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Minutes of the Annual Meeting of the Council held on Monday May 11th 2026 at 7:00pm 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: Rhodri Evans(Chair) , Dafydd Lloyd Jones, Caryl Jones, Gareth Jones, Eirwen James.
To receive apologies
Councillors: Beth Griffiths, John Griffiths Pat Parry.
1.To elect a Chairman for the Council Year 2026/27.
Cllr Rhodri Evans was elected as Chairperson for the Council Year 2026/27.
Cllr Rhodri Evans thanked everyone for their support during the past year and looked forward to another year of work to support and improve the community of Llanddewi-Brefi.
Proposed: Caryl Jones Seconded: Gareth Jones
2.To elect a Vice-Chairman for the Council Year 2026/27.
Cllr John Griffiths was elected as Vice Chairperson for the Council year 2026/27.
Proposed: Caryl Jones. Seconded: Gareth Jones
3.To receive the Chairman’s Declaration of Acceptance of Office.
Declaration of office was signed by the Chairperson for 2026-2027.
To confirm the minutes of the Annual Meeting of Council, held on May 12th 2025
Proposed to confirm the minutes – Dafydd Lloyd Jones Seconded by Gareth Jones
No matters arising
4 To consider and approve the draft Annual report of the Council for the year 2025/26
The Annual report had been sent to members before April’s meeting. Following the Clerk attending the Year end Audit online course further information was included under the Audit Report.
5.To receive declarations of personal and personal/prejudicial interests.
None.
6.To appoint Committees and Working Parties:
Hall Management Committee.
It was resolved that all existing members of the Council to be in membership with the Chairman and Vice-Chairman of the Council . However, with the new Community Boundary coming into effect in June 2027 there is a need to review the committee with the requirement for an AGM in early 2027 before boundary changes.
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Biodiversity Working Party (Duty under s6. Environment (Wales) Act 2016) (Currently Councillors Rh Evans, G Jones and E James).
It was agreed to ask community volunteers which have a wealth of knowledge and understanding in Biodiversity to advice and work with the Biodiversity Working Party.
7. Appointment of Representatives.
a. One Voice Wales Area Committee.
Councillors Rhodri Evans and Eirwen James to continue for 2026-2027.
8.Rates of Remuneration.
To review the following:
a.Chairperson’s allowance.
£50 to be claimed for 2025-2026. The Chairperson’s allowance for 2024-25 was given towards the High Sheriff of Dyfed Charity – Wales Air Ambulance.
b.Members allowances.
None Claimed for 2025-2026.
It was noted that there are Paper form’s available for submitting declarations. Also, that any Councillors wishing to take the allowance will have to be named on the financial records.
9.To Review the Fixed Assets Register.
Members read through the content of the Fixed Assets Register and resolved to keep the same.
10.To determine whether a review of Standing Orders and Financial Regulations is required.
Members read through the Standing Order document provided by One Voice Wales.
11.To determine whether a review of the Council’s complaints procedure is required.
Members had received the policy before hand by e-mail and was accepted by all members present. Policy had been prepared by One Voice Wales.
12.To Review the Council’s Risk Assessment Register
It was resolved to accept the Risk Assessment register with following additions:-
Change risk level for failing to comply with Welsh Language Act from High to Low as all documents being produced by the Community Council are now all bilingual.
Include the risk regarding GDPR regulations.
13.To Review the Council’s Insurance Arrangements.
Council approved the most recent quote from Zurich.
Proposed: Rhodri Evans Seconded: Caryl Jones.
14.To Review the Council’s procedures and policies in connection with its obligations under the Freedom of Information Act 2000 and the Data Protection Act 2018 (GDPR).
Council agreed no review required.
15.To Review policies for Safeguarding and Volunteers.
The policy had been reviewed in November’s meeting and no further action required.
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16.To Review the Council’s Grants Policy.
Council approved the Grants Policy.
17.To Review the Council’s employment policies and procedures.
Council agreed no changes required and adopted the Equality and Diversity Policy; Grievance Policy and Disciplinary Policy.
18.Review of the Council’s expenditure incurred under s.137 of the Local Government Act 1972.
£1715 paid out under s.137 for 25/26 but noted this was not near the designated limit for donations.
19.To Review the Statutory training plan.
Council reviewed training received in 2025/26 on Biodiversity and Community Boundary Changes. Training requirements for 2026-27 was discussed with further training on Biodiversity; Year End accounts and Audit and Community Boundary Changes being put forward. Council resolved to accept the Statutory Training plan.
20.To Determine the time and place of ordinary meetings of the full Council up to and including the next annual meeting of full council.
Council resolved that ordinary meetings of Council will continue to be held on the second Monday of every month throughout 2026-2027 except in June due to a football tournament taking place. Therefore, the meeting for June will take place on the third Monday – June 15th.
Also, that the next Annual Meeting of Council will be held on May 10th 2027 in the Llanddewi Brefi Village Hall.
Mae'r dudalen hon hefyd ar gael yn: Cymraeg