Rousay, Egilsay, Wyre and Gairsay Community Council General Meeting

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MINUTE of the MEETING of ROUSAY, EGILSAY, WYRE AND GAIRSAY COMMUNITY COUNCIL, held in the ROUSAY CHURCH CENTRE HALL on SATURDAY, 15 FEBRUARY 2014 at 10.15 a.m.

Present: Mr A Firth, Ms C Cox, Mr R Koster, Mr Eric Shortland and Mr R Tipper

In Attendance: Councillor G Sinclair Mrs M Spence, Democratic Services Manager Miss K Rendall, Community Council Liaison Officer Mrs M Spence, Democratic Services Manager Mrs D Compton, Clerk

1 Member of the Public

1. APOLOGIES

RESOLVED to note that there were no apologies.

2. ADOPTION OF MINUTES

(a) General Meeting of 10 September 2013

RESOLVED that the Minute of the Meeting held on 10 September 2013 was approved, being proposed by Mr Tipper and seconded by Mr Koster.

(b) Informal Meeting of 30 November 2013

RESOLVED that the Note of the Informal Meeting held on 30 November 2013 was approved, being proposed by Mr Firth and seconded by Mr Shortland.

3. MATTERS ARISING

(a) Rousay Community Association – Purchase of Fireworks (30.11.13, para 8 (a))

Members heard that following agreement at the Meeting of 30 November 2013 to grant financial assistance of £350 to Rousay Community Association towards the purchase of fireworks for the display in Rousay, the Clerk had contacted members and received a majority decision in favour of this and had made an application to Community Council Grant Scheme (CCGS) accordingly, and it was:-

RESOLVED to note the contents of the report.

(b) Rousay Primary School – Christmas Presents 2013 (30.11.13. para 8 (c))

Members heard that following agreement at the Meeting of 30 November 2013 to make a donation of £250 to Rousay Primary School towards the purchase of Christmas presents, the Clerk had contacted members and received a majority decision in favour of this and had processed the payment from the General Fund, and it was:-

RESOLVED to note the contents of the report. 2 (c) Orkney Foodbank Group (30.11.13, para 8 (b))

Members heard that following agreement at the meeting of 30 November 2013 to make a donation of £100 to the Orkney Foodbank Group, the Clerk had contacted members and received a majority decision in favour of this and had processed the payment from the General Fund, and it was:-

RESOLVED to note the contents of the report.

(d) Winter Maintenance Plan 2013/14 (30.11.13, para 6 (e)))

Consideration was given to correspondence received from Democratic Services, copies of which had been circulated, regarding a consultation on the Winter Maintenance Plan 2013/14, and following discussion, it was:-

RESOLVED to note the contents of the correspondence and that members had no comments.

(e) Audit Report on Medication Delivery Times – Rousay GP (30.11.13, para 4 (e)))

Consideration was given to correspondence received from Dr Brunt, GP of the Island View Surgery, Rousay, copies of which had been circulated, regarding the medication delivery times for patients, and following discussion, it was:-

RESOLVED to note the contents of the correspondence and that the Clerk would request a copy of the April audit.

(f) Sunday Ferry Service in Winter (30.11.13, para 10 (d))

Consideration was given to correspondence received from Democratic Services, copies of which were circulated, in response to the Community Council’s request for clarification on the costing, service provision and savings to Orkney Ferries if extra crew were available for Sunday sailings.

Members heard a report from Mr Shortland regarding the Inter-Isles Ferry Consultative Committee meeting, and following discussion, it was:-

RESOLVED:-

(1) to note that there was an increase in the estimated cost of providing the Sunday ferry service;

(2) to note that the quote was for provision of a full day’s service;

(3) to note that Orkney Ferries indicated there would be difficulty in recruiting staff from Rousay and to request that this comment be withdrawn, as members noted that recruitment had not taken place for some time;

(4) to note that there would be no cost saving to Orkney Ferries;

(5) that the Clerk would contact Democratic Services asking them to request that the Chairman of the Board of Orkney Ferries Board consider applying for a growth bid to the budget to provide a Sunday service; and

(6) that the Clerk would provide a report as evidence in support of this request. 3 (g) Quote for Building Stone

Mr Shortland declared an interest and left the meeting.

Consideration was given to one quote received for supply of building stone suitable for repairing the Kirkyard dyke walls and the Clerk reported that it was still to be confirmed whether the Orkney Islands Council Roads Operative could carry out the work. Following discussion, it was:-

RESOLVED:-

(1) to accept the quote and to purchase fifty tonnes of building stone; and

(2) to make an application for assistance through CCGS on a project cost of £2000.

(h) Sourin School House

Consideration was given to correspondence received from Democratic Services, copies of which were circulated, reporting that the Head of Housing and Homelessness had advised that there was potential for the Sourin Schoolhouse to be available for the Head Teacher if required, and it was:-

RESOLVED to note the contents of the correspondence.

4. CORRESPONDENCE

(a) North Isles Officer – Police Orkney

Following consideration of correspondence from Police Orkney, copies of which had been circulated, advising that there was a new North Isles Officer, and following brief discussion, it was:-

RESOLVED to note the contents of the correspondence and that the Clerk would invite the North Isles Officer to attend Community Council meetings.

(b) Update on the Pentland Firth & Orkney Waters Marine Spatial Plan – Marine Scotland

Following consideration of correspondence received from Marine Scotland, copies of which had been circulated, providing information on action to be taken following the consultation and events that had taken place locally, it was:-

RESOLVED to note the contents of the correspondence.

Consideration was given to correspondence received from Mr L McArthur MSP regarding the Orkney Ferries change in policy, in that road tankers could no longer carry petrol and diesel in the same vehicle, and it was:-

RESOLVED to note the contents of the correspondence.

4 (d) Scottish Rural Parliament – Scottish Rural Action

Following consideration of correspondence from the Chair of Scottish Rural Action regarding the Scottish Rural Parliament, copies of which had been circulated, it was:-

RESOLVED to note the contents of the correspondence.

(e) Review of Traffic Warden Service Provision – Police Scotland

Following consideration of correspondence received from the Assistant Chief Constable, Local Policing West, copies of which had been circulated, informing members that following the recent traffic warden review, changes were to come into force from 3 February 2014, it was:-

RESOLVED to note the contents of the correspondence.

(f) Agenda and Minutes – Orkney Local Access Forum

Following consideration of correspondence received from the Orkney Local Access Forum, and after brief discussion, it was:-

RESOLVED to note the contents of the correspondence.

(g) Islands Community Renewables Projects – Orkney Renewable Energy Forum

Following consideration of correspondence received from Orkney Renewable Energy Forum asking members to consider putting the location of the community wind turbine in the ‘Islands of Orkney’ tourist brochure, the Clerk reported that this matter had already been dealt with, and it was:-

RESOLVED to note the contents of the correspondence.

(h) Proposed National Planning Framework 3 and Scottish Planning Policy – Scottish Government

Consideration was given to correspondence received from the Scottish Government, copies of which had been circulated, regarding the consultation on Scotland’s Third National Planning Framework and Scottish Planning Policy, and it was:-

RESOLVED to note the contents of the correspondence.

(i) Inter-Isles Ferry Services Consultative Committee – Orkney Islands Council

RESOLVED to note that this item had been taken under item 4 (f).

(j) Invitation to visit the MV Hamnavoe – Serco NorthLink Ferries

Consideration was given to an invitation received from Serco NorthLink Ferries to visit the Hamnavoe, copies of which had been circulated, and it was:-

RESOLVED to note the contents of the correspondence.

5 (k) Princes Countryside Fund – Plunkett Foundation

Following consideration of correspondence received from Plunkett Scotland, copies of which had been circulated, regarding funding that they had received from the Princes Countryside Fund towards the cost of study visits and mentoring support for rural community enterprises, and after brief discussion, it was:-

RESOLVED to note the contents of the correspondence and that the Clerk would forward a copy of the document to the Rousay, Egilsay and Wyre Development Trust.

(l) Renewable Energy for Communities – SAC Consulting

Following consideration of correspondence received from SAC Consulting, copies of which had been circulated, providing details of the service they can offer to help groups identify and progress renewables projects, and after brief discussion, it was:-

RESOLVED to note the contents of the correspondence.

(m) Our Islands Our Future Engagement Event – Orkney Islands Council

Following consideration of correspondence received from Orkney Islands Council inviting all isles community councillors to attend an Our Islands Our Future Engagement Event on 3 March 2014, and after brief discussion, it was:-

RESOLVED to note the contents of the correspondence and that Ms Cox and Mr Shortland would attend.

5. CONSULTATION DOCUMENTS

(a) DRAFT Supplementary Guidance on Planning for Open Space

After consideration of a consultation document on Draft Supplementary Guidance on Planning for Open Space, copies of which had been previously circulated, and following brief discussion, it was:-

RESOLVED to note the contents of the correspondence and that members had no comments.

(b) DRAFT Supplementary Guidance on Trees and Woodlands

After consideration of a consultation document on Draft Supplementary Guidance on Trees and Woodlands, copies of which had been circulated, the Clerk reported that no comments had been received prior to the deadline for responses, and it was:-

RESOLVED to note the contents of the correspondence and that members had no comments.

After consideration of a consultation on the Fire and Rescue Local Plan, copies of which had been circulated, the Clerk reported that no comments had been received prior to the deadline. Members heard representation from the Chair, and it was:-

RESOLVED to note the contents of the correspondence and that the Clerk would pass on the comments regarding Disclosure Scotland and home fire safety checks. 6 6. FINANCE

(a) General Finance

After consideration of the Community Council’s General Finance Statement, it was:-

RESOLVED to note that the estimated balance of the General Account was £15,625.87, as at 20 January 2014.

(b) Community Council Grant Scheme

After consideration of the Community Council Grant Scheme Statement as at 20 January 2014, it was:-

RESOLVED to note that the balance remaining for approval was £2,211.72, as at 20 January 2014.

After consideration of the Community Development Fund Statement as at 20 January 2014, it was:-

RESOLVED to note that £1,927.80 remained available for allocation, as at 20 January 2014.

(d) Seed Corn Fund

After consideration of the Seed Corn Fund Statement as at 20 August 2013, it was:-

RESOLVED to note that £5,965 had been approved and claimed to date.

7. FINANCIAL REQUESTS

(a) Late Boat Request – Rousay Community Association

Following consideration of correspondence received from Rousay Community Association, copies of which had been circulated, requesting financial assistance towards the cost of hiring the MV Eynhallow on 9 April 2014 for the Orkney Traditional Dance Association fringe festival dance, it was:-

RESOLVED:-

(1) to grant assistance of £660 to cover two thirds of the cost of late boat hire;

(2) that an application should be made to Orkney Islands Council for assistance through CCGS; and

(3) that the Clerk write to Rousay Community Association advising them of the decision.

7 9. PUBLICATIONS

The following publications were made available to members at the meeting:-

Play Equipment – Russell Play, Kompan, HAGS SMP; Conference Events – CAPITA Conferences, Salford Professional Development; Miscellaneous – Accessing European Structural Funds in Scotland, Sector Network, Helping Voluntary Groups in Your Town or Parish; Seating Solutions – Broxap; and Statistical Reports for November and December 2013 – Orkney Ferries Ltd.

10. ANY OTHER COMPETENT BUSINESS

(a) Election of Vice Chair

Following the election of a Vice Chair by secret ballot, it was:-

RESOLVED that Mr Koster be appointed Vice Chair of Rousay, Egilsay, Wyre and Gairsay Community Council.

(b) Planning Representative

Following consideration of a Planning Representative, Mr Tipper proposed Mr Firth and this was seconded by Ms Cox, and it was:-

RESOLVED that Mr Firth be appointed Planning Representative for Rousay, Egilsay, Wyre and Gairsay Community Council.

Members heard representation from Mr Firth that the Community Council needed to attract candidates willing to stand for election to fill the one remaining vacancy, and following discussion, it was:-

RESOLVED that the Clerk would write to the Chair of Wyre Community Association regarding the matter.

(d) Brinian Kirkyard Fencing

Mr Koster reported that he would liaise with Orkney Islands Council Roads Services to confirm that the agreement for the Roads Operative to erect the wooden fence was still in place, and that he would also order the materials, and it was:-

RESOLVED to note the contents of the report.

(e) Rousay and Egilsay War Memorials

Members heard that the War Memorials on Rousay and Egilsay had been surveyed and a list of repairs had been recommended. Mr Koster reported that in the war memorials condition survey consultation response he had offered to meet and discuss the memorials with the officer, however this had not happened, and following discussion, it was:-

RESOLVED to note the comments and that the Clerk would place an advert in the Review to get quotes for the repairs, and submit an application for assistance through CCGS.

8 (f) Access to the Hose Pipe at Tingwall

Mr Firth reported that the access to the hosepipe at Tingwall was still blocked and Councillor Sinclair agreed to look at this, and it was:-

RESOLVED to note the contents of the report.

(g) Flooding at Rousay Pier

Members heard representation from Mr Tipper that the road surface at the Pier had been flooded and was at risk of ice formation due to the inefficiency of the drain at the back wall to carry off the excessive water coming from the land, and following discussion, it was:-

RESOLVED to note the contents of the report and that the Clerk would ask Democratic Services to contact Marine Services requesting that appropriate remedial action be taken.

(h) Waste and Recycling on Egilsay

Members heard representation from Ms Cox that Egilsay residents were still awaiting provision of two large bins for their refuse, and following discussion, it was:-

RESOLVED:-

(1) that the Clerk would write to Democratic Services asking that the request for replacement bins for Egilsay be followed up and to enquire about the possibility of recycling facilities for the island; and

(2) that the Clerk would request that green wheelie bins be provided for Rousay.

(i) Ferry Stopover on Egilsay at Lunchtimes

Ms Cox reported that Egilsay residents had asked if the MV Eynhallow could stop over periodically at lunchtimes to allow delivery of freight and transport of contractors, as residents were incurring additional charges due to the long waits between boat times. It was noted that this request had been raised in the past without success, and following discussion, it was:-

RESOLVED to note the contents of the report and that the Clerk would contact Democratic Services to ask that Orkney Ferries reconsider the request from the Egilsay community.

(j) Harbour Duties, Egilsay

Members heard representation from Ms Cox that the slipway at Egilsay Pier had algae on it and stones imbedded in the runs, which was making the area slippery and dangerous, and that the waiting room was also in need of attention. Following discussion, it was:-

RESOLVED to note the contents of the report and that the Clerk would contact Democratic Services and ask that the concerns be passed onto Marine Services.

(k) Fixed Links

Ms Cox reported that Orkney Islands Council was reported to be investigating the possibility fixed links and that a link between Egilsay and Rousay had been mentioned as a possible option, and following discussion, it was:-

9 RESOLVED to note the contents of the report and that the Clerk would ask Democratic Services to notify the relevant department that the Community Council would like to be included in discussions about this matter and involved in any decision making.

(l) Egilsay School House

Members heard representation from Ms Cox that the Egilsay community had requested information on the former Egilsay School House and enquired whether the School House might be brought up to a liveable standard and leased from Orkney Islands Council for a peppercorn rent. Following discussion, it was:-

RESOLVED:-

(1) to note the contents of the report; and

(2) that the Clerk would request information from Democratic Services regarding plans for the former Egilsay School House and enquire whether it might be available for lease by the Egilsay community for a peppercorn rent.

(m) Ditches on Egilsay and Pot Holes at Banks, Rousay

Members heard representation from Ms Cox that the road side ditches on Egilsay were becoming clogged and overgrown, causing water to be diverted over the land and road, and she asked if this matter could be addressed before the summer. Mr Koster also reported that pot holes had appeared in the road surface at Banks, Rousay, and it was:-

RESOLVED to note the contents of the reports and that the Clerk would request that Democratic Services contact Roads Services asking that these issues be addressed.

11. DATE OF NEXT MEETING

After consideration of a date for the next meeting, the Clerk reported that one member had given apologies for the meeting due to be held on 12 April and a further member was unsure if they would be available to attend. The Clerk also reported that the next meeting thereafter was due to take place on 17 June and not 19 June, and it was:-

RESOLVED:-

(1) that the next meeting would be held on 12 April 2014 at 10.15 a.m. in the Church Centre Hall and that the Chair would check attendance with members and notify the Clerk nearer the time; and

(2) that the subsequent meeting would be held on 17 June 2014.

12. CONCLUSION OF MEETING

There being no further business, the Chair declared the meeting concluded at 11.50 a.m.