Agenda and minutes

To receive any declaration of interest by any Member or Officer in respect of any item of business.

Declaration of Interests received as follows :-

Mr Richard Griffiths declared a prejudicial interest in relation to Item 7 – Caru Amlwch Grant and left the meeting during discussion and voting thereon.

Mr Richard O Jones declared a prejudicial interest in relation to Item 7 – Caru Amlwch Grant and left the meeting during discussion and voting thereon.

Mr R O Jones declared a personal interest in respect of the additional item – Island Games and took part during discussion and voting thereon.

To submit, for confirmation, the minutes of the meeting held on 12 December, 2017.

The minutes of the meeting held on 12 December, 2017 were confirmed.

To submit a report by the Secretary in relation to the above.

Submitted – the report of the Secretary following a request by the full Isle of Anglesey Charitable Trust held on 12 December, 2017 as to whether it is appropriate for the Trust to establish a fund to give assistance to residents of the Island who experienced flooding to their homes and business recently. 

Schedule B of the Trust Deed notes that the Charitable Purposes of the Trust shall be the general public benefit of persons resident in the Borough in such a manner as may be Charitable. The ‘Criteria for the Allocation of Grants from the Isle of Anglesey Charitable Trust’ was attached to the report as Appendix 1.

The Legal Services Manager said that it would be difficult, potentially cumbersome and administratively burdensome to devise a system of application for, assessment of and lawful award of charitable grants for the relief of poverty or prevention of deprivation caused by flooding. 

It was RESOLVED that the Isle of Anglesey Charitable Trust accepts that the Charitable Purposes noted in the Trust Deed would not be used to provide financial assistance to the Island’s residents or businesses who have experienced flooding.

To submit, for adoption, the Annual Report 2016/17.

Submitted – the draft Annual Report 2016/17 by the Treasurer for adoption by the Charitable Trust. 

The Treasurer reported that grants were allocated to 64 organisations using the established criteria and the Trust continues to be an important source of funding for local charities, sporting and voluntary organisations.  The Trust also continued to fund the Oriel Ynys Môn and the activities held at the Oriel were noted within the report.

The investment performance of the portfolio of the Charitable Trust has realised an investment income of £610,710 being £190,711 above the target of £420,000.  The current value of the fund as at 31 March, 2017 stood at £21.581m.  A list of grants awarded within the usual annual categories and a list of larger grants were included within the report. 

Mr R Meirion Jones referred to the investments of the Trust portfolio being invested overseas; he enquired whether consideration is given to the ethical background of these companies.  The Treasurer responded that the HSBC Investment Management have been afforded guidelines on the companies the Trust is willing to invest in.  He further said that the Investment and Contracts Committee held in November 2017 were afforded documentation by HSCB Investment Management as regard to the guidelines and the companies this Charitable Trust is willing to invest. 

RESOLVED to approve the Annual Report and Accounts for 2016/17 and to authorise the Chair to sign the final version.

To submit a report by the Treasurer in relation to the above.

Submitted – a report by the Treasurer in relation to the above.

The Treasurer stated that this report is to confirm the funding allocations for 2018/19.  The value of the Charitable Trust portfolio at 30 November, 2017 is £22,909,352.  The latest projection for investment income during 2018/19 is £680,000.  The Management Fee is based on a flat rate of 0.4% of the value of the portfolio and in 2018/19 it is projected to be £94,000.  There was a £82,854 deficit in Reserves brought forward from 2016/17 which can be seen in the Statement of Financial Activities of the Annual Report 2016/17.

The recommended grants budget for 2018/19 is :-

Oriel Ynys Môn                                                                    £215k

Village Halls                                                                          £80k

Community and Sporting Facilities & Minor Grants       £125k

Larger Grants – Long Term Commitments :-

Anglesey Young Farmers                                                     £30k

Urdd Gobaith Cymru                                                             £40k

Ynys Môn Island Games Association                                £40k

It is proposed to keep the budget for Village Halls at £80k as was awarded in 2017/18.  However, the recent take up from the village halls has been lower than £80k (£67k in 2015/16, £64k in 2016/17 and £64k up to Quarter 3 in 2017/18).  There is scope to reduce this budget to reflect the recent take up.

It is proposed to keep the budget for the Community and Sporting & Minor Grants at £125k as was awarded in 2017/18.  However, the recent grant award for the Community and Sporting Facilities & Minor Grants has been lower than £125k (£103k in 205/16, £86k in 2016/17 and £59k in 2017/18).  There is also a scope to reduce this budget to reflect the recent take up.

The Treasurer further reported that this budget proposal will result in a deficit of £103k being carried forward into 2018/19.  However, this deficit will be entirely removed when the remaining Long Term Commitments of £110k come to an end in 2018/19. 

The Investments and Contracts Committee at its meeting held on 7 November, 2017 resolved that an allocation of £350k be made available for funding towards larger grants in 2018/19.

It was RESOLVED :-

·           To adopt a budget for 2018/19 as follows :-

Oriel Ynys Môn                                                                        £215k

Village Halls                                                                                £80k

Community and Sporting Facilities & Minor Grants     £125k

Larger Grants from the Capital Fund                                £350k

Continued Long Term Commitments                                £110k

·           To delegate to the General Grants Committee the sum of £125k to deal with applications for Community and Sporting Facilities & Minor Grants.

To submit a report by the Treasurer in relation to the above.

Submitted – a report by the Treasurer with regard to the Menter Môn Leader project which is designed to assist with the economic restructuring of the Isle of Anglesey.   In April 2014, the previous Managing Director of Menter Môn gave a presentation to the Trust on the Leader project.  The Leader project was designed to assist with the economic restructuring of the Isle of Anglesey.  The scheme was to run for a 6 year period and the Managing Director requested funding from the Trust as match funding to enable the European grant funding to be secured.  The Trust approved the application in principle.

The Treasurer reported that the previous Managing Director of Menter Môn gave a presentation to the Regeneration Committee at its meeting on 22 May 2015 and the Committee recommended approval of the bid and this decision was ratified by the full Trust at its meeting on 13 July, 2015.  The Trust awarded a sum of £330k payable over a 3 year period (2015 – 2017) as match funding to enable the grant of £1.65m to be secured. 

The Chair welcomed Mr Dafydd Gruffydd, Managing Director of Menter Môn to the meeting who gave a brief presentation to the full Trust on the Leader project.

It was reported that the Leader project is a 6 year project and will run to December 2021.  The total cost of the project is £3.3m, of which £2.78m will be funded by European grant funding and Welsh Government funding.  The balance of £0.52m is match funding which Menter Môn must secure.  The initial £330k provided by the Trust forms part of the match funding, leaving a balance of £191,438 which Menter Môn must secure. 

Members of the Charitable Trust considered that application and raised the following :-

·           Question raised as to whether the Charitable Trusts’ logo is visual on advertisement and information board of project the Trust has grant funded. The Treasurer responded that the Isle of Anglesey Charitable Trust does not have a specific logo and it may be a matter for the Charitable Incorporate Organisation (CIO) once established to consider having a logo.

·           Questions raised as to the effect on the Budget of the Trust for 2018/19 if the request to support the match funding of the Leader project by Menter Môn.  The Treasurer responded that an extra £64k would need to be include within the budget for a period of 3 years.

It was RESOLVED :-

·           To support the Leader project application and is treated as an  exception to the larger grant process.

·           To note that an extra £64k would need to be included within the budget of the Charitable Trust for a period of 3 years.

To submit a report by the Treasurer in relation to the above.

Submitted – a report by the Treasurer in relation to the above.

The Treasurer reported that the General Grants Committee held on 12 July, 2017 resolved to allocate a grant of £4,200 to Amlwch Community Group to develop a piece of land for use as an allotment.  The grant award was subject to receipt of estimates and proof of ownership or lease of land.  He referred to Section 2.1, paragraph (c) of the criteria for the allocation of grants from the Isle of Anglesey Charitable Trust which states “When necessary, that the applicants (the community/body) have proof of tenure on the land or building for which the grant is being requested and that tenure should normally be for a period of not less than 21 years.  In respect of portable accommodation, proof of tenure for seven years will be considered sufficient.  In respect of sports fields, established use for a period of ten years or more will be accepted instead of proof of tenure.”

The Amlwch Community Group were offered some land by the Isle of Anglesey County Council, however, on further investigations, the Town Council believes the land could be contaminated and not suitable to be used as an allotment, given that it would be used to grow fruit and vegetables.  The Group has subsequently found a piece of private land which the owner is willing to lease to the Group but the landowner is only willing to offer an initial lease of 5 years on the land although this period could be subsequently extended.  However, following the publication of the Agenda for this meeting, it has become apparent that the private piece of land in question is not suitable and the offer by the landowner has been withdrawn. 

The Vice-Chair said that the Amlwch Community Group is now requesting a six months extension by the full Trust to be able to explore other potential land to be used as allotments. 

The Vice-Chair, Mr R O Jones and Mr. Richard Griffiths withdrew from the meeting as they had declared a prejudicial interest as regard to this item and took no part in discussion and voting on the matter.

Members of the Charitable Trust considered the request and raised the following :-

·      Concerns were raised that the criteria for the allocation of grants should not be waived as the tenure on land for which grant is being requested should be for a period of 21 years.  Some Members of the Trust considered that the criteria for lease of land should be further discussed at the next meeting of the full Charitable Trust;

·      Members were of the opinion that as the application by Amlwch Community Group – Caru Amlwch allocated a grant fund of £4,200 subject to receipt of ownership on the lease of land, by the General Grants Committee on 12^th July, 2017 and therefore they have 4 years to realise the project.

Following discussions it was RESOLVED :-

·      To inform the Amlwch Community Group – Caru  ...  view the full minutes text for item 7.

To consider adopting the following :-

“Under Section 100(A)(4) of the Local Government Act 1972, to exclude the press and public from the meeting during the discussion on the following item as it may involve the likely disclosure of exempt information as defined in Paragraph 12A of the said Act and in the attached Public Interest Test.”

RESOLVED to adopt the following :-

“Under Section 100(A)(4) of the Local Government Act 1972, to exclude the press and public from the meeting during the discussion on the following item as it may involve the likely disclosure of exempt information as defined in Paragraph 12A of the said Act and in the attached Public Interest Test.”

To submit a report by the Treasurer in relation to the above.

Submitted – a report by the Treasurer in relation to a request from Anglesey Central Railway Ltd., to amend the grant conditions and allow the release of the grant to fund ongoing costs. 

It was RESOLVED to release the grant of £25k to Anglesey Central Railway to meet material costs and additional equipment in the furtherance of the existing operations on the rail corridor. 

To consider adopting the following :-

“Under Section 100(A)(4) of the Local Government Act 1972, to exclude the press and public from the meeting during the discussion on the following item as it may involve the likely disclosure of exempt information as defined in Paragraph 12A of the said Act and in the attached Public Interest Test.”

RESOLVED to adopt the following :-

“Under Section 100(A)(4) of the Local Government Act 1972, to exclude the press and public from the meeting during the discussion on the following item as it may involve the likely disclosure of exempt information as defined in Paragraph 12A of the said Act and in the attached Public Interest Test.”

To submit a report by the Treasurer in relation to the above.

Submitted – a report by the Treasurer in relation to the change in location of the Employment and Training Hub in Holyhead and project costs by Môn Communities First.

It was RESOLVED to continue to support the development of the project in the new location.

ADDITIONAL ITEM CONSIDERED WITH THE CONSENT OF THE CHAIR OF THE ISLE OF ANGLESEY CHARITABLE TRUST

ISLAND GAMES

The Secretary reported that a request has been received for support by the Charitable Trust to attract the Island Games to the Isle of Anglesey.  He noted that following consultation with the Chair it was decided that more information and background was required as regard to the application for the Charitable Trust to support the application and to gauge if such a request complied with the funding criteria of the Trust.

It was AGREED to request the Secretary to request further information as regard to the request for the Charitable Trust to support the application to attract the Island Games to the Isle of Anglesey and to report back to the full Trust in due course.