Policy And Resources Committee - 12/11/2001

At a MEETING of the PERSONNEL AND MANAGEMENT SERVICES COMMITTEE held at Dundee on 12th November, 2001.

Present:-

COUNCILLORS

Lord Provost Letford, Convener, in the Chair.

The minute of meeting of this Committee of 15th October 2001 was held as read.

Unless marked thus * all items stand delegated.

I MINUTE OF MEETING OF PERSONNEL APPOINTMENTS SUB-COMMITTEE OF 10TH SEPTEMBER AND 15TH OCTOBER 2001

The Minute of Meeting of the above Sub-Committee, a copy of which is appended hereto (Appendix I) was submitted for information.

II MINUTE OF MEETING OF PERSONNEL APPEALS SUB-COMMITTEE OF 3RD SEPTEMBER 2001

The Minute of Meeting of the above Sub-Committee, a copy of which is appended hereto (Appendix II) was submitted for information.

III LEISURE AND ARTS DEPARTMENT CHANGES TO ORGANISATIONAL STRUCTURE

At its meeting on 18th June 2001, the Policy and Resources Committee approved Report No 363-2001, Formation of New Department of Leisure and Arts. Subsequently, the Personnel and Management Services Committee on 15th October 2001 approved amendments in the original organisational structure as a result of further discussion, negotiation and the recruitment process.

The Committee approved the following amendments and noted that further reports will be submitted to future Committees as the situation evolves:-

(a)there were a number of initiatives which will be required to be addressed to ensure continuity of service and relationships with external funding partners and arts; providers. To aid this period of transition, it is proposed to establish a post of Arts Manager, Grade PO 15-18, currently 33,483 - 35,877 per annum on a temporary basis for three to five years with an initial review at 31st March 2003. It was also proposed to match the current Arts and Heritage Manager to this post.

(b)it was originally proposed that the post of Caird Hall Manager, Grade PO 3-6, currently 24,741 - 26,979. would report to the Leisure Centres Manager. However, following further consideration of the management of the various Halls within the remit of the Department and the Management of the Box Office, it was proposed to include these duties within the remit of a new post reporting to the Leisure and Arts Operations Manager. It was also considered appropriate for the duties of this post to include an overseeing role of the on-line bookings of dundee.com. It was therefore proposed to redesignate the post of Caird Hall Manager to Halls Manager and in light of the increased duties and responsibilities it was proposed to regrade the post PO 5-8, currently 26,301 - 28,404. It was also proposed to match the current Caird Hall Manager to this post.

(c)in light of the implications of II above, and the decision to remove responsibility for the Sports Development Team from the post of Leisure Centres Manager, the Grade of PO 11-14 currently 30,504 - 32,724 per annum, had now been reviewed and a revised grade of PO 7-10, currently 27,687 - 29,823 per annum was now proposed. It was also proposed to match the current Leisure Centres Manager to this post on his current grade.

(d)it was originally proposed that the organisational structure would include a post of Administration Team Leader PO 1-4, 23,430 - 25,476 and a post of Purchasing and Finance Officer AP3, 16,173 - 17,796. However, following further consideration of working practices, there became apparent that some of the duties which had been allocated to the Administration Team Leader would be better included within the remit of the Purchasing and Finance Officer. It was therefore proposed to transfer these duties across and include them within the post of Purchasing and Finance Officer. In order to reflect the differences these changes will make within the work context of these posts, it was recommended to revise the grades of the posts of Purchasing and Finance Officer to AP4, 18,378 - 20,397, and the Administration Team Leader to AP5, 21,036 - 22,959. This had been discussed fully with the Branch Secretary of Unison and the prospective postholders and the Director of Personnel and Management Services confirmed that this would not set a precedent for the future. If similar arrangements were proposed in the future, whether part of a departmental review or otherwise, these would be the subject of full consultation with the relevant trade unions.

(e)there would be a number of outstanding issues which will require to be addressed regarding the harmonisation of procedures within the merging Departments. In order to assist with the initial process and to ensure the smooth transition of staff and operations between these Departments it was proposed to create a post of Systems Development Officer PO 5-8, 26,301 - 28,404 per annum, on a temporary basis for three to five years, with an initial review at 31st March 2003. It was also proposed to match the current Senior Administration Officer to this post and to discuss with the postholder redeployment opportunities within the Council.

The Committee noted that the grades of the above posts would be reviewed by the Single Status Job Evaluation Scheme in due course. The Director of Finance had confirmed that these revisions would cost an additional 85,870 in a full financial year.

IV EDUCATION DEPARTMENT - REDESIGNATION AND REGRADING OF POST

The Committee approved the redesignation of a post of Clerical Officer to Management Information Systems Support Officer (Nursery/Primary) and the regrading of the post from GS3, 12,624 - 13,164, to AP3/4, 16,173 - 20,397.

This recommendation arose as the result of an exercise to extend the Phoenix Management Information System to all primary and nursery schools. The Senior Clerical Officer based within the Section responsible for this work and been actively involved in the development and support of this initiative, has had delivered training and was now undertaking al of the duties and responsibilities of a comparable post of Management Information Systems Support Officer. The Education Department had supported this change in the duties and responsibilities within this Section as it has greatly enhanced the service offered to schools. The additional cost of this regrading will be 3,460, inclusive of employer's costs, in a full financial year and would be contained within the Education Department's Revenue Budget.

V SOCIAL WORK DEPARTMENT - EARLY RETIREMENT

The Committee resolved that ER4/01 and ER5/01, two Social Care Officers within the Social Work Department, be retired early on the grounds of efficiency of the service, with effect from 13th November 2001. These retirements are in accordance with the Local Government Pension Scheme (Scotland) Regulations 1998 and would be with maximum enhancements in accordance with the Local Government (Discretionary Payments and Injury Benefits) (Scotland) Regulations 1998.

FINANCIAL IMPLICATIONS - ER 4/01

The Director of Finance advised that, if the recommendations in this report were approved, there would be net costs in the current financial year of 2,845 which would be contained within the Department's overall staffing budget. In years two to five there would be net savings of 15,163 per annum. While from year six onwards net savings of 16,049 will result.

FINANCIAL IMPLICATIONS - ER 5/01

The Director of Finance advised that, if the recommendations in this report were approved, there would be net costs in the current financial year of 1,328, which would be contained within the Department's overall staffing budget. In years two and three there will be net savings of 11,608 per annum, while from year four onwards net savings of 13,104 will result.

VI EDUCATION DEPARTMENT - ESTABLISHMENT OF FIXED TERM POST OF ATTENDANCE CO-ORDINATOR

The Committee approved the establishment of a fixed term post of Attendance Co-Ordinator, graded  

PO 5-8, 26,301 - 28,404.

The recommendation had arisen out of the continuing work of the Attendance Initiative last reported to the Education Committee in October 2000 (Report No 657-2000). Co-ordination of the development of strategies to promote the inclusion of public in mainstream education and the monitoring and analysis of attendance patterns of individual children in schools would build on the continuing successes of the Initiative. In the first instance, it was envisaged that this would be a short term post through to 31st March 2002.

Funding of this post would come from the Scottish Executive's Excellence Fund for Schools, Core Programme - Inclusion.

VII FINANCE DEPARTMENT - REDESIGNATION AND REGRADING OF POST

Due to the ongoing centralisation of the administration of the payroll function in the Finance Department Payroll Section, in line with the Best Value Review of Payroll. there was a requirement for an additional experienced Supervisor who would also deputise for the Systems/Payroll Controller. Accordingly, the Director of Finance and the Director of Personnel and Management Services requested the Committee to approve the redesignation of one post of Administrative Assistant to Senior Administrative Assistant and the regrading of the post from AP2 (14,484 - 15,717) to AP3 (16,173 - 17,796).

The cost of this recommendation would amount to 842 in the current year and 2,526 in a full year. The current year expenditure could be met from the Finance General Revenue Budget with an appropriate allowance made in future years.

The Committee approved the proposals.

VIII PERSONNEL AND MANAGEMENT SERVICES DEPARTMENT - EMPLOYMENT DISABILITY UNIT - CHANGES TO ESTABLISHMENT

As a result of a review and reallocation of duties and responsibilities within the Employment Disability Unit, the Director of Personnel and Management Services requested the Committee to approve the following changes to establishment:-

(a)to redesignate post of Assistant Manager to Assistant Manager (Employment Development) and regrade post from AP5, 21,036 - 22,959, to PO 1-4, 23,430 - 25,476. This post was presently regrading temporarily to PO 1-4 to reflect additional responsibilities.

(b)to redesignate post of Support Employment Co-Ordinator to Assistant Manager (Supported Employment) and regrade post from AP 3/4, 16,173 - 20,397, to 

PO 1-4, 23,430 - 25,476. This post was presently regraded temporarily to AP5 to reflect additional responsibilities.

(c)to redesignate post of Clerical Assistant to Clerical Assistant/Senior Clerical Assistant and regrade post from GS1/2, 9,180 - 12,399 to GS1/3, 9,180 - 13,164.

(d)to regrade two posts of Job Club Assistant from GS3. 12,624 - 13,164, to AP1, 13,164 - 14,118.

(e)to extend the temporary posts of Employment Development Officer, Work Placements, Support Worker and Clerical Assistant to 31st March 2002.

(f)to delete the vacant posts of Part-Time Support Worker, Grade AP3/4, 16,173 - 20,397, and Job Club Assistant (Arbroath), Grade GS3, 12,624 - 13,164.

The implementation of these proposals would result in a saving of 6,349, inclusive of employer's costs, in the current financial year and a saving of 12,905, inclusive of employer's costs, in a full financial year.

The Committee approved these proposals.

IX SUPPORT SERVICES DEPARTMENT - LEGAL DIVISION - CHANGES TO ESTABLISHMENT

Within the Support Services Department, the Legal Division was headed by the Legal Manager and there were four Team Leaders. Recently, one of the Team Leaders was appointed to the post of Legal Manager and the Director of Support Services had confirmed that she does not intend to fill the post which had become vacant but instead wishes to reallocate the duties and responsibilities of that post to the other three Team Leaders. The Director of Personnel and Management Services recommended that two of these three posts should be regraded from PO11-14 (30,504 - 32,724) to PO14-17 (32,724 - 35,031) to reflect these additional duties and responsibilities.

Adoption of these recommendations would result in savings of 23,771 in the current financial year rising to 34,515 in a full financial year once all staff have progressed to the top of their pay scale.

The Committee approved accordingly.

X EDUCATION DEPARTMENT - KICK-IT KICK-OFF PROJECT - EXTENSION OF FIXED TERM POST

The Committee was requested to approve the extension of the post of Project Co-Ordinator, graded AP5-PO1-4, 21,036 - 25,476, for the Kick-It Kick-Off Project, based in the Behaviour Support Service. This was a fixed term post and funding had been secured until 31st May 2004.

This innovative project was supported by the Education Department, Tayside Police and Dundee Football Club. The Project aimed to reduce offending, illegal drug misuse and improve school attendance amongst young people 12 to 16 years of age using the sport of football as a focus. Continued funding of this post would come from the Scottish Executive's Children's Change Fund.

The Committee approved the proposals.

XI SOCIAL WORK DEPARTMENT - RESTRUCTURE OF OCCUPATIONAL THERAPY SERVICE

There was submitted Joint Report No 391-2001 by the Director of Social Work and the Director of Personnel and Management Services establishing an Occupational Therapy Service Structure which would integrate with other areas of Community Care Service and facilitate the development of joint working with a Health Service.

The Committee approved the following recommendations:-

(a) to establish one post of Manager (Occupational Therapy), graded PO3-6  

24,741 - 26,979).

(b)to establish one additional post of Senior Occupational Therapist, graded PO1-4 (23,430 - 25,476).

The Convener agreed under Standing Order No. 52(3)(b) that the undernoted items XI(a) and XI(b) be included on the agenda in view of the timescales involved.

XI(a)

 

The Committee resolved that ER6/01, a gardener within the Leisure and Parks Department, be retired voluntarily from Dundee City Council with effect from 31st December, 2001. This retiral would be in accordance with Regulation 30 of the Local Government Pension Scheme (Scotland) Regulations 1998 which allows an employee who is between age 50 and 60 to retire voluntarily with the approval of the employing authority.

 

Approval of this early retirement would result in net costs in the current financial year of 1,816 which would be met from savings arising from the delay in filling vacant posts in the department. In years 2 to 5 there would be net savings of 15,056 per annum while from year 6 onwards, net savings of 17,333 would result.

 

	Year 1	Years 2 to 5	Year 6, etc.
	2001/02	2002/03-05/06
Saving in Non-filling of Post	14,334	17,333	17,333
Less: Additional Superannuation	(6,150)	(2,277)	NIL
Costs (incl. Employer's Costs)
	-------------	-------------	-------------
NET SAVINGS (COSTS)	(1,816)	15,056	17,333
	-------------	-------------	-------------

 

XI(b) DUNDEE BY DESIGN - EXTENSION OF TEMPORARY POSTS

 

Dundee City Council had been successful in obtaining continued European funding for both Dundee by Design and Bio Dundee Projects. There were three city posts funded through these projects. The post associated with Bio Dundee would continue until 31st December 2004 and was currently being advertised. There were currently two posts funded through Dundee By Design. The new project will continue with two posts of the same level.

 

The Committee noted the continuation of these projects and that the posts associated with the projects are to continue.

 

This agenda note was approved by the Economic Development Committee on 12th November 2001.

 

The Committee resolved under Section 50(A)(4) of the Local Government (Scotland) Act 1973 that the public and press should be excluded from the meeting during consideration of the undernoted items on the grounds that they involved the likely disclosure of exempt information as defined in Paragraph 1 of Part 1 of Schedule 7(a) to the Act.

 

XII SUPPORT SERVICES DEPARTMENT - LEGAL DIVISION - SPARE TIME REMUNERATIVE EMPLOYMENT

 

The Legal Manager had been invited by the Law Society of Scotland to be an Examiner for the Test of Professional Competence, an examination which all intending Solicitors in Scotland will require to sit and pass.

 

The Test was being piloted this year and the remit of an Examiner will be attendance at two meetings, the drafting of the Test Paper and the marking of scripts.

 

The Committee agreed to the Legal Manager taking up this appointment.

 

XIII PERSONNEL AND MANAGEMENT SERVICES DEPARTMENT - EMPLOYMENT DISABILITY UNIT - SPARE TIME REMUNERATIVE EMPLOYMENT

 

The EDU Manager, in conjunction with the Scottish Union of Supported Employment, had been invited by a number of organisations to deliver a limited range of training courses and lectures. The Director of Personnel and Management Services was satisfied that this would not in any way affect the Manager's duties and responsibilities and the Committee agreed to the Manager undertaking these activities which would take place outwith the Tayside area.

 

 

 

 

Lord Provost John R Letford, Convener.