Agenda and draft minutes

a)    Councillor Rhodri Evans apologised for his inability to attend the meeting due to other Council business:

b)    Councillors Ceris Jones and Caryl Roberts apologised for their inability to attend the meeting.

None.

It was RESOLVED to confirm as a true record the Minute of the meeting of the Charity Trustee Committee held on 16 January 2025.

Matters arising

There were no matters arising.

Louise Harries presented the report to the Committee.  It was noted that under clause 26.6 of the lease the Charitable Incorporated Organisation is required to provide the trustee an annual summary setting out the use that the property has been put to during the preceding 12 months. The report highlighted the activities including a full-time Development Officer whose task is to develop and enhance activities which has focussed around 4 key themes, including helping with the cost-of-living crisis; helping individuals avoid social isolation; sharing skills and knowledge to benefit all; and raising awareness of the Hub as a place for all.

Monthly ‘Stori Amser’ sessions are held by volunteers aimed at pre-school children; signposting and direct support projects; the setting up of a Beaver Group; celebrations such as St David’s Day; a weekly Friday Market providing low-cost locally grow seasonal fruit, vegetables and plants, homemade cakes and savouries and artisan products; Lego Club and a weekly Bingo to name but a few.  The report also outlines their plans for the future.

Members of the Committee noted the activity of the New Quay Memorial Hall Committee and unanimously thanked them for all their work.

Following a vote it was unanimously RESOLVED to:

a)    note the update from the tenant covering the period 10^th February 2024 – 9^th February 2025;

b)    request that a letter is sent to the New Quay Memorial Hall Committee thanking them for all their hard work.

Louise Harries presented the report to the Committee, noting that the Charitable Incorporated Organisation was currently in negotiation with the Council corporately to install EV chargers for 2 parking bays at the property. She noted that under clause 23 of the leave the Charitable Incorporated Organisation cannot undertake certain alternations or additions to the property without the landlord’s consent. On 7 November 2024, the Committee resolved to delegate authority to the Estates Services on behalf of the trust to grant or refuse landlord’s consent in consultation with the Chair of the Charity Trustee Committee(or in their absence the Vice-Chair), however, due to the involvement by the Council, it was felt that there was a potential conflict of interest and Officers did not feel that it was appropriate to deal with this request  via delegated powers.

Members asked if the scheme fell within the duration of the lease, and it was confirmed that it would. Members also noted that this scheme would provide an income stream which would assist with the running of the property, and potentially attract additional visitors to the New Quay Memorial Hall.

Following a vote, it was unanimously RESOLVED:

1.     To APPROVE in-principle the tenant’s request for consent for the installation of an EV charger for 2 parking bays referred to in the accompanying report subject to:

a)    payment by Highways Services of the £200 in relation to the professional costs of Legal Services and Estates in this matter; and

b)    Officers, on the Trust’s behalf issuing a letter of consent to the proposed EV charger works which will require the apparatus to be removed and area made good on expiry/termination of the lease.

Louise Harries presented the report to the Committee, noting that a resolution was made during a meeting of the Charity Trustee Committee held o 8 July 2021 to accept the offer to sell the former Tregaron School and to create a sub-group with delegation, post-sale of the property, to consider  recommendations in relation to how any capital and income held by the charity should be utilised to fulfil the charity’s objects, and that any recommendations of the sub-group shall be reported to a CTC meeting for final consideration and decision.

It was noted that during a meeting of the sub-group held on 10 March 2025, it was unanimously agreed by members to recommend to the Charity Trustee Committee that the trust fund held here of just under £180,000 is earmarked towards the development of an astroturf pitch on the site of the Ysgol Henry Richard playing fields. It was also noted that the Corporate Manager for the Wellbeing Centres in Ceredigion had agreed to help and advise the school in their aspirations.

Following a vote it was unanimously RESOLVED:

a)    That the trust monies held would be earmarked in principle towards the development of an astroturf pitch on the site of the Ysgol Henry Richard playing fields in Tregaron;

b)    That updates are provided to the Charity Trustee Committee / or that progress is reviewed by the Charity Trustee Committee in 12 months if no updates are forthcoming during that time.

Louise Harries noted that a request by the New Quay Memorial Hall to replace the steps to the Hall would be dealt with via delegated powers in consultation with the Chair of the committee, and that the matter would be reported back to the Charity Trustee Committee as per resolution.