committee agreed that Dundee Leisure be requested to undertake the operation of sports facilities as described in the report and remitted to the Director of Leisure and Communities to negotiate an agreement with Dundee Leisure to undertake these services.

IV THE CORPORATE PARENT - A CHARTER

After considering Report No 569-2008 by the Chief Executive relative to the above, the Committee adopted the Charter appended thereto.

V MEMBERSHIP OF IMPROVEMENT SERVICE

After considering Report No 592-2008 by the Chief Executive, the Committee agreed to become a member of the Improvement Service.

VI RACE EQUALITY AND DIVERSITY SCHEME 2005/2008

There was submitted Report No 573-2008 by the Director of Leisure and Communities relative to the above.

The Committee:-

(i) noted the progress made in applying the Council's corporate Race Equality Scheme 2005/2008 and approved the Annual Report - Race Equality and Diversity Scheme 2005/2008 appended to the report;

(ii) agreed to extend the current scheme for a further one year in anticipation of the introduction of a new streamlined Equality Duty in 2009; and

(iii) agreed that the EQIA's carried out by individual departments as part of their Services Planning Process (2007/2011) be published as an addendum to the current scheme.

VII DUNDEE CITY COUNCIL ACCOUNTS 2007/2008

(a) STATEMENT OF ACCOUNTS

The above report was submitted and noted. (Report No 584-2008).

(b) EXTERNAL AUDITOR'S REPORT

The above report was submitted and noted. (Report No 585-2008).

(c) EXTERNAL AUDITOR'S REPORT - RESPONSE FROM DUNDEE CITY COUNCIL

There was submitted Report No 586-2008 by the Head of Finance in response to a report by the Council's External Auditor on the audit of Dundee City Council for the year to 31st March, 2008.

The Committee endorsed the report as its formal response to the External Auditor's report and noted the action plan appended to the report.

The Committee noted that the Convener and the leader of the SNP Group would meet to discuss the composition and chairing of the Audit and Risk Management Sub-Committee and the Best Value, Performance and Efficiency Sub-Committee and that a report would be submitted to a meeting of the Policy and Resources Committee.

VIII PURCHASE OF EQUIPMENT - TAYSIDE SCIENTIFIC SERVICES

(a) SPECTROMETER

After considering Report No 587-2008 by the Depute Chief Executive (Support Services), the Committee agreed to accept the most advantageous offer received for the above equipment being that from Perkin Elmer LAS Ltd amounting to 49,894.

(b) DUMAS NITROGEN/PROTEIN ANALYSER SYSTEM

After considering Report No 588-2008 by the Depute Chief Executive (Support Services), the Committee agreed to accept the most advantageous offer received for the above equipment being that from Leco Instruments UK Ltd amounting to 26,575 plus 3,680 for training etc.

IX 2007 EMPLOYEE SURVEY

There was submitted Report No 608-2008 by the Head of Personnel advising the Committee of some key findings of the recent employee survey and to report to how this was being taken forward.

The Committee:-

(i) remitted to the Organisational Development Section Leader to meet with Chief Officers to discuss any particular areas of concern regarding results for their department, and report back to the Chief Executive on specific action plans to tackle these;

(ii) remitted to the Council's Management Team to consider whether any corporate actions needed to be taken;

(iii) remitted to Chief Officers to ensure that the results of the survey, including action plans, were effectively communicated to all employees;

(iv) agreed that the survey findings be published on the intranet; and

(v) noted that the results would be analysed to ascertain if there were any significant variations between employees as a whole and members of equalities groups, with any issues being identified and action plans developed in conjunction with the chairs of the respective equalities action groups.

Kevin KEENAN, Convener.