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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 16 March 1999 at 4.00 pm.

Present: Councillors WILLIAM MIDDLETON, DAVID SELFRIDGE, GEORGE ALLAN, JACK GIBB, ALEX KING, BRIAN MILNE, STEWART MOWATT, ROB MURRAY, RICHARD SPIERS and THOMAS I N YOUNG.

Apologies: Apologies for absence were intimated on behalf of Councillors IAN HUDGHTON, Mrs RENATE LAMONT, and Mrs KATHLEEN RITCHIE.

Councillor WILLIAM MIDDLETON, Convener, in the Chair.

1. EXCLUSION OF PUBLIC AND PRESS

The Committee resolved in terms of Standing Order 27(2), that the public and press be excluded during consideration of items 2-12 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 and 9.

2. APPLICATIONS FOR REGRADING

(a) Environmental and Consumer Protection Department

There was submitted Report No 302/99 by the Director of Personnel concerning an application for the regrading of two posts of Food Standards Officer within the Environmental and Consumer Protection Department.

The Committee agreed that the posts of Food Standards Officer (Posts Nos 02/12 and 02/13) be regraded to TECH 4/5;

(b) Law and Administration Department

There was submitted Report No 303/99 by the Director of Personnel concerning an application for the regrading of the post of Graphics Supervisor within the Law and Administration Department.

The Committee agreed that the post of Graphics Supervisor (Post No 06/03) be regraded to AP4;

(c) Housing Department

There was submitted Report No 304/99 by the Director of Personnel concerning an application for the regrading of the post of Clerical Assistant within the Housing Department.

The Committee agreed that the post of Clerical Assistant (Post No 05/06) be regraded to GS3 and redesignated to Word Processor Operator;

(d) Housing Department

There was submitted Report No 305/99 by the Director of Personnel concerning an application for the regrading of the post of Technical Officer within the Housing Department.

The Committee agreed that the post of Technical Officer (Post No 03/04) be regraded to AP5.

3. CHIEF EXECUTIVE’S DEPARTMENT: POLICY AND PERFORMANCE UNIT: STAFFING

There was submitted Joint Report No 309/99 by the Chief Executive and the Director of Personnel proposing to redefine the role of the Chief Executive’s Policy Unit as a Policy and Performance Unit and detailing proposed changes which would more adequately reflect the changing role and demands placed upon the Unit since its inception.

The Committee, for its interest, agreed:-

(i) that the post of Head of Policy and Performance Unit, Grade CO14, be established. with the post to be advertised internally within the Unit, and the resultant vacant post being deleted from the establishment;

(ii) that the post of Performance Co-ordinator, Grade AP5/6 be established; and

(iii) that the current temporary post of Decentralisation Officer (Post No 03/06) be established on a permanent basis and graded AP5/6.

4. FINANCE DEPARTMENT ESTABLISHMENT REVIEW

With reference to Article 5 of the minute of meeting of this Committee of 1 September 1998, there was submitted Joint Report No 306/99 by the Director of Finance and the Director of Personnel proposing changes to the Financial Services Division of the Finance Department, following a review of the role and responsibilities of various clerical posts within the Division.

The Committee, for its interest, agreed:-

(i) to approve the redesignation and regrading of two of the existing four posts of Payroll Assistant, Grade GS1/2, to Senior Payroll Assistant Grade GS3;

(ii) to approve the regrading of Post No 07/07, Payments Assistant, Grade GS1/2 to Payments Assistant, Grade GS3; and

(iii) to approve the regrading of one of the existing 2.5 posts of Incomes Assistant, Grade GS1/2 to Incomes Assistant Grade GS3.

5. PROPOSED DISPOSAL OF SHOP AT 32 GLAMIS ROAD, KIRRIEMUIR

There was submitted Report No 310/99 by the Director of Property Services advising the Committee of the outcome of the marketing exercise for the disposal of the shop at 32 Glamis Road, Kirriemuir.

The Committee agreed to approve the disposal of the shop at 32 Glamis Road, Kirriemuir to Mr and Mrs A Matthew on the terms and conditions detailed in the Report.

6. PROPOSED DISPOSAL OF LAND AT BEECHHILL HOUSE, LOUR ROAD, FORFAR

With reference to Article 21 of the minute of meeting of this Committee of 17 March 1998, there was submitted Report No 311/99 by the Director of Property Services advising the Committee of the provisional terms and conditions for the disposal of a site at Beechhill House, Lour Road, Forfar.

The Committee agreed:-

(i) to approve the disposal of a site measuring 0.66 hectares or thereby at Beechhill House, Lour Road, Forfar to the Kirk Care Housing Association Limited on the provisional terms and conditions contained in the Report; and

(ii) that the development site measuring 1.4 hectares or thereby at Beechhill House, Lour Road, Forfar be marketed for sale on completion of the necessary infrastructure works by the North of Scotland Water Authority.

7. EXTENSION OF LEASE TO DON AND LOW OF PREMISES AT ST JAMES ROAD, FORFAR

With reference to Article 6 of the minute of meeting of this Committee of 21 October 1999, there was submitted Report No 312/99 by the Director of Property Services advising the Committee of a proposal to extend the lease of premises at St James Road, Forfar to Messrs Don & Low.

The Committee agreed to approve the extension of the lease of premises at St James Road, Forfar to Messrs Don & Low on the terms as detailed in the Report.

8. MUIRHEAD AND BIRKHILL MILLENNIUM HALL

Councillor Young declared an interest in this item and took no part in the consideration thereof.

There was submitted Report No 313/99 by the Director of Property Services advising the Committee of the current position regarding provisional negotiations for the lease of a site at Birkhill for the Muirhead and Birkhill Millennium Hall.

The Committee agreed:-

(i) to authorise the Director of Property Services, in conjunction with the Director of Law and Administration and the Director of Recreation Services, to continue negotiations with the Muirhead and Birkhill Millennium Hall Committee for the lease of a site at Birkhill; and

(ii) to note that the Director of Property Services would submit a further report on the conclusion of these negotiations, in due course.

9. PROPOSED DISPOSAL OF LAND AT ROSEMOUNT ESTATE, HILLSIDE

With reference to Article 14 of the minute of meeting of the Recreation and Cultural Services Committee of 4 March 1999, there was submitted Joint Report No 254/99 by the Director of Property Services and the Director of Recreation Services advising the Committee of an approach from Mr and Mrs Selwa, the new owners of Rosemount Stables, Rosemount Estate, Hillside, to acquire land within the Estate.

The Committee, for its interest, agreed:-

(i) to note the request from Mr and Mrs Selwa;

(ii) to approve, in principle, the disposal of the areas described in the Report, to Mr and Mrs Selwa; and

(iii) to authorise the Director of Property Services, in consultation with the Director of Recreation Services, to enter into more detailed negotiations and report back to the Committee with provisionally agreed terms and conditions for the disposal of the land.

10. SCHEDULE OF PROPERTY TRANSACTIONS

With reference to Article 7 of the minute of meeting of this Committee of 2 February 1999, there was submitted Report No 314/99 by the Director of Property Services advising the Committee of the outcome of negotiations for various property transactions.

The Committee agreed to note the conclusion of negotiations for the items contained in Appendices 1 to 2 of the Report.

The following matter was, on the determination of the Convener, dealt with as a matter of urgency, in order that no delay would occur in relation to the disposal of the property.

11. PROPOSED DISPOSAL OF FORMER INVERBROTHOCK PRIMARY SCHOOL, ST VIGEANS ROAD, ARBROATH

There was submitted Report No 373/99 by the Director of Property Services informing the Committee that an offer had been received in respect of the former Inverbrothock Primary School, St Vigeans Road, Arbroath.

The Committee agreed to approve the disposal of the former Inverbrothock Primary School to YM Developments Ltd on the main terms and conditions contained in the Report.

The following matter was, on the determination of the Convener, dealt with as a matter of urgency, in order that members would be made aware of the Council’s financial position in relation to existing contracts.

12. INWOOD LTD (IN RECEIVERSHIP) - CURRENT SITUATION

The Director of Property Services reported to Committee regarding the situation in relation to Inwood Ltd, who were currently in receivership following a request by the company to its bank.

The Committee agreed to note the situation with regard to the contracts which the Council had with the company, and that the Director of Property Services would report any future further developments to the Committee.

13. MINUTES

(a) Previous Meeting

The minute of meeting of this Committee of 2 February 1999 was approved as a correct record and signed by the Convener;

(b) Appeals Sub-Committee

There was submitted and noted the minute of meeting of the Appeals Sub-Committee of the Personnel and Property Services Committee of 17 February 1999 (Appendix I);

(c) Central Consultative Committee

There was submitted and noted the minute of meeting of the Central Consultative Committee of 18 February 1999 (Appendix II);

(d) Sounding Board

There was submitted and noted the minute of meeting of the Sounding Board of the Personnel and Property Services Committee of 23 February 1999 (Appendix III).

14. EMPLOYMENT DISABILITY UNIT 1998

There was submitted Report No 308/99 by the Director of Personnel providing members of the Committee with information on the progress of the Employment Disability Unit during 1998.

The Employment Disability Unit continued to offer a range of services within the Angus area and to operate a Job Club in Arbroath while its Headquarters were located in Dundee. In addition to the Job Clubs in each of the Council areas, the services provided included management and support of sheltered placement schemes, a work placement programme, supported employment project for people with learning disabilities and an advisory service for employers who employed those with disabilities.

The Committee agreed:-

(i) to note the progress of the Employment Disability Unit during 1998, particularly in relation to activities within Angus Council; and

(ii) to request the Director of Personnel to inform the Unit Manager, Michael Evans, of the Council’s appreciation of the work of the Unit.

15. SICKNESS ABSENCE

With reference to Article 16 of the minute of meeting of this Committee of 2 February 1999, there was submitted Report No 307/99 by the Director of Personnel advising the Committee of the level of sickness absence within Angus Council for the period 1 October to 31 December 1998.

The Committee agreed to note the terms of the Report.

16. DISPOSAL OF LAND TO ANGUS COMMUNITY CARE CHARITABLE TRUST

With reference to Article 10 of the minute of meeting of the Social Work Committee of 2 March 1999, there was submitted Joint Report No 246/99 by the Director of Social Work and the Director of Property Services advising the Committee of a proposal to declare surplus and dispose of land at St Drostans, Infirmary Street, Brechin and Cliff House, Edradour Gardens, Arbroath to the Angus Community Care Charitable Trust, for the construction of supported accommodation projects.

The Report indicated that the Business Plan for the Angus Community Care Charitable Trust included projects for both the St Drostans and Cliff House sites. These projects would provide accommodation to meet needs as identified in the Community Care Plan 1997/2000 and would be included in the 1998 Housing Strategy Review. It was appropriate, therefore, that the arrangements for declaring surplus and disposal to Angus Community Care Charitable Trust were now commenced.

The Committee, for its interest, agreed:-

(i) that the sites at St Drostans, Infirmary Street, Brechin and Cliff House, Eradour Gardens, Arbroath be declared surplus and disposed of to the Angus Community Care Charitable Trust;

(ii) that the Director of Social Work and the Director of Property Services enter into detailed negotiations with the Angus Community Care Charitable Trust regarding the extent of land to be declared surplus and disposed of at Cliff House and the value thereof, and approve the provisional terms and conditions for the disposal and report back to the appropriate Committees in due course;

(iii) that the disposal of land at St Drostans be concluded at a price of £105,000, subject to detailed terms and conditions being agreed to by the Director of Property Services in consultation with the Director of Law and Administration; and

(iv) that a term of the disposal of both sites be that Angus Council should have the option to repurchase the site at the agreed valuation, should Angus Community Care Charitable Trust fail to develop them as currently envisaged, within a reasonable time.

17. ANGUS COUNCIL OFFICE ACCOMMODATION

With reference to Article 10 of the minute of meeting of 1 December 1998, there was submitted Report No 315/99 by the Director of Property Services outlining the current position with regard to the Council’s accommodation strategy.

The Report indicated that studies had been carried out by the Estates staff of the Property Services Department which indicated that there was still a general shortage of good quality accommodation. It was concluded that to resolve this, there was a need for additional space and various options had been considered and feasibility studies undertaken. Any additional space provided, would require to resolve difficulties currently being experienced, particularly by the Departments of Planning and Transport, Chief Executive’s, Environmental and Consumer Protection, Personnel, Property Services and Cultural Services.

The Committee agreed to note the current position with regard to the need for additional office accommodation and to remit to the new Council to be elected on 6 May 1999, the issues to be addressed.

18. PROGRESS REPORTS

(a) Energy Budget

With reference to Article 23(b) of the minute of meeting of this Committee of 1 December 1998, there was submitted Report No 316/99 by the Director of Property Services setting out the current status of expenditure on the individual Council heating fuel and electricity budgets for non-housing properties.

The Committee agreed to note the contents of the Report;

(b) Property Maintenance

With reference to Article 23(a) of the minute of meeting of this Committee of 1 December 1998, there was submitted Report No 317/99 by the Director of Property Services setting out the current status of expenditure on the maintenance of non-housing properties.

The Committee agreed to note the contents of the Report.

19. GLENISLA PRIMARY SCHOOL EXTENSION AND ALTERATIONS - SCHEDULE OF RATES ORDER

There was submitted Joint Report No 340/99 by the Director of Education and the Director of Property Services outlining a special accelerated contract using the Schedule of Rates Contract 1998/2001 for work in excess of £50,000 in value, to allow completion of the above project for the start of the school year.

The Report indicated that it was estimated that the alternative of issuing tender documents for the second phase of the project would delay completion until October 1999. The procurement of the works using the Schedule of Rates Contract would avoid these problems and allow the facility to be completed in time for the new school year.

The Committee, for its interest, agreed:-

(i) to note that an order had been placed with G & B Contractors Ltd, Forfar under the Schedule of Rates Contract 1998/2001, for alteration work to the existing schoolhouse at an estimated cost of £40,000;

(ii) to approve the placing of a further order with the same contractor, under the Schedule of Rates Contract 1998/2001, for a new classroom extension and link at an estimated cost of £84,500;

(iii) to approve the estimated total cost of £143,000 (at outturn prices);

(iv) to note that an allowance of £80,000 had been made for this project in the approved Composite Capital Programme for 1998/99 and beyond and that additional Capital Revenue Funding could be made available, as detailed in the Report; and

(v) to note that the additional revenue expenditure arising from this project (first full year 2000/20001) was £11,700 in respect of loan charges calculated over 20 years.

20. GLAXO WELLCOME COAST PROTECTION WORKS - TEMPORARY BEACH CLOSURE ETC

With reference to Article 9 of the minute of meeting of the Roads Committee of 11 March 1999, there was submitted Joint Report No 281/99 by the Director of Roads and the Director of Property Services updating the Committee on the proposed coast protection works at the Glaxo Wellcome foreshore in Montrose. The Report highlighted the need for the temporary closure of the section of beach affected by the works and proposed the sale of land currently in the ownership of Montrose Common Good to Glaxo Wellcome.

The Committee, for its interest, agreed:-

(i) that the need for a temporary closure of the beach ex adverso the Glaxo Wellcome frontage for a period of six months to allow coastal defence works to take place be noted;

(ii) that the area of land above high water mark along the Glaxo Wellcome frontage, which was owned by Montrose Common Good, be sold to Glaxo Wellcome on terms and conditions to be negotiated by the Director of Property Services;

(iii) that the Director of Law and Administration conclude the disposal of the land on the agreed terms and conditions; and

(iv) that formal permission to carry out the works be granted as required by the Coast Protection Act 1949.