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I hereby summon you to attend a meeting of Llangunnor Community Council to be held in Babell Zion Chapel on Thursday 20 June 2024 at 6.30pm Chair – 16 June 2024 I drafod yr agenda ganlynol:
1) To receive apologies for absence.
2) To record all declarations of interest.
3) Chair’s Announcements.
4) 12 minutes for any questions from public.
5) To approve the minutes of the Monthly meeting of Council held on 20 May 2024.
6) To consider the report of the Independent Auditor on the Annual Return for 2023- 24
7) To consider and, if appropriate, approve the Annual Return for the financial Year 2023-24
8) To approve the schedule of accounts for June 2024.
9) To receive Financial Report from Cllr Stewart Bowen
10) Removal of the skate park update
11) Sustainable Grant update
12) Consider requests for use of park
13) Memorial Stone path works update
14) Discuss the removal of the school bus service form Morris Travel from Llangunnor to Queen Elizabeth High School
15) Council Committees – a) Park & Environment . a) Finance Committee -meeting 17 April – minutes distributed b) Web / Media Committee – No meeting c) Events Committee i) Fun run 2024 report ii) Progress report - Event 23 June iii) Progress Report - Christmas Carol Service
16) To review and to update Terms of Reference for the sub committees as necessary
17) To review and agree Training Plan
18) To receive feedback from Cllr Whatley Chair of the Task and Finish Group on the 2023 Model Standing Orders and discuss and if approved to adopt their recommendations.
19) To consider nominations for Community Awards
20) To receive reports from Members representing Council on other Bodies/Training. a. One Voice Wales b. Riverside Association /Festival c. School Governors d. anything else.
21) To receive correspondence and agree responses.
22) To receive Report from County councillor Cllr Elwyn Williams
23) Councillor’s Report.
24) Motion from Cllr Jenny Slate to exclude the Press and Public due to the confidential nature of matters to be discussed in the following agenda item.
25) Report on Personnel Issues and progress with agreed action and discuss management of clerk’s duties going forward.
26) Date of next meeting & Annual General Meeting – Thursday 18 July 2024

June 2024

Minutes of Monthly Hybrid Meeting of Llangunnor Community Council held at Babell Zion Newydd and via Zoom on Thursday 20th June 2024 at 6.30pm

PRESENT: Councillor Jennifer Slate (Chair), Geraint Bevan {Taking minutes}, Lee Whatley, Elwyn Williams, Joan Evans, Paul Totterdale, Stewart Bowen, Matthew Williams and Graham Slate

APOLOGIES: None

Two members attended via Zoom along with two members of the public Bethan Evans and Robin Griffiths. Bethan Evans left after item 12. The Clerk of Gorslas Community Council (Llew Thomas) was also in attendance in an advisory capacity

Declaration of Interest

Cllr Bowen prepared the Financial reports. Cllr Elwyn Williams declared an interest in the payment to the handyman and did not participate in that element of the vote

3. Chair's Announcements

• Most of the Chair’s time has been used to cover the role of the clerk. Cllr Slate represented the council at the annual meeting of the Admiral’s Court in Carmarthen

4. Public Questions

None

:: Cllr Joan Evans arrived for agenda item 5 ::

5. Minutes

(i) It was moved by Cllr Bowen and seconded by Cllr Matthew Williams (Minute 06/25-5i) and RESOLVED to approve as a correct record the minutes of the monthly Council meeting held on the 16 May 2024 - Seven in favour, One abstention

ii) it was agreed and RESOLVED to approve the minutes of the Extraordinary Meeting held on the 25 April 2024 (Minute 06/25–5ii). Prop. Cllr M. Williams, Sec. Cllr G.Slate. Seven in favour, One abstention.

:: Chair agreed to address agenda point 12 next due to member of the public present who wished to speak ::

12. Use of Llangynnwr Park over the Summer

i. Charity event 4th August - Welcome home fundraiser

Chair invited Bethan Evans to address Council. The mother of Mari Glyn outlined the support that had been given to their family by three hospitals after she was born. Plans for Mari Glyn’s father to run from Bristol to Carmarthen (Taith Mari Glyn) were described and permission to use the park for a fundraiser to raise funds for the hospital was requested. The family friendly event is to run from 15:00 to 18:00 and details of plans such as risk assessments, stewarding and proposed activities were shared. The proposal was warmly welcomed by the chair and offers of use of council equipment was proposed. It was agreed and RESOLVED to approve the use of the park for a private event on 4 August 2024 (Minute 06/25–12i) Prop. Cllr Bevan, Sec. Cllr Totterdale - Eight in favour and One abstention

ii. All Stars

All Stars to use the football pitch on Wednesday nights with occasional Saturday games It was agreed and RESOLVED to approve the use of the park by All stars for football (Minute 06/25– 12i) Prop. Cllr M. Williams, Sec. Cllr Evans - Eight in favour and One against

iii. Tywi Riders

Confirmation that Tywi Riders will be using the cycle track in the park. The list of dates have been sent to the council.

6. Report of the Independent report of the internal auditor on the Annual return for 2023-2024

Cllr Bowen went through the document and explained the work that had to be undertaken following last years qualified report. A number of questions were asked to clarify points. it was agreed and RESOLVED to approve the report of the Independent Auditor (Minute 06/25-6). Prop Cllr Bowen Sec. Cllr M. Williams - In favour 8, Against 1

7. Annual returns 2023-24

The chair read the detail of each line separately and asked all members for observations or comments after each line.

1 Error last year - correct figure £62,754 2 accepted 3 + VAT return and events income 4 accepted 5 Lighting loan - repaid by 2029 6 £37,226 restated because of error last year. 7 Restated error 8 N/A 9 Restated 10 N/A 11 Restated 12 Accepted 13 N/A Annual governance statement The chair read the detail of each line separately and asked all members for observations or comments after each line. Internal audit report 1 Accepted 2 Accepted 3 Accepted 4 Accepted 5 Accepted 6 Accepted 7 Accepted 8 Accepted 9 Accepted 10 Accepted 11 N/A No risks were identified by the auditor. Signed by Dafydd Rees on 14/06/24. Addition disclosures 1+2 described issues raised.

It was considered by the members that the lighting loan from CCC should be included in line 13 as an outstanding loan. It was proposed that LHP would be approached to reconsider this having found evidence of the loan agreement with CCC. As this had no other material effect on the annual audit form it was RESOLVED that the Annual Return 2023-24 be approved subject to the chair and acting RFO obtaining clarification from LHP Accountants on whether the lighting loan should be included in line 13 of the report and there being no other change to the Annual Audit other than adding the lighting loan to line 13 of the form. (Minute 06/25 - 07) Prop. Cllr E. Williams Sec. Cllr Bevan In favour: Seven, Against: One - Declaration of interest Cllr Bowen.

8. Approve the Schedule of Accounts

It was Resolved (Minute 06/25–8) proposed Cllr Bevan and seconded Cllr G. Slate In favour six, Abstention one. Cllrs E. Williams and Bowen declared an interest that the accounts submitted be approved. Resolved that the accounts be paid as indicated

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

Payee	Info	(£) Amount
Corona Energy Ltd	EST Electricity Bill for LCP for April 2024	126.34
Cllr J Evans	Fun run expenses paid personally	11.00
Emrys Williams	Handyman – monthly retainer	97.00
SUMUP	0.04p was deducted from Receipt above	0.00
City Loo Hire	May & June Invoices	72.00
LHP Accountants	Internal Audit 2023-24	600.00

B) Council to note receipt of income:

Payee	Info	(£) Amount
CHF Ltd	Fun run income	257.31
SUMUP	Cllr M Williams: testing cardreader	1.96
HMRC	VAT refund 2023-24	4,755.58
Eventbrite	Fun run income	142.25
Craig Gee	Removal of skatepark metal slides	164.00

C) Barclaycard Expenses:

Payee	Info	(£) Amount
Solopress	Party in the park leaflets & flyers	49.70
Zoom	Monthly Meeting software subscription to 09-07-2024	15.59

9. Financial report

Cllr Bowen reported that as of 20/06/2024 there was a total of £56,803.94 in the community council bank accounts.
Current a/c £12,140.63
Business Premium a/c 1 £23,594.61
Business Premium a/c 2 £21,068.70

:: Cllr G Slate left the meeting at 8pm ::

10. Skateboard park update

Scrap company removed redundant metal work. Received £164 for scrap metal and handy man has made good the holes in the surface of the old skate park.

11. Sustainable grant update

Carmarthenshire County Council have confirmed a grant of £10k as a contribution towards CCTV and repairs children’s play area. Payment will be made once receipts are presented and a visual inspection has been made.

12.

Moved to earlier in the meeting

13. Memorial stone path

Chair reported that she had been in contact with contractors and the work should be completed in next few weeks.

14. Removal of bus service from Llangynnwr to QE High school

Chair advised Council that Morris Travel have put forward proposals with regards to providing a service for children from Llangunnor to QE High however these have been rejected as they interfere with published timetables. Chair has contacted CCC who have advised they are currently looking at usage of services and ways to accommodate Morris Travel’s proposals. Chair to investigate public meeting and County Councillor Elwyn Williams to contact Exec Board member.

:: 20.30 Chair proposed meeting extended by 30 minutes - all in favour ::

15. Council Committees

a) Parks and Environment

Minutes circulated. Not all councillors received so Chair to forward again

b) Finance

No meeting

c) Web and Media

No meeting

d) Events

i) Fun run report: Deferred to next meeting
ii) Party in the park: Two pound entry for adults, with children free. Fire brigade and police vehicles in attendance. Leaflets sent to every house in the community. Ten stalls booked in. Thirty-two raffle prizes. Volunteers to arrive by 09:00 on Sunday morning. Chair to forward budget details at a later date.

16. Terms of reference of sub committees

Deferred

17. Training plan

Deferred

18. Standing orders Task and Finish group

Deferred

19. Community awards

Agreed to propose Brian Castell Howell. Prop. Cllr M. Williams & Sec. Cllr Evans. In favour: seven Against: One

:: Cllr L Whatley left the meeting at 9.00pm ::

20. Reports from Members Representing Council on other Bodies

Riverside Association -

One Voice Wales - No report

School Governors - No report

Training -

21. Correspondence

The following correspondence be noted/action taken:

No	Nature of Correspondence	Agreed Action
1	Zurich - Insurance renewal	Circulated
2	Craig Gee – scrap removal licence and insurance details	Checked
3	1VW – Holocaust Memorial Day	Circulated
4	CCC – IT SLA pay as you use confirmation	Responded
5	1VW – biodiversity Resources	Circulated
6	1VW – councillors remuneration 24-25	Circulated
7	1VW – Pre Election Timetable of Actions	Circulated
8	1VW – Climate change toolkits and workshops	Circulated
9	Beautify Carmarthen – planting permission	Circulated
10	Peter Byrd – charity donation for photography	Chairs Fund
11	Adventure Playgrounds Wales – playgrounds	Circulated
12	20s plenty	Circulated
13	1VW – Recruitment and Retention of Clerks/RFOs	Circulated
14	Welsh Gov – councillor Allowances	Circulated
15	Head Llangunnor School – unable to attend AGM	Responded
16	Ron Bailey UK parliament– Lithium Batteries	Circulated
17	OPCC Communication	Circulated
18	Invoice Carmarthen T C re purchase and erection of Xmas Trees	Circulated
19	Carmarthenshire Area Committee meeting IVW draft minutes	Circulated
17	1VW – Diversity in communities conference	Circulated
18	Podcasts – councillor training	Circulated
19	Scott Bayes – vacancies on council	Responded
20	CCC – community grant funding	Responded
21	Mayor of Carmarthen – invite to Court of Admiralty	Responded
22	PSCSNWT@gov.wales re 20mph	Circulated
23	Clerk Gorslas re clerk vacancy	Circulated
24	PCC Bulletin	Circulated
25	Rachel Carter Wales Nature week	Circulated
26	Andrew Langley – Carmarthen Stars re use of park	Circulated
27	1VW – Innovative practice conference	Circulated to Cllr Whatley
28	Planning training	Circulated to Cllr M Williams
29	Robin Griffiths - letter re D Day	Circulated
30	CCC – section 106 monies claim	Responded
31	Zurich Insurance renewal revised quote	Responded
32	1VW celtic flowers tour	Circulated
33	Sovereign play – equip maint	Circulated to parks committee
34	PCSO monthly meeting	Circulated
35	Morris Travel re school bus 243	Circulated
36	1VW tidy wales awards	Circulated
37	CCC carers forum	Circulated
38	CCC waiting restrictions	Circulated
39	1VW – Hywel Dda Univ Health Board stakeholder group minutes	Circulated
40	1VW – Guidance for multi location meetings	Circulated
41	Morris travel – update on 243 school service	Circulated

22. County Councillor Report

Nothing to report from County councillor

23. Councillor's Report

Nothing to report from members

24. It was agreed and RESOLVED to exclude the Press and Public due to the confidential nature of matters to be discussed in the following agenda item. (Minute 06/25-24)

25. Report on Personnel Issues

Public excluded as meeting went into closed session to discuss personnel issues. Clerk of Gorslas CC invited to stay and provide information and guidance due to specialist knowledge.

A) Discussion took place about advertising for a new clerk however without a laptop and phone and current clerk in place it would be difficult to recruit and train a new clerk. Gorslas CC are currently recruiting for a part time clerk and discussions have been ongoing regarding a full time clerk to service both Gorslas and Llangunnor. Clerk of Gorslas CC confirmed councillors from Gorslas were willing to meet with Chair and Vice Chair of Llangunnor asap to discuss a joint clerk. AGREE TO ACTION AS URGENT

B) Discussion took place regarding necessary work of council and how clerk duties were currently split and how this work would continue moving forward until a new clerk was in position. Currently Cllr Bevan is taking minutes at meetings. Cllr S Bowen is managing the financial accounts. Cllr J Slate is doing all other duties. Cost of a temporary clerk is £40 an hour. Agreed that this cost was prohibitive. Cllrs Bevan and Bowen were willing to continue to undertake current extra duties. Cllr J Slate advised that the additional workload on top of her Chair’s position and full-time job was unsustainable.

C) Advice obtained is that there is no statutory requirement to have monthly meetings. It is for each council to decide on how often. There is also no statutory requirement for sub-committees. It was proposed that all sub committees with the exception of the Planning Committee be incorporated into our monthly full council meeting (as happens in Gorslas) and the meeting be extended to 3 hours followed by the Planning meeting (to be reviewed once a new clerk is appointed). Agreed and resolved (Minute 06/25–25). All in favour.

26. Date of Next Meeting

The next meeting will be held on Thursday 18th July 2024 at Babell Zion Newydd

Meeting closed at 9.55pm

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