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ANGUS COUNCIL

MINUTE of MEETING of the PERSONNEL AND PROPERTY SERVICES COMMITTEE held in the Town and County Hall, Forfar on Wednesday, 30 April 1996 at 4.15 pm.

Present: Councillors ROB MURRAY, WILLIAM MIDDLETON, GEORGE ALLAN, JOHN GIBB, IAN HUDGHTON, ALEX KING, Mrs RENATE LAMONT, GLENNIS MIDDLETON, BRIAN M C MILNE, STEWART MOWATT, RICHARD SPEIRS and THOMAS I N YOUNG.

Apology: An apology for absence was intimated on behalf of Councillor Mrs KATHLEEN RITCHIE.

Councillor MURRAY, Convener, in the Chair.

1. MINUTE OF PREVIOUS MEETING

The minute of meeting this Committee of 4 April 1996 was approved as a correct record and signed by the Convener.

2. MINUTES OF MEETINGS OF APPEALS SUB-COMMITTEES

The minutes of meetings of the Appeals Sub-Committee of 25 March and 24 April 1996 (copies of which are appended hereto APPENDICES I and II respectively) were submitted for information and noted.

3. DEVOLVED SCHOOL MANAGEMENT

With reference to Article 2 of the minute of meeting of the Education Committee of 20 December 1995, there was submitted Report No 177/96 by the Director of Education, the terms of which had been approved by the Education Committee at its meeting on 23 April 1996.

The Committee, for its interest, agreed that:-

(i) the post of Clerical Assistant (No 07/10) be deleted from the Education Department’s establishment;

(ii) each of the current posts of Clerical Assistant (GS2) in the 20 primary schools and departments listed in Appendix 1 be regraded Senior Clerical Assistant (GS3) with effect from 19 August 1996;

(iii) the additional clerical support hours for DSM schools described in Appendix 2 of the Report be adopted; and

(iv) the two posts of Accounting Technicians (Posts No 07/03 and 07/04) currently within the departmental structure be redesignated Accounting Technician/Accountant and regraded on Spinal Column Points 13-38.

4. EUROPEAN ACTIVITIES - STAFFING STRUCTURES

There was submitted joint Report No 235/96 by the Chief Executive and Director of Planning, Transport and Economic Development which had previously been considered by the Economic Development Committee on 18 April 1996.

After hearing Councillor Hudghton speak in favour of the Report and the possible resultant benefits to be gained, the Committee agreed:-

(i) that an additional post of European Services Manager be created, reporting to the Economic Development Manager and having responsibility for the supervision of the European Officer; and

(ii) that recruitment for this post be commenced at the earliest date.

5. CHIEF EXECUTIVE’S DEPARTMENT - POST OF RECEPTIONIST/CLERICAL ASSISTANT

There was submitted joint Report No 276/96 by the Chief Executive and Director of Personnel on the proposed establishment of a post of Receptionist/Clerical Assistant in the Chief Executive’s Department to take account of circumstances resulting from the relocation of elected member support staff to 5 The Cross, Forfar.

The Committee agreed:-

(i) to approve the establishment of a post of Receptionist/Clerical Assistant within the Corporate Support Unit of the Chief Executive’s Department graded GS1/2; and

(ii) to note that the costs would be contained within the 1996/97 Revenue Budget.

6. COUNCIL SAFETY MANAGER - REPRESENTATION ON OCCUPATIONAL HEALTH AND SAFETY LEAD BODY

There was submitted Report No 300/96 by the Director of Personnel intimating that COSLA had approached the Council in order to invite its Safety Officer, Mr C McGlade, to take up an appointment as a member of the National Occupational Health and Safety Lead Body, which was responsible for the development, promotion and implementation of occupational standards for the health and safety profession.

The Committee noted Mr McGlade’s appointment.

7. FINANCE DEPARTMENT STAFFING - AUDIT/VFM AND INSURANCE/RISK MANAGEMENT

With reference to Article 4 of the minute of the meeting of the Finance and Information Technology Committee of 30 April 1996, there was submitted Report No 268/96 by the Director of Finance on proposed amendments to the staffing structure within the Internal Audit/VFM Section and the Insurance and Risk Management Section of the Financial Policy Division.

For its interest, the Committee approved the recommendations as detailed in the Report.

8. EXCLUSION OF PRESS AND PUBLIC

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

9. CHANGE TO CULTURAL SERVICES ESTABLISHMENT

With reference to Article 10 of the minute of meeting of the Recreation and Cultural Services Committee of 18 April 1996, there was submitted Report No 241/96 by the Director of Cultural Services and Director of Personnel on proposed alterations to the establishment of Cultural Services Headquarters.

The Committee agreed, for its interest, that the post of Administration Assistant, presently vacant, be replaced by a post for a Word Processing Operator.

10. OVERTIME - DEPARTMENT OF LAW AND ADMINISTRATION

With reference to Article 1 of the minute of meeting of this Committee of 4 April 1996 there was submitted Report No 274/96 by the Director of Personnel on payment of overtime.

The Committee agreed to compensate employees within the Committee Services Section and Legal Services Section of the Department of Law and Administration who, as part of their duties, were required to attend meetings of Council Committees, outwith normal working hours, for such overtime in accordance with the Council policy.

11. SCHEDULE OF NEW LEASES/LEASE RENEWALS

There was submitted and noted Report No 299/96 by the Director of Property Services on the outcome of negotiations in respect of new leases/lease renewals for the following property:-

Baden Powell Road, Kirkton Industrial Estate, Arbroath,

Monikie Country Park and

Tannage Brae, Kirriemuir.

12. PROPOSED ACQUISITION OF SITE AT SHANWELL ROAD/BALMACHIE ROAD, CARNOUSTIE

There was submitted Report No 298/96 by the Director of Property Services on negotiations for the acquisition of a site measuring 280m2 or thereby at Shanwell Road/Balmachie Road, Carnoustie required in order to improve visibility at the junction.

The Committee agreed to the acquisition of the above site on the provisional terms and conditions as detailed in the Report.

13. PROPOSED DISPOSAL OF FORMER SCHOOL, SCHOOLHOUSE AND GARDEN, MENMUIR

There was submitted Report No 295/96 by the Director of Property Services on the outcome of marketing the former School, Schoolhouse and garden at Menmuir, by Brechin.

The Committee agreed to dispose of the property to Miss Jennifer Tait on the provisional terms and conditions detailed in the Report.

14. PROPOSED DISPOSAL OF FORMER ROADS DEPOT, TIMMERGREENS, ARBROATH

There was submitted Report No 296/96 by the Director of Property Services on the outcome of marketing the former Roads Depot at Timmergreens, Arbroath.

The Committee agreed to the disposal of the property to Taycon Construction Limited on the provisional terms and conditions detailed in the Report.

15. PROPOSED LEASE OF FIRST FLOOR OFFICES AT GORDON PARK, KIRRIEMUIR - COMMUNITY EDUCATION

There was submitted Report No 297/96 by the Director of Property Services on the proposal to lease a first floor office suite at Gordon Park, Kirriemuir for use by the Community Education Service in Kirriemuir.

The Committee agreed that the Council enter into a new lease of the above accommodation on the provisional terms and conditions as detailed in the Report.

16. CURRENT CONTRACTUAL ARRANGEMENTS AND FUTURE RATIONALISATION

There was submitted Report No 293/96 by the Director of Property Services on proposed action to regularise contractual arrangements with regard to the execution of property services to non-housing Council properties.

The Committee agreed that the Director of Property Services be authorised:-

(i) to continue to utilise the contractual arrangements and Standing Lists of Contractors previously established by the demitting authorities for a short period, extending contracts where appropriate, to ensure continuity of service; and

(ii) to review and rationalise the arrangements to produce a single range of contracts and Standing Lists of Contractors, reporting back to Committee on the action taken, and to submit a Standing List of Contractors for approval.

17. NON-HOUSING PROPERTY MAINTENANCE - FUNDING ARRANGEMENTS

There was submitted Report No 294/96 by the Director of Property Services on funding arrangements and levels for non-housing property maintenance, and the implications of the decisions taken in accordance with the budget exercise.

The Committee agreed that the Director of Property Services be authorised:-

(i) to identify priority property repair projects, principally in Education and Social Work, to a maximum value of £350,000 to be financed from the Renewal and Repairs Fund in the financial year 1996/97; and

(ii) to prioritise the programme of work required to maintain Council properties in 1996/97 and, in conjunction with the Director of Finance to identify how these priorities might be financed in financial year 1996/97 and the consequent impact for 1997/98.