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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, 29 April 1997 at 4.00 pm.

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

Apologies: Apologies for absence were intimated on behalf of Councillors JACK GIBB, IAN HUDGHTON and GLENNIS MIDDLETON.

Councillor MURRAY, Convener, in the Chair.

1. EXCLUSION OF PUBLIC AND PRESS

The Committee resolved in terms of Standing Order Number 27(2) that the public and press be excluded during consideration of items 2, 3, 4, 5, 6, 7, 8 and 9 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 REGRADING

(a) Chief Executive’s Department - Clerical Assistant

There was submitted Report No 471/97 by the Director of Personnel in connection with an application for regrading in respect of a Clerical Assistant (Post 02/04) located in the Chief Executive’s Department.

The Committee agreed that the Post 02/04 Clerical Assistant be regraded from GS1/2 to GS3.

(b)    Recreation Services (Client) - Senior Estate Ranger

There was submitted Report No 472/97 by the Director of Personnel in connection with an application for regrading in respect of a Senior Estate Ranger (Post 07/01) in the Recreation Services (Client) Department.

The Committee agreed that the Post 07/01 Senior Estate Ranger be regraded from GS3 to Technical Grade 2.

3.    ENVIRONMENTAL HEALTH AND CONSUMER PROTECTION DEPARTMENT - REVIEW OF ADMINISTRATION FUNCTION AND CLIENT SERVICES SECTION

With reference to Article 13 of the minute of meeting of the Environmental and Consumer Protection Committee of 8 April 1997, there was submitted Joint Report No 377/97 by the Directors of Environmental and Consumer Protection and Personnel proposing amendments to both the administrative support function and client services section of the Environmental and Consumer Protection Department.

The Committee agreed:-

(i)    to redesignate and regrade Posts 03/11 and 03/12 from Litter Warden, grade Tech 1, to Compliance Inspector, grade Tech 2;

(ii)    to redesignate and regrade Post 06/02, Administrative Supervisor, grade AP2, to Administrative Assistant, grade AP1;

(iii) to regrade Post 01/04, Secretary, grade AP1, to grade AP2; and

(iv) to delete the Post 03/06, Senior Contract Compliance Inspector, grade Tech 4.

4.    CULTURAL SERVICES - ESTABLISHMENT OF POST OF ARCHIVE ASSISTANT

With reference to Article 18 of the minute of meeting of the Recreation and Cultural Services Committee of 17 April 1997, there was submitted Joint Report No 395/97 by the Directors of Cultural Services and Personnel proposing the establishment of a post of Archive Assistant in the William Coull Anderson Library of Genealogy, effectively replacing 2 part-time posts.

The Committee approved the establishment of the post of Archive Assistant, Grade GS1/2.

5. SUPPLEMENTARY FUNDING

(a)    Fire Curtains at Reid Hall, Webster Theatre and Montrose Town Hall

With reference to Article 17 of the minute of meeting of the Recreation and Cultural Services Committee of 17 April 1997, there was submitted Joint Report No 420/97 by the Directors of Property Services and Cultural Services seeking approval for supplementary funding from the Renewal and Repairs Fund to allow the replacement of asbestos fire curtains at the Reid Hall, Webster Theatre and Montrose Town Hall.

The Committee, for its interest, agreed:-

(i)    to note the requirement for urgent repairs to be carried out to replace the fire curtains;

(ii)    to approve the bid for supplementary funding in the sum of £65,000 from the Property Maintenance Renewal and Repairs Fund in financial year 1997/98; and

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

(b) Pedestrian Footbridge, Victoria Park, Arbroath

With reference to Articles 16 and 19 of the Recreation and Cultural Services Committee and Roads Committee of 17 April and 24 April 1997, respectively, there was submitted Joint Report No 430/97 by the Directors of Property Services, Recreation Services and Roads seeking approval for the provision of supplementary funding from the Renewal and Repairs Fund to allow the urgent repair of the pedestrian footbridge in Victoria Park, Arbroath.

The Committee, for its interest, agreed:-

(i)    to note the requirement for urgent repairs to be carried out to the footbridge;

(ii) to approve the funding mechanism as detailed in the Report;

(iii)    to approve the bid for supplementary funding in the sum of £40,000 from the Property Maintenance Renewal and Repairs Fund in financial year 1997/98;

(iv)    to instruct the Director of Property Services to progress the repairs immediately; and

(v) to note that a further report would be submitted making recommendations for the inspection, maintenance and budget responsibilities for all bridges and road structures in the Council area.

(c)    Zig Zag Footpath, Websters High School, Kirriemuir

With reference to Article 3 of the minute of meeting of the Education Committee of 27 April 1997, there was submitted Joint Report No 469/97 by the Directors of Property Services and Education seeking approval for the provision of supplementary funding from the Renewal and Repairs Fund for health and safety improvements and minor repairs to the Zig Zag footpath, Websters High School, Kirriemuir.

The Committee, for its interest, agreed:-

(i)    to note the requirement for urgent repairs to be carried out to the footpath;

(ii)    to approve the bid for supplementary funding in the sum of £13,000 from the Property Maintenance Renewal and Repairs Fund in financial year 1997/98; and

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

(d) Structural Repairs and Weatherproofing of Peel Monument, Forfar

There was submitted Report No 468/97 by the Director of Property Services seeking approval for the provision of supplementary funding from the Renewal and Repairs Fund in financial year 1997/98 to allow the urgent structural repairs and weatherproofing of Peel Monument, Forfar.

The Committee agreed:-

(i)    to note the requirement for urgent repairs to be carried out to the Monument;

(ii)    to approve the bid for supplementary funding in the sum of £4,000 from the Property Maintenance Renewal and Repairs Fund in financial year 1997/98; and

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

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

There was submitted Report No 489/97 by the Director of Property Services on tenders received for the Maintenance of Properties and 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 1 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 use;

(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 9 of a total of 17 trades had been included in the Report, the remaining 8 trades to be subject to a further report.

7.    PROPERTY TRANSACTIONS

There was submitted Report No 501/97 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 authorise the conclusion of the open market disposal on the terms and conditions set out in Appendix 4 in the Report.

8. ANDOVER PRIMARY SCHOOL, BRECHIN - NURSERY PROVISION

With reference to Article 2 of the minute of meeting of the Personnel and Property Services Executive Sub-Committee of 17 April 1997, there was submitted Report No 491/97 by the Director of Property Services detailing negotiations with the lowest tenderer with regard to the construction of nursery provision at the proposed new Andover Primary School, Brechin.

The Committee agreed:-

(i)    to approve the issue of an instruction to Taycon Construction Ltd, as lowest tenderer for the construction of the new primary school, for the construction of the nursery provision, following acceptance of the main contract;

(ii)    to approve the estimated total cost of £180,000 (at out-turn prices);

(iii)    to note that an allowance for this provision had been contained within the overall estimated total cost as detailed in Report No 356/97 approved by the Personnel and Property Services Executive Sub-Committee of 17 April 1997; and

(iv)    to note that the revenue expenditure arising from the nursery facility (first full year 1999/2000) was £50,000 per annum, which was currently anticipated to be funded by additional Nursery Voucher income.

The following item was, on the determination of the Convener, dealt with as a matter of urgency in view of the need to enter into negotiations at an early date.

9. FIRE STATION, ACADEMY STREET, FORFAR - PROPOSED ACQUISITION

There was submitted Report No 523/97 by the Director of Property Services regarding a proposal to purchase the existing Fire Station in Academy Street, Forfar which would become surplus to the requirements of Tayside Fire Brigade after the new Fire Station in Strang Street, Forfar became operational in June 1997.

The Committee agreed:-

(i) to note the contents of the Report;

(ii) to authorise the Director of Property Services to enter into negotiations for the acquisition of the existing Fire Station, Academy Street, Forfar on the provisional terms and conditions contained in the Report; and

(iii) that account be taken of the close proximity of the Primary School when considering the use to which the property might be put.

10. MINUTE OF PREVIOUS MEETING

The minute of meeting of this Committee of 11 March 1997 was approved as a correct record and signed by the Convener.

11. ANGUS COUNCIL - THE FIRST YEAR

With reference to Article 3(b) of the minute of meeting of the Council of 27 March 1997, there was submitted Report No 360/97 by the Chief Executive setting out the main achievements of the Council over its first year in office.

The Committee noted the contribution of the Personnel and Property Services Departments to these achievements during the period and congratulated the employees concerned.

12. MINUTES OF MEETINGS OF SOUNDING BOARD

The minutes of meetings of the Sounding Board of 28 January and 27 March 1997, copies of which are appended hereto (Appendices I and II) were submitted and approved.

13. SOCIAL WORK DEPARTMENT

(a) Review of Criminal Justice Services to the Court System

With reference to Article 5 of the minute of meeting of the Social Work Committee of 15 April 1997, there was submitted Joint Report No 413/97 by the Directors of Social Work and Personnel proposing an adjustment to management responsibilities relating to services provided to the Court system within Criminal Justice Services.

The Committee, for its interest, agreed:-

(i) to establish a post of Senior Social Worker, SCP35-38; and

(ii) to delete Post 04/17, Community Services Officer, SCP27-35.

(b) Services for Children with Disabilities - Establishment of Posts

With reference to Article 6 of the minute of meeting of the Social Work Committee of 15 April 1997, there was submitted Joint Report No 414/97 by the Directors of Social Work and Personnel proposing the establishment of posts to provide respite and domiciliary services for children with disabilities, based at the resource centre in Strathmore Avenue, Forfar.

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

(i) Clerical Assistant, Grade GS1/2, 18.5 hours per week;

(ii) Residential Care Worker, SCP 16-37, 39 hours per week; and

(iii) 5 Residential Care Workers, SCP 16-37, 117 hours per week.

(c) Arbroath Partnership Area - Community Regeneration Programme - Establishment of Posts

With reference to Article 7 of the minute of meeting of the Social Work Committee of 15 April 1997, there was submitted Joint Report No 415/97 by the Directors of Social Work and Personnel concerning a proposal to develop outreach services from the Child and Family Centre in Arbroath and the establishment of posts for the duration of the project.

The Committee agreed to the establishment of the following posts, on a fixed term basis for two years:-

(i) Centre Worker, SCP27-35, 22.2 hours per week; and

(ii) 2 Assistant Centre Workers, SCP12-18, 18.5 hours per week each.

(d) Sheltered Housing Development - East High Street, Forfar - Establishment of Warden Posts

With reference to Article 10 of the minute of meeting of the Social Work Committee of 25 February 1997, there was submitted Joint Report No 231/97 by the Directors of Social Work and Personnel on the proposed establishment of Warden posts to staff the new sheltered housing development at East High Street, Forfar.

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

(i) Sheltered Housing Warden, Grade GS1/2; and

(ii) Sheltered Housing Warden, Grade GS1/2, 18.5 hours per week.

14. EDUCATION DEPARTMENT

(a) Extension of Pre-School Provision

With reference to Article 7 of the minute of meeting of the Education Committee of 22 April 1997, there was submitted Report No 433/97 by the Director of Education giving information on progress to date on enrolment of children in nursery schools and classes for August 1997.

The Committee agreed, for its interest:-

(i) to approve the appointment of additional nursery nurses as outlined in Appendix 3 to the Report;

(ii) to approve the additional clerical support hours as detailed in Appendix 3 to the Report;

(iii) to approve the establishment of the post of Accounting Technician/Accountant, SCP13-38; and

(iv) to approve the use of Council accommodation in Rosefield Gardens, Kirriemuir for use by the nursery class of Southmuir Primary School.

(b) Devolved School Management - Phase 3

With reference to Article 6 of the minute of meeting of the Education Committee of 22 April 1997, there was submitted Report No 431/97 by the Director of Education seeking approval for the introduction of Devolved School Management in 14 schools during 1997/98.

The Committee, for its interest, agreed:-

(i) to approve the deletion of the post of Clerical Assistant (Post 02/08) from the establishment; and

(ii) to approve the increase in hours (and/or the recruitment of additional staff as necessary), as outlined in the Appendix to the Report, to ensure that each of the 14 schools referred to was staffed according to the support levels approved by the Council.

15. EQUAL OPPORTUNITIES IN EMPLOYMENT - RECRUITMENT MONITORING

With reference to Article 11 of the minute of meeting of this Committee of 3 December 1996, there was submitted Report No 475/97 by the Director of Personnel advising on the introduction of an equal opportunities monitoring form for completion by all applicants for jobs within the Council.

The Committee noted the introduction of the monitoring form, a copy of which was attached to the Report, which would be used to monitor the profile of all applicants for jobs within the Council.

16. ASYLUM AND IMMIGRATION ACT 1996

There was submitted Report No 474/97 by the Director of Personnel advising on the employment implications of the Asylum and Immigration Act 1996 which had come into force on 27 January 1997 and which made it an offence for an employer to employ an individual who was not eligible to remain, or work legally, within the United Kingdom.

The Committee noted the implications of the Act and approved the terms of the Guidance Note as attached to the Report.

16. SICKNESS ABSENCE

With reference to Article 1 of the minute of meeting of this Committee of 4 April 1996, wherein it was agreed to adopt a sickness absence management policy, there was submitted Report No 473/97 by the Director of Personnel advising on the level of sickness absence within Angus Council for the period 1 October to 31 December 1996.

The Committee noted the terms of the Report.

17. COSLA CODE OF CONDUCT ON RECRUITMENT AND SELECTION

With reference to Article 3 of the minute of meeting of this Committee of 3 September 1996 there was submitted Report No 476/97 by the Director of Personnel advising of the publication of COSLA’s Code of Conduct on Recruitment and Selection. The Report hightlighted the main points within the Code and proposed the adoption of training targets to ensure that the good practice set out in the Code, and already contained in the Council’s own recruitment policy, was carried out.

The Committee agreed:-

(i) to note the publication of the COSLA Code on Recruitment and Selection; and

(ii) to adopt the targets for the training of employees involved in recruitment and selection, as set out in the Report.

18. LOCAL GOVERNMENT STAFF COMMISSION (SCOTLAND) - REPORT 1997

There was submitted Report No 477/97 by the Director of Personnel which summarised the Report published by the Staff Commission in relation to the Local Government Reorganisation process in Scotland, along with a summary of the issues and conclusions compiled by the Commission.

The Committee, for its interest, noted the terms of the Report.

19. MINUTES OF MEETINGS OF EXECUTIVE SUB-COMMITTEE

The minutes of meetings of the Executive Sub-Committee of 15 and 17 April 1997, copies of which are attached hereto (Appendices III and IV) were submitted and noted.

20. PROGRESS REPORTS TO 31 MARCH 1997

(a) Property Maintenance

The Committee agreed to defer consideration of Report No 490/97 by the Director of Property Services to the next meeting of this Committee.

(b) Construction

There was submitted Report No 488/97 by the Director of Property Services on the progress of construction projects up to the end of March 1997. The full version of the Report had been made available for inspection in the Members’ Lounge.

The Committee noted the terms of the Report.

(c) Energy Budget

There was submitted Report No 486/97 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 forecast end of year outturns.

The Committee noted the terms of the Report.

21. PROGRESS REPORT ON THE RATIONALISATION OF CONTRACTUAL ARRANGEMENTS

With reference to Article 16 of the minute of meeting of this Committee of 30 April 1996, there was submitted Report No 470/97 by the Director of Property Services on the progress achieved in the rationalisation of the range of contractual arrangements for the execution of property services to non-housing Council properties inherited on 1 April 1996.

The Committee noted the progress achieved and the strategy for completion of the rationalisation.

22. DELEGATED BUILDING WORKS - QUARTERLY REPORT

There was submitted and noted Report No 487/97 by the Director of Property Services giving details of tenders accepted and orders placed by the Director under the Scheme of Delegation to Officers and Financial Regulations in the period from 17 December 1996 to 7 April 1997.

23. BUILDING MANAGEMENT AT DEWAR HOUSE, ARBROATH

There was submitted and noted Report No 481/97 by the Director of Property Services advising on measures taken to improve the health and safety and security of staff working in Dewar House, Arbroath, including changes to the management of the building and a number of physical improvements.

24. PROPOSED DISPOSAL OF LAND AT MARINE AVENUE AND ACQUISITION OF LAND AT PROVOST REID’S ROAD, MONTROSE

With reference to Article 2(a) of the minute of meeting of the Policy and Resources Committee of 6 May 1997, there was submitted Report No 440/97 by the Director of Property Services advising of the current position regarding (a) the proposed disposal of ground to Montrose Indoor Bowling Club to create a new Indoor Bowling facility at Marine Avenue, Montrose and (b) the proposed acquisition of land at Provost Reid’s Road, Montrose to extend the pedestrian cycle path.

The Committee, for its interest, agreed:-

(i) to note that Montrose Bowling Club had decided not to proceed with the development; and

(ii) to note that British Rail Property Board had decided not to dispose of the ground at Provost Reid’s Road.