Policy And Resources Committee - 07/12/2020

At a MEETING of the POLICY AND RESOURCES COMMITTEE held remotely on 7th December, 2020.

Present:-

BAILIES

COUNCILLORS

Councillor John ALEXANDER, Convener, in the Chair.

The minute of meeting of this Committee of 16th November, 2020 was held as read.

Unless marked thus * all items stand delegated.

VALEDICTORY DAVID MARTIN, CHIEF EXECUTIVE

Prior to commencement of business, the Convener, on behalf of the Council, intimated that David Martin was retiring at the end of the year and thanked him for services rendered. Other members of the Council also paid tribute and Mr Martin replied in suitable terms.

I DECLARATION OF INTEREST

No declarations of interest were made.

II MINUTES

This item was dealt with at the meeting of this Committee held on 16th November, 2020.

III TAY CITIES DEAL AUTHORITY TO SIGN

This item was dealt with at the meeting of this Committee held on 16th November, 2020.

IV HUMANITARIAN PROTECTION PROGRAMME

This item was dealt with at the meeting of this Committee held on 16th November, 2020.

V THE CHIEF SOCIAL WORK OFFICER ANNUAL REPORT 2019/2020

This item was dealt with at the meeting of this Committee held on 16th November, 2020.

VI DUNDEE HEALTH AND SOCIAL CARE INTEGRATION SCHEME STATUTORY REVIEW

There was submitted Report No 292-2020 by the Chief Executive relative to the above.

The Committee:-

(i) noted the contents of the report, including that the Chief Executive, on behalf of Dundee City Council, and working jointly with NHS Tayside, had completed the statutory review of the Dundee Health and Social Care Integration Scheme and agreed that a revised scheme would be prepared; and

(ii) instructed the Chief Executive to make arrangements for the full participation of Dundee City Council in the preparation of a revised scheme and report progress to the Policy and Resources Committee no later than 31st March, 2021.

VII CITY AND COUNCIL PLAN MID-YEAR PROGRESS REPORT

On a reference to Article XXI of the minute of meeting of this Committee of 24th August, 2020, there was submitted Report No 269-2020 by the Chief Executive providing the Committee with a joint mid‑year update on progress with both the City Plan 2017/2026 and the Council Plan 2017/2020.

The Committee:-

(i) noted the progress being made; and

(ii) remitted the report to the Scrutiny Committee for further consideration.

VIII CHANGES TO MODEL COMPLAINTS HANDLING PROCEDURE

There was submitted Report No 134-2020 by the Chief Executive advising the Committee of changes which had been made by the Scottish Public Services Ombudsman to the model Complaints Handling Procedure which all local authorities were required to adopt by 1st April, 2021.

The Committee:-

(i) noted the changes being made to the model Complaints Handling Procedure as summarised in the report;

(ii) remitted the Chief Executive to make the required changes to the complaints recording system, the information provided to the public and to employees and the format of performance reports; to provide appropriate training for employees; and to put in place arrangements to support employees and to support equal access to the complaints process for everyone; and

(iii) approved the policy statement on ensuring equal access to the complaints process for all, attached as Appendix One to the report.

IX DUNDEE FAIRNESS ACTION PLAN AND CHILD POVERTY ANNUAL REPORT 2019/2020

There was submitted Report No 282-2020 by the Chief Executive presenting the Fairness/Child Poverty Annual Report for Dundee for 2019/2020 which highlighted the impact of the Covid-19 pandemic as well as key actions to be taken in 2020/2021.

The Committee:-

(i) approved the report; and

(ii) remitted the Chief Executive to write to the Secretary of State for Work and Pensions to support calls for the 20 uplift to Universal Credit to be maintained and extended to legacy benefits.

X CHANGING FOR THE FUTURE PROGRAMME 2018/2020 UPDATE

There was submitted Report No 270-2020 by the Chief Executive providing the annual update on the progress of the Changing For The Future C2022 programme.

The Committee:-

(i) noted the updates detailed in the report, the progress so far and the associated financial savings; and

(ii) agreed the programme priorities for the next six months as outlined in para 5.2 of the report, ahead of a wider review of the programme in 2021.

XI FINANCIAL IMPLICATIONS OF THE COUNCILS RESPONSE TO THE COVID-19 EMERGENCY AND FINANCIAL RECOVERY PLAN UPDATE

There was submitted Report No 308-2020 by the Executive Director of Corporate Services providing an update on the financial implications of the Councils response to the Covid-19 emergency and the associated financial recovery plan.

The Committee:-

(i) noted the updated projected deficit on the Councils 2020/2021 Revenue Budget, due to the cost implications of responding to the Covid-19 emergency;

(ii) noted the updated financial recovery plan, as set out in section 6 of the report, containing various measures aimed at mitigating the increased costs in financial year 2020/2021 to protect the Councils financial sustainability going forward;

(iii) noted that a further report would be submitted to the Policy and Resources Committee in February, 2021 to advise elected members of progress in aligning 2020/2021 spend levels more closely with the funding available;

(iv) noted the longer-term financial implications of the response to the Covid-19 emergency;

(v) noted that further representation would be made through COSLA regarding the need for additional funding and for the full-pass through of Barnett consequentials resulting from the provision of relevant additional funding in England;

(vi) noted that there remained a significant risk around additional funding which was requested to address the current deficit, particularly in the event that projections were not achieved with income streams and in the event of any further lockdown, and thus further actions and reductions in expenditure were urgently required;

(vii) noted the current position on Dundee Health and Social Care Partnership, as set out in paragraph 5.2 of the report;

(viii) noted the current position on Leisure and Culture Dundee, as set out in paragraph 5.3 of the report and agreed to the Council issuing a letter of comfort to LACD confirming the Councils continuing financial support in financial year 2020/2021; and

(ix) noted that officers were considering the additional financial flexibilities made available by the Scottish Government and would make recommendations in due course, if considered appropriate.

XII CAPITAL EXPENDITURE MONITORING

There was submitted Report No 267-2020 by the Executive Director of Corporate Services appraising members of the latest position regarding the Council's Capital Plan 2020/2025.

The Committee:-

(i) noted the latest position regarding the Council's Updated Capital Plan 2020/2025; and

(ii) on a reference to Article XI of the minute of meeting of this Committee of 28th September, 2020, noted that officers would continually monitor and review the capital programme for the on-going effects of Covid-19, in terms of projected cost and timescales for delivery, and would report any variations in future capital monitoring reports.

XIII REVENUE MONITORING 2020/2021

There was submitted Report No 268-2020 by the Executive Director of Corporate Services, providing the Committee with an analysis of the 2020/2021 projected revenue outturn as at 30th September, 2020 monitored against the adjusted 2020/2021 Revenue Budget.

The Committee:-

(i) noted that the overall General Fund as at 30th September, 2020 was projecting an underspend of 2,361,000 against the adjusted 2020/2021 Revenue Budget excluding Covid-19 related expenditure and loss of income. The current projected deficit position for the Council was 6.5m. As detailed in the updated Covid-19 recovery plan report (Article XI above refers) this included the underspend of 2,361,000;

(ii) noted that the Housing Revenue Account as at 30th September, 2020 was projecting an underspend of 1,251,000 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; and

(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.

XIV IT CAPITAL EXPENDITURE

There was submitted Report No 293-2020 by the Executive Director of Corporate Services notifying the Committee of the capital expenditure for IT equipment purchased under various compliant frameworks including the Crown Commercial Service procurement scheme and Procurement Scotland framework agreements.

The Committee noted the IT capital purchases amounting to 1.135m detailed in Appendix 1 of the report, covering the period 1st April, 2019 to 31st March, 2020.

XV TREASURY POLICY STATEMENT

On a reference to Article XV of the minute of meeting of this Committee of 22nd April, 2019, there was submitted Report No 279-2020 by the Executive Director of Corporate Services revising the Councils Treasury Policy Statement which was intended to govern all borrowing and lending transactions carried out by the Council.

The Committee agreed to approve the policies and procedures laid out in the Treasury Policy Statement 2020/2021 appended to the report.

XVI TREASURY MANAGEMENT STRATEGY 2020/2021

On a reference to Article XVI of the minute of meeting of this Committee of 22nd April, 2019, there was submitted Report No 280-2020 by the Executive Director of Corporate Services introducing the Dundee City Council Treasury Management Strategy Statement and Annual Investment Strategy for 2020/2021, the preparation of which was a requirement of the Council's Treasury Policy Statement and the CIPFA Code of Practice on Treasury Management.

The Committee:-

(i) noted that, in terms of the Treasury Policy Statement, the Executive Director of Corporate Services was obliged to present the annual Treasury Management Strategy at the start of each financial year; and.

(ii) approved the strategy proposed by the Executive Director of Corporate Services for 2020/2021 as set out in the document "Treasury Management Strategy 2020/2021" appended to the report.

XVII ANNUAL PROCUREMENT REPORT AND COMMUNITY BENEFITS UPDATE

There was submitted Report No 294-2020 by the Executive Director of City Development notifying the Committee of the Annual Procurement Report for the Council, which provided an update on the progress made of work being undertaken in the year 2019/2020 and detailed the future planned activity of the Corporate Procurement Team. The report also provided an update on the Community Benefit activity within the City.

The Committee:-

(i) noted progress made within the Corporate Procurement Team and approved the planned actions and activities to realise the savings and benefits targets included in the report;

(ii) approved the priorities outlined in Key Future Workstreams detailed in Section 5 of the report;

(iii) noted the annual procurement report would be published on the Councils website;

(iv) noted the progress made with Community Benefits and that these continued to be a key part of any new contracts which were procured; and

(v) instructed officers to bring forward a report within six months to this Committee proposing a strategy to deliver Community Wealth building for the City of Dundee. The strategy should seek the co-operation of all anchor businesses and partner agencies within the City to work collectively to maximise the benefits of their combined procurement and deliver fairness, prosperity and jobs by, wherever possible, taking a Dundee first approach to procurement.

XVIII TACKLING THE CLIMATE EMERGENCY THROUGH PARTNERSHIP ACTION AND ESTABLISHING A DUNDEE CLIMATE CHANGE LEADERSHIP GROUP

This item was dealt with at the meeting of this Committee held on 16th November, 2020.

XIX PUBLIC BODIES CLIMATE CHANGE DUTIES ANNUAL REPORT 2019/2020

This item was dealt with at the meeting of this Committee held on 16th November, 2020.

XX SCHOOLS ESTATE CAPITAL INVESTMENT STRATEGY AND BRAEVIEW ACADEMY FIRE INSURANCE SETTLEMENT UPDATES

This item was dealt with at the meeting of this Committee held on 16th November, 2020.

XXI CHARGING FOR GARDEN WASTE PERMITS 2021

There was submitted Report No 326-2020 by the Executive Director of Neighbourhood Services seeking approval for continuing with the current charge for garden waste permits during the calendar year 2021.

The Committee:-

(i) noted the content of the report; and

(ii) approved to continue with the existing charge of 35 per permit for collections scheduled to take place during 2021.

XXII CHARGES IN WEST END CAR PARKS AND RELATED CHARGES ELSEWHERE DURING COVID-19 HEALTH EMERGENCY

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

Bailie Macpherson, seconded by Councillor McCready, moved that the Committee agree that, in light of the Scottish Governments clear advice to work from home where possible during the Covid-19 health emergency, car parking charges in the seven West End car parks in residential areas [Roseangle, Pennycook Lane, Millers Wynd, Mid Wynd, Bellfield Street (North), Ryehill Lane and Union Place (North)] should be suspended with immediate effect, until the Scottish Government guidance on working from home is revoked.

As an amendment, the Convener, seconded by Councillor Flynn, moved that no action be taken and the current charges maintained.

On a division, there voted for the motion Bailies Macpherson, Keenan, Wright and Scott and Councillors Cruickshank, McCready, McIrvine, Malone, Marra, Richardson, Hay, Scott and Duncan (13); and for the amendment the Convener, Depute Lord Provost Campbell, Bailies Roberts and Sawers and Councillors Cordell, Dawson, Flynn, Hunter, Lynn, Rendall, Rome, Ross, Short and Smith (14) the Lord Provost being absent when the vote was taken - whereupon the amendment was declared carried and the status quo maintained.

XXIII TIMES OF MEETINGS, ADJOURNMENT OF MEETINGS AND CYCLE OF MEETINGS

There was submitted Agenda Note AN52-2020 advising that, in terms of Standing Orders, meetings of Dundee City Council and its Committees generally took place at 6pm on a Monday and must end no later than 9.30pm, at which time all business which had not yet been dealt with stood adjourned.

In addition, the Policy and Resources Committee, unless in special circumstances, met once per Committee cycle.

The Committee's instructions were sought as to whether the time of meetings, the time for adjournment of meetings and the frequency of meetings of the Policy and Resources Committee should be altered.

In the event of alterations being agreed to, the Head of Democratic and Legal Service would make any necessary amendments to Standing Orders.

The Convener, seconded by Bailie Sawers, moved:-

(i) Policy and Resources Committee will henceforth be held on every cycle of service Committee meetings;

(ii) Service Committees shall begin at 5pm;

(iii) Adjournment of meetings, for the purposes of standing orders, shall be set at 8.30pm; and

(iv) that (ii) and (iii) be considered a temporary change and should be reviewed in the Summer of 2021.

As an amendment, Bailie Macpherson, seconded by Councillor Duncan, moved that Service Committees shall begin at 5.30pm.

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 and Smith (14); and for the amendment Bailies Keenan, Wright, Scott and Macpherson and Councillors Cruickshank, McCready, McIrvine, Malone, Marra, Richardson, Hay, Scott and Duncan (13) the Lord Provost being absent when the vote was taken whereupon the motion was declared carried.

As a further amendment, Bailie Scott, seconded by Councillor Hay, moved that the start time for the Service Committees should remain as 6pm.

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 and Smith (14); and for the amendment Bailies Keenan, Wright, Scott and Macpherson and Councillors Cruickshank, McCready, McIrvine, Malone, Marra, Richardson, Hay, Scott and Duncan (13) the Lord Provost being absent when the vote was taken whereupon the motion was declared carried and became the finding of the meeting.

John ALEXANDER, Convener.