Agenda and minutes

Isle of Anglesey Charitable Trust Committee - the charity funds are now administered by the private registered charity, Y Gymdeithas, and the County Council is no longer the trustee
Wednesday, 27th June, 2018 10.00 am

Venue: Council Chamber, Council Offices, Llangefni. View directions

Contact: Mairwen Hughes 

Items
No. Item

1.

Election of Chairperson

To elect a Chairperson.

Minutes:

Mr Trefor Ll Hughes MBE was re-elected Chairperson.

 

Mr Hughes wished to thank the Members of the Isle of Anglesey Charitable Trust for their confidence in him.  He also wished to thank the Officers of the Charitable Trust for their support and work on behalf of the Trust.

2.

Election of Vice-Chairperson

To elect a Vice-Chairperson.

Minutes:

Mr Richard O Jones was re-elected Vice-Chairperson in his absence.

 

Due to the absence of the Vice-Chair it was AGREED to elect Mr Bob Parry OBE FRAgS as Vice-Chair for this meeting only.

3.

Declaration of Interest

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

Minutes:

None received.

4.

Minutes pdf icon PDF 31 KB

To submit, for confirmation, the minutes of the meeting held on 17 April, 2018.

Minutes:

The minutes of the meeting held on 17 April, 2018 were confirmed as correct.

5.

Ysgol Gyfun Llangefni - Competition 'Formula 1 for Schools' - Request for funding pdf icon PDF 3 MB

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

Minutes:

The Chair welcomed Mr Clive Thomas, Headteacher and pupils of Ysgol Gyfun Llangefni to the meeting. 

 

Submitted – a report by the Treasurer in respect of a request for funding to the above.

 

The Treasurer reported that earlier this year, pupils from Year 11 at Ysgol Gyfun Llangefni won the Welsh heat of the ‘Formula 1 for Schools’ competition, which is a STEM project to design a formula 1 car.  As winners of the Welsh heat, the pupils have been invited to attend the international competition which will be held in Singapore in October to coincide with the Formula 1 Grand Prix.   He noted that the estimated cost of attending the competition, including flights, accommodation, meals, competition entry fee and entry to the Grand Prix for the pupils and teachers accompanying the pupils, will amount to approximately £30,000.  The school has secured funding from private companies to fund part of the costs and parents and pupils will also be fund raising for the pupils to attend the competition.

 

A presentation was afforded to the Committee by the pupils of Ysgol Gyfun Llangefni who gave a background to the competition and their success in being selected as Welsh Champions in the National Finals 2018 together with the Ferrari Team Identity Award, Top 3 Pit Display Award and Top 3 Sponsorship and Marketing Award.  The pupils said that reaching the ‘F1 for Schools’ final has inspired pupils across the school to take an interest in STEM subjects.  They said that it is an honour to be able to represent their school, the Isle of Anglesey and Wales in the International Final in Singapore. 

 

Following a questions and answer session the representatives from Ysgol Gyfun Llangefni left the meeting during discussion of item.

 

Members of the Committee unanimously supported the application for funding and expressed that the Isle of Anglesey Charitable Trust be recognised as a supporter of the venture. 

 

It was RESOLVED :-

 

·      That a contribution of £10k be made by the Charitable Trust towards Ysgol Gyfun Llangefni’s request funding towards the ‘F1 for Schools’ International Final in Singapore;

·      That the Isle of Anglesey Charitable Trust be recognised as a supporter of Ysgol Gyfun Llangefni venture.

 

6.

Menter Môn - LEADER project pdf icon PDF 273 KB

To submit a report by the Treasurer in relation to a request from Menter Môn to change the use of the approved allocation. 

Minutes:

Submitted – a report by the Treasurer in relation to a request by Menter Môn to change the use of the approved allocation.

 

The Treasurer reported that in January 2018, the Isle of Anglesey Charitable Trust agreed to allocate a sum of £191,438 to Menter Môn as match funding to European and Welsh Government funding which would allow the LEADER project to continue to December 2021.  He further reported that in April 2016, the Regeneration Committee recommended to the Trust that a large grant of £50,000 be allocated to Menter Iaith Môn to assist in delivering the objectives of the Island’s Welsh Language Strategy.  In February 2018, Menter Iaith Môn made a further grant application for an additional £100,000 to fund the continuation of the work.  In allocating the funding available for larger grants in 2018, the Regeneration Committee allocated all the funding available to new applications and, as a result, there was no funding available for applications from organisations who had received funding within the last five years. 

 

The Treasurer further reported that the Managing Director of Menter Môn has approached Officers of the Trust to ascertain whether the Trust will allow the transfer of £25,000 of funding from the LEADER project to be used on the Menter Iaith Môn project. 

 

Comments were made by some Members of the Trust that Menter Iaith Môn is paramount to promote the Welsh language on the Island.  It was noted that Menter Iaith Môn supports pupils and families within the Island’s schools in promoting the Welsh language.

 

Questions were raised as to whether transferring funding allocated to the LEADER project to Menter Iaith Môn conforms to the ‘Criteria for the Allocation of Grants from the Isle of Anglesey Charitable Trust’.  The Treasurer responded that the application by Menter Iaith Môn in February 2018 was not approved due to the recommendation of the full Trust at its meeting held on 12 December, 2017 that applications whom had received grant funding within the previous five years may submit an a further application but will only be considered once all other applications have been considered and that funding is available.  He further said that Menter Môn has stated that if the Trust approves the transfer of £25k from the LEADER project to Menter Iaith Môn they are able to source match funding from other facilities to ‘claw-back’ the cap within the LEADER project.  He noted that Menter Iaith Môn will cease if this transfer of funding is not approved.  The Legal Services Manager said that the Trust has a fiduciary obligation to protect the charitable funds. He further noted that if Menter Môn did not require the whole funding received by the Trust toward the LEADER project, then they should return the surplus funding and not transfer the funds to fund another project.

 

Following further deliberations it was RESOLVED to defer consideration of the application so as to allow the Officers of the Trust to discuss the application further with Menter Môn.

 

Mr Dafydd  ...  view the full minutes text for item 6.

7.

Llanfairynghornwy Village Hall - Grant Update pdf icon PDF 209 KB

To submit a report by the Treasurer.

Minutes:

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

 

The Treasurer reported that Llanfairynghornwy Village Hall Committee made an application to the Charitable Trust in May 2017 for refurbishment works to the Village Hall at an estimated cost of £12,420.  The grant of £8k was approved by the General Grants Committee at its meeting held on 12th July, 2017.  He said that during commencement of the works on the Village Hall it was found that works were also needed on the roof and exterior front elevation of the building and it was futile to continue with internal works until the remedial works had been completed outside.  The total costs of £12,134 have been incurred by the Village Hall Committee to date, of which they have funded £4,134.  A further grant application was made to the Trust for a Large Grant in January 2018 for completion of the interior buildings works, decoration, installation of a heating system and tarmacing outside the building.  The Trust awarded a grant of £26,388 at its meeting on 17th April, 2018 towards total project costs of £34,743 i.e. the Trust would fund 76% of the work.  During a Project Engagement Visit with the Village Hall Committee, it was found that the match funding declared within the application was no longer available and the Committee did not have sufficient funds to enable them to deliver the works as approved in the second application.  Works needs to be completed as a matter of urgency, however, there are now insufficient funds available to the Committee to complete the works as stated in their original application.  The Treasurer further reported that following discussions with the Village Hall Committee it was considered that the grant funding application be revisited and that the Charitable Trust should fund the internal works at the Village Hall but not carry out the tarmacing works at a reduced grant of £22,343.60 but this would result in the Trust funding 100% of the works.  The tarmacing would be put on hold until further funds could be secured by the Committee. 

 

Some Members of the Trust stated that the Village Hall at Llanfairynghornwy is a vital community facility with the only community building within the village and the surrounding area.  It was noted that considerable amount of work has already been undertaken on the Village Hall but it is unusable at its current state.  It was also noted that Village Hall Committee comprises of a small group of volunteers and a misunderstanding has taken place as to the costs entailed as regard to this project.

 

Concerns were expressed by some Members of the Trust that a sound Business Case needs to be submitted with such applications and that it was unfair to grant 100% funding to this project in comparison to other application who receive 76% of the funding costs.  

 

Following further deliberations it was RESOLVED to continue to support the project but with a revised schedule of works, reduced project cost and  ...  view the full minutes text for item 7.

8.

Governance of the Isle of Anglesey Charitable Trust and Cymdeithas Elusennol Ynys Môn/The Isle of Anglesey Charitable Association

To submit a report by the Secretary.

Minutes:

Submitted – a report by the Secretary seeking authority for transfer of the Isle of Anglesey Charitable Trust’s assets to the Cymdeithas Elusennol/Charitable Association.

 

The Legal Services Manager reported that at its meeting in December 2016 and February 2017 the Isle of Anglesey Charitable Trust took the decision to create a charitable incorporated association (CIO) and agreed on a number of provisions for the form and constitution of the CIO.  The CIO was to be called ‘Cymdeithas Elusennol Ynys Môn/The Isle of Anglesey Charitable Association’.  The meeting in December 2016 considered a report by Browne Jacobson lawyers who were present at the meeting.  At the February 2017 meeting the Charitable Trust agreed to the creation of the CIO and approval and delegated the making of the application and associated matters to the Trust Secretary on advice from Browne Jacobson.    He noted that the principal act required will be the transfer of the Charitable Trust’s assets from their current ownership with the charitable trust established in 1990. 

 

Following deliberations it was RESOLVED :-

 

·      To authorise the transfer of the charitable assets and funds from the Isle of Anglesey Charitable Trust to ‘Y Gymdeithas’;

·      To delegate to the Trust Secretary in consultation with the Chair and Vice-Chair of the Isle of Anglesey Charitable Trust, the Treasurer and such other Officer as the Secretary sees fit, the power to execute the transfer of assets on such date as is deemed appropriate;

·      To instruct Browne Jacobson to act on the transfer of assets and to advise as the Secretary sees fit;

·      To delegate to the Secretary to deal with such of the administrative tasks listed in paragraph 3.3 of the report that require to be done at or before the first meeting of ‘Y Gymdeithas’ after it has received the charitable assets;

·      To delegate to the Secretary the calling of a first meeting of ‘Y Gymdeithas’ after it has received the transfer of assets.