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Minutes of the Ordinary meeting held on Monday 11th July 2022 at 8:00pm 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: Caryl Jones (Chair), Beth Anthony (vice chair), Rhodri Evans, Emmanuel Kincaid, John Lloyd Griffiths, Eirwen James.
1) Apologies.
Enfys Hatcher-Davies, Dafydd Lloyd Jones, Pat Parry and Lynet Pugh.
2) Personal Matters.
None
3) Declarations of interest.
None
4) To confirm the minutes of the meetings held on 20 June 2022 and 05 July 2022.
On the proposition of Cllr. Rhodri Evans and seconded by Cllr. Eirwen James the Council authorised the Chair to sign the minutes of the of the ordinary meeting held on 20 June 2022, and the extraordinary meeting held on 05 July 2022.
5) Matters arising from the minutes
a) Cllr Enfys Hatcher was thanked for organising the Gorsedd display. Councillors and residents were thanked for helping to prepare the village for the Eisteddfod.
b) It was agreed that fabric replacements for the recently damaged plastic bunting should be purchased from the Hall maintenance budget.
c) Resolved to ask Sêr Dewi to provide a statement of accounts so that a decision can be made regarding their request for financial support.
d) Resolved to confirm the appointment of the new Clerk and Responsible Financial Officer, to commence on 01/09/2022. The contract of employment will be drafted by the Proper Officer and the Chair and negotiated with the applicant.
6) Financial report.
a) Resolved to approve the bank reconciliation for the period ending 30 June 2022
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b) Authorisation of payments:
i) Fencing repairs – Pynfarch. It was agreed that a quotation for preservative treated posts should be requested.
ii) Pugh Computers Ltd. MS Office 2021 – Professional Licence (LEADER grant -defrayed expenditure) – £419.40
iii) Pugh Computers Ltd. Training and Consultancy (LEADER grant – defrayed expenditure) – £276.00
iv) Pugh Computers Ltd. Setup, Basic Training and delivery cost (LEADER grant – defrayed expenditure) – £1,260.00
The following expenditure was approved pending implementation of an electronic payment system
v) Microsoft Office 365 Apps for Business (12 month subscription for clerk’s use)
vi) Norton Small Business Internet Security (12 month subscription)
Purchase of a filing cabinet for the Clerk’s use was discussed, and a decision deferred pending further quotations
Refer to schedule of payments – approved
c) Recurring payments:
i) BT – Hall telephone & broadband
d) Payments received:
i) LEADER grant – 1st instalment; invoice ref 20220509 – £7,120.83
e) Statement of payments made to members April 2021-March 2022 to be submitted to the Independent Remuneration Panel Wales and posted on the Council’s website.
Resolved that Internet banking should be arranged for the Council’s accounts, with the Clerk having ‘view only’ access. Subject to confirmation of suitable control measures, and review of the Council’s Financial Regulations, an electronic payment card is to be issued to clerk with a £150 transaction limit.
Cllr Eirwen James informed the Council that she had donated her £50 Chair’s Allowance to purchase items to decorate the village for the Eisteddfod.
7) Burial authority fees and payment arrangements.
Review deferred until the next ordinary meeting
8) Review progress with Cynnal Llanddewi Brefi LEADER Grant project.
A Digital Training session was held for Community groups and associations, delivered by Pugh Computers Ltd., on the use of the interactive display and hybrid meeting system on
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06/07/2022 at the village hall. Any volunteers unable to attend this session will receive instruction from members.
The proposed 11-19 Youth club project is to be held over 17 weeks. Concern was expressed at the low number of volunteers coming forward, as the deadline for completion of the project is 31 October. The timescale for achieving outputs was
discussed, and it was agreed that copies of the grant contract should be forwarded to all members
All volunteers will be called to a meeting in the week commencing 25 July to explain further the volunteer’s role. Cllr Kincaid has been appointed as ID verification officer for the purpose of obtaining DBS checks through Powys County Council.
The youth club sessions should occur on a twice weekly basis throughout August and September. A Community Awareness Event could coincide with the Village show and Carnival.
It was agreed to approach Gwion Bowen of the Ceredigion Youth Service again to seek clarification of the possible support to be provided by Ceredigion Youth Outreach workers in this project.
9) Correspondence (copies forwarded to members).
a) Independent Remuneration Panel for Wales: annual report 2022 to 2023 | GOV.WALES
Noted
b) Email from Cered – Menter Iaith Ceredigion; the Eisteddfod ‘Dress Up weekend’ takes place on the 1-3 of July. To take part in the competition send a picture of the decoration to siriol.teifi3@ceredigion.gov.uk before the 25th of July.
Noted
c) Agreed that the website page should contain information only, and not promote any one service.
d) Survey from Tir Coed – Council resolved not to respond.
e) Letter regarding Revised Carmarthenshire Local Development Plan (LDP) 2018-2033. Noted
f) A letter was received from Ben Lake expressing his concern that there had been no response from Tilhill regarding Llanddewi Brefi Community Council’s request for a copy of their Environmental Impact Assessment of the Brynglas woodland creation project. He is awaiting response from the appropriate Minister, Lee Waters MS.
10) PCSO Report.
The following report was received:
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Fraud / Scam calls :-
Recent reports involve a local person making a purchase from a seller in the London area who has then requested further payments for delivery and other costs. A substantial sum of money has been transferred and the purchased items has not been delivered.
Another recent scam involves an item for sale on E-Bay where a local person has made contact with seller and has been asked to forward identity documents in the form of driving licence and Passport. This is suspected to be an attempt at identity theft as enquiries reveal that the seller was using details of another person whose identity was stolen in 2020. DPP Economic Crime team have been in contact with the victim and incident has been reported to Action Fraud.
11) County Councillor’s report on matters arising from Ceredigion
Cllr Rhodri Evans reported that villages across the whole of Ceredigion are due to be put under 20mph speed limit restrictions. This project does not include provision of speed indicator displays or traffic calming road surfaces.
12) Report on matters arising from Ceredigion Area One Voice Wales meeting
a) Community CPR & Defibrillator training.
One Voice Wales has appointed a Community CPR and Defibrillator Manager, Mr Phil Hill, to organise training in partnership with NHS Wales. Requests to deliver training should be sent by email to Phil.hill@wales.nhs.uk
3 areas of public training can be covered:
1. Training trainers – nominated trainers
2. Formal training – 1st aiders and health professionals
3. Community – 90-minute demonstrations to raise community awareness
All training is to be free of charge for the next 2 months – funded by One Voice Wales
It was decided to ask whether Llangeitho would wish to join Llanddewi Brefi for training, and to forward the OVW contact details.
The Public Access Defibrillator weekly checks are to be carried out as follows:-
July – Cllr Rh Evans, August – Cllr E Kincaid, September – Cllr P Parry, October – Cllr E James, November – Cllr J Griffiths, December – Cllr D Lloyd-Jones.
The Chair carries out a more detailed check of the Defibrillator before the Community Council meeting every month.
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b) The Finance & Governance Toolkit for Community and Town Councils
The ‘Quick guide’ was discussed and agreed that the part 1 ‘Health check’ is to be completed by the September meeting
13) To receive a report from the Village Hall and Recreation Grounds committee.
A Carnival will be held as part of the National Lottery Community Fund Jubilee Grant project on Saturday August 13th. Free entry. Subsidised food. Live Music etc.
14) A.O.M.
a) Public participation in Council meetings was discussed – an explanation of the protocol is to be agreed with the Proper Officer and the Chair and published with the next meeting agenda. Specific matters requiring discussion and decision are to be submitted to the Clerk 7 days in advance of the meeting and a ‘public questions’ item is to be included on the agenda.
b) A copy of the governing document of the Fuel Allotment charity has been requested from trustees for the next meeting. This is needed to clarify the procedure and timescale for appointment of Trustees by the Community Council.
c) Members were reminded that the Council needs to register as an employer with HMRC on appointment of the new clerk.
15) Date of next meeting.
12/09/2022
Mae'r dudalen hon hefyd ar gael yn: Cymraeg