1. From: John Reaney [mailto:xxxx@xxxx.xxx.xx] Sent: 13 August 2012 14:30To: Roberts, Wyn (Regeneration)Cc: Weller, Carole (Regeneration)Subject: FW: Rhyl Youth Action Group - Completion of building works to the Hub, 69-75 Wellington Road, Rhyl - Quotation for Professional Services

Hello Wyn,

I believe you are away now so won't receive this until your return. I hope you've had a good break.

This is the final quote we have received for the completion of the building works. As you will see I've copied Carole in on this email during your holiday, and I will forward the other two quotes to her now also. I hope that we will move forward with the appointment at our Board meeting on Wednesday of this week.

Best wishes,

John

John ReaneyProject ManagerRhyl Youth Action Group

Tel: 01745 334500Mob: 07800 638564Email: xxxx@xxxx.xxx.xx

The information contained in this e-mail message and any files transmitted with it is intended solely for the use of the individual or entity to whom they are addressed. If you have received this e-mail in error please notify the sender immediately.

From: R Arwel Davies <xx@xxxxxxxxxxxx.xx.xx>Date: Thursday, 9 August 2012 17:11To: John Reaney <xxxx@xxxx.xxx.xx>Subject: Rhyl Youth Action Group - Completion of building works to the Hub, 69-75 Wellington Road, Rhyl - Quotation for Professional Services

Dear Mr Reaney

Following our meeting on site where you kindly showed us around the property and explained the current situation as far as you were aware of the details.

If you are unable to obtain copies of the original drawings it will be necessary to prepare a new set of "as existing" drawings (say £1,500.00).

As the work is not domestic it will fall under the CDM (Construction Design management) regulations and a Health and safety plan will be required, this will also entail fining out about the CDM file prepared to date (if any), trying to obtain information from the previous contractors,

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sub contractors and suppliers on their installation and materials – not an easy task! (say £2,000.0).

A considerable amount of the works left unfinished (certainly cost wise) is Mechanical and Electrical works (M&E). Bearing in mind the hap hazard and non uniform nature of the installation (particularly the AC Plant) a full M & E inspection and analysis is recommended (say £900.00).

Together with an inspection by a structural engineer (if required) to ascertain that the structure can take the loadings (say £450.00).

The local planning authority will need to be contacted in order to ascertain any conditions on the original Planning Approval and these conditions will need to be complied with.

Building Control will need to be contacted to ascertain whether they have any outstanding defects on the property which will need to be taken into account before the extent of the works is ascertained.  It may be necessary to provide revised drawings to Building Control should the original proposals be altered (cost dependant on extent of drawings required).

The previous grant approval conditions will also need to be investigated to again ascertain if there are any outstanding items/ conditions to be rectified.

A decision will have to be made as to how the work is to be phased, is it all to be carried out during working hours (and with the noise and dust nuisances to your clients) of out of hours (with considerable on cost).

It will be necessary to prepare a Schedule of Works to accompany detailed drawings for the works and to then prepare and send out a tender. Upon receipt the tender will be vetted and the lowest acceptable tenderer contacted and taken through a pre commencement meeting.

Once work has commenced on site weekly inspections will be required (more frequently at times as the work demands). Monthly valuations will be prepared and vetted and certificates of payments issued.

At the end of the works a final inspection will be carried out and a final valuation agreed.  After a period of six months another snagging list will be prepared and the works monitored prior to the release of the 2.5% retention monies.

It is extremely difficult to place a cost on the above works as there are a considerable amount of unknowns (such as - are there any inherent defects in the works carried out to date which will require rectifying).

Bearing into consideration the complexity and diversity of the project and trying to finish off woks commenced by other parties (who's standard of work is unknown) we proposed a fee 15% of the total cost of the works. Please note that this fee does not include tests, nor specialists reports, nor the payment of any specialists, or any application fees.

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We trust that this will be suitable for your needs, in writing we would like to thank you for the opportunity to quote for the works. We look forward to your comments in due course.

Regards

Arwel Davies BSc. (Hon’s) F.R.I.C.S.

R Arwel Davies & CoChartered Building Surveyors Llwyn DerwPrionDenbighDenbighshireLL16 4SA

Tel//Fax    01745 890 635Mobile      07803 020 212E-mail       xx@xxxxxxxxxxxx.xx.xx

Please Note :-Where the Surveyor's fees are expressed to be a percentage of total construction costs, in calculating total construction costs; included shall be adjustments consequent upon variations, fluctuations, sums  budgeted as provisional or prime cost sums, contingencies, and the proper cost of materials, labour or services provided by the Employer free of charge.

The specified fees do not include, and the Surveyor shall be entitled to reimbursement of expenditure not specified in the Scope's) of Service and comprising:

A) fees, other charges and disbursements of any main or other contractor, supplier, clerk of works, other surveyor or other professional or consultant (CDM, M & E etc) engaged with the prior  written consent of the Employer whether directly or as agent for the Employer and whether or not working under the direction or supervision of the Surveyor;B)  fees (and any advertising costs) in connection with applications for local governmental consents such as planning permission and building regulation consent;C)  any other fees or expenses which the Employer has authorised the Surveyor in writing to incur

------------------------------------------------------From: John Reaney [xxxx@xxxx.xxx.xx]Sent: 03 August 2012 10:44To: Roberts, Wyn (Regeneration)Subject: A4E

Importance: HighHello Wyn,

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Sorry I didn't manage to get back to you yesterday. I just want to give you the heads up that A4E have told me today that it is their intention to leave RYAG as nothing has happened in starting the building works. That is effectively our final nail in the coffin if that happens and I am trying to stave that off any way I can.

I am pushing the potential project managers to provide me with their quotes, but as I stated yesterday, Donald Insall are the only quote so far.

I will call you in a little while, but this is now as serious as it possibly can be. If you can help me in any way I'd be very grateful. If I can demonstrate something very quickly then I hope I can prevent A4E leaving and then we can really see RYAG moving forward.

Regards,

John

John ReaneyProject ManagerRhyl Youth Action Group

Tel: 01745 334500Mob: 07800 638564Email: xxxx@xxxx.xxx.xx

2. From: John Reaney [mailto:xxxx@xxxx.xxx.xx] Sent: 31 August 2012 13:14To: Roberts, Wyn (Regeneration); Weller, Carole (Regeneration)Subject: FW: CIF Loans

Dear Wyn / Carole,

Please see the email below from WCVA with some good news for a change!

You will note that they are seeking more formal clarification over the funding of the completion of the building works and wonder if you are able to assist me.

Best wishes,

John

John ReaneyProject ManagerRhyl Youth Action Group

Tel: 01745 334500Mob: 07800 638564Email: xxxx@xxxx.xxx.xx

The information contained in this e-mail message and any files transmitted with it is intended solely for the use of the individual or entity to whom

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they are addressed. If you have received this e-mail in error please notify the sender immediately.

From: Alun Jones <xxxxxx@xxxx.xxx.xx>Date: Thursday, 30 August 2012 17:04To: John Reaney <xxxx@xxxx.xxx.xx>Cc: Matthew Brown <xxxxxx@xxxx.xxx.xx>, Helen Evans <xxxxxx@xxxx.xxx.xx>Subject: RE: CIF Loans

John As discussed, our assessment panel today approved a loan of £26,500 over 5 years to enable settlement of the HMRC arrears. Agreement was subject to the following pre-conditions: - 

Signed agreement being reached with the builder formally fixing the amount owed and the terms of repayment

Formal approval received from WCVA re suspension of repayments on existing loans

Revised cash flow forecast to reflect the changes to outgoings from settling HMRC bill, agreeing builder repayment plan, cessation of existing CIF loan repayments and inclusion of interest costs of new loan

Charge to be taken on Elwy Street building

Valuation of Elwy St and Wellington St buildings

Priority in respect of existing charge on Wellington St property to be confirmed

Stronger worded letter to be obtained from Wales Government of their intention to fund the remaining building works

 It’s difficult to give a definitive timeframe within which the money will be available to you as some of the above is outside either your or our control. It is not unreasonable however to hope that it can all be completed in a month. We have already started on our paperwork, so expect to be in touch regularly in the near future. Let me or Matt know if you have any queries. Kind regards Alun 

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Alun JonesProgramme Officer, Communities Investment Fund / Swyddog Rhaglen, y Gronfa Fuddsoddi GymunedolTelephone/Ffon: 029 2043 5766Fax/Ffacs: 029 2043 1701Minicom: 029 2043 1702Helpdesk / Lein Gymorth: 0800 2888 329xxxxxx@xxxx.xxx.xxwww.wcva.org.ukwww.volunteering-wales.net / www.gwirfoddolicymru.netP Please consider the environment - do you really need to print this email?Arhoswch! Meddyliwch am yr amgylchedd - oes angen argraffu'r ebost yma? 

3. From: Wynne Randles [xxxx@xxxxxxx.xx.xx]Sent: 09 May 2012 17:36To: Roberts, Wyn (Regeneration)Subject: FW: Business Plan

Attachments: BusinessPlan.docx

From: xxxx@xxxxxxx.xx.xxTo: xxxxxxxx@xxxxxxx.xx.xx; xxxxxxx@xxxxxxx.xxx; xxxxxxxxxxxxx@xxxxxxx.xxx; xxxx@xxxxxxxxxxxxxxxxxx.xxx.xx; xxxxxxxxxxxxxxxx@xxxxx.xx.xx; xxxx@xxxx.xx.xxSubject: FW: Business PlanDate: Wed, 9 May 2012 17:34:38 +0100

From: xxxx@xxxxxxxxxxxxxxxxxx.xxx.xxTo: xxxxx@xxxx.xxx.xx; xxxx@xxxxxxx.xx.xxSubject: Business PlanDate: Tue, 6 Mar 2012 18:16:23 +0000

Hi WynneI have attached the latest version of the Business Plan for your perusal. Firstly, can you please have a look at the sections in RED, delete those that are no longer relevant and put any info you have that will change any red sections that remain and make them accurate!!! The Financials on Page 5, I will look at when I have the information The advisors at the bottom of Page 4 may need revision Page 13  We need more info on Flying start??? Or what ever it is that comes after the Parent and Toddler group?? Look at and complete Current Staff on page 20 Also check the details on Page 24 

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When we have checked the info and made the changes we should have a reasonable Business Plan – we may need to tweak the Blue Bits as well but, first we need to get rid of all the RED sections Thanks in advance Speak to you soon Dave

4. From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 08 March 2012 13:12To: Roberts, Wyn (Regeneration)Subject: Fw: Follow up from meetingemail confirms wcva would give a payment holiday if we request it which would gives us extra funds to pay back loan etc.. ----- Original Message ----- From: Matthew Brown To: 'xxxxx@xxxx.xxx.xx' Cc: Alun Jones Sent: Friday, March 02, 2012 11:02 AMSubject: Follow up from meeting

Hi Wynne,

In follow up to yesterday’s meeting –

-          I have contacted both our Sustainable Funding Cymru (trustee training) and Better Bids (people and places application) teams to see if there is any support they can offer you, they should contact you next week.

-          I have spoken to our legal services officer who highlighted two websites that might be able to help you in finding some legal advice (unless you were successful yesterday?)

o   http://lawworks.org.uko   http://www.i-probono.com/index.aspx

What may be of help on the law works website is an offer to provide mediation between disputing parties (http://lawworks.org.uk/index.php?mID=272) and this maybe something that helps resolve the issue with the builder.

Hopefully these links help you and just to re-iterate that if you require flexibility from us in terms of re-payments etc then please don’t hesitate to ask sooner rather than later so that we can put the case together and present it to those that decide.

RegardsMatt

Matthew BrownManager, Communities Investment FundRheolwr, y Gronfa Fuddsoddi Gymunedol

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5. From: John Reaney [xxxx@xxxx.xxx.xx]Sent: 06 August 2012 12:38To: Roberts, Wyn (Regeneration)Subject: FW: OP129034 Rhyl Youth Action Group, Rhyl

John ReaneyProject ManagerRhyl Youth Action Group

Tel: 01745 334500Mob: 07800 638564Email: xxxx@xxxx.xxx.xx

The information contained in this e-mail message and any files transmitted with it is intended solely for the use of the individual or entity to whom they are addressed. If you have received this e-mail in error please notify the sender immediately.

From: Chris Wilson <xxxxx.xxxxxx@xxxxxxxxxxxxxxxxx.xx.xx>Date: Wednesday, 25 July 2012 16:53To: John Reaney <xxxx@xxxx.xxx.xx>Cc: Elinor Gray-Williams <xxxxxx.xxxxxxxxxxxxx@xxxxxxxxxxxxxxxxx.xx.xx>, Gwyn Roberts <xxxx.xxxxxxx@xxxxxxxxxxxxxxxxx.xx.xx>Subject: OP129034 Rhyl Youth Action Group, Rhyl

25th July 2012John,Many thanks for your prompt response on this. I have spoken to the Planning Authority who said that, on an appointment basis, I could go to their offices, review the files and get copies of the relevant drawings and documents. Clearly there would be a charge for printing as well as additional fees for undertaking this background research work.For the purposes of the fees, I would suggest the following:-Survey, Schedule of WorksAdd £420.00 + expenses (printing and travel) + VAT to the figure noted in our letter.Getting Schedules of work may prove to be more problematic but I recollect you having a priced document from DCC.The other figures in our letter remain as reported.I hope the additional fee hasn’t blown us out of the water!We look forward to hearing from you soon.Kind regards,Chris

From: John Reaney [mailto:xxxx@xxxx.xxx.xx] Sent: 25 July 2012 10:58To: Chris WilsonSubject: Re: OP129034 Rhyl Youth Action Group, RhylDear Chris,Thank you so much for your time last week and for the information you sent me earlier.I have been trying to find detailed drawings of the building works but have been unable to find anything. The only thing I have managed to do is access the planning permission information. This can be found at:http://planning.denbighshire.gov.uk/lg/GFPlanningSingleResult.page and then input the reference 45/2008/0839.

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I hope that helps and I realise that may have a bearing on your quote. If it needs revising I would be grateful if you could forward me the amended information for me to put before the Board of Directors.Best wishes,JohnJohn ReaneyProject ManagerRhyl Youth Action GroupTel: 01745 334500Mob: 07800 638564Email: xxxx@xxxx.xxx.xxThe information contained in this e-mail message and any files transmitted with it is intended solely for the use of the individual or entity to whom they are addressed. If you have received this e-mail in error please notify the sender immediately.From: Chris Wilson <xxxxx.xxxxxx@xxxxxxxxxxxxxxxxx.xx.xx>Date: Wednesday, 25 July 2012 10:23To: John Reaney <xxxx@xxxx.xxx.xx>Cc: Elinor Gray-Williams <xxxxxx.xxxxxxxxxxxxx@xxxxxxxxxxxxxxxxx.xx.xx>, Gwyn Roberts <xxxx.xxxxxxx@xxxxxxxxxxxxxxxxx.xx.xx>, Diane Griffiths <xxxxx.xxxxxxxxx@xxxxxxxxxxxxxxxxx.xx.xx>Subject: OP129034 Rhyl Youth Action Group, Rhyl25th July 2012Dear John,RHYL YOUTH ACTION GROUPFollowing our meeting and walkround last week, please find attached a pdf copy of our Fee Proposal letter and attachments. Hard copies will be posted out today.I hope we have interpreted your requirements correctly and trust that, given the scale of the works, you will find the proposal of interest.If there are any queries, please don’t hesitate in getting in touch.We look forward to hearing from you soon.Regards.Yours sincerely,For and on behalf Donald Insall Associates LtdC.S.Wilson

Cymdeithion Donald InsallY BecwsPool LaneConwyLL32 8PZ

Ffon: 01492 592 378Gwe: www.insall-architects.co.uk

Mae'r gwybodaeth a gynhwysir yn yr e-bost hwn ac unrhyw ffeiliau a drosglwyddir gydag o, wedi eu bwriadu yn unig ar gyfer pwy bynnag y cyfeirir ef ato neu atynt. Nid yw Cymdeithion Donald Insall yn derbyn unrhyw gyfrifoldeb yn dilyn camddefnydd o’r gwybodaeth yma.

The content of this e-mail and any associated material is for information purposes only and may also be confidential. Donald Insall Associates Ltd accepts no liability arising out of, or in connection with, the use or misuse of this data. Please consider the environment - think before you print

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Cymdeithion Donald InsallY BecwsPool LaneConwyLL32 8PZ

Ffon: 01492 592 378Gwe: www.insall-architects.co.uk

6. From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 09 March 2012 09:53To: Roberts, Wyn (Regeneration)Subject: Fw: RYAG

Attachments: 18311 Final Accounts 2011.pdf ----- Original Message ----- From: Wynne Randles To: Weller, Carole (Regeneration) Sent: Monday, February 13, 2012 9:33 AMSubject: Fw: RYAG

 ----- Original Message ----- From: Alistair Knox To: Wynne Randles Sent: Tuesday, December 06, 2011 4:46 PMSubject: RE: RYAG

Hi Wynne

Copy of RYAG accounts as requested.

Kind Regards

Alistair

7. From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 08 March 2012 09:11To: Roberts, Wyn (Regeneration); xxxx@xxxxxxxxxxxxxxxxxx.xxx.xxCc: Weller, Carole (Regeneration); John WatkinSubject: Fw: RYAGHi Wyn, I've just received this, which indicates it is not a certainty and will definitely not happen within the time frame James wants :-(  I would be very grateful of any support WAG could offer at this point.  RYAG do also have the lottery as an option but again this will take time which we do not have.Wynne ----- Original Message ----- From: Mark White

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To: 'Wynne Randles' Sent: Thursday, March 08, 2012 9:03 AMSubject: RE: RYAG

Hi Wynne

I have to say, we are some way from having a fully worked up proposal which addresses all the issues. What I want to do is get a presentation up the line to my Credit & Risk team but I am predicting that they will still have questions which will need to be addressed, not least around the reasons for the overspend on the redevelopment and the historic fallout from the situation with the previous project manager. I have to say as well, it may well be the case that the Bank will not feel able to support the proposals if it does not feel comfortable that the issues have been addressed and that RYAG’s long term future has been secured. Regrettably, that may take some time. Charity Bank is in the business of developing longer term relationships with the charities and social enterprises it supports and whilst £60,000 is not a large loan in the overall scheme of things, the Bank will always try to assist where and when it can but it cannot provide ‘quick fixes’, so to speak.

I am working on a submission, but I suspect it will be at least a few days before I get a response and, as indicated above, I suspect there will be more questions to answer. I am sorry I cannot be more positive at this stage and appreciate that there are pressing deadlines but these things take time to work through.

Kind regards

Mark

Mark White | Wales Funding OfficerCharity Bank WalesTelephone: 07766 735118

8. From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 09 March 2012 09:11To: Roberts, Wyn (Regeneration)Subject: Fw: RYAG

Attachments: LOAN REPAYMENT Ready Reckoner.docHi Wyn,Answer to Question 1.the email below is what terms we loosely discussed with the Charity Bank and as you can see the interest rates are high but hopefully we can negotiate a better deal.Wynne----- Original Message ----- From: Mark White To: 'Wynne Randles' Sent: Tuesday, February 28, 2012 12:11 PMSubject: RE: RYAG

Hi Wynne

I am still ploughing through the info you sent through. Apologies for the delay.

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Our normal interest rate would be 6.5% fixed so work on that assumption. For a loan like this, we might also look at doing the first 12 to 24 months as interest only. You might find the attached useful in calculating monthly repayments. We would also normally make a loan arrangement fee of between 1% and 2% of the total loan amount.

Hope that helps. Will try and speak with you tomorrow.

Kind regards

Mark

Mark White | Wales Funding OfficerCharity Bank WalesTelephone: 07766 735118

From: Wynne Randles [mailto:xxxxx@xxxx.xxx.xx] Sent: 27 February 2012 13:12To: Mark WhiteSubject: RYAG

Hi Mark, I'm still awaiting the return of the cash flow from DVSC but I wondered if you could please answer the following: What interest rate would the group be looking at on a loan of £60k? What repayment period would be acceptable? I'm in a meeting with WG and DCC tomorrow at 4pm and this information would be useful for that meeting.Thanks in advanceWynne

9. From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 05 March 2012 09:14To: Roberts, Wyn (Regeneration)Cc: Weller, Carole (Regeneration)Subject: Fw: RYAG ApplicationHi both, we'll be addressing/answering all the points below in the meeting on Wednesday, just an update as the money won't be available as soon as I expected.  Once we've had the meeting on Wednesday I'll update you further.elbhWynne----- Original Message ----- From: Mark White To: 'Wynne Randles' Sent: Friday, March 02, 2012 7:11 PMSubject: RYAG Application

Hi Wynne

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Picked up your message and was going to call you but thought it might be best to send an email outlining in detail where we are with this proposal. Thanks for all the attachments. The following issues need to be addresses before I can put a formal proposal forward to my Credit & Risk Department:

(1)    I was aware of Shane Owen’s departure from RYAG and the broad circumstances, but it’s clear from the correspondence that there has been rather more ‘fall-out’ from this. So, we would need to be clear on the following:

         the effect on the organisation’s finances          how that is being addressed?

(2)    The correspondence with Tudor Trust suggests there have been wider concerns about the composition of the board of directors – I would need much more background on what these concerns have been and how they have been addressed

         who are the current directors and their background?          what steps are being taken to make sure that this board does not repeat the

shortcomings in governance of the last members?

(3)    The Tudor Trust correspondence also mentions that RYAG’s cashflow position being “precarious” – what is the current position?

(4)    What stage is the company at in registering as a charity? I am aware from when I dealt with RYAG when I set up the WCVA CIF loans that the original trust was/is a registered charity and that the Newco was to register (in fact, I thought this had been done by now). What is the Charity Commission’s position and how is that affected by the issues raised in (1) and (2)?

(5)    Clearly, there is an outstanding tax liability and an arrangement has been made with HMRC – we would need to know:

         how this arose (PAYE? NI? corporation tax? a combination of all 3? etc)         what action have HMRC taken so far to recover this outstanding amount?         a copy of the terms of the arrangement with HMRC

(6)    The application form you have completed indicates that Unity Trust have declined to provide any finance – it says they “expressed reservations”. I am clearly doing the same but am trying to find a way through as I think we may be able to assist. What reservations did UTB express?

(7)    The £60K is required to cover redevelopment costs – is there a project plan I can see? How has this late funding requirement come about – was the funding not fully in place prior to the redevelopment starting? Or has some funding been pulled because of the situation with Shane etc? Or is it a cost overrun on the project plans?

(8)    The business plan is way out of date. I appreciate that management attention has been on sorting out the issues outlined above but how have the plans for RYAG changed since? How does the latest redevelopment fit in and how does the plans going forward address the issues which have been experienced last year?

(9)    I would need more info on the tenancy arrangements at Wellington Street

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(10)The forecasts are simple annual income and expenditure statements rather than detailed month by month forecasts of cash flow, profit & loss and balance sheets. Can you get support to ‘beef up’ the forecasts?

(11)I will need to see some historic financial information too – can I please have sight of the audited accounts for the last 3 financial years and management accounts from the last year end?

Sorry to go on at length Wynne, but you can see why I felt it was better to send you an email to mull over before we have a conversation. I really am keen to see if we can assist, particularly because I am well aware of the massive positive impact RYAG has had in Rhyl, but I don’t think this will happen quickly (i.e. not next week at least). It might also be worth considering whether Charity Bank takes over the existing WCVA CIF loans too, but we should take one step at a time at this stage. I would be happy to discuss over the weekend if you wanted and I will be around on Monday morning. As mentioned in my text message, I can set aside Wednesday to come up too if necessary.

Best wishes and kind regards

Mark

Mark White | Wales Funding OfficerCharity Bank Wales35, The Balcony, Castle Arcade, Cardiff CF10 1BXMobile: 07766 735118

10. From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 08 March 2012 13:10To: Roberts, Wyn (Regeneration)Subject: Fw: RYAG Budgets & Cash flow

Attachments: Copy of Projected cash flow 1.xls; Projected RYAG Budget 2012-15old xl.xls; RYAG Budget 2012-15 old xl.xls; Cashbook 11-12.xlsx; BusinessPlan March.docxThe business plan is still under review but this is the work in progress.----- Original Message ----- From: Wynne Randles To: Alun Jones Sent: Thursday, March 01, 2012 11:18 AMSubject: RYAG Budgets & Cash flow

Hi Alun & Matt, Thank you both for meeting with me today, I/RYAG have found it a very positive experience.  Please find attached the documents which we viewed/discussed today and thanks for explaining the cash flow spreadsheet to me :-) I will update you with any developments/progress that I make on the issues which we discussed.Thanks againelbhWynne

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11. From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 08 March 2012 13:16To: Roberts, Wyn (Regeneration)Subject: Fw: RYAG Budgets & Cash flow 2Hi Wyn,WCVA are happy with figures, I phoned him and answered his query, the staff costs in budget are the restricted income which include wages & employers contributions and that covered staffing for Project Manager, Asst. Manager, Parent & Toddler and Flying Start and in end of March we hear from Children in Need for Youth Cafe roles x 3.Wynne----- Original Message ----- From: Alun Jones To: 'Wynne Randles' Cc: Matthew Brown Sent: Monday, March 05, 2012 12:35 PMSubject: RE: RYAG Budgets & Cash flow

Wynne

I’ve had chance to study the figures in a bit more detail now and need 1 piece of clarification please.

In the forecasts for next year and beyond, I don’t quite understand how you have treated staff salaries as I can’t see any entries for those – is it the case that the restricted funds cover them all (including national insurance, etc.)? If that is so, how feasible is it for you to run for too long with your ‘property unfinished’ scenario – how much of your services can you deliver on a salary budget of £72.5kpa?

Maybe you could give me a call when you have had chance to consider.

Alun

Alun JonesProgramme Officer, Communities Investment Fund / Swyddog Rhaglen, y Gronfa Fuddsoddi GymunedolTelephone/Ffon: 029 2043 5766Fax/Ffacs: 029 2043 1701Minicom: 029 2043 1702Helpdesk / Lein Gymorth: 0800 2888 329xxxxxx@xxxx.xxx.xxwww.wcva.org.ukwww.volunteering-wales.net / www.gwirfoddolicymru.netP Please consider the environment - do you really need to print this email?Arhoswch! Meddyliwch am yr amgylchedd - oes angen argraffu'r ebost yma? 

From: Wynne Randles [mailto:xxxxx@xxxx.xxx.xx] Sent: 01 March 2012 11:19To: Alun JonesSubject: RYAG Budgets & Cash flow

Hi Alun & Matt, 

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Thank you both for meeting with me today, I/RYAG have found it a very positive experience.  Please find attached the documents which we viewed/discussed today and thanks for explaining the cash flow spreadsheet to me :-) I will update you with any developments/progress that I make on the issues which we discussed.Thanks againelbhWynne

12. From: Roberts, Wyn (Regeneration)Sent: 08 March 2012 14:29To: 'Wynne Randles'Subject: FW: RYAG Budgets & Cash flowWynne, Some questions from my finance colleague that require clarification.  Grateful for a response when you have had a chance to ponder Wyn 

Wyn RobertsCyfarwyddwr Rhaglen, Adfywio Arfordir Gogledd Cymru,  Adran Tai, Adfywio a ThreftadaethProgramme Director, North Wales Coast Regeneration,Department for Housing, Regeneration and Heritage e-bost / e-mail:  xxx.xxxxxxx@xxxxx.xxx.xxx.xx  

Ffon / Tel:  0300 062 5299Ffacs / Fax: 0300 062 5065Symudol / Mobile: 07769 883236 

Llywodraeth Cymru / Welsh Government, Sarn Mynach, Cyffordd Llandudno / Llandudno JunctionLL31 9RZ   

From: Morgan, Colin (Regeneration) Sent: 08 March 2012 14:26To: Roberts, Wyn (Regeneration)Subject: RE: RYAG Budgets & Cash flow

Hi Wyn I need to know the following; 

1. What are the terms of the proposed loan?

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2. Can RYAG send me a copy of their full published accounts to 31st March 2010?  I can only access abbreviated accounts.

3. Can RYAG confirm which row is the best indicator of cash in bank, i.e. Cashbook Balance?  If so can the opening balance be shown and formulae included to show how the Cashbook balance is derived?  Also why does the Cashbook Balance run out after Jan 2012? 

4. Has something gone wrong with the cash flow for 2012/13 as this shows an increasing deficit?  This also doesn't appear to make sense when compared to the 2012/13 budget.

5. Can RYAG confirm what agreed bank overdraft facility they have?6. Have RYAG included in the Cashflow the cost of a Project and Assistant manager as

outlined in their proposal?

regardsColin 

Colin Morgan Cyfarwyddiaeth Adfywio/ Regeneration DirectorateDyfodol Cynaliadwy /  Sustainable FuturesLlywodraeth Cymru / Welsh Government

Tel / Ffon – 0300 062 5297 Mobile / Sym – 07875604139 Sarn Mynach, Llandudno Junction, LL31 9RZ

13. From: Roberts, Wyn (Regeneration)Sent: 09 March 2012 12:39To: 'xxxxx@xxxx.xxx.xx'Cc: Morgan, Colin (Regeneration)Subject: Fw: RYAG Budgets & Cash flowWynne

Further to my phone call just now, Colin has had an opportunity to look at what you have supplied but has concerns about your cashflow and RYAG's understanding of how to show the cashflow in a robust and coherent format. His comments are attached.

Suggest you talk to DVSC as soon as you can so that you can obtain some help to address Colin's issues.

Regards

Wyn O / From Blackberry Ffon Symudol / Mobile Phone : 07769883236

From: Morgan, Colin (Regeneration) To: Roberts, Wyn (Regeneration) Sent: Fri Mar 09 11:09:51 2012Subject: RE: RYAG Budgets & Cash flow

Hi Wyn

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 I think the answers below indicate that RYAG do not fully understand the Cashflow.  The cashflow has more of a historic bias and appears to be used to balance the cash book, rather than a forward looking tool to identify actual cash surplus's and deficits.  This is especially important if RYAG do not have an overdraft facility.  Some of the terminology used in the cashflow is confusing e.g. restricted and unrestricted surpluses and deficits rather than what is the estimate of cash in the bank in any future month - I doubt the bank will care whether amounts in the account come from grant (restricted) sources or not.  I can probably unravel all of this given time, but I shouldn't have to.  This is a basic management tool for the running of any business that key managers need to thoroughly understand.  For that reason the terminology needs to be clear to non finance professionals. As a starting point it should use cash in bank as the opening balance and from there clearly itemise income and expenditure going in and out in any period ending up with a forecast cash in bank in any one period. RYAG need to be in a position to produce a clearly understood cashflow internally for internal management review and control purposes - not because we have requested it.  Simply put 'Cash is King'.  It shouldn't take a finance professional to do this, indeed it is probably better that it doesn't come from a finance person but rather key management within RYAG - afterall if they have put it together it should be clearly understood and more likely useful to them as a key (if not the key) management tool.  Until this happens I cannot back a recommendation to put more money into RYAG. regardsColin   

Colin Morgan Cyfarwyddiaeth Adfywio/ Regeneration DirectorateDyfodol Cynaliadwy /  Sustainable FuturesLlywodraeth Cymru / Welsh Government

Tel / Ffon – 0300 062 5297 Mobile / Sym – 07875604139 Sarn Mynach, Llandudno Junction, LL31 9RZ

14. From: Wynne Randles <xxxxx@xxxx.xxx.xx> To: Roberts, Wyn (Regeneration) Cc: John Watkin <xxxx@xxxx.xx.xx> Sent: Fri Mar 09 09:49:27 2012Subject: Re: RYAG Budgets & Cash flow

Hi Wyn, I've answered what I can in red underneath the questions below----- Original Message ----- From: Roberts, Wyn (Regeneration) To: Wynne Randles Sent: Thursday, March 08, 2012 2:28 PMSubject: FW: RYAG Budgets & Cash flow

Wynne,

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 Some questions from my finance colleague that require clarification.  Grateful for a response when you have had a chance to ponder Wyn 

Wyn RobertsCyfarwyddwr Rhaglen, Adfywio Arfordir Gogledd Cymru,  Adran Tai, Adfywio a ThreftadaethProgramme Director, North Wales Coast Regeneration,Department for Housing, Regeneration and Heritage e-bost / e-mail:  xxx.xxxxxxx@xxxxx.xxx.xxx.xx  

Ffon / Tel:  0300 062 5299Ffacs / Fax: 0300 062 5065Symudol / Mobile: 07769 883236 

Llywodraeth Cymru / Welsh Government, Sarn Mynach, Cyffordd Llandudno / Llandudno JunctionLL31 9RZ   

From: Morgan, Colin (Regeneration) Sent: 08 March 2012 14:26To: Roberts, Wyn (Regeneration)Subject: RE: RYAG Budgets & Cash flow

Hi Wyn I need to know the following; 

1. What are the terms of the proposed loan? email sent detailing possible terms of loan from Charity bank

2. Can RYAG send me a copy of their full published accounts to 31st March 2010?  I can only access abbreviated accounts. emailed the last 2 years accounts

3. Can RYAG confirm which row is the best indicator of cash in bank, i.e. Cashbook Balance?  If so can the opening balance be shown and formulae included to show how the Cashbook balance is derived?  Also why does the Cashbook Balance run out after Jan 2012? It ran out in Jan because it was completed in Feb and we didn't have final data to input until the month had finished.  The cashbook and cashflow spreadsheets were put together originally by dvsc accountant and to be honest I do not understand the formulas used, but wcva seemed to understand it.  I questioned the deficit with wvca and they said it wasn't a worry, so I can't really explain but I'm copying in John Watkin as he's been working on this in his own time and might have time to give an answer.

4. Has something gone wrong with the cash flow for 2012/13 as this shows an increasing deficit?  This also doesn't appear to make sense when compared to the 2012/13 budget. As above.

5. Can RYAG confirm what agreed bank overdraft facility they have? We do not currently have an overdraft facility.

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6. Have RYAG included in the Cashflow the cost of a Project and Assistant manager as outlined in their proposal? Yes line 7 on the cashflow shows Asst manager post.

regardsColin 

Colin Morgan Cyfarwyddiaeth Adfywio/ Regeneration DirectorateDyfodol Cynaliadwy /  Sustainable FuturesLlywodraeth Cymru / Welsh Government

Tel / Ffon – 0300 062 5297 Mobile / Sym – 07875604139 Sarn Mynach, Llandudno Junction, LL31 9RZ

15. From: Wynne Randles [mailto:xxxxx@xxxx.xxx.xx] Sent: 16 May 2012 09:15To: Weller, Carole (Regeneration)Cc: James CuthillSubject: RYAG

Hi Carole & James, I went through the files that I have here and have some data which can be put in a spreadsheet to explain the over spend/extra work carried out to explain why another £80k is needed to complete the building and I then phoned James who then came down to help me.  He has asked if he can phone you on Thursday to clarify what exactly is needed so that he/we can give you the correct information in the correct layout to meet your needs. I have copied James into this email so that he knows what I've explained and he is kept in the loophole, as he has greater knowledge on the over spend etc. Thanks again for all the supportelbhWynne

16. From: Wynne Randles [mailto:xxxxx@xxxx.xxx.xx] Sent: 14 February 2012 13:23To: Weller, Carole (Regeneration)Subject: Occupiers & Service Users

Hi Carole, please find the attached word doc, which gives a basic breakdown of the income etc.  If you require any further information please do not hesitate

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elbhWynne

RYAG

Current Occupiers & £ pa Prince’s Trust = £11442

A4E= £26808

Want 2 Work= £3120

Rathbone= £8000

Remploy = £1200

Nacro = £13260

Ground Works/other = £2400

Service Users Parent & Toddler Group 9-11.30 Mon-Friday & 15-20 parents/children per session

Flying Start 12-3pm Mon-Friday & 5-9 children per session

Youth Cafe 5-9pm Tues-Saturday & 240+ new members this year, 30-40 users per

night

Infoshop 20hrs a week & 100+ active users this quarter

Sign posting/Support 9am-9pm 5 days a week & numerous people drop in every

week

17. From: Wynne Randles [mailto:xxxxx@xxxx.xxx.xx] Sent: 13 February 2012 09:34To: Weller, Carole (Regeneration)Subject: Fw: RYAG

 ----- Original Message ----- From: Alistair Knox To: Wynne Randles Sent: Tuesday, December 06, 2011 4:46 PMSubject: RE: RYAG

Hi Wynne

Copy of RYAG accounts as requested.

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Kind Regards

Alistair

18. From: John Reaney [mailto:xxxx@xxxx.xxx.xx] Sent: 13 August 2012 14:45To: Weller, Carole (Regeneration)Subject: RYAG Building Work quote

The final quote information

John ReaneyProject ManagerRhyl Youth Action Group

Tel: 01745 334500Mob: 07800 638564Email: xxxx@xxxx.xxx.xx

From Rob Chambers [xxxxxx.xxxxxxxx@xxxxxxxxx.xxx]

To xxxx@xxxx.xxx.xx

Dear John,

We have now gained access to most of the planning documents.  In the main, these are very basic, and as such we are essentially starting from a point of no, or very limited, information.  This makes it extremely difficult to give you a fixed fee to oversee the completion of the remaining works.  However I realise that you need to understand the likely level of cost, which I’ve set out below.

Initially we would need to undertake a detailed survey of the existing, in terms of spaces, structure, services etc.  This would then be used to determine the precise scope of works that needs to be completed.  I would anticipate that this would necessitate the following scope of works:

Undertake Site Survey (2 days, plus 1 day to schedule conclusions) (Architect @ £450 per day) = £1,350.00

Allowance for M&E and Structural Assessments (similar timescales) c. £2,000.00 (NB this is an allowance, and we would need to obtain quotes if we are to appoint the engineers).

As we do not fully understand what the above will uncover, and consequently what needs to be designed, I can only suggest a percentage fee.  Assuming the level of work is similar to that discussed at our meeting (c. £120,000), we would anticipate that a full-design is going to be required for those elements, plus an allowance for integration with the existing.  In terms of our (architectural) services to prepare designs to achieve completion, I believe we would be looking at a fee of c. 8% of the contract sum (giving a fee of c. £9,600 on a construction budget of £120,000) All figures exclude VAT, but include an allowance for reasonable expenses.  In addition, structural and mechanical/electrical input will be required, plus CDM co-ordination (unless Denbighshire could provide some of these

22

services).  I don’t believe we could give a true fee quote, however, until the initial survey work had been completed because of the lack of information available.

As an aside, if RYAG have paid Shepherd Meyers up to the current stage (you thought they were appointed directly by RYAG?), then you are entitled to use their information to implement the project.  Even if they are not being engaged going forward it would be worth contacting them to ask for a full copy of all documents issued for construction and subsequent instructions, as it may well shed more light on the current situation, and significantly reduce the fees and associated costs.  It would certainly be worth asking the question.

Apologies for not being more specific, but as discussed it is extremely difficult to quantify when the scope of works remaining to be completed is indeterminate.

If you would like to discuss anything please do not hesitate to give me a call.

Kind regards

Rob

ROBERT CHAMBERSBA(Hons), BArch, ADPP, RIBA, AABC.

Associate

Dear John

Many thanks for meeting this morning.  As discussed we are keen to assist if possible, but it is key to understand what information is available and the situation with regards to key consents etc.

In terms of information available:

What we reviewed this morning is very basic indeed and doesn’t look like a tender package.  We would need to have sight of the construction issue drawings, specifications and schedules to understand the level of detail provided (and consequently how design responsibility would be split when you appoint a consultant to take the project forward.  This will need to include structural, mechanical and electrical drawings and specifications.  (it would be helpful to know who the engineers were).

Have all the planning conditions been resolved? (ideally we would need to see the application/approval and the associated conditions of approval).

Has building regulations approval been achieved, and if so what remains to be resolved in terms of conditions/outstanding information. (we would need to review what has been built in relation to the application too.  We would suggest that an early meeting with the relevant building inspector would be essential.

Are there any requirements of the funders which need to be considered or resolved.  For example BREEAM (BRE Environmental Assessment Method), and their associated status in terms of agreement – we’ve found BREEAM is often a requirement of European and Welsh Government grant aid.  It would be worth making sure.

Assuming the construction issue drawings and specifications are located we would need these (ideally) in editable format – i.e. AutoCAD or similar.

As discussed work would need to start with a detailed assessment, of the existing building and the level of completion – we would need to appoint services and

23

structural engineers to assess these aspects too to ensure that we could design/complete the works to a suitable standard.

I hope the above doesn’t appear too daunting, but in order to be able to give you a proper fee proposal (rather than time charges) to take the project forward to completion we need to understand the above in more detail.  In the mean-time if you want to discuss anything please do not hesitate to give me a call.   Also, if you would like to visit our project at the recently completed Florence Institute in Liverpool do let me know – I think there are great similarities between the aims of the organisations and the way the Florence Trust is balancing revenue income with their outreach, youth and community activities.

Kind regards

Rob

ROBERT CHAMBERSBA(Hons), BArch, ADPP, RIBA, AABC.

Associate

19. From: Wynne Randles [mailto:xxxxx@xxxx.xxx.xx] Sent: 13 February 2012 09:31To: Weller, Carole (Regeneration)Subject: Fw: RYAG Communities Investment Fund

Hi Carole, attached are the two outstanding loans that we have with WCVA and I will forward you the other information requested shortly.  I can email you all the requested documents if you do not need to come down? A massive thanks for your help on thiselbhWynne----- Original Message ----- From: Wynne Randles To: Alistair Knox Cc: xxxx@xxxxxxx.xx.xx Sent: Tuesday, November 22, 2011 10:24 AMSubject: Fw: RYAG Communities Investment Fund

 ----- Original Message ----- From: Geoff Jones To: 'xxxxx@xxxx.xxx.xx' Sent: Friday, June 10, 2011 1:44 PMSubject: RYAG Communities Investment Fund

Wynne,

Further to our telephone conversation, I attach as requested a copy of the original loan agreement(s) between RYAG and Communities Investment Fund. As you will see there are two loans one of £207k and the other of £43k. They both have a 25 year term and the current balances are as follows £187,168.33 and £42,998.69 respectively. Page 10 of the

24

agreements gives a schedule with the breakdown of all the relevant information.

We wrote to you on 20th May confirming the change in monthly repayments in line with the original agreement.

If you have any queries or require any further information please contact me. On another matter, I am in Rhyl on Monday 4th July and think that it would be useful for us to meet. Are you available on this date? If that date is not suitable for you perhaps we could agree an alternative.

I look forward to hearing from you.

Regards

Geoff

Geoff Jones

 Programme Officer, Communities Investment Fund

Swyddog Rhaglen, y Gronfa Fuddsoddi Gymunedol

Mobile: 07872 912187 Tel/Ffon: 029 2043 1758 E-mail/E-bost: xxxxxxxxxx@xxxx.xxx.xxwww.wcva.org.uk                                 

PPlease consider the environment - do you really need to print this email?

 Arhoswch! Meddyliwch am yr amgylchedd - oes angen argraffu'r ebost yma ?

20. From: Wynne Randles [mailto:xxxx@xxxxxxx.xx.xx] Sent: 20 February 2012 12:46To: Weller, Carole (Regeneration)Cc: Roberts, Wyn (Regeneration)Subject: RE: RYAG Update

Hi,

Sorry Carole, I must have misunderstood, I thought you told me that RYAG need to find the money to pay off the creditor/James and you/WG would pay for the building to be finished.  I've been telling wcva/charity bank etc. that we need to loan £60k, if this is not the figure, I need to know, as we could end up borrowing not enough and end up with the building still unfinished.  We can only rent space out in the building if it is dda compliant/completed.elbhWynne

25

Subject: RE: RYAG UpdateDate: Mon, 20 Feb 2012 12:21:37 +0000From: xxxxxx.xxxxxx@xxxxx.xxx.xxx.xxTo: xxxx@xxxxxxx.xx.xxCC: xxx.xxxxxxx@xxxxx.xxx.xxx.xx

Wynne I'm glad to hear that you are investigating into solutions to service a loan.  I cannot confirm however, that WG or anyone else would be able to finance the money to complete the building.  There are still several things that need to be looked at and potential funding sources other than ourselves that would have to be approached as we have already invested a significant amount of money into the building. Regards. Carole Carole Weller Regeneration Manager / Rheolydd Adfywio Regeneration Directorate / Cyfarwyddiaeth Adfywio Department Environment Sustainability & Housing - Sustainable Futures / Adran yr Amgylchedd, Cynaliadwyedd a Thai Dyfodol CynaliadwyWelsh Government / Llywodraeth Cymru Fax 0300 062 5065 Direct Line/Llinell Union: 0300 062 5306 Mobile/Ffon Symudol: 07917 531670 E-mail/E-bost xxxxxx.xxxxxx@xxxxx.xxx.xxx.xx Welsh Government, Sarn Mynach, Llandudno Junction,  LL31 9RZ Llywodraeth Cymru, Sarn Mynach, Cyffordd Llandudno, LL31 9RZ   

From: Wynne Randles [mailto:xxxx@xxxxxxx.xx.xx] Sent: 20 February 2012 11:33To: Weller, Carole (Regeneration)Subject: RYAG Update

Hi Carole,

I spoke with Matthew Brown WCVA and unfortunately they are unable to loan RYAG any further because we've already had their limit of £250k, but he gave me a contact Mark White to try in the Charity Bank, whom I'm waiting to get back to me.  We are also submitting a bid with the Lottery in the hope that they could fast track and we could then use to pay back a bank/other creditor.  Could you also clarify for me that WG will fund the completion of the building £85500 and RYAG have to loan/get £60k?Also you will have a copy of the cash flow very soon, we're expecting it back from DVSC very soon.Thanks in advance

26

elbhWynne

21. From: Roberts, Wyn (Regeneration)Sent: 11 May 2012 11:10To: 'Wynne Randles'Cc: Weller, Carole (Regeneration)Subject: RE: Business PlanThanks Wynne, However while the structure outlined is fine, the document needs to be completed before I can send on to the team in Cardiff.  I note your request for the Directors to assist asap below. Ideally, we need a complete draft by Tuesday morning since there is a video conference now scheduled for early that afternoon. If that isn't possible, then it would still be worth trying to get it in to us well in advance of the first week of June if at all possible Many thanks Wyn     Wyn RobertsCyfarwyddwr Rhaglen, Adfywio Arfordir Gogledd Cymru,  Adran Tai, Adfywio a ThreftadaethProgramme Director, North Wales Coast Regeneration,Department for Housing, Regeneration and Heritage e-bost / e-mail:  xxx.xxxxxxx@xxxxx.xxx.xxx.xx  

Ffon / Tel:  0300 062 5299Ffacs / Fax: 0300 062 5065Symudol / Mobile: 07769 883236 

Llywodraeth Cymru / Welsh Government, Sarn Mynach, Cyffordd Llandudno / Llandudno JunctionLL31 9RZ   

22. From: Wynne Randles [mailto:xxxxx@xxxx.xxx.xx] Sent: 22 May 2012 09:15To: Roberts, Wyn (Regeneration)Cc: Morgan, Colin (Regeneration)Subject: Re:

Hi Wyn, No Carole did not request this information but here it is: 

27

1.  The opening balance on 1st April was £351.182.  The cash flow did not include a repayment plan to repay James/WG as we intend to take a payment holiday from WCVA Loan for 12/18 months to repay the debt.   I hope this is enough, but if you need anything else please do not hesitate to ask.  I will be ringing the new Project Manager this morning to tell him of his appointment and I'll be forwarding you his contact details once he has accepted the post.  I start a new role with Action For Children form the 1st of June but I will be still very much involved as a board member and I am on the same contact number should you or anyone needs me.  . elbhWynne

----- Original Message ----- From: Roberts, Wyn (Regeneration) To: Wynne Randles Cc: Morgan, Colin (Regeneration) Sent: Monday, May 21, 2012 5:29 PM

Hi Wynne, Don't know whether Carole asked for this information last week (she is now away on holiday for a couple of weeks) but I need a couple more nuggets of information:- 1) The cashflow does not show an opening cash balance (i.e. opening bank balance at 1st April 2012). Can you provide please? 2) Can you confirm that either the repayment of the debt to xxxxxx, or the repayment of any loan made by WG is included in the cashflow?  Thanks Wynne Wyn

Wyn RobertsCyfarwyddwr Rhaglen, Adfywio Arfordir Gogledd Cymru,  Adran Tai, Adfywio a ThreftadaethProgramme Director, North Wales Coast Regeneration,Department for Housing, Regeneration and Heritage e-bost / e-mail:  xxx.xxxxxxx@xxxxx.xxx.xxx.xx  

Wyn RobertsCyfarwyddwr Rhaglen, Adfywio Arfordir Gogledd Cymru,  Adran Tai, Adfywio a ThreftadaethProgramme Director, North Wales Coast Regeneration,Department for Housing, Regeneration and Heritage e-bost / e-mail:  xxx.xxxxxxx@xxxxx.xxx.xxx.xx  

Ffon / Tel:  0300 062 5299Ffacs / Fax: 0300 062 5065Symudol / Mobile: 07769 883236 

Llywodraeth Cymru / Welsh Government, Sarn Mynach, Cyffordd Llandudno / Llandudno Junction

28

LL31 9RZ   

 23. From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 08 February 2012 11:34To: Roberts, Wyn (Regeneration); John WatkinCc: Weller, Carole (Regeneration); xxxx@xxxxxxxxxxxxxxxxxx.xxx.xxSubject: Re: Final demandHi Wyn, we have spoken to Unity Trust Bank and WCVA.  The worries from the board and the bank are that we cannot finance the repayments of any loan due to paying debts to HMRC etc..  The directors are currently looking at service closures and possible redundancies to help make ends meet.  We would like to be expanding provisions for the many service users not reducing them, but the problems we have inherited are causing real problems for the group and the only possible way we have of generating more income is to rent out office space upstairs, but obviously this can't happen until the building is finished.   Wynne  ----- Original Message ----- From: Roberts, Wyn (Regeneration) To: Wynne Randles Cc: Weller, Carole (Regeneration) Sent: Wednesday, February 08, 2012 11:20 AMSubject: RE: Final demand

Wynne, Which banks have you been in contact with for assistance? Some banks are more community minded than others. Have you been in touch with the Wales Co-Op at all?  Wyn  

24. From: Roberts, Wyn (Regeneration)Sent: 22 June 2012 14:38To: 'John Reaney'Subject: RE: Following our conversationThanks John. I will now complete a submission for the Minister to consider the required additional funding to assist RYAG in completing the Hub construction project at 1 Elwy Street, Rhyl. I would hope to have a formal response for you within the next week to ten days so that the remaining project work can be planned tendered and let as soon as possible. Regards

29

Wyn  Wyn Roberts Cyfarwyddwr Rhaglen, Adfywio Arfordir Gogledd Cymru,  Adran Tai, Adfywio a Threftadaeth Programme Director, North Wales Coast Regeneration, Department for Housing, Regeneration and Heritage  e-bost / e-mail:  wyn.roberts@ cymru.gsi.gov.uk / wyn xxxxxxx@xxxxx.xxx.xxx.xx  

Ffon / Tel:  0300 062 5299 Ffacs / Fax: 0300 062 5065 Symudol / Mobile: 07769 883236    Llywodraeth Cymru / Welsh Government, Sarn Mynach, Cyffordd Llandudno / Llandudno Junction LL31 9RZ 

25. From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 31 May 2012 12:32To: Roberts, Wyn (Regeneration)Subject: Re: RYAGHi Wyn, that's a relief then that no further information is needed :-)  I'm attending the board meeting tonight and wondered if you could give me a rough timescale on when a decision could be reached please?Thanks in advanceelbhWynne----- Original Message ----- From: Roberts, Wyn (Regeneration) To: Wynne Randles Sent: Wednesday, May 30, 2012 4:31 PMSubject: RE: RYAG

Hi Wynne, Thanks for this. The request for information came as I understand from a VC meeting held a fortnight or so ago (I wasn't present) with colleagues in Cardiff so that we could justify that sort of figure to the Minister as being the level of funding required to finish the hub.    However, I have since explained that the sum that has previously been mentioned as being required to complete the Hub comes from the Auditor's report from last December and is around £80k.  Having said that, I haven't received anything from James but to be honest I have supplied the centre with enough information at this stage and I'm not looking for any further figures.  Thanks Wynne Wyn

30

Wyn RobertsCyfarwyddwr Rhaglen, Adfywio Arfordir Gogledd Cymru,  Adran Tai, Adfywio a ThreftadaethProgramme Director, North Wales Coast Regeneration,Department for Housing, Regeneration and Heritage e-bost / e-mail:  xxx.xxxxxxx@xxxxx.xxx.xxx.xx  

Ffon / Tel:  0300 062 5299Ffacs / Fax: 0300 062 5065Symudol / Mobile: 07769 883236 

Llywodraeth Cymru / Welsh Government, Sarn Mynach, Cyffordd Llandudno / Llandudno JunctionLL31 9RZ   

From: Wynne Randles [mailto:xxxxx@xxxx.xxx.xx] Sent: 30 May 2012 16:06To: Roberts, Wyn (Regeneration)Subject: Re: RYAG

Hi Wyn, I'm gob smacked he told me on the phone yesterday that he'd sent you to versions of a spreadsheet which detailed the overspend.  Reading between the lines I think that he must be having trouble justifying the extra costs.   I've attached a spreadsheet that I drafted from the Auditors report which detailed the extra works that they recorded, but when I showed James this he said that there is much more to be added, but I wonder about that as he kept trying to incorporate the prolongation figure into it even though that is a separate issue and debt. I'll speak to James and ask can he resend you the data that he's produced and see what he says and I'll keep you updated.elbhWynne----- Original Message ----- From: Roberts, Wyn (Regeneration) To: Wynne Randles Sent: Wednesday, May 30, 2012 1:21 PMSubject: RE: RYAG

Hi Wynne No - haven't received anything from James re the overspend? Wyn 

Wyn RobertsCyfarwyddwr Rhaglen, Adfywio Arfordir Gogledd Cymru, 

31

Adran Tai, Adfywio a ThreftadaethProgramme Director, North Wales Coast Regeneration,Department for Housing, Regeneration and Heritage e-bost / e-mail:  xxx.xxxxxxx@xxxxx.xxx.xxx.xx  

Ffon / Tel:  0300 062 5299Ffacs / Fax: 0300 062 5065Symudol / Mobile: 07769 883236 

Llywodraeth Cymru / Welsh Government, Sarn Mynach, Cyffordd Llandudno / Llandudno JunctionLL31 9RZ   

From: Wynne Randles [mailto:xxxxx@xxxx.xxx.xx] Sent: 30 May 2012 12:07To: Roberts, Wyn (Regeneration)Subject: RYAG

Hi Wyn, I spoke to James yesterday and he informed me that he's sent you two draft documents showing the overspend but he is awaiting any feedback prior to sending them to me.  Is what he's supplied sufficient and are RYAG any closer to finding out if WG can help? Thanks in advanceelbhWynne

26. From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 12 June 2012 17:57To: Roberts, Wyn (Regeneration)Subject: Re: RYAGHi Wyn,answers below in Red.----- Original Message ----- From: Roberts, Wyn (Regeneration) To: Wynne Randles Sent: Tuesday, June 12, 2012 5:35 PMSubject: RYAG

Wynne,

I understand that Carole has been in touch re: the new RYAG structure and John Reaney's CV as well as what steps if any you have taken to try and recover compensation from the architect that produced the initial faulty designs that are now costing you/us more money. If you haven’t pursued the architect, can you explain why not?  I've emailed Chris & James to get their points as it was them who advised me that there wasn't much/any chance of it due to his fall out with the former project manager and RYAG not paying him all his was owed, is what James told me.

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I appreciate that I'm asking for a lot of additonal info. but without answers I'll struggle to take this further. I'm being asked a lot of questions by our senior management and many of the answers lie with yourselves.

1) If the £80k required to complete the HUB building is to be made available, how would you proceed to move forward with the work? (i.e. what would happen next?).

We would put it out to tender and the board would decide which option/builder was best and appoint a project manager to over see all works.

2) Are you sure £80k would cover it? The remainder of the work needs to be accurately costed now since there would be no chance whatsoever of any more being made available !!!

The qoutes form the tender process would give us a more accurate costing and I will action this upon your say so.  We have a list of work to be completed in the QS report so this would give us a good starting point.

3) Would James Cuthill be asked to complete the work and how will you ensure that JCCPM are better managed this time? Do you intend to have an independent surveyor to check all the work?

I would like james to complete the areas that he's been paid for but not completed to the required standard; leak in A4E area from new build roof, steel cladding which fell off in the wind. James will be able to tender for the jobs the same as any other person but phase 1 went 6months over time and over budget and phase 2 is not worth mentioning ;-) but he has the same chance as any one.  

The yet to be appointed building project manager would check the works and he may use a surveyor to do this.

Grateful if you could consider these and come back to me.

Thanks

Wyn

Wyn Roberts Cyfarwyddwr Rhaglen, Adfywio Arfordir Gogledd Cymru,  Adran Tai, Adfywio a Threftadaeth Programme Director, North Wales Coast Regeneration, Department for Housing, Regeneration and Heritage  e-bost / e-mail:  xxx.xxxxxxx@xxxxx.xxx.xxx.xx  

Ffon / Tel:  0300 062 5299 Ffacs / Fax: 0300 062 5065 Symudol / Mobile: 07769 883236    Llywodraeth Cymru / Welsh Government, Sarn Mynach, Cyffordd Llandudno / Llandudno Junction LL31 9RZ 

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27 From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 13 March 2012 13:50To: Roberts, Wyn (Regeneration)Subject: Fw: Fw: Fw: Rhyl Youth Action GroupA bit of positive news for RYAG :-)  ----- Original Message ----- From: xxx@xxxxxxxxxxxxxxxxxxxx.xx.xx To: Wynne Randles Sent: Tuesday, March 13, 2012 1:43 PMSubject: re: Fw: Fw: Rhyl Youth Action Group

Wynne

OK, I will do it on the next return at the end of this month.

Kind regards

Rob

From: "Wynne Randles" <xxxxx@xxxx.xxx.xx>Sent: 13 March 2012 09:46To: xxx@xxxxxxxxxxxxxxxxxxxx.xx.xxSubject: Fw: Fw: Rhyl Youth Action Group

 ----- Original Message ----- From: Jill Church To: Wynne Randles Sent: Tuesday, March 13, 2012 9:44 AMSubject: RE: Fw: Rhyl Youth Action Group

Hi WynneYou can confirm to Mr Jones that if he raises a VAT only credit note to RYAG for the £7752.50, attaches the form VAT1614D to it for future reference he can then include that credit note in the VAT summary of the next VAT Return he submits to HMRC. If that was the only entry on his Return he would receive refund from HMRC to enable him to reimburse RYAG.He probably will have other entries on his Return, depending on his business activities within that quarter, but the net result will be that he either receives £7752.50 more of a refund or he pays HMRC £7752.50 less than he would have done otherwise, so the funds to reimburse RYAG will be in his bank account one way or another.He will not be out of pocket at all.Regards, Jill

Jill ChurchSage & Company Business Advisors Ltd102 Bowen Court, St Asaph Business Park, St Asaph, LL17 0JE Tel: 01745 586360; Fax: 01745 586370

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28. From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 13 April 2012 09:29To: Roberts, Wyn (Regeneration)Cc: Weller, Carole (Regeneration)Subject: RYAGHi Carole & Wyn, I've sent you a fax this morning which is a letter which I have received from the Tudor Trust confirming the release of funds to appoint a new Project Manager.  I was going to be advertising the position today but I thought it would be wiser to see what the Minister decides on Monday.  I would hate for the group to appoint and then find out the group would have to fold and therefore I'm hoping that the letter gives reassurance to the Minister that National Organisations still think RYAG is worth the investment and will have new people to lead the organisation. On the subject of new people I had a very positive meeting with Tim Feak the Diocesan Under 25's Officer and Tracy White the Funding & Parish Support Officer, who were in their words "blown away by all the great work RYAG does" and they are certainly going to be supporting/working with the group in the future in various capacities.  Tim is speaking to various people (Bankers, Accountants & Lawyers) to get the Board strengthened and also looking at ways we can work together with Under 25's.  Tracey's main role is funding and she is going to support the group in accessing further funding etc. and using RYAG as a venue for future Diocesan activities. I hope the above gives greater assurance to the Minister and you both as well.  I know you have both been working extremely hard to help RYAG and that has given me strength and reassurance that RYAG is providing much needed services in the richest ward in Wales ;-) LoL, I just thought it would be nice to dream/write something different about the West Ward of Rhyl.  regardless of Monday's outcomethanks againelbhWynne

29. From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 14 May 2012 12:44To: Roberts, Wyn (Regeneration)Cc: Weller, Carole (Regeneration)Subject: RYAG Business Plan

Attachments: BusinessPlan V11.docxHi Carole & Wyn, please find attached the completed business plan for RYAG.Good luck for tomorrowelbhWynne

30 From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 09 March 2012 14:37

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To: Roberts, Wyn (Regeneration)Cc: xxxx@xxxxxxxxxxxxxxxxxx.xxx.xxSubject: RYAG cashflow 12-13

Attachments: RYAG simplified cashflow.xlsxHI Wyn, please find attached a simplified cashflow which I completed and understand.  All calculations are with out the completion of upstairs and I have not included any money owed to ryag which are listed on the proposal form.Just going to get kids form school but please phone me for any info needed, as said in meeting we looking at 4k loss but that with out any other expected income/funding included, as funding bids now include full costs recovery this would help bring down deficit, nor does it include payment holiday etc.. Wynne

31. From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 12 March 2012 12:05To: Roberts, Wyn (Regeneration)Cc: Morgan, Colin (Regeneration)Subject: Re: RYAG cashflow 12-13

Attachments: RYAG simplified cashflow.xlsxHi Wyn, I've updated the cash flow to 2015 and I've been very realistic on the rental quotes, I thought it safer to put the minimal expected income rather that the max.  The funding/organisations/jobs which I've wrote in red are because we are either waiting for funding to be confirmed or leases to be signed upon completion of upstairs.I haven't added 5% increase to our income or outgoings as this is all ready evidenced in the budget & projected budget forecasts.  I hope this answers all questions and hopefully as said these are worst case figures and actuals will hopefully be higher on the income side of things.  Also money from future grants Thomas Howell and big lottery etc. all have FCR which will contribute to running costs etc.elbh

Wynne

32. From: Wynne Randles [xxxxx@xxxx.xxx.xx]Sent: 30 April 2012 13:08To: Weller, Carole (Regeneration); Roberts, Wyn (Regeneration)Cc: Mike Williams; John WatkinSubject: RYAG Going Forward

Hi all, I just wanted to inform you all that Children in Need have today confirmed restricted funding for the Youth Cafe staff for another 2 years :-)  That's two national funders now, Children in Need and Tudor Trust that are giving real financial investment in RYAG going forward and being able to carry on the great ground work that it does :-)   All the group needs now is the Minister to show WG support for RYAG too and possibly help the group without piling on more debt, which as you know ryag can ill afford.  I really hope he can support the group in sorting the debt to the old builder and if possible the remainder of the works or at least the disabled access to it, so at least we could generate extra rental income.

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 Thanks in advanceelbhWynne ps.  sorry for all the smiley faces but I feel like I've swallowed a coat hanger because of Pudsey ;-) 

From: John Reaney [mailto:xxxx@xxxx.xxx.xx] Sent: 04 September 2012 11:14To: Roberts, Wyn (Regeneration)Subject: Rhyl Youth Action Group

Dear Wyn,

I do hope you had a good holiday / break and feel refreshed. I'm sure hearing from me won't help!

The Board of Directors has appointed Purcell's as the project managers for the completion of the building works. I am meeting with them again on Thursday when they attend our next Board meeting. We hope that will begin the tendering process to identify an appropriate contractor to undertake the works.

I hope you received the email from Alun Jones at WCVA setting out the terms of the loan agreement that will, thankfully, deal with our HMRC arrears. Alun is dealing with the payment holiday issue to allow us to also deal with paying Xxxxxx Xxxxxx. I have already made the first payment on the agreement with him, and he is being extremely helpful in relation to gathering information for the completion works.

As you will see from Alun's email, WCVA require a stronger letter demonstrating WG's commitment to funding the building completion. Are you able to help me with that at all? I'm trying to gather the required information as soon as possible in order to have the loan released and pay HMRC.

Carole sent me the application form for the WG grant, although I suspect I may need your assistance in completing them. I'm a little confused as to what to say with this being an extraordinary situation.

I really believe that we have started to turn a significant corner and that we are now in a position to move forward positively. I'm not sure I can manage too many more sleepless nights!

Thanks once again for all your assistance and I look forward to hearing from you.

Best wishes,

John

John ReaneyProject ManagerRhyl Youth Action Group

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Tel: 01745 334500Mob: 07800 638564Email: xxxx@xxxx.xxx.xx

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