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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 3 September 2002 at 4.00 pm.

Present: Councillors BILL MIDDLETON, ALEX KING, The Hon R J LESLIE MELVILLE, IAN MACKINTOSH, BRIAN MILNE, PETER MURPHY, ROB MURRAY, PETER NIELD, HELEN OSWALD, BILL ROBERTON and DAVID SELFRIDGE.

Apologies: Apologies for absence were intimated on behalf of Councillors RON SCRIMGEOUR and GLENNIS MIDDLETON.

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 and 3 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. PROPERTY TRANSACTIONS

With reference to Article 5 of the minute of meeting of this Committee of 7 May 2002, there was submitted Report No 1020/02 by the Director of Property Services advising the Committee of the outcome of negotiations for various property transactions, including compensation claims.

The Committee agreed to note the conclusion of negotiations for the items contained in Appendices 2, 3 and 5 and to approve the transactions contained in Appendices 1 and 4 of the Report.

3. VEHICLE FLEET SERVICES

With reference to Article 2 of the minute of meeting of the Contract Services Committee of 20 August 2002, there was submitted Joint Report No 896/02 by the Director of Environmental and Consumer Protection and the Contract Services Manager with regard to revised management arrangement for the whole Council vehicle related provision, to be integrated within a composite unit under the responsibility of the Director of Environmental and Consumer Protection, with effect from 1 November 2002.

The Committee, for its interest, agreed to approve the recommendations, as detailed in the Report.

4. MINUTES

(a) Previous Meeting

The minute of meeting of this Committee of 18 June 2002 was approved as a correct record and signed by the Convener.

(b) Central Consultative Committee

The minute of meeting of the Central Consultative Committee of 27 August 2002, a copy of which is appended hereto, was submitted and noted (APPENDIX 1)

Angus Council Public Holidays 2003 (Article 3 of the above minute refers)

Arising from consideration of this minute, the Committee agreed that the following days be set as public holidays for non-teaching staff during 2003:-

5. BEST VALUE SERVICE REVIEW ­ PERSONNEL SERVICES ­ INFORMATION TECHNOLOGY TRAINING SERVICE

There was submitted Report No 1022/02 by the Chief Executive advising that a review of the IT Training Service managed by the Training Services Section of Personnel Services had been undertaken in accordance with the Council's Best Value Action Plan and seeking approval for the Service Improvement Plan prepared as a consequence of that review.

The Report indicated that, in accordance with the Best Value procedures, the Service Review Team had concluded that the IT Training Service was of an "acceptable standard" and consequently a Service Improvement Plan had been drawn up with a view to enhancing this service.

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 the IT Training Service; and
  3. to approve the proposed Service Improvement Plan arising from that review, as detailed in the Appendix to the Report.

6. MONITORING EMPLOYEE TURNOVER 2001/2002

With reference to Article 9 of the minute of meeting of this Committee of 28 August 2001, there was submitted Report No 1023/02 by the Chief Executive advising the Committee of the levels of employee turnover within the Council during the financial year 2001/2002 using both the Crude Rate and Stability Index.

The Committee agreed:-

  1. to note the contents of the Report; and
  2. to authorise the Chief Executive to report on future years employee turnover on the basis of the Crude Rate Index of measurement only.

7. ESTABLISHMENT CHANGES

(a) 2001/2002

With reference to Article 11 of the minute of meeting of this Committee of 28 August 2001, there was submitted Report No 1024/02 by the Chief Executive summarising the changes to establishment of departments during the financial year 2001/2002, with regard to JNC posts and posts on APT&C grades.

The Committee agreed to note the contents of the Report.

(b) Current Committee Cycle

With reference to Article 7 of the minute of meeting of this Committee of 18 June 2002, there was submitted Report No 1061/02 by the Chief Executive summarising changes in the establishments of the Contract Services, Education, Environmental and Consumer Protection and Social Work Departments, as noted by service committees during the current committee cycle.

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

8. HUMAN RESOURCE ORGANISATIONAL HEALTH INDICATORS

There was submitted Report No 1025/02 by the Chief Executive detailing a range of indicators designed to help measure the effectiveness of human resource management and its contribution to organisational performance.

The Report indicated that these indicators were a measure of effectiveness of personnel policies and procedures, the effectiveness of managers in implementing these policies and procedures and the effectiveness of managers in managing their employees. The initial set of indicators were divided into five categories being industrial/employee relations, recruitment/retention, health and safety, training and equal opportunities.

The Committee agreed:-

  1. to note the contents of the Report; and
  2. to note that annual reports would be submitted to this Committee on the effectiveness of the Human Resource Management process.

9. OVERTIME AND ADDITIONAL HOURS COSTS 2001/2002

With reference to Article 8 of the minute of meeting of this Committee of 28 August 2001, there was submitted Report No 1026/02 by the Chief Executive advising the Committee of the level of overtime and additional hours costs within the Council during the financial year 2001/2002 and comparisons with last year's costs.

The Committee agreed to note the contents of the Report.

10. PART V OF THE POLICE ACT 1997 ­ DISCLOSURE SCOTLAND ­ ACCESS TO CRIMINAL RECORD CHECKS ­ SECURE HANDLING, USE, STORAGE AND RETENTION OF DISCLOSURE INFORMATION RECRUITMENT OF EX-OFFENDERS

With reference to Article 14 of the minute of meeting of this Committee of 7 May 2002, there was submitted Report No 1027/02 by the Chief Executive recommending the adoption of policies on the Secure Handling, Use, Storage and Retention of Disclosure Information and the Recruitment of Ex-Offenders in order to demonstrate further compliance by the Council with Part V of the Police Act 1997, which introduced a new system of disclosing criminal history information to organisations for employment purposes.

The Report indicated that the new Bureau, "Disclosure Scotland", provided criminal history information on anyone seeking employment or voluntary posts, which involved positions of trust such as working with children and vulnerable adults.

A Code of Practice had been published under the Police Act 1997 which required the Council to have a security policy for handling, holding and destroying disclosure information and proposed policies on this and the recruitment of ex-offenders were appended to the Report.

The Committee agreed to approve the adoption of the policies on Secure Handling, Use, Storage and Retention of Disclosure Information and the Recruitment of Ex-offenders, as detailed in Appendices 1 and 2, respectively, of the Report.

11. SICKNESS ABSENCE

With reference to Article 13 of the minute of meeting of this Committee of 7 May 2002, there was submitted Report No 1028/02 by the Chief Executive advising the Committee of the level of sickness absence within the Council during the period 1 January to 31 March 2002.

The Report summarised information, which had been submitted by departments on a quarterly basis and analysis of the absence data compared favourably with national figures.

The Committee agreed to note the contents of the Report.

12. TRAVEL AND SUBSISTENCE COSTS 2001/2002

With reference to Article 7 of the minute of meeting of this Committee of 28 August 2001, there was submitted Report No 1029/02 by the Chief Executive advising the Committee of the level of travel and subsistence costs within the Council during the financial year 2001/2002 and comparisons with last year's costs.

The Committee agreed to note the contents of the Report.

13. APPOINTMENT PROCEDURES FOR FIRST AND SECOND TIER OFFICERS

There was submitted Report No 1021/02 by the Chief Executive recommending the adoption of appointment procedures for first and second tier vacancies within the Council.

The Report indicated that an opportunity had been taken to reflect on the procedures adopted to date and to develop a procedure which could apply to all future first and second tier appointments where it was decided to fill the post by open advertisement. These procedures were detailed in Appendices 1 and 2 respectively of the Report.

The Committee agreed to approve the appointment procedures for first and second tier appointments to be used by a Service Committee where it was decided to fill a post by open advertisement.

14. WEBSTER'S SPORTS CENTRE ­ RENEWAL OF SWIMMING POOL FILTERS

There was submitted Report No 1030/02 by the Director of Property Services seeking approval to the provision of supplementary funding from the Property Renewal and Repairs Fund to undertake the renewal of swimming pool filters and associated plant at Webster's Sports Centre, at an estimated cost of £23,000.

The Report indicated that the filters were failing and required to be replaced and in order to minimise disruption to pool operations, it was proposed to undertake these works during the period of the swimming pool shut-down.

The Committee, for its interest, agreed:-

  1. to note the requirement for additional funding to undertake the renewal of swimming pool filters and associated plant at Webster's Sports Centre; and
  2. to approve a bid for supplementary funding in the sum of £23,000 from the Property Renewal and Repairs Fund in 2002/2003.

15. BRECHIN CATHEDRAL CEMETERY WALL ­ URGENT REPAIRS

With reference to Article 29 of the minute of meeting of this Committee of 12 June 2001, there was submitted Report No 1031/02 by the Director of Property Services seeking approval to the provision of additional supplementary funding from the Property Renewal and Repairs Fund to carry out urgent repairs to the cemetery wall at Brechin Cathedral.

The Report indicated that the cost of these works had increased as a consequence of a more detailed examination of the works involved and delays in being able to obtain sufficient competitive offers.

The Committee, for its interest, agreed:-

  1. to note the requirements for additional funding to undertake repairs to Brechin Cathedral cemetery wall; and
  2. to approve a bid for additional supplementary funding in the sum of £15,000 from the Property Renewal and Repairs Fund in 2002/2003.

16. PROGRESS REPORTS

(a) Property Maintenance Progress Report 2002/2003

With reference to Article 12(a) of the minute of meeting of this Committee of 29 January 2002, there was submitted Report No 1033/02 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.

(b) Energy Budget Progress Report 2002/2003

With reference to Article 12(b) of the minute of meeting of this Committee of 29 January 2002, there was submitted Report No 1034/02 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 30 June 2002.

The Committee agreed to note the contents of the Report.

17. BEST VALUE SERVICE REVIEW PROPERTY SERVICES DEPARTMENT ­ CONTRACT PROCUREMENT

With reference to Article 7 of the minute of meeting of the Policy and Resources Committee of 12 May 1998, there was submitted Report No 1032/02 by the Director of Property Services giving details of a review of Contract Procurement Services which had been undertaken within the context of the Council's Best Value Action Plan and seeking approval of the Service Improvement Plan prepared as a consequence of that review.

The Report indicated that the Best Value Review Team had determined that the service was of an "acceptable standard" and had submitted recommendations to enhance the service in the form of a Service Improvement Plan.

The Committee agreed:-

  1. to note the contents of the Report;
  2. to note the Report on the Service Review of the Contract Procurement Services of the Property Services Department which had been submitted to and approved by the Monitoring Group;
  3. to note and approve the terms of the Report on the Service Review of the Property Services Department's Contract Procurement Services; and
  4. to approve the proposed Service Improvement Plan arising from that review, as detailed in the Appendix to the Report.
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