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MINUTES OF THE ORDINARY MEETING OF ABERDYFI COMMUNITY COUNCIL HELD IN THE OFFICE IN THE COUNCIL CHAMBER, LITERARY INSTITUTE, ABERDYFI

ON MONDAY, 21st JANUARY 2019

Present were Councillors: :-                      

Cllr D Williams Chairman                           

Cllr J Bradbury Willis

Cllr Dewi Owen  

Cllr B Kelly

Cllr David Owens

Cllr G Jones

Cllr B Lloyd

Cllr M Reynolds

Cllr M Richards

AGENDA ITEM 1- APOLOGIES

CL/119/21.01.19

Cllrs S Bradbury-Willis & Tyrrell

AGENDA ITEM 2- CHAIRMAN’S ANNOUNCEMENTS

CL/120/21.01.19

Cllr Williams made special mention of the high quality of this year’s New Year’s Eve fireworks display, which many visitors to the village had passed very positive comments. He wished to thank the volunteer organisers, organised by Cllr Kelly, who informed the meeting that over £500 was raised during the event, which was watched by hundreds of visitors to Aberdyfi as well as locals. Cllr James Bradbury-Willis confirmed that over 2000 people had watched the display on Facebook.

It was confirmed that the construction contract for the affordable housing project had been awarded to Chesworths of Tywyn. The appointment was good news for local business and local jobs and the work will commence in March and will complete within 12 to 15 months.

AGENDA ITEM 3 – RECEIVE AND CONFIRM MINUTES OF ORDINARY MEETING 17th DECEMBER

CL/121/21.01.19

It was agreed that the minutes were a true and accurate record of ordinary meeting of              17th December.

PROPOSED by Cllr Megan Reynolds and SECONDED by Cllr Dewi Owen

AGENDA ITEM 4 – MATTERS ARISING

CL/122/21.01.19

M/55 Speeding in the village

The Clerk has spoken with Iwan ap Trefor from Gwynedd Highways Safety. He declined an invitation to present to this council as he did not have the resources to do so and he was very busy. Not a very helpful or positive conversation, especially with regard to this council’s concerns in the vicinity of the post office.

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However, it was agreed that the pressure must be maintained with regard to traffic speeding issues throughout the village. Cllr Williams suggested that Gwynedd be approached in March to re-assess the situation during a busy holiday period.

M/75 Dog poo bins

The Clerk has met with Alun Hughes from Gwynedd Streetscene who confirmed that the new bin (donated by a visitor to Aberdyfi) will be located at Pont y Brics – installation to be conducted by ACC. Alun Hughes will empty the new bin as part of the normal round.

M/82 Picnic Island bridge.

Barry Davies’ e-mail regarding the bridge closure indicated the preference to install a new bridge. However there was no budget for this work and that other funding options would be examined. In the meantime there was still concern regarding the increased pedestrian traffic along the main road between Outward Bound and the village. The next step is a meeting with Barry Davies. Cllr Lloyd suggested that an article in Rushlight would be helpful.

M/81 Aberdyfi Community Council website

The tender documents will be discussed at February Council meeting, pending outcome of the discussion of One Voice Wales directives, see Agenda item 7.

M/111 Cyclepath Planning

George & Tomos of Machynlleth have been instructed to proceed with the application. Cllr Lloyd suggested that a letter be submitted to AA&I to request funding support.

M/117 Leases

The leases for the Neuadd Dyfi car park and the Playing Field have both been received and forwarded to Cllr Richards for examination. The matter will be discussed at the February Council meeting.

AGENDA ITEM 5

BUDGET & PRECEPT 2019/20

CL/123/21.01.19

The Budget for 2019/20 has been prepared by the Clerk and discussed and agreed with Finance Committee meeting of 1st November 2018, in line with the following statement

“To date, and up to January 2019, Council’s expenditure is marginally below budget and should prove acceptable to the external Auditors, BDO.”

What is unclear at the moment is the net income resulting from our agreement with Gwynedd Council regarding our 10% of the net main car park fees. This will not be confirmed until May or June, after Gwynedd’s audit.

The precept for 2019/20 has been calculated on the basis of an increase over last year’s precept (£34,955) by the forecasted rate of inflation for January 2018, 21/2%.

Therefore the precept for 2019/20 will be set at £35,829.00, an increase of £874.00.                 The precept request will be confirmed with Dafydd Edwards, Gwynedd Head of Finance, by this Friday January 25th.

The Council agreed to donate 50% of the net car park revenues to the Neuadd Dyfi. The clerk suggests this payment should be made at the end of the financial year, March 31st. To date the gross revenues for 2018 were £5600.95 and the costs for 2018 were £921.60, hence there is a net balance at this date of £4679.35, indicating a donation to the Neuadd Dyfi, at this time, of £2339.67.

PROPOSED   Cllr Gareth Jones     SECONDED   Cllr Richards

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AGENDA ITEM 6

APPOINTMENT OF INTERNAL AUDITOR

CL/124/21.01.19

Steve Lister has been instrumental in helping to achieve a clean audit for 2018/19. Is Council happy to confirm his re-appointment.

Proposed   Cllr Dewi Owen     Seconded Cllr Lloyd

By a majority vote 6/2 Steve Lister was re-appointed

AGENDA ITEM 7

ACC WEBSITE

CL/125/21.01.19

The Clerk sought clarity from One Voice Wales regarding the tendering process for the website, in the context of Cllr James Bradbury-Willis’ wish to tender. The message, to the Clerk, was clear. Not to be recommended. See e-mail from One Voice Wales.

Discuss and minute this Council’s decision regarding future policy regarding any Councillor carrying out fee paid work for ACC.

Cllr Richards agreed with the One Voice Wales standpoint and Cllr Lloyd noted that this was the first time that the issue had been brought to the forefront. In the interests of transparency and impartiality, he also felt that One Voice Wales recommendation should be adopted in this instant and also for the future – councillors should not be employed to carry out paid work for the council. Cllr Jones agreed with this position. Cllr James Bradbury-Willis understood the position and also agreed it was an appropriate way forward. Cllr David Owens felt that the matter being discussed at his time was an opportunity to set the ground rules for the future. Cllr Kelly felt that the essence was that councillors should not benefit financially from working for the community and that the rule should be noted and minuted as a policy for the future.

Cllr Williams was gratified that there was a consensus within council regarding the matter but also noted that One Voice Wales stopped short of saying ‘under no circumstances should councillors be employed’. This suggested that there was some leeway in extenuating circumstances, but great care must be taken with a variance regarding such a diversion from policy. If such a situation arises, the Clerk suggested that One Voice Wales guidance should be sought, as a matter of course.

Cllr Sara Bradbury-Willis, via an e-mail, had brought up the role played by the Finance Committee in viewing the website tenders in advance of the council meeting. Cllr Williams clarified the position by stating that levels of relatively high expenditure would always be discussed, in advance, by the Finance Committee which would seek to make positive observations at the full council meeting as a means of assisting the decision-making progress.

In response to Cllr Reynolds question regarding printed hard copies of the tender documents, Cllr Williams confirmed that the Clerk would ensure that they would be distributed to all councillors in plenty of time for the 18th February meeting, at which it is hoped a decision can be made regarding the appointment of a suitable contractor.

Given the process outlined by Cllr Williams, it is anticipated that the process of selection should be reasonably smooth and that a satisfactory outcome will result.

Cllr James Bradbury-Willis offered his assistance, in the selection process, as an experienced website developer.

Proposed   Cllr James Bradbury-Willis     Seconded Cllr Brian Kelly

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AGENDA ITEM 8

RISK ASSESSMENT/CODE OF CONDUCT/REGISTER OF INTERESTS

CL/125/21.01.19

The Risk Assessment, Code of Conduct and Register of Interests were formally adopted by Council. The Clerk issued an open invitation to view these documents at any time in the Council office.

Proposed   Cllr Bryn Lloyd    Seconded Cllr Megan Reynolds

AGENDA ITEM 9

DONATIONS

CL/126/21.01.19

There have been no written requests for donations from the regular beneficiaries.                          It is suggested that the following be considered, in line with 2018:

Wales Air Ambulance          150.00

Dail Dysynni                         50.00

AA&I brochure                   1500.00

Meirionydd Young Farmers     100.00

This year’s Urdd                       50.00

Proposed   Cllr James Bradbury-Willis   Seconded Cllr Brian Kelly

AGENDA ITEM 10

TOILETS STEAM CLEANING AND DECORATING

CL/127/21.01.19

Cllr Tyrrell has obtained a joint estimate, from Scrubadub and Furneaux Decorators, to clean and decorate the Wharf public toilets for 500.00.                                                          Should council commit to this idea? Cllr Lloyd suggested that perhaps AA&I should be approached to fund the exercise, and council to commission the project.

The Clerk suggested that perhaps that the gable wood cladding could also benefit from              re-finishing and that the estimate could take this into account.

Proposed   Cllr Bryn Lloyd   Seconded Cllr Mike Richards

AGENDA ITEM 11– GWYNEDD COUNCIL REPORT

CL/128/21.01.19

Cllr Owen confirmed that rates would be going up this coming year, by 5.5% in Gwynedd. Gwynedd will also be seeking an increase in the financial support paid by Town and Community councils. Perhaps it could be argued that our contribution of £6000.00 could be capped in light of the commitment to clean and decorate the wharf toilets, as indicated in minute CL 127. Cllr Jones asked what Dwr Cymru’s financial