COMHAIRLE NAN EILEAN SIAR

Policy and Resources Committee Minutes

18th February 2009 - 9:30am

Minute of Meeting held in the Council Offices, Stornoway, on Wednesday 18 February 2009 at 9.30am

PRESENT	Mr Angus Campbell (Chairman)
	Mr Norman A MacDonald (Vice-Chairman)	Mr John A Maciver
	Mr Donald Manford	Mr Norman M Macleod
	Mr Archie K Campbell	Mr Roddie Mackay
	Mrs Morag Munro	Mr Charlie Nicolson
	Mrs Annie MacDonald	Mrs Agnes Rennie

APOLOGIES	Mr Alexander A MacDonald

The Chairman informed the Committee that the Scottish Government’s “Economic and Community Benefit Study” had been released at the end of January 2009. He stated that the study presented a mixed picture and that it was positive that the Scottish Government were clear that “…on-shore wind energy offers the greatest economic and community benefit” for the Outer Hebrides. This had been the long-held view of the Comhairle and it was heartening that this view now appeared to be shared by the Scottish Government. The Chairman indicated that he was pleased that the Enterprise Minister, Mr. Jim Mather was clear in his press release that “…there could be an increase in renewable energy development, in harmony with nature, that could create jobs and sustainable opportunities for the islands. Mr Mather went on to state that: “We now know that renewables can quite easily co-exist alongside environmental designations”.

The Chairman stated that the study was clear that 150MW of generation could take place in North Lewis in harmony with environmental designations. 150 MW produced by about 50 turbines would produce a substantial quantity of green energy and bring significant economic and social benefits to communities in the Outer Hebrides. It was further stated that it was disappointing that the report only identified a potential of 150MW, particularly given the Hebrides’ excellent wind resources.

It was also positive that Mr Mather’s statement made it clear what he wished to happen next. He had stated, “All members of the steering group, including the Scottish Government, now need to work together to drive new economic activity. I will visit the Western Isles at an early opportunity to discuss with the Council and other interests progress towards delivery”. The Chairman stated that the commitment to action was essential and in that regard the steering group should meet again as a matter of urgency to begin planning the way forward. He further stated that it was essential that Mr. Mather follows through on his commitment to visit at the earliest opportunity.

It was agreed to recommend that the Chairman write to Jim Mather inviting him to visit the Western Isles and to clarify the Comhairle’s position that both community and “larger scale” privately funded schemes would be viable throughout the Outer Hebrides and that there should be no distinction between areas on this basis.

		MINUTES
Minute of Meeting of 18 December 2008	1	The Minute of Meeting of 18 December 2008 was approved subject to the insertion of the word “not” between the words “was” and “viable” in item 40(2).
Declaration of Interest	2	Mrs Agnes Rennie and Mrs Morag Munro declared an interest in item 43 and left the meeting during consideration of the matter. Mr Gerry Macleod, Mr David Blaney and Mr Archie K Campbell declared an interest in Item 49 as Board Members of HHP and left the meeting during consideration of the matter.
Minute of Meeting of the Outer Hebrides Community Planning Partnership of 3 December 2008	3	The Minute of Meeting of the Outer Hebrides Community Planning Partnership of 3 December 2008 was noted.
Minute of Meeting of the Local Government Employee Joint Consultative Committee of 22 January 2009	4	The Minute of Meeting of the Local Government Employee Joint Consultative Committee of 22 January 2009 was noted and the recommendations at Item 3 recommended for approval.
		The Chairman ruled that, in accordance with the provisions of Section 50(B) 4 of the Local Government (Scotland) Act 1973 as amended, that the following four items be considered as a matter of urgency in order to enable the Committee to take a view on the matter.
Minute of Meeting of Comataidh Buileachaidh Plana Cànan of 12 February 2009	5	The Minute of Meeting of Comataidh Buileachaidh Plana Cànan of 12 February 2009 was recommended for approval.
Minute of Meeting of Human Resources Sub-Committee of 12 February 2009	6	The Minute of Meeting of Human Resources Sub-Committee of 12 February 2009 was noted and items 6, 7, 8, 9(2), 10 and 12 recommended for approval subject to the first bold paragraph of Item 15 being amended to read “The Chairman, seconded by Mr Roddie Mackay, moved that the request by employee OP to work remotely for a trial period of one year not be granted” to accurately reflect the decision of the meeting.
Minute of Meeting of ICT, Procurement and Asset Management Sub-Committee of 12 February 2009	7	The Minute of Meeting of ICT, Procurement and Asset Management Sub-Committee of 12 February 2009 was recommended for approval.
Minute of Meeting of Joint Services Committee of 13 February 2009	8	The Minute of Meeting of Joint Services Committee of 13 February 2009 was recommended for approval.

CONSTITUTION

Scheme of Appointments

SS04.05

With reference to Item 9 of the Minute of Meeting of 30 October 2008 the Chief Executive submitted a Report proposing to review the current Scheme of Appointments to reflect the current structure of the Comhairle and latest employment practice. The Report stated that the Comhairle had previously agreed to amendments to the Scheme of Appointments to enable appointments to be made to the Director of Development, Director of Social and Community Services and Director of Education and Children’s Services posts. A proposed revised Scheme was attached as Appendix 1 to the Report which proposed that appointments to other Director posts be made applying the same principles. The Report also addressed arrangements for Head of Service posts.

It was agreed to recommend that the Comhairle agree:

(1) the proposed Scheme of Appointments appended to the Report; and

(2) that the appointing body for Head of Service Posts would be the Director of the relevant Department, two Members and two Officers to be nominated by the Chief Executive.

Participation of Young People in the Decision Making Process

SS04.05

With reference to Item 1 of the Minute of Meeting of 18 December 2008 the Chief Executive submitted a Report inviting Members to consider the terms of a presentation in relation to the participation of young people in the decision making process and to agree the terms of a further Report in this regard. In October 2008 the Committee had agreed that a Report be submitted in relation to Community Engagement in the Comhairle’s decision making process with particular reference to the involvement of young people.

Ms Audrey Anthoney and Ms Catriona Burns, representatives from Highland Youth Voice, gave a presentation. Audrey Anthoney was a Senior Youth Development Officer (Participation) and worked on Highland-wide youth projects for the Highland Council such as the Highland Youth Parliament, Highland Youth Voice, the Highland Youth Convener, and Highland Member of the Scottish Youth Parliament representation. Catriona Burns was the Highland Youth Convener. She was the Highland Council's full-time face and voice of young people, and sought the views of young people and also represented young peoples' views at relevant council and community planning partner meetings. They advised that Highland Youth Voice was a youth parliament for the Highlands and was an elected body of around 100 members. 70 members were directly elected from schools and the remaining 32 were elected through Youth Forums in the Highlands. An opportunity was afforded for Members to ask questions of Ms Burns and Ms Anthoney.

The Chairman thanked Ms Anthoney and Ms Burns for their presentation. The Chairman also thanks Erica Campbell, Community Education Officer and Lewis Youth Voice for their attendance and participation at the meeting.

It was agreed to recommend:

(1) that the presentation by Highland Council be noted;

(2) the Chief Executive submit a Report to the April 2009 series of meetings in relation to the involvement of young people in the decision making process taking account of views expressed by Members at the meeting; and

(3) the Chief Executive arrange a seminar involving members and young people from throughout the Outer Hebrides to discuss engagement with and participation of young people.

COMMUNITY PLANNING

The Chairman ruled that, in accordance with the provisions of Section 50(B) 4 of the Local Government (Scotland) Act 1973 as amended, that the following item be considered as a matter of urgency in order to enable the Committee to take a view on the matter within the deadlines set by Scottish Government.

Draft Outer Hebrides Single Outcome Agreement 2009

DS61

With reference to Item 32 of the Minute of Meeting of 18 December 2008 the Chief Executive submitted a draft version of the Outer Hebrides Single Outcome Agreement 2009. The draft SOA contained a number of local outcomes which had been discussed at the Outer Hebrides Community Partner Planning (OHCPP) on Friday 13 February 2009. It was noted that, in line with the latest guidance from Scottish Government, the number of local outcomes had been reduced but that the community’s aspirations had been covered in the outcomes which remained.

It was agreed to recommend that the OHCPP in progressing the Single Outcome Agreement follow the broad approach adopted so far and that an appropriate number of outcomes be included to reflect the community’s priorities.

FINANCE

General Fund Third Quarter Revenue Monitoring

With reference to Item 10 of the Minute of Meeting of 18 December 2008 the Director of Finance and Corporate Resources submitted a Report detailing the Comhairle's forecast revenue out-turn for 2008/09 and stated that the forecast out-turn at the end of the third quarter showed a net overspend of £446k, a decrease of £442k from the second quarter. The Report further stated that the project overspend within Waste Management could be contained if the Comhairle agreed to allocate the additional income of £110k from the Zero Waste Fund accordingly.

It was agreed to recommend, insofar as the Committee’s interests were concerned, that the Comhairle:

(1) note the Report; and

(2) agree that the additional Zero Waste funding be allocated to Waste Management.

General Fund Third Quarter Capital Monitoring

With reference to Item 11 of the Minute of Meeting of 4 September 2008 the Director of Finance and Corporate Resources submitted a Report providing an update on the progress of the 2008/09 Capital Programme at 31 December 2008 and stated that 69% of the forecast expenditure for the year had been achieved. A summary of expenditure was attached as Appendix 1 to the Report.

It was agreed to recommend, insofar as the Committee’s interests were concerned, that the Comhairle:

(1) approve the Forecast out-turn as the Revised Approved Programme for 2008/09; and

(2) note the slippage identified at paragraph 5.4 of the Report.

Treasury Management Treasury Strategy 2009/10

PR120.06

With reference to Item 17 of the Minute of Meeting of 21 February 2008 the Director of Finance and Corporate Resources submitted a Report to propose the Borrowing and Investment Strategy for 2009/10 and the Prudential Indicators 2009-12. The Report outlined the requirement to adopt a Treasury Management Strategy and proposed a Borrowing and Investment Strategy for 2009/10 and the Prudential Indicators for 2009-12. The Report stated the Treasury Management objectives, details of the current position, the prospects for interest rates and in light of these forecasts considered strategy options for the financial year 2009/10. The Report also detailed the Prudential Indicators that the Comhairle were required to set for the next three years to ensure that total capital investment remained within sustainable limits and in particular that any impact on future council tax levels was acceptable.

It was agreed to recommend that:

(1) the Prudential Indicators, detailed in paragraph 7 of the Report, be adopted;

(2) the borrowing strategy, identified in paragraph 9 of the Report, be approved; and

(3) the investment strategy, identified in paragraph 10 of the Report, be approved.

Treasury Policy Statement 2009/10

PR120.06

With reference to Item 18 of the Minute of Meeting of 21 February 2008 the Director of Finance and Corporate Resources submitted a Report to advise of the Policy Statement setting out the Comhairle’s approach to all treasury operations. It was stated in the Report that apart from the amendments proposed in paragraph 5.2, no other amendments were deemed to be required to the previously approved Statement.

It was agreed to recommend that the Comhairle agree to:

(1) amend the Policy to include the Debt Management Agency Deposit Facility with an investment limit of £100m as detailed in paragraph 5.2 of the Report;

(2) delegate to the Director of Finance and Corporate Resources to amend the Policy to incorporate any changes arising from the investment regulations when issued by the Scottish Government; and

(3) approve the lending list, as detailed in Appendix B to the Report.

Write Off of Council Tax Debts

PR100.03.01

With reference to Item 11 of the Minute of Meeting of 18 December 2008 the Director of Finance and Corporate Resources submitted a Report which recommended that debts totalling £29,987.41 in respect of Council Tax and Former Tenant Arrears, as detailed in Appendix A to the Report be written off as they were considered to be irrecoverable.

It was agreed to recommend that the Comhairle write off the debts listed in Appendix A to the Report, totalling £29,987.41.

Western Isles Schools Project Budget

E01.02.15a

The Director of Finance and Corporate Resources submitted a Report to confirm formally the capital and revenue budgets for the Western Isles Schools Project. The Report stated that the finalisation of the affordability review carried out by PriceWaterhouseCoopers was still ongoing and an updated affordability report had been received. The Report further stated that the latest estimate of the WISP capital cost was £71,941K made up of five design projects:-

Balivanich £4,451,000

Bayble £4,767,000

Nicolson Institute £36,855,000

Sir E Scott £9,536,000

Westside £3,495,000

The investment would be funded by a combination of £4.6m from the 2008-12 Capital Programme and £67.3m of the Prudential Borrowing.

It was agreed to recommend that the Comhairle:

(1) agree to include £71,941k for the WISP in the Comhairle’s Capital Programme funded through a combination of the £4.6m in the 2008-12 Capital Programme and Prudential Borrowing;

(2) set the Comhairle’s pre construction budget at £2.15m;

(3) delegate to the Chief Executive to approve capital and revenue project expenditure from this budget for the pre construction period of the project; and

(4) note the ongoing issues in relation to the RSG funding profile.

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 to the Local Government (Scotland) Act 1973 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 relating to 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 would be disclosed.

COU Third Quarter Monitoring 2008/09

CB011

18*

With reference to item 48 of the Minute of Meeting of 18 December 2008 the Director of Technical Services submitted a Report providing an update on the trading performance of the Commercial Operations Unit (COU) at 31 December 2008. The Report stated that the COU activity of building maintenance had been classified as Significant Trading Operations (STOs) and it was a statutory requirement for this operation to break-even on a three year rolling basis. The Report stated that the COU was showing an actual deficit of £133k at the end of the third quarter and an analysis of income and expenditure was detailed in the Appendix to the Report.

It was agreed to recommend that the Comhairle note the Report.

		It was agreed that the public including the press be excluded from the meeting during consideration of the Appendix to the following item on the grounds that exempt information as defined in Paragraph 5 of Schedule 7A to the Local Government (Scotland) Act 1973 namely information relating to the adoption, care, fostering or education of any particular child or relating to the supervision of residence of any particular child in accordance with a supervision requirement made in respect of that child under the Social Work (Scotland) Act 1968 would be disclosed.
Specialist Mainland Placements for Children 2008/09 SW01	19*	With reference to Item 12 of the Minute of Meeting of 18 December 2008 the Chief Executive submitted a Report which detailed the continuing pressures placed on the revenue budget by the cost of specialist mainland placements for children and young people and to advise of the current position regarding these. The Report stated that the potential budget deficit for the Comhairle for 2008/09 had risen to £282K, £43K higher than anticipated at the last meeting of the Committee. The Appendix to the Report detailed the current Specialist Mainland Placements. It was agreed to recommend that the Comhairle note the forecasted costs for children’s specialist mainland placements as detailed in the Report and Appendix 1 to the Report.
		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 3 of Schedule 7A to the Local Government (Scotland) Act 1973 namely information relating to any particular application for, or recipient or former recipient of, any service provided by the Comhairle, would be disclosed.
Mainland Placement Panel SW01	20*	With reference to item 135 of the Minute of Meeting of 18 December 2008 the Director of Social and Community Services submitted a Report which detailed the decisions of the fifth meeting of the Mainland Placement Panel on 13 January 2009 and provided details of the current updated list of mainland placements. It was agreed to recommend that the Comhairle: (1) note the decisions taken by the Mainland Placement Panel; and (2) note the forecasted combined expenditure of £1.2m detailed in Appendix 1 to the Report.
		BUSINESS PLANS AND BUDGETS
Business Plans and Budget 2009/10 (a) Business Plans 2009/10 (b) Draft Budget Book 2009/10	21	The Chief Executive submitted a Report seeking approval of the Comhairle’s draft departmental business plans 2009/10 based on the Single Outcome Agreement (SOA) as agreed by the Comhairle on 25 June 2008. The Report stated that the Comhairle’s Business Planning process had taken cognisance of the Comhairle’s performance against the existing SOA as at 31 December 2008 whilst informing the next SOA due for submission to the Scottish Government by 27 February 2009 and that extractions from the submission as at 31 December 2008 would be reported separately to the Comhairle and Audit Scotland. The Director of Finance and Corporate Resources submitted a Report seeking approval of the Draft Budget for 2009/10. Appendix 1 to the Report detailed the draft budget book produced by each Department and showed a page for each major division of service. The initial budget and revised budget for the current financial year and the proposed budget for the following financial year was broken down by the major expenditure headings and narratives were also provided describing the effect the proposed budget would have on the service provided, together with an estimate of the amount that would be required to retain the service at current levels. The Committee considered the pages relevant to the Policy and Resources Committee as a service Committee. It was indicated that the draft budget had been prepared on the basis that the recommendations in Items 22 and 23 below would be approved.
		It was agreed to recommend, insofar as the Committee’s interests were concerned, that the Comhairle: (1) approve the draft departmental business plans 2009/10 as outlined in Appendix 1 to the Report; (2) authorise the Chief Executive to report the Comhairle’s performance against the current SOA as outlined in paragraphs 2.4 and 5.2, and (3) approve the Budget 2009/10.
Annual Review of Fees and Charges for Community Care Services	22	The Director of Social and Community Services submitted a Report which sought the approval of revised charges for the Comhairle Community Care Services, to be effective from Monday 6 April 2009. The Report set out the framework of charges for 2009/10 for community care services, in the context of CoSLA guidance on charging for social work services. It was agreed to recommend that (1) the charge per hour for a Care at Home Service (Home Care) for 2009/10 be set at £13.00; (2) the Care at Home service (Home Care) thresholds be increased to £157 for a single person and £234 for a couple; (3) the weekly charge for Faire Careline for 2009/10 be set at a rate of £1.50; (4) the standard weekly charge for care homes for the elderly in 2009/10 be £934 for single rooms and £841 for shared accommodation; (5) the standard weekly charge for Ardseileach Care Home for 2009/10 be £1,414; (6) the weekly fee for residential assessment/respite care for 2009/10 be £107.85; (7) the fee per bed for Bethesda Nursing Home for 2009/10 be set at the rate of £572 per week; (8) the fee per bed for Leverburgh Care Home for 2009/10 be set at the rate of £499 per week; (9) the fee per bed for Blar Buidhe Care Home for 2009/10 be set at the rate of £545 per week; (10) the charges for each lunch/cooked meal received by day users and other community based service users for 2009/10 be £0.50 for tea/coffee and lunch/cooked meal £2.00 per meal; (11) the room hire and other facilities related charges be increased by 5%, subject to a review of the complete range of these charges in the 2009/10 financial year; (12) the housing support services 2008/09 charge be retained, pending a review of this area of service provision and charges during the financial year 2009/10; and
		(13) that further research, including clarification from Government and discussion with affected local authorities and other relevant organisations, be carried out in relation to the appropriate treatment of crofts and tenants’ improvements on crofts (including dwelling houses) in carrying out financial assessments when charging for residential and nursing care home accommodation and that a moratorium on taking account of such factors be agreed pending a submission of a further Report on the outcome of the said research.
Western Isles Care Units, Sheltered Housing and Tigh Ceilidh Provision	23	With reference to Item 36 of the Minute of Meeting of 18 December 2008 the Director of Social and Community Services submitted a Report in relation to the outcome of the consultation exercise, and making recommendations in respect of Care Units, Supported Accommodation tenancies, free standing Sheltered Housing and Tigh Ceilidhs. The Report stated that it was proposed that Garrabost, Carloway, Crowlista and Iochdar Units form the basis of a 24 hour staffed Care Unit Service throughout the Western Isles. It was proposed that the remaining Units at Bernera, Gravir and Scalpay would cease as Care Unit facilities and become tenanted Supported Accommodation. The Unit and Tigh Ceilidh at Back would be the subject of a Report to the April 2009 series of meetings to consider its potential as a “stepping down” facility. It was suggested that the surplus Care Unit and Tigh Ceilidh at South Dell be disposed of according to the terms of the Comhairle’s contract regulations. The Sheltered Housing adjacent to Care Units and free standing schemes would be de-sheltered, and surplus Tigh Ceilidh facilities disposed of according to the terms of the Comhairle’s contract regulations. It was agreed to recommend that the Comhairle agree that: (1) Garrabost, Carloway, Crowlista and Iochdar units form the basis of the 24 hour staffed Area Care Unit Service throughout the Western Isles and that a further Report on the future of the Iochdar Unit be submitted, following consultation, to the February 2010 Committee series; (2) the level of weekly charge for a 24 hour staffed Care Unit placement be considered from year to year and be at a rate equal to that set by the Comhairle for a placement in a Comhairle Care Home and that the statutory assessment regime applicable to assessing a Care Home service user’s ability to meet the cost of their care (including the ability to place a security upon heritable assets owned by the service user to secure payment of the charges set) be adopted and applied in relation to assessing a Care Unit service user’s ability to meet the cost of their care and determining the level of charges they should pay; (3) the remaining Units at Bernera, Gravir and Scalpay cease as Care Unit facilities effective from mid May 2009 and become tenanted supported accommodation for the current service users namely, shared tenancy (2) at Bernera and single tenancies at Gravir and Scalpay; (4) a Report on the potential for a ‘stepping down’ facility at Back Care Unit as detailed at para 6.19 of the background paper be submitted to the April 2009 Committee series by the General Manager, CHaSCP and in the event that the step down option was not viable then the facilities (Care Unit building and Tigh Ceilidh) be the subject of a Report in accordance with the Comhairle’s Contract Regulations as detailed in recommendation (6) below; (5) the sheltered housing complexes as shown in table 8 in the background paper which are adjacent to the existing care units and free-standing sheltered schemes be de-sheltered, and support offered to tenants through the Faire Careline Service;
		(6) a Report in relation to the future use of the surplus Care Unit at South Dell (which together with Back Care Unit was the subject of an earlier decision by the Comhairle to close the units in October 2008 to achieve efficiency savings) and Tigh Ceilidh facilities be submitted in accordance with the terms of the Comhairle’s Contract Regulations; (7) Warden staff in Care Units converting to tenanted supported accommodation be re-deployed as home care workers providing support to the tenants of these facilities; (8) Warden staff in sheltered housing affected by these changes be offered re-deployment within the Comhairle Home Care Service or to appropriate vacancies within Care Homes in line with Comhairle policy and in consultation with the relevant Trade Unions; and (9) the surplus Tigh Ceilidh facilities be disposed of according to the terms of the Comhairle’s Contract Regulations.
		INTEGRATED SERVICES
The Integration of the Faire and Customer Services Functions PR36	24	The Director of Finance and Corporate Resources and Director of Social and Community Services submitted a joint Report seeking agreement to the transfer of Faire to the Finance and Corporate Resources Department. The Report stated that in June 2008 the Comhairle had agreed that the future of Faire would be reviewed. A review had been carried out and the analysis had shown that the preferred option in terms of service to customers and the realisation of efficiencies was the integration of the two teams with the exception of the mobile service, which would remain within Social and Community Services. It was agreed, insofar as the Committee’s interests were concerned, to recommend that the Comhairle agree (1) to the integration of the Faire and Customer Services functions within the Finance and Corporate Resources Department with effect from 1 April 2009; (2) that the field workers remain within the Social and Community Services Department; and (3) to the transfer of £20,000 from the Finance and Corporate Resources Department to the Social and Community Services Department in recognition of the policy and management workload that would remain within the remit of the Social and Community Services Department.
The hub Initiative PR10	25	The Chief Executive submitted a Report to seek the Comhairle’s formal agreement to participate in hub. The Report detailed that the hub Initiative was the first major programme for the Scottish Futures Trust and it was a procurement vehicle for delivering fit for purpose, value of money public sector facilities that provide better public services to communities, involving public/private sector partnerships and pooling of resources. The Report further stated that the Comhairle had asked to sign up to the hub Initiative by submitting a Letter of Intent to the Scottish Government, which was appended to the Report. It was also stated in the Report that NHS Western Isles were currently considering proposal seeking the Board’s formal commitment to the hub. It was agreed to recommend that the Comhairle agree formally to participate in the hub Initiative and authorise the Chief Executive to submit a Letter of Intent to the Scottish Government in substantially the form of that appended to the Report.

The Chairman ruled that, in accordance with the provisions of Section 50(B) 4 of the Local Government (Scotland) Act 1973 as amended, that the following item be considered as a matter of urgency in order to enable the Committee to take a view on the matter and maintain the momentum of the project.

Diagnostic Pathways Update

With reference to Item 43 of the Minute of Meeting of 18 December 2008 the Chief Executive submitted a Report updating the Comhairle on the outcome of the second phase of the Diagnostic Pathways Programme. The Report stated that at the last meeting of the Committee it was agreed to proceed with the second phase of the Programme, which was design and implementation and had authorised PWC to work with the project team to draft and submit an Implementation Plan for consideration by the Comhairle. The draft Implementation Plan proposed three options and was appended to the Report as Appendix 1. The three options were as follows:

Option 1 – Individual Projects

Option 2 – Portfolio Projects

Option 3 – Corporate Change Programme.

It was agreed to recommend that the Comhairle:

(1) support the implementation of Option 3; and

(2) delegate authority to the Chief Executive to assess and establish short, medium and long term operational requirements, including programme initiation, appointment of staff, management and governance; and the co-ordination of communications, internally and externally, at all stages of the process.

BUILDINGS

Capital Works: Programme and Progress

PR33.01.12

With reference to Item 23 of the Minute of Meeting of 18 December 2008 the Director of Technical Services submitted a Report detailing programme and progress in respect of properties held on the Policy and Resources and Social Work accounts at pre-construction and construction stages.

It was agreed to recommend that the Comhairle note the Report.

Repairs and Maintenance (Revenue) Programme 2008/2009: Quarterly Expenditure Report to 31 December 2008

With reference to Item 24 of the Minute of Meeting of 18 December 2008 the Director of Technical Services submitted a Report informing Members of the situation in respect of expenditure on repairs and maintenance of properties held on Policy and Resources and Social Work accounts to 31 December 2008.

It was agreed to recommend, insofar as the Committee’s interests were concerned, that the Comhairle note the Report.

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, 8 & 9 of Schedule 7A to the Local Government (Scotland) Act 1973 namely information relating to the financial or business affairs of any particular person other than the Comhairle, 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 relating to 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 would be disclosed.

Stornoway Town Hall Fabric Phase 3 – Update

LB35.01

29*

With reference to Item 26 of the Minute of Meeting 18 December 2008 the Director of Technical Services submitted a Report informing of the latest situation regarding the refurbishment of the South Elevation of Stornoway Town Hall. The Report stated that tender documentation was being prepared to complete the remainder of the work and would be issued to Contractors in March 2009.

It was agreed to recommend that

(1) the Comhairle note the Report; and

(2) a Report be submitted to the next meeting of the Committee in relation to access and other issues at Stornoway Town Hall.

Asset Management Planning

LB44.04

30*

With reference to Item 24 of the Minute of Meeting of 4 September 2008 the Chief Executive submitted a Report informing Members of the progress on the Marybank Depot Redevelopment and the various aspects of the Excambion arrangement. The Report stated that the proposal involved the provision of new facilities on a new site, replicating the existing facilities in scale and design, in exchange for the Comhairle owned site.

It was agreed to recommend that the Comhairle:

(1) note the progress made to date; and

(2) subject to written confirmation being received from The Stornoway Trust that a lease of the site would be made available on terms and conditions to the satisfaction of the Chief Executive, that the Chief Executive be authorised on behalf of the Comhairle to participate in a full investment appraisal of the site on the basis of a written agreement among all identified partners which clearly identified the cost exposure of each partner on terms and conditions to the satisfaction of the Chief Executive and the Director of Finance and Corporate Resources.

The Chairman ruled that, in accordance with the provisions of Section 50(B) 4 of the Local Government (Scotland) Act 1973 as amended, that the following item be considered as a matter of urgency in order to enable the Committee to take a view on the matter.

Western Isles Schools Project Update

With reference to Item 25 of the Minute of Meeting of 18 December the Chief Executive submitted a Report providing an update on the Western Isles Schools Project (WISP). The Report provided progress made in relation to specific aspects of the project since the meeting of Education of Children’s Services Committee on 10 February 2009, as follows:

· The Interim Contract between the Comhairle and Sgoiltean Ùra LLP had been concluded and novation of PSDP and Design Team Contracts to SÙLLP would take place as soon as possible thereafter. Sgoiltean Ùra LLP would then assume full management responsibility of these consultants.

· A preferred site had been selected for Balivanich Primary School. The preferred site comprised Comhairle owned land (the old school at Balivanich) and part of crofts No 6 and No 7 Balivanich. The statutory consultation process had commenced, a Public Meeting had been held in Balivanich on Wednesday 28 January 2009 and the Comhairle would also take into consideration any written representations on the proposals.

· Project promotion and market-testing events had been arranged by Sgoiltean Ùra LLP and were held in Glasgow on Thursday 29 January 2009 with a similar event held in Stornoway on 4 February 2009.

· In relation to the role of CDM–Coordinator, terms had been agreed with the preferred bidder and an appointment document had been issued for signing.

· Stakeholder design consultation had commenced and further progress has been made in relation to establishing Reference Groups at each school. Further details on both these aspects of design consultation were provided within the body of the Report.

· The extant Communications & Consultation Strategy prepared by the previous Project Manager was now due for updating and the revised version would be developed for the period up to Financial Close.

It was agreed to recommend that the Comhairle:

(1) note the current status of the Western Isles Schools Project; and

(2) approve the composition and structure of the Reference Group and remit within the design consultation process and authorise the Acting Director of Education to make any necessary appointments.

Application for Inclusion in Standing Lists of Approved Contractors

PR31.07

The Director of Technical Services submitted a Report to detailing further applications for inclusion in the various lists, requests of inclusion in additional lists and requests to have financial limits increased. A detailed list of applications and details of the various lists were appended to the Report.

It was agreed to recommend that:

(1) the Contractors detailed in Appendix 1 to the Report be included in the Standing Lists of Approved Contractors as detailed;

(2) the contractors detailed in Appendix 2 to the Report be included in additional lists detailed; and

(3) the Contractors detailed in Appendix 3 to the Report have their financial limit increased as detailed.

CONTRACTUAL MATTERS

Roadstone and Concrete Aggregates 2009/10

Suggested Tender List

PR31.07

The Director of Technical Services submitted a Report seeking approval of the tender list for the supply of Roadstone and Concrete Aggregates for 2009/10 as detailed in paragraph 2.1 of the Report.

· Bardon Hebrides Ltd

· Wm Taylor

· I A & C MacIver Ltd

· J Mackay & Sons Ltd

· MacIain Ltd

· MacAulay Askernish Ltd

· John MacLennan Contractor Ltd

· Angus Maciver Ltd

It was agreed to recommend that the Comhairle agree to tenders being sought from the suppliers detailed in paragraph 2.1 of the Report and Macinnes Bros. together with suppliers applying through the Tenders Direct (Inverness) Portal for the supply of roadstone and concrete aggregates for the 2009/10 financial year in terms of Contract Regulation 4.3 (ii).

Lews Castle: Engagement of Consultants

AL02.17

With reference to Item 13 of the Minute of Meeting of 24 April 2008 the Chief Executive and Director of Development submitted a joint Report seeking approval to engage consultants to assist Lews Castle Trust in the procurement of a private sector partner and applications for external funding. The Report stated that the Lews Castle Trust were now at the stage of seeking a development partner which it hopes to have in place by early summer 2009 and it was also intended to resubmit applications for external funding to Heritage Lottery Fund and Historic Scotland. The Report further stated that it was anticipated that the total combined costs for the consultancy appointments will not exceed £20,000.

It was agreed to recommend that the Comhairle authorise the Chief Executive, in consultation with the Director of Development, to engage DTZ to provide specialist advice on commercial aspects of the procurement of a development partner and LDN Architects to update the cost plan prepared by them and review drawings and other documents required for re-submitting external funding applications for the Lews Castle project and that these services not be tendered in terms of Contract Regulation 4.2 (i) (n) notwithstanding the cumulative cost of the respective engagements due to the experience of the project of the respective consultants.

Tender for Sheriff Officer Services

PR31.07

The Director of Finance and Corporate Resources submitted a Report to recommend that the Comhairle collaborate with other North of Scotland Authorities in tendering for sheriff officer services for the recovery of unpaid Council Tax and Non Domestic Rates. The Report stated that five of the NOSLA authorities were reviewing their current arrangements with sheriff officers and discussions had been taking place to establish a joint approach while taking account of individual Council’s circumstances. The Report further stated that the Comhairle currently used Stirling Park, Sherriff Offices, at an annual cost of £35,000 and it was considered that participation in such a joint tendering exercise would realise financial and operational benefits for the Comhairle.

It was agreed to recommend that the Comhairle authorise:

(1) participation in the joint tendering exercise for sheriff officer services;

(2) the Director of Finance and Corporate Resources, in consultation with the other participating authorities, to determine the evaluation criteria; and

(3) the Chief Executive, in consultation with the Director of Finance and Corporate Resources, to accept the tender for the provision of sheriff officer services deemed to be the most economically advantageous to the Comhairle based on the tender evaluation.

Procurement of Electronic Document Management System

PR31.12.09

The Director of Finance and Corporate Resources submitted a Report in relation to the proposed procurement of a new Electronic Document Management System (EDMS) to operate in the Revenues and Benefits and Business Rates Services. The Report highlighted the scope of the project and the method of procurement.

It was agreed to recommend that the Comhairle:

(1) authorise the Director of Finance and Corporate Resources to devise the detailed tender evaluation matrix on the basis of the quality and price criteria detailed in paragraphs 7.1 and 7.2 of the Report;

(2) authorise the Chief Executive, in consultation with the Director of Finance and Corporate Resources, to accept the tender for the provision of an Electronic Document Management System deemed to be the most economically advantageous to the Comhairle based on the tender evaluation; and

(3) note the indicative timetable detailed in Appendix 1 to the Report.

CAPITAL PROGRAMME

Capital Programme 2008-12: Timetable

PR100.02

With reference to Item 22 of the Minute of Meeting of 18 December 2009 the Director of Technical Services and Director of Finance and Corporate Resources submitted a joint Report to inform of the development of a Timetable for the 2008-12 Capital Programme. The Report stated that the Timetable was in development for all projects in which Technical Services were involved and a copy of the timetable was attached as Appendix 1 to the Report. The Report further stated that the programmes for many projects were still in development, particularly those for which expenditure was released at the December 2008 series of meetings.

It was agreed to recommend that the Comhairle:

(1) note the development of the Timetable for the 2008-12 Capital Programme and the anticipated Expenditure Profiling for Capital Grant Schemes; and

(2) note that an updated Timetable would be submitted for noting on a quarterly basis.

Capital Programme: Core and Statutory Education ICT Network Upgrade

PR100.02

38*

The Acting Director of Education submitted a Report proposing to release into the Comhairle’s live Capital Programme for 2008-12 a capital sum for Core and Statutory capital projects to enhance the area-wide schools ICT infrastructure, upgrade school networks and support the development of Glow technologies alongside the new Curriculum for Excellence. The Report outlined the objectives of the capital projects and the procedures which would be followed to manage the programme of works and the Project initiation Document was attached as Appendix 1 to the Report. The Report recommended that £750k of the capital sum approved under the 2008-12 Core and Statutory Programme for Capital Works relating to the Comhairle’s Education Service be released into the live Capital programme 2008-12.

It was agreed to recommend, insofar as the Committee’s interests were concerned, that the Comhairle agree to release the approved capital project CS ECS1, Core Capital Improvements to ICT Network as detailed in the PID attached as Appendix 1 to the Report.

Community Land Resources Development Programme: Scheme of Administration

DS01

The Director of Development submitted a Report seeking approval of a Scheme of Administration for the 2008-12 Community Land Resources Development Programme. The Report stated that this was a new Capital Programme with a £500k allocation and the objective was to provide support to the land-based sector to assist the stabilisation of key local industry i.e. the purchase of plant and machinery, supply-chain support, and assist the crofting sector in its move from a traditional to a market-based sector.

It was agreed to recommend, insofar as the Committee’s interests were concerned, that the Comhairle:

(1) agree the Community Land Resources Development Scheme of Administration as detailed in Appendix 1 to the Report with the inclusion of community land groups; and

(2) grant delegation to the Director of Development to award grants under the scheme to a maximum of £20,000, and amend the Scheme of Delegation accordingly.

Community Marine Access Scheme: Scheme of Administration

DS01

The Director of Development submitted a Report seeking approval of a Scheme of Administration for the Community Marine Access Scheme (CoMAS) as part of the 2008-12 Capital Programme. The Report stated that CoMAS had been established by the Comhairle in 2004 to assist with the provision and improvement of community owned and managed marine facilities and £75k had been allocated toward this second phase.

It was agreed to recommend, insofar as the Committee’s interests were concerned, that the Comhairle:

(1) agree the Community Marine Access Scheme of Administration as set out in Appendix 1 to the Report; and

(2) grant delegation to the Director of Development to award grants under the Scheme to a maximum of £20,000 and amend the Scheme of Delegation accordingly.

Community Environmental Grant: Scheme of Administration

DS01

The Director of Development submitted a Report seeking approval of a Scheme of Administration for the Community Environmental Grant Scheme as part of the 2008-12 Capital Programme. The Report stated that this was a new grant scheme based on the previous ACE Option grant and it was proposed to add the Community Environmental Grant resources to the existing Community Regeneration Fund scheme to produce a responsive fund would could be allocated on a ‘challenge’ basis to larger projects.

It was agreed to recommend, insofar as the Committee’s interests were concerned, that the Comhairle:

(1) agree the Community Environmental Grant Scheme of Administration as set out in Appendix 1 to the Report; and

(2) grant delegation to the Director of Development to award grants under the Scheme to a maximum of £20,000 and amend the Scheme of Delegation accordingly.

Tourism Projects – Scheme of Administration

DS01

The Director of Development submitted a Report seeking approval of a Scheme of Administration for the Tourism in the Community Fund as part of the 2008-12 Capital Programme. The Report stated the Comhairle had approved £625k in the 2008-12 programme towards tourism projects as outlined in the Outer Hebrides Tourism Partnership Plan and a new plan for 2009-15 was currently being prepared which would review and prioritise projects for implementation within the timeframe of the 2008-12 Capital Programme. The Report further stated that £150k had been allocated to the fund to provide grants to community and other constituted bodies to enhance tourism in the area and all projects would be considered by the Outer Hebrides Tourism Partnership Group to ensure strategic fit with the Area Tourism Partnership Plan 2006-09.

It was agreed to recommend, insofar as the Committee’s interests were concerned, that the Comhairle:

(1) agree the approach for the implementation of activity under Tourism Projects in the 2008-12 Capital Programme;

(2) approve the Scheme of Administration for the new Tourism in the Community Fund at Appendix 1 to the Report subject to eligibility of groups being limited to groups with a community purpose as defined in the Capital Grants Rules; and

(3) grant delegation to the Director of Development to award grants under the Scheme to a maximum of £20,000 and to amend the Scheme of delegation accordingly.

Mrs Agnes Rennie and Mrs Morag Munro declared an interest in item 43 and left the meeting during consideration of the matter.

West Harris Crofting Trust – Request for Assistance

DS02

43*

The Director of Development submitted a Report on the proposed community buy-out of the West Side of Harris estate and seeking approval of support from the Comhairle. The Report stated that the Comhairle had supported all of the community buy-outs in the islands to-date and the West Harris Crofting Trust had been set up to take ownership of the land and to develop the estate and the Steering Group had undertaken a feasibility study and a number of proposals and development opportunities had been identified.

It was agreed to recommend, in so far as the Committee’s interests were concerned, in terms of the Comhairle’s agreed policy on community buy-outs, that the Director of Development in consultation with the Chief Executive and the Director of Finance and Corporate Resources, be authorised to identify a bespoke solution for the community of West Harris, bearing in mind that the seller of the estate was the Scottish Government, and report back to the next meeting of the Sustainable Development Committee.

Creative Industries and Media Centre – 56 Seaforth Road, Stornoway

DS41.93

With reference to Item 3 of the Minute of Meeting of 21 February 2008 the Director of Development submitted a Report seeking approval of a procurement approach for the development of 56 Seaforth Road and release of funds from the Capital Programme in order to take these initiatives forward. The Report stated that the proposed redevelopment of this building to a creative industries and media centre would offer significant job creation opportunities as a result of the Gaelic digital channel which would act as a catalyst for business in the area.

The Report further stated that the Comhairle had approved a total contribution of £750k to the project, consisting of £500k from EU Match Fund and £250k through prudential borrowing and confirmation of ERDF funding of 20% of the £2.6m development costs was expected later in February with match funding of £750k provided by HIE. The Report sought approval of the remaining funding of £310k to be released towards other initiatives to support the sector, including a capital support fund named ‘Creative Hebrides’ and the associated Scheme of Administration.

It was agreed to recommend, insofar as the Committee’s interests were concerned, that the Comhairle agree:

(1) the Project Initiation Document for 56 Seaforth Road as set out in Appendix 1 to the Report;

(2) that £370k for the Creative Industries and New Media programme within the 2008-12 Capital Programme be released, with £60k of this being allocated towards the 56 Seaforth Road funding package;

(3) that, subject to all capital funding being confirmed, the Director of Development, in consultation with the Chief Executive, be authorised to invite tenders for the redevelopment of 56 Seaforth Road, in line with the Comhairle’s contract regulations, and that it be delegated to the Chief Executive, in consultation with the Director of Development, to appoint all consultants and contractors required in line with the criteria and cost/quality weighting as set out in Appendix 2 to the Report;

(4) to note the potential for a future ERDF application to support the management and marketing of 56 Seaforth Road;

(5) to approve the Scheme of Administration for the Creative Hebrides fund as set out in Appendix 3 to the Report; and

(6) grant delegation to the Director of Development to award grants under this Scheme to a maximum of £20,000 and amend the Scheme of Delegation accordingly.

Release of Capital for IT Projects

PR100.02

The Director of Finance and Corporate Resources submitted a Report seeking authority to release into the Comhairle’s Capital Programme for 2008-12 capital sums for the upgrade and replacement of various items of IT hardware and software. The Report stated that the main area of improvement included the replacement of ageing applications such as FMS, a new CRM system, upgraded e-mail system and enhanced firewall and security provision along with an appropriate disaster recovery solution.

It was agreed to recommend that the Comhairle release the funding allocated to IT Capital Projects into the live Capital Programme 2008-12 on the basis of the Project Initiation Document appended to the Report.

ENERGY

Scottish Government Renewable Benefits Study

DS61.19

The Director of Development submitted a Report informing the Comhairle of the content of and actions contained in the Scottish Government’s Economic and Community Benefit Study. The Report stated that, following the Scottish Ministers’ rejection of the Lewis Wind Power project in early 2008, Jim Mather MSP, Minister for Enterprise, Energy and Tourism, had visited Stornoway in March 2008 to address the Comhairle’s Renewable Energy Conference. At the Conference, Mr Mather had announced that the Scottish Government would undertake an independent study into how best to deliver economic and community development in the Outer Hebrides in harmony with current environmental designations. In May 2008, the Halcrow Group had been appointed by the Government to undertake this study with an initial reporting deadline of August 2008.

The Report further stated that the Study had finally been published on 30 January 2009 and its Executive Summary was detailed at Appendix 1 to the Report. The Summary, and the Minister’s accompanying statement which was shown at Appendix 2, confirmed three key findings:

· new renewable energy could be a key economic driver across the Outer Hebrides;

· onshore wind energy offered the greatest economic and community benefit; and,

· the best opportunities were South and West of Stornoway, with potential for a 150MW wind farm in North Lewis in addition to projects already in the planning process.

A set of Possible Actions, proposed by Government officials was detailed at Appendix 3 to the Report and provided the basis for moving the study findings forward.

It was agreed to recommend that the Comhairle note the content and actions of the Scottish Government’s Economic and Community Benefit Study.

COMMUNITY CARE

Registration with the Scottish Social Services Council: Consultation on Final Dates

SW01

The Director of Social and Community Services submitted a Report proposing the response to the consultation exercise on The Regulation of Care (Fitness of Employees for Employment in Care Services) (Scotland) Regulations 2008 to the Scottish Government. The Report stated that the Scottish Government was currently consulting on proposed legislation that set final dates for achievement of registration with the Scottish Social Services Council (SSSC). The Report detailed a proposed response to the consultation and highlighted some policy implications for Comhairle nan Eilean Siar.

It was indicated at the meeting that, in accordance with the Comhairle’s agreed policy, the Comhairle would fund the costs of registration as such registration would be a requirement to carry out the duties of relevant posts.

It was agreed to recommend that the Comhairle:

(1) approve the draft response appended to the Report; and

(2) authorise the Director of Social and Community Services to forward the proposed responses to the consultation exercise on The Regulation of Care (Fitness of Employees for Employment in Care Services) (Scotland) Regulations 2008 taking account of any comments made by Members to the Scottish Government.

Consultation on Regulations and Revised Guidance on Ordinary Residence

SW01

The Director of Social and Community Services submitted a Report informing Members of the proposed response to the consultation exercise on Regulations and Revised Guidance on Ordinary Residence. The Report stated that the Scottish Government had issued for consultation draft Regulations and Guidance aimed at reducing and resolving disputes between Local Authorities about financial responsibilities for social care clients. The Report sought approval for a response to be submitted to the Scottish Government as detailed in appendix 1 to the Report. It was suggested that the proposed clarification of an area which had been subject to interpretation be welcomed.

It was agreed to recommend that the Comhairle:

(1) note the content of the response; and

(2) authorise the Director of Social and Community Services to forward the proposed response to the consultation exercise on Recovery of Expenditure for Provision of Social Care Consultation on Regulations and Revised Guidance on Ordinary Residence to the Scottish Government.

HOUSING

Mr Gerry Macleod, Mr David Blaney and Mr Archie K Campbell declared an interest in Item 49 as Board Members of HHP and left the meeting during consideration of the matter.

Investment in Affordable Housing: Consultation

H01

The Director of Development submitted a Report informing the Comhairle that the Scottish Government was carrying out a consultation exercise on proposals to reform the way investment in affordable housing was delivered. The Report stated that the Scottish Government were consulting on proposals to reform the way affordable housing investment was directed across Scotland and that these proposals were one of the principal themes of the Scottish Government’s Firm Foundations document. The Comhairle have been invited to respond to the consultation by 17 March 2009.

It was agreed to recommend, insofar as the Committee’s interests were concerned that the Comhairle authorise the Director of Development to respond on behalf of the Comhairle to the Investing in Affordable Housing consultation by 17 March 2009 on the basis of paragraph 6.1 of the Report.

Private Sector Housing Grant: Offer of Award 2009/10

H10

The Director of Development submitted a Report informing of the allocation of the Private Sector Housing Grant (PSHG) for the financial year 2009/2010. The Report stated that the Comhairle had received an Offer of Grant of £3.155m for Private Sector Housing Grant from the Scottish Government for 2009/10 which represented a reduction in the allocation made in 2008/09 of £171,000, but was £683,000 more than had been initially proposed by the Scottish Government in February 2008 under the revised PSHG allocation methodology. The Report also stated that the Scottish Government had also indicated their intention to introduce the new methodology of allocating Private Sector Housing Grant over a five year period rather than the original proposal of two years.

It was agreed to recommend, insofar as the Committee’s interests were concerned, that the Comhairle:

(1) note the Offer of Grant of £3.155m for Private Sector Housing grant for 2009/10;

(2) approve the allocation of Private Sector Housing Grant for the financial year 2009/10, as shown in Appendix 1 to the Report;

(3) approve that the Director of Development be authorised to vire funds between the grant elements of the PSHG budget, subject to expenditure being contained within the overall allocation of £3.155m or any subsequent amendment to that amount;

(4) maintain the current policy decisions on new grant applications unless the application had previously been rejected between June and December 2006 and scored between 15 and 25 points;

(5) review the position for other grant cases after the financial year end; and

(6) continue the suspension of accepting new grant enquiries, subject to review and the implementation of the new legislation during 2009; and

(7) note that a Report would be submitted to Environment and Protective Services Committee in relation to the implications of collating information in relation to grant enquiries.

HUMAN RESOURCES

Flexible Working

M06.02

The Chief Executive submitted a Report which sought approval for the revised flexi time scheme. The Report stated that a revised scheme had been drafted and was attached as Appendix A to the Report. The main changes from the current scheme were to extend the band-width from 8.00 am – 6.00 pm to 7.30 am – 7.30 pm in order to accommodate the increase to a 37 hour week. Afternoon core time would change from 2.00 pm – 4.00 pm to 2.00 pm – 3.00 pm to reflect a wish to be “family friendly” and allow employees to collect children from school. The Report further stated that an increase in the number of days carried forward from two to three and an increase from two to three days flexi leave that could be taken in a flexi period was proposed. As the flexi scheme was part of employees’ terms and conditions of employment any changes to the current scheme would have to be negotiated with the trades unions. The revised scheme had been accepted by both UNITE and UNISON.

It was agreed to recommend that the Comhairle agree to the introduction of the revised flexi scheme.

Childcare Vouchers Salary Sacrifice Scheme

M06.01

The Director of Finance and Corporate Resources submitted a Report which sought approval to participate in the Government-sponsored Childcare Voucher Scheme which provided both income tax and national insurance relief to participating employees and also reduced employer's National Insurance contributions from the Comhairle. The Report stated that it was proposed that the Comhairle approve participation in the scheme and that a Report would be brought to the April 2009 series of meetings recommending how the scheme should be implemented if the Comhairle agreed in principle to participate.

It was agreed to recommend that:

(1) the Comhairle approve participation in the Childcare Voucher Scheme; and

(2) a Report be brought to the April 2009 series of meetings with recommendations for implementation.

Discretionary Policies Under the Local Government Pension Scheme

M04.02

The Director of Finance and Corporate Resources submitted a Report which sought the approval of discretionary policies under the Local Government Pension Scheme. The Report stated that the new pension scheme allowed employing authorities to set discretionary policies for some areas where the scheme was applied. The Report indicated that the Local Government (Scotland) Pensions Scheme Regulations 1998 provided employers who participated in the Highland Council Pension Fund with powers to determine certain policies in respect of the Local Government Pension Scheme to reflect local circumstances.

It was agreed to recommend that:

(1) the Comhairle agree the policies and proposed changes contained in Appendix 1 to this Report;

(2) all policies be reviewed in 2013; and

(3) in line with the main scheme policy, there be an “opt out” provision allowing reconsideration of any specific discretion if the special circumstances of an individual case merited it.

Employee Survey

M06.01

With reference to Item 28 of the Minute of Meeting of 18 December 2008 the Chief Executive submitted a Report providing the Ipsos MORI written report based on the findings from the Employee Survey. The Report stated that the survey had been carried out between October and November 2008 and presented to the last meeting of the Committee. As part of the contract, Ipsos MORI had agreed to provide a full written Report with professional interpretation of the findings in January 2009, which was attached as Appendix 1 to the Report. The Report indicated that the Action plan would be presented to the April 2009 series of Committees.

It was agreed to recommend that the Comhairle:

(1) note Ipsos MORI’s findings from the 2008 Employee Survey; and

(2) support the development of an improvement plan based on the findings of the survey.

Employee Suggestion Scheme

Pr100.01

The Chief Executive submitted a Report proposing the establishment of an Employee Suggestion Scheme to identify efficiencies and generate financial savings. The Report suggested that improvements were more likely to be focussed on:

· Better or more efficient use of resources;

· Improved and/or simplified processes and procedures

· Creation of a more productive working environment

· More user-friendly use of forms/paperwork

· Streamlining services to customers

· Reduction of waste

The Report stated that, under the terms of the Scheme, employees would be offered a small financial reward for ideas submitted which were worthy of merit and any ideas that were progressed and produced higher savings would result in a higher financial reward. The proposed Employee Suggestion Scheme was attached at Appendix 1 to the Report.

The Report had been considered by the Local Government Employee JCC which had recommended that the Scheme be implemented.

It was agreed to recommend that the Comhairle approve the Employee Suggestion Scheme attached at Appendix 1 to the Report.

Review of Technical Services

The Clerk sought and obtained the Chairman’s permission to withdraw this item.

PERFORMANCE REVIEW

Reports Outstanding: Progress

PR33.01.12

The Chief Executive submitted a Report detailing the Reports Outstanding arising from the decisions of the Committee.

It was agreed to recommend that the Comhairle note the Report.

ADDITIONAL ITEMS

The Chairman ruled that, in accordance with the provisions of Section 50(B) 4 of the Local Government (Scotland) Act 1973 as amended, that the following two items be considered as a matter of urgency in order to enable the Committee to take a view on the matter.

Operation of Rural Swimming Pools

58*

The Director of Social and Community Services submitted a Report seeking approval to reduce the opening hours of rural pools to enable the Comhairle to operate facilities mirroring best practice and advice on the interpretation of the Health and Safety Executive’s guidelines for the safe operation of swimming pools. The Report stated that on the basis of existing usage data and available resources, a modified timetable for each facility would be produced, with reduced hours of opening, and a final copy would be circulated to Members after the conclusion of the consultation process.

It was agreed to recommend that:

(1) the Comhairle agree to the removal of Paible Pool from operation and the implementation of local consultation to identify alternative services or projects to be progressed to meet local need; and that

(i) the building be maintained to prevent deterioration;

(ii) formal consultation with the community take place to establish possible future health leisure and recreation uses for the building and;

(iii) given that revenue costs would cease on closure any savings be set aside to fund a feasibility study for the proposals arising from the community consultation; and

(2) the Comhairle agree to the employment of two qualified Leisure Attendants on duty for public sessions at Shawbost and Lionel resourced from existing budgets and on the basis of consultation with contracted staff and users of the facility.

Industrial Female School Project

DS41

59*

The Director of Development and Director of Finance and Corporate Resources submitted a joint Report seeking agreement to support the Lewis and Harris Building Preservation Trust (LHBPT) in progressing plans for the Industrial Female School (IFS) as part of the Stornoway Townscape Heritage Initiative (THI). The Report stated that in June 2008 the Comhairle had agreed a request by LHBPT to underwrite design fees, to enable the LHBPT to meet a THI deadline for submission of up to date surveys and costs of the overall projects and these details had since been submitted and accepted by Heritage Lottery Fund.

It was agreed to recommend that the Comhairle:

(1) agree to act as guarantor for the £25,000 loan to the LHBPT for the project management costs subject to the Chief Executive, in consultation with the Director of Finance and Corporate Resources, being satisfied that there was no unacceptable risk to the Comhairle in acting as guarantor;

(2) agree to a further Report being submitted to the April 2009 series of Committees to consider details of securing the implementation of this project as part of the THI and the “Stornoway Landmark Buildings” projects; and

(3) request that the LHBPT make a presentation of the project, as developed so far, to the Stornoway Regeneration Group and that the LHBPT provide an update on the status of applications for funding in sufficient time to enable the timeous submission of the Report referred to in recommendation (b) above.

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COMHAIRLE NAN EILEAN SIAR

Policy and Resources Committee Minutes

18th February 2009 - 9:30am

The Chairman ruled that, in accordance with the provisions of Section 50(B) 4 of the Local Government (Scotland) Act 1973 as amended, that the following four items be considered as a matter of urgency in order to enable the Committee to take a view on the matter.

The Chairman ruled that, in accordance with the provisions of Section 50(B) 4 of the Local Government (Scotland) Act 1973 as amended, that the following item be considered as a matter of urgency in order to enable the Committee to take a view on the matter and maintain the momentum of the project.

The Chairman ruled that, in accordance with the provisions of Section 50(B) 4 of the Local Government (Scotland) Act 1973 as amended, that the following item be considered as a matter of urgency in order to enable the Committee to take a view on the matter.

ADDITIONAL ITEMS

The Chairman ruled that, in accordance with the provisions of Section 50(B) 4 of the Local Government (Scotland) Act 1973 as amended, that the following two items be considered as a matter of urgency in order to enable the Committee to take a view on the matter.