Policy And Resources Committee - 09/05/2005

At a MEETING of the PERSONNEL COMMITTEE held at Dundee on 9th May 2005.

Present:-

BAILIES

COUNCILLORS

The minute of meeting of this Committee of 18th April 2005 was held as read.

Unless marked thus * all items stand delegated.

I REVIEW OF POLICY ON SMOKING IN THE WORKPLACE

There was submitted Report No 786-2004 by Assistant Chief Executive (Management) reviewing and proposing amendments to the Council's Policy on Smoking in the Workplace.

The Committee agreed that:-

(a) Dundee City Council reaffirm its commitment to no smoking in Council premises, encouraging employees and citizens to stop smoking and promoting a clean environment and health for all in Dundee;

(b) the Council adopt the "Policy on Tobacco and Smoking" detailed in Appendix 1 to the report, having noted that guidance on interpretation and application in the form of questions and answers was detailed in Appendix 2 to the report;;

(c) the following measures be adopted to facilitate the effective operation of the policy:-

(i) appropriate signs prohibiting smoking displayed in the vicinity of all doorways and entrances to Council buildings and premises;

(ii) the removal of ash/cigarette bins to a reasonable distance away from doorways and entrances to Council premises;

(iii) appropriate and consistent action by management across all departments to stop unofficial smoke breaks in the same way as any other unauthorised absences from the workplace;

(iv) the encouragement of employees to report breaches of the policy to management or the Helpline, particularly if they were subjected to pressure to tolerate smoking by colleagues. Harassment Support Officers to be available to advise and assist;

(v) educational programmes promoting non-smoking for all children through nursery, primary and secondary school stages;

(vi) the current discretion exercised by the Head of Communities to allow exemption from the current smoking ban in Council premises let for social events to cease;

(vii) employees seconded to, or based in, other agencies to be entitled to the full rights and protections provided by the policy;

(viii) the smoking policies of organisations funded by the Council to be reviewed and taken into account when awarding or renewing funding;

(ix) each department to nominate an officer to promote smoking cessation within the department (in conjunction with departmental SHAW activities), with departments considering contributing towards any costs);

(x) departments, where employees come into regular contact with clients or citizens smoking, to produce risk assessments and operational instructions to cover such situations;

(d) the amended policy on tobacco and smoking be relaunched with appropriate publicity and a renewed campaign to encourage employees to stop smoking including arranging and part funding a pilot smoking cessation course by the Allan Carr Organisation.

II FINANCE DEPARTMENT - REVENUES DIVISION - CHANGES TO ESTABLISHMENT

On a reference to Article X of the minute of meeting of this Committee of 19th May 2003, there was submitted Agenda Note AN180-2005.

It was noted that as a result of changing working practices and in order to effectively and efficiently administer the collection of Council Tax, approval was sought to delete three vacant posts of Accounts/Benefits Assistant (Enquiry Team), graded GS3/AP2, 14,468 - 17,879 and establish three posts of Recovery Officer, graded GS2/AP1, 13,554 - 16,115.

In addition, to further facilitate these changes, approval was sought to delete four posts of Benefit Pre-Assessor, graded GS2/3, 13,554 - 15,062 and establish four posts of Accounts/Benefits Assistant (Accounts Group), graded GS3/AP2, 14,468 - 17,879.

The Committee approved these proposals, having noted that the financial implications would result in a saving of 640 in financial year 2005/06.

III PLANNING AND TRANSPORTATION DEPARTMENT - REDESIGNATION OF POSTS

Reference was made to Article I of the minute of meeting of the Personnel Committee of 9th February 2004, wherein a report on Building Control Career Grade Structure was approved and approval was given for the redesignation of seven posts of Building Control Officer to Building Control Surveyor. In addition, two posts of Senior Building Control Officer were redesignated to Senior Building Control Surveyor.

There was submitted Agenda Note AN181-2005 advising that The Building (Scotland) Act 2003, which came into force 1st May 2005, changed the delivery of the Building Control Service. The Scottish Building Standards Agency had been established to administer the new system, and in recognition, the Committee agreed to redesignate the undernoted posts as follows:-

Team Leader (Building Control) to Team Leader (Building Standards)

Senior Building Control Surveyor to Senior Building Standards Surveyor

Building Control Surveyor to Building Standards Surveyor;

having noted that there were no financial implications.

IV ECONOMIC DEVELOPMENT DEPARTMENT - EXTENSION OF TEMPORARY POSTS

There was submitted Agenda Note AN182-2005 advising that in order to enable the Economic Development Department to update and maintain the GVA (Property Management) Database, the Chief Executive had approved the establishment of two posts of Keyboard Operator/Clerical Assistant, graded GS1/3, 10,671 - 15, 063 for a period of twelve months to 31st March 2005.

It was reported that a review of these posts had been undertaken and the Committee agreed to extend these two posts until 31st March 2006, in order to accommodate the expansion of this database to hold extensive corporate property management information, having noted that the cost of this proposal would be 26,832 inclusive of employer's costs, in the financial year 2005/2006 which would be contained within the Economic Development Department's Revenue Budget.

V SOCIAL WORK DEPARTMENT - REDESIGNATION AND REGRADING OF POST

Reference was made to Article XII of the minute of meeting of this Committee of 10th November 2003, which established the post of CALM (Crisis and Aggression Limitation Management) Instructor, graded AP3, 18,381 - 20,169, to ensure a comprehensive programme of CALM training was put in place for residential child care staff.

There was submitted Agenda Note AN183-2005 advising that since its establishment, the remit of this post had increasingly included duties relating to the wider staff development agenda for residential child care and it was now proposed to transfer it to the Staff Development Section.

Accordingly, the Committee approved the redesignation of the post to Assistant Staff Development Officer (Residential Child Care) and its regrading to AP5, 23,739 - 25,857, having noted that the financial implications of this proposal would be 6,150, inclusive of employer's costs, in a full financial year and would be funded from with the Social Work Department's Staff Development Service budget.

VI LEISURE AND ARTS DEPARTMENT - REVIEW OF GRADE WILDLIFE CENTRE KEEPERS - CAMPERDOWN COUNTRY PARK

This item was withdrawn.

VII LEISURE AND ARTS DEPARTMENT - ESTABLISHMENT OF POST OF TECHNICAL ASSISTANT, CAIRD HALL

The Caird Hall is an increasingly popular venue for conferences, concerts and other major events. The technical support required for visual and aural presentations at events is currently provided by one Technician (T1/4) and a temporary part-time Technical Assistant (T1/2)

There was submitted Agenda Note AN185-2005, advising that following a review of the level of technical/stage management support at the Caird Hall, it was recommended that a permanent full-time post of Technical Assistant, grade T1/2, currently 14,466 - 17,436 be established.

The Committee approved the proposals having noted that the financial implications would be 14,782 in 2005/06 and 17,738 in a full financial year, both figures being inclusive of employer's costs, which would be met from increased income levels at the Caird Hall and a reduction in overtime costs.

VIII CORPORATE PLANNING DEPARTMENT - DUNDEE DISCOVERY CARD - ESTABLISHMENT OF FIXED TERM POST

There was submitted Agenda Note AN186-2005 advising that the Dundee Discovery Card project currently provided support on an ad hoc basis to the eleven local authorities which had Smartcard applications. The terms of the recent MGF3 award and, in particular, the requirement to deliver a card for elderly concessionary travel had led to an increased interest in the Dundee model. In addition, the Scottish Executive's MGF allocation conditions clearly stated that Councils were expected to use "the specification established by the SCASC (Scottish Citizen's Account Smartcard Consortium) programme".

It was reported that the Scottish Executive had agreed funding for a post to provide this support through the Dundee Discovery Card project.

Accordingly the Committee approved the establishment of one fixed term post of Projects Officer for a period of two years on a grade of AP4/5, 20,808 - 25,857, having noted that this would cost a maximum of 32,321 inclusive of employer's costs in a full financial year and would be met from Scottish Executive funding.

IX COMMUNITIES DEPARTMENT - APPLICATION FOR REGRADING

There was submitted Agenda Note AN187-2005 advising that in accordance with the agreed procedure, a Senior Clerical Assistant in the Communities Department had submitted an application that her post should be regraded from GS3, 14,466 - 15,063, to AP1/2, 15,063 - 17,877.

Following a review of the application and the duties and responsibilities of the post, the Assistant Chief Executive (Management) had confirmed that the application had been substantiated in part and recommended that the post be regraded to AP1, 15,063 - 16,116.

The Committee approved this regrading.

X COMMUNITIES DEPARTMENT - THE CORNER - CHANGES TO ESTABLISHMENT

There was submitted Agenda Note AN188-2005 making reference to Article III of the minute of this Committee of 12th April 1999 which approved the establishment of a post of Project Worker (Minority Groups), graded CEW, 18,381 - 23,739, on a fixed term basis.

It was agreed that the postholder had been undertaking higher level duties to support the Project Leader in the delivery of the diverse services provided by The Corner, and The Corner Partnership had requested that consideration be given to formalising this situation on a permanent basis.

Having considered the situation, the Assistant Chief Executive (Management) recommended that the post of Project Worker (Minority Groups) be redesignated Assistant Project Leader, regraded to PO1-4, 26,379 - 28,632, and the post be made permanent.

The Committee approved this proposal, having noted that the financial implications were 2,563, inclusive of employer's costs in 2005/06 and could be met from the Communities Department Revenue Budget.

XI HOUSING DEPARTMENT - VOLUNTARY PRIVATE LANDLORD ACCREDITATION SCHEME - ESTABLISHMENT OF FIXED TERMPOST

There was submitted Agenda Note AN202-2005 seeking approval for the establishment of a fixed term post of Project Officer (Voluntary Private Landlord Accreditation Scheme), graded AP5, 23,739 - 25,857, for a fixed term period of 12 months from the date of appointment.

It was reported that the National Core Standards and Good Practice Guidance for Private Landlords and for Local Accreditation Scheme had been launched by Communities Scotland in June 2004 and Dundee City Council had been selected as one of four local authorities to pilot the guidance through a voluntary landlord accreditation scheme.

A multi-agency steering group had been formed to address the many issues and in order to progress the pilot, the group had recommended that a full time officer be appointed to implement the scheme. It was therefore proposed that a post of Project Officer (Voluntary Private Landlord Accreditation Scheme) be established for a period of 12 months to oversee the development and implementation of the scheme.

The cost of the proposal would be 36,304 inclusive of employer's costs and this post and associated costs would be funded by a grant of up to 90,000 for the period 2004/05 - 2005/06 awarded by the Scottish Executive.

The Committee approved the establishment of the post of Project Officer.

LORD PROVOST John R LETFORD, Convener.