Policy And Resources Committee - 20/03/2006

At a MEETING of the PERSONNEL COMMITTEE held at Dundee on 20th March, 2006.

Present:-

BAILIES

COUNCILLORS

Lord Provost John R Letford, Convener, in the Chair.

The minute of meeting of this Committee of 13th February, 2006 was held as read.

Unless marked thus * all items stand delegated.

I HOUSING DEPARTMENT - PRIVATE SECTOR SERVICES UNIT STAFFING REVIEW

There was submitted Joint Report No 727-2005 by the Assistant Chief Executive (Management) and the Director of Housing to consider staffing levels in the Private Sector Services Unit required to maintain services related to HMO (Houses of Multiple Occupancy) Licensing, Care and Repair, and Landlord Registration policy and legislative requirements.

The Committee agreed the establishment of the undernoted posts:-

(i) two posts of Housing Property Surveyor (HMO), graded T1/4, 14,828 - 23,610;

(ii) one post of Housing Property Surveyor (Care and Repair), graded T1/4, 14,828-23,610;

(iii) one post of Landlord Services Officer, graded AP4, 20,808 - 23,034;

(iv) one post of Clerical Officer, graded GS1-3, 10,938-15,440;

and the regrading of the undernoted post:-

(i) Housing Property Inspection Team Leader, graded T5, 24,332-26,503, to PO1-4, 27,038-29,348.

II POLICY ON TOBACCO AND SMOKING

There was submitted Report No 111-2006 by the Assistant Chief Executive (Management) advising the Committee of the impact of the Prohibition of Smoking in Certain Premises (Scotland) Regulations 2006 on the Council's Policy on Tobacco and Smoking.

The Committee agreed to:-

(i) approve the amended Policy on Tobacco and Smoking contained within Appendix 1 to the report and the Guidance on the Interpretation and Application in the form of questions and answers contained within Appendix 2 to the report; and

(ii) note the content of the letter issued to all employees contained within Appendix 3.

III CONTINUATION OF PHYSICAL ACTIVITY SERVICES WITHIN EARLY YEARS AND CHILDCARE SERVICES

On a reference to Articles III of the minutes of meeting of the Education, and the Leisure and Arts Services Committees of 20th February, 2006, there was submitted Joint Report No 96-2006 by the Director of Education, the Director of Leisure and Communities and the Assistant Chief Executive (Management) seeking approval to continue the successful collaboration between the Early Years and Childcare Partnership Team and the Leisure and Communities Department Sports Development Section to provide a range of physical activity services to children aged under 5 and their families and to children and young people accessing Out of School Childcare.

The Committee approved the extension of the following posts until 31st March, 2008:-

(i) two full time Youth Sports Officer (Pre School), Grade AP3 (18,381-20,169);

(ii) one full time Children's Sports/Activities Coordinator, Grade AP2 (16,515-17,877); and

(iii) one part time Pre School Disability Activities Officer, Grade AP2 (16,515-17,877) (Pro Rata).

IV POLICY ON MANAGING STRESS IN THE WORKPLACE

There was submitted Report No 83-2006 by the Assistant Chief Executive (Management) seeking approval of the proposed Policy on Managing Stress in the Workplace.

The Committee approved the Policy on Managing Stress in the Workplace contained within Appendix 1 to the report, and noted that this was required following the Health and Safety Executive's Audit of Stress Management conducted earlier this year within the Council.

V DUNDEE COMMUNITY SAFETY WARDENS - MOBILE SUPPORT TEAM

There was submitted Joint Report No 136-2006 by the Director of Leisure and Communities and the Assistant Chief Executive (Management) seeking approval to bring forward the recruitment of a Community Safety Warden Mobile Support Team from May 2007 to April 2006.

The Committee approved the establishment of a fixed-term Mobile Support Team of six Wardens, grade GS2 (13,554-14,220), with effect from 1st April, 2006 to 31st March, 2008.

VI HOUSING DEPARTMENT - CARETAKING AND CONCIERGE SERVICES

This item was withdrawn.

VII SOCIAL WORK DEPARTMENT - EXTENSION OF TEMPORARY POST

There was submitted Agenda Note AN78-2006 advising the Committee that approval had been granted by the Chief Executive to establish a temporary post of Partnership Manager, graded PO1-4, 26,379-28,632, until March 2006, to develop partnership arrangements to train and recruit local people from targeted groups into the social care sector through Dundee Training and Employment Social Care Academy.

The Committee approved the extension of this temporary Partnership Manager post until 30th June, 2006, having noted that the cost of this proposal would be 34,358 in a full financial year and 8,590 in 2006/07, including employer's costs, which would be met from the Social Work Department Revenue Budget and part funding through Working for Families monies.

VIII HOUSING DEPARTMENT - REDESIGNATION AND REGRADING OF POST

There was submitted Agenda Note AN80-2006 advising the Committee that at the request of the Director of Housing, the Assistant Chief Executive (Management) had reviewed the duties and responsibilities of a vacant post of Health and Safety/Accommodation Co-ordinator, graded PO1-4.

As a consequence of this review, to reflect the duties and responsibilities now required, approval was sought to redesignate the post to Housing Officer (Safety and Accommodation) and regrade it from PO1-4, 26,379-28,632 to AP3, 18,381-20,169.

The Committee approved accordingly, having noted that this would result in a saving of 10,913 in a full financial year, inclusive of employer's costs.

IX SUPPORT SERVICES DEPARTMENT - ENVIRONMENTAL HEALTH AND TRADING STANDARDS - NIGHT TIME NOISE TEAM -ESTABLISHMENT OF FIXED TERM POSTS

There was submitted Agenda Note AN82-2006 whereby reference was made to the Antisocial Behaviour etc (Scotland) Act 2004 which had introduced a range of measures intended to allow Local Authorities and the Police to be better equipped to deal with antisocial behaviour.

It was reported that funding had been received from the Scottish Executive to establish an Anti-social Noise Nuisance Service. The vast majority of antisocial noise complaints occur in the evening through to the early part of the morning and it was proposed that this Service would operate a shift system working in pairs, covering evenings and the hours up to 3.00 am.

The Committee approved the establishment of the following posts on a fixed term basis until 31st March, 2008:-

having noted that the cost of implementing the above proposals would be 376,510 in a full financial year, inclusive of weekend allowances, shift enhancements and employer's costs, and would be met in full by funding from the Scottish Executive.

X ECONOMIC DEVELOPMENT DEPARTMENT - EXTENSION OF FIXED TERM POSTS

There was submitted Agenda Note AN83-2006 whereby reference was made to Article (IV) of the minute of meeting of this Committee of 9th May, 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 following an extension until 31st March, 2006, a review of these posts had now been undertaken and approval was sought for a further extension to these two posts until 31st March, 2007, in order to accommodate the expansion of this database to hold extensive corporate property management information.

The Committee approved accordingly, having noted that the cost of this proposal would be 27,981, inclusive of employer's costs, in the financial year 2006/2007 which would be contained within the Economic Development Department's Revenue Budget.

XI LEISURE AND COMMUNITIES DEPARTMENT - WHITFIELD ACTIVITY COMPLEX (WAC) - ESTABLISHMENT OF POSTS

There was submitted Agenda Note AN85-2006 whereby reference was made to Article II of the minute of meeting of this Committee of 14th November, 2005, wherein the Committee approved the staffing establishment for Whitfield Activity Complex (WAC).

It was reported that discussions had been ongoing with the current Whitfield Activity Complex Board and with the staff currently employed and a result a further three posts had been identified that required to be transferred from WAC to the Leisure and Communities Department, in order to comply with TUPE regulations.

The Committee therefore approved the establishment of the following part-time posts and agreed to the transfer of the current post-holders from WAC into these posts :

having noted that the financial implications would be 22,209 in a full year, which would be met by income generated by the Coffee Bar activities.

XII LEISURE AND COMMUNITIES DEPARTMENT - LITERACIES INITIATIVE - EXTENSION OF FIXED TERM POSTS

There was submitted Agenda Note AN86-2006 whereby reference was made to Article V of the minute of meeting of this Committee of 19th April, 2004, which established the following posts on a fixed term basis until 31st March, 2006. It was reported that the Scottish Executive had extended the Literacies Initiative for a further three year period and the Committee therefore agreed to approve the extension of the posts to 31st March, 2008:-

(i) two Adult Learning Workers (Literacies), CEW (18,381-23,739); and

(ii) four Adult Learning Workers (Literacies), CEW (18,381-23,739 pro rata).

Reference was also made to Article IX of the minute of meeting of this Committee of 10th May, 2004 which approved the regrading and extension of the undernoted post until 31st March, 2006 in order to provide support for the Literacy and Numeracy Initiative:-

One Administrative Officer, AP1 (15,063-16,116).

The Committee also approved the extension of this post until 31st March, 2008 and agreed to redesignate the post to Administrative Assistant, to bring it in line with other similar posts in the new Leisure and Communities Department.

The Committee noted that the cost of these proposals would be 128,366 inclusive of employer's costs and would be fully funded from the Literacy and Numeracy Initiative allocation received from the Scottish Executive for 2006-2008.

XIII LEISURE AND COMMUNITIES DEPARTMENT - SMOKING PREVENTION AND CESSATION - EXTENSION OF FIXED TERM POSTS

There was submitted Agenda Note AN87-2006 whereby reference was made to Article VIII of the minute of meeting of this Committee of 16th August, 2004 which approved the establishment of fixed term posts and to Article II of the Policy and Resources Committee of 14th November, 2005, which approved the allocation of Quality of Life funding for smoking prevention and cessation for a further two year period. In order to take forward this initiative, the Committee agreed to extend the following fixed term posts until 31st March, 2008:-

The Committee noted that the cost of the proposal would be 53,106 in a full year inclusive of employers costs and would be fully funded from the Scottish Executive Quality of Life Fund.

XIV LEISURE AND COMMUNITIES DEPARTMENT - COMMUNITY SAFETY WARDEN INITIATIVE - EXTENSION OF FIXED TERM POSTS

There was submitted Agenda Note AN88-2006, making reference to Article II of the minute of meeting of this Committee of 12th January, 2004 and Article IX of the minute of meeting of this Committee of 16th August 2004 whereby the undernoted fixed term posts were established to 31st March, 2006, to implement the Community Safety Initiative 2004/2006:-

(i) 28 FTE Community Safety Wardens, graded GS2, 12,789-13,416 plus allowances;

(ii) 7 FTE Senior Community Safety Wardens, graded AP2, 15,582-16,866 plus allowances; and

(iii) 2 FTE Clerical Assistants, graded GS1/2, 10,067-13,416.

It was reported that the Council had received an extension of funding for a further 3 year period from the Scottish Executive's Anti Social Behaviour Award Fund to progress this initiative. The Committee therefore approved the extension of these fixed term posts until 31st March, 2008, having noted that the financial implications of the proposals would be 828,900 in 2006/2007 and 835,064 in 2007/2008, inclusive of employer's costs, and would be fully met from the monies awarded by the Scottish Executive.

XV COMMUNITY REGENERATION FUND - TRANSFER AND EXTENSION OF POST

There was submitted Agenda Note AN89-2006 whereby reference was made to Article IV of the minute of meeting of this Committee of 9th September, 2002, wherein the Committee approved the establishment of the post of Information and Research Officer, AP5-PO4, 23,739-28,632, on a fixed term basis until 30th November, 2006.

To facilitate the effective ongoing monitoring of projects funded by the Community Regeneration Fund (CRF), the Committee agreed to approve the transfer of this post from the Planning and Transportation Department to the Leisure and Communities Department, to be line managed by the CRF Co-ordinator.

The Committee further approved the redesignation of the post to Community Regeneration Fund Monitoring and Evaluation Officer, AP5-PO1-4, 23,739 - 28,632, and the extension of this post on a fixed term basis until 31st March, 2008, having noted that the cost of this proposal would be 32,865 in the financial year 2006/07 and 33,536 in year 2007/08, inclusive of employer's costs, and could be contained within the Community Regeneration Fund.

XVI FINANCE DEPARTMENT - INTERNAL AUDIT CAREER GRADE STRUCTURE

There was submitted Agenda Note AN90-2006 whereby reference was made to Article IV of the minute of meeting of this Committee of 18th August, 2003 in which the Committee agreed that the Internal Audit Career Grade Structure, which had requirements in terms of qualification and experience, be revised.

It is essential that the qualifications contained therein are relevant to the internal audit service provision and, as part of the ongoing monitoring of the current qualification requirements, it had become evident that the areas covered as part of the Association of Accounting Technicians (AAT) qualification were not closely aligned to the work undertaken by the Internal Audit Service. The Committee, therefore, agreed to delete this qualification from the Career Grade Structure.

In addition, it was reported that, having taken cognisance of the breadth and depth of the syllabus for the Institute of Internal Auditor qualification, it was considered that the level of the bar for studying the Professional Level (MIIA) was too low. The Committee therefore agreed to raise the bar for the MIIA from SCP26 (20,169) to SCP30 (23,034).

XVII SUPPORT SERVICES DEPARTMENT - REVIEW OF PAYMENTS FOR REGISTRARS

There was submitted Agenda Note AN91-2006, advising that significant new legislation governing Civil Marriage and, more recently, Civil Partnerships, had led to a significant increase in the demand for Registrars to perform ceremonies. The Registration Service would also soon be in a position to offer child-naming and renewal of vows ceremonies.

It was reported that at present, local agreements provided for one Registrar to be on duty on Saturdays and this limited service did not always permit all requests for ceremonies to be accommodated. The current and anticipated future demand for the services of a Registrar for out of hours ceremonies necessitated a review of the current agreements if customer needs were to be satisfied.

After comparison with out of hours flat rate payments in other Council areas, and the amounts which would be earned at a range of overtime rates, it was proposed to move from a system of overtime payments at relevant premium rates to one of flat rate payments for events, with the undernoted flat rate payment structure being adopted for events outwith normal working hours:-

The Committee agreed that the above fee structure be approved and adopted.

In addition, it was reported that the Registrar's Office had also been staffed and opened on Saturday mornings for registrations. However an analysis of Saturday registrations over the last six months showed ten Saturdays with no registrations at all, with the rest recording either one or two registrations. As the legislation allows generous time periods for registering events, and provision is made for emergency or urgent registrations to be dealt with, the Committee agreed that the provision of a Registrar for Saturday morning opening for registrations be ceased for a trial period of six months, on the basis that, should no problems or issues arise, a report would be brought to Committee thereafter recommending permanent cessation of Saturday registration.

XVIII WASTE MANAGEMENT DEPARTMENT - WASTE ENFORCEMENT OFFICERS - EXTENSION OF FIXED TERM POSTS

There was submitted Agenda Note AN95-2006 whereby reference was made to Article III of the minute of meeting of the Environmental Services and Sustainability Committee of 21st November 2005 which delegated authority to the Heads of Waste Management and Environmental Health and Trading Standards, and appropriate Officers nominated by either, to issue notices under Sections 33A, 46, 47 and 88 of the Environmental Protection Act 1990. It was reported that following this the Chief Executive had approved the establishment of two fixed term posts of Waste Enforcement Officers, graded Tech 3, 17,877 - 20,169, until 31st March, 2006.

The Committee approved:-

(i) the extension of these posts until 31st March, 2008; and

(ii) the establishment of an additional fixed term post of Waste Enforcement Officer, graded Tech 3, 17,877 - 20,169, until 31st March, 2008,

having noted that the financial implications of this proposal, totalling 66,078, including employer's costs, per annum, would be met from the Scottish Executive Quality of Life Fund and Antisocial Behaviour Fund for the fixed term period from 1st April, 2006 to 31st March, 2008.

The Committee resolved under Section 50(A)(4) of the Local Government (Scotland) Act 1973 that the public and press be excluded from the meeting for the undernoted item of business on the grounds that it involved the likely disclosure of exempt information as detailed in Paragraph 1 of Part 1 of Schedule 7A of the Act.

XIX PLANNING AND TRANSPORTATION DEPARTMENT - EARLY RETIREMENTS

There was submitted Agenda Note AN79-2006 relative to the above.

The Committee resolved that ER02/06, Senior Clerical Assistant, and ER03/06, Senior Superintendent, within the Planning and Transportation Department, be retired with effect from 31st August 2006, and that ER04/06, Senior Planning Officer within the Planning and Transportation Department, be retired with effect from 31st October, 2006, all in the interests of efficiency of the service, respectively, in accordance with the Local Government Pension Scheme (Scotland) Regulations 1998, and enhanced in accordance with the Local Government (Discretionary Payments and Injury Benefits) (Scotland) Regulations 1998 (as amended) and in accordance with the decision of the Personnel Committee of 14th March, 2005, having noted the financial implications.

XX SOCIAL WORK DEPARTMENT - REGRADING OF POST

There was submitted Agenda Note AN92-2006 advising the Committee that at the request of the Director of Social Work, the Assistant Chief Executive (Management) had reviewed the duties and responsibilities of a post of within the Social Work Department.

Having noted that the postholder had been allocated additional responsibilities, the Committee agreed that the post be regraded in accordance with the terms of the note, having noted the financial implications.

LORD PROVOST JOHN R LETFORD, Convener.

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