A meeting was held at Myddfai Village Hall on Monday 18^th January 2010 with the following present:-

Mrs Judith McSwiney

Mr Lewis Jones

Mrs Eirlys Williams

Mrs Carroll Nunnerly

Mr John Griffith

Mrs Lesley Griffith

Mr John Holloway

Mrs Margaret Holloway

Mr Hugh Davies

Mrs Nesta Davies

Mrs Catrin James

Mrs Sue Hughes                                     

No Apologies were received

Agenda

Update on Village SOS

Policies

Hugh Davies handed out three policy requirements of the second stage bid i.e. Volunteer Policy; Data Protection Policy and Equal Opportunities Policy.  As these were a lot to take in a few members felt that they needed more time to look over these policies, so they were endorsed in principle and will be finalised in the next meeting.  It is hoped that the remaining policies i.e. Health and Safety and Welsh Language also be dealt with at this meeting.

Architect

A tendering process has been undertaken to find an architect.  This needed to be done very quickly to ensure that whoever was appointed will have time to meet our deadline requirements.  Mr Huw Griffith who runs a practice in Swansea has been appointed.  He is a Welsh speaker, offered a competitive fee structure and has the capacity in his practice to meet a crucial deadline of February 25^th 2010 with a minimum of first stage drawings for approval by Brecon Beacons National Park.  He will also work closely with the Princes Foundation for the Built Environment who are acting as advisers for the scheme following the community consultation they did which resulted in concept proposals.

Development Grant

The first stage Development Grant of £10,000.00 is allocated.  Out of the first £5,000 the preliminary work will amount to £2,500 the remaining £2,500 will hopefully cover the cost of the plans for Ty Talcen and/or other expenses related to design work.

The remaining £5,000.00 will be allocated for business development, marketing consultant, brand consultant and website developer.

Hugh emphasised the very fast pace of this process if we are to meet the deadlines set by the Big Lottery and that information will be posted on a new notice board being purchased for the outside of the hall.

Queries

Mrs Nesta Davies asked when the building works would start because of the possible disruption to functions e.g. events, meetings and Myddfai Show.  It was decided that as much information as possible would be put up on the notice board when the knowledge/timescales about the building works becomes available.

Deed of Gift

Judith McSwiney asked Catrin James, Solicitor for a draft resolution of the Deed of Gift (1950) setting it out clearer.  She also asked about having an Occasional Licence – this would require more work and it would be looked into at a later date as it would require an application to the Charity Commission. 

Trustees

The Trustees were asked to sign a further copy of the most recent Annual Accounts which will be sent to the Big Lottery in order that they can verify the current Trustees of the Ty Talcen Charity.

The next meeting will be held on 1^st February 2010 at 7.30 p.m.

With follow up meetings to be held on 15^th February 2010 7.30 p.m.

                                                          and 22^nd February 2010 7.30 p.m.

The meeting concluded at 8.15 p.m.