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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, 28 January 1997 at 4.00 pm.

Present: Councillors ROB MURRAY, WILLIAM MIDDLETON, GEORGE ALLAN, JACK GIBB, IAN HUDGHTON, ALEX KING, MRS RENATE LAMONT, BRIAN MILNE, STEWART MOWATT and THOMAS I N YOUNG.

Apologies: Apologies for absence were intimated on behalf of Councillor GLENNIS MIDDLETON.

Also Present: PROVOST MRS FRANCES E DUNCAN

Councillor MURRAY, Convener, in the Chair.

1. MINUTE OF PREVIOUS MEETING

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

2. MINUTE OF APPEALS SUB-COMMITTEE MEETING

The minute of meeting of the Appeals Sub-Committee of 24 October 1996 a copy of which is appended hereto, (APPENDIX) was submitted and approved.

3. MEMBER/OFFICER GROUP DRAFT REPORTS

(a) With reference to Article 8 of the minute of meeting of the Policy and Resources Committee of 10 December 1996, there was submitted Report 1049/96 by the Chief Executive, together with the Member/Officer Group draft Reports on Youth Strategy, Economic Development Strategy, Equal Opportunities Strategy, Rural Affairs Strategy, Community Regeneration Strategy and Valuing Staff.

The Committee, for its interest, noted and approved the terms of the draft Reports, subject to (b) below.

(b) With reference to Article 3(a) above, there was submitted Report No 123/97 by the Director of Personnel on the implications for the work of her Department, particularly regarding the Reports of the Groups dealing with Valuing Staff and the Equal Opportunities Strategy. Accordingly, the Committee agreed:-

(i) to note the implications of the recommendations from the Valuing Staff Member/Officer Group and Equal Opportunities Strategy Member/Officer Group for the work of the Personnel Department; and

(ii) to authorise the Director of Personnel to bring forward Reports relating to the recommendations of the Valuing Staff and Equal Opportunities Strategy Member/Officer Groups as appropriate.

PERSONNEL

4. EARLY RETIRAL/VOLUNTARY REDUNDANCY SCHEME

With reference to Article 9 of the minute of meeting of this Committee of 22 October 1996 there was submitted Joint Report No 124/97 by the Directors of Personnel and Finance outlining the response to the Council’s approved Early Retiral/Voluntary Redundancy Scheme and setting out the number of employees being released during 1996/97 in terms of the Scheme, along with associated costs to the Council.

The Committee noted the content of the Report and that a total of 17 employees had confirmed their wish to be released from employment on 31 March 1997 under the Scheme (Contract Services 1, Education 4, Environmental and Consumer Protection 2, Finance 2, Law and Administration 1, Roads 2, Social Work 4).

5. PUBLIC HOLIDAYS - CONTRACT SERVICES

With reference to Article 8 of the minute of meeting of this Committee of 3 December 1996 and Article 4 of the minute of meeting of the Contract Services Committee of 23 January 1997, there was submitted Report No 126/97 by the Director of Personnel seeking agreement to fix the remaining five of the twelve public holidays to be observed by employees of specific sections of the Contract Services Department during 1997.

The Committee agreed to approve the balance of five fixed public holidays (totalling twelve) to be observed by employees of the Grounds Maintenance, Painting and Plumbing and Leisure Management sections of the Contract Services Department as specified in the Report.

6. PERFORMANCE APPRAISAL - JNC & APT & C STAFF

With reference to Article 2 of the minute of meeting of the Policy and Resources Committee of 7 May 1996, there was submitted Report No 118/97 by the Director of Personnel regarding a proposal to implement a Performance Appraisal Scheme for JNC and APT & C staff, initially on a pilot basis for Chief Officers and Heads of Service. If successful, the Scheme would be extended to encompass other staff in future years.

The Committee agreed:-

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

(ii) to approve the implementation of the Performance Appraisal Scheme on a pilot basis for Chief Officers and Heads of Service.

7. EMPLOYMENT DISABILITY UNIT

There was submitted Report No 125/97 by the Director of Personnel advising members of the progress of the Employment Disability Unit and enclosing the Annual Report by the Unit Manager.

Mr Mike Evans, Manager of the Employment Disability Unit, outlined the work of the Unit in the Angus area, including the Arbroath Job Club, the Sheltered Employment Placement Scheme and a Supported Employment project.

The Committee thanked Mr Evans for his presentation. and congratulated the Unit on their achievement in winning the Award for the Promotion of Equality for People with Disabilities from the European Commission in Scotland.

8. GUARANTEED JOB INTERVIEW SCHEME

With reference to Article 11 of the minute of meeting of this Committee of 3 December 1996, there was submitted Report No 117/97 by the Director of Personnel proposing the adoption of a "Guaranteed Job Interview Scheme" for Angus Council. The Scheme would guarantee an interview for a post to any applicant with a disability who met the essential minimum criteria for that job.

The Committee approved the introduction of the Guaranteed Job Interview Scheme and remitted responsibility to the Director of Personnel to arrange its implementation.

9. POSITIVE ABOUT DISABLED PEOPLE AWARD

With reference to Article 11 of the minute of meeting of this Committee of 3 December 1996, there was submitted Report No 120/97 by the Director of Personnel advising the Committee that the Employment Service had decided to award the Council the nationally recognised symbol in recognition of its positive approach towards people with disabilities. The symbol would be displayed on Council literature.

Mr Chris Goode, PACT (Placing Assessment Counselling Team) Manager with the Employment Service, formally presented the Award to Provost Mrs Frances E Duncan.

The Committee noted the terms of the Report and the award to Angus Council.

PROPERTY

10. ENERGY BUDGET PROGRESS REPORT

There was submitted Report No 141/97 by the Director of Property Services on the current status of expenditure on the individual Council heating fuel and electricity budgets for non-housing properties and the forecasts for the end of the year.

The Committee noted the terms of the Report.

11. PROPERTY MAINTENANCE PROGRESS REPORT

There was submitted Report No 142/97 by the Director of Property Services summarising progress with regard to property maintenance. The full version of the Report had been made available in the Members’ Lounge.

The Committee noted the terms of the Report.

12. PROGRESS REPORT ON CONSTRUCTION PROJECTS 1996/97

There was submitted Report No 131/97 by the Director of Property Services on the progress of construction projects up to the end of December 1996. The full version of the Report had been made available for inspection in the Members’ Lounge.

The Committee noted the terms of the Report.

13. DELEGATED BUILDING WORKS - QUARTERLY REPORT

There was submitted Report No 132/97 by the Director of Property Services giving details of tenders accepted and orders placed by the Director under the Scheme of Delegation to Officers in the period from 28 August to 18 December 1996.

The Committee noted the terms of the Report.

14. PROPERTY MAINTENANCE STRATEGY AND POLICY STATEMENT

There was submitted Report No 140/97 by the Director of Property Services outlining the operational and financial benefits of effective property maintenance and setting out a proposed strategy and policy statement for adoption by the Council.

The Committee approved the terms of the Report and agreed:-

(i) to note the operational and financial benefits of an effective maintenance strategy;

(ii) that property maintenance should be granted high priority and that expenditure on maintenance should be protected to match the planned programme of works to avoid deterioration in the condition, usefulness or value of the Council's property;

(iii) that the maintenance policy statement as annexed to the Report, be adopted as Council policy;

(iv) that the schedule of cyclical maintenance adopted by the Property Services Department, as outlined in the Report, be adopted as Council policy; and

(v) to note that the Property Services Department would produce a prioritised programme of planned maintenance for future years which would be continually updated for all buildings and which would be agreed with client departments.

15. SOCIAL WORK DEPARTMENT 1996/97 - PROPOSED CHANGES

There was submitted Report No 119/97 by the Director of Social Work identifying the need for the acquisition of certain computer equipment and for property improvements in two residential homes for older people, details of which were set out in the Report. The expenditure on the property improvements amounted to £23,000, and the total cost of £80,000 would be funded from CFCR from additional savings accruing due to the later than anticipated filling of vacant posts.

The Committee, for its interest, agreed:-

(i) to approve the CFCR expenditure of £80,000 on computer equipment and property improvements as set out in the Report; and

(ii) to note that the expenditure would be funded by way of additional savings from staff slippage.

The following matter was, on the determination of the Convener, considered as a matter of urgency in view of the need to carry out the improvement works during the current financial year.

16. MONTROSE TOWN HALL - UPGRADING OF FACILITIES

There was submitted Joint Report No 177/97 by the Director of Cultural Services and Property Services outlining the cost of upgrading facilities at Montrose Town Hall to bring it up to a standard for conference use.

The Committee noted that the cost of work was estimated at £8,000 and thereafter agreed:-

(i) that the sum of £8,000 be allocated for general refurbishment work;

(ii) that the cost be met from the Renewal and Repairs Fund; and

(iii) that the work be carried out during the current financial year.

17. 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 the following items 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.

18. LAW AND ADMINISTRATION/CHIEF EXECUTIVE'S DEPARTMENT - ADJUSTMENT TO ADMINISTRATIVE STRUCTURES

With reference to Article 20 of the minute of meeting of the Policy and Resources Committee of 10 December 1996, there was submitted Joint Report No 1071/96 by the Chief Executive and the Directors of Law and Administration and Personnel regarding changes to the delegation of responsibility for certain administrative functions together with changes in the organisation of the Department of Law and Administration and the Chief Executive's Department.

The Committee agreed:-

(i) to approve the terms of the Report for its interest; and

(ii) to redesignate and regrade posts as set out therein.

19. PERSONNEL DEPARTMENT - REVIEW OF ADMINISTRATIVE AND CLERICAL SUPPORT

There was submitted Report No 116/97 by the Director of Personnel proposing minor amendments to the administrative and clerical support function in the Personnel Department.

The Committee approved the terms of the Report and agreed:-

(i) that Post No 03/07 be redesignated from Senior Clerical Assistant to Personnel Administration Assistant and regraded from GS3 to Grade AP1;

(ii) that Post No 03/05 be redesignated from Clerical Assistant to Senior Clerical Assistant and regraded from GS1/2 to Grade GS3; and

(iii) that Post No 02/06, Personnel Adviser, be not filled within the financial year 1997/98.

20. CONTRACT SERVICES - RESTRUCTURE OF LEISURE MANAGEMENT

With reference to Article 3 of the minute of meeting of the Contract Services Committee of 23 January 1997, there was submitted Joint Report No 102/97 by the Contract Services Manager and the Director of Personnel proposing a revised management structure for leisure facilities within Angus.

The Committee approved the terms of the Report for its interest and agreed:-

(i) that the following posts be deleted from the establishment:-

7 posts of Leisure Centre Manager - SCP31-38

2 posts of Assistant Leisure Centre Manager - grade AP4

1 post of Pool Supervisor - grade Tech 3

1 post of Pool Supervisor - grade Tech 2

1 post of Sports and Recreation Assistant - grade AP2

(ii) that 3 posts of Area Manager - SCP35-38 and 9 posts of Operation Manager - grade AP3 be established; and

(iii) that the position regarding Manual Worker Chargehands be noted and that the proposed review of these posts be undertaken immediately following implementation of the revised structure.

21. ROADS DEPARTMENT - REVIEW OF DEPARTMENTAL STRUCTURE

With reference to Article 3 of the minute of meeting of the Roads Committee of 23 January 1997, there was submitted Joint Report No 112/97 by the Director of Roads and the Director of Personnel recommending changes to the organisational structure of the Roads Department.

The Committee approved the terms of the Report and agreed:-

(i) to delete Post No 03/01 Network Manager - SCP49-52;

(ii) to redesignate Post No 03/02 Assistant Network Manager to Roads Maintenance Manager and Post No 03/03 Assistant Network Manager (Lighting) to Lighting Manager;

(iii) to delete Post No 04/01 HQ Manager - SCP42-45;

(iv) to establish the following posts:-

Finance Manager - grade PO1,

Office Manager - grade AP4,

Quality Co-ordinator - grade Tech 5;

(v) to note that the posts in (iv) above would be advertised and filled by employees within the current establishment and that the posts of the successful applicants would be deleted from the establishment;

(vi) to establish a post of Assistant Engineer/Engineer - grade PO1 and that this post be filled by an individual who was currently seconded to Angus Council by Dundee City Council;

(vii) to redesignate and regrade Post Nos 03/11 and 03/12, Assistant Technician - grade Tech 1 to Technician - grade GS1/T4; and

(viii) to establish the following posts:-

Technician - grade GS1/T4

Electrical Technician (x 2) - grade GS1/T4

CLARENCE Operator - grade GS3

22. SOCIAL WORK DEPARTMENT HEADQUARTERS - REVIEW OF ADMINISTRATIVE AND CLERICAL SUPPORT STRUCTURE

With reference to Article 14 of the minute of meeting of the Social Work Committee of 14 January 1997, there was submitted Joint Report No 55/97 by the Director of Social Work and the Director of Personnel setting out a revised structure for the administrative and clerical support within the Social Work Department’s headquarters.

The Committee approved the terms of the Report, for its interest, and agreed:-

(i) to redesignate and regrade Post 06/16 and 08/07 Clerical Assistant - grade GS1/2 to Senior Clerical Assistant - grade GS3;

(ii) to redesignate Post 06/13 WP Operator to Senior Clerical Assistant;

(iii) to redesignate and regrade Post 06/17 Clerical Assistant - GS1/2 to Information Assistant - grade GS3;

(iv) to regrade Post 01/02 Director's Secretary from grade AP1 to grade AP2;

(v) to increase the hours of Post 06/12a Administrative Assistant from 16 to 18.5 per week; and

(vi) to delete from the establishment Posts 06/14 WP Operator, 07/36 Senior Clerical Assistant and 07/31 Administrative Assistant.

PROPERTY

23. PROPERTY TRANSACTIONS

There was submitted Report No 127/97 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 and 2; and

ii) to authorise the conclusion of the transactions on the terms and conditions set out in Appendix 3.

24. PROPOSED DISPOSAL OF OFFICES AT 93 COMMERCIAL STREET/15 ALBERT SQUARE, DUNDEE

With reference to Article 2 of the minute of meeting of the Policy and Resources Committee of 20 March 1996, there was submitted Joint Report No 122/97 by the Director of Property Services and the Director of Law and Administration regarding the outcome of the marketing of the former Regional Council offices at 93 Commercial Street and 15 Albert Square, Dundee which, as part of the agreement regarding pooled property, had been transferred to Angus Council and Perth and Kinross Council.

The Committee approved the terms of the Report and agreed:-

(i) to approve the disposal of the former Regional Offices at 93 Commercial Street/15 Albert Square, Dundee to W G Boyle on the terms and conditions set out in the Report;

(ii) to seek the agreement of Perth and Kinross Council to accept the offer; and

(iii) to instruct the appropriate officers to pursue with the District Valuer, the discrepancy between his original valuation as advised to Tayside Regional Council and the value realised.

25. REPLACEMENT OF ANDOVER PRIMARY SCHOOL

There was submitted Report No 128/97 by the Director of Property Services on the outcome of negotiations for the acquisition of a site measuring 1.67 ha or thereby at the former railway goods yard, Brechin, which was required for the replacement of Andover Primary School.

The Committee approved the terms of the Report and authorised the acquisition of the land on the provisional terms and conditions set out in the Report.

26. PROPOSED DISPOSAL OF BOWLING GREEN, KINLOCH STREET, CARNOUSTIE

With reference to Article 2 of the minute of meeting of the Recreation and Cultural Services Committee of 16 January 1997, there was submitted Joint Report No 121/97 by the Director of Recreation Services and the Director of Property Services indicating that the tenants of the bowling green at Kinloch Street, Carnoustie had enquired about the possibility of acquiring the site and that provisional terms and conditions for disposal had now been agreed.

The Committee, for its interest, approved the disposal of the bowling green at Kinloch Street, Carnoustie to the Carnoustie West End Bowling Club on the provisional terms and conditions contained in the Report.

27. (a) GAS SUPPLY CONTRACT 1997/2000

(b) ELECTRICITY SUPPLY CONTRACT 1997/2000

The Convener indicated that the Energy Managers of Perth and Kinross Council, Dundee City Council and this Council had agreed to form a consortium, including Tayside Fire Brigade, Tayside Police and Tayside Contracts, for the purpose of gaining maximum benefit from the economies of scale in the purchase of energy . However, the tenders received for the supply of gas and electricity for the next three years were still being assessed and therefore reports were not yet available for approval.

The Committee agreed that consideration of these matters be referred to the Council at its meeting on 13 February 1997.