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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 Tuesday, 10 June 1997 at 4.00 pm.

Present: Councillors ROB MURRAY, GEORGE ALLAN, JACK GIBB, IAN HUDGHTON, ALEX KING, Mrs RENATE LAMONT, STEWART MOWATT, RICHARD SPEIRS and THOMAS I N YOUNG.

Apologies: Apologies for absence were intimated on behalf of Councillors WILLIAM MIDDLETON, GLENNIS MIDDLETON, BRIAN MILNE and Mrs KATHLEEN RITCHIE.

Councillor MURRAY, Convener, in the Chair.

1. EXCLUSION OF PUBLIC AND PRESS

The Committee resolved in terms of Standing Order No 27(2) that the public and press be excluded during consideration of items 2-16 below, so as to avoid the disclosure of information which was exempt in terms of Part 1 of Schedule 7A to the Local Government (Scotland) Act 1973, Paragraphs 1, 6, 8, 9 and 10.

2. MONTROSE BASIN LOCAL NATURE RESERVE - PROPOSED 3 YEAR PARTNERSHIP PROJECT

With reference to Article 21 of the minute of meeting of the Recreation and Cultural Services Committee of 29 May 1997, there was submitted Report No 612/97 prepared jointly by the Directors of Recreation Services and Personnel proposing the formation of a partnership between Angus Council, Scottish Natural Heritage, Scottish Wildlife Trust, Montrose & District Wildfowling Club and the British Association for Shooting and Conservation for the purpose of employing a Countryside Ranger for a three year period at Montrose Basin Local Nature Reserve, to assist in achieving management requirements.

The Committee, for its interest, agreed to employ a Countryside Ranger, grade AP1/AP2, on a three year fixed term contract at Montrose Basin.

3. CONTRACT SERVICES/PERSONNEL DEPARTMENT: AMENDMENTS TO ESTABLISHMENT

With reference to Article 6 of the meeting of meeting of the Contract Services Committee of 27 May 1997, there was submitted Report No 628/97 prepared jointly by the Contract Services Manager and Director of Personnel seeking approval to transfer the post of Productivity Services Assistant from the Personnel Department to the Contract Services Department, following a review of the workload associated with this post.

The Committee agreed:-

(i) to note the terms of the Report; and

(ii) to approve the transfer of the post of Productivity Services Assistant (Post No 7/1) Grade AP3, from the Personnel Department to the Contract Services Department.

4. PROPERTY SERVICES DEPARTMENT - CHANGES TO ESTABLISHMENT - FINANCE AND SUPPORT SERVICES GROUP

There was submitted Report No 692/97 prepared jointly by the Directors of Property Services and Personnel detailing proposed changes to the staffing establishment within the Finance and Support Services Group of the Property Services Department, following the retirement of the former Accounts Officer and re-allocation of the workload.

The Committee agreed:-

(i) to the redesignation and regrading of Post No 04/11, Clerical Assistant, grade GS1/2 to Senior Clerical Assistant, grade GS3;

(ii) to the redesignation of Post No 01/06, Word Processor Operator to Senior Clerical Assistant; and

(iii) to the redesignation and regrading of Post No 04/09, Accounts Officer, grade AP2 to Clerical Assistant, grade GS1/2.

5. REVIEW OF ADMINISTRATIVE AND CLERICAL SUPPORT - HOUSING DEPARTMENT LOCAL OFFICES

With reference to Article 7 of the minute of meeting of the Housing Committee of 20 May 1997, there was submitted Report No 565/97 prepared jointly by the Directors of Housing, Personnel and Finance proposing amendments to the administrative and clerical support functions within various Housing Department Local Offices.

The Committee agreed:-

(i) that Post 06/17, Clerical Assistant, Arbroath Housing Office, be reduced from full-time to part-time (20 hours per week) retaining the salary of GS1/2;

(ii) that one Clerical Assistant post at the Arbroath Housing Office be redesignated as Senior Housing Assistant and regraded from GS1/2 to AP1; and

(iii) that one Cash Collector post at each of the Arbroath and Montrose Housing Offices be redesignated as Senior Collector and regraded from GS1/2 to AP1.

6. SCOTTISH HOMES STOCK DISPOSAL - HOUSING DEPARTMENT - STAFFING

With reference to Article 8 of the minute of meeting of the Housing Committee of 20 May 1997, there was submitted Report No 566/97 prepared jointly by the Directors of Housing, Personnel and Finance setting out the implications for staffing within the Housing Department as a result of the recent transfer of Scottish Homes housing stock to Angus and Hillcrest Housing Associations.

The Committee agreed that two full time equivalent posts, having now been identified as surplus to requirements, be redeployed as detailed in the Report.

7. EDUCATION DEPARTMENT: REVIEW OF DEPARTMENTAL STAFFING STRUCTURE

With reference to Article 2 of the minute of meeting of the Education Committee of 3 June 1997, there was submitted Report No 632/97 prepared jointly by the Directors of Education and Personnel outlining proposed changes to the designations and grades of certain posts as a result of an organisational restructuring of the Education Department.

The Committee agreed:-

(i) to delete Post No 01/03, Head of Educational Services, Grade SCP 27;

(ii) to delete Post No 04/05, WP Operator, Grade GS3;

(iii) to redesignate Post No 04/01, Support for Learning Officer - Teachers’ Conditions of Service - Grade AHT Secondary, as Principal Officer (Support for Learning) Grade SCP49-52;

(iv) to regrade Post No 04/03, Special Educational Needs Admin Assistant, Grade AP2 to Grade AP3;

(v) to redesignate Post No 07/01, Finance Officer, Grade SCP42-45 as Principal Officer (Finance), Grade SCP49-52;

(vi) to redesignate Post No 09/01, Client Monitoring Officer, Grade SCP42-45 as Principal Officer (Physical Resources), Grade SCP49-52;

(vii) to regrade Post No 01/06, Director’s Secretary, Grade AP1 to Grade AP2;

(viii) to establish a new Post 01/07 of part time Clerical Assistant (0.6 fte) working within the Central Support Unit; and

(ix) to redesignate either Post No 02/09, Admin Assistant - Staff Training, or Post No 05/01, Admin Assistant - Specialist Services, as Admin Assistant - School and Community Support, Grade AP3, the post holder to be selected by competitive interview from one of the two existing postholders of Posts 02/09 and 05/01.

8. BRUCE HOUSE, ARBROATH - LOOSE FURNITURE AND EQUIPMENT

With reference to Article 6(b) of the minute of meeting of the Policy and Resources Committee of 18 March 1997, there was submitted Report No 582/97 by the Director of Property Services on tenders received in respect of loose furniture and equipment at Bruce House, Arbroath.

The Committee agreed to homologate the action taken by the Convener, in consultation with the Director of Property Services:-

(i) to approve acceptance of the tenders for loose furniture and equipment in the total amount of £17,621.50;

(ii) to approve the estimated total cost of £19,768 (at out-turn prices);

(iii) to note that allowance for this project had been made in the Composite Capital Programme for 1997/98; and

(iv) to note that the additional revenue expenditure arising from this project (first full year 1998/99) was £2,300 in respect of loan charges.

9. REPLACEMENT FIRE CURTAINS - REID HALL, MONTROSE TOWN HALL AND WEBSTER THEATRE

With reference to Article 5(a) of the minute of meeting of this Committee of 29 April 1997, there was submitted Report No 637/97 by the Director of Property Services on tenders received in respect of the replacement of fire curtains at Reid Hall, Forfar; Montrose Town Hall and Webster Theatre, Arbroath.

The Committee agreed to homologate the action taken by the Convener, in consultation with the Director of Property Services:-

(i) to approve acceptance of the sole specialist tender for the replacement of fire curtains at Reid Hall, Forfar; Montrose Town Hall and Webster Theatre, Arbroath, from Cease-Fire Protection, Perth, in the modified amount of £63,536.55;

(ii) to approve the estimated total cost of £64,937 (at out-turn prices); and

(iii) to note that funding for the project would be met from a supplementary allowance of £65,000 from the Property Maintenance Renewal and Repairs Fund for the financial year 1997/98.

10. BEACON TERRACE, FERRYDEN - DISPOSAL OF SITE

There was submitted Report No 669/97 prepared jointly by the Directors of Property Services and Housing detailing a request received for the purchase of a site and buildings extending to 165 sq m at Beacon Terrace, Ferryden.

The Committee agreed to note the disposal of the site together with the garage and store constructed thereon to the present tenant on the provisional terms and conditions detailed in the Report.

11. BROOMFIELD INDUSTRIAL ESTATE, MONTROSE - DISPOSAL OF GROUND

With reference to Article 4 of the minute of meeting of the Planning and Transport Policy Committee of 5 June 1997, there was submitted Report No 671/97 prepared jointly by the Directors of Property Services and Planning, Transport and Economic Development advising of the progress of the residential development on ground adjacent to Broomfield Industrial Estate and the disposal of an area of land to be used for access to the development.

The Committee agreed to note the disposal of the area of ground amounting to 310 sq m or thereby adjacent to Broomfield Industrial Estate to the persons and on the provisional terms and conditions detailed in the Report.

12. 4 LOWER CRAIGO STREET, MONTROSE - DISPOSAL OF SHOP

There was submitted Report No 670/97 prepared jointly by the Directors of Property Services and Housing detailing a request from the present tenant of the shop at 4 Lower Craigo Street, Montrose to purchase the property.

The Committee agreed to note the disposal of the shop at 4 Lower Craigo Street, Montrose to the present tenant on the terms and conditions detailed in the Report.

13. PROPERTY TRANSACTIONS

There was submitted Report No 672/97 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 Appendices to the Report.

The Committee agreed:-

(i) to note the conclusion of the negotiations for new and existing leases and rent reviews as set out in Appendices 1, 2 and 3 to the Report; and

(ii) to approve the appropriation on the terms and conditions as set out in Appendix 4 to the Report.

14. MAINTENANCE OF PROPERTIES - URGENT REPAIR AND JOBBING CONTRACTS FOR 1997/2000

With reference to Article 6 of the minute of meeting of this Committee of 17 April 1997, there was submitted Report No 699/97 by the Director of Property Services on tenders received for the Maintenance of Properties - Urgent Repair and Jobbing Contracts - for the period 1997 to 2000.

The Committee agreed:-

(i) to approve the placing of contracts for a 3 year period starting 11 June 1997, with the contractors listed for each trade and for each area as detailed in Appendix 1 to the Report;

(ii) to note that expenditure incurred would be contained within the allowance made for property maintenance in the approved revenue budget 1997/98 and within budgets to be approved for subsequent years;

(iii) to note the option to extend the contract for a period of up to 2 years at the discretion of the Council; and

(iv) to note that 8 of a total of 17 trades had been included in the Report, the remaining 9 trades having been previously considered.

15. FUNDING PROVISION FOR URGENT REPAIRS TO THE OLD KIRK, ARBROATH

There was submitted Report No 691/97 by the Director of Property Services seeking approval for the provision of funding from the Arbroath Common Good Fund to allow urgent repairs to be undertaken to the Old Kirk, Arbroath.

The Committee agreed:-

(i) to note the requirement for urgent repairs to be carried out to the Old Kirk, Arbroath;

(ii) to approve the bid for funding in the sum of £9,000 from the Arbroath Common Good Fund; and

(iii) to instruct the Director of Property Services to progress the repairs immediately.

16. MINUTE OF PREVIOUS MEETING

The minute of meeting of this Committee of 29 April 1997 was approved as a correct record and signed by the Convener.

17. INCREASED ESTABLISHMENT AT NORANSIDE PRISON

With reference to Article 11 of the minute of meeting of the Social Work Committee of 27 May 1997, there was submitted Report No 598/97 prepared jointly by the Directors of Social Work and Personnel proposing an increase in the staffing establishment for social work services provided at Noranside Prison, the additional expenditure for which would be fully funded by the Scottish Prison Service.

The Committee agreed to increase the established hours for Post No 04/11, Social Worker, from 18.5 hours per week to 37 hours per week.

18. REVIEW OF DAY CARE PROVISION FOR OLDER PEOPLE IN ARBROATH, CARNOUSTIE AND MONIFIETH

With reference to Article 7 of the minute of meeting of the Social Work Committee of 27 May 1997, there was submitted Report No 594/97 prepared jointly by the Directors of Social Work and Personnel seeking approval for the adoption, on a permanent basis, of the day care provision at Seaton Grove, Arbroath and the development of day care services in Camus House, Carnoustie.

The Committee agreed to the establishment of the following posts:-

Seaton Grove

(i) Senior Social Care Officer, SCP 27-30, 39 hours per week;

(ii) Social Care Officer, SCP 16-23, 58 hours per week;

(iii) Clerical Assistant, SCP 3-12, 18.5 hours per week;

(iv) Domestic Assistant, MW1, 48 hours per week; and

(v) Driver/Handyperson, MW4, 20 hours per week.

Camus House

(i) Social Care Officer, SCP 16-23, 29 hours per week; and

(ii) Domestic Assistant, MW1, 24 hours per week.

19. TRANSFER OF TECHNICAL AUDITOR POST FROM PROPERTY SERVICES TO FINANCE

There was submitted Report No 690/97 prepared jointly by the Directors of Finance, Property Services and Personnel seeking approval to implement a recommendation from the External Auditor to transfer the post of Technical Auditor, currently in the Property Services Department, to the Audit, VFM and Risk Team within the Financial Policy Division of the Finance Department.

The Committee agreed:

(i) to approve the terms of the Report; and

(ii) to transfer Post No 01/08 Principal Quantity Surveyor (Technical Audit) from the establishment of the Property Services Department to the establishment of the Finance Department.

20. FINANCE DEPARTMENT - CHANGES TO ESTABLISHMENT - INCOMES SECTION

There was submitted Report No 662/97 prepared jointly by the Directors of Finance and Personnel on proposed changes to the establishment within the Incomes Section of the Finance Department following the release of an employee under the terms of the Early Retiral/Voluntary Redundancy Scheme.

The Committee agreed:-

(i) to the deletion of Post No 07/07 Debtors Assistant, grade AP1;

(ii) to the regrading of a post of Debtors Assistant from grade GS1/2 to GS3; and

(iii) to the establishment of an additional part-time (20 hours per week) post of Debtors Assistant grade GS1/2.

21. PERSONNEL DEPARTMENT - DEVELOPMENT PLANS FOR 1996/97 AND 1997/98

With reference to Article 6 of the minute of meeting of this Committee of 11 June 1996, there was submitted Report No 694/97 by the Director of Personnel advising the Committee of the progress made on the Department’s Development Plan for 1996/97 and seeking agreement to the Plan for 1997/98.

The Committee noted the terms of the Report and approved the Development Plan for 1997/98.

22. ADOPTION LEAVE POLICY

With reference to Article 6 of the minute of meeting of this Committee of 11 June 1996, wherein the Director of Personnel was remitted to develop an Adoption Leave Policy, as part of the Department’s Development Plan, there was submitted Report No 664/97 by the Director of Personnel containing the proposed Policy.

The Committee agreed:-

(i) to approve the terms of the Adoption Leave Policy as appended to the Report; and

(ii) to refer the Report to the Education Committee for its approval.

23. PERSONNEL DEPARTMENT: HEALTH AND SAFETY POLICY STATEMENT

With reference to Article 2 of the minute of meeting of this Committee of 20 March 1996, there was submitted Report No 696/97 by the Director of Personnel along with a copy of the Department’s Health and Safety Policy Statement and details of the action which had been taken within the Department to ensure the health and safety at work of its employees during the year 1996/97.

The Committee noted the terms of the Report and the contents of the Department’s Health and Safety Policy Statement as appended to the Report.

24. EMPLOYEE ATTITUDE SURVEY

With reference to Article 3(a) of the minute of meeting of the Policy and Resources Committee of 18 March 1997, there was submitted Report No 697/97 by the Director of Personnel outlining proposals to carry out an employee attitude survey in furtherance of the Council’s objective "to value staff as its most important asset".

The survey would serve to obtain the views of staff on areas including job satisfaction, personnel policies/procedures, communication systems, health and safety requirements, working environment/facilities and quality improvement issues.

The Committee agreed:-

(i) to establish a Steering Group, comprising management and trade union representatives, to implement an employee attitude survey during 1997; and

(ii) to authorise the Director of Personnel to contract an agency offering best value to undertake the survey under the guidance of the Steering Group.

25. SICKNESS ABSENCE

With reference to Article 1 of the minute of meeting of this Committee of 4 April 1996, there was submitted Report No 663/97 by the Director of Personnel advising on the level of sickness absence within Angus Council for the period 1 January to 31 March 1997.

The Committee noted the terms of the Report including the favourable comparison with the average public sector figure.

26. PROPERTY RENEWAL AND REPAIR FUND 1997/98 - FUNDING ARRANGEMENTS AND PROGRAMME OF URGENT REPAIRS

There was submitted Report No 677/97 by the Director of Property Services advising on the first phase of budgetary provision from the 1997/98 Property Renewal and Repair Fund and the programme of urgent repairs to be undertaken and seeking approval for the provision of funding for urgent property repairs.

The Committee, for its interest, agreed:-

(i) to approve the provision of £303,000 from the Property Renewal and Repair Fund in financial year 1997/98 for the execution of urgent property repairs; and

(ii) to note and approve the programme of urgent repairs being undertaken by the Director of Property Services in agreement with the Director of Finance, based upon these funding arrangements.

27. STEEPLE CLOCK, MONTROSE - PROPOSED ELECTRIFICATION

With reference to Article 2 of the minute of meeting of the General Purposes Sub-Committee of the Policy and Resources Committee, there was submitted Report No 453/97 by the Director of Property Services detailing the outcome of consultation with the Montrose Community Council, the Montrose Society and the Montrose Area Forum on the proposed electrification of the Steeple clock, Montrose.

The Committee agreed:-

(i) to note the results of the consultation process which had been undertaken;

(ii) to authorise the Director of Property Services to seek tenders from suitable contractors for the electrification of the Steeple clock and tolling of the curfew bell and to accept the most suitable tender provided it fell within the limits delegated to him; and

(iii) to note that the expenditure would be met from the Montrose Common Good Fund.

28. MONTROSE TOWN HALL - PROVISION OF SPOTLIGHTS

With reference to Article 19 of the minute of meeting of the Recreation and Cultural Services Committee of 29 May 1997, there was submitted an amended version of Report No 625/97 prepared jointly by the Directors of Property Services and Cultural Services proposing the provision of stage equipment for Montrose Town Hall.

The Committee agreed:-

(i) to the provision of two theatrical spot lights, colour magazines and stands for Montrose Town Hall at an estimated cost of £4,723.50; and

(ii) to note that the expenditure would be contained within the Montrose Town Hall property related budgets.

29. LOCHSIDE LEISURE CENTRE, FORFAR - CATERING PROVISION

With reference to Article 4 of the minute of meeting of the Recreation and Cultural Services Committee of 29 May 1997, there was submitted Report No 606/97 prepared jointly by the Directors of Recreation Services and Property Services detailing a request from Angus Vending Services for the provision of cafeteria facilities at Lochside Leisure Centre during the summer season.

The Committee, for its interest, agreed to note the interest expressed by Angus Vending Services and homologated the action taken by the Convener and Director of Recreation Services for the operation of the catering outlet at Lochside Leisure Centre for the period 1 May to 30 September 1997.

Councillor Rob Murray declared an interest in the following item and took no part in its consideration. Councillor King took the chair.

30. PROPOSED LEASE OF OFFICE AT 5 SWAN STREET, BRECHIN

With reference to Article 5 of the minute of meeting of the General Purposes Sub-Committee of the Policy and Resources Committee of 3 June 1996, there was submitted Report No 668/97 by the Director of Property Services detailing proposals with regard to the lease of property at 5 Swan Street, Brechin.

The Committee, for its interest, agreed:-

(i) to approve the termination of the occupation of the office at 5 Swan Street, Brechin by the present tenant; and

(ii) to approve the lease of the office at 5 Swan Street, Brechin to the proposed tenant and on the provisional terms and conditions detailed in the Report.