Agenda and minutes

Minute of Meeting of 11 March 2019 to be agreed and signed.   (Copy attached.)

         MINUTE

         There had been circulated copies of the Minute of the Kelso Common Good Fund Sub-Committee held on 11 March 2019. 

         DECISION

AGREED to note the Minutes for signature by the Chairman.

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

2.0     MONITORING REPORT FOR 12 MONTHS TO 31 MARCH 2019  

          There had been circulated copies of a report by the Chief Financial Officer which provided the income and expenditure for the Kelso Common Good Fund for the year 2018/19 including balance sheet values as at 31 March 2019, an proposed budget for 2019/2020.  Appendix I provided the actual income and expenditure for 2018/19.  This showed a surplus of £10,321 for the year, which varied from the projected surplus figure reported at the meeting on 11 March 2019, which was due to a lower than anticipated grant expenditure.  Appendix 2 provided an actual balance sheet value as at 31 March 2019, which showed a decrease in reserves of £39,785.  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, which was on target. 

                     DECISION

(a)      AGREED the proposed budget for 2019/20 as shown in Appendix 1 to the report;

(b)     NOTED:-

(i)                                  The actual income and expenditure for 2018/19 in Appendix ;

(ii)         the final balance sheet value as at 31 March 2019 as detailed in Appendix 2 of the report;

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

(iii)      the current position of the Kames Capital PLC investment Fund contained in Appendix 4 of the report.

Consider a request for financialassistance received from The Woodend Garden Association.  (copy attached.)

3.0     FINANCIAL ASSISTANCE

3.1     The Woodend Garden Association 

          There had been circulated copies of an application received from the Woodend Garden Association in the sum of £1,090 together with a copy of the planning statement, estimated start up costs, proposed plan for the Garden and a copy of the Woodend Garden Association constitution.  The application explained that the Woodend Garden Association had been formed in respect of all occupants residing at numbers 43,44,45,46,47,48,49 and 50 Broomlea, Kelso TD5 7RB to provide an environment where the community could work together to take join action for common benefit;  to protect members from damage, trespass and theft; to organise functions for members of the association to meet socially; take such steps as may be required by the Local Authority for the good management and cultivation of leisure gardens in Terms of the Lease; to raise funds by any lawful means excluding permanent trading and that all funds raised be used for the upkeep of the garden or donated to an agreed charity. The application went onto explain the aims of the Woodened Garden Association and that every Household would pay an equal proportion of the setup and on-going running costs determined by the Committee.  There were no funds held by the association and the grant sought was to prepare the ground by removing tree stumps, ploughing, rotavating and levelling the plot, erection of a boundary fence, raised beds and to plant hedging.  The households at 43,44,45,46, 47, 48, 49 and 50 would pay an equal proportion of further setup costs and on-going running costs.  The Pensions and Investments Manager stated that the Local Authority would not pay a grant to an individual and that a bank account would require to be set up prior to any payment being made.  Miss Moir, Solicitor stated that the application to the Common Good was, in her opinion, premature as planning consent had not been given and that although the Heads of Terms had been agreed the lease had not been finalised.  The Pensions and Investments Manager further highlighted that should the Woodend Garden Association cease, there required to be provision in the Lease to ensure that the ground was restored to its former condition and use.  Following considerable discussion the Committee agreed to support the project in principle, however prior to any grant being paid, the Woodend Association required to:-

(i)            Open a Bank Account in the name of the Woodend Garden Association 

(ii)           Confirm in writing that the Lease had been agreed and signed

(iii)          Confirm in writing that the Planning permission had been granted.

          DECISION

          AGREED in principle to support the project and prior to any grant being paid the Woodend Association required to:-

(i)            Open a Bank Account in the name of the Woodend Garden Association 

(ii)          Confirm in writing that the Lease had been agreed and signed

(iii)         Confirm in writing that the Planning permission had been granted.

          DECLARATION OF INTEREST

          Community Councillor Weatherston declared an interest in the following item  ...  view the full minutes text for item 3.