CYNGOR CYMUNED

LLANSANFFRAID GLAN CONWY

COMMUNITY COUNCIL

​

APRIL FINANCIALS | ARIAN EBRILL​

​​

Minutes of an Ordinary meeting of Llansanffraid Glan Conwy Community Council held on Tuesday 13th May immediately following the Annual Meeting in Church House and via Zoom.

 

Present: David Court (Chair), Gill Wilkinson (Vice-Chair), Sharon Doleman, Keith Edwards, Tracy Hughes , Sylvia Hughes, Phil March, Ian Morris, Nigel Tarmaster, Wendy Tee

 

Apologies

There were no apologies

 

Declarations of Interest in items on the agenda

During the meeting Sylvia Hughes declared a personal interest in agenda item 36.

There were no Dispensation requests regarding prejudicial interests.

 

To suspend Standing Orders

Standing Orders were suspended to allow for the Public Open Forum. No members of the public asked to speak.

 

Minutes

The minutes of the council meeting held on 8th April 2025 were approved and signed as a correct record.

 

Matters arising

Advice from CCBC is that the legal requirements for advertising our two councillor vacancies have been met and that we can continue to advertise the vacancies as we see fit (Appendix A).

Action DC - ask VereNorth to continue to advertise on both website and social media channels.

Action ALL - continue to encourage residents to apply.

1.  

The internal audit report had been discussed at an extraordinary meeting of the council held on 29th April (see relevant minutes)

Report re new website - see item 31 below

 

Finance

It was resolved to accept the draft minutes of the Finance Committee held on 6th May 2025 (Appendix B)

It was resolved to accept the audited full year bank reconciliations (Appendix C)

It was resolved to accept the following changes to the 2025/26 budget (Appendix 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.

1.  

Payments and receipts as detailed in the April Financial Statement (Appendix E) were approved.

The bank reconciliation statements for the HSBC current account (closing balance

£1293.84) and Money Manager account (closing balance £43075.42) were received and approved. The corresponding bank statements were approved (Appendix F).

1.  

Forthcoming payments as detailed in the April Financial Statement were approved.

It was resolved to change the wording of the Finance Committee Terms of Reference as per the Finance Committee minutes: ‘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’.

Action DC - update Finance Committee Terms of Reference

 

Website/Social Media maintenance and development

The wording of the proposed Service Agreement with VereNorth was agreed. Action DC - to sign Service Agreement

Action DC: check whether VereNorth can produce QR codes and improve the ‘visibility’ of the council website.

 

Community Engagement

Community engagement undertaken since the last meeting included the Church House Wednesday Coffee morning and VE Day event and the GCSA Bob Lloyd event. The GC Juniors 10-year celebration is on 1st June, council will lend them one of the two mobile routers for the day.

The Tacluso Llan working group will meet to plan for that event and report to the June council meeting.

 

Xmas Lights

It was resolved to form a working group comprising Tracy Holland, Phil March, Ian Morris and Wendy Tee to organise the Glan Conwy 2025 Christmas lights event.

 

Grant funding

To consider any grant funding requests received: None received

 

County Councillors report

Sharon Doleman has arranged for CCBC ‘Active Travel’ project managers to be at Church House on Thursday 15th to provide an opportunity for residents to check progress of the work.

 

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

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.

No response was deemed necessary.

 

Correspondence

Correspondence received and previously circulated to members was reviewed. No further action was deemed necessary (Appendix H)

 

Councillor/Clerk training

No training has been undertaken since the previous council meeting. Action DC - liaise with Tracy and Ian re short-term training requirements.

 

External meetings/Webinars

DC had attended webinars by Audit Wales (9th May) and OVW (Biodiversity pilot scheme 13th May).

No forthcoming meetings arranged at present.

 

Next months agenda

The following items are to be considered for inclusion within the agenda of the next meeting:

Approval of 2024/25 submission to Audit Wales (DC) Noticeboards (NT)

Tacluso Llan working group report (KE, NT, GW) Xmas Lights working group report

Society of Local Council Clerks application details (SH/DC) CVSC application details

Biodiversity Report outline plan (DC)

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

 

Date of next meeting

The next council meeting will be held in Church House at 7.30pm on Tuesday 10th June. Note the change of time from 7.00 pm pursuant to the Annual Meeting resolution.

The meeting closed at 8.52pm