Agenda item

Consider briefing note by the Estates Manager.  (Copy attached.)

3.1       There had been circulated copies of a briefing note by Neil Hastie, Estates Manager which provided details of current occupiers, usage figures provided by Live Borders and stakeholders who could be included in community engagement. There was also information on the condition and maintenance of the building, energy performance and building signage together with suggested actions and next steps for the Trustees to consider.  Neil Hastie advised that the Burgh Hall was normally well used and Live Borders had been working on a development concept for the building which they might be able to provide more details on at a future meeting.  Shona Smith, Communities and Partnership Manager had agreed to provide help to formulate a questionnaire for the stakeholder engagement.  With regard to maintenance of the building it would be necessary to revisit the Condition Survey which could be carried out by the District Valuer. This would allow the preparation of a 10 year plan for future maintenance and refurbishment.  Gareth Smith, Property Officer for the area had prepared a list of works for the next 3 years to bring the building up to tolerable standard and had already begun to prepare costings.  These maintenance works with suggested timescale were listed in an appendix to the paper.  With regard to energy performance it was proposed to instruct the Councils usual contactor and include the whole property.  The signage around the property had a mix of designs and was not very clear so a corporate signage plan was proposed.

3.2       Members discussed the paper and agreed that works needed to be divided into short, medium and long term with the works on the Burgh Hall being dealt with first. It was noted that the Burgh Hall was to be used as a vaccination centre so works could not start immediately and that this time be used to pull together the maintenance costs and carry out a consultation with users of the Burgh Hall regarding what type of kitchen facilities would suit them best.  A further consultation on the Page & Park Proposals could be carried out at a later date. Signage could also be treated as a longer term project.  Councillor Tatler asked that the Tweeddale Access Panel be included in the consultation regarding the Burgh Hall.  In terms of the longer term consultation it was important that this was made available as widely as possible.  It was proposed that the Chairman work with officers on the first consultation and that a further meeting be held in a months’ time to look at the proposed consultation questions and Trustees also asked that a member of the Community Engagement Team and a member of the Communications Team be invited to the meeting.

DECISION

AGREED that:-

(a)     the works to the Chambers Institution be divided into short, medium and long term with work to the Burgh Hall being carried out first following a consultation with users, then dealing with the maintenance issues followed by consultation and agreement around the implementation of the Page and Park proposals;

       (b)     the next meeting be held on 24 February 2021 at 6 p.m. to allow consideration of the public consultation on the use of the Burgh Hall and what type of kitchen facilities were required and that a member of the Community Engagement Team and a member of the Communications Team be invited to the meeting.