template for minutes

COMHAIRLE NAN EILEAN SIAR

POLICY AND RESOURCES COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Wednesday 29 June 2005 at 9.30am

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

Applications from The Pairc Trust and Urras Oighreachd Ghabhsainn to purchase land under crofting community Right to Buy		The Chairman referred to applications from The Pairc Trust and Urras Oighreachd Ghabhsainn to purchase land under crofting community Right to Buy. It was agreed to recommend that the Director of Corporate Services advise the Scottish Executive that the Comhairle was supportive of applications by Urras Oighreachd Ghabhsainn and the Pairc Trust to purchase land in terms of the Land Reform (Scotland) Act 2003.
Local Governance		The Chairman referred to a proposal from the Scottish Executive that various methods of local governance be explored and that pilots be carried out in certain local authority areas. He suggested that the Western Isles be the subject of a feasibility study in relation to the possible creation of an elected public sector authority. The Chairman explained that such an authority would involve all non devolved public bodies such as the Health Board and the local Enterprise Company either passing over their responsibilities to local authorities and their elected members or directly electing to their own boards and should enhance local accountability. It was agreed to recommend that it be proposed to CoSLA that the Western Isles be a pilot authority and the subject of a feasibility study in relation to the proposed creation of an elected public sector authority.
		MINUTES
Minutes of Meetings of 27 April 2005 and 2 June 2005	1	The Minutes of Meetings of 27 April 2005 and 2 June 2005 were approved.
Declaration of Interest	2	Mr Norman A Macdonald declared an interest in and left the meeting during consideration of item 11. Mr Neil Campbell declared an interest in and left the meeting during consideration of items 4 and 21. Mr Norman M Macleod declared an interest in and left the meeting during consideration of items 4, 21 and 27. Mr Archie K Campbell declared an interest in and left the meeting during consideration of items 4 and 21. Mr Murdo Macleod declared an interest in and left the meeting during consideration of items 4 and 21. Mr George Lonie declared an interest in and left the meeting during consideration of items 4 and 21. Mr Angus Nicolson declared an interest in and left the meeting during consideration of items 18, 26 and 33. Mrs Morag Munro declared an interest in and left the meeting during consideration of items 10, 26 and 31.
Minute of Meeting of Human Resources Sub-Committee of 22 June 2005	3	The Minute of Meeting of the Human Resources Sub-Committee of 22 June 2005 was approved and the recommendations at items 16 and 19 were approved. Arising out of consideration of the Minute it was agreed to recommend that: (1) a Report be submitted to an early meeting of the Committee detailing the Comhairle’s policy on Early Retirement, with particular reference to efficiency savings, in terms of both teaching and APT & C staff; (2) the Comhairle’s Policy on Early Retirement be circulated to all staff; (3) consideration be given, in the Report referred to at (1) above, to the appropriate levels of delegation and rights of appeal in relation to applications for Voluntary Early Retirement.
		Mr Neil Campbell, Mr Norman M Macleod, Mr Archie K Campbell, Mr Murdo Macleod and Mr George Lonie declared an interest in the following item and left the meeting during consideration of the matter.
Minute of Meeting of Housing Stock Transfer Sub-Committee of 1 June 2005 and 22 June 2005	4	The Minutes of Meetings of the Housing Stock Transfer Sub-Committee of 1 June 2005 and 22 June 2005 were approved.
		ADDITIONAL ITEM
		The Chairman ruled that in accordance with the provision of Section 50(B) 4 of the Local Government (Scotland) Act 1973 as amended that the following item be considered as a matter of urgency in order to allow the Committee to take a view on the matter.
Minute of Meeting of Local Government Employee JCC of 23 June 2005		The Minute of Meeting of the Local Government Employee JCC of 23 June 2005 was noted and the recommendations at items 3 and 5 were approved and recommendation 1 was approved subject to funding for protective clothing coming from the relevant departmental budgets. Arising out of consideration of the Minute it was agreed to recommend that the possibility of providing a smoking shelter be costed by the Director of Corporate Services, in consultation with the Vice-Chairman, and that a Report detailing different options and costings be submitted to a future meeting of the Committee.

FINANCE

General Fund Capital Monitoring: 1 April 2004 – 31 March 2005

PR110.01

With reference to item 7 of the Minute of Meeting of 9 September 2004 the Director of Finance submitted a Report detailing the final out-turn of the Capital Programme for 2004/05 as at 31 March 2005. The Report also sought approval for the revised capital programme for 2005/06 incorporating the slippage and acceleration from 2004/05.

It was agreed to recommend that:

(1) the final capital expenditure to 31 March 2005 be noted;

(2) the revised Programme for 2005/06 be approved; and

(3) the introduction of a charge to revenue for all overspends on projects where construction commenced on or after 1 April 2004, when the Prudential Regime came into effect be approved.

General Fund Revenue Outturn 2004/2005

PR110.08

With reference to item 9 of the Minute of Meeting of 22 June 2004 the Director of Finance submitted a Report detailing the revenue out-turn for 2004/2005 and seeking approval of Departmental carry forward. A summary of the Comhairle’s out-turn for 2004/2005 was appended to the Report.

The draft Abstract of Accounts were submitted at the meeting.

It was agreed to recommend that:

(1) the Report be noted;

(2) the carry forward of budgets as detailed in Appendix E to the Report be approved; and

(3) the draft Abstract of Accounts be approved for submission to Audit Scotland.

Annual Treasury Management Report

PR120.06

With reference to item 17a of the Minute of Meeting of 22 June 2004 the Director of Finance submitted a Report detailing the results of the Treasury Management Operation for 2004/2005. The Report stated that the actual results showed a total saving in Loan Charges of £384,312 compared to budget.

It was agreed to recommend that the Report be noted.

Banking Arrangements – Indemnity

PR120.04

The Director of Finance submitted a Report seeking approval that an Indemnity be granted by the Comhairle to the Royal Bank of Scotland plc in respect of the Bank honouring cheques drawn on the accounts in the name of the Comhairle with the signature of Robert James Emmott, Director of Finance and David Edward Rattray, Depute Director and formerly Acting Director of Finance.

It was agreed to recommend that:

(1) an Indemnity, in the terms detailed at Appendix A to the Report be granted by the Comhairle to the Royal Bank of Scotland plc, in respect of the Bank honouring cheques drawn on accounts in the name of the Comhairle with the signature of Robert James Emmott, Director of Finance, lithographed or stamped thereon in facsimile; and

(2) an Indemnity, in the terms detailed at Appendix B to the Report, be granted by the Comhairle to the Royal Bank of Scotland plc, in respect of the Bank honouring cheques drawn on accounts in the name of the Comhairle with the signature of David Edward Rattray, Depute Director of Finance and formerly Acting Director of Finance, lithographed or stamped thereon in facsimile.

Proposed Uses for Additional Income from Increased Council Tax on Second and Empty Homes

H10

There was submitted a Joint Report by the Head of Housing Services and the Director of Finance concerning the possible uses of the additional income associated with increased Council tax on second and empty homes. The Report referred to the decision that the payment due on the second and empty homes in the Western Isles be increased from 50% to 90% of the standard rate of Council Tax. It was intimated that whilst the Scottish Executive had stated that any additional income generated from increased council tax on second and empty homes should be made available to Registered Social Landlords to allow for the construction of additional affordable houses for rent additional flexibility had been granted to the Comhairle to use the additional income for funding water supply and waste-water servicing issues, although this flexibility did still require the involvement of Registered Social Landlords.

The Report stated that discussions were still ongoing between Officers of the Comhairle in relation to the preparation of policies of dispersing the additional income generated from increased Council Tax on second and empty homes and that a further Report would be submitted to the Committee in October 2005 on this matter.

It was agreed to recommend that:

(1) the Report be noted; and

(2) a further Report detailing proposals for utilising the additional income from increased Council Tax on second and empty homes be submitted to the October 2005 meeting of the Committee.

Arising out of consideration of this item it was agreed to recommend that the Director of Finance continue to make representations to the Scottish Executive regarding flexibility in the use of the additional funds.

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

Remission of Rates for a Specific Charitable Organisation

PR100.03.01

With reference to item 8 of the Minute of Meeting of 27 April 2005 the Director of Finance submitted a Report regarding the entitlement of Scottish Natural Heritage to remission of rates. The Report stated that the Inland Revenue had confirmed that Scottish Natural Heritage was a body registered as a charity. It was indicated in the Report that charitable organisations were entitled to 80% mandatory remission of rates and may also be granted up to a further 20% remission at the discretion of the Local Authority. It was detailed in the Report that the cost to the Comhairle of providing 20% discretionary relief to Scottish Natural Heritage would be £478.29.

It was agreed to recommend that 20% discretionary relief be not granted to Scottish Natural Heritage.

Arising out of consideration of this item it was agreed to recommend that the Convener and Vice-Convener raise the matter of Government Agencies receiving charitable status and thus avoiding rates at the next CoSLA meeting.

Mr Norman A Macdonald declared an interest in the following item 11 and left the meeting during consideration of the matter.

Home Care Service: Phased Implementation of the Recommendations of the Home Care Review

SW04

With reference to item 19 of the Minute of Meeting of 29 April 2004 the Director of Social Work submitted a Report seeking the approval of the Comhairle for the implementation of the first phase of structural changes required within the Home Care Service to meet the key objectives highlighted in the review of the Service conducted on behalf of the Comhairle by Glasgow University. The Report outlined the principles on which the recommendations of the Report were based, gave details of the review of the Service in respect of structures and systems and gave details of the phased progress planned in respect of implementing the Review.

It was agreed to recommend that:

(1) the allocation of £30,100 from central resources be used to fund the two fixed term posts of Assistant Area Home Care Service Manager in 2005/06; and

(2) it be noted that the balance of funding required of £46,400 be identified through efficiencies due to the operation of the posts.

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.

Public Private Partnership: Status June 2005

E01

12*

With reference to item 30 of the Minute of Meeting of 27 April 2005 the Director of Education submitted a Report concerning current progress in relation to the bid to the Scottish Executive for Public Private Partnership funding. Details of the status of the project were given in the Report. An information memorandum extract was appended to the Report and reference was made to the School Boards of Airidhantuim and Barvas having expressed an interest in two alternative locations for the new primary school with an estimated additional cost for site evaluation of £12,000. The surveys had been commissioned by the Director of Education as they were required to be undertaken during July and August 2005.

A supplementary Report by the Chief Executive was also submitted which sought authorisation to submit the revised request for funding to the Scottish Executive.

It was agreed to recommend that:

(1) the Report be noted; and

(2) the Director of Education’s action in commissioning the additional site evaluation works in the region of £12k from the PPP set up budget be homologated;

(3) political representation to the Scottish Executive be urgently undertaken by the Chairman and Vice-Chairman of the Education and Children’s Services Committee and the Vice-Chairman regarding the level of funding as set out in paragraph 2.5 of the Report;

(4) it be delegated to the Chief Executive, in consultation with the PPP Member/Officer Working Group to submit a revised Outline Business Case on behalf of the Comhairle, subject to agreement being reached with the Scottish Executive; and

(5) it be delegated to the Chief Executive, in consultation with the PPP Member/Officer Working Group, to appoint Legal, Financial and Technical advisers following the recent tendering exercise and any amendment to the brief considered necessary, following discussions with the Scottish Executive.

Information on Grant Funding for Communities

AL03

With reference to item 6(d) of the Minute of Meeting of the Comhairle of 27 April 2005 the Director for Sustainable Communities submitted a Report concerning the grants available from the Comhairle to community groups and organisations. Details of the grant schemes available were given in the Report and a list of Arts and Leisure Grants in the previous financial year were enclosed as an Appendix to the Report.

It was agreed to recommend that the grants available from the Comhairle for community projects and the supporting information regarding how they could be used be noted.

Links Conference

AL09.02

With reference to item 6 of the Minute of Meeting of the Arts and Leisure Committee of 19 April 2005 the Director for Sustainable Communities submitted a Report on the requirement for revenue funding for Comainn Eachdraidh within the context of the Links Conference. The main purpose of the conference was outlined together with details of the conclusions reached.

It was agreed to recommend that a Members’ Seminar be arranged during the August 2005 series of meetings to discuss revenue funding for the Comainn Eachdraidh.

Additional Funding for Derelict Vehicles

CH03.05

The Director for Sustainable Communities submitted a Report indicating that the Scottish Executive had allocated additional funding to the Comhairle to improve the Comhairle’s collection and processing service for end of life vehicles. It was intimated in the Report that at present the Comhairle's Derelict Vehicle Collection and Processing Service dealt with over 1000 abandoned vehicles each year and that as a result in recent changes in legislation it was no longer lawful to take any “undepolluted” vehicles, namely vehicles containing oils, fuels and batteries etc, into either landfill site process area. It was suggested in the Report that the additional funding allocated by the Scottish Executive be used to undertake work associated with improving the Comhairle’s reception facilities for derelict vehicles up to the new legislative standard and dealing with the backlog of vehicles which currently existed.

The Report further intimated that there was a need for further consideration to be given to improving the co-ordination of the Comhairle’s derelict vehicle collection and processing service with other community based Comhairle initiatives such as recycling and the community skip service.

It was agreed to recommend that the use of funding of £162k allocated by the Scottish Executive to deal with abandoned vehicles in the current year to enhance the Comhairle’s collection and processing service be approved.

CAPITAL PROGRAMME 2004 – 08

Pitch Development Programme

AL06.01.62

With reference to item 14 of the Minute of Meeting of 27 April 2005 the Director for Sustainable Communities submitted a Report concerning the stages of the Pitch Development Programme and seeking approval in relation to the decision making process for the remaining projects. It was suggested that the priority ranking of the remaining projects be considered after the December 2005 deadline for the five approved projects.

It was agreed to recommend that:

(1) the Report be noted;

(2) the decision to rank the remaining projects in order of priority be considered on the basis of a Report to Committee after the December 2005 deadline; and

(3) it be noted that the Director of Technical Services and the Director for Sustainable Communities were investigating a “value engineering” solution to allow maximum value to be obtained from the funding allocated in the capital programme and that this would address the design/costings of changing and other external facilities and the possibility of joint use of school facilities in appropriate circumstances taking account of school security issues and that the outcome of the investigation would be addressed in a Report to the August or October meeting of the appropriate Committee.

Road Strengthening Through the Prudential Framework

T08.01

With reference to item 15 of the Minute of Meeting of 27 April 2005 the Director of Technical Services submitted a Report in relation to the proposal to implement a £1 million Road Strengthening Programme for the Western Isles with funding to be provided equally from balances and through the Prudential Framework. The Report detailed a list of Schemes which would be funded through the proposed programme.

It was agreed to recommend that the list of projects in Appendix 2 to the Report be approved for inclusion in the Road Strengthening Programme for 2005 and that the works undertaken by the existing contractors who deliver the ongoing maintenance programme be approved.

Mr Angus Nicolson declared an interest in the following item and left the meeting during consideration of the matter.

East Camp Balivanich Redevelopment Project Evaluation Report

DS40.01.02

The Director for Sustainable Communities submitted a Report seeking approval for the award of a grant of £60k to the East Camp Balivanich Trust. The Report stated that the Trust aimed to redevelop the disused East Camp RAF Base in Balivanich into a Social Economy/Enterprise Park for use by the community and the voluntary sector. The Report further indicated that the project had been included in the list of bids submitted by the Comhairle to the Highlands and Islands Special Transitional Programme who had approved the funding application.

It was agreed to recommend that the grant of £60,000 to the East Camp Trust be included in the Capital Programme for 2004/08, as detailed in the PER at Appendix 1 to the Report.

Arising out of consideration of this item it was agreed to recommend that £25,000 from the Energy Implementation Fund be used to allow the European money to be drawn down and the Community Renewable Support Fund to proceed.

Kallin Harbour Ice Plant

T07.02.23

The Director for Sustainable Communities submitted a Report in relation to the proposed provision of an ice plant at Kallin Harbour. The Comhairle had commissioned consultants to examine the case for providing and ice plant at Kallin and the Report had concluded that a plant of an appropriate size would be economically viable and potentially profitable. The Report further indicated that the potential revenue from ice sales would off set associated operational and borrowing costs and the Comhairle's match funding contribution could be made from prudential borrowing.

It was agreed to recommend that:

(1) the provision of an Ice Plant at Kallin Harbour, as outlined in the Report, be approved, subject to receipt of external grant funding towards the estimated project cost of £196k to the satisfaction of the Director of Finance;

(2) the action taken by the Director for Sustainable Communities in submitting the FIFG application be homologated; and

(3) the Director for Sustainable Communities, in conjunction with the Director of Finance, be authorised to enter into prudential borrowing, for the balance of the funding for the purpose of procuring an Ice Plant at Kallin Harbour.

BUSINESS PLANS

Departmental Business Plans Monitoring Report: 1 April 2004 – 31 March 2005

SS02.04

With reference to item 52 of the Minute of Meeting of 27 April 2005 the Chief Executive submitted a Report which sought approval of the Departmental Business Plans Monitoring Reports for the period 1 April 2004 – 31 March 2005. Summaries highlighting the key performance issues for all Departments were detailed in the appendices to the Report.

It was agreed to recommend that:

(1) the performance of Departments in relation to their Departmental Business Plans be noted; and

(2) where tasks were uncompleted, further monitoring information would be provided as part of the 2005/06 process.

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 9 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 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.

HOUSING

Mr Robert McDowall, DTZ Pieda, was present at the meeting and members were given an opportunity ask Mr McDowall any questions in relation to the Business Plan Appraisal.

The Chairman thanked Mr McDowall for his attendance.

Hebridean Housing Partnership Business Plan Appraisal

H01.17

With reference to item 28 of the Minute of Meeting of 10 February 2005 the Chief Executive submitted a Report presenting the findings of the Hebridean Housing Partnership Business plan appraisal. It was indicated in the Report that DTZ Pieda, the Comhairle’s main housing stock transfer adviser had completed the appraisal of the Business Plan on behalf of the Comhairle and found that it complied with the Stock Transfer Framework Document. A copy of the appraisal was appended to the Report.

This Report had also been considered by the Housing Stock Transfer Sub-Committee on 22 June 2005.

The Director of Finance submitted a supplementary Report on the estimated impact of retention on housing revenue account rents and investment which provided an indication of the likely impact of retention of the Comhairle’s stock on rents and investment.

It was agreed to recommend that:

(1) Hebridean Housing Partnership’s Business Plan (version 3.1) be approved;

(2) it be delegated to the Chief Executive to submit to Scottish Ministers an application for ‘in principle’ approval to proceed to formal tenant consultation and ballot in relation to a proposed stock transfer;

(3) subject to consent to proceed being obtained from Scottish Ministers, it be delegated to the Chief Executive:

(i) to commence formal tenant consultation and ballot; and

(ii) in consultation with the Housing Stock Transfer Sub-Committee to address any issues arising during stage 1 of formal tenant consultation; and

(4) the anticipated impact on the Comhairle, as detailed in section 9 of the Report be noted.

Housing Revenue Account Capital Programme 2004/05 – Final Outturn

PR110.01

With reference to item 26 of the Minute of Meeting of 10 February 2005 the Head of Housing Services submitted a Report giving information concerning the expenditure incurred on the Housing Revenue Account Capital Programme 2004/05.

It was intimated that the Housing Revenue Account Capital Programme for 2004/05 had been set within the new prudential framework for borrowing, together with 25% of Capital receipts for Council house sales. It was further intimated that the Comhairle had agreed to meet any shortfall in respect of the Programme from receipts from Council house sales with the balance of these receipts being set aside to be applied in future years.

The Report referred to the close monitoring of the programme which had taken place during the 2004/05 financial year and identified all variations in the final out-turn which exceeded 5%.

It was agreed to recommend that the final out-turn expenditure for the Housing Revenue Account Capital Programme 2004/05 , as detailed in Appendix 1 to the Report, be noted.

Housing Revenue Account Capital Programme 2005/06

PR110.01

With reference to item 24 of the Minute of Meeting of 27 April 2005 the Head of Housing Services submitted a Report presenting the Housing Revenue Account Capital Programme for 2005/06. It was stated in the Report that the Programme proposed was based on the Financial Plan and reflected the priorities for investment established in the Comhairle’s Local Housing Strategy. It was further intimated that the “Buffer programme” in the sum of £100,000 had been included in the Housing Revenue Account Capital Programme for 2005/06 to allow for any potential slippage. It was further stated in the Report that minor variations would be required to reflect actual expenditure in 2005/06 and that any such variations which affected the Programme would be reported to the Committee, on a regular basis. It was highlighted that no provision had been made for a capital funded from Current Revenue (CFCR) Programme in 2005/06 and that no CFCR Programme would be reintroduced until the financial impact of the storms which had occurred in January 2005 had been fully quantified.

It was agreed to recommend that:

(1) the Housing Revenue Account Capital Programme for 2005/06, as set out in Appendix 2 to the Report, be approved;

(2) the procurement methods detailed at Appendix 2 to the Report be approved and that the Home Energy Efficiency Service works be procured through Taigh Blath in terms of Contract Regulation 7(f), due to their previous experience and expertise; and

(3) the decision not to seek tenders to procure the installation of CCTV and associated works to the Old House, Lewis Street by lump sum quotation in terms of Contract Regulation 7(f) be homologated, on the basis of minimum delays to the project, unnecessary disruption to the fabric of the building ensuring compatibility with existing systems and consideration of future maintenance savings forthcoming from this arrangement.

Rent Arrears 2004/2005: Progress Report

H05.02

The Head of Housing Services submitted a Report giving information concerning the performance with regard to the control and recovery of current and former tenant rent arrears during the financial year 2004/05. The Report stated that any increase in tenant rent arrears resulted in income forgone and a charge being made to the Housing Revenue Account. The Report intimated that during the period 31 March 2004 to 31 March 2005 current tenant rent arrears had increased by some 30% and further stated that the main themes of current tenant rent arrears recovery and control in 2005/06 would include:

1) increasing the frequency of Housing Review Panel meetings, especially in Uist and Barra;

2) reducing the threshold for Housing Review Panel cases to £300 or six missed payments;

3) continuing with the dedicated Arrears Recovery Officer post;

4) increased support for court action to be provided by the Director of Corporate Services;

5) entering into a contract with a Debt Recovery Company;

6) reintroducing quarterly statements;

7) undertaking a “Rent First” campaign in the local media, including publicising consequences of arrears and methods available for paying rent including credit and debit cards;

8) enhanced use of out of hours contact;

9) improved shared working practices between Benefit Processors and Housing Officers;

10) investigating other rent payment methods including post offices and mobile banks;

11) issuing “Seven Day Clear Account Letters”; and

12) establishing a temporary Arrears Support Officer post for 6 months.

The Report also commented on former tenant rent arrears and intimated that during the period 31 March 2004 to 31 March 2005 there had been an increase of 36% in former tenant rent arrears.

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, in principle; and

(3) the total Housing Revenue Account Bad Debt Provisions for 2005/06, as detailed at paragraph 11.5 of the Report, be approved.

Local Housing Strategy – Update

H01

With reference to item 15 of the Minute of Meeting of 10 November 2004 the Head of Housing Services submitted a Report concerning progress made towards achieving the objectives in the Local Housing Strategy. It was stated in the Report that all Local Housing Strategies were subject to regular review to ensure that the aims and objectives contained in the Strategies remained relevant and responsive to the circumstances. A summary of the updated Local Housing Strategy was appended to the Report and it was intimated that the information detailed in the Appendices to the Report would be submitted to Communities Scotland by 1 July 2005.

It was agreed to recommend that:

(1) the progress review of the Local Housing Strategy Action Plans, as detailed at Appendix 1 of the Report, be noted;

(2) the updated and additional information to be submitted to Communities Scotland as detailed at Appendix 2 to the Report be noted;

(3) the amendments and additions to the action plans as summarised at Appendix 3 to the Report, be approved; and

(4) the aims and objectives of the Fuel Poverty Strategy, as detailed at Appendix 4 to the Report, be approved.

Mr Angus Nicolson and Mrs Morag Munro declared an interest in the following item and left the meeting during consideration of the matter. Prior to leaving the meeting Mrs Munro indicated that, due to her interest in the matter, she would not accept apointment to any Member/Officer Working Group.

Gardening Support for Elderly Householders

SW04

The Director for Sustainable Communities submitted a Report concerning the provision of gardening support for elderly householders throughout the Western Isles.

It was suggested that the Comhairle could assist local grass cutting schemes, through a mix of capital and revenue funding, whereby the Comhairle could assist with the purchase of equipment, through the Environmental Capital Grants Budget, associated with a modest revenue grant for Community Councils to administer gardening support schemes for the elderly through the use of volunteers.

It was recommend in the Report that:

(1) the Comhairle consider if it wished to support an expansion of gardening support throughout the Western Isles through the purchase of equipment for use by Community Councils in areas not covered by the Staran Project; and

(2) the Comhairle consider if it wished to support a bid for additional revenue funding of £1000 per annum per appropriate community group area, as part of the budget setting process for 2006/07, for the development of a gardening support scheme in areas not covered by the Staran Project.

It was agreed to recommend that:

(1) a Member/Officer Working Group comprising the following membership - Chairman and Vice–Chairman of the Housing Committee, the Chairman, Mr Alexander M Mackintosh, Member for the North Lochs Ward, the Director for Sustainable Communities, the Head of Housing Services, and the Director of Corporate Services be established to consider Gardening Support for Elderly Householders throughout the Western Isles, on the basis that the Group’s conclusions and recommendations would be reported to the Committee at its meeting in August/September 2005; and

(2) the remit of the Member/Officer Working Group be extended to include identifying possible funding sources in relation to its conclusions and recommendations.

Mr Norman M Macleod declared an interest in the following item and left the meeting during consideration of the matter.

Proposed Sale of Land at Gearraidh Ghuirm, Coll and Allt na Broige, Marybank to Muirneag Housing Association

H15

The Head of Housing Services submitted a Report concerning proposals for the sale of two areas of land to Muirneag Housing Association for the provision of social rented housing. The Report gave information on the sites proposed for sale namely Gearraidh Ghuirm, which was part of a scheme of “A – Range Houses” and which was large enough for 2 houses to be built and Allt na Broige site, which was located on the North side of Allt na Broige and was large enough for approximately 4 houses to be built. It was further intimated that the Comhairle benefited by selling land at a discount to housing associations by including in the terms of the sale that half the tenancies granted should be to households on the Comhairle’s waiting list.

It was recommended in the Report that:

(1) the undeveloped site at Gearraidh Ghuirm, Coll held on the Housing Revenue Account be offered for sale to Muirneag Housing Association;

(2) the undeveloped site at Allt na Broige, Marybank, held on the Housing Revenue Account be offered for sale to Muirneag Housing Association; and

(3) the sale price for these sites be at the District Valuer’s valuation less 50% in line with previous disposals ofland to RSLs, subject to any necessary statutory approval being sought and obtained.

It was agreed to recommend that:

(1) the undeveloped site at Gearraidh Ghuirm, Coll held on the Housing Revenue Account be offered for sale to Muirneag Housing Association;

(2) the undeveloped site at Allt na Broige, Marybank, held on the Housing Revenue Account be offered for sale to Muirneag Housing Association;

(3) the sale price for these sites be at the District Valuer’s valuation, subject to any necessary statutory approvals being sought and obtained and subject to the Director of Corporate Services confirming that the title deeds and Resumption Orders in respect of the land in question do not prohibit its development for the number of houses proposed; and

(4) in the event that the sale of these sites at the District Valuer’s valuation provided any difficulty to the purchaser, the matter be further reviewed.

Land Suitable for Housing: Interim Report

H15

The Head of Housing Services submitted a Report giving information on progress made in relation to the identification of sites suitable for housing.

It was intimated in the Report that the Western Isles draft local plan was currently in preparation and that Officers of the Comhairle were involved in the process of identifying housing sites. Appended to the Report were:

(1) a Summary of the Waiting List figures as at 15 March 2005; and

(2) a list of current housing developments being carried out by Housing Associations in the Western Isles.

It was emphasised that the Comhairle’s waiting list for housing for rent had increased from 750 in March 2004 to 920 in March 2005. It was further stated that at present some 72 houses were being built by Housing Associations in the Western Isles.

It was agreed to recommend that:

(1) the Report be noted; and

(2) a further update report be prepared to an early future meeting of the Committee and, in any event, not later than the February 2006 meeting of the Committee.

POLICY

Policy on the Use of Exit Interviews

M06.01

The Director of Corporate Services submitted a Report which outlined proposals to introduce a Policy on the Use of Exit Interviews. It was indicated in the Report that exit interviews would provide the opportunity for leavers to express their views, feelings and thoughts about their jobs, their department and the Comhairle as an employer, as well as to allow time for constructive comments and suggestions. The proposed Policy and questionnaire to be issued to affected staff was appended to the Report.

The proposed Policy on the Use of Exit Interviews had been discussed by the Local Government Employee JCC on 22 April 2005 and by the LNC Teaching Staff on 1 June 2005.

It was agreed to recommend that the Policy on the Use of Exit Interviews, appended to the Report, be approved.

Drug and Alcohol Policy

PR11.08

The Director of Corporate Services submitted a Report which proposed the introduction of a Drug and Alcohol Policy. It was indicated in the Report that the current Policy on Drug and Alcohol related problems was in need of updating to take into account the latest best practice in relation to drug and alcohol misuse as the existing policy did not make any reference to drug misuse.

The proposed revised proposed Drug and Alcohol Policy was appended to the Report. The proposed Policy has been subject to consultation with the Local Government Employee JCC on 22 April 2005 and the LNC Teaching Staff on 1 June 2005.

It was agreed to recommend that the Drug and Alcohol Policy, appended to the Report, be approved.

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

Disclosure (Scotland) Checks

M01.01

With reference to item 26 of the Minute of Meeting of 4 December 2003 the Chief Executive submitted a Report concerning the introduction of interim arrangements to support the continued implementation of the Comhairle’s policy relating to the letting of premises to voluntary groups involving children or vulnerable adults. It was stated in the Report that the Comhairle had approved a policy relating to the letting of Comhairle premises in August 2002 and in 2004 a system had been established to allow groups to obtain disclosure checks from “umbrella” bodies rather than registering with Disclosure Scotland themselves. Due to concerns over the amount of time administering the checks was taking and the issue of third party liability, Voluntary Action Lewis had withdrawn the provision of this service. It was indicated that Harris Council for Voluntary Service were prepared to offer an emergency cover service over the summer months whilst a long term solution was found.

It was agreed to recommend that:

(1) Harris Council for Voluntary Service be engaged to ensure that groups were able to apply for Disclosure Checks over the summer until a permanent solution was approved; and

(2) the funding of this emergency cover service be provided from central resources until the next scheduled meeting of the Comhairle.

BUILDINGS

Capital Works: Programme and Progress

PR33.01.12

With reference to item 28 of the Minute of Meeting of 27 April 2005 the Director of Technical Services submitted a Report detailing programme and progress in relation to properties on the Policy and Resources Account.

It was agreed to recommend that the Report be noted.

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.

Mr Angus Nicolson declared an interest in the following item and left the meeting during consideration of the matter.

St Brendan’s Residential Home, Barra, Roofing Replacement

SW08

33*

The Director of Technical Services submitted a Report concerning difficulties which had been experienced in obtaining tenders for the St Brendan’s Residential Home Roofing Replacement Project and seeking approval of a revised tender list and homologation of action taken to date. The background to the matter and financial implications were detailed in the Report.

It was agreed to recommend that:

(1) the action taken by the Director of Technical Services to progress this scheme to date be homologated;

(2) Nicholson Builders, Barra, be included in the tender list for this project subject to approval of their financial standing by the Director of Finance; and

(3) subject to confirmation of external funding being obtained, it be delegated to the Director of Finance, in consultation with the Chairman and the Chief Executive to approve the PER for the project, in order to avoid any delay in the commencement of the project.

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 fol