27 May 2002

POLICY AND FINANCE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Tuesday 27 May 2002 at 6.00 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 Angus Campbell

Mrs Mary Bremner

Mr Donald Maclean

Mr Donald Manford

MINUTES

Policy and Finance

1

The Minute of Meeting of 23 April 2002 was approved.

Commercial Operations Board

2

The Minute of Meeting of 28 March 2002 was noted.

The Minute of Meeting of 25 April 2002 was noted.

Conditions of Service Sub- Committee

3

The Minute of 13 May 2002 was noted, and it was agreed to approve the appointment of part-time Adult Education Tutors beyond the age of 65, if necessary, with the maximum age being 70.

Local Government Employee Joint Consultative Committee

4

The Minute of 25 April 2002 was noted and it was agreed that:

(a) with effect from 1 January 2003, the schedule of local and public holidays for Lewis and Harris be updated by moving two of the current Thursday Local Holidays in Lewis and Harris to the Easter Bank Holiday Weekend (Friday and Monday) and the remaining Thursday Local Holiday to the Friday preceding the October Holiday Monday; and

(b) Line Managers be instructed, except where it might affect the exigencies of the service, to grant employees Annual Leave when requested to attend their local Communions in Stornoway and throughout Lewis and Harris.

It was further agreed to approve:

(a) the revised SDA forms;

(b) the revised Code of Practice on the Use of the Internet, E-mail and the Comhairle's IT Resources;

(c) the Policy on Violence and Aggression at Work; and

(d) the Policy on Harassment at Work.

DEPARTMENTAL BUSINESS PLANS

Departmental Business Plans

5

The Chief Executive submitted a Report containing summaries of the Business Plans prepared by each department.

The Committee agreed to approve the plans insofar as their interest was concerned and to note the plans as they relate to service committees.

FINANCE

Non-Housing Capital Monitoring 1 April 2001 - 31 March 2002

PR110.05

6

The Director of Finance submitted a Report informing Members of progress on the Capital Programme for 2001/02 to 2002/03 as at 31 March 2002.

It was agreed to note the final capital expenditure to 31 March 2002 and to approve the Slippage and Acceleration to/from 2002/03 Initial Committed Programme.

Annual Treasury Management Report

PR120.06

7

The Director of Finance submitted a Report advising Members of the results of the Treasury Management Operation for 2001/2002. It was stated that the actual results for 2001/2002 show a total saving on Loan Charges of £246,333 compared to budget, and a consequent reduction in the polled interest and expenses rate of 0.13%.

It was agreed to note the Report.

Housing Revenue Account Capital Programme 2001/02 - Final Out-turn

PR110.08

8

The Director of Housing submitted a Report updating Members concerning the expenditure on the Housing Revenue Account Capital Programme 2001/02. The final out-turn expenditure for the Housing Revenue Account Capital Programme was detailed in Appendix 1 of the Report.

It was agreed to note the Report.

Budget Management - 2001/2002 &2002/03. Housing Revenue Account

PR110.08

9

The Director of Housing submitted a Report presenting proposals for amendments to the Housing Revenue Account budget for 2002/03 in the light of new information and the out-turn position for 2001/02. It was stated that the Housing Support Grant for 2002/03 will be £214,431 more than estimated at the rent setting stage as the Scottish Executive have paid two years Prior Year Adjustment instead of the usual one year. The Housing Revenue Account for 2001/02 shows a surplus of £172,257.

It was agreed for the Committee's interest that:

(a) for the year ended 31 March 2002, £150,000 be transferred from the HRA Reserve to the HRA Repairs and Renewals Reserve;

(b) the additional Housing Support Grant due for 2002/03 be applied to increase the 2002/03 CFCR budget by £100,000 and the 2002/03 Repairs and Maintenance budget by £114,432;

(c) the 2002/03 CFCR programme is further enhanced by a transfer from the HRA Repairs and Renewals fund of £150,000;

(d) the Tenant Liaison Budget for 2002/03 is increased by £5,000; and

(e) £101,000 is transferred from the HRA Repairs and Renewals Reserve to allow the completion of the 2001/02 HRA Balivanich Regeneration programme.

Housing Revenue Account Capital Programme 2002/03

PR110.08

10

The Director of Housing submitted a Report seeking approval for the Housing Revenue Account Capital Programme 2002/03. Details of the Housing Revenue Account Capital Programme were set out in Appendix 3 of the Report.

It was agreed to approve the Housing Revenue Account Capital Programme for 2002/03 as set out in Appendix 3 of the Report by the Director of Housing.

Rent Arrears 2001/2002: Progress Report

H05.02

11

The Director of Housing submitted a Report appraising Members of the performance of controls and recovery of current and former tenant rent arrears during the financial year 2001/02. It was stated that the level of rent arrears was generally regarded as a key measure of the performance of a housing service, and that over the past financial year the tenant arrears had decreased by 0.24%.

It was agreed to note the Report and to approve bad debt provision for the Housing Revenue Account in 2002/03 of £111,524.

SERVICE ISSUES

Proposal to Seek Changes to Housing Benefit Regulations

H05.09

12

The Director of Finance submitted a Report relating to a request received from West Dunbartonshire Council that the Comhairle support representations to be made to the Department of Work and Pensions to permit local authorities discretion to disregard Industrial Injuries Benefit in awarding Housing and Council Tax Benefits.

The Committee agreed that the Comhairle should join a lobby for a change in the Housing Benefit Regulations so that industrial injuries benefit can be disregarded in calculating Housing and Council Tax Benefits.

Housing and Council Tax Benefits Verification Framework. Modules and changes April 2002

HO5.09

13

The Director of Housing submitted a Report updating Members on the current position with regard to the implementation of the Housing and Council Tax Benefits Verification Framework. The Report included an implementation timetable.

It was agreed to approve the timetable for the implementation of the Verification Framework contained in the Report by the Director of Housing.

Social Security Fraud Act 2001 Social Security (Loss of Benefit) Regulations

H01.23

14

The Director of Housing submitted a Report advising Members of the introduction of additional measures by the Government to ensure the benefit system is secure and that Social Security Fraud is reduced.

It was agreed to note the Report.

A PPP for Education within Sustainable Communities

E03

15

The Director of Finance submitted a Report relating to consideration of a PPP for educational and other services; and seeking approval to provide finance for the retention of consultants to assist in the scoping and submission of a bid from the Comhairle for PPP funding.

It was agreed that:

(a) PricewaterhouseCoopers be invited to provide the Comhairle with a proposal to scope and assist the Comhairle to prepare a bid to the Scottish Executive for an Educational PPP;

(b) contract regulation 7 be suspended to enable the appointment of PricewaterhouseCoopers;

(c) a sum of up to £50k be identified at the mid year review, to be offset by any incoming development funding; and

(d) a Member/Officer Working Group be established to progress the matter during the summer recess. The Committee appointed the following 5 Members to the working group:

Mr Norman L Macdonald

Mrs Morag Munro

Mr Roderick J Murray

Mr Norman A Macdonald

Mr Angus Campbell.

New Audio Conference Equipment for Council Chamber

PR32.02

16

The Director of Corporate Services submitted a Report informing members of proposals to replace the old Philips audio equipment in the Council Chamber with a Philips DCN Conference System. In answer to a question, the Committee was advised that a voting facility could be added to the system at an estimated cost of £8,000.

It was agreed:

(a) to replace the old Philips audio equipment with a sound system with translation facilities available to delegates with a microphone station as well as infra-red translation facilities for those without a microphone (estimated cost £31,000);

(b) that the costs of the audio equipment be funded in the first instance from any carry-over (over 2%) in departmental budgets from 2001/02, and if this is insufficient it be considered at the mid-term review;

(c) to approve the proposal not to seek tenders in terms of contract regulations 7(f) as the replacement system is also manufactured by Philips and is in use in the vast majority of Councils in Britain as well as the Scottish Executive and COSLA; and

(d) to authorise the Director of Corporate Services to negotiate with Tyco Integrated Systems Ltd., for the purchase and appropriate installation of the Philips DCN Conference Equipment.

BUILDINGS

Programme and Progress

PR110.03

17

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.

BROADBAND TELECOMMUNICATIONS

Connecting Scotland: Our Broadband Future. Pathfinder Procurement: Agreement to Commencement

PR11.09

18

The Director of Corporate Services submitted a Report seeking Members' approval to participate in the Scottish Executive's aggregated procurement of Broadband telecommunications within the Highlands and Islands area.

The Committee agreed:

(a) to note the terms of the Prior Information Notice and the expectation that a contract notice will be framed in similar terms;

(b) to grant delegated authority to the Director of Corporate Services to agree the terms of the contract notice;

(c) to meet future requirements for telecoms services through contracts to be negotiated as part of a combined procurement, providing services are affordable; and

(d) to the Scottish Executive recommendation that the Special Purpose Vehicle Company formed for the Pathfinder Broadband Procurement be limited by Guarantee.

PERSONNEL

Overnight Support Service

M03.02.09

19

The Director of Social Work submitted a Report informing Members of a recent review of the operation of the trial period of the Mobile Overnight Support Service and making recommendations for its continuation under joint funding with the NHS Board.

The Committee agreed to approve the revised grading for employees within the team at SCP 8 plus 33% for overnight work.

New Community School Project: Establishment of Full Service Co-ordinators posts for the Roll Out Phase.

M02.02.06

20

The Director of Education submitted a Report seeking Members' approval to establish the posts of Full Service Co-ordinators on a fixed term basis for the Roll Out Phase of the New Community Schools Project.

It was agreed to approve the establishment, on a fixed term basis to 31 March 2004 of Full Service Co-ordinators (1.5 FTE) at PO1-3.

It was agreed that the public, including the press, be excluded from the meeting during consideration of Items 21, 22, 23 and 24 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.

Street Lighting Review

21

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

Street Lighting: The Future

22

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

Review of Secondary Education Provision in Stornoway: Voluntary Early Retirement/

Voluntary Redundancy - Non Teaching Staff

M05.12

23

The Director of Education submitted a Report seeking Members' approval to grant voluntary early retirement and voluntary redundancy to those members of non-teaching staff who have requested it as a consequence of the closure of Lews Castle School.

It was agreed that voluntary early retirement and voluntary redundancy be granted to those members of staff who have requested it on the basis of the benefits outlined in Appendix A of the Report by the Director of Education.

Post Re-Evaluation in the Capital Accountancy Section

M02.02.03

24

The Director of Finance submitted a Report seeking Members' approval of a proposed change to the staffing establishment in the Capital Accountancy Section of Ionmhas.

It was agreed that:

(a) the existing post of Accounting Technician (post 1309) be deleted;

(b) a post of Accountancy Assistant AP1 be established; and

(c) the temporary staff member currently in the post of Accounting Technician be appointed to the new post.

ADDITIONAL ITEM

The Chairman ruled in terms of Standing Order 8 that the following item be considered as a matter of urgency so that Members could be informed of the contents of the Report by the Ministerial Advisory Group and to enable an early response to be lodged.

Ministerial Advisory Group on Gaelic: A Fresh Start for Gaelic

25

The Chief Executive submitted a Report informing Members of the contents of the Report `A Fresh Start for Gaelic' produced by the Ministerial Advisory Group on Gaelic established in September 2000 to prepare a national, strategic development plan for Gaelic following the MacPherson Taskforce Report.

The Committee agreed to:

(a) welcome the recommendations to implement a Gaelic Language Act to establish secure status for the language;

(b) welcome the recommendations to devote additional funds on a range of new projects and particularly to Gaelic Medium Education;

(c) welcome the proposal to compile a three year Plan `Plana Nàiseanta Na Gàidhlig';

(d) agree with the establishment of a Gaelic Liaison unit with the Scottish Executive staffed by Gaelic speakers; and

(e) seek to have Bòrd Na Gàidhlig established in the Gaelic heartland of the Western Isles reflecting the views expressed in the MacPherson Report and make strong representations through the MP, MSP and the Minister for Gaelic to bring this about.

		MINUTES

Policy and Finance	1	The Minute of Meeting of 23 April 2002 was approved.
Commercial Operations Board	2	The Minute of Meeting of 28 March 2002 was noted. The Minute of Meeting of 25 April 2002 was noted.
Conditions of Service Sub- Committee	3	The Minute of 13 May 2002 was noted, and it was agreed to approve the appointment of part-time Adult Education Tutors beyond the age of 65, if necessary, with the maximum age being 70.
Local Government Employee Joint Consultative Committee	4	The Minute of 25 April 2002 was noted and it was agreed that: (a) with effect from 1 January 2003, the schedule of local and public holidays for Lewis and Harris be updated by moving two of the current Thursday Local Holidays in Lewis and Harris to the Easter Bank Holiday Weekend (Friday and Monday) and the remaining Thursday Local Holiday to the Friday preceding the October Holiday Monday; and (b) Line Managers be instructed, except where it might affect the exigencies of the service, to grant employees Annual Leave when requested to attend their local Communions in Stornoway and throughout Lewis and Harris.
		It was further agreed to approve: (a) the revised SDA forms; (b) the revised Code of Practice on the Use of the Internet, E-mail and the Comhairle's IT Resources; (c) the Policy on Violence and Aggression at Work; and (d) the Policy on Harassment at Work.

		DEPARTMENTAL BUSINESS PLANS
Departmental Business Plans	5	The Chief Executive submitted a Report containing summaries of the Business Plans prepared by each department. The Committee agreed to approve the plans insofar as their interest was concerned and to note the plans as they relate to service committees.
		FINANCE
Non-Housing Capital Monitoring 1 April 2001 - 31 March 2002 PR110.05	6	The Director of Finance submitted a Report informing Members of progress on the Capital Programme for 2001/02 to 2002/03 as at 31 March 2002. It was agreed to note the final capital expenditure to 31 March 2002 and to approve the Slippage and Acceleration to/from 2002/03 Initial Committed Programme.
Annual Treasury Management Report PR120.06	7	The Director of Finance submitted a Report advising Members of the results of the Treasury Management Operation for 2001/2002. It was stated that the actual results for 2001/2002 show a total saving on Loan Charges of £246,333 compared to budget, and a consequent reduction in the polled interest and expenses rate of 0.13%. It was agreed to note the Report.
Housing Revenue Account Capital Programme 2001/02 - Final Out-turn PR110.08	8	The Director of Housing submitted a Report updating Members concerning the expenditure on the Housing Revenue Account Capital Programme 2001/02. The final out-turn expenditure for the Housing Revenue Account Capital Programme was detailed in Appendix 1 of the Report. It was agreed to note the Report.
Budget Management - 2001/2002 &2002/03. Housing Revenue Account PR110.08	9	The Director of Housing submitted a Report presenting proposals for amendments to the Housing Revenue Account budget for 2002/03 in the light of new information and the out-turn position for 2001/02. It was stated that the Housing Support Grant for 2002/03 will be £214,431 more than estimated at the rent setting stage as the Scottish Executive have paid two years Prior Year Adjustment instead of the usual one year. The Housing Revenue Account for 2001/02 shows a surplus of £172,257. It was agreed for the Committee's interest that: (a) for the year ended 31 March 2002, £150,000 be transferred from the HRA Reserve to the HRA Repairs and Renewals Reserve; (b) the additional Housing Support Grant due for 2002/03 be applied to increase the 2002/03 CFCR budget by £100,000 and the 2002/03 Repairs and Maintenance budget by £114,432; (c) the 2002/03 CFCR programme is further enhanced by a transfer from the HRA Repairs and Renewals fund of £150,000; (d) the Tenant Liaison Budget for 2002/03 is increased by £5,000; and (e) £101,000 is transferred from the HRA Repairs and Renewals Reserve to allow the completion of the 2001/02 HRA Balivanich Regeneration programme.

		BROADBAND TELECOMMUNICATIONS
Connecting Scotland: Our Broadband Future. Pathfinder Procurement: Agreement to Commencement PR11.09	18	The Director of Corporate Services submitted a Report seeking Members' approval to participate in the Scottish Executive's aggregated procurement of Broadband telecommunications within the Highlands and Islands area. The Committee agreed: (a) to note the terms of the Prior Information Notice and the expectation that a contract notice will be framed in similar terms; (b) to grant delegated authority to the Director of Corporate Services to agree the terms of the contract notice;
		(c) to meet future requirements for telecoms services through contracts to be negotiated as part of a combined procurement, providing services are affordable; and (d) to the Scottish Executive recommendation that the Special Purpose Vehicle Company formed for the Pathfinder Broadband Procurement be limited by Guarantee.
		PERSONNEL
Overnight Support Service M03.02.09	19	The Director of Social Work submitted a Report informing Members of a recent review of the operation of the trial period of the Mobile Overnight Support Service and making recommendations for its continuation under joint funding with the NHS Board. The Committee agreed to approve the revised grading for employees within the team at SCP 8 plus 33% for overnight work.
New Community School Project: Establishment of Full Service Co-ordinators posts for the Roll Out Phase. M02.02.06	20	The Director of Education submitted a Report seeking Members' approval to establish the posts of Full Service Co-ordinators on a fixed term basis for the Roll Out Phase of the New Community Schools Project. It was agreed to approve the establishment, on a fixed term basis to 31 March 2004 of Full Service Co-ordinators (1.5 FTE) at PO1-3.

		It was agreed that the public, including the press, be excluded from the meeting during consideration of Items 21, 22, 23 and 24 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.
Street Lighting Review	21	The Democratic Services Manager sought and obtained the Chairman's permission to withdraw this item.
Street Lighting: The Future	22	The Democratic Services Manager sought and obtained the Chairman's permission to withdraw this item.
Review of Secondary Education Provision in Stornoway: Voluntary Early Retirement/ Voluntary Redundancy - Non Teaching Staff M05.12	23	The Director of Education submitted a Report seeking Members' approval to grant voluntary early retirement and voluntary redundancy to those members of non-teaching staff who have requested it as a consequence of the closure of Lews Castle School. It was agreed that voluntary early retirement and voluntary redundancy be granted to those members of staff who have requested it on the basis of the benefits outlined in Appendix A of the Report by the Director of Education.
Post Re-Evaluation in the Capital Accountancy Section M02.02.03	24	The Director of Finance submitted a Report seeking Members' approval of a proposed change to the staffing establishment in the Capital Accountancy Section of Ionmhas. It was agreed that: (a) the existing post of Accounting Technician (post 1309) be deleted; (b) a post of Accountancy Assistant AP1 be established; and (c) the temporary staff member currently in the post of Accounting Technician be appointed to the new post.
		ADDITIONAL ITEM The Chairman ruled in terms of Standing Order 8 that the following item be considered as a matter of urgency so that Members could be informed of the contents of the Report by the Ministerial Advisory Group and to enable an early response to be lodged.
Ministerial Advisory Group on Gaelic: A Fresh Start for Gaelic	25	The Chief Executive submitted a Report informing Members of the contents of the Report `A Fresh Start for Gaelic' produced by the Ministerial Advisory Group on Gaelic established in September 2000 to prepare a national, strategic development plan for Gaelic following the MacPherson Taskforce Report.
		The Committee agreed to: (a) welcome the recommendations to implement a Gaelic Language Act to establish secure status for the language; (b) welcome the recommendations to devote additional funds on a range of new projects and particularly to Gaelic Medium Education; (c) welcome the proposal to compile a three year Plan `Plana Nàiseanta Na Gàidhlig'; (d) agree with the establishment of a Gaelic Liaison unit with the Scottish Executive staffed by Gaelic speakers; and (e) seek to have Bòrd Na Gàidhlig established in the Gaelic heartland of the Western Isles reflecting the views expressed in the MacPherson Report and make strong representations through the MP, MSP and the Minister for Gaelic to bring this about.