Minutes 6th February 2024
CYNGOR CYMUNED
LLANSANFFRAID GLAN CONWY
COMMUNITY COUNCIL
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Minutes of the Council Meeting
6th February 2024
Venue Bryn Ebenezer
In Attendance
Councillors S Hughes (SH) Chair, P March (PM) Vice-Chair, C Burgess (CB) G Wilkinson (GW),
D Court (DC), N Tarmaster (NT), B Ellison (BE), A Sewell (AS), S Doleman (SD), J Hughes (JM)
Kerry Wilcox, the temporary clerk, was in attendance.
1) Apologies
Councillor M Moore.
2) Declarations of Interest
SD regarding Church House
3) Minutes of meeting meetings
The minutes of the full council meeting on 9th January 2024 were approved.
4) Recruitment of replacement clerk
It was agreed that Kerry Wilcox will meet with the employment panel with a view to filling the vacant clerk’s position.
Action CB, JH, NT and KW
5) Update on Actions arising from previous meetings
BE to sign Code of conduct - still in progress, to be completed by next meeting
SH and RE
DC to Transfer balances to savings account – Complete
SH, website to be live – not yet live, in progress and BE to assist when briefed
SH and BE
SH to update on cleaning playground and bus shelter – to be completed by next meeting SH
SH to progress councillor training – councillors will be emailed dates and can book directly
CB to log inaccessible bench with CBCC – Completed
Map of defib units to be obtained – Not necessary as DC has updated the circuit website with locations. it has yet to be updated for two new units. Locations to be publicised.
SH Update on dog bin – SH awaiting reply as to why one of the dog bins has been removed.
GW to look at cost of flagpoles – completed, options circulated for decision at next meeting
KW to add voucher scheme to agenda – completed.
DC repeated his request that discussion papers were circulated to councillors prior to meetings to allow informed decisions to be made.
6) Finance
The January bank statements and year-to-date figures to 31st January 2024 were presented.
DC presented notes from the finance meeting which were outlined as: -
In contact with Charity commission to sort out the Memorial Hall charity.
It was agreed that finance committee meetings will be held in the week prior to full meetings and standing orders amended to show this
VAT of £2,257 was reclaimed, this covers the previous four years
Awaiting response from CCBC about responsibility for playground maintenance
RFO duties and transfers are still in progress
Council Insurance and financial policy documents need to be reviewed
7) Standing orders
It was agreed that standing orders will be amended to show full Council committee meetings will be held every four weeks and last no longer than 90 minutes. Action CB as part of review
8) County Councillors report
SD presented her report.
The active travel bike bridge scheme is progressing and should be completed on time, there will be a public update later in the year.
The 20 mph zones are under consultation and review
Playground funding was discussed.
Council tax increase likely to be over 10%, CCBC to get a reduced settlement payment
Where surplus land is identified it will be sold for housing
9) Acrefield hut update and name change.
The hall should be in a good state or repair in the next few weeks. Suggestions welcomed as to how to promote the facility.
SD pointed out that if the council did consider taking over the lease it may not be a straightforward matter due to an ‘alienation clause’. Action ALL
10) Ownership of Church House
Ownership of Church House is disputed. The legality of the grant was discussed. The amendment to seek further legal advice was defeated (DC and JH voting for). The proposal to confirm the grant for damp proofing works was approved, DC, CB, NT and JH voting against, PM, GW, BE and AS voting for, SH casting vote carried the motion. There was a proviso that no further funds will be forthcoming for Church properties until definitive advice has been received.
11) Trefriw council website and the ‘Clerk’s and Councils magazine
It was agreed that the Trefriw website and documents be used as a guide for GCCC.
The ‘Clerk’s and Councils magazine to be circulated to those who wish to read it.
12) Christmas Voucher Scheme
The scheme was discussed with alternative benefits to the community suggested. Alternatives will be looked at on an individual basis, as they arise. Funds to remain in the budget
13) AOB
It was agreed to pay the outstanding invoice for hall hire.
Standing Orders were suspended at 9.00pm
Date of next meeting 5th March 2024