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Minutes of the Ordinary Meeting of the Council held on Monday 9^th June 2025 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:

Cllrs :  Rhodri Evans(Chair), Dafydd Lloyd Jones, Eirwen James , Emmanuel Kincaid , Gareth Jones, John Griffiths, Bethan Griffiths ,Caryl Jones.

1.To receive apologies.

Cllrs : Pat Parry

2.Personal Matters.

Members noted the success of the Young Farmers and WI at their respective rallies over the weekend and extended congratulations for their achievements.

3.Declarations of interest.

None

4.Public participation.

Members of the public were present.

5. To confirm the minutes of the Annual & Ordinary Meetings of Council , held on 12May 2025

Annual Meeting

Ordinary meeting:

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6.Matters arising from the minutes.

None.

7.Financial report

1. To approve the bank reconciliation for the period ending 31st May 2025.

•  Council approved the reconciliation ending 31^st May 2025.

• Staff and confidential payments:  Local Government Act 1972,s112/(Misc.Provisions) Act 1976 s.19.
  • Authorisation of payments for Clerks expenses re: Zoom : LG (Misc.Provisions) Act 1976 s.19.
  • Recurring payments – confirmation of ongoing variable direct debit instructions:
• BT Telephone & broadband:£57.19    LG (Misc. Provisions) Act 1976 s.19.
• Barclays Bank -Commission charges
  • Payments received.
    • Bank Interest & Loyalty received.
    • CFF Grant Final instalment

Council approved payments as listed points b-d. and noted payment received in point e. above.

8. To review the Annual return for the year ending 31st March 2025.

• E.K. not completed yet to submit to Gareth. E.M. to be arranged to approve this before end of the month.

9.To review the BT  Broadband Contract for the village hall.

• Essential 300 +Digital line( inc complete wifi +) looked at, with option to drop landline.( as mobile used more often by most hall users) net result costs would @ be the same.
• Council approved decision.

P: JG S: BG

10.To consider the results of survey regarding proposal for a temporary shop facility within the Council car park.

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Item 10: Village Shop – Car Park Survey Feedback

Two members of the working group attended the meeting to present feedback from the market survey and address queries. Of the 176 households surveyed, 84 responses were received, with only two expressing opposition to the proposed location within the car park.

EK reported personal monitoring of car park usage, noting a maximum of nine cars observed, with eight being the highest number at any one time. Should the proposal proceed, 12 parking spaces would remain available, with no impact on existing resources.

Concerns were raised regarding surface water drainage, as the planning application would result in concentrated runoff from a single downpipe. An estimated £1,500 would be required to install a soakaway to manage discharge, which is necessary for approval as the development is classified as new. Additionally the back wall of the car park was identified as the site boundary

A group member confirmed progress on container specifications, with final choices pending funding within a budget of approximately £6,000. EK advised that indicative design elements (e.g., window size and type, cladding, configuration) should be submitted via screenshots to support the application. As the site is within a Conservation Area, additional considerations include warm-spectrum downlighting and water provision/disposal if sinks are installed.

The proposal would be classed as temporary works, with an intended site period of 18 months. EK will draft the planning submission for inspection.

Council Action: Council agreed that the installation of a soakaway and its later reinstatement posed no issue, subject to group costings. Council expressed support for the group to publicise aggregated survey results.

Proposal: EK to proceed with the planning application, subject to approval from the Local Authority.
Proposed: EK Seconded: RE

11.To consider appointment of a Responsible Financial officer and Proper Officer from 01/07/2025.

Gareth Jones- volunteered to be RFO.

Rhodri Evans- Proper Officer

Proposed: EJ  Seconded: CH

12.To consider advertising for the post of Clerk.

Council approved to put out advert subject to review of job description- meeting to be held within next 7 days to do this.

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13.To consider Contractor feedback for the first tender round of the Hall Changing room and storage works.

EK reported being approached by a tenderer seeking to recover fees related to their submission. It was confirmed that while fee recovery is not applicable, tenderers are entitled to receive the outcome of the process and a reasonable explanation for rejection. It was agreed that any response should be shared with all parties who submitted tenders.

Council requested that the Clerk prepare standardised responses for distribution to each tenderer.

14.Correspondence.

1. Ceredigion County Council
2. Grant Cyfalaf Man Chwarae Ceredigion / Ceredigion Play Area Capital Grant .

10% match: Council agreed to meet informally to review the Clerk position and to consider this proposal- 19/06/25.

Questionnaire on Microsoft Forms proposed to go out to the community asap. Ends of consultation 19/06/25.

• One Voice Wales
• Annual financial actions: important lessons emerge.
• Community mentors to work with the Welsh Government to deliver the childcare and playwork actions in the Anti-racist Wales Action Plan. 
• FW: Ymgynghoriad ar Gau Safle Gwastraff Cartref / Household Waste Site Closure and Reduction.
• Innovative Practice Conference – Wednesday 2 July 2025.
• FW: Hywel Dda Consultations.

Council noted correspondence in b ii  & vi.

15.To receive correspondence not specifically referenced on the agenda (Decisions cannot be taken in relation to matters raised under this agenda item.

All Correspondence in the general folder was noted by Council but no matters raised.

16.To receive a report from the PCSO.

Report from PC Liz Jenkins who attended the meeting and provided an update on recent police matters, including:

• A road traffic collision reported on 31/05/25 involving damage to two vehicles; the individual has been charged and bailed to court.
• A number of burglary incidents:
  • 08/05 – Theft of a Honda quad bike and power tools.
  • 23/05 – Burglary at a vacant property in Ffair Rhos.
  • 25/01 – Series of burglaries across the Tregaron area targeting tools, school premises, and private sheds. Two individuals from the Aberdare area have been bailed in connection.
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• Llangeitho ward-specific crime statistics are available and may be shared via the website or distributed to members.
• Police engagement initiatives include a stand at local carnivals and shows, with involvement from the rural crime officer.
• The Young Farmers Club (YFC) has arranged for the dog section to deliver a demonstration and talk.
• A fraud prevention officer is available to deliver free talks to support safeguarding and raise awareness.
• Residents are encouraged to note serial numbers of valuable items. Select marking is underway, with a soft launch of the rural crime initiative at the Aberystwyth show ahead of the Royal Welsh.
• Members were reminded to remain vigilant regarding strangers requesting hunting access and to ensure padlocks are secured as a deterrent.

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

The member confirmed not many changes from the last meeting but did confirm  the Minister for Planning approved boundary Commission review for Llangeitho and Llanddewi Brefi to become Llangeitho in 2027

18.Planning applications

None.

19.To receive a report from the Village Hall and Recreation Grounds committee.

The following points were noted and/or reported from representatives of the committee to Council:

·  Council noted that Zurich insurance quote is to be followed up; EK to be consulted.

• Specific themes for the Carnival’s open float were discussed.
• Carnival scheduled for 11/07/25;
  • EK to handle the licence application.
  • Band confirmed as booked.
  • Publicity arrangements to be finalised.
  • Catering organised. Approach New Inn regarding bar stock, continuing under the same agreed terms.

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20.Questions to the Chair.

• The marquee was confirmed as repairable and suitable for use at the upcoming party.
• A request was received from residents of Prysg Lane to assess street lighting needs in the area.
• Floodlight upgrade on the pitch to Kingfisher specification: old post to be removed and contractor to be appointed by R.E.
• Council agreed to remove the old bench while trimming trees outside the school to improve lighting access.
• Grit bin area near Glyn Rhedyn noted for trimming following complaints.
• Cymru Football Foundation’s “Fit for Future Facilities Fund” representatives to attend Monday night meeting.
• Concerns raised by YFC regarding gear storage on the field; R.E. obtained costings (£3,100). Group to explore purchasing a container, with potential to site it at the Hall grounds subject to feasibility.
• Planning permission noted as potentially contentious due to drainage concerns and conservation impact on Penuch Street (listed building).
• Reference made to matters concerning the Charities Commission (to be followed up).
• Tub located on Hall grounds requires owner to be contacted for removal.
• NRW Enforcement scheduled visit for 25/06/25 regarding apple trees.  Committee members to look into pricing for new stock to be planted in the Autumn.

• Date of next meeting:

14/07/2025.

Meeting ended 21:50 pm

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