3 February 2003

COMHAIRLE NAN EILEAN SIAR

POLICY AND FINANCE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Monday 3 February 2003 at 3.30 p.m.

PRESENT

Mr Norman L Macdonald (Chairman)

Mr Norman A Macdonald

Mr Angus Campbell

Mr George Lonie

Mrs Morag Munro

Mr Alasdair G Macrae

Mr Donald Maclean

APOLOGIES

Mr Roderick J Murray

Mr Alexander A Macdonald

Mr Angus Nicolson

Mrs Mary Bremner

Mr Donald Manford

MINUTES

Minute of Meeting of 9 December 2002

1

The Minute of Meeting of 9 December 2002 was approved.

Minute of Conditions of Service Sub Committee of 9 December 2002

2

The Minute of Meeting of the Conditions of Service Sub Committee of 9 December 2002 was noted.

Minute of JCC for Local Government Employees of 12 December 2002

3

The Minute of Meeting of the JCC for Local Government Employees of 12 December 2002 was noted and it was agreed to recommend approval of the recommendations from the following items:

Item 5 Safety Committees: Consultative Document

Following consultation with the Comhairle's recognised trade unions, the present Safety Committees be wound up and new Departmental Safety Committees established.

Item 6 Flexi-time and Working Time Regulations

(1) the flexi-time scheme, detailed at Appendix 1 of the Report to the JCC, be implemented with the appropriate reader variations depending on location; and

(2) Chief Officers use the flexi time system.

PRESENTATION

Presentation by Health Improvement Officer

PR33.01.09

4

Mrs Norma Skinner, Health Improvement Officer, was unable to give a presentation to the Committee as she was absent due to illness.

FINANCE

Non-Housing Capital Programme: Third Quarter Monitoring

PR110.01

5

The Acting Director of Finance submitted a Report regarding the Non-Housing Capital Expenditure for the period 1 April 2002 - 31 December 2002.

It was agreed to recommend approval of the Forecast Out-turn as the Revised Approved Programme specifically;

(1) the arrangement of a consent swap of up to £2m by the Acting Director of Finance.

(2) the slippage of £95k of expenditure on the Nicolson Institute, £60k of expenditure on the Lochs School, £40k of expenditure on Laxdale School and £200k of expenditure on Sir E Scott School.

(3) the acceleration of £10k of expenditure on the School Boiler Programme, £21k of expenditure on Laxdale School and £3k of expenditure on Sgoil Lionacleit.

(4) the slippage of £83k for the Social Work Home Care System, £9k on expenditure on St Brendan's and £170k on the South Uist Care Development.

(5) the slippage of expenditure of £100k on Bridge Strengthening, £13k of expenditure on Cycling, Walking and Safer Streets and £250k of expenditure on the Sound of Barra Infrastructure.

(6) the reinstatement of expenditure in the current year of £39k for the Matheson Road / Macaulay Road Roundabout and vire it to Lorry Parking and the reinstatement of the £35k of expenditure on the Access Road to the Scalpay Fish Factory. These were previously slipped to 2003/04.

(7) the acceleration of £50k expenditure on Sundry Minor Road Schemes.

(8) the slippage of £53k on the Council Offices Boiler Replacement and £136k for the Modernising Local Government Fund.

(9) the reversal of the acceleration of £600k of expenditure on Improvement Grants, which was approved by Members in the quarter to 30 September 2002.

(10) slippage of £52k of expenditure on ACE Grants.

(11) slippage of £364k of expenditure on the Balivanich Regeneration project.

(12) the virement of £19k of expenditure on the Relocation of the Daliburgh Library to Museum Storage.

(13) slippage of £11k of expenditure on Coastal Access, £131k of expenditure on the Harris Tweed Interpretative Centre and £50k of expenditure on Alternative Energy Development.

(14) slippage of £40k of expenditure on the Abattoir and Auction Mart.

Third Quarter Revenue Forecast Outturn

PR110.08.15

6

The Acting Director of Finance submitted a Report giving information on the Quarterly Forecast Out-turn. The Report detailed revenue expenditure incurred in the period from 1 April to 31 December 2002 for the Comhairle's services.

It was agreed:

(1) to note the Report; and

(2) to recommend funding the additional £75,000 of pension costs from the savings in central budgets in respect of insurance (£30,000), changes in staff terms and conditions (£42,000) and CFCR (£25,000) with the balance of £22,000 being returned to balances.

Budget Strategy 2003/04

PR110.03.25

7

The Acting Director of Finance submitted a Report advising Members of the final Aggregate External Finance announcement for 2003/2004 and setting out the revised Budget Strategy for 2002/03 to 2004/05.

It was agreed to note the Report, and defer consideration of the recommendations to the next meeting of the Committee.

Housing Revenue Account 2003/2004

PR110.08

8

The Director of Housing submitted a Report detailing the proposed Housing Revenue Account estimates for 2003/04, and recommending a small rent increase to allow the budget to be balanced.

It was agreed to recommend that:

(1) the Housing Revenue Account estimates for the financial year 2003/04 as shown in Appendix 1 to the Report be approved;

(2) a rent increase of £1.12 per week be applied giving an average weekly rent of £44.07 for 2003/04;

(3) the base repairs budget be enhanced by £50,000 to be drawn from Housing Revenue Account Reserves; and

(4) £100,000 Capital Funded from Current Revenue be drawn from Housing Revenue Account Reserves to be applied to `spend to save' projects to be undertaken in 2003/04.

Budget Growth Bids 2003/04

PR110.04

9

The Acting Director of Finance submitted a Report, relating to the growth bids submitted by departments under the headings of:

Scottish Executive Priorities;

Quality of Life; and

Other Bids

It was agreed to note the Report and defer consideration of the recommendations to the next meeting of the Committee.

PERFORMANCE MANAGEMENT

Corporate Strategy Progress Report

PR31.01.07

10

The Chief Executive submitted a Report advising Members of the progress made towards meeting the Key Aims included in the Comhairle's Corporate Strategy, and advising on other achievements that have been accomplished. It was stated that the majority of the services that the Comhairle provide relate to statutory duties and standards of service are often pre-determined, however a number of policies and service developments had also been achieved.

It was agreed to recommend that:

(1) the appendices containing the Corporate Strategy Progress Report and Achievements 1999 - 2003 be noted; and

(2) a system of half yearly Corporate Strategy monitoring reports be introduced.

POLICY PLANNING

Community Safety Strategy 2003/04 - 2005/06

PR11.42

11

The Chief Executive submitted a Report seeking Members approval of the Community Safety Strategy 2003/04 - 2005/06 and the Comhairle's action plan. The strategy had been developed in partnership with Northern Constabulary and approved by the Community Well Being Forum.

It was stated that the Western Isles have one of the lowest crime rates in Scotland and the reputation of being a safe and relatively crime free place to live without fear of being burgled or having property stolen. The Scottish Executive had awarded the Comhairle £23,512 per annum for community safety for the next three years, and variable funding is also allocated using a points system.

It was agreed to recommend approval of:

(a) the Community Safety Strategy 2003/04 - 2005/06; and

(b) the Action Plan for 2003/04.

Western Isles Community Planning Partnership Progress Report

PR11.18

12

The Chief Executive submitted a Report updating Members on the work of the Western Isles Community Planning Partnership and informing them of the decisions taken at Partnership meetings in 2002 and seeking approval for future reporting arrangements.

It was agreed:

(1) to note progress already made in developing community planning in the Western Isles; and

(2) to recommend that minutes of future meetings of the Western Isles Community Planning Partnership be circulated to Members in the Information Bulletin.

Gaelic Policy Review: Consultation Document

PR11.40

13

The Chief Executive submitted a Report presenting the first draft of a reviewed Bilingual Policy. It was stated that the draft would be circulated as a Consultative paper to the key organisations involved in Gaelic development in the Western Isles. Members were also asked to approve the re-naming of the Gaelic Development Joint Liaison Committee, to become the Gaelic Language and Culture Forum to give a focus for Gaelic and Culture within the Community Planning Framework.

It was agreed to recommend that:

(1) following consultation, the Chief Executive would submit a finalised draft policy to the Committee in March; and

(2) the Gaelic Development Joint Liaison Committee should be renamed as the Gaelic Language and Culture Forum.

CORPORATE GOVERNANCE

Corporate Governance Review

PR31

14

The Chief Executive submitted a Report seeking Members approval of the terms of reference for the Review of Corporate Governance to be carried out by the Corporate Governance Review Group. The terms of reference were appended to the Report.

It was agreed to:

(a) recommend approval of the terms of reference for the Review of Corporate Governance; and

(b) note that the Performance Management and Review Group would report to the new Council.

SERVICE MATTERS

Comunn Eachdraidh Nis: Application for Financial Assistance

PR90.28

15

The Chief Executive submitted a Report seeking Members' approval to award a grant from the Grants to Gaelic Organisations Budget to Comunn Eachdraidh Nis towards the costs of preserving and digitising their archive.

It was agreed to recommend the award of a grant of £5,000 to Comunn Eachdraidh Nis from the Grants to Gaelic Organisations Budget, to be used towards the Archive Resource Management Proposal.

Northern Lewis Historical Project

PR90.28

16

The Chief Executive submitted a Report seeking Members approval to provide financial assistance of £20,000 over two years for the Northern Lewis Historical Project.

It was agreed to recommend:

(1) provision of the sum of £12,000 for the Northern Lewis Historical Project from the Gaelic Economic Development Budget in 2002/2003 and £8,000 in the financial year 2003/2004;

(2) that the Comhairle be represented on the Steering Committee overseeing the project;

(3) that regular reports be provided to keep Members informed of the progress of the project; and

(4) that the funding from the Gaelic Development Budget be conditional on funding being provided by other agencies and organisations from whom financial assistance has been requested for this project.

.

North Harris Trust

PR90.28

17

The Director for Sustainable Communities submitted a Report seeking grant funding for the North Harris Trust to assist it in developing the North Harris Estate via a community land buy-out.

It was agreed:

(a) to form a Working Group to consider grant funding to North Harris Trust;

(b) that the following Members be appointed to the Working Group:

Mr Roderick J Murray

Mr Norman L Macdonald

Mr Alexander A MacDonald

(c) that the Working Group would report to the next meeting of the Committee.

BUILDINGS

Programme and Progress

PR32.06

18

The Director of Technical Services submitted a Report informing Members of progress on the Boiler replacement for the Council Offices, Stornoway.

It was agreed to note the Report.

Re-location of Occupational Therapy Store

PR32.02

19

The Chief Executive submitted a Report seeking Members approval for capital expenditure for the works required to relocate the Occupational Therapy store from the Marybank Depository to the Marybank Depot. It was stated that as it had not been possible to secure privately owned accommodation, in order to allow the museum archive to move into the Marybank Depository, the Occupational Therapy store was currently housed in temporary accommodation.

It was agreed to recommend that:

(1) in principle the works at Marybank Depot relating to the move of the Occupational Therapy Store be undertaken; and

(2) a further report be brought to Committee once funding has been identified.

It was agreed that, under the terms of Section 50A(4) of the Local Government (Scotland) Act 1973, the public, including the press, be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in paragraph 6 of Part 1 of schedule 7A of the Act would be disclosed, namely information relating to the financial or business affairs of any particular person (other than the Comhairle).

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

Minute of Waiver - 7 Rathad Na Muilne, Stornoway, Isle of Lewis

H08.01.23

20

The Director of Corporate Services submitted a Report seeking members consent to grant a Minute of Waiver to the proprietor of a property in Stornoway.

It was agreed to recommed that a Minute of Waiver be granted in respect of the areas of land shown on the plan annexed to the Report, which conditions currently prohibit the erection of additional buildings or the land being used for the purpose of carrying out any trade, profession or business, subject to the applicant bearing the expenses of this transaction and subject to payment of such consideration as may be determined by the District Valuer.

ADDITIONAL ITEM

The Chairman ruled in terms of Standing Order 8 that the following item be considered as a matter of urgency as the current gritting lorry was beyond economic repair.

Gritting Lorry for Harris

PR110.01

21

The Director of Technical Services submitted a report seeking authority to acquire a replacement gritter lorry for Harris.

It was agreed to recommend that the Director of Technical Services be authorised to acquire a replacement gritting lorry of the appropriate size for Harris at an estimated cost of £25,000 with the costs being met from the Capital Budget 2002/03.

PRESENT	Mr Norman L Macdonald (Chairman)
	Mr Norman A Macdonald	Mr Angus Campbell
	Mr George Lonie	Mrs Morag Munro
	Mr Alasdair G Macrae	Mr Donald Maclean


APOLOGIES	Mr Roderick J Murray Mr Alexander A Macdonald Mr Angus Nicolson	Mrs Mary Bremner Mr Donald Manford

		MINUTES
Minute of Meeting of 9 December 2002	1	The Minute of Meeting of 9 December 2002 was approved.
Minute of Conditions of Service Sub Committee of 9 December 2002	2	The Minute of Meeting of the Conditions of Service Sub Committee of 9 December 2002 was noted.
Minute of JCC for Local Government Employees of 12 December 2002	3	The Minute of Meeting of the JCC for Local Government Employees of 12 December 2002 was noted and it was agreed to recommend approval of the recommendations from the following items: Item 5 Safety Committees: Consultative Document Following consultation with the Comhairle's recognised trade unions, the present Safety Committees be wound up and new Departmental Safety Committees established. Item 6 Flexi-time and Working Time Regulations (1) the flexi-time scheme, detailed at Appendix 1 of the Report to the JCC, be implemented with the appropriate reader variations depending on location; and (2) Chief Officers use the flexi time system.

		PRESENTATION
Presentation by Health Improvement Officer PR33.01.09	4	Mrs Norma Skinner, Health Improvement Officer, was unable to give a presentation to the Committee as she was absent due to illness.
		FINANCE
Non-Housing Capital Programme: Third Quarter Monitoring PR110.01	5	The Acting Director of Finance submitted a Report regarding the Non-Housing Capital Expenditure for the period 1 April 2002 - 31 December 2002. It was agreed to recommend approval of the Forecast Out-turn as the Revised Approved Programme specifically; (1) the arrangement of a consent swap of up to £2m by the Acting Director of Finance. (2) the slippage of £95k of expenditure on the Nicolson Institute, £60k of expenditure on the Lochs School, £40k of expenditure on Laxdale School and £200k of expenditure on Sir E Scott School. (3) the acceleration of £10k of expenditure on the School Boiler Programme, £21k of expenditure on Laxdale School and £3k of expenditure on Sgoil Lionacleit. (4) the slippage of £83k for the Social Work Home Care System, £9k on expenditure on St Brendan's and £170k on the South Uist Care Development. (5) the slippage of expenditure of £100k on Bridge Strengthening, £13k of expenditure on Cycling, Walking and Safer Streets and £250k of expenditure on the Sound of Barra Infrastructure. (6) the reinstatement of expenditure in the current year of £39k for the Matheson Road / Macaulay Road Roundabout and vire it to Lorry Parking and the reinstatement of the £35k of expenditure on the Access Road to the Scalpay Fish Factory. These were previously slipped to 2003/04. (7) the acceleration of £50k expenditure on Sundry Minor Road Schemes. (8) the slippage of £53k on the Council Offices Boiler Replacement and £136k for the Modernising Local Government Fund. (9) the reversal of the acceleration of £600k of expenditure on Improvement Grants, which was approved by Members in the quarter to 30 September 2002. (10) slippage of £52k of expenditure on ACE Grants. (11) slippage of £364k of expenditure on the Balivanich Regeneration project. (12) the virement of £19k of expenditure on the Relocation of the Daliburgh Library to Museum Storage. (13) slippage of £11k of expenditure on Coastal Access, £131k of expenditure on the Harris Tweed Interpretative Centre and £50k of expenditure on Alternative Energy Development. (14) slippage of £40k of expenditure on the Abattoir and Auction Mart.
Third Quarter Revenue Forecast Outturn PR110.08.15	6	The Acting Director of Finance submitted a Report giving information on the Quarterly Forecast Out-turn. The Report detailed revenue expenditure incurred in the period from 1 April to 31 December 2002 for the Comhairle's services. It was agreed: (1) to note the Report; and (2) to recommend funding the additional £75,000 of pension costs from the savings in central budgets in respect of insurance (£30,000), changes in staff terms and conditions (£42,000) and CFCR (£25,000) with the balance of £22,000 being returned to balances.
Budget Strategy 2003/04 PR110.03.25	7	The Acting Director of Finance submitted a Report advising Members of the final Aggregate External Finance announcement for 2003/2004 and setting out the revised Budget Strategy for 2002/03 to 2004/05. It was agreed to note the Report, and defer consideration of the recommendations to the next meeting of the Committee.
Housing Revenue Account 2003/2004 PR110.08	8	The Director of Housing submitted a Report detailing the proposed Housing Revenue Account estimates for 2003/04, and recommending a small rent increase to allow the budget to be balanced. It was agreed to recommend that: (1) the Housing Revenue Account estimates for the financial year 2003/04 as shown in Appendix 1 to the Report be approved; (2) a rent increase of £1.12 per week be applied giving an average weekly rent of £44.07 for 2003/04; (3) the base repairs budget be enhanced by £50,000 to be drawn from Housing Revenue Account Reserves; and (4) £100,000 Capital Funded from Current Revenue be drawn from Housing Revenue Account Reserves to be applied to `spend to save' projects to be undertaken in 2003/04.
Budget Growth Bids 2003/04 PR110.04	9	The Acting Director of Finance submitted a Report, relating to the growth bids submitted by departments under the headings of: Scottish Executive Priorities; Quality of Life; and Other Bids It was agreed to note the Report and defer consideration of the recommendations to the next meeting of the Committee.
		PERFORMANCE MANAGEMENT
Corporate Strategy Progress Report PR31.01.07	10	The Chief Executive submitted a Report advising Members of the progress made towards meeting the Key Aims included in the Comhairle's Corporate Strategy, and advising on other achievements that have been accomplished. It was stated that the majority of the services that the Comhairle provide relate to statutory duties and standards of service are often pre-determined, however a number of policies and service developments had also been achieved. It was agreed to recommend that: (1) the appendices containing the Corporate Strategy Progress Report and Achievements 1999 - 2003 be noted; and (2) a system of half yearly Corporate Strategy monitoring reports be introduced.
		POLICY PLANNING
Community Safety Strategy 2003/04 - 2005/06 PR11.42	11	The Chief Executive submitted a Report seeking Members approval of the Community Safety Strategy 2003/04 - 2005/06 and the Comhairle's action plan. The strategy had been developed in partnership with Northern Constabulary and approved by the Community Well Being Forum. It was stated that the Western Isles have one of the lowest crime rates in Scotland and the reputation of being a safe and relatively crime free place to live without fear of being burgled or having property stolen. The Scottish Executive had awarded the Comhairle £23,512 per annum for community safety for the next three years, and variable funding is also allocated using a points system. It was agreed to recommend approval of: (a) the Community Safety Strategy 2003/04 - 2005/06; and (b) the Action Plan for 2003/04.
Western Isles Community Planning Partnership Progress Report PR11.18	12	The Chief Executive submitted a Report updating Members on the work of the Western Isles Community Planning Partnership and informing them of the decisions taken at Partnership meetings in 2002 and seeking approval for future reporting arrangements. It was agreed: (1) to note progress already made in developing community planning in the Western Isles; and (2) to recommend that minutes of future meetings of the Western Isles Community Planning Partnership be circulated to Members in the Information Bulletin.
Gaelic Policy Review: Consultation Document PR11.40	13	The Chief Executive submitted a Report presenting the first draft of a reviewed Bilingual Policy. It was stated that the draft would be circulated as a Consultative paper to the key organisations involved in Gaelic development in the Western Isles. Members were also asked to approve the re-naming of the Gaelic Development Joint Liaison Committee, to become the Gaelic Language and Culture Forum to give a focus for Gaelic and Culture within the Community Planning Framework. It was agreed to recommend that: (1) following consultation, the Chief Executive would submit a finalised draft policy to the Committee in March; and (2) the Gaelic Development Joint Liaison Committee should be renamed as the Gaelic Language and Culture Forum.
		CORPORATE GOVERNANCE
Corporate Governance Review PR31	14	The Chief Executive submitted a Report seeking Members approval of the terms of reference for the Review of Corporate Governance to be carried out by the Corporate Governance Review Group. The terms of reference were appended to the Report. It was agreed to: (a) recommend approval of the terms of reference for the Review of Corporate Governance; and (b) note that the Performance Management and Review Group would report to the new Council.

		SERVICE MATTERS
Comunn Eachdraidh Nis: Application for Financial Assistance PR90.28	15	The Chief Executive submitted a Report seeking Members' approval to award a grant from the Grants to Gaelic Organisations Budget to Comunn Eachdraidh Nis towards the costs of preserving and digitising their archive. It was agreed to recommend the award of a grant of £5,000 to Comunn Eachdraidh Nis from the Grants to Gaelic Organisations Budget, to be used towards the Archive Resource Management Proposal.
Northern Lewis Historical Project PR90.28	16	The Chief Executive submitted a Report seeking Members approval to provide financial assistance of £20,000 over two years for the Northern Lewis Historical Project. It was agreed to recommend: (1) provision of the sum of £12,000 for the Northern Lewis Historical Project from the Gaelic Economic Development Budget in 2002/2003 and £8,000 in the financial year 2003/2004; (2) that the Comhairle be represented on the Steering Committee overseeing the project; (3) that regular reports be provided to keep Members informed of the progress of the project; and (4) that the funding from the Gaelic Development Budget be conditional on funding being provided by other agencies and organisations from whom financial assistance has been requested for this project. .
North Harris Trust PR90.28	17	The Director for Sustainable Communities submitted a Report seeking grant funding for the North Harris Trust to assist it in developing the North Harris Estate via a community land buy-out. It was agreed: (a) to form a Working Group to consider grant funding to North Harris Trust; (b) that the following Members be appointed to the Working Group: Mr Roderick J Murray Mr Norman L Macdonald Mr Alexander A MacDonald (c) that the Working Group would report to the next meeting of the Committee.
		BUILDINGS
Programme and Progress PR32.06	18	The Director of Technical Services submitted a Report informing Members of progress on the Boiler replacement for the Council Offices, Stornoway. It was agreed to note the Report.
Re-location of Occupational Therapy Store PR32.02	19	The Chief Executive submitted a Report seeking Members approval for capital expenditure for the works required to relocate the Occupational Therapy store from the Marybank Depository to the Marybank Depot. It was stated that as it had not been possible to secure privately owned accommodation, in order to allow the museum archive to move into the Marybank Depository, the Occupational Therapy store was currently housed in temporary accommodation. It was agreed to recommend that: (1) in principle the works at Marybank Depot relating to the move of the Occupational Therapy Store be undertaken; and (2) a further report be brought to Committee once funding has been identified.
		It was agreed that, under the terms of Section 50A(4) of the Local Government (Scotland) Act 1973, the public, including the press, be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in paragraph 6 of Part 1 of schedule 7A of the Act would be disclosed, namely information relating to the financial or business affairs of any particular person (other than the Comhairle).
		Mr N A Macdonald declared an interest and left the meeting during consideration of the following item.
Minute of Waiver - 7 Rathad Na Muilne, Stornoway, Isle of Lewis H08.01.23	20	The Director of Corporate Services submitted a Report seeking members consent to grant a Minute of Waiver to the proprietor of a property in Stornoway. It was agreed to recommed that a Minute of Waiver be granted in respect of the areas of land shown on the plan annexed to the Report, which conditions currently prohibit the erection of additional buildings or the land being used for the purpose of carrying out any trade, profession or business, subject to the applicant bearing the expenses of this transaction and subject to payment of such consideration as may be determined by the District Valuer.
		ADDITIONAL ITEM The Chairman ruled in terms of Standing Order 8 that the following item be considered as a matter of urgency as the current gritting lorry was beyond economic repair.
Gritting Lorry for Harris PR110.01	21	The Director of Technical Services submitted a report seeking authority to acquire a replacement gritter lorry for Harris. It was agreed to recommend that the Director of Technical Services be authorised to acquire a replacement gritting lorry of the appropriate size for Harris at an estimated cost of £25,000 with the costs being met from the Capital Budget 2002/03.