COMHAIRLE NAN EILEAN SIAR

POLICY AND FINANCE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Monday, 10 March 2003 at 3.30pm

PRESENT

Roderick J Murray (Chairman) Norman L Macdonald Angus Campbell Norman A Macdonald Morag Munro George Lonie Donald Maclean Alasdair G Macrae Donald Manford

		MINUTES
Policy and Finance Committee	1(a) 1 (b) 1 (c)	The Minute of Meeting of 3 February 2003 was approved. The Minute of Meeting of 12 February 2003 at 9.30am was approved. The Minute of Meeting of 12 February 2003 at 2.15 p.m. was approved.
Conditions of Service Sub Committee	2	The Minutes of Conditions of Service Sub Committee of: (a) 11 February 2003 (b) 24 February 2003 were noted.
Gaelic Development Joint Liaison Committee	3	Minute of Meeting of Gaelic Development Joint Liaison Committee of 19 February 2003 was noted.
Shortleeting Panel	4	The Minute of Meeting of the Shortleeting Panel of 10 December 2002 was noted.
Appointments Panel	5	The Minute of Meeting of the Appointments Panel of 14 February 2003 was noted, subject to the change of job title to read `Head of Policy and Management'
		HOUSING
Housing Stock Transfer: Stock Condition Survey and Valuation Update H010.21	6	The Assistant Director of Housing submitted a Report appraising Members of progress to date with regard to the housing stock condition survey and valuation exercise. Also present was Mr Craig Fulton, Director of DTZ Pieda. Mr Fulton gave a presentation to the Committee relating to the Tenanted Market Valuation and the Retention Valuation prepared by his company, using a methodology that complies with the Scottish Executive guidelines concerning the Comhairle's Housing Stock.
		Members were offered the opportunity of asking questions of Mr Fulton. It was agreed: (a) to note the presentation; and (b) that the process detailed in paragraph 5.4 of the Report be approved in order that a finalised valuation can be submitted to the June series of meetings for `signing off' and subsequent submission to the Scottish Executive for their approval.
Housing Stock Transfer: Delivery of Homelessness Service HO10.21	7	The Chief Executive submitted a Report relating to the delivery of the Western Isles Homelessness Service in the event of a Housing Stock Transfer. It was stated that the Comhairle has a statutory duty to assist homeless and potentially homeless persons in terms of the Housing (Scotland) Act 1987, and the Housing (Scotland) Act 2001. It was agreed to recommend that: a) in the event of a housing stock transfer, the operational activities of the homelessness service should be contracted out to the new Housing Association; b) the legislative requirements relating to strategic planning, monitoring and review of the homelessness service be considered further within the wider context of future delivery of the other residual housing functions; and c) should a housing stock transfer not take place, the future delivery of a homelessness service and the other residual housing activities be retained within the remit of the Housing Department.
		FINANCE
Treasury Management Strategy PR120.06	8	The Acting Director of Finance submitted a Report proposing a borrowing and investment strategy and policies to be adopted in 2003/2004. It was agreed to recommend that: a) the strategy options identified in paragraph 7 of the Report be noted; b) the total variable rate funds borrowed do not exceed 40% of loans pool debt; c) the existing policy permitting borrowing in anticipation of requirement outlined in paragraph 8.4 of the Report be continued; d) the institutions to which the Director of Finance/Acting Director of Finance may lend be those given in the amended Appendix A to the Report;
		e) the maximum that may be lent to any approved institution is £5 million unless it is a Building Society on the approved list other than the top three in which case the maximum is £1million; f) the time limit for investing in credit rated institutions is 364 days and 6 months for an approved building society not in the top three.
Treasury Policy Statement PR120.06	9	The Acting Director of Finance submitted a Report advising Members of the proposed policy statement setting out the Comhairle's approach to all treasury matters. It was agreed to recommend that the Treasury Policy adopted in February 2002 be continued for 2003/2004.
Recommendations for Write-offs of Certain Sundry Debts and Non-Domestic Rates Debts PR100.07.01	10	The Acting Director of Finance submitted a Report recommending that certain Sundry Debts and Non-Domestic Rates debts in excess of £1,000 be written off in the current financial year 2002/2003. It was agreed to recommend that the debts itemised in Appendix A of the Report be written off.
Recommendations for Write-offs on certain Council Tax Debts PR100.07.01	11	The Acting Director of Finance submitted a Report recommending that certain Council Tax debts in excess of £1,000 be written off in the current financial year 2002/2003. It was agreed to recommend that the debts itemised in Appendix A of the Report be written off.
		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 8 of Schedule 7A of the Local Government (Scotland) Act 1973 would be disclosed, namely 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.
The Proposed Allocation of DLO/DSO Surpluses PR110.05	12	The Acting Director of Finance submitted a Report recommending that the Committee and the Commercial Operations Board agree a policy on the use of potential DLO/DSO surpluses. It was agreed to recommend that: a) the first call on any surplus made by the COU must be any deficit elsewhere in their activities; and b) the Director of Finance prepare a further Report for the August committee series detailing the potential use of net DLO/DSO surpluses.
Implementation of New Personnel/Payroll System PR110.09	13	The Director of Corporate Services and the Acting Director of Finance submitted a Report advising Members of progress on the implementation of the new Personnel/Payroll system, and seeking approval for funding for the project. It was stated that the new system, which will facilitate the introduction of Single Status, is expected to come on-line in October 2003. It was agreed to recommend that: (a) £85,000 within the provision for Single Status in 2003-04 be earmarked for the implementation of the ResourceLink system; (b) up to £15,000 of the £42,000 which was returned to balances at the third quarter be reinstated to find the balance of the costs; (c) subject to consultation with staff, all Comhairle employees be paid electronically with effect for 1 January 2004.
		CORPORATE GOVERNANCE
Decision Making System: Follow Up Review PR31.00	14	The Committee Review Member/Officer Working Group submitted a Report detailing the outcome of a follow-up review of the Comhairle's decision making system and setting out proposals for changes to the present system. It was stated that the Working Group had met on a number of occasions, including meetings with Chairmen and Vice-Chairmen of committees and with Directors to consider the operation of the revised decision making system which came into effect from January 2002. The recommendations are intended to push forward the modernisation begun in June 2001, and developed in January 2002. It was expected that the Standards Commission would not be in a position to give advice on issues relating to the remit of the proposed Standards Panel until May 2003.
		It was agreed to recommend: (1) any changes to the Housing Committee should not take place before the ballot on stock transfer is complete; (2) if stock transfer goes ahead, the Committee Review Member/Officer Working Group should be reconvened to determine the allocation of the remaining functions of the Housing Committee; (3) the Social Work Committee should continue in existence until the Comhairle is satisfied that appropriate finances and procedures are in place under Joint Futures to meet the current and future needs of the services affected, and the Committee Review Member/Officer Working Group reconvene to review the matter once the any transfer of finance and responsibilities is agreed;
		(4) responsibility for Children's Services be transferred from the Social Work Committee to the Education Committee; (5) the Education Committee be renamed the Education and Children's Services Committee to reflect the additional responsibilities; (6) the reporting line for the Commercial Operations Board be to the Comhairle; (7) the practice of re-electing the Convener, Vice Convener, Chair and Vice Chair of committees on an annual basis should be discontinued and the Scheme of Administration amended accordingly; (8) the number of Members sitting on the Licensing Board should be reduced to 10 with a quorum of 5 (9) the Policy and Finance Committee be renamed the Policy and Resources Committee to reflect the committee's responsibility for all the Comhairle's resources;
		(10) responsibility for all personnel matters be referred to the Conditions of Service Sub-Committee to be renamed the Human Resources Sub-Committee, which would be a sub-committee of the Policy and Resources Committee; (11) the role of the Standards and Scrutiny Committee be developed with respect to audit and performance management, challenge functions and stewardship, retaining its existing responsibilities for appeals and standards;
		(12) the Standards and Scrutiny Committee be renamed the Audit and Scrutiny Committee with a specific power to establish a Standards Panel whose role and remit shall be determined following receipt of guidance from the Standards Commission for Scotland; (13) the constitution of the Joint Consultative Committee for Local Government Employees be amended to provide that the Chairman and Vice-Chairman of the Commercial Operations Board be members of the Joint Consultative Committee ex officio;
		(14) with the exception of the representatives of religious interests appointed to the Education Committee, only the elected members of committees and sub-committees shall be entitled to vote; (15) representatives of various interest groups may be appointed to committees or sub-committees, as appropriate, in an advisory capacity with rights to speak, but not to vote; (16) a provision be included within Standing Orders to enable committees to appoint up to three substitute members to their sub-committees and working groups and the Director of Corporate Services draft procedures for the appointment of substitute members to attend meetings of the relevant sub-committees and working groups;
		(17) the changes proposed in recommendations (4) to (16) be implemented with effect from 1 May 2003; (18) the Comhairle adopt a procedure by which Chairmen and Vice-Chairmen are the Comhairle's recognised Spokespersons for all matters falling within the remit of their committees, unless another member has been specifically identified as Spokesperson for a particular issue; (19) the Chief Executive and the Director of Corporate Services be authorised to draft amended Standing Orders and Scheme of Administration to give effect to the decisions arising out of this review on the basis that these documents will be presented for approval at the Statutory Meeting of the Comhairle in May 2003, as required by Standing Order 5.
Temporary Extension of Officer Delegations PR31.00	15	The Director of Corporate Services submitted a Report proposing a temporary extension to officer delegations to enable certain decisions to be taken during the period before the first meetings after the election. It was stated that the final meeting of the present Comhairle will be on 18 March 2003. The statutory meeting of the new Comhairle will be held on 20 May, with the first meetings of the committees held between 2 and 5 June. During this time there could be matters that need to be determined. It was agreed to recommend that the delegations of all Directors be extended temporarily during the period from 19 March to 20 May 2003 to enable them to take decisions on matters that would otherwise be submitted to committee, on the basis set out in paragraphs 2.3 and 2.4 of the Report.
The Scottish Human Rights Commission -Scottish Executive Consultation PR11.35	16	The Director of Corporate Services submitted a Report advising Members of the Scottish Executive's Consultation Paper in relation to the establishment of The Scottish Human Rights Commission and seeking Members' comments for inclusion in the Comhairle's formal response. It was agreed to recommend that Members submit any comments or proposals that they have on the Scottish Executive Consultation Paper `The Scottish Human Rights Commission' Consultation Paper to the Director of Corporate Services not later than 15 May 2003 and that it be noted that a draft response, including the comments of Members, will be placed before the Committee at its meeting of 2 June 2003.
		GAELIC DEVELOPMENT
Gaelic Policy	17	The Chief Executive submitted a Report informing Members of comments and suggested changes to the Comhairle's Gaelic Policy as a result of consultations that had been undertaken. It was agreed to recommend that the following amendments be included in the Gaelic Policy: (a) Recruitment processes to have regard for the capacity of the service to be delivered in Gaelic; (b) The Comhairle should aspire to provide Gaelic Medium Education as the principal means of tuition in the first two years of primary school whilst maintaining a capacity for English Medium Education on an area basis;
		(c) The museum service will ensure that interpretation is given in both languages, including verbal interpretation; (d) Resources are deployed to promote Gaelic literacy at community level. Community Education provision should ensure that it has the capacity to deliver the service through the medium of Gaelic; (e) The Comhairle will continue to support and encourage the work of the Comunn Eachdraidh movement and its development; (f) The Comhairle ... has indicated in its publication Creating Communities of the Future, that the promotion and Development of Culture and Heritage, particularly Gaelic, is one of the key drivers to economic regeneration in the Western Isles;
		(g) Place names in the Western Isles should appear in Gaelic only. It may be necessary to have some exceptions to this policy, in cases where Gaelic and English vary significantly e.g. t-Ob and Leverburgh; (h) Community Organisations such as Councils of Voluntary Services, Community Councils and Common Grazings Committees will be encouraged to use Gaelic as a medium of communication at their meetings and in written communication where practicable; (i) Telephone operators for the Faire operation must be bilingual;
		(j) Under the Social work section: The Gaelic Policy will be integrated into the planning and implementing of the Joint Future programme with Western Isles Health Board for community Services;
		(k) A Gaelic Medium approach to Sunday School would complement the bilingual education available in Schools; (l) Media. The Comhairle will work with media services (Broadcast, print and electronic) in order to exploit the opportunities that these services provide, not only in communication through Gaelic but in job creation and support of other Gaelic initiatives.
Fèis nan Oran: Application for Financial Assistance PR90.28	18	The Chief Executive submitted a Report seeking members' approval to award a grant to Fèis nan Oran, a festival of Gaelic/Gaelige songs, poetry and music tradition. It was agreed to recommend that Fèis nan Oran be awarded a grant of £3,000 towards the cost of running a music and arts event, to be met from the Gaelic Development Support for Gaelic Budget, on the basis that the remaining funding is secured.
Request for Financial Assistance: Am Pàipear PR90.28	19	The Chief Executive submitted a Report seeking financial assistance towards the costs of employing a development worker to extend the Gaelic content of Am Pàipear, a monthly community newspaper based in Uist. It was agreed to recommend that a grant of £3,000 from the Support for Gaelic Budget be awarded to Am Pàipear towards the cost of a two year post of Gaelic development officer for the newspaper, on the basis that the finance from the other funding agencies is obtained.
Ceòl a Chuain Siar: Application for Financial Assistance PR110.08	20	The Chief Executive submitted a Report seeking members' approval to award a grant to Ceòl a Chuain Siar, to develop an education and music outreach project in conjunction with the Hebridean Celtic Festival. It is recommended that a grant of £5,000 be awarded to Coel a' Chuain Siar from the Gaelic Development: Support for Gaelic budget, on the basis that the remaining funding is secured.
Western Isles Gaelic Language Planning Co-ordinator PR110.08	21	The Chief Executive submitted a Report seeking members' approval to provide financial assistance towards the creation of the post of Western Isles Gaelic Language Planning Co-ordinator in partnership with a number of island agencies. It was agreed to recommend that: a) the sum of £7,100 be provided from the Gaelic Budget as the Comhairle's contribution to the overall costs of creating the post of Language Planning Development Co-ordinator; b) The Comhairle's contribution be conditional on the other partners providing match funding; and c) The Comhairle be represented on the Language Planning Steering Group.
		DEVELOPING INITIATIVES
E-Government: Modernising Government Fund 2 PR110.01	22	The Director of Corporate Services submitted a Report seeking Members' approval for the next steps required to develop the Comhairle's Modernising Government Fund (MGF2) programmes. It was stated that the Comhairle has received funding from the Scottish Executive to implement four MGF2 e-government programmes; · Dialogue Youth · Land and Property · Customer Relationship Management · ECare.
		The Comhairle is providing 25% of the funding required. It was agreed to recommend that a) the proposed next steps for the Comhairle's MGF2 programmes contained in the report be approved; and b) additional funding of £17,732 is identified within the Capital Programme for 2004/2005.
Broadband - Network Upgrade PR11.09	23	The Director of Corporate Services submitted a Report seeking approval for funding of new equipment necessary to support changes to the local network for the implementation of broadband. It was stated that the introduction of two broadband projects within the next nine months would require changes to the interface with the local network within the Comhairle in order to accommodate the new infrastructure. It was agreed to recommend that £32,500 from the existing broadband provision and £32,500 from Education be used to fund the necessary changes to the Comhairle's network.
European Intelligence Services Highlands and Islands European Partnership: Brussels Office PR31.08	24	The Director for Sustainable Communities submitted a Report updating Members on the position regarding the provision of European Intelligence Services and seeking to continue the provision of these services. It was stated that a distinctive Highlands and Islands presence has continued in Brussels following the opening of `Scotland House' in 1999. The Comhairle is now required to make a further contribution to the Highlands and Islands European Partnership in 2003/04 and 2004/05. It was agreed to recommend that: a) it be delegated to the Director for Sustainable Communities in consultation with the Director of Corporate Services, to enter into a contract with the other Highlands and Islands partners for the continued provision of European Intelligence Services from Brussels for the period 1 April 2003 to 31 March 2005 subject to the approval of annual budgets by the partners, via Highlands and Islands European Partnership; b) it be further delegated to the Director for Sustainable Communities in consultation with the Director of Corporate Services to draw up the appropriate contractual arrangements in respect to the interests of Comhairle nan Eilean Siar for the above recommendation.
		VEHICLES AND BUILDINGS
Gritting Lorry for Harris PR110.01	25	The Director of Technical Services submitted a Report seeking approval to suspend contract regulations in order to allow procurement of a second-hand lorry. It was agreed to recommend that the Comhairle agree to the suspension of the Contract Regulation 7 for the purpose of acquiring a second-hand gritter lorry at an estimated cost of £25,000, with the costs being met from this year's Capital Programme, on the grounds that a specification could not be drafted to enable fair tendering and suitable vehicles had been identified on the market.
Review of Standing Approved Lists of Contractors PR31.07	26	The Director of Technical Services submitted a Report seeking approval for a major review of the Comhairle's standing approved list of contractors. It was stated that it had been the practice for a significant number of years to maintain standing approved lists of contractors from which prospective tenderers for Comhairle building, engineering or maintenance contracts are drawn. It was agreed to recommend that: a) a review of the Comhairle's standing approved lists of contractors be undertaken; b) the scope and methodology of the review be as detailed in the Report.
		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 of Schedule 7A of the Local Government (Scotland) Act 1973 would be disclosed, namely information relating to the financial or business affairs of any particular person (other than the Comhairle).
Standing Lists of Approved Contractors PR31.07	27	The Director of Technical Services submitted a Report presenting further applications for inclusion in the various lists, applications to have financial limits increased and an application to be included in additional lists. It was agreed to recommend that: a) the contractors detailed on Appendix 1 of the Report be included in the various lists as shown; b) the financial limits be increased as detailed in Appendix 2 of the Report; c) Demolition Services Ltd be included the `Other Specialist Trades' list of approved contractors.
		PERSONNEL
Establishment of Posts: Social Worker (Children and Families Lewis and Harris) Social Work Assistant (Uist) M02.02.09	28	The Director of Social Work submitted a Report seeking approval to establish two full time posts in the Social Work Department, one based in Stornoway the other in Balivanich. It was agreed to recommend that a) the post of Social Worker (Children and Families - Lewis and Harris) be established at Social Work salary grade £18,878 to £23,930; and b) the post of Social Work Assistant (Uist) be established at salary grade AP2
Establishment of Posts: Day Care Support Worker (Barra Day Care) M02.02.09	29	The Director of Social Work submitted a Report seeking approval to establish the post of Day Care Support Worker at the Barra Day Centre. It was agreed to recommend that the post of Day Care Support Worker, 14 hours a week, Barra Day Centre, be established at a grade to be set by the Comhairle's Management Audit Section.
		It was agreed that the public, including the press, be excluded from the meeting during consideration of items 30, 31 and 32 on the grounds that exempt information as defined in Paragraph 1 of Schedule 7A of the Local Government (Scotland) Act 1973 would be disclosed, namely information relating to a particular employee, former employee or applicant to become an employee of, or a particular office holder or former office holder, or applicant to become an office holder under the Comhairle.
Establishment of Post: Service Co-ordinator, Barra M02.02.16	30	The Director for Sustainable Communities and the Director of Corporate Services submitted a Report seeking approval to establish the post of Service Co-ordinator, Barra within the Department for Sustainable Communities. It was agreed to recommend that: a) the post of Service Co-ordinator, Barra, within the Department of Sustainable Communities, Barra be established; and b) subject to review by the Director of Corporate Services, Employee MM be matched into the post at salary grade APIII.
Restructuring of the Management and Quality Assurance Functions of the Education Department: Establishment of Head of Service Posts.	31	The Director of Education submitted a Report seeking approval for the establishment of four Head of Service posts in the Department of Education to replace the existing Directorate Structure. It was agreed to recommend: a) the establishment of the following posts within the Department of Education 1) Head of Service (Secondary Education and Human Resources) 2) Head of Service (Quality Improvement) 3) Head of Service (Educational Resources) 4) Head of Service (Inclusion and Early Education) b) the approval of the appointment of the holders of the posts of Assistant Director (Secondary) and Acting Assistant Director to the posts of Head of Service (Secondary Education and Human Resources) and Head of Service (Quality Improvement) respectively; c) the advertising of the posts of Head of Service (Educational Resources) and Head of Service (Inclusion and Early Education) on an internal basis within the Department of Education; d) the disestablishment of the posts of Depute Director, Assistant Director (Secondary), Assistant Director (Support Services) and Senior Education Officer; and It was further agreed to note that further Reports will be produced detailing the arrangements for subsequent phases of the restructuring following the implementation of the processes outlined in a) to d) above.
Reduction in Service Need - Corporate Services Department	32	The Democratic Services Manager sought, and obtained the Chairman's permission to withdraw this item.
		ADDITIONAL ITEMS
		The Chairman ruled in terms of Standing Order 8 that the following item be considered as a matter of urgency to enable the establishment of a senior post to drive forward the Joint Future Agenda.
Accounting Requirement - Joint Future	33	The Acting Director of Finance submitted a Report seeking approval to establish the post of Senior Accountant for Joint Future. It was stated that the funding for this post would be shared between the Comhairle and the Health Board. It was agreed to recommend that the post of Senior Accountant (Joint Future) be established with effect from 1 April 2003. The post will be on a six-month renewable basis for a maximum of 18 months.
		The Chairman ruled in terms of Standing Order 8 that the following item be considered as a matter of urgency to enable consideration of a bid to the HISTP Budget.
Western Isles Community Funding Resource PR110.08	34	The Director for Sustainable Communities submitted a Report seeking Members' approval to provide funding towards a Community Funding Resource to assist community groups through-out the Western Isles to identify, access, and submit applications to secure external funding. It was agreed to recommended that: (a) consideration be given to delivering the service within existing resources; (b) the funding of services within the voluntary sector should be the subject of a Best Value Review.