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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 29 January 2002 at 4.00 pm.

Present: Councillors BILL MIDDLETON, RON SCRIMGEOUR, ALEX KING, IAN MACKINTOSH, GLENNIS MIDDLETON, BRIAN MILNE, PETER MURPHY, ROB MURRAY, PETER NIELD, BILL ROBERTON and DAVID SELFRIDGE.

Apology: An apology for absence was intimated on behalf of Councillor ALISTAIR GRAY.

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 2-5 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. PROVISION OF ESTATES SERVICES CONSULTANCY ­ TENDER REPORT

With reference to Article 4 of the minute of meeting of this Committee of 27 November 2001, there was submitted Report No 128/02 by the Director of Property Services advising members of the tenders received for the provision of estates services to the Council, following expiry of the current contract, and recommending acceptance of one of the tenders from the select list.

The Committee, having noted that Messrs Lickley Proctor, Chartered Surveyors, Dundee had been assessed as being the best value for provision of an estates services consultancy, agreed to the appointment of Messrs Lickley Proctor as the Council's sole external estates services consultants for a period of three years, with effect from 1 February 2002.

3. CONSTRUCTIONLINE SERVICE FOR CONTRACTOR AND CONSULTANT SELECTION IN PROCUREMENT OF COUNCIL BUILDING CONTRACTS

There was submitted Report No 129/02 by the Director of Property Services describing the service offered by Constructionline for contractor and consultant selection in procurement of Council building contracts and the benefits of using the Constructionline register of contractors and consultants in place of the Committee's standing lists.

The Report indicated that Constructionline was created and owned by the Department of Environment, Transport and the Regions and had been introduced to improve quality and efficiency in the construction industry. The service, which was free to all public sector clients, provided access to a register of contractors and consultants who had been assessed and who were approved, in terms of technical, financial and managerial competence, as suitable for selection to tender for construction projects.

The Committee agreed:-

  1. to the Council becoming a Constructionline user; and
  2. to the Constructionline register of contractors and consultants serving as this Committee's standing list of contractors and consultants.

4. ADDITIONAL SUPPORT STAFF FOR SCHOOLS ­ PROPERTY SUPPORT TO THE EDUCATION DEPARTMENT

With reference to Article 22 of the minute of meeting of the Education Committee of 22 January 2002, there was submitted Joint Report No 110/02 by the Director of Education and the Director of Property Services outlining proposals to augment the staffing level within the Property Services Department to enhance support provided to schools.

The Report indicated that the proposals met the criteria identified for an effective Property Support structure and ensured that each school would have a nominated contact who would organise and facilitate property related work for the school. The proposals were cost effective and ensured that there was an element of accountability in service delivery.

The Committee, for its interest, agreed:-

  1. to note the contents of the Report; and
  2. to approve the establishment of two additional posts of Clerk of Works (Tech 1/4) and one additional post of Building Maintenance Technician (Tech 1/ 4).

5. ESTABLISHMENT CHANGES

With reference to Article 13 of the minute of meeting of this Committee of 28 August 2001, there was submitted Report No 131/02 by the Acting Director of Personnel summarising proposed changes in the establishment of the Social Work, Cultural Services, Education, Finance, Chief Executive's, Law and Administration and Roads Departments.

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

6. MINUTE OF PREVIOUS MEETING

The minute of meeting of this Committee of 27 November 2001 was approved as a correct record and signed by the Convener.

7. CHANGES TO ESTABLISHMENT ­ DEPARTMENT OF INFORMATION TECHNOLOGY

There was submitted Report No 181/02 by the Director of Information Technology proposing an amendment to the staffing establishment of his Department to cater for a new requirement arising from the implementation of the Council's e-government strategy.

The Committee, for its interest, agreed:-

  1. to approve the deletion of one post of Systems Co-ordinator (SCP 31-38); and
  2. to approve the establishment of one post of Information Co-ordinator (SCP 23-26) (AP3) within the staffing establishment of the Department of Information Technology.

8. APPEALS SUB-COMMITTEE

The Committee was advised that a grievance had recently been lodged and that the appropriate Appeals Sub-Committee to hear the grievance comprised the Convener, the Vice-Convener and Councillor Peter Murphy.

The Convener and the Vice-Convener were also members of the Joint Consultative Committee (Non-Teachers) where the subject of this particular grievance had already been discussed, and in the circumstances, the Committee agreed that substitute members, being members of the Administration (SNP) Group, be appointed to the Appeals Sub-Committee in place of the Convener and the Vice-Convener for hearing this case, and that similar appropriate arrangements be made in any other cases where, in terms of the Human Rights legislation, the Director of Law and Administration considered it appropriate that substitutes be appointed.

9. SICKNESS ABSENCE

With reference to Article 5(b) of the minute of meeting of this Committee of 16 October 2001, there was submitted Report No 132/02 by the Acting Director of Personnel advising the Committee of the level of sickness absence within the Council during the period 1 July to 30 September 2001.

The Report summarised information which was submitted by Departments on a quarterly basis. Analysis of the absence data showed a slight increase during the period under the review, but still compared favourably with national figures.

The Committee agreed to note the contents of the Report.

10. CROMBIE COUNTRY PARK ­ PROVISION OF STORAGE ACCOMMODATION

With reference to Article 16 of the minute of meeting of the Recreation and Cultural Services Committee of 17 January 2002, there was submitted Joint Report No 55/02 by the Director of Recreation Services and the Director of Property Services seeking approval to the provision of replacement storage accommodation at Crombie Country Park at an estimated cost of £24,000 to replace existing provision which was beyond economic refurbishment.

The Committee, for its interest, agreed:-

  1. to note the requirement to provide replacement storage provision at Crombie Country Park;
  2. to approve the proposal to fund the works from the current Recreation Services Revenue Budget; and
  3. to instruct the Director of Property Services to undertake these works on a design and build basis.

11. FORMER STEEPLE, ROSSIE TERRACE, FERRYDEN BY MONTROSE

With reference to Article 6 of the minute of meeting of the Housing Committee of 8 January 2002, there was submitted Joint Report No 17/02 by the Director of Housing and the Director of Property Services recommending repairs to the former steeple at Rossie Terrace, Ferryden and proposing that it be transferred to the Property Services Department Account.

The Report indicated that Ferryden and Craig Community Council proposed to erect a weather vane on the tower at their expense once repairs were completed, and this would be incorporated into the project.

The Committee, for its interest, agreed to repairs being undertaken to the former steeple at Rossie Terrace, Ferryden in the region of £7,000 and that on completion, the steeple be transferred to the Property Services account.

12. PROGRESS REPORTS

(a) Property Maintenance Progress Report 2001/2002

With reference to Article 15(c) of the minute of meeting of this Committee of 27 November 2001, there was submitted Report No 135/02 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.

(b) Energy Budget Progress Report

With reference to Article 15(a) of the minute of meeting of this Committee of 27 November 2001, there was submitted Report No 136/02 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, as at 31 December 2001.

The Committee agreed to note the contents of the Report.

(c) Property Services Department Service Plan 2001/04 ­ Progress Report

With reference to Article 33 of the minute of meeting of this Committee of 12 June 2001, there was submitted Report No 133/02 by the Director of Property Services advising the Committee of progress made by his Department in implementing the Action Plan detailed in the Property Services Departmental Service Plan for 2001/04.

The Report indicated that the Department was generally on target for completion of its main priorities and objectives with regard to the year 2001/02.

The Committee agreed to note the contents of the Report.

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