Policy And Resources Committee - 22/04/2013

At a MEETING of the POLICY AND RESOURCES COMMITTEE held at Dundee on 22nd April, 2013.

Present:-

BAILIES

COUNCILLORS

Councillor Ken GUILD, Convener, in the Chair.

The minute of meeting of this Committee of 25th March, 2013 was held as read.

Unless marked thus * all items stand delegated.

I DECLARATIONS OF INTEREST

Bailie Wright declared a non-financial interest in Article V by virtue of being a member of the Al‑Maktoum Foundation.

Councillor Murray declared a non-financial interest in Article X by virtue of being the Council's representative on the Dundee Science Centre.

Councillor McDonald declared a non-financial interest in Article X by virtue of being the Council's representative on Dundee Heritage Trust.

Lord Provost Duncan, Councillors Guild, Black and McCready declared non-financial interests in Article X by virtue of being the Council's representatives on Dundee Repertory Theatre.

Councillors Black and Asif declared non-financial interests in Article X by virtue of being the Council's representatives on Grey Lodge Settlement.

Depute Lord Provost Roberts declared a non-financial interest in Article X by virtue of being the Convener's representative on the Dundee International Women's Centre.

Councillor McDonald, Lynn, Melville and McCready declared non-financial interests in Article X by virtue of being Council representatives on Dundee Contemporary Arts.

Councillors Alexander and McCready and Depute Lord Provost Roberts declared non-financial interests in Article X by virtue of being Council representatives on Dundee Ice Arena.

Councillor Hunter declared a non-financial interest in Article XIV by virtue of being the Council's representative on Ardler Village Trust.

II MINUTES

(i) PERSONNEL APPEALS SUB-COMMITTEE OF 11TH DECEMBER, 2012 AND 12TH MARCH, 2013

(ii) SUPERANNUATION INVESTMENT SUB-COMMITTEE OF 4TH MARCH, 2013

The minutes of meetings of the above Sub-Committees, copies of which are appended hereto (Appendices I and II), were submitted for information and record purposes.

III REVENUE MONITORING

There was submitted Report No 189-2013 by the Director of Corporate Services providing the Committee with an analysis of the 2012/2013 Projected Revenue Outturn as at 28th February, 2013 monitored against the adjusted 2012/2013 Revenue Budget.

The Committee:-

(i) noted that the overall General Fund 2012/2013 Projected Revenue Outturn as at 28th February, 2013 showed an overspend of 90,000 against the adjusted 2012/2013 Revenue Budget; and

(ii) noted that the Housing Revenue Account as at 28th February, 2013 was projecting a breakeven position against the adjusted HRA 2012/2013 Revenue Budget.

IV CAPITAL MONITORING

There was submitted Report No 182-2013 by the Director of Corporate Services appraising members of the latest position regarding the Council's Capital Expenditure Programme for 2012/2013.

The Committee noted the contents of the report.

V RELIEF OF RATES - CHARITY RELIEF

There was submitted Report No 186-2013 by the Director of Corporate Services seeking authorisation to grant charity relief on the undernoted non-domestic properties.

The Committee authorised accordingly.

VI REVIEW OF OUT OF HOURS CALL HANDLING

There was submitted Report No 174-2013 by the Director of Housing reporting the findings and recommendations of the review of out of hours call handling within the Council.

The Committee:-

(i) agreed that all Council telephone comfort messages for daytime or out of hours services would promote channel shift by advising customers of the many online services available 24/7;

(ii) agreed that customer comfort telephone messages would include short messages promoting future events such as the Flower Show, Bonfire Night, Christmas Lights etc and advise customers of school closures in severe weather conditions or any major incidents, similar to the information that the Council website provided. This would assist the Council to better inform/update customers who did not have access to the internet;

(iii) noted the improvements already implemented in 4.5 of the report; and

(iv) agreed that the Council 'Contact Us' internet page be produced in poster form and displayed in the new customer transparent large desk mats at all enquiry desks at Dundee House, East and West Housing Offices. It would highlight to customers the out of hours emergency telephone numbers and promote the new deaf/hard of hearing texting service and the many online services.

VII ASSURANCE AND IMPROVEMENT PLAN UPDATE 2013/2016

There was submitted Report No 191-2013 by the Director of Corporate Services providing elected members with an update on the Assurance and Improvement Plan 2013/2016 that was recently issued by Audit Scotland on behalf of the various regulatory bodies responsible for scrutinising the services provided by the Council.

The Committee noted the information contained within the report and the Assurance and Improvement Plan Update 2013/2016 appended thereto.

VIII IMPROVEMENT SERVICES THROUGH LISTENING TO CUSTOMERS AND SERVICE USERS

There was submitted Report No 172-2013 by the Chief Executive highlighting some of the improvements which had been made to Council services as a result of listening to the views of customers and service users over the past year.

The Committee:-

(i) noted the contents of the report and agreed that similar reports should continue to be submitted annually;

(ii) agreed to encourage departments to maintain their efforts to listen to and respond to feedback from customers and to identify any further customers who should be consulted with a view to achieving service improvements; and

(iii) noted that a project was underway under Phase 2 of the Corporate Improvement Programme to review how the Council engaged with its customers and that specific proposals would be brought forward later this year.

IX LOCAL GOVERNMENT EMPLOYING AUTHORITY DISCRETIONS

There was submitted Report No 193-2013 by the Director of Corporate Services outlining the discretionary ill-health gratuity that Dundee City Council, as a local government employing authority, may pay to employees who leave service as a result of a capability dismissal.

The Committee approved the recommendations in Appendix A of the report in respect of the discretion to be applied for Dundee City Council as employing authority.

X THIRD PARTY PAYMENTS FOR 2013/2014

There was submitted Report No 154-2013 by the Director, Leisure and Communities relative to the above.

The Committee:-

(i) remitted to the Director, Leisure and Communities, on behalf of Dundee City Council, to update the Management Agreement with Dundee Contemporary Arts Ltd and Dundee Ice Arena;

(ii) remitted to the Director, Leisure and Communities, on behalf of Dundee City Council, to enter into a one year Service Level Agreement with Dundee Science Centre, Dundee Industrial Heritage Ltd, Dundee Repertory Theatre Ltd - Main House, Creative Learning Team and Scottish Dance Theatre, Grey Lodge Settlement and Dundee Voluntary Action Ltd;

(iii) remitted to the Director, Leisure and Communities, on behalf of Dundee City Council, to award grants to Volunteer Centre Dundee Ltd and Dundee International Women's Centre;

(iv) remitted to the Director, Leisure and Communities to keep these arrangements under review and amend as appropriate;

(v) approved the level of Management Fee for the period 1st April, 2013 to 31st March, 2014 amounting to:-

256,763 for Dundee Contemporary Arts Ltd

281,000 for Dundee Ice Arena

(vi) approved the Revenue Grant Funding for the period 1st April, 2013 to 31st March,2014 amounting to:-

43,787 for Dundee Science Centre

59,850 for Dundee Industrial Heritage Ltd

382,949 for Dundee Repertory Theatre Ltd

59,604 for Grey Lodge Settlement

39,378 for Dundee Voluntary Action Ltd

9,624 for Volunteer Centre Dundee Ltd

7,761 for Dundee International Womens Centre

XI PROPOSED CHANGES TO GRANT FUNDS AND AMENDMENTS TO FINANCIAL REGULATIONS

There was submitted Report No 157-2013 by the Director, Leisure and Communities relative to the above.

The Committee:-

(i) approved the deletion of two Community grants and the creation of one new fund; and

(ii) agreed that the maximum amount of any one grant that the Director, Leisure and Communities could approve under Financial Regulations be increased from 500 to 1,000.

XII MAINSTREAMING EQUALITY REPORT

There was submitted Report No 166-2013 by the Director, Leisure and Communities relative to the above.

The Committee:-

(i) approved the City Council's Mainstreaming Equality Report 2013/2017;

(ii) approved City Council Equality Outcomes 2013/2017; and

(iii) approved policy statement on Equal Pay and Occupational Segregation between men and women Council employees.

XIII NATIONAL ORGANISATIONS - MEMBERSHIP OF YOUTHLINK SCOTLAND

After considering Agenda Note AN54-2013 the Committee approved the payment of 1,000 for the renewal of the Council's annual subscription to Youthlink Scotland, the national youth work agency.

XIV ADMINISTRATIVE GRANTS TO COMMUNITY COUNCILS AND NEIGHBOURHOOD REPRESENTATIVE STRUCTURES 2013/2014

There was submitted Report No 187-2013 by the Director, Leisure and Communities seeking approval for the payment of administrative grants for the financial year 2013/2014 to Community Councils and Neighbourhood Representative Structures in existence or established during the year, and to confirm the formulae for payment.

The Committee agreed that:-

(i) administrative grants be awarded to all Community Councils currently in existence or established during 2013/2014 in accordance with the Council's Revised Scheme for the Operation of Community Councils;

(ii) administrative grants be also awarded to other Neighbourhood Representative Structures which meet the eligibility criteria set out in Committee Report No 725-2002;

(iii) grants be awarded according to the following formulae: a lump sum of 330 per Community Council/Neighbourhood Representative Structure plus 1.2p per resident in each area; and

(iv) Community Councils or Neighbourhood Representative Structures established beyond 1st April, 2013 would only be eligible for a grant for the part of the year from their inception.

XV SCOTTISH CITIES ALLIANCE CONSULTANCY

There was submitted Report No 175-2013 by the Chief Executive regarding smart and integrated ticketing solutions for the Cities Alliance Consultancy.

The Committee approved acceptance of the quotation amounting to 49,550 submitted by MMM Group (UK) Ltd (formerly known as MRC McLean Hazel) with a contract commencement date of 1st May, 2013.

XVI TOTAL PLACE REVIEW TO MORE CHOICES MORE CHANCES APPROACH

There was submitted Report No 181-2013 by the Chief Executive giving the background to the Total Place Review of the More Choices More Chances Approach.

The Committee agreed to end the formal Total Place review process and that the main issues be progressed through the series of existing programmes and partnership arrangements as set out in paragraph 5.5 of the report and contained in the Opportunities for All Action Plan in Appendix 1 to the report.

XVII DUNDEE COMMUNITY REGENERATION FUND 2012/2013

There was submitted Report No 197-2013 by the Chief Executive relative to the above.

The Committee approved the allocations to the Community Regeneration Forum for 2013/2014 and funding proposals contained in Section 5.2 of the report appended hereto (Appendix III).

XVIII TREASURY POLICY STATEMENT

There was submitted Report No 183-2013 by the Director of Corporate Services revising the Council's Treasury Policy Statement which was intended to govern all borrowing and lending transactions carried out by the Council.

The Committee approved the policy and procedures laid out in the Treasury Policy Statement appended thereto.

XIX TREASURY MANAGEMENT STRATEGY STATEMENT AND ANNUAL INVESTMENT STRATEGY 2013/2014

There was submitted Report No 180-2013 by the Director of Corporate Services introducing the Dundee City Council Treasury Management Strategy Statement and Annual Investment Strategy for 2013/2014.

The Committee:-

(i) noted that in terms of the Treasury Policy Statement, the Director of Corporate Services was obliged to present the annual Treasury Management Strategy at the start of each financial year; and

(ii) approved the strategy proposed by the Director of Corporate Services for 2013/2014 as set out in the document "Treasury Management Strategy 2013/2014" appended to the report.

XX CORPORATE REVIEW OF CHARGES

There was submitted Report No 168-2013 by the Director of Corporate Services providing members with details of the proposed alignment of Corporate Charges, as previously agreed.

The Committee:-

(i) approved the 2013/2014 alignment of Corporate Charges appended to the report; and

(ii) approved the updated Policy of Use associated with the Corporate Charges as appended to the report.

XXI INTRODUCTION OF SCHOOL AND FAMILY DEVELOPMENT WORKERS

There was submitted Report No 179-2013 by the Director of Education relative to the above.

The Committee:-

(i) approved the introduction of posts of Early Intervention School and Family Development Worker;

(ii) remitted the Director of Education and Head of Human Resources to progress the necessary establishment changes; and

(iii) noted that an updated report from the Director of Education would be included as part of the annual Education Service Plan update.

The Convener agreed that the undernoted item of business be considered as a matter of urgency in terms of Standing Order No 17(b) in view of the timescales involved.

XXII NATIONAL PERFORMANCE CENTRE FOR SPORT - STAGE 2 BID SUBMISSION

On a reference to Article VI of the minute of meeting of this Committee of 15th February, 2013, there was submitted Report No 178-2013 by the Chief Executive updating the Committee on Dundee being successful in getting to the second stage of the National Performance Centre for Sport bidding process.

The Committee:-

(i) noted that Dundee would progress with its Stage 2 Bid submission for the National Performance Centre for Sport under the direction of the Steering Group;

(ii) acknowledged the input to date of the Steering Group partners and their future commitment to the bid process; and

(iii) approved the continued appointment of Knight Kavanagh and Paige (KKP) as Economic Consultants for Dundee's bid for the National Performance Centre for Sport and their associated specialist sub-consultant appointments.

Ken GUILD, Convener.

At a MEETING of the PERSONNEL APPEALS SUB-COMMITTEE held at Dundee on 11th December, 2012 and 12th March, 2013.

APPENDIX I

Present:-

COUNCILLORS

Councillor Stewart HUNTER, Convener, in the Chair

The minute of meeting of this Committee of 1st October, 2012 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 than an appeal against dismissal from an employee of the Social Work Department had been submitted.

The Sub-Committee heard the Council's representative and witnesses and thereafter, the Appellant.

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 been substantiated and that the appeal be upheld.

Stewart HUNTER, Convener.

At a MEETING of the SUPERANNUATION INVESTMENT SUB-COMMITTEE OF THE POLICY AND RESOURCES COMMITTEE held at Dundee on 4th March, 2013.

APPENDIX II

Present:-

BAILIES

COUNCILLORS

Bailie Willie SAWERS, Convener, in the Chair.

Unless marked thus * all items stand delegated.

I DECLARATION OF INTEREST

No declarations of interest were made.

II TAYSIDE SUPERANNUATION FUNDS BUSINESS PLAN 2013/2014

There was submitted Report No 120-2013 by the Director of Corporate Services introducing the Tenth Annual Business Plan for the Tayside Superannuation Funds.

The Sub-Committee noted the information within the report and approved the 2013/2014 Business Plan which applied to the administration and management of the Tayside Superannuation Fund and the Tayside Transport Superannuation Fund.

III TAYSIDE SUPERANNUATION FUNDS RISK REGISTER

There was submitted Report No 121-2013 by the Director of Corporate Services updating the Risk Register for the Tayside Superannuation Funds.

The Sub-Committee approved the Risk Register for the Tayside Superannuation Fund and Tayside Transport Superannuation Fund.

IV TREASURY MANAGEMENT STRATEGY

There was submitted Report No 123-2013 by the Director of Corporate Services reviewing the Treasury Management Strategy for Tayside Superannuation Fund.

The Sub-Committee approved the Treasury Management Strategy including list of permitted counterparties.

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 involve the likely disclosure of exempt information as defined in paragraphs 4, 6 and 11 of Part I of Schedule 6A of the Act.

V TAYSIDE SUPERANNUATION FUNDS

(a) PERFORMANCE SUMMARIES

There was submitted Report No 124-2013 by the Director of Corporate Services relating to Performance Summaries for the quarter, twelve months, three years, five years and ten years to 31st December, 2012 reviewing the investment performance of the Main Funds five Fund Managers (including Property) and the Financing Fund for the quarter to 31st December, 2012. It also considered the performance of the Transport Fund which shared three of these Managers.

The report compared investment performances of the Funds with the Funds specific benchmarks which consisted of various stock market indices.

The Sub-Committee noted the information contained therein with regard to the performance of the Tayside Superannuation Fund and Tayside Transport Superannuation Fund and their Fund Managers.

(b) SUMMARIES OF INVESTMENTS AND TRANSACTIONS

There was submitted Report No 78-2013 by the Director of Corporate Services summarising investments and transactions during the period 1st October to 31st December, 2012 reviewing the investment activities of the Main Funds six Fund Managers for the quarter to 31st December, 2012. The Transport Fund shared three of these Managers and their transactions were included.

The report summarised the transactions of each Fund Manager and showed the market values of the Main and Transport Fund.

The Sub-Committee noted the information contained therein with regard to the activities of the Tayside Superannuation Fund and Tayside Transport Superannuation Fund and their Fund Managers.

(c) QUARTERLY FUNDING REPORT

There was submitted Report No 125-2013 by the Director of Corporate Services which considered the report by the Fund Actuary.

This report reviewed the current funding level of the Funds as assessed by the Fund Actuary.

The Sub-Committee noted the report.

VI REVIEW OF MAIN FUND

This item was withdrawn.

VII PRESENTATION

Gillian Evans and Iain Lindsay of Goldman Sachs Asset Management gave a short presentation.

A summary of the performance of the Portfolio was given, noting the key performance drivers, and comparison of this to benchmark figures. It was noted that the Portfolio was continuing to outperform its benchmark, and that the cross sector strategy was a huge contributor to excess return.

After they had answered questions from members, the Convener thanked Gillian and Iain for their interesting and informative presentation.

Willie SAWERS, Convener.

APPENDIX III