Venue: Hybrid - Neuadd Cyngor Ceredigion, Penmorfa, Aberaeron / remotely via video conference
Contact: Nia Jones
Councillors Chris James and Caryl Roberts apologised for
their inability to attend the meeting.
Disclosures of personal interest
Councillor Rhodri Evans noted a personal interest in
relation to the Old School Tregaron, should discussion arise from the Minutes
of the Previous Meeting.
It was unanimously RESOLVED to confirm as a true
record the minutes of the meeting held on 26 September 2022.
Item 5: Louise Harries noted the
Annual Summary setting out the use of the New Quay Memorial Hall for 2022/23
has yet to be received, and that Officers will follow-up on this with an aim to
present the report at the next meeting of the Charity Trustee Committee.
Item 6: Louise Harries noted that
the consultation on the New Quay Library and Reading Room has commenced and
will close on 7 May 2023. A report will
be presened to the next meeting of the Charity Trustee Committee outlining the
results of the consultation.
Item 7: Louise Harries noted that
the consultation on the proceeds from the sale of the Old School in Tregaron
had commenced and will close on 10 May 2023.
A meeting of the sub-group will take place 2 – 3 weeks following the
close of the consultation, and a report outlining the results of the
consultation and recommendation of the sub-group will be presented to the
Charity Trustee Committee at the earliest possible opportunity.
Item 8: Louise Harries noted that the Annual Trustee Reports for
2022-2023 will be presented at the next meeting of the Charity Trustee
Louise Harries presented the proposed amendments to the
Terms of Reference to the Committee, noting that the proposal to include a
delegation of power had come about as a result of the information contained
within item 6 of the agenda, which had triggered discussion regarding
governance in urgent circumstances.
Members considered the amended Terms of Reference of the
Charity Trustee Committee, noting a proposal that a power be delegated to the
Chair of the Charity Trustee Committee, or to the Vice-Chair in the absence of
the Chair to decide upon amy matters arising which require authorisation within
a timeframe of 10 working days. This would be subject to the relevant
powers being exercised exclusively by the Chair, or Vice-Chair in the absence
of the Chair, and subject to no expenditure being incurred on behalf of the
charity unless it relates to emergency works on a trust asset to include, but
not be limited to making the same safe or avoiding harm to the public or
neighbouring land. It also sets out the
procedure in relation to reporting decisions back to the Committee.
Members also considered a proposal to include details of the
regulations relating to the declaration of interest within the Terms and
Reference of the Charity Trustee Committee, as set out for Committees of the
The Chairman proposed that all Members are notified at the
outset of any circumstances where an emergency decision is required by the
Members also asked if a subsequent meeting would be held to
consider decisions made by the Chairman.
It was noted that Committee agendas must be published at least 3 clear
working days prior to a meeting, and that the decision of the Chair would be
reported back at the next scheduled meeting, or the Chair could decide to bring
the next scheduled meeting forward in order to report any decisions carried out
by the Chair.
Following a discussion, it was RESOLVED:
Members of the Charity Trustee Committee note the Terms of Reference in
Members of the Charity Trustee Committee recommend that Council considers the
amendments made to the Terms and Reference in Appendix 1 relating to:
a) Delegation of trustee responsibilities;
b) Declaration of interest.
Chris Macey presented the report to the Committee, noting
that this is the first time that such reports have been presented, and that
additional information would be provided as we move forward. He noted that it
is a statutory requirement for the Council as Trustee to report to the Charity
Commission on an annual basis, and that the information has been provided and
is currently up to date.
Members asked whether interest had been paid on the
accounts, and it was confirmed that the Council pays interest at 1% below that
of the current Bank of England base rate.
Members noted that they required greater clarity, as there is a duty
upon the Trustees to ensure that funds are better invested. The Chairman asked Legal Services to confer
with Finance to verify the rights of the Trustees in relation to investments
and to bring forward any recommendations as to options available.
Members also asked how the funds were being used, and
whether schools had access to the Cardigan Intermediate and Technical Education
Fund. Officers noted that the majority
of the funds held are as a result of the sale of the Old School in Tregaron,
which is currently going through a consultation exercise with regards to how
the funds will be used; and from the sale of Ardwyn School invested in PFI for
Penweddig School. Several of the trusts
are held as endowment funds which means that in effect, only income from the
interest can be spent. It was also noted
that the funds held in the COE Memorial Fund is as a result of the lease on
Members noted that they would like to see a breakdown on
each of the Charities held in trust, including the asset value as it is not
possible to make decisions without the full details. It was noted that the information would be
provided at the next meeting of the Charity Trustee Committee.
Following discussion Members of the Committee NOTED
the contents of the accounts.
Members of the Committee considered the report which related
to a request by New Quay Town Council for permission to place a Christmas Tree
on the grounds of the New Quay Library in New Quay. The application was
submitted to Ceredigion County Council together with a risk assessment.
As this land is held in Trust by the Charity Trustee
Committee, the Council required approval by the Committee in order to issue a
licence. Due to the short-notice,
it was not possible to schedule a meeting of the Trustees, therefore all
Members were consulted via e-mail asking them to notify the Clerk of the
committee of any objections. No objections were received,
therefore the application was granted. The amendment to the Terms of Reference
to delegate authority to the Chair or Vice-Chair in the Chair’s absence will
address situations such as this in the future.
Members recommended that Officers advise New Quay Town
Council of the process in order to ensure that requests are received in a
Members NOTED the report.