Cofnodion 8 Ebrill 2025
Minutes 8th April 2025

CYNGOR CYMUNED

LLANSANFFRAID GLAN CONWY

COMMUNITY COUNCIL

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MARCH FINANCIALS | ARIAN MAWRTH​

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​​8th April 2025 Church house, Llansanffraid Glan Conwy 7pm and via Zoom.
A full council meeting for the community of Llansanffraid Glan Conwy

Draft Minutes

• Present. Sylvia Hughes (chair), Phil Marsh (V Chair), David Court, Sharon Doleman, Nigel Tarmaster, Wendy Tee, Gill Wilkinson, Tracy Hughes, Ian Morris.

 

• Apologies. Keith Edwards

 

• Declarations of Interest.
  Wendy Tee:- Item 14 Grant Funding Glan Conwy Junior Football Club.

 

• Minutes of the previous meeting were approved proposed and seconded.

 

• Update on actions from last meeting
  i) The chair welcomed James Berry into his new role as clerk to the council
  ii) there will be a gradual handover of the role of RFO in the light of the audit report and
  training will be available to the clerk.

 

• Matters Arising   None

 

Co-option of New Councillors
i) Two persons had put themselves forward, Tracy Holland Hughes and Ian Morris, All councillors had viewed applications.

 

ii) Both candidates were invited to give a brief presentation to the council

iii) As a result of the presentations both the candidates were unanimously voted into the position a councillor. Tracy Holland Hughes to represent Fforddlas Ward and Ian Morris to represent Bryn Rhys Ward. Both then joined the council for the remainder of the meeting.

iv) Meeting noted need to recruit 2 more councillors and be aware of Diversity Directives of CCBC.

v ) Post will be readvertised but if not successful CCBC may insist on election (DC)

vi) Need to improve the Council’s image and profile. Advertised events (TH). Grants are available to promote local democracy. (DC)

 

Actions: Clerk to inform Conwy Elections of the co-option of both Tracy Holland Hughes and Ian Morris.

 

8. Staffing Committee. Its role is to mediate between Clerk and council in regard to pay and conditions. P. Marsh, David Court and Wendy Tee volunteered to form committee. It will meet as and when needed.
 

Actions:  Clerk to record creation of Staffing Committee. 

 

Finance Committee: Minutes of the Finance meeting were approved

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• Councillor allowance have to paid before the AGM. We ned to approve payment.

• Credit card available from Barclays

• Domain payments being paid to Bob? Audit Report has asked that we do not pay individuals rather councillor neds to take over and submit invoice.

 

• *Moved to final item on Agenda

 

• Website and social Media

• The Council website was a very important aspect of the Council’s work especially in the light of early recommendations from Internal Audit(DC)

• Council need to investigate further the best type of Website.

 

• It was proposed that Gary Vere maintain Website on a month to month basis at a cost of £250 per month subject to a service agreement.
  Proposed (SD) seconded (PM) Unanimous 

 

• I was proposed DC and PM to work with Gary Vere to investigate website possibilities and implement recommendations of internal Audit. There recommendations should be ready by the AGM
  
  Proposed by WT and Seconded by SD Unanimous

 

• Fly Tipping

 

• Incidents of fly tipping had continued to occur. Ffordd Gilgglasyn at Dolwyd particularly bad .(GW)

• Possibility of more litter picking days resident involvement?
  We would need to be aware of H&S issues(SH)

• We need more skips in the village more often and more widespread.

• Ther was need for one in Dolwyd (GW)

 

Action. SH to speak to Lee Jones World care about cost of skips

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• Community Engagement

• New residents are unaware of the Council and its work. In many cases there are negative comments directed at the Council. How can we improve the Council’s reputation and increase engagement. Llan in Bloom had been a positive thing. How can new residents know who we are. Some comments vald. (SH)

• Events had been successful Bwgan Brain but since Covid ended less enthusiasm. Councillors were bound to attract flack and needed “to roll with punches”(SD)

• Community events poorly attended by councillors need to be more viable (THH)

• Engagement very important need to explain what we do. Annual Public meeting compulsory in England G(DC)

• Need to plan /deliver/plan. Improve appearance of village (WT)

• Hanging baskets/Council newsletter. A470 Trunk road so planters not viable.

 

14. Grant Funding.

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It was proposed that a grant of £500 to Glan Conwy Junior Football club be  approved. SD requested that advertising and publicity used by Glan Conwy Junior FC should at at very least carry strapline acknowledging the Council’s support of the event. DC In the light of Audit report recommendations supplier of Bouncy Castle to the event must send invoice to council for payment. Proposed by SD and seconded by JW 6 votes in favour 2 abstentions.)
                     

Actions. Clerk to write to Glan Conwy Junior FC to advise as to award and council’s conditions.

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15    County Councillors Report
RSPB pathway has been started. Ongoing discussions with RSPB and mediators are working with them and CCC. Timing  may be an issue due to  nesting season SD to keep council informed of progress. There are plans for  yellow lines at Abbyfield , West end and in the  vicinity of Nev’s Garage Pentrefelin. (ST) Are there weight restrictions on old bridge at Pentrefelin. (SH) Plans to remove Bus shelter at Pentrefelin

   

16     Planning applications. Application 0/52445

Councillors unclear as to where actual application applied to. More information required.

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•  Correspondence.

• Annual council expenses unchanged £158 pa

• Bee keeping Council of Wales in talks to take over Capel Salem Fforddlas.

• Information concerning Conwy Ffit corporate membership.

 

18.   Noticeboards

i)  We have 5 new noticeboards to erect at Bryn Rhys, Dolwyd, Pentrefelin,  Y Graig and Maes Hyfryd / Ty’n Celyn.

ii) Could we reinstate board near village play park (ST)

iii)   First will be erected in Dolwyd at previously identified site. JW will oversee. JW will also look into finding contractor to erect further 4 Notice  boards. JW volunteer to oversee project

 

19.  Councillor /Clerk training

i) Clerk to undertake ILAC training as soon as possible and present invoice   (proposed by SD seconded by PM  6 in favour 2 abstentions)

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 ii) One Voice Wales training plan to new councillors.

            

20)  External Training.
Councillors to be informed to any training available.

 *10  Audit report SH

We should briefly look at report, but a  thorough discussion should be at an Emergency General Meeting to be held as soon as possible.

 

DC. It should be an Extraordinary General Meeting rather than Emergency. He had  received a draft outline of report but still awaiting final version. Tenure of report is  negative but with positive aspects with the following areas of particular concern

• Organisation of Meetings

• Grants

• Policy adoption and organisation

• Payment Procedure

• Setting the budget  

• Agreed that we should call Extraordinary General Meeting when we receive the finalAudit report.

               

Meeting closed at 21.05