Agenda and minutes

Councillor Parker had intimated that he would join the meeting at the conclusion of the Executive Committee meeting.  In his absence, it was agreed that Councillor Torrance would Chair the meeting. 

Minute of meeting held on 23 February 2016 to be noted and signed by the Chairman.  (Copy attached.) 

There had been circulated copies of the Minute of 23 February 2016.

DECISION

NOTED for signature by the Chairman.

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

            There had been circulated copies of a report by the Chief Financial Officer giving details of the income and expenditure for the Lauder Common Good Fund for the year 2015/16 to 31 March 2016, including the proposed budget for 2016/17 and the projected balance sheet values at 31 March 2016.  Appendix 1 to the report detailed the income and expenditure position for 2015/16 and Mrs Robb explained that this showed a surplus of £49,788 with a projected surplus of £49 for 2016/17.  Appendix 2 contained the balance sheet value to 31 March 2016 showing a projected increase in reserves of £36,194 due to the surplus generated in the year and the movements in the value of investments.  The Property Portfolio performance was detailed in Appendix 3 and listed the actual income and property expenditure to 31 March 2016 where applicable and any depreciation charges for 2015/16.  Appendix 4 listed the Newton Fund investment to 31 March 2016.  Ms Robb advised that overall, 2015/16 had been a successful year for Lauder Common Good Fund with dividends of £4,886 being received in total from the Newton Fund.  The proposed budget for 2016/17 was based on a distribution from the Newton Fund of 2.0% of the market value at 31 March 2015.  Discussion followed and Ms Robb explained that money could be transferred into the Common Good Fund at any time to manage future applications for financial assistance.  She went on to advise that the Newton Fund managers would be visiting Scottish Borders Council in September 2016 and that Members would have an opportunity to raise questions with them at that time.  Confirmation of details would be circulated in due course.

DECISION

(a)     NOTED the report and detail in Appendices 1 to 4 to the report.

(b)     AGREED the proposed budget for 2016/17 as detailed in Appendix 1.

Briefing by Estates Surveyor.  (Copy attached.)

There had been circulated copies of a briefing note by Mr Morison, Estates Surveyor giving the background details of the current situation in relation to the cattle grids on Lauderhill leading to Whitlaw.  Mr Morison explained that historically, Mr Forrest who farms at Whitlaw had cleaned out the cattle grid nearest the farm whilst other arrangements were in place for a second grid nearer Lauder.  The track between the two cattle grids had been informally maintained in previous years by Mr Forrest however no formal agreement had been reached as to future maintenance.  Mr J Forrest and Mr J McLean had contacted Mr Morison suggesting that agreement might be reached whereby they would continue to maintain the track and Lauder Common Good would assume responsibility for the cattle grids.  The costs for a major repair to the cattle grid at Whitlaw had been estimated at a maximum of £2,000.  Discussion followed and it was agreed that the Sub-Committee would write to Mr Forrest advising him that Lauder Common Good Fund would meet the cost of a major repair to the cattle grid on this occasion.  In addition, the letter would also reiterate that the Trustees of the Fund would not be bound to maintaining the grid in future years.

DECISION

AGREED that the Council's Principal Solicitor, Ms MacLeod, on behalf of Lauder Common Good Fund respond to Mr J Forrest advising him that:-

(a)     Lauder Common Good Fund would meet the cost of repairs to the cattle grid at Whitlaw on this occasion up to a maximum of £2,000; and

(b)     the letter would also reiterate that the Trustees of the Fund would not be bound to maintaining the grid in future years.

With reference to paragraph 7 of the Minute of 23 February 2016, it had been noted that financial reports on Lauder Library Fund would be presented to the Sub-Committee on an annual basis.  On the advice of the Capital and Investment Manager, Members agreed that the sum of £600 be passed on the Library to cover its running costs for the year.  The annual running costs of the Library were approximately £1,000 and Members noted that a small top-up request for financial assistance might be submitted to Lauder Common Good Fund Sub-Committee.  It was the expectation, however, that Lauder Library would be self-funding. 

DECISION

(a)     NOTED.

(b)     AGREED that £600 be granted to the Lauder Library to cover running costs for 2016/17.