Agenda item

Consider report by Director – Resilient Communities. (Copy attached.)

7.1       With reference to paragraph 10 of the Minute of the meeting held on 13 June 2023 there had been circulated copies of a report by the Director – Resilient Communities which set of a series of recommendations following the review of financial support community councils which was undertaken by a short life working group following agreement by the Executive Committee in June 2023.  Scottish Borders Council currently provided in the region of £80,696 of financial support to community councils per year.  That could vary due to the amount of funding claimed via reimbursement or changes to insurance premiums.  Area of financial support considered during this review were Annual support grants; insurance; local community paths maintenance grants; hall hire reimbursement; and data protection renewals.  A comprehensive survey of community councils was carried out between 20/07/23 – 16/08/23, the results of which were used alongside information obtained from annual accounts, to understand the financial pressures on community councils and to inform the review. A total of 38 community councils responded to the survey.  That represented a 55% response rate. Community councils from all localities responded representing at least 50% of operational community councils in each annual support grant bracket.  When asked whether the support grant covered all costs five community councils responded that it did whilst 33 said it did not.  Of those, 20 community councils said that they took steps to identify funding elsewhere, whereas 13 said that they were limited in what they did. 

7.2       The Director – Resilient Communities presented the report and responded to Members questions.  In response to a question on whether the grant for path maintenance had to be applied for, Mrs Craig confirmed that an application was required, and that work was ongoing to prepare community councils so that they were aware what they automatically received and what they needed to apply for.  Mrs Craig confirmed that defibrillators were considered as assets for insurance purposes.  Work was planned to ensure that appropriate signposting was undertaken for third party organisations following community councils being disallowed from using their annual support grant to provide support. Members highlighted that it was of the utmost importance that communications with community councils ensured they were aware of the different types of financial and grant support available.  Mrs Craig acknowledged the disappointment at the return rate of 55%.  It was confirmed that community councils would be made aware of their obligations for the insurance of new events.  In response to a question regarding whether it would be possible for the Council to sell end of life equipment to community councils, the Director – Infrastructure and Environment explained that enquiries had previously been received but there was no formal process in place for such sales.  Mr Curry undertook to assess whether a formal process could be put in place, however advised that end of life equipment was typically not suitable for further use.  Mrs Craig confirmed that a briefing note on what support was available to community councils could be prepared. As part of work on the new council website, there was expected a space for up-to-date information on support for community councils.  

7.3       Following extensive discussion on whether the recommendations in the report were adequate, there was a difference of opinion so a vote was required as follows:

VOTE

Councillor Pirone, seconded by Councillor Leagh Douglas, moved that the recommendations as contained in the report be approved.

Councillor Marshall Douglas, seconded by Councillor Thornton-Nicol, moved as an amendment that recommendation b) be altered to read “to review the annual support grant after one year.”

On a show of hands Members voted as follows:-

Motion – 11 votes

Amendment – 4 votes

The Motion was accordingly carried.

DECISION

DECIDED:-

(a)        to increase the annual community support grant by 10% representing a budget increase of £4,970;

(b)       to review the annual support grant every three years;

(c)        to limit spend of the annual support grant to operational matters in the first instance and other initiatives thereafter;

(d)        to disallow community councils from using of the annual support grant to fund third party organisations,

(e)        to cover the cost of all community council insurance premiums, capped at the current level of assets and events, at an additional cost of approximately £6,000 for 2024/25 allowing for annual increases thereafter;

(f)         to increase the maximum local community paths maintenance grant to £600 per applicant, representing a budget increase of £5,100;

(g)        that Officers were to support a review of Scottish Borders Community Councils’ Network to consider the establishment of locality-based networks in consultation with community councils;

(h)        to maintain SBCCN annual grant at current level, to be reviewed once the future of SBCCN had been agreed, and

(i)         that the wider support available to community councils be reviewed

DECLARATIONS OF INTEREST

Councillors Leagh Douglas, Thornton-Nicol and Weatherston declared an interest in the following item of business in terms of Section 5 of the Councillors Code of Conduct given their involvement in various festival committees and left the meeting during the discussion.