Policy And Resources Committee - 28/06/2010

At a MEETING of the POLICY AND RESOURCES COMMITTEE held at Dundee on 28th June, 2010.

 

Present:-

 

Lord Provost John R LETFORD

 

 

 

Depute Lord Provost Ian BORTHWICK

 

 

 

BAILIES

 

Willie SAWERS

Helen WRIGHT

Derek J SCOTT

 

Roderick A J WALLACE

 

 

COUNCILLORS

 

Ken GUILD

Elizabeth F FORDYCE

Mohammed ASIF

Jim BARRIE

Stewart HUNTER

Laurie BIDWELL

Jimmy BLACK

Ken LYNN

Tom FERGUSON

David BOWES

Craig MELVILLE

Brian GORDON

Andrew DAWSON

Christina ROBERTS

Richard McCREADY

Will DAWSON

Alan G ROSS

Donald HAY

Bob DUNCAN

 

Fraser MACPHERSON

 

Councillor Ken GUILD, Convener, in the Chair.

 

The minute of meeting of this Committee of 14th June, 2010 was held as read.

 

Unless marked thus * all items stand delegated.

 

I MINUTE OF MEETING OF THE AUDIT AND RISK MANAGEMENT SUB‑COMMITTEE OF 7TH JUNE, 2010

 

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

 

II RECESS SUB-COMMITTEE

 

There was submitted Agenda Note AN383-2010 intimating that the Council's Recess would commence on 3rd July, 2010 and end on 14th August, 2010 and in order to facilitate the smooth, continuous conduct of the Council's business, it was proposed that a Recess Sub-Committee of the Council be set up to deal with matters of an urgent nature which the Chief Executive or Depute Chief Executive (Support Services) believe could not wait for the next ordinary meeting of the Committee concerned during that period and that its operating arrangements be as follows:-

 

(i) Membership - 4 members of the Administration, 2 members of the Labour Group, 1 member of the Conservative Group and 1 Liberal Democrat.

 

(ii) Chair - Leader of the Administration or nominee.

 

(iii) Substitutes - in terms of Standing Order No 45(3) it shall be competent for substitutions to be intimated and effected for individual meetings.

 

(iv) Quorum - 3 members.

 

(v) Dates - to be arranged on a Monday when required.

 

(vi) Remit - to deal with any urgent business arising during the recess period.

 

(vii) Power - full delegated powers to deal with business laid before it.

 

III PROCEDURE FOR MANAGING SICKNESS ABSENCE

 

There was submitted Report No 312-2010 by the Head of Personnel seeking approval of a revised Procedure for Managing Sickness Absence.

 

The Committee approved:-

 

(i) the revised Procedure for Managing Sickness Absence shown in Appendix 1 to be implemented with effect from 1st September, 2010; and

 

(ii) the measures to assist in managing absence outlined in paragraph 4.7 of the report.

 

IV PERSONNEL DEPARTMENT SERVICE PLAN

 

After considering Report No 339-2010 by the Head of Personnel relative to the above, the Committee approved the Personnel Department Service Plan appended thereto.

 

V FIVE YEAR HOUSING CAPITAL BUDGET FROM 2010/2011

 

There was submitted Report No 379-2010 by the Director of Housing setting out the revised Five Year Housing Capital Estimates which would allow the Council to achieve the Scottish Housing Quality Standard by 2015.

 

The Committee:-

 

(i) approved the draft Housing Capital Budget for 2010/2011 and the draft budget for the four years from 2011/2012 to 2014/2015;

 

(ii) approved the action detailed in paragraph 3 of the report;

 

(iii) instructed the City Architectural Services Officer and City Engineer, in conjunction with the Director of Housing, to invite offers for the projects included in these Capital and Planned Maintenance estimates and authorised the Director of Housing, City Architectural Services Officer and City Engineer to continue with established alternative methods of procurement with contractors and develop new initiatives where these were necessary to achieve the value for money that would be required to meet with Scottish Housing Quality Standard (including partnering arrangements with contractors, where appropriate); and

 

(iv) authorised the Director of Housing to accept offers as detailed in paragraph 4.3 of the report.

 

VI FOLLOWING THE PUBLIC POUND

 

After considering Report No 350-2010 by the Director of Finance relative to the above, the Committee approved the updated guidance and associated appendices appended thereto.

 

VII LOCAL CODE OF CORPORATE GOVERNANCE

 

There was submitted Report No 245-2010 by the Chief Executive relative to the above.

 

The Committee:-

 

(i) approved the review and updated Local Code of Corporate Governance as detailed in Appendix 1 of the report;

 

(ii) approved the implementation of the improvements listed in Appendix 2 of the report;

 

(iii) noted the scores recorded against the guidelines in Appendix 3 of the report; and

 

(iv) agreed that the Code should be updated as a project on the internet.

 

VIII FINANCE DEPARTMENT SERVICE PLAN

 

After considering Report No 377-2010 by the Director of Finance relative to the above, the Committee approved the Finance Department's Service Plan.

 

IX ELECTED MEMBER INVOLVEMENT IN DUNDEE PARTNERSHIP

 

There was submitted Report No 362-2010 by the Assistant Chief Executive setting out proposals for improving the role and influence of elected and board members in the process of community planning in Dundee.

 

Councillor Guild, seconded by Councillor Sawers, moved:-

 

(i) that the membership of the Dundee Partnership Management Group be revised to secure the most senior representation from partners;

 

(ii) that elected members from Dundee City Council and board members from partners shown in Appendix II appended hereto join the Dundee Partnership Management Group to connect the strategic leadership and activities of statutory bodies; and

 

(iii) that more frequent reports on the delivery of the Single Outcome Agreement for Dundee be presented to the Policy and Resources Committee.

 

As an amendment, Councillor Macpherson, seconded by Bailie Wallace, moved approval of the report subject to:-

 

(i) the deletion of the second sentence in paragraph 7.2(a) and the insertion of the following:-

 

This will consist of the Leader of the Administration, Leader of the Labour Group, Leader of the Conservative Group, Leader of the Liberal Democrat Group (or their substitutes) and one of the Independent members of the City Council; and

 

(ii) the consequent alteration of Appendix 1 to reflect the foregoing membership.

 

On a division, there voted for the motion - Councillors Guild, Barrie, Black, Bowes, Andy Dawson, Will Dawson, Duncan, Fordyce, Hunter, Lynn, Melville, Roberts, Ross, Bailie Sawers and Lord Provost Letford (15); and for the amendment - Councillors Asif, Bidwell, Ferguson, Gordon, McCready, Hay, Macpherson, Bailies Wright, Wallace, Scott and Depute Lord Provost Borthwick (11) - whereupon the motion was declared carried.

 

X SINGLE OUTCOME AGREEMENT DELIVERY PLAN 2010/2012

 

On a reference to Article VII of the minute of meeting of this Committee of 1st July, 2009, there was submitted Report No 363-2010 by the Assistant Chief Executive relative to the above.

 

The Committee approved the Single Outcome Agreement Delivery Plan appended to the report. It was further agreed that the Council propose to community planning partners that a multi-agency cross party short life working group be established under the auspices of the Dundee Partnership to promote jobs in the City of Dundee and to lobby the Scottish Government and UK Government to bring jobs and investment to the City of Dundee.

 

XI ADULT SUPPORT AND PROTECTION COMMITTEE YEAR ONE REPORT AND BUSINESS PLAN

 

There was submitted Report No 353-2010 by the Director of Social Work relative to the above.

 

The Committee:-

 

(i) approved the Year 1 Report from the Adult Support and Protection Committee; and

 

(ii) noted and approved the progress that had been made towards meeting the objectives of the Dundee Adult Support and Protection Committee Business Plan 2009/2010 as outlined in paragraph 4.1.4.1 to 4.1.4.3 of the report.

 

XII DUNDEE COMMUNITY REGENERATION FUND 2010/2011 - 2012/2013

 

There was submitted Report No 380-2010 by the Assistant Chief Executive relative to the above.

 

The Committee approved the funding process and proposals contained in Section 5 of the report appended hereto (Appendix III).

 

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

 

XIII GROVE ACADEMY OFFICES AND EASTERN PRIMARY SCHOOL

 

On a reference to Article V of the minute of meeting of the Education Committee of 28th June, 2010, there was submitted Report No 384-2010 by the Chief Executive and Director of Education outlining a range of accommodation options in Broughty Ferry in respect of the old Grove Academy and Eastern Primary School.

 

The Committee, as far as its interest was concerned, agreed to:-

 

(i) note that three options were offered for consideration in the review of Grove Office and Eastern Primary School accommodation;

 

(ii) approve, in principle, option 3 (the permanent relocation of Eastern Primary School to the old Grove Academy building); and

 

(iii) instruct the Director of Education to consult formally on the proposal contained in recommendation (ii) above, in terms of the Schools (Consultation) (Scotland) Act 2010, and to report back to this Committee in due course on the outcome of the consultation which would run from June to September 2010.

 

 

 

 

Ken GUILD, Convener.

 

APPENDIX I

 

At a MEETING of the AUDIT AND RISK MANAGEMENT SUB-COMMITTEE OF THE POLICY AND RESOURCES COMMITTEE held at Dundee on 7th June, 2010.

 

Present:-

 

BAILIES

 

Willie SAWERS

Roderick A J WALLACE

 

 

COUNCILLORS

 

Jimmy BLACK

Bob DUNCAN

Kevin KEENAN

Jim BARRIE

 

Fraser MACPHERSON

 

In Attendance:-

 

Alistair CRAIK, Audit Scotland.

 

Bailie Willie SAWERS, Convener, in the Chair.

 

Unless marked thus * all items stand delegated.

 

I EXTERNAL AUDIT REPORTS

 

There was submitted Report No 317-2010 by the Senior Audit Manager advising the Sub-Committee the External Audit reports finalised since the last Sub-Committee and the Annual Audit Plan for 2009/2010.

 

The Sub-Committee agreed each of the individual reports.

 

II AN OVERVIEW OF LOCAL GOVERNMENT IN SCOTLAND 2009

 

There was submitted Report No 295-2010 by the Director of Finance providing the Sub-Committee with a summary of the above national study that had recently been undertaken by Audit Scotland on behalf of the Accounts Commission.

 

The Sub-Committee agreed to note the key findings arising from the national study, including Appendix 1 which identified a range of key issues for elected members to help them to consider and assess how key issues were being dealt with and, in particular, to identify where further action may be required.

 

III IMPROVING PUBLIC SECTOR EFFICIENCY

 

There was submitted Report No 296-2010 by the Director of Finance providing the Sub-Committee with a summary of the above national study that had been jointly undertaken by Audit Scotland on behalf of the Auditor General for Scotland and the Accounts Commission.

 

The Sub-Committee agreed to:-

 

(i) note the information contained within the report and the attached national study including the supplementary good practice checklist; and

 

(ii) instruct the Director of Finance to assess the Council's existing arrangement for improving efficiency based on the information contained in the good practice checklist and report the findings of this review to the Council's Improvement and Efficiency Board thereafter.

 

IV INTERNAL AUDIT REPORTS

 

There was submitted Report No 305-2010 by the Chief Internal Auditor providing the Sub-Committee with a summary of the Internal Audit reports finalised since the last Sub-Committee.

 

The Sub-Committee noted the information contained within the report.

 

V INTERNAL AUDIT REPORT (DUNDEE COMMUNITY HEALTH PARTNERSHIP): JOINT WORKING AND ACCOUNTABILITY

 

There was submitted Report No 306-2010 by the Director of Finance providing the Sub-Committee with the Internal Audit report relating to a review within Dundee Community Health Partnership which had been finalised since the last Sub-Committee.

 

The Sub-Committee noted the information contained within the report.

 

VI NATIONAL FRAUD INITIATIVE 2008/2009

 

There was submitted Report No 324-2010 by the Director of Finance advising the Sub-Committee of the outcome of the Council's participation in the National Fraud Initiative 2008/2009.

 

The Sub-Committee agreed to:-

 

(i) note the overview of the financial outcomes contained in Appendix 1 to the report;

 

(ii) note the Audit Scotland National Report National Fraud Initiative in Scotland - Making an Impact; and

 

(iii) instruct Dundee City Council to participate fully in the 2010/2011 National Fraud Initiative including the computer matching of discretionary datasets.

 

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 paragraph 8 of Part I of Schedule 7A of the Act.

 

VII INTERNAL AUDIT REPORT

 

There was submitted Report No 307-2010 by the Chief Internal Auditor providing the Sub-Committee with a summary of the Internal Audit reports finalised since the last Sub-Committee.

 

The Sub-Committee noted the information contained within the report.

 

VIII MISAPPROPRIATION OF INCOME

 

There was submitted Report No 297-2010 by the Chief Internal Auditor providing the Sub-Committee with a summary of an investigation into income misappropriation.

 

The Sub-Committee noted the information contained within the report.

 

 

 

 

Willie SAWERS, Convener.

 

APPENDIX II

 

 

REVISED MEMBERSHIP OF DUNDEE PARTNERSHIP MANAGEMENT GROUP 2010

 

Proposed Members

 

 

 

David Dorward (Chair)

-

Chief Executive, Dundee City Council

Tony Wells

-

Chief Executive, NHS Tayside

David Lynch

-

General Manager, Dundee Community Health Partnership/

Chair of Alcohol and Drug Partnership

Mick McHugh

-

Regional Director, Scottish Enterprise

Gavin Robertson

-

Chief Superintendent, Tayside Police

Morna Wilson

-

Chief Executive, Dundee Voluntary Action

Kenneth Fraser

-

Group Manager, Tayside Fire Brigade

Alan Mitchell

-

Chief Executive, Tayside and Angus Chamber of Commerce

Eric Guthrie

-

Director, TACTRAN

Alec Spencer

-

Chief Officer, Tayside Community Justice Authority

Gordon McDougall

-

Head of Operations, Skills Development Scotland

Sarah Smith

-

Director of Children, Young People and Social Care, Scottish Government

Christina Potter

-

Principal, Dundee College

Eric Monaghan

-

Assistant Secretary of Academic Affairs, University of Dundee

Steve Watt

-

Chief Information Officer, University of Abertay

Murray Webster

-

Community Regeneration Forum

Alice Bovill

-

Community Regeneration Forum

Stan Nutt

-

Dundee Civic Forum

Ron Neave

-

Dundee Civic Forum

Leader of Administration

-

Dundee City Council

Leader of Majority Opposition

-

Dundee City Council

Board Representative

-

NHS Tayside

Board Representative

-

Dundee Community Health Partnership

Board Representative

-

Tayside Joint Police Board

Board Representative

-

Tayside Fire and Rescue Board

Chris Ward

-

Assistant Chief Executive, Dundee City Council

Peter Allan

-

Community Planning Manager, Dundee City Council

 

APPENDIX III

 

 

Applicant

Description of Project

Grant Award

 

Blank Space

(Boomerang led)

To produce and distribute 1000 copies of four issues of the 'Blank Space' community magazine, focussing distribution towards regeneration areas. (Additional copies to the application agreed for Maryfield in May).

 

1,267

Ancrum Plus

Contribution towards running costs and promotion costs. It will also enable a team building session and first aid instruction.

 

1,000

Lochee Out of School

Care Club

The grant will pay for trips and activities for the children during the school holidays eg the Deer Centre, Sensation, Blair Drummond, etc.

 

2,961

Lochee Library

(Leisure and Communities

Department)

To enhance activities provided by Library staff for young people during the school holidays in 2010 by arranging author visits, buying material for craft sessions and display boards for use in the library.

 

1,153

Menzieshill High School

(Education Department)

To give young people an opportunity to take part in a variety of structured activities at the Belmont Centre, Ancrum Plus, Monikie, etc during the summer holidays. Grant will contribute towards transport and entrance fees.

 

1,500

Dundee TWIE Project

To purchase of a refurbished portacabin that will provide a facility for meetings and activities in Middleton Woods.

1,750

Pupil Support,

Braeview Academy

(Education Department)

To part finance a Leadership Programme with a week long residential. This revolves around building leadership skills for pupils in order for them to facilitate future school activities (including fundraising).

 

5,000

Ardler 50+ Activity Group

To bring together elderly and vulnerable members of Ardler community for a social event to celebrate 20 years of achievement.

 

412

Chuckle Club

To enable the group to have two outings by bus to the New Lanark Heritage site and a trip to Fort Augusta/Loch Ness.

 

998