1807 EAST AYRSHIRE COUNCIL GRANTS COMMITTEE MINUTES OF MEETING HELD ON THURSDAY 25 AUGUST 2016 AT 1000 HOURS IN THE COUNCIL CHAMBERS, COUNCIL HEADQUARTERS, LONDON ROAD, KILMARNOCK PRESENT: Councillors Hugh Ross, Tom Cook, Eòghann MacColl, Helen Coffey, Lillian Jones, Gordon Cree, Elena Whitham and Moira Pirie. ATTENDING: Julie McGarry, Administration Manager; Dot Grieve, Service Manager, Vibrant Communities; Dorothy McAvoy, Assistant Principal Officer (Early Education and Childcare); Hilary Scott, Planning & Performance Officer; Lynn Smith, Administration Officer; and Christine Baillie, Democratic Services, Team Leader. APOLOGIES: Councillors George Mair, Jim Roberts and Billy Crawford. CHAIR: Councillor Hugh Ross, Chair. DECLARATIONS OF INTEREST 1. Declarations of non-financial interest were received from the following members:- Councillors Lillian Jones, Hugh Ross and Gordon Cree in respect of Kilmarnock Leisure Centre Trust (Galleon Centre). Councillor Lillian Jones in respect of East Ayrshire Citizens Advice Bureau. These Members in declaring a non-financial interest did so in accordance with the Councillors' Code of Conduct in that the nature of the interest was not deemed significant in each case having considered the terms of the objective test as outlined in paragraph 5.3 of the Councillors' Code of Conduct and accordingly each Member did not withdraw from the meeting. Councillor Elena Whitham, as a Trustee of the Newmilns Regeneration Trust, declared a non-financial interest in Item 5(v)(b) Newmilns Regeneration Association (GC 6604) which she considered significant having considered the terms of the objective test as outlined in paragraph 5.3 of the Councillors' Code of Conduct and withdrew from the meeting when this item was being discussed. PERFORMANCE REPORTS - APRIL TO JUNE 2016 2. There was submitted a report dated 4 August 2016 (circulated) by the Chief Governance Officer which advised of progress for the period 1 April to 30 June 2016 in respect of grant funding to community/voluntary sector services. It was agreed:- (i) to note the financial position in respect of grant payments and project briefing updates in respect of community/voluntary groups outlined within the appendices attached to the report; and (ii) otherwise, to note the contents of the report. 1808 RENEWABLE ENERGY FUND 3. There was submitted a report dated 10 August 2016 (circulated) by the Chief Governance Officer which advised of the current project position on the grant awards to Bonnyton Thistle, Kilmarnock Station Railway Heritage Trust, Dunlop and District Community Company and Gateside Tenants and Residents Association. It was agreed:- (i) to approve a further nine month extension to the £250,000 grant award to Bonnyton Thistle to allow time for the club to secure the balance of project funding for the revised project cost of £851,268. All conditions of grant to remain applicable with the exception of the first condition that should be revised to:- "the award will be in principle and will be reviewed in March 2017 to advise a report to the Grants Committee in May/June 2017 should sufficient funding not be secured; (ii) to note the repayment due from Kilmarnock Railway Heritage Trust of £17,110 being an underspend in year 1 and approve an award of £11,500 as a contribution toward year 2 running costs; (iii) not to extend the grant award period to Dunlop and District Community Association given that the project timescales could not currently be identified and that the group be encouraged to submit a further application for consideration once the Community Asset Transfer had been completed and a significant level of external funding had been secured to allow the project to be delivered within a reasonable timeframe or for a phased project; (iv) to note the closure of the Gateside Community Garden project; and (v) otherwise, to note the contents of the report. Councillor Lillian Jones, having moved that Dunlop and District Community Company be given a six month extension of the £200,000 grant to enable them to progress further the Community Asset Transfer of the village hall and to secure external funding for the project, and having failed to receive a seconder, asked that her dissent be recorded. CUMNOCK AND DOON VALLEY ACCESS PANEL 4. There was submitted a report dated 22 July 2016 (circulated) by the Chief Governance Officer which invited the Grants Committee to consider a request from the Cumnock and Doon Valley Access Panel to meet the purchase cost of a laptop and associated consumables from their 2015/16 grant award. It was agreed:- (i) to reconfigure the annual grant award to the Cumnock and District Access Panel of £4,600 to allow the reimbursement of £629.97 for the purchase of IT equipment and associated consumables; and (ii) otherwise, to note the contents of the report. COMMUNITY GRANTS TO LOCAL ORGANISATIONS 2016/17 5. There was submitted a report dated 11 August 2016 (circulated) by the Chief Governance Officer on the financial position in respect of Community Grants to Local 1809 Organisations for 2016/17 together with individual assessment reports in respect of the undernoted applications. The Committee made the following decisions on the applications:- (i) Christmas Lights (a) Sorn Community Council (GC 6659) - £1,275 for erection and dismantling costs only; (b) Drongan, Rankinston and Stair Community Council (GC 6665) - £2,000 for erection and dismantling costs only subject to the satisfactory completion of the Financial Assistance Progress Report in respect of previous grant award GC 6489; and (c) Catrine Community Council (GC 6666) - £2,150 subject to receipt of exact costings/quotes for the Christmas tree and barrier and an undertaking to dispose of the tree responsibly after use. It was further recommended that the group make early contact with the Ayrshire Roads Alliance Street Lighting Service regarding the project. (ii) Ticketed Events (a) Cumnock Highland Games (GC 6616) - Noted an award of £500 made under delegated authority and agreed a further award of up to £2,465 subject to the group providing quotations/receipts for relevant items over £500 to the satisfaction of the Service Manager, Early Intervention and Prevention and to remit to the Chief Governance Officer in consultation with the Chair and Vice-Chair of the Grants Committee to release the grant once the group have provided appropriate receipts (iii) One Day Community Events/Trips and Outings (a) Knockinlaw Community Association (GC 6664) - £1,154.50 subject to the receipt of audited accounts for 2015/16, exact costs for pantomime and transport and a completed Child Protection Assurance Statement. (iv) Trips and Outings (a) Muirkirk Women's Rural Institute (GC 6618) - Refused on the grounds that the group had sufficient uncommitted funds to cover the cost of the project without the requirement for grant funding; (b) Darvel Old Men's Cabin (GC 6652) - Refused on the grounds that the group had sufficient uncommitted funds to cover the cost of the project without the requirement for grant funding; (c) Cumnock and District Blind Club (GC 6672) - £2,051.80; (d) IQRAA (GC 6675) - £1,808.24 for core running costs, namely:- lets, tutor expenses, stationery, information packs and books subject to the satisfactory completion and submission of the Financial Assistance Progress Report in respect of previous grant award (GC 6366). It was further recommended that the group continue to work closely with Vibrant Communities to ensure that all costs are accounted for in their annual accounts; (e) Galston Youth Forum (GC 6663) - up to a maximum award of £3,000 (subject to applying the agreed criteria for trips and outings once 1810 financial costings have been received i.e. to fund up to a maximum of 60% per head of the total project costs) subject to the group (i) providing a detailed programme of outings to include numbers attending, together with associated costs; and (ii) finalising, formally approving and implementing their Child Protection Policy and Code of Conduct and providing copies of same to the Administration Manager. It was further recommended that the group be advised to contact Coalfield Community Transport for quotes for coach hire; and (f) Cumnock and District Widows Group (GC 6669) - £600 subject to the satisfactory completion of the Financial Assistance Progress Report in respect of previous grant award GC 6458. (v) No Criteria (a) Kilmarnock and District Access Panel (GC 6574) - £4,210 with no award made in respect of a broadband contribution for members. It was further agreed that the grant not be released until such times as the group had confirmed that they were still operational. Councillor Elena Whitham left the meeting at this point; and (b) Newmilns Regeneration Association (GC 6604) - £5,000 subject to written confirmation from the Association that funding had been secured for the full cost of the project. It was further agreed that the group be asked to ensure appropriate recognition of the Council be made on all publicity for the event. Councillor Elena Whitham re-joined the meeting at this point. (c) Caprington Community Golf Club (GC 6613) - £1,300; (d) St John's Tuesday Lunch Club (GC 6614) - £3,000; (e) Drongan, Rankinston and Stair Regeneration Group (GC 6658) - up to a maximum of £650 subject to receipt of exact costings for the equipment; (f) Kilmaurs Community Association (GC 6674) - Refused on the grounds that the costs should be paid for from the monies allocated to the group by the Council for the reconfiguration of the library building; and (g) Happy Hens Parent and Toddler Group (GC 6667) - £2,300 subject to (i) confirmation that planning permission has been granted; and (ii) confirmation of approval from the landowner for the container to be located on site. It was further agreed that the group be advised to consider the purchase of buildings and contents insurance.