Policy And Resources Committee - 31/10/2011

At a MEETING of the POLICY AND RESOURCES COMMITTEE held at Dundee on 31st October, 2011.

Present:-

BAILIES

COUNCILLORS

Councillor Ken GUILD, Convener, in the Chair.

The minute of meeting of this Committee of 26th September, 2011 was held as read.

Unless marked thus * all items stand delegated.

I MINUTES

(a) SUPERANNUATION INVESTMENT SUB-COMMITTEE OF 29TH AUGUST, 2011

(b) PERSONNEL APPEALS SUB-COMMITTEE OF 5TH SEPTEMBER, 2011

The minutes of meetings of the above Sub-Committees, copies of which are appended hereto, were submitted for information and record purposes (Appendices I and II).

II REVENUE MONITORING

There was submitted Report No 444-2011 by the Director of Finance providing the Committee with analysis of the 2011/2012 Projected Revenue Outturn as at 31st August, 2011 against the 2011/2012 Revenue Budget.

The Committee:-

(i) noted that the overall General Fund 2011/2012 Projected Revenue Outturn as at 31st August, 2011 showed an overspend of 44,000 against the adjusted 2011/2012 Revenue Budget;

(ii) noted that the Housing Revenue Account as at 31st August, 2011 was projecting a breakeven position against the adjusted HRA 2011/2012 Revenue Budget;

(iii) instructed the Director of Finance to take every reasonable action to ensure that the 2011/2012 revenue expenditure was below or in line with the adjusted Revenue Budget; and

(iv) instructed the Director of Finance, in conjunction with all Chief Officers of the Council, to continue to monitor the Council's 2011/2012 Projected Revenue Outturn.

III CAPITAL MONITORING

There was submitted Report No 440-2011 by the Director of Finance appraising members of the latest position regarding the Council's Capital Expenditure Programme for 2011/2012.

The Committee noted the contents of the report.

IV RELIEF OF RATES - CHARITY RELIEF

There was submitted Report No 483-2011 by the Director of Finance seeking authorisation to grant charity relief on the undernoted non-domestic properties:-

The Committee authorised accordingly.

V DUNDEE COMMUNITY REGENERATION FUND 2011/2012

There was submitted Report No 453-2011 by the Chief Executive relative to the above.

The Committee approved the funding process and the proposals contained in Section 5.2 of the report appended hereto (Appendix III).

VI CITY DEVELOPMENT DEPARTMENT - REVIEW OF ORGANISATIONAL STRUCTURE

There was submitted Report No 402-2011 by the Director of City Development proposing changes to the organisational structure of the City Development Department following a review by the Director of City Development and the Head of Personnel.

The Committee approved the organisational structure outlined in Appendix 1 of the report.

VII APPOINTMENT OF PROJECT MANAGERS FOR V & A AT DUNDEE

There was submitted Agenda Note AN170-2011 indicating that in order to assist in the management of the V & A at Dundee Project, Turner & Townsend Project Management Ltd were appointed as project managers following a competitive tender process undertaken by the University of Dundee on behalf of Design Dundee Ltd. It was now proposed that responsibility for Turner & Townsend's contract be transferred to the City Council given that the Council would be the formal client for the construction contract.

All costs associated with the project management contract would be covered by revenue funds allocated to the project by the Scottish Government.

The Committee agreed to the novation of the contract to the City Council.

VIII GP SERVICES IN ARDLER

Councillor Lynn declared a non-financial interest in this item by virtue of being the Council's representative on NHS Tayside Board. Councillor Hay declared a non-financial interest in this item by virtue of being an employee of NHS Tayside. Both left the meeting and returned after a decision had been reached.

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

After considering Agenda Note AN171-2011, the Committee remitted to the Chief Executive to write to the Chief Executive of NHS Tayside asking for an assurance that the NHS and its partners would deliver a complete wrap-around healthcare package that would improve and deliver better health outcomes for the local community.

It was also agreed that NHS Tayside be asked to deliver the service locally and it be spear-headed by a General Practitioner.

IX DUDHOPE CENTRE - DEVELOPMENT OFFICER

There was submitted Report No 447-2011 by the Director, Leisure and Communities, seeking agreement from the City Council that it would part fund a Development Officer for the Dudhope Centre for a three year period.

The Committee agreed to a contribution of 15,000 per year in each of the next three financial years commencing 2011/2012, as its contribution to the establishment of a post of Development Officer for the Dudhope Centre, subject to the conditions that their Management Committee:-

- secures funding to match the City Council's offer of grant;

- works towards promoting the sustainability of the Centre as a social enterprise over the three year period for which financial support is being offered;

- actively encourages use of the Centre by the local community for adult learning, community groups, tenants' associations/residents' groups, and youth activities.

X OLYMPIA ANNUAL MAINTENANCE CLOSURE

Councillors Duncan, Hunter, Gordon and Bailie Wallace declared non-financial interests in this item by virtue of being Council representatives on Leisure and Culture, Dundee.

There was submitted Agenda Note AN172-2011 advising that, to enable boiler testing, essential maintenance and a programme of deep cleaning to take place, Leisure and Culture Dundee had requested approval to close Olympia for the period from 5th December to 11th December, 2011, both dates inclusive.

The Committee approved accordingly, it being noted that alternative facilities were available at Lochee Swimming and Leisure Centre during the closure period.

XI COMMUNITY LEARNING AND DEVELOPMENT ANNUAL REPORT 2010/2011

There was submitted Report 441-2011 by the Director, Leisure and Communities, bringing the Committee's attention to the key achievements of the Community Learning and Development Service for the period 2010/2011 and illustrating the contribution the service made to local inclusion and improvements in the quality of life for the citizens of Dundee.

The Committee:-

(i) noted the key achievements of the Community Learning and Development Service for the period 2010/2011;

(ii) acknowledged the positive contribution that the Community Learning and Development Service made to improving the quality of life for individuals and communities in Dundee; and

(iii) recognised that early intervention had been embedded in the work of the Community Learning and Development Service, an approach which focused on trying to prevent social problems arising rather than dealing with their consequences, a priority identified by the Christie Commission Report on the Future Delivery of Public Services.

XII ANNUAL HEALTH AND SAFETY REPORT 2010/2011

There was submitted Report No 419-2011 by the Head of Personnel relative to the above.

The Committee approved the Annual Health and Safety Report, appended thereto, which helped to promote the management of health and safety across the Council and provided information regarding the further development of health and safety management throughout the Council.

XIII CORPORATE HEALTH AND SAFETY PLAN

There was submitted Report No 445-2011 by the Head of Personnel relative to the above.

The Committee approved the Council's Corporate Health and Safety Plan for 2011/2015, appended thereto, which would ensure the continuous improvement of health and safety management within the Council.

XIV QUEENS DIAMOND JUBILEE

There was submitted Agenda Note AN173-2011 intimating that, having considered advice from COSLA on the options available, it was recommended that the Committee grant an additional day of annual leave to celebrate the Queen's Diamond Jubilee on 5th June, 2012. It was proposed that offices would remain open to the public on 5th June, 2012 and employees were required to apply, should they wish to take leave on this day. Applications for leave would be subject to the exigencies of the service. Schools, subject to the approval of an application to Scottish Ministers for exceptional school closure, would close on this day.

Employees who worked on 5th June, 2012 would be entitled to take up an annual leave day at a later date.

The Committee approved accordingly.

XV SUPPLY OF IT EQUIPMENT

There was submitted Report No 455-2011 by the Head of Information Technology relative to the above.

The Committee:-

(i) noted the IT purchases amounting to 647,007 detailed in Appendix 1 of the report. This covered the period from 1st April to 30th September of financial year 2011/2012; and

(ii) approved ongoing engineering maintenance costs of 31,113 per annum for the above purchases.

XVI INFORMATION TECHNOLOGY DIVISION SERVICE PLAN REVIEW

There was submitted Report No 476-2011 by the Head of Information Technology relative to the above.

The Committee:-

(i) approved the Information Technology Division Service Review and instructed the Head of Information Technology to continue to seek improved levels of performance; and

(ii) approved the actions identified in the review to be included in the Division's Service Plan.

XVII SERVICE FEE TO LEISURE AND CULTURE DUNDEE

Councillors Duncan, Hunter, Gordon and Bailie Wallace declared non-financial interests in this item by virtue of being Council representatives on Leisure and Culture Dundee.

There was submitted Report No 482-2011 by the Chief Executive relative to the above.

The Committee:-

(i) approved the proposed release of the Service Fee to Leisure and Culture Dundee for the remainder of 2011/2012; and

(ii) approved the payment of the Service Fee, on the basis of quarterly in advance.

XVIII DUNDEE ALCOHOL AND DRUG PARTNERSHIP - ANNUAL REPORT 2010/2011

There was submitted Report No 462-2011 by the Chief Executive presenting an update on the progress and performance of the Dundee Alcohol and Drug Partnership.

The Committee noted the Dundee Alcohol and Drug Partnership Annual Report and endorsed the way forward set out in Section 4 of the report.

XIX CHILDRENS SERVICES PRESSURES

There was submitted Report No 495-2011 by the Director of Social Work and Director of Finance advising elected members of the continuing increased pressures being experienced by Children's Services within the Social Work Department and outlining some of the steps being taken as a response to these.

The Committee:-

(i) noted the projected overspend within Children's Services for the current financial year and the reasons identified for these increases;

(ii) approved the recommended actions proposed within the report; and

(iii) agreed to establish a Best Value Review of Children's Services to follow the current review of child protection services.

XX LANDLORD REGISTRATION - ISSUE OF RENT PENALTY NOTICES

Councillor Guild declared a non-financial interest in this item by virtue of being a registered landlord.

There was submitted Agenda Note AN174-2011 intimating that, under Part 8 of the Anti-Social Behaviour etc (Scotland) Act 2004, it was a requirement for all persons leasing residential property in Scotland to be registered with the local authority and for those properties to be included on the register. It was a criminal offence to let the property without being so registered. In addition, the local authority had the power to issue a "Rent Penalty Notice" under Section 94 of the 2004 Act, the effect of which was to prevent the landlord collecting rent from any residential properties whilst s/he was unregistered.

The Committee approved the recommendation that the Director of Housing, as the appropriate officer of the Council, be authorised to issue Rent Penalty Notices under Section 94 of the said 2004 Act on its behalf and to decide upon any applications under Section 95 of the 2004 Act for the revocation of such notices and for the Scheme of Delegation to be amended accordingly.

Ken GUILD, Convener.

APPENDIX I

At a MEETING of the SUPERANNUATION INVESTMENT SUB-COMMITTEE OF THE POLICY AND RESOURCES COMMITTEE held at Dundee on 29th August, 2011.

Present:-

BAILIES

COUNCILLORS

Also in attendance, Rod McKAY, UNISON.

Bailie Willie SAWERS, Convener, in the Chair.

Unless marked thus * all items stand delegated.

I APOLOGIES AND SUBSTITUTES

Apologies had been submitted by Bailie George Regan and Councillor Andrew Dawson.

II GOVERNANCE COMPLIANCE STATEMENT

There was submitted Report No 401-2011 by the Director of Finance seeking approval for a Governance Compliance Statement for Tayside Superannuation Funds.

The Sub-Committee approved the Governance Compliance Statement as detailed in the report.

The Sub-Committee resolved under Section 50(A)(4) of the Local Government (Scotland) Act 1973 that the press and public be excluded from the meeting for the undernoted items of business on the grounds that they involved the likely disclosure of exempt information as defined in paragraphs 4, 6 and 11 of Part I of Schedule 7A of the Act.

III TAYSIDE SUPERANNUATION FUNDS

(a) PERFORMANCE SUMMARIES

There was submitted Report No 395-2011 by the Director of Finance relating to Performance Summaries for the quarter, twelve months and three years to 30th June, 2011 and reviewing the investment performance of the Main Fund's four Fund Managers (excluding Property) for the quarter to 30th June, 2011. It also considered the performance of the Transport Fund which shared two of these managers.

The report compared investment performances of the Funds with the Funds' specific benchmarks which consisted of various stock market indices.

The Sub-Committee noted the information contained therein with regard to the performance of the Tayside Superannuation Fund and Tayside Transport Superannuation Fund and their Fund Managers.

(b) PERFORMANCE SUMMARY (PROPERTY PORTFOLIO)

There was submitted Report No 396-2011 by the Director of Finance relating to the Property Portfolio performance for the quarter, twelve months and three years to June 2011 and reviewing the investment performance of the Property Portfolio for the periods to 30th June, 2011.

The report compared investment performances with an appropriate benchmark.

The Sub-Committee noted the information contained therein with regard to the performance of the Property Portfolio.

(c) SUMMARIES OF INVESTMENTS AND TRANSACTIONS

There was submitted Report No 378-2011 by the Director of Finance summarising investments and transactions during the period 1st April to 30th June, 2011 and reviewing the investment activities of the Main Fund's six Fund Managers for the quarter to 30th June, 2011. The Transport Fund shared three of these managers and their transactions were included.

The report summarised the transactions of each Fund Manager and showed the market values of the Main and Transport Fund.

The Sub-Committee noted the information contained therein with regard to the activities of the Tayside Superannuation Fund and Tayside Transport Superannuation Fund and their Fund Managers.

(d) QUARTERLY FUNDING REPORT

There was submitted Report No 394-2011 by the Director of Finance which reviewed the current funding level of the Funds as assessed by the Fund Actuary.

The Sub-Committee noted the report.

IV PRESENTATION - REVIEW OF ALLIANCE BERNSTEIN

Sharon Fay and Frances Smyth of Alliance and Bernstein gave a short presentation reviewing its performance for 2011 in respect of the Tayside Superannuation Fund, and outlining a review of its portfolio strategy for the future.

It was noted that this strategy sought to minimise areas of high risk whilst retaining opportunities for the future, and they were confident of the Fund's performance in the longer-term.

After Ms Fay and Ms Smyth had made their presentation and answered questions from members of the Sub-Committee, they were thanked for their presentation by the Convener.

Willie SAWERS, Convener.

APPENDIX II

At a MEETING of the PERSONNEL APPEALS SUB-COMMITTEE held at Dundee on 5th September, 2011.

Present:-

Councillor Alan ROSS

Bailie Derek J SCOTT

Councillor Mohammed ASIF

Councillor Alan ROSS, Convener, in the Chair.

The minute of meeting of this Committee of 23rd August, 2011 was held as read.

Unless marked thus * all items stand delegated.

The Sub-Committee resolved under Section 50(A)(4) of the Local Government (Scotland) Act 1973 that the press and public be excluded from the meeting for the undernoted item of business on the grounds that it involved the likely disclosure of exempt information as defined in paragraph 1 of Part I of Schedule 7A of the Act.

APPEAL AGAINST DISMISSAL (PA7/11)

It was reported that an appeal against dismissal from an employee of the Social Work Department had been submitted.

The Sub-Committee heard the Council's representative and witnesses and thereafter, the Appellant and her representative.

After questions had been put and answers given by both parties to each other and the witnesses, and by members of the Sub-Committee, the parties withdrew.

Thereafter, following careful consideration of all the information, the Sub-Committee agreed that the grounds of the appeal had not been substantiated and that the appeal be not upheld.

Alan ROSS, Convener.

APPENDIX III