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Minutes of the Ordinary Meeting of the Council held on Monday 16th September 2024 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 :Dafydd Lloyd Jones (Chair), Rhodri Evans ( Vice Chair) Eirwen James , Emmanuel Kincaid Gareth Jones ,Bethan Griffiths, Angela Evans, Caryl Jones, Pat Parry.
1.To receive apologies.
Cllrs : John Griffiths

2.Personal Matters.
Council would like to extend congratulations to all the young people on their successes regarding recent GCSE results.
Also, congratulations and best wishes extended to Cllr Jones and family on the arrival of their new baby.
Caffi Dewi recently reported having raised £500, to which Council extended their congratulations.
3.Declarations of interest.
Cllr Evans declared an interest with respect to point 9 of the Agenda.

4.Public participation.
Council resolved to allow a motion to allow Point 9 of the agenda to be moved to the first matter.
Proposed Emmanuel Kincaid Seconded: Dafydd Lloyd Jones.

5.To confirm the minutes of the Ordinary Meeting held on 08 July 2024 and Extraordinary meetings held on the 8th of July & 12th August 2024 respectively.
Not confirmed within the meeting due to lack of time, these will be considered in the next meeting of Council.
6.Matters arising from the minutes.
To be considered in the next meeting of Council.
7.Financial report
a. Bank reconciliation was not available
i. The following bank balances were noted at 16/08/2024:
Business Current Account £100.00
Business Premium Account (1) £1640.81
Business Premium Account (2) £11,787.15

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Council approved transfer to Petty cash account for Youth Club expenditure of £ 100.00.
b. Authorisation of payments.
i. Staff and confidential payments
(Local Government Act 1972,s.112/ LG(Misc Provisions) Act 1976 s.19) £338.80
ii. One Voice Wales: Membership Fees (LGA 1972, s.111): £136.00
iii. Reimbursement of Clerks Expenses- Zoom (LGA 1972, s.111): £15.59
iv. Reimbursement of expenses: Norton Antivirus LG(Misc Provisions) Act 1976 s.19): £74.99
v. Internal Auditors fees (LGA 1972, s.111): £125.00
Council approved these payments.
c. Recurring payments – confirmation of ongoing variable direct debit instructions:
i. BT – Hall telephone & broadband
Charges from 25/08/2024 (L.G.(Misc Provisions)Act 1976 s.19). £57.19
ii. Bank charges
Commission charges 15JUL/12AUG (LGA 1972,s.111) £10.45
Council approved recurring payments.
d. Payments received.
i. Bank Interest & Loyalty received.
Business Premium Account (2) – Interest from 12/06/2024-11/09/2024 £6.14
Business Current Account – Loyalty reward 15/07/2024-12/08/2024 £0.37
ii. Direct Credit from Ceredigion Council- Precept JUL 2024: £4800.00
iii. Burial of Ashes Fee (plot 281): £120.00
Council noted receipts.
8. Correspondence
a. CAVO:
Ydych chi’n cynnal ffair gymunedol neu ffair lles yr hydref/gaeaf hwn?Are you hosting a community or wellbeing fair this autumn/winter?
i. Clerk to forward response to Caffi Dewi Organisers for awareness.
b. Cyngor Sir Ceredigion County Council:
Llanddewi Brefi Public Toilets./Opsiynau ar gyfer Darparu Toiledau Cyhoeddus Llanddewi Brefi – Options for Provision of Llanddewi Brefi Public Toilets.
i. Council resolved inappropriate to make a decision and commit to a budget at this time as no public consultations have taken place. For awareness presentation notes, with spreadsheet of costs are available for Cllrs to pursue in one drive folder.

c. Tilhill Forestry

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Cyngor Cymuned Llanddewi Brefi: Cynllun Plannu Blaendoethie a Brynglas Ymatebion YmgynghoriadLlanddewi Brefi Community Council: Blaendoethie and Brynglas Planting Scheme Consultation Responses.
i. Council had no further comment to add to their previous consultation response, Clerk to confirm this with Tilhill Forestry.
9. To receive further presentation regarding Community Benfits- Ben Ferguson from ‘Community Energy Wales’

Ben Ferguson(BF) from ‘Community Energy Wales’ presented to Council examples of other community engagement/benefit structures formed in response to renewable energy developments in Wales with reference to the Welsh Government(WG) Guidance for developers, local communities & decision-makers Local and shared ownership of energy projects in Wales( see link below)
https://www.gov.wales/sites/default/files/publications/2022-06/guidance-local-and-shared-ownership-of-energy-projects-in-wales_0.pdf
BF made the following points:
i. Potential for relationships with developers- but emerging form of engagement for communities.
ii. Need entity to enter into contracts with the developer.
iii. More worthwhile to negotiate shared ownership before planning- both parties- best for local organisation.
iv. Another good reason to have a third party to hold a position.
Councillors present made the following points:
v. More steered towards groups developing own energy projects- how can the Community Councils ensure an appropriate structure is put in place to best distribute dividends from both the fixed and 1 % share dividend being offered for free.
vi. Previously BTP had given assurances that the host community and those within a 6 km radius should receive the greatest benefit.
vii. Currently this has now been opened to more than 9 Community Councils.
viii. Councillors now feel the developer is driving this and reneged.)They would have the ultimate decision as to how any board would be made up.
ix. Where does this leave us regarding agreeing an MOU with developer- at moment very loose.
x. How do we get to purpose a structure to take to Belltown? Will we achieve the best outcome by working with all the Councils invited to the workshop? Or would it be more productive to work with those within the 6KM radius?
xi. Which of the three offers do we work towards?( fixed sum per install megawatt/1% free share/4% purchasable at cost)
xii. Cannot see any opportunity to purchase additional shares at present.
xiii. BF suggestion that-CAVO would be an excellent and impartial third party organisation to help shoulder some of the early burden of the process and to help structure a potential Community Benefit Society(CBS)

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xiv. He also suggested to refer to Co-operatives UK( see link below) to structure Rules- Aims/Objectives: https://www.uk.coop/understanding-co-ops/what-co-op
xv. We could than go onto to define area of benefit, makeup and ratio of representatives on the board to create a strong CBS.
xvi. He recommended that the MOU be structured to allow consideration of the 4% Community share purchase offer even if we think there is no possibility of taking this up at this time .BF has a template MOU he can pass on for reference.
xvii. Councillors suggested putting together local partners to ensure that decision making on distributing benefits stays within the 6 km radius (even if the application of these benefits can be spread wider)
xviii. Council will need an EM to decide how we will approach these discussions and the forth coming workshop. Also advised we could ask Belltown to resource BF if this would be helpful in future discussions.
xix. Council resolved to organise the next workshop meeting without developer- to look at how they could restructure their second round of consultation questions-( the current focus on energy bill discount scheme is not sufficiently supported in the community with a low level of positive response from initial consultation responses. The 67 % positive response included approximately 20 people from within the community and more than half of those responding were outside the 6KM benefit area .
xx. BF suggested to put these concerns in writing to BTP from the Council and include in the planning response)
Council resolved the following:
a) BF to request BTP finance his attendance the next workshop(10/10/24 tbc) and strongly recommended to put discussion points in writing meanwhile to BTP)
b) BF will take back feedback and suggest CAVO representatives attend.
c) Council to organise another EM before the workshop to discuss and propose commercial terms and structure for CBS.
d) BF to assist with:
i. Get parties around table to decide aims and objectives( BF to share examples- takes longest time and choice of 3-4 founder members)
ii. Also suggested BTP to fund legal fees for advice regarding governance structures and registration with FCA of CBS to be ready before planning application is submitted in January 2025
e) Council resolved to hold an Extraordinary Meeting on Tuesday 1st October at 07:30 pm.

10. To consider response regarding ‘options for Provision of Llanddewi Brefi Public Toilets’ from Ceredigion County Council.
a. See Correspondence item 8 (b)

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11. To consider Community Concerns received regarding proposals for Tregaron Community Hospital.
Councillors considered that:
i. Not a consultation- describing change of use/service- 135 attended Tregaron Community Hospital consultation held in August 2024.
ii. Nothing put in place regarding replacement services, or any new facility proposed.
iii. Staffing- issues residents are concerned how they will be redeployed in the community
iv. 26/09/24- Decision will be made.
Council resolved to write to Hywel Dda outlining these concerns.
12. To receive a report from the PCSO
PCSO attended session and reported the following:
i. Over summer months quiet- 4/6 Sept- local resident- heightened anxiety—ill temper with children playing outside- signposted him to help with other agencies- PCSO- been there to check he attends and gets help and support- since this date no further calls.
ii. Burglaries/Assaults 0
iii. Frauds/scams 1- Power tool purchase request- card details not accepted for goods request- card fraud reported next day- details passed forward to economic fraud team.
iv. Fraud/Scams 2 : Llangeitho area- 10/09/24 resident rang in report about a parking charge notice- scam, this has now been reported but advised for awareness.
v. Drug checks took place in 24/08/24 within Tregaron area. Drugs dogs/Drug wipes used in Toilets to check for cocaine- 2 x premises evidence of slight use of Cocaine. PCSO- confirmed consent not required for checks. He also said that if the public had concerns, they could call in to the Crimestoppers’s line and will also pass posters to Hall committee for public information and advice on reporting concerns regarding drugs use in the community.
vi. Councillors also raised concerns had been raised concerning anonymous silent phone calls being received recently by some residents and that awareness should be raised to help residents to be aware.
vii. Concerns have also been raised to councillors concerning car parking of near to the entrance of the New Inn and around Chapel area Bethesda and that there had been complaints that junctions on occasion are blocked and parking on pavements has been making it problematic for residents using buggy’s or requiring disabled access.

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13. County Councillor’s report on matters arising from Ceredigion.
The County Councillor reported the following for the August/September period
i. 7 schools- 4 taken out of closure decisions. Consultation not opened yet. Borth/Llanwython/Llanfiangle Creddyn
ii. Parking on the Prom./ Tregerddan Home closed.
iii. 12 million shortfalls in the budget reported.
iv. 6th form consultation – initial draft happening at the moment.
14. Planning applications
a. To consider the following application:
i. A240626 – Maesglas, Tregaron. SY25 6NP
Council raises no objection to the development.
15. To receive a report from the Village Hall and Recreation Grounds committee.
1) Chair- thanked all committee for help preparing hall for wedding hire.
2) Grant Funding Issues:
i. Tender Docs- in one drive initial timetable now not achievable. Need to discuss new dates for tender process.
ii. Council agreed: that tender notice should be issued on Tuesday 18th September 2024.
iii. Clarification for tender enquiries deadline 11/10/24.
iv. Tender receipt deadline- 18/10/24.
v. Decision on preferred contractor following tender evaluation meeting on 21/10/24.
vi. Commencement of Works to be agreed. Completion of works Friday 28/02/25.
a) RE to get feedback from the funders.
b) EK feedback regarding Hall refurbishment grant – designers have proposed solution with sheepswool and woodfibre insulation, also to sand off all the paint off to improve vapour permeability. The proposals have only been received today and resultant level of cost reducing scope of works is a concern.
c) Feedback is needed for the funders case study – meeting dates of Oct 11th/25th suggested. agreed 11/10/24.
16. Questions to the Chair.
i. Enquiry made as to whether donation request been received for fireworks – Noson Tan Gwyllt.
ii. Christmas Dinner: New inn- 29th November 2024.
iii. Youth Club date half term in principle 28/10/24 but will need to be confirmed.

17. Date of next meeting.
Extraordinary Meeting to be held on 01/10/24 at 7:30 pm in the Llanddewi Brefi Community Hall.
Ordinary Meeting to be held on 07/10/24 at 7:30 pm in the Llanddewi Brefi Community Hall.
Meeting ended 21:55 pm.

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