Mal9910

ARTS AND LEISURE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Tuesday 5 October 1999 at 9.00am

PRESENT

Mr Alasdair G Macrae (Chairman)

Mrs Katie M Mackenzie (Vice-Chairman)

Mr George Lonie

Mr Malcolm J Macleod

Mr Philip R McLean

Mr Iain Morrison

Mr Donald J Macsween

Mr Alexander A MacDonald

Mr Finlay Morrison

Mr Norman A Macdonald

Mrs Mary Bremner

Mr Malcolm J Graham

Mr Ronald J Mackinnon

Mr Roderick J Murray

Mr Donald Manford

MINUTES

Arts and Leisure Committee C02.13

111

The Minute of Meeting of 17 August 1999 was approved.

Community Development Member/Officer Working Group

AL01.10

112

The Minutes of Meeting of the Community Development Member/Officer Working Group of 2 September 1999 and 14 September 1999 were noted.

Valtos Member/Officer Working Group AL01.07

113

The Minute of Meeting of the Valtos Member/Officer Working Group of 8 September 1999 was noted.

Stornoway Town Hall Member/Officer Working Group

AL01.11

114

The Minute of Meeting of the Stornoway Town Hall Member/Officer Working Group of 9 September 1999 was approved.

FINANCE

The Future of the Capital Programme

AL03.02

115*

With reference to item 93 of the Minute of Meeting of 17 August 1999 the Director of Finance submitted a Report concerning the future Capital Programme. The methods by which capital was financed were outlined in the Report. It was noted that there had been a trend of decline in capital allocations since 1992/93. The projected capital resources for the period 2000/01 to 2002/03 were set out in the Report. The key issues raised at a Seminar held on 7 September 1999 for Members to discuss the future capital programme were outlined in the Report, together with the outcome of consultation with Community Councils.

It was agreed to recommend that:

(1) projects for programme areas of greater than £100,000 be managed through project planning techniques including critical path analysis, schedules of works and monthly cash flow forecasts;

(2) projects for programme areas of less than £100,000 be managed through a checklist setting out the major stages of the project, including land acquisition, planning consent and relevant crofting approval with Project Officers required to complete the checklist, signing and dating each stage of the project after it is completed;

(3) future capital programmes should not have a capital contingency;

(4) all capital slippage should be reallocated to projects which represented new opportunities, crises which need capital investment, acceleration of existing schemes or inclusion of previously rejected projects;

(5) project initiation reports should include a section on the recoverability of VAT and its effects on the project and the finances of the Comhairle as a whole;

(6) the weightings set out in paragraph 4.27 of the Report by the Director of Finance for scoring project initiation reports be approved;

(7) the timetable for determining the capital programme as set out in Appendix 3 to the Minute be adopted;

(8) all projects for programme areas would require a project initiation report approved by the relevant Service Committee;

(9) the Director of Finance submit a Report to the next series of meetings setting out ways in which additional capital resources might be secured;

(10) the Director of Finance submit a paper setting out how any pre-viewing of project initiation reports might be managed including essential safeguards to ensure transparency;

(11) the Report to the January/February series of meetings recommending the new capital programme should include an overview setting out how projects address community needs and details of geographical distribution of projects; and

(12) Members be surveyed in January or February 2000 as to the success or otherwise of the process of setting the capital programme.

BUILDINGS

Programme and Progress

PR03.02.01

116

With reference to item 94 of the Minute of Meeting of 17 August 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.

Arts and Leisure Capital Programme - Bids for 2000 - 2003

AL03.01

117

With reference to item 93 of Minute of Meeting of 17 August 1999, the Acting Director of Education and Leisure Services submitted a Report concerning an outline programme of capital bids to be included in the 2000/2003 round of Project Initiation Reports which appended an indicative list of bids for the Arts and Leisure Capital Programme.

It was agreed to note the Report.

Lews Castle, Stornoway: Summary of Available Technical Documents

E02.28.20

118

With reference to item 97 of the Minute of Meeting of 17 August 1999 the Director of Technical Services submitted a Report detailing the various technical papers and Reports held in connection with the proposed future development of the Lews Castle, Stornoway, and appending a detailed list of the material available in the Department.

It was agreed to note the Report.

Nicolson Lewis Sports Centre Extension

AL02.01

119*

With reference to item to item 105 of the Minute of Meeting of 17 August 1999 the Acting Director of Education and Leisure Services submitted a Report concerning a proposal to develop a Project Initiation Report for an extension to the Nicolson Lewis Sports Centre. The Report gave indicative costs of upgrading and extending the centre including disabled access, upgrading the existing pool and plant in terms of the safety audit, and repair and maintenance on the pool roof skylights and the ceiling electrics which would be in the order of £4 million and indicating that maximum external funding for such a project would be in the region of £1 million. The appendix to the Report contained proposals for the extension prepared by the Technical Services Consultancy which would include water facilities, dry facilities and ancillary facilities providing an enhancement to the current provision.

It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to submit a full Project Initiation Report on the Nicolson Lewis Sports Centre extension and to display indicative plans of the extension for the Sports Centre on the 25th Anniversary of the opening of the centre as part of the public consultation exercise.

Nicolson Lewis Sports Centre: Safety Audit of Plant and Equipment

AL02.01

120*

With reference to item 105 of the Minute of Meeting of 17 August 1999 the Director of Technical Services submitted a Report concerning the outcome of a health and safety audit of the Nicolson Lewis Sports Centre detailing the principal findings of the audit and the areas where there was a requirement to carry out remedial works for safety related deficiencies and areas where there was a high risk of plant failure.

It was agreed to recommend that:

(1) the Director of Technical Services be authorised to prepare a detailed scheme of proposals to address the issues raised by the safety audit; and

(2) a Project Initiation Report be progressed for consideration within the 2000/2003 Capital Programme.

Rotary Changing Face Competition

AL02.01.10

121*

The Acting Director of Education and Leisure Services submitted a Report detailing the Comhairle's success in their application with the Rotary Changing Face competition for the renovation of town hall clocks in the year 2000, and indicating that the Comhairle had been successful in being awarded £2000 towards the cost of renovating the Stornoway Town Hall Clock.

It was agreed to recommend that the Acting Director of Education and Leisure Services confirm the Comhairle's appreciation of the award to Rotary Watches Limited.

FINANCIAL ASSISTANCE

Local Capital Grants Scheme 200/2001

AL03.01

122*

With reference to item 142 of the Minute of Meeting of 17 November 1998 the Acting Director of Education and Leisure Services submitted a Report concerning the Comhairle's nominated projects for the Scottish Executive Rural Affairs Departmental Local Capital Grants Scheme 2000/2001. The Report indicated that Leverburgh Village Hall would be the Comhairle's first priority for the Scheme followed by Carinish Village Hall.

It was agreed to recommend that:

(1) the Acting Director of Education and Leisure Services be authorised to give priority to Leverburgh Village Hall under the Local Capital Grants Scheme 2000/2001 and the Carinish Village Hall be given second priority;

(2) in the event of Carinish gaining external funding prior to Leverburgh that the priorities be reversed in order to maximise income into the Comhairle's area; and

(3) in setting the 2000/2001 Capital Programme the Comhairle consider placing £50,000 as match funding against the successful project.

Request for Financial Assistance: The Western Isles Challenge

AL06.01.60

123*

With reference to item 102 of the Minute of Meeting of 18 August 1998 the Acting Director of Education and Leisure Services submitted a Report concerning an application for financial assistance from Mr Iain Callaghan towards the organisation of the Western Isles Challenge which is a multi-sport adventure race from Barra to the Butt of Lewis. The Report indicated that the request for the Year 2000 event was £8,500.

It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to award a grant of £7,500 to the Western Isles Challenge from the 2000/2001 Events Budget.

Request for Financial Assistance: The Millennium Committee

AL01.12

124*

With reference to item 36 of the Minute of Meeting of 9 March 1999 the Acting Director of Education and Leisure Services submitted a request for financial assistance from the Millennium Committee towards a Hogmanay Celebrations Fund for 1 January 2000 and recommending that £15,000 be awarded to the Millennium Committee to operate a Hogmanay Celebrations Fund.

It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to award a grant of £15,000 to the Millennium Committee to operate a Hogmanay Celebrations Fund.

Request for Financial Assistance: Tong Community Association

AL03.01.10

125*

With reference to item 25 of the Minute of Meeting of 11 February 1999 the Acting Director of Education and Leisure Services submitted a Report concerning an application for financial assistance from the Tong Community Association towards the costs of the renovation of the Tong Community Centre in the sum of £35,000 indicating that Tong Community Association were successful in attracting grants from other organisations.

It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to award a grant of £35,000 to Tong Community Association from the 1999/2000 Voluntary Sector Capital Grants Budget.

Request for Financial Assistance: Urachadh Uibhist

AL11.01

126*

With reference to item 115 of the Minute of Meeting of the Education Committee of 30 September 1997 the Acting Director of Education and Leisure Services submitted a Report concerning an application for financial assistance from Urachadh Uibhist towards the training centre and community day nursery at Claddach Kirkibost, North Uist in the sum of £21,000.

It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to award a grant of £21,000 to Urachadh Uibhist from the Voluntary Sector Capital Grants.

SPORT

Sports Festival Against Drugs

AL06.01.23

127*

With reference to item 21 of the Minute of Meeting of 26 January 1999 the Acting Director of Education and Leisure Services submitted a Report concerning funding received from Scotland Against Drugs to promote a series of sports education projects in the Western Isles. The Report indicated that an award of £8,650 had been secured and that one of the conditions of the Scottish Drugs Challenge Fund is that a third of all project costs are met by the private sector. A further £4,250 in monitory and in kind contributions were received from the following businesses:

Cala Hotels

Sportsworld

Woody's Express Parcels

Carpet World

Lewis Builders

Stornoway Round Table.

It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to acknowledge the welcome support provided by Scotland Against Drugs and the private sector in the promotion of sport and exercise in the Western Isles as an alternative to drugs.

Golf in the Western Isles

AL06.01

128*

With reference to item 99 of the Minute of Meeting of 18 August 1998 the Acting Director of Education and Leisure Services submitted a Report appending details on Golf Clubs in the Western Isles, and indicating that the game in the Western Isles was attractive in terms of tourism potential and recommending that the Report be noted.

It was agreed to recommend that the Acting Chief Executive would submit a Report on potential tourism packages relating to golfing holidays in the Western Isles, to the Development Services Committee.

MUSEUM

Stornoway Museum: Extension

AL09.01.07

129*

With reference to item 38 of the Minute of Meeting of 9 March 1999 the Acting Director of Education and Leisure Services submitted a Report concerning a proposal to present a Project Initiation Report on an extension to the Stornoway Museum which would include accessible museum storage, a conservation laboratory, a publicly accessible archaeology service, multi-purpose space for educational activities, school groups, lectures, archaeological archives, archaeological sites and monuments records and the museums photographic archival and documentary records, a temporary exhibition space an improved sales area, small coffee shop and disabled access to all areas. The Report indicated that the total capital costs of the project were estimated at £2.179 million including fees and that a target had been set to attract 75% of the total costs from external sources including such organisations as the Heritage Lottery Fund, Charitable Trusts, ERDF and Western Isles Enterprise.

It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to submit a Project Initiation Report on an extension to the Stornoway Museum for consideration in the context of the preparation of the Capital Programme 2000/2001.

PERFORMANCE REVIEW

Reports Outstanding: Progress

PR33.01.12

130

With reference to item 109 of the Minute of Meeting 17 August 1999 the Director of Corporate Services submitted a Report detailing outstanding Reports arising from the decisions of the Committee.

It was agreed to note the Report.

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

		MINUTES
Arts and Leisure Committee C02.13	111	The Minute of Meeting of 17 August 1999 was approved.
Community Development Member/Officer Working Group AL01.10	112	The Minutes of Meeting of the Community Development Member/Officer Working Group of 2 September 1999 and 14 September 1999 were noted.
Valtos Member/Officer Working Group AL01.07	113	The Minute of Meeting of the Valtos Member/Officer Working Group of 8 September 1999 was noted.
Stornoway Town Hall Member/Officer Working Group AL01.11	114	The Minute of Meeting of the Stornoway Town Hall Member/Officer Working Group of 9 September 1999 was approved.
		FINANCE
The Future of the Capital Programme AL03.02	115*	With reference to item 93 of the Minute of Meeting of 17 August 1999 the Director of Finance submitted a Report concerning the future Capital Programme. The methods by which capital was financed were outlined in the Report. It was noted that there had been a trend of decline in capital allocations since 1992/93. The projected capital resources for the period 2000/01 to 2002/03 were set out in the Report. The key issues raised at a Seminar held on 7 September 1999 for Members to discuss the future capital programme were outlined in the Report, together with the outcome of consultation with Community Councils.
		It was agreed to recommend that: (1) projects for programme areas of greater than £100,000 be managed through project planning techniques including critical path analysis, schedules of works and monthly cash flow forecasts; (2) projects for programme areas of less than £100,000 be managed through a checklist setting out the major stages of the project, including land acquisition, planning consent and relevant crofting approval with Project Officers required to complete the checklist, signing and dating each stage of the project after it is completed; (3) future capital programmes should not have a capital contingency; (4) all capital slippage should be reallocated to projects which represented new opportunities, crises which need capital investment, acceleration of existing schemes or inclusion of previously rejected projects; (5) project initiation reports should include a section on the recoverability of VAT and its effects on the project and the finances of the Comhairle as a whole; (6) the weightings set out in paragraph 4.27 of the Report by the Director of Finance for scoring project initiation reports be approved; (7) the timetable for determining the capital programme as set out in Appendix 3 to the Minute be adopted; (8) all projects for programme areas would require a project initiation report approved by the relevant Service Committee; (9) the Director of Finance submit a Report to the next series of meetings setting out ways in which additional capital resources might be secured; (10) the Director of Finance submit a paper setting out how any pre-viewing of project initiation reports might be managed including essential safeguards to ensure transparency; (11) the Report to the January/February series of meetings recommending the new capital programme should include an overview setting out how projects address community needs and details of geographical distribution of projects; and (12) Members be surveyed in January or February 2000 as to the success or otherwise of the process of setting the capital programme.
		BUILDINGS
Programme and Progress PR03.02.01	116	With reference to item 94 of the Minute of Meeting of 17 August 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.
Arts and Leisure Capital Programme - Bids for 2000 - 2003 AL03.01	117	With reference to item 93 of Minute of Meeting of 17 August 1999, the Acting Director of Education and Leisure Services submitted a Report concerning an outline programme of capital bids to be included in the 2000/2003 round of Project Initiation Reports which appended an indicative list of bids for the Arts and Leisure Capital Programme. It was agreed to note the Report.
Lews Castle, Stornoway: Summary of Available Technical Documents E02.28.20	118	With reference to item 97 of the Minute of Meeting of 17 August 1999 the Director of Technical Services submitted a Report detailing the various technical papers and Reports held in connection with the proposed future development of the Lews Castle, Stornoway, and appending a detailed list of the material available in the Department. It was agreed to note the Report.
Nicolson Lewis Sports Centre Extension AL02.01	119*	With reference to item to item 105 of the Minute of Meeting of 17 August 1999 the Acting Director of Education and Leisure Services submitted a Report concerning a proposal to develop a Project Initiation Report for an extension to the Nicolson Lewis Sports Centre. The Report gave indicative costs of upgrading and extending the centre including disabled access, upgrading the existing pool and plant in terms of the safety audit, and repair and maintenance on the pool roof skylights and the ceiling electrics which would be in the order of £4 million and indicating that maximum external funding for such a project would be in the region of £1 million. The appendix to the Report contained proposals for the extension prepared by the Technical Services Consultancy which would include water facilities, dry facilities and ancillary facilities providing an enhancement to the current provision. It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to submit a full Project Initiation Report on the Nicolson Lewis Sports Centre extension and to display indicative plans of the extension for the Sports Centre on the 25th Anniversary of the opening of the centre as part of the public consultation exercise.
Nicolson Lewis Sports Centre: Safety Audit of Plant and Equipment AL02.01	120*	With reference to item 105 of the Minute of Meeting of 17 August 1999 the Director of Technical Services submitted a Report concerning the outcome of a health and safety audit of the Nicolson Lewis Sports Centre detailing the principal findings of the audit and the areas where there was a requirement to carry out remedial works for safety related deficiencies and areas where there was a high risk of plant failure. It was agreed to recommend that: (1) the Director of Technical Services be authorised to prepare a detailed scheme of proposals to address the issues raised by the safety audit; and (2) a Project Initiation Report be progressed for consideration within the 2000/2003 Capital Programme.
Rotary Changing Face Competition AL02.01.10	121*	The Acting Director of Education and Leisure Services submitted a Report detailing the Comhairle's success in their application with the Rotary Changing Face competition for the renovation of town hall clocks in the year 2000, and indicating that the Comhairle had been successful in being awarded £2000 towards the cost of renovating the Stornoway Town Hall Clock. It was agreed to recommend that the Acting Director of Education and Leisure Services confirm the Comhairle's appreciation of the award to Rotary Watches Limited.
		FINANCIAL ASSISTANCE
Local Capital Grants Scheme 200/2001 AL03.01	122*	With reference to item 142 of the Minute of Meeting of 17 November 1998 the Acting Director of Education and Leisure Services submitted a Report concerning the Comhairle's nominated projects for the Scottish Executive Rural Affairs Departmental Local Capital Grants Scheme 2000/2001. The Report indicated that Leverburgh Village Hall would be the Comhairle's first priority for the Scheme followed by Carinish Village Hall. It was agreed to recommend that: (1) the Acting Director of Education and Leisure Services be authorised to give priority to Leverburgh Village Hall under the Local Capital Grants Scheme 2000/2001 and the Carinish Village Hall be given second priority; (2) in the event of Carinish gaining external funding prior to Leverburgh that the priorities be reversed in order to maximise income into the Comhairle's area; and (3) in setting the 2000/2001 Capital Programme the Comhairle consider placing £50,000 as match funding against the successful project.
Request for Financial Assistance: The Western Isles Challenge AL06.01.60	123*	With reference to item 102 of the Minute of Meeting of 18 August 1998 the Acting Director of Education and Leisure Services submitted a Report concerning an application for financial assistance from Mr Iain Callaghan towards the organisation of the Western Isles Challenge which is a multi-sport adventure race from Barra to the Butt of Lewis. The Report indicated that the request for the Year 2000 event was £8,500. It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to award a grant of £7,500 to the Western Isles Challenge from the 2000/2001 Events Budget.
Request for Financial Assistance: The Millennium Committee AL01.12	124*	With reference to item 36 of the Minute of Meeting of 9 March 1999 the Acting Director of Education and Leisure Services submitted a request for financial assistance from the Millennium Committee towards a Hogmanay Celebrations Fund for 1 January 2000 and recommending that £15,000 be awarded to the Millennium Committee to operate a Hogmanay Celebrations Fund. It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to award a grant of £15,000 to the Millennium Committee to operate a Hogmanay Celebrations Fund.
Request for Financial Assistance: Tong Community Association AL03.01.10	125*	With reference to item 25 of the Minute of Meeting of 11 February 1999 the Acting Director of Education and Leisure Services submitted a Report concerning an application for financial assistance from the Tong Community Association towards the costs of the renovation of the Tong Community Centre in the sum of £35,000 indicating that Tong Community Association were successful in attracting grants from other organisations. It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to award a grant of £35,000 to Tong Community Association from the 1999/2000 Voluntary Sector Capital Grants Budget.
Request for Financial Assistance: Urachadh Uibhist AL11.01	126*	With reference to item 115 of the Minute of Meeting of the Education Committee of 30 September 1997 the Acting Director of Education and Leisure Services submitted a Report concerning an application for financial assistance from Urachadh Uibhist towards the training centre and community day nursery at Claddach Kirkibost, North Uist in the sum of £21,000. It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to award a grant of £21,000 to Urachadh Uibhist from the Voluntary Sector Capital Grants.
		SPORT
Sports Festival Against Drugs AL06.01.23	127*	With reference to item 21 of the Minute of Meeting of 26 January 1999 the Acting Director of Education and Leisure Services submitted a Report concerning funding received from Scotland Against Drugs to promote a series of sports education projects in the Western Isles. The Report indicated that an award of £8,650 had been secured and that one of the conditions of the Scottish Drugs Challenge Fund is that a third of all project costs are met by the private sector. A further £4,250 in monitory and in kind contributions were received from the following businesses: Cala Hotels Sportsworld Woody's Express Parcels Carpet World Lewis Builders Stornoway Round Table. It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to acknowledge the welcome support provided by Scotland Against Drugs and the private sector in the promotion of sport and exercise in the Western Isles as an alternative to drugs.
Golf in the Western Isles AL06.01	128*	With reference to item 99 of the Minute of Meeting of 18 August 1998 the Acting Director of Education and Leisure Services submitted a Report appending details on Golf Clubs in the Western Isles, and indicating that the game in the Western Isles was attractive in terms of tourism potential and recommending that the Report be noted. It was agreed to recommend that the Acting Chief Executive would submit a Report on potential tourism packages relating to golfing holidays in the Western Isles, to the Development Services Committee.
		MUSEUM
Stornoway Museum: Extension AL09.01.07	129*	With reference to item 38 of the Minute of Meeting of 9 March 1999 the Acting Director of Education and Leisure Services submitted a Report concerning a proposal to present a Project Initiation Report on an extension to the Stornoway Museum which would include accessible museum storage, a conservation laboratory, a publicly accessible archaeology service, multi-purpose space for educational activities, school groups, lectures, archaeological archives, archaeological sites and monuments records and the museums photographic archival and documentary records, a temporary exhibition space an improved sales area, small coffee shop and disabled access to all areas. The Report indicated that the total capital costs of the project were estimated at £2.179 million including fees and that a target had been set to attract 75% of the total costs from external sources including such organisations as the Heritage Lottery Fund, Charitable Trusts, ERDF and Western Isles Enterprise.
		It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to submit a Project Initiation Report on an extension to the Stornoway Museum for consideration in the context of the preparation of the Capital Programme 2000/2001.
		PERFORMANCE REVIEW
Reports Outstanding: Progress PR33.01.12	130	With reference to item 109 of the Minute of Meeting 17 August 1999 the Director of Corporate Services submitted a Report detailing outstanding Reports arising from the decisions of the Committee. It was agreed to note the Report.