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Minutes of the Ordinary meeting held on Monday 11th September 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.
Present:
Councillors: Bethan Griffiths (Chairperson), Dafydd Lloyd Jones (Vice Chairperson), Emmanuel Kincaid, Eirwen James, Pat Parry, John Griffiths, Caryl Jones, Rhodri Evans, Angela Evans, Gareth Jones.
1) To receive apologies.
None.
2) Personal Matters.
The Council wanted to extend thanks to all those involved in the Llanddewi Brefi Show and other Charity Events that had taken place in August 2023.
The Council also wanted to extend a warm welcome to Councillors Angela Evans and Gareth Jones.
3) Declarations of interest.
None.
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)
Two members of the public were present.
5) To receive signed declarations of acceptance of office from A. Evans and G. Jones.
Signed and dated declarations of acceptance of office were received for both new members of the council at this meeting, and witnessed by the clerk.
6) To confirm the minutes of the Ordinary meeting held on the 19th July 2023
Council confirmed these to be correct.
Proposed by: Bethan Griffiths Seconded by Rhodri Evans.
Council authorised the chair to sign the minutes of the ordinary meeting of Council on 19th July 2023.
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7) Matters arising from the minutes
Noted that post repairs still pending for Pynfarch lane.
8) To review current arrangements for the Youth, Drop-In session.
Councillors considered requests to lower the age range of the group, in recognition of a need in the community for this wider provision. To facilitate this further DBS checks would be required for new volunteers who had come forward to help supervise sessions and provide adequate safeguarding measures.
Council resolved to lower the age to 9 years and fund 5 additional DBS checks to enable monthly sessions to take place on the first Monday starting in October. It was agreed to review arrangements again in January 2024.
It was also noted that Financial regulations needed amending to allow petty cash for purchasing tuck shop supplies and a till float. It was agreed that amended regulations would be put on the October Agenda for review and adoption.
9) To review arrangements for cemetery hedge cutting.
After a brief discussion Council resolved that a local contractor would be approached to take over the cemetery hedge cutting but that hedges on the internal boundary would be trimmed by hand near existing graves.
10) To consider a request for the provision of extra dog waste bins within the village.
It was recognised by the Council that there had been some improvement with regard to dog fouling near and within the Hall recreation grounds as a result of providing extra signage. However, in recognition of ongoing reported issues, Council resolved to make enquires with regard to providing an extra bin, in addition to extra signage for the Hall Recreation grounds and feedback in the next meeting.
11) To review and adopt Revised Standing Orders.
Council reviewed the amendments and resolved to adopt the revised standing orders, presented to councillors beforehand.
A translation will be issued for review in the near future.
12) Financial report
a. To approve the bank reconciliation for the period ending 31st August 2023.
Council approved the reconciliation to 06/09/2023, issued prior to the meeting, and noted the following bank balances at 18/08/2023:
i. Current account: £100.00
ii. Reserve account (1): £1,618.62
iii. Reserve account (2): £11,559.92
Total all bank balances: £13,278.54
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Total reconciled balance to agree with cash book at 06/09/2023: £12,426.41
Less earmarked reserves for defibrillator maintenance: £1,388.15
Balance of general reserves: £11,038.26
b. Authorisation of payments.
A replacement cheque in the amount of £600.00 was issued for cheque nr 101151 (issued on 11/10/2022) to Llanddewi Brefi YFC, as this had not been presented within the permitted 6 month period. Council approved the following payments in accordance with the schedule issued prior to the meeting. It was also noted that staff payments for the September period and any necessary payments to HMRC would be completed and reported to the next meeting:
i. Staff and confidential payments: £578.84 (LG (Misc.Provisions) Act 1976 s.19, Local Government Act 1972, s.112)
ii. L Zanoni – Zoom subscription 12/07/2023-11/08/2023; 12/08/2023-11/09/2023: £23.38 (LGA 1972, s.111)
iii. One Voice Wales – Code of conduct training: £38.00 (LGA 1972, s.111)
iv. Consideration of donation request from Llanddewi Brefi Y.F.C. for Fireworks Night.
Council approved a donation of £700.00 towards the cost of fireworks. (LGA 1972, s.137)
v. Consideration of donation to RBL poppy Appeal 2023 and disbursements on behalf of local organisations.
Council approved a donation of £25.00 to the British legion Poppy Appeal, and disbursements of £300.00 on behalf of local organisations, to be reimbursed. (LGA 1972, s.137)
vi. Norton antivirus renewal for the hall digital screen and Clerk’s laptop was also approved. Payment to be made by Cllr. James and reimbursed – £74.99 (LG (Misc.Provisions) Act 1976 s.19)
c. Recurring payments – confirmation of ongoing variable direct debit instructions:
i. BT – Hall telephone & broadband. 1/7/23-31/8/23: £104.59 (LG (Misc.Provisions) Act 1976 s.19)
ii. Bank Commission charges 13JUN/13AUG: £25.95 (LGA 1972, s.111)
d. Payments received.
Council noted payments received up to the 6th September 2023
i. Ceredigion CC, Precept-2nd instalment: £3,166.67
ii. Bank loyalty 13/6/23-12/7/23: £0.80
iii. Openreach-Wayleaves: £4.80
iv. Bank interest 5/6/23-3/9/23: £32.39
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13) Correspondence
a.Belltown Power – RE: Community Response- Llanddewi Brefi
Belltown power acknowledged receipt of the 12 responses to the Council’s community consultation, and will respond to each of the approx. 150 responses received in total and share findings with the Council.
b.Resident’s Enquiry – Hire of the village hall.
Council considered the enquiry and resolved to clarify that due to rising costs in relation to hire income, the Hall committee had to maintain a minimum hire charge, and at the present time an hourly rate could not be accommodated.
c.One Voice Wales – FW: Consultation on Fee Scales 2024-25
Council noted the findings of the consultation.
14) To receive a report from the PCSO
PCSO Evans was on a training day and could not attend the meeting in person but had sent on the monthly report for the month. Two separate incidents of damage to vehicles had been reported at Hyfrydle during July.
15) County Councillor’s Report on matters arising from Ceredigion.
Cllr. Evans reported that during a recent Budget meeting of Cabinet that there was a deficit with respect to spending within the county due to a reduction in the funding from central government this year.
16) Planning applications
a. The following determinations were noted:
i. A230333- Extension to dwelling-Bryneirian, Llanddewi Brefi; Approved subject to conditions
ii. A230458 – Installation of PV Solar Panels in freestanding array in field-
Brynheulog, Llanddewi Brefi; Approved subject to conditions
b. To consider the following applications:
i. A230627 – Conversion of Agricultural Barn to a TAN 6 Dwelling – Maesglas, Tregaron, SY25 6NP.
ii.A230475 – Werncoli, Llanfair Clydogau, Lampeter, SA48 8LH – Proposed Extension
The Clerk left the meeting during discussion of items (i) & (ii) above. Council raised no objections with respect to planning proposals A230627 and A230475, and resolved to send letters of support to the Planning Authority.
17) To receive a report from the Llanddewi Brefi Village Hall and Recreation Grounds Charity.
A representative of the Hall Charity Committee reported the following on behalf of the Charity:
a) Due to the recent Farwel Haf event being cancelled it was agreed that another event would be reorganised in coming months, in lieu of the summer event.
b) The works to replace the Oil tank at the hall had been delayed due to additional requirements for the proposed works to be compliant with OFTEC regulations. It is anticipated the works would be commencing within the month.
c) The football stand has been re-roofed.
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d) Replacement locks and internal doors to be considered following unreported damage in the snooker room.
18) Questions to the Chair
a) A member of the Council raised the issue of long ambulance waiting times outside hospitals and suggested that perhaps a collective response from the Council could written to send onto the health board.
b) Members of the Biodiversity working party of the Council reported that installation of the path in the Community Garden would commence 23rd September, following confirmation with Spooner Landscapes, who have very kindly volunteered to strip turf in preparation for path works.
c) A member of the Council reported that the recent Defibrillator training organised by the Council had enabled 60 residents to be trained within the Community.
d) The Clerk reported that the wreaths for Sul y Cofio/Remembrance Sunday had been ordered. The Chair will make enquiries and confirm whether a service will be held in Eglwys Dewi Sant/ St David’s Church this year.
e) Members were reminded that Council will meet at the cemetery on 28th October 2023 at 14:00 pm to prepare for the service at the memorial on 12th November.
f) A member of the Council reported a request to add strimming part of the footpath from Tanrallt to Talfan to the grass cutting contract for 2024-25, due to go out to tender in November.
19) Date of next meeting.
09/10/2023 at 7:30 pm
Meeting ended 22:08 pm
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