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Personnel and Property Committee

MINUTE of MEETING of the PERSONNEL AND PROPERTY SERVICES COMMITTEE held in the Town and County Hall, Forfar on Tuesday 14 March 2000 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 to 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 8.

2. PROPOSED DISPOSAL OF PART OF FAIRLIE HOUSE, KIRRIEMUIR

With reference to Article 9 of the minute of meeting of the Social Work Committee of 29 February 2000, there was submitted Report No 291/00 by the Director of Property Services advising the Committee of the provisional terms and conditions agreed for the disposal of part of Fairlie House, Kirriemuir to Angus College.

The Report indicated that Fairlie House had been closed as a residential home for the elderly in December 1999 and Angus College had expressed an interest in establishing an outreach centre in Kirriemuir with part of Fairlie House being identified as suitable for their needs.

The Committee agreed to the disposal of part of Fairlie House, Kirriemuir to Angus College on the provisional terms and conditions contained in the Report.

3. PROPOSED LEASE OF OFFICES AT NORTH STREET, FORFAR

There was submitted Joint Report No 292/00 by the Director of Property Services and the Director of Housing advising the Committee of the provisional terms and conditions agreed for the lease of the first floor offices at the Strathmore Woollens Building, North Street, Forfar for the Housing Department.

The Report indicated that leasing these offices would provide the necessary space required by the Housing Department to accommodate additional staff and functions, pending construction of the extension to St James House.

The Committee agreed:-

  1. to note the contents of the Report; and
  2. to authorise the lease of the offices at North Street, Forfar on the terms and conditions detailed in the Report.

4. PROPOSED LEASE OF FIRST FLOOR OFFICES, RAVENSWOOD, FORFAR

With reference to Article 3 of the minute of meeting of the Executive Sub-Committee of this Committee of 9 August 1999, there was submitted Report No 293/00 by the Director of Property Services advising the Committee of the proposed terms to lease the first floor offices at Ravenswood, Forfar to Tayside University Hospitals NHS Trust.

It was noted that the first floor offices in the main building at Ravenswood had been occupied rent-free by Tayside Health Board and successive NHS Trusts but following acquisition of the building by the Council it was considered appropriate to take this opportunity to formalise these arrangements.

The Committee agreed:-

  1. to approve the lease of the first floor offices at Ravenswood, Forfar to Tayside University Hospitals NHS Trust on the draft terms detailed in the Report; and
  2. to charge the full rent for these premises as detailed in option 1 of the Report.

5. GAS SUPPLY CONTRACT: 1 APRIL 2000-30 SEPTEMBER 2001

With reference to Article 27 of the minute of meeting of this Committee of 28 January 1997, there was submitted Report No 294/00 by the Director of Property Services reporting on tenders received for the supply of gas during the period 1 April 2000 to 30 September 2001.

It was noted that discussions had taken place between the energy managers of Perth and Kinross, the City of Dundee and Angus Councils during which it had been agreed to continue the consortium and to re-tender the contract, with Perth and Kinross Council acting as lead authority.

The Committee, for its interest, agreed to homologate acceptance of the lowest tender for the supply of gas, being that of Mobil Gas Marketing (UK) Ltd in the amount of:-

Over 25,000kwh 0.671pence/kwh

Over 2,500-25,000kwh 0.782pence/kwh

6. PROPERTY TRANSACTIONS

With reference to Article 7 of the minute of meeting of this Committee of 1 February 2000, there was submitted Report No 296/00 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 and 3 of the Report.

7. ACCESS OFFICES – CARNOUSTIE, MONIFIETH AND KIRRIEMUIR

There was submitted Joint Report No 317/00 by the Chief Executive, the Director of Housing, the Director of Law and Administration and the Director of Personnel with regard to the new integrated ACCESS Offices at Carnoustie (including the established ACCESS Office at Monifieth) and Kirriemuir and proposing the staffing requirements at each to ensure effective delivery of a range of Council services. These staffing proposals were based on the ACCESS Offices being opened on a Monday to Friday basis, 9.00 am to 5.00 pm and adoption of this arrangement would involve extending the Kirriemuir Office opening times to include the lunch period and restricting the current arrangements at Monifieth.

The Committee, for its interest, agreed to approve the staffing requirements as detailed in the Report.

8. ACCESS OFFICE, MONTROSE ­ TENDERS

The Committee agreed to defer consideration of this matter.

9. UPGRADING AND EXTENSION TO EXISTING TRAVELLING PEOPLE'S SITE, TAYOCK, MONTROSE – TENDER REPORT

With reference to Article 2(ii) of the minute of meeting of the Planning and Transport Policy Committee of 9 March 2000, there was submitted Joint Report No 314/00 by the Director of Property Services and the Director of Planning and Transport reporting on tenders received for the upgrading and extension to the existing travelling people's site at Tayock, Montrose.

The Committee, for its interest, agreed:-

  1. to approve acceptance of the lowest tender received for the several works, that of R S Hill, Forfar in the amount of £141,741.59 after implementation of agreed savings amounting to £8,223.50;
  2. to approve the estimated total cost of the project of £158,042 after implementation of savings (at out-turn prices); and
  3. to note that the Scottish Executive had approved a 100% grant to cover the total cost of the project subject to an overall cost ceiling of £158,090.

10. DELEGATED BUILDING WORKS – QUARTERLY REPORT

With reference to Article 25 of the minute of meeting of this Committee of 31 August 1999, there was submitted Report No 297/00 by the Director of Property Services containing details of tenders accepted and orders placed by the Director of Property Services under the Scheme of Delegation to Officers and the Financial Regulations, during the period 13 August 1999 to 21 February 2000.

The Committee agreed to note the contents of the Report.

The following items were, on the determination of the Convener, dealt with as matters of urgency in view of the need to conclude the tender process timeously (Article 11) and to progress the necessary repairs timeously (Article 12).

11. ELECTRICITY SUPPLY CONTRACT 2000/2003

With reference to Article 27 of the minute of meeting of this Committee of 28 January 1997, there was submitted Report No 295/00 by the Director of Property Services reporting on tenders received for the electricity supply contract 2000/2003 and seeking to homologate the decision of the Director Property Services to accept the lowest offer.

The Committee, for its interest, agreed:-

  1. to homologate the acceptance of the lowest tender for the supply of electricity, that of Scottish and Southern Energy plc;
  2. to note that a review of the appropriateness of current departmental budget provision would be carried out and reported to Committee; and
  3. to note that a further Report would be submitted, once the full implications of the introduction of the Government’s new climate change levy had been assessed.

12. ACCESSIBILITY IMPROVEMENTS AT ACADEMY LANE, ARBROATH

There was submitted Report No 300/00 by the Director of Property Services seeking approval for funding from the Property Renewal and Repair Fund to allow the necessary accessibility improvements to be undertaken at Academy Lane, at an estimated cost of £15,350.

The Committee, for its interest, agreed:-

  1. to note the requirements for the provision of the accessibility improvements at Academy Lane, Arbroath;
  2. to note the contribution that Tayside and Fife Disability Service Team were willing to make towards the cost of certain elements of the improvements;
  3. to approve the bid for supplementary funding in the sum of £15,350 from the Property Renewal and Repair Fund; and
  4. to instruct the Director of Property Services to progress these improvements immediately.

13. MINUTES

(a) Previous Meeting

The minute of meeting of this Committee of 1 February 2000 was approved as a correct record and signed by the Convener;

(b) Executive Sub-Committee

The minute of meeting of the Executive Sub-Committee of this Committee of 8 February 2000, a copy of which is appended hereto, was submitted and noted, (APPENDIX I);

(c) Sounding Board

The minute of meeting of the Sounding Board of 17 February 2000, a copy of which is appended hereto, was submitted and noted, (APPENDIX II).

14. SICKNESS ABSENCE

With reference to Article 16 of the minute of meeting of this Committee of 1 February 2000, there was submitted Report No 312/00 by the Director of Personnel advising the Committee of the level of sickness absence within the Council for the period 1 October to 31 December 1999.

The Committee agreed to note the terms of the Report.

15. KIRRIEMUIR GATEWAY MUSEUM STAFFING

With reference to Article 9 of the minute of meeting of the Recreation and Cultural Services Committee of 2 March 2000, there was submitted Joint Report No 235/00 by the Acting Director of Cultural Services and the Director of Personnel seeking approval to establish the staffing required to administer the Kirriemuir Gateway to the Glens Museum, which project had attracted external funding from the European Regional Development Fund, the Heritage Lottery Fund and Scottish Enterprise Tayside.

The Committee, for its interest, agreed to approve the following establishment to administer the Kirriemuir Gateway to the Glens Museum:-

16. THE EXCELLENCE FUND FOR SCHOOLS – ESTABLISHMENT OF ADDITIONAL NON-TEACHING POSTS IN SECONDARY SCHOOLS

With reference to Article 8(b) of the minute of meeting of the Education Committee of 7 March 2000, there was submitted Joint Report No 260/00 by the Director of Education and the Director of Personnel recommending the appointment of additional Library Assistants and School Technicians to all Angus Secondary Schools.

The Committee, for its interest, agreed:-

  1. to note the contents of the Report; and
  2. to approve the establishment of the following posts in each of the eight Angus Secondary Schools:-

17. EMPLOYMENT TRIBUNAL ­ APPOINTMENT OF LAY MEMBER

It was reported that, following a national selection process, the Director of Personnel had been offered the opportunity to serve as a lay member on Employment Tribunals for a period of three years, which would involve a commitment of a maximum of fifteen days per year, although the actual involvement was likely to be much less. The fee payable for each day served would be passed to the Council.

The Committee approved the Director of Personnel's appointment to this role.

18. ENERGY BUDGET PROGRESS REPORT

With reference to Article 30 of the minute of meeting of this Committee of 31 August 1999, there was submitted Report No 298/00 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.

19. PROPERTY MAINTENANCE PROGRESS REPORT

With reference to Article 29 of the minute of meeting of this Committee of 31 August 1999, there was submitted Report No 299/00 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.

20. INVERTAY HOUSE, MONIFIETH ­ HEALTH AND SAFETY WORKS

There was submitted Report No 301/00 by the Director of Property Services seeking approval for the funding from the Property Renewal and Repair Fund to allow the necessary safety works to be undertake at Invertay House at an estimated cost of £17,000.

The Report indicated that an inspection had recently been undertaken as part of a five year programme of electrical inspection and testing of fixed electrical installations at all Council non-housing buildings. As a result of this inspection, it had been identified that significant remedial measures were required to improve the electrical safety of existing fixed installations and in particular, to ensure continuity of supply for the high number of computer workstations in operation.

The Committee, for its interest, agreed:-

  1. to note the requirement for the renewal of the fixed electrical installation at Invertay House;
  2. to approve the bid for supplementary funding in the sum of £17,000 from the Property Renewal and Repair Fund; and
  3. to instruct the Director of Property Services to progress this urgent renewal immediately.

21. ATTIC ACCESS ALTERATIONS TO NON-HOUSING COUNCIL BUILDINGS, PHASE 3 ­ SUPPLEMENTARY FUNDING PROVISION

With reference to Article 20 of the minute of meeting of this Committee of 31 August 1999, there was submitted Report No 302/00 by the Director of Property Services seeking approval for the provision of supplementary funding from the Property Renewal and Repair Fund to allow the third and final phase of alterations to attic access points in non-housing Council buildings. A detailed survey, undertaken in conjunction with the annual property inspections, had identified and prioritised the extent of alterations required in the remaining non-housing Council buildings by the final phase of the alterations programme.

The Committee, for its interest, agreed:-

  1. to note the requirement for further alterations to be carried out to non-housing Council buildings;
  2. to approve the bid for supplementary funding in the sum of £17,000 from the Property Renewal and Repair Fund for Phase 3 of the alterations programme; and
  3. to instruct the Director of Property Services to progress the Phase 3 alterations immediately.

22. LUNAN PARK RESIDENTIAL UNIT FOR OLDER PEOPLE – ADAPTATIONS TO PROVIDE DAY CARE FACILITIES FOR OLDER PEOPLE WITH LEARNING DISABILITIES

With reference to Article 11 of the minute of meeting of the Social Work Committee of 6 October 1999, there was submitted Joint Report No 305/00 by the Director of Social Work and the Director of Property Services outlining proposals for adaptations at Lunan Park, Residential Home for Older People in Friockheim. The proposal would provide day care and respite facilities for adults with disabilities and office accommodation for the Adults with Disabilities Team, at an estimated cost of £60,000 provided from the Property Renewal and Repair Fund.

The Committee, for its interest, agreed:-

  1. to note the contents of the Report;
  2. to approve the bid for supplementary funding in the sum of £60,000 from the Property Renewal and Repair Fund; and
  3. to instruct the Director of Property Services to progress these adaptations immediately.

23. PROVISION OF A TOWN CLOCK IN MONIFIETH

There was submitted Report No 307/00 by the Director of Property Services seeking approval for the provision of a town clock in Monifieth by the Monifieth and District Rotary Club and also to meet half the erection costs.

The Report indicated that the Rotary Club had approached the Council seeking assistance for this as a Millennium project and, following discussions between representatives of the Club and officers of the Council, provisional agreement had been reached to site the clock in the High Street, as detailed on the plan appended to the Report.

The Committee agreed:-

  1. to approve the proposal to erect a town clock in the High Street, Monifieth, as proposed by Monifieth and District Rotary Club;
  2. to contribute £450 to the cost of erecting the clock and the provision of an electricity supply; and
  3. to adopt the clock for future maintenance within the Council's Town Clock Maintenance Programme.

24. PROPERTY SERVICES DEPARTMENTAL BUDGET – REQUEST TO VIRE EXCESS FEE INCOME TO STAFFING

There was submitted Report No 311/00 by the Director of Property Services seeking approval to vire £70,000 excess fee income to offset the additional staffing costs incurred in 1999/2000 in support of the progression of the Capital and Revenue Project Programmes.

The Committee, for its interest, agreed:-

  1. to note that the Property Services Department had incurred additional staffing costs in 1999/2000 in support of the progressing of the Capital and Revenue Project Programmes; and
  2. to approve the virement of £70,000 excess fee income to the staffing element of the departmental budget.
  3. The following matters were on the determination of the Convener, dealt with as matters of urgency in view of the need to conclude the repairs and alterations timeously.

25. PROPERTY RENEWAL AND REPAIR FUND - UPDATE OF FUNDING ARRANGEMENTS AND PLANNED PROGRAMME OF URGENT REPAIRS

With reference to Article 8 of the minute of meeting of the Policy and Resources Committee of 7 September 1999, there was submitted Report No 303/00 by the Director of Property Services advising on the next phase of programmes of urgent repairs to be undertaken utilising the Renewal and Repair Fund and also providing an update on the programme of additional repairs carried out in 1999/2000, for homologation.

The Committee, for its interest, agreed:-

  1. to note the changes in the estimated cost of projects reported previously;
  2. to homologate the provision of £10,000 from the Property Renewal and Repair Fund in financial year 1999/2000 for the execution of additional urgent property repairs; and
  3. to approve the next phase of planned programme work, at an estimated cost of £331,000 from the Property Renewal and Repair Fund for the execution of urgent property repairs, including those projects where commitments had been made by separate Report.

26. WIRREN HOUSE RESIDENTIAL UNIT FOR ADULTS WITH LEARNING DISABILITIES – COMPLETION OF THE PROGRAMME OF BEDROOM UPGRADING

There was submitted Joint Report No 309/00 by the Director of Property Services and the Director of Social Work outlining a proposal to undertake the final phase of bedroom and heating upgrading at Wirren House, a residential unit for adults with learning disabilities, at an estimated cost of £63,000, provided from the Property Renewal and Repair Fund.

The Committee, for its interest, agreed:-

  1. to note the contents of the Report;
  2. to approve the combined bid for supplementary funding in the sum of £63,000 from the Property Renewal and Repair Fund: and
  3. to instruct the Director of Property Services to progress these works immediately.
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