The Chambers Institution Trust meeting on 28 October 2026 discussed the maintenance and repair of war memorials, the financial monitoring report, and updates on the Chambers Institution Trust project and its Friends group. Decisions were made regarding the allocation of costs for war memorial maintenance and the ongoing project communications strategy.

War Memorial Maintenance and Lighting

Gareth Smith, Property Services Manager, provided an update on the maintenance and repairs of war memorials. He explained that the lighting on the war memorials had been improved, with an additional light fitted to shine down on the plaques. He also confirmed that the plaques themselves had recently been cleaned, which would enhance the visibility of the lettering. The cost of this work was allocated to property maintenance rather than the Chambers Institution Trust.

Concerns were raised by Councillor Drummond Begg regarding the regular monitoring and maintenance of the war memorials, and whether increased monitoring over the past decade could have prevented the need for significant current work. Gareth Smith responded by detailing the annual survey process for war memorials, which includes a basic snagging sheet and the carrying out of minor works such as cleaning plaques and minor pointing to steps. He confirmed that approved substances are used to clean the stone. Smith noted that while major refurbishments had been carried out in 2014 and 2018, these focused on leadwork and other parts of the memorial, not the stone itself. He acknowledged that the stone had deteriorated significantly in the last couple of years, becoming much more obvious, and that major stone refurbishment and repairs are now being considered. He assured that he monitors the memorials annually and notices deterioration, but it has only become really obvious recently.

Councillor Robin Tatler, Chair of the Chambers Institution Trust, confirmed that Gareth Smith's response had satisfied the individual who raised the concern.

Project Update and Communications Strategy

The Chair provided a verbal update on the Chambers Institution Trust project, stating that Phase One was proceeding absolutely on track and as planned. A key development noted was the intention to develop a more robust communications strategy to address perceived issues with communication about the project's progress. Proposals for this strategy will be presented in due course.

Friends of the Chambers Institution Trust Update

Sam Coe, Chair of the Friends of the Chambers Institution Trust, provided an update following a trustees' meeting on 15 October. Key discussions included fundraising, membership, and future development phases.

On fundraising, Mr Coe reported that ten funding applications had been submitted to various smaller organisations, including the Bowbeat Community Fund and other charitable trusts and foundations. These funds could be used for general purposes or specifically for Phase 1.5 of the project.

Regarding membership, the trustees are adopting a more targeted approach to increase membership, particularly from outside Peebles, as the institution is intended to benefit all in Tweeddale. They plan to ask rural community councils to nominate a representative and hope local councillors can assist. Efforts will also be made to engage more young people, potentially coordinating with the Trust on social media presence. The Friends are also seeking potential new trustees to ensure balanced representation on the board, with one note of interest already received following Councillor Robin Tatler's recent newsletter.

Looking ahead to future development phases, discussions covered how the Chambers Institution might operate after Phase 1 is complete and how the Friends could build capacity to play a significant role in Phase 2. This role is currently aspirational and will depend on collaboration with other town partners.

Councillor Julie Pirone encouraged trustees to ask for representatives to join as members at their community council meetings, highlighting that the commitment is minimal, with approximately two to three meetings a year, likely online. She stressed the need to increase membership across Tweeddale and to attract younger members. Mr Coe added that the first members' meeting, originally planned for late 2026, has been postponed to spring 2027 to allow for more members and trustees to be recruited, ensuring a more productive meeting. A potential site visit with a contractor on site was also mentioned as an interesting prospect for members.

Financial Monitoring Report

Catriona Ewen, Statutory Reporting and Treasury Business Partner, presented the financial monitoring report for the six months ending 30 September 2026. The report detailed the income and expenditure for the Chambers Institution Trust Fund, projecting a deficit of £4,174 by 31 March 2027. The report also included forecast property costs, with £8,664 incurred to date and a further £1,370 forecast by year-end. The Aegon Asset Management Investment Fund was valued at £424,842, with a forecast investment income of £18,718 for the year. The final balance sheet and income and expenditure for the financial year ending 31 March 2026 were also provided. The recommendations were to note the actual and forecast income and expenditure, property expenditure, investment fund position, and the financial accounts for the year ended 31 March 2026.

The report indicated that property expenditure for 2026/27 included £2.4k for conservation works, surveys, and mortar analysis on the War Memorial, alongside roof repairs and decoration works. Significant future costs of £187,000 are forecast for Peebles Burgh Hall by the end of 2029. The investment fund had outperformed its target return, contributing to a reduction in the forecast cash deficit.

The meeting noted that the public business concluded at this point, with the Trust moving into private business.