Agenda and minutes

Consider Minute of meeting held on 20 March 2018 (copy attached).

There had been circulated copies of the Minutes of the meeting held on 20 March 2018

DECISION

AGREED to approve the Minutes of the Meeting held on 20 March 2018.

Councillor Richards joined the meeting following consideration of the above item.

Consider application for financial assistance from Hawick Honorary Provost’s Council.  (Copy attached).  Audited accounts to follow.

Hawick Honorary Provost’s Council.  

There had been circulated copies of an application for financial assistance from Hawick Honorary Provost’s Council, requesting £2,500 towards their running costs.  

DECISION

AGREED to award a grant of £2,500 towards the continued running costs of Hawick Honorary Provost’s Council.

(NB: Councillor Marshall presented the above application).

Consider report by Chief Financial Officer. (Copy attached).

With reference to paragraph 3 of the Minute of 20 March, there had been circulated a report by the Chief Financial Officer providing details of the income and expenditure for the Hawick Common Good Fund for the year 2017/18 including balance sheet values as at 31 March 2018 and the proposed budget for 2018/19.  Appendix 1, to the report, provided actual income and expenditure for 2017/18.  This showed a surplus of £6,920 which varied from the projected surplus figure reported at 20 March 2018 meeting, due to additional net costs associated with the transfer of the investment fund to a new fund manager, negated by underspends in grant payments.  Appendix 2 provided a projected balance sheet value as at 31 March 2018 and showed a projected decrease in the reserves of £51,487.00.  Appendix 3 provided a breakdown of the property portfolio showing actual rental income for 2017/18 and actual property expenditure to 31 March 2018.  Appendix 4 showed the value of the Investment Fund to 31 March 2018, now with Kames Capital PLC.   The Senior Financial Officer, Mr Yallop, explained that Appendices 1, 2, 3 were in draft, and would be amended when all invoices had been processed. It was agreed that these be circulated with the minute when finalised.   Mr Yallop highlighted that the report showed an unrealised loss of £1,472 from the new Kames Fund and explained that this was had been caused by market volatility.  However, the Fund was now in line with the benchmark and this was expected to continue.  In response to a question querying the property budget of £70,000 for 2018/19, the Property Officer explained that this should be adequate as there was no major renovation works anticipated. 

DECISION

(a)        AGREED the projected income and expenditure for 2017/18 in Appendix       1, to the report, as the revised budget for 2017/18;

(b)       NOTED:

            (i)         The draft income and expenditure for 2017/18 in Appendix 1 to                        the report; 

            (ii)        The draft balance sheet value as at 31 March 2018 in Appendix 2                     to the report;

            (iii)       The draft summary of the property portfolio in Appendix 3 to the                    report; 

            (iv)       The current position of the Kames Capital investment in the in                        Appendix 4 to the report; and

            (v)        That updated Appendices 1, 2 and 3 be circulated with the                               Minute for information.

To consider verbal update from Property Officer

Hawick Flood Protection Scheme

The Estates Surveyor, Mr Curtis, advised that the Flood Protection Project Team were proposing to situate a shed at the Little Haugh to enable public consultation on the Flood Protection Scheme.  The shed would be located adjacent to the path and would be in situ for approximately a month.   The Property Officer, Mr Scott, added that the Council’s Senior Technical Assistant had contacted occupants at Santa Marina Restaurant regarding parking issues.   However, as this area would be affected by the Flood Protection Scheme, it had been decided not to progress any action at present.

4.2       CCTV

With reference to paragraph 14.6 of the Minute of 20 March 2018, Police Scotland had advised that location of an additional CCTV camera to the central column at the Common Haugh, would not be possible until work for the flood protection scheme had been completed.   However, the Chairman advised that there might be an option to utilise Police Scotland’s mobile CCTV equipment; he was awaiting feedback and would provide an update at the next meeting.   

4.3       Williestruther Loch

Hawick Angling Club had advised that dog fouling was a problem at Williestruther Loch.   Members noted that this issue had also been previously reported at Hawick Golf Course.   The Sub-Committee agreed to support the supply of any additional bins and signage as required and requested Property Officer liaise with both Clubs. 

4.4       Nipknowes

The padlock, on the gate to Nipknowes, had been removed and there had been fly-tipping in the area.   The Sub-Committee agreed that the Property Officer seal the gate, temporarily, and that fly-tipping be monitored.

4.5       James Wilson Statue

Mr Scott advised that the Council’s Estate Manager was consulting with Live Borders regarding relocation of the statute.  Options would be brought back to the next meeting for Members’ consideration.

DECISION

(a)        NOTED

            (i)         The siting of a shed at the Little Haugh to carry out consultation on              the Flood Protection Scheme;

            (ii)        To receive feedback on the possibility of siting Police Scotland’s                             mobile CCTV equipment at the Common Haugh; and

            (iii)       To consider options for the relocation of the James Wilson Statue at                       the next meeting of the Sub-Committee.

(b)        AGREED To request the Property Officer liaise with Hawick Angling Club             and      Hawick Golf Course regarding additional waste bins and signage as required.

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 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 the Minute on the grounds that it involved the likely disclosure of exempt information as defined in paragraph 6 of Part 1 of Schedule 7A of the Act.

Consider Private Minute of the meeting of 20 March 2018.  (Copy attached).

Members approved the private minute of the Hawick Common Good Fund Sub-Committee held on 20 March 2018

Verbal update from Property Officer.

There had been circulated a private briefing note by the Property Officer regarding the annual property inspections. 

Verbal update from Estates Surveyor and Property Officer.

Officers updated the Sub-Committee on private business relating to Common Good properties.