Minutes of Meeting of the Highland and Western Isles Valuation Joint Board held in Committee Room 2, Council Headquarters, Glenurquhart Road, Inverness, on Wednesday, 26 November 2008 at 10.30 a.m.
Present
Representing The Highland Council
Mrs H Carmichael
Mr L Fraser
Ms M Smith
Mr P Cairns
Mr J Gray
Representing Western Isles Council
Mr K Murray
Officials in attendance:
Mr D Gillespie, Assessor and Electoral Registration Officer
Mr R Clark, Senior Audit Manager, Audit Scotland
Mr A Bernard, Treasurer’s Office
Ms R MacKinnon, Equal Opportunities Officer, Highland Council
Miss J Maclennan, Clerk’s Office
Mrs H Carmichael in the Chair
1. Apologies for Absence
Apologies for absence were intimated on behalf of Mr J McGillivray, Mr R Rowantree, Mr F D S Black and Mr R Greene (Substitute) of the Highland Council and Mr M Macleod of the Western Isles Council.
2. Minutes of Last Meeting
There had been circulated and APPROVED Minutes of the Board Meeting of 12 August 2008.
3. Revenue Budget Monitoring Statement 2008/09
There had been circulated Report No VAL-20-08 comprising a statement and commentary by the Assessor and Electoral Registration Officer on Revenue Expenditure and Income for the period to 31 October 2008. The report showed actual net expenditure of £1,436,000 against anticipated expenditure for the period of £1,545,000, a current underspend of £109,000. However, an overspend at the year-end of £20,000 was forecast mainly as a result of increased energy and postage costs. Valuation Appeal Panel expenses had also increased and, in this connection, Members were informed of a change of the secretariat of the Appeals Panel and advised that it would be necessary for the secretariat fee to be determined between the Sheriff Principal and the Clerk.
The Board NOTED the position and AGREED that the secretariat fee for the Valuation Appeal Committee be determined in negotiation with the Clerk.
4. Report 2007/08 Audit
There had been circulated Report No VAL-21-07 by the Treasurer introducing and commenting on the External Audit Report, in respect of the Final Accounts, for the financial year ended 31 March 2008. The 2007/08 Statement of Accounts was appended to the report and the External Auditor’s Report had also been circulated as Report No VAL-21b-07.
Further improvement in the time taken to produce the Final Accounts had been achieved. The Senior Audit Manager reported that he had issued an unqualified report on the accounts and pointed out that no Action Plan had been included in the report as no matters had arisen which it was felt required to be addressed. There was an excess of liabilities over assets due to the accrual of pension liabilities but Audit Scotland were satisfied the Valuation Joint Board was a going concern.
The Board NOTED:-
i. the External Auditor’s report for the year to 31 March 2008;
ii. the Treasurer’s response to the findings of the Auditor; and
iii. the Statement of Audited Accounts for 2007/08.
5. Departmental Report
There had been circulated Report No VAL-22-08 by the Assessor and Electoral Registration Officer advising on the current position of the main activities of the Department. Since the previous meeting of the Board, the Department had been concerned with the conduct of the annual canvass, the clearance of rating appeals, preparations for the 2010 revaluation, the maintenance of the Council Tax list and disposal of accumulated appeals.
Considerable discussion took place as to how electoral registration could be increased. Closer collaboration with organisations such as benefit agencies was explored but it was important to bear in mind that there were a variety of reasons why an individual might choose not to be registered. Measures to encourage registration were also considered, including providing registration forms for those taking part in citizenship ceremonies, but it was acknowledged that the level of registration in Highland was higher than in most urban areas.
Members were also informed that the Highland Council was considering making provision for new offices in Wick. There was therefore an opportunity for the Area Valuation office to be included in any rationalisation and, while welcoming this in principle, Members stressed that the accommodation would have to meet the Board’s requirements.
Thereafter the Board NOTED the report and AGREED, in principle, to further discussions taking place concerning the possibility of the Wick Office relocating as part of the proposed Highland Council rationalisation of property.
6. Schedule of Meetings 2009
There had been circulated Report No VAL-23-08 by the Clerk recommending a schedule of meetings for 2009 and a remit to the Clerk to make the necessary arrangements.
The Board AGREED:-
i. the schedule of meetings for 2009, as follows:-
Wednesday 7 January 2009
Wednesday 29 April 2009
Tuesday 11 August 2009
Wednesday 25 November 2009
ii. to authorise the Clerk to make the necessary detailed arrangements,
including location, in consultation with the Convener and Vice-Convener,
and to any later adjustments to the schedule that proved necessary.
7. Race Equality Scheme
As a public body, the Valuation Board had a duty to produce Race, Disability and Gender Equality Schemes and to review and update them as required. Each Scheme currently had a different date by which such reviews and/or updates had to be completed. Following the creation of the Equality and Human Rights Commission it was now possible for consideration to be given of drawing all three Schemes together, an approach which the Highland Council planned to adopt and which the Valuation Board could also consider.
However, meantime, the Board was required to review and update its Race Equality Scheme by 30 November 2008 and the Board therefore AGREED to delegate powers to the Assessor and Electoral Registration Officer to arrange publication of the Board’s reports, in consultation with the Convener and Vice Convener.
The meeting ended at 11.40 a.m.