Draft Minutes of the Ordinary Meeting held on Thursday 16th November 2023, 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 P Rudd, Cllr R Williams, Cllr A Hipsley
Council Employees Present: RFO Clive Baker, Clerk Linda Evans
Members of the Public Present: None
96/23 Apologies: Cllr J Bulman, Cllr A Doherty, Cllr M Mortimore, Cllr R A Williams
Chair started the meeting at 6.42 pm, as not a quorum at 6.30 pm. 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)
97/23 Declarations of Interest: There were no declarations of interest at this meeting.
98/23 County Councillor`s Report: There was no County Councillor Report at this meeting.
99/23 Public Observations on Matters Arising and Agenda Items Being Discussed at this Meeting: No public observations were received before or during the meeting.
100/23 Confirmation of the Minutes of the Meeting held on Thursday 19th October 2023– RESOLVED: that the minutes of the meeting held on Thursday 19th October 2023 be confirmed as a correct record thereof. The minutes of the Finance Committee Meeting Thursday 19th October were confirmed as a correct record thereof.
101/23 Agenda Items:
a)Matters arising Christmas Celebrations item 65/23 e)
Panto Saturday 25th November. Clerk gave an update on the ticket sale to date. Caretaker and Groundsperson will be setting up the Hall in readiness for the Panto. Cllr RAW will be purchasing refreshments to be sold on the day. Clerk will be available all day to open in readiness and close after everyone leaves. Christmas Lights and Banner are all in place and ready for the requested switch on date (25/11/23). RESOLVED: RFO will arrange payment for the Panto on the morning of the performance. Cllr’s will be available during the day to help with admissions and manning the tuck shop. Everyone present are looking forward to a great day.
b) Matters arising Budget 2024/25 item 66/23 b) RFO has prepared the 2024-2025 preliminary figures from details given by the Council on their plans for 2024/25. RFO gave detailed explanation for each projected expenditure in the individual cost centres. Council considered and examined the summary of income and expenditure 2024 – 2025 – Total projected expenditure is £86,309. Total projected income £6,410 – leaving a shortfall of £79,899. The Councillors debated the recommendation, and concluded that they endeavoured to keep this year’s Precept as low as possible but many unforeseen “one off” (mainly maintenance) costs had caused certain cost centres to go over budget. The agreement (discussed in “closed session”) “in principle” bringing Clerk and RFO Salaries in line with the NALC recommendation will also cause an overspend in Staff costs. Capital Projects for consideration see agenda item 106/23 will require grant funding as it was decided not to include the additional cost of loan repayments.
Council examined the Annual Precept – 2024/25 document prepared by the RFO – preliminary figures – based/assumed on 2023/24 Band D figures (2024/25 figures not yet received).
Existing Precept is £53,423 per annum. Setting the Precept for 2024/25 at £79,867 will be an increase (Band D) of £70.43 per year – £1.35 per week (on 2023/24 figures)
RESOLVED All Cllrs agreed with the RFO recommendation and the Precept for 2024/25 to be set at £79,867. Clerk to inform NPTCBC Precept Officer of the Council’s decision.
It was proposed and seconded that a “Memory Board” be set up in the Welfare Hall with information for the residents of Blaengwrach/Cwmgwrach on the projects completed this year. RESOLVED
c) Matters arising Council Held Leases item 17/11/22 d) To be discussed in close session
d) Matters arising Meeting with School item 66/23/ e) Cllr CE and Clerk met with the Headteacher of Cwmgwrach School to discuss running costs and hire costs of the Hall. The discussion went well and the Headteacher will be taking the findings to the Governors Meeting the following week. The current arrangement for usage of the Hall will continue until the new financial year.
RESOLVED: Council will wait for feedback from the School Governors Meeting. further discussion was done in “closed session”
e) To discuss and confirm Community Council Bank Signatories – Cllr CE and Clerk have authorisation to add and remove names on the Banking Mandate. It was RESOLVED to add Cllr M Mortimore and Cllr P Rudd as named signatories. And to remove D Roberts (request to remove has already been made and not actioned by the Bank) and C Baker (once retirement date was reached)
f) To receive the NALC 23/24/ Salary Scale – to discuss in closed session
g) To review and approve Council Risk Assessment 2024/25 – Council examined the updated Risk Assessment Schedule dated 2024-2025. Reserve General and Reserve Earmarked were discussed in line with, Matters arising Budget 2024/25 item 66/23 b), RESOLVED All Cllr agreed to accept the reviewed Risk Assessment and set the Reserve Contingency at £6,500.00. This item is now closed.
102/23 Planning:
There are no planning applications
103/23 Crime and Disorder: 13 crimes were reported here (Blaengwrach Area) in September 2023: 7 Violence and sexual offences, 2 Criminal damage and arson, 2 Other theft and 2 All other crime. In the Villages of Cwmgwrach/Blaengwrach 7 of these crimes were reported, 4 Violence and sexual offenses, 2 Criminal damage and arson and 1 Other theft. RESOLVED and noted.
104/23 Finance: RFO gave detailed explanation on the overpayment made from the Aberpergwym Grant Fund. Payment of £1748.00 duplicated – repayment made. RFO discussed the cost of labour and repair to the roundabout. New bearing noted in 2023 ROSPA report, £2,000 fund is earmarked yearly for maintenance of the Park Equipment (as per grant agreement). It was noted that the Park Equipment is getting older and further repairs may be needed over the coming years to keep them safe and in good working order.
The following payments were scrutinised and approved. RESOLVED
| Payments Made | 20/10/2023 to 16/11/2023 | £ Amounts |
| HMRC | Tax and NI Due 6/10/23 to 5/11/23 | 206.40 |
| Utility Warehouse Ltd | Electricity Welfare Hall Oct | 208.68 |
| Welsh Water | Welfare Hall Oct 23 | 125.00 |
| Welsh Water | Cemetery Oct 23 | 30.00 |
| Zoom Business | Monthly fee | 15.59 |
| EE Ltd | Monthly fee Wi-Fi | 50.78 |
| British Gas – Hall | 17/9/23 to 16/10/23 | 169.61 |
| NPTCBC | Monthly rates – Hall | 375.00 |
| NPTCBC | Monthly rates – Cemetery | 19.00 |
| Poundland | Card for Panto tickets | 3.00 |
| Amazon Ltd., | 2 x toilet seats, 10 x bulbs | 74.90 |
| NPTCBC – Aberpergwym CBF | Repayment of Grant Duplicate Payment | 1748.00 |
| Viking Direct | Floor cleaner& envelopes | 46.01 |
| B&K Guttering Cleaning | Gutters and Drains Hall | 180.00 |
| Welsh Water | Extra rates@Cemetery 23/4/23 to 22/10/23 | 7.46 |
| Cimla Forge Limited | 4ft “Tommy” Remembrance Service | 175.00 |
| Royal British Legion | Donation in lieu of wreath | 50.00 |
| Co-Operative | Refreshment for Remembrance Service | 24.30 |
| What Stores, Neath | Cable Ties and Wrench for fitting lamppost poppies | 7.23 |
| Wicksteed Leisure | Repair to Roundabout – Park (parts and labour) | 3687.79 |
| Tesco Mobile | Council Mobile Phone | 10.00 |
| Income Received | £ Amounts | |
| SRCC Stores Ltd | 1 months rental fee | 30.00 |
| TSB Bank | Monthly Interest – Saver | 10.43 |
| Cwmgwrach Judo Club | Hall Hire Aug and Sept 23 | 72.00 |
| NPTCBC – Aberpergwm Fund CIC | “Stage Curtains” Grant
(Payment Duplicated) |
3496.00 |
| Celtic Archers | Hall Hire October 23 | 120.00 |
| SFTB – Empower | Hall Hire October 23 | 72.00 |
| Cash | Panto Ticket Sale to 10/11/23 | 150.00 |
| Alun Lewis Funerals | Burial Fee – D J Thomas | 400.00 |
| Rob’s Band | Hall Hire October 23 | 24.00 |
| Account Balances | As at Dated 16/11/23 | £ Amounts |
| General Account | 3587.87 | |
| Reserve/Saver Account | 11785.67 |
Invoices and Leases for 2023 totaling £172.00 have been issued and not yet paid. RESOLVED and noted
105/23 Correspondence & Section 137 Request:
- Appropriate Sum under Section 137(4)(a) of the Local Government Act 1972 – Section 137 Expenditure Limit 2024-25: All Cllrs have received a copy of the letter. RESOLVED and noted
- Community and Town Councils – Council Allowances – Homeworking arrangements and consumables: All Cllrs have received a copy of the letter. The guidance from HMRC regarding the treatment of tax on Councillors Allowances. RESOLVED and noted. Clerk to join webinar for further information – 27/11/23
- Re: The section 6 biodiversity and ecosystem resilience duty – Guidance to reporting duties. RESOLVED: Clerk to access information to formulate the Council Biodiversity Plan.
- Wales Audit Report received 16/11/23 – RESOLVED: Clerk and RFO to examine the report and bring to the next Ordinary Meeting for discussion and response.
- Letter dated 6/11/23 from W.J Davies ref: Flooding of mid-section of Heol Wenallt Road. Clerk read the letter to the meeting. Cllrs acknowledged the content and concerns. RESOLVED: Clerk to pass on the letter to Cllr H Davies, Wards County Borough Representative. Clerk to respond to W J Davies with the update.
106/23 Review Budget Items and “5 Year Plan”: To be included in – Matters arising Budget 2024/25 item 66/23 b). Clerk has drawn up a table with possible Capital Projects. The paths around the Welfare Hall will need to be prioritised. RESOLVED: Clerk to look at grant funding options.
107/23 Set Date, Time & Proposed Agenda Items for the next meeting; …
Due to the December Meeting falling on the 21st December 2023 it was proposed the next Ordinary Meeting of the Community Council will be held on Thursday 18th January 2024 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 7.57 pm