Cyngor Cymuned Llanarthne Community Council

CYNGOR CYMUNED LLANARTHNE LLANARTHNE COMMUNITY COUNCIL ______

MINUTES OF THE MEETING OF LLANARTHNE COMMUNITY COUNCIL HELD ON TUESDAY 13th JUNE 2017 AT THE OLD SCHOOL IN CAPEL DEWI.

Present: Councillor P. Bowen Councillor P. Edwards Councillor D. E. Jenkins Councillor Mrs D. M. Jones (Chair) Councillor D. D. Morgan (Vice-Chair) Councillor Mrs J. P. Roberts Councillor K. Thomas

In attendance: Community and County Councillor Mrs C. A. Davies Mr Gethin James (Clerk to the Community Council)

The meeting commenced at 19.00

LCC 17/23 PRELIMINARY MATTERS

a. Apologies

Councillor Mrs J. Roberts

b. Minutes of the Annual Meeting of the Council held on Tuesday 9th May 2017 (Min. No’s 01 – 22).

Subject to an amount correction in the Welsh Minutes [Min No 16] The Minutes were approved as a correct record. Proposed by Councillor P. Bowen and seconded by Councillor P. Edwards.

c. Matters arising from the above-mentioned Minutes

[Min No 01] Clerk confirmed that Councillor Mrs J. P. Roberts has signed the “Declaration of Acceptance” in compliance with Section 83, Local Government Act 1972. [Min No 06] The next meeting of the Gwendraeth Group of Community Councils will take place at 7.00pm on Tuesday 27th June 2017 at Llanddarog Hall. Clerk is hoping to attend. [Min No 11(iii).] The repair work to the bench seat near Llwynddewi, Capel Dewi has been completed. [Min No 13(iv)] Clerk circulated the Social Media Policy Documents and recommended that we adopt the policy document. [Min No 18] Clerk has chased up the order placed for the bar for Chairs Chain of Office and is expected to arrive shortly. [Min No 20] Insurance renewal for 2017/18 confirmation of cover received.

d. Declarations of Personal Interest

There were no formal declarations of interest recorded.

LCC 17/24 AREA MATTERS

i. Pot hole needs attention by the junction leading to Brynawelon off the B4301. ii. Pot hole needs attention on the B4300 near Bremenda Isaf, Llanarthne.

LCC 17/25 MEMBERS REPORTS

The Chairman accompanied by his wife Mrs Wendy Jenkins attended the Buckingham Palace Garden Party on Tuesday 23rd May 2017 as representatives of Llanarthne Community Council. They had thoroughly enjoyed their visit to London and in particular the garden party which was a most enjoyable experience

There were no other reports from members who had attended meetings as representatives of the council.

LCC 17/26 COUNTY COUNCILLORS REPORT

County Councillor Mrs C. A. Davies has attended three induction meetings since taking office, with another two induction meetings arranged in the next week, together with a full Council meeting the following week. The Demographic Services Section within the Authority have confirmed the following: Sign at Garngoch cleaned on 23rd May 2017, also the bins at Pont Felin-gat cleaned on 25th May 2017. The stone wall around the Botanical Gardens forms part of the proposed Regency Scheme, and will be renovated as part of the proposal. The posts and chevron signs near Arwel Court have been ordered, and a further reply from Mr John McEvoy stated that the situation there is being monitored. Fig-tree Tourism Signage’s, when these were erected it was part of the agreement that the owner of the business removes them when not needed. It is therefore the responsibility of Mr John French to remove the signs and pay for their removal. Pavement near Llanarthne bridge, this proposed work has been included into the LA’s scheme of works. A site meeting is to be arranged with County Councillor Mrs C. A. Davies, the Landowner and Warden to discuss the style provision on public footpath (31/24 Garn Goch to Garregwen-Penpal Road). County Councillor Mrs A. Davies will monitor the above arrangements.

LCC 17/27 CORRESPONDENCE

Resolved to note the following general correspondence onto the minutes: -

Writer Subject Seafarers UK Request received to fly the Red Ensign for Merchant Navy Day on 03.09.2017

Carmarthenshire County Application for Safe Routes in Communities Grant Council received.

Play Wales Forwards ‘Focus on Play’ briefing paper – May 2017

Contd…………..

Carmarthenshire County Details for Nomination of a Community Council Council Representative on the Carmarthenshire County Council Standards Committee – closing date for responses is 30/06/17

Local Energy Action Local Energy Action is holding a Fuel Club Conference in Tumble Hall on Monday 19th June between 10am-3pm a buffet will be provided.

Welsh Government Historic Environment Update received (Number 4 – May 2017).

LCC 17/28 PLANNING MATTERS

a. There were observations to the following listed building planning application: -

Planning Application Number: W/35519 Proposals are to replace post and rail fencing with stone infill panels. Land at the National Botanic Garden of Wales (Paxton Bridge), Middleton Hall Road, Llanarthney, Carmarthen SA32 8HG Applicant: National Botanic Gardens of Wales.

Design proposal to be re-investigated to retain the wooden post and rail effect but consideration be given to an alternative material such as masonry.

b. The Community Council was not consulted on the following non-material application: -

Planning Application Number: W/35535 Non-Material Amendment to W/29902 (revised house design) Plot 4, Former C.P. School, Llanarthney, Carmarthen, SA32 8HJ Applicant: Mr & Mrs Neil Hunt.

Members were of the opinion that the amendment was so significant when compared to the outline planning consent (W/29902) that a full planning application should have been presented to the Planning Authority.

c. Prior Notification Permitted Development – For information purposes only:-

Planning Application Number: W/35569 Agricultural Storage Shed for Agricultural Commodities, Garnwen Farm, Llanddarog Road, Carmarthen, SA32 8AR Applicant: James Stephens.

d. There were objections to the following full planning applications: -

Planning Application Number: W/35582 1) Hard Surface - crushed concrete road - access to sheds approx 3 x 80m; 2) Agricultural Shed - storage for small tractor, tools, etc approx 12 x 6 x 4. both proposals in enclosed paddock. Llwynonill Fach, Llanddarog Road, Carmarthen, SA32 8AL Applicant: Mr John Thomas.

Planning Application Number: W/35605 Vehicular Access (Retrospective) Blaenpibwr, Capel Dewi, Carmarthen Applicant: Mr & Mrs J & R Reynolds.

Members are concerned that of late a number of retrospective planning applications in our community are being submitted to the Authority, which are then granted planning approval. If an application isn't submitted in the first instance, then our Authority has the powers to serve an enforcement notice which requires the use of the land to stop and/or any buildings or structures that don't have planning permission to be removed. Our Planning Authority ought to seriously consider this course of action in lieu of constantly granting retrospective planning approvals.

There were no objections to the following full planning applications: - Planning Application Number: W/35659 Construction of an Outdoor Horse Manege, Glynderwen, Cefn Abbey, Llanarthne, Carmarthen, SA32 8LG Applicant: T.P & M. A. Jones

e. There were strong objections to the following variation of planning conditions: -

Planning Application Number: W/35603 Variation of Condition 1 (time period), 2 (texture details), 3 (finishing surfaces), 10 (footway provision), 15 (protective fencing), 18 (affordable housing provision, 19 (removed) Former Llanarthney CP School, Llanarthne, Carmarthen SA32 8HJ Applicant: Ms Emma Ruth Morgan.

LCC 17/29 PAYMENT OF ACCOUNTS

The following accounts were passed for payment: -

i. Mr. G. G. Griffiths. Cleaning bus shelter for 3 months to 30.06.2017 £97.50 gross, less PAYE -£19.40 = £78.10 net £78.10 Cheque No. 102422

ii. Mr T. R. Carruthers. Cleaning Capel Dewi bus shelter for 3 months to 30.06.2017. £97.50 and Penyffin £22.50 = £120.00 gross. £120.00 Cheque No. 102423

iii. Gethin L James - Clerk’s salary for 3 months to 30.06.2017. £1,200.90 gross (SCP 27 @ 7.5 hrs). Less -£66.05 Superannuation, less - £226.80 PAYE, less -£62.51 Employee NIC = £845.54 net £845.54 Cheque No. 102424

iv. Carmarthenshire County Council. Superannuation, Clerk’s Contribution £66.05, Employers Contribution £254.59, and Past Service Deficit £25.00 Totals: £345.64 £345.64 Cheque No. 102425

v. Inland Revenue PAYE Mr G. G. Griffiths £19.40 and Mr G. L. James £226.80, Employee & Employer NIC £134.39 = Totals: £380.59 £380.59 Cheque No. 102426

vi. Mr T. R. Carruthers, new treated timber slats to bench seat at Llwynddewi, Capel Dewi. Materials 62.89 Labour £70.00 Invoice ( No 0617/02. Dated 09.06.2017) Total 132.89 £132.89 Cheque No. 102427

LCC 17/30 TO ACCEPT ANNUAL RETURN 2016/17 - FOLLOWING INTERNAL AUDIT

Mr Lyn Llewellyn (Internal Auditor) confirmed in his letter dated 28th May 2017 that all the prescribed tests in relation to our Council’s internal control systems have been satisfactorily completed, and as a result there were no matters needed to be brought to the attention of our Council on this occasion. His conclusions are reflected in the internal auditor’s report in section 4 of the 2016/17 Annual Return. These are based on the results of the testing of key controls undertaken in accordance with Appendix 4 – An approach to internal audit testing as detailed on pages 155 and 156 of the publication “Governance and Accountability for Local Councils in Wales: A Practitioners Guide 2011” as amended.

However, Mr Llewellyn had one observation concerning the cash at bank as at 31st March 2017 which was only £63.59 which he considered inadequate and should be at least circa £4,000.00. He was advised by the clerk that the precept and VAT receipt were banked early April 2017 which brought the balance in line with his recommendation.

It was proposed by Councillor D. D. Morgan, seconded by Councillor K. Thomas, and all agreed that the Chairman certify Section 3 by signing and dating the relevant box. The Clerk as Responsible Financial Officer is also requested to Certify Section 3 of the Annual Return. The relevant boxes were duly signed and dated by the clerk.

The Annual Return will now be sent to Messrs Grant Thornton to carry out and conclude the external audit.

In compliance with the Welsh Government Guidance - Access to Information on Community and Town Councils - May 2015. We are now requested to publish the annual audited accounts electronically. Clerk will update the website as necessary for compliance with the Act.

Councillor P. Bowen proposed, Councillor D. D. Morgan seconded and all agreed that the invoice amounting to £275.00 for the internal audit be paid in full. £275.00 Cheque No 102428

LCC 17/31 CLERKS RESIGNATION

Clerk has written to members advising them that he will be resigning from his role as clerk and responsible financial officer. His last day of work will be 30th September 2017. He thanked members for having him as part of the Community Council. He was proud to have worked for Llanarthne Community Council over the last eight and a half years and valued the lessons learned.

A discussion ensued concerning the Clerks Vacancy Notice and the following was agreed:

Llanarthne Community Council

Applications are invited from suitably qualified candidates for the post of Clerk to The Community Council. Bilingual skills are desirable but not essential.

Scale LC1 points 18-22, £18,070 - £20,661 (Pro-rata 8 hours a week).

For further information and/or job description, please contact Gethin James on 01558 668143

Applications to include a CV with a covering letter must be submitted to Llanarthne Community Council, Troed y Bryn, Llanarthne, Carmarthen SA32 8JE or by email to [email protected]

The closing date is Monday 3rd October 2017.

The post will be advertised through One Voice Wales, The Lloffwr, and Papur y Cwm

LCC 17/32 CO-OPTION OF COUNCIL MEMBER

Clerk advised members that the Notice of Vacancy in the Office of Community Councillor in Llanarthne has now been displayed. If no election is requested, the vacancy will be filled by the Community Council pursuant to the provisions of the Local Elections (Parishes and Communities) Rules, 2006. A request for an election signed by ten electors must be delivered to Block 4, Parc Myrddin, Richmond Terrace, Carmarthen SA31 1HQ on any day after the date of the Notice, but not later than 7th July, 2017. If an election is requested, the election will be held within sixty days of the date of the Notice (19th June 2017)

LCC 17/33 COMMUNITY COUNCIL WEB SITE

The Clerk and County Councillor Mrs C. A. Davies have recently met up with two Website design companies to bring the Llanarthne Community Council Website and Llanarthne Hall Website up to date. Pach Solutions in Llandovery were considered to offer the best package and will be instructed to proceed with this work.

LCC 17/34 PROVISION OF MAIN SEWER IN LLANARTHNE

Mr Simon Franks, Project Engineer, Welsh Water Thanks the community council for our expression of interest application and the clerks email of 23rd May 2017 requesting clarification of the £2,000 (plus VAT) sewer requisition application fee.

Mr Franks provided a copy of the Welsh Water Sewer Requisition Guidance Notes which sets out in detail the requisition process. Clerk has emailed this document to council members.

In summary, the process contains 6 stages and after each stage they would discuss the recommendations with ourselves, and how to proceed to the next stage and what further payments would be required to progress the scheme.

The initial £2,000 will only enable Stage A to be completed which is the preparation of the proposal for the Outline Scheme Solution (OSS) / Feasibility Study – Stage B. The proposal for the OSS stage would comprise an outline scope, the cost, and timescale to complete the OSS. A further payment would be required before commencing the actual OSS. To be clear, the £2,000 only allows them to get to the point where they can give us an estimate of how much the feasibility study would cost.

Welsh Water have taken a look at our sewer mapping records which appears to show that the nearest public sewer is in Llanegwad, to the north west of Llanarthne. It is likely that a pumping station would need to be constructed to pump to this location. As part of the OSS, the capacity of the existing sewerage network in this location would also need to be assessed. Please note that any new sewer would be for foul water only and not for surface water.

Members agreed not to pursue this matter any further as the costs involved could be prohibitive.

LCC 17/35 SPEEDING ISSUES

Clerk has agreed to contact the Authority to obtain feedback on recent speed surveys undertaken, and to establish what course of action will be taken by the Authority to limit speeding through Llanarthne village.

LCC 17/36 YOUTH AWARD PRESENTATIONS 2017

The Youth Awards will hopefully be presented at the September 2017 meeting of the Community Council.

LCC 17/37 PAST MEMBERS RECOGNITION OF SERVICE

The clerk with formally write to Mr Huw Bryer and Mrs Mandy Tobias Quick on behalf of the Chair, to thank them for their services to the Community Council.

LCC 17/38 Date and time of next meeting

11th July 2017 at 19.00 at the Old School, Capel Dewi.

The business of the meeting terminated at 21.10.

______Councillor Mrs D. M. Jones. Gethin James Chairperson Clerk to the Council (Min No’s 23 - 38)