Agenda Document Pack - Auchterarder Common Good Fund Committee - 05/05/2025
Perth and Kinross Council · 5 May 2025
Back to Auchterarder Common Good Fund Committee — 5 May 2025 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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Ambition | Compassion | Integrity Our vision is for a Perth and Kinross where everyone can live life well, free from poverty and inequality Council Building 2 High Street Perth PH1 5PH 28/04/2025 A hybrid meeting of the Auchterarder Common Good Fund Committee will be held in the Council Chamber on Monday, 05 May 2025 at 13:00. If you have any queries please contact Democratic 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 Alan Watt Page 1 of 18
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Auchterarder Common Good Fund Committee Monday, 05 May 2025 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/SUBSTITUTES 2 DECLARATIONS OF INTEREST 3 MINUTE OF MEETING OF AUCHTERARDER COMMON GOOD FUND COMMITTEE OF 25 NOVEMBER 2024 FOR APPROVAL (copy herewith) 5 - 6 4 MATTERS ARISING 5 APPLICATIONS FOR FINANCIAL ASSISTANCE Report by Strategic Lead - Housing and Communities (copy herewith 25/102) 7 - 10 6 2024/25 & 2025/26 FINANCIAL STATEMENTS Report by Chief Finance Officer (copy herewith 25/103) 11 - 18 Page 3 of 18
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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 25 April 2024 at 2.19pm. Present: Councillors K Allan, S Carr, S Donaldson and A Watt. In Attendance: S Kimmett (Housing and Communities), F Lambie, A O’Brien and D Coyne (all Finance and Business Support), A Taylor, S Dockerill and M Pasternak (all Legal and Governance) Apologies: Councillor G Laing. Councillor K Allan, Convener, Presiding. 1. WELCOME AND APOLOGIES Councillor K Allan welcomed all present to the meeting and an apology for absence was noted as above. 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 29 APRIL 2024 FOR APPROVAL The minute of meeting of the Auchterarder Common Good Fund Committee of 29 April 2024 was submitted and approved as a correct record. 4. MATTERS ARISING There were no matters arising. 5. APPLICATIONS FOR FINANCIAL ASSISTANCE There was submitted a report by the Strategic Lead – Housing and Communities (24/328) asking Auchterarder Common Good Fund Committee to consider one small grant application for financial assistance. Strathearn Art for Experience (SAFE) Auchterarder Resolved: The application by Strathearn Art for Experience (SAFE) Auchterarder for a grant of £2,500 to fund their Create a Tea Towel project, be rejected. 6. 2024/25 FINANCIAL STATEMENT There was submitted a report by the Strategic Lead – Finance and Business Support (24/329) providing an update on the Income and Expenditure to 3 Page 5 of 18
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30 September 2024 and the projected outturn for Financial Year 2024/25 for the Auchterarder Common Good Fund. Resolved: The projected Income and Expenditure to 30 September 2024 for the Auchterarder Common Good Fund, and the projected outturn to 31 March 2025, as set out in Appendix 1 to Report 24/329, be noted. Additional Item for Discussion The Convener advised of an additional matter that he wished to raise with the Committee and which he had agreed to take as urgent business. (i) Auchterarder Cemetery – Test Dig The Convener advised that he had recently been contacted by Bereavement Services who were requesting permission to carry out some test digging on land beside the cemetery in Auchterarder. Resolved: It was agreed that further information and discussion was required regarding the status of the existing lease and access to the land with Legal Services before any further work takes place. ~~~~~~~~ Page 6 of 18
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PERTH AND KINROSS COUNCIL Our vision is a Perth and Kinross where everyone can live life well, free from poverty and inequalities ___________________________________________________________________ Committee or Board: Auchterarder Common Good Fund Committee Date of Meeting: 5 May 2025 Report Title: Application for Financial Assistance Report Number: Report No. 25/102 Report Author: Sarah Kimmet, Community Empowerment Officer communityempowerment@pkc.gov.uk Organisational Lead: Elaine Ritchie, Strategic Lead for Housing and Communities ___________________________________________________________________ 1. Purpose 1.1 The report asks the Auchterarder Common Good Fund Committee to consider two grant applications. 2. Recommendation 2.1 It is recommended that the Committee: (i) Consider the grant applications 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: Small Grants • Section 8: Conclusion • Appendices 4. Background / Main Issues 5 Page 7 of 18
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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 A summary of the provisional 2025/26 Financial Assistance budget is provided below: 2025/26 Provisional Financial Assistance Budget £20,000 Value of grants paid and committed £0 Remaining Provisional Financial Assistance Budget £20,000 Value of funding requested and under consideration £20,470 5. Proposals A&A Connected 5.1 A&A Connected are seeking £14,500 towards staffing costs for their Community Connector, as well as a contribution towards costs of community projects. 5.2 A&A Connected is a volunteer run charity that aims to advance citizenship and community development, focused on but not limited to the activities defined in the Auchterarder and Aberuthven Community Action Plan and sustaining improved community opportunities for residents to have healthy lives and feel connected as a local community. They act as a co-ordinating body to carry out consultation and effectively respond to key issues in the local community, raising awareness of and providing opportunities to engage in local heritage, arts, and culture, raising awareness of volunteering opportunities, and actively providing a voice for the local community and facilitating projects that contribute to a thriving local community. The Community Connector acts as a conduit between community groups or individuals and external partners relating to all themes of the Community Page 8 of 18
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Action Plan and is also a central point of consistent accessible communication, ensuring ongoing engagement. As well as providing updates via a newsletter and to the Community Council, the Community Connector supports with the following projects: Friends of Auchterarder Library, greenspace and sustainability projects, Warm Spaces, Connected Community event, and progressing conversations around developer obligations for provision of new facilities. Funding is required to continue this role whilst further long-term funding is secured. 5.3 In addition to Community Connector costs, A&A Connected are seeking a contribution towards project costs to support with further consultation around transport strategy, biodiversity projects, printing of resources related to the CAP for residents who do not engage digitally, upgrading the CAP website, and supporting with costs of public liability insurance. 5.4 It is estimated that 6,100 people from the Common Good Area will benefit from the work that a grant will support. 5.5 A breakdown of costs applied for is detailed below. Specific items Basis of Costing Amount Community Connector (freelance) £200/day 62.5 days between May 2025 and 31st January 2026 £12,500 Project Funding Physical assets for promoting CAP, insurance, small CAP projects, Connected Community Event Costs £3,500 Total proposed expenditure £16,000 Friends of St Margarets (remainder of £11,000 provided over 2 years) £1,500 Funding Requested from Auchterarder Common Good Fund £14,500 5.6 A&A Connected have not received funding from the Common Good Fund in the previous 3 financial years. Consideration 5.7 The Committee is asked to consider the request and determine the level of any grant to be awarded. Friends of Aytoun Hall 5.8 Friends of Aytoun Hall are seeking £5,970 towards a replacement projector for the Hall. 5.9 Friends of Aytoun Hall are a charity which aims to represent the community interest in the Aytoun Hall and maintain the community-owned inventory. 5.10 When Aytoun Hall was refurbished 15 years ago, a projector along with sound and light equipment was installed as a supplementary one-off capital Page 9 of 18
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investment as a community benefit following the hosting of the G8 summit at Gleneagles. Currently, a number of clubs, organisations, and charities use the overhead projector on a regular basis for guest speakers and other purposes, such as the schools’ Philanthropist Competition, background slides and video clips, forming an integral part of many hall bookings. The projector has now reached the end of its life and funding is required to replace this and allow clubs to continue to run their regular activities for the people of Auchterarder. Some of the regular users include the 50+ Club, Vegetable Society, Docherty’s Coaches, and Flower Club. 5.11 A breakdown of costs applied for is detailed below. Specific items Basis of Costing Amount Overhead Projector Quote provided by Adlib Audio Ltd £3,000 Brackets and ancillary cables Quote provided by Adlib Audio Ltd £1,125 Labour and access equipment Quote provided by Adlib Audio Ltd £850 VAT Quote provided by Adlib Audio Ltd £995 Total proposed expenditure £5,970 Funding Requested from Auchterarder Common Good Fund £5,970 5.12 Friends of Aytoun Hall have not received funding from the Common Good Fund in the previous 3 financial years. Consideration 5.13 The Committee is asked to consider the request and determine the level of any grant to be awarded. 6. Impact Value Assessment Auchterarder_Common_Good_Fund_Applications_for_Financial_Assistance.pdf Page 10 of 18
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Our vision is a Perth and Kinross where everyone can live life well, free from poverty and inequality ___________________________________________________________________ Committee or Board: Auchterarder Common Good Fund Committee Date of Meeting: 5 May 2025 Report Title: 2024/25 & 2025/26 Financial Statements Report Number: 25/103 Report Author: Fiona Lambie, Accountant Organisational Lead: Scott Walker, Chief Finance Officer ___________________________________________________________________ 1. Purpose 1.1 The purpose of this report is to provide details of the income and expenditure to 31 March 2025, seek approval of the budget for 2025/26 and provide the projected outturn for 2025/26. 1.2 Sections 1. Purpose 2. Recommendations 3. Background/Context 4. Main Issues 5. Conclusion 6. Impact Value Assessment 7. Appendices 2. Recommendations It is recommended that the Committee: 2.1 Note the unaudited income and expenditure to 31 March 2025, and the projected outturn for 2024/25, as set out in Appendix 1. 2.2 Approve the Auchterarder Common Good Fund budget for 2025/26 as set out in Appendix 2 to the report. 2.3 Note the projected outturn for 2025/26, as set out in Appendix 2. 6 Page 11 of 18
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3. Background/Context 3.1 The Committee approved the 2024/25 Budget and received a financial monitoring update for the Fund at the meeting on 29 April 2024 (Report 24/140 refers). A further financial monitoring update for the Fund was provided at the meeting on 25 November 2024 (Report 24/329) refers. This report provides an update on the unaudited outturn for 2024/25. 3.2 The proposed budget for the Fund for 2025/26 is included in Appendix 2 to this report. The budget has been prepared based on activity undertaken in 2024/25 and prior years, providing 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. Main Issues Financial Statement 2024/25 4.1 As detailed in Appendix 1, the unaudited surplus for the Fund for Financial Year 2024/25 is £25,054 and the Fund balance as at 31 March 2025 is £327,035. There was an underspend of £5,068 on Repairs and Maintenance as, although £1,705 expenditure was incurred on path drainage and kerbs, this was negated by an accrual of £1,773 for 2023/24 which did not materialise. Financial Assistance was underspent by £12,440 and Christmas Lighting was underspent by £729. Projected income from Interest on investments was £516 greater than budget. In total there is a movement in surplus of £18,239 from that previously reported in November 2024 resulting in a total projected surplus of £25,054. This provides a projected Fund Balance of £327,035 for carry forward into 2025/26. There may be further adjustments during the closure of the accounts for 2024/25, and any changes will be reported to a future meeting of the Committee. Budget 2025/26 4.2 Appendix 2 provides the proposed budget for 2025/26. The Financial Assistance budget has been maintained at £20,000. There are no changes from 2024/25, and the budget delivers a £6,300 surplus to provide a contingency for unforeseen expenditure during the year. Financial Statement 2025/26 4.3 On the basis of Appendix 2 and subject to the total amounts of Financial Assistance under consideration being approved, it is anticipated that a surplus of £5,830 will be generated in 2025/26 and the Fund’s Revenue Account Balance is estimated to be £332,865 at 31 March 2026. 5 Conclusion 5.1 As detailed in Appendix 1, the projected surplus for the Fund for 2024/25 is £25,054 and the anticipated Fund balance at 31 March 2025 is £327,035. Page 12 of 18
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5.2 As detailed in Appendix 2, the proposed budget for 2025/26 is the same as 2024/25, with a the projected surplus of £5,830 and the estimated Fund balance at 31 March 2026 is £332,865. 6. Impact Value Assessment Impact Value Assessment 7. Appendices 7.1 Appendix 1 – Auchterarder Common Good Fund – Financial Statement for the period to 31 March 2025 for 2024/25. 7.2 Appendix 2 – Auchterarder Common Good Fund - Financial Statement for the 2025/26. Page 13 of 18
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AUCHTERARDER COMMON GOOD FUND UNAUDITED FINANCIAL STATEMENT FOR PERIOD TO 31 MARCH 2025 Actual/ Projected BUDGET Committed to Over / (Under) Spend 2024/25 31-Mar-25 £ £ £ EXPENDITURE PROPERTY COSTS Repairs & Maintenance 5,000 (68) (5,068) OTHER SUPPLIES & SERVICES Financial Assistance 20,000 7,560 (12,440) Christmas Lighting 3,000 2,271 (729) Total Expenditure 28,000 9,764 (18,237) INCOME Rents, Fees & Charges 21,000 21,002 2 Interest Earned 13,300 13,816 516 Total Income 34,300 34,818 518 Surplus / (Deficit) for Year 6,300 25,054 18,754 Revenue Balance at 1 April 2024 301,981 301,981 Surplus for the Year 6,300 25,054 Projected Fund Balance at 31 March 2025 308,281 327,035 6 Page 15 of 18
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Financial Assistance Actual Amount (£) Meeting Auchterarder Parish Church - Community Centre Car Park £ 7,320.00 29/04/2024 £ 7,320.00 Committed Amount (£) Meeting Auchterarder Parish Church - Community Centre Car Park £ 240.00 29/04/2024 £ 240.00 Total Actual plus Committed £ 7,560.00 Page 16 of 18
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AUCHTERARDER COMMON GOOD FUND PROPOSED BUDGET AND FINANCIAL STATEMENT FOR 2025/26 Proposed 2025/26 Budget Actual to date Under Consideration and Committed Total Projected Outturn Projection Over/(Under) Spend £ £ £ £ £ £ Expenditure Property Costs Repairs and Maintenance 5,000 0 0 5,000 0 Supplies and Services Financial Assistance 20,000 0 20,470 20,470 20,470 470 Christmas Lights Christmas Lighting (installation & removal) 3,000 0 0 3,000 0 Total Expenditure 28,000 0 20,470 20,470 28,470 470 Income Rents, Fees & Charges 21,000 0 0 21,000 0 Interest Earned 13,300 0 0 13,300 0 Total Income 34,300 0 0 0 34,300 0 Surplus/(Deficit) 6,300 0 (20,470) (20,470) 5,830 (470) Estimated Balance at 1 April 2025 327,035 327,035 Surplus / (Deficit) 6,300 5,830 Projected Fund Balance at 31 March 2026 333,335 332,865 6 Page 17 of 18
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Under Consideration Amount (£) Meeting A&A Connected £ 14,500 05/05/2025 Friends of Aytoun Hall £ 5,970 05/05/2025 Total £ 20,470 Page 18 of 18