Policy And Resources Committee - 16/11/2020

At a MEETING of the POLICY AND RESOURCES COMMITTEE held remotely on 16th November, 2020.

Present:-

BAILIES

COUNCILLORS

Councillor John ALEXANDER, Convener, in the Chair.

The minute of meeting of this Committee of 28th September, 2020 was held as read.

Unless marked thus * all items stand delegated.

I DECLARATION OF INTEREST

No declarations of interest were made.

II MINUTES

(a) PENSION SUB-COMMITTEE AND THE PENSION BOARD 9TH DECEMBER, 2019

(b) PERSONNEL APPOINTMENTS SUB-COMMITTEE 30TH SEPTEMBER, 6TH OCTOBER AND 8TH OCTOBER, 2020

(c) PERSONNEL APPEALS SUB-COMMITTEE 26THOCTOBER, 2020

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

III TAY CITIES DEAL AUTHORITY TO SIGN

There was submitted Agenda Note AN51-2020 advising that the Tay Cities Region Joint Committee had agreed, at their meeting on 7th September, 2020, that the Tay Cities Deal be signed, subject to the undernoted caveats:-

(i) there would be an ongoing commitment by the Partnership to seek acceleration of funding in years 1 to 5 to enable the earlier delivery of the James Hutton Institute projects;

(ii) the order of project drawdown and delivery could change as business cases developed;

(iii) there would be ongoing monitoring of the programme including the active management of any reported underspend on drawdown through bringing forward projects which could demonstrate spend and have an approved Full Business Case in place; and

(iv) where spend had occurred, at the project owners own risk, which exceeded the Partnership's drawdown profile, active dialogue with Governments would be held to identify if there were any opportunities through other City Deal reported underspends to bring forward earlier additional funds from within the wider Tay Cities programme.

The Committee noted the above and that, in anticipation of the Westminster and Scottish Governments making arrangements for the formal signing of the Tay Cities Deal, and 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 authorised Councillor John Alexander, in his capacity as Leader of the Council, to sign the Deal on the Councils behalf.

IV HUMANITARIAN PROTECTION PROGRAMME

On a reference to Article X of the minute of meeting of this Committee of 14th September, 2015, there was submitted Report No 135-2020 by the Executive Director of Neighbourhood Services advising members on progress with the implementation of Dundees programme to support refugees in Dundee as part of the Vulnerable Persons' Resettlement Scheme (VPRS) and Vulnerable Childrens Resettlement Scheme (VCRS).

The Committee:-

(i) noted the progress made in welcoming and resettling refugees to Dundee, and the support provided by the Council and its partners; and

(ii) noted the changes in the Home Office funded scheme for the year from April 2020 including the recent restrictions during the lockdown period due to Covid-19.

V THE CHIEF SOCIAL WORK OFFICER ANNUAL REPORT 2019/2020

There was submitted Report No 291-2020 by the Chief Social Work Officer providing for members information and approval, the Chief Social Work Officers Annual Report for 2019/2020.

The Committee:-

(i) approved the Chief Social Work Officers Annual Report for 2019/2020, appended to the report as Appendix 1; and

(ii) approved the submission of the Chief Social Work Officers Annual Report for 2019/2020 to the Scottish Government.

VI DUNDEE HEALTH AND SOCIAL CARE INTEGRATION SCHEME STATUTORY REVIEW

This item was deferred to the meeting of this Committee to be held on 7th December, 2020.

VII CITY AND COUNCIL PLAN MID-YEAR PROGRESS REPORT

This item was deferred to the meeting of this Committee to be held on 7th December, 2020.

VIII CHANGES TO MODEL COMPLAINTS HANDLING PROCEDURE

This item was deferred to the meeting of this Committee to be held on 7th December, 2020.

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

This item was deferred to the meeting of this Committee to be held on 7th December, 2020.

X CHANGING FOR THE FUTURE PROGRAMME 2018/2022 UPDATE

This item was deferred to the meeting of this Committee to be held on 7th December, 2020.

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

This item was deferred to the meeting of this Committee to be held on 7th December, 2020.

XII CAPITAL EXPENDITURE MONITORING

This item was deferred to the meeting of this Committee to be held on 7th December, 2020.

XIII REVENUE MONITORING

This item was deferred to the meeting of this Committee to be held on 7th December, 2020.

XIV IT CAPITAL EXPENDITURE 2019/2020

This item was deferred to the meeting of this Committee to be held on 7th December, 2020.

XV TREASURY POLICY STATEMENT

This item was deferred to the meeting of this Committee to be held on 7th December, 2020.

XVI TREASURY MANAGEMENT STRATEGY

This item was deferred to the meeting of this Committee to be held on 7th December, 2020.

XVII ANNUAL PROCUREMENT REPORT

This item was deferred to the meeting of this Committee to be held on 7th December, 2020.

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

The Committee acceded to a request for a deputation to address the Committee relative to this item. After the deputation had stated their case and answered questions from members of the Committee, they were thanked for their attendance and withdrew.

There was submitted Report No 254-2020 by the Chief Executive informing the Committee of the progress made by members of the Dundee Partnership and other bodies in response to the climate emergency and ongoing delivery of the Dundee Climate Action Plan; informing Committee of the proposal to establish a Dundee Climate Leadership Group to advance the pace and scale of climate action; informing Committee of the resource capacity issues currently faced in taking forward climate action and the work being progressed to resolve this; seeking agreement that the Leader of the Council write to members of the Scottish Government seeking a meeting to explore funding opportunities that would support the City in advancing its climate ambitions; and seeking agreement that officers engage with other Scottish Local Authorities and the City of Glasgow to pursue joint opportunities in advance of COP26 in November, 2021.

The Committee:-

(i) noted the progress of climate change activity undertaken by public, private and community organisations in Dundee over the last year;

(ii) agreed to the establishment of a Dundee Climate Leadership Group as set out in paragraph 7 of the report;

(iii) noted that the Chief Executive was reviewing internal resource allocation with a view to providing a stronger team to drive forward sustainability and climate change across the City as set out in paragraph 8 of the report;

(iv) agreed that the Leader of the Council write to members of the Scottish Government seeking a meeting to explore funding opportunities that would support the City in advancing its climate ambitions;

(v) agreed that officers engage with other Scottish Local Authorities and the City of Glasgow to pursue joint opportunities in advance of COP26 in November, 2021;

(vi) agreed that the Leader of the Council write to members of the Scottish and UK Governments supporting their ambitious climate change agendas and seeking a meeting to explore funding opportunities that would help the City advance its own climate ambitions; and

(vii) agreed that climate change factors including energy use and travel impacts would form a key part of the Council's new standardised business case template recommended in the Best Value Assurance Report.

XIX PUBLIC BODIES CLIMATE CHANGE DUTIES ANNUAL REPORT 2019/2020

There was submitted Report No 255-2020 by the Executive Director of City Development informing the Committee of the work undertaken over the period April, 2019 to March, 2020 in support of the Council's duties under the Climate Change (Scotland) Act 2009.

The Committee agreed the 2019/2020 'Public Bodies Climate Change Duties' (PBCCD) report appended to the report.

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

There was submitted Joint Report No 309-2020 by the Executive Director of Corporate Services and the Executive Director of Children and Families Service setting out the current and future proposed position regarding the school estate capital investment strategy and the Braeview Academy fire insurance claim, and the next stages and timescales in the claim process.

The Committee:-

(i) noted the current insurance position including the financial and strategic rationale for settling the insurance claim; and

(ii) agreed to settle the insurance claim.

John ALEXANDER, Convener.

APPENDIX I

At a JOINT MEETING of the PENSION SUB-COMMITTEE of the POLICY AND RESOURCES COMMITTEE AND THE PENSION BOARD held at Dundee on 9th December, 2019.

Present:-

PENSION SUB-COMMITTEE

BAILIES

COUNCILLORS

PENSION BOARD

Bailie Willie SAWERS, in the Chair.

I DECLARATION OF INTEREST

Councillor Rendall declared a non-financial interest in Article XII.

II MINUTE OF PREVIOUS MEETING

The minute of meeting of 23rd September, 2019 was submitted and approved.

III APPOINTMENT OF CHAIRPERSON OF PENSION BOARD

There was submitted Agenda Note AN83-2019 advising that in accordance with the Public Service Pensions Act 2013, the Sub-Committee and Board were asked to seek nominations for the post of Chair of the Pension Board for the period of twelve months.

The Sub-Committee and Board agreed that George Ramsay be appointed as Chair of the Pension Board for the next twelve months.

IV TAYSIDE PENSION FUNDS RISK REGISTER

There was submitted Report No 412-2019 by the Executive Director of Corporate Services updating the Risk Register for Tayside Pension Fund.

The Sub-Committee and Board approved the updated Quarterly Risk Register for Tayside Pension Fund, and noted the following change to the risk profile since the previous report:-

Risk 1 Failure to process pension payments and lump sums on time.

An operational process review identified a failure to issue deferred benefit entitlement and options notifications within the two month statutory timescale. A report was submitted to the Pensions Regulator informing of the breach, and an improvement plan was now in place to ensure that sufficient resources were allocated to meet statutory requirements and prevent recurrence. The risk would reduce once the backlog had been reduced and statutory requirements were met.

The cause of breach was due to the prioritisation of other tasks thus creating backlogs in this process, which had been further exacerbated by staff turnover and large scale voluntary and early retirement initiatives being undertaken by all larger employers.

V PENSION ADMINISTRATIVE PERFORMANCE QUARTERLY UPDATE

There was submitted Report No 413-2019 by the Executive Director of Corporate Services providing information on the recent quarters operational performance in relation to Pension Administration.

The Sub-Committee and Board noted the content of the report, and in particular noted the submission to The Pensions Regulator at 6.2.

VI TREASURY MANAGEMENT ACTIVITY 2019/2020 (MID-YEAR REVIEW)

There was submitted Report No 414-2019 by the Executive Director of Corporate Services reviewing Tayside Pension Funds Treasury Management activities for the period 1st April, 2019 to 30th September, 2019.

The Sub-Committee and Board noted the content of the report.

VII PROPOSED TIMETABLE OF MEETINGS FOR 2020

There was submitted Report No 415-2019 by the Executive Director of Corporate Services proposing a suggested programme of meetings of the Pension Sub-Committee and Pension Board in 2020.

The Sub-Committee and Board examined the dates set out in the timetable in Appendix 1 and agreed the proposed programme of meetings as detailed.

VIII ANNUAL ASSESSMENT OF INVESTMENT ADVISORY SERVICE

There was submitted Report No 416-2019 by the Executive Director of Corporate Services providing information on the future requirement issue by the Competition and Markets Authority to set objectives for investment advisors.

The Sub-Committee and Board noted the content of the report.

IX REPORT FOLLOWING REVIEW OF THE STRUCTURE OF THE SCOTTISH LOCAL GOVERNMENT PENSION SCHEME

There was submitted Report No 417-2019 by the Executive Director of Corporate Services providing information following the review of the structure of the Scottish Local Government Pension Scheme carried out by the Pensions Institute on behalf of the Pension Scheme Advisory Board.

The Sub-Committee and Board noted the content of the report.

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 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.

X TAYSIDE PENSION FUNDS

(a) PERFORMANCE SUMMARIES

There was submitted Report No 418-2019 by the Executive Director of Corporate Services relating to Performance Summaries for the quarter 1, 3 and 5 year time periods to 30th September, 2019 reviewing the investment performance of the Funds Investment Managers for the quarter 30th September, 2019. The report compared investment performance of the Funds with the Funds specific benchmarks which consisted of various stock and security market indices.

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

(b) SUMMARIES OF INVESTMENT AND TRANSACTIONS

There was submitted Report No 401-2019 by the Executive Director of Corporate Services summarising investments and transactions during the period 1st July to 30th September, 2019 reviewing the investment activities of the Main Funds seven Fund Managers for the quarter to 30th September, 2019 and summarising the transactions of each Fund Manager and showing the market value of the Main Fund.

The Sub-Committee and Board noted the information contained therein with regard to the activities of the Tayside Pension Fund and its Fund Managers.

(c) QUARTERLY FUNDING REPORT

There was submitted Report No 419-2019 by the Executive Director of Corporate Services which considered a report by the Fund Actuary reviewing the current funding level of the Fund as assessed by the Fund Actuary.

The Sub-Committee and Board noted the content of the report.

XI EMPLOYER COVENANT REVIEW UNDERTAKEN BY PWC ON BEHALF OF TAYSIDE PENSION FUND

There was submitted Report No 420-2019 by the Executive Director of Corporate Services enclosed, which considered report by PwC who had undertaken a review on behalf of Tayside Pension Fund providing a summary of the review.

The Sub-Committee and Board agreed to:-

(i) note the content of the report; and

(ii) delegate authority to the Executive Director of Corporate Services to engage with employers in terms of the recommended actions contained in the report in order to strengthen employer covenant, reduce risk of financial loss to the fund and subsequent potential impact on other employers.

XII POST TRANSITION SUMMARY REPORT

There was submitted Report No 421-2019 by the Executive Director of Corporate Services which considered a report by KPMG.

The Sub-Committee and Board agreed to note the content of the report.

XIII SOCIALLY RESPONSIBLE INVESTMENT SIX MONTHLY REPORT

There was submitted Report No 422-2019 by the Executive Director of Corporate Services.

This report reviews the progress by the Fund Managers regarding positive engagement in line with the Policy on Environmental, Social and Corporate Governance as previously approved by the Sub‑Committee and Board.

The Sub-Committee and Board noted the information contained within the report with regards to the activities of the Fund Managers during the six month period ended 30th September, 2019.

XIV PRESENTATION

Jeremy Podger and David Barber from Fidelity gave a short presentation to the Sub-Committee and Board.

The Sub-Committee and Board noted the investment strategy of Fidelity and their long-term approach to investment, which was designed to deliver strong performances over rolling periods. Commitment to environment, social and governance issues also remained and key investment philosophy.

After Jeremy and David had given their presentation and answered questions from members, the Convener thanked the presenters on behalf of members.

Willie SAWERS, Convener.

APPENDIX II

At MEETINGS of the PERSONNEL APPOINTMENTS SUB-COMMITTEE OF THE POLICY AND RESOURCES COMMITTEE held remotely on 30th September, 2020 and 6th October, 2020 and held at Dundee on 8th October, 2020.

Present:-

On 30th September, 2020:-

BAILIES

COUNCILLORS

On 6th October, 2020:-

BAILIES

COUNCILLORS

On 8th October, 2020:-

BAILIES

COUNCILLORS

Councillor John ALEXANDER, Convener, in the Chair.

Unless marked * 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 items of business on the grounds that they 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

No declarations of interest were made.

II APPOINTMENT OF CHIEF EXECUTIVE

At the meeting held on 30th September, 2020, there were submitted details of the applications received and the Sub-Committee agreed the candidates to be invited for interview on 8th October, 2020.

At the meeting held on 6th October, 2020, which the Convener agreed be held as a matter of urgency in terms of Standing Order No 17(b) in view of the timescales involved, the Sub-Committee heard a verbal report on the Assessment Centre Process.

At the meeting held on 8th October, 2020, the Sub-Committee interviewed the candidates. Following an exchange of views, and after hearing the officers, the Sub-Committee unanimously agreed to offer the post of Chief Executive to Mr Gregory Colgan who intimated his acceptance.

John ALEXANDER, Convener.

APPENDIX III

At a MEETING of the PERSONNEL APPEALS SUB-COMMITTEE held at Dundee on 26th October, 2020.

Present:-

Bailie Christina ROBERTS

COUNCILLORS

Bailie Christina ROBERTS, Convener, in the Chair.

The minute of meeting of this Sub-Committee of 12th November, 2019 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 items of business on the grounds that they 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 Children and Families Service had been submitted.

The Sub-Committee heard the Councils representative and witnesses and, thereafter, the Appellant.

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 the appeal be not upheld.

Councillor Rendall intimated her dissent from the foregoing decision.

Christina ROBERTS, Convener.