Angus CouncilTel: 03452 777 778

ANGUS COUNCIL

MINUTE of MEETING of the CONTRACT SERVICES COMMITTEE held in the Town and County Hall, Forfar on Tuesday 16 November 1999 at 4.00 pm.

Present: Councillors BILL CROWE, Provost Mrs FRANCES E DUNCAN, FRANK ELLIS, JOY MOWATT, GEORGE NORRIE, BILL ROBERTON and RICHARD SPIERS.

Councillor CROWE, Convener, in the Chair.

1. MINUTE OF PREVIOUS MEETING

The minute of meeting of this Committee of 5 October 1999 was approved as a correct record and signed by the Convener.

2. PUBLIC HOLIDAYS 2000

With reference to Article 8 of the minute of meeting of this Committee of 17 November 1998, there was submitted Report No 1141/99 by the Contract Services Manager informing the Committee of arrangements made for public holidays in 2000 within Contract Services. The Report also referred to negotiations which had taken place to adjust the New Year holidays with regard to Leisure Management, Recycling Centres and Superloos.

The Committee agreed to note the terms of the Report.

3. SERVQUAL

With reference to Article 4 of the minute of meeting of this Committee of 2 June 1998, there was submitted Report No 1142/99 by the Contract Services Manager informing the Committee of the outcome of the pilot exercise undertaken by the Accounts Commission using the Service and Quality (SERVQUAL) model, which had been carried out within and in conjunction with Contract Services Leisure Management Section.

The pilot exercise had shown that, overall, customers were happy with the service being provided within the Leisure Management Section, although the lack of investment over the past few years had been highlighted. It was suggested that a continuation of the pilot for a further period of one year would allow customers’ perceptions to be monitored, particularly with the opening of three private leisure facilities in the Angus area, thus giving customers a choice in service delivery.

The Committee agreed:-

(i) to note the results of the customer survey undertaken in January/February 1999;

(ii) to accept the offer by the Accounts Commission to continue the pilot for a further period of one year, in conjunction with Contract Services; and

(iii) to instruct the Contract Services Manager to make arrangements for a press release, giving details of the results of the survey.

4. REPLACEMENT OF STOLEN GROUND MAINTENANCE EQUIPMENT

There was submitted Report No 1143/99 by the Contract Services Manager seeking homologation of the decision taken by the Convener, in consultation with the Contract Services Manager, to replace stolen ground maintenance machinery in order to allow the day to day running of the .Ground Maintenance Section to continue effectively.

The Report indicated that the outcome of investigations on the provision of insurance would be reported back to this Committee once these were completed. Arrangements were in place for crime prevention audits to be undertaken and every precaution was being taken to prevent similar thefts in future.

The Committee agreed:-

(i) to approve the contents of the Report; and

(ii) to homologate the decision of the Convener to replace the stolen ground maintenance machinery.

5. PERFORMANCE NETWORKS

With reference to Article 14 of the minute of meeting of the Environmental and Consumer Protection Committee of 9 November 1999, there was submitted Joint Report No 1144/99 by the Contract Services Manager, the Director of Environmental and Consumer Protection, the Director of Recreation Services and the Chief Executive advising the Committee that, within the current Best Value Regime, local authorities were obliged to show value for money in a number of ways, including benchmarking and various performance indicators. The Report indicated that the Association of Direct Labour Organisations had developed a UK wide benchmarking project entitled "Performance Networks" and sought approval to participate in the project.

The Committee, for its interest, agreed:

(i) to approve participation in the "Performance Networks" Project for a period of two years with funding being provided equally by the Recreation Services, Environmental and Consumer Protection and Contract Services Departments; and

(ii) to ask the Chief Executive’s Department to monitor the outcome against other benchmarking projects in which the Council participated.

6. MONIFIETH HIGH SCHOOL POOL USAGE

With reference to Article 8 of the minute of meeting of this Committee of 17 August 1999, there was submitted Joint Report No 1147/99 by the Director of Recreation Services, the Director of Education and the Contract Services Manager providing members with an update on the use of Monifieth High School pool during the October school holiday period. The Report concluded that utilisation of the pool during this period had been successful and would now fall to be further considered as part of the overall operation of the Council’s pool facilities.

The Committee, for its interest, agreed:-

(i) to note the contents of the Report; and

(ii) to note that a report on the future operation of the overall pool facilities of Angus Council would be brought forward for consideration early in the New Year.

7. EXCLUSION OF PUBLIC AND PRESS

The Committee resolved in terms of Standing Order 27(2) that the public and press be excluded during consideration of the following items so as to avoid the disclosure of information which was exempt in terms of Part 1 of Schedule 7A to the Local Government (Scotland) Act 1973, paragraphs 1 and 6.

8. LEISURE MANAGEMENT - STAFFING LEVELS AND WORKLOAD

With reference to Article 4 of the minute of meeting of this Committee of 23 January 1997, there was submitted Joint Report No 1148/99 by the Contract Services Manager and the Director of Personnel advising the Committee of the current situation with regard to staffing levels and workload within Leisure Management.

The Committee was advised that agreement had been reached on 15 November 1999 to fill the posts referred to in the Report on a permanent basis and arrangements for this would be put in hand as soon as possible.

The Committee agreed to approve the measures recommended in the Report.

9. MEARNS AND ANGUS SERVICES LTD - EMPLOYMENT OF CASUAL LABOUR IN GROUND MAINTENANCE AND CLEANSING

There was submitted Report No 1145/99 by the Contract Services Manager seeking approval to use Mearns and Angus Services Ltd for the provision of short-term casual labour in the Ground Maintenance and Cleansing Sections of the Contract Services Department.

The Committee, for its interest, agreed;

(i) to approve the use of Mearns and Angus Services Ltd for the provision of short-term casual labour in the Ground Maintenance and Cleansing Sections of the Contract Services Department on a trial basis until the end of the current financial year; and

(ii) to note that a further report would be submitted advising of the outcome of the trial.

10. OUTCOME OF VENDING QUESTIONNAIRE

With reference to Article 2 of the minute of meeting of this Committee of 13 April 1999, there was submitted Report No 1146 /99 by the Contract Services Manager informing the Committee of Leisure Centre users’ perceptions of the vending services within the Council’s leisure facilities, Country Parks, Offices and Burgh Yards, following acceptance of the tender submitted by Myrtle Coffee Services and giving an indication of the financial return to the Council as a result of this contract.

The Committee agreed to note the results of the customer survey carried out during the summer months within seven leisure facilities at which the vending service was provided by this firm and the satisfactory financial performance of the contract to date.