Best Value and Corporate Services Committee

Thursday 19 May 2005 at 3.00 pm

Present:  Councillors Blair, Hill, Hunter, McCabe, McCormick (M), McCormick (P), Moran, Nimmo, Stewart and White.

Chair:  Councillor White presided.

In attendance:  Chief Executive, Director of Community Services, Director of Corporate Services, Head of Finance Services, Head of Housing Services, Head of Implementation Team, Head of Legal Services, Head of Personnel Services, Head of Property Services, Head of Revenues and Customer Centres, Head of Transportation and Roads Service, Managing Solicitor (Litigation/Advice) and Managing Solicitor (Committees/Contracts).

Apologies:  Councillor Fyfe.

With the exception of the decisions marked ‘C’ which are open for confirmation or otherwise, the following paragraphs are submitted for information only, having been dealt with under the powers delegated to the Committee.

476

Housing Service Plan 2005/06

476

There was submitted a report by the Director of Corporate Services on a remit from the Environment and Regeneration Committee of 17 May 2005 seeking approval of the Housing Service Plan for 2005/06.

Decided:

(1)      that the Housing Service Plan 2005/06 be approved;  and

(2)      that it be recommended to the Environment and Regeneration Committee that a report be submitted to that Committee on a six monthly basis providing an update on implementation of the Plan.

477

Older People’s Service Proposals:  Hillend House (Out of Hours Service)

477

There was submitted a report dated 29 April 2005 by the Director of Corporate Services on staffing requirements in respect of the new Out of Hours service development for older people located at the former Hillend House, Greenock.

Decided:  that agreement be given to the establishment of the following posts, subject to funding approval being granted by the Policy and Strategy Committee:

(i)       one post of Assistant Service Manager (Out of Hours, Care and Support at Home) at salary grade PO2/5 (£27,054 - £31,860);

(ii)      two part time posts of Home Support Co-ordinator (Out of Hours) at salary grade AP5 (£23,739 - £25,857) pro rated to 25 hours; and

(iii)      one post of Home Support Assistant (Varied Function) at salary grade AP2/3 (£16,515 - £20,169).

478

Amendment to Scheme of Delegation for Personnel Services

478

There was submitted a report dated 28 April 2005 by the Director of Corporate Services recommending amendments to the Scheme of Delegation for Personnel Services in order to streamline procedures and reduce bureaucracy.Ý

Decided:  that agreement be given to the following proposals with a view to streamlining procedures and reducing bureaucracy:-

(i)       that where a Service requests the establishment of a post(s) graded below salary grade PO1, it be delegated to the Head of Personnel Services, subject to the approval of the Chief Executive, to establish and set the grades for such posts and that the Head of Personnel Services confirm with the Head of Finance Services that appropriate funding exists within the Service’s budget before the post(s) is established;  and

(ii)      that delegated authority be granted to the Head of Personnel Services to review and regrade existing posts below salary grade PO1, subject to the approval of the Chief Executive, and that the Head of Personnel Services confirm with the Head of Finance Services that appropriate funding exists within the Service’s budget before any regradings are agreed.

479

Social Work Services (Criminal Justice Throughcare Service)

479

There was submitted a report dated 29 April 2005 by the Director of Corporate Services on staffing requirements in the Criminal Justice Throughcare Service.

Decided:  that approval be given to the establishment of one post of Qualified Social Worker at salary grade QSW (£20,808 - £28,632) progressing to £30,288 with Senior Practitioner status.

480

Customer Service Strategy

480

There was submitted a report dated 25 April 2005 by the Director of Corporate Services (1) proposing a Customer Service Strategy which is citizen, business and organisation focused and which allows the full range of Council services to be available through a single point of access and at first point of contact and (2) providing an update on the progress of this corporate initiative.

Councillor Blair asked that his questions regarding the arrangements for inter-service consultations on the proposals be noted.  Councillor Blair also sought clarification as to the impact of the proposals on the work already carried out at the Wallace Place Offices and Mr Stoddart confirmed that while these would impact on the work already carried out, this work would not require to be substantially reversed.

Decided:

(1)      that agreement be given to adopt the vision for Customer Services outlined in the report;

(2)      that agreement be given to the implementation of Inverclyde’s Customer Services Strategy;  and

(3)      that it be noted that the Director of Corporate Services will prepare a detailed implementation plan and submit a progress report to the next meeting of the Committee.

481

Revenues Section Performance for the Year Ended 31 March 2005

481

There was submitted a report dated 19 April 2005 by the Director of Corporate Services (1) on the Council Tax and Rates performance for the year ended 31 March 2005 and (2) highlighting a number of other relevant issues.

Decided:

(1)      that the report be noted;  and

(2)      that the Revenues Team be commended for their continuing improved performance.

482

Benefits Service Performance

482

There was submitted a report dated 4 May 2005 by the Director of Corporate Services (1) on the processing performance of the Benefit Service for the quarter ended 31 March 2005 and (2) advising of the overall performance for the year 2004/05.

Decided:  that the Committee note the improvement in the Benefit Service performance together with the development of new performance standards and the visit by the Benefit Fraud Inspectorate.

483

Performance Management Framework:  Quarterly Update

483

There was submitted a report dated 5 May 2005 by the Director of Corporate Services on the performance management framework for Corporate Services for the quarter ended 31 March 2005.

Decided:

(1)      that the Committee endorse the key performance measures as described in the report and set out in appendix 1;  and

(2)      that the Corporate Services Team be commended for its commitment to continuous improvement.

484

Treasury Management Monitoring Report - Fourth Quarter 2004/05

484

There was submitted a report dated 27 April 2005 by the Director of Corporate Services on the Treasury Management function for the quarter ended 31 March 2005.

Noted

485

ICT Capital Programme

485

There was submitted a report dated 27 April 2005 by the Director of Corporate Services on the status of the 2005/08 ICT Capital Programme.

Noted

486

ICT Service - Progress

486

There was submitted a report dated 5 May 2005 by the Director of Corporate Services providing an update on the implementation of the new service delivery model for the ICT Service.

Decided:  that it be noted that the ICT Service is on the verge of progressing against an ambitious and challenging improvement programme and that further reports will be submitted to the Committee on progress against the agreed Plan.

487

Birkmyre Trust - Pavilion Upgrade:  Costings Update

487

There was submitted a report by the Director of Community Services (1) providing an update on the latest developments in relation to the proposal to upgrade the Birkmyre Pavilion and (2) advising of the current financial position.è

Councillor Blair intimated an interest in this item as a member of the Board of Inverclyde Leisure.

Regarding the legal proceedings, the Committee was advised that its decision to restrict the powers of lease within the Park had not yet been formally intimated to the Court in writing.  Mr Douglas, for the Head of Legal Services, however stated that remedial action had been taken which would not delay the progress of the proceedings.

Following discussion, Councillor Blair moved (1) that the new costs for the project as detailed in paragraph 3.1 of the report be noted, (2) that Inverclyde Leisure be asked to submit, for approval by the Council, a robust Business Plan, following consultation with Finance Services, detailing how it will fund the new Prudential Borrowing cost of £860,000 and (3) that the Policy and Strategy Committee be requested to consider allocating £400,000 from the Capital Programme to allow either of the two schemes detailed in the report to progress.

As an amendment, Councillor McCabe moved (1) that the contribution from Inverclyde Leisure be £995,000, being the total cost of the gym, and (2) that the Policy and Strategy Committee be requested to allocate the funding required following provision of this sum by Inverclyde Leisure.

On a vote, 4 Members voted for the amendment and 6 for the motion which was declared carried.  Those Members who had voted in favour of the amendment then requested in terms of the relevant Standing Order that the matter be referred to The Inverclyde Council for decision in terms of the amendment.

C

Decided:

(1)      that the new costs for the project as detailed in paragraph 3.1 of the report be noted;

C

(2)      that Inverclyde Leisure be asked to submit, for approval by the Council, a robust Business Plan, following consultation with Finance Services, detailing how it will fund the new Prudential Borrowing cost of £860,000;  and

(3) that the Policy and Strategy Committee be requested to consider allocating £400,000 from the Capital Programme to allow either of the two schemes detailed in the report to progress.

The Convener being of the opinion that the undernoted report by the Director of Corporate Services was relevant, competent and urgent moved its consideration to allow the Committee to be advised of the results of the Employee Opinion Survey without delay.  This was unanimously agreed in terms of the relevant Standing Order.

488

Employee Opinion Survey

488

There was submitted a report dated 13 May 2005 by the Director of Corporate Services on the results of the Employee Opinion Survey carried out in August 2004.

Decided:

(1)      that an action plan relative to the items raised in the Employee Opinion  Survey be submitted to the Committee for endorsement and that this be monitored on a six monthly basis;

(2)      that a report be submitted on proposals for dealing with the issue of violence in the work place;  and

(3)      that consideration be given to the establishment of an Employee Award Scheme to recognise outstanding service to the Council and that a report thereon be submitted to the Committee.

It was agreed in terms of Section 50(A)(4) of the Local Government (Scotland) Act 1973 as amended, that the public and press be excluded from the meeting for the following items on the grounds that the business involved the likely disclosure of exempt information as defined in the respective paragraphs of Part I of Schedule 7(A) of the Act as are set opposite each item.

Item  Paragraph (s)

Legal Services (Support to Members’ Services)                                  1

Home Care Review                                                                                    1

Invitation of Tenders for Independent Tenant Advisers                      6

Invitation of Tenders for Financial Adviser to the Shadow

Board of River Clyde Homes                                                                    6

Contract for Road Markings 2005-2006:  Approval to Use

Specialist Contractors                                                                               6

Mechanical and Electrical Engineering Services - Approval to

Use Specialist Consultants - Use of Powers Delegated to the

Chief Executive                                                                                          6

489

Legal Services (Support to Members’ Services)

489

There was submitted a report dated 28 April 2005 by the Director of Corporate Services recommending amendments to the staffing arrangements within the Members’ Services Section of Legal Services.

The Head of Legal Services advised the Committee that in the medium term, a review of Members’ Services would be dealt with as part of the Customer Services Review and that this would respond to the recommendations of the Best Value Review.

Following discussion, Councillor White moved that one of the Secretaries’ posts within Members’ Services be redesignated Administrative Officer at salary grade AP2 (£16,515 - £17,877) with responsibility for co-ordinating and managing support to Members’ Services and that the post be filled from within the existing employees who provide support to Members.

As an amendment, Councillor McCabe moved (1) that one of the Secretaries’ posts within Members’ Services be redesignated Administrative Officer at salary grade AP2 (£16,515 - £17,877) with responsibility for co-ordinating and managing support to Members’ Services and that the post be filled from within the existing employees who provide support to Members  and (2) that prior to reducing the number of posts within Members’ Services, a report be submitted to the next meeting of the Committee with further details as to how the proposals would achieve an improved service to Members and that this include an analysis of the volume of work currently carried out.

On a vote, 3 Members voted for the motion and 5 for the amendment which was declared carried.  Those Members who had voted in favour of the motion then requested in terms of the relevant Standing Order that the matter be referred to The Inverclyde Council for decision in terms of the motion.

Decided:

(1)      that one of the Secretaries’ posts within Members’ Services be redesignated Administrative Officer at salary grade AP2 (£16,515 - £17,877) with responsibility for co-ordinating and managing support to Members’ Services and that the post be filled from within the existing employees who provide support to Members;  and

C

(2)      that prior to reducing the number of posts within Members’ Services, a report be submitted to the next meeting of the Committee with further details as to how the proposals would achieve an improved service to Members and that this include an analysis of the volume of work currently carried out.

C

490

Home Care Review

490

There was submitted a report dated 29 April 2005 by the Director of Corporate Services recommending revisions to the management structure within Home Care Services.

Decided:  that approval be given to the changes to the staffing establishment within Home Care Services as detailed in appendix 1 to the report, subject to funding approval being granted by the Policy and Strategy Committee.

491

Invitation of Tenders for Independent Tenant Advisers

491

There was submitted a report dated 6 May 2005 by the Depute Chief Executive seeking approval to invite tenders for independent tenant advisers from certain housing consultancy firms which are not on the Council’s Approved List.

(Councillor Blair left the meeting during consideration of this item of business).

The Head of the Implementation Team advised the Committee that it was the recommendation of the Housing Services Review Group that the same housing consultancy firms be included in the tender list for the independent employee adviser.

Decided:  that approval be given to the issue of tenders for independent tenant advice and independent employee advice to the housing consultancy firms set out in appendix 1 to the report.

492

Invitation of Tenders for Financial Adviser to the Shadow Board of River Clyde Homes

492

There was submitted a report dated 5 May 2005 by the Principal Adviser to the Shadow Board of River Clyde Homes (1) advising that the Shadow Board at its meeting on 3 May 2005 had agreed to invite tenders in respect of financial advice to assist the Board with the preparation of its business plan and (2) requesting the Committee’s approval for the invitation of tenders to a number of companies who are not on the Council’s Approved List.

Decided:

(1)      that the Committee note the decision of the Shadow Board of River Clyde Homes to invite tenders for financial advice to assist in the preparation of its business plan;  and

(2)      that it be remitted to the Head of Legal Services to arrange for the invitation of tenders for financial advice to the companies listed in the report.

493

Contract for Road Markings 2005-2006:  Approval to Use Specialist Contractors

493

There was submitted a report dated 1 May 2005 by the Depute Chief Executive seeking approval to invite tenders for the provision of road marking services for the period 1 June 2005 to 31 March 2006, with an option for a one year extension, from the specialist contractors listed in the report.'

Decided:  that approval be given to the issue of tenders to the contractors listed in the report.

494

Mechanical and Electrical Engineering Services:  Approval to Use Specialist Consultants - Use of Powers Delegated to the Chief Executive

494

There was submitted a report dated 29 April 2005 by the Depute Chief Executive advising of the use of the powers delegated to the Chief Executive to invite specialist consultants to tender for mechanical and electrical engineering services in respect of projects requiring to be progressed by the Head of Property Services, where in-house resources are not available to be utilised within the required timescales.

Noted