CYNGOR TREF BAE COLWYN BAY OF COLWYN TOWN COUNCIL

Mrs Tina Earley, PSLCC, Clerk & Finance Officer/Clerc a Swyddog Cyllid Cyngor Tref/Town Hall, Ffordd Rhiw Road, Bae Colwyn Bay, L L29 7TE Ffôn/Telephone: 01492 532248 Ebost/Email: [email protected] www.colwyn-tc.gov.uk

Ein Cyf: TE/RD 0ur Ref: TE/RD

12 fed Ionawr 2021 12th January 2021

Annwyl Syr/Fadam Dear Sir/Madam

Gŵys: Summons:

Fe
ch gwysir i fod yn bresennol mewn Cyfarfod You are summoned to attend a meeting of the o Gyngor Tref Bae Colwyn a gynhelir o hirbell Bay of Colwyn Town Council , to be held (trwy Zoom), am 6.30 p.m. nos Lun, 18 fed remotely (via Zoom) at 6.30 pm on Monday Ionawr 2021 .. 18 th January 2021. I ymuno yn y cyfarfod
dilynwch y To join the meeting
please follow the cyfarwyddiadau a anfonwyd yn yr e-bost sydd instructions sent in the accompanying e-mail. gyda hwn os gwelwch yn dda. Cysylltwch âr Please call the Clerk on 01492 532248 if you Clerc ar 01492 532248 os ydych angen ir require the log-in details for the meeting to be manylion mewngofnodi ar gyfer y cyfarfod cael sent to you. eu hanfon atoch. Yours faithfully Yr eiddoch yn gywir,

Clerk to the Council Clerc y Cyngor AGENDA Cymraeg

1. Ymddiheuriadau am Absenoldeb: (a) Cynnal ennyd o dawelwch er cof am y Cynghorydd Gaye Howcroft-Jones (b) Cael unrhyw ymddiheuriadau am absenoldeb.

2. Cyhoeddiadau: Cael unrhyw gyhoeddiadau gan y Maer.

3. Datgan Cysylltiadau: Fe atgoffir pob aelod o
r angen iddynt ddatgan unrhyw gysylltiadau personol a / neu gysylltiadau sy
n rhagfarnu, a natur y fath gysylltiadau.

4. Cofnodion: (a) Cael, cymeradwyo a llofnodi cywirdeb cofnodion: (i) Cyfarfod arferol diwethaf y Cyngor a gynhaliwyd ar 7 fed Rhagfyr 2020.(Copi gyda hwn) (b) Derbyn a nodi cofnodion y cyfarfodydd a ganlyn: (i) Cyfarfodydd y Pwyllgor Amcanion Cyffredinol a Chynllunio a gynhaliwyd ar 15 fed Rhagfyr 2020 a 12 fed Ionawr 2021 (drafft - i ddilyn). (ii) Cyfarfodydd y Pwyllgor Polisi a Chyllid a gynhaliwyd ar 6 ed Ionawr a
r 13 eg Ionawr 2021 (drafft - i ddilyn). (Copïau gyda hwn) (c) Tîm Ymateb i Argyfyngau Pandemig (TYAP): Nodi mai dim ond pan fydd mater o frys yn codi bydd y TYAP yn cyfarfod ac ni chynhaliwyd cyfarfod ers cyfarfod diwethaf y Cyngor.

5. Materion yn Codi o
r Cofnodion Hynny: (a) Cofnod 163/20(b)  Safle Gwag ar y Cyngor: Nodi na chafwyd unrhyw alwad am etholiad ar gyfer y safle gwag yn Ward Eirias ac ystyried / cytuno ar y drefn cyfethol. (b) Cofnod 167/20(b)  Gwaith ar Neuadd y Dref: Cael unrhyw ddiweddariad gan y Clerc. (c) Cofnod 167/20(d)  Archwilio Cymru: Cael y diweddariad am yr archwiliad cylchol 3 blynedd a nodi fe gynhelir cyfarfod o
r Is-Bwyllgor Archwilio yn ddiweddarach y mis hwn. (d) Cofnod 167/20(e)  Llesiant Cymunedol: Cael diweddariad byr ar lafar gan y Clerc. (e) Cofnod 17/20(a) - Prosiect Diffibriliwr Hen Golwyn: Cymeradwyo talu lwfans ward y Cynghorydd Barton (£600) i Gymdeithas Trigolion Hen Golwyn, i barhau gyda
r gwaith o gael lleoliad am ddifibrilwr ychwanegol yn Hen Golwyn. (f) Cofnod 188/20(a)(iv)  Grant Chwarae: Cael adroddiad ar lafar gan y Clerc a rhoi awdurdod i gyflwyno cais. (g) Cofnod 193/20(a) - Grantiau Bychan: Cymeradwyo talu grant bychan i ymgeisydd D1 (fel y dangosir yn Atodiad E'r cofnodion) a gwrthod cais E1. (h) Grantiau am Ddigwyddiadau: Cymeradwyo'r cynigion am grantiau am ddigwyddiadau fel y dangosir yng Nghofnodion Cyfarfod Arbennig y Pwyllgor Polisi a Chyllid a gynhaliwyd ar 13 eg Ionawr (i ddilyn). (i) Grantiau Mawr: Cymeradwyo grantiau mawr 2021/22 fel y dangosir yng Nghofnodion Cyfarfod Arbennig y Pwyllgor Polisi a Chyllid a gynhaliwyd ar 13 eg Ionawr (i ddilyn). (j) Ystyried unrhyw argymhellion o gyfarfod Pwyllgor Amcanion Cyffredinol a Chynllunio a gynhaliwyd ar 12 fed Ionawr 2021. (Cofnodion drafft i ddilyn). (k) Nodi penderfyniadau
r Pwyllgorau fel y maent yn ymddangos yn y Cofnodion. 6. Yr Amcangyfrifon Blynyddol: (a) Ystyried argymhellion y Pwyllgor Polisi a Chyllid ynglŷn â
r cyfraniadau am wasanaethau CBS Conwy yn 2021/22 (gweler Atodiad B y cofnodion) (b) Ystyried a chymeradwyo Amcangyfrifon Blynyddol Incwm a Gwariant 2021/22 (Copi gyda hwn) (c) Cymeradwyo argymhelliad y Pwyllgor Polisi a Chyllid i rewi
r cais am archebiant cyfwerth a Band D
i fod yn £41.74 (£484,000) ar gyfer 2021/22. (d) Rhoi awdurdod i
r Clerc i gwblhau a chyflwyno
r ffurflen gais archebiant blynyddol. (Copïau gyda hwn)

7. Tal am Logi Ystafelloedd: Cael manylion am y prisiau presennol ac ystyried a ddylid codi
r prisiau ar gyfer 2021/22. (Adroddiad i ddilyn).

8. Amserlen Cyfarfodydd 2020/21: Cael yr amserlen drafft o gyfarfodydd, i gael eu cymeradwyo yn y Cyfarfod Blynyddol. (I ddilyn)

9. Llywodraeth Cymru: Cael ac ystyried unrhyw ohebiaeth

10. Cyngor Bwrdeistref Sirol Conwy (CBSC): Cael ac ystyried yr ohebiaeth ganlynol: Grŵp Traws Sector Adnewyddu ar ôl Covid - nodiadau o gyfarfod a gynhaliwyd yn Rhagfyr. Cynnig gan Bryn Shiland i wario £60,000 o gyllideb offer chwarae
r Cyngor Tref 2020/21 (£66,500)

11. Un Llais Cymru: Cael ac ystyried gwybodaeth am Ddiwrnod Gweithwyr Rheng Flaen Gofal Cymdeithasol GIG. (Copi gyda hwn)

12. Gwobrwyo Gwirfoddolwyr: a) Ystyried amnewid gwobrwyon 2020/21 gyda gwobrwyon arbennig i wirfoddolwyr cymunedol Covid-19 ac i gyflwyno'r rhain gyda
r gwobrwyon a ohiriwyd yn 2019/20. b) Ystyried penodi aelod newydd i
r Pwyllgor i gymryd lle
r Cynghorydd B. Barton. AGENDA English

1. Apologies for Absence : (a) To hold a brief period of silence, in memory of Councillor Gaye Howcroft-Jones. (b) To receive any apologies for absence.

2. Announcements: To receive any announcements from The Mayor.

3. Declarations of Interest : Members are reminded that they must declare the existence and nature of any personal and/or prejudicial interests.

4. Minutes : (a) To receive, approve and sign as a correct record the minutes of: (i) The last ordinary Meeting of the Council, held on 7 th December 2020. (Copy herewith) (b) To receive and note the minutes of the following meetings: (i) The General Purpose & Planning Committee meetings, held on 15 th December 2020 and 12 th January 2021 (draft  to follow). (ii) The Policy & Finance Committee meetings held on 6 th January and 13 th January 2021 (draft  to follow. (Copies herewith) (c) Pandemic Crises Response Team (PCRT): To note that the PCRT is now only meeting if anything urgent arises, and no meetings have taken place since the last Council meeting.

5. Matters Arising from Those Minutes: a) Min. 163/20(b)  Council Vacancy: To note that no election was called for the vacancy in Eirias Ward and consider/agree the co-option procedure. b) Min. 167/20(b)  Town Hall Works: To receive any update from the Clerk. c) Min. 167/20(d)  Audit Wales: To receive the update on the 3 yearly cycle for audit and note that the Audit Sub-Committee will be convened later this month. d) Min. 167/20(e)  Community Wellbeing: To receive a brief verbal update from the Clerk. e) Min. 17/20(a)  Old Colwyn Defibrillator Project: To approve payment of Cllr Barton
s ward allowance (£600) to Old Colwyn Residents Association, to continue the work to find a location for an additional defibrillator in Old Colwyn. f) Min. 188/20(a)(iv)  Play Grant: To receive a verbal report from the Clerk and authorise submitting an application. g) Min. 193/20(a)  Small Grants: to approve payment of a small grant to applicant D1 (as detailed in Schedule E to the minutes) and decline application E1. h) Events Grants: To approve grant offers for events, as detailed in the Minutes of the Special P&F Meeting held on 13 th January (to follow). (i) Large Grants: To approve large grants for 2021/22, as detailed in the Minutes of the Special Meeting of the P&F Committee (to follow). j) To consider any recommendations from the General Purpose & Planning meeting held on 12 th January 2021 (Draft minutes to follow). k) To note the resolutions of the Committees, as detailed in the Minutes. 6. Annual Estimates: (a) To consider the recommendations of the Policy & Finance Committee in respect of contributions for services to be delivered by Conwy CBC for 2021/22 (see Sch B to the minutes). (b) To consider and approve the Annual Estimates for Income and Expenditure for 2021/22. (Copy herewith) (c) To approve the recommendation of the Policy & Finance Committee to freeze the band D
equivalent precept request at £41.74 (£484,000) for 2021/22. (d) To authorise the Clerk to complete and submit the annual precept requirement form. (Copies herewith)

7. Room Hire Charges: To receive details of the current charges and consider whether to apply any increase in charges for 2021/22 (Report to follow)

8. Timetable of Meetings for 2020/21: To receive the draft timetable of meetings, for approval at the Annual Meeting. (To follow)

9. Welsh Government: To receive and consider any correspondence.

10. Conwy CBC: To receive and consider the following correspondence: (a) Cross Sector Covid Renewal Group  notes from a meeting held in December. (b) A proposal from Bryn Shiland for spending £60,000 of the Town Council
s play equipment budget for 2020/21 (£66,500).

11. One Voice Wales: To receive and consider information about NHS Social Care Frontline Workers Day. (Copy herewith)

12. Volunteer Awards: a) To consider replacing the awards for 2020/21 with special Covid-19 community volunteer awards and to present these alongside the deferred awards for 2019/20. b) To consider the appointment of a new committee member, to replace Cllr B Barton. MINUTES OF A MEETING OF THE BAY OF COLWYN TOWN COUNCIL, HELD REMOTELY (VIA ZOOM), AT 6.30 PM ON MONDAY 7 TH DECEMBER 2020

PRESENT: The Mayor, Cllr N Bastow (Chairman) Cllrs: G Baker, C Brockley, G Campbell, H Fleet, C Hughes, MA Jones, M Jones, A Khan, A Mason, J Pearson, P Richards, K Swindon, M Tasker, M Worth

OFFICERS: Mrs C Earley, Town Clerk and RFO Miss Louise Austin, Administrative Assistant

163/20 Apologies for Absence :

a) A minutes silence was held in memory of Councillor Bob Barton who had sadly passed away recently.

b) It was noted that the council vacancy notice has now been received from the CCBC Electoral Officer and will be published later this week. Electors in Eirias ward will then have 14 days to call for an election.

c) Apologies for absence were received from Cllrs: G Howcroft-Jones, D Jones, H Meredith, and County Councillor C Carlisle.

d) Resolved to approve an extended leave of absence, on the grounds of health and/or covid-19, for Cllrs G Howcroft-Jones and H Meredith, for a further 6 month period (to end of June 2021).

164/20 Announcements:

The Mayor informed members that he had switched on the Tree of Lights in Rhos on Sea earlier in the month. The event had been shared online, due to the current pandemic, and donations to St David’s Hospice can be made online.

165/20 Declarations of Interest :

Members were reminded that they must declare the existence and nature of any personal and/or prejudicial interests. None were declared.

166/20 Minutes :

a) Resolved to receive, approve and sign as a correct record the minutes of: i) The last ordinary Meeting of the Council, held on 19 th October 2020. ii) The Special Meeting, held on 26 th October 2020.

b) Resolved to receive and note the minutes of the following meetings: i) The General Purpose & Planning Committee meetings, held on 27 th October and 24 th November 2020 (draft). ii) The Policy & Finance Committee held on 18 th November 2020 (draft). iii) The Colwyn in Bloom Committee, held on 10 th November 2020 (draft).

c) Pandemic Crises Response Team (PCRT): It was noted that the PCRT continues to meet monthly and the notes are forwarded to all members.

Resolved to formally receive the notes and to ratify the urgent decisions taken by the team at the meetings held on 29 th October and 12 th November 2020.

167/20 Matters Arising from Those Minutes:

a) Min. 105/20 – 20mph Zones : The Clerk tabled a full response from Andrew Wilkinson, CCBC Head of Neighbourhood Services, in relation to the Town Council’s request for 20mp h zones, which stated that “ once the current set of school 20mph zones is complete, we (CCBC) do not intend to introduce any new 20mph zones ahead of the national scheme. ” It was noted that this was due to the timescale, cost and additional signage that would be required, which would not be necessary once the national scheme is implemented.

Members understood the additional cost implications of introducing any 20mph zones prior to the national roll-out, and it was noted that there would be 8 trial areas in Wales funded by the Welsh Government. Although it was noted that those areas with schools nearby would be a priority, Members queried if the trial areas had been decided, or if Colwyn Bay could be one of the trial areas.

Resolved to request the Clerk asks Andrew Wilkinson if Colwyn Bay could be considered as one of the trial areas.

b) Min. 107/20(a) – Town Hall Works :

(i) It was noted that a quote has been received from Brenig Construction to replace all gutters/downpipes with either UPVC or aluminium. It was also noted that advice subsequently received from the Planning Department, confirmed that refurbishment of the existing cast iron is preferable, from a listed building perspective, and also considered to be better value in the longer term.

(ii) It was noted that the Clerk has been instructed by the PCRT to seek advice from conservation architect(s) and bring a further report/quotations to a future meeting. A local firm has been contacted and an initial response is awaited.

The Clerk also informed members that a North Wales based builder, specialising in conservation works, was met on site last Thursday and will prepare a quotation in the New Year for the repair/refurbishment of the existing gutters and downpipes across the whole site.

Members asked if Grosvenor Construction (who are undertaking the current pier works) could be considered for refurbishment of the cast iron guttering. The Clerk confirmed that they had been contacted regarding the possible replacement of the existing guttering, when that had been the preferred option.

Resolved to request the Clerk contacts Grosvenor Construction again to query if they could assist with providing a quotation for refurbishment works on the cast iron guttering, and bring all quotations to a future meeting for full consideration. c) Min. 115/20 – Forties Festival : The Clerk submitted, for information, the notes from a recent meeting with the event organising team. It has proved a challenge to go ahead with planning for this event in its current format, due to the difficulties in restricting numbers to comply with any requirement for social distancing. The first test event for 500 people outside is not taking place until next Spring. It may make sense to delay to July and may still then be dependent on the success of the vaccinations/test events. An alternative small-scale event, linking to the launch of the Augmented Reality trail and including stories of local soldiers and a ration book with stamps to support local businesses, could also be considered.

Resolved to receive the notes from the recent events meeting, and await a further update in the New Year from the Conwy Events team. d) Min. 148/20 – Audit Wales : The Clerk gave a brief verbal update regarding the Future Audit Arrangements for Town and Community Councils in Wales. The Wales Audit Office would be implementing a new audit regime where a Town/Community Council will receive a detailed, transactional based audit every three years, with a ‘lighter touch’ audit on the other two years. The Clerk was waiting for a list to be published by the WAO which will detail in which years the detailed/lighter touch audits will occur. A higher budget will be required for audit every third year.

Resolved to note the update and await the 3-yearly cycle banding information. e) Min. 149/20(a) – Community Wellbeing :

The Clerk submitted, for consideration, a community wellbeing hub project proposal and asked members to consider allocating a new budget line for community wellbeing activities/projects.

Resolved to endorse the recommendations of the Committee, as detailed in section 3 of the Community Wellbeing Discussion Paper. f) Min. 153/20 – Small Grants :

The Clerk submitted the schedule of Small Grants for Q3 for approval, as recommended by the Committee.

Resolved to approve of the small grants to applicants A1 and B1, and approve in principle the payment to C1 once suitable alternative accommodation has been found, as detailed in Schedule ‘A’ attached. g) Min. 149/20 – Colwyn in Bloom :

Members were asked to consider the request for any underspend in the 2020/21 budget to be carried forward to 2021/22, and note the cancellation of the Britain in Bloom finals again for 2021.

Resolved to approve the request and carry forward the underspend this year to the 2021/22 budget.

h) Min. 153/20(d) – Events Grant :

The Clerk submitted, for consideration, a request from TAPE Music and Film to delay the Imagine Illuminations Festival which had been postponed due to Covid-19 restrictions.

Resolved to approve the request from TAPE to delay the Imagine Illuminations festival.

i) Resolved to note the resolutions of the Committees, as detailed in the Minutes.

168/20 Welsh Government:

Resolved to receive and note the following correspondence:

a) Electoral Reform Newsletter (November 2020) b) Local Government and Elections (Wales) Bill (recently passed and awaiting Royal Assent in early 2021 and report by the Clerk highlighting the relevant sections.

169/20 Conwy CBC:

a) The Clerk submitted, for consideration, notes from a recent meeting with the CCBC events team, regarding the events due to take place next year, and a request for continued funding support for major events for 2021/22. The Welsh Government guidance remains the same and no more test events are expected until the Spring. The Welsh Government retains control over all events but is looking at the possibility of transferring decision making to Safety Advisory Groups across Wales.

Prom Xtra, scheduled for May 2021, have put in an expression of interest to run this as a test event, but not yet had response. If the 2m social distancing remains in place, the event may need to be adjusted/moved to a confined location to control numbers, e.g. run as a ticketed 'fun day' in Eirias park. Two acts have been announced for the Access All Eirias concerts, with ticket sales going well, and discussions are ongoing regarding a possible third date (the promoter has made an offer for an act). The promoter is taking the risk on these going ahead, however, Eirias can accommodate large numbers even if social distancing is still required in August 2021. Resolved to approve continued funding support for major events for 2021/22 (£20,000 for Access all Eirias concerts and £10,000 for Prom Xtra).

b) Members noted that the Open Spaces Covid-19 response grant has been approved and orders have now been placed for the power points, and eight branded cream gazebos will be delivered this week.

c) Members noted the Bay Life project update as at the 6 th November, previously circulated by email.

170/20 Community Plan Area Team:

The Clerk submitted, for information, the notes from the meeting held on 30 th November. Members considered the appointment of new town council representative(s) for the Old Colwyn wards.

Resolved to appoint Cllr A Mason as the Eirias ward representative, and Cllrs MA Jones and K Swindon to share the representation for Colwyn ward, going forward.

Further resolved to request the Clerk seeks approval from the Community Plan Steering Group to move the meetings back to an evening time to enable Councillors who are working to attend more easily .

171/20 Representatives on Outside Bodies:

Consideration was given to the Town Council’s vacant representation positions on outside organisations.

Resolved to approve the appointment of the following Councillors to fill the vacant positions: Cllr P Richards – 271 Air Training Cadets Cllr G Baker – Conwy Admissions Forum Cllr MA Jones – Fairy Glen Management Advisory Group Cllr G Baker – N&MWALC Cllr P Richards – N&MWALC (as Cllr H Meredith’s reserve) Cllr H Fleet – Wellbeing of Future Generations Champion and representative on the new Community Wellbeing Team.

The meeting closed at 7.25pm.

………………………………….. Chairman MINUTES OF A MEETING OF THE GENERAL PURPOSE AND PLANNING COMMITTEE OF THE BAY OF COLWYN TOWN COUNCIL, HELD ONLINE (VIA ZOOM) AT 6:30PM ON TUESDAY 15 TH DECEMBER 2020

PRESENT: Cllr C Brockley (Chair) Cllrs: G Baker; Mrs M Jones (Deputy Mayor); J Pearson and M Tasker

OFFICERS: Mrs T Earley, Clerk Mrs R Dudley, Assistant Clerk

IN ATTENDANCE: Cllr L Emery, Cabinet Member, Conwy CBC Bethan Wynn-Jones, Officer, Conwy CBC Several Members of the Public

172/20Welcome and Apologies for Absence:

The Chair welcomed members to the meeting. Apologies for absence were received from Cllrs G Campbell, C Matthews (technical problems attending the meeting) and M Worth.

173/20Declarations of Interest :

Members were reminded that they must declare the existence and nature of any personal and/or prejudicial interests. None were declared.

174/20Minutes :

Resolved to approve and sign, as a correct record, the minutes of the last meeting, held on 24 th November 2020.

175/20Visitors to the Council:

a) Lighting for the Multi Use Games Area:

The Chairman invited Cllr G Baker to give an introduction to the agenda item. Cllr Baker said that the issue of the lack of lighting at the MUGA had been a problem for years and felt that the Town Council should support having lighting at the MUGA as it would help deter unruly behaviour by youths and give them a safe area to play and meet.

Jo Nuttall, who runs the local Youth Club, was then invited to address the Committee. Up until very recently, the Club has never had lighting at the MUGA and feedback from the children using it since it has been lit has been really positive. The feedback from residents was also positive, as the lights are only on till 8pm and also provide security. The Scout Master had suggested that signs need to be put up advising that the area is covered by CCTV.

Cllr Louise Emery then addressed the Committee and stressed that the MUGA is not a County Council asset, although CCBC do own the land it sits on. She gave a brief background regarding the history and the lease agreement that had been agreed with Llandrillo yn Rhos Sports Association, following grant funding from the Wales Sport Council to build the MUGA (in 2003). When the lighting was installed, the agreement was that energy costs would be paid by the Association and the general public would be charged to use the facility, to cover the energy costs. As the Association is no longer active, no one has taken responsibility for the MUGA and the lease has been terminated. Cllr Emery said that a solution needs to be found so the facility is not lost for the community. The County Council has paid for some maintenance up to now and has agreed to light the MUGA for the winter months, as it felt outside play during the pandemic was essential to the well-being of youngsters. Cllr Emery provided estimated information about the maintenance/ lighting costs, based on assumptions about the wattage of the lamps (which is not known). She said that changing the lights to LED would reduce future costs. Assuming the lights would be on from 4pm
8pm for the winter, the approximate maximum annual lighting costs would be £1446.00. Known future maintenance would include fixing fencing, signage and increasing the height of the fence. Cllr Emery said the County Council have no budget, but that they have fixed some of the fencing and are paying for the lights this winter, as it is a well-used asset.

The Chair asked for clarification of the energy costs, as he had received information from the Leisure Development Officer that the standing charge costs were approximately £12 a month and not £32, as quoted on the spreadsheet sent to the Town Council. It was agreed that exact costs would be needed for this to be considered properly. Cllr Emery said that if the Town Council took it over then they were better placed to get grants to help with the cost of the maintenance/ lighting.

The Chair asked about the school use/involvement and was told that the school do still wish to have exclusive use of it during school hours, in accordance with the terms of the original lease, but were not an actual party to the original lease agreement. The Chair said the ideal solution would be for the MUGA to be managed by the local community with support from both the Town Council and County Council.

A member queried if the Town Council could trial taking over the MUGA for 12 months and Cllr Emery offered to send a draft agreement over for further consideration by the Town Council. The Clerk reminded members that any proposals which would incur costs or additional responsibilities/liabilities would need to be referred to the full Council. This was just the start of the conversation. It was requested that the lease agreement be worded so it could apply to community groups as well as the Town Council, to keep the options open and it was agreed that the draft agreement and a revised set of costings would be sent to the Town Council by the end of January.

The Chair thanked all the visitors and they retired from the meeting.

Resolved to refer this matter to the Council, once the draft agreement and revised costs have been received from Conwy CBC. b) Planning Application no: 0/47933: The Chairman agreed to bring this item forward in the agenda, as part of the public participation session. Cllr Glenys Baker informed the Committee that she had written to the Larkfield Friends Group and they had agreed that this application was an improvement but do ask that the stained windows and historic aspects be retained. They also were concerned that there should be no deviation from the submitted plans without first consulting the Planning Authority.

An email had been received from a member of the public, who was present at the meeting, requesting for privacy purposes that frosted glass be used for the windows at the side of the house and on the balcony.

Resolved to support these requests and include them in the observations submitted to the local planning authority.

176/20Matters arising from the Minutes:

a) Min 158/20(a): BT Phone Kiosk : (i) Members noted that the proposed adoption for the kiosk had been withdrawn by the Town Council. (ii) The Clerk submitted emails from Cllr B Cossey and OCRA. Resolved to offer to forward the £600 ward allowance to OCRA for them to continue with the project. This had been approved in 2019/20 and had been put aside, awaiting bank account details, for Cllr Barton
s defibrillator project in Old Colwyn. (iii) It was noted by members that no response had been received yet from the Co-op Garage regarding siting a defibrillator there.

b) Min 158/20(b): Noticeboards: The Clerk submitted an email from the contractor who asked if he could leave repairs until Spring. Resolved that the Clerk reply to the Contractor to confirm that the repairs can be done in Spring.

c) Min 159/20(c): Local Places for Planting Trees Initiative : The Clerk submitted an email showing the locations submitted to ERF, Conwy CBC which was noted by members.

177/20Benches:

a) The Clerk submitted photographs of the poor/damaged picnic benches on the promenade and informed members that the benches were time expired and needed replacing or removing. A quote had been requested from a local firm to replace the 10 benches with recycled plastic ones, which were hardwearing and environmentally friendly.

Resolved to defer this item until a reply has been received regarding the cost of replacement picnic benches. b) The Clerk submitted an email from ERF reported that the graffiti had been cleaned off a bench in Rhos on Sea. This was noted by members.

178/20 NMWALC Re: All Wales Transport Strategy:

a) The Clerk submitted an email which was noted by members. b) The Clerk submitted the link for the Study Document, which was noted by members. c) The Clerk submitted the draft response from NMWALC, which was noted by members.

179/20 Countryside Code:

The Clerk submitted a letter regarding the Countryside Code Refresh Consultation. The date for observations had been extended to 16/12/2020. No observations were made.

180/20 Planning:

a) The Clerk submitted, for consideration, the planning applications received from CCBC.

Resolved to submit observations on these applications, as detailed in Schedule A
attached.

The Chair asked members whether there was a need to go through every planning application in detail in the meeting. It was decided that members should research the ones in their wards before the meeting and only the ones that members asked to be discussed would be brought up at the meeting, with the Chairman and Clerk/Assistant continuing to check all applications to highlight any significant objections, in case some ward members were not present.

b) Resolved to receive a copy of the Planning Decisions issued by CCBC for the period 16/11/2020  13/12/2020.

c) Pre-Application Consultation:

The Clerk submitted notification of a pre-application consultation for Bryn Rodyn, Old Colwyn,

Resolved to write to express concern that the infrastructure (roads, health, education etc) is not in place to accommodate such an extensive development.

The meeting closed at 7.55pm.

. Chairman CYNGOR TREF BAE COLWYN BAY TOWN COUNCIL CEISIADAU CYNLLUNIO/PLANNING APPLICATIONS 15/12/2020

Cyfeirnod/ LEFEL/ CAIS/APPLICATION Reference LEVEL 0/45845 D Codi 39 o dai, man agored cyhoeddus a
r holl waith cysylltiol. Safle: Land off Valley Road, Colwyn Bay, Conwy. Ymgeisydd: Mr Tudor-Owen. Mae
r Cyngor Tref yn ail-ddweud ei gwrthwynebiad blaenorol oherwydd pryderon am: i) Y perygl o lifogydd fel yr eglurwyd yn y llythyr oddi wrth Adnoddau Naturiol Cymru ag effaith gall dwr ychwanegol yn llifo i
r dyfrffos cael ar eiddo sy
n bodoli yn is i lawr ii) Trafnidiaeth yn cael mynediad i
r safle ar hyd Ffordd y Groes. Rydym yn ymwybodol bod rhan isaf Ffordd y Groes, o
i gyffordd a Ffordd Abergele, yn ddifrifol o gul. Oherwydd parcio y tu allan i eiddo busnes a chartrefi, mae llif y drafnidiaeth ar hyd y rhan yma yn gyfyngedig, ar adegau, i un ffordd ac nid yw
n bosibl i gerbydau mynd heibio. Mae hyn yn golygu iddynt orfod bacio
n ôl pan ddaw cerbydau i
w hwynebu. Bydd y cynnydd yn y trafnidiaeth o
r datblygiad arfaethedig felly yn achosi peryglon a fydd yn cael effaith hefyd ar briffordd Ffordd Abergele. Erection of 39 dwellings, public open space and all associated works. Location: Land off Valley Road, Colwyn Bay, Conwy. Applicant : Mr Tudor-Owen. The Town Council reilterates it
s previous objections, due to concerns about: i) Risk of possible flooding and the impact of the additional surface water which will be flowing into the watercourse on the existing properties down-stream (soil erosion and damage to hedgerow/trees). ii) Traffic access to the site along Groes Road. We are aware of a severe pinch-point on the lower section of Groes Road, from the junction with Abergele Road. Due to parking outside businesses and residential properties, traffic flow along this section is often restricted to one-way and vehicles cannot pass, having to reverse when they meet oncoming traffic. The anticipated increase in traffic flow due to the proposed development therefore presents a hazard which could also affect the main Abergele Road. There is concern that the traffic impact assessment submitted was carried out during the pandemic lockdown period, when schools were closed and traffic was much lighter than usual. This needs to be clarified with the applicant and concerns addressed.

0/47900 D Ailddatblygu hen gapel adfeiliedig I greu wyth rhandy 2 ystafell wely, yn cynnwys dymchwel yr estyniad anniogel yn y cefn. Safle : Elim Church, Woodland Road West, Colwyn Bay, LL29 7DH. Ymgeisydd : Mr Alexander Taylor. Gwrthwynebiad: Mae
r Cyngor Tref yn croesawu
r ymdrechion i roi ailddefnydd i
r hen Eglwys, ond fe ofynnir am well ateb oherwydd nid oes le i barcio ceir ar y safle. Roedd y cais gwreiddiol am 12 o fflatiau yn cynnwys parcio tanddaearol. Mae yna broblem eisoes yn bodoli yn yr ardal efo parcio ar y stryd, a bydd cael anheddau ychwanegol yn gwneud y sefyllfa
n waeth efo dosbarthu nwyddau / parcio tymor byr ac ni ellir ymdrin yn iawn a hyn gyda
r trwyddedau parcio oddi ar y stryd. Redevelopment of a former derelict chapel to make eight x two bed apartments, including demolition of the rear unsafe extension. Location : Elim Church, Woodland Road West, Colwyn Bay, LL29 7DH. Applicant : Mr Alexander Taylor. Objection: The Town Council welcomes efforts to repurpose the former Church, but asks for a better solution to be found for the lack of on-site parking. The original appliciation for 12 apartments at the site included underground parking. There is already an issue with on-street parking in the area, which will be compounded by additional dwellings requiring deliveries/short term parking which cannot be adequately addressed by the off site parking permits. 0/47904 D Ailadeiladu storfa ochr ar sylfaen newydd. Safle : 5, Bryn Garan, Upper Colwyn Bay, Colwyn Bay, LL29 6DT. Ymgeisydd : Mrs P Aldridge. Dim gwrthwynebiad Reconstruction of side store on new foundation. Location : 5, Bryn Garan, Upper Colwyn Bay, Colwyn Bay, LL29 6DT. Applicant : Mrs P Aldridge. No Objections 0/47906 D Codi decin gardd a ffens derfyn (ol-weithredol) Safle : 7, Cliff Road, Old Colwyn, Colwyn Bay, LL29 9RW. Ymgeisydd : Mr Chris Kendall. Dim gwrthwynebiad Erection of garden decking and boundary fence (retrospective). Location: 7 , Cliff Road, Old Colwyn, Colwyn Bay, LL29 9RW. Applicant : Mr Chris Kendall. No Objections 0/47908 D Estyniad arfaethedig i annedd. Safle : Hilltop, 31, Pen y Bryn Road, Upper Colwyn Bay, Colwyn Bay, Conwy, LL29 6AG. Ymgeisydd : Mr Jonathan Stewart. Pryderon parthed: y posibilrwydd o orddatblygiad ar y safle ag effaith ar eiddo cyfagos oherwydd uchder a maint yr estyniad arfaethedig. Mae nifer o
r eiddo cyfagos efo ffenestri dormer i roi le ychwanegol ar y llawr cyntaf heb gynnydd arwyddocaol yn uchder y to nag effaith ar gymeriad / mwynder yr ardal. Proposed extension to dwelling. Location : Hilltop, 31, Pen y Bryn Road, Upper Colwyn Bay, Colwyn Bay, Conwy, LL29 6AG. Applicant : Mr Jonathan Stewart. Concerns re: possible overdevelopment of the site and impact on neighbouring properties, due to the height and scale of the proposed extension. Several of the neighbouring properties have dormer accomodation to provide additional first floor space, without a significant increase in roof height or impact on the character/amenity of the area. 0/47925 D Tynnu 1 x onnen a 5 coes sycamorwydden, tocio 2 x coeden lydanddail a 1 x coeden coniffer. Safle : Cwrt Bryn Coed, 8, Coed Pella Road, Colwyn Bay, LL29 7BJ. Ymgeisydd : Cox. Dim gwrthwynebiad Remove 1 x Ash & 5 x sycamore stems, prune 2 x broadleaf & 1 conifer tree. Location : Cwrt Bryn Coed, 8, Coed Pella Road, Colwyn Bay, LL29 7BJ. Applicant : Cox. No Objections

0/47931 D Arddangos 4 polyn baner heb eu goleuo a baneri ac 1 arwydd dwyochrog heb ei oleuo wedi
I osod ar bolyn. Safle: Land adjacent to Former Civic Centre, Abergele Road, Colwyn Bay, LL29 8AR. Ymgeisydd : Mr R A Roberts. Dim gwrthwynebiad Display of 4 no non illuminated flag poles and flags and 1 no non illuminated 2 sided pole mounted sign. Location : Land adjacent to Former Civic Centre, Abergele Road, Colwyn Bay, LL29 8AR. Applicant : Mr R A Roberts. No Objections 0/47932 D Adnewyddu a gwneud addasiadau mewnol i
r prif dy a
r cerbyty a drysau garej newydd yn lle
r rhai presennol(Caniatad Adeilad Rhestredig) Location: Bryn Eglwys Hall, Llanrwst Road, Bryn y Man, Colwyn Bay, LL28 5EN. Ymgeisydd : Mr Mark Boler. Dim gwrthwynebiad Refurbishment and internal alterations to main house and coach house and the replacement of garage doors.(Listed Building Consent) Location : Bryn Eglwys Hall, Llanrwst Road, Bryn y Man, Colwyn Bay, LL28 5EN. Applicant : Mr Mark Boler. No Objections 0/47933 D Trosi hen gartref nyrsio
n 3 annedd, addasiadau allanol I
r adeilad, adeiladu garej ddwbl ac addasiadau i
r fynedfa I gerbydau. Location: 52, Rhos Road, Rhos on Sea, LL28 4RS. Ymgeisydd : Mr G Jones. Dim gwrthwynebiad mewn egwyddor i
r bwriad i drosi yn 3 annedd, ond fe ofynnir am amodau fel y gellir cadw
r ffenestr gwydr lliw a nodweddion hanesyddol. Mae
r Cyngor Tref yn gofyn hefyd i wydrau cymylog cael eu defnyddio yn y ffenestri sydd ar ochr yr eiddo cyfagos 52A ac ar y balconi cefn er mwyn cadw preifatrwydd yr eiddo cyfagos. Conversion of disused nursing home into 3 no. dwellings, external alterations to building, erection of double garage and alterations to vehicular access. Location : 52, Rhos Road, Rhos on Sea, LL28 4RS. Applicant : Mr G Jones. No objection in principle to the proposed conversion to 3 dwellings, but request for conditions so that the stained glass window and historic features can be retained. Town Council also requests that frosted glass be used in the side windows to the elevation neighbouring property 52A and to the rear balcony, to maintain the privacy for neighbouring properties. 0/47946 D Tynnu 1 coeden conifer. Location: 7, King
s Oak, Colwyn Bay, Conwy, LL29 6AJ. Ymgeisydd : Mr John Bowden. Dim gwrthwynebiad Remove 1 no. Conifer Tree. Location : 7, King
s Oak, Colwyn Bay, Conwy, LL29 6AJ. Applicant : Mr John Bowden. No Objections 0/47947 D Tynnu 1 coeden sycamorwydden. Location: 7, King
s Oak, Colwyn Bay, Conwy, LL29 6AJ. Ymgeisydd : Mr John Bowden. Dim gwrthwynebiad am fod yr ymgeisydd yn gosod coeden newydd. Remove 1 no. Sycamore Tree. Location : 7, King
s Oak, Colwyn Bay, Conwy, LL29 6AJ. Applicant : Mr John Bowden. No objection as the applicant is replacing the tree. 0/47948 D Cwrb isel arfaethedig a mynedfa newydd i 37, Oak Drive. Location: Walshaw Lodge, 37. Oak Drive, Colwyn Bay, LL29 7YP. Ymgeisydd : Mr Williams. Dim gwrthwynebiad Proposed dropped kerb and new entrance to 37, Oak Drive. Location : Walshaw Lodge, 37. Oak Drive, Colwyn Bay, LL29 7YP. Applicant : Mr Williams. No Objections 0/47949 D Ffens newydd yn lle
r hen un ar yr ochr sy
n wynebu
r ffordd. Location: 23, Llanrwst Road, Colwyn Bay, Conwy, LL29 7YT. Ymgeisydd : Mrs Maureen Evans. Dim gwrthwynebiad Replacement Fence to road frontage, Location : 23, Llanrwst Road, Colwyn Bay, Conwy, LL29 7YT. Applicant : Mrs Maureen Evans. No Objections 0/47958 Cymeradwyo
r holl faterion a gadwyd yn ol mewn perthynas a chaniatad cynllunio amlinellol 0/46338 (Cais amlinellol am ddatblygiad preswyl (gyda
r holl faterion a gadwyd yn ol)) Location: Land adjacent to Former Civic Centre, Abergele Road, Colwyn Bay, LL29 8AR. Ymgeisydd : Mr R A Roberts. Dim gwrthwynebiad Approval of all matters reserved in respect of outline planning permission 0/46338 (outline application for residential development(with all matters reserved)) Location : Land adjacent to Former Civic Centre, Abergele Road, Colwyn Bay, LL29 8AR. Applicant : Mr R A Roberts. No Objections 0/47960 Gosod drysau Ffrengig yn lle
r ffenestr bresennol I greu dihangfa dan, adeiladu platform wedi ei godi a mynediad gyda drisiau I
r ardd gefn. Safle : 18 Bodnant Road, Rhos on Sea, LL28 4SU Ymgeisydd : Mr Robert Williams Dim Gwrthwynebiad (ai cais ôl-syllol yw hwn?) Replace existing window with French doors to create fire escape, construction of raised platform and stepped access to rear garden. Location : 18 Bodnant Road, Rhos on Sea, LL28 4SU Applicant : Mr Robert Williams No Objections (is this a retrospective application?) 0/47963 Cael gwared ar 17 conwydden addurnol a 2 onnen, tocio 1 goeden geirios a thorri canghennau 3 ffawydden. Safle : St Joseph
s Catholic Church, 63 Conway Road, Colwyn Bay, LL29 7LG Ymgeisydd : Fr Frank Dim gwrthwynebiad am fod yr ymgeisydd wedi cadarnhau bydd coed sydd dim angen llawer o sylw yn cymryd lle
r pedwar coeden sydd angen caniatâd. Mae
r ymgeisydd wedi cadarnhau bydd y pedwar prif goeden fawr (yn cynnwys Ywen a Cheiriosen) yn aros. Remove 17 no. ornamental conifers and 2 no. ash trees, rescue 1 no. cherry and crown lift 3 no. beech trees. Location : St Joseph
s Catholic Church, 63 Conway Road, Colwyn Bay, LL29 7LG Applicant : Fr Frank No objection as applicant has confirmed that the 4 trees that need permission will be replaced with low maintenance trees. The applicant confirmed that the 4 main bigger trees (included a Yew and a Cherry) will remain. 0/47964 Cynllun Targedu Buddsoddiad Mewn Adfywio- Camau 2,3 a 3b Gwaith yn cynnwys gosod ffesnestri a drysau newydd, ailwampio drysau, insiwleiddio Waliau allanol, gosod cafnau dwr newydd a pheipen wastraff ar y tir. Yn ogystal, gosod system awyru mewnbwn cadarnhaol I reoli
r risg o anwedd. Safle : Various Properties, Rhiw Road, Douglas Road, Abergele Road and Back Bay View Road, Colwyn Bay, LL29 7PA Ymgeisydd : Mr Ivor Jones Dim gwrthwynebiad Targeted Regeneration Investment Scheme  Phases 2, 3, and 3b Works comprise the installation of replacement windows and doors, door refurbishments, installation of external wall insulation, replacement of rainwater goods and above ground waste pipes. Also, the installation of positive ventilation systems to control condensation risks. Location : Various Properties, Rhiw Road, Douglas Road, Abergele Road and Back Bay View Road, Colwyn Bay, LL29 7PA Applicant : Mr Ivor Jones No Objections 0/47965 Estyniad ochr arfaethedig. Safle : Kirklees, 14 Glyn Avenue, Colwyn Bay, LL29 8RB Ymgeisydd : Miss Helen Kelly Dim gwrthwynebiad Proposed side extension. Location : Kirklees, 14 Glyn Avenue, Colwyn Bay, LL29 8RB Applicant : Miss Helen Kelly No Objections MINUTES OF A POLICY AND FINANCE COMMITTEE OF THE BAY OF COLWYN TOWN COUNCIL, HELD REMOTELY (VIA ZOOM) AT 6.30 PM ON WEDNESDAY 6 TH JANUARY 2021

PRESENT : Chairman: Cllr C Hughes Cllrs: H Fleet, D Howcroft, D Jones, A Khan, T Pearson, P Richards, K Swindon

OFFICERS : Mrs C Earley, Town Clerk and RFO R Dudley, Assistant Clerk

IN ATTENDANCE: S Ecob, Conwy CBC; P Sampson, Curator Oriel Colwyn; P Batty, Manager Theatr Colwyn

181/20 Welcome and Apologies for Absence

The Chair welcomed members to the meeting. Apologies for absence were received from L Austin, Administrative Assistant.

182/20 Declarations of Interest:

Members were reminded that they must declare the existence and nature of any personal and/or prejudicial interests. The following interest was declared:

Cllrs H Fleet, C Hughes and A Khan
Item 6(e) Draft Budget
personal but non- prejudicial interest in the Theatr Colwyn application, as Town Council appointed representatives on the Theatr Colwyn Management Committee.

Cllrs K Swindon and P Richards
Item 6(e)
personal and prejudicial interest in the Theatr Colwyn application, due to their association with TAPE.

183/20 Visitors:

The Chair welcomed S Ecob, P Sampson and P Batty to the meeting and congratulated S Ecob on her recent appointment as Head of Economy and Place. Mrs Ecob informed the Committee that even though Theatr Colwyn is closed at the present time, the staff are working hard behind the scenes to keep up its profile and undertaking creative work amongst the community.

Mr P Sampson thanked the Committee for allowing him to deliver a presentation regarding the Oriel Colwyn Gallery, which is located upstairs at Theatr Colwyn. The Gallerys aim is to nurture and exhibit photography. The Gallery has an international following and operates on a shoestring budget. It has housed 72 exhibitions and 2 international photo festivals, to date, and all exhibitions have an educational theme running through them. The Gallery is working with IMAGINE to deliver more online content. Mr Sampson talked about the Art Trail they had done in Abergele, in conjunction with Im a Celebrity. They had produced vinyl skins to hide the empty shops and to celebrate local heroes. He then went on to talk about the Northern Eye Festival, which started 4 years ago and is held in Colwyn Bay every other year for two weeks in October (held in Aberystwyth on the alternate years). The Festival aims to create vibrant spaces in empty places. The next festival is planned for October 2021 and the Theatr is asking for £10,000 funding support from the Council to help ensure the gallery and the Festivals ongoing success.

In answer to Councillors questions: Mr Sampson confirmed that Abergele Town Council and Cartrefi Cymru had contributed funding to the Art Trail in Abergele; Aberystwyth was a different festival to Colwyn Bay, as it was paid event and had been cancelled this year; as the Colwyn Bay festival is mainly outside, it is difficult to calculate accurate footfall; events cannot be advertised at the moment due to Covid- 19 rules, but everything that has been done has been filmed and will be shown at a later date.

Sarah Ecob then gave a brief presentation to the members regarding the proposal for a Gogs Film Festival. This is a new international Festival, to be held in conjunction with Theatr Colwyn, Mad as Birds Films and Film Cymru Wales. There will be a soft launch later in the year. The Patron is Celyn Jones and the funding of £5000 being requested will go towards: free workshops for local groups with established film makers; free screenings at local sites; marketing of Colwyn Bay and Theatr Colwyn; some administration costs. The aim is to grow the festival and encourage more tourists into the area.

In answer to Councillors questions, Mrs Ecob confirmed that TAPE will be involved, as they have good local connections and also have an outdoor projector and equipment.

The Chair thanked Sarah Ecob, Paul Sampson and Phil Batty for attending and they re tired from the meeting.

184/20 Minutes:

a) Resolved to approve and sign, as a correct record, the Minutes of the last meeting, held on 18 th November 2020.

185/20 Matters Arising from Previous Meetings:

a) Min. 43/20
Town Hall works:

Members noted that the Clerk was seeking further advice and quotes and would report back at a future Council Meeting.

b) The Clerk gave a brief update on the grant funded power supply works for Station Road. Members noted that the eight branded gazebos had been delivered and were available for priority loan to town centre businesses during the remaining period of covid-19 restrictions. 186/20 Finance:

a) Resolved to authorise payments made on behalf of the Council for the period 01.11.20
31.12.2020, as detailed in Schedule A attached .

b) Resolved to authorise the Clerk and Chairman to carry out the checking and authenticating of the bank reconciliations as at 31.11.20.

c) Resolved to note the following correspondence from CCLA: i) Market report
November 2020 ii) Public Sector Deposit Fund Statement as at 20.11.20 iii) Local Authorities Property Fund as at 30.11.20

d) Resolved to note the income/expenditure report for Q2 (as at 31 December 2020).

e) The Clerk submitted the draft budget (v1) for the 2021/22 financial year, for consideration by members, and gave a verbal report on the main budget lines, to include any new budgets and those that had changed from previous years.

It was noted that, due to savings made following cancellation of a number of key local events in 2020 and a small increase in the council tax base, it was not necessary to recommend an increase in the band D precept request for 2021/22.

Resolved to endorse the draft budget and to refer it to Council for approval later this month.

f) Resolved to authorise the purchase of Microsoft Office (£119.99 each) for the two new office laptops.

187/20 Welsh Government:

The Clerk submitted, for consideration, the following correspondence:

a) The public consultation and link for the Strategy for an Ageing Society.

b) Notice of the S.137 limit applicable for 2021/22.

Resolved to note the correspondence.

188/20 Conwy County Borough Council:

a) The Clerk submitted an email and confirmation of the Conwy CBC requests for ongoing financial support for the 2021/22. Members discussed proposals to support the two requests from Theatr Colwyn for project funding for Oriel Colwyn and the Gogs Film Festival and went through each of the other requests, line by line. - Cllr K Swindon and Cllr P Richards, having declared a personal and prejudicial interest, retired from the meeting during discussion about funding support for the Gogs Film Festival.

Some concern was expressed about the lack of data available on the impact of the CCTV cameras in detecting crime and reduced collaboration NW Police.

Resolved to recommend support for the funding requests from CCBC for 2021/22, as detailed in Schedule B attached.

The Clerk informed members that the All Wales Play Opportunities Grant(AWPOG) (£500), which Town Councils could apply for, was only available for capital items this year and could not be used to subsidise the cost of the summer playing out sessions, as in previous years.

Further resolved: i) To write to S Ecob to request that TAPE be involved, in some way, with the Gogs Film Festival. ii) To invite an Officer from the CCTV department to attend the next meeting to respond to concerns about the use of the CCTV cameras to detect crime and catch offenders (in conjunction with NW Police) and to defer the approval of ongoing financial support for the CCTV Cameras until that meeting. iii) To request a visit to the new CCTV Control Room, once current Covid restrictions are lifted. iv) To submit an application for the Play Grant (capital) of £500 and ask the Clerk to contact the Play Officer to enquire if any capital items are required to support the summer playscheme.

b) The Clerk submitted the precept request covering letter and pro-forma for 2021/22.

Resolved to recommend that the precept stay the same for this year.

c) The Clerk submitted correspondence from Bryn Shiland, Conwy CBC regarding the breakdown of costs for playground works and asked members to note that further information has been requested on any lower priority works, which could be funded by the Town Councils budget of £66,500 (2020/21). Members expressed concern that the Task and Finish Group had still not met and submitted their report.

Resolved to invite Bryn Shiland to a future meeting of the Committee .

189/20 Microshade:

Members noted the price increase for 2021/22. 190/20 Gwynedd Pension Fund:

Members noted that the AGM took place on 19 th November and that the Annual Report 2019/20 was presented.

191/20 Local Members Ward Allowances :

The Clerk submitted the updated record for 2020/21. It was noted that there were no project proposals from any members. Members commented that it was difficult due to the current lockdown restrictions.

Resolved to recommend that permission is extended to allow the carrying forward any unspent ward allowances in 202122, due to the current Covid restrictions.

192/20 Staff Salaries and Council Training Plan :

a) Resolved to approve the salaries applicable for 2021/22, in accordance with existing staff contracts, for inclusion in the annual estimates, as detailed in Schedule C attached. b) Resolved to approve the Council training plan for 2121/22, as detailed in Schedule D attached.

193/20 Grants:

a) Small Grants :

The Clerk submitted, for consideration, two Small Grants applications.

Resolved to recommend approval of grant application D1, as detailed in Schedule E attached and to recommend refusal of grant application E1, due to the club/facility being located in Mochdre.

b) Members noted letter of thanks from Scout Conwy and Bayside Radio.

c) Events Grants :

It was noted only one had been received by the initial deadline of 31/12/2020.

Resolved to recommend that the events grants be considered quarterly

d) Large Grants 2020/21:

The Clerk submitted the summary of large grants and asked members to note that a Special Meeting of the Committee will be held at 6.30pm on Wednesday 13 th January to consider the grants (large & Events) for 2021/22 and to make recommendations to the council for the budget required. e) PB Youth Grants :

i) Members noted that a provisional meeting had been arranged for Thursday 28 th January at 4pm
5pm for a panel of young people to meet as a steering group to check any applications received against the guidelines/criteria and consider/agree arrangements for a virtual voting event.

ii) Resolved to recommend that Cllr P Richards be reappointed to be the Council representative on the Steering Group and that Cllr C Hughes be appointed as the second representative .

iii) It was noted that only two applications had been received to date. The Clerk has agreed with CVSC that they will re-circulate to their members. The closing date for expressions of interest will be extended to Thursday 20 th January 2021.

The meeting closed at 8.50pm.

...... Chairman Date: 22/12/2020 Bay of Colwyn Town Council 2020/21 Page 1

Time: 10:23 Treasurers A/c 00164077

List of Payments made between 01/11/2020 and 31/12/2020

Date Paid Payee Name Reference Amount Paid Authorized Ref Transaction Detail

06/11/2020 Conwy County Borough Council FP 736.00 I 029 NNDR Town Hall 06/11/2020 Bebbington & Wilson Ltd FP 177.00 I 029 PAT Testing 06/11/2020 GLS Educational Supplies FP 30.54 I 029 Stationery/Supplies 06/11/2020 Dwr Cymru FP 400.46 I 029 Town Hall Water 06/11/2020 Dwr Cymru FP 390.90 I 029 Rhiw Road Water 06/11/2020 Microshade Business Consultant FP 142.18 I 029 IT Services 06/11/2020 Bangor University FP 1,500.00 I 029 Scholarship 06/11/2020 I P Williams FP 284.52 I 029 Translations 06/11/2020 Barclaycard DD 1,253.99 I 031 Various 06/11/2020 Staples UK Ltd DD 44.34 I 031 Ink Cartridges 11/11/2020 British Gas DD 659.20 I 031 Rhiw Road Gas 11/11/2020 British Gas DD 28.06 I 031 Town Hall Gas 11/11/2020 British Gas DD 45.63 I 031 Gas Rear Annexe 11/11/2020 British Gas DD 1,207.18 I 031 Elec Rhiw Road 13/11/2020 Employees FP 5,263.88 I 030 Salaries November 13/11/2020 Gwynedd Council FP 1,570.77 I 030 Pensions November 13/11/2020 Clerical Medical FP 50.00 I 030 AVC's Clerk 13/11/2020 HMRC FP 1,731.41 I 030 PAYE NI 13/11/2020 Conwy County Borough Council FP 169.92 I 030 CIB Up the poles 20/11/2020 Knights of Snowdon COR -200.00 CHQ 005511 cancelled 20/11/2020 Planning Aid Wales FP 30.00 I 032 Cllr GB Training 20/11/2020 Knights of Snowden FP 200.00 I 032 Ward Allowance 19/20 20/11/2020 Clerical Medical FP 50.00 I 032 AVC's Clerk re 31/03/20 20/11/2020 Rhyl Benefit Advice Shop FP 2,000.00 I 032 Large Grant Inst 2 20/11/2020 Citizen's Advice Conwy FP 1,250.00 I 032 Large Grant Inst 2 20/11/2020 Llandrillo Charities FP 15.90 I 032 Donation from Translation Fee 27/11/2020 St John Wales C/B division COR -40.00 I033 St John cover for St Davids Da 27/11/2020 Colwyn Bay Football Club FP 1,500.00 I 033 Large Grant 27/11/2020 Home Start Conwy FP 1,250.00 I 033 Large Grant 2nd Inst 27/11/2020 Roz Dudley FP 26.00 I 033 WFH Allowance 27/11/2020 Louise Austin FP 26.00 I 033 WFH Allowance 27/11/2020 St John Cymru FP 40.00 I 033 Event Cover replacement fee 27/11/2020 Blachere Illunimations FP 11,584.32 I 033 Xmas Lights 27/11/2020 OneCom DD 66.30 I 033 Phones/Broadband 30/11/2020 Staples UK Ltd DD 179.50 I 031 Stationery & Supplies 02/12/2020 I P Williams FP 376.20 I 034 Translations 02/12/2020 Instant Promotion FP 2,904.00 I 034 Gazebo's 07/12/2020 Barclaycard DD 20.00 I 036 Mobile Phones (Oct/Nov) 07/12/2020 Pitney Bowes DD 71.82 I 036 Franking Machine Lease 10/12/2020 Conwy District Scout Assoc FP 500.00 I 035 Small Grant 10/12/2020 Instant Promotions FP 2,904.00 I 035 Gazebo's 2nd Installment 15/12/2020 Employees FP 5,624.28 I 035 Salaries December 15/12/2020 HMRC FP 1,677.53 I 035 PAYE & NI 15/12/2020 Gwynedd Council FP 1,624.25 I 035 Dec Contributions 15/12/2020 Clerical Medical FP 50.00 I 035 AVC's Clerk Dec 16/12/2020 British Gas DD 628.35 I 036 Elec Rhiw Road 17/12/2020 British Gas DD 470.74 I 036 Gas Rhiw Road

Continued on Page 2 Date: 22/12/2020 Bay of Colwyn Town Council 2020/21 Page 2

Time: 10:23 Treasurers A/c 00164077

List of Payments made between 01/11/2020 and 31/12/2020

Date Paid Payee Name Reference Amount Paid Authorized Ref Transaction Detail

17/12/2020 British Gas DD 11.19 I 036 Gas Town Hall 17/12/2020 British Gas DD 17.01 I 036 Gas Rear Annexe 18/12/2020 Microshade Business Consultant FP 142.18 I 037 IT Services 18/12/2020 S & L Industrial Cleaners FP 65.00 I 037 Cleaning Windows in Town Hall 18/12/2020 Sets Ltd FP 10,481.40 I 037 Xmas Lights installation 18/12/2020 J W Jones & Son FP 130.80 I 037 plumbing/heating repair 18/12/2020 Mrs R Dudley FP 26.00 I 037 WFH Allowance 18/12/2020 Miss L Austin FP 26.00 I 037 WFH Allowance 18/12/2020 Sure Hope Church FP 500.00 I 037 Small Grant 18/12/2020 Bus Inst Access Savings Acc Transfer 135,000.00 28/12/2020 Onecom DD 66.30 I 036 Onecom 30/12/2020 Staples UK Ltd DD 16.79 I 036 Ink

Total Payments 196,997.84 SCHEDULE 'B'

Delivering Sustainable Services in Conwy's Communities 2021/22 Current annual cost of Recommendation / List of T&CCs being Nature of Support service/Asset (specific to each Financial ask of T&CC in 2021/22 Existing, increased CCBC contact officer and Decision At risk service/asset asked for support Requested relevant T&CC) (specific to each relevant T&CC) or new ask? details

Oriel Colwyn Colwyn Bay Town Match funding / £5,000 - £15,000 £10,000 Existing but varies Paul Sampson, Oriel Colwyn £10,000 Council project support year on year Curator Theatr Colwyn Colwyn Bay Town Revenue support £55,000 £55k Existing Sarah Ecob, Head of Service, £55,000 Council TACC Theatr Colwyn Colwyn Bay Town Projects £5,000 - £10,000 £5k for new Gogs Film Festival Varies year on year Sarah Ecob, Head of Service, £5,000 projects Council TACC Paddling Pools Bay of Colwyn Funding to support 6,703 1809.81 (27%) New ask Malcolm Tidswell. running costs of the [email protected] £1,809.81 asset Major Event delivery Bay of Colwyn Town sponsorship to Approximately £750k including Prom Xtra £10k Eirias Concert Annual Rachael Gill Council support event staffing costs £20k Summer 2021 [email protected] £10,000 & £20,000 delivery Summer Play Scheme Bay Of Colwyn Financial support * pl see note [email protected] £6,750 .uk

Financially support [email protected] 33 cameras the maintenance of £336 per camera £11,088 kEmma Dowell DEFERRED CCTV the cameras As per last year

Note. On occasion The Play Officer/CCBC have been able to utilise the All Wales Play Opportunities Grant (AWPOG) to deliver a small Town and Community council grant for play (£500)which the majority of councils that took this opportunity have used the grant to subsidise the cost of playing out. However, for the forthcoming year , the grant has changed and is only available to support capital items therefore, we would request the precept to fund the play sessions. The Team are actively seeking grant funding opportunities where the Town & Community Councils could apply for financial support to continue to deliver the service. Bay of Colwyn Town Council

Annual Salary Review
202122

Clerk Appointed on Scale LC3 on 4 th October 2010 (mid-scale was points 43-47, but appointed on points 49-51, due to previous experience and relevant qualifications held). Starting salary was point 49. The final incremental salary point (51) was applied on 1 st April 2013. Salary point effective from 1 st April 2020 = point 51 (assimilated to SCP 45 on new scales in April 2019).

Assistant Clerk Appointed on former Clerical Scale 3/4  Points 14-21. One additional point awarded with promotion to Assistant Clerk in Jan 2014, to take to top of substantive LC1 (Clerk) scale (pts18-22). Salary point effective from 1 st April 2019 = point 22  assimilated to new SCP12. Hours increased back up to 25 p.w. in February 2019. Scale reviewed in 2019, as an Assistant Clerk is usually paid at a rate of 50% of the Clerks substantive pay (excluding any additional points for experience/qualifications). This equated to an increase to SCP13 and with an additional point for completion of the Introduction to Local Council Administration course (ILCA), to SCP14 for 202021 onwards.

Administrative Assistant Appointed on 13.1.2016 on former NJC Scale 2 (points 12-14). Increased to Clerical Support scale GO3 (pts. 15-17) with effect from 1/4/2019, due to experience and increase in role/duties (new SCPs 5-6). Hours also increased to 22.5 p.w. Increment due to point 16 (SCP 6) from 1.4.20. One additional point applied from 1/4/21, due to completion of the ILCA course.

Cleaner Appointed on Scale 1 (GO1)  Point 6. Increased to Point 8 from 1/4/16 to meet national minimum wage (followed by NJC increase backdated). Salary point 8 assimilated to SCP2 from April 2019.

Summary of Projected Salary Costs 2020/21:

Projected budget requirements 2021/22 = £ 103,688 plus lump sum pension deficit contribution £ nil Plus estimated cost of living pay increases due April 2021 £ 2,074 (based on 2%, but recognising it could be higher) Plus contingency for occasional overtime payments etc £ 738 Total Budget Requirement 2021
22 = £106,500

Submitted to Staffing Sub-Committee



Approved Min. and by P&F Min.


Training & Development Needs
202122

The Contracts of Employment for Council staff require officers and other employees to maintain up to date knowledge of their functions and duties. The Council undertakes to support necessary agreed training and development and meet all course and examination expenses and any travel and subsistence incurred, in accordance with the agreed scale. The Local Government and Elections (Wales) Act also requires all town and community councils to approve and publish a training plan, to include training for both staff and members of the Council.

1. Clerk

The Clerk is a Principal Member of the Society of Local Council Clerks. As such, she is expected to undertake a number of continued professional development activities annually and maintain a record of these, for submission to the SLCC on renewal of membership each year.

The Clerk seeks the on-going support of the Council in funding and providing time for her to attend the following core CPD/training events during the next financial year (costed on the basis of in-person attendance):

a. SLCC/OVW Joint Conference for Wales
(cost approx. £75) b. SLCC Leadership in Action Conference
(2 day - cost approx. £295) c. SLCC National Conference
October (2 day - cost approx. £360) d. SLCC Practitioners Conference
Feb/March (2 day -cost approx. £295) e. SLCC Wales one day regional training seminar (cost approx. £75) f. Other online CPD courses, local SLCC branch meetings or Conwy Clerks training events, as and when they occur (usually low cost (<£50), or time and travel expenses only)

2. Assistant Clerk

The Assistant Clerk currently undertakes a number of administrative tasks, along with Mayoral secretarial duties, and is also expected to deputise for the Clerk during any periods of annual leave or other absence.

During 2019 she completed working through the SLCCs Introduction to Local Council Administration training course, which is a modular based course covering the main aspects of local council administration and was undertaken jointly with the Administrative Assistant. It is possible that one or both staff may wish to progress to register for the Certificate in Local Council Administration (CiLCA) at some future date (cost approx. £250).

It may also be beneficial for the Assistant Clerk to attend occasional CVSC IT refresher courses, specifically Microsoft Excel, Access and Publisher, or other local CPD courses relevant to her work (e.g. Data Protection), as and when these are available. Estimated total costs £100.

3. Administrative Assistant

The Administrative Assistant has also completed the SLCCs Introduction to Local Council Administration course. This may progress to registration for CiLCA in the future (cost approx. £250).

4. Cleaner/Caretaker

It is necessary for the cleaner to have a basic understanding of health and safety issues and CoSHH regulations etc., for which occasional training may be beneficial (cost unknown, but expected to be no more than £50 p.a.).

5. Members

The Council encourages and supports its Members to take up appropriate training opportunities, as and when these arise. Approximate costs for training courses delivered by One Voice Wales are £60 per session (as non-members). Training may also be available from CCBC, Planning Aid Wales or other bodies during the year.

It is recommended that the Council maintains a budget of £1,450 p.a. to support member training costs, allowing for an average of one course per member per year.

Total Annual Training Budget Required = £3,300 Summary of Small Grant Applications for 2020/21

Applicant: Amount Amount Purpose of Grant: Notes / Exp Powers: S137 Date Report Requested: Rec / Approved: Total Paid req/ received Urgent Covid-19 grant apps considered 21.4.20 (PCRT):

To produce150 face visors, with sterile packaging, to protect staff Received A CAIS Ltd £500 £500.00 and vulnerable service users, in conjunction with Rydal Penrhos Power of Wellbeing (s.137) 23.4.20 07.05.20 School

To obtain licences and a transmitter to broadcast on FM radio (community short term license to provide community radio during B Coast Community Radio Media CIC £500 £500.00 pandemic) subject to securing additional funds needed23.4.20 n/a Power of Wellbeing (s.137)

To make 3D printed visor/face shields for frontline workers in the C Print my Route Ltd £500.00 £500.00 local area. Cost is £1.20 per visor. 23.4.20

yes - for phone and Towards costs of operating local volunteer hub, including fuel, groceries costs only (not D St Joseph's Catholic Church £1,000 £500.00 transport, phones, groceries etc able to fund fuel) 1.5.20 Power of Wellbeing (s.137)

To cover electricity costs and purchase filament/plastic reels to suggest contact Rydal or E Sammuel L Turner £500 make PPE equipment for local/national hospitals (needs template Bryn Elian and work n/a n/a and assistance) through them. Power of Wellbeing (s.137)

To purchase fabric, cord, buttons etc to make scrubs, theatre hats F Scrubs Up Bay of Colwyn and Beyond £500 £500.00 and scrub bags for NHS/community based frontline nursing and Power of Wellbeing (s.137) 23.4.20 Received care staff

To purchase materials to enable the school to make protective G Ysgol Bryn Elian £500 Power of Wellbeing (s.137) £500.00 visors for frontline NHS staff. 1.5.20 Received

received evidence of To purchase materials to 3D print face visors for hospitals and handover to hospital / care H Zaid Al-Obaidi £500 £500.00 local care homes home(s) 23.4.20 Received Power of Wellbeing (s.137)

To Purchase Laser bed and materials to make 200 pieces of PPE n/a repaid Power of Wellbeing (s.137) I Fat Lads Football £478 478 - REPAID for local hospitals, individual carers and local care homes. 1.5.20 7/5

Sub-total £3,500.00 Urgent Covid-19 grant apps considered 30.4.20 (PCRT): Towards the purchase of non-perishable food for the FoodShare J Sure Hope Church, Old Colwyn £500 £500.00 programme at Sure Hope Church in Old Colwyn Power of Wellbeing (s. 137) 1.5.20 07.05.20

To purchase food/supplies to deliver food parcels to the most vulnerable and make meals on site for those unable to do so K Chicago 1935 £920 £500.00 themselves (e.g. homeless and elderly)a Power of Wellbeing (s. 137) 1.5.20

L Scrubs Up Bay of Colwyn and Beyond £500 £500.00 * REPEAT APPLICATION Power of Wellbeing (s. 137) 7.5.20 Received To purchase fabric, cord, buttons etc to make scrubs, theatre hats and scrub bags for NHS/community based frontline nursing and care staff Sub-total £1,500.00 Urgent Covid-19 grant apps considered 7.5.20 (PCRT):

M Chicago 1935 £420 420 *REPEAT APPLICATION (final application) 18.5.20 To continue operating for an additional week; towards the purchase of food/supplies for food parcels. To create 4 videos for Facebook page on how to make nutritious n/a N Sanctuary Trust £490 0 meals. (To cover the cost of 28hrs work by paid employee to n/a declined develop recipes, produce flyers and make video).

Sub-total 420 Urgent Covid-19 grant apps considered 28.5.20 (PCRT): O Chicago 1935 £500 500 *REPEAT APPLICATION 1.6.20 To continue operating for an additional week; towards the purchase of food/supplies for food parcels.

P Sure Hope Church £500 500 * REPEAT APPLICATION To support the provision of weekly 29.5.20 food parcels and hot meals for local families in need

* REPEAT APPLICATION To continue the weekly support being given to local individuals/families (including telephone Q St Josephs Church £500 500 29.5.20 support, shopping/pharmacy collections and food provision, where they have no ability to pay) (lot of offer is also available from CCBC at no cost) 1500 Urgent Covid-19 grant apps considered 4.6.20 (PCRT): Food (£300) plus volunteer and admin/publicity costs for providing culturally/medically diet based food, collecting medication etc R NWAMI £500 NIL during June/July REFER to support available from WG/foodbanks for food supplies

Urgent Covid-19 grant apps considered 11.6.20 (PCRT): not To continue supporting Old Colwyn and Glyn ward residents with claimed - (500 approved pharmacy collections and food parcels /shopping etc (for next ceased S Old Colwyn Events / Foodbank but not paid) three months) n/a operating T Conwy Sea Cadets 0 To assist towards building costs, whilst the group has no income Running costs for the soup n sox van, supporting on average 15 U Youth Shedz 4:28 500 vulnerable people per week in the Colwyn Bay area 19.6.20 (deferred from 2019/20 due to Covid-19) - repair of club mower and ? Min y Don Bowling Club £350 350 seed / top soil for green 19.6.20

850 P&F Committee 1.7.20: To provide a local child with 2 days of vital nursing care; directly impacting 8 children within Rhos on Sea, Old Colwyn and Colwyn V Ty Gobaith £500 500 Bay 8.7.20

Towards the purchase of a defibrillator to be placed outside of the W Ysgol Llandrillo yn Rhos £350 350 school 8.7.20

850 P&F Committee 30.09.20 X NWAMI £490 0 Towards the set up costs of a new community hub, replacing CCE Towards the training of 2 counsellors to be upskilled to provide telephone and online support for local residents, and a contribution Y Relate Cymru £450 450 towards IT equipment to facilitate this

Z Coast Community Media and Radio £500 500 Towards the purchase of FM and DAB licences 950 P&F Committee 18.11.20 (Urgent items) Towards the replacement of an asbestos roof on the campsite A1 Conwy District Scout Executive Committee £500 500 building Towards the purchase of food, to prepare 500 Christmas meals in B1 Sure Hope Church £500 500 December to over 300 homes in the area Towards the rent/utilities of the Eat Easy restaurant to provide C1 Kind Bay Initiative £500 500 food to the vulnerable for the next 6 months REC: Support in principle and await update re alternative accommodation 1500

D1 Min Y Don Bowling Club £500 500 Towards mower repairs, seeding and top-soil

E1 Mochdre Bowling Club £500 DECLINE To purchase and fit a water heater for tea/coffee making OUTSIDE THE AREA OF OUR COUNCIL

ANNUAL BUDGET 2020/21 = £10,000 £11,570 #REF! Unspent Cllr Ward Allowances (19'20) £1,900 Unspent small grants budget from 19'20 £6,990 Plus unclaimed Cllr Basic Payments 2019'20 £3,200 £22,090 * S.137 of the Local Government Act 1972 gives the Council authority to incur expenditure which, in its opinion, is in the interests of, and will bring direct benefit to, its area or any part of it or all or some of its inhabitants, subject to an annual limit and certain restrictions and providing the benefit is commensurate with the expenditure to be incurred. From: Lucy Steele Sent: Mon, 4 Jan 2021 12:23:28 +0000 To: Tina Earley Subject: Notice of Co-option - Eirias Attachments: A. Notice of Co-option- Eirias.docx, B. Letter to Clerk bilingual - Eirias.docx

Hi Tina The 14 day period for advertising your vacancy ended on 31 December. We did not had any requests for an election so I hav e attached the Notice of Co-option for you which can be put up from today, Monday 4 January . There is no set length of time for the notice to be up
it is down to the Town Council to decide what the deadline should be for people to express their interest. The Town council will need to consider how they will carry out the co-option process. I have attached a guide for you which may help. Abergele Town Council have co-opted someone in the last couple of months so it may be worth speaking to the Clerk.

The only legal requirement is that the co-option notice is posted.

If you have any further questions, please contact the office on 01492 576052.

Regards, Lucy

Dr Lucy Steele Swyddog Etholiadol / Electoral Officer Gwasanaethau Cyfreithiol a Democra taidd / Legal And Democratic Services Cyngor Bwrdeistref Sirol CONWY County Borough Council : [email protected] : 01492 576052  www.conwy.gov.uk To register to vote, please click the image below: / I gofrestru i bleidleisio, cliciwch ar y ddelwedd isod:

Peidiwch â phrintio'r neges yma os nad oes angen Please don't print this e-mail unless you really need to Lleihau Ailddefnyddio Ailgylchu  Reduce Re-use Recycle 

Sefyllfa Bresennol Gwasanaethau'r Cyngor | Council Services Current Situation Pennaeth y Gyfraith a Llywodraethu / Head of Law and Governance Delyth E Jones, Cyfeithiwr / Solicitor

Cyfeirias Post / Postal Address: PO Box1, CONWY, LL30 9GN Ymwelwch â ni / Visit us as: Bodlondeb, Bangor Road, Conwy, LL32 8DU

Gofynnwch am / Please ask for: Etholiadau/Elections Tina Earley (Clerk)  01492 576051/2  [email protected] Ein Cyf / Our Ref: SW/LS Eich Cyf / Your Ref: Dyddiad / Date: 04/01/2021

Annwyl/Dear Tina Earley,

Sedd Wag Achlysurol
Cyngor Tref Bae Casual Vacancy- Bay of Colwyn Town Council Colwyn (ward Eirias) (Eirias ward)

Cyfeiriaf at y sedd wag uchod, ac at y I refer to the above vacancy and to the cyhoeddiad or Hysbysiad Sedd Wag ar 9 publication on the 9 December 2020 of the Rhagfyr 2020. Cadarnhaf na chafwyd unrhyw Notice of Vacancy on your Council. I can gais i gynnal etholiad o fewn y cyfnod pedwar confirm that no request for an election to be diwrnod ar ddeg statudol. held was received within the statutory fourteen day period.

Dan reolau Etholiadau Lleol (Plwyfi a Under the Local Elections (Parishes and Chymunedau) (Cymru a Lloegr) 2006 maen Communities) (England and Wales) Rules ofyniad ar y Cyngor Tref/Cymuned i gyfethol 2006 it is a requirement that the Community rhywun i lenwir sedd wag cyn gynted ag y Council co-opt a person to fill the vacancy as bon ymarferol. soon as practicable.

Pan fydd gan eich Cyngor aelod newydd, a When your Council has appointed its new wnewch chi roi gwybod i mi beth yw ei member, please inform me of their name and enw/henw ai gyfeiriad/chyfeiriad. address.

Yn ddiffuant, Yours sincerely,

S Williams

Pennaeth Gwasanaethau Democrataidd / Head of Democratic Services Hysbysiad o Gyfethol

Adran 116 Mesur Llywodraeth Leol (Cymru) 2011 Cyngor Tref Bae Colwyn / Cymuned Hen Golwyn (ward Eirias)

Rhoddir hysbysiad trwy hyn fod 1 sedd gwag am swydd Cynghorydd yn y Gymuned/Ward uchod, a fod yr Cyngor Cymuned yn bwriadu cyfethol.

Ceisir datganiadau o ddiddordeb gan aelodau o
r cyhoedd sy
n cyflawni
r meini prawf canlynol ac sydd â diddordeb mewn cynrychioli eu cymuned ar y Cyngor Cymuned dywededig. Rhaid bod yn ddinesydd Prydain, y Gymanwlad, Iwerddon neu
r Undeb Ewropeaidd ac yn 1 8 oed neu
n hŷn, ac yn cyflawni o leiaf un o
r meini prawf canlynol:*  wedi
ch cofrestru fel etholwr llywodraeth leol ar gyfer yr ardal a enwir uchod; neu  yn ystod y cyfan o
r 12 mis diwethaf, wedi bod yn berchennog neu
n denant tir neu safle arall yn y gymuned a enwir uchod; neu  wedi bod â
ch prif neu
ch unig weithle yn ystod y 12 mis diwethaf yn y gymuned a enwir uchod; neu  rydych wedi byw yn y Gymuned, neu o fewn 4.8 cilometr ohoni yn ystod y cyfan o
r 12 mis diwethaf. *Mae rhai pobl penodol wedi
u hanghymhwyso rhag ymgeisio, yn eu plith swyddogion cyflogedig y Cyngor, unrhyw un sy
n destun gorchmynion cyfyngu methdalwyr a
r rheiny sy
n destun dedfrydau o garchar yn ddiweddar. Mae
r gyfrifoldeb yn eistedd gyda
r ymfgeisydd i sicrhau eu bod yn gymwysedig i ymgeisio.

Os ydych yn dymuno cael eich ystyried i gael eich cyfethol ar gyfer y sedd gwag, neu
n dymuno cael rhagor o wybodaeth ynghylch rôl Cynghorwyr Cymuned, cysylltwch â Clerc y Cyngor Cymuned ar/yn ______

erbyn ______.

Llofnodwyd ______Clerc y Cyngor

Dyddiwyd ______Notice of Co-option

Section 116 Local Government (Wales) Measure 2011 Bay of Colwyn Town Council / Old Colwyn Community (Eirias ward)

Notice is hereby given that 1 vacancy has occurred in the office of Councillor for the above mentioned Community/Ward, and the Community Council intends to cop-opt.

Expressions of interest are being sought from members of the public who meet the following qualifications and are interested in representing their community on the aforementioned Community Council. You must be a British, Commonwealth, Irish or a European Union citizen and be 18 years of age or over; and meet at least one of the following criteria:*  registered as a local government elector for the area named above; or  during the whole of the last 12 months occupied as owner or tenant land or other premises in the community named above; or  your principal or only place of work during the last 12 months has been in the community named above; or  you have during the whole of the last 12 months resided in the Community or with 4.8 kilometres of it. *Certain people are disqualified from standing, and these include paid officers of the community council, anyone subject to bankruptcy restriction orders and those subject to recent sentences of imprisonment. It is the responsibility of the candidate to ensure that they are qualified to stand.

If you wish to be considered for co-option for the vacant seat or want more information regarding the role of a Community Councillor please contact the Clerk of the Council Community on/at ______

by ______.

Signed ______Clerk to the Council

Dated ______Audit Cycle 2020-21 Onwards
Community and Town Councils in Wales

Audit year: 2020-21 onwards Date issued: December 2020

Document reference: 2190A2020-21 This document has been prepared as part of work performed in accordance with statutory functions.

In the event of receiving a request for information to which this document may be relevant, attention is drawn to the Code of Practice issued under section 45 of the Freedom of Information Act 2000. The section 45 code sets out the practice in the handling of requests that is expected of public authorities, including consultation with relevant third parties. In relation to this document, the Auditor General for Wales and Audit Wales are relevant third parties. Any enquiries regarding disclosure or re-use of this document should be sent to Audit Wales at [email protected] .

We welcome correspondence and telephone calls in Welsh and English. Corresponding in Welsh will not lead to delay. Rydym yn croesawu gohebiaeth a galwadau ffôn yn Gymraeg a Saesneg. Ni fydd gohebu yn Gymraeg yn arwain at oedi. Contents

This document sets out the timetable for the introduction of the Auditor Generals new system for the audit of community and town councils.

Detailed report

Introduction 4

Anglesey 6

Blaenau Gwent 9

Bridgend 9

Caerphilly 11

Cardiff 12

Carmarthenshire 13

Ceredigion 18

Conwy 21

Denbighshire 24

Flintshire 27

Gwynedd 29

Merthyr Tydfil 34

Monmouthshire 34

Neath Port Talbot 37

Newport 38

Pembrokeshire 39

Powys 45

Rhondda Cynon Taff 53

Swansea 54

Torfaen 56

Vale of Glamorgan 57

Page 3 of 62 - Audit Cycle 2020-21 Onwards
Community and Town Councils in Wales Wrexham 59

Page 4 of 62 - Audit Cycle 2020-21 Onwards
Community and Town Councils in Wales Detailed report

Introduction 1 This document sets out how the Auditor General will introduce the new three-year programme for the audit of community and town councils. It should be read alongside the Auditor Generals October 2020 document, Future Audit Arrangements for Community and Town Councils in Wales. 2 This can be found on our website . 3 The document lists all councils in Wales indicates when the new transaction-based audits will be undertaken at individual councils. For ease of reference, councils are listed by unitary authority area. 4 The term basic audit means the limited procedures described in the October 2020 document. The term full audit refers to the new audit procedure that involves detailed testing of transactions. 5 Councils who wish to identify the potential audit fees for the purpose of budget setting for 2021-22 should also refer to the Audit Wales Fee Scheme for 2021-22.

Page 5 of 62 - Audit Cycle 2020-21 Onwards
Community and Town Councils in Wales Council 2020-21 2021-22 2022-23

Pontarfynach Community Council Basic Basic Full

Tirymynach Community Council Basic Full Basic

Trawsgoed Community Council Basic Full Basic

Trefeurig Community Council Basic Full Basic

Tregaron Community Council Basic Full Basic

Troedyraur Community Council Basic Basic Full

Y Ferwig Community Council Basic Basic Full

Ysbyty Ystwyth Community Council Full Basic Basic

Ysgubor-y-coed Community Council Basic Full Basic

Ystrad Fflur Community Council Basic Basic Full

Ystrad Meurig Community Council Basic Basic Full

Conwy

Council 2020 -21 2021 -22 2022 -23

Abergele Joint Burial Committee Basic Full Basic

Page 21 of 62 - Audit Cycle 2020-21 Onwards
Community and Town Councils in Wales Abergele Town Council Basic Full Basic

Bay of Colwyn Town Council Basic Full Basic

Betws-y-Coed Community Council Basic Basic Full

Betws-yn-Rhos Community Council Basic Basic Full

Bro Garmon Community Council Basic Basic Full

Bro Machno Community Council Full Basic Basic

Caerhun Community Council Full Basic Basic

Capel Curig Community Council Basic Basic Full

Cerrigydrudion Community Council Full Basic Basic

Conwy Town Council Basic Basic Full

Dolgarrog Community Council Full Basic Basic

Dolwyddelan Community Council Basic Basic Full

Eglwysbach Community Council Full Basic Basic

Henryd Community Council Basic Basic Full

Llanddoged & Maenan Community Council Full Basic Basic

Page 22 of 62 - Audit Cycle 2020-21 Onwards
Community and Town Councils in Wales Llanddulas & Rhyd-y-Foel Community Council Basic Basic Full

Llandudno Town Council Basic Basic Full

Llanfair Talhaiarn Community Council Basic Basic Full

Llanfairfechan Town Council Basic Full Basic

Llanfihangel Glyn Myfyr Community Council Full Basic Basic

Llangernyw Community Council Basic Basic Full

Llangwm Community Council (Conwy) Basic Full Basic

Llannefydd Community Council Full Basic Basic

Llanrwst Town Council Basic Basic Full

Llansanffraid Glan Conwy Community Council Full Basic Basic

Llansannan Community Council Basic Basic Full

Llysfaen Community Council Basic Full Basic

Mochdre Community Council Full Basic Basic

Penmaenmawr Town Council Basic Full Basic

Pentrefoelas Community Council Basic Full Basic

Page 23 of 62 - Audit Cycle 2020-21 Onwards
Community and Town Councils in Wales Audit Wales 24 Cathedral Road Cardiff CF11 9LJ

Tel: 029 2032 0500 Fax: 029 2032 0600 Textphone: 029 2032 0660

E-mail: [email protected] Website: www.audit.wales We welcome correspondence and telephone calls in Welsh and English. Rydym yn croesawu gohebiaeth a galwadau ffôn yn Gymraeg a Saesneg . DRAFT ANNUAL ESTIMATES (v1)

2021-22

Approved: Min: 24/12/2020 Bay of Colwyn Town Council 2020/21 Page 1 09:48 Annual Budget - By Combined Account Code (Actual YTD Month 9) Note: Annual Estimates 2021/22 V1 (DRAFT Dec 2020)

2019/20 -last year 2020/21- current year 2021/22 - next year

Budget Actual Total Actual YTD Projected Committed Agreed EMR Carried Forward

Budget Income

1000 Office Rental Income 2,200 2,191 2,200 1,096 0 0 2,200 0 0 1005 Room Hire Income 4,000 3,860 3,200 -40 0 0 0 0 0 1010 Photocopying Receipts 100 82 100 -1 0 0 0 0 0 1080 Grant Income 500 500 0 18,856 33,500 0 0 0 0 1085 Events Income 2,000 2,634 2,000 72 0 0 2,000 0 0 1090 Colwyn In Bloom Income 0 185 0 0 0 0 0 0 0 1176 Precept 456,000 456,000 479,700 319,800 479,700 0 484,000 0 0 1190 Interest Received 1,000 1,738 1,500 304 1,000 0 1,000 0 0 1195 Earmarked Capital Receipts 17,000 7,363 7,200 3,331 6,500 0 6,500 0 0 1999 Other Income 13,000 13,137 13,500 -2,268 8,000 0 10,500 0 0

Total Income 495,800 487,690 509,400 341,150 528,700 0 506,200 0 0

Overhead Expenditure

4000 Salaries 102,000 99,271 104,500 78,123 104,000 0 106,500 0 0 4015 Travel Expenses 1,750 896 1,250 3 100 0 1,000 0 0 4017 Members Allowances 5,850 2,350 5,950 120 3,000 0 6,850 0 0 4020 Seminars/Courses 3,700 1,969 2,700 485 1,000 0 3,300 0 0 4025 Stationery & Supplies 1,750 1,539 1,750 967 1,600 0 1,750 0 0 4026 Postages 1,500 1,272 1,500 180 500 0 1,000 0 0 4027 Insurance 4,500 4,325 4,500 5,691 4,000 0 4,725 0 0 4030 Audit Fees 700 668 700 -267 700 0 1,000 0 0 4032 Professional Fees 6,000 5,132 6,000 2,918 5,200 0 6,000 0 0 4035 Subscriptions 4,300 531 2,500 90 550 0 2,600 0 0

Continued on next page 24/12/2020 Bay of Colwyn Town Council 2020/21 Page 2 09:48 Annual Budget - By Combined Account Code (Actual YTD Month 9) Note: Annual Estimates 2021/22 V1 (DRAFT Dec 2020)

2019/20 -last year 2020/21- current year 2021/22 - next year

Budget Actual Total Actual YTD Projected Committed Agreed EMR Carried Forward 4040 Office & IT Equipment 1,200 1,275 1,500 1,647 1,800 0 1,500 0 0 4041 IT & Software Support 2,250 2,736 2,300 2,167 2,525 0 2,600 0 0 4045 Advertising & Publicity 500 0 0 0 0 0 0 0 0 4100 Mayor's Allowance 2,500 1,058 1,500 0 200 0 1,500 0 0 4105 Civic Regalia 3,000 3,377 500 0 100 0 500 0 0 4115 Municipal Events 2,500 3,015 2,950 0 400 0 3,000 0 0 4120 Election Expenses 10,000 9,123 16,000 0 8,000 0 20,000 0 0 4150 Rates 7,800 7,713 7,950 5,884 7,536 0 7,725 0 0 4155 Utilities 15,300 15,219 18,150 10,993 15,500 0 18,975 0 0 4160 Repairs & Maintenance 13,000 10,066 16,400 5,465 36,000 0 36,000 0 0 4166 Fire Alarm 1,550 371 1,200 291 1,000 0 1,200 0 0 4300 Large Grants 35,000 27,145 30,000 23,500 23,500 0 35,000 0 0 4301 Large Grants S137 0 8,615 0 0 0 0 0 0 0 4305 Small Grants 12,414 1,100 22,090 10,720 20,000 0 12,000 0 0 4306 Small Grants S137 0 3,524 0 0 0 0 0 0 0 4310 Scholarships S137 1,500 1,500 1,500 1,500 1,500 0 1,500 0 0 4311 Regeneration/Projects 25,000 0 56,500 4,840 37,000 0 25,000 0 0 4312 Community Eng / Place Plans 10,000 0 20,000 0 5,000 0 20,000 0 0 4314 Regeneration/Projects S137 0 6,000 0 0 0 0 0 0 0 4315 Youth Grants 12,000 2,000 15,000 0 15,000 0 10,000 0 0 4320 Community Wellbeing Projects 0 0 0 0 0 0 20,000 0 0 4330 Sponsorships 500 0 500 0 0 0 500 0 0 4400 Prom Day 10,000 10,000 10,000 0 0 0 10,000 0 0 4402 Bonfire 15,000 13,680 17,500 0 0 0 17,500 0 0

Continued on next page 24/12/2020 Bay of Colwyn Town Council 2020/21 Page 3 09:48 Annual Budget - By Combined Account Code (Actual YTD Month 9) Note: Annual Estimates 2021/22 V1 (DRAFT Dec 2020)

2019/20 -last year 2020/21- current year 2021/22 - next year

Budget Actual Total Actual YTD Projected Committed Agreed EMR Carried Forward 4403 Christmas Event 6,000 0 5,000 0 0 0 5,000 0 0 4404 Parc Eirias Event 10,000 0 20,000 0 0 0 20,000 0 0 4405 1940's Event 15,000 0 15,000 0 0 0 15,000 0 0 4420 Other Events 40,000 35,011 45,000 550 5,550 0 45,000 0 0 4460 Colwyn in Bloom 17,800 13,608 21,500 9,825 10,000 0 22,000 0 0 4490 Theatr Colwyn Contribution 55,000 55,000 55,000 55,000 55,000 0 55,000 0 0 4501 Play Schemes 6,500 6,500 6,750 0 0 0 6,750 0 0 4502 Christmas Lights 29,650 26,958 27,500 19,091 25,618 0 30,000 0 0 4503 CCTV 22,000 22,273 11,088 11,088 11,088 0 11,420 0 0 4504 Parks & Gardens 500 0 500 0 500 0 500 0 0 4506 Litter & Dog Fouling 2,500 0 0 0 0 0 0 0 0 4507 Other CCBC Service Contributio 0 0 25,000 0 0 0 20,000 0 0 4508 Andrew Fraser Memorial Clock 5,000 5,000 0 0 0 0 0 0 0 4510 War Memorial Maintenance 1,800 1,850 200 0 0 0 1,000 0 0 4520 Street Furniture 7,500 5,425 7,500 5,250 7,500 0 7,500 0 0 4522 Colwyn Victoria Pier 15,000 0 0 0 0 0 15,000 0 0 4530 Ward Allowances 13,235 -120 14,758 1,350 14,758 0 7,200 0 0 4531 Ward Allowances S137 0 2,991 0 -600 0 0 0 0 0 4601 Play Equipment 47,500 0 66,500 0 66,500 0 19,000 0 0

Overhead Expenditure 608,049 419,966 694,186 256,873 492,225 0 659,595 0 0

Total Budget Income 495,800 487,690 509,400 341,150 528,700 0 506,200 0 0 Expenditure 608,049 419,966 694,186 256,873 492,225 0 659,595 0 0

Movement to/(from) Gen Reserve (112,249) 67,724 (184,786) 84,277 36,475 (153,395) 23/12/2020 Bay of Colwyn Town Council 2020/21 Page 1 13:29 Budget Notes

A/c Code Description Centre Description Budget Notes

1176 Precept 100 Precept REC: Small increase in line with inflation (3%)

1190 Interest Received 101 Administration TD & CCLA PSDF 4000 Salaries 101 Administration See Salary Projections 2020'21 4015 Travel Expenses 101 Administration Staff travel expenses 4020 Seminars/Courses 101 Administration Staff Training 4026 Postages 101 Administration £60 per quarter rental plus reduced £750 approx postage 4027 Insurance 101 Administration Three year fixed rate cover renewed 2018 (reviewed annually). Quotes required in 2021 4030 Audit Fees 101 Administration Cost for ext audit usually £275 / Int audit approx £475 (higher WAO fee in 2021'22 and evey 3 yrs) 4032 Professional Fees 101 Administration Translation costs and any legal costs 4035 Subscriptions 101 Administration SLCC(410), CVSC(15), NWAT&LCC (90) DP (35) OVW/OTHERS? (2000) 4040 Office & IT Equipment 101 Administration Copier rental/chgs £800 + others £400 (2 new laptops purchased 2020) 4041 IT & Software Support 101 Administration Finance software (£400) & Server/back-up /maintenance costs(£1425) & Zoom (£110) &Website (£500) 4045 Advertising & Publicity 101 Administration NOTE Corp plan / annual report printing is paid from stationery/printing budget 4999 Miscellaneous Expenses 101 Administration Contingency funds - use reserves

4015 Travel Expenses 105 Civic Expenses DO NOT USE - Dep Mayor / Mayoral exp paid from Mayor's allowance 4100 Mayor's Allowance 105 Civic Expenses Mayor & Dep Mayor civic expenditure & travel only 4105 Civic Regalia 105 Civic Expenses Re-stock past mayor medals & honours board updates/ minor repairs 4115 Municipal Events 105 Civic Expenses Incl £200 Vol Awards, £1000 Civic Service, £1000 Remembrance Sunday, £400 AM, £400 St Davids

4015 Travel Expenses 106 Democratic Expenses Members travel expenses 4017 Members Allowances 106 Democratic Expenses To cover basic allowances (£150), special responsibility (£500 x3) £750 Mayor + others £1000 4020 Seminars/Courses 106 Democratic Expenses Member Training - OVW course price increased to £60 (non members) 4120 Election Expenses 106 Democratic Expenses £4,000 p.a. towards term end elections (any by-election costs to come from reserves)

1000 Office Rental Income 110 Town Hall Cruse office rental fees - invoiced quarterly 1005 Room Hire Income 110 Town Hall Ad-hoc and regular room hire income

Continued on Page 2 23/12/2020 Bay of Colwyn Town Council 2020/21 Page 2 13:29 Budget Notes

A/c Code Description Centre Description Budget Notes

4150 Rates 110 Town Hall Town Hall only 4155 Utilities 110 Town Hall Town Hall water, phones/internet, and gas (elec recharged at year end) 4160 Repairs & Maintenance 110 Town Hall Planned & reactive maintenance - increased costs expected in 2020 and 2021 - within VAt exemption 4165 Cleaning 110 Town Hall External/Additional Cleaning 4166 Fire Alarm 110 Town Hall Service & maintenance - Town hall lights/extinguishers

1999 Other Income 111 Rhiw Road Site Service charge income from occupiers 4155 Utilities 111 Rhiw Road Site Elec / Gas / water re: Rhiw Road site (proportion recharged at year end - see income codes) 4160 Repairs & Maintenance 111 Rhiw Road Site routine, reactive and planned maintenance 4166 Fire Alarm 111 Rhiw Road Site Whole site alarm costs only (recharged)

1999 Other Income 112 Rear Annexe Rhiw Rd Service charge income - rear annexe. Slight increase due to higher occupation 4150 Rates 112 Rear Annexe Rhiw Rd BID levy re vacant upper storey 4155 Utilities 112 Rear Annexe Rhiw Rd Gas - rear annexe (proprotion recharged at year-end - see income codes) 4160 Repairs & Maintenance 112 Rear Annexe Rhiw Rd Routine, reactive and planned maintenance 4166 Fire Alarm 112 Rear Annexe Rhiw Rd Rear annexe emergency lighting / extinguishers (recharged)

4300 Large Grants 130 Grants & Donations Council to consider apps received 4310 Scholarships S137 130 Grants & Donations Pay from S137 cost centre 4311 Regeneration/Projects 130 Grants & Donations HLF Great Places bid (2018-21 £5k,£6k,£6k) plus TRI covid grant spend £12k 4330 Sponsorships 130 Grants & Donations e.g. football, rugby, cricket, countryside & parks etc

4310 Scholarships S137 137 Section 137 Expenditure Three scholarships for Bangor Uni students 4311 Regeneration/Projects 137 Section 137 Expenditure Bay Life TCIP Dev £19k contribution (C/F to 2020/21) & delivery £12.5k for 2yrs

1085 Events Income 150 Events Bonfire Event income (weather dependent!) 1999 Other Income 150 Events One off receipt in 2018 from BCBN (Forties refund) 4020 Seminars/Courses 150 Events TM Training for Stewards/Volunteers (paid from events grants) 4400 Prom Day 150 Events Support agreed for 5yrs from 2018

Continued on Page 3 23/12/2020 Bay of Colwyn Town Council 2020/21 Page 3 13:29 Budget Notes

A/c Code Description Centre Description Budget Notes

4402 Bonfire 150 Events Increased to cover actual costs 4403 Christmas Event 150 Events Christmas event(s) organised by Chamber of Trade / ROSTA etc 4404 Parc Eirias Event 150 Events Ongoing support agreed from 2018 for 5 yrs 4405 1940's Event 150 Events Budget for following year's event 4420 Other Events 150 Events £25k for local events (£500+) & 20k CCBC larger event(s)

1090 Colwyn In Bloom Income 153 Colwyn In Bloom Occasional one-off donations for CinB projects (2018 included WinB awards event income) 4460 Colwyn in Bloom 153 Colwyn In Bloom To inlcude BinB entry 2020

4490 Theatr Colwyn Contribution 155 Theatr Colwyn Annual contribution

1080 Grant Income 170 Community Projects Grants for clock (9), sculpture trail (9.5) and covid recovery (10) in 2020 & branding(5) 4312 Community Eng / Place Plans 170 Community Projects New budget for community engagement / developing a Place Plan & place brand (grant funded) 4501 Play Schemes 170 Community Projects summer playschemes 4502 Christmas Lights 170 Community Projects Hire, purchase and installation etc 4503 CCTV 170 Community Projects Contribution to CCBC CCTV (£336 per camera) 4504 Parks & Gardens 170 Community Projects Rotary re:Maintenance of Princess Diana Memorial Garden 4506 Litter & Dog Fouling 170 Community Projects To support CCBC litter & dog fouling campaign (CCBC stopped after 2018/19 - lack of capacity) 4507 Other CCBC Service Contributio 170 Community Projects For public conveniences??, Oriel Colwyn (£10k), Paddling Pool (£1810), etc 4508 Andrew Fraser Memorial Clock 170 Community Projects Expenditure reimbursed from Trust fund (consider one-off donation 2019?) 4510 War Memorial Maintenance 170 Community Projects thorough clean and re-waxing of bronze plus annual steps cleaning 4520 Street Furniture 170 Community Projects Bus shelters (5,500), noticeboards, benches etc. (2,000) 4522 Colwyn Victoria Pier 170 Community Projects Re: Victoria Pier (was potential match funding for HLF bid) - suggest remove now??? 4530 Ward Allowances 170 Community Projects Local Member Ward Allowances

1195 Earmarked Capital Receipts 180 Capital Investment CCLA Prop Fund Income (Capital receipt) 4950 Capital Investment 180 Capital Investment Capital income rec'd (Prop Fund) 19'20 to be used towards CCTV digital upgrade (£15,000)

Continued on Page 4 23/12/2020 Bay of Colwyn Town Council 2020/21 Page 4 13:29 Budget Notes

A/c Code Description Centre Description Budget Notes

4601 Play Equipment 190 Capital Projects Continue annual allocation for replacement equipment - suggest £1k per play area Summary of Reserves and Precept Requirement:

PROJECTION FOR ANNUAL ESTIMATES PROJECTION FOR ANNUAL ESTIMATES Current Year 2020/21 Forecast 2021/22 £ £ £ £ £ £

Opening Balances as at 1/4/2019: Projected Balances B/F 1/4/2020: Term Deposit(s) 50,000.00 * General Reserve: Term Deposit(s) 50,000.00 General Reserve: CCLA PSDF 100,001.00 General Reserve: CCLA PSDF 100,000.00 Current Account 100,952.00 Current Account 142,965.08 (less unpresented chqs at year end) -1,592.92 Petty Cash Imprest Acc 100.00 Petty Cash Imprest Acc 100.00 293,065.08 249,460.08 Tfr to/from reserves for 2021/22: (total net Inc/exp) -153,395.00 Opening Adjustments: Plus year-end debtors 31/3/2020 25,381.00 Projected Balances at y/e 31/3/2021= 139,670.08 Less year-end crediors 31/3/2020 -18,251.00 Adjusted Balances as at 1/4/2019= 256,590.08 Forecast Reserves 31/3/2021: General Reserve: Term Deposit 50,000.00 Plus projected income 2020/21 528,700.00 General Reserve: CCLA PSDF 50,000.00 Less projected exp. 2020/21 -492,225.00 Current Account / Deposit Fund 39,570.08 Petty Cash 100.00 Projected Balance C/F at 31/3/2021 293,065.08 139,670.08

Council's Policy on Reserves:

To retain a combined General Reserve/Current Acc balance of 25% of the 3yr avge annual gross expenditure (2021/22 = 25% of £523,929 = £130,982 ), for cash flow purposes. The estimated general reserves of £ 139,670.08 (including the Public Sector Deposit Fund balance, which is treated as a fixed asset in the annual financial statements) meet this requirement.

* The Reserves above exclude the Council's earmarked capital reserve, which is invested in the CCLA Local Authorities' Property Fund The total earmarked reserve as at 31.3.2021 is forecast to be approx. £150,000, after use of the £7,200 income during the year towards capital projects. These funds are reserved for future capital expenditure only.

Comparison of Annual Precept Requirement: 2018/19 2019/20 2020/21 2021/22 Total Precept requirement: £ 435,300.00 £ 456,000.00 479,700 £484,000 Council Tax base: £ 11,270.21 £ 11,354.37 11,488.89 11595.18 This equates to a typical Band 'D' precept of £ 38.62 £ 40.16 £ 41.75 £41.74

% increase on previous year = 3.99% 3.97% 0 24/12/2020 Bay of Colwyn Town Council 2020/21 Page 1 09:50 Forward Budget Detail - By Combined Account Code

Note :- (-) Net Expenditure means INCOME is greater than EXPENDITURE

Current Next Year Year 2 Year 3 Year 4 Year 5 Year Budget Budget Budget Budget Budget Budget

Budget Expenditure

4000 Salaries 104,500 106,500 109,700 113,000 0 0 4015 Travel Expenses 1,250 1,000 1,250 1,250 0 0 4017 Members Allowances 5,950 6,850 6,850 6,850 0 0 4020 Seminars/Courses 2,700 3,300 3,400 3,500 0 0 4025 Stationery & Supplies 1,750 1,750 1,750 1,750 0 0 4026 Postages 1,500 1,000 1,050 1,100 0 0 4027 Insurance 4,500 4,725 4,950 4,950 0 0 4030 Audit Fees 700 1,000 750 750 0 0 4032 Professional Fees 6,000 6,000 6,000 6,000 0 0 4035 Subscriptions 2,500 2,600 4,500 4,500 0 0 4040 Office & IT Equipment 1,500 1,500 1,500 1,500 0 0 4041 IT & Software Support 2,300 2,600 2,700 2,800 0 0 4100 Mayor's Allowance 1,500 1,500 1,500 1,500 0 0 4105 Civic Regalia 500 500 500 500 0 0 4115 Municipal Events 2,950 3,000 3,100 3,200 0 0 4120 Election Expenses 16,000 20,000 4,000 4,000 0 0 4150 Rates 7,950 7,725 8,100 8,500 0 0 4155 Utilities 18,150 18,975 15,900 16,800 0 0 4160 Repairs & Maintenance 16,400 36,000 10,000 10,000 0 0 4166 Fire Alarm 1,200 1,200 1,200 1,200 0 0 4300 Large Grants 30,000 35,000 30,000 30,000 0 0 4305 Small Grants 22,090 12,000 10,000 10,000 0 0 4310 Scholarships S137 1,500 1,500 1,500 1,500 0 0 4311 Regeneration/Projects 56,500 25,000 0 0 0 0 4312 Community Eng / Place Plans 20,000 20,000 5,000 5,000 0 0 4315 Youth Grants 15,000 10,000 10,000 10,000 0 0 4320 Community Wellbeing Projects 0 20,000 5,000 5,000 0 0 4330 Sponsorships 500 500 500 500 0 0 4400 Prom Day 10,000 10,000 10,000 10,000 0 0 4402 Bonfire 17,500 17,500 16,000 16,000 0 0 4403 Christmas Event 5,000 5,000 5,000 5,000 0 0 4404 Parc Eirias Event 20,000 20,000 20,000 20,000 0 0 4405 1940's Event 15,000 15,000 15,000 15,000 0 0 4420 Other Events 45,000 45,000 40,000 40,000 0 0 4460 Colwyn in Bloom 21,500 22,000 17,500 17,500 0 0 4490 Theatr Colwyn Contribution 55,000 55,000 55,000 55,000 0 0 4501 Play Schemes 6,750 6,750 6,950 7,200 0 0 4502 Christmas Lights 27,500 30,000 30,000 30,000 0 0 4503 CCTV 11,088 11,420 11,760 12,100 0 0 4504 Parks & Gardens 500 500 500 500 0 0 4507 Other CCBC Service 25,000 20,000 20,000 20,000 0 0 4510 War Memorial Maintenance 200 1,000 250 250 0 0 4520 Street Furniture 7,500 7,500 7,500 7,500 0 0 4522 Colwyn Victoria Pier 0 15,000 0 0 0 0 4530 Ward Allowances 14,758 7,200 7,200 7,200 0 0 4601 Play Equipment 66,500 19,000 19,000 19,000 0 0 Total Overhead Expenditure 694,186 659,595 532,360 537,900 0 0

Continued on Page 2 24/12/2020 Bay of Colwyn Town Council 2020/21 Page 2 09:50 Forward Budget Detail - By Combined Account Code

Note :- (-) Net Expenditure means INCOME is greater than EXPENDITURE

Current Next Year Year 2 Year 3 Year 4 Year 5 Year Budget Budget Budget Budget Budget Budget

Budget Income

1000 Office Rental Income 2,200 2,200 2,200 2,200 0 0 1005 Room Hire Income 3,200 0 0 0 0 0 1010 Photocopying Receipts 100 0 0 0 0 0 1085 Events Income 2,000 2,000 2,000 2,000 0 0 1176 Precept 479,700 484,000 498,500 513,500 0 0 1190 Interest Received 1,500 1,000 1,000 1,000 0 0 1195 Earmarked Capital Receipts 7,200 6,500 6,500 6,500 0 0 1999 Other Income 13,500 10,500 11,500 12,200 0 0

Total Income 509,400 506,200 521,700 537,400 0 0

Total Budget Expenditure : 694,186 659,595 532,360 537,900 0 0 Income : 0 0 0 0 0 0 Net Expenditure 694,186 659,595 532,360 537,900 0 0 ODDI WRTH GLERC Y CYNGOR/FROM THE CLERK TO THE COUNCIL

TREF/CYMUNED ______TOWN/COMMUNITY

At: Cyllid ac Effeithlonrwydd To: Finance and Efficiencies Cyngor Bwrdeistref Sirol Conwy Conwy County Borough Council Post 1 PO Box 1 CONWY CONWY LL30 9GN LL30 9GN

ADRAN 34 DEDDF CYLLID SECTION 34 LOCAL GOVERNMENT LLYWODRAETH LEOL 1992 FINANCE ACT 1992

GOFYNION ARCHEBIANT AM PRECEPT REQUIREMENTS FOR 2021/2022 2021 / 2022 £ Cyfanswm y Gwariant a Amcangyfrifir Total Estimated Expenditure

LLAI : Arian a gymerir o Falansau LESS: Appropriated from Balances (os yn berthnasol) (If applicable)

Y swm y mae'r archebiant i gwrdd ag ef Amount to be met by precept

LLOFNOD SIGNED (Clerc y Cyngor) (Clerk to the Council )

DYDDIAD DATE

NODER: Mae'r rhybudd uchod yn NB: The above notice relates to ymwneud â materion archebiant yn precept matters only and any other unig a bydd angen i unrhyw faterion matters need to be submitted in a eraill gael eu mynegi mewn llythyr ar separate letter to the appropriate wahan i'r adran briodol. department.

(PRECEPTS/PRECEPT FORM 2021-22) 16/12/20 Town Team Cross Sector Renewal Meeting - Zoom

Attended by: Apologies: Meg Eldon, Cartrefi Rob Spaull, North Wales Development Trust Tudur Williams, Victoria Pier Trust Helen Robinson, Kind Bay Initiative Malcom Worth, GWIL / Men
s Shed Stella Mac, The Artisan Market Co Georgia Coleman, GWIL Kai Davies Jasmine Rigby David Masding, CBHG Paul Sampson, Oriel Colwyn Simon Wynne, Bayside Radio

Presenting: Simon Cotton, VCA Sabine Cockrill

Bay of Colwyn Branding View Creative Agency have recently been commissioned to create place branding for the Bay of Colwyn. The project is part of the Imagine Colwyn Bay programme and is being led by the Town Council Community Plan Team. Sabine and Simon from VCA updated on progress to date and presented photo research library Discussed approaches with wider community engagement SW said it could be promoted through Bayside Radio ME said it could be promoted through relevant Cartrefi groups JR suggested FB groups i.e local past and present facebook pages DM flagged up: Harlequin Theatre and the Zoo as places not represented and Eunice Robert
s book on local history as valuable resources. CBHG have also just completed piece of work on Colwyn Foulkes https://colwynbayheritage.org.uk/sidney-colwyn-foulkes-1884-1971-life-story/ SC said People were missing. PS Agreed and flagged up recent Abergele Celebrity Town portrait project in Abergele https://www.celebritytown.co.uk/ JR said that call out could go out through Creating Enterprise Loyalty App and suggested using Padlet which has worked well on similar engagement activities GC link with wellbeing / increasing steps Next steps in the process: Sabine is going to create Community call out to be released in the New Year. Collate images and sort into emerging themes / topics Aiming for this element of the project to be completed by Mid January. With the final sign off at the end of March. HJ will bring design ideas to this group in the new years Actions from last meeting 16/12/20 All - Collective list of ongoing projects and mapping - Yes shared folder has been set up, everyone can now add relevant files https://drive.google.com/drive/folders/1PhgVK6tCtS9dPj411nljIY9ibecWtfli HJ - Circulate notes on project purpose  Yes All - Review membership and highlight gaps membership  Yes additional members invited along HJ  Make enquiries with regard to consultancy support (Cormac Russell?)  meeting set up in January RS, GC and HJ - Beacon of Light  Helen, Rob and Georgia to meet Chris for Absolute Sound and Lighting  initial meeting has taken place. Next steps identifying buildings and getting costings. Representation From last meeting Kai, Jasmine and Tudur have been invited to attend. Business representation is still low. Stella is happy to support has just not been able to attend. NWAMI have been invited but not able to attend to date. SW suggested representation from CCBC events. HJ said she would check perhaps they could come along as and when. Will be relevant when it comes to 40
s festival, etc. TW suggested Menter Iaith, HJ said she would look into. Town Centre Activity Plans for the New Year

Seems to be interest in lighting project in the New Year to brighten up what will be a difficult time for many. Looking into options with RS and Absolute Sound & Lighting Solutions.

PS raised recent laser lighting event in Caernarfon which was put on as a Covid safe event with the community being able to take control of the laser via internet. https://www.dailypost.co.uk/news/north- wales-news/you-seen-mysterious-green-light-19449679

Shop window projects at planning stage, hoping that VCA can install images in Shop windows along with QR code to allow interaction / feedback. Imagine is also supporting Artisan Market Company to set up a display to promote. GC fits with GWIl particularly if community engagement.

HJ gauged group views on planning festival of events from Mid July to Mid Aug. Pulling together existing events 40
s festival, Imagine Trail Launch, Access All Eirias events into a programme, getting businesses / community involved with small scale sessions and activities too i.e Sea Swim, Walks, etc. Open House 2019 programme - https://www.openhousefestival.com/festival/ Group supportive of this

Capacity Building

Meeting arranged with Cormac Russell of Nuture Development who leads on Asset Based Community Development approaches HJ to send invite to GC and TE to discuss possibility of him doing some work in the area.

AOB Culture Strategy still not quite at draft stage yet but should be by January. HJ to invite Consultant to next meeting to shape Colwyn Bay element General To seek Colwyn Bay Town Council (CBTC) approval for spending CBTC finance to supplement the Conwy County Borough Council (CCBC) playground works programme for 2020/21.

During 2020/21 it is estimated that CCBC will spend £90k from the capital allocation for playground maintenance within Colwyn Bay.

Playground: Lower Eirias Playground, Colwyn Bay, LL22 8HF

Purpose : To replace both the toddler/senior multi play units at Lower Eirias Playground.

Preamble: Two multi-units are proposed below; for ease CCBC have used one equipment manufacturer. Approximately 50% of the costs will be allocated to installation and safety surface construction. The costs are for guidance and for budgeting only.

Play equipment : o Inventor Multi-Unit
KOMPAN PCE1053-0003 Age 2+ = £25,000 + VAT o Aquila 2 Climbing Unit
KOMPAN GXY949 Age 6+ = £30,000 + VAT

Please see links below for more detail.

Inventor Multi-Unit
KOMPAN PCE1053-0003 Age 2+ https://www.kompan.co.uk/playground/play-systems/elements/elements-grow/inventor Aquila 2 Climbing Unit
KOMPAN GXY949 Age 6+ https://www.kompan.co.uk/playground/play-systems/galaxy/aquila-ii

Ancillary items: o Safety surface repairs/pathway modifications= £5,000 + VAT Total = £5,000 + VAT

Total estimated cost = £60,000 + VAT From: Tracy Gilmartin-Ward Sent: Mon, 4 Jan 2021 12:55:52 +0000 To: Tracy Gilmartin-Ward Cc: [email protected] Subject: NHS, SOCIAL CARE & FRONTLINE WORKERS DAY 5TH JULY 2021 / DIWRNOD GWEITHWYR Y GIG, GOFAL CYMDEITHASOL & RHENG FLAEN 5ED GORFFENNAF 2021

NHS, SOCIAL CARE & FRONTLINE WORKERS DAY 5TH JULY 2021

Local councils, communities and others throughout Wales are being encouraged to play a leading role in NHS, Social Care & Frontline Workers Day on 5 th July 2021, a unique day of celebration and commemoration of those that work twenty-four hours a day, seven days a week without any thought of their own safety.

They are asked to do this by agreeing to raise a unique flag at 10am; participate in the Two-Minute Silence at 11am, the Nation's Toast at 1pm, Afternoon Tea at 4pm, the ringing of church bells 71 times with each ring representing a year in the 71 years of the NHS at 8pm, from within their local communities, as a 'tribute' to the Heroes of the NHS, Social Care and those that work so tirelessly on the frontline.

This special day is also being used to raise valuable funds for NHS Charities Together, the official organisation set up to support over 230 hospitals and their charitable trusts, with the money being equally divided to support the health and wellbeing of staff. Chief Executive Ellie Orton says:
Im really excited by the plans the organisers have for this event and those who have already come on board to support it this event will be a wonderful way of publicly expressing that gratitude while raising money for NHS charities.

The other charity to benefit is the National Care Association who wish to use this opportunity to raise £200,000.00 for the work they undertake in their care homes. Its Chair, Nadra Ahmed explains:
In social care we support over one million people and employ 1.5 million individuals who have been involved in a variety of settings. We have more beds than the NHS and yet are often forgotten, which is why NCA is committed to supporting this day and ensuring that our workforce is celebrated alongside their colleagues in the NHS and other critical frontline staff.

The plan is to make this an annual event, growing in size and stature involving individuals, local communities and other voluntary organisations etc, to enable us all to say a 'big thank you' to those who undertake so much for us all.

The activities for the day, along with the organisations and others supporting this unique initiative to date can be viewed at  www.nhsfrontlineday.org

Those taking part are being asked to register their involvement on the website to enable us to communicate with them. They can also download a special certificate to frame and keep as a permanent reminder of their participation in this most special of events. We do hope therefore that all local councils, communities and others throughout Wales will join in these special events.

Cllr Mike Theodoulou, Chair of One Voice Wales said
The NHS, Social Care and Frontline Workers Day on 5 th July 2021 provides a great opportunity for the community and town councils of Wales to show their appreciation for the monumental efforts of the staff who have supported and cared for those in need during the Covid pandemic. We will be encouraging all 735 community and town councils to take a leading role in organising the celebrations in their community.

My warmest regards,

Bruno Peek LVO OBE OPR Pageantmaster Pageantmaster's House 110 Lowestoft Road, Gorleston-on-Sea, Great Yarmouth, Norfolk, NR31 6NB Tel: + 44 (0) 7737 262 913 - Email: [email protected]

**************************************************************************************************** *

DIWRNOD GWEITHWYR Y GIG, GOFAL CYMDEITHASOL & RHENG FLAEN 5ED GORFFENNAF 2021

Mae cynghorau lleol, cymunedau ac eraill ledled Cymru yn cael eu hannog i chwarae rhan arweiniol yn Niwrnod Gweithwyr y GIG, Gofal Cymdeithasol & Rheng Flaen ar y 5ed Gorffennaf 2021, diwrnod unigryw i ddathlu a choffáur sawl syn gweithio bedair awr ar hugain y dydd, saith niwrnod yr wythnos heb feddwl dim am eu diogelwch eu hunain.

Gofynnir iddynt wneud hyn trwy godi baner unigryw am 10am; cymryd rhan yn y Ddau Funud o Dawelwch am 11am, Llwnc Destun y Genedl am 1pm, Te Prynhawn am 4pm, canu clychaur eglwys 71 o weithiau, a phob seiniad yn cynrychioli blwyddyn yn 71 mlynedd y GIG am 8pm, oddi fewn iw cymunedau eu hunain, yn deyrnged i Arwyr y GIG, Gofal Cymdeithasol ar sawl syn gweithio mor ddiflino ar y rheng flaen.

Maer diwrnod arbennig hwn yn cael ei ddefnyddio hefyd i godi arian mawr ei angen ar gyfer NHS Charities Together, y mudiad swyddogol a sefydlwyd i gefnogi mwy na 230 o ysbytai au hymddiriedolaethau elusennol, a chaiff yr arian ei rannun gyfartal i gefnogi iechyd a llesiant staff. Meddair Prif Weithredydd Ellie Orton:
Rwyf yn gyffrous iawn ynghylch cynlluniaur trefnwyr ar gyfer y digwyddiad hwn ac yn ddiolchgar i bawb sydd eisoes wedi ymrwymo iw gefnogi bydd y digwyddiad hwn yn ffordd hyfryd o fynegin gyhoeddus y diolch hwnnw tran codi arian ar gyfer elusennaur GIG ar yr un pryd. Yr elusen arall fydd yn elwa ywr Gymdeithas Gofal Genedlaethol sydd eisiau defnyddior cyfle hwn i godi £200,000.00 ar gyfer y gwaith a wnânt mewn cartrefi gofal. Mae ei Chadeirydd, Nadra Ahmed yn esbonio:
Ym maes gofal cymdeithasol rydym yn cefnogi dros filiwn o bobl ac yn cyflogi 1.5 miiwn o unigolion a fun gweithio mewn nifer o sefydliadau gwahanol. Mae gennym fwy o welyau nar GIG ac eto cawn ein hanghofion aml, a dyna pam maer NCA wedi ymrwymo i gefnogir diwrnod hwn a gofalu fod ein gweithlun cael ei ddathlu gydau cydweithwyr yn y GIG a staff rheng flaen allweddol eraill.

Y cynllun yw gwneud hwn yn ddigwyddiad blynyddol, fydd yn tyfu yn ei faint ai bwysigrwydd ac yn cynnwys unigolion, cymunedau lleol a mudiadau gwirfoddol eraill ac ati, in galluogi oll i roi gair mawr o ddiolch i bawb syn gwneud cymaint dros bob un ohonom.

Gellir gweld gweithgareddaur dydd, ynghyd âr mudiadau ac eraill syn cefnogir fenter unigryw hon hyd yn hyn, yn  www.nhsfrontlineday.org

Gofynnir ir sawl syn cymryd rhan gofrestru eu bwriad i wneud ar y wefan er mwyn inni allu cyfathrebu â nhw. Gallant hefyd lawr lwytho tystysgrif arbennig iw fframio ai gadw yn atgof parhaol ou cyfraniad ir digwyddiad mwyaf arbennig hwn.

Gobeithiwn felly y bydd pob cyngor lleol, cymunedau ac eraill trwy Gymru yn ymuno yn y digwyddiadau arbennig hyn.

Dywedodd y Cyng Mike Theodoulou, Cadeirydd Un Llais Cymru
Mae Diwrnod Gweithwyr y GIG, Gofal Cymdeithasol & Rheng Flaen ar y 5ed Gorffennaf 2021 yn cynnig cyfle gwych i gynghorau cymuned a thref Cymru ddangos eu gwerthfawrogiad o ymdrechion rhyfeddol y staff fun cynnal a gofalu am bobl mewn angen yn ystod pandemig Covid. Byddwn yn annog pob un or 735 cyngor cymuned a thref i chwarae rhan arweiniol yn trefnur dathliadau yn eu cymuned.

Dymuniadau cynhesaf

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r e-bost hwn ac unrhyw atodiadau. From: Jan Smith Sent: Wed, 6 Jan 2021 13:45:46 +0000 To: Tina Earley Subject: RE: Youth Grants

Hello again Tina I
ve chatted with Ceri and we are both in agreement with your approach to delay until a more positive time! A combined event and particularly a special one-off award sound good. Thanks Jan

From: Tina Earley Sent: 06 January 2021 10:02 To: Jan Smith Subject: RE: Youth Grants

Hi Jan,

To be honest, we haven
t discussed the volunteer awards yet and my feeling is this should be left until we are through the worst of the pandemic. I may suggest that we then run a special one-off award for our local pandemic volunteers. We haven
t yet been able to hold a presentation event for last year
s winners so could hopefully combine this into one event.

Do you have any views on this approach?

You may also not be aware that we sadly lost the chairman of our volunteer awards committee, Cllr Bob Barton, in November, after his leukaemia worsened and he had to start a course of treatment that he reacted badly to.

Kind Regards, Tina

From: Jan Smith < [email protected] > Sent: 06 January 2021 09:55 To: Tina Earley < [email protected] > Subject: RE: Youth Grants

Thanks Tina I meant to ask, will the Town Council be doing their Community Volunteer Awards this year? Thanks Jan

From: Tina Earley < [email protected] > Sent: 06 January 2021 09:46 To: Jan Smith < [email protected] > Subject: RE: Youth Grants