Agenda and minutes

Minutes of the following meetings to be approved and signed by the Chairman:-

1.1     There had been circulated copies of the minutes of 29 October 2014 and of the special meeting of 2 December 2014.

          DECISION

          APPROVED the minutes for signature by the Chairman. 

MEMBER

          Councillor Davidson joined the meeting.

1.2     With reference to paragraph 2 of the Minute of 2 December 2014, the Estates Surveyor advised that the necessary work to the fireplace in Smedheugh farmhouse had been completed but that this work had not been covered by the Council’s insurance policy.

          DECISION

          NOTED.

1.3    With reference to paragraph 3 of the Minute of 2 December 2014, Members were advised that a quote of £250 had been received to secure the gable end of the storage shed at Smedheugh.

         DECISION

         AGREED that the work required to secure the gable end of the storage shed be carried out.

(Copy attached)

          There had been circulated copies of a report by the Chief Financial Officer setting out details of transactions on the Selkirk Common Good Fund for the 9 months to 31 December 2014 and projecting revenue income and expenditure for 2014/15 and balance sheet values at 31 March 2015.  The Corporate Finance Manager highlighted the main points of the report and answered Members’ questions.  Appendix 1 to the report provided a projected Income and Expenditure position, which showed a projected deficit of £11,497 for the year.  The projected Balance Sheet to 31 March 2015, Appendix 2 to the report, indicated a projected increase in the Capital Reserve of £327, arising from unrealised movement on the Newton Fund investment and a cash balance at this date of £52,046.  Further appendices to the report showed the current position of the investment in the Newton fund and a summary of the property portfolio.  The fixed assets shown on the Balance Sheet were due for revaluation from 1 April 2014.  The Council’s Estates Section was currently finalising these and the final year-end Balance Sheet would be adjusted to reflect these revaluations.  Members noted that income of £3,000 had been added in respect of anticipated payment from Selkirk Flood Protection Scheme in respect of loss of trees along the river bank downstream from Victoria Park.  The Capital Reserve was invested in the Newton Fund which was anticipated to fully return the projected annual budgeted income of £3,200.  With regard to grants and other donations the report indicated that a total of £5,250 had been paid during the financial year up to 31 December 2014 with £4,390 approved and not yet paid.  It was agreed that the circumstances be investigated around the grants approved but not yet taken up.  In response to further questions from Members the Corporate Finance Manager advised that a breakdown of costs could be provided annually with the out-turn report and that a report would also be forthcoming on a review of the Central Support Charge applied to the Common Good Funds.  It was noted that, in accordance with the management agreement, the annual grant to the Selkirk Hill Management Group was subject to the submission of a report and annual accounts.  Members asked for a formal visit to the hill to be organised and, following the group’s AGM in April, for an update report to be brought to the next meeting. 

          DECISION

(a)       AGREED:-

(i)              the projected out-turn in Appendix 1 to the report as the revised budget for 2014/15; 

(ii)               to investigate circumstances around grants approved but not yet paid;

(iii)      that the out-turn report include a breakdown of costs relating to property; and

(iv)      that a formal visit to Selkirk Hill be organised and that an update report  from the Selkirk Hill Management Group to be brought to the next meeting             

(b)       NOTED:-

(i)            the projected Balance Sheet, summary of property portfolio and current position of the investment in the Newton Fund as detailed in Appendices 2, 3 and 4  ...  view the full minutes text for item 2.

Consider report by Service Director Commercial Services.  (Copy attached.)

          There had been circulated copies of a report by the Service Director Commercial Services seeking the consent of the Selkirk Common Good Fund Sub Committee to continue the lease of the Golf Course to Selkirk Golf Club on a year to year basis.  The report explained that the current lease, attached as an appendix to the report, commenced in 1994 by Ettrick and Lauderdale District Council.  The 21 year term was due to expire on 31 March 2015 but there was provision for it to be continued on a year to year basis.  The terms of the current lease were still acceptable and appropriate and the report recommended that the lease be continued on this basis.   As the previous lease did not include the Club House Members asked for investigation to be carried out into the ownership of the buildings in order to establish whether they should be included in the Common Good property valuations.

          DECISION

          AGREED:-

(a)       to continue the current lease to Selkirk Golf Club on a year to year basis until such time as a new lease with new terms and conditions be required by either the tenant or landlord; and

(b)        to request the Estates Surveyor and Solicitor to carry out an investigation into the ownership of the buildings on the golf course and to ascertain whether these should be included in the Common Good property valuations.

See discussion under paragraphs 2 and 3 above.

Consider application received from Selkirk Football Club.  (Copy attached.)

APPLICATION FOR FINANCIAL ASSISTANCE

There had been circulated copies of an application from Selkirk Football Club for funding of £5,000 for the purchase of portaloos for use by players, spectators and supporters at the pitch side.  The application explained that Scottish Football Association guidelines required licensed clubs to provide two male and two female toilets available to spectators.  At present the club had just one male and one female toilet.  Members discussed the application and referred to the fact that Selkirk Football Club had already been in receipt of substantial grants from the Common Good Fund within recent years.   Members noted that due to other current pressures there was a limitation on money for allocation to grants and donations and that it was important for other organisations within Selkirk to also benefit from the money available. After further consideration Members felt that there was insufficient evidence in the application of benefit for the wider community of Selkirk.  The application for financial assistance was therefore declined.

DECISION

AGREED not to award a grant to Selkirk Football Club for the provision of portaloos.

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 item of business on the grounds that it involves the likely disclosure of exempt information as defined in the relevant Paragraphs  of Part 1 of Schedule 7A to the aforementioned Act.”

PRIVATE BUSINESS

          DECISION

8.       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

            Minute

1.            Members approved the private section of the Minute of 2 December 2014.

Farm Property Works Schedule

2.            Members considered quotes for works on farm property and agreed the work to be implemented.

Private Section of Minute of the meeting of 2 December 2014 to be approved and signed by the Chairman. (Copy attached.)