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, 2 September 1997 at 4.00 pm.

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

Apology: An apology for absence was intimated on behalf of Councillor BRIAN MILNE.

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 2-6 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 and 9.

2. APPLICATIONS FOR REGRADINGS

(a) Law and Administration Department - Solicitors

There was submitted Report No 896/97 by the Director of Personnel in connection with an application for regrading in respect of Solicitors (Post Nos 02/02, 02/03, 02/04, 03/04, 03/05 and 03/06) located in the Law and Administration Department.

The Committee refused the application.

(b) Planning, Transport and Economic Development - Transport Manager

There was submitted Report No 897/97 by the Director of Personnel in connection with an application for regrading in respect of Transport Manager (Post 03/01) in the Planning, Transport and Economic Development Department.

The Committee agreed that post 03/01, Transport Manager be regraded from AP8 to AP10.

(c) Planning, Transport and Economic Development Department - Clerical Assistant

There was submitted Report No 898/97 by the Director of Personnel in connection with an application for regrading in respect of Clerical Assistant (Post 05/19) in the Planning, Transport and Economic Development Department.

The Committee agreed that post 05/19 be redesignated and regraded from Clerical Assistant GS1/2 to Word Processor Operator GS3.

(d) Planning, Transport and Economic Development Department - Clerical Assistant

There was submitted Report No 899/97 by the Director of Personnel in connection with an application for regrading in respect of Clerical Assistant (Post 05/27) in the Planning, Transport and Economic Development Department.

The Committee agreed that the post 05/27 be redesignated and regraded from Clerical Assistant GS1/2 to Senior Clerical Assistant GS3.

(e) Roads Department - Word Processor Operator

There was submitted Report No 900/97 by the Director of Personnel in connection with an application for regrading in respect of Word Processor Operator (Post 03/28) in the Roads Department.

The Committee refused the application.

(f) Roads Department - Clerical Assistant

There was submitted Report No 901/97 by the Director of Personnel in connection with an application for regrading in respect of Clerical Assistant (Post 03/29) in the Roads Department.

The Committee refused the application.

(g) Social Work Department - Planning Officer/Assistant Head of Service

There was submitted Report No 902/97 by the Director of Personnel in connection with an application for regrading in respect of Planning Officer/Assistant Head of Service (Post 04/02) in the Social Work Department.

The Committee refused the application.

(h) Social Work Department - Senior Administrative Assistant

There was submitted Report No 903/97 by the Director of Personnel in connection with an application for regrading in respect of Senior Administrative Assistant (Post 04/23) in the Social Work Department.

The Committee refused the application.

(i) Social Work Department - Clerical Assistant

There was submitted Report No 904/97 by the Director of Personnel in connection with an application for regrading in respect of Clerical Assistant (Post 06/15) in the Social Work Department.

The Committee agreed that the post 06/15 be redesignated and regraded from Clerical Assistant GS1/2 to Voluntary Service Assistant GS3.

3. POST OF PARTNERSHIP OFFICER

With reference to Article 24 of the minute of meeting of the Policy and Resources Committee of 17 June 1997, there was submitted Report No 711/97 by the Chief Executive seeking approval to make permanent the post of Partnership Funding Officer, with a change of title to Partnership Officer.

The Committee, for its interest, agreed:-

(i) that the post of Partnership Funding Officer, currently a 3-year fixed-term appointment, be re-titled Partnership Officer and that the post be made permanent on Grade SCP42-45; and

(ii) that the post continue to be located in the Chief Executive’s Department.

4. ADJUSTMENTS TO ESTABLISHMENT - DEPARTMENT OF LAW AND ADMINISTRATION

With reference to Article 4 of the minute of meeting of Angus Council of 6 December 1995, there was submitted Report No 890/97 prepared jointly by the Directors of Law and Administration and Personnel recommending changes to the structure and establishment of the Law and Administration Department in view of the changing demands and responsibilities affecting its services and the roles of postholders and their respective functions.

The Committee, for its interest, agreed:-

(i) to create an additional part-time post of Caretaker at Bruce House on Manual Worker Grade 3, 20 hours per week;

(ii) to redesignate and regrade one post of Telephonist/Receptionist, Grade GS1/2 to Senior Telephonist/Receptionist, Grade GS3;

(iii) to create an additional post (or part-time equivalents) of Telephonist/Receptionist, Grade GS1/2;

(iv) to redesignate and regrade one post of Clerical Assistant, GS1/2 to Word Processing Operator, GS3; and

(v) to regrade the Registrar (Carnoustie) post from GS1/2 to GS3.

5. STANDING LIST OF CONSULTANTS - PROVISION OF PROFESSIONAL SERVICES

There was submitted Report No 865/97 by the Director of Property Services, in accordance with Financial Regulation 13.3.1, seeking approval of the Standing List of Consultants for the provision of Professional Services, the list to be maintained and updated by the Director of Property Services.

The Committee agreed:-

(i) to approve the standing lists for professional services as detailed in Appendix I to the Report;

(ii) to note that the lists would come into operation immediately; and

(iii) to note that the lists would be subject to regular review and updating and that all amendments would be reported to Committee for subsequent approval at six monthly intervals.

6. ALTERATIONS AND VENTILATION INSTALLATION AT ST JAMES HOUSE, FORFAR

The Committee agreed to defer consideration of Report No 923/97 by the Director of Property Services in order to obtain further information on the financial implications of the proposals.

7. ANGUS COUNCIL CCTV SCHEME

With reference to Article 6 of the minute of meeting of the Executive Sub-Committee of the Policy and Resources Committee of 24 July 1997, there was submitted Report No 924/97 prepared jointly by the Directors of Property Services, Law and Administration and Finance advising members of developments regarding the appointment of the nominated contractor for a communications network within the Angus Council CCTV Scheme and the financial implications thereof.

The Committee, for its interest, agreed:-

(i) to note the withdrawal of Telewest as a nominated sub-contractor for the communications network;

(ii) to homologate the decision to proceed with the nomination of British Telecom to provide the communications network;

(iii) to approve the revised estimated total cost of £1,057,739 (at outturn prices);

(iv) to note the revised overall funding arrangements for the project as detailed in the Report;

(v) to note the revised additional revenue expenditure arising from the initiative and accept the proposed funding package; and

(vi) to approve action being taken to attempt to recoup from Telewest the estimated additional costs which had been incurred by the Council, being additional capital expenditure and additional revenue costs, all as detailed in the Report.

8. DIANA, PRINCESS OF WALES

The Convener expressed the Council’s regrets on the sudden death of Diana, Princess of Wales and indicated that books of condolence were available at Council Offices.

9. MINUTE OF PREVIOUS MEETING

The minute of meeting of this Committee of 10 June 1997 was approved as a correct record and signed by the Convener.

10. MINUTE OF EXECUTIVE SUB-COMMITTEE MEETING

The minute of meeting of the Executive Sub-Committee of 17 July 1997 was submitted and noted.

11. EXECUTIVE SUB-COMMITTEE - EXTENSION OF REMIT

With reference to Article 2 of the minute of meeting of this Committee of 11 June 1996, wherein it was agreed to grant the Executive Sub-Committee delegated powers to consider and accept tenders outwith the annual recess, the Committee agreed to extend the remit of the Sub-Committee to cover routine matters relating to conveyancing of property transactions which required urgent attention.

12. CHILDREN (SCOTLAND) ACT 1995 - OUT OF HOURS CONTACT

There was submitted Report No 861/97 by the Director of Law and Administration outlining arrangements to ensure that Angus Council met its obligation to provide an out of hours service in order to have any cases presented to the Sheriffs by a Solicitor in respect of Child Protection Orders arising from the terms of the Children (Scotland) Act 1995.

The Committee agreed to homologate the decision of the Convener to approve the terms of the Report, to put in place a rota system within the legal staff to provide the required out of hours service, for a trial period of six months from 1 August 1997.

13. FINANCE DEPARTMENT - CHANGES TO ESTABLISHMENT - CAPITAL AND TREASURY SECTION

With reference to Article 4 of the minute of meeting of Angus Council of 6 December 1995, there was submitted Report No 889/97 prepared jointly by the Directors of Finance and Personnel proposing the establishment of a part-time clerical post within the Capital and Treasury Management Section of the Finance Department.

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

14. EARLY INTERVENTION

With reference to Article 10 of the minute of meeting of the Education Committee of 26 August 1997, there was submitted Report No 860/97 prepared jointly by the Directors of Education and Personnel advising the Committee of the amendment to the SOEID Early Intervention Grants Programme and seeking approval for the measures required for its accommodation.

The Committee, for its interest, agreed:-

(i) to approve the establishment of five part-time nursery nurse posts on a fixed term basis for the duration of the project; and

(ii) to approve recruitment of the staff to the posts from the pool of applicants interviewed for nursery nurse posts in the Council’s recently established additional nursery classes.

15. POLICY ON ALCOHOL AND DRUG MISUSE

With reference to Article 6 of the minute of meeting of this Committee of 11 June 1996, wherein the Development Plan for the Personnel Department for 1996/97 was approved, there was submitted Report No 893/97 by the Director of Personnel which outlined the problems of alcohol and drug misuse within the workplace and the community and to which was appended a policy in respect of employees of the Council which it was recommended be adopted by the Council.

The Committee welcomed the Report and agreed to approve and adopt the Alcohol and Drug Misuse Policy as appended thereto.

16. POLICY ON EMPLOYMENT OF VOLUNTEER MEMBERS OF EMERGENCY SERVICES

There was submitted Report No 894/97 by the Director of Personnel on the Council’s employment of volunteer members of emergency services, appended to which was a policy in relation to employees of Angus Council who also had requested to be or were currently volunteer members of an emergency service.

The Committee agreed to approve the policy on employment of volunteer members of emergency services as outlined in the Appendix to the Report on the basis that employees who had been given permission to be absent during working hours should be granted time off with pay.

17. HARASSMENT AT WORK POLICY

With reference to Article 11 of the minute of meeting of this Committee of 3 December 1996, wherein the Equal Opportunities in Employment Policy was approved, there was submitted Report No 892/97 by the Director of Personnel appended to which was a Harassment at Work Policy.

The Committee agreed to approve and adopt the Harassment at Work Policy as appended to the Report.

18. RECOGNITION OF ACADEMIC AND VOCATIONAL ACHIEVEMENT

With reference to Article 3 of the minute of meeting of the Policy and Resources Committee of 18 March 1997, wherein it was agreed to implement recommendations from the Valuing Staff Member/Officer Group, there was submitted Report No 895/97 by the Director of Personnel recommending the adoption by the Council of a series of measures to recognise the achievement of employees who had successfully completed courses of study supported by the Council.

The Committee agreed to note the terms of the Report and approved the proposals contained therein to recognise academic and vocational achievement by employees.

19. ANGUS COUNCIL - SICKNESS ABSENCE 1996/97

With reference to Article 1 of the minute of meeting of this Committee of 4 April 1996, there was submitted Report No 891/97 by the Director of Personnel advising on the level of sickness absence within Angus Council during the 1996/97 financial year.

The Committee noted the terms of the Report and agreed that, in future, long term absences be reported separately in order to avoid distortion of the figures.

20. PROPERTY SERVICES DEPARTMENT

(a) Development Plan

With reference to Article 13 of the minute of meeting of this Committee of 11 June 1996, there was submitted Report No 918/97 by the Director of Property Services outlining progress made on the department’s Development Plan for 1996 and seeking approval for the Development Plan for 1997.

The Committee agreed to note the contents of the Report and approved the Development Plan for 1997.

(b) Health and Safety Policy

With reference to Article 2 of the minute of meeting of this Committee of 20 March 1996, there was submitted Report No 919/97 by the Director of Property Services together with a copy of the Property Services Department’s Health and Safety Policy Document.

The Committee noted and approved the terms of the Policy Document.

21. APPOINTMENT OF COSLA’S REPRESENTATIVE ON SCOTTISH BUILDING CONTRACT COMMITTEE

There was submitted Report No 928/97 by the Director of Property Services advising that COSLA had accepted the nomination of Mr Douglas Beckett, the Head of Consultant Services, as one of their representatives on the Scottish Building Contract Committee.

The Committee approved the appointment of Mr Beckett, Head of Consultant Services as COSLA’s representative on the Scottish Building Contract Committee.

22. ENERGY MANAGEMENT - CORPORATE COMMITMENT

The Committee agreed to refer consideration of Report No 917/97 by the Director of Property Services on Energy Management - Corporate Commitment to the next meeting of the Policy and Resources Committee.

Thereafter the Head of Client Services gave a short presentation on the benefits of a Corporate Energy Management Policy.