Cofnodion y Cyngor 8 Gorffennaf 2025
Council Minutes 8th July 2025

Present: David Court (Chair), Gill Wilkinson (Vice-Chair), Keith Edwards, Sylvia Hughes,
Phil March, Ian Morris, Nigel Tarmaster, Wendy Tee. The meeting was declared quorate.
Sharon Doleman joined the meeting later due to other commitments

63. Apologies
An apology due to work commitments had been received from Tracy Hughes.

64. Declarations of Interest in items on the agenda
64.1 There were no Declarations of Interest.
64.2 There were no Dispensation requests regarding prejudicial interests.

65. To suspend Standing Orders
Standing Orders were suspended to allow for the Public Open Forum. No members of the
public asked to speak.
Standing orders were resumed.

66. Minutes
The minutes of the council meeting held on 10th June 2025 were received, approved and
signed as a correct record

67. Matters arising
48.6 The Notice of Electors Rights was published on the Church House noticeboard before
16th June 2025 (photographic proof taken) and on the council website. No residents had
asked to inspect the council books.
49 Copies of the presentation slides were not circulated because they will form part of the
IT strategy report and VereNorth presentation.
52.4 Graig residents had been consulted by NT about the noticeboards
52.5 Cartrefi had responded positively re the Pentrefelin board
53.3 The CCBC Play Development team had been informed of the decision to pay for three
summer holiday play sessions.
54 A new defibrillator had been purchased to replace the old one outside Church House.
Esther has been contacted and the unit will be commissioned on Friday 11th July.
59 The ‘environmental concerns” incident had been reported to CCBC.

68. Website/Social Media maintenance and development
Presentation by VereNorth via Zoom to update the council on progress made in making the
council’s website fully compliant:
Content. The following had been added:
two years of council and finance committee minutes;
five years of Annual Returns;
Register of Members’ interests plus hyperlinks from councillor information
Privacy Statement
Confirmed that the council would need to move to a wholly-owned ‘.org’ domain plus
associated email addresses. The latter would cost £35.88 pa for each email from 123reg.
The domain name glanconwyccc.org.uk is still available. The logical extension of the data
and IT security regulations is that all councillors would need to be provided with their own,
council-owned, tablet and log into council emails via Webmail.
Accessibility. The site now largely complies with the latest accessibility standards. The
Accessibility Statement has not yet been prepared.

69. Data Protection Documentation
69.1 The following documents (all previously circulated) were adopted:
GDPR Policy
Publication Scheme - Guide to information available
Information Handling Protocol
Document and Data Retention Policy
69.2 It was resolved to register with the Information Commissioner’s Office as a Data
Controller and to pay the £52 annual fee.

70. IT Strategy
70.1 The following documents (all previously circulated) were adopted:
Digital Information Systems Security Policy
Mobile and Remote Working Policy
Data Processor and Data Custodian Policy
User Account Policy
IT Acceptable Use Policy
70.2 The recommendations contained in the IT Strategy Report (Appendices A and B)
presented by the interim RFO were reviewed. The following actions were agreed:
• to purchase a new Microsoft 365 licence after choosing an appropriate package;
• to retain the existing laptop; have the 365 and anti-virus licences re-installed by a
competent computer professional; at the same time, have the laptop ‘wiped clean’ of
any other installed applications, documents, passwords, etc;
• to approach CCBC for advice in moving towards the Cyber Essentials certification;
• to migrate the existing Mac based financial systems onto Excel spreadsheets (no
timescales or responsibilites were agreed);

71 Other documentation
71.1 The following documents (both previously circulated) were adopted:
Business Resilience and Risk Assessment Schedule
Health & Safety policy
71.2 SH stated that a Welsh Language Policy had already been produced and that a copy
would be provided to the acting Clerk early next week

72 Councillor and Clerk recruitment
72.1 It was noted that there has been no response to our ads on social media or website
and resolved to continue to advertise the Councillor vacancies.
72.2 There have been 3 people interested in the role of Clerk. One has been contacted by
email (not yet responded) one of the others was looking for more hours, the other is still
interested. The Staffing Committee had agreed the wording for an advert that had been
published on both the CCBC and OVW ‘vacancies’ sites as well as our own website and
social media.

73. Finance
73.1 There was no Finance Committee this month.
73.2 The bank reconciliation statement for the HSBC current account as at 30th June 2025
with a closing balance of £1218.19 was received and accepted.
73.3 The bank reconciliation statement for the HSBC savings account as at 30th June 2025
with a closing balance of £37186.63 was received and accepted.
73.4 The corresponding HSBC bank statements (Appendix C) for the HSBC current and
savings accounts as at the 30th June 2025 were received and accepted.
73.5 The schedule of payments to the 30th June as recorded on the June Financial
Statement (Appendix D), in the amount of £1966.22 was accepted; the payment
documents, including invoices and receipts, were initialled as having been approved.
73.6 The current account schedule of receipts to the 30th June 2025 in the amount of Nil
and interest received in the savings account of £51.64 was accepted.
73.7 Those payments due as detailed in the June Financial Statement were approved and
authorised. All supporting receipts and invoices were checked and initialled.
73.8 The interim RFO’s Budget vs Actual Q1 report to the 30th June 2025 (Appendix E)
was received and noted.
73.9 The Q1 movement of funds table as below was received and noted:

End-June 2024/25 Q1 Financial Report













73.10 The application to open a bank account with Unity Trust is progressing and they
have asked for further personal information from the signatories. DC was asked to find
out if it was possible to replace SD with SH as a signatory.

74. Tacluso Llan
It was decided not to continue with the scheme at this time.
It was agreed to order four skips for the use of residents, two skips on each of the 16th
and 23rd August. GW will order the skips and organise suitable advertising.

75. Xmas Lights
The Xmas Lights working group is continuing to seek clarification of planning
requirements. They have proposed a calendar of December village events to be published
in November. A full report will be presented at the August council meeting (IM).

76. Noticeboards
NT has submitted the relevant form to CCBC planning and continues to seek advice from
the Open Spaces team at ERF.

77. Senior Residents’ Christmas Dinner (IM)
77.1 It was resolved that the council will again finance this event.
77.2 It was agreed that it should be renamed the Senior Residents’ Party and again held in
January. IM will approach local venues for costings and timings.

78. Community Engagement
78.1 Community engagement undertaken since the last meeting:
Regular Wednesday coffee morning;
IM’s Saturday coffee morning in aid of MND;
DC participated in Lilias ‘Litter pick’.
78.2 It was agreed to have printed a supply of ‘Thank you’ notelets to be hand written in
favour of those residents who had contributed towards village life in the preceeding month
(DC)

79. Society of Local Council Clerks (SLCC)
SH is already a member and so can be used as a conduit for any legal or procedural
questions.

80. Grant funding
The Chair had previously circulated a document in response to extensive social media
comments on the subject of the grant funding request received from Ysgol GC for a water
dispenser. This reiterated that the advice from our auditor was that it was unlawful for the
council to provide funding to the school.
An attempt by the Chair to add an amendment was withdrawn after the assertion from
two councillors that rules precluded the Chair from this action.
To move that the council approve the grant request from Ysgol GC. Proposed SH,
seconded PM.
voting for: SD, KE, SH, PM, IM, WT
voting against: DC, NT
abstained: GW
It was resolved to approve the grant request for £1480.49 plus VAT from Ysgol GC.
NT declared that he would resign and left the meeting.
Sharon Doleman declared a personal interest in this item as a school governor.

81. County Councillors report
• work on the RSPB path continues to plan;
• CCBC has decided to locate cameras in fly-tipping hotspots (the community council can
apply to loan these);
• advises that we contact Llanfairfechan for advice on tackling problems of dog faeces;
• consultation notices about to go out re yellow lines at Petrefelin and Abbeyfield;
• advises residents to make full use of the ERF ‘Report It’ site for complaints

82. Planning applications
The following application was noted. No further action required:
Community Council: Cyngor Cymuned Llansanffraid Community Council
Land at Llanwrst Road (A470) / Top Llan Road, Glan Conwy, LL28 5NP
Non Material Amendment to Planning Approval 0/46977 (Proposed residential
development for 107 no. residential dwellings (of which up to 30% will be affordable),
public open space, landscaping, means of highway and pedestrian access, local highway
and pedestrian infrastructure improvements.) To provide for Alterations to phasing and
delivery of plots 1-7 incl, 30-35 incl and 100-103 inclusive (17 plots in total) in a phase 1
handover as market housing.

83. CVSC
It was agreed that the council would join the CVSC (Appendix G)

84. New Bench
This item was removed.

85. Biodiversity
This is now a standing agenda item.
DC/NT attended the two OVW courses; not regarded as being very useful.

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

87. Councillor/Clerk training
Training undertaken since the previous council meeting:
TH: 26th June Code of conduct (Module 9)
IM: 18th June Local Government Finance (Module 6)
IM: 26th June Code of conduct (Module 9)
DC/NT
11th June Biodiversity 1 (module 25)
18th June Biodiversity 2 (module 26)
The £100 bursary for 2025/26 is now being applied to all course fees.

88. External meetings/Webinars
88.1 External meetings/webinars attended during the preceding month:
DC - Scribe accounting software demo 18th June
DC - Rialtas accounting software demo 25th June
DC - Rialtas accounting software demo 1st July
Recommendations resulting from these were included in agenda item 70.2 above.
88.2 No forthcoming meetings or webinars were reported.

89. Next months agenda
The following items are to be considered for inclusion within the agenda of the next
meeting:
Insurance renewal (DC)
Light up Llan (IM)
Senior Residents’ Party (IM)
Bench for Church House (WT)
Any other items to be presented for consideration and/or ancillary papers
are to be received by the acting proper Officer no later than Saturday 2nd August

90. Date of next meeting
To confirm arrangements for the Ordinary meeting to be held in Church House at 7.30pm
on Tuesday 12th August.
The meeting closed at 9.25 pm