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MINUTES
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Minute of
Meeting of 9 September 2004
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1
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The Minute of
Meeting of 9 September 2004 was approved.
Arising out of consideration of this
matter it was agreed to recommend that a Report be submitted to the next
meeting of the Committee detailing the information available in relation to
the funding packages at Arnish Yard both in relation to the previous and
present developments and detailing the implications for the future operation
of the facility.
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Minute of
Meeting of Local Government Joint Consultative Committee of 10 September 2004
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2
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The Minute of
Meeting of the Local Government Joint Consultative Committee of 10 September
2004 was noted and the recommendations contained at items 1,6 and 7 were approved.
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Mr Neil
Campbell, Mr Archie Campbell and Mr Murdo Macleod declared an interest in the
following item and left the meeting during consideration of the matter.
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Minute of
Meeting of Housing Stock Transfer Sub-Committee of 27 September 2004 and 21
October 2004
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3
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The Minutes of Meetings of the Housing Stock
Transfer Sub-Committee of 27 September 2004 and 21 October 2004 were approved.
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Minute of
Meeting of Shortleeting Panel of 25 October 2004
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4
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The Minute of Meeting of the Shortleeting
Panel of 25 October 2004 was noted, subject to the insertion of the
word “of” prior to the word “insufficient” and the insertion of the word
“breadth” following the word “insufficient” in the decision.
Arising out of consideration of this item
it was agreed to recommend that the Chief Executive prepare a Report, which
would be submitted to the next meeting of the Committee, in relation to the
post of Director of Finance.
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Mr Malcolm J Graham declared an interest in
the following item 5(a) and left the meeting during consideration of the
matter.
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Minute of
Meeting of Human Resources Sub-Committee of 4 November 2004 and 9 November
2004
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5
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(a) The Minute of Meeting of the Human Resources
Sub-Committee of 4 November 2004 was noted and the recommendations
contained in items 17 and 20 were approved.
(b) The Minute of Meeting of the Human
Resources Sub-Committee of 9 November 2004 was approved.
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Minute of
Meeting of ICT Sub-Committee of 4 November 2004
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6
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The Minute of Meeting of the ICT
Sub-Committee of 4 November 2004 was approved.
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Declarations
of Interest
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The Chairman and Mr Norman L Macdonald
declared an interest in item 11 and left the meeting during consideration of
this matter.
Mr Neil
Campbell and Mr Murdo Macleod declared an interest in items 3 and 14 and left
the meeting during consideration of these matters.
Mr Archie
Campbell declared an interest in items 3, 14 and 20 and left the meeting
during consideration of these matters.
Mr Malcolm J
Graham declared an interest in item 5(a) and left the meeting during
consideration of this matter.
Mr John Mackay
declared an interest in item 22 and left the meeting during consideration of
this matter.
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FINANCE
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General
Fund Second Quarter Monitoring 2004/05
PR110.08
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7
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The Director
of Finance submitted a Report detailing the Comhairle’s forecast revenue
outturn for 2004/05 at the end of the second quarter. A summary of the
financial performance to the end of September 2004 was appended to the
Report.
It was agreed to recommend that:
(1) the Report be noted; and
(2) the use of the departmental carry
forward for the Chief Executive’s Office as detailed in Section 7 of the
Report and previously agreed be re-affirmed.
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General
Fund Capital Monitoring: 1 April 2004 – 30 September 2004
PR110.03
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8
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The Director of Finance submitted a Report
concerning the progress in the 2004/05 Capital Programme as at 30 September
2004.
It was agreed to recommend that the
Forecast Out-turn be approved as the Revised Approved Programme and
specifically approve the following:
(1) the slippage of £150k on
Stornoway Primary Roofing, £47k on the Schools Accessibility Programme, £64k
on Water Services, and £408k on Schools Capital Renovations;
(2)
the slippage of £350k on the South Uist
Care Development;
(3) the slippage of £80k on Contaminated Land, £50k on
the Derelict Building Grant Scheme and £33k on the ACE Grant Scheme;
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(4) the slippage of £2k on the
Mossend Refurbishment;
(5) the transfer of £1,714 for the Spinal Route from the Conditional Programme to the Main Programme;
(6) the slippage of £6k for work on
Pointers not required until 2005/06 to meet the retention and slippage of
£30k for maintenance work at Lews Castle; and
(7) the slippage of £25k on
work to the Council Chamber.
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Prudential
Indicators
PR43.06
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9
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The Acting Director of Finance submitted a
Report concerning the Prudential Indicators for 2003/04 and the estimated
Prudential Indicators for 2004-2007. The Report stated that, based on the
actual results for 2003/04, the estimated indicators for 2004 – 2006 had been
revised and the estimated indicators for 2006/07 calculated.
It was
agreed to recommend that the revised Prudential Indicators detailed in the
Report be approved.
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2005 ESF
Funding Bid to OFTTI Project
PR43.01
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10
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The Joint
Future Development Manager submitted a Report concerning financial provision
for the OFTTI Project during the process of considering the revenue estimates
for 2005/06 and beyond with a view to ensuring long term financial stability
for the project. It was indicated in the Report that the Comhairle was
required to ensure that people with special needs were provided with
opportunities that would enhance their quality of life and enable them to
live independently as members of the local community.
It was agreed to recommend that:
(1) the proposals set out for 2004/05 for
the continued funding of the OFTTI project, including the current submission
for ESF support be approved; and
(2) it be noted that the plans for funding
are subject to the ESF funding being within the anticipated range and that
any variance to this plan would require to be bought before the Comhairle for
further consideration.
Arising out
of consideration of this item it was agreed that a Report in relation to the
Supporting People Fund be submitted to the next meeting of the Committee
detailing:
(a) the criteria for awarding Supporting
People Funding and listing the ways in which the Fund was previously
utilised;
(b) the input from Sustainable Communities
and other Comhairle Departments to this Project; and
(c) the input into this Project from other
Comhairle Departments.
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CAPITAL
PROGRAMME 2004 – 2008
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The Chairman and Mr Norman L Macdonald
declared an interest in the following item and left the meeting during
consideration of the matter and the Vice-Chairman took the Chair.
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Marine
Fuel Sales – Funding Additional Equipment
T07.02
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11
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The Director
of Technical Services submitted a Report seeking approval of additional
funding for the purchase of two larger capacity tanks and two remote delivery
cabinets for the sale of marine fuel at fishery piers. The larger capacity
tanks will be provided at Kallin and Leverburgh the remote delivery cabinets
would be provided at Berneray and Brevig.
It was further
agreed to recommend that a Report in relation to the provision of fuel at
Stornoway be submitted to a future meeting of the Marine Fuel Member/Officer
Working Group.
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HOUSING
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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.
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Housing
Revenue Account Capital Programme 2004/05: Progress Report
PR110.01
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12
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The Head of
Housing Services submitted a Report regarding the Housing Revenue Account
Capital Programme 2004/05.
The Report
stated that the Programme had been set within the new prudential framework
for borrowing, together with 25% of capital receipts from house sales.
The Report gave
details of variations within the Programme and in particular commented on the
undernoted projects:
1.
Bruach Gorm Kitchen Bathroom and Heating
2.
Heating System at Carabhat; and
3.
The installation of Close Circuit Television
(CCTV) Westview Grove, Stornoway.
The Head of
Housing Services sought approval for the deletion of the project on Horough
Cottages, Isle of Barra and the inclusion of a project relating to the
upgrading of two houses at Cillebharraidh, Isle of Barra.
It was
agreed to recommend that:
(1)
the Housing Capital Programme 2004/05
be revised as detailed in Appendix 1 of the Report to take account of project
variations;
(2)
the expenditure profile at Appendix 2
of the Report be noted; and
(3)
the procurement methods detailed at
paragraph 5.5 and 6.11 be approved and that the installation of CCTV and
associated work at Westview Grove be not tendered for as allowed for by
Clause 7(f) of the Comhairle's Contract Regulations, on the grounds of the
specialist nature of the work and the need to link to the Police system
currently in operation and in consideration that maintenance savings would be
forthcoming from this arrangement.
It was
further agreed to recommend:
(1)
approval of the deletion of the project
on Horough Cottages, Isle of Barra, as detailed in Appendix 1 of the Report,
and the inclusion of a project relating to upgrading of two houses at
Cillebharraidh, Isle of Barra, on the basis that, in the opinion of the Head
of Housing Services, Value for Money and Best Value would be achieved if the
contractor for the Horough Cottages project was used for the upgrading of
two houses at Cillebharraidh, Isle of Barra; and
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(2) the operation of the CCTV scheme at Westview Grove
by Faire be evaluated and a Report submitted to the Committee by the Head of
Housing Services, before hardware and monitoring screens were located in
Stornoway Police Station.
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Local
Housing Strategy Funding
H01
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13
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There was
submitted a Joint Report by the Head of Housing Services and the Director for
Sustainable Communities requesting that approval be given to seek additional
revenue funding for the ongoing development of the Local Housing Strategy.
It was
intimated in the Report that the Strategy would have to be comprehensively
reviewed and updated during the 2005/2006 financial year. The Report
referred to the Comhairle's first Local Housing Strategy which had been
prepared for the period 2004 – 2009 and stated whilst this strategy had been
rated “good” by Communities Scotland the number of areas of weakness within
the Strategy had been highlighted during the appraisal process where
additional work was now required.
It was further stated in the Report that
whilst specific funding had been provided by the Scottish Executive to
facilitate the production of the first Local Housing Strategy there was no
indication that the Executive would fund subsequent strategies. The Report
emphasised that a well researched and robust Local Housing Strategy was
considered to be crucial to the success of attracting funding for housing to
the Western Isles and that as the strategy covered all housing tenures it was
considered appropriate for the Head of Housing Services and the Director for
Sustainable Communities to jointly develop a funding bid which would be
considered as part of the revenue estimates process for 2005/2006.
It was
agreed to recommend that the Comhairle approve the development of a funding
bid for submission to the Comhairle's Finance Working Party to ensure that
adequate resources are available for the continuing development of the Local
Housing Strategy.
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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 8 and 9
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 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.
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Mr Neil
Campbell, Mr Murdo Macleod and Mr Archie Campbell declared an interest in the
following item and left the meeting during consideration of the matter.
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Stock
Transfer Update: Business Plan Appraisal
H01.18
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14
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With reference to item 22 of the Minute of
Meeting of 9 September 2004 the Chief Executive submitted a progress Report
on the appraisal of the Hebridean Housing Partnership (HPP) Business Plan.
It was indicated in the Report that discussions were currently taking place
between the Comhairle and the Hebridean Housing Partnership in order to
finalise the funding requirements of the Stock Transfer Business Case, with a
view to making a final recommendation to the Comhairle in December 2004.
It was
agreed to recommend that the Report be noted.
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Land
Suitable for Housing and Guidelines for the Acquisition of Land for Housing
H02
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15
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The Head of
Housing Services submitted a Report seeking approval for a matrix which it
was proposed to use for assessing a site suitable for housing and further
invited the Comhairle to consider the use of compulsory purchase powers for
the acquisition of land. Appended to the Report was an assessment of land in
the Comhairle's ownership that could be suitable for housing. The Report
emphasised that there was a shortage of sites for housing across the Western
Isles and that this applied to housing for rent as well as the owner occupied
sector. It was further intimated in the Report that the Local Housing
Strategy envisaged most demand for growth in housing to be in the Broadbay
area. A summary of the basic procedure for the compulsory purchase of land
was also appended to the Report and it was further intimated that this
process had not been used for house sites in the Western Isles in the last 20
years and required funding to be available to pay the market price for land.
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It
was agreed to recommend that:
(1)
the matrix assessing sites for Housing
use be approved; and
(2)
the Comhairle consider the possible use
of Compulsory Purchase powers to secure land for Housing.
It was further agreed to:
(1)
recommend that the Head of Housing
Services be requested to submit a further more detailed Report concerning
land suitable for Housing; and
(2)
recommend that the Director for
Sustainable Communities be requested to submit a further report concerning
"empty homes. "
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BUILDINGS
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Capital
Works: Programme and Progress
PR33.01.12
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16
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With reference
to item 23 of the Minute of Meeting of 9 September 2004 the Director of
Technical Services submitted a Report concerning programme and progress in
respect of properties held on the Arts and Leisure account.
It was
agreed to recommend that the Report be noted.
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It was agreed
that the public, including the press, be excluded from the meeting during
consideration of the following item on the grounds that exempt information as
defined in Paragraphs 8 and 9 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 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.
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Public
Private Partnership: Programme Update
E01.04.38
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17
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With reference
to item 35 of the Minute of Meeting of 9 September 2004 the Director of
Education submitted a Report detailing progress to date following receipt of
the indicative letter of award for the PPP bid from the Scottish Executive.
Details of Industry Days held in Stornoway and Edinburgh in June and July and
telephone surveys undertaken in July were given in the Report.
It was agreed to recommend that the Report be
noted.
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POLICY
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Race
Equality Scheme
PR13.05.10
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18
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The Director
of Corporate Services submitted a Report seeking homologation for the
submission of an amended Race Equality Scheme to the Commission for Racial
Equality. The Report stated that it had been necessary to submit an amended
Race Equality Scheme to the Commission for Racial Equality by 30 September
2004 to ensure that a Compliance Notice was not served in terms of the Race
Relations Act 1976 (Statutory Duties) (Scotland) Order 2002. The amended
Race Equality Scheme was appended to the Report.
It was agreed
to recommend that:
(1) the action taken by the Director of
Corporate Services in submitting the amended Race Equality Scheme to the
Commission for Racial Equality and approve the amended Scheme;
(2) it be delegated to the Director of
Corporate Services to make any further minor textual amendments, as necessary
to ensure that the amended Scheme remains compliant with appropriate
legislation.
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Mobile
Phone Policy
PR11.09
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19
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The Director of Corporate Services submitted
a Report concerning the Comhairle’s Mobile Phone Policy. It was indicated in
the Report that the Policy had been considered and approved by the Local
Government Employee Joint Consultative Committee on 10 September 2004.
It was
agreed to recommend that the Comhairle Mobile Phone Policy be approved.
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Mr Archie
Campbell declared an interest in the following item and left the meeting
during consideration of the matter.
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Policy on
Early Retirement – Teaching Staff
M06.10
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20
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The Director
of Education submitted a Report concerning issues raised by the Secretary of
the Local Negotiating Committee for Teaching Staff in respect of the
Comhairle’s Policy on Early Retirement as it related to Teaching Staff. A
note of the issues raised by the Secretary of the Local Negotiating Committee
for Teaching Staff was appended to the Report.
It is
recommended that:
(1) the Director of Education be authorised
to present applications to the Human Resources Sub-Committee for
determination, where efficiencies and savings can be demonstrated; and
(2) a Report be submitted to the next
meeting of the Committee in December 2004 outlining the terms of the policy
in relation to the appeals process for teaching staff and clarification of
the policy in relation to the retirement of teaching staff who are over the
age of 60.
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Comhairle
Policy on Tourism
DS40.08
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21
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With reference
to item 25 of the Minute of Meeting of 1 September 2004 the Director for
Sustainable Communities submitted a Report detailing progress with
discussions with the Scottish Executive, VisitScotland and local partners in
relation to the development of a Local Tourism Policy. The Report detailed
the key issues which had been identified and would form the basis of the
Service Level Agreement between the Comhairle and the new VisitScotland “hub”.
It was
agreed to recommend that the Comhairle:
(1)
notes the progress in regard to the
development of tourism issues; and
(2)
endorses the key issues that have been
identified to date in relation to the Service Level Agreement.
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Mr John Mackay, a non-Member of the
Committee, declared an interest in the following item and left the meeting
during consideration of the matter.
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Western
Isles Gaelic Language Plan
PR13.05.09
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22
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The Director of Education and the Director
of Sustainable Communities submitted a Joint Report concerning progress with
the Western Isles Gaelic Language Plan and the next phase of the process.
The background to the establishment of the Western Isles Gaelic Language
Plan, together with details of project costs and funding issues were outlined
in the Report.
It was
agreed to recommend that:
(1) Phase II of the Western Isles
Gaelic Language Plan be endorsed; and
(2) financial support
in the sum of £15,700 be allocated to Phase II, with that funding to be
sourced as follows:
£5,200 from Education, £5,200
from Community Support and £5,300 from Economic Development.
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ECONOMIC
DEVELOPMENT
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Considerations
for Renewable Energy Developments in the Western Isles
DS61.19
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23
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With reference
to item to item 33 of the Minute of Meeting of 1 September 2004 the Director
for Sustainable Communities submitted a Report to allow the consideration of
a framework to assist the assessment and determination of the renewable
energy development proposals in the Western Isles. The Report detailed considerations
for renewable energy developments in the Western Isles document which took
account of comments made by Members and included the comments at the
Alternative and Renewable Energy Development Member/Officer Working Group.
It was agreed to recommend that the
Considerations for Renewable Energy Developments in the Western Isles
document attached at Appendix 1 be approved as considerations that the
Comhairle would take account of in its assessment of proposals for renewable
energy projects and development in the Western Isles.
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Post 2006
EU Lobbying - Update
PR70
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24
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The Chief
Executive submitted a Report concerning the Comhairle’s lobbying position
regarding EU Structural Funds and Regional Aid post 2006. The Comhairle’s
views on the European Commission’s proposals for EU Structural Funds and
Regional Aid post 2006 were detailed in the Report. It was stated that the
Comhairle, with an without its partners, would continue its efforts to ensure
that the Commission’s proposals on the Structural Funds and Stated Aids
satisfactorily took into account the specific situation of the islands and
the specific geographical, socio-economic and demographic difficulties
experienced by the Western Isles.
It was
agreed to recommend that the Report be noted.
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Conference
for Peripheral Maritime Regions of Europe (CPMR) – Stavanger Conference 22 –
24 September 2004
PR60.02
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25
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The Chief
Executive submitted a Report concerning the Comhairle’s representation at the
CPMR Conference in Stavanger, Norway, on 22 to 24 September 2004. A copy of
the Agenda for the Conference was appended to the Report. It was indicated
in the Report that the Convener chaired a session on Energy and Sustainable
Regional Development and a copy of his speech was appended to the Report.
It was
agreed to recommend that the Report be noted.
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LEGISLATION
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Antisocial
Behaviour Etc (Scotland) Act 2004
L10.402
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26
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The Director
of Corporate Services submitted a Report detailing the implications for the
Comhairle of the provisions of the Antisocial Behaviour Etc (Scotland) Act 2004. The Report indicated that the Act would provide the opportunity for
police and local authorities to deal with Anti-social behaviour through civil
rather than criminal proceedings. The Comhairle would be required to ensure
the development of co-ordinated responses to incidents concerning anti-social
behaviour throughout the Western Isles.
It was
agreed to recommend that:
(1) the requirement on Local Authorities
and Chief Constables to develop Anti-Social Behaviour Strategies be noted and
that it be approved that the Comhairle’s case in this matter be taken forward
through the Anti-Social Behaviour Strategy Group as outlined in the Report
and that the draft strategy be presented to a future meeting of the Policy and
Resources Committee for approval; and
(2) paragraph 25 of the Director of
Corporate Services’ delegation in the Comhairle’s Scheme of Delegation be
amended by adding the following words:
“including, for the avoidance of doubt, applications under Section
19 of the Crime and Disorder Act 1998 or Section 4(1) of the Anti-Social
Behaviour (Scotland) Act 2004 notwithstanding that in those instances the
Comhairle would be acting in a representative capacity on behalf of the wider
community.
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Local
Government Boundary Commission for Scotland: Timetable for Third Review
PR41
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27
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With reference
to item 46 of the Minute of Meeting of 9 September 2004 the Director of
Corporate Services submitted a Report concerning the Local Boundary
Commission for Commission for Scotland: Timetable for Third Review. The next
stages of the process were outlined in Appendix 1 to the Report. It was
indicated in the Report that, at this stage, the Comhairle was expected to
provide initial views and would have further opportunities during the review
timetable to comment on any proposals.
The Report
indicated that the Director of Corporate Services had been nominated as “the
point of contact” between the Comhairle and the Boundary Commission for Scotland. It was also indicated in the Report that the deadline for receipt of the
Comhairle's “initial concluded view” was 7 December 2004.
It was
agreed to recommend that it be delegated to the Director of Corporate
Services to prepare a draft concluded view and proposed options for wards
based on the views expressed by Members at the Seminar on 1 November 2004 and
at the initial meeting with the Boundary Commission on 9 November 2004 for
submission to a special meeting of the Comhairle on 6 December 2004.
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Proposed
Changes to the Local Government Pension Scheme
M04.02
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28
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The Acting Director of Finance submitted a
Report concerning proposed changes to the Local Government Pension Scheme.
It was indicated in the Report that the Scottish Public Pensions Agency had
written to local authorities proposing that the earliest retirement age
(other than for ill health) be increased from 50 to 55 and that the’85 year
rule’ be revoked. It was further indicated that the Comhairle had received a
formal submission from the Transport and General Workers Union, a copy of
which was attached to the Report.
It was
agreed to recommend that the comments raised by the TGWU, as detailed below,
be endorsed and submitted, by the Comhairle, to the Scottish Public Pensions
Agency (SPPA) as the Comhairle’s response to the Local Government Pension
Scheme:
The intention to remove the 85 year
rule is viewed as a major attack on one of the key features of the Local
Government Pension Scheme (LGPS) that allows for some degree of flexible
retirement.
Local Government Pension Scheme
Members work in difficult and demanding jobs, both mentally and physically.
For these workers delaying retirement is often not an option they have had.
Public sector workers are amongst the lowest paid in the UK and require a high quality pension scheme to ensure a
reasonable standard of living in retirement.
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CONTRACTUAL
MATTERS
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Standing
Approved Lists of Contractors
PR31.07
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29
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The Director of Technical Services submitted
a Report seeking approval to introduce a requirement for external formal
Health and Safety accreditation of operatives for contractors seeking
admission to Standing Approved Lists. A framework and consultation process
for the introduction of a formal external accreditation scheme for
establishing health and safety competence of contractors was set out in the
Report.
It was
agreed to recommend that:
(1) the introduction of arrangements
whereby Contractors seeking retention on or admission to Standing Approved
Lists would require to submit evidence of formal external health and safety
accreditation of their workforce; and
(2) consultation be carried out with the
Construction Industry Training Board and the construction and related
industries locally on an appropriate timescale for the implementation of the
above arrangements and to determine the approved format of an external health
and safety accreditation.
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Application
for Inclusion in Standing Lists of Approved Contractors
PR31.07
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30
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With reference to item 36 of the Minute of
Meeting of 9 September 2004 the Director of Technical Services submitted a
Report detailing further applications for inclusion in the various lists of
approved contractors. A detailed list of the applications was appended to
the Report.
It was
agreed to recommend that the Contractors detailed in Appendix 1 to the Report
by the Director of Technical Services be included in the Standing Lists of
Approved Contractors as detailed in the Report.
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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.
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Carloway
Care Development: Appointment of Consultants
SW09
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31
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The Director
of Social Work submitted a Report outlining the steps to being taken to bring
forward the proposals for the Carloway Care Development to the stage of a
full evaluation of its viability. The background to the matter and financial
implications of the study were outlined in the Report.
It was
agreed to recommend that:
(1) it be noted that it had been necessary
for the Comhairle to take reasonable steps to conclude the evaluation of the
Carloway Care Development within a reasonable period of time; and
(2) in terms of Contract Regulation 7(f)
that it was not appropriate to seek tenders for the Consultancy work required
in relation to the evaluation of the Carloway Care Development and that R
& P M Associates be commissioned to carry out the work in light of their
prior knowledge and experience of the issues involved and that the actions of
the Director of Social Work in appointing R & P M Associates be
homologated due to the urgency of having the evaluation concluded by mid
December 2004.
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RELATED
MATTERS
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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 1 of Schedule 7A of the Local Government (Scotland) Act
1973 would be disclosed, namely information relating to a particular
employee, former employee or applicant to become an employee of, or a
particular office holder or former office holder, or applicant to become an
office holder under the Comhairle.
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Review of
Internal Audit
SS02.02
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32
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The Acting
Director of Finance submitted a Report seeking homologation of the
appointment of consultants and proposing a methodology for the provision of a
modern Internal Audit Service.
It was
recommended that the Comhairle:
(1)
authorise the Acting Director of
Finance to negotiate with the Director of Finance at Highland Council for
additional resources to complete, as far as possible, the current Internal
Audit Plan;
(2)
authorise the Acting Director of
Finance to negotiate with the Director of Finance at Highland Council a
three-year collaborative agreement for the provision of the Internal Audit
service; and
(3)
agree that, in the event that the
recommendations at paragraphs 3.1 (a), (b), (c) above affect the terms and
conditions of employment of any individual employee, consultation in terms of
the Comhairle’s agreed procedures will take place.
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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 1 of Schedule 7A of the Local Government (Scotland) Act
1973 would be disclosed, namely information relating to a particular
employee, former employee or applicant to become an employee of, or a
particular office holder or former office holder, or applicant to become an
office holder under the Comhairle.
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Review of
Revenues and Exchequer
M02.07
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33
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A Report was
submitted by the Acting Director of Finance seeking approval for
organisational changes within the Revenues and Exchequer Section of the
Finance Department and a number of changes to the establishment.
It was agreed that
(1)
with effect from 1 January 2005, the structure
shown at Appendix 2 in the Review of Revenues & Exchequer be approved;
(2)
with effect from 1 January 2005, the Council
Tax Officer, Rating & Sundry Debt Manager, Senior Revenues Officer,
Mortgage & Loans Assistant and Senior Accounting Assistant posts be
deleted, and replaced with new Revenues Accounting Manager, Customer Service
Manager, Revenues Accounting Supervisor, Customer Service Supervisor and
Superannuation Officer posts respectively, with existing postholders being matched
into the new posts on their existing grades, subject to job evaluation when
Single Status is introduced;
(3)
with effect from 1 January 2005, the existing
Head Cashier, Cashier, Revenues Assistant, Senior Debtors Clerk and Debtors
Clerk posts be re-designated as Revenues Officer posts on grade AP1;
(4)
with effect from 1 July 2005, one of the
existing Cashier posts (1330) be deleted;
(5)
the Payroll Manager post be
re-designated Payments Manager, with additional responsibility for the
Creditors section.
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Best Value,
Audit Requirements
SS02.01
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34
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The Chief Executive submitted a Report in
relation to the requirements of the Best Value Audit. The key objective of
the audit would be assess the extent to which the Comhairle was meeting its
duties under the Local Government (Scotland) Act 2003 and planned
improvements would be agreed with the Comhairle's external auditors.
It was
agreed to recommend that the Comhairle note the extent of the audit
requirements of Best Value, in particular the role of elected Members, and
the preparations being made.
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Strategic
Environmental Assessment (SEA) – Consultation
CH03.10
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35
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The Chief Executive submitted a Report
concerning the Comhairle’s response to the Scottish Executive’s consultation
paper on the Strategic Environmental Assessment Bill and draft guidance from
the Office of the Deputy Prime Minister. It was indicated in the Report that
implementing the requirements of the Strategic Environmental Assessment would
have significant resource implications for the Comhairle.
It was
agreed to recommend that:
(1) Appendix 1 of the Report be approved
as the basis of the Comhairle’s response to the Scottish Executive’s paper,
“A Consultation on the Proposed Environmental Assessment (Scotland) Bill”;
(2) Appendix 2 of the Report be approved
as the basis of the Comhairle’s response to the “Strategic Environmental
Assessment Directive (2001/42/EC) Draft Practical Guide” produced by the
Office of the Deputy Prime Minister; and
(3) the resource implications of the
Strategic Environmental Assessment, as highlighted in paragraph 6.2 of the
Report, be noted.
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It was further agreed to recommend that:
(1) the points made in response to
question 7, on page 181 of the Report by the Chief Executive, be emphasised
in the covering letter to be sent to the Scottish Executive; and
(2) the following comments should be added
to the Comhairle’s response to the proposed
Environmental Assessment (Scotland) Bill Paper 2004/12:
SEA requirements should be
considered in the widest context in terms of encouraging and driving
sustainable development in the Western Isles. SEA should not add (nor be
seen to add) to existing regulatory burdens and should consider the balance
between environmental enhancement and social, cultural, economic and financial
issues; and
SEA proposals will
have a significant impact on resource allocation in a small local authority
and the Comhairle wish to see sufficient new resources allocated by the
Scottish Executive to allow it to discharge its additional duties under the
proposed legislation.
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Minibus
Co-ordination and Charging
AL06.06
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36
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The Director
of Technical Service submitted a Report in relation to the Minibuses owned by
the Comhairle which were currently hired out to schools, voluntary groups and
organisations. The Report indicated that two minibuses were based in
Stornoway, one was based in Tarbert and one was based in Balivanich. The
Report further detailed the costs of operating each vehicle together with a
proposed level of charges. It was proposed that a feasibility study would be
carried out to determine the viability of basing a further minibus at
Ullapool to be used principally by voluntary groups, schools and other
organisations in order to minimise the costs of trips to the mainland.
It was
agreed to recommend that the Comhairle agree that:
(1)
the cost of hiring out a Comhairle
minibus be £20 per half say and £35 per full day of use; and
(2)
on completion of the feasibility study,
a further Report would be submitted outlining the proposals for and viability
of basing a minibus at Ullapool.
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Western
Isles ‘Presence’ in Edinburgh
C32
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37
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With reference to item 53 of the Minute of
Meeting of 22 June 2004 the Chief Executive submitted a Report detailing a
range of costed options for establishing a ‘presence’ in Edinburgh to lobby
and represent the Comhairle and the Western Isles on all matters pertaining
to the Scottish Executive and the Scottish Parliament. It was indicated in
the Report that this matter had been discussed with both Orkney and Shetland
Islands Councils at Chief Executive level and that both Councils were
interested in improving co-operation on common interests but would not be
interested in a shared ‘presence’ in Edinburgh.
It was
agreed to recommend that:
(1) a Report be submitted to the meeting
of the Committee in February 2005 detailing:
(a) the costs incurred by the Comhairle at
the moment in relation to lobbying activity carried out by Officers and
Members;
(b) the options in relation to
parliamentary liaison following discussion with other organisations with
experience in this field and MSPs; and
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(c) providing an update on the possibility
of linking with other island authorities
with a view to proposing the most cost effective
solution in relation to lobbying;
(2) the issues of any potential links
between lobbying and tourism activity do not be considered until a later
date; and
(3) the Report in (1) above would include
clarity regarding the development of proposals for regular discussion
meetings with Orkney and Shetland Islands Councils.
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Update on
Youth Councils in the Western Isles
AL07
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38
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With reference
to item 54 of the Minute of Meeting of 22 June 2004 the Director for
Sustainable Communities submitted a Report which provided an update on Youth
Councils in the Western Isles. It was indicated in the Report that there
were now a number of Youth Councils in the Western Isles which had been
involved in a number of initiatives and were supported by the Community
Education Service and the Dialogue Youth Unit.
It was agreed to recommend that
continued support be given to Youth Councils in the Western Isles.
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Comhairle’s
Role as Health Improvement Organisation
PR13.05.22
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39
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The Director for Sustainable Communities
submitted a Report concerning the Comhairle’s role as a Health Improvement
Organisation. The progress made in developing the Comhairle’s role as a
Health Improvement Organisation since the establishment of the post of Health
Improvement Officer in 2002 was outlined in the Report. It was indicated in
the Report that funding for the post would continue for a further three years
and ways of developing this function were outlined.
It was
agreed to recommend that:
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