Transfer of Housing Employees from the Housing Department to the Transport and Technical Services Department.

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A decision made (10/09/2008) regarding: Transfer of Housing Employees from the Housing Department to the Transport and Technical Services Department.

Decision Reference: MD-T-2008-0082
Decision Summary Title :	Transfer of Housing Employees from the Housing Department to the Transport and Technical Services Department		Date of Decision Summary:	4th September 2008
Decision Summary Author:	Ellen Littlechild		Decision Summary: Public or Exempt? (State clauses from Code of Practice booklet)	Public
Type of Report: Oral or Written?	Written		Person Giving Oral Report:
Written Report Title :	Transfer of Housing Employees from the Housing Department to the Transport and Technical Services Department		Date of Written Report:	4th September 2008
Written Report Author:	Ellen Littlechild Finance Director		Written Report : Public or Exempt? (State clauses from Code of Practice booklet)	Public
Subject: Transfer of Housing Employees from the Housing Department to the Transport and Technical Services Department
Decision(s): The Minister for Transport and Technical Services approved: the transfer of responsibility for cleaning and grounds maintenance of a number of Housing Department’s properties from the Housing Department to the Transport and Technical Services Department; and the transfer of 24.46 FTE from the Housing Department to the Transport and Technical Services Department and instructs officers to forward his decision to the Minister for Treasury and Resources for his approval.
Reason(s) for Decision: The transfers will enable the Department to provide an integrated cleaning and gardening service.
Resource Implications: Other than those detailed in the report there are no further financial or manpower implications.
Action required: For the Finance Director to request the Minister for the Treasury and Resources Department to approve the transfer of 24.46 FTE from the Housing Department to the Transport and Technical Services Department.
Signature:		Position:
Date Signed:		Date of Decision (If different from Date Signed):

Transfer of Housing Employees from the Housing Department to the Transport and Technical Services Department.

REPORT TO THE MINISTER FOR TRANSPORT AND TECHNICAL SERVICES

TRANSFER OF HOUSING EMPLOYEES FROM THE HOUSING DEPARTMENT TO THE TRANSPORT AND TECHNICAL SERVICES DEPARTMENT

Purpose of the Report

To seek the approval of the Minister for Transport and Technical Services Department to transfer the responsibility for cleaning and grounds maintenance of a number of Housing Department’s properties from the Housing Department to the Transport and Technical Services Department.

Background

The Minister will recall approving a business case in 2006 that proposed a new specialist municipal and engineering support service within the Transport and Technical Services Department that incorporates existing sections from TTS Municipal Services, TTS Support Services, Harbours Engineering and Housing Cleaning Services.

The objectives of this initiative was to:

Remove duplication and streamline services for the provision of municipal cleaning, property maintenance, transport and engineering services;
Broaden the skill base of staff and provide better opportunities for career progression;
Meet the aims of all three Departments in the provision of higher quality more efficient services as part of their core businesses of:

Technical services for Transport and Technical Services

Port & coastguard for Harbours

Provision of social housing for Housing; and

Release space currently occupied by Harbours Works and Housing Cleaning Services.

Discussion

Following the transfer of Harbours Engineering Staff to TTS considerable work has been done in considering the functions and staff that need to transfer from Housing to the Transport and Technical Services Department.

The Departments are proposing to enter into an agreed 10 year Service Level Agreement (SLA) starting from the 15th September 2008 which will be reviewed every three years. The SLA will include an annual fixed price for the cost of TTS providing services to Housing which will be subject to a 2.5% per annum increase in line with the States of Jersey policy. At the end of each three year period, there will be a review of the Cleaning and grounds maintenance Section’s Accounts where the Department will give the Housing Department’s an Open Book Cost Analysis of the expenditure for the three year period. This will allow the Housing Department to have a detailed breakdown of the cleaning and grounds maintenance expenditure. Following the financial review the Departments can agree a new fixed price contract.

It is proposed that 24.46 FTE transfer from the Housing Department to the Transport and Technical Services Department.

The transfer of staff will result in both the gross revenue expenditure and income of the Transport and Technical Services Department to increase by £909,506.

	Cleaning Services	Parks & Gardens	Total Budget
Manpower Costs	656,115	53,232	709,347
Supplies & Services	150,344	17,525	167,869
Administrative Costs	4,200	420	4,620
Premises & Maintenance	26,190	1,500	27,690
Total	836,849	72,677	909,526

Monthly Charge to Housing	69,737	6,056	75,794

Recommendation

It is recommended that the Minister approves:

the transfer of responsibility for cleaning and grounds maintenance of a number of Housing Department’s properties from the Housing Department to the Transport and Technical Services Department; and

the transfer of 24.46 FTE from the Housing Department to the Transport and Technical Services Department and instructs officers to forward his decision to the Minister for Treasury and Resources for his approval.

Reason (s) for Decision

The transfers will enable the Department to provide an integrated cleaning and gardening service.

Action Required

For the Finance Director to request the Minister for the Treasury and Resources Department to approve the transfer of 24.46 FTE from the Housing Department to the Transport and Technical Services Department.

Written by:	Ellen Littlechild, Finance Director
Approved by:	John Richardson, Chief Executive Officer
Attachment:
Exemption:
Reference: