Minutes 9th July 2024
CYNGOR CYMUNED
LLANSANFFRAID GLAN CONWY
COMMUNITY COUNCIL
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Minutes of the Council Meeting,
9th July 2024 Venue, Church House
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Present: Sylvia Hughes (Chair), Nigel Tarmaster (joined a=er training session), Chris Burgess, Bob Ellison, Phil March (Vice), Jonathan Hughes (Minutes),
Zoom: Gill Wilkinson, David Court (RFO)
Apologies: Sharon Doleman.
OPENING DETAILS
Declarations of Interest
• David Court declares interest regarding the Richard Fishlock grant application. Minutes of last meeting
• Observation and Comments – None
• Approved – Sylvia signed / Phil counter signed. Code of Conduct – Reminder to all participants – Note made on time-keeping.
Candidates suggested for Co-option onto the Community Council.
A short interview will be conducted during the meeting during which standing orders will be suspended.
The two candidates are:-
• Gary Vere
• Wendy Tee
Employment of Clerk: No applicants so far. Sylivia has looked into the option of job sharing the Clerk’s role with Mochdre Community Council.
• Chris Burgess – Suggests readvertising the role once again.
Communication with the Community
• Website – Up and running and starPng to generate some visitor traffic.
• Leaflets - Volunteers requested to post the GCCC leaflets that remain from the recent Cae Erw event.
Cleaning of Playpark
• Dirt-buster have resubmitied a quote details of which are
£450 for Llewellyn Ave,
£300 Maes Hyfred,
£50 for Bus Stop near Nev’s.
TOTAL £800
• Concern raised that the bus stop may need an additional clean a=er the school holidays
• Could the quote be reduced if a retainer arrangement was set up
• Replacing the old bus stop with a modern transparent version is being investigated
• Proposal that Dirt-buster quote is approved but that Sylvia will approach them with regards to a reduced retainer charge.
Proposed: Gill Wilkinson. Seconded: Chris Burgess. Approved: 6 – 0.
Training
• Nigel Tarmaster and Jonathan Hughes have been booked on training courses.
Dog / Rubish Bin
• Sylvia Chasing and talking to CCBC. However, dog bins and general waste bins are overflowing in multiple locaPons, seems that CCBC ERF are not taking responsibility for emptying bins.
Insurance
• Renewal notice has come through. David Court requested to give full details at a later meeting, once all amendments to the insurance schedule have been considered.
Potholes
• A noticeable improvement has been seen in the maintenance of pothole.
Finance Committee Report – Presented by David Court
• Need to have bank mandate sorted out so that signatories on the account can be setup.
Action: David Court and Sylvia Hughes to visit bank together to arrange
• Approval sought to pay the whole of Scout Grant to Richard Fishlock as GCCC only being used as a conduit and is the money is not part of the Council precept.
Proposed: Chris Burgess. Seconded: Phil March. Approved: 6 – 0.
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• Approval for temporary clerk’s wages (Kerry Wilcox) of £540.
Proposed: Chris Burgess. Seconded: Bob Ellison. Approved: 6 – 0.
• Approval for EE contract of £16/ month for 5G to enable internet connectivity during meetings.
We need to be mindful of the fact that the new dongle would need to be moved away from Church House in the event of the meetings moving to Ty Capel.
• Proposed: Bob Ellison. Seconded: Phil March. Approved: 6 – 0.
• Monthly finance checked and approved by Chris Burgess
Conwy County Borough Council / Community Council Meeting
Chris Burgess gave a brief feedback on the meeting a]ended by himself and David Court and hosted by CCBC. Noteworthy points include
• The main point of contact with the council is Melissa Davies
• The county council are looking at options to save money and although there is no direct plan to delegate things down to GCCC, they would look favourably if GCCC wished to take on the responsibility for certain aspects such as maintenance of playparks.
Noticeboards
• CCBC have suggested planning permission is not required.
• ERF stating that they only have responsibility to maintain and cut grass verges at the Dolwyd and Graig sites.
• ERF have no issue regarding the addition of noticeboards on the condition that they do not obstruct the line of site of traffic.
• Other three areas are not the responsibility of ERF
• Proposal to put up noticeboards in all five locations.
• Proposed: Jonathan Hughes. Seconded: Phil March. Approved: 5 – 0. 1 Abstention (DC).
Planning Submission
• No representation. Grant Funding
• Application received from Cae Erw Hub – Parry Blinds (£336) Electrics (£696), PainPng & Decorating (£1920 – £1970) metal handrails (£798)
TOTAL £2,922.80 for all works
Proposal to approve the payment of the £2,922.80 grant: Prop – CB Seconded – Bob – Approval – 6/0 Proposed: Chris Burgess. Seconded: Bob Ellison. Approved: 6 – 0.
School
• Book Tokens to be handed over to school this week by Sylvia Hughes.
Standing Orders were suspended at 20:00 to allow for meeting with GV and WT until 20:15
Co-opted Members Voting
After discussion on the GCCC candidates it was agreed to vote them on as co-opted members
• Garry Vere – Proposed: Chris Burgess. Seconded Phil March. Approved: 7 – 0
• Wendy Tee – Proposed: Chris Burgess. Seconded: Bob Ellison. Approved: 6 – 0. 1 abstention (Phil March declared interest)
Training to be carried out before the 13th August (the next meeting) The new councillors were invited to join the meeting as spectators.
PLANNING SESSION
Treasure hunt championed by Chris Burgess. Additional feedback and suggestions.
• Risk assessment would be useful although not easy to put together
• Recommended times between 10am and 4pm
• Recommend high vis jackets – Gill Wilkinson has 20 to be made available in Caffi Llan.
• Prize money - £50 / £25 / £10. One for preschool, one for secondary school ages. Total £340 in prize money.
• Proposed: Bob Ellison. Seconded: Nigel Tarmaster. Approved: 7 – 0. Replacement of Christmas Voucher Scheme.
• Have an old-style garden fate – Prior to the school year, potentially the 31st August. • Nigel Tarmaster is proposing to champion an event.
• Proposed that a budget of £1,000 be allocated to fund this event.
Proposed: Chris Burgess. Seconded: Jonathan Hughes. Approved: 7 – 0
• Discussion that the GCCC should fund events but doesn’t necessarily organise them events and instead is used to facilitate and coordinate events organised by other local organisations such as the Sports Assoc. The Ramblers, The Rangers or Church House etc.
• The £3,000 allocated towards the voucher scheme can be allocated to fund these other such events, this could include the funding of the treasure hunt prize money.
• Events should be tailored to children of different ages and the development of a Youth Council would facilitate and scope out events for the under 18’s.
• Looked into the option of doing a Youth Club which might tailor to the needs of the 8 to 18 age group and generate interest in developing a Youth Council.
• Scarecrow Halloween event
AOB
• Chris Burgess: Apologies for next meeting’s absence
• Gill Wilkinson: Drop kerb requirement in Dolwyd due to residence needing it. Suggested to contact CCBC as this is a roads and planning issue.
• David Court: Can we have a representaPve Conwy Youth Council to talk to the GCCC?
• Sylvia Hughes: A request for volunteers to weed the boundary of Church House – Gill Wilkinson suggests that The Rangers might be able to help. Date Time and Venue of Next Meeting
• 7pm – 13th August 2024, Church House. Meeting closes at 21:02
Date of Next full Council meeting - 13th August 2024