Agenda and minutes

1.         The Chairman welcomed Mr Derick Tait who, on behalf of Mrs Vestey, presented a painting to  Hawick Common Good.  The painting was gifted to the Common Good on behalf of Mrs Vestey’s father-in-law and depicted a scene from the Common Riding (circa 1927).  The Cornet portrayed was thought to be Mr James Glenny.    The artist, Lionel Edwards (1878 – 1966) was known as the ‘best animal painter of his day’, and specialised in painting horses.  The painting had been valued between £3k - £5k.  Mr Tait advised that prints from the painting had been produced and these would be used for any suitable fund raising activities in the future.  Members of the Sub-Committee were delighted to receive the painting and expressed their thanks to Mrs Vestey for her generous gift.

    DECISION

    AGREED:-

(a)   To thank Mrs Vestey for the donation of the painting to Hawick Common Good;

(b)   To fund the framing of the painting from Hawick Common Good funds; and

(c)    To arrange a suitable plaque for the painting, stating the donor and the date the painting was gifted to Hawick Common Good.

Consider Minute of Meeting held on 18 November 2014. (Copy attached).

There had been circulated copies of the Minute of the Meeting held on 18 November 2014.

         DECISION

           APPROVED the Minute for signature by the Chairman.

Consider applications for financial assistance from:-

(i)             Interest Link Roxburgh (Copy attached). (Minute 2 of 19 August 2014 refers).

(ii)          HawickReivers Association (Copy attached).

(iii)         Bill McLaren Park Ltd. (Copy attached).

Interest Link Borders

3.      With reference to paragraph 2 of the Minute of the Meeting of 21 October 2014, there had been recirculated copies of an application from Interest Link Borders for financial assistance of up to £2,000.00.  As requested by the Sub-Committee, Interest Link had pursued alternative funding sources, but had not been successful.  Interest Link provided a non-statutory service providing social and leisure activities and personal development projects.   In response to a question by Councillor Smith, Mrs Mirley reported that a report would be sent to the Administration Advisory Group on 10 March 2015, outlining the proposals to amalgamate 34 existing trust funds into three new charitable trusts:– Welfare, Education and Community Enhancement.  The report would also specify any restrictions and the mechanism for disbursement of the funds.   Further details would be provided at the next meeting of the Sub-Committee. 

DECISION

AGREED to award a grant of £2,000.00 to Interest Link Borders towards travel and activity costs of befriending groups for young people and adults with learning disabilities who lived in Hawick.

Hawick Reivers’ Association

4.      There had been circulated copies of an application from Hawick Reivers’ Association requesting financial assistance of £2,000.00 towards the overall running costs of the Festival.  Members congratulated the organisers on the success of the Festival and unanimously supported the grant towards the running costs of the Festival.  However, it was requested that in future years the Association timeously approach external funders or the Community Grant scheme for development funding for activities. 

DECISION

AGREED to award a grant of £2,000.00 to Hawick Reivers’ Association  towards the running costs of Hawick Reivers’ Festival.

              Bill McLaren Park Limited

5.      There had been circulated copies of an application from Bill McLaren Park Limited requesting financial assistance of £7,000.00 which was the shortfall of funding from the tennis courts development.  The funding was to redevelop the derelict courts adjacent to the river for the purpose of creating a flat grassed area and in addition, make good the lights at the Volunteer Park.  Members discussed the application and were concerned that the financial plan included with the application, had no detail and it was unclear where the additional works fitted into the existing project.   Mr Renwick was in attendance and explained that the funding required was for additional works and had not been included in their initial funding application.   Members commended Bill McLaren Park Ltd on the project but requested that they liaise with SBC’s Funding and Project Officer regarding the costs and explore alternative areas of funding.  The Sub-Committee refused the request for funding at the present time.

DECISION

AGREED

(a)    To refuse the request for funding from Bill McLaren Park Ltd; and

(b)   To request that Bill McLaren Park Limited liaise with the Funding and Project Officer regarding project costs.

There had been circulated a report by the Chief Financial Officer setting out details of transactions on the Hawick Common Good Fund for the nine months to 31 December 2014 and projects full year revenue income and expenditure for 2014/15 and balance sheet values at 31 March 2015. Appendix 1, to the report, provided a projected Income and Expenditure position.  This showed a projected deficit of £657 for the year, assuming full expenditure of the grants budget.  Appendix 2, to the report, provided a projected Balance Sheet to 31 March 2015 and showed a projected increase in the Capital Reserve of £899, based on the unrealised increase in market value of the Newtown Fund to 31 December 2014.  Appendix 3 to the report, detailed the projected annual rental income by individual property.  Mrs Mirley, Corporate Finance Manager, was in attendance and circulated at the meeting, a revised Appendix 4, investments externally managed in Newton Real Return and advised that the Newton Fund was currently anticipated to fully return the projected annual budgeted income of £8,350. Mrs Mirley continued, that the estimate for full year property costs had been increased by £8,000 to allow for anticipated costs, including an architect’s fee in respect of Pilmuir Farm silage pit works and drainage works.  Following the funding requests agreed in paragraphs 3 and 4 above, there remained £13,000 unallocated budget.

         DECISION

(a)  AGREED the projected out-turn in Appendix 1 as the revised budget for 2014/15;

(b)  NOTED:

(i)         The projected Balance Sheet as detailed in Appendix 2 to the report;

(ii)       The summary of the property portfolio in Appendix 3 to the report; and

(iii)    The current position of the investment in the Newtown Fund as detailed in Appendix 4.

Minute 7(f) of the Meeting on 18 November 2014 refers).

Suspension of Standing Order No. 55(a) required prior to discussion of this item.

   SUSPENSION OF STANDING ORDER

7.      With reference to paragraph 7(f) of the Minute of the Meeting of 18 November 2014, the Chairman proposed a motion to suspend Standing Order No. 55(a).  Members unanimously agreed to suspend the Standing Order.

         DECISION

         AGREED to suspend Standing Order No. 55(a) to enable further reconsideration of the request for a Fun Fair at the Common Haugh. 

         FUN FAIR, COMMON HAUGH

8.      With reference to paragraph 7 of the Minute of the Meeting of 18 November, a request had been received to reconsider the decision of that meeting.  Mr Stuart, the Fun Fair organiser was in attendance and advised that he had consulted with Environmental Health who would be monitoring noise levels.  The opening hours would also be reduced to 10.00 pm. A donation to the Reivers’ Festival would also be given.  Councillor Smith advised that it was not only noise and litter, but disturbance to the use of the Common Haugh that was of concern.  The Sub-Committee discussed the request and agreed that as Mr Stuart had taken action to mitigate concerns, permission be granted for Thursday, Friday and Saturday for two weeks.  The Fun Fair to close at 9.30 pm on Thursdays and 10.00 pm on Friday and Saturdays, with no Fun Fair on Sunday.  A report was also requested for the May meeting of the Sub-Committee on the Fun Fair.

         DECISION

         AGREED

(a)      To grant use of the Common Haugh from Thursday 26 – Saturday 28 March 2015 and Thursday, 2 April - Saturday 4 April 2015; and

(b)     To request a report to the next meeting of the Sub-Committee 

Item Likely To Be Taking In Private

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 they involve the likely disclosure of exempt information as defined in paragraphs 4 of Part q of the Schedule 7A to the aforementioned Act.”

DECISION

9.         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 of the Act.

SUMMARY OF PRIVATE BUSINESS

            Minute

1.    Members approved the private section of the Minute of 18 November 2014.

         Lease of Willestruther Cottage 

1.           The Sub-Committee considered a verbal report by the Estates Officer

Pilmuir Silage Pit

2.           The Sub-Committee considered a verbal report by the Property Officer.

Lease of Market Site, Common Haugh, Hawick

4.        The Sub-Committee considered a verbal report by the Estates Officer.

Consider Minute of meeting held on 18 November 2014 (Copy attached).

Consider report form the Property Officer and Estates Officer.

PUBLIC BUSINESS

         NETHERLANDS NATIONAL CIRCUS

10.      The Estates Officer, Mr Morrison, advised that he had received a request from the Netherlands National Circus for permission to use the Common Haugh from 22 to 24 June 2015.

                  DECISION

                  AGREED to the request to grant permission for use of the Common Haugh from 22 to 24 June,  provided that the Circus was restricted to the grassed area and any damage made good.

                  MAINTENANCE OF COMMON HAUGH

11.      Members requested that Mr Richardson, Asset Manage,  be asked to provide an update on the longer term maintenance of the Common Haugh for the next meeting of the Sub-Committee.

                  DECISION

                  AGREED to request that the Asset Manager report on the maintenance of the Common Haugh for the May meeting of the Sub-Committee.

                  WOODLOT

12.      The Estates Manager advised that the prospectus had been agreed for management of the woodlot.  The next stage in the process would be to advertise for interested tenants.  Any potential tenant would be interviewed to discuss proposals.

                  DECISION

                  AGREED to request that the Estates Manager proceed to the next stage of the process and advertise for interested tenants for the Woodlot.  Any potential tenant(s) would be interviewed to discuss their proposals.

                  HAWICK COMMON GOOD INVENTORY

13.      With reference to paragraph 6 of the Minute of the Meeting of the 18 November 2014, Mrs Mirley advised that Mr Brown, Cultural Services Manager, had met with Councillors on 8 December 2014 to discuss Hawick’s inventory.  Mrs Mirley advised that to compile the register was resource intensive. Members requested that consideration be given to appointing staff to the carry out the inventory; payment of the staff could be from Common Good funds.  Mrs Mirley advised that she would liaise with Mr Brown and report back to the next meeting of the Sub-Committee.

                  DECISON

                  AGREED to request that the Corporate Finance Manager, report on Hawick Common Good Fund’s moveable assets at the next meeting of the Sub-Committee.

          URGENT BUSINESS

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

         ANCIENT ORDER OF MOSSTROOPERS

 15.      There had been circulated copies of a letter from Mr Telfer, the Honorary Secretary of the Ancient Order of Mosstroopers, requesting permission to hold their annual Junior Gymkhana on Hawick Moor, on the area beyond the paddock on Sunday, 31 May 2015.  Permission was also requested to hold their annual Race Meeting on Saturday, 20 June 2015 on Hawick Moor.   Members were advised that Hawick Vertish Hill Sports day would also be held on 20 June 2015; the Clerk would inform the Honorary Secretary as they might not be aware and advise the Sub-Committee of the date in due course. 

DECISION

AGREED to grant permission to the Ancient Order of Mosstroopers in accordance with the usual terms for  ...  view the full minutes text for item 9.

Tuesday, 19 May 2015 at 4.00 pm in the Lesser Hall, Hawick