Agenda Document Pack - Auchterarder Common Good Fund Committee - 22/05/2023
Perth and Kinross Council · 22 May 2023
Back to Auchterarder Common Good Fund Committee — 22 May 2023 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 15/05/2023 A hybrid meeting of the Auchterarder Common Good Fund Committee will be held in the Council Chambers (Hybrid) on Monday, 22 May 2023 at 13:45. 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, 22 May 2023 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 APPOINTMENT OF CONVENER 2 WELCOME AND APOLOGIES 3 DECLARATIONS OF INTEREST 4 MINUTE OF MEETING OF AUCHTERARDER COMMON GOOD FUND OF 4 OCTOBER 2021 FOR APPROVAL (copy to follow) 5 MATTERS ARISING 6 APPLICATIONS FOR FINANCIAL ASSISTANCE Report by Head of Cultural and Community Services (copy herewith 23/148) 5 - 12 7 2022/23 & 2023/24 FINANCIAL STATEMENTS Report by Head of Finance (copy herewith 23/149) 13 - 22 Page 3 of 22
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PERTH AND KINROSS COUNCIL Auchterarder Common Good Fund Committee 22 May 2023 APPLICATIONS FOR FINANCIAL ASSISTANCE Report by Head of Cultural and Community Services (Report No. 23/148) 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 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: 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 2023/24 Budget for the Auchterarder Common Good Fund is included in a separate report at this meeting. A summary of the draft 6 Page 5 of 22
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Financial Assistance budget, and the value of funding under consideration, is provided below: 2023/24 Financial Assistance Budget £15,000 Value of grants paid and committed NIL Value of funding requested and under consideration £12,000 5. PROPOSALS – CAPITAL GRANTS The Rotary Club of Auchterarder & District 5.1 An application of £12,000 has been received by The Rotary Club of Auchterarder & District to contribute to the development of a memorial garden in an unused green space adjacent to Collearn Drive. The garden will be a memorial to a young Spitfire pilot, FI Lt. Sandy Gunn, who was born and brought up fifty yards from where the garden is planned. The garden will contain a bench in the shape of a Spitfire wing and information on the story of the pilot. The project will provide a space for people to meet, relax and reflect. The project has widespread approval from various meetings and forums involving the local community, the Community Council and local Councillors. The Community Action Plan Management Group and School History Department are both supportive as well. The project also has a direct link to one of the outcomes of the recently published ‘Auchterarder and Aberuthven Community Action Plan 2022-2027’, specifically ‘Theme 3: Heritage, Arts and Culture’. 5.2 It is estimated that the project will benefit several hundred people within the Common Good Area as well as a small number from elsewhere and outside of Perth and Kinross through the improvement of greenspace provision in the town. The project is estimated to begin in the summer of 2023, with construction during autumn 2023 and a celebration event in April 2024. 5.3 The total costs of the project are estimated to be £21,323. Friends of St Margaret’s have agreed to provide £2,000 and there is a pending application of £6,000 to Auchterarder Community Facilities Fund. The Rotary Club will also endeavour to raise £4,000 from individuals and fund-raising activities. A full breakdown is included overleaf. The group estimates that voluntary services in project management and garden maintenance will cover a total of £2,500 per annum as a further contribution to the project. 5.4 Committee should note that once approved and pending applications are considered, the funding gap totals £9,322.80. The Rotary Club have been asked to set out what they would use the additional £2,677.20 for, but no further explanation was provided by the time of the report being written. It is likely that any funding over and above the £9,322.80 would subsequently reduce the fundraising that the Rotary Club will need to undertake (currently Page 6 of 22
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aiming for £4,000). Committee should further note that any Common Good funding awarded would be paid out in arrears, following evidence of spend. Any grant awarded would be directly related to the overall project costs and the results of any other fundraising activities. Specific Items Basis of Costing Amount Architect Plans and Drawings Quote ex VAT £455 Submission for planning permission Quote ex VAT £650 Excavate seating area, dig out found for concrete, excavate proposed planting area etc. Quote ex VAT £4,000 To supply and build boundary wall Quote ex VAT £5,500 To supply 15m precast copes Quote ex VAT £1,500 To pick and point existing boundary wall Quote ex VAT £2,228 To put precast copes in place Quote ex VAT £750 To lay terram membrane and slab Quote ex VAT £2,686 Total Proposed Expenditure (inc VAT) £21,322.80 Friends of St Margaret’s (Approved)) £2,000 Auchterarder Community Facilities Fund (Pending) £6,000 Contribution by participants £4,000 Total Funding Pending / Approved £12,000 Remaining funding gap £9,322.80 Funding requested £12,000 5.5 It should be noted that if the required level of funding is not raised, the Rotary Club will endeavour to source additional funds. If this was not possible, it could lead to the project being abandoned. 5.6 The Committee is asked to consider this request and agree the level of any funding to be awarded. 6. CONSIDERATION AND CONCLUSION 6.1 The Committee is asked to consider one funding request and agree the level of any funding to be awarded. Page 7 of 22
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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 Barbara Renton Executive Director (Communities) 03 May 2023 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. The recommendations contained within this report are in accordance with the priorities of Perth Common Good Fund's criteria for financial assistance. 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. The recommendations contained within this report are in accordance with the priorities of Perth Common Good Fund's criteria. 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 2023/24 Financial Assistance budget. Page 9 of 22
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Workforce 2.2 Not applicable. 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. Page 10 of 22
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4. Consultation Internal 4.1 The Head of Finance and the Head of Legal and Governance have been consulted. External 4.2 Not applicable. 5. Communication 5.1 Not applicable. 2. BACKGROUND PAPERS 1.1 Auchterarder Common Good Fund Application papers. Page 11 of 22
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Auchterarder Common Good Fund Committee 22 May 2023 2022/23 FINANCIAL STATEMENT & 2023/24 BUDGET Report by Head of Finance (Report No. 23/149) 1. PURPOSE OF REPORT This report provides the projected outturn for Financial Year 2022/23, and the budget options and projected outturn for Financial Year 2023/24. 2. RECOMMENDATIONS The Committee is requested to: (i) Note the projected Income and Expenditure to the 31 March 2023 for the Auchterarder Common Good Fund for the 2022/23 Financial Year, as set out in Appendix 1 to the report. (ii) Approve the Budget for the Auchterarder Common Good Fund for the 2023/24 Financial Year considering the options set out in section 4 and in Appendix 2 to the report. 3. BACKGROUND / MAIN ISSUES 3.1 This report provides an update on the projected outturn for Financial Year 2022/23, and the budget options for Financial Year 2023/24. 4. PROPOSALS Financial Statement 2022/23 4.1 As detailed in Appendix 1, there is a projected surplus of £12,124 for the Fund for Financial Year 2022/23, and the estimated Fund balance at 31 March 2023 is £305,668. Budget Options 2023/24 4.2 Auchterarder is due a full replacement of its Christmas Lights and depending on the decision taken by the Committee, this can be a phased replacement over two years or a full replacement in the current year. Additional expenditure on repairs and maintenance is also required to provide an extra animal water trough for the Common Good land that will be divided by the new path to the cemetery extension. Appendix 2 provides two possible budget options for the 2023/24 budget. Both options result in a deficit for 2023/24, however phasing the Christmas Lights over two years would reduce 7 Page 13 of 22
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the deficit in the first year. There is one application for Financial Assistance which will be considered at this meeting, and the estimated Fund balance may require to be updated following the decisions taken by the Committee. Author(s) Name Designation Contact Details Fiona Lambie Accountant CHXFinance@pkc.gov.uk Approved Name Designation Date Stewart MacKenzie Head of Finance 28 April 2023 Karen Donaldson Chief Operating Officer 1 May 2023 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 1.1 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 Chief Operating Officer 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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3. APPENDICES • Appendix 1 - Auchterarder Common Good Fund Financial Statement for period to 31 March 2023 for Financial Year 2022/23. • Appendix 2 - Auchterarder Common Good Fund Financial Statement for Financial Year 2023/24. Page 17 of 22
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Appendix 1 AUCHTERARDER COMMON GOOD FUND FINANCIAL STATEMENT FOR PERIOD TO 31 MARCH 2023 FOR FINANCIAL YEAR 2022/23 Actual to Projected Outturn to 31 March 31 March 2023 2023 £ £ EXPENDITURE PROPERTY COSTS Repairs & Maintenance of Land & Buildings 0 0 OTHER SUPPLIES & SERVICES Financial Assistance 0 10,000 Christmas Lighting 1,605 1,605 Total Expenditure 1,605 11,605 INCOME Rents, Fees & Charges 21,002 21,002 Interest earned 2,727 2,727 Total Income 23,729 23,729 Surplus for Year 22,124 12,124 Revenue Balance at 1 April 2022 293,544 293,544 Surplus for the Year 22,124 12,124 Projected Fund Balance at 31 March 2023 315,668 305,668 7 Page 19 of 22
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Appendix 2 AUCHTERARDER COMMON GOOD FUND PROPOSED BUDGET FOR FINANCIAL YEAR 2023/24, AND DRAFT BUDGETS FOR FINANCIAL YEARS 2024/25 AND 2025/26 Proposed 2023/24 Budget Draft 2024/25 Budget Draft 2025/26 Budget Proposed 2023/24 Budget Draft 2024/25 Budget Draft 2025/26 Budget £ £ £ £ £ £ Expenditure Property Costs Repairs and Maintenance of Land and Buildings 7,000 2,000 2,000 7,000 2,000 2,000 Supplies and Services Financial Assistance 15,000 15,000 20,000 15,000 20,000 20,000 Christmas Lights Christmas Lighting (installation, removal, and replacement)14,600 11,700 1,800 24,600 1,700 1,800 Total Expenditure 36,600 28,700 23,800 46,600 23,700 23,800 Income Rents, Fees & Charges 21,000 21,000 21,000 21,000 21,000 21,000 Interest Earned 11,000 11,000 11,000 11,000 11,000 11,000 Total Income 32,000 32,000 32,000 32,000 32,000 32,000 Surplus/(Deficit) (4,600) 3,300 8,200 (14,600) 8,300 8,200 Estimated Opening Balance 305,668 301,068 304,368 305,668 291,068 299,368 Surplus / (Deficit) (4,600) 3,300 8,200 (14,600) 8,300 8,200 Projected Fund Balance at 31 March 301,068 304,368 312,568 291,068 299,368 307,568 OPTION 1 OPTION 2 PHASED REPLACEMENT OVER 2 YEARS FULL REPLACEMENT IN 2023/24 7 Page 21 of 22
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