Recess Sub-committee - 21/07/2003

At a MEETING of the RECESS SUB-COMMITTEE held at Dundee on 21st July 2003.

Present:-

COUNCILLORS

Councillor SHIMI, Convener, in the Chair.

Unless marked thus * all items stand delegated.

I TENDERS RECEIVED

The City Architectural Services Officer submitted Report No 475-2003 giving details of offers received for the undernoted contracts:-

(a) Braeview Academy - Window Replacement Phase 3

The Sub-Committee agreed to accept the offer from Dundee Contract Services under the Schedule of Rates to carry out the above works for the sum of 10,300 to which required to be added an allowance of 1,545 for professional services, making a total expenditure of 11,845.

The Sub-Committee also noted that Dundee Contract Services had listed Sidlaw Windows Limited as the Sub-Contractor for windows.

(b) TAYBANK 1ST DEVELOPMENT, 54 WAVERLEY TERRACE - HEATING INSTALLATION AND ELECTRICAL UPGRADING

The Sub-Committee agreed to accept the negotiated offer from Dundee Contract Services to carry out the above work for the sum of 6,450 to which required to be added the undernoted allowances:-

making a total expenditure of 10,253.

II PLAY AREAS PHASE 4 - SURVEY FEES

There was submitted Agenda Note AN345-2003 requesting acceptance of the lowest offer from Douglas Land Surveys to undertake digital surveys of the Phase 4 Play Areas to enable further detailed design work to be carried out.

The Sub-Committee agreed to accept the lowest offer by Douglas Land Surveys amounting to 810.

III MCMANUS GALLERIES - APPOINTMENT OF EXTERNAL CONSULTANTS

On a reference to Article IV of the minute of meeting of the Leisure and Arts Services Committee of 17th February, 2003 the Director of Leisure & Arts submitted Report No 477-2003 giving details of the procurement and appointment of consultants to the "Who We Are" McManus Galleries development project.

The Sub-Committee noted the preferred Design Consultants, Architectural Consultants and Heritage Consultants who had been selected as outlined in the report and remitted to the Director of Leisure and Arts to proceed with the appointments of the three consultancies as required subject to receipt of the Heritage Lottery Fund grant.

IV PAINTING WORKS AT UNIT 5/6 FARADAY STREET

There was submitted Agenda Note AN346-2003 advising that an offer of 2,882.07 had been received from Dundee Contract Services to carry out exterior painting of the above units in premises leased by the Leisure and Arts Department as storage facilities.

The Sub-Committee agreed to accept the offer.

V LEISURE AND ARTS FACILITIES - CONCESSION ADMISSION FOR CARERS

There was submitted Agenda Note AN347-2003 requesting the Sub-Committee to consider formalising the proposal of allowing carers free admission to facilities while accompanying a disabled person.

The Sub-Committee agreed that in an effort to encourage attendance by carers in the interests of promoting maximum enjoyment and well-being of persons with disabilities, accompanying carers be admitted without charge.

VI SUPPORT SERVICES DEPARTMENT

(a) Legal Division Staffing

The Depute Chief Executive (Support Services) and Assistant Chief Executive (Management) submitted Joint Report No 481-2003 recommending that the Legal Division staffing establishment be increased by 0.5 FTE Solicitor.

The Sub-Committee agreed to the establishment of an additional post of 0.5 FTE Solicitor graded AP5/PO10 (22,398 - 31,536) in the Legal Division.

(b) District Court Staffing

The Depute Chief Executive (Support Services) and Assistant Chief Executive (Management) submitted Joint Report No 482-2003 outlining the need for and purpose of recruiting a part-time member of Clerical Assistant/Bar Officer to support the District Court team.

The Sub-Committee agreed to the establishment of an additional part-time Clerical Assistant/Bar Officer (20 hours), graded GS2/3, (SCP 10-15) (12,789 - 14,211 pro rata) to process payments received in settlement of auto detection fines issued by Tayside Police, with progression beyond SCP12 being dependent upon the postholder undertaking duties of a similar nature to the Clerical Assistant/Bar Officer postholders within the section.

VII SUPPLY OF 15 SEAT COMMUNITY TRANSPORT MINIBUS

On a reference to Article III of the minute of meeting of the Neighbourhood Resources and Development Committee of 9th June, 2003 the Acting Director of Neighbourhood Resources and Development submitted Report No 491-2003 detailing the cost received, as an extension to a previously approved tender, for the supply of an additional 15 seat community transport minibus to replace the Mitchell Street minibus.

The Sub-Committee agreed to accept the offer by A M Phillip, Forfar, amounting to 19,000 excluding VAT and noted that conversion for use by the disabled would result in an increase in costs which would be reported back to a future Committee.

VIII PLANNED MAINTENANCE 2003/2004 - PHASE 3

The Acting Director of Neighbourhood Resources and Development submitted Report No 474-2003 seeking approval for the City Architectural Services Officer to obtain offers, tenders or negotiate partnerships and for the Depute Chief Executive (Support Services) in conjunction with the Acting Director of Neighbourhood Resources and Development to accept these offers/tenders/partnership agreements, for Planned Maintenance up to a total cost of 22,745 as detailed in Appendix 1 of the report.

The Sub-Committee authorised the City Architectural Services Officer to obtain offers, tenders or partnership agreements for the planned maintenance works as detailed and remitted to the Depute Chief Executive (Support Services), in conjunction with the Acting Director of Neighbourhood Resources and Development to accept the offers, tenders/partnership agreements as recommended by the City Architectural Services Officer for works to be undertaken by Dundee Contract Services and other contractors.

IX ARTHURSTONE LIBRARY - REFURBISHMENT

The Acting Director of Neighbourhood Resources and Development submitted Report No 490-2003 seeking approval for the City Architectural Services Officer to obtain offers, tenders or negotiate partnerships and for the Depute Chief Executive (Support Services) in conjunction with the Acting Director of Neighbourhood Resources and Development to accept these offers/tenders/partnership agreements for Arthurstone Refurbishment Works up to a total cost of 140,000 as detailed in Appendix 1 of the report.

The Sub-Committee authorised the City Architectural Services Officer to act accordingly and also authorised the Depute Chief Executive (Support Services), in conjunction with the Acting Director of Neighbourhood Resources and Development, to accept the offers, tenders/partnership agreements as recommended by the City Architectural Services Officer for works to be undertaken by Dundee Contract Services within the existing contract arrangements and other contractors.

X 5-13 MAUCHLINE AVENUE - ALTERATIONS TO SHOP UNITS (PARTNERING)

The Director of Economic Development and the City Architectural Services Officer submitted Joint Report No 476-2003 seeking approval for the alteration of the above shop units.

The Sub-Committee (a) agreed to the alteration to the shop units at 5-13 Mauchline Avenue to suit the requirements of a prospective tenant at an estimated total cost of 50,000 inclusive of professional fees, and (b) authorised the City Architectural Services Officer to negotiate a contract within the overall allowance under a partnering agreement with Torith Limited and also authorised the Depute Chief Executive (Support Services) in conjunction with the Director of Economic Development, to accept the offer recommended by the City Architectural Services Officer.

XI FINANCE REVENUE DIVISION WORKLOAD

The Depute Chief Executive (Finance) submitted Report No 496-2003 requesting approval for a proposed programme of actions in order to eliminate the current backlog of work experienced by the Finance Department Revenue Division.

The Sub-Committee approved the programme of actions including the appointment of CAPITA as set out in paragraph 7.2 of the report.

The Sub-Committee resolved under Section 50(A)(4) of the Local Government (Scotland) Act 1973 that the press and public be excluded from the meeting for the undernoted item of business on the grounds that it involved the likely disclosure of exempt information as defined in paragraphs 6 and 9 of Part I of Schedule 7A to the Act.

XII MCMANUS GALLERIES - CAFE

There was submitted Agenda AN348-2003 indicating that the current operator of the Cafe at the McManus Galleries had indicated that he wished to withdraw this service from 20th July and the current employee had indicated willingness to continue with the service, trading under his own name.

In order to provide continuity of service the Sub-Committee agreed to the above arrangement and remitted to the Director of Economic Development and Depute Chief Executive (Support Services) to prepare a Lease covering this with a rent review in April, 2004.

JILL SHIMI, Convener.

APPENDIX II