AGM Cofnodion 13eg Mai, 2025
AGM Minutes 13th May 2025
CYNGOR CYMUNED
LLANSANFFRAID GLAN CONWY
COMMUNITY COUNCIL
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Minutes of the Annual Meeting of Llansanffraid Glan Conwy Community Council held on Tuesday 13th May at 7.00 pm in Church House and remotely via Zoom:
Present: Sylvia Hughes (Chair), Phil March (Vice-Chair), David Court ,Sharon Doleman, Keith Edwards, Tracy Hughes, Ian Morris, Nigel Tarmaster, Wendy Tee, Gill Wilkinson
Apologies
There were no apologies
Declarations of Interest in items on the agenda
There were no Declarations of Interest
There were no Dispensation requests regarding prejudicial interests.
Election of Chair and Vice-Chair
The outgoing Chair requested nominations for the role of Chair for 2025/26. Gill Wilkinson nominated David Court, seconded by Keith Edwards. Sylvia Hughes nominated herself, seconded by Keith Edwards. Sharon Doleman proposed that voting be carried out via a paper ballot and this was accepted. Following the vote it was resolved to elect David Court to the role of Chair for 2025/26.
David Court signed the Declaration of Acceptance of Office, witnessed by Gill Wilkinson.
The Chair requested nominations for the role of Vice-Chair for 2025/26. Keith Edwards nominated Phil March, seconded by Nigel Tarmaster. Sharon Doleman nominated Gill Wilkinson, seconded by Ian Morris. Following a paper ballot it was resolved to elect Gill Wilkinson to the role of Vice Chair for 2025/26.
Gill Wilkinson signed the Declaration of Acceptance of Office, witnessed by David Court.
Minutes
The minutes of the Annual Meeting held on 14th May 2024 were received, approved and signed as a correct record.
To Appoint Representatives to Outside Bodies
Members reviewed representation on external bodies for 2025/2026.
Public Pathways - All councillors
Naming Streets - All councillors
D R Davies Charity - Chair and vice-chair
School Governors - Tracy Hughes
Membership of Committees
Review of delegation arrangements to committees, sub-committees and staff. There are no delegation of powers in place.
The terms of reference for Finance (Appendix A) and Staffing (Appendix B) committees were reviewed and accepted.
It was resolved to appoint the following members:
Staffing Commmittee: David Court/Philip March/Wendy Tee Finance Committee: Philip March/David Court/Gill Wilkinson
It was resolved not to appoint any new committees.
It was resolved to determine Councillor’s responsibilities for specific projects for 2025/26 at future council meetings.
Review and adoption of appropriate standing orders and financial regulations:
Standing Orders:
It was resolved to remove section 26 ‘Co-option’ (now replaced by adopted Co-Option Policy)
It was resolved to change section 9.2 (timescale for submission of motions) from ’10 clear days’ to ‘7 clear days’
Financial Regs:
It was resolved to review Financial Regulations to ensure compliance with the 2025 version just issued by One Voice Wales.
Review of the eligibility criteria for the use of the general power of competence.
The council is not eligible on any of the three criteria.
Review and adoption of the council’s Annual Report (Appendix C)
It was resolved to adopt the previously circulated Annual Report.
Review and adoption of the council’s training plan (Appendix D)
It was resolved that the Training Plan be updated at a future council meeting.
Review of arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses:
It was resolved that the Direct Debit to EE for mobile routers is to remain in place.
Review of inventory of land and other assets including office equipment (Appendix E)
It was resolved to accept the inventory.
Confirmation of arrangements for insurance cover in respect of all insurable risks (Appendix F)
The council is awaiting a reply from Zurich Insurance regarding the additional covers recommended by the internal auditor.
Review of the Council’s and/or staff subscriptions to other bodies:
The 2025/26 subscription to One Voice Wales has been paid
Review of the Council’s complaints procedure (Appendix G)
It was resolved to adopt the Complaints Procedure policy.
Review of the Council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection legislation (see also standing orders 11, 20 and 21).
The internal auditor has provided a suite of suitable policies to be adopted at a future council meeting.
Review of the Council’s expenditure incurred under s.137 of the Local Government Act 1972.
No such expenditure was incurred in 2024/25.
Determining the time and place of ordinary meetings of the Council up to and including the next annual meeting of the Council.
It was resolved to continue to hold council meetings on the second Tuesday of every month.
It was resolved to change the times of council meeetings from 7.00pm to 7.30pm during British Summer Time hours (to allow for the additional travelling time caused by holiday traffic).
The following meeting dates and council timetable were agreed:
10th June - approval and submission of Annual Return to Audit Wales; agree publication of ‘Notice of appointment of the date for the exercise of electors’ rights’; final check for summer event preparations
8th July - Q1 review; begin Biodiversity Report planning 12th August -
9th September - appointment of Internal Auditor 14th October - Q2 review
11th November - presentation of draft 2026/27 Budget; final check for Xmas lights arrangements
9th December - second draft Budget; last date for approval of Biodiversity Report 13th January - Q3 review; Final Budget/Precept approval
10th February -
10th March - summer event preparations begin
14th April- unaudited full year accounts and bank reconciliations; internal audit process 12th May - Annual Meeting; Xmas lights preparations begin
All to be held in Church House and via Zoom, links to be posted on llansanffraid.co.uk homepage.
24. Date and time of next meeting
Confirmed that the next Annual Meeting is to be held at 7.30pm on Tuesday 12th May 2026 in Church House and via Zoom.
The meeting closed at 7.50pm.