Agenda item

Consider report by the Estates Officer on the Memorial Hall.  (Copy to follow.)

4.1    With reference to paragraph 1.4 of the Minute of 26 January 2017, there had been circulated copies of a report prepared by Mr S.  Mawson, Property Officer advising that in August 2011, Scottish Borders Council Cultural Services commissioned CBRE to undertake condition surveys of Cultural Services assets within the Scottish Borders Estate to ascertain the overall condition of this part of the Estate.   This included Innerleithen Memorial Hall and following a site survey by CBRE a building summary report was published in August 2011.   The survey reports were not made available to Property Services until 2014 when a Community Group was seeking to have the asset transferred to them at that time.

4.2    In October 2014, Property Services were requested to “sense check” the CBRE report using their professional judgement and a pragmatic approach to recommend repair/remedial works to enable an informed business case to be produced by the Community Group.   These works were categorised into 3 categories.      Category 1:- Immediate works (within 1 year), Category 2:- 1 – 5 years; and Category 3:- 6 – 10 years.   It should be noted that the Scottish Borders Council  report was released to the Community Group on the basis that the works and costs identified within the report were to be used to assist with producing a business case but not committing the Council to undertake the works if the Asset was not transferred.   A summary of works undertaken to date was detailed in the report.   Most  of the works highlighted were  classified as Category 2 ( 1 – 5 years), and consisted of internal and external painterwork items and the replacement of floor coverings in the Villa (office area) of the building.   The Innerleithen Memorial Hall was one of the assets leased to LiveBorders as part of the service transfer in April 2016.   Under the terms of the agreement LiveBorders were responsible for maintenance of the buildings;  however SBC Property Services were employed by Live Borders (via a Service Level Agreement (SLA)) to undertake the maintenance of the buildings.  The budget for maintaining the status quo remained with SBC Property Services.   Any enhancement/upgrade of the asset could be carried out by prior agreement between LiveBorders and Scottish Borders Council    A summary of works proposed to be undertaken during financial year 2017/18 was detailed in the report.   The works would be prioritised and should be completed by the start of Innerleithen Games Week.    Owing to current budget constraints, there was very limited budget available for internal re-decoration works and flooring replacement was generally only undertaken on a priority health and safety basis.    The report detailed future works items for 2017/18 which were not deemed a priority.   

4.3    The Principal Solicitor advised that under the terms of the SLA it was the responsibility of Scottish Borders Council to ensure the Memorial Hall was wind and water tight.   Improvements were the responsibility of LiveBorders.  

4.4    Mr Mawson presented the report and advised that the roof of the building was not in a bad condition; some re-slating and other works would be carried out in next year’s programme of repairs.   It was hoped that the works proposed to be undertaken during financial year 2017/18 detailed in the report would be carried out before Innerleithen Games Week.   Members discussed budget issues and Officers answered questions relating to the capital allocation given to LiveBorders.    In referring to the enhancement / upgrading of rooms in the building which might be leased as office premises,  it was noted that the whole building had been transferred to LiveBorders and that they  would receive any income from the lease of such rooms.   Mr McGinn advised that the Innerleithen Community Trust had previously  produced a business plan for the Hall and there had been an interest expressed in leasing rooms but this had not been followed through.    Members agreed that the way forward was for LiveBorders to generate some income to enable internal work to be carried out within the building.   A suggestion was made that the part of the building formerly used as a contact centre be tested on the market.   The Estates Manager commented that discussions could take place with LiveBorders as to whether office accommodation could be sub-let or whether it could be released from part of their tenancy.  In response to a question raised about opportunities for LiveBorders to apply for grant funding to cover capital investments, the Business Director advised that he was unable to comment on that at this stage as the organisation was in the midst of a restructuring process.  

4.5    Members thanked Officers for the report and advised they were reassured to see what repairs had already been undertaken to date and the list of future repairs to be undertaken. 

         DECISION

         AGREED that the Business Director, LiveBorders would investigate the position regarding the letting of office space within the Memorial Hall and advise the Chairman on the outcome of that investigation who in turn would advise his fellow Trustees.