COMHAIRLE NAN EILEAN SIAR

POLICY AND RESOURCES COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Tuesday 22 June 2004 at 9.30am

PRESENT	Mr Angus Campbell (Chairman)
	Mr Norman A Macdonald (Vice-Chairman)
	Mr Alexander A Macdonald
	Mr Malcolm J Graham	Mrs Morag Munro
	Mr Angus Nicolson	Mr Archie K Campbell
	Mr Norman L Macdonald	Mr Donald Maclean
	Mr Norman M Macleod	Mr Donald Manford

		MINUTES
Minute of Meeting of 29 April 2004	1	The Minute of Meeting of 29 April 2004 was approved.
Minute of Meeting of Human Resources Sub-Committee of 11 May 2004 and 18 June 2004 PR01.02	2	The Minutes of Meetings of the Human Resources Sub-Committee of 11 May 2004 and 18 June 2004 were approved.
Minute of Meeting of Local Government Employee Joint Consultative Committee of 27 April 2004 PR13.05.21	3	The Minute of Meeting of the Local Government Employee Joint Consultative Committee of 27 April 2004 was approved.
Minute of Meeting of Gaelic Language and Culture Forum of 18 February 2004 PR13.05.09	4	The Minute of Meeting of the Gaelic Language and Culture Forum of 18 February 2004 was noted.
		CONSTITUTION
Decentralisation Member/Officer Working Group PR01.03	5	The Director of Corporate Services submitted a Report concerning the establishment of a Decentralisation Member/Officer Working Group.  It was indicated in the Report that the issue of decentralisation was considered by the Local Government Employee JCC in September 2003, which recommended that a Decentralisation Member/Officer Working Group be established.  It was further indicated in the Report that there had previously been a Decentralisation Member/Officer Working Group, whose remit was to consider in detail the issue of decentralisation from the Council Offices, Stornoway and the membership of this Working Group was outlined in the Report. It was agreed to consider the establishment of a Decentralisation Member/Officer Working Group in conjunction with the following item.
Establishment of a Modernising Government Member/Officer Working Group PR01.03	6	The Chief Executive submitted a Report concerning the establishment of a Modernising Government Member/Officer Working Group to oversee the implementation of the Comhairle’s Modernising Government projects.  It was indicated in the Report that the Working Group would oversee the successful implementation of the Comhairle’s Customer Relationship Management Project and thereafter all Modernising Government projects. The Committee considered that due to the number of common issues to be considered by the Working Groups proposed in the Reports by the Director of Corporate Services and the Chief Executive that one Working Group should be established to address the issues referred to in both Reports and it was therefore agreed to recommend that: (1)        a Member/Officer Working Group be established whose remit would cover issues relevant to decentralisation and the remit detailed at paragraph 4.3 of the Report by the Chief Executive and that the Group would define its remit at its first meeting; (2)        the Chairman and Vice-Chairman of the Policy and Resources Committee, the Chairman of the Education and Children’s Services Committee and ICT Sub-Committee, the Chairman of the Sustainable Development Committee, Mr Donald Manford and Mrs Morag Munro be appointed to the Group; (3)        the Chief Executive appoint appropriate officers to the Member/Officer Working Group; and (4)        the Member/Officer Working Group exist for the life of the Comhairle on the basis of providing twice yearly or more frequent, if appropriate, Reports to the Policy and Resources Committee.
		FINANCE
Use of Year End Surplus within Sustainable Communities PR100.01	7	The Director for Sustainable Communities submitted a Report concerning the use of revenue funds carried forward from 2003/04 in the Sustainable Communities portfolio of services.  It was indicated that the unallocated combined sums carried forward amounted to £93k.  The proposed allocation of funds carried forward from 2003/04 was detailed in the Report. It was agreed to recommend, insofar as the Committee’s interest were concerned that the Comhairle approve the allocation of revenue funds carried forward from the financial year 2003/04 from the combined budgets for the Department for Sustainable Communities to the services as listed in Appendix 1.
Use of Year End Surplus within Corporate Services PR100.01	8	The Director of Corporate Services submitted a Report concerning the use of revenue funds carried forward from 2003/04 in the Corporate Services Department.  It was indicated in the Report that the unallocated carry forward for the Corporate Services Department amounted to £38.5k and it was further indicated that the underspends arose from a variety of sources, including late recruitment to posts and savings on travel and subsistence. It was agreed to recommend that the allocation of revenue funds carried forward from the financial year 2003/04 for the Corporate Services Department as listed in Appendix 1 to the Report be approved.
General Fund Revenue Outturn 2003/04 PR110.01	9	The Director of Finance submitted a Report concerning the Comhairle’s revenue outturn for 2003/04.  A summary of the Comhairle’s outturn for 2003/04 was appended to the Report.  Details of the Comhairle’s commitments as at 31 March 2004 and forecast balances for 2003/04 were also appended to the Report. It was agreed to recommend that: (1)        the Report be noted;
		(2) the draft abstract of accounts for submission to the Controller of Audit be approved; (3)        the allocation of £250k to the Commercial Operations Board to set up a fund for capital be approved and that any asset rental income in excess of loan charges relating to such assets be returned to the fund for future investment; (4)        a contribution of up to 50% of the total costs of a Commercial Vehicle Rate pilot up to a maximum of £75k be approved and that this contribution be made in year one of the pilot, subject to a matching contribution from HIE/WIE, to be paid in the second year and that the implementation of this recommendation be referred to the Western Isles Alternative Fare Mechanisms Member/Officer Working Group; (5)        the carry forward of budgets detailed in Appendix E to the Report, subject to detailed recommendations on their use being agreed by service committees, be noted; and (6)        it be delegated to the Directors of Finance and Social Work to finalise the Performance Indicators affecting the Social Work service for inclusion in the Comhairle’s accounts.
Recommendations for Write-Offs of Certain Sundry Debts PR100.07	10	With reference to item 10 of the Minute of Meeting of 10 March 2003 the Director of Finance submitted a Report recommending that certain debts in excess of £1,000 be written off in the current financial year 2004/05, as detailed at Appendix A to the Report.  The procedure in relation to such debts prior to their being recommended for write-off was detailed in the Report. It was agreed to recommend that the debt itemised in Appendix A of the Report be written off.
		Mr Norman A Macdonald declared an interest in the following item and left the meeting during consideration of the matter.
Partnership Loan Guarantees – Future Funding Requirement DS40.82	11	The Director for Sustainable Communities submitted a Report in relation to Comhairle loan guarantees.  The Comhairle currently provided a guarantee to the Royal Bank of Scotland to support two loan schemes – the Fisheries Loan Scheme and the Business Loan Scheme.  The loan schemes were operated in partnership with Western Isles Enterprise and the Western Isles Fisherman’s Association.  The current global guarantee limit was about to be fully utilised and it was proposed to explore options to identify additional resources which would enable these successful business development schemes to continue. It was agreed to recommend that: (1) the Comhairle be supportive of the continuation of both the Business and Fisheries Loan Schemes; and (2)           the Directors for Sustainable Communities and Finance bring forward proposals for the future funding of loan scheme Global Guarantees to a future series of Committees.
Modernising Government Fund 3 Bids PR43.07	12	With reference to item 22 of the Minute of Meeting of 10 March 2003 the Chief Executive submitted a Report seeking homologation of the Chief Executive’s action in submitting bids for Scottish Executive funding to assist in meeting agreed e-government targets.  Details of Comhairle Departments which had put forward bids for MGF3 funding were detailed in the Report and copies of the bids were appended to the Report.  It was indicated in the Report that, if all the bids were to be successful, there would be financial implications for the Comhairle and potential sources of funding were outlined in the Report.
		It was agreed to recommend that: (1) the Chief Executive’s action in applying for MGF3 funding for the projects detailed in paragraph 2.3 of the Report be homologated; and (2)           the Comhairle's contribution be found from efficiency savings and departmental budgets, and the Matching Fund subject to a further Report identifying funding being submitted once the outcome of the bids was known.
		Mrs Morag Munro declared a non-pecuniary interest and remained in the meeting during consideration of the following item.
Western Isles Credit Union PR43.01	13	With reference to item 23 of the Minute of Meeting of 4 September 2003 the Director for Sustainable Communities submitted a Report detailing proposals for the establishment of a Western Isles Credit Union.  A feasibility study conducted by the Association of British Credit Unions Limited was undertaken in relation to the establishment of a local Credit Union.  Based on the Study a successful grant application was made to the Scottish Executive and successful applications for match funding have also been made to Western Isles Enterprise and the LEADER+ Programme.  The Report detailed project funding to allow implementation to be progressed and identified a timetable for key tasks to be completed.
		It was agreed to recommend that: (1) the Credit Union implementation plan be noted; (2) the Comhairle's match funding contribution be funded from the carry forward from 2003/04 for the Department for Sustainable Communities; (3) the establishment of a Multi-Agency Steering Group, chaired by the Chairman of the Sustainable Development Committee, be supported; and (4)           the Sustainable Development Committee become the service Committee with responsibility for the Credit Union project.
		It was agreed that 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 5 of Schedule 7A of the Local Government (Scotland) Act 1973 would be disclosed, namely, information relating to the adoption, care, fostering or education of any particular child or relating to the supervision or residence of any particular child in accordance with the supervision requirement made in respect of that child under the Social Work (Scotland) Act 1968.
Child Protection Case:  Update on Costs SW02	14*	With reference to item 13 of the Minute of Meeting of 29 April 2004 the Director of Corporate Services submitted a Report which gave an update on additional expenditure in relation to child protection matters.  It was indicated in the Report that representations had been made to the Scottish Executive for financial assistance with the additional costs incurred as a result of the measures which the Comhairle had required to take due to these matters.
		It was agreed to recommend that the Report be noted.
		It was agreed that 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 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.
Sail Loft, Stornoway PR43.01	15*	With reference to item 25 of the Minute of Meeting of 4 September 2003 the Director for Sustainable Communities submitted a Report seeking final agreement to guarantee a loan to Highlands Buildings Preservation Trust to allow it to redevelop the Sail Loft, Stornoway into 7 dwelling units.  The proposed guarantee arrangements were outlined in the Report. It was agreed to recommend that the Comhairle agree to guarantee a loan of £500k from the Architectural Heritage Fund to Highland Buildings Preservation Trust to allow Highland Buildings Preservation Trust to redevelop the Sail Loft, Stornoway into seven dwelling units, subject to the Comhairle having a first ranking Standard Security over the land and building on terms satisfactory to the Director of Corporate Services and the Director of Finance and subject to such other terms and conditions as the Director of Corporate Services and the Director of Finance shall deem necessary to safeguard the Comhairle’s interests.
		The Chairman and Vice-Chairman declared a non-pecuniary interest but remained in the meeting during consideration of the following item.
Rural Rate Relief Scheme PR100.03.01	16	With reference to item 17 of the Minute of Meeting of 12 February 2004 the Director of Finance submitted a Report detailing the legislative background behind the exclusion of certain areas from the Rural Rate Relief Scheme and possible changes to the designation of these areas.  The background to the matter was outlined in the Report. It was agreed to recommend that the Director of Finance make representations to the Scottish Executive to have the localities of Tong and Coll (including Back) included in the rural settlement list for the purposes of the Rural Rate Relief Scheme.
		The Chairman ruled a material change in circumstances in terms of Standing Order 64, namely that the residential homes services did not operate in a competitive environment.
Significant Trading Operations SW01	17	With reference to item 18 of the Minute of Meeting of 12 February 2004 the Director of Finance submitted a Report concerning the accounting treatment of residential homes as a significant trading operation.  It was indicated in the Report that, at the February 2004 meeting of the Policy and Resources Committee it had been agreed to treat residential homes as Significant Trading Operations but, since then, Officers had reconsidered their recommendation and the reasons for this were outlined in the Report. It was agreed to recommend that Residential Homes be not treated as Significant Trading Operations.
Annual Treasury Management Report PR120.06	17A	The Director of Finance submitted a Report detailing the results of the Treasury Management Operation for 2003/2004.  It was indicated in the Report that the actual results for 2003/2004 show a total saving in loan charges of £934,220 compared to budget.  It was indicated that this was achieved through £3 million slippage in the Capital Programme for 2002/2003, the effect of restructuring £42 million of debt and the receipt, in June 2003, of a further BCCI dividend of £3.923 million. It was agreed to recommend that the Report be noted.

		CAPITAL PROGRAMME 2004 – 2008
Core Paths Network T12.67	18	With reference to item 10 of the Minute of Meeting of the Sustainable Development Committee of 27 August 2003 The Director for Sustainable Communities submitted a Report in relation to the Core Path Network Scheme.  The Scheme would support the preparation of a Core Paths Plan and begin the upgrading of paths in the Western Isles to an acceptable standard in preparation for the designation of a formal Core Path Network.  Projects would be carried out following local consultation and would include the provision of signage and improved access arrangements and would aim to resolve access problems and opportunities in advance of designating the Core Path Network. It was agreed to recommend that: (1) the Scheme of Administration as outlined in paragraphs 5.1 – 5.4 of the Report be approved; and (2) the inclusion of the project “Core Path Network” in the Capital Programme 2004 – 2008 in line with the Project Evaluation Report at Appendix 1 to the Report be approved.
Fishery Piers and Marine Access Programme T07.02	19	With reference to item 4 of the Minute of Meeting of 4 September 2003 the Director for Sustainable Communities submitted a Report concerning the Fishery Piers and Marine Access Programme 2004/08.  Funding of £600k had been identified within the Capital Programme 2004/08 for the Programme.  The Report detailed proposals for fishery related projects and identified a need for improving facilities for leisure and general community marine access.  In order to assist the provision of leisure related facilities, a Community Marine Access Scheme would be established and would provide grants of up to £50k for community led projects.  The provision of pontoon berthing at Leverburgh and alleviating congestion at Kallin Harbour had been identified as priorities and the scope for funding other fishery projects within the programme would become clearer once these projects had been finalised. It was agreed to recommend that: (1) a Community Marine Access Scheme be established to provide match funding for community marine access projects; (2) funding of £150k be allocated to the Scheme from the Fishery Piers and Marine Access Programme 2004 – 2008; and (3)           the Scheme of Administration appended to the Report for the Community Marine Access Scheme be approved. Arising out of consideration of this item it was agreed that the Comhairle would identify areas in the Western Isles where a fast rescue boat would be beneficial and write to the RNLI to make representations regarding this matter.
Lews Castle Essential Repairs Programme AL02.17	20	With reference to item 5 of the Minute of Meeting of the Arts and Leisure Committee of 20 April 2004 the Director for Sustainable Communities submitted a Report outlining a proposed programme of essential repairs to Lews Castle and seeking approval for expenditure of £200k over the period of the Capital Programme 2004-08.  The repair proposals, which would prioritise safety related work and measures to deter vandalism, were outlined in the Report.  It was also indicated that it was proposed to repair the main entrance and/or the two storey bay window in the town facing elevation of the Castle.  It was further indicated that some elements of the programme may attract external funding through the proposed Stornoway Township Heritage Initiative.  A Project Evaluation Report for the Lews Castle essential repairs programme was apppended to the Report.
		It was agreed to recommend that the programme of essential repairs to Lews Castle as outlined in the Report and the attached Project Evaluation Report be approved.
Arts Capital Grants Scheme AL11.01	21	The Director for Sustainable Communities submitted a Report seeking approval for a Scheme of Administration and Project Evaluation Report regarding use of the capital programme to fund a Community Based Arts Facilities Initiative.  It was indicated in the Report that funding had been allocated in the conditional capital programme 2004 – 2008.  The Project Evaluation Report was appended to the Report.
		It was agreed to recommend that: (1) a Scheme of Administration as outlined in paragraph 6.1 of the Report be approved; and (2)           the project “Community Based Arts Initiatives” be included in the Capital Programme 2004 – 2008 in line with the Project Evaluation Report at Appendix 1 to the Report.
Match Funding for Community Initiated Projects DS40.01.02	22	With reference to item 5 of the Minute of Meeting of 4 September 2003 the Director for Sustainable Communities submitted a Report seeking to initiate a new programme of activity to encourage and stimulate community based economic development.  The provision of match funding for community initiated projects would be utilised to support projects which would assist fragile communities in the future through the generation of sustainable, social and economic opportunities.  The fund would integrate with and be complementary to other Comhairle funding streams and eligible projects would revolve around community capacity building, community infrastructure and enhancing local resources. It was agreed to recommend that the Scheme of Administration outlined in Appendix 1 be approved and that the Scheme of Delegation be amended to authorise the Director for Sustainable Communities to administer the Scheme in accordance with the said Scheme of Administration.
Refurbishment of Library Premises and Services AL08	23	With reference to item 5 of the Minute of Meeting of 4 September 2003 the Director for Sustainable Communities submitted a Report seeking approval of a Capital Expenditure project for the refurbishment of library premises and services, which would support the appropriate replacement of shelving, furniture and equipment in branch libraries.  It was indicated in the Report that the project would also endeavour to extend library services, for example, lending videos, CDs and cassettes to other branch libraries.  The Report further indicated that the overall cost of the project was £160k, which would be spread equally over four years.  It was agreed to recommend that the Project Evaluation Report for the refurbishment of library premises and services appended to the Report be approved.
Renewable and Alternative Energy Support Funds DS61.19	24	With reference to item 5 of the Minute of Meeting of 4 September 2003 the Chief Executive and the Director for Sustainable Communities submitted a joint Report detailing proposals for renewable energy projects in order to initiate activities to encourage community take up of renewable energy.  The Report indicated that there was provision in the Capital Programme 2003/06 and the Conditional Capital Programme 2004/08 and these financial allocations would assist delivery of a Comhairle Sustainable Energy Project Fund; purchase of second hand wind turbines for demonstration purposes; a Sustainable Energy Project Fund and Community Renewable Support Fund.
		It was agreed to recommend that the Community Renewables Support Fund Scheme of Administration as set out in Appendix 1 to the Report, be approved, and that the Scheme of Delegation be remitted to the Director for Sustainable Communities accordingly.
Derelict Building Removal Scheme CH03.05.06	25*	With reference to item 5 of the Minute of Meeting of 4 September 2003 the Director for Sustainable Communities submitted a report seeking approval for offer Project Evaluation Report concerning the use of the capital programme to fund community sponsored dereliction removal, which would allow for the removal of non-residential derelict buildings.  The report highlighted the clear demand for a service, which would target derelict outhouses and other non- residential buildings and structures, which were currently having a negative effect on the visual amenity of communities throughout the Western Isles.  The report referred to the funding available under the ACE programme for environmental improvements and intimated that the ACE Programme’s potential had been limited, as its focus was on formerly residential buildings.  Details of the proposed funding for a programme aimed at the removal of non-residential derelict buildings was outlined in the Report. It was agreed to recommend that the project “Derelict Buildings Removal” be included in the Capital Programme 2004 – 2008, in line with the Project Evaluation Report at Appendix 1 to the Report, on the basis that it be delegated to the Director for Sustainable Communities to determine the administrative details for the implementation of the “Derelict Buildings Removal Scheme” within his existing limits of financial delegation.
		It was agreed that 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 8 of Schedule 7A of the Local Government (Scotland) Act 1973 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.
Future Use of the Town Hall AL01.11	26*	With reference to item 6 of the Minute of Meeting of the Arts and Leisure Committee of 20 April 2004 the Director for Sustainable Communities submitted a Report detailing proposals for the future use of Stornoway Town Hall.  The outline costs for a feasibility study were outlined in the Report.  An outline feasibility study, based on the limited uses identified at a meeting of the Town Hall Member/Officer Working Group, was appended to the Report.  It was agreed to recommend that: (1) a feasibility study of Stornoway Town Hall be commissioned, with options including: (a)           retaining the Main Hall in its current form; (b)           changing the use of the current main hall and stage areas; and (2)           £20k be utilised from the Town Hall external repairs budget for the purpose of the feasibility study.
		HOUSING
Housing Revenue Account Capital Programme 2004/05 PR110.01	27	The Assistant Director of Housing submitted a Report presenting the Housing Revenue Account Capital Programme 2004/2005. It was stated in the Report that the Programme proposed was based on the Financial Plan, which reflected the priorities for investment established in the Comhairle's Local Housing Strategy.  The Report further indicated that minor variations would be required to reflect actual expenditure in the 2004/2005 financial year and that any such is variations, which affected the Programme, would be reported to the Committee on a regular basis.  It was further intimated that a "Buffer Programme" in the sum of £36,000 had been included in the Housing Revenue Account Capital Programme 2004/2005 to allow for any potential slippage.
		It was agreed to recommend that: (1) the Housing Revenue Account Capital Programme for 2004/05 as set out at Appendix 2 to the Report be approved; and (2)           the procurement methods detailed at paragraph 7.1 of the Report and be approved in terms of clause 7(f) of the Contract Regulations, on the basis of existing competitively won contracts for similar works, considered to be Best Value for the Comhairle, in order to ensure that the works detailed in the Report are completed within the 2004/05 financial year.
Housing Revenue Account Capital Programme 2004/05:  Capital Funded from Current Revenue PR110.01	28	The Assistant Director of Housing submitted a Report setting out proposals for the Capital Funded from Current Revenue (CFCR) element of the Housing Revenue Account Capital Programme for 2004/2005.  It was intimated in the Report that the Housing Revenue Account Capital Programme for 2004/2005 included the sum of £150,000 for Capital Funded from Current Revenue. It was intimated in the Report that the CFCR expenditure would be used to undertake works which currently lay outwith the Comhairle's 3 year Housing Financial Plan in particular " estate works", which could not be undertaken as the environmental improvement element of the Housing Capital Programme did not contain adequate financial provision to undertake the works included in the proposed CFCR Programme.  It was further stated in the Report that the proposed CFCR projects as detailed in Appendix 1 of the Report, had been identified, in conjunction with members, Tenants Groups and Officers of the Comhairle and that it was anticipated that these projects would not incur additional revenue costs once completed.  The Report commented on the proposed procurement method for projects detailed in the CFCR Programme for 2004/2005. It was agreed to recommend that the proposals for the CFCR element of the Housing Revenue Account Capital Programme 2004/05 as set out in Appendix 1 of the Report be approved.
Housing Revenue Account Capital Programme 2003/04 – Final Outturn PR110.01	29	The Director of Housing submitted a Report giving information with regard to expenditure in respect of the Housing Revenue Account Capital Programme for 2003/2004.  It was stated in the Report that the Housing Revenue Account Capital Programme for 2003/2004 was based on Year 1 of the 3 Year Housing Financial Plan 2003/2004-2005/2006.  The Report referred to the close monitoring of the Programme which had taken place during the 2003/2004 financial year and identified all variations in the Final Out-turn exceeding 5%. It was agreed to recommend that the final out-turn expenditure for the Housing Revenue Account Capital Programme 2003/04 detailed at Appendix 1 to the Report be noted.
Rent Arrears 2003/2004:  Progress Report H05.02	30	The Assistant Director of Housing 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 2003/04.  It was stated that the level of rent arrears was generally regarded as a key measure of the performance of a housing service. The Report intimated that current tenant rent arrears had increased by 0 40 % during 2003/2004 and outlined the main themes for current tenant rent arrears recovery and control in 2000/2005 including: (1) the continuation of regular scheduled meetings of the Housing Review Panel in Stornoway, Balivanich and Castlebay; (2) the issue of Notice of Proceedings for Recovery of Possessions to tenants and Qualifying Occupiers in terms of the Housing (Scotland) Act 2001, when Housing Review Panel repayment arrangements had failed; (3) the secondment of a dedicated member of staff to rent arrears recovery and control;
		(4) regular visits of the Stornoway Arrears Team to Uist and Barra; (5) the increased use of out of hours visits and phone calls; and (6) benchmarking of good practice used by other Scottish Local Authorities. It was agreed to recommend that: (1) the Report be noted; (2) the Rent Arrears Management Procedures detailed in Paragraph 8.1 of the Report be approved; and (3)           the total Housing Revenue Account Bad Debt Provisions for 2004/2005 detailed at Paragraph 12.5 of the Report be approved.
		It was agreed that 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 Paragraphs 6 and 8 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 and 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.
Department for Work and Pensions Performance Standards Funding for Process Review and Procedures Manual – Comhairle nan Eilean Siar Benefit Service:  Appointment of Specialist Consultants H05.09	31*	The Assistant Director of Housing submitted a Report concerning the appointment of the specialist consultant to undertake the review of the processes used by the Benefits Service and to prepare Benefit Procedure Manual.  The Report stated that the proposed work could not be done within a realistic timescale by Officers of the Comhairle. It was agreed to recommend that: (1) it be delegated to the Assistant Director of Housing, in consultation with the Director of Corporate Services, to commission Linda Davis Consultancy to undertake a wholesale review of the Comhairle nan Eilean Siar Benefit Service processes and to produce a comprehensive Procedure Manual; and (2)           the work be not tendered for in terms of clause 7(f) of the Comhairle's Contract Regulations for the reasons set out in the Report including the specialist knowledge required, the timescale and the achievement of value for money for the Comhairle.
		BUILDINGS
Capital Works:  Programme and Progress PR33.01.12	32	With reference to item 33 of the Minute of Meeting of 29 April 2004 the Director of Corporate Services submitted a Report detailing programme and progress in relation to properties held on the Policy and Resources account. It was agreed to recommend that the Report be noted.
		POLICY
Health and Safety:  Emergency Procedures M08.01	33	The Director of Corporate Services submitted a Report concerning the adoption of a Health, Safety and Welfare Standard on Emergency Procedures.  The draft Health, Safety and Welfare Standard No 7 on Emergency Procedures was appended to the Report.  It was indicated in the Report that the Policy had been considered by the Local Government Employee JCC on 27 April 2004 and was recommended for approval.
		It was agreed to recommend that the Health, Safety and Welfare Standard No 7 on Emergency Procedures be approved. Arising out of consideration of this matter it was agreed that the Director of Corporate Services would submit a Report to the next meeting of the Committee concerning the provision of a defibrillator in the Comhairle and training of staff in relation to the use of such equipment.
Health and Safety Policy Document M08.01	34	The Director of Corporate Services submitted a Report concerning the adoption of a revised Comhairle Health and Safety Policy, which was appended to the Report, as part of the agreed Policy review process.  It was indicated in the Report that the Policy had been considered by the Local Government Employee JCC on 27 April 2004 and was recommended for approval. It was agreed to recommend that the Comhairle's revised Health and Safety Policy be approved. Arising out of consideration of this item it was agreed that the Director of Corporate Services would carry out further investigations in relation to the issue of risk assessment for home carers.
		Mr Archie Campbell declared an interest in the following item and left the meeting during consideration of the matter.
Policy on Early Retirement M06.10	35	With reference to item 37 of the Minute of Meeting of 29 April 2004 the Director of Corporate Services submitted a Report detailing Trade Union responses to the amendments to the Policy, agreed at the last meeting on 29 April 2004.  The Report also provided further information in relation to the employment of persons who have previously retired.  The responses received from the recognised trade unions were appended to the Report. It was agreed to recommend that: (1)           the Comhairle incorporate a presumption against added years in the Policy on Early Retirement subject to there being a provision for added years to be awarded in exceptional circumstances; (2)           applications for exceptional circumstances be considered by the Human Resources Sub-Committee in the form of a hearing and that any appeal by an employee be considered by the Comhairle sitting without the membership of the Human Resources Sub-Committee; (3)           a further Report be submitted to the appropriate Committees detailing any proposed action in light of the issues raised by the Secretary of the Local Negotiating Committee; and (4)           the terms of the draft Policy on Early Retirement in relation to re-employment be approved.
Time Off for Trade Union Duties M06.12	36	The Director of Corporate Services submitted a Report concerning the management of paid time off given for Trade Union duties.  Examples of trade union duties, local issues, accommodation facilities and financial aspects in relation to the management of paid time off for trade union duties were outlined in the Report.
		It was agreed to recommend that: (1) UNISON and TGWU each be allocated one Full Time equivalent post to enable them to carry out trade union duties from 1 April 2005; (2) the costs be met centrally subject to approval of this item as part of the 2005/2006 Revenue Estimates; and (3)           the resulting vacancies in Departments be backfilled if practicable.
		POLICY PLANNING
Draft Western Isles Community Well Being Plan 2004 – 07 DS61.19	37	The Director for Sustainable Communities submitted a Report concerning the draft Western Isles Community Well Being Plan and giving the Comhairle a final opportunity to make comment on the draft Plan.  It was indicated in the Report that the finalised plan would be submitted to the Community Planning Partnership for approval. It was agreed to recommend that: (1) the overall proposals within the Western Isles Community Well Being Plan be supported; and (2)           it be noted that the final draft of the Western Isles Community Well Being Plan would be amended in light of any additional comments submitted.
Scotland’s Marine Environment – Consultation DS63	38	The Director for Sustainable Communities submitted a Report detailing a proposed response from the Comhairle to the Scottish Executive’s consultation on a “Strategic Framework for Scotland’s Marine Environment”.  The consultation document set out a draft vision for Scotland’s Marine Environment which would provide for full stakeholder participation in devising appropriate management strategies; establish a clear vision and objectives for the quality and sustainable development of our seas; provide the strategic link between the anticipated outputs and form the policy basis for Scotland’s input to wider UK, EU and international developments. It was agreed to recommend that Appendix 3 of the Report form the basis of a Comhairle response to the Scottish Executive.
		ECONOMIC DEVELOPMENT
		It was agreed that 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 9 of Schedule 7A of the Local Government (Scotland) Act 1973 would be disclosed, namely, information relating to any terms proposed or to be proposed by or to the Comhairle under any particular contract for the acquisition of property or the supply of goods or services.
Acarsaid and Leverburgh Fishery Piers and Kallin Harbour Feasibility Studies T07.02	39*	The Director of Technical Service submitted a Report seeking to commission a study investigating the feasibility of providing appropriate landing/berthing facilities at Acarsaid and Leverburgh fishery piers and Kallin harbour.  Studies had been carried out by Arch Henderson in relation to the provision of pontoon landing/berthing facilities at Acarsaid and Leverburgh fishery piers but various developments at these locations now required the original studies to be reviewed.  It was also necessary to carry out an appraisal of the options relating to Kallin harbour and the Report proposed the reappointment of Arch Henderson to undertake these studies in light of their considerable previous experience in marine and pier related developments in the Western Isles. It was agreed to recommend that: (1) this work be not tendered in terms of Contract Regulation 7(f) for the reasons set out paragraphs 7.4 and 7.5 of the Report; and (2)           it be delegated to the Director of Corporate Services, in consultation with the Director of Technical Services, to appoint Arch Henderson to review and update the studies relating to Acarsaid and Leverburgh Piers and to investigate options and make recommendations relating to the provision of additional landing/berthing facilities at Kallin Harbour.
		It was agreed that 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 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.
Consumer Direct Scotland – Progress Report CH02.01.12	40*	The Director for Sustainable Communities submitted a Report detailing progress with the implementation phase of the Consumer Direct Project.  The Report detailed the decisions taken under delegation and indicated that a Consumer Direct “Champion” has been appointed on a part time consultancy basis, supported by the project team and this would underpin the efficient implementation of the project It was agreed to recommend that: