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Personnel and Property Services Committee

MINUTE of MEETING of the PERSONNEL AND PROPERTY SERVICES COMMITTEE held in the Town and County Hall, Forfar on Tuesday 27 November 2001 at 4.00 pm.

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

Councillor BILL MIDDLETON, Convener, in the Chair.

Before commencing the business, the Convener intimated that the Personnel Department had recently received Investors in People recognition and that the Property Department had secured a bronze award through Scotland's Health at Work Awards Scheme.

The Committee noted the position and extended congratulations to the staff of both Departments on these achievements.

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 2-5 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. ESTABLISHMENT CHANGES

With reference to Article 13 of the minute of meeting of this Committee of 28 August 2001, there was submitted Report No 1288/01 by the Acting Director of Personnel summarising proposed changes in the establishment of the Housing, Contract Services and Social Work Departments, as approved by the Housing, Contract Services and Social Work Committees at meetings held on 6 and 13 November 2001, respectively.

The Committee, for its interest, agreed to approve the changes to the establishment of these Departments, as detailed in the Report.

3. PROPERTY SERVICES DEPARTMENT ­ DEFERMENT OF REVIEW OF ENERGY MANAGEMENT UNIT

With reference to Article 29 of the minute of meeting of this Committee of 15 June 1999, there was submitted Joint Report No 1290/01 by the Director of Property Services and the Acting Director of Personnel seeking approval to defer the viability review of the Energy Management Unit within the Property Services Department.

The Report indicated that the Unit had been established to support the implementation of the Council's Energy Management Strategy with additional staff being provided on a three year fixed term contract, subject to a review near the end of that period to determine whether further employment would be viable.

Delays had occurred in filling the posts of Energy Technician and Energy Clerical Assistant, leaving the Unit with disparate contract expiry dates and a deferment of the viability review date would regularise the position.

The Committee agreed:-

  1. to note the contents of the Report; and
  2. to approve the viability review of the Energy Management Unit being deferred until June 2003.

4. LIST OF SELECT TENDERERS ­ PROVISION OF ESTATES SERVICES

With reference to Article 12 of the minute of meeting of this Committee of 1 December 1998, there was submitted Report No 1360/01 by the Director of Property Services advising Members on the result of advertisements for firms wishing to be placed on the list of select tenderers for the provision of estates services, following expiry of the current contract on 30 November 2001.

The Committee agreed:-

  1. to place the undernoted three firms on the select list with appropriate tender documentation being forwarded to them as soon as possible:-
    • Messrs Lickley, Proctor & Burnett;
    • Messrs Graham & Sibbald;
    • Messrs CKD Finlayson Hughes; and
  2. to approve an extension of the existing contract with Messrs Lickley, Proctor & Burnett until 30 January 2002 on the current terms and conditions.

5. STANDING LISTS OF CONTRACTORS FOR COUNCIL BUILDING CONTRACTS (UP TO £200,000 IN VALUE)

With reference to Article 26 of the minute of meeting of this Committee of 31 August 1999, there was submitted Report No 1361/01 by the Director of Property Services presenting the current revision of standing lists of contractors for several works and individual trades works, as maintained and updated by the Director of Property Services.

The Committee agreed:-

  1. to note the current revision of the standing lists of contractors for several works and individual trades works; and
  2. to note that the revised lists would continue to be subject to regular review and updating with all amendments to be reported to this Committee at appropriate intervals.

6. MINUTES

(a) Previous Meeting

The minute of meeting of this Committee of 16 October 2001 was approved as a correct record and signed by the Convener;

(b) Sounding Board

The minute of meeting of the Sounding Board of 16 October 2001, a copy of which is appended hereto, was submitted and noted. (APPENDIX I)

(c) Appeals Sub-Committee

The minute of meeting of the Appeals Sub-Committee of 21 November 2001, a copy of which is appended hereto, was submitted and noted. (APPENDIX II)

7. 2002/03 REVENUE BUDGET

There was submitted Report No 1362/01 by the Director of Finance advising the Committee of the latest position with regard to the preparation of the Personnel (including Training Services) and Property Services (including Local Offices) Departmental 2002/03 Revenue Budgets and associated issues. Appended to the Report were summaries of the Departmental provisional base budgets for 2002/03 as submitted to, and subsequently reviewed by, the Director of Finance.

The Committee agreed:-

  1. to note the contents of the Report for its interest at this stage in the budget process; and
  2. to note that more detailed Reports with specific recommendations would be brought forward later in the budget cycle.

8. 2001/2005 FINANCIAL PLAN AND 2002/2003 CAPITAL BUDGET

There was submitted Report No 1363/01 by the Director of Finance advising the Committee of the latest position with regard to the preparation of the 2001/2005 Financial Plan (incorporating the 2002/2003 Capital Budget) for the Property Services Department. Appended to the Report were the Departmental Financial Plan submissions for 2001/2005 as returned to the Director of Finance and subsequently reviewed by the Capital Budget Sub-Group.

The Committee agreed:-

  1. to note the contents of the Report for its interest at this stage in the Financial Plan process; and
  2. to note that more detailed Reports with specific recommendations would be brought forward later in the Financial Plan cycle.

9. PERSONNEL DEPARTMENT SERVICE PLAN ­ PROGRESS REPORT

With reference to Article 21 of the minute of meeting of this Committee of 12 June 2001, there was submitted Report No 1364/01 by the Acting Director of Personnel advising the Committee of progress made by the Personnel Department in actioning the priority objectives for 2001/2002, as outlined in the Department's Service Plan.

The Committee agreed to note the contents of the Report.

10. CORPORATE ASSET MANAGEMENT

With reference to Article 7 of the minute of meeting of the Education Committee of 16 October 2001, there was submitted Report No 1365/01 by the Director of Property Services summarising the recommendations of the Audit Commission with regard to property asset management by local authorities, including a proposed action plan for the compilation of asset management plans for Angus Council non-Housing properties.

The Report indicated that it was now widely recognised, particularly in times of financial constraint, that local authorities should ensure they made the optimum use of all assets engaged in the delivery of Council services and this was particularly appropriate for property used by the Council, whether owned or leased.

The Committee agreed:-

  1. to note the contents of the Report;
  2. to note the progress in the completion of asset management plans for schools; and
  3. to instruct the Director of Property Services to implement the action plan contained within the Report.

11. LEGIONELLA PREVENTION REGIME ­ CHANGE IN STRATEGY ­ HEALTH & SAFETY

With reference to Article 23 of the minute of meeting of this Committee of 13 March 2001, there was submitted Report No 1366/01 by the Director of Property Services seeking approval to the provision of supplementary funding from the Property Renewal and Repairs Fund in the sum of £40,000, to cover the cost of interim arrangements while changing over to a new water treatment regime for the prevention of outbreaks of legionnaire's disease.

The Report indicated that publication of new guidance from the Health & Safety Executive had provided an opportunity to review the water treatment regime adopted for non-housing Council properties and it had been recognised that a change in regime was required although additional costs had arisen as a consequence.

The Committee, for its interest, agreed:-

  1. to note the requirement for an interim change over water treatment regime for 2001/02 with the consequent additional costs; and
  2. to approve a bid for supplementary funding in the sum of £40,000 from the Property Renewal and Repairs Fund, 2001/02.

12. MAISONDIEU PRIMARY SCHOOL ­ REFURBISHMENT OF LIGHTING ­ CLASSROOMS AND CORRIDOR

With reference to Article 6(b) of the minute of meeting of the Finance and Information Technology Committee of 1 September 1998, there was submitted Report No 1367/01 by the Director of Property Services seeking approval to the provision of supplementary funding from the Property Renewal and Repairs Fund to cover the cost of refurbishment of classroom and corridor lighting at Maisondieu Primary School at an estimated cost of £10,000.

The Report indicated that recent inspections of this school had identified that the standard of lighting in classrooms and corridors was currently below modern standards and that appropriate action was required.

The Committee, for its interest, agreed:-

  1. to note the requirement for the refurbishment of classroom and corridor lighting at Maisondieu Primary School; and
  2. to approve the bid for supplementary funding in the sum of £10,000 from the Property Renewal and Repairs Fund.

13. "GOWANLEA", ARBROATH ­ REPAIRS TO FLAT ROOF

With reference to Article 3 of the minute of meeting of this Committee of 12 June 2001, there was submitted Report No 1368/01 by the Director of Property Services seeking approval to the provision of supplementary funding from the Property Renewal and Repairs Fund to cover the cost of repair of the flat roof at the former Gowanlea Residential Home for the Elderly, Arbroath at an estimated cost of £20,000.

The Report indicated that recent inspections, undertaken as part of the major redevelopment project at "Gowanlea", had identified that the flat roof coverings had deteriorated and required attention.

The Committee, for its interest, agreed:-

  1. to note the requirement for repairs to the flat roof at "Gowanlea"; and
  2. to approve a bid for supplementary funding in the sum of £20,000 from the Property Renewal and Repairs Fund.

14. ARBROATH HIGH SCHOOL: BUILDING ADAPTATIONS

With reference to Article 15 of the minute of meeting of the Education Committee of 20 November 2001, there was submitted Joint Report No 1331/01 by the Director of Education and the Director of Property Services seeking approval to undertake a programme of development work at Arbroath High School with funding for the development to be drawn from monies provided by the Scottish Executive under the New Community Schools Project (Phase III) and the Excellence Fund (Programme 10 ­ Inclusion).

The Committee, for its interest, agreed to note and approve the contents of the Report.

15. PROGRESS REPORTS

(a) Energy Budget Progress Report 2001/2002

With reference to Article 11(a) of the minute of meeting of this Committee of 16 October 2001, there was submitted Report No 1369/01 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.

(b) Construction Projects 2001/2002

With reference to Article 25 of the minute of meeting of this Committee of 28 August 2001, there was submitted Report No 1370/01 by the Director of Property Services reviewing progress on construction projects up to the end of September 2001 from which funding provision had been made within the 2001/2002 Capital Programme. A full copy of the Report had been placed in the Members' Lounge.

The Committee agreed to note the contents of the Report.

(c) Property Maintenance Progress Report 2001/2002

With reference to Article 11(b) of the minute of meeting of this Committee of 16 October 2001, there was submitted Report No 1371/01 by the Director of Property Services setting out the current status of commitment and expenditure on the maintenance of non-Housing properties.

The Committee agreed to note the contents of the Report.

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