Minutes 9th January 2024
CYNGOR CYMUNED
LLANSANFFRAID GLAN CONWY
COMMUNITY COUNCIL
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Minutes of the Council Meeting
9TH January 2024
Venue Bryn Ebenezer
1 In Attendance
Councillors S Hughes (SH) Chair, P March (PM) Vice-Chair, C Burgess (CB) G Wilkinson (GW),
D Court (DC), N Tarmaster (NT), Bob Ellison (BE)
Emily Marshall (EM) from the Scout and Guide Hut Committee
Kerry Wilcox, the temporary clerk, was in attendance.
2 Apologies
Councillors M Moore, S Dolman. A Sewell, J Hughes and K Edwards
3 Declarations of Interest
Nothing of relevance for this meeting
4 Minutes of meeting meetings
The minutes of the full council meeting on 28th November 2023 were approved.
5) Co-option to vacant position after lack of response to vacancy publication
BE attended the meeting and introductions were exchanged. The co-option of BE was voted for and carried unanimously. BE to sign Code of conduct.
ACTION SH and BE
6) Scout and Guide hut presentation
EM gave a presentation of the current situation re the Scout and Guide hut. She requested help and it was agreed the council will actively support the search for new committee members. It was also agreed, in principle, that the community council would consider taking over the lease as soon as practical and to take a more proactive role in the management of what will be an exciting new facility for Glan Conwy
ACTION ALL
7) Finance
Formal approval of the previous four years internally audited accounts was sought. After a brief presentation by DC, it was proposed by CB, seconded by GW and carried unanimously, that the accounts be approved for submission to the external auditor. The community Council need to earmark £2,000 for the external audit fees, covering four years’ worth.
The year-to-date figures and the balanced budget for 2024/25 were presented as an update in support of the approval, previously given, of the precept of £30,000. CB proposed and PM seconded that the budgets be approved, this was carried unanimously
DC presented notes from the finance committee which were discussed. The attention of the committee was drawn to the possible illegality of the grant approval for the Church House. The grant will be withheld until such time as the community Council is satisfied that the Church house is not owned by the church. The Council to be more efficient in its use of the savings account.
ACTION DC and CLERK
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The Committee thanked DC for all the work he has carried out to get the accounts to this stage.
8) County Councillors report
SD had sent her apologies.
9) Matters arising from the previous meeting or raised for discussion.
Website – SH reported that the website will be live by the end of this month, January 2024.
ACTION SH and OTHERS
Training for Councillors – Applications are being progressed
ACTION SH and OTHERS
Bench Report – The council to carry out its own inspections. The new bench at Glan Y Mor has been installed.
Inaccessible bench at Graig to be logged with CBCC
ACTION CB
Defib Report – Defib training has been booked for the 14th of March – further details to follow. Large scale map showing placements to be obtained for the website.
ACTION SH
Two Defibrillators have been installed.
Resignation of clerk – Replacement of clerk to be progressed.
ACTION SH
Frequency of meetings – NT set out the reasons for changing the frequency and length of Community Council meetings. It was proposed by PM, seconded by DC and carried unanimously, that future meetings would take place at four weekly intervals, last 90 minutes and commence at 7.00 pm. It was agreed that the draft minutes would be circulated within 48 hours and any comments to be given 3 to 4 days after that.
Christmas voucher scheme – Due to the number of councillors not in attendance, it was agreed to add this to the next agenda. A discussion took place about considering other suggestions that may reach the wider community to replace for the voucher scheme.
ACTION CLERK
Extra dog waste bin – Progressing and report will be ready by February
ACTION SH.
Remembrance Day service – After discussion it was concluded that the British Legion should be made aware of the community council’s concerns, but that the council could not unilaterally deal with this.
ACTION CLERK to organise.
10) AOB
The unsafe state of the flagpoles was raised, GW will look at the cost of replacement.
ACTION GW
Approval of payment of outstanding invoices was proposed by PM, seconded by NT and agreed unanimously.
Standing Orders were suspended at 9.25 pm
Date of next meeting 6th February 2024