Policy And Resources Committee - 28/09/2020

At a MEETING of the POLICY AND RESOURCES COMMITTEE held remotely at Dundee on 28th September, 2020.

BAILIES

COUNCILLORS

Councillor John ALEXANDER, Convener, in the Chair.

The minute of meeting of this Committee of 24th August, 2020 was held as read.

Unless marked thus * all items stand delegated.

MOTION FOR POSTPONEMENT OF POLICY AND RESOURCES COMMITTEE

Bailie Keenan, seconded by Councillor Marra, moved that in light of the various issues that delayed the receipt of Committee papers by Opposition Members by five days, the business be deferred to the next meeting of this Committee.

As an amendment, the Convener, seconded by Bailie Sawers, moved not to defer.

On a division, there voted for the motion - Bailies Keenan and Scott, and Councillors Cruickshank, McIrvine, Malone, Marra, Richardson, Hay, Scott and Murray (10); and for the amendment - the Convener, Depute Lord Provost Campbell, Bailies Roberts, Sawers and Macpherson, and Councillors Cordell, Dawson, Flynn, Hunter, Lynn, Rendall, Rome, Ross, Short, Smith and Duncan (16) - the Lord Provost and Councillor McCready being absent when the vote was taken - whereupon the amendment was declared carried.

I DECLARATIONS OF INTEREST

Councillors Dawson and Marra, and Bailie Roberts, declared non-financial interests in respect of Articles VIII and IX by virtue of being Council representatives on Leisure & Culture Dundee.

II MINUTE - RECOVERY SUB-COMMITTEE - 10TH AUGUST, 2020

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

III APPOINTMENTS

There was submitted Agenda Note AN33-2020 on appointments as follows:

(i) INDEPENDENT CONVENOR ADULT SUPPORT AND PROTECTION COMMITTEE

The Committee noted that Mrs Elaine Torrances term of office as Independent Convenor of the Dundee Adult Support and Protection Committee had been extended to 31st March, 2021.

(ii) INDEPENDENT CHAIR, CHILD PROTECTION COMMITTEE

The Committee noted that Mrs Elaine Torrances term of office as Independent Chair of the Dundee Child Protection Committee had been extended to 31st March, 2021.

(iii) INDEPENDENT CHAIR TAYSIDE MAPPA STRATEGIC OVERSIGHT GROUP

The Committee noted that, following the completion of Mrs Elaine Torrances term of office as Independent Chair of the Tayside MAPPA Strategic Oversight Group in August, 2020, a tender exercise was undertaken to identify a successor and Mr Alan Small had been selected for appointment to the position for a period of 12 months commencing September, 2020.

The Committee further noted that the tender panel was made up from representatives across the MAPPA partnership for Tayside, including representatives from Police Scotland, NHS Tayside, Angus Council and Perth and Kinross Council.

IV YEAR OF THE OLDER PERSON

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

Following discussion, the Committee agreed that Dundee City Council build on the International Day of Older Persons by declaring the year from 1st October, 2020 to 30th September, 2021 as Dundees Year of the Older Person and by committing to work with partners over the year to highlight how valuable our older people are and how the foundations of the Dundee that we have today were built on the resilience of the older folk across the city, to raise awareness of the needs of older people, ensuring the Council contributes to the UNs goal that every human being regardless of age will have an opportunity to fulfil their potential in dignity and equality and to celebrate the contributions which older people make to Dundee.

V MENTAL HEALTH AND WELLBEING STRATEGIC UPDATE

There was submitted Report No 239-2020 by the Chief Officer, Dundee Health and Social Care Partnership briefing the Committee on progress in relation to the Tayside-wide response to Trust and Respect: Final Report of the Independent Inquiry into Mental Health Services, February 2020. The contents of the report had been considered by the Integration Joint Board at its meeting on 25th August, 2020.

The Committee:-

(i) noted the content of Listen, Learn, Change: An Action Plan for Mental Health Services in Tayside appended to the report as Appendix 1;

(ii) noted the content of the scoping report appended at Appendix 2 of the report following engagement as part of the co-production of a Tayside Mental Health Strategy and Mental Health and Wellbeing Programme for Tayside;

(iii) noted the content of the Healthcare Improvement Scotland Report (HIS): Review of Adult Community Mental Health Services, Tayside, July 2020 appended at Appendix 3 of the report; and

(iv) noted the transfer of operational responsibility for Inpatient Mental Health Services within Tayside from Perth and Kinross Health and Social Care Partnership to NHS Tayside.

VI PROGRESS OF IMPLEMENTATION OF THE DUNDEE ALCOHOL AND DRUG PARTNERSHIP - ACTION PLAN FOR CHANGE

There was submitted Report No 243-2020 by the Chief Executive providing the Committee with an update on the progress made with the implementation of the Action Plan for Change responding to the Dundee Independent Drugs Commission, including the need to adjust some of the timescales within the plan in response to challenges and learning as a result of the COVID-19 pandemic.

The Committee:-

(i) noted the contents of the report, including progress made to date in implementation of the Action Plan for Change;

(ii) noted the range of actions undertaken across the Dundee Partnership to meet the needs of people who used drugs and alcohol during the COVID-19 pandemic and the challenges and learning arising from this; and

(iii) asked the ADP to ask the Dundee Partnership to provide new suggested timescales, for the delivery of the action plan, as soon as practicable. This proposal should include a timetable for the reconvening of the Drugs Commission previously agreed by Committee.

VII THE CITY OF DUNDEE AND THE SLAVE TRADE

There was submitted Report No 237-2020 by the Chief Executive providing the Committee with information on links between Scotland and the Slave Trade, inviting members to comment on a proposed approach to addressing the issues that arose from this in Dundee, and seeking approval to establish a Cross Party Group to provide guidance and direction in taking forward discussions with stakeholders.

The Committee:

(i) noted the information in the report about Scotlands links to slavery;

(ii) commented on the approach to addressing the issues arising from this in Dundee as suggested in the report;

(iii) remitted the Chief Executive to make arrangements for a Cross Party Group to provide guidance and direction in taking forward discussions with stakeholders on the actions agreed;

(iv) agreed the proposed Cross Party Group should be chaired by someone with lived experience of being a black person in Dundee; and

(v) agreed the name and remit of the Cross Party Group and its work should be changed to the City of Dundee and Black History to reflect that whilst slavery was hugely important there was more to examine in relation to the hidden history of black people in Dundee.

VIII C2022 - COMMUNITY HUBS PROJECT

The Committee acceded to requests for deputations to address the Committee relative to this item. Once the deputations had stated their cases and answered questions from members of the Committee they were thanked for their attendance and withdrew.

There was submitted Report No 241-2020 by the Chief Executive setting out the principles and rationale of a Community HUB model which aimed to make best use of the Councils high-quality school estate, explored how schools could be utilised more as community assets and better meet the needs of communities by integrating services for children, their families and the local community. It also took on board learning from Community Support Centres (CSCs) that were established as part of the COVID-19 response.

The Convener, seconded by Bailie Sawers, moved that the Committee:-

(i) agree the Community HUB model approach and strategy set out in the report; and

(ii) that public consultation be carried out on how the Kirkton model would be set up and operated to best meet the needs of the various stakeholders, to allow the trial phase to take place in early 2021.

As an amendment, Bailie Keenan, seconded by Councillor Marra, moved that the Committee note the report and take no further action meantime.

On a division, there voted for the motion - the Convener, Depute Lord Provost Campbell, Bailies Roberts and Sawers, and Councillors Cordell, Dawson, Flynn, Hunter, Lynn, Rendall, Rome, Ross, Short, Smith and Murray (15); and for the amendment - Bailies Keenan, Scott and Macpherson, and Councillors Cruickshank, McIrvine, Malone, Marra, Richardson, Hay, Scott and Duncan (11) - the Lord Provost and Councillor McCready being absent when the vote was taken - whereupon the motion was declared carried.

IX LEISURE & CULTURE DUNDEE - PERFORMANCE AND IMPACT REPORT FOR 2019/2020

There was submitted Report No 212-2020 by the Chief Executive providing the annual report setting out financial and performance information on Leisure & Culture Dundee to meet the guidance on Following the Public Pound.

The Committee:-

(i) noted the performance across the range of services undertaken by Leisure & Culture Dundee in the detailed annual report which was appended to the report as Appendix 1;

(ii) noted the highlights for Library and Information Services, Cultural Services and Leisure and Sports Services provided in relation to the strategic priorities in the City Plan as reported in Appendix 2 of the report; and

(iii) instructed the Chief Executive and Director of Leisure & Culture Dundee to review the agreements in place between the Council and Leisure & Culture Dundee to bring forward any necessary amendments.

X CAPITAL EXPENDITURE MONITORING 2020/2021

There was submitted Report No 199-2020 by the Executive Director of Corporate Services appraising the Committee of the latest position regarding the Council's Capital Plan 2020/2025.

The Committee:-

(i) noted the contents of the report and latest position regarding the Councils Capital Plan 2020/2025; and

(ii) noted that Report No 223-2020 (Article XI below) would review the Capital Plan to reflect the impact of COVID-19 on capital projects, both financially and timescales, and also any impact on potential reductions in capital expenditure which might be required to deal with the overall financial impact of COVID-19 on the Council.

XI UPDATED CAPITAL PLAN 2020/2025 - GENERAL SERVICES AND HOUSING HRA

On a reference to Article X of the minute of meeting of this Committee of 24th February, 2020 (Report No 61-2020 refers) there was submitted Report No 223-2020 by the Executive Director of Corporate Services providing the Committee with the background information and details of the Council's General Services and Housing HRA Updated Capital Plan for the five year period 2020/2025. The Capital Plan revised the Capital Plan 2020/2025 - General Services and Housing HRA (as approved at the Policy and Resources Committee on 24th February, 2020.

The Committee:-

(i) approved the Council's General Services and Housing HRA Updated Capital Plan for 2020/2025 appended to the report;

(ii) noted the updated position for the 2020/2021 projected capital expenditure programmes, as at 31st August 2020;

(iii) approved the additional expenditure, as a result of the lockdown due to COVID-19 and the additional health and safety measures required to ensure the safety and welfare of staff on-site. The total projected additional capital expenditure for General Services projects, was 740,000. The figures were the best estimates of the additional cost, at that point in time, but would be subject to change, as the various projects progressed, and more accurate costing became available;

(iv) approved the funding of the aforementioned expenditure, from 2019/2020 uncommitted budgets carried forward into 2020/2021, and from underspends identified in 2020/2021, from within the capital programme. As a result, there would be no additional financial implications, to the capital financing costs revenue budget, as a result of the inclusion of the budget to deal with the additional capital expenditure on COVID-19; and

(v) noted that the Executive Director of Corporate Services would be reviewing the methodology and techniques used for options appraisals and evaluation of capital projects. This would be reported to Committee once complete.

XII REVENUE MONITORING 2020/2021

There was submitted Report No 205-2020 by the Executive Director of Corporate Services providing the Committee with an analysis of the 2020/2021 projected revenue outturn as at 31st July, 2020 monitored against the adjusted 2020/2021 Revenue Budget.

The Committee:-

(i) noted that the overall General Fund as at 31st July, 2020 was projecting an underspend of 1,109,000 against the adjusted 2020/2021 Revenue Budget excluding COVID-19 related expenditure and loss of income. The projected deficit position for the Council remained at 3m. There had been no significant change relating to the overall financial position when factoring in COVID-19 costs/loss of income. The underspend of 1,109,000 was included within the agreed COVID-19 recovery plan which was reported to the Policy and Resources Committee on the 24th August, 2020 (Article XVI, Report No 198-2020 refers). A further report would be submitted to Policy and Resources Committee updating on the overall financial position including COVID-19 expenditure/loss of income along with UK and Scottish Government Funding;

(ii) noted that the Housing Revenue Account as at 31st July, 2020 was projecting an underspend of 1,265,000 against the adjusted HRA 2020/2021 Revenue Budget;

(iii) agreed that the Council Management Team would take every reasonable action to ensure that the 2020/2021 revenue expenditure was below or in line with the adjusted Revenue Budget;

(iv) instructed the Executive Director of Corporate Services, in conjunction with the Council Management Team, to continue to monitor the Councils 2020/2021 projected revenue outturn to assist with the cost pressures resulting from COVID-19;

(v) agreed that costs associated with the VER/VR schemes, up to a maximum amount of 2.5m in 2020/2021, would be met from the remaining balance of capital receipts set‑aside; and

(vi) noted that total VER/VR costs met from capital receipts set aside in 2019/2020 was 0.423m, resulting in full year salary savings totalling 0.849m which were reflected in budgets going forward.

XIII ANNUAL TREASURY MANAGEMENT ACTIVITY 2019/2020

There was submitted Report No 226-2020 by the Executive Director of Corporate Services reviewing Treasury Management activities for the period 1st April, 2019 to 31st March, 2020.

The Committee noted the information contained within the report and agreed the limits detailed in Appendix 1 to the report.

XIV TENDERS RECEIVED

There was submitted Report No 253-2020 by the Executive Director of City Development detailing Tenders received and requesting a decision thereon:

EXPANSION OF 1140 HOURS - PROPOSED NEW NURSERY AT CAIRD AVENUE, DUNDEE

The Committee agreed to accept a tender, under the Scape Framework Procurement route, from Robertson Construction Group Ltd in the sum of 2,996,539.87, to which required to be added allowances amounting to 795,000, giving a total expenditure of 3,791,539.87.

XV RETIREMENT OF CHIEF EXECUTIVE

There was submitted Agenda Note AN34-2020 reporting that the Chief Executive had intimated that he would retire in early 2021 and advising that, in view of the timescales involved, the Chief Executive, in consultation with the Convener of the Policy and Resources Committee, Labour Group Spokesperson, Conservative Group Spokesperson, Liberal Democrat Group Spokesperson, the Independent Member and the Lord Provost had:-

(i) remitted to the Head of Human Resources and Business Support to proceed with appropriate measures to recruit a new Chief Executive; and

(ii) agreed that the Personnel Appointments Sub-Committee for this appointment should consist of five members of the Administration, two members of the Labour Group, one member of the Conservative Group and one member of the Liberal Democrat Group.

The Committee noted accordingly.

The Convener agreed that the undernoted item of business be considered as a matter of urgency in terms of Standing Order 17(b) in view of the timescales involved.

The Committee resolved under Section 50(A)(4) of the Local Government (Scotland) At 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 1 of Schedule 7A of the Act.

XVI TAYSIDE MEAL CENTRE

There was submitted Joint Report No 257-2020 by the Executive Directors of Corporate Services and Children and Families Service relative to the above.

Following a division, the Committee approved the recommendations in the report.

John ALEXANDER, Convener.

At a MEETING of the RECOVERY SUB-COMMITTEE held remotely at Dundee on 10th August, 2020.

APPENDIX I

Present:-

BAILIES

COUNCILLORS

Councillor John ALEXANDER, Convener, in the Chair.

Unless marked thus *all items stand delegated.

I DECLARATION OF INTEREST

Bailie Macpherson and Councillor McCready declared non-financial interests in respect of Article IX by virtue of membership of the West End Christmas Committee.

II CONVENER OF CITY DEVELOPMENT COMMITTEE

It was reported that Councillor Ross had resigned from the above position.

The Sub-Committee agreed that the vacancy be filled by Councillor Flynn.

III DEPUTE CONVENERS OF STANDING COMMITTEES

(a) CITY DEVELOPMENT COMMITTEE

It was reported that Councillor Flynn had resigned from the above position.

The Sub-Committee agreed that the vacancy be filled by Councillor Rome.

(b) NEIGHBOURHOOD SERVICES COMMITTEE

It was reported that Councillor Rome had resigned from the above position.

The Sub-Committee agreed that the vacancy be filled by Councillor Ross.

IV FOOD SAFETY SERVICE PLAN 2020/2021

There was submitted Report No 23-2020 by the Executive Director of Neighbourhood Services seeking approval of the revised Food Safety Service Plan.

The Sub-Committee:-

(i) approved the Food Safety Service Plan appended to the report; and

(ii) remitted the Executive Director of Neighbourhood Services to implement the Plan accordingly.

V CONTAMINATED LAND STRATEGY - SITE INVESTIGATION CONTRACTS

There was submitted Report No 139-2020 by the Executive Director of Neighbourhood Services seeking approval of the proposed on-going site investigation work associated with the Councils statutory contaminated land responsibilities and also updating the Sub-Committee on the projects undertaken in 2019/2020.

The Sub-Committee:-

(i) noted the contents of the report in respect of the site investigations undertaken during 2019/2020; and

(ii) authorised the Head of Design and Property to instruct the required site investigation and remedial works up to the value of 70,000 in financial year 2020/2021, as outlined in section 4.3 of the report.

VI LOCAL FOOD GROWING STRATEGY

On a reference to Article II of the minute of meeting of the Neighbourhood Services Committee of 7th January, 2020, there was submitted Report No 178-2020 by the Executive Director of Neighbourhood Services proposing the implementation of the Local Food Growing Strategy (2020‑2025) as outlined within Appendix 1 of the report, and to progress the actions contained within the Plan.

The Sub-Committee:-

(i) approved the Local Food Growing Strategy; and

(ii) agreed that Dundee City Council notes that the coronavirus pandemic has made clear something that was evident prior to the crisis that too many people in Dundee do not have easy access to the appropriate amount of food. Dundee City Council is disappointed that the Good Food Nation Bill will not be brought forward by the Scottish Government in this term of the Scottish Parliament. Dundee City Council calls for the right to food to be incorporated into Scots Law and instructs the Chief Executive to write to the Scottish Government asking them to reconsider the decision not to progress the Good Food Nation Bill and asking that they legislate for the right to food. Notes the ongoing consultation on the Right to Food (Scotland) Bill proposed by Elaine Smith MSP and remits officers to prepare a response on behalf of the Council supporting the right to food in Scots Law.

VII PURCHASE OF WHEELED BINS AND EURO CONTAINERS

There was submitted Report No 179-2020 by the Executive Director of Neighbourhood Services seeking authorisation for the purchase of the annual quantity of replacement wheeled bins and Euro containers which were estimated to be required during 2020/2021.

The Sub-Committee approved the purchase of the bins and containers required through the Scotland Excel framework.

VIII EARLY RETIREMENT/VOLUNTARY REDUNDANCY

There was submitted Report No 188-2020 by the Executive Director of Corporate Services seeking agreement to changes in the Early Retirement/Voluntary Redundancy Scheme for the period 1st September, 2020 to 31st March, 2021. The revised Scheme would increase the level of benefits available thus making it more attractive. The revision would be time limited and subject to review. Employees leaving the organisation would do so ideally by the end of June, 2021 but longer periods might be considered to suit a workforce planning solution.

The Sub-Committee:-

(i) approved the changes in the Early Retirement/Voluntary Redundancy Scheme for the period 1st September, 2020 to 31st March, 2021, as detailed in the report;

(ii) remitted the Executive Director for Corporate Services and the Head of Human Resources to maximise the posts made available through VER and VR to create the optimum number of modern and graduate apprenticeships delivering an opportunity for the citys youth. Where possible, use of external funding should be maximised; and

(iii) agreed progress of the success of this scheme and staff movement should be reported quarterly to the Policy and Resources Committee.

IX REVIEW OF FUNDING FOR CHRISTMAS LIGHTS AND FESTIVE EVENTS

The Sub-Committee acceded to requests for deputations to address the Sub-Committee relative to this item. After the deputations had stated their cases and answered questions from members of the Sub-Committee they were thanked for attendance and withdrew.

There was submitted Report No 176-2020 by the Executive Director of City Development seeking approval to refocus the existing budget for Christmas trees, lights and decorations across the city to develop an enhanced city centre offer comprising improved decorations and a programme of activities over the festive trading period. Outside of the city centre, it was proposed that the Council no longer provided Christmas trees and decorations, but allocated a budget towards an enhanced Festive Fund that would support communities across Dundee to provide trees, decorations and activities during the festive period.

The Convener, seconded by Bailie Sawers, moved that the Sub-Committee:-

(i) approve the proposed funding for Christmas lights in the city centre as set out in the report;

(ii) agree the establishment of a Festive Fund as set out in the report and remits the Executive Director of Corporate Services to agree an approach that allowed local community organisations to apply for funding contributions towards Christmas lights and/or festive activities in their areas;

(iii) remit the Executive Director of City Development to focus on the city centre offer and approved funding as set out in the report for a programme of festive events to create a vibrant and exciting destination and supporting the retail and hospitality sectors at this critically important time; and

(iv) remit the Executive Director of Neighbourhood Services to explore for future years, the planting of trees in community locations which can be decorated as Christmas trees as a sustainable alternative to providing cut trees.

As an amendment, Councillor McCready, seconded by Councillor Cruickshank, moved that the Sub‑Committee:-

(i) approve the proposed funding for Christmas lights in the city centre as set out in the report;

(ii) agree for 2020 that each ward will receive a Christmas tree or other appropriate decorations and that a working group be set up to look at community Christmas celebrations in future years. The working group to include appropriate officers and representatives of all political groups on the council. This recognises that 2020 has been a difficult year for everyone in the city and that the council needs to do everything it can to support local shops and businesses and also bring enjoyment to communities across the city;

(iii) remits the Executive Director of City Development to focus on the city centre offer and approves funding as set out in the report for a programme of festive events to create a vibrant and exciting destination and supporting the retail and hospitality sectors at this critically important time; and

(iv) remits the Executive Director of Neighbourhood Services to explore for future years, the planting of trees in community locations which can be decorated as Christmas trees as a sustainable alternative to providing cut trees.

On a division, there voted for the motion - the Convener, Depute Lord Provost Campbell, Bailie Sawers and Councillors Short, Lynn, Rome and Flynn (7); and for the amendment - Bailie Keenan and Councillors McCready, Cruickshank and Malone (4), Bailies Scott and Macpherson declining to vote - whereupon the motion was declared carried.

As a further amendment, Bailie Scott, seconded by Bailie Macpherson, moved:-

(i) that there should be an increase in the spend to improve the Christmas offering in the city centre but that it shouldnt be to the detriment of district shopping centres;

(ii) to remit officers to liaise with the groups involved with the provision of Christmas lights, decorations and trees at current locations outwith the city centre to agree what level of funding would be required to allow a continued Christmas offering at these locations; and

(iii) to remit officers to identify how any shortfall in funding can be met and thereafter report back to the Sub-Committee.

On a division, there voted for the motion - the Convener, Depute Lord Provost Campbell, Bailie Sawers and Councillors Short, Lynn, Rome and Flynn (7); and for the amendment - Bailies Scott and Macpherson (2) - Bailie Keenan and Councillors McCready, Cruickshank and Malone declining to vote - whereupon the motion was declared carried.

As a further amendment, Bailie Macpherson, seconded by Bailie Scott, moved that the Sub‑Committee:-

(i) note the content of Report No 176-2020; and

(ii) determine to take no action on the recommendations therein; and

(iii) instruct officers to prepare a tender report based on existing arrangements for Christmas lights, as outlined in the report approved by City Development Committee on 9th September, 2019 (Report 264-2019) for approval at a future meeting of the City Development Committee.

On a division, there voted for the motion - the Convener, Depute Lord Provost Campbell, Bailie Sawers and Councillors Short, Lynn, Rome and Flynn (7); and for the amendment - Bailies Macpherson and Scott (2) - Bailie Keenan and Councillors McCready, Cruickshank and Malone declining to vote - whereupon the motion was declared carried and became the finding of the meeting.

John ALEXANDER, Convener.