Committee Reports::Report - Annual Progress Report 1984/85::15 April, 1986::Appendix


	HOME Baile
	COMMITTEE REPORTS Tuasascálacha Coistí

Committee Reports > List of Committees > Dáil > 1986 > Committee on Public Expenditure > Report - Annual Progress Report 1984/85

APPENDIX 2.1

FOLLOW-UP ACTION TAKEN IN RESPECT OF THE REPORT ON RECRUITMENT BY THE CIVIL SERVICE COMMISSION AND THE LOCAL APPOINTMENTS COMMISSION (FEBRUARY 1984).

APPENDIX 2.1.1.

Recruitment by the Civil Service Commission and the Local Appointments Commission

Report by the Department of the Public Service in consultation with the Commissions on Developments March - December 1984

1.The competition for Clerical Assistants (clerical duties), which is normally the competition with the largest candidature each year, was not held in 1984 and the 1983 list continued in use.

2.The adult competition (age limits 19-27) for the Executive Officer and analogous grades was not held in 1984 and again the 1983 list continued in use.

3.In the case of the School Leaver competition (age limits 17-20) for the Executive Officer and analogous grades, the written tests normally held by the Commissioners were dropped and selections were made on the basis of Leaving Certificate grades followed by an interview.

4.A competition for Shorthand Typists was not held in 1984 and the 1983 list continued in use.

5.The examination for Assistant Officers of Customs and Excise was amalgamated with the Clerical Officer examination thereby obviating the need for a separate examination.

6.Advertisements for “large candidature competitions” included information, wherever practicable, which would give prospective applicants some idea of their chance of success.

7.Information regarding the policies, activities and costs of the Civil Service Commission and Local Appointments Commission have been included in the 1984 Comprehensive Public Expenditure Programmes.

8.A review of the use of computerisation in the work of the two Commissions is being carried out and more new equipment has been installed. The use of new technology continued to be extended.

9.Competitions will not be held in 1985 for (a) Clerical Officers and (b) Typists. Lists formed from competitions held in 1984 will continue in use.

APPENDIX 2.1.2

Recruitment by the Civil Service Commission and the Local Appointments Commission

Report by the Department of the Public Service in consultation with the Commissions on action taken from January 1985 to date

Paragraph 8.1

Recommendation:

(i) that there appears to be a lack of any clear policy on efficiency or cost-effectiveness in the area of public service recruitment.

(ii) that there is an urgent need for improved procedures for recruitment generally and that action on the matter should be taken as quickly as possible in collaboration with the Department of the Public Service and/or other appropriate Government Departments/Offices.

Official Position:

General

A note listing developments in the period March-December 1984 was sent to the Committee in January 1985. (Appendix 2.1.1)

Specific Points

Efficiency and cost effectiveness are of prime consideration to the Civil Service Commission in planning their recruitment. In this respect large candidature competitions such as Clerical Assistant (Clerical duties) and the adult competitions for Executive Officer and analagous grades, are now being held on a biennial rather than an annual basis. There has been an elimination of certain costly tests, such as the written test in the school leaver Executive Officer competition. Some examinations have been amalgamated e.g. that for Assistant Officers of Customs and Excise and Clerical Officers. Computerisation is being extended where possible.

Committee’s Comments

The Committee has noted the improved procedures but would like to have the use of computerisation extended.

Paragraph 8.2

Advertisements in respect of competitions should contain a reference to the probable number of vacancies to be filled within a specified time limit and the qualities sought in prospective appointees. This would give candidates some idea of their chance of success.

Official Position

Advertisements for large candidature competitions now include information, wherever practicable, which would give prospective applicants some idea of their chance of success.

Committee’s Comments

The Committee would like to see more practical information in advertisements.

Paragraph 8.3

The Committee believe that the assessment of applicants by the National Manpower Service could facilitate an easier screening or short-listing process by the Commissions.

Official Position

The Commission avails itself of the facilities of the NMS to disseminate information about careers in the Civil Service and to bring vacancies to the notice of interested persons. Once a person has applied for a post advertised by the Commission, however, it is the Commission which must process the application in a competition situation under the law and the regulations governing the Competition in question.

It is not clear that any alternative working relationship between the Commission and the NMS, even if it could be achieved, would result in a more efficient service. On the other hand any assimilation of registers could result in an artificial inflation of the registers. The Commission’s clientele consists very largely of persons already in employment or who are still pursuing second and third level education and these categories are unlikely to appear on the Registers of the NMS.

Committee’s Comments

The Committee believes there are grounds for pursuing this recommendation and is not satisfied that simply stating the present legal position answers the case made.

In relation to the second paragraph the Committee asks whether its recommendation has even been discussed between the two agencies. It goes without saying that the registers would have to be carefully compiled to avoid artificial inflation.

Paragraph 8.4.

A sensible short-listing mechanism should be devised, but should not be done by setting academic standards above those necessary for the position. Such a short-listing mechanism should avoid the necessity of holding detailed examinations by the Civil Service Commission for enormous numbers of candidates. The Commission should institute such procedures immediately where large numbers of applicants are expected to apply.

Official Position

Arrangements enabling short-listing to be done are standard at competitions where the qualifications and experience sought allow for this approach to be used. In other competitions e.g. those for school leavers, other methods to cope as cost-effectively as possible with the large numbers involved are used. Examples are the use of Leaving Certificate results to produce a list for interview (Executive Officer); multiple choice papers which can be marked by computer.

Committee’s Comments

The Committee will seek a more detailed statement of the improvements that have taken place in this area in recent years.

Paragraph 8.5

The Commission should consider that the statutory obligation on them to hold “competitions” does not preclude a flexible interpretation on how such competitions should be defined, and that, in this context, new or improved measures could be introduced to avoid unnecessary formal examination.

Official Position

The methods of selection used by the Commission are constantly under review. Improvements are made where possible.

Committee’s Comments

The Committee is unable to comment on whether the above response indicates that actual improvements have been made.

Paragraph 8.6

The functions of the Commissions vis-a-vis the National Manpower Service should be examined critically with a view to greater cost-effectiveness in public service recruitment generally.

Official Position

The functions of the Commissions and the NMS have been critically reviewed to ensure that there is the fullest possible coordination between them. The purposes and functions of the two bodies are, of course, quite different. See comment on Recommendation 8.3 also.

Committee’s Comments

In the light of the response to 8.3 above it is not clear to the Committee what such co-ordination amounts to in practice.

Paragraph 8.7

In the Annual Report of the Commissions, figures should be published not just for the “Number of candidates selected for appointment” but also for the actual number of vacancies filled.

Official Position

The most recent annual report of the Commission contains information on the actual number of vacancies filled.

Committee’s Comments

The Committee notes the implementation of this recommendation.

Paragraph 8.8

Each year as part of the “Comprehensive Public Expenditure Programmes” (Pl. 1637), a publication first introduced in 1983, there should be published an analysis of recruitment policy including details on

(a) Total cost at constant prices of the Commssion

(b) Total number of applicants for positions

Official Position

Information regarding the policies, activities and costs of the Civil Service Commission and Local Appointments Commission is now included in the Comprehensive Public Expenditure Programmes.

Committee’s Comments

The Committee notes the implementation of this recommendation in the 1985 Comprehensive Public Expenditure Programmes publication.

Paragraph 8.9

The Committee would welcome an extension of the use of computerisation in the area of recruitment and examination with a view to effecting greater cost saving.

Paragraphs 4.2.1 and 4.2.2 of the Government White Paper, “Serving the Country Better,” published on 11 September, 1985 are also relevant in this context.

Official Position

Particular attention is being given to the extension of computerisation. A Technology Review Committee has been set up representative of the various sections of the Commissions and an officer is engaged full-time on systems development and applications of technology.

Committee’s Comments

The Committee will seek details of savings effected, if any.

APPENDIX 2.2

FOLLOW-UP ACTION TAKEN IN RESPECT OF THE REPORT ON A PROPOSAL TO ESTABLISH A CENTRALISED AGENCY FOR PERSONS REGISTERING FOR EMPLOYMENT AND TRAINING (May, 1984).

APPENDIX 2.2.1

Proposal to Establish a Centralised State Agency for persons Registering for Employment and Training

Developments reported by the Department of the Public Service

Paragraph 9.4

The Department of Social Welfare and the National Manpower Service which compile data separately for similar large groups of people, should rapidly implement compatible computerised records. The Central Data Processing Service of the Department of the Public Service should give priority to this area. Resources for equipment and training should be met from savings identified within total public expenditure programmes in 1984.

Official Position

As far as the recommendation at paragraph 9.4 is concerned, we understand that the Department of Social Welfare and Labour are discussing the establishment of a common data base and that the latter Department is proposing to engage consultants ot help develop a national computerised system for the National Manpower Service (NMS), including interface with the relevant Social Welfare systems. The Central Computing Service (CCS) of this Department will provide appropriate advice and assistance.

Committee’s Comments

See Comments on the Department of Social Welfare and the Department of Labour response below.

Paragraph 9.14

The Committee, following its assessment of present arrangements, suggests for consideration the re-arrangement or rationalisation of the existing agencies into one multi-faceted entity dealing efficiently and cost-effectively with the full range of recrutiment, training and employment related issues. In the interim the agencies reviewed by the Committee should hold urgent discussions under the direction of the Minister for the Public Service, who has responsibility for structures in the public service, to arrive at concrete proposals for a more streamlined cost-effective service for users. Where necessary, cost-benefit or other studies should be undertaken to arrive at decisions on the best solution.

Official Position

The Minister for the Public Service noted the Committee’s recommendation (Paragraph 9.1) that he should co-ordinate discussions among the agencies involved in the recruitment, training and employment areas to arrive at concrete proposals for a more streamlined and cost-effective service for the user. This Department is concerned about overlap and duplication between Departments and/or State agencies. However in this instance the Minister of State at the Departments of Labour and Education had commenced, before the publication of your Committee’s report, a detailed study to establish whether there was unnecessary duplication or overlap among the agencies involved and to clarify their remit. The Government subsequently approved a set of proposals, based on the study by the Minister of State, designed to overcome the problems which existed in this area.

Committee’s Comments

The Committee notes the progress made but asks whether the rationalisation recommended has been achieved. If not, why not?

Appendix 2.2.2

Proposal to Establish a Centralised State Agency for Persons Registering for Employment and Training

Developments reported by the Department of Social Welfare

Paragraph 9.4

Official Position

The need for compatible computerised records is fully accepted. However implementation of such a computerised system is dependant on the necessary resources being available.

The position is that in accordance with existing plans and resources it will take a number of years to provide a comprehensive computerised claims processing and payments system in all of the Department’s local of A basic computer payments system was recently developed and is now operating in two Dublin exchanges. It is planned to extend the system to ther Dublin employment exchanges and to employment exchanges in the provinces as resources permit.

Further development work will be required before it is possible for the computer system to deal with all claim processing procedures. Enhancement of the system to enable interfacing with other systems in the Department and with other government agencies (e.g. the National Manpower Service) is a further dimension of the development work which is planned over the coming years.

This development work is dependant on the necessary resources continuing to be made available. In addition to the matter of resources, however the logistical problems associated with the training of over 1,600 staff at 126 local offices and the provision of suitable telecommunication links dictate that expansion of the system must be implemented on a planned and gradual basis. Furthermore, the employment exchange project is only one of a number of major computer projects being implemented within the Department at present and it is not possible to divert resources from these projects which must be implemented as a matter of urgency in order to maintain existing services and to cater for changes to the schemes.

Committee’s Comments

The Committee would argue that a reallocation of resources to computerisation would result in less costly overheads in other areas. What results emerged from the pilot system already introduced?

Paragraph 9.5

Recommendation:

As a corollary to 9.4 there should be a single computer file for persons registered as unemployed, seeking work and/or training. Every care should be taken as regards confidentiality and to protect the privacy of the users; personal details should be erased after a reasonable period when persons are no longer registered.

Official Position

The Department is conscious of the need to replace the existing clerical procedures for notifying National Manpower Service Office of persons who come on and off the Live Register and discussions have taken place with the Department of Labour to identify common information needs which can be transferred by computer and these will be taken into account in the future development of the computer system.

Committee’s Comments

The Committee would like to know what practical progress has been made on implementing its recommendation.

APPENDIX 2.2.3

Proposal to Establish a Centralised State Agency for Persons Registering for Employment and Training

Developments reported by the Department of Labour

Paragraph 9.1

Recommendation

There should be greater co-ordination between Departments and agencies involved in employment /training programmes, with the Department of Labour taking a more central role in policy areas.

Official Position

The question of securing better co-ordination between Government Departments and the agencies involved in the implementation of manpower measures and programmes was fully examined by the Minister of State at the Department of Education and Labour in his review of education, training and manpower services. On the basis of this review the Minister of State identified certain features of the current institutional arrangement which could be number of recommendations designed to lead to more effecti and collaboration between the agencies concerned. These prop been approved by the Government and are now being implemented by the Departments of Labour and Education in co-operation with relevant bodies.

The Minister for Labour has also undertaken a comprehensive review of manpower policy and the arrangements necessary for its implementation. This review has taken into account the Committee’s recommendations on a centralised state agency, the report of the Minister of State, referred to above, and the National Economic and social Plan “Building on Reality”.

In addition the review will take account of the forthcoming report on “Manpower Policy in Ireland” by the National Economic and Social Council. On the basis of the review the Minister intends to publish a White Paper on Manpower Policy later this year.

The Department is already reinforcing its policy role, insofar as existing resources allow, and is also strengthening its co-ordinating role vis-a-vis its grant-aided agencies. The need for further initiatives and action in this respect will be examined in the forthcoming White paper.

Committee’s Comments

The Committee notes the progress made. However, the question still remains — are the present systems operating satisfactorily to the benefit of the user in all cases?

Paragraph 9.2

The Committee found evidence of duplication of services and waste of public funds; rationalisation should, therefore, take place as quickly as possible.

Official Position

The Minister for Labour accepts that the existing structural and institutional arrangements in the manpower field which have evolved in a pragmatic fashion over a prolonged period, need to be reviewed and adjusted to respond more effectively to the current and prospective employment situation. The decisions taken by the Government on foot of the Minister of State’s review (mentioned earlier) are designed to eliminate the risk of overlap or duplication. The White Paper on Manpower will further continue this process.

In that connection the Committee may wish to note that, in his statement to the Dail on 28/6/84 the Minister of State indicated that while he could readily accept, on the basis of his very intensive examination, that the institutional arrangements needed improvements he could not accept the suggestion that there was a substantial waste of public funds. He also intimated that duplication of itself did not necessarily mean waste and that in a situation of high unemployment it could be regarded as acceptable to have a number of similar courses run by different organisations (for different target groups) to provide opportunities for as wide a range as possible of unemployed persons.

It is noted that the evidence available to the Committee suggesting waste of public funds has not been supplied despite the Minister of State’s invitation to the Committee ish such evidence in his speeches in the Dail on 28 J, 1985. In the absence of relevant details the Committe, appreciate the Department’s difficulty in trying to investigate nd. to generalised, uncorroborated assertions of this nature.

Committee’s Comments

The Committee had no evidence that the duplication of services was more cost effective, as seems to be implied in the official response. The onus is on the Departments etc. to ensure that there is value for money at all times.

Paragraph 9.3

Recommendation

There should be an urgent, independent review of the National Manpower Service, in particular to ascertain to what extent the Service meets the requirements of the public at a time of high unemployment.

Official Position

When the NMS was first set up in the early 1970’s its objectives were basically the placing of jobseekers in employment and the filling of vacancies for employers. With the worsening employment situation the NMS has increasingly become involved with assisting the unemployed through the administration of various employment schemes. Its present emphasis lies in the provision of assistance to those in greatest need, particularly the long-term unemployed.

The role and services of the NMS, along with all other manpower agencies, are being examined in the context of the forthcoming White Paper on Manpower Policy and this will identify policy initiatives and priorities most appropriate to meet the challenge of unemployment. The question of conduction an independent review of the Service would not, therefor, be justified at this stage and certainly not until after the White Paper has been published.

Committee’s Comments

The Committee was aware of the impending White Paper but, in the light of its enquiries, is satisfied that an independent review of the NMS should be undertaken. This is because a Departmental review might not have the same level of general acceptance.

Paragraph 9.4.

Recommendation

The Department of Social Welfare and the National Manpower Service, which compile data separately for similar large groups of people, should rapidly implement compatible computerised records. The Central Data Processing Service should give priority to this area. Resources for equipment and training should be met from savings identified within total expenditure programmes in 1984.

Official Position

The Minister for Labour agrees that compatible computerised systems are desirable. He appointed consultants in 1984 to advise on the computerisation of the National Manpower Service on a national basis. The Dublin City offices of the NMS have been largely computerised already and will be compatible with the system, described below, to be installed in the Department of Social Welfare. The computerisation of remaining offices of the NMS is in progress.

It is understood that the Department of Social Welfare plans to develop a comprehensive computer system for unemployment benefit and assistance That Department would be in the best position to provide further details to the Committee.

Committee’s Comments

The Committee would like to see realistic target dates for implementation.

Paragraph 9.6

Recommendation

The National Manpower Service should become the single user point of contact for all services available. It should run all the special training and employment programmes and within these give preference to the long-term unemployed. It should be the gateway to all training (including all apprenticeships even outside AnCo) balancing the needs of employers and those looking for courses. It should establish an early warning link with schools for pupils with a potential to become the long-term unemployed of the future. The Service should not, in general compile detailed records or hold interviews in respect of those unemployed for less than three months unless a specific request is made by an applicant. This would reduce the waste of staff and financial resources, as a high proportion of short-term unemployed find alternative employment through various means. The NMS should introduce, by means of a sample survey, a system of monitoring those who have been placed in employment to assess how successful its placement policy is over time.

Official Position

The Minister acknowledges the merit of this recommendation. Arrangements are already in train in this direction within the existing resources of the NMS. As a first step the NMS will act as the central agency in the implementation of the Social Guarantee for Youth Programme. Measures are also in progress to rationalise the recruitment procedures for all AnCO courses in the Dublin area.

At present the majority of special employment schemes are being run by the NMS and the Service is fully extended in administering these schemes. It would not be appropriate for the NMS to run training programmes as it has no experience, technical competence or expertise in providing training courses. This is a matter for the relevant specialist training agencies e.g. AnCO, CERT, ACOT. The question of the rationalisation of employment schemes and who should run them will be considered in the White Paper on Manpower Policy.

In a number of schemes run by the NMS and AnCO i.e. Social Employment Scheme, the Employment Incentive Scheme and the “Alternance” Scheme are deliberately weighed in favour of the long term unemployed. The majority of the long-term unemployed are in the over-25 category and a balance must be struck in the allocation of resources as between this age group and the younger unemployed.

As regards the recommendation not to keep records in respect of those unemployed for less than 3 months, it is not clear how this proposition is to be reconciled with recommendations 9.4 and 9.5 or indeed, with the first part of this recommendation.

In the implementation of the Social Guarantee for Young People a procedure is being introduced whereby every second-level school will notify to its local NMS office at the beginning of every month of the school year the names of those who have left the school during the preceding month.

The recommendation that the NMS should introduce a sample survey to monitor and assess its placement function is accepted as good practice, subject to the availability of resources and practicality considerations.

Committee’s Comments

The Committee, in making this recommendation, was satisfied that a “one stop shop” was the key to a satisfactory service. It is not clear whether the Department accepts the merit of reducing the volume of detailed records compiled at present. We were disappointed to see the absence of a specific comment on the establishment of an early warning link system on poor achievers in the educational system. Has the recommendation on monitoring progress been implemented?

Paragraph 9.7

Recommendation

There is evidence of confusion for the users of the various services. This should be overcome by simplified procedures and by suitable publicity in the media.

Official Position

It is possible some potential clients may be unclear about what services each agency provides. This is hardly surprising due to the pragmatic evolution of the current programmes and schemes to meet the challenge of worsening employment prospects over a prolonged period. This problem should, however, be gradually alleviated by the introduction of more streamlined procedures including the establishment of the NMS as the “single user point of contact”.

Committee’s Comments

The Department should be aware of the level of confusion among users and ensure that immediate remedial action is taken.

Paragraph 9.8

Recommendation

A user’s sample survey should be undertaken as a matter of urgency to test to what extent existing services are meeting needs. If, as a result, changes are warranted, these should be implemented without delay.

Official Position

The feasibility of such action will be considered after publication of the White Paper on Manpower Policy, subject to the availability of resources.

Committee’s Comments

Why await the White Paper, (which is still unpublished) while the existing problems continue?

Paragraph 9.9

The Committee recommends that the Department of Education, through the Vocational Education Committees, should have primary responsibility for education and training programmes for young people and that AnCO should not, in principle, duplicate such courses. It is recognised that the educational structure and the curriculum are not attuned to those who leave the educational system at an early age and that post compulsory education courses are still required in many cases. Therefore, the Committee accepts that AnCO may have to continue education type courses in the short term. Given the present level of unemployment, AnCO activities might advantageously diversify more into teaching skills necessary for self-employment or employment opportunities. The Minister for Education should alert the new Curriculum and Examinations Board to the need for early introduction of a curriculum which will be adaptable to those who leave the education system at an early stage but need basic skills for starting work.

Official Position

Persumably the Minister for Education will be responding to this recommendation insofar as it relates to her area of responsibility. As far as the Department of Labour is concerned, its view is that the Committee’s recommendation contains points which were of central concern to the Minister of State’s review. In line with the Committee’s concern that duplication should be avoided, agreement has been reached between the Ministers for Labour and Education as to the respective roles of education and manpower agencies. As regards education and training this agreement provides that responsibility for persons aged 15 to 18 who have been out of the education system for at least 6 months rests with the manpower authorities. However, in providing for the needs of this target group AnCO and the other manpower authorities will, subject to certain conditions, use existing facilities especially those of the educational system. This will be achieved by giving the education system a “first option” to implement programmes for this group provided AnCO stipulations as regards quality standards and cost-effectiveness are satisfied.

This agreement is currently being implemented.

In the long-term, as the educational system becomes more involved in organising pre-employment vocational courses the need for AnCO to sponsor education type courses should diminish.

The Department, in its guidelines to AnCO, has stressed the need for the development of enterprise training as a major component of job training programmes and fully supports AnCO’s efforts in this area.

Committee’s Comments

It is not clear to the Committee whether the agreement reached between the two Ministers has overcome the areas of duplication identified.

Has the Curriculum and Examinations Board been asked to comment?

Paragraph 9.10

Recommendation

AnCO should retain the task of placement from its courses even though this is a similar operation to that carried out by the NMS, as course content and conduct should be influenced closely by conditions in the Labour Market. An analysis of worth of AnCO courses should be conducted on a basis other than the percentage placed, to see that courses have a justification in social returns for the training provided. Such evaluation should be done by an outside agency. In the course of this evaluation, the distinction between “economic training” and rehabilitation training would become clearcut from a policy point of view. A system of certification of standards reached should be provided by AnCO in respect of its technical courses.

Official Position

The Department concurs in the Committee’s recommendations that AnCO retain a direct placement role. A review of AnCO’s programmes is currently being carried out by an Inter-Departmental group comprising officers of the Department of Labour, Finance and the Public Service. The projected NESC Report on Manpower Policy may also comment on AnCO’s role and functions.

The Department supports the development of certification of standards of training in line with its commitment to the EEC Resolution of July 1983, on Vocational Training in the European Community in the 1980’s.

Committee’s Comments

The Committee would like to know the outcome of the inter-departmental review of AnCO. Were new procedures put in place or was there rationalisation of its services? What has actually happened on certification of standards of training?

Paragraph 9.11

In rationalising the existing services special attention should be paid to the following:-

(a)AnCO should ensure that there is adequate planning to meet the training or re-training needs of the 15-25 age group who may face unemployment in later years.

(b)AnCO, through local community projects, should provide an advisory/training service for people who decide to seek work abroad but who may not have acquired basic skills, to prepare them for the hazards or opportunities they may meet.

Official Position

(a)Some 31,000 of AnCO’s 38,000 unemployed trainees in 1985 are under 25 years. AnCO’s training programmes are being continually revised to respond to labour market developments including the decline in permanent jobs and, indeed, life-long occupations and consequent need for a more flexible workforce. AnCO’s youth training programmes and its Skill Foundation Programme in particular increasingly address this need.

The Department is not convinced, however, that this action represents an adequate response to the current pattern of unemployment: in line with the Government commitment in “Building on Reality” it proposes to increase training capacity and opportunities for these over-25 year olds who are unemployed. AnCO’s 1985 programmes involved a significant increase in provision for over-25 year old unemployed persons.

(b)The Community type work/training programmes are, in many cases, aimed at bringing low achievers to a level of competency where they could usefully attend a mainline training course. It is debatable, however, whether AnCO should direct its resources to basic skills acquisition which would seem to be more appropriate to the educational system as envisaged in the Committee’s recommendation No. 9.9.

The NMS is currently exploring ways of providing an advance-information service for the benefit ot those who may be contemplating going abroad while, at the same time, discouraging inadequately-planned emigration e.g. by those without satisfactory qualifications or skills. This area will be further considered in the forthcoming White Paper on Manpower Policy.

Committee’s Comments

The Committee has noted several references to the forthcoming White Paper. It would be regrettable if this was used as an excuse for inaction on problems that have continued ot exist since the Committee’s review was completed early in 1984.

Paragraph 9.12

Recommendation

The Committee recognises that the Youth Employment Agency, under the direction of the Minister for Labour (who has prime responsibility for policy), has a special role in relation to the Youth Employment Levy. There is a lack of clarity between the Youth Employment Agency and the Department of Labour itself. The Youth Employment Agency appears to conduct evaluation of different schemes provided for the young and also have the responsibility of dispersing funds. Despite this it is not a policy maker in itself, and does not have the authority to oblige agencies such as AnCO to conform to its views. The Youth Employment Agency should deal with the Agencies actually carrying out youth programmes on a subcontractor basis, where the Agency could give more explicit direction on the nature of schemes to be supported. While the Youth Employment Agency is important in evaluating and co-ordinating schemes for young people, this task is equally required for those over 25 years who in the future will become a much more difficult group to provide for within manpower policy.

Official position

The relationship between the Youth Employment Agency and the Minister for Labour is defined explicitly in the Youth Employment Agency Act, 1981, and the Agency’s Memorandum and Articles of Association. The relationship between the YEA and the Department is being re-examined in the context of the White Paper on Manpower Policy, taking into account the decisions made by the Government regarding the relationship between the non-commercial State agencies and their parent Departments.

While the Agency has an advisory role in relation to expenditure of funds, the Ministers for Finance and Labour must authorise actual expenditure.

The role of the YEA is to act under the Minister for Labour as the body with overall national responsibility for the co-ordination, extension, development, supervision and integration either directly or indirectly of schemes for the training and employment of young persons.

In discharging this role one of the Agency’s main activities is the review and evaluation of existing schemes with the objective of improving quality, content and targetting - these include AnCO courses.

As far as activities for the over 25’s are concerned, the Government has already acknowledged in the National Plan the importance of assisting the long-term unemployed and older workers without jobs, and the forthcoming White Paper will indicate further action to be taken in this sphere.

Committee’s Comments

The Committee is still not satisfied that the functions and lines of demarcation between the YEA, AnCO, and the Department of Labour are clear.

Paragraph 9.14

Recommendation

The Committee, following its assessment of present arrangements, suggests for consideration the re-arrangement or rationalisation of the existing agencies into one multifaceted entity dealing efficiently and cost-effectively with the full range of recruitment training and employment related issues. In the interim the agencies reviewed by the Committee should hold urgent discussions under the direction of the Minister for the Public Service, to arrive at concrete proposals for a more streamlined cost-effective service for users. Where necessary, cost-benefit or other studies should be undertaken to arrive at decisions on the best solution.

Official Position

In the course of the review of manpower policy the Minister and Department have considered all feasible options for the re-structuring of the manpower agencies, and the Committee’s recommendations had been taken into account. The White Paper on Manpower Policy will deal fully with this matter.

In the meantime the Government decisions on the Minister of State’s report on the co-ordination of education, training and manpower services should help to streamline the delivery of services.

A major review of AnCO which is being undertaken by the Departments of Labour, Finance and the Public Service, referred to earlier, is also examining ways of ensuring that AnCO services are cost-effective and efficient.

Committee’s Comments

The Committee would expect to see early action being taken on this recommendation.

Appendix 2.2.4

Proposal to Establish a Centralised State Agency for Persons Registering for Employment and Training

Developments reported by the Department of Education

Paragraph 9.9

Recommendation

The Committee recommends that the Department of Education, through the Vocational Education Committees, should have primary responsibility for education and training programmes for young people and that AnCO should not, in principle, duplicate such courses. It is recognised that the educational structure and the curriculum are not attuned to those who leave the educational system at an early age and that post-compulsory education courses are still required in many cases. Therefore, the Committee accepts that AnCO may have to continue education type courses in the short term. Given the present level of unemployment, AnCO activities might advantageously diversify more into teaching skills necessary for self-employment or employment opportunities. The Minister for Education should alert the new Curriculum and Examinations Board to the need for the early introduction of a curriculum which will be adaptable to those who leave the education system at an early stage but need basic skills for starting work.

Official Position

The Government mandated Mr. George Birmingham, T.D., Minister of State at the Departments of Labour and Education, to undertake a review of the question of the co-ordination of education, training and manpower services. Following his review the Government adopted the joint proposals of the Ministers for Education and Labour outlined in the attached memorandum. The Minister for Education is satisfied that these proposals will assist in ensuring that unnecessary duplication is avoided and that the use of scarce resources is maxmised. In the specific remit of the minister for Education, a Vocational Preparation and/or training for 16,000+ young persons in 1984/85. The joint proposals of the Ministers for Labour and Education acknowledged that the provision of vocational preparation and training for 15-18 year age group was primarily for the educational system.

Committee’s Comments

See Committee’s comments above.

APPENDIX 2.2.5.

Proposal to Establish a Centralised State Agence for Persons registering for Employment Training

Developments reported by AnCO

Paragraph 9.9

Recommendation

The Committee recommends that the Department of Education, through the Vocational Education Committees, should have primary responsibility for education and training programmes for young people and that AnCO should not, in principle, duplicate such courses. It is recognised that the educational structure and the curriculum are not attuned to those who leave the educational system at an early age and that post-compulsory education courses are still required in many cases. Therefore, the Committee accepts that AnCO may have to continue education type courses in the short term. Given the present level of unemployment, AnCO activities might advantageously diversify more into teaching skills necessary for self-employment or employment opportunities.

Official Position

AnCO provided work preparation for those who have left education for at least six months and who have not already received similar training. AnCO’s direct involvement is mainly provided through Community Workshops.

Community Workshops provide the major training intervention for unqualified school-leavers, incorporating a mix of training, personal development and support which comes close to what is required for the priority groups under the EEC Social Guarantee. AnCO intends, therefore, to continue the workshops in co-operation with the YEA so that they can provide to the fullest extent possible the vehicle for the implementation of the social guarantee to unqualified school-leavers.

It had been anticipated that the numbers to be trained in workshops would fall over the coming years as fewer unqualified persons would leave the education system and/or other authorities would take over the activity. However, the long-term organisation, structure and responsibility for running workshops is yet to be determined. AnCO will have to consider if it is the most appropriate body to have responsibility for workshops in the long term. However, pending this re-appraisal AnCO plans that the volume of training in workshops will be maintained at about the 1985 level of 3,600 persons.

It is AnCO policy to give priority to training for employment. Given the scarcity of employment opportunities and the increased demand for training in recent years AnCO has placed an increasing emphasis on “enterprise” and “start your own business” training courses.

AnCO’s strategy seeks to identify, encourage and train would-be entrepreneurs.

AnCO believes it has a major strength in delivery of enterprise training. Nevertheless, training people to set up their own businesses must also be responsive it what can realistically be achieved. AnCO plans an increase in the current year in Enterprise Training, based on recent success trends. That throughputlevel will be maintained over a five year period, to reflect the continuing interest in these courses and the opportunity they offer for employment.

A module of self employment is an important part of the Alternance Training scheme introduced in response to the national plan “Building on Reality”.

The Building on Experience Programme comprises alternating periods of AnCO training and practical work experience and is designed specifically for the long-term unemployed.

The aim of the programme is to encourage the trainees to explore and develop occupational options and to equip themselves with the personal and occupational skills to become self-reliant and to realistically assess their work goals. It also encourages trainees to examine alternative occupational options including self-employment, co-operative ventures and community service.

Committee’s Comments

See Committee comments above. It would be desirable to see an evaluation of the “enterprise” and “start your own business” training courses.

Paragraph 9.10

Recommendation

An analysis of the worth of AnCO courses should be conducted on a basis other that the percentage placed, to see that courses have a justification in social returns for the training provided. Such evaluation should be done by an outside Agency. In the course of this evaluation, the distinction between “economic training” and rehabilitation training would become more clearcut from a policy point of view.

A system of certification of standards reached should be provided by AnCO in respect of its technical courses.

Official Position

AnCO has continued to seek the highest possible level of placement of trainees on its courses, in particular persons who have undertaken a specific employable skills course where AnCO has a target placement rate of 75%.

AnCO continuously monitors the relevance of its training in the light of the economic and social objectives of courses. AnCO retains an element of flexibility in its planning to allow for changes in the light of changed circumstances.

AnCO training has been reviewed in the recent past by EEC and OECD experts and the NESC is currently preparing a further report on Manpower Policy.

Pending the publication of the White Paper on Manpower Policy, AnCO does not consider a further evaluation of training would be beneficial at this stage.

AnCO is committed to a system of certification of standards reached in training. Many AnCO courses already have certification e.g. all apprenticeship courses, electronics courses, radio and television servicing courses, office procedures etc. The question of giving all trainees a nationally recognised form of certification of their achievements at the end of training is currently under consideration.

Committee’s comments

The Committee’s recommendation was that there should be an independent evaluation of AnCO courses. We believe this should now be undertaken, irrespective of the conclusions in the White Paper.

In relation to certification of standards the Committee would wish to know what is the present level of such certification.

Paragraph 9.11

Recommendation

AnCO should ensure that there is adequate planning to meet the training or re-training needs of the 15-25 year age group who may face unemployment in later years. AnCO, through the local community projects, should provide an advisory/training service for people who decide to seek work abroad but who may not have acquired basic skills, to prepare them for the hazards or job opportunities they may meet.

Official Position

AnCO has formally planned its operation for over ten years now. Plans are reviewed and updated regularly. The training and re-training needs of the 15-25 year age group are fully provided for in this planning process. In 1985 about 80% of all AnCO trainees will be undet 25 years of age.

Demographic projections indicate the need to adjust strategy away from a simple emphasis on 15-24 year olds or first job seekers towards, for example, those in their late 20’s or early 30’s who have not been successful in obtaining a foothold in career employment or older workers who have already experienced protracted unemployment or are at the risk of doing so.

A number of important factors including the proposed White Paper on Manpower Policy, questions regarding funding of programmes for over 25 year olds, as well as overall constraints on public expenditure will affect the age profile of trainees in future. AnCO’s objective is that about 35% of those trained in 1990 should be over 25 years of age.

All AnCO’s programmes are of general benefit to individuals who decide to seek to work abroad. AnCO will seek EEC recognition for its certification system. No further action in this area is planned before publication of the White Paper on Manpower Policy.

Committee’s comments

The Committee’s concern is to ensure that such planning reflects actual needs and, to that extent, there should be particular emphasis on those who are most at risk.

The Committee would like to see specific attention to those who may have to seek work abroad.

Paragraph 9.14

Recommendation

The Committee, following its assessment of present arrangements suggests for consideration the re-arrangement or rationalisation of the existing agencies into one multi-faceted entity dealing efficiently and cost-effectively with the full range of recruitment, training and employment related issues. In the interim the agencies reviewed by the Committee should hold urgent discussions with the Minister for the Public Service, who has responsibility for structures in the public service to arrive at concrete proposals for a more streamlined cost-effective service for users. Where necessary, cost-benefit or other studies should be undertaken to arrive at dicisions on the best solution.

Official Position

AnCO in anticipation of the White Paper on Manpower Policy has increased its efforts in liaison with other bodies engaged in manpower activity.

Committee’s Comments

Again, the Committee would like to see its recommendations implemented where appropriate.

Appendix 2.2.6.

Proposal to Establish a Centralised State Agency for persons Registering for Employment and Training

Developments reported by the Youth Employment Agency

Paragraph 9.2

Recommendation

The Committee found evidence of duplication of services and waste of public funds; rationalisation should, therefore, take place as quickly as possible. The following paragraphs specify how this might be done.

Official Position

While this general recommendation is directed at the national level, it will have regional and local implications. The Agency is piloting arrangements for improved co-ordination in the planning and delivery of youth manpower programmes in eight areas. (COMTECs).

Committee’s Comments

The YEA response indicates that there is a lack of co-ordination at present.

Paragraph 9.6

Recommendation

The National Manpower Service should become the single user point of contact for all services available. It should run all the special training and employment programmes and within these give preference to the long-term unemployed. It should be the gateway to all training (including all apprenticeships even outside AnCO) balancing the needs of employers and those looking for courses. It should establish an early warning link with schools for pupils with a potential to become the long-term unemployed of the future. The Service should not, in general, compile detailed records or hold interviews in respect of those unemployed for less than three months unless a specific request is made by an applicant. This would reduce the waste of staff and financial resources, as a high proportion of short-term unemployed find alternative employment through various means. The NMS should introduce, by means of a simple survey, a system of monitoring those who have been placed in employment to assess how successful its placement policy is over time.

Official Position

The measure in respect of early school-leavers is being implemented by NMS under arrangements proposed by the Agency and approved by the Minister for Labour. Full implementation is planned for end-1985. (Social Guarantee for Young People).

Committee’s Comments

The Committee would wish to see the results of the measure on early school-leavers planned for end-1985.

Paragraph 9.7.

Recommendation

There is evidence of confusion for the users of the various services - this should be overcome by simplified procedures and by suitable publicity in the media.

Official Position

The Agency is supportive of the view that confusion is best overcome by having a single recruitment channel to Levy-funded programmes, and in our publicity and contracts with the public we strongly promote the NMS as that channel. A formal decision on the role of the NMS is awaited in the manpower policy White Paper. The Agency is preparing, for publication before end-1985, two simple guides to Levy-funded programmes, one for community groups and one for the young people. In line with our policy, these will be distributed through NMS offices.

Committee’s Comments

The Committee would like to see evidence of actual improvement in the various services.

Paragraph 9.8

Recommendation

A users’ sample survey should be undertaken as a matter of urgency to test to what extent existing services are meeting needs. If, as a result, changes are warranted, these should be implemented without delay.

Official Position

The Agency has carried out surveys, in the recent past, of young people who have participated in the Work Experience Programme and TEAMWORK. The results are being processed and will be published before end-1985.

Committee’s comments

The Committee would like to see the results of the above surveys and what action was taken on the findings.

Paragraph 9.12

Recommendation

The Committee recognises that the Youth Employment Agency, under the direction of the Minister for Labour (who has prime responsibility for policy) has a special role in relation to the Youth Employment Levy. There is a lack of clarity between the Youth Employment Agency and the Department of Labour itself. The Youth Employment Agency appears to conduct evaluation of different schemes provided for the young and also have the responsibility for dispersing funds. Despite this it is not a policy maker in itself, and does not have the authority to oblige agencies such as AnCO to conform to its views. The Youth Employment Agency should deal with the Agencies actually carrying out youth programmes on a subcontractor basis, where the Agency could give more explicit direction on the nature of schemes to be supported. While the Youth Employment Agency is important in evaluation and co-ordinating schemes for young people, this task is equally required for those over 25 years who in the future will become a much more difficult group to provide for within manpower policy.

Official Position

The Agency advises the Minister for Labour (who, together with the Minister for Finance, has the statutory responsibility) on the allocation of the Youth Employment Levy. Its advice is based on regular reviews of programmes and their contribution to youth employment policies.

Committee’s Comments

The Committee is not satisfied that, as stated already, the roles of the YEA are clearly defined, particularly in the area of policy.

Paragraph 9.14

Recommendation

The Committee following its assessment of present arrangements, suggests for consideration the re-arrangement or rationalisation of the existing agencies into one multi-faceted entity dealing efficiently and cost-effectively with the full range of recruitment, training and employment related issues. In the interim the agencies reviewed by the Committee should hold urgent discussions under the direction of the Minister for the Public Service, who has responsibility for structures in the public service, to arrive at concrete proposals for a more streamlined cost-effective service for users. Where necessary, cost-benefit or other studies should be undertaken to arrive at decisions on the best solution.

Official Position

Decisions on organisational matters are awaited in the White Paper on Manpower Policy. The Department of Labour has consulted the Agency on these issues in the course of preparing the White Paper.

Committee’s Comments

See Committee comments above.

APPENDIX 2.3

FOLLOW-UP ACTION TAKEN IN RESPECT OF THE REPORT ON OFFICE OF PUBLIC WORKS

(1)PROJECT PROCEDURES USED IN THE ACQUISITION AND FIT OUT OF PREMISES AND

(2)RENTAL AND LEASE TERMS 1981-1983 (NOVEMBER 1984).

APPENDIX 2.3

Office of Public Works (1) Project Procedures Used in the Acquisition and Fit Out of Premises (2) Rental and Lease Terms 1981-1983

Developments reported by the Office of Public Works

Paragraph 1.1

Recommendation

In the period 1981-82 it is the Committee’s view that the OPW did a satisfactory job on rents in a market not favouring tenants and with the constraints imposed by their client Departments.

Official Position

Noted

Paragraph 2.1

An organisation such as the OPW with its large share of the office market and its long experience should have had an established strategy on lease terms and rent free fit out. The defensive attitude expressed was that the leases and lease terms were set up by the landlords and that, in effect, there was little the OPW could do.

Official Position

During period under review there was surplus demand and landlords could refuse OPW terms in favour of other first class covenants. Rent free fit out periods were not avaible on the market at that time.

Committee’s Comments

The Committee would question whether OPW tested its considerable influence on the property market at the time. We remain unconvinced by the OPW response.

Paragraph 2.2

OPW should have a “bottom line” recommended form of lease terms which the OPW considers necessary for Government Departments as tenants, and a long term strategy to improve those terms in key areas when the market is favourable.

Official Position

OPW strategy is to get best terms available on the current market.

Committee’s Comments

The Committee would like to see evidence of OPW having got preferential terms.

Paragraph 2.3

The argument is advanced by the OPW that Departmental pressures for immediate occupancy and for specific buildings has meant that they have reduced leverage in dealing with landlords. It is the Committee’s view that if the OPW is the repository of professional knowledge and experience in this area, then they must hold to their convictions and formally confirm their views if they are overruled by specific Departments. Professional conflicts of this nature are not uncommon in the commercial sector both within companies and between professional advisors and clients.

Official Position

OPW acts as agent for Departments and does not have a directive role in the matter.

Committee’s Comments

The Committee suggests that OPW should certainly have a directive role, if savings can be achieved.

Paragraph 3.1

The OPW were involved in a very high percentage of the rent reviews in 1983. Again there appears to be a professional but defensive approach. It is the Committee’s view that the OPW cannot be certain that they have obtained the best possible deal.

Official Position

The opposite also applies. OPW does not grasp the logic behind the Committee’s views that its performancd on rent reviews was less than satisfactory while its performance on new rents was satisfactory particularly when no evidence is adduced in favour of the former opinion.

Committee’s Comments

The Committee believes that the onus rests on OPW to show that the best deals were arranged on behalf of the State.

Paragraph 3.2

Taking into account the depressed and declining market conditions and with their high market share and major stake in the long term trend of rents, the Committee feels that (i) OPW should have pushed the review situation to the limit and even gone to arbitration if necessary and (ii) that OPW should have availed of the best expertise in the country and used outside professional valuation surveyors to act in selected situations.

Official Position

Arbitration is only necessary when a dispute arises. OPW did push for the best deal available and is satisfied that no better deal was available at Arbitration. OPW full time valuers were able to handle the work load involved and expenditure on outside valuers was not considered necessary.

Committee’s Comments

The OPW response suggests that terms sought by landlords were acceptable in most cases. The Committee would need to be convinced that this was the case.

Paragraph 4.1

Although there is a general approach to build office space rather than lease buildings, there is no detailed medium-term office accommodation plan. To allow an ordered approach to accommodation acquisition, a medium term plan covering the next three to five years must be prepared. This would have to take into consideration areas of space need reductions and also increased space requirements per person due to the impact of new office technology.

Official Position

A strategic plan for office accommodation is being prepared.

Committee’s Comments

Is the strategic plan now available and, if so, to what extent is it being used?

Paragraph 4.2

Recommendation

The plan must include the consideration of leased buildings, new lettings and existing and new owned buildings. An analysis of this overall situation should establish a series of priorities and desired options for the disposal of less favourable leases and buildings and the consolidation of desirable buildings and leases.

Official Position

Agreed

Committee’s Comments

Has the recommendation been implemented in full?

Paragraph 4.3

The present buyers may give opportunities to switch accommidation and leases with common landlords of present and future space.

Official Position

The cost of subsequent fit out of accommodation would negative some of the advantages unless matching space could be identified.

Committee’s Comments

Overall the Committ would expect to

Paragraph 4.4

Recommendation

As part of this Stragegic Plan the OPW must keep in touch with the present radically altering market with falling rental levels, negative value leasehold interests, changing lease terms and the as yet undefined impact of a likely sustained period of low inflation on capital and rental values. It is, for example, possible at the moment to purchase some buildings at a figure less than the construction costs of a new one.

Official Position

Agreed

Committee’s Comments

What has OPW achieved in this area?

Paragraph 5.1

Recommendation

According to the 1984 Estimates the OPW had a rents and rates allocation of £16,334,000. Apart from any extra space acquired in the future, this amount will grow as rents are reviewed over the years. Even as it is, this represents probably the largest single rental charge in the country and its management is an important responsibility.

Official Position

Agreed

Committee’s Comments

The Committee would like to see an evaluation of the management of the rents/ rates budget.

Paragraph 6.1

Recommendation

As outlined above, OPW are not maximising their strength in the Dublin office market, particularly as regards rent reviews.

Official Position

OPW does not agree. It has not seen any evidence to show that its rent reviews are not satisfactory.

Committee’s Comments

The Committee would like to see evidence of preferential rents being obtained by OPW.

Paragraph 6.2

Recommendation

OPW should carefully review every current lease to seek the maximum advantage to the OPW both as Landlord and Tenant.

Official Position

OPW wishes to point out that a lease is a legal agreement between the parties and it cannot unilaterally alter terms in the lease.

Committee’s Comments

The Committee would contend that the above should not prevent a review being undertaken.

Paragraph 6.3

Recommendation

There is no current defined requirement for lease terms for Government Departments. These should be defined by the OPW and should include:

(a)Upward and downward rent reviews

(b)Rent free periods for fit out

(c)Lease break clauses

(d)Landlord structural guarantees

(e)Landlord guarantees on building services

(f)User clauses

(g)Any other areas of specific concern to Government Departments such as security etc.

Official Position

Current requirements for leases sanctioned by Department of Finance include a) Upward and downward rent reviews b) Rent free periods c) Lease break clauses d) Landlord structural guarantees e) Landlord guarantees on building services f) User clauses

Committee’s Comments

Is there any evidence that the above are implemented in any case?

Paragraph 7.1

Recommendation

The present structure of one valuer responsible for all Dublin rental negotiations and reviews and building and site acquisition with partial back-up from two technician surveyors is not adequate.

Official Position

Agreed. But OPW are subject to staff embargo by Government.

Committee’s Comments

The Committee would wish to know a) what action has been taken in this area and b) whether the DPS was consulted about this recommendation?

Paragraph 7.2

Recommendation

In addition, the present rapidly changing conditions in the office market and the preparation of the Strategic Plan require the highest level of expertise and the most up-to-date market information.

Official Position

Agreed

Committee’s Comments

Has OPW acted on this recommendation?

Paragraph 7.3

Recommendation

There should be selective use of professional valuation surveyors and property consultants on negotiating rent reviews, on negotiating new leases and in the establishment of a comprehensive register of market rents and conditions. Their re-appointment must be based on demonstrable evidence of performance in achieving the best rent and terms.

Official Position

Consultants are being employed at present on rent review negotiations.

Committee’s Comments

Are the consultants cost-effective?

Paragraph 7.4

Recommendation

Professional valuation surveyors and property consultants should be used in the light of the current restrictions on staff recruitment. However, when the situation permits, a person with a Chartered Property Surveying qualification and background should be recruited into the Section.

Official Position

Noted

Committee’s Comments

Have there been any developments in this area?

Paragraph 8.1

Recommendation

If the OPW are to obtain the best lease and rental terms in the future their powers of negotiation cannot be unreasonably hampered. There must be an acceptance by Government Departments that this entails risks and could result in the possible loss of a particular desired building.

Official Position

This is a matter for discretion of Government Departments.

Committee’s Comments

The Committee is of the view that OPW should take an initiative in this area and that Departments (after due consultation) would have to accept a secondary role in relation to accommodation.

Paragraph 9.1

Recommendation

As outlined in the section on Project Controls, there is no mecnanism to highlight the accruing of rental on unoccupied space. The record of the twenty-six Fit-Out Projects referred to in Chart 2 shows clearly that the present system allows occurrence of this waste for periods which would be totally unacceptable in the private sector.

Official Position

Many of these delays arose from the tardiness of Departments in supplying final briefs for office layouts exacerbated by the need for OPW to go through the tendering process for fit-out work.

Committee’s Comments

In the light of the above the Committee’s comments on 8.1 are all the more relevant i.e. OPW will have to take a leading role.

Paragraph 9.2

The annual estimate and annual out-turn for the OPW should show the Rent on Unoccupied Space as a separate figure.

Official Position

Noted

Committee’s Comments

Is this being done?

Paragraph 10.1

Recommendation

The OPW referred to some cases particularly in 1981 where there was competition between themselves and other Public Sector bodies for available buildings. In the present market there is little likelihood of a recurrence of this problem. However, this is such an undesirable situation that it is important that clear guidelines are laid down and enforced. All Public Sector Bodies should be required to confirm through the OPW that the OPW are not acting in a particular lease or purchase.

Official Position

Agreed. Reporting.

Committee’s Comments

The Committee wishes to know whether the problem identified has been eliminated.

Paragraph 11.1

Recommendation

The Property Services Division of the OPW should prepare an Annual Report to the Commissioners reviewing performance in the previous twelve months on rents, lease terms and rent reviews and comparing this to the overall market situation as objectively as possible.

Official Position

Agreed.

Committee’s Comments

Has this recommendation been acted on?

APPENDIX 2.4

FOLLOW-UP ACTION TAKEN IN RESPECT OF REVIEW OF LEASING OF PUBLIC SECTOR ACCOMMODATION (MAY 1985).

APPENDIX 2.4

Review of Leasing of Public Sector Accommodation Developments reported by the Office of Public Works

Paragraph 5

Recommendation

(1)In each case involving new or additional accommodation a study should be undertaken as to the most cost-effective decision - whether to rent, purchase or build.

(2)No lease should be signed unless a contract has been signed to dispose of the existing accommodation.

(3)There should be no exception to (1) or (2) above unless the prior approval of the Minister for Finance has been obtained.

(4)In no case should a Department/Office or State-sponsored Body be paying rent for more than one office or group of offices in respect of which it has a lease agreement unless the prior approval of the Minister for Finance has been obtained.

Official Position

(1)Agreed. This is done where there is a choice. Very often the perceived immediacy of the need for accommodation rules out choice.

(2)Most of the extra leasing by OPW over the last few years was to provide space for an expanding civil service and usually did not involve the disposal of large takes. In a buoyant market it would be possible to sell off leasehold interests or surrender them to landlords but at present there is little demand for office accommodation. While every effort will be made to comply with this recommendation and to dispose of surplus rented space at the earliest opportunity, OPW’s priority has to be to find suitable accommodation for the current need at the best terms available on the market.

(3)Prior Department of Finance approval is required before OPW can take any space on the letting market.

(4)Prior Department of Finance approval is required before OPW can take any space on the letting market.

Committee’s Comments

(1)The Committee recommendation should be implemented in all cases unless there are strong grounds for not doing so. Is it the case that some Departments demand accommodation at short notice and that this is acceded to without due study?

(2)The Committee wishes to know whether OPW has acted on this recommendation in any case to date.

(3)The Committee notes the present position.

(4)The above response does not deal directly with the Committee’s concern about multiple leasing and payment of rent. It is not clear whether any such cases exist at present.