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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 1 May 2001 at 4.00 pm.

Present: Councillors BILL MIDDLETON, ROB MURRAY, ALISTAIR GRAY, ALEX KING, 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.

Prior to the commencement of the meeting, the Convener, on behalf of the Committee, welcomed Hugh Robertson to his first meeting of the Committee in his capacity as Acting Director of Personnel.

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. ALTERATIONS AND EXTENSION TO MAISONDIEU PRIMARY SCHOOL ­ TENDER LIST

There was submitted Report No 491/01 by the Director of Property Services proposing a list of contractors to be invited to tender for alterations and an extension to Maisondieu Primary School, Brechin.

The Committee agreed to authorise the invitation of tenders from the undernoted contractors, subject to satisfactory financial assessments as required by the Director of Finance, in consultation with the Director of Property Services:-

W H Brown Construction (Dundee) Ltd, Dundee
Hall & Tawse Ltd, Aberdeen
Muirfield (Contracts) Ltd, Dundee
Taycon Construction Ltd, Dundee
Torith Ltd, Dundee
Webster Contracts Ltd, Kingsmuir, Forfar

3. BRECHIN BUSINESS PARK MEDIA CENTRE FIT-OUT ­ TENDER REPORT

With reference to Article 16 of the minute of meeting of the Economic Development Committee of 1 March 2001, there was submitted Report No 492/01 by the Director of Property Services containing details of tenders received for the fit-out of the Business Unit at Brechin Business Park to create the Angus Digital Media Centre.

The Committee for its interest, agreed:-

  1. to approve the acceptance of the lowest tender submitted for the several works, that of Melville Dundas Ltd, Glasgow, in the amount of £222,381.98;
  2. to approve the estimated total cost of £496,000 (at out-turn prices) for this project;
  3. to note that a gross expenditure allowance of £496,000 had been made in the 2000/2004 Financial Plan ­ Provisional Capital Budget 2001/2002;
  4. to note that the 2000/2004 Financial Plan included assumed external funding contributions totalling £228,000; and
  5. to note the additional revenue expenditure arising from the estimated net expenditure on this project (first full year 2002/2003) as contained in the Report.

4. REPLACEMENT CURTAIN WALLING AT FORFAR ACADEMY ­ TENDER REPORT

With reference to Article 9 of the minute of meeting of this Committee of 13 March 2001, there was submitted Report No 494/01 by the Director of Property Services containing details of the negotiated tender received for the above project and seeking approval of the acceptance issued, following optimal resolution of the programme, design and funding issues necessary to progress the works.

The Committee, for its interest, agreed:-

  1. to homologate the action taken by the Chief Executive, the Director of Finance, the Director of Law and Administration, the Director of Education and the Director of Property Services, together with the respective Committee Conveners and the Leader of the Administration to authorise acceptance of the negotiated tender for the several works, that of Torith Ltd, Dundee, based on the SPECTUS/Penicuick system, in the amount of £1,100,701.74;
  2. to approve the estimated total cost of £1,199,639 (at out-turn prices) of this project;
  3. to note that an allowance of £960,000 had been included in the 2000/2004 Financial Plan ­ Provisional Capital Budget 2001/2002 and that additional provision for the project would be allowed in the Education Capital Budget as part of the preparation of the Final Revenue and Capital Budget Volume;
  4. to note that £8,600 of the additional funding required could be met from the Education Department revenue budget 2001/2002; and
  5. to note the revenue expenditure arising from this project (first full year 2003/2004) as contained in the Report.

5. DELEGATED BUILDING WORKS ­ QUARTERLY REPORT

With reference to Article 13 of the minute of meeting of this Committee of 17 October 2000, there was submitted Report No 502/01 by the Director of Property Services containing details of tenders accepted and orders placed by him under the Scheme of Delegation to Officers and the Financial Regulations, during the period 25 September 2000 to 9 April 2001.

The Committee agreed to note the contents of the Report.

6. PROPERTY TRANSACTIONS

With reference to Article 5 of the minute of meeting of this Committee of 13 March 2001, there was submitted Report No 495/01 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. ANNUAL SERVICING, MAINTENANCE AND GAS SAFETY CHECKS TO DOMESTIC GAS APPLIANCES WITHIN THE COUNCIL HOUSING STOCK

With reference to Article 20 of the minute of meeting of the Housing Committee of 9 January 2001, there was submitted Report No 496/01 by the Director of Property Services outlining the current arrangements for the annual servicing and maintenance of gas appliances in the Council's housing stock and making recommendations for future contractual arrangements with a view to providing a more robust annual servicing regime, in addition to a better level of service to tenants in terms of maintenance.

The Committee, for its interest, agreed:-

  1. to note the contents of the Report;
  2. to approve an exemption from seeking competitive tenders (in terms of Financial Regulation 16.1.3.d) for the next contract for the servicing and maintenance of gas appliances in the Council's housing stock subject to a suitable assurance being obtained in relation to the value for money of the negotiated contract;
  3. to authorise the Director of Property Services, in consultation with the Director of Finance, to negotiate a contract with WRB Gas Ltd for the future breakdown maintenance of gas appliances and annual servicing of gas appliances in the Council's housing stock in all areas except Forfar and Kirriemuir;
  4. to authorise the Director of Property Services, in consultation with the Director of Finance, to negotiate a contract with J M Guild for the annual servicing of gas appliances in the Council's housing stock in the Forfar and Kirriemuir areas; and
  5. to note that the terms of the negotiated contracts (including the time period) would be submitted to the next meeting of this Committee for approval.

8. JANITORIAL SERVICES

With reference to Article 13 of the minute of meeting of the Education Committee of 24 April 2001, there was submitted Joint Report No 473/01 by the Director of Education and the Acting Director of Personnel outlining the successful janitorial arrangements which had been operating in Forfar Academy and Webster's High School clusters and proposing that this cluster arrangement be extended to all Angus schools commencing in August 2001.

The Committee, for its interest, agreed:-

  1. to approve the establishment of one post of Janitorial Cluster Manager, Grade AP3 and one post of Assistant Janitorial Cluster Manager, Grade AP1 in each of the four area cluster groups outlined in the Report; and
  2. to the deletion of Post No 09/03, Assistant Monitoring Officer, which was currently vacant.

9. ACCESS OFFICE ­ MONTROSE

With reference to Article 10 of the minute of meeting of the Housing Committee of 10 April 2001, there was submitted Joint Report No 401/01 by the Director of Housing, the Director of Finance and the Acting Director of Personnel outlining staffing proposals for the new integrated ACCESS Office at the Town House, Montrose to ensure effective delivery of a range of Council services.

The Committee, for its interest, agreed to approve the following staffing proposals, as detailed in the Report:-

  1. to re-designate and re-grade all 3.5 FTE existing posts of Collectors/Clerical Assistants (GS1/2) within the current Housing Office as ACCESS Assistants grade GS3 to reflect the wider role under the ACCESS Office remit;
  2. to establish one additional full-time and one additional part-time ACCESS Assistant posts (20 hours per week), grade GS3;
  3. to re-designate the existing post of Area Housing Manager to Area Manager;
  4. to re-designate the existing post of Senior Financial Officer to Senior ACCESS Office Co-ordinator;
  5. to re-designate the post of Senior Cash Collector to Senior ACCESS Assistant; and
  6. to re-designate the existing post of Senior Officer (Management) to Senior Assistant (Management).

10. WASTE DISPOSAL SERVICE ­ CHANGES TO STAFFING ESTABLISHMENT

With reference to Article 4 of the minute of meeting of the Contract Services Committee of 17 April 2001, there was submitted Joint Report No 457/01 by the Contract Services Manager and the Acting Director of Personnel recommending changes to the existing establishment within the Council's Waste Disposal Service to satisfy operational requirements at the Lochhead/Restenneth Landfill, near Forfar and seeking approval to establish the post of Waste Disposal Manager.

The Committee, for its interest, agreed:-

  1. to note the contents of the Report; and
  2. to approve the establishment of one post of Waste Disposal Manager, grade AP4.

11. ARBROATH ABBEY DEVELOPMENT ­ AUDIO VISUAL WORKS

With reference to Article 8 of the minute of meeting of this Committee of 13 March 2001, there was submitted Joint Report No 497/01 by the Director of Property Services and the Director of Planning and Transport seeking approval of the action taken by them, in consultation with the Director of Finance and their respective Conveners, with regard to the proposed audio visual works for Arbroath Abbey.

The Committee agreed:-

  1. to homologate the action taken in accepting the tender for the audio visual works for Arbroath Abbey, from Furneaux Stewart Design and Communication Ltd, London in the amount of £70,081.00 subject to implementation of savings amounting to £4,081.00; and
  2. to note than an allowance of £66,000.00 had been made for this work and was contained in the contract already placed with Clachan Construction Ltd.

12. MINUTES

  1. Previous Meeting

    The minute of meeting of this Committee of 13 March 2001 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 10 April 2001, a copy of which is appended hereto, was submitted and noted (APPENDIX).

13. WARM DEAL GRANT

With reference to Article 5 of the minute of meeting of the Housing Committee of 10 April 2001, there was submitted Joint Report No 397/01 by the Director of Housing and the Acting Director of Personnel advising members of the Warm Deal grant funding by the Scottish Executive, the allocation for Angus and the progress being made by the Warm Deal project partnership between the Housing and Personnel Departments.

The Report indicated that, by continuing this successful partnership, it was envisaged that the Housing Department would once again fully utilise the Warm Deal grant for 2001/2002.

The Committee, for its interest, agreed to note the contents of the Report and in particular, the success of the Warm Deal partnership between the Housing and Personnel Departments.

14. FUNDING FOR CRIMINAL JUSTICE SERVICES 2001/2002 AND DEVELOPMENT OPPORTUNITIES

With reference to Article 4 of the minute of meeting of the Social Work Committee of 17 April 2001, there was submitted Joint Report No 446/01 by the Director of Social Work and the Acting Director of Personnel advising members of the funding allocation from the Scottish Executive for Social Work Criminal Justice Services and recommending an increase in the appropriate social work staff establishment.

The Committee agreed:-

  1. to note the contents of the Report; and
  2. to authorise the establishment of 1.5 social worker posts (SCP 27-35) in the Criminal Justice Services.

15. BREAST FEEDING POLICY STATEMENT

There was submitted Report No 498/01 by the Acting Director of Personnel proposing the adoption of a policy on breast feeding in order to clarify the position for members of the public visiting Council premises who wished to breast feed.

The Report indicated that during Breast Feeding Awareness Week in May 2000, Carnoustie Leisure Centre and the Carnoustie Library had been granted awards by the Tayside Joint Breast Feeding Initiative in recognition of their positive approach towards members of the public wishing to breast feed on these premises and following on from these awards, the Tayside Joint Initiative suggested that this approach might be adopted in other Council premises.

The Committee agreed to adopt the breast feeding policy statement as detailed in the Report.

16. INDUSTRIAL CHAPLAINCY IN ARBROATH

There was submitted Report No 505/01 by the Acting Director of Personnel recommending the introduction of an Industrial Chaplaincy for employees within the Arbroath area.

The Report indicated that an Industrial Chaplaincy had been set up in Arbroath under the auspices of the Scottish Churches Industrial Mission, with the approval and support of all local churches and the Chaplain had suggested that this service be made available to Council employees within the Arbroath area although he had indicated that should an employee from another location approach him, they would be given appropriate support.

The Committee, having noted that the objectives of the Industrial Chaplaincy was to strengthen the links between the churches and the workplace through pastoral involvement, practical support and social action, agreed to approve the introduction of an Industrial Chaplaincy for employees within the Arbroath area.

17. MANAGEMENT OF STRESS AT WORK

With reference to Article 14 of the minute of meeting of this Committee of 1 February 2000, there was submitted Report No 499/01 by the Acting Director of Personnel advising of progress with the Action Plan designed to support implementation of the Council's Management of Stress at Work Policy which had been prepared in consultation with the appropriate Trade Unions.

The Committee agreed to note and approve the implementation of the plan, as detailed in the Report.

18. SICKNESS ABSENCE

With reference to Article 10 of the minute of meeting of this Committee of 28 November 2000, there was submitted Report No 500/01 by the Acting Director of Personnel advising the Committee of the level of sickness absence within the Council for the period 1 October to 31 December 2000.

The Committee agreed to note the contents of the Report.

19. SUPPORT FOR COMMUNITY PLANNING IN ANGUS

There was submitted Joint Report No 535/01 by the Chief Executive and the Acting Director of Personnel proposing that a temporary post of Community Planning Officer based within the Chief Executive's Department be established on a permanent basis.

The Report indicated that supporting the process of community planning throughout Angus would require considerable effort by the Council and its partner agencies and it was considered that in order to meet these demands, the temporary post be now made permanent.

The Committee, for its interest, agreed:-

  1. to note the contents of the Report; and
  2. to approve the permanent establishment of a post of Community Planning Officer grade AP4.

20. ANGUS COUNCIL TRAINING SERVICES: NEW DEAL 25+ CONTRACT

With reference to Article 4 of the minute of meeting of this Committee of 2 February 1999, there was submitted Report No 501/01 by the Acting Director of Personnel advising members that the Angus Council Training Services Section of the Personnel Department had won a contract from the Employment Service for the delivery of the New Deal 25+ Programme and seeking approval of the action taken in bidding for this contract. The Report also recommended the establishment of a post of Senior Development Officer to assist in the delivery of the contract.

The Report indicated that the award of this contract was a further example of the success of the Training Services' delivery of high quality training and employment programmes which assisted unemployed people and employers throughout Angus and supported the economic development of the area.

The Committee agreed:-

  1. to approve the action of the former Director of Personnel in successfully bidding for a contract from the Employment Service for Angus Council Training Services to manage the Intensive Activity Period provision of the New Deal 25+ Programme in Angus; and
  2. to approve the establishment of a post of Senior Development Officer, grade AP5 within the Training Services Section of the Personnel Department.

21. PROPERTY MAINTENANCE PROGRESS REPORT 2000/2001

With reference to Article 19 of the minute of meeting of this Committee of 14 March 2000, there was submitted Report No 503/01 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.

22. ENERGY BUDGET PROGRESS REPORT 2000/2001

With reference to Article 18 of the minute of meeting of this Committee of 14 March 2000, there was submitted Report No 504/01 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.

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