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
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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. It was agreed to request PCC appoint Rospa to undertake the annual inspection. And the fee of £72.00 for each site was agreed. It was noted that there was a need to undertake other regular safety inspections (clerk to check guidance). It was agreed to put up signs asking people to advice the CC of any H&S issues they noticed in the play areas.
g INFORMATION - Community Health Council meeting 12/03/19. Poster to display. PK to place on notice board.
h INFORMATION - Email letter from Jill Evans MEP – No Underground Nuclear Waste Dump in Wales – noted.
0319/08 Planning Applications No new applications received.
0319/09 Member Discussions and items not on the agenda: • Need to Review the 2017/18 Audit report • It was noted that an up to date Asset Register was required. • KH had been contacted by a resident concerned with the changes to garden waste disposal. Discussion noted that it was not clear what the new arrangements would be – clerk to check what information had been circulated. There was some discussion regarding the possibility offsetting up a community composting project. • 2019/20 Grass Cutting – DP to check if current person still likely to undertake this. • Laptop – Clerk advised that there were some issues regarding the virus protection of the laptop and it was agreed that the IT support business in Llandrindod Wells could be asked to assess the problem.
0219/10 Date and time of next meeting: 7pm THURSDAY 4th APRIL 2019 at Crossgates Community Centre
Meeting Closed 8.35pm
SIGNED
DATE
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MINUTES Ordinary meeting held at Crossgates Community Centre at 7.00 pm. on THURSDAY, 4th April, 2019
0419/01 Present: Derek Price (Chair), Phil Knill, Mike Phillips, Karen Hanmore, Peter Green
Apologies: Cllr M Weale
0419/01a Declarations of Interest: None
0419/02 Minutes of the Previous Meeting: Agreed and signed as a true record. (KH, DP)
0419/03 Matters arising from minutes of 7th March 2019 meeting. i. Interactive speed signs (DP) – no progress to date, DP to continue to lead on this. j. Defibrillator (DP) – Although the electrical supply spur was now and the electricians continued to work on site the Defib was not yet fitted. k. Bank Mandate – An updated document had been received from HSBC – signatures required form all members – completed. Clerk to return to bank. l. Grass Cutting – it was confirmed that Steve Fisher had been contacted, a letter from Tony was read – this noted the need for T1 training and “men at work” signs to be provided for all roads accessing the cutting area. DP to speak with TC and arrange signs. m. Community Centre Room Hire – invoice adjustment in progress DP n. Drovers Tree (MP) – PG advised that Penybont Nursery could supply a sapling and had advised that it would be best planted in November. It was agreed to send a letter of thanks to Jimmy Hughes for his work on the trees trunk which he had advised would be at no charge. John James (Caefagu) has offered to level the tree seat and to provide a plaque when a new sapling is planted in November. o. DP advised that he had seen Cllr Weale who had advised that 5 members from PCC attended meetings in Cardiff to discuss the financial settlement but no additional resources had been awarded, as a result the Powys Council Tax reflected this. He had also advised that there would a stage of the Tour of Britain between Rhayader and Llandrindod Wells. DP noted that Cllr Weale had remarked that LFCC meetings were well conducted.
0419/04 Highways and PCC matters c. Tri-Towns (MW) MW had updated DP before the meeting – there was interest to develop and All-weather Running and Rugby for Builth (Cllr Pugh to lead). A phased cycling route (Builth Wells, Llandrindod Wells and Rhyader being lobbied for). d. Other highway or PCC items: none
0419/05 Village and Community Issues.
7 c. Community Centre: it was noted that there had been no invites to meetings but all appeared to be well d. Other Community Matters: • it was agreed that MP would take responsibility for Facebook activity • it was agreed to contact Jenny Ogelthorpe to ask that the Guides be involved in the November tree planting. DP
0419/06 Finance (c) To receive and approve the balance of income and expenditure, together with invoices for payment.
Current Account. £ 5,342.86 Savings Account. £ 3,557.60 Bank total. £ 8,900.46 Less ring fenced budgets. £ 3,557.60 Available Funds. £ 5,342.86
Members approved and re-issued cheques for: Wales Audit Office (2017-18 external audit). Powys County Council – Play ground inspection 2019. (NB due to bank mandate delays original cheques to be cancelled as signatories not yet approved at bank).
(d) Internal Audit – it was agreed to again appoint Rachael Storer as internal auditor. 0419/07 Correspondence
A. INFORMATION Keep Britain Tidy Great British Spring Clean | 22 March - 23 April 2019 - Noted B. LETTER Tony Cooke – re grass cutting: T1 training and highway signage – see 0419/03d C. FUNDING REQUEST From Simon Green – requesting sponsorship for participation as a wheelchair user in the Wales Marathon 5th May 2019 – refused as not within policy D. FUNDING REQUEST From Rachel Storer – funding request for equipment for new First Crossgates Ranger Unit (for 14-18 year girl guides). Start-up funding – it was agreed to make a donation of £50.00 for start-up costs (PG and MP)
0419/08 Planning Applications No new applications received.
0419/09 Member Discussions and items not on the agenda: • KH advised that community residents had asked if a dog/cat breeding business was operating opposite Knills SS – it was agreed to find out what the criteria for operating a breeding kennel is.
8 • Governance: Members reviewed the financial risk assessment in preparation for the next Annual Meeting and also discussed reviewing the asset register and a risk assessment in relation to this.
• The Clerk advised members of the need to adopt an up to date Data Protection Policy.
• The Clerk advised that although the external audit documents had not yet been received the timetable required that members should approve and sign the accounts in May.
• DP advised that the proposals developed from boundary review of Powys had been published. Copies of the documents were available and could also be accessed online.
• Hi-Vis safety vests were taken by PG to pass to Tony Cook
0419/10 Date and time of next meeting: Annual Meeting 7pm TUESDAY 9th May 2019 at Crossgates Community Centre followed by the Ordinary Meeting for May 2019.
Meeting Closed 9pm
SIGNED
DATE
9 MINUTES Ordinary meeting held at Crossgates Community Centre at 7.00 pm. on THURSDAY, 9th MAY 2019
0519/01 Present: Phil Knill, Mike Phillips, Karen Hanmore,
Apologies: Cllr M Weale, Derek Price (Chair),
0519/01a Declarations of Interest: None
0519/02 Minutes of the Previous Meeting: Agreed and signed as a true record. (MP,PK)
0519/03 Matters arising from minutes of 4th April 2019 meeting. p. Interactive speed signs (DP) – no report q. Defibrillator – both KH and MP had spoken with Mr P Knill. He indicated that he continued to support the project and would arrange for the installation of the defib at the same time that builders/electricians were next on site to implement any work for his business. Members noted that they appreciated the commitment to the project but were concerned that if delayed too long this may raise concerns from the lottery funders. It was proposed by (MP, PK) to write to Mr Knill to ask his permission for the CC to directly arrange contractors to install the Defib and to cover the costs. In addition to ask if Mr Knill would like members of his staff to be trained to use the equipment. r. Bank Mandate – This has been returned to the banks with no further queries to date. s. Grass Cutting – no report t. Community Centre Room Hire – a replacement had been received on 9th May. Clerk to check against those previously received.
0519/04 Highways and PCC matters e. Tri-Towns (MW) – no report f. Other highway or PCC items: Tanyfron - a crab apple tree by the grass area cut by PCC has fallen – contact PCC to advise. It was also noted that Phil Stallard (PCC) may have free trees for communities.
0519/05 Village and Community Issues. e. Community Centre: no issues to report f. Other Community Matters: There was a discussion to consider how more people could be encourage to become community councillors. Active promotion in the community was noted as a means to raise the profile of the CC. It was agreed that members should discuss ideas at the next meeting. Initial thoughts included – a community circular walk event, a CC ‘stand’ at the fireworks.
0519/06 Finance (e) To receive and approve the balance of income and expenditure, together with invoices for payment.
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The Clerk advised that as no statements had been received for April there had been no bank reconciliation this month, however it was expected that the first precept payment would have been received.
There were no invoices for payment other than that received at the meeting for room hire which needed to be cross referenced against previous payments.
(f) It was noted that as an officer of the Community Council the Clerk should be employed. WCVA employment service registration and processing costs were considered and it was agreed that in order to keep up with HMRC employment requirements and to maintain an independence of salary processing the Community Council should register with WCVA. The one off Initial registration fee of £75 was approved. The £15 processing fee for each salary payment along with the per/ staff fee of £1.75 was also approved as an ongoing cost of employment. To keep costs down the Clerk offered to be paid quarterly.
0519/07 Correspondence
a) INFORMATION: Police and Crime Commissioner’s Community Fund Grants from £5-10K closes 24/05/19 – Noted short notice of provision of information as a result unlikely to be time to put a bid in for possible joint project regarding interactive speed signs but could be useful if this is a regularly available fund . b) CONSULTATION: From Powys CC re Planning Officers’ Society Wales – consultation about planning services. Closes 10/05/19 but can ask for extension – Website address noted c) INFORMATION: OVO Energy Women’s Tour (Cycling) Friday 14th June 2019 – Noted Stage 5 Start – The Lake, Llandrindod Wells Stage 5 Finish – Royal Welsh Showground, Llanelwedd
0519/08 Planning Applications: No new applications received.
0519/09 Member Discussions and items not on the agenda: • There were still some concerns about whether a a dog/cat breeding business was operating opposite Knills SS – it was noted that if the business was registered there would be a range of regulations with which it should comply – including animal health.
0519/10 Date and time of next meeting: 7pm 6th June 2019 at Crossgates Community Centre
Meeting Closed 8.34pm
SIGNED DATE
11
MINUTES Ordinary meeting held at Crossgates Community Centre at 7.00 pm. on THURSDAY, 6th JUNE 2019
0619/01 Present: Phil Knill, Mike Phillips, Karen Hanmore (VC acting as Chair) Cllr M Weale,
Apologies: Derek Price (Chair),
Mr Andrew Morgan, a local resident attended as an observer. He explained that he had seen the invitation for people to find out more about the Community Council with a view to it recruiting more members. He was Welcomed by the Chairman.
0619/01a Declarations of Interest: None
0619/02 Minutes of the Previous Meeting: Agreed and signed as a true record. (MP,PK)
0619/02a Minutes of the Annual Meeting 2019: Amended typing error (initials from KM to KH) Agreed and signed as a true record by KH (PK/MP) 0569/03 Matters arising from minutes of 6th June 2019 meeting. u. Interactive speed signs (DP) – no report v. Defibrillator – both KH had again spoken with Mr P Knill who advised that he would complete the installation asap. The letter of thanks to Mr Knill and an offer from the CC to organise the final works along with setting up community training was read out by the clerk and it was agreed that KH would deliver it. . w. Grass Cutting – an email from Tony Cook indicated that no training was available currently this had been replied to by DP indicating he would investigate opportunities. As he was absent from the meeting no progress was reported x. Community Centre Room Hire Invoice – see Finance y. Fallen tree – Tanyfron: had not been cleared. Clerk to chase PCC
0619/04 Highways and PCC matters g. Tri-Towns (MW) – Cllr Weale gave a short overview of the purpose of the Tri-Towns collaboration, including the benefits of influence of a joint population of about 19.500. Some of the key action includes the encouragement to develop community groups that can progress civic pride activity, the continued support for the joining up exising Cycle routes to create a Llandrindod Wells, Builth Wells, Rhayader circuit. There was CC support for this and for any improvements to cycle access along the trunk road to Llandrindod Wells. Cllr Weale advised that there was a tri towns working group and that they were keen to engage CC representatives. h. Other highway or PCC items: • The back road from Crossgates towards greenfield had been resurface.
12 • MP advised that a number of residents had indicated concerns over the increased use of herbicides by PCC, some believed this was due to restrictive use of strimmers due to health and safety required reducing the effects of white finger. Cllr Weale stated this was not the case. It was generally agreed that weed control should be carefully balanced against wider environmental impacts and where possible the least environmentally invasive action should be taken.
0619/05 Village and Community Issues. g. Community Centre: no issues to report h. Other Community Matters: Action Plan for Community Engagement. A community welcome pack (including ee.g. information about community groups and services, contact details for the Community Council) delivered to new residents to the area by a Community Councillor. It was felt that since the loss of both the pub, shop and post office much of the ‘heart of the community’ had been lost and as a result there was an increase in social isolation locally. Ideas to address this included pop up pub, and regular community social events particularly those that might encourage intergenerational action.
0619/06 Finance (g) To receive and approve the balance of income and expenditure, together with invoices for payment.
Balances in hand as at 06/06/19:
Current Account £ 6,949.86 Savings Account £ 3,639.20 £10,589.06
Ring Fenced balances: £3,639.20
The room hire invoice received in May adjusted previous payments for the 2018/19 hirings. It was agreed to pay this and to discuss a standard amount for the 2019/20 meetings with the Community Centre Managers. All other presented invoices were approved. Cheques were issued for: Blue Eyed Tiger Consulting (V L Garwood) Clerking Mar 2019 £ 120.00 R D Storer: 2018-19 Internal Audit £ 100.00 Community Centre balance of room hire 2018 invoice 70 04/04/19 £ 10.00 Community Centre Support Donation (1st instalment) £ 333.00
In the Absence of DP it was agreed that KH should sign the Annual Audit return. (MP/PK). Members reviewed the return again, although as it had been discussed at the Annual Meeting in May it was approved with no amendment and signed by KH (as acting Chairman at the meeting).
An amended mandate removing Mr P Green as a signatory was initialled by KH and PK
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An HSBC bank instruction to change the address of the main contact for correspondence to V L Garwood (clerk) was signed (PK/KH)
An internet banking request to allow the Clerk to use internet banking facilities was agreed (MP/KH) signed by PK and KH.
0619/07 Correspondence: None (other than email from Mr Cook re training see 0569/03c above).
0619/08 Planning Applications • 19/0928/HH Erection of a side extension. The Frolic, Abbey Cwm-hir, Llandrindod Wells, Powys LD1 6P was considered. There were no objections.
• It was noted that a number of planning obligations had been discharged in relation to the Hendy Wind Farm development.
0619/09 Member Discussions and items not on the agenda: • 19/10 Date and time of next meeting: 7pm 4th July 2019 at Crossgates Community Centre
Meeting Closed 8.45pm
SIGNED
DATE
14 MINUTES Ordinary meeting held at Crossgates Community Centre at 7.00 pm. on THURSDAY, 4th JULY 2019
0719/01 Present: Phil Derek Price (Chair), Phil Knill, Mike Phillips,
Apologies: Karen Hanmore), Cllr M Weale,
0719/01a Declarations of Interest: None
0719/02 Minutes of the Previous Meeting: The minutes of 06/06/19 were agreed and signed as a true record. (MP/PK)
0719/03 Matters arising from minutes of 6th June 2019 meeting. z. Interactive speed signs: DP circulated an update of costs – total £3,550 ex VAT. This would provide the basis of a project with other community councils (propsed sites being Crossgates, Penybont, Llanyre, Newbridge- on-Wye and Rhayader), it was suggested that each participating council would have the signs for 2 weeks and would locate them in their communities as they felt appropriate. DP to draft a proposal letter to the other Community Councils. aa. Defibrillator – Mr Knill had replied by email to the letter from the Community Council indicating his willingness for the CC to lead on the final installation of the Defibrillator. Next step to contact electricians for written quote for work (Pip Samuel, Leon Jones and the contractor usually used by Knills). DP to lead. bb. Grass Cutting – Tony Cook’s brother is trained and signs have been borrowed from Penybont. DP to check when next trunk road cut will take place and also to organise dedicated signs. cc. Community Centre Room Hire Invoice – see Finance dd. Fallen tree – Tanyfron: had not been cleared. Follow up with PCC again. There was a short discussion regarding tree planting generally, The clerk to look into potential for a community tree planting project.
0719/04 Highways and PCC matters i. Tri-Towns – no updates j. Other highway or PCC items: • MP had been contacted by a resident copying him into an email sent to PCC. This was a complaint related to the lack of conservation management to grass verges in Crossgates. No raking of clippings has been undertaken on cut areas which have been identified as roadside conservation reserves. Members noted the correspondence. • DP update – Cycle route. Ideas including reduced speeds and changed pavement and road edges towards Llandrindod wells were discussed. It was proposed that measures that accommodate the
15 extension of a footway towards Llandrindod and the facilitation of an active travel route would be suggested for consideration in any future consultation and / or proposal developments related to the extension of cycle routes. (PK/DP) • DP advised that it was likely that the number plate recognition soft- wear used by the roadside cameras was to be upgraded and as a result the camera posts would remain. 0719/05 Village and Community Issues. i. Community Centre: the website indicated increasing use. However, it was noted that the website was not accessible that day (Neville Richards advised after the meeting). Clerk to contact Community Centre management group to check meeting dates. j. Other Community Matters: Action Plan for Community Engagement: as a follow up to item 0719/03e there was a discussion about community tree planting – it was generally felt that this may be a further way to engage the community alongside it’s environmental benefits k. The clerk advised that the CC website had be unavailable for several days Neville Richards had been contacted and this had been resolved. l. A notice for a casual vacancy had been posted on the notice board, but as the website had had problems it had not been posted there. The clerk suggested that PCC be advised that the casual advertising period should be considered to include the website advert. If no election was called this may allow the invitation of co-opted members to attend the September meeting.
0719/06 Finance (h) To receive and approve the balance of income and expenditure, together with invoices for payment.
Balances in hand as at 04/07/19:
Current Account £ 6,346.86 Savings Account £ 3,679.20 £10,026.06
Ring Fenced balances: £3,679.20
There were no invoices. However, It was noted that WCVA had now been contacted to set up a payroll service and on completion of this the Clerk’s salary would be approved for payment.
The Audit documents had been posted to Grant Thornton.
0719/07 Correspondence:
• CONFERENCE: One Voice Wales’ Innovative Practice Conference - 10 July 2019 - • There was interest in the content but no member was able to attend, it was hoped that feedback from the event would be circulated.
16 • INFORMATION: Sports and Play Consulting: Seeking opportunity to meet with Welsh Councils in relation to new play and sports facilities. Noted • INFORMATION: Powys Teaching Health Board AGM: 31st July 2019, Hafod a Hendre, Royal Welsh Showground. 1.30 – 3.30 pm - noted • INFORMATION: Woodland Trust – tree of the year nominations by 19/07/19. Noted • INFORMATION: Bryn Titli Wind Farm – up to £250 grants for young people 1st year engineering apprenticeships. Poster taken for notice board by PK • Correspondence: Peter Knill, permission for CC to arrange to install Defibrillator – previously discussed under 0719/03b above. • Correspondence: Tony Cook: Cutting the roundabout and hazard signs – previously discussed under 0719/03c above. • Information: Powys Lottery – new funding opportunity supported by PCC – get poster information for notice board.
0719/08 Planning Applications • No planning applications had been received for consideration. • It was noted that some activity was underway at the site opposite Knills, behind the community notice shelter. It was some considerable time since the original planning application and it was not known if the work related to this. DP to Ckeck 0719/09 Member Discussions and items not on the agenda: • The notice for casual vacancy for a community councillor as a result of a resignation had been posted on the notice board. However, due to the recent lack problems with the website the notice had not been posted. It was decided that as the site was now up again to post the notice there for the designated time.
0719/10 Date and time of next meeting: 7pm 5th SEPTEMBER 2019 at Crossgates Community Centre
Meeting Closed 8.35 pm
SIGNED
DATE
17 MINUTES Ordinary meeting held at Crossgates Community Centre at 7.00 pm. on THURSDAY, 5th September 2019
0919/01 Present: Derek Price (Chair), Phil Knill, Mike Phillips, Karen Hanmore
Apologies: Cllr M Weale (assumed as contact with PCC to advise details of meeting had been unconfirmed).
0919/01a Declarations of Interest: None
0919/02 Minutes of the Previous Meeting: The minutes of 04/07/19 were agreed and signed as a true record. (MP/PK)
0919/03 Matters arising from minutes of 4th July 2019 meeting. ee. Interactive speed signs: DP circulated a draft letter and list of Community Councils to which to send it . Members were advised that the clerk had been in touch with the clerk of Penybont CC as they continued to be interested in efforts to reduce speeding. Additionally Abbeycwmhir CC were seeking ways to reduce driving speeds through the village as currently there were no speed restrictions there and would like to be included in any information circulated. ff. Defibrillator –.DP had contacted Pip Samuel and awaited him to respond, he had also attempted to contact Leon Jones but had not spoken with him yet (PK to update Leon’s contact number to DP). DP will also contact Dave Pontin. gg. Grass Cutting – Safety training will take place in October. Until dedicated signs are organised DP will continue to borrow signs from Penybont depot. hh. Community Centre Room Hire Invoice – see Finance ii. Tree planting –The Woodland Trust have a free trees for Communities and Schools scheme (trees ordered now for delivery in march 2020 for spring planting). Agreed all will begin to identify potential planting sites and consider how individual householders could be encouraged to plant a small tree on their own land / garden. Clerk to contact Woodland Trust for more information and to register an interest in the free trees scheme. Clerk to pass info to MP for promotion on facebook. It was noted the replacement for the Drover’s Tree project needed to be progressed. MP to contact Penybont Garden Centre, DP to contact Jenny re possible dates for the Guides to plant the tree.
0919/04 Highways and PCC matters k. Tri-Towns – no recent updates l. Other highway or PCC items: • DP update – Cycle route. DP advised that no progress had been reported although it remains on the PCC Active Travel Scheme list.
0919/05 Village and Community Issues. m. Community Centre: was noted that the website was noted that there were still some issues with the website. No meeting dates had been set for the Community Centre management however, DP advised that he had been told that this was due to no issues being of concern but the group were considering dates for the AGM.
18 n. Other Community Matters: • Community Play Areas: the ROSPA reports for the Tan-y-Fron and Penybryn Play Areas were discussed in detail. Generally the reports indicated no high level risks or concerns. However, there were some issues that needed attention. DP to lead on signs (replacing damage sign Penybryn, supplying new ownership and no dog signs). MP to repair worn areas around drain cover (Tan-y-Fron). PK and DP to look into missing bolt covers (both sites). There was a discussion regarding the repair and renovation of the perimeter chain link fencing and supporting posts. It was thought that these may continue to be the responsibility of PCC. Contact Steve Gealey (PCC) and ask what remedial measures PCC will take regarding these. Also request a site meeting with him in order to discuss the ROSPA reports. • Action Plan for Community Engagement: as a follow up to item 0719/03e community tree planting – see 0919/03e above. • There was a general discussion about hedges in the community. PK advised a resident had commented on the overgrown hedge along the layby and around the phone box. It was agreed to contact TLP and ask them to trim the hedge. A resident had also been in touch about the hedge opposite the school which was overgrown onto the pavement causing pedestrians to walk on the grass verge. DP will contact PCC to ask that the owners cut the hedge. o. The Community Council Website was accessible but the Clerk continued to have problems updating – contact Neville Richards regarding this. p. The electoral team of PCC had received no requests for an election as a result of the advertisement of a casual vacancy. A co-option notice had been prepared (PK to place on notice board MP to post on facebook). Closing date 26/09/19 to allow notice to members on the next agenda.
0919/06 Finance (i) To receive and approve the balance of income and expenditure, together with invoices for payment.
Balances in hand as at 05/09/19:
Current Account £7,561.6 Savings Account £3,761.13 £11,322.73
Ring Fenced balances: £3,761.13
Payments made and agreed. Cheque 100620 Llanbadarn Fawr and District Community Centre £ 20.00 Internet banking Approved: • Clerk Salary April – August 2019 to be paid through WCVA payroll on completion of set up with HMRC along with deductions to be paid to HMRC directly. Total approved before deductions £ 644.50 • WCVA payroll set up fee and first payment process charge £ 92.50 (j) The Audit documents had been returned from Grant Thornton to be signed by MP who had chaired the Annual Meeting at which the accounts were approved. MP signed the Annual Return. (k) Asset Register: the updated Asset Register was discussed and approved (it was signed and dated by the Chairman). It was noted that the revised asset values be
19 reviewed against the insurance cover. The clerk was authorised to approve any reasonable increase in the premium.
0919/07 Correspondence:
• INFORMATION: PCC Update: Roll out of new-style Concessionary Travel Cards across Powys by end of Dec 2019. Existing Card Holders will asked to apply for new cards in the Autumn. • INFORMATION: Model Local Resolution Protocol for Community and Town Councils • PHONE CALL: Received 4th September 2019 (Hopkins) Overgrown Hedge opposite school overgrown • CONSULTATION: New Draft National Strategy for Flood and Coastal Erosion Risk Management in Wales. Noted • INFORMATION: Letter to OVW from Castle Caereinion Community Council: BT removal of public telephone without direct consultation with the Community Council.– Clerk to complete consultation noting that the CC does not agree with the removal of the phone in Crossgates and they hold a concern ovr the general loss of payphones in rural areas. • POWYS CC: Budget Consultation, from Cllr Rosemary Harris. Info graphics of budget spend. • Short Questionnaire: priority services, ideas for PCC efficiency. Comments to Clerk by 11/09 in order to compile response • ANNUAL REPORT and NEWSLETTER: Police and Crime Commissioner - Noted • EMAIL PENYBONT CC: interest in shared speed restriction signs – see 0919/03a • ABLE CARE: free stickers for older people ‘No Callers’ – noted that this may identify vulnerable people. Discussion regarding scams and frauds – suggested to remind people of the scam report line – create poster for notice board.
0919/08 Planning Applications • No planning applications had been received for consideration. • Members were advised that application 19/0928/HH (Erection of a side extension. The Frolic), had been approved.
0919/09 Member Discussions and items not on the agenda: • MP had been asked by a local resident that the CC contact PCC planning for information regarding the site by the round-a-bout which was now advertised as a car sales site. It was noted that no change of use or new planning applications in respect of the site could be seen on the PCC planning portal. • Remembrance Wreath – agenda next meeting
0919/10 Date and time of next meeting: 7pm 3rd OCTOBER 2019 at Crossgates Community Centre
Meeting Closed 9.05 pm
SIGNED
DATE
20 MINUTES Ordinary meeting held at Crossgates Community Centre at 7.00 pm. on THURSDAY, 3rd October 2019
1019/01 Present: Derek Price (Chair), Phil Knill, Mike Phillips,
Apologies: Karen Hanmore
Observer in attendance: Mrs Jennifer Le-Measurier
1019/01a Declarations of Interest: None
1019/01b The chairman welcomed Mrs Le-Measurier who was attending with interest as a potential Co-optee to the Community Council, she explained that she had lived locally for 17 years and had been a Community Councillor in Cilmery when she had lived there.
The chairman also welcomed Mr Martin Lawrence who had asked that may attend the meeting to briefly explain his current planning application and to answer any questions that the CC members may have about it. Mr Lawrence explained his intention to build a family home, which would also provide office space, on land that he owned close to his poultry units. This would address a number of issues in respect of the poultry business, which had been operating for about 10 years, (improving on site security (including biosecurity), reducing travel miles and time from his current home in Llandewi to the site and as a result improving the work life balance for him and his family). It was noted that along with his family members the business also employs 1 F/T worker and it was hoped to expand a poultry unit services business from office space at the new build with an aim to employ at least one further F/T employee. The planning application was discussed by the CC at the end of the meeting see 1019/08
Mr Lawrence remained in the meeting as another potential Co-optee Councillor.
1019/02 Minutes of the Previous Meeting: The minutes of 05/09/19 were agreed and signed as a true record. (MP/PK)
1019/03 Matters arising from minutes of 5th September 2019 meeting.
jj. Interactive speed signs (DP). DP explained the project for the benefit of the two observers. Letters had been sent to the Chairmen of Llanyre, Penybont and Rhayader Councils. No direct responses yet received, However, Both the Rhayader and Llanyre Clerks had indicated that the letter would be on the Agenda of their Council’s next meetings. It was noted that as there was no indication of left or right turns when approaching Crossgates roundabout from Rhayader, drivers often mistook cars ahead slowing to turn there as indicating to turn at the roundabout. DP noted this. kk. Defibrillator (DP). Still awaiting price from Leon. Dave Pontin indicated half day work at approx. £125.00 It was proposed to accept this (MP/PK) subject to confirmation of the price. ll. Grass Cutting Training would take place 22nd October. Tony will attend. Cost to be confirmed. mm. Community centre invoice. An invoice had been received but the date of the invoice and the date of room use did not match. Clerk to Check. In view of the small amounts of
21 the invoices, it was suggested to see if the payments could be added to the regular funding awards made to support the hall from the CC or if reverse invoicing may be agreed by the Community Hall Committee. nn. Trees. It was noted that applications made to Woodland Trust for free trees needed to identify the locations with grid reference. Penybont Garden Centre had given a price of between £50 – 100 (dependant on size)as a price for a Scots Pine to replace the Drover’s Tree. Clerk to check prices from other tree nurseries.
1019/04 Highways and PCC matters. In the absence of Cllr Weale DP gave some background information for the benefit of the observers. m. Tri-Towns – no recent updates, no progress known of. n. Other highway or PCC items: • DP update – Cycle route. DP advised that no progress had been reported. • Traffic Counters at the Fron – register speed. If 85% of traffic is at limit or below there tends to be no action from Welsh Government.
1019/05 Village and Community Issues. q. Community Centre: was noted still some difficulty accessing that the website. No meeting dates had been advised. DP advised still good use of the building and no concerns were known. r. Other Community Matters: • Community Play Areas: no progress yet replacing damage sign Penybryn, supplying new ownership and no dog signs Clerk to follow up it was agreed that the clerk could make an internet payment for these. Worn areas around drain cover (Tan-y-Fron) not yet completed, MP to undertake asap. PK and DP to look into missing bolt covers (both sites). There was a discussion regarding the repair and renovation of the perimeter chain link fencing and supporting posts. It was thought that these may continue to be the responsibility of PCC. MP had seen Steve Gealey (PCC) who had said he would check if the fences were PCC responsibility. Clerk to follow up • Action Plan for Community Engagement: as a follow up to item 0719/03e community tree planting – see 1019/03e above. • Hedges had been cut s. Two residents had indicated an interest in co-option, both were in attendance at this meeting. The current members thanked them for their interest and invited them to join the Community Council. Copies of the code of conduct and XXX forms were given to them for consideration and on confirmation of eligibility, completion. As Mr Lawrence currently lives in a difference CC electoral area, his eligibility would be confirmed and forms posted to him.
1019/06 Finance (l) To receive and approve the balance of income and expenditure, together with invoices for payment.
Balances in hand as at 02/10/19:
Current Account £. 6,747.00 Savings Account £ 3,802.98 £10,549.88
Ring Fenced balances: £6,747.00
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Payments made and agreed. Internet banking Approved: General Admin Expenses to 30/09/19 – Refund to V L Garwood (Clerk) £ 69.20 agreed (PK/MP) It was noted that the cheque for the Internal audit had not ben cashed. Clerk to check with the internal auditor. (m) The re-signed Audit documents had been returned to Grant Thornton, however a letter had been received from them (dated 27th Sept 2019) to say that the audit had not been signed off as information was still awaited. The clerk noted that their letter was dated prior to the final audit date of 30th September and that the only outstanding issue at that time was the re-signed form, she had emailed Grant Thornton to advise them that the forms had been posted to them, but had noticed that their letter of the 27th was from a different address in Cardiff to the previous correspondence address – no reply had been received . The letter advised that the notice of audit should be posted for public information. This had been posted on the website and the community notice board.
1019/07 Correspondence:
• INFORMATION: Newtown Town Council Wales Tree of the Year – voting. Noted • INFORMATION: Clinical Waste - letter from Julie Rowles (Powys THB). Noted • INFORMATION: Heart of Wales Line Forum AG. Noted • CONSULTATION: BT Payphone Removal Consultation (Powys) 2019. Continue to object to the removal of the pay phone Clerk to complete consultation • FUNDING APPLICATIION: Powys CAB. There was a short discussion regarding the validity of the members of the Community Council making funding awards except to local community activities as they were unelected. It was noted that there was no formal process for making awards of any kind. Clerk to draft a funding policy for consideration at the next meeting.
1019/08 Planning Applications ( 9.05pm Mr Lawrence left the meeting) • 19/1430/FUL: Erection of an agricultural workers dwelling – the application was briefly discussed and supported with no objection. It was agreed that the application furthered the progress of local business enterprise and reduced environmental impact associated with poultry unit access traffic. • Crossgates Round-a-bout site. PCC planning officer had been contacted and he advised that no recent change of use applications had been made. The current activity was being monitored as part of a planning enforcement investigation – the outcome may be a requirement to cease activity or submit a retrospective application.
1019/09 Member Discussions and items not on the agenda: • Remembrance Wreath – DP to check with JO, who will collect the wreath and deliver to the church. A donation to the British Legion of £25 was approved (MP/PK)
1019/10 Date and time of next meeting: 7pm 7th NOVEMBER 2019 at Crossgates Community Centre
Meeting Closed 9.15 pm
SIGNED
DATE
23
MINUTES Ordinary meeting held at Crossgates Community Centre at 7.00 pm. on THURSDAY, 7th NOVEMBER 2019
1119/01 Present: Derek Price (Chair), Jennifer Le Mesurier, Phil Knill, Mike Phillips, Karen Hanmore, Martin Lawrence
Apologies: it was noted that PCC Officers had advised that Cllr Weale would attend and no apologies had been received . It was further noted that it was some time since PCC had been represented at the meeting and it was decided to ask that a written up date be provided should the local member not be able to attend.
1119/01a Declarations of Interest: None
1119/01b The chairman welcomed Mrs Le Mesurier and Mr Martin Lawrence who were both attending their first meeting as co-opted Councillors. Their Declarations of Acceptance of Office were completed and witnessed by the Clerk/RFO.
Cllrs Cllr. Jane Narborough and Cllr. Angela Davies representing Rhayader Town Council, were welcomed. Cllr Derek price gave a short overview of the Speed reduction signs proposal which was followed by Questions. RTC Cllrs noted a OVW meeting in Jan 2019 where police and Transport For Wales representatives had indicated evidence of need. DP thought that as these were only speed indicators and did not have legal powers to indicate a speed limit and as they were being funded locally providing they adhered to planning and highway visibility they were acceptable. It was agreed that there was a need for permission to fit brackets on existing street furniture e.g Lamp posts. DP stated he would take responsibility for ensuring the signs were kept charged and passed to and from each TCC. DP to check planning needs and legality. Meanwhile each potential participating Council to identify sites and cover the costs of brackets for those sites. DP thanked XXX for their interest. XX left the meeting at 7.30
1119/02 Minutes of the Previous Meeting: The minutes of 03/10/19 were agreed and signed as a true record. (PK/MP)
1119/03 Matters arising from minutes of 3rd October 2019 meeting.
oo. Interactive speed signs (DP).see 119/01b above.. pp. Defibrillator (DP). Dan Pontin indicated had confirmed the price and an interest in undertaking the work. The clerk had emailed him to suggest he contact Knills SS to arrange access times and to collect the Defib – which is currently stored there. qq. Grass Cutting: Tony had attended the training course and had sent o letter of thanks. It was noted that road signs were required. DP had identified a supplier and it was agreed the clerk could place an order and if necessary pay by IB for 4 signs up to a value of £150 +vat. (KH/PK) rr. Trees. Dingle Nursery could supply a Scots Pine (XXX). Clerk advised that there was a large amount of fungi by the site of the Drovers Tree, which may be Honey Fungus. It was agreed MP to ask Penybont Garden Centre to supply a tree and also to check the
24 site for suitability to replant. (KH/PK). ss. Remembrance Wreath – PK to arrange collection and lay the wreath at the Church Service. DP noted that RBL could provide a logo on the wreath, this was noted for next year. . 1119/04 Highways and PCC matters. In the absence of Cllr Weale DP advised: . o. Tri-Towns – no recent updates, no progress known of p. Other highway or PCC items: • Cycle route. DP advised that no progress had been reported but that the PCC Cycing Officer was keen to progress this. • It was agreed to ask Cllr Weale to provide information regarding potential cuts by PCC in the provision of street lighting. • Drain Cover by Tan-y-Fron still in need of repair, PCC aware.
1119/05 Village and Community Issues. t. Community Centre: No date known for the AGM. Clerk to enquire. u. Other Community Matters: • Community Play Areas: no progress yet replacing damage sign Penybryn, supplying new ownership and no dog signs Clerk to follow up it was agreed that the clerk could make an internet payment for these. Worn areas around drain cover (Tan-y-Fron) not yet completed, MP to undertake asap. PK and DP to look into missing bolt covers (both sites). There was a discussion regarding the repair and renovation of the perimeter chain link fencing and supporting posts. It was thought that these may continue to be the responsibility of PCC. MP had seen Steve Gealey (PCC) who had said he would check if the fences were PCC responsibility. Clerk to follow up • Action Plan for Community Engagement: as a follow up to item 0719/03e community tree planting – see 1019/03e above. • Hedges had been cut
1119/06 Finance (n) To receive and approve the balance of income and expenditure, together with invoices for payment.
Balances in hand as at 07/11/19:
Current Account £ 6,637.80 Savings Account £ 3,842.98 £10,480.78
Ring Fenced balances: £ 3,842.98
Payments made and agreed. The Internal Auditor had confirmed that the cheque for 2018-19 had not been received. This was noted and replacement cheque for £100 was issued.
a. Audit Update. A letter of conclusion of the 208-19 Audit had been received. The outcome was an Unqualified Audit. There were some small recommendations regarding the style of presentation of information and an adjustment to the creditors figures that was required in the next audit. These were noted.
25
(o) Draft Funding Awards Policy and potential applications: A draft funding policy was approved and adopted. (p) FUNDING APPLICATIIONS: Powys CAB. There was a short discussion of the benefits and value of the service. An award of £25 was approved (JLM/MP). Powys Dyslexia Support Group, a letter for support was read. As there was no indication of the direct support given in the CC area it was decided not to make an award on this occasion.
1119/07 Correspondence:
• INFORMATION: T Cook training completed – licenced for 5 years – certificate to follow. • SUPPORT REQUEST: Steve Shaw, Director, Power for People. Noted • INFORMATION: Countryside Services PCC – Rights of Way Improvement Plan. Potential lottery application. Call for Expressions of Interest (EOIs – Noted. Contact regarding potential of Circular Walk. • CONSULTATION: Revisions to the Housing section of Planning Policy Wales and associated advice and guidance; Revised planning guidance in relation to flooding and coastal erosion; Revisions to Planning Policy Wales regarding the use of compulsory purchase powers and updated guidance on the compulsory purchase procedure in Wales. Closing dates noted. • CONSULTATION: Independent Remuneration Panel for Wales Draft Annual Report - February 2020. Noted
1119/08 Planning Applications: No new applications had been received. • Crossgates Round-a-bout site. No further correspondence had been received from PCC
1119/09 Member Discussions and items not on the agenda: • Circular Walk – it was decided to contact MST at PCC to suggest this be considered as an EOI to Countryside services – see 1119/07 above.
1119/10 Date and time of next meeting: Monday 9th DECEMBER 2019 at Crossgates Community Centre at 7pm. When the main item on the agenda will be the 2020-21 Budget and Precept
Meeting Closed 9.15 pm
SIGNED
DATE
26 MINUTES Ordinary meeting held at Crossgates Community Centre at 7.00 pm. on MONDAY, 9th DECEMBER 2019
1219/01 Present: Derek Price (Chair), Phil Knill, Mike Phillips, Karen Hanmore, Martin Lawrence
Apologies: Jennifer Le Mesurier, it was noted that PCC Officers had advised that Cllr Weale would attend but no apologies had been received.
1219/01a Declarations of Interest: None
1219/02 Minutes of the Previous Meeting: The minutes of 07/11/19 were agreed and signed as a true record. (PK/MP)
1219/03 Matters arising from minutes of the previous meeting.
tt. Interactive speed signs (DP). Trunk Road Agency views had been requested a holding letter had been received noting that TRA was consulting with WG. uu. Defibrillator (DP). No Progress. Noted that as it was a considerable time since the defib was purchased, batteries need to be checked. DP to ring and clerk to re-emailed. vv. Grass Cutting: The certificate for Tony attending the training course had been received and sent on to him. Signs supplier identified by DP had been contacted with a view to confirming an order for 4 signs. ww. Trees. MP yet to contact Penybont Garden Centre to supply a tree and also to check the site for suitability to replant. Follow up for next meeting. . 1219/04 Highways and PCC matters. Members noted disappointment at the absence of Cllr Weale. There was a short discussion and it was agreed that there were no new Highway issues of concern. However, the two points noted in November remained: . • It was agreed to ask Cllr Weale to provide information regarding potential cuts by PCC in the provision of street lighting. • Drain Cover by Tan-y-Fron still in need of repair, PCC aware.
1219/05 Village and Community Issues. v. Community Centre: No date known for the AGM. Clerk to request copies of 2018-19 accounts, update on AGM and affiliation fees of the CC as a member of the Hall Committee. w. Other Community Matters: • Community Play Areas: no progress yet replacing damage sign Penybryn, supplying new ownership and no dog signs – clerk has contacted supplier with draft text and awaits cost estimate. Worn areas around drain cover (Tan-y-Fron) not yet completed, MP to undertake asap. PK and DP still to look into missing bolt covers (both sites). There was a discussion regarding the repair and renovation of the perimeter chain link fencing and supporting posts. It was thought that these may continue to be the responsibility of PCC. Clerk reported that Steve Gealey (PCC) said the fences were the responsibility of Housing and that he had contacted them and would report back.
27 • Ditch behind the school to be cleared MP will also look to re-open in his field.
1219/06 Finance (q) To receive and approve the balance of income and expenditure, together with invoices for payment. The balance sheet was approved and proposed payments made and agreed. Clerk fees approved for payment in January.
Balances in hand as at 09/12/19:
Current Account £ 6,348.80 Savings Account £ 3,842.98 £10,191.78
Ring Fenced balances: £ 3,842.98
The balance sheet was approved and proposed payments made and agreed. Clerk fees approved for payment in January.
(r) The 2020-21 precept budget was considered. The following adjustments were made proposed cost of grass cutting reduced as this was now to be undertaken by volunteers; Clerk Fees approved (KH/MP) Speed signs – the need to cover full costs if o other CC’s participate in purchase was discussed. Not taking this project forward may need to be considered, high cost ‘v’ long term impact was discussed. Noted not suitable to be used by the Vron as only recommended for less than 40mph sites. DP to find out the purpose of the counters currently located there. A precept of not to exceed £20.11 was approved – noted that the adjustments may reduce this.
1219/07 Correspondence: • INFORMATION: Llandrindod Wells TC – support for Powys Pride event 27/06/20 . Noted and agreed to display promotional posters. • GOVERNANCE INFORMATION: Welsh Government: Biodiversity reporting to be completed by the end of the year as a duty under the Environment Act (Wales) 2016. It was noted that this was a new requirement and in addition to completion would require further consideration at a later date to develop an action plan. • INFORMATION: Acknowledgement letter from WG outlining process to deal with query regarding speed reduction signs. Noted.
1219/08 Planning Applications: No new applications had been received.
1219/09 Member Discussions and items not on the agenda: • 20mph signs – DP to check if the operating times of these have been adjusted since the ‘daylight saving’ time changes at the beginning of November. 1219/10 Date and time of next meeting: Thursday 6th February 2020 Crossgates Community Centre at 7pm, unless an earlier meeting is required for planning (9th January was set if required). The Chairman wished everyone a Merry Christmas and Happy New Year Meeting Closed 8.50 pm
SIGNED DATE
28 MINUTES Ordinary meeting held at Crossgates Community Centre at 7.00 pm, on Thursday 6th February 2020
0220/01 Present: Derek Price (Chair), Phil Knill, Mike Phillips, Jennifer Le Mesurier, Cllr Martin Weale
Apologies: Martin Lawrence, Karen Hanmore resigned due to family commitments. Her past commitment and support were acknowledged by the Chairman, this was unanimously agreed by all other members who all gave their sincere good wishes to her and her family.
0220/01a Declarations of Interest: None
0220/02 Minutes of the Previous Meeting: The minutes of 09/12/19 were agreed and signed as a true record. (PK/MP)
0220/03 Matters arising from minutes of the previous meeting.
xx. Interactive speed signs (DP). Dean Williams (Highways) had advised DP that WG will not allow siting on their Street Furniture, but possibly County (PCC) ones can be used. Cllr Weale offered £50 towards the cost of fittings and advised that this offer had also been made to Llandegley & Penybont CC. yy. Defibrillator (DP). No Progress. Clerk to contact Dan Pontin again. PK to pass number of Leon Jones to DP to ring him as an alternative electrician. The siting of the Defib at the Community Centre would be considered if this could not be resolved by the next meeting. zz. Grass Cutting: Signs supplier to be delivered at the end of February. aaa. Trees. MP had been in touch with Penybont Garden Centre. They will check the price to supply a tree and also to check the site for suitability to replant. Follow up for next meeting. . 0220/04 Highways and PCC matters. Cllr Weale apologised for missing a number of meetings due to email issues and staff changes at PCC and asked if he might be sent a text message reminder in future. . • Advised that a 5% increase was proposed by PCC • Noted that he was disappointed that PCC did not regularly use local traders / businesses and he had raised this in Council. This was agreed by CC members who noted that the tendering process was complex and although many businesses would be happy to go through the formal process, they often did not have the time to find the opportunities in the first place as these were not marketed locally. • No current information regarding potential cuts by PCC in the provision of street lighting • Drain Cover by Tan-y-Fron in need of repair had been marked. DP to send Dean at PCC a photograph.
0220/05 Village and Community Issues. x. Community Centre: Clerk has request copies of 2018-19 accounts, update on AGM and affiliation fees of the CC as a member of the Hall Committee. No AGM date has been
29 advised. y. Other Community Matters: • Community Play Areas: Clerk has contacted Steve Gealey again regarding the fences which are thought to be the responsibility of Housing. Cllr Weale advised that SG had copied him in to the email to Housing. Awaiting update.
0220/06 Finance (s) To receive and approve the balance of income and expenditure, together with invoices for payment. The balance sheet was approved and proposed payments made and agreed. Clerk fees approved for payment in January.
Balances in hand as at 05/02/20:
Current Account £ 7,678.80 Savings Account £ 3,964.89 £11,643.69
Ring Fenced balances: £ 4,964.89
(t) The 2020-21 precept budget request had been submitted. The amount requested was confirmed to be £6,800.43 being £19.32 (u) The Following funding applications were considered: • Brecknock & Radnor Sports Partnership request for funding support for annual awards event. DP declared an interest as had some involvement with sports events members asked him to give additional background information – 8.25pm DP left the room while the application was further discussed. An award of £25 to be returned should the event not proceed was agreed (MP/PK) DP returned. 8.34 pm • Llandrindod Wells and Area Twinning Association – general funding request. – refused.
0220/07 Correspondence:
• INFORMATION: Powys Community Health Council: Newsletter - NOTED • INFORMATION: celebrating the 75th Anniversary of VE Day - 8th May 2020 – CHECK if school doing anything. • FUNDING APPLICATION: Brecknock & Radnor Sports Partnership – See 0220/06c • FUNDING APPLICATION: Llandrindod Wells and Area Twinning Association – general funding request. – see 0220/06c • INFORMATION: PCC draft Supplementary Planning Guidance as outlined in Appendix 2 of the adopted Powys Local Development Plan. Archaeology; The Historic Environment; Land Drainage and Flooding - six-week public consultation set to start the week commencing Monday 20th January 2020. NOTED • CORRESPONDENCE: Crossgates Community Centre – copy of email from LFCC regarding the AGM and funding contributions (ref min 1219/05) - See 0220/05a • INFORMATION: Welsh Government: SuDS - proposed amendments to two Orders on Sustainable Drainage – NOTED • CONSULTATION: Transforming Education in Powys strategic review of education -respond by 24th February 2020 - NOTED
30
0220/08 Planning Applications: 20/009/FUL (Plot Northwest of Studio Cottage, Crossgates). Although there were no objections to the development. The following points were noted: A right of way to access fields (which runs beside the proposed development) must be kept open at all times. It was also noted that the application plans refer to a ‘septic tank’. Community Council members assume that planning and building regulations approvals will ensure that this is compliant with current best practice.
0220/09 Member Discussions and items not on the agenda: • No additional items were raised.
0220/10 Date and time of next meeting: Thursday 5th MARCH 2020. Crossgates Community Centre at 7.00 pm.
Meeting Closed 8.55 pm.
SIGNED
DATE
31 MINUTES Ordinary meeting held at Crossgates Community Centre at 7.05 pm, on Thursday 5th MARCH 2020 (NB: still draft at 30/6/2020 Covid -19 restrictions prevented approval meetings)
0320/01 Present: Derek Price (Chair), Phil Knill, Mike Phillips, Martin Lawrence, Cllr Martin Weale
Apologies: Jenifer Le Mesurier, 0320/01a Declarations of Interest: None
0320/02 Minutes of the Previous Meeting: The minutes of 06/02/20 were agreed and signed as a true record. (PK/MP)
0320/03 Matters arising from minutes of the previous meeting.
bbb. Interactive speed signs (DP). No further correspondence from Highways/WG. Agreed to contact again Rhayader TC, Llanyre CC and Llandegley & Penybont CC to see if they wished to continue a shared project andthen re assess costs and locations with those that so wish (MP/DP) ccc. Defibrillator (DP). Although Dan Pontin (Electrician) had confirmed his willingness to install the Defib and apologised for delay, no response had been received from Mr Peter Knill confirming that it could still be installed at Crossgates Service Station. Cllr Weale reported that he had spoken directly with MR Knill who had advised him that the unit was larger than he had anticipated and additionally that after a number of break-ins at the premises he was no longer comfortable with hosting the siting of the defib and would prefer if possible that the CC find another location. As the defib is for wide community benefit the location needed to be easily accessible, and because of its wide use and community focus the Community Centre was proposed (MP/PK). DP left the room to speak with the Chairman of the Centre about this proposal, he reported that Mr Richards had responded that he felt the Community Centre Committee would be delighted to host the Defib. Agreed to formally write to the Community Centre and to again contact Dan Pontin to ask if he would be able to install the Defib there. (MP/PK) ddd. Grass Cutting: Signs received. DP to take them to Mr Cooke after the meeting. eee. Trees. Ongoing. fff. Play Areas -no update from Steve Gealey re fences . 0320/04 Highways and PCC matters. . • Cllr Weale Advised that he had voted against the 5% Council Tax increase proposed by PCC, this had been reduced to 4.80% which he also felt to be too high and did not support. There was discussion about how the PCC funds were distributed to services. MW agreed to ask for an updated version of the pie chart of funding / expenditure circulated last year. • Local procurement and the Powys Pound was discussed. Members were aware that a supply contract was recently awarded to a machinery dealer in XXX, It was noted that although there was a local agent for these items they had not been asked to quote. It was agreed to write to PCC to ask what the procurement process had been in this case – and to look into how to make a freedom of information request if necessary. (PK/DP) • Drain. DP had sent a photograph to Dean at PC
32 • Cllr Weale advised that a 50mph speed limit was to be established through Llandegley. • Concern over standing water (on offside of A44 when travelling towards Rhayader) between Park motel and Geoff Harris’ development site. Contact Nantmel Community Council. Clerk reported on PCC highways problems 5/3/19 reference number is 0067-0426-2597-1002.
0320/05 Village and Community Issues. z. Community Centre: A letter addressed to the Clerk and the Chairman of the Community Centre Committee had been received from Cynthia Shepperd Radnor WI asking about the dates of the AM and indicating that no committee meeting had been held since 2018. The CC letter of 10/12/19 was referred to and it was noted that no date for an AGM had been received. It was noted that the Community Centre was a charity and would need to comply with Charity regulations. DP to get copy of the Constitution. aa. Other Community Matters: • Community Play Areas: Clerk has contacted Steve Gealey again regarding the fences which are thought to be the responsibility of Housing. Cllr Weale advised that SG had copied him in to the email to Housing. Awaiting update.
0320/06 Finance (v) To receive and approve the balance of income and expenditure, together with invoices for payment. (w) The balance sheet was approved and proposed payments made and agreed. Clerk fees approved for payment in January.
(x) Balances in hand:
Current Account £ 7,638.80 Savings Account £ 4,004.89 £11,643.69
Ring Fenced balances: £ 7,200.00
(y) It was agreed to appoint Tracey Price as internal auditor. (z) The Risk Assessment was circulated. The play area had been added. The updated document was agreed in principle with any additions / amendments to be passed to the clerk by 13/03/20. (aa) It was advised that no cheque had yet been issued for the CAB funding award agreed in November (see 1119/06c). As this was for 2020-21 it was agreed to defer the issue of the cheque until the next financial year. (bb) The Following funding applications were considered: • Llangollen International Music Festival 2020 – general funding request. – refused.
0320/07 Correspondence:
• INFORMATION: Via Cllr Weale – various re support to flood victims (Feb 2020). Noted
33 • CONSULTATION: Consultation on future audit arrangements for Community Councils in Wales closes 19th March 2020. Noted • CONSULTATION: Independent Remuneration Panel for Wales draft Supplementary Report reimbursement of costs of care. Noted • FUNDING REQUEST: Llangollen International Music Festival 2020 – general funding request. See 0320/06e • INFORMATION: Keep Britain Tidy - Great British Spring Clean 2020 20 March - 13 April 2020. Noted, Cllr W – offered to take part. • INFORMATION: Wales Audit Office - PRESS RELEASE 5 February 2020 66% of councils met the statutory deadline for publishing their audited accounts. Noted that LFCC completed all audit requirements in time and received Unqualified Accounts report. • GOVERNANCE INFORMATION: Play area inspections – register with PCC by 9th April The cost of Inspection is £72.00 (£60.00 plus VAT) per site. Noted. Clerk to submit form. • GOVERNANCE INFORMATION: Town/Community Council have an entitlement under Regulations 103-115 of the Representation of the People (England and Wales) (Amendment) Regulations 2002 to receive one copy of the Full Register of Electors for the area that you represent. Request E – version • MEMBERSHIP: One Voice Wales – 2020/21 Membership information. To consider at the AGM • LETTER: Radnor Federation of WIs – request for date of Community Centre committee meeting. Noted CC copied in to correspondence with Community Centre by WI. See 0320/05a - in addition it was suggested to ask if the Community Centre Committee needed any support.
0320/08 Planning Applications:
20/0264/FUL: Erection of 3 tree houses, alterations to access, installation of treatment and all associated works. Site Address: Land At Llwyn , Crossgates. No objections. Members noted support for farm diversification.
0320/09 Member Discussions and items not on the agenda: • There were no items additional to those discussed during the meeting.
0320/10 Date and time of next meeting: Thursday 2ND APRIL 2020. Crossgates Community Centre at 7.00 pm.
Meeting Closed 8.50 pm.
SIGNED
DATE
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