• Agenda

Minutes of Meeting of the Highland and Western Isles Valuation Joint Board held in the Council Offices, Glenurquhart Road, Inverness on Wednesday, 27 June 2007 at 10. 30 a.m.

 

Preliminaries

 

1.           Interim Chairman

 

The Clerk presided at the meeting, being the first meeting of the Board following the local authority elections, until the Board elected its Convener (item 6 below refers).

 

2.           Membership

 

There had been circulated and NOTED Report No. VAL-09-07 dated 6 June 2007 by the Clerk giving the details of the substantive and substitute representatives appointed to the Board by the Constituent Authorities, i.e. The Highland Council and Western Isles Council, in terms of paragraph 1 of Schedule 2 of the Valuation Joint Boards (Scotland) Order 1995 as follows:-

 

Representing The Highland Council:

 

Substantive Members

Mr James McGillivray, Struay Villa, 11 School Street, Embo, Dornoch, Sutherland, IV25 3PZ  (01862) 810650

Ms Maxine Smith, Heathfield House, Delny, Invergordon, IV18 0LN  (01349) 854335

Mr Peter Cairns, Pink Lodge, Easter Suddie, Munlochy, Ross-Shire, IV8 8PA  (01463) 811255

Mrs Helen Carmichael, The Haven, Ferry Lane, Beauly, Inverness, IV4 7EB  (01463) 782555

Miss Janet Campbell, 36 Bruce Gardens, Inverness, IV3 5EN  (01463) 233260

Mr James Gray, 18 Beaufort Road, Inverness, IV2 3NP (01463) 729730

Mr Laurie Fraser, Fallowdene, Marine Road, Nairn, IV12 4EA (01667) 459916/453038

Mr Stuart Black, Laintachan, Nethy Bridge, Inverness-Shire, PH25 3EE  (01479) 821641

 

Substitute Members

Mrs Audrey Sinclair, Carnmore, Badicaul, Kyle, Ross-Shire, IV40 8BB  (01599) 534238

Mrs Jean Urquhart, 4 West Lane, Ullapool, Ross-Shire, IV26 2UT   (01854) 612929

Mr Alan Torrance, Upper Rosemount, Tain, Ross-Shire, IV19 1ND  (01862) 893658/892931

Mr Alex Graham, 9 Rangemore Road, Inverness, IV3 5EA  (01463) 714022

Mr Norrie Donald, 3 Strath Gardens, Dores, Inverness, IV2 6TT  (01463) 751396

Mr John Finnie, 29 Bellfield Park, Inverness, IV2 4TA  07796 286588

Mr Fraser Parr, 56 Grigor Drive, Inverness, IV2 4LS  (01463) 220720

Mr Graham Marsden, Keeys Cottage, 2 New Biggins Building, High Street, Auldearn, IV12 5TG  (01667) 451451

 

Representing Western Isles Council:

 

Substantive Members

Mr Murdo MacLeod, 31 Urquhart Gardens, Stornoway, Isle of Lewis, HS1 2TX  (01851) 702458

Mr Kenneth Murray, Carnan House, Shawbost, Isle of Lewis, HS2 9BS  (01851) 710437

 

Substitute Members

Mr Gerry MacLeod, 17 Kenneth Drive, Loichboisdale, South Uist, HS8 5TJ  (01878) 700460

Mr Donald I Nicholson, 28a East Street, Sandwick, Isle of Lewis, HS2 0AL  (01851) 705207

 

3.           Calling of Roll and Apologies

 

An apology for absence was intimated on behalf of Mr K Murray of Comhairle nan Eilean Siar.

 

4.           Standing Orders Relating to the Conduct of Meetings

 

There had been circulated for retention and was NOTED a copy of the Board’s Standing Orders (Booklet A) relating to the Conduct of Meetings, previously approved by the Board in January 2002.

 

5.           Senior Councillor Allowances

 

There had been circulated and was NOTED Report No. VAL-10-07 dated 6 June 2007 by the Clerk on the level of remuneration to be paid to the Convener and Vice Convener in terms of the relevant Regulations and Scottish Executive guidance on their content and implications.

 

6.           Appointment of Convener and Vice Convener

 

i)        Convener

 

In terms of Paragraph 3 (1) of the Schedule to the Valuation Joint Boards (Scotland) Order 1995, the Board was advised that it was required to appoint a Convener.

 

Ms M Smith, seconded by Mr L Fraser, nominated Mrs H Carmichael, the Highland Council.

 

Mr M MacLeod, seconded by Mr S Black, nominated Mr J Gray, the Highland Council.

 

In a vote by ballot between the two candidates, Mrs H Carmichael received 6 votes and Mr J Gray received 4 votes.

 

The Board therefore AGREED to appoint Mrs H Carmichael as Convener of the Board.

 

ii)      Vice Convener

 

In terms of Paragraph 3 (1) of the Schedule to the Valuation Joint Boards (Scotland) Order 1995, the Board was advised that it was required to appoint a Vice Convener.

 

Mr J Gray, seconded by Mr D Nicholson, nominated Mr M MacLeod, Western Isles Council.  There were no other nominations.

 

The Board therefore AGREED to appoint Mr M MacLeod as Vice Convener of the Board.

 

7.           Minutes – Previous Meeting

 

There had been circulated and were APPROVED Minutes of the Board Meeting of 27 March 2007. 

 

8.           Members’ Guidance – Board Constitution and Functions

 

There had been circulated Report No. VAL-11-07 dated 6 June 2007 by the Clerk advising Members of the provisions of the Valuation Joint Boards (Scotland) order 1995, as amended, on the constitution, membership and functions of the Board.

 

The Board NOTED the position.

 

9.           Members’ Guidance – Departmental Functions

 

There had been circulated and NOTED Report No. VAL-12-07 dated June 2007 by the Assessor and Electoral Registration Officer on the services provided and operated by his Department and the Members’ role and relationship thereto.

 

The Assessor and Electoral Registration Officer advised that this document provided a general background to the roles and functions of the Department and suggested that, as had been done in the past, Members might wish to consider whether they would prefer to look at this in more detail by way of a seminar.

 

Arising from discussion, the Assessor and ERO explained the regulations surrounding the Council Tax Banding of derelict properties and the criteria to qualify for rates relief in such circumstances.  With a potential change of Business and Council Tax being discussed at a national level, the Board also indicated that it might wish to make representation on any legislative changes.

 

10.       Revenue Budget 2007/08 – Monitoring Statement

 

There had been circulated Report No. VAL-13-07 dated 18 June 2007 comprising a statement on Revenue Expenditure and Income for the period from 1 April to 30 May 2007 and projecting the year end position. The Treasurer pointed out that actual net expenditure amounted to £346,000 as against anticipated expenditure for the period of £373,000, an underspend of £27,000.  The estimated year end position was that the budget would be on target.

 

The Board NOTED the position.

 

11.       Corporate Governance

 

There had been circulated, for retention by Members, copies of the following Board documents:-

 

i)        Financial Regulationsm (Booklet B);

ii)       Standing Orders Relating to Contracts (Booklet C) ; and

iii)     Scheme of Delegation to Officers (Booklet D).

 

Members were advised that the changes made to these documents reflected new legislation, subsequent Board decisions and adjustments made to officer job titles as a consequence of recent changes within the Highland Council.

 

The Board APPROVED the documents as detailed.

 

12.       Draft Gender Equality Scheme

 

Members were advised that the Equality Act 2006 provided that, from April 2007, all public bodies had a duty to promote gender equality (similar to the duties to promote race equality under the Race Relations (Amendment) Act 2000 and disability equality under the Disability Discrimination Act 2005).  The Act required the Board to have developed a Gender Equality Scheme by 29 June 2007. 

 

In this regard, there had been circulated Report No. VAL-14-07 by the Assessor and Electoral Registration Officer setting out for approval a draft Highland and Islands Valuation Joint Board Gender Equality Scheme.  Extensive consultation had taken place with the Highland Council’s Equal Opportunities Officer in drawing up the Draft Scheme to ensure the Board could proceed in a proper manner but the Board was likely to have an additional opportunity later in the year to discuss the Scheme once all Discrimination policies were brought together.

 

Members APPROVED the draft Highland and Islands Valuation Joint Board Gender Equality Scheme.

 

13.       Monitoring of Retirements 2006/07

 

There had been circulated and NOTED Report No. VAL-15-07 dated 13 June 2007 by the Payroll and Pensions Manager, the Highland Council, which advised members of the number of retirements in the year 2006/07 of the Highland and Western Isles Valuation Joint Board members of the Local Government Pension Scheme.

 

14.       Departmental Report

 

There had been circulated Report No. VAL-16-07 by the Assessor and Electoral Registration Officer (ERO) advising of the main activities of the Department.  Since the last meeting of the Board, the Department had been concerned with the conduct of the Scottish Parliament and Local Government Elections on 3 May 2007, clearance of revaluation appeals and the ongoing maintenance of the valuation roll and Council Tax list.

 

The elections on 3 May 2007 had encountered some difficulties and the Electoral Commission had appointed an expert to undertake a review.  From the Assessor and ERO’s perspective, all deadlines had been met despite recent legislative changes which had been made to the timetable in relation electoral registration etc.  Amongst other points raised, members were informed that during the course of the poll it had only been necessary to use the new emergency procedures to correct three clerical errors and eight applications under the emergency proxy procedures had been received, and resolved, in the run up to and on polling day.  An error had occurred in the allocation of two polling stations but this had been identified in advance and action had been taken to notify the electors affected of the correct arrangements. 

 

The terms of the Electoral Administration Act 2006 were starting to take effect.  Apart from the review of polling schemes which constituent authorities had to undertake, it was likely that the ingathering of personal identifiers would take place in Scotland.  However, until the Electoral Commission had reviewed how the use of Personal Identifiers for postal votes had worked in practice in England and Wales during the May elections, the timescales involved for its introduction was unclear. 

 

Discussion took place as to arrangements surrounding the election in the Highland Council area.  Whilst many points raised fell outwith the remit of the Board, the comment was made that the revised timescales involved in the election process were likely to have compounded difficulties.

 

In relation to other departmental activities, Members were assured that where appropriate information wherever possible was published.  A question arose as to the monitoring mechanisms to track persistent non-payers of non-domestic rates.  However, although the Assessor and ERO determined the valuation of properties, it was for the constituent authorities themselves to collect revenue.

 

The Board NOTED the position.

 

15.       Schedule of Meetings

 

Members were advised that it had been the Board’s practice to meet four times in most calendar years and five times in an election year.  When selecting dates every effort was also made to minimise conflict with the Constituent Authorities’ own schedules of meetings and, as appropriate, to take into account the requirements of the budgetary process.

 

The Board AGREED that the next two meetings of the Board take place in Inverness on Wednesday, 12 September 2007 and Wednesday, 21 November 2007.

 

The meeting concluded at 11.45 a.m.