MINUTES of the MEETING of , , WYRE & COMMUNITY COUNCIL (REWGCC), held in the ROUSAY COMMUNITY SCHOOL on TUESDAY 20 SEPTEMBER 2011, at 7.30 pm.

Present: Mr R Tipper, Mr M Hull, Mr JE Dick, Mr A Firth, Miss I Murray and Mr E Shortland.

In attendance: Councillor S Harcus Mrs K Drever, Community Council Liaison Officer Mrs D Compton, Clerk

1. APOLOGIES

RESOLVED to note that apologies for absence had been intimated on behalf of Mr EJA Flaws.

2. ADOPTION OF MINUTES – 21 JUNE 2011

The minutes of the meetings held on 21 June 2011 were approved, being proposed by Mr JE Dick and seconded by Miss I Murray.

3. MATTERS ARISING FROM PREVIOUS MEETINGS a) Closure of Egilsay School (5.2.11, para 5)

Following consideration of the Minutes of the Education & Leisure Committee meeting held on 2 February 2011 and the General Meeting of Islands Council, 1 March 2011, regarding the closure of Egilsay School with effect from 22 August 2011, and that Scottish Ministers were required to endorse the Council’s proposal, Members briefly discussed this matter, and it was:-

RESOLVED to note the contents of the correspondence and await the Scottish Ministers’ decision. b) Heritage & Visitors Centre (5.2.11, para 4 (a))

Following consideration of correspondence received from the Clerk, showing a picture of the updated notice board in the Heritage & Visitors Centre, Members heard representation from Mr A Firth who had viewed the board, and it was:-

RESOLVED to note that the information had been updated and this item concluded.

2 c) GP Room, Rousay Community School (21.6.11, para 4 (b))

Following consideration of the map received from Democratic Services which showed a floor plan of the school but which did not highlight the shared, school or community areas, members discussed this item with the Community Council Liaison Officer (CCLO) and explained to her the original reason for the request, and it was:-

RESOLVED:-

(1) to note the contents of the correspondence and comments;

(2) that the CCLO will contact the Education Department on behalf of REWGCC, requesting a plan to go with the Operational Agreement for the Rousay Community School defining the shared, community and school areas and if possible obtaining a copy of the current agreement; and

(3) that on receipt of the above, to forward the information to Rousay Community Association requesting that they deal directly with the school regarding this issue, as it is essentially an agreement between those parties or if no updated agreement available, to suggest that they might consider updating the existing agreement in consultation with and the Rousay Community School. d) Role of the Emergency Services in Rousay, Egilsay, Wyre & Gairsay (21.6.11, para 4 (c))

Following consideration of correspondence received from NHS Orkney and Mr L McArthur MSP, members discussed the role of the ‘First Responders’. Concerns were raised as to whom the island residents should contact in cases of an emergency, whether the GP/Nurse would be involved and who would have responsibility for organising evacuation of a patient from the islands, and it was:

RESOLVED:-

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

(2) that the Clerk should contact the Scottish Ambulance Service (SAS) to clarify the contacting instructions in emergency situations i.e. call 999 or contact the Balfour Hospital/GP, if there is a written service agreement between the GP and SAS, what the procedure is for call outs and whether there are any other agreements or salient points following the meeting held on 11 July 2011. e) Rousay Network of Care – Dispensing Medicines

Following consideration of correspondence received from NHS Orkney regarding the cessation of dispensing medicines from the island surgery, members discussed this issue and it was suggested that the Scottish Health Council and Convenor S Hagan be copied in on any further correspondence regarding this matter, and it was:-

RESOLVED:-

(1) to note the contents of the correspondence;

3 (2) that Mr R Tipper, Chairperson would write to NHS Orkney on behalf of REWGCC requesting clarification of the proposed changes and the reason behind stopping the dispensing of medicines from the surgery, details of the procedure for residents of the four islands to obtain emergency medicines and repeat prescriptions especially with the restrictions imposed with island living, ferry timetables and local transport issues; and

(3) that the correspondence be copied to the Scottish Health Council and Convenor S Hagan. f) Wyre and Wester Kirkyard Gates (21.6.11, para 11 (a))

Following consideration of correspondence received from Democratic Services requesting a quotation for shot blasting and repainting of the kirkyard gates, it was:-

RESOLVED to note the contents of the correspondence and that Mr B Hicks had provided a quote which has been passed to Orkney Islands Council for consideration. g) Empty Council Houses – Rousay

Following consideration of correspondence received from Democratic Services informing members of the situation regarding the empty council houses in Rousay, this item was briefly discussed, and it was:-

RESOLVED to note the contents of the correspondence and that No 6 Pier Houses now had tenants. h) Verge Cutting Information

Following consideration of correspondence received from Democratic Services on behalf of Development & Environment Services entitled ‘Budget Savings - Rural Verge Grass Cutting’ suggesting times when grass cutting could occur and the reasons for this, members briefly discussed this item, including the vast amount of young dead birds on the roads due to the high grass verges, and it was:-

RESOLVED to note the contents of the correspondence and that the Clerk would request Democratic Services to notify Development & Environmental Services that they had failed to meet their objectives on all issues within the island group.

4. CORRESPONDENCE a) Orkney Ferries Ltd – Statistical Reports for June and July 2011, South Isles, and Rousay Vehicle and Passenger Service Fares from 27 June 2011

Following consideration of correspondence received from Orkney Ferries Ltd, copies of which had been previously circulated. It was:-

RESOLVED to note the contents of the correspondence.

4 b) Public Partnership Forum – Orkney Health & Care Public Meeting 3 August 2011, Letter and Questionnaire

Following consideration of the correspondence received from Orkney Heath & Care regarding the Public Partnership Forum Meeting, 3 August 2011, and a follow up letter dated 7 September 2011 highlighting the fact that no island communities participated in the meeting, copies of which had been previously circulated, members heard representation from the Clerk, that she had asked if NHS Orkney would allow the surgery’s video conferencing facilities to be used and no response was received. Following discussion, it was:-

RESOLVED to note the contents of the correspondence and that the Clerk would contact the Forum website outlining the problems experienced. c) Reform – Community Council Survey (Cut off date 3 October 2011)

Following consideration of correspondence received from Reform Scotland, who is looking at the role of Community Councils across Scotland prior to the May 2012 council elections, copies of which had been previously circulated, members heard representation from Mr M Hull who had completed the survey, and it was:

RESOLVED to note the contents of the correspondence and that members would contact Reform Scotland if they had any comments. d) Orkney Community Planning Partnership – Letter from Councillor Hagan

Following consideration of the letter received from Councillor Hagan informing members that following feedback, the forming of the Community Council Liaison Group would not be progressing at this time, copies of which had been previously circulated, it was:-

RESOLVED to note the contents of the correspondence. e) RBS Community Force Funding Opportunity (Cut off date 4 September 2011)

Following consideration of correspondence received from RBS Community Force informing communities of funding opportunities from RBS, copies of which had been previously circulated, Members heard representation from the Clerk that she had forwarded details to the Rousay, Egilsay & Wyre Development Trust (REWDT) and Mrs Z Flaws, Rousay School Parent Council, as requested by the members, and it was:-

RESOLVED to note the contents of the correspondence. f) Orkney Ferries Winter Timetable from 26 September 2011 – 5 May 2012

Following consideration of correspondence received from Orkney Ferries giving details of the winter ferry sailings from Rousay, Egilsay & Wyre, copies of which had been previously circulated, it was:-

RESOLVED to note the contents of the correspondence.

5 g) Royal Horticultural Society – RHS Britain in Bloom

Following consideration of correspondence received from the Royal Horticultural Society regarding the ‘Britain in Bloom’ campaign, copies of which had been previously circulated. It was:-

RESOLVED to note the contents of the correspondence and that the Clerk would forward the details to the Allotment Association (REWDT) and the Rousay, Egilsay & Wyre Community Associations. h) Consumer Focus Scotland – Looking for volunteers from the area to help identify local consumer issues

Following consideration of correspondence received from Consumer Focus Scotland looking for volunteers interested in consumer issues such as, education, the environment, health food, housing, post and public services, copies of which had been previously circulated, It was:-

RESOLVED to note the contents of the correspondence. i) Suffolk Association of Local Councils – Proposal to Empower Local Councils

Following consideration of correspondence received from Suffolk Association of Local Councils, seeking support on new planning guidance to major developers, copies of which had been previously circulated, it was:-

RESOLVED to note the contents of the correspondence. j) Police Board Report ref: Orkney

Following consideration of correspondence received from the Northern Joint Police Board, giving a brief summary of operational activity for periods 1 April 2011 – 30 June 2011, copies of which had been previously circulated, it was:-

RESOLVED to note the contents of the correspondence. k) Orkney Local Access Forum (OLAF) & Countryside Committee

Following consideration of correspondence received from OLAF with details of their meeting on 19 September 2011 and the ‘Minutes’ of the Annual General Meeting held on 6 June 2011, copies of which had been previously circulated, it was:-

RESOLVED to note the contents of the correspondence. l) Brough Head Wave Farm Ltd – Scoping Report (21.6.11, para 5 (k))

Following consideration of correspondence received from Brough Head Wave Farm Ltd, informing members that an Environmental Scoping Report had been submitted to Marine Scotland and could be viewed from the Aquamarine Power website or as a hard copy from Xodus Aurora, copies of which had been previously circulated, it was:-

RESOLVED to note the contents of the correspondence.

6 m) The Crown Estate’s Scotland Report – Building Strong Partnerships

Following consideration of correspondence received from The Crown Estate, a copy of the letter was circulated, and it was:-

RESOLVED to note the contents of the correspondence and that Mr M Hull had taken the full report.

5. CONSULTATION DOCUMENT a) The Taversoe, Rousay – Application for Major Variation of Premises Licence (Cut off date 12 August 2011)

After consideration of the consultative document, Application for Major Variation of Premises Licence, The Taversoe, copies of which had been previously circulated, members heard representation from the Clerk that no objections had been received and were informed that the application had been passed, and it was:-

RESOLVED to note the contents of the correspondence and comments. b) Alternative Weekly Refuse Collection (Cut off date 14 August 2011)

After consideration of the consultative document, Alternative Weekly Refuse Collection, copies of which had been previously circulated, Members heard from the Clerk that comments had been received regarding this item and passed to Democratic Services, and it was:-

RESOLVED to note the contents of the correspondence and comments and await outcome. c) Community Council Feedback & Consultative Document (Cut off date 14 October 2011)

After consideration of the consultative document, Community Council Feedback copies of which had been previously circulated, members briefly discussed this item highlighting several areas for consideration and possible areas that could be controversial to the role of the Community Councils, and it was:-

RESOLVED to note the contents of the correspondence and that members would consider the document and provide feedback either directly to Democratic Services or the Clerk for forwarding on. d) Elections – Postal Voting (Cut off date 14 October 2011)

After consideration of the consultative document, Elections – Postal Voting, copies of which had been previously circulated, Members briefly discussed this item, and it was:-

RESOLVED to note the contents of the correspondence and that members could either contact Democratic Services direct or the Clerk who would forward comments on. e) Orkney Sports Facilities & Sports Pitch Strategy (Cut off date 7 October 2011)

After consideration of the consultative document, Orkney Sports Facilities & Sports Pitch Strategy, copies of which had been previously circulated, it was:-

RESOLVED to note the contents of the correspondence. 7 6. FINANCE a) General Finance

After consideration of the Community Council General Finance Statement as of 23 August 2011, it was:-

RESOLVED to note the balance remaining within the General Fund was estimated at £15,520.37. b) Community Council Grant Scheme (CCGS)

After consideration of the Community Council Grant Scheme Statement as of 23 August 2011, it was:-

RESOLVED to note that the capping limit had been exceeded by £88.83. c) Community Development Fund (CDF)

After consideration of the Community Development Fund Statement as of 23 August 2011, it was:-

RESOLVED to note that £3,500 remained available for allocation. d) Seed Corn Funding

After consideration of the Seed Corn Funding Statement as of 23 august 2011 and a copy of the memorandum date 28 July 2011, it was:-

RESOLVED to note that £5,965 had been approved and claimed to date and approximately £9000 was available in the fund for use.

7. FINANCIAL REQUESTS a) Rousay School Parent Council – Funding for Playpark 21.6.11, para 8 (f))

Following consideration of correspondence received from the Rousay School Parent Council requesting financial assistance of £5000 towards the total project cost of £35000 for a play park, members noted that the group had raised £4500 themselves and had also made an application to the REWDT. Representation was heard from the CCLO who informed members that the group had applied for funding from the Orkney Islands Council Community Development Fund. Members debated the request, and it was:-

RESOLVED:-

(1) to award up to £5000 towards the project cost. Proposed by Mr A Firth and seconded by Mr E Shortland;

(2) that application should be made to Orkney Islands Council for payment from the REWGCC General Fund following evidence of expenditure before the funds are released.

8 b) The Orkney Islands Brochure 2012

Following consideration of correspondence received from Democratic Services regarding funding for the ‘Island s of Orkney Brochure’ for the next three years, up to a maximum of £800, it was:-

RESOLVED:-

(1) to fund the project for the next three years up to a maximum of £800; and

(2) that application should be made to Orkney Islands Council for assistance, this financial year through the Community Development Fund and from the Community Council Grant Scheme for the following two years. c) & Community Council – Fireworks & Bonfire, 5 November 2011 (Cut off date 22 August 2011)

Following consideration of correspondence received from Kirkwall & St Ola Community Council requesting financial assistance with the organising and running of the annual bonfire and fireworks event, Members heard from the Clerk, that due to the time constraints she had contacted them all and the application had been declined, and it was:-

RESOLVED to note that the application had been declined and Kirkwall & St Ola Community Council had been notified of the REWGCC decision. d) Rousay Music Group – Late Boat Request for the OTDA ,11 April 2012

Following consideration of correspondence received from Rousay Music Group requesting assistance for hiring the MV on Wednesday, 11 April 2012 for the OTDA fringe festival dance, it was:-

RESOLVED:-

(1) to award a grant to cover two thirds of the late boat hire cost for the MV Eynhallow;

(2) that application should be made to Orkney Islands Council for assistance through the Community Council Grant Scheme for the financial year 2012-2013; and

(3) that the Clerk write to the group advising them of the decision. e) Rousay Primary School – Christmas Presents

Following consideration of correspondence received from the Head Teacher of the Rousay Primary School requesting financial assistance with the purchase of ‘Santa gifts’ for nineteen children in the school, it was:-

RESOLVED to award a donation of £200.

9 f) Wyre Community Association – Late Boat Request for Harvest Home, Saturday 12 November 2011

Following consideration of correspondence received from Wyre Community Association requesting financial assistance with late boat hire for the Harvest Home on Saturday 12 November 2011, it was:-

RESOLVED:-

(1) to award a grant to cover two thirds of the late boat hire cost (Clerk to be advised on whom the group are using together with price);

(4) that application should be made to Orkney Islands Council for assistance through the Community Council Grant Scheme; and

(5) that the Clerk write to the group advising them of the decision.

8. PUBLICATIONS

The following publications had been received and made available to members: -

Orkney Office Supplies - Office Goods, J Parks Wholesaler - Bulb Catalogue, Shenzhen Mats Dotcom, Logo Mat – Mats and various suppliers of play equipment i.e. Kompan Playgrounds – various play equipment/surface, Russell Play – play equipment, transforming urban spaces and new online catalogue, Notts Sport – save pounds on your mounds, recover your wet pour, SMP Playgroups Ltd – 10% discount and Sustainable Options – products made from recycled waste, and it was:-

RESOLVED that Miss I Murray would pass the play publications onto the Rousay School Parent Council.

9. ANY OTHER COMPETENT BUSINESS a) Dates for forthcoming meetings

After consideration of a selection of dates put forward for forthcoming meeting for the next year, it was:-

RESOLVED to note the following dates and book the GP room for the next year.

Saturday, 3 December 2011 @ 10.15 a.m. Saturday, 4 February 2012 @ 10.15 a.m. Saturday, 14 April 2012 @ 10.15 a.m. Tuesday, 19 June 2012 @ 7.30 p.m. (date may be amended due to Council elections) Tuesday, 18 September 2012 @ 7.30 p.m. Saturday, 1 December 2012 @ 10.15 a.m.

10 b) Landscaping of Excavation Work at the Pier and Lodge

Members heard representation from Mr R Tipper regarding reinstatement of the corner at Trumland Lodge and the ground works at the pier following alterations for the delivery of the 9kw turbine. Following a brief discussion, it was:-

RESOLVED to note the comments and that the Clerk would contact Mrs M Koster, Turbine Development Officer, REWDT suggesting that at Trumland Lodge the slope be reinstated but kept low and to level off the area at the pier and replace the lamp post. c) Fencing at Brinian Kirkyard

Members heard representation from Mr R Tipper that there is an area of waste land to the left of the burial ground where the debris left over from digging the graves, grass cuttings etc is put and this looks like a ‘building site.’ He suggested that a wooden fence be erected to separate the two areas, approximately 70 metres long. Following a brief discussion, it was:-

RESOLVED to note the comments and that the Clerk would contact Orkney Islands Council requesting that consideration be given to the erection of a fence. d) Sunday Sailing

RESOLVED that this item be carried over for discussion at the next meeting. e) Bench at Saviskaill Bay

RESOLVED that this item be carried over for discussion at the next meeting. f) Orkney Ferries Tariff Review

Members heard representation from Councillor S Harcus that ferry usage was being looked at and that Orkney Islands Council was undertaking a ferry tariff review with feedback on their findings planned fairly soon. The CCLO informed members that a series of public meetings were planned before Christmas and the topic would be publicised in the media, and it was:-

RESOLVED to note the comments and await notification of the public meetings. g) Haulage of Livestock and Other Goods etc from Egilsay

Members heard representation from Mr JE Dick regarding the lack of transport facilities to move livestock and other large items quickly and efficiently from Egilsay. He explained that if anyone wants to move anything that requires a lorry ie livestock, fuel etc then the earliest they can get to Egilsay is 09.20 a.m., that lorry would then have to wait until lunchtime before it could leave, incurring extra costs to the residents of the island. He informed members that Egilsay had put forward numerous suggestions to Marine Services and to date no satisfactory outcome had been achieved. The members discussed this item, and it was:-

RESOLVED to note the comments and that the Clerk write to Democratic Services, requesting that they contact the Head of Marine Services asking for suggestions on how they could move goods etc, urgently from Egilsay without the excessive wait and the now discontinued Sunday Service due to the Winter Timetable.

11 10. DATE OF NEXT MEETING

RESOLVED that the next meeting will be held on Saturday, 3 December 2011 at 10.15 a.m.

11. CONCLUSION OF MEETING

There being no further business the meeting concluded at 10.05 p.m.