Minutes 9th April 2024
CYNGOR CYMUNED
LLANSANFFRAID GLAN CONWY
COMMUNITY COUNCIL
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Minutes of the Council Meeting,
9th April 2024 Venue, Church House
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In Attendance
Councillors S Hughes (SH) Chair, P March (PM) vice-chair, C Burgess (CB) G Wilkinson (GW), D Court (DC), B Ellison (BE), S Doleman (SD), J Hughes (JM), Keith Edwards (KE), N Tarmaster (NE). Kerry Wilcox (KW), the temporary clerk, was in attendance. Gary Vere was in attendance for the website presentation
1) Apologies - None received
The Chair reminded the councillors that they were to abide by the code of conduct during meetings
2) Declarations of Interest - None of relevance to this meeting
3) Minutes of previous meeting
The minutes of the full council meeting on 5th March 2024 were unanimously approved.
4) Website update
The progress on the council website was outlined by Gary Vere and BE. It is in the final stages before it can go live. KW/BE to send link to all councillors for suggestions and comments, first observations to be received by 23rd April 2024.
Action KW/BE Business emails for all councillors to be created
Action BE/Gary Vere
5) Recruitment of replacement Clerk/Councillor vacancy
The advert to fill the Clerks’ position will be published tomorrow (10/04/2024) with a deadline of two weeks for applications to be received.
Action CB, NT, JH The filling of the vacant councillor position is in progress, should be completed by the AGM Action SH
6) Update of standing orders progress
The standing orders committee reported that progress was being made and they were halfway through to completion.
Action Standing orders committee
7) Update on Actions arising from previous meetings – not dealt with elsewhere
SH outlined the lack of response to quote requests for the cleaning of the playgrounds and bus shelters. The chair will persevere to obtain three quotes, as per standing orders
Action SH
A draft training plan has been compiled for approval, The chair repeated the need for all councillors to complete the Code of Conduct course, with a refresher where appropriate. A precis of information on other courses taken, to be shared as appropriate. A log of training undertaken to be compiled and monitored by the clerk.
Action All
The cost of dog bins is being researched to obtain best replacement value
Action SH
The Memorial Hall Trustees meeting has taken place Comprehensive insurance review is still being undertaken
Action DC
The flagpoles have been delivered and installed Letter to CBCC re ‘Glynton’ development observations, written and forwarded
8) Finance
DC presented the minutes of the finance committee, the bank reconciliation, and the year-to-date figures. These were signed by CB where appropriate Other Items arising:- Surplus higher than anticipated due to additional income from the Vat refund and Flagpole insurance payout. Still waiting for some invoices to be presented. Finance strategy to be published with the minutes. It was emphasised that all expenditure approvals need to be minuted. Accounts for 2023/24 to be approved at AGM, the clerk to write to John Arthur Jones to request that he conduct the audit for 2023/24 Action Clerk Amendment to Minutes 05/03/2024 - £100 was approved unanimously for the defib training course.
9) Acrefield hut update
The clerk was instructed to write to CBCC with concerns about unsafe flagstones on the path to Acrefield. Action KW
11) County Councillors report of items affecting the Glan Conwy area
The Active Travel presentation was well attended and received. The councillors were made aware of the dates of closure of Church Street. The development at ‘Glynton’ was approved, subject to certain conditions being satisfied There is discussion about limiting the number of holiday lets per area The population of Conwy is decreasing, and this is reflected in the many unfilled school places
12) Planning permissions
KW was requested to write to CBCC to insist that planning permission at Felyn Isaf only be granted on condition that the public footpath remained open and passage unhindered before , during and after building works.
Action KW
13) Grant applications
It was unanimously proposed (with SD abstaining) that the grant request from the school be postponed whilst three quotes were sought, in line with Standing orders. Clarification sought on financial regulations regarding de minimis payments before approval of grant for plants at Maes Hyfryd.
Action SH/DC
AOB School designs for website – awaiting list of participating pupils for book tokens to be awarded GW offered to put some ideas together for a gala day to tie in with the big lunch and D Day on 6th June, this was supported unanimously Action GW/ALL
Standing orders were suspended at 9.00pm
SD to chase up pothole repairs with CBCC
Action SD
No update on changes in road priority at Dolwyd.
Provision of notice boards around the council area to disseminate information, other than on social media, to be researched.
The Defib course was very well attended and received, with over 70 attendees
Councillors gave brief details of their involvement in the community since the last meeting.
The meeting finished at 9.20pm
Date of AGM - 14th May 2024
Action Points 4) Send out website link KW/BE
Review and comments All Business email addresses BE/Gary Vere
5) Clerk recruitment Employment panel Councillor appointment SH
6) Update of standings orders Standings orders panel
7) Obtain quotes for cleaning SH Mandatory training to be undertaken All Investigate dog bin costs SH Expenditure queries and insurance review continuing DC
8) Clerk to write to JAJ re internal audit KW
9) Letter to CBCC re unsafe flagstones KW
12) Letter to be sent to CBCC re Felin Isaf planning KW
13) request to school; to provide further quotes SH Confirmation of financial regs limits for £100 grant DC AOB – GW to present plans for Gala Day GW Pothole repairs to be chased SD