Policy And Resources Committee - 23/08/2010

At a MEETING of the POLICY AND RESOURCES COMMITTEE held at Dundee on 23rd August, 2010.

 

Present:-

 

Lord Provost John R LETFORD

 

 

 

BAILIES

 

Willie SAWERS

Helen WRIGHT

Roderick A J WALLACE

George REGAN

 

Derek J SCOTT

 

COUNCILLORS

 

Ken GUILD

Elizabeth F FORDYCE

Laurie BIDWELL

Jim BARRIE

Stewart HUNTER

Tom FERGUSON

Jimmy BLACK

Ken LYNN

Brian GORDON

David BOWES

Craig MELVILLE

Richard McCREADY

Andrew DAWSON

Christina ROBERTS

Donald HAY

Will DAWSON

Alan G ROSS

Fraser MACPHERSON

Bob DUNCAN

Kevin KEENAN

Helen DICK

 

Mohammed ASIF

 

 

Councillor Ken GUILD, Convener, in the Chair.

 

The minute of meeting of this Committee of 28th June, 2010 was held as read.

 

Unless marked thus * all items stand delegated.

 

I MINUTES

 

(a) IMPROVEMENT AND EFFICIENCY SUB-COMMITTEE - 30TH JUNE, 2010

 

(b) RECESS SUB-COMMITTEE - 2ND AUGUST, 2010

 

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.

 

II CHANGING FOR THE FUTURE

 

There was submitted Report No 441-2010 by the Chief Executive advising members of the current projection of the Revenue Budget position for the three financial years 2011/2012 to 2013/2014, and seeking approval of a strategy entitled 'Changing for the Future' which set out how the City Council planned to achieve the level of savings required to deliver a balanced budget in each of these financial years.

 

Councillor Guild, seconded by Councillor Duncan, moved that the Committee:-

 

(i) note the projection of the 2011/2012 to 2013/2014 Revenue Budgets and the level of savings required to deliver a balanced budget in each of those financial years as detailed in Section 4 of the report;

 

(ii) approve the proposed Changing for the Future work programme as set out in Section 5 of the report;

 

(iii) approve the establishment of a Changing for the Future Board with the membership as set out in paragraph 6.1 of the report and noted below:-

 

Chief Executive (Chair)

Director of Finance

Leader of Administration

Depute Leader of Administration

Administration Finance Spokesperson

Leader of Labour Group

Leader of Conservative Group

Leader of Liberal Democrat Group

Lord Provost John Letford

Depute Lord Provost Ian Borthwick

 

(iv) note that regular reports will be brought back to the Policy and Resources Committee outlining progress with the Changing for the Future programme and to the appropriate Committees as decisions are required.

 

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

 

Paragraph 2.3 of the report be deleted and replaced with:-

 

Approve the establishment of a Changing for the Future Board, consisting of three members of the Administration (one of whom shall be the Leader of the Administration who shall chair the Board), two members of the Labour Group, one member of the Conservative Group, one member of the Liberal Democrat Group, the two Independent members and five Trade Union representatives, with the Chief Executive in attendance and that the proposed membership of the Board in paragraph 6.1 of the report be amended accordingly.

 

New paragraph 2.5 add:-

 

Agree that the meetings of the Changing for the Future Board be open to the press and public, that Standing Order 41 should apply to meetings of the Board, and that minutes of the Board's meetings shall be kept and that the words "on a private and confidential basis" in the first sentence of paragraph 6.2 of the report be deleted.

 

At the end of paragraph 6.2 add:-

 

The Board may invite the Convener of a Committee and the Chief Officer of a department to a meeting of the Board at which the Board are to be considering savings affecting that department.

 

On a division, there voted for the motion - Councillors Guild, Barrie, Black, Bowes, Andy Dawson, Will Dawson, Duncan, Fordyce, Hunter, Lynn, Melville, Roberts and Ross, Bailie Sawers and Lord Provost Letford (15); and for the amendment - Councillors Keenan, Asif, Bidwell, Ferguson, Gordon, McCready, Macpherson and Dick, Bailie Regan and Bailie Wright (10) - Bailies Wallace, Scott and Councillor Hay declining to vote - whereupon the motion was declared carried.

 

As a further amendment, Bailie Wallace, seconded by Bailie Scott, moved approval of the undernoted:-

 

(i) We propose not to establish a Changing for the Future Board.

 

(ii) All individual project reports be brought back to the relevant Service Committee where decisions will be made by all elected members of Dundee City Council.

 

(iii) We note the projection of the 2011/2012 to 2013/2014 Revenue Budgets and the level of savings required to deliver a balanced budget in each of those financial years as detailed in Section 4 of the report.

 

On a division, there voted for the motion - Councillors Guild, Barrie, Black, Bowes, Andy Dawson, Will Dawson, Duncan, Fordyce, Hunter, Lynn, Melville, Roberts and Ross, Bailie Sawers and Lord Provost Letford (15); and for the amendment - Councillors Keenan, Asif, Bidwell, Ferguson, Gordon, McCready, Hay, Macpherson and Dick and Bailies Regan, Wright, Wallace and Scott (13) ‑ whereupon the motion was declared carried and became the finding of the meeting.

 

III SHARED RISK ASSESSMENT ASSURANCE AND IMPROVEMENT PLAN

 

There was submitted Report No 410-2010 by the Director of Finance providing elected members with a summary of the Shared Risk Assessment Assurance and Improvement Plan that was recently prepared 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 in the report and the Assurance and Improvement Plan appended thereto.

 

IV CRITICAL INCIDENT STRESS MANAGEMENT

 

There was submitted Report No 357-2010 by the Chief Executive providing details of Protocols which represented a commitment to the provision of Critical Incident Stress Management in Dundee. It specifically addressed the provision of Critical Incident Debriefing for personnel working across departments and services within the Council, and also contained details of a Multi-Agency Protocol for the Support Employees Affected by Critical Incidents for use by agencies who deliver joint services, including those designed to support children and adults at risk in the City.

 

The Committee:-

 

(i) noted and endorsed the contents of the report;

 

(ii) agreed to the adoption of the Dundee City Council Protocol for the Support of Staff Affected by Critical Incidents and of the Multi-Agency Protocol for the Support of Staff Affected by Critical Incidents;

 

(iii) asked the Chief Executive, in his role as chair of the Chief Officers' Group, to ensure the implementation of the Multi-Agency Protocol through the work of the Child and Adult Support and Protection Committees; and

 

(iv) asked the Chief Executive to ensure that relevant staff were trained and equipped to take on the role of facilitators of Critical Incident Debriefing (psychological debriefing).

 

V CORPORATE PARENTING

 

On a reference to Article V of the minute of meeting of this Committee of 9th June, 2008, there was submitted Report No 369-2010 by the Assistant Chief Executive updating members of the Committee on the progress of Dundee's Corporate Parenting Policy and the work underway to develop further support to looked after children in the City.

 

The Committee agreed:-

 

(i) that a Looked After Children Board be developed to 'champion' the needs of looked after children;

 

(ii) that the work and impact of the 'Board' to be monitored and evaluated and any recommendations reported to the Policy and Resources Committee within the 2012 Annual Report on Dundee's Corporate Parenting Strategy;

 

(iii) that the concept of the 'family firm' be developed within the City's Public Sector Recruitment Approach with the aim of improving positive destinations for Looked After Children in transition into the adult world; and

 

(iv) that a self-evaluation framework based on quality indicators designed by HMIe be developed and implemented.

 

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

 

There was submitted Report No 431-2010 by the Assistant Chief Executive relative to the above.

 

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

 

VII PROCUREMENT PROGRAMME ANNUAL REPORT 2009/2010

 

There was submitted Report No 550-2010 by the Director of Finance summarising the Procurement Programme activities for the 2009/2010 financial year and updating the actual performance against objectives included in the approved Procurement Strategy 2008/2011.

 

The Committee noted the content of the report which was submitted in accordance with approved procurement objectives as contained within the Tayside Procurement Strategy 2008/2011.

 

VIII REVENUE MONITORING

 

There was submitted Report No 403-2010 by the Director of Finance providing an analysis of the 2010/2011 Projected Revenue Outturn as at 30th June, 2010 monitored against the adjusted 2010/2011 Revenue Budget.

 

The Committee:-

 

(i) noted that the overall General Fund 2010/2011 Projected Revenue Outturn as at 30th June, 2010 showed an overspend of 404,000 against the adjusted 2010/2011 Revenue Budget;

 

(ii) noted that the Housing Revenue Account as at 30th June, 2010 was projecting an overspend of 236,000 against the adjusted HRA 2010/2011 Revenue Budget;

 

(iii) instructed the Director of Finance to take every reasonable action to ensure that the 2010/2011 revenue expenditure was below or in line with the adjusted Revenue Budget; and

 

(v) instructed the Director of Finance in conjunction with all Chief Officers of the Council to continue to monitor the Council's 2010/2011 Projected Revenue Outturn.

 

IX CAPITAL MONITORING

 

There was submitted Report No 393-2010 by the Director of Finance appraising members of the latest position regarding the Council's Capital Expenditure Programme 2010/2011.

 

The Committee noted the contents of the report.

 

X CHANGE OF NAME DEVELOPMENT QUALITY COMMITTEE

 

After considering Agenda Note AN107-2010 relative to the above, Councillor Guild, seconded by Councillor Duncan, moved that the name of the Development Quality Committee be renamed the Development Management Committee.

 

As an amendment, Councillor Macpherson, seconded by Councillor Dick, moved that the Development Quality Committee be renamed the Planning Applications Committee.

 

On a division, there voted for the motion - Councillors Guild, Barrie, Black, Bowes, Andy Dawson, Will Dawson, Duncan, Fordyce, Hunter, Lynn, Melville, Roberts and Ross, Bailies Sawers and Wallace (15); and for the amendment - Councillors Keenan, Asif, Bidwell, Ferguson, Gordon, McCready, Hay, Macpherson and Dick, Bailies Regan, Wright, Scott and Lord Provost Letford (13) ‑ whereupon the motion was declared carried.

 

XI IT DEPARTMENT SERVICE PLAN

 

After considering Report No 428-2010 by the Head of Information Technology, the Committee approved the Information Technology Division's Service Plan 2010/2012.

 

XII SUPPORT SERVICES DEPARTMENT SERVICE PLAN

 

After considering Report No 435-2010 by the Depute Chief Executive (Support Services), the Committee approved the Support Services Department Service Plan 2010/2012.

 

XIII SUPPLY OF IT EQUIPMENT

 

There was submitted Report No 424-2010 by the Head of Information Technology relative to the above.

 

The Committee:-

 

(i) noted the IT purchases amounting to 578,388 detailed in Appendix 1 to the report for the period 5th April to 2nd August of financial year 2010/2011; and

 

(ii) approved ongoing engineering maintenance costs of 26,639 per annum for the above purchases.

 

XIV REVISED CHARGES FOR DUDHOPE HOUSE

 

On a reference to Article III of the minute of meeting of the Education Committee of 23rd August, 2010, there was submitted Report No 419-2010 by the Director of Education requesting approval to increase charges for educational provision at the Young Person's Unit, Dudhope House.

 

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

 

(i) noted the content of the report;

 

(ii) approved the increase in charges as outlined in paragraph 3.2 of the report; and

 

(iii) instructed the Director of Education to inform other local authorities of this decision.

 

XV TENDERS RECEIVED BY CITY ENGINEER - CONSTRUCTION OF CAR PARK AT BALLINDEAN TERRACE

 

After considering Report No 412-2010 by the City Engineer, the Committee agreed to accept the offer from Tayside Contracts amounting to 50,000, including non-contract allowances and fees.

 

XVI REDUCTION OF ON-STREET PROSTITUTION - SERVICE LEVEL AGREEMENTS TO PROVIDE SUPPORT FOR WOMEN - DUNDEE CITY COUNCIL ANDACTION FOR CHILDREN

 

On a reference to Article VI of the minute of meeting of this Committee of 14th September, 2010, there was submitted Report No 416-2010 relative to the above.

 

The Committee approved the extension of the Service Level Agreements between Dundee City Council and Action for Children to 31st March, 2011.

 

Ken GUILD, Convener.

APPENDIX I

 

At a MEETING of the IMPROVEMENT AND EFFICIENCY SUB-COMMITTEE OF THE POLICY AND RESOURCES COMMITTEE held at Dundee on 30th June, 2010.

 

Present:-

 

BAILIES

 

Willie SAWERS

Helen WRIGHT

 

COUNCILLORS

 

Ken GUILD

Craig MELVILLE

Fraser MACPHERSON

Richard McCREADY

 

Jimmy BLACK

 

Councillor Ken GUILD, Convener, in the Chair.

 

Unless marked thus * all items stand delegated.

 

I SUBSTITUTES

 

It was reported that for the purpose of this meeting, Councillor Melville would substitute for Councillor Duncan, and Councillor McCready would substitute for Councillor Keenan.

 

II CORPORATE PERFORMANCE SELF-ASSESSMENT 2009/2010 - REPORT FOR 12 MONTHS MONITORING TO 31ST MARCH, 2010

 

There was submitted Report No 274-2010 by the Director of Finance advising the Sub-Committee of the self-assessment of performance of Dundee City Council for the twelve months to 31st March, 2010, as defined by the key quarterly performance indicators.

 

The Sub-Committee agreed to note that performance levels for the financial year had generally been maintained or improved.

 

The Sub-Committee further agreed that all Chief Officers review the content of Appendix 1 as it related to their service and consider if there were any indicators for which performance could be improved in 2009/2010.

 

III FINAL REPORT ON PROJECTS AND OUTCOME MEASURES IN THE COUNCIL PLAN 2007/2011

 

There was submitted Report No 290-2010 by the Assistant Chief Executive providing a final report on progress with the priority projects and outcome measures included in the Council Plan 2007/2011.

 

The Sub-Committee agreed to:-

 

(i) note the content of the report, including the Appendices which detailed progress made on the Council Plan 2007/2011;

 

(ii) agree that, as part of the commitment to Public Performance Reporting, this information be added to the Plans and Performance page on the Council's website, and that copies of this report be made available to partner organisations, local groups and members of the public on request; and

 

(iii) remit Chief Officers to ensure that any plan items not yet completed, be carried forward into departmental Service Plans or Single Outcome Agreement delivery plans.

 

 

 

 

Ken GUILD, Convener.

 

APPENDIX II

 

At a MEETING of the RECESS SUB-COMMITTEE held at Dundee on 2nd August, 2010.

 

Present:-

 

Bailie Willie SAWERS

 

COUNCILLORS

 

Ken GUILD

Bob DUNCAN

Brian GORDON

Andrew DAWSON

Kevin KEENAN

Fraser MACPHERSON

 

Councillor Ken GUILD, Convener, in the Chair.

 

Unless marked thus * all items stand delegated.

 

I TENDERS RECEIVED

 

There was submitted Report No 404-2010 by the City Architectural Services Officer giving details of an offer received for the undernoted contract:-

 

(a) CITY SQUARE COMPLEX - UPGRADE OF ELECTRICAL INFRASTRUCTURE

 

The Sub-Committee agreed to accept a negotiated offer from E W Edwardson (Electrical Contractors Ltd), Dundee amounting to 71,928.14, together with allowances of 980 for CDM Co‑ordinator and 11,523 for professional services, making a total expenditure of 84,431.14.

 

II TENDERS RECEIVED

 

There was submitted Report No 378-2010 by the City Engineer giving details of an offer received for the undernoted contract:-

 

(a) WHITFIELD SPINE ROAD

 

The Sub-Committee agreed to accept a negotiated offer from Tayside Contracts amounting to 1,686,219, together with allowances of 29,244 for site investigations, 691,986 for public utilities, 171,821 for professional fees, 2,000 for CDM Co-ordinator and 67,449 for contingencies, making a total expenditure of 2,648,719.

 

The Sub-Committee 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.

 

III BBC LAST NIGHT OF THE PROMS - 11TH SEPTEMBER, 2010

 

There was submitted Agenda Note AN94-2010 informing the Sub-Committee that traditionally the Scottish element of BBC Proms had taken place annually in Glasgow. This year, for the first time, the concert would be screened from the Caird Hall on 11th September, 2010 with a capacity audience of 2,000 and free ticket entry. The Executive Producer of the BBC Proms had contacted Dundee City Council to see if the City Council would be interested in staging an outdoor broadcast of the Caird Hall event in the City Square.

 

The BBC indicated that it had received in excess of 3,500 applications for the 2,000 free tickets available for the Caird Hall. The capacity of the City Square was estimated at 600 seated or 4,000 standing. Half seating and half standing would allow for up to 2,300 tickets and this was the option preferred by the Council.

 

This would be the first time that the Proms event had been held at the Caird Hall and would be the first event of this kind to be staged in the City Square. In terms of logistics and crowd safety, those issues could be satisfactorily dealt with and the Council's Emergency Planning Officer had been involved in the discussions.

 

The outdoor event in City Square would cost no more than 15,000 to put on and would be met from the Council's General Contingency and it was recommended that the Sub-Committee agreed to this event being held.

 

The Convener, seconded by Councillor Duncan, moved that the outside event be held. As an amendment, Councillor Macpherson, seconded by Councillor Gordon, moved that the outside event be not held.

 

On a division, there voted for the motion - Bailie Sawers and Councillors Guild, Andrew Dawson and Duncan (4); and for the amendment - Councillors Keenan, Gordon and Macpherson (3) - whereupon the motion was declared carried.

 

 

 

 

Ken GUILD, Convener.

 

APPENDIX III

 

Applicant

Description of Projects

Forum Decision Amount

Post of Caretaker

Maxwelltown Information Centre

Funding for a six month pilot of a caretaker post to enable greater use of the centre in the evenings. The post is for 12 hours per week and will enable additional let income to be generated.

 

2,088

Dudhope Skate Park Lighting

Friends of Dudhope Park

For the installation and three year maintenance of four floodlights with timers at the skate park in Dudhope Park.

 

22,410

Under 12's Project

To provide a fun day aimed at bringing the community together and improve community engagement.

 

1,062

North East Community Team

(Leisure and Communities)

To enable local residents to access the flower show at a reduced rate. 100 tickets will be allocated to local families via a simple application process.

 

630

East End Panto

(Leisure and Communities)

To purchase/hire equipment and materials needed to put on a community pantomime.

 

1,100

Under 12's Project

To provide a two week programme of activities during the October school holidays.

 

1,001

Menzieshill Art and Craft Group

For 14 group members to visit the art and craft exhibition held in Glasgow at the SECC during October.

 

179

Family Fun Day

Menzieshill Community Centre

To bring in fun day activities such as a giant bouncy castle, radio station, drumming group, round-a-bouts for the younger children and a science workshop.

 

800

Newsletter

Menzieshill Community Centre

To produce 1,500 copies of a Community Newsletter for both Christmas 2010 and Easter 2011.

 

800

Healthy Living Group

Dundee Healthy Living Initiative

To run three 10-week courses on practical cooking skills around food, mood, health and wellbeing. Application for two years' funding.

3,113 for both 2010/2011 and 2011/2012

 

Gymnastics - Pilot

Lochee Primary School

To pilot a lunchtime gymnastics class in Lochee Primary, catering for 16 children on a weekly basis, for 26 weeks of the year.

 

700

Youth Cultural Integration Project

Yusuf Youth Initiative and

CLD Youth Team

To facilitate four integration events. Each event will bring together 25-35 young people aged 8‑14 years to participate in sporting activities, team building exercises, communal eating and cultural information sharing.

1,100

 

Applicant

Description of Projects

Forum Decision Amount

Private Space Facility Improvement

Web Project

Creation of a private 1:1 space with adjoining toilet for use by young people requiring privacy for discussion with staff and/or Chlamydia or Pregnancy testing.

 

1,422

Youth Shelter at Mill O'Mains

(Leisure and Communities)

To relocate a youth shelter to a more appropriate site within Mill O'Mains in an effort to reduce anti‑social behaviour within the area.

 

3,303

Football Project

Sports Development

Provision of 24-week long football programmes for 43 primary aged children at two local schools.

 

1,298

Scone Palace Coach Trip

Turnberry Avenue Sheltered Housing

Coach trip to Scone Palace for 30 residents and friends of Turnberry Avenue Sheltered Housing in order to promote mental health and well-being.

 

200

Kirkton Festival

Kirkton CC Management Group

To provide activities for young children in the form of carnival rides, climbing wall, horse and cart rides and street football at the Kirkton Festival on 12th September, 2010.

 

1,026

Kirkton Kids Autumn

Programme 2010

Kirkton CC Management Group

To offer a six day programme of diverse activities and opportunities for P1-P7 children during the autumn holiday period.

 

875