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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 6 March 2001 at 4.00 pm.

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

Councillor CROWE, Convener, in the Chair.

Prior to the commencement of business, the Convener stated that the reason the meeting which had been scheduled for Tuesday 27 February had to be postponed until today, was because of severe weather conditions.

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

2. SUPPLY OF GROUND MAINTENANCE MACHINERY AND HAND OPERATED EQUIPMENT

With reference to Article 5 of the minute of meeting of this Committee of 18 August 1998, there was submitted Report No 246/01 by the Contract Services Manager on tenders received for the supply of ground maintenance machinery and hand operated equipment.

The Report indicated that the Contract Services Manager, in consultation with the Director of Finance, had awarded the contracts to the firms detailed in the Report, as they provided value for money.

The Committee agreed:-

  1. to homologate the action taken by the Contract Services Manager to award the tenders, as detailed in the Report; and
  2. to approve the virement proposals as detailed in Section 3 of the Report.

3. SUPPLY AND DELIVERY OF FERTILISERS AND CHEMICALS

There was submitted Report No 247/01 by the Contract Services Manager on tenders received for the supply and delivery of fertilisers and chemicals for financial year 2001/2002.

Though in previous years one supplier had been appointed for these materials, analysis of the current tenders had shown that the requirements of the department ­ taking into account price and specification ­ were best met by purchasing from three different companies, as follows:

Rigby Taylor £ 4,155.51
North Eastern Farmers £ 7,878.40
Aitkens £ 580.02
Total £12,613.93

The Committee agreed to approve the awarding of the contract to Rigby Taylor, North Eastern Farmers and Aitkens to ensure value for money.

4. EXTENSION OF VENDING SERVICES CONTRACT

With reference to Article 4 of the minute of meeting of this Committee of 30 May 2000, there was submitted Report No 248/01 by the Contract Services Manager seeking homologation of his decision to extend the contract for the provision of vending services, currently with Myrtle Coffee Services, until 1 June 2002.

The Committee agreed:-

  1. to note the contents of the Report; and
  2. to homologate the Contract Services Manager's decision to extend the current contract for the provision of vending services.

5. FINANCIAL PERFORMANCE FROM 1 APRIL TO 31 DECEMBER 2000

With reference to Article 3 of the minute of meeting of this Committee of 16 January 2001, there was submitted Joint Report No 249/01 by the Contract Services Manager and Director of Finance informing the Committee of the financial performance of Contract Services from 1 April to 31 December 2000.

The Report gave details of the Department's performance and it was noted that assuming no unforeseeable events occurred, the target surplus for the year would be achieved.

The Committee agreed to note the contents of the Report.

6. MINUTE OF PREVIOUS MEETING

The minute of meeting of this Committee of 16 January 2001 was approved as a correct record and signed by the Convener.

7. SICKNESS ABSENCE - OCTOBER-DECEMBER 2000

With reference to Article 3 of the minute of meeting of this Committee of 14 November 2000, there was submitted Report No 250/01 by the Contract Services Manager which detailed sickness absence within Contract Services for the period 1 October to 31 December 2000, compared with the same period in 1999.

The Committee agreed to note the contents of the Report.

8. QUALITY ACCREDITATION

With reference to Article 9 of the minute of meeting of this Committee of 18 April 2000, there was submitted Report No 251/01 by the Contract Services Manager seeking approval to continue with the Quest Scheme within Leisure Management and for permission to apply for renewal of Quest registration for five of the Council's leisure facilities.

The Report indicated that Quest registration for Arbroath Sports Centre, Brechin Leisure Centre, Carnoustie Leisure Centre, Lochside Leisure Centre, Forfar and Saltire Leisure Centre, Arbroath was due for renewal during the month of June 2001. The Scheme had brought many benefits and good national publicity to the Department and Angus Council in general, by ensuring that Contract Services Leisure Management Section remained at the forefront of the leisure industry.

The Committee agreed that Quest Registration be sought for the five facilities, at a cost of £4,000.

9. QUALITY ACCREDITATION IN GROUND MAINTENANCE ­ UPDATE

With reference to Article 6 of the minute of meeting of this Committee of 3 October 2000, there was submitted Report No 252/01 by the Contract Services Manager informing members of the progress made to date to attain BS EN ISO 9002 Quality Accreditation for ground maintenance activities.

The Committee agreed to note the contents of the Report.

10. STREET SWEEPING ­ CHEWING GUM REMOVAL

There was submitted Joint Report No 253/01 by the Contract Services Manager and the Director of Environmental and Consumer Protection advising members on proposed improvements to street cleaning.

The Report advised that Contract Services and the Environmental and Consumer Protection Department proposed to hire the "Gumbuster" on an annual basis for up to a period of three months. Over the years, various types of chewing gum removal techniques had been tried and the "Gumbuster" had been found to be the most effective and value for money system.

Following discussion, during which all members expressed concern at the problems which chewing gum caused on precinct areas and pavements, the Committee agreed:-

  1. to note the contents of the Report; and
  2. to hire the "Gumbuster" on an annual basis for up to a period of three months.

11. REFUSE COLLECTION ­ AUDIT OF SERVICE

With reference to Article 11 of the minute of meeting of the Environmental and Consumer Protection Committee of 20 February 2001, the Committee was advised that the Accounts Commission for Scotland (now Audit Scotland) National Audit of DSO/Client Monitoring of Refuse Collection had recommended that the client service had a duty to report the volume, source and nature of complaints, so that service failures could be monitored efficiently. It was also recommended that this information should be reported to members on an annual basis, with summary details of action taken to resolve consumer concerns.

The Committee agreed to note the position for its interest and that a statistical analysis of complaints had been placed in the Members' Lounge.

The following matter was, on determination of the Convener, dealt with as a matter of urgency, in order that the Committee could be advised of the current position.

12. FOOT AND MOUTH OUTBREAK

The Contract Services Manager advised the Committee on the measures that were being taken to assist the farming community during the recent outbreak of foot and mouth disease and that in order to avoid any risk of contamination, refuse vehicles would not be travelling up farm roads and the caravan park at Lochside Leisure Centre, Forfar would remain closed at present.

The Committee agreed to note the position.