Agenda Cyfarfod y Cyngor
Council Meeting Agenda
Dear Councillor, You are hereby summoned to attend a meeting of Llansanffraid Glan Conwy Community Council to be held in Church House and remotely via Zoom:
https://us06web.zoom.us/j/85365204956pwd=CqcpaT7Qz1KO2UUeA6TpgEWJlkX2Vg.1
on Tuesday 13th May immediately following the Annual Meeting for the purpose of transacting the following business.
Yours faithfully David Court acting Proper Officer
Members are reminded that they attend this meeting under the provisions of the council’s Code of Conduct.
Meeting of the Council - Agenda 13th May 2025 25.
25. Apologies
To note and/or formally accept apologies subject to council’s approval
26. Declarations of Interest in items on the agenda
26.1 Declarations of Interest forms for completion and return to Clerk. Interest may also be declared at any point in the meeting if the need arises.
26.2 Dispensation requests regarding prejudicial interests.
27. To suspend Standing Orders
Public Open Forum (15 minutes at the discretion of the Chair).
Members of the public are invited to address the council in relation to items on the agenda. A member of the public shall not speak for more than 3 minutes unless directed by the Chair. A question shall not require a response at the meeting nor start a debate on the question. The Chair may direct that a written or oral response is given.
28. Minutes
To receive, approve and sign as a correct record the minutes of the council meeting held on 8th April 2025
29. Matters arising
To receive the Clerk’s update on progress of resolutions (NB no decisions are to be taken)
29.1 Advertising to fill the two councillor vacancies - response from CCBC already circulated (Appendix A)
29.2 The internal audit report was discussed at an extraordinary meeting of the council held on 29th April (see relevant minutes)
29.3 Report re new website - see item 31 below
30. Finance
30.1 To receive the draft minutes of the Finance Committee held on 6th May 2025 (Appendix B)
30.1 To receive the audited full year bank reconciliations (Appendix C)
30.2 To move to accept the following proposed changes to the 2025/26 budget (App D): Increase the level of reserves from £10,000 to £14,000 representing four months of average expenditure (internal audit recommendation) Increase ‘Audit’ from £570 to £3590 (late receipt of invoices from Audit Wales; appointment of internal auditor) Increase Website maintenance & development from £130 (Wix fee last year) to £1430 (four months of payments to VereNorth plus increased Wix fee) Increase VAT reclaims by £200 to £1786 to include VereNorth payments Increase GCSA from £0 to £500 (GC Juniors grant) Reduce One Voice Wales from £500 to £0 (paid last year) Reduce Ysgol grants from £2500 to £0 (no power to fund)
These changes result in a forecast sum of approx £25,000 remaining to fund further council event and facility spending this year.
30.3 To scrutinise, approve and authorise those payments and receipts as detailed in the April Financial Statement (Appendix E)
30.4 To accept the April Financial Statement and corresponding bank reconciliations (Appendix F)
30.5 To approve the Payments due as listed in the April Financial statement
30.6 To approve the change of wording to the Finance Committee Terms of Reference as per the Finance Committee minutes: ‘Move to change Para 8 from: 'Meetings will be held monthly in the week prior to full Council meetings' to 'Meetings will be held as necessary to perform the functions of the committee’.
31. Website/Social Media maintenance and development
To agree the wording of the proposed Service Agreement with VereNorth ahead of any decision on whether to retain the existing website and make it compliant (Appendix G)
32. Community Engagement
32.1 To review any community engagement undertaken since the last meeting and an update of any forthcoming
32.2 To move to agree any actions that subsequently need to be considered or implemented
33. Xmas Lights
Resolve to set up a working group to organise the Glan Conwy 2025 Christmas lights in a timely manner. Identifying specific areas, a realistic budget and a strong focused team to lead the project (GW)
34. Grant funding
To consider any grant funding requests received: None received
35. County Councillors report
A brief report on matters of importance and interest to the community of Glan Conwy
36. Planning applications
To consider any application/decisions received from Conwy County Borough Council as circulated prior to the meeting. One received: Application No: 0/52483 Received Date : 08/04/2025 Registered Date: 17/04/2025 Development Type(s): Household Location:Ffordd Farm Ffordd Groesffordd Glan Conwy LL28 5NT The proposed works involves the erection of an annex and an extension to the existing property.
37. Correspondence
To acknowledge correspondence received and circulated to members either for general consideration or to be highlighted by the Clerk or members if further discussion and/or action is deemed necessary (Appendix H)
38. Councillor/Clerk training
To note any training undertaken since the previous council meeting and to consider and move to agree any further requirements.
39. External meetings/Webinars
20.1 To receive an overview of all external meetings/webinars attended during the preceding month and move to agree any actions and/or processes that subsequently need to be considered or implemented.
20.2 To discusss any forthcoming meetings and webinars and, where appropriate, agree attendance and payment.
40. Next months agenda
Members to present items to be considered for inclusion within the agenda of the next meeting. Any subsequent items to be presented for consideration and/or ancillary papers are to be received by the acting proper Officer no later than Saturday 31st May
41. Date of next meeting
24.1 To confirm arrangements for the Ordinary meeting to be held in Church House at 7.00pm on Tuesday 10th June.