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Policy & Resources Committee City Chambers DUNDEE DD1 3BY 13th August, 2021 Dear Sir or Madam POLICY AND RESOURCES COMMITTEE You are requested to attend a MEETING of the POLICY AND RESOURCES COMMITTEE to be held remotely on Monday, 23rd August, 2021, following the meetings of the City Council, Community Safety and Public Protection and Neighbourhood Services Committees called for 5.00 pm. Members of the Press or Public wishing to join the meeting should contact Committee Services on telephone (01382) 434211 or by email at [email protected] by no later than 12 noon on Friday, 20th August, 2021. Yours faithfully GREGORY COLGAN Chief Executive AGENDA OF BUSINESS 1 DECLARATION OF INTEREST Members are reminded that, in terms of The Councillors Code, it is their responsibility to make decisions about whether to declare an interest in any item on this agenda and whether to take part in any discussions or voting. This will include all interests, whether or not entered on your Register of Interests, which would reasonably be regarded as so significant that they are likely to prejudice your discussion or decision-making. 2 MINUTE – PENSION SUB-COMMITTEE AND PENSION BOARD – 8TH MARCH, 2021 - Page 1 The above minute, a copy of which is appended hereto, is submitted for information and record purposes. 3 LEISURE & CULTURE DUNDEE - AMENDMENT TO CONSTITUTION (AN24-2021) As a result of the COVID-19 Pandemic, and restrictions put in place around social distancing, the Office of the Scottish Charity Regulator gave special, temporary dispensation for Scottish charities, including Leisure & Culture Dundee, to conduct any formal business meetings, including Board and Committee meetings, by digital means. Should charities wish to continue to meet by digital means or by hybrid means, the charity's constitution requires to be updated to reflect this. t:\documents\polcyres\agenda and reports\2021\230821\230821ag.doc 2 The Leisure & Culture Dundee Board have agreed, subject to Dundee City Council's approval, to amend its constitution to allow all Board and Sub-Committee meetings to be held either digitally, in person or as a hybrid of the two. The Committee's approval of this proposed change to the Constitution is requested. 4 ALCOHOL AND DRUG PARTNERSHIP: SELF ASSESSMENT FINDINGS - Page 7 (Report No 214-2021 enclosed). 5 JOINT CITY PLAN AND COUNCIL PLAN PROGRESS REPORT 2020/2021 - Page 97 (Report No 211-2021 enclosed). 6 LEISURE & CULTURE DUNDEE PERFORMANCE AND IMPACT REPORT FOR 2020/2021 - Page 151 (Report No 215-2021 enclosed). 7 BREXIT UPDATE - Page 177 (Report No 218-2021 enclosed). 8 CAPITAL EXPENDITURE MONITORING 2021/2022 - Page 187 (Report No 212-2021 enclosed). 9 REVENUE MONITORING 2021/2022 - Page 209 (Report No 224-2021 enclosed). 1 ITEM No …2………... At a JOINT MEETING of the PENSION SUB-COMMITTEE of the POLICY AND RESOURCES COMMITTEE AND THE PENSION BOARD held remotely on 8th March, 2021. Present: - PENSION SUB-COMMITTEE BAILIES Willie SAWERS Kevin KEENAN COUNCILLORS Anne RENDALL Steven ROME George McIRVINE PENSION BOARD Arthur NICOLL Kenny DICK George RAMSAY Bailie Willie SAWERS, in the Chair. It was noted that apologies had been received from Councillors Brawn and Davy, and Gordon Murray and Claire Shepherd. I DECLARATION OF INTEREST No declarations of interest were made. II MINUTE OF PREVIOUS MEETING The minute of meeting of 7th December, 2020 was submitted and approved. III RE-APPOINTMENT OF TAYSIDE PENSION FUND BOARD MEMBERS There was submitted Report Number 67-2021 by the Executive Director of Corporate Services setting out the proposed re-appointment of the current members of the Tayside Pension Fund Pension Board. It was agreed that the Chair of the Pension Sub-Committee, as delegated by the Policy & Resources Committee, approve the re-appointment of all current members of the Pension Board of Tayside Pension Fund as required by pensions regulations. IV RISK REGISTER There was submitted Report No 68-2021 by the Executive Director of Corporate Services updating the Risk Register for the. Tayside Pension Fund. The Sub-Committee and Board approved the Quarterly Risk Register for Tayside Pension Fund the Quarterly Risk Register for Tayside Pension Fund which was updated on 10th February, 2021, and noted the following changes to risk profile since the previous report: Risk 1: Failure to process pension payments and lump sums on time. Risk level had reduced as processes had been adapted to accommodate remote working which had successfully resulted in faster processing times. This had also enabled more effective resource allocation to meet requirements. t:\documents\polcyres\agenda and reports\2021\230821\psc080321min.doc 2 2 Risk 13: Failure to hold personal data securely (incorporating Cyber Crime). Risk level had reduced as additional controls had been incorporated into revised processes. Risk 14: Failure to keep pension records up-to-date and accurate. Risk level had reduced as employer data confirmation exercises had been undertaken. V TAYSIDE PENSION FUND RISK MANAGEMENT POLICY & STRATEGY There was submitted Report No 69-2021 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 VI TAYSIDE PENSION FUND TRAINING & ATTENDANCE POLICY AND TRAINING PLAN 2021-2022 There was submitted Report No 70-2021 by the Executive Director of Corporate Services presenting Tayside Pension Fund’s Training & Attendance Policy which was subject to annual review and the Training Plan for 2021-22. The Sub-Committee and Board noted that the training requirements of 2020-21 had not been achieved due to Covid-19. The plan had been carried forward for remote delivery during the course of 2021/22. The Sub-Committee and Board also approved: - (i) Training & Attendance Policy Contained in Appendix 1 to the report: and (ii) Training Plan for 2021-22 contained in report. VIl PENSION ADMINISTRATION PERFORMANCE – QUARTERLY UPDATE TO 31ST DECEMBER 2020 There was submitted Report No 71-2021 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 VIIl INTERNAL AUDIT RISK ASSESSMENT & AUDIT PLAN 2021/2022 There was submitted Report No 72-2021 by the Executive Director of Corporate Services setting out the risk assessment undertaken by PwC and detailing their internal audit plans for Tayside Pension Fund for 2021/22. The Sub-Committee and Board to review and approve the Internal Audit plans by Pricewaterhouse Coppers (PwC) as detailed in appendix A to the report. lX TAYSIDE PENSION FUND – AUDIT SCOTLAND ANNUAL AUDIT PLAN 2020/2021 There was submitted Report No 73-2021 by the Executive Director of Corporate Services providing a summary of the responsibilities and approach of Audit Scotland in respect of Tayside Pension Fund for 2020/21. The Sub-Committee and Board agreed to note the report by Audit Scotland. 3 3 X TAYSIDE PENSION FUND INTERNAL ANNUAL AUDIT REPORT 2020/2021 There was submitted Report No 74-2021 by the Executive Director of Corporate Services the Annual Audit Report for 2020/21 prepared by the Fund’s Internal Auditor, PricewaterhouseCoopers (PwC) for consideration. The Sub-Committee and Board noted the content of the Annual Report as well as the content of the appended reports on specific audit exercises undertaken, and approved the management response. XI TREASURY POLICY STATEMENT 2021/2022 There was submitted Report No 75-2021 by the Executive Director of Corporate Services revising the Council’s Treasury Policy Statement which is intended to govern all treasury activities carried out by Tayside Pension Fund. The Sub-Committee and Board approved the policies and procedures laid out in the attached “Treasury Policy Statement 2021/22”, noting that the Treasury Policy Statement must be reviewed annually. XIl TREASURY MANAGEMENT STRATEGY 2021/2022 There was submitted Report No 76-2021 by the Executive Director of Corporate Services reviewing the Treasury Management Strategy for Tayside Pension Fund. The Sub-Committee and Board examined the dates set out in the timetable and agreed the proposed programme of meetings as detailed. XIIl PENSION ADMINISTRATION STRATEGY There was submitted Report No 77-2021 by the Executive Director of Corporate Services setting out the Fund’s policy in respect of the standards required of both the Fund and the participating employers to ensure that statutory obligations were met and also to demonstrate effective and efficient service delivery. The strategy contained a variety of performance measures against which the Fund and participating employers were assessed, with performance reported to the Sub-Committee and Board. The Sub-Committee and Board agreed to approve the strategy contained within the report, noting the introduction of charges to employers in exceptional circumstances and also consented to its distribution to all employers. XIV TAYSIDE PENSION FUND – SCHEME DISCRETION POLICIES There was submitted Report No 78-2021 by the Executive Director of Corporate Services detailing the range of discretions available to Dundee City Council as the administering authority of Tayside Pension Fund, and the current policies in place in relation to these. The Sub-Committee and Board noted the content of the report. XV TAYSIDE PENSION FUND COMMUNICATION POLICY There was submitted Report No 79-2021 by the Executive Director of Corporate Services presenting a communications policy as required by the Local Government Pension Scheme (Scotland) Regulations 2014. The Sub-Committee and Board approve the revised Communications Policy which had been reviewed in conjunction with the Fund’s Administration Strategy. 4 4 XVI TAYSIDE PENSION FUND ACTUARIAL VALUATION AT 31ST MARCH 2020 There was submitted Report No 80-2021 by the Executive Director of Corporate Services providing an update on the on the Actuarial Valuation of Tayside Pension Fund at 31st March, 2020.
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