Policy And Resources Committee - 28/03/2011

At a MEETING of the POLICY AND RESOURCES COMMITTEE held at Dundee on 28th March, 2011.

Present:-

BAILIES

COUNCILLORS

Councillor Ken GUILD, Convener, in the Chair.

The minute of meeting of this Committee of 14th March, 2011 was held as read.

Unless marked thus * all items stand delegated.

I REVIEW AND INTEGRATION OF PROPERTY MANAGEMENT

There was submitted Report No 168-2011 by the Director of City Development regarding a review of the provision of property maintenance and consultancy services across the Council.

The Team:-

(i) noted the Review Team's proposal to create a wholly centralised property service for the Council (including the new Leisure and Culture Trust), and that this be located within the City Development Department;

(ii) agreed that this be included within the proposed new Council structure to be put to this Committee (Article II below refers);

(iii) agreed that budgetary responsibility for and control of all Council property ownership and maintenance (excluding HRA properties and devolved school budgets) be transferred to the City Development Department (including all associated staff resources); and

(iv) noted that there would be service level agreements between the Corporate Property Unit and client departments (including consultancy services for HRA properties for all relevant operational properties.

II CITY COUNCIL ORGANISATIONAL STRUCTURE

There was submitted Report No 170-2011 by the Chief Executive regarding a review of the City Council organisational structure.

The Committee:-

(i) noted and approved the contents of the report;

(ii) noted the voluntary early retirals set out in paragraph 4.5 of the report;

(iii) approved the Organisational Structure set out in paragraph 5 of the report and Appendices thereto; and

(iv) noted the changes to the City Council Committee structure set out in paragraph 5.1, and referred them for final determination to the City Council.

III CORPORATE ASSET MANAGEMENT STRATEGY

There was submitted Report No 148-2011 by the Director of City Development reviewing the arrangements for managing corporate assets across the Council.

The Committee approved the strategy appended to the report.

IV PROPERTY UTILISATION

There was submitted Report No 151-2011 by the Director of City Development proposing the relocation of Social Work and Education staff to various premises, including proposed demolition of the resultant surplus properties.

The Committee approved the relocation of staff and the proposed demolition of surplus properties subject to a future report on tenders received in respect of the proposed demolitions.

V CUSTOMER SERVICES AT DUNDEE HOUSE

There was submitted Report No 15-2011 by the Chief Executive requesting approval for the customer services brand and the public opening hours to be operated in Dundee House.

The Committee agreed:-

(i) that the name of the customer facility in Dundee House be Customer Services;

(ii) that the public opening hours for customer services in Dundee House be 8.30 am - 5.00 pm, Monday - Friday, except Wednesday, when it would be 9.30 am - 5.00 pm to allow for staff training.

VI PURCHASE OF EQUIPMENT - TAYSIDE SCIENTIFIC SERVICES - AUTOMATED WATER ANALYSIS SYSTEM

There was submitted Report No 174-2011 by the Depute Chief Executive (Support Services) relative to offers received for the purchase of the above equipment.

The Committee agreed to accept the most advantageous offer being that from Hach Lange Ltd amounting to 27,566.

VII AMENDMENT OF TENDER PROCEDURES - APPOINTMENT OF SUB‑CONTRACTORS

There was submitted Agenda Note AN52-2011 relative to the above.

It was reported that in order to regularise current practice and maximise efficiency of contractual decision-making, it was proposed that the following be substituted for the existing paragraph 6.1:-

"The Principal Officer responsible for reporting on tenders shall report, for noting, the sub-contractors proposed by a contractor before any contract is entered into with such contractor and also report, for noting, any changes permitted, under the relevant contract, to this list."

The Committee approved accordingly and agreed that it be implemented with immediate effect.

VIII CHANGES TO HOUSING BENEFIT AND WELFARE REFORMS

There was submitted Report No 167-2011 by the Director of Finance informing members of the likely impact of the Government's changes to Housing Benefit and other welfare reforms on both the tenants and landlords of Dundee.

Councillor Sawers, seconded by Councillor Lynn, moved approval of the recommendations in the report namely:-

(i) note the forthcoming changes to Housing Benefit and Welfare Reform proposals contained in this report;

(ii) note that approximately 5,000 letters have been issued to claimants and landlords identified as being affected by these changes. Due to the difficulty in providing information and advice on a personal level, these letters are envisaged to generate a significant volume of enquiries within the Revenues Division;

(iii) note there will be implications in terms of increased levels of debt, potential homelessness and demand for advice from various departments, including Welfare Rights;

(iv) note there will also be implications in respect of non-residential charging income for the Council as a result of the reduction in income amongst Social Work service users;

In addition:-

(v) Dundee City Council condemns the changes to Housing Benefit and Welfare Reform proposals being introduced by the Conservative/Liberal Democrat Westminster Government as mean-spirited attacks on the vulnerable, sick and elderly in our society; and

(vi) Dundee City Council note the initial impact of 2 million being lost from the Dundee economy, and calls on the Director of Finance to bring forward a comprehensive report setting out the full implications of these changes for the Dundee public.

As an amendment, Councillor Macpherson, seconded by Bailie Wallace, moved approval of the recommendations in the report only and shown in paragraph (i) to (iv) above.

On a division, there voted for the motion - Councillors Guild, Barrie, Black, Bowes, Andy Dawson, Will Dawson, Duncan, Fordyce, Hunter, Lynn, Melville, Roberts, Ross, Asif, Bidwell, Ferguson, Gordon, McCready, Bailies Sawers, Regan, Wright, Lord Provost Letford and Depute Lord Provost Borthwick (23); and for the amendment - Councillors Hay, Macpherson, Bailies Wallace and Scott (4) - whereupon the motion was declared carried.

IX MAIL DELIVERIES - DUNDEE EAST

It was reported that this item had been placed on the agenda at the request of Bailie Scott.

The Committee remitted to the Chief Executive to write to the Operations Director of Royal Mail in Scotland expressing concern that there were still significant problems with mail deliveries in the Dundee East area and inviting him to attend a meeting with elected members.

X HOUSING BENEFIT OVERPAYMENT RECOVERY POLICY

There was submitted Report No 178-2011 by the Director of Finance updating the previously approved Dundee City Council Housing Benefit overpayment recovery policy.

The Committee approved accordingly and agreed that the revisions would come into effect on 1st April, 2011.

The Convener agreed that the undernoted item of business be considered as a matter of urgency in terms of Standing Order No 17(b) in view of the timescales involved.

XI LETTER OF INTENT FOR APPOINTMENT OF V & A DESIGN TEAM

There was submitted report No 195-2011 by the Chief Executive relative to the above.

The Committee:-

(i) instructed the Depute Chief Executive (Support Services) to issue a Letter of Intent to Kengo Kuma appointing himself and his team as the Design Team for the V & A at Dundee project and commence preparatory work up to the sum of 3.5 million; and

(ii) instructed the Chief Executive to bring forward to Committee a comprehensive report on the development, delivery and operation of the V & A Dundee project, which would set out the City Council's future involvement and commitment to the V & A Dundee project.

Ken GUILD, Convener.