Agenda and draft minutes

Consider Minute of the Meeting held on 21 March 2023 for approval and signature by the Chair.  (Copy attached.)

There had been circulated copies of the Minute of the Meeting held on 21 March 2023.

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 the details of the income and expenditure for the Hawick Common Good Fund for the year 2022-23 which included balance sheet values as at 31 March 2023, a full year projected out-turn for 2023-24, and projected balance sheet values as at 31 March 2024.  Appendix 1 of the report provided the actual income and expenditure for 2022-23 which showed a deficit of £17,218 for the year, which was less than the reported surplus on 21 March 2023, as a result of notification of a delay in Pilmuir servitude income originally expected in financial year 2022-23.  Appendix 2 of the report provided an actual balance sheet value as at 31 March 2023 which showed a decrease in reserves of £154,145.  Appendix 3a of the report provided a breakdown of the property portfolio which showed actual rental income and net return for 2022-23.  Appendix 3b provided a breakdown of the property portfolio which showed actual property expenditure for 2022-23.  Appendix 4 of the report provided a breakdown of the property portfolio which showed actual property valuations at 31 March 2023.  Appendix 5 showed the value of the Aegon Asset Management Investment Fund to 31 March 2023.  The Acting Chief Financial Officer presented the report and answered Members’ questions.  Treasury advisors to the Council were optimistic that improvements would be seen in the performance of the Aegon Asset Management Investment Fund in 2023-24.  The Sub-Committee were advised that available data would show where the market had been affected by recent uncertainty in market conditions.  If there was a sustained period of no recovery, all common good funds would consider if action needed to be taken.  Professional advice would be sought through Aegon and other treasury advisors.

DECISION

(a)       AGREED the projected income and expenditure for 2023/24 in Appendix 1 as the revised budget for 2023/24;

(b)       NOTED:

(i)        the actual income and expenditure for 2022-23 in Appendix 1;

(ii)       the final balance sheet value as at 31 March 2023, and projected balance sheet value as at 31 March 2024 in Appendix 2;

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

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

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

There had been circulated copies of an application for financial assistance from Hawick Colts AFC for £3,000 to develop ground acquired by the club next to eh changing facilities at Wilton Lodge Park into a football pitch.  The Chair invited Dougie Leithead, Treasurer of Hawick Colts AFC to present the application.  Members expressed support for the application.

DECISION

AGREED to award Hawick Colts AFC a grant of £3,000.

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 Meeting during the discussion.

Consider application for financial assistance from Hawick Ex-Service Association.  (Copy attached.)

4.1       There had been circulated copies of an application for financial assistance from Hawick Ex-Services Association for £19,200 to fund a visit of 40 people from Hawick to Bailleul, France as part of the 50th year anniversary of the twinning of the towns including visits to sites of military interest.  The Chair invited Eck Barclay, Secretary of Hawick Ex-Service Association to present the application and answer Members’ questions.  Mr Barclay advised that being unable to meet the cost of the bus was prohibitive to confirming the trip taking place.  Members felt that the requested amount was too high and that it wouldn’t be appropriate for the Common Good Fund to fund the entire trip without there being contributions from those that took part.  Mr Barclay advised that attendees would be expected to pay £350-400 and that £6,000 would be sufficient to confirm the booking of a bus.  On advice from the Chief Legal Officer, Members agreed to add a condition of funding that the trip be affordable for individual paying and that funding is made when it is understood that the trip is going to take place.

4.2       Councillor Smart, seconded by Councillor Ramage moved that a grant of £6,000 be awarded to Hawick Ex-Service Association on the condition that the award is made when it is understood that the trip is financially secure and will take place.

DECISION

AGREED to award Hawick Ex-Service Association a grant of £6,000 on the condition that the award is made when it is understood that the trip is financially secure and will take place.

Councillor McAteer rejoined the Meeting.

Councillor Ramage declared an interest in the following item of business in terms of Section 5 of the Councillors Code of Conduct and left the Meeting during the discussion.  Councillor Cox assumed the Chair.

Consider application for financial assistance from Escape Youth Services.  (Copy attached.)

There had been circulated copies of an application for financial assistance from Escape Youth Services for £6,000 to fund a 5-week summer programme during the school summer holidays.  The Chair invited Sian Snowdon to present the application and answer Members’ questions.  Members expressed support for the application

DECISION

AGREED to award Escape Youth Services a grant of £6,000.

Councillor Ramage rejoined the meeting and reassumed the Chair.

Consider application for financial assistance from Hornshole Greenway Development Group.  (Copy attached.)

There had been circulated copies of an application for financial assistance from Hornshole Greenway Development Group for £4,656 to support the next phase of their project to manufacture and install signs across the Hornshole Greenway.  The Chair invited Judith Murray to present the application.  Members expressed support for the application.

DECISION

AGREED to award Hornshole Greenway Development Group a grant of £4,656.

Consider application for financial assistance from Riddell Fiddles.  (Copy attached.)

There had been circulated copies of an application for financial assistance from Riddell Fiddles for £2,324 to support the running of music classes in Burnfoot Hub which included covering tutor costs, travel and instrument costs.  Members expressed support for the application.

DECISION

AGREED to award Riddell Fiddles a grant of £2,324.

The Chair introduced a discussion on electrical vehicle (EV) charging points in the Common Haugh.  Cllr McAteer advised that he had raised the issue of EV charging points with the Director Infrastructure and Environment, and that there should be an opportunity to address electrical infrastructure to support the charging points when resurfacing of the Common Haugh takes place.  Cllr McAteer suggested that if the Sub-Committee agreed to support the installation of electrical infrastructure then this should be formally recorded and conveyed to the Director Infrastructure and Environment.  The Chief Legal Officer advised Members that there was a capital spending limit on the Sub-Committee of £20,000 and that proposals of spend on a further cost would need to go to a meeting of Scottish Borders Council.

DECISION

NOTED the update.

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 21 March 2023.  (Copy attached.)

Members considered the Private Section of the Minute of the Meeting held on 23 May 2023.

Consider verbal update on Common Haugh.

Members considered an update on use of the Common Haugh.

Consider update by Property Officer.

Members considered an update from the Property Officer on Common Good property matters.