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Minutes of the Ordinary meeting held on Monday 8th April 2024 at 7:30pm 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: Beth Griffiths (Chair), Dafydd Lloyd Jones (Vice-Chair), Rhodri Evans, Eirwen James, Angela Evans, Gareth Jones, Pat Parry Emmanuel Kincaid.

1. To receive apologies
Cllrs: John Griffiths, Caryl Jones, PCSO John Evans.

2. Personal Matters.
None.

3. Declarations of interest.
None.

4. Public participation.
None.

5. To confirm the minutes of the meeting held on 11th March 2024
Proposed to be a correct record by Cllr. Beth Griffiths and seconded by Cllr. Dafydd Lloyd Jones

6. Matters arising from the minutes
The following points were noted from matters within the minutes from 11th March 2024

a) 1070/6(13) No further feedback had been received from CAVO/ Severn Wye.
b) 1072/7e It was decided to defer trial of MS Teams until completion of the current audit.
c) 1073/9 Specific councillor’s training needs would be considered at the annual meeting review.
d) 1073/10e None of the workshop dates proposed by BTP were able to be considered. Clerk to request availability for later April/ early May.
e) 1074/11 PCSO JE has been attending Caffi Dewi sessions on Tuesdays.
f) 1074/14 Easter Bingo was a great success with around 60 taking part in the bingo and raffle at the community centre. The Youth Club also attended and raised funds for their activities.
g) 1074/15b Period Poverty products had been received by the clerk and Cllr PP would submit proposals for dispensers to the next hall committee meeting.

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7. Financial report

a. To approve the bank reconciliation for the period ending 31st March 2024.
The schedule of payments (sent to Councillors before the meeting) was approved and the following noted:

i. Current account: £100.00
ii. Reserve account (1): £1,634.70
iii. Reserve account (2): £5,964.63
Total all bank balances: £7,699.63
Total reconciled balance to agree with cash book at 31/03/2024: £ 7,169.95
Earmarked reserves for defibrillator maintenance: £1,388.15
Earmarked reserves for Youth club: £297.27

b. Authorisation of payments.
Council approved payments to 31/03/2024 (it was noted that the cheque for Clerk’s expenses would be signed after the meeting by Cllr Rh. Evans):

i. Staff and confidential payments – (Local Government Act 1972, s.111/ LG (Misc.Provisions) Act 1976 s.19) £329.00
ii. Reimbursement of Clerk’s expenses (Printer Ink, Paper, Postage, (Local Government Act 1972, s.111) £ 31.51.

iii. Audit Fees 22-23 (Local Government Act 1972, s.111) £ 200.00

c. Recurring payments – confirmation of ongoing variable direct debit instructions:
Council approved recurring payments to 31/03/2024:

i. BT – Hall telephone & broadband 1/11-31/12/2023. (LG (Misc.Provisions) Act 1976 s.19), £ 52.74
ii. Bank charges – Commission charges 13FEB/12 MAR (Local Government Act 1972, s.111), £13.65.

d. Payments received.
Council noted the following receipts:

i. Barclays Bank Interest 4 Dec- 3 Mar £ 24.28
ii. Barclays Bank Interest 4 Dec- 3 Mar £6.09
iii. Barclays Bank – Bank Loyalty 15/01/24-11/02/24 £ 0.70

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iv. Llanddewi Brefi YFC Wreath Reimbursement (2022-2023)-£50.00
v. Youth Club Food Sales £ 34.90

8. Update on Fit for Future Facilities Programme application.

a. To note grant application documentation submission.

Documents had been issued to councillors before the meeting. The application was submitted on 28/03/24 and receipt had been acknowledged.

b. To note planning application submission.

Documents issued to councillors before the meeting were presented. The application was submitted on 02/04/24 but acknowledged from CCC had not yet been received.

9. To note the Draft proposals from the Local Democracy & Boundary Commission and consider response from the Council.
A Motion proposed by Cllr. EK, and seconded by Cllr BG was approved, to bring forward item 9 (before item 5) as Cllr. RhE had to leave by 8:15
It was resolved: to appoint committee as an advisory Task & Finish group to draft Council’s response to the boundary proposals by LDBC Wales (RhE, EK, BG (chair), DLJ(Vice-chair)) and report back to full Council. The report is to be shared with members for input and will include consideration of alternative proposals.
A draft PowerPoint presentation for the public meeting was shared with members, and the structure was agreed with the following headings:
• Review background
• Council size policy
• Current arrangement
• Draft proposal
• Current expenditure
• Financial impact of proposals
• Potential loss of services
• Timeline of review
• Contact details for responses
The public meeting on 16/4 had been advertised on FB and the community website. Several members reported discussions with residents regarding the proposed boundary changes.

10.Correspondence

a. Audit Wales: Audit Notice 2024 (Ceredigion, Conwy, Denbighshire, Flintshire).
Noted recommendation to issue Audit notice by 16/6/24.
b. Ceredigion County Council

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i. Llanddewi Brefi by-election – staff breakdown and 2024/2025 precept payment.
Noted that the charge for Polling card mailing was significantly in excess of Royal Mail tariff, printing costs were considered excessive, and that training and pension costs were not included in the published schedule of fees and charges.
ii. Call for applications for new Cynnal y Cardi Events Programme Fund – 13/03/2024.
It was noted that current applications would need to be concluded before considering further projects.
iii. CSGA Consultation Report.
Noted.

c. One Voice Wales

i. Ceredigion Area Committee 15.4.24.
Representatives to send apologies due to other committee meetings.
ii. Annual Financial Timetable of Actions.
Noted that LlBCC already implement the actions recommended.
iii. 2024 – MARCH, APRIL, MAY & JUNE TRAINING DATE
Training dates noted.

11. To receive a report from the PCSO
No incidents had been reported since the last meeting.

12. County Councillor’s report on matters arising from Ceredigion
Cllr. RhE had to leave the meeting at 8:30 and was unable to give a report.

13. Planning applications

a. To consider the following application:

i. A240187: Morfa Isaf, Llanddewi Brefi, Tregaron, Ceredigion, SY25 6RP.
Householder Planning-

The documents issued to councillors prior to the meeting were reviewed. It was noted that the access gate was existing, and that permission had already been granted for the two-storey element of the proposed extension. There were no objections to the proposal.

14. To receive a report from the Village Hall and Recreation Grounds committee.
• 100 club winning numbers for 2023 were presented and it was agreed that these should be published in the minutes.

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• A report of damage to the hall and equipment by users over the last 18 months was noted and will be considered by the Hall committee.
• A request had been sent to EXL Windows and copied to members regarding completion and rectification of works at the hall.

15. Questions to the Chair.

a) AE – asked if new toilet roll holders could be fitted to the Hall WCs.
b) GJ – noted issues with blocked drains to the front of the community centre.
c) PP – Caffi Dewi have suggested a service to provide a limited grocery collection service, with small items to be requested and paid for in advance and collected during cafe sessions at the hall.
d) EJ – mentioned that the bench in Hyfrydle still needed to be repaired.

16. Date of next meeting (s)

• Public meeting 16/04/2024 7:30pm
• Extraordinary meeting 15/04/2024 7:30pm
• Task and Finish Boundary review committee 22/04/2024 7:00pm
• Hall committee (as sole trustee – not open to the public) 22/04/2024 (to follow T&F committee)
• Annual and Ordinary meetings of Council to be held 13/05/2024.

The meeting closed at 21:40pm.

1076

Minutes of the Extraordinary meeting held on Tuesday 2nd April 2024 at 7:30pm 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: Beth Griffiths (Chair), Rhodri Evans, Eirwen James, Gareth Jones, Pat Parry, Emmanuel Kincaid.

1. To receive apologies
Cllrs: John Griffiths, Caryl Jones, Dafydd Lloyd Jones (Vice-Chair,) Angela Evans.

2. Personal Matters.
None.

3. Declarations of interest.
None.

4. Public participation.
None

5. To receive the Ceredigion Community Review Draft Proposals by the Local Democracy and Boundary Commission for Wales, and consider the Council’s response to the draft consultation, closing on 13 May 2024.

Council considered the draft proposals and reviewed aspects of the previous response submitted during the initial consultation period in Spring 2023.

It was noted that the Commission proposes to abolish the existing communities of Llanddewi Brefi, Llanfair Clydogau and Llangybi and utilise the 3 areas to form the new warded Community of Llanddewi Brefi. The current community boundaries will form the community ward boundaries within the new Community area. The new Llanddewi Brefi community council is proposed to have a total electorate of 1,563 and be represented by 12 community councillors, with 4 councillors in each ward, Llanfair Clydogau (inc. Cellan), Llangybi (inc. Silian) and Llanddewi Brefi.

Council discussed that its response to the current consultation, ending on 13/05/2024, should include presentation of more appropriate alternative solutions and outline potential impacts on services to the community, should current proposals be adopted in 2027.

a. It was also resolved to put all documentation concerning proposals for Llanddewi Brefi onto a separate webpage on the Community website as a resource to residents to support their own consultation responses.
b. It was also decided that a public meeting would be held on 16/04/2024 at Llanddewi Brefi Village Hall, to help inform residents about the current proposals. The event will be publicised on the Website, Council noticeboards and via the Hall Facebook page.

The meeting closed at 21:45pm.

1070

Minutes of the Ordinary meeting held on Monday 11th March 2024 at 7:30pm 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: Beth Griffiths (Chair), Dafydd Lloyd Jones (Vice-Chair), Rhodri Evans, Eirwen James, Angela Evans, Gareth Jones, Pat Parry, Caryl Haf, Emmanuel Kincaid.

1. To receive apologies
Cllrs: John Griffiths. , PCSO John Evans

2. Personal Matters.
Council extended thanks to everybody who had contributed to make the recent Cawl a Chân event at the Village hall such a successful evening, which had been enjoyed by all.

3. Declarations of interest.
None.

4. Public participation.
None

5. To confirm the minutes of the meeting held on 12th February 2024
Proposed to be a correct record by Cllr.Gareth Jones and seconded by Cllr.Eirwen James.

6. Matters arising from the minutes

(Item 13). To receive a report from the Village Hall and Recreation Grounds committee.

With regard to the 7 Wye Audit Survey recently undertaken at the hall, Councillor Kincaid reported that CAVO were now meeting as panel to review all the surveys submitted and decide on the five applicants to take forward.

(Item14). Questions to the Chair

b) It was acknowledged that no response had been received from NRW with respect to the report submitted about the tree stump lodged in the Brefi near to Pont Llanio.

7. Financial report

a. To approve the bank reconciliation for the period ending 29 February 2024.
Council approved the reconciliation to 31/01/2024 noted the following bank balances:

i. Current account: £100.00

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ii. Reserve account (1): £1,628.61
iii. Reserve account (2): £5,816.37
Total all bank balances: £7,544.98
Total reconciled balance to agree with cash book at 29/02/2024: £8,059.29
Earmarked reserves for defibrillator maintenance: £1,388.15
Earmarked reserves for Youth club: £281.32

b. Authorisation of payments.
Council approved payments to 29/02/2024:

i. Staff and confidential payments – (Local Government Act 1972, s.112/ LG (Misc.Provisions) Act 1976 s.19) £329.00
ii. Reimbursement of Clerk’s expenses (Zoom Subscription 12/02/2024-11/03/2024), (Local Government Act 1972, s.111) £ 15.59

iii. Reimbursement of Clerk’s expenses (Microsoft basic subscription – online storage 02/03/2024-01/04/2024), (Local Government Act 1972, s.111) £ 1.99

iv. Krystal Hosting Ltd (Web hosting 14/03/2024 – 13/03/2025), (Local Government Act 1972, s.111) £ 84.00

v. Krystal Hosting Ltd (Domain name 24/03/2024 – 23/03/2025), (Local Government Act 1972, s.111) £ 14.39

vi. Audit Wales (Ffioedd Archwilio 2021/22 Audit Fees), (Local Government Act 1972, s.111), £446.00

vii. Ceredigion County Council (Planning application fee), (LG (Misc.Provisions) Act 1976 s.19), £115.00

viii. Ceredigion County Council (By-election costs), (Local Government Act 1972, s.111) £ 3,041.85.

ix. Reimbursement of Burial Clerk’s expenses (E M Davies – Book of Receipts for Interment Fees Paid), (Local Government Act 1972, s.214) £27.54

c. Recurring payments – confirmation of ongoing variable direct debit instructions:
Council approved recurring payments to 29/02/2024:

i. BT – Hall telephone & broadband 1/11-31/12/2023. (LG (Misc.Provisions) Act 1976 s.19), £ 52.74
ii. Bank charges – Commission charges 13DEC/14JAN(Local Government Act 1972, s.111), £12.65

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d. Payments received.
Council noted the following receipts:

i. CCC Glass recycling £40.90
ii. James Memorials: Memorial rights 25.00
iii. Sioe llanddewi Brefi – Wreath Reimbursement £ 25.00
iv. Food sales- Youth Club £ 26.10

e. Transfers to Petty Cash.

i. Cash to be drawn to restore petty cash fund for Youth Club, £ 73.01

It was noted that one payment for the RBL wreaths 2023 was still outstanding.
Council also considered looking into use of Teams, in lieu of Zoom, as the Clerk’s OneDrive account has been reinstated and additional storage has been provided. Resolved to undergo a trial period using the application, before cancelling the current Zoom subscription.
Electoral services have confirmed that costs for the by-election in July 2023 will be deducted from the 1st precept instalment for 2024-25.

It was also noted that the Audit Wales fees or the 2021-22 year, were relatively high in the light of the comprehensive records supplied. It was considered that the fees were covering higher administration costs due to an absence of online portal facilities for Councils to upload required information, and some information supplied electronically was not initially looked at. As an upload portal was in place for the following year, it is anticipated fees for the 2022-23 Audit will be lower.

8. Update on Fit for Future Facilities Programme application.

a. To approve tender notice.
The tender notice was not complete at the time of the meeting. Council resolved to delegate approval of the notice and the planning submission documents to a sub-committee of three members, to expedite application to the CFF scheme by 29/03/2024. A further application for match funding to the Ceredigion Community Grant Fund was also delegated.

Councillor Emmanuel Kincaid reported on progress regarding the tender documentation; shower rails/entrance screening and arrangements for the changing rooms had been resolved and costs for these had now been confirmed. Drawings were also mostly complete but further details were required to complete the schedule of works.

b. To approve planning submission documents.
Approval delegated to sub-committee. Planning application to be submitted by 29/03/2024.

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9. To approve the Council’s Statutory Training Plan.

It was noted that the plan currently reflected overall training needs, and it was suggested that this should be amended to reflect requirements for specific members in the coming year.
Council approved the training plan and instructed the Clerk to forward a copy to the Local Authority Ethics and Standards Committee.

Proposed : Councillor Dafydd Lloyd Jones Seconded: Councillor Beth Griffiths.

10.Correspondence

a. Independent Remuneration Panel for Wales Annual Report – February 2024 .
Councillors were reminded that they would need to e-mail to the Clerk by 24/04/2024 if they wished not to receive the mandatory payment of £156 as reimbursement for extra costs of working from home for the financial year 2024/2025. Reasonable expenses could still be reimbursed on submission of receipts.

b. Communicaton on behalf of Ben Lake MP : Banking Survey
Noted.

c. Ceredigion County Council

i. Statutory Notice publication
ii. Ceredigion Community Housing Scheme.
Noted. (To put onto website).

d. Senedd: Letter from Elin Jones MS
Noted. It was also decided to put a link to the survey on the website.

e. Belltown Power: RE: Feedback and Consultation Response: Llanddewi Brefi Community Council.
The contents were noted, and it was considered that the response did not address the queries put forward by the Council. It was decided that in the forthcoming workshop consultation that Council should consider proposals with respect to potential Community benefit funding by BTP, some of the suggestions included:
• Extensive refurbishment of the Llanddewi Brefi Village Hall facilities.
• Community Shop
• Community Bus service
Councillor Evans to look into and give feedback about similar schemes and related funding from other areas for comparison.
Clerk to confirm most convenient date with BTP to hold the next workshop via Zoom. Date proposed by members: 27/03/2024 at 7:30 pm

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11. To receive a report from the PCSO
Councillor Parry raised that she had been made aware of resident concerns that frequency of PCSO visits in the community were too infrequent. After consideration, it was decided that Councillor Beth Griffiths would contact the PCSO to request that he attend the Community Caffi event fortnightly.

12. County Councillor’s report on matters arising from Ceredigion

Councillor Rhodri Evans reported that there would be a rise in Council tax rates in the new tax year for 24-25. He also confirmed that the library in Lampeter and associated services would be moving shortly to the new Wellbeing centre in town and that new uses for the library building were currently being looked into by the LA.

13. Planning applications

a. Council noted the following decision:

i. A230914; Proposed New dog park with associated works, Land Adjacent to Celfan Llandewi Brefi – Refused

14. To receive a report from the Village Hall and Recreation Grounds committee.
Council extended thanks again to members of Caffi Dewi and all members present who had worked so hard to make the Cawl a Chân event such a success.
It was also noted that the Coronation Grant Funding would need to be spent by April, and the remaining items to be purchased included a Commemorative Bench for the Wildlife Garden, Stage Curtains, and PA equipment for the hall. A contribution would also be made towards the purchase of new picnic tables for Caffi Dewi.
The Hall committee had also received concerns again from Dewi Stars that they had been receiving complaints about dog fouling on the pitch and had made enquiries about when the suggested CCTV may be installed at the Recreation Ground.
An Easter Bingo Event will be held at the hall on 05/04/24 at 7:30 pm.

15. Questions to the Chair.

a) Councillor Eirwen james enquired when there may be a replacement village sign for Llanddewi Brefi by Llwyn.
b) Councillor Parry reported that she had made enquiries about free supply of Period Poverty products for the hall, details and delivery arrangements to be confirmed with the Clerk.
c) Councillor Rhodri Evans noted that potholes at Pont Llanio, near Bethesda Capel and by Bear house had been reported.
d) It was suggested that the 100 Club winning numbers could be reported in the Council’s minutes under the hall report.

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e) Councillor Kincaid reported that a local Charity is disposing of a digital projector whiteboard due to being surplus to requirements. It was considered that this would be a good addition to the digital resources for hall users, but that the hall committee would need to approve a suitable donation offer at their next meeting.

16. Date of next meeting
8th April 2024.

The meeting closed at 21:49pm.