Agenda and minutes

To elect a Chairperson.

Mr. T. Victor Hughes was re-elected Chairperson for the Isle of Anglesey Charitable Trust.

Mr. Hughes thanked the Charitable Trust for their confidence in him.

To elect a Vice-Chairperson.

Mr. T.Ll. Hughes was re-elected Vice-Chairperson for the Isle of Anglesey Charitable Trust.

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

Mr. R.O. Jones declared a personal interest with regard to Item 12 – Ynys Môn Island Games; he took no part during discussion of the item.

To submit, for confirmation, the minutes of the meeting held on 15 March, 2016.

The minutes of the meeting held on 15 March, 2016 were confirmed.

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 there are inconsistencies in wording of the resolutions of the meetings of the Charitable Trust held on 27 January, 2016 and 15 March 2016 which arose from the wording of the reports prepared by the Officers which has resulted in delays in notifying organisations on the outcome of their application as it is now unclear whether the decision of the General Grants Committee requires approval of the full Trust.  The Trust was requested to resolve whether the decision of the General Grants Committee in respect of Small Grants requires the approval of the full Charitable Trust or whether the decision is delegated to the General Grants Committee. 

It was RESOLVED to delegate authority to the General Grants Committee to approve Small Grants applications and therefore the full Charitable Trust will only need to note the minutes of the General Grant Committee thereafter.

General Grants Committee

To submit, for confirmation, and for adoption where necessary, the minutes of the meeting held on 13 July, 2016.

The minutes of the General Grant Committee held on 13 July, 2016 were noted.

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 report that over recent years, the Trust has awarded larger grants as well as small grants to organisations working on Anglesey.  In previous years grants were awarded on a case by case basis as requests were made to the Trust but in January 2016 a more formal process was introduced.  A summary of the larger grants awarded recently was included within the report.  The Treasurer said that a number of other organisations have now come forward asking how they can apply for larger grants, and questions have been asked regarding eligibility of grant applications to be used to cover running costs and if an organisation had received a small grant previously did this stop them from making an application for a larger grant and vice versa.   If it is the Trust’s intention to make annual awards of larger grants by using the growth in the capital value of the investments then a more formal, clearly defined process is required to ensure that grants are awarded in a fair and equitable manner, where the opportunity is open to all. 

In 2016 a sum of £200,000 was allocated by the Trust as the sum available for larger grants.  The decision was taken at a full meeting of the Trust based on a recommendation made by the Treasurer who had been in consultation with the HSBC Investment Managers.  The figure was based on allocating 20% of the expected growth in the capital value of the fund during 2016.  In order to allow sufficient time for a formal application process to be undertaken the decision as to the amount available for larger grants needs to be taken earlier in the financial year.  At its meeting held on 27 January, 2016 the Trust resolved that a decision as to the sum available each year for larger grants is delegated to the Investments and Contracts Committee.  It is proposed that the decision is taken at the November meeting of that Investment and Contracts Committee each year based on a recommendation from the Treasurer in consultation with the HSBC Investment Managers.  

The Treasurer stated that no formal standard legal agreement has been drawn up and agreed by the full Trust; a draft legal agreement was attached to the report as Appendix 1 which sets out what the grant funding should be used for, what performance targets have been set, how the project will be monitored and sets out the rights of access for the Trust and allows for the recovery of the grant should it be deemed necessary to do so.  It was noted that some parts of the agreement will change for each grant awarded.  He noted that the Trust requires security in respect of each individual grant, in order that the grant can be recovered from an organisation should the need arise.  However it was emphasised that the level of security can differ which was highlighted within the report. 

For smaller  ...  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 Schedule 12A (Category 16) of the said Act.”

It was 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 Schedule 12A (Category 16) of the said Act.”

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

Submitted – a report by the Secretary in relation to the governance review of the Isle of Anglesey Charitable Trust.

RESOLVED :-

·           To agree, in principle, that a new Charitable Incorporated Organisation (CIO) be considered to take over the governance of the Isle of Anglesey Charitable Trust and to ask Browne Jacobson Solicitors to give detailed proposals for a CIO to the next meeting of the full Trust;

·           That whilst the Council remains a Trustee of the Isle of Anglesey Charitable Trust, that it be given the ‘benefit of trustee indemnity’ insurance as advised by Browne Jacobson Solicitors.  The Treasurer is therefore delegated to procure such insurance yearly on the best terms reasonably available and that the cost of such insurance be paid from the Isle of Anglesey Charitable Trust funds;

·           That the Isle of Anglesey Charitable Trust agrees to reimburse the Council for the time spent by Officers of the County Council on work associated with the Charitable Trust.

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 Schedule 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 Schedule 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 above.

RESOLVED to agree that the original funding agreement be revised to provide for a £10k allocation from the £210k grant award towards a Project Manager post for the Island Games 2025 Bid.