Agenda and minutes

The Chairman welcomed everyone to the meeting and advised that as Mr Jim Little had retired from Hawick Community Council he was no longer their representative on the Sub-Committee.  The Chairman paid tribute to the service Mr Little had given the Sub-Committee over the years and wished him well for the future.

DECISION

NOTED.         

Consider Minute of meeting held on 21 August 2018.  (Copy attached),

There had been circulated copies of the Minute of the meeting held on 21 August 2018

DECISION

AGREED to approve the Minute of the Meeting held 21 August 2018.

Heads Together

With reference to paragraph 4.5 of the Minute of 21 August 2018, the Chairman of Heads Together, was in attendance and advised that fundraising had progressed and Heads Together had secured £50,000 towards purchase of the premises at Dovemount Place, where the charity was based.   However, funding was still required.  The Sub-Committee were advised that the owner had indicated that the premises would not be placed on the open market until March 2019, therefore giving Heads Together a further three months to explore what other funding might be available.   Following discussion, the Sub-Committee congratulated Heads Together for the funding raised and approved, in principle, support of the application. It was requested that Heads Together report back to the next meeting with details of the final total raised, shortfall and the amount of funding requested from the Sub-Committee.  In response to a question, the Managing Solicitor advised that a Charge could be placed on the property; to ensure that any funding granted would be returned to Hawick Common Good Fund in the event of the premises being sold.

DECISION

AGREED

(a)        To support the application, in principle, from Heads Together for       funding towards purchase of the premises at Dovemount Place,             Hawick; and

(b)       To request Heads Together provide at the next meeting confirmation of        total funding raised, shortfall and amount requested from the Sub-    Committee. 

Welcome Host Evaluation

With reference to paragraph 2.1 of the Minute of 20 March 2018, the Chairman of Future Hawick and the Hosts’ Administrator were in attendance to give an update on the Hawick Welcome 2018 project.  Members had already received copies of the 2018 report from Future Hawick.    It was noted that there had been over 4,677 visitors to Hawick.  The majority of visitors were from the north of England and this was a market that required greater publicity to increase future visitor numbers.   Going forward it was hoped to increase the season and extend the number of Welcome Hosts.  The Sub-Committee congratulated Hawick Welcome on the success of the project and thanked their Chairman and Host Administrator for their attendance and providing an evaluation of the project.

DECISION

NOTED the evaluation of Hawick Welcome 2018.           

Consider applications for financial assistance from:-

Act 1 Youth 

There had been circulated copies of an application for financial assistance from Act 1 Youth requesting £3,500 towards the stage set, hire of microphones and royalty payment for the staging of the Sound of Music in Hawick Town Hall in April 2019.

DECISION

AGREED to award Act 1 Youth £3,500.00 towards the stage set, hire of microphones and royalty payments for the staging of the Sound of Music.

Hawick Reivers Association

There had been circulated copies of an application for financial assistance from Hawick Reivers Association requesting £3,000 towards the overall running costs of the Hawick Reivers Festival.  The Chairman of Hawick Reivers Association was in attendance and advised that the Festival brought visitors to the town, boosting the local economy and raising Hawick’s profile.   It was noted that the Council had provided funding of over £19,000 over the past five years to the Festival.   The Sub-Committee agreed to support the application. However, concern was raised regarding the dependency of some organisations on annual funding and consideration should be given to the approval of such applications in the future.

DECISION

AGREED to award a grant of £3,000.00 to Hawick Reivers Association towards the overall costs of Hawick Reivers Festival.

Hawick Primary Ceilidh Group

There had been circulated copies of an application for financial assistance from Hawick Primary Ceilidh Group requesting £400 toward transportation for children to attend the St Andrew’s Day Ceilidh on 30 November 2018.  It was noted that the event had already taken place and that a retrospective grant would be required.   The Vice-President was in attendance and clarified that the funding would be used to secure the continuation of the event in 2019.   The Sub-Committee agreed to support the application and also suggested the Hawick Primary Ceilidh Group considered applying for grant assistance from local community councils.  

DECISION

AGREED to grant £400.00 to Hawick Primary Ceilidh Group towards the 2019 St Andrew’s Day Ceilidh. 

Consider application from K Stuart Family Fun Fair. (Copy attached).

With reference to paragraph 2 of the Minute of 14 November 2017, an application had been received from K Stuart, Family Fun Fair, requesting permission to lease part of the Common Haugh on two weekends in March 2019 for a Fun Fair.  It was noted that Mr Stuart had again requested permission to open on a Sunday.  Members considered that as there had been no issues reported with the Sunday opening in 2018, this also be approved. 

DECISION

AGREED

To grant a lease of the Common Haugh to K Stuart, Family Fun Fair, as follows:

(a)        Thursday       21 March 2019           6.00 pm to 9.30 pm

            Friday             22 March 2019           6.00 pm to 10.00 pm

            Saturday        23 March 2019           1.00 pm to 10.00 pm

            Sunday           24 March 2019           2.00 pm to 4.30 pm.

(b)       Thursday       28 March 2019           6.00 pm to 9.30 pm

            Friday             29 March 2019           6.00 pm to 10.00 pm

            Saturday        30 March 2019           2.00 pm to 10.00 pm

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

There had been circulated copies of a report by the Chief Financial Officer providing details of the income and expenditure for the Hawick Good Fund Sub-Committee for the six months to 30 September 2018, a full year projected out-turn for 2018/19 and projected balance sheet values as at 31 March 2019.  The Chief Financial Officer, David Robertson, highlighted the main points from the report, explaining that the figure in paragraph 4.1 should read £12,514 which was the projected surplus for the year.   The projected balance sheet as at 31 March 2018, shown in Appendix 2 to the report, indicated a projected decrease in reserves of £27,077.  The breakdown of the property portfolio was shown in Appendix 3.  The current positon of the Kames Capital investment was shown in Appendix 4 to the report.   Mr Robertson explained that the grants and other donations shown in paragraph 4.5 of the report would increase by £6,900 owing to the grants disbursed at today’s meeting, as detailed in paragraph 6 above.

            DECISION

(a)          AGREED the projected income and expenditure for 2018/19 in Appendix 1 to the report as the revised budget for 2018/19.

(b)          NOTED within the appendices to the report:-

(i)            the projected balance sheet value as at 31 March 2019 in Appendix 2

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

(iii)         the current position of the Kames Capital Investment Fund in Appendix 4.   

Consider update from Property Officer.

With reference to paragraph 10 of the Minute of 21 August 2018, the Property Officer, Frank Scott, advised that Live Borders had agreed to place the James Wilson statue at the Heritage Hub, by the full height window.  Mr Scott advised that he was now in receipt of site drawings. However, he requested approval to instruct a structural engineer to determine the suitability of the proposed location for the statue.  Mr Scott also advised that the estimated cost of repair to the statue was £780.

DECISION

AGREED

(a)        That the Property Officer arrange for the repairs to the statue at an    approximate cost of £780.00; and

(b)       To agree the appointment of a structural engineer to advise of the suitability            of the Heritage Hub for the placement of the James Wilson statue.

Consider update by Property Officer and Estates Strategy Surveyor.

Hawick Golf Course

The Estates Strategy Surveyor, Mr Curtis, advised that the Council had received a request to hire the running green at Hawick Golf Club to erect a marquee to host a wedding on 29 August 2020.   Hawick Golf Club had approved the request.   The Sub-Committee noted that the applicants would require licences to hold the event and Mr Curtis confirmed that he would negotiate a suitable fee.

DECISION

AGREED to grant permission for use of the running green at Hawick Golf Club to host a wedding on 29 August 2020.

10.2     Williestruther Loch

With reference to paragraph 6.2 of the Minute of 21 August 2018, the Property Officer advised that the waste bins had been relocated.

DECISION

NOTED.

Discussion on Hawick Market led by Estates Strategy Surveyor.

With reference to paragraph 17.6 of the Minute of 21 August 2018, Mr Curtis gave a brief background to the lease of the Hawick Market site.  He explained that in May 2015 Geraud UK Ltd had been granted a five year lease of the Market site.   The lease terminated in September 2020 and, until then, Geraud UK Ltd was liable to pay rental of £5,000.00 per annum.  Unfortunately, the market had not developed as promised with only a small number of market traders attending each week and officers had been asked to investigate options for Hawick Market.    Mr Curtis advised that since spring 2018, the market lease had been advertised, Business Gateway, local market traders and Hawick Mens’ Shed has also all been approached, but there had been no interest in taking over the market.   The Sub-Committee expressed concern that Geraud UK Ltd was not honouring its responsibility in terms of health and safety, managing traders and increasingly there were number of car boot traders attending the market which was detrimental.    However, it was noted that if the Sub-Committee decided to terminate the lease, this would be to the advantage of Geraud UK Ltd as they would no longer be liable to pay rental. 

11.2     Discussion followed on options for the market, including relocation, monthly farmers’ market and closure.   Members asked that if any community groups were interested in taking over the lease on a less commercial basis that they contact Scottish Borders Council.  It was also suggested that Members meet with local traders to ascertain their views prior to the next meeting when they situation would be reviewed again. 

DECISION

AGREED to bring back for further discussion at the next meeting of the Sub-Committee. 

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 the Minute on the grounds that it involved the likely disclosure of exempt information as defined in paragraph 6 of Part 1 of Schedule 7A of the Act.

SUMMARY OR PRIVATE BUSINESS

Consider Private Minute of the meeting 21 August 2018. (Copy attached).

Members approved the Private Minute of the Hawick Common Good Fund Sub-Committee held on 21 August 2018.

Consider update by Managing Solicitor

The Managing Solicitor gave a verbal update and the Sub-Committee agreed to proceed with the Transfer.

Consider report by Service Director Assets & Infrastructure. (Copy attached).

The Sub-Committee received copies of report from the Service Director Assets & Infrastructure.

Consider update from  Estates Strategy Surveyor. 

The Estates Strategy Surveyor gave a verbal report and a presentation would be brought to the next meeting.

Consider update on storm damage by Property Officer.

The Property Officer provided a verbal report and a report would be brought back to the next meeting.

The next meeting is scheduled to be held on Tuesday, 19 March 2019.

The next meeting of the Hawick Common Good Sub-Committee is scheduled to be held on 19 March 2018 at 4.00 pm.