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Minutes of the meeting held on Monday 28th March 2022 at 7:00pm at the Cemetery and at 7:45pm 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: Eirwen James (Chair), Emmanuel Kincaid, Dafydd Lloyd Jones, Rhodri Evans, Pat Parry, Beth Anthony (from 7:45pm), John Lloyd Griffiths.
Cemetery inspection:
Broken glass domes were removed from three graves following an assessment of risk.
Details of two graves were noted due to fallen/ damaged headstones.
1. Apologies
Caryl Jones (vice chair), Lynet Pugh, Enfys Hatcher Davies.
2. Personal Matters
None
3. Declarations of interest
None
4. To confirm the minutes of the meetings held on 14 February, 24 February, and 3 March 2022
a. On the proposition of Cllr. Dafydd Lloyd Jones and seconded by Cllr. Rhodri Evans the Council authorised the Chair to accept and sign the minutes of the Community Council meeting held on the 14th February 2022.
b. On the proposition of Cllr. Pat Parry and seconded by Cllr. Dafydd Lloyd Jones the Council authorised the Chair to accept and sign the minutes of the Community Council meeting held on the 24th February 2022.
c. On the proposition of Cllr. John Griffiths and seconded by Cllr. Beth Anthony the Council authorised the Chair to accept and sign the minutes of the Community Council meeting held on the 3rd March 2022.
5. Matters arising from the minutes
14th February 2022
a. Item 10 – Council resolved to defer discussion of online banking and payment card to the next meeting.
b. Professional advice has confirmed that there is no procedure by which VAT can be recovered by section 33 bodies on invoices which, although for items specifically authorised and recorded in minutes, are not issued in the name of the Council.
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c. Item 12 – Confirmation that the CAVO Small Grants application has been submitted.
d. Item 17 – Damaged road signs have been logged by the Highway authority and are all to be repaired soon.
3rd March 2022
e. The Council is awaiting a response in connection with the CAVO Small Grants application.
f. Costs for the interment of ashes at the cemetery have increased from £60.00 to £80.00. The published cemetery fees need to be reviewed.
g. 2 additional fire extinguishers are needed at the hall.
6. Appointment of the Internal Auditor.
Mr Gareth Jones has accepted the post of Internal Auditor and a signed copy of the appointment letter with terms of engagement and audit plan has been received. The remuneration is an annual fixed sum of £100, and the appointment will continue subject to annual confirmation by the Council.
7. Cynnal y Cardi LEADER Grant
The “Cynnal Llanddewi Brefi” project application has been approved by the Cynnal y Cardi Local Action Group (LAG).
Feedback was received that the application was well prepared and presented, and was a good fit with the Local Development Strategy, demonstrating a good evidence base in creating an umbrella application, which involved bringing together many groups from the Llanddewi Brefi area.
The LAG have reduced the match funding required to 20%, resulting in a funding increase to £9,341.35. Volunteer time ‘in kind’ contributions have been reduced to £2,400.00 in value, and the total project cost is now £11,741.35.
A Rural Payments Wales Customer Reference Number has been applied for, to allow direct payment of grant.
8. Financial report
a. The bank reconciliation report for the period ending 28 March 2022 was presented by the RFO, approved by members, and signed by the Chair.
Bank balances at 18/03/2022:
Current A/c
£100.00
Reserve A/c
£1,611.69
Reserve A/c
£10,285.71
b. The following payments were authorised:
i. Reimbursement of expenses – stationery (Local Government Act 1972, s.111) – £42.30.
ii. Burials – Beddfeini Hafod (Local Authorities Cemetery Order 1977) – £600.00
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iii. Website domain name – Krystal Hosting (Local Government Act 1972, s.111) – £14.39
iv. “Cynnal Llanddewi Brefi” project equipment – Pugh Computers Ltd (to be reimbursed under grant contract LGF22.05) – £6,040.94
v. “Cynnal Llanddewi Brefi” project equipment – Amazon (to be reimbursed under grant contract LGF22.05) – £531.49
vi. Chairman’s allowance (replacement for lost cheque) (Local Government Act 1972, s.111) – £100.00
c. Recurring payments noted:
i. BT – Hall telephone & broadband (Local Government (Miscellaneous Provisions) Act 1976 s.19) – £47.94
ii. Bank charges (for the period 13/12/2021 – 12/01/2022) – £10.95
d. Payments received:
i. Bank loyalty payment – £0.74
ii. CCC Glass recycling bank, 22/03/2021-18/03/2022 – £62.90
e. Two unpaid cheques from 2018 were written off:
i. Cheque number 100975 for £350.00, dated 12/03/2018.
ii. Cheque number 100970 for £40.00, dated 12/02/2018.
f. The lost cheque nr 101095 for £100.00 (2 years Chairman’s allowance), dated 18/05/2021 was written off.
g. The recipient’s bank payment error of £0.50 (underpaid) relating to cheque nr 101115 was written off.
9. Correspondence
a. Audit Wales – Audit notice 2022
The annual return must be certified by the RFO and approved by the Council, by 30 June 2022.
The Audit Notice should be published by 20 June 2022, and arrangements made for the public to inspect the accounts and supporting documents for a total of 20 working days to from 4 July to 29 July.
b. Letter from Cylch yr Iaith requesting the Council’s support in protecting place names in Wales.
Council resolved to write to the Minister for the Welsh Language, Jeremy Miles MS, and Sian Gwenllian MS, supporting Statutory protection to prevent the replacement of Welsh landscape place names and Welsh language house names with English names.
10. Report from the PCSO.
Four incidents of Antisocial behaviour / Harassment were reported in the period to 14/03/2022.
Scam calls are still being reported. Recent reports in the area involve persons posing as being from HMRC and claiming that the subject owes them money.
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Another recent scam (Courier Fraud) involves the subject being contacted by someone claiming to be from a Government Department, informing them that they are due a refund but in order to receive it they must first purchase an item such as i-tunes voucher which would be collected. No financial loss has been reported in either case.
11. County Councillor’s report on matters arising from Ceredigion
No report was received due to restrictions imposed during the pre-election period.
12. Planning applications
a. The following approval was noted:
i. A210837 – Erection of an agricultural building; Land North of Bronbyrfe
b. The following application was not able to be considered due to the pre-election period restrictions:
i. A220085 – Installation of a 25m mast; Land at Garn Felen, Adjacent to Forestry Track Bryn Du, Tregaron.
13. Report from the Village Hall and Recreation Grounds committee.
a. Sutcliffe Play have not yet repaired the seesaw in the playground – a reminder will be sent asking for an update.
b. The fire alarm units have been received ready to be installed.
14. A.O.B.
a. Publicity following the award of the platinum Jubilee grant from the National Lottery has been delayed due to the pre-election period.
b. Concerns were expressed over mountain fires.
c. Members were reminded that under section 6 of the Environment (Wales) Act 2016, a biodiversity report should be prepared by September 2022.
15. Date of next meeting.
25th April 2022.
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