|
Minutes of General Meeting 5th July 2006 Present: Helen Tapley (Chair) Chris Bowler (minutes) 1. Matters Arising from the Minutes of the last meeting None 2. Update on Project Funding HT reported that currently allocated monies for the Project have been temporarily suspended while WAG carries out an investigation not only into CN’s situation re lack of progress, but into the part RGR has played. CN’s report forwarded to WAG at the end of May provided part of the answers asked for by Anthony Pugh. HT spoke with Lynda Attwell, Head of Branch, Regeneration Unit and talked through our situation with her to give her an understanding of the current financial problems that have been encountered by CN. HT informed her that despite being advised by RGR that WR Peters were still interested in carrying out the building works (with a possible increase of 3-5 % in costs) it appeared that there was a re-tender (of which CN had no knowledge) to which four contractors submitted estimates and more or less across the board there was a rise in costs in the region of 20%; this would impact dramatically on CN’s costings, a fee of approx £5,000 for RGR, would bring extra costs to approx £22,000. LA emphasised there would be no more monies available A subsequent letter from LA on 3rd July 2006 requested further answers
re the funding. It was agreed these should be answered as soon as possible
to make transparent: a) costs already incurred Action: CJB to investigate funding via Tudor Trust to help with internal works etc. As part of the investigation into RGR, LA requested all documentation relating to the re-tendering by RGR ie tender adverts, publications, schedules etc to be forwarded to Estates Dept, WAG for review as soon as possible. HT was advised that on this occasion RGR did not go to tender correctly; the four contractors were contacted by phone, there was no advertising. HT believes that by not getting written approval CN may be in breach of the grant agreement. RR enquired why WAG decided to investigate and was informed that it was as a result of the letter from MM sent to WAG in March 2006. It was agreed that no external officials, Peter Rogers, local AM etc to be brought in unless LA makes her decision (estimated to be within 6 weeks of this date) not in our favour. HT informed the meeting that even if the allocated monies were still forthcoming there needs to be correct tendering, probably advised by Estates Dept in September/October. The monies from WAG would need to be spent by March 2007; this leaves a tight schedule for building works that may not be completed on time if bad weather prevents it. Action: HT to obtain all relevant documentation relating to tendering by RGR and forward to WAG. Action: HT/CJB to prepare letter, sustainability and revenue projections for forwarding to LA as soon as possible. (Copies to be included with these minutes) 3. Sustainability Plan Some discussion ensued as to how money is to be brought into the project once the building works are completed. An estimate of income and expenses needs to be prepared. BF offered to find details of a 3-year sustainability plan for CJB to help with action above. 4. Financial Update CJB reported that CN has been reimbursed fully for Plas Menai Adventure Day funded by Play Access Grant. This is no longer part of the Leisure and Education dept; Medwrn Mon to administer this grant from now on. Action: CJB to contact Med Mon for Play Access Grant application pack for summer holiday. 5. Coed Mawr Dirt Track CN has been approached by Forest Enterprise via Delyth Owen, Barnardos
with a view to taking the Coed Mawr Dirt Track under it’s wing,
to be planned, implemented and administered in a more business like
and organised way. It is hoped that two tracks are planned, an outer
track to cater for younger children and inner track for an older group.
6. Activities 1. Two thank you cards were received from youngsters who attended Plas
Menai Adventure Day. The day went very well despite the late arrival
of the bus. The evaluation forms completed by the young people attending
were very positive. Thanks to helpers for their time and commitment. 7. Any Other Business (i) An open meeting of the Llangaffo Forest Group to take place on
Monday 13th July. Proposals for arrangements for the Forest Festival
to be discussed. Date of next meeting: 8. Probably during week beginning 14th August; to be confirmed at Activities meeting 3rd August. Eglwys Bach 7.30pm Please bring these minutes with you |