Agenda and minutes

Consider Minute of meeting held on 15 August 2017.  (copy attached),

There had been circulated copies of the Minute of the meeting held on 15 August 2017. 

DECISION

AGREED to approve the Minute of the Meeting held on 15 August 2017.

To consider application from K Stuart Family Fun Fair.  (Copy attached).

With reference to paragraph 4 of the Minute of 15 November 2016, an application had been received from K Stuart, Family Fun Fair, requesting permission to lease part of the Common Haugh on two weekends in March 2018 for a Fun Fair.  Mr Stuart had also requested permission to open on Sunday, 25 March from 2.00 pm to 4.30 pm.   The Sub-Committee discussed whether the Sunday opening might set a precedent, but agreed to grant the request for 2018 and review for 2019.    

DECISION

AGREED

To grant a lease of the Common Haugh to K Stuart, Family Fun Fair, as follows:

(a)        Thursday       22 March 2018           6.00 pm to 9.30 pm

            Friday             23 March 2018           6.00 pm to 10.00 pm

            Saturday        24 March 2018           1.00 pm to 10.00 pm

            Sunday           25 March 2018           2.00 pm to 4.30 pm.

(b)       Thursday       29 March 2018           6.00 pm to 9.30 pm

            Friday             30 March 2018           6.00 pm to 10.00 pm

            Saturday        31 March 2018           1.00 pm to 10.00 pm

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

With reference to paragraph 6 of the Minute of 30 September 2017, 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 six months to 30 September 2017, a full year projected out-turn for 2017/18 and projected balance sheet values as at 31 March 2018.  Appendix 1, to the report, provided the projected income and expenditure position and showed a projected surplus of £14,856 for the year.  This was considerable less than reported in June primarily due to the projected spend for work at St Leonards and painting works at the racecourse.  However, this has been offset slightly by a grant of £3,700 received from the Scottish Government. The grant was for squirrel control at the Burgh Woodlot. The Senior Finance Officer, Mr Yallop, highlighted that the projected income of £98,601 for 2017/18 assumed St Leonard’s Farmhouse would be re-let from January 2018.   Appendix 2, to the report, provided a projected balance sheet value as at 31 March 2018 and showed a projected decrease in the reserves of £24,736.  Appendix 3, to the report, provided a breakdown of the property portfolio showing projected rental income for 2017/18 and actual property expenditure to 30 September 2017.  Appendix 4, to the report, showed the value of the Newton Fund to 30 September 2017.  

3.2       Mr Yallop advised that income not included in Appendix 1, was the dividend from the Newton Fund of £6,313.97.   Mr Yallop explained that the Newton Fund had delivered a negative return of -0.6% during the period; three quarterly performances had also been below the benchmark in the last five quarters.  Officers would be undertaking a procurement exercise to ensure that the Fund was managed by the Fund Manager best aligned to Common Good interests.  A report would be presented to Council on 21 December detailing the outcome of this procurement.  

3.3       With regard to the £39,591 depreciation charge, detailed in Appendix 1 to the report, he explained that this figure reflected the wear and tear to Common Good assets over time.  Mr Yallop concluded his report by advising that the projected closing cash balance at 31 March 2018 was £53,140, which had been reduced from £64,293, largely due to the additional works at St Leonards.

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 projected balance sheet value as at 31 March 2018 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 investment in the Newton Fund in Appendix 4 to the report.

Verbal update from Property Officer.

James Wilson Statute

With reference to paragraph 5 of the Minute of 15 August 2017, the Property Officer, Mr Scott, advised that the cost of the plinth for the James Wilson Statue had been £954.00.  The railings at Drumlanrig Bridge, next to the location of the statute, had also been painted and this had cost a further £200.00.  It was agreed that this be funded from Hawick Common Good.  Mr Yallop clarified that once a valuation has been confirmed the statute would be added to the register of Hawick Common Good’s Heritable Assets. 

Williestruther Reservoir

With reference to paragraph 8.2 of the Minute of 15 August 2017, the Property Officer confirmed that Williestruther Reservoir had passed the annual inspection. 

Perambulation of Hawick Common – 14 October 2017

With reference to paragraph 8.2 of the Minute of 15 August 2017, the Property Officer advised that the Perambulation of Hawick Common had been a success with many participants.  Gates and stiles had been erected to assist walkers and it was agreed that Hawick Common Good fund their installation and that they remained in place.

Land next to 100 Stairs

The Property Officer reported that Sainsbury’s supermarket was not maintaining this land in their ownership.  The Sub-Committee asked that officers write to Sainsbury’s expressing concern and advising that officers meet on site, if this was required. 

DECISION

(a)        NOTED the reports.

(b)       AGREED:-

To fund the cost of painting the railings at Drumlanrig Bridge in the sum of £200.00

(i)         To write to Sainsbury’s Supermarket expressing concern that the bank, in their ownership, required maintaining; and

(ii)        To fund the cost of gates and stiles erected for the Perambulation of the Common Haugh.

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 paragraph(s) should be considered at the meeting as a matter of urgency, in view of the need to make an early decision.  

There had been circulated copies of the Minute of the Special Meeting of Hawick Common Good Fund Sub-Committee held on 8 November 2017.

DECISION

AGREED to approve the Minute of the Special Meeting of Hawick Common Good Fund Sub-Committee held on 8 November 2017.

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

ad defined in paragraph 9 and 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 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.

SUMMARY OF PRIVATE BUSINESS

Verbal update on Hawick Golf Club’s business plan from Hawick Golf Club representative(s) (Private minute 17 May 2016 refers).

The Sub-Committee received a private update from a Hawick Golf Club representative. 

Consider Private Minute of the meeting of 15 August 2017. (Copy attached).

Members approved the private minute of the Hawick Common Good Fund Sub-Committee held on 15 August 2017.

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 paragraph(s) should be considered at the meeting as a matter of urgency, in view of the need to make an early decision.

Members approved the Private Minute of the Special Meeting of Hawick Common Good Fund Sub-Committee held on 8 November 2017.

Verbal update by Managing Solicitor

The Sub-Committee received a verbal update from the Managing Solicitor and noted progress with the Transfer.

To consider report by Service Director Assets and Infrastructure

The Sub-Committee considered a report by the Service Director Assets & Infrastructure on the future operation of Hawick Common Haugh Market and agreed a further report be presented in due course.

To consider report by Service Director Asset & Infrastructure.  (Copy attached).

The Sub-Committee considered a report by the Service Director Assets & Infrastructure on the options for managing Hawick Burgh Woodlands and agreed a further report be brought back with future proposals.

Verbal private update from Property Officer. 

The Committee received a verbal update on St Leonard’s Cottage and made recommendations.