MINUTES OF THE THIRTY THIRD ANNUAL GENERAL MEETING OF THE ABERDYFI COMMUNITY COUNCIL AND THEREAFTER THE MINUTES OF THE ORDINARY MEETING OF THE SAID COUNCIL HELD IN THE OFFICE IN THE COUNCIL CHAMBER, LITERARY INSTITUTE, ABERDYFI ON MONDAY, 14TH MAY 2018
Present were :- Cllr B Lloyd Chairman
Councillors :- M Richards
D Owen
B Tyrrell
B Kelly
M Reynolds
J Bradbury-Willis
D Williams
AGENDA ITEM 1- APOLOGIES
CL1/AGM/14.05.18
Apologies received from Cllr. G Jones
AGENDA ITEM 2- CHAIRMAN’S ANNOUNCEMENTS
CL/2/AGM/14.05.18
The Chairman, Cllr Lloyd, noted that during his term of office the big disappointment was failure of succeeding in getting Big Lottery funding for the multi-generational community project, for the benefit of older people, on the site of the old school in 2016. This disappointment had been tempered with the ensuing agreement to develop the site as affordable housing. Full funding has been allocated and the work is due for completion within two years. He thanked his fellow Councillors and the Clerk for their support during his tenure as Chairman.
AGENDA ITEM 3- ANNUAL RETURN
CL/3/AGM/14.05.18
The Annual Return for 2017/18, in readiment for forwarding to the External Auditors BDO, was presented to Council for approval.
The Clerk noted that the deficit for the year was a direct result of Gwynedd Council’s demand for an unbudgeted, (financial year 2017/18) payment of £6,000 in order to prevent closure of the public toilets in the village. This overspend, and the reasons for it, has been noted in the internal auditor’s report. The Clerk also confirmed that he was now registered with HMRC for PAYE. He also pointed out that under the Car Park Agreement this Community Council’s revenues from the car park would not be payable until May 31st of the following financial year, with further cashflow implications for the financial year 2018/19. The Clerk has discussed the matter with Bethan Hughes, Gwynedd Corporate Support Department to request that the £6,000 payment for this year be taken as a direct transfer by Gwynedd, from the car park revenues 2018, and that the outstanding balance be paid to the Community Council next year, after the audit. This would alleviate the cashflow problem. Confirmation of this arrangement is expected.
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Cllr Lloyd has arranged, through AA&I, a facility to draw down £6,000, to cover this year’s payment, if the Clerk’s negotiated arrangement with Gwynedd does not come to fruition.
Proposed Cllr M Richards Seconded Cllr M Reynolds
The Council was unanimous in approving the Annual Return
Cllr Reynolds enquired about the web site progress. The Clerk indicated his preference to stay with Saturn Communications, even though Rupert Tildesley no longer lived in Aberdyfi, as his knowledge of Aberdyfi community was extensive, and had proved a source of creative input on previous projects. Cllr Bradbury-Willis declared an interest, as a web developer, and wished to be involved in the process and that a tender process should apply.
Cllr Owen noted that he was aware of the fact that many councils would not be investing in web sites on the basis of costs.
Cllr Lloyd pointed out that these matters were not appropriate to discuss under this agenda heading.
AGENDA ITEM 4 – ELECTION OF OFFICERS 2018/2019
CL/3/AGM/14.05.18
CHAIRMAN
The outgoing Chairman, Cllr Lloyd, once again, thanked his fellow Councillors for their support during the last eight years as Chairman and Vice Chairman, and requested that Cllr Williams assume the Chair.
Cllr Williams paid tribute to the outgoing Chairman, Cllr Lloyd, for the immense amount of hard work he had invested in the last two years as Chairman and on behalf of the entire Council thanked him for his contribution to the community as a whole.
Cllr Dewi Owen was nominated for the position of Vice Chair.
Proposed Cllr Bryn Lloyd Seconded Cllr Megan Reynolds
Cllr Owen’s nomination was agreed unanimously by Council
CL/5/AGM/14.05.18
PLANNING COMMITTEE
The whole Council
CL/6/AGM/14.05.18
ABERDYFI ADVERTISING & IMPROVEMENTS COMMITTEE
The whole Council, except for Cllr. Tyrrell
CL/7/AGM/14.05.18
ABERDYFI LITERARY INSTITUTE MANAGEMENT COMMITTEE
Cllr. G Jones (Chair)
CL/8/AGM/14.05.18
HARBOUR ADVISORY COMMITTEE
Cllr Tyrrell
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CL/9/AGM/14.05.18
ONE VOICE WALES
Cllr. D Owen with Cllr. B Lloyd as deputy
CL/10/AGM/14.05.18
NEUADD DYFI MANAGEMENT COMMITTEE – COUNCILLORS WITH A VOTE
Cllrs. Lloyd, Owen, Reynolds, Williams & Kelly
CL/11/AGM/14.05.18
RICHARD WILLIAMS AND RICHARD ROBERTS TRUST FUND
Cllrs Owen, Richards with Cllr Reynolds as Chair and Cllr Williams as Trustee
CL/12/AGM/14.05.18
LEWIS LLOYD TRUST
Cllr Reynolds
CL/13/AGM/14.05.18
MEIRIONYDD ACCESS GROUP
This committee has not been represented since Cllr Bates stood down last year. It was decided to continue to hold in abeyance until such time a permanent decision regarding its future can be made.
CL/14/AGM/14.05.18
TYWYN AND DISTRICT MEMORIAL HOSPITAL APPEAL FUND
Cllr Reynolds to continue, with Cllrs Lloyd and Tyrrell as deputies
CL/15/AGM/14.05.18
ALLOTMENT SUB-COMMITTEE
Cllrs Richards, Reynolds and Jones
CL/16/AGM/14.05.18
FINANCE COMMITTEE
Cllrs Williams (Chairman), Owen (County Councillor) & Cllr Lloyd
Cllr Lloyd was proposed by Cllr Owen and seconded by Cllr Reynolds
Cllr Richards to remain as co-signatory, along with Cllrs Owen, Lloyd and the Clerk, for the time being until alternative banking arrangements have been confirmed, in the context of continuing NatWest branch closures.
The Clerk is exploring alternative banking arrangements, but the necessity to bank cash from the car park will continue for the foreseeable future. It was agreed that the future of the paper cheque was in doubt. Cllr Owen pointed out that there are still many rural areas which simply do not have access to the internet.
CL/17/AGM/14.05.18
RE-APPOINTMENT OF INTERNAL AUDITOR
Council re-appointed Mr Steve Lister for the year 2018/19, assuming he is happy to do so.
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CL/18/AGM/14.05.18
STANDING ORDERS AND FINANCIAL REGULATIONS
The Council agreed its willingness to adopt these documents, copies of which are available for inspection in Council office.
THE BUSINESS OF THE ORDINARY MEETING IS NOW RECORDED
AGENDA ITEM 5 – MINUTES OF ORDINARY MEETING 16TH APRIL
CL/19/14.05.18
It was agreed that the minutes were a true and accurate record of the April regular meeting, subject to page numbers correction.
PROPOSED by Cllr Kelly and SECONDED by Cllr Lloyd
AGENDA ITEM 6 – MATTERS ARISING
CL/20/14.05.18
M/166/(14.05.18) Council vacancies
No applications have as yet been received for the two vacancies on Council. The Clerk advised Council that the 14 days election notice expired today, and the vacancies for co-opted Councillors would be advertised in Rushlight this week.
M/139/ (14.05.18) Commercial Bins
No detailed plans have been received from the harbourmaster to date. It is understood that prices and specification are awaiting response from Dylan Jones
M/183/(19.02.18) Running Track
Initial reports have been received from MMP (Morris Marshall & Poole), which have been lodged by the Clerk with Bruntons Solicitors, who in turn have been briefed by Cllr Richards. Cllr Richards confirmed he had instructed Bruntons to carry out local land searches which will identify any possible restriction on the land. Once these searches have been completed the Council will have all information to enable the project to move forward. The reports should be ready in time for the next Council meeting.
Cllr Tyrrell asked about any possibility of site clearance and Cllr Richards indicated that nothing should be done at least until the end of the nesting season. Cllr Williams also noted that the process must continue with some caution and that Council must get its facts right before acting.
M/159/(19.02.18) Neuadd Dyfi car park
The Clerk arranged for Geri Davies to address the car park maintenance as Tom Jones was unable to complete the project. Job now completed. Cllr Richards took the opportunity to note that the tree felling on Rhos Dyfi has exposed a previously hidden land drain and suggested that this might be checked out.
M/174/(19.03.18) Old School footpath
Gwynedd Highways are liaising with the property owner.
AGENDA ITEM 7 – JUNE & JULY COUNCIL MEETING DATES
CL/21/14.05.18
Cllr Williams confirmed the summer meetings as follows:
Monday 18th June
Monday 16th July
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AGENDA ITEM 8 – SCHOOL SITE – THE FUTURE
CL/22/14.05.18
The Clerk had spoken with Hugh Evans from CCG who confirmed that there were currently over 40 names on the housing list for Aberdyfi. The development would comprise a wide mixture of single/two person to five person occupancy comprising 2, 3, 4 and 5 bed dwellings. A public meeting would be held, probably before the Autumn, on the site, enabling the community voices to be heard. Cllr Owen had spoken at Gwynedd Cabinet supporting the project, and that the planning process would soon commence. There would be a Section 106 restriction on the project. The list detail is notpublicly accessible but Cllr Owen had made it known that any applications from people outside the immediate catchment area would be contested by the community.
The original site valuation was set at £320,000 but CCG agree a subsidised purchase price of £137,000. There has been some negative response to this on the context of revenue cost to Gwynedd Council at a time of cost and service cutbacks.
Cllr Lloyd noted that the original offer to the Aberdyfi Enterprise Trust was just £1.00 and that the housing project, in this context, has resulted in some financial gain for Gwynedd. He also noted that he would like to see accommodation for the disabled, especially as Aberdyfi has recently lost a valued member of our community, Michael Barnes, to Tywyn, because of there being no facility in Aberdyfi for his wife Margaret, who has recently been disabled.
The Clerk noted that there was a legal obligation to sell any land for social/affordable housing and that Gwynedd’s hands were largely tied.
Cllr Tyrrell expressed concerns, which were allayed by Cllr Williams, regarding the housing being allocated to local people only. Cllr Richards noted that the development would exacerbate the already unacceptable road safety/speeding issues in the part of the village. This issue should form a critical part of the public debate.
AGENDA ITEM 10 – GWYNEDD COUNCIL REPORT
CL/23/14.05.18
Cllr Owen attended the full Gwynedd Council AGM meeting on the 3rd of May.
The following positions on Council were confirmed by Cllr Owen:
Council Chair – Anwen Hughes
Vice chair – Edgar Owen
There was some vigorous and volatile debate regarding the new service cutbacks, over 21/2 hours. The areas of concern were the funding cuts for youth clubs, young farmers.
Cllr Williams commended Aberdyfi’s volunteers who dedicated themselves to keeping Aberdyfi largely free of dog mess in the village.
AGENDA ITEM 10 – PLANNING
CL/24/14.05.18
PLANNING
NP5/50/723 Craig y Lanch, Aberdyfi
Dwelling development
APPLICATION VIA E-MAIL
NP5/50/715 Christ the King RC Church, Aberdyfi
Change of use to a dwelling
APPLICATION VIA E-MAIL
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AGENDA ITEM 11 – TREASURER’S REPORT
CL/25/14.05.18
The Treasurer’s report for April was accepted and minuted as a true record
PROPOSED by Cllr Lloyd SECONDED by Cllr Owen
AGENDA ITEM 12 – COMMITTEE REPORTS
CL/26/14.05.18
Tywyn Hospital Appeal Fund Cllr Reynolds attended the latest meeting. An ECG had been requested and there was a good level of funds for future use.
AGENDA ITEM 13 – CORRESPONDENCE
CL/27/14.05.18
CORRESPONDENCE RECEIVED
Aberdovey Golf Club Letter of support regarding the conversion of the old Running Track into a motorhome park
Simon Morgan Copy of e-mail correspondence regarding Dyfi Bridge
Welsh Government Bridge – acknowledgement letter of our objection withdrawal.
Gwynedd Council Parking restriction notice. See 1st page for Aberdyfi
Meirionydd Village award Deadline for application – 7th June
FLAG/ Ceredigion BBC Series looking for family volunteers.
Mrs Heavins Letter requesting better notices regarding where and when dogs are allowed/otherwise on the beach
Welsh Government Bridge – another letter of acknowledgement referring to their earlier letter of acknowledgement!!
SLCC Confirmation of training session for Cllr Bryn Lloyd and the Clerk – this Wednesday – Llandrindod Wells
Midshire Photocopiers Advice of bank account changes
BHIB Insurance Brokers Letter to advise Aviva have taken over the council portfolio of AON Insurance. The terms look very acceptable and the renewal date is 1st June. It is recommended by the Clerk that this quotation is very competitive and renewal should go ahead.
North Wales Community Statement regarding issues of care at Ysbyty Glan, Clwyd.
AGENDA ITEM 14 – PUBLICATIONS
CL/28/14.05.18
Clerks & Council Direct Magazine
Play for Wales Spring 2019
AGENDA ITEM 15 – ANY OTHER BUSINESS
CL/29/14.05.16
- Cllr Tyrrell had been approached by Anne Lakin asking how Council minutes could be viewed. Mrs Lakin can view minutes on aberdyfi.com and also at Council office.
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Cllr Tyrrell had also received an enquiry about whether there could be a volunteer beach rubbish collection service. Cllr Bradbury-Willis was aware of the Tywyn Beach Guardians who arranged themselves through Facebook. Cllr Tyrrell also noted that Morfa Gypsies was suffering from dock growth. He suggested that he would volunteer to apply weedkiller. Cllr Williams pointed out that the matter was the responsibility of Gwynedd.
- Cllr Bradbury-Willis wished to confirm that the web site project would be open to tender. The Clerk confirmed this would be the case.
- Cllr Reynolds had received negative comments on the vicarage wall construction on Balkan Hill. She noted there are five benches by St Peter’s Church are out of position.
- Cllr Richards observed that the dog poo bin at Pont y Brics is often overflowing and asked whether it could be emptied more often or whether we should request an extra bin. Cllr Richards also noted the Burma Road parking problem, which occurs when the village is busy. Cllr Williams suggested that permission should be sought from Gwynedd before anything is done.
AGENDA ITEM 17 – ITEMS FOR THE PRESS/RUSHLIGHT
CL/33/16.05.16
- BBC TV programme
- New Chairman
- Community Council vacancies
- Affordable housing confirmation
- DYC open day
- AA&I co-opted members
There being no further business the meeting closed at 8.55pm
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