MINUTES

EARLSTON COMMUNITY COUNCIL

Thursday18 May 2017, 7 p.m.

Present: / Disney Barlow (DB) / Sheila Gibb (SG) / Stuart Holland (SH) / Una Penman (UP)
Tim Seabrook (TS) / Joy Snape (JS) / Nicola Symons (NS) / Robert Turnbull (RT)
Ben McKinlay / Maude Adams
Cllr Parker (DP) / Cllr Drum (KD) / Cllr Miers (TM)

2 membersof the public present

Item / Minute / Action
1.05 / Welcome, Introduction and Apologies
In the absence of a Chair or Vice Chair, JS proposed and seconded by RT that she chair CC until office bearers are elected.
JS welcomed everyone, especially the new Ward Councillors, and informed CC that resignations had been received from John Paton Day and George Hardie.
Apology received from PC Norrie.
AGM / Chairman’s Report, Annual Accounts and Treasurer’s Report, Resignation and Election of Office Bearers.
Adoption of Constitution, Standing Orders, Code of Conduct
See attached Chair and Treasurer reports
Committee:
Chair: SG proposed by DB and seconded by UP
Secretary: SG proposed by JS and seconded by SH
Vice Chair: JS proposed by SG and seconded by DB
Treasurer: JS proposed by RT and seconded by NS
SG and JS agreed to take on dual roles, highlighting the future possible need to source a Minute Secretary as support to CC.
Constitution and Code of Conduct adopted and signed.
No changes to Standing Orders
CC agreed that letters be sent to JPD, GH and ex-Councillor Iain Gillespie, thanking them for their contributions to the CC's work.
Action: SG to write 3 x letters / SG
2.05 / Police Report
SG shared the report, Police had responded to 40 calls during the period including the local incidents of note.
Earlston Sevens had passed without incident.
SH thought the police presence helped, the day being quieter in the last few years.
CC raised and discussed continued problems with large vehicles blocking the pavement and A68 at the Co-Op store, plus level of speeding on the trunk road.
Action: SG to email Police Scotland asking for active vigilance and action on the two ward priorities of Indiscriminate Parking and Speeding/Road Traffic plus information on the incidence of speeding. / SG
3.05 / Adoption of Previous Minutes
Proposed by RT and seconded by SH
4.05 / Declaration of Interest + Action Points Update
TM informed CC that he will be on Planning Committee at SBC. SG and JS explained that to avoid local planning application discussions the previous Councillor left the meeting during that item, returning to participate in subsequent topics.
Defibrillators
JPD to arrange attendee from Scottish Ambulance at June meeting.
No information. CC agreed to pursue introduction of and training on defibrillators
Action: TS to speak with Senior Resus Officer, JS to contact HART. / TS/JS
Health Centre Planning Application
GH to confirm addressee of his response to SBC, supporting extension.
No information. The successful outcome was on website. Item Discharged
Uplift of Sign
IG to confirm uplift of signage. Item Discharged
Co-Op Signage Planning Application
GH to write to SBC as response to SBCnot sent.
No information. Item Discharged
CC Meeting Room
SG to check church hall availability. It is only free on Tuesdays when some members already have commitments therefore not a suitable option.
Action: SG to explore use of smaller meeting room in school. / SG
Litter Picking
TS to share photograph of Scouts' litter pick. SG thanked him: having written article and added photograph to CC website and in church magazine.
TS explained verges couldn’t be cleared as this is not allowed, DP agreed to flag up local problem areas to SBC. The litter at the laybys on the A68 remains a problem and SG asked if they could be cleared more often, DP will check with SBC staff.
Action: DPto raise verges and bin clearance at SBC. / DP
Planning Application17/00479/FUL
Subsequent to April CC thought GH’s response did not accurately reflect the agreed content and had decided another response was needed. Drafted and agreed before being sent to SBC. Item Discharged
RBS
JPD to pursue bank to advertise when mobile service on-site. RBS had not replied.
Action: TS to design poster for display on notice board, website etc. / TS
EarlstonHigh School
Ben and Maude Action were presented with “student survival” packs by JS who highlighted CC's appreciation of their input and attendance. Both students gave positive feedback of their experience, suggesting an earlier start and regular EHS reports as improvements. TS thought 1 x 5th and 1 x 6th year might give continuity.
Action: JS to contact Miss Clark to discuss support for next session. / JS
Resignation
All noted JPD will be standing down as Chair at the AGM. Item Discharged
5.05 / Correspondence
3 items circulated electronically.
Enquiry about Superfast Broadband:
DP explained the property should be able to access this but demand was greater than current capacity and customers can only receive it if someone’s contract ends. There will be an upgrade in time, BT is currently deploying the Scottish Government project roll out including, and he has asked the main project team for an update.
Action: DP to provide project update.
Enquiry about Post Office re-opening:
DP confirmed PO is currently recruiting; this can take 8 – 16 weeks, depending on options put forward. They say they are nearing a conclusion. TS asked about any temporary solution but DP has no further information. RT informed CC the church had been contacted about using the hall but he is still waiting for a visit.
Action: SG to update residents. / DP
SG
SBC re introduction of charges at public toilets:
Discussion around possible negative impact on e.g. locals, walkers, visitors, tour buses and the shops/ public houses. JS asked if the toilets will be available 24 hours when payable, DP said it may happen. A different communications exercise is targeting businesses in the places charges are being introduced.
Action: SG to draft & share reply, DP to confirm when businesses will be contacted. / SG/DP
6.05 / Treasurer’s Report
Accounts as presented at AGM, balance of £1284.26, £356 being ring fenced and leaving a working balance of £928.26.Payment to D Aiston and purchase of Garden Centre voucher to now be made.
Primary School has been visited to see progress on their garden and JS is pleased to report the volunteer group are working cooperatively together in the planning and creation. It is made up of two members from each year group who opted for participation.
Some had a little experience of gardening, others had none. They are led by Susan Graham, Head teacher, with help from Borders Forest Trust plus parent volunteers.
The children have benefited from structured sessions initially but the plan is for them to be children led and they are doing this more and more. The young people work in pairs made up of an older and younger child and in an evaluation of how they felt about the group, on a 1 – 5 range,most opted for 4 or 5.
Pupils have planted trees, created a number of raised bed planters growing plants to attract insects and herbs and will soon create a path between the trees. They plan to plant potatoes and take part in a growing challenge as well as planting tomatoes and sunflowers. The children have written to B&Q and others to support their plans.
The space will form an outdoor classroom for all classes and is already being used at break times to encourageownership of it and the environment.
JS will continue to visit the garden.
JS suggested CC continue payment to Earlston Horticulture Society for the plants and upkeep of the A68 border / planters on the presentation of an invoice.
Discussion around the current high level of weeds in the main borders , CC agreed this should be discussed with the Society
Action: JS to speak with G Goodfellow, Horticultural Society. / JS
CC need to plan spending for any Quality of Life Grant received this year. DP confirmed this would be available, SG reminded CC of previous discussion.
7.05 / Community Planning
A month of mixed fortunes, CC has been awarded a grant of £5K from SBC but it was very disappointing that the application to the Lottery had been turned down.
The positive news is that, thanks to Councillor Parker's efforts, Scottish Borders Council has agreed to support our action planninginstead. Work can now begin with Iconic to get the process started.
Twomeetings held:
The subgroup has mostly completedwork on updating community groups, including e.g. agreeing with the Minister to consolidate all its separate listings and co-ordinate everything via RT as Session Clerk.
The list of local businesses has also been received and should prove useful.
Gill Cooper and SG met to start thinking about what our first steps need to be. Nothing concrete to report but looking at setting up meetings with SBC and Iconic and exploring need for a public " launch" - similar to last year - to make sure people know what is planned and hopefully become involved.
8.05 / Planning Applications
SG reminded CC they must nominate a Planning Representative to liaise with SBC and suggested SH as the most appropriate person.
Proposed by UP and seconded by NS.
Application 17/00641/FUL
DB had circulated information to Redpath via G Yellowlees. SH highlighted the point about traffic management during the project and CC agreed to raise this in response.
Action: SH to write to SBC. / SH
9.05 / Matters Arising
No items
10.05 / AOCB
JS asked about any plans for co-option of Councillors, to be a future agenda item.
SG asked for anupdate on Amey's return to CC with A68 crossing plans.
TS highlighted the need for clear signage if the trunk road is to be closed.
Action: DP to explore date of return visit with Amey
SG informed CC that the article for the Church magazine had been written and forwarded to the minister. It will be published very shortly. / DP

Next Meeting: Thursday 15th June 2017

7 pm, EarlstonPrimary School

NB change of venue from staff room to small meeting room

Chair/ Secretary / Sheila Gibb / 01896 849663
Vice Chair/Treasurer: / Joy Snape / 01896 848113
Email /
Police Scotland: /

ANNUAL REPORTS - AGM

CHAIRMAN’S REPORT
The past year of the Earlston Community Council has been a largely productive one, the Earlston Community Plan has moved on and I am sure will provide a good basis for improvement to Earlston. Earlston will soon have a controlled crossing on the A68 thanks to the continued pressure from the ECC.

Sadly we have lost our Post Office but I hope it will soon reopen at a new site. I would like to thank all ECC members for their support of the community and a special thank you to our office bearers

TREASURER’S REPORT

  • This has been a more stable year where we have been able to plan spending.
  • The accounts have been audited and are correct as presented and I am again grateful to Derek Aiston for his help in auditing the accounts.
  • We started out with a balance of £1468.57, income coming from SBC and from bank interest (84p)
  • CC has been able to help several groups this year through our small grants scheme – namely Earlston Scout Group, Earlston Youth project, Earlston Civic Week, Borders Pet Rescue and Earlston Toddler Group. Although these are relatively small amounts of money they make a significant difference to the organisations involved and all are very grateful.
    In all we gave out £900 in small grants.
  • In addition we supported EarlstonHigh School in two ways.
    Firstly by making a small donation to a very worthwhile scheme called Columba 1400 and secondly by being one of many sponsors for their Celebration of Success Evening.
  • We used the majority of our Quality of Life grant to help Earlston Primary School create a school garden and outdoor classroom where pupils can learn about gardening and wildlife and create a space where pupils can go for quiet time. It will also be used by teachers to enhance learning. This is a vast improvement on the tarmac desert that existed and is being created by a group of volunteer children from every class and led by the Head teacher. The balance of our Quality of Life grant has been ring fenced to support the development of a Community Plan which will go ahead in the following year.
  • This year we decided to hold a gardening competition as part of Civic Week to try to encourage more people to have floral displays in the village. Many towns and villages in Scotland have these and they make a great contribution to the ambience. We decided to try this for three years to see if we can make a difference. The prize is a £50 voucher from Milestone Garden Centre and judging will take place the week before Civic Week with the winner being announced at the Fancy Dress Parade on the Saturday. We are indebted to EarlstonParishChurch for including application forms in their church magazine which goes to every household in Earlston. This year has only attracted a small number of entrants but hopefully this will increase in following years. It may be that the final application date of 12 May was too early but this was the choice of the Civic Week Committee.
  • We paid Earlston Horticulture Society £100 for the plants and upkeep of the A68 planters and flower bed. This makes a huge difference to the entrance of the village.
  • We also paid for wreaths for Remembrance Day.
  • This gives final year balance of £1284.26 of which £356 is ring fenced for Civic Week prize, Community Planning and D Aiston leaving a working balance of £928.24.
  • All of the above have benefited the village and so have increased the Community Council’s profile and relevance in the village, I feel the money has been well spent.