COMHAIRLE NAN EILEAN SIAR

Policy and Resources Committee Minutes

Minute of Meeting held in the Council Offices, Stornoway, on Thursday 21 February 2008 at 9.00 am

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

Tribute: Mr Martin Jones

The Chairman referred to Mr Martin Jones, Head of Revenues and Exchequer, Finance and Corporate Resources Department, who had intimated his resignation and would shortly be taking up the position of Deputy Director of Finance at NHS Western Isles.

The Chairman, on behalf of the Committee, wished Mr Jones best wishes in his new position.

Gaelic Digital Service

The Chairman provided an update in relation to the Gaelic Digital Service. He stated that, following a full Public Value Test, the Trust had approved the service to launch on cable, satellite and broadband, but not on Freeview at this time. The Trust had decided that the servive would be subject to review before digital switchover commences in central and northern Scotland in 2010. The review would look at the actual performance of the service in achieving public value, including reaching a wider audience, and would consider launch on Freeview. In order to protect access for current users the Trust had concluded that the Gaelic Zone on BBC2 would continue for the foreseeable future. The date for the start of the new service was anticipated some time during the summer of 2008 although no exact date had yet been set.

The Chairman further stated that this was a major step forward in establishing the Gaelic Digital Service but the review of the service in 2010 was a worrying cloud on the horizon and it was essential that the Comhairle and other Gaelic organizations continue to lobby the government and work closely with other key players such as the BBC and GMS to ensure that index linked funding is provided to ensure that quality Gaelic broadcasting was provided on the new Gaelic Digital Service. The Comhairle was seen as a key stakeholder in this arena and at this crucial juncture for Gaelic broadcasting there was no room for complacency to ensure that the aspirations for the Gaelic community for a sustainable and enhanced broadcasting service were fully met.

		It was agreed to recommend that an invitation be sent to the Head of Gaelic at the BBC and the Chief Executive of GMS to discuss opportunities to maximize employment opportunities in the broadcasting sector in the Western Isles arising from the new Gaelic Digital Service and explore ways in which the Comhairle could work in partnership with these two organisations to deliver benefits for Gaelic and for our economy.
Local Housing Issues		The Chairman referred to local housing issues and highlighted the present situation with regards to the Melbost Farm site. It was agreed to recommend that urgent representations be made and a meeting sought with Communities Scotland and Scottish Government with a view to enabling the site at Melbost Farm to be purchased prior to 31 March 2008 or alternatively ringfencing the funding required into the following financial year.
		MINUTES
Minute of Meeting of 13 December 2007	1	The Minute of Meeting of 13 December 2007 was approved.
Declaration of Interest	2	The Chairman, Vice Chairman, Mr Alex A MacDonald and Mr Donald Manford declared an interest as Board Members of Sgoiltean Ura LLP in items 15, 26 and 27. The Chairman declared an interest in Item 3 as it related to property owned by a relative by marriage and left the meeting during consideration of the item. The Chairman and Mr Archie Campbell declared an interest in items 14 and 48 as Chairman and Member respectively of the Western Isles Credit Union. Mrs Morag Munro and Mr David Blaney declared an interest in item 48 due to their involvement in the Western Isles Citizens Advice Service. The Vice-Chairman declared an interest in item 50 due to the employment of a relative by the Company concerned and left the meeting during consideration of the matter. Mr Neil Campbell declared an interest in Item 51 due to his membership of Voluntary Action Lewis and left the meeting during consideration of the matter. The Chairman declared an interest in the following item and left the meeting during consideration of the matter. The Vice-Chairman chaired the meeting during consideration of the following item.
Minute of Meeting of Comataidh Buileachaidh Plana Cànan of 6 February 2008	3	The Minute of Meeting of Comataidh Buileachaidh Plana Cànan of 6 February 2008 was approved and it was further agreed to recommend that: (1) the Gaelic grants budget administered by the Chief Executive be delegated to the Comataidh; and (2) it be delegated to the Chief Executive, in consultation with the District Valuer, the Vice Chair of the Committee and the Chair of Sustainable Development Committee, to submit a revised offer for 56 Seaforth Road, Stornoway, on such terms and conditions as he should deem appropriate including for the avoidance of doubt the terms and conditions previously agreed on 11 October 2007.
Minute of Meeting of Human Resources Sub-Committee of 14 February 2008	4	The Minute of Meeting of the Human Resources Sub-Committee of 14 February 2007 was noted and the recommendations at items 7,9,11 and 13 and paragraph 3 of the second urgent item approved.
Minute of Meeting of Joint Services Committee of 14 February 2008	5	The Minute of Meeting of the Joint Services Committee of 14 February 2008 was approved.
Minute of Meeting of ICT, Procurement and Asset Management Sub-Committee of 15 February 2008	6	The Minute of Meeting of the ICT, Procurement and Asset Management Sub-Committee of 15 February 2008 was approved.
		WORK PLANS

Committee Work Plans 2008-11

C02

The Chief Executive submitted a Report seeking approval of Committee Work Plans for the period 2008-11. It was indicated that the Work Plans had been devised using the framework for the development of Committee Work Plans approved by the Comhairle in December 2007 and that the Work Plans would be used to drive the development of future business plans and budgets. It was indicated in the Report that the delivery of the plans would be subject to the approval of resource allocation in the service business plans and the work plans would be used to drive the development of future business plans and budgets.

It was agreed to recommend that the Committee Work Plans 2008-11 be approved.

FINANCE

General Fund Third Quarter Revenue Monitoring 2007/08

PR110.08

With reference to item 10 of the Minute of Meeting of 13 December 2007, the Director of Finance and Corporate Resources submitted a Report which detailed the Comhairle’s forecast revenue outturn for 2007/08. It was indicated in the Report that the forecast outturn at the end of the third quarter showed a net overspend of £181k. It was stated in the Report that, at 31 March 2007, the Comhairle had uncommitted balances of £2,575k and that this figure would reduce to £1,419k by 31 March 2008. A summary of the financial performance to the end of December 2007 was appended to the Report.

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

General Fund Third Quarter Capital Monitoring 2007/08

PR110.03

With reference to item 11 of the Minute of Meeting of 13 December 2007 the Director of Finance and Corporate Resources submitted a Report which provided an update on the progress of the 2007/08 Capital Programme at 31 December 2007. A table showing the total resources to fund capital expenditure in 2007/08 was detailed at paragraph 2.1 of the Report. It was stated in the Report that forecast capital expenditure in 2007/08 was expected to be £27,992k and, in addition, £9,147k of expenditure had slipped into 2008/09. It was indicated in the Report that new projects, from the 2004-08 capital programme, which were still in progress at 31 March 2008 would be carried forward and completed during 2008/09 and details of these projects were provided at paragraph 4.3 of the Report. The summary of expenditure was provided at Appendix 2 to the Report.

It was agreed to recommend, insofar as the interests of the Committee were concerned, that the Comhairle approve the Forecast Out-turn as the Revised Approved Programme of 2007/08 and specifically:

(1) approve the proposed reinstatement of an under-spend declared at the second quarter in the following Education and Children’s Services renovation/composite programme;

(i)                  £116k in the Water Services Improvement Programme;

(ii)                 £80k in the Energy Improvement Programme;

(iii)               £35k in the Structural Improvements Programme;

(iv)               £42k in the Window Replacement Programme;

(v)                £50k in the Schools Capital Renovation Programme;

(2) approve the slippage of;

(i)                  £18k for the retention on Sir E Scott School;

(ii)                 £253k for the work on Stornoway Primary;

(iii)               £43k for Schools Capital Renovations;

(iv)               £25k for Horsa Replacement;

(v)                £165k for the Toilet Improvement Programme;

(vi)               £70k for Bernera remodelling;

(vii)             £30k for Tong Extension

(3) approve the slippage of £138k for stone works on Stornoway Town Hall and the acceleration of £6k for work on the Stornoway Sports Centre;

(4) approve the slippage of £110k in the Bennadrove landfill works;

(5) approve the proposed under-spend in the following Sustainable Development renovation/composite programmes;

(i)                  £70k in the Community Museum Programme;

(ii)                 £40k in the Community Marine Access Programme;

(iii)               £13k in the Core Path Network Programme;

(6) approve the slippage of;

(i)                  £80k in the Castlebay Parking and Amenity Works project;

(ii)                 £10k for Manor Roundabout Improvements;

(iii)               £2362k for Stornoway Repair Works;

(iv)               £1772 for Roads to Communities;

(7) approve the proposed underspend in the Bridge Strengthening Programme of £30k;

(8) approve the application of the additional receipt from the Scottish Government for the Sound of Barra Project, which has been completed, to the overspend in the Spinal Route Project;

(9) approve the slippage of £70k in the Dun Berisay project and £10k in the St Brendan’s Home and Hospital Project and the acceleration of the £15k in the Ardseileach Project;

(10) note the progress made in relation to the projects to be funded from the additional capital grant awarded to the Comhairle in February 2007;

(11) the sum of £43k allocated to Transportation budgets which was no longer required for the purposes originally allocated be reallocated to the Streetlighting programme to enable more of the previously agreed programme to be delivered and that, insofar as practicable, the lighting be renewably powered; and

(12) any net underspend in the 2004-08 Capital Programme be allocated to new projects in the 2008-12 Capital Programme according to the Comhairle’s agreed scoring priorities.

It was agreed that the public including the press be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 9 Schedule 7A to the Local Government (Scotland) Act 1973 namely information 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.

Commercial Operations Unit Third Quarter Revenue Monitoring

CB011

10*

With reference to item 13 of the Minute of Meeting of 13 December 2007 the Director of Finance and Corporate Resources submitted a Report detailing the trading performance of the Commercial Operations Unit as at 31 December 2007. The reasons for the third quarter and outturn forecast deficits arising were detailed in the Report and an analysis of income and expenditure was detailed in Appendix 1 to the Report. A summary of the statutory STOs’ three year rolling target was also detailed in Appendix 1.

It was agreed to recommend that the Report be noted.

It was agreed that the public including the press be excluded from the meeting during consideration of the Appendix to the following item on the grounds that exempt information as defined in Paragraphs 3 and 5 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; and 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 2007/08

SW01

11*

With reference to item 15 of the Minute of Meeting of 13 December 2007 the Acting Director of Social Work submitted a Report detailing the continuing pressures placed on revenue budgets by the cost of specialist mainland placements and detailed the Comhairle’s current budgetary provision relating to specialist mainland placements for children.

It was agreed to recommend that the forecasted Comhairle costs for children’s specialist mainland placements for 2007/08 of £827k be noted as detailed in Appendix 1 to the Report.

Adult Specialist Mainland Placements 2007/08

SW01

12*

With reference to item 16 of the Minute of Meeting of 13 December 2007 the Acting Director of Social Work submitted a Report detailing the continuing pressures placed on revenue budgets by the cost of specialist mainland placements and detailing the current budgetary position in relation to specialist mainland placements for adults.

It was agreed to recommend that the forecasted costs for adult specialist mainland placements for 2007/08 of £860k be noted as detailed in Appendix 1 to the Report.

Revenue Estimates 2008/09

The Director of Finance and Corporate Resources submitted Reports detailing the Draft Business Plans and Budgets 2008/09, the proposed Budget Savings 2008/09 and details of former ring fenced grants.

It was agreed to recommend, insofar as the interests of the Comhairle were concerned, that the Comhairle approve the Draft Budget, Budget Savings and Former Ring Fenced Funding as detailed in the Reports by the Director of Finance and Corporate Resources.

Arising out of consideration of this item it was agreed to recommend that:

details of the Comhairle projects detailed at Appendix C to the Report be placed in Members’ trays; and
representations be made for the continuation and enhancement of the ‘Claim It’ Officer post, which was detailed in Appendix C to the Report under the heading Credit Union and Financial Awareness.

The Chairman declared a non-pecuniary interest in the following item as Chair of the Western Isles Credit Union, Mr Archie K Campbell as a member of the Western Isles Credit Union and Mrs Morag Munro declared an interest as Treasurer of Western Isles Citizens Advice Service.

Fairer Scotland Fund

PR10

The Chief Executive submitted a Report which provided details of a new fund, to be administered by Community Planning Partnerships, aimed at tackling poverty and deprivation across Scotland and proposals for the future allocation of these resources. The key principles, as outlined in the Report, were:

a clear focus on investment to address the causes of poverty, not its symptoms;
a strong emphasis placed on making early interventions for vulnerable individuals, families and disadvantaged communities;
promotion of joint working between local partners;
focused action on improving employability as a key means of tackling poverty;
empowering communities and individuals to influence and inform the decisions made by Community Planning Partnerships.

The current use of these resources in 2007/08 was outlined in Appendix B to the Report and the current Comhairle proposals were outlined in Appendix C.

It was agreed to recommend that:

(1) the Chief Executive be authorised to submit a bid to the Outer Hebrides Community Planning Partnership (OHCPP) on the basis outlined in Appendix C to the Report; and

(2) the Chief Executive be authorised to request that the OHCPP establish an inter-agency group to co-ordinate and monitor the Fairer Scotland Fund resources.

It was agreed that details of the bids in Appendix C be distributed to all Members.

The Chairman, Vice Chairman, Mr Alex A MacDonald and Mr Donald Manford declared an interest in the following item as Board Members of Sgoiltean Ura LLP.

Loans Fund Restructuring Reserve

PR100.01

The Director of Finance and Corporate Resources submitted a Report which provided details of how the Comhairle’s Loans Fund Restructuring Reserve could be used. It was indicated in the Report that the restructuring reserve, which currently stood at £1.6m, was set up to protect against any risk arising from an increase in interest rates. Four options for the future use of the reserve were outlined in the Report.

It was agreed to recommend that the Comhairle agree in principle to using the funds earmarked for restructuring to support the Western Isles Schools Project on the basis that Sgoiltean Ura LLP would endeavour to identify alternative funding sources that could enable it to repay the Comhairle should a better investment opportunity arise.

Classification of Significant Trading Operations 2008-2010

The Head of Executive Office sought and obtained the Chairman’s permission to withdraw this item.

Treasury Strategy

PR120.06

With reference to item 9 of the Minute of Meeting of 29 March 2007 the Director of Finance and Corporate Resources submitted a Report which proposed a borrowing and investment strategy and policies for 2008/09 and the Prudential Indicators for 2008-11. The requirement to adopt a Treasury Management Stratety was outlined in the Report. The Treasury Management objectives, current position and a review of the prospects for interest rates were detailed in the Report. An interim review of the ongoing performance of the Treasury Management function was also detailed, as well as the Prudential Indicators the Comhairle was 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.

IIt 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

PR120.06

With reference to item 8 of the Minute of Meeting of 29 March 2007 the Director of Finance and Corporate Resources submitted a Report which set out the Comhairle’s approach to all treasury operations. The previously approved Treasury Policy Statement was appended to the Report. It was stated in the Report that apart from the amendments proposed in section 5.2 and 6.3 of the Treasury Policy Statement, no other amendments were deemed to be required to the Statement.

It was agreed to recommend that the following revisions to the Treasury Policy Statement approved on 19 February 2002 be adopted:

(1) the borrowing strategy, as detailed in paragraph 5.2 of the Report;

(2) the lending limits, as detailed in paragraph 6.3 of the Report; and

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

Write Off of Debts

PR100.07

With reference to item 12 of the Minute of Meeting of 6 September 2007 the Director of Finance and Corporate Resources submitted a Report which recommended that a number of irrecoverable debts be written off. It was indicated in the Report that details of sums outstanding to the Comhairle, up to £2,000, which the Scheme of Delegation permitted the Director of Finance and Corporate Resources to write off, were reported in the Members’ Information Bulletin.

It was agreed to recommend that the debts listed in Appendix A to the Report, totalling £128,542.90 be written off.

CAPITAL PROGRAMME

Hebridean Hydrogen Park – Project Development

DS61.23

With reference to item 37 of the Minute of Meeting of 14 December 2006 the Director of Technical Services submitted a Report seeking approval for the use of capital funds to enhance the development of the Hebridean Hydrogen Park through the H2seed Project. It was stated in the Report that provision of £702k was included in the 2004-2008 Capital Programme to fund the Comhairle’s contribution to an EU proposal, the Highville Hydrogen Project. It was further stated that, while this proposal had not secured EU approval, the core objectives had been adopted as the basis of the Outer Hebrides Hydrogen Strategy which had been approved by the Comhairle in June 2005. It was indicated in the Report that, to satisfy the conditions of the Scottish Executive grant, the H2seed project must produce renewable energy and it was, therefore, proposed to install one or more wind turbines at the Creed Enterprise Park to provide a dedicated renewable energy supply to the H2seed project.

It was agreed to recommend that the allocation of £128k to the H2seed Project, being the remaining balance of the £702k provision in the 2004-2008 Capital Programme, be approved.

It was agreed that the public including the press be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 9 of Schedule 7A to the Local Government (Scotland) Act 1973 namely Information 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.

Kallin Harbour Ice Plant

T07.02.23

21*

With reference to item 19 of the Minute of Meeting of 29 June 2005 the Director for Sustainable Communities submitted a Report which sought approval for an increase in match funding from prudential borrowing for the construction of an ice plant at Kallin Harbour. It was indicated in the Report that the Comhairle had commissioned Nautilus Consultants to examine the business case for providing an ice plant at Kallin Harbour and their report had concluded that a plant of appropriate size would be economically viable and potentially profitable. Financial constraints were outlined in paragraph 2.2 of the Report and it was further indicated in the Report that there was no provision for the additional funding within the Comhairle’s capital programme but it was estimated that the revenue from ice sales would offset the associated operational and borrowing costs and that the balance of the costs could be met from prudential borrowing.

It was agreed to recommend that;

(1) the Comhairle continue to seek to provide an Ice Plant at Kallin Harbour subject to external grants and the Comhairle’s own capital contribution being secured; and

(2) the Director for Sustainable Communities, in conjunction with the Director of Finance and Corporate Resources, be authorised to enter into prudential borrowing, funded from ice sales revenue, for the balance of funding for the purpose of procuring this facility.

Capital Programme 2008-2012

The Director of Finance and Corporate Resources submitted a Report which sought approval of the 2008-12 Capital Programme. It was indicated in the Report that, in setting the 2008-12 Capital Programme, detailed consideration had been given to the following:

the capital resources available for investment;
the resources needed to meet core and statutory objectives;
the priorities for new investment, as determined by the scoring exercise; and
the Western Isles Schools Project.

It was agreed to recommend that the Comhairle agree:

(1) that in the light of the factors set out in the Report annual borrowing be set at £10m;

(2) that the resources allocated to the programme be £56.9m and that allowing for slippage of 5% and the establishment of a risk pot for Core and Statutory projects, along with some projects not proceeding, to set a programme of £61.8m as detailed in Appendix A to the Report;

(3) that the capital grant commitments of £4.6m as detailed in Appendix A to the Report be met;

(4) that the Core and Statutory programme be set at £25.8m as set out in Appendix B to the Report;

(5) that the Core and Statutory risk pot be set at £2.8m for the projects set out in Appendix B to the Report;

(6) that the New programme be set at £28.6m allocated to projects 1 to 39 as in option D, Appendix C to the Report;

(7) that the potential provision in respect of the Western Isles Schools Project (WISP) be increased from £10m to £12m and therefore that projects 14 to 39 in Appendix C be subject to confirmation that the WISP funding could be found within Education budgets and these projects proceed in priority order as resources permitted;

(8) that the programme be reviewed in October 2009 and annually thereafter;

(9) to delegate to the Director of Finance and Corporate Resources to request approval for projects involving grants to third parties that required Scottish Government consent; and

(10) to note that a concurrent report to the Policy and Resources Committee would set out the mechanisms for managing the programme.

Capital Programme 2008-2012: Operating Procedures

PR110.00

The Director of Finance and Corporate Resources submitted a Report which identified issues which required to be addressed prior to the introduction of the 2008-12 Capital Programme and sought approval for an operational framework. It was indicated in the Report that a number of operational issues required to be addressed prior to the commencement of the Capital Programme on 1 April 2008 and these were detailed in paragraphs 5.1 to 5.8 of the Report.

It was agreed to recommend that:

(1) a full Project Brief be completed for every project prior to its acceptance onto the 2008-12 Capital Programme, and that it be delegated to the Director of Technical Services, in consultation with the Director of Finance and Corporate Resources, to determine the format and content of the Project Brief;

(2) it be delegated to the Director of Finance and Corporate Resources and the Director of Technical Services to establish an Officers Working Group to manage the Risk Pot;

(3) a new monitoring system for capital projects be introduced during 2008/09 and an annual review of the programme take place by October each year commencing in October 2009;

(4) pre-start up fees remain at their current level of 8% for Engineering work and 13% for building work and for projects 14 to 39 in the 2008-12 Programme, fees may only be incurred once it has been confirmed that Western Isles Schools Project (WISP) funding could be found from within Education budgets;

(5) the existing policy on overspends and underspends be continued;

(6) no specific allowances for inflation and contingencies be included in the calculation of resources available for the 2008-12 Capital Programme;

(7) all disposal income and unplanned receipts be accounted for corporately and not by each Committee;

(8) Capital Grants be written off over a period which reflected the life of the asset created, up to a maximum of 10 years;

(9) additions to the Programme be through Prudential Borrowing if loan charges could be met from ongoing revenue savings;

(10) contractual risks be identified in the Project Evaluation Report and the steps proposed to address these issues be outlined in order that the relevant service committee could make an informed decision in full knowledge of attendant risks; and

(11) the contractual terms for major capital projects be reviewed and that the Chief Executive be satisfied that the contractual terms proposed are appropriate for the contract and that Members have had the appropriate level of involvement in agreeing these terms and were aware of any risks attached.

BUILDINGS

Capital Works: Programme and Progress

PR33.01.12

With reference to item 23 of the Minute of Meeting of 13 December 2007 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 Report be noted.

Repairs and Maintenance Quarterly Expenditure Monitoring 2007/08 Report to 31 December 2007

PR33.01.12

With reference to item 24 of the Minute of Meeting of 13 December 2007 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 Committee accounts to 31 December 2007.

It was agreed to note the Report and note that further Reports on the repairs and maintenance of Comhairle properties on the Policy and Resources and Social Work accounts would continue to be placed before the Committee on a quarterly basis.

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.

The Chairman, Vice Chairman, Mr Alex A MacDonald and Mr Donald Manford declared an interest in the following item as Board Members of Sgoiltean Ura LLP.

Western Isles Schools Project – Update

E01.02.015

26*

With reference to item 26 of the Minute of Meeting of 13 December 2007 the Director of Education submitted a Report which updated Members in relation to the progress of the Western Isles Schools Project. It was indicated in the Report that the Project Manager had attended a meeting with Balivanich Parent Council in December 2007 and obtained their views on the three shortlisted sites for Balivanich School and that work was ongoing on modelling required to allow the PSDP and Design Team appointments to be confirmed.

It was agreed to recommend that the Report be noted.

The Chairman, Vice Chairman, Mr Alex A MacDonald and Mr Donald Manford declared an interest in the following item as Board Members of Sgoiltean Ura LLP.

Funding of Western Isles Schools Project

E01.02.15

With reference to item 25 of the Minute of Meeting of 13 December 2007 the Director of Finance and Corporate Resources submitted a Report concerning the allocation of funding to the Western Isles Schools Project. The Report detailed that the finalised Western Isles Schools Project finance model would be submitted to the Scottish Government for approval and current workings indicated that a combination of the proposals in the Report and resources released from within Education or the alternative proposals agreed by the Comhairle in December 2007 should enable the project to be delivered. It was stated that delays in the project could mean that the Comhairle would need to find further resources to enable all five schools to be delivered.

It was agreed to recommend that the Comhairle agree that the £1.9m of funds from the restructuring reserve be used to support the Western Isles Schools Project, provided:

(1) that the funds, plus accrued interest at a rate determined by the Director of Finance and Corporate Resources, were refunded to a central budget over a ten year period, starting the year after construction was complete;

(2) that any lending to Sgoiltean Ura LLP was on the same basis as (a) and subject to:

(i) the conclusion of a formal agreement between Sgoiltean Ura LLP and the Comhairle;
(ii) approval by the Chief Executive, in consultation with the Finance and Strategy Working Party, of Sgoiltean Ura LLP’s business plan for the use of any such funding; and
(iii) Sgoiltean Ura LLP agreeing to seek alternative funding sources to enable the Comhairle to be repaid at the instruction of the Comhairle should an alternative investment opportunity arise; and

(3) that the Scottish Government approve the Comhairle’s financial model.

GOVERNANCE

Western Isles Schools Project: Governance Arrangements

E01.02.15

The Chief Executive submitted a Report which proposed revised governance arrangements for the Western Isles Schools Project. Details of a senior officer overview, the proposed revised role of the project board and the relationship between Sgoiltean Ura LLP and the Comhairle were outlined in the Report.

It was agreed to recommend that:

(1) the arrangements for Senior Officer overview and representation of Comhairle Members and Officers on the Board and at meetings of Sgoiltean Ura LLP be noted; and

(2) the proposed governance arrangements for the Project Board, as set out in paragraphs 6.1 – 6.5 of the Report, be approved.

COMMUNITY CARE

Mainland Placement Panel (Adults)

C01.03.01

The Acting Director of Social Work submitted a Report which sought approval to establish a Mainland Placement Panel (Adults) jointly between the Comhairle and NHS Western Isles. The Report set out a policy statement, arrangements and procedures required to form a Mainland Placement Planel (Adults) jointly between the Comhairle and NHS Western Isles to consider requests for mainland placements and to jointly agree assessed needs and record decisions including financial costs.

It was agreed to recommend that:

(1) the formation of a Mainland Placement Panel (Adults) as detailed in the Report be approved; and

(2) the Panel (Adults) report service requests and decisions taken at each meeting of the relevant Committees, namely the Community Health and Social Care Partnership (CHaSCP) and the Joint Services Committee.

EUROPEAN STRUCTURAL FUNDS

Highlands and Islands EU Structural Funds Programmes: Outcome of the October 2007 Round

DS61

With reference to item 38 of the Minute of Meeting of 13 December 2007 the Chief Executive submitted a Report which provided an update in relation to the outcome of the October 2007 round of the Highlands and Islands EU Structural Funds Programmes 2007-2013. It was indicated in the Report that the Comhairle had submitted the following bids:

(a) two Stage 2 ESF bids, Vocational Training Options which had not been recommended for approval and Western Isles Rural Opportunities which had been recommended for approval.

(b) two ERDF bids, Connected Hebrides which had been recommended for approval in the sum of £160k, pending HIE’s approval of match funding and Roads to Communities which had been recommended for approval, in principle but the level of ERDF had not been confirmed. It was understood that there was a proposal to amend the operating rules and procedures of this programme to place a financial cap on individual projects.

It was further indicated that Cothrom Ltd had submitted a Stage 2 two year ESF bid under priority 1, Combating Social Exclusion which had been recommended for approval, but only for one year and the Greenspace Research Stage 2 application had been recommended for approval, pending confirmation of HIE match funding.

Details of these projects were detailed in paragraphs 5 and 6 of the Report.

It was agreed to recommend that the Report be noted.

It was further agreed to recommend that representations be made to the Programme Monitoring Committee raising the Comhairle’s concerns in relation to a proposal to change operating rules and procedures during the course of an application round.

The Outer Hebrides LEADER Rural Development Strategy and Business Plan 2007-2013

DS61

With reference to item 39 of the Minute of Meeting of 13 December 2007 the Chief Executive submitted a Report which provided an update in relation to the current status of the Outer Hebrides Leader Rural Development Strategy and Business Plan which had been subject to a bid to the Scottish Government for LEADER funding 2007-2013. It was indicated in the Report that sixteen LEADER funding bids had been assessed by the Scottish Government’s Selection Panel on 17 December 2007 and the Comhairle had received a letter from the Scottish Government on 17 December 2007 highlighting a number of technical amendments which were required to be made to the bid and the Comhairle was given the option of resubmitting the Outer Hebrides LEADER bid before 14 January 2008 or to defer until the next round in February 2008. It was stated that the Comhairle resubmitted a revised bid in December 2007. The Executive Summary of the revised Strategy and Plan was appended to the Report, with the full document being available online.

It was agreed to recommend that:

(1) the Report be noted; and

(2) Mr Archie K Campbell be nominated as a representative and Catherine Macdonald and Mrs Annie Macdonald as a substitute representatives on the Outer Hebrides Local LEADER Action Group.

Highlands and Islands EU Structural Funds Programmes 2007-2013: Outer Hebrides Community Planning Partnership Bid

DS61

With reference to item 38 of the Minute of Meeting of 13 December 2007 the Chief Executive submitted a Report which provided an update on draft proposals for Community Planning Partnership bids to the Highlands and Islands EU Structural Funds Programme 2007-2013. It was indicated in the Report that the provisional timetable was that outline plans would be submitted in February or March 2008, with finalised bids submitted in April 2008 and these bids would then be appraised for any technical amendments, in the first instance, and then by the Advisory Group on a competitive basis. Draft Community Planning Partnership application forms and guiding principles were appended to the Report.

It was agreed to recommend that:

(1) the Report be noted;

(2) liaison and consultation take place with local Community Planning Partners to bring forward outline CPP proposals for funding; and

(3) a report on the proposals be submitted to the European Structural Funds Member Officer Working Group and, thereafter, to the June series of Comhairle meetings.

CONTRACTUAL MATTERS

Application for Inclusion in Standing Lists of Approved Contractors

PR31.07

With reference to item 46 of the Minute of Meeting of 13 December 2007 the Director of Technical Services submitted a Report which detailed further applications for inclusion in the various lists of approved contracators. A detailed list of applications and details of the various lists were appended to the Report.

It was agreed to recommend that the Contractors detailed in Appendix 1 to the Report be included in the Standing Lists of Approved Contractors.

Standing Approved Lists of Contractors – Construction Skills Certification Scheme

PR31.07

The Director of Technical Services submitted a Report which sought approval to changes to the rules governing admission to and retention on the Comhairle’s Standing Approved Lists of Contractors. It was indicated in the Report that the Comhairle, in December 2005, had approved a policy whereby contractors on Comhairle Standing Approved Lists of Contractors were required to hold CSCS accreditation of all operatives working on Comhairle sites and, in addition, to have accreditation at supervisor level for at least one individual in their organisation. It was further indicated that the extent of compliance was being verified but a response had not been received from all Contractors and the responses which had been received had identified a number of issues which it was considered warranted a review of the policy. The issues included: acceptance of alternative credentials for specialist contractors, moderation of the supervisor requirements and the retention on Standing Approved Lists of Contractors who had not made reasonable effort to comply with Comhairle policy.

It was agreed to recommend that:

(1) the Comhairle agree to grant an exemption from the CSCS compliance requirements for specialist contractors where the Director of Technical Services was satisfied that the individual or firm seeking exemption held an equivalent safety related accreditation;

(2) firms with less than five employees be exempt from the requirement for CSCS accreditation at supervisory level but be required to comply at operative level; and

(3) contractors who were unable to demonstrate to the satisfaction of the Director of Technical Services that they had taken all reasonable steps to achieve full compliance at operative level with the policy requirements of the Comhairle be suspended from the Comhairle’s Standing Approved Lists of Contractors until such time as they achieved compliance.

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.

Ionad Spors Leodhais – Update

AL02.20

35*

With reference to item 47 of the Minute of Meeting of 13 December 2007 the Chief Executive submitted a Report which provided an update in relation to the legal and operational issues surrounding Ionad Spors Leodhais and, in particular, the issues in relation to the roof, the replacement of the pool edge tiles and the entrance doors.

It was agreed to recommend that the Report be noted and that a detailed progress Report in relation to technical and legal issues be submitted to the next meeting of the Committee and that that Report address the matter of an opening ceremony.

HUMAN RESOURCES

It was agreed that the public including the press be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 1 of Schedule 7A to the Local Government (Scotland) Act 1973 namely information relating to a particular employee, former employee or applicant to become an employee of, or a particular office holder or former office holder, or applicant to become an office holder under, the Comhairle would be disclosed.

Single Status

M12

36*

With reference to item 49 of the Minute of Meeting of 13 December 2007 the Chief Executive submitted a Report which provided an update in relation to the implementation of Single Status. The Job Evaluation Appeals Procedure was appended to the Report and arrangements to assist with red circled employees were outlined at paragraph 6 of the Report. Three options for job design were also detailed in the Report.

It was agreed to recommend that:

(1) the current position with Single Status be noted

(2) the terms of the appeals procedure detailed as Appendix 1 to the Report be noted; and

(3) the mechanisms outlined in relation to job redesign be agreed

Arising out of consideration of this matter it was noted that the Acting Director of Social Work would submit a Report to the next meeting of the Committee detailing the issues arising from Single Status for the home care service.

It was agreed that the public including the press be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 1 of Schedule 7A to the Local Government (Scotland) Act 1973 namely information relating to a particular employee, former employee or applicant to become an employee of, or a particular office holder or former office holder, or applicant to become an office holder under, the Comhairle would be disclosed.

Review of Organisational Structures

M02.07

37*

With reference to item 33 of the Minute of Meeting of 29 March 2007 the Chief Executive submitted a Report seeking approval to consult on the restructuring of the Social Work and Sustainable Communities Departments. A preferred option for consultation with staff and Trade Unions was outlined in the Report. It was indicated that the outcome of the consultation and final recommendations would be submitted to the Committee on 24 April 2008. It was indicated in the Report that a review of the existing structures within the Comhairle had been ongoing over the past year and the examination of the Community Care aspects of the Social Work and Sustainable Communities Departments were a major part of the review process. It was stated in the Report that the overall conlusion of the review was that it was necessary to design a structure which could meet the future challenges in relation to development and regeneration and ensure that appropriate elements of community services were placed alongside each other to maximise impact on target groups and to prevent any future duplication of service delivery. The service areas which were looked at were detailed in the Appendix to the Report.

It was agreed to recommend that consultation take place on the following potential organisational changes:

(1) disestablishment of the Social Work and Sustainable Communities Departments;

(2) establishment of two new Departments, Sustainable Development and Community Services;

(3) Leisure and Learning Section and Economic Development Section to form the core of the new Sustainable Development Department; and

(4) Community Care, Criminal Justice, Health and Consumer Services, Development Services and Community Services (Cleansing) to form the core of the new Community Services Department.

It was agreed that the public including the press be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 1 of Schedule 7A to the Local Government (Scotland) Act 1973 namely information relating to a particular employee, former employee or applicant to become an employee of, or a particular office holder or former office holder, or applicant to become an office holder under, the Comhairle would be disclosed.

Review of Services: Social Work Department

M02.07

38*

The Chief Executive submitted a Report which detailed proposals in respect of integration of Children’s Services. The Report provided details of work which had been carried out over several years examining the issues surrounding achieving an improved integration of services for children in the Western Isles. In addition, a number of recommendations which had been made by both the Social Work Inspection Agency and the Scottish Commission for the Regulation of Care relating to services provided by the Social Work and Education Departments were detailed in the Report. The Report stated that consultation had taken place with employees in both the Social Work and Education Departments regarding the future provision of services and the Report had been produced after consideration of all of the responses.

It was agreed to recommend:

(1) that it be delegated to the Chief Executive to appoint a Project Director following external advertisement to examine the integration of the Children and Families Services currently delivered within the Social Work Department with the services discharged within the Education Department and report back to the Integrated Children’s Services Member/Officer Working Group, the Education and Children’s Services Committee and the Policy and Resources Committee said reporting to be concluded by 26 June 2008;

(2) that subject to item 37, no changes take place to Comhairle Departments in this regard at this time; and

(3) it be delegated to the Chief Executive to establish and appoint to the post of Head of Service Children and Families following external advertisement

It was agreed that the public including the press be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 1 of Schedule 7A to the Local Government (Scotland) Act 1973 namely information relating to a particular employee, former employee or applicant to become an employee of, or a particular office holder or former office holder, or applicant to become an office holder under, the Comhairle would be disclosed.

As the following report proposed changes from the allocation of duties agreed by the Comhairle in March 2007 the Chairman ruled a material change of circumstances for some of these recommendations to be considered, as the proposed redundancy of the Head of Continuous Improvement post and the balance of duties between services within the Chief Executive’s and that Department and the Department of Finance and Corporate Resources required that certain elements be revisited.

Review of Chief Executive’s Department

M02.07

39*

With reference to item 33 of the Minute of Meeting of 29 March 2007 the Chief Executive submitted a Report which provided details of the review of the Chief Executive’s Department. It was indicated in the Report that the review had taken into consideration the findings of the Best Value Audit Scotland Report 2006 and the main proposals related to improved working as required by the Best Value Audit and involved the refocusing of the Sections managed by the Chief Executive. Proposals for three service areas, the Executive Office, External Strategy and Human Resources, were detailed in the Report.

It was agreed to recommend that:

(1) the service changes be as follows:

(i)              the post of Head of Continuous Improvement be disestablished and the postholder made redundant;

(ii)            the Continuous Improvement Section merge in part with the Human Resources Section and in part with the Executive Office;

(iii)           the Internal Audit function transfer to the Finance and Corporate Resources Department;

(iv)          the Asset Management function transfer to the Director of Technical Services, after one year;

(v)            the Communications Officer transfer from the Executive Office to the External Strategy Section;

(vi)          the Twinning function in relation to inter-regional and trans-national co-operation transfer from Sgioba na Gaidhlig (Executive Office) to the External Strategy Section; and

(vii)         the Complaints Procedure transfer from the Continuous Improvement Section to the External Strategy Section

(2) the post changes be as follows:

(i) the post of Internal Strategy Assistant, Grade API, held by employee AB prior to secondment, be disestablished;

(ii) the post of Performance and Monitoring Officer, Grade API, be established and offered in the first instance to employee AB who is presently on secondment;

(iii) the post of Equalities Officer (Part Time), Grade APIII, be established and offered to employee CD in the first instance;

(iv) the post of Clerk, Organisational Development, 20 hours, Grade GS1/2, be established and offered to employee EF in the first instance;

(v) the post of Internal Strategy Co-ordinator, Continuous Improvement Section, transfer to the Executive Office to lead on the implementation of the Corporate Strategy and Special Projects but reporting direct to the Chief Executive for matters relating to departmental financial management;

(vi) the post of Personal Assistant to the Director of Corporate Services be disestablished;

(vii) given that the Finance and Corporate Resources Department no longer had a remit in Management Services, the Management Services Officer be redeployed either within the Human Resources Section or within Facilities Management, Finance & Corporate Resources Department.

(3) the additional posts be as follows:

(i)              two posts of Graduate Trainee be established covering Communications and Gaelic Development, on the basis of a phased introduction, subject to funding;

(ii)            the post of Organisational Development Manager, Grade PO7-10, be established in the Human Resources Section;

(iii)           the post of Interpreter, 17.5hrs, Grade AP3, be established in Sgioba na Gaidhlig;

(iv)          the post of Legal Services Manager, Grade PO9-12, be established in the Executive Office, with ringfenced recruitment to those currently employed as Solicitors;

(v)            the post of Democratic Services Manager, Grade PO7-10, be established with ringfenced recruitment to those currently employed as Principal Administrators;

(vi) the transfer of existing staff and/or functions into the Organisational Development Section be as follows:

Personnel Officer, Training & Development,

Training Officer, I.T., and

(viii) day to day management of the Registration function transfer from the Head of Executive Office to the Democratic Services Manager.

(4) the sum of £58k being the balance of funding released as a result of the review be ring fenced pending consideration by Human Resources Sub-Committee of the Reports in relation to individual service areas.

It was agreed that the public including the press be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 1 of Schedule 7A to the Local Government (Scotland) Act 1973 namely information relating to a particular employee, former employee or applicant to become an employee of, or a particular office holder or former office holder, or applicant to become an office holder under, the Comhairle would be disclosed.

As the following report recommended changes to the Finance and Corporate Resources departmental staffing following the Chief Executive’s review in March 2007 the Chairman ruled a material change of circumstances in order that some of the recommendations could be considered.

Finance and Corporate Resources: Staffing

M02.07

40*

The Director of Finance and Corporate Resources submitted a Report which recommended changes to the Finance and Corporate Resources departmental staffing, following the Chief Executive’s review in March 2007. It was indicated in the Report that the Finance and Corporate Resources Department was made up of five business units, namely, Accountancy, Revenues and Exchequer, IT, Customer and Central Services and the Commercial Operations Unit. Issues and proposals for each service and specific recommendations for change were outlined in the Report.

It was agreed to recommend that the Comhairle:

(1) agree to establish the post of Business Manager, to undertake the duties set out in the Job Description at Appendix A and that this post be funded from the disestablishment of the vacant 0.4 Senior Accountant (Corporate Accountancy) post and a £20K contribution from the conclusion of the Chief Executive’s review;

(2) agree that the Revenues and Exchequer Service be renamed Exchequer Services, and the Head of Service be renamed accordingly;

(3) agree in principle to establish the new posts of Revenues & Benefit Manager and Revenues & Benefit Development Officer to replace the current posts of Revenues Manager and Benefits Manager;

(4) agree in principle to establish a Finance and Corporate Resources systems administration team to cover all departmental systems, subject to further consultation and a subsequent report to the Human Resources Sub Committee;

(5) agree in principle to establish the post of Customer Service Team leader to undertake the duties as set out in the Job Description at Appendix B and to disestablish the vacant post of part time Customer Service supervisor;

(6) agree to establish the post of Business Analyst on a 2 year fixed contract as set out in the Job description at Appendix C, to be funded from the resources available to the Customer Services Project;

(7) agree to the responsibility for switchboard and reception duties and Area Offices within Customer and Central Services transferring to Customer Services, subject to further consultation, with a report to be submitted to the April meeting of HR Sub-Committee outlining the management structure, staffing and operational arrangements and identifying the division of duties between Facilities Management and Customer Services;

(8) note the intention to undertake an analysis of the remaining Sandwick Road reception services with a view to providing a better integrated service;

(9) agree that employee AB who has been undertaking the duties of temporary Customer Services Assistant since June 2007 be made permanent;

(10) agree that subject to the approval of the concurrent report by the Chief Executive the Director of Finance and Corporate Resources take on the Executive role for the Customer Services Project along with responsibility for Modernising Government Funding;

(11) subject to employee CD being redeployed on a permanent basis agree to appoint employee EF, who had been undertaking the duties of the post since March 2004 as Commercial Services Assistant;

(12) note that a report on future staffing for procurement will be presented to the next meeting of the Human Resources Sub Committee;

(13) agree to the posts of Systems Administrator and Supplier eEnablement Officer being made permanent, the post of Systems Administrator to be offered in the first instance to employee GH who had been undertaking the duties on a part time secondment basis since February 2007;

(14) agree that the ongoing financial consequences of implementation of electronic procurement be provided for within the 2008/09 revenue estimates on the basis that savings would accrue to departments and enable them to realise efficiencies;

(15) note that the Management Services remit was transferring to the Human Resources section and that the Chief Executive’s concurrent report recommends that the Management Services Officer be redeployed either with Human Resources Section or within Facilities Management in Finance and Corporate Resources;

(16) Subject to employee CD being redeployed on a permanent basis agree to the post of Reprographic Assistant being offered, on a permanent basis, to employee IJ who had been undertaking these duties since September 2004;

(17) agree that the post of trainee accountant within corporate accountancy be disestablished and replaced with the post of senior accountant with recruitment being ring fenced to the existing finalist trainees with the additional cost being met from existing Finance and Corporate Resources budgets;

(18) agree to establish the post of Social Work Business Manager within the Social Work Department with professional accountability to the Director of Finance and Corporate Resources, subject to approval of the detailed job description by the Human Resources Sub Committee, and that this be funded from within the provision for Social Work review in the 2008/09 revenue estimates;

(19) note the position in relation to COU staff and tendering and that reports on future arrangements would be presented to the appropriate committee;

(20) agree that from 1 April 2008 responsibility for the School IT section and existing budgets transfer to Education Department, reporting to the Head of Education Resources;

(21) agree that a report on future IT staffing requirements should be considered following the approval of the IT strategy;

(22) agree that subject to the approval of the Chief Executive’s concurrent report that the Principal Auditor report directly to the Director of Finance and Corporate Resources and that for business planning and departmental purposes the team fall within what will be the Accountancy and Audit Service; and

(23) agree that the Principal Auditor be re-titled Chief Internal Auditor, with no changes to his remit or duties.

Driver’s Handbook

L05

The Director of Finance and Corporate Resources submitted a Report which sought approval fro the adoption of a Handbook to be used by all staff driving on Comhairle business. The draft Handbook was appended to the Report. It was stated in the Report that this was the first time a handbook has been produced and was as a result of the review of the operation of the Comhairle’s fleet which was carried out by the Comhairle’s Insurers Risk Management Partners (RMP) after appointment in April 2006.

It was agreed to recommend that:

(1) the Driver’s Handbook at Appendix A be approved for adoption from 1 April 2008, subject to paragraph 3.3 being amended to clarify the nature of the child restraints required; and

(2) the task of updating the handbook on an annual basis be delegated to the Director of Finance and Corporate Resources.

It was agreed that the public including the press be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 1 of Schedule 7A to the Local Government (Scotland) Act 1973 namely information relating to a particular employee, former employee or applicant to become an employee of, or a particular office holder or former office holder, or applicant to become an office holder under, the Comhairle would be disclosed.

Compulsory Transfer Policy

E06

The Director of Education submitted a Report which sought approval of a Compulsory Transfer Policy for teachers. It was indicated in the Report that the Members of the Local Negotiating Committee for Teachers had been attempting to agree a policy on the process to be followed in relation to compulsory teacher transfers and the negotiations between the parties had been unsuccessful. It was further indicated, in the Report, that the Local Negotiating Committee had requested that a Last In First Out method be adopted and the Comhairle had sought internal and external legal advice on this. A draft Policy and a summary of the legal advice was appended to the Report.

It was agreed to recommend that it be delegated to the Director of Education to finalise the terms of the Draft Policy on Compulsory Transfer of Teachers taking into account the terms of the letter dated 15 February 2008 from the EIS and that the finalised policy be submitted to the Local Negotiating Committee (Teaching Staff) for its information.

COMMUNITY CARE

Independent Residential and Nursing Home Providers: Fees for 2008/2009

SW01

With reference to item 6 of the Minute of Meeting of the Social Work Committee of 21 March 2007 the Acting Director of Social Work submitted a Report which made recommendations on the fee level for 2008/09 for the three independent care home providers in the Western Isles. The basis on which the recommended fee levels for the independent care providers had been set were outlined in the Report and a table showing the propsed rates in comparison to 2007/08 was listed at paragraph 5.1 of the Report.

It was agreed to recommend that:

the fee per bed for Bethesda Nursing Care Home be set at the rate of £558 per week;
the fee per bed for Leverburgh Care Home be set at the rate of £486 per week; and
the fee per bed for Blar Buidhe Care Home be set at a rate of £532 per week.

Arising out of consideration of this matter it was agreed to hold an informal meeting of the Committee focusing on community care issues including without prejudice to the foregoing generality the rules/strategy when individuals go into care homes and to establish a way forward for the Comhairle in relation to social work in general.

Performance Reporting for Community Care for 2007/2008

SW01.17

The Acting Director of Social Work submitted a Report concerning a revised methodology for performance reporting for Community Care for 2007/08. It was stated in the Report that from 2007/08 the Comhairle was required to report on six measures and five targets, together with a written submission which provided a commentary on performance throughout the year. The six measures and five targets applicable for 2007/08 were highlighted in Appendix 1 to the Report.

It was agreed to recommend that the revised performance reporting for Community Care for 2007/08 be noted.

Care Homes: Charges for Accommodation 2008/2009

SW01

With reference to item 7 of the Minute of Meeting of the Social Work Committee of 21 March 2007 the Acting Director of Social Work submitted a Report concerning the standard charge set for 2008/09 for accommodation and care in the Comhairle’s residential establishments. The basis upon which the standard charges for residential care for older people and for adults with learning disabilities were calculated for 2008/09 were detailed in the Report.

It was agreed to recommend that the Comhairle:

note that the standard weekly charge for residential care for older people for 2008/09 would be £832 for single rooms and £749 for shared accommodation; and
note that the standard weekly charge for Ardseileach Residential for 2008/09 would be £1,399.

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 3, 5 and 6 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; and 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 and information relating to the financial or business affairs of any particular person other than the Comhairle would be disclosed.

OFTTI Project – Options Appraisal Report

SW01

46*

With reference to item 1(b) of the Minute of Meeting of 8 February 2007 the Director for Sustainable Communities submitted a Report detailing the findings of the options appraisal of the OFTTI project undertaken by Hall Aitken Consultants on behalf of the Community Support/Community Education Member Officer Working Group. The draft Summary Report was appended to the Report. It was indicated in the Report that consultation had taken place with key stakeholders throughout the Western Isles within a short timescale and, in total, over fifty consultations had taken place, including family and carers. The Summary Report made a number of key recommendations, including core services being streamlined into a new service, management of the new service being located within social work and employability services being overseen by the Outer Hebrides Community Planning Partnership. The Summary Report acknowledged that to develop the service effectively a significant amount of preparation and planning work would be necessary and recommended the establishment of a Transition Working Group to drive this.

It was agreed to recommend that the Comhairle:

(1) approve the main recommendations arising from the consultants’ report on the OFTTI service as detailed at paragraph 7 of the Report;

(2) agree to establish an OFTTI Transition Working Group to oversee and direct the transition process, that the external agencies detailed in paragraph 7.1 be invited to appoint representatives to the group and that the Comhairle appoint Mr Charlie Nicolson, Mr John A Maciver, Mrs Morag Munro, Mr Uisdean Robertson and Mr Gerry Macleod to the Group;

(3) note that following assessment of internal capacity the Chief Executive may appoint external consultants to assist with the transition process;

(4) note that a detailed report, including all financial aspects on the new service, planned for implementation in January 2009, would be brought before the October 2008 series of meetings and;

(5) note that the Social Work revenue budget had a £114k allocation for OFTTI 2008/09 and the outcome of a bid to £100k to the Fairer Scotland Fund would be known on 12 March 2008.

RELATED MATTERS

Single Outcome Agreements

PR10

The Chief Executive submitted a Report which detailed the principles on which the new proposed Single Outcome Agreements were based and the process by which the Agreement would be developed and related matters.

It was agreed to recommend that:

(1) the requirement to conclude a Single Outcome Agreement between the Comhairle and Scottish Government by 31 March 2008 be noted; and

(2) authority be delegated to the Chief Executive, in consultation with the Finance and Strategy Working Party, to prepare and conclude a Single Outcome Agreement for submission to Scottish Government, noting that the final draft Agreement would be considered at a seminar for Members on 27 March 2008 prior to its submission to the Scottish Government.

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

Money Advice and Related Services

SS02.01

48*

With reference to item 45 of the Minute of Meeting of 30 March 2006 the Chief Executive submitted a Report which detailed progress on the Best Value Review of the Money Advice Service and recommended that the Review be extended to cover the more general advice services currently provided by the Western Isles Citizens Advice Service (WICAS). The Report stated that the Money Advice Service provided a vital support to those in financial difficulty and to ensure continuity of service it was considered essential that the contract with WICAS be extended.

It was agreed to recommend that:

(1) the initial findings of the Best Value Review of Money Advice be noted;

(2) the existing contract for Money Advice Serviecs with WICAS be extended to 30 September 2008 to allow the completion of a more comprehensive Best Value Review; and

(3) the scope of the Best Value Review for Money Advice be extended to include all related advice service provision.

Western Isles Financial Inclusion Action Plan

PR43.01

With reference to item 31 of the Minute of Meeting of 7 September 2005 the Director for Sustainable Communities submitted a Report which provided an update on the progress and outcomes from the Western Isles Financial Inclusion Action Plan and sought agreement of a way forward for the key service projects. It was stated in the Report that the term of the current financial inclusion fund would come to an end on 31 March 2008 and future financial inclusion activities would be funded from the allocation from the Fairer Scotland Fund which the Comhairle would administer on behalf of the Outer Hebrides Community Planning Partnership.

It was agreed to recommend that the progress of the key service projects initiated under the Western Isles Financial Inclusion Action Plan 2006-2008 be noted.

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

Iain Crichton v CnES

L10.242A

50*

The Chief Executive submitted a Report which provided details of the judgement in the case of Iain Crichton v CnES. The background to the matter was outlined in the Report.

It was agreed to recommend that;

the Report be noted;
the Comhairle agree not to appeal the Sheriff’s judgement; and
in the event that the pursuer lodged an appeal against the amount of the award that it be delegated to the Chief Executive to defend the appeal including authority to lodge a tender in such sum as he, in consultation with the Director of Finance and Corporate Resources, should deem appropriate.

Choose Life Project

PR11.18

The Director for Sustainable Communities submitted a Report detailing options available to the Comhaile for the future funding of the Choose Life project. It was indicated in the Report that this project had previously been provided through a Service Level Agreement with the Outer Hebrides Community Planning Partnership and Voluntary Action Lewis and the £67k previously allocated to this project had now been rolled up into the Comhairle’s funding and the future funding and delivery now required consideration.

It was agreed to recommend that the Comhairle:

approve funding of £18k towards the continuation of the Choose Life project;
approach the Outer Hebrides Community Planning Partnership for match funding for the proposal; and
refer the matter back to Committee if match funding cannot be identified in order that the Committee may further consider the matter in light of all the circumstances.

Outer Hebrides Community Planning Partnership: Future Structures

The Chief Executive submitted a Report which provided an update on the current state of proposals for the revision of the structure of the Outer Hebrides Community Planning Partnership. The current structure and proposed structure of the Community Planning Partnership were appended to the Report. It was indicated in the Report that a report would be presented to the meeting of the Partnership in May 2008 detailing how the revised structures would be implemented.

It was agreed to recommend that the Report be approved for discussion at the Outer Hebrides Community Planning Partnership and that greater representation to reflect the partnership with youth be sought.

Freedom of Information (Scotland) Act 2002: Update

L12.02

The Chief Executive submitted a Report which provided a summary of the number and nature of requests for information, received by the Comhairle, made under the Freedom of Information (Scotland) Act 2002. The Report stated that a total of 387 requests for information has been received between 1 January and 31 December 2007. A breakdown of requests per department and the categories of applicants making requests were detailed at paragraphs 2.2 and 2.3 of the Report.

It was agreed to recommend that the Report be noted.

Arising out of consideration of this item it was agreed to recommend that:

(1) further update reports be placed in the Comhairle’s Information Bulletin; and

(2) details of the figures for 2006 be circulated to all Members in order that a comparison be made between the figures for 2006 and 2007 and to identify the reason for the increase in the 2007 figure.

PERFORMANCE REVIEW

Reports Outstanding: Progress

PR33.01.12

With reference to item 59 of the Minute of Meeting of 13 December 2007 the Chief Executive submitted a Report in relation to matters outstanding arising from issues from within the remit of the Policy and Resources Committee.

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

URGENT ITEMS

The Chairman ruled that in accordance with the provision of Section 50B(4) of the Local Government (Scotland) Act 1973, as amended, that the following items be considered as a matter of urgency in order to allow the Committee to take a view on these matters prior to the next series of meetings.

Network of European Islands for Sustainable Housing Construction – A Bid to the European Urbact II Programme

H01

The Director of Technical Services submitted a Report seeking approval for the Comhairle’s involvement in a proposal to the European URBACT II Programme. It was indicated in the Report that the proposed project would establish a Thematic Network of European Islands to promote the development of sustainable and energy efficient housing stock in insular communities and insular urban centres of the European Union, with the objectives being to ensure environment protection through natural resource conservation while providing favourable conditions for the development of new renewable energy markets associated with employment opportunities.

It was agreed to recommend that the Comhairle support the Declaration of Interest for the URBACT II Project “Network of European Islands for Sustainable Housing Construction”.

Daliburgh Leisure Facilities

The Director of Finance and Corporate Resources submitted a Report which recommended the reallocation of funds set aside for the design of a pool in Daliburgh. It was indicated in the Report that funding for the proposals were available within the 2004-08 Capital Programme and it was recommended in the Report that £10k be made available for the community to use to develop leisure facilities in the Daliburgh area.

It was agreed to recommend that the Comhairle agree that the £10k formerly identified for the design of a pool in Daliburgh be made available for the community to use in developing proposals for leisure facilities on such terms and conditions as the Chief Executive, in consultation with the Director of Finance and Corporate Resources, should determine.

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