Agenda and draft minutes

Consider Minute of the Meeting held on 29 June 2022 for approval and signature by the Chair.  (Copy attached.)

There had been circulated copies of the Minute of the Meeting held on 29 June 2022.

DECISION

AGREED to approve the Minute for signature by the Chair.

Consider Report by Acting Chief Executive.  (Copy attached.)

There had been circulated copies of a report by Acting Chief Executive that provided the details of the income and expenditure for the Lauder Common Good Fund for the three months to 30 June 2022, a full year projected out-turn for 2022-23, and projected balance sheet values as at 31 March 2023.  Appendix 1 of the report provided the projected income and expenditure position for 2022-23 which showed a projected surplus of £758 for the year.  Appendix 2 of the report provided a projected balance sheet value as at 31 March 2023 which showed a projected decrease in reserves of £154,693.  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 30 June 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 30 June 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 30 June 2022.  Lauder Common Woodland Planting was underspent against budget in 2021-22 following a delay in completion of the works. This underspend, and the corresponding budget for grant income, had been rolled forward into 2022-23, with an additional cost of £3,000 for fencing and vermin control.  The projected property repairs budget had been increased by £17,400 which reflected costs for woodland felling required after recent storms, along with additional maintenance costs.

DECISION

(a)       AGREED the projected income and expenditure for 2022-23 in Appendix 1 of the report as the revised budget for 2022-23;

(b)       NOTED

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

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

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

CHAIR’S REMARKS

The Chair expressed gratitude to Pensions and Investment Manager, Ms Robb, for her work supporting the Lauder Common Good Fund and wished her well on her new role on behalf of the Sub-Committee.

Consider update by Estates Surveyor.

3.1       Whitlaw Farm Access Road

Members were advised that appropriate maintenance terms for access were agreed with the adjacent landowner.

3.2       Lauder Football Club

There had been a request for use of additional land adjacent to their pavilion for equipment storage.  The Principal Solicitor advised that for permanent use for equipment storage may require consultation, and that using the area for equipment storage on a year-to-year basis would be fitting for the existing use of the adjacent building.  Members agreed to authorise the Estates Surveyor to arrange for Lauder Football Club use of additional land adjacent to the pavilion on a 12-month basis with further use to be reviewed annually.

DECISION

(a)       NOTED the update;

(b)       AGREED

(i)        That members receive a written note of the finalised maintenance terms for Whitlaw Farm Access Road when agreed; and,

(ii)       To authorise the Estates Surveyor to arrange for a 12-month use of land adjacent to Lauder Football Club pavilion for storage of equipment which is to be reviewed annually.

CHAIR’S REMARKS

The Chair expressed gratitude to Principal Solicitor, Ms MacLeod, for her work in supporting the Lauder Common Good Fund Sub-Committee noting her hard work, advice and guidance which supported Members in transacting business of the 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 29 June 2022.  (Copy attached.)

Members considered the Private Section of the Minute of the Meeting held on 29 June 2022.

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 and to keep Members informed.     

Members considered the update by Estates Surveyor.