Policy And Resources Committee - 24/04/2023

At a MEETING of the POLICY AND RESOURCES COMMITTEE held remotely on 24th April, 2023.

Present:-

BAILIES

COUNCILLORS

Councillor John ALEXANDER, Convener, in the Chair.

The minute of meeting of this Committee of 27th March, 2023 was held as read.

Unless marked thus * all items stand delegated.

I DECLARATION OF INTEREST

There were no declarations of interest.

II CAPITAL EXPENDITURE MONITORING 2022/2023

There was submitted Report No 109-2023 by the Executive Director of Corporate Services, appraising of the latest position regarding the Councils Capital Plan 2023/2028.

The Committee agreed to note the latest position regarding the Councils Capital Plan 2023/2028.

III REVENUE MONITORING 2022/2023

There was submitted Report No 85-2023 by the Executive Director of Corporate Services, providing an analysis of the 2022/2023 projected revenue outturn as at 28th February, 2023 and the impact on the Councils overall balances position.

The Committee agreed:-

(i) to note that as at 28th February, 2023, the General Fund was projecting an increase of 4.611m in uncommitted balances at the year end, before any budget carry forward requests were considered, and subject to any unforeseen but possible year end movements and adjustments;

(ii) to note that it was expected that an amount of 3.921m would require to be earmarked for 2023/2024 carry forward as part of the year end exercise. The carry forward request would meet existing commitments, more detail of which was set out in paragraph 5.5 of the report;

(iii) to note the budget adjustments totalling 35.259m and detailed in second column of Appendix A (and summarised in Appendix E) of the report were virements to the previous approved Revenue Budget;

(iv) to note the position on Covid-related expenditure and Covid funding, that was included within the overall projection but was set out separately for information in Appendix B and paragraph 6.1 of the report;

(v) to note that the Housing Revenue Account (HRA) as at 28th February, 2023 was projecting an overspend of 1.800m against the adjusted HRA 2022/2023 Revenue Budget and the impact this had on the element of the projected Renewal and Repair Fund balance earmarked to HRA;

(vi) to note the position on ring-fenced grants expenditure outlined in Appendix C of the report;

(vii) that the Council Leadership Team continued to take every reasonable action to ensure that the 2022/2023 revenue expenditure in accordance with the agreed Medium-Term Financial Strategy (Report No 257-2022 to Policy and Resources Committee on 26th September, 2022, refers);

(viii) to note the key strategic, operational and financial risks being faced by the Council outlined in Appendix D of the report; and

(ix) to note the current position on Leisure and Culture Dundee (LACD), as set out in paragraph 7.3 of the report.

IV COMMON GOOD FUND REVENUE BUDGET 2023/2024

There was submitted Report No 112-2023 by the Executive Director of Corporate Services, providing details of the Council's Common Good Fund Revenue Budget for 2023/2024 and making recommendations for the disbursement of funds for the financial year.

The Committee agreed:-

(i) to approve the Common Good Fund 2023/2024 Revenue Budget as detailed in Appendix A of the report;

(ii) to agree that the 120k of available funding be distributed as follows:-

(iii) that the Executive Director of Corporate Services be delegated to approve any awards made through the application process following an assessment through the established process; and

(iv) that the Common Good Fund application process would be promoted via the Dundee City Council Website, Dundee Partnership E-Bulletin, Dundee Volunteer and Voluntary Action weekly newsletter and also via Dundee City Council social media.

V BREXIT UPDATE AND PROPOSED MAINSTREAMING OF ONGOING POST-BREXIT WORK

There was submitted Report No 122-2023 by the Chief Executive, providing an update on the latest issues arising from the UKs departure from the European Union, and also proposing that ongoing issues should now be mainstreamed into the work of specific services and governance structures.

Thereafter, Councillor Anderson, seconded by Bailie Dawson, moved that:-

Dundee City Council notes with dismay the continuing negative impact of Brexit on our city.

As a result of the UK Governments decision to drag Scotland out of the EU in 2020, Dundonian households are paying more for food, businesses are exporting less, construction costs have soared and investment in education and science continues to plummet.

Council therefore, asks the Leader of the Council to write to the UK Prime Minister to express our continued concern at the entirely negative impacts of Brexit on Scotlands economy. In addition, given the Prime Minister's recent enthusiasm for the benefits of his Windsor Framework, we ask Mr Sunak to widen the Windsor Framework to include Scotland and thereby, ensure that Scotland can be in the unbelievably special position of having tariff free access to both the UK and EU markets.

As an amendment, Bailie Scott, moved that the report be agreed as submitted and that the Committee:-

(i) note the updates on various issues arising from the UKs departure from the EU; and

(ii) note that the issues arising from Brexit were increasingly part of specific services and agree that responsibility for ongoing work should be devolved to the relevant services and governance structures on the basis set out in Appendix 1.

There being no seconder, the amendment proposed by Bailie Scott fell and was not voted upon.

As a further amendment, Bailie Macpherson, seconded by Councillor Crichton, moved to accept the motion as submitted with the removal of the first part of the second paragraph as a result of the UKs Government decision to drag Scotland out of the UK in 2020.

On a division, there voted for the motion - the Convener, Lord Provost Campbell, Depute Lord Provost Cordell, Bailies Dawson, Roberts and Sawers, and Councillors Anderson, El-Nakla, Flynn, Hunter, Lynn, Rome, Short, Smith and Tolland (15); and for the amendment - Bailies Keenan, Wright and Macpherson and Councillors Finnegan, Malone, McHugh, McIrvine, Scullin, Coleman, Crichton and Duncan (11). Bailie Scott declining to vote and asked for his dissent to be recorded - whereupon the motion was declared carried.

VI MAINSTREAMING EQUALITIES PROGRESS REPORT 2023

There was submitted Report No 110-2023 by the Chief Executive presenting the Mainstreaming Equalities Progress Report 2023, which set out progress made towards meeting the Equality Outcomes for Dundee City Council and the Children and Families Service (Education Authority), as well as the Councils latest employee data report to meet the reporting requirements for the Equality Act 2010 (Specific Duties) (Scotland) Regulations 2012.

The Committee agreed:-

(i) to approve Dundee City Councils Mainstreaming Equalities Progress Report 2023, as set out in Appendix 1 of the report;

(ii) to approve Employee Equality Monitoring information and data gathered for the Councils employees, as set out in pages 13 to 42 of Appendix 1 of the report; and

(iii) to approve the Children and Families Service (Education Authority) Mainstreaming Equalities Progress Report 2023, as set out in pages 43 to 51 of Appendix 1 of the report.

VII MODERNISING THE WORKFORCE (VOLUNTARY EARLY RETIREMENT AND FLEXIBLE RETIREMENT)

There was submitted Report No 113-2023 by the Executive Director of Corporate Services, seeking approval for an Early Retirement/Voluntary Redundancy Scheme and changes to the Flexible Retirement Policy.

The Committee agreed to approve the policies as outlined in Section 5 of the report.

VIII ANNUAL PROCUREMENT REPORT AND COMMUNITY BENEFITS UPDATE 2021/2022

There was submitted Report No 70-2023 by the Executive Director of Corporate Services, notifying of the Annual Procurement Report for the Council, which provided an update on the progress made of work being undertaken in the year 2021/2022 and detailing 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 agreed:-

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

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

(iii) to note the annual procurement report would be published on the Councils website; and

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

IX CORPORATE PROCUREMENT STRATEGY 2023/2024

There was submitted Report No 111-2023 by the Executive Director of Corporate Services, presenting the 2023/2024 Corporate Procurement Strategy for review and approval.

The Committee agreed:-

(i) to approve the adoption of the Procurement Strategy for 2023/2024;

(ii) to agree the process whereby the Committees would be asked to give approval prior to a procurement exercise taking place, and conditionally delegate the award to Executive Directors, on the basis of a report summarising a sourcing strategy;

(iii) to note that the Corporate Procurement Strategy was designed to support the delivery of the Council Plan through every procurement activity undertaken by the Council;

(iv) to note the five key objectives for procurement set out in the Strategy;

(v) to note the procurement strategy would be published on the Councils website; and

(vi) to note that the Community Benefits Policy was currently being reviewed to take account of the introduction of Community Wealth Building and would be brought to the Committee for approval in due course.

X PROCUREMENT OF MOBILE DEVICES AND SOFTWARE LICENCING

There was submitted Report No 115-2023 by the Executive Director of Corporate Services, seeking approval for the procurement of mobile devices and additional software licencing to support the transformation of Construction Services and to support the roll out of Total Mobile software within Neighbourhood Services and City Development.

The Committee agreed:-

(i) to the purchase of an additional 75 Perpetual Total Mobilise and Optimise Licences to be utilised by Construction Services;

(ii) to the purchase of an additional 75 Mobilise Lite Licences to be utilised by Housing, Neighbourhood Services and City Development;

(iii) to the purchase of 263 mobile phones for Construction Services operative usage to enable the dynamic scheduling of construction contracts which would substantially reduce paper-based processes and would help to maximise performance and minimise cost to the business and customer base;

(iv) to the purchase of F3 and E1 licences for Microsoft O365 for mobile/office-based staff in Construction Services; and

(v) to remit the Head of Customer Services and IT to purchase the above licences and mobile devices following a compliant procurement process.

XI NIPPON ELECTRONIC COMPANY (NEC) SOFTWARE SOLUTIONS - REVENUE CITIZEN ACCESS

There was submitted Report No 114-2023 by the Executive Director of Corporate Services, seeking approval to proceed with the purchase and running costs of a five-year contract with NEC Software Solutions for the Citizen Access Revenues module.

The Committee agreed to the purchase of Citizen Access Revenues module procured compliantly utilising the Crown Commercial Services Framework RM3821, exercising the Councils option to Direct Award to the Councils chosen supplier.

XII CONTRACT FOR INTERNAL AUDIT SERVICE SUPPORT

There was submitted Report No 126-2023 by the Executive Director of Corporate Services, requesting approval to procure IT and general audit support for Internal Audit for the period covering 2023/2024 to 2026/2027. Joint procurement with Angus Council was proposed.

The Committee agreed to the procurement of an audit support contract for 2023/2027 as set out in the report and delegated authority to the Executive Director of Corporate Services to award the tender.

John ALEXANDER, Convener.