Agenda and minutes

The agenda and reports associated with this minute can be found at:

http://committees.aberdeencity.gov.uk/ieListDocuments.aspx?CId=419&MId=4431&Ver=4

Please note that if any changes are made to this minute at the point of approval, these will be outlined in the subsequent minute and this document will not be retrospectively altered.

The Sub Committee had before it the minute of its previous meeting of 1 September 2016.

The Sub Committee resolved:

to approve the minute.

The Sub Committee had before it a paper by the Lord Dean which updated the Sub Committee on various ongoing projects.

The Lord Dean advised that the Press and Journal newspaper had reported on the possible Robert the Bruce celebrations in 2019 which would mark the 700^th anniversary of the granting of the freedom lands to the Burgesses of Aberdeen.

With reference to the Burgess Awards (article 4 of the minute of 21 April 2016 refers), the Lord Dean advised that the scheme would be relaunched as the ‘Guildry Awards’ with a civic function due to be held on 6 March 2017 and provided details of key guests from various organisations within the city who would be involved in publicising the awards to students to encourage uptake.  The Lord Dean advised that applications for funding would be submitted to Mr Ciaran Monaghan, Head of Service, Office of Chief Executive, Aberdeen City Council and it was likely that applications would be reviewed by Mr Monaghan, Mr Fred Dalgarno, former Dean of Guild and the current Lord Dean.

Mr James Hashmi, Reporting and Monitoring Manager advised that there was no overall maximum grant figure stated within the Guildry records but generally funding of up to £10,000 had been available in previous years with the average award to an individual being in the region of £2,000.

The Sub Committee resolved:

to note the paper and updates provided.

The Sub Committee had before it a report by the Interim Director of Corporate Governance which provided an update on the ongoing work to finalise a revised constitution for the Guildry and Mortifications Fund for approval by the Office of the Scottish Charity Regulator (OSCR).

The report recommended:

That the Sub Committee –

(a)       note the proposed plans on how funding would be granted in accordance with the revised Charitable purposes; and

(b)       instruct the Council’s Head of Finance and Head of Legal and Democratic Services to jointly develop a process for applying for, and awarding funding which would be in compliance with OSCR requirements.

Ms Kundai Phute, Solicitor, advised that following advice and further consideration of the matter, it was recommended that the report be referred to Council for approval of the following revised recommendations:

To recommend that:

(a)       the Council notes the proposed plans for how funding would be awarded by the Guildry and Mortifications Trust in accordance with the Trust’s revised Charitable trust purposes;

(b)       the Council instructs the Head of Finance and Head of Legal and Democratic Services jointly, and in consultation with the Convenor of the Sub Committee, to develop a process for applying for and awarding such funding, which process would be in compliance with OSCR requirements;

(c)        The Council amends the Terms of Reference of the Sub Committee to delegate power to it to consider, assess and approve or decline any applications for such funding made to it;

(d)       the Council instructs the Head of Finance and Head of Legal and Democratic Services to work in collaboration with Aberdeen Council of Voluntary Organisations (ACVO) and the Guildry of Aberdeen to raise awareness of the revised Charitable trust purposes and the above process;

(e)       The Council instructs the Sub Committee to report back to it annually on the administration of the Trust, including any such funding awards; and

(f)        the Council instructs the Head of Finance and Head of Legal and Democratic Services jointly, and in consultation with the Convenor of the Sub Committee, to take such other actions as may be necessary or expedient in order to progress and finalise the reorganisation of the Trust.

Ms Phute spoke to the report and advised members that the revised scope of the Guildry and Mortifications Trust Fund would be broadened whilst retaining the ‘spirit of the Trust’ to enable funds to be awarded to any student residing or studying within the city but not restricted to those students who may be invited to join the Burgesses in the future.

Ms Phute further advised that OSCR were particularly interested in how people could access funds held by the Trust.  In this regard, Ms Phute advised that the three main beneficiaries would be students; the Burgesses of the Guild and their family members; and charities and organisations based in the city which aimed to assist elderly people, those with ill health or disability and those suffering from financial hardship, as outlined in Appendix B to the report.  ...  view the full minutes text for item 3.

A         Rickart’s Tomb Restoration

Mr Hashmi advised that restoration of the Rickart’s Tomb (article 3 of the minute of meeting of 1 March 2016 refers) was progressing with paint and stone samples currently awaiting approval by Scottish Heritage.

B         Hamilton Monument Repair

Mr Hashmi advised that following the award of £2,000 from the Graveyards Mortification Fund towards restoration of the Hamilton Monument within St Nicholas Kirkyard (article 3 of the minute of meeting of 21 January 2015 refers) invitations to tender for the work would be issued shortly.

The Sub Committee resolved:

to note the updates provided.

The Chairperson acknowledged that it was the last scheduled meeting of the Sub Committee before the forthcoming local elections, and expressed his thanks to officers for their support and for the servicing of the Sub Committee, and members for their diligence during their membership on the Sub Committee and advised that he had found the work of the Sub Committee interesting and educational.

The Lord Dean thanked the Chairperson for his support and leadership during his time as Chair.

The Sub Committee resolved:

to concur with the remarks of the Lord Dean.

The Sub Committee noted that it was hoped that an additional meeting would be held during early April to consider the report regarding the Deed of Trust and that the next scheduled meeting of the Sub Committee would be on 1 September 2017 at 11.00am.

- Andrew Finlayson, Master of Mortifications, Chairperson.