template for minutes

COMHAIRLE NAN EILEAN SIAR

ARTS AND LEISURE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Tuesday 20 April 2004 at 9.00am

PRESENT	Mr Malcolm J Graham (Chairman)
	Mr Iain Morrison (Vice-Chairman)
	Miss Samantha E L Hawkins	Mr Angus Campbell
	Mr John Mackay	Mr Angus McCormack
	Mr Norman A Macdonald	Mr Donald I Nicholson
	Mr George Lonie	Mr Donald J Macsween
	Mr Norman L Macdonald	Mr Angus Macdonald
	Mr Keith Dodson	Mr Donald Manford

Welcome: Ms Meg Rodger

The Chairman welcomed Ms Meg Rodger, Arts Development Officer, to her first meeting of the Committee.

Tribute: Squash Coaching

The Chairman referred to a very successful Squash Coaching event which was held recently in Stornoway. The Stornoway Squash Club invited a Scottish Squash Coach to the Island to conduct a three day coaching session for pupils for Western Isles Schools. The event proved to be very popular and many pupils were disappointed that there were not more places on the courses. Sessions had also been held in the evenings where adults were given training and coaching advice to teach squash.

The Chairman, on behalf of the Committee, congratulated the Stornoway Squash Club on this very successful initiative.

Tribute: Nicolson Institute Senior Boys School Football Team

The Chairman referred to the Nicolson Institute Senior Boys School Football Team on their success in reaching the final of the Scottish Under 18s Final.

The Chairman, on behalf of the Committee, congratulated the Nicolson Institute Senior Boys Football Team on their achievement and wished them every success in the final.

Tribute: Alasdair Dunlop

The Chairman referred to Mr Alasdair Dunlop, who was recently crowned World Champion in the 800 metres at the Veteran Indoor Championships in Stuttgart, Germany.

The Chairman, on behalf of the Committee, congratulated Mr Dunlop on this achievement.

Presentation: Feisean nan Gaidheal

The Chairman welcomed Mr Arthur Cormack, Feisean nan Gaidheal, to the Committee. Mr Cormack gave a presentation to the Committee on the work of Feisean nan Gaidheal.

An opportunity was afforded to Members to ask Mr Cormack any questions regarding his presentation.

The Chairman thanked Mr Cormack for his presentation.

MINUTES

Minute of Meeting of 3 February 2004

The Minute of Meeting of 3 February 2004 was approved.

FINANCE

Project Evaluation Report – Enhancing Parks and Open Spaces

AL06.02

The Director for Sustainable Communities submitted a Report concerning the composite programme for enhancing parks and open spaces, currently on the conditional list of agreed projects, for consideration for inclusion in the Capital Programme. The Project Evaluation Report for Enhancing Parks and Open Spaces was appended to the Report.

It was agreed to recommend that:

(1) the proposed Grant Scheme for voluntary sector play areas as outlined in 2.2 and 1.3 of the Report be approved;

(2) the extension of the Grants Scheme to include village parks as outline in 2.4 of the Report be approved; and

(3) delegated authority be granted to the Director for Sustainable Communities to allow the development of small scale enhancements of Comhairle owned open spaces.

CORPORATE STRATEGY

Corporate Strategy 2001-3 – Outstanding Key Tasks

PR11.40

The Chief Executive submitted a Report seeking approval of the recommendations relating to the outstanding key tasks included in the Corporate Strategy 2001-3. Recommendations for further action and recommendations for outstanding key aims were appended to the Report.

It was agreed to recommend that the Report be noted, insofar as the Committee’s interests were concerned.

BUILDINGS

Capital Works: Programme and Progress

PR33.01.12

With reference to item 6 of the Minute of Meeting of 3 February 2004 the Director of Technical Services submitted a Report detailing programme and progress in relation to Arts and Leisure properties.

It was agreed to recommend that the Report be noted.

Lews Castle Project

AL02.17

With reference to item 8 of the Minute of Meeting of 3 February 2004 the Director for Sustainable Communities submitted a Report detailing the proposals for progressing the Lews Castle project through Lews Castle Trust. Details of the feasibility study, the work of Lews Castle Trust and funding sources for the Project were outlined in the Report.

It was agreed to recommend that:

(1) the Lews Castle project be identified as a priority for any underspend carry forward within the Department for Sustainable Communities budgets; and

(2) the objectives of the feasibility study proposals for Lews Castle as outlined in the Report be approved.

Stornoway Town Hall: External Fabric Repairs

AL01.11

With reference to item 6 of the Minute of Meeting of 30 September 2003 the Director for Sustainable Communities submitted a Report concerning the shortfall in funding for the current contract for repairing Stornoway Town Hall and identifying a possible source of funding to complete the works. The Project Evaluation Report for Town Hall External Fabric Repairs was appended to the Report. It was indicated in the Report that it would not be possible to proceed with any repairs to the Town Hall until final details have received approval from Historic Scotland.

It was agreed to recommend that:

(1) the Project Evaluation Report for Town Hall External Fabric Repairs at Appendix 1 to the Report be approved; and

(2) additional expenditure of £30k from within the PER referred to at (1) above be brought forward to 2004/05 to complete the current contract for repairs to the building be approved.

Nicolson Lewis Sports Centre – Site Use

AL02.01

With reference to item 10 of the Minute of Meeting of 25 November 2003 the Director for Sustainable Communities submitted a Report concerning an approach received from the Skate Park Group for support in preparing and submitting a planning application for the development of the former Nicolson Lewis Sports Centre site. It was recommended in the Report that the Committee agree to support the Skate Park Group in the preparation and submission of a planning application for the development of the site.

It was agreed to recommend that the future use of the site be considered in the context of the use of the whole campus including the old Sports Centre, the relevant parts of the Nicolson Institute and requirements for parking and access at the Council Buildings and that a Report on this matter be placed before the next meeting of the Policy and Resources Committee on 29 April 2004 recommending that a small Working Group be established, the membership being drawn from the Members of the Comhairle, to carry out an in-depth study in relation to the future use of the whole site and that this study give consideration to all relevant and previously expressed interests.

FINANCIAL ASSISTANCE

Carloway Community Association – Request for Financial Assistance

AL03.01

The Director for Sustainable Communities submitted a Report concerning a request for financial assistance from Carloway Community Association. It was indicated in the Report that Carloway Community Association proposed to develop a children’s play area in Carloway and that the total costs of the play area were £97K, with funding in place from the National Lottery, various charitable Trusts, Western Isles Enterprise and the ACE Challenge Fund. It was further indicated that the grant application of £15K from the Arts and Leisure Committee’s Capital allocation for play areas would complete the funding package.

It was agreed to recommend that a grant of £15K be awarded to Carloway Community Association for the purpose of constructing a play area, from the Capital Programme for Play Areas, subject to evidence being submitted that the play area meets the BS3310 specification.

North Lochs Amenity Group – Request for Financial Assistance

AL03.01

The Director for Sustainable Communities submitted a Report concerning a request for financial assistance from North Lochs Amenity Group for the purpose of replacing the Comhairle owned play park at Macdonald Gardens, Leurbost, with a new play park to be situated at the North Lochs Community Hall. It was indicated in the Report that the total cost of the replacement was £65K and that the other funding sources for the project were Western Isles Enterprise, Lloyds TSB, Crofters Commission Community Fund and the ACE Challenge Fund. It was further indicated that the maintenance and inspection agreement for Macdonald Gardens would transfer to North Lochs Community Hall.

It was agreed to recommend that a grant of £15K be awarded to North Lochs Amenity Group from the Capital Programme for Play Areas for the development of a Play Area at North Lochs Community Centre, subject to:

(1) the development at North Lochs conforming with the building standards outlined within the Comhairle Policy for Play Areas (20 November 2000);

(2) the maintenance agreement for Macdonald Gardens being transferred to the location at North Lochs Community Hall; and

(3) the submission of evidence of public support for the de-commissioning of the existing play equipment at Macdonald Gardens and the change of location of the new play area.

Arts and Leisure Grants

AL03.01

With reference to item 6 of the Minute of Meeting of 26 March 2002 the Director for Sustainable Communities submitted a Report concerning the allocation of Arts and Leisure Grants for 2004/05. The Report indicated that the Arts and Leisure Grants for 2004/05 had been adjusted to reflect previous spending patterns and requests from Committee to consider increasing the amounts paid in Performance Grants to Village Halls. The recommended distribution of the grants budget for 2004/05 was detailed in the Report and the proposed amount of Performance Grants payable to Village Halls was outlined in the Appendix to the Report.

It was agreed to recommend that:

(1) the distribution of grants budgets, as outlined in paragraph 2.2 of the Report, be approved; and

(2) Performance Grants to Village Halls, as outlined in Appendix 1 of the Report, be approved.

SPORT

Active Schools – Project Initiation Report

AL06.01

The Director for Sustainable Communities and the Director of Education submitted a Report seeking approval to submit a bid for Active Schools in line with the SportScotland submission requirements. It was indicated in the Report that the project partners are required to submit a Project Initiation Document and Implementation Plan, which will detail the strategic and operational arrangements for the project and will define the responsibilities of the four partners, to SportScotland by 29 April 2004

It was agreed to recommend that it be delegated to the Director for Sustainable Communities and the Director of Education jointly to prepare the partnership bid for Active Schools funding from Sportscotland in line with the submission requirements.

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 Paragraphs 6 and 9 of 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) and any terms proposed or to be proposed by or to the Comhairle in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods or services.

Ionad Spòrs Leòdhais – Tender for Provision of Games Hall Seating

AL02.01

The Director for Sustainable Communities submitted a Report seeking approval for exemption under the Comhairle’s Contract Regulations to advertise tenders and allow a tender to be invited on a selective basis as detailed in the Report. The Report indicated that the games hall seating required to be custom built to specification.

It was agreed to recommend that the Report be noted.

Ionad Spòrs Leòdhais: Event Facilities

AL02.01

The Director for Sustainable Communities submitted a Report detailing the Ionad Spors Leodhais Member/Officer Working Group’s recommendation that the Committee consider the implications of enhancing the capacity of the building to host events. It was indicated in the Report that the Member/Officer Working Group considered that it would be advantageous to purchase three units of upholstered seating at an additional cost of £8K. It was also detailed that when the games hall was being used for events, specially manufactured tiles would be required to maintain the quality of the floor surface and also to improve the sound attenuation of the hall for musical events.

It was agreed to recommend that the matter be referred to the next meeting of the ISL Member/Officer Working Group for further discussion and that the views of the Member/Officer Working Group be reported to next meeting of the Committee in June 2004.

COMMUNITY DEVELOPMENT

Community Learning and Development in Lewis and Harris: Follow Up Report by HM Inspectorate of Education

AL04.01

With reference to item 15 of the Minute of Meeting of 27 August 2002 the Director for Sustainable Communities submitted a Report concerning a follow up report by HM Inspectorate of Education into the standards and quality of Community Learning and Development in Lewis and Harris, a copy of which was appended to the Report. The HMIE Report highlighted five main points of action and the Inspectors concluded the inspection process during a visit on 12 – 14 January 2004 to assess Community Education’s progress towards meeting these points of action.

It was agreed to recommend that the Report be noted.

Support for the Arts

AL05.01

The Director for Sustainable Communities submitted a Report detailing the many and varied ways in which the Department for Sustainable Communities supports the growing Arts sector within the Western Isles. A list of the arts organisations assisted by the Comhairle during the financial year 2003/2004 was appended to the Report.

It was agreed to recommend that the Report be noted.

Arising out of consideration of this item it was agreed to recommend that a further report on the Development of Fine Arts be submitted to a future meeting of the Committee.

Feisean nan Gaidheal

AL05.01

The Director for Sustainable Communities submitted a Report concerning the work of Feisean nan Gaidheal.

It was agreed to recommend that:

(1) the Feisean nan Gaidheal presentation be noted; and

(2) a grant of £5,000 for 2004/2005 be awarded to Feisean nan Gàidheal towards the creation of the post of Fèisean Development Officer (Western Isles).

(3) a Report be submitted to the next meeting of the Committee in June 2004 regarding the possibility of the Comhairle engaging with Feisean nan Gàidheal, to develop the Youth Music Initiative in the Western Isles.

RELATED MATTERS

Ionad Spòrs Leòdhais: Café and Creche Facilities

AL05.01

The Director for Sustainable Communities submitted a Report concerning franchise arrangements for the café and crèche provision in the new Sports Centre. It was indicated in the Report that the New Opportunities Fund had awarded the Cearns Community Development Group £21k over the next three years to develop the care and crèche, provided they create a healthy eating environment. The Report also indicated that the Cearns Community Development Group had expressed an interest in running the facility following public advertisement.

It was agreed to recommend that the Director for Sustainable Communities be authorised to enter into a franchise arrangement with the Cearns Community Development Group in respect of the café and crèche provision in Iònad Spòrs Leòdhais on the basis of a Service Level Agreement (SLA), on such terms and conditions as the Director of Finance and Director of Corporate Services shall approve.

Concessionary Rates

AL02.01

The Director for Sustainable Communities submitted a Report giving information on Concessionary rates for over 60’s. A summary of the schemes being implemented nationally, the facilities included in concessionary schemes and details of the Comhairle’s current over 60s concessionary schemes were outlined in the Report.

It was agreed to recommend that:

(1) the Report be noted;

(2) a scoping exercise take place before the next meeting of the Committee to identify the funding gap which would arise if free swimming was offered:

(a) to all those over 60; and

(b) to everyone

in all Comhairle Swimming Pools in the Western Isles and to identify if budgetary provision could be made available to allow this to happen; and

(3) a Report be submitted to the next meeting of the Committee in June 2004, detailing the outcome of the scoping exercise in (2) above.

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 Paragraphs 6, 8 and 9 of 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), information relating to the amount of any expenditure proposed to be incurred by the Comhairle under any particular contract for the acquisition of property or the supply of goods or services and any terms proposed or to be proposed by or to the Comhairle in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods or services.

Factoring Arrangements for An Lanntair

AL05.02.29

19*

The Director of Finance submitted a Report seeking approval for factoring the new Arts Centre in Stornoway. Details of the proposal were outlined in the Report.

It was agreed to recommend that the Report be noted, insofar as the Committee’s interests were concerned.

PERFORMANCE REVIEW

Reports Outstanding: Progress

PR33.01.12

With reference to item 14 of the Minute of Meeting of 3 February 2004 the Acting 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 Report be noted.

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