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Tayside Contracts Joint Committee

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Tayside Contracts Joint Committee TAYSIDE CONTRACTS JOINT COMMITTEE Dundee City Council 21 City Square DUNDEE DD1 3BY 12th June, 2020 TO: ALL MEMBERS OF TAYSIDE CONTRACTS JOINT COMMITTEE Dear Sir/Madam You are requested to attend a MEETING of the TAYSIDE CONTRACTS JOINT COMMITTEE to be held remotely on Monday 22nd June 2020 at 10.00 am. Members of the Press and Public wishing to join the meeting should contact Iain Waddell, Managing Director, Tayside Contracts on email [email protected] by Thursday 18th June 2020 at 5.00pm. Please submit any apologies for absence to Willie Waddell, Committee Services Officer, on Telephone 01382 434228 or e-mail [email protected] Yours faithfully ROGER MENNIE Clerk to the Joint Committee Distribution:- Angus Council Dundee City Council Perth and Kinross Council Councillor Bob Myles Depute Lord Provost Bill Campbell Councillor Angus Forbes Councillor Gavin Nicol Bailie Christina Roberts Councillor Audrey Coates Councillor Angus MacMillan-Douglas Councillor Steven Rome Councillor Lewis Simpson Councillor Richard Moore Councillor George McIrvine Councillor Sheila McCole Councillor Beth Whiteside Councillor Margaret Richardson Councillor John Rebbeck Councillor Brenda Durno Councillor Philip Scott Councillor Mike Williamson t:\documents\taycontractsjc\agenda and reports\2020\220620\tcjb220620ag pub.doc 2 AGENDA OF BUSINESS 1 APOLOGIES/SUBSTITUTIONS 2 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. 3 MINUTE OF PREVIOUS MEETING - Page 1 The minute of meeting of the Tayside Contracts Joint Committee, held on 18th November, 2019 is submitted for approval. (Copy attached). 4 CHANGE OF CONVENERSHIP 2020/2021 It is reported that the term of office of Convenership held by Angus Council is at an end and the position of Convener is required to be filled by Perth and Kinross Council in terms of Clause 4 of the Minute of Agreement. The position of Convener would be filled by Councillor Angus Forbes. The position of Vice Convener would be filled by Bailie Christina Roberts and the position of Vice Convener Elect would be filled by Councillor Gavin Nicol. 5 MEMBERSHIP – PERTH AND KINROSS COUNCIL It is reported that at the meeting of Perth and Kinross Council held on 19th February, 2020, it was agreed that Councillor John Rebbeck replace Councillor Dave Doogan as a member of Tayside Contracts Joint Committee. The Joint Committee is asked to note the change in membership as indicated. 6 POSITION OF MANAGING DIRECTOR – NOTIFICATION OF RETIREMENT AND RECRUITMENT OF SUCCESSOR It is reported that the current Managing Director of Tayside Contracts, Mr Iain Waddell will retire on 31st October, 2020. Mr Waddell was appointed to this position in February 1996. It is recommend that the Joint Committee agree:- (i) to note that the current Managing Director will retire on 31st October, 2020; (ii) to note that arrangements for the appointment of his successor are currently being established in accordance with the terms of Clause 12(1) of the Minute of Agreement; and (iii) that delegated authority be given to the Clerk and Proper Officer in consultation with the Convener, Vice Convener and the Vice Convener–Elect and the Chief Executives of the constituent Councils to advertise, shortleet, interview and make appointment to the position of Managing Director of Tayside Contracts. 3 7 RESPONSE TO COVID 19 PANDEMIC - Page 5 (Report No JC6/2020 by the Managing Director, copy attached). 8 LOCAL CODE OF CORPORATE GOVERNANCE – ANNUAL REVIEW - Page 15 (Report No JC9/2020 by the Managing Director, copy attached). 9 ANNUAL REPORT AND ACCOUNTS FOR 2019/2020 (Report No JC8-2020 by the Managing Director, copy to follow). 10 BUSINESS PLAN ANNUAL UPDATE - Page 43 (Report No JC7/2020 by the Managing Director, copy attached). 11 AUDIT UPDATE - Page 57 (Report No JC5-2020 by the Managing Director, copy attached). 12 DATE OF NEXT MEETING The next meeting of the Joint Committee will be held in Committee Room 1, 14 City Square, Dundee on Monday, 24th August, 2020 at 10.00 am. The Joint Committee may resolve 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 involve the likely disclosure of exempt information as defined in paragraphs 6, 8, 9 and 10 of Part I of Schedule 7A of the Act. 13 REVENUE AND INVESTMENT BUDGETS 2020/21 14 ACCEPTANCE OF TENDERS OVER £25,000 FOR THE THREE MONTHS FROM 1ST JANUARY, 2020 – 31ST MARCH, 2020 15 FLEET PURCHASES 2020/21 PHASES 1 AND 2 1 ITEM No …3….…….. At a MEETING of the TAYSIDE CONTRACTS JOINT COMMITTEE held at Perth on 18th November, 2019. Present:- Representing Angus Council:- Councillor Gavin Nicol Councillor Angus MacMillan-Douglas Councillor Richard Moore Councillor Beth Whiteside Councillor Brenda Durno Representing Dundee City Council:- Depute Lord Provost Bill Campbell Bailie Christina Roberts Councillor Steven Rome Councillor Margaret Richardson Representing Perth and Kinross Council:- Councillor John Duff (for Councillor Angus Forbes) Councillor Audrey Coates Councillor Anne Jarvis Councillor Dave Doogan Councillor Sheila McCole Councillor Gavin Nicol, Convener, in the Chair. I APOLOGIES/SUBSTITUTIONS Apologies for absence were submitted on behalf of Councillor Bob Myles (Angus Council), Councillor George McIrvine (Dundee City Council), Councillor Philip Scott (Dundee City Council), Councillor Angus Forbes (Perth and Kinross Council) and Councillor Mike Williamson (Perth and Kinross Council). II DECLARATIONS OF INTEREST There were no declarations of interest. III MINUTE OF PREVIOUS MEETING The minute of meeting of the Tayside Contracts Joint Committee held on 26th August, 2019, was submitted and approved. IV MEMBERSHIP- PERTH AND KINROSS COUNCIL It was reported that at the meeting of Perth and Kinross Council held on 25th September, 2019, it was agreed that Councillor Anne Jarvis replace Councillor Lewis Simpson as a member of Tayside Contracts Joint Committee. The Joint Committee agreed to note the change in membership as indicated. V WORKLOAD REPORT There was submitted Report No JC33-2019 by the Managing Director providing an update of the workload for the Facilities Services Division and Construction Division for the second quarter of 2019/2020, projections for the third and fourth quarters and details of the actions being taken in response to these workloads. t:\documents\taycontractsjc\agenda and reports\2020\220620\181119min.doc 2 2 The Joint Committee agreed to note the contents of the report and that further detailed reports would be brought forward as necessary. VI BUSINESS PLAN – 6 MONTHS UPDATE There was submitted Report No JC34-2019 by the Managing Director providing the six months update of progress for 2019/2020 against the priorities, action plans and targets detailed in Tayside Contracts’ business plan for the period 2017 to 2020. The Joint Committee agreed to approve the content of the report. VII AUDIT UPDATE There was submitted Report No JC35-2019 by the Managing Director providing an update on Internal Audit work carried out by the Internal Auditors, Wylie and Bisset, during the financial year 2019/2020. It also provided an update on the status of the Internal Audit contract and a proposal for the following year. The Joint Committee agreed:- (i) to note the contents of the IT Security and the Purchasing and Payments audit reports, which were attached to the report as Appendices 1 and 2; (ii) to approve the action plans within the reports; and (iii) to approve the extension of the Internal Audit Contract for one year. VIII ANNUAL PERFORMANCE REPORT 2018/2019 There was submitted Report No JC37-2019 by the Managing Director reporting that in order to comply with Section 13 (1) of the Local Government in Scotland Act 2003, Tayside Contracts was required to produce an Annual Performance Report. The 2018/2019 Annual Performance Report for Tayside Contracts which summarised performance against the values which underpinned and drove Tayside Contracts as an organisation: People; Performance; Partnership and Perception, was attached to the report as an appendix. The Joint Committee agreed to note and approve the contents of the report. IX SCHOOL MEALS REGULATIONS 2020 – IMPACT ASSESSMENT There was submitted Report No JC38-2019 by the Managing Director appraising of the forthcoming Food and Drink in Schools (Scotland) Regulations 2020 and the strategy of implementing the requirements of the legislation. The Joint Committee agreed to note the contents of the report and that further detailed reports would be brought forward as necessary. X TAYSIDE MEALS PRODUCTION CENTRE – TAY CUISINE Reference was made to Article IX of the minute of meeting of this Joint Committee of 18th March, 2019, wherein the Joint Committee was advised that all three constituent Councils had authorised Tayside Contracts to develop and implement a Tayside Meals Production Centre service delivery model operating from Tay Cuisine to provide primary school and Early Learning and Childcare meals throughout Tayside and community meals in Dundee. There was submitted Report No JC39-2019 by
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