23 April 2002

POLICY AND FINANCE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Tuesday 23 April 2002 at 2.00 p.m.

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 AND DECISION REPORTS

Policy and Finance

1

The Minute of Meeting of 18 February 2002 was approved.

The Minute of Meeting at 10.00 a.m. on 19 February 2002 was approved.

The Minute of Meeting at 3.00 p.m. on 19 February 2002 was approved.

Conditions of Service Sub- Committee

2

The Minute of Meeting of 21 February 2002 was noted.

The Minute of Meeting of 25 March 2002 was noted.

Commercial Operations Board

3

The Minute of 7 March 2002 was approved.

The Decision Report of 28 March 2002 was approved, and it was agreed that a wide ranging value for money review of the whole school meals service be undertaken and reported to the Education Committee and the Commercial Operations Board.

KEY TASKS

Update on Key Tasks

PR11.40

4

The Chief Executive submitted a Report intimating that the "Key Tasks" agreed by the Comhairle for each of its Committees in 1999, provided the framework for service developments. It was stated that there was a need, following the adoption of the Comhairle's revised decision making structures, to assess the progress made in implementing the Key Tasks as well as re-allocating Key Tasks to Committees so as to reflect changes in Committee remits and responsibilities. Appended to the Report was a statement setting out the Key Tasks, together with information on the progress with regard to the implementation of each task.

It was agreed to note the Report, insofar as the Committee's interest was concerned.

CONSTITUTION

Corporate Governance in the Comhairle - Update

PR31

5

The Chief Executive submitted a Report detailing the progress made to improve Corporate Government in the Comhairle. The Report included an Annex detailing the actions agreed by the Committee at its meeting in October 2001, and showing the progress made to date.

It was agreed to note:

(a) the progress being made; and

(b) that the opportunity to comment on departmental priorities will be afforded in the next Committee round by the circulation of Departmental Business Plans for 2002-03.

FINANCE

Local Taxation Billing, Collection and Recovery

PR100.07

6

The Director of Finance submitted a Report to advise Members of the current state of collection and recovery of Council Tax and Non-Domestic Rates.

It was agreed to note the Report.

Recommendations for the Write-Offs on Certain Sundry Debts.

PR100.07.01

7

The Director of Finance submitted a Report itemising certain debts in excess of £1,000 recommended to be written off in the current financial year.

It was agreed that the Director of Finance be authorised to write off the debts itemised in Appendix A of his Report.

Routine Financial Reporting

PR33.01.04

8

The Director of Finance submitted a Report advising Members of the programme of reporting they may expect over the course of the current financial year.

It was agreed to:

(a) note the Report; and

(b) request that the Director of Finance prepare a Report for the next meeting of the Committee regarding the production of financial reports on a monthly basis.

Disclosure of Royal & Sun Alliance Insurance Policies

PR120.05

9

The Director of Finance submitted a Report seeking Members' approval to disclose details of the Comhairles current insurance policies with Royal and Sun Alliance to West Dunbartonshire Council.

It was agreed that the Director of Finance be authorised to disclose details of the Comhairle's insurance policies with Royal and Sun Alliance to West Dunbartonshire Council on a confidential basis.

SERVICE ISSUES

New Sports Centre, Stornoway

AL02.01

10

The Director for Sustainable Communities submitted a Report confirming the anticipated financial assistance towards the development of the new sport facility which will replace the Nicolson Sports Centre, in light of changes to the funding criteria of Sportscotland. It was highlighted in the Report that £1.5m funding was expected from Sportscotland Regional Facility Fund and £0.5m was expected from the Enterprise Company. It was also indicated in the Report that a further bid to Sportscotland for the sum of £0.5m will be made. Modified plans for the sports centre were submitted.

It was agreed:

(1) to confirm the contribution from Capital as £3m plus up to £1.5m underwrite against not gaining sufficient external funding to meet a £6.5m development;

(2) to approve funding bids to Sportscotland for £1.5m for a Regional facility and to the enterprise company for £0.5m;

(3) to approve an additional bid to enhance the movable floor be made to HISP; and

(4) that an additional bid to be made to the NOF for the development of the climbing wall.

Preparation of Bid for Revenue Support for Public Private Partnership Project for Education Provision

EO3

11

The Director of Education submitted a Report concerning the preparation of the bid for revenue support for the Public Private Partnership project for educational provision within the Western Isles. The criteria on which proposals might be based was detailed in the Report, along with the principles and policy stances appropriate to such proposals and the realistic options for inclusion in such a project.

It was agreed that:

(1) the policy framework given in section 10 of the Report be approved; and

(2) the Public Private Partnership proposals form part of the agenda for the Members' Seminar on Education scheduled for 24 April 2002.

Benbecula College Music Course

PR90.28

12

The Chief Executive submitted a Report seeking Members' approval to provide financial assistance for Benbecula College to assist with the development costs associated with the introduction of the Higher National Certificate in Musical Performance.

It was agreed that the sum of £2,500 be provided from the Gaelic Development Budget to match a similar in-kind contribution from Lews Castle College Academic Board to meet the course development costs of £5,000 for the Higher National Certificate in Music Performance at Colaisde Bheinn na Faoghla.

Urachadh Uibhist - Cultural Tourism Events Programme 2002

PR90.28

13

The Chief Executive submitted a Report seeking Members' approval to provide funding for Urachadh Uibhist to develop a Cultural Tourism Events Programme in 2002.

It was agreed to approve expenditure of £1,575 from the Gaelic Development budget to enable Urachadh Uibhist to run a programme of Cultural Tourism events in Uist in Summer 2002.

Mr Alexander A MacDonald declared an interest in the following item and left the meeting during consideration of the item.

Gearrannan Gaelic Marketing Co-ordinator

PR90.28

14

The Chief Executive submitted a Report seeking approval to provide financial assistance to establish the post of Gaelic Marketing Co-ordinator at Gearrannan Village.

It was agreed to approve expenditure of £9,000 per annum for two years (2002/03 - 2003/04) from the Gaelic Development budget to enable Gearrannan Village Limited to establish the post of Gaelic Marketing Co-ordinator.

An Lanntair: Request for Financial Assistance

PR31.15

15

The Director for Sustainable Communities submitted a Report seeking Members' approval to provide financial assistance to An Lanntair to enable them to meet additional costs for the new arts centre in Stornoway. It was stated that the extra costs were caused by the change from aluminium to slate roofs, imposed during the planning process. A £20,000 grant for the new arts centre has already been approved via the PIR process. The additional £20,000 requested could be met from the current underspend in the conservation element of the Housing capital programme.

It was agreed that:

(a) the grant allocation to An Lanntair for the development of a new arts centre be increased by £20,000 to £220,000 subject to the installation of a slate roof, and

(b) £20,000 be transferred to the Arts and Leisure Committee capital programme from the conservation element of the Housing Capital Programme.

BUILDINGS

Programme and Progress

PR110.03

16

The Director of Technical Services submitted a Report concerning the Capital Works Programme and Progress in relation to the Council Offices Boiler Replacement.

It was agreed to note the Report.

New Comhairle Parcel Store

PR11.33

17

The Director of Corporate Services submitted a Report seeking Members' approval to build a secure parcel store behind the reception desk in the main Stornoway Council Office.

It was agreed to approve the proposal to build a secure parcel store in the foyer of the Stornoway Office and authorise the Director of Corporate Services to carry-forward and utilise the first £4,000 of any Corporate Services underspend in 2001/2002 for this project.

POLICY PLANNING

Data Protection - Records Management Guidelines

PR31.15

18

The Director of Corporate Services submitted a Report seeking Members' approval for the adoption and use of the Records Management Guidelines set out in Appendix 1 of the Report.

It was agreed to:

(a) approve the adoption and use of the Records Management Guidelines detailed in Appendix 1 of the Report by all Departments of the Comhairle; and

(b) instruct all Heads of Service to take the steps necessary to ensure implementation of the guidelines within their department.

Consultation Meetings: De Do Bheachd?

PR11.14

19

The Chief Executive submitted a Report providing feedback on the consultation events held in November/December 2001, and suggesting proposals for the future.

It was agreed to:

(a) note the outcome of the evaluation of the De Do Bheachd? Events; and

(b) delegate to the Chief Executive powers to develop proposals for future consultation events for approval by the Western Isles Community Planning Partnership.

Letting Council Premises: Criminal Conviction Disclosure

PR11.33

20

The Chief Executive submitted a Report seeking Members' approval of a consultative draft policy to provide safeguards to children where Comhairle premises are let to outside groups.

It was agreed to approve the following draft for consultation with School Boards and the Association of Councils for Voluntary Service before the policy is presented to the Committee for approval.

"When Comhairle nan Eilean Siar is about to grant a let of premises to a group (or individual) who is likely to have a significant amount of contact with young people, the officer responsible for the let should ensure that the group has carried out a criminal convictions check to find out if the adults involved in the group are suitable for work with children and/or young people. If no evidence of checks can be produced, the let will not be granted."

Scottish Islands Network

PR42.01

21

The Director for Sustainable Communities submitted a Report summarising the key issues emerging regarding islands and Europe. It was stated that it is important to distinguish between `Island Authorities' and `Authorities with Islands' when lobbying Europe on behalf of the Western Isles.

It was agreed to:

(a) note that European issues of key importance to the Western Isles will be discussed at the CPMR Islands Commission to be held in Orkney on 2-3 May 2002; and

(b) work, in the first instance with the two other Island Councils and, as appropriate with any other Scottish Islands grouping in order to represent in the best possible way the interests of the Western Isles in a European Context.

Iomairt aig an Oir

PR11.18

22

The Director for Sustainable Communities submitted a Report informing Members of the current position regarding Iomairt aig an Oir which was established in 1997 to concentrate attention and effort on tackling problems in some of the most remote and fragile areas of the Highlands and Islands, including four areas in the Western Isles. It was stated that a new Strategy Statement 2001-2003 has redefined the Iomairt and introduced new operational mechanisms.

It was agreed to:

(a) continue to support Iomairt aig an Oir;

(b) approve the allocation of funding by the Comhairle of £20,000 for Iomairt aig an Oir Development Officers, for the 2002/03 financial year from the Area Development Initiatives budget, on the basis of terms and conditions to be determined by the Director of Corporate Services, in consultation with the Director for Sustainable Communities; and

(c) request that the Director for Sustainable Communities provide a Report for the next volume of the Information Bulletin giving details of the achievements of the Iomairt aig an Oir Development Officers in each of the areas where they are established.

Community Employment Initiative

PR10.30

23

The Director for Sustainable Communities submitted a Report informing Members that an Independent Company Limited by Guarantee with charitable status has been established to manage the Community Employment Initiative. It was stated that a Business Plan is being finalised and that a further Report will be presented to Members when this has been completed.

It was agreed to:

(a) note the progress and current position of the Community Employment Initiative, and

(b) approve the carry forward of £19,000, or the actual final underspend on the 2001/02 Community Employment Initiative cost centre if less, outwith normal carry forward tolerances for the Department for Sustainable Communities

Quality of Life Initiative (Local Agenda 21)

PR33.01.04

24

The Director for Sustainable Communities submitted a Report updating Members on progress with the Western Isles Quality of Life Initiative and seeking approval to formally adopt the 15 Themes of Sustainability shown in Appendix 1 of the Report. It was stated that once the themes are approved Comhairle policy formulation and investment planning would be re-assessed and re-aligned (where necessary) to further the realisation and delivery of the themes.

It was agreed to:

(a) adopt the 15 Themes of Sustainability and re-assess and re-align Comhairle policy formulation and investment planning (where necessary) to further the realisation and delivery of one or more of the Themes; and

(b) propose to the Community Planning Partnership that the 15 Sustainability Themes be incorporated into the Western Isles Community Plan.

E-GOVERNMENT AND RELATED ISSUES

E- Government Progress: Modernising Government Fund 2

PR32.01

25

The Director of Corporate Services submitted a Report informing Members of the current status of e-government bids for government funding to assist in meeting agreed e-government targets. It was stated that Departments of the Comhairle have put forward `expressions of interest' to the Scottish Executive for MGF2 funding for six projects, and that if all the bids were successful there would be financial implications of up to £144,880 during 2002/2003 and £52,250 during 2003/2004 for which there is currently no provision.

It was agreed to:

(a) approve the bids to the Scottish Executive for Modernising Government Fund 2 funding; and

(b) determine the most appropriate method of funding these projects after it is ascertained whether they have been successful.

Connecting Scotland: Our Broadband Future. Pathfinder Procurement.

PR11.09

26

The Director of Corporate Services submitted a Report seeking Members' approval to enter into discussions with the Scottish Executive to agree in principle to form a company to deliver Broadband Telecommunications. It was stated that the Scottish Executive had agreed to start extending the availability of broadband telecommunications services by pooling purchasing power through the Pathfinder Project. It is proposed that companies should be created to procure upgraded telecoms services and that their members should be local authorities and the Scottish Executive.

It was agreed in principle to form a company and to adopt the appropriate company structure recommended by the Broadband Pathfinder Steering Group.

Western Isles Connected Communities Broadband Network

PR11.09

27

The Director for Sustainable Communities submitted a Report updating Members on the progress of a joint bid to the DTI Broadband Innovation Fund for the Western Isles Connected Communities Broadband Network and to seek approval of the Comhairle's contribution to allow the project to proceed timeously.

It was agreed, subject to formal approval from the Scottish Executive to:

(a) approve a contribution of £200,000 to the Western Isles Connected Communities Broadband Project from the 2003/04 Capital Programme;

(b) approve the utilisation of up to the first £30,000 of any carry forward identified within the Department for Sustainable Communities underspend for 2001/02, for pre-project information gathering, survey and consultancy work, and to

(c) delegate authority to the Director for Sustainable Communities to nominate officers to serve on the Project Steering Group and to set up an asset company, advertise for a project manager and consider and issue tenders for initial pre-project surveys.

ISCJIS (Integration of Scottish Criminal Justice Information Systems)

PR11.33

28

The Director of Corporate Services submitted a Report advising Members of the requirements of the Integration of Scottish Criminal Justice Information Systems (ISCJIS) programme and outlining the action required to become ISCJIS compliant. It was stated that the adoption of the programme was virtually unavoidable, would have a number of benefits for the Comhairle, but was not fully funded by the Scottish Executive and will require funding from Contingency.

It was agreed that:

(a) the Comhairle be connected to the Government Secure Extranet (GSX) and integrated into the Scottish Criminal Justice Information Systems (ISCJIS);

(b) the unfunded costs for 2002/03 be funded from Contingency;

(c) should the Comhairle be successful in its efforts to obtain funding from the Scottish Executive, this funding will be fed back into Contingency; and

(d) the additional costs in future years be recognised in the Budget model.

Electronic Document Management

PR31.12.09

29

The Director of Corporate Services submitted a Report advising Members of the outcome of the pilot Document Management System and seeking approval to progress.

It was agreed to approve the use of the Document Management System to provide an electronic archive for documents that are currently stored as hardcopy in order to meet the Comhairle's Data Protection obligations and save on storage space and that the funding be met from the capital and revenue budgets of the participating departments.

CONTRACT MANAGEMENT

Standing List of Approved Contractors

30

The Director of Technical Services submitted a Report regarding two applications for inclusion in the Standing List of Approved Contractors.

It was agreed that Colin Macdonald, Lower Barvas, Lewis and Serco Operations, MOD Hebrides, Balivanich be included in the various lists shown in Appendix 2 of the Report.

Sir E Scott School Project.

Tendering & Appointment of Sub-Consultant Services

PR31.07

31

The Director of Technical Services submitted a Report seeking Members' approval to advertise for Main Contractors for the works and to appoint specialist services sub consultants as part of the design process at Sir E Scott School, Tarbert.

It was agreed that:

(a) advertisements be placed in trade and local press inviting contractors with suitable experience to apply for inclusion in the tender list for the main builderwork contract estimated at £2.9 m; and

(b) WSP Edinburgh, Structural, Civil and M&E Engineers be added to the list of approved sub consultants.

Grounds Maintenance Contracts. Post 1 April 2003

PR31.07

32

The Director of Technical Services submitted a Report seeking Members' approval of the detail of the previously approved Consultation and Tendering Process for Grounds Maintenance work.

It was agreed that:

(a) a public advertisement inviting consultative views and expressions of interest in tendering for this work, together with outline partnering proposals, should be placed in the Stornoway Gazette, West Highland Free Press and Horticulture Weekly; and

(b) the proposed tendering process and timetable as detailed in the Report be approved.

It was agreed that the public, including the press, be excluded from the meeting during consideration of Item 33 below, 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).

Non Domestic Rates (NDR) Contract - Assignation of Contract

PR100.07

33

The Director of Corporate Services submitted a Report seeking Members' approval for the assignation of the contract from Sanderson PSS Limited to Sanderson Limited.

It was agreed to approve the proposed assignation of the NDR Contract to Sanderson Limited.

It was agreed that the public, including the press, be excluded from the meeting during consideration of Items 34 and 35 below, 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.

Execution of Engineering Works 2002-2006

Area 1 - Lewis

PR31.07

34

The Director of Technical Services submitted a Report informing Members of the results of the negotiated procedure for Area 1 - Lewis of the Execution of Engineering Works Contract 2002 - 2006. It was stated that the two tenders received from Aggregate Industries Ltd and Comhairle nan Eilean Siar Commercial Operations Unit had been analysed by the external consultant, Mr K MacNeill of Libre Consultancy Ltd.

It was also stated that 5 personnel had been retained in Lewis and 2 in Uist to form in-house response squads for operations including emergency response, minor road repairs and some winter maintenance.

It was agreed that:

(a) the Best and Final Offer from Aggregate Industries Ltd be accepted for Area 1 after clarification of details relating to the proposed discount and its payment and to arrangements for co-ordination the work under the Contract so as to achieve the desired mutual objectives; and

(b) the proposed in-house response teams of 5 personnel in Lewis and 2 in Uist be established.

Upgrade of Council Tax and Benefit System

PR110.08

35

The Directors of Finance and Housing submitted a Report seeking Members' approval to suspend standing orders by not going out to tender for the purchase of an upgrade to the Council Tax and Benefit System.

It was agreed not to seek tenders in terms of Contract Regulation 7f and to authorise the Directors of Finance and Housing to negotiate with Sx3 to acquire the upgrade to the current Council Tax and Benefit System.

PERSONNEL

Department for Sustainable Communities - Management Review

PR33.01.04

36

The Director for Sustainable Communities submitted a Report seeking Members' approval of a proposed draft management framework for the Department for Sustainable Communities as the basis for formal staff consultation. It was stated that the formation of the Department for Sustainable Communities brought about a significant change in reporting lines for the services within the portfolios of European and Development Services, Arts and Leisure and Environmental Services. The Report set out a framework for building a management structure within the department and proposed the deletion of a number of posts and the creation of others.

It was agreed to approve the management tree set out in Appendix 2 of the Report and the service groupings set out in Appendix 1 as the basis for consultation with staff and Members regarding reporting lines for services in future for the Department for Sustainable Communities.

Consultation on Organisational Structures

PR.01.04

37

The Director of Finance submitted a Report seeking Members' approval to consult with the Revenues, Payroll and Creditors Staff about a revised organisational structure.

It was agreed to authorise the Director of Finance to consult with Members, and staff and their representatives on potential organisational structures.

Criminal Conviction Disclosure Policies for Employees

PR11.33

38

The Director of Corporate Services submitted a Report seeking Members' approval of Policies relating to the Disclosure of Information on Criminal Convictions and administrative arrangements and fees for compliance with the new procedures established by the new Disclosure Bureau.

It was agreed to adopt and use:

(a) the Criminal Conviction Disclosure Policy set out in Appendix 1 of the Report;

(b) the Policy for the Secure Handling, Use, Storage and Retention of Disclosure Information detailed in Appendix 2 of the Report;

(c) the Recruitment of Ex-Offenders Policy detailed in Appendix 3 of the Report; and

(d) the administrative arrangements and fees detailed in Paragraph 7.1 - 7.4 of the Report.

Establishment of Post Procedure

M02

39

"

The Director of Corporate Services submitted a Report seeking approval of a amendment to the Comhairle's Establishment of Post Procedure.

It was agreed that the following be added to the Establishment of Post Procedure:

(1) in addition to the existing requirement to submit the appropriate documentation to Corporate Services, when a Head of Service wishes to change the duties of one or more posts, or create new posts, they should prepare a draft Job Description for each post which should be agreed and countersigned by any existing post holder and sent to the Director of Corporate Services for evaluation,

(2) the result of the evaluation shall be reported to the Head of Service who will prepare a report for submission to Policy and Finance Committee.

Notes

(a) For the purposes of this procedure an existing post holder is one who undertakes not less that 50% of the duties of a proposed new post;

(b) in cases of dispute as to whether a post holder is carrying out not less that 50% of the duties of a proposed new post the disputed job description should be referred to the Director of Corporate Services,

(c) the effective date for application of a new grade shall be the date upon which the employee undertakes the new or amended duties as approved by Policy and Finance Committee,

(d) the Head of Service does not have authority to change the duties of a post in such a way that the grading would thereby be affected, unless authorised to do so by the Policy and Finance Committee,

(e) reports recommending the establishment of new posts will only be submitted to the Policy and Finance Committee following compliance with the Establishment of Post Procedure. "

Clerk/Typist Market Stance

CB001

40

The Director of Corporate Services submitted a Report relating to a proposal to reduce the grade of the post of Clerk/Typist at Market Stance depot and give the Director of Corporate Services discretion to vary the working hours when filling the post.

It was agreed that:

(a) the post of Clerk/Typist, Market Stance revert to the grade GS1/2 and be filled after advertising externally and internally; and

(b) the Director of Corporate Services, in consultation with the Director of Finance, be given delegated authority to recruit for all or part of the post on the basis that appears most economical for the Commercial Operations unit.

Establishment of Post - Health & Safety Assistant

M0.02.02

41

The Director of Corporate Services submitted a Report relating to a proposal for a new post of Health and Safety Assistant.

It was agreed that the post of Health & Safety Assistant, Corporate Services Department for Education and Social Work Departments be established, Grade APlll with effect from 1 April 2002.

Establishment of Post - Principal Officer, Community Education and Culture

AL04

42

The Director for Sustainable Communities submitted a Report relating to a proposal to establish a new post of Principal Officer, Community Education and Culture.

It was agreed to:

(a) establish the post of Principal Officer, Community Education and Culture at a grade determined by the Director of Corporate Services; and

(b) note that the Reporting lines of the Community Education Service, Museum Service, Archaeologist and Arts Officer be reconfigured under the Management of the Principal Officer.

Establishment of Post. Pier Operative, Lochmaddy

M02.02.04

43

The Director of Technical Services submitted a Report relating to a proposal to establish a new post of Pier Operative, Lochmaddy.

It was agreed that the post of Pier Operative, Lochmaddy be established at the salary level determined by the Comhairles' assessment procedures.

Establishment of a Handyperson Service for Schools

E07

44

The Director of Education submitted a Report relating to a proposal to establish a Handyperson Service for Schools.

It was agreed that three full-time Handyperson posts at MW7 grade be established with effect from 15 August 2002 to provide support to schools in the Western Isles.

Establishment of Posts of Senior Playworker, and Playworker, Laxdale Primary After School and Holiday Childcare Club

M02.02.04

45

The Director of Education submitted a Report relating to a proposal to establish two posts of Senior Playworker and Playworker (Afterschool and Holiday Childcare Project, Laxdale Primary School).

It was agreed that the posts of

(a) Senior Playworker (18.5 hours in term time and 35 hours in school holidays) and

(b) Play Assistant (16.5 hours in term time and 35 hours in school holidays)

be established on a fixed term contract basis for 1 year to 30 June 2003.

Establishment of Post of Cleaner at Sgoil nan Loch

M02.02.04

46

The Director of Education submitted a Report relating to a proposal to establish a cleaner's post at Sgoil Nan Loch.

It was agreed to establish the post of cleaner at MW1 for 10 hours per week.

Mr Roderick J Murray declared an interest in the following item and left the meeting during consideration of this item. Mr Norman L Macdonald occupied the Chair during consideration of the following item.

Establishment of Posts - Social Care Assistants (Dun Berisay)

M02.02.09

47

The Director of Education submitted a Report relating to a proposal to establish six new posts of Social Care Assistant at Dun Berisay Residential Home.

It was agreed to establish six posts at Dun Berisay, three at 37 hours per week and three at 19 hours per week, all at Social Care Assistant grade.

It was agreed in terms of Standing Order 67 to suspend Standing Orders to enable consideration of the following item.

Development Manager (Joint Futures)

M02.02.09

48

The Director of Social Work submitted a Report relating to a proposal to revise the grading of the one-year post of Development Manager (Joint Futures) agreed at the previous meeting of the Committee. It was stated that the approved grade is below the current salary range for development workers within the NHS.

It was agreed to approve a one-off 3 point supplement for the post of Development Manager (Joint Futures) to reflect the higher grade structure of equivalent staff in the partner organisation.

It was agreed that the public, including the press, be excluded from the meeting during consideration of Items 49, 50 and 51 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.

Ardseileach Centre Staff Restructuring

M02.20.09

49

The Director of Social Work submitted a Report relating to a proposal to re-organise staffing in Ardseileach Centre to more effectively met new standards of care and the needs of present users.

It was agreed, subject to review by Management services, to approve that:

(a) two posts of Day Care Officer each be reduced from 35 to 21 hours, a total reduction of 28 hours per week;

(b) the present post of Special Carer (34.5 hours/week @s.c.p. 13) is increased to 35 hours/week @ s.c.p. 13;

(c) the present post of Special Carer (15 hours/week @ s.c.p. 13) is increased to 35 hours/week @s.c.p. 13;

(d) absence cover for the above additional Special Care hours is provided at 120 hours/year @ s.c.p. 13;

(e) the Senior Day Care Officer (s.c.p. 19 - 26) post is deleted;

(f) One post of Unit Team Leader ((s.c.p. 26 - 30) is established; and

(g) Absence cover for established Day Care Officers is provided at 400 hours/year @s.c.p. 15.

Faire Community Alarm Centre: Increase in House of Part-Time Posts

M02.02.09

50

The Director of Social Work submitted a Report relating to a proposal to increase the two part-time posts within the Faire Community Alarm Centre from 17.5 to 21 hours per week.

It was agreed to approve the increase in the hours of two part-time posts at the Faire Call centre from 17.5 to 21 hours weekly.

Home Working Trial - Update

M02.02.03

51

The Director of Finance submitted a Report advising Members of the success of an experimental home working arrangement and proposing the continuation of the arrangement.

It was agreed that the Corporate Finance Assistant's home working arrangement is extended, subject to the following conditions:

(a) continuing satisfactory work performance;

(b) sufficient office based cover remaining available to carry out essential `in-office' activities across Ionmhas; and

(c) review every other year (at the same time as performance appraisal).

It was further agreed that the Director of Corporate Services update the remote working criteria to take account of issues learnt in the experiment.

CONFERENCES AND COURSES

Gaelic Conferences

52

The Chief Executive submitted a Report seeking Members' approval to recommend the addition of two conferences to the Comhairles' list of approved conferences.

It was agreed to recommend to Comhairle that the following two conferences be added to the list of approved conferences:

(a) Gaelic Broadcasting Seminar

(b) Gaelic Congress

SERVICE COMMITTEES

Committee Decision Reports

53

The Committee Decision Reports as listed below were noted.

(a) Arts and Leisure Committee - 26 March 2002

(b) Housing Committee - 26 March 2002

(c) Education Committee - 26 March 2002

(d) Environmental Services Committee - 27 March 2002

(e) Transportation Committee - 27 March 2002

(f) Development Services Committee - 27 March 2002

(g) Social Work Committee - 28 March 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 the release of a post to allow it to be advertised and the vacancy to be filled with minimum delay.

It was agreed that the public, including the press, be excluded from the meeting during consideration of Item 54 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.

Corporate Management -

Consultation on Structures

PR31.01

54

The Chief Executive submitted a Report informing Members that the Director of Corporate Services has been offered a new job and may be giving notice shortly. It was stated that the Comhairle should advertise the post as soon as possible and recruit using a person specification geared to recruiting an experienced local government professional with a track record of managing major multi-disciplinary issues and handling corporate change. It was further stated that during any vacancy the Depute Director would exercise the delegation of the Director on an Acting basis.

It was agreed that the Chief Executive be authorised to advertise the post of Director of Corporate Services, if the post becomes vacant, on the existing terms, with a person specification geared to managing change and multi-disciplinary issues and that the Depute Director be paid an acting up allowance during any vacancy.

		MINUTES AND DECISION REPORTS

Policy and Finance	1	The Minute of Meeting of 18 February 2002 was approved. The Minute of Meeting at 10.00 a.m. on 19 February 2002 was approved. The Minute of Meeting at 3.00 p.m. on 19 February 2002 was approved.
Conditions of Service Sub- Committee	2	The Minute of Meeting of 21 February 2002 was noted. The Minute of Meeting of 25 March 2002 was noted.
Commercial Operations Board	3	The Minute of 7 March 2002 was approved. The Decision Report of 28 March 2002 was approved, and it was agreed that a wide ranging value for money review of the whole school meals service be undertaken and reported to the Education Committee and the Commercial Operations Board.
		KEY TASKS
Update on Key Tasks PR11.40	4	The Chief Executive submitted a Report intimating that the "Key Tasks" agreed by the Comhairle for each of its Committees in 1999, provided the framework for service developments. It was stated that there was a need, following the adoption of the Comhairle's revised decision making structures, to assess the progress made in implementing the Key Tasks as well as re-allocating Key Tasks to Committees so as to reflect changes in Committee remits and responsibilities. Appended to the Report was a statement setting out the Key Tasks, together with information on the progress with regard to the implementation of each task. It was agreed to note the Report, insofar as the Committee's interest was concerned.
		CONSTITUTION
Corporate Governance in the Comhairle - Update PR31	5	The Chief Executive submitted a Report detailing the progress made to improve Corporate Government in the Comhairle. The Report included an Annex detailing the actions agreed by the Committee at its meeting in October 2001, and showing the progress made to date.
		It was agreed to note: (a) the progress being made; and (b) that the opportunity to comment on departmental priorities will be afforded in the next Committee round by the circulation of Departmental Business Plans for 2002-03.
		FINANCE
Local Taxation Billing, Collection and Recovery PR100.07	6	The Director of Finance submitted a Report to advise Members of the current state of collection and recovery of Council Tax and Non-Domestic Rates. It was agreed to note the Report.
Recommendations for the Write-Offs on Certain Sundry Debts. PR100.07.01	7	The Director of Finance submitted a Report itemising certain debts in excess of £1,000 recommended to be written off in the current financial year. It was agreed that the Director of Finance be authorised to write off the debts itemised in Appendix A of his Report.
Routine Financial Reporting PR33.01.04	8	The Director of Finance submitted a Report advising Members of the programme of reporting they may expect over the course of the current financial year. It was agreed to: (a) note the Report; and (b) request that the Director of Finance prepare a Report for the next meeting of the Committee regarding the production of financial reports on a monthly basis.
Disclosure of Royal & Sun Alliance Insurance Policies PR120.05	9	The Director of Finance submitted a Report seeking Members' approval to disclose details of the Comhairles current insurance policies with Royal and Sun Alliance to West Dunbartonshire Council. It was agreed that the Director of Finance be authorised to disclose details of the Comhairle's insurance policies with Royal and Sun Alliance to West Dunbartonshire Council on a confidential basis.
		SERVICE ISSUES
New Sports Centre, Stornoway AL02.01	10	The Director for Sustainable Communities submitted a Report confirming the anticipated financial assistance towards the development of the new sport facility which will replace the Nicolson Sports Centre, in light of changes to the funding criteria of Sportscotland. It was highlighted in the Report that £1.5m funding was expected from Sportscotland Regional Facility Fund and £0.5m was expected from the Enterprise Company. It was also indicated in the Report that a further bid to Sportscotland for the sum of £0.5m will be made. Modified plans for the sports centre were submitted.
		It was agreed: (1) to confirm the contribution from Capital as £3m plus up to £1.5m underwrite against not gaining sufficient external funding to meet a £6.5m development; (2) to approve funding bids to Sportscotland for £1.5m for a Regional facility and to the enterprise company for £0.5m; (3) to approve an additional bid to enhance the movable floor be made to HISP; and (4) that an additional bid to be made to the NOF for the development of the climbing wall.
Preparation of Bid for Revenue Support for Public Private Partnership Project for Education Provision EO3	11	The Director of Education submitted a Report concerning the preparation of the bid for revenue support for the Public Private Partnership project for educational provision within the Western Isles. The criteria on which proposals might be based was detailed in the Report, along with the principles and policy stances appropriate to such proposals and the realistic options for inclusion in such a project. It was agreed that: (1) the policy framework given in section 10 of the Report be approved; and (2) the Public Private Partnership proposals form part of the agenda for the Members' Seminar on Education scheduled for 24 April 2002.
Benbecula College Music Course PR90.28	12	The Chief Executive submitted a Report seeking Members' approval to provide financial assistance for Benbecula College to assist with the development costs associated with the introduction of the Higher National Certificate in Musical Performance. It was agreed that the sum of £2,500 be provided from the Gaelic Development Budget to match a similar in-kind contribution from Lews Castle College Academic Board to meet the course development costs of £5,000 for the Higher National Certificate in Music Performance at Colaisde Bheinn na Faoghla.
Urachadh Uibhist - Cultural Tourism Events Programme 2002 PR90.28	13	The Chief Executive submitted a Report seeking Members' approval to provide funding for Urachadh Uibhist to develop a Cultural Tourism Events Programme in 2002. It was agreed to approve expenditure of £1,575 from the Gaelic Development budget to enable Urachadh Uibhist to run a programme of Cultural Tourism events in Uist in Summer 2002.
		Mr Alexander A MacDonald declared an interest in the following item and left the meeting during consideration of the item.
Gearrannan Gaelic Marketing Co-ordinator PR90.28	14	The Chief Executive submitted a Report seeking approval to provide financial assistance to establish the post of Gaelic Marketing Co-ordinator at Gearrannan Village. It was agreed to approve expenditure of £9,000 per annum for two years (2002/03 - 2003/04) from the Gaelic Development budget to enable Gearrannan Village Limited to establish the post of Gaelic Marketing Co-ordinator.
An Lanntair: Request for Financial Assistance PR31.15	15	The Director for Sustainable Communities submitted a Report seeking Members' approval to provide financial assistance to An Lanntair to enable them to meet additional costs for the new arts centre in Stornoway. It was stated that the extra costs were caused by the change from aluminium to slate roofs, imposed during the planning process. A £20,000 grant for the new arts centre has already been approved via the PIR process. The additional £20,000 requested could be met from the current underspend in the conservation element of the Housing capital programme. It was agreed that: (a) the grant allocation to An Lanntair for the development of a new arts centre be increased by £20,000 to £220,000 subject to the installation of a slate roof, and (b) £20,000 be transferred to the Arts and Leisure Committee capital programme from the conservation element of the Housing Capital Programme.
		BUILDINGS
Programme and Progress PR110.03	16	The Director of Technical Services submitted a Report concerning the Capital Works Programme and Progress in relation to the Council Offices Boiler Replacement. It was agreed to note the Report.
New Comhairle Parcel Store PR11.33	17	The Director of Corporate Services submitted a Report seeking Members' approval to build a secure parcel store behind the reception desk in the main Stornoway Council Office. It was agreed to approve the proposal to build a secure parcel store in the foyer of the Stornoway Office and authorise the Director of Corporate Services to carry-forward and utilise the first £4,000 of any Corporate Services underspend in 2001/2002 for this project.
		POLICY PLANNING
Data Protection - Records Management Guidelines PR31.15	18	The Director of Corporate Services submitted a Report seeking Members' approval for the adoption and use of the Records Management Guidelines set out in Appendix 1 of the Report. It was agreed to: (a) approve the adoption and use of the Records Management Guidelines detailed in Appendix 1 of the Report by all Departments of the Comhairle; and (b) instruct all Heads of Service to take the steps necessary to ensure implementation of the guidelines within their department.
Consultation Meetings: De Do Bheachd? PR11.14	19	The Chief Executive submitted a Report providing feedback on the consultation events held in November/December 2001, and suggesting proposals for the future. It was agreed to: (a) note the outcome of the evaluation of the De Do Bheachd? Events; and (b) delegate to the Chief Executive powers to develop proposals for future consultation events for approval by the Western Isles Community Planning Partnership.
Letting Council Premises: Criminal Conviction Disclosure PR11.33	20	The Chief Executive submitted a Report seeking Members' approval of a consultative draft policy to provide safeguards to children where Comhairle premises are let to outside groups. It was agreed to approve the following draft for consultation with School Boards and the Association of Councils for Voluntary Service before the policy is presented to the Committee for approval. "When Comhairle nan Eilean Siar is about to grant a let of premises to a group (or individual) who is likely to have a significant amount of contact with young people, the officer responsible for the let should ensure that the group has carried out a criminal convictions check to find out if the adults involved in the group are suitable for work with children and/or young people. If no evidence of checks can be produced, the let will not be granted."
Scottish Islands Network PR42.01	21	The Director for Sustainable Communities submitted a Report summarising the key issues emerging regarding islands and Europe. It was stated that it is important to distinguish between `Island Authorities' and `Authorities with Islands' when lobbying Europe on behalf of the Western Isles. It was agreed to: (a) note that European issues of key importance to the Western Isles will be discussed at the CPMR Islands Commission to be held in Orkney on 2-3 May 2002; and (b) work, in the first instance with the two other Island Councils and, as appropriate with any other Scottish Islands grouping in order to represent in the best possible way the interests of the Western Isles in a European Context.
Iomairt aig an Oir PR11.18	22	The Director for Sustainable Communities submitted a Report informing Members of the current position regarding Iomairt aig an Oir which was established in 1997 to concentrate attention and effort on tackling problems in some of the most remote and fragile areas of the Highlands and Islands, including four areas in the Western Isles. It was stated that a new Strategy Statement 2001-2003 has redefined the Iomairt and introduced new operational mechanisms. It was agreed to: (a) continue to support Iomairt aig an Oir; (b) approve the allocation of funding by the Comhairle of £20,000 for Iomairt aig an Oir Development Officers, for the 2002/03 financial year from the Area Development Initiatives budget, on the basis of terms and conditions to be determined by the Director of Corporate Services, in consultation with the Director for Sustainable Communities; and (c) request that the Director for Sustainable Communities provide a Report for the next volume of the Information Bulletin giving details of the achievements of the Iomairt aig an Oir Development Officers in each of the areas where they are established.
Community Employment Initiative PR10.30	23	The Director for Sustainable Communities submitted a Report informing Members that an Independent Company Limited by Guarantee with charitable status has been established to manage the Community Employment Initiative. It was stated that a Business Plan is being finalised and that a further Report will be presented to Members when this has been completed. It was agreed to: (a) note the progress and current position of the Community Employment Initiative, and (b) approve the carry forward of £19,000, or the actual final underspend on the 2001/02 Community Employment Initiative cost centre if less, outwith normal carry forward tolerances for the Department for Sustainable Communities
Quality of Life Initiative (Local Agenda 21) PR33.01.04	24	The Director for Sustainable Communities submitted a Report updating Members on progress with the Western Isles Quality of Life Initiative and seeking approval to formally adopt the 15 Themes of Sustainability shown in Appendix 1 of the Report. It was stated that once the themes are approved Comhairle policy formulation and investment planning would be re-assessed and re-aligned (where necessary) to further the realisation and delivery of the themes. It was agreed to: (a) adopt the 15 Themes of Sustainability and re-assess and re-align Comhairle policy formulation and investment planning (where necessary) to further the realisation and delivery of one or more of the Themes; and (b) propose to the Community Planning Partnership that the 15 Sustainability Themes be incorporated into the Western Isles Community Plan.