28 August 2001

COMHAIRLE NAN EILEAN SIAR

ARTS AND LEISURE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Tuesday 28 August 2001 at 9.00am.

PRESENT

Mr Alasdair G Macrae (Chairman)

Mrs Katie M Mackenzie (Vice-Chairman)

Mr Malcolm J Macleod

Mr Iain Morrison

Mr Philip R McLean

Mr Alexander A Macdonald

Mr Donald J Maclean

Mr Norman A Macdonald

Mr Finlay Morrison

Mr Malcolm J Graham

Mr Ronald J Mackinnon

Mr Roderick J Murray

Mr Donald Manford

Tribute: Summer Events

The Chairman congratulated all those who were involved in organising and co-ordinating the following events which were held throughout the Western Isles during the summer months.

Local Mod

Hebridean Celtic Festival

Feis nan Eilean

Local Community Games

Motiv8 Scheme.

CONSTITUTION

It was agreed to suspend Section 10(a) of the Scheme of Administration to allow consideration of items 58 and 59.

Election of Chairman

C02.01

58

The Democratic Services Manager chaired the meeting and called for nominations for Chairman of the Committee.

Mrs Mary Bremner, seconded by Mr Malcolm J Graham, moved the election of Mr Alasdair G Macrae.

There being no further nominations the Development Services Manager declared that Mr Alasdair G Macrae had been duly elected as Chairman of the Committee for the remainder of the term of the Comhairle or the lifetime of the Committee, whichever was shorter.

Election of Vice-Chairman

C02.01

59

The Chairman called for nominations for Vice-Chairman of the Committee.

Mr Malcolm J Graham, seconded by Mr Norman A Macdonald, moved the election of Mrs Katie M Mackenzie.

There being no further nominations the Chairman declared that Mrs Katie M Mackenzie had been duly elected as Vice-Chairman of the Committee for the remainder of the term of the Comhairle or the lifetime of the Committee, whichever was shorter.

MINUTES

Arts and Leisure Committee

C02.13

60

The Minute of Meeting 29 May 2001 was approved.

FINANCE

Quarterly Forecast Revenue Outturn

61

The Principal Administrator sought and obtained the Chairman's permission to withdraw this item.

Carry Forward of Revenue Budgets

62*

The Director of Finance submitted a Report referring to the Council policy which allowed the carry forward of 2% of any underspend and 1% of any overspend in Departments' controllable budgets. Appended to the Report was:

(1) details of the out-turn position of each of Heads of Service which showed a net carry forward of £411,000 from 2000/2001, and;

(2) details of how Departments proposed to apply or achieve savings to meet these "carry forwards" in the current year.

It was agreed to recommend that the Comhairle:

(1) approve the carry forward of Revenue Budgets as detailed in Appendix 1 of the Report by the Director of Finance; and

(2) approve the application of "carry forwards" as detailed in Appendix 2 of the Report by the Director of Finance.

1% Savings on Revenue Budgets

63*

The Director of Finance submitted a Report appending details of savings which it was proposed to implement in order to achieve savings of up to 1% within controllable budgets.

It was stated in the Report that a 1% saving across all controllable budgets equated to a total of £515,000.

It was agreed to recommend that the Comhairle approve the 1% savings on Revenue Budgets as detailed in Appendix 1 of the Report by the Director of Finance.

Capital Monitoring and Strategy

PR110.05

64

The Principal Administrator sought and obtained the Chairman's permission to withdraw this item.

Repairs and Maintenance (Revenue) Programme 2001/2002

AL03.03.02

65

The Director of Technical Services submitted a Report concerning expenditure on the Repair and Maintenance of properties held on the Arts and Leisure Account to 30 June 2001.

It was agreed to note the Report.

BUSINESS MANAGEMENT

Business Plan Summary

66

There was submitted Business Plan Summaries prepared by each Head of Service.

It was agreed to note the Business Plan Summaries as submitted, insofar as the Committee's interest was concerned.

LAND AND BUILDINGS

Programme and Progress

PR03.02.01

67

The Director of Technical Services submitted a programme and progress Report in relation to the Arts and Leisure Capital Programme.

It was agreed to note the Report.

Lews Castle - Future Use

AL02.17

68*

The Director for Sustainable Communities submitted a Report detailing the main conclusions of the Lews Castle Member/Officer Working Group in respect of the future use and development of the Lews Castle and the Castle Grounds. The Report detailed the draft objects and membership provisions of the draft Memorandum and Articles of Association of the proposed Lews Castle Trust who would be responsible for undertaking the refurbishment and development of the Castle and associated grounds.

It was agreed to recommend that:

(1) the Objects and Membership provisions of the draft Articles of Association of the Lews Castle Trust, a proposed Company Limited by Guarantee, be approved.

(2) a Project Initiation Report, outlining the financial and other resource implications of setting up the proposed Company and undertaking a full feasibility study of the refurbishment and development of Lews Castle be submitted to the next meeting of the Committee; and

(3) a joint consultation exercise be undertaken with Stornoway Trust to seek the views of the public on the options and proposals for the future development of the Lews Castle and the Castle Grounds.

REQUEST FOR FINANCIAL ASSISTANCE

Feisean nan Gaidheal

AL11.01

69*

The Director for Sustainable Communities submitted a Report concerning a request for financial assistance from Feisean nan Gaidheal for the purpose of employing a part time development worker in the Western Isles.

It was agreed to recommend that a revenue grant of £3k be awarded to Feisean nan Gaidheal, being £1.5k from the Youth Budget and £1.5k from the Arts Budget.

GAIN

AL11.01

70*

The Director for Sustainable Communities submitted a Report concerning a request for financial assistance from GAIN for the development of a fitness park and play ground at Eoropie sands, Ness.

It was agreed to recommend that GAIN be awarded £25k for the development of a fitness park and playground at Eoropie Sands in Ness from the Capital Programme for Voluntary Organisations 2001/02.

Lewis Car Club

AL11.01

71*

The Director for Sustainable Communities submitted a Report concerning a request for financial assistance from Lewis Car Club for the development of a driver training and karting centre at the Creed Enterprise Park, Stornoway. The Car Club are in the process of developing a £240,000 driver training and karting centre and had requested £5k from the Comhairle to complete the project.

It was agreed to recommend that £5k be awarded to Lewis Car Club to assist with the capital cost of the development of a driver training and karting centre near Stornoway from the Capital Programme for Voluntary Organisations 2001/02.

Leverburgh Village Hall

AL11.01

72*

The Director for Sustainable Communities submitted a Report concerning a request for financial assistance from Leverburgh Village Hall towards the cost of essential equipment.

It was agreed to recommend that £14k be allocated to Leverburgh Village Hall from the Capital Programme for Voluntary Organisations 2001/02.

Comunn Eachdraidh Nis: Archaeological Finds Processing Room

AL11.01

73*

The Director for Sustainable Communities submitted a Report concerning an application for financial assistance from Comunn Eachdraidh Nis towards the creation of an archaeological finds processing room. The Report detailed a number of concerns regarding the application which had yet to be addressed.

It was agreed to recommend that the Director for Sustainable Communities be authorised to:

(1) meet with the applicants to progress the application and address the outstanding issues; and

(2) grant up to £5k to Comunn Eachdraidh Nis in consultation with the Chairman.

SPORTS

Re-development of Nicolson Lewis Sports Centre

AL02.01

74*

The Director for Sustainable Communities submitted a Report asking Members to approve a design brief for the redevelopment of the Nicolson Lewis Sports Centre. The Report outlined four options based on two design concepts which centred on the redevelopment of the existing building with its intrinsic design limitations or the potential for developing a new site with the advantages of better income opportunity, more controllable maintenance costs and better integration with Education and other sports facilities.

It was agreed to recommend that the Comhairle proceed with the development of a new Leisure Facility on the ABC site on the basis of a new build and that:

(1) a further £1.5million be added to the Conditional List for the Stornoway Leisure Facility Project as a contingency against the ability to attract additional external finance;

(2) the realisation of assets associated with the development of the facility be utilised to fund the project;

(3) officers be authorised to seek additional external funding for the project;

(4) the Director for Sustainable Communities be asked to assess and minimise the future risks associated with the project through the development of action plans and risk assessments;

(5) the design architects be instructed to proceed with the design to tender stage of Option C;

(6) applications for external funding be made for matching funding on the basis of those designs and firm costings; and

(7) the Director of Corporate Services be authorised to proceed with conditional land acquisition.

School Sport Co-ordinator Programme

AL06.01.58

75*

The Director for Sustainable Communities and the Director of Education submitted a joint Report detailing progress with the development of the School Sport Co-ordinator Programme. The Programme was a nationally funded initiative aimed at supporting and enhancing the range and quality of extended curricular sporting provision in schools.

It was agreed to recommend approval of the submission of applications to Sportscotland to establish a Sports Co-ordinator Programme for Secondary Schools in the Western Isles on the basis detailed in the Report.

Establishment of Principal Officer Post - Sport and Fitness

AL06.01.58

76*

The Director for Sustainable Communities submitted a Report concerning the proposed establishment of a Principal Officer, Sport and Fitness. The postholder would have full operational responsibilities for sports facilities and sports development and would directly manage the remaining members of staff within sports facilities/sport development.

It was agreed to recommend that:

(1) the post of Principal Officer, Sport and Fitness be established on pay scale PO1 - 8 plus Islands Allowance;

(2) competition for the post be restricted to the current establishment within sports facilities and sports development; and

(3) the successful candidate's existing substantive post be dis-established.

COMMUNITY DEVELOPMENT

Museum Service: Comainn Eachdraidh

AL09.02

77

The Director for Sustainable Communities submitted a Report outlining the relationship between Museum nan Eilean and the Comunn Eachdraidh. The Museum provided professional support, advice and assistance to the Comunn Eachdraidh. In the relationship with the Comunn Eachdraidh the Museum service recognised the integrity and independence of individual Comunn Eachdraidh.

It was agreed to note the Report.

Library Automation Project: Additional Capital Funding

AL08

78*

The Director for Sustainable Communities submitted a Report concerning the proposed allocation of an additional £25k to the library automation project in the current financial year in order to enhance access to and the management of library information resources and complement the People's Network Developments.

It was agreed to recommend approval of an additional £25k for the Library Automation Project from slippage within the Arts and Leisure Capital Programme within the current financial year, subject to the agreement of the Policy and Finance Committee.

Play Areas - Feedback from Public Consultation

AL02.12

79*

The Director for Sustainable Communities submitted a Report concerning the outcome of the public consultation exercise on changes to the Comhairle's policy regarding the renovation and replacement of play areas.

It was agreed to recommend:

(1) approval of the policy direction in respect of play areas, as detailed in the Report; and

(2) that the Director of Technical Services be authorised to provide assistance equivalent to one hour of free consultation to community groups wishing to take over and develop play areas.

Harris Development Ltd - Manish Community Workshop

AL04

80*

The Director for Sustainable Communities submitted a Report concerning proposals to transfer Manish Community Workshop to Harris Development Ltd in order to allow the workshop to be redeveloped as a training centre for courses in boat building, maintenance and repair.

It was agreed to recommend that:

(1) Manish Community Workshop be transferred to Harris Development Ltd for the purpose of redeveloping it as a training centre for courses in boat building, maintenance and repair. The transfer would be subject to obtaining the consent of the Scottish Executive to the disposal of the subjects at less than market value or on such other terms and conditions as the Director for Sustainable Communities, in consultation with the Director of Corporate Services, shall determine;

(2) a grant of £4k be awarded to Harris Development to establish the training project from the Community Grants Scheme;

(3) a condition be included in the terms and conditions of sale that the property would revert to the Comhairle in the event that it ceased to be used for a community purpose or falls into disrepair; and

(4) should the property revert to the Comhairle, it be offered to the adjoining proprietor of Manish School and Schoolhouse at District Valuer's valuation.

RELATED MATTERS

World Festival for Island Cultures

PR60

81

The Chairman of Development Services submitted a Report detailing the World Festival for Island Cultures which was held in Jeju, Korea where the Western Isles were represented by a group of local performers.

It was agreed to note the Report.

PERFORMANCE REVIEW

Reports Outstanding

PR33.01.12

82

The Director of Corporate Services submitted a progress Report in relation to items of business outstanding from previous decisions of the Arts and Leisure Committee.

It was agreed to note the Report.

Arising out of consideration of the above item, it was agreed that the Director for Sustainable Communities would submit a progress Report on vetting procedures for adults working with young people to the next meeting.

PRESENT	Mr Alasdair G Macrae (Chairman)
	Mrs Katie M Mackenzie (Vice-Chairman)
	Mr Malcolm J Macleod
	Mr Iain Morrison	Mr Philip R McLean
	Mr Alexander A Macdonald	Mr Donald J Maclean
	Mr Norman A Macdonald	Mr Finlay Morrison
	Mr Malcolm J Graham	Mr Ronald J Mackinnon
	Mr Roderick J Murray	Mr Donald Manford

Tribute: Summer Events		The Chairman congratulated all those who were involved in organising and co-ordinating the following events which were held throughout the Western Isles during the summer months. Local Mod Hebridean Celtic Festival Feis nan Eilean Local Community Games Motiv8 Scheme.
		CONSTITUTION
		It was agreed to suspend Section 10(a) of the Scheme of Administration to allow consideration of items 58 and 59.
Election of Chairman C02.01	58	The Democratic Services Manager chaired the meeting and called for nominations for Chairman of the Committee. Mrs Mary Bremner, seconded by Mr Malcolm J Graham, moved the election of Mr Alasdair G Macrae. There being no further nominations the Development Services Manager declared that Mr Alasdair G Macrae had been duly elected as Chairman of the Committee for the remainder of the term of the Comhairle or the lifetime of the Committee, whichever was shorter.
Election of Vice-Chairman C02.01	59	The Chairman called for nominations for Vice-Chairman of the Committee. Mr Malcolm J Graham, seconded by Mr Norman A Macdonald, moved the election of Mrs Katie M Mackenzie. There being no further nominations the Chairman declared that Mrs Katie M Mackenzie had been duly elected as Vice-Chairman of the Committee for the remainder of the term of the Comhairle or the lifetime of the Committee, whichever was shorter.
		MINUTES
Arts and Leisure Committee C02.13	60	The Minute of Meeting 29 May 2001 was approved.
		FINANCE
Quarterly Forecast Revenue Outturn	61	The Principal Administrator sought and obtained the Chairman's permission to withdraw this item.
Carry Forward of Revenue Budgets	62*	The Director of Finance submitted a Report referring to the Council policy which allowed the carry forward of 2% of any underspend and 1% of any overspend in Departments' controllable budgets. Appended to the Report was: (1) details of the out-turn position of each of Heads of Service which showed a net carry forward of £411,000 from 2000/2001, and; (2) details of how Departments proposed to apply or achieve savings to meet these "carry forwards" in the current year. It was agreed to recommend that the Comhairle: (1) approve the carry forward of Revenue Budgets as detailed in Appendix 1 of the Report by the Director of Finance; and (2) approve the application of "carry forwards" as detailed in Appendix 2 of the Report by the Director of Finance.
1% Savings on Revenue Budgets	63*	The Director of Finance submitted a Report appending details of savings which it was proposed to implement in order to achieve savings of up to 1% within controllable budgets. It was stated in the Report that a 1% saving across all controllable budgets equated to a total of £515,000. It was agreed to recommend that the Comhairle approve the 1% savings on Revenue Budgets as detailed in Appendix 1 of the Report by the Director of Finance.
Capital Monitoring and Strategy PR110.05	64	The Principal Administrator sought and obtained the Chairman's permission to withdraw this item.
Repairs and Maintenance (Revenue) Programme 2001/2002 AL03.03.02	65	The Director of Technical Services submitted a Report concerning expenditure on the Repair and Maintenance of properties held on the Arts and Leisure Account to 30 June 2001. It was agreed to note the Report.
		BUSINESS MANAGEMENT
Business Plan Summary	66	There was submitted Business Plan Summaries prepared by each Head of Service. It was agreed to note the Business Plan Summaries as submitted, insofar as the Committee's interest was concerned.
		LAND AND BUILDINGS
Programme and Progress PR03.02.01	67	The Director of Technical Services submitted a programme and progress Report in relation to the Arts and Leisure Capital Programme. It was agreed to note the Report.
Lews Castle - Future Use AL02.17	68*	The Director for Sustainable Communities submitted a Report detailing the main conclusions of the Lews Castle Member/Officer Working Group in respect of the future use and development of the Lews Castle and the Castle Grounds. The Report detailed the draft objects and membership provisions of the draft Memorandum and Articles of Association of the proposed Lews Castle Trust who would be responsible for undertaking the refurbishment and development of the Castle and associated grounds. It was agreed to recommend that: (1) the Objects and Membership provisions of the draft Articles of Association of the Lews Castle Trust, a proposed Company Limited by Guarantee, be approved. (2) a Project Initiation Report, outlining the financial and other resource implications of setting up the proposed Company and undertaking a full feasibility study of the refurbishment and development of Lews Castle be submitted to the next meeting of the Committee; and (3) a joint consultation exercise be undertaken with Stornoway Trust to seek the views of the public on the options and proposals for the future development of the Lews Castle and the Castle Grounds.
		REQUEST FOR FINANCIAL ASSISTANCE
Feisean nan Gaidheal AL11.01	69*	The Director for Sustainable Communities submitted a Report concerning a request for financial assistance from Feisean nan Gaidheal for the purpose of employing a part time development worker in the Western Isles. It was agreed to recommend that a revenue grant of £3k be awarded to Feisean nan Gaidheal, being £1.5k from the Youth Budget and £1.5k from the Arts Budget.
GAIN AL11.01	70*	The Director for Sustainable Communities submitted a Report concerning a request for financial assistance from GAIN for the development of a fitness park and play ground at Eoropie sands, Ness. It was agreed to recommend that GAIN be awarded £25k for the development of a fitness park and playground at Eoropie Sands in Ness from the Capital Programme for Voluntary Organisations 2001/02.
Lewis Car Club AL11.01	71*	The Director for Sustainable Communities submitted a Report concerning a request for financial assistance from Lewis Car Club for the development of a driver training and karting centre at the Creed Enterprise Park, Stornoway. The Car Club are in the process of developing a £240,000 driver training and karting centre and had requested £5k from the Comhairle to complete the project. It was agreed to recommend that £5k be awarded to Lewis Car Club to assist with the capital cost of the development of a driver training and karting centre near Stornoway from the Capital Programme for Voluntary Organisations 2001/02.
Leverburgh Village Hall AL11.01	72*	The Director for Sustainable Communities submitted a Report concerning a request for financial assistance from Leverburgh Village Hall towards the cost of essential equipment. It was agreed to recommend that £14k be allocated to Leverburgh Village Hall from the Capital Programme for Voluntary Organisations 2001/02.
Comunn Eachdraidh Nis: Archaeological Finds Processing Room AL11.01	73*	The Director for Sustainable Communities submitted a Report concerning an application for financial assistance from Comunn Eachdraidh Nis towards the creation of an archaeological finds processing room. The Report detailed a number of concerns regarding the application which had yet to be addressed. It was agreed to recommend that the Director for Sustainable Communities be authorised to: (1) meet with the applicants to progress the application and address the outstanding issues; and (2) grant up to £5k to Comunn Eachdraidh Nis in consultation with the Chairman.
		SPORTS
Re-development of Nicolson Lewis Sports Centre AL02.01	74*	The Director for Sustainable Communities submitted a Report asking Members to approve a design brief for the redevelopment of the Nicolson Lewis Sports Centre. The Report outlined four options based on two design concepts which centred on the redevelopment of the existing building with its intrinsic design limitations or the potential for developing a new site with the advantages of better income opportunity, more controllable maintenance costs and better integration with Education and other sports facilities. It was agreed to recommend that the Comhairle proceed with the development of a new Leisure Facility on the ABC site on the basis of a new build and that: (1) a further £1.5million be added to the Conditional List for the Stornoway Leisure Facility Project as a contingency against the ability to attract additional external finance; (2) the realisation of assets associated with the development of the facility be utilised to fund the project; (3) officers be authorised to seek additional external funding for the project; (4) the Director for Sustainable Communities be asked to assess and minimise the future risks associated with the project through the development of action plans and risk assessments; (5) the design architects be instructed to proceed with the design to tender stage of Option C;
		(6) applications for external funding be made for matching funding on the basis of those designs and firm costings; and (7) the Director of Corporate Services be authorised to proceed with conditional land acquisition.
School Sport Co-ordinator Programme AL06.01.58	75*	The Director for Sustainable Communities and the Director of Education submitted a joint Report detailing progress with the development of the School Sport Co-ordinator Programme. The Programme was a nationally funded initiative aimed at supporting and enhancing the range and quality of extended curricular sporting provision in schools. It was agreed to recommend approval of the submission of applications to Sportscotland to establish a Sports Co-ordinator Programme for Secondary Schools in the Western Isles on the basis detailed in the Report.
Establishment of Principal Officer Post - Sport and Fitness AL06.01.58	76*	The Director for Sustainable Communities submitted a Report concerning the proposed establishment of a Principal Officer, Sport and Fitness. The postholder would have full operational responsibilities for sports facilities and sports development and would directly manage the remaining members of staff within sports facilities/sport development. It was agreed to recommend that: (1) the post of Principal Officer, Sport and Fitness be established on pay scale PO1 - 8 plus Islands Allowance; (2) competition for the post be restricted to the current establishment within sports facilities and sports development; and (3) the successful candidate's existing substantive post be dis-established.
		COMMUNITY DEVELOPMENT
Museum Service: Comainn Eachdraidh AL09.02	77	The Director for Sustainable Communities submitted a Report outlining the relationship between Museum nan Eilean and the Comunn Eachdraidh. The Museum provided professional support, advice and assistance to the Comunn Eachdraidh. In the relationship with the Comunn Eachdraidh the Museum service recognised the integrity and independence of individual Comunn Eachdraidh. It was agreed to note the Report.
Library Automation Project: Additional Capital Funding AL08	78*	The Director for Sustainable Communities submitted a Report concerning the proposed allocation of an additional £25k to the library automation project in the current financial year in order to enhance access to and the management of library information resources and complement the People's Network Developments. It was agreed to recommend approval of an additional £25k for the Library Automation Project from slippage within the Arts and Leisure Capital Programme within the current financial year, subject to the agreement of the Policy and Finance Committee.
Play Areas - Feedback from Public Consultation AL02.12	79*	The Director for Sustainable Communities submitted a Report concerning the outcome of the public consultation exercise on changes to the Comhairle's policy regarding the renovation and replacement of play areas. It was agreed to recommend: (1) approval of the policy direction in respect of play areas, as detailed in the Report; and (2) that the Director of Technical Services be authorised to provide assistance equivalent to one hour of free consultation to community groups wishing to take over and develop play areas.
Harris Development Ltd - Manish Community Workshop AL04	80*	The Director for Sustainable Communities submitted a Report concerning proposals to transfer Manish Community Workshop to Harris Development Ltd in order to allow the workshop to be redeveloped as a training centre for courses in boat building, maintenance and repair. It was agreed to recommend that: (1) Manish Community Workshop be transferred to Harris Development Ltd for the purpose of redeveloping it as a training centre for courses in boat building, maintenance and repair. The transfer would be subject to obtaining the consent of the Scottish Executive to the disposal of the subjects at less than market value or on such other terms and conditions as the Director for Sustainable Communities, in consultation with the Director of Corporate Services, shall determine; (2) a grant of £4k be awarded to Harris Development to establish the training project from the Community Grants Scheme; (3) a condition be included in the terms and conditions of sale that the property would revert to the Comhairle in the event that it ceased to be used for a community purpose or falls into disrepair; and (4) should the property revert to the Comhairle, it be offered to the adjoining proprietor of Manish School and Schoolhouse at District Valuer's valuation.
		RELATED MATTERS
World Festival for Island Cultures PR60	81	The Chairman of Development Services submitted a Report detailing the World Festival for Island Cultures which was held in Jeju, Korea where the Western Isles were represented by a group of local performers. It was agreed to note the Report.
		PERFORMANCE REVIEW
Reports Outstanding PR33.01.12	82	The Director of Corporate Services submitted a progress Report in relation to items of business outstanding from previous decisions of the Arts and Leisure Committee. It was agreed to note the Report. Arising out of consideration of the above item, it was agreed that the Director for Sustainable Communities would submit a progress Report on vetting procedures for adults working with young people to the next meeting.