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ANGUS COUNCIL

MINUTE of MEETING of the PERSONNEL AND PROPERTY SERVICES COMMITTEE held in the Meffan, Forfar on Tuesday 31 August 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, PETER MURPHY, PETER NIELD, BILL ROBERTON and DAVID SELFRIDGE.

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

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 the consideration of Items 2 to 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

There was submitted Report No 607/99 by the Director of Personnel concerning an application for the regrading of the post of Assistant Monitoring Officer within the Education Department.

The Committee agreed that Post No 09/04, within the Education Department, be regraded to AP3 and redesignated Monitoring Officer.

3. FAMILY SUPPORT AND EARLY INTERVENTION SERVICES

With reference to Article 6 of the minute of meeting of this Committee of 1 June 1999, there was submitted Joint Report No 757/99 by the Director of Personnel, the Director of Social Work and the Director of Education proposing staffing developments in line with the National Childcare Strategy and Children’s Services Development Fund, in order to establish additional family support and early intervention services in Angus.

The Report indicated that developments in childcare in Angus were outlined within the Angus Childcare Plan and the establishment of early intervention and family support services underpinned the development of the National Childcare and Social Inclusion strategies. The development in 1999/2000 of "family centre" peripatetic services in Forfar/Kirriemuir and south west Angus would enhance the equity of childcare for children in need and family support services across Angus.

The Committee agreed:-

(i) to approve the establishment of the following posts:-

(a) one Senior Project Worker Grade AP6;

(b) one Pre-School Home Visiting teacher-basic teaching grade;

(c) two Project Workers SCP 27-35;

(d) two Assistant Project Workers SCP 12-18;

(e) 1.5 Clerical Assistants Grade GS1/2; and

(ii) to regrade Post No 02/55 Centre Manager from AP5/6 to AP6.

4. ANGUS MENTAL HEALTH STRATEGY: UPDATE ON STAFFING IMPLICATIONS

With reference to Article 12 of the minute of meeting of the Social Work Committee of 17 August 1999, there was submitted Report No 758/99 by the Director of Social Work and the Director of Personnel advising the Committee of progress to date in the matching exercise for the Angus Mental Health Strategy and seeking approval for some adjustments to the proposed staffing establishment.

The Committee, for its interest, agreed:-

(i) to increase post number 02/192 Care Manager from part-time (0.5 WTE) to full time;

(ii) to grade all Clerical Assistant posts within the teams for Older People with Dementia at GS1/2;

(iii) to establish a new post of Social Worker, SCP 27-35 within the team for People with Disabilities;

(iv) to delete post number 02/127 and 02/174 Care Managers;

(v) to delete post number 02/183 Occupational Therapist (0.26 WTE);

(vi) to establish a new post of Occupational Therapist Assistant (0.5 WTE), grade GS1/2;

(vii) to establish the following posts:

Adults Under 65

Forfar/Kirriemuir/South West Angus

1 Team Leader, AP6

1 Case Manager, SCP 27-35

Brechin/Montrose

1 Care Manager, SCP 27-35

Older People with Dementia etc.

Arbroath/Carnoustie/Monifieth

1 Team Leader, AP6

0.5 Care Manager, SCP 27-35

3.72 Support Worker, SCP 16-23

2.0 Clerical Assistant, GS1/2

Forfar/Kirriemuir/South West Angus

1 Team Leader, AP6

1.64 Support Workers, SCP 16-23

1 Clerical Assistant, GS1/2

Brechin/Montrose

1.14 Support Workers, SCP 16-23

1.5 Clerical Assistant GS1/2

(viii) to establish the following posts, with effect from 1 April 2000:

Adults Under 65

Arbroath/Carnoustie/Monifieth

1 Case Manager, SCP 27-35

1 Care Manager, SCP 27-35

Brechin/Montrose

1 Case Manger, SCP27-35

Older People with Dementia etc.

Arbroath/Carnoustie/Monifieth

1 Care Manager, SCP 27-35

3.0 Support Worker, SCP 16-23

1.1 Clerical Assistant, GS1/2

Forfar/Kirriemuir/South West Angus

1 Care Manager, SCP 27-35

1.5 Support Worker, SCP 16-23

1.35 Clerical Assistant, GS1/2

Brechin/Montrose

1 Care Manager, SCP 27-35

2.0 Support Worker, SCP 16-23

1.45 Clerical Assistant, GS1/2

5. PROPERTY TRANSACTIONS

With reference to Article 11 of the minute of meeting of this Committee of 15 June 1999, there was submitted Report No 844/99 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 and 4.

6. PROPERTY RENEWAL AND REPAIR FUND

MONIKIE COUNTRY PARK

With reference to Article 20 of the minute of meeting of the Recreation and Cultural Services Committee of 19 August 1999, there was submitted Joint Report No 769/99 by the Director of Property Services and the Director of Recreation Services providing supplementary information on additional Priority 1 work at Monikie Country Park, utilising the Property Renewal and Repair Fund.

The Committee, for its interest, agreed to approve the spend of £35,000 at Monikie Country Park, to provide improved accommodation at the North Lodge.

7. ACCESS OFFICES - PROGRESS REPORT ON THE 1999/2000 PROGRAMME

5-9 BANK STREET, KIRRIEMUIR

With reference to Article 22 of the minute of meeting of the Policy and Resources Committee of 8 September 1998, there was submitted Joint Report No 849/99 by the Director of Property Services and the Director of Housing advising the Committee of the proposed lease of premises at 5-9 Bank Street, Kirriemuir to provide a new Housing Office (including an Access Point and Registrars offices) and of the progress being made on the provision of new Housing/Access offices at other locations.

The Committee agreed:-

(i) to approve the lease of property at 5-9 Bank Street, Kirriemuir, on the provisional terms and conditions contained in the Report;

(ii) to approve that details of the existing premises at Marywell Brae be circulated to all Council Departments and that if no appropriate Council use was found for the property, the Director of Property Services report back to Committee, prior to any decision being taken on its disposal; and

(iii) to note the progress being made in the provision of new Housing/Access offices at other locations.

8. TWO ADVANCE INDUSTRIAL UNITS AT BRECHIN BUSINESS PARK - TENDER LIST

There was submitted Report No 866/99 by the Director of Property Services concerning a list of contractors to be invited to tender for the development of two separate advance industrial units at Brechin Business Park.

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.

Hall & Tawse Limited, Dundee

Muirfields Contracts Ltd, Dundee

W W Pert & Co Ltd, Montrose

Tannson Ltd, Stirling

Taycon Construction Ltd, Dundee

Webster Contracts Ltd, Kingsmuir by Forfar

Reserves:

W H Brown Construction (Dundee) Ltd, Dundee

Robertson Group (Scotland) Ltd, Edinburgh

9. ACCESS OFFICE, MONTROSE - TENDER LIST

There was submitted Report No 884/99 by the Director of Property Services concerning a list of contractors to be invited to tender for the removal of the existing public toilets and the formation of an Access Office at Montrose.

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

G & B Contractors Ltd, Forfar

Hall & Tawse Ltd, Aberdeen

Muirfield Contracts Ltd, Dundee

W W Pert & Co Ltd, Montrose

Taycon Construction Ltd, Dundee

Reserves:

R S Hill, Douglastown, Forfar

J & G Construction Ltd, Dundee

10. MINUTES

(a) Previous Meeting

The minute of meeting of this Committee of 15 June 1999 was approved as a correct record and signed by the Convener.

(b) Executive Sub-Committee

There were submitted and noted the minutes of meetings of the Executive Sub-Committee of the Personnel and Property Services Committee of 15 July and 9 August 1999. (Appendix I and II)

11. REVIEW OF HOME HELP HOURS

With reference to Article 8 of the minute of meeting of the Social Work Committee of 17 August 1999, there was submitted Joint Report No 756/99 by the Director of Social Work and the Director of Personnel proposing a review of the current delivery of home care services by introducing guaranteed minimum hours of work for all home care staff. The review of home help hours would lead to improvements in service delivery and in the terms of employment for the staff of the service.

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

12. EXIT INTERVIEWS

There was submitted Report No 857/99 by the Director of Personnel proposing the introduction of a corporate system of exit interviews. The Report indicated that one of the priority objectives in the Personnel Department’s Service Plan for 1999/2000 was the introduction of a corporate system of exit interviews/questionnaire, which is was considered would provide an ideal opportunity to gather useful feedback from employees who were leaving.

The Committee agreed to approve the introduction of a corporate system of exit interviews, on the basis outlined in the Report.

13. ESTABLISHMENT CHANGES 1998/99

There was submitted Report No 858/99 by the Director of Personnel summarising the changes to Departments’ establishments during 1998/99 financial year.

The Report indicated that, in response to the Accounts Commission’s "Managing People: Audit of Management Arrangements in Local Authorities", it had been recognised that there could be an improvement in the quality of information made available to the Chief Officers Management Team and Committee. As a consequence, details of the establishment changes to Departments during 1998/99 were being submitted to the Committee for members’ information.

The Committee agreed to note the terms of the Report.

14. PLANNED OVERTIME

With reference to Article 5 of the minute of meeting of the Environmental and Consumer Protection Committee of 10 August 1999, there was submitted Report No 709/99 by the Director of Environmental and Consumer Protection seeking authorisation to allow planned overtime working by senior officers of the Environmental and Consumer Protection Department.

The Report indicated that, over the period of the current and future financial years, a certain amount of planned overtime would need to be worked by Senior Trading Standards Officers to undertake visits out with normal hours.

The Committee, for its interest, agreed to authorise a limited amount of planned overtime to Senior Officers in the Trading Standards Section of the Environmental and Consumer Protection Department.

15. PHOTOCOPYING CONTRACT

There was submitted Report No 861/99 by the Director of Personnel advising the Committee of the pending expiry of the composite photocopying contract, to which Angus Council was a participant along with Dundee City and Perth and Kinross Councils and other bodies. The Report proposed that the Council enter into a further photocopying contract in participation with these bodies.

The Committee agreed to approve the continued participation in a composite photocopying contract, along with Dundee City Council, Perth and Kinross Council and other bodies including Police, Fire Service and Colleges.

16. SINGLE STATUS NATIONAL AGREEMENT

There was submitted Report No 862/99 by the Director of Personnel advising the Committee of a new National Agreement on Pay and Conditions of Service, which would apply to those employees who had previously been covered by separate APT&C or Manual Workers National Agreements. The new Agreement recognised the merging of the previous negotiating machinery for APT&C and Manual Workers into a new Scottish Joint Council for Local Government Employees (SJC).

The Report summarised the main changes for employees arising from the new National Agreement in relation to pay and grading, working arrangements, continuous service, sickness provisions, annual leave and other conditions. The significance and importance of Single Status and the new National Agreement could not be underestimated in terms of potential change to grades, conditions and working arrangements and potential cost and resource implications. It was essential that there was co-ordination and overview of the issues that needed to be addressed, and their associated implications, to ensure that there was an overall strategy towards full implementation of the new National Agreement. The Director of Personnel would submit further reports to Committee in this regard as and when required.

The Committee agreed to note the terms of the Report.

17. PUBLIC HOLIDAYS 2000

With reference to Article 15 of the minute of meeting of this Committee of 1 September 1998, there was submitted Report No 886/99 by the Director of Personnel proposing dates for the seven fixed public holidays during the year 2000 for non teaching staff. The Report indicated that the relevant trade unions had been consulted on the proposed public holiday dates for the year 2000, at a meeting of the Central Consultative Committee held on 23 August 1999.

The Committee agreed to the undernoted seven fixed public holidays for non teaching employees for the year 2000:-

Monday 3 January 2000

Tuesday 4 January 2000

Monday 3 April 2000

Monday 1 May 2000

Thursday 30 November 2000

Monday 25 December 2000

Tuesday 26 December 2000

18. BEST VALUE SERVICE REVIEW

There was submitted Report No 863/99 by the Director of Personnel informing the Committee of the outcome of the review of the Personnel Department’s Recruitment Advertisement and Administration Service. The review had been undertaken within the context of the Council’s Best Value Action Plan and had concluded that the Service was of an acceptable standard. The Report detailed a number of actions required in relation to the service, as contained within the Service Improvement Plan.

The Committee agreed:

(i) to note and approve the terms of the Report on the Service Review of the Personnel Department’s Recruitment Advertisement and Administration Service; and

(ii) to approve the proposed Service Improvement Plan, arising from the review, as detailed in the Appendix to the Report.

Councillors Glennis Middleton and Bill Roberton declared an interest in the following item and took no part in the consideration thereof.

19. PROPOSED DISPOSAL OF LAND AT CLIFF HOUSE, EDRADOUR GARDENS, ARBROATH

With reference to Article 9 of the minute of meeting of the Social Work Committee of 17 August 1999, there was submitted Joint Report No 783/99 by the Director of Social Work and the Director of Property Services advising the Committee of the provisional terms and conditions for the disposal of a site at Cliff House, Edradour Gardens, Arbroath to Angus Community Care Charitable Trust for the construction of a supported housing project and proposals for the development of the balance of the Cliff House site.

The disposal of the site to Angus Community Care Charitable Trust for the construction of a supported accommodation project would contribute to the aims of the Community Care Plan 1997/2000 as reflected in the objectives of the Angus Community Care Charitable Trust.

The Committee, for its interest, agreed:-

(i) to the disposal of a site measuring 0.46 hectares or thereby at Cliff House, Edradour Gardens, Arbroath to Angus Community Care Charitable Trust on the provisional terms and conditions outlined in the Report;

(ii) to the demolition of Cliff House and all associated buildings on the site, with work being funded from the Social Work Department’s allocation of the Angus Council Repair and Renewal Fund; and

(iii) to the development of proposals for a therapeutic garden on the balance of the Cliff House site and the bringing forward of a Report regarding this at a future date.

20. SUPPLEMENTARY FUNDING PROVISION FOR ATTIC ACCESS ALTERATIONS TO NON-HOUSING COUNCIL BUILDINGS PHASE 2

With reference to Article 5 of the minute of meeting of Angus Council of 17 December 1998, there was submitted Report No 845/99 by the Director of Property Services seeking approval for the provision of supplementary funding from the Property Renewal and Repair Fund to allow the second phase of alterations to attic access points in non-housing Council buildings.

The Committee, for its interest, agreed:-

(i) to note the requirement for further alterations to be carried out in non-housing Council buildings;

(ii) to approve the bid for supplementary funding in the sum of £55,000 from the Property Renewal and Repair Fund for Phase 2 of the alterations programme; and

(iii) to instruct the Director of Property Services to progress the Phase 2 alterations immediately and submit a further Report next year for Phase 3 of the programme.

21. PROPERTY RENEWAL AND REPAIR FUND

FUNDING ARRANGEMENTS AND PROGRAMME OF URGENT REPAIRS - PHASE 8

With reference to Article 25 of the minute of meeting of this Committee of 15 June 1999, there was submitted Report No 846/99 by the Director of Property Services advising the Committee of the eighth phase of budgetary provision from the Property Renewal and Repair Fund and detailing the programme of urgent repairs to be undertaken. The programme of urgent repairs, as detailed in the Appendix to the Report, had been prepared following detailed consideration of the five year costed and prioritised programme of planned maintenance work, and identification of those projects which required to be urgently undertaken but whose costs could not be contained within the respective client Departments’ Revenue Property Maintenance Budget for the current year.

The Committee, for its interest, agreed:-

(i) to approve the provision of £453,350 from the Property Renewal and Repair Fund for the execution of urgent property repairs; and

(ii) to note and approve the programme of urgent repairs being undertaken by the Director of Property Services, in agreement with the Director of Finance, based upon the funding arrangements detailed in the Report.

22. CAPITAL PROJECT APPRAISAL - SOUTHMUIR PRIMARY SCHOOL/WEBSTER'S HIGH SCHOOL

With reference to Article 6 of the minute of meeting of the Education Committee of 24 August 1999, there was submitted Joint Report No 804/99 by the Director of Education and the Director of Property Services detailing the requirement to extend Webster's High School and replace Southmuir Primary School.

The Report indicated that major problems identified in Southmuir Primary School concerned the use of temporary hutted accommodation which was presently used for five primary classes and the staffroom. In relation to Webster's High School, four classrooms were located in temporary inadequate accommodation separate from the main building. The Report set out in detail the preferred solutions in relation to both schools and the capital costs involved.

The Committee, for its interest, agreed:-

(i) to approve the replacement of Southmuir Primary School and the extension to Webster's High School, at an estimated cost of £2,850,000 at outturn prices;

(ii) to note that the amended cost and phasing detailed in the Report, would be reflected in the revised Capital Programme for 1999/2000 and beyond;

(iii) to note that the Director of Property Services, in consultation with the Director of Education and the Director of Finance, was investigating potential alternative funding mechanisms, in relation to the provision of energy for the building;

(iv) to note the overall proposed funding package; and

(v) to approve the preparation and issue of tender documents.

23. PROPERTY RENEWAL AND REPAIR FUND

FUNDING TO REPLACE THE EXISTING EAST LOAD BEARING SLEEPER FENCE AT THE MART BUILDING

There was submitted Report No 847/99 by the Director of Property Services advising the Committee of the estimated cost of the replacement of the existing east boundary fence at the Mart Building, Market Street, Forfar. The work comprised the removal of the existing sleeper fence and excavation of the earth embankment, to allow the construction of a proprietary interlocking concrete block retaining wall.

The Committee, for its interest, agreed:-

(i) to approve the provision of £29,000 from the Property Renewal and Repair Fund for the replacement of the east boundary fence; and

(ii) to instruct the Director of Property Services to progress these urgent works.

24. REPAIRS TO LIFT INSTALLATIONS - NEW REGULATIONS

With reference to Article 25 of the minute of meeting of this Committee of 15 June 1999, there was submitted Report No 848/99 by the Director of Property Services seeking approval for the provision of supplementary funding from the Property Renewal and Repair Fund to allow the first phase of repair and renewal of lifts in non-housing properties. The Report indicated that the introduction of the Provision and Use of Work Equipment Regulations 1998 and the Lifting Operations and Lifting Equipment Regulations 1998 had resulted in changes to the standards established for lift maintenance and safety.

The Committee, for its interest, agreed:-

(i) to note the requirement for the repair and renewal of lifts in non-housing properties;

(ii) to approve the bid for supplementary funding in the sum of £44,000 from the Property Renewal and Repair Fund for Phase 1 of the Repair and Renewal Programme; and

(iii) to instruct the Director of Property Services to progress the repairs and renewals immediately and submit a further Report detailing the later phases of the programme.

25. DELEGATED BUILDING WORKS - QUARTERLY REPORT

With reference to Article 12(a) of the minute of meeting of this Committee of 22 April 1999, there was submitted Report No 850/99 by the Director of Property Services giving details of tenders accepted and orders placed by the Director of Property Services under the Scheme of Delegation to Officers and Financial Regulations in the period from 22 March 1999 to 13 August 1999.

The Committee agreed to note the contents of the Report.

26. STANDING LISTS OF CONTRACTORS SERVICES FOR COUNCIL BUILDING CONTRACTS (UP TO £200,000 IN VALUE)

There was submitted Report No 851/99 by the Director of Property Services seeking approval of a new standing list of consultants for Several Works and Individual Trade Works which would be maintained and updated by the Director of Property Services.

The Committee agreed:-

(i) to approve the standing lists for Several Works and Individual Trades Works, subject to satisfactory technical and financial references;

(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.

27. CONSTRUCTION PROJECTS 1999/2000

With reference to Article 12(b) of the minute of meeting of this Committee of 22 April 1999, there was submitted Report No 852/99 by the Director of Property Services summarising the current position of contracts for which funding provision had been made within the Capital Programme for 1999/2000.

The Committee agreed to note the contents of the Report.

28. STANDING LIST OF CONSULTANTS SERVICES FOR COUNCIL PROJECTS

With reference to Article 5 of the minute of meeting of this Committee of 2 September 1997, there was submitted Report No 853/99 by the Director of Property Services seeking approval of an updated standing list of consultants to provide services for Council projects which would be maintained and updated by the Director of Property Services.

The Committee agreed:-

(i) to approve the updated standing list of Consultants Services; and

(ii) 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.

29. PROPERTY MAINTENANCE PROGRESS REPORT

With reference to Article 18(b) of the minute of meeting of this Committee of 16 March 1999, there was submitted Report No 854/99 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.

30. ENERGY BUDGET PROGRESS REPORT

With reference to Article 18(a) of the minute of meeting of this Committee of 16 March 1999, there was submitted Report No 855/99 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.