Improvement And Efficiency Sub-committee Of The Policy And Resources Committee - 30/03/2010

At a MEETING of the IMPROVEMENT AND EFFICIENCY SUB-COMMITTEE OF THE POLICY AND RESOURCES COMMITTEE held at Dundee on 30th March, 2010.

APPENDIX II

Present:-

BAILIES

COUNCILLORS

Councillor Ken GUILD, Convener, in the Chair.

Unless marked thus * all items stand delegated.

I QUARTERLY MONITORING REPORT ON PROGRESS WITH STRATEGIC PLANS

There was submitted Report No 175-2010 by the Assistant Chief Executive advising the Sub‑Committee on progress to date with the objectives, projects and reviews contained in the departmental Service Plans 2007/2011.

The Sub-Committee agreed to:-

(i) note the content of the report including the assessment of overall progress in paragraph 4.2, the achievements highlighted in paragraph 4.3 and the tables attached as Appendix 1 which detailed any items in Service Plans which had been assessed as behind schedule, unlikely to be achieved or abandoned; and

(ii) agree that, as part of the commitment to Public Performance Reporting, the report be added to the 'Plans and Performance' section on the Council website.

II AUDIT SCOTLAND COMPARATIVE INFORMATION 2008/2009 (ADDENDUM)

There was submitted Report No 114-2010 by Director of Finance providing the Sub-Committee with information on overall performance levels of the Council as a result of a review by Audit Scotland of its previously published information on Council performance rankings.

The Sub-Committee agreed to note the adjustments to overall performance levels which would form the final published information on Council performance rankings in the Annual Performance Report.

III KEY QUARTERLY PERFORMANCE INDICATORS 2009/2010 - PERFORMANCE RELATING TO 31ST DECEMBER, 2009

There was submitted Report No 115-2010 by the Director of Finance advising the Sub-Committee of the performance of Dundee City Council for the nine months to 31st December, 2009.

The Sub-Committee agreed to note that performance levels for the first nine months of the financial year had generally been maintained or improved.

It was further agreed that all Chief Officers review the content of Appendix 1 as it related to their service and consider if there were any indicators for which performance could be improved.

IV BEST VALUE WORKING GROUP - MOBILE/FLEXIBLE WORKING

There was submitted Report No 201-2010 by the Head of Personnel outlining the findings of the Best Value Group on Mobile/Flexible Working and recommending work style changes as an efficiency opportunity for the Council with proposals on how it should be taken forward.

The Sub-Committee agreed that:-

(i) accommodation/relocation working groups for each of Dundee House and the former Grove Academy be set up immediately with representatives from all of the departments affected. Their remit would be to investigate all work style change and shared facilities efficiency opportunities in respect of the new/refurbished buildings and building on the work style data gathered by the Best Value Group produce Action Plans accordingly;

(ii) a longer-term corporate project team for work style change, ideally with a full-time project manager supported by process analysts, be established with a remit from the Council's Improvement and Efficiency Board to investigate, make recommendations and oversee the implementation of work style change efficiency opportunities across all services and premises of the Council;

(iii) the Council adopt, as a working model, a minimum average desk to staff ratio of 8:10 in Dundee House, the former Grove Academy and all new/refurbished buildings in future (subject to consultation with departments affected);

(iv) departments continue to review and amend their figures for the four work style types and current desk to staff ratios. Regular updates of these figures be reported to the Council's Management Team;

(v) City Development and Architects Departments, in conjunction with the proposed project team, develop new models for work space operation for application in new/refurbished buildings;

(vi) City Development Department be remitted to oversee and co-ordinate rationalisation of freed up space in Council buildings, resulting from work style change projects; and

(vii) seminar/workshops be run for appropriate managers to promote the potential benefits to the Council of all aspects of work style change.

V BEST VALUE REVIEW OF TRANSPORT AND FLEET MAINTENANCE

There was submitted Report No 202-2010 by the Assistant Chief Executive outlining the findings of the Best Value Review of Transport and Fleet Maintenance and making recommendations on a future Council strategy to improve the current procurement, management, control and operation of the Council's fleet of vehicles, maintenance support infrastructure and ancillary services.

The Sub-Committee agreed that:-

(i) the Council introduce a corporate approach to the management and maintenance of its fleet of vehicles;

(ii) the Council establish a working group to plan and oversee the implementation of a corporate approach to fleet management including the rationalisation and centralising of the Council's Fleet Maintenance Workshop facilities and formalising its fleet management strategy;

(iii) through the Information Technology Department and subject to the outcome of the option appraisals, install suitable control software for management information by either extending the new database recently constructed or installing new software;

(iv) the Council establish procedures and locations for the dispersion of fuel purchased through the Council to all vehicles used in the pursuit of Council duties;

(v) a detailed review of the Council's transportation requirements be undertaken to optimise vehicle utilisation and minimise impact on the Council's carbon footprint in line with Scottish Government targets; and

(vi) the Council participate in a joint review of fleet management arrangements with neighbouring local authorities.

Ken GUILD, Convener.