Notes of FSEG MEETING Jan 18th 7:30pm

CALON Y FFERI COMMUNITY CENTRE

Ms Sue Abbott          Chair
Mr Les Jones             Sec.
Prof Delme Bowen    Min. Sec.
Mr Hugh Williams.    Tres.
Mr James Greenwell I T
Mrs Lucy Evans         Ass. Tres.
Mr Mike Bailey
Mr Mike Evans
Rev Phil Johnes
Mrs Dorothy Morris
Mrs Lynn Shallcross

Apologies:
Cllr Mair Stephens

Minutes & Matters Arising
The minutes of the last meeting, Nov 16th were accepted as a correct record. The “Trustee Update ” was accepted as circulated.

It was confirmed that the new name of the site would be CALON  Y FFERI COMMUNITY CENTRE and this would be submitted to the County Council next thursday. Invoices would still be made out for FSEG as the charity.

The Xmas market proved to be successful. A gift aided donation of £4,000 has been received for updating the electrical infrastructure.

Treasurer’s Report
The treasurer submitted a detailed report to be forwarded to all trustees indicating a December 30th balance  of £6,036:90, plus £116.45 petty cash. Local Fundraising over 2015 totalled £443.25. Outstanding payments are awaited from the Local Health Authority who signed the lease on Nov 2nd. Outstanding payments are committed to our solicitor, Premier Credit insurance, electricity and water. Estimated “spendable ” money was surmised to be around £9,000.

Reports

Infrastructure Group
The infrastructure group under the chairmanship of Les Jones is considering how best to develop the site and buildings. To-date,the AV has been dismantled in one of the training rooms. New toilets are needed in the public area and the lowest tender of £6,500 for this work has been received. A lowest tender of £7,500 has been received to double glaze and renew the Foyer and entrance door.

Electrical renovation is urgently required and will have to be done progressively as funds come available.

Two quotes have been received, one from IWEC at £62,000 plus Vat. This was not broken down in a way that would allow the work to be phased. Another quote of £30,000 for (similar but not identical work) was obtained from Dyfed Electrical Services. They gave separate prices for office rooms at £1,500 per room and £650 for the kitchen electrical supply. An appropriate metering plan is being developed, moving to metering per tenant in due course. £6,000 will be required to update fire safety. Tenants will pay for their own electrical testing. Wiring will include space for IT cabling. The sports hall and ceramic areas also require attention and quotes will be sought for the works required.

Business Group
The chair, Sue Abbott reported that in terms of tenants, Mark Harwood had hired a room and that Sue Horton required two rooms for Truffles. Mr Mike Utting had hired a training room for two years and will have a 5 year lease. Formal sub-leases and appropriate side letters for tenants still await clearance from the County Council legal office and an urgent meeting is pending.

The chair submitted papers on actual and potential tenant space allocation along with maps and anticipated income. The latter could be used as the basis for a more detailed business plan. The Allocation of a Bunkhouse is being keenly negotiated.

The estimated income based on currently agreed rentals could be around £30,000 per annum. There is a further potential for 15 rooms in the West Wing and two training rooms are still available. A business plan is being drawn up based on these developments.

Funding
Lucy Evans is drawing up a bid for County Council money, applying for a £160,000 infrastructure grant, 20 percent of which can be input as work in kind on top of £128,000. The criteria are demanding and have to fit into County and Welsh Government requirements covering such things as unemployment, work poverty, digital inclusion etc., in addition to details and costings of the work required. The bid goes in at the end of the month.

The decision of St Ishmael Community Council on a £7,000 grant to establish the new toilets is pending, following their site meeting at Calon Y Fferi on Jan 17th.
Marketing

A logo is to be drawn up for Calon Y Fferi Community Centre. The input of members would be welcomed.

Mr Mike Bailey showed examples of the artistic impressions used by other villages for marketing on merchandise such as tea cloths, bags, coasters, pens etc.

ICT
Fast broadband connection now available. Other work progressing in tandem with the electrical refurbishment.

AOB
DATES OF NEXT MEETING
Feb 15th 7:30pm
March 21st AGM
April 18th

Business Group Meetings
Feb 4th 7pm
March 3rd

Infrastructure Group Meetings
Jan25th 8pm
Feb22nd

Dorothy to get a grant decision on Ceramic project in March.
Heritage Project lease awaited, space allocation needs clarification.
The Village Forum is developing plans for the Sports Hall.
Flooded path adjacent to Men’s Sheds needs drainage repair.
Quilt & Sowing Class from Llanelli looking urgently for another venue.

DB.

Trustee update December 2015

Electricity
With our concerns over the safety of the electrical supply to the various parts of the site our priority this month was to identify the actual state of the supply and to find potential solutions.

In summary
· Local contractors have visited the site and independently agreed that the whole system will need updating. However they agree that we can do this in stages. The need for modernisation was confirmed by a surveyor working on behalf of our insurance company.
· Most circuits have been disabled to avoid accidents and will only be reinstated once improvements have been made.
· A staged improvement plan has been put out to tender and we await quotes from two contractors
· The Forum/Sports Group have identified a possible additional route which would provide a safe, meter-able and independent supply to the sports hall. This would reduce the load on the supply to the RAF huts and remove a source of disagreement between user groups. Thanks to Lucy and Mike Evans for their work on this.
· A private donation of £4000 has been made with the specific brief to bring the electrical supply in the core of the main building up to a standard that will allow us to open the centre to tenants and public users. The addition of Gift Aid brings this up to £5000 and should make it possible to complete a significant part of stage one of the improvements. Thanks have been made to the benefactor and to Hugh for arranging the Gift Aid.

Rental space
Once we identified the electrical safety issues it was clear that certain parts of the site could not be let at this stage. However we then spoke to the people who had expressed a wish to rent rooms with a view to moving their interest forward. At this stage we believe that all lettable spaces have a commitment from a tenant that will result in an income within the next six months.

To summarise:-
· The surgery has been invoiced and we expect to receive our first instalment shortly
· We have decided not to offer the floor above the surgery to tenants at this stage as the electrical supply to these rooms is unsafe.
· Mark Harwood (from Men’s sheds) has moved in to an office space on the ground floor next to the surgery
· Three other people have expressed a firm interest in the other three rooms in that area and we are in the last stages of negotiating the improvements and rent arrangements
· We have agreed to let the smaller training room to Mike Utting (Springtide) from January. This change to our plans was a sensible response to the situation. The room next to the kitchens had no access to the main site (or toilets) so was not attractive to Mike. However we negotiated two year’s rent up front and a five year contract. Mike’s business is one of the fastest growing in Wales and will help us to attract other companies to the site.
· The Lamble Brothers are still seeking quotes for improvements in the kitchen and restaurant space and we expect to meet with them again in the New Year.
· We have a ‘hand-shake agreement’ on the development of a bunk house covering both ground and first floor rooms. We expect to meet again in the New Year to discuss detailed terms and a phased plan which we hope will have some rooms available to visitors during 2016.
· Dorothy Morris has taken possession of the old kitchen and has already started work on improving and refurbishing the area. We look forward to seeing ceramic courses there early in 2016.
· Carmarthen Modellers are awaiting the formal Sub-lease before taking on any further improvements. We expect to meet with them in January
· The Laundry may be needed as part of the bunkhouse deal so we are not yet moving on that. However if it becomes available we would like to advertise it more widely and see if it can attract a higher income.

Grants
Most of the work on site will need additional funds from external sources. Les and the Infrastructure group are compiling an impressive list of essential works so we will need a sizeable chunk of money in the next few years.

· Lucy is working on a number of Grant applications which will cover small scale work and the larger development project. If she contacts you for information or a contribution to the narrative please could you respond promptly as the major grant funders have a very tight turn-around time.
· A request will go to the next Community Council meeting in January to fund the provision of two toilets. Please keep your fingers (and legs!) crossed

Infrastructure
Again a lot of work has taken place this month.

· In addition to the survey of electrics we have also had the water and electricity meters read. Both these activities have thrown up anomalies which may take a while to untangle.
· We have quotes for the replacement of the rotten windows and doors around the foyer and restaurant area.
· A site for the accessible toilet has been identified (thank you James). We will be putting this project out to tender shortly
· The old school gates have been offered to us and we are exploring the possibility of using them on two new pedestrian entrances to the site. This will allow us to keep them in the village while also improving community walking routes.
· The work on creating an up-to-date ICT system continues and further changes are planned as the new tenants move in and make it clear what they require.

Business planning group
This group met once and has agreed a plan of action and a series of dates for future meetings.
· Dorothy, Lynn, Lucy, and Mike please put these dates in your diary: 7th January, 4th February, 3rd March. (Everyone else please ignore!!)
· The fundraising activities have been impressive. We have raised around £130 over the three weeks of the market and raised our profile both locally and further afield through all your efforts. Thank you!!

Finance
Our current a/c balance as at 20/12/2015 is : £ 5,739.85
Our Petty Cash : £190.45

Trustee meetings 2016
We have two further meetings before the next AGM is due. Can I suggest we stick with the third Monday in the month and meet on January 18th and February 15th

This would allow us to set the AGM date as 21st March.