DRAFT Minutes of the Llanelidan Ordinary Community Council Meeting held 7th March 2019 at Village Hall, Llanelidan Present: Cllrs Hugh Evans, John Brooks and John Roberts. In attendance was the Clerk & RFO David Rose and seven members of the public.
Absent: none
Meeting commenced at 19:30
In the absence of the Chairman, and with no Vice-chairman elected, the Clerk convened the Council. In accordance with Standing Order 3 o) Cllr John Roberts was selected by those present to preside at the meeting and took his place in the Chair.
The Chairman welcomed all Members and the members of the public to the meeting.
80 Apologies: Cllrs Richard Salisbury (Chairman), Iola Jones and Dave Roberts
81 Declarations of Interest: The Clerk read the Declaration of Interests statement. No interests were declared at this time.
82 Meeting Open to the Public: Council was adjourned at 19:32 for the Public Participation Session.
A couple of points were raised by members of the public in attendance.
a) Concerning potential Wind Farm Community Funding and asking if Council have been involved in the consultation. Cllr Evans stated that it would be covered under Matters Arising. b) Concerning the re-instating of warning markers on the village road that are now completed. c) Concerning the repairs to the bus shelter that are now in progress.
All points were acknowledged and addressed were possible.
Council reconvened at 19:36
83 Co-option to fill the Casual Vacancy: The one Expression of Interest received from Mr David Edwards was considered having previously been circulated to Members. It was resolved to Co-opt Mr David Edwards as a Councillor on Llanelidan Community Council. The Clerk will write to Mr Edwards accordingly. The Clerk reminded Council that Mr Edwards is not a Councillor until such time as a Declaration of Acceptance of Office has been signed.
84 Outcome of Complaints to the Public Services Ombudsman: The Council and Cllrs H Evans, I Jones, J Roberts and R Salisbury received outcome letters from the Ombudsman in February. The Clerk reported officially that in each case the Ombudsman had made the decision that the complaints were not worthy of investigation.
Prepared by David Rose, Clerk & RFO Chairman’s DRAFT MINUTES 7TH MARCH 2019 initials It was resolved that as the complainant had put the complaints into the public domain then Council should publish the outcome letters from the Ombudsman to the Council website in the interests of public transparency.
85 Minutes of Finance Committee on 10th January 2019: Committee members having considered the previously circulated Minutes, Cllr Brooks, on behalf of the Chairman, signed the Minutes of 10th January 2019 as being an accurate record.
86 Matters Arising from 10th January 2019 Finance Committee Minutes: No matters arising.
87 Minutes of Council on 10th January 2019: Council having considered the Minutes the Chairman signed the Minutes of 10th January 2019 as being an accurate record.
88 Matters Arising from 10th January 2019 Council Minutes: Minute 67 a) – Cllr Evans reported back on the Wind Farm Community Funding issue. He has been involved for some time as Leader in consultations with senior Officers at Denbighshire County Council and the organisations involved. The map that was issued previously is not the final agreement. The consultations are working to get whole Wards covered rather than partially. Clocaenog is the larger of the two funding possibilities and the consultations are working towards expanding the offering to the whole of Denbighshire. Locally Cllr Evans represents four Community Councils and he has been working with them to encourage the creation of Community Plans. In Llanelidan he has met with representatives of the Village Hall, Leyland Arms and the St Elidan’s Church. The next stage is to involve community groups to put a plan together. There will be a Community Plan for Llanelidan to ensure that funding becomes available from the Brenig and Clocaenog programmes.
The Chairman thanked Cllr Evans on behalf of the community for the work he has done so far on this project and looked forward to hearing of future developments of the Community Plan.
89 Planning Matters: None received
90 Finance issues: a) The RFO explained items on the Schedule of Payments, particularly the request from the Clerk for additional hours payment to cover the extra work that has been required on the Pen Bryn Common project and the postage costs for the consultation. The donation to Ysgol Pentrecelyn for support towards swimming lessons is from the Periodic Donations and Grants budget category utilising the Power of Well-Being - Local Government (Wales) Measure 2011. It was resolved to accept the Schedule of Payments presented with total payments of £561.35 and it was signed by the Chairman. Cheques were duly signed.
Prepared by David Rose, Clerk & RFO page 2 of 4 Chairman’s DRAFT MINUTES 7TH MARCH 2019 initials b) The RFO presented the Financial reports to 28th February 2019 and invited comments. It was resolved to accept the Financial Reports and they were signed off as reviewed by the Chairman.
c) The RFO recommended that JDH Business Services Ltd be engaged again as Internal Auditor for the 2018/19 financial year. It was resolved to approve this recommendation and the Clerk will finalise and send the engagement letter.
d) Para 13.32 of the Independent Remuneration Panel for Wales (IRPW) Annual Report requires Council to make decisions at the first meeting after the Annual report is released. The RFO then guided Council through the IRPW Annual Report as concerns their Determinations that required decisions from Council. Each Determination was discussed, and it was resolved as follows …
Determination 40: MANDATORY – no decision required Determination 42: NOT ADOPTED Determination 43: ADOPTED Determination 44: ADOPTED Determination 45: ADOPTED Determination 46: MANDATORY – no decision required Determination 47: NOT ADOPTED Determination 48: NOT ADOPTED Determination 49: MANDATORY – no decision required
The RFO will create a Summary of Formal Decisions as previously for Members’ reference.
91 Community AED: The AED cabinet has now been installed and Council wished to thank Sir Philip Naylor-Leyland on behalf of the community for funding this installation. The Clerk will follow up WEL Medical concerning delivery of the AED unit.
The donation gift of £464.95 from ????? has been paid into the accounts and covers the cost of the AED cabinet, net of VAT. Council wish to thank ????? on behalf of the community for this generous gift. The power to accept gifts is in Local Government Act 1972 s.139.
An update from Cllr D Roberts was read out. A member of the community who works as a Health & Safety Consultant and First Aid Instructor has offered to hold a free first aid course at the Village Hall. The earliest possible date is Saturday 1st June so Cllr Roberts is going to check availability with the Village Hall. There are ten places available in total and the course is a whole day. Details to be confirmed later.
92 Correspondence for Review: Nine items were reviewed including three donation requests.
Prepared by David Rose, Clerk & RFO page 3 of 4 Chairman’s DRAFT MINUTES 7TH MARCH 2019 initials It was resolved to donate £100 to the Wales Air Ambulance Charity as this service is vital to an isolated village community. The expenditure is from the Periodic Donations and Grants budget category utilising the Power of Well- Being - Local Government (Wales) Measure 2011. The cheque was created and signed. The Clerk will send it with a covering letter.
It was resolved to allocate £150 as a donation towards St Elidan’s churchyard maintenance as an Earmarked Reserve to be paid early in the 2019/20 financial year depending on the outcome of a Church Committee meeting.
93 Items brought to the Council’s Attention by Councillors: a) Cllr J Roberts presented a verbal quotation received for a new hardwood noticeboard to replace the damaged one at the Village Hall. It was agreed to wait for the quotation to be confirmed in writing but agree in principle to the £700 quoted. b) Cllr J Roberts mentioned the good job being done litter picking in Rhydymeudwy and suggested that Council should write and thank those involved. Cllr Brooks to provide details to the Clerk.
94 Next Meeting: The next meeting is the Annual Meeting of the Council and will be held at the Village Hall, Llanelidan, Thursday 2nd May 2019 at 7.30pm with a Finance Committee immediately beforehand at 6:30pm..
Meeting closed at 20:50
Approved as being a correct record by …
Chairman ………………………………… Date: ………………………
Cllr ………………………….
Prepared by David Rose, Clerk & RFO page 4 of 4 Chairman’s DRAFT MINUTES 7TH MARCH 2019 initials ORDINARY MEETING OF THE COUNCIL
BUSINESS TO BE TRANSACTED AGENDA 7th March 2019
1. to welcome all Members and any members of the public in attendance 2. to receive apologies for absence 3. Clerk to read Declaration of Interests statement 4. Members are invited to declare personal or prejudicial interests in items of business itemised on the Agenda Public Participation Session This provides an opportunity for members of the public to raise questions about and comment on items on the Agenda. Time for this session is limited to 10 minutes.
5. to Co-opt a Councillor to fill the Casual Vacancy 6. to report the outcome of complaints made to the Public Services Ombudsman for Wales against the Council and four Councillors 7. to sign the Minutes of the Finance Committee held on 10th January 2019 8. to consider any matters arising from these Minutes 9. to sign the Minutes of the Ordinary Meeting held on 10th January 2019 10. to consider any matters arising from these Minutes 11. to consider any observations on planning matters … a. none received 12. Finance Issues … a. to approve the Schedule of Payments b. to approve the Financial Reports to 28th February 2019 c. to receive the RFO’s recommendation for 2018/19 Internal Auditor d. to decide which of the optional Independent Remuneration Panel for Wales 2019 Determinations will be adopted for the 2019/20 financial year 13. Community AED … a. to receive an update on the installation of the AED in the village and community training 14. Correspondence for Review 15. Items brought to the Council’s attention by Councillors 16. The next meeting of the Council will be the Annual Meeting to be held on Thursday 2nd May 2019 at 7:30pm with a Finance Committee immediately beforehand at 6:30pm..
David Rose Clerk & RFO to the Community Council
Correspondence for Review 7th March 2019
1. Carers Trust North Wales donation request
2. BHIB Newsletter re: Tree Management
3. Wales Air Ambulance donation request
4. Rev. Carter’s letter re: St Elidan’s Churchyard
5. One Voice Wales membership renewal letter
6. One Voice Wales membership invoice
7. Llangollen 2019 donation request
8. Memo from Clerk & RFO re: Additional Hours
9. Letter from Clerk & RFO re: Resignation
Author: David Rose Clerk & RFO Last saved: 6 March 2019 Document: Correspondence For Review page 1 of 1