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Minutes of the meeting held on Monday 25th April 2022 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: Eirwen James (Chair), Emmanuel Kincaid, Dafydd Lloyd Jones, Rhodri Evans, Pat Parry, Beth Anthony, John Lloyd Griffiths, Lynet Pugh, Enfys Hatcher Davies.
1. Apologies
Caryl Jones (vice chair).
2. Personal Matters
Wishing David Evans a speedy recovery. Congratulations to Cllr. Caryl H Jones and Rhodri Griffiths on the birth of their son Eilir Sion.
3. Declarations of interest
None
4. Minutes of the meetings held on 28 March 2022
No minutes were available
5. Matters arising from the minutes
To be raised at the next meeting
6. Results of Uncontested Elections
All existing Community Councillors for Llanddewi Brefi, and the County Councillor for Llangeitho ward were duly elected without a contest.
7. Temporary arrangements for the carrying out of the duties of the Clerk as Proper Officer and Responsible Financial Officer
Council resolved that Rhodri Evans and Emmanuel Kincaid should remain as Proper Officer and Responsible Financial Officer until 30th June 2022.
8. Annual Report for the financial year 2021-2022.
A draft report was shared with Councillors prior to the meeting. Any additional points/comments to be forwarded to Cllr. Kincaid.
A copy of the Fuel Allotment charity’s governing document is to be forwarded to Cllrs James and Kincaid before the agenda for the annual meeting is finalised.
9. GDPR and Safeguarding policies
Guidance was shared prior to the meeting. Policies need to be drafted for adoption at the Annual meeting. Need to consider the training requirements for future volunteers, but the first step is to get policies in place. Council resolved that the Chair should prepare draft policies by 03/05/2022 and share with Cllrs Parry,
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Hatcher-Davies and Kincaid for comments. The draft policies to be shared with all councillors by 05/05/2022.
10. Old school bell project proposals
The proposed design was agreed in principle but subject to consultation with neighbouring owners.
11. Updated contract for Cynnal y Cardi LEADER Grant
The contract has been amended to reflect an uplift of grant to cover the additional cost of the camera mast equipment. A copy was not available for signing at the meeting, and Council authorised Cllr Evans & Cllr Kincaid to sign and return the contract and first grant claim forms to Cynnal y Cardi.
12. Financial report
a. The bank reconciliation reports for the periods ending 31 March 2022 and 14/04/2022 were presented by the RFO, approved by members, and signed by the Chair.
Bank balances at 31/03/2022:
Current A/c
£100.00
Reserve A/c
£1,611.73
Reserve A/c
£10,285.71
Bank balances at 14/04/2022:
Current A/c
£100.00
Reserve A/c
£1,611.73
Reserve A/c
£1,999.18
b. The following payments were authorised:
i. Reimbursement of payments made by members – Video camera mast attachment (Local Government (Miscellaneous Provisions) Act 1976 s.19) – £9.95.
ii. “Cynnal Llanddewi Brefi” project equipment – B Hague & Co Ltd (to be reimbursed under grant contract LGF22.05) – £548.40
iii. Planning application fees-old school bell project (Local Government Act 2000, s.2) – £195.00
c. Recurring payments noted:
i. BT – Hall telephone & broadband (Local Government (Miscellaneous Provisions) Act 1976 s.19) – £47.94
ii. Bank charges – £11.30
d. Payments received:
i. Fees for interment of ashes – £80,00
ii. Sales of footpath books – £30.00
e. Payment claim in connection with LEADER grant project:
Claim forms were not yet available, but the claim was authorised by Council.
f. Proposals for internet banking and electronic payment.
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Council resolved to proceed subject to adoption of an internet banking policy.
13. Correspondence
a. Confirmation of precept instalment payment dates for the 2022-23 Precept and 2020/21 Cemetery Grant were noted
b. Information regarding Code of Conduct and Declaration of acceptance of office to be distributed and signed at the annual meeting.
c. Email from CAVO regarding Woodland Wellbeing Activities – information to be shared the with nature reserve group and posted on the Llanddewi Brefi website. (https://www.llanddewibrefi.org/wp-content/uploads/2022/05/Digital-poster_English.jpg https://www.llanddewibrefi.org/wp-content/uploads/2022/05/Digital-poster_Cymraeg.jpg )
d. Wales Community Food Distribution -Information flyer to be shared on Llanddewi Brefi website ( https://www.llanddewibrefi.org/wp-content/uploads/2022/05/WCDF-Flyer-ENG.jpg https://www.llanddewibrefi.org/wp-content/uploads/2022/05/WCDF-Flyer-CYM.jpg ).
e. Arts Council Wales -Noson Allan – information to be shared on Llanddewi Brefi website ( https://www.nightout.org.uk/ https://www.nosonallan.org.uk/hafan.aspx .
f. Email from resident – Dog walking around Community Centre.
Signs to remain in place and reinforce that this is a play area.
g. Hywel Dda CHC Newsletter – information to be shared on Llanddewi Brefi website (https://hywelddacic.gig.cymru/files/newsletters/cylchlythyr-ebrill-2022/ https://hywelddachc.nhs.wales/files/newsletters/april-2022-newsletter1/ )
h. Pryor & Rickett Silviculture – request to give presentation on woodland creation.
Further information / details of the project to be requested.
14. Report from the PCSO.
Cllr Evans to contact PSCO and ask him to attend the next meeting (09/05/2022) and to confirm the PSCO role and responsibility to the community. Local residents have raised concerns regarding speeding cars in the village and would like regular surgery with the PSCO to discuss their concerns.
15. Repairs to fencing between Pynfarch and Ash Street/ B4343
Councillors to complete the required work before the end of May 2022.
16. County Councillor’s report on matters arising from Ceredigion
No report was received due to restrictions imposed during the pre-election period.
17. Planning applications
a. The following approval was noted:
i. A220085 – Installation of a 25m mast; Land at Garn Felen, Adjacent to Forestry Track Bryn Du, Tregaron.
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18. Report from the Village Hall and Recreation Grounds committee.
a. Concerns raised that the bins in the hall are not emptied by users. Need to place signs on bins as a reminder. Also need to remind hall users to sign in/out on the required form.
b. The fire alarm units and additional fire extinguishers have been installed.
19. A.O.B.
a. Two cherry trees recently planted near Hyfrydle, however one has been damaged. Agreed that the damaged tree could be replaced as the cost would not exceed the amount already approved.
b. Defibrillator checking rota –
2022
May
Lynet
June
Enfys
July
Rhodri
August
Emmanuel
September
Pat
October
Eirwen
November
John
December
Dafydd
c. Jubilee celebrations – a suggestion box is to be placed in the village shop and New Inn from 06/05/2022. Cllr. Evans to email to all representative of the LEADER project group to invite them to attend a meeting on 11/05/2022 to discuss the celebrations.
d. First responders – Chair to seek confirmation if first responders attend or report calls to Llanddewi Brefi.
e. Park – Seesaw yet to be repaired. Everyone to remain vigilant of any glass in the park.
f. Dog waste can be place in street bins after it has been bagged.
g. Sioe Llanddewi Brefi to take place 10/08/2022
20. Date of next meeting.
9th May 2022.
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