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Minutes of the Ordinary meeting held on Monday 13th November 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: Dafydd Lloyd Jones (Vice-Chair), Emmanuel Kincaid, Eirwen James, Pat Parry, Angela Evans, Gareth Jones, John Griffiths
1. Apologies received.
Beth Griffiths (Chair), Rhodri Evans, Caryl Jones, John Evans (PCSO)
2. Personal Matters.
The Council congratulated Ann Jones on being sworn in as Deputy Lieutenant of Dyfed.
3. Declarations of interest.
Councillor Emmanuel Kincaid declared a personal and prejudicial interest in item 12 on the agenda and left the meeting during the discussion.
4. Public participation.
Three members of the public were present and addressed the council regarding items 13 & 14 on the agenda.
5. To confirm the minutes of the meetings held on 09 & 19 October 2023
One amendment was proposed, to add first names to clarify proposer and seconder for accuracy of the minutes from 11/09/2023. Following approval of this amendment, Council resolved to approve the minutes as an accurate record. Proposed by Cllr. John Griffiths, seconded by Cllr. Pat Parry.
Council resolved to approve the minutes of the meeting on 19/10/2023 as an accurate record. All councillors had been sent a link to view the meeting recording. Proposed by Cllr. Gareth Jones, seconded by Cllr. Eirwen James.
6. Matters arising from the minutes.
09/10/2023
– Item 5: A member noted that there was no public right of way along the green lane leading to land at Esgaircrwys.
– Item 10: There were no responses from enquiries to contractors regarding interest in tendering for the proposed application to the Shared Prosperity Fund. The Energy Audit under the CAVO ‘Boosting Energy Efficiency in Ceredigion’s Community Buildings’ project should be carried out in the next few months.
– Item 11: There was no meeting at the cemetery on 28/10/2023 so it had not been possible to discuss the proposed area for interment of ashes. Plans to be brought to the next meeting. Noted that arisings from hedge trimming by hand needed to be cleared.
7. Financial report-
a. To approve the bank reconciliation.
– Council approved the reconciliation to 11/11/2023, issued prior to the meeting, and noted the following bank balances at 18/10/2023:
Current account: £100.00
Reserve account (1): £1,622.96
Reserve account (2): £10,394.10
Total all bank balances: £12,117.06
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Total reconciled balance to agree with cash book at 11/11/2023: £8,416.53
Less earmarked reserves for defibrillator maintenance: £1,388.15
Less earmarked reserves for Youth club: £274.15
Balance of general reserves: £7,028.38
b. Authorisation of payments.
i. Staff and confidential payments
pd £ 500.28 LG (Misc.Provisions) Act 1976 s.19/
Local Government Act 1972, s.112
ii. Grass cutting
D Benjamin pd £ 5,256.00 Local Government Act 1972, s.214/215
iii. Reimbursement of Clerk’s expenses (stationery/ printing)
L Zanoni
£ 30.11 Local Government Act 1972, s.111
iv. Reimbursement of Clerk’s expenses (Zoom subscription)
L Zanoni
£ 46.77 Local Government Act 1972, s.111
v. Internal Auditor fees 2023
D T G Jones £ 125.00 Local Government Act 1972, s.111
c. Recurring payments – confirmation of ongoing variable direct debit instructions:
i. BT – Hall telephone & broadband.
BT – 31/10/2023 pd £ 52.74 LG (Misc.Provisions) Act 1976 s.19
ii. Powys DBS Unit
DBS Volunteer check fees pd £ 60.00 LG (Misc.Provisions) Act 1976 s.19
iii. Bank charges
Barclays Bank
Commission charges 13AUG/12OCT pd £ 23.65 LG (Misc.Provisions) Act 1976 s.111
d. Payments received.
i. Precept – 3rd instalment
Ceredigion CC £ 3,166.67
ii. Youth Club
Volunteer donation £ 154.37
Food sales £ 120.50
iii. Bank loyalty
Barclays Bank 14/8-12/10/23 £ 1.16
iv. Wreath reimbursement
A Jones (DL Dyfed) £ 25.00
v. James Memorials
Memorial rights Plot (291) £ 25.00
vi. Burial rights (received 29/09/2023)
T E Jones Plot (682) £ 40.00
J Griffiths Plot (tbc) £ 40.00
- Council approved the schedule of payments issued to members prior to the meeting.
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8. To receive the Audit Certificate and Auditor report 2023.
The Council received an Unqualified Audit opinion, with no further recommendations or matters requiring attention, for the year ended 31 March 2023. Thanks were extended to Cllr. Kincaid for his work in helping to ensure compliance with requirements.
The Notice of Conclusion of Audit and Right to Inspect the Annual Return for the year ended
31 March 2023 was placed on 02/11/2023 on the noticeboard and website in addition to copies displayed in Siop Brefi. There have been no requests to inspect the accounts. The Annual Return, including both parts of the Annual governance statements and the Auditor General’s audit certificate and report were published on the website and displayed on the Council’s noticeboard at the community centre.
9. To review the contract for grass cutting 2024 and issue invitation to tender.
Council approved the revised contract documents, presented to members prior to the meeting. The works now include maintenance of part of the footpath leading from Hillside/ Talfan towards Tanrallt, but exclude the new garden and wildflower meadow areas.
The Village hall’s insurers have confirmed that volunteers will be covered for third party liability when strimming the garden/ meadow areas, subject to risk assessment and supervision by committee members.
A member noted the need to be aware of the costs incurred in extra grass cutting, and it was clarified that one extra cut for the cemetery was usually included as a contingency in the budget.
Tender notices to be published following the meeting. Fixed price tenders for two years to be received by 5pm on 11/12/2023.
10. To receive the annual accounts for the Fuel Allotments (Charity number 500142).
Receipt of the accounts for the year ended 31 March 2023 was noted.
11. To receive The Independent Remuneration Panel for Wales draft Annual Report February 2024
The report and feedback forms had been circulated to members prior to the meeting. Council noted that the mandatory payments to Councillors for homeworking expenses were proposed to continue, and that members would need to submit written disclaimers if they did not wish to receive the allowance.
HMRC have confirmed that payments to members for office consumables would be tax exempt if reimbursed at a flat rate of £52, and the same exemption applies to the mandatory £156 payment for homeworking expenses. However, it was noted that Council had resolved to reimburse members based on individual claims for expenditure on office consumables, and that all councillors had disclaimed the mandatory allowance for 2023-2024.
The Consultation period ends on 20 December and the Panel will issue its final Determinations and annual report by 28 February 2024.
12. To review the Clerk’s salary in accordance with the 2023/24 Local Government Services Pay Agreement.
The Clerk and Cllr. Kincaid left the meeting during discussion. Minutes for this agenda item are confidential.
13. Waun Maenllwyd Wind Energy Hub – Consultation outcomes.
Council reviewed the Waun Maenllwyd Initial Consultation Feedback Summary, circulated to members prior to the meeting, which recorded a total of 160 feedback responses. Overall, 39% agreed or strongly agreed that this is an acceptable location, whereas 38% disagreed or strongly disagreed. 23% were unsure or chose not to answer. Within the Llanddewi Brefi area, 45% either
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agreed or strongly agreed, while 33% disagreed or strongly disagreed. A further 21% were unsure. There were eight responses to the Council’s consultation, via posters and feedback boxes in the community centre, shop, pub, and website posts with links to feedback forms and Belltown Power’s project website. These additional responses were forwarded to Belltown Power.
Members of the public addressed the Council and expressed concern that not enough had been done to publicise the proposals or provide information, and that a wider debate on the pros and cons of wind energy developments had not been held.
One Council member stated that there was a sense of confusion in the community regarding the development, and asked if more information could be provided, suggesting a presentation by the Council. Other members had also received requests for a public meeting, and it was confirmed that the County Council would only be a consultee at the application stage.
It was explained that the initial consultation post on the community website had been updated with all the available information, and that there was nothing more to share at present. A presentation by the Council at this point would only be re-visiting the same information. A detailed ‘Scoping Direction’ response has been issued by PEDW, which addresses many of the issues raised, and the Council has produced maps showing the proposed turbine locations and statistics in relation to community boundaries and settlements. These have been posted on the community website. The Council’s role is not to research and promote opposing viewpoints, but to share information and seek to represent the views of the community through consultation.
Resident’s requests for a community meeting had been raised with Belltown Power, but it was felt that it would not be productive to hold another meeting at this time, and that more views could be gathered through individual responses and direct queries. Belltown Power have requested a workshop meeting with the Council to explain their initial approach regarding Community Benefit.
It was resolved to make the initial feedback document available on the community website Llanddewibrefi.org.
14. Galileo – Bryn Cadwgan Energy Park – Consultation launch.
Following the initial public exhibition in Llanddewi Brefi it was considered that the timing, during working hours on a weekday, was not convenient for many residents, and some had attended the evening exhibition in Pumsaint instead.
Members of the public raised concerns and queries regarding the access and potential pylon route. Councillors discussed that the Waun Maenllwyd power connection will be by overhead 33kV lines on wooden poles to the Lampeter sub-station but understood that the scale of the Bryn Cadwgan proposal would probably need pylons to carry a 132kV line to the connection point at Ferryside. It was also understood that no definite access routes had been proposed yet by Galileo, although Belltown Power have confirmed that their access will be via a combination of existing and new roads from Pumsaint.
A map produced by the Council was displayed, showing the current proposed turbine locations for both developments, and noting a distance of 2.7km between the closest two locations.
It was resolved that the Council should carry out another consultation exercise and publicise the Galileo consultation with a closing date of 30th November for responses. Response boxes to be placed in the community centre, shop and pub, as before.
Members of the public expressed concern that the Council’s previous consultation had not effectively engaged with residents, but no suggestions for alternative methods were put forward. After discussion, it was resolved to combine the 9 exhibition boards into a single large poster and to display this in the community centre. It was also resolved to create dedicated pages on the
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community website with information and links regarding both Waun Maenllwyd and Bryn Cadwgan wind energy proposals.
15. Correspondence
a. Audit Wales 2022-23 Completion of audit – Llanddewi Brefi CC
– Notice and annual return published 02/11/2023
b. Ceredigion County Council
i. Food Banks
– Email from CCC Equalities and Inclusion Manager – coordinating meetings with food banks, Community fridges and ‘pay as you feel’ cafes. Areas not covered include Llanddewi Brefi, Tregaron, Ystrad Fflur, and Llandyfriog Communities. 6 foodbanks based across all towns except Tregaron. Cllr. Rhodri Evans to discuss the issue with Caffi Dewi.
c. One Voice Wales
i. Cardigan Area Committee Meeting 25_10_23
– Draft minutes – The next meeting of the Area Committee will take place online on Thursday 18th January.
ii. FW_ Support to capture older people’s experiences of GP services_
iii. OCTOBER_ NOVEMBER & DECEMBER 2023 TRAINING DATES
– Latest OVW councillor training dates listed by module
d. Fwd_ CAVO Infoburst
– Winter Wellbeing sessions running from 20/11/23 – 15/12/23 (connectceredigion.org.uk/activity-calendar)
e. Fwd_ The National Lottery Community Fund newsletter
f. Llanddewi Brefi Community Council support for Climate and Ecology Bill
– Email from Zero Hour, campaign for CE bill (zerohour.uk) – resolved to include the motion on the next meeting agenda.
g. Citizens Advice drop in sessions
– https://www.cabceredigion.org/news/v/135-we-re-back-out-in-your-communities/ The Lampeter session is at Emmaus Church, Bridge Street on a Monday. All the sessions run from 10am to 3pm -no appointment needed.
h. ICO – Renewal confirmation ICO_00014784570
– Updated Data Protection Registration Certificate received.
16. To receive a report from the PCSO
No report received as PCSO is on annual leave. Hate crime support poster with contact details forwarded:
Tel: 0300 30 31 982
hate.crimewales@victimsupport.org.uk
https://www.reporthate.victimsupport.org.uk
17. County Councillor’s report on matters arising from Ceredigion
Assuming WG increases of 3.1% & Council Tax increases of 5.0%, there will be a Budget Shortfall of £6.4m for 2024/25.
Councillor pay rises have been determined by the Independent Remuneration Panel for Wales (IRPW).
Waste collections service working well – no issues for 7-8 months.
18. Planning applications
a. The following decisions were noted:
i. A220751 – Proposed new dwelling, Land Opposite To Tynllwyn: Refused
ii. A230627 – Conversion of Agricultural Barn to a TAN 6 Dwelling, Maesglas: Withdrawn
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iii. A230458 – Installation of PV Solar panels, Brynheulog: Approved Subject to Conditions
– No applications were received.
19. To receive a report from the Village Hall and Recreation Grounds committee.
The Independent Examiner’s report on annual accounts for the year ended 31 March 2023 has now been received, and will be included in the trustees annual report to be signed at the next hall meeting.
The Fit for Future Facilities Programme capital grants fund from the Cymru Football Foundation opened in October 2023, and details were circulated to members prior to the meeting. New or upgraded changing rooms are eligible, and storage spaces will be considered as Complementary items alongside such projects. The target for Partnership Funding is 30% of the Total Project Cost, and the Ceredigion community grant could potentially be used as match funding. Applications must be submitted by 29th March 2024 and supported projects may be asked to initiate and complete within a 12-18 month period.
As holders of the title to the village hall, it was resolved that the Community Council should consider an application, subject to consultation with Dewi Stars football club.
Proposed by Cllr. John Griffiths, seconded by Cllr. Gareth Jones.
20. Christmas Lights Competition and Festive arrangements.
Councillors to contribute £5 to the cost of a prize hamper for the annual lights competition, to be judged by last year’s winners over the weekend of 9th/10th December and results to be announced at the Xmas tree lights switch on in the square on 12th December at 6pm. Mulled Wine to be supplied by the New Inn, and mince pies by Mirain Haf. The Xmas tree, kindly donated by Richard Elliott, will be put up on 30th November.
A village hall sub-committee is also organising a Santa event in the community centre.
Carol singing will be organised by the YFC on 21st December, and the WI on 17th December.
21. Questions to the Chair.
a. Members expressed concern that Siop Brefi will be closing at the end of February unless buyers are found.
b. Queries regarding the Youth club Halloween event – this was organised by volunteers under the Council’s supervision.
c. Members asked whether Gogerddan Hunt would be invited to organise a display on the square on Boxing day – to be included in next meeting agenda.
d. More pledges of the free UK Government Gigabit Vouchers are still needed to enable Openreach to bring Full-Fibre broadband to the Tregaron area. Residents and Businesses can check if they qualify and pledge their voucher on the Connect My Community website: https://www.openreach.com/connect-my-community .
22. Date of next meeting
11/12/2023 at 7:30pm
Meeting ended at 10:25pm
Mae'r dudalen hon hefyd ar gael yn: Cymraeg