MINUTES OF THE ORDINARY MEETING OF ABERDYFI COMMUNITY COUNCIL HELD IN THE OFFICE IN THE COUNCIL CHAMBER, LITERARY INSTITUTE, ABERDYFI ON MONDAY, 17TH JUNE 2019
Councillors Present :-
Cllr D Owen – Vice Chairman
Cllr Mike Richards
Cllr Bryn Lloyd
Cllr B Kelly
Cllr David Owens
Cllr B Tyrrell
Cllr S Bradbury Willis
Cllr J Bradbury-Willis
AGENDA ITEM 1 – APOLOGIES
CL/31/17.06.19
Cllrs Williams, Jones and Reynolds
AGENDA ITEM 2 – CHAIRMAN’S ANNOUNCEMENTS
CL/32/17.06.19
Cllr Dewi Owen chaired the meeting as Cllr Williams had been called out by Mountain Rescue
AGENDA ITEM 3 – ANNUAL RETURN
CL/33/17.06.19
The annual Return was approved unanimously by Council for submission to the external auditors BDO.
Proposed: Cllr Lloyd Seconded: Cllr Kelly
AGENDA ITEM 4 – RECEIVE AND CONFIRM MINUTES OF ORDINARY MEETING 28TH MAY
CL/34/17.06.19
It was agreed that the minutes were a true and accurate record of ordinary meeting of 28th May, subject to amendments by Cllr Richards.
It was agreed that in future the draft minutes would be ready for circulation 14 days before the prescribed Council meeting, giving Councillors plenty of time to make amendments after which time the final minutes would be circulated seven days in advance of meeting.
Proposed: Cllr James Bradbury Willis Seconded: Cllr Sara Bradbury-Willis
AGENDA ITEM 5 – REDACTED MINUTES
CL/35/17.06.19
After discussion with One Voice Wales seeking appropriate guidance, the minutes of April meeting, CL176/15.04.19, were redacted in accordance with the guidance received. The Clerk circulated the relevant paragraphs to all councillors for approval.
The Clerk is to seek further guidance on when and if it is appropriate to mention individual’s names in council meetings.
Proposed: Cllr Richards Seconded: Cllr Tyrrell
AGENDA ITEM 6 – MATTERS ARISING
CL/36/17.06.19
M/3/AGM External Auditors
The Clerk was able to confirm that he had been advised that the BDO External Audit 2019/20 was to be their last. Alternative arrangements were to be put in place by Wales Audit Office, possibly carrying out the process in-house.
M/162C Burma Road Parking
Ownership of Burma Road land is awaiting confirmation before any permanent installation of parking prevention measures regarding parking can be pursued. It is understood that it is owned by Network Rail.
M/172 Toilets Revenue
Still no sign of the BACS payment which was promised to be our account last Friday. Cllr Tyrrell pointed out that the original agreement agreed with Gwynedd indicated that 31st May was the date at which the money should be paid into ACC account. Gwynedd must be reminded of this stipulation.
M/176 Aberdyfi Welcome Signs
Leander have furnished a price for refurbishment of the signs, see correspondence. The Clerk will liaise with Cllr Tyrrell over the practicalities. Council agreed that Clerk should proceed with the project and obtain more detailed costings.
It was suggested by Cllr Lloyd that it was a project that could be funded by AA&I.
M/21 Cliffside Shelter
The Clerk is meeting with Alan this week to discuss the contract and associated insurance and liability issues regarding the Cliffside Shelter.
M/28 Gasworks NICOLE Conference, Lyons
The Clerk has spoken with Chris Meakin to be informed that the Gasworks project has been widely acknowledged as best practice and was commended accordingly.
M/28 Use of Plastic Food Containers
An extra poo bin will be installed at Pont y Bric boardwalk and the redundant Glasdon poo bag dispensers have been removed.
M/29 Chip Shop
Cllr Owens pointed out that he had checked with the chip shop and they were using cardboard containers and paper bags, not plastic as had been noted by a visitor to the village.
M/29 Lobster Pots on the Wharf
Cllr Owen had spoken with the harbourmaster and that any lobster pots not put out on station this summer, left on the wharf, will be moved to the storage compound. The amount of ropes on the wharf has been recognised as a hazard and should be dealt with as appropriate.
AGENDA ITEM 7 – COMMITTEE’S TERMS OF REFERENCE
CL/37/17.06.19
The Clerk has drafted terms of reference for the Finance Committee. They will be ratified or amended as required at Thursday’s Finance Committee meeting. To be forwarded with the Annual Return this Friday.
AGENDA ITEM 8 – RESIGNATION OF CLERK
CL/38/17.06.19
Confirmation that the Clerk will stand down officially on December 30th. His resignation letter to Cllr Dave Williams, Chairman was, in his absence, read to Council by Cllr Owen.
Cllr Lloyd suggested that work should commence immediately on seeking an appropriate replacement. He also felt that a replacement should preferably be in place, if at all possible, by October 31st. Cllr Tyrrell felt that the Finance Committee should drive the process of finding a suitable replacement and drafting a precise job description.
AGENDA ITEM 9 – REMOVAL OF ANY OTHER BUSINESS FROM FUTURE AGENDAS
CL/39/17.06.19
On One Voice Wales advice, ACC will no longer feature Any Other Business on its agendas. Instead there will be a section headed up as follows:
“Items for Consideration at Future meetings and/or Urgent Business”
The Clerk explained how this will work. Essentially, items discussed under this heading needing formal approval for action or financing will be earmarked for inclusion at a future Council meeting as an agenda item. Any urgent matters requiring action can be discussed and agreed for immediate attention and financing.
Cllr Owen also pointed out that any village maintenance issues were best raised under Gwynedd Council matters.
Proposed: Cllr Richards Seconded: Cllr James Bradbury Willis
AGENDA ITEM 10 – ACC COUNCILLORS’ ALLOWANCE Y/E MARCH 2020
CL/40/17.06.19
The Clerk asked all Councillors to complete the Councillors’ Allowance and return to the Clerk for filing.
AGENDA ITEM 11 – GWYNEDD COUNTY COUNCIL
CL/41/17.06.19
Cllr Dewi Owen had nothing to report and asked for questions from the floor.
Cllr James Bradbury Willis noted that the sand on the walkway was acting as an obstacle, especially to anyone with a baby buggy or wheelchair. Cllr Owen was able to confirm that he had spoken with the Harbourmaster and the matter was in hand.
Cllr Richards asked Cllr Owen if he had any update from Gwynedd Council on the impact on their revenues in the context of the changes to Business Rates & Council Tax on second homes. Cllr Owen reported that he had not received any further update and Cllr Richards said that it was therefore assumed the matter is with the Welsh Government. Cllr Owen said he would seek further updates and report back.
Cllr Richards noted that the gully crew had been in the village but not all the storm drains had been cleared. He said that the storm drain opposite Cartref was blocked and he suspected that tree root damage might be the problem. Cllr Owen said he would check with Gwynedd Highways and also confirmed that he had brought up the matter of Cllr Richards observations regarding the tree surgery carried out earlier this year on the tree in question. He confirmed that the tree was going to be inspected again. Cllr Richards re-iterated his concerns regarding the tree but emphasised his desire to preserve the tree as long as possible, through effective maintenance.
AGENDA ITEM 12 – PLANNING
CL/42/17.06.19
NP5/50/657A The Bungalow, Balkan Hill, Aberdyfi
Further correspondence received from Ruth Lyons APPLICATION VIA EMAIL
There was no apparent technical problem regarding the application, but Council had been made aware of objections from a local second home owner. There was no consensus to object to this application as a Council.
NP5/50/635B 17 Mynedd Isaf, Aberdyfi
The Clerk has discussed the matter with Jane Jones and Suggested that the plans may not be accurately drawn. The applicant Mr Myatt has queried this viewpoint. APPLICATION VIA EMAIL
AGENDA ITEM 13 – TREASURER’S REPORT
CL/43/17.06.19
The revenues for the Food Festival are up to date, and the increase in price from 60.00 to 90.00, allied to the revenues from the mobile kitchen, will impact positively on the Food Festival budget.
The Clerk noted that next year the Council Insurance renewal, or otherwise, will be subject the tendering process, rather than automatic renewal.
Proposed: by Cllr Lloyd Seconded: by Cllr Richards
AGENDA ITEM 14 – COMMITTEE REPORTS
CL/44/17.06.19
No Committee reports
AGENDA ITEM 15 – CORRESPONDENCE RECEIVED
CL/45/17.06.19
SLCC – National Conference 2019
Gwynedd Electoral Office – Review of Polling Places
Elaine Foot – Offer to scatter wild flower seeds on Neuadd Dyfi car park
Leander Signs – Cost confirmation for Aberdyfi welcome signs
AGENDA ITEM 16 – ANY OTHER BUSINESS
CL/46/17.06.19
Cllr Kelly Thanks to the harbourmaster for the erection of the new signs at the far end of the Pont y Bric boardwalk
Cllr Tyrrell asked whether the old planters on the beach/car park steps were going to be removed. Cllr Owen said the matter was in hand.
Cllr James Bradbury Willis asked about the possible provision of new goalposts on the playing field. The Clerk recalled that the matter was discussed some time ago and it was felt that one goalpost was sufficient for the playing field. Cllr James Bradbury Willis volunteered to source and cost a replacement ‘5 a side’ goalpost in time for the next Council meeting.
Cllr Owen brought up the matter of weddings on Penhelig Park and an application by someone living in Tywyn.
At this juncture, Cllr Tyrrell, as a resident of Penhelig Terrace, declared an interest.
There was some concern over Gwynedd Maritime positive response to the application, in its entirety, subject to approval from Aberdyfi Community Council, in light of the complaints after a wedding event last year.
The matter will be carried over as an agenda item for the July meeting.
AGENDA ITEM 17 – ITEMS FOR RUSHLIGHT
CL/47/17.06.19
Clerk’s Resignation
NICOLE Conference Commendation
Bike Ride Welcome
Polling Review