Draft Minutes of the Ordinary Meeting held on Thursday 15th June 2023, at the Welfare Hall, Heol Y Felin, Cwmgwrach, commencing at 6.30 pm
Present: Cllr. Carolyn Edwards, Cllr. Menna Mortimore, Cllr. Peter Rudd, Cllr Alan Edwards, Cllr. Jennifer Bulman, Cllr. Rhian Williams and Cllr. Rhian A Williams
Council Employees Present: RFO Clive Baker, Clerk Linda Evans
Members of the Public Present: There were no members of the public present
25/23 Apologies: Cllr. Andrew Hippsley, Cllr David Jones and Cllr Amanda Doherty sent their apologies.
Cllr. Carolyn Edwards – Chair started the meeting. The meeting is held as a multi-hybrid meeting in accordance with The Local Government and Elections (Wales) Act 2021 No attendees on the Zoom platform.
26/23 Declarations of Interest: There were no declarations of interest made at this meeting.
27/23 County Councillor`s Report: Clerk to send apologies to Cllr Hayley Davies – oversight and did not send the agenda and meeting dates. There were no matters to raise with Cllr. Davies.
28/23 Public Observations on Matters Arising and Agenda Items Being Discussed at this Meeting: There were no public observations on matters arising or agenda items.
29/23 Confirmation of the Minutes of the Meeting held on Thursday 18th May 2023 – The minutes were confirmed and moved as a true record of the meeting and seconded.
30/23 Matters Arising from the meeting held on 18th May 2023-
a)Flat Roof and Kitchen Ceiling of the Welfare Hall – Electrician has replaced the lights and will invoice for work completed. The small kitchen area still needs tidying up – Clerk to arrange.
b)Leases of Council Owned Land – to discuss in closed session
c)Coal Field regeneration Trust Energy Efficiency Community Building Support Program – Chair and Clerk to arrange a time to study the report.
d)Payments by RFO (from personal bank account) – Debit Card application completed and internet banking set up.
e)Cinema Equipment – Clerk waiting for draft leaflet.
f)Paul Hinder – Community Council Presentation for Concrete” Street Course” Skate Park at the Vale of Neath Leisure Centre Site – Discussion regarding the naming of the park. Action: Clerk – add to our FB and Website page a post regarding the input from the Cwmgwrach Selar Fund towards the funding of the Skate Park.
g)Christmas Celebrations – Cllr RAW will be looking at the cost and availability of possibly staging a Pantomime or Children’s Entertainer for this year’s Christmas Celebrations. Action: Cllr. RAW will update at the next meeting with ideas of dates and possible numbers attending.
17/23 Agenda Items:
a)Remuneration of Councillors – The current allowance (2023/24) per annum is £156.00 and currently taxed at source. The council have agreed that the amount will be paid to each Councillor on request. Any Councillor who does not wish to receive the allowance this year will need to opt out in writing to the RFO/Clerk as soon as possible.
b)Insurance Renewal – This item is now closed
c)Cllr CE feedback from the One Voice Wales and NPT Liaison Committee – this item is now closed.
d)Standards Committee Report 2022/23 – This item is now closed.
a)Acknowledgement of the Annual Return 2021/22 – CB RFO reported on the findings of the report, including the assertions raised in the report. The Annual Return 2021/22 was a full audit. All Councillors acknowledged the recommendations and accepted the report.
b)Examination/Agreement of the Annual Return 2022/23 – CB RFO has received the Annual Return 2022/23 back from the Internal Auditor. Recommendations made by the Internal Auditor have been explained to the Council, and RFO has competed the recommendations and response in readiness for sending to the Audit Office. All Councillors agreed that the RFO and Chair should sign the Annual Return and accepted the response made by the RFO to the Audit Office. Cllr Rhian A Williams apologised and left the meeting.
c)Sub-Committee Terms of Reference – Audit and Finance Committee – Terms of Reference was distributed to the members of the Council. Chair will be elected at each meeting, and items signed off in the meetings will be reported back to the full council at the monthly meeting. Meetings will be held before the full council meeting (6.00 pm). Clerk will be taking the minutes and preparing the agenda. All Audit and Finance meetings will be open to the public. A member of the committee will check and authorise payments made monthly. All Councillors agreed to the terms discussed.
d)Examination of New Model Standing Orders – All Councillors agreed to adopt the New Standing Orders. Quorum to be 4 and Meetings held on the 3rd Thursday of each month.
e)Council Representative – Cwmgwrach School of Governors – Cllr Carolyn Edwards has agreed to take the post, but will give Cllr David Jones the option to take the post before informing the school. This was agreed by the Councillors present.
32/23 Planning: There were no planning applications to discuss at this meeting.
33/23 Crime and Disorder.
The reported crime figures for the Blaengwrach/Cwmgwrach & Glynneath West area for April 2023 – 10 – Violence and sexual offences 5, Anti-social behavior 2, Other theft 2 All other crimes 1 (From the “Crime Map” the reported crime figures show that with the Blaengwrach/Cwmgwrach area for April 2023 5 reported crimes were 0.
Note: Future Pact Meetings, hosted by The South Wales Police may well be on-line via Zoom and the South Wales Police will post all required details of the meetings on their web page. NOTE: The public can attend any local PACT meeting to ask questions & give their views re: local crime & policing.
34/23Finance (to approve payments made and income received)
|Tax & NI (6.5.23-5.6.23)
|Utility Warehouse Ltd
|Electricity Welfare Hall – May
|Monthly fee Wi-Fi
|British Gas – Hall
|17.4.23 – 16.5.23
|Monthly rates – Hall
|Monthly rates – Cemetery
|Zurich Municipal Insurance
|16.06.23 – 15.06.24
|Fuel – Park and Cemetery
|Clerks ILCA registration
|Ridgewood Associates Ltd
|Internal Auditor Fees
|One Voice Wales
|SRCC Stores Ltd
|2 months rental fee
|Mthly interest – Saver
|Hall Hire – May 23
|Alun Lewis Funerals
|Alun Lewis Funerals
|Cwmgwrach Judo Club
|Hall Hire – April 23
|VIEW – Glynneath Ltd
|Hall Hire – Yoga May 23
|As at Date15th June 2023
|Total Account Balances 22428.75
Clerk advised there are 2 items that need repairing. CCTV monitor and Petrol Lawn Mower. Both items are repaired and maintained by existing contractors no further quotes will be needed.
- Npower Business Solutions – EBRS discount – Energy Bill Relief Scheme. Action: Clerk and RFO to check what the scheme entails, and investigate the benefits of joining a Community Energy Scheme after the fixed contract has expired.
There were no 137 requests.
36/23 Review Budget Items and “5 Year Plan”
- Two contractors have agreed to give quotes for the Stage Curtains, Clerk is to meet next week. Unable to find another contractor to quote at the present time.
37/23 Set Date, Time & Proposed Agenda Items for the next meeting;
The next meeting is scheduled will be held on Thursday 20th July at 6.30 pm. The venue of the meeting 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.
Meeting closed at 8.06 pm
Accepted as a true record
Councillor – Carolyn Edwards (Chair Person)
The Council resolved to enter Closed Session under Section 100 of the Local Government Act 1972 & the Council Standing Order 1c to Discuss Personnel Issues.