Agenda and minutes

Consider Minutes of Meetings held on:-

(a)     18 August 2021; and

(b)     30 September 2021

(Copies attached.)

The Minutes of the Meeting of Peebles Common Good Fund Sub-Committee held on 18 August and 30 September 2021 were circulated.

DECISION

AGREED to approve the Minutes for signature by the Chairman.

Consider report by Director Finance and Corporate Governance.  (Copy attached.)

There had been circulated copies of a report by the Director, Finance & Corporate Governance providing details of the income and expenditure for the Peebles Common Good Fund for the six months to 30 September 2021, a full year projected outturn for 2021/22 and projected balance sheet values as at 31 March 2022.   Appendix 1 provided the actual income and expenditure position for 2021/22 and showed a surplus of £4,779 for the year which was less than previously reported as a result of the approved repair works at Venlaw Quarry.  Appendix 2 provided a projected balance sheet value as at 31 March 2022 and showed a projected decrease in the reserves of £66,781.  Appendix 3a provided a breakdown of the property portfolio showing projected rental income and net return for 2021/22.  Appendix 3b provided a breakdown of the property portfolio showing projected property expenditure for 2021/22.  Appendix 4 provided a breakdown of projected property valuations at 31 March 2022.  Appendix 5 showed the value of the Aegon Asset Management Investment Fund to 30 June 2021.  The Treasury Business Partner highlighted the main points in the report. 

DECISION

AGREED:-

(a)       the projected income and expenditure for 2021/22 in Appendix 1 to the report and the revised budget for 2021/22;

(b)       to note the projected balance sheet value as at 31 March 2022 in Appendix 2 to the report;

(c)       to note the summary of the property portfolio in Appendices 3 and 4 to the report; and

(d)       to note the current position of the Aegon Asset Management Investment Fund in Appendix 5 to the report.

Consider general property update by Estates Surveyor.

3.1       Peebles Highland Games – Siting of Shipping Container

With reference to paragraph 6 of the Minute of 18 August 2021, there had been circulated copies of a paper by the Estates Surveyor advising that part of the land was in the ownership of the NHS.  Peebles Rugby Club had advised that they had Minutes from the 1950’s stating that the land was gifted to them and further proof of this was being sought.  In response to a question the Solicitor advised that poor records for the Common Good existed from that time.  Ms Hill advised that the claim would be investigated further and they were also speaking to the NHS.  She proposed that if the land belonged to the Common Good then permission be granted for the rugby club and highland games association to proceed with their proposals for the land. The Councils Parks team had been consulted and had no objection to the proposals. The work would be subject to the clubs obtaining planning permission, permission from the NHS for the portion of land that was in NHS ownership and entering into a written agreement with the Common Good for the portion of land within Common Good ownership.  She confirmed that appropriate conditions would be attached to the permission.

            DECISION

            AGREED to approve the request for the siting of the shipping container subject to the requirements detailed above.

3.2       Venlaw Quarry

            With reference to paragraph 8.1 of the Private Minute of 18 August 2021, the Estates Surveyor advised that the fencing works had now been instructed but 3 additional trees needed to be removed at a cost of £865.

            DECISION

            AGREED to the additional works at Venlaw Quarry at a cost of £865.

3.3       Peebles Tennis Club

            The Estates Surveyor advised that the Tennis Club were having problems with their Pavilion and she had been contacted regarding the Common Good Fund meeting maintenance costs.  She had advised that maintenance was their responsibility but they had requested that this be reviewed.  Members agreed that Ms Hill confirm the position regarding maintenance being their responsibility.

            DECISION

            AGREED that the Estates Survey confirm to Peebles Tennis Club that maintenance of the Pavilion was their responsibility`.

3.4       Use of Common Good Fund Parks

            A paper by theEstates Surveyor had been circulated which set out the current arrangements for the booking of all parks including those belonging to the Common Good Fund and listed the requests for 2021.  The system had recently been reviewed by the Council’s Events Group and the views of the Common Good Fund were being sought.  Following a discussion Members agreed that the current booking system be maintained but that if there was no charge attached to a booking that the event organisers be requested to consider making a donation to the Common Good Fund.  The Estates Surveyor advised that she would provide regular updates on the bookings made.

            DECISION

            AGREED to that the current system of booking parks belong to the Common Good Fund remain unchanged but  ...  view the full minutes text for item 3.

Consider replacement of the steps in Victoria Park leading to Springhill Road and improved lighting for the path.

The Estates Surveyor advised that the cost of replacing the steps or the provision of a ramp, estimated at £11,200 would be met by the Council.  A timescale for the work was not yet available.  In response to a request for the provision of low level lighting it was noted that this work could be carried out in the spring but would be a cost to the Common Good Fund.

            DECISION

            NOTED and that an update on the timescale would be provided in due course.

Consider request to use Haylodge Toilets for event on Sunday, 12 December 2021.

The Chairman welcomed Mike Pearson to the meeting.  He had received provisional approval to use Haylodge Park on 12 December 2021 for a Winter Cross Country series event subject to Common Good Fund approval.  He also requested to use the toilets for the event and would meet the costs.  The Estates Surveyor advised that the costs would include £250 for legionella testing and £50 for cleaning.  On the basis of the high level of costs the Chairman proposed that the Common Good Fund meet 50% of the costs and this was agreed.

            DECISION

            AGREED to confirm approval for the use of Haylodge Park and the use of the toilets on the basis that 50% of the costs would be met by the event organisers and 50% by the Common Good Fund.

Presentation by Chairman, Mike Pearson.

Mike Pearson advised that the Friends of Victoria Park were made up mainly of people who lived next to the park.  They hoped to apply for Green Flag status as a group and this required the preparation of a management plan.  He had already met with Councillor Tatler and Craig Blackie to discuss this and the Council were co-ordinating the application.  There was a need to improve some of the paths, the lighting and the provision of seating.  The Chairman advised that he attended the meetings of the Group and suggested that the Common Good Fund should encourage the work of the Group and proposed that they report back once the management plan had been developed.

            DECISION

            AGREED to receive a further report from the Friends of Victoria Park when the management plan had been developed. 

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 6 of Part I of Schedule 7A to the Act.

SUMMARY OF PRIVATE BUSINESS

Consider private sections of Minutes for meetings held on:-

(a)        18 August 2021; and

(b)        30 September 2021

(Copies attached.)     

The Private Minute of the meetings held on 18 August and 30 September 2021 were approved.

Consider report by Director Infrastructure and Environment.  (Copy attached.)

Members approved a report by the Director Infrastructure and Environment on the preferred tenant for the farm.

MEMBER

Councillor Haslam left the meeting.

Consider paper by Estates Surveyor.  (Copy attached.)

Members considered a paper from the Estates Surveyor and agreed that officers pursue the use of the Pavilion as a seasonal café.