A meeting of Llanfrynach Community Council took place on Thursday 20th July 2023 at 7.30pm at Llanfrynach and Cantref Community Hall.
In attendance
Cllr. Jackie Williams (Chair), Cllr. Phil Kendrick Cllr. Julia Phillips, Cllr. Jason Palmer, Cllr. Charles de Winton and Cllr. Hannah Jones.
Also In attendance: Keren Bender, Clerk
The Chair opened the meeting by welcoming all and thanking them for attendance.
None.
1. Apologies for absence None Received
2. Declarations of Interest There were no declarations of interest
3. Approval of minutes from previous meeting.
Minutes of the meeting on the 30th June 2023 were approved as a true record and signed by the Chair.
4. Matters arising from the minutes.
The bingo machine has been received and as an apology for its late delivery the company also sent bingo books and pens.
The Clerk reported the lease between PCC and the Community Council on the Groesford Village Hall and the land surrounding it runs until 2030.
Clerk to investigate if funding can be sourced to purchase a wheelchair friendly picnic table.
5. Public Participation - provision for members of the public to speak. There were no members of the public in attendance
6. Correspondence
None received
7. Llanfrynach and Cantref Community Hall and Ty Bach update.
It was reported that the National Grid are sending someone out week commencing 31st of July to disconnect the power to the phone box, however there may be a cost associated with this service.
Cllr De-Winton reported he is in communication with the Loss adjuster, they have offered a figure for the replacement of the kiosk but not labour to remove the old one and to secure the new one. Cllr De-Winton has obtained a quote in the sum of £2150 for this. He has written to the Loss Adjuster arguing this point, and is awaiting a response. At this time the Loss adjuster is claiming betterment.
The Village survey has been completed with a majority view not to replace it, however there were a number of people who wanted to retain it, so an offer has been put to them to seek further financing from members of the village in order to affect this, as the total cost of replacement is likely to be more that what is likely to be received from the Loss Adjuster. The Village Hall Committee feel, given the majority view, that the kiosk was not required and struggle to justify this additional expense. If the village fail to come up with the additional funds, then the kiosk will be removed and the balance of the money received from the Insurers will used by the Village Hall committee for other projects.
Welsh Water are now looking into the blockage at Ty-Bach.
8. Groesffordd Village Hall update.
Cllr. Palmer reported the bench in the village, situated alongside the bus shelter, needs to be repaired or replaced. It is believed the bench could be repaired for a cost of £200. Following a discussion, it was proposed and agreed to repair the bench. Cllr Palmer to approach Mr Stewart Jones for a written quote which the Community Council will fund.
Action Cllr Palmer
A question was asked around an annual grant awarded to both village halls. Clerk to investigate and report back to the September meeting. Action Clerk
9. Planning Applications:
No Planning applications had been received.
10. County Councillor Report.
County Councillor Charlton had forwarded a written report and offered to respond to any questions arising from her report. She also offered to take any issues forward on the Community Councils behalf to Powys County Council.
Her written report was comprehensive with no additional questions raised.
11. Playground Equipment.
a. The birds nest swing – delivery of four metal posts and four upright posts had been accepted and are being stored at the home of Cllr. de-Winton
The Clerk has approached Mr Mark Phillips for a quotes. Mr Phillips said he wouldl contact Councillor de- Winton for a specification.
The poor condition of the matting was reported with sizes forwarded to the clerk. Action Clerk
The clerk reported that she had been in contact with Wicksteed concerning the playground inspection which is due in October 2023, and arrangements are in place for the inspection to take place.
12. Review of Standing Orders 2023
The Clerk had circulated Model Standing Orders May 2023 ( Wales) and a paper explaining the changes and additions to the Model Standing Orders 2018.
The salient points were:
The language was now gender neutral.
It introduced guidance on remote and virtual access to meetings along with changes to issuing notices both electronically and via the postal system.
Register of Councillors Interest has to be kept along with Declarations of Interest.
Community Council Councillors need to have a dedicated Community Councillor Email Address.
All planning applications need to be recorded in a register.
General Powers of Competence (GPC), the adoption of an annual report and the creation of training plans was also introduced.
The standing orders also included timings and the number of days for activities to be adhered with, for instance when to publish the agenda and minutes and how long a member of the public could speak on an item.
Following a discussion it was unanimously agreed to endorse the Model Standing Orders May 2023 ( Wales)
13. Councillor Photographs
The Chair reminded all councillors to forward their photographs to Cllr Watkins.
14. Website
Problems in accessing the website has resulted in Community Council documents not being loaded onto the website since February 2023.
The clerk had contacted the website provider and along with assistance from the previous Clerk the issue has now been resolved.
15. Financial Issues
a. Invoices for approval & b. Payments for approval
Clerks salary and HMRC were reported.
PAVO- payroll Services - £36.
All were approved for payment
c. Online Banking Update
The Clerk reported the Community Council had been successful in setting up online banking and that she was registered with delegate powers, which means the clerk can process payments but cannot authorise payments. The Councillors with authorising status have also signed the relevant forms, clerk to follow up.
Action Clerk
d. Election Costs / Llanfrynach Hall
The Clerk had been contacted by the treasurer of Llanfrynach and Cantref Community Hall, informing her that the election costs incurred by the Community Council of £700.69 had been taken through a direct debit from the Hall accounts. It was unanimously agreed to reimburse the Hall and for the Clerk to contact Powys County Council to understand how this could have happened.
Action Clerk
Date of next meeting will take place on Thursday 7th September 2023 at 7.30pm as a hybrid meeting at Llanfrynach and Cantref Community Hall
