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September 2018

Minutes of Monthly Meeting of Llangunnor Community Council held in 'Yr Aelwyd', Tregynnwr at 6.30pm on Wednesday 19th September 2018.

PRESENT: Councillor Sandra Thomas (Chair), Geraint Bevan, Robin Griffiths, Paul Totterdale, Alun West, Elwyn Williams and Lee Whatley

APOLOGIES: Councillor Jennifer Slate

[It was agreed that in future unless members formally inform the Clerk, or fellow member that their absence will not be noted under apologies
Note: apologies received via email from Cllrs Dafydd Williams, Mackintosh, Davies and Trowbridge-Matthews as all had not realised the change in date of the meeting]

1. Standing Orders

It was unanimously agreed that Standing Orders be re-introduced (minute 0918-1)

Declaration of Interest

Item 5 - Councillor West as a resident of Haulfryn

3. Police Report

Not present, no report submitted

4. Chair's Announcements

Cllr Sandra Thomas gave the following updates:
i) She had given her apologies to a Carmarthen Bar meeting, Cllr Griffiths had attended in her absence;
ii) She had attended the Tour of Britain as a guest of the Town Mayor (Cllr Schiavone);
iii) The Civic Service had been well attended, she wished it recorded her thanks to members who had attended and given apologies, also to the Rev Ceri Davies for officiating and the school choir for their excellent contribution;
iv) She, and Cllr Schiavone had attended the opening of Morrisons following their refit
v) She had attended the Dyfed Powys Police Open Day and although the wet weather did affect attendance it was a successful event

5. Public Questions (Declaration of Interest by Councillor West)

Mrs Sandra Rowlands addressed the Council, she highlighted that although she and the residents of Haulfryn understood why the yellow lines had been introduced it had added to the parking problems for the residents. The Council sympathised with her and agreed to write to the County Council asking for suggestions to alleviate the parking issues. The Chair thanked her for attending and bringing this to the Council's attention. Cllr West declared an interest (as a resident of Haulfryn) and took no part in the discussion.

6. Minutes.

It was moved by Cllr Totterdale and seconded by Cllr West (minute 0918-6) and RESOLVED unanimously to approve as a correct record the minutes of the monthly Council meeting and Planning Sub-Committee held on July 26th 2018.

7. The Park / Environment Sub-Committee

Cllr Whatley stated that notice of the meeting had not been put on website, Clerk apologised and stated that he had now been shown how to do it and hopefully it would not happen in the future

Clerk reported that minutes of meeting held on 15th August were on the website. He updated the members that two playground designers had been met on site and he was awaiting estimates from them for extending the 'kiddies area', providing rails to this area, coloured artificial grass for this area and under existing large piece of equipment, new railings to front of park, two large planters and a noticeboard. When to hand a meeting of the sub-committee will be called

8. Web / Media Sub-Committee

Minutes of meeting 7th August on website, Cllr Slade nearing completion of newsletter, meeting to be called when this available

9. Finance Sub-Committee

Minutes of meeting held on the 17th September are on the website. Clerk reported that i) The sub-committee was recommending that in respect of Determination 47 of the Independent Re-numeration Panel that currently the Council make no payment in relation to this determination, this was unanimously accepted (minute 0918-9i)
ii) The sub-committee had received and accepted Financial Report Sept 18 (copy as appendix to minutes);
iii) Clerk reported that the external Auditors had approved the accounts for 17/18, couple of minor issues to be noted;
iv) Adding a further 10 tabs to Chair's chain at a cost of approximately £600, it was unanimously agreed (minute 0918-9iv) that this be proceeded with;
v) Clerk reported that a new application form had been introduced for groups to apply for grants from the Chair's fund, unanimously agreed (minute 0918-9v) that the form be introduced

10. Christmas Decoration Sub-Committee

Minutes of meeting 15th August on website, Clerk updated members that a Christmas tree would be provided in Morrisons (they would provide excavation and power), also in Nantycaws - he had received assurances from Carmarthenshire County Council that the excavation and power supply would be in place by the end of October, Town Council putting up tree second week in November

11. Valero Monies

Task and Finish meeting to be arranged to discuss current situation

12. Vacancy on the Council

i) Cllr Whatley proposed under Standing Order 64 that the press and public be temporarily excluded, this unanimously agreed (minute 0918-12i);

:: Press and Public excluded from the meeting ::

ii) Two applications for co-option had been circulated to members, following a discussion a vote was taken and it was resolved D Baker 1 vote - J Porter 7 votes that Mr John Porter be co-opted onto the Council (minute 0918-9ii) Suspension of Standing Order 64 be lifted.

:: Press and Public readmitted to the meeting ::

13. Defibrillators

Clerk reported Welsh Hearts, Carmarthenshire County Council (Yr Aelwyd) and the School were currently in the process of arranging delivery and organising training for the equipment. Hopefully this training will be available to the community

14. Standing Orders 2018

The draft orders had been circulated following a brief discussion it was unanimously agreed (minute 0918-14) that the times for moving /seconded a motion remain as 3 & 2 minutes but more time be given at the discretion of the Chair and that all meetings should not be longer 2 hours (again Chair to have discretion to extend) and the Standing Orders 2018 were formally accepted. Clerk to make agreed changes and circulate Standing Orders to members

15. Daffodil Planting

Suggested areas were junction of Blaengwastod Road and Bolahaul Road; and at entrances to different streets in Tregynnwr. Clerk to meet with Carmarthenshire County Council to discuss these locations, purchase bulbs and contact school in respect to planting

16. Motions submitted by Cllr Whatley

i)

Llangunnor Community Council with a view of being more open and transparent and to build on the requirements of the Local Government (Democracy) (Wales) Act 2013 for council information to be readily available for the public, that it will publish annually (in an easy to follow format) an attendance record for all council meetings and sub committees for the previous year. This should include attendance records for councillors who have left office during the previous year
The motion was seconded by Cllr Bevan. Following a discussion the motion was unanimously (minute 0918-16i) carried

ii)
Llangunnor Community Council in order to actively ensure that councillor's are undertaking training and to ensure public money is being used in an efficient way will keep a record of training sessions undertaken and the date the particular course was last undertaken. It will publish this in a similar way to how it publishes it remuneration record
Motion was seconded by Cllr Totterdale. Following a discussion the motion was carried For 5, Against 1, Abstention 1. (minute 0918-16ii)

iii)
Llangunnor Community Council having recently invested in the health and well-being of the community with the purchase of a number of defibrillators will, to show its commitment to the community of Llangunnor provide vital emergency and lifesaving skills, including training on how to safely use a defibrillator
The Chair deferred this motion to the next meeting

17. Annual Litter Pick

The Chair had spoken with the school and they were keen to get involved in a litter pick, the Clerk to forward details of contact at Carmarthenshire County Council to the Chair

18. Speed of traffic in Llangunnor Road

Cllr Griffiths highlighted that now the bicycle lane had been introduced in Llangunnor Road could consideration be given to introducing a 30mph speed limit. Unanimously agreed (minute 0918-18) that the Clerk ask Carmarthenshire County Council to put this to the appropriate committee. Note: Cllr. Whatley as a resident of Llangunnor Road declared an interest and took no part in the discussions

19. Reports from Members Representing Council on other Bodies

Riverside Association - No report

One Voice Wales - No meeting had taken place

School Governors - Next meeting on Thursday 27th

Training - Cllr Whatley reported that he had attended an Advance Finance Training Course

d) Carmarthen Town Regeneration Forum - Clerk reported that he had been elected as Co-ordinator of the Pensarn & Waterside Group, it was unanimously agreed (minute 0918-18d) that the Clerk be paid the extra meeting allowance for this role

20. County Councillor's Report

Cllr Williams had nothing to report

21. Approve the Schedule of Accounts

It was Resolved (minute 0918-21) proposed Cllr Totterdale and seconded Cllr Griffiths (unanimous) that the following payments be authorised

A) Council is requested to consider and approve the following items of expenditure:

(Approved whilst Standing Orders were suspended)

Payee Info (£) Amount
E Williams Playing Field (31/07/18) 75.00
CJ Thomas Salary - August 2018 597.32
Office Allowance - August 2018 100.00
IT Allowance - August 2018 40.00
Reimbursement: Stamps & Postage 7.75
Pro-print Banners 140.06
One Voice Wales Training (Cllr Whatley) 40.00

September 2018

Payee Info (£) Amount
E Williams Playing Field (31/08/18) 75.00
Cutting at entrance (Park) 22.00
Cutting/cleaning around seat in Login Road 80.00
CJ Thomas Salary - Sept 2018 597.32
Office Allowance - Sept 2018 100.00
IT Allowance - Sept 2018 40.00
Reimbursement: Cable ties for putting up banners 4.58
Travelling (April - Sept) 121.05
Extra Meetings (See Schedule Below)[1] 560.00
Carmarthen Town Council Plants for Troughs (£100 + VAT) 120.00
Christmas Tree 2017 (£275 + VAT) 330.00
Pro-print Pamphlets for Civic Service) 56.00
HMRC 2nd Quarter 706.44
Rev Ceri Davies Officiating at Civic Service 50.00
Mrs H Thomas Providing refreshments at Civic Service 10.60
Sandra Thomas Purchase of Santa's Grotto 30.00
Carmarthenshire County Council Design costs Park & Nantycaws (£504.34 + £100.86 (VAT)) 605.20
Use of Yr Aelwyd (April - Sept) 150.00

B) Council to note receipt of income: None

Payee Info (£) Amount
Carmarthenshire County Council 2nd Precept Payment 10,000.00

Extra Meetings (April 1st - September 30th 2018)
Finance Sub-Committee - 4th April, 12th June, Sept 17th
Park's Sub-Committee - 6th June, 4th July, 15th August
Christmas Lights Sub-Committee - 18th April, 12th June, 15th August
Web and Social Media Committee - 18th April, 6th June, 7th August
Carmarthen Town / Pensarn Regeneration Forum - 20th June
Meeting with Trysor (re: Llwybrau Llangynnwr) - 10th Sept

14 x £50 = £700.00. This equates to £560 after tax. (Extra meetings - @ £50/meeting - salary only includes 11 meetings + AGM, all others treated as extra meetings, meetings over 4 hours will be paid at £100 (Minute 0618-8)

22. Correspondence

To receive the following correspondence and agree responses

No Nature of Correspondence Agreed Action
1 Hywel Dda - What's your NHS like for you? Circulated
2 Carmarthenshire County Council - Carmarthenshire 50+ Forum Circulated
3 Carmarthenshire County Council - Carmarthenshire County Council have received enquiry in respect of toilet facilities in Pensarn: Response from officer "We are currently in the process of developing a future Public Convenience Strategy which will include investigating creative ways of providing toilet provision where there is a need. I am mindful of the need at Pensarn and the lack of alternative options in the immediate area at present. This will be noted in our assessment of need which will form part of our future strategy. The strategy will need to be politically endorsed before being published by the end of May 2019. This will then enable us to explore various options for future provision across the county including any potential options at Pensarn" Noted
4 Carmarthenshire County Council - LINC project: To pilot an integrated transport network, through enhanced collaboration and cooperation in rural areas of Carmarthenshire, Ceredigion and Pembrokeshire - consultation Circulated
5 One Voice Wales - Motions for Conference / AGM Circulated
6 Carmarthenshire County Council - Plot of overgrown land in Penymorfa, response from Carmarthenshire County Council: "The parcel of land is definitely considered privately owned and as such this entire area is ultimately their responsibility. Unfortunately however we're not entirely sure who owns the land now or possibly the developer TI Davies the previous builder of the adjoining estates may still own it. You could possibly enquire with Land Registry to see if it has been registered by an individual." Noted
7 Boundary Commission - Review of Electoral Arrangements of the County of Carmarthenshire Circulated
8 Boundary Commission - Review of Parliamentary Constituencies Circulated
9 AGM - Menter Gorllewin Cymru Circulated
10 One Voice Wales - List of training courses at Carmarthen Circulated
11 Dyfed Powys Police - Newsletter Circulated
12 Letter from residents complaining about blocked Public Right of Way (path 28/25) - passed to Carmarthenshire County Council Noted
13 Letter from AM / MP in relation to Hywel Dda changes Noted

23. Councillor's Report

• Cllr Griffiths had attended a meeting hosted by Chief Constable and Police Commissioner, among matters raised: insufficient lighting at old police station, insufficient lighting at entrance to Police HQ, PCSO's now able to issue parking tickets
• Lights to underpass near Morrisons had still not been repaired, Clerk to contact AM for assistance
• Concrete seat on bank of Tywi near bus station in need of repairing
• Trees in the plantation in the park needed "thinning out", Clerk to make enquiries with Carmarthenshire County Council
•Clerk reminded that labels were needed on items owned/partly owned by the council so that residents knew what we were supplying

24. Report from Clerk

Clerk informed members that Carmarthenshire County Council were replacing the current Zimbra system (email provider) with Windows 365, he asked Council that he be allowed to go on this new system, the cost would be £9/month - it was unanimously agreed (minute 0918-24) that the Clerk and Carmarthenshire County Council make the necessary arrangements

25. Date of Next Meeting

The next meeting will be held on Thursday October 18th 2018 at 6.30pm

Meeting closed 8.15pm
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