Policy And Resources Committee - 24/04/2017

At a MEETING of the POLICY AND RESOURCES COMMITTEE held at Dundee on 24th April, 2017.

Present:-

BAILIES

COUNCILLORS

Councillor Ken GUILD, Convener, in the Chair.

The minute of meeting of this Committee of 13th March, 2017 was held as read.

Unless marked thus * all items stand delegated.

I DECLARATION OF INTEREST

Councillor Macpherson declared a non-financial interest in Article V by virtue of his attendance at Westfest meetings.

II MINUTES

(a) PENSION SUB-COMMITTEE AND PENSION BOARD - 6TH MARCH, 2017

(b) PERSONNEL APPEALS SUB-COMMITTEE - 9TH MARCH, 2017

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

III REVENUE BUDGET 2017/2018 - REVIEW OF CHARGES

On a reference to Article II of the minute of meeting of this Committee of 23rd February, 2017, there was submitted Agenda Note AN33-2017 relating to minibus charges.

The Committee approved the undernoted amended charges:-

IV IMPROVING SERVICES THROUGH LISTENING TO CUSTOMERS AND SERVICE USERS

There was submitted Report No 59-2017 by the Chief Executive highlighting improvements made to Council services as a result of listening to the view of customers and service users over the past year, and reporting on the Council's use of the Govmetric system to gather customer feedback.

The Committee:-

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

(ii) agreed that the highlights from the report, as set out in Appendix One of the report, be published on the 'we listened, we acted' page of the Council's website; and

(iii) encouraged services 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.

V COMMON GOOD FUND

There was submitted Report No 113-2017 by the Executive Director of Corporate Services providing details of the Council's Common Good Fund Revenue Budget for 2017/2018.

The Committee:-

(i) approved the Common Good Fund 2017/2018 Revenue Budget as detailed in Appendix A of the report; and

(ii) noted that the 2017/2018 balance of 120,000 would be allocated during the year following an assessment through the Dundee Partnership process approved by the Executive Director of Corporate Services.

VI RECORDS MANAGEMENT POLICY

There was submitted Report No 135-2017 by the Executive Director of Corporate Services relative to the above.

The Committee:-

(i) approved the updated Records Management Policy, as detailed in Appendix A to the report, and the placing of the policy on the Council's internet and intranet sites; and

(ii) approved that the Council adopt the use of the generic Scottish Council of Archives Records Retention Schedules (SCARRS).

VII DEVELOPING DUNDEES YOUNG WORKFORCE

There was submitted Joint Report No 161-2017 by the Executive Director of City Development and Executive Director of Corporate Services proposing the development of a new initiative in Dundee City Council to increase the number of employment and training opportunities for young people in the workforce.

The Committee:-

(i) noted progress to date in relation to developing employment and training opportunities for young people within the Council;

(ii) endorsed the case for developing a proactive culture towards supporting more young people in the workforce; and

(iii) supported the proposal to implement a new initiative to substantially enhance the number of opportunities to take forward key strategic priorities in Dundee Partnership's Local Outcome Improvement Plan and the Tay Cities Deal.

VIII MAINSTREAMING EQUALITY PROGRESS REPORT 2015-2017

There was submitted Report No 136-2017 by the Chief Executive seeking approval for the Mainstreaming Equality Progress Report 2017 in accordance with the Equality Act 2010 (Specific Duties) (Scotland) Regulations 2012.

The Committee:-

(i) approved Dundee City Council's Mainstreaming Equality Progress Report 2017; and

(ii) approved Dundee City Council's Children and Families Service (Education) Mainstreaming Equality Progress Report 2015-2017.

IX ALLOCATION OF COMMUNITY REGENERATION FUNDING 2017/2018

There was submitted Report No 137-2017 by the Chief Executive relative to the above.

The Committee approved funding allocated to community regeneration forums and local community planning partnerships be increased to 1m for the year 2017/2018 with local allocations increased accordingly.

X THE SOCIAL WORK MODEL COMPLAINT HANDLING PROCEDURE

There was submitted Report No 156-2017 by the Chief Social Work Officer providing an update on changes to the way complaints about social work issues were to be dealt with by the Council.

The Committee:-

(i) approved the proposed approach towards the implementation of the new complaint procedure;

(ii) instructed the Chief Social Work Officer to ensure that all necessary actions were taken to implement the procedure;

(iii) noted that complaints pertaining to the Health and Social Care Partnership would be reported on a quarterly basis to the Performance and Audit Committee of the Integrated Joint Board and would also form part of the regular reports to the Policy and Resources Committee;

(iv) instructed the Chief Social Work Officer to ensure that reporting on complaints pertaining to Social Work services to children and families were made to the Council Management Team on a quarterly basis, and twice yearly to the Scrutiny Committee; and

(v) instructed the Chief Social Work Officer to include composite information on all Social Work complaints in their annual report.

XI RELIEF OF RATES - CHARITY RELIEF

There was submitted Report No 139-2017 by the Executive Director of Corporate Services relative to the above.

The Committee approved the recommendations detailed in the report.

XII SCOTTISH GOVERNMENT CONSULTATION ON UNIVERSAL CREDIT FLEXIBILITIES

There was submitted Report No 154-2017 by the Executive Director of Corporate Services relative to the above.

The Committee:-

(i) agreed the content of the consultation document as outlined in the Appendix to the report for submission to the Scottish Government;

(ii) noted the impact of Universal Credit (Full Service) on rent arrears on another Scottish local authorities; and

(iii) noted the Scottish Government's intention to introduce Experience Panels from summer 2017.

XIII HOSPITAL FUND AND JOHNSTON BEQUEST

There was submitted Report No 114-2017 by the Executive Director of Corporate Services providing information relating to the Older People's Advice Service delivered by the Citizens' Advice Bureau.

The Committee:-

(i) agreed that the post within the Older People's Advice Service (OPAS) should continue to be carried out by the Citizens' Advice Bureau (CAB) Dundee and be funded via the Hospital Fund and Johnston Bequest for a three year period with short peer reviews being completed yearly;

(ii) agreed the Lead Officer responsible for monitoring the outcomes of the Older People's Advice Service project be the Senior Manager - Council Advice Services; and

(iii) agreed that individual lifetime grant payments to pensioners continue at the current level of 80 per year.

XIV CAPITAL EXPENDITURE MONITORING 2016/2017

There was submitted Report No 140-2017 by the Executive Director of Corporate Services appraising elected members of the latest position regarding the Council's Capital Plan 2017-2022.

The Committee noted the contents of the report.

XV REVENUE MONITORING 2016/2017

There was submitted Report No 120-2017 by the Executive Director of Corporate Services providing an analysis of the 2016/2017 projected revenue outturn as at 28th February, 2017 monitored against the adjusted 2016/2017 Revenue Budget.

The Committee:-

(i) noted that the overall General Fund 2016/2017 projected revenue outturn as at 28th February, 2017 was an overspend of 2,250,000 against the adjusted 2016/2017 Revenue Budget;

(ii) noted that the Housing Revenue Account as at 28th February, 2017 was projecting a breakeven position against the adjusted HRA 2016/2017 Revenue Budget;

(iii) agreed that the Executive Director of Corporate Services would take every reasonable action to ensure that the 2016/2017 revenue expenditure was below or in line with the adjusted Revenue Budget; and

(iv) instructed the Executive Director of Corporate Services, in conjunction with all Chief Officers, to continue to monitor the Council's 2016/2017 projected revenue outturn.

XVI REVIEW OF INDEPENDENT INQUIRY INTO THE CONSTRUCTION OF EDINBURGH SCHOOLS

There was submitted Report No 158-2017 by the Executive Director of City Development providing a summary of the findings of the recently published Independent Inquiry into the Construction of Edinburgh Schools and advising on Dundee City Council's position relating to the issues raised and recommendations made.

The Committee noted the contents of the report and agreed that Dundee City Council would implement the best practice recommendations of the Inquiry.

XVII MANAGEMENT OF ASBESTOS POLICY

There was submitted Joint Report No 157-2017 by the Executive Director of City Development and Executive Director of Neighbourhood Services relative to the above.

The Committee approved the Management of Asbestos Policy as appended to the report.

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 item of business on the grounds that it involved the likely disclosure of exempt information as defined in paragraphs 6 and 9 of Part I of Schedule 7A of the Act.

XVIII RELIEF OF NON-DOMESTIC RATES ON THE GROUNDS OF HARDSHIP - (HARDSHIP RELIEF)

There was submitted Report No 152-2017 by the Executive Director of Corporate Services relative to the above.

The Committee approved the recommendation detailed therein.

Ken GUILD, Convener.

At a JOINT MEETING of the PENSION SUB-COMMITTEE OF THE POLICY AND RESOURCES COMMITTEE AND THE PENSION BOARD held at Dundee on 6th March, 2017.

APPENDIX I

Present:-

PENSION SUB-COMMITTEE

Bailie Willie SAWERS

COUNCILLORS

PENSION BOARD

Bailie Willie SAWERS, Convener, in the Chair.

I DECLARATION OF INTEREST

There were no declarations of interest.

II TAYSIDE PENSION FUNDS RISK REGISTER

There was submitted Report No 90-2017 by the Executive Director of Corporate Services updating the Risk Register for the Tayside Pension Funds.

The Sub-Committee and Board approved the updated Quarterly Risk Register for the Tayside Pension Fund and Tayside Transport Pension Fund and noted there were no changes to risk profiles from the previous report.

III TAYSIDE PENSION FUNDS BUSINESS PLAN 2017/2018

There was submitted Report No 91-2017 by the Executive Director of Corporate Services introducing the annual business plan for the Tayside Pension Funds.

The Sub-Committee and Board noted the information within the report and approved the 2017/2018 Business Plan, which applied to the administration and management of the Tayside Pension Fund and the Tayside Transport Pension Fund.

IV TREASURY POLICY

There was submitted Report No 92-2017 by the Executive Director of Corporate Services revising the Council's Treasury Policy Statement which was intended to govern all treasury activities carried out by the Pension Fund.

The Sub-Committee and Board approved the policies and procedures laid out in the attached 'Treasury Policy Statement 2017/2018' and noted that following a recent review (Internal Audit Report 2016-16 refers) that a separate Treasury Policy Statement be maintained for the Pension Fund and reviewed annually.

V TREASURY MANAGEMENT STRATEGY

There was submitted Report No 93-2017 by the Executive Director of Corporate Services reviewing the Treasury Management Strategy for Tayside Pension Strategy.

The Sub-Committee and Board approved the Treasury Management Strategy.

VI PENSION ADMINISTRATION PERFORMANCE

There was submitted Report No 94-2017 by the Executive Director of Corporate Services providing information on the recent quarter's operational performance in relation to Pension Administration.

The Sub-Committee and Board noted the content of the report.

VII STATEMENT OF INVESTMENT PRINCIPLES REVIEW

There was submitted Report No 95-2017 by the Executive Director of Corporate Services reviewing Statements of Investment Principles for the Tayside Pension Fund and the Tayside Transport Pension Fund.

The Sub-Committee and Board noted the information within the report and approved the Statements of Investment Principles for both the Tayside Pension Fund and the Tayside Transport Pension Fund.

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.

VIII TAYSIDE PENSION FUNDS

(a) PERFORMANCE SUMMARIES

There was submitted Report No 96-2017 by the Executive Director of Corporate Services relating to Performance Summaries for the quarter, 1, 3 and 5 year time periods to 31st December, 2016, reviewing the investment performance of the Main Fund's five Fund Managers (including Property) and the Financing Fund for the quarter 31st December, 2016. It also considered the performance of the Transport Fund which invests with four of these managers.

The report compared investment performance of the Funds with the Funds' specific benchmarks which consisted of various stock and security market indices.

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

(b) SUMMARIES OF INVESTMENTS AND TRANSACTIONS

There was submitted Report No 75-2016 by the Executive Director of Corporate Services summarising investments and transactions during the period 1st September to 31st December, 2015, reviewing the investment activities of the Main Funds seven Fund Managers for the quarter to 31st December, 2015. 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 and Board noted the information contained therein with regard to the activities of the Tayside Pension Fund and Tayside Transport Pension Fund and their Fund Managers.

IX ANNUAL REVIEW OF INVESTMENT PERFORMANCE

There was submitted Report No 98-2017 by the Executive Director of Corporate Services which considered a report by the Manager entitled "Annual Review of Investment Performance 2016" February, 2017 and its opinion and recommendations.

The Sub-Committee and Board noted the report in Appendix 1 by the Investment Manager and in particular the recommendations on individual investment managers.

X PRESENTATION

Tom Wright and Fiona MacLeod from Baillie Gifford gave a short presentation.

Tom briefed members on the performance of the Fund, highlighting key areas, noting that a long-term outlook was required, due to the political volatility in the previous year.

It was noted that governance was integral and that an increase in resources in this field continued to be made.

After they had answered questions from members, the Convener thanked Tom for his interesting and informative presentation.

Willie SAWERS, Convener.