Best Value and Corporate Services Committee

Thursday 8 September 2005 at 3.00 pm

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

Chair:  Councillor Snoddy presided. 

In attendance:  Chief Financial Officer, Solicitor to the Council, Head of ICT Services, Head of Personnel Services, Head of Revenues & Customer Centres, Head of Transportation & Roads Service and Mr F Jarvie, Senior Solicitor.

The following paragraphs are submitted for information only, having been dealt with under the powers delegated to the Committee.

683

Economic Development - Service Plan 2005/06

683

There was submitted a report dated 7 September 2005 by the Director of Corporate Services on a remit from the Environment & Regeneration Committee of 6 September 2005 seeking approval of the Economic Development -  Service Plan 2005/06.

Decided:  that the Economic Development - Service Plan 2005/06 be approved.

684

Transportation & Roads - Service Plan 2005/06 to 2008/09

684

There was submitted a report dated 7 September 2005 by the Director of Corporate Services on a remit from the Environment & Regeneration Committee of 6 September 2005 seeking approval of the Transportation & Roads - Service Plan 2005/06 to 2008/09.

Decided:  that the Transportation & Roads - Service Plan 2005/06 to 2008/09 be approved.

685

Building Services - Business Plan 2005/08

685

There was submitted a report dated 7 September 2005 by the Director of Corporate Services on a remit from the Environment & Regeneration Committee of 6 September 2005 seeking approval of the Building Services - Business Plan 2005/08.

Decided:  that the Building Services - Business Plan 2005/08 be approved.

686

Cleaning Services - Business Plan 2005/08

686

There was submitted a report dated 7 September 2005 by the Director of Corporate Services on a remit from the Environment & Regeneration Committee of 6 September 2005 seeking approval of the Cleaning Services - Business Plan 2005/08.

Decided:  that the Cleaning Services - Business Plan 2005/08 be approved.

687

Managing Attendance - Absence Statistics: Period 2

687

There was submitted a report dated 25 August 2005 by the Director of Corporate Services on the Council’s absence statistics for the period 4 April - 3 July 2005 (Period 2).

Noted

688

Attendance Management

688

There was submitted a report dated 18 August 2005 by the Director of Corporate Services recommending the introduction of a range of measures designed to improve the management of attendance at work in areas which have levels of non attendance higher than that which could be considered reasonable.

There was circulated to the Committee, Corporate Management Performance Indicators 2003/04 showing a comparison of Inverclyde Council’s absence statistics with other Councils.

Decided:  that provided no adverse comments are received from the Trades Unions, agreement be given to the following proposals detailed in the report with a view to improving the Council’s attendance at work:

(a) the revised arrangements for reporting management attendance statistics to Committees and Sub-Committees, subject to a further detailed report on the remit of the Attendance Management Sub-Committee being submitted prior to implementation;

(b)  tackling “hotspots” as a priority; and

(c)  developing a communications strategy to raise awareness of the issue and gain support to deal with the problem of non attendance at work.

689

CoSLA - Scottish Executive Joint Staffing Watch:  Periods 1 and 2

689

There was submitted a report dated 15 August 2005 by the Director of Corporate Services on the number of Council employees as at 12 March 2005 as reported to the Scottish Executive under the Joint Staffing Watch arrangements.

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

Noted

690

Standing Orders and Scheme of Administration - Appeal to a Personnel Appeals Sub-Committee against a Decision made by the Chief Executive

690

There was submitted a report dated 18 August 2005 by the Director of Corporate Services seeking approval of an amendment to the Council’s Standing Orders and Scheme of Administration in respect of appeals to the Personnel Appeals Sub-Committee.

Decided:  that it be recommended to The Inverclyde Council that the Standing Orders and Scheme of Administration be amended as follows:

8.3.4.7  Personnel (Appeals and Applied Conditions of Service) Sub-Committee

(b)  to determine appeals by employees against decisions by the Chief Executive under the powers delegated to him under the Scheme of Delegated Functions.

to be amended to:

(b)  to determine appeals by employees against decisions, with the exception of the establishment of posts and regradings up to grade PO1, by the Chief Executive under the powers delegated to him under the Scheme of Delegation.

691

Employee Opinion Survey

691

There was submitted a report dated 15 August 2005 by the Director of Corporate Services on the progress of the action agreed following consideration of the Employee Opinion Survey by the Committee at its meeting on 19 May 2005 (para 488).

Decided: 

(1)      that the Committee note that the Focus Groups have been formed and that the actions of the Focus Groups will be reported to the Committee;

(2)      that one of the Focus Groups develop the proposal for a Council Award Scheme for consideration by the Committee; and

(3)      that the progress made with regard to addressing violence within the workplace be noted.

692

Performance Management Framework - Quarterly Update

692

There was submitted a report dated 23 August 2005 by the Director of Corporate Services on the Corporate Services Performance Management Framework quarterly update to the end of June 2005.

Decided:  that the Key Performance Measures set out in Appendix 1 be endorsed.

693

Legal Services Performance Report 2004/05 and Performance Plan 2005/06

693

There was submitted a report dated 23 August 2005 by the Director of Corporate Services (1)  providing an update on the performance of Legal Services against key indicators in 2004/05 and (2)  advising of the planned performance targets for 2005/06.

Decided: 

(1)      that the Committee endorse the 2004/05 performance by Legal Services and the targets for 2005/06; and

(2)      that the report be otherwise noted.

694

Legal Services - Support to Members

694

There was submitted a report dated 23 August 2005 by the Director of Corporate Services on the current position with regard to support to Elected Members following the decision of the Committee at its meeting on 19 May 2005 (para 489).

Decided:

(1)      that the report be noted; and

(2)      that it be remitted to the Solicitor to the Council to carry out a Service Review of the Members’ Services Section concentrated on the functions delivered by the Section and the resources available to it, the review to include consultation with Elected Members and comparison with services provided in other local authorities, and that a report thereon be submitted to the Committee in approximately 12 weeks’ time.

695

Benefits Service Performance 2005/06

695

There was submitted a report dated 15 August 2005 by the Director of Corporate Services on the processing performance of the Benefits Service for the quarter ended 30 June 2005 which showed a sustained improvement since 2003/04.

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

Decided:  that the Committee note the continued improvement in the Benefits Service performance and the proposal to include information on levels of outstanding work within future reports.

696

Benefit Fraud Inspectorate Report: July 2005

696

There was submitted a report dated 16 August 2005 by the Director of Corporate Services (1) on the main findings of the Benefit Fraud Inspectorate report which assesses Inverclyde Council’s performance in dealing with Housing Benefit and Council Tax Benefit claims administration and (2) setting out an action plan to rectify areas of weakness as identified in the report.

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

Decided: 

(1)      that the contents of the report be noted;

(2)      that agreement be given to the terms of the action plan set out in Appendix 2 with the aim of rectifying areas of weakness identified by the Benefit Fraud Inspectorate and consolidating the improving performance achieved before and after the inspection was conducted; and

(3)      that a report on progress of the action plan be submitted to every second meeting of the Committee.

697

Treasury Management Monitoring Report - 1st Quarter 2005/06

697

There was submitted a report dated 18 August 2005 by the Director of Corporate Services on matters relating to the Treasury Management function during the period 1 April to 30 June 2005.

Noted

698

Treasury Management - Annual Report 2004/05

698

There was submitted a report dated 19 August 2005 by the Director of Corporate Services on the operation of the Treasury function and its activities for 2004/05 as required in terms of Treasury Management Practice 6 “Reporting Requirements and Management Information Arrangements”.

Decided

(1)      that the contents of the 2004/05 annual report on Treasury Management be noted; and

(2)      that the Committee commend the performance of the staff involved in the Treasury function.

699

Revenues Section Performance to 30 June 2005

699

There was submitted a report dated 2 August 2005 by the Director of Corporate Services on the Council Tax and Rates performance for the quarter ended 30 June 2005.

Decided:

(1)      that the continued improvement in Council Tax collection be noted; and

(2)      that the report be otherwise noted.

700

Finance Services and Revenues and Customer Centres Performance Report 2004/05 and Performance Plan 2005/06

700

There was submitted a report dated 18 August 2005 by the Director of Corporate Services (1) on the performance of Finance Services and Revenues and Customer Centres against key indicators in 2004/05 and (2) advising of the planned performance targets for 2005/06.

Decided:

(1)      that the 2004/05 performance and the 2005/06 targets in respect of Finance Services and Revenues and Customer Centres be endorsed; and

(2)      that the report be otherwise noted.

701

Revenue Budget 2005/06 - Period 4

701

There was submitted a report dated 18 August 2005 by the Director of Corporate Services on (1) the 2004/05 Revenue Budget out-turn position and (2) the 2005/06 Revenue Budget position as at period 4 (31 July 2005).

Decided:  that the out-turn position for 2004/05 and the current projection for the 2005/06 Corporate Services Budget be noted.

702

Debt Recovery Performance 2004/05

702

There was submitted a report by the Director of Corporate Services (1) on the progress made in respect of debt recovery during 2004/05 and (2) advising of future developments in this regard.

Noted

703

ICT Capital Programme

703

There was submitted a report dated 19 August 2005 by the Director of Corporate Services on the status of the 2005/08 ICT Capital Programme.

Noted

704

ICT Service - Progress Report

704

There was submitted a report dated 19 August 2005 by the Director of Corporate Services providing an update on progress in taking forward the new Service Delivery Model for the ICT Service.

Decided: 

(1)      that it be noted that the ICT Service has initiated an ambitious and challenging improvement programme; and

(2)      that further reports be submitted to the Committee on progress against the agreed plan.

705

Customer Service Strategy - Progress Report

705

There was submitted a report dated 23 August 2005 by the Director of Corporate Services providing an update on the progress made towards achieving the Council’s Customer Service Strategy as approved by the Committee at its meeting on 19 May 2005 (para 480).

Decided:

(1)      that the progress made in developing the Council’s Customer Centres be noted;

(2)      that to allow the phased implementation of the Customer Service Strategy, a report on the integration of Revenues and Benefits be submitted to the next meeting of the Committee; and

(3)      that prior to the invitation of tenders for the modification of the ground floor of Wallace Place to form a Customer Centre, a report be submitted to the appropriate Committee including a full appraisal of the options available

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)

Future Telecommunications Contract                                                        6, 8 & 9

Tender for Cash Collection Services                                                         6

Tender for Rating Revaluation Appeals Service                                      6

Tender for Printing, Binding and Mailing Services                                  6

Contract for Road Sign Maintenance 2005-07 - Use of Powers

Delegated to the Chief Executive                                                               6

Works to be Carried Out Under Statutory Notices - Use of

Powers Delegated to the Chief Executive                                                6

Standing Restricted List of Contractors                                                    6

706

Future Telecommunications Contract

706

There was submitted a report dated 12 August 2005 by the Director of Corporate Services (1) seeking approval to negotiate with a nominated supplier for Council Telecommunication Services for the period 2006/2011 and (2) recommending in principle agreement of a spend to save investment strategy which will enhance the network as a whole, which was agreed all as detailed in the Appendix.

707

Tender for Cash Collection Services

707

There was submitted a report dated 4 August 2005 by the Director of Corporate Services seeking approval to homologate the issue of tenders for the Council’s Cash Collection Service for the 3 year period from September 2005 to August 2008 to specialist companies not on the Council’s approved lists.

Decided:  that the issue of tenders be homologated.

708

Tender for Rating Revaluation Appeals Service

708

There was submitted a report dated 5 August 2005 by the Director of Corporate Services seeking approval to homologate the issue of tenders for the provision of a Rating Revaluation Appeals Service for a 5 year period to 2010 to specialist companies not on the Council’s approved lists.

Decided:  that the issue of tenders be homologated.

709

Tender for Printing, Binding and Mailing Services

709

There was submitted a report dated 24 August 2005 by the Director of Corporate Services seeking approval to homologate the issue of tenders to companies not on the Council’s approved lists for the Council’s Printing, Binding and Mailing Service for the 2 year period from September 2005 to August 2007 with the possibility of a further year’s extension.c

Decided:  that the issue of tenders and the award of the contract to Document Outsourcing Ltd be homologated.

710

Contract for Road Sign Maintenance 2005-2007 - Use of Powers Delegated to the Chief Executive

710

There was submitted a report dated 8 August 2005 by the Depute Chief Executive advising of the use of the powers delegated to the Chief Executive to approve the issue of tenders to specialist contractors for the Road Sign Maintenance Contract 2005-2007.

Noted

711

Works to be Carried Out Under Statutory Notices - Use of Powers Delegated to the Chief Executive

711

There was submitted a report dated 10 August 2005 by the Director of Community Services advising of the use of the powers delegated to the Chief Executive to invite tenders from consultants not on the Council’s approved lists to produce contract documents and administer a contract for works at 3 properties where Statutory Notices have not been complied with by the co-owners.

Noted

712

Standing Restricted List of Contractors

712

There was submitted a report dated 24 August 2005 by the Director of Corporate Services on the current position with regard to the Council’s Standing Restricted List of Contractors.

Decided:

(1)      that the report be noted; and

(2)      that delegated authority continue to be granted to the Solicitor to the Council in the usual manner to add undertakings to the List.