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PERSONNEL AND PROPERTY SERVICES

MINUTE of MEETING of the PERSONNEL AND PROPERTY SERVICES COMMITTEE held in the Town and County Hall, Forfar on Tuesday 30 January 2001 at 4.00 pm.

Present: Councillors BILL MIDDLETON, ROB MURRAY, ALISTAIR GRAY (from Article 14 onwards), ALEX KING, The Hon R J LESLIE MELVILLE, IAN MACKINTOSH, GLENNIS MIDDLETON, PETER MURPHY, PETER NIELD, BILL ROBERTON and DAVID SELFRIDGE.

Apologies: Apologies for absence were intimated on behalf of Councillors STEPHEN LESLIE and BRIAN MILNE.

Councillor BILL MIDDLETON, Convener in the Chair.

Before commencing the business, the Convener indicated that Janice Torbet, Director of Personnel, had been successful in securing the position of Director of Human Resources with Tayside University Hospital Trust and consequently would only be attending one further meeting of this Committee prior to her leaving the employment of the Council on 6 April 2001. The Committee noted the position and agreed to record appreciation of all the work undertaken for the Council by Mrs Torbet since her appointment on 24 May 1995.

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 16 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. FORFAR ACADEMY

  1. Replacement of Curtain Walling ­ Procurement Details and Tender List

    With reference to Article 19 of the minute of meeting of the Education Committee of 23 January 2001, there was submitted Report No 1278/00 by the Director of Property Services setting out a proposed method of procurement, detailing the indicative programme and the contractor selection process and proposing a list of contractors to be invited to tender for the replacement of curtain walling at Forfar Academy.

    The Committee, for its interest, agreed:-

    1. to note the proposed method of procurement;
    2. to note the indicative programme;
    3. to approve the proposed concept for contractor selection; and
    4. to authorise the invitation of tenders from the contractors detailed in the Report.

  2. Curtain Walling ­ Structural Investigation

With reference to Article 18 of the minute of meeting of the Policy and Resources Committee of 5 December 2000, there was submitted Report No 118/01 by the Director of Property Services requesting homologation of the decision taken to appoint a contractor to undertake structural investigation work at Forfar Academy, without competitive tendering.

The Report indicated that this action had been required to provide design information to inform the tendering process and there would have been insufficient time to invite tenders for the work if the programme and critical dates were to be adhered to.

The Committee agreed:-

  1. to note the contents of the Report; and
  2. to homologate the decision to appoint Brown Construction Ltd to undertake structural investigation work at Forfar Academy, without competitive tendering, in accordance with Financial Regulation 16.1.3(ii).

3. LEASE OF RIVERVIEW CARAVAN PARK, MONIFIETH

There was submitted Joint Report No 119/01 by the Director of Property Services and the Director of Recreation Services advising the Committee of the outcome of negotiations to agree a reviewed rent of the Riverview Caravan Park, and recommending that the leased area be increased to enable the tenants to provide extended facilities to meet demand from campers.

The Committee, for its interest, agreed to approve the extension of the leased area at Riverview Caravan Park, Monifieth to the tenants concerned at the revised rent as detailed in the Report, with effect from 1 March 2000.

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

4. PROPOSED DISPOSAL OF FORMER MATRON'S HOUSE, FAIRLIE HOUSE, KIRRIEMUIR

With reference to Article 15 of the minute of meeting of the Education Committee of 7 March 2000, there was submitted Report No 120/01 by the Director of Property Services advising the Committee of the provisional terms and conditions agreed for the disposal of the former Matron's House at Fairlie House, Kirriemuir.

The Committee agreed to the disposal of these premises to Angus Community Care Charitable Trust on the provisional terms and conditions contained in the Report.

5. PROPOSED ACQUISITION OF 4 NORTH GRANGE COTTAGES, GRANGE ROAD, MONIFIETH

With reference to Article 8 of the minute of meeting of this Committee of 1 February 2000, there was submitted Report No 183/01 by the Director of Property Services advising the Committee of the outcome of negotiations for the acquisition of 4 North Grange Cottages, Grange Road, Monifieth and the re-housing of the current tenants.

The Report indicated that the property was located on the proposed line on the new A92 dual carriageway and was included in the Angus Council (A92 Dundee-Arbroath Dualling) Compulsory Purchase Order 1999.

The Committee agreed:-

  1. to approve the acquisition of 4 North Grange Cottages, Grange Road, Monifieth on the provisional terms and conditions contained in the Report; and
  2. to note that the tenants of the property had been re-housed and that compensation had been agreed under the Director of Property Services' delegated authority.

6. PROPERTY TRANSACTIONS

With reference to Article 3 of the minute of meeting of this Committee of 28 November 2000, there was submitted Report 121/01 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 of the Report.

7. URGENT JOBBING AND REPAIRS TERMS CONTRACT ­ TENDER REPORT

The Committee agreed to defer consideration of this item

8. IMPROVEMENTS AT ABERLEMNO PRIMARY SCHOOL ­ TENDER REPORT

The Committee agreed to defer consideration of this item.

9. BRECHIN BUSINESS PARK, MEDIA FIT-OUT ­ TENDER LIST

The Committee agreed to refer this item to the Economic Development Committee.

10. ST JAMES HOUSE, FORFAR ­ WORKSHOP DEMOLITIONS ETC ­ TENDER LIST

With reference to Article 14 of the minute of meeting of the Council of 16 September 1999, there was submitted Report No 125/01 by the Director of Property Services proposing a list of contractors to be invited to tender for the workshop demolitions and disaggregation of services at St James House, Forfar.

The Committee agreed to authorise the invitation of tenders from the contractors detailed in the Report.

11. SERVICE CONTRACTS ­ TENDER LIST

There was submitted Report No 153/01 by the Director of Property Services advising the Committee that, following advertisement, a number of firms had expressed an interest in tendering for service and maintenance works in Council properties on the basis of three year contracts in respect of :-

12. G & B CONTRACTORS LTD. ­ INSOLVENCY

There was submitted Report 126/01 by the Director of Property Services advising the Committee that G & B Contractors Ltd, Forfar were now insolvent and that all works on Council projects being undertaken by them had now ceased.

The Committee for its interest agreed:-

  1. to note the current situation;
  2. to note that G & B Contractors Ltd, Forfar had ceased work on all Council projects as of 5 January 2001 and that a liquidator had been appointed on 22 January 2001;
  3. to note the Council properties which were affected and the responsive action taken by the Director of Property Services; and
  4. to note that further developments would be reported to this Committee in due course.

13. RECREATION SERVICES DEPARTMENT ­ LEISURE SECTION ­ CHANGES TO STAFFING ESTABLISHMENT

With reference to Article 3 of the minute of meeting of the Recreation and Cultural Services Committee of 18 January 2001, there was submitted Joint Report No 57/01 by the Director of Recreation Services and Director of Personnel recommending changes to the current operation of the established staff within the Leisure Section of Recreation Services to provide for the existing Leisure Management System and to make provision for the development of this system.

The Committee, for its interest, agreed:-

  1. to note the contents of the Report; and
  2. to approve the changes of circumstances of the Senior Clerical Assistance (Leisure) post from GS3 part time (20 hours per week) to GS3 full time (36.25 hours per week).

14. COUNTRYSIDE RANGER SERVICE ­ CHANGES TO STAFFING ESTABLISHMENT

With reference to Article 4 of the minute of meeting of the Recreation and Cultural Services Committee of 18 January 2001, there was submitted Joint Report No 56/01 and by the Director of Recreation Services and the Director of Personnel recommending changes to the existing establishment within the Council's Countryside Ranger Service, to satisfy operational requirements at Forfar Loch and Monikie Country Parks.

The Committee, for its interest, agreed:-

  1. to note the contents of the Report; and
  2. to approve the establishment of one post of Senior Countryside Ranger, AP3 and one post of Receptionist/Clerical Assistant, GS1/2 (27.5 hours per week).

15. STAFFING ESTABLISHMENT FOR ANGUS CHILDCARE PARTNERSHIP

With reference to Article 9 of the minute of meeting of the Social Work Committee of 16 January 2001, there was submitted Joint Report No 52/01 by the Director of Education, the Director of Social Work and the Director of Personnel proposing the permanent establishment of posts for the Angus Childcare Partnership with a view to ensuring that there was stability for the partnership and security for the staff involved.

The Committee, for its interest, agreed:-

  1. to note the contents of the Report; and
  2. to approve the establishment of one Development Officer post, AP5/6 and the establishment of one Clerical Assistant post GS1/2.

16. PROPERTY SERVICES DEPARTMENT: REVIEW OF STRUCTURE AND ESTABLISHMENT

There was submitted Joint Report No 127/01 by the Director of Property Services and the Director of Personnel outlining proposed changes to the structure and establishment of the Property Services Department in light of the removal of CCT and the introduction of Best Value in order to maximise operational efficiency and flexibility in the delivery of property related services to the Council.

The Report indicted that these proposed changes were considered appropriate given the change in demands on service provision and the ability of the department to deal effectively with foreseeable future service requirements.

The Committee agreed:-

  1. to approve the proposed structures for the Client Services/Property Management and the Consultant Services/Provisional Services Sections, as detailed in Appendices 2 and 4, respectively, of the Report; and
  2. to approve the following changes to the establishment of the Property Services Department:-
    1. deletion of Post No 02/04, Senior Estates Surveying Technician, grade Tech 5;
    2. establishment of one post of Estates Surveyor Assistant, grade AP2;
    3. deletion of Post No 01/04, Secretary, grade AP2;
    4. establishment of one post of Administration Assistant, grade AP2;
    5. regrading of Post No 03/05, Capital Programme Monitor from AP5 to AP5/6;
    6. deletion of Post No 03/04, Assistant Programme Manager, grade AP5/6
    7. regrading of Post No 03/02, Maintenance and Energy Programme Manager from AP6 to AP8;
    8. regrading of Post No 05/01, Maintenance Manager from AP6 to AP8;
    9. regrading of Post Nos 04/06, 07/08, 07/09, 07/10 and 07/11 all Quantity Surveyor from AP4 to AP5/6; and
    10. regrading of Post No 06/12, Interior Designer from AP4 to AP5/6.

17. MINUTES

  1. Previous Meeting

    The minute of meeting of this Committee of 28 November 2000 was approved as a correct record and signed by the Convener.

  2. Executive Sub-Committee

    The minute of meeting of the Executive Sub-Committee of 9 January 2001, a copy of which is appended hereto was submitted and noted (APPENDIX 1).

18. REVISED POLICY ON ALCOHOL AND DRUG MISUSE

With reference to Article 15 of the minute of meeting of this Committee of 2 September 1997, there was submitted Report No 128/01 by the Director of Personnel recommending adoption of a revised Alcohol and Drug Misuse Policy.

The Report indicated that the proposed new policy highlighted the need to undertake a comprehensive training and awareness programme to raise the profile of alcohol and drug misuse linking into the Council's efforts in promoting Scotland's Health at Work and was more explicit with regard to procedures to use when an alcohol/drug issue emerged during the course of normal day to day work activities or during absence management/disciplinary proceedings.

The Committee agreed:-

  1. to note the contents of the Report; and
  2. to approve adoption of the revised Alcohol and Drugs Misuse Policy, as appended to the Report.

19. YOUTH CRIME INITIATIVES

With reference to Article 4 of the minute of meeting of the Social Work Committee of 16 January 2001, there was submitted Joint Report No 49/01 by the Director of Social Work and the Director of Personnel seeking approval for the establishment of posts associated with the Scottish Executive Review of Youth Crime.

The Report indicated that this review, together with new funding being made available, offered the opportunity to develop new services to address the issue of youth crime. It also offered the opportunity to address offending behaviour as well as the underlying needs of the young people concerned.

The Committee, for its interest, agreed:-

  1. to note the contents of the Report; and
  2. to approve the establishment of the undernoted posts:-
    1. One Senior Resource Worker post, SCP 35-38;
    2. Three Resource Worker posts, SCP 27-35; and
    3. One part-time (0.5 FTE) Clerical Assistant post, GS1/2.

20. BEST VALUE SERVICE REVIEW ­ PERSONNEL DEPARTMENT: ANGUS COUNCIL TRAINING SERVICES ­ GOVERNMENT TRAINING SCHEMES

There was submitted Report No 129/01 by the Director of Personnel informing members that a review of Government Training Schemes managed by the Angus Council Training Service Section of the Personnel Department had been undertaken in accordance with the Council's Best Value Action Plan and seeking approval of the Service Improvement Plan prepared as a consequence of that review.

The Committee agreed:-

  1. to note the contents of the Report;
  2. to note and approve the terms of the Report on the Service Review of Angus Council Training Service's Management of Government Training Schemes; and
  3. to approve the proposed Service Improvement Plan arising from the review and detailed in the Appendix to the Report.

21. PROGRESS REPORT ON CONSTRUCTION PROJECTS 2000/01

There was submitted Report No 130/01 by the Director of Property Services reviewing progress of projects up to the end of December 2000 for which funding provision had been made within the 2000/2001 Capital Programme, with a full copy of the Report having been placed in the Members' Lounge.

The Committee agreed to note the contents of the Report.

22. PEOPLES NETWORK FUNDING PROGRAMME

With reference to Article 22 of the minute of meeting of the Recreation and Cultural Services Committee of 18 January 2001, there was submitted Report No 71/01 by the Acting Director of Cultural Services informing members of the current progress of the Peoples Network Funding Programme within the Cultural Services Department with contributions from the Information Technology and Property Renewal and Repair Funds.

The Committee, for its interest, agreed:-

  1. to note the progress of the funding application to the New Opportunities Fund for the introduction of Peoples Network terminals into all Council owned libraries; and
  2. to note the decision taken to make additional funding available for the introduction of the Peoples Network from within the 2001/2002 Cultural Services Revenue Budget, with contributions from the Information Technology and Property Renewal and Repair Funds, subject to external funding being available from the New Opportunities Fund.
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