Agenda and draft minutes

The Chair welcomed Members, officers and the public to the meeting and noted that to prioritise her role as a councillor and to participate in debates as a Member she had taken the decision to resign as a member of Hawick Common Riding Committee.

Consider Minute of the Meeting held on 21 March 2022 for approval and signature by the Chair.  (Copy attached.)

There had been circulated copies of the Minute of the Meeting held on 22 November 2021.

DECISION

AGREED to approve the Minute for signature by the Chair.

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

There had been circulated copies of a report by Acting Chief Financial Officer that provided details of the income and expenditure for the Hawick Common Good Fund for nine months to 31 December 2022, a full year projected out-turn for 2022-23, projected balance sheet values as at 31 March 2023 and proposed budget for 2023-24.  Appendix 1 of the report provided the projected income and expenditure position for 2022-23 which showed a projected surplus of £42,260 for the year, which was less than the previously reported surplus on 22 November 2022, as a result of an increase to the Central Support Charge and an increase in the property repairs budget.  Appendix 2 of the report provided a projected balance sheet value as at 31 March 2023 which showed a projected decrease in reserves of £22,081.  Appendix 3a of the report provided a breakdown of the property portfolio which showed projected rental income and projected net return for 2022-23 and actual property income to 31 December 2022.  Appendix 3b of the report provided a breakdown of the property portfolio which showed projected property expenditure for 2022-23 and actual property expenditure to 31 December 2022.  Appendix 4 of the report provided a breakdown of the property portfolio which showed projected property valuations at 31 March 2023.  Appendix 5 of the report showed the value of the Aegon Asset Management Investment Fund to 31 December 2022.  The Acting Chief Financial Officer summarised the report and answered Members questions.  It was clarified that unallocated funds would be carried forward into the next year, and that the allocation of funds for grant expenditure was a guide for budgeting of the fund, however the Sub-Committee may choose to alter this.

DECISION

(a)       AGREED:

(i)        the projected income and expenditure for 2022-23 in Appendix 1 as the revised budget for 2022-23;

(ii)       the proposed budget for 2023-24 as shown in Appendix 1;

(b)       NOTED

(i)        the projected balance sheet value as at 31 March 2023 in Appendix 2;

(ii)       the summary of the property portfolio in Appendices 3 and 4; and,

(iii)      the current position of the Aegon Asset Management Investment Fund in Appendix 5.

Councillor McAteer declared an interest in the following item of business in terms of Section 5 of the Councillors Code of Conduct and left the Chamber during the discussion.

Consider application for financial assistance from Hawick Common Riding Committee.  (Copy attached.)

There had been circulated copies of an application for financial assistance from Hawick Common Riding Committee for £1,848.00 to cover the cost of 22 additional toilets on the Hawick Moor for the Hawick Common Riding weekend.  The Chair invited John Hogg, Chair of Hawick Common Riding Committee to present the application.  Members expressed support for the application.

DECISION

AGREED to award Hawick Common Riding Committee a grant of £1,848.

Councillor McAteer rejoined the Meeting.

Consider application for financial assistance from Future Hawick.  (Copy attached.)

There had been circulated copies of an application for financial assistance from Future Hawick for £450 for a reception to recognise those that had been involved Hawick Welcome over the 26 years of its operation.  The Chair invited Derick Tait, Treasurer of Future Hawick, to present the application.  Members expressed support for the application.

DECISION

AGREED to award Future Hawick a grant of £450.

Consider update on progress on the St Leonard’s Park Project.

With reference to paragraph 4 of the Minute of the Meeting held on 29 March 2022, the Chair invited Brian Bouglas, Duncan Taylor, Fiona Drane and Colin Telfer of Future Hawick to the meeting to present an update on the St Leonard’s Park Project.  Mr Bouglas advised that a survey conducted by Future Hawick on St Leonard’s Park had returned positive views from members of the public with regard to the project proposals which should advance to the next stage.  Future Hawick felt that the next step of the project would be to form a community board to oversee future phases of the project which included landscaping and modernisation of the Hawick Moor race track as a priority for those that participated in the survey, followed by works to the race track buildings.  Access to the site also required improvements.  Members expressed that before any further commitment on project progress could be made by the Common Good Fund, further detail would be required on next steps.  Mr Taylor advised that further external funding could only be made after receiving a commitment from the Common Good Fund Sub-Committee to the project and this was being sought by the Future Hawick.  Officers advised that before the Sub-Committee makes a commitment to the next steps of the project, a report may need to be received by the Sub-Committee to set out what phase 1 of the project would be and a summary of the due diligence considered.  The Chief Legal Officer advised that more substance of the next steps of the project should be presented before an agreement-in-principal is made and that the project managers should return to the Sub-Committee with a greater level of clarity of what was to be proposed so that the Hawick Common Good Fund Sub-Committee could make clear what they would be supporting.  It was further advised that the Sub-Committee could be supportive of development of the site but should not go as far as approving anything in principal without details of further phases presented to a meeting.

DECISION

NOTED the update.

The Chair noted that the Estates Strategy Manager, Mr Norrie Curtis, was leaving the Council and expressed thanks for his work and support of the Hawick Common Good Fund Sub-Committee.

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 the relevant paragraphs of Part 1 of Schedule 7A to the aforementioned Act.”

DECISION

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 9 of Part I of Schedule 7A to the Act.

Consider Private Section of the Minute of the Meeting held on 22 November 2022 for approval and signature by the Chair.  (Copy attached.)

Members considered the Private Section of the Minute of the Meeting held on 22 November 2022.

Consider report by Property Officer. (Copy attached.)

Members considered the report by Property Officer.

Consider update by Estates Strategy Manager.

Members considered the report by Estates Strategy Manager.

Consider an update on the Volunteer Park Stand.

Members considered the report by Estates Strategy Manager.

Consider update by Property Officer.

Members considered the report by Property Officer.