26 August 2003

COMHAIRLE NAN EILEAN SIAR

ARTS AND LEISURE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Tuesday 26 August 2003 at 9.00am

PRESENT

Mr Malcolm J Graham (Chairman)

Miss Samantha E L Hawkins

Mr John Mackay

Mr Angus Campbell

Mr Alex A MacDonald

Mr Angus McCormack

Mr Norman A Macdonald

Mr Donald I Nicolson

Mr George Lonie

Mr Donald J Macsween

Mr Norman L Macdonald

Mr Angus Macdonald

Mr Keith Dodson

Mr Donald Manford

APOLOGIES

Mr Iain Morrison (Vice-Chairman)

MINUTES

Minute of Meeting of 3 June 2003

1

The Minute of Meeting of 3 June 2003 was approved.

PRESENTATION

Mr Angus McCormack declared an interest in the following item.

An Lanntair

AL05.02.29

2

The Director for Sustainable Communities submitted a Report to enable the Committee to consider a revenue funding bid from An Lanntair and to approve the terms of a draft service level agreement with An Lanntair for 2004-05.

It was agreed to recommend that:

(1) consideration of recommendations (a) - (c) of the Report by the Director for Sustainable Communities be deferred to the Policy and Resources Committee on 4 September 2003;

(2) the business plan for An Lanntair be circulated to all Members as soon as possible prior to the meeting in (1) above; and

(3) the draft Service Level Agreement between the Comhairle and An Lanntair for funding year 2004/05 be agreed.

FINANCE

Quarter 1 Revenue Forecast Outturn 2003/04

3

The Director of Finance submitted a Report informing Members about the Comhairle's Forecast Revenue Outturn for 2003/2004 at the end of the first quarter.

It was agreed to recommend approval of the recommendations detailed in the Report by the Director of Finance concerning Quarter 1 Revenue Forecast Out-turn 2003/04, insofar as the Committee's interest was concerned.

Non Housing Capital Monitoring 1 April 2003 - 30 June 2003

4

The Director of Finance submitted a Report informing Members of progress and seeking decisions on changes in the Capital Programme for 2003/04 as at 30 June 2003.

It was agreed to recommend approval of the recommendations detailed in the Report by the Director of Finance concerning Non-Housing Capital Monitoring 1 April 2003 - 30 June 2003, insofar as the Committee's interest was concerned.

General Fund Capital Programme 2003 - 2004

5

The Director of Finance submitted a Report advising Members of the options available to them in setting a capital programme for 2004/08 and seeking agreement on the process by which the programme could be finalised.

It was agreed to recommend approval of the recommendations detailed in the Report by the Director of Finance concerning the General Fund Capital Programme 2004 - 2008, insofar as the Committee's interest was concerned.

Additional Projects for 2003/04 Capital Programme

6

The Director of Finance submitted a Report informing Members of the additional projects identified by the Finance Working Group for inclusion in the 2003/04 Capital Programme, should resources permit. It was stated that the Comhairle is in the final year of funding Capital Expenditure by Section 94 Consent as the Prudential System for Capital Accounting comes into effect on 1 April 2004. To ensure that consent is not lost and that no Grant Aided Expenditure is eroded for loan charge support, it is proposed that the Capital Programme be increased to a projected 10% overspend.

It was agreed to recommend approval of the recommendations detailed in the Report by the Director of Finance concerning Non-Housing Capital Programme 2003/04 Additional Projects, insofar as the Committee's interest was concerned.

Repairs and Maintenance & M (Revenue) Programme 2003/2004: Quarterly Expenditure Report to 30 June 2003

AL03.03.02

7

With reference to item 7 of the Minute of Meeting of 4 February 2003, the Director of Technical Services submitted a Report concerning expenditure on the Repairs and Maintenance of properties held on the Arts and Leisure account up to 30 June 2003.

It was agreed to recommend that the Report be noted and to note that further Reports on the repairs and maintenance of properties held on the Arts and Leisure Account will continue to be placed before the Committee at quarterly intervals.

Mr Alex A Macdonald declared an interest and withdrew from the meeting during consideration of the following item.

Concessionary Rates

AL03

8

The Director for Sustainable Communities submitted a Report concerning the standardisation of concessionary rates for the use of Comhairle leisure facilities.

It was agreed to recommend that:

(1) all people of 60 years of age or over be deemed eligible for concessionary rate for all Comhairle facilities; and

(2) the Director for Sustainable Communities submit a Report in the context of the key tasks process on the feasibility of offering free use of facilities to all people of 60 years or over.

Lochboisdale Amenity Trust

AL02.12

9

The Director for Sustainable Communities submitted a Report to consider a request for financial assistance from Lochboisdale Amenity Trust for the purpose of replacing the Comhairle owned play area in Casimir Place, Daliburgh, with a new play area in Kenneth Drive, Lochboisdale.

It was agreed to recommend that a grant of £15K be awarded to Lochboisdale Amenity Trust, from the Capital Programme for Play Areas, for the development of a Play Area in Kenneth Drive, subject to Lochboisdale Amenity Trust demonstrating that;

(a) a full financial package, including match funding, is available;

(b) local residents are happy with the closure of Casimir Place, Daliburgh, and with the proposed development at Kenneth Drive, Lochboisdale; and

(c) the development conforms with the building standards outlined within the Comhairle Policy on Play Areas (21 November 2000).

Mr Donald J Macsween declared and interest and withdrew from the meeting during consideration of the following item.

Mod nan Eilean Siar 2005

AL05.05(b)

10

With reference to Item 2 of the Minute of Meeting of 1 October 2002, the Chief Executive and the Director for Sustainable Communities submitted a joint Report concerning the Mod nan Eilean Siar 2005 event.

It was agreed to recommend that:

(1) consideration as a planning assumption, be given to allocating £150K to Mòd nan Eilean Siar 2005 on the basis of three equal payments of £50K in the financial years 2003/04, 2004/05 and 2005/06;

(2) the Comhairle note that thereafter £30k per annum would need to be allocated, on the basis that the Mod is held in the Western Isles on a five-year rotational cycle; and

(3) the Chief Executive submit a Report giving full financial details and analysis of the Comhairle's contribution to the Mod in 2001 and the use of the Comhairle's contribution by the Mod organisation.

BUILDINGS

Stornoway New Sports Centre: Progress Report

AL02.20

11

The Director of Technical Services submitted a Report giving information on progress with the Stornoway New Sports Centre. The Report indicated that the contract had been awarded to Tulloch Construction Group in January 2003 for completion of the Sports Centre by 31 May 2004, with overall completion of the project due by 30 September 2004.

It was agreed to recommend that the Report be noted.

Nicolson Lewis Sports Centre

AL02.01

12

The Director for Sustainable Communities submitted a Report inviting Members to consider the future of the Nicolson Lewis Sports Centre, when the New Sports Centre is operational.

It was agreed to recommend that:

(1) the Nicolson Lewis Sports Centre be advertised in the local press; and

(2) potential developers be asked to outline their proposals for the future use of the building.

ADDITIONAL ITEM

The Chairman ruled that, in accordance with the provisions of Section 50B(4) of the Local Government (Scotland) Act 1973, as detailed in terms of Standing Order 8, the following item be considered as a matter of urgency in order that the provision of squash courts could be progressed without delay.

New Sport Centre Squash Courts

AL02.01

The Director for Sustainable Communities submitted a Report concerning the new Sports Centre Squash Courts.

It was agreed to recommend that the Director for Sustainable Communities submit a further Report on the options for glass backed squash courts or a viewing gallery.

It was agreed that the public, including the press, be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 6 Schedule 7A of the Local Government (Scotland) Act 1973 would be disclosed, namely, information relating to the financial or business affairs of any particular person (other than the Comhairle).

Library Coffee Shop

AL08.09

13

The Director for Sustainable Communities submitted a Report to consider the future direction of the Library Coffee Shop.

It was agreed to recommend that:

(1) Option 2 as outlined in the section 10.2 of the Report; To develop a Healthy Living Centre linked to the promotional activities of the Community Planning Partnership be approved; and

(2) the Healthy Living Centre reports to the Arts and Leisure Committee, when fully operational, in December 2003.

Programme and Progress

PR33.01.12

14

With reference to item 7 of the Minute of Meeting of 3 June 2003, the Director of Technical Services submitted a Report detailing the capital works programme and progress in relation to Arts and Leisure properties.

It was agreed to recommend that the Report be noted.

SPORTS

Opening Hours and Revenue Requirements of New Sports Centre

AL02.20

15

The Director for Sustainable Communities submitted a Report to allow members to consider opening hours and the additional revenue expenditure required to operate the New Sports Centre in Lewis.

It was agreed to recommend that the new facility be open to the public from 8am - 10pm during Monday - Friday and from 9am - 8pm on a Saturday.

Play Areas in the Western Isles

AL02.12

16

The Director for Sustainable Communities submitted a Report to update Members on the current Co mhairle policy with regard to play areas.

It was agreed to recommend retention of the existing policy on play areas.

MUSEUMS

Museum Registration Scheme: Response to New Draft Standard

AL09.01

17

The Director for Sustainable Communities submitted a Report presenting the response from the Museum Curator to the new draft standard for the Museum Registration Scheme and to seek homologation for this.

It was agreed to recommend homologation of the action of the Museum Curator in responding to the consultation process for the draft Registration Standard.

MINIBUSES

Community Education Minibuses: Update

AL06.06

18

The Director for Sustainable Communities submitted a Report outlining the current position regarding the viability of the three minibuses operated by Community Education.

It was agreed to recommend that the Comhairle:

(1) note the current position; and

(2) approve the replacement of 3 minibuses (PIR Ref: COU 2) as detailed in item 6 above, subject to consideration at the August series.

PERFORMANCE REVIEW

Reports Outstanding: Progress

PR33.01.12.

19

With reference to Item 12 of the Minute of Meeting of 3 June 2003, the Director of Corporate Services submitted a Report concerning Reports Outstanding arising from decisions of the Arts and Leisure Committee.

It was agreed to recommend that the Comhairle note the Report.

PRESENT	Mr Malcolm J Graham (Chairman)
	Miss Samantha E L Hawkins
	Mr John Mackay	Mr Angus Campbell
	Mr Alex A MacDonald	Mr Angus McCormack
	Mr Norman A Macdonald	Mr Donald I Nicolson
	Mr George Lonie	Mr Donald J Macsween
	Mr Norman L Macdonald	Mr Angus Macdonald
	Mr Keith Dodson	Mr Donald Manford

APOLOGIES	Mr Iain Morrison (Vice-Chairman)

		MINUTES
Minute of Meeting of 3 June 2003	1	The Minute of Meeting of 3 June 2003 was approved.
		PRESENTATION Mr Angus McCormack declared an interest in the following item.
An Lanntair AL05.02.29	2	The Director for Sustainable Communities submitted a Report to enable the Committee to consider a revenue funding bid from An Lanntair and to approve the terms of a draft service level agreement with An Lanntair for 2004-05.
		It was agreed to recommend that: (1) consideration of recommendations (a) - (c) of the Report by the Director for Sustainable Communities be deferred to the Policy and Resources Committee on 4 September 2003; (2) the business plan for An Lanntair be circulated to all Members as soon as possible prior to the meeting in (1) above; and (3) the draft Service Level Agreement between the Comhairle and An Lanntair for funding year 2004/05 be agreed.
		FINANCE
Quarter 1 Revenue Forecast Outturn 2003/04	3	The Director of Finance submitted a Report informing Members about the Comhairle's Forecast Revenue Outturn for 2003/2004 at the end of the first quarter. It was agreed to recommend approval of the recommendations detailed in the Report by the Director of Finance concerning Quarter 1 Revenue Forecast Out-turn 2003/04, insofar as the Committee's interest was concerned.
Non Housing Capital Monitoring 1 April 2003 - 30 June 2003	4	The Director of Finance submitted a Report informing Members of progress and seeking decisions on changes in the Capital Programme for 2003/04 as at 30 June 2003. It was agreed to recommend approval of the recommendations detailed in the Report by the Director of Finance concerning Non-Housing Capital Monitoring 1 April 2003 - 30 June 2003, insofar as the Committee's interest was concerned.
General Fund Capital Programme 2003 - 2004	5	The Director of Finance submitted a Report advising Members of the options available to them in setting a capital programme for 2004/08 and seeking agreement on the process by which the programme could be finalised. It was agreed to recommend approval of the recommendations detailed in the Report by the Director of Finance concerning the General Fund Capital Programme 2004 - 2008, insofar as the Committee's interest was concerned.
Additional Projects for 2003/04 Capital Programme	6	The Director of Finance submitted a Report informing Members of the additional projects identified by the Finance Working Group for inclusion in the 2003/04 Capital Programme, should resources permit. It was stated that the Comhairle is in the final year of funding Capital Expenditure by Section 94 Consent as the Prudential System for Capital Accounting comes into effect on 1 April 2004. To ensure that consent is not lost and that no Grant Aided Expenditure is eroded for loan charge support, it is proposed that the Capital Programme be increased to a projected 10% overspend.
		It was agreed to recommend approval of the recommendations detailed in the Report by the Director of Finance concerning Non-Housing Capital Programme 2003/04 Additional Projects, insofar as the Committee's interest was concerned.
Repairs and Maintenance & M (Revenue) Programme 2003/2004: Quarterly Expenditure Report to 30 June 2003 AL03.03.02	7	With reference to item 7 of the Minute of Meeting of 4 February 2003, the Director of Technical Services submitted a Report concerning expenditure on the Repairs and Maintenance of properties held on the Arts and Leisure account up to 30 June 2003. It was agreed to recommend that the Report be noted and to note that further Reports on the repairs and maintenance of properties held on the Arts and Leisure Account will continue to be placed before the Committee at quarterly intervals.
		Mr Alex A Macdonald declared an interest and withdrew from the meeting during consideration of the following item.
Concessionary Rates AL03	8	The Director for Sustainable Communities submitted a Report concerning the standardisation of concessionary rates for the use of Comhairle leisure facilities.
		It was agreed to recommend that: (1) all people of 60 years of age or over be deemed eligible for concessionary rate for all Comhairle facilities; and (2) the Director for Sustainable Communities submit a Report in the context of the key tasks process on the feasibility of offering free use of facilities to all people of 60 years or over.
Lochboisdale Amenity Trust AL02.12	9	The Director for Sustainable Communities submitted a Report to consider a request for financial assistance from Lochboisdale Amenity Trust for the purpose of replacing the Comhairle owned play area in Casimir Place, Daliburgh, with a new play area in Kenneth Drive, Lochboisdale.
		It was agreed to recommend that a grant of £15K be awarded to Lochboisdale Amenity Trust, from the Capital Programme for Play Areas, for the development of a Play Area in Kenneth Drive, subject to Lochboisdale Amenity Trust demonstrating that; (a) a full financial package, including match funding, is available; (b) local residents are happy with the closure of Casimir Place, Daliburgh, and with the proposed development at Kenneth Drive, Lochboisdale; and (c) the development conforms with the building standards outlined within the Comhairle Policy on Play Areas (21 November 2000).
		Mr Donald J Macsween declared and interest and withdrew from the meeting during consideration of the following item.
Mod nan Eilean Siar 2005 AL05.05(b)	10	With reference to Item 2 of the Minute of Meeting of 1 October 2002, the Chief Executive and the Director for Sustainable Communities submitted a joint Report concerning the Mod nan Eilean Siar 2005 event.
		It was agreed to recommend that: (1) consideration as a planning assumption, be given to allocating £150K to Mòd nan Eilean Siar 2005 on the basis of three equal payments of £50K in the financial years 2003/04, 2004/05 and 2005/06; (2) the Comhairle note that thereafter £30k per annum would need to be allocated, on the basis that the Mod is held in the Western Isles on a five-year rotational cycle; and (3) the Chief Executive submit a Report giving full financial details and analysis of the Comhairle's contribution to the Mod in 2001 and the use of the Comhairle's contribution by the Mod organisation.
		BUILDINGS
Stornoway New Sports Centre: Progress Report AL02.20	11	The Director of Technical Services submitted a Report giving information on progress with the Stornoway New Sports Centre. The Report indicated that the contract had been awarded to Tulloch Construction Group in January 2003 for completion of the Sports Centre by 31 May 2004, with overall completion of the project due by 30 September 2004. It was agreed to recommend that the Report be noted.
Nicolson Lewis Sports Centre AL02.01	12	The Director for Sustainable Communities submitted a Report inviting Members to consider the future of the Nicolson Lewis Sports Centre, when the New Sports Centre is operational.
		It was agreed to recommend that: (1) the Nicolson Lewis Sports Centre be advertised in the local press; and (2) potential developers be asked to outline their proposals for the future use of the building.
		ADDITIONAL ITEM
		The Chairman ruled that, in accordance with the provisions of Section 50B(4) of the Local Government (Scotland) Act 1973, as detailed in terms of Standing Order 8, the following item be considered as a matter of urgency in order that the provision of squash courts could be progressed without delay.
New Sport Centre Squash Courts AL02.01		The Director for Sustainable Communities submitted a Report concerning the new Sports Centre Squash Courts. It was agreed to recommend that the Director for Sustainable Communities submit a further Report on the options for glass backed squash courts or a viewing gallery.
		It was agreed that the public, including the press, be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 6 Schedule 7A of the Local Government (Scotland) Act 1973 would be disclosed, namely, information relating to the financial or business affairs of any particular person (other than the Comhairle).
Library Coffee Shop AL08.09	13	The Director for Sustainable Communities submitted a Report to consider the future direction of the Library Coffee Shop.
		It was agreed to recommend that: (1) Option 2 as outlined in the section 10.2 of the Report; To develop a Healthy Living Centre linked to the promotional activities of the Community Planning Partnership be approved; and (2) the Healthy Living Centre reports to the Arts and Leisure Committee, when fully operational, in December 2003.
Programme and Progress PR33.01.12	14	With reference to item 7 of the Minute of Meeting of 3 June 2003, the Director of Technical Services submitted a Report detailing the capital works programme and progress in relation to Arts and Leisure properties.
		It was agreed to recommend that the Report be noted.
		SPORTS
Opening Hours and Revenue Requirements of New Sports Centre AL02.20	15	The Director for Sustainable Communities submitted a Report to allow members to consider opening hours and the additional revenue expenditure required to operate the New Sports Centre in Lewis. It was agreed to recommend that the new facility be open to the public from 8am - 10pm during Monday - Friday and from 9am - 8pm on a Saturday.
Play Areas in the Western Isles AL02.12	16	The Director for Sustainable Communities submitted a Report to update Members on the current Co mhairle policy with regard to play areas. It was agreed to recommend retention of the existing policy on play areas.
		MUSEUMS
Museum Registration Scheme: Response to New Draft Standard AL09.01	17	The Director for Sustainable Communities submitted a Report presenting the response from the Museum Curator to the new draft standard for the Museum Registration Scheme and to seek homologation for this. It was agreed to recommend homologation of the action of the Museum Curator in responding to the consultation process for the draft Registration Standard.
		MINIBUSES
Community Education Minibuses: Update AL06.06	18	The Director for Sustainable Communities submitted a Report outlining the current position regarding the viability of the three minibuses operated by Community Education. It was agreed to recommend that the Comhairle:
		(1) note the current position; and (2) approve the replacement of 3 minibuses (PIR Ref: COU 2) as detailed in item 6 above, subject to consideration at the August series.
		PERFORMANCE REVIEW
Reports Outstanding: Progress PR33.01.12.	19	With reference to Item 12 of the Minute of Meeting of 3 June 2003, the Director of Corporate Services submitted a Report concerning Reports Outstanding arising from decisions of the Arts and Leisure Committee.
		It was agreed to recommend that the Comhairle note the Report.