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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 7 May 2002 at 4.00 pm.

Present: Councillors BILL MIDDLETON, RON SCRIMGEOUR, ALISTAIR GRAY, 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 The Hon R J LESLIE MELVILLE.

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 2-10 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. RIVERVIEW CARAVAN PARK, MARINE DRIVE, MONIFIETH

With reference to Article 2 of the minute of meeting of the Recreation and Cultural Services Committee of 25 April 2002, there was submitted Joint Report No 456/02 by the Director of Property Services and the Director of Leisure Services advising the Committee of a request from the tenants of the Riverview Caravan Park, Monifieth to enter into a new long-term lease.

The Committee, for its interest, agreed to approve a new long-term lease of Riverview Caravan Park, Monifieth to the tenants concerned, on the provisional terms and conditions detailed in the Report.

3. LEASE OF PITSKELLY PARK, CARNOUSTIE ­ CARNOUSTIE PANMURE BOYS' CLUB

With reference to Article 3 of the minute of meeting of the Recreation and Cultural Services Committee of 20 April 2002, there was submitted Joint Report No 457/02 by the Director of Property Services and the Director of Leisure Services advising the Committee of proposed reduction in annual rent for the lease of Pitskelly Park, Carnoustie by Carnoustie Panmure Boys' Club.

The Committee, for its interest, agreed to approve the reduction in rent to Carnoustie Panmure Boys' Club for the lease of Pitskelly Park, Carnoustie as detailed in the Report, with effect from 1 August 2001.

4. INVERKEILOR PRIMARY SCHOOL ­ PROPOSED MODERNISATION/EXTENSION

With reference to Article 15 of the minute of meeting of the Education Committee of 30 April 2002, there was submitted Joint Report No 499/02 by the Director of Education and the Director of Property Services detailing proposals to extend and modernise Inverkeilor Primary School, outlining the procurement process and identifying a short list of contractors it was suggested be invited to tender for the project with a view to progressing this on a partnering basis.

The Committee, for its interest, agreed to authorise the invitation of tenders for this project from the undernoted contractors on a partnering basis to it having been noted that the Director of Finance had already carried out an assessment of these contractors and was satisfied that they had the financial stability to undertake the contract:-

5. PROPERTY TRANSACTIONS

With reference to Article 2 of the minute of meeting of this Committee of 12 March 2002, there was submitted Report No 520/02 by the Director of Property Services advising the Committee of the outcome of negotiations for various property transactions, including rent reviews.

The Committee agreed to note the conclusion of negotiations for the items contained in Appendices 1, 2, 3, 4 and 5 of the Report and to approve the acquisition of item number 1 contained in Appendix 1 and the open market disposal of the former Janitor's House at Ferryden.

6. PROPOSED LEASE OF FORMER ST VIGEANS SCHOOL, ST VIGEANS, BY ARBROATH

There was submitted Report No 568/02 by the Director of Property Services advising the Committee that the former school at St Vigeans, by Arbroath was now surplus to Council requirements and that a request had been received from a party to enter into a lease of the property.

The Committee agreed:-

  1. to declare the former school at St Vigeans surplus to requirements; and
  2. to authorise the Director of Property Services to enter into detailed negotiations with the party detailed in the Report for the lease of this former school, the outcome of which to be reported to this Committee in due course.

7. PROPOSED DISPOSAL OF LAND AT CLIFF HOUSE, EDRADOUR GARDENS, ARBROATH

With reference to Article 19 of the minute of meeting of this Committee of 31 August 1999, there was submitted Joint Report No 521/02 by the Director of Social Work and the Director of Property Services advising the Committee of an approach by a Housing Association for the purchase of a site measuring 0.47 hectares or thereby at Cliff House, Arbroath.

The Committee, for its interest, agreed:-

  1. to declare this site at Cliff House surplus to requirements;
  2. to authorise the Director of Property Services to negotiate provisional terms and conditions for the sale of the site to the Housing Association detailed in the Report; and
  3. to make a condition of the disposal of this site that the Association pay an agreed sum for the construction of a therapeutic garden within the grounds of Cliffview Court.

Councillor Gray declared an interest in the following item and took no part in the discussion thereof.

8. FORMER HILLSIDE PRIMARY SCHOOL AND CAR PARK

With reference to Article 14 of the minute of meeting of this Committee of 28 November 2000, there was submitted Report No 522/02 by the Director of Property Services advising the Committee of the outcome of negotiations for the disposal of the former Hillside Primary School and the lease of the adjoining car park.

The Committee agreed:-

  1. to approve the acquisition of the Discharge of the conditions in relation to the former school and schoolhouse from the Church of Scotland on the provisional terms and conditions detailed in the Report;
  2. to approve the disposal of a site measuring 0.33 hectares or thereby, including the former Hillside Primary School and Schoolhouse to a Housing Association on the provisional terms and conditions detailed in the Report;
  3. to authorise the disposal of a site measuring 0.03 hectares at the former Hillside Primary School to another party on the provisional terms and conditions detailed in the Report; and
  4. to authorise the lease of the car park situated adjacent to the former Hillside Primary School to the Church of Scotland on the provisional terms and conditions detailed in the Report.

9. PERSONNEL SERVICES ­ ESTABLISHMENT

With reference to Article 10 of the minute of meeting of the Council of 13 December 2001, there was submitted Report No 523/02 by the Chief Executive proposing a number of changes to the establishment of Personnel Services.

The Committee agreed:-

  1. to approve the deletion of post No 02/05, Senior Personnel Adviser, Grade AP8;
  2. to approve the redesignation of posts Nos. 02/08-02/10 to Trainee Personnel Adviser, Grade GS1-AP6;
  3. to approve the establishment of a part-time, (15 hours per week) post of Clerical Assistant, Grade GS1/2; and
  4. to note that these revised staffing arrangements would cost £201,865 in financial year 2002/03, compared with the current staffing cost of £213,389.

10. ESTABLISHMENT CHANGES

With reference to Article 5 of the minute of meeting of this Committee of 29 January 2002, there was submitted Report No 525/02 by the Chief Executive summarising the proposed changes in the establishment of the Social Work, Chief Executive's and Law and Administration Departments.

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

11. MINUTES

(a) Previous Meeting

The minute of meeting of this Committee of 12 March 2002 was approved as a correct record and signed by the Convener.

(b) Appeals Sub-Committee

The minute of meeting of the Appeals Sub-Committee of 14 March 2002, a copy of which is appended hereto, was submitted and noted (APPENDIX I).

12. ANGUS AHEAD ­ POST OF ANGUS AHEAD OFFICER

With reference to Article 16 of the minute of meeting of the Policy and Resources Committee of 8 December 1998, there was submitted Report No 340/02 by the Chief Executive seeking approval for the establishment of a permanent Angus Ahead post to replace the fixed term Marketing Officer post funded through the Angus Ahead Initiative, as recommended by the Budget Strategy Group.

The Report indicated that the fixed term Marketing Officer post had been vacant since February 2001 as the postholder had secured a permanent post elsewhere. Experience had shown that a fixed term post in this field made recruitment very difficult and the Budget Strategy Group had concluded that the most appropriate course of action would be for a permanent appointment on the basis that funds were already available within the Angus Ahead Budget until March 2004.

The funding arrangements from 2004/05 would require to be considered as part of that years' budget setting process.

The Committee, for its interest, agreed:-

  1. to note the contents of the Report; and
  2. to approve the establishment of a permanent post of Angus Ahead Officer within the Economic Development Unit (SCP31-34) to replace the fixed term Marketing Officer post.

13. SICKNESS ABSENCE

With reference to Article 9 of the minute of meeting of this Committee of 29 January 2002, there was submitted Report No 524/02 by the Chief Executive advising the Committee of the level of sickness absence within the Council during the period 1 October to 31 December 2001.

The Report summarised information which had been submitted by Departments on a quarterly basis and analysis of the absence data showed a slight decrease during the period under review, compared with the same period in 2000, which compared favourably with national figures.

The Committee agreed to note the contents of the Report.

14. POLICE ACT 1997 ­ DISCLOSURE SCOTLAND ­ ACCESS TO CRIMINAL RECORD CHECKS

There was submitted Report No 526/02 by the Chief Executive giving details of the new system of disclosing criminal history information for employment and other purposes, following implementation of Part V of the Police Act 1997 and advising of action already taken and which still required to be taken to ensure compliance with the Act.

The Report indicated that a new bureau "Disclosure Scotland" had been established within the Scottish Criminal Record Office, with a view to enhancing public safety and assisting employers and voluntary organisations to make safer recruitment decisions. Disclosure Scotland would issue three types of certificate which would give details of convictions and/or information, or indicate that no such information was held, to be known as standard, enhanced and basic disclosures, with a fee of £13.60 for each disclosure requested.

The Committee agreed:-

  1. to note the contents of the Report; and
  2. to approve, for its interest, all actions to ensure compliance with the Act by the Council, including the meeting of payments to Disclosure Scotland on behalf of applicants for standard and enhanced disclosures.

15. ENERGY AND ENVIRONMENTAL CONSERVATION SPEND TO SAVE 2002/03 PROGRAMME

There was submitted Report No 527/02 by the Director of Property Services seeking approval to the provision of supplementary funding from the Property Renewal and Repair Fund to undertake a short programme of energy and environmental conservation projects in support of the Council's Energy Management Strategy, at an estimated cost of £86,000.

The Committee, for its interest, agreed:-

  1. to note and approve the short programme of energy and environmental conservation projects planned for 2002/03, as detailed in the Report; and
  2. to approve a bid for supplementary funding in the sum of £86,000 from the Property Renewal and Repair Fund.

16. PROPERTY RENEWAL AND REPAIR FUND ­ UPDATE OF FUNDING ARRANGEMENTS AND PLANNED PROGRAMME OF URGENT REPAIRS

With reference to Article 26 of the minute of meeting of this Committee of 12 June 2001, there was submitted Report No 528/02 by the Director of Property Services advising on the next phase of programmes of urgent repairs to be undertaken utilising the Property Renewal and Repair Fund and providing an update to the programme of additional repairs carried out in 2001/02.

The Committee, for its interest, agreed:-

  1. to approve the provision of £29,700 from the Property Renewal and Repair Fund within financial year 2001/02 for the execution of additional urgent property repairs already undertaken; and
  2. to approve the next phase of planned programme work at an estimated cost of £357,830 from the Property Renewal and Repair Fund for the execution of urgent property repairs in 2002/03.

17. PROPERTIES PREVIOUSLY THE RESPONSIBILITY OF CULTURAL SERVICES ­ SAFETY REPAIRS TO COMPUTER INSTALLATIONS

There was submitted Joint Report No 529/02 by the Director of Property Services and the Director of Leisure Services seeking approval for the provision of supplementary funding from the Property Renewal and Repair Fund to undertake a programme of urgent safety repairs to the computer installations at the various properties at an estimated cost of £21,000.

The Committee, for its interest, agreed:-

  1. to note the requirement for urgent safety repairs to the computer installations in the various properties detailed in the Report;
  2. to approve the bid for supplementary funding in the sum of £21,000 from the Property Renewal and Repair Fund; and
  3. to instruct the Director of Property Services to undertake these urgent safety repairs immediately.
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