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Contract Services Committee

MINUTE of MEETING of the CONTRACT SERVICES COMMITTEE held in the Town and County Hall, Forfar on Tuesday 18 April 2000 at 4.00 pm

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

Councillor CROWE, Convener, in the Chair.

1. 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 items 2, 3, 4,5, 6 and 7 so as to avoid the disclosure of information which was exempt in terms of Part 1 of Schedule 7A to the Local Government (Scotland) 1973, paragraphs 1, 6, 8, 9, 10 and 14.

2. FINANCIAL PERFORMANCE TO 31 DECEMBER 1999

With reference to Article 12 of the minute of meeting of this Committee of 5 October 1999, there was submitted Report No 403/00 by the Contract Services Manager informing the Committee of the financial performance by Contract Services from 1 April to 31 December 1999.

The Committee agreed to note the contents of the Report and commended the staff on achieving the results contained within the Report.

3. FUTURE OF DIRECT LABOUR ORGANISATION

There was submitted Joint Report No 404/00 by the Contract Services Manager, the Director of Personnel and the Director of Housing outlining proposals for the future of the Direct Labour Organisation within Contract Services.

The Committee agreed:-

  1. that the operations of the Director Labour Organisation be discontinued; and
  2. that the Contract Services Manager be authorised to consult with the Direct Labour Organisation employees and their trade union representatives regarding the discontinuation of the DLO.

4. PROPERTY RENEWAL AND REPAIR FUND - SECURITY MEASURES AT GROUND MAINTENANCE DEPOTS

With reference to Article 3 of the minute of meeting of the Environmental and Consumer Protection Committee of 11 April 2000, there was submitted Report No 308/00 by the Director of Property Services advising the Committee of building works which were required to improve the security of various ground maintenance depots.

The Committee, for its interest, agreed:-

  1. to approve the schedule of the security works to the various depots;
  2. to note the agreed funding package from the Property Renewal and Repair Fund and Risk Management Fund;
  3. to approve the bid for supplementary funding in the sum of £60,000 from the Property Renewal and Repair Fund;
  4. to instruct the Director of Property Services to progress these works immediately; and
  5. to instruct the Contract Services Manager, in consultation with Tayside Police, to arrange for crime prevention audits to be carried out at regular intervals.

5. TENDER REPORT

There was submitted Report No 405/00 by the Contract Services Manager requesting that the Committee homologate his decision on the selection of suppliers and purchase of protective clothing, tools, small plant & machinery and chemical fertiliser as detailed in the Report.

The Committee agreed:-

  1. to note the contents of the Report; and
  2. to homologate the Contract Services Manager's decision on the selection of suppliers as detailed in the Report.

6. CCT CONTRACT VARIATIONS AND FLUCTUATIONS

There was submitted Report No 406/00 by the Contract Services Manager informing the Committee of the findings of the VFM Study into CCT contract variations, fluctuations and use of DSO surpluses. A copy of the Report relating to the study was available on request from the Contract Services Manager.

The Committee agreed to note the contents of the Report and to extend their congratulations to the Contract Services Manager and his staff on the favourable findings of the study.

7. HOMOLOGATION OF APPOINTMENT

There was submitted Report No 408/00 by the Contract Services Manager requesting homologation of his decision in respect of an appointment within the Leisure Management Section, in order to comply with the requirements of Standing Order 49.

The Committee agreed:-

  1. to note the contents of the Report; and
  2. to homologate the decision of the Contract Services Manager to appoint an existing member of staff to the post of Operations Manager within the Leisure Management Section.

8. MINUTES OF PREVIOUS MEETINGS

The minutes of meetings of this Committee of 17 February and 29 February 2000 were approved as correct records and signed by the Convener.

9. QUALITY ACCREDITATION

With reference to Article 3 of the minute of meeting of this Committee of 20 January 1998, there was submitted Report No 407/00 by the Contract Services Manager informing the Committee of the progress made to date in attaining Quest Registration within Leisure Management.

The Report advised that, to date, all nine facilities had applied for and had been externally assessed for Quest Registration. Eight Centres had been successful in their application and were now registered, these being Arbroath, Saltire, Carnoustie, Brechin, Lochside and Montrose Sports Centres and Forfar and Montrose Swimming Pools. Webster's Sports Centre required to submit specific documentary evidence within the next three months and, if this was satisfactory, it would also gain accreditation.

The Committee agreed to note the contents of the Report and extended its congratulations to all staff concerned.

10. EXTENDED OPENING OF LOCHSIDE CARAVAN PARK

With reference to Article 5 of the minute of meeting of this Committee of 21 January 1999, there was submitted Joint Report No 409/00 by the Contract Services Manager and the Director of Recreation Services seeking homologation of the decision of the Contract Services Manager to continue the trial extended opening period of Lochside Caravan Park from March 2000 to mid-January 20001.

The Report indicated that the 1999/2000 season at Lochside Caravan Park had proved to be very successful with the extended opening proving to be popular with users in October and November 1999 and January 2000. While December had not proved so popular with users, the park had been very busy over the Christmas period.

The Committee, for its interest, agreed:-

  1. to note the contents of the Report; and
  2. to homologate the decision of the Contract Services Manager to continued the trial extended opening of Lochside Caravan Park from early 2000 to mid-January 2001.

11. RISK OF ACCIDENTS

With reference to Article 6 of the minute of meeting of this Committee of 29 February 2000, the Contract Services Manager tabled examples of procedures, including Risk Assessments and Control of Substances Hazardous to Health, currently in place within Contract Services to minimise the risk of accidents. Copies of the full procedures had been placed in the Members Lounge.

The Committee agreed to note the position.

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