We are very, very close to taking over the education centre!!!

We are very, very close to taking over the education centre!!!
And now we really need your help.
Please could you spare a few hours and some elbow grease?
Working parties are on:-
Saturday 12th 3-00 to 5-00
Tuesday 15th 2-00 to 5-00
All welcome!!
Please bring cleaning stuff and marigolds
…. it’s Mucky!!!!!

Events at The Education Centre in September

  • Every Saturday 10am; Forum Open-air Market and Men’s Shed
  • Saturday 5th September, 10:30am; Visit by Rachel Moses, Carmarthen Journal Reporter
  • Tuesday 15th September, 2pm; Working Party
  • Saturday 19th September, 1:30pm; Funding workshop, for agenda and more informative please see: We are very nearly there
  • Tuesday 22nd September, 6pm; Lease Signing and Mens Shed Formal Opening

NOTES of FSEG Meeting August 17th main Hall, Ed Centre 7:30pm

Present:

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 Evans
Mr Jonathan Fearn,  Head of Corporate Property County C.
Mr Bob Gunstone
Ms Cerian Rolls,       The Glam Org.
Mrs Lynn Shallcross
Cllr Mair Stephens    County Cllr
Mrs Dorothy Morris   Arts & Crafts

Apologies:
Mr Colin Butters
Rev Phil Johnes
Mr Rhydian Lewis

The Chair welcomed members and presented a revised agenda to focus on a proposed Youth Musical Festival, a discussion with Mr Jonathan Fear regarding Progress with the County Lease and the Fund Raising Event. It was agreed that outstanding items would be deferred to the next routine meeting.

Youth Music Festival

Ms Cerian Rolls, the director of the “Glam Organisation” supporting youth music development throughout Wales introduced the topic, explaining that the original group developed from the Glamorgan County youth music organisation. She pointed out that the non-profit making organisation had a wealth of skills, commitment and passion to promote youth music and though currently unfunded, would like to develop a base and a festival at Ferryside.

The organisation was a Schools BBC Champion and had the active support of Sir Karl Davies and others and would be performing at St Davids Hall, Cardiff. She proposed the setting up of a Glam Fest at Ferryside involving workshops, rehearsals , performances and associated games. Such a venture would be of great benefit for the village as a whole as participants would require local accommodation, for example, holiday cottages, farms, caravans and hotels. The event would be marketed as a family holiday involving free performing art.

The target week would be August 22nd-26th 2016 with a follow up performance at St David Hall on Aug 27th. The typical agenda would include music workshops in the morning and afternoon from Monday to Friday some being free, but other associated workshops could also be accommodated. There would also be extra sessions for sectional rehearsals and additional family run games in the afternoons. Much of the income would come from  two sets of concerts to be held in the evening. Approximately 300 musicians are involved currently with Glam Fest aspiring to European Standards and they have established a National Instrument Bank for Wales .

The proposal received a very warm welcome from the trustees and a wide ranging discussion took place on possible venues in Ferryside and Llansaint. These included the Education Centre, The Sports and Social Club, the Village Halls, Churches and Chapels as well as hotels. It was decided that grant funding would be explored by Glam Fest and jointly with FSEG and that the Community Council would also be involved in order to fully inform the public………Action Cerian Rolls of Glam Fest and Trustees

Progress with Lease

The Chair reminded the meeting of a number of queries raised with the County Council in respect of the draft lease of the Education Centre to FSEG.

Mr Jonathan Fearn, an officer with Carmarthen County Council then went through the outstanding issues with the proposed Lease and proposed that these issues be clarified in an associated “Side Letter”. Eight points of misunderstanding were discussed and agreed with Mr Fearn for incorporation into the Side Letter associated with the Lease. Particular attention was give to the County view of “full market rent” and it was agree that this was flexible and depend on what improvements the tenants would require to make and the condition of the premisis  being offered. The Lease and Side letter agreed between FSEG and the County Council would be for 99 years, but included a provision for a break clause after two years. Standard model leases are available for FSEG to use with potential tenants as well as simpler tenants agreements that would facilitate short term rentals. In the meantime, the County will repair the broken windows and kitchen door, check the trailing cables and drainage of the Health Centre path as requested.

The trustees voted in favour of signing  the Lease along with the explanatory “side Letter”, provided that its wording reflected the agreements made……………………………

Action: County Council and FSEG officers.

Minutes of the Last Meeting

Taken as read

Treasurers Report

The treasurer tabled a report indicating a balance of £ 2,881.82.

Fund Raising Event

Mrs Christine Castle is to lead a general Fund Raising Meeting to enable FSEG to develop an

integrated plan on Saturday 19th September

Main Hall, Ed. Centre, 1:30 pm till 5pm.

All trustees and associated project groups and Clubs to attend along with prospective tennants and authors of funding bids………….

Action Sec and Chair.

AOB

The Secretary advised that the insurance cover for the Ed. Centre remained as quoted, approximately £ 3,700.

As yet there has been no response from Dragonscapes.

Bob Gunstone indicated that Cllr Emlyn Dole, the leader of Carmarthen County Council would be invited to re-launch Men’s Sheds. Delme suggested that Cllrs Mair Stephens And Emlyn Dole be invited to launch the education centre when appropriate.

Next Meetings:

FUNDING WORKSHOP……..Saturday Sept 19th

Other Meetings:

Sept 21st
Oct 19th
Nov 16th
Dec 21st
Jan 18th 2016
Feb 15th
March 21st
April 18th

NOTES of FSEG Meeting July 20th Mens Sheds 7:30pm

Present:

Ms Sue Abbott          Chair
Mr Les Jones             Secretary
Prof Delme Bowen     Minute Secretary
Mr Hugh Williams.     Tresurer
Mr James Greenwell  IT
Mr Colin Butters
Mrs Lucy Evans          Assistant Tresurer
Mr Mike Evans
Mr Bob Gunstone
Mr Rhydian Lewis
Mrs Lynn Shallcros

Apologies:

Rev Phil Johnes
Cllr Mair Stephens

Minutes and Matters Arising

The minutes of the last meeting were accepted and had been distributed electronically. Men’s Sheds requested a printed hard copy. The  action plan submitted by Broadside Films was accepted. It was confirmed that FSEG membership fee would be £5 and that Paypal could be used in future to pay it, in addition to the usual  methods of subscription. Some of the Trustee Responses to roles had been received. A Model Role for Trustees document to be circulated for adoption……

Action: Chair and Secretary

The treasurer at this juncture submitted his report indicating a balance of £3,469:62 and £ 212.64 petty cash. It was also agreed to investigate the use of  “Easy fundraiser” on the internet…….

Action: Treasurer & I.T.

Lucy reported that the Asda bid for funds had not been successful. The charity coconut shy at the Carnival raised £43. 34 including float. The market Coffee shop next Saturday, July 25th is to be run for FSEG funds………..

Action: Secretary & Co.

It was reported that the stream and wetlands behind the centre would make an ideal wild life site. A Biodiversity expert and Dragonscapes would be contacted.

Action: Secretary and Assistant Treasurer

Progress on Lease

Officers reported some concern on the legalistic terms outlined in the sixth draft and are liaising with the County Council legal department on a seventh version.

Concern was raised over responsibilities for uninsured losses, the extent of reserved funds that could be spent improving the centre and the 50per cent income returnable to the County over and above the reserved income of £ 50,000 obtained from rentals.  It was stated that rental charge to tenants should be at “market value”. The County reserve the right to sell the site if FSEG were in default. The site must be  kept “0pen” during the term of the Lease and the property redecorated every five years or at the discretion of the County. Any  Plant and Equipment must also be maintained.

The meeting felt that the terms of the Lease need further clarification and it was requested that Cllr Mair Stephens invite the leader of the County Council, Cllr Emlyn Dole and relevant officers to meet the trustees on site to help explain our charitable aims and help resolve the issues raised before formulating a final version of the Lease….

Action:Chair and Sec to draft the letter to Mair and County Council in consultation with Delme and Bob.

Asbestos Issues.

Emily Thomas and Andrew Sweet of the County Council have had a meeting with FSEG concerning these issues and an asbestos management plan has been received charting the categories and types of asbestos  and who can do the work on them. All such sites at the centre appear to pose only a low risk and can be tacked as described in the  management plan, which also contains a list of approved contractors.

Potential Tenants

A dozen or so tenants were listed many requesting an office or rooms. A few envisaged starting a new business and would require help to get the buildings up to standard.
Carmarthen Modellers expressed an interest in producing a diorama of Ferryside which would fit in well with the heritage agenda. Cwrs Y Fferi expressed an interest in establish  a one week intensive Welsh Language course at the centre….

Action: Chair, Secretary and Trustees.

Action Plan and Fund Raising.

A one day Saturday session is to be organised by Christine Castle in September to assist trustees and interested members  including potential tenants to develop appropriate projects and submit successful grant applications for funding. This will assist in developing an action plan related to what funding bids emerge.

Communications

The meeting felt happy with current arrangements whereby the officers advise trustees of any significant developments during the month.

AOB none

Next Meetings

Aug 17th
Sept 21st
Oct 19th
Nov 16th
Dec 21st
Jan 18th 2016
Feb 15th
March 21st
April 18th

DB.

NOTES of FSEG Meeting June 15th 2015

At Men’s Sheds7:30pm

Present:
Ms Sue Abbott         Chair
Mr Les Jones             Sec.
Prof Delme Bowen    Min. Sec.
Mr Hugh Williams.    Tres.
Mr James Greenwell IT
Cllr Mair Stephens     County Councillor
Mrs Lucy Evans         Ass. Tres.
Mrs Dorothy Morris
Mr Mike Evans
Mr Ben Morris ( for part of the meeting)

Apologies:
Mr Mike Bailey
Mr Colin Butters
Cllr Mike Evans
Mr Bob Gunstone
Mr Mark Harwood
Rev Phil Johnes
Mrs Lynne Shallcross

Minutes and Matters Arising

The minutes were accepted as a true record. It was confirmed that after initial correction of the notes for the minutes they would be circulated to the trustees and members and placed on the website and FaceBook. James has drawn up an electronic list of trustees and if members can register their email addresses on the website if they would like minutes and news by email. The possibility of affiliated membership was deferred to a future meeting.

Please could all trustees use the new email distribution list trustees@fseg.org.uk when sending emails to all the trustees.

Action: All trustees

The Pollinator Day proved very successful takings from the Forum Cafe were donated to FSEG. James has drawn up a draft map of the potential electronic facilities of the education centre. Broadside Films have submitted an Action Plan of their activities. Further tenant action plans are awaited. A £5 fee will be charged for membership of FSEG. An electronic documentation of officer and trustee roles will be circulated in due course….

Action: Chair

Secretarial Report

FSEG officers met with the relevant County Council officers to discuss the details of the Lease on June 11th. The County confirmed that as land owners they would deal with any landslip or subsidence issues.

Questions were raised in relation to plant and equipment maintenance as we believe there is no working plant on site. This and the state of the buildings will be the subject of a Condition Survey is to be undertaken by Emily Thomas of the County. The electricity supply would be switched off in appropriate areas…..Action Sec and Chair

It was accepted that any income could be set aside to develop the site so that earmarked expenditure  is allowable and accounted for.   It was agreed that a prioritised, but flexible, list of site work required (replacement, repair, maintenance etc.) to the infrastructure, structure, plant and machinery would be produced. All income net of costs, write downs etc. would be classed as reserve subject to trustee agreement.

Discussion took place on whether an acceptable rent could be offered to tenants as opposed to a “full market rent”. Further negotiations need to take place  to establish a base line rent but it was agreed that income can be set aside as a reserve to develop the site as allowable expenditure.

Hopefully these issues will be clarified in version 5 of the Lease  which will include the sub-lease for the Doctor’s Surgery. Any sub-letting requires the permission of the County landlord.

The County agreed to carry out some remedial work to replace broken glass panes and inspect trailing power cables. Dorothy Morris indicated that Asbestos needs to be checked in the kitchen area proposed for ceramic art work and the meeting agreed that this was a health and safety priority which would have to be resolved before any work was done. ………..

Action: Secretary, Chair and Cllr Mair Stephens

Chairs Report

The Chair confirmed that the BBC may be filming some of our activities during the Summer. A meeting had taken place with Rev Phil Johnes to help  sort out the space potentially required for the Heritage Project. The views of all the groups will now be canvassed to allocate space appropriately….

Action: Secretary and Chair

Treasurers Report

The treasurer circulated a detailed report showing £ 3,469 in the current balance. He advised that the accounting system is changing for Charities. Donations will need careful recording and Annual Returns will need to be submitted by October along with an Annual Report. Mrs Jill Furniss has previously assisted with Audit. ….

Action: Treasurer and Chair.

Fund Raising

Project Groups should continue with raising grant monies. More funds are required for the infrastructure including plumbing, electrical supply, walls ceilings etc. It was felt that we should hold fund raising events in addition to expanding membership. Payments could be made easier by using PayPal and Easy FundRaising and James will progress this. ………

Action: James Greenwell and Secretary

Income from the Surgery is only assured for two years as the Lease has a break clause after this period. An Asda Grant may me forthcoming via the Forum to install a new boiler and improve the electrical infrastructure, especially for the Main Hall …..

Action: Forum and Lucy Evans

The Art Project intends to raise funds to provide Art experience for the disabled….

Action: Dorothy Morris

The Heritage Project will be progressed by Rev Phil Johnes …..

Action: Rev Phil Johnes

The ITT facilities will be progressed by James Greenwell, who will also set up a donations page on the web….

Action: James Greenwell

Other suggestions were raised for more immediate short term funding:
Coconut Shy at the Ferryside Carnival,July 18th. ….

Action: Delme ( As Green Man), Hugh and Lucy

Coffee Cafe at the Market July 25th …….

Action Les Jones

Other future possibilities were mooted:

Dinner Parties the Village Hall,Travelling Supper, Big Lunch, Music and/or Folk events,
Beach Rave( with Face Painting), Dog show, Bingo, Auction of Promises and Car Boot Sale.

AOB

Sec and Chair to investigate the state of the lagoon or stream at the rear of the Education Centre. Amphibian and Reptile Association looking to establish frog ponds and conservation areas……

Action Les Jones

NEXT MEETING July 20th 2015

NOTES of FSEG Meeting May 18th 2015

At the Sports & Social Club 7:30pm

Present:
Ms Sue Abbott         Chair
Mr Les Jones             Sec
Prof Delme Bowen    Min. Sec.
Mr James Greenwell IT
Rev Phil Johnes
Mrs Dorothy Morris
Cllr Mair Stephens     County Councillor

Apologies:
Mr Mike Bailey
Mr Colin Butters
Cllr Mike Evans

Mrs Lucy Evans
Mr Bob Gunstone
Mr Mark Harwood
Mrs Lynne Shallcross

Minutes
Correction under future meetings, Oct19th not Oct 9th.

Matters Arising
Mr Colin Butters has contacted the Charity Commission, advising them of the new trustees. It was agreed that affiliated membership could be arranged for other groups. A draft membership form for FSEG was submitted by the Secretary and approved, he also confirmed that affiliated membership could be arranged for other groups. The draft Lease is still under discussion and on the agenda..

Chairs Report
The chair referred to her update e-mail, keeping members appraised of material changes and this was welcomed. Mr James Greenwell was asked to draw up an electronic list of FSEG Trustees.

Action JG

The chair indicated that a time table needs to be drawn up for an action plan. The allocation of space is continuing involving current and potential users, namely Men’s Sheds, Broadside Films,Village Forum, Sports Club, Arts Group (Dorothy) and Heritage Group (Phil). Following discussion, the needs of the Heritage group which includes the RSPB, West Wales Wildlife Trust and World War 2 heritage is to be resolved by Phil Johnes and the Chair.

Action PJ and SA

Meanwhile, the Village Forum, on behalf of the Sports Club are proceeding with a grant application to Asda for community funds to upgrade and supply electricity to the Main Hall and provide a distribution panel for the whole site. It is hoped that the grant will allow the hall to be plastered, painted and fitted out with quartz heaters. Further advice on the grant is expected in June.

Action LE, Village Forum

The portakabin class rooms have been inspected by Cydweli Cricket Club with a view to their possible removal. One cabin appears usable. Their decision is awaited. Some interest has also been expressed by Cydweli Scouts.

The BBC Week in Week out programme are producing an item on the popularity of local government “asset transfer” and may be interested in the FSEG experience.

Action Chair SA and Sec LJ.

Secretary’s Report
The draft lease is still under discussion since it indicated that half the income raised would go to the County Council. This is to be challenged at a meeting with the County on June 9th since as a social enterprise group FSEG would not expect to make any profits and would plough any income back into the project.

Action FSEG officers.

The Sec and Chair will meet with our solicitor on site on June 2nd. The RAF hut roof has been inspected and it is reported that dampness has been caused by blocked valleys and gutters.

The skylight is also in need of repair

Treasurer’s Report
The treasurer submitted an e-mail indicating that the balances are the same as last month plus 54p interest @£3,469.29 for the current a/c & £94.30 in Petty Cash.

Reports from Users & Potential Users
Village Forum
Grant applied for from Asda  to upgrade the Main Hall ( as previously outlined)
Pollinator Planting Day, May 23rd 10:30-12:30 ( on agenda)
Men’s Sheds
Functioning well, hoping for more space if possible.

IT
Fibre optic broadband has now reached the village. James Greenwell reported that the existing cable structures could be maintained and used initially, but they would need dust and surge protection (estimated at £350). A map of the current facilities will be prepared.

Action JG

Sports Club
Awaiting the outcome of the Asda Grant application to improve the Main Hall. Possible users: table tennis, short-mat bowls, occasional hire.

Art ( Dorothy Morris)
Requires access and space to part of the RAF huts, pending the lease. WWAMH grants  pending for training special needs. School Tiles Heritage project proceeding. The tiled village heritage hopefully to be displayed in the railway station shelter.

Broadside Films
Still Active on site. A time table of activities on site to be requested.

Action Sec LJ

Space to be allocated.
Heritage
Phil Johnes to discuss space allocation and grants in aid with the Chair.

Others
Simon Wright, a professional food critic is happy to make a site visit with a view to offering advice on the potential of the kitchen and site catering.

Trustee & officer roles
The chair presented documents to all committee officers requesting an outline of specific roles. The forms will also be circulated electronically and are to be filled in and submitted to the chair a week before the next meeting in June.

Action Officers & Trustees.

Costs & Funding
The main issues were postponed until the next meeting. A membership charge was set at £ 5 per annum to start on the date of the lease. The aim being that members ” help support the long term viability of the former education centre for community use under the auspices of the Ferryside Social Enterprise Group”. Easyfund Raising will be investigated by James Greenwell and the treasurer Hugh Williams.

Action JG & HW

Action plan Time Table
To be formulated as soon as the lease is forthcoming.

Pollinator Planting Day
Organised by the Village Forum for Saturday 23rd, 10:30am till 12:30pm at the education centre. A membership stall will be set up by FSEG, manned by Les Jones and Delme Bowen. A maypole will be made available and the School involved in the planting of bee friendly  plants.

AOB
Celebration of Community Growing. “TYFU POBL”.
Centre for Alternative Technology, Machynlleth June 12-14.

FUTURE MEETINGS:
June 15th
July 20th
Aug 17th
Sept 21st
Oct 19th
Nov 16th
Dec 21st
Jan 18th 2016
Feb 15th
March 21st
April 18th
DB.

NOTES of FSEG Meeting April 13th 2015

At the Sports & Social Club 7:30pm

Present:
Trustees & Officers
Ms Sue Abbott          Chair
Mr Les Jones            Secretary
Mr Hugh Williams      Treasurer
Mrs Lucy Evans.        Assistant Tresurer
Mr James Greenwell  IT
Prof Delme Bowen.    Minutes/Press

Trustees
Mr Mike Bailey
Mr Mike Evans
Mrs Dorothy Morris
Mrs Lynne Shallcross

Members
Rev Phil Johnes
Cllr Mike Evans
Mr Colin Butters

Apologies
Cllr Mair Stephens.

Matters Arising
The Treasurer reiterated that the terms of the Surgery Lease will require inspection and scrutiny before FSEG sign their Lease.

Chairs Report
The chair emphasised that the current agenda will look at basic administrative structures. The Lease from the County is being finalised. Bids for the use of space in the building will be subject to approval by FSEG and applicants will have to indicate what the space they request will be used for and the nature of their business. Current users would be considered as preferred bidders.

Trustees & Members
Trustees have a legal role to safeguard the assets of the group ( FSEG). Five people were appointed as Trustees at the AGM, namely Sue Abbott, Les Jones, Hugh Williams, James Greenwell, and Delme Bowen. It was resolved that a further five trustees be added, namely Mike Bailey, Mr Mike Evans, Lucy Evans, Dorothy Morris and Lynn Shallcross. A vote was taken and it was unanimously resolved that these ten individuals would be Trustees of FSEG. Mr Colin Butters was requested to communicate this decision to the Charity Commission..Action C. Butters……

After further discussion it was decided that monthly Open Trustee meetings would be held, which members could also attend. But that decisions would be made and voted on only by the trustees. It was also decided that periodic members meetings could also be called and held, including an annual general meeting. Mr Mike Evans suggested that a wider stake holder base could also be established in the villages and this was favourably received and noted for future action. The chair requested that the respective roles of FSEG officers should be defined…Action, Chair and Officers..

Membership
It was felt that our current membership list could be used as a starting point, but that the Secretary should draw up a membership form and establish a suitable membership fee, so that FSEG membership could be expanded…Action Mr Les Jones……

It was also felt that as membership expanded consideration could be given to the appointment of a Membership Secretary.

Meetings
The chair requested that a monthly diary for the year be established. It was decided that the Open Trustee meetings be held on the third Monday of every month ( currently at the Sports & Social Club) Membership meetings could be held periodically or quarterly at which all members could vote and guests be invited to observe. Decisions voted upon would be subject to Trustee approval.

Secretaries Report
The Secretary reported that the Draft Lease from the County Council had been commented upon and responded to but no reaction from the County had yet been received. Income received from rentals is still under discussion and the County requested a clause covering the dispersal of any “profits” received. FSEG however envisages operating as a Charity and so the profits issue may not apply.

The secretary took unilateral action to bid for a grant from Jewson, as the closing date was April 13th. A grant of £50,000 was applied for and a decision is pending.The secretary was thanked for his initiative.

Treasurers Report
The treasurer reported a balance of £ 3,486.75, comprising in the main of a grant received from St Ishmael’s Community Council. The treasurer is preparing a full year forecast. It was noted that a quarter advanced payment of £ 2.2 K will be made from the Surgery when the Lease is signed. Site insurance will be paid on take-over of the site.

Users
Current users are Ferryside Village Forum, Men’s Sheds, the Sports Club, Broadside Films, Arts & Crafts and potentially, IT Project and Heritage Project.

  • Men’s Sheds, it was noted, have 22 members and would like more space.
  • Ferryside Village Forum who run a market at the site have arranged a joint venture with FSEG on May 23rd. FSEG will run an information and membership stall and the Forum will run a Wild Weekend Planting Day  called “Join the Buzz” to help bees, butterflies and pollinators. It will involve the School and will include a children’s garden treasure hunt for seeds and Maypole dancing. The public will be invited.
  • The Sports Club are seeking new members and would like to use the main hall for Table-tennis and short mat bowls and future events along with the Forum.
  • Arts and Crafts are are awaiting the discussions on the Lease.
  • The Heritage Project would like to interpret the landscape that the military used during the World-War 2 and Rev Phil Johnes is taking this forward for a grant.
  • Broadside Films would like to retain space in the huts.
  • The IT Project are awaiting the arrival of optic fibre cables to upgrade broadband facilities in the future and  the allocation of space will have to be made accordingly.

DATE OF NEXT MEETING
Monday May 18th 7:30pm Sports & Social Club.

Future Meetings:
June 15th
July 20th
Aug 17th
Sept 21st
Oct 9th
Nov 16th
Dec 21st
Jan 18th 2016
Feb 15th
March 21st
April 18th