Agenda and minutes

Consider Minute of Meeting held on 29 November 2017.  (Copy attached.)

The Minute of the Meeting of Peebles Common Good Fund Sub-Committee held on 29 November 2017 had been circulated.  With reference to paragraph 3.1, Mr Hayworth advised that it had been a suggestion rather than a proposal to construct a whin path.  In response to a question from Councillor Bell regarding the report mentioned in paragraph 3.4, Members were advised that this would be submitted to a future meeting.

DECISION

APPROVED the Minute as amended.

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 31 December 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 £13,376 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 £50,817.  Appendix 3 to the report detailed the breakdown of the property portfolio showing projected rental income for 2017/18 and actual property expenditure to 31 December 2017.   Appendix 4 to the report showed the value of the Newton Fund to 31 December 2017.  The Senior Finance Officer advised that the deficit was greater than previously reported due to lower rental income.  The capital investment had now been transferred from the Newton Fund to the Kames Capital Fund which had resulted in a realised loss on the original investment of £2,694.  However, it was anticipated that the returns from the Kames Capital Fund would cover this if their current rate was maintained.  With reference to paragraph 4.1 of the Minute of 29 November 2017, it was reported that the Peebles Callant’s Club had not taken up the offer of the £3,000 loan as the funding was not required.  The grant of £3,000 had been paid in January 2018 and was therefore not reflected in the accounts to 31 December 2017.  With regard to the agreement of a grant in principle to the Eastgate Theatre it was noted that this would not need to be paid from the current financial year.  In light of the unallocated funds in the grants budget it was noted that this would cover the current deficit.  Mr Hayworth asked that consideration be given to carrying forward any residual funds in the grants budget when the budget was set for 2018/2019.

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.

Consider report by Service Director Assets and Infrastructure.  (Copy attached.)

With reference to paragraph 3.3 of the Minute of 29 November 2017, there had been circulated copies of a report by the Service Director Assets and Infrastructure proposing that the application by Parkrun UK to hold a free weekly run in Haylodge Park.  Mr Martin Kelso, event organiser together with Susan Morrison, a Parkrun event organiser in Edinburgh were present.  Mr Kelso outlined the proposal which would involve a 2.5 lap run around Haylodge Park every Saturday morning.  He expected there to be a good take-up and if the request was granted his next steps would be to recruit volunteers and find funding.  In response to a question regarding consultation with the Rugby Club, Mr Kelso advised that he had only spoken to Council Officers but could contact the Rugby Club if required.  However, he was confident that there would be no conflict between the two.  It was noted that the toilets were currently not open during the winter months and that this would need to be considered as part of the review of the event after the first quarter of operation.   

DECISION

AGREED:-

(a)     to approve the application by Parkrun UK to hold a weekly 5km run in Haylodge Park; and

(b)     that the event be reviewed on a quarterly basis, with the first review to include the financial and other implications of opening the toilets over the winter months.

With reference to paragraph 5 of the Minute of 30 August 2017, there had been circulated copies of a request for funding in the sum of £2,000 towards the cost of producing 2 professional quality music videos.  A representative from the Choir was present and explained that the aim of the videos was to encourage more members to join the choir and promote Peebles.  Members considered that there were few differences to the application they had previously considered and could not see how the video would benefit Peebles and no outcomes in respect of this had been included.  Councillor Bell, seconded by Councillor Haslam, moved that the application be refused and this was unanimously accepted.

DECISION

AGREED to refuse the application for funding.

DECLARATION OF INTEREST

Councillor Haslam declared an interest in the following item of business in terms of Section 5 of the Councillors Code of Conduct and left the room during the discussion. 

Food Communities Ltd

There had been circulated copies of a request for funding in the sum of £6,000 to purchase a second hand van to transport tools and materials required to work on community gardens.  Mr. Hayworth advised the Sub-Committee commented on the way in which the company had been set-up which he felt would make it difficult to attract funding from other sources to meet future running cost etc.  He further advised that he had offered the group use of his own van which he made available to a number of groups in Peebles.  Members noted this offer and agree that the needs of the group could be addressed without the need for funding from the Common Good Fund.  

DECISION

AGREED that the application be refused.

There had been circulated copies of a request for funding in the sum of £2,347 to meet the costs celebrating the 20^th anniversary of the signing of the Twinning Charter.  Mr Andrew Grieve and Mr Noel Dashwood-Brady from the Twinning Association were present and outlined their plans for the celebrations.  It was noted that there were plans to raise further funds but no guarantees could be given regarding how much would be raised.  Councillor Bell suggested that Councillor Tatler and Mr Grieve approach the Convener of Scottish Borders Council to ascertain if the Council might be prepared to host the Civic Reception which would help to reduce costs further.  Members welcomed the proposals and agreed to meet the costs of the celebrations up to a maximum of £2350, subject to any fund raising or funding from other sources being used to meet the costs of the event in the first instance

DECISION

AGREED to meet costs up to a maximum of £2350, subject to any fund raising or funding from other sources being used to meet the costs of the event in the first instance.

Consider possible introduction of Strategy and Criteria in respect of future funding applications. 

The Chairman advised that he considered that the current application process was not fit for purpose as there were no application criteria and no feedback from those receiving funding.  He therefore wished officers to look at how best it could be brought into line with other funds managed by the Council and suggested that the criteria should align in future with the themes in the Tweeddale Community Plan.  Members supported the need for a criteria and it was noted that work was already ongoing with regard to a single application form for any fund managed by the Council.  It was also considered useful to receive a report on where funds had been given over the last 10 years.

DECISION

AGREED that a report detailing funding granted over the last 10 years be provided and that an update also be given on the progress with a single funding application form.

Under Section 50B(4)(b) of the Local Government (Scotland) Act 1973, the Chairman was of the opinion that the items dealt with in the following paragraphs should be considered at the meeting as a matter of urgency, in view of the need to make an early decision and to keep Members informed.

With reference to paragraph 4.2 of the Minute of 29 November 2018, the Chairman reported that the Peebles Men’s Shed had applied for a temporary classroom which was currently located in Duns.  If successful a possible site behind the Victoria Park Centre had been identified and, while there was still a lot of work to be done including applying for planning permission, the future was looking positive.  It was noted that if all went to plan a future funding application might be submitted.

DECISION

NOTED.

It was reported that the current operator of the toilets had been in touch to ascertain when the toilets should reopen.  Ms Kubala advised that the agreement with the current operator was at an end but that it appeared that there was provision for an extension of up to two years.  She proposed that a 1 year extension be granted and that there be a review of future operation before it was put out to tender.  It was noted that the costs of additional opening for Parkrun be part of that review.

DECISION

AGREED that:-

(a)     the Haylodge toilets re-open from 26 March;

(b)     the current operator be given a 1 year extension; and

(c)     a review of the future operation of the toilets be carried out prior to re-tendering for future management.

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

Consider private section of Minute of meeting held on 29 November 2017.  (Copy attached.)

The Private Section of the Minute of the Meeting of Peebles Common Good Fund Sub-Committee held on 29 November 2017 was approved.