Agenda Document Pack - Auchterarder Common Good Fund Committee - 29/04/2024
Perth and Kinross Council · 29 April 2024
Back to Auchterarder Common Good Fund Committee — 29 April 2024 and its agenda
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Securing the future… • Improving services • Enhancing quality of life • Making the best use of public resources Council Building 2 High Street Perth PH1 5PH 22/04/2024 A hybrid meeting of the Auchterarder Common Good Fund Committee will be held in the Council Chamber on Monday, 29 April 2024 at 14:00. If you have any queries please contact Committee Services on (01738) 475000 or email Committee@pkc.gov.uk. THOMAS GLEN Chief Executive Those attending the meeting are requested to ensure that all notifications are silent on their device and other devices are in silent mode. Please note that the meeting will be broadcast online and recorded. The recording will be publicly available on the Council’s website following the meeting. Members: Councillor Keith Allan Councillor Steven Carr Councillor Stewart Donaldson Councillor Grant Laing Councillor Crawford Reid Page 1 of 22
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Auchterarder Common Good Fund Committee Monday, 29 April 2024 AGENDA MEMBERS ARE REMINDED OF THEIR OBLIGATION TO DECLARE ANY FINANCIAL OR NON-FINANCIAL INTEREST WHICH THEY MAY HAVE IN ANY ITEM ON THIS AGENDA IN ACCORDANCE WITH THE COUNCILLORS’ CODE OF CONDUCT. 1 WELCOME AND APOLOGIES 2 DECLARATIONS OF INTEREST 3 MINUTE OF MEETING OF THE AUCHTERARDER COMMON GOOD FUND COMMITTEE OF 27 NOVEMBER 2023 FOR APPROVAL (copy herewith) 5 - 6 4 MATTERS ARISING 5 APPLICATION FOR FINANCIAL ASSISTANCE Report by Strategic Lead - Housing and Communities (copy herewith 24/139) 7 - 12 6 2023/24 FINANCIAL STATEMENT & 2024/25 BUDGET Report by Strategic Lead - Finance and Business Support (copy herewith 24/140) 13 - 22 Page 3 of 22
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AUCHTERARDER COMMON GOOD FUND COMMITTEE Minute of hybrid meeting of the Auchterarder Common Good Fund Committee held in the Council Chamber, 2 High Street, Perth on Monday 27 November 2023 at 13.45pm. Present: Councillors K Allan, S Donaldson and C Reid. In Attendance: C Robertson, F Lambie, J Dudgeon, L Haxton, D Williams, A Brown and R Ramsay (all Corporate and Democratic Services). Apologies: Councillors S Carr and G Laing Councillor K Allan, Convener, Presiding. 1. WELCOME AND APOLOGIES Councillor K Allan welcomed all present to the meeting. 2. DECLARATIONS OF INTEREST There were no declarations of interest in terms of Councillors’ Code of Conduct. 3. MINUTE OF MEETING OF AUCHTERARDER COMMON GOOD FUND COMMITTEE OF 22 MAY 2023 FOR APPROVAL The minute of meeting of the Auchterarder Common Good Fund Committee of 22 May 2023 was submitted and approved as a correct record. 4. APPLICATIONS FOR FINANCIAL ASSISTANCE There was submitted a report by the Head of Cultural and Community Services (23/324) asking Auchterarder Common Good Fund Committee to consider one grant of financial assistance. Resolved: Auchterarder Adult Education Association be awarded £500 to go towards funding for creating their new website. 5. 2023/24 FINANCIAL STATEMENT There was submitted a report by the Head of Finance (23/325), providing details of the Income and Expenditure to 30 September and the projected outturn for Financial Year 2023/24 for the Auchterarder Common Good Fund. Resolved: The contents of the report (23/325) to be noted. 3 Page 5 of 22
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AUCHTERARDER COMMON GOOD FUND COMMITTEE 29 April 2024 APPLICATION FOR FINANCIAL ASSISTANCE Report by Strategic Lead – Housing and Communities (Report No. 24/139) 1. PURPOSE 1.1 The report asks the Auchterarder Common Good Fund Committee to consider one capital grant application for financial assistance. 2. RECOMMENDATION 2.1 It is recommended that Committee: • Consider the grant application and agree any financial assistance to be awarded. 3. STRUCTURE OF REPORT 3.1 This report is structured over the following sections: • Section 4: Background / Main Issues • Section 5: Proposals: Capital Grants • Section 6: Consideration and Conclusion 4. BACKGROUND / MAIN ISSUES 4.1 Perth and Kinross Council owns land and property which forms part of the Common Good of the former burghs in Perth and Kinross and has a statutory duty in terms of section 15 of the Local Government etc. (Scotland) Act 1994 to administer this land and property "having regard to the interests of the inhabitants" of those former burghs. This duty also applies to the administration of the associated Common Good Funds. 4.2 The Common Good Funds have traditionally demonstrated their support to local residents and organisations by distributing grants. These grant awards allow individuals and local organisations to carry out a wide range of community-based activities. 4.3 Applications to Common Good Funds vary across the different former burghs of Perth and Kinross. The report is for the Auchterarder Common Good Fund. 4.4 The proposed 2024/25 Budget for the Auchterarder Common Good Fund is included in a separate report at this meeting. A summary of the draft Financial Assistance budget, and the value of funding under consideration, is provided below: 5 Page 7 of 22
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Proposed 2024/25 Financial Assistance Budget £20,000 Value of grants paid and committed £0 Remaining Financial Assistance Budget £20,000 Value of funding requested and under consideration £7,560 5. PROPOSALS – CAPITAL GRANTS Auchterarder Parish Church 5.1 An application of £7,560 has been received by Auchterarder Parish Church to help with the costs of maintaining their Community Centre Car Park to prevent flooding, ensuring access for all. During recent heavy rain and snow, access to the car park has been restricted, limiting access to community activities within the Centre and visits from the Mobile Bank. Local neighbours have also voiced concern over flood water from the car park getting into their gardens and are very supportive of the planned works. A local Contractor has been found to construct a soakaway for the car park, adding gravel to ease drainage. The works are set to commence as soon as possible, with completion due a week after. 5.2 It is estimated that the project will benefit 205 people from within the Common Good area, along with 205 people from elsewhere in Perth & Kinross. 5.3 The total costs of the project are estimated to be £7,560 with the Group requesting the full amount. A full breakdown is included below. Specific Items Basis of Costing Amount Soakaway in parking area (include waste disposal costs) Quote £7,560 Total Proposed Expenditure £7,560 Funding requested £7,560 6. CONSIDERATION AND CONCLUSION 6.1 The Committee is asked to consider this request and agree the level of any funding to be awarded. Authors Name Designation Contact Details Jacob Dudgeon Lee Haxton Community Planning & Projects Officer Community Planning Team Leader ComCommitteeReports@pkc.gov.uk Approved Name Designation Date Elaine Ritchie Strategic Lead, Housing & Communities 9 April 2024 Page 8 of 22
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ANNEX 1. IMPLICATIONS, ASSESSMENTS, CONSULTATION, AND COMMUNICATION Strategic Implications Yes / None Community Plan / Single Outcome Agreement Yes Corporate Plan Yes Resource Implications Financial Yes Workforce None Asset Management (land, property, IST) None Assessments Equality Impact Assessment None Strategic Environmental Assessment None Sustainability (community, economic, environmental) None Legal and Governance None Risk None Consultation Internal Yes External None Communication Communications Plan None 1. Strategic Implications Community Plan 1.1 The proposals will contribute to the Community Plan's aim of safe, healthy and inclusive communities and the outcome of communities will have improved quality of life. Corporate Plan 1.2 The proposals will contribute to the Corporate Plan's objectives of developing educated, responsible and informed citizens and the outcome of people are ready for life and work. 2. Resource Implications Financial 2.1 The Head of Finance has been consulted and has indicated agreement with the proposals. Awards of financial assistance will be funded from the 2024/25 Financial Assistance budget. Workforce 2.2 Not applicable. Page 10 of 22
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Asset Management (land, property, IT) 2.3 Not applicable. 3. Assessments Equality Impact Assessment 3.1 Under the Equality Act 2010, the Council is required to eliminate discrimination, advance equality of opportunity, and foster good relations between equality groups. Carrying out Equality Impact Assessments for plans and policies allows the Council to demonstrate that it is meeting these duties. 3.2 This section should reflect that the proposals have been considered under the Corporate Equalities Impact Assessment process (EqIA) with the following outcome: Assessed as not relevant for the purposes of EqIA. Strategic Environmental Assessment 3.3 The Environmental Assessment (Scotland) Act 2005 places a duty on the Council to identify and assess the environmental consequences of its proposals. 3.4 However, no action is required as the Act does not apply to the matters presented in this report. This is because the Committee are requested to note the contents of the report only and the Committee are not being requested to approve, adopt or agree to an action or to set the framework for future decisions. Sustainability 3.5 Not applicable. Legal and Governance 3.6 Not applicable. Risk 3.7 Not applicable. 4. Consultation Internal 4.1 The Strategic Lead, Finance & Business Support and Strategic Lead, Legal & Governance have been consulted. Page 11 of 22
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External 4.2 Not applicable. 5. Communication 5.1 Not applicable. 2. BACKGROUND PAPERS 2.1 Auchterarder Common Good Fund Application papers. Page 12 of 22
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AUCHTERARDER COMMON GOOD FUND COMMITTEE 29 APRIL 2024 2023/24 FINANCIAL STATEMENT & 2024/25 BUDGET Report by Strategic Lead – Finance and Business Support (Report No. 24/140) 1. PURPOSE OF REPORT This report provides the projected outturn for Financial Year 2023/24, and the proposed budget and projected outturn for Financial Year 2024/25. 2. RECOMMENDATIONS The Committee is requested to: (i) Note the projected Income and Expenditure to the 29 February 2024 for the Auchterarder Common Good Fund for the 2023/24 Financial Year, as set out in Appendix 1 to the report. (ii) Approve the Budget for the Auchterarder Common Good Fund for the 2024/25 Financial Year, and draft Budget for the 2025/25 Financial Year, as set out Appendix 2 to the report. 3. BACKGROUND / MAIN ISSUES 3.1 This report provides an update on the projected outturn for Financial Year 2023/24, and the budget for Financial Year 2024/25. 4. PROPOSALS Financial Statement 2023/24 4.1 As detailed in Appendix 1, there is a projected deficit of £10,890 for Financial Year 2023/24, and the estimated Fund balance at 31 March 2024 is £298,212. Budget 2024/25 4.2 The proposed 2024/25 Budget for the Fund provides a surplus to mitigate the potential impact of unknown costs or a reduction in income, and to ensure the Fund remains sustainable over the longer term. 4.2.1 Repairs & Maintenance It is proposed to maintain a £5,000 budget to accommodate the costs for repairs or improvement works to the grazing fields during 2024/25. 6 Page 13 of 22
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4.2.2 Financial Assistance The 2023/24 Financial Assistance budget was reduced to £15,000 to accommodate the additional expenditure for the full replacement of the Christmas Lights. It is proposed that the 2024/25 Financial Assistance budget is reinstated at the level for the years prior to 2023/24 at £20,000. 4.2.3 Christmas Lights The Auchterarder Christmas Lights were fully replaced in 2023/24. The proposed £3,000 budget allows for the costs incurred during the installation and removal of the lights, and for any required repairs to the festive decorations. 4.2.4 Income Rental income is assumed to remain in line with previous years at £21,000. The estimate for interest received has increased to £13,300 in line with the higher interest rate available when fixing the deposit for another 12 months. 4.3 There is one application for financial assistance to be considered at this meeting, and it is assumed that the level of funding approved by the Committee will be contained within the Financial Assistance budget. Author(s) Name Designation Contact Details Fiona Lambie Accountant CHXFinance@pkc.gov.uk Approved Name Designation Date Scott Walker Chief Financial Officer 9 April 2024 Clare Mailer Director Strategy, People & Resources 10 April 2024 Page 14 of 22
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ANNEX 1. IMPLICATIONS, ASSESSMENTS, CONSULTATION AND COMMUNICATION Strategic Implications Yes / None Community Plan / Single Outcome Agreement None Corporate Plan Yes Resource Implications Financial Yes Workforce None Asset Management (land, property, IST) None Assessments Equality Impact Assessment Yes Strategic Environmental Assessment Yes Sustainability (community, economic, environmental) Yes Legal and Governance None Risk None Consultation Internal Yes External None Communication Communications Plan None 1. Strategic Implications Corporate Plan 1.1 The Council’s Corporate Plan 2022 – 2027 lays out seven outcome focussed strategic objectives which provide clear strategic direction, inform decisions at a corporate and service level and shape resources allocation. They are as follows: • Tackling poverty • Tackling climate change and supporting sustainable places • Growing a sustainable and inclusive local economy • Enabling our children and young people to achieve their full potential • Protecting and caring for our most vulnerable people • Supporting and promoting physical and mental wellbeing • Placing communities at the heart of how we work 1.2 This report relates to all objectives. 2. Resource Implications Financial 2.1 There are no direct financial implications arising from this report other than those reported within the body of the main report. Page 15 of 22
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3. Assessments Equality Impact Assessment 3.1 Under the Equality Act 2010, the Council is required to eliminate discrimination, advance equality of opportunity, and foster good relations between equality groups. Carrying out Equality Impact Assessments for plans and policies allows the Council to demonstrate that it is meeting these duties. 3.2 The information contained within this report has been considered under the Corporate Equalities Impact Assessment process (EqIA) and has been assessed as not relevant for the purposes of EqIA. Strategic Environmental Assessment 3.3 The Environmental Assessment (Scotland) Act 2005 places a duty on the Council to identify and assess the environmental consequences of its proposals. 3.4 The information contained within this report has been considered under the Act. However, no action is required as the Act does not apply to the matters presented in this report. Sustainability 3.5 Under the provisions of the Local Government in Scotland Act 2003 the Council has to discharge its duties in a way which contributes to the achievement of sustainable development. In terms of the Climate Change Act, the Council has a general duty to demonstrate its commitment to sustainability and the community, environmental and economic impacts of its actions. 3.6. The information contained within this report has been considered under the Act. However, no action is required as the Act does not apply to the matters presented in this report. 4. Consultation Internal 4.1 The Director - Strategy, People and Resources has been consulted in the preparation of this report. 2. BACKGROUND PAPERS 2.1 No background papers, as defined by Section 50D of the Local Government (Scotland) Act 1973 (other than any containing confidential or exempt information) were relied on to any material extent in preparing the above report. Page 16 of 22
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6. APPENDICES • Appendix 1 - Auchterarder Common Good Fund Financial Statement for period to 29 February 2024 for Financial Year 2023/24. • Appendix 2 - Auchterarder Common Good Fund Proposed Budget for Financial Year 2024/25, and Draft Budget for Financial Year 2025/26. Page 17 of 22
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Appendix 1 AUCHTERARDER COMMON GOOD FUND FINANCIAL STATEMENT FOR PERIOD TO 29 FEBRUARY 2024 FOR FINANCIAL YEAR 2023/24 Committed Projected Projected BUDGET Actual to Expenditure to Outturn to Over / (Under) 2023/24 29-Feb-24 31-Mar-24 31-Mar-24 Spend £ £ £ £ £ EXPENDITURE PROPERTY COSTS Repairs & Maintenance 7,000 0 1,772 1,772 (5,228) OTHER SUPPLIES & SERVICES Financial Assistance 15,000 2,605 9,895 12,500 (2,500) Christmas Lighting 24,600 29,020 0 29,020 4,420 Total Expenditure 46,600 31,625 11,667 43,292 (3,308) INCOME Rents, Fees & Charges 21,000 21,002 0 21,002 2 Interest earned 11,000 9,939 0 11,400 400 Total Income 32,000 30,941 0 32,402 402 Surplus / (Deficit) for Year (14,600) (684) (11,667) (10,890) 3,710 Revenue Balance at 1 April 2023 309,102 309,102 Surplus for the Year (14,600) (10,890) Projected Fund Balance at 31 March 2024 294,502 298,212 6 Page 19 of 22
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Appendix 2 AUCHTERARDER COMMON GOOD FUND PROPOSED BUDGET FOR FINANCIAL YEAR 2024/25, AND DRAFT BUDGET FOR FINANCIAL YEAR 2025/26 Approved 2023/24 Budget Proposed 2024/25 Budget Draft 2025/26 Budget £ £ £ Expenditure Property Costs Repairs and Maintenance 7,000 5,000 5,000 Supplies and Services Financial Assistance 15,000 20,000 20,000 Christmas Lights Christmas Lighting (installation & removal) 24,600 3,000 3,000 Total Expenditure 46,600 28,000 28,000 Income Rents, Fees & Charges 21,000 21,000 21,000 Interest Earned 11,000 13,300 10,000 Total Income 32,000 34,300 31,000 Surplus/(Deficit) (14,600) 6,300 3,000 Estimated Balance at 1 April 309,102 298,212 304,512 Surplus / (Deficit) (14,600) 6,300 3,000 Projected Fund Balance at 31 March 294,502 304,512 307,512 6 Page 21 of 22
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