Mes9910

COMHAIRLE NAN EILEAN SIAR

ENVIRONMENTAL SERVICES COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Wednesday, 6 October 1999 at 9.00am

PRESENT

Mr Donald I Nicholson (Chairman)

Mr Norman A Macdonald (Vice-Chairman)

Mr Alexander A Macdonald

Mr Angus Nicolson

Mr Ian M Macleod

Mr Alasdair G Macrae

Mr Roderick J Murray

Mr Finlay Morrison

Mr George Lonie

Mr James L Macarthur

APOLOGIES

Mrs Katie M Mackenzie

Mr Donald Maclean

Environmental Services

CH01.02

69

MINUTES

The Minute of Meeting of 18 August 1999 was approved.

Future Capital Programme

PR110.02

70*

FINANCE

With reference to Item 70 of the Minute of Meeting of 16 August 1999, the Director of Finance submitted a Report regarding the capital planning process. 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 Appendix 3 to the Minute for scoring project initiation reports be approved;

(7) the timetable for determining the capital programme as set out in Appendix 4 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.

Project Initiation Report Bids

PR110.02

71*

The Director of Technical Services submitted a Report detailing Schemes which had been featured in previous financial planning processes and would be submitted as PIRs for inclusion in the Capital Programme 2000-2003.

It was agreed to recommend that the Director of Technical Services be authorised to prepare PIR bids for the following Schemes:

Coastal Zone Management Plan £10,000

Eye Church - Coast Protection £35,000

Response to the Consumer White Paper

CH02.05

72*

TRADING STANDARDS

The Director of Environmental Services submitted a Report concerning the Government White Paper "Modern Markets: Confident Consumers", which aimed to develop a framework for consumer protection into the next century. The White Paper proposed a fair deal for consumers through providing better information, making it easier to obtain redress and providing enforcement authorities with new powers to deal with rogue traders. The Report further outlined the Comhairle's proposed response to the White Paper.

It was agreed to recommend:

(1) approval of the draft response to the "Modern Markets: Confident Consumers" White Paper.

(2) that reference to the effect of high level of fuel prices in the Western Isles be included in the response.

Licensing of Butchers Shops

CH02.01.21

73*

With reference to item 40 of the Minute of Meeting of 22 April 1998, the Director of Environmental Services submitted a Report concerning regulations to introduce an annual licensing scheme for butchers' premises. The licensing proposals intended to address the recommendations on licensing for butchers' shops made in the Pennington Report and the short timescale for response meant that a reply had to be sent prior to Comhairle approval.

It was agreed to recommend that the action of the Acting Director of Environmental Services, in responding to the Scottish Executive's proposals to introduce regulations implementing a licensing scheme for butchers' shops, be homologated.

Rueval Landfill Site

CH03.08.15

74*

ENVIRONMENTAL HEALTH

The Director of Technical Services and the Acting Director of Environmental Services submitted a joint Report concerning additional works required at the Rueval Landfill Site. The extension to the Rueval Landfill Site had been operating for over a year and potential problems had been highlighted by SEPA relating to the containment and treatment of leachate on the site. Following discussions with SEPA, solutions to the concerns were developed and, given problems experienced during initial construction work, these solutions were undertaken during Summer months.

It was agreed:

to homologate the action of the Acting Director of Environmental Services in proceeding with works at Rueval Landfill Site during Summer weather to meet the requirements of SEPA; and

that the provision of additional £70,000 costs be referred to the next meeting of the Capital Working Group for consideration and would be reported back to Environmental Services and Finance Sub-Committees.

Replacement of Waste Compactor: Bennadrove

CH03.08.05

75*

The Acting Director of Environmental Services submitted a Report concerning the need to replace the refuse compactor based at the Bennadrove Landfill Site. The current compactor was 15 years old and nearing the end of its useful life. Maintenance costs for the compactor were now escalating with the increasing age of the vehicle and, although spares were still available, these costs were also rising. The increased down-time had a knock-on effect in that replacement plant had to be hired in to replace the compactor whilst it was being maintained.

It was agreed to recommend that the Acting Director of Environmental Services would be authorised to prepare a PIR bid for capital funding for the purchase of a refuse compactor to replace the existing refuse compactor based at the Bennadrove Landfill Site during 2001/2002.

Derelict Vehicle Uplift Service

CH03.08.04

76*

The Acting Director of Environmental Services submitted a Report concerning progress with derelict vehicle collection and disposal service. The service had been operating with great success and demand was continuing and had led to the initial budget for the financial year being either spent or committed. Unabated the Scheme was estimated to overspend by £10,000 by the end of the current financial year and to continue the service to the half year review, would result in the commitment to overspend of approximately £2,000.

It was agreed to recommend that:

the projected overspend on the derelict vehicle collection service which would be incurred by continuing the service up to the half year review, be noted; and

any decision on the future of the service be deferred until it could be considered within the context of the half year review of revenue expenditure.

Oil Pollution Costs

CH03.06

77*

The Director of Technical Services submitted a Report concerning maintenance requirements and costs for oil pollution equipment. There was currently no financial provision for the maintenance of oil pollution equipment and the Report detailed the cost to the Comhairle to maintain sea spraying equipment and to decant dispersant into new drums of an non corrosive material. There would also be a requirement for budgetary provision to undertake training of staff.

It was agreed to recommend that:

£4,000 be allocated from Reserves and Balances to fund the decanting of the enersperse dispersant; and

the consideration of an allocation of finance for maintenance and training in relation to oil pollution be remitted to Policy and Resources Committee.

Investigation of Salmonella Outbreak

CH03.01

78*

The Acting Director of Environmental Services submitted a Report concerning the circumstances leading to and the action taken during the investigation of a recent salmonella food poisoning. The Report highlighted the need to inform home caterers and voluntary sector food handlers of legal requirements and obligations and to promote the concept of hazard analysis critical control point (HACCP) with these groups in order to have confidence in procedures and practices.

It was agreed to recommend that:

in order to reduce the possibility of food borne infections, an education and publicity programme based on HACCP principles be targeted at the commercial and voluntary sector catering from domestic premises; and

in the light of recent experiences and to reflect the recently revised National Guidelines, the joint Comhairle and Health Board Outbreak Control Plan be reviewed and updated as necessary.

Protecting our Coastal Environment Seminar

DS60.01

79*

COAST PROTECTION

The Director of Technical Services submitted a Report concerning the outcome of a Seminar on Protecting the Coastal Environment. The Report detailed main action points flowing from the Seminar and indicated that the main issue arising was a proposal to co-ordinate a Coastal Zone Management Plan which would be wider in scope than Coast Protection. The over-riding aim of the Plan would be to provide a sustainable approach to the management, use and development of the coastal zone for the benefit of future generations.

It was agreed to recommend that:

a Western Isles Coastal Zone Forum be set up to prepare a Coastal Zone Management Plan with the Plan to be submitted to Environmental Services Committee in due course;

a PIR be submitted to enable the Comhairle's contribution to the development of the Coastal Zone Management Plan to be secured;

the Acting Chief Executive be authorised to seek European funding for the project; and

an Alternative Energy Member/Officer Working Group be set up.

Reports Outstanding: Progress

PR33.01.12

80*

PERFORMANCE MONITORING

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

It was agreed to note the Report.

CONFERENCES AND COURSES

The Chairman ruled that, in accordance with the provisions of 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 Sub-Committee to take a view on the matter prior to the next meeting of the Committee.

Scottish Environment Link 1000 Conference

CH03.01

81*

The Acting Director of Environmental Services submitted a Report concerning the Scottish Environment Link 1999 Conference being held in Edinburgh City Chambers on Friday 26 November 1999. The Conference was entitled Environment in Politics and would examine how politics and the environment inter-relate.

It was agreed to recommend that the Chairman (or his nominee) be authorised to attend the Scottish Environment Link 1999 Conference on 26 November 1999.

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


APOLOGIES	Mrs Katie M Mackenzie
	Mr Donald Maclean

Environmental Services CH01.02	69	MINUTES The Minute of Meeting of 18 August 1999 was approved.
Future Capital Programme PR110.02	70*	FINANCE With reference to Item 70 of the Minute of Meeting of 16 August 1999, the Director of Finance submitted a Report regarding the capital planning process. 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 Appendix 3 to the Minute for scoring project initiation reports be approved;
		(7) the timetable for determining the capital programme as set out in Appendix 4 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.
Project Initiation Report Bids PR110.02	71*	The Director of Technical Services submitted a Report detailing Schemes which had been featured in previous financial planning processes and would be submitted as PIRs for inclusion in the Capital Programme 2000-2003. It was agreed to recommend that the Director of Technical Services be authorised to prepare PIR bids for the following Schemes: Coastal Zone Management Plan £10,000 Eye Church - Coast Protection £35,000

Response to the Consumer White Paper CH02.05	72*	TRADING STANDARDS The Director of Environmental Services submitted a Report concerning the Government White Paper "Modern Markets: Confident Consumers", which aimed to develop a framework for consumer protection into the next century. The White Paper proposed a fair deal for consumers through providing better information, making it easier to obtain redress and providing enforcement authorities with new powers to deal with rogue traders. The Report further outlined the Comhairle's proposed response to the White Paper.
		It was agreed to recommend: (1) approval of the draft response to the "Modern Markets: Confident Consumers" White Paper. (2) that reference to the effect of high level of fuel prices in the Western Isles be included in the response.
Licensing of Butchers Shops CH02.01.21	73*	With reference to item 40 of the Minute of Meeting of 22 April 1998, the Director of Environmental Services submitted a Report concerning regulations to introduce an annual licensing scheme for butchers' premises. The licensing proposals intended to address the recommendations on licensing for butchers' shops made in the Pennington Report and the short timescale for response meant that a reply had to be sent prior to Comhairle approval.
		It was agreed to recommend that the action of the Acting Director of Environmental Services, in responding to the Scottish Executive's proposals to introduce regulations implementing a licensing scheme for butchers' shops, be homologated.
Rueval Landfill Site CH03.08.15	74*	ENVIRONMENTAL HEALTH The Director of Technical Services and the Acting Director of Environmental Services submitted a joint Report concerning additional works required at the Rueval Landfill Site. The extension to the Rueval Landfill Site had been operating for over a year and potential problems had been highlighted by SEPA relating to the containment and treatment of leachate on the site. Following discussions with SEPA, solutions to the concerns were developed and, given problems experienced during initial construction work, these solutions were undertaken during Summer months.
		It was agreed: to homologate the action of the Acting Director of Environmental Services in proceeding with works at Rueval Landfill Site during Summer weather to meet the requirements of SEPA; and that the provision of additional £70,000 costs be referred to the next meeting of the Capital Working Group for consideration and would be reported back to Environmental Services and Finance Sub-Committees.
Replacement of Waste Compactor: Bennadrove CH03.08.05	75*	The Acting Director of Environmental Services submitted a Report concerning the need to replace the refuse compactor based at the Bennadrove Landfill Site. The current compactor was 15 years old and nearing the end of its useful life. Maintenance costs for the compactor were now escalating with the increasing age of the vehicle and, although spares were still available, these costs were also rising. The increased down-time had a knock-on effect in that replacement plant had to be hired in to replace the compactor whilst it was being maintained.
		It was agreed to recommend that the Acting Director of Environmental Services would be authorised to prepare a PIR bid for capital funding for the purchase of a refuse compactor to replace the existing refuse compactor based at the Bennadrove Landfill Site during 2001/2002.
Derelict Vehicle Uplift Service CH03.08.04	76*	The Acting Director of Environmental Services submitted a Report concerning progress with derelict vehicle collection and disposal service. The service had been operating with great success and demand was continuing and had led to the initial budget for the financial year being either spent or committed. Unabated the Scheme was estimated to overspend by £10,000 by the end of the current financial year and to continue the service to the half year review, would result in the commitment to overspend of approximately £2,000.
		It was agreed to recommend that: the projected overspend on the derelict vehicle collection service which would be incurred by continuing the service up to the half year review, be noted; and any decision on the future of the service be deferred until it could be considered within the context of the half year review of revenue expenditure.
Oil Pollution Costs CH03.06	77*	The Director of Technical Services submitted a Report concerning maintenance requirements and costs for oil pollution equipment. There was currently no financial provision for the maintenance of oil pollution equipment and the Report detailed the cost to the Comhairle to maintain sea spraying equipment and to decant dispersant into new drums of an non corrosive material. There would also be a requirement for budgetary provision to undertake training of staff.
		It was agreed to recommend that: £4,000 be allocated from Reserves and Balances to fund the decanting of the enersperse dispersant; and the consideration of an allocation of finance for maintenance and training in relation to oil pollution be remitted to Policy and Resources Committee.
Investigation of Salmonella Outbreak CH03.01	78*	The Acting Director of Environmental Services submitted a Report concerning the circumstances leading to and the action taken during the investigation of a recent salmonella food poisoning. The Report highlighted the need to inform home caterers and voluntary sector food handlers of legal requirements and obligations and to promote the concept of hazard analysis critical control point (HACCP) with these groups in order to have confidence in procedures and practices.
		It was agreed to recommend that: in order to reduce the possibility of food borne infections, an education and publicity programme based on HACCP principles be targeted at the commercial and voluntary sector catering from domestic premises; and in the light of recent experiences and to reflect the recently revised National Guidelines, the joint Comhairle and Health Board Outbreak Control Plan be reviewed and updated as necessary.
Protecting our Coastal Environment Seminar DS60.01	79*	COAST PROTECTION The Director of Technical Services submitted a Report concerning the outcome of a Seminar on Protecting the Coastal Environment. The Report detailed main action points flowing from the Seminar and indicated that the main issue arising was a proposal to co-ordinate a Coastal Zone Management Plan which would be wider in scope than Coast Protection. The over-riding aim of the Plan would be to provide a sustainable approach to the management, use and development of the coastal zone for the benefit of future generations.
		It was agreed to recommend that: a Western Isles Coastal Zone Forum be set up to prepare a Coastal Zone Management Plan with the Plan to be submitted to Environmental Services Committee in due course; a PIR be submitted to enable the Comhairle's contribution to the development of the Coastal Zone Management Plan to be secured; the Acting Chief Executive be authorised to seek European funding for the project; and an Alternative Energy Member/Officer Working Group be set up.
Reports Outstanding: Progress PR33.01.12	80*	PERFORMANCE MONITORING The Director of Corporate Services submitted a Report detailing Reports Outstanding from decisions of the Environmental Services Committee. It was agreed to note the Report.
		CONFERENCES AND COURSES
		The Chairman ruled that, in accordance with the provisions of 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 Sub-Committee to take a view on the matter prior to the next meeting of the Committee.
Scottish Environment Link 1000 Conference CH03.01	81*	The Acting Director of Environmental Services submitted a Report concerning the Scottish Environment Link 1999 Conference being held in Edinburgh City Chambers on Friday 26 November 1999. The Conference was entitled Environment in Politics and would examine how politics and the environment inter-relate.
		It was agreed to recommend that the Chairman (or his nominee) be authorised to attend the Scottish Environment Link 1999 Conference on 26 November 1999.