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A face-to-face meeting of Llangunnor Community Council will be held on Thursday 16th June at 6:30p.m at Llangunnor School. The ability to join remotely via Zoom remains an option, and you will need to contact the clerk by email to enable this facility To transact the following agenda:
1. To receive apologies for absence.
2. To record all declarations of interest for Agenda items.
3. Chair’s Announcements.
4. 12minutes for any questions from public.
5. To approve the minutes of the Monthly meeting of Council held on 19th May 2022
6. Council Committees – a) Park & Environment Committee no Park meetings have taken place since 6th April. b) Finance Committee meeting took place on the 12th of May. Draft minutes have been circulated and uploaded to our web site. c) Web/Media/Christmas Lights Committees. No meetings have taken place.
7. Update on Councillor vacancies/Co-option.
8. To seek ratification from full Council for the decision of the three Chair’s and former Chair to present Robin Griffiths with a Community Award at our recent highly successful Jubilee Event Party held at the park, in recognition of his forty-five years of loyal service to Council and the community of Llangunnor.
9. To consider requests for financial assistance from the following organisation and charities details of which have been previously been electronically circulated, and which has been deferred from last month’s meeting. i)Cylch Meithryn Llangynnwr Committee.
10. Members Payments and Allowances 2022-23. Please see Appendix 1 Attached. A full copy of Independent Remuneration Panel for Wales Annual Report 2022 has been circulated to every Councillor prior to this meeting.
11. Motion from Cllr Jenny Slate “That the Council review its current Financial Regulations and consider adopting One Voice Wales Model Financial Regulations, and in doing so consider the Legislative Reform (Payments by Parish Councils, Community Councils and Charter CYNGOR CYMUNED LLANGYNNWR LLANGUNNOR COMMUNITY COUNCIL Trustees) Order 2014 which removed the burden from councils that all payments are to be made by cheque signed by two members of council and facilitated the use of electronic means of payment.
12. To receive County Councillors Report (Cllr Elwyn Williams)
13. To receive reports from Members representing Council on other: Bodies/Training. a) One Voice Wales b) b) School Governors c) anything else.
14. To approve the schedule of accounts for June 2022.
15. To receive correspondence and agree responses.
16. To receive post event feedback report from the Jubilee planning committee and for full Council to agree final payment of outstanding costs as detailed in the final report, as provisional budgeted cost of £1065 agreed last month will be exceeded due to unforeseen circumstances as fully detailed in the report.
17. Councillor’s Report
18. To agree an urgent site meeting with Paul Cleaver of Tree Consultants Wales, Mr Temple and his contractor with Councillors to further discuss his request for permission to cut back trees on the Park’s boundary at his cost, and to request Paul to attend as our advisor at our cost.
19. Date of next meeting – Thursday 21st July @ 6.30pm.
Appendix 1 Determination Number Is a decision required by council? 44 Community and town councils must make available a payment to each of their members of £150 per year as a contribution to costs and expenses, with the exception of those councils in Group 5 where the payment is optional. No - the payment of £150 is mandated for every member unless they advise the appropriate officer that they do not want to take it in writing. This does not apply to councils in Group 5. The council must decide whether to adopt the payment and if so, it must be available for all members. 45 The payment for members undertaking a senior role is an annual amount of £500 as set out in Table 11. As set out in Table 11. 46 Community and town councils can make payments to each of their members in respect of travel costs for attending approved duties. Yes – the payment of travel costs is optional. 47 If a community or town council resolves that a particular duty requires an overnight stay, it can authorise reimbursement of subsistence expenses to its members. Yes – the payment of overnight subsistence expenses is optional. 48 Community and town councils can pay financial loss compensation to each of their members, where such loss has actually occurred, for attending approved duties. Yes – the payment of financial loss compensation is optional if claimed 49 Each council can decide to introduce an attendance Yes – the payment of attendance Howard Davies, Clerc/Clerk, Llys Awelon, Heol Cae Gwyn Drefach, Llanelli. SA14 7BB Tel: 01269 844105 CYNGOR CYMUNED LLANGYNNWR LLANGUNNOR COMMUNITY COUNCIL allowance is optional. 55 Determination Number Is a decision required by council? allowance for members. The amount of each payment must not exceed £30. A member in receipt of financial loss will not be entitled to claim attendance allowance for the same event. 50 Community and town councils can provide a payment to the mayor or chair of the council up to a maximum of £1,500. Yes – the payment to a civic head is optional. 51 Community and town councils can provide a payment to the deputy mayor or deputy chair of the council up to a maximum amount of £500. Yes – the payment to a deputy civic head is optional. 52 The application of the Remuneration Framework by relevant Group. As set out in Table 11. 53 Members in receipt of a Band 1 or Band 2 senior salary from a principal council (that is leader, deputy leader or executive member) cannot receive any payment from any community or town council, other than travel and subsistence expenses and contribution towards costs of care and personal assistance. No - Members in receipt of a Band 1 or Band 2 senior salary from a principal council (that is leader, deputy leader or executive member) can only receive travel and subsistence expenses and contribution towards costs of care and personal assistance; if they are eligible to claim and wish to do so. 13.38 All members are eligible to be paid the £150 as set out in Determination 44 and Table 11, normally from the start of the financial year; unless they are elected later in the financial year, in which case they are eligible for a proportionate payment from that date. However, as 2022 is an election year different arrangements will be required. • Members who are not standing for re-election or fail to be re-elected are entitled to part payment for the period 1 April to 8 May. • Current members who are re-elected are entitled to the full payment, but it would be administratively reasonable for the payment to be deferred until the outcome of the election. • New members are entitled to a proportionate payment 13.39 Other amounts payable to members in recognition of specific responsibilities or 56 as a civic head or deputy civic head as set out in Determinations 50 and 51 are payable from the date when the member takes up the role during the financial year. For the election year the same arrangements as set out in 13.38 will apply. 13.40 It is a matter for each council to make, and record, a policy decision in respect of: • when the payment is actually made to the member; • how many payments the total amount payable is broken down into; • and whether and how to recover any payments made to a member who leaves or changes their role during the financial year. 13.41 Payments in respect of Determinations 45, 46, 47 and 48 are payable when the activity they relate to has taken place. 13.42 As stated in paragraph 13.7 any individual member may make a personal decision to elect to forgo part or all of the entitlement to any of these payments by giving notice in writing to the proper officer of the council.
June 2022
Minutes of Monthly Meeting of Llangunnor Community Council held at Llangunnor School at 6.30pm on Thursday 16th June 2022
PRESENT: Councillor Jennifer Slate (Vice Chair), Paul Totterdale, Elwyn Williams, Lee Whatley, Sandra Thomas and Charlie Evans
APOLOGIES: Councillor Geraint Bevan
Also present Howard Davies (Clerk) and one member of the public present Robin Griffiths
Declaration of InterestTo be recorded during agenda items
3. Chair's Announcements•In the absence of the Chair, Cllr Jenny Slate Vice Chair read out a letter from Richard Goodridge that he had sent the Council, congratulating us on putting on such a successful community event to commemorate the Queen’s Jubilee, and that he and his partner had thoroughly enjoyed their day spent with us at the park. Cllr Slate also read out a card received from the Lord Lieutenant of Dyfed.
The Chair advised that he had nothing to impart.
•
•
Robin Griffiths asked four questions and paid one compliment and advised the Chair that he did not require a formal response.
1.He wished to thank the Council for his Community Award which was greatly appreciated, and to congratulate them on holding a very successful Jubilee event at the park, which was enjoyed by the everyone who attended.
2. He asked the Council to consider improving the playing surface on the playing field section of the park, to create a proper football pitch, as he felt there was interest locally in forming a football team, but presently we lacked a pitch.
Clerk responded that this had previously been brought up by Cllr Evans, who was looking in to how to progress matters further, and to seek out grant funding from the likes of National Lottery etc.
3.He suggested that the Council consider renaming the park as Llangunnor Jubilee Park, as he had been approached by several residents with is suggestion.
Cllr Williams responded that from his engagement with the residents of Llangunnor they were strongly opposed to this suggestion.
4. He asked if Llangunnor Community Council would continue to lobby Carmarthen County Council to provide all school age children in Llangunnor with copies of the “Queen’s Jubilee book” as they attend several local schools, as this had been readily available to all school children in England and Wales was dragging behind here.
Cllrs Thomas advised that she had brought the matter to the attention of the Headmaster of Llangunnor School, and he would investigate the position.
Clerk asked County Cllr Williams to ask Carmarthen County Council what their policy was on the provision of these Jubilee books, and to report back accordingly.
5.He again emphasised the danger of vehicles posed by vehicles being parked at or near to the park entrance and in his opinion, this was an accident waiting to happen, with the park now becoming very busy, with families enjoying the use of the park over the summer months. Clerk responded that he had again chased Mike Jacob at Carmarthenshire County Council and was awaiting a response. As I write
these minutes, I have just received an email from Mike Jacob stating that he has marked out the locations of the bollards for Highways last week, and the work should be completed within the next 7-10days. Clerk will be closely monitoring completion of the works.
It was unanimously agreed and RESOLVED to approve as a correct record the minutes of the monthly Council meeting held on the 19th of May 2022 (Minute 0622-5 subject to the matters arising amendment)
6. Committeesi) Finance
Note meeting took place on the 12th May where draft minutes had been circulated and uploaded to our web page
ii) Park & EnvironmentNo meeting had taken place. Meeting to be arranged for July
iii) Web & MediaNo meeting had taken place
iv) Christmas LightsNo meeting had taken place
6. The Park / Environment Committee:: Members of the public were excluded from this discussion in line with procedural requirements ::
7. Candidates for co-optionCllr Jenny Slate offered to leave the meeting given that one of the applications for co-option was from her husband Mr Graham Slate. All Councillor’s present were unanimous in their decision that there was no requirement for her to leave the meeting. (Minute 0622–7)
Five applications were received and following a short discussion it was unanimously agreed that all applications be accepted. (Minute 0622–7)
The successful applicants being:
1.Mrs Joan Evans East Ward
2.Graham Slate East Ward
3.Miss Emma Reynolds West Ward
4.Matthew Williams West Ward
5.Mrs Alison Wadeward West Ward
Action point: Clerk to write to all applicants congratulating them on their successful appointment, and to attend to the necessary paperwork.
Cllr Williams suggested that a mentoring framework to support new Councillors be further discussed at our July meeting which was unanimously agreed. (Minute 0622–7)
Following a short discussion, the provision of a Community Award to Robin Griffiths was unanimously ratified. (Minute 0622 -8) Action point: Clerk to ensure that in future all Councillors are emailed with the Council’s intention
9. Applications for Financial Assistancereceived from the following Organisations were considered: 1.Cylch Meithryn Llangynwr Committee.
Cllr Totterdale declared an interest at this point and took no further part in the discussions After a full discussion the following actions were agreed. (Minute 0622-9) Whilst wishing to be supportive the Councillors felt that they required sight of their business plan, a summary of how their fund-raising efforts had gone to date, and how they were looking to achieve their target, along with confirmation of their bank balances, to enable the Council to consider their request further 10. Members Payments and Allowances 2023The Clerk circulated details of the Annual Report and determinations of the Independent Remuneration Panel for Wales. It was noted that the current Bandings, Llangunnor Community Council was a Band B /Group 4 Council. Council noted that it was required to make a sum of £150 available for members in relation to their expense’s costs. Members were to make the Clerk aware in writing if they did not wish to receive payment. Re-numeration Panel Recommendations 2022/23: following a discussion the following were unanimously agreed: a) Determination 45 – that a payment of £150 to be made to the chair (Minute 0622 – 10a) b) Determination 46 & 47 – that a payment in accordance with NJC allowances be made for travelling, subsistence and overnight when involvement is approved by Council. (Minute 0622 -10b) c)Determination 48 (Minute 0622 – 10c) Council unanimously agreed not to pay financial loss compensation to each of their members, where such a loss has occurred for attending approved duties. d)Determination 49, 50 & 51 (Minute 0622-10d) Council further unanimously agreed not to make available the £500 sum for members with specific responsibilities, or the £1500 for Civic Head. Council also agreed not to implement an attendance allowance to Members
13. Reports from Members Representing Council on other BodiesRiverside Association - No report
One Voice Wales - No report
School Governors - Cllr Thomas advised that a meeting of the school Governors had taken place on the 26th of May. The headmaster had advised that due to the easing of Covid Regulations, many of the restrictions had been lifted at the school, and they were all looking forward to holding their first sports day for three years. As the financial position was stable the Headmaster had been able to maintain the current staffing headcount for the forthcoming year, however it was noted that two members would be leaving on maternity leave shortly, and they had received several applicants to cover these temporary positions. She also advised that the school was in the process of making a video to highlight the parking difficulties being experienced by parents dropping off and picking up their children at school, which would be circulated to all parents for their information. All pupils, staff, and Governors are expected to undertake the School Autistic Awareness training, where the school will be awarded Autistic Awareness Certification upon completion. The School Annual Report for pupils will be completed and delivered before Christmas 2022
Training -
11. Cllr Jenny Slate introduced her motion“That the Council review its current Financial Regulations and consider adopting One Voice Wales Model Financial Regulations, and in doing so consider the Legislative Reform (Payments by Parish Councils, Community Councils and Charter Trustees) Order 2014 which removed the burden from councils that all payments are to be made by cheque signed by two members of council and facilitated the use of electronic means of paymentThe motion was seconded by Cllr Charlie Evans.
After a robust discussion the clerk was asked to ascertain from One Voice Wales which Financial Model Regulations we were now working to. Secondly the Clerk to investigate how the Council could make payments electronically as opposed to cheque, which would be more efficient that the present cheque payments system, and to also see if the Council could obtain a credit card to pay for essential Council related expenditure, which would be repaid in full each month by debit to the Council’s business account. This would alleviate the position seen with payments having to be made personally by the Councillors when arranging the Jubilee party, or any similar event and who remained “out of pocket” until the Council approves reimbursement Action point: Clerk to investigate and report back to full Council
12. County Councillor ReportCllr Williams wished to advise that the new Council was bedding in with many new Councillors having joined the Council. He further advised that much time was being allocated to training. He had nothing further to impart.
14. Approve the Schedule of AccountsIt was unanimous that the accounts submitted be approved. (Minute 0622–14)
A) Council is requested to consider and approve the following items of expenditure:
| Payee | Info | (£) Amount |
| E Williams | Playing Field | 97.00 |
| painting of gates and entrances | 472.00 | |
| batteries for sanitizer for rear entrance | 6.00 | |
| Howard Davies | Salary - June 2022 | 667.18 |
| Office Allowance - June 2022 | 100.00 | |
| IT Allowance - June 2022 | 40.00 | |
| Zoom Monthly Payment | 14.39 | |
| Postage | 11.23 | |
| Purchase of 8 Picture frames for Community Awards | 24.00 | |
| Mileage as appended | 222.30 | |
| Bowen & Weaving | Paper & Ink | 111.40 |
| Zurich Insurance | Temp cover for generators and toilets re Jubilee party | 161.58 |
| Zurich Insurance | Renewal of existing policy (Renewal due 1.7.2022) | 903.52 |
| Proprint | Printing of Community Award Certificates | 28.80 |
| J R Fabrications | Repairs to Skateboard Park as per agreed quote | 2316.00 |
| Payee | Info | (£) Amount |
| Charles Sams Electrical | Services to connect generators and ensure H & S compliance/safety | 191.46 |
| Rees Sound | Hire of PA System | 177.60 |
| Mike Clarke Printing | Printing Leaflets - Jubilee Party | 157.00 |
| RP Hire Ready Plant | Generator hire | 390.00 |
| Toilet hire | 150.00 | |
| Charlie Evans | Bunting etc from Amazon | 63.89 |
| PS Bessant | 2 X Characters for 1 Hrs | 100.00 |
| Circusdayze | Circus Workshop | 200.00 |
| Jenny Slate | Medals | 95.95 |
| Stickers | 4.99 | |
| Card & Banners | 13.90 | |
| Gazebo | 212.98 | |
| Raffle Books | 11.75 | |
| Flags/Bunting | 17.99 | |
| Tea/Coffee/squash/biscuits/cups | 92.86 | |
| MDF for cut outs | 40.94 |
B) Council to note receipt of income:
| Payee | Info | (£) Amount |
| Richard Goodridge | Donation | 50.00 |
The following correspondence be noted/action taken:
| No | Nature of Correspondence | Agreed Action |
| 1 | Planning Application PL/03850 | Circulated |
| 2 | Photograph of donation to Foodbank | Circulated |
| 3 | Road Closure B4300 Capel Dewi Sunday 17th July | Circulated |
| 4 | Poll Station Finder for 5th May | Circulated |
| 5 | 1VW Training Courses May | Circulated |
| 6 | 1VW: Amended Training course dates for April/May | Circulated |
| 7 | PCC: Bulletin | Circulated |
| 8 | Thank you email from Llangunnor Church re: recent donation | Circulated |
| 9 | Gwyl Ganol Y Dref 2022 | Circulated |
| 10 | Keep Wales Tidy Applications | Circulated |
| 11 | 1VW: Free Training places | Circulated |
| 12 | Proposed planning consultation for Cwm Environmental for Nant Y Caws Landfill site | Circulated |
| 13 | 1VW: FREE garden packs from Local Places for Nature | Circulated |
| 14 | Letter from Carms C C re appointing a Solicitor to oversee proposed transaction with Western Power to relocate Glanffynnon Sub Station to Park and amending original lease | Circulated |
The Jubilee planning group provided a comprehensive report on the successful Jubilee Party held at the park and went through the final Income and Expenditure schedule line by line, outlining variances to the original budget and taking questions at the end, a copy of which is appended to these minutes.
| Llangunnor Jubilee – Expenditure | |||
|---|---|---|---|
| Item | Net (£) | VAT (£) | Gross (£) |
| Banners | 4.83 | 0.97 | 5.79 |
| Bunting – CE | 51.11 | 12.78 | 63.89 |
| Bunting – JS | 14.39 | 3.60 | 17.99 |
| Circus Skills | 200.00 | 0.00 | 200.00 |
| Crayons & Card | 8.33 | 1.67 | 10.00 |
| Cups, Tea, Coffee, Toilet Rolls & Sundries | 74.53 | 14.91 | 89.44 |
| Electrician – Charles Sams | 159.55 | 31.91 | 191.46 |
| Elsa & Ariel | 100.00 | 0.00 | 100.00 |
| Gazebo | 177.48 | 35.50 | 212.98 |
| Generators + Delivery | 325.00 | 65.00 | 390.00 |
| Insurance | 166.00 | 0.00 | 166.00 |
| Medals & Stickers | 84.12 | 16.82 | 100.94 |
| Printing – Mike Clarke | 130.83 | 26.17 | 157.00 |
| Milk | 5.79 | 0.00 | 5.79 |
| Pro Print | 84.00 | 16.80 | 100.80 |
| Raffle Books | 9.79 | 1.96 | 11.75 |
| Rees Sounds | 147.50 | 29.50 | 177.00 |
| Toilets | 125.00 | 25.00 | 150.00 |
| Wood for Cut-outs | 34.12 | 6.82 | 40.94 |
| Total | 1,902.37 | 2,191.77 | |
| Income | |
|---|---|
| Raffle | 371.00 |
| Tea | 89.81 |
| Donations | 70.00 |
| Ice Cream | 50.00 |
| Total Income | 580.81 |
| Budget | 1,065.00 |
|---|---|
| Deficit | 256.00 |
However, on a major positive five new applications had been received from residents both attending and helping at the event which proved to be a highly successful recruitment initiative and will benefit both the Council and the residents of Llangunnor long term, all of whom have been accepted, as previously noted within these minutes. The recruiting Councillors were commended for their efforts. In conclusion the majority of Councillors felt that a fantastic, and well attended community event had been delivered for the residents of Llangunnor at an acceptable cost. which had brought the community together for the first time since the Covid pandemic had struck and had helped with our engagement with our residents. It was also the first major event that the Council had staged at the park for thirty-seven years
17. Councillor's Report• Cllr Totterdale brought up the delayed completion of the works at the park entrance, and dangers posed to children due to unauthorised parking of vehicles there.
Clerk responded that the matter had already been dealt with under agenda point 4 (5)
• Cllr Slate wished to point out that pigeon dropping was again accumulating under Babell fly over.
Action point: Clerk will again report the matter to Carms C C Highways as a matter of urgency.
•
•
:: Cllr Whatley decided to leave the meeting at this point ::
18.Clerk advised that there was an urgent need to arrange a site visit with Mr Temple and his contractor to agree the scope of planned reduction works to trees situated on our boundary hedge between the park and his property at 13 Maes Lewis Morris.
A site meeting was deemed necessary with our professional advisor Paul Cleaver in attendance as the level of reduction needed to be agreed and taking account of possible future requests from other property owners along this portion of boundary hedge so not to set an unacceptable precedent. Paul Cleaver has also previously mention that we will need to develop a management plan for the management of these trees going forward now that we had received several requests for guidance from adjoining property owners. It was unanimously agreed that the clerk proceed to arrange a convenient date and time for the site meeting, where all Councillors would be invited to attend, especially those sitting on the Park and Environment Committee. (Minute 0622–18)
19. Date of Next MeetingThe next meeting will be held on Thursday 21st July 2022 which will be face to face at Llangunnor School. Clerk to confirm in advance
Meeting closed 8.55 pm¦ January 2022 ¦ February 2022 ¦ March 2022 ¦ April 2022 ¦ May 2022 ¦ June 2022 ¦ July 2022 ¦ September 2022 ¦
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