10 September 2002

POLICY AND FINANCE COMMITTEE

Minute of Meeting held in Sgoil Lionacleit, Benbecula, on Tuesday 10 September 2002 at 4.00pm.

PRESENT

Mr Roderick J Murray (Chairman)

Mr Norman L Macdonald (Vice- Chairman)

Mr Angus Campbell

Mr Alexander A Macdonald

Mr Donald Maclean

Mr Norman A Macdonald

Mrs Mary Bremner

Mr Angus Nicolson

Mr Donald Manford

APOLOGIES

Mr Alasdair G Macrae

Mrs Morag Munro

Mr George Lonie

MINUTES

Policy and Finance

1

The Minute of Meeting of 26 August 2002 was approved.

Conditions of Service Sub-Committee

2

The minute of Meeting of the Conditions of Service Sub-Committee of 27 August 2002 was noted.

Commercial Operations Board

3

(a) The minute of the Commercial Operations Board of 26 August 2002 was noted.

(b) The minute of the Commercial Operations Board of 29 August 2002 was noted.

FINANCE

Budget Strategy

2003 -06

PR110.04

4

The Director of Finance submitted a Report relating to the proposed approach to setting the Comhairle's budget for 2003/04. The model attached as Appendix A of the Report indicated that there are sufficient funds to provide for the major elements of the budget for the next three years, and to have a standstill budget.

It was agreed to:

(1) approve the budget timetable detailed in section 4 of the Report;

(2) approve the budget strategy outlined in Appendix A of the Report;

(3) approve the planning assumptions listed in section 5 of the Report; and

(4) authorise the Director of Finance to determine Cash Planning Limits and that Heads of Service be required to draft budgets which do not exceed these figures.

Fisheries Loan Scheme

PR120.04

5

The Director for Sustainable Communities submitted a Report updating Members on the progress of the Fisheries Loan Scheme, and seeking approval for an interim arrangement to provide guarantee cover allowing the scheme to continue whilst a review of priorities was undertaken.

It was agreed to note the success of the Fisheries Loan Scheme and to:

(1) transfer guarantee provision from the Business Loan Scheme to the Fisheries Loan Scheme of up to £150,000 as an interim measure to allow the continued processing of applications for financial assistance, subject to the consent of scheme partners; and

(2) to approve a scheme review as outlined in paragraph 7.1 of the Report with a view to reporting the outcome of the review to the Policy and Finance Committee in December 2002.

CONTRACT MANAGEMENT

Mr Angus Nicolson, having declared an interest, left the meeting during consideration of the following item.

Standing List of Approved Contractors

6

The Director of Technical Services submitted a Report relating to applications for inclusion in the lists of approved contractors.

It was agreed that the Contractors detailed on Appendix 1 of the Report be included in the various lists as shown.

It was agreed that the public, including the press, be excluded from the meeting during consideration of Item 5 below 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 the financial or business affairs of any particular person (other than the Comhairle).

Mr Angus Nicolson, having declared an interest, left the meeting during consideration of the following item.

Grounds Maintenance Term Contract

PR95.15.08

7

The Director of Technical Services submitted a Report seeking approval of the proposed tender list for the Grounds Maintenance Term Contract 2003 - 2006.

It was agreed that, subject to clarification of the status of the contractual arrangement, to seek a twelve month extension to the current Grounds Maintenance Contract in order to ascertain the effect of the possible transfer of housing stock and the development of a public private partnership.

Redevelopment of Nicolson Lewis Sports Centre: Proposed Tender List

8

The Democratic Services Manager sought, and obtained the Chairman's permission to withdraw this item.

SERVICE ISSUES/COMMUNITY DEVELOPMENTS

Working for Communities Pathfinder: Barra One-Stop Shop Services

PR10.03

9

The Chief Executive submitted a Report seeking approval of a grant payment to enable the continuation of the Pathfinder project in Barra.

It was agreed to provide a grant of £4,250 to the Barra Pathfinder project in 2002/03 subject to the condition that Comhairle officers have access to the workspace and video conferencing facilities at the Dolphin Offices.

PERSONNEL

Establishment of Neighbourhood Fund Posts

M02.02.16

10

The Director for Sustainable Communities submitted a Report concerning the Local Outcome Agreement for the Eilean Siar Better Neighbourhood Services Fund (BNSF). It was stated that the programme for the Western Isles had been approved by the Scottish Ministers. It was indicated that, as lead agency for the programme, the Comhairle was required to establish the programme posts of Service Co-ordinator and Clerical Officer for each of the three pathfinder areas.

It was agreed to note the approval of the Eilean Siar BNSF Local Outcome Agreement by Scottish Ministers, and:

(1) to establish 3 posts of BNSF Service Co-ordinator at grade of APV

(2) to establish 3 posts of BNSF Clerical Officer at grade GS1/2.

It was agreed that the public, including the press, be excluded from the meeting during consideration of Items 11, 12, 13, 14, 15, 16 and 17 below 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 or a particular office-holder or former office holder or applicant to become an office-holder under the Comhairle would be disclosed.

Department for Sustainable Communities - Management Review

M02.02.16

11

The Director for Sustainable Communities submitted a Report relating the proposed management framework for the Department for Sustainable Communities and the methodology for implementing the proposals.

It was agreed to:

(1) approve the management tree set out in appendix two of the Report as the basis for the arrangement of reporting lines for services in future for the Department for Sustainable Communities;

(2) agree the implementation programme set out in appendix three of the Report, subject to budgetary and personnel issues being resolved at each stage of the implementation;

(3) approve that the current directorate posts be redefined to the appropriate heads of service posts and job matching undertaken as set out in appendix 3 of the Report; and

(4) delete the post of Director of Environmental Services and Depute Director of Environmental Services from the establishment.

Establishment of Posts - Community Services Section

M02.02.16

12

The Director for Sustainable Communities submitted a Report seeking approval to establish the posts of Commercial Services Assistant and Senior Recycling & Community Officer within the Community Services section of the Department for Sustainable Communities.

It was agreed to:

(1) establish a post of Commercial Services Assistant within the Community Services section of the Department for Sustainable Communities at the grade of AP1; and

(2) establish a post of Senior Recycling and Community Officer within the Community Services section of the Department for Sustainable Communities at the Grade of APV

Temporary Clerical Assistant

M02.02.16

14

The Director for Sustainable Communities submitted a Report seeking homologation of an action taken by the Chief Executive in engaging a temporary clerical assistant.

It was agreed to homologate the action of the Chief Executive in engaging a temporary clerical assistant for a further four months in the Department for Sustainable Communities.

Corporate Accountancy - Appointment of Consultant

PR31.08

15

The Director of Finance submitted a Report setting out proposals to employ a consultant for a period of three or four months to assist Ionmhas staff to introduce enhancements to the FMS system.

It was agreed that the Acting Depute Director of Finance be authorised to appoint a consultant on the basis set out in the Report.

Post Re-Evaluation in the Internal Audit Section

M02.02.03

16

The Director of Finance submitted a report regarding a proposed change to the staffing establishment in the Internal Audit section of Ionmhas following an evaluation of the post of Auditor. The changes in the duties of the post were outlined in the report.

It was agreed that:

(1) a post of Senior Internal Auditor be established;

(2) the existing post on Internal Auditor be deleted;

(3) the auditor currently in post be appointed to the new post of Senior Auditor; and

(4) the effective date for application of a new grade shall be the date upon which the Director of Finance requested a review of the postholder's duties - 16 July 2002.

1. Night Staffing: Trianaid

2. Cook Hours: Trianaid

3. Cook Hours St Brendan's

M02.02.09

17

The Director of Social Work submitted a report regarding proposals to implement 24-hour rotas for staff within Trianaid and to increase the employment hours of cooks at both Trianaid and St Brendan's residential homes.

It was agreed that:

(1) the current night staff within Trianaid continue to be paid the hourly rate enhancement of 33% during their employment on day shifts for the duration of their training for SVQ level 2;

(2) the weekly hours for the cook at Trianaid be increased by 14 hours per week;

(3) the weekly hours for the cook and relief cook at St Brendan's be increased by a total of 4 hours per week; and

(4) one post of social care worker (28.5 hours) be deleted from the establishment at Trianaid, with the costs of the implementation of the proposals being met form the savings from that post.

COMMITTEES

Committee Decision Reports

18

The Decision Reports from service committees were submitted as summarised below. Unless otherwise indicated the committee noted the Committee Decision Reports:

(1) Arts and Leisure Committee 27 August 2002

(2) Housing Committee 27 August 2002

(3) Education Committee 27 August 2002

(4) Environmental Services Committee 28 August 2002

(5) Transportation Committee 28 August 2002

(6) Sustainable Development Committee 28 August 2002

(7) Social Work Committee 29 August 2002

Arising out of consideration of the Committee Decision Reports, it was agreed that the Chief Executive submit a report to the next meeting of the committee on the operation of the call-in and referral procedure.

____

PRESENT	Mr Roderick J Murray (Chairman)
	Mr Norman L Macdonald (Vice- Chairman)	Mr Angus Campbell
	Mr Alexander A Macdonald	Mr Donald Maclean
	Mr Norman A Macdonald	Mrs Mary Bremner
	Mr Angus Nicolson	Mr Donald Manford

APOLOGIES	Mr Alasdair G Macrae	Mrs Morag Munro
	Mr George Lonie

		MINUTES
Policy and Finance	1	The Minute of Meeting of 26 August 2002 was approved.
Conditions of Service Sub-Committee	2	The minute of Meeting of the Conditions of Service Sub-Committee of 27 August 2002 was noted.
Commercial Operations Board	3	(a) The minute of the Commercial Operations Board of 26 August 2002 was noted. (b) The minute of the Commercial Operations Board of 29 August 2002 was noted.
		FINANCE
Budget Strategy 2003 -06 PR110.04	4	The Director of Finance submitted a Report relating to the proposed approach to setting the Comhairle's budget for 2003/04. The model attached as Appendix A of the Report indicated that there are sufficient funds to provide for the major elements of the budget for the next three years, and to have a standstill budget. It was agreed to: (1) approve the budget timetable detailed in section 4 of the Report; (2) approve the budget strategy outlined in Appendix A of the Report; (3) approve the planning assumptions listed in section 5 of the Report; and (4) authorise the Director of Finance to determine Cash Planning Limits and that Heads of Service be required to draft budgets which do not exceed these figures.
Fisheries Loan Scheme PR120.04	5	The Director for Sustainable Communities submitted a Report updating Members on the progress of the Fisheries Loan Scheme, and seeking approval for an interim arrangement to provide guarantee cover allowing the scheme to continue whilst a review of priorities was undertaken. It was agreed to note the success of the Fisheries Loan Scheme and to: (1) transfer guarantee provision from the Business Loan Scheme to the Fisheries Loan Scheme of up to £150,000 as an interim measure to allow the continued processing of applications for financial assistance, subject to the consent of scheme partners; and (2) to approve a scheme review as outlined in paragraph 7.1 of the Report with a view to reporting the outcome of the review to the Policy and Finance Committee in December 2002.
		CONTRACT MANAGEMENT Mr Angus Nicolson, having declared an interest, left the meeting during consideration of the following item.
Standing List of Approved Contractors	6	The Director of Technical Services submitted a Report relating to applications for inclusion in the lists of approved contractors. It was agreed that the Contractors detailed on Appendix 1 of the Report be included in the various lists as shown.
		It was agreed that the public, including the press, be excluded from the meeting during consideration of Item 5 below 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 the financial or business affairs of any particular person (other than the Comhairle).
		Mr Angus Nicolson, having declared an interest, left the meeting during consideration of the following item.
Grounds Maintenance Term Contract PR95.15.08	7	The Director of Technical Services submitted a Report seeking approval of the proposed tender list for the Grounds Maintenance Term Contract 2003 - 2006. It was agreed that, subject to clarification of the status of the contractual arrangement, to seek a twelve month extension to the current Grounds Maintenance Contract in order to ascertain the effect of the possible transfer of housing stock and the development of a public private partnership.
Redevelopment of Nicolson Lewis Sports Centre: Proposed Tender List	8	The Democratic Services Manager sought, and obtained the Chairman's permission to withdraw this item.
		SERVICE ISSUES/COMMUNITY DEVELOPMENTS
Working for Communities Pathfinder: Barra One-Stop Shop Services PR10.03	9	The Chief Executive submitted a Report seeking approval of a grant payment to enable the continuation of the Pathfinder project in Barra. It was agreed to provide a grant of £4,250 to the Barra Pathfinder project in 2002/03 subject to the condition that Comhairle officers have access to the workspace and video conferencing facilities at the Dolphin Offices.
		PERSONNEL
Establishment of Neighbourhood Fund Posts M02.02.16	10	The Director for Sustainable Communities submitted a Report concerning the Local Outcome Agreement for the Eilean Siar Better Neighbourhood Services Fund (BNSF). It was stated that the programme for the Western Isles had been approved by the Scottish Ministers. It was indicated that, as lead agency for the programme, the Comhairle was required to establish the programme posts of Service Co-ordinator and Clerical Officer for each of the three pathfinder areas. It was agreed to note the approval of the Eilean Siar BNSF Local Outcome Agreement by Scottish Ministers, and: (1) to establish 3 posts of BNSF Service Co-ordinator at grade of APV (2) to establish 3 posts of BNSF Clerical Officer at grade GS1/2.
		It was agreed that the public, including the press, be excluded from the meeting during consideration of Items 11, 12, 13, 14, 15, 16 and 17 below 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 or a particular office-holder or former office holder or applicant to become an office-holder under the Comhairle would be disclosed.
Department for Sustainable Communities - Management Review M02.02.16	11	The Director for Sustainable Communities submitted a Report relating the proposed management framework for the Department for Sustainable Communities and the methodology for implementing the proposals. It was agreed to: (1) approve the management tree set out in appendix two of the Report as the basis for the arrangement of reporting lines for services in future for the Department for Sustainable Communities; (2) agree the implementation programme set out in appendix three of the Report, subject to budgetary and personnel issues being resolved at each stage of the implementation; (3) approve that the current directorate posts be redefined to the appropriate heads of service posts and job matching undertaken as set out in appendix 3 of the Report; and (4) delete the post of Director of Environmental Services and Depute Director of Environmental Services from the establishment.
Establishment of Posts - Community Services Section M02.02.16	12	The Director for Sustainable Communities submitted a Report seeking approval to establish the posts of Commercial Services Assistant and Senior Recycling & Community Officer within the Community Services section of the Department for Sustainable Communities. It was agreed to: (1) establish a post of Commercial Services Assistant within the Community Services section of the Department for Sustainable Communities at the grade of AP1; and (2) establish a post of Senior Recycling and Community Officer within the Community Services section of the Department for Sustainable Communities at the Grade of APV
Temporary Clerical Assistant M02.02.16	14	The Director for Sustainable Communities submitted a Report seeking homologation of an action taken by the Chief Executive in engaging a temporary clerical assistant. It was agreed to homologate the action of the Chief Executive in engaging a temporary clerical assistant for a further four months in the Department for Sustainable Communities.
Corporate Accountancy - Appointment of Consultant PR31.08	15	The Director of Finance submitted a Report setting out proposals to employ a consultant for a period of three or four months to assist Ionmhas staff to introduce enhancements to the FMS system. It was agreed that the Acting Depute Director of Finance be authorised to appoint a consultant on the basis set out in the Report.
Post Re-Evaluation in the Internal Audit Section M02.02.03	16	The Director of Finance submitted a report regarding a proposed change to the staffing establishment in the Internal Audit section of Ionmhas following an evaluation of the post of Auditor. The changes in the duties of the post were outlined in the report. It was agreed that: (1) a post of Senior Internal Auditor be established; (2) the existing post on Internal Auditor be deleted; (3) the auditor currently in post be appointed to the new post of Senior Auditor; and (4) the effective date for application of a new grade shall be the date upon which the Director of Finance requested a review of the postholder's duties - 16 July 2002.
1. Night Staffing: Trianaid 2. Cook Hours: Trianaid 3. Cook Hours St Brendan's M02.02.09	17	The Director of Social Work submitted a report regarding proposals to implement 24-hour rotas for staff within Trianaid and to increase the employment hours of cooks at both Trianaid and St Brendan's residential homes. It was agreed that: (1) the current night staff within Trianaid continue to be paid the hourly rate enhancement of 33% during their employment on day shifts for the duration of their training for SVQ level 2; (2) the weekly hours for the cook at Trianaid be increased by 14 hours per week; (3) the weekly hours for the cook and relief cook at St Brendan's be increased by a total of 4 hours per week; and (4) one post of social care worker (28.5 hours) be deleted from the establishment at Trianaid, with the costs of the implementation of the proposals being met form the savings from that post.
		COMMITTEES
Committee Decision Reports	18	The Decision Reports from service committees were submitted as summarised below. Unless otherwise indicated the committee noted the Committee Decision Reports: (1) Arts and Leisure Committee 27 August 2002 (2) Housing Committee 27 August 2002 (3) Education Committee 27 August 2002 (4) Environmental Services Committee 28 August 2002 (5) Transportation Committee 28 August 2002 (6) Sustainable Development Committee 28 August 2002 (7) Social Work Committee 29 August 2002 Arising out of consideration of the Committee Decision Reports, it was agreed that the Chief Executive submit a report to the next meeting of the committee on the operation of the call-in and referral procedure.
____