Policy And Resources Committee - 22/11/2021

At a MEETING of the POLICY AND RESOURCES COMMITTEE held remotely on 22nd November, 2021.

Present:-

BAILIES

COUNCILLORS

Councillor John ALEXANDER, Convener, in the Chair.

The minute of meeting of this Committee of 25th October, 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 XI by virtue of being Council representatives on Leisure & Culture Dundee.

II MINUTES

(a) PENSION SUB-COMMITTEE AND PENSION BOARD - 21ST JUNE, 2021

(b) PERSONNEL APPEALS SUB-COMMITTEE - 7TH OCTOBER, 2021

(c) PERSONNEL APPOINTMENTS SUB-COMMITTEE - 7TH AND 26TH OCTOBER AND 2ND NOVEMBER, 2021

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 THE CHIEF SOCIAL WORK OFFICER ANNUAL REPORT 2020/2021

There was submitted Report No 325-2021 by the Chief Social Work Officer relative to the above.

The Committee:-

(i) approved the Chief Social Work Officers Annual Report for 2020/2021, appended to the report as Appendix 1; and

(ii) approved the submission of the Chief Social Work Officers Annual Report for 2020/2021 to the Scottish Government.

IV BEST VALUE ASSURANCE REPORT (BVAR) ACTION PLAN PROGRESS

On a reference to Article IV of the minute of meeting of Dundee City Council of 16th November, 2020, there was submitted Report No 292-2021 by the Chief Executive reporting progress on the implementation of the improvement actions agreed to address the findings and recommendations from the Best Value Assurance Report published in September, 2020.

The Committee:-

(i) noted progress on each action as detailed in Appendix 1 of the report; and

(ii) noted revised timescales for two areas within the Action Plan as detailed in Section 6 of the report.

V CITY PLAN AND COUNCIL PLAN MID-YEAR PROGRESS REPORT

On a reference to Article V of the minute of meeting of this Committee of 23rd August, 2021, there was submitted Report No 299-2021 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 2017/2022.

The Committee noted the progress being made and remitted the report to the Scrutiny Committee for further consideration.

VI CHIEF EXECUTIVES SERVICE PLAN 2021/2024 - PROGRESS REPORT

On a reference to Article IV of the minute of meeting of this Committee of 7th June, 2021, there was submitted Report No 310-2021 by the Chief Executive providing a mid-year progress report on the Service Plan for the Chief Executives Service for the period 2021/2024.

The Committee approved the Service Plan Progress Report appended to the report.

VII MAINSTREAMING EQUALITY OUTCOMES ACTION PLAN 2021/2025

On a reference to Article IV of the minute of meeting of this Committee of 26th April, 2021, there was submitted Report No 326-2021 by the Chief Executive presenting the Mainstreaming Equality Outcomes Action Plan and associated measures for 2021/2025 for approval.

The Committee approved Dundee City Councils Mainstreaming Equality Outcomes Action Plan 2021/2025 appended to the report as Appendix 1.

VIII BRITISH SIGN LANGUAGE LOCAL PLAN 2018/2024 - PROGRESS REPORT

On a reference to Article VII of the minute of meeting of this Committee of 24th September, 2018, there was submitted Report No 327-2021 by the Chief Executive providing updates on the progress made towards meeting the commitments set out in the Councils first British Sign Language (BSL) Local Plan 2018/2024.

The Committee noted the content of the Progress Report and approved the revised action due dates detailed in Appendix 1 of the report.

IX PUBLIC BODIES CLIMATE CHANGE DUTIES - ANNUAL REPORT 2020/2021

There was submitted Report No 294-2021 by the Executive Director of City Development informing the Committee of the work undertaken over the period April, 2020 to March, 2021 in support of the Council's duties under the Climate Change (Scotland) Act 2009 and reporting on the success of efforts to reduce the Councils carbon emissions by 11% over the last year and the investment delivered which had resulted in year on year reductions in organisational emissions.

The Committee noted the progress made by the Council in responding to the climate emergency and progress in reducing organisational emissions outlined in the 2020/2021 Public Bodies Climate Change Duties (PBCCD) Report appended to the report as Appendix 1.

X CHARGING FOR GARDEN WASTE PERMITS - 2022

On a reference to Article II of the minute of meeting of this Committee of 21st February, 2019, there was submitted Report No 316-2021 by the Executive Director of Neighbourhood Services seeking approval for increasing the current charge for garden waste permits during the calendar year 2022.

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

Note the content of the report and approve the charge of 40 per permit for collections scheduled to take place during 2022.

As an amendment, Bailie Macpherson, seconded by Councillor Duncan, moved that Committee:-

Agree to reduce the charge to 30 per permit for collections scheduled to take place during 2022. Officers are instructed to ensure this is reflected in the revenue budget for 2022/2023.

With regard to the proportion of additional cost of that reduction which sits within the 2021/2022 financial year, this should be funded by a transfer from the General Contingencies Fund.

On a division, there voted for the motion - the Convener, Lord Provost Borthwick, Depute Lord Provost Campbell, Bailies Roberts and Sawers and Councillors Cordell, Dawson, Flynn, Hunter, Lynn, Rendall, Rome, Short, Smith, Murray and Ross (16); and for the amendment - Bailie Macpherson and Councillor Duncan (2) - Bailies Keenan, Wright and Scott and Councillors Cruickshank, McCready, McIrvine, Malone, Marra, Hay and Scott declining to vote - whereupon the motion was declared carried.

As a further amendment, Bailie Keenan, seconded by Bailie Scott, moved that Committee:-

Note the report and take no action, leaving the cost of the permit at 35 for the scheduled collections taking place during 2022.

On a division, there voted for the motion - the Convener, Lord Provost Borthwick, Depute Lord Provost Campbell, Bailies Roberts and Sawers and Councillors Cordell, Dawson, Flynn, Hunter, Lynn, Rendall, Rome, Short, Smith, Murray and Ross (16); and for the amendment - Bailies Keenan, Wright and Scott and Councillors Cruickshank, McCready, McIrvine, Malone, Marra, Hay and Scott (10) - Bailie Macpherson and Councillor Duncan declining to vote - whereupon the motion was carried and became the finding of the meeting.

XI PUBLIC NETWORK IT REFRESH

There was submitted Report No 315-2021 by the Executive Director of Corporate Services considering the refresh of the Public Network of Information Technology facilities used in Leisure & Culture facilities across the city.

The Committee remitted to the Head of Customer Services and IT to refresh Information Technology provision available to members of the public across the city.

XII COMMUNITY WEALTH BUILDING IN DUNDEE

There was submitted Report No 312-2021 by the Executive Director of Corporate Services setting out the basis for introducing a proposed community wealth building approach for Dundee City Council. The Council had engaged with the Centre for Local Economic Strategies (CLES) to support the development of this and the report presented the findings of their research and identified some early wins that could be taken forward.

The Committee:-

(i) noted the information included in the CLES report appended to the report as Appendix 1, and its recommendations;

(ii) noted proposed structure and governance arrangements for developing a community wealth building approach within the Council as detailed in paragraph 4.3 of the report;

(iii) agreed any early actions coming out of the CLES recommendations as detailed in paragraph 4.4 of the report; and

(iv) remitted the Community Wealth Building Board to prepare a strategy and action plan and submit this to members for approval once completed.

XIII CAPITAL EXPENDITURE MONITORING 2021/2022

There was submitted Report No 291-2021 by the Executive Director of Corporate Services appraising members of the latest position regarding the Council's Capital Plan 2021/2026.

The Committee noted the latest position regarding the Council's Capital Plan 2021/2026.

XIV REVENUE MONITORING 2021/2022

There was submitted Report No 295-2021 by the Executive Director of Corporate Services providing members with an analysis of the 2021/2022 projected revenue outturn as at 30th September, 2021 monitored against the adjusted 2021/2022 Revenue Budget.

The Committee:-

(i) noted that the overall General Fund, as at 30th September, 2021, was projecting an underspend of 6,292,000 against the adjusted 2021/2022 Revenue Budget;

(ii) noted the position on Covid-related expenditure and Covid funding, as set out in Appendix E and paragraph 3.1 of the report;

(iii) noted that the Housing Revenue Account, as at 30th September, 2021 was projecting an underspend of 192,000 against the adjusted HRA 2021/2022 Revenue Budget;

(iv) agreed that the Council Management Team would take every reasonable action to ensure that the 2021/2022 revenue expenditure was below or in line with the adjusted Revenue Budget; and

(v) instructed the Executive Director of Corporate Services, in conjunction with the Council Management Team, to continue to monitor the Councils 2021/2022 projected revenue outturn to assist with the cost pressures resulting from Covid-19.

XV ROOF TILE FIXINGS TO DOMESTIC PROPERTIES

There was submitted Joint Report No 335-2021 by the Executive Directors of City Development and Neighbourhood Services informing the Committee of a review of working practices on roofs installed by Construction Services (CS) and inspected by the Council Clerk of Works (CoW) in the period 2015 to 2019. The report also provided recommendations for corrective action and future compliance monitoring measures.

The Committee:-

(i) noted the findings of the review, and that officers had concluded that the roof installations during this period did not meet best practice as set out in the British Standards;

(ii) approved works to be undertaken to bring the affected roofs up to the standard recommended in British Standards at an estimated cost of 4.4m, inclusive of an allowance for Housing staff resourcing and professional fees;

(iii) noted the corrective action and compliance monitoring measures set in place to ensure specification, execution and managing of construction works were undertaken to appropriate industry standards;

(iv) noted that, as part of the corporate Legislative and Regulatory Updates assignment being carried out by Internal Audit, current arrangements in place, within the Design and Property Division, Construction Services and Housing, would be reviewed to ensure that relevant new or changed legislative and regulatory requirements were identified and, where appropriate, addressed timeously;

(v) required officers to obtain an independent and external view, in addition to the internal audit process, to provide assurance that any and all failures identified within the report and any subsequent findings that stemmed from the internal audit investigations, were fully and unquestionably addressed. Such work should reinforce accountability, transparency and confidence in service delivery. This work to be completed as soon as possible with an update on progress by the end of February, 2022;

(vi) instructed officers to provide a detailed overview of how the corrective actions detailed in section 5.3 of the report differed from those undertaken during the roofing work carried out between 2015 and 2019; and

(vii) noted that the report would be referred to a future Scrutiny Committee.

John ALEXANDER, Convener.

At a JOINT MEETING of the PENSION SUB-COMMITTEE of the POLICY AND RESOURCES COMMITTEE AND THE PENSION BOARD held remotely on 21st June, 2021.

APPENDIX I

Present:-

PENSION SUB-COMMITTEE

BAILIES

COUNCILLORS

PENSION BOARD

Bailie Willie SAWERS, in the Chair.

I DECLARATION OF INTEREST

No declarations of interest were made.

II APOLOGIES

The Sub-Committee and Board noted that apologies had been received from Bailie Keenan, Councillors Scott and Davy, and Gordon Murray, Raymond Boyd and Claire Shepherd.

III MINUTE OF PREVIOUS MEETING

The minute of meeting of 8th March, 2021 was submitted and approved.

IV APPOINTMENT OF PENSION BOARD MEMBER

The Sub-Committee and Board were advised that GMB had nominated Raymond Boyd (Tayside Contracts) as a replacement for Stephen Massey, to provide member representation on the Tayside Pension Board. Jim Cunningham (Dundee City Council) had been nominated as his substitute.

It was agreed that these appointments be made.

V RISK REGISTER

There was submitted Report No 197-2021 by the Executive Director of Corporate Services updating the Risk Register for the Tayside Pension Fund.

The Sub-Committee was asked to approve the Quarterly Risk Register for Tayside Pension Fund which was updated on 2nd June, 2021, and note the following changes to risk profile since the previous report:-

Risk 6: Inability to participate in the scheme

The likelihood of this risk has risen as a result of increasing maturity of employer liability profiles, coupled with the low yield level of UK Government Gilts which form basis of cessation valuation. Triennial Actuarial Valuation results have been issued to all employers to raise their awareness of their liabilities, and a review of funding strategy has been undertaken to identify ways for employers to best meet their liabilities going forward with minimal risk to the Fund.

Risk 15: Lack of expertise on Pension Committee, Pension Board or amongst officers

Risk 16: Over reliance on key officers

The likelihood of these risks had increased due to the new appointments of the Section 95 officer and the Head of Corporate Finance, and the upcoming retiral of the current Head of Corporate Finance.

VI ENVIRONMENTAL, SOCIAL AND CORPORATE GOVERNANCE POLICY

There was submitted Report No 198-2021 reviewing the Fund's current policy on Socially Responsible Investing (Article X of the minute of meeting of the Pension Sub-Committee of the Policy and Resources Committee of 7th December, Report No 331-2020 refers).

The Sub-Committee and Board approved an amendment to the report, whereby it was agreed that this policy be reviewed to commence the formal ending of investment in fossil fuel companies that were not strongly committed to reducing emissions. In order to facilitate this change to the policy, the Executive Director of Corporate Services was instructed to carry out an assessment of energy sector companies in its portfolios and work with advisors to set appropriate standards that would support this strategy, and would bring forward a report proposing an amended strategy to then consult with Fund employers and stakeholders for opinion and subsequently bring forward for consideration any required amendment to the policy and/or Statement of Investment Principles.

VII TASK FORCE FOR CLIMATE RELATED FINANCIAL DISCLOSURES (TCFD)

There was submitted Report No 199-2021 by the Executive Director of Corporate Services setting out the compliance requirements of the Task Force for Climate Related Financial Disclosures.

The Sub-Committee and Board noted the content of the report and approved the additional resource requirements detailed.

VIlI PENSION ADMINISTRATION PERFORMANCE

 

There was submitted Report No 200-2021 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.

 

IX LOCAL GOVERNMENT PENSION SCHEME ADVISORY BOARD (SCOTLAND)

 

There was submitted Report No 202-2021 by the Executive Director of Corporate Services providing information on the Scheme Advisory Boards activities over the financial year to 31st March, 2020.

 

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

 

X TAYSIDE PENSION FUND ANNUAL GOVERNANCE AND GOVERNANCE COMPLIANCE STATEMENTS

 

There was submitted Report No 203-2021 by the Executive Director of Corporate Services presenting the Annual Governance Statement and Governance Compliance Statement for approval and inclusion into the unaudited Annual Accounts for the year ended 31st March, 2021. The report set out the governance arrangements of Tayside Pension Fund and the extent to which it complied with regulations.

 

The Sub-Committee and Board agreed to:-

 

(i) approve the Annual Governance and Governance Compliance Statements which are included as an Appendix to this report; and

 

(ii) instruct the inclusion of the statements in the Annual Accounts for the year to 31st March, 2021.

 

XI TAYSIDE PENSION FUND UNAUDITED 2020/2021 ACCOUNTS

 

There was submitted Report No 204-2021 by the Executive Director of Corporate Services providing some additional commentary on the unaudited Annual Accounts 2020/2021 which were being submitted to the Sub-Committee and Board along with this report.

 

The Sub-Committee and Board agreed to:-

 

(i) note the contents of this covering report;

 

(ii) note the unaudited Annual Accounts which have been submitted along with this report in Appendix A;

 

(iii) instruct the Executive Director of Corporate Services to arrange for the unaudited Accounts to be signed as necessary; and

 

(iv) instruct the Executive Director of Corporate Services to submit the Annual Accounts to the Funds external auditor.

 

The Sub-Committee and Board 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.

 

XII TAYSIDE PENSION FUNDS

 

(a) PERFORMANCE SUMMARIES

 

There was submitted Report No 205-2021 reviewing the investment performance of the Funds Investment Managers for the quarter to 31st March, 2021. 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 INVESTMENTS AND TRANSACTIONS

 

There was submitted Report No 206-2021 by the Executive Director of Corporate Services reviewing the investment activities of Tayside Pension Funds five Fund Managers for the quarter to 31st March, 2021 and summarising the transactions of each Fund Manager and showing the market values of the Pension 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 UPDATE AS AT 31ST MARCH, 2021

 

There was submitted Report No 207-2021 by the Executive Director of Corporate Services 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.

 

XlIl INVESTMENT STRATEGY REVIEW

 

There was submitted Report No 208-2021 by the Executive Director of Corporate Services recommending changes to the Funds Investment Strategy in light of a review by Isio and in the context of the recent Actuarial Valuation.

 

The Sub-Committee and Board agreed to:-

 

(i) note the content of the report by Isio as detailed in Appendix A to the report;

 

(ii) delegate officers to implement Isio recommendations in relation to equity and bond portfolios; and

 

(iii) delegate officers to commence mandate construction and manager selection of opportunistic portfolio.

 

XIV REVIEW OF REQUIREMENTS FOR EXITING EMPLOYERS

 

There was submitted Report No 201-2021 by the Executive Director of Corporate Services providing details on a review undertaken in relation to the requirements of employers wishing to exit the Fund in terms of cessation liabilities. The report also outlined a proposed change to Tayside Pension Funds Funding Strategy Statement and contained the supporting legal opinion.

 

The Sub-Committee and Board agreed to:-

 

(i) consider the proposal of the Funds Actuary and legal opinion provided;

 

(ii) approve the proposal, with instruction to amend Funding Strategy Statement and undertake required consultation;

 

(iii) delegate to officers to appoint independent services to assist with covenant and payment terms; and

 

(iv) delegate officers the authority in the interim period to agree reasonable repayment terms/periods with exiting employers.

 

XV SOCIALLY RESPONSIBLE INVESTMENT - SIX MONTHLY REPORT

 

There was submitted Report No 209-2021 by the Executive Director of Corporate Services reviewing the progress by the Fund Managers regarding positive engagement in line with the Policy on Environmental, Social and Corporate Governance approved by the Sub-Committee (Article X of the minute of meeting of the Pension Sub-Committee of the Policy and Resources Committee of 7th December, 2020, Report No 331-2020 refers).

 

The Sub-Committee and Board agreed to note the information contained within this report with regard to the activities of the Fund Managers during the six-month period ended 31st March, 2021.

 

XVI PRESENTATION

 

Patrick Bone and Sarah Cockburn from Schroders gave a short presentation to the Sub‑Committee and Board.

 

After Mr Bone and Ms Cockburn had given their presentation and answered questions from members, the Chair thanked the presenters on behalf of members of the Sub-Committee and Board.

 

XVII VALEDICTORY

 

The Chair, on behalf of the Sub-Committee and Board, paid tribute to Mr Sandy Flight, Head of Corporate Finance, upon his forthcoming retiral and wished him well for the future.

 

 

 

 

Willie SAWERS, Chair.

 

At a MEETING of the PERSONNEL APPEALS SUB-COMMITTEE held remotely on 7th October, 2021.

 

APPENDIX II

 

Present:-

 

Bailie Christina ROBERTS

 

COUNCILLORS

 

Anne RENDALL

George McIRVINE

 

Bailie Christina ROBERTS, Convener, in the Chair.

 

The minute of meeting of this Sub-Committee of 15th January, 2021 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 Corporate Services had been submitted.

 

The Sub-Committee heard the Councils representative and witnesses and, thereafter, the Appellant and the Appellants 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 the appeal be not upheld.

 

Councillor McIrvine intimated his dissent from the foregoing decision.

 

 

 

 

Christina ROBERTS, Convener.

 

At MEETINGS of the PERSONNEL APPOINTMENTS SUB-COMMITTEE OF THE POLICY AND RESOURCES COMMITTEE held remotely on 7th October, 2021, 26th October, 2021 and 2nd November, 2021.

 

APPENDIX III

 

Present:-

 

On 7th October, 2021:-

 

BAILIES

 

Willie SAWERS

Helen WRIGHT

 

COUNCILLORS

 

John ALEXANDER	Roisin SMITH	Georgia CRUICKSHANK
Stewart HUNTER		Craig DUNCAN

 

On 26th October, 2021:-

 

BAILIES

 

Willie SAWERS

Helen WRIGHT

 

COUNCILLORS

 

John ALEXANDER	Roisin SMITH	Georgia CRUICKSHANK
Stewart HUNTER		Craig DUNCAN

 

On 2nd November, 2021:-

 

BAILIES

 

Willie SAWERS

Helen WRIGHT

 

COUNCILLORS

 

John ALEXANDER	Roisin SMITH	Georgia CRUICKSHANK
Stewart HUNTER		Craig DUNCAN

 

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

 

There were no declarations of interest.

 

II APPOINTMENT OF EXECUTIVE DIRECTOR OF CHILDREN AND FAMILIES SERVICE

 

At the meeting held on 7th October, 2021, there were submitted details of the applications received and the Sub-Committee agreed the candidates to be invited to attend the Assessment Centre Process.

At the meeting held on 7th October, 2021, the Sub-Committee considered a report on the Assessment Centre Process and agreed that a candidate be invited to attend for interview.

 

At the meeting held on 2nd November, 2021, following the interview of a candidate and an exchange of views and after hearing the officers, the Sub-Committee unanimously agreed to offer the post of Executive Director of Children and Families Service to Ms Audrey May on an interim basis for a period of 12 months.

 

 

 

 

John ALEXANDER, Convener.