City Governance Committee - 22/04/2024

At a MEETING of the CITY GOVERNANCE COMMITTEE held remotely on 22nd April, 2024.

Present:-

BAILIES

COUNCILLORS

Councillor John ALEXANDER, Convener, in the Chair.

The minute of meeting of this Committee of 4th March, 2024 was held as read.

Unless marked thus * all items stand delegated.

I DECLARATION OF INTEREST

There were no declarations of interest.

II OLYMPIA

This item was placed on the agenda at the request of Councillor Alexander who asked the Committee to agree to the formation of an independent investigation into the closure(s) of the Olympia following the 6.1 million of capital investment with a view to identifying the key issues and providing clear actions.

Thereafter, Councillor Alexander, seconded by Councillor Anderson, moved that:-

The Committee instructs the Chief Executive to commission a thorough and rigorous investigation of the background that led to the recent closures of Olympia following the 6.1m capital investment.

This investigation would be led by an independent expert on behalf of the Council and would engage with Leisure and Culture Dundee and other appropriate bodies to understand the nature of the problems which led to the closure, what actions could have prevented this situation and that the results of this investigation be brought to the City Government Committee as soon as practically possible.

Such an investigation must consider and identify all of the key factors and issues, utilise all available information and ensure value to the public in obtaining its findings.

As an amendment, Bailie Keenan seconded by Councillor Shears moved that the independent investigations terms of reference should include:-

(i)                     Who was and is responsible for the repair and maintenance of the Olympia from the day it opened to the current date?

(ii)                    Why were faults never followed through to a conclusion (for example, broken fasteners etc dating back to around 2013 were still an issue in 2024)?

(iii)                    What have Consultants Reports drawn attention to?   Were these issues actioned?  If not, why not and why were only some of these Reports published?

(iv)                   Who were the Dundee City Council representatives on the Leisure & Culture Dundee Health & Safety Committee from the opening of the Olympia to the current date and why were they unable to drive repairs and improvements?

(v)                    Which Councillors and senior Council Officers dealt with requests from Leisure & Culture Dundee from the opening of the Olympia to the current date?

(vi)                   Was there a complete breakdown in communication between Dundee City Council and Leisure & Culture Dundee?

(vii)                   Were the design and material specifications for the Olympia adequate to last within a swimming pool and leisure complex.

On a division, there voted for the motion - the Convener, Lord Provost Campbell, Depute Lord Provost Cordell, Bailies Dawson, Roberts, Sawers  and Macpherson and Councillors Anderson, El-Nakla, Flynn,  Hunter, Lynn, Rome, Short,  Smith, Tolland, Coleman, Crichton and Duncan (19); and for the amendment - Bailies Keenan, Wright and Scott and Councillors Cruickshank, Finnegan, McHugh, McIrvine, Malone, Scullin and  Shears (10) - whereupon the motion was declared carried and the application was approved.

III MINUTE OF MEETING - PENSION SUB-COMMITTEE AND PENSION BOARD

The above minute, a copy of which is appended hereto, was submitted for information and record purposes (Appendix I).

IV MINUTE OF MEETINGS PERSONNEL APPOINTMENTS SUB-COMMITTEE

The minute of meetings of the Personnel Appointments Sub-Committees of 26th February, 8th March and 15th March, 2024, were submitted for information and record purposes (Appendix II).

V CAPITAL EXPENDITURE MONITORING 2023/2024

There was submitted Report No 102-2024 by the Executive Director of Corporate Services, appraising of the latest position regarding the Council's Capital Plan 2024/2029.

The Committee agreed to note the latest position regarding the Council's Capital Plan 2024/2029.

VI REVENUE MONITORING 2023/2024

There was submitted Report No 198-2024 by the Executive Director of Corporate Services, providing an analysis of the 2023/2024 projected revenue outturn as at 31st January, 2024 and the impact on the Councils overall balances position.

The Committee agreed:-

(i)                     to note that as at 31st January, 2024, the General Fund was projecting an overall overspend of 2.240m against the adjusted 2023/2024 Revenue Budget and the impact this had on the projected Councils General Fund Balances;

(ii)                    to note the budget adjustments totalling 20.210m as detailed in the second column of Appendix A to the report as virements to the previously approved Revenue Budget;

(iii)                    to note that as at 31st January, 2024, the Housing Revenue Account (HRA) was projecting an overspend of 4.200m against the adjusted HRA 2023/2024 Revenue Budget and the impact this had on the element of the projected Renewal and Repair Fund balance earmarked to HRA;

(iv)                   to note the position on ring-fenced grants expenditure outlined in Appendix B to the report;

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

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

VII COMMON GOOD FUND REVENUE BUDGET 2024/2025

There was submitted Report No 97-2024 by the Executive Director of Corporate Services, providing details of the Council's Common Good Fund Revenue Budget for 2024/2025 and making recommendations for the disbursement of funds for the financial year.

The Committee agreed:-

(i)                     to approve the Common Good Fund 2024/2025 Revenue Budget as detailed in Appendix A to the report;

(ii)                    to approve the proposals for use of funds shown in Appendix B to the report;

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

(iv)                   to agree that the Common Good Fund application process will 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.

VIII BRITISH SIGN LANGUAGE LOCAL PLAN 2024/2030

There was submitted Report No 122-2024 by the Chief Executive, providing the Councils new British Sign Language (BSL) Local Plan covering the period of 2024/2030.

The Committee agreed to approve Dundee City Councils BSL Local Plan 2024/2030 as detailed in Appendix 1 to the report.

IX A STEP CHANGE IN POSITIVE DESTINATIONS FOR YOUNG DUNDONIANS

There was submitted Report No 113-2024 by the Executive Director of City Development, seeking approval of the draft A Step Change in Positive Destinations for Young Dundonians report, that sets out an ambitious improvement plan to inspire young people to pursue education, develop their employability skills, and realise their full potential. It summarised progress within the Task and Finish Group developed to take this work forward, including the engagement of key stakeholders. The report was also seeking authority to develop new and existing funding streams to support achievement of these ambitious plans for our young Dundonians. The Council Leadership Team was committed to the implementation of the plan, which was being led by the Executive Director of City Development.

The Committee agreed:-

(i)                     to approve the draft A Step Change in Positive Destinations for Young Dundonians report and improvement plan as detailed Appendix 1 to the report;

(ii)                    to note the level of performance of Dundee in the Annual Participation measure for the period 2017/2024;

(iii)                    to delegate the Executive Director of City Development to identify new and existing funding streams that may be used to support improved levels of positive destinations for our young Dundonians; and

(iv)                   to remit the Executive Director of City Development to bring a further report to the City Governance Committee in spring 2025 on the outcome of the first year of implementation of the Proposed Improvement Plan.

X CITY DEVELOPMENT SERVICE PLAN 6 MONTHLY PROGRESS REPORT 2023/2024

There was submitted Report No 123-2024 by the Executive Director of City Development, providing a six-monthly update showing progress to date for the 2023 City Development Service Plan.

The Committee agreed to note the update on progress of the Service Plan objectives.

XI SUPPLY OF EQUIPMENT INDEPENDENT LIVING AIDS

There was submitted Report No 120-2024 by the Executive Director of Corporate Services, providing an update on the development of a sourcing strategy for the competitive tender process for the supply of Equipment (Independent Living Aids) and to seek approval to commence a compliant tender process, leading to award of a multi-supplier framework.

The Committee agreed:-

(i)                     to approve the commencement of a procurement exercise in respect of the project described, based on the sourcing strategy set out in this report; and

(ii)                    to note that the outcome of the procurement will be reported back to the Committee for approval.

John ALEXANDER, Convener.

At a JOINT MEETING of the PENSION SUB-COMMITTEE of the CITY GOVERNANCE COMMITTEE AND THE PENSION BOARD held remotely on 11th December, 2023.

APPENDIX I

Present:-

PENSION SUB-COMMITTEE

BAILIES

COUNCILLORS

PENSION BOARD

Bailie Willie SAWERS, in the Chair.

I DECLARATION OF INTEREST

There were no declarations of interest.

II APOLOGIES

The Sub-Committee and Board noted apologies had been received from Councillor Rome and Councillor McHugh.

III MINUTE OF PREVIOUS MEETING

The minute of meeting of 18th September, 2023 was submitted and approved.

IV TAYSIDE PENSION FUNDS RISK REGISTER

There was submitted Report No 369-2023 by the Executive Director of Corporate Services seeking approval for the Quarterly Risk Register for Tayside Pension Fund which was updated on 20th November, 2023, noting no changes to risk profile since the previous report.

The Sub-Committee and Board:-

(i)                     approved the Quarterly Risk Register for Tayside Pension Fund, noting the revisions made.

V PENSION ADMINISTRATION PERFORMANCE QUARTERLY UPDATE TO 30TH SEPTEMBER,2023

There was submitted Report No 370-2023 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:-

(i)                     noted the content of the report. 

VI TAYSIDE PENSION FUND ACCOUNTS 2022/2023

(a)                    TAYSIDE PENSION FUND 2022/2023 ACCOUNTS AND AUDIT

There was submitted Report No 371-2023 by the Executive Director of Corporate Services reporting  on the outcome of the external audit of Tayside Pension Fund for the year to 31st March, 2023. A copy of the External Auditor's Annual Audit Report (Report No 373-2023) and the Draft Audited Annual Report and Accounts 2022/2023 for the Tayside Pension Fund (Report No 372-2023) were also submitted for consideration.

The Sub-Committee and Board:-

(i)                     noted the contents of External Auditor's Annual Audit Report, in particular that Audit Scotland anticipated issuing an unqualified audit opinion.

(b)                    DRAFT AUDITED ANNUAL REPORT AND ACCOUNTS 2022/2023

There was submitted Report No 372-2023 by the Executive Director of Corporate Services providing details of the Draft Audited Annual Report and Accounts 2022/2023.

The Sub-Committee and Board:-

(i)                     noted the content of the report.

(c)                    EXTERNAL AUDITORS ANNUAL REPORT

There was submitted Report No 373-2023 by Audit Scotland providing details of the External Auditors Annual Report.

The Sub-Committee and Board:-

(i)                     noted the content of the report.

VII

 

There was submitted Report No 374-2023 by the Executive Director of Corporate Services reviewing the Treasury Management activities for the period 1st April, 2023 to 30th September, 2023.

 

The Sub-Committee and Board:-

 

(i)                     noted the content of the report.

 

VIII PROPOSED TIMETABLE OF MEETINGS FOR 2024

There was submitted Report No 375-2023 by the Executive Director of Corporate Services proposing a suggested programme of meetings of the Pension Sub-Committee and Pension Board in 2024.

The Sub-Committee and Board:-

(i)                     examined the dates set out in the timetable in Appendix 1 and agreed the proposed programme of meetings.

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.

IX TAYSIDE PENSION FUND

(a)                    SUMMARIES OF INVESTMENTS AND TRANSACTIONS 1STJULY TO 30TH SEPTEMBER, 2023

There was submitted Report No 363-2023 by the Executive Director of Corporate Services reviewing the investment activities of Tayside Pension Funds five Fund Managers for the quarter  1st July, 2023 to 30th September, 2023 and summarising the transactions of each Fund Manager and showing the market values of the Pension Fund.

The Sub-Committee and Board:-

(i)                     noted the information contained therein with regard to the performance of the Tayside Main Fund and their Fund Managers.

(b)                    TAYSIDE PENSION FUND PERFORMANCE SUMMARY

There was submitted Report No 376-2023 by the Executive Director of Corporate Services reviewing the investment performance of the Funds investment managers for the quarter to 30th September, 2023.  The report compared investment performance of the Fund with the Funds specific benchmarks which consisted of various stock and security market indices.

The Sub-Committee and Board:-

(i)                     noted the information contained therein with regard to the performance of the Tayside Main Fund and their Fund Managers.

(c)                    OVERVIEW OF OUTCOMES OF ACTUARIAL VALUATION AT 31ST MARCH, 2023

There was submitted Report No 377-2023 by the Executive Director of Corporate Services updating the Sub-Committee and Board on the preliminary results of the actuarial valuation of Tayside Pension Fund at 31st March, 2023.

The Sub-Committee and Board:-

(i)                     noted the content and recommendations of the actuarial presentation.

X SOCIALLY RESPONSIBLE INVESTMENT - SIX MONTHLY REPORT

There was submitted Report No 378-2023 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 and Board (Article XV of the Minute of Meeting of the Pension Sub-Committee of the Policy and Resources Committee of 20th March 2023, Report No 97-2023 refers).

The Sub-Committee and Board:-

(i)                     noted the information contained within the report with regards to the activities of the Fund Managers during the six-month period ended 30th September, 2023.

XI ANNUAL ASSESSMENT OF INVESTMENT ADVISORY SERVICES 2023

There was submitted Report No 379-2023 by the Executive Director of Corporate Services providing information on the annual assessment of investment advisory service performance undertaken by Fund Officers as required by the Competition and Markets Authority.

The Sub-Committee and Board:-

(i)                     noted the content of the report.

XII INVESTMENT MANDATE EVALUATIONS

There was submitted Report No 380-2023 by the Executive Director of Corporate Services detailing  the outcome of the procurement exercises undertaken to enable successful selection and appointment of the following investment mandates:-

-                              Diversified Markets Manager

-                              Multi Asset Credit Manager

-                              Buy and Maintain Bond Manager

The Sub-Committee and Board:-

(i)                     noted the content of the report; and

(ii)                    approved the appointment of the preferred investment managers, and for the subsequent transition of assets.

XIII PRESENTATION

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

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

Willie SAWERS, Chair.

At MEETINGS of the PERSONNEL APPOINTMENTS SUB-COMMITTEE OF THE CITY GOVERNANCE COMMITTEE held remotely on 26th February, 2024 and 8th March, 2024 and at Dundee on 15th March, 2024.

APPENDIX II

Present:-

On 26th February, 2024:-

BAILIES

COUNCILLORS

On 8th March, 2024:-

BAILIES

COUNCILLORS

On 15th March, 2024:-

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

There were no declarations of interest.

II APPOINTMENT OF EXECUTIVE DIRECTOR OF NEIGHBOURHOOD SERVICES

At the meeting held on 26th February, 2024, 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 8th March, 2024, the Sub-Committee considered a report on the Assessment Centre Process and agreed the candidates to be invited to attend for interview.

At the meeting held on 15th March, 2024, 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 Executive Director of Neighbourhood Services to Mr Tony Boyle who intimated his acceptance.

John ALEXANDER, Convener.