Angus CouncilTel: 03452 777 778

Personnel and Property Committee

MINUTE of MEETING of the PERSONNEL AND PROPERTY SERVICES COMMITTEE held in the Town and County Hall, Forfar on Wednesday 30 August 2000 at 4.00 pm

Present: Councillors ROB MURRAY, ALISTAIR GRAY, ALEX KING, STEPHEN LESLIE, The Hon R J LESLIE MELVILLE, GLENNIS MIDDLETON, BRIAN MILNE, PETER MURPHY, BILL ROBERTON and DAVID SELFRIDGE.

Councillor JOHN HENDERSON was also present with the concurrence of the Committee.

Apologies: Apologies for absence were intimated on behalf of Councillors BILL MIDDLETON, IAN MACKINTOSH and PETER NIELD.

Councillor MURRAY, Vice-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 2-18 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, 3, 6, 8, 9 and 10.

2. DEVELOPMENT SITE ­ ARBROATH HARBOUR

With reference to Article 16 of the minute of meeting of the Roads Committee of 24 August 2000, there was submitted Joint Report No 913/00 by the Director of Property Services and the Director of Roads advising the Committee that Tayside Marine Services Ltd had withdrawn from proceeding with the lease of property at Arbroath Harbour.

The Committee, for its interest, agreed:-

  1. to note that Tayside Marine Services Ltd had reconsidered the proposed development of the property at Arbroath Harbour and no longer wished to proceed with the lease; and
  2. to authorise the Director of Property Services to re-advertise the property on the open market and report back with the outcome of the marketing exercise.

3. PROPOSED DISPOSAL OF LAND AT WESTERN ROAD, MONTROSE

With reference to Article 14 of the minute of meeting of the Roads Committee of 24 August 2000, there was submitted Report No 914/00 by the Director of Property Services advising the Committee of an approach made to the Council for the acquisition of a site at Western Road, Montrose by the adjoining owner.

The Committee, for its interest, agreed:-

  1. to declare the site at Western Road, Montrose measuring 0.065 hectares surplus to the requirements of the Council; and
  2. to approve disposal of the site to the adjoining owner on the provisional terms and conditions contained in the Report.

4. PROPOSED ACQUISITION OF CAR PARK AT ST MALCOLM'S WYND, KIRRIEMUIR

With reference to Article 13 of the minute of meeting of the Roads Committee of 24 August 2000, there was submitted Joint Report No 915/00 by the Director of Property Services and the Director of Roads advising the Committee of a proposal to acquire a fully constructed car park at St Malcolm's Wynd, Kirriemuir.

The Committee, for its interest, agreed:-

  1. to approve the acquisition of a car park at St Malcolm's Wynd, Kirriemuir on the provisional terms and conditions contained in the Report;
  2. to approve the preparation of an amendment to the Angus Council (Off-Street Car Parks Order) 1998 to make it a short-stay car park; and
  3. to approve in terms of Financial Regulation 16.1.3(d) that the contract arrangement be exempted from normal tendering procedures.

5. PROPERTY TRANSACTIONS

With reference to Article 6 of the minute of meeting of the Roads Committee of 13 June 2000, there was submitted Report No 924/00 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, 3, 4 and 5 of the Report.

6. STEP UP: (STRATHAIRLIE TRAINING AND EMPLOYMENT PROJECT FOR UNEMPLOYED PEOPLE)

With reference to Article 20 of the minute of meeting of the Housing Committee of 8 August 2000, there was submitted Joint Report No 767 /00 by the Director of Housing and the Director of Personnel recommending the disposal of a site extending to 0.369 hectares or thereby in Strathairlie to a Housing Association for the provision of housing built as part of a training and employment initiative.

The Committee, for its interest, agreed:-

  1. to dispose at market value to the Housing Association concerned, a site extending to 0.369 hectares in Strathairlie, Arbroath, subject to obtaining consent from the First Minister in terms of Section 12(7) of the Housing (Scotland) Act 1987; and
  2. to note that the Training Services Section of the Personnel Department would deliver a training programme for the long-term unemployed involved in this Project, subject to satisfactory negotiations with the Housing Association.

7. HOUSING DEPARTMENT ­ RESTRUCTURE OF ADMINISTRATION SECTION

With reference to Article 21 of the minute of meeting of the Housing Committee of 8 August 2000, there was submitted Joint Report No 818/00 by the Director of Housing and the Director of Personnel recommending the restructuring of the Administration Section of the Housing Department with a view to ensuring a more effective support function.

The Report indicated that, following retirement of the Administration Supervisor, the Director of Housing had taken the opportunity to review the current support service and the proposed structure recognised the recent establishment of two new posts to deal with anti-social behaviour orders and addressed a range of staffing and administration issues.

The Committee, for its interest, agreed:-

  1. to the deletion of post number 05/01, Administration Supervisor, AP4;
  2. to the deletion of post number 05/02, Administrative Assistant, AP1;
  3. to the establishment of one post of Systems Administrator, AP2; and
  4. to the establishment of one post of Administrative Assistant, AP2.

8. INVERBROTHOCK PRIMARY SCHOOL, ARBROATH

With reference to Article 24 of the minute of meeting of the Education Committee of 22 August 2000, there was submitted Joint Report No 874/00 by the Director of Education and the Director of Property Services outlining a proposal to extend Inverbrothock Primary School with a view to enhancing pre-school provision at the school.

The Committee, for its interest, agreed:

  1. to approve in principle the arrangements described in the Report to extend Inverbrothock Primary School;
  2. to approve the procurement method outlined in the Report in accordance with Financial Regulations 16.1.3(d); and
  3. to instruct the Director of Property Services, in consultation with the Director of Education and the Director of Finance, to enter into negotiations with a named contractor to agree a price and specification for this project.

9. COLLISTON PRIMARY SCHOOL: PRE-SCHOOL PROVISION

With reference to Article 25 of the minute of meeting of the Education Committee of 22 August 2000, there was submitted Joint Report No 878/00 by the Director of Education and the Director of Property Services advising the Committee of a proposal to extend Colliston Village Hall and associated works to Colliston Primary School to enable the establishment of pre-school provision.

The Committee, for its interest, agreed:

  1. to approve in principle the extension to Colliston Village Hall, together with works at Colliston Primary School, at a total cost of £26,000;
  2. to the ownership of the extended village hall being transferred on completion to the Village Hall Committee; and
  3. to authorise the Director of Law and Administration and the Director of Property Services to finalise arrangements with the Village Hall Committee for a 15 year lease to protect the Council’s use of the premises, with an option to renew for a further period of ten years on appropriate terms and conditions in respect of the extended hall.

10. EDUCATION DEPARTMENT ­ ESTABLISHMENT OF ADDITIONAL CLERICAL SUPPORT

With reference to Article 18 of the minute of meeting of the Education Committee of 22 August 2000, there was submitted Joint Report No 889/00 by the Director of Education and the Director of Personnel seeking approval to increase by 15 hours per week, the clerical support to the Education Department's Community Education Service in Kirriemuir.

The Report indicated that the post should be located in Fairlie House and provide assistance with the increased clerical workload arising from the Fairlie House development.

The Committee, for its interest, agreed:

  1. to note and approve the contents of the Report; and
  2. to approve an increase in the existing clerical support GS1/2 at the Community Education Service at Kirriemuir by 15 hours per week.

11. PERMANENT ESTABLISHMENT OF POST OF CLERICAL ASSISTANT WITHIN THE ECONOMIC DEVELOPMENT UNIT OF THE CHIEF EXECUTIVE'S DEPARTMENT

There was submitted Report No 916/00 by the Chief Executive seeking approval for the temporary post of Clerical Assistant (European) within the Economic Development Unit to be established on a permanent basis which would ensure continuity in the effective delivery of the Council's European services.

The Committee agreed:-

  1. to note the deletion of the post of European Assistant from the Economic Development establishment; and
  2. to approve the permanent establishment of the post of Clerical Assistant (European), Grade GS1-2 within the Economic Development Unit.

12. BENEFIT FRAUD INSPECTORATE (BFI) RESPONSE TO REPORT ­ STAFFING IMPLICATIONS

With reference to Article 9 of the minute of meeting of the Council of 29 June 2000, there was submitted Joint Report No 948/00 by the Director of Finance and the Director of Personnel highlighting that the majority of the recommendations contained within the BFI Report were to be taken forward within existing resources. The Report also detailed proposals in respect of three additional posts for permanent tasks in two areas which could not be absorbed within the existing staff resources, although it was estimated that the cost of the additional posts would be wholly offset by increased income as a result of these appointments.

The Committee, for its interest, agreed:

  1. to note and approve the contents of the Report;
  2. to approve the establishment of the following posts within the Finance Department:-
    • one Assistant Revenues Officer, Grade AP3;
    • one Fraud Officer, Grade AP2; and
    • one Revenues Assistant, Grade AP1; and
  3. to approve the redesignation of a current Fraud Officer post, Grade AP2 in the Finance Department to Senior Fraud Officer, Grade AP3/4.

13. PROVISION OF SUPERVISED ACCOMMODATION AT LUNAN PARK, FRIOCKHEIM

With reference to Article 18 of the minute of meeting of the Social Work Committee of 15 August 2000, there was submitted Joint Report No 833/00 by the Director of Social Work and the Director of Personnel seeking approval for the establishment of posts to support the arrangements planned for an individual who was the responsibility of the Council under the terms of a Guardianship Order.

The Committee, for its interest, agreed:

  1. to note the contents of the Report; and
  2. to approve the establishment of 207 hours per week of Social Care Officer posts, SCP16-23.

14. HEALTH AND SAFETY SUPPORT TO SOCIAL WORK DEPARTMENT

With reference to Article 22 of the minute of meeting of the Social Work Committee of 15 August 2000, there was submitted Joint Report No 829/00 by the Director of Social Work and the Director of Personnel proposing changes to the organisational arrangements for health and safety support to the Social Work Department with a view to enhancing the access to professional health and safety support.

The Committee, for its interest, agreed:

  1. to note the contents of the Report;
  2. to the transfer of post number 07/30 "Office Manager" from the establishment of the Social Work Department to that of the Personnel Department; and
  3. to note that this post would be out-posted to the Social Work Department and redesignated "Safety Administration Assistant".

15. RECYCLING CENTRE, BRECHIN ­ PHASE 1 - TENDER REPORT

There was submitted Report No 925/00 by the Director of Property Services containing details of tenders received for the construction of the first phase of a new recycling centre at Brechin.

The Committee agreed:-

  1. to approve acceptance of the lowest tender for the several works, that of G & B Contractors Ltd, Forfar in the amount of £113,895.22;
  2. to approve the estimated cost of £137,395 (at out-turn prices) in respect of this project;
  3. to note that an allowance of £100,000 had been made for this project in the Final Revenue and Capital Budgets, 2000/2001 and that additional funding had been made available by transfer from the Restenneth Landfill Development capital funding; and
  4. to note that the additional revenue expenditure arising from this project (first full year 2001/02) was £13,700 in respect of loan charges.

16. PROPOSED LEASE OF TOWN HOUSE, BRECHIN

There was submitted Report No 921/00 by the Director of Property Services advising the Committee on the outcome of a marketing exercise for the lease of the Town House, Brechin which had been vacant for a number of years due to lack of funding within the Cultural Services Budget.

The Committee, for its interest, agreed:

  1. to decline the sole offer received for the lease of the Town House, Brechin;
  2. to instruct the Director of Property Services to continue to market the property for lease with a view to securing a rental which would more properly reflect the market value of the property; and
  3. to instruct the Director of Property Services to report back on the results of the marketing exercise before the end of the current calendar year.

17. ALTERATIONS AND EXTENSION TO BIRKHILL PRIMARY SCHOOL ­ TENDER LIST

With reference to Article 11 of the minute of meeting of the Education Committee of 19 October 1999, there was submitted Report No 926/00 by the Director of Property Services concerning a list of contractors to be invited to tender for the alterations and extension to Birkhill Primary School.

The Committee agreed that the undernoted five contractors be invited to tender, subject to any financial assessment deemed to be necessary by the Director of Finance in consultation with the Director of Property Services:-

Hall & Tawse Limited, Aberdeen

J & G Construction Limited, Dundee

Muirfield (Contracts) Limited, Dundee

Torith Limited, Dundee

Webster Contracts Limited, Kingsmuir, Forfar.

18. PROPOSED TRANSFER OF HOUSE AT 45 PRIORY COTTAGES, LUNANHEAD

There was submitted Report No 804/00 by the Director of Property Services advising the Committee of a proposal to transfer the house at 45 Priory Cottages, Lunanhead from the Corporate Estates Account to the Housing Revenue Account which would place the tenant in the same position as other Council tenants of similar houses in the surrounding area.

The Committee, for its interest, agreed:-

  1. to transfer the house at 45 Priory Cottages, Lunanhead from the Corporate Estates Account to the Housing Revenue Account at a value of £22,000; and
  2. to the Housing Revenue Account meeting the cost of upgrading this house to the same standards as adjoining properties currently held on this account.

19. MINUTES

(a) Previous Meeting

The minute of meeting of this Committee of 13 June 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 11 July 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 8 August 2000, a copy of which is appended hereto, was submitted and noted (APPENDIX II).

(d) Central Consultative Committee

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

20. REVIEW OF THE POSITIVE ABOUT DISABLED PEOPLE SYMBOL

With reference to Article 9 of the minute of meeting of this Committee of 28 January 1997, there was submitted Report No 955/00 by the Director of Personnel advising the Committee that the Employment Service had recently reviewed the Council's commitment towards the nationally recognised Positive About Disabled People Symbol and that the Council had been successful in retaining this award.

The Report indicated that the Employment Service had recognised the thorough recruitment and selection procedures in place within the Council and the Council's close working relationship with the Employment Disability Unit and the Employment Service. This recognition also demonstrated the Council's active involvement in pursuing its own equalities strategy and its positive and innovative approach in this field.

The Committee agreed:-

  1. to note the contents of the Report; and
  2. to note that the Employment Service had congratulated the Council on the high standard of its Equal Opportunities in Employment Policy and its positive and innovate approach towards people with disabilities.

21. PUBLIC HOLIDAYS 2001

With reference to Article 17 of the minute of meeting of this Committee of 31 August 1999, there was submitted Report No 956/00 by the Director of Personnel proposing dates for the seven fixed public holidays during the year 2001 for non-teaching staff.

The Committee, having noted that the relevant trade unions had been consulted at the meeting of the Central Consultative Committee held on 17 August 2000 (Article 19(d) above), agreed to the undernoted seven fixed public holidays for non-teaching employees for the year 2001:-

Monday 1 January 2001

Tuesday 2 January 2001

Monday 2 April 2001

Monday 7 May 2001

Friday 30 November 2001

Tuesday 25 December 2001

Wednesday 26 December 2001

22. TRAVEL AND SUBSISTENCE COSTS 1999/2000

There was submitted Report No. 808/00 by the Director of Personnel advising the Committee of the level of travel and subsistence costs within the Council during the financial year 1999/2000 and comparisons with last year's costs.

The Committee agreed to note the contents of the Report.

23. OVERTIME AND ADDITIONAL HOURS COSTS 1999/2000

There was submitted Report No. 810/00 by the Director of Personnel advising the Committee of the level of overtime and additional hours costs within the Council during the financial year 1999/2000 and comparisons with last year's costs.

The Committee agreed to note the contents of the Report.

24. ESTABLISHMENT CHANGES 1999/2000

There was submitted Report No. 809/00 by the Director of Personnel summarising the changes to Department's establishments during the financial year 1999/2000. The Report indicated that the information only related to JNC posts and position APT&C Grades, but it was hoped that in future years reports could be extended to incorporate changes to posts on "manual" grades.

The Committee agreed to note the contents of the Report.

25. ESTABLISHMENT OF ADDITIONAL POST OF COMMUNITY EDUCATION WORKER

With reference to Article 17 of the minute of meeting of the Education Committee of 22 August 2000, there was submitted Joint Report No 885/00 by the Director of Education and the Director of Personnel seeking approval to establish a professional Community Education Worker post within the Education Department to support the development of community/lifelong learning in the rural glens area of Angus.

The Report indicated that it was hoped the post would build on the success of the "Building Blocks" project covering the Angus Glens.

The Committee, for its interest, agreed:-

  1. to note and approve the contents of the Report; and
  2. to approve the establishment of one post of Community Education Worker, CEW grade, SCP23-31.

26. PROGRESS REPORTS

(a) Energy Budget Progress Report 2000/2001

With reference to Article 30 of the minute of meeting of this Committee of 31 August 1999, there was submitted Report No 919/00 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.

(b) Property Maintenance Progress Report 2000/2001

With reference to Article 29 of the minute of meeting of this Committee of 31 August 1999, there was submitted Report No 922/00 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.

27. END OF YEAR REPORTS

(a) Energy Budget End of Year Report 1999/2000

There was submitted and noted Report No 920/00 by the Director of Property Services presenting the 1999/2000 end of year status of expenditure on the individual Council heating fuel and electricity budgets for non-housing properties.

(b) Property Maintenance End of Year Report 1999/2000

There was submitted and noted Report No 923/00 by the Director of Property Services presenting the 1999/2000 end of year status of expenditure on the maintenance of non-housing properties.

28. PROPERTY AT 26 MARYWELL BRAE, KIRRIEMUIR

There was submitted Report No 929/00 by the Director of Property Services advising the Committee that the property at 26 Marywell Brae, Kirriemuir which had been occupied by the Housing Department and the Registrars was now vacant and suggesting that the premises be declared surplus to the requirements of the Council and marketed for sale or lease.

Having heard Councillor Henderson who urged the Committee not to market the property for sale, the Committee agreed:-

  1. to declare the property at 26 Marywell Brae, Kirriemuir surplus to the requirements of the Council; and
  2. to authorise the Director of Property Services to arrange for the property to be marketed for lease in the first instance.

29. STAFFING ESTABLISHMENT FOR VERY SHELTERED HOUSING COMPLEX AT ST DROSTAN'S, BRECHIN

With reference to Article 7 of the minute of meeting of the Social Work Committee of 15 August 2000, there was submitted Joint Report No 824/00 by the Director of Social Work and the Director of Personnel seeking approval to establish posts to provide care for the very sheltered housing complex at St Drostan's, Brechin.

The Report indicated that approval of these posts would enable this complex to be appropriately resourced and would ensure that the care provided met the standards required.

The Committee, for its interest, agreed:-

  1. to note and approve the contents of the Report; and
  2. to approve the establishment of 273 hours per week of Social Care Officer posts (SCP16-23) for the very sheltered housing complex at St Drostan's, Brechin.

30. SUPPORTED DISCHARGE FROM HOSPITAL SCHEME

With reference to Article 8 of the minute of meeting of the Social Work Committee of 15 August 2000, there was submitted Joint Report No 825/00 by the Director of Social Work and the Director of Personnel seeking approval to establish posts for the Early Supported Discharge Scheme as part of a partnership arrangement with Tayside Primary Care NHS Trust and Tayside Health Board.

The Committee, for its interest, agreed, subject to funding being available from Tayside Health Board:-

  1. to approve the establishment of 24 Social Care Officer posts for 24 hours per week for this project; and
  2. (ii) to approve the establishment of 12 Social Care Officer posts for 19 hours per week for the nightcare element of the project.
Get Adobe Reader Adobe Reader is required to view the PDF documents on this page. If you don't have it, download it free from www.adobe.com.