11 Dec 2001

COMHAIRLE NAN EILEAN SIAR

POLICY AND FINANCE COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Tuesday 11 December 2001 at 10.00 am

PRESENT

Mr Roderick J Murray (Chairman

Mr Norman L Macdonald (Vice-Chairman)

Mr Angus Campbell

Mr Alexander A Macdonald

Mrs Morag Munro

Mr George Lonie

Mr Donald Maclean

Mr Angus Nicolson

Mrs Mary Bremner

Mr Alasdair G Macrae

Mr Donald Manford

MINUTES

Minutes

100

The Minutes of Meetings of 19 November 2001 and 22 November 2001 were approved.

Decentralisation Member/Officer Working Group

101*

The Minute of Meeting of the Decentralisation Member/Officer Working Group was submitted.

It was agreed to recommend approval of the recommendation in Item 4 of the Minute.

FINANCE

Final Report: External Auditors for 2000/01

102*

The Chairman welcomed Mr Grant Macrae of KPMG, the Comhairle's External Auditors, to the meeting and invited Mr Macrae to present his final Report to Members and the Controller of Audit.

The Final Report to Members and the Controller of Audit for the financial year ended 31 March 2001 from the Comhairle's External Auditors, KPMG was submitted. It was noted that the External Auditors had issued an unqualified audit certificate relating to the accounts in October 2001. The Auditors' Report set out good practice identified in a number of areas of the Comhairle's operations, together with recommendations to assist management to further improve the performance of the Comhairle. An action plan for completion by the Comhairle's Management Team was appended to the Report.

It was agreed to recommend that the Director of Finance, in collaboration with the Comhairle's Management Team complete the Action Plan appended to the Final Report from the Comhairle's External Auditors for the 2000/01 financial year and report on the plan at the January 2002 series of meetings.

Mrs Morag Munro, having declared an interest in the following Item, withdrew from the meeting.

Application for Funding by WICAS for 2002/2003

103*

The Director for Sustainable Communities submitted a Report regarding a funding bid for 2002/2003 by the Western Isles Citizens' Advice Services (WICAS) to be considered as part of the Revenue Estimates exercise. It was indicated that although the Service had only applied a 2.5% inflationary element to salary figures, it had now used up all its reserves that had been used previously for Scottish Association of Citizens' Advice Bureau Affiliation Fees and to bridge gaps in funding.

It was stated that within the current three year budget cycle for 2000/2003, the indicative cash planning limit for 2001/2002 was £124,316. The adjusted cash planning limit (without savings) for WICAS for 2002/2003 was £126,802 and the budget bid was £140,235, thus a bid for growth of £13,433 was being made by WICAS. It was further stated that given that the cash planning limit may have to be revised, the final difference may be larger.

It was agreed to recommend that the application for funding by WICAS for 2002/2003, included as Appendix 1 to the Report by the Director for Sustainable Communities, be considered as part of the Revenue Estimates exercise.

Local Taxation Billing Collection and Recovery

104

With reference to Item 50 of the Minute of Meeting of 30 October 2001, the Director of Finance submitted a Progress Report, advising Members of the current state of collection and recovery of Council Tax and Non-Domestic Rates as at 30 September 2001.

It was agreed to note the Report.

Council Tax Legislative Changes

105*

The Director of Finance submitted a Report regarding changes in working practices which were enabled by legislative changes affecting the collection and billing of Council Tax. It was indicated that due to the delay in billing it had not been possible to implement the changes set out in the regulations for the current year.

It was agreed to recommend that:

(1) as from 1 April 2002, Council Tax be payable each financial year as follows:

(a) For those Council Tax payers electing to pay by Direct Debit, in ten monthly instalments on the 8, 18 or 28 of each month from April to January;

(b) For employees of the Comhairle electing to pay by deduction from pay, weekly, fortnightly or monthly on the appropriate pay days from April to January; and

(c) For all other cases by ten monthly instalments on the 1 of each month from April to January.

(2) as from 1 April 2002 application will be made for Summary Warrant for unpaid Council Tax where:

(a) instalments are still in arrears 14 days or more after reminder has been issued;

or

(b) instalments are still in arrears 14 days or more after a second reminder has been issued.

CONSTITUTION

Decision-Making Structures

106*

With reference to Item 58 of the Minute of Meeting of the Policy and Resources Committee of 19 June 2001 and Item 12 (9) of the Minute of Meeting of the Comhairle of 19 June 2001, the Committee Review Member/Officer Working Group submitted a Report setting out the conclusions of the Working Group following its review of the current role and remit of the Service Committees, including the Contract Services Committee.

The background to the matter was set out in the Report, together with an outline of the Working Group's consideration of the roles and remits of the Committees, including a summary of the main issues arising from discussions with Committee Chairmen and Heads of Services. It was indicated that the Working Group had accepted in general terms that there was a need to consider changes to the Comhairle's decision making structure. It had been concluded, however that the developments on the horizon that would affect both Social Work and Housing, coupled with the relatively short period remaining of the Comhairle's term, made it more sensible to continue with the structure put in place on 27 August, with some changes in Committee remits to address particular issues raised. A diagram was issued outlining the Working Group's proposals and looking ahead to further changes likely and the possible structure that could be implemented after the election in May 2003. It was suggested that these changes be subject to further consideration late in 2002 or early in 2003.

It was agreed to recommend, for the committee's interest, that:

(1) the revised decision making structures as detailed in the appendix to the report by the Committee Review Member/Officer Working Group be approved for implementation with effect from January 2002;

(2) the functions currently remitted to Service Committees and the Policy and Finance Committee be delegated to those committees, subject to the exclusions and safeguards contained in the Standing Orders and the Scheme of Administration;

(3) each committee review its level of delegation to officers, including delegation to officers in consultation with the Chairman, and the overall delegation to the committee;

(4) the role of the Comhairle include community planning, advocacy and strategy, external relations, performance review issues, stakeholder issues, meeting with MPs, MSPs, MEPs etc. and taking a strategic overview;

(5) the current remits of the following committees be amended as indicated:

· transfer responsibility for structure plans, including local plans, from Policy and Finance Committee to Development Services Committee;

· transfer the planning control and building control functions from Development Services Committee to Environmental Services Committee, together with any environmental functions currently falling within the remit of the Development Services Committee;

· transfer all transport services, including school transport and special needs transport, to the Transportation Committee;

· transfer all children's services from Social Work Committee to Education Committee;

(6) the Development Services Committee be renamed the Sustainable Development Committee to reflect the new focus of the committee on sustainable economic and community development;

(7) tourism issues and the archaeological service be included in the remit of the Sustainable Development Committee in recognition of their economic benefits;

(8) members be permitted to change their membership of committees to reflect their own particular interests on the basis of agreed swaps and subject to the limits on committee membership imposed by the Scheme of Administration;

(9) the Contract Services Committee be disestablished and a Commercial Operations Board of five elected members and two Trade Union representatives established with the remit to include developing a business plan and DSO personnel issues. The Board would be expected to take the lead role in the DSO recovery plan, and there should be no restriction on the ability of members to serve on the Board;

(10) the Commercial Operations Board have the ability to make short term appointments and to purchase assets up to an agreed value. A proportion of the DSO profits would be returned to the Commercial Operations Board for reinvestment;

(11) the reporting line of the Commercial Operations Board be to the Policy and Finance Committee;

(12) consideration be given to including responsibility for the operation of the Home Care Service within the remit of the Commercial Operations Board;

(13) the potential to amalgamate the Housing and Social Work Committees be considered once the position regarding the housing stock transfer and the future relationship with Western Isles Health Board with regard to joint delivery of services through the joint futures initiative were clarified;

(14) consideration be given to introducing new mechanism to allow members to propose motions for debate or discussion at Comhairle without the need for formal motions and amendments as currently required;

(15) the Comhairle should review and strengthen its relationship with WIE and local business, local economic forums etc;

(16) the Comhairle review the committee meeting timetable by summer 2002;

(17) consideration be given to the reporting of issues involving relatives of officers or members on the basis of a report to the Standards and Scrutiny Committee, setting out options for discussion; and

(18) the Chief Executive and the Director of Corporate Services be authorised to make the consequential amendments to the Standing Orders and Scheme of Administration arising out of the decisions and to report on the outstanding issues at the appropriate time.

Towards Corporate Governance

107*

The Director of Finance submitted a Report regarding a Guidance Note on Corporate Governance in Local Government issued jointly by the Society of Local Authority Chief Executives and the Chartered Institute of Public Finance and Accountancy. It was indicated that the Guidance Note set out an overarching framework for the practice of Corporate Governance in Local Authorities. The principles of Corporate Governance, openness, integrity, accountability and leadership were outlined in the Report. It was stated that, as part of Corporate Governance, systems and processes must be monitored for their effectiveness and practice and subject to review on a continuing basis to ensure that they were up to date. It was indicated that the guidance note had identified five criteria against which an authority could check the efficiency of its Corporate Governance arrangements:

Community Focus

Service Delivery Arrangements

Structures and Processes

Risk Management and Internal Control

Standards of Conduct

It was suggested that authorities undertake a self-assessment exercise to demonstrate compliance and it was suggested that an audit be undertaken within the Comhairle of Corporate Governance arrangements.

It was agreed to recommend that the Management Team, under the Chair of the Chief Executive be required to provide an initial audit of the Comhairle's Corporate Governance arrangements with the Director of Finance acting as lead officer for the development of the self-appraisal system to demonstrate that the Comhairle is complying with best practice.

POLICY PLANNING

Western Isles: Accelerating the Future

108*

The Chief Executive submitted a Report "The Western Isles: Accelerating the Future" outlining areas of economic opportunity for the Western Isles prepared jointly by the Comhairle, Highlands and Islands Enterprise and Western Isles Enterprise for presentation to the Scottish Executive. It was indicated that last summer the then First Minister invited the Comhairle and HIE/WIE to prepare a joint bidding document which would outline areas of economic opportunity for the Islands and build a case for investment in a number of key areas. It was proposed that the Report would be accompanied by supporting background information currently being prepared. It was envisaged that the case for investment and political commitment would be presented to the First Minister early in 2002.

It was agreed to recommend that the Report by the Chief Executive be circulated to all Members along with supporting documentation for comments to be returned by mid-January 2001.

Better Neighbourhood Services Fund

109*

With reference to Item 57 of the Minute of Meeting of the Policy and Finance Committee of 30 October 2001, the Director for Sustainable Communities submitted a Report regarding progress with the Comhairle submission to the Scottish Executive's Better Neighbourhood Services Fund. It was noted that a final decision on the Comhairle's submission was expected in the near future.

It was agreed to recommend that the Comhairle's submission to the Scottish Executive's Better Neighbourhood Services Fund Local Outcome Agreement be noted.

Western Isles Structure Plan

110*

The Director for Sustainable Communities submitted a Report regarding changes to the draft Structure Plan arising from informal consultations with key stakeholders and seeking authority to undertake formal public consultation on the Plan. It was indicated that once these changes, as detailed in Appendix 1 to the Report, were approved and incorporated into the Plan it was proposed to move to formal consultation stage and to engage as wide a section of the public as possible in the process. It was proposed that the consultation exercise should take place early in 2002 and the statutory period for consultation be extended from four weeks to 10 weeks.

It was agreed to recommend that:

(1) the alterations to the draft Structure Plan as detailed in Appendix 1 to the Report by the Director for Sustainable Communities be approved with the exception of the proposed change to policy ED2 on the development of renewable and alternative energy;

(2) the Director for Sustainable Communities be authorised to progress the statutory process to formal consultation stage; and

(3) a proposal be added that an economic impact assessment be undertaken of all existing and future environmental designations, the assessment on future designations to be undertaken before implementation.

Gaelic Internet Channel

111

The Chief Executive submitted a Report regarding the current state of the Gaelic Internet Channel project. It was indicated that the creation of the Gaelic Internet Channel was first proposed to Fuaran, the Gaelic Development Company in April 1999. A feasibility study was commissioned into the viability of the project and the views of various organisations were subsequently sought. Various attempts to progress the project have proved unsuccessful to date.

It was agreed to note the Report.

Sgioba na Gaidhlig

112*

The Chief Executive submitted a Report regarding the development of a strategy for Sgioba na Gaidhlig and setting out a framework for its operation. The proposed initial aims and key tasks for Sgioba na Gaidhlig were outlined in Appendix 1 to the Report.

It was agreed to recommend that the initial aims and Key Targets for Sgioba na Gaidhlig as detailed in the Appendix to the Report by the Chief Executive be approved.

Concessionary Travel: Companions for Blind Travellers

113*

The Director of Technical Services and the Director of Social Work submitted a Report regarding an interim scheme to refund travel costs for companions travelling with registered blind persons subject to the provision of the required funding. It was indicated that the Scheme would be administered by the Social Work Department and would require applicants to provide receipts for travel costs. Companions would be refunded all travel costs to and from a Scottish mainland destination, by overland and ferry route.

It was agreed to recommend that:

(1) the interim scheme be approved enabling companions travelling with a registered blind person to recover two return mainland travel costs per annum. This scheme would be commenced from April 2002 subject to the allocation of the required budget as part of the revenue budget process;

(2) representation be made to the Scottish Executive to extend the existing Blind Concessionary Travel Scheme to enable companions to travel with the same concession when accompanying a registered blind person; and

(3) when the national rules on the free travel for elderly persons in local areas are confirmed, a further report including companion travel will be presented to the Service Committee.

Criminal Convictions Disclosure: Guidelines for Letting of Comhairle Premises

114

The Democratic Services Manager sought and obtained the Chairman's permission to withdraw this item.

It was agreed that the public, including the press, be excluded from the meeting during considerations 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).

Western Isles Slaughter-houses

115*

The Director for Sustainable Communities submitted a Report updating Members on the situation regarding assistance to the Western Isles' four slaughterhouses. A proposal recommended for progressing the matter based on a Study commissioned from SAC which sought to determine the requirements for slaughtering facilities in the Western Isles was outlined in the Report.

It was agreed to recommend that:

(1) the Report "Slaughtering in the Western Isles" from the Scottish Agricultural College (SAC) be accepted as meeting adequately the terms of the Consultant's Brief;

(2) the recommendations contained in the SAC Report (2.1 to 2.11) be adopted in full;

(3) the Comhairle agrees, in principle, to submit notifications for rescue and restructuring aid to the European Commission to provide a rescue aid package for Heather Isle Meats Ltd and a restructuring plan for all four existing slaughterhouses operators in the Western Isles under the terms of Community Guidelines 1999/C 288/02 based on the recommendations contained in the SAC Report, any rescue and restructuring packages being required to lead to the long term financial viability of the enterprises concerned;

(4) detailed discussions be held with the four existing slaughterhouse operators in the Western Isles, WIE and SEERAD to allow determination of the level and scope of the proposals under (3) above; and

(5) detailed proposals for rescue and restructuring aid be brought before the Committee by the Director for Sustainable Communities following consideration by the Western Isles Slaughterhouse Member/Officer Working Group for approval prior to submission.

The Chairman ruled in terms of Standing Order 8 that the following Item be considered as a matter of urgency to enable the Comhairle to agree representations to be made by a deadline which fell prior to the next schedule meeting of the Committee.

Land Reform Bill

116*

The Director for Sustainable Communities submitted a Report regarding changes made by the Scottish Executive to the Land Reform Bill following consultation on the draft Bill. The Report summarised the Comhairle's response to the Scottish Executive's consultation and recommended further action.

It was agreed to recommend that:

(1) the Comhairle makes representations to the Scottish Parliament Justice 2 Committee, focussing on the extent to which the changes made to the Land Reform Bill fail to address the Comhairle's concerns; and

(2) the Comhairle requests that it be permitted to present oral evidence to the Scottish Parliament Justice 2 Committee in January 2002.

SERVICE ISSUES

Sir E Scott School: Specialist Technical Advice

117*

The Director of Technical Services submitted a Report regarding the appointment of specialist structural engineers and swimming pool water services sub-consultants as part of the design process for the proposed works at Sir E Scott School, Tarbert.

It was agreed to recommend that:

(1) Harley Haddow be appointed as Structural Engineers for the project subject to an appropriate proportion of the cost of this engagement being borne by Harris Sports and Leisure Committee; and

(2) Devin Consulting Engineers be approved as sub-consultants for this project to provide the specialist technical advice associated with the pool water services subject to the whole costs of this engagement being borne by Harris Sports and Leisure Committee and Devin Consulting Engineers submitting evidence of adequate professional indemnity insurance prior to the engagement to the satisfaction of the Director of Finance in consultation with the Director of Technical Services and the Director of Corporate Services.

Conditions on the Use of Comhairle Minibuses

118*

With reference to Item 79 of the Minute of Meeting of the Policy and Resources Committee of 20 June 2000, the Director of Technical Services submitted a Report regarding an amendment to the conditions for the use of Comhairle owned minibuses by Comhairle staff, Voluntary Organisations and Community Groups. It was indicated that the Comhairle had adopted MiDAS, the nationally recognised Minibus Driver Awareness Scheme, as the level of competence required for any driver of a Comhairle-owned minibus. It was further indicated that there was an initial delay in getting the MiDAS Training Scheme underway to ensure that the Council complied with current data protection legislation with regard to personal information held on eligible drivers. It was stated that it was hoped that the necessary training could be offered by Voluntary Action Lewis, the Comhairle's Training Agent, to all drivers on the list to bring them up to MiDAS standard by 31 March 2002.

It was agreed to recommend that:

(1) the revised condition that from 1 April 2002 all drivers of Comhairle minibuses must hold a full MIDAS certificate be approved; and

(2) the arrangements for on-going MiDAS training and the Western Isles MiDAS database be noted.

South Beach Car Park

119*

The Director of Technical Services submitted a Report regarding proposals to provide railings at the seaward side of the South Beach Car Park. It was indicated that the leases for the South Beach Car Park and the Bus Station had been revised and contained a condition that railings be erected along the sea wall between No 2 and No 3 Piers, the cost to be shared equally between the Comhairle and the Stornoway Pier and Harbour Commission.

It was agreed to recommend that the provision of railings along the sea wall at the back of the South Beach Bus Station and Car Park be approved.

Coast Protection and Oil Pollution Response: Training and Equipment Maintenance

120*

The Director of Technical Services submitted a Report regarding the need for resources to be made available for training and equipment maintenance for emergency responses.

It was agreed to recommend the introduction of budgetary provision of £8,000 for Training and Equipment Maintenance for Coast Protection and Oil Pollution Response subject to consideration in the Comhairle's Revenue Estimates process be agreed.

Relocation of the Museum Reserve Collections - Stornoway

121*

The Director for Sustainable Communities submitted a report regarding the relocation of the Museum Reserve Collections and Conservation Laboratory from the Acres Boys Club and the lease of a section of the ex-RAF HQ building at Stornoway Airport for the purposes of a Museum Store and Conservation Laboratory.

It was agreed to recommend that:

(1) the Comhairle do not accept the recommendations in the Report by the Director for Sustainable Communities;

(2) a further Report be submitted to the Committee exploring all options for the Museum Reserve Collections, except those proposed in the Report.

Registration - South Lochs District

122*

The Director of Corporate Services submitted a Report regarding a proposal to recommend to the Registrar General that the South Lochs Registration District be disestablished and amalgamated into the Stornoway Registration District. Details of the background to the matter were set out in the Report.

It was agreed to recommend that the Comhairle recommend to the Registrar General that the South Lochs Registration District be disestablished and amalgamated into the Stornoway Registration District.

Lewis War Memorial

123*

The Director of Technical Services submitted a Report regarding progress on the amenity scheme at the Lewis War Memorial. It was indicated that as a result of the decision by the Policy and Resources Committee on 19 June 2001 that all carried forward balances across the Comhairle would be applied to the overspend which had occurred on winter maintenance, only £4,500 of the expected £19,000 was available. It was stated that land acquisition and accommodation works had been completed but the full stonework requirements had not yet been sourced. It was further indicated that the Scheme was currently on hold pending the securing of additional funding to replace £14,500 of the original £19,000 earmarked for the project.

It was agreed to recommend that:

(1) a Report be submitted outlining how the funding for the Lewis War Memorial had been used and indicating when work on the Memorial would be complete;

(2) consideration be given to including the sum of £14,500 in the Revenue Estimates for 2002/03 to enable completion of outstanding work.

PERSONNEL

Chief Officials Pay - Consultation

124*

The Director of Corporate Services submitted a Report regarding consultation with Chief Officials on salary scales and terms and conditions. Details of the background to the matter were set out in the Report.

It was agreed to recommend that the Comhairle consult with its employees on Chief Officer pay and conditions with the proposal that the Comhairle do not continue an automatic link to the salary of the Chief Executive after 31 March 2002, but that employees receive the nationally negotiated increments to the existing scale with effect from 1 April 2002 and 2003.

It was agreed that the public, including the press, be excluded from the meeting during consideration of Items 124-128 below 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, or a particular office-holder or former office-holder or applicant to become an office-holder under the Comhairle would be disclosed.

Working for Communities Pathfinder: Extension of Fixed Term Contracts

125*

The Chief Executive submitted a Report regarding additional funding from the Scottish Executive to allow the extension of the term of employment of the Working for Communities Pathfinder Manager and the Web Development Officer to 30 June 2002. Details of the background to the matter were set out in the Report.

It was agreed to recommend that the term of the contract of the Web Development Officer is extended to 30 June 2002.

Establishment of Post - Administrative Assistant

126*

The Director for Sustainable Communities submitted a report regarding the proposal to make permanent the temporary post of Administrative Assistant created within the central support section of the Department. Details of the proposal were set out in the Report, together with a job description for the post.

It was agreed to recommend that:

(1) the post of Administrative Assistant within the Department for Sustainable Communities be established; and

(2) the current holder of the temporary post, employee CC, be appointed to the post of Administrative Assistant.

Domestic Staffing: Dun Eisdean Dementia Unit

127*

The Director of Social Work submitted a Report regarding domestic staff cover within Dun Eisdean Dementia Unit. It was indicated that the development of the day care area and two respite care beds had increased the requirement for domestic cover in Dun Eisdean. Details of the proposal were set out in the Report.

It was agreed to recommend that:

(1) the post of part-time Domestic, Dun Eisdean (28.5 hours), at grade MW2, be increased to Domestic, Dun Eisdean full-time (37 hours) be approved; and

(2) the post of part-time Domestic, Dun Eisdean (31 hours) at grade MW2, be increased to Domestic, Dun Eisdean full-time (37 hours).

Continuation of Post and Increase in Hours of Clerical Assistant (Childcare Partnership)

128*

The Director of Education submitted a Report regarding an increase in hours for the Clerical Assistant (Childcare Partnership) for the duration of the next phase of funding March 2002. Details of the proposal were set out in the Report.

It was agreed to recommend that:

(1) an increase in hours for the Clerical Assistant from 7 to 14 be approved with immediate effect; and

(2) an additional increase in hours from 14 to 21 be approved from 1 February 2002 should the Clerical Assistant require to cover the Childcare Information Service.

Continuation of Post of Development Officer (Childcare Partnership)

129*

The Director of Education submitted a Report regarding the continuation of the post of Development Officer (Childcare Partnership) for the duration of the next phase of funding to March 2004.

It was agreed to recommend that:

(1) the continuation of the post of Development Officer (Childcare Partnership) be approved for a further period to March 2004 being the duration of the current funding; and

(2) the relocation of the Partnership Officer be approved as and when it may become necessary to do so.

COMMITTEES

Committee Decision Reports

130

The Decision Reports from Service Committees were submitted as summarised below. Unless otherwise indicated the Committee noted the Committee Decision Reports.

(a) Arts and Leisure Committee - 20 November 2001

(b) Housing Committee - 20 November 2001

(c) Education Committee - 20 November 2001

(d) Environmental Services Committee - 21 November 2001

(e) Transportation Committee - 21 November 2001

(f) Development Services Committee - 21 November 2001

(g) Social Work Committee - 22 November 2001

___

PRESENT	Mr Roderick J Murray (Chairman
	Mr Norman L Macdonald (Vice-Chairman)	Mr Angus Campbell
	Mr Alexander A Macdonald	Mrs Morag Munro
	Mr George Lonie	Mr Donald Maclean
	Mr Angus Nicolson	Mrs Mary Bremner
	Mr Alasdair G Macrae	Mr Donald Manford

		MINUTES
Minutes	100	The Minutes of Meetings of 19 November 2001 and 22 November 2001 were approved.
Decentralisation Member/Officer Working Group	101*	The Minute of Meeting of the Decentralisation Member/Officer Working Group was submitted. It was agreed to recommend approval of the recommendation in Item 4 of the Minute.
		FINANCE
Final Report: External Auditors for 2000/01	102*	The Chairman welcomed Mr Grant Macrae of KPMG, the Comhairle's External Auditors, to the meeting and invited Mr Macrae to present his final Report to Members and the Controller of Audit. The Final Report to Members and the Controller of Audit for the financial year ended 31 March 2001 from the Comhairle's External Auditors, KPMG was submitted. It was noted that the External Auditors had issued an unqualified audit certificate relating to the accounts in October 2001. The Auditors' Report set out good practice identified in a number of areas of the Comhairle's operations, together with recommendations to assist management to further improve the performance of the Comhairle. An action plan for completion by the Comhairle's Management Team was appended to the Report.
		It was agreed to recommend that the Director of Finance, in collaboration with the Comhairle's Management Team complete the Action Plan appended to the Final Report from the Comhairle's External Auditors for the 2000/01 financial year and report on the plan at the January 2002 series of meetings.
		Mrs Morag Munro, having declared an interest in the following Item, withdrew from the meeting.
Application for Funding by WICAS for 2002/2003	103*	The Director for Sustainable Communities submitted a Report regarding a funding bid for 2002/2003 by the Western Isles Citizens' Advice Services (WICAS) to be considered as part of the Revenue Estimates exercise. It was indicated that although the Service had only applied a 2.5% inflationary element to salary figures, it had now used up all its reserves that had been used previously for Scottish Association of Citizens' Advice Bureau Affiliation Fees and to bridge gaps in funding.
		It was stated that within the current three year budget cycle for 2000/2003, the indicative cash planning limit for 2001/2002 was £124,316. The adjusted cash planning limit (without savings) for WICAS for 2002/2003 was £126,802 and the budget bid was £140,235, thus a bid for growth of £13,433 was being made by WICAS. It was further stated that given that the cash planning limit may have to be revised, the final difference may be larger. It was agreed to recommend that the application for funding by WICAS for 2002/2003, included as Appendix 1 to the Report by the Director for Sustainable Communities, be considered as part of the Revenue Estimates exercise.
Local Taxation Billing Collection and Recovery	104	With reference to Item 50 of the Minute of Meeting of 30 October 2001, the Director of Finance submitted a Progress Report, advising Members of the current state of collection and recovery of Council Tax and Non-Domestic Rates as at 30 September 2001. It was agreed to note the Report.
Council Tax Legislative Changes	105*	The Director of Finance submitted a Report regarding changes in working practices which were enabled by legislative changes affecting the collection and billing of Council Tax. It was indicated that due to the delay in billing it had not been possible to implement the changes set out in the regulations for the current year.
		It was agreed to recommend that: (1) as from 1 April 2002, Council Tax be payable each financial year as follows: (a) For those Council Tax payers electing to pay by Direct Debit, in ten monthly instalments on the 8, 18 or 28 of each month from April to January; (b) For employees of the Comhairle electing to pay by deduction from pay, weekly, fortnightly or monthly on the appropriate pay days from April to January; and (c) For all other cases by ten monthly instalments on the 1 of each month from April to January. (2) as from 1 April 2002 application will be made for Summary Warrant for unpaid Council Tax where: (a) instalments are still in arrears 14 days or more after reminder has been issued; or (b) instalments are still in arrears 14 days or more after a second reminder has been issued.


		CONSTITUTION
Decision-Making Structures	106*	With reference to Item 58 of the Minute of Meeting of the Policy and Resources Committee of 19 June 2001 and Item 12 (9) of the Minute of Meeting of the Comhairle of 19 June 2001, the Committee Review Member/Officer Working Group submitted a Report setting out the conclusions of the Working Group following its review of the current role and remit of the Service Committees, including the Contract Services Committee.
		The background to the matter was set out in the Report, together with an outline of the Working Group's consideration of the roles and remits of the Committees, including a summary of the main issues arising from discussions with Committee Chairmen and Heads of Services. It was indicated that the Working Group had accepted in general terms that there was a need to consider changes to the Comhairle's decision making structure. It had been concluded, however that the developments on the horizon that would affect both Social Work and Housing, coupled with the relatively short period remaining of the Comhairle's term, made it more sensible to continue with the structure put in place on 27 August, with some changes in Committee remits to address particular issues raised. A diagram was issued outlining the Working Group's proposals and looking ahead to further changes likely and the possible structure that could be implemented after the election in May 2003. It was suggested that these changes be subject to further consideration late in 2002 or early in 2003.
		It was agreed to recommend, for the committee's interest, that: (1) the revised decision making structures as detailed in the appendix to the report by the Committee Review Member/Officer Working Group be approved for implementation with effect from January 2002;
		(2) the functions currently remitted to Service Committees and the Policy and Finance Committee be delegated to those committees, subject to the exclusions and safeguards contained in the Standing Orders and the Scheme of Administration;
		(3) each committee review its level of delegation to officers, including delegation to officers in consultation with the Chairman, and the overall delegation to the committee; (4) the role of the Comhairle include community planning, advocacy and strategy, external relations, performance review issues, stakeholder issues, meeting with MPs, MSPs, MEPs etc. and taking a strategic overview;
		(5) the current remits of the following committees be amended as indicated: · transfer responsibility for structure plans, including local plans, from Policy and Finance Committee to Development Services Committee; · transfer the planning control and building control functions from Development Services Committee to Environmental Services Committee, together with any environmental functions currently falling within the remit of the Development Services Committee;
		· transfer all transport services, including school transport and special needs transport, to the Transportation Committee; · transfer all children's services from Social Work Committee to Education Committee; (6) the Development Services Committee be renamed the Sustainable Development Committee to reflect the new focus of the committee on sustainable economic and community development;
		(7) tourism issues and the archaeological service be included in the remit of the Sustainable Development Committee in recognition of their economic benefits;
		(8) members be permitted to change their membership of committees to reflect their own particular interests on the basis of agreed swaps and subject to the limits on committee membership imposed by the Scheme of Administration;
		(9) the Contract Services Committee be disestablished and a Commercial Operations Board of five elected members and two Trade Union representatives established with the remit to include developing a business plan and DSO personnel issues. The Board would be expected to take the lead role in the DSO recovery plan, and there should be no restriction on the ability of members to serve on the Board;
		(10) the Commercial Operations Board have the ability to make short term appointments and to purchase assets up to an agreed value. A proportion of the DSO profits would be returned to the Commercial Operations Board for reinvestment;
		(11) the reporting line of the Commercial Operations Board be to the Policy and Finance Committee;
		(12) consideration be given to including responsibility for the operation of the Home Care Service within the remit of the Commercial Operations Board; (13) the potential to amalgamate the Housing and Social Work Committees be considered once the position regarding the housing stock transfer and the future relationship with Western Isles Health Board with regard to joint delivery of services through the joint futures initiative were clarified; (14) consideration be given to introducing new mechanism to allow members to propose motions for debate or discussion at Comhairle without the need for formal motions and amendments as currently required; (15) the Comhairle should review and strengthen its relationship with WIE and local business, local economic forums etc; (16) the Comhairle review the committee meeting timetable by summer 2002; (17) consideration be given to the reporting of issues involving relatives of officers or members on the basis of a report to the Standards and Scrutiny Committee, setting out options for discussion; and (18) the Chief Executive and the Director of Corporate Services be authorised to make the consequential amendments to the Standing Orders and Scheme of Administration arising out of the decisions and to report on the outstanding issues at the appropriate time.
Towards Corporate Governance	107*	The Director of Finance submitted a Report regarding a Guidance Note on Corporate Governance in Local Government issued jointly by the Society of Local Authority Chief Executives and the Chartered Institute of Public Finance and Accountancy. It was indicated that the Guidance Note set out an overarching framework for the practice of Corporate Governance in Local Authorities. The principles of Corporate Governance, openness, integrity, accountability and leadership were outlined in the Report. It was stated that, as part of Corporate Governance, systems and processes must be monitored for their effectiveness and practice and subject to review on a continuing basis to ensure that they were up to date. It was indicated that the guidance note had identified five criteria against which an authority could check the efficiency of its Corporate Governance arrangements:
		Community Focus Service Delivery Arrangements Structures and Processes Risk Management and Internal Control Standards of Conduct
		It was suggested that authorities undertake a self-assessment exercise to demonstrate compliance and it was suggested that an audit be undertaken within the Comhairle of Corporate Governance arrangements. It was agreed to recommend that the Management Team, under the Chair of the Chief Executive be required to provide an initial audit of the Comhairle's Corporate Governance arrangements with the Director of Finance acting as lead officer for the development of the self-appraisal system to demonstrate that the Comhairle is complying with best practice.
		POLICY PLANNING
Western Isles: Accelerating the Future	108*	The Chief Executive submitted a Report "The Western Isles: Accelerating the Future" outlining areas of economic opportunity for the Western Isles prepared jointly by the Comhairle, Highlands and Islands Enterprise and Western Isles Enterprise for presentation to the Scottish Executive. It was indicated that last summer the then First Minister invited the Comhairle and HIE/WIE to prepare a joint bidding document which would outline areas of economic opportunity for the Islands and build a case for investment in a number of key areas. It was proposed that the Report would be accompanied by supporting background information currently being prepared. It was envisaged that the case for investment and political commitment would be presented to the First Minister early in 2002. It was agreed to recommend that the Report by the Chief Executive be circulated to all Members along with supporting documentation for comments to be returned by mid-January 2001.
Better Neighbourhood Services Fund	109*	With reference to Item 57 of the Minute of Meeting of the Policy and Finance Committee of 30 October 2001, the Director for Sustainable Communities submitted a Report regarding progress with the Comhairle submission to the Scottish Executive's Better Neighbourhood Services Fund. It was noted that a final decision on the Comhairle's submission was expected in the near future. It was agreed to recommend that the Comhairle's submission to the Scottish Executive's Better Neighbourhood Services Fund Local Outcome Agreement be noted.
Western Isles Structure Plan	110*	The Director for Sustainable Communities submitted a Report regarding changes to the draft Structure Plan arising from informal consultations with key stakeholders and seeking authority to undertake formal public consultation on the Plan. It was indicated that once these changes, as detailed in Appendix 1 to the Report, were approved and incorporated into the Plan it was proposed to move to formal consultation stage and to engage as wide a section of the public as possible in the process. It was proposed that the consultation exercise should take place early in 2002 and the statutory period for consultation be extended from four weeks to 10 weeks.
		It was agreed to recommend that:
		(1) the alterations to the draft Structure Plan as detailed in Appendix 1 to the Report by the Director for Sustainable Communities be approved with the exception of the proposed change to policy ED2 on the development of renewable and alternative energy;
		(2) the Director for Sustainable Communities be authorised to progress the statutory process to formal consultation stage; and (3) a proposal be added that an economic impact assessment be undertaken of all existing and future environmental designations, the assessment on future designations to be undertaken before implementation.
Gaelic Internet Channel	111	The Chief Executive submitted a Report regarding the current state of the Gaelic Internet Channel project. It was indicated that the creation of the Gaelic Internet Channel was first proposed to Fuaran, the Gaelic Development Company in April 1999. A feasibility study was commissioned into the viability of the project and the views of various organisations were subsequently sought. Various attempts to progress the project have proved unsuccessful to date. It was agreed to note the Report.
Sgioba na Gaidhlig	112*	The Chief Executive submitted a Report regarding the development of a strategy for Sgioba na Gaidhlig and setting out a framework for its operation. The proposed initial aims and key tasks for Sgioba na Gaidhlig were outlined in Appendix 1 to the Report. It was agreed to recommend that the initial aims and Key Targets for Sgioba na Gaidhlig as detailed in the Appendix to the Report by the Chief Executive be approved.
Concessionary Travel: Companions for Blind Travellers	113*	The Director of Technical Services and the Director of Social Work submitted a Report regarding an interim scheme to refund travel costs for companions travelling with registered blind persons subject to the provision of the required funding. It was indicated that the Scheme would be administered by the Social Work Department and would require applicants to provide receipts for travel costs. Companions would be refunded all travel costs to and from a Scottish mainland destination, by overland and ferry route. It was agreed to recommend that:
		(1) the interim scheme be approved enabling companions travelling with a registered blind person to recover two return mainland travel costs per annum. This scheme would be commenced from April 2002 subject to the allocation of the required budget as part of the revenue budget process; (2) representation be made to the Scottish Executive to extend the existing Blind Concessionary Travel Scheme to enable companions to travel with the same concession when accompanying a registered blind person; and (3) when the national rules on the free travel for elderly persons in local areas are confirmed, a further report including companion travel will be presented to the Service Committee.
Criminal Convictions Disclosure: Guidelines for Letting of Comhairle Premises	114	The Democratic Services Manager sought and obtained the Chairman's permission to withdraw this item.
		It was agreed that the public, including the press, be excluded from the meeting during considerations 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).
Western Isles Slaughter-houses	115*	The Director for Sustainable Communities submitted a Report updating Members on the situation regarding assistance to the Western Isles' four slaughterhouses. A proposal recommended for progressing the matter based on a Study commissioned from SAC which sought to determine the requirements for slaughtering facilities in the Western Isles was outlined in the Report.
		It was agreed to recommend that: (1) the Report "Slaughtering in the Western Isles" from the Scottish Agricultural College (SAC) be accepted as meeting adequately the terms of the Consultant's Brief; (2) the recommendations contained in the SAC Report (2.1 to 2.11) be adopted in full; (3) the Comhairle agrees, in principle, to submit notifications for rescue and restructuring aid to the European Commission to provide a rescue aid package for Heather Isle Meats Ltd and a restructuring plan for all four existing slaughterhouses operators in the Western Isles under the terms of Community Guidelines 1999/C 288/02 based on the recommendations contained in the SAC Report, any rescue and restructuring packages being required to lead to the long term financial viability of the enterprises concerned;
		(4) detailed discussions be held with the four existing slaughterhouse operators in the Western Isles, WIE and SEERAD to allow determination of the level and scope of the proposals under (3) above; and (5) detailed proposals for rescue and restructuring aid be brought before the Committee by the Director for Sustainable Communities following consideration by the Western Isles Slaughterhouse Member/Officer Working Group for approval prior to submission.
		The Chairman ruled in terms of Standing Order 8 that the following Item be considered as a matter of urgency to enable the Comhairle to agree representations to be made by a deadline which fell prior to the next schedule meeting of the Committee.
Land Reform Bill	116*	The Director for Sustainable Communities submitted a Report regarding changes made by the Scottish Executive to the Land Reform Bill following consultation on the draft Bill. The Report summarised the Comhairle's response to the Scottish Executive's consultation and recommended further action.
		It was agreed to recommend that: (1) the Comhairle makes representations to the Scottish Parliament Justice 2 Committee, focussing on the extent to which the changes made to the Land Reform Bill fail to address the Comhairle's concerns; and (2) the Comhairle requests that it be permitted to present oral evidence to the Scottish Parliament Justice 2 Committee in January 2002.

		SERVICE ISSUES
Sir E Scott School: Specialist Technical Advice	117*	The Director of Technical Services submitted a Report regarding the appointment of specialist structural engineers and swimming pool water services sub-consultants as part of the design process for the proposed works at Sir E Scott School, Tarbert. It was agreed to recommend that:
		(1) Harley Haddow be appointed as Structural Engineers for the project subject to an appropriate proportion of the cost of this engagement being borne by Harris Sports and Leisure Committee; and (2) Devin Consulting Engineers be approved as sub-consultants for this project to provide the specialist technical advice associated with the pool water services subject to the whole costs of this engagement being borne by Harris Sports and Leisure Committee and Devin Consulting Engineers submitting evidence of adequate professional indemnity insurance prior to the engagement to the satisfaction of the Director of Finance in consultation with the Director of Technical Services and the Director of Corporate Services.
Conditions on the Use of Comhairle Minibuses	118*	With reference to Item 79 of the Minute of Meeting of the Policy and Resources Committee of 20 June 2000, the Director of Technical Services submitted a Report regarding an amendment to the conditions for the use of Comhairle owned minibuses by Comhairle staff, Voluntary Organisations and Community Groups. It was indicated that the Comhairle had adopted MiDAS, the nationally recognised Minibus Driver Awareness Scheme, as the level of competence required for any driver of a Comhairle-owned minibus. It was further indicated that there was an initial delay in getting the MiDAS Training Scheme underway to ensure that the Council complied with current data protection legislation with regard to personal information held on eligible drivers. It was stated that it was hoped that the necessary training could be offered by Voluntary Action Lewis, the Comhairle's Training Agent, to all drivers on the list to bring them up to MiDAS standard by 31 March 2002.
		It was agreed to recommend that: (1) the revised condition that from 1 April 2002 all drivers of Comhairle minibuses must hold a full MIDAS certificate be approved; and (2) the arrangements for on-going MiDAS training and the Western Isles MiDAS database be noted.
South Beach Car Park	119*	The Director of Technical Services submitted a Report regarding proposals to provide railings at the seaward side of the South Beach Car Park. It was indicated that the leases for the South Beach Car Park and the Bus Station had been revised and contained a condition that railings be erected along the sea wall between No 2 and No 3 Piers, the cost to be shared equally between the Comhairle and the Stornoway Pier and Harbour Commission.
		It was agreed to recommend that the provision of railings along the sea wall at the back of the South Beach Bus Station and Car Park be approved.
Coast Protection and Oil Pollution Response: Training and Equipment Maintenance	120*	The Director of Technical Services submitted a Report regarding the need for resources to be made available for training and equipment maintenance for emergency responses. It was agreed to recommend the introduction of budgetary provision of £8,000 for Training and Equipment Maintenance for Coast Protection and Oil Pollution Response subject to consideration in the Comhairle's Revenue Estimates process be agreed.
Relocation of the Museum Reserve Collections - Stornoway	121*	The Director for Sustainable Communities submitted a report regarding the relocation of the Museum Reserve Collections and Conservation Laboratory from the Acres Boys Club and the lease of a section of the ex-RAF HQ building at Stornoway Airport for the purposes of a Museum Store and Conservation Laboratory.
		It was agreed to recommend that: (1) the Comhairle do not accept the recommendations in the Report by the Director for Sustainable Communities; (2) a further Report be submitted to the Committee exploring all options for the Museum Reserve Collections, except those proposed in the Report.
Registration - South Lochs District	122*	The Director of Corporate Services submitted a Report regarding a proposal to recommend to the Registrar General that the South Lochs Registration District be disestablished and amalgamated into the Stornoway Registration District. Details of the background to the matter were set out in the Report. It was agreed to recommend that the Comhairle recommend to the Registrar General that the South Lochs Registration District be disestablished and amalgamated into the Stornoway Registration District.
Lewis War Memorial	123*	The Director of Technical Services submitted a Report regarding progress on the amenity scheme at the Lewis War Memorial. It was indicated that as a result of the decision by the Policy and Resources Committee on 19 June 2001 that all carried forward balances across the Comhairle would be applied to the overspend which had occurred on winter maintenance, only £4,500 of the expected £19,000 was available. It was stated that land acquisition and accommodation works had been completed but the full stonework requirements had not yet been sourced. It was further indicated that the Scheme was currently on hold pending the securing of additional funding to replace £14,500 of the original £19,000 earmarked for the project. It was agreed to recommend that: (1) a Report be submitted outlining how the funding for the Lewis War Memorial had been used and indicating when work on the Memorial would be complete; (2) consideration be given to including the sum of £14,500 in the Revenue Estimates for 2002/03 to enable completion of outstanding work.
		PERSONNEL
Chief Officials Pay - Consultation	124*	The Director of Corporate Services submitted a Report regarding consultation with Chief Officials on salary scales and terms and conditions. Details of the background to the matter were set out in the Report.
		It was agreed to recommend that the Comhairle consult with its employees on Chief Officer pay and conditions with the proposal that the Comhairle do not continue an automatic link to the salary of the Chief Executive after 31 March 2002, but that employees receive the nationally negotiated increments to the existing scale with effect from 1 April 2002 and 2003.
		It was agreed that the public, including the press, be excluded from the meeting during consideration of Items 124-128 below 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, or a particular office-holder or former office-holder or applicant to become an office-holder under the Comhairle would be disclosed.
Working for Communities Pathfinder: Extension of Fixed Term Contracts	125*	The Chief Executive submitted a Report regarding additional funding from the Scottish Executive to allow the extension of the term of employment of the Working for Communities Pathfinder Manager and the Web Development Officer to 30 June 2002. Details of the background to the matter were set out in the Report. It was agreed to recommend that the term of the contract of the Web Development Officer is extended to 30 June 2002.
Establishment of Post - Administrative Assistant	126*	The Director for Sustainable Communities submitted a report regarding the proposal to make permanent the temporary post of Administrative Assistant created within the central support section of the Department. Details of the proposal were set out in the Report, together with a job description for the post.
		It was agreed to recommend that: (1) the post of Administrative Assistant within the Department for Sustainable Communities be established; and (2) the current holder of the temporary post, employee CC, be appointed to the post of Administrative Assistant.
Domestic Staffing: Dun Eisdean Dementia Unit	127*	The Director of Social Work submitted a Report regarding domestic staff cover within Dun Eisdean Dementia Unit. It was indicated that the development of the day care area and two respite care beds had increased the requirement for domestic cover in Dun Eisdean. Details of the proposal were set out in the Report.
		It was agreed to recommend that: (1) the post of part-time Domestic, Dun Eisdean (28.5 hours), at grade MW2, be increased to Domestic, Dun Eisdean full-time (37 hours) be approved; and (2) the post of part-time Domestic, Dun Eisdean (31 hours) at grade MW2, be increased to Domestic, Dun Eisdean full-time (37 hours).
Continuation of Post and Increase in Hours of Clerical Assistant (Childcare Partnership)	128*	The Director of Education submitted a Report regarding an increase in hours for the Clerical Assistant (Childcare Partnership) for the duration of the next phase of funding March 2002. Details of the proposal were set out in the Report. It was agreed to recommend that: (1) an increase in hours for the Clerical Assistant from 7 to 14 be approved with immediate effect; and (2) an additional increase in hours from 14 to 21 be approved from 1 February 2002 should the Clerical Assistant require to cover the Childcare Information Service.
Continuation of Post of Development Officer (Childcare Partnership)	129*	The Director of Education submitted a Report regarding the continuation of the post of Development Officer (Childcare Partnership) for the duration of the next phase of funding to March 2004. It was agreed to recommend that: (1) the continuation of the post of Development Officer (Childcare Partnership) be approved for a further period to March 2004 being the duration of the current funding; and (2) the relocation of the Partnership Officer be approved as and when it may become necessary to do so.