ARTS AND LEISURE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Wednesday 30 August 2000 at 6.30pm

PRESENT	Mr Alasdair G Macrae (Chairman)
	Mrs Katie M Mackenzie (Vice-Chairman)
	Mr Iain Morrison	Mr Philip R McLean
	Mr Norman A Macdonald	Mr Donald J Macsween
	Mr Malcolm J Graham	Mrs Mary Bremner
	Mr Roderick J Murray	Mr Ronald J Mackinnon
	Mr George Lonie	Mr Donald Manford
APOLOGIES	Mr Finlay Morrison	Mr Norman L Macdonald

Tribute: Summer Events		The Chairman congratulated all those who were involved in the organising and co-ordinating of various events held in the Western Isles throughout the summer months.
Tribute: Alasdair Dunlop		The Chairman referred to Mr Alasdair Dunlop who, in July 2000, had competed in the European Veterans Athletics Championships, winning 3 gold medals.
Tribute: Eve Carrington		The Chairman referred to Eve Carrington who recently won the Scottish National under 13 high jump championships, which were held in Inverness in July 2000.
		MINUTES
Arts and Leisure Committee C02.13	54	The Minute of Meeting of 30 May 2000 was approved.
Community Development Member/Officer Working Group AL01.10	55	The Minute of Meeting of the Community Development Member/Officer Working Group of 1 June 2000 was noted.
		FINANCE
Non-Housing Capital Monitoring 1 April 2000 - 30 June 2000 PR110.05	56	With reference to item 133 of the Minute of Meeting of 30 November 1999 the Director of Finance submitted a Report concerning progress on the Capital Programme for 2000/2001 to 2002 /2003. The Report detailed the resources available in terms of Gross Capital Expenditure against the Forecast Expenditure indicating that it was £991,000 above the total resources available which was outwith the 5% upper tolerance limit therefore reducing resources available in future financial years. The Report detailed the projects requiring Capital funding including those projects which were approved subject to external funding being granted, and indicated that at the end of the First Quarter of the three year Capital Programme four projects required further consideration for additional finance for inclusion in the Capital Programme.
		It was agreed to recommend that: (1) the Forecast Outturn as the Revised Approved Programme be approved specifically; (2) £168k at the Nicolson Institute be accelerated into the 2000/2001 Revised Approved Programme. (3) £37k be included in the Programme for Safer Routes to Schools following Specific Section 94 Consent being made available; (4) net expenditure of £34k for St Brenden's Kitchen improvements be transferred from the Conditional List to the Capital Programme; (5) net expenditure of £105k for Dun Eisdean be transferred from the Reserve List to the Capital programme and it should be funded from slippage within the Programme; (6) an additional £50k be included in the Capital Programme to be funded from slippage to meet the expected extra costs of the Home Care Information Services; (7) the Balivanich Community Regeneration expenditure of £234k be included in the Capital Programme on confirmation of additional consent being awarded; (8) an overspend of £134k for rock royalties for Eriskay Causeway to be included in 20001/2002 funded out of slippage; (9) net expenditure of £35k for Ard ma Ruibh be transferred from the Conditional List to the Capital Programme; (10) the £200k An Lanntair Guarantee be removed from the Capital Programme; (11) net expenditure of £250k for Leverburgh Basin and Breakwater be transferred from the Conditional List to the Capital Programme; (12) members should determine if net expenditure of approximately £100k for the Bragar Slipway Project is to be included in the current Capital Programme and if it can be funded from slippage; (13) expenditure of £30k for the Tarbert Village Improvements project is transferred from the Conditional List to the Capital Programme; and (14) the Director of Finance seek to obtain £1, additional Section 94 Consent in 2000/2001 to be repaid in 2001/2002 of 2002/2003
First Quarter Revenue Monitoring AL03.03.01	57	With reference to item 90 of the Minute of Meeting of 17 August 1999 the Acting Director of Education and Leisure Services submitted a Report concerning the First Quarter Revenue Monitoring for 2000/2001 for the Arts and Leisure Committee. The Report detailed areas of revenue expenditure incurred in relation to the Arts and Leisure budget for the period to 30 June 2000. It was agreed to note the Report.
Carry Forward of Revenue Budgets from 1999/2000 to the 2000/2001 Financial Year AL03.03	58	With reference to item 55 of the Minute of Meeting of 15 June 1999 the Acting Director of Education and Leisure Services submitted a Report concerning a deficit of £23,232 from the 1999/2000 Revenue Budget on the Arts and Leisure account and proposed savings to meet the deficit carry forward. It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to implement savings to meet a deficit carry forward between the 1999/2000 and 2000/2001 Revenue Budget as follows: (1) delay in filling of post of Community Education Worker - £3.2k (2) deferred implementation of Arts Centre Project - £200k Total - £23.2K.
		LAND AND BUILDINGS
Repairs and Maintenance (Revenue) Programme 2000/2001 Quarterly Expenditure Report to 30 June 2000 AL03.03.01	59	With reference to item 10 of the Minute of Meeting of 1 February 2000 the Director of Technical Services submitted a Report concerning expenditure on the Repairs and Maintenance of properties held on the Arts and Leisure account to 30 June 2000. It was agreed to note the Report.
Programme and Progress PR03.02.01	60	With reference to item 36 of the Minute of Meeting of 30 May 2000 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 Essential Maintenance AL02.17	61	With reference to item 118 of the Minute of Meeting of 5 October 1999 the Director of Technical Services submitted a Report concerning proposals for remedial works to be carried out at the Lews Castle Building. The Report highlighted the works as being essential and indicated that the estimated cost of these works would exceed the £30,000 provision within the 2000/2001 Capital Programme and suggested that the project be funded by bringing forward £30,000 within the 20001/20002 Capital Programme and this be balanced by a planned matching slippage on the Stornoway Town Hall Project. It was agreed to recommend that the Director of Technical Services be authorised to implement the following essential maintenance to the Lews Castle building: (1) replacement of roof covering to Boiler House; (2) provision of temporary oil storage tank; and (3) replacement of one boiler and controls
Site for Community Hall/Sports Centre at Lionel School - Proposed Amendment to Area to be Leased E02.01	62	The Director of Corporate Services submitted a Report concerning an application from Ness Sports and Recreation Association to amend the area of land which the Comhairle had previously agreed to lease within the curtilage of Lionel School for the purpose of establishing a Sports Centre. The Report indicated that the Ness Sports and Recreation Association had been granted the lease of an area of ground to enable them to construct a Sports Centre. The Report indicated that the area of ground now required was 1660 square metres. The Report further indicated that the Head Teacher was fully supportive of the proposals subject to an agreement being reached on the detailed arrangement for access and control. It was agreed to recommend that the Director of Corporate Services in consultation with the Acting Director of Education and Leisure Services be authorised to lease the area of land extending to 1660 square metres within the curtilage of Lionel School to Ness Sports and Recreation Association for the construction of a Community Hall/Sports Centre at a nominal rent for a period of 25 years subject to the consent of the Scottish Ministers being obtained and subject to such other terms and conditions as the Director of Corporate Services in consultation with the Acting Director of Education and Leisure Services shall deem appropriate including without prejudice to foregoing generalities such terms and conditions as shall ensure that the Head Teacher of Lionel School had control of the whole premises within school hours.
Playing Fields at Iochdar School: Request for Land AL02.15B	63	With reference to item 78 of the Minute of Meeting 15 June 1999 the Director of Corporate Services submitted a Report concerning the lease of an area of ground adjacent to Iochdar School. The Report indicated that Sgoil an Iochdair agus a' Choimhearsnachd had indicated that a separate changing room facility would be the best option for the project in the view of problems which would arise outwith school hours. Sgoil an Iochdair agus a' Choimhearsnachd also requested that the length of the lease be extended from 25 years to 75 years as certain funding bodies required a lease longer than the 25 years which had previously been agreed. It was agreed to recommend that the Director of Corporate Services be authorised to extend the terms of lease Sgoil and Iochdair agus a' Choimhearsnachd to 75 years at a nominal rent and on such other terms and conditions as the Director of Corporate Services in consultation with the Acting Director of Education and Leisure Services shall determine subject always to: (1) the association having the necessary funding package in place; (2) the consent of the Scottish Ministers being obtained to the lease of these subjects at less than market value; and that the Committee note that it is no longer intended to have a shared changing room facility in relation to this project.
Stornoway Leisure Facilities AL01.14	64	With reference to item 32 of the Minute of Meeting of 30 May 2000 the Acting Director of Education and Leisure Services made a presentation to the Committee on the recent study visit undertaken by the Stornoway Leisure Facilities Member/Officer Working Group which visited other facilities which were of a similar nature to that being proposed for the Stornoway area and which had been built for a similar sum to the sum available to the Comhairle for a new Centre. Arising out of consideration of this item the Committee discussed the potential which existed to put forward a joint proposal with An Lanntair Gallery to have a joint Sports/Arts Centre which would reduce overheads and revenue costs while providing an excellent facility for the people of the Lewis area.
		It was agreed that the Acting Chief Executive would present the case for going forward with a joint proposal for an Arts/Sports Centre to a meeting of the funding bodies of An Lanntair to determine whether there was sufficient interest to proceed.
Best Value Review of Sports and Leisure Facilities: Lewis and Harris PR33.01.13	65	The Acting Director of Education and Leisure Services submitted a Report concerning a Best Value Review of Sports Facilities in the Western Isles which was carried out by Fife Council on a consultancy basis and appending a Service Improvement Plan which was highlighted as a result of the Best Value Review. It was agreed to recommend that: (1) the Acting Director of Education and Leisure Services be authorised to implement the Service Improvement Plan as detailed in Appendix B of the Acting Director's Report; and (2) the Best Value Review of Sports Facilities be noted.
		FINANCIAL ASSISTANCE
Request for Financial Assistance - Western Isles Scout Association AL11.01	66	The Acting Director of Education and Leisure Services submitted a Report concerning a request for financial assistance from the Western Isles Scout Association to develop an Outdoor Activity Site in the Castle Grounds, Stornoway. The Report detailed the proposed project indicating that the total cost of Phase 1 of the project was £35,262.47 and indicating that a request for a financial contribution of £5,000 was made to Comhairle nan Eilean Siar for this project. It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to offer a grant of £5,000 to the Western Isles Scout Association from the Capital Projects for Voluntary Organisations subject to evidence of other external funding being in place.
Request for Financial Assistance - Lewis and Harris Youth Clubs Association AL11.01	67	The Acting Director of Education and Leisure Services submitted a Report concerning a request for financial assistance from Lewis and Harris Youth Clubs Association towards the final development of the Scaladale Outdoor Centre, Harris. The Report indicated that the request for financial assistance was required for additional equipment for the new Centre. it was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to award a grant of up to £7,500 from the Revenue Grants Budget for Equipment subject to evidence of expenditure of £15,275 on equipment for the Scaladale Outdoor Centre.
Request for Financial Assistance - Lochmaddy Village Hall - Equipment AL03.01.29	68	With reference to item 63 of the Minute of Meeting of the Acting Director of Education and Leisure Services submitted a Report concerning a request for financial assistance from the Lochmaddy and Truimsgarry Social Welfare Committee towards the final development at Lochmaddy Village Hall. The Report indicated that the Village Hall development at Lochmaddy and Truimsgarry would cost £398,000 indicating that the Group had requested a further £8,000 from the Capital Programme from Comhairle nan Eilean Siar towards the cost of Capital Equipment. It was agreed to recommend that that Acting Director of Education and Leisure Services be authorised to award a grant of £8,000 to Lochmaddy and Truimsgarry Social Welfare Committee from the Capital Projects for Voluntary Organisations Budget.
		ADDITIONAL ITEM The Chairman ruled, in accordance with the provisions of Section 50B(4) of the Local Government (Scotland) Act 1973, as detailed in terms of Standing Order 8(a), that the following item be considered as a matter of urgency in order to allow the Committee to take a view on the matter prior to the next meeting of the Committee.
Request for Financial Assistance - GAIN (Guth Airson Iarrtasan Nis) AL11.01	69	The Acting Director of Education and Leisure Services submitted a Report concerning a request for financial assistance from Guth airson Iarrtasan Nis towards the cost of establishing a playground and adventure fitness park in Ness, at a total cost of £130,000, and seeking a contribution of £25,000 from Comhairle nan Eilean Siar. It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to support GAIN in principle, subject to a further report which indicates: (1) evidence that the full funding package of £130,000 is in place; (2) all play equipment has a valid test certificate to show that the equipment complies with EN1157; and (3) all play equipment is installed in compliance with the recommendations of EN1157.
		MUSEUM
Museum Service: `Discovery on the Move' AL09.01.07	70	With reference to item 129 of the Minute of Meeting of 5 October 1999 the Acting Director of Education and Leisure Services submitted a Report concerning a travelling exhibition "Discovery on the Move" from the National Museums Scotland which would be shown in the Stornoway Museum following the Gall-Gaidheal Exhibition. The Report detailed the background to the exhibition and indicated that it was proposed to hold an opening for Members during the Committee week 20 - 23 November 2000. It was agreed to note the Report.
		LIBRARY
Performance Reporting of the Stornoway Library Cafeteria AL08.09	71	With reference to item 140 of the Minute of Meeting of 30 November 1999 the Acting Director of Education and Leisure Services submitted a Report concerning the statutory requirement to report defined activities as per the Local Government Act 1988. The Report indicated that under the Local Government Act 1988 the provision of Other Catering is a defined activity and the cafeteria at the Stornoway Library falls within this category. The Report proposed that the Stornoway Library Cafeteria would be monitored and reported in the same way as other elements of the defined activity of Other Catering and would report to the Contract Services Committee. The Report indicated that the transfer would be completed by the end of the second quarter and that the monitoring of the cafeteria would be included in the second quarterly revenue monitoring to the Contract Services Committee. It was agreed to recommend that: (1) the Report be noted; and (2) the Acting Director of Education and Leisure Services be authorised to report the financial performance of the cafeteria at the Stornoway Library to the Contract Services Committee as from the November 2000 Committee series of Meetings.
		COMMUNITY EDUCATION
Community Education Staff - Areas of Responsibility AL04	72	The Principal Administrator sought and obtained the Chairman's permission to withdraw this item.
		RELATED MATTERS
Subsidised Minibus Scheme AL06.06	73	The Acting Director of Education and Leisure Services submitted a Report concerning a proposal to replace the community education subsidised minibus scheme with a subsidised travel grant scheme. The Report outlined the current position of the cost of the subsidised minibus scheme indicating that there was a shortfall of £12,000 as a result of actual income falling short of an income target. The Report recommended that: (i) the existing minibus scheme be disestablished with effect from the end of the current lease agreement; (ii) a subsidised travel grant scheme be set up and developed by the Community Education Service with an initial budget of £4,000 taken from the existing subsidy given to minibuses. Mr Norman A Macdonald , seconded by Mr George Lonie, moved that the current subsidised minibus scheme be retained. Mr Alasdair G Macrae, seconded by Mrs Katie M Mackenzie, moved as an amendment the recommendations in the Report and that a Report be brought back to the Committee within 12 months which would indicate any difficulties experienced as a result of the minibus scheme being disestablished. On the matter being put to the vote the motion received the majority of the votes cast and it was agreed to recommend accordingly.
		PERFORMANCE REVIEW
Education and Leisure Services Department: Service Plan 2000-2003 PR33.01.14	74	With reference to item 52 of the Minute of Meeting of 30 May 2000 the Acting Director of Education and Leisure Services submitted the Department's Service Plan for 2000/2003. The Plan identified, explained, categorised and set targets for the Education and Leisure Services Department and indicated that the format of the plan had been rationalised to correspond with the Comhairle's budget book. It was agreed to note the Report.
Rates of Pay for Part Time Sessional Employees in Arts and Leisure	75	The Acting Director of Education and Leisure Services submitted a report regarding rates of pay and procedures for appointing part-time sessional staff in the arts and leisure section of community education services. It was stated that as part of the Best Value review of community education services it had become apparent that payment rates for part-time sessional staff in this section were inconsistent. Salaries had been bench-marked with other authorities and proposed rates of payment had been linked to APT&C pay scales, taking account of islands Allowance. The proposed rates were appended to the report. It was indicated that all part-time sessional posts would be advertised and staff appointed on a casual basis and a FIN 4 form would be used to record work undertaken and to authorise payment.
		It was agreed to note the Report insofar as the Committee's interest was concerned.
Day at the Dome	76	The Director of Corporate Services submitted a Report concerning an invitation to attend the Western Isles Day at the Dome on 26 October 2000. The Report detailed the estimated cost and sought clarification on whether the Comhairle should be represented at this event. It was agreed to recommend that the Chairman and Vice-Chairman of the Arts and Leisure Committee be authorised to accept the invitation to the Western Isles Day at the Dome.
Reports Outstanding: Progress PR33.01.12	77	With reference to item 53 of the Minute of Meeting of 30 May 2000 the Director of Corporate Services submitted a progress Report in relation to items of business outstanding on the Arts and Leisure Committee. It was agreed to note the Report.
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