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ANGUS COUNCIL
MINUTE of MEETING of ANGUS COUNCIL held in the Town and County Hall, Forfar on Wednesday 3 May 1995 at 5.30 pm.
Present: Councillors Mrs FRANCES E DUNCAN, BRIAN M C MILNE, ALEX KING, RICHARD B SPEIRS, ALEX SHAND, GEORGE LAMONT, HELEN ANGUS, Mrs SHEENA WELSH, IAN J ANGUS, Mrs RENATE LAMONT, JOHN C GIBB, Mrs GLENNIS MIDDLETON, WILLIAM MIDDLETON, IAN HUDGHTON, WILLIAM CROWE, SANDY WEST, Mrs KATHLEEN M RITCHIE, WILLIAM DOIG, IAN MacKINTOSH, STEWART N MOWATT, GEORGE ALLAN, THOMAS YOUNG, FRANK ELLIS, WALLIE LEASK and ROBERT J MURRAY.
Apology: An apology for absence was intimated on behalf of Councillor GEORGE NORRIE.
Councillor Mrs DUNCAN, Convener, in the Chair.
Before commencing the business, the Convener on behalf of the Council welcomed Mr A B Watson to the meeting following his appointment as the first Chief Executive of Angus Council. Mr Watson replied in suitable terms.
1. MINUTES
(1) Previous Meetings
The minutes of meetings of the Council of 13 and 24 April 1995 were approved as correct records and signed by the Convener.
(2) Interim Executive Committee
The minute of meeting of the Interim Executive Committee of 13 April 1995 was submitted and approved.
2. DRAFT ACTION PLAN
Following consideration of Report No AC4/95 by the Chief Executive the Council approved his proposed initial action plan contained therein with a view to preparing the Council for its vesting date of 1 April 1996, subject to adaptations as and when necessary, as progress was made.
3. RESPONSIBILITIES OF THE DIRECTOR OF PROPERTY SERVICES
With reference to Article 2 (Angus Council, 24 April 1995), the Chief Executive intimated that early consideration would require to be given to the establishment of a post of Director of Property and in this connection there was submitted Report No AC5/95 by the Chief Executive recommending that all property should be managed corporately by a Property Department with the exceptions of Council housing stock which should be managed by the Housing Department and commercial property which should be regarded as part of the economic development effort of the Council.
Thereafter Mr John Jenkins, Director of Property of Tayside Regional Council, gave a presentation to the Council and during his presentation stressed that property was one of the three major resources available to the Authority and while a Property Department was not regarded as a front-line service, it was considered that centralising the professional expertise in a single Department was the best way of achieving a consistent approach to Property matters and ensuring that front-line services were in a position to be as efficient and effective as possible.
Following questions, Mr Jenkins was then thanked for his interesting and informative presentation.
The Council agreed that the terms of Report No AC5/95 be noted meantime and that further consideration be given to the proposals contained therein at the next meeting.
4. LOCAL GOVERNMENT REFORM - DECENTRALISATION
There was submitted letter of 22 March 1995 from the Scottish Office Environment Department seeking comments by 31 May 1995 on a draft guidance note for decentralisation schemes which required to be prepared by 1 April 1997.
The Council, having noted that the communication had not been formally issued to shadow authorities, agreed that it be remitted to the Chief Executive to submit a report to the next meeting on the terms of the draft guidance note with a view to comments being submitted thereafter to the Scottish Office.
5. MEMBERS’ ALLOWANCES
With reference to Article 14 (Angus Council, 13 April 1995), there was submitted Report No AC6/95 by the Chief Executive, together with a preliminary draft Scheme of Members’ Allowances for 1995/96, in terms of the Local Authorities Etc (Allowances) (Scotland) Regulations.
Following consideration, the Council agreed:-
(i) that the members’ travelling and subsistence allowances payable with effect from 6 April 1995, as detailed in the report and in Appendix I of the proposed scheme, be approved;
(ii) that the paragraph of the scheme dealing with Travel by Air be amended to the effect that minuted approval or in exceptional circumstances, authorisation from the Chief Executive was required for any travel by air; and
(iii) that it be remitted to the Interim Financial Officer, in consultation with the Directors of Finance of Angus District and Tayside Regional Councils to submit a further report on the question of subsistence to elected members who served on Angus Council, Angus District Council and Tayside Regional Council who required to attend different meetings of each authority on the same day.
6. TRAINING OF ELECTED MEMBERS- FAIR SELECTION - FINANCE
After hearing the Chief Executive, the Council agreed that seminars be arranged for elected members on fair selection procedures and local government finance.
7. PREPARATION OF NOTIONAL 1995-96 BUDGETS FOR NEW COUNCILS
There was submitted letter of 13 April 1995 from the Scottish Office Local Government Finance Group (Circular No 16/95) together with a copy of the proposed "principles" for the apportionment to the new council areas of the actual 1995-96 budgets of the "disaggregating" authorities.
It was noted that these notional 1995/96 budgets would become the Secretary of State’s basis of comparison with the planned level of expenditure in 1996/97 for capping purposes.
The communication highlighted that the amounts which the existing Regional and District Councils planned to spend in each of the new council areas in 1995-96 would require to be adjusted to take account of additional costs which would be incurred in "disaggregating" areas in delivering current services and the savings which it was expected new councils would achieve in central services. Shadow councils would also require to commence a 1996-97 budgeting exercise on the basis of the proposed notional budgets which it was proposed would be issued in May/June 1995.
The Council noted the terms of the communication and agreed that a report be submitted in due course following receipt of the notional budgets.
8. INTERIM HEADQUARTERS ACCOMMODATION
There was submitted Report No AC7/95 by the Chief Executive from which it was noted that arrangements had been made to relocate the Regional Assessor’s Department from 7 The Cross, Forfar to the building currently occupied by the Regional Council’s Education Department at Ravenswood, with the Education Department moving into accommodation in New Road, Forfar.
The Council agreed that the premises at 7 The Cross should provide the interim headquarters accommodation for Angus Council with offices provided therein for the Convener and Vice-Convener, Leader and Depute Leader of the Administration, members of the Council, the Chief Executive and key Chief Officers as they were appointed.
It was hoped that the whole building could be cleared by mid-end May 1995 and it was noted that the Chief Executive would write to all members outlining the facilities available therein.
9. LOCAL GOVERNMENT REORGANISATION - ACCOMMODATION REQUIREMENTS
This additional item of business was, on the determination of the Convener, considered as a matter of urgency in view of the necessity of rationalising accommodation at the earliest possible date.
With reference to Article 8 hereof there was submitted Report No AC12/95 by the Director of Property of Tayside Regional Council updating proposals for the rationalisation of Regional Council offices in Forfar, together with the use of leased office space held by Angus District Council to provide interim headquarters for Angus Council.
The Council agreed:-
(i) to confirm the proposals for use of Regional Council offices at 7 The Cross, Forfar as interim headquarters accommodation for Angus Council, as detailed at Article 8 hereof, together with proposals in respect of leased office accommodation at 2 Castle Street, Forfar;
(ii) that a proportion of expenditure funded initially by Tayside Regional Council or Angus District Council would be recharged to Angus Council on an agreed basis in respect of the costs of fitting out works and ongoing expenditure on rent, general rates, heating, repairs, etc incurred as part of the rationalisation proposals; and
(iii) that further Reports be presented to the Council as accommodation proposals were further developed.
Arising therefrom, Councillor Hudghton, on behalf of the Council expressed his sincere thanks to all members of staff of Angus District and Tayside Regional Councils for their efforts and co-operation in facilitating the moves in order to make the interim headquarters accommodation available at fairly short notice.
10. PROPOSALS ON THE SHAPE OF THE CHIEF EXECUTIVE’S DEPARTMENT
There was submitted Report No AC8/95 by the Chief Executive outlining proposals for the initial shape of his Department which would enable him to address authority-wide corporate issues such as:-
• forward planning
• performance review
• management of change
• public relations
The Council agreed:-
(i) that Angus should have a "stand alone" Chief Executive, concentrating on corporate/strategic issues with a Chief Executive’s Department initially comprising a Policy Unit and a Public Relations Unit;
(ii) that after key Chief Officers were appointed, one should be identified as Depute Chief Executive, who as well as undertaking a full functional remit as Director of one of the Council’s Departments, would deputise for the Chief Executive in the event of the latter’s absence for whatever reason and carry a modest salary enhancement in respect of his/her deputising duties;
(iii) that a Policy Officer be appointed with effect from 1 September 1995 on spinal column points 49-52;
(iv) that a Public Relations/Press Officer be appointed with effect from 1 June 1995 on spinal column points 41-44;
(v) that a Secretary to the Chief Executive be appointed as soon as possible on spinal column points 23-26;
(vi) that a Word Processor Operator be appointed with effect from 1 September 1995 on spinal column points 13-15;
(vii) that an Administrative Officer be appointed with effect from 1 September 1995 on spinal column points 41-44;
(viii) that these appointments be filled by existing permanent staff of Angus District and Tayside Regional Councils and that the Chief Executive be authorised to explore possible "twin tracking" arrangements with a view to reducing the costs to Angus Council; and
(ix) that the staffing levels be reviewed in the context of the staff transfer schemes and any "matching" arrangements specified by the Staff Commission.
11. DSOs/DLOs AND TAYSIDE CONTRACTS
There was submitted Report No AC9/95 by the Chief Executive raising the issue of the future of Tayside Contracts and other DLOs and DSOs.
Tayside Regional Council took the view that services and staff would be best protected by the continued existence of Tayside Contracts with a joint arrangement being made between the three new councils in Tayside.
In this connection, Mr J Baxter, Director of Tayside Contracts, gave a presentation to the Council during which he stressed the benefits of the continuation of Tayside Contracts which had an annual turnover of £48m and employed approximately 3,400 people, and suggested that this would be best achieved through a Joint Committee between the three new councils.
Following questions, Mr Baxter was thanked for his interesting and informative presentation.
Arising therefrom the Council agreed that consideration of a joint arrangement for the continuance of Tayside Contracts be continued to the next meeting.
12. MANAGING THE SHADOW YEAR
There was submitted for information Report No 714/95 by the Chief Executive of Tayside Regional Council suggesting an approach which would allow the Regional Council to maintain effective delivery of services during the transition period to the unitary authorities.
The Council noted the terms of the Report which had been approved by the Regional Council’s Local Government Re-organisation Committee on 2 May 1995 and particularly welcomed the decision made with regard to "twin-tracking" of Officers between the Regional Council and their new employers.
13. LIAISON ARRANGEMENTS WITH OUTGOING COUNCILS
The Council heard the Chief Executive who referred to the Joint Officer liaison arrangements and the Elected Members Joint Working Party which had proved to be invaluable over the last few months.
In this connection the Committee agreed that the Joint Working Party of Elected Members be discontinued on account of the new authority now dealing directly with appropriate outgoing Councils but that the Joint Officer liaison arrangements should continue with the officer groups liaising with appropriate heads of service of Angus Council.
14. TITLE AND LOGO OF THE COUNCIL
Following consideration of Report No AC10/95 by the Chief Executive it was agreed that the name of the Council should be "Angus Council".
With regard to a logo for the Council, it was agreed that in order to obtain a range of options for consideration, the graphics artists of both Tayside Regional Council and Angus District Council be asked to produce sample designs and in addition, schools within the area of the Authority and Angus College be asked to participate by submitting designs from school children and students with a report thereafter submitted to enable members to consider all the ideas which had been produced.
15. PROPOSED TIMETABLE OF MEETINGS
Following consideration of Report No AC11/95 the Council agreed that as there were a significant number of issues to be considered in the shadow period to 31 March 1996, meetings of Angus Council be held on a fortnightly basis in the first instance as follows:-
Wednesday 17 May 1995
Wednesday 31 May 1995
Wednesday 14 June 1995
Wednesday 28 June 1995
All meetings would take place in the Town and County Hall, Forfar commencing at 5.30 pm.
The Council also agreed that a timetable of meetings for the period from July 1995 onwards be considered nearer that time.
16. ASSOCIATION OF DIRECTORS OF SOCIAL WORK - ANNUAL CONFERENCE
This additional item of business was, on the determination of the Convener, considered as a matter of urgency in view of the fact that booking forms were required to be submitted at the earliest possible date.
In this connection, there was submitted letter of 28 April 1995 which Councillor Hudghton had received from the Conference Secretary of the Association of Directors of Social Work inviting the Council to be represented at the Association’s Annual Conference to be held in Dundee from Tuesday 16 to Friday 19 May 1995.
The Council agreed to be represented at the conference by Councillors Helen Angus, Wallie Leask, Kathleen Ritchie and Glennis Middleton, attending on a non-residential basis.
17. POSTS OF DIRECTORS OF FINANCE, PERSONNEL, INFORMATION TECHNOLOGY, EDUCATION, SOCIAL WORK AND LAW AND ADMINISTRATION
With reference to Article 3 (Angus Council, 24 April 1995) and after hearing the Chief Executive who advised that the closing date for applications for the above six posts was 12 May 1995 and that the Interim Executive Committee would draw up short leets on 16 May 1995, it was agreed that all members of the Council be invited to attend the interviews for these six Directorate posts at venues to be confirmed as follows:-
Tuesday 23 May 1995 at 1.00 pm
Wednesday 24 May 1995 at 1.00 pm
Friday 26 May 1995 at 9.00 am
Tuesday 30 May 1995 at 1.00 pm
Friday 2 June 1995 at 9.00 am
Tuesday 6 June 1995 at 9.00 am
Arising from discussion, it was agreed that the Council would proceed to make other Chief Officer appointments as soon as possible after the departmental structure had been agreed.
18. EXCLUSION OF PUBLIC AND PRESS
The Council resolved that the public and press be excluded during consideration of the item recorded below to avoid disclosure of information to avoid disclosure of information which was exempt in terms of Part 1 of Schedule 7A of the Local Government (Scotland) Act 1973, Paragraph 1.
19. REMUNERATION OF INDEPENDENT PERSONNEL ADVISER
After hearing the Chief Executive, the Council agreed that a remuneration of £200 per day be paid to the Independent Personnel Adviser whose services continued to be invaluable and that he be asked to submit an appropriate invoice in due course.
Arising therefrom the Council also agreed that an appropriate remuneration be considered in due course for the original Interim Clerk and the other Interim Personnel Adviser whose services had also been very much appreciated.