18 March 2003

COMHAIRLE NAN EILEAN SIAR

POLICY AND FINANCE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Tuesday, 18 March 2003 at 2.00pm

PRESENT

Mr Roderick J Murray (Chairman)

Mr Norman L Macdonald (Vice-Chairman)

Mr Alexander A Macdonald

Mr Norman A Macdonald

Mr George Lonie

Mr Angus Nicolson

Mr Alasdair G Macrae

Mr Angus Campbell

Mrs Morag Munro

Mr Donald Maclean

Mrs Mary Bremner

Mr Donald Manford

MINUTES

Minute of Meeting of 10 March 2003

1

The Minute of Meeting of 10 March 2003 was approved.

Minutes/Decision Report of Commercial Operations Board

2

The Minute of Meeting of Commercial Operations Board of

a) 17 December 2002 was noted.

b) 6 February 2003 was noted

The Decision Report of 13 March 2003 was noted.

JOINT FUTURE

Implementation of the Joint Future Agenda

3

The Development Manager, (Joint Future) submitted a Report informing Members of the progress to date, on the implementation of the Joint Future initiative.

It was agreed to note the progress to date on implementation of the Joint Future Agenda; and to recommend approval

(a) of the draft Local Partnership Agreement as the strategic framework for Joint Future Implementation during 2003.2004; and

(b) for the continuation of the work of the Joint Future Steering Group on the establishment of a framework for aligning budgets and single management arrangements.

GAELIC DEVELOPMENT

Gaelic Community Support Officer

4

The Chief Executive submitted a Report seeking Members' approval to provide financial assistance for one year for the creation of the post of Gaelic Community Support Officer in partnership with Comunn na Gaidhlig.

It was agreed to recommended that:

(a) the sum of £20k be provided from the Gaelic Development Budget as part funding to employ a Gaelic Community Support Officer to be based in the Western Isles for one year (2003/2004);

(b) a Steering Group, consisting of representatives from Sgioba na Gaidhlig, Comunn na Gaidhlig and the Comhairle's Education Department be established to oversee the project; and

(c) that a comprehensive report be produced at the conclusion of the project in spring 2004.

LIBRARY SERVICE

Mobile Library Service

PR110.01

5

The Director for Sustainable Communities submitted a Report seeking to renew mobile library vehicles within a phased programme of replacement.

It was agreed to recommend the:

(a) replacement of one mobile library vehicle at a cost of £75k, financed from any free balances identified as part of the close down process; and

(b) replacement of a mobile library vehicle each year from the Capital Programme in 2004/05 and 2005/06 at a cost of £75k for each vehicle.

COMMUNITY SUPPORT

Mrs Morag Munro declared an interest and left the meeting during consideration of the following item.

Credit Union

6

The Director for Sustainable Communities submitted a Report advising Members of the progress made towards the establishment of a Western Isles Credit Union. It was stated that a bid for funding was submitted to the Scottish Executive in partnership with Western Isles Enterprise, Voluntary Action Lewis, Harris Council for Voluntary Organisations, Uist Council of Voluntary Organisations and Voluntary Action Barra.

It was agreed to recommend:

(a) that the progress made towards the establishment of a Credit Union in the Western Isles be noted; and

(b) that a Report be brought to the next meeting of the Sustainable Development Committee once the outcome of the bid to the Scottish Executive is known.

PERSONNEL

It was agreed that the public, including the press, be excluded from the meeting during consideration of items 7 and 8 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.

Ionmhas Staffing

7

The Acting Director of Finance submitted a Report advising Members of the position regarding Internal Audit and to seeking approval of the extension of two temporary posts pending the completion of the Departmental Review

It was agreed to recommend that:

(a) the Senior Auditor post be re-advertised, reducing the minimum requirement to that of a finalist in one of the main accountancy bodies; there will be a bar at PO1 until qualification is obtained;

(b) the Contract Accountant be retained to cover the Senior Auditor vacancy; and

(c) the two temporary Accounting Technicians have their contracts extended until the end of December 2003.

Restructuring Proposal: Corporate Services Department

8

The Director of Corporate Services submitted a Report setting out proposals for a revised structure of the Democratic Services and Legal Services sections within the Corporate Services Department. It was proposed that the sections be merged under a new head of service and that the post of Democratic Services Manager be deleted by reason of redundancy. The background to the matter was explained to members.

It was agreed to recommended that:

(a) the post of Democratic Services Manager be deleted by reason of redundancy with effect from 31 March 2003;

(b) the proposed new Departmental structures shown at the Appendices to the Report be approved;

(c) a new post of Head of Legal and Democratic Services be established on the basis set out in the report;

(d) the existing Legal Services Manager be appointed to the post of Head of Legal and Democratic Services on the basis of matching;

(e) for future appointment purposes, either the Director of Corporate Services or the Head of Legal and Democratic Services be a qualified Scottish Solicitor;

(f) any substantial and unresolved or unforeseen matter arising from the implementation of this structure be returned to the June 2003 committee cycle for final determination.

ADDITIONAL ITEM

The Chairman ruled in terms of Standing Order 8 that the following item which had been referred from the Education Committee under Financial Regulation 41 be considered as a matter of urgency as it sought funding from the annual Contingency.

GP Hall at Sandwickhill School.

9

The committee was advised of the recommendation of the Education Committee with regard to a request for financial assistance for the Sandwick Hall project. It was reported that the Education Committee had recommended to the Policy and Finance Committee as follows that consideration be given to financing £40,000, if the funding is not obtainable from Western Isles Enterprise, from contingency in 2002/2003 to Sandwick Hall and Recreation Committee for the first phase of Sandwickhill School and Community Hall Development, if required. It was reported further that Western Isles Enterprise operated a "last brick in the wall" approach to its consideration of applications of this nature. It was suggested that it would be premature for the committee to reach any conclusion on the matter at this time and that consideration of the matter be deferred until the decision of Western Isles Enterprise was known.

It was agreed to recommend:

(a) that the Comhairle express its continued support for the Sandwickhill Hall Project; and

(b) that the matter be reconsidered once the outcome of the funding bid to Western Isles Enterprise is known.

		MINUTES
Minute of Meeting of 10 March 2003	1	The Minute of Meeting of 10 March 2003 was approved.
Minutes/Decision Report of Commercial Operations Board	2	The Minute of Meeting of Commercial Operations Board of a) 17 December 2002 was noted. b) 6 February 2003 was noted The Decision Report of 13 March 2003 was noted.
		JOINT FUTURE
Implementation of the Joint Future Agenda	3	The Development Manager, (Joint Future) submitted a Report informing Members of the progress to date, on the implementation of the Joint Future initiative. It was agreed to note the progress to date on implementation of the Joint Future Agenda; and to recommend approval (a) of the draft Local Partnership Agreement as the strategic framework for Joint Future Implementation during 2003.2004; and (b) for the continuation of the work of the Joint Future Steering Group on the establishment of a framework for aligning budgets and single management arrangements.
		GAELIC DEVELOPMENT
Gaelic Community Support Officer	4	The Chief Executive submitted a Report seeking Members' approval to provide financial assistance for one year for the creation of the post of Gaelic Community Support Officer in partnership with Comunn na Gaidhlig. It was agreed to recommended that: (a) the sum of £20k be provided from the Gaelic Development Budget as part funding to employ a Gaelic Community Support Officer to be based in the Western Isles for one year (2003/2004); (b) a Steering Group, consisting of representatives from Sgioba na Gaidhlig, Comunn na Gaidhlig and the Comhairle's Education Department be established to oversee the project; and (c) that a comprehensive report be produced at the conclusion of the project in spring 2004.
		LIBRARY SERVICE
Mobile Library Service PR110.01	5	The Director for Sustainable Communities submitted a Report seeking to renew mobile library vehicles within a phased programme of replacement. It was agreed to recommend the: (a) replacement of one mobile library vehicle at a cost of £75k, financed from any free balances identified as part of the close down process; and (b) replacement of a mobile library vehicle each year from the Capital Programme in 2004/05 and 2005/06 at a cost of £75k for each vehicle.
		COMMUNITY SUPPORT
		Mrs Morag Munro declared an interest and left the meeting during consideration of the following item.
Credit Union	6	The Director for Sustainable Communities submitted a Report advising Members of the progress made towards the establishment of a Western Isles Credit Union. It was stated that a bid for funding was submitted to the Scottish Executive in partnership with Western Isles Enterprise, Voluntary Action Lewis, Harris Council for Voluntary Organisations, Uist Council of Voluntary Organisations and Voluntary Action Barra. It was agreed to recommend: (a) that the progress made towards the establishment of a Credit Union in the Western Isles be noted; and (b) that a Report be brought to the next meeting of the Sustainable Development Committee once the outcome of the bid to the Scottish Executive is known.
		PERSONNEL
		It was agreed that the public, including the press, be excluded from the meeting during consideration of items 7 and 8 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.
Ionmhas Staffing	7	The Acting Director of Finance submitted a Report advising Members of the position regarding Internal Audit and to seeking approval of the extension of two temporary posts pending the completion of the Departmental Review It was agreed to recommend that: (a) the Senior Auditor post be re-advertised, reducing the minimum requirement to that of a finalist in one of the main accountancy bodies; there will be a bar at PO1 until qualification is obtained; (b) the Contract Accountant be retained to cover the Senior Auditor vacancy; and (c) the two temporary Accounting Technicians have their contracts extended until the end of December 2003.
Restructuring Proposal: Corporate Services Department	8	The Director of Corporate Services submitted a Report setting out proposals for a revised structure of the Democratic Services and Legal Services sections within the Corporate Services Department. It was proposed that the sections be merged under a new head of service and that the post of Democratic Services Manager be deleted by reason of redundancy. The background to the matter was explained to members. It was agreed to recommended that: (a) the post of Democratic Services Manager be deleted by reason of redundancy with effect from 31 March 2003; (b) the proposed new Departmental structures shown at the Appendices to the Report be approved; (c) a new post of Head of Legal and Democratic Services be established on the basis set out in the report; (d) the existing Legal Services Manager be appointed to the post of Head of Legal and Democratic Services on the basis of matching; (e) for future appointment purposes, either the Director of Corporate Services or the Head of Legal and Democratic Services be a qualified Scottish Solicitor; (f) any substantial and unresolved or unforeseen matter arising from the implementation of this structure be returned to the June 2003 committee cycle for final determination.
		ADDITIONAL ITEM
		The Chairman ruled in terms of Standing Order 8 that the following item which had been referred from the Education Committee under Financial Regulation 41 be considered as a matter of urgency as it sought funding from the annual Contingency.
GP Hall at Sandwickhill School.	9	The committee was advised of the recommendation of the Education Committee with regard to a request for financial assistance for the Sandwick Hall project. It was reported that the Education Committee had recommended to the Policy and Finance Committee as follows that consideration be given to financing £40,000, if the funding is not obtainable from Western Isles Enterprise, from contingency in 2002/2003 to Sandwick Hall and Recreation Committee for the first phase of Sandwickhill School and Community Hall Development, if required. It was reported further that Western Isles Enterprise operated a "last brick in the wall" approach to its consideration of applications of this nature. It was suggested that it would be premature for the committee to reach any conclusion on the matter at this time and that consideration of the matter be deferred until the decision of Western Isles Enterprise was known. It was agreed to recommend: (a) that the Comhairle express its continued support for the Sandwickhill Hall Project; and (b) that the matter be reconsidered once the outcome of the funding bid to Western Isles Enterprise is known.