MINUTES OF THE THIRTY FIRST 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, 16TH MAY 2016
Present were :- Cllr G Pugh Chairman
Councillors :- B Bates
AGENDA ITEM 1- APOLOGIES
Apologies received from Cllr. G Jones
AGENDA ITEM 2- CHAIRMAN’S ANNOUNCEMENTS
The Chairman, Cllr Pugh, welcomed Councillors to the AGM and ordinary meeting. He noted that the recent good weather had attracted many visitors to Aberdyfi and was a good start to the forthcoming summer season.
AGENDA ITEM 3 – ELECTION OF OFFICERS 2016/2017
The outgoing Chairman, Cllr Pugh, thanked his fellow Councillors for their support during the last two years, and also the Clerk for his help and assistance.
Cllr Pugh felt that two events of the last 2 years were of special note. First was the honour of representing the Council at Dr Libby Andrews’ High Sheriff inauguration ceremony in Portmeirion, and the success of Aberdyfi’s first Food Festival, at which he and Dr Andrews were judges of the best dressed stall.
Cllr Bryn Lloyd was nominated for the position of Chair.
Proposed Cllr Dewi Owen Seconded Cllr Brian Bates
Cllr Lloyd was honoured to be nominated and thanked Council for entrusting him with the Chair for the next two years.
Cllr Mike Richards was nominated for the position of Vice Chair.
Proposed Cllr Dewi Owen Seconded Cllr Megan Reynolds
The whole Council
ABERDYFI ADVERTISING & IMPROVEMENTS COMMITTEE
The whole Council
ABERDYFI LITERARY INSTITUTE MANAGEMENT COMMITTEE
Cllr. G Jones (Chair)
Cllr G Jones to continue, agreed by all Councillors present
HARBOUR ADVISORY COMMITTEE
Cllr. D. Richardson
Cllr D Richardson to continue, agreed by all Councillors present
ONE VOICE WALES
Cllr. D Owen with Cllr. B Lloyd as deputy
Cllrs Owen and Lloyd to continue, agreed by all Councillors present
NEUADD DYFI MANAGEMENT COMMITTEE – COUNCILLORS WITH A VOTE
Cllrs. Fowles, Lloyd, Owen, Reynolds and Williams
Cllrs. Fowles, Lloyd, Owen, Reynolds and Williams are to continue, agreed by all Councillors present
RICHARD WILLIAMS AND RICHARD ROBERTS TRUST FUND
Cllrs Owen, Williams and Richards with Cllr Reynolds as trustee
The above are to continue, agreed by all Councillors present
LEWIS LLOYD TRUST
Cllr Reynolds to continue, agreed by all Councillors present
MEIRIONYDD ACCESS GROUP
Cllr Bates has stepped down and Cllr Lloyd suggested that Cllr. Jones be approached to fill the role. The Clerk is to advise Cllr Jones accordingly.
TYWYN AND DISTRICT MEMORIAL HOSPITAL APPEAL FUND
Cllr Richardson, Williams and Reynolds
Cllrs Richardson, Williams and Reynolds are to continue, agreed by all Councillors present
TYWYN HOSPITAL IMPLEMENTATION GROUP
Cllr Reynolds with Cllr Lloyd as deputy
In the context of the hospital project completion, this Council will seek clarification from Barbara Jones regarding the future of this group.
COASTLINE AND CONSERVATION GROUP
Cllr Bates to continue, agreed by all Councillors present
Cllrs Pugh, Richards, Richardson and Jones
Cllr Lloyd stood down from this committee and proposed Cllr Richards to fill the vacancy
Proposal agreed by all Councillors present
Cllrs Pugh, Owen, Lloyd,
Cllr Pugh stood down and Cllr Richards, as new Vice Chair, to fill the vacancy
Agreed by all Councillors
RE-APPOINTMENT OF INTERNAL AUDITOR
All councillors agreed to re-appoint Mr John Roberts, Caernarfon for the year 2016/17
STANDING ORDERS AND FINANCIAL REGULATIONS
The Council agreed its willingness to adopt these documents.
Cllr Richardson asked that Cllr Pugh be re-imbursed for his out-of–pocket expenses incurred during his term of office and that the Chairman’s fund be restored to its balance of £300.00
Agreed by all Councillors present
THE BUSINESS OF THE ORDINARY MEETING IS NOW RECORDED
AGENDA ITEM 4 – CHAIRMAN’S ANNOUNCEMENTS
Cllr Lloyd confirmed that the Big Lottery Stage 2 application, with regard to the primary school building, was finally submitted on May 11th. He thanked the Clerk Neil Storkey, and the architect Dafydd Tomos for all their hard work.
He noted that Aberdyfi FC won the league cup by beating Talybont 2 – 0 and that congratulations should appear in Rushlight.
AGENDA ITEM 5 – MINUTES OF ORDINARY MEETING 18TH APRIL
It was agreed that the minutes were a true and accurate record of the April regular meeting.
PROPOSED by Cllr Owen and SECONDED by Cllr Reynolds
AGENDA ITEM 6 – MATTERS ARISING
The Clerk is to finalise preparation of the gull notices, requesting people not to feed them, and will distribute to food outlets around the village. The gull nuisance is an increasing problem. Cllr Pugh has had a call from a Maesnewydd resident regarding gull egg oiling and how unhelpful Gwynedd Council had been. The Clerk noted that in response to the recent article in Rushlight, he had received a number of enquiries from residents, to whom he was able to furnish Rob Venables details.
The Clerk has a meeting on Wednesday with the Coast Marketing Coordinator, There may be some budgetary/resource assistance for Aberdyfi Food Festival on 20th August, as part of the circular walk programme.
Council has received correspondence regarding the footpaths budget cuts which will be discussed under correspondence. It was noted that the steps to Hillside from the Literary Institute have not been completed as promised.
Cllr Richardson re-iterated his concerns over the ‘A’ boards in the village which are blocking pavement traffic, creating a hazard if people are forced off the pavement onto the road. Cllr Lloyd suggested a letter be sent, and followed up by a visit from the Clerk if required.
If further action is required, Gwynedd Access Officer might be able to help policing, but only if eventually required.
C/M155/(21.03.16) Dogs on the playing field
The Clerk has not been advised of the delivery date for the dog signs, ordered four weeks ago from Gwynedd Streetscene. The Clerk has spoken with Will Stockford regarding dogs on the beach, prohibited area, and has been advised he has no powers to issue fines, but he does take it upon himself to advise those who contravene the instructions to remove their dogs from the beach.
Given the frustrations regarding this matter, Cllr Davies suggested that AA&I might fund the purchase of a new, larger bin at Pont y Brics, which is creating a particular problem, and that he would bring up the matter at the next AA&I meeting.
Cllr Fowles suggested it was a public hygiene issue, and Cllr Richards agreed. The clerk is to ask Gwynedd again regarding the issue of bin emptying.
D/M153/(21.03.16) Planning application, 6 Treflan
Cllr Reynolds requested an update on the Treflan access issue. The Clerk confirmed he had a meeting on site with Ieuan Richards of Gwynedd highways who promised to review the situation and try to find a solution to the problem of parking. It was agreed that the space for parking on Treflan was now too small for the number of vehicles vying for space and that there was no easy solution. The disrepair of Gwelfor Road was also discussed and the Clerk was advised by Ieuan Richards that the house build contractors do have an obligation to make good the road surface if it is damaged.
E/M153/(21.03.16) Lifeboat slipway
The Clerk has spoken with Will Stockford who is aware of the deteriorating condition of the slipway and is to make short term repairs to the slipway damage, caused by tidal erosion. He anticipates that full long term reconstruction would take place as and when the wharf reconstruction project commences.
F/M155/(21.03.16) RNLI Safety Issues
The Clerk has written to Barry Davies, copied to Dilwyn Williams and Will Stockford, requesting a joint meeting between Maritime, Tywyn Town Council, Aberdyfi Council and RNLI to discuss beach safety issues. No response, but Will Stockford asked to leave the matter with him at the moment and he will chase up Barry Davies.
Cllr Williams confirmed that Tywyn Town Council had also written to Barry Davies regarding this matter. RNLI are prepared to assist in this matter.
G/M155/(21.03.16) RNLI building
Cllr Williams took the opportunity note how well the new RNLI project had been completed and how the new extension blended perfectly with the existing buildings.
AGENDA ITEM 7 – ABERDYFI PUBLIC TOILETS
The Clerk has discussed the public toilets closure issue with Gwynedd Council’s Anwen Davies who requested that Aberdyfi present a proposal, with designs and costs for a new fee paying facility. George+Tomos Architects have agreed to help with this. Cllr Owen said that Gwynedd had needed to deal with a great number of enquiries in the aftermath of the press leaks regarding the possibility of Aberdyfi’s toilets being closed next year.
Council agreed to pursue the matter accordingly, but point out to Gwynedd that allocation of funds from the Aberdyfi main car park revenues should be considered.
AGENDA ITEM 8 – REQUEST TO USE THE RUNNING TRACK
After speaking with James Bradbury-Willis for clarification, the Clerk confirmed he was enquiring about the playing field, not the running track. He is asking whether in principle Council would have an open mind for a one day promotion on the playing field on August Bank Holiday – laser games for children. Clerk can de-brief Council on the general idea, in advance of a written proposal.
The Council agreed that the proposal was sensible and the Clerk is to advise James Bradbury-Willis accordingly.
Cllr Williams brought up the matter of insurance for any events and the Clerk confirmed that Council’s AON insurance covers all Council driven public events.
There followed a general discussion on the future of the running track.
AGENDA ITEM 9 – CONFIRMATION OF REVISED DATES FOR JUNE AND JULY COUNCIL MEETINGS
The Clerk is away for two weeks in June and the Royal Welsh is also clashing with planned Council meeting dates.
Therefore the following amended dates are proposed:-
Council meeting Monday June 27th
Council meeting Monday July 25th
Cllr Richardson asked for his apologies for both meetings be noted.
AGENDA ITEM 10 – GWYNEDD COUNCIL REPORT
Cllr Owen confirmed that the new Gwynedd Chair is Eric Merwyn Jones and the Vice Chair is Anwen Daniels.
There are council elections planned for 2017 and 2019, in the context of geographical re-structuring drive by Leighton Andrews, now no longer in post.
The Wales Audit Office has commended Gwynedd for their financial management.
There had been a great deal of discussion regarding the forthcoming referendum and that Gwynedd Council was in favour of remaining because of the historical evidence of inward investment from the EU.
There is some disquiet within Gwynedd Council regarding the purchase of food stuffs from Europe, rather than locally sourced providers, as was county policy. The question of traceability was discussed and the issue was seen as a matter of concern.
Cllr Richardson raised the issue of blockage in the village drains and that he felt that Gwynedd were not taking the matter seriously. The Clerk confirmed that he had taken the opportunity of the Highways meeting to show Iuean Richards the blocked drains and asked for action. Mr Richards promised that he would organise the gully team accordingly.
Cllr Pugh asked about the missing finger posts, on behalf of the Bowling Club. Cllr Davies confirmed that he had the finger posts ready to fit, but that the removal of the old broken signs was proving to be very difficult. It was agreed by Council that if further costs were to be incurred, AA&I might be in a position to help finance accordingly.
Cllr Pugh raised the issue of sand on the car park and when it was due to be removed. Cllr Davies said that the main problem is not clearing the sand, but where to dispose of it, as it could not be dumped on the beach without permission.
AGENDA ITEM 11 – PLANNING
NP5/50/678B 60 Maesnewydd, Aberdyfi
Erection of two storey extension
AGENDA ITEM 12 – TREASURER’S REPORT
The Treasurer’s report for April was accepted and minuted as a true record
PROPOSED by Cllr Richards SECONDED by Cllr Richardson
The Clerk advised Council of changes to the external audit, the appointment of BDO as external auditors, and revised deadline dates for Annual Returns.
The internal audit deadline is 1st June, for accounts preparation and delivery to John Roberts, internal auditor.
The Annual Return will be ready for Council approval and signing off in time for the June 27th meeting, the final external auditor deadline now being July 11th
AGENDA ITEM 13 – COMMITTEE REPORTS
Cllr Owen was disappointed that no one from Aberdyfi attended the Dyfi Bridge meeting in Tywyn. The Clerk was not aware of a letter of invitation to the meeting, sent by Tywyn’s Clerk. The Clerk is going to check with Tywyn’s Clerk.
Cllr Owen said that Bryn Crug might be merging with a larger council as they cannot find someone to fill their vacancy for a Clerk.
AGENDA ITEM 14 – CORRESPONDENCE
Richard Mc Grail E-mail to seek Council support to approach Gwynedd regarding the use of Penhelyg Park for a wedding in September this year
Cambrian Coast Liaison Confirmation of a conference this Friday 20th May, 1.30pm in Porthmadog.
Coast Marketing Coordinator An offer to support the Aberdyfi Food Festival and a suggestion to meet with the Clerk to discuss the possibilities (see matters arising)
Gwynedd Regulatory Letter of advice of cuts of £110,000 to the rights of way budget, to be spread over 2016/17. This financial year Aberdyfi has been allocated £842.00 for footpath maintenance. It is implied that the budget will disappear entirely for 2018.
Gwynedd Communications Advice of the proposed sub-county communities plan, for Agreement on June 16th 2016. Our comments/observations are required, see attachments.
Snowdonia National Park Planning guidance, obtrusive lighting (light pollution)
Tywyn Fire Station Invitation to the opening of the new Tywyn Fire Station on 8th June. Cllr Lloyd will attend.
AGENDA ITEM 15 – PUBLICATIONS
Clerks and Councils Direct
The Clerk magazine
AGENDA ITEM 16 – ANY OTHER BUSINESS
Cllr Davies expressed his anger at the negative coverage of the new Tywyn Hospital in the Cambrian News. He was further annoyed at the lack of written support from the community after the event.
Council agreed that the community should be proud of the new facility.
Cllr Davies is concerned about NRW’s proposal to double the fees for motor rallying forest events. This could impact the local economy and the Council is to write a letter to NRW to express its concern.
Cllr Pugh has asked that Will Stockdale replace the red flag on the beach.
Cllr Pugh had received complaints about Dave Warren using the strimmer to cut the school grass on Sundays. The Clerk will instruct Mr Warren not to strim on Sundays or after 6.30 in the evening.
Cllr Fowles is concerned about the surface on the Picnic Island bridge.
Cllr Fowles is also concerned about the illegal parking by local residents outside the Bear of Amsterdam creating obstruction problems. Action needs to be taken before an accident happens.
Cllr Richardson confirmed that he had sent a number of letters to Seaview Terrace inviting local residents to water the plant tubs outside their properties. He was able to confirm a number of volunteers (5) had been appointed so far.
AGENDA ITEM 17 – ITEMS FOR THE PRESS/RUSHLIGHT
- Aberdyfi FC
- Roy Venables contact details
- Food Festival
- Queens Celebrations
- New Officers
There being no further business the meeting closed at 9.15pm