Minutes 28th November 2023
CYNGOR CYMUNED
LLANSANFFRAID GLAN CONWY
COMMUNITY COUNCIL
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Minutes of the Council Meeting
28Th November 2023
Venue Church House
1 In Attendance
Councillors S Hughes (SH) Chair, P March (PM) Vice-Chair, C Burgess (CB) G Wilkinson (GW),
S Dolman (SD), D Court (DC), A Sewell (AS), J Hughes (JH), N Tarmaster (NT), K Edwards (KE)
Kerry Wilcox The temporary clerk was in attendance.
2 Apologies
Councillor M Moore
3 Declarations of Interest
Councillors S Dolman – Church House
Councillors P March and N Tarmaster and G Wilkinson– Scouting and Guide Hut
4 Minutes of meeting meetings
The minutes of the full council meeting on 12th September 2023 were approved after the incorporation of the changes requested.
The minutes of the meeting on 17th October 2023 were approved.
The Council requested that the Chair write to Dan Worsley to thank him for his service.
5 Matters arising from the previous meeting.
Website – SH requested that the councillors who had not yet submitted their thumbprint photos to respond promptly. SH reported that the website would start as basic and generic and would be developed in due course.
ACTION ALL
Bench Report – The bench report is now complete and was presented by DC. The Council voted in favour of ordering a new bench for Glan Y Mor and to obtain at least two more quotes from bench maintenance companies. DC proposed that annual inspection of benches be carried out as part of the fixed asset portfolio.
ACTIONS DC
Inaccessible bench at Graig to be logged with CBCC
ACTION CB
Defib Report – this was presented by DC, there are eight units in the village. A large-scale map showing locations to be obtained for the website.
ACTION SH
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There was discussion around storage for the remaining units and boxes. They will be moved and stored in a safe place until sited. Two to be installed by CCBC at a cost of £400 each.
The registration of three units to be transferred to DC.
Defib inspections at regular intervals to be organised with Esther Clements.
The offer of a free training course will be taken up and is in hand.
ACTIONS DC
Audit and procedures – DC presented a report highlighting issues that may arise if correct financial procedures are not in place and followed.
Vacant Council seat – following the resignation of Dan Worsley, the vacancy is in the process of being filled.
Resignation of clerk – there has been some procedural delays with handover. An advert will be placed for the position.
6 Matters for discussion
Christmas tree – SH presented report as MM absent. Christmas tree has been donated and is awaiting CCBC to organise the fitting of the lights. CB completed and submitted the necessary forms.
SH suggested villagers could attach notes of remembrance, this was agreed.
Christmas voucher scheme – This was discussed in detail, and it was decided to continue the scheme for one more year with the proviso that a review would be carried out for next year. GW proposed a total amount of £3,500 which was seconded by SD and passed by a majority vote. KE proposed a maximum number of two per nominator which was seconded by CB and passed by majority vote.
Extra dog waste bin – There was some discussion of where new bins may be required and this was held over pending a review.
Roles and responsibilities – CB had produced a document of the roles and responsibilities of Council officials. SH encouraged more active involvement by councillors and CB hoped that suggestions would be forthcoming as to how to better engage with the community.
7 The County Councillors report on issues affecting LLansanffraid Glan Conwy
(This item was brought forward due to SD having to leave early)
SD presented this report. New contractors have been appointed for the Maes y Felin site, the works were about 6 months behind schedule. Work on the cycle path as part of the levelling up fund was continuing, albeit behind the scenes.
Conwy Council spent £1m on storm damage works, some of which will be refunded by the Welsh Government. They are having to make savings to meet next year’s financial settlement.
SD left the meeting at 8.50pm
8 Councillors training
SH reported that this was on hand and was progressing.
9 Planning
There were two planning applications to note.
10 Finance
DC presented the Financial Statement. JH spoke about the minutes and action points from the finance committee meeting (22/11/2023). It was proposed by JH and seconded by CB that David Court and Sylvia Hughes be the nominated signatories on the HSBC and Scottish Widows bank accounts for online operation, this was passed by a majority vote.
John Arther Jones was proposed as internal auditor by JH and seconded by CB and passed unanimously.
The draft budget for 2024/25 was discussed. If the council approve keeping the precept at £30,000, other expenditure on a level with 2023/24 and with a potential spend of £22k on the scout and guide hut, it is estimated that the council balance at March 2025 will be £8k.
After discussion it was proposed by CB and seconded by KE that the precept be maintained at £30,000 and was passed unanimously.
11 Funding Applications
A maximum grant of £590 was approved unanimously for the cleaning of the playground, proposed by PM and seconded by GW. The proviso was added that as this would be an ongoing commitment and that the cleaning of the bus stop at Pentre Felin would be added the contact may be renegotiated lower if possible.
ACTION SH to contact the cleaning company
The church House committee requested £4800 for repairs. It was proposed by PM and seconded by GW and was passed unanimously.
12 Any other business
There were discussions about the Remembrance Day service and it was agreed that this would be brought back to the council at the next meeting.
Standing orders were suspended at 9.30pm
Date of next meeting 9th January 2024