30 September 2002

POLICY AND FINANCE COMMITTEE

Minute of Meeting held in Principal Council Offices, Stornoway on Monday 30 September 2002 at 4.00pm.

PRESENT

Mr Roderick J Murray (Chairman)

Mr Alexander A Macdonald

Mrs Morag Munro

Mr Norman A Macdonald

Mr Donald Maclean

Mr Angus Nicolson

Mrs Mary Bremner

Mr Angus Campbell

Mr Donald Manford

APOLOGIES

Mr George Lonie

Mr Alasdair G Macrae

Mr Norman L Macdonald

MINUTES

Policy and Finance

1

The Minute of Meeting of 10 September 2002 was approved.

Appointments Panel

2

The minute of Meeting of the Appointments Panel of 12 September 2002 was noted.

CONSTITUTION

Review of Call-In Procedure.

SS05

3

The Chief Executive submitted a Report relating to adjustments in the Call-in and Referral Procedure in the light of working experience.

The outline options detailed in the Report were discussed, as were the following points:

· A fifth option, with Service Committees making recommendations to a meeting of the Comhairle the week following `Committee Week' should be added to the options for consideration.

· It is important that every member should have the opportunity to raise issues at Comhairle meetings.

· There should be a mechanism to enable members to engage in debate as part of the business at Comhairle meetings.

· The Committee felt it important that the final decision on any matter should be given as soon as possible.

· It was considered that timetabling of Policy and Finance Committee hours before Comhairle did not give sufficient time for items to be considered.

· Consideration should be given to arranging Policy and Finance Committee meetings at the end of the `Committee Week' series of meetings

· An element of delegated authority should remain with the Service Committees.

· Time is required and should be allowed for consultation with the local community, particularly on planning applications.

It was agreed to refer this matter to the next meeting of the Comhairle.

LAND AND BUILDINGS

Programme and Progress

PR31.07

4

The Director of Technical Services submitted a Report relating to progress on the replacement of the boiler in the Council Offices, Stornoway.

It was agreed to note the Report.

It was agreed that the public, including the press, be excluded from the meeting during consideration of Item 5 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).

Redevelopment of Nicolson Lewis Sports Centre: Proposed Tender List.

PR95.15.12

5

The Director of Technical Services submitted a Report seeking approval of the proposed tender list for the redevelopment of the Nicolson Lewis Sports Centre.

It was agreed that tenders for the redevelopment of the Nicolson Lewis Sports Centre would be invited from the following companies:

Tulloch Construction Group Ltd.,

Dickie Construction Ltd, Glasgow,

R J Macleod Ltd., Glasgow,

Robertson Construction Ltd., Elgin,

Trentham Construction Ltd., Broxburn,

Uist Builders (Construction) Ltd.

E-GOVERNMENT

Broadband:

Latest Position

PR11.09

6

The Director of Corporate Services submitted a Report informing Members of the current position regarding progress with the various Comhairle Broadband projects. It was stated that there are currently three main projects concerned with improving telecommunications throughout the Western Isles.

It was agreed to note the Report, and to grant authority to the Chief Executive to act as key decision taker during negotiations for contracts within the normal scheme of delegation.

SERVICE ISSUES

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

Service Level Agreement for Debt Advice.

PR43.02

7

The Director for Sustainable Communities submitted a Report seeking approval of an amended Service Level Agreement (SLA) with the Western Isles Citizens Advice Service (WICAS) for an increased provision of debt advice and seeking to amend the Scheme of Delegation.

It was agreed to amend

(a) the Service Level Agreement with Western Isles Citizens Advice Service (WICAS) to make provision for an increased level of debt advice, and

(b) the scheme of delegation to permit the Director for Sustainable Communities to make amendments to the Service Level Agreement with WICAS.

PERSONNEL

Establishment of Posts:

(1) Co-ordinator and Development Officer (Child Protection and Looked After Children);

(2) Social Work Assistant (Community Care)

(3) Social Work Assistant (Children and Families)

M02.02.09

8

The Director of Social Work submitted a Report seeking approval to establish three new posts in the Social Work Department.

It was agreed that the director of Social work be authorised to establish the posts of

(1) Co-ordinator and Development Officer (Child Protection and Looked After Children),

(2) Social Work Assistant (Community Care); and

(3) Social Work Assistant (Children and Families)

all at grades to be determined by Management Audit evaluation.

ADDITIONAL ITEMS

The Chairman ruled in terms of Standing Order 8 that the following items be considered as a matter of urgency to enable staffing matters within the Comhairle to be resolved.

Establishment of Posts: Overnight Support Workers (Uist)

M02.02.09

9

The Director of Social Work submitted a report relating to the Establishment of four new posts to cover the staffing requirements for establishing the overnight support service in Berneray, North Uist and Benbecula.

It was agreed to approve the establishment of four posts of Care Assistant: Overnight Support Service (31.5 hours per week) at grade SCP 8 plus night enhancement of 33%.

It was agreed that the public, including the press, be excluded from the meeting during consideration of Item 10 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 or a particular office-holder or former office holder or applicant to become an office-holder under the Comhairle would be disclosed.

Staffing Structure - Ionmhas

MO2.02.03

10

The Director of Corporate Services submitted a Report relating to proposed interim arrangements for the staffing structure during the absence of the Director of Finance.

It was agreed that the structure of Ionmhas as detailed in the structure chart at Appendix 2 to the Report be adopted for the duration of the sick leave of the Director, with the following appointments:

(i) David Rattray be appointed as Acting Director of Finance and proper officer in terms of S.95 of the Local Government (Scotland) Act 1973, with immediate effect;

(ii) the post of Assistant Director, Accountancy be offered on an acting-up basis to an Accountant in a senior post by competitive interview; and

(iii) the selection of Acting Assistant Director be delegated on this occasion to the Acting Director of Finance, with the assistance of an appointment panel and an external adviser.

PRESENT	Mr Roderick J Murray (Chairman)
	Mr Alexander A Macdonald	Mrs Morag Munro
	Mr Norman A Macdonald	Mr Donald Maclean
	Mr Angus Nicolson	Mrs Mary Bremner
	Mr Angus Campbell	Mr Donald Manford

APOLOGIES	Mr George Lonie	Mr Alasdair G Macrae
	Mr Norman L Macdonald

		MINUTES
Policy and Finance	1	The Minute of Meeting of 10 September 2002 was approved.
Appointments Panel	2	The minute of Meeting of the Appointments Panel of 12 September 2002 was noted.
		CONSTITUTION
Review of Call-In Procedure. SS05	3	The Chief Executive submitted a Report relating to adjustments in the Call-in and Referral Procedure in the light of working experience. The outline options detailed in the Report were discussed, as were the following points: · A fifth option, with Service Committees making recommendations to a meeting of the Comhairle the week following `Committee Week' should be added to the options for consideration. · It is important that every member should have the opportunity to raise issues at Comhairle meetings. · There should be a mechanism to enable members to engage in debate as part of the business at Comhairle meetings. · The Committee felt it important that the final decision on any matter should be given as soon as possible. · It was considered that timetabling of Policy and Finance Committee hours before Comhairle did not give sufficient time for items to be considered. · Consideration should be given to arranging Policy and Finance Committee meetings at the end of the `Committee Week' series of meetings · An element of delegated authority should remain with the Service Committees. · Time is required and should be allowed for consultation with the local community, particularly on planning applications. It was agreed to refer this matter to the next meeting of the Comhairle.
		LAND AND BUILDINGS
Programme and Progress PR31.07	4	The Director of Technical Services submitted a Report relating to progress on the replacement of the boiler in the Council Offices, Stornoway. It was agreed to note the Report.
		It was agreed that the public, including the press, be excluded from the meeting during consideration of Item 5 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).
Redevelopment of Nicolson Lewis Sports Centre: Proposed Tender List. PR95.15.12	5	The Director of Technical Services submitted a Report seeking approval of the proposed tender list for the redevelopment of the Nicolson Lewis Sports Centre. It was agreed that tenders for the redevelopment of the Nicolson Lewis Sports Centre would be invited from the following companies: Tulloch Construction Group Ltd., Dickie Construction Ltd, Glasgow, R J Macleod Ltd., Glasgow, Robertson Construction Ltd., Elgin, Trentham Construction Ltd., Broxburn, Uist Builders (Construction) Ltd.
		E-GOVERNMENT
Broadband: Latest Position PR11.09	6	The Director of Corporate Services submitted a Report informing Members of the current position regarding progress with the various Comhairle Broadband projects. It was stated that there are currently three main projects concerned with improving telecommunications throughout the Western Isles. It was agreed to note the Report, and to grant authority to the Chief Executive to act as key decision taker during negotiations for contracts within the normal scheme of delegation.
		SERVICE ISSUES
		Mrs Morag Munro declared an interest and left the meeting during consideration of the following item.
Service Level Agreement for Debt Advice. PR43.02	7	The Director for Sustainable Communities submitted a Report seeking approval of an amended Service Level Agreement (SLA) with the Western Isles Citizens Advice Service (WICAS) for an increased provision of debt advice and seeking to amend the Scheme of Delegation. It was agreed to amend (a) the Service Level Agreement with Western Isles Citizens Advice Service (WICAS) to make provision for an increased level of debt advice, and (b) the scheme of delegation to permit the Director for Sustainable Communities to make amendments to the Service Level Agreement with WICAS.

		PERSONNEL
Establishment of Posts: (1) Co-ordinator and Development Officer (Child Protection and Looked After Children); (2) Social Work Assistant (Community Care) (3) Social Work Assistant (Children and Families) M02.02.09	8	The Director of Social Work submitted a Report seeking approval to establish three new posts in the Social Work Department. It was agreed that the director of Social work be authorised to establish the posts of (1) Co-ordinator and Development Officer (Child Protection and Looked After Children), (2) Social Work Assistant (Community Care); and (3) Social Work Assistant (Children and Families) all at grades to be determined by Management Audit evaluation.
		ADDITIONAL ITEMS
		The Chairman ruled in terms of Standing Order 8 that the following items be considered as a matter of urgency to enable staffing matters within the Comhairle to be resolved.
Establishment of Posts: Overnight Support Workers (Uist) M02.02.09	9	The Director of Social Work submitted a report relating to the Establishment of four new posts to cover the staffing requirements for establishing the overnight support service in Berneray, North Uist and Benbecula. It was agreed to approve the establishment of four posts of Care Assistant: Overnight Support Service (31.5 hours per week) at grade SCP 8 plus night enhancement of 33%.
		It was agreed that the public, including the press, be excluded from the meeting during consideration of Item 10 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 or a particular office-holder or former office holder or applicant to become an office-holder under the Comhairle would be disclosed.
Staffing Structure - Ionmhas MO2.02.03	10	The Director of Corporate Services submitted a Report relating to proposed interim arrangements for the staffing structure during the absence of the Director of Finance. It was agreed that the structure of Ionmhas as detailed in the structure chart at Appendix 2 to the Report be adopted for the duration of the sick leave of the Director, with the following appointments: (i) David Rattray be appointed as Acting Director of Finance and proper officer in terms of S.95 of the Local Government (Scotland) Act 1973, with immediate effect; (ii) the post of Assistant Director, Accountancy be offered on an acting-up basis to an Accountant in a senior post by competitive interview; and (iii) the selection of Acting Assistant Director be delegated on this occasion to the Acting Director of Finance, with the assistance of an appointment panel and an external adviser.