Minutes of the Ordinary meeting held on Monday 11th April 2023 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.
Councillors: Caryl Jones(Chair), Emmanuel Kincaid, Eirwen James, Pat Parry, John Lloyd Griffiths, Lynet Pugh, Rhodri Evans.
1) To receive apologies.
Councillors: Dafydd Lloyd Jones, Beth Anthony (Vice-Chair), Enfys Hatcher.
PCSO John Evans.
2) Personal Matters.
The Council sent best wishes for a speedy recovery to Councillor Dafydd Lloyd Jones.
The Council also wished to extend congratulations to the young people from the community on recently taking part in a local film project ‘Pasio Fflam Pont Llanio’.
3) Declarations of interest.
4) Public participation.
Section 48 of The Local Government and Elections (Wales) Act 2021 makes provision for public participation at full community council meetings or those part of meetings which are open to the public. The Chair will give members of the public in attendance reasonable opportunity to make representations about any items of business on the agenda. Specific matters for discussion are to be submitted to the Clerk 7 days in advance of scheduled ordinary meetings (usually the 2nd Monday of the month)
No members of the public were in attendance, and no specific items were submitted for discussion prior to the meeting.
5) To confirm the minutes of the meeting held on 13th March 2023
On the proposition of Lynet Pugh, and seconded by Eirwen James, Council authorised the chair to sign the minutes of the meeting on 13th March 2023.
6) Matters arising from the minutes
Item 6) Review opportunity of First Aid Course provision for community groups in the area.
One member confirmed they had forwarded dates for First Aid training, organised by the local WI group: available dates being the 8th and 22nd June 2023, between 9.30am – 3.00pm (both days), to be held at Llanddewi Brefi Village Hall.
Council agreed to invite representatives from all hall user groups names to be put forward by the 28th May 2023, for the 10 remaining spaces available for the session of the 22nd June 2023. Requests to be sent out by Hall secretary with hall hire fee statements and to be posted on the Hall Facebook page.
Item 9) To consider publishing information regarding the Llanddewi Brefi Conservation Area on the Community Council Website
Councillor responsible confirmed the task was still pending.
Item 11) Correspondence (copies forwarded to members).
a) Independent Renumeration Panel Wales
i) IRPW Annual Report – February 2023
It was agreed that the Clerk should send a reminder to all council members that written disclaimers should be sent to the Clerk if they did not wish to receive the mandatory allowance with regard to determination 4 in the report.
Item16) Questions to the Chair
a) Regarding the defibrillator, one member confirmed that the record sheet had now been replaced and the alarm repaired.
b) With respect to issues raised re: dog fouling, it was confirmed that a dog fouling notice has already been placed adjacent to the footpath leading from the B4343 towards the playing fields within the village.
7) Financial report.
a) To approve the bank reconciliation for the period ending 31 March 2023
The following bank balances were reported on statements at 17 March 2023:
Business Current Account £100.00
Business Premium Account £9,056.02
Business Premium Account £1,615.25
It was noted that the amount for tree purchase for planting near Hfrydle has been removed from the s.137 ‘donations’ column, as other powers can be used for tree planting.
It was also noted that the Burial Clerk’s salary should be accounted for under the Cemetery Costs and that this change should take effect with the next reconciliation.
The reconciliation was approved.
b) Authorisation of payments:
i) Burials – Beddfeini Hafod (graves 655 & 293) £1,100 Local Government Act 1972, s.214
ii) Reimbursement of payments made by members. E Kincaid; Zoom subscription 06/12/2022 – 05/05/2023; £74.35 Local Government Act 1972, s.111
c) Staff and confidential payments – £303.10; LG (Misc.Provisions) Act 1976 s.19/ Local Government Act 1972, s.112
d) Recurring payments:
i) BT – Hall telephone & broadband – £53.94 LG (Misc.Provisions) Act 1976 s.19
ii) Bank charges (13/2-12/3/23)- £9.40 Local Government Act 1972, s.111
iii) Dwr Cymru-£15.09 Local Government Act 1972, s.214
e) Payments received:
i) Cash receipts to earmarked reserves – none
ii) T E Jones – Burial fees reimbursed – £550.00
All payments were approved according to the schedule presented.
One member raised an issue concerning the current system of reimbursement of gravedigging costs and requested that the matter be put on the next agenda for review.
8) To receive a budget outturn report for the year 2022-23 and review the budget for 2023-24.
Generally, it was noted from the Budget report for March 2023, that the Council was in a better position from last year, due to the receipt of the LEADER grant funds.
Other significant variances also included VAT costs for grass cutting due to registration changes from the previous year, and a reduction in the Clerk’s salary due to the appointment only from September. Memorial paving and school bell installation works had also not yet been carried out.
a) to consider proposals for funding Youth ‘Drop-in’ sessions at the village hall from 17/04/2023.
It was noted that the running costs for the Youth- Drop- In were estimated to be £1050 per year, based on 30 weekly sessions and including activity costs. One member proposed that the Council should contribute £830 to the group, to support running costs for 12 months (excluding cash to be raised from bingo or other fundraising activities). Another member proposed a contribution of £210 for sessions up to 26 May 2023, pending feedback from volunteer organisers after their May meeting. Council resolved to review and decide on this matter in the June meeting.
c) to review the Council’s Financial Regulations (regulation 6.21) to allow a cash float to support Youth drop-in sessions.
A decision was deferred pending further discussion with volunteers.
9) To receive the Audit certificate and report for the year ending March 2022.
The contents of the Auditor General’s report regarding the audit of the Annual Return for the year ended 31 March 2022 were noted. The report has been posted on the Council’s noticeboard and website, together with the annual accounting and governance statements.
The report stated that the Council’s balances only cover 28% of its planned expenditure for the next financial year, but members noted that this was due mainly to expenditure immediately before the year end in connection with the LEADER grant project, which was recovered in the following month.
The only basis for qualification of the audit was that PAYE had not been correctly operated in relation to the former clerk’s salary for part of the year 2021-2022. The Notice of conclusion of audit and right to inspect the annual return for the year ended 31 March 2022 was published on 20/03/2023.
Members also noted that no Audit notices for 2022-23 have been received yet, but that the annual return will need to be approved by the end of June 2023. Notices will be published on the Council website and noticeboards as soon as they have been received.
10) To review fees for burials from March 2023.
Council considered the Memorandum of Understanding (MOU), between the Welsh Ministers, the Welsh Local Government Association (the WLGA) and One Voice Wales (OVW), that Burial authorities in Wales will not charge fees for burials for under 18’s. Council resolved to adopt the same MOU with respect to Llanddewi Brefi Community Council, burial fees and that the burial fees should be amended accordingly.
11) Correspondence (copies forwarded to members).
a) One Voice Wales
i) APRIL 2023 TRAINING DATES
It as noted that many of the proposed training dates were not being offered through the medium of Welsh. It was agreed by Council for the Clerk to e-mail the training organiser regarding the May/June dates to clarify if more sessions can be offered in the medium of Welsh, should 3 members be able to attend, and also to confirm funding available regarding training bursaries for the 2023-24 period.
It was agreed by Council to review this matter as an item on the Annual Meeting Agenda and approve training costs budget for the coming year.
12) To receive a report from the PCSO
PCSO Evans was unable to attend but advised that no incidents were reported since the last meeting.
One member requested that the PCSO might attend alternate meetings of the Council, if possible, it was agreed that the Clerk should make this request when issuing invite for the next meeting.
13) County Councillor Report
Councillor Evans reported that the Council Tax rate will be raised by 7.3%, to enable schools to maintain current levels of funding provision within the county, in spite of equivalent reduction in funding being received by the Council for 23-24.
Regarding ongoing issues concerning bus transport provision, he confirmed that currently there is not further funding available to subsidise the service, beyond 6 months.
Regarding the proposal concerning a rail link from Carmarthen to Aberystwyth, he confirmed this is not considered a viable option at present but that an Active transport link option is being currently evaluated.
He also confirmed that an open consultation is also now ongoing regarding spending funds raised from selling the old school site in Tregaron.
14 )Planning Applications
15)To receive a report from the Llanddewi Brefi Village Hall and Recreation Grounds committee.
16) Questions to the Chair.
a) One member suggested that a calendar for annual Community Clean up events, such as cleaning around the War memorial, should be produced and included on the Council website calendar.
b) One member requested that including house naming guidance on the Council website should be an item on the next meeting agenda.
17)Date of next meeting.
15/05/2023 at 8:30 pm, preceded by the Annual General meeting of the Council to be held at 7:00 pm.
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