Prior to the start of this month's annual general meeting of Saundersfoot Community Council, held at the Methodist Church, Saundersfoot, Chairman Brabon welcomed Mr. Peter Williams from the Development Trust Association and several residents to the meeting. He said that Mr. Williams had been invited to attend the meeting to address members on the setting up of a Development Trust to run the Barbecue building in Saundersfoot. Mr. Williams said that the DTA supported its Development Trust members as part of a community regeneration and enterprise network of 30 trusts in Wales and more than 350 across the UK and the assets owned are worth £232 million. He said that DTA Wales was set up in 2003 to support the establishment of new Development Trusts in Wales and to help existing Development Trusts to operate well and grow their enterprises and services. Also their aim was to promote and secure long-term investment in sustainable communities. Mr. Williams continued to say that Development Trusts were community owned and led and operated as social and community enterprises and were not for private profit. He gave several examples of community enterprises which included shops and retail developments, restaurants and cafes, arts and cultural centres, sports and leisure facilities and heritage centres. He continued to say that emerging Trusts could become full members of DTA Wales and benefits include newsletters and publications, UK and Wales based conferences, advice and support, members discounts, legal advice and a members insurance scheme. Chairman Brabon asked if a Trust was formed would the DTA assist in insurance costs of the building? Mr. Williams replied and said that the Trust would be responsible for all insurance costs, but could access favourable rates as a member of the DTA. The local authority could contribute up to 80 per cent of the rates paid on the property. Clr. Baker asked what were the benefits of being a member of the DTA? Mr. Williams said that the DTA could negotiate on the Trust's behalf with regard to funding for the venture, talk to other Trusts to share knowledge of any problems that may arise and distribute various publications to Trusts which could be of assistance. Chairman Brabon asked would there be a difference if the Trust owned or leased the building? Mr. Williams said that there would be little difference, but advised that the venture was researched completely and a decision should be made as to what activity goes in the building. He said if the building was on a long lease there would be a greater chance of obtaining funding, but careful thought should be given to see if the venture would be financially successful. Mrs. Madge Wills said that it would seem that a sound business plan would have to be prepared and that would have to be the first priority. Mr. Williams said that would be the case and the Trust would run the venture as a business. Mr. Don Johns said that most people in the village want the building retained in the community and Mr. Williams said that was a good basis for success. Clr. Cleevely asked would legal advice have to be obtained prior to signing the lease from Pembrokeshire County Council and Mr. Williams said that was generally the case to have legal protection before signing the lease. Mr. Williams continued to say that it is obvious that the community council wanted to retain the building within the community and queried if a Trust was the best option and perhaps it would be better to set up a company first to see how the venture goes and set up a Trust at a later date. Mr. Phil Roach agreed that probably that would be the best option and suggested forming a working party to obtain information from various bodies and use this information to prepare a Business Plan. Mrs. Meredith said that PBI could assist with the preparation of a Business Plan. Mr. Roach then proposed that the working party could meet with PBI to discuss this further and Mrs. Meredith said that PAVS and PLANED would assist with legal matters. Mr. Roach then proposed that a working party be formed as soon as possible to discuss the way forward and they could assess any risks that might be involved in the venture. All those present agreed that this was the best way forward and the clerk was instructed to arrange a meeting as soon as possible with Mr. Mark James from PBI to discuss the Business Plan. Chairman Brabon thanked Mr. Williams and Mrs. Meredith for attending the meeting and for giving such a comprehensive overview of what is involved in forming a Trust. During the meeting, the subject of the Barbecue was discussed again. Firstly, the clerk read out a letter from Dr. Connop Price who apologised for not being able to attend the meeting, but was pleased that the community of Saundersfoot had the will and imagination to try and save the Barbecue which could be an emblem for Saundersfoot itself as well as a symbol of its considerable industrial history. The clerk then informed members that he along with Clrs. Brabon, Cleevely, Hayes and Cavell, had met with Mr. Hugh Watson, properties section, Pembrokeshire County Council, to discuss certain clauses in the lease to Saundersfoot Community Council. Mr. Watson said that although a Business Plan had not been prepared progress could still be made and was prepared to wait for up to three months for avenues to be investigated. Mr Watson said that Pembrokeshire County Council would insure the whole building and Saundersfoot Community Council would reimburse the county council for the cover of the upper floors, but the community council would be responsible for insuring the contents. Mr. Watson stated that if the building was handed back to the county council within five years, the community council would have to repay the cost of any dilapidation that had occurred to the building. The county council would carry out a survey and take photographs of the building prior to handover and this would need to be checked by the council. Mr. Watson thought that a suitable approach would be to include the Sensory Gardens and the area to the west of the building in the lease and to cancel the existing lease held by the community council for the Sensory Gardens. He added that the community council could review the lease with the owners of the two kiosks as this income would come to the community council. Mr. Watson said that there could be a clause in the lease to include a parking space in the area in front of the TIC for staff. Clr. Cleevely then asked Mr. Watson what would be the approximate rent for the TIC if that was included in the lease? Mr. Watson said that it could be in the region of between £15,000 and £20,000 per annum. Clr. Cleevely said that although the community council was acquiring the building on a peppercorn rent, the only authority gaining was Pembrokeshire County Council because they were locating the TIC on the ground floor for nothing. Clr. Brabon then asked Mr. Watson if Pembrokeshire County Council would carry out refurbishment works to the east side of the building and Mr. Watson said that he would consider carrying out these improvements. Members discussed having one lease for the Sensory Gardens and the Barbecue and Clr. Cleevely proposed that the Community Council keep the lease for the Sensory Gardens separate from the Barbecue and this was seconded by Clr. Brabon. Clr. Cleevely also suggested that the photograph taken of the Barbecue prior to handover should be examined by a professional architect and members agreed. Clr. Cavell then said that the next stage would be to set-up a working party to discuss the Business Plan and members decided that the following would serve on this party: Clrs. Poole, Cavell, Brabon, Allsop and Hayes, and Mr. Phil Roach. Members decided that this committee would have no plenary powers, but would report back to full council for discussion. The clerk was instructed to arrange a meeting with Mr. Mark James PBI as soon as possible. Clr. Cleevely then informed members that he had been approached by residents who had expressed their doubt if Clr. Hayes should have voted in the Barbecue debate at the March meeting of the council due to the fact that she was a member of Pembrokeshire County Council and asked the clerk to investigate. The clerk, informed members that he had spoken to the legal department of Pembrokeshire County Council and was quoted paragraph 12 from the council's Code of Conduct. It stated: 'Members must regard themselves as having a personal interest in a matter to the extent that it relates to another relevant authority of which they are a member and the action to be taken is: A member who has a personal interest in a matter relating to paragraph 12 and attends a meeting of the authority at which the matter discussed must disclose the existence and nature of the interest at the commencement of that discussion or when the interest becomes apparent. In such a case, that member may speak but must note vote on the matter.' Clr. Cleevely added that at the March meeting of the council, Clr. Hayes proposed that the community council went ahead with acquiring the Barbecue and this added to the problem. The clerk informed members that he had contacted the Legal Department of One Voice Wales and was told the following: 'The member in question did have an interest and should have declared an interest, should have declared the same and not taken part in the discussion or vote, and my reaction is strengthened by the fact the councillor appeared to have taken a leading role in the issue by proposing the resolution itself. The fact she did vote means the decision may be at risk of challenge by way of judicial review in the High Court. The safest course of action, which was open to the council (and presumably the councillor as well), is to rescind the original decision and revisit the matter at the earliest opportunity.' Clr. Hayes responded and said that she attend National Parks meetings, speaks and votes on county council matters and said she would clarify the situation with Mr. Huw Miller, Pembrokeshire County Council. It was proposed by Clr. Brabon and seconded by Clr. Cleevely that minute page 707 dated March 3, 2005, be rescinded and a new vote would take place at the June meeting. Clr. Hayes declared an interest in the debate.
