Scottish Borders Council

Agenda and draft minutes

Venue: The meeting will be conducted by Microsoft Teams and the link to the meeting is shown below. Information and guidance can be found at www.scotborders.gov.uk/onlinemeeting.

Contact: Judith Turnbull Tel No 01835 826556  Email:  Judith.Turnbull@scotborders.gov.uk

Link: Teams Live Event

Items
No. Item

1.

Welcome and Introductions

Minutes:

The Chairman opened the meeting and welcomed Members of the Sub-Committee and members of the public to the Scottish Borders Council’s open on-line meeting.  The meeting was being held remotely in order to adhere to guidance on public meetings and social distancing currently in place, due to the Covid-19 pandemic. 

 

1.2    The Chairman advised that Mr William Fletcher was now Burnfoot Community Council’s representative on the Sub-Committee, replacing Mrs Anne Knight who has sadly passed.  Mrs Knight was a great supporter of Hawick Common Good and regular attendee at meetings.   

 

1.3    On behalf of the Sub-Committee the Chairman wished Councillor George Turnbull a speedy recovery.

 

         DECISION

         NOTED that Mr Fletcher was Burnfoot Community Council’s representative on the Sub-Committee.

 

2.

Minutes pdf icon PDF 87 KB

Consider Minutes of meetings held on 24 June 2020 and 17 July 2020 (copies attached).

Additional documents:

Minutes:

There had been circulated copies of the Minutes of the meetings held on 24 June 2020 and 17 July 2020.

 

DECISION

APPROVED the Minutes of the meetings held on 24 June 2020 and 17 July 2020 for signature by the Chairman.   

 

3.

Matters Arising from the Minute

Minutes:

With regard to paragraph 2 of the Minute of 24 June 2020, it was noted that Hawick Reivers’ Association had submitted their costs and accounts for analysis.  Mrs Robb would liaise with the Association regarding the amount of reimbursement required and provide an update at the next meeting.

 

DECISION

NOTED that the amount reimbursed from Hawick Reivers’ Association would be advised at the next meeting. 

 

4.

Financial Assistance pdf icon PDF 997 KB

 

Consider applications for financial assistance from:-

Additional documents:

Minutes:

Hawick Community Council

There had been circulated copies of an application for financial assistance from Hawick Community Council requesting £7,744.76 (revised estimate) for provision of 10 gazebos.  The Chairman thanked the Vice-Chair of Hawick Community Council for joining the meeting remotely.  The Sub-Committee were advised that the gazebos would benefit other organisations in the town and would avoid having to source gazebos from other towns.  It was clarified that the Community Council had already secured funding from the Localities Emergency funding for two gazebos which, if funding was granted, would give a total of 12 gazebos for the town.  The Sub-Committee noted the revised estimate and supported the application for funding.

 

DECISION

AGREED to award £7,744.76 to Hawick Community Council for the purchase of 10 gazebos, with supporting equipment, to be used for various events in the town.

 

4.2    Hawick Recreation Association

There had been circulated copies of an application from Hawick Recreational Association requesting £14,748.00 for a new heating system at the Auld Baths, Hawick.   The Chairman thanked the Chairperson from Hawick Recreation Association for joining the meeting remotely.  The Sub-Committee were advised that the amount requested was £7,374.00, as an application for funding was also being made to the Community Fund.  He also advised that 10% of the costs was being met by the Association.  The Chairman explained that the building was owned by Scottish Borders Council, leased with a peppercorn rent to Hawick Recreation Association.  The Sub-Committee discussed the application and were supportive, in principle.  However, the terms of the Lease required that any request for alterations to the premises be submitted, with costings, to the Council for consent, clarification should also be sought on responsibility for maintenance costs.  The Association were also advised to apply for funding to alternative sources, such as Hawick Community Council and the National Lottery Community Fund.  Once the outcome of alternative funding sources was known and the views of the Council had been established, the Association would bring back an application to the next meeting for further consideration.

 

DECISION

NOTED to request that Hawick Recreation Association bring back an application to the next meeting of the Sub-Committee, when the Council’s views on the proposed works had been established and details of funding achieved from alternative sources was known. 

5.

Draft Revised Application for Funding pdf icon PDF 139 KB

Consider draft revised application for Common Good Funding (copy attached)

 

Minutes:

There had been circulated copies of a revised Common Good Fund Application form for funding from all the Council's Common Good Funds, which was being presented to all Common Good Fund Sub Committees for comment.    The revised application form had been updated to be more relevant with further clarity required on funding requests. If approved, the application would be used for all future applications for financial assistance to Hawick Common Good Fund Sub-Committee.

 

DECISION

APPROVED the use by Hawick Common Good Fund Sub-Committee of the revised application form for funding from the Council’s Common Good Funds.

 

6.

Williestruther Loch Boardwalk pdf icon PDF 399 KB

To consider request from Hawick Community Council (copy attached).

Minutes:

There had been circulated a for noting report from Hawick Community Council advising of Hawick Community Council’s proposals for extending and additional works proposed to the boardwalk at Williestruther Loch.  The works would be undertaken by the Criminal Justice Team with funding received by Hawick Community Council from Langhope Rig Community Fund.    It was noted that the two local farmers were fully supportive of the proposed works and that there were no cost implications for Hawick Common Good.  The Sub-Committee supported the proposal and the report was noted. 

DECISION

NOTED the report from Hawick Community Council regarding extending and additional works proposed to the boardwalk at Williestruther Loch.

 

7.

Monitoring Report for nine months to 30 June 2020 pdf icon PDF 167 KB

 

Consider report by Executive Director Finance & Regulatory (copy attached).

Minutes:

With reference to paragraph 4 of the Minute of 24 June 2020, there had been circulated copies of a report by the Executive Director Finance & Regulatory providing details of income and expenditure for the Hawick Common Food Fund for the three months to 30 June 2020, a full year projected out-turn for 2020/21 and projected balance sheet values at 31 March 2021.  The Pensions and Investment Manager, Mrs Robb highlighted the main points of the report.  Appendix 1 to the report provided the projected income and expenditure position for 2020/21.   This showed a projected surplus of £5,921 for the year.   Appendix 2 provided a projected balance sheet value as at 31 March 2021 and showed a projected decrease in reserves of £58,420.     Appendix 3 provided a breakdown of the property portfolio showing projected income for 2020/21 and actual property expenditure to 30 June 2020.  Appendix 4 showed the value of the Aegon Asset Management (formerly Kames Capital) Investment Fund to 30 June 2020.  A list of recipients who were in receipt of grants and donations was including within the report, Mrs Robb advised that £27k grant funding was still available to be allocated.   Regarding the investment in Aegon Asset Management Fund, Mrs Robb advised that although the investment had been affected by the impact of Covid-19 on the economy, the investment was starting to recover but was still anticipated to be less than previous years.   It was noted that Members would have the opportunity to raise questions with Aegon Asset Management at the online meeting scheduled for 17 September.

 

DECISION

(a)         AGREED the projected income and expenditure for 2020/21 in Appendix 1 as the revised budget for 2020.21.

 

(b)            NOTED within the appendices to the report the:-

 

(i)          projected balance sheet value as at 31 March 2020 in Appendix 2;

 

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

 

(iii)       current position of the Aegon Asset Management Investment Fund in Appendix 4.

 

8.

Hornshole pdf icon PDF 65 KB

Consider proposal from Hawick Volunteers Group (copy attached)

Additional documents:

Minutes:

There had been circulated copies of a report and draft plan from Hawick Volunteers Group, The report advised that Hawick Volunteers Group were willing to take on responsibility for progressing improvement and maintenance works and ongoing upkeep of Hornshole.  The Group requested, in principle approval, from the Sub-Committee on their proposals to maintain Hornshole going forward.  The Group also requested that Hawick Common Good Fund approve an annual budget, or regular budget, for ongoing costs associated with the upkeep of the area, subject to finalised costs being provided. This was to allow progress of finalisation of their proposals and costings.  The Chairman clarified that Scottish Borders Council was the legal owner of the land which had been allocated to Hawick Common Good.   Mrs Robb suggested that the Sub-Committee received detailed costs for the proposed improvement works and an estimate of annual costs before considering the request and this was agreed. 

 

DECISION

AGREED to request that Hawick Volunteers Group provide costs for the proposed improvement works and estimate of annual costs for further consideration at the next meeting of the Sub-Committee. 

 

9.

Property Update

(i)                Memorial bench at Acreknowe.

(ii)               Verbal update from Property Officer

Minutes:

Flood Protection Scheme.

Mr Curtis advised that he was liaising with the Flood Protection Team regarding compensation to the Common Good for loss of income and also future loss of income for the Common Good grassed area, which was to be incorporated into the flood scheme.

 

9.2       Memorial bench at Acreknowe

Mr Scott advised that he had met with the family and agreed a suitable location for a memorial bench at Acreknowe.

 

9.3       New Building at St Leonards Farm

With reference to paragraph 5.2 of the Minute of 24 June 2020, Mr Scott displayed photographs of the site at St Leonards, explaining that work had resumed on site and progress was being made.

 

DECISION

NOTED the property updates. 

 

10.

Private Business

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”,

Minutes:

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 Paragraphs 6 and 8 of Part I of Schedule 7A to the Act.

 

SUMMARY OF PRIVATE BUSINESS

 

MEMBER

Councillor Marshall left the meeting following consideration of the above item.

11.

Private Minute

Consider Private Minute of the meeting held on 24 June 2020 (copy attached).

Minutes:

Members approved the Private Minute of Hawick Common Good Fund Sub Committee held on 24 June 2020. 

 

12.

Matters Arising from the Minute

Minutes:

Officers provided updates on matters arising from the Minute of 24 June 2020.

 

13.

Property Update

(i)               Toilets at Hawick Moor

(ii)              Hawick Moor

(iii)            Hawick Burgh Woodlands

(iv)            Verbal update by Estates Surveyor and Property Officer.

Minutes:

The Sub-Committee received an update on matters pertaining to Hawick Common Good properties.

 

14.

Moveable Assets Inventory

Update by Cultural Services Manager (copy attached).

Minutes:

The Sub-Committee considered a Briefing Paper by the Cultural Services Manager.

 

 

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Scottish Borders Council

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