Agenda and minutes

The Chairman varied the order of business as shown on the agenda and the Minute reflects the order in which the items were considered at the meeting.  Item No. 16 was to be considered as part of public business.

Councillor Pirone declared an interest in respect of Item No. 6 and withdrew from the meeting during the discussion on Victoria Park Shelter.  The Chair and Councillor Thomson declared an interest in respect of Item No. 20 and withdrew from the meeting during the discussion on the funding application from Nomad Beat.

(a) Consider Minute of 11 October 2023.  (Copy attached.)

(b) Consider Action Tracker.  (Copy attached.)

There had been circulated copies of the Minute of the Meeting held on 11 October 2023 and the updated Action Tracker.

DECISION

AGREED the Minute for signature by the Chair and Action Tracker.

Consider report from Director Finance & Procurement. (Copy attached.)

4.1     There had been circulated copies of a report by Director Finance and Procurement, the purpose of which was to provide details of the income and expenditure for the Peebles Common Good Fund for the six months to 30 September 2023, a full year projected out-turn for 2023/24 and projected balance sheet values as at 31 March 2024.   Chief Financial Officer Lizzie Turner presented the report. Appendix 1 showed the projected income and expenditure position for 2023/24 with a projected deficit of £82,348 for the year.  Appendix 2 provided a projected balance sheet value as at 31 March 2024 with a projected decrease in reserves of £262,856.  Appendix 3a provided a breakdown of the property portfolio with projected rental income and projected net return for 2023/24 and actual property income to 30 September 2023.  Appendix 3b provided a breakdown of the property portfolio with projected property expenditure for 2023/24 and actual property expenditure to 30 September 2023.  Appendix 4 provided a breakdown of the property portfolio with projected property valuations at 31 March 2024.  Appendix 5 showed the value of the Aegon Asset Management Investment Fund to 30 Sept 2023.

4.2     Ms Turner reported that the £82k deficit had been incurred due to works on Jedderfield Bungalow and the Old Corn Exchange.  Of the £25k Common Good grants fund, £8k remained for disbursement.  There followed a brief discussion on the disinvestment of funds from the Aegon Asset Management Investment Fund to manage the deficit.  Ms Turner agreed to provide a forecast of long-term deficit relief through disinvestment against short-term relief by balancing out across the fund.  

DECISION

APPROVED the recommendations as follows:

a) Noted the actual income and expenditure for 2023/24 in Appendix 1 and the revised budget for 2023/24;

(b) Noted the projected balance sheet value as at 31 March 2024 in Appendix 2;

(c) Noted the summary of the property portfolio in Appendices 3 and 4; and

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

MEMBER

Councillor Pirone declared an interest in the following item of business in terms of Section 5 of the Councillors Code of Conduct and left the meeting during the discussion.  Councillor Pirone had been assisting Peebles Youth Voice.

(a)        Presentation from Peebles Youth Voice. (Copy attached.)

(b)        Play park toilet facility.

5.1     With reference to paragraph 7 of the minute of 24 May 2023, the Chair proposed to continue the matter of Victoria Park lighting to a future meeting of the Sub-Committee.  There was to be a site meeting with residents and Alex Young, Lighting Officer in due course.

5.2     There had been circulated copies of a presentation from Peebles Youth Voice, the purpose of which was to inform Members of the proposal to build a youth shelter in Victoria Park and summarise the results of the public consultation exercise.  Malcom Bruce and Iain Gibson of Peebles Youth Voice were in attendance to answer Members’ questions.  The public consultation had received in the region of 650 responses, with site 2 the preferred option.  There followed a brief discussion, during which it was confirmed that the costs of the supply and installation was to be met through grants and donations from various local groups, Small Schemes and Play Parks budgets.  Kenny Harrow agreed to bring a more detailed costing exercise back to Members in early 2024.  Members agreed that Common Good land be allocated to the shelter installation at site option 2.  Members asked for clarity on the matter of maintenance and associated liabilities.  Further discussion with local young people was to be arranged with a view to continuing their involvement and to develop their sense of ownership of the project.

5.3     On the matter of toilet facilities in Victoria Park, Members were reminded by Director Corporate Government that the Sub-Committee had delegated authority on those matters within the Scheme of Administration.  Discussion on the matter was concluded.

DECISION

AGREED to the use of Common Good land in Victoria Park for the installation of a youth shelter at site 2.

An update on the review of Commercial Use of Common Good Land from Director Corporate Governance.

Director Corporate Governance reported that work was ongoing with officers from Infrastructure & Environment, Estates, Event Planning and Finance to formalise the process for public asset use.  A report was due to be brought before Scottish Borders Council by the end of financial year 2023/24. 

DECISION

NOTED.

With reference to paragraph 10 of the Minute of 24 May 2023, a response from Head of Estates, Ray Cherry outlined that an audit of Scottish Borders Council’s entire estate was in the planning stages, to be completed before any energy audit of Common Good properties.

DECISION

NOTED.

Response from discussion held with members of the public.

With reference to paragraph 6.4 of the Minute of 23 August 2023, The Chair reported that he had attended a meeting with members of the public to discuss the work of the Peebles Common Good Fund Sub-Committee.  Several matters were discussed  and further information was to be obtained from Estates.  An annual report of all Common Good Funds was standard practice; it was agreed that the Peebles annual report was to be augmented with additional information and photographs to illustrate the work of the Peebles Common Good Fund, along with an annual public meeting.  There was a request for a Peebles Common Good exhibition and further discussion was to be arranged with Live Borders and interested parties.  It had also been suggested that the group establish a ‘Friends of Peebles Common Good’ facebook page’.  The public minute of the Peebles Common Good Fund Sub-Committee meetings were to be on public display via the notice board at the Burgh Hall.

DECISION

NOTED.

Report from Director Finance and Procurement for noting.  (Copy attached.)

There had been circulated copies of a report by Director Finance & Procurement, the purpose of which was to advise Members of the intention by the Office of the Scottish Charity Regulator (OSCR) to remove the SBC Common Good Funds, charity number SC031538, from the Scottish Charity Register (the Register).  Appendix 1 top the report detailed the advance notification from OSCR.

DECISION

NOTED the notification from OSCR to remove the SBC Common Good Funds, charity number SC031538, from the Register.

Copy attached.

There had been circulated a copy of a response from Police Scotland regarding policing of future funfairs in Peebles.

DECISION

NOTED.

There had been circulated a copy of a request from the Tweeddale Astronomy Society for the use of Tweed Green for free, ad-hoc ‘Sidewalk Astronomy’ sessions in the coming weeks between 1800 and 2100 for the purpose of stargazing and the promotion of the Society and its facilities at Kailzie. Telescopes were battery operated with no trailing cables and light levels on Tweed Green were sufficient.

DECISION

AGREED to the Tweeddale Astronomy Society holding free, ad-hoc stargazing session on Tweed Green.

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 Paragraph 6 of Part 1 of Schedule 7A to the aforementioned Act.”

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.

Consider Private Minute of 11 October 2023.  (Copy attached.)

Members considered the Private Minutes of 11 October 2023.

Consider quotation for supply and installation of lighting. (Copy attached.)

Members agreed to postpone discussion until the next meeting.

Consider report from Director Infrastructure & Environment on new lease proposal and funding for roof repairs.  (Copy attached.)

Members considered a report by Estates Surveyor and a quotation for roof repairs.

Consider briefing note from Tricia Hill, Estates Surveyor.  (Copy attached.)

Members considered a briefing note on the lease for the Old Corn Exchange shop.

Consider options and quotations for the supply and installation of bike parking. (Copy attached.)

Members considered a briefing note and quotations on the installation of bike loops at Kingsmeadows car park.

Consider funding application from Nomad Beat.  (Copy to follow.)

Members considered an application for funding from Nomad Beat.

Consider quotation for replacement of water tank at Jedderfield.  (Copy attached.)

Members considered a quotation to replace the water tank.