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MINUTES
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Minute of
Meeting of 10 February 2005 at 9.30am and 10 February 2005 at 2.00pm
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1
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(a) The
Minute of Meeting of 10 February 2005 at 9.30am was approved.
(b) The
Minute of Meeting of 10 February 2005 at 2.00pm was approved.
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Declaration
of Interest
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2
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The Chairman
declared an interest in and left the meeting during consideration of Item 7.
The
Vice-Chairman declared and interest in and left the meeting during consideration
of Items 7, 8 and 26.
Mr Angus
Nicolson declared an interest in Item 8 and declared an interest in and left
the meeting during consideration of Item 56.
Mrs Morag
Munro declared an interest in and left the meeting during consideration of
Item 8.
Mr Angus
McCormack declared an interest in and left the meeting during consideration
of Item 13.
Mr Iain
Morrison declared an interest in and left the meeting during consideration of
Item 27.
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Minute of
Meeting of Shortleeting Panel of 29 March 2005 at 11am and 29 March 2005 at
11.30am
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3
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(a)
The Minute of Meeting of the Shortleeting
Panel of 29 March 2005 at 11.00am was noted.
(b) The Minute of Meeting of the
Shortleeting Panel of 29 March 2005 at 11.30am was noted.
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Minute of
Meeting of Human Resources Sub-Committee of 31 March 2005 at 2.00pm, 31 March
2005 at 4.00pm, 21 April 2005 at 2.pm and 21 April 2005 at 4pm
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4
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(a)
The Minute of Meeting of the Human Resources
Sub-Committee of 31 March at 2.00pm was noted.
(b)
The Minute of Meeting of the Human Resources
Sub-Committee of 31 March at 4.00pm was noted and Item 2 approved.
(c)
The Minute of Meeting of the Human Resources
Sub-Committee of 21 April at 2.00pm was noted and Item 4 approved.
(d)
The Minute of Meeting of the Human Resources
Sub-Committee of 21 April at 4.00pm was noted.
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Minute of
Meeting of Housing Stock Transfer Sub-Committee of 3 March 2005, 24 March
2005 and 21 April 2005
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5
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(a)
The Minute of Meeting of the Housing Stock
Transfer Sub-Committee of 3 March 2005 was approved
(b)
The Minute of Meeting of the Housing Stock
Transfer Sub-Committee of 24 March 2005 was approved.
(c)
The Minute of Meeting of the Housing Stock
Transfer Sub-Committee of 21 April 2005 was approved.
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FINANCE
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Recommendations
for Write-Offs of Certain Council Tax, Sundry Debt and NDR Debts
PR100.07
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6
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The Director of Finance submitted a Report recommending that a
debt in excess of £1000 be written off.
It was agreed to recommend that the debt itemised in Appendix A,
to the Report be written off.
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The Chairman
and Vice Chairman declared an interest and left the meeting during
consideration of the following Item 7. Mr Alex A MacDonald chaired the
meeting during consideration of the following Item.
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Rural
Rate Relief Scheme
PR100.03.01
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7
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The Director
of Finance submitted a Report advising Members of changes to the Rural Rate
Relief Scheme and recommending that the Comhairle continue to exercise its
discretionary powers in the manner that it had done since the introduction of
the Scheme.
The Report
highlighted that from 1 April 2005 the only part of the Western Isles
excluded from the definition of designated rural area was the town of Stornoway.
The financial
implications to the Comhairle of continuing this practice was outlined in the
Report.
It was agreed to recommend that discretionary
rate relief continue to be granted for properties in rural areas on the
following basis:
(1)
50% discretionary relief in respect of
premises which qualify for mandatory relief; and
(2)
100% discretionary relief in respect of
schools and associated premises; libraries; museums; refuse dumps; public
conveniences; piers, harbours and associated waiting rooms and car parks;
community halls and meeting rooms; community workshops; council offices and
associated stores.
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The Vice Chairman and Mrs Morag Munro
declared an interest in this Item and left the meeting during consideration
of the following Item 8. Mr Angus Nicolson declared an interest in the
following Item 8.
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Remission
of Rates for Charitable Organisations
PR100.03.01
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8
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With reference to Item 16 of the Minute of
Meeting of the Committee of 10 February 2005 the Director of Finance
submitted a Report advising Members of the present situation regarding
remission of rates for charitable organisations and making recommendations in
relation to the exercise by the Comhairle of its discretionary powers.
The Report detailed the decision of the
Comhairle of 30 January 2000 and recommended that this practice continue.
A list of organisations currently receiving
discretionary relief was appended to the Report and the financial
implications to the Comhairle of continuing this practice were detailed in
the Report.
It was agreed to recommend that:
(a)
the organisations listed in the
Appendix to the Report, which had been granted discretionary rates relief in
2004/05, with the exception of Scottish Natural Heritage, be granted relief
for 2005/06 and subsequent years provided that they continued to qualify;
(b)
the Director of Finance be granted
delegated powers to remit the rates of organisations within the terms of the
legislation in respect of new applications and to revoke any granting of
remission where the circumstances had changed to the extent that any
organisation no longer qualified;
(c)
a Report be submitted to the next
meeting of the Committee in relation to the relief being granted to Scottish
Natural Heritage and that relief continue to be granted to Scottish Natural
Heritage until the next scheduled meeting of the Comhairle; and
(d)
the Office of the Scottish Charities
Regulator (OSCR) be invited to give a presentation to a future meeting of the
Committee.
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Consultation
on Local Taxation in Scotland
PR100.03.01
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9
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With reference
to Item 14 of the Minute of Meeting of the Committee of 10 February 2005
the Director of Finance submitted a Report seeking Members’ approval of a
response to the consultation document on Local Taxation in Scotland issued by the Local Government Finance Review Committee.
The process
involved in the production of the draft response was detailed in the Report
and it was stated that the draft response had been submitted by the deadline
of 15 April 2005 but that it had been emphasised in the submission that the
response was subject to formal approval by the Comhairle.
It was agreed to recommend that the
Comhairle approve the draft response to the consultation on Local Taxation in
Scotland.
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Insurance Renewal 2005/06
PR120.05
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10
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The Director of Finance submitted a Report advising Members of the
terms of the renewal of the Comhairle’s insurance policy for 2005/06. The
Report detailed the changes in the renewal terms for 2005/06; the additional
cover requested for 2005/06 and the replies received from Zurich Municipal
Insurance in that regard, the Comhairle’s insurers, and a summary of premiums
paid for the years 2000-2006. It was highlighted that the excess payable in
respect of storm damage had increased from £250 to £5000. The Chairman
welcomed Ms Anne Rock of Willis Ltd, the Comhairle’s insurance brokers, to
the meeting. An opportunity was afforded to Members of the Comhairle to ask
questions of Ms Rock.
It was agreed to recommend that the Report be noted and that the
Director of Finance submit a Report to an early future meeting of the
Committee prior to the commencement of any tendering process addressing in
particular the effect of the increased excess and the possibility of the
Comhairle self-insuring.
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Signatories for Banking Purposes
PR120.04
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11
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The Depute Director of Finance submitted a Report seeking
homologation of his actions as Acting Director of Finance in amending the
approved signatory list for Banking Purposes on a temporary basis pending the
appointment of a Director of Finance.
It was agreed to recommend that the actions of the Depute Director
of Finance in amending the authorised signatory list to include Robert Emmott
with signing authority equal to that of the Acting Director of Finance be
homologated and that Mr Emmott be granted the full signing powers of the
section 95 officer in light of his appointment as Director of Finance.
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Future Educational Provision – Balivanich School
E01
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12
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The Director of Education submitted a Report updating Members on
the current situation pertaining to Balivanich School and proposing that its
replacement on a “greenfield site” become the policy of the Comhairle for
future educational provision in the Balivanich area.
A Report prepared by the Structural Systems Officer from the
Constitution of Local Authorities Special Programme (CLASP) in relation to
the construction of Balivanich Primary School following a recent inspection was
appended to the Report.
It was
agreed to recommend that Balivanich School be relocated to a new
accommodation on a ‘greenfield’ site as soon as funding was secured.
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CAPITAL
PROGRAMME 2004 – 2008
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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 13 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 person other than the Comhairle.
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Mr Angus
McCormack declared an interest in the following Item 13.
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– Additional Funding Requirement
AL05.02.29
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13
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With reference
to item 19 of the Minute of Meeting of 20 April 2004 the Director for
Sustainable Communities and the Acting Director of Finance submitted a joint
Report concerning the final funding requirement in respect of the new An
Lanntair Arts Centre and a request from An Lanntair for additional capital
funding. The background to the matter was outlined and details given of the
first and second schemes for the project. An outline was given of the
funding for the current building together with details of options for closing
the funding gap. It was concluded that the funding gap was in the sum of
£729,841 which the Comhairle could underwrite through prudential borrowing
entirely from An Lanntair's current revenue allocation.
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It was
agreed to recommend that:
(1)
the Comhairle support a maximum
contribution of £729,841 to complete the new An Lanntair Arts Centre,
financed through Prudential Borrowing and repaid from An Lanntair’s current
revenue allocation and subject to the Comhairle securing an appropriate share
of the asset;
(2)
it be delegated to the Director of
Corporate Services, in consultation with the Director of Finance to
re-negotiate the terms of An Lanntair’s factoring agreement with the
Comhairle to reflect this contribution and protect the interests of the
Comhairle in the changed circumstances taking account of:
(i)
composition of the Board;
(ii)
requirement of profitability of the
trading company;
(iii)
appropriate security granted to the
Comhairle; and
(iv)
granting of reversionary interest in
the land to the Comhairle; and
(3)
the Comhairle seek the right to have
the Director of Finance or his nominee attend and participate in An Lanntair
board meetings but not be appointed as a Director; and
(4) the Director of Finance, in
consultation with the Chief Executive and Director for Sustainable
Communities, be authorised to explore other funding methods.
Arising out consideration of this
matter it was further agreed to recommend that:
(1)
a Report be submitted by the Director
for Sustainable Communities to the next meeting of the appropriate Committee
providing a list of organisations receiving revenue funding from the
Comhairle and the amount of that funding and the organisations which provide
services that the Comhairle uses but which do not receive any such funding;
and
(2)
the Report to be considered by Arts and
Leisure Committee in June 2005 following on from the Links Conference will
also recognise the requirement for revenue funding for Comann Eachdraidh and,
if possible, identify sources of such funding and that the Report also be
considered by Policy and Resources Committee.
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Priority
Projects for Pitch Development Assistance
AL06.10.62
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14
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With reference to item 11 of the Minute of Meeting of 1 February
2005 the Director for Sustainable Communities submitted a Report concerning a
list of priority projects for pitch development assistance. Details of each
of the projects were given together with the score which each had received
following the approved scoring proforma. A prioritised list for pitch
development proposals was included at Appendix 1 of the Report.
It was
agreed to recommend that the Comhairle:
(1)
approve the Bayhead, Castlebay,
Garrabost, West Side and Acres projects as priority projects;
(2)
agree that the ranking of the Creagan
Dubh, Daliburgh, Goathill and Leverhulme projects in order of priority to
select the project(s) to complete the programme be included in a further
report to the June 2005 series of meetings detailing the whole of the Playing
field Programme;
(3)
approve the remaining projects, identified
in Appendix 1, as a reserve list, to be progressed as finance is available;
(4)
request that the prioritised projects
submit formal applications for assistance to the Comhairle and all approvals
to include the requirement of projects to have an approved funding package by
December 2005; and
(5)
agree that this matter also be referred
to Finance Working Party.
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Road Strengthening Through the Prudential
Framework
T08.05
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15
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With reference
to item 15 of the Minute of Meeting of the Transportation Committee of 1
February 2005 the Director of Technical Services submitted a Report
presenting to Members a list of projects for road strengthening and
regrading. The Report stated that the Comhairle had agreed in September 2004
to allocate £1 million (funded from balances and prudential borrowing) to
roads strengthening.
The Report highlighted that the schemes detailed in the Appendix
to the Report had been identified as showing signs of deterioration through
ageing and increased traffic loading and included sections where it was
considered that general maintenance would have little effect on prolonging
the life of the network. It was proposed that the works would commence in
Summer 2005.
It was
agreed to defer consideration of this item until the next series of meetings.
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Leverburgh
Overnight Berth and Basin Project
T07.02.16
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16
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The Director
of Technical Services submitted a Report seeking approval to allocate
additional funds to the Leverburgh Overnight Berth and Basin project. The
Report indicated that following commencement of the works, concerns had been
expressed about the longer term stability and effectiveness of the proposed
structure and the need for additional shelter.
It was considered further to carry out further works
to stabilise the structure and provide further shelter. It was proposed in
the Report that further works be carried out as part of the current contract
and that additional funds be sourced as detailed in the report.
It was agreed to recommend that:
(1)
the additional works be incorporated
within the remit of the current contract with R J Macleod (Contractors) Ltd
and that the Comhairle agree that the works be not submitted to competitive
tender in terms of contract regulation 7(f) for the reasons outlined in the
Report; and
(2)
the additional funds required to
stabilise and further extend the existing breakwater at Leverburgh Pier,
£160k, be sourced from additional Prudential borrowing, £95k, and the
Transportation Piers 2004/05 Revenue budget, £65k.
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Carloway
Care Development: Project Evaluation Report
SW09
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17
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With reference
to item 11 of the Minute of Meeting of the Social Work Committee of 3
November 2004 the Director of Social Work submitted a Report concerning the
project evaluation report for the development of a community care facility at
Carloway. It was recommended to progress to the tendering stage subject to
certain provisional elements of funding and land acquisition set out in the
Report being fully confirmed. The project evaluation report was enclosed
with the Report.
It was agreed to recommend that the
Comhairle:
(1)
approve that the Project for the
development of a new community care centre in Carloway should proceed to
tender, on the basis set out in the Project Evaluation Report, subject to
confirmation by NHS Western Isles of their contribution of capital commitment
and to an agreed share of future funding, and
(2)
approve the appointment of Maclean
Design Partnership as consulting civil engineers for this Project.
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Bennadrove
Landfill Site Upgrade
CH03.08.05
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18
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The Director for Sustainable Communities submitted
a Report seeking approval for the project to upgrade the Bennadrove Landfill
Site. It was stated in the Report that following changes in Legislation
Bennadrove Landfill Site would not meet the future standards set out in the
European Unit Landfill Directive and required to be re-engineered to meet the
new standards in order to continue to accept waste. It was further intimated
in the Report that the works required at the site included additional lining
of the tipping cell, upgrading of leachate treatment works, new pumping
arrangements, vehicle wheel wash, gas management measures and the upgrade of
various process areas. The Report stated that the estimated total costs of
works involved was £1.05 million over three years. The Report emphasised
that the Comhairle’s Waste Strategy Implementation Plan had highlighted that
the Bennadrove Landfill Site was an integral part of the future of Waste
Management infrastructure in the Western Isles and that without it the whole
Strategy would not succeed.
It was
agreed to recommend that the Comhairle approve the project to upgrade the
Bennadrove Landfill Site for inclusion in the Capital Programme in line with
the Project Evaluation Report appended to the Report.
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Closure
and Restoration of Reuval Landfill Site
CH03.08
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19
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The Director for Sustainable
Communities submitted a Report seeking approval for the project to close and
restore the Rueval landfill site. The Report stated that as a result of
changes in legislation following from the European Landfill Directive the
Rueval Landfill Site could not meet the future standards required and could
not be re-engineered to meet these new standards. It was intimated in the
Report that a closure notice had been issued by the Scottish Environmental
Protection Agency to the Comhairle to close the site and restore it by 2007.
The Report gave information on the range of works, which it was proposed to
undertake at the site to close and restore it by the required date.
It was agreed to recommend that the
Comhairle approve the project to close and restore the Rueval Landfill Site
for inclusion in the Capital Programme in line with the Project Evaluation
Report appended to the Report.
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General
Improvement Programme Council Offices
LB38.23
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20
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The Director
of Technical Services submitted a Report seeking the approval by the
Comhairle of the Project Evaluation Report in respect of the inclusion in the
Comhairle’s Capital Programme 2004-2008 of ongoing improvement works to the
Council Offices in Stornoway, Balivanich and Castlebay as detailed in the
Project Evaluation Report appended to the Report.
It was
agreed to recommend that the Comhairle approve the project to carry out
general improvement works at Council Offices for inclusion in the Capital
Programme 2004-2008 as detailed in the Project Evaluation Report appended to
the Report.
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Council
Chamber Access Improvements
LB35.04.03
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21
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The Director
of Technical Services submitted a Report informing Members of progress in
relation to alterations and improvements to be made to the Council Chamber to
comply with the Disability Discrimination Act 1995. The Report indicated
that the works would be carried out during the summer recess.
It was agreed to recommend that this
Report be noted and that the chair lift would be positioned the left side of
the Council Chamber as viewed from the dais rather than as shown on the plan
appended to the Report..
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Server
Upgrade Programme
PR31.12
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22
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The Director of Corporate Services submitted
a Report seeking the approval by the Comhairle of the Project Evaluation
Report in respect of the inclusion in the Comhairle’s Capital Programme
2004-2008 of upgrading of some of the Comhairle’s main corporate servers and
replacement of the current backup system with an online storage array to
provide the capacity needed for archive storage as detailed in the Project
Evaluation Report appended to the Report.
It was agreed to recommend that the
Comhairle approve that the Server Upgrade Programme be included in the Capital
Programme 2004-2008, as described in the Project Evaluation Report appended
to the Report.
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HOUSING
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Housing
Revenue Account Capital Programme 2004/05: Progress Report
PR110.01
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23
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The Head of Housing Services submitted a Report
concerning the Housing Revenue Account Capital Programme for 2004/05. The
Report gave information on expenditure within the Programme, which had been
set within the prudential framework for borrowing, together with 25% of
capital receipts from house sales.
The Report highlighted that a number of houses had
been re-roofed following storm damage on 12 January 2005 and that this
upgrading or “betterment” element would require to be funded from the Housing
Revenue Account Capital Programme on the basis that a provisional sum of
£100,000 had been allowed to cover the costs of such works which were carried
out prior to 31 March 2005.
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The Head of Housing Services recommended that the
Housing Capital Programme for 2004/05 as detailed in Appendix 2 (version 3)
be approved.
The Chairman ruled that a material change of circumstances had
occurred since the Comhairle had last considered this matter, namely, the
level of receipts achieved during 2004/2005, which had increased from an
estimate of £400,000 to over £1 million and that it was not therefore
necessary to suspend Standing Order 64.
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It was agreed to recommend
that :
(1) the Housing Capital Programme 2004/05 be revised as
detailed in Appendix 1, appended to the Report, to take account of project
variations; and
(2) the expenditure profile shown in Appendix 2, appended
to the Report (version 3) be approved with the shortfall shown being met
from receipts being set aside to be applied in future years.
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Housing
Revenue Account Interim Capital Programme 2005/06
PR110.01
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24
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The Head of
Housing Services submitted an interim Housing Revenue Account Capital
Programme for 2005/06.
It was stated
in the Report that the interim Programme had been prepared on the basis of
the best current estimate of funding available and reflected the previously
approved investment strategy as detailed in Year 3 of the Housing Revenue
Account Financial Plan. The Report further highlighted that the interim
Programme gave details of the recommended method of procurement for each
project included within the Programme.
It was agreed to recommend, insofar as
the Committee’s interests were concerned, that the Interim Housing Revenue
Account Capital Programme for 2005/2006 as set out in Appendix 1 of the
Report be approved with the finalised Programme being submitted to the
Housing Committee and the Policy and Resources Committee in June 2005 for
their consideration.
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2004/05
Current Tenant and Former Tenant Rent Arrears
H05.02
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25
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The Head of Housing Services submitted a
Report giving information about the performance with regard to the control
and recovery of current and former tenant rent arrears during the financial
year 2004/05.
It was stated in the Report that the level
of rent arrears was generally regarded as a key measure of the performance of
a Housing Service. The Report gave an analysis of current tenant rent
arrears for the period 1992/93 – 2004/05 and stated that further rent arrears
management measures required to be adopted to reverse the rising level of
rent arrears. The Report also gave an analysis of former tenant rent arrears
during the period 1999/2000 – 2004/05.
It was stated that a more detailed Report
would be submitted to the Committee at its June meeting reviewing rent
arrears recovery procedures together with new recovery methods aimed at
improving performance.
It was agreed to recommend that this
Report be noted.
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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.
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The Vice-Chairman declared an interest in
and left the meeting during consideration of the following Item.
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Formal
Agreement with Care and Repair
H10.15
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26*
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The Director for Sustainable Communities
submitted a Report appending a proposed service level agreement for the
continuing provision of services by Western Isles Care and Repair. It was
stated in the Report that Western Isles Care and Repair provided services for
the elderly and disabled in the Western Isles on behalf of the Comhairle and
referred to the eight performance indicators which had been put in place in
order to allow the performance to be monitored and managed effectively.
The Report
stated that the performance of Care and Repair appeared to be generally
satisfactory and had been reviewed regularly at monitoring meetings
throughout the year at which the opportunity had been taken to review
progress against the service standard. The Report further referred to the
tendering arrangements used by Westerns Isles Care and Repair.
It was agreed to recommend that the draft
agreement for the provision of services by Western Isles Care and Repair in
2005/06 be approved in principle subject to the Director of Corporate
Services in consultation with the Director for Sustainable Communities and
the Scottish Executive being satisfied that any final agreement does not
contravene EU procurement regulations.
It was further agreed to recommend that
the Director for Sustainable Communities be requested to report any concerns
which he judged to be significant in relation to the performance of Care and
Repair, on a quarterly basis and that Care and Repair be invited to give a
presentation at a future meeting of the Housing Committee.
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POLICY
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Mr Iain Morrison declared an interest in and
left the meeting during consideration of the following Item 27.
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Draft
Home to School Travel Policy
E05.01
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27
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With reference to item 8 of the Minute of
Meeting of the Education and Children’s Services Committee of 8 December 2004
the Director of Education submitted a Report concerning a draft Home to
School Travel Policy and seeking permission to proceed to consultation on the
draft with stakeholders. The Report stated that a Member/Officer Working
Group had been established and had met twice. The draft policy was appended
to the Report which had been provided by the Member/Officer Working Group.
It was agreed to recommend that the
Comhairle authorise the Director of Education to proceed to consultation with
Stakeholders on the draft subject to incorporation of any amendment agreed by
the Comhairle and to submit a further report on the outcome of the
consultation to the meeting of the Education and Children’s Services
Committee in August 2005.
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BUILDINGS
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Capital
Works: Programme and Progress
PR33.01.12
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28
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The Director
of Technical Services submitted a Report detailing programme and progress in
relation to properties on the Policy and Resources Account. It was stated at
the meeting that, following analysis of the preliminary feasibility study,
the lease of the former RAF Buildings, Stornoway Airport was no longer being
pursued.
It was agreed to recommend that the
Report be noted.
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APPOINTMENT
OF CONSULTANTS
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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 ground that exempt information as defined in paragraph
8 of Part 1 of Schedule 7A of the Act would be disclosed: namely,
information relating to the amount of any expenditure proposed to be incurred
by the Comhairle under any particular contract for the acquisition of
property or the supply of goods or services.
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Learning
Disabilities Services – Audit of Core Management Practices
SW05
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29*
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The Director
of Social Work submitted a Report concerning the engagement of independent
consultants to undertake an audit of care management practices within
learning disability services. The background to care management for people
with learning disabilities was outlined together with the financial
implications.
It was agreed to recommend that:
(1)
the engagement of external consultants
to undertake a review of care management arrangements of adults with learning
disabilities in the Western Isles, in line with the recommendations of the
Social Work Services Inspectorate Report be approved; and
(2)
the Comhairle agree that the contract
be not tendered for and that the Director of Corporate Services in
consultation with the Director of Social Work, be authorised to appoint the
Scottish Consortium for learning disability due to their expertise in their
field, to undertake the review to meet the objectives outlined in the report
within the costs detailed in paragraph 5.2 of the Report.
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Schools PPP – Surveys
E02
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30
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The Director
of Technical Services submitted a Report seeking approval to invite tenders
for a number of surveys at proposed PPP school sites.
It was stated in the Report that, as part of the
pre-tendering process for carrying out works on site, it was necessary to
have a number of different types of surveys carried out – if possible during
the school summer holiday period for safety reasons. As the results of these
surveys would be made available to potential private sector parties as part
of the PPP project it was necessary that they be covered by collateral
warranty and therefore carried out by external contractors.
It was agreed to recommend that:
(1)
tenders be sought for utilities and
drainage desk surveys, topographic surveys, asbestos surveys and geotechnical
surveys from the select lists detailed in the Appendix to the Report in terms
of Contract Regulation 8c; and
(2) in terms of Contract Regulation 7f
the Comhairle agree to seek a sole tender for the condition survey update
from Faber Maunsell, Edinburgh on the basis that the original condition
survey work had been carried out by this firm.
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Environmental Management Centre
DS63.12
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31
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The Director
for Sustainable Communities submitted a Report concerning progress with the
Environmental Management Centre and sought approval to invite tenders and
appoint consultants. The Report stated that it was intended that the
Management Centre to be located in the Castle Grounds would act as core
signposting for satellite projects further afield. The proposed select list
of tenderers together with the assessment criteria proposed were detailed in
Appendix 1 to the Report.
It was
agreed to recommend that:
(1)
progress made towards the establishment
of an Environmental Management Centre be noted;
(2)
the Director for Sustainable
Communities, in consultation with the Director of Corporate Services be
authorised to invite tenders from the select list of consultants listed at
Appendix 1 to the Report, and that the Director of Corporate Services appoint
consultants according to the criteria and weightings outlined in Appendix 1
to the Report; and
(3)
that funding of up to £40,000 be
approved towards achieving planning permission for the environmental
Management Centre; funding to be sourced from the Energy Implementation Fund.
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Broadband Television in the Outer Hebrides
DS40.30
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32
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The Director
for Sustainable Communities submitted a Report seeking approval to invite
tenders for a feasibility study into the development of Broadband Television
in the Outer Hebrides. The Report sought approval to invite tenders for a
feasibility study into the development of Broadband Television in the Outer Hebrides. A research brief was detailed at Appendix 1 and the suggested criteria to
be used to appoint consultants were detailed at Appendix 2 to the Report.
It was agreed to recommend that:
(1)
the research study brief detailed at
Appendix 1 to the Report be approved;
(2)
the Director for Sustainable
Communities in consultation with the Director of Corporate Services be
authorised to invite tenders from the consultants listed at Appendix 2, to
the Report, and that it should be delegated to the Director of Corporate
Services to appoint consultants according to the criteria and weightings
outlined in Appendix 2 to the Report; and
(3)
the Comhairle agree total funding of up
to £3,750 from the Industrial Promotion budget.
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Population Research
PR53.01.07
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33
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The Director
for Sustainable Communities submitted a Report detailing proposals for the
research into issues of depopulation. The Report sought approval of the
outline research programme detailed in appendix 1 and authority to invite
tenders from the list at appendix 2 to the Report and appoint on the criteria
and weightings outlined in that appendix.
The Report stated that the aim was to achieve demographic
stability and to explore appropriate interventions to achieve this.
It was agreed to recommend that:
(1)
the outline research programme be
agreed; and
(2)
the Director for Sustainable
Communities, in consultation with the Director of Corporate Services be
authorised to invite tenders from the select list of consultants in terms of
Contract Regulation 8c and that it should be delegated to the Director of
Corporate Services to appoint consultants according to the criteria and
weightings outlined in Appendix 2 to the Report.
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Marketing Brand Project
DS40.01.02
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34
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The Director
for Sustainable Communities submitted a Report updating Members on progress
to the next stage of the Marketing Brand Project.
The Report sought
homologation for the engagement of consultants ‘The Market Specialists to
develop the ‘Outer Hebrides’ brand.
The Report
updated Members on progress to the next stage of the Marketing Brand
Project. It was understood that the works would be completed in early July
2005 and the findings would be presented to the Sustainable Development
Committee at the earliest opportunity thereafter. The Report stated that
this was a multi agency project under the auspices of the Community Planning
Partnership.
It was agreed to recommend that the
Comhairle homologate the actions taken in progressing to the next stage of
this project.
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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 8 on the ground
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.
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Pollution Prevention and Control (PPC)
Permit Application for Bennadrove Landfill Site
CH03.08.05
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35
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The Director for Sustainable Communities submitted a Report
concerning the engagements of consultants for the preparation and submission
of a Pollution Prevention and Control (PPC) Permit application for the
Bennadrove Landfill Site.
It was agreed to recommend that the Comhairle, having had regard
to the tender report, agree to appoint SLR Consulting Ltd to prepare and
submit the PPC Permit application for Bennadrove Landfill Site.
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Closure of Accounts: Additional Staff
M01.01
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36
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The Director
of Finance submitted a Report seeking homologation of the actions of the
Depute Director of Finance as Acting Director in relation to the appointment
of a contract accountant to assist with the closure of the 2004/05 accounts.
The Report detailed the requirement for
additional resources to carry out this work as, dus to acting up arrangements
being in place, a post of Principal Accountant had been vacant at the
relevant time.
It was
agreed to recommend that the Comhairle homologate the actions of the Depute
Director of Finance in appointing a contract accountant through CIPFA
placements for five weeks to assist with the closure of the Comhairle’s
accounts.
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Tender List – Super Imposed Road Markings
2005/2006
T12.62
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37
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The Director of Technical Services submitted
a Report seeking approval for the list of tenderers for the annual contract
to provide super imposed road markings.
It was agreed to recommend that the
following contractors be invited to tender for supplying and laying of super
imposed road markings 2005/2006:
Wilson & Scott (Highways) Ltd
Line Markings Ltd
Coupeline Ltd
Markon Ltd
G & B Road Markings Ltd
Gordon Graham Road Markings Ltd
and that
the above list be approved as a select list of contractors in terms of
Contract Regulation 8c.
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Tender List - St Brendan’s Residential Home,
Isle of Barra – Reroofing Contract
PR31.07
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38
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The Director of Technical Services submitted a Report seeking
approval of a specialised tender list in respect of the replacement of the
roof at St Brendan’s Residential Home, Isle of Barra.
The Report detailed that, as a result of damage to the traditional
roof of this building it was proposed to replace it with a “kalzip” profiled
sheet metal roof which was considered to be particularly suited to exposed
locations.
It was further stated in the Report that the product could only be
installed by manufacturers’ approved contractors if warranties were to be
validated and that there were no locally based approved installers of this
product.
It was stated at the meeting that, since writing the Report, three
of the companies detailed in the Appendix to the Report had indicated that
they were not in a position to submit a tender.
It was
agreed to recommend that tenders for this re-roofing work be invited from
Lakesmere and Fowler Mackenzie and that the tenders be assessed on quality as
well as price.
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Tenders For Provision Of Signing Systems
PR31.07
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39
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The Director for Sustainable Communities submitted a Report
seeking approval to invite tenders on a selective basis from the list of
suppliers detailed in the Report.
It was stated in the Report that the HISTP funded Western Isles
Countryside Access Programme required the provision of a bespoke signing
system. The Report further stated that due to the specialist and aesthetic
nature of the requirements it was proposed to limit tenders to specialist
suppliers.
It was also stated that a Framework Contract was proposed in terms
of which the Comhairle would place orders under an agreed pricing structure
as and when required over the term of the contract.
It was agreed to recommend the Comhairle approve that invitations
to tender be issued to the select list of suppliers detailed in paragraph 5.4
of the report in terms of Contract Regulation 8c with the addition of Mathie
Signs Limited.
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Tenders For Provision Of Gates
PR31.07
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40
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The Director for Sustainable Communities submitted a Report
seeking approval to invite tenders on a selective basis from the list of
suppliers detailed in the Report.
It was stated in the Report that the HISTP funded Western Isles
Countryside Access Programme required the provision of a bespoke mobility
gates.. The Report further stated that due to the specialist and aesthetic
nature of the requirements it was proposed to limit tenders to specialist
suppliers.
It was also stated that a Framework Contract was
proposed in terms of which the Comhairle would place orders under an agreed
pricing structure as and when required over the term of the contract.
It was
agreed to recommend that the Comhairle approve that invitations to tender be
issued to the select list of suppliers detailed in paragraph 5.4 of the
report with the addition of Lewis Crofters, Hebridean Engineering, Specialist
Welding Services and the Stornoway Trust in terms of Contract Regulation 8c.
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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 ground that exempt information as defined in paragraph
9 of Part 1 of Schedule 7A of the Act would be disclosed: namely, any terms
proposed or to be proposed by or to the Comhairle in the course of
negotiations for a contract for the acquisition or disposal of property or
the supply of goods or services.
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Building Maintenance Term Contracts
PR31.07
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41
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The Director of Technical Services submitted
a Report seeking approved to extend the current Building Maintenance Term
Contracts in accordance with the extension provisions of those contracts.
The Report
stated that virtually all Comhairle property maintenance work was carried out
through two Building Maintenance Team Contracts, one co |