Agenda and minutes

Minute of Meeting of 25 May 2016 for approval.  (Copy attached).

The Minute of Meeting of the Chambers Institution Trust of  26 May  2016  had been

circulated.

DECISION

APPROVED.

Consider Briefing Note by Service Director Assets and Infrastructure.  (Copy to follow).

There had been circulated copies of  a briefing paper prepared by  the Service Director Assets and Infrastructure,  a copy of which is attached as an appendix to this Minute.    Members were advised that Officers had been unable to attend the meeting.    The contents of the report were discussed and duly noted.

DECISION

NOTED the report.

The meeting concluded at  4.20  p.m.    

CHAMBERS INSTITUTION TRUST

23 NOVEMBER 2016

APPENDIX

Chambers Institute

Progress Report 18.11.16

SBC have recently appointed, through a competitive process, the architect Page/Park to develop a Feasibility Study which builds on the work previously undertaken by Scottish Historic Buildings Trust and the consultations which took place in terms of the brief for the building.

A further meeting to provide awareness and discuss / review proposals for the Corporate Transformation Property Asset Rationalisation programme has been confirmed for w/c 21 November 2016 to investigate whether opportunities would exist to further consolidate SBC (and other) provision to the Institute as an adjunct to the original brief.

The draft programme of activities agreed with the architect were as follows:

• 10^th October:  P/P attend initial meeting with Scottish Borders Council (James Duffy & Steven Renwick) and walk around the building

• 17^th October: P/P issued outline proposed programme and requested info from the Council. James Duffy confirms that Council Surveyor can supply required information

• w/c 24^th October – 16^th December: PP prepare initial concept proposals and gather information for preparation of report and community consultation as follows:

• w/c 24th October: P/P gather existing information / visit archive in Hawick to photograph historic plans, digest SHBT consultation report and progress with initial concept proposals.

P/P have requested details of the following information as part of their analysis of the property:

A Condition Report was undertaken March 2010 which contains a 10-year maintenance programme, some of which have been undertaken. A list indicating which items have been repaired was issued to P/P.

Lease Organogram – Showing ownership and different leases.

Plans – Showing building usage (Estate management plans – non-work areas which may not be touched but provides an overview of the full site).

Asbestos Register

Opening Hours timetables

Listed Building records (5161-041)

Floor levels and ceiling heights requested. James Duffy and David Newall undertook survey and information has been issued to P/P

Consequently, it has been agreed that all formal consultation will take place after Christmas due to delay in receiving some of the information which P/P requested.

On 3rd November, P/P visited the Chambers Institute to carry out initial building fabric survey and to meet with building users to both make introductions and discuss any specific requirements given their detailed knowledge of the building.

P/P intend to meet further with the Council and building users to present initial proposals and discuss format of Trust / Member / community consultation. In addition, a further period of design development will take place prior to Christmas, whereby P/P will refine their proposals following initial feedback from the Council and building, and thereafter they  ...  view the full minutes text for item 2.