Minutes 11th June 2024
CYNGOR CYMUNED
LLANSANFFRAID GLAN CONWY
COMMUNITY COUNCIL
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Minutes of the Council Meeting,
11th June 2024 Venue, Church House
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Present: Sylvia Hughes (Chair), Nigel Tarmaster, Chris Burgess, David Court (RFO), Phil March (Vice), Jonathan Hughes (Minutes), Sharon Doleman.
Zoom: Gill Wilkinson
Apologies: Bob Ellison
OPENING DETAILS
Declarations of Interest
• Acre Field - Nigel, Gill and Phil
Minutes of last meeting
• Observation and Comments – None
• Happy to sign off – Sylvia signed / Phil counter signed.
Code of Conduct – Reminder to all participants – Note made on time-keeping.
ELECTION
• No request for an election.
• Four people come forward with a declaration of interest on being co-opted into the council. • Notice of three weeks required as specified in the Standing Orders.
WEBSITE
• Live as of 11th June 2024.
• ACTION: Sylvia to email link to all councillors.
• www.llansanfried.co.uk
• clerk@llansanffraid.co.uk
• All enquires to go specific a clerk@llansanffraid.co.uk email address.
LEAFLET PRODUCTION
• Gatefold leaflet designed and ready to print.
• Hopefully within budget.
• ACTION: Sylvia to come back with prices based on print runs for 250 and 500 units.
RECRUITMENT OF CLERK
• We have had two interested people.
ACTION: Sylvia to talk to interested parties but also to discuss further short-term involvement with Kerry.
MEETING FREQUENCY
• SEE ATTACHED PROPOSAL FROM DAVID COURT.
• Proposal to have meetings every second Tuesday of the month.
• Proposed David. Seconded Jonathan.
• VOTE: AGREE – 5 ABSTAIN – 2.
ACTIONS FROM PREVIOUS MEETING – UPDATE ON PROGRESS
• Set up email address. – All bar two councillors have done this.
• Obtain quotes for cleaning – Ian dirt buster – difficult to get quotes, Sylvia to confirm. • Dog bin cost from CCBC of approx. £150. Was approved in last meeting and Sylvia will action with CCBC.
• ACTION: Phil to add ERF link to Llansanfried Forum so people can report dog waste can be reported to council directly instead of ranting on the forum.
FINANCE COMMITTEE REPORT
• All council allowances paid annual allowances
• Previous agreed grant payment of £500 now paid to Mentr Iaith
• Agreement required for two payments
o May Enrolpay - £7.20 per month - Proposed
o Postage for Audit - £8.95 One off - Proposed
o Bench Maintenance - £30 per bench - Proposed
o Funding for School £1600 - Proposed
PROPOSED – Phil / Second Nigel – Passed unanimously.
Audit report MUST be placed on the notice board this week and advertise a place where documents can be seen. Sylvia suggested Café Llan – 13:30 to 15:30 – Monday to Friday from 1st July to 26th July.
PROPOSAL: To reduce the upper limit with which the GCCC can accept comparative prices as well as quotes. From £3,000 to £2,000.
Proposed JH – Seconded – CB – Unanimously passed.
We will look to add the following sentiment to the grant application form.
‘In the information that is sent to those intending to apply for financial assistance towards local activities, the Council will make it clear that there is need for applicants to describe how they intend to reflect the linguistic nature of the community and their audience in the activities for which they require financial support. When considering applications, the Council will ensure that applicants have appropriately reflected the linguistic nature of the community and their audience in their application.’
ACRE FIELD EVENT
• All in hand. Not many stalls. Phil to have football activity. Tombola, refreshments, Rotary Stall. Aberconwy Enterprise Group raising funds for blind veterans. Qigon display. Community Council table.
• Weather not looking great.
• Sylvia knows someone who has a small marquee and the pub has a gazebo.
• Rota for time slots on which councillors can man the GCCC stall on the day.
• Leaflets / Pens / Suggestion Box with bilingual suggestion box. ‘Any Ideas?’
ACRE FIELD – OTHER
• We have approval for a picnic table in previous year’s budgets.
• DC has quote for £485 (unsure if price included delivery).
• Will try and get it for weekend.
• Suggestion that a defib should be installed on Acre Field permanently. However, proposed temporary defib can be brought to field for Saturday – Proposed JH, Seconded DC and agreed Unanimously.
NOTICE BOARDS
• £1,700 for 5 notice boards with final confirmation from Conwy Council. Nigel and CB been working with CCBC to manage and agree installations and locations. Issues with sightlines need to be addressed and agreed with CCBC.
• Potentially make a sixth noticeboard for addition to the Acre Field Hub Cae Erw.
INFORMATION & ADVICE CENTRE
• Discussion on Information and Advice Centre idea initially mooted by Nigel. General feeling was that is was a valid and good idea but the legalities around giving financial advice means that anything beyond general local advice is probably unfeasible.
• Option of adding helpful numbers on the website or notice board.
PLANNING EVENTS FOR THE YEAR
• CB – We should have a plan ‘Calendar of Events’, developed and agreed at the start of the year where ‘Champions’ are allocated to help drive a particular event forward. Added benefit of getting things done, allocating budgets and scheduling.
• DC – Potential integration of Sports Assoc. Church House and GCCC.
• SD – Engage with wider community and see what events they want.
• DC – We should develop a SMART approach to developing the planning of events.
• CB – Dedicate next meeting to Planning Events.
COUNTY COUNCILLOR REPORT
• Local development plan for next five years has been finalised and available. Nothing specific relating to Glan Conwy.
• Proposal for wildflower seeding ideas on verges around the village.
• D Day commemoration night held at Church House and very successful.
• Further material developments to Maes y Felin
PLANNING OBSERVATION – NONE
FUNDING FORM
• Proposal for funds for blinds put in scout hut. – Two Quotes gathered
• Proposal for electrical work in the scout hut. – Two quotes gathered
• Proposal for painting work – single quote
Suggest that this is delayed until the next meeting in light of noticeboard proposal and only a single quote for painting.
VILLAGE YOUTH CLUB
Sylvia – Youth Club – Would need a qualified youth club leader. Sylvia volunteering to set up and manage the youth club, but a committee is needed to be set up. Location would be Acre Field. Sylvia asking is anyone is interested in either joining the Youth Club Committee or becoming a youth Club Leader.
AOB
SD – ERF Number to be attached to top of Hub Llan.
DC – Graphics showing GCCC spend.
CB – What’s happening with the school website competition. PROPOSAL Book Tokens to be given to all participants as prize for website design for GCCC. Proposed – Phil – Seconded -Sharron - Agreed Unanimously.
Gill – Frustration with no local paper will to take up local good news stories.
Date of Next full Council meeting - 9th July 2024