Agenda and minutes

Minute of Meeting held on 30 August 2017 to be noted.  (Copy attached.)

The Minute of the Meeting of Peebles Common Good Fund Sub-Committee held on 30 August 2017 had been circulated.

DECISION

APPROVED. 

Consider report by Chief Financial Officer.  (Copy attached.)

There had been circulated copies of a report by the Chief Financial Officer providing details of the income and expenditure for the Peebles Common Good Fund for the six months to 30 September 2017 and full year projected out-turn for 2017/18 and projected balance sheet values as at 31 March 2018.  Appendix 1 to the report provided a projected Income and Expenditure position which currently showed a projected deficit of £12,467 for the year.   Appendix 2 to the report contained a projected Balance Sheet to 31 March 2017 and projected a decrease in the reserves of £49,908.  Appendix 3 to the report detailed the breakdown of the property portfolio showing projected rental income for 2017/18 and actual property expenditure to 30 September 2017.   Appendix 4 to the report showed the value of the Newton Fund to 30 September 2017.  The Capital and Investments Manager advised that due to there being 2 vacant properties rental income had dropped by £12k.  In terms of grants £16k had been allocated to date with £26,577 still available for the remainder of the financial year.  Newton Fund performance continued to decrease and a proposal would be submitted to Council in December recommending a change of Fund.

DECISION

AGREED:-

(a)     the projected Income and Expenditure for 2017/18, as detailed in Appendix 1 to the report as the revised budget for 2017/18;

(b)     to note the projected Balance Sheet value as at 31 March 2018, as detailed in Appendix 2 to the report;

(c)     to note the summary of the property portfolio, as detailed in Appendix 3 to the report; and

(d)     to note the current position of the investment in the Newton Fund, as detailed in  Appendix 4 to the report.

The Chairman welcomed Mike Pearson from the Victoria Park Action Group to the meeting.  He gave an update on enhancements to the Park and proposed that a new seat and picnic table be installed.  Members discussed a proposal from the Community Council to construct a whin path from the pedestrian crossing through park parallel to Kingsmeadow Road.  It was noted that the costs of this could not be met by the Action Group and that once a plan showing the route of the path had been provided that the Estates Officer be asked to provide costs for the project. 

DECISION

AGREED:-

(a)     to approve the provision of a new seat and picnic table; and

(b)     that once a plan for the proposed path had been provided that this be passed to the Estates Officer for costing.

Members noted that a decision in principle had been given to the Callant’s Club to plant bulbs in Victoria Park to allow planting to go ahead.

DECISION

AGREED to approve the bulb planting.

It was reported that a request had been received from Parkrun UK to hold weekly runs in Haylodge Park.  Members agreed that in view of the number of other park users this would need careful co-ordination and asked that Parkrun representatives be invited to their next meeting to provide more information before a decision was taken.

DECISION

AGREED that Parkrun representatives be invited to the next meeting of the Sub-Committee.

(i)      Footpath resurfacing for Cuddyside and Haylodge Park footpaths.

(ii)      Maintenance of Haylodge Boundary Wall (Campbells Dyke).

(iii)     Repair of floor in the gents toilets at Haylodge Park.

(Details attached.)

It was noted that requests had been received from the Property Officer for various works.  Members advised that they considered the level of information provided was unsatisfactory and did not feel that they could consider such requests without the benefit of a full and detailed report and an officer present.  In addition there was uncertainty as to whether or not some of the subjects did belong to the Common Good Fund.  Members requested that a full review of all Common Good assets be carried out so that maintenance could be undertaken in a planned manner.  However, Members did agree that the works to repair the floor of the gent’s toilet at Haylodge Park could be approved.

DECISION

AGREED:-

(a)     that a full and detailed report be provided, including confirmation of ownership, in respect of the works required;

(b)     that a review of maintenance required to Common Good Assets be carried out: and

(c)     to approve repairs in the sum of £469.20 to the floor of the gents toilet at Haylodge Park.

There had been circulated copies of a request for funding in the sum of £6,826 towards the cost of match funding the publication of Volume 2 of “Peebles and Its People”.  In response to a question the Callants Club representative confirmed that all profits from sales went back into the community for the enhancement of the town.  Further fundraising by the Callants Club now meant that amount requested could be reduced.  Councillor Bell, seconded by Councillor Chapman, proposed that a total sum of £6,000 be granted with £3,000 of this being given in the form of an interest-free loan to be paid back over a maximum of three years.  This proposal was unanimously agreed.

DECISION

AGREED that a total sum of £6,000 be granted with £3,000 of this being given in the form of an interest-free loan to be paid back over a maximum of three years and that an appropriate legal agreement be drawn up to cover the loan.

There had been circulated copies of a request for funding for a sum equivalent to the annual lease charge of the Hay Lodge Depot.  Mr Bruce, a member of the Steering Group was present at the meeting and advised that there were 15 prospective members of the Shed   Group, which would become a properly constituted body on 6 December 2017.  This would open the door to further funding opportunities.  Members discussed the request. 

VOTE

Cllr Haslam, seconded by Councillor Small, moved that the Group be granted a 2 year rent free lease. 

Councillor Bell, seconded by Councillor Chapman, moved as an amendment that the Group come back to a future meeting with a full, informative update after they had become constituted. 

On a show of hands Members voted as follows:-

Motion             -           2 votes

Amendment     -           3 votes

The amendment was accordingly carried.

Members did agree that they could not give a guarantee to the Mens Shed that the depot would not be let should a suitable tenant come along in the meantime.

DECISION

DECIDED that the Peebles Mens Shed come back to a future meeting with a full, informative update after they had become constituted. 

There had been circulated copies of a request for funding in principle of the sum of £8,375 which was required to secure landfill funds of £80k which was part of a funding package to support an extension to the theatre.  Mr Jenkins, Vice Chairman was present and explained the current development plans which included a number of applications for financial assistance totalling £1,260,000.  Members noted that payment of the funds requested would only be required if the Big Lottery Fund application was successful. 

DECISION

AGREED that the sum of £8,375 be approved in principle subject to the success of the funding application to the Big Lottery.

DECLARATION OF INTEREST

Councillor Tatler declared an interest in the above item of business in terms of Section 5 of the Councillors Code of Conduct and left the room during the discussion.  Councillor Chapman took the Chair in Councillor Tatler’s absence.

With reference to paragraph 3 of the Minute of 30 August 2017, there had been circulated copies of a letter of thanks from Peebles Archaeological Society.

DECISION

NOTED.

Before proceeding with the private business, the following motion should be approved:-

“That under Section 50A(4) of the Local Government (Scotland) Act 1973 the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in the relevant paragraphs of Part 1 of Schedule 7A to the aforementioned Act.”

DECISION

AGREED under Section 50A(4) of the Local Government (Scotland) Act 1973 to exclude the public from the meeting during consideration of the business detailed in the Appendix to this Minute on the grounds that it involved the likely disclosure of exempt information as defined in Paragraph 9 of Part I of Schedule 7A to the Act.

SUMMARY OF PRIVATE BUSINESS

Private Section of the Minute of 30 August 2017 to be noted.  (Copy attached.)

The Private Section of the Minute of 30 August 2017 was approved.

Consider update by Estates Surveyor.

Members received an update on the letting of Old Corn Exchange, Peebles.

Consider update by Estates Surveyor.

Members received an update on the lease of Peebles Golf Club.