February 2003

ARTS AND LEISURE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Tuesday 4 February 2003 at 9.00am

PRESENT

Mr Alasdair G Macrae (Chairman)

Mrs Katie M Mackenzie (Vice-Chairman)

Mr Iain Morrison

Mr Roderick J Murray

Mr Alexander A Macdonald

Mr George Lonie

Mr Norman A Macdonald

Mrs Mary Bremner

Mr Malcolm J Graham

Mr Ronald J Mackinnon

MINUTES

Minute of Meeting of 19 November 2002

1

The minute of meeting of 19 November 2002 was approved.

FINANCE

Non-Housing Capital Programme: Third Quarter Monitoring

PR110.08

2

The Acting Director of Finance submitted a Report regarding the Non-Housing Capital Expenditure for the period 1 April 2002 - 31 December 2002.

It was agreed to recommend approval of the recommendations in the report by the Acting Director of Finance, concerning the Non-Housing Capital Monitoring 1 April 2002 - 31 December 2002, insofar as the Committee's interest was concerned.

Third Quarter Revenue Forecast Outturn

PR110.08

3

The Acting Director of Finance submitted a Report giving information on the Quarterly Forecast Out-turn. The Report detailed revenue expenditure incurred in the period from 1 April to 31 December 2002 for the Comhairle's services.

It was agreed to recommend approval of the recommendations in the report by the Acting Director of Finance, concerning the Third Quarter Revenue Forecast Outturn 2002/2003, insofar as the Committee's interest was concerned.

Budget Strategy 2003/04

PR110.08

4

The Acting Director of Finance submitted a Report advising Members of the final aggregate External Finance announcement for 2003 - 2004 and setting out the revised Budget Strategy for 2002/03 to 2004/05.

It was agreed to recommend approval of the recommendations in the report by the Acting Director of Finance, concerning the Budget Strategy 2003/2004 - 2005/2006, insofar as the Committee's interest was concerned.

Budget Growth Bids 2003/04

PR110.08

5

The Acting Director of Finance submitted a Report, relating to the growth bids submitted by departments under the headings of:

Scottish Executive Priorities;

Quality of Life; and

Other Bids

It was agreed to recommend approval of the recommendations in the report by the Acting Director of Finance, concerning Budget Growth Bids 2003/2004 - 2005/2006, insofar as the Committee's interest was concerned.

PERFORMANCE MANAGEMENT

Corporate Strategy Progress Report

6

The Chief Executive submitted a Report advising Members of the progress made towards meeting the Key Aims included in the Comhairle's Corporate Strategy, and advising on other achievements that have been accomplished. It was stated that the majority of the services that the Comhairle provide relate to statutory duties and standards of service are often pre-determined, however a number of policies and service developments had also been achieved.

It was agreed:

(1) that the appendices containing the Corporate Strategy Progress Report and Achievements 1999 - 2003, in the report by the Chief Executive, be noted; and

(2) to recommend that a system of half yearly Corporate Strategy monitoring reports be introduced.

BUILDINGS

Capital Works: Programme and Progress

PR33.01.12

7

With reference to item 5 of the minute of meeting of 19 November 2002 the Director of Technical Services submitted a report concerning the capital works programme and progress in relation to Arts and Leisure properties.

It was agreed to note the Report.

Repairs and Maintenance (Revenue) Programme 2002/2003: Quarterly Expenditure Report to 31 December 2002

AL03.03.02

8

With reference to item 6 of the minute of meeting of 19 November 2002 the Director of Technical Services submitted a Report concerning expenditure on the Repair and Maintenance of properties held on the Arts and Leisure account up to 31 December 2002.

It was agreed to note the Report.

SPORTS

It was agreed that the public, including the press, be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 6 of Schedule 7A of the Local Government (Scotland) Act 1973 would be disclosed, namely,

Tender Report for New Sports Centre

AL02.01

9

With reference to item 5 of the minute of meeting of 30 September 2002, the Director for Sustainable Communities submitted a report concerning the detail of the accepted tender for the new Sports Centre. Details of the tenders submitted, the tender appraisal and the cost saving exercise were outlined in the report, along with the process which led to tender and the items not included within the cost plan.

It was agreed to recommend that:

(1) the decision by the Director for Sustainable Communities to reduce the specification for the new Sports Centre, Stornoway, to bring the tender price within the budget sum of £6.5M be homologated; and

(2) savings of £50,000, as referred to at paragraph 7.6 of the report by the Director for Sustainable Communities, be re-instated to the project in (1) above, £120,00 be provided for a second squash court and £83,000 be provided for bleacher seating, to be financed from uncommitted capital for 2004 - 2005.

New Sports Centre Stornoway

AL02.01

10

With reference to item 5 of the minute of meeting of 30 September 2002, the Director for Sustainable Communities submitted a report concerning the tender acceptance for the development of the new sport facility which will replace the Nicolson Lewis Sports Centre and to confirm the success of the external funding applications.

It was agreed to recommend that the decision taken by the Director for Sustainable Communities to authorise the acceptance of the lowest tender and proceed with the building of the new sports centre, be homologated.

Local Sports Councils

AL06.01

11

With reference to item 9 of the minute of meeting of 29 January 2002, the Director for Sustainable Communities submitted a report seeking agreement for the continued support for the local Sports Councils. The report indicated that the two local Sports Councils are continuing to provide effective financial and development support to the voluntary sports community.

It was agreed:

(1) to recommend that continued support for the local Sports Councils through devolving £6k to each sports council from the 2003/2004 Sports and Games budget, in accordance with the recognised financial procedures, be approved; and

(2) that the Sports Councils' Annual Reports be noted.

MUSEUMS

Museum nan Eilean Strategic Change

AL09.01

12

With reference to item 15 of the minute of meeting of 28 May 2002, the Director for Sustainable Communities submitted a report concerning the Strategic Change project, which is the subject of a round two application to the Scottish Executive's Strategic Change Fund for Museums. The background to the matter was outlined in the report.

It was agreed to recommend that the Director for Sustainable Communities be authorised to permit Museum nan Eilean to pursue the Strategic Change project, if the stage two application to the Strategic Change Fund is successful.

COMMUNITY DEVELOPMENT

Letting of Community Education Premises

AL04

13

The Director for Sustainable Communities submitted a report concerning the revised letting procedures for Community Education premises. It was proposed in the report that the Community Education Service adopts a letting procedure similar to that currently operated by the Education Department for the letting of school premises which would mean that all groups booking premises would be required to complete an Application to Let form and would receive a Conditions of Let form along with the confirmation of their let. Details of the charges to be applied and the Application for Let and Conditions of Let forms to be used were appended to the report.

It was agreed that the level of charges and forms for lets be approved.

LIBRARY SERVICE

Mobile Library Vehicle Replacement

AL08.06

14

With reference to item 20 of the minute of meeting of 27 August 2002, the Director for Sustainable Communities submitted a report concerning attempts to identify options to replace the Lewis and Harris Mobile Library vehicles.

It was agreed to recommend that:

(1) both the Lewis and Harris mobile library vehicles be replaced when resources are identified to do so;

(2) the Director for Sustainable Communities be delegated to prepare a contingency plan in light of one mobile vehicle being put off the road, which will be reported to the next meeting of the Committee in March 2003;

(3) mobile library vehicle replacement be treated outwith any PIR or bidding process and finance be allocated in the next Capital Programme over a three year period to replace library vehicles in Lewis, Harris and Uist;

(4) in the event of (3) above being approved and of slippage occurring in next year's Capital Programme there be an acceleration of the resultant programme to accommodate the replacement of the oldest library vehicle and, failing that, the Comhairle recommends the above, to the next Comhairle, when setting their Capital Programme;

(5) a Working Group be established, comprising the Chairman and Vice-Chairman and relevant Officers, with the following remit:

(i) to identify and consider all the funding options, including external funding options, for the replacement of one of the vehicles in (1) above; and

(ii) to formulate recommendations to the Committee for implementation as soon as practicable; and

(6) the Director for Sustainable Communities submit a report on the findings of the Working Group in (5) above to the next meeting.

RELATED MATTERS

Community Centres and Village Halls - Revision of Performance Grant Scheme

15

The Director for Sustainable Communities submitted a report updating the Comhairle's Scheme of Performance Grants towards the operating costs of local community centres and village halls. Rates of payment and a list and categories of Community Halls were outlined in the appendix to the report by the Director for Sustainable Communities.

AL03

It was agreed to recommend that:

(1) the rates of payment, as outlined in Appendix A of the Report by the Director for Sustainable Communities, be approved;

(2) the list and categories of Community Halls, as outlined in Appendix B of the Report by the Director for Sustainable Communities, be approved; and

(3) the Director for Sustainable Communities submit a Report on how the base rates have been increased, if they have been, since 1994, and whether the rate set will be increased in future to follow inflation.

Local Culture Strategy - Draft Guidance

AL09.01

16

With reference to item 85 of the minute of meeting of 3 October 2002, the Director for Sustainable Communities submitted a report concerning homologation for the action taken by the Director for Sustainable Communities in responding to the Scottish Executive/COSLA Draft Guidance on local implementation of the National Cultural Strategy. It was indicated in the report that the guidance was advisory and was designed to assist authorities to take action to implement the National Cultural Strategy, develop their own cultural provision and priorities and widen access, promote diversity and address equality issues.

It was agreed to recommend that:

(1) the action taken by the Director for Sustainable Communities in responding to the Scottish Executive by the stated deadline, be homologated;

(2) the Director for Sustainable Communities submit a report on the way forward for assisting and supporting the Comainn Eachdraidh on a dedicated basis, within the local community, including a possible Development Officer Post; and

(3) the Comhairle invite the Cultural Committee of the Scottish Parliament to visit na h-Eileanan an Iar and put forward a Seminar, in order for them to appreciate at first hand the culture of the Islands, with a view to receiving additional funding for its unique culture and heritage, with particular reference to Comainn Eachdraidh.

Arising out of consideration of this item it was agreed that the Director for Sustainable Communities submit a report when more information is available concerning the Museum and funding bid.

PERFORMANCE REVIEW

Reports Outstanding: Progress

PR33.01.12.

17

With reference to item 11 of the minute of meeting of 19 November 2002, the Director of Corporate Services submitted a report concerning reports outstanding arising from decisions of the Arts and Leisure Committee.

It was agreed to note the Report.

PRESENT	Mr Alasdair G Macrae (Chairman)
	Mrs Katie M Mackenzie (Vice-Chairman)
	Mr Iain Morrison	Mr Roderick J Murray
	Mr Alexander A Macdonald	Mr George Lonie
	Mr Norman A Macdonald	Mrs Mary Bremner
	Mr Malcolm J Graham	Mr Ronald J Mackinnon

		MINUTES
Minute of Meeting of 19 November 2002	1	The minute of meeting of 19 November 2002 was approved.
		FINANCE
Non-Housing Capital Programme: Third Quarter Monitoring PR110.08	2	The Acting Director of Finance submitted a Report regarding the Non-Housing Capital Expenditure for the period 1 April 2002 - 31 December 2002. It was agreed to recommend approval of the recommendations in the report by the Acting Director of Finance, concerning the Non-Housing Capital Monitoring 1 April 2002 - 31 December 2002, insofar as the Committee's interest was concerned.
Third Quarter Revenue Forecast Outturn PR110.08	3	The Acting Director of Finance submitted a Report giving information on the Quarterly Forecast Out-turn. The Report detailed revenue expenditure incurred in the period from 1 April to 31 December 2002 for the Comhairle's services. It was agreed to recommend approval of the recommendations in the report by the Acting Director of Finance, concerning the Third Quarter Revenue Forecast Outturn 2002/2003, insofar as the Committee's interest was concerned.
Budget Strategy 2003/04 PR110.08	4	The Acting Director of Finance submitted a Report advising Members of the final aggregate External Finance announcement for 2003 - 2004 and setting out the revised Budget Strategy for 2002/03 to 2004/05.
		It was agreed to recommend approval of the recommendations in the report by the Acting Director of Finance, concerning the Budget Strategy 2003/2004 - 2005/2006, insofar as the Committee's interest was concerned.
Budget Growth Bids 2003/04 PR110.08	5	The Acting Director of Finance submitted a Report, relating to the growth bids submitted by departments under the headings of: Scottish Executive Priorities; Quality of Life; and Other Bids It was agreed to recommend approval of the recommendations in the report by the Acting Director of Finance, concerning Budget Growth Bids 2003/2004 - 2005/2006, insofar as the Committee's interest was concerned.
		PERFORMANCE MANAGEMENT
Corporate Strategy Progress Report	6	The Chief Executive submitted a Report advising Members of the progress made towards meeting the Key Aims included in the Comhairle's Corporate Strategy, and advising on other achievements that have been accomplished. It was stated that the majority of the services that the Comhairle provide relate to statutory duties and standards of service are often pre-determined, however a number of policies and service developments had also been achieved.
		It was agreed: (1) that the appendices containing the Corporate Strategy Progress Report and Achievements 1999 - 2003, in the report by the Chief Executive, be noted; and (2) to recommend that a system of half yearly Corporate Strategy monitoring reports be introduced.
		BUILDINGS
Capital Works: Programme and Progress PR33.01.12	7	With reference to item 5 of the minute of meeting of 19 November 2002 the Director of Technical Services submitted a report concerning the capital works programme and progress in relation to Arts and Leisure properties. It was agreed to note the Report.
Repairs and Maintenance (Revenue) Programme 2002/2003: Quarterly Expenditure Report to 31 December 2002 AL03.03.02	8	With reference to item 6 of the minute of meeting of 19 November 2002 the Director of Technical Services submitted a Report concerning expenditure on the Repair and Maintenance of properties held on the Arts and Leisure account up to 31 December 2002. It was agreed to note the Report.
		SPORTS
		It was agreed that the public, including the press, be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 6 of Schedule 7A of the Local Government (Scotland) Act 1973 would be disclosed, namely,
Tender Report for New Sports Centre AL02.01	9	With reference to item 5 of the minute of meeting of 30 September 2002, the Director for Sustainable Communities submitted a report concerning the detail of the accepted tender for the new Sports Centre. Details of the tenders submitted, the tender appraisal and the cost saving exercise were outlined in the report, along with the process which led to tender and the items not included within the cost plan.
		It was agreed to recommend that: (1) the decision by the Director for Sustainable Communities to reduce the specification for the new Sports Centre, Stornoway, to bring the tender price within the budget sum of £6.5M be homologated; and (2) savings of £50,000, as referred to at paragraph 7.6 of the report by the Director for Sustainable Communities, be re-instated to the project in (1) above, £120,00 be provided for a second squash court and £83,000 be provided for bleacher seating, to be financed from uncommitted capital for 2004 - 2005.
New Sports Centre Stornoway AL02.01	10	With reference to item 5 of the minute of meeting of 30 September 2002, the Director for Sustainable Communities submitted a report concerning the tender acceptance for the development of the new sport facility which will replace the Nicolson Lewis Sports Centre and to confirm the success of the external funding applications.
		It was agreed to recommend that the decision taken by the Director for Sustainable Communities to authorise the acceptance of the lowest tender and proceed with the building of the new sports centre, be homologated.
Local Sports Councils AL06.01	11	With reference to item 9 of the minute of meeting of 29 January 2002, the Director for Sustainable Communities submitted a report seeking agreement for the continued support for the local Sports Councils. The report indicated that the two local Sports Councils are continuing to provide effective financial and development support to the voluntary sports community.
		It was agreed: (1) to recommend that continued support for the local Sports Councils through devolving £6k to each sports council from the 2003/2004 Sports and Games budget, in accordance with the recognised financial procedures, be approved; and (2) that the Sports Councils' Annual Reports be noted.
		MUSEUMS
Museum nan Eilean Strategic Change AL09.01	12	With reference to item 15 of the minute of meeting of 28 May 2002, the Director for Sustainable Communities submitted a report concerning the Strategic Change project, which is the subject of a round two application to the Scottish Executive's Strategic Change Fund for Museums. The background to the matter was outlined in the report.
		It was agreed to recommend that the Director for Sustainable Communities be authorised to permit Museum nan Eilean to pursue the Strategic Change project, if the stage two application to the Strategic Change Fund is successful.
		COMMUNITY DEVELOPMENT
Letting of Community Education Premises AL04	13	The Director for Sustainable Communities submitted a report concerning the revised letting procedures for Community Education premises. It was proposed in the report that the Community Education Service adopts a letting procedure similar to that currently operated by the Education Department for the letting of school premises which would mean that all groups booking premises would be required to complete an Application to Let form and would receive a Conditions of Let form along with the confirmation of their let. Details of the charges to be applied and the Application for Let and Conditions of Let forms to be used were appended to the report.
		It was agreed that the level of charges and forms for lets be approved.

		LIBRARY SERVICE
Mobile Library Vehicle Replacement AL08.06	14	With reference to item 20 of the minute of meeting of 27 August 2002, the Director for Sustainable Communities submitted a report concerning attempts to identify options to replace the Lewis and Harris Mobile Library vehicles.
		It was agreed to recommend that: (1) both the Lewis and Harris mobile library vehicles be replaced when resources are identified to do so; (2) the Director for Sustainable Communities be delegated to prepare a contingency plan in light of one mobile vehicle being put off the road, which will be reported to the next meeting of the Committee in March 2003; (3) mobile library vehicle replacement be treated outwith any PIR or bidding process and finance be allocated in the next Capital Programme over a three year period to replace library vehicles in Lewis, Harris and Uist; (4) in the event of (3) above being approved and of slippage occurring in next year's Capital Programme there be an acceleration of the resultant programme to accommodate the replacement of the oldest library vehicle and, failing that, the Comhairle recommends the above, to the next Comhairle, when setting their Capital Programme; (5) a Working Group be established, comprising the Chairman and Vice-Chairman and relevant Officers, with the following remit: (i) to identify and consider all the funding options, including external funding options, for the replacement of one of the vehicles in (1) above; and (ii) to formulate recommendations to the Committee for implementation as soon as practicable; and (6) the Director for Sustainable Communities submit a report on the findings of the Working Group in (5) above to the next meeting.
		RELATED MATTERS
Community Centres and Village Halls - Revision of Performance Grant Scheme	15	The Director for Sustainable Communities submitted a report updating the Comhairle's Scheme of Performance Grants towards the operating costs of local community centres and village halls. Rates of payment and a list and categories of Community Halls were outlined in the appendix to the report by the Director for Sustainable Communities.
AL03		It was agreed to recommend that: (1) the rates of payment, as outlined in Appendix A of the Report by the Director for Sustainable Communities, be approved; (2) the list and categories of Community Halls, as outlined in Appendix B of the Report by the Director for Sustainable Communities, be approved; and (3) the Director for Sustainable Communities submit a Report on how the base rates have been increased, if they have been, since 1994, and whether the rate set will be increased in future to follow inflation.
Local Culture Strategy - Draft Guidance AL09.01	16	With reference to item 85 of the minute of meeting of 3 October 2002, the Director for Sustainable Communities submitted a report concerning homologation for the action taken by the Director for Sustainable Communities in responding to the Scottish Executive/COSLA Draft Guidance on local implementation of the National Cultural Strategy. It was indicated in the report that the guidance was advisory and was designed to assist authorities to take action to implement the National Cultural Strategy, develop their own cultural provision and priorities and widen access, promote diversity and address equality issues.
		It was agreed to recommend that: (1) the action taken by the Director for Sustainable Communities in responding to the Scottish Executive by the stated deadline, be homologated; (2) the Director for Sustainable Communities submit a report on the way forward for assisting and supporting the Comainn Eachdraidh on a dedicated basis, within the local community, including a possible Development Officer Post; and (3) the Comhairle invite the Cultural Committee of the Scottish Parliament to visit na h-Eileanan an Iar and put forward a Seminar, in order for them to appreciate at first hand the culture of the Islands, with a view to receiving additional funding for its unique culture and heritage, with particular reference to Comainn Eachdraidh.
		Arising out of consideration of this item it was agreed that the Director for Sustainable Communities submit a report when more information is available concerning the Museum and funding bid.
		PERFORMANCE REVIEW
Reports Outstanding: Progress PR33.01.12.	17	With reference to item 11 of the minute of meeting of 19 November 2002, the Director of Corporate Services submitted a report concerning reports outstanding arising from decisions of the Arts and Leisure Committee. It was agreed to note the Report.