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MINUTES
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Minute of Meeting of 30 September 2003
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1
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The Minute of Meeting of 30 September 2003 was approved.
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Housing Review Panel
H13.01.13
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2
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The Minutes of
Meetings of the Housing Review Panel of 5 September and 7 November 2003 were noted.
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FINANCE
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Second Quarter Revenue Forecast Out-turn
2003/04
PR110.05
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3
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The Director of Finance submitted a
Report relating to the Comhairle's Forecast Revenue Out-turn 2003/04 at the end
of the second quarter.
It was stated that the most
significant issue remained the forecast overspend in Social Work, whilst the
establishment of a special team to deal with child protection issues would
have financial implications.
It was agreed to recommend approval
of the recommendations detailed in the Report by the Director of Finance
concerning the Second Quarter Revenue Forecast Out-turn 2003/04, insofar as
the Committee’s interests were concerned.
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General Fund Capital Monitoring: 1 April 2003-30 September 2003
PR110.03
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4
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The Director of Finance submitted a
Report relating to changes in the Capital Programme as at 30 September 2003.
It was agreed to recommend approval
of the recommendations detailed in the Report by the Director of Finance concerning
the General Fund Capital Monitoring: 1 April 2003-30 September 2003, insofar
as the Committee’s interests were concerned.
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Capital Programme 2003/2004
PR110.03
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5
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The Director of Finance submitted a Report
relating to slippage in the Capital Programme 2003/2004. It was stated that
in order to maximise the likely level of future loan charge support, capital
consent for 2003/04 needed to be fully utilised.
It was
agreed to recommend approval of the recommendations detailed in the Report by
the Director of Finance concerning the Capital Programme 2003-2004, insofar
as the Committee’s interests were concerned.
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General Fund Capital Programme
2004-2008: Abbreviated Project Evaluation Reports
PR110.03
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6
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The Director of Finance submitted a Report
containing a comprehensive list of the Abbreviated Project Evaluation Reports
(APERs) and sought approval for these to enter the scoring process, prior to
ranking, for inclusion in the 2004 – 2008 Capital Programme.
It was stated that 105 APERs totalling £58,668k
had been received and categorised as new projects, new renovation/composite
programmes and existing renovation/composite programmes.
It was
agreed to recommend approval of the recommendations detailed in the Report by
the Director of Finance concerning the General Fund Capital Programme
2004-2008: Abbreviated Project Evaluation Reports, insofar as the Committee’s
interests were concerned.
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Arising out
of consideration of the above matter, it was further agreed to recommend
that:
(1)
the Director of Housing be instructed
to request the Area Occupational Therapist at the Western Isles Hospital to
re-instate individual assessments for those wishing to change their heating
system on medical grounds and point accordingly, following assessment and
that the Director of Housing be further requested to liaise with the Director
of Social Work, as appropriate, on this matter;
(2)
the Director of Corporate Services be
instructed to include an item on “Aids and Adaptations” on the next Agenda
for the meeting at which the Chairman of the Social Work Committee,
Vice-Chairman of the Social Work Committee and Mr Angus M Graham, would
negotiate with NHS Western Isles, in respect of the resource transfer to the
Comhairle relating to complex community care cases, on the basis that the
Chairman of the Housing Committee would also be invited to attend this
meeting and that all Members of the Comhairle be advised, in writing, of the
outcome of the meeting;
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(3)
the Director of Housing be authorised
to clear the backlog of “Aids and Adaptations” estimated in the sum of
£70,000, on the basis of expenditure being contained within the existing
Housing Revenue Account Capital Provision, and;
(4)
a further Report be prepared by the
Director of Housing on “Aids and Adaptations” and “Heating Systems” and
submitted to the next meeting of the Committee.
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General Fund Capital Programme 2004-2008:
Existing Renovation/
Composite Programmes
PR110.03
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7
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The Director of Finance submitted a Report
relating to a reduction, in line with normal tolerances, in bids for Existing
Renovation/Composite Programmes to £12m for the 4 years 2004 – 2008.
It was
agreed to recommend approval of the recommendations detailed in the Report by
the Director of Finance concerning the General Fund Capital Programme 2004-2008:
Existing Renovation Composite Programmes, insofar as the Committee’s
interests were concerned.
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Housing Revenue Account Repairs and
Maintenance Budget 2003/04
PR100.08
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8
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The Director of Housing submitted a Report
giving information on expenditure incurred in respect of the Housing Revenue
Account Repairs and Maintenance Budget 2003/04. It was stated in the Report
that it was expected that demands on the repair and maintenance budget would
increase during the winter months and that it would be necessary to closely
monitor the Housing Revenue Account Repairs and Maintenance Budget 2003/04.
It was
agreed to recommend that the Report be noted.
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Housing Revenue Account Capital Programme
2003/2004: Progress Report
PR110.03
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9
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The Director
of Housing submitted a Report regarding the Housing Revenue Account Capital
Programme 2003/04. The Report detailed the expenditure on the Programme and
intimated that projected expenditure was within the 5% tolerance of the
Capital Consent for the year 2003/04. The Report also gave details of
variations within the Programme.
It was
agreed to recommend that:
(1)
the Housing Capital Programme 2003/2004
be revised as detailed at Appendix 1 of the Report to take account of project
variations; and
(2)
the expenditure profile shown at
Appendix 3 of the Report be noted.
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Housing Revenue Account Capital Programme
2003/04: Capital Funded from Current Revenue (CFCR)
PR110.01
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10
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The Director
of Housing submitted a Report giving information on individual Capital Funded
from Current Revenue projects included in the Housing Revenue Account Capital
Programme 2003/2004.
It was
agreed to recommend that progress with respect to the Housing Revenue Account
Capital Programme 2003/04: CFCR be noted.
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Housing Revenue Account Financial Plan
2004/2005-2006/2007
PR110.08
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11
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The Director
of Housing submitted a Report intimating that the three year Housing Revenue
Account Financial Plan 2004/2005 – 2006/2007, appended to the Report, had
been prepared using similar principles utilised in the preparation of
previous plans and reflected the priorities for investment as set out in the
Comhairle's Housing Plan 2002-2003 namely to:
(a)
eliminate condensation and dampness;
(b)
replace defective windows and doors;
(c)
improve internal services (e.g. heating, kitchens
and bathrooms)
(d)
rewire properties in line with Institute of Electrical
Engineers’ Regulations;
(e)
fit carbon monoxide detectors; and
(f)
upgrade poor heating systems.
It was pointed
out in the Report that there was a lack of kitchen, bathroom and heating projects
brought forward into year 3 (2006/07) of the Plan and also that limited
financial provision had been made for window and door replacement throughout
the Plan.
It was recommended in the Report that the
Housing Revenue Account Financial Plan 2004/2005 – 2006/2007 be approved, on
the basis that the Annual Capital Programme for 2004/2005 would be reported
for approval once a level of available funding had been determined.
It was agreed to recommend that
consideration of the Housing Revenue Account Financial Plan 2004/2005 –
2006/2007 be deferred and considered at the next meeting of the Committee.
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Draft Corporate Strategy 2003-2007
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12
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The Chief Executive submitted a copy of the
draft Corporate Strategy. It was stated that the CIPFA/SOLACE Guidance Framework
advised that local authorities should maintain effective arrangements for
explicit accountability to stakeholders for the authority’s performance and
its effectiveness in the delivery of services and the sustainable use of
resources. It was further intimated that once the Corporate Strategy had
been approved, the Comhairle's Departments would use the strategic objectives
to direct their Business Plans for 2004 – 2007.
It was
agreed to recommend that the Draft Corporate Strategy 2003-2007 be approved,
insofar as the Committee’s interests were concerned, subject to the addition of a further Best Value Strategic Objective
concerning all the Comhairle's buildings.
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It was agreed that the public including the
press be excluded from the meeting during consideration of the following item
on the grounds that exempt information as defined in Paragraphs 6 and 8 of
Schedule 7A of the Local Government (Scotland) Act 1973, as amended, would be
disclosed, namely information relating to the financial or business affairs
of any particular person, other that the Comhairle and information relating
to the amount of any expenditure proposed to be incurred by the Comhairle
under any particular contract for acquisition of property or the supply of
goods or services.
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Local Housing Strategy: Appointment of
Specialist Consultants
H01.01
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13
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With reference
to item 9 of the Minute of Meeting of 26 August 2004 the Director of Housing
submitted a Report intimating that two further areas had been identified
during preparatory work associated with the Local Housing Strategy, where it
would be beneficial for the Comhairle to have an input from external
consultants namely:
(a)
an assessment of future community care housing
needs; and
(b)
developing the main objectives of the Housing
Strategy.
The Report
gave background information on consultants who were able to undertake the
above-mentioned work.
It was further
intimated that the Scottish Executive had made available the sum of £108,500
for the preparation of the Local Housing Strategy.
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It was
agreed to recommend that:
(1)
it be delegated to the Director of
Corporate Services, in consultation with the Director of Housing, to:
(a)
engage DTZ Pieda to carry out an
assessment of future community care housing needs, as required by Guidance on
Local Housing Strategies, on the basis detailed in the Report; and
(b)
engage Newhaven Research to assist in
the development of the main objectives of the Housing Strategy, and;
(2)
this work be not tendered for as
allowed in Clause 7(f) of the Comhairle’s Contract Regulations, for the
reasons set out in the Report, including the grounds of the specialist nature
of the work and the achievement of Best Value to the Comhairle.
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Review of the Crofter Building Grant
and Loan Scheme (CBGLS) 2003
H10.01.01
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14
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The Director of Housing and Director
for Sustainable Communities submitted a joint Report in relation to a
consultation paper entitled “Review of the Crofter etc Building Grant and
Loan Scheme 2003”, for which responses were required by 31 December 2003. A
draft response was appended to the Report and it was intimated that this took
account of the views of the Housing Grant Member/Officer Working Group, whose
remit had been widened to allow consideration of the proposals to change the
CBGLS.
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It was agreed to recommend that the
suggested responses, as detailed at Appendix 1 of the Report, should form the
basis of the Comhairle’s response to the Scottish Executive on the Review of
the Crofter Building Grant and Loan Scheme 2003, subject to the following amendments:
(1)
question 2: the Comhairle’s response
to question 2 being response B, subject to the Comhairle also seeking a
substantial increase in grants, and;
(2)
the Director for Sustainable
Communities and the Director of Housing be authorised to amend the Comhairle’s
response detailed in the Addendum to the Report, on the basis of seeking a
substantial increase in the levels of grants and loans and also seeking a
substantial increase in the overall allocation to CBGLS.
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Homelessness Annual Report: April
2002-September 2003
H05.10.21
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15
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The Director
of Housing submitted a Report giving information of the levels of
homelessness presentations to the Comhairle during the period 1 April 2002 –
30 September 2003 and therefore included information relating to the first
full year of the new Homelessness Legislation, introduced by the Housing
(Scotland) Act 2001 Part 1. The Report gave a summary of the new legislation
and intimated that every homeless applicant was assessed against four
specific conditions in the following order namely:
(1)
Homelessness;
(2)
Priority need;
(3)
Intentionality; and
(4)
Local connection.
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The Report
emphasised that in terms of the Housing (Scotland) Act 2001 the Comhairle had a duty to provide temporary
accommodation to all homeless applicants, not just those assessed as being in
priority need, as was previously the case.
It was
intimated in the Report that to meet the demands of the new Homelessness
Legislation the provision of temporary accommodation had been increased
throughout the Western Isles and that as anticipated the increased level of
homelessness presentations and resulting pressure on temporary accommodation
had been almost wholly confined to Stornoway. The Report gave an analysis of
homelessness statistics and highlighted a marked increase in homelessness
presentations, which reversed the downward trend of the previous few years.
Details of the Comhairle's involvement with partner agencies to ensure that
all the needs of vulnerable, homeless persons were met, were outlined in the Report
and specific reference was made to the work being undertaken with NCH (Scotland), Penumbra, the Western Isles
Health Board, Western Isles Women’s Aid, the Foyer Project and the Church of
Scotland.
The Report
concluded that homelessness was at least as extensive an issue for the
Western Isles as it was for any other part of Scotland.
It was
agreed to recommend that:
(1)
the content of the Report be noted,
and;
(2)
further detailed Reports relating to
the development of the Homelessness Service be brought before Members in due
course.
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Housing Revenue Account Cyclical
Painterwork Programme 2003/04: Progress Report
H05.06
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16
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The Director
of Housing submitted a Report advising of progress with regard to the
Cyclical Painterwork Programme for 2003/04 for properties held on the Housing
Revenue Account. It was stated in the Report that progress to 7 November
2003 had been very satisfactory and that the Programme would continue to be
closely monitored.
It was
agreed to recommend that progress with respect of the Housing Revenue Account
Cyclical Painterwork Programme 2003/04: Progress Report be noted.
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It was agreed that the public, including the
press, be excluded from the meeting during consideration of the following
item on the grounds that exempt information as defined in Paragraph 9 of
Schedule 7A of the Local Government (Scotland) Act 1973 as amended, would be
disclosed, namely information relating to any terms proposed or to be
proposed by or to the Comhairle, in the course of negotiations for a contract
for the acquisition or disposal of property or the supply of goods or
services.
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Housing Revenue Account Cyclical
Painterwork Review
H05.06
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17
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The Director
of Housing submitted a Report, which gave a review of the Housing Cyclical
Painterwork Programme. The Report gave information on a number of options in
relation to the provision of future Cyclical Painterwork Programmes, together
with their associated costs and also stated that the procurement proposals,
as detailed in the Report, represented Value for Money and Best Value for the
Comhairle.
It was
agreed to recommend that the Committee, for its interest, approve:
(1)
an 8 year Cyclical Painterwork
Programme, including the enhancement of some 96 houses, involving the
painting of exterior wall emulsion and timber cladding on an 8 year cycle and the remaining windows, doors, fencing, etc on a
4 year cycle (Option 4), and;
(2)
the procurement of the Cyclical
Painterwork Programme through the Maintenance Term Contract for Lewis and
Harris for the duration of the current Maintenance Term Contract and the
procurement of the Cyclical Painterwork Programme in the Uists and Barra by
competitive tender from contractors on the Comhairle’s approved list for the
same period, on the basis that this represented Value for Money and Best
Value for the Comhairle.
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Housing Revenue Account Heating Systems
H05.01.01
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18
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The Director
of Housing submitted a Report giving information on central heating options
for existing Comhairle housing stock, together with information on other
related measures. The Report indicated that the Economy 10 systems
(electric), which used an electric boiler heat source for a wet central
heating system with an off-peak tariff had been piloted in 2 houses in
Stornoway. Monitoring of installation, operation and consultation with the
installers and tenants had suggested that the system was less disruptive than
the total heating system and that initial tenant reaction had been very
positive.
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It was
agreed to recommend that:
(1)
the Report be noted, and;
(2)
the Economy 10 tariff heating system be
added to the range of heating system options to be made available to
Comhairle tenants.
It was
further agreed to recommend that the Director of Housing be requested to
prepare a further Report on “heating systems” following meetings with
appropriate outside agencies.
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It was agreed that the public, including the
press, be excluded from the meeting during consideration of the following
item on the grounds that exempt information as defined in Paragraph 6 and 8
of Schedule 7A of the Local Government (Scotland) Act 1973, as amended, would
be disclosed, namely information relating to the financial or business
affairs of any particular person other than the Comhairle and information
relating to the amount of any expenditure proposed to be incurred by the
Comhairle under any particular contract for the acquisition of property or
the supply of goods or services.
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Acquisition of Scottish Homes Houses
H01.01
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19
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The Assistant
Director of Housing submitted a Report seeking initial consideration to the
acquisition by the Comhairle of the Scottish Homes Houses in the Western
Isles.
It was
agreed to recommend that:
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(1)
it be delegated to the Assistant
Director of Housing, in collaboration with the Acting Director of Corporate
Services, to negotiate with Communities Scotland, the terms and conditions
for the acquisition by Comhairle nan Eilean Siar of the Scottish Homes houses
in the Western Isles in consideration of Best Value and operational
practicalities, and;
(2)
a further Report be prepared on the
proposed terms and conditions for the acquisition of the Scottish Homes
houses in the Western Isles by the Assistant Director of Housing, on the
basis of the Report being submitted to Members for approval, prior to the
deal being closed.
It was
further agreed to recommend that the Assistant Director of Housing be
requested to submit a list of the location of Scottish Home's houses in the
Western Isles to all Members of the Comhairle.
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Community Wardens and Mediation Service
H01.01
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20
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The Director
for Sustainable Communities and the Director of Housing submitted a joint
Report seeking approval of the framework of a bid to the Scottish Executive’s
‘Building Strong, Safe and Attractive Communities’ initiative which could
resource up to three Community Wardens and an enhanced Mediation Service.
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It was
agreed to recommend insofar as the Committee’s interests were concerned, that
the Comhairle:
(1)
agree the general scope of the
Comhairle’s bid as outlined in the Report;
(2)
grant powers to the Director for
Sustainable Communities, acting in collaboration with the Director of
Housing, to submit a final bid to the Scottish Executive’s ‘Building Strong,
Safe and Attractive Communities’ initiative in line with the agreed scope and
taking account of any remaining concerns expressed by the Scottish Executive,
and;
(3)
agree that the details of the bid be
submitted to the Convener, Vice-Convener, Chairman of the Housing Committee
and Vice-Chairman of the Housing Committee, prior to submission to the
Scottish Executive.
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Housing Grants: Grants to Alleviate
Overcrowding
H10.01.01
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21
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The Director
for Sustainable Communities submitted a Report concerning proposed changes to
the Housing Grant Policies, which currently prevented grant assistance being
awarded towards alleviating overcrowding. The Report gave background
information on the impact of Housing Grant Policies and stated that since
priority pointing had been introduced “overcrowded” houses which met or were
above the tolerable standard could not obtain any grant assistance, as they
did not achieve the minimum number of points required. It was suggested in
the Report that it would be appropriate to amend the existing priority
pointing policy to allow for circumstances where there was a clear and
demonstrable need for additional accommodation. The Report stated that in
terms of the Housing (Scotland) Act 2001 the percentage of grant towards alleviating
overcrowding would be determined by the applicant’s income.
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It was
agreed to recommend that:
(1)
all applications to alleviate
overcrowding which meet the criteria set out in Appendix 1 of the Report
would be considered eligible for grant aid and omitted from the property
assessment pointing process, and;
(2)
houses, which have recently been acquired
or deliberately over-occupied be refused grant to alleviate overcrowding,
until a period of 3 years had elapsed.
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Housing Grants: Request from Care and
Repair for Special Enabling Grant
H10.15
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22
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The Director for Sustainable Communities
submitted a Report concerning a request from Care and Repair for £200,000 to
provide “an in-house bridging account” that would allow full payments to
contractors as work was done and was approved. It was emphasised in the
Report that this “bridging account” would then be reimbursed on completion of
the works. It was stated in the Report that proposals from Care and Repair
provided a reasonable and sensible way to maintain a valuable service and to
protect and enhance the relationship between Care and Repair and local contractors.
It was further intimated that any risk for the Comhairle would be no higher
than with the present system of full payments of instalments.
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It was
agreed to recommend that the allocation of £200,000 to Care and Repair from
the Private Sector Housing Grant allocation to the Comhairle to provide “an
in-house bridging account” be approved and that representations be made to
the Scottish Executive by the Director for Sustainable Communities on the
need to ensure that legislation was introduced to allow payments above the
“50% level”.
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Association of Local Authority Chief
Housing Officers/COSLA: Housing Conference 11/12 December 2003
H11
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23
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The Director
of Housing submitted a Report inviting the Committee to give consideration to
the Comhairle's representation at an Association of Local Authority Chief
Housing Officers/Convention of Local Authorities Housing Conference in
Carnoustie on 11/12 December 2003.
It was agreed to recommend that the
Comhairle nominate the Chairman and his nominee to attend the Association of
Local Authority Chief Housing Officers/COSLA Housing Conference in Carnoustie
on 11/12 December 2003.
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The Committee
unanimously agreed that, in accordance with the provisions of paragraph 17 of
the Scheme of Administration, the Committee determine the above
recommendation on behalf of the Comhairle, under delegated powers, in light
of the need to have the matter dealt with prior to the next meeting of the
Comhairle, on the basis that the recommendation was not contentious and did not
breach a major policy position of the Comhairle.
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Reports Outstanding: Progress
PR33.01.13
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24
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The Acting
Director of Corporate Services submitted a Report detailing the Reports
Outstanding arising from decisions of the Comhairle.
It was
agreed to recommend that the Report be noted.
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