18 June 2002

POLICY AND FINANCE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Tuesday 18 June 2002 at 10.00 a.m.

PRESENT

Mr Roderick J Murray (Chairman)

Mr Norman L Macdonald (Vice-Chairman)

Mrs Morag Munro

Mr Alexander A Macdonald

Mr Donald Maclean

Mr Angus Campbell

Mr Donald Manford

APOLOGIES

Mr Angus Nicolson

Mrs Mary Bremner

MINUTES AND DECISION REPORTS

Policy and Finance

1

The Minute of Meeting of 27 May 2002 was approved.

Gaelic Development Joint Liaison Committee

2

The Minute of Meeting of 12 March 2002 was noted.

Capital Resources Member/Officer Working Group

3

The Minute of 17 May 2002 was noted.

Decision Report of Commercial Operations Board of 30 May 2002

4

The Decision Report of 30 May 2002 was noted and it was agreed to approve:

(1) the filling of two of the vacant joiner posts in Uist as soon as possible, but only by effective applicants; and

(2) not to fill the electrician vacancy, at this stage.

And to

(1) homologate the use of negotiations with sub-contractors to obtain prices and services for the Surface Dressing Contract for the 2002/2003 Financial Year; and

(2) approve the continuation of the above mentioned arrangements for the rest of this contract (2002-2006), subject to satisfactory performance and the same scale of prices, relative to the overall contract price, under Contract Regulation 7(f), due to the specialist nature of the equipment and the experience of the sub-contractors involved.

Note of meeting of Western Isles Community Planning Forum

5

The note of meeting of 23 January 2002 was noted.

CORPORATE MANAGEMENT

White Paper: "Renewing Local Democracy: The Next Steps."

C01.01

6

The Chief Executive submitted a Report advising Members of the White Paper, "Renewing Local Democracy: The Next Steps", and seeking Members' views in order to form the basis of the Comhairle's responses to the issues raised in the White Paper. It was stated that the White Paper addresses four main issues:

· Removing barriers to becoming a councillor with a view to encouraging a wider range of people to seek election,

· Electoral reform,

· Remuneration of councillors,

· Powers, resources and structures of local authorities.

It was agreed that the Comhairle would respond to the issues raised in the White Paper along the following lines:

· A system of proportional representation would not be appropriate to Comhairle nan Eilean Siar, due to the high number of independent members elected to the Comhairle.

· It would not be appropriate to reduce the number of Councillors elected to the Comhairle, due to the geographical dispersion of the Western Isles.

· The issue of salaries for Councillors should be referred to an independent commission.

· Steps should be taken to encourage a greater proportion of the population to stand for election as Councillors. This could include incentives to encourage employers to release employees, and widening the allowances that can be claimed to include provision for childcare costs.

· Council Employees should not be required to resign their post until election.

· It should be open to Councillors to be employed in certain Council posts, such as teaching posts, upon resigning as Councillors, but that a prohibition of six months should remain for other posts.

It was also agreed that the Convenor and Chief Executive would make representations to COSLA through the non-aligned group at the forthcoming meeting.

Scheme of Delegation: Review and Proposed Amendments

C01.04

7

The Chief Executive submitted a Report proposing a review of the Scheme of Delegation to Officers and suggesting amendments and clarifications to certain existing delegations. It was stated that following recent re-organisations of departments and committees the opportunity should be taken to review the scheme.

It was agreed that the Scheme of Delegation to Officers be reviewed with the Standards and Scrutiny Committee taking the lead role in the review and the Policy and Finance Committee and the service committees contributing for their interests.

POLICY PLANNING

Local Government in Scotland Bill

C01.01

8

The Chief Executive submitted a Report informing Members of the contents of the Local Government in Scotland Bill and seeking Members' views on the proposal to allow the use of email and video conferencing for the calling and holding of Comhairle meetings.

It was agreed to welcome the provisions in the Local Government in Scotland Bill:

· to allow the calling of meetings, other than by post or hand delivery, e.g. by e-mail or fax; and

· to allow meetings to be conducted in any way which allows Members to communicate with each other, for example by the use of video-conferencing; on the basis that this provision be to grant a `general power' to local authorities, which could be incorporated into Standing Orders.

Marriage (Scotland) Act 2002

AL02.01.02

9

The Director of Corporate Services submitted a Report advising Members of the introduction of legislation regarding approval of venues for civil marriages and proposing that the licensing of venues be administered by the Environmental Services Committee. It was stated that it was necessary to ensure that any costs to the Comhairle would be recovered.

It was agreed that:

(1) the administration of the new scheme for licensing of premises as suitable for the solemnisation of marriages be added to the remit of the Environmental Services Committee;

(2) it be delegated to the Director of Corporate Services to determine applications for such licences in the event that no objections are received;

(3) the fees chargeable for such licences shall be £261 for a new "full" licence which will subsist for three years, £50 for a temporary licence which will subsist for 30 days and £261 for a renewal of a "full" licence;

(4) the additional fees for attendance of registrars at such ceremonies shall be determined by the Director of Corporate Services on a case-by-case basis to reflect hours worked and expenses incurred by the registrars; and

(5) the licence (and registrars) fees shall be reviewed after one year of operation, which review will consider whether the fees cover the work involved.

FINANCE

Monthly Financial Reporting

PR33.01.04

10

The Director of Finance submitted a Report suggesting improvements to the Comhairle's financial monitoring arrangements and recommending that financial information should be available to Members on a monthly basis.

It was agreed that:

(1) monthly financial monitoring Reports for all (non-DSO) revenue services be made available via the Comhairle's intranet; and

(2) the process improvements identified in paragraph 7.1 of the Report would be implemented.

Gratuity Payments for Non-Superannuable Employees

PR110.08

11

The Director of Finance submitted a Report advising Members of a potential overspend on gratuity payments in the current financial year. It was indicated that advertisements had been placed publicising the cessation of the gratuities scheme.

It was agreed to note the Report.

Recommendations for Write-offs on certain Council Tax Debts

PR100.07.01

12

The Director of Finance submitted a Report itemising and recommending certain debts in excess of £1,000 be written off in the current financial year 2001/02.

It was agreed that the debts itemised in Appendix 1 of the Report be written off.

Local Taxation: Billing, Collection and Recovery

PR110.07

13

The Director of Finance submitted a Report advising Members of the current state of collection and recovery of Council Tax and Non-Domestic Rates. It was stated that as at 31 May 2002 17.59% of the total due for the year had been collected. This was a significant increase of the collection rate for previous years. It was also stated that this standard report will, in future, be presented to Members via the information bulletin.

It was agreed to note the Report.

E-GOVERNMENT

e-Government Progress:

Modernising Government Fund

PR32.01

14

The Director of Corporate Services submitted a Report informing Members of the current status of bids for government funding for e-government projects.

It was agreed to note the Report and to authorise the Director of Corporate Services to continue with the current bids.

SERVICE ISSUES

HSE Enforcement Notices

CH03.01

15

The Director of Corporate Services submitted a Report informing Members of the serving of a prohibition Notice and two Improvement Notices on the Comhairle by the Health and Safety Executive, following a visit to Castlebay School. It was stated that appropriate remedial action had been taken to ensure compliance with the Enforcement Notices.

It was agreed to note the Report.

Kist O'Riches

PR90.28

16

The Chief Executive submitted a Report updating Members on the current state of the Kist O'Riches project. It was stated that the Heritage Lottery Fund Trustees were now prepared fund the project to the sum of £1.29 million.

It was agreed:

(1) to commit £10k annually for three years from 2003/04;

(2) to provide additional two years of funding depending on the successful progress of the project in the first three years;

(3) that financial assistance be approved on the basis that at least one digitisation centre be established in the Western Isles and new employment opportunities be made available.

Western Isles Gaelic Storytelling Project

17

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

Mr Alex A Macdonald declared an interest and left the meeting during consideration of the following item.

Hebridean Connections

PR90.28

18

The Chief Executive submitted a Report seeking Members' approval to provide financial assistance for the Hebridean Connections Project. It was stated that four local Historical Societies have jointly developed a project entitled Hebridean Connections, to create a computer-based archive of historical and genealogical information on the Gaelic cultural heritage of their areas.

It was agreed to:

(1) approve the sum of £20,000 over three years towards the cost of the Hebridean Connections Project; and

(2) consider exploring the potential for maximising the potential for spreading the benefits of the project for the Museum artefacts and for other Comainn Eachdraidh throughout the islands in due course.

New Audio Conference Equipment for Council Chamber

PR32.02

19

With reference to item 16 of the minute of meeting of 27 May 2002 the Director of Corporate Services submitted a Report informing members of the Financial implications of adding voting to the proposed new Tychno DCN Conference audio system in the Council Chamber. It was stated that Members had already approved expenditure of £31,000 to replace the existing audio system in the chamber. An extra £4,523 would allow voting to be added to the system in future, and an additional £4,100 (£8,623 in total) would allow voting to be added at the time of installation.

It was agreed:

(a) to procure a sound system that will allow voting facilities for an estimated total cost of £39,623; and

(b) that the additional funding of £8,623 in the first instance will come from any carry-over (over 2%) in departmental budgets from 2001/02, and if this is insufficient, funding would be considered at the mid-term review.

CONTRACT MANAGEMENT

Sound of Harris Ferry Service: Aird Ma Ruibhe Slipway

PR110.01

20

With reference to item 8 of the minute of meeting of the Transportation Committee of 27 March 2002, the Director of Technical Services submitted a Report seeking approval for funding for the Aird ma Ruibhe Slipway project by CFCR.

It was agreed to approve that the Aird ma Ruibhe Slipway widening works be undertaken at an estimated cost of £70k funded from CFCR, utilising the windfall increase from pier dues.

Grounds Maintenance Contracts Post 1 April 2003

PR95.15.08

21

The Director of Technical Services submitted a Report informing Members of the results of a trade consultation carried out in connection with proposed contracts for Grounds Maintenance post 1 April 2003.

It was agreed that:

(1) the basis for the Grounds Maintenance Contracts for Lewis, Harris, Uist and Barra should be on the basis of Option (b) outlined in the Report, i.e. tendered under the EC negotiated procedure.

(2) The project should be re-advertised on the above basis with the specific requirement that only firms with a British Standard or equivalent Quality Management System in place at the date of application will be considered for the tender list.

(3) Ken MacNeill of Libre Consulting be engaged to assist in developing and evaluating this tendering process and subsequent tenders received, in consultation with the Director of Finance and Director of Corporate Services.

Sir E Scott School: Approval of Contractors

PR90.15.16

22

The Director of Technical Services submitted a Report seeking approval of a list of Contractors to be invited to tender for the works at Sir E Scott School, Tarbert.

It was agreed that the Contractors shown in the appendix to the Report be invited to tender for the Building Works, and Engineering Works, and the nominated sub-contracts for Mechanical Works and Electrical works subject to satisfactory assessment of Contractors experience and financial standing.

It was further agreed that final approval of the tender list following the assessment of the submissions from Contractors is delegated to the Directors of Finance, Corporate Services and Technical Services.

New Sports Centre Stornoway Procurement Route

PR90.15.12

23

The Director of Technical Services submitted a Report seeking approval of the procurement route for the New Sports Centre, Stornoway.

It was agreed that:

(1) competitive tenders be sought for the project on a traditional lump sum basis, based on Bills of Quantities;

(2) a select list of tenderers be drawn up for this project, following from public advertisement in OJEC, the Stornoway Gazette, Glasgow Herald and one further trade publication.

Castlebay Development Site

PR110.01

24

The Director for Sustainable Communities submitted a Report informing Members of a proposal to develop a business development site at Castlebay, Barra.

It was agreed that:

(1) 2.1 hectares of land be transferred from the Education Account, the exact boundaries of which to be determined by the Director of Corporate Services, in Consultation with the Director of Technical Services and Sustainable Communities, and

(2) a further Report be brought before Members in August 2002 detailing a HISTP application for the September 2002 round, including a financial contribution from the Comhairle.

PERSONNEL

Management Arrangements : Community Care Team (Lewis & Harris)

MO1.03.09

25

The Director of Social Work submitted a Report relating to interim arrangements for the management and operation of the Community Care Team (Lewis & Harris) to permit the effective implementation of national and local Community Care policy initiatives.

It was agreed to:

(1) approve the arrangement to release the Team Leader, Community Care (Lewis & Harris) from team management functions for 20 hours weekly to permit the arrangements set out in the body of the Report;

(2) appoint an existing member of staff to the post of senior practitioner to cover those 20 hours;

(3) recruit a social worker (20 hours) to cover the responsibilities of the social worker appointed as senior practitioner;

(4) note these arrangements are for the duration of the remaining part of the current financial year 2002 - 2003.

Ionmhas Review 2002

MO2.02.03

26

The Director of Finance submitted a Report advising Members of the results of consultations on the restructuring of Ionmhas and proposing a two stage process to the review, giving options for restructuring senior posts before looking at a second phase.

It was agreed:

(1) to establish a post of Assistant Director, Exchequer;

(2) to approve the framework for the second phase of the review given in paragraph 6.6 of the Report;

(3) that the Director of Corporate Services in consultation with Management Team design an affordable early retirement policy, and that the Director of Finance identify means whereby such a policy might be afforded.

It was also agreed that the outcome of further consultations concerning the post of Depute Director would be reported to the Committee in due course.

Proposed Arrangements for the Appointment of a Principal Educational Psychologist

M01.03.06

27

The Director of Education submitted a Report relating to the arrangements for the appointment of a Principal Educational Psychologist.

It was agreed:

(a) that the Director of Education would sit on the Panel along with the following appointed Members

Mr Roderick J Murray

Mr Norman L Macdonald

Mrs Mary Bremner;

(b) that a specialist in the field of Educational Psychology be appointed to advise the panel.

New Housing Partnership: Establishment of Temporary Post: Administration Officer

M02.02.08

28

The Director of Housing submitted a Report relating to the establishment of the temporary post of Administration Officer to support the work of seconded officers and the Shadow Board of the Western Isles Housing Partnership.

It was agreed to establish the temporary post of New Housing Partnership Administration Officer (APII, subject to evaluation), for the period of the New Housing Partnership project on the basis that it is fully funded from New Housing Partnership grant.

Establishment of Post: Domestic Abuse Service Development

Co-ordinator

M02.02.09

29

The Director of Social Work submitted a Report relating to the establishment of a post of Domestic Abuse Service Development Co-ordinator.

It was agreed to establish the post of Domestic Abuse Service Development Co-ordinator on a 21 hours per week contract for a period of two years from the date of appointment.

Establishment of Post: Criminal Justice Service Manager, Social Work Department.

M02.02.09

30

The Director of Social Work submitted a Report relating to the establishment of a Social Work Criminal Justice Manager to be responsible for the overall planning, management, co-ordination and delivery of all operational services in relation to Criminal Justice Social Work Services in the Western Isles.

It was agreed to establish a post of Social Work Criminal Justice Service Manager (Western Isles) at salary grade PO1 - PO6.

Establishment of Post: Handyperson

(Ardseileach)

31

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

Software Analyst - Temporary Contract

M02.02.02

32

The Director of Corporate Services submitted a Report relating to the establishment of a post of Software Analyst.

It was agreed to establish the post of Software Analyst within the IT Unit for a one year period from the time of appointment.

It was agreed that the public, including the press, be excluded from the meeting during consideration of Items 33, 34, 35, 36, and 37 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 of, or a particular office-holder or former office-holder or applicant to become an office-holder under the Comhairle would be disclosed.

Establishment of Post of Teacher of Gaelic, English and History 0.6 FTE

M02.02.14

33

The Director of Education submitted a Report relating to the establishment of a post of Teacher of Gaelic, English and History at Sir E Scott School.

It was agreed to establish a post of Teacher of Gaelic, English and History (0.6 FTE) at Sir E Scott School.

School Catering Review of Staffing Levels

34

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

Temporary Staff Cover within Internal Audit

M02.02.03

35

The Director of Finance submitted a Report relating to a proposal to create a one-year post of Audit Assistant to cover a long-term sickness absence and to help with an increased workload.

It was agreed to establish a post of Audit Assistant, on a fixed term, one-year basis.

Web Development Officer - Extension of Contract

M02.02.02

36

The Director of Corporate Services submitted a Report seeking Members' approval to extend the contract period for the post of Web Development Officer as additional funding had been secured.

It was agreed to extend the post of Web Development Officer to March 2003 based on:

(a) the existence of appropriate funding; and

(b) the potential usefulness of the postholder in developing the Council's own web site

Establishment of Posts: Sgioba na Gàidhlig

37

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

CONFERENCES AND COURSES

EWork in Europe: 9^th Annual European Assembly on Teleworking and New Ways to Work

PR60.01

38

The Chief Executive submitted a Report advising Members of the 9^th Annual European Assembly on Teleworking and New Ways to Work.

It was agreed to recommend the nomination of Mr Norman L Macdonald

to attend Telework 2002 to be held in Paris between 25 - 27 September 2002.

COMMITTEES

Committee Decision Reports

39

The Decision Reports from Service Committees were submitted as summarised below. Unless otherwise indicated the Committee noted the Committee Decision Report.

(a) Arts and Leisure Committee 28 May 2002

(b) Housing Committee 28 May 2002

(c) Education Committee 28 May 2002

(d) Environmental Services Committee 29 May 2002

(e) Transportation Committee 29 May 2002

(f) Sustainable Development Committee 29 May 2002

(g) Social Work Committee 30 May 2002

ADDITIONAL ITEM

The Chairman ruled in terms of Standing Order 8 that the following item be considered as a matter of urgency to enable the committee to determine representation at a meeting to be held prior to the next scheduled meeting of the committee.

Meeting with Minister for Finance

PR60.01

40

The Chief Executive submitted a Report advising the Committee of a meeting to be held with Andy Kerr, Minister for Finance and Local Government to set out the Scottish Executive's spending plans for 2003/04 and to propose that the Comhairle be represented at the meeting.

It was agreed that all members of the Policy and Finance Committee represent the Comhairle at the meeting with the Minister for Finance and Local Government, together with the Chief Executive, Director of Finance and other relevant officers.

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

APOLOGIES	Mr Angus Nicolson	Mrs Mary Bremner

		MINUTES AND DECISION REPORTS
Policy and Finance	1	The Minute of Meeting of 27 May 2002 was approved.
Gaelic Development Joint Liaison Committee	2	The Minute of Meeting of 12 March 2002 was noted.
Capital Resources Member/Officer Working Group	3	The Minute of 17 May 2002 was noted.
Decision Report of Commercial Operations Board of 30 May 2002	4	The Decision Report of 30 May 2002 was noted and it was agreed to approve: (1) the filling of two of the vacant joiner posts in Uist as soon as possible, but only by effective applicants; and (2) not to fill the electrician vacancy, at this stage. And to (1) homologate the use of negotiations with sub-contractors to obtain prices and services for the Surface Dressing Contract for the 2002/2003 Financial Year; and (2) approve the continuation of the above mentioned arrangements for the rest of this contract (2002-2006), subject to satisfactory performance and the same scale of prices, relative to the overall contract price, under Contract Regulation 7(f), due to the specialist nature of the equipment and the experience of the sub-contractors involved.
Note of meeting of Western Isles Community Planning Forum	5	The note of meeting of 23 January 2002 was noted.

		CORPORATE MANAGEMENT
White Paper: "Renewing Local Democracy: The Next Steps." C01.01	6	The Chief Executive submitted a Report advising Members of the White Paper, "Renewing Local Democracy: The Next Steps", and seeking Members' views in order to form the basis of the Comhairle's responses to the issues raised in the White Paper. It was stated that the White Paper addresses four main issues: · Removing barriers to becoming a councillor with a view to encouraging a wider range of people to seek election, · Electoral reform, · Remuneration of councillors, · Powers, resources and structures of local authorities.
		It was agreed that the Comhairle would respond to the issues raised in the White Paper along the following lines: · A system of proportional representation would not be appropriate to Comhairle nan Eilean Siar, due to the high number of independent members elected to the Comhairle. · It would not be appropriate to reduce the number of Councillors elected to the Comhairle, due to the geographical dispersion of the Western Isles. · The issue of salaries for Councillors should be referred to an independent commission. · Steps should be taken to encourage a greater proportion of the population to stand for election as Councillors. This could include incentives to encourage employers to release employees, and widening the allowances that can be claimed to include provision for childcare costs. · Council Employees should not be required to resign their post until election. · It should be open to Councillors to be employed in certain Council posts, such as teaching posts, upon resigning as Councillors, but that a prohibition of six months should remain for other posts. It was also agreed that the Convenor and Chief Executive would make representations to COSLA through the non-aligned group at the forthcoming meeting.
Scheme of Delegation: Review and Proposed Amendments C01.04	7	The Chief Executive submitted a Report proposing a review of the Scheme of Delegation to Officers and suggesting amendments and clarifications to certain existing delegations. It was stated that following recent re-organisations of departments and committees the opportunity should be taken to review the scheme. It was agreed that the Scheme of Delegation to Officers be reviewed with the Standards and Scrutiny Committee taking the lead role in the review and the Policy and Finance Committee and the service committees contributing for their interests.

		POLICY PLANNING
Local Government in Scotland Bill C01.01	8	The Chief Executive submitted a Report informing Members of the contents of the Local Government in Scotland Bill and seeking Members' views on the proposal to allow the use of email and video conferencing for the calling and holding of Comhairle meetings. It was agreed to welcome the provisions in the Local Government in Scotland Bill: · to allow the calling of meetings, other than by post or hand delivery, e.g. by e-mail or fax; and · to allow meetings to be conducted in any way which allows Members to communicate with each other, for example by the use of video-conferencing; on the basis that this provision be to grant a `general power' to local authorities, which could be incorporated into Standing Orders.
Marriage (Scotland) Act 2002 AL02.01.02	9	The Director of Corporate Services submitted a Report advising Members of the introduction of legislation regarding approval of venues for civil marriages and proposing that the licensing of venues be administered by the Environmental Services Committee. It was stated that it was necessary to ensure that any costs to the Comhairle would be recovered. It was agreed that: (1) the administration of the new scheme for licensing of premises as suitable for the solemnisation of marriages be added to the remit of the Environmental Services Committee; (2) it be delegated to the Director of Corporate Services to determine applications for such licences in the event that no objections are received; (3) the fees chargeable for such licences shall be £261 for a new "full" licence which will subsist for three years, £50 for a temporary licence which will subsist for 30 days and £261 for a renewal of a "full" licence; (4) the additional fees for attendance of registrars at such ceremonies shall be determined by the Director of Corporate Services on a case-by-case basis to reflect hours worked and expenses incurred by the registrars; and (5) the licence (and registrars) fees shall be reviewed after one year of operation, which review will consider whether the fees cover the work involved.
		FINANCE
Monthly Financial Reporting PR33.01.04	10	The Director of Finance submitted a Report suggesting improvements to the Comhairle's financial monitoring arrangements and recommending that financial information should be available to Members on a monthly basis. It was agreed that: (1) monthly financial monitoring Reports for all (non-DSO) revenue services be made available via the Comhairle's intranet; and (2) the process improvements identified in paragraph 7.1 of the Report would be implemented.
Gratuity Payments for Non-Superannuable Employees PR110.08	11	The Director of Finance submitted a Report advising Members of a potential overspend on gratuity payments in the current financial year. It was indicated that advertisements had been placed publicising the cessation of the gratuities scheme. It was agreed to note the Report.
Recommendations for Write-offs on certain Council Tax Debts PR100.07.01	12	The Director of Finance submitted a Report itemising and recommending certain debts in excess of £1,000 be written off in the current financial year 2001/02. It was agreed that the debts itemised in Appendix 1 of the Report be written off.
Local Taxation: Billing, Collection and Recovery PR110.07	13	The Director of Finance submitted a Report advising Members of the current state of collection and recovery of Council Tax and Non-Domestic Rates. It was stated that as at 31 May 2002 17.59% of the total due for the year had been collected. This was a significant increase of the collection rate for previous years. It was also stated that this standard report will, in future, be presented to Members via the information bulletin. It was agreed to note the Report.
		E-GOVERNMENT
e-Government Progress: Modernising Government Fund PR32.01	14	The Director of Corporate Services submitted a Report informing Members of the current status of bids for government funding for e-government projects. It was agreed to note the Report and to authorise the Director of Corporate Services to continue with the current bids.
		SERVICE ISSUES
HSE Enforcement Notices CH03.01	15	The Director of Corporate Services submitted a Report informing Members of the serving of a prohibition Notice and two Improvement Notices on the Comhairle by the Health and Safety Executive, following a visit to Castlebay School. It was stated that appropriate remedial action had been taken to ensure compliance with the Enforcement Notices. It was agreed to note the Report.
Kist O'Riches PR90.28	16	The Chief Executive submitted a Report updating Members on the current state of the Kist O'Riches project. It was stated that the Heritage Lottery Fund Trustees were now prepared fund the project to the sum of £1.29 million. It was agreed: (1) to commit £10k annually for three years from 2003/04; (2) to provide additional two years of funding depending on the successful progress of the project in the first three years; (3) that financial assistance be approved on the basis that at least one digitisation centre be established in the Western Isles and new employment opportunities be made available.
Western Isles Gaelic Storytelling Project	17	The Democratic Services Manager sought, and obtained the Chairman's permission to withdraw this item.
		Mr Alex A Macdonald declared an interest and left the meeting during consideration of the following item.

Hebridean Connections PR90.28	18	The Chief Executive submitted a Report seeking Members' approval to provide financial assistance for the Hebridean Connections Project. It was stated that four local Historical Societies have jointly developed a project entitled Hebridean Connections, to create a computer-based archive of historical and genealogical information on the Gaelic cultural heritage of their areas. It was agreed to: (1) approve the sum of £20,000 over three years towards the cost of the Hebridean Connections Project; and (2) consider exploring the potential for maximising the potential for spreading the benefits of the project for the Museum artefacts and for other Comainn Eachdraidh throughout the islands in due course.
New Audio Conference Equipment for Council Chamber PR32.02	19	With reference to item 16 of the minute of meeting of 27 May 2002 the Director of Corporate Services submitted a Report informing members of the Financial implications of adding voting to the proposed new Tychno DCN Conference audio system in the Council Chamber. It was stated that Members had already approved expenditure of £31,000 to replace the existing audio system in the chamber. An extra £4,523 would allow voting to be added to the system in future, and an additional £4,100 (£8,623 in total) would allow voting to be added at the time of installation. It was agreed: (a) to procure a sound system that will allow voting facilities for an estimated total cost of £39,623; and (b) that the additional funding of £8,623 in the first instance will come from any carry-over (over 2%) in departmental budgets from 2001/02, and if this is insufficient, funding would be considered at the mid-term review.
		CONTRACT MANAGEMENT
Sound of Harris Ferry Service: Aird Ma Ruibhe Slipway PR110.01	20	With reference to item 8 of the minute of meeting of the Transportation Committee of 27 March 2002, the Director of Technical Services submitted a Report seeking approval for funding for the Aird ma Ruibhe Slipway project by CFCR. It was agreed to approve that the Aird ma Ruibhe Slipway widening works be undertaken at an estimated cost of £70k funded from CFCR, utilising the windfall increase from pier dues.
Grounds Maintenance Contracts Post 1 April 2003 PR95.15.08	21	The Director of Technical Services submitted a Report informing Members of the results of a trade consultation carried out in connection with proposed contracts for Grounds Maintenance post 1 April 2003. It was agreed that: (1) the basis for the Grounds Maintenance Contracts for Lewis, Harris, Uist and Barra should be on the basis of Option (b) outlined in the Report, i.e. tendered under the EC negotiated procedure. (2) The project should be re-advertised on the above basis with the specific requirement that only firms with a British Standard or equivalent Quality Management System in place at the date of application will be considered for the tender list. (3) Ken MacNeill of Libre Consulting be engaged to assist in developing and evaluating this tendering process and subsequent tenders received, in consultation with the Director of Finance and Director of Corporate Services.
Sir E Scott School: Approval of Contractors PR90.15.16	22	The Director of Technical Services submitted a Report seeking approval of a list of Contractors to be invited to tender for the works at Sir E Scott School, Tarbert. It was agreed that the Contractors shown in the appendix to the Report be invited to tender for the Building Works, and Engineering Works, and the nominated sub-contracts for Mechanical Works and Electrical works subject to satisfactory assessment of Contractors experience and financial standing. It was further agreed that final approval of the tender list following the assessment of the submissions from Contractors is delegated to the Directors of Finance, Corporate Services and Technical Services.
New Sports Centre Stornoway Procurement Route PR90.15.12	23	The Director of Technical Services submitted a Report seeking approval of the procurement route for the New Sports Centre, Stornoway. It was agreed that: (1) competitive tenders be sought for the project on a traditional lump sum basis, based on Bills of Quantities; (2) a select list of tenderers be drawn up for this project, following from public advertisement in OJEC, the Stornoway Gazette, Glasgow Herald and one further trade publication.
Castlebay Development Site PR110.01	24	The Director for Sustainable Communities submitted a Report informing Members of a proposal to develop a business development site at Castlebay, Barra. It was agreed that: (1) 2.1 hectares of land be transferred from the Education Account, the exact boundaries of which to be determined by the Director of Corporate Services, in Consultation with the Director of Technical Services and Sustainable Communities, and (2) a further Report be brought before Members in August 2002 detailing a HISTP application for the September 2002 round, including a financial contribution from the Comhairle.
		PERSONNEL
Management Arrangements : Community Care Team (Lewis & Harris) MO1.03.09	25	The Director of Social Work submitted a Report relating to interim arrangements for the management and operation of the Community Care Team (Lewis & Harris) to permit the effective implementation of national and local Community Care policy initiatives. It was agreed to: (1) approve the arrangement to release the Team Leader, Community Care (Lewis & Harris) from team management functions for 20 hours weekly to permit the arrangements set out in the body of the Report; (2) appoint an existing member of staff to the post of senior practitioner to cover those 20 hours; (3) recruit a social worker (20 hours) to cover the responsibilities of the social worker appointed as senior practitioner; (4) note these arrangements are for the duration of the remaining part of the current financial year 2002 - 2003.
Ionmhas Review 2002 MO2.02.03	26	The Director of Finance submitted a Report advising Members of the results of consultations on the restructuring of Ionmhas and proposing a two stage process to the review, giving options for restructuring senior posts before looking at a second phase. It was agreed: (1) to establish a post of Assistant Director, Exchequer; (2) to approve the framework for the second phase of the review given in paragraph 6.6 of the Report; (3) that the Director of Corporate Services in consultation with Management Team design an affordable early retirement policy, and that the Director of Finance identify means whereby such a policy might be afforded. It was also agreed that the outcome of further consultations concerning the post of Depute Director would be reported to the Committee in due course.
Proposed Arrangements for the Appointment of a Principal Educational Psychologist M01.03.06	27	The Director of Education submitted a Report relating to the arrangements for the appointment of a Principal Educational Psychologist. It was agreed: (a) that the Director of Education would sit on the Panel along with the following appointed Members Mr Roderick J Murray Mr Norman L Macdonald Mrs Mary Bremner; (b) that a specialist in the field of Educational Psychology be appointed to advise the panel.
New Housing Partnership: Establishment of Temporary Post: Administration Officer M02.02.08	28	The Director of Housing submitted a Report relating to the establishment of the temporary post of Administration Officer to support the work of seconded officers and the Shadow Board of the Western Isles Housing Partnership. It was agreed to establish the temporary post of New Housing Partnership Administration Officer (APII, subject to evaluation), for the period of the New Housing Partnership project on the basis that it is fully funded from New Housing Partnership grant.
Establishment of Post: Domestic Abuse Service Development Co-ordinator M02.02.09	29	The Director of Social Work submitted a Report relating to the establishment of a post of Domestic Abuse Service Development Co-ordinator. It was agreed to establish the post of Domestic Abuse Service Development Co-ordinator on a 21 hours per week contract for a period of two years from the date of appointment.
Establishment of Post: Criminal Justice Service Manager, Social Work Department. M02.02.09	30	The Director of Social Work submitted a Report relating to the establishment of a Social Work Criminal Justice Manager to be responsible for the overall planning, management, co-ordination and delivery of all operational services in relation to Criminal Justice Social Work Services in the Western Isles. It was agreed to establish a post of Social Work Criminal Justice Service Manager (Western Isles) at salary grade PO1 - PO6.
Establishment of Post: Handyperson (Ardseileach)	31	The Democratic Services Manager sought and obtained the Chairman's permission to withdraw this item.
Software Analyst - Temporary Contract M02.02.02	32	The Director of Corporate Services submitted a Report relating to the establishment of a post of Software Analyst. It was agreed to establish the post of Software Analyst within the IT Unit for a one year period from the time of appointment.
		It was agreed that the public, including the press, be excluded from the meeting during consideration of Items 33, 34, 35, 36, and 37 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 of, or a particular office-holder or former office-holder or applicant to become an office-holder under the Comhairle would be disclosed.
Establishment of Post of Teacher of Gaelic, English and History 0.6 FTE M02.02.14	33	The Director of Education submitted a Report relating to the establishment of a post of Teacher of Gaelic, English and History at Sir E Scott School. It was agreed to establish a post of Teacher of Gaelic, English and History (0.6 FTE) at Sir E Scott School.
School Catering Review of Staffing Levels	34	The Democratic Services Manager sought and obtained the Chairman's permission to withdraw this item.
Temporary Staff Cover within Internal Audit M02.02.03	35	The Director of Finance submitted a Report relating to a proposal to create a one-year post of Audit Assistant to cover a long-term sickness absence and to help with an increased workload. It was agreed to establish a post of Audit Assistant, on a fixed term, one-year basis.
Web Development Officer - Extension of Contract M02.02.02	36	The Director of Corporate Services submitted a Report seeking Members' approval to extend the contract period for the post of Web Development Officer as additional funding had been secured. It was agreed to extend the post of Web Development Officer to March 2003 based on: (a) the existence of appropriate funding; and (b) the potential usefulness of the postholder in developing the Council's own web site
Establishment of Posts: Sgioba na Gàidhlig	37	The Democratic Services Manager sought, and obtained the Chairman's permission to withdraw this item.
		CONFERENCES AND COURSES
EWork in Europe: 9^th Annual European Assembly on Teleworking and New Ways to Work PR60.01	38	The Chief Executive submitted a Report advising Members of the 9^th Annual European Assembly on Teleworking and New Ways to Work. It was agreed to recommend the nomination of Mr Norman L Macdonald to attend Telework 2002 to be held in Paris between 25 - 27 September 2002.
		COMMITTEES
Committee Decision Reports	39	The Decision Reports from Service Committees were submitted as summarised below. Unless otherwise indicated the Committee noted the Committee Decision Report. (a) Arts and Leisure Committee 28 May 2002 (b) Housing Committee 28 May 2002 (c) Education Committee 28 May 2002 (d) Environmental Services Committee 29 May 2002 (e) Transportation Committee 29 May 2002 (f) Sustainable Development Committee 29 May 2002 (g) Social Work Committee 30 May 2002
		ADDITIONAL ITEM The Chairman ruled in terms of Standing Order 8 that the following item be considered as a matter of urgency to enable the committee to determine representation at a meeting to be held prior to the next scheduled meeting of the committee.
Meeting with Minister for Finance PR60.01	40	The Chief Executive submitted a Report advising the Committee of a meeting to be held with Andy Kerr, Minister for Finance and Local Government to set out the Scottish Executive's spending plans for 2003/04 and to propose that the Comhairle be represented at the meeting. It was agreed that all members of the Policy and Finance Committee represent the Comhairle at the meeting with the Minister for Finance and Local Government, together with the Chief Executive, Director of Finance and other relevant officers.