Best Value and Corporate Services Committee

Thursday 26 January 2006 at 3.00 pm

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

Chair:  Councillor Snoddy presided. 

In attendance:  Interim Chief Executive, Director of Community Services, Solicitor to the Council, Chief Financial Officer, Head of ICT Services, Head of Personnel Services, Ms P Ramsay, Senior Health & Safety Officer, Head of Property Services, Corporate Communications Manager, Managing Solicitor (Litigation/Advice) and Mr R Blackburn (Interim Change Management Support).

Apologies:  Councillors McCormick (M) and Nimmo.

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

85

Remits from Committees

85

There were no remits from Committees.

  86

Participation in Collaborative Buying

86

There was submitted a report by the Solicitor to the Council seeking formal authority in terms of the Standing Orders relating to Contracts for Inverclyde Council to participate in contracts arising from the concept of Collaborative Buying where the Authorities Buying Consortium facility is not available.

Decided:

(1)   that approval be given to the extension of the principle of Collaborative Buying and to the Council’s participation with other local authorities and public sector bodies in the use of the mechanism to achieve best value;  and

(2)   that the Policy & Strategy Committee be requested to recommend to the Council that:-

(a)   the Solicitor to the Council be authorised to instruct acceptance on behalf of the Council by another local authority, or to accept tenders, or to adopt existing contracts between another local authority or public sector body and a supplier to take advantage of Collaborative Buying always provided that best value and value for money are evident in terms of the contract;  and

(b)   the Solicitor to the Council be authorised to extend the application of the Standing Orders relating to Contracts to contracts issued on behalf of Inverclyde Council and other local authorities or public sector bodies and to take all necessary action in connection therewith.

  87

ICT - Microsoft Enterprise Agreement:  Use of Powers Delegated to the Chief Executive

87

There was submitted a report dated 23 December 2005 by the Head of ICT Services advising of the use of the powers delegated to the Chief Executive to approve the signing of an Enterprise Agreement with Microsoft for the provision of desktop and server software licences and services.

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

Noted

  88

ICT Service - Progress Report

88

There was submitted a report dated 23 December 2005 by the Head of ICT Services providing an update on progress in taking forward the Service Delivery Model for the new ICT Service.

Decided:

(1)   that the Committee note the progress made against the Transition and Transformation Programme;  and

(2)   that it be noted that further progress reports will be submitted to the next meeting of the Committee.

  89

ICT Capital Programme

89

There was submitted a report dated 23 December 2005 by the Head of ICT Services on the status of the 2005/08 ICT Capital Programme.

Noted

  90

Managing Attendance - Absence Statistics 4 July 2005 to 2 October 2005 (Period 3)

90

There was submitted a report dated 12 December 2005 by the Head of Personnel Services on the Council’s absence statistics for the period 4 July 2005 to 2 October 2005 (Period 3).

The Head of Personnel Services provided the Committee with an oral update on the work undertaken in terms of the new arrangements for managing attendance and dealing with absence within Council services.

Decided:

(1)   that the report be noted;  and

(2)   that, in future, in addition to the composite report covering all Council services, separate reports be submitted to the Best Value & Corporate Services Committee on absence statistics within Corporate Services and to the Policy and Strategy Committee on absence statistics within the Chief Executive’s Service.

  91

Recognition of NHS Service for Joint Future Partnership Posts

91

There was submitted a report dated December 2005 by the Head of Personnel Services recommending that NHS continuous service be recognised by the Council for Joint Future Partnership posts.

Decided:

(1)   that Inverclyde Council recognise NHS continuous service for posts which are designated “Joint Future Posts” on the basis of the following arrangements:

(a)   Inverclyde Council would recognise the service of employees who have continuous previous service within NHS Argyll & Clyde only;

(b)   service would be recognised for annual leave, sickness allowance, maternity/paternity/flexible working/adoption leave/pay, notice periods and any other length of service orientated benefits (excepting redundancy);

(c)   Inverclyde Council would continue to apply the Redundancy Modification Order which does not allow for the recognition of NHS service in respect of redundancy;  and

(2)   that a further report be submitted to the Committee to take account of any developments at a national level or within the local partnership.

  92

Corporate Health & Safety Plan

92

There was submitted a report by the Head of Personnel Services seeking approval for adoption of the Corporate Health & Safety Plan.

Decided:

(1)   that the Corporate Health & Safety Plan set out in the appendix to the report be approved;

(2)   that it be remitted to the various services of the Council to implement the procedures laid down in the Inverclyde Council Health & Safety Policy and Arrangements documentation;  and

(3)   that a formal reporting mechanism to monitor the Council’s health and safety performance be developed, linked to the Health & Safety Review currently being undertaken.

  93

Finance Services - Amendment to Establishment

93

There was submitted a report dated December 2005 by the Head of Personnel Services recommending an amendment to the establishment of Finance Services.

Decided:  that agreement be given to establish a post of Revenues and Benefits Manager at salary grade PO18 (£40,098 - £42,942).

  94

Property Services - Amendment to Establishment

94

There was submitted a report dated December 2005 by the Head of Personnel  Services recommending an amendment to the establishment of Property Services.

Decided:  that the vacant post of Graduate Architect on salary grade AP4 (£20,808 - £23,034) (Post No. 01116) be redesignated Senior Architect at salary grade PO1-6 (£26,379 - £32,631).

  95

Revenue Budget 2005/06 - Period 8

95

There was submitted a report dated 4 January 2006 by the Chief Financial Officer on the position of the Revenue Budget 2005/06 as at Period 8 (30 November 2005) which showed a projected underspend of £764,000, a £146,000 increase in the underspend since the last report to the Committee.

Decided:

(1)   that the current budget projection for the 2005/06 Corporate Services Revenue Budget be noted;  and

(2)   that it be noted that the Solicitor to the Council will report to the next meeting of the Committee on the provision of the Property Enquiry service.

The Committee adjourned at 4 pm to allow The Inverclyde Council to meet and reconvened at 4.40 pm

  96

Revenue Section Performance - 1 April - 31 December 2005

96

There was submitted a report dated 4 January 2006 by the Chief Financial Officer (1) on the Council Tax and Rates Performance to 31 December 2005 and (2) outlining a number of other relevant issues.

Decided:  that the Committee note the report and the continued improvement in Council Tax collection.

  97

Treasury Management Monitoring Report - Third Quarter 2005/06

97

There was submitted a report dated 4  January 2006 by the Chief Financial Officer on matters relating to the Treasury Management function during the third quarter 2005/06.

Noted

  98

Benefits Service Performance - Third Quarter 2005/06

98

There was submitted a report dated 5 January 2006 by the Chief Financial Officer (1) on the processing performance of the Benefits Service for the quarter ended 31 December 2005, which showed that the improved performance had been maintained, (2) advising of the level of work in progress within the Service, (3) giving an update on the Benefit Fraud Inspectorate Action Plan and (4) providing information on the developments in respect of staff training within the Benefits Service.

Noted

  99

Water Charges Reduction Scheme

99

There was submitted a report dated 4 January 2006 by the Chief Financial Officer advising of (1) changes to the water and sewerage reduction scheme coming into effect on 1 April 2006 and (2) the impact of changes on the Housing Revenue Account.

Decided:

(1)   that the Committee note the contents of the report;  and

(2)   that a letter of protest be sent to the Scottish Executive concerning the requirement on the Council to pay full water service charges (previously 50%) on houses which have been empty for more than six months.

100

Fair Trade “Town” Status

100

There was submitted a report dated 20 December 2005 by the Chief Financial Officer requesting the Committee to approve its intention that Inverclyde achieve Fair Trade “Town” Status.

Decided:

(1)   that The Inverclyde Council be requested to make a resolution announcing its intention to achieve Fair Trade “Town” Status

(2)   that it be remitted to the appropriate Officers to approach the existing local Steering Group with a view to seeking Council representation by both Elected Members and Officers on the Steering Group and that a report thereon be made to the next meeting of the Committee;

(3)   that it be remitted to the appropriate Officers to nominate a Fair Trade Officer from within the existing establishment and that a report thereon be made to the next meeting of the Committee;Á

(4)   that agreement be given to the use of Fair Trade tea/coffee at Council meetings and that other Fair Trade products be available for sale within the Municipal Buildings;

(5)   that the Committee encourage the use of vending machines to sell Fair Trade products and agree to install a vending machine on a pilot basis within the Municipal Buildings;  and

(6)   that the Council, in adopting the recommendations, support the principle of sustainability as a necessary element in achieving success in the Fair Trade campaign and that this be reflected in the Council’s procurement processes for Fair Trade products.

101

VAT on Mileage Claims

101

There was submitted a report dated 5 January 2006 by the Chief Financial Officer advising of a change in the VAT law relating to mileage allowances and the implications of the change.

Decided:

(1)   that the change in the VAT law and the implications for the Council be noted;  and

(2)   that with effect from 1 April 2006, where a mileage claim is not supported by a VAT invoice, then the mileage claim will be paid (including the VAT element) but the VAT included in the mileage allowance will not be recovered by the Council through its VAT return.

102

Residents’ Magazine

102

There was submitted a report by the Interim Chief Executive advising of the steps taken to produce and distribute a Council magazine to every household in Inverclyde at the earliest opportunity to inform residents of key Council activities.

Following discussion, Councillor McCabe moved that the Committee recommend to The Inverclyde Council that the Interim Chief Executive be instructed not to distribute the magazine until a full report has been considered by the Council on a corporate communications strategy including different options on how the Council should improve communications with local residents.  As an amendment, Councillor Blair moved (1) that the Committee note the action taken by the Interim Chief Executive and confirm that, in so doing, he acted fully within his delegated powers and (2) that it be remitted to the Chief Executive to report on the results of the feedback from the residents’ magazine in order that the Committee can consider the issuing of any future editions as part of a wider communications strategy.  On a vote, 3 Members voted for the motion and 6 for the amendment which was declared carried.

Decided:

(1)   that the Committee note the action taken by the Interim Chief Executive and confirm that, in so doing, he acted fully within his delegated powers;  and

(2)   that it be remitted to the Chief Executive to report on the results of the feedback from the residents’ magazine in order that the Committee can consider the issuing of any future editions as part of a wider communications strategy.

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)

Birkmyre Park Pavilion                                                                        6, 8 and 9

Invitation of Tenders for Joint VAT Consultancy for

River Clyde Homes/Inverclyde Council                                            6 and 8

Use of Powers Delegated to the Chief Executive                          6 and 8

103

Birkmyre Park Pavilion

103

There was submitted a report dated 11 January 2006 by the Director of Community Services (1) on the current position in respect of the Birkmyre Park Pavilion, Kilmacolm and (2) requesting the Committee to confirm which of the two options presented it would wish to adopt.

Following discussion, Councillor Fyfe moved (1) that Option 2 (Major refurbishment of the existing Pavilion and the creation of a 40 station state of the art gym facility to be operated by Inverclyde Leisure in return for an appropriate rental) be adopted and that Officers be instructed to progress the appropriate actions as detailed in paragraph 8.7 of the report; and (2) that the use of the appropriate level of reserves together with further financial options be considered at the meeting of The Inverclyde Council on 9 February 2006, called to agree the 2006/07 General Fund and HRA Revenue Budgets.  As an amendment to (1), Councillor McCabe moved that Option 1 (Major refurbishment of the existing Pavilion and Duchal Nursery continuing to occupy part of the premises but contributing a market rental for the space utilised) be adopted and that Officers be instructed to progress the appropriate actions as detailed in paragraph 8.8 of the report.  On a vote, 3 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.

Decided:

C

(1)   that Option 2 (Major refurbishment of the existing Pavilion and the creation of a 40  station state of the art gym facility to be operated by Inverclyde Leisure in return for an appropriate rental) be adopted and that Officers be instructed to progress the appropriate actions as detailed in paragraph 8.7 of the report;  and

C

(2)   that the use of the appropriate level of reserves together with further financial options be considered at the meeting of The Inverclyde Council on 9 February 2006 called to agree the 2006/07 General Fund and HRA Revenue Budgets.

(Councillor Moran left the meeting at this juncture).

104

Invitation of Tenders for Joint VAT Consultancy for River Clyde Homes/Inverclyde Council

104

There was submitted a report dated 4 January 2006 by the Chief Financial Officer seeking the Committee’s approval to authorise the Solicitor to the Council to invite tenders from specialist VAT consultants who are not on the Council’s Approved List following the decision made by the Board of River Clyde Homes to seek initiation of a shared VAT arrangement consultancy.

Decided:

(1)   that the decision made by the Board of River Clyde Homes to seek initiation of a shared VAT arrangement consultancy be noted;  and

(2)   that it be remitted to the Solicitor to the Council to invite tenders for the contract from the firms listed in paragraph 4.4 of the report, none of which is included in the Council’s Approved List.È

105

Use of Powers Delegated to the Chief Executive

105

There was submitted a report dated 6 January 2006 by the Solicitor to the Council advising of the use of the powers delegated to the Chief Executive since the last ordinary meeting of the Committee (1) to approve the issuing of a letter of intent for the supply, support and maintenance of a service desk software package for ICT Services, (2) to authorise the invitation of tenders from consultants who are not on the current Approved List to provide independent employee advice during the Council’s proposed stock transfer process and (3) to authorise the appointment of external solicitors to assist the Council in carrying out a number of conveyancing transactions which will require to be completed within the current financial year.

Noted