Agenda and minutes

As this was the first meeting of the William Hill Trust Sub-Committee following the Local Government Election in May 2017, nominations were invited for the role of Chairman of the Sub-Committee.  Councillor Miers proposed Cllr Parker as Chairman and suggested that his appointment be reviewed midway through the current term of office.  There were no other nominations and Councillor Parker was therefore appointed as Chairman.  Nominations were then invited for the role of Vice-Chairman.  Councillor Miers proposed himself as Vice Chairman seconded by Councillor Drum and was duly appointed as Vice-Chairman.

DECISION

AGREED that:-

(a)          as there were no other nominations, Councillor D Parker was duly appointed as Chairman and Councillor T Miers was appointed as Vice-Chairman; and

(b)          these appointments be reviewed midway through the current term of office.

Minute of 7 June 2016 for noting. (Copy attached.)

There had been circulated copies of the Minute of 7 June 2017.  

DECISION

NOTED the Minute.

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

            There had been circulated copies of a report by the Chief Financial Officer giving details of the income and expenditure for the William Hill Trust Fund for the year 2016/17 to 31 March 2017, including the proposed budget for 2017/18 and the projected balance sheet values at 31 March 2017.  Appendix 1 to the report detailed the actual income and expenditure position for 2016/17, including interest from the Newton Investment and from donations from other Melrose Trusts and showed an overall deficit of £16,405 due mainly to payment of substantial grants being awarded.  Following discussion, it was agreed that the budget for Grants would be increased to £10,000 to meet future applications.  Appendix 2 contained the balance sheet value to 31 March 2017 showing a projected decrease in reserves of £17,069.  Appendix 3 showed the value of the Newton Fund investment to 31 March 2017.  Mr Yallop advised that following concerns over the Newton Fund’s performance during 2016/17, this had improved at the beginning of 2017.  Performance, however, was measured over a five year period and figures showed that overall, performance had fallen below expectations.  SBC had commissioned a report by KPMG, SBC’s investment advisors, and this report recommended that a procurement exercise be undertaken in respect of future Fund providers.  This exercise will be progressed and further updates will be provided to Members in due course. 

            DECISION

(a)       NOTED:-

          (i)      the actual income and expenditure for 2016/17 in Appendix 1;

          (ii)     the final balance sheet value as at 31 March 2017 in Appendix 2;

          (iii)    the current position of the investment in the Newton Fund, including the short, medium and long term performance of the Fund against its peers in Appendix 3;

(b)       AGREED:-

(i)      the proposed budget for 2017/18 in Appendix 1; and

(ii)     that the budget for Grants be increased to £10,000.

Consider an application for financial assistance from Melrose Waverley Tennis Club.  (Copy attached.)

There had been circulated copies of an Application for Financial for Assistance on behalf of Melrose Waverley Tennis Club.  Ms Patricia Nicholson, Secretary of Melrose Waverley Tennis Club was in attendance in support of the Application.  The Application explained that the Tennis Club offered coaching programmes for juniors and adults as well as social tennis with designated times for over 70s.  The Club facilities were also available for non-members to use for tennis, meetings etc and were very well used for local events throughout the year.  In order to enhance the interior of the clubhouse and transform it into a more multi-purpose space, a number of improvements were required, including the purchase of new furniture, light catering equipment and wall heating in the main area.  Mrs Oliver explained that £30,000 of the Club’s existing funds was ring-fenced in a separate Designated Fund for the replacement of court surfacing and floodlighting; the Club would contribute the sum of £1,606.78 towards the cost of the Clubhouse improvements.  In response to questions from Members, Ms Nicholson advised that there were 150 young people from Melrose and outwith currently being coached at the Tennis Club, with the total membership at 172.  With reference to the court resurfacing, this was a requirement of previous Lottery funding and Members were advised that this work was now necessary to maintain the standard of the courts.  With regard to publicising the improved facilities, Ms Nicholson indicated that the Club would actively increase promotion of the refurbished Clubrooms following completion of the work.

DECISION

AGREED that financial assistance be granted to Melrose Waverley Tennis Club in the sum of £2,482 to assist with the purchase of new furniture, light catering equipment and wall heating.

(a)        Consider an application for financial assistance from Melrose Festival Committee.  (Copy attached.)

            There had been circulated copies of an Application for Financial for Assistance on behalf of Melrose Festival Executive.  Mrs Evelyn Oliver, Honorary Secretary and Mrs Helen Chisholm, Honorary Treasurer of Melrose Festival Executive, were in attendance in support of the Application which explained that the Melrose Festival was a historical pageant that had taken place since 1936 and now provided a range of activities for the whole community, including the appointment of the Melrosian and associated events.  Any events within the Melrose Abbey and its grounds were now subject to requirements by Historical Environment Scotland (HES) to protect both the Abbey and its grounds.  Melrose Festival hosted a number of the ceremonial events at Melrose Abbey and now, due to the age and condition of the chairs which were currently used to seat guests and members of the public at these events, the Festival Executive was unable to comply with the requirements laid down by HES.  In particular, HES required that all seating must sit on frames which protected the ground and the current chairs did not fit these frames.  Due to the age and construction of these chairs, they were also extremely difficult to store and transport and the Festival Executive relied heavily on volunteers to assist with this.  Further restrictions in respect of access by the public to certain areas of the Abbey grounds had made it necessary to increase the amount of seating and number of frames to accommodate the audiences at these events.  Further replacement of decorative bunting was also included in the Application as the current stock was faded and potentially unsafe and could no longer be used.  Mrs Oliver explained that the Melrose Festival Executive was a voluntary organisation and as such, raised thousands of pounds each year through the efforts of its members, Patrons and fund-raising events.  It also received a grant from Scottish Borders Council to fund public protection measures and could not be used to purchase new or replacement equipment such as chairs.  Mrs Oliver advised the Sub-Committee that no previous Application had been submitted to the William Hill Trust for Financial Assistance and that the amount requested would cover the replacement seating, frames, trolleys and bunting.

5.2       The Chairman thanked Mrs Oliver and Mrs Chisholm for their attendance and explanation given in support of the Application.  In answer to questions from the Members, Mrs Oliver advised that the Festival Executive was currently in possession of 400 chairs and were able to borrow a further 60 from Melrose Abbey.  Those owned by the Festival Executive were available for other events however the total number would not now be sufficient given the requirements by HES as detailed in paragraph 5.1 above.  The Festival Executive had considered other possibilities and had identified what was considered to be the best value option at this time.  Mrs Oliver did not have the information available at the meeting on the cost for each item but would submit this to the Sub-Committee within the next day or  ...  view the full minutes text for item 6.