JOINT PROJECT MANAGEMENT BOARD

CADWGAN BUILDING PRESERVATION TRUST Cardigan Castle Restoration Project Joint Project Management Board (JPMB) Meeting Held at Tŷ Canol Offices 10.15 am to 1.15 pm Wednesday 26 November 2014 Present:

Jann Tucker (JT) - Cadwgan Trustee (Vice-Chair) Hedydd Jones (HJ) – Cadwgan Trustee Sandra Davies (SD) - Cadwgan Trustee Cris Tomos (CT) – Castle Director Duncan Hall (DH) - Ceredigion County Council Gwyn Jones (GJ) – Ceredigion County Council Stephen Jackson (SJ) – Baker Mallett David Taylor (DT) - Design and Fixtures Consultant Bethan Jones (BJ) – Administrative Officer

Circulation: JPMB Members, Cadwgan Trustees, Joff Timms ITEM 1.00 1.01 1.02 1.03 2.00 2.01 2.02

3.00 3.01 3.02

ACTION Apologies  Cllr Gareth Lloyd (GL) – Ceredigion County Council (Vice-Chair)  Cllr Dafydd Edwards (DE) – Ceredigion County Council  Gareth Rowlands (GR) – Ceredigion County Council Declarations of Interest  A Declarations of Interest folder was placed on the table for any declarations to be noted.  Item 7 – SJ left the room while the extension of the Baker Mallett contract was discussed. Accept Minutes of the previous meeting held on 22 October 2014  Item 8.02 – BJ to change Baker Mallett to Purcell as they are the Contract Administrators.  Subject to the above amendment the minutes of the previous meeting were accepted as a true record. Proposed by DH and seconded by SD.

4.00 4.01

Matters arising from the previous meeting not covered on the agenda  None

5.00 5.01 5.02 5.03

Risk Registers  A copy of the risk register was distributed to all prior to the meeting.  SJ to remove some items and re-issue by the next meeting.  SJ noted that some items on the register will form part of the Maintenance Plan.  Green Street Furniture – CT to look at what is in storage to ensure all is OK to be used again.

5.04

1

BJ

SJ

CT

ITEM 6.00 6.01 6.01.1 6.01.2 6.01.3 6.01.4 6.01.5 6.01.6 6.01.7 6.01.8

6.01.9 6.01.10 6.01.11 6.01.12 6.01.13 6.01.14 6.01.15

6.01.16 6.01.16.1 6.01.16.2

6.01.16.3 6.01.16.4 6.01.16.5

ACTION To Receive Reports Account Manager  A copy of the Finance Report was distributed to all prior to the meeting. Report noted and accepted.  DH went through the report outlining key points.  The report shows that £9.318 million has been spent to date  Purcell Fees – Discussions are still taking place on how much of the additional fees are owed to Purcell.  NPS Archaeology – There is still some outstanding information required from NPS, but overdue invoices can be authorised for payment.  Party Wall Issues – SJ to ask Mark Davies to meet with Fred Rees to discuss any issues.  Fusion Fire Engineering – A report is expected from the Company.  Staffing – Katrina to produce a report on cost v grant funding available to see where the budgets are and how to use. Additional staff will be employed on short term contracts as the Casual Labour budget cannot be used.  Vicki Llewelyn is currently self-employed, but would need to be an employed member of Staff to carry on working for the Trust.  Marketing Budget – This needs to go through the WEFO re-profiling.  Bayville – It is predicted that completion will be in two weeks time. DT to keep DH informed as a payment for Bayville will need to be made by CHAPS.  Insurance – If practical completion and handover is to take place on 19 December then the insurance is in place to cover the Trust over Christmas.  Staff need to vacate Tŷ Canol office by 30 January and be in Green Street within 30 Days of completion of the contract.  WEFO Re-profiling – This is on hold at the moment until the Staff restructuring and Capital works contract are completed.  Maintenance Plan – This needs to be updated every 4 years. It was agreed that this should be updated before September 2015 whilst funding is still in place.  Transition to the new Collaboration Agreement o The JPMB new look Scrutiny Board to begin after the main contract is complete and when the new Staffing Structure is in place. o The Enterprise Committee to consist of two Directors e.g. Castle Director and another Staff Member or Trustee. o Cardigan Castle Enterprises could take out a loan from Cadwgan BPT to start up the business. o The Scrutiny board would be made up of 3 representatives from the Council and 3 from the Trust. o A new board to be appointed. BJ to add to the agenda of the next JPMB meeting.

6.02 6.02.1

Chairman or Vice-Chairman of the JPMB  Nothing additional to report.

6.03 6.03.1

Consultant or Adviser concerned with the Works or the Project  A copy of the Overview Report no 19 was distributed to all prior to the meeting. Report noted and accepted.  19 December 2014 is still the proposed handover date of the site.

6.03.2

2

SJ / BJ SJ

DT

BJ

ITEM 6.03.3



6.03.4 6.03.5

 

6.04 6.04.1 6.04.2 6.04.3 6.04.4

6.04.5 6.04.6

6.05 6.05.1 6.05.2 6.05.3 6.05.4

6.05.5 6.05.6 6.05.7

It was agreed by all to submit the application for Listed Building Consent. BJ to issue a cheque for signing for DT to take with the application to Ceredigion tomorrow. SJ to forward information to DH regarding Purcell fees. Sewers – The Trust are going through the legal process to install a new sewer connection. This won’t be complete by 19th December, but there is a temporary connection in place.

Design and Fixtures Consultant Report  A copy of the reports were distributed to all prior to the meeting. Reports noted and accepted.  The Electrical wiring will need to be checked once the Trust owns Bayville.  Press Release – CT to liaise with HLF, Equinox and SL on how to publicise the fact that the Trust owns Bayville.  ASL are to undertake a number of extra works outside the main contract. BJ to issue a Purchase Order to ASL for these additional works. DH to draft a sentence to add to the Purchase Order.  DT to meet with CT and KO’D to go through the scoring of the Greenhouse Contract.  Security Gates – Adjustments are being made to fit the gates. Dyfed Alarms are fitting the security system to the gates. Castle Director  A copy of the report was distribute to all prior to the meeting. Report noted and accepted.  Equinox has been appointed as the Marketing Company who have already assisted the Trust earlier in the week.  Visit Wales are holding their annual seminar this week. It was suggested that the Trust plan annual events to fit in with their themes.  Insurance – CT has shown Adrian Bonas around the site. He needs to know who has responsibility of which parts of the site. Wood Insurance have emergency cover in place should the Trust require it. AB is sending a report on how the Garderobes need to be covered.  Security Company – CT is still waiting for a quote to provide security around the site.  Town Council Meeting – CT and HJ attended a Town Council meeting to discuss any concerns the Council have.  Theatr Mwldan – CT to meet with them on Friday 28 November to agree a design for the staging. CT to circulate designs once he has further details.

6.06 6.06.1

Strategic Director for Corporate Resources  Nothing additional to report.

6.07 6.07.1

Legal Adviser and Governance Support  Nothing additional to report.

6.08 6.08.1

Members of the JPMB  Nothing additional to report.

3

ACTION BJ

SJ

CT BJ / DH

CT

ITEM 7.00 7.01 7.01.1 7.01.2

7.01.3 7.01.4 7.02 8.00 8.01

ACTION Any Other Business  Baker Mallett Contract o DH noted that the contract was originally extended until the end of December. o Because of delays to the construction, the contract would need to be extended to January in order to finish off work and then February and March would be used to complete HSD work. o It was agreed that the above was reasonable at a fixed price. o Proposed by SD and seconded by HJ.  DH to e-mail Martin Buckridge to see if DT’s contract can be extended.

DH

Date of Next Meetings  17 December 2014 – 10.00 am at Tŷ Canol  28 January 2015 – 10.00 am at Tŷ Canol  25 February 2015 – 10.00 am at Tŷ Canol  25 March 2015 – 10.00 am at Tŷ Canol 9 December 2014

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