Mes9912

COMHAIRLE NAN EILEAN SIAR

ENVIRONMENTAL SERVICES COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Wednesday 1 December 1999 at 9.00am

PRESENT

Mr Donald I Nicholson (Chairman)

Mr Norman A Macdonald (Vice-Chairman)

Mrs Katie M Mackenzie

Mr Finlay Morrison

Mr Ian M Macleod

Mrs Morag Munro

Mr Roderick J Murray

Mr Donald Maclean

Mr George Lonie

Mr James L Macarthur

APOLOGIES

Mr Alasdair G Macrae

Mr Angus Nicolson

Tribute: Mr Kenneth MacLeod

The Chairman welcomed Mr Kenneth Macleod, Animal Welfare Officer, to his first Meeting of the Committee.

MINUTES

Environmental Services CH01.02

82

The Minute of Meeting of 6 October 1999 was approved.

FINANCE

Quarterly Revenue Monitoring Report

PR110.08

83*

With reference to Item 64 of the Minute of Meeting of 16 August 1999, 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 1999 and comparing such Income and Expenditure with the Revenue Estimates for Income and Expenditure for the period. The Report detailed the 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.

Quarterly Non-Housing Capital Monitoring

PR110.05

84*

With reference to Item 65 of the Minute of Meeting of 16 August 1999, the Director of Finance submitted a Report regarding the Programme of Capital Expenditure for the Comhairle for the period 1 April to 30 September 1999 for all Services except the Housing Revenue Account. The Report detailed the approved expenditure and estimated outturn expenditure for the financial year 1999/2000 for each Service. It was noted that the forecast outturn was £758,000 below the revised approved programme of £14,787,000. 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:

(1) approval of the 1999/2000 outturn as the revised approved programme of capital expenditure for 1999/2000; and

(2) that provision of £50,000 in respect of Studio Drama Gaidhlig and £110,000 to complete works at Ruebhal be made from existing resources within the capital programme.

Budget Strategy 2000/01 - 2001/02

PR110.03.25

85*

The Director of Finance submitted a Report setting out a proposed budget strategy for 2000/01. The Report outlined the present financial requirements of the Comhairle and identified a number of new burdens and reductions in cost. Comments on inflation and interest rates were set out in the Report and the assumption regarding revenue support grant, special islands needs allowance and capping were outlined. It was noted that there was assumption of a 5% increase in Council Tax in 1999/2000 which left a shortfall of £1,410,000 to be funded from savings. It had been assumed that no balances were to be applied. Details of the provisional cash planning limits for each services were appended to the Report. An outline of the possible financial situation for the years 2001/02 and 20002/03 were set out in the Report. The Report indicated that landfill tax would continue to increase for the foreseeable future with the increase for the following financial year estimated to be £30k.

It was agreed to recommend that:

(1) the provision cash planning limits (CPLs) for 2000/01, set out in the Appendix to the Report by the Director of Finance be approved, subject to any virements arising from any review of Committee and Departmental functions and structures;

(2) Heads of Service be required to identify and report on savings in their controllable budgets to bring 2000/01 budgets within CPLs and for these savings to be considered by the Service Committees and the Finance Sub-Committee Working Party;

(3) Heads of Service be required to identify potential savings of 1% of controllable budgets over and above those required to get to the CPL;

(4) Heads of Services, who wish to bid for growth, be required to identify savings matching the growth bid with no guarantee that the savings identified would be earmarked for their own growth bid;

(5) The overspend in Social Work residential homes should be the subject of further report as to the causes and monitoring by the Home Care Member/Officer Working Party;

(6) An increase in Council Tax of 5% be accepted as a planning assumption for the purposes of considering the budget;

(7) The Acting Chief Executive review current arrangements for overspending budgets with an eye to providing suitable (dis)incentives to avoid overspending budgets.

Project Initiation Reports

PR110.03.05

86

The Acting Director of Environmental Services submitted the following Project Initiation Reports in relation to the Environmental Services Capital Programme:

Coastal Zone Management Plan

Eye Church - Coast Protection

Waste Disposal Strategy

Public Convenience Service - Future Strategy

Priority List for Public Conveniences

DSO Plant and Vehicle Acquisition Programme

Replacement of Bennadrove Compactor

It was agreed:

(1) to approve the above Project Initiation Reports for consideration within the Comhairle's 2000/2003 Capital Programme;

(2) that the Acting Director of Environmental Services be authorised to make applications for matching funding for the cost of the Waste Strategy Project.

Public Convenience Service - Future Strategy

CH03.07

87*

The Acting Director of Environmental Services submitted a Report asking Members to consider a Future Strategy for the delivery of the Public Convenience Service within the framework of continued financial restraints and in view of the demand for additional facilities.

It was agreed to recommend that the:

(1) Project Initiation Report bid for funding necessary to buy the Comhairle out of its lease agreement for the three automatic public conveniences in Stornoway be approved;

(2) public conveniences at Port of Ness, Dalmore, Ardroil, Coll, Braighe, Clachan, Traigh Mhor and Shawbost be either passed to local community groups to take over and run with an annual grant or closed if there was no interest;

(3) operation of the public conveniences at Tarbert, Otternish, Ludaig, Eriskay, Lochboisdale, Eoligarry and Castlebay be operated by community groups with an annual grant but with the Comhairle retaining ownership of the buildings;

(4) staff of Perceval Square Public Convenience be managed directly by Environmental Services Department, once the current contract finished;

(5) facilities at Otternish be replaced with a pier-head facility on Berneray; and

(6) toilets at Ludaig, Eriskay and Eoligarry be considered for replacement by new pier-head buildings on Eriskay and Barra.

Priority Lists for Public Convenience Grants

CH03.07

88*

The Acting Director of Environmental Services submitted a Report concerning the Comhairle's Scheme which gave grants to community and other groups to build and run public conveniences. The old priority list for the scheme which had been drawn up in 1995 had, with the exception of one or two areas been completed. There was still a great demand from the community for the grant scheme with several applications either submitted or in the process of being submitted and there was a need to create a new priority list with a capital budget reflecting the public's aspirations.

It was agreed to recommend that:

(1) the current scheme to grant aid community groups to build public conveniences be continued;

(2) the level of capital grant be increased up to a maximum of £15k per grant;

(3) a Project Initiation Report bid for capital funding for giving grant aid to construct public conveniences be submitted with the amount sought being sufficient to provide at least three grant aided structures per year for the next three years; and

(4) the Acting Director of Environmental Services would present a further Report on the proposed priorities for public convenience grants.

Repairs and Maintenance Quarterly Expenditure Report

CH01.04

89

The Director of Technical Services submitted a Report detailing expenditure upon the Repair and Maintenance of properties held on the Environmental Services account to 30 September 1999.

It was agreed to note the Report.

PRESENTATION

North of Scotland Water Authority

CH03.01

90

The Chairman informed the Committee that NOSWA were unable to attend due to travel difficulties.

TRADING STANDARDS

Terms of Reference for Best Value Review of Food Safety

CH03.01.29

91*

The Acting Director of Environmental Services submitted a Report concerning the Best Value Review of the Food Safety Service which was scheduled to take place during the current financial year. A review team had been set up but a crucial member of staff with particular food safety expertise had since left the Comhairle. The opportunity was being taken to employ a Senior Environmental Health Officer able to discharge the duties of food safety advisor as recommended by the Pennington Group's Report.

It was agreed to recommend that the:

(1) terms of reference for the Best Value Review of Food Safety, detailed in the Report, be approved; and

(2) Best Value Review process for Food Safety be put on hold until the vacant post of Environmental Health Officer was filled.

Terms of Reference for Best Value Review of Licensing

CH04

92*

The Acting Director of Environmental Services submitted a Report concerning the terms of reference for the Best Value Review of the Licensing functions of Environmental Services Department. While the start of the review had been delayed it was clear that the size of the area of service did not really justify its own review and the depth of the review should be proportional to the size of the service being reviewed The draft terms of reference took this into account.

It was agreed to recommend approval of the terms of reference for the Best Value Review of the Licensing Function of the Environmental Services Department as detailed in the Report.

ENVIRONMENTAL HEALTH

Terms of Reference for Best Value Review of Animal Health

Ch03.03

93*

The Acting Director of Environmental Services submitted a Report detailing the terms of reference for the Best Value Review of the Animal Health Service. Much of the ground work of the Review had already been undertaken and the main task outstanding was to develop a service improvement plan.

It was agreed to recommend:

(1) approval of the terms of reference for the Best Value Review of the Animal Health Service as detailed in the Report; and

(2) that the Acting Director of Environmental Services present a Report to the next meeting on proposals to establish a Western Isles Animal Health Committee.

Appraisal of Air Quality Review by External Agencies

CH03.06.10

94*

With reference to item 47 of the Minute of Meeting of 16 June 1999, the Acting Director of Environmental Services submitted a Report concerning the Comhairle's Air Quality Review and Assessment Report which had been submitted to the Scottish Executive and SEPA. The Scottish Executive and SEPA had agreed with the report's conclusions that no second stage reviews and assessments were required for any of the pollutants.

It was agreed to recommend that no specific monitoring be undertaken of PM₁₀ or any other pollutant for the purposes of ensuring compliance with the National Air Quality Strategy.

Clay Pigeon Range Adjacent to Rueval landfill Site

CH03.08.15

95*

The Acting Director of Environmental Services submitted a Report concerning a request from the Benbecula Clay Pigeon Club to lease an area of undeveloped ground at Rueval Landfill Site for a shooting range. An area of undeveloped ground close to the quarry and within the Rueval Landfill Site boundaries had been identified and considered. The Report indicated that the area was not scheduled for development in the future and SEPA, as waste regulators, had been consulted at an early stage.

It was agreed to recommend that the Acting Director of Environmental Services, in consultation with the Director of Corporate Services, be authorised to:

(1) grant the request from members of the Benbecula Clay Pigeon Club for the lease of an area of undeveloped ground adjacent to the Rueval Landfill Site at a nominal rent and subject to suitable lease conditions being agreed; and

(2) draw up suitable lease conditions to safeguard the interests of the Comhairle and that such conditions as laid down by the Comhairle must be accepted by the lessee before permission was given to enter the ground.

COASTAL MANAGEMENT

Coastal Zone Management Forum

DS60.01

96*

With reference to item 79 of the Minute of Meeting of 6 October 1999 the Director of Technical Services submitted a Report concerning proposals to set up a Coastal Zone Management Forum to produce a Coastal Zone Management Plan. The Report detailed the broad spectrum of membership which would be included in the Forum.

It was agreed to recommend that:

(1) the membership of the Coastal Zone Management Forum be as detailed in the Report;

(2) Mr Donald I Nicholson and Mr Norman A Macdonald be appointed as the Comhairle's representatives on the Forum; and

(3) the Chief Executive be authorised to appoint appropriate officer representation on the Forum.

PERFORMANCE MONITORING

Reports Outstanding: Progress PR33.01.12

97

The Director of Corporate Services submitted a Report indicating that there were no Reports outstanding from decisions of 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 Finlay Morrison
	Mr Ian M Macleod	Mrs Morag Munro
	Mr Roderick J Murray	Mr Donald Maclean
	Mr George Lonie	Mr James L Macarthur

APOLOGIES	Mr Alasdair G Macrae	Mr Angus Nicolson

Tribute: Mr Kenneth MacLeod		The Chairman welcomed Mr Kenneth Macleod, Animal Welfare Officer, to his first Meeting of the Committee.
		MINUTES
Environmental Services CH01.02	82	The Minute of Meeting of 6 October 1999 was approved.
		FINANCE
Quarterly Revenue Monitoring Report PR110.08	83*	With reference to Item 64 of the Minute of Meeting of 16 August 1999, 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 1999 and comparing such Income and Expenditure with the Revenue Estimates for Income and Expenditure for the period. The Report detailed the 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.
Quarterly Non-Housing Capital Monitoring PR110.05	84*	With reference to Item 65 of the Minute of Meeting of 16 August 1999, the Director of Finance submitted a Report regarding the Programme of Capital Expenditure for the Comhairle for the period 1 April to 30 September 1999 for all Services except the Housing Revenue Account. The Report detailed the approved expenditure and estimated outturn expenditure for the financial year 1999/2000 for each Service. It was noted that the forecast outturn was £758,000 below the revised approved programme of £14,787,000. 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:
		(1) approval of the 1999/2000 outturn as the revised approved programme of capital expenditure for 1999/2000; and
		(2) that provision of £50,000 in respect of Studio Drama Gaidhlig and £110,000 to complete works at Ruebhal be made from existing resources within the capital programme.

Budget Strategy 2000/01 - 2001/02 PR110.03.25	85*	The Director of Finance submitted a Report setting out a proposed budget strategy for 2000/01. The Report outlined the present financial requirements of the Comhairle and identified a number of new burdens and reductions in cost. Comments on inflation and interest rates were set out in the Report and the assumption regarding revenue support grant, special islands needs allowance and capping were outlined. It was noted that there was assumption of a 5% increase in Council Tax in 1999/2000 which left a shortfall of £1,410,000 to be funded from savings. It had been assumed that no balances were to be applied. Details of the provisional cash planning limits for each services were appended to the Report. An outline of the possible financial situation for the years 2001/02 and 20002/03 were set out in the Report. The Report indicated that landfill tax would continue to increase for the foreseeable future with the increase for the following financial year estimated to be £30k.
		It was agreed to recommend that:
		(1) the provision cash planning limits (CPLs) for 2000/01, set out in the Appendix to the Report by the Director of Finance be approved, subject to any virements arising from any review of Committee and Departmental functions and structures;
		(2) Heads of Service be required to identify and report on savings in their controllable budgets to bring 2000/01 budgets within CPLs and for these savings to be considered by the Service Committees and the Finance Sub-Committee Working Party;
		(3) Heads of Service be required to identify potential savings of 1% of controllable budgets over and above those required to get to the CPL;
		(4) Heads of Services, who wish to bid for growth, be required to identify savings matching the growth bid with no guarantee that the savings identified would be earmarked for their own growth bid;
		(5) The overspend in Social Work residential homes should be the subject of further report as to the causes and monitoring by the Home Care Member/Officer Working Party;
		(6) An increase in Council Tax of 5% be accepted as a planning assumption for the purposes of considering the budget;
		(7) The Acting Chief Executive review current arrangements for overspending budgets with an eye to providing suitable (dis)incentives to avoid overspending budgets.

Project Initiation Reports PR110.03.05	86	The Acting Director of Environmental Services submitted the following Project Initiation Reports in relation to the Environmental Services Capital Programme: Coastal Zone Management Plan Eye Church - Coast Protection Waste Disposal Strategy Public Convenience Service - Future Strategy Priority List for Public Conveniences DSO Plant and Vehicle Acquisition Programme Replacement of Bennadrove Compactor
		It was agreed: (1) to approve the above Project Initiation Reports for consideration within the Comhairle's 2000/2003 Capital Programme; (2) that the Acting Director of Environmental Services be authorised to make applications for matching funding for the cost of the Waste Strategy Project.
Public Convenience Service - Future Strategy CH03.07	87*	The Acting Director of Environmental Services submitted a Report asking Members to consider a Future Strategy for the delivery of the Public Convenience Service within the framework of continued financial restraints and in view of the demand for additional facilities. It was agreed to recommend that the: (1) Project Initiation Report bid for funding necessary to buy the Comhairle out of its lease agreement for the three automatic public conveniences in Stornoway be approved;
		(2) public conveniences at Port of Ness, Dalmore, Ardroil, Coll, Braighe, Clachan, Traigh Mhor and Shawbost be either passed to local community groups to take over and run with an annual grant or closed if there was no interest; (3) operation of the public conveniences at Tarbert, Otternish, Ludaig, Eriskay, Lochboisdale, Eoligarry and Castlebay be operated by community groups with an annual grant but with the Comhairle retaining ownership of the buildings; (4) staff of Perceval Square Public Convenience be managed directly by Environmental Services Department, once the current contract finished; (5) facilities at Otternish be replaced with a pier-head facility on Berneray; and (6) toilets at Ludaig, Eriskay and Eoligarry be considered for replacement by new pier-head buildings on Eriskay and Barra.
Priority Lists for Public Convenience Grants CH03.07	88*	The Acting Director of Environmental Services submitted a Report concerning the Comhairle's Scheme which gave grants to community and other groups to build and run public conveniences. The old priority list for the scheme which had been drawn up in 1995 had, with the exception of one or two areas been completed. There was still a great demand from the community for the grant scheme with several applications either submitted or in the process of being submitted and there was a need to create a new priority list with a capital budget reflecting the public's aspirations. It was agreed to recommend that: (1) the current scheme to grant aid community groups to build public conveniences be continued; (2) the level of capital grant be increased up to a maximum of £15k per grant; (3) a Project Initiation Report bid for capital funding for giving grant aid to construct public conveniences be submitted with the amount sought being sufficient to provide at least three grant aided structures per year for the next three years; and (4) the Acting Director of Environmental Services would present a further Report on the proposed priorities for public convenience grants.
Repairs and Maintenance Quarterly Expenditure Report CH01.04	89	The Director of Technical Services submitted a Report detailing expenditure upon the Repair and Maintenance of properties held on the Environmental Services account to 30 September 1999. It was agreed to note the Report.
		PRESENTATION
North of Scotland Water Authority CH03.01	90	The Chairman informed the Committee that NOSWA were unable to attend due to travel difficulties.
		TRADING STANDARDS
Terms of Reference for Best Value Review of Food Safety CH03.01.29	91*	The Acting Director of Environmental Services submitted a Report concerning the Best Value Review of the Food Safety Service which was scheduled to take place during the current financial year. A review team had been set up but a crucial member of staff with particular food safety expertise had since left the Comhairle. The opportunity was being taken to employ a Senior Environmental Health Officer able to discharge the duties of food safety advisor as recommended by the Pennington Group's Report. It was agreed to recommend that the: (1) terms of reference for the Best Value Review of Food Safety, detailed in the Report, be approved; and (2) Best Value Review process for Food Safety be put on hold until the vacant post of Environmental Health Officer was filled.
Terms of Reference for Best Value Review of Licensing CH04	92*	The Acting Director of Environmental Services submitted a Report concerning the terms of reference for the Best Value Review of the Licensing functions of Environmental Services Department. While the start of the review had been delayed it was clear that the size of the area of service did not really justify its own review and the depth of the review should be proportional to the size of the service being reviewed The draft terms of reference took this into account. It was agreed to recommend approval of the terms of reference for the Best Value Review of the Licensing Function of the Environmental Services Department as detailed in the Report.
		ENVIRONMENTAL HEALTH
Terms of Reference for Best Value Review of Animal Health Ch03.03	93*	The Acting Director of Environmental Services submitted a Report detailing the terms of reference for the Best Value Review of the Animal Health Service. Much of the ground work of the Review had already been undertaken and the main task outstanding was to develop a service improvement plan. It was agreed to recommend: (1) approval of the terms of reference for the Best Value Review of the Animal Health Service as detailed in the Report; and (2) that the Acting Director of Environmental Services present a Report to the next meeting on proposals to establish a Western Isles Animal Health Committee.
Appraisal of Air Quality Review by External Agencies CH03.06.10	94*	With reference to item 47 of the Minute of Meeting of 16 June 1999, the Acting Director of Environmental Services submitted a Report concerning the Comhairle's Air Quality Review and Assessment Report which had been submitted to the Scottish Executive and SEPA. The Scottish Executive and SEPA had agreed with the report's conclusions that no second stage reviews and assessments were required for any of the pollutants. It was agreed to recommend that no specific monitoring be undertaken of PM₁₀ or any other pollutant for the purposes of ensuring compliance with the National Air Quality Strategy.
Clay Pigeon Range Adjacent to Rueval landfill Site CH03.08.15	95*	The Acting Director of Environmental Services submitted a Report concerning a request from the Benbecula Clay Pigeon Club to lease an area of undeveloped ground at Rueval Landfill Site for a shooting range. An area of undeveloped ground close to the quarry and within the Rueval Landfill Site boundaries had been identified and considered. The Report indicated that the area was not scheduled for development in the future and SEPA, as waste regulators, had been consulted at an early stage. It was agreed to recommend that the Acting Director of Environmental Services, in consultation with the Director of Corporate Services, be authorised to: (1) grant the request from members of the Benbecula Clay Pigeon Club for the lease of an area of undeveloped ground adjacent to the Rueval Landfill Site at a nominal rent and subject to suitable lease conditions being agreed; and (2) draw up suitable lease conditions to safeguard the interests of the Comhairle and that such conditions as laid down by the Comhairle must be accepted by the lessee before permission was given to enter the ground.
		COASTAL MANAGEMENT
Coastal Zone Management Forum DS60.01	96*	With reference to item 79 of the Minute of Meeting of 6 October 1999 the Director of Technical Services submitted a Report concerning proposals to set up a Coastal Zone Management Forum to produce a Coastal Zone Management Plan. The Report detailed the broad spectrum of membership which would be included in the Forum. It was agreed to recommend that: (1) the membership of the Coastal Zone Management Forum be as detailed in the Report; (2) Mr Donald I Nicholson and Mr Norman A Macdonald be appointed as the Comhairle's representatives on the Forum; and (3) the Chief Executive be authorised to appoint appropriate officer representation on the Forum.
		PERFORMANCE MONITORING
Reports Outstanding: Progress PR33.01.12	97	The Director of Corporate Services submitted a Report indicating that there were no Reports outstanding from decisions of the Environmental Services Committee. It was agreed to note the Report.