AL9711

COMHAIRLE NAN EILEAN

ARTS AND LEISURE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Tuesday 18 November 1997 at 9.00am

PRESENT

Mr Alasdair G Macrae (Chairman)

Mrs Katie M Mackenzie (Vice-Chairman)

Mr Donald Murray

Mr Roderick Macdonald

Mr George Lonie

Mr Roderick Morrison

Mr Kenneth Mackay

Mr Norman A Macdonald

Mrs Christina Macneill

Mr Angus M Graham

APOLOGIES

Mr Alasdair Nicholson

Mr Callum I Macmillan

Mrs Mary Bremner

Tribute

C02.01

The Chairman, on behalf of the Committee, extended condolences to Mr Alasdair Nicholson, Member for the Coll Ward, on the recent death of his father.

MINUTES

Arts and Leisure

C02.13

108

The Minute of Meeting of 30 September 1997 was approved.

Arising from item 99 of the Minute of Meeting of 30 September 1997;

It was agreed that a Report on play areas, including the position with the area at Murdoch Place, be brought to the next Meeting of the Committee by the Director of Education and Leisure Services following consideration by the officer Play Areas Working Group.

FINANCE

Second Quarter Forecast Revenue Out-Turn

PR110.03.23

109

With reference to item 52 of the Minute of Meeting of 19 August 1997 the Director of Education and Leisure Services submitted a report detailing the Income and Revenue Expenditure incurred from 1 April 1997 to 30 September 1997.

It was agreed to note the Report.

1997/98 Capital Monitoring: Non HRA

PR110.01.23

AL03.02.01

110*

With reference to item 53 of the Minute of Meeting of 19 August 1997 the Director of Finance submitted a Report concerning the Programme of Capital Expenditure for the period 1 April 1997 to 30 June 1997 for all services except Housing Revenue Account. The Report detailed the Forecast Out-Turn Expenditure for the Financial Year 1997/98.

It was agreed, insofar as the Arts and Leisure Committee's interests were concerned, to recommend:

(1) approval of the Forecast Out-Turn as the revised Programme of Capital Expenditure 1997/98, noting that this involves higher expenditure on Grianan Pool and various Road Schemes than previously approved; and

(2) approval of the additional Capital Expenditure 1997/98 for:

(a) New Refuse vehicle for DSO £130k

(b) Play Area Upgrade - Cearns £25k

(c) Residential Centre for Adults with Learning Disabilities £75k

as a reserve if the bid for Housing partnership funding is unsuccessful; and

(d) Upgrading the Council's Wide Area Technology Network £35K

Growth and Savings Proposals for the 1998/99 Budget.

PR110.03.24

111*

The Director of Finance submitted a Report concerning the Growth and Savings proposals for the 1998/99 Budget detailing any committed growth and savings required to match it, the savings required to bring the expenditure within the cash planning limit for the Committee and Savings and Growth proposals relating to 1% of the Revenue Budget.

It was agreed to recommend the Strategy for net savings required to meet the Cash Planning Limits for the Committee as detailed in the Report be approved.

BUILDINGS

Repairs and Maintenance Programme 1997/98

AL03.03.01

112

With reference to item 54 of the Minute of Meeting of 10 June 1997 the Director of Technical Services submitted a Report concerning the Arts and Leisure Repairs and Maintenance and Grounds Maintenance Budgets for the period 1 April 1997 to 30 September 1997.

It was agreed to note the Report.

Capital works Programme and Progress

AL02.02.01

113

With reference to item 81 of the Minute of Meeting of 19 August 1997 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.

It was agreed that, in accordance with the provisions of Schedule 7A of the Local Government (Scotland) Act 1973, the press and public be excluded from the meeting during consideration of item 114 on the grounds defined in Standing Order 26(i) namely that exempt information relating to any terms proposed or to be proposed by or to the Comhairle under any particular contract for the acquisition or disposal of property or the supply of goods or services, would be disclosed.

New Central Library Provision

AL01.04

AL08.04

114

With reference to item 66 of the Minute of Meeting of 10 June 1997 and item 37(1) of the Western Isles Council 21 October 1997 the Chief Executive submitted a Report to outline to the Committee the exercise underway for the provision of a new Central Library facility in Stornoway. It was further reported that there were two properties in which the Council had expressed an interest and survey work was in hand. It was intended that there would be a Report by the Chief Executive to the next Meeting of the Committee on the location of the new Central Library and by the Director of Administration and Legal Services on the formation of a trust to take over the Lews Castle.

It was agreed to note progress on this Report and to refer detailed discussion of the new library to the Library Service Member/Officer Working Group with the substitution of Mrs Katie M Mackenzie for Mr Donald Macleod.

Calbost Collection AL09.01.04

115*

The Director of Education and Leisure Services submitted a Report concerning the offer in principle of the Calbost Collection to the Council for display in a community funded museum at Lochs Area School. The Report indicated the Calbost Collection had been built up over 30 years by Angus Macleod OBE and is a significant collection of island artefacts. He wished to vest ownership of the collection in a Trust and for the collection to be on a permanent loan to the Council for display in the museum in the Lochs Area School.

It was agreed to recommend, in so far as the Committee's interest is concerned, that:

(1) the offer of the Calbost Collection for display in a prospective Lochs School Museum be accepted in principle and subject to further Reports detailed below;

(2) Mrs Katie M Mackenzie member for the Ness Ward be nominated to serve on the Calbost Collection Steering Group and that the participation of the Director of Education and Leisure Services and Museum Curator on such a body be approved in order to establish a Calbost Trust and to draw up for consideration by the Council terms and conditions of the loan, management and conservation and display of the collection by the Council;

(3) approval in principle to the establishment of a Museum for the display of the Calbost Collection in the Lochs School, the approval extending to allowing the inclusion of a Museum within the building site;

(4) approval be given to the Technical Services Department to identify a suitable location for a Museum within the Lochs School design and the financial and other implications of its construction for consideration by the prospective Calbost Trust; and

(5) The Museum Curator be authorised to prepare costings for the transportation, storage and conservation of this Collection ready for submission of grant bids to the Scottish Museums Council subject to approval in a future Report of the terms and conditions under which the Collection may be offered to the Council by the Calbost Trust.

Community Events Provision of Marquee

AL04.08

116

The Principal Administrative Assistant sought and obtained the Chairman's permission to withdraw this item in accordance with Standing Order 8 (b) to enable further research to be completed on the subject and a more comprehensive report submitted by the Director of Education and Leisure Services to the next Meeting of the Committee.

APPLICATION FOR FINANCIAL ASSISTANCE

Western Isles Challenge 1998

AL06.01.60

117*

The Director of Education and Leisure Services submitted a Report concerning the Western Isles Challenge in May 1998. The Report indicated that the Western Isles Challenge was a three day inter-island endurance race staged in 1993 and was initially supported by assistance from the Council for the years 1993-1996. The event in May 1998 is likely to cost around £33,000 and a contribution of a Revenue Grant from the Council of up to £5,875 is sought. The promoter of the Challenge also has requested consideration of the Council taking a part share of up to £600 in any insurance contingency which might arise. As the Council's Revenue Budgets for 1998/99 have yet to be finalised no sum can be committed at this stage.

The Report recommended that the Council approve in principle a guarantee against loss through the Western Isles Challenge 1998 of up to £5,875 plus £600.00 towards a part share of provision towards any insurance contingency.

It was agreed to recommend that the Council does not approve a guarantee against loss of the Western Isles Challenge 1998 or a part share of provision towards any insurance contingency.

West Side Recreational Development Association

AL06.02

118*

The Director of Education and Leisure Services submitted a Report concerning the progress made by the West Side Recreational Development Association to construct a new football park at Barvas. The Report indicated the estimated cost of this was between £60,000 and £80,000. The agreement in principle by the Council for supporting this application was sought so that the Association could proceed to seek grants from other funding bodies.

It was agreed to recommend support in principle to this Project subject to the funding being available and the submission of a suitable Project Initiation Report.

OUTDOOR RECREATION

Completion of Cearns Play Area

AL02.12

AL06.02.01

119*

With reference to item 106 of the Minute of Meeting of 19 November 1996 the Director of Education and Leisure Services submitted a Report proposing a sum of £25,000 be identified in the Capital Budget for 1997/98 to be used to complete the work already started on the Upper Cearns Play Area. The Report indicated that the Cearns Site was the next Play Area in the Priority List presented to the Council in November 1995. At the end of the Financial Year 1996/97 there was sufficient funds within the Play Area Budget to finance the Upper Cearns Play Area to the agreed British Standard. There was not however enough money to put in suitable play equipment. The allocation of £25,000 would be sufficient to enable the new play equipment to be put on site and suitable safety matting installed, thereby completing the Project.

It was agreed to recommend the completion of the work in the Upper Cearns Play Area at a sum of £25,000 from the 1997/98 Capital Budget.

PERFORMANCE REVIEW

Outstanding Action: Progress Report PR33.01.12

120

The Director of Administration and Legal Services submitted a Report detailing the action outstanding arising from the decisions taken since 1 May 1994.

It was agreed to note the Report.

ADDITIONAL ITEM

The Chairman ruled in accordance with the provisions of Schedule 7 of the Local Government (Scotland) Act 1973, as detailed in the terms of Standing Order 8(a), that the following item be considered as a matter of urgency in order to allow the Council to be represented at the Seminar.

Seminar on Social Impact of Participation in the Arts

AL05.01

121*

There were submitted details of the Seminar on Social Impact of Participation in the Arts to be held in Glasgow.

It was agreed to recommend that the Chairman and Vice-Chairman of the Arts and Leisure Committee attend the Seminar on Social Impact of Participation in the Arts.

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PRESENT	Mr Alasdair G Macrae (Chairman)
	Mrs Katie M Mackenzie (Vice-Chairman)	Mr Donald Murray
	Mr Roderick Macdonald	Mr George Lonie
	Mr Roderick Morrison	Mr Kenneth Mackay
	Mr Norman A Macdonald	Mrs Christina Macneill
	Mr Angus M Graham

APOLOGIES	Mr Alasdair Nicholson	Mr Callum I Macmillan
	Mrs Mary Bremner

Tribute C02.01		The Chairman, on behalf of the Committee, extended condolences to Mr Alasdair Nicholson, Member for the Coll Ward, on the recent death of his father.
		MINUTES
Arts and Leisure C02.13	108	The Minute of Meeting of 30 September 1997 was approved. Arising from item 99 of the Minute of Meeting of 30 September 1997; It was agreed that a Report on play areas, including the position with the area at Murdoch Place, be brought to the next Meeting of the Committee by the Director of Education and Leisure Services following consideration by the officer Play Areas Working Group.
		FINANCE
Second Quarter Forecast Revenue Out-Turn PR110.03.23	109	With reference to item 52 of the Minute of Meeting of 19 August 1997 the Director of Education and Leisure Services submitted a report detailing the Income and Revenue Expenditure incurred from 1 April 1997 to 30 September 1997. It was agreed to note the Report.
1997/98 Capital Monitoring: Non HRA PR110.01.23 AL03.02.01	110*	With reference to item 53 of the Minute of Meeting of 19 August 1997 the Director of Finance submitted a Report concerning the Programme of Capital Expenditure for the period 1 April 1997 to 30 June 1997 for all services except Housing Revenue Account. The Report detailed the Forecast Out-Turn Expenditure for the Financial Year 1997/98.
		It was agreed, insofar as the Arts and Leisure Committee's interests were concerned, to recommend: (1) approval of the Forecast Out-Turn as the revised Programme of Capital Expenditure 1997/98, noting that this involves higher expenditure on Grianan Pool and various Road Schemes than previously approved; and (2) approval of the additional Capital Expenditure 1997/98 for: (a) New Refuse vehicle for DSO £130k (b) Play Area Upgrade - Cearns £25k (c) Residential Centre for Adults with Learning Disabilities £75k as a reserve if the bid for Housing partnership funding is unsuccessful; and (d) Upgrading the Council's Wide Area Technology Network £35K
Growth and Savings Proposals for the 1998/99 Budget. PR110.03.24	111*	The Director of Finance submitted a Report concerning the Growth and Savings proposals for the 1998/99 Budget detailing any committed growth and savings required to match it, the savings required to bring the expenditure within the cash planning limit for the Committee and Savings and Growth proposals relating to 1% of the Revenue Budget. It was agreed to recommend the Strategy for net savings required to meet the Cash Planning Limits for the Committee as detailed in the Report be approved.
		BUILDINGS
Repairs and Maintenance Programme 1997/98 AL03.03.01	112	With reference to item 54 of the Minute of Meeting of 10 June 1997 the Director of Technical Services submitted a Report concerning the Arts and Leisure Repairs and Maintenance and Grounds Maintenance Budgets for the period 1 April 1997 to 30 September 1997. It was agreed to note the Report.
Capital works Programme and Progress AL02.02.01	113	With reference to item 81 of the Minute of Meeting of 19 August 1997 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.
		It was agreed that, in accordance with the provisions of Schedule 7A of the Local Government (Scotland) Act 1973, the press and public be excluded from the meeting during consideration of item 114 on the grounds defined in Standing Order 26(i) namely that exempt information relating to any terms proposed or to be proposed by or to the Comhairle under any particular contract for the acquisition or disposal of property or the supply of goods or services, would be disclosed.
New Central Library Provision AL01.04 AL08.04	114	With reference to item 66 of the Minute of Meeting of 10 June 1997 and item 37(1) of the Western Isles Council 21 October 1997 the Chief Executive submitted a Report to outline to the Committee the exercise underway for the provision of a new Central Library facility in Stornoway. It was further reported that there were two properties in which the Council had expressed an interest and survey work was in hand. It was intended that there would be a Report by the Chief Executive to the next Meeting of the Committee on the location of the new Central Library and by the Director of Administration and Legal Services on the formation of a trust to take over the Lews Castle.
		It was agreed to note progress on this Report and to refer detailed discussion of the new library to the Library Service Member/Officer Working Group with the substitution of Mrs Katie M Mackenzie for Mr Donald Macleod.
Calbost Collection AL09.01.04	115*	The Director of Education and Leisure Services submitted a Report concerning the offer in principle of the Calbost Collection to the Council for display in a community funded museum at Lochs Area School. The Report indicated the Calbost Collection had been built up over 30 years by Angus Macleod OBE and is a significant collection of island artefacts. He wished to vest ownership of the collection in a Trust and for the collection to be on a permanent loan to the Council for display in the museum in the Lochs Area School. It was agreed to recommend, in so far as the Committee's interest is concerned, that:
		(1) the offer of the Calbost Collection for display in a prospective Lochs School Museum be accepted in principle and subject to further Reports detailed below;
		(2) Mrs Katie M Mackenzie member for the Ness Ward be nominated to serve on the Calbost Collection Steering Group and that the participation of the Director of Education and Leisure Services and Museum Curator on such a body be approved in order to establish a Calbost Trust and to draw up for consideration by the Council terms and conditions of the loan, management and conservation and display of the collection by the Council;
		(3) approval in principle to the establishment of a Museum for the display of the Calbost Collection in the Lochs School, the approval extending to allowing the inclusion of a Museum within the building site;
		(4) approval be given to the Technical Services Department to identify a suitable location for a Museum within the Lochs School design and the financial and other implications of its construction for consideration by the prospective Calbost Trust; and
		(5) The Museum Curator be authorised to prepare costings for the transportation, storage and conservation of this Collection ready for submission of grant bids to the Scottish Museums Council subject to approval in a future Report of the terms and conditions under which the Collection may be offered to the Council by the Calbost Trust.
Community Events Provision of Marquee AL04.08	116	The Principal Administrative Assistant sought and obtained the Chairman's permission to withdraw this item in accordance with Standing Order 8 (b) to enable further research to be completed on the subject and a more comprehensive report submitted by the Director of Education and Leisure Services to the next Meeting of the Committee.
		APPLICATION FOR FINANCIAL ASSISTANCE
Western Isles Challenge 1998 AL06.01.60	117*	The Director of Education and Leisure Services submitted a Report concerning the Western Isles Challenge in May 1998. The Report indicated that the Western Isles Challenge was a three day inter-island endurance race staged in 1993 and was initially supported by assistance from the Council for the years 1993-1996. The event in May 1998 is likely to cost around £33,000 and a contribution of a Revenue Grant from the Council of up to £5,875 is sought. The promoter of the Challenge also has requested consideration of the Council taking a part share of up to £600 in any insurance contingency which might arise. As the Council's Revenue Budgets for 1998/99 have yet to be finalised no sum can be committed at this stage.
		The Report recommended that the Council approve in principle a guarantee against loss through the Western Isles Challenge 1998 of up to £5,875 plus £600.00 towards a part share of provision towards any insurance contingency. It was agreed to recommend that the Council does not approve a guarantee against loss of the Western Isles Challenge 1998 or a part share of provision towards any insurance contingency.
West Side Recreational Development Association AL06.02	118*	The Director of Education and Leisure Services submitted a Report concerning the progress made by the West Side Recreational Development Association to construct a new football park at Barvas. The Report indicated the estimated cost of this was between £60,000 and £80,000. The agreement in principle by the Council for supporting this application was sought so that the Association could proceed to seek grants from other funding bodies. It was agreed to recommend support in principle to this Project subject to the funding being available and the submission of a suitable Project Initiation Report.
		OUTDOOR RECREATION
Completion of Cearns Play Area AL02.12 AL06.02.01	119*	With reference to item 106 of the Minute of Meeting of 19 November 1996 the Director of Education and Leisure Services submitted a Report proposing a sum of £25,000 be identified in the Capital Budget for 1997/98 to be used to complete the work already started on the Upper Cearns Play Area. The Report indicated that the Cearns Site was the next Play Area in the Priority List presented to the Council in November 1995. At the end of the Financial Year 1996/97 there was sufficient funds within the Play Area Budget to finance the Upper Cearns Play Area to the agreed British Standard. There was not however enough money to put in suitable play equipment. The allocation of £25,000 would be sufficient to enable the new play equipment to be put on site and suitable safety matting installed, thereby completing the Project. It was agreed to recommend the completion of the work in the Upper Cearns Play Area at a sum of £25,000 from the 1997/98 Capital Budget.
		PERFORMANCE REVIEW
Outstanding Action: Progress Report PR33.01.12	120	The Director of Administration and Legal Services submitted a Report detailing the action outstanding arising from the decisions taken since 1 May 1994. It was agreed to note the Report.
		ADDITIONAL ITEM
		The Chairman ruled in accordance with the provisions of Schedule 7 of the Local Government (Scotland) Act 1973, as detailed in the terms of Standing Order 8(a), that the following item be considered as a matter of urgency in order to allow the Council to be represented at the Seminar.
Seminar on Social Impact of Participation in the Arts AL05.01	121*	There were submitted details of the Seminar on Social Impact of Participation in the Arts to be held in Glasgow. It was agreed to recommend that the Chairman and Vice-Chairman of the Arts and Leisure Committee attend the Seminar on Social Impact of Participation in the Arts.
___