Angus CouncilTel: 03452 777 778

ANGUS COUNCIL

MINUTE of MEETING of the PERSONNEL AND PROPERTY SERVICES COMMITTEE held in the Town and County Hall, Forfar on Tuesday, 22 October 1996 at 4.12 pm.

Present: Councillors ROB MURRAY, WILLIAM MIDDLETON, GEORGE ALLAN, JOHN GIBB, IAN HUDGHTON, ALEX KING, GLENNIS MIDDLETON, STEWART MOWATT, Mrs KATHLEEN RITCHIE and THOMAS I N YOUNG.

Apologies: Apologies for absence were intimated on behalf of Councillors RENATE LAMONT, BRIAN MILNE and RICHARD SPEIRS.

Councillor MURRAY, Convener, in the Chair.

1. MINUTE OF PREVIOUS MEETING

The minute of meeting of this Committee of 3 September 1996 was accepted as a correct record and signed by the Convener.

2. DISCIPLINARY AND GRIEVANCE PROCEDURES - CHIEF EXECUTIVE, CHIEF OFFICERS AND HEADS OF SERVICE

There was submitted Report No 842/96 by the Director of Personnel on proposed disciplinary and grievance procedures for the Chief Executive, Chief Officers and, in respect of the grievance procedure only, Heads of Service.

The Committee agreed:-

(i) to approve the grievance procedure for the Chief Executive as outlined in Appendix 1 to the Report;

(ii) to approve the grievance procedure for Chief Officers and Heads of Service as outlined in Appendix 2 to the Report;

(iii) to approve the disciplinary procedure for Chief Officers as outlined in Appendix 3 to the Report; and

(iv) to note the terms of the disciplinary procedure for the Chief Executive as outlined in Appendix 4 to the Report.

3. HEALTH AND SAFETY (DISPLAY SCREEN EQUIPMENT) REGULATIONS 1992 - COUNCIL OBLIGATIONS

With reference to Article 14 of the minute of meeting of the Finance and Information Technology Committee of today’s date, there was submitted Report No 899/96 jointly prepared by the Directors of Information Technology, Personnel and Property Services seeking approval for measures to be taken to meet the Council’s obligations under the Health and Safety (Display Screen Equipment) Regulations 1992.

The Committee agreed, for its interest:-

(i) to note the Council’s principal obligations under the Health and Safety (Display Screen Equipment) Regulations 1992 and the proposed arrangements to meet these; and

(ii) to approve the measures taken to meet these obligations in respect of the identification of defined users, the assessment of workstations, training, eyesight testing and the provision of corrective appliances.

4. GENERAL STATEMENT OF POLICY ON EMPLOYEE TRAINING AND DEVELOPMENT

There was submitted Report No 901/96 by the Director of Personnel together with a proposed general statement of policy on employee training and development, which had been the subject of consideration by the Member/Officer Working Group on "Valuing Staff".

The Committee agreed to approve the statement as appended to the Report.

5. EDUCATION DEPARTMENT - ESTABLISHMENT OF POST OF SUPPORT WORKER

With reference to Article 12 of the minute of meeting of the Education Committee of 15 October 1996, there was submitted Report No 840/96 prepared jointly by the Directors of Education and Personnel proposing the establishment of one post of Support Worker, to be jointly funded with the YMCA, Montrose.

The Committee agreed to approve the establishment of one post of Support Worker on grade AP1.

6. CHANGES TO ESTABLISHMENT - FORFAR HOUSING OFFICE

With reference to Article 14 of the minute of meeting of the Housing Committee of 24 September 1996, there was submitted Report No 743/96 jointly prepared by the Directors of Housing and Personnel on proposed changes to the current staffing establishment within the Housing Office at Forfar.

The Committee agreed:-

(i) to regrade Post No 08/03, Benefit Officer, from grade AP2 to grade AP1;

(ii) to regrade Post No 08/04, Benefit Assistant, from grade GS3 to grade GS1/2; and

(iii) to re-designate and regrade one post of Collector from grade GS1/2 to Senior Collector, grade AP1, and that this post be filled internally from within the Forfar Housing Office.

7. DIRECTOR OF PERSONNEL - APPOINTMENT OF LINK ADVISER

There was submitted Report No 902/96 by the Director of Personnel intimating that she had been invited, by COSLA, to become a Link Adviser for the period 1996/99.

The Committee agreed to approve the acceptance of the invitation by the Director of Personnel.

8. MONIFIETH ACCESS OFFICE - STAFFING ARRANGEMENTS

With reference to Article 15 of the minute of meeting of the Policy and Resources Committee of 10 September 1996, there was submitted Report No 888/96 prepared jointly by the Directors of Personnel and Housing outlining the proposed staffing structure for the Monifieth Access Office, which would combine both housing and information services, and ensure the provision of a cohesive service to the public.

The Committee agreed to approve the establishment of the following posts within the Monifieth Access Office:-

(i) one post of Access Co-ordinator, Grade AP2;

(ii) one post of Senior Access Assistant, Grade AP1; and

(iii) four posts of Access Assistant, Grade GS1/2.

9. EARLY RETIREMENT SCHEME

With reference to Article 2 of the minute of meeting of this Committee of 4 April 1996, there was submitted Report No 898/96 by the Director of Personnel detailing proposals on a scheme for Early Retirement and Voluntary Redundancy within Angus Council for the period until 31 March 1997, following which it would be reviewed.

The Committee agreed:-

(i) to adopt the Early Retiral/Voluntary Redundancy Scheme as outlined in the Report, for the period until 31 March 1997; and

(ii) to delegate authority to the Chief Executive and the Director of Personnel to approve requests under the Scheme as outlined, in consultation with the Director of Finance, Director of Law and Administration and the Chief Officer of the applicant’s department.

10. PHOTOCOPYING CONTRACT

With reference to Article 10 of the minute of meeting of this Committee of 28 February 1996, there was submitted Report No 843/96 by the Director of Personnel advising on the composite photocopying contract in which Angus Council, Dundee City Council, Perth and Kinross Council and other qualifying bodies were participants.

The Committee noted:-

(i) that the photocopying contract had been awarded to Rank Xerox (UK) Limited;

(ii) that the contract was for a four year period from 1 October 1996 to 30 September 2000; and

(iii) that the contract had been awarded on the basis of an inclusive unit cost of 0.92 pence per copy, that price being fixed for the duration of the contract.

11. DELEGATED BUILDING WORKS - QUARTERLY REPORT

In accordance with Financial Regulation 13.1.5, there was submitted Report No 780/96 by the Director of Property Services giving details of tenders accepted and orders placed by him under paragraphs 2C(11) and 15(2) of the Scheme of Delegation to Officers (ie orders up to £50,000) and Financial Regulations (Appendix 1) in the period from 1 May 1996 to 27 August 1996.

The Committee noted the contents of the Report.

12. NON-HOUSING PROPERTY MAINTENANCE - FUNDING ARRANGEMENTS 1996/97 - PROGRAMME OF WORKS

With reference to Article 12 of the minute of meeting of the Finance and Information Technology Committee held earlier today, there was submitted Report No 781/96 by the Director of Property Services on the programmes of non-housing property maintenance work to be undertaken as a result of budgetary provision in the Renewal and Repairs Funds as detailed in the Report.

The Committee, for its interest, agreed to approve the terms of the Report.

13. PROGRESS REPORT ON CONSTRUCTION PROJECTS 1996/97

There was submitted and noted Report No 814/96 by the Director of Property Services reviewing progress on projects up to the end of September 1996.

14. EXCLUSION OF PUBLIC AND PRESS

The Committee resolved that the public and press should be excluded during consideration of the following items so as to avoid the possible disclosure of exempt information as defined in Part 1 of Schedule 7A to the Local Government (Scotland) Act 1973, Paragraphs 6, 8, 9 and 10.

15. RIVERVIEW CARAVAN PARK, MONIFIETH

With reference to Article 4 of the minute of meeting of the Recreation and Cultural Services Committee of 10 October 1996, there was submitted Report No 863/96 by the Director of Recreation Services on the proposal to lease the Caravan Park at Riverview, Monifieth to a potential tenant.

The Committee, for its interest, agreed that the Director of Recreation Services enter into detailed discussions with the interested party, regarding the viability of a lease agreement at Riverview Caravan Park, Monifieth.

16. PROPERTY TRANSACTIONS

There was submitted Report No 807/96 by the Director of Property Services regarding the outcome of negotiations in connection with various property transactions, details of which were set out in the Schedules to the Report.

The Committee agreed to note the conclusion of the transactions on the terms and conditions set out in the Schedules to the Report.

17. PROPOSED APPOINTMENT OF EXTERNAL CONSULTANTS

With reference to Article 21 of the minute of meeting of this Committee of 11 June 1996, there was submitted Report No 808/96 by the Director of Property Services on the proposed appointment of external consultants for various property valuations and negotiation matters.

The Committee agreed:-

(i) to note that the position remained unaltered with regard to valuations in connection with Council House Sales and the handling of rating appeals and that this did not require further consideration; and

(ii) to invite applications for the provision of all estates services of a non-confidential nature, for a period of three years, subject to criteria being agreed on levels of satisfactory performance; and in the meantime, to extend the existing contracts for a further two months.

18. BRECHIN CANNERY DEVELOPMENT - BRECHIN BUSINESS CENTRE

With reference to Article 7 of the minute of meeting of Angus Council of 19 September 1996, there was submitted Report No 892/96 by the Director of Property Services detailing tenders received in respect of the former Brechin Cannery and Brechin Business Centre.

The Committee agreed:-

(i) to approve the acceptance of the tender from Muirfield (Contracts) Ltd, Dundee for the design and construction of the several works in the amount of £223,957.70, subject to the following:-

(a) a formal written agreement regarding the transfer of resources between Scottish Enterprise Tayside and Angus Council being successfully concluded,

(b) the receipt of statutory approvals, and

(c) the completion of a Duty of Care agreement between the Contractor’s professional consultants and the Council;

(ii) to approve the estimated total cost of £258,958 (at out-turn prices);

(iii) to note that Scottish Enterprise Tayside was to part fund the project as detailed in the Report;

(iv) to note that the project was eligible for a grant from the European Union under the Objective 5B Scheme at 40%;

(v) to note that an allowance of £140,000 had been made for this project in the approved 1996/97 Capital Estimates per the Final Revenue and Capital Budgets Volume; and

(vi) to note that the additional net revenue expenditure arising from this project (first full year 1998/99) was as follows:-

Loan charges on the Council’s contribution to the project (calculated over 40 years) £13,300 per annum
Less
Estimated revenue from Council’s portion of rentals (excluding the cost of servicing, cleaning, maintenance and insurance) £ 9,900 per annum
Net additional cost £ 3,400 per annum