Draft Minutes of the Ordinary Meeting held on Thursday 21st March 2024, at the Welfare Hall, Heol Y Felin, Cwmgwrach and via Zoom, commencing at 6.30 pm
Present: Cllr C Edwards (Chair), Cllr A Edwards, Cllr A Hipsley, Cllr D Jones, Cllr J Bulman, Cllr R Williams and Cllr P Rudd.
Council Employees Present: Clerk/RFO Linda Evans
Members of the Public Present: Cllr H Davies (on Zoom)
146/23 Apologies: Cllr M Mortimore, Cllr R A Williams, and Cllr A Doherty had sent their apologies.
Chair Cllr C Edwards started the meeting at 6.30 pm by welcoming all present. The meeting is held as a multi-hybrid meeting in accordance with The Local Government and Elections (Wales) Act 2021. Council Standing Order 3b(i)
147/23 Declarations of Interest: There were no declarations of interest at this meeting.
148/23 County Councillor`s Report:
- Cllr H Davies updated the meeting in relation to item 135/23 – the pothole by the shoe shop junction has been repaired. Cllr Davies has also requested that the High Street is resurfaced. No reply to this request yet but Cllr Davies will keep the Council informed of any developments. RESOLVED
- Cllr H Davies asked the meeting if the refuse/recycling collection had improved since Cllr D Jones raised a concern at the last meeting – agenda item 135/23 – Cllr H Davies did report that the road sweeper had visited the village after the last collection to clear any rubbish left on the road and pavements. Cllr D Jones reported that he had seen no improvement. RESOLVED Cllr H Davies will chase up this issue and report back to the Council.
- Matters concerning Police and Crime – Cllr H Davies reported that the Leisure Centre and Skate Park in Glynneath have experienced acts of vandalism, this has been reported to the Police. RESOLVED
149/23 To Approve the Minutes of the Meeting held on 15/02/2024
There is one correction, the correct date for the next Finance and Audit Meeting will be 18th April, 2024. Proposed and seconded that the minutes from the meeting held on 15/02/2024 are a correct record thereof. RESOLVED
150/23 Matters Arising from the Meeting held on Thursday 15th February 2024:
- Matters arising Meeting with School item 66/23/ e) Cllr C Edwards as Council Representative of the School Governing Body attended the Spring Term meeting on 05/03/24 and reported to the Council that the school budget will include the use of the Welfare Hall. RESOLVED
- Matters Arising Community Council Bank Signatories item 101/23 (e) no update received from Cllr M Mortimore. RESOLVED Clerk to contract Cllr M Mortimore to check all paperwork has been completed.
- Matters arising Grounds Person cleaning of the Park item 139/23 (b) – Clerk has sourced a safe and eco friendly product to clear the moss in the children’s park area. This will require the Grounds Person to wear the necessary PPE and keep the park closed for 48 hours so two applications can be made. Data Sheets provided for H&S Folder. RESOLVED Council agree for the work to go ahead. The slippery paths around the back of the Welfare Hall have been power washed and cleaned, Cllrs reported there were still areas that were slippery. This may be due to the excessive rain. RESOLVED Clerk to request the Grounds Person inspects the path areas for any issues.
- Matters Arising Review Budget Items and “5 Year Plan” 144/23 (a) Vandalism of the park lighting. Clerk needs to discuss the damage with the insurance company. It was proposed in the meantime a quote be requested from the Council Electrician to find out a cost for a temporary fix. RESOLVED Clerk to action
- Matters Arising Review Budget Items and “5 Year Plan” 144/23 (b) Cllr D Jones will join Cllr C Edwards and Cllr R Williams as members of the Hall Committee. RESOLVED the Committee will meet before the next Ordinary Meeting to discuss ways to promote the Hall – date put forward Tuesday 16th April 2024. Clerk to arrange the meeting and set the agenda.
151/23 Agenda Items
- Feedback regarding Hire of the Welfare Hall – Due to the confidential nature of the discussion the Council resolved to enter Closed Session under Section 100 of the Local Government Act 1972 & the Council Standing Order 3c to Discuss Personnel Issues.
- OVW/NPT Liaison Meeting – Cllr C Edwards and Clerk had attended the meeting on line. Cllr C Edwards gave an overview of the meeting, which was very good and informative, items discussed, an overview of the progress of the Wales Audit Office, Councillor and Council Staff training program, update on the councillor allowance, the recruitment and retention of Council Clerks and Democratic Health (difficulties attracting new Councillors). Cllr C Edwards had also raised the councils concerns regarding the costs received from the Wales Audit Office. The meeting received a presentation from the OVW Working Group – Cost of Living. RESOLVED Councillors at the meeting thanked Cllr C Edwards for the report given.
- Councillor Renumeration Payments 2024/25 – Due to the confidential nature of the discussion the Council resolved to enter Closed Session under Section 100 of the Local Government Act 1972 & the Council Standing Order 3c to Discuss Personnel Issues.
- Town and Community Council Civility and Respect Pledge – A initiative introduced on behalf of Town and Community Councils, the SLCC (Society of Local Council Clerks), NALC (National Association of Local Councils) and OVW (One Voice Wales) to sign the pledge to publicly commit that it will treat councillors, clerks, employees, members of the public, and representatives of partner organisations and volunteers with civility and respect in their roles. RESOLVED Clerk to complete the pledge on behalf of the Council.
152/23 Planning: There are no planning applications
Renovations of the Calfaria Baptist Chapel are being completed. A question was raised as to parking provisions outside the building, especially if there is an application for a change of use. RESOLVED Clerk to send the original planning application to Councillors for their information.
153/23 Crime and Policing
Clerk reported on the January 2024 – Crime Map and Figures as reported on the Police UK website. Reported Crimes were as follows in the Blaengwrach/ Cwmgwrach Area: 2 Other Theft, 1 Antisocial behavior, 1 Shoplifting, 1 Public Order, 1 Criminal Damage/Arson.Councillors discussed the recent damage to the Park Lighting. RESOLVED and noted.
154/23 Finance
The following payments were scrutinised and approved:
Monthly E&I Report 16/02/2024 to 21/03/2024 | ||
Payments Made | 16/02/2024 to 21/03/2024 | Amounts £ |
Staff Wages and Pensions | (4 weeks) | £2586.05 |
HMRC | Tax and NI 05/02/24 to 06/03/24 | £503.47 |
Utility Warehouse Ltd | Electricity @ Welfare Hall January 2024 | £246.34 |
Welsh Water | Water Rates for Welfare Hall | £125.00 |
Welsh Water | Water Rates for Cemetery | £30.00 |
Zoom Business | Monthly Fee for Wi-Fi Platform for Meetings | £15.59 |
EE Limited | Monthly Wi-Fi Rental @ Welfare Hall x2 months | £101.56 |
British Gas | Hall Usage 17/01/24-16/02/24 | £654.02 |
Tesco Mobile | Council Phone TopUp | £10.00 |
Wales Audit Office | Audit Fees | £1,000.00 |
Wales Audit Office | Audit Fees | £2,400.00 |
Wales Audit Office | Audit Fees | £490.00 |
Income Received | 19/01/2024 – 15/02/2024 | Amounts £ |
SRCC Stores Ltd | Monthly Rental of Shed in the Park | £30.00 |
TSB Bank | Monthly Interest on “Reserve” Saver | £10.53 |
Celtic Archers | Hall Hire Fees – February 24 | £168.00 |
Singing for the Brain (Empower CIC) | Hall Hire – February 24 | £72.00 |
VIEW (Glynneath) Ltd | Hall Hire Yoga – February 24 | £48.00 |
A H Lewis Funeral Director | Internment Fee | £200.00 |
Sion-Lee Savage Danzfit | Hall Hire December 23 | £36.00 |
HMRC | Vat return 01/04/2023-31/01/2024 | £2,383.79 |
NPTCBC Messy Play | Hall Hire Dec 23 x2 (overpayment) January 24 | £192.00 |
Cwmgwrach Judo Club | Hall Hire – January and February 24 | £72.00 |
Account Balances | As at (Date) | |
General Account | 21/03/2024 | £2,489.18 |
Reserve/Saver Account | 21/03/2024 | £5,295.19 |
Total Account Balances as at 21/03/24 £ | 7784.37 |
Clerk reported an overpayment by NPTCBC of £76.00. Leases and Hire Fees owing £184.00. And the VAT return received £2,383.79. RESOLVED
155/23 Correspondence & Section 137 Request:
- Email S Williams – Community Hall – email concerned disappointment that the Blaengwrach Primary School was subject to a new hire agreement. RESOLVED all Councillors have received the concerns, Clerk to reply as instructed on their behalf.
- 13th Cwmgwrach Scouts – email Emma Craven – Email has been circulated to the Councillors and raises concerns with the state of the entrance to the Scout Hall. RESOLVED Clerk to look at lease agreement and investigate funding for repairs.
- Black Popular Tree Donation – information passed on by Cllr H Davies – donation of 10 trees that are rare and an endangered native timber tree in Britain. RESOLVED Clerk to get in touch with Celtic Wildflowers for planting at the Cemetery.
- Hedgehogs r Us – Hedgehog Highway Project – request to purchase surrounds and leaflets to raise awareness (£150.00) – RESOLVED Council are unable to contribute at this time but Clerk will look out for future correspondence.
- Blaengwrach Old Age Group – Concession Request for charges to hire the Welfare Hall – Council RESOLVED to discuss during Closed Session and Clerk will inform the Group of decision on behalf of the Council.
- Celtic Archers – Increase in Fees – letter raising concerns over the increase in fees from 01/04/2024. Council RESOLVED to discuss in Closed Session. Clerk will respond to the letter on behalf of the Council.
156/23 Review Budget Items and “5 Year Plan”:
No further updates – items such as lights and paths were discussed in Matters Arising. RESOLVED
157/23 Set Date, Time & Proposed Agenda Items for the next meeting; …
The next meeting of the Finance and Audit Committee will meet at 5.45 pm 18th April 2024 followed by the Ordinary Meeting of the Community Council will be held at 6.30 pm The venue of the meetings will be the Welfare Hall, and available remotely on Zoom. The proposed agenda items are, at this time – None
Notices for the meetings will be posted at least three working days before they are due to take place
The Council resolved to enter Closed Session under Section 100 of the Local Government Act 1972 & the Council Standing Order 3c to Discuss Personnel Issues.
Meeting closed at 8.00 pm