Policy And Resources Committee - 20/08/2012

At a MEETING of the POLICY AND RESOURCES COMMITTEE held at Dundee on 20th August, 2012.

Present:-

BAILIES

COUNCILLORS

Councillor Ken GUILD, Convener, in the Chair.

The minute of meeting of this Committee of 25th June, 2012 was held as read.

Unless marked thus * all items stand delegated.

I DECLARATION OF INTEREST

Councillors Black and Asif declared a non-financial interest in Article VI by virtue of being the Council's representatives on the Grey Lodge Board.

II MINUTES

(a) SUPERANNUATION INVESTMENT SUB-COMMITTEE OF 4TH JUNE, 2012

(b) RECESS SUB-COMMITTEE OF 30TH JULY, 2012

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

III REVENUE MONITORING

There was submitted Report No 278-2012 by the Director of Corporate Services providing the Committee with an analysis of the 2012/2013 Projected Revenue Outturn as at 30th June, 2012 monitored against the adjusted 2012/2013 Revenue Budget.

The Committee:-

(i) noted that the overall General Fund 2012/2013 Projected Revenue Outturn as at 30th June, 2012 showed an overspend of 821,000 against the adjusted 2012/2013 Revenue Budget;

(ii) noted that the Housing Revenue Account as at 30th June, 2012 was projecting a breakeven position against the adjusted HRA 2012/2013 Revenue Budget;

(iii) instructed the Director of Corporate Services to take every reasonable action to ensure that the 2012/2013 revenue expenditure was below or in line with the adjusted Revenue Budget; and

(iv) instructed the Director of Corporate Services, in conjunction with all Chief Officers of the Council, to continue to monitor the Council's 2012/2013 Projected Revenue Outturn.

IV CAPITAL EXPENDITURE MONITORING

There was submitted Report No 287-2012 by the Director of Corporate Services appraising members of the latest position regarding the Council's Capital Expenditure Programme for 2012/2013.

The Committee noted the contents of the report.

V RELIEF OF RATES - CHARITY RELIEF

There was submitted Report No 299-2012 by the Director of Corporate Services seeking authorisation to grant charity relief on the undernoted non-domestic properties.

The Committee authorised accordingly.

VI DUNDEE COMMUNITY REGENERATION FUND 2012/2013

There was submitted Report No 300-2012 by the Chief Executive relative to the above. The Committee approved the funding process and proposals contained in Section 5.2 of the report appended hereto (Appendix III).

VII REVIEW OF COMMUNITY SAFETY AND ENFORCEMENT SERVICES

There was submitted Report No 274-2012 by the Chief Executive reporting the findings and recommendations of a review of the community safety and enforcement services within the Council.

The Committee approved the undernoted:-

(i) Giving the remit for overall direction and monitoring of performance for overall community safety to the Special Policy and Resources Committee at which the Tayside Police pathfinder reports.

(ii) Charging the Community Safety Partnership with responsibility for developing and delivering the Dundee Community Safety Partnership Strategy and Action Plan and for reporting to the special Policy and Resources Committee.

(iii) Creating a single point of contact (Community Safety Hub) for all matters relating to community safety. This Hub will be the point of co-ordination of the main community safety and enforcement services. The Community Safety Hub will include the appropriate managers and officers from the Anti-Social Behaviour, Community Safety, Tayside Police Community Intelligence Unit teams and any other associated services. The Hub will be co-located within a dedicated office in the West District Housing Office, Lochee.

(iv) The management of the Community Safety Hub and Lead Officer responsibility for the co-location would be by one of the existing eligible senior managers in addition to their existing departmental responsibilities. An additional responsibility payment will be paid for these duties and this position of Community Safety Hub Co-ordinator will be filled by internal advert.

(v) Line management responsibility for service delivery will remain with Housing, Environment and Communities and Policy and no establishment changes are proposed as a result of this review. Staff will, in effect, be matrix managed recognising the complex and corporate nature of the activity they are engaged in.

(vi) Creating a single Education and Information team to include Community Workers (1.5 FTE) Community Intelligence Unit Analysts (2) DUN.C.A.N Link officer (1) Anti‑Social Behaviour. They will also be operational officers when required.

(vii) Basing the Tayside Police Crime Reduction Unit (subject to the agreement of Tayside Police) and the Community Safety team in the West District Housing Office.

(viii) Ensuring the teams' field work operates on a hot desking/mobile and flexible working basis using the operating principles already established in the Council and the offices of Community Centres, Libraries and other Council premises whenever possible.

(ix) Within the Community Safety Hub based at the West District Housing Office, daily briefings will take place that will ensure the complete co-ordination of all community safety and enforcement services.

(x) Implement the new arrangement from 1st December, 2012 and to carry out a review of the effectiveness of the new arrangements within 12 months and then report back to the Changing for the Future Board.

VIII DUNDEE OUTDOOR LEARNING STRATEGY 2012/2017

There was submitted Report No 275-2012 by the Director, Leisure and Communities seeking the Council's endorsement for the Outdoor Learning Strategy generated under the auspices of the Dundee Partnership for the period 2012/2017.

The Committee:-

(i) approved the Dundee Outdoor Learning Strategy 2012/2017 appended to the report;

(ii) approved the membership and remit of the implementation group contained within Section 7 of the report to form an Outdoor Learning Network; and

(iii) instructed the Director, Leisure and Communities to report periodically on progress with implementation to the Dundee Partnership and Policy and Resources Committee.

IX DUNDEE COMMUNITY SAFETY PARTNERSHIP ANNUAL REPORT 2011/2012

There was submitted Report No 283-2012 by the Director, Leisure and Communities presenting the Dundee Community Safety Partnership Annual Report 2011/2012 to the Committee.

The Committee approved the content of the report.

X STRATEGIC GUIDANCE FOR COMMUNITY PLANNING PARTNERSHIPS - COMMUNITY LEARNING AND DEVELOPMENT

There was submitted Report No 262-2012 by the Director, Leisure and Communities bringing to the Committee's attention the Scottish Government's launch of the Strategic Guidance for Community Planning Partnerships: Community Learning and Development (CLD).

The Committee:-

(i) noted the Scottish Government's Strategic Guidance for Community Planning Partnerships: Community Learning and Development (CLD) and the important role CLD had to play in the future delivery of public services;

(ii) recognised CLD's contribution to early intervention/prevention and its ability to empower people both individually and collectively to make positive changes in their lives and in their communities through learning; and

(iii) remitted to the Director, Leisure and Communities to develop a new Dundee Partnership Community Learning and Development Strategy for the period 2013/2017 and to bring the strategy back to Committee for approval.

XI LEISURE AND COMMUNITIES SERVICE PLAN REVIEW

There was submitted Report No 273-2012 by the Director, Leisure and Communities reviewing the performance of the former Leisure and Communities Department whose functions were transferred to the SCIO Leisure and Culture Dundee, Communities and Policy Division within the Chief Executive's Department to the Environment Department in June, 2011.

The Committee:-

(i) noted the contents of the service plan reviews, relevant to the previous Leisure and Communities Department;

(ii) noted that there had been good progress across the range of targets and that there were no areas of concern relating to performance or progress with projects; and

(iii) noted that in a number of areas performance had been excellent and had been sustained during a period of significant organisational change.

XII DUNDEE EQUALITY AND DIVERSITY GRANT AWARDS IN 2011/2012

After considering Report No 279-2012 by the Director, Leisure and Communities, the Committee noted that the undernoted payments had been made from the Equality and Diversity Grant Fund.

XIII EQUALITY AND DIVERSITY GRANT AWARDS

After considering Agenda Note AN128-2012, the Committee approved an Equality and Diversity Grant award for 819 to Dundee Hebrew Congregation to support their outreach programme to schools to assist in fostering good relations, tackle prejudice and promote understanding.

The 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 paragraphs 6, 8 and 9 of Part I of Schedule 7A of the Act.

XIV WASTE TO ENERGY PLANT

There was submitted Agenda Note AN129-2012 intimating that in view of the timescales involved the recommendation detailed therein had been approved by the Chief Executive in consultation with the Convener, Councillor Keenan, Bailie Scott, Councillor Macpherson and Bailie Borthwick.

The Committee noted 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 4th June, 2012.

Present:-

Bailie Willie SAWERS

COUNCILLORS

Bailie Willie SAWERS, Convener, in the Chair.

Unless marked thus * all items stand delegated.

I SOCIALLY RESPONSIBLE INVESTMENT - SIX MONTHLY REPORT

There was submitted Report No 220-2012 by the Director of Corporate Services reviewing the progress by the Fund Managers regarding the positive engagement policy on Environmental, Social and Corporate Governance approved by the Sub-Committee on 17th November, 2008.

The Sub-Committee noted the information contained within the report with regard to the activities of the Fund Managers during the six month period ended 31st March, 2012.

II TRAINING - BAILLIE GIFFORD LOCAL AUTHORITY SEMINAR AND TRAINING - EDINBURGH - OCTOBER 2012

There was submitted Agenda Note AN80-2012 advising members that Baillie Gifford were providing a seminar for members, officers and advisers. It was noted that the CIPFA Pensions Sub-Group would now provide this. The Sub-Committee agreed that all members wishing to could attend this training, having noted that the seminar was free but there would be travel and subsistence costs.

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 218-2012 by the Director of Corporate Services relating to Performance Summaries for the quarter, twelve months and three years to 31st March, 2012. It also considered the performance of the Transport Fund which shares three 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) SUMMARIES OF INVESTMENTS AND TRANSACTIONS

There was submitted Report No 182-2012 by the Director of Corporate Services summarising investments and transactions during the period 1st January to 31st March, 2012 reviewing the investment activities of the Main Fund's six Fund managers for the quarter to 31st March, 2012. 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.

(c) QUARTERLY FUNDING REPORT

There was submitted Report No 219-2012 by the Director of Corporate Services which considered a report by the Fund Actuary.

The Sub-Committee noted the report.

IV MEETING OF LGPS CONVENERS - 14TH MARCH, 2012

A verbal update was given to members on the meeting of the LGPS Conveners and it was noted that the main issues considered at this meeting were:-

?                                             the review of governance arrangements;

?                                             opportunities for infrastructure investments including Social Housing.

Members noted accordingly.

IV(a) APPOINTMENT OF INDEPENDENT ADVISOR

The Director of Corporate Services advised members that an approach had been made from an independent advisor regarding the provision of specialist independent advice to the Superannuation Sub-Committee.

It was remitted to the Director of Corporate Services to seek further information on this and provide an update to members in due course.

V PRESENTATION

Gordon Strachan of Fidelity gave a short presentation on performance and gave an overview of the mandate.

It was noted that during the last quarter, the equity fund out-performed the benchmark and annualised, since inception the fund was ahead of the benchmark but behind target.

With regard to the bond mandate, extensive in-house research had indicated that a diversified approach could still add value and that although the tradition gilt market continued to decline, exposure to inflation linked bonds had contributed to overall good performance.

Willie SAWERS, Chair.

APPENDIX II

At a MEETING of the RECESS SUB-COMMITTEE held at Dundee on 30th July, 2012.

Present:-

BAILIES

COUNCILLORS

Councillor Ken GUILD, Convener, in the Chair.

Unless marked thus * all items stand delegated.

I TENDERS RECEIVED

There was submitted Report No 230-2012 by the City Architect detailing tenders received and requesting a decision thereon:-

(a) WHITFIELD CORE LIFE SERVICES BUILDING - TO BE KNOWN AS "THE CRESCENT"

The Sub-Committee agreed to accept the lowest offer from Muirfield (Contracts) Ltd, Dundee, amounting to 6,317,373.43, together with the undernoted allowances:-

making a total expenditure of 6,837,388.43.

The Sub-Committee also noted that the undernoted sub-contractors would also be appointed:-

(b) HARRIS ACADEMY - INSTALLATION OF TECHNICAL EQUIPMENT

The Sub-Committee agreed to accept a negotiated offer from Active Energy Solutions Ltd (AES), Glasgow, amounting to 13,458.50.

(c) VARIOUS PROPERTIES - CONTROLLED ENTRIES

The Sub-Committee agreed to accept a partnering project with McGill Electrical Ltd, Dundee, amounting to 281,235, together with the undernoted allowances:-

making a total expenditure of 315,140.

(d) VARIOUS PROPERTIES - CONTROLLED ENTRIES

The Sub-Committee agreed to accept a partnering project with McGill Electrical Ltd, Dundee, amounting to NINE HUNDRED AND THIRTY FOUR THOUSAND TWO HUNDRED AND NINETY EIGHT POUNDS (934,298) STERLING, together with the undernoted allowances:-

making a total expenditure of 1,023,713.

II TENDERS RECEIVED BY CITY ARCHITECT - DUDHOPE CASTLE - REFURBISHMENT WORKS

There was submitted Report No 272-2012 by the City Architect detailing a tender required in respect of Dudhope Castle - Refurbishment Works.

The Sub-Committee agreed to accept a negotiated offer from Environment Department (Construction Services) amounting to 668,581, together with the undernoted allowances:-

making a total expenditure of 190,555.43.

III TENDERS RECEIVED BY CITY ENGINEER

There was submitted Report No 261-2012 by the City Engineer detailing tenders received and requesting a decision thereon:-

(a) WHITFIELD PS - DEMOLITION

The Sub-Committee agreed to accept the lowest tender from Gowrie Contracts Ltd, amounting to EIGHTY SIX THOUSAND AND EIGHTY POUNDS (86,086) STERLING, together with the undernoted allowances:-

making a total expenditure of 170,588.

(b) NEWFIELD PS - DEMOLITION

The Sub-Committee agreed to accept the lowest offer from Gowrie Contracts Ltd, amounting to 79,825, together with the undernoted allowances:-

making a total expenditure 140,624.14.

IV PROPERTY AT 17 BUTTARS PLACE - IMPROVEMENT FOR SALE

There was submitted Agenda Note AN114-2012, whereby reference was made to Article III of the minute of meeting of the Housing Committee of 14th November, 2011, wherein the Committee gave approval for the Director of Housing to instruct the specification of the necessary repair work and tender for refurbishment to then be issued following approval of the revised Housing Capital Plan.

There were six flats within the tenement, five owned by the Council, one flat had been sold by the Council and was owned and rented by a private landlord. The refurbishment work was progressing on site. In order to promote sale of the flats on the open market it would assist if the Council could buy back the privately rented flat at 2/2, 17 Buttars Place.

The Sub-Committee was requested to remit the Director of City Development to enter into negotiations with the owner to purchase the flat at 2/2, 17 Buttars Place on a 'without prejudice' basis and remit the Head of Democratic and Legal Services in consultation with the Director of Housing and Director of Corporate Services to conclude the purchase and sale of the property on a cost neutral basis.

The Convener, seconded by Bailie Sawers, moved that the terms of the Agenda Note be approved.

As an amendment, Councillor Keenan, seconded by Bailie Borthwick, moved that the terms of the Agenda Note be refused.

On a division, there voted for the motion - Councillor Guild, Depute Lord Provost Roberts, Bailie Sawers and Councillor Ross (4); and for the amendment - Councillors Keenan, Gordon and Bailie Borthwick (3) - whereupon the motion was declared carried.

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.

V TRAFFIC ORDER - DUNDEE CITY COUNCIL (SEAFIELD ROAD, BROUGHTY FERRY, DUNDEE) (ONE-WAY) ORDER 2012

There was submitted Agenda Note AN117-2012, whereby reference was made to Article III of the minute of meeting of the City Development Committee held on 23rd April, 2012, instructing and authorising the preparation of an Order to promote road safety while reducing potential vehicle/pedestrian/pupil conflict in the area.

The proposed Order was duly drafted and, during the statutory consultation period, no adverse comments were received.

The Committee authorised publication of the Order as drafted.

Ken GUILD, Convener.

APPENDIX III