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Minutes of the Annual Meeting held on Monday 9th May 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, Beth Anthony, Rhodri Evans, Emmanuel Kincaid, Dafydd Lloyd Jones, Eirwen James, Pat Parry,John Lloyd Griffiths, Enfys Hatcher Davies.
Apologies were received from Lynet Pugh.
Members of the community were also in attendance.
1. Election of Chairman for the Council Year 2022/23.
Cllr. Caryl Haf Jones was elected Chair for 2022/23, proposed by Cllr. John Lloyd Griffiths and seconded by Cllr. Dafydd Lloyd Jones.
2. Election of Vice-Chairman for the Council Year 2022/23.
Cllr. Beth Anthony was elected Vice-Chair for 2022/23, proposed by Cllr. Rhodri Evans and seconded by Pat Parry.
3. Chairman’s Declaration of Acceptance of Office.
Cllr. Caryl Haf Jones signed the Declaration of Acceptance of Office of Chairman and undertaking to observe the Code of Conduct for members of Llanddewi Brefi Community Council, witnessed by the acting Proper Officer, Cllr. Rhodri Evans.
4. Councillors’ Declaration of Acceptance of Office.
All Cllrs. present signed the Declaration of Acceptance of Office of Member and undertaking to observe the Code of Conduct for members of Llanddewi Brefi Community Council, witnessed by the acting Proper Officer, Cllr. Rhodri Evans.
5. Minutes of the Annual Meeting of the Council held on 17 May 2021.
On the proposition of Cllr. John Lloyd Griffiths and seconded by Cllr. Dafydd Lloyd Jones the Council authorised the Chair to sign the minutes of the annual meeting of the Community Council held on the 17th May 2021.
6. Annual report of the Council for the year 2021/22.
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The Annual Report, summarising the structure, governance, activities, and achievements of the Council for the year to 31/03/2022, was presented by Cllr. Kincaid and received by the Council. Members were informed that the report is now a statutory duty. The report included a financial summary of the outturn and variance from the budget, and an analysis of the income and expenditure for the year. Any significant variances from the previous year’s accounts were explained, and members were informed that a draft of the annual return would be circulated by email prior to the internal audit. Cllr. Kincaid was thanked for his contribution and financial reporting. The report is to be made available on the Council’s website.
7. Declarations of personal and personal/prejudicial interests.
Cllr Evans declared his interest regarding item 10 on the agenda.
8. Appointment of Committees and Working Parties:
a. Hall Management Committee.
All members of the Council to be in membership with the Chairman and Vice-Chairman of the Council holding these respective positions.
b. Biodiversity Working Party (Duty under s6. Environment (Wales) Act 2016).
Councillors Caryl Jones, Beth Anthony, Rhodri Evans, Emmanuel Kincaid, Eirwen James, were appointed, and a draft of the report required under section 6 of the Act is to be prepared by the end of September 2022.
9. Appointment of Representatives.
One Voice Wales Area Committee
Councillors Emmanuel Kincaid and Eirwen James were appointed as representatives.
10. Appointment of Trustees.
a. Fuel Allotments charity (Charity number: 500142).
Cllr. Rhodri Evans left the meeting during the discussion.
Members were informed that the minutes of the Annual Meeting held in 2020 noted that the Community Council had made appointments to the charity and that if the term of trustees is confirmed as four years, appointments need only be made in order to fill vacancies that may arise before the annual meeting in 2024.
11. Rates of Remuneration.
a. Hourly rate payable to the Burial Clerk.
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It was agreed that the Burial Clerk would be paid on a time basis at a rate of £11.00/ hour
b. Chairman’s allowance.
It was agreed that the Chairman’s allowance would remain at £50.00 for the year.
c. Members allowances.
All members had declined the mandatory allowance determined by the Independent Remuneration Panel for Wales (IRPW) of £150 for the year 2021-2022. Members were informed that according to the IRPW report for 2022-2023 (Determination 44) Community and town councils must make available a payment to each of their members of £150 per year as a contribution to costs and expenses, with the exception of those councils in Group 5 (electorate under 1000) where the payment is optional.
Council resolved not to adopt the basic payment to members for 2022-2023.
12. Schedule of Burial Fees and Payments.
Resolved to defer consideration and to invite the Burial Clerk to attend the next meeting to confirm current costs.
13. Appointment of Internal Auditor for 2022/23.
The continuing appointment of Mr Gareth Jones as Internal Auditor for 2022/23 was confirmed, proposed by Cllr. Kincaid and seconded by Cllr. James.
14. Fixed Assets Register.
The Asset Register was reviewed on 23/01/2022 and was unchanged at 31/03/2022. Members were informed that this would need to be reviewed following purchase of equipment in connection with the LEADER grant project.
15. Arrangements for public participation at full Community Council meetings (in accordance with Section 48 of the Local Government and Elections (Wales) Act 2021).
Members noted that public in attendance were already permitted to make representations, but it was agreed that this would be explicitly stated on the agenda from the next ordinary meeting.
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16. Standing Orders and Financial Regulations.
Revised standing orders and financial regulations, issued to members prior to the meeting, were reviewed and adopted.
17. Complaints procedure.
No changes were proposed to the adopted complaints procedure. It was noted that the translation needed to be completed.
18. Risk Assessment Register (2021/22).
No changes were proposed to the Risk Assessment register reviewed and adopted on 23/01/2022.
19. Insurance Arrangements.
A renewal quotation had been requested but had not been received at the time of the meeting. The premium for 2021-2022 was £342.11, and Council resolved to renew the policy with its current insurers, subject to the renewal quotation being less than £400.00.
20. Subscription to One Voice Wales.
Council resolved to renew its membership with One Voice Wales. Members highlighted the value of the resources and training provided through membership.
21. Procedures and policies – Data protection.
Draft policies and procedures for data protection had been issued to members, but it was agreed that further review was needed and final drafts would be prepared for adoption at the next ordinary meeting.
22. Policies for Safeguarding and Volunteers.
A draft safeguarding policy had been issued to members, but it was agreed that further review was needed and final drafts would be prepared for adoption at the next ordinary meeting.
23. Time and place of ordinary meetings of the full council up to and including the next annual meeting of full council.
Council resolved that ordinary meetings would continue to be held on the second Monday of the month at 7:30pm in the Community Centre
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