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.

Consider Minute of meeting held on 19 March 2019. (Copy attached).

There had been circulated copies of the Minute of the meeting held on 19 March 2019.

DECISION

APPROVED the Minute of the Meeting held on 19 March 2019 for signature by the Chairman.

With reference to paragraph of 8 of the Minute of 19 March 2019, it was noted that the request regarding ownership, had been for a definitive list of all Heritable Common Good assets.  Mr Kirk explained that this work had been undertaken by the Council and he would endeavour to obtain a copy of the list.  Mrs Robb added that the property portfolio, shown on the Monitoring report attached with the agenda, detailed all assets owned by Hawick Common Good.  With reference to paragraph 4.2 of the Minute of 19 March, the Senior Project Manager, CPE Consultancy, would be asked to circulate a plan identifying the boundaries of Common Good land in relation to Hawick Flood Protection Scheme.

DECISION

AGREED

To request that Managing Solicitor obtain and circulate the definitive list of all Heritable Common Good assets; and

To request that Hawick Flood Protection Scheme’s Senior Project Manager circulate a plan showing the boundaries of Hawick Common Good land.

Town of a Thousand Trails

            There had been circulated copies of an application for financial assistance from Town of a Thousand Trails requesting £15,000.00 to assist with the build and ongoing digital marketing of their online hub.  Representatives from Town of a Thousand Trails were in attendance and circulated their Business Plan at the meeting.  It was explained that the project was for the creation of an interactive online hub which would provide routes for all activities, abilities and social media marketing which would encourage visitors to the area and benefit the economy of Hawick and district.  It was anticipated that the Hub would be operational in the summer of 2019.   In response to questions it was advised that initial investment of £60,000.00 was required for start-up costs, with annual maintenance estimated at £22,000.00.  By Year 2 it was expected that the Hub would be attracting income from advertising revenue, with a projection from Year 4 that it would be fully sustainable. It was noted that the organisation was considering setting up a social enterprise company, and that as well as online, activities would be promoted through local newspapers.    The Sub-Committee congratulated the organisation on the project and agreed to award £15,000.00 to assist with the build and digital marketing costs of Town of a Thousand Trails. 

DECISION

AGREED to award a grant of £15,000.00 to Town of a Thousand Trails to assist with the build and ongoing digital marketing of the online hub.

DECLARATION OF INTEREST

Mr Graham Marshall, Vice-Chair Hawick Community Council, declared an interest in the following item of business in terms of Section 5 of the Councillors Code of Conduct and left the table during the discussion.

4.2       Hawick Community Council

There had been circulated copies of an application for financial assistance from Hawick Community Council requesting £3,000.00 towards the finance of bandstand entertainment in Wilton Lodge Park, Hawick.

DECISION

AGREED to award a grant of £3,000.00 to Hawick Community Council to assist with financing bandstand entertainment in Wilton Lodge Park, Hawick.

4.3       Hawick Golf Club

With reference to the Private Minute of 19 March 2019, there had been circulated copies of an application for financial assistance from Hawick Golf Club requesting £3,000.00 towards the cost of urgent repairs required to the roof of their Clubhouse extension.  The Hawick Golf Club Treasurer was in attendance and explained that through fundraising they had raised £2,000.00 towards the repairs, which were estimated to cost £8,000.00.

DECISION

AGREED to award a grant of £3,000.00 to Hawick Golf Club towards the cost of urgent roof repairs to their Clubhouse extension.

4.4       Will H Ogilvie Memorial Trust

There had been circulated copies of an application for financial assistance from the Will H Ogilvie Memorial Trust requesting £2,000.00 for a replacement memorial cairn at the top or Harden Glen.  The application explained that the original bronze had been stolen in 2016.  An exact replica had been created and would be unveiled, as a permanent memorial to the poet, on 17 August 2019,  ...  view the full minutes text for item 4.

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

With reference to paragraph 8 of the Minute of 19 March, there had been circulated copies of a report by the Chief Financial Officer providing details of the income and expenditure for the Hawick Good Fund Sub-Committee for the year 2018/19 including balance sheet values as at 31 March 2019 and proposed budget for 2019/2020.   Appendix 1 to the report provided the actual income and expenditure position for 2018/19.  This showed a projected surplus of £28,513.00 which varied from the projected surplus figure reported on 19 March 2019, due to additional backdated rental income for the Common Haugh as well as reduction in property costs.  Appendix 2 provided a projected balance sheet value as at 31 March 2019 and showed a projected decrease in reserves of £6,447.00.  Appendix 3 provided a breakdown of the property portfolio showing actual rental income for 2018/19 and actual property expenditure to 31 March 2019.  Appendix 4 showed the value of the Kames Capital Investment Fund to 31 March 2019, the Pensions and Investments Manager, highlighted a return of +9.4 had been achieved since investment in February 2018.  Mrs Robb advised that Kames Capital had been invited to present their Investment Fund to Members and encouraged their attendance.  

DECISION

AGREED the proposed budget for 2019 /20 in Appendix 1 to the report.

NOTED within the appendices to the report:-

(i)         The actual income and expenditure for 2018/2019 in Appendix 1

(ii)        The final balance sheet value as at 31 March 2019 in Appendix 2;

(iii)       The summary of the property portfolio in Appendix 3; and

(iv)       The current position of the Kames Capital Investment Fund in Appendix 4.  

To reconsider request from Hawick Community Council. (Copy attached).

With reference to paragraph 7 of the Minute of 17 June 2014 and paragraph 7 of the Minute 19 March 2019, there had been circulated copies of a letter from Hawick Community Council advising that Hawick Community Council were offering to gift the Williestruther Loch Boardwalk to Hawick Common Good Fund Sub-Committee as Hawick Community Council no longer had the resources to maintain or insure the boardwalk.   Mr Kirk advised that in 2014, the Sub-Committee agreed to support Hawick Community Council’s project for a countryside walk around Williestruther Loch.    However, no formal agreement had been entered into with the Community Council.  Following discussion the Sub-Committee agreed to take on the responsibility of the Williestruther Loch Boardwalk and carry out all necessary inspection, maintenance and grass cutting works.   The cost to be recharged to Hawick Common Good Fund.  It was also requested that the Council’s insurance cover the Boardwalk – any additional amount required to be recharged to Hawick Common Good Fund.  The boardwalk should also be included in the Common Good’s five year assessment for planned works.

DECISION

AGREED:

To request that the Council take on responsibility for the Williestruther Boardwalk and carry out inspections, maintenance and grass cutting;

(b)     To request that the Council’s insurance cover the Boardwalk; and

That all costs associated with (i) and (ii) above be recharged to Hawick Common Good Fund. 

Consider update from Property Officer.

With reference to paragraph 9 of the Minute of 19 March 2019 the Property Officer, Frank Scott, advised that the James Wilson Statue had been relocated to the side of the Heritage Hub.  Repairs to the statue would be carried out when practical.   

DECISION

NOTED:

 the relocation of the James Wilson Statue to the Heritage Hub; and

 That required repairs would be completed. 

Consider for information verbal report by Property Officer.

The Property Officer advised that Hawick Archaeological Society was erecting a memorial to the victims of the 1919 Charabanc crash.  The memorial would be installed on the north banking of the public road at Burn flat roundabout.   This site would not impede passers-by or utilities.

DECISION

NOTED the report.

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 19 March 2019. (Copy attached).

Members approved the Private Minute of the Hawick Common Good Fund Sub-Committee held on 19 March 2019.

Consider update from representatives of the Showmen’s Guild

The Sub-Committee received a verbal report from representatives of the Showmen’s Guild.

To determine rental.

The Sub-Committee received a verbal request from Hawick Golf Club and agreed their rental payable to 1 October 2022.

Consider briefing by Property Officer on the recent inspections. 

The Sub-Committee discussed the recent property inspections and agreed maintenance works as advised by the Property Officer.

Consider update by Property Officer

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

The next meeting is scheduled to be held on Tuesday, 20 August 2019

The next meeting of the Hawick Common Good Fund Sub Committee was scheduled to be held on Tuesday, 20 August 2019 at 4.00 pm.