City Governance Committee - 28/10/2024

At a MEETING of the CITY GOVERNANCE COMMITTEE held at Dundee on 28th October, 2024.

Present:-

BAILIES

COUNCILLORS

Councillor Mark Flynn, Convener, in the Chair.

The minute of meeting of this Committee of 23rd September, 2024 was held as read.

Unless marked thus * all items stand delegated.

I DECLARATION OF INTEREST

There were no declarations of interest.

II MINUTE OF PENSION SUB-COMMITTEE AND PENSION BOARD OF 24TH JUNE, 2024

The minute of meeting of the Pension Sub-Committee and Pension Board, held on 24th June, 2024, was submitted for information and record purposes, a copy of which is attached to this minute as Appendix I.

III WINTER FUEL PAYMENT

This item had been placed on the agenda at the request of Bailie Keenan who will ask the Committee to agree to:-

(i) instruct the Chief Executive to write to the Chancellor of the Exchequer, Rachel Reeves MP and the First Minister of Scotland, John Swinney MSP on behalf of the Council calling for the Winter Fuel Payment to remain non-means tested and that the eligibility level for Pension Credit should be raised to reflect the cost of living for those who are currently just above the eligibility level;

(ii) the Council taking all possible actions to maximise the uptake of Pension Credit in Dundee; and

(iii) the Council signposting Dundee pensioners who are pushed into debt because they are no longer eligible for the Winter Fuel Payment to all available means of advice and support.

Thereafter, Bailie Keenan seconded by Councillor Shears moved the above.

As an amendment Councillor Tolland seconded by Councillor Mills moved that the Committee agree to:-

(i) instruct the Chief Executive to write to the Chancellor of the Exchequer, Rachel Reeves MP on behalf of the Council calling for the Winter Fuel Payment to remain non-means tested and that the eligibility level for Pension Credit should be raised to reflect the cost of living for those who are currently just above the eligibility level;

(ii) also instruct the Chief Executive to write to John Swinney MSP, congratulating the Scottish Parliaments demand that the UK government reverse this damaging benefit restriction, and support their insistence that full funding is provided to the Scottish Government to continue the implementation of the Pension Age Winter Fuel Payment.

We thank those local MSPs, and MPs for demanding this reversal, but note, with regret, those elected representatives who supported restricting this much needed winter fuel payment;

(iii) applaud the Council for taking all possible actions to maximise the uptake of Pension Credit in Dundee; and

(iv) support the Council for signposting Dundee pensioners who are pushed into debt because they are no longer eligible for the Winter Fuel Payment to all available means of advice and support.

On a division, there voted for the motion Bailies Keenan, Wright, Macpherson and Scott and Councillors Cruickshank, Finnegan, McHugh, McIrvine, Scullin, Shears, Coleman, Crichton and Duncan (13): and for the amendment the Convener, Depute Lord Provost Cordell, Bailies Dawson and Sawers and Councillors Anderson, Black, Hunter, Lynn, Mills, Rome, Short, Smith and Tolland (13). There being a parity of votes the Convener used his casting vote in favour of the amendment -whereupon the amendment was carried and became the finding of the meeting.

IV CAPITAL EXPENDITURE MONITORING 2024/2025

This item was deferred.

V REVENUE MONITORING 2024/2025

This item was deferred.

VI CITY PLAN FOR DUNDEE 2022/2023 ANNUAL REPORT FOR 2023/2024

This item was deferred.

VII RESPONSE TO EXTERNAL AUDITORS ANNUAL AUDIT REPORT TO MEMBERS OF DUNDEE CITY COUNCIL AND THE CONTROLLER OF AUDIT FORTHE YEAR TO 31ST MARCH, 2024

There was submitted Report No 292-2024 by the Executive Director of Corporate Services, advising of the Council's external auditor annual audit report for 2023/2024, the Councils response to the external auditors report and the audited annual accounts for the City Council, Dundee City Council Charitable Trusts, Lord Provost of Dundee Charity Fund and Fleming Trust for the year to 31st March, 2024 and Dundee Trust for the period ended 24th April, 2024.

The Committee agreed to note the following reports that were approved by Scrutiny Committee on 25th September, 2024:-

- External Auditor's Report (Report No 264-2024)

- Response to External Auditor's Report (Report No 265-2024)

- Audited Annual Accounts for the City Council 2023/2024 (Report No 259-2024)

- Audited Dundee City Council Charitable Trusts Annual Accounts 2023/2024

(Report No 260-2024)

- Audited Lord Provost of Dundee Charity Fund Annual Accounts 2023/2024

(Report No 261-2024)

- Audited Dundee Trust Annual Accounts for the period ended 24 April 2024

(Report No 262-2024)

- Audited Fleming Trust Annual Accounts 2023/24 (Report No 263-2024).

VIII ANNUAL TREASURY MANAGEMENT ACTIVITY 2023/2024

This item was deferred.

 

There was submitted Report No 316-2024 by the Acting Chief Officer, Dundee Integration Joint Board informing of the publication of the Dundee Integration Joint Boards statutory Annual Performance Report 2023/2024, and of the development of Dundee Health and Social Care Partnerships Delivery Plan (October 2024 to March 2026).

 

The Committee agreed:-

 

(i) to note the content of the report, including the achievements throughout 2023/2024 in the commissioning and delivery of integrated health and social care services as outlined in section 4.1.3 and 4.1.4 of the report and the development of the Dundee Health and Social Care Partnerships Delivery Plan as outlined in section 4.2 of the report.

 

X BUDGET STRATEGY AND FINANCIAL OUTLOOK FOR 2025/2026

There was submitted Report No 288-2024 by the Executive Director of Corporate Services, presenting the medium-term financial projections and to recommend a strategy to address the projected budget shortfall for 2025/2026.

The Committee agreed:-

(i) to note the financial projections set out in the report and their impact on the future ability of the Council to carry out its statutory functions;

(ii) to note the budget savings options set out in the Report and that a report on budget consultation for 2025/2026 be presented to a future meeting of the Committee;

(iii) to the budget strategy set out in Section 5 of the Report; and

(iv) to note the outline timetable set out in Section 7 of the Report.

XI COMMUNITY REGENERATION FUND PARTICIPATORY FUNDING

There was submitted Report No 165-2024 by the Executive Director of Neighbourhood Services, seeking approval for the establishment of a Neighbourhood Capital Fund to increase the numbers and diversity of citizens participation in decision making processes. This was a Participatory Budget to replace the current arrangements for allocating the capital element of the Community Regeneration Fund which was currently carried out through the Community Regeneration Forums.

The Committee agreed:-

(i) to a new Neighbourhood Capital Fund, as described in this report, being established; and

(ii) to a Participatory Budgeting exercise to distribute the Neighbourhood Capital Fund was carried out in 2025/2026 and thereafter annually.

XII CONSULTATION PROCESS EAST END COMMUNITY CAMPUS

There was submitted Joint Report No 299-2024 by the Executive Director of Children and Families Service, the Executive Director of Neighbourhood Services and the Director, Leisure and Culture Dundee, seeking approval to consult on the proposal to re-locate services from existing buildings in Whitfield, Linlathen and Douglas to the new East End Community Campus and options for the existing buildings, if they were deemed surplus to requirements.

Thereafter, the Convener seconded by Bailie Sawers moved that the Committee agree:-

(i) to consult on the proposals set out in section 5 of the report; and

(ii) to authorise officers to make arrangements to undertake the consultation and to report back to the Committee with the findings and appropriate recommendations.

As an amendment Bailie Keenan seconded by Councillor McHugh moved that the Committee agree to note the report and take no further action.

On a division, there voted for the motion the Convener, Depute Lord Provost Cordell, Bailies Dawson and Sawers and Councillors Anderson, Black, Hunter, Lynn, Mills, Rome, Short, Smith and Tolland (13) and for the amendment Bailies Keenan, Wright, Macpherson and Scott and Councillors Cruickshank, Finnegan, McHugh, McIrvine, Scullin, Shears, Coleman, Crichton and Duncan (13) There being a parity of votes the Convener used his casting vote in favour of the motion - whereupon the motion was carried and became the finding of the meeting.

XIII CONTRACT FOR DUNDEE SCHOOLS MUSIC THEATRE SOUND AND LIGHTING

There was submitted Joint Report No 300-2024 by the Executive Director of Children and Families Service and the Executive Director of Corporate Services, providing an update on the development of a sourcing strategy for the tender process for sound and lighting for Dundee Schools Music Theatre and to seek approval to commence a compliant tender process, leading to award of a contract.

The Committee agreed:-

(i) to approve the commencing of a procurement exercise in respect of the project described, based on the sourcing strategy, summarised in the report;

(ii) to delegate authority to the Executive Director of Corporate Services to award a contract to the successful bidder, following a tender process carried out in compliance with the Public Contracts (Scotland) Regulations of 2015; and

(iii) to approve expenditure on the project to the total value described in Section 3.1 of the report.

XIV CUSTOMER SERVICES PLATFORM

There was submitted Report No 290-2024 by the Executive Director of Corporate Services, proposing the ongoing use of a digital platform to continue to provide internet-based customer services.

The Committee agreed:-

(i) to approve the procurement exercise in respect of the project described, based on the sourcing strategy, summarised in the report; and

(ii) to delegate authority to the Executive Director of Corporate Services to award a 3-year contract to Granicus on the Crown Commercial Services - G-Cloud 14 Framework Agreement, with the option of extending by a further single year.

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 6 and 9 of Part I of Schedule 7A of the Act.

XV LEASE OF LAND

The Committee acceded to a Deputation Request from Melanie Kiynai of Kirkton Local Management Group to address the Committee relative to this item. After the Deputation had addressed the Committee and answered questions from members they withdrew from the meeting.

There was submitted Joint Report No 284-2024 by the Executive Director of City Development and the Executive Director of Neighbourhood Services, seeking approval for the lease as indicated in the report.

The Committee agreed to the recommendations as detailed in the report.

XVI SALE OF PROPERTY

There was submitted Joint Report No 279-2024 by the Executive Director of Corporate Services and the Executive Director of City Development, seeking approval of the sale of property as indicated in the report.

In view of the timescales involved this report was agreed by the Executive Director of City Development and the Executive Director of Corporate Services in consultation with the Convener of the City Governance Committee, Labour Group Spokesperson, Liberal Democrat Group Spokesperson and the Scottish Conservative and Unionist Party Member.

Mark FLYNN, Convener.

At a JOINT MEETING of the PENSION SUB-COMMITTEE of the CITY GOVERNANCE COMMITTEE AND THE PENSION BOARD held remotely on 24th June, 2024.

APPENDIX I

Present:-

PENSION SUB-COMMITTEE

Bailie Willie SAWERS

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 apologies had been received from Bailie Keenan and Kenny Dick.

III MINUTE OF PREVIOUS MEETING

The minute of meeting of 18th March, 2024 was submitted and approved.

IV TAYSIDE PENSION FUNDS RISK REGISTER

There was submitted Report No 183-2024 by the Executive Director of Corporate Services seeking approval of the Quarterly Risk Register for Tayside Pension Fund which was updated on 27th May, 2024, 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.

V TAYSIDE PENSION FUND INTERNAL AUDIT REPORTS ESG AND TPR GENERAL CODE ADVISORY REVIEWS

There was submitted Report No 184-2024 by the Executive Director of Corporate Services informing the Sub-Committee and Board of the Audit Reports prepared by the Funds Internal Auditor, PricewaterhouseCoopers (PwC).

The Sub-Committee and Board:-

(i) approved the policy noting that it was subject to annual review and that there were no changes.

VI TAYSIDE PENSION FUND INTERNAL ANNUAL AUDIT REPORT 2023/2024

There was submitted Report No 185-2024 by the Executive Director of Corporate Services informing the Sub-Committee and Board of the Annual Audit Report for 2023/2024 prepared by the Funds Internal Auditor, PricewaterhouseCoopers (PwC).

The Sub-Committee and Board:-

(i) agreed to note the content of the Annual Report as well as the content of the appended reports on specific audit exercises undertaken, and approved the management response.

VII PENSION ADMINISTRATION PERFORMANCE QUARTERLY UPDATE TO 31ST MARCH, 2024

There was submitted Report No 186-2024 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.

 

VIII TAYSIDE PENSION FUND ANNUAL GOVERNANCE AND GOVERNANCE COMPLIANCE STATEMENTS

 

There was submitted Report No 187-2024 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, 2024. This report set out the Governance arrangements of Tayside Pension Fund and the extent to which it complied with regulations.

 

The Sub-Committee and Board:-

 

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

 

(ii) instructed the inclusion of the statements in the Annual Accounts for the year to 31st March, 2024.

 

IX TAYSIDE PENSION FUND ANNUAL REPORT AND ACCOUNTS 2023/2024

There was submitted Report No 188-2024 by the Executive Director of Corporate Services providing some additional commentary on the unaudited Annual Accounts 2023/2024 which were being submitted to the Sub-Committee and Board along with this report.

The Sub-Committee and Board:-

(i) agreed to note the content of the covering report;

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

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

(iv) agreed to 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.

X TAYSIDE PENSION FUND

(a) TAYSIDE PENSION FUND PERFORMANCE SUMMARY

There was submitted Report No 189-2024 by the Executive Director of Corporate Services reviewing the investment performance of the Funds investment managers for the quarter to 31st March, 2024. 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.

(b) SUMMARIES OF INVESTMENTS AND TRANSACTIONS 1ST JANUARY, 2024 TO 31ST MARCH, 2024

There was submitted Report No 159-2024 by the Executive Director of Corporate Services reviewing the investment activities of Tayside Pension Funds seven Fund Managers for the quarter 1st January to 31st March, 2024 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 its Fund Managers.

(c) QUARTERLY FUNDING UPDATE AS AT 31ST MARCH, 2024

There was submitted Report No 190-2024 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:-

(i) agreed to note the content of the report.

XI SOCIALLY RESPONSIBLE INVESTMENT - SIX MONTHLY REPORT

There was submitted Report No 191-2024 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 XIV of the Minute of Meeting of the Pension Sub-Committee of the Policy and Resources Committee of 18th March, 2024, Report No 81-2024 refers).

The Sub-Committee and Board:-

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

XII PRESENTATION

Robert Evans and Roberto Cagnati from Partners Group gave a short presentation to the Sub-Committee and Board.

After Mr Evans and Mr Cagnati 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.