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With reference to a point raised at the Environmental
Services Committee of 22 March 2007 the Chairman provided an update in
relation to the statutory role and legal duties of Scottish Natural Heritage
(SNH) and the approach taken by SNH as a consultee.
It was agreed to recommend that the
Chairman be authorised to write to the First Minister highlighting the
Comhairle’s concerns in relation to compliance by SNH with its statutory
duty, in particular with regard to the approach SNH take in considering their
‘Balancing Duty’ relating to socio economic issues and secondly local
accountability within the decision making structures of SNH.
The Chairman also indicated that the Gaelic
Television Channel was now on course to be launched by the end of 2007
following on from two separate announcements of additional funding from the
Minister for Culture and Highlands and
Islands Enterprise. The relevant
Minister, Patricia Ferguson, had pledged an additional £3 million per year from
the Scottish Executive towards the dedicated digital Gaelic Television
Service. HIE had also announced a
contribution of £250,000 towards upgrading the Tigh Shiphort (Seaforth House)
Studio in Stornoway. It was understood
that the department for Culture, Media and Sport would also contribute
£250,000.
This digital television service which was
being developed by GMS and the BBC would play a key role in revitalising and
sustaining the Gáidhlig Language. Additional funding would enable new
production and post production equipment to be purchased, new programmes to
be commissioned and would allow the technical, artistic and editorial skills
base to be enhanced and developed. In
total GMS would spend £1.3 million upgrading the Stornoway facility and a
number of new jobs would be created.
Although the Gáidhlig News Television
Service would be based in Inverness. The new equipment would allow enhanced
coverage of news, events and sport from the Stornoway studio. The transmission of programmes would be
co-ordinated from the new BBC headquarters in Glasgow’s Pacific Quay.
It was
agreed to recommend that the update be noted.
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MINUTES
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Minute of Meeting
of 8 February 2007
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1(a)
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The
Minute of Meeting of 8 February 2007 was approved.
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Minute of Meeting
of 15 February 2007
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1(b)
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The
Minute of Meeting of 15 February 2007 was approved.
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Declaration of Interest
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2
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The Chairman declared an interest in item 39
and left the meeting during consideration of the matter.
The Vice-Chairman declared an interest in
items 28, 31 and 39 and left the meeting during consideration of these items.
Mr Norman L Macdonald declared an interest
in items 27 and 39 and left the meeting during consideration of these items.
Mr Norman M Macleod declared an interest in
item 20, 27, 39, 42 and 43 and left the meeting during consideration of these
items.
Mr Murdo Macleod declared an interest in
item 27 and item 42 and left the meeting during consideration of these items.
Mr Archie Campbell declared an interest in
item 17 and a non-pecuniary interest in item 13 and left the meeting during
consideration of these items.
Mr Angus Nicolson declared an interest in
items 27 and 28 and left the meeting during consideration of these items.
Mr Donald J Macsween declared an interest in
items 30 and 43 and left the meeting during consideration of these items.
Mr Alex A MacDonald declared an interest in
item 27 and left the meeting during consideration of the matter.
Mr Donald Maclean declared an interest in
item 27 and left the meeting during consideration of the matter.
Mr Iain Morrison declared an interest in
item 27 and left the meeting during consideration of the matter.
Mr George Lonie declared an interest in item
17 and left the meeting during consideration of the matter.
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Minute of Meeting of Local
Government Employees Joint Consultative Committee of 15 December 2006
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3
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The Minute of Meeting
of the Local Government Employees Joint Consultative Committee of 15 December
2006 was noted.
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Minute of Meeting of Joint Future
Committee of 1 February 2007
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4
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The Minute of Meeting
of the Joint Future Committee of 1 February 2007 was noted.
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Minute of Meeting of Human
Resources Sub-Committee of 22 March 2007
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5
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The
Minute of Meeting of the Human Resources
Sub-Committee of 22 March 2007 was noted
and item 10 thereof recommended for approval.
Arising out of
consideration of this item it was agreed that the Report to be submitted in
relation to Item 5 of the Minute would be circulated to all Members and would
detail the procedures followed and delegations exercised.
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CORPORATE STRATEGY
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Corporate Strategy 2007 – 2011:
Development Process
SS04.01.01
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6
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The Chief
Executive submitted a Report in respect of the framework and timetable for
the development of the Comhairle’s Corporate Strategy for 2007 - 2011. The Report indicated that the Corporate
Strategy should set out a clear agenda of what the Comhairle wished to
achieve over its term and should set targets and objectives, describe how
they would be achieved and identify how progress and achievement would be
monitored.
The Best Value
Audit of the Comhairle in August 2006 had highlighted that the Corporate
Strategy should contain clear outcome focused targets and the Report proposed
a process and timescale for developing the new Corporate Strategy (including
a specific development day in early June 2007) in advance of agreeing the
capital programme for 2008-12 and revenue budgets and business plans for
2008/09. It was indicated in the Report
that this process would enable the Corporate Strategy to be at the centre of
the Comhairle’s decision making processes and particularly in the allocation
of capital and revenue.
It was agreed to recommend that:
(1)
the development process for the
new Corporate Strategy, as outlined in paragraph 6.5 of the Report, that
allowed the approval of the Strategy in September 2007 be approved;
(2)
the structure of the new Strategy
document, as contained in paragraph 7.7, be approved as the basis on which
the Strategy could be developed; and
(3)
if possible, the date for setting
the Comhairle’s Capital Programme be brought forward to December 2007 in
order that PERs could be approved prior to the commencement of the programme
on 1 April 2008.
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FINANCE
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Business Plans and Budget 2007/08
PR33.01.04
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7
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The Chief Executive submitted a Report
seeking approval of the Business Plans for 2007/2008 and the budget for
2007/2008. It stated in the Report
that the Chartered Institute of Public Finance (CIPFA)/Society of Local Authority
Chief Executives (SOLACE) Corporate Governance Framework advised that Local
Authorities should maintain effective arrangements for explicit
accountability to stakeholders for an authority’s performance and its
effectiveness in the delivery of services and the sustainable use of
resources. It was stated in the Report
that the preparation of Department Business Plans and Budgets had been
brought together for 2007/08 with the result that the budget now included
business plans alongside the planned expenditure for any given service. It was emphasised that possible targets and
action points relating to 2008/2009 and 2009/2010 had also been included in
the plans.
It was agreed to recommend that:
(1)
the Service Committees consider
the terms of the draft Business Plans and propose any final amendments to the
separately circulates Business Plans; and
(2)
the Business Plans (as amended)
be approved.
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Treasury Policy Statement
PR120.06
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8
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With reference to item 9 of the Minute of
Meeting of 30 March 2006 the Director of Finance submitted a Report advising
Members of the Policy Statement setting out the Comhairle’s approach to all
treasury operations.
The Report detailed the Comhairle’s Treasury
Policy Statement and set out the Comhairle’s approach to all treasury
operations and recommended the continuation of the approach first agreed in
2002.
It was agreed to
recommend that the Treasury Policy originally adopted in February 2002,
detailed at Appendix A to the Report, and revised in March 2006, detailed at
Appendix B, be continued for 2007/08.
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Treasury Strategy
PR120.06
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9
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The Director of Finance submitted a Report
proposing a borrowing and investment strategy and policies for 2007/08 and
prudential indicators for 2007-10.
The Report detailed the Treasury Management
Objectives, described the current position, reviewed the prospects for
interest rates and, in light of these forecasts, considered strategy options
for the financial year 2007/08. The
Report indicated that the Director of Finance, in conjunction with treasury
advisers, would monitor continually both the prevailing interest rates and
market forces and respond accordingly.
The Report
also detailed the prudential indicators the Comhairle was required to set for
the following three years to ensure that total capital investment remained
within sustainable limits and in particular that any impact on future council
tax levels was acceptable.
It was agreed to recommend that:
(1)
the Prudential Indicators,
detailed in paragraph 7 of the Report, be adopted;
(2)
the borrowing strategy,
identified in paragraph 9 of the Report, be approved;
(3)
the investment strategy,
identified in paragraph 10 of the Report, be approved; and
(4)
any changes to the treatment of
premium on restructuring, currently out for consultation, be adopted when
approved as Recommended Practice.
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Insurance Renewal 2007/08
PR120.05
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10
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The Director
of Finance submitted a Report informing Members of the insurance renewal
terms for 2007/08.
Details of the
terms were provided in the Report together with a summary of the premiums for
2007/08. The Report indicated that the
increase in premium was due to the increased sums insured which took account
of updated property values, payroll and vehicle numbers.
The Report
indicated that a reduced premium had been offered if the Comhairle were to
accept increased excesses. Given the
Comhairle’s past experience particularly in relation to the extreme weather
conditions in January 2005 this was not put forward as a recommendation.
It was agreed to recommend that:
(1)
the Insurance Renewal Terms for
2007/08 be noted; and
(2)
the existing levels of excess be
retained.
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Additional Capital Funding
PR110.00
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11
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The Director
of Finance submitted a Report advising Members of the conditions attached to
the additional £2.22 million Capital Grant being made available to the
Comhairle for 2007/08 and requested that Members consider the projects being
proposed to be funded by this grant. The
Report indicated that following the decision of the Comhairle in February
2007 officers had put forward proposals in terms of the criteria set by the
Scottish Executive which had been considered by Finance Working Party and the
recommendations in the Report were now placed before Members. These recommendations also proposed
variations on the agreed capital programme to enable the additional capital
grant to be utilised flexibly to meet the Comhairle’s agreed priorities.
It was agreed to
recommend that:
(1)
the £110k allocated to Marybank
depot and £140k of the sum allocated to Ardseileach from the capital
programme 2004-08 be withdrawn;
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(2)
the £250k in (a) above and the
£2,220k capital grant be allocated to fund projects as detailed in Appendix C
to the Report;
(3)
the balance of £200k in respect
of the Voice Over IP project be found from prudential borrowing;
(4)
the relevant Directors be
requested to bring forward proposals to implement the projects listed in
Appendix C under prudential borrowing;
(5)
£50k of the £2m be re-allocated
for road strengthening in February 2007 to turn the £25k loans to Storas
Uibhist and Urras Oighreachd Ghabhsainn into grants;
(6)
£800k of the said £2m be
allocated to Kallin Pier;
(7)
the outline approach to
developing asset management be approved;
(8)
any receipt from the sale of the
Rectory be utilised to reduce overall prudential borrowing; and
(9)
the Director of Social Work be
requested to explore with Western Isles Health Board how the saving arising
from (8) above might attract match funding to help develop Carloway Care
Centre.
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Capital Programme 2008-12
PR110.01
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12
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The Director
of Finance submitted a Report proposing a process for setting the 2008-12
Capital Programme. The Report
highlighted the importance of this capital programme following on from the
Comhairle’s agreed Corporate Strategy.
The importance
of projects being accurately costed and revenue consequences of any project
being addressed prior to its inclusion in the capital programme was
highlighted.
It was agreed to recommend:
(1)
approval of the framework set out
in the Report for setting the 2008-12 Capital Programme; and
(2)
that, if possible, the date for
setting the Comhairle’s Capital Programme be brought forward to December 2007
in order that PERs could be approved prior to the commencement of the
programme on 1 April 2008.
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CONTRACTUAL
MATTERS
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Mr Archie
Campbell declared a non pecuniary interest in item 13 and remained in the
meeting during consideration of the matter.
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Building
Maintenance Term Contract
CB007
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13
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With reference
to item 14 of the Minute of Meeting of 12 October 2006 the Director of
Technical Services submitted a Report seeking approval of the preferred
option for the procurement of building maintenance works to Comhairle
properties from 1 April 2008.
The Report
indicated that an Officer Working Group had been set up to look at the future
of the maintenance of the Comhairle’s buildings and had considered a number
of options in depth, consulted all relevant stakeholders and was putting
forward as a preferred option which would enable the Comhairle to demonstrate
best value, the establishment of a Service Level Agreement with the
Comhairle’s Commercial Operations Unit.
The Report
indicated that any such agreement required to be able to demonstrate
efficiencies, include appropriate performance management processes and ensure
continuous improvement.
The Report
indicated that consultation had also taken place with the Comhairle’s
external auditors on the proposed approach.
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The Report
stated that this was a challenging recommendation for both client and
contractor and provided them with the opportunity to provide efficiencies and
ensure continuous improvement in line with the Comhairle’s duty to ensure
best value.
It was agreed to
recommend that:
(1)
the establishment of a Service
Level Agreement with the Comhairle’s Commercial Operations Unit for the
carrying out of Building Maintenance works to Comhairle properties for a
period of five years from 1 April 2008 be approved, in principle;
(2)
the detail of a Service Level
Agreement, being based on the National Schedule of Rates and including
appropriate performance management processes, be developed and brought for
approval by the Comhairle in advance of March 2008;
(3)
recommendations (1) and (2) above
be approved in terms of the Comhairle’s Contract Regulations; and
(4)
a Report be submitted to a future
meeting of the Committee in relation to the Handyman Service.
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BUILDINGS
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Programme and
Progress
PR33.01.12
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14
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The Director of Technical Services submitted
a Report in relation to programme and progress on buildings held on the
Policy and Resources account at pre-construction and construction stage.
It was agreed to recommend that the Report
be noted.
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It was agreed
that the public including the press be excluded from the meeting during
consideration of the following item 15 on the grounds that exempt information
as defined in Paragraphs 6 & 12 of Schedule 7A to the Local Government
(Scotland) Act 1973 as amended namely Information relating to the financial
or business affairs of any particular person other than the Comhairle and any
instructions to Counsel and any Opinion of Counsel (whether or not in
connection with any proceedings) and any advice received, information
obtained or action to be taken in connection with (a) any legal proceedings
by or against the Comhairle; or (b) the determination of any matter affecting
the Comhairle; (whether in either case proceedings have been commenced or are
in contemplation would be disclosed.
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Ionad Spòrs
Leodhais
AL02.20
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15*
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It was agreed to recommend that the Report
be noted.
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PPP Update
E01.02.15
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16
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The Director of Education submitted a Report
updating Members in relation to progress of the PPP Project.
The Report indicated that further dialogue
meetings had been arranged with each of the Private Sector Development
Partner (PSDP) candidates and that a review had taken place of the
anticipated resource requirements which had indicated that additional
resources would be required and these resource implications would be reported
and discussed in detail at the Project Board.
It was agreed to recommend that the Report
be noted.
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It was agreed that the public including the
press be excluded from the meeting during consideration of the following item
17 on the grounds that exempt information as defined in Paragraphs 6 & 12
of Schedule 7A to the Local Government (Scotland) Act 1973 namely Information
relating to the financial or business affairs of any particular person other
than the Comhairle would be disclosed.
Mr Archie Campbell declared an interest in
item 17 and a non-pecuniary interest in item 13 and left the meeting during
consideration of this item.
Mr George
Lonie declared an interest in item 17 and left the meeting during
consideration of this item.
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Disposal of
Gibson Hostel Site, Stornoway
LB06
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17*
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The Director
of Corporate Services submitted a Report concerning the disposal of the
Gibson Hostel Site.
It was agreed to recommend that the whole site shown in Appendix 1 to the Report
including both hatched and cross-hatched areas be offered for sale to
Hebridean Housing Partnership Limited, at nil price for the construction of
up to a maximum of 22 units subject
to Scottish Ministers’ consent and:
(1) subject to any building development
of the site being one hundred per cent social rented housing; and
(2)
on
condition of the retention of an open ‘green space’ or amenity area, as shown
in the hatched area on the plan appended to the Report and such other terms
and conditions as the Director of Corporate Services in consultation with the
Director for Sustainable Communities should determine.
Arising out of
consideration of this matter it was agreed to recommend that the Chief
Executive be authorised to explore with the Standards Commission the
possibility of a Dispensation being obtained in relation to membership of
Hebridean Housing Partnership Limited and similar registered social landlords
in other authority areas.
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Marybank
Depot, Stornoway
CB001.01
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18
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The Director
of Technical Services submitted a Report seeking approval of a number of
amendments to the current financial, legal and operational aspects of
Marybank Depot, Stornoway. The Report
indicated that a number of issues existed with the current operation of
Marybank Depot, including heavily contaminated ground, inadequate office and
corporate storage, the lack of appropriate fleet parking areas and also
highlighted possible opportunities arising from the establishment of the
Waste Processing Plant at the Creed
Enterprise Park.
The Report
concluded that it was appropriate to bring Marybank Depot under central
control and to charge out market rentals to Comhairle departments and indeed
to any other occupier if these works and services were at any future date to
be carried out by an external contractor.
It was
requested at the meeting that the Director of Technical Services submit
reports in relation to other facilities currently operated by the Comhairle’s
Significant Trading Operations (STOs) and Trading Operations (TOs) and the
potential for them to be managed centrally.
It was agreed to
recommend that:
(1)
the issues and constraints that
exist for the operation of the Marybank Depot site be noted;
(2)
the transfer of the property from
the budgetary responsibility of the Commercial Operations Unit to that of the
Policy and Resources Committee be approved;
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(3)
terms and conditions based on
fair market value be agreed with occupiers of any and all accommodation and
areas of ground within the site;
(4)
the current availability of
internal and external funding to carry forward the delivery of a number of
elements of the proposed programme of improvements detailed in para 9.2 of
the Report be noted and the funding shortfall be considered in the context of
the development of the Capital Programme 2008-2012;
(5)
the Director for Sustainable
Communities, in consultation with Director of Finance, the Director of Corporate
Services and the Director of Technical Services, be authorised to further
consider the financial, legal and technical implications arising from a
possible relocation of Environmental Services personnel and vehicle fleet
from Marybank Depot to the Waste Recycling Plant at the Creed Enterprise Park
and to present the findings of this consideration to a future meeting of the
relevant Committee or Committees by December 2007; and
(6)
the Director of Technical
Services be requested to submit reports to a future meeting of the Committee
in relation to other facilities currently operated by STOs and TOs and the
potential for them to be managed centrally.
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CAPITAL PROGRAMME
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Ports of Entry
Scheme
CH01.01
|
19
|
The Director
for Sustainable Communities submitted a Report detailing the status of the
Ports of Entry Capital Scheme and recommending a strategy for the scheme to
the end of the current capital programme.
The Report indicated that a small number of specific projects, which
had been included in the Ports of Entry Capital Programme, may not now be
considered feasible and that there was an uncommitted element in the
programme. The Report further
indicated that the current Capital Programme was now moving into its last
year and it was considered necessary to review the Ports of Entry Programme
and recommend a strategy for spend which could achieve the original
objectives of the scheme and focus on projects which could be delivered in
2007/08. The strategy was appended to
the Report.
It was agreed to recommend
that:
(1)
the future spend strategy for the
Ports of Entry Capital Scheme as presented at paragraph 6.1 and Appendix 2 to
the Report be approved; and
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