Download PDFCYNGOR CYMUNED LLANDDEWI BREFI COMMUNITY COUNCIL
963
Minutes of the Ordinary meeting held on Monday 12th September 2022 at 7:00pm in the Community Centre.
Draft minutes are published in accordance with the requirements of the Local Government and Elections (Wales) Act 2021 and are subject to approval at the next ordinary meeting of the Community Council.
Present:
Councillors: Caryl Jones (Chair), Enfys Hatcher-Davies, Rhodri Evans, Emmanuel Kincaid, John Lloyd Griffiths, Eirwen James, Dafydd Lloyd Jones, Pat Parry, and Lynet Pugh.
1) Apologies.
Beth Anthony (vice chair).
2) Personal Matters.
None
3) Local Places for Nature (LPfN)
Guest speaker Rachel Carter (co-ordinator for the LPfN fund at One Voice Wales), sent apologies but advised prior to the meeting that the ‘Wildlife Garden/ Orchard’ project may not be eligible for ‘Keep Wales Tidy’ and ‘ Heritage Lottery’ funding packages.
RC willing to meet with the biodiversity sub-committee to discuss best practice and suggest other routes to enhance biodiversity on community land in Llanddewi Brefi.
Action: Council resolved not to apply for LPfN funding at this time, and to refer the project to the Hall Committee to consider funding from the Jubilee grant.
Clerk to e-mail members of biodiversity subcommittee to arrange planning meeting to establish scope and potential costs for the project, and to contact RC to arrange meeting.
4) Declarations of interest.
None
5) Public participation
Members of the public were in attendance, but no specific items were submitted for discussion prior to the meeting.
6) To confirm the minutes of the meeting held on 11 July 2022.
964
On the proposition of Cllr. John Lloyd Griffiths and seconded by Cllr. Rhodri Evans the Council authorised the Chair to sign the minutes of the of the ordinary meeting held on 11 July 2022.
7) Matters arising from the minutes
a) Clerk’s Contract – Council approved the contract for the post of Clerk and Responsible Financial Officer.
b) The Finance & Governance Toolkit for Community and Town Councils – ‘Health Check tool kit’, to be reviewed and reported on by next meeting.
c) Cllr Enfys Hatcher was thanked for organising the Gorsedd display. Councillors and residents were thanked for helping to prepare the village for the Eisteddfod.
d) It was agreed that fabric replacements for the recently damaged plastic bunting should be purchased from the Hall maintenance budget.
e) Resolved to ask Sêr Dewi to provide a statement of accounts so that a decision can be made regarding their request for financial support.
f) Resolved to confirm the appointment of the new Clerk and Responsible Financial Officer, to commence on 01/09/2022. The contract of employment will be drafted by the Proper Officer and the Chair and negotiated with the applicant.
8) Financial report.
a) Resolved to approve the bank reconciliation for the period ending 08 September 2022
b) Authorisation of payments:
i) Fencing repairs – Pynfarch; quote from CCF – £95.93 (Highways Act 1980, s.43)
ii) One Voice Wales – Membership fee 2023 – £119.00 (Local Government Act 1972, s.111)
Clerk’s office equipment –revised payments approved
iii) Computer – Invoice INV2209-000148 from Pugh Computers-£667.87(Local Government Act 1972, s.111)
iv) Filing cabinet–Invoice M130 from Compass office supplies- £163.20 (Local Government Act 1972, s.111)
Reimbursement of payments made by members.
v) Zoom subscription 06/06/22-06/09/22 – E Kincaid – £43.17 (Local Government Act 1972, s.111)
vi) Purchase of bunting; 7 x 20m – M E James – £139.93 (Local Government (Miscellaneous Provisions) Act 1976 s.19)
vii) Purchase of flowers for war memorial – M E James – £20.00 (Local Government Act 1972, s.214)
c) Recurring/ direct debit payments:
i) BT – Hall telephone & broadband invoice M027 G3- £53.94 (Local Government (Miscellaneous Provisions) Act 1976 s.19)
965
ii) Powys County Council DBS Volunteer Check Fees (7nr – LEADER GRANT) – £84.00 – (Local Government (Miscellaneous Provisions) Act 1976 s.19, LGA 1972 s.144 & s133)
iii) Barclays Bank Commission charges 13/05-14/08/2022 – £34.90 –( Local Government Act 1972, s.111)
The following expenditure was still pending implementation of an electronic card payment system
iv) Microsoft Office 365 Apps for Business (12 month subscription for clerk’s use)
v) Norton Small Business Internet Security (12 month subscription)
d) Payments received:
i) Precept – 2nd instalment; £2,833.33
ii) Burial rights – £80.00
iii) Wayleave – BT Openreach – £4.80
iv) HMRC – VAT reclaimed (VAT Act 1994 s.33) – £296.60
v) Bank interest 10/6-4/9/22 – £3.84
vi) Bank loyalty reward 4/4/22 to 14/8/22 – £3.88
Refer to schedule of payments – approved
e) Budget review
i) A review was presented by Cllr. Kincaid noting any significant variances in actual and forecast expenditure from the budget.
(1) Village Hall repairs/maintenance – noted that the underspend of £954 from the previous year was not carried over to the 2022/23 budget. Council resolved that the Memorial Paving repair budget of £1000 for the current year should be transferred to hall repairs as this work would not be carried out before April.
(2) It was noted that Grass Cutting budget did not allow for the change in VAT status of the contractor.
(3) Reserves of £6197 forecast to end March 2023.
9) Burial authority fees and payment arrangements.
Council resolved to set a flat rate fee, based on 3 hours per burial, to be paid to the Burial Clerk in respect of administrative /cemetery management duties on behalf of the Council as Burial authority. Noted that the post will require a revised job description and a new employment contract. Clerk to prepare drafts for approval at the next meeting.
10) To consider Council funding for village hall refuse collection/ cleaning.
Council resolved that budget costs to the end of the current financial year should be prepared and considered at the next meeting.
966
Members proposed that a wheelie bin be placed outside the Play Park, in lieu of current arrangements, costs of the bin to be included in the revised budget proposal.
Action: RhE and CJ to provide revised costs for refuse collection and cleaning at the village hall respectively, as the basis of the budget proposal.
11) To consider applications for financial support.
12) Review progress with Cynnal Llanddewi Brefi LEADER Grant project.
Cllr. Kincaid reported back, regarding the Youth Drop In project, that 9 volunteer applications for DBS checks had been submitted, 5 of which had been completed.
More volunteers have come forward with existing DBS certificates but were not registered with the update service.
Council resolved to check with grant provider if the hours of these volunteers could be counted towards the project outputs.
The Councillor with Safeguarding responsibilities confirmed that the County Youth Officer had forwarded policies regarding the operation of ‘Youth Drop In’ sessions, also providing clarification of operating an ‘open door policy’
Action: Member of the council to check with CyC. Re: volunteer hours.
Action: Safeguarding lead to forward policies to members by the next meeting for review and feedback, prior to distribution to parents/ guardians.
13) Correspondence (copies forwarded to members).
a) Boundary Commission for Wales – Secondary Consultation Period on Wales’s proposed new constituencies – noted.
b) Audit Wales – Audit instructions– noted. Audit Wales advised that no location had yet been agreed for document collection in Ceredigion and they would write to Councils as soon as this was arranged.
c) IRPW – confirmation of return receipt– noted
d) Ceredigion County Council – updated Engagement and Participation Policy– noted
e) Ceredigion County Council – Audit Wales report– noted
f) One Voice Wales – It’s for Them campaign: stakeholder toolkit | GOV.WALES – noted
g) One Voice Wales – Small Grants – Woodland Creation | Sub-topic | GOV.WALES – noted
h) Defibrillator recall notice. – members reported that it had not been possible to book a loan defibrillator to allow the software update to be carried out under the recall notice, but that there should be no immediate risk as the problem does not occur on devices that are checked regularly and if batteries are replaced when initially prompted. Checks had been carried out over August/September.
14) PCSO Report.
The report noted one incidence of anti-social behaviour:
967
15) County Councillor’s report on matters arising from Ceredigion
Cllr. Rhodri Evans reported that the 20 mph speed limit proposals and request for a gateway extension by the old school site had been accepted by the County Council.
Members raised a query over recent speed check reporting:
Action: Clerk to request PCSO to report back on speed-gun check results with PCSO at next meeting.
16) Changes to bus timetables and accessibility of public transport.
Members discussed issue regarding current bus service only providing a return service from Aberystwyth to Tregaron in the late afternoon:
Action: RhE to make enquiries regarding the situation, Clerk to follow up with a letter on behalf of the Council to the service providers.
17) To receive a report from the Village Hall and Recreation Grounds committee.
None.
18) Questions to the Chair.
a) A Member of the Council raised the need to revisit Defibrillator training: Clerk to contact P.Hill regarding training dates.
b) One member received complaints regarding lorries reversing on the main village square.
c) Sunken Manhole reported at Llynddewi.
d) A Member reported that the Bus shelter had graffiti and was badly soiled inside. Members agreed to meet on 17/09/22 at 10:30 am to clean the bus stop and also assess ivy overgrowth at the cemetery and requirements for cleaning the war memorial.
e) One member suggested asking a local youth to play the last post at the memorial service on 13/11/22.
f) Members enquired if any feedback had been received, regarding the proposed Wind farm at Waun Maenllwyd. It was confirmed that no communication from Belltown Power had been received by the clerk at this time.
19) Date of next meeting.
10/10/2022
Mae'r dudalen hon hefyd ar gael yn: Cymraeg