Policy And Resources Committee - 12/06/2006

At a MEETING of the PERSONNEL COMMITTEE held at Dundee on 12th June 2006.

Present:-

BAILIES

COUNCILLORS

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

The minute of meeting of this Committee of 15th May, 2006 was held as read.

Unless marked thus * all items stand delegated.

I HOUSING DEPARTMENT - ESTABLISHMENT OF LETTINGS AND RENT RECOVERY CONTACT CENTRES ANDREVIEW OF AREA HOUSING OFFICE STRUCTURE

There was submitted Joint Report No 172-2006 by the Director of Housing and Assistant Chief Executive (Management) setting out proposals for establishing Contact Centres for Lettings and Rent Recovery and the resultant restructuring of the Area Housing Office and the Housing Services Unit.

The Committee agreed:-

(i) the transfer of the investment functions of the Special Needs Service to the Housing Investment Unit and lettings functions of the Special Needs Service to the Lettings Contact Centre;

(ii) the transfer of the lettings functions of the Special Needs Service to the Lettings Contact Centre;

(iii) the establishment of an Advice and Information Team based in the Reception at 3 Shore Terrace as part of the Housing Services Unit;

(iv) that the following posts within the Area Housing Offices be deleted:-

(a) 3 posts of Area Housing Manager graded PO12-15 (35,839 - 38,397)

(b) 3 posts of Team Leader graded PO1-4 (27,038 - 29,348)

(c) 2 posts of Team Leader graded AP5 (24,332 - 26,503)

(d) 6 posts of Team Leader graded AP4 (21,328 - 23,610)

(e) 7 posts of Estate Supervision Officer graded AP2 (16,928 - 18,324)

(f) 39 posts of Housing Officer graded AP2 (16,928 - 18,324)

(g) 29.5 posts of Assistant Housing Officer graded GS3 (14,828 - 15,440)

(h) 8 posts of Assistant Housing Officer graded GS1/2 (10,938 - 14,575);

(v) that the following posts within the Applications Team be deleted:-

(a) One post of Housing Applications Co-ordinator graded AP5 (24,332 - 26,503)

(b) 5 posts of Housing Officer graded AP2 (16,928 - 18,324)

(c) 7 posts of Assistant Housing Officer graded GS3 (14,828 - 15,440);

(vi) that the following posts within the newly created District Housing Offices be established:-

(a) 2 posts of District Housing Manager graded PO12-15 (35,839 - 38,397)

(b) 2 posts of District Team Leader graded PO1-4 (27,038 - 29,348)

(c) 2 posts of District Supervisor graded AP4 (21,328 - 23,610)

(d) 22 posts of Housing/Advice and Information Officer graded AP2 (16,928 - 18,324)

(e) 12 posts of Advice and Information Assistant graded GS1-3 (10,938 - 15,440)

(f0 2 posts of Contract Centre Team Leader graded PO1-4 (27,038 - 29,348)

(g) 2 posts of Contract Centre Supervisor graded AP4 (21,328 - 23,610)

(h) 26 posts of Contract Centre Adviser graded GS3-AP2 (14,828 - 18,324)

(i) 6 temporary posts of Contact Centre Adviser graded GS3-AP2 (14,828 - 18,324);

(vii) that the following posts be transferred from the existing Area Housing Office into the newly established District Housing Offices:-

(a) One post of Caretaking Supervisor graded AP3 (18,840 - 20,673);

(b) 4 posts of Tenant Participation Officer graded AP4 (21,328 - 23,610;

(viii) that the following posts within the Housing Services Unit be established:-

(a) One post of Housing Officer (Monitoring) graded AP2 (16,928 - 18,324)

(b) 2 posts of Advice and Information Officer graded AP2 (16,928 - 18,324)

(c) 3 posts of Advice and Information Assistant graded GS1-3 (10,938 - 15,440);

(ix) that one post of Housing Services Manager graded PO12-15 (35,839 - 38,397), currently a temporary post, be established;

(x) that the performance of the Contact Centres will be closely monitored during the first 12 months. All temporary posts within the Contact Centres will be retained until a final review is carried out at the end of 12 months;

(xi) that the current 115.5 (full time equivalent) staff in the Area Offices and the Applications Team be reduced to 87 (full time equivalent) as a result of this restructure and the creation of the Contact Centres; and

(xii) that the Department would address the staffing change issues by firstly considering requests for interest of the efficiency of the service retirals. Once done, a matching process would be implemented which may include ringfencing of posts, if necessary. All this would be done in accordance with agreed procedures.

II OCCUPATIONAL THERAPY SERVICE

This item was withdrawn.

III OCCUPATIONAL HEALTH POLICY AND ACTION PLAN

There was submitted Report No 371-2006 by the Assistant Chief Executive (Management) seeking approval of a Policy to enable the Council to have a more structured approach to the provision of Occupational Health.

The Committee approved the Policy as detailed in the report.

IV PLANNING AND TRANSPORTATION DEPARTMENT - SUPPORT SERVICES DIVISION - REVIEW OFORGANISATIONAL STRUCTURE

There was submitted Report No 317-2006 by the Director of Planning and Transportation and Assistant Chief Executive (Management) seeking approval for proposed changes to the organisational structure of the Planning and Transportation Department, Support Services Division, following a review by the Director of Planning and Transportation and the Assistant Chief Executive (Management).

The Committee approved:-

(i) the staffing structure for the Support Services Division in the Planning and Transportation Department, as detailed in Appendices 1 and 2 of this report;

(ii) the deletion of 1 post of Senior Clerical Assistant, grade 14,466 - 15,063;

(iii) the redesignation of 1 post of Clerical Assistant to Document Management Assistant, with no change in grade;

(iv) the establishment of 1 post of Senior Document Management Administrator, grade AP2, 16,515 - 17,877;

(v) the deletion of 1 post of Building Quality Assistant, grade GS1-AP1, 10,671 - 16,116;

(vi) the redesignation of 1 post of Technician to Administrative/Technical Support Officer and amended the grade T2-4, 16,515 - 23,034 to AP2-4, 16,515 - 23,034;

(vii) the redesignation of 4 posts of Keyboard Operator, grade GS3, 14,466 - 15,063, to Document Management Officer, with no change of grade;

(viii) the redesignation of 1 post of Senior IS/IT Support Officer to Senior ICT Development and Support Officer, with no change in grade;

(ix) the redesignation of 1 post of IS/IT Support Officer to ICT Development and Support Officer, with no change in grade;

(x) the redesignation of 1 post of IS/IT Support Officer to ICT Projects Development Support Officer, with no change in grade;

(xi) the redesignation of 1 post of IS/IT Support Assistant to Assistant ICT Projects Officer, with no change in grade; and

(xii) the redesignation of 1 post of Senior Administrative Officer to ICT Project Development Assistant, with no change in grade.

V ECONOMIC DEVELOPMENT DEPARTMENT - COMMUNITY SAFETY AND CRIME REDUCTION INITIATIVE -ESTABLISHMENT OF POST

There was submitted Agenda Note AN198-2006 advising that the Scottish Executive had provided funding to establish the Community Safety and Crime Reduction Initiative to provide the business community with the opportunity to play a part in developing local strategies and to work with key agencies to reduce crime and disorder within Dundee City Centre.

This project was under the umbrella of the City Centre Management for the period 2003-2006. Funding from the Scottish Executive was available to create a Scheme Manager post, fixed term until 30th June, 2006, to facilitate the initiative and this had been highly successful for the duration of the project.

Due to the success of this scheme, it was proposed to establish a permanent post of Scheme Manager, PO1-4, 26,379 - 28,632.

The Committee approved this proposal, having noted that the costs, including employer's costs, of establishing this post, would be 36,442 for the entire financial year 2006/2007, and would be contained within the Economic Development Revenue Budget.

VI WASTE MANAGEMENT DEPARTMENT - REGRADING OF POST

There was submitted Agenda Note AN207-2006, making reference to Article II of the minute of meeting of this Committee of 13th January, 2003, which approved a report establishing the post of Waste Strategy Officer, graded PO5-8, 29,541 - 31,860. It was reported that following a request by the Head of Waste Management, the Assistant Chief Executive (Management) had reviewed the duties and responsibilities of this post and recommended that the post be regraded to PO9-12, 32,631 - 34,965.

The Committee approved this proposal, having noted that the cost would be 1,600, inclusive of employer's costs, in the current financial year and 2,021 in a full financial year and could be met from the Strategic Waste Fund.

VII EDUCATION DEPARTMENT - ESTABLISHMENT OF POSTS - SPORTS OUTREACH OFFICERS

There was submitted Agenda Note AN199-2006, making reference to Article V of the minute of meeting of this Committee of 19th May, 2003, which approved two temporary Sports Outreach Officer posts. The aim of these posts was to enhance the "Kick It Kick Off" project, specifically with the aim of increasing the range of sporting and leisure opportunities that are available to "looked after" children and young people.

It was reported that these posts had played a critical role in ensuring "looked after" children have been provided with positive opportunities, and as a consequence this has assisted Dundee to meet National Youth Justice Standards in respect of programme availability for this group of young people.

The Committee therefore agreed that the two posts of Temporary Sports Outreach Officers, graded AP3, 18,381 - 20,169, be made permanent, having noted that the financial implications arising from this proposal were 26,970 in the current year and 53,940 in a full financial year, inclusive of employer's costs, which would be funded in full by monies made available by the Scottish Executive to support the strategic development of youth justice services and the Implementation of national Youth Justice Standards.

VIII LEISURE AND COMMUNITIES DEPARTMENT - OUTDOOR EDUCATION - CHANGES TO STRUCTURE

There was submitted Agenda Note AN200-2006, making reference to Article I of the minute of meeting of this Committee of 28th January, 2002 and Article IX of the minute of meeting of this Committee of 18th October, 2004, wherein the Committee approved the establishment of the posts detailed below on a fixed term basis. These posts were funded on a fixed term basis from the BNSE fund until 30th June, 2006. With effect from 1st July, 2006 they are the subject of a Service Level Agreement between the Leisure and Communities and the Education Departments. The Service Level Agreement provides for the delivery of Outdoor Education Services to secondary schools and off site units and covers the provision of tuition, equipment hire, transport, fuel, administration, clerical services, staff training and accreditation. The Education Department have confirmed they will continue to fund these posts via the Service Level Agreement. The Committee therefore approved the establishment of these posts on a permanent basis and confirmed the present temporary postholders, who had at least one year's continuous service, into these posts, with effect from 1st July, 2006.

IX CORPORATE PLANNING DEPARTMENT - REGRADING OF POST

There was submitted of Agenda Note AN201-2006, advising that at the request of the Assistant Chief Executive (Community Planning), the Assistant Chief Executive (Management) had undertaken a review of the duties and responsibilities of the post of Corporate Planning Officer.

To reflect the increase in the level of duties and responsibilities since the post was last reviewed, particularly in the areas of Performance Management and Best Value, and in developing and facilitating corporate projects, the Committee agreed to regrade the post from PO1-4 (26,379 - 28,632) to PO5-8 (29,541 - 31,860), having noted that implementation of this recommendation would result in additional costs of 868 in the current financial year and 3,111 in a full financial year, which would be met from within the existing revenue estimates.

X HOUSING DEPARTMENT - ANTI SOCIAL BEHAVIOUR UNIT - EXTENSION OF FIXED TERM POSTS

There was submitted Agenda Note AN205-2006, making reference to Article VI of the minute of meeting of this Committee of 12th September, 2005, wherein the Committee approved the redesignation and regrading of two temporary posts of Assistant Investigation Officer, graded AP1, 15,063 - 16,116, to Investigation Officer, graded AP3, 18,831 - 20,169 and the deletion of one post of Assistant Investigation Officer, graded AP1, 15,063 - 16,116.

It was reported that the Housing Department had been successful in securing further Scottish Executive funding until 31st March, 2008 for the two posts of Investigation Officer and accordingly the Committee approved the extension of these temporary posts until that date, having noted that there were no financial implications for the Housing Revenue Account or Council Tax.

XI HOUSING DEPARTMENT - REVIEW OF POSTS

There was submitted Agenda Note AN206-2006, making reference to Article VI(A) of the minute of meeting of the Housing Committee of 15th May, 2006, wherein the Committee approved a report entitled "Housing Department - Establishment of Lettings and Rent Recovery Contact Centres and Review of Area Housing Office Structure".

It was reported that as a result of continuing consultation regarding this report, the Committee was asked to agree that:-

(i) one post of Special Needs Co-ordinator graded AP5 (23,739 - 25,857) be deleted;

(ii) one post of Housing Officer (Special Needs) graded AP2 (16,515 - 17,877), currently a temporary post, be established;

(iii) one post of Housing Support Co-ordinator graded AP5 (23,739 - 25,857), currently a temporary post, be established;

(iv) 6 posts of Housing Office (Housing Support) graded AP2 (16,515 - 17,877), currently temporary posts, be established;

(v) one post of Assistant Housing Officer (Housing Support) graded GS3 (14,466 - 15,063), currently a temporary post, be established.

The Committee approved these proposals, having noted the financial implications.

XII CONTRACT CAR HIRE SCHEME - PROPOSED AMENDMENT TO INSURANCE RECHARGE

There was submitted Agenda Note AN197-2006, advising that the Council currently made a contribution of 20 per month towards the insurance costs of each contract car, with the balance being paid by the employee. It was proposed that this contribution is withdrawn for all new leases taking effect after 31st August, 2006. The Council would continue to arrange the insurance cover for the leased car fleet and the rates payable by employees for insurance would remain competitive for the extent of cover and widespread use granted.

The Committee approved accordingly.

The 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 items of business on the grounds that they involved the likely disclosure of exempt information as defined in Paragraphs 6 and 9 of Part 1 of Schedule 7(A) of the Act.

XIII ECONOMIC DEVELOPMENT DEPARTMENT - EARLY RETIRAL

There was submitted Agenda Note AN208-2006 seeking approval for an employee of the Economic Development Department (ER5/06) to be retired early in the interest of the efficiency of the service in accordance with the Local Government Pension Scheme (Scotland) Regulations 1998, with effect from 31st December, 2006.

The Committee approved the proposal, having noted the financial implications.

XIV PLANNING AND TRANSPORTATION DEPARTMENT - EARLY RETIREMENT

There was submitted Agenda Note AN209-2006 seeking approval for an employee within the Planning and Transportation Department (ER06/06) to be retired with effect from 31st August, 2006, in the interests of efficiency of the service, in accordance with the Local Government Pension Scheme (Scotland) Regulations 1998, and with enhanced benefits (maximum of 2 years) 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.

The Committee approved this proposal, having noted the financial implications.

XV SUPPORT SERVICES DEPARTMENT - EARLY RETIREMENT

There was submitted Agenda Note AN210-2006, seeking approval for an employee within the Support Services Department (ER12/06) to be retired with effect from 30th June, 2006, in the interests of the efficiency of the service, in accordance with the Local Government Pension Scheme (Scotland) Regulations 1998 and enhanced benefits 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.

The Committee approved this proposal, having noted the financial implications.

XVI HOUSING DEPARTMENT - EARLY RETIRALS

There was submitted Agenda Note AN202-2006 seeking approval for employees of the Housing Department (ER08/06), (ER09/06), (ER10/06) and (ER11/06) to be retired, with effect from 30th September, 2006, in the interests of the efficiency of the service, in accordance with the Local Government Pension Scheme (Scotland) Regulations 1998, and with enhanced benefits 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.

The Committee approved the proposals, having noted the financial implications.

XVII HOUSING DEPARTMENT - EARLY RETIRAL

There was submitted Agenda Note AN203-2006, seeking approval for an employee within the Housing Department (ER22/06), to be retired, with effect from 30th September, 2006, in the interests of the efficiency of the service, in accordance with the Local Government Pension Scheme (Scotland) Regulations 1998, and with enhanced benefits 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.

The Committee approved the proposal, having noted the financial implications.

XVIII HOUSING DEPARTMENT - EARLY RETIRALS

There was submitted Agenda Note AN204-2006 seeking approval for nine employees with the Housing Department (ER13/06, (ER14/06), (ER15/06), (ER16/06), (ER17/06), (ER18/06), (ER19/06), (ER20/06) and (ER21/06) to be retired with effect from 31st October, 2006, in the interests of the efficiency of the service. The retirals would be in accordance with the Local Government Pension Scheme (Scotland) Regulations 1998 and with enhanced benefits 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.

The Committee approved these proposals, having noted the financial implications.

LORD PROVOST JOHN R LETFORD, Convener.