A meeting was held at Myddfai Village Hall on Monday 1^st February 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

Mr Arwel Morgan

Mrs Caryl Evans

Mr Geraint Powell

Mrs Eileen Powell                                    

Agenda

Apologies

Minutes of previous meeting

Update on Village SOS

No apologies were received.

The minutes of the first meeting held on January 4^th were proposed as correct by Carroll Nunnerly and seconded by John Griffith.

The minutes of the second meeting were proposed as correct by Lesley Griffith and seconded by Lewis Jones.

Policies

Hugh Davies handed out three policy requirements of the second stage bid i.e. Volunteer Policy; Data Protection Policy and Equal Opportunities Policy to the members who were not present at the previous meeting.  There were no queries on these and they were formally accepted. Hugh explained that the existing Welsh Language Policy issued by CCC is acceptable but we will still need a Health and Safety Policy before the bid goes in to BLF. All policies will be translated and a bilingual Policy Book will be created as a reference copy for all.

Update on Project

Meetings had been held with Carmarthenshire County Council with two people signing up – Angela Dewitt and Karen Wicks who are Flagship Social Enterprise Advisors.

Manon Williams from Cardiff is still involved with the project she will help with  the support of the Prince of Wales in the future.

Architect

The Architect had made three design proposals working closely with the Princes Foundation for the Built Environment who are acting as advisors.  Hugh Davies went through the sketches explaining each one.

1)      The first sketch comprised a glass roof with green oak frame.  This he explained was unsuitable due to the spans involved making it expensive.

2)      The second sketch was of Ty Talcen with a shop window in the front.  This was unsuitable as the committee do not wish to change the frontage of Ty Talcen.

3)      The third sketch was the most suitable plan comprising toilet 1/3, shop 2/3 with a kitchen leading into a meeting room then into the main hall.  A community herb garden must be included as part of the project.

There were three options on this plan being - A, B or C.

A-    132 sq metres – cost £256,000.00 – with the capacity to hold 120 people

B-    156 sq metres – cost £282,000.00 – with the capacity to hold 140 people

C-    186 sq metres – cost £315,000.00

These figures were approximate and did not include any exterior works.

Option C was ruled out at present due to the potential high cost.  Options A and B were kept open for now until the basic costs come in. Final decisions will have to be made pending more detailed drawings, costings and overall budget review.

The Design process has a deadline of 25 days i.e. 25^th February.  By this date the first stage drawings must be completed and be placed in front of the Planning Committee of Brecon Beacons National Park.

Budget

There is a closed bid of £400,000.00 – if the bid goes over there is a budget contingency of £29,000.00 if needed from the Welsh Assembly Government.  Hugh Davies passed the preliminary budget sheet around and went through it step by step. This is open to review and modification as more details come in from the architect and consultants who are being paid from the Development Grant.

       Filming Day

On Thursday the 4^th February a “Filming Day” will take place with Hugh Davies, Jo Gideon, Lewis Jones and the Craft Group giving interviews to produce a promotional DVD for the BLF Committee and the VSOS Website.

The next meeting will be held on 15^th February 2010 at 7.30 p.m.

The meeting scheduled for February 22^nd is now cancelled due to other events which will clash. This meeting is now scheduled for FRIDAY FEBRUARY 19^TH AT 7.30. IT WILL BE COMBINED WITH AN OPEN COMMUNITY MEETING TO LOOK AT THE DESIGN.

The meeting concluded at 8.45 p.m.