Policy And Resources Committee - 21/06/2021

At a MEETING of the POLICY AND RESOURCES COMMITTEE held remotely on 21st June, 2021.

Present:-

BAILIES

COUNCILLORS

Councillor John ALEXANDER, Convener, in the Chair.

The minute of meeting of this Committee of 7th June, 2021 was held as read.

Unless marked thus * all items stand delegated.

I DECLARATIONS OF INTEREST

Bailie Roberts and Councillors Dawson and Malone declared non-financial interests in respect of Article X by virtue of being Council representatives on Leisure & Culture Dundee.

II ESTABLISHMENT OF RECESS SUB-COMMITTEE

There was submitted Agenda Note AN21-2021 intimating that the Council's Recess commenced on 26th June, 2021 and ended on 14th August, 2021. To facilitate the smooth, continuous conduct of the Council's business, it was proposed that a Recess Sub-Committee of the Council be set up to deal with matters of an urgent nature which the Chief Executive or Head of Democratic and Legal Services believed could not wait for the next ordinary meeting of the Committee concerned during that period.

The Committee agreed the undernoted operating arrangements:-

(i) Membership - 5 members of the Administration, 2 members of the Labour Group, 1 member of the Conservative Group and 1 member of the Liberal Democrat Group;

(ii) Chair - Leader of the Administration or nominee;

(iii) Substitutes - in terms of Standing Order No 45(3) it shall be competent for substitutions to be intimated and effected for individual meetings;

(iv) Quorum - 3 members;

(v) Dates - to be arranged when required;

(vi) Remit - to deal with any urgent business arising during the recess period;

(vii) Power - full delegated powers to deal with business laid before it.

The Committee also noted, notwithstanding the above, it might be necessary in view of its quasi-judicial nature to arrange meetings of the Personnel Appeals Sub-Committee.

III ADOPTION OF COSLA GUIDANCE ON FAMILY LEAVE AND MENOPAUSE

There was submitted Report No 184-2021 by the Chief Executive recommending the adoption of guidance produced by COSLA on family leave and menopause which was intended to support elected members and potential elected members in their participation in the democratic process.

The Committee:-

(i) agreed Dundee City Council should adopt the Family Leave Guidance set out in Appendix 1 of the report which provided for elected members to take maternity/paternity/shared parental/adoption leave;

(ii) agreed Dundee City Council should adopt the Menopause Guidance set out in Appendix 2 of the report which recognised the physical and psychological impact of the menopause and provided for support including adjustments to working conditions and signposting to other advice;

(iii) agreed that work should continue to improve accessibility to the democratic processes of the Council, particularly for those suffering illnesses or with disabilities which prevented them attending meetings physically;

(iv) agreed that a short-life cross-party working group be set up to:-

(1) explore and offer recommendations on other policy or practical barriers which might exist that prevented participation in the democratic process, with particular reference to under-represented groups such as women, BAME and LGBTQI+ and disabled people, amongst others.

(2) consider the future requirements of the Council in respect of Committee meetings and timings, as appropriate; and

(v) remitted the Chief Executive to work with COSLA and the Scottish Government to work to support and encourage participation from under-represented communities in the democratic process, ensuring that Dundee City Council followed best practice and reflected its communities.

IV DUNDEE FAIRNESS ACTION PLAN/CHILD POVERTY ANNUAL REPORT 2020/2021

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

On a reference to Article IV of the minute of meeting of this Committee of 14th November, 2016, there was submitted Report No 196-2021 by the Chief Executive presenting the combined Fairness and Local Child Poverty Action Report (LCPAR) showing progress during 2020/2021. It also highlighted the work undertaken by the third Dundee Fairness Commission as well as key actions to be taken in 2021/2022.

The Committee:-

(i) approved the Fairness and Local Child Poverty Annual Report for 2020/2021 at Appendix 1 of the report;

(ii) endorsed the Dundee Fairness Commission Report 2021;

(iii) noted the provision of match funding to Faith in Community Dundee to deliver development support to Dundee Fighting for Fairness; and

(iv) agreed to the preparation of proposals for the local community fairness initiatives in Linlathen and Maryfield neighbourhoods.

V FREE SCHOOL MEALS EXPANSION

There was submitted Report No 191-2021 by the Executive Director of Corporate Services updating the Committee on the expansion of Free School Meals and the arrangements for School Holiday Support.

The Committee:-

(i) agreed that P1-P3 free school meal holiday support be paid to those families in receipt of the School Clothing Grant at 2.25 per day for 68 days of school holidays in 2021/2022;

(ii) agreed that P4-S6 free school meal holiday support be paid to families who were eligible for free school meals on the basis of low income at 2.25 per day for 68 days of school holidays in 2021/2022; and

(iii) noted the expansion of universal free school meals to P4 children in August 2021 and P5 children in January 2022 resulting in an additional 970 P4 pupils and 1057 P5 pupils receiving a free school meal, saving parents on average 400 per year per child.

VI CUSTOMER SERVICES PLATFORM

On references to Articles III and IV of the minutes of meetings of this Committee of 12th December, 2016 and 18th February, 2019 respectively, there was submitted Report No 192-2021 by the Executive Director of Corporate Services relative to the ongoing use of a digital platform to continue to provide internet-based customer services.

The Committee:-

(i) agreed to the renewal of Granicus GovService licensing with support for five years; and

(ii) remitted the Head of Customer Services and IT to purchase Granicus GovService licensing and support compliantly procured by the Tayside Procurement Consortium in partnership with Angus Council and Perth and Kinross Council.

VII CORPORATE IT SERVER UPGRADE

On a reference to Article VII of the minute of meeting of this Committee of 18th February, 2019, there was submitted Report No 193-2021 by the Executive Director of Corporate Services to consider the purchase of new server infrastructure to replace ageing equipment that supported the Councils corporate desktop and many applications used across the Council.

The Committee:-

(i) agreed to the purchase of Cisco server infrastructure; and

(ii) remitted the Head of Customer Services and IT to purchase Cisco server infrastructure and support to be compliantly procured through Crown Commercial Services Network Services framework.

VIII LOCAL CODE OF CORPORATE GOVERNANCE

There was submitted Report No 182-2021 by the Executive Director of Corporate Services presenting to Committee the Council's Local Code of Corporate Governance.

The Committee:-

(i) approved the annual compliance review and updated Local Code of Corporate Governance as detailed in Appendix 1 of the report;

(ii) noted the progress against the 2020/2021 improvement action plan in Appendix 2 of the report;

(iii) approved the areas for improvements listed in Appendix 3 of the report for 2021/2022;

(iv) noted the progress against the seven core principles of good governance from the CIPFA/SOLACE Delivering Good Governance in Local Government Framework (2016) listed in Appendix 4 of the report; and

(v) noted the impact of the coronavirus pandemic on the Councils governance arrangements as detailed in paragraphs 5.5 and 5.6 of the report.

IX CORPORATE SERVICES SERVICE PLAN 2021/2024

There was submitted Report No 210-2021 by the Executive Director of Corporate Services presenting the Service Plan for Corporate Services for the period 2021/2024.

The Committee approved the Service Plan appended to the report.

X PROPERTY RATIONALISATION PROGRAMME - NEXT STEPS

There was submitted Report No 181-2021 by the Executive Director of City Development updating the Committee on progress made with property rationalisation and assessing likely future impact of COVID‑19 on the office environment for the City Council. As part of future service delivery, the report outlined the proposal to create a city centre Community Learning and Development Campus, allowing the closure of less suitable premises.

The Committee:-

(i) noted the progress made to date with the property rationalisation programme, and that a further report would be brought to a subsequent Committee covering progress with Claverhouse, and the broader post COVID-19 estate strategy for Council accommodation;

(ii) approved the proposal to create a Community Learning and Development Campus at Shore Terrace comprising the services currently provided at Mitchell Street and Discover Opportunities Centre in Crichton Street;

(iii) approved the proposed partial renunciation of the existing licence to occupy for the Shore Terrace/Caird Hall premises between Dundee City Council and Leisure & Culture Dundee (L&CD), subject to consultation on the proposal with the Leisure & Culture Dundee Board;

(iv) approved the refurbishment and upgrade of office accommodation at the Central Library and remitted the Head of Design and Property to work in partnership with the Director of Leisure & Culture Dundee to design the layout for the relocation of the Leisure & Culture Dundee HQ;

(v) noted the strategy for the lease of Mitchell Street through continued dialogue with third sector organisations for six months, with subsequent marketing and sale to a private sector developer in the event that no third sector partner could be identified; and

(vi) approved the allocation of capital expenditure from the Property Rationalisation contained within the Capital Plan 2021/2026 for the relocation of Council services as set out in the report, and delegated the Executive Director of City Development to approve the tenders within the budgets outlined for these works.

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.

XI PROPOSED PROPERTY DEVELOPMENT

There was submitted Report No 190-2021 by the Executive Director of City Development relative to Site 6 Dundee Waterfront.

The Committee agreed the recommendations contained in the report.

John ALEXANDER, Convener.