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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 2 May 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 2-11 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 - CONTRACT SERVICES

There were submitted Reports Nos 471/00 and 472/00 by the Director of Personnel concerning applications for the regrading of the posts of Assistant Estimator/Surveyor and Estimator/Surveyor, respectively, within Contract Services.

The Committee agreed that the post of Assistant Estimator/Surveyor (Post No 11/04) be regraded to T1/T4 and redesignated Estimator/Surveyor and that the post of Estimator/Surveyor (Post No. 11/03) be regraded to T1/T4.

3. APPOINTMENT OF ADVERTISING AGENCY

There was submitted Report No 496/00 by the Director of Personnel recommending the appointment of TMP Worldwide as advertising agents for the purposes of recruitment, public, statutory and events notice advertising services required by the Council.

The Report indicated that, following press advertisement, seven bids were submitted and after evaluations and presentations to officers by three short-listed companies, it was considered that TMP Worldwide represented best value.

The Committee agreed to approve the appointment of TMP Worldwide as the Council's advertising agents with effect from 1 July 2000 to 31 March 2003, on the terms and conditions detailed in the Report.

4. REVIEW OF SOCIAL WORK DEPARTMENT STAFFING ESTABLISHMENT

With reference to Article 3 of the minute of meeting of the Social Work Committee held earlier this day, there was submitted Joint Report No 486/00 by the Director of Social Work and the Director of Personnel proposing amendments to the Social Work Department staffing establishment with a view to bringing the Department's staffing establishment into line with the agreed Revenue Budget for 2000-2001.

The Committee, for its interest, agreed to approve the staffing adjustments, as detailed in Appendix 1 of the Report.

5. REVIEW OF STAFFING STRUCTURE FOR FINANCE/IT/HUMAN RESOURCES WITHIN THE SOCIAL WORK DEPARTMENT

With reference to Article 2 of the minute of meeting of the Social Work Committee held earlier this day, there was submitted Joint Report No 485/00 by the Director of Social Work and the Director of Personnel proposing changes to the staffing structure within the Finance/IT/Human Resources Division of the Social Work Department which took into account the cost pressures facing the Department and would enhance the monitoring of budgetary and other performance measurement, all of which was in line with the Council's approach to best value by achieving greater output from the same level of resources.

The Committee, for its interest, agreed:-

  1. to approve the deletion of the post of Assistant Finance Manager (Post No 07/03);
  2. to approve the establishment of two Accounting Technician posts, graded GS3-AP4, based on the career grade structure detailed in Appendix 4 of the Report;
  3. to approve the deletion of two Clerical Assistant posts within the Finance Section, the actual post numbers to be clarified following internal recruitment procedures;
  4. to approve the reduction of the post of Office Manager (Post No 07/30) from full-time to part-time (0.6 WTE); and
  5. (v) to approve the establishment of a part-time (0.5 WTE) Clerical Assistant post within the Training Section.

6. PROPOSED DISPOSAL OF LAND AT BARRY ROAD, CARNOUSTIE

With reference to Article 2 of the minute of meeting of the Recreation and Cultural Services Committee of 20 April 2000, there was submitted Joint Report No 241/00 by the Director of Property Services and the Director of Recreation Services advising the Committee of a request received for the purchase of an area of land adjacent to the shop at 43-45 Barry Road, Carnoustie.

The Committee, for its interest, agreed to approve the disposal of the site at Barry Road, Carnoustie extending to 84 square metres or thereby, on the provisional terms and conditions contained in the Report.

7. PROPERTY RENEWAL AND REPAIR FUND - SECURITY MEASURES AT GROUND MAINTENANCE DEPOTS

With reference to Article 3 of the minute of meeting of the Recreation and Cultural Services Committee of 20 April 2000, there was submitted Report No 308/00 by the Director of Property Services advising the Committee of building works which were required to urgently improve security of the various ground maintenance depots.

The Committee, for its interest, agreed:-

  1. to approve the schedule of security works to the various depots;
  2. to note the agreed funding package from the Property Renewal and Repair and the Risk Management Funds;
  3. to approve a bid for supplementary funding in the sum of £60,000 from the Property Renewal and Repair Fund; and
  4. to instruct the Director of Property Services to progress these works immediately.

8. PROPERTY TRANSACTIONS

With reference to Article 7 of the minute of meeting of this Committee of 1 February 2000, there was submitted Report No 473/00 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.

9. ST JAMES HOUSE, FORFAR

There was submitted Report No 474/00 by the Director of Property Services advising the Committee of a request received for a further extension of the lease of the workshop, etc areas at St James House, Forfar to the existing lessee.

The Report indicated that granting this request would not impact on the Council's own development programme for the premises, although any further extension might affect not only the timescale for the development, but also the planned budgetary proposals.

The Committee agreed:-

  1. to approve a further extension of the lease of the workshop, etc areas at St James House, Forfar to the existing lessee on the same terms and conditions, to 31 July 2000; and
  2. to advise the lessee that the Council would take appropriate action before the expiry date to ensure that the workshop, etc areas would be available for Council use.

10. HEATING INSTALLATIONS AND REWIRES AT BROOK STREET AND HIGH STREET, MONIFIETH ­ DETERMINATION OF EMPLOYMENT

With reference to Article 20 of the minute of meeting of the Housing Committee of 11 April 2000, there was submitted Report No 345/00 by the Director of Property Services seeking homologation of the action taken by the Director of Housing and the Director of Property Services, in consultation with the Conveners of the Housing and Personnel and Property Services Committees, to determine the employment of Whitehills Electro Services, Dundee as the main contractor for the heating installations and rewires at Milton Park, Brook Street and High Street, Monifieth and to seek to recover any additional costs to the Council.

The Report detailed the background to this action and it was noted that, in terms of the contract, the Council was entitled to employ and pay other persons for the purpose of carrying out and completing all existing works and to recover from the contractor sums due in respect of any direct loss and/or damage caused to the Council by determination.

The Committee, for its interest, agreed:-

  1. to note the contents of the Report;
  2. to homologate the action taken by the Director of Housing and Director of Property Services, to determine the employment of Whitehills Electro Services, Dundee for the reasons detailed in the Report;
  3. to authorise the Director of Property Services and the Director of Law and Administration to take appropriate action to seek to recover additional costs to the Council; and
  4. to authorise the Director of Property Services to negotiate with the second lowest tenderer, McGill Electrical, Dundee, for the completion of all outstanding works on the basis of their original tender.

11. PROPOSED DISPOSAL OF CLOVA PRIMARY SCHOOL

With reference to Article 6 of the minute of meeting of this Committee of 29 November 1999, there was submitted Report No 475/00 by the Director of Property Services advising the Committee of an approach by Angus Housing Association to acquire the site of the former Clova Primary School.

THE CONVENER, SECONDED BY COUNCILLOR MURRAY, MOVED THAT THE COMMITTEE AGREE:-

  1. TO APPROVE ADOPTION OF THE POLICY ESTABLISHED BY TAYSIDE REGIONAL COUNCIL OF OFFERING RESIDENTIAL PROPERTIES/ DEVELOPMENT SITES IN RURAL AREAS TO A HOUSING ASSOCIATION NOMINATED BY SCOTTISH HOMES IN THE FIRST INSTANCE, AT OPEN MARKET VALUE; AND
  2. TO AUTHORISE DISPOSAL OF THE SITE OF THE FORMER CLOVA PRIMARY SCHOOL TO ANGUS HOUSING ASSOCIATION ON THE PROVISIONAL TERMS AND CONDITIONS CONTAINED IN THE REPORT.

Councillor Nield, seconded by Councillor Mackintosh, moved as an amendment that the Council should seek to dispose of this site for housing development by advertising in the local press in the first instance.

On a vote being taken, the members voted:-

For the motion:-

Councillor Bill Middleton, Murray, Gray, King, Leslie, Glennis Middleton, Milne, Murphy, Roberton and Selfridge (10)

For the amendment:-

Councillors Leslie Melville, Mackintosh and Nield (3)

The motion was declared carried and the committee agreed accordingly.

12. MINUTES

(a) Previous Meetings

The minutes of meetings of this Committee of 17 February and 14 March 2000 were approved as correct records and signed by the Convener.

(b) Central Consultative Committee

The minute of meeting of the Central Consultative Committee of 17 February 2000, 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 11 April 2000, a copy of which is appended hereto, was submitted and noted (APPENDIX II).

13. ABERLEMNO PRIMARY SCHOOL - REPLACEMENT OF TEMPORARY ACCOMMODATION

With reference to Article 5 of the minute of meeting of the Education Committee of 20 April 2000, there was submitted Joint Report No 310/00 by the Director of Property Services and the Director of Education advising on the current status of the extension and adaptations at Aberlemno Primary School and recommending the provision of £56,000 supplementary funding from the Property Renewal and Repair Fund in order that these works might be progressed at the earliest possible date.

The Committee, for its interest, agreed:-

  1. to note the contents of the Report;
  2. to approve a bid for supplementary funding in the sum of £56,000 from the Property Renewal and Repair Fund;
  3. to note the funding package totalling £28,000 identified to fund the remaining balance of the project; and
  4. to instruct the Director of Property Services to progress these works immediately.

14. SCHOOL BUILDINGS

With reference to Article 4 of the minute of meeting of the Education Committee of 25 April 2000, there was submitted Joint Report No 449/00 by the Director of Education and the Director of Property Services seeking approval of a draft response to the Scottish Infrastructure Inquiry being undertaken by the Scottish Parliament, updating the Committee on progress to date in developing an asset management plan for all school buildings in Angus and highlighting specific issues requiring to be addressed in St Vigeans and Maisondieu Primary Schools.

The Committee, for its interest, agreed to approve the recommendations set out in the Report.

15. REPAIRS TO LIFT INSTALLATIONS ­ NEW REGULATIONS ­ PHASE 2

With reference to Article 24 of the minute of meeting of this Committee of 31 August 1999, there was submitted Report No 476/00 by the Director of Property Services seeking approval for the provision of supplementary funding from the Property Renewal and Repair Fund to allow the second and final phase of repair and renewal of lifts in non-housing properties.

The Report indicated that a combination of service contractor and insurance inspection reports had identified a number of repairs which required to be undertaken and that these had been prioritised into two phases.

The Committee, for its interest, agreed:-

  1. to approve the bid for supplementary funding in the sum of £19,000 from the Property Renewal and Repair Fund for phase 2 of the repair and renewal programme in respect of repairs to lift installations during the current final year; and
  2. to instruct the Director of Property Services to progress the repairs and renewals immediately.

16. PROPERTY RENEWAL AND REPAIR FUND - FUNDING ARRANGEMENTS AND PROGRAMME OF URGENT REPAIRS ­ PHASE 10

With reference to Article 25 of the minute of meeting of this Committee of 14 March 2000, there was submitted Report No 477/00 by the Director of Property Services advising on the tenth phase of budgetary provision from the Property Renewal and Repair Fund and the programmes of urgent repairs to be undertaken to ensure that the properties concerned were quickly brought up to standard.

The Committee, for its interest, agreed:-

  1. to approve the provision of £400,800 from the Property Renewal and Repair Fund for the execution of urgent property repairs; and
  2. 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 these funding arrangements.

17. ACCESS FOR THE DISABLED ADAPTATIONS PROGRAMME ­ PHASE 1

With reference to Article 26 of the minute of meeting of this Committee of 1 December 1998, there was submitted Report No 478/00 by the Director of Property Services seeking approval for the provision of supplementary funding from the Property Renewal and Repair Fund to allow the first phase of an extensive programme of adaptations in non-housing properties to allow improved access for disabled people.

The Committee, for its interest, agreed:-

  1. to approve the bid for supplementary funding in the sum of £150,000 from the Property Renewal and Repair Fund for Phase 1 of an access for the disabled adaptations programme;
  2. to instruct the Director of Property Services to progress these adaptations and submit further Reports detailing later phases of the programme; and
  3. to instruct the Director of Property Services to seek central government funding for the works in view of the severe financial constraints being faced by local authorities.

18. FORMER LADYLOAN SCHOOL, ARBROATH - PERSONNEL DEPARTMENT ­ ANGUS COUNCIL TRAINING SERVICES

With reference to Article 4 of the minute of meeting of this Committee of 2 February 1999, there was submitted Report No 479/00 by the Director of Property Services advising the Committee of a proposal to market the former Ladyloan School, Arbroath for sale.

The Report indicated that the marketing of these premises would ensure that all alternatives were explored and that the most favourable proposal available would be obtained.

The Committee agreed to authorise the Director of Property Services to organise the marketing for sale of the former Ladyloan School, Arbroath.

19. CARNOUSTIE BURGH CHAMBERS - FURNITURE

There was submitted Report No 480/00 by the Director of Property Services advising the Committee of the theft of various items of furniture from the old Andover Primary School, Brechin which were in storage during the renovation of Carnoustie Burgh Chambers as an ACCESS Office.

The theft had taken place a few days before the furniture was due to be returned to the Chambers and in accordance with current Council policy, these items had not been insured against loss or theft in view of the high premiums charged for this type of insurance cover. Prior to consideration being given to replacement, it was proposed to await the outcome of the Police investigation.

The Committee agreed to note the terms of the Report.

20. THE CHILDREN'S SERVICES DEVELOPMENT FUND ­ ADDITIONAL FUNDING

With reference to Article 12 of the minute of meeting of the Education Committee of 25 April 2000, there was submitted Joint Report No 427/00 by the Director of Social Work, the Director of Education and the Director of Personnel detailing proposals for the use of additional funding provided for Social Work services under the Children's Services Development Fund with a view to meeting identified needs, helping promote development of the foster care service and improving outcomes for children looked after by the Council.

The Committee, for its interest, agreed to approve the establishment of the following posts within the Social Work Department:-

  1. 1 Residential Care Worker, SCP 16-37; and
  2. 0.5 Senior Clerical Assistant, GS3.

21. SURESTART (SCOTLAND)

With reference to Article 13 of the minute of meeting of the Education Committee of 25 April 2000, there was submitted Joint Report No 428/00 by the Director of Social Work, the Director of Education and the Director of Personnel outlining the progress of the Surestart (Scotland) Initiative in Angus and recommending support for further developments during 2000/2001 with the additional funding provided by the Scottish Executive.

The Committee, for its interest, agreed to approve the establishment of the following posts within the Social Work Department:-

  1. 1 Resource Worker, SCP 27-35; and
  2. 1.5 Family Support Officers, SCP 12-18.

22. REGISTRATION OF CHILDMINDING AND DAYCARE FOR CHILDREN UNDER EIGHT ­ CHILDREN ACT 1989 ­ PART X

With reference to Article 14 of the minute of meeting of the Education Committee of 25 April 2000, there was submitted Joint Report No 430/00 by the Director of Social Work, the Director of Education and the Director of Personnel advising the Committee of the Council's duties in relation to the regulation of childminders and providers of non-domestic day care for children under eight and containing proposals for regulating this.

The Committee, for its interest, agreed to approve the establishment of the following posts within the Social Work Department:-

  1. 1.5 Regulation Officers, AP4/5 + 1 (SCP 27-35); and
  2. 0.7 Clerical Assistant, GS1/2.

23. ANTI SOCIAL BEHAVIOUR ORDERS - STAFFING REQUIREMENTS

With reference to Article 9 of the minute of meeting of the Housing Committee of 11 April 2000, there was submitted Joint Report No 383/00 by the Director of Housing and the Director of Personnel recommending an increase in staffing to enable early and effective implementation of the Council's policy regarding Anti-Social Behaviour Orders.

The Committee, for its interest, agreed to approve the establishment of the following posts within the Housing Department:-

  1. 1 Assistant Principal Officer (Community Safety), Grade AP3; and
  2. 1 Senior Clerical Assistant (ASBO), Grade GS3.

24. CHIEF EXECUTIVE'S DEPARTMENT - CORPORATE SUPPORT UNIT ­ STAFFING

There was submitted Joint Report No 228/00 by the Chief Executive and the Director of Personnel recommending the establishment of a new post of Clerical Assistant within the Corporate Support Unit of the Chief Executive's Department which would allow the Unit to provide a more efficient service to the Department and comply with Financial Regulations as recently highlighted by Internal Audit.

The Committee, for its interest, agreed to approve establishment of a post of Clerical Assistant, Grade GS1/2, within the Corporate Support Unit of the Chief Executive's Department.

25. E MAIL AND INTERNET POLICY

There was submitted Joint Report No 481/00 by the Director of Personnel and the Director of Information Technology concerning a suggested E-mail and Internet policy for adoption by the Council. The policy, as appended to the Report, had been developed to ensure proper and consistent use of E-mail and Internet/Intranet facilities within the Council and set out guidelines on acceptable use of these facilities which were designed to safeguard both the Council and employees.

The Committee, for its interest, agreed:-

  1. to approve the terms of the Report; and
  2. to approve adoption of the E-mail and Internet Policy, as appended to the Report.

26. WHISTLEBLOWING POLICY

There was submitted Report No 482/00 by the Director of Personnel, concerning a suggested "Whistleblowing" Policy for adoption by the Council.

The Report indicated that while there was no legal obligation on employers to have a Whistleblowing Policy, the Public Interest Disclosure Act 1999 encouraged them to set up effective reporting procedures for employees raising concerns to enable issues to be identified and resolved quickly.

The Committee agreed:-

  1. to note the contents of the Report; and
  2. to approve the adoption of the Whistleblowing Policy, as appended to the Report.

27. SCOTTISH COUNCIL SINGLE STATUS JOB EVALUATION SCHEME

With reference to Article 16 of the minute of meeting of this Committee of 31 August 1999, there was submitted Report No 484/00 by the Director of Personnel requesting adoption of the Scottish Council's Single Status Job Evaluation Scheme for implementation within Angus Council, with a view to progressing the Single Status Agreement.

The Committee agreed:-

  1. to adopt the Scottish Council's Single Status Job Evaluation Scheme for implementation within Angus Council;
  2. to implement the Scheme in line with a timetable developed in consultation with the trade unions; and
  3. to note that the Director of Personnel would submit a further report on the resource implications of implementing this project.
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