Men0002

COMHAIRLE NAN EILEAN SIAR

ENVIRONMENTAL SERVICES COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Wednesday 2 February 2000 at 9.00am

PRESENT

Mr Donald I Nicholson (Chairman)

Mr Norman A Macdonald (Vice-Chairman)

Mrs Katie M Mackenzie

Mr Alasdair G Macrae

Mr Alexander A Macdonald

Mr Finlay Morrison

Mr Ian M Macleod

Mr Donald M Mackay

Mr Roderick J Murray

Mrs Morag Munro

Mr George Lonie

Mr James L Macarthur

Mr Angus Nicolson

APOLOGIES

Mr Donald Maclean

MINUTES

Environmental Services

CH01.02

1

The Minute of Meeting of 1 December 1999 was approved.

Arising from consideration of this item the Chairman read a press release criticising NOSWA for their proposals to increase water charges for the Western Isles by 35%.

Environmental Services Sub-Committee

2

The Minute of Meeting of 15 December 1999 was noted.

FINANCE

Quarterly Revenue Monitoring Report

PR110.08

3

With reference to Item 83 of the Minute of Meeting of 1 December 1999, the Director of Finance submitted a Report detailing the Income and Revenue Expenditure incurred for the Comhairle's services, including the Housing Revenue Accounts, for the nine months ended 31 December 1999 and comparing such Income and Expenditure with the Revenue Estimates of Income and Expenditure for the period. The Report detailed a forecast outturn expenditure for each of the Comhairle's services for the financial year ending 31 March 2000.

It was agreed to note the Report for the Sub-Committee's interest.

Quarterly Non-Housing Capital Monitoring

PR110.05

4*

With reference to Item 84 of the Minute of Meeting of 1 December 1999, the Director of Finance submitted a Report detailing the Programme of Capital Expenditure for the Comhairle for the period 1 April to 31 December 1999 for all services except the Housing Revenue Account. The Report approved expenditure and estimated outturn expenditure for the financial year 1999/2000 for each service. It was noted that the forecast outturn was £434,000 below the revised approved Programme of £14,030,000. A summary of the variations were 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 1999/2000 outturn as the revised approved Non-Housing Capital Expenditure Programme for 1999/2000.

AEF Announcement, Policy Framework and Budget Strategy 2000/01

PR110.03.25

5*

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

Mr Donald I Nicholson, seconded by Mr Norman A MacDonald moved as a motion that:

1) the increases in GAE for the Cleansing Services for the next 3 years based on modified indicators from population distribution be noted; and

2) to recommend that there should be a presumption in favour of using this sum for growth to fund any service improvements, including changes in frequency, agreed following the best value review of the Refuse Collection Service, on preparing the 2001- 2002 and 2002-2003 budgets.

Mr Roderick J Murray seconded by Mr Alexander A MacDonald moved as an amendment that the increase in GAE for the Refuse Collection Service be considered by Finance Sub-Committee following the completion of the Refuse Collection Survey.

On the matter being put to the vote the amendment received the majority of votes cast and it was agreed to recommend accordingly.

Draft Budget 2000/01

PR110.03.25

6*

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

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

Capital Programme 2000/03

PR110.03.25

7*

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Repairs and Maintenance (Revenue) Programme 1999/2000

8

The Director of Technical Services submitted a Report detailing expenditure upon the repair and maintenance upon properties held on the Environmental Services Account to 31 December 1999.

It was agreed to note the Report.

TRADING STANDARDS

Mr Angus Nicolson and Mrs Morag Munro declared an interest and left the Meeting during consideration of the following item.

Agreement with Western Isles Citizen's Advice Service

CH02.01

9*

With reference to Item 6 of the Minute of Meeting of 27 January 1999 the Acting Director of Environmental Services submitted a Report reviewing the operation of the service level agreement with the Western Isles Citizen's Advice Service. The Report indicated that the service level agreement had worked fairly well in its first full year. The Report further detailed proposed amendments to the agreement, particularly in respect of the incorporation of more meaningful performance standards. The agreement would also include a provision permitting the Comhairle's internal auditors to audit the service thus providing useful support for the Comhairle's responsible officer in monitoring the agreement.

It was agreed to recommend that the:

(1) revised service level agreement with the Western Isles Citizen's Advice Service for 2000/01, as detailed in the Report, be approved; and

(2) Assistant Director (Health and Consumer Services) would no longer be a member of WICAS

ENVIRONMENTAL HEALTH

Mr Alexander A MacDonald, Mr Angus M Graham and Mr Angus Nicolson declared an interest and left the Meeting during consideration of the following item.

Interim Enforcement Policy for Animal Health

CH03.03

10

With Reference to Item 93 of the Minute of Meeting of 1 December 1999 the Acting Director of Environmental Services submitted a Report concerning the establishment of a dedicated Animal Health Service for the Comhairle. The Post of Animal Health Officer had now been filled and it would be beneficial to have an interim enforcement policy to give a clear indication of the Comhairle's view on how the service should be delivered.

It was agreed to recommend approval of the interim enforcement policy to give a clear indication of how the Animal Health Service should be delivered.

Establishment of a Crofting Animal Health Forum

CH03.03

11

With Reference to Item 93 of the Minute of Meeting 1 December 1999 the Acting Director of Environmental Services submitted a Report concerning the establishment of a Crofting Animal Health Forum. The Forum would clarify certain animal welfare regulations to ensure that they were compatible with local crofting practices. There was a clear need for a Forum to clarify certain animal welfare regulations and to ensure they were compatible with local crofting practices. The Forum would also enhance the dissemination of information and procedures concerning the control of sheep scab.

It was agreed to recommend that:

(1) a single Crofting Animal Health Forum for the Western Isles be established with membership determined by the Acting Director of Environmental Services;

(2) Mr Ronald J Mackinnon be nominated as the Comhairle's Representative on the Western Isles Crofting Animal Health Forum;

(3) Meetings of the Forum would be convened and facilitated by the Comhairle's Animal Health Officer; and

(4) the Acting Director of Environmental Services would submit proposals as part of the budget setting exercise to provide travel expenses to members of the Crofting Community to allow them to attend Meetings of the Forum.

Disposal of Premises at Columba Place, Balivanich

LB44.04

12*

The Acting Director of Environmental Services submitted a Report concerning the proposed disposal of surplus storage premises at Columba Place, Balivanich. The property was a small vehicle garage which had been used as a storage facility for the Uist Cleansing Service. The storage facilities have now been available a Market Stance and the premises at Columba Place was surplus to requirements.

It was agreed to recommend that the former police garage at Columba Place, Balivanich be demolished and the site be restored as amenity ground.

Landfill Tax

LB06

13

The Director of Finance submitted a Report regarding the annual landfill tax liability on the Comhairle and the financial benefits to approved environmental bodies from the Landfill Tax Credits Scheme for the 1999/2000 financial year. It was stated that landfill tax applied to most landfilled waste. The Scheme had been put in place and regulated by an organisation called Entrust, to enable community organisations approved by Entrust to benefit from a percentage of the tax payable by the Comhairle. The estimated landfill tax liability for 1999/2000 was £275,000 and the funding likely to be available to approved environmental bodies was £61,111 including the contribution required to be made by the Comhairle.

It was agreed to note the Report.

Nunton New Cemetery

CH.03.04

14*

The Acting Director of Environmental Services submitted a Report informing the members of the completion of work to develop a new cemetery for Benbecula. The Report further indicated that the local Benbecula Church Cemetery Committee had expressed an interest in taking over the existing Comhairle Cemetery which was attached to the old private cemetery which was already managed by the Committee. The Cemetery Committee had also submitted a five year development plan and had requested a grant payment to allow annual routine maintenance and grass cutting.

It was agreed to:

(1) note the completion of works to develop a new cemetery for Benbecula;

(2) recommend that the request from the Benbecula Churches Graveyard Committee to take over the existing Comhairle cemetery attached to the private cemetery at Nunton be approved; and

(3) recommend that a grant payment of £4.5K be made to the Benbecula Churches Graveyard Committee to allow them to undertake works contained in the development plan as detailed in the Report.

Flood Prevention and Land Drainage (Scotland) Act 1997

DS60.01

15

The Chairman sought and obtained the Committee's approval to withdraw this item.

PERFORMANCE MONITORING

Reports Outstanding: Progress

PR33.01.12

16

The Director of Corporate Services submitted a Report detailing Reports Outstanding arising from decisions on the Environmental Services Committee.

It was agreed to note the Report.

PRESENT	Mr Donald I Nicholson (Chairman)
	Mr Norman A Macdonald (Vice-Chairman)
	Mrs Katie M Mackenzie	Mr Alasdair G Macrae
	Mr Alexander A Macdonald	Mr Finlay Morrison
	Mr Ian M Macleod	Mr Donald M Mackay
	Mr Roderick J Murray	Mrs Morag Munro
	Mr George Lonie	Mr James L Macarthur
	Mr Angus Nicolson


APOLOGIES	Mr Donald Maclean

		MINUTES

Environmental Services CH01.02	1	The Minute of Meeting of 1 December 1999 was approved. Arising from consideration of this item the Chairman read a press release criticising NOSWA for their proposals to increase water charges for the Western Isles by 35%.


Environmental Services Sub-Committee	2	The Minute of Meeting of 15 December 1999 was noted.

		FINANCE

Quarterly Revenue Monitoring Report PR110.08	3	With reference to Item 83 of the Minute of Meeting of 1 December 1999, the Director of Finance submitted a Report detailing the Income and Revenue Expenditure incurred for the Comhairle's services, including the Housing Revenue Accounts, for the nine months ended 31 December 1999 and comparing such Income and Expenditure with the Revenue Estimates of Income and Expenditure for the period. The Report detailed a forecast outturn expenditure for each of the Comhairle's services for the financial year ending 31 March 2000. It was agreed to note the Report for the Sub-Committee's interest.
Quarterly Non-Housing Capital Monitoring PR110.05	4*	With reference to Item 84 of the Minute of Meeting of 1 December 1999, the Director of Finance submitted a Report detailing the Programme of Capital Expenditure for the Comhairle for the period 1 April to 31 December 1999 for all services except the Housing Revenue Account. The Report approved expenditure and estimated outturn expenditure for the financial year 1999/2000 for each service. It was noted that the forecast outturn was £434,000 below the revised approved Programme of £14,030,000. A summary of the variations were 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 1999/2000 outturn as the revised approved Non-Housing Capital Expenditure Programme for 1999/2000.

AEF Announcement, Policy Framework and Budget Strategy 2000/01 PR110.03.25	5*	The Director of Finance submitted a Report regarding the final aggregate external finance (AEF) announcement and outlining a first draft budget strategy for 2000/01. An outline of changes in grant aided expenditure was appended to the Report. Comments on the effect of the AEF settlement, the 1999/2000 budgetary performance and movements in reserves, balances and contingency fund were set out in the Report, together with policy issues which required to be addressed by the Comhairle in the budgetary process.

		Mr Donald I Nicholson, seconded by Mr Norman A MacDonald moved as a motion that: 1) the increases in GAE for the Cleansing Services for the next 3 years based on modified indicators from population distribution be noted; and 2) to recommend that there should be a presumption in favour of using this sum for growth to fund any service improvements, including changes in frequency, agreed following the best value review of the Refuse Collection Service, on preparing the 2001- 2002 and 2002-2003 budgets. Mr Roderick J Murray seconded by Mr Alexander A MacDonald moved as an amendment that the increase in GAE for the Refuse Collection Service be considered by Finance Sub-Committee following the completion of the Refuse Collection Survey. On the matter being put to the vote the amendment received the majority of votes cast and it was agreed to recommend accordingly.

Draft Budget 2000/01 PR110.03.25	6*	The Director of Finance submitted a draft budget for the financial year 2000/01 detailing Income and Revenue Expenditure budgeted for each of the Comhairle's Services for the financial year 1 April 2000 to 31 March 2001, together with revised growth and savings proposals for each of the Comhairle's services.

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

Capital Programme 2000/03 PR110.03.25	7*	The Director of Finance submitted a Report outlining the process in determining the Capital Programme for the three years 2000/01 to 2002/03. Details of the proposed Capital Programme were appended to the Report, taking account of projects which had been accepted through a scoring exercise, projects which had been amalgamated into composite programmes, projects which were conditional on external funding becoming available, projects considered to be essential to achieve the Comhairle's objectives and a list of reserve projects. Projects rejected at the scoring stage were also listed.

		It was agreed to recommend for the Committee's interest that: (1) one of the spinal route schemes depending on Scottish Executive matching finance be deferred so that £500,000 of net expenditure fall into the financial year 2003/04; (2) the principles adopted in reducing the bid expenditure as outlined in paragraphs 6.3 and 6.4 and detailed in Appendices 2, 3, 5 and 6 respectively of the Report be approved;
		(3) the Comhairle approve the planning assumption that 40% of the bid resources on projects dependent on matching funding will be required; (4) In the event of a project not attracting any external finance it is recommended that the project be excluded from the Capital Programme; (5) In the event of such a project attracting only part of the finance currently estimated in the PIR, it is recommended that the project be subject to review perhaps to reduce costs to maintain the Comhairle's contribution at the estimate included in the PIR. Thereafter, the project will be presented together with any emergency works PIRs, special opportunity PIRs and the approved reserve list to be selected or otherwise for inclusion in the Capital Programme; (6) the Composite Programme given in Appendix 3 to the Report be approved for inclusion in the Capital Programme; (7) the projects given in Appendix 6 to the Report by the Director of Finance be approved as essential and include them in the Capital Programme; (8) the Reserve List of projects given in Appendix 5 to the Report be approved; (9) that the projects on the rejected list given in Appendix 7 to the Report be given no further consideration in their current form; (10) that up to 13% of the gross costs of the project, where it is a project dependent on external finance and of a building nature, and 8%, where it is a project of engineering works may be incurred be approved; (11) In the event of the project dependent on external finance on the Nicolson Lewis Sports Centre be not successful in attracting external finance then the project at the top of the Rejected list on the same building be included in the Capital Programme; (12) A survey of Members and Heads of Service be undertaken in February of this year; (13) the Capital Programme 2000-03 given in Appendix 9 to the Report by the Director of Finance be approved, subject to £40,000 of proposed expenditure on the Nicolson Lewis Sports Centre in year 1 of the programme being slipped into later years of the project.


Repairs and Maintenance (Revenue) Programme 1999/2000	8	The Director of Technical Services submitted a Report detailing expenditure upon the repair and maintenance upon properties held on the Environmental Services Account to 31 December 1999. It was agreed to note the Report.

		TRADING STANDARDS

		Mr Angus Nicolson and Mrs Morag Munro declared an interest and left the Meeting during consideration of the following item.

Agreement with Western Isles Citizen's Advice Service CH02.01	9*	With reference to Item 6 of the Minute of Meeting of 27 January 1999 the Acting Director of Environmental Services submitted a Report reviewing the operation of the service level agreement with the Western Isles Citizen's Advice Service. The Report indicated that the service level agreement had worked fairly well in its first full year. The Report further detailed proposed amendments to the agreement, particularly in respect of the incorporation of more meaningful performance standards. The agreement would also include a provision permitting the Comhairle's internal auditors to audit the service thus providing useful support for the Comhairle's responsible officer in monitoring the agreement.
		It was agreed to recommend that the: (1) revised service level agreement with the Western Isles Citizen's Advice Service for 2000/01, as detailed in the Report, be approved; and (2) Assistant Director (Health and Consumer Services) would no longer be a member of WICAS
		ENVIRONMENTAL HEALTH

		Mr Alexander A MacDonald, Mr Angus M Graham and Mr Angus Nicolson declared an interest and left the Meeting during consideration of the following item.

Interim Enforcement Policy for Animal Health CH03.03	10	With Reference to Item 93 of the Minute of Meeting of 1 December 1999 the Acting Director of Environmental Services submitted a Report concerning the establishment of a dedicated Animal Health Service for the Comhairle. The Post of Animal Health Officer had now been filled and it would be beneficial to have an interim enforcement policy to give a clear indication of the Comhairle's view on how the service should be delivered.
		It was agreed to recommend approval of the interim enforcement policy to give a clear indication of how the Animal Health Service should be delivered.

Establishment of a Crofting Animal Health Forum CH03.03	11	With Reference to Item 93 of the Minute of Meeting 1 December 1999 the Acting Director of Environmental Services submitted a Report concerning the establishment of a Crofting Animal Health Forum. The Forum would clarify certain animal welfare regulations to ensure that they were compatible with local crofting practices. There was a clear need for a Forum to clarify certain animal welfare regulations and to ensure they were compatible with local crofting practices. The Forum would also enhance the dissemination of information and procedures concerning the control of sheep scab.
		It was agreed to recommend that: (1) a single Crofting Animal Health Forum for the Western Isles be established with membership determined by the Acting Director of Environmental Services; (2) Mr Ronald J Mackinnon be nominated as the Comhairle's Representative on the Western Isles Crofting Animal Health Forum; (3) Meetings of the Forum would be convened and facilitated by the Comhairle's Animal Health Officer; and (4) the Acting Director of Environmental Services would submit proposals as part of the budget setting exercise to provide travel expenses to members of the Crofting Community to allow them to attend Meetings of the Forum.

Disposal of Premises at Columba Place, Balivanich LB44.04	12*	The Acting Director of Environmental Services submitted a Report concerning the proposed disposal of surplus storage premises at Columba Place, Balivanich. The property was a small vehicle garage which had been used as a storage facility for the Uist Cleansing Service. The storage facilities have now been available a Market Stance and the premises at Columba Place was surplus to requirements.
		It was agreed to recommend that the former police garage at Columba Place, Balivanich be demolished and the site be restored as amenity ground.
Landfill Tax LB06	13	The Director of Finance submitted a Report regarding the annual landfill tax liability on the Comhairle and the financial benefits to approved environmental bodies from the Landfill Tax Credits Scheme for the 1999/2000 financial year. It was stated that landfill tax applied to most landfilled waste. The Scheme had been put in place and regulated by an organisation called Entrust, to enable community organisations approved by Entrust to benefit from a percentage of the tax payable by the Comhairle. The estimated landfill tax liability for 1999/2000 was £275,000 and the funding likely to be available to approved environmental bodies was £61,111 including the contribution required to be made by the Comhairle.

		It was agreed to note the Report.

Nunton New Cemetery CH.03.04	14*	The Acting Director of Environmental Services submitted a Report informing the members of the completion of work to develop a new cemetery for Benbecula. The Report further indicated that the local Benbecula Church Cemetery Committee had expressed an interest in taking over the existing Comhairle Cemetery which was attached to the old private cemetery which was already managed by the Committee. The Cemetery Committee had also submitted a five year development plan and had requested a grant payment to allow annual routine maintenance and grass cutting.
		It was agreed to: (1) note the completion of works to develop a new cemetery for Benbecula; (2) recommend that the request from the Benbecula Churches Graveyard Committee to take over the existing Comhairle cemetery attached to the private cemetery at Nunton be approved; and (3) recommend that a grant payment of £4.5K be made to the Benbecula Churches Graveyard Committee to allow them to undertake works contained in the development plan as detailed in the Report.
Flood Prevention and Land Drainage (Scotland) Act 1997 DS60.01	15	The Chairman sought and obtained the Committee's approval to withdraw this item.

		PERFORMANCE MONITORING

Reports Outstanding: Progress PR33.01.12	16	The Director of Corporate Services submitted a Report detailing Reports Outstanding arising from decisions on the Environmental Services Committee.
		It was agreed to note the Report.