Policy And Resources Committee - 09/12/2013

At a MEETING of the POLICY AND RESOURCES COMMITTEE held at Dundee on 9th December, 2013.

Present:-

BAILIES

COUNCILLORS

Councillor Ken GUILD, Convener, in the Chair.

The minute of meeting of this Committee of 25th November, 2013 was held as read.

Unless marked thus * all items stand delegated.

I DECLARATIONS OF INTEREST

Councillor Gordon declared a non-financial interest in Article IV by virtue of assisting On the Whole set up their project.

Councillor Asif declared a non-financial interest in Article XV by virtue of being a member of the Muslim community.

II MINUTE - PERSONNEL APPEALS SUB-COMMITTEE OF 29TH OCTOBER, 2013

The minute of meeting of the above Sub-Committee, a copy of which is appended hereto (Appendix I), was submitted for information and record purposes.

III SCHEME OF DELEGATION - TRAFFIC REGULATION ORDERS

There was submitted Report No 465-2013 by the Director of City Development making recommendations concerning the amendment of the Council's Scheme of Delegation in relation to the management of Permanent Traffic Regulation Orders.

The Committee:-

(i) adopted the Scheme of Delegation outlined in the report in accordance with the provisions of the Road Traffic Regulation Act 1984 and the Local Authorities' Traffic Orders (Procedure) (Scotland) Regulations 1999;

(ii) delegated the Director of City Development, in consultation with the Head of Democratic and Legal Services, to execute all functions regarding progressing of Permanent Traffic Regulation Orders through the statutory procedure in terms of paragraph 4.11 of the report; and

(iii) remitted to the Head of Democratic and Legal Services to amend the Council's Scheme of Administration - Delegation of Powers to Officers to give effect to the terms of the report.

IV DUNDEE COMMUNITY REGENERATION FUND 2013/2014

There was submitted Report No 516-2013 by the Chief Executive relative to the above.

The Committee approved the allocations to the Community Regeneration Forums for 2013/2014 and funding proposals contained in Section 5.2 of the report detailed below.

V ALLOCATION OF COMMUNITY REGENERATION FUNDING 2014/2015

There was submitted Report No 521-2013 by the Chief Executive relative to the above.

The Committee:-

(i) agreed that 125,000 be allocated to the Community Regeneration Forums for Coldside, Maryfield, North East and Strathmartine;

(ii) agreed that increased allocations of 136,473 and 190,462 be awarded to the East End and Lochee Community Regeneration Forums respectively; and

(iii) agreed that 10,000 be allocated to the Local Community Planning Partnerships for The Ferry and West End.

VI REVENUE MONITORING

There was submitted Report No 513-2013 by the Director of Corporate Services providing the Committee with an analysis of the 2013/2014 Projected Revenue Outturn as at 31st October, 2013 monitored against the adjusted 2013/2014 Revenue Budget.

The Committee:-

(i) noted that the overall General Fund 2013/2014 Projected Revenue Outturn as at 31st October, 2013 was projecting an overspend of 50,000 against the adjusted 2013/2014 Revenue Budget;

(ii) noted that the Housing Revenue Account as at 31st October, 2013 was projecting a breakeven position against the adjusted HRA 2013/2014 Revenue Budget;

(iii) instructed the Director of Corporate Services to take every reasonable action to ensure that the 2013/2014 revenue expenditure was below or in line with the adjusted Revenue Budget; and

(iv) instructed the Director of Corporate Services, in connection with all Chief Officers of the Council, to continue to monitor the Council's 2013/2014 Projected Revenue Outturn.

VII CAPITAL EXPENDITURE MONITORING

There was submitted Report No 494-2013 by the Director of Corporate Services appraising members of the latest position regarding the Council's Capital Expenditure Programme for 2013/2014.

The Committee noted the contents of the report.

VIII TREASURY MANAGEMENT ACTIVITY 2013/2014 (SIX MONTHS TO 30TH SEPTEMBER, 2013)

On a reference to Article XVIII of the minute of meeting of this Committee of 22nd April, 2013, there was submitted Report No 497-2013 by the Director of Corporate Services reviewing the Treasury Management activities for the period 1st April, 2013 to 30th September, 2013.

The Committee noted the information contained therein.

IX VOLUNTARY EARLY RETIREMENT, PHASED RETIREMENT OR WIND DOWN SCHEME FOR TEACHING STAFF AND ASSOCIATED PROFESSIONALS

There was submitted Report No 517-2013 by the Director of Education seeking approval for a voluntary early retirement scheme for teachers and associated professionals to take effect from the end of the academic session 2013/2014.

The Committee:-

(i) approved the voluntary early retirement scheme for teaching staff aged 55 years and over with effect from 17th August, 2014, as outlined in Section 4 of the report and the Appendix thereto;

(ii) approved the additional encouragement for teaching staff, who meet the criteria, to be considered for phased retirement or winding down; and

(iii) noted that the Director of Education would maintain teaching numbers in line with pupil numbers.

X OPERATING MODEL RE-DESIGN - DEBT RECOVERY

There was submitted Report No 511-2013 by the Director of Corporate Services reviewing the progress of the Operating Model Re-Design Project on debt recovery and recommending a more consolidated customer-based approach.

The Committee:-

(i) agreed that a corporate debt team be established from 1st January, 2014 bringing together staff from Revenues, Sales Ledger and Housing;

(ii) agreed that the new team be led by a Senior Officer whose current post of Finance and Corporate Services Manager in the Housing Department be re-designated Head of Corporate Debt and Welfare Reform and transferred to Corporate Services, reporting to the Director of Corporate Services. The Head of Human Resources and Chief Executive would grade the post and take forward the necessary establishment change;

(iii) agreed that a project team be established to implement the consolidation of all debts as well as undertaking an option appraisal of systems, with the ultimate aim of establishing a single system with single point of contact for all debtors;

(iv) agreed that the centralisation of Sales Ledger invoice input be explored to reduce the lead time between services being delivered and invoices raised, it being noted that this may require a transfer of resources from departments to the Corporate Debt Team;

(v) approved that debt prioritisation policy detailed in Appendix 1 of the report; and

(vi) agreed that Phase 2 of this project be commenced by November, 2014 to consider whether further centralisation of other associated services would provide a joined up and holistic approach to debt management for the Council.

XI REVIEW OF CONTRACT CAR HIRE SCHEME

On a reference to Article X of the minute of meeting of this Committee of 12th September, 2011, there was submitted Report No 496-2013 by the Director of Corporate Services reviewing the current arrangements of the Contract Car Hire Scheme.

The Committee approved the undernoted with effect from 1st January, 2014:-

(i) the maximum subsidy be reduced from 108 to 80 per month and mileage rate paid at minimum HMRC rates per fuel type irrespective of engine size;

(ii) insurance excesses be amended; and

(iii) any extensions to contracts be in line with current scheme guidelines rather than original ones.

XII REVIEW OF RECYCLING CENTRE PROVISION

On a reference to Article XII of the minute of meeting of this Committee of 19th August, 2013, there was submitted Report No 518-2013 by the Director of Environment advising of the outcome of the recent review of the city's Recycling Centre provision.

The Committee agreed to note with the Director of Environment's view that the current level of Recycling Centre provision via the two sites at Baldovie and Riverside was appropriate.

XIII TENDER FOR THE SUPPLY OF INTERNAL AUDIT SERVICES

After considering Report No 519-2013 by the Chief Internal Auditor relative to the above, the Committee agreed to support the Chief Internal Auditor in the delivery of the Council's Internal Audit Service by approving acceptance of the tender by PwC for the supply of Internal Audit Services under a co-sourcing arrangement.

The Contract would initially be for a period of 18 months with an option for the Council to potentially extend the contract for up to a further two, 12 month periods.

XIV SHORE TERRACE - FORMATION OF MEETING ROOMS AND OFFICES

There was submitted Report No 520-2013 by the Director of City Development informing Committee of the ambitions for improvements and additions to the conferencing facilities at Caird Hall and seeking approval for implementation of the first phase of these works.

The Committee noted the report and approved the negotiated tenders submitted by the construction division of the Environment Department for alteration works to the ground and first floors of the Shore Terrace building amounting to 700,000, together with allowances for furniture/IT/removals amounting to 132,000, professional services 105,000 and structural engineering services 5,000, giving a total cost of 942,000.

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 and 9 of Part I of Schedule 7A of the Act.

XV MUSLIM CEMETERY

On a reference to Article XV of the minute of meeting of the City Development Committee of 29th October, 2012 and after considering Agenda Note AN143-2013, the Committee approved the recommendation detailed in the note.

Ken GUILD, Convener.

At a MEETING of the PERSONNEL APPEALS SUB-COMMITTEE held at Dundee on 29th October, 2013.

APPENDIX I

Present:-

Bailie Derek SCOTT

COUNCILLORS

Councillor Craig MELVILLE, Convener, in the Chair.

The minute of meeting of this Committee of 26th September, 2013 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.

I DECLARATION OF INTEREST

There were no declarations of interest.

II APPEAL AGAINST DISMISSAL

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.

Craig MELVILLE, Convener.