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LLANBADARN FAWR COMMUNITY COUNCIL Minutes of Meeting Held

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LLANBADARN FAWR COMMUNITY COUNCIL Minutes of Meeting Held LLANBADARN FAWR COMMUNITY COUNCIL Minutes of meeting held from 1st March 2019 to 31st March 2020 Date Meeting Type Page 9th May 2019 Annual Meeting 2 07 March 2019 Ordinary 4 04 April 2019 Ordinary 7 09 May 2019 Ordinary 10 06 June 2019 Ordinary 12 04 July 2019 Ordinary 15 AUGUST No Meeting* 05 September 2019 Ordinary 18 03 October 2019 Ordinary 21 07 November 2019 Ordinary 24 05 December 2019 Ordinary 27 JANUARY No Meeting 06 February 2020 Ordinary 29 05 March 2020 Ordinary 32 9th May 2019 at 7pm Crossgates Community Centre Present : Karen Hanmore, Phillip Knill, Mike Phillips, Although attending the Vice-Chair was unable to chair the meeting (due to Laryngitis), Cllr Phillips offered to chair – this was accepted by all. 1. Welcome by the Chairman: MP thanked everyone for attending and opened the meeting at 7pm 2. Apologies for absence: Derek Price, Cllr Martin Weale, A letter of resignation had also been received by email from Cllr Peter Green. The clerk advised that DP had sent a reply of thanks, this was agreed by all. 3. Matters of Interest on Agenda as per Code of Conduct – None declared. 4. Minutes of the previous AGM helD on 7th June 2018 (approved and signed on 4th April 2019). 5. Matters arising from Minutes of AGM helD on 7th June 2018: It was noted that the Standing Orders were not reviewed at that meeting but had been circulated with this Agenda and would be discussed under item 8. 6. Outgoing Chairman’s Report: The report was read out by the Clerk. Members agreed that it reflected the key issues of the past year. There was unanimous appreciation for the work of the Chairman during the year. 7. Appointment of Officers: (a) Chairman (b) Vice-Chairman: All appointments are until May 2020. See appendix A for procedure. Along with his apologies DP had indicated a willingness to continue as Chair for a further year. MP proposed DP second PK. The proposal was agreed. KH offered to remain as Vice-chair. PK proposed this was accepted and MP agreed. There was a short discussion about the appointment of officers in future years. KH proposed that appointments by rotation should be adopted in future years. (second PK) Agreed. It was resolved to discuss the rota at a future ordinary meeting. 8. The review and adoption of Community Council Documents: Previously circulated (to review annually at AGM): • Standing Orders: the NALC Model Standing Orders (issued 2018) were adopted in full. • Financial Regulations: The NALC Model Financial Regulations (2019) were adopted in full. • Risk Assessment: reviewed at the meeting of 4th April 2019 was agreed unchanged It was proposed by MP (PK second) to review all documents again at a future meeting. 9. Salary of the Clerk/RFO: (the Clerk left the room 7.20pm) while this was discussed. It was agreed to offer the Clerk NALC 2019 salary scale point 26. The clerk was recalled (7.22pm) and this was accepted with thanks. 2 10. Financial Report: copies of the 2018-19 end of year financial report were circulated. Income, expenses, donations were discussed and end of year bank balances stated. The Clerk explained the ring fenced balances – set aside for the renewal of Play Equipment and the reserve amounts retained for operating costs and insurance excess. MP proposed that the accounts were accepted (KH second). Proposal resolved. 11. Acceptance & Signing of AuDit Return by Retiring Chairman. As DP was absent it was agreed, with a proposal by MP to ask DP to sign this before the next meeting (PK second). 12. Signatories List anD Clerk’s authorisation on Bank Account: for a future meeting – however, it was noted that as the current signatories list was up to date. 13. Appoint representatives to outsiDe organisations: It was agreed that the representation on the Community Centre Committee be linked to the Office of Chairman. 14. Dates anD times of meetings for the ensuing year: the following dates were agreed. Date Meeting Time Venue 06 June Ordinary 7pm Crossgates Community Centre 04 July Ordinary 7pm Crossgates Community Centre AUGUST No Meeting* *except if required for planning 05 Sept Ordinary 7pm Crossgates Community Centre 03 Oct Ordinary 7pm Crossgates Community Centre 07 Nov Ordinary 7pm Crossgates Community Centre 05 Dec Ordinary 7pm Crossgates Community Centre 09 Jan Ordinary 7pm Crossgates Community Centre 06 Feb Ordinary 7pm Crossgates Community Centre 05 Mar Ordinary 7pm Crossgates Community Centre 15. Signing of Declaration of Office by Chairman and Vice Chairman: Copies of the code of conduct were circulated and all agreed to abide by them in the coming year. and the Vice-Chairman and other Councillors signed declarations of Office. Chairman to sign as soon as possible but no later than the beginning of the next meeting he attends. 16. MP closed the meeting at 7.47pm 3 MINUTES Ordinary meeting held at Crossgates Community Centre at 7.00 pm. on THURSDAY, 7th March, 2019 0319/01 Present: Derek Price (Chair), Phil Knill, Mike Phillips, Karen Hanmore, Peter Green Apologies: Cllr M Weale 0319/01a Declarations of Interest: None 0319/02 Minutes of the Previous Meeting: Agreed and signed as a true record. (KH, PG) 0319/03 Matters arising from minutes of 7th February meeting. a. Interactive speed signs (DP) – no progress to date, DP to continue to leaD on this. b. Defibrillator (DP) – KH advised that she had been told the electrical supply spur was now in place at Knills SS, this would enable final installation. It was agreeD to ask Knills to instruct their usual electrician to undertake this and that the CC would refund the cost of installation c. Drovers Tree (MP) – the contractor had now felled the tree trunk and levelled it to form a bench. It was noted that the work had been carried out in a tidy manner. There was a short discussion regarding planting a replacement tree. It was agreeD the PG enquire of Penybont GarDen Centre if they coulD supply a Scots Pine anD the cost. Both the school and guides had indicated an interest in being involved in the planting and it was suggested that a plaque be placed at the site to explain about the tree. d. Black Camera Posts (DP) –no progress to date DP to follow up e. Bank Mandate – This had been completed by all members. Clerk to take the signed documents to the bank. f. Grass Cutting Training (DP) – Hi-vis jackets would be needed. Tony Cook to be aDviseD to contact Steve Fisher re training. g. Mower (PG) – the mower had been serviced and taken to Mr Cook the volunteer who would use it. Hi-vis jackets for the volunteers were discussed and it was agreeD to ask that Mr Cook contact Cllr Weale directly. PG requested payment for the mower it was agreed. (see Finance 0319/06a below). h. Highway or PCC items: (ref 0219/4b) Loose manhole cover on the main road had been repaired and tarmac re-surfaced. 0319/04 Highways and PCC matters a. Tri-Towns (MW) No update as MW did not attend the meeting b. Other highway or PCC items: none 0319/05 Village and Community Issues. a. Community Centre: members noted that the Centre was continuing to be well used and that the Website was informative. DP advised that room bookings for the Community Council meetings had been made for the coming year. 4 b. Other Community Matters: • There was disappointment regarding the outcome of the Council Tax Charge set by PCC for the coming year. It was deciDeD to ask Cllr Weale to give an overview of: the decision making process undertaken and in particular to advise what submissions had been made to WG regarding the overall settlement; whether a review of the number of County Councillors had been reassessed or was due to be reconsidered. • It was noted that the face-book page required to be updated from time to time. MP agreeD to unDertake this. • Website – passwords to access this required. • Play Area Inspections – (see 0319/7 f) it was noted that there was a need to undertake additional regular checks and it was agreed to check the scope of inspection requirements. 0319/06 Finance (a) To receive and approve the balance of income and expenditure, together with invoices for payment. Current Account. £ 5,726.86 Savings Account. £ 3,517.60 Bank total. £ 9,244.46 Less ring fenced budgets. £ 3,517.60 Available Funds. £ 5,726.86 Members approveD payments to: V.L.Garwood – Clerking Wales Audit Office – 2017/18 fees PCC – Annual Play area inspections X 2 Peter Green – supply of 1 used lawnmower. An invoice presented on the evening for room hire was not approved as the cost was queried. DP to contact the Community Centre regarding this. (b) Internet Banking: could not be progressed until the mandate issues had been addressed 0319/07 Correspondence a INFORMATION - Auditor General for Wales publications. The good practice guidance for: roles and responsibilities of internal auditors and letters of appointment were discussed. It was agreeD to consider these in more detail and implement in relation to the 2018/19 audit. b INFORMATION - One Voice Wales: Membership Advantages and Service Guide. Noted and agreed to circulate detail to members an agenda for discussion at the next meeting 5 c INFORMATION - Police And Crime Commissioner Newsletter – noted d FUNDING REQUEST - Wales Air Ambulance circular letter – noted. e INFORMATION - CAB – Warmer Wales: New advice service. It was agreed to post and information leaflet on the community notice board. f COMPLIANCE - Independent Annual Inspection of Children’s play areas.
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