30 October 2002

POLICY AND FINANCE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Wednesday 30 October 2002 at 11.00 am.

PRESENT

Mr Roderick J Murray (Chairman)

Mr Norman L Macdonald

Mr Angus Campbell

Mr Alexander A Macdonald

Mr Alasdair G Macrae

Mr Norman A Macdonald

Mr George Lonie

Mrs Morag Munro

Mr Donald Maclean

Mr Angus Nicolson

Mr Donald Manford

APOLOGIES

Mr Ian M Macleod

Mrs Mary Bremner

MINUTES

Policy and Finance

1

The Minute of Meeting of 30 September 2002 was approved.

Conditions of Services Sub Committee

2

The Minute of Meeting of the Conditions of Service Sub Committee of 2 October 2002 was noted.

Shortleeting Panel

3

The Minute of Meeting of the Shortleeting Panel of 6 August 2002 was noted.

Appointments Panel

4

The Minute Meeting of the Appointments Panel of 14 August 2002 was noted.

Local Government Employee Joint Consultative Committee

5

The Minute of Meeting of the Local Government Employee Joint Consultative Committee of 12 September 2002 was noted, and it was agreed to approve the recommendations from the following items.

Item 5 PPP: The Need for a Debate

(1) The Director of Education and the Acting Director of Finance be invited to address the JCC on the full implications of the PPP proposals at a special meeting, which would also consider relevant aspects of Housing Stock Transfer and the Joint Future proposals; and

(2) The Director of Education keep the JCC informed of progress on PPP issues.

Item 6 Management of Health and Safety

(1) that issues concerning health and safety be raised with the Director of Corporate Services;

(2) the Director of Corporate Services raise the issues discussed at the meeting with the Chief Executive and the Management Team; and

(3) the Director of Corporate Services consider preparing a Performance Improvement Plan on Health and Safety.

Item 7 Scotland's Health at Work Scheme

(1) the membership of the Steering Group be approved;

(2) Mr Calum Mackay be appointed from the TGWU and the other Union Secretaries nominate representatives from their respective Unions;

(3) the Comhairle consider nominating Mr Ian M Macleod to the Steering Group; and

(4) the questionnaire be considered at the first meeting of the Steering Group.

POLICY PLANNING

2001 Census of Population

PR53.01.07

6

The Director for Sustainable Communities submitted a Report relating to the initial analysis of the 2001 Census of Population, together with a number of action points referred from the Sustainable Development Committee of 2October 2002. The Committee also had before them a paper summarising the issues raised during a presentation and discussion held with Community Planning Partners earlier in the day.

It was stated that there were labourforce shortages in the Western Isles, and that it was difficult to attract professional/managerial staff to the Islands. It was also stated that there was a lack of understanding between industry and regulatory authorities and that the main issues needing investigation related to the reasons for the drop in the 18 - 24 age group, which may be linked to:

a) problems in finding suitable/affordable housing;

b) the islands' image of remoteness/lifestyle issues;

c) travelling costs and transport problems;

d) the workforce being attracted by higher wages on the mainland;

e) educational aspirations of parents leading to shortages of skilled tradesmen;

f) the need for the education system on the islands to be geared towards meeting the needs of local industries.

It was agreed that:

(1) in view of the very real risk to the existing social infrastructure of the islands through depopulation, the Comhairle campaign vigorously to maintain and enhance financial support for the Western Isles from Government;

(2) the Comhairle, through analysis of the 2001 Census and other date sources, agree targets with Community Planning Partners and in particular through the Local Economic Forum, for creating jobs to exceed the indigenous potential workforce and encourage inward migration within the `Creating Communities of the Future' framework;

(3) the Comhairle presents proposals to the Community Planning Forum and the Local Economic Forum to commission further work, (on a partnership basis) once small area census data is available in spring 2003, to investigate reasons behind depopulation in the Western Isles;

(4) representations be made to the Scottish Parliament seeking the designation of the Western Isles as an Area for Special Economic Development, and the establishment of an agency charged with co-ordination of efforts on economic/social/housing issues; and

(5) progress Reports be prepared for each series of Committee meetings, with a review of progress to be undertaken in March 2003.

SPECIFIC MATTERS

It was agreed that the public, including the press, be excluded from the meeting during consideration of Item 7 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 the financial or business affairs of any particular person (other than the Comhairle).

Business Loan Scheme (AB105/070)

PR91.00

7

The Director for Sustainable Communities submitted a Report relating to an application for funding under the Business Loan Scheme from Fleming Engineering, Goat Island, Stornoway. It was stated that the Committee welcomed the proposed development in the Newton Basin.

It was agreed to approve the application by Fleming Engineering for a loan of £50,000 under the Business Loan Scheme, subject to standard scheme conditions.

A Forward Strategy for Scottish Agriculture

8

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

It was agreed that the public, including the press, be excluded from the meeting during consideration of Item 9 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 of former office holder, or applicant to become an office holder under the Comhairle.

Barra Office Review

MO2.02.02

9

The Director of Corporate Services submitted a Report relating to a proposal to establish a `one-stop-shop' in the Comhairle's office in Barra.

It was agreed:

(1) to create 2 new full-time posts of Administrative Assistant (Customer Care) at a grade of AP2 and that the staff currently occupying the posts of Administration Assistant (Social Work) and Clerical Assistants, Corporate Services (P/T) be matched into the new posts;

(2) that the current posts of Administration Assistant (Social Work) and Clerical Assistants Corporate Services (P/T) be dis-established;

(3) that Departments currently receiving services for which they are not paying (Sustainable Communities, Finance, Housing, Chief Executive's and Technical Services Departments), collectively, meet any funding shortfall arising from these recommendations;

(4) that the new post holders report to the Social Worker/Housing Officer in the Barra Office in the first instance; and

(5) that a further report be brought before the Committee dealing with local Staff and Office line management arrangements.

Western Isles Slaughterhouses

DS40.23

10

The Director for Sustainable Communities submitted a Report relating to progress on the operation of the Stornoway Abattoir by the Comhairle. A supplementary paper was circulated stating the estimated financial out-turn of the operation. The Chairman congratulated the Members of the Western Isles Slaughterhouses Member/Officer Working group, and all those involved in the operation of the Slaughterhouse for the successful operation of this community facility.

It was agreed to note the Report.

PERSONNEL

Corporate Governance in the Comhairle: Return of Democratic Services to Corporate Services.

PR31

11

The Chief Executive submitted a Report relating to a proposal that responsibility for Democratic Services should return to the Director of Corporate Services.

It was agreed that:

(1) Democratic Services will revert to the Department of Corporate Services with effect from 1 November 2002;

(2) Any necessary changes in Standing Orders and Delegation should be implemented as part of the continuing work on updating Corporate Governance in the Comhairle.

Establishment of Post - Head of Policy & Management

M02.02.04

12

The Director for Sustainable Communities submitted a Report relating to a proposal to establish a post of Head of Policy and Management.

It was agreed that the Director for Sustainable Communities be authorised to:

(1) establish the post of Head of Policy and Management within the Department for Sustainable Communities; and

(2) redesignate the currently vacant post of Planning Manger (PO10-12) to Principal Officer, Strategic Development at the salary scale, PO7-10.

It was agreed that the public, including the press, be excluded from the meeting during consideration of Item 13 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 of former office holder, or applicant to become an office holder under the Comhairle.

Establishment of Post of Teacher of French and Learning Support 0.5 FTE

M02.02.06

13

The Director of Education submitted a Report relating to a proposal to establish a post of Teacher of French and Learning Support at Sir E Scott School.

It was agreed that the Director of Education be authorised to:

(1) establish a 0.5 FTE post of Teacher of French and Learning Support at Sir E Scott School; and

(2) transfer the supply teacher onto the permanent staff on a 0.5 FTE basis.

COMMITTEES

Committee Decision Reports:

14

The Decision Reports from service committees were submitted as summarised below. Unless otherwise indicated the committee noted the Committee Decision Reports:

(a) Arts and Leisure Committee - 1 October 2002

(b) Housing Committee - 1 October 2002

(c) Education Committee - 1 October 2002

(d) Environmental Services Committee - 2 October 2002

(e) Transportation Committee - 2 October 2002

(f) Sustainable Development Committee - 2 October 2002

(g) Social Work Committee - 3 October 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 a difficulty with the implementation of a previous decision on the matter to be resolved.

Letting Council Premises: Criminal Convictions Disclosure.

PR11.33

15

The Chief Executive submitted a Report seeking Members' approval for a delay to the implementation date for the policy that provides safeguards for children where Comhairle owned premises are let to outside groups.

It was agreed that:

(a) following discussions with the voluntary sector a Report would be brought to the next meeting of the Committee with a revised recommended date for the implementation of the policy; and

(b) the policy be amended to require checks for `new' volunteers (as defined in paragraph 2.6 of the Report).

___

PRESENT	Mr Roderick J Murray (Chairman) Mr Norman L Macdonald	Mr Angus Campbell
	Mr Alexander A Macdonald	Mr Alasdair G Macrae
	Mr Norman A Macdonald Mr George Lonie	Mrs Morag Munro Mr Donald Maclean
	Mr Angus Nicolson	Mr Donald Manford


APOLOGIES	Mr Ian M Macleod
	Mrs Mary Bremner

		MINUTES
Policy and Finance	1	The Minute of Meeting of 30 September 2002 was approved.
Conditions of Services Sub Committee	2	The Minute of Meeting of the Conditions of Service Sub Committee of 2 October 2002 was noted.
Shortleeting Panel	3	The Minute of Meeting of the Shortleeting Panel of 6 August 2002 was noted.
Appointments Panel	4	The Minute Meeting of the Appointments Panel of 14 August 2002 was noted.
Local Government Employee Joint Consultative Committee	5	The Minute of Meeting of the Local Government Employee Joint Consultative Committee of 12 September 2002 was noted, and it was agreed to approve the recommendations from the following items. Item 5 PPP: The Need for a Debate (1) The Director of Education and the Acting Director of Finance be invited to address the JCC on the full implications of the PPP proposals at a special meeting, which would also consider relevant aspects of Housing Stock Transfer and the Joint Future proposals; and (2) The Director of Education keep the JCC informed of progress on PPP issues. Item 6 Management of Health and Safety (1) that issues concerning health and safety be raised with the Director of Corporate Services; (2) the Director of Corporate Services raise the issues discussed at the meeting with the Chief Executive and the Management Team; and (3) the Director of Corporate Services consider preparing a Performance Improvement Plan on Health and Safety.
		Item 7 Scotland's Health at Work Scheme (1) the membership of the Steering Group be approved; (2) Mr Calum Mackay be appointed from the TGWU and the other Union Secretaries nominate representatives from their respective Unions; (3) the Comhairle consider nominating Mr Ian M Macleod to the Steering Group; and (4) the questionnaire be considered at the first meeting of the Steering Group.
		POLICY PLANNING
2001 Census of Population PR53.01.07	6	The Director for Sustainable Communities submitted a Report relating to the initial analysis of the 2001 Census of Population, together with a number of action points referred from the Sustainable Development Committee of 2October 2002. The Committee also had before them a paper summarising the issues raised during a presentation and discussion held with Community Planning Partners earlier in the day. It was stated that there were labourforce shortages in the Western Isles, and that it was difficult to attract professional/managerial staff to the Islands. It was also stated that there was a lack of understanding between industry and regulatory authorities and that the main issues needing investigation related to the reasons for the drop in the 18 - 24 age group, which may be linked to: a) problems in finding suitable/affordable housing; b) the islands' image of remoteness/lifestyle issues; c) travelling costs and transport problems; d) the workforce being attracted by higher wages on the mainland; e) educational aspirations of parents leading to shortages of skilled tradesmen; f) the need for the education system on the islands to be geared towards meeting the needs of local industries. It was agreed that: (1) in view of the very real risk to the existing social infrastructure of the islands through depopulation, the Comhairle campaign vigorously to maintain and enhance financial support for the Western Isles from Government; (2) the Comhairle, through analysis of the 2001 Census and other date sources, agree targets with Community Planning Partners and in particular through the Local Economic Forum, for creating jobs to exceed the indigenous potential workforce and encourage inward migration within the `Creating Communities of the Future' framework; (3) the Comhairle presents proposals to the Community Planning Forum and the Local Economic Forum to commission further work, (on a partnership basis) once small area census data is available in spring 2003, to investigate reasons behind depopulation in the Western Isles; (4) representations be made to the Scottish Parliament seeking the designation of the Western Isles as an Area for Special Economic Development, and the establishment of an agency charged with co-ordination of efforts on economic/social/housing issues; and (5) progress Reports be prepared for each series of Committee meetings, with a review of progress to be undertaken in March 2003.
		SPECIFIC MATTERS It was agreed that the public, including the press, be excluded from the meeting during consideration of Item 7 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 the financial or business affairs of any particular person (other than the Comhairle).
Business Loan Scheme (AB105/070) PR91.00	7	The Director for Sustainable Communities submitted a Report relating to an application for funding under the Business Loan Scheme from Fleming Engineering, Goat Island, Stornoway. It was stated that the Committee welcomed the proposed development in the Newton Basin. It was agreed to approve the application by Fleming Engineering for a loan of £50,000 under the Business Loan Scheme, subject to standard scheme conditions.
A Forward Strategy for Scottish Agriculture	8	The Democratic Services Manager sought, and obtained the Chairman's permission to withdraw this item.
		It was agreed that the public, including the press, be excluded from the meeting during consideration of Item 9 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 of former office holder, or applicant to become an office holder under the Comhairle.
Barra Office Review MO2.02.02	9	The Director of Corporate Services submitted a Report relating to a proposal to establish a `one-stop-shop' in the Comhairle's office in Barra. It was agreed: (1) to create 2 new full-time posts of Administrative Assistant (Customer Care) at a grade of AP2 and that the staff currently occupying the posts of Administration Assistant (Social Work) and Clerical Assistants, Corporate Services (P/T) be matched into the new posts; (2) that the current posts of Administration Assistant (Social Work) and Clerical Assistants Corporate Services (P/T) be dis-established; (3) that Departments currently receiving services for which they are not paying (Sustainable Communities, Finance, Housing, Chief Executive's and Technical Services Departments), collectively, meet any funding shortfall arising from these recommendations; (4) that the new post holders report to the Social Worker/Housing Officer in the Barra Office in the first instance; and (5) that a further report be brought before the Committee dealing with local Staff and Office line management arrangements.
Western Isles Slaughterhouses DS40.23	10	The Director for Sustainable Communities submitted a Report relating to progress on the operation of the Stornoway Abattoir by the Comhairle. A supplementary paper was circulated stating the estimated financial out-turn of the operation. The Chairman congratulated the Members of the Western Isles Slaughterhouses Member/Officer Working group, and all those involved in the operation of the Slaughterhouse for the successful operation of this community facility. It was agreed to note the Report.
		PERSONNEL
Corporate Governance in the Comhairle: Return of Democratic Services to Corporate Services. PR31	11	The Chief Executive submitted a Report relating to a proposal that responsibility for Democratic Services should return to the Director of Corporate Services. It was agreed that: (1) Democratic Services will revert to the Department of Corporate Services with effect from 1 November 2002; (2) Any necessary changes in Standing Orders and Delegation should be implemented as part of the continuing work on updating Corporate Governance in the Comhairle.
Establishment of Post - Head of Policy & Management M02.02.04	12	The Director for Sustainable Communities submitted a Report relating to a proposal to establish a post of Head of Policy and Management. It was agreed that the Director for Sustainable Communities be authorised to:
		(1) establish the post of Head of Policy and Management within the Department for Sustainable Communities; and (2) redesignate the currently vacant post of Planning Manger (PO10-12) to Principal Officer, Strategic Development at the salary scale, PO7-10.
		It was agreed that the public, including the press, be excluded from the meeting during consideration of Item 13 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 of former office holder, or applicant to become an office holder under the Comhairle.
Establishment of Post of Teacher of French and Learning Support 0.5 FTE M02.02.06	13	The Director of Education submitted a Report relating to a proposal to establish a post of Teacher of French and Learning Support at Sir E Scott School. It was agreed that the Director of Education be authorised to: (1) establish a 0.5 FTE post of Teacher of French and Learning Support at Sir E Scott School; and (2) transfer the supply teacher onto the permanent staff on a 0.5 FTE basis.
		COMMITTEES
Committee Decision Reports:	14	The Decision Reports from service committees were submitted as summarised below. Unless otherwise indicated the committee noted the Committee Decision Reports: (a) Arts and Leisure Committee - 1 October 2002 (b) Housing Committee - 1 October 2002 (c) Education Committee - 1 October 2002 (d) Environmental Services Committee - 2 October 2002 (e) Transportation Committee - 2 October 2002 (f) Sustainable Development Committee - 2 October 2002 (g) Social Work Committee - 3 October 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 a difficulty with the implementation of a previous decision on the matter to be resolved.
Letting Council Premises: Criminal Convictions Disclosure. PR11.33	15	The Chief Executive submitted a Report seeking Members' approval for a delay to the implementation date for the policy that provides safeguards for children where Comhairle owned premises are let to outside groups. It was agreed that: (a) following discussions with the voluntary sector a Report would be brought to the next meeting of the Committee with a revised recommended date for the implementation of the policy; and (b) the policy be amended to require checks for `new' volunteers (as defined in paragraph 2.6 of the Report).