COMHAIRLE NAN EILEAN SIAR

ARTS AND LEISURE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Tuesday 21 November 2000 at 9.00am

PRESENT	Mr Alasdair G Macrae (Chairman)
	Mrs Katie M Mackenzie	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

Tribute: Western Isles Pupils		The Chairman referred to the recent presentation by pupils from the Western Isles performed at the Millennium Dome in London and on behalf of the Committee congratulated the pupils and others who were involved in taking the presentation to the Millennium Dome and performing to such a high standard.
Tribute: Young Musician of the Year		The Chairman referred to the recent competition of the Young Musician of the Year and congratulated all prize winners and participants who made the event such a success.
Tribute: Mr John Mitchell		The Chairman referred to Mr John Mitchell from Newmarket, Isle of Lewis who had recently become the British Champion in the 500cc British Quad Championships and congratulated Mr Mitchell on this achievement.
Tribute: Dr Neil R Galbraith		The Chairman referred to Dr Neil R Galbraith OBE, Acting Chief Executive who was attending his last meeting of the Arts and Leisure Committee before retiring from Comhairle nan Eilean Siar. The Chairman thanked Dr Galbraith for all his assistance over the years and on behalf of the Committee extended best wishes to Dr Galbraith for a long and happy retirement.
		MINUTES
Arts and Leisure Committee C02.13	91	The Minute of Meeting of 3 October 2000 was approved.
		FINANCE
Service Strategy Development Report.	92	Service Strategy Development Reports for the 2001/02 Revenue Estimates for each of the Comhairle's Services were submitted setting out committed growth with proposed expenditure savings to match growth and savings proposed to match the cash planning limits of expenditure. It was agreed to note the Service Strategy Development Reports.
Second Quarter Revenue Outturn 2000-01 AL03.03.01	93	With reference to item 34 of the Minute of Meeting of 30 May 2000 the Director of Finance submitted a Report detailing the income and revenue expenditure incurred for the Comhairle's Services including the Housing Revenue Account for the six months ended 30 September 2000 and comparing such income and expenditure with the Revenue Estimates for Income and Expenditure for the period. The Report detailed the forecast outturn of expenditure for each of the Comhairle's Services for the financial year ending 31 March 2001. It was agreed to recommend that, where the forecast overspend exceeded tolerances, the relevant Heads of Service be required to make proposals to bring spending back within tolerances to the next series of meetings
Non-Housing Capital Monitoring 1 April 2000-30 September 2000 PR110.05	94	With reference to item 56 of the Minute of Meeting of 30 August 2000 the Director of Finance submitted a Report regarding the Programme of Capital Expenditure for the Comhairle for the period 1 April 30 September 2000 for all Services except the Housing Revenue Account. The Report detailed the approved expenditure and estimated outturn expenditure for the financial year 2000/01 for each Service. It was noted that the forecast outturn was £220,000 below the revised approved programme of £15,650,000. A summary of the variations was set out in the Report. Details of the Capital Programme, together with proposed revisions were appended to the Report. It was agreed to recommend approval of the forecast outturn as the revised approved Capital Programme for the financial year 2000/01 and specifically that: (1) £35,000 additional CFCR be transferred from money set aside from the closure of the Secondary Department at Scalpay School to fund the Home Economics Unit at Sir E Scott School (2) an overspend of £22,000 on the Scalpay Bridge Project be included in the Capital Programme and funded out of slippage; (3) an overspend of £80,000 on the Smith Avenue/Sandwick Road Roundabout Project be included in the Capital Programme and funded out of slippage; and (4) the Director of Technical Services submit a Report detailing how the overspend on the Smith Avenue/Sandwick Road roundabout arose and setting out proposals for better control of contracts for the future.
			FINANCIAL ASSISTANCE
Scottish Executive Rural Grant for Village Halls - Nominations for 2001 - 2002 AL11.01	95		With reference to item 42 of the Minute of Meeting of 30 May 2000 the Acting Director of Education and Leisure Services submitted a Report concerning the nomination of a village hall from the voluntary sector within the Western Isles to be put forward for match funding from the Scottish Executive Rural Development Fund. The Report outlined the background to present position indicating that the Comhairle had previously agreed to consider retaining Leverburgh as first nomination for the Scottish Executive funding for 2001/2002 and further intimating that Leverburgh had been successful in attracting additional funding from Highlands and Islands Enterprise and the Comhairle which had effectively bridged the buildings costs gap and would allow that project to develop. The Report highlighted that the next project which was at a stage appropriate to be the Comhairle's nomination for Scottish Executive Rural Development Fund was the North Tolsta Community Facility. The Report suggested that in considering nominations for the Scottish Executive Rural Development Fund that cognisance be given to projects which had effectively secured the required funding and in a position to complete the project within the timescale as set out in the Condition of Grants.
			It was agreed to recommend that: (1) the Acting Director of Education and Leisure Services be authorised to submit two nominations for Rural Development Grant in 2001/2002, those being: (a) Leverburgh Village Hall; (b) North Tolsta Village Hall; and (2) the North Tolsta Village Hall be given priority for the 2001/2002 nomination in the sum of £82,000 and that North Tolsta be awarded match funding of £41,000 from the Comhairle's Capital Programme 2001/2002 which made specific reference to match funding from the Scottish Executive Rural Affairs Grant.
Stornoway and District Round Table No 1065 - Request for Financial Assistance to Hold a Fireworks Display AL11.01	96		With reference to item 67 of the Minute of Meeting of 15 June 1999 the Acting Director of Education and Leisure Service submitted a Report concerning a Revenue Grant application from the Stornoway and District Round Table towards the costs of a fireworks display on 1 January 2001. The Report indicated that the cost of the fireworks event was estimated at £10,000 and sought a grant of £5,000 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 £5,000 to Stornoway and District Round Table No 1065 from the Community Events Budget 2000/2001 for the fireworks display on 1 January 2001 and that the organisation be asked to submit future applications for grant timeously.
			LAND AND BUILDINGS
Repairs and Maintenance (Revenue) Programme 2000/01 Quarterly Expenditure Report to September 2000 AL03.03.01	97		With reference to item 59 of the Minute of Meeting of 30 August 2000 the Director of Technical Services submitted a Report concerning expenditure on the Repairs and Maintenance of properties held on the Arts and Leisure account to 30 September 2000. It was agreed to note the Report
Programme and Progress PR03.02.01	98		With reference to item 79 of the Minute of Meeting of 30 October the Director of Technical Services submitted a Programme and Progress Report in relation to the Arts and Leisure Capital Programme. It was agreed to note the Report, and that the Chief Executive submit a Report to the next meeting of the Arts and Leisure Committee indicating progress with the Lews Castle Development and that a meeting of the Lews Castle Working Group be held prior to the next meeting of the Arts and Leisure Committee.
			Mr Philip McLean declared an interest in the following item and left the meeting.
Tendering Shortlist for Architectural and Related Services at the Nicolson Lewis Sports Centre AL02.01	99		The Acting Director of Education and Leisure Services submitted a Report concerning a request for approval to invite a shortleet of five consultants to tender for the architectural and related services for a re-development at the Nicolson Lewis Sports Centre, Stornoway. The Report indicated the background to the position which commented on the regulations in terms of European Journal and the response to a recent advertisement in the OJEC.
			It was agreed to recommend that: (1) the Acting Director of Education and Leisure Services be authorised to invite the following five firms to tender for the architectural and related services in terms of a re-development at the Nicolson Lewis Sports Centre; Oberlanders; William Saunders; Percy, Johnson, Marshall; Steven Limbrick; and GLR; (2) all five firms be invited to meet with the Member/Officer Working Group on 11/12 January 2001; and (3) the Director of Corporate Services be authorised to accept the most economically advantageous tender on the basis of the assessment of the tender documents and the competitive interview with each tenderer. The Committee unanimously agreed that, in accordance with the provisions of paragraph 17 of the Scheme of Administration, the Committee determine the above recommendation on behalf of the Comhairle, under delegated powers, in light of the need to have the matter dealt with prior to the next meeting of the Comhairle, on the basis that the recommendation was not contentious and did not breach a major policy position of the Comhairle.
			ADDITIONAL ITEM
			The Chairman ruled, in accordance with the provisions of Section 50B(4) of the Local Government (Scotland) Act 1973, as detailed in terms of Standing Order 8(a), that the following item be considered as a matter of urgency in order to allow the Committee to take a view on the matter prior to the next meeting of the Committee.
New Opportunity Fund Application: Appointment of Consultants	100		The Acting Director of Education and Leisure Services submitted a Report concerning an appointment of a Highlands and Islands Consultancy to complete a first stage application for a new opportunity fund. The Report outlined the background to the appointment of the Consultancy indicating that the closing date for application for the new opportunity fund was 15 December 2000 and that it had been recognised that the Department did not have the resources to undertake the required research in order to submit a competent application prior to the closing date. It was agreed to recommend that the decision by the Acting Chief Executive to appoint consultants to complete a first stage new opportunity fund application at a cost not exceeding £2,500 to be met from the operating budget of the Nicolson Lewis Sports Centre be homologated.
Comhairle Owned Play Areas A02.12	101		With reference to item 81 of the Minute of Meeting of 3 October 2000 the Acting Director of Education and Leisure Services submitted a Report concerning proposed changes to the current practice in relation to the maintenance and development of Comhairle owned play areas. The Report detailed the background to the position and indicated the current level of inspection, procedures for replacing play equipment and highlighted the budgetary constraint in relation to updating all 32 play areas within the Comhairle's possession. The Report examined the role of the voluntary sector and local communities in relation to adopting ownership of the play areas and indicated that voluntary organisations would have better opportunities to access external funding. The Report suggested priorities which could be adopted in relation to play areas which would enable more play areas to be upgraded within a shorter period of time.
			It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to: (1) lease to community groups their local Comhairle owned play area so that these groups may engage in the process of renovation and the lease to be on such terms and conditions as considered appropriate by the Director of Corporate Services in conjunction with the Acting Director of Education and Leisure Services; (2) enter into an agreement with local community groups to ensure a continued level of ongoing maintenance and insurance as an integral part of the lease arrangement as with current practice; (3) provide access to training for development in maintenance of play areas; (4) provide a grant of up to £15,000 towards renovation of an existing play area, to come from the £70,000 per annum capital budget for play parks; and (5) provide an opportunity to purchase Comhairle inspection and repair services. It was further agreed that the Comhairle would give priority to: (1) projects where Comhairle owned play parks are to be renovated, replaced or displaced; (2) existing play parks rather than the development of new play parks and thereafter to the play areas within the list of Comhairle play areas to be renovated to a uniform standard utilising large multi-play units of equipment. It was agreed that the Acting Director of Education and Leisure Services would ensure that: (1) local groups have all play parks built to BSEN1176/1177 standard use approved contractors and ensure that the design and layout conform to the guidelines within BSEN 1176/1177; and (2) the Comhairle are given access to inspect plans to ensure that all health and safety requirements are met. It was also agreed that the Acting Director of Education and Leisure Services arrange for public meetings to be held in Ness, Stornoway, Tarbert and Benbecula to be attended jointly by the Acting Director of Education and Leisure Services and the Director of Technical Services to discuss with the public the changes which were outlined in the Report.
			Mr Norman L Macdonald and Mr Norman A Macdonald declared a non-pecuniary interest in the following item.
Valtos Outdoor Centre AL02.02	102		With reference to item 99 of the Minute of Meeting of the Minute of Meeting of 17 August 1999 the Acting Director of Education and Leisure Services and the Director of Corporate Services submitted a Joint Report concerning the transfer of responsibility of the Valtos Outdoor Centre to Urras Bhaltois along with appropriate budgetary arrangements. The Report outlined the background to the proposed developments at the Valtos Outdoor Centre and indicated that in order for Urras Bhaltois to undertake responsibility for the re-development of the Centre and the continued use of the Centre as a residential facility, it would be necessary to have a revenue income guaranteed prior to developing their business plan which was a necessary element for submission of applications for funding to external agencies and suggested appropriate ways in which this could be achieved.
			It was agreed to recommend that: (1) the Acting Director of Education and Leisure Services be authorised to enter into an agreement with Urras Bhaltois which would guarantee a minimum of 60 days school usage of the Centre at a cost of £25,000 in 2002/2003; (2) the funding be made available through £14,000 from the Valtos Outdoor Centre Budget and the remaining £11,000 to be considered by the Education Committee as part of the Revenue Estimates for 2002/2003; and (3) the Director of Corporate Services, in consultation with the Acting Director of Education and Leisure Services shall determine including without prejudice to the foregoing generality a provision that the former transfer will not take place until the funding package is complete and agreement to carry out the works reached.
			MUSEUMS
Access for all to the Museum of Scotland: Presenting the National Heritage Throughout Scotland AL09.01	103		The Acting Director of Education and Leisure Services submitted a Report concerning a proposal for the Comhairle to participate in a major new Museum of Scotland Partnership Initiative. The Report indicated that Museum nan Eilean had been invited to participate in National Museums of Scotland New Initiatives in which access is given to all people of Scotland wherever they live access to the national collections. The Report indicated that ten other local museums in Scotland had been invited to set up a modular Museum of Scotland. The Report indicated that the National Museums of Scotland were considering putting together a funding package seeking a £10,000 contribution from each partner against an overall estimated budget of £1.25 million. The Report highlighted the benefits of such a programme including: (1) a three year programme of ready made exhibitions; (2) local access to materials in the National Collections; (3) IT and display hardware; and (4) educational support. The Report indicated the project objectives, delivery, the National Museum input, the input from Museum nan Eilean, the benefits which would come to the Western Isles, venues within the Western Isles and possible financial implications. It was agreed to recommend that: (1) the Acting Director of Education and Leisure Services be authorised to participate in Museum of Scotland Network Project through Museum nan Eilean; (2) Museum nan Eilean and Sgoil Lionacleit be the designated space for the projects; and (3) in the context of the determination of the Revenue Estimates for 2001/2002 consideration be given to the provision of a one of grant of £10,000 from the Events Budget.
Gaelic Digitisation Project "Am Baile" or "Gaelic Village" PR14.02.06	104		The Acting Chief Executive submitted a Report concerning a request from the Highland Council to become a partner with the Highland Council on a Gaelic Digitisation Project to be managed by the Libraries and Culture Department of the Highland Council. The purpose of the project was to digitise a wide range of materials including historical, social, cultural and linguistic materials relating to the Gaelic community in the Highlands and Islands. The Report indicated that the aim of the project was to draw together unique and difficult to access materials, presenting them in a user friendly way on the inter-net and providing opportunities in relation to education, information and entertainment. The Report highlighted those agencies which had been approached to become partners within the project indicating the project costs and employment opportunities and seeking authority to invite the Head of Libraries and Culture of Highland Council to deliver a presentation to the Gaelic Development Sub-Committee on the "Gaelic Village"/ "Am Baile" project. It was agreed to recommend that: (1) the Head of Libraries and Culture of Highland Council be not invited to deliver a presentation to the Gaelic Development Sub-Committee of Comhairle nan Eilean Siar on the Gaelic Village/Am Baile Project; and (2) a Report be submitted to the next meeting of the Gaelic Development Sub-Committee outlining the progress in relation to the Gaelic Inter-net Channel Project.
			SPORTS
Local Sports Councils Annual Report AL06.01.63	105		With reference to item 141 of the Minute of Meeting of 30 November 1999 the Acting Director of Education and Leisure Services submitted a Report concerning progress on the Local Sports Council and to welcome the publication of the Annual Reports. The Report outlined the background to the setting up of Sports Councils in Lewis and Harris and Uist and Barra and the progress which has been made since the inception of Sports Councils and requesting the Committee to note the contents of the Annual Reports of both Sports Councils. It was agreed to recommend that: (1) the Report be noted; and (2) the Acting Director of Education and Leisure Services congratulate the Sports Council on a successful first year of operation.
Sports Strategy for the Western Isles AL06.01.58	106		The Acting Director of Education and Leisure Services submitted a Report concerning the development of a Sports Strategy for the Western Isles which had been identified as one of the Key Tasks for the Arts and Leisure Committee. The Report indicated that a draft consultation document had been prepared and was circulated to Members for their comments. The Report indicated that the consultation document would consider the following areas: (1) facilities; (2) access; (3) sport and education; (4) club and volunteer development; (5) pricing policy; and (6) healthy lifestyles. It was agreed to recommend that the Acting Director of Education and Leisure Services be authorised to issue the draft consultation document as the basis for obtaining the views of key agencies involved in sport and recreation in the Western Isles for the purpose of creating a Sports Strategy for the Western Isles.
			PERFORMANCE REVIEW
Report Outstanding: Progress Report PR33.01.12	107		With reference to item 90 of the Minute of Meeting of 3 October 2000 the Director of Corporate Services submitted a progress Report in relation to items of business outstanding on the Arts and Leisure Committee. It was agreed to note the Report.

___