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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 20 August 2002 at 4.00 pm.

Present: Councillors BILL CROWE, IAN ANGUS, FRANK ELLIS, JOY MOWATT, GEORGE NORRIE MBE, BILL ROBERTON and RICHARD SPEIRS.

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 and 3 so as to avoid disclosure of information which was exempt in terms of Part 1 of Schedule 7A of the Local Government (Scotland) Act 1973, paragraph 1.

2. VEHICLE FLEET SERVICES

With reference to Article 2 of the minute of meeting of the Environmental and Consumer Protection Committee of 13 August 2002, there was submitted Joint Report No 896/02 by the Director of Environmental and Consumer Protection and Contract Services Manager with regard to the work undertaken by the Group established to examine the Fleet Vehicles Study Phase II VFM. The Report proposed implementation of an integrated and composite unit to deliver comprehensive fleet vehicle services to all operational vehicle users and leased car drivers within the full range of Council Departments.

The Report indicated that car leases and the general Council fleet management were currently operated in isolation with no inter-relationship in terms of policy or procurement and no overall co-ordinated fleet management strategy. A value for money study on car leasing and loans recognised that there might be economies of scale available if the whole Council fleet management was considered as a component activity with a common approach to strategy and a shared management and administrative arrangement.

The Committee, for its interest, agreed:-

  1. to integrate, within a composite unit, all vehicle-related provision under the managerial responsibility of the Director of Environmental and Consumer Protection;
  2. to transfer the budget provision for the vehicle maintenance of workshop function in full from Contract Services to Environmental and Consumer Protection, with the Contract Services net surplus target being reduced by £18,000 in a full year with regard to the vehicle maintenance workshop profit level and the Environmental and Consumer Protection Departmental Revenue Budget being reduced by a commensurate amount;
  3. to note that the Contract Services Manager, with co-operation and assistance from the Director of Environmental and Consumer Protection, would absorb all management overhead costs currently incurred which were not transferable to Environmental and Consumer Protection;
  4. to approve 1 November 2002 as the implementation date of the revised management arrangement;
  5. to establish the posts of Fleet Manager (AP8), Fleet Customer Adviser (AP2) and Accounts Assistant (GS3) within the Environmental and Consumer Protection Department; and
  6. to delete the post of Vehicle Centre Manager.

3. APPROVAL OF APPOINTMENT UNDER STANDING ORDER NO 49

There was submitted Report No 937/02 by the Contract Services Manager seeking approval, in accordance with Standing Order No 49, to the appointment of a relative of a Chief Officer to the position of full-time Leisure Attendant, Grade MW2.

The Committee noted the contents of the Report and approved the appointment of Mr Scott Zimny to the post of Leisure Attendant Grade MW2.

4. MINUTE OF PREVIOUS MEETING

The minute of meeting of this Committee of 4 June 2002 was approved as a correct record and signed by the Convener.

5. CLEANSING SERVICE ­ CHANGES TO STAFFING ESTABLISHMENT

There was submitted Report No 938/02 by the Contract Services Manager regarding changes to the existing establishment within the Council's Cleansing service and sought approval to establish two posts of Technical Assistant to satisfy operational requirements.

The Report advised that the postholders would be responsible for providing technical/logistical information for the Refuse Collection/Street Sweeping/Recycling routes with recommendations for improvements and cost saving rescheduling. They would also assist with Health and Safety inspections and risk assessments, basic training/induction of employees and would assist the Operations Manager with regard to initiatives in regard to expanding the recycling within Angus to meet national targets.

The Committee agreed to note the contents of the Report and approve the establishment of two posts of Technical Assistant, Tech 2.

6. LEISURE MANAGEMENT SPECIAL PROMOTION

With reference to Article 8 of the minute of meeting of this Committee of 23 April 2002, there was submitted Report No 939/02 by the Contract Services Manager and Director of Leisure Services advising the Committee of the Routes to Leisure Trailblazer special promotion to encourage additional use of the Council's Leisure facilities.

The Report indicated that the promotion was based around a monthly card and the new Routes to Leisure swipe card. The monthly cards would be available for purchase in July and August 2002 and would give the customer unlimited access to individual activities and centre-run classes. The customer would be able to purchase the card on any day during July and August 2002 and the card would be valid for one calendar month.

The Contract Services Manager advised the Committee that, so far, 879 cards had been issued and the promotion was proving popular.

The Committee agreed to note the contents of the Report.

7. SICKNESS ABSENCE ­ APRIL TO JUNE 2002

With reference to Article 6 of the minute of meeting of this Committee of 4 June 2002, there was submitted Report No 940/02 by the Contract Services Manager which detailed sickness absence within Contract Services for the period April to June 2002, compared with the same period in 2001.

The Committee agreed to note the contents of the Report and that this information would be produced on a quarterly basis.

8. OVERTIME INCURRED FOR FINANCIAL YEAR 2001/2002

With reference to Article 5 of the minute of meeting of this Committee of 14 August 2001, there was submitted Report No 941/02 by the Contract Services Manager which detailed the levels of overtime incurred by Contract Services for the financial year 2001/2002, compared with 2000/2001.

The Report concluded that although, at first glance, the overtime level appeared high, it should be considered in comparison with the overall turnover of £11 million and a workforce of approximately 550. As Contract Services was a labour intensive activity, it was considered that the expenditure on overtime was at an acceptable level.

The Committee agreed to note the contents of the Report.

9. FINANCIAL PERFORMANCE 2001/2002

With reference to Article 6 of the minute of meeting of this Committee of 26 February 2002, there was submitted Joint Report No 942/02 by the Contract Services Manager and the Director of Finance informing the Committee of the unaudited financial performance by Contract Services in the financial year 2001/2002.

The Report indicated that there were several adjustments that required to be made to the operating surplus of £557,000 to comply with the Accounting Code of Practice.

Under Capital Accounting arrangements users of assets were charged for the use of those assets no matter how financed. The charge for the year in respect of assets used by Contract Services was £96,000. This charge was reflected in the revised budget target figure of £278,000. In addition, expenditure funded by the Repairs and Renewals Fund had to be charged to the Service Department during the year-end accounting procedures. The amount for Contract Services for the year was £63,000 as detailed in the Report, and similarly was also reflected in the revised budget target figure.

The Committee noted the contents of the Report and agreed that the 2001/2002 performance had been very satisfactory resulting in a contribution of £356,000 to Angus Council's General Fund, which exceeded the revised budgeted target by £78,000.

10. ACADEMIC TRAINING

With reference to Article 6 of the minute of meeting of this Committee of 14 August 2001, there was submitted Report No 943/02 by the Contract Services Manager advising the Committee of the overall level of support given by Contract Services to staff seeking academic qualifications in the financial year 2001/2002.

The Report indicated that ten employees were currently being supported in respect of various qualifications.

The Committee agreed to note the contents of the Report.

11. SERVICE PLAN 2002-2005

With reference to Article 10 of the minute of meeting of this Committee of 14 August 2001, there was submitted Report No 944/02 by the Contract Services Manager advising the Committee of the production of the Service Plan for the Contract Services Department for the period 2002 ­ 2005.

The Plan detailed the current status of Contract Services and outlined the priority actions required to be undertaken in the financial years 2002 ­ 2005. The Plan would be constantly reviewed and amended to register the development of the Service, the progress made in achieving its objectives and, as necessary, the establishment of new objectives.

The Committee agreed:-

  1. to note the contents of the Contract Services Development Service Plan for the period 2002-2005; and
  2. to note that specific issues would be brought before the Committee, as required.

12. ANNUAL HEALTH AND SAFETY REPORT ­ APRIL 2001 ­ MARCH 2002

With reference to Article 3 of the minute of meeting of this Committee of 14 August 2001, there was submitted Report No 945/02 by the Contract Services Manager advising the Committee of significant health and safety issues relating to the Contract Services Department which had occurred during the year 2001/2002 and setting out a Health and Safety Action Plan for the coming year. The Report advised that Safe Working Practices had generally improved throughout the year through consultation with staff.

The Committee agreed to note the contents of the Report.

13. LEISURE FACILITIES' USER FIGURES APRIL ­ JUNE 2002

With reference to Article 12 of the minute of meeting of this Committee of 4 June 2002, there was submitted Joint Report No 946/02 by the Contract Services Manager and the Director of Leisure Services informing the Committee of the current usage levels within the various leisure facilities and caravan parks operated by Angus Council for the period April to June 2002. The Report also gave details of comparative figures for the previous year.

The Report advised that the reduction in football pitch bookings was due to the increase in leagues arranging the use of pitches themselves without making an official booking. This was being addressed by Leisure Services.

The Committee, for its interest, agreed to note the contents of the Report and that this information would be produced on a quarterly basis.

14. BEST KEPT WAR MEMORIAL

There was submitted and noted Joint Report No 964/02 by the Director of Leisure Services and the Contract Services Manager advising that Monifieth War Memorial had been successful in achieving first place in the Best Kept War Memorial competition organised by the Angus and Perthshire Area Council of the Royal British Legion, Scotland.

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