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1 Public Document Pack SCOTTISH BORDERS COUNCIL HAWICK COMMON GOOD FUND SUBCOMMITTEE MINUTES of Meeting of the HAWICK COMMON GOOD FUND SUBCOMMITTEE held in Lesser Hall, Town Hall, Hawick on Tuesday, 15 May 218 at 4. pm Present: Apologies: In Attendance: Councillors: W McAteer (Chairman), S Marshall, D Paterson, C Ramage, Mr J Little (Hawick) and Mrs A Knight (Burnfoot). Councillor G Turnbull. Managing Solicitor (R Kirk), Senior Finance Officer (J Yallop), Estates Strategy Surveyor (N Curtis), Property Officer (F Scott), Democratic Services Officer (J Turnbull). 1. MINUTE There had been circulated copies of the Minutes of the meeting held on 2 March 218 DECISION AGREED to approve the Minutes of the Meeting held on 2 March 218. MEMBER Councillor Richards joined the meeting following consideration of the above item. 2. APPLICATION FOR FINANCIAL ASSISTANCE Hawick Honorary Provost s Council There had been circulated copies of an application for financial assistance from Hawick Honorary Provost s Council, requesting 2,5 towards their running costs. DECISION AGREED to award a grant of 2,5 towards the continued running costs of Hawick Honorary Provost s Council. (NB: Councillor Marshall presented the above application). 3. MONITORING REPORT FOR 12 MONTHS TO 31 MARCH 218 With reference to paragraph 3 of the Minute of 2 March, there had been circulated a report by the Chief Financial Officer providing details of the income and expenditure for the Hawick Common Good Fund for the year 217/18 including balance sheet values as at 31 March 218 and the proposed budget for 218/19. Appendix 1, to the report, provided actual income and expenditure for 217/18. This showed a surplus of 6,92 which varied from the projected surplus figure reported at 2 March 218 meeting, due to additional net costs associated with the transfer of the investment fund to a new fund manager, negated by underspends in grant payments. Appendix 2 provided a projected balance sheet value as at 31 March 218 and showed a projected decrease in the reserves of 51,487.. Appendix 3 provided a breakdown of the property portfolio showing actual rental income for 217/18 and actual property expenditure to 31 March 218. Appendix 4 showed the value of the Investment Fund to 31 March 218, now with Kames Capital PLC. The Senior Financial Officer, Mr Yallop, explained that Appendices 1, 2, 3 were in draft, and would be amended when all invoices had been processed. It was agreed that these be circulated with the minute when finalised. Mr Yallop highlighted that

2 the report showed an unrealised loss of 1,472 from the new Kames Fund and explained that this was had been caused by market volatility. However, the Fund was now in line with the benchmark and this was expected to continue. In response to a question querying the property budget of 7, for 218/19, the Property Officer explained that this should be adequate as there was no major renovation works anticipated. DECISION (a) AGREED the projected income and expenditure for 217/18 in Appendix 1, to the report, as the revised budget for 217/18; (b) NOTED: (i) The draft income and expenditure for 217/18 in Appendix 1 to the report; (ii) The draft balance sheet value as at 31 March 218 in Appendix 2 to the report; (iii) (iv) (v) The draft summary of the property portfolio in Appendix 3 to the report; The current position of the Kames Capital investment in the in Appendix 4 to the report; and That updated Appendices 1, 2 and 3 be circulated with the Minute for information. 4. PROPERTY UPDATE 4.1 Hawick Flood Protection Scheme The Estates Surveyor, Mr Curtis, advised that the Flood Protection Project Team were proposing to situate a shed at the Little Haugh to enable public consultation on the Flood Protection Scheme. The shed would be located adjacent to the path and would be in situ for approximately a month. The Property Officer, Mr Scott, added that the Council s Senior Technical Assistant had contacted occupants at Santa Marina Restaurant regarding parking issues. However, as this area would be affected by the Flood Protection Scheme, it had been decided not to progress any action at present. 4.2 CCTV With reference to paragraph 14.6 of the Minute of 2 March 218, Police Scotland had advised that location of an additional CCTV camera to the central column at the Common Haugh, would not be possible until work for the flood protection scheme had been completed. However, the Chairman advised that there might be an option to utilise Police Scotland s mobile CCTV equipment; he was awaiting feedback and would provide an update at the next meeting. 4.3 Williestruther Loch Hawick Angling Club had advised that dog fouling was a problem at Williestruther Loch. Members noted that this issue had also been previously reported at Hawick Golf Course. The SubCommittee agreed to support the supply of any additional bins and signage as required and requested Property Officer liaise with both Clubs. 4.4 Nipknowes The padlock, on the gate to Nipknowes, had been removed and there had been flytipping in the area. The SubCommittee agreed that the Property Officer seal the gate, temporarily, and that flytipping be monitored. 4.5 James Wilson Statue

3 Mr Scott advised that the Council s Estate Manager was consulting with Live Borders regarding relocation of the statute. Options would be brought back to the next meeting for Members consideration. DECISION (a) NOTED (i) The siting of a shed at the Little Haugh to carry out consultation on the Flood Protection Scheme; (ii) (iii) To receive feedback on the possibility of siting Police Scotland s mobile CCTV equipment at the Common Haugh; and To consider options for the relocation of the James Wilson Statue at the next meeting of the SubCommittee. (b) AGREED To request the Property Officer liaise with Hawick Angling Club and Hawick Golf Course regarding additional waste bins and signage as required. 5. PRIVATE BUSINESS AGREED under Section 5A(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 OF PRIVATE BUSINESS 6. PRIVATE MINUTE Members approved the private minute of the Hawick Common Good Fund Sub Committee held on 2 March ANNUAL PROPERTY INSPECTIONS There had been circulated a private briefing note by the Property Officer regarding the annual property inspections. 8. PROPERTY UPDATE Officers updated the SubCommittee on private business relating to Common Good properties. The meeting concluded at 5. pm.

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5 HAWICK COMMON GOOD FUND PROJECTED INCOME AND EXPENDITURE 217/18 Actuals at Property Income Rentals Receivable Property Recharges 31/3/18 (96,484) (8,475) Full Year Approved Budget 217/18 (96,484) (6,116) Over / (Under) Spend 217/18 (2,359) APPENDIX 1 Proposed Budget 218/19 (13,2) Para Ref Commentary NonProperty Related Income Interest on Cash deposited with Council Investment Fund Dividends Rec d Other Income Total Income Page 5 Property Costs Detailed in Appendix 3 (196) (12,758) (373) (118,286) 15,94 (385) (11,346) (4,73) (118,44) 9, 189 (1,412) 3, ,94 (25) (22,692) (125,962) 7, Realised Investment Loss 3,751 3,751 Grants & Other Donations 17,422 26, (8,578) 24, Running Costs Central Support Service Charge SBC Grant towards Service Charge Procurement Costs Net Running Costs 1,841 (5,676) 1,56 6,725 1,841 (5,676) 5,165 1,56 1,56 1,841 1,841 Depreciation Depreciation Charge Contribution from Revaluation Reserve 39,591 (39,951) 39,591 (39,591) 39,591 (39,591) Net impact of Depreciation on Rev Res Total Net (Surplus)/Deficit for year 15,552 2,761 12,791 (21,121) Hawick Common Good SubCommittee 2 March 218 Appendices 1,2 & 3 Updated 1

6 HAWICK COMMON GOOD FUND BALANCE SHEET VALUE AS AT 31 March 218 Opening Balance at 1/4/17 Fixed Assets Land & Buildings Heritable Assets Feu Duties Total Fixed Assets 3,595,678 3, 18 3,598,696 Movement in Year (39,591) (39,591) Closing Balance at 31/3/18 3,556, ,559,15 APPENDIX 2 Projected Balances at 31/3/19 3,516,496 3, 18 3,519,514 Capital in Investment Funds Investment Fund Book Value Unrealised Gains/(Loss) Market Value 459,171 13, ,766 (3,751) (15,66) (18,817) 455,42 (1,472) 453, ,42 (1,472) 453,948 Current Assets Debtors Cash deposited with SBC Total Current Assets 4,53 38,285 42,338 15,464 (7,487) 7,977 19,517 3,798 5,315 19,517 51,919 71,436 Current Liabilities Creditors Receipts in Advance (11,419) (23,837) (35,256) (35,256) Total Current Liabilities (11,419) (23,837) (35,256) (35,256) Net Assets 4,12,381 (74,268) 4,28,112 4,9,642 Funded by: Reserves Revenue Reserve Capital Reserve Revaluation Reserve (3,919) (68,6) (3,462,861) 19,611 15,66 39,591 (11,38) (593,534) (3,423,269) (32,429) (593,534) (3,383,67) Total Reserves (4,12,381) 51,487 (4,28,112) (4,9,642) Page 6 Hawick Common Good SubCommittee 2 March 218 Appendices 1,2 & 3 Updated 2

7 HAWICK COMMON GOOD FUND APPENDIX 3 PROPERTY PORTFOLIO PERFORMANCE FOR 217/18 (Income and Expenditure to 31 March 218) Fixed Assets Land & Buildings General Moat Park Moat Park Playground Hawick Golf Course Acreknowe Reservoir (Part) Williestruther Loch Williestruther Cottage Page 7 Lothian Street Store Common Haugh Car Park Underhaugh Hawick Moor Racecourse & Bldgs Hawick Moor Shootings Woodend Grazings (West) Millpath Stables Ca Knowe Monument Volunteer Park & Stand Hawick Burgh Woodlands Woodend Grazings (East) Hawick Golf Club Sub Stn Site Common Riding Haggis Ha/Burnflat Wall Williestruther Path 1 Stairs and Adjacent Land Property Expenditure (General) Net Book Value at 31/3/17 73, 4,5 166,113 16,611 82, 31,28 4, 1,5 2,82 295,22 99, 1, 75 Deprec n Charge 217/18 Hawick Common Good SubCommittee 2 March 218 Appendices 1,2 & 3 Updated 3 4, , ,933 Net Book Value at 31/3/18 73, 4,5 161,484 16,148 82, 3,4 4, 1,5 2,26 28,269 99, 1, 75 Rental Income 217/18 9,2 4 6,5 2,55 1, Actual Property Expenditure at 31/3/18 Repairs 1,87 1,953 1, , , ,44 Rates, Water & Power Ins Other ,239 Total 1,87 1,953 1, ,855 7, ,935 2, ,44 General Sub Total 795,776 21, ,951 3,81 15,626 1,964 3,133 2,724

8 Fixed Assets Land & Buildings Pilmuir Pilmuir Farm Pilmuir Farm Cottage Pilmuir Farm Shed & Silage Pit Property Expenditure (General) Net Book Value at 31/3/17 Deprec n Charge 217/18 Net Book Value at 31/3/18 Rental Income 217/18 Actual Property Expenditure at 31/3/18 Repairs Rates, Ins Other Total Water & Power 1,788, ,2 3,749 3,6 1,785,5 145,6 45, 7,2 3,5 51 1,267 3,5 51 1,267 Pilmuir Sub Total 1,937,954 7,349 1,93,65 52,2 5,277 5,277 St Leonards St Leonards Farmhouse Buildings St Leonards Cottage & Park St Leonards Hut St Leonards Grazings (Lot 1B) St Leonards Horse Gallop St Leonards Grazings (Lot 1A) Property Expenditure (General) Page 8 241, ,413 3,2 135, 17, 267, 4,889 5, , ,884 3,2 135, 17, 267, 2,428 3, ,191 26,653 33,835 2,868 8, (47) 25 7,15 27,237 33,835 3,232 15,636 St Leonards Sub Total 861,946 1, ,528 13,474 71, (47) 7,31 79,94 Total 3,595,678 39,591 3,556,87 96,484 92,733 2,498 (47) 1,246 15,94 Fixed Assets Moveable Assets Net Book Value at 31/3/18 Official Robes Pictures in Municipal Buildings Provost s Chain Feu Duty Redemptions 18 Hizzie Leathers 3, James Wilson Statue Total 3,18 Hawick Common Good SubCommittee 2 March 218 Appendices 1,2 & 3 Updated 4

9 Page 9 Hawick Common Good SubCommittee 2 March 218 Appendices 1,2 & 3 Updated 5

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