Agenda and draft minutes

Consider Minute of the Meeting held on 23 May 2023 for approval and signature by the Chair.  (Copy attached.)

There had been circulated copies of the Minute of the Meeting held on 23 May 2023.

DECISION

AGREED to approve the Minute for signature by the Chair.

Consider report by Director Finance and Procurement.  (Copy attached.)

2.1       The had been circulated copies of a report by Director Finance and Procurement that provided the details of the income and expenditure for the Hawick Common Good Fund for the three months to 30 June 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 projected income and expenditure position for 2023-24 which showed a projected surplus of £108,633 for the year.  Appendix 2 of the report provided a projected balance sheet value as at 31 March 2024 which showed a projected increase in reserves of £28,255.  Appendix 3a of the report provided a breakdown of the property portfolio which showed projected rental income and projected net return for 2023-24 and actual property income to 30 June 2023.  Appendix 3b of the report provided a breakdown of the property portfolio which showed projected property expenditure for 2023-24 and actual property expenditure to 30 June 2023.  Appendix 4 of the report provided a breakdown of the property portfolio which showed projected property valuations at 31 March 2024.  Appendix 5 of the report showed the value of the Aegon Asset Management Investment Fund to 30 June 2023.

2.2       With reference to paragraph 4 of the Minute of the Meeting held on 23 May 2023, officers advised that the Hawick Ex-Service Association trip to Bailleul would not be going ahead and the award granted to the applicant would be reallocated to the grant budget.  Members raised the outstanding payment of financial assistance to Silverbuthall Community Development Trust agreed on the meeting held on 22 November 2022.  Officers advised that contact had been made with the applicants who had asked for time while their banking system was arranged.  Members asked for officers to liaise with the applicants and an update brought to the next meeting about the readiness of the applicants to receive the payment.  Members asked for the date of approval of the grant application to be corrected to read ‘2022’.

DECISION

(a)       AGREED that officers would seek an update on the award for Silverbuthall Community Development Trust as approved at the Meeting held on 22 November 2022; and,

(b)       NOTED:

(i)        the actual income and expenditure for 2023-24 in Appendix 1;

(ii)       the 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 Interest Link Borders.  (Copy attached.)

There had been circulated copies of an application for financial assistance from Interest Link Borders for £3,000 to fund volunteer costs and expenses related to group activities.  The Chair invited Andrew Findlay, Project Co-ordinator at Interest Link Borders to present the application who advised that Interest Link Borders work across the Borders to improve the lives of socially excluded children over 8, adults with learning disabilities and their carers through volunteer befriending and the holding of friendship groups.  The funds request would support Roxburgh branch members.

DECISION

AGREED to award Interest Link Borders a grant of £3,000.

Councillor Cox joined the meeting at 10.25 am.

Consider application from Motorhome Fun Club for arrangements for the exclusive use of the motorhome parking area of the Common Haugh on the dates Thursday 21 – Monday 25 March 2024.

Members considered a request from the Motorhome Fun Club for arrangements to be made for the exclusive use of the motorhome parking area of the Common Haugh on the dates Thursday 21 – Monday 25 March 2024 to coincide with the Reivers Festival.  Members highlighted criticism that was made of the Council with regards to management of the booking and that lessons should be learnt from previous experiences in arranging for the area to be cordoned for the applicant’s exclusive use.  Members noted that the area was a free parking facility and further consideration of appropriate arrangements should be made for requests to cordon the area for exclusive use by an applicant.  Members agreed for officers to submit an appraisal report to the Sub-Committee on arrangements for cordoning of the Common Haugh motorhome area for exclusive use by applicants.

DECISION

AGREED to refer the application to officers and to submit an appraisal report on exclusive use of the Common Haugh motorhome parking area.

Under Section 50B(4)(b) of the Local Government (Scotland) Act 1973, the Chair was of the opinion that the item dealt with in the following paragraph 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 an application for financial assistance from Future Hawick for £3,223.80 to fund Welcome Hosts’ wages for the Hawick Welcome 2023 project through to late August-early September 2023.  The Chair invited Derick Tait, Treasurer of Future Hawick to present the application who explained that there had been shortfall in project funding as other funds wouldn’t cover the cost of wages.  Members agreed to fund the application and advised that conversations should take place with officers in Community Engagement so that Future Hawick weren’t reliant on recurring Common Good funding being awarded.

DECISION

AGREED:

(a)       to award Future Hawick a grant of £3,223.80; and,

(b)       to advise Future Hawick to engage with Community Engagement officers to explore further funding opportunities.

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 23 May 2023.  (Copy attached.)

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

Consider report by Estates Surveyor.  (Copy attached.)

Members considered the report by the Estates Surveyor.

Consider update by Property Officer.

Members considered the update on Common Good property by the Property Officer.

Under Section 50B(4)(b) of the Local Government (Scotland) Act 1973, the Chair was of the opinion that the item dealt with in the following paragraph should be considered at the meeting as a matter of urgency, in view of the need to make an early decision.

Members considered the item raised by Councillor Ramage.