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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 Monday 29 November 1999 at 4.00 pm.

Present: Councillors BILL MIDDLETON, ROB MURRAY, ALISTAIR GRAY, ALEX KING, STEPHEN LESLIE, THE HON R J LESLIE MELVILLE, IAN MACKINTOSH, GLENNIS MIDDLETON, BRIAN MILNE, PETER MURPHY, PETER NIELD, BILL ROBERTON and DAVID SELFRIDGE.

Councillor BILL 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 2-9 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 6, 8 and 9.

2. REFURBISHMENT AND EXTENSION TO GLAMIS PRIMARY SCHOOL - TENDER REPORT

With reference to Article 3 of the minute of meeting of the Finance and Information Technology Committee of 19 October 1999, there was submitted Report No 1216/99 by the Director of Property Services reporting on tenders received for alterations and an extension to Glamis Primary School.

The Committee agreed:-

(i) to approve acceptance of the lowest tender for the several works, that of Taycon Construction Ltd, Dundee in the amount of £368,623.36 subject to implementation of agreed savings amounting to £32,697.22;

(ii) to approve the estimated total cost of the project of £391,992 after implementation of savings (at out-turn prices);

(iii) to note that an allowance of £335,000 had been made in the updated capital estimates included in the Capital Monitoring Report - Composite Capital Programme - 1999/2000 and that the additional provision required would be absorbed within the Education Department Block of the Composite Capital Programme; and

(iv) to note that the additional revenue expenditure arising from this project (first full year 2001/2002) was £26,300 per annum in respect of loan charges calculated over 40 years on the capital costs of £321,992.

3. REPLACEMENT OF SOUTHMUIR PRIMARY SCHOOL AND EXTENSION TO WEBSTER'S HIGH SCHOOL - TENDER LIST

With reference to Article 6 of the minute of meeting of the Education Committee of 24 August 1999, there was submitted Report No 1217/99 by the Director of Property Services concerning a list of contractors to be invited to tender for the replacement of Southmuir Primary School and the extension to Webster's High School, Kirriemuir.

The Committee agreed that the first six contractors on the undernoted list be invited to tender and that the two reserves be considered only if any of the six declined the invitation to tender, subject to satisfactory financial assessments being carried out by the Director of Finance:-

W H Brown Construction (Dundee) Ltd, Dundee

Hall and Tawse Ltd, Aberdeen

Muirfield Contracts Ltd, Dundee

Taycon Construction Ltd, Dundee

Torith Ltd, Dundee

Webster Contracts Ltd, Kingsmuir, Forfar

Reserves:

Stewart Milne Construction, Aberdeen

Tannson, Stirling

4. MEARNS AND ANGUS SERVICES LTD - EMPLOYMENT OF CASUAL LABOUR IN GROUND MAINTENANCE AND CLEANSING

With reference to Article 9 of the minute of meeting of the Contract Services Committee of 16 November 1999, there was submitted Report No 1145/99 by the Contract Services Manager seeking approval to use Means and Angus Services Ltd for the provision of short-term casual labour in the Ground Maintenance and Cleansing Sections of the Contract Services Department.

The Committee, for its interest, agreed;

(i) to approve the use of Mearns and Angus Services Ltd for the provision of short-term casual labour in the Ground Maintenance and Cleansing Sections of the Contract Services Department on a trial basis until the end of the current financial year; and

(ii) to note that a further report would be submitted at that time advising of the outcome of the trial.

5. DEVELOPMENT SITE - ARBROATH HARBOUR

With reference to Article 9 of the minute of meeting of the Roads Committee of 23 November 1999, there was submitted Joint Report No 1218/99 by the Director of Property Services and the Director of Roads advising the Committee of the outcome of further negotiations with Tayside Marine Services Ltd for the lease of a site adjacent to the boatyard at Arbroath Harbour.

The Committee, for its interest, agreed:-

(i) to note the proposals for redevelopment of the site and building at Arbroath Harbour by Tayside Marine Services Ltd, as set out in the Report; and

(ii) to approve the lease of the site and building at Arbroath Harbour to Tayside Marine Services Ltd on the provisional terms and conditions contained in the Report.

6. PROPOSED DISPOSAL OF CLOVA PRIMARY SCHOOL

There was submitted Report No 1220/99 by the Director of Property Services advising the Committee of the current position with regard to Clova Primary School and recommending disposal of the property.

It was noted that the school had been declared surplus to requirements by Angus Council in 1996, but no further action had been taken at that time and the property, which had remained vacant since, had been recently extensively damaged by fire.

The Committee agreed:-

(i) to note the current position with regard to Clova Primary School;

(ii) to authorise the Director of Property Services to demolish the building at an estimated cost of £3,000; and

(iii) to authorise the Director of Property Service to market the cleared site for sale.

Arising therefrom, the Committee also agreed that future sale of vacant properties should be progressed as soon as possible after Departments had indicated that they had no interest in them.

7. PROPERTY TRANSACTIONS

With reference to Article 5 of the minute of meeting of this Committee of 19 October 1999, there was submitted Report No 1219/99 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, 2, 3, 4 and 5 of the Report.

8. SERVICING AND MAINTENANCE OF PUBLIC CLOCKS 1999-2001

There was submitted Report No 1229/99 by the Director of Property Services proposing an amendment to the contract rates payable for the servicing and maintenance of public clocks 1999-2001.

The Committee agreed to approve the reimbursement of travelling costs in respect of call-outs to the Contractor concerned for the servicing and maintenance of public clocks for the period 1999-2001.

9. RESTENNETH LANDFILL SITE - SPECIALIST WORKS - TENDER LIST

There was submitted Report No 1246/99 by the Director of Environmental and Consumer Protection concerning a list of contractors to be invited to tender for Phase 2 of the specialist landfill site engineering works at Restenneth.

The Committee agreed that the first six contractors on the undernoted list be invited to tender and that the three reserves be considered only if any of the six declined the invitation to tender, as recommended by the Council's Consultant Project Engineers.

Barr Ltd, Ayr

I & H Brown, Perth

Moulding Contracts Ltd, County Durham

Edmund Nuttall Ltd, Glasgow

Farrans Construction Ltd, West Lothian

Morrison Construction Ltd, Inverness

Reserves:

R J McLeod (Contractors) Ltd, Glasgow

Raynesway Construction Services Ltd, Paisley

D J Laing (Contracts) Ltd, Carnoustie

10. MINUTES

(a) Previous Meeting

The minute of meeting of this Committee of 19 October 1999 was approved as a correct record and signed by the Convener.

(b) Central Consultative Committee

The minute of meeting of the Central Consultative Committee of 23 August 1999 a copy of which is appended hereto, was submitted and noted (APPENDIX I).

(c) Executive Sub-Committee

The minute of meeting of the Personnel and Property Services Executive Sub-Committee of 12 November 1999, a copy of which is appended hereto, was submitted and noted (APPENDIX II).

11. 2000/2001 REVENUE BUDGET

There was submitted Report No 1223/99 by the Director of Finance advising the Committee of the latest position with regard to the preparation of the Personnel (including Training Services) and Property Services (including Local Offices) Departmental 2000/2001 Revenue Budgets and associated issues, together with summaries of the departmental provisional base budgets for 2000/2001 as submitted to the Director of Finance and subsequently reviewed by the Technical Validation Group.

The Committee agreed:-

(i) to note the contents of the Report for its interest at this stage in the budget process; and

(ii) to note that more detailed reports with specific recommendations would be brought forward later in the budget cycle.

12. 1999/2003 FINANCIAL PLAN AND 2000/2001 CAPITAL BUDGET

There was submitted Report No 1224/99 by the Director of Finance advising the Committee of the latest position with regard to the preparation of the 1999/2003 Financial Plan (incorporating the 2000/2001 Capital Budget) for the Property Services Department, together with the Departmental Financial Plan submissions for 1999/2003 as submitted to the Director of Finance and subsequently reviewed by the Technical Validation Group.

The Committee agreed:-

(i) to note the contents of the Report for its interest at this stage in the Financial Plan process; and

(ii) to note that more detailed Reports with specific recommendations would be brought forward later in the Financial Plan cycle.

13. SICKNESS ABSENCE

With reference to Article 18 of the minute of meeting of this Committee of 15 June 1999, there was submitted Report No 1215/99 by the Director of Personnel advising the Committee of the level of sickness absence within Angus Council for the period 1 April to 30 June 1999.

The Committee agreed to note the terms of the Report.

14. DEVELOPMENT OF COMMUNITY CARE SERVICES FOR PEOPLE WITH DISABILITIES AND OLDER PEOPLE

With reference to Article 7 of the minute of meeting of the Social Work Committee of 16 November 1999, there was submitted Joint Report No 1159/99 by the Director of Social Work and the Director of Personnel recommending establishment of various posts in connection with the development of community care services for people with disabilities and older people. This would involve the re-provisioning of services provided by Fairlie House, Kirriemuir and Lunan Park, Friockheim, in addition to new services for older people with learning disabilities.

The Committee agreed to approve the establishment of the posts as set out in the Appendix to the Report.

15. HEALTH AND SAFETY WORKS AT CROMBIE AND MONIKIE COUNTRY PARKS

There was submitted Report No 1221/99 by the Director of Property Services seeking approval for funding from the Property Renewal and Repair Fund to allow safety works to be undertaken at Crombie and Monikie Reservoirs at an estimated cost of £55,000, as a result of recommendations made by the Health and Safety Executive.

The Committee, for its interest, agreed:-

(i) to approve these works at a cost of £55,000 to be met from the Property Renewal and Repair Fund; and

(ii) to instruct the Director of Property Services to progress the works as a matter of urgency.

16. HEALTH AND SAFETY AT WORK ACT - PROVISION OF WELFARE FACILITIES AT LOCHHEAD FARM COUP SITE AND THE FORFAR RECYCLING CENTRE

There was submitted Report No 1222/99 by the Director of Property Services addressing the need for replacement of the sub-standard welfare facilities at Lochhead Farm Coup Site and the Forfar Recycling Centre to the value of £25,500.

The Report indicated that following the annual inspection of the Council's properties, serious structural defects and the lack of welfare provisions had been highlighted at these locations and both the temporary buildings were now beyond economic repair.

The Committee, for its interest, agreed:-

(i) to approve the replacement of the sub-standard welfare facilities at Lochhead Farm Coup Site and the Forfar Recycling Centre to the value of £25,500, to be met from the Property Renewal and Repair Fund; and

(ii) to instruct the Director of Property Services to progress the works as a matter of urgency.

17. YEAR 2000 CONTINUITY ARRANGEMENTS

With reference to Article 12 of the minute of meeting of this Committee of 19 October 1999, there was submitted Report No 1230/99 by the Director of Property Services outlining the arrangements made for Property Services maintenance staff to be on duty over the New Year period to deal with any problems which might arise in the event of any building systems failing at that time.

The Committee agreed to note and approve the contents of the Report.