Induction Briefing 10 May 2017 1 Outline Welcome

Induction Briefing 10 May 2017 1

Outline • Welcome and Introductions - David Martin • Context and Strategic Priorities - David Martin • Legal Framework - Roger Mennie • Ethical Standards - Roger Mennie • Scrutiny and Role of Members - Marjory Stewart/Roger Mennie • Financial Matters - Marjory Stewart • Quasi - Judicial Meetings - Roger Mennie/Mike Galloway/ Janet Robertson • Members Support Services - Roger Mennie 2

Context and Strategic Priorities David Martin Chief Executive 3

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Priorities for the City – Mind the Gap • Renewed and re-energised focus on our priorities – Local Outcome Improvement Plan (LOIP) 2017 - 2016 • Executive Boards for the 4 priority themes agreed - Children & Families Work & Enterprise Health, Care & Wellbeing Community Safety & Justice • All set within a context of: fairness, social justice, empowerment, innovation & creativity 6

Priorities for Management Team • working effectively with and supporting elected members • medium term to long term resource management • a real focus on outcomes, driven by performance and results • supporting and delivering transformation • visible, inspiring leadership (Our People Strategy) • delivering a single, positive culture in the Council…… and in the City • collaborating well, making partnerships work 7

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Any Questions? 9

Legal Framework and Ethical Standards Roger Mennie Head of Democratic and Legal Services 10

The Legal Framework for Local Government “Local authorities are responsible bodies competent to discharge their own functions and exercising their own responsibilities in their own right” 11

Legal Characteristics of the Council • The Council has a separate and distinct legal personality • The Council has governmental powers over a defined area • The functions which the Council exercises are those conferred on it by law 12

Legal Powers of the Council • Must act within the Council’s legal powers • Consequences of not doing so - Courts - Scottish Public Services Ombudsman - Standards Commission for Scotland - Information Commissioner - Scottish Information Commissioner - Auditors - Accounts Commission 13

Statutory Functions of the Council and Service Committees • • City Development Management (Planning) Children and Families Services Neighbourhood Services Policy and Resources Community Safety and Public Protection Licensing Board Licensing Committee 14

Outside Bodies • Joint Boards - Tayside Valuation, Tay Road Bridge • Joint Committees - Tayside Contracts • Companies - Dundee Ice Arena, Dundee Contemporary Arts, Dundee Energy Recycling and Dovetail Enterprises • Trusts - Fleming Trust • Other Partnerships - Tayside Regional Transport Partnership, Tayside Strategic Planning Partnership, Local Community Planning Partnerships and Dundee Health and Social Care Partnership • SCIO - Leisure and Culture Dundee 15

Data Protection and Freedom of Information 16

Any Questions? 17

Ethical Standards The Ethical Standards in Public Life etc (Scotland) Act 2000 • underlines the Scottish Parliament’s commitment to high standards in public life The Councillors’ Code of Conduct • Came into effect on 1 May 2003 • Must be observed by Councillors The Standards Commission for Scotland • Sanctions 18

The Councillors’ Code of Conduct Key Principles • • • Duty Selflessness Integrity Objectivity Accountability and Stewardship Openness Honesty Leadership Respect 19

The Councillors’ Code of Conduct General Conduct • • • Conduct at Meetings Relationship with Council Employees Remuneration, Allowances and Expenses Gifts and Hospitality Confidentiality Requirements Use of Council Facilities Appointments to Partner Organisations Dealings with the Council Responsibilities to the Council as a member of the public 20

The Councillors’ Code of Conduct Registration of Interests • • Remuneration Related Undertakings Contracts Election Expenses Houses, Land Buildings Interests in Shares and Securities Gifts and Hospitality Non-financial interests 21

The Councillors’ Code of Conduct Declaration of Interests which require declaration • Financial • Non-Financial • Interests of other Persons Making a Declaration Effect of declaration • Financial • Non-Financial Dispensations Exclusions 22

Lobbying and Access to Councillors 23

Taking Decisions on Quasi-Judicial or Regulatory Applications • Fairness and Impartiality • Planning Matters 24

The Standards Commission Sanctions • Censure • Partial Suspension • Full Suspension • Disqualification 25

Advice from Senior Officers “As part of the support provided to them it is important that Councillors should have ready access to advice from nominated senior officers… on the ethical framework in general, and on the Code of Conduct in particular. When seeking advice, Councillors should do so in good time and ensure they apprise the officers of all relevant facts and circumstances. ” David Martin - Ext 4201 Roger Mennie - Ext 4202 26

Any Questions? 27

Scrutiny and the Role of Members Marjory Stewart Executive Director of Corporate Services Roger Mennie Head of Democratic and Legal Services 28

Scrutiny and the Role of Members on Committees • • • Chief Officers Committees and Sub-Committees Joint Boards and Joint Committees Internal Groups Briefings for Elected Members Local Community Planning Partnerships 29

Cycle of Meetings Monthly Timetable of Meetings Group 1 1 st Thursday Licensing Committee Group 2 2 nd Monday (evening) City Council Community Safety and Public Protection Committee Neighbourhood Services Committee Policy and Resources Committee Group 3 3 rd Monday (evening) Development Management Committee Group 4 4 th Monday (evening) Children and Families Services Committee City Development Committee 30

Roles and Relationships • Policy and Resources Committee • • Service Committees Scrutiny Committee 31

Scrutiny Committee • Terms of Reference 32

Scrutiny Committee • Operational Arrangements 33

Any Questions? 34

Financial Matters Marjory Stewart Executive Director of Corporate Services

Key Strategic Finance Matters Objectives - to tell you a bit about: • the overall financial management cycle • Revenue Budget and Council Tax • Capital Plan • key financial issues facing us • members’ salaries, pensions and expenses …. and to answer any questions you have

The Financial Management Cycle Budget Preparation (July - February) Outcome Reporting (April - September) • Draft Accounts must be submitted to Audit Scotland by 30 June • Audit completed and Audited Accounts reported to Members by 30 September Financial Year (1 April - 31 March Budget Monitoring (May - March) • Scottish Government high-level budget announcements in September • Council notified of funding levels in December • Council sets budgets in February

Provisional Revenue Budget 2017/18 (Analysis by Cost £ 000)

Provisional Revenue Budget 2017/18 (Per Service £ 000)

Preparing the Budget - Revenue The Big Picture (2017/2018) Service Expenditure & Income Children & Families Services DH&SCP City Development Neighbourhood Services Chief Executive/Corp Servs Capital Financing Costs Various Other Budgets Net Revenue Expenditure £m 150. 3 73. 5 12. 2 26. 2 40. 0 26. 2 14. 1 342. 5 Corporate Income Net Rev Exp Funded by : General Revenue Funding Non Domestic Rates Council Tax Balances ie a perfectly balanced budget ! (Also, £ 53 m of HRA expenditure, funded mainly by rents £m 214. 9 65. 2 62. 4 0. 0 342. 5

Capital Plan 2017 - 2022 Project/Nature of Expenditure Total Cost of Project 2016/17 2017/18 2018/19 2019/20 2020/21 2021/22 Jobs & Regeneration 154, 290 23, 073 29, 383 9, 890 847 847 Recreation, Culture, Arts & Heritage 120, 639 30, 506 48, 000 3, 425 1, 725 4, 605 1, 325 Children & Families 200, 563 18, 514 32, 650 12, 220 3, 000 9, 000 16, 000 9, 941 542 651 3, 190 3, 729 760 500 Community Safety/Public Protection 38, 769 6, 758 9, 511 6, 329 2, 782 2, 660 1, 040 Digital & ICT 28, 598 2, 399 2, 770 2, 420 2, 520 2, 420 Sustainable City Infrastructure 100, 784 7, 856 7, 208 7, 158 8, 158 9, 858 10, 108 Corporate Asset Management 86, 564 10, 655 8, 710 9, 513 6, 568 7, 469 7, 320 Housing HRA 97, 649 22, 286 20, 936 15, 559 15, 307 13, 339 13, 365 837, 797 122, 589 159, 819 69, 704 44, 636 51, 058 52, 925 Health & Social Care – Older People & Adults TOTAL GROSS EXPENDITURE

Capital Plan 2017 -2022 Projected Capital Resources 2016/17 £ 000 2017/18 £ 000 2018/19 £ 000 2019/20 £ 000 2020/21 £ 000 General Services 42, 355 79, 239 32, 777 9, 329 17, 719 Housing HRA 11, 694 13, 497 12, 800 12, 751 11, 180 2 Capital Element of General Capital Grant less PSHQ 20, 165 23, 329 17, 936 17, 000 3 Capital Grants & Contributions – project specific 27, 905 31, 055 1, 197 765 General Services 2, 000 3, 000 Housing HRA 8, 470 2, 717 1, 994 1, 791 1, 394 10, 000 5, 000 1 Capital expenditure funded from borrowing 4 Capital Receipts – Sale of Assets 5 Over Programming General Services Housing HRA 1, 982 TOTAL PROJECTED GROSS CAPITAL RESOURCES 122, 589 159, 819 69, 704 44, 636 51, 058 TOTAL PLANNED GROSS CAPITAL EXPENDITURE 122, 589 159, 819 69, 704 44, 636 51, 058

Key Financial Issues • • • long-term public sector constraint medium term financial plans delivery of CFTF programme impact of welfare reform agenda funding/delivery of ambitious capital plan joint working/collaboration

Members’ Salaries, Pensions and Expenses • salaries • pensions • expenses Salaries and expenses will be paid monthly in arrears on the last working day of each month.

Salaries • Basic Councillor Allowance £ 16, 893 • Leader of Administration £ 33, 789 • Lord Provost £ 25, 341 • Max of 13 Senior Councillors – Total amount payable £ 274, 529 (excl Leader and Lord Provost) • Senior Councillors salary range from £ 19, 005+ to max of £ 22, 438 • Joint Boards Convenerships

Expenses • Electronic on-line system for recording travel and subsistence claims • Claims for reimbursement of costs must be supported by receipts • Scheme of salaries and expenses will be prepared and issued • Key contact - Gail Coombs (ext 3816)

Pensions • Elected members will have access to the Local Government Pension Scheme (LGPS) • You will automatically be enrolled into the LGPS unless you opt out • Can join up to age 75 • Normal retiral age is 65 • Tiered contributions as a percentage of salary

Pensions (contd) • Tax relief on contributions • Career Average Salary Pension • Death Gratuity - Three x average salary For more advice please contact Lynn Mc. Kenzie (ext 7928)

Any Questions?

Quasi-judicial Meetings Roger Mennie Head of Democratic and Legal Services Mike Galloway Executive Director of City Development Janet Robertson Head of Human Resources and Business Support 50

Quasi-judicial Meetings • Licensing • Development Management (Planning) • Personnel 51

Licensing Committee • consists of 8 regular members • pool of trained substitutes • generally meets the first Thursday each month • deals with applications for licences for various activities, eg taxis, late hours catering, HMOs 52

Licensing (contd) Licensing Board • pool of 10 members • generally meets on one Thursday each month • deals with applications for personal and premises licences and gambling licences 53

Licensing Decisions • "quasi-judicial" function • members must decide each application on its merits and on the basis of the material before them • members must be present for the whole of the deliberations on a particular application before they may take part in the decision 54

Licensing Decisions The Committee or Board may - • grant the application (usually with conditions) • refuse the application (grounds laid down in legislation) • no requirement to give reasons why application is being refused, only need to say the ground of refusal, eg the applicant not a fit and proper person, premises unsuitable • applicant can request written statement of reasons for decision 55

Any Questions? 56

Development Management • Fairness - As a councillor you will have to deal with planning applications and in doing so it is your duty to ensure that development decisions are properly taken and that parties involved in the development process are dealt with fairly 57

Development Management • Avoiding Suspicion - To reduce the risk of planning decisions being legally challenged, in your dealings with planning applications you must not only avoid impropriety, but must at all times avoid any occasion for suspicion and any appearance of improper conduct 58

Development Management • Personal Applications - When a planning application is made for your own property, you must not take any further part in the development management process following submission of the planning application 59

Development Management • Relationship with Officers - You must never seek to pressure planning officers to provide a particular recommendation on any planning application, planning agreement or taking enforcement action. Officers are, however, always available to brief you on applications and to discuss any concerns you may have 60

Development Management Lobbying • Active Participation - You should not organise support or opposition, lobby other Councillors or act as an advocate to promote a particular recommendation on a planning application, on a planning agreement or on taking enforcement action 61

Development Management Lobbying (contd) • Wish to Declare Support - You will receive representations from interested parties in relation to planning applications. If you wish to respond to lobbying by constituents or others by openly advocating a particular course of action prior to the meeting, you must declare an interest and not take part in any consideration of the application in question and you must leave the meeting room until consideration of the matter is concluded 62

Development Management Lobbying (contd) • Wish to Participate in Decision - You must not make public statements about a pending application, to ensure that you are not seen to be prejudging a decision which will be made at the meeting where all the information required to take a decision will be available. You must not indicate or imply your support or opposition to a proposal, or declare your voting intention, before the meeting. Anyone who may be seeking to influence you must be advised that you will not formulate an opinion on a particular proposal until all available information is to hand has been duly considered at the relevant meeting 63

Development Management • Declaration of Interests - If you have an interest, whether financial, non financial, or personal, in the outcome of a decision on a planning application, or a planning agreement, or on taking enforcement action, you must declare that interest and refrain from taking part in the consideration of the application 64

Any Questions? 65

Dismissal Appeals • If appointed to the Personnel Appeals Sub-Committee, responsible for hearing the final stage appeals from employees dismissed from their employment on the grounds of conduct or capability • Role is to consider if the decision taken by the dismissing officer was reasonable in all the circumstances including adherence to the policies • Procedure and process currently being reviewed • Specific training and development will be given to all members of this Sub-Committee by Human Resources and Democratic and Legal Services 66

Recruitment and Selection • If appointed to the Appointments Sub-Committee, responsible for the appointment of the Council Chief Executive and Executive Directors • If appointed to Convener or Vice-Convenership roles for Children and Families Services, responsible for the appointment of Head Teachers • Specific training and development will be given to all members of this Sub-Committee by Human Resources 67

Any Questions? 68

Members’ Support Roger Mennie Head of Democratic and Legal Services 69

Members’ Support • Excellent secretarial team • Getting started • Your role and the skills required • Personal Development and Training 70

Team Members Jayne Mc. Connachie Fiona Barty Ashley Bruce Dawn Clarke Catherine Gibson Dawn Shand Sharron Wright 71

Getting Started • Badge/smartcard • Keys for building • Desk/Office • Images and text for publicity 72

IT Equipment and Support • Smart phone or mobile phone • NC/Mobile Device • Home access • Email Account/Calendar • One 2 One training on IT skills • Use of Computer policy • Helpdesk - Phone 8000 73

Development and Training • Meet the Managers - 24 May, 29 May, 31 May and 7 June − who does what − current issues in each service • Briefings on current policy issues − upcoming sessions include serious organised crime and child neglect − suggestions for other topics welcome • One-to-one training on IT available • Media training • Continuous Professional Development Framework for Councillors Improvement Service Scotland - to be relaunched soon − online training needs self-assessment − personal development plan 74

Final Questions/ Discussion 75