MINUTES OF THE THIRTY FOURTH 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, 28TH MAY 2019
Councillors Present :-
Cllr D Williams – Chairman
Cllr Dewi Owen
Cllr Mike Richards
Cllr Megan Reynolds
Cllr Gareth Jones
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/1/AGM/28.05.19
No apologies – full attendance
AGENDA ITEM 2 – CHAIRMAN’S ANNOUNCEMENTS
CL/2/AGM/28.05.19
The Chairman thanked everyone for contributing to Council matters over the year. Acknowledging the fact that there were always going to be differences of opinion regarding matters discussed at Council, Cllr Williams note that issues were resolved after discussion, and that councillors moved on accordingly.
AGENDA ITEM 3 – ANNUAL RETURN
CL/3/AGM/28.05.19
The draft Annual Return for 2017/18, in readiment for forwarding to the External Auditors BDO, was presented to Council for approval, in advance of ratification at the next Council meeting on 17th June, to meet the BDO/Wales Audit Office deadline of June 28th.
The Clerk noted that the Return indicated increased levels of income for the financial year which needed to be viewed in the context of donations from AA&I to be used for village projects, such as the new Wharf planting scheme.
On balance, the figures were in line with audit expectations and also in line with the budget projections for the financial year 2018/19.
Matters which will impact on the expenditure budget for the 2019/20 financial year are the donations which will be made to the Neuadd Dyfi from the Council precept for the year, and a 50% share of the net revenues from the Neuadd Dyfi pay & display car park.
However, this will be offset as a result of extra income this year from the agreement with Gwynedd Council whereby this Council will receive 10% of the net receipts from the main car park, after deduction of £6000 for public toilet maintenance. The net amount is yet to be confirmed but should be in excess of £7000 and Gwynedd have suggested that this will be paid by BACS into ACC account in the next few weeks.
BDO have requested that ACC provide Terms of reference for each committee for forwarding with the Annual Return.
The Clerk will present the finalised budget along with the Annual Return, for official approval at the next Council meeting.
AGENDA ITEM 4 – ELECTION OF OFFICERS 2019/2020
CL/3/AGM/28.05.19
CHAIRMAN
The Chairman, Cllr Williams, assumed his position as Chairman for his second year in office, and requested the Vice Chairman to seek a proposer and seconder accordingly.
Proposed: Cllr Gareth Jones Seconded: Cllr Bryn Lloyd
Cllr Williams was voted in unanimously
The Vice Chairman, Cllr Dewi Owen, assumed his position as Chairman for his second year in office, and requested the Chairman to seek a proposer and seconder accordingly. Proposed Cllr Bob Tyrrell Seconded Cllr Bryn Lloyd
Cllr Dewi Owen was voted in unanimously
CL/5/AGM/28.05.19
PLANNING COMMITTEE
The whole Council
CL/6/AGM/28.05.19
ABERDYFI ADVERTISING & IMPROVEMENTS COMMITTEE
The whole Council, except for Cllr Tyrrell
CL/7/AGM/28.05.19
ABERDYFI LITERARY INSTITUTE MANAGEMENT COMMITTEE
Cllr G Jones (Chair)
CL/8/AGM/28.05.19
HARBOUR ADVISORY COMMITTEE
Cllr Tyrrell
CL/9/AGM/28.05.19
ONE VOICE WALES
Cllr D Owen with Cllr B Lloyd as Deputy
CL/10/AGM/28.05.19
NEUADD DYFI MANAGEMENT COMMITTEE – COUNCILLORS WITH A VOTE
Cllrs Lloyd, Owen, Reynolds, Williams & Kelly
CL/11/AGM/28.05.19
RICHARD WILLIAMS AND RICHARD ROBERTS TRUST FUND
Cllrs Owen, Richards with Cllr Reynolds as Chair and Cllr Williams as Trustee
CL/12/AGM/28.05.19
LEWIS LLOYD TRUST
Cllr Reynolds
CL/13/AGM/28.05.19
MEIRIONYDD ACCESS GROUP
This committee has not been represented since Cllr Bates stood down. It was decided to continue to hold in abeyance until such time a permanent decision regarding its future can be made. It was agreed that ACC should contact Merionydd Access Group to advise of the situation and request minutes be forwarded to ACC until such time as a representative from ACC may come forward.
CL/14/AGM/28.05.19
TYWYN AND DISTRICT MEMORIAL HOSPITAL APPEAL FUND
Cllr Reynolds to continue, with Cllrs Lloyd and Tyrrell as deputies
CL/15/AGM/28.05.19
ALLOTMENT SUB-COMMITTEE
Cllrs Richards, Reynolds and Jones
CL/16/AGM/28.05.19
FINANCE COMMITTEE
Cllrs Williams (Chairman), Owen (County Councillor) & Cllr Lloyd as past Chairman
CL/17/AGM/28.05.19
RE-APPOINTMENT OF INTERNAL AUDITOR
Council re-appointed Mr Steve Lister for the year 2019/20, in accordance with minutes.
CL/124/21.01.19, January meeting 2019
CL/18/AGM/28.05.19
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
CL/19/28.05.19
Receive and confirm minutes of the ordinary Council meeting 16th April. Amended agenda item 9 at Cllr Tyrrell’s request.
Proposed: Cllr David Owens Seconded: Cllr Kelly
AGENDA ITEM 6 – MATTERS ARISING
CL/20/28.05.19
M/141 Website
The Clerk spoke with Nigel Upton last week and the matter proceeds.
M/127 Wharf Toilets
Cllr Sara Bradbury-Willis’ observation regarding the absence of baby-changing facilities in the wharf public toilets, and her correspondence with Gwynedd had reaped rewards, and there were now facilities in both ladies and gents facilities.
Cllr Lloyd took the opportunity to note that the Neuadd Dyfi public toilets were in a poor state.
The Clerk had a conversation with Alun Wyn Jones regarding TUPE implications of changing the toilets cleaners. It was understood that the TUPE situation was not the problem it once was if alternative arrangements were to be considered.
M/158 Council Telephone Installation
The Council has a new digital phone system, operative last Friday. This has been promised to reduce overall costs.
M/138 Michael Barnes Replacement
It was noted that Pennal Garden Services needed constant monitoring and Cllr Richards noted that the frequency of cutting needed to increase. The process will be monitored.
M/162A Playground Gate
Tom Jones has commenced re-installation of the gate which should be completed this week.
M/162C Burma Road Parking
The Clerk has spoken with Geri Davies regarding the placing of substantial rocks on Burma Road to help prevent nuisance parking. We await a costing.
M/172 Toilets Revenue
The Clerk has spoken Bethan Roberts and been advised that the payment of our 10% share of the main car park revenues should be paid by BACS next week. The exact figure has not been confirmed but it should be in the region of £7000 after deduction of £6000 for toilet maintenance.
M/176/ Aberdyfi Welcome Signs
The Clerk had sourced the original suppliers of the Aberdyfi welcome signs, Leander, who confirmed they would be able to renovate the signs. We await their further response.
AGENDA ITEM 7 – CLIFFSIDE SHELTER
CL/21/28.05.19
The responsibility for the cleaning contract for the Cliffside Shelter will be passed from AA&I to Aberdyfi Community Council. Cllr Lloyd pointed out that a formal contract structure will be formulated by Council, a contractor employed, and the funding will be sourced through AA&I. Thus appropriate insurances, health and safety, & risk assessment issues can be resolved
Proposed: Cllr Gareth Jones Seconded: Cllr Megan Reynolds
AGENDA ITEM 8 – DATES FOR JUNE AND JULY COUNCIL MEETINGS
CL/22/28.05.19
Monday 17th June
Monday 15th July
There is no Council meeting in August
AGENDA ITEM 9 – COMMITTEES’ TERMS OF REFERENCE
CL/23/28.05.19
The BDO Audit required us to provide terms of reference for each Council Committee. Could each Chair liaise with the Clerk before the next Council meeting, at which time the Annual Return will be due for signing off, to agree wording of the terms.
AGENDA ITEM 10 – PAY & DISPLAY PARKING MACHINE, NEUADD DYFI
CL/23/28.05.19
The Clerk can confirm the costs for conversion as follows:
Software :-
Initial Setup – £1,500
Merchant ID – £250
Transaction Charge – 10p per payment
Debit Card Charge – 0.362% per transaction
Credit Card Charge – 1.2% per transaction
Hardware :-
The approx. upgrade figure would be in the region of £1,600 to £1,700.00 plus VAT to include all new hardware, software, callout and engineer labour.
It was suggested by the Clerk that the matter be held over until the Autumn, when car park use tails off.
Cllr Lloyd agreed with this course of action. Cllr Tyrrell asked whether it would be possible to standardise the charging to make the task of paying by cash, and also whether the charges could increase.
There were concerns about the number of vehicles which were parked without having paid for a ticket, many of which were local, emanating from the Penrhos Garage. Cllr Jones also pointed out that the coach parking was restricted.
AGENDA ITEM 11 – GWYNEDD COUNCIL REPORT
CL/24/28.05.19
Cllr Owen confirmed that Gwynedd Council’s AGM appointed Edgar Wyn Owen, from Caernarfon, as Chairman and there was some disquiet that both chair and vice Chair were Plaid Cymru, but the democratic processes were followed.
The issue of second homes was discussed and that there were a high number of second homes now registered as businesses. Cllr Richards wanted to know whether the policy was now impacting negatively, contrary to intention, on Gwynedd revenues. He also suggested that the policing of the system was very feeble.
Gwynedd Council seemed unable to provide information.
Cllr Jones thanked Cllr Dewi Owen for eventually getting the sewage problem at Neuadd Dyfi has been resolved, hopefully for the long term.
AGENDA ITEM 12 – PLANNING
CL/25/28.05.19
NP5/50/635B 17 Mynedd Isaf, Aberdyfi
Consultation APPLICATION VIA EMAIL
There was concern over the accuracy of the drawings as Cllr Kelly checked the plans. The extent of the building work seems to go right to the edge of the roadway. This needs checking.
AGENDA ITEM 13 – TREASURER’S REPORT
CL/26/28.05.19
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.
Proposed: Cllr Jones Seconded: Cllr Lloyd
AGENDA ITEM 14 – COMMITTEE REPORTS
CL/27/28.05.19
No Committee reports
AGENDA ITEM 15 – CORRESPONDENCE RECEIVED
CL/28/28.05.19
One Voice Wales – Training/Planning Aid 11th June
Avril Richards – Email referral from visitor to Aberdyfi regarding the use of plastic containers by the local chip shop. Was there anything we could do? A topic for future discussion perhaps, in the context of encouraging a campaign to drive a village eco project. Agenda item perhaps for the public meeting in November
Playsafety – Email advising of the forthcoming inspection of our playground (June)
Advisian – Letter of confirmation that the gasworks project is part of an International Conference in Lyon (NICOLE) in June. It will be a case study for brownfield land regeneration.
Dail Dysynni – Thank you letter.
Pen Llyn a’r Sarnau SAC – Carbonquest volunteers request
Time and Tide bell – Peter Gingold email regarding the future of the Time and Tide Bell.
Gwynedd Highways – Email from Adrian Williams reference the Macra Carpa tree opposite Cartref.
Angela Knox – Formal letter of complaint regarding matters surrounding the brochure production. A formal response will be prepared by Cllrs Williams, Richards and the Clerk.
Louis Hiatt – Email outlining his reservations over the way the brochure was prepared, with some suggestions.
AGENDA ITEM 16 – ANY OTHER BUSINESS
CL/29/28.05.19
Cllr Richards Extra poo bins still required at Pont y Brics
The lobster pots on the wharf are still a matter of concern, some of which Cllr Richards maintains have been there for two years. It was pointed out that it is and always has been a matter for Gwynedd Harbour Authority
Cllr Sara Bradbury-Willis A member of the public had expressed concern about the use of weed killer on the allotments. Cllr Sara Bradbury-Willis is to discuss the matter further with the Clerk.
AGENDA ITEM 17 – ITEMS FOR RUSHLIGHT
CL/30/28.05.19
CarbonQuest
Time & Tide Bell
Wharf Gardens Planting Update