Cofnodion y Cyngor 12 Awst 2025
Council Minutes 12th August 2025

Present Cllrs: David Court ( Chair), Gill Wilkinson ( Vice Chair), Sylvia Hughes, Philip March, Sharon Doleman and Tracy Hughes.

Clerk: Katherine Evans

1. Apologies

Apologies for absence were received from Cllrs Ian Morris and Keith Edwards.

1. Declarations of Interest

Cllrs Philip March and Gill Wilkinson declared a prejudicial interest in agenda item 110 – Grant funding, as they are committee members of HWB Cae Erw, and they withdrew from the meeting whilst this agenda item was being discussed.

Cllr Sharon Doleman declared a non-prejudicial interest in agenda item 110 – Grant Applications as she rents a room at the HWB Cae Erw and contributes to their income and she took part in the Council business relating to the grant application for HWB Cae Erw.

1. To suspend standing orders

Standing orders were not suspended as a member of the public attended the meeting and remained in attendance until Agenda item 110 - Grant Application- at which point he addressed the Council and then left the meeting.

1. Minutes

Resolved that: -

1. The minutes of the Full Council meeting held on 08/07/25 be approved and signed.

2. The minutes of the extraordinary council meeting held on the 05/08/2025 be approved and signed.

3. Matters Arising

Noted: -

2025/07/08 -Agenda item 54 - The new defibrillator for outside Church House has now been commissioned.

2025/07/08 - Agenda item 69.2 - That the Council’s registration with the Information Commissioner’s Office as Data Controller will be completed now the new Clerk has been appointed.

2025/07/08 - Agenda item 70.2 - That actioning the recommendations contained in the IT Strategy Report were deferred until the arrival of the new Clerk, who will take these forward.

2025/07/08 - Agenda item 71.2 - That the Welsh Language Policy has not yet been circulated.

2025/07/08 - Agenda item 72.2 - The new Clerk has now been recruited.

2025/07/08 - Agenda item 73.10 - That the movement of the Council’s banking to Unity Trust was delayed until the arrival of the new Clerk who will take this forward. 2025/07/08 - Agenda item 74 - The Community skips have been booked for the weekends commencing the 16/08/2025 and 23/08/2025.

2025/07/08 - Agenda item 83 - The Council is now registered with CVSC.

1. Website/Social Media maintenance and Development/IT Services

Noted that: -

100.1-VereNorth has given 30 days’ notice to terminate their website contract with the Council.

100.2 - The consideration of allocating £500 for the development of an IT service contract was deferred to the next meeting. The Clerk will obtain quotations from IT service providers in the interim and present them at the next meeting.

100.3 Resolved that: - A budget of up to £500 to purchase a printer and shredder for the Clerk be approved.

1. Documentation

Noted that: -

101.1.- The Welsh Language Policy has been circulated to another member for scrutiny and it has been confirmed that the policy does not need to be submitted to the Welsh Commissioner for approval.

101.2 - The Clerk will update the Financial Regulations with the revised information and present them at the next meeting for approval.

1. Councillor Recruitment

Noted that: -

1. Electoral at Conwy CBC has been informed of the recent Councillor resignations and have advised that the formal process of recruiting for two new Councillor’s recommences. An informal search for the other two vacancies is allowed to continue.

2. The Clerk will write to Conwy CBC Electoral Team to request a delay in starting the call-to-election process, to allow time for community publicity.

3. Clerk to design an inviting, community-led poster to advertise the vacancies for distribution throughout the village; members to email wording suggestions to the Clerk.

4. Staffing Committee

Noted that the move to appoint three members to the Staffing Committee will be deferred to the next meeting.

1. Finance

Noted:-

1. There has been no Finance Committee during August.

104.5 The schedule of payments up to 31/07/2025 ( including invoices and receipts) as recorded on the July 2025 Financial Statement to the amount of

£475.42, which has been fully reviewed and signed by the Clerk and approved in the previous meeting.

104.4 The bank statements for the HSBC current account and savings account as at 31/07/2025 which have been fully reviewed and signed by the Clerk and the Chairman.

Resolved that:-

1. The bank reconciliation balances for the HSBC current account as at 31/07/2025 (£737.33) which have been fully reviewed and signed by the Clerk and the Chairman be approved as presented.

2. The bank reconciliation balances for the HSBC savings account as at 31/07/2025 (£37234.57) which have been fully reviewed and signed by the Clerk and the Chairman be approved as presented.

104.7 The payments due as detailed in the July 2025 Financial Statement be approved as presented by the Chairman.

1. Insurance Renewal

Resolved that: - The quote of £459 per annum from Zurich Municipal for the Councils annual insurance be approved. Although only one quote was received, Zurich Municipal is the Council's previous insurance company and was considered good value for money as the quote was lower than the previous year.

1. Christmas Lights

Resolved that: -

1. The quote from City Illuminations for the hire, installation and dismantling of 10 Christmas light motifs with existing control gear and 16-amp sockets at £220/£240 each plus vat be approved ( the Council will not own the motifs). Out of the two quotes received, the hire purchase option was felt to be the best value for money.

2. The quote from City Illuminations for the hire, installation and removal of 2 x sets of Christmas tree lights at £3,000 plus vat be approved ( the Council will not own the lights).. Out of the two quotes received, the hire purchase option was felt to be the best value for money.

3. The quote from Conwy CBC to install additional commando sockets at £70.32 per hour plus unknown additional cost for the hire of equipment be approved. Although only one quote was received,

Conwy CBC owns the lamp posts requiring the additional sockets

1. A new budget of £7,500 to be added which includes the hire, installation, and dismantlement of ten motifs and Christmas lights for two Christmas trees from City Illuminations, installation of additional commando sockets from Conwy CBC plus additional cost for hire of equipment.

2. Notice Boards

Noted the response received from Conwy CBC regarding the notice boards.

1. Senior residents Christmas dinner

Noted that this agenda item will be deferred to the next meeting.

1. Community Engagement

Noted that the following community engagement has taken place

• Attended James Berry's fundraising quiz

• Provided music for a foam party at the HWB

• Held holiday clubs for the Brownies, Guides and Scouts

• Been gifted a box of seeds from Snowdonia Nurseries for a fundraiser to raise funds for a water cooler for the local primary school.

1. Grant Funding

Noted the two funding requests received from the Acrefield Community HWB/HWB CaeErw Committee.

Resolved that: -

1. The funding request of £790 from the Acrefield Community HWB/HWB Cae Erw Committee towards the cost of the Back-to-School Fun Day was declined. Instead, an amount of £500 was approved, as the Council considered that the event would provide recreational benefit to the community. Power: Local Government (Miscellaneous Provisions) Act 1976, Section 19 – Power to provide or contribute towards recreational facilities within or outside the Council’s area.

2. The funding request £4264 plus VAT from the Acrefield Community HWB/HWB Cae Erw Committee as part funding towards an accessible path and accessible toilet at HWB Cae Erw be denied. Council agreed that a clearer understanding of the project is required before funding can be granted. Chairman to write to the Committee requesting Council involvement in project specifications.

3. County Councillor Report

Cllr Sharon Doleman updated members on the following:

Throughout July and August, the budgeting forum at Conwy CBC has been working on forecasts for the next budget. Works on the RSPB path are ongoing and on schedule. Works at Maes Y Felin are also on schedule; the Site Manager is keen to engage with the community and has offered a site visit for junior school pupils.

1. Planning

Noted that no planning applications were received.

1. Biodiversity

Noted no biodiversity updates were received.

1. Correspondence

Noted the correspondence received regarding Maes Y Felin.

1. Councillor/Clerk Training

Noted that no training had been undertaken since the previous meeting.

1. External meetings/Webinars

Noted no external meetings/webinars had been attended since the previous meeting.

1. Next month's agenda

Noted: -

1. To consider/discuss/approve the proposal to install a standard bench outside the Church House.

2. To consider, discuss, and approve translating the Audit Report and minutes into the Welsh language.

3. Date of next meeting

Noted that the next meeting will be held on Tuesday 9th September 2025 at 7:30 pm in the Church House

Meeting Closed: 21:04

………………………………………………………………………………………………………

……………………………………………

Signed by the Chair of the next Full Council meeting on 09/09/2025.