Agenda and draft 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.

Consider Minute of 22 November 2023. (Copy attached.)

There had been circulated copies of the Minute of the Meeting held on 22 November 2023.

DECISION

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

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

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 nine months to 31 December 2023, a full year projected out-turn for 2023/24, projected balance sheet values as at 31 March 2024 and proposed budget for 2024/25.  Finance Officer Kirsten Robertson presented the report.  Appendix 1 showed the projected income and expenditure for 2023/24, with a projected deficit of £27,804 for the year.  Appendix 2 detailed a projected balance sheet value as at 31 March 2024 with at projected decrease in reserves of £208,312.  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 31 December 2023.  Appendix 3b provided a breakdown of the property portfolio with projected property expenditure for 2023/24 and actual property expenditure to 31 December 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 31 December 2023.

2.2       The Chair asked for the income from Greenside Car Park to be transferred to the Parking Fund.  It was acknowledged that staffing pressures had prevented this from being actioned before now. In response to a question about rental income from Common Good Land at the Gytes, Director Corporate Governance reported that most of the land at that site was not owned by Peebles Common Good and agreed to investigate the matter further.

3.3     There was a brief discussion on an increase to the amount of grant funding allocated to 2024/25; £14k had been proposed in the Financial Report.  An amount of £20k was proposed by The Chair and this was seconded by Councillor Pirone. Members agreed to allocate £20k to grant funding for 2024/25. 

DECISION

AGREED to:

(a)     the projected income and expenditure for 2023/24 in Appendix 1 as the revised budget for 2023/24;

(b)     the proposed budget for 2024/25 be set at £20,000:

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

(d)     note the summary of the property portfolio in Appendices 3 and 4; 

(e)     note the current position of the Aegon Asset Management Investment Fund in Appendix 5; and

(f)      bring a report on net income received on Greenside Car Park and Lease of the Gytes Pitch to Peebles Rugby Club.

Consider planting of fruit trees in Haylodge Park with input from Malcolm Ginns, Ecology Officer.

In the absence of Malcolm Ginns, Ecology Officer, Members discussed the proposal to plant six fruit trees in Haylodge Park, some of which were to replace fruit trees lost in the past year.  Members agreed to the planting and also requested a planting plan for the parks owned by the Common Good.

DECISION

AGREED to

(a)        the planting of replacement fruit trees in Haylodge Park.

(b)        a planting plan be brought to the next meeting.

Consider a request to hold a Cluster Primary School event in Victoria Park.

There had been circulated a request from Caroline Wallace, Inspire teacher for UCI World Cycling Championship, for the use of Victoria Park for a Primary 7 Peeblesshire cluster schools event on 30 May 2024. It was requested that Communications promote the event to the public.

DECISION

AGREED to the use of Victoria Park for the cluster schools event on 30 May 2024.

Consider request for the use of Haylodge Park for the annual archery competition.

There had been circulated copies of a request for the Royal Company of Archers ‘Peebles Arrow’ competition to be held at Haylodge Park on 19 July 2024.  Mr Charlie Wallace, Secretary to the Royal Company of Archers, provided a background summary to the event, last held in Peebles in 2016.  The event was to begin from the Tontine Hotel, High Street and parade to Haylodge Park.  The 350 year old competition was to be held over a 180 yard distance using long bows.  A member of the public had made a representation to Members over concern that women were not permitted to take part.  Mr Wallace confirmed that female archers were to be included from 2025, and female membership of the Royal Company of Archers was possible currently. It was acknowledged that the organisation was in a period of transition to become more inclusive.  Mr Wallace agreed to return to the Sub-Committee to provide a report on public feedback gathered on the day of the event.  Mr Wallace expressed an interest in the involvement of the Ex-Services Pipe Band in the parade from the High Street to Haylodge Park.  There followed a brief discussion during which Members expressed a divergence of opinion; consequently, a vote was held.

VOTE

Councillor Pirone, seconded by Councillor Tatler moved a motion that the Royal Company of Archers Event be held at Haylodge Park.

Councillor Thomson, seconded by Councillor Douglas moved an amendment that the Royal Company of Archers Event not be held at Haylodge Park.

As the meeting was conducted by Microsoft Teams Members were unable to vote by the normal show of hands and gave a verbal response as to how they wished to vote, the result of which was as follows:-

Motion – 3 votes

Amendment – 2 votes

The Motion was accordingly carried.

DECISION

AGREED to hold the Royal Company of Archers ‘Peebles Arrow’ competition in Haylodge Park on 19 July 2024.

(a)   Permission sought for tree works on Tweed Green.

(b)   Consider on-going maintenance.

(Copy attached.)

There had been circulated details of pollarding required on Tweed Green on health and safety grounds.

DECISION

AGREED to proposed pollarding of trees on Tweed Green.

Discussion on support for the work undertaken to secure a water supply.

There had been circulated a presentation from Peebles Golf Club, the purpose of which was to inform Members of the irrigation challenges at the club and measures taken to find solutions. Stuart Pender, Secretary/Manager of Peebles Golf Club, asked that Members consider some financial support to the Club to help meet the costs incurred thus far.  Mr Pender was advised to submit a funding application for consideration by the Sub-Committee in time for the next meeting.

DECISION

NOTED the presentation.

Consider a funding application from Peebles Community Trust.  (Copy attached.)

There had been circulated copies of a funding application from Peebles Community Trust for £1,100 to produce an exhibition on the Peebles Common Good Fund.  It was noted that a Facebook forum had been created by interested individuals to promote the Common Good to the public.

DECISION

AGREED to award £1,100 to Peebles Community Trust to produce a Peebles Common Good Fund exhibition.

The Chair reported that he had been made aware of rugby players parking in Haylodge Park directly outside the Club training gym.  Members agreed to the Chair’s proposal that he contact the Rugby Club directly to advise players to park outwith Haylodge Park.

DECISION

AGREED  to the Chair contacting Peebles Rugby Club.

Feedback from the Tweeddale Astronomical Society, for noting.  (Copy attached.)

There had been circulated copies of the feedback given by Tweeddale Astronomical Society on their public star gazing sessions on Tweed Green.

DECISION

NOTED.

Director Corporate Governance provided an update on ongoing work to address the process and charges for public use of Common Good land across the Scottish Borders.  An officer group had been formed and had examined other local authority practice; the conclusion was that SBC had a blank canvas to design their own approach.  The Events team were in the process of compiling a process for public use of Common Good land and associated charges.  A report was to be produced in due course.

DECISION

NOTED the update.

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. [Information relating to the financial or business affairs of any particular person (other than the authority).]”

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 22 November 2023.  (Copy attached.)

Members considered the Private Minutes of 11 October 2023.

Consider plans and quotation for lighting works.  (Copy attached.)

Members considered options and costs for the supply and installation of lights in Victoria Park.

Briefing note from Estates Surveyor, Tricia Hill.

Members considered a property update from Estates Surveyor, Tricia Hill.