PRESENT

Mr Angus Campbell (Chairman)

Mr Norman A MacDonald (Vice-Chairman)

Mr Alexander A MacDonald

Mr John A Maciver

Mrs Morag Munro

Mr Norman M Macleod

Mr Archie K Campbell

Mr Roddie Mackay

Mr Donald Manford

Mr Charlie Nicolson

Mrs Agnes Rennie

Mrs Annie MacDonald

MINUTES

Minutes of Meeting of 4 September 2008

1

The Minute of Meeting of 4 September 2008 was approved.

Declaration of Interest

2

The Chairman declared an interest in item 8b and left the meeting during consideration of the matter.

The Vice-Chairman declared an interest in item 32 and left the meeting during consideration of the matter.

Minute of Meeting of Outer Hebrides Community Planning Partnership of 12 June 2008

3

The Minute of Meeting of the Outer Hebrides Community Planning Partnership of 12 June 2008 was noted.

Minute of Meeting of Comataidh Buileachaidh Plana Cànan of 23 October 2008

4

The Minute of Meeting of Comataidh Buileachaidh Plana Cànan of 23 October 2008 was approved subject to it being clarified that the Comhairle had supported rather than made the bid to host the Royal National Mod in 2011.

Minute of Meeting of Human Resources Sub-Committee of 23 October 2008

5

The Minute of Meeting of Human Resources Sub-Committee of 23 October 2008 was noted and Items 6 and 16 recommended for approval.

Minute of Meeting of ICT, Procurement and Asset Management Sub-Committee of 23 October 2008

6

The Minute of Meeting of ICT, Procurement and Asset Management Sub-Committee of 23 October 2008 was recommended for approval, subject to the deletion of Mr Angus McCormack’s name from those present.

Minute of Meeting of Joint Services Committee of 24 October 2008

7

The Minute of Meeting of Joint Services Committee of 24 October 2008 was recommended for approval insofar as the Committee’s interests were concerned subject to:

1. the list of those present being amended to reflect the attendance of Mrs Agnes Rennie and Mr Gerry Macleod; and
2. Item 12 being amended to reflect that the Chairman had thanked Ms Young for her presentation

Presentation:  Western Isles Credit Union

8(a)

Mr David Mackay, Manager and Mr Duncan MacPherson, Treasurer, Western Isles Credit Union gave a presentation on the work of the Credit Union in the Western Isles.  Mr Mackay and Mr MacPherson gave an update on progress with the Credit Union since its establishment in December 2006 and informed the Committee that, to date, the Credit Union had attracted more than 800 members. 

Following the presentation, Members were afforded an opportunity to ask questions to Mr Mackay and Mr MacPherson.  The Chairman thanks Mr Macaulay and Mr MacPherson for their presentation.

It was agreed that the public including the press be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraphs 6 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 would be disclosed.

The Chairman and Vice-Chairman declared an interest in item 8b and left the meeting during consideration of the matter.

Western Isles Credit Union
DS41.90

8(b)

With reference to item 19 of the Minute of Meeting of 13 December 2007 the Director of Finance and Corporate Resources submitted a Report which recommended that the Comhairle provide financial support to the Western Isles Credit Union.  It was indicated in the Report that, in April 2008, the Comhairle had agreed that it would consider the provision of financial support to the Western Isles Credit Union (WICU) during the period 2008-11 should the necessary funding not be available from other sources.  It was further indicated that WICU had been successful in their application to the Fairer Scotland Fund for support and had secured £55k towards the shortfall which left a shortfall of £100k for which they were seeking Comhairle support.

It was agreed to recommend that:

1. a guarantee of funding of up to £100k be provided to the Western Isles Credit Union Ltd for the period to 31 March 2012;
2. a provision for the guarantee be set up from funding in earmarked balances for administration of external funding (£20k), Member allowances (£45k) and provision for increase in insurance premiums (£35k); and
3. the Chief Executive, in consultation with the Director of Finance and Corporate Resources, be authorised to enter into a Service Level Agreement on such terms and conditions as he deemed appropriate for the period to 31 March 2012.

CONSTITUTION

Scheme of Appointments:  Appointment of Directors
C02

9

The Chief Executive submitted a Report concerning the current appointment arrangements for Directors in terms of the Scheme of Appointments in relation to the establishment of three new Director posts, namely, Director of Development, Director of Social and Community Services and Director of Education and Children’s Services.  It was indicated in the Report that there was currently no provision in the Comhairle’s Scheme of Appointments for a shortleeting body for these Director posts and the appropriateness of full Comhairle as the appointing body for Director posts was recommended for review.  The most recently approved Scheme of Appointments was appended to the Report. 

It was agreed to recommend that:

1. the shortleeting body for the post of Director of Development be the Convener, Vice-Convener, Chair of Sustainable Development Committee and Chair of Environment and Protective Services Committee and two additional Members to be appointed by the Chief Executive having regard to their Committee membership;
2. the shortleeting body for the post of Director of Social and Community Services be the Convener, Vice-Convener, Chair of Environment and Protective Services Committee and Chair of Joint Services Committee and two additional Members to be appointed by the Chief Executive having regard to their Committee membership;
3. the shortleeting body for the post of Director of Education and Children’s Services be the Convener, Vice-Convener and Chair and Vice-Chair of Education and Children’s Services Committee and two additional Members to be appointed by the Chief Executive having regard to their Committee membership; and
4. the appointments panels of the posts of Director of Development, Director of Social and Community Services and Director of Education and Children’s Services consist of the relevant shortleeting body together with four other elected Members to be selected by the Chief Executive on a rotational basis.

GOVERNANCE

Convention of Scottish Local Authorities (CoSLA) Convention:  Council Representation
PR41.30

10

The Chief Executive submitted a Report concerning the role of the Comhairle’s representatives on the COSLA Convention and at Leaders’ meetings and whether the Comhairle should adopt a practice whereby representatives should reflect, in their participation and voting at COSLA meetings, the policy position of the Comhairle.  It was indicated in the Report that the Comhairle had never imposed any restriction on the contributions nor voting mandate of its representatives on COSLA.  It was stated in the Report that the Chief Executive had obtained information on the practices of Highland, Orkney and Shetland Islands Councils and none of these Councils imposed any particular restriction.

It was agreed to recommend that:

1. the Report be noted; and
2. the Comhairle continue its practice whereby representatives should reflect, in their participation and voting at CoSLA meetings, the policy position of the Comhairle.

FINANCE

Budget Strategy 2009-11:  Update October 2008
PR100.02

11

With reference to item 13 of the Minute of Meeting of 4 September 2008 the Chief Executive submitted a Report which provided an update on the 2009-11 Budget Strategy.  It was indicated in the Report that the Comhairle was currently considering options for improving service efficiency which had been identified through the use of the Improvement Service’s Diagnostic Tool.  The Report highlighted the importance of taking account of Concordat commitments in the forward budget strategy and the importance of applying the savings arising from any schools closures or discontinuation to the Western Isles School Project.

It was agreed to recommend that:

1. Concordat commitments be included in the Forward Budget Strategy;
2. savings achieved from the closure of Cliasmol and Craigston Primary Schools (except where applied to the Nicolson Institute canteen), and the discontinuation of the S1/S2 stage of Education be applied to the Western Isles Schools Project; and
3. the Director of Finance and Corporate Resources bring forward a review of the Capital Programme with a view to releasing resources into the local economy and meeting the Comhairle’s aspirations and priorities, including appropriate use of the Comhairle’s strategic housing reserves.

Budget Priorities
PR100.02

12

The Director of Finance and Corporate Resources submitted a Report regarding the Strategy to be adopted in compiling the budget for 2009/10 and future years.  It was indicated in the Report that, at the meeting of the Finance and Strategy Working Party on 22 September 2008, it had been agreed that each Department would produce a narrative report to each of the Service Committees to which it reports on the priorities to be recognised in drawing up the detailed budget and direction to be followed in developing each of the Comhairle’s services.  It was indicated in the Report that it had not been possible for Departments to draw up meaningful proposals since the meeting of 22 September 2008 and it was, therefore, proposed that a series of Seminars followed by Committee Meetings in November be arranged to enable Committees to agree the narrative which would enable Officers to submit draft budget proposals to the December 2008 series of meetings.

It was agreed to recommend that the strategy adopted by each Department reporting to each Committee as detailed in the Report be approved.

General Fund Second Quarter Capital Monitoring
PR110.01

13

With reference to item 11 of the Minute of Meeting of 4 September 2008 the Director of Finance and Corporate Resources submitted a Report which provided an update on the progress of the 2008/09 Capital Programme as at 30 September 2008.  The total resources required to fund the Capital Expenditure in 2008/09 was detailed in the table at paragraph 2.1 of the Report.  It was indicated in the report that forecast Capital Expenditure in 2008/09 was expected to be £21,880k and this included £15,064k of expenditure on projects which had begun under the 2004-08 programme and were in progress at 31 March 2008.  The summary of expenditure was detailed in Appendix 1 to the Report.

It was agreed to recommend that:

1. the forecast out-turn as the Revised Approved Programme for 2008/09 be approved;
2. the funding of the balance of the Rural Sewerage Scheme from the 2004-08 Capital Programme from the underspend on the Roads to Communities projects be approved; and
3. the additional capital resources of £325k received for the Lochmaddy Waiting Room be noted.

Write Off of Council Tax Debts
PR100.07

14

With reference to item 17 of the Minute of Meeting of 25 June 2008 the Director of Finance and Corporate Resources submitted a Report which recommended that debts totalling £11,865.23 in respect of Council Tax, 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 debts listed in Appendix A to the Report, totalling £11,865.23, be written off.

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
SW01

15*

With reference to item 14 of the Minute of Meeting of 4 September 2008 the Chief Social Work Officer 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 detailed the current budgetary provision.  It was indicated in the Report that, based on the current children’s placements activity an outturn of £823k was forecast which meant a potential deficit for the Comhairle of £103k in 2008/09.  The Appendix to the Report detailed the current specialist mainland placements.

It was agreed to recommend that the forecasted costs for children’s specialist mainland placements as detailed in the Report and the Appendix to the Report be noted.

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

16*

With reference to item 15 of the Minute of Meeting of 4 September 2008 the Chief Social Work Officer submitted a Report which detailed the decisions of the third meeting of the Mainland Placement Panel on 2 September 2008 and provided details of the current updated list of mainland placements. 

It was agreed to recommend that:

1. the decisions taken by the Mainland Placement Panel be noted; and
2. the forecasted combined expenditure of £1.2m, detailed in Appendix 1 to the Report, be noted.

Transportation Services Budget Overspend 2007/08
PR100.01

17

With reference to item 21 of the Minute of Meeting of 4 September 2008 the Director of Technical Services submitted a Report which detailed budget savings identified to cover the overspend in the Transportation Budget for 2007/08.  Details of the overspend on the Transportation Budget had been considered by the Comhairle in September 2008 and it had been agreed that a 1% saving, totalling £79k, would be required.  An assessment of the Roads Maintenance Budget was detailed at paragraph 2.3 of the Report and proposed savings totalling £79k were identified in the Report.

It was agreed to recommend, in so far as the Committee's interests were concerned, that the £79k budget savings detailed in the Report which were required to cover part of the overspend in the Transportation Budget for 2007/08 be approved and that the Director of Technical Services be authorised to reinstate the projects detailed at paragraph 2.3 of the Report should further savings be identified within the Roads Maintenance Budget.

Overspend in Social Work Services 2007/08
PR100.01

18

With reference to item 20 of the Minute of Meeting of 4 September 2008 the Chief Social Work Officer submitted a Report concerning the 1% savings required to be identified in relation to the Social Work Service overspend in 2007/08.  It was indicated in the Report that a Working Group had been established with the aim of progressing proposals for the delivery of one off savings of 1% of the 2007/08 Social Work Budget, totalling £158,000 to be found from the current financial year.  The Report stated that detailed discussions had taken place at officer level and at meetings of the Budget Working Group and work on a number of these issues was still ongoing and further investigation was required in order to ensure the cost savings were achieved.  A financial summary of the proposals detailed in the Report was shown at paragraph 2.8 of the Report. 

It was agreed to recommend that:

1. the Home Care Criteria be amended to exclude ‘domestic only’ service provision from February 2009 and that current service users be reassessed under the new criteria;
2. respite and 8 week assessment charges be amended from £82.90 to match Moray Council’s minimum charge for over 60s of £102.90;
3. the charge for meals and refreshments provided at residential centres be amended as detailed in table 1 at paragraph 2.7 of the Report; and
4. the life of the Social Work Budget Working Group be extended to 30 September 2009 to allow it to be involved in the budget setting process for 2009/10 and to bring to a conclusion the areas identified for review or further consideration.

Allocation of Piers and Harbours Capital Grant
T01

19

The Director of Technical Services submitted a Report which provided details on the future distribution options for the Piers and Harbours grants.  It was indicated in the Report that the Scottish Government was currently consulting on the most appropriate method for the local authority allocation of the Piers and Harbours Grant from 2009 onwards.  It was stated that HITRANS had considered the options and recommended that the budget should remain as a single sum, administered by HITRANS, with allocations made on the basis of bids from each of the five local authorities, the Comhairle, Orkney and Shetland, Highland and Argyll and Bute Councils.

It was agreed to recommend that the Comhairle agree, in principle, that the Pier and Harbours Grant Scheme Fund, previously administered by the Scottish Government be distributed to Local Authorities with an option to pool resources with HITRANS partners in order to achieve best value and that a further Report on this matter be considered at a future meeting.

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.

Active Schools Funding Profile 2009-2011
M13

20*

With reference to item 34 of the Minute of Meeting of 24 April 2008 the Director of Finance and Corporate Resources and the Chief Executive submitted a Report which provided an update on the progress being made to secure the Active Schools network to 31 March 2011 and to seek approval for match funding.  It was indicated in the Report that a local investment of approximately £62k was required in 2009/10 and £67k in 2010/11 to ensure the continuation of Active Schools.  The financial implications were detailed in the Appendix to the Report.

It was agreed to recommend that:

1. it be delegated to the Chief Executive, in consultation with the Chair and Vice Chair of the Policy and Resources Committee, to determine whether to award £51,760 from the 2009/2010 Match Fund and £57,380 from the 2010/2011 Match Fund to complete the local investment required to continue the Active Schools Network to 31 March 2011;
2. it be noted that any finance approved from the Match Fund be reduced by any contribution identified and approved from Education budgets for the period 2009/2011; and
3. it be noted that the failure to secure the funding would terminate the Active Schools Network and associated staff contracts on 31 March 2009.

EU Life+ Project – Conservation Management of the Machair Partner Funding Proposal
DS61

21

The Chief Executive submitted a Report which sought approval of a match funding request for an EU LIFE+ application and to clarify the Comhairle’s role in the proposed Conservation Management of the Machair project.  It was indicated in the Report that consultation had taken place with a range of stakeholders, including crofters, and widespread support for this initiative had been found. 

It was stated in the Report that SNH had given its support to taking this initiative forward and it was proposed that the RSPB lead a co-ordinated bid for LIFE+ funding.  It was further indicated in the Report that the Comhairle had been invited to become a partner in the project and the proposed bid included the Machair areas of the Western Isles as well as the Machair areas on the Inner Hebridean isles and each partner agency had been asked to consider a contribution of approximately £35k per annum over four years from January 2010. 

An update was provided, at the meeting, in relation to meetings which had taken place on Monday 27 October 2008 between SNH and the Chairman of the Sustainable Development Committee and on Wednesday 29 October 2008 with the RSPB in which the Comhairle had sought assurances in relation to goose population management.

It was agreed to recommend, in so far as the Committee's interests were concerned, that:

1. £35k per annum be contributed to the project from the Revenue Match Fund in each of the four years 2010-14;
2. the Chief Executive be authorised to appoint Officer representation on any project advisory group; and
3. the Comhairle’s financial support to the project be dependent upon reaching agreement with the RSPB and SNH on:
   1. the level of additional budget allocated to goose population management in the Uists within the proposed bid,
   2. the project governance structure including elected members and community representation,
   3. the final drafting of the overall project bid, and
   4. the forward strategy for goose population management to ensure significant population reduction in the Western Isles in general; and
4. the Chief Executive be delegated authority to secure such agreements in consultation with the Chairmen of the Policy and Resources Committee and the Sustainable Development Committees before the closing deadline for submission of the LIFE+ Bid of 21 November 2008.

Roadex IV
T08.05

22

With reference to item 35 of the Minute of Meeting of 29 June 2005 the Director of Technical Services submitted a Report which detailed the outcome of the earlier phases of the Roadex project and sought approval for the participation of the Comhairle through the Technical Services Department in the fourth Roadex project.  It was indicated in the Report that the Comhairle had participated in the third Roadex project and had contributed £20k over a two year period.  It was stated that the research work had provided technical advice in drainage and soil conditions which were used in new Comhairle projects.  The draft details of the Roadex IV Project were detailed in the appendix to the Report and it was indicated that a contribution of £13k per annum was sought from the Comhairle for the project period.

It was agreed to recommend, in so far as the Committee's interests were concerned, that the Comhairle agree to be involved in Roadex IV project with a maximum contribution of £13k per annum towards the project and that funding for the contribution be met from the Roads Maintenance Budget.

CAPITAL PROGRAMME

Castlebay Fitness Suite
AL06.02.01

23

With reference to item 46 of the Minute of Meeting of 6 September 2007 the Chief Executive submitted a Report which detailed the financial status of the Castlebay Fitness Suite project.  It was indicated in the Report that this project had been included in the Comhairle’s 2004-2008 Capital Programme and, on the basis of the tender returns, it had been agreed to seek additional funding to secure the project.  It was further indicated that an additional £168k had been prioritised for the project in February 2008 and this funding had transferred to the 2008-12 live capital programme to enable the contract to be awarded.

It was agreed to recommend, in so far as the Committee's interests were concerned, that it be noted that the £168k for the Castlebay Fitness Suite had been transferred to the 2008-2012 live Capital Programme.

Capital Programme:  Core and Statutory Education Projects
PR33.01.12

24

The Director of Education submitted a Report which recommended the release into the Comhairle’s live capital programme for 2008-12, of a capital sum for Core and Statutory capital projects to maintain and develop the Western Isles Schools Estate which had been approved under the Core and Statutory programme for 2008-12.  The objectives of the capital projects and the procedures to be followed to manage the programme of works were outlined in the Report.  A Project Initiation Document which had been prepared for the first set of capital projects was appended to the Report.  It was recommended, in the Report, that £439k of the capital sum approved under the 2008-12 Core and Statutory Programme for Capital Works be released into the live programme for 2008-12.

It was agreed to recommend in so far as the Committee's interests were concerned that:

1. the project funding for capital project CS ECS2 be allocated into two streams; 1) to complete projects approved from The Schools Fund (as detailed in Appendix 1 to the Report), £439K and (2) Strategic and Prioritised Education Capital Projects (as detailed in Appendix 2) £2,936K;
2. the approved capital project CS ECS2, Core Capital Improvements be released, as detailed in the Project Initiation Document attached as Appendix 1 to the Report;
3. the Director of Education, in consultation with the Director of Technical Services, be authorised to prioritise the strategic Education capital projects, to the funding limit of £2,936k as set out in Appendix 3 to the Report and that it be delegated to the Chief Executive to approve the relevant Project Initiation Document for release into the 2008-12 capital programme; and
4. a further Report and a Project Initiation Document in relation to the schools ICT be brought to the Education and Children’s Services Committee with a detailed programme and costs.

BUILDINGS

Capital Works:  Programme and Progress
PR33.01.12

25

With reference to item 22 of the Minute of Meeting of 4 September 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 Report be noted.

Stornoway Town Hall
LB35.01

26

With reference to item 24 of the Minute of Meeting of 25 June 2008 the Chief Executive submitted a Report concerning the future use of Stornoway Town Hall.  Two options, together with detailed costings, for refurbishment of the Town Hall were detailed in the Report. 

It was agreed to recommend, in so far as the Committee's interests were concerned, that the Chief Executive, in consultation with the Director of Finance and Corporate Resources, proceed with an ERDF application to develop a prioritised scheme of works for the Stornoway Town Hall.

*It was agreed to recommended that, under the terms of Section 50A(4) of the Local Government (Scotland) Act 1973, the public, including the press, be excluded from the meeting during consideration of the following Items on the grounds that exempt information as defined in Part 1 of Schedule 7A of the Act would be disclosed, namely, information relating to the financial or business affairs of any particular person (other than the Comhairle), the amount of any expenditure proposed to be incurred by the Comhairle under any particular contract for the acquisition of property or the supply of goods or services and any terms proposed or to be proposed by or to the Comhairle in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods or services.

Western Isles Schools Project:  Update
E01.02.15

27*

With reference to item 25 of the Minute of Meeting of 4 September 2008 the Chief Executive and the Director of Finance and Corporate Resources submitted a Report which provided an update on the Western Isles Schools Project.  It was indicated in the Report that, in respect of the scope of the project and the preferred location of the new Nicolson Institute, considerable progress had been made, particularly in relation to the following:

• The Director of Finance and Corporate Resources, together with PricewaterhouseCoopers had undertaken a review of affordability.
• Sgoiltean Ura LLP had submitted their final report on the Nicolson Institute, recommending that the Comhairle proceed with Option 6.
• The terms of contracts for the PSDP and design team had been agreed and were expected to have been signed by the time the Comhairle met on 30 October 2008.
• Following discussion with the Scottish Government, a revised strategy in relation to Balivanich School had been proposed.

 A general update in relation to the WISP was detailed at paragraph 4 of the Report and site specific issues in relation to Balivanich School, the Nicolson Institute and Sir E Scott School were detailed at paragraph 7 of the Report.

A Report on the Nicolson Institute Options Appraisal (Options 6D and 6R) was appended to the Report.  The Report detailed the further study of the options available at the Springfield Road campus and outlined the relative merits of three possible building footprints together with the planning risks associated with each.  The main strategic risks associated with developing and progressing each option were summarised in the Report.

It was agreed to recommend that:

1. the current status of the Western Isles Schools Project be noted;
2. Option 6 should be the site for the Nicolson Institute;
3. sgoiltean Ura LLP be instructed to proceed with the development of a procurement strategy that would expedite the delivery of a new school in Balivanich, whilst the more complex issues around the procurement of the remainder of the WISP schools were addressed;
4. an outline planning application be submitted urgently to enable the suitability of the site for the Nicolson Institute to be determined;
5. it be delegated to the Chief Executive to instruct all appropriate design work in the light of the foregoing recommendations; and
6. the Chairman of the Policy and Resources Committee be appointed to the WISP Board.

CONTRACTUAL MATTERS

It was agreed that the public including the press be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 8 of Schedule 7A 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 would be disclosed.

Procurement of Financial Management System (FMS)
PR31.12

28*

With reference to item 10 of the Minute of Meeting of 10 December 2002 the Director of Finance and Corporate Resources submitted a Report which provided details of the proposed procurement of a new Financial Management System and the method of procurement of the new system.  The scope of the project was outlined at paragraph 4 of the Report and paragraph 5 detailed the financial resources required to procure the new system.  Details of the evaluation process were outlined in paragraph 7 of the Report and an indicative timetable for the replacement of the current system was appended to the Report.

It was agreed to recommend that:

1. the Director of Finance and Corporate Resources be authorised to devise the detailed tender evaluation matrix, when the system specification had been finalised on the basis of the quality and price criteria detailed in paragraphs 7.1 and 7.2 of the Report;
2. the Chief Executive, in consultation with the Director of Finance and Corporate Resources, be authorised to accept the tender for the provision of a Financial Management System deemed to be the most economically advantageous to the Comhairle based on the tender evaluation; and
3. the indicative timetable detailed in Appendix 1 to the Report be noted.

Application for Inclusion in Standing Lists of Approved Contractors

29

With reference to item 39 of the Minute of Meeting of 25 June 2008 the Director of Technical Services submitted a Report which gave details of further applications for inclusion in the various lists of approved contractors.  A detailed list of applications and details of the various lists were appended to the Report.

PR31.07

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

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 1, 6 and 9 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, information relating to the financial or business affairs of any particular person other than the Comhairle would be disclosed and 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.

Distribution of Work
M02.07

30*

The Director of Technical Services submitted a Report which detailed options to maximise opportunities for the former Commercial Operations Unit in the best value framework both within and outwith the Building Maintenance SLA.  Cost implications of reducing a particular squad and alternative employment options were also outlined in the Report.

It was agreed to recommend that:

1. in the event that there is in house capacity to carry out any works to Comhairle buildings that the works be carried out by in house staff within the best value framework and under the terms of the Building Maintenance SLA, that works are programmed having regard to that capacity and that external tenders be sought where there is no such capacity or expertise in house;
2. painterwork on all Comhairle properties including schools, be carried out by the in house Painter Squad under the Building Maintenance SLA;
3. HHP be approached to discuss the possibility of the Comhairle becoming a preferred contractor for Painterwork contracts within the relevant legal framework;
4. the Chief Executive be authorised to approach community planning partners with a view to identifying suitable items of work for the in house teams within the best value framework; and
5. the positive response to Scottish Government in relation to potential involvement in central heating installation in private sector homes be noted.

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.

Review of Organisational Structures:  Education and Children’s Services Department
M02.07

31*

With reference to item 34 of the Minute of Meeting of 4 September 2008 the Chief Executive submitted a Report in relation to the establishment of an Education and Children’s Services Department. 

It was agreed to recommend that

1. in relation to the immediate management structure of the Department of Education and Children's Services
   1. the post of Head of Inclusion and Psychological Services be retained;
   2. the post of Head of Secondary and Human Resources be retained;
   3. the posts of Head of Educational Resources and Head of Quality Improvement be disestablished;
   4. a post of Business Manager be established;
   5. a post of Head of Children and Families' Services be established and that it be delegated to the Head of Human Resources to finalise the Job Description to reflect the decision of the Comhairle in relation to paragraph (2) below; and
   6. the Principals of Learning Communities continue to report to all Heads of Service on operational issue
2. in relation to the Children and Families' Services Section;
   1. the post of Head of Children and Families' Services be required to be a qualified social worker;
   2. the post of Head of Children and Families' Services be the Chief Social Work Officer, and
   3. a post of Team Leader, Children and Families be established for Uist and Barra.
3. In relation to the integration of Children's Services, the Director of Education and Children's Services establish the policies and practices between the Social Work, Inclusion, Psychological and Learning Support Services to ensure full integration of services and operational efficiency, pending review by the Director of Education and Children's Services of the final structure of the Department.

SOCIAL CARE

Home Care Services and Housing Support Service – Care Commission Training Requirements
SW07

32

With reference to item 37 of the Minute of Meeting of 4 September 2008 the Chief Social Work Officer submitted a Report which detailed progress to date on the implementation of the Care Commission requirements in respect of the Home Care Service and Care Units.  It was indicated in the Report that a three year training plan would be developed with the objective of a home case workforce which was fully trained in the key aspects of the delivery of a home care service and provided a safe services for users and which complied with relevant regulations.

It was agreed to recommend that:

1. the Report be noted; and
2. a further Report be submitted to the December series of meetings which would detail a fully costed three year training plan for Community Care and Home Care Services, including induction and core basic training for home care workers.

It was agreed that the public including the press be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 6 of Schedule 7A to the Local Government (Scotland) Act 1973 namely information relating to the financial or business affairs of any particular person other than the Comhairle would be disclosed.

OFTTI Redesign
SW01

33*

With reference to item 46 of the Minute of Meeting of 21 February 2008 the Chief Executive submitted a Report which detailed the outcome of the redesign consultancy undertaken by Hall Aitken Consultancy on the OFTTI Service and which outlined the steps that the Comhairle, working with partner agencies, required to take to implement a restructured model of service delivery.  It was indicated in the Report that European Structural Funding was no longer available to the OFTTI programme in its current shape and the Comhairle had limited resources.  The Report from Hall Aitken was appended to the Report and this detailed the findings and ideas on the steps necessary to redesign a service to support employability across the Western Isles.  Actions necessary to progress the redesign of the OFTTI service and the implementation of the Hebridean Independent Living and Learning Project were detailed at paragraph 5 of the Report.

It was agreed to recommend that:

1. the service redesign proposals for OFTTI detailed in the Hall Aitken Report, Western Isles Employability Initiative, Appendix 1 to the Report, be approved;
2. the remit of the OFTTI Transition Working Group be taken forward by the Employability Sub-Group;
3. the Social Work Service will be responsible for the day care provision for vulnerable adults who seek support towards training and employability; and
4. the Chief Executive be authorised to second an existing employee to carry out the duties of an Employability Manager for an appropriate period to be determined by him to enable the identification of a funding package and to progress, in consultation with the Chief Executive and Director of Finance and Corporate Resources, any procurement exercise in terms of the Comhairle’s Contract Regulations.

HOUSING

Local Housing Strategy Workshop:  26 November 2008
H01

34

With reference to item 36 of the Minute of Meeting of 4 September 2008 the Chief Executive submitted a Report which provided information in relation to arrangements for a workshop event relating to issues affecting the Western Isles Local Housing Strategy.  It was stated in the Report that the 2008 Review of the Western Isles Local Housing Strategy 2004-2009 was considered by the Environment and Protective Services Committee on 26 August 2008 and, at this meeting, Members had requested a further opportunity to consider the numerous issues highlighted in the Report which would impinge on the final year of the current Local Housing Strategy and on the development of a revised Strategy for the period 2009-2014.  It was indicated in the Report that an afternoon seminar/workshop to set out the key objectives of the next Local Housing Strategy had been arranged for Wednesday 26 November 2008 in the Council Chamber.

It was agreed to recommend that it be noted that:

1. the Local Housing Strategy Workshop would be held on Wednesday 26 November 2008; and
2. arrangements were being made to provide Homelessness training to Members on Thursday 27 November 2008.

BEST VALUE

Diagnostic Pathways Project 2008

35

With reference to item 56 of the Minute of Meeting of 13 December 2007 the Chief Executive submitted a Report which provided an update on the first phase of the Comhairle’s Diagnostic Pathways Project.  It was indicated in the Report that the objectives of the Diagnostic Projects were to identify the best models of working to deliver the Comhairle’s strategic objectives in the most efficient and effective way and to identify opportunities to simplify, standardise and share work procedures and to prioritise these opportunities with a view to achieving the maximum level of sustainable efficiencies.

It was agreed to recommend that:

1. the Comhairle approve the outline business cases summarised in Appendix 1 to the Report for submission to the Improvement Service;
2. the Chief Executive, in consultation with Finance and Strategy Working Group, consider further and prioritise the outline business cases to provide an implementation plan for approval by the Comhairle, with progress reports being submitted to each meeting of the Committee; and
3. the Comhairle agree to proceed with four further opportunities as follows: 

       (ESO02) Cross Comhairle communications review for co-ordinated and improved internal and external communications;

       (ESPM02) Development and implementation of cross Comhairle Balanced Scorecard and performance management process that supports the Comhairle’s Corporate Strategy and Plan;

       (ESF02) Design and implement improvements to the internal charging process; and

       (ESF03) Finance training and accountability, incorporating budget management, allocation and control, and

       that Reports be submitted to the appropriate Committee or Committees at the December 2008 series of meetings in this regard.

PERFORMANCE REVIEW

Reports Outstanding:  Progress
PR33.01.12

36

With reference to item 46 of the Minute of Meeting of 4 September 2008 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 Report be noted.

ADDITIONAL ITEM

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 item be considered as a matter of urgency in order to allow the Committee to take a view on the matter prior to the next series of meetings and in relation to a contractual issue which has arisen during negotiation of the contractual terms.

Identity and Passport Service Contract
PR10

37

The Director of Finance and Corporate Resources submitted a Report which sought delegated authority to the Chief Executive to execute the Identity and Passport Service (IPS) remote interview contract under the provisions of English law and the jurisdiction of the English Courts.  It was indicated in the Report that the Comhairle had been approached by the Identity and Passport Service to be appointed as the local administrator for the Western Isles, with IPS reimbursing the Comhairle for officer time spent.  It was indicated in the Report that this contract should be welcomed as it offered a better service to Western Isles residents as the nearest passport offices were in Oban and Inverness.

It was agreed to recommend that the Chief Executive be granted delegated authority to execute the IPS Remote Interview Contract.