Agenda and minutes

Minute of meeting of 14 March 2019 to be approved and signed by the Chairman (copy attached).

1.1       There had been circulated copies of the Minute of 14 March 2019.

DECISION

APPROVED the Minute for signature by the Chairman.

1.2       With reference to paragraph 3 of the Minute, regarding the Ladhope Recreation Trails project, the Chairman had been aware of a possible misinterpretation of the Minute and wanted to clarify the position of Galashiels Common Good Fund Sub Committee, as trustees of part of the land in question; and the extent of its support at this stage.  He made specific reference to the decision recorded in the Minute and reiterated the wording, that the Sub Committee ‘agreed to support the project going forward for wider public consultation ….’. The Estates Surveyor, Annabelle Scott, had received confirmation from the Lead Planning Officer that any change to the existing pathways and their use would require planning permission.  Mr Kenney advised that consultation had taken place the previous week and that Galashiels Community Council was expected to formally ratify support for the project at their next meeting.

1.3       With reference to paragraph 4 of the Minute regarding property matters, Ms Scott confirmed that the tree planting at Ladhope had been completed and that repairs to the march dykes at Ladhope golf course were being undertaken.  Councillor Anderson drew attention to the state of the road to the cemetery at Ladhope, where the wooden fence had partially collapsed.  The Estates Surveyor agreed to look into this and to liaise with the Neighbourhood Area Manager about the repairs required.

            DECISION

            (a)        NOTED the updates.

(b)       AGREED that the Estates Surveyor investigate repairs required to the wooden fence alongside the road to the cemetery at Ladhope.

Consider report by Chief Financial Officer (copy attached).

There had been circulated copies of a report by the Chief Financial Officer providing details of income and expenditure for the year 2018/19 including balance sheet values as at 31 March 2019 and proposed budget for 2019/20.  Treasury Business Partner, Sara Halliday, highlighted the main points of the report and appendices.    She explained that, during 2017 the Council undertook work to reduce the number of individual trusts and bequests.  Consultation and individual meetings were held during the year and a report was agreed at Council on 21 December.  The report had resulted in the Ex Provost Mercer Trust being transferred into the Galashiels Common Good Fund from 1 April 2018.  Appendix 1 to the report provided actual income and expenditure for 2018/19.  This showed a surplus of £3,476 for the year which was slightly better than the projected surplus figure reported at the 14 March 2019 meeting.  Included in the final out-turn position were dividends from the Common Good Funds investment in Kames Capital amounting to £8,400, which was in line with the overall 5% target and the monthly distribution profile projections provided by Kames.  The Balance Sheet values to 31 March 2019 and a projected balance as at 31 March 2020 were shown in Appendix 2 to the report.  It showed a decrease in the reserves of £29,064 in 2018/19.  Appendix 3 provided a breakdown of the property portfolio showing projected depreciation charges and actual property expenditure to 31 March 2019.  The current position of the Kames Capital Investment Fund was shown in Appendix 4 to the report. In response to a question about the figure of £1,100 included for grants and donations within the proposed budget for 2019/20, Ms Halliday explained that this was based on average grants paid from Galashiels Common Good Fund over previous years and that the amount paid out for grants and donations during the year was at the discretion of Members.

            DECISION

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

(i)         the actual income and expenditure for 2018/19 in Appendix 1;

(ii)        the final balance sheet value as at 31 March 2019 in Appendix 2

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

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

(b)       AGREED the proposed budget for 2019/20 as shown in Appendix 1 to the report.

Under Section 50B(4)(b) of the Local Government (Scotland) Act 1973, the Chairman 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.

3.1       Following a discussion about whether there was a need for the current frequency of meetings of Galashiels Common Good Fund Sub Committee, in view of the limited amount of money available for grants and donations, the suggestion was made to move from the current four scheduled meetings a year to one annual meeting to approve the end of year financial accounts.  This would be subject to the flexibility to call additional meetings during the year should there be any substantial change in the financial position, any application for funding or any other business that required attention.  This was agreed, subject to the agreement of the Clerk to the Council.

            DECISION

            AGREED that, subject to agreement of the Clerk to the Council, Galashiels Common Good Fund Sub Committee move to one scheduled meeting per year on the understanding that additional meetings would be arranged if required.