February 2000

ARTS AND LEISURE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Tuesday 1 February 2000 at 9.00am

PRESENT

Mr Alasdair G Macrae (Chairman)

Mrs Katie M Mackenzie (Vice-Chairman)

Mr Malcolm J Macleod

Mr Alexander A MacDonald

Mr Philip R McLean

Mr Norman A Macdonald

Mr Donald J Macsween

Mr Malcolm J Graham

Mr Finlay Morrison

Mr Roderick J Murray

Mr Ronald J Mackinnon

Mr George Lonie

Mr Donald Manford

APOLOGIES

Mrs Mary Bremner

Tribute: Mr Neil R Galbraith

The Chairman referred to Mr Neil R Galbraith, Acting Chief Executive who had received an Honorary Doctorate from the Open University for his services to Education.

Tribute: Fireworks

The Chairman referred to the fireworks displays held in the Western Isles to commemorate the Millennium and congratulated all those who were involved in the organisation of these events.

Tribute: Catriona Macdonald

The Chairman referred to Catriona Macdonald a pupil of Lionel School who had been chosen as a pupil representative for the Junior Board of the National Museums of Scotland.

Tribute: Sean Stephen

The Chairman referred to Nicolson Institute pupil, Sean Stephen who won the Silver Medal in the Scottish Schools Athletics Indoor Championships in the Under 16 Boys 400m.

MINUTES

Arts and Leisure Committee

C02.13

1

The Minute of Meeting of 30 November 1999 was approved.

Youth Work Liaison Committee

AL01.03

2

The Note of the Youth Work Liaison Committee Meeting of 2 December 1999 was noted.

FINANCE

Third Quarterly Revenue Out-turn Forecast

PR110.08.15

3

The Director of Finance submitted a Report summarising Income and Expenditure for each of the Comhairle's services for nine months ended 31 December 1999 and comparing such income and expenditure with the Revenue Estimates for Income and Expenditure for the period. The Report detailed a forecast out-turn expenditure for each of the Comhairle's services for the financial year ending 31 March 2000.

It was agreed to note the Report, insofar as the Committee's interest was concerned.

AEF Announcement, Policy Framework and Budget Strategy 2000/01

PR110.03.25

4*

With reference to Item 2 of the Minute of Meeting of 26 January 1999, the Director of Finance submitted a Report regarding the final aggregate external finance (AEF) announcement and outlining a first draft budget strategy for 2000/01. An outline of changes in grant aided expenditure was appended to the Report. Comments on the effect of the AEF settlement, the 1999/2000 budgetary performance and movements in reserves, balances and contingency fund were set out in the Report, together with policy issues which required to be addressed by the Comhairle in the budgetary process.

It was agreed to recommend approval of the recommendations detailed in the Report by the Director of Finance, insofar as the Committee's interest was concerned.

Draft Budget 2000/01

PR110.03.25

5*

With reference to Item 4 of the Minute of Meeting of 26 January 1999, the Director of Finance submitted a draft budget for the financial year 2000/01 detailing Income and Revenue Expenditure budgeted for each of the Comhairle's Services for the financial year 1 April 2000 to 31 March 2001, together with revised growth and savings proposals for each of the Comhairle's services.

It was agreed to recommend approval of the draft budget of Income and Expenditure for 2000/01 and the growth and savings proposals detailed in the Report by the Director of Finance, insofar as the Committee's interest was concerned.

Capital Programme 2000-03

6*

The Director of Finance submitted a Report outlining the process in determining the Capital Programme for the three years 2000/01 to 2002/03. Details of the proposed Capital Programme were appended to the Report, taking account of projects which had accepted through a scoring exercise, projects which had been amalgamated into composite programmes, projects which were conditional on external funding becoming available, projects considered to be essential to achieve the Comhairle's objectives and a list of reserve projects. Projects rejected at the scoring stage were also listed.

It was reported that the Finance Sub-Committee had agreed to recommend that £40,000 of proposed expenditure on the Nicolson Lewis Sports Centre be slipped into later years of the project.

It was agreed to recommend for the Committee's interest that:

(1) one of the spinal route schemes depending on Scottish Executive matching finance be deferred so that £500,000 of net expenditure fall into the financial year 2003/04;

(2) the principles adopted in reducing the bid expenditure as outlined in paragraphs 6.3 and 6.4 and detailed in Appendices 2, 3, 5 and 6 respectively of the Report be approved;

(3) the Comhairle approve the planning assumption that 40% of the bid resources on projects dependent on matching funding will be required;

(4) In the event of a project not attracting any external finance it is recommended that the project be excluded from the Capital Programme;

(5) In the event of such a project attracting only part of the finance currently estimated in the PIR, it is recommended that the project be subject to review perhaps to reduce costs to maintain the Comhairle's contribution at the estimate included in the PIR. Thereafter, the project will be presented together with any emergency works PIRs, special opportunity PIRs and the approved reserve list to be selected or otherwise for inclusion in the Capital Programme;

(6) the Composite Programme given in Appendix 3 to the Report be approved for inclusion in the Capital Programme;

(7) the projects given in Appendix 6 to the Report by the Director of Finance be approved as essential and include them in the Capital Programme;

(8) the Reserve List of projects given in Appendix 5 to the Report be approved;

(9) that the projects on the rejected list given in Appendix 7 to the Report be given no further consideration in their current form;

(10) that up to 13% of the gross costs of the project, where it is a project dependent on external finance and of a building nature, and 8%, where it is a project of engineering works may be incurred be approved;

(11) In the event of the project dependent on external finance on the Nicolson Lewis Sports Centre be not successful in attracting external finance then the project at the top of the Rejected list on the same building be included in the Capital Programme;

(12) A survey of Members and Heads of Service be undertaken in February of this year;

(13) the Capital Programme 2000-03 given in Appendix 9 to the Report by the Director of Finance be approved, subject to £40,000 of proposed expenditure on the Nicolson Lewis Sports Centre in year 1 of the programme being slipped into later years of the project.

FINANCIAL ASSISTANCE

Mr Philip R McLean declared an interest in the following item and left the Meeting during consideration of the item.

Carinish Village Hall: Request for Financial Assistance

AL03.01.31

7*

With reference to item 122 of the Minute of Meeting of 5 October 1999 the Acting Director of Education and Leisure Services submitted a Report concerning a request for financial assistance from Carinish and District Village Hall towards the renovation costs of the Carinish Village Hall indicating that the total project cost based on a revised tender is £426,325 and requesting £50,000 from Comhairle nan Eilean Siar.

It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to award a grant of £50,000 to Carinish and District Village Hall Committee from the 1999/2000 Voluntary Sector Capital Grants Budget.

Leverburgh Village Hall: Request for Financial Assistance from Capital Programme 2000/01

AL03.01.29

8*

With reference to item 122 of the Minute of Meeting of 5 October 1999 the Acting Director of Education and Leisure Services submitted a Report concerning a request for financial assistance from Leverburgh Village Hall Association towards the costs of redevelopment of the Village Hall in the sum of £481,566 and indicating that their request to Comhairle nan Eilean Siar was in the sum of £50,000.

It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to award a grant of £50,000 to Leverburgh Community Association from the 1999/2000 Voluntary Sector Capital Grants Budget.

Stornoway Town Hall Let Charges

AL02.01.10

9*

The Acting Director of Education and Leisure Services submitted a Report concerning a proposal to reduce letting charges for the Stornoway Town Hall where the let is longer than 24 hours, and appending the current scale of charges for the Stornoway Town Hall.

It was agreed to recommend that:

(1) the Acting Director of Education and Leisure Services be authorised to implement the following reductions in charges for lets of Stornoway Town Hall:

first 24 hours - no change to current charge

second day - 10% reduction

third and subsequent days - 20% reduction.

BUILDINGS

Repairs and Maintenance (Revenue) Programme 1999/2000: Quarterly Expenditure Report to 31 December 1999

AL03.03.01

10

With reference to item 135 of the Minute of Meeting of 30 November 1999 the Director of Technical Service submitted a Report concerning progress on the Repairs and Maintenance Revenue Programme for buildings held on the Arts and Leisure Account.

It was agreed to note the Report.

Programme and Progress

PR03.02.01

11

With reference to item 136 of the Minute of Meeting of 30 November 1999 the Director of Technical Services submitted the Programme and Progress Report in relation to the Arts and Leisure Capital Programme.

It was agreed to note the Report.

SPORTS

Purchase of Gym Equipment of Nicolson Lewis Sports Centre from the Capital Programme

AL06.01.40

12*

The Acting Director of Education and Leisure Services submitted a Report concerning a proposal to purchase the gym equipment at the Nicolson Lewis Sports Centre which had been leased over a five year period at an annual cost of £14,000 and indicating that the lease expired in March 2000. The Report indicated that there had been an under-utilisation of the equipment which was therefore still in relatively good condition. The Report indicated that a buyback purchase price of £16,935 had been negotiated with the leasing company for the purchase of the gym equipment.

It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to:

(1) purchase the gym equipment at the Nicolson Lewis Sports Centre for the sum of £16,935 from the Arts and Leisure General Capital Grants; and

(2) submit a Report to the next series of Meetings in relation to establishing a temporary post of Fitness Instructor at the Nicolson Lewis Sports Centre for a period of one year.

It was further agreed to recommend that a Member/Officer Working Group be established to consider the development of leisure facilities within the Nicolson Lewis Sports Centre, with the following Members nominated to serve on the Member/Officer Working Group;

Chairman

Norman A Macdonald

Malcolm J Graham

George Lonie

Millennium Sports Festival

AL06.01.23

13*

With reference to item 127 of the Minute of Meeting of 5 October 1999 the Acting Director of Education and Leisure Services submitted a Report concerning a proposal to host a commemorative function for the Lewis and Harris Sports festival to mark 25 years of Sports Festivals in Lewis and Harris. The Report indicated that since 1996 the Festival had been actively involved in the Scotland Against Drugs Initiative which had attracted over £28,000 of additional funding for sport events and Coaching Schools in communities throughout the Western Isles.

It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to award a grant of £750 from the Sports and Games Budget to the Lewis and Harris Sports Festival to host a commemorative function in the Town Hall to mark the organisation of over 25 years of sports festivals in Lewis and Harris.

RELATED MATTERS

Millennium Awards Scheme Application

14*

The Acting Director of Education and Leisure Services submitted a Report concerning a bid for the Authority to become a Millennium Award Scheme operator in conjunction with the Millennium Commission. The Report detailed the background to the initiative indicating that awards to individuals would be in the region of £2,000 and highlighting that 10% of match funding would be required.

It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to submit an application to the Millennium Commission for the Local Authority to operate a Millennium Awards Scheme.

PERFORMANCE REVIEW

Reports Outstanding: Progress

PR33.01.12

15

With reference to item 142 of the Minute of Meeting of 30 November 1999 the Director of Corporate Services submitted a Report detailing outstanding Reports arising from the decision of the Committee.

It was agreed to note the Report.

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

APOLOGIES	Mrs Mary Bremner

Tribute: Mr Neil R Galbraith		The Chairman referred to Mr Neil R Galbraith, Acting Chief Executive who had received an Honorary Doctorate from the Open University for his services to Education.
Tribute: Fireworks		The Chairman referred to the fireworks displays held in the Western Isles to commemorate the Millennium and congratulated all those who were involved in the organisation of these events.
Tribute: Catriona Macdonald		The Chairman referred to Catriona Macdonald a pupil of Lionel School who had been chosen as a pupil representative for the Junior Board of the National Museums of Scotland.
Tribute: Sean Stephen		The Chairman referred to Nicolson Institute pupil, Sean Stephen who won the Silver Medal in the Scottish Schools Athletics Indoor Championships in the Under 16 Boys 400m.
		MINUTES
Arts and Leisure Committee C02.13	1	The Minute of Meeting of 30 November 1999 was approved.
Youth Work Liaison Committee AL01.03	2	The Note of the Youth Work Liaison Committee Meeting of 2 December 1999 was noted.
		FINANCE
Third Quarterly Revenue Out-turn Forecast PR110.08.15	3	The Director of Finance submitted a Report summarising Income and Expenditure for each of the Comhairle's services for nine months ended 31 December 1999 and comparing such income and expenditure with the Revenue Estimates for Income and Expenditure for the period. The Report detailed a forecast out-turn expenditure for each of the Comhairle's services for the financial year ending 31 March 2000. It was agreed to note the Report, insofar as the Committee's interest was concerned.
AEF Announcement, Policy Framework and Budget Strategy 2000/01 PR110.03.25	4*	With reference to Item 2 of the Minute of Meeting of 26 January 1999, the Director of Finance submitted a Report regarding the final aggregate external finance (AEF) announcement and outlining a first draft budget strategy for 2000/01. An outline of changes in grant aided expenditure was appended to the Report. Comments on the effect of the AEF settlement, the 1999/2000 budgetary performance and movements in reserves, balances and contingency fund were set out in the Report, together with policy issues which required to be addressed by the Comhairle in the budgetary process. It was agreed to recommend approval of the recommendations detailed in the Report by the Director of Finance, insofar as the Committee's interest was concerned.
Draft Budget 2000/01 PR110.03.25	5*	With reference to Item 4 of the Minute of Meeting of 26 January 1999, the Director of Finance submitted a draft budget for the financial year 2000/01 detailing Income and Revenue Expenditure budgeted for each of the Comhairle's Services for the financial year 1 April 2000 to 31 March 2001, together with revised growth and savings proposals for each of the Comhairle's services. It was agreed to recommend approval of the draft budget of Income and Expenditure for 2000/01 and the growth and savings proposals detailed in the Report by the Director of Finance, insofar as the Committee's interest was concerned.
Capital Programme 2000-03	6*	The Director of Finance submitted a Report outlining the process in determining the Capital Programme for the three years 2000/01 to 2002/03. Details of the proposed Capital Programme were appended to the Report, taking account of projects which had accepted through a scoring exercise, projects which had been amalgamated into composite programmes, projects which were conditional on external funding becoming available, projects considered to be essential to achieve the Comhairle's objectives and a list of reserve projects. Projects rejected at the scoring stage were also listed. It was reported that the Finance Sub-Committee had agreed to recommend that £40,000 of proposed expenditure on the Nicolson Lewis Sports Centre be slipped into later years of the project. It was agreed to recommend for the Committee's interest that: (1) one of the spinal route schemes depending on Scottish Executive matching finance be deferred so that £500,000 of net expenditure fall into the financial year 2003/04; (2) the principles adopted in reducing the bid expenditure as outlined in paragraphs 6.3 and 6.4 and detailed in Appendices 2, 3, 5 and 6 respectively of the Report be approved;
		(3) the Comhairle approve the planning assumption that 40% of the bid resources on projects dependent on matching funding will be required; (4) In the event of a project not attracting any external finance it is recommended that the project be excluded from the Capital Programme; (5) In the event of such a project attracting only part of the finance currently estimated in the PIR, it is recommended that the project be subject to review perhaps to reduce costs to maintain the Comhairle's contribution at the estimate included in the PIR. Thereafter, the project will be presented together with any emergency works PIRs, special opportunity PIRs and the approved reserve list to be selected or otherwise for inclusion in the Capital Programme; (6) the Composite Programme given in Appendix 3 to the Report be approved for inclusion in the Capital Programme; (7) the projects given in Appendix 6 to the Report by the Director of Finance be approved as essential and include them in the Capital Programme; (8) the Reserve List of projects given in Appendix 5 to the Report be approved; (9) that the projects on the rejected list given in Appendix 7 to the Report be given no further consideration in their current form; (10) that up to 13% of the gross costs of the project, where it is a project dependent on external finance and of a building nature, and 8%, where it is a project of engineering works may be incurred be approved; (11) In the event of the project dependent on external finance on the Nicolson Lewis Sports Centre be not successful in attracting external finance then the project at the top of the Rejected list on the same building be included in the Capital Programme; (12) A survey of Members and Heads of Service be undertaken in February of this year; (13) the Capital Programme 2000-03 given in Appendix 9 to the Report by the Director of Finance be approved, subject to £40,000 of proposed expenditure on the Nicolson Lewis Sports Centre in year 1 of the programme being slipped into later years of the project.
		FINANCIAL ASSISTANCE
		Mr Philip R McLean declared an interest in the following item and left the Meeting during consideration of the item.
Carinish Village Hall: Request for Financial Assistance AL03.01.31	7*	With reference to item 122 of the Minute of Meeting of 5 October 1999 the Acting Director of Education and Leisure Services submitted a Report concerning a request for financial assistance from Carinish and District Village Hall towards the renovation costs of the Carinish Village Hall indicating that the total project cost based on a revised tender is £426,325 and requesting £50,000 from Comhairle nan Eilean Siar.
		It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to award a grant of £50,000 to Carinish and District Village Hall Committee from the 1999/2000 Voluntary Sector Capital Grants Budget.
Leverburgh Village Hall: Request for Financial Assistance from Capital Programme 2000/01 AL03.01.29	8*	With reference to item 122 of the Minute of Meeting of 5 October 1999 the Acting Director of Education and Leisure Services submitted a Report concerning a request for financial assistance from Leverburgh Village Hall Association towards the costs of redevelopment of the Village Hall in the sum of £481,566 and indicating that their request to Comhairle nan Eilean Siar was in the sum of £50,000. It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to award a grant of £50,000 to Leverburgh Community Association from the 1999/2000 Voluntary Sector Capital Grants Budget.
Stornoway Town Hall Let Charges AL02.01.10	9*	The Acting Director of Education and Leisure Services submitted a Report concerning a proposal to reduce letting charges for the Stornoway Town Hall where the let is longer than 24 hours, and appending the current scale of charges for the Stornoway Town Hall. It was agreed to recommend that: (1) the Acting Director of Education and Leisure Services be authorised to implement the following reductions in charges for lets of Stornoway Town Hall: first 24 hours - no change to current charge second day - 10% reduction third and subsequent days - 20% reduction.
		BUILDINGS
Repairs and Maintenance (Revenue) Programme 1999/2000: Quarterly Expenditure Report to 31 December 1999 AL03.03.01	10	With reference to item 135 of the Minute of Meeting of 30 November 1999 the Director of Technical Service submitted a Report concerning progress on the Repairs and Maintenance Revenue Programme for buildings held on the Arts and Leisure Account. It was agreed to note the Report.
Programme and Progress PR03.02.01	11	With reference to item 136 of the Minute of Meeting of 30 November 1999 the Director of Technical Services submitted the Programme and Progress Report in relation to the Arts and Leisure Capital Programme. It was agreed to note the Report.
		SPORTS
Purchase of Gym Equipment of Nicolson Lewis Sports Centre from the Capital Programme AL06.01.40	12*	The Acting Director of Education and Leisure Services submitted a Report concerning a proposal to purchase the gym equipment at the Nicolson Lewis Sports Centre which had been leased over a five year period at an annual cost of £14,000 and indicating that the lease expired in March 2000. The Report indicated that there had been an under-utilisation of the equipment which was therefore still in relatively good condition. The Report indicated that a buyback purchase price of £16,935 had been negotiated with the leasing company for the purchase of the gym equipment.
		It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to: (1) purchase the gym equipment at the Nicolson Lewis Sports Centre for the sum of £16,935 from the Arts and Leisure General Capital Grants; and (2) submit a Report to the next series of Meetings in relation to establishing a temporary post of Fitness Instructor at the Nicolson Lewis Sports Centre for a period of one year. It was further agreed to recommend that a Member/Officer Working Group be established to consider the development of leisure facilities within the Nicolson Lewis Sports Centre, with the following Members nominated to serve on the Member/Officer Working Group; Chairman Norman A Macdonald Malcolm J Graham George Lonie
Millennium Sports Festival AL06.01.23	13*	With reference to item 127 of the Minute of Meeting of 5 October 1999 the Acting Director of Education and Leisure Services submitted a Report concerning a proposal to host a commemorative function for the Lewis and Harris Sports festival to mark 25 years of Sports Festivals in Lewis and Harris. The Report indicated that since 1996 the Festival had been actively involved in the Scotland Against Drugs Initiative which had attracted over £28,000 of additional funding for sport events and Coaching Schools in communities throughout the Western Isles. It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to award a grant of £750 from the Sports and Games Budget to the Lewis and Harris Sports Festival to host a commemorative function in the Town Hall to mark the organisation of over 25 years of sports festivals in Lewis and Harris.
		RELATED MATTERS
Millennium Awards Scheme Application	14*	The Acting Director of Education and Leisure Services submitted a Report concerning a bid for the Authority to become a Millennium Award Scheme operator in conjunction with the Millennium Commission. The Report detailed the background to the initiative indicating that awards to individuals would be in the region of £2,000 and highlighting that 10% of match funding would be required. It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to submit an application to the Millennium Commission for the Local Authority to operate a Millennium Awards Scheme.
		PERFORMANCE REVIEW
Reports Outstanding: Progress PR33.01.12	15	With reference to item 142 of the Minute of Meeting of 30 November 1999 the Director of Corporate Services submitted a Report detailing outstanding Reports arising from the decision of the Committee. It was agreed to note the Report.