mps0102

PERSONNEL SUB-COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Thursday, 1 February 2001 at 11.30am.

PRESENT

Mr Norman L Macdonald (Chairman)

Mr Malcolm J Macleod

Mr Roderick J Murray

Mr Norman A Macdonald

Mr Donald Maclean

APOLOGIES

Mr George Lonie

Mrs Mary Bremner

MINUTES

Personnel Sub-Committee

1

The minute of meeting of 23 November 2000 was approved.

Local Government Employee Joint Consultative Committee

2

The minute of meeting of the Local Government Employee Joint Consultative Committee of 14 December 2000 was submitted.

It was agreed to recommend approval of the recommendations in items 28, 29, 30, 31, 32 and 33 of the minute.

ESTABLISHMENT

Establishment of Post of Cleaner at Ionad Chearsiadar

3

The Acting Director of Education and Leisure Services submitted a report regarding proposals to establish a post of Cleaner for 5 hours per week at Ionad Chearsiadar. Details of the proposal were set out in the report.

It was agreed that the Acting Director of Education and Leisure Services be authorised to establish a post of Cleaner, Grade MW1, for 5 hours per week at Ionad Chearsiadar.

CONDITIONS OF SERVICE

Disciplinary Procedure: Chief Officers

4*

The Director of Corporate Services submitted a report regarding a review of the Disciplinary Procedure in force for Assistant Directors, Depute Directors and equivalent postholders. The proposed revised procedure was appended to the report. It was indicated that all Chief Officers covered by the procedure had been consulted on the changes proposed to the procedure and that there had been no objections. The revised procedure had taken account of feedback from the consultation.

It was agreed to recommend that the Disciplinary Procedure for Chief Officers (Depute Directors, Assistant Directors and equivalent postholders) set out in appendix 1 to the minute be adopted.

It was agreed that the public, including the press, be excluded from the meeting during consideration of items 5, 6, 7, 8, 9 and 10 below on the grounds that exempt information in terms of Schedule 7A of the Local Government (Scotland) Act 1973 as defined in Standing Order 26(a) would be disclosed.

Restructuring of Staffing in Accountancy Group 3

5

The Director of Finance submitted a report regarding a proposal to restructure the staffing in Accountancy Group 3 in Ionmhas. It was indicated that two members of staff had expressed an interest in reducing their hours from full time to 0.4 and 0.8 FTE. It was proposed to restructure the section and to establish a post of Accountancy Assistant. Details of the proposal were set out in the report.

It was agreed that:

(1) the existing contract of the Accounting Technician/Trainee Accountant (post 1309) be amended and the hours reduced to 15 per week;

(2) the existing contract of the Accounting Technician/Trainee Accountant (post 1303) be amended and the hours reduced to 27.5 per week; and

(3) the Director of Finance be authorised to establish a post of Accountancy Assistant, Grade API, with effect from 12 February 2001.

Secondment of Clerical Officer

6

The Director of Corporate Services submitted a report regarding a request from a Clerical Officer in the Castlebay Office to the post of Economic Regeneration Officer with Voluntary Action, Barra and Vatersay. Details of the proposal were set out in the report.

It was agreed that:

(1) the Director of Corporate Services be authorised to approve the secondment of Marion Macneil, part-time Clerical Officer, to Voluntary Action, Barra and Vatersay for an initial period of six months, subject to satisfactory written agreements between the Comhairle and Voluntary Action, Barra and Vatersay and the staff involved on the basis that the arrangements would be reviewed and, subject to satisfactory review, the period of secondment could be extended by up to an additional one year six months; and

(2) Fiona Buchan, Part-time Clerical Officer, would take on the additional workload and would work full-time in the Castlebay Office during the period of the secondment.

Oifigear Leasachaidh Economaiceach (Gaidhlig)

7

The Director of Corporate Services submitted a report regarding difficulties which had arisen concerning the offer of the post of Oifigear Leasachaidh Economaiceach (Gaidhlig). It was stated that, following the decision to offer the post to the holder of the existing post of Gaelic Development Officer, proposals had been put forward to restructure the Chief Executive's Office. These proposals intended the transfer of the postholder into Sgioba na Gaidhlig as a Policy Development Officer and were still subject to consultation. It was noted that the postholder was on secondment from a post of Head Teacher. It was indicated that the officer had requested that his secondment be extended for a period of twelve months to enable the restructuring to be completed and a complete offer of employment to be made to him.

It was agreed that the period of secondment of the Head Teacher, Aird School, be extended for a period of twelve months to 31 January 2002.

Transport Administration Assistants: Contract Extensions

8

The Director of Technical Services submitted a report regarding proposals to extend the temporary employment of three Transport Administration Assistants. It was stated that the existing contracts would expire on 31 March 2001. Details of the proposal were set out in the report.

It was agreed that the Director of Technical Services be authorised to extend the temporary contract of employment of three Transport Administration Assistants based in Stornoway and Balivanich for a further three year period to 31 March 2004, subject to final confirmation of the funding for the posts from the Scottish Executive.

Decentralisation of Animal Health Service

9

The Acting Director of Environmental Services submitted a report regarding proposals to allow the Comhairle's Animal Health Officer to work from home. Details of the proposal were set out in the report.

It was agreed that the Acting Director of Environmental Services be authorised to permit the Animal Health Officer to work from home on the basis that the arrangements would be reviewed after one year and subject to a health and safety risk assessment being carried out before the remote working commenced.

Employee JAM: Request for Voluntary early Retirement

10

With reference to item 37 of the minute of meeting of 31 August 2000, the Director of Corporate Services submitted a report indicating that employee JAM had declined an offer of early retirement approved at that meeting.

It was agreed that the Director of Corporate Services be authorised to withdraw the offer of early retirement with maximum added years, in light of employee JAM declining the offer made.

ADDITIONAL ITEMS

The Chairman ruled under the terms of Standing Order 8 that the following items be considered as a matter of urgency to enable the relevant Heads of Service to take the appropriate action to implement urgent service requirements.

Establishment of Post of Cleaner at Sandwick Community House

11

The Acting Director of Education and Leisure Services submitted a report regarding proposals to establish a post of Cleaner for 2 hours per week at Sandwick Community House. Details of the proposal were set out in the report.

It was agreed that the Acting Director of Education and Leisure Services be authorised to establish a post of Cleaner, Grade MW1, for 2 hours per week at Sandwick Community House.

Establishment of Post of Cleaner at Pointers, North Beach Street.

12

The Acting Director of Education and Leisure Services submitted a report regarding proposals to establish a post of Cleaner for 10 hours per week at Pointers, North Beach Street, Stornoway. Details of the proposal were set out in the report.

It was agreed that the Acting Director of Education and Leisure Services be authorised to establish a post of Cleaner, Grade MW1, for 10 hours per week at Pointers, North Beach Street, Stornoway.

It was agreed that the public, including the press, be excluded from the meeting during consideration of items 13, 14 and 15 below on the grounds that exempt information in terms of Schedule 7A of the Local Government (Scotland) Act 1973 as defined in Standing Order 26(a) would be disclosed.

Honorarium

13

The Chief Executive submitted a report setting out a proposal to make an honorarium payment to the Social Worker/Housing Officer in Castlebay in recognition of additional managerial responsibilities relating to the Barra Working for Communities Project Manager. Details of the background to the proposal were set out in the report.

It was agreed that an honorarium of £1,000 be paid to the Social Worker/Housing Officer in the financial years 2000/01 and 2001/02 in recognition of the increased managerial responsibilities relating to the Barra Working for Communities Project Manager.

Sunday Overtime in Respect of Sunday Worship Services

14

The Director of Corporate Services submitted a report regarding overtime working for the caretaker at Stornoway Town Hall in respect of hires of the facility for worship services on Sundays. Details of the background to the matter were set out in the report. It was noted that it had been established practice that the Town Hall be used occasionally for Sunday worship services but this use had become regular. In view of the changed pattern of use, formal authority was sought for the Acting Director of Education and Leisure Services to approve overtime payments to the Caretaker for opening and closing the building for such hires.

It was agreed:

(1) that the Acting Director of Education and Leisure Services be authorised to approve overtime claims in respect of opening Comhairle premises for worship services on Sunday; and

(2) to homologate the action of the Director of Education and Leisure Services to authorise overtime in respect of opening the Town Hall for worship services on Sunday.

Mr Norman A Macdonald, having declared an interest, left the meeting during consideration of the following item.

Temporary Employment of an Elected Member's Daughter

15

The Acting Director of Education and Leisure Services submitted a report indicating that Mrs Sarah Macdonald, daughter of Mr Norman A Macdonald, Member for the Uig Ward, had been employed for four days in December 2000 to provide emergency clerical cover in the Community Education Service. Details of the circumstances were set out in the report. It was indicated that Mrs Macdonald had expressed her willingness to be included in the list of approved people for casual work as a Clerical Assistant in Community Education.

It was agreed:

(1) to homologate the action of the Acting Director of Education and Leisure Services in offering Mrs Sarah Macdonald four days' employment as relief Clerical Assistant in the Community Education Service in December 2000; and

(2) that the Acting Director of Education and Leisure Services be authorised to place Mrs Sarah Macdonald on the list of approved people for casual work as a Clerical Assistant in Community Education to cover for staff annual leave and/or illness.

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PRESENT	Mr Norman L Macdonald (Chairman)
	Mr Malcolm J Macleod	Mr Roderick J Murray
	Mr Norman A Macdonald	Mr Donald Maclean

APOLOGIES	Mr George Lonie	Mrs Mary Bremner

		MINUTES
Personnel Sub-Committee	1	The minute of meeting of 23 November 2000 was approved.
Local Government Employee Joint Consultative Committee	2	The minute of meeting of the Local Government Employee Joint Consultative Committee of 14 December 2000 was submitted. It was agreed to recommend approval of the recommendations in items 28, 29, 30, 31, 32 and 33 of the minute.
		ESTABLISHMENT
Establishment of Post of Cleaner at Ionad Chearsiadar	3	The Acting Director of Education and Leisure Services submitted a report regarding proposals to establish a post of Cleaner for 5 hours per week at Ionad Chearsiadar. Details of the proposal were set out in the report.
		It was agreed that the Acting Director of Education and Leisure Services be authorised to establish a post of Cleaner, Grade MW1, for 5 hours per week at Ionad Chearsiadar.
		CONDITIONS OF SERVICE
Disciplinary Procedure: Chief Officers	4*	The Director of Corporate Services submitted a report regarding a review of the Disciplinary Procedure in force for Assistant Directors, Depute Directors and equivalent postholders. The proposed revised procedure was appended to the report. It was indicated that all Chief Officers covered by the procedure had been consulted on the changes proposed to the procedure and that there had been no objections. The revised procedure had taken account of feedback from the consultation.
		It was agreed to recommend that the Disciplinary Procedure for Chief Officers (Depute Directors, Assistant Directors and equivalent postholders) set out in appendix 1 to the minute be adopted.
		It was agreed that the public, including the press, be excluded from the meeting during consideration of items 5, 6, 7, 8, 9 and 10 below on the grounds that exempt information in terms of Schedule 7A of the Local Government (Scotland) Act 1973 as defined in Standing Order 26(a) would be disclosed.
Restructuring of Staffing in Accountancy Group 3	5	The Director of Finance submitted a report regarding a proposal to restructure the staffing in Accountancy Group 3 in Ionmhas. It was indicated that two members of staff had expressed an interest in reducing their hours from full time to 0.4 and 0.8 FTE. It was proposed to restructure the section and to establish a post of Accountancy Assistant. Details of the proposal were set out in the report.
		It was agreed that: (1) the existing contract of the Accounting Technician/Trainee Accountant (post 1309) be amended and the hours reduced to 15 per week; (2) the existing contract of the Accounting Technician/Trainee Accountant (post 1303) be amended and the hours reduced to 27.5 per week; and (3) the Director of Finance be authorised to establish a post of Accountancy Assistant, Grade API, with effect from 12 February 2001.
Secondment of Clerical Officer	6	The Director of Corporate Services submitted a report regarding a request from a Clerical Officer in the Castlebay Office to the post of Economic Regeneration Officer with Voluntary Action, Barra and Vatersay. Details of the proposal were set out in the report.
		It was agreed that: (1) the Director of Corporate Services be authorised to approve the secondment of Marion Macneil, part-time Clerical Officer, to Voluntary Action, Barra and Vatersay for an initial period of six months, subject to satisfactory written agreements between the Comhairle and Voluntary Action, Barra and Vatersay and the staff involved on the basis that the arrangements would be reviewed and, subject to satisfactory review, the period of secondment could be extended by up to an additional one year six months; and (2) Fiona Buchan, Part-time Clerical Officer, would take on the additional workload and would work full-time in the Castlebay Office during the period of the secondment.
Oifigear Leasachaidh Economaiceach (Gaidhlig)	7	The Director of Corporate Services submitted a report regarding difficulties which had arisen concerning the offer of the post of Oifigear Leasachaidh Economaiceach (Gaidhlig). It was stated that, following the decision to offer the post to the holder of the existing post of Gaelic Development Officer, proposals had been put forward to restructure the Chief Executive's Office. These proposals intended the transfer of the postholder into Sgioba na Gaidhlig as a Policy Development Officer and were still subject to consultation. It was noted that the postholder was on secondment from a post of Head Teacher. It was indicated that the officer had requested that his secondment be extended for a period of twelve months to enable the restructuring to be completed and a complete offer of employment to be made to him.
		It was agreed that the period of secondment of the Head Teacher, Aird School, be extended for a period of twelve months to 31 January 2002.
Transport Administration Assistants: Contract Extensions	8	The Director of Technical Services submitted a report regarding proposals to extend the temporary employment of three Transport Administration Assistants. It was stated that the existing contracts would expire on 31 March 2001. Details of the proposal were set out in the report.
		It was agreed that the Director of Technical Services be authorised to extend the temporary contract of employment of three Transport Administration Assistants based in Stornoway and Balivanich for a further three year period to 31 March 2004, subject to final confirmation of the funding for the posts from the Scottish Executive.
Decentralisation of Animal Health Service	9	The Acting Director of Environmental Services submitted a report regarding proposals to allow the Comhairle's Animal Health Officer to work from home. Details of the proposal were set out in the report.
		It was agreed that the Acting Director of Environmental Services be authorised to permit the Animal Health Officer to work from home on the basis that the arrangements would be reviewed after one year and subject to a health and safety risk assessment being carried out before the remote working commenced.
Employee JAM: Request for Voluntary early Retirement	10	With reference to item 37 of the minute of meeting of 31 August 2000, the Director of Corporate Services submitted a report indicating that employee JAM had declined an offer of early retirement approved at that meeting.
		It was agreed that the Director of Corporate Services be authorised to withdraw the offer of early retirement with maximum added years, in light of employee JAM declining the offer made.
		ADDITIONAL ITEMS
		The Chairman ruled under the terms of Standing Order 8 that the following items be considered as a matter of urgency to enable the relevant Heads of Service to take the appropriate action to implement urgent service requirements.
Establishment of Post of Cleaner at Sandwick Community House	11	The Acting Director of Education and Leisure Services submitted a report regarding proposals to establish a post of Cleaner for 2 hours per week at Sandwick Community House. Details of the proposal were set out in the report. It was agreed that the Acting Director of Education and Leisure Services be authorised to establish a post of Cleaner, Grade MW1, for 2 hours per week at Sandwick Community House.
Establishment of Post of Cleaner at Pointers, North Beach Street.	12	The Acting Director of Education and Leisure Services submitted a report regarding proposals to establish a post of Cleaner for 10 hours per week at Pointers, North Beach Street, Stornoway. Details of the proposal were set out in the report. It was agreed that the Acting Director of Education and Leisure Services be authorised to establish a post of Cleaner, Grade MW1, for 10 hours per week at Pointers, North Beach Street, Stornoway.
		It was agreed that the public, including the press, be excluded from the meeting during consideration of items 13, 14 and 15 below on the grounds that exempt information in terms of Schedule 7A of the Local Government (Scotland) Act 1973 as defined in Standing Order 26(a) would be disclosed.
Honorarium	13	The Chief Executive submitted a report setting out a proposal to make an honorarium payment to the Social Worker/Housing Officer in Castlebay in recognition of additional managerial responsibilities relating to the Barra Working for Communities Project Manager. Details of the background to the proposal were set out in the report.
		It was agreed that an honorarium of £1,000 be paid to the Social Worker/Housing Officer in the financial years 2000/01 and 2001/02 in recognition of the increased managerial responsibilities relating to the Barra Working for Communities Project Manager.
Sunday Overtime in Respect of Sunday Worship Services	14	The Director of Corporate Services submitted a report regarding overtime working for the caretaker at Stornoway Town Hall in respect of hires of the facility for worship services on Sundays. Details of the background to the matter were set out in the report. It was noted that it had been established practice that the Town Hall be used occasionally for Sunday worship services but this use had become regular. In view of the changed pattern of use, formal authority was sought for the Acting Director of Education and Leisure Services to approve overtime payments to the Caretaker for opening and closing the building for such hires.
		It was agreed: (1) that the Acting Director of Education and Leisure Services be authorised to approve overtime claims in respect of opening Comhairle premises for worship services on Sunday; and (2) to homologate the action of the Director of Education and Leisure Services to authorise overtime in respect of opening the Town Hall for worship services on Sunday.
		Mr Norman A Macdonald, having declared an interest, left the meeting during consideration of the following item.
Temporary Employment of an Elected Member's Daughter	15	The Acting Director of Education and Leisure Services submitted a report indicating that Mrs Sarah Macdonald, daughter of Mr Norman A Macdonald, Member for the Uig Ward, had been employed for four days in December 2000 to provide emergency clerical cover in the Community Education Service. Details of the circumstances were set out in the report. It was indicated that Mrs Macdonald had expressed her willingness to be included in the list of approved people for casual work as a Clerical Assistant in Community Education.
		It was agreed: (1) to homologate the action of the Acting Director of Education and Leisure Services in offering Mrs Sarah Macdonald four days' employment as relief Clerical Assistant in the Community Education Service in December 2000; and (2) that the Acting Director of Education and Leisure Services be authorised to place Mrs Sarah Macdonald on the list of approved people for casual work as a Clerical Assistant in Community Education to cover for staff annual leave and/or illness.
____