Agenda and minutes

Minute of Meeting held on 15 March 2023 to be approved and signed by the Chair and Action Tracker to be updated.  (Copies attached.)

There had been circulated copies of the Minute of the Meeting held on 15 March 2023 and the Action Tracker.  With reference to the Action Tracker it was noted that all actions had been carried out with the exception of the final 2 which were not able to be updated in the absence of a representative from the Estates Section.

DECISION

AGREED to approve the action tracker and the Minute for signature by the Chair.

An update from the meeting of the Beneficiaries Group held on 9 May 2023.  Minute of the meeting held on 14 March for noting. (Copy attached.)

2.1       The Chair provided a brief summary of the meeting held on 9 May 2023 and a copy of the Minute is contained in the appendix to this Minute.   With regard to the Burgh Hall the majority of the works had now been carried out with a few minor items which should be completed by the end of the week.  However, some additional works had been required to deal with rot which had been discovered around a fan which had cost an additional £15k.  It was reported that the vestibule had not been included as part of the hall works and it was agreed that it should be repainted in the same colours as the hall.  The Trust approved the repainting subject to the receipt of quotes for the work.  It was further noted that there was some damage to the glass in the sunburst windows.  A quotation of £1,297 had been received for the works and this was approved by the Trust.  The Chair reminded everyone that this was just Phase 1 of works to the hall and that future works would also be needed to areas such as the floor, the stage and access to the kitchen.  The Chair thanked officers, the contractors, the Beneficiaries Group and the Trust Members for their input into ensuring that the works so far had been so successful.

DECISION

AGREED to approve:-

(a)        the repainting of the vestibule to match the colours of the hall subject to obtaining quotes for the works; and

(b)       the quotation of £1,297 for the works to repair the sunburst window.

2.2       The Chair invited Fiona Colton to update the Trust on an event which had been organised for 19 May.  Ms Colton advised that the hall would be open from 3 p.m. to 8 p.m. on Friday 19 May to allow the public to come and see the refurbished hall.  There would also be information regarding the Chambers Anniversary, how to book the hall and a chance to meet those involved in the works.  In response to a question about publicity she confirmed it would be on their website and there would be signage out on the street.  Any assistance with publicity would be appreciated and she agreed to send the details to the Peeblesshire News.  The Chair suggested she contact Gareth Smith to obtain the photographs which he had taken showing the progress of the works and also to display the pop-ups relating to the consultation.  A further event was being organised by Lorna McCullough of Borders Community Action for 27 May.  This was a fair for volunteers which would be held both in the Burgh Hall and on Tweed Green.  Adrian Lucas had also been assisting on behalf of the Lord-Lieutenant of Tweeddale.  Kerrie Guiney from the new Peebles Retailers Association was also organising events in the town on that day.

2.3       The Chair advised that a Business Planning Group was now to be established and the members were Councillor Pirone as Chair together  ...  view the full minutes text for item 2.

Discussion to agree the brief to conduct a condition survey of the Chambers Institution Trust buildings.

In the absence of Gareth Smith, Property Officer, the Chair advised that as mentioned above a detailed discussion had been held at the Beneficiaries Group where it had been agreed that the survey should also cover dimensions in addition to condition.  It was suggested that Page Park provide a specification on what the survey should cover.  They were also able to recommend contractors for this type of work.  The Estates Section would be required to obtain quotes.

DECISION

AGREED to include dimensions in the survey and to continue this item to the next meeting for an update.

An update from Kenny Harrow on the appointment of a facilitator under the Place Making Framework.  Further information can be found at: Place Making Support Framework (arcgis.com)

Kenny Harrow, Community Engagement Officer advised that if the appointment of a facilitator was included in the place making process for Peebles this would give access to the place planning procurement framework, would help maximise the place making process by including the plans for the Chambers Institution together with the wider plans for Peebles and allow opportunities to access funding.  Mr Harrow confirmed that it could also allow involvement in other place plans over the whole of Tweeddale.  Members agreed to this approach on the basis that other funding opportunities needed to be found to realise the ambition for the Chambers Institution with the only concern being that it might slow progress down.  Mr Harrow reassured Members that this should not be an issue as Peebles was already well ahead with its plans.

DECISION

AGREED that the appointment of a facilitator be included as part of the place making proposals for Peebles to allow access to the procurement framework.

An update from Gareth Smith.

The Chair advised that the John Buchan Museum had been discussed at the Beneficiaries Group and had also been raised by the Community Council as there was a desire to improve the look of the building and the signage.  This would be taken forward by Gareth Smith and Neil Pringle.  Discussions would also require to be held with the Planning Officer as it was a listed building.

DECISION

NOTED the update.

Future meetings of the Chambers Institution Trust were scheduled as follows:

·       14 June 2023 at 5pm

·       9 August 2023 at 5pm

·       18 October 2023 at 5pm

·       13 December 2023 at 5pm

·       21 February 2024 at 5pm

·       22 May 2024 at 5pm

6.1       It was noted that it had been previously agreed that meetings would now be held every second month going forward.  However, at the request of the Chair it was agreed that the June meeting be moved to 26 July and that to keep the 2 monthly cycle dates from September onwards would be agreed at the next meeting.

6.2       The Chair advised that the Trust currently only received annual financial reports.  However, given the recent level of expenditure it was agreed that the Finance Department be asked to provide a report to either the July or September meeting so that the Trust had a clear picture of the current financial position.

DECISION

AGREED that:-

(a)     the next meeting of the Trust be held on 26 July 2023;

(b)     a schedule of meetings for September, November, January, March and May be considered at the next meeting; and

(c)     a financial report be requested for either the July or September meeting.