Cyngor Cymuned Abbeycwmhir Community Council MINUTES A meeting of Cyngor Cymuned Abbeycwmhir Community Council was held on Thursday 11th March 2021 at 7.00pm The meeting was held as a Video Conference with due regard to Covid-19 restrictions in place at the time with reference to the detailed information regarding COVid-19 Regulations set out in The Local Authorities (Coronavirus) (Meetings) (Wales) Regulations 2020 (Web Link - https://www.legislation.gov.uk/wsi/2020/442/made) and The Health Protection (Coronavirus Restrictions) (No. 4) (Wales) Regulations 2020. (Web Link - https://gov.wales/health-protection-coronavirus-restrictions-no-4- wales-regulations-2020 The Community Council Meeting was opened at 7.05pm 0321/01 Present: Julie Evans (Chair), Keith Powell, Brian Rees, Gareth Rees, John Jones, David Jones. Brian Rees was unable to attend throughout the meeting due to technical / internet reasons. Apologies: County Cllr. David Evans for late arrival due to attending the meeting of another Community Council in order to discuss a planning application. 0321/02 Declarations of Interest: None 0321/03 Minutes of the Previous Meeting: Minutes of the Meeting held Thursday, 26th November 2020 were agreed and signed as a true record (KR/DJ) . Presentation At 7.15 pm Jake Berriman, Mel Walters and Jackie Marriot joined the meeting to give a short presentation on the progress of a potential ‘Community Rights of Way Partnerships’ project. It was noted that Jackie had previously asked about an agreement between the CC and PCC that enabled the 2011 circular walk members confirmed that a signed document for that project had not been found. The local walking group had already received two small grants that were Already contributing to the proposal and had been used for leaflets and the proposed information board (NB Notice board already agreed by the Community council to be sited on/by the Community Shed min ref 1120/04) It was explained that to take a new walks proposal forward Abbeycwmhir Community Council would need to sign an agreement with PCC, this might also involve NRW. It was indicated that the Agreement would be likely to require a project management Task Group and it was asked that a member of the CC joins a ‘group’ that is already in place. It was also explained that the new arrangement would cancel and replace that of 2011. It was suggested that the walking group working with other community volunteers will undertake the path development work. Community Councillors asked to view an up to date Agreement before considering agreeing to take responsibility for any terms and conditions that may arise from such an undertaking and also in order to better understand the Partner roles and responsibilities. There was a short discussion about what information had already been sent to Community Councillors, but as this was sent some time ago updated information was requested by them. 0321/04 Matters arising from the previous minutes: • The Abbeycwmhir Heritage Trust notice board showing the new community walks. More details about the board had been received and members were pleased that more sustainable materials would be used for the Board. 0321/05 Community Book: It had been requested that the poorly bound early editions of the book be Cyngor Cymuned Abbeycwmhir Community Council offered to new members of the Heritage Trust at the reduced rate of £12.00/book. There was no object ion to this. The Chairman had been contacted by Mr Coward to advise that he held the book details on a computer memory stick, he had asked for suggestions for how this information might remained available to the community as an archive. It was agreed that the Community Council would take the memory stick and arrange for a copy to be lodged with Powys Archives and another to be held with other council documents by the clerk (JJ/KP). Clerk and JE to arrange hand over from Mr Coward. 0321/06 Planning issues: No new applications had been received. Clerk reported that there had been no update from PCC planning regarding Hawkes Rise or the whether an application had been made for conversion/renovation of the stone buildings behind the Mill house. Clerk to follow up with PCC. Cllr Evans offered to follow up with planning action regarding the Hawkes Rise Development. 032107 Finance: (i) To receive and approve the balance of income and expenditure, together with invoices for payment. The following invoices were approved. (JJ/KP) V L Garwood Clerking Q4 (inc tax. Approve to pay on or after 31/03/2021 )£321.00 (IB) WCVA – payroll services Q4 £21.30 (IB). Grass Cutting (2010-21) £450.00 Refund to clerk ADMIN Costs (Nov 2019 – March 2021) £136.89 The balances set out within the precept budget calculations at 05/03/2021 indicated – agreed (DJ/JE): Current Account. £ 4,104.59 Savings Account. £ 6,414.81 (includes the Book Fund) Bank total £ 8,642.39 (ii) Audit update: the clerk had contacted Grant Thornton about the 2019/20 audit and had been advised to contact WAO this had been done by telephone and they had advised that a large number of audits had not been completed by Grant Thornton and these would now be processed by WAO with the 2020/21 Audits with the outcomes for both being presented in Autumn 2021. (iii) It was agreed to ask Tracey Price to undertake the 2020-21 Internal Audit (DJ/JJ). In addition, it was agreed that if she was unable to undertake this Dave Worgan was approved to be asked. (DJ/KP) The budget for internal audit was confirmed as £100.00. (iv) A short internet banking policy was discussed and agreed to be annexed to the Financial regulations (PK/MP), it was noted that this may need more detail at a future review. (v) A document retention Policy was discussed, approved and adopted. (DJ/JJ) (vi) The risk assessment was reviewed and additions and amendments were approved and adopted. (DJ/JJ) 0321/08 Correspondence: a) Pension Regulator Declaration of pensionable employees – clerk to complete b) Roger Malvern – Website updating – Roger is retiring at the end of March but the Website provision by Upper Bridge will continue. It was agreed to fund training by Upper Bridge to allow the clerk to maintain essential Community Council information on the Website. Best wishes were sent to Roger along with thanks for his past prompt and efficient work. c) Queries regarding local trails and walks – dealt with during the meeting presentation made by Jake, Mel and Jackie. d) Keep Wales Safe – information from Golley Slater – noted e) Census Office – help available for completion of census forms – noted Cyngor Cymuned Abbeycwmhir Community Council f) Draft Social partnership and public procurement (wales) bill – consultation Noted g) Remuneration Panel for Wales Annual Report - February 2021 - Noted h) Future Wales: The national development framework - Future Wales: The National Plan 2040 - published on 24 February 2021 – replaces Wales Spatial Plan. – Noted i) Tilhill - Seeks comments regarding a proposed tree planting scheme ( map previously circulated to CC). There was a discussion regarding the benefits and also potential impacts from future harvesting Members were keen to support local action that has both environmental benefits, assists to combat the effects of Climate Change and provides economic benefit to the area, although they understand it will be many years before there will be income from harvesting. Members noted that in the case of larger built development and infrastructure schemes there are often 'community benefits', and they noted that there will eventually be an impact in the area from the results of harvesting the commercial element of the planting. Clerk to contact Tilhill with these points and propose that they discuss with the CC the potential of supporting a small community project. 0321/09 Local Member Update: no specific issues to report upon. Cllr D Evans had also attended the most recent Windfarm Development Community Liaison meeting and endorsed the points made by BR. 0321/10 Community Matters. (a) Training – none (b) Highway Matters – KP advised that the river is cutting back towards the road about 10 metres above cuckoo bridge. Cllr Evans agreed to view the problem and report to PCC. (c) Windfarm – BR had attended a Community Liaison Meeting and gave a short update. Developers advised that the applications in respect of need for power lines to carry electricity generated from the development were following the timetable. However, it was believed that the site would not be generating power for at least 10yrs and as a result communities would see no financial benefits until that time. Developers anticipate asking for Montgomeryshire and Radnorshire YFC representation on the Liaison Group. A further 6 week consultation about the development was planned to take place in the summer. (d) Covid-19. The Community Council continued to operate within the Legislative Guidance in Wales. The Hall Committee members were continuing to work towards the safe use of the hall, however it remains closed. 0321/11 Member Discussions and items not on the agenda: • No AOB items were brought forward. 0321/15 Date of Next Meeting: the next Ordinary Meeting will take place on 20th May 2021 after the conclusion of the Annual meeting. Venue to be advised subject to Covid-19 restrictions Meeting Closed 8.44 pm SIGNED DATE Cyngor Cymuned Abbeycwmhir Community Council .