Policy and Strategy Committee

Tuesday 21 September 2004 at 3.00 pm

Present:  Provost Rebecchi, Councillors Blair, Forbes, McCabe, Mitchell, Nimmo,  Roach, Robertson and Snoddy.

Chair:  Councillor Blair presided.

In attendance:  Chief Executive, Depute Chief Executive, Director of Community Services, Director of Corporate Services, Director of Education Services, Mr G Douglas (for Director of Legal & Support Services), Mr C Struthers (for Director of Social Work Services), Head of Financial Services and Head of Property Services.

Apologies:  Councillors Fyfe, Hill and McCormick (M).

655

Asset Management Planning - Remit from Environment & Regeneration Committee

655

There was submitted a report by the Director of Corporate Services on a request from the Environment & Regeneration Committee of 7 September 2004 that the Committee ratify the structure for development and review of an Asset Management Plan, subject to the inclusion of Councillor Roach in the membership of the Corporate Property Group.

The Chief Executive advised that it was recommended that the Corporate Property Group be a sub-group of the Environment & Regeneration Committee with Elected Member representation by the Convener and Vice-Convener of that Committee and Councillor Roach with provision for substitute Members as required.

Decided:  that the organisational structure for development and review of the Asset Management Plan be approved with the exception of  the Corporate Property Group; that this be a working group reporting to the Environment & Regeneration Committee with Elected Member representation by the Convener and Vice-Convener of that Committee together with Councillor Roach, if so nominated by the Labour Group, and provision for substitutes as required.

656

Projected Overspend in Members' Allowances - Remit from Best Value & Corporate Services Committee

656

There was submitted a report dated 13 September 2004 by the Director of Corporate Services on a request from the Best Value & Corporate Services Committee of 9 September 2004 that the Committee provide a supplementary budget of £25,000 to fund the projected overspend in Members' Allowances.

Following discussion, Councillor McCabe moved that the Best Value & Corporate Services Committee be asked to contain the overspend within its own budget.  As an amendment, Councillor Blair moved that the motion be not accepted and that the request be considered as part of Item 3 (Budget - Contingency).  On a vote, 3 Members voted for the motion and 6 for the amendment which was declared carried.

Decided:  that the request to provide a supplementary budget of £25,000 to fund the projected overspend in Members' Allowances be considered as part of Item 3 (Budget - Contingency).

657

Revenue and Capital Budget 2005/06 Onwards:  General Services and Housing Revenue Accounts

657

There was submitted a report dated 8 September 2004 by the Director of Corporate Services (1) providing an update on progress made in the preparation of the Revenue Budgets for 2005/06 onwards for General Services and the Housing Revenue Account and (2) requesting the Committee to agree a budget setting timetable.

Decided: 

(1)      that approval be given to the budget setting timetable appended to the report in order to achieve the Council's aim of approving budget options for consultation by the Christmas recess with the budget finalised on national budget setting day, 10 February 2005;

(2)      that in order to progress these arrangements, it be agreed to hold a special meeting of the Policy & Strategy Committee on 14 December 2004 and special meetings of the Inverclyde Council on 16 December 2004 and 10 February 2005 subject to the agreement of the Provost; and

(3)      that it be noted that a meeting of the Policy Review Group would be held at 2pm on Thursday 30 September 2004.

658

Budget Contingency

658

There was submitted a report dated 1 September 2004 by the Director of Corporate Services (1) advising that a usable contingency of £879,000 had been identified within the 2004/05 budget and (2) setting out the recommendations of the Corporate Management Team totalling £685,000, with the balance to be held as a contingency for unforeseen issues.

There were also circulated (a) letters dated 20 September 2004 and 21 September 2004 from the Council Leader with regard to utilisation of the usable contingency sum and (b) a list of proposals submitted by the Labour Group.

Following discussion, Councillor Blair moved:

(1)      that agreement be given to adopt the proposals of the Corporate Management Team on the use of the contingency sum as set out in paragraphs 4.1 (a)-(d) of the report at a total cost of £685,000;

(2)      that the following proposals be dealt with as follows:-

(i)       Tower Hill:

(a)      provision of dog bins at each exit point (4 in number);

(b)      repair of pathways and possible introduction of new pathways, including existing pathways, cutting back of nettles/bracken etc.

That agreement in principle be given to these proposals, setting a maximum sum of £40,000 allocated to implementation, but that consideration be given to extend the works outlined in paragraph (b) to other areas of Inverclyde as proposed by Elected Members.

(ii)      Wemyss Bay:

(a)      preparation of feasibility study with regard to upgrading of old terraced garden area alongside Cliff Terrace Road in order to inform a community consultation process, one objective being to provide a master plan as the basis of pursuing funding packages to meet the costs of the project;

(b)      woodland improvement works - provision of arrangements to allow chipping of material resulting from removal of rhododendrons etc carried out by the Community Woodland Association.

658

That agreement be given to fund the works at (a) and (b) above to a maximum sum of £10,000.

658

(iii)      Greenock West End:

(a)      provision of lights at children's playground at Fox Street;

That this be referred back to the appropriate Committee for consideration.

(b)      moving of bollards slightly to the west at the junction of Union Street and Patrick Street;

That this be referred to the Transportation & Roads Service for consideration.

(c)      provision for small tree planting programme.

That it be agreed to provide a budget of no more than £8,000 for tree planting within areas proposed by all Elected Members.

(iv)     Kilmacolm:

(a)      provision of pedestrian crossing at Kilmacolm Cross;

That this be referred to the Transportation & Roads Service for consideration.

(b)      filling in of pond at West Glen Road Park;

That this be referred to the Transportation & Roads Service to investigate and provide a cost as a separate issue.

(v)      Gourock:  McPherson Fountain - renovation and relocation.

That this project be approved based on an indicative cost of £50,000.

(vi)     Port Glasgow:

(a)      provision of salt bins at Dougliehill;

That this be remitted to the Transportation & Roads Service with a provision of £5,000 provided that there are not sufficient resources available within the existing budget;

(b)      tree pruning and thinning maintenance at Bay Street/Court Road.

That this be referred to Housing Services and Grounds, Transport & Cleansing Services for consideration.

(vii)     Dunlop Street:

(a)      provision of 20mph zone for road traffic safety reasons;

(b)      further traffic lights and security cameras to be located strategically in the Drumfrochar Road/Dunlop Street surrounding area.

That proposals (a) and (b) be referred to the Transportation & Roads Service for consideration.

(viii)    Caddlehill Street:  Clearance and landscape of waste ground at Caddlehill Street.

That approval be given to the project with a maximum expenditure limit of £10,000.

(ix)     Watt Street Playground:  Resurfacing and refurbishment of children's playground.

That approval in principle be given to the proposal with a budget provision of no more than £10,000 but this be referred for consideration by the Policy Review Group.

(x)      Lady Alice School:

(a)      Arboricultural works to raise/reduce crowns and prune trees as required;

(b)      Repainting work to improve appearance of school.

That proposals (a) and (b) be remitted for consideration to the Director of Education Services in consultation with the appropriate Officers for a report to the Education & Lifelong Learning Committee in due course.

(xi)     Play Area at Juno Lane/Atholl Lane, beside St Gabriel's School:  Reinstatement of play area.

That this proposal be referred to the Policy Review Group for consideration.

(xii)     Lady Alice Swing Park:  Planting of trees within the curtilage of the park in substitution for those outwith the park which have created a problem of raised footpaths.

658

That this be considered as a bid for funding from the £8,000 provided for tree planting as outlined above.

658

(xiii)    Education Department Outdoor Activities:  Reinstatement of all or part of the programme which ended in March 2004.

That the proposed reinstatement of the programme within the Education budget be considered as part of the budget process for 2005/06.

(xiv)    Devol Tenants' Hall:  Repainting and basic repairs.

That this proposal be referred to the Policy Review Group for consideration as part of the comprehensive report on community facilities.

(xv)    Manor Crescent, Gourock:  Arboricultural works on north side of Manor Crescent/Eldon Street at Cardwell Bay.

That this be considered as a funding bid from the £8,000 provided for tree planting as outlined above.

(xvi)    Crawfurdsburn Community Centre: 6 New or Secondhand/Reconditioned Computers.

That the proposal to provide computers be agreed in principle with a budget provision of £5,000 but that this be referred for consideration to Inverclyde Regeneration Partnership to ascertain if alternative sources of funding are available.

(xvii)   Craigend Resource Centre - Play Area:  Repainting/Possible Replacement of Equipment.

That the  proposal be referred for consideration by the Policy Review Group as part of the play areas review.

(xviii)  Street Name Plates:

That it be agreed to provide funding of no more than £15,000 for replacement/removal of name plates throughout Inverclyde.

(3)      that consideration of the spending suggestions set out in the list submitted on behalf of the Labour Group (Appendix 1) be referred for consideration by the relevant Services or the Policy Review Group as appropriate.

As an amendment Councillor McCabe moved:

(1)      that the recommendations by the Corporate Management Team as set out in paragraphs 4.1 (a), 4.1 (b) and 4.1 (d) of the report be approved but that the proposal to fund the shortfall in the Members' Allowances Budget be not accepted and that the Best Value & Corporate Services Committee be asked to contain this sum within its budget;

(2)      that the remaining sum of £219,000 be referred back to the Education & Lifelong Learning Committee to allow reinstatement of the provision of the Outdoor Education Service and the cuts in the clothing and footwear grants; and

(3)      that a sum of £500,000 be taken from reserves to establish a Quality of Life Fund and that it be remitted to the Corporate Management Team to consider the proposals submitted by Elected Members and that these be the subject of a further report to the Committee.

On a vote, 3 Members voted for the amendment and 6 for the motion which was declared carried.

Decided:

(1)      that agreement be given to adopt the proposals of the Corporate Management Team on the use of the contingency sum as set out in paragraphs 4.1 (a)-(d) of the report at a total cost of £685,000;

(2)      that the following proposals be dealt with as follows:-

658

(i)       Tower Hill:

(a)      provision of dog bins at each exit point (4 in number);

(b)      repair of pathways and possible introduction of new pathways, including existing pathways, cutting back of nettles/bracken etc.

658

Action: That agreement in principle be given to these proposals, setting a maximum sum of £40,000 allocated to implementation, but that consideration be given to extend the works outlined in paragraph (b) to other areas of Inverclyde as proposed by Elected Members.

(ii)      Wemyss Bay:

(a)      preparation of feasibility study with regard to upgrading of old terraced garden area alongside Cliff Terrace Road in order to inform a community consultation process, one objective being to provide a master plan as the basis of pursuing funding packages to meet the costs of the project;

(b)      woodland improvement works - provision of arrangements to allow chipping of material resulting from removal of rhododendrons etc carried out by the Community Woodland Association.

Action:  That agreement be given to fund the works at (a) and (b) above to a maximum sum of £10,000.

(iii)      Greenock West End:

(a)      provision of lights at children's playground at Fox Street;

Action: That this be referred back to the appropriate Committee for consideration.

(b)      moving of bollards slightly to the west at the junction of Union Street and Patrick Street;

Action: That this be referred to the Transportation & Roads Service for consideration.

(c)      provision for small tree planting programme.

Action: That it be agreed to provide a budget of no more than £8,000 for tree planting within areas proposed by all Elected Members.

(iv)     Kilmacolm:

(a)      provision of pedestrian crossing at Kilmacolm Cross;

Action: That this be referred to the Transportation & Roads Service for consideration.

(b)      filling in of pond at West Glen Road Park;

Action: That this be referred to the Transportation & Roads Service to investigate and provide a cost as a separate issue.

(v)      Gourock:  McPherson Fountain - renovation and relocation.

Action: That this project be approved based on an indicative cost of £50,000.

(vi)     Port Glasgow:

(a)      provision of salt bins at Dougliehill;

Action: That this be remitted to the Transportation & Roads Service with a provision of £5,000 provided that there are not sufficient resources available within the existing budget;

(b)      tree pruning and thinning maintenance at Bay Street/Court Road.

Action: That this be referred to Housing Services and Grounds, Transport & Cleansing Services for consideration.

(vii)     Dunlop Street:

(a)      provision of 20mph zone for road traffic safety reasons;

(b)      further traffic lights and security cameras to be located strategically in the Drumfrochar Road/Dunlop Street surrounding area.

Action: That proposals (a) and (b) be referred to the Transportation & Roads Service for consideration.

(viii)    Caddlehill Street:  Clearance and landscape of waste ground at Caddlehill Street.

Action: That approval be given to the project with a maximum expenditure limit of £10,000.

658

(ix)     Watt Street Playground:  Resurfacing and refurbishment of children's playground.

658

Action: That approval in principle be given to the proposal with a budget provision of no more than £10,000 but this be referred for consideration by the Policy Review Group.©

(x)      Lady Alice School:

(a)      Arboricultural works to raise/reduce crowns and prune trees as required;

(b)      Repainting work to improve appearance of school.

Action: That proposals (a) and (b) be remitted for consideration to the Director of Education Services in consultation with the appropriate Officers for a report to the Education & Lifelong Learning Committee in due course.

(xi)     Play Area at Juno Lane/Atholl Lane, beside St Gabriel's School:  Reinstatement of play area.

Action: That this proposal be referred to the Policy Review Group for consideration.

(xii)     Lady Alice Swing Park:  Planting of trees within the curtilage of the park in substitution for those outwith the park which have created a problem of raised footpaths.

Action: That this be considered as a bid for funding from the £8,000 provided for tree planting as outlined above.

(xiii)    Education Department Outdoor Activities:  Reinstatement of all or part of the programme which ended in March 2004.

Action: That the proposed reinstatement of the programme within the Education budget be considered as part of the budget process for 2005/06.

(xiv)    Devol Tenants' Hall:  Repainting and basic repairs.

Action: That this proposal be referred to the Policy Review Group for consideration as part of the comprehensive report on community facilities.

(xv)    Manor Crescent, Gourock:  Arboricultural works on north side of Manor Crescent/Eldon Street at Cardwell Bay.

Action: That this be considered as a funding bid from the £8,000 provided for tree planting as outlined above.

(xvi)    Crawfurdsburn Community Centre: 6 New or Secondhand/Reconditioned Computers.

Action: That the proposal to provide computers be agreed in principle with a budget provision of £5,000 but that this be referred for consideration to Inverclyde Regeneration Partnership to ascertain if alternative sources of funding are available.

(xvii)   Craigend Resource Centre - Play Area:  Repainting/Possible Replacement of Equipment.

Action: That the  proposal be referred for consideration by the Policy Review Group as part of the play areas review.

(xviii)  Street Name Plates:

Action: That it be agreed to provide funding of no more than £15,000 for replacement/removal of name plates throughout Inverclyde.

(3)      that consideration of the spending suggestions set out in the list submitted on behalf of the Labour Group (Appendix 1) be referred for consideration by the relevant Services or the Policy Review Group as appropriate.

Provost Rebecchi left the meeting at this point.

The Committee was adjourned from 5pm to 5.10pm.

659

Non-HRA Capital Programme 2004/07

659

There was submitted a report dated 8 September 2004 by the Director of Corporate Services (1) on the current position of the Non-HRA Capital Programme 2004/07 and (2) comparing projected expenditure against available resources.

Decided:

(1)      that approval be given to the rephasing of Education and ICT projected expenditure as outlined in the report on the basis of no net cost to the Council; and

(2)      that the current position of the 2004/07 Non-HRA Capital Programme be otherwise noted.

660

Corporate Procurement Strategy 2004/07

660

There was submitted a report dated 8 September 2004 by the Director of Corporate Services seeking approval of the Corporate Procurement Strategy for 2004/07.

Decided:

(1)      that the Corporate Procurement Strategy appended to the report be approved; and

(2)      that it be noted that the Strategy would require to be reviewed in 3 years time.

661

Best Value Audit

661

There was submitted a report dated 10 September 2004 by the Chief Executive on the current position of the Best Value Audit.

Decided:

(1)      that the position regarding the Best Value Audit be noted; and

(2)      that the Chief Executive liaise with the Council Leader regarding the arrangements for the Audit.

662

Freedom of Information (Scotland) Act 2002 - Implementation

662

There was submitted a report dated 7 September 2004 by the Director of Corporate Services outlining the terms of the Freedom of Information (Scotland) Act 2002, its general effect on the functioning of Inverclyde Council and the steps required to ensure that the Council was in a position to respond effectively by 1 January 2005, the date on which the Act comes into full effect.

Decided:

(1)      that the general effect of the Freedom of Information (Scotland) Act 2002 and the statutory obligation imposed on Inverclyde Council as a public authority be noted;

(2)      that it be remitted to the Director of Corporate Services to arrange for the training of Elected Members and staff as appropriate in the working of the new Act and that this form a budget bid resulting from a statutory requirement to the Corporate Management Team;

(3)      that the Freedom of Information Policy forming Appendix 3 to the report be approved;

(4)      that authority be delegated to the Director of Corporate Services (a) to formulate a charging policy under the 2002 Act, taking into account the relevant regulations and (b) to set out procedures within and across services for dealing with requests for information under the legislation including a provision for a review procedure to be carried out by the Monitoring Officer on behalf of the Council;

(5)      that authority be delegated to the Corporate Management Team in consultation with the Director of Legal & Support Services to develop a policy for records and information management, including retention schedules in accordance with best practice among Councils;

(6)      that agreement be given to the establishment of a post of Records Manager within the establishment of Corporate Services for use as a corporate resource to assist in the Council's response to the new legislation and that this form a budget bid resulting from a statutory requirement to the Corporate Management Team;

(7)      that once the necessary funding has been approved, it be remitted to the Best Value & Corporate Services Committee to establish and determine the appropriate grade for the post; and

(8)      that delegated authority be granted to the Director of Corporate Services to develop and review the Council's Publication Scheme as an essential part of the Council's response to the Freedom of Information legislation.

663

Draft Civil Contingencies Bill

663

There was submitted a report dated 9 September 2004 by the Chief Executive on the contents of the Draft Civil Contingencies Bill and the possible implications for Inverclyde Council.

Decided: 

(1)      that it be remitted to the Chief Executive to submit a further report detailing the implications for the Council; and

(2)      that the report be otherwise noted.

664

Inverclyde Regeneration Partnership:  Meeting of 7 June 2004 - Empowering Communities Fund

664

There was submitted a report by the Director of Community Services (1) advising of the business discussed and decisions made at the Partnership Forum meeting of 7 June 2004 and (2) seeking approval to disburse the Empowering Communities Fund at the discretion of the Inverclyde Regeneration Partnership Forum.

Decided: 

(1)      that the business transacted at the Partnership Forum meeting of 7 June 2004 be noted and that all funding decisions be approved; and

(2)      that the disbursement of the Empowering Communities Fund be remitted to the Joint Community Forum with final approval of expenditure proposals by the Council's Chief Executive.

665

General Fund Revenue Budget 2004/05 - Period 4

665

There was submitted a report dated 2 September 2004 by the Director of Corporate Services on the position of the General Fund Revenue Budget 2004/05 as at Period 4 (31 July 2004).

Noted

666

Revenue Budget 2004/05 - Period 4

666

There was submitted a report dated 31 August 2004 by the Director of Corporate Services on the position of the Revenue Budget 2004/05 as at Period 4 (31 July 2004).

Noted

667

Chief Executive's Capital Programme 2004/05 to 2006/07

667

There was submitted a report dated 7 September 2004 by the Director of Corporate Services on the position of the Chief Executive's Capital Programme 2004/05 to 2006/07.

Noted

668

School Demolitions - Use of Powers Delegated to the Chief Executive

668

There was submitted a report dated August 2004 by the Head of Property Services advising of the use of the powers delegated to the Chief Executive to negotiate a contract with Whiteinch Demolition Ltd for the demolition of Springfield, St Mungo's, Boglestone and Holy Cross Primary Schools and to accept the offers received from the company in the sums of £138,359.10, £98,049.60, £114,847.70 and £58,722.40 respectively.

Noted

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 item on the grounds that the business involved the likely disclosure of exempt information as defined in paragraph 6 of Part I of Schedule 7(A) of the Act.

669

Inverclyde Leisure - Overdraft and Service Payments - Use of Powers Delegated to the Chief Executive

669

There was submitted a report dated 9 July 2004 by the Director of Corporate Services advising of the use of the powers delegated to the Chief Executive to obtain approval to grant a security over an overdraft facility for Inverclyde Leisure and to agree that Officers review the timing of monthly payments made to Inverclyde Leisure.

Noted