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CYNGOR CYMUNED RHOSLLANNERCHRUGOG

RHOSLLANNERCHRUGOG COMMUNITY COUNCIL

Minutes of the Meeting of Full Council held on 6th April 2017 in the Council Chamber, The Stiwt, Broad Street, Rhos.

Chair: Councillor P H Pemberton

245 PRESENT:Councillors: D A Bithell,J Buck,J B Clarke,M A Edwards, Mrs N W Gibbon, Mrs H J Jones, S Jones (Jo), T M Jones, Mrs S Matthews, Mrs R E Thomas & Mrs P E Williamsalso Jon Grieve (NWN)

The Chair welcomed the press to the meeting and thanked Jon for taking the photograph.

246APOLOGIES: Councillors:R Ellis, J B Jones & S Jones

247 NOT PRESENT:K Hughes & M A Owens

248CHAIRMAN’S REPORT

The Chair reported that he been informed that the Fennant Road planning appeal had been granted. A discussion took place regarding the process and Councillor Pemberton raised his disappointment and frustration at the lack of support from the planning department. Following a discussion members resolved to write to the Lead Planning Officer to forward a complaint and request explanations.

249CLERK’S REPORT

  1. Audit – Due to timescales has been tabled – AG 16 relates
  2. Parks – A requirement to have a quarterly play equipment check, to a higher standard than staff are trained at present – Have agreed for WCBC to carry out for this year 2017/18. Training requires renewing in September will look at least 1 staff being trained to the higher level – Correspondence 14 relates
  3. Attended a PCSO meeting in Guildhall – asked what they do now and what would like done in the future – further meetings to follow – Discussed during the Police meeting.
  4. Elections – Only 1 ward going to election – Rhos, 4 for 3 places. There are 2 vacancies to be filled by co-option following the election.

250 To receive declarations of interest from Members

None received

251MINUTES OF THE PREVIOUS MEETING

(a)Minutes of the Full Council Meeting held on Thursday2ndMarch 2017- RESOLVED that the minutes of the Full Council Meeting held on Thursday2ndMarch 2017be confirmed (pages 1-5)

(b)Minutes of the Youth Council Meeting held on Wednesday 15thMarch 2017- RESOLVED that the minutes of the Youth Council Meeting held on Wednesday 15thMarch 2017be confirmed (pages 6-9)

(c)Minutes of the Administration Committee Meeting held on Thursday14th March 2017- RESOLVED that the minutes of the Administration Committee Meeting held on Thursday14th March 2017be confirmed (page 10)

252REPORTS OF MEETINGS WITH POLICE & PLANNING COMMITTEE

As all Members now present had attended both meetings held earlier in the evening, it was agreed that reports by the Clerk were unnecessary. All resolutions made at those meetings were confirmed.

253ACCOUNTS

253.1INVOICES FOR PAYMENTS RECEIVED DURING MARCH 2017

DETAIL£

17/014 / NALC Invoice - Local Councils Explained Guide / 54.99
17/015 / Colour Supplies Invoice - Dog & Cat Repellent / 10.65
17/016 / SLCC Invoice - CiLCA Portfolio / 360.00
17/017 / Jones Lighting Invoice - Monthly maintenance, testing & repairs / 2635.25
17/018 / Viking Direct - Printer / 303.77
17/029 / T&C Williams Invoice (Toilet Supplies) / 6.48
17/029 / T&C Williams Invoice (Paint Supplies) / 4.44
17/018 / Viking Direct Invoice - Replacement Cartridge (Credit note to be received £24.59) / 24.59
17/019 / Jewson’s Invoice - Calor Gas Re-fill / 42.26
17/018 / Viking Credit Note (Missing Ink Cartridge) / -26.99
17/020 / FWB Invoice - Cable Tie / 5.45
16/307 / BT - Invoice phone and broadband office supply DD to be taken 23.03.17 / 219.07
17/021 / Terrier Tools - Invoice Cemetery supplies / 89.24
17/019 / Jewson Invoice - Shovel / 50.86
17/022 / WCBC Invoice - School Crossing Patrol Quarter 4 (Johnstown) / 933.00
17/020 / FWB Invoice - Cemetery Supplies / 365.54
17/023 / Graphic Invoice - Printing / 91.81
17/021 / Terrier Tools Invoice - Cemetery Goods / 416.40
17/003 / Ashley Jones Invoice ( Grass Cutting - Cenotaph) / 148.62
17/024 / S C Jones Garage Invoice - Amber roof light & hazard switch for van) / 148.80
17/004 / CW Computer Services - laptop / 43.80
17/018 / Viking Direct - Invoice office shredder / 112.76
17/029 / T & C Williams - Invoice Toilets / 0.59
17/025 / OVW Invoice - Devolution of Services Training 07.03.17 / 70.00
17/026 / Spalding’s Invoice (Cemetery goods) / 250.32
17/027 / Steve Pugh - Invoice Gravedigging / 225.00
17/028 / CW Computer Services - back up system / 249.00
17/029 / T & C Williams - Invoice Toilet supplies / 8.24
17/029 / T & C Williams - Invoice office supplies / 5.78
17/015 / Colour Supplies Invoice -Cemetery supplies / 42.43

253.2 RETROSPECTIVE PAYMENTS MADE DURING MARCH 2017

Bacs Ref. Detail £

OTR / Wages/Salaries month 12 / 16/300-303 / 5,061.21
OTR / Inland Revenue - Tax & NI month 11 / 16/285 / 1,229.75
OTR / Clwyd Pension Fund - Pension month 11 / 16/286 / 1,307.84
LGA 1972 s137 - Grants
OTR / Bobath / 16/304 / 100.00
OTR / Stiwt Arts Trust / 16/305 / 100.00
OTR / Vic Studios / 16/306 / 100.00
OTR / Clarks FD(Co-op) - Overpayment refund / 16/308 / 692.00
CHGS / Nat West - Bank charges monthly / 10.85

254CORRESPONDENCE

1 / Request for donation - Ysgol Gynradd Penycae - Noted
2 / Grant Thornton Annual Audit Documentation - Noted
3 / Mrs C A Owens - Letter of thanks- Noted
4 / Wales Air Ambulance - Request for grant – The Clerk reported that there was £200 remaining from 2016/17 charity budget, members resolved to donate the £200. LGA 1972 s137
5 / WCBC - Request to continue funding Bowling Green’s 2017/18 - £6544.00 - Members resolved to continue to provide the facility as Precepted. The Clerk reported that due to the lateness of the request there would be a shortfall of £44, members accepted the shortfall. The Clerk was requested to ask that future requests be made in time for the Precept setting.
6 / Thank you for grant letter - Theatr Ifanc Rhos - Noted
7 / WCBC Inspection of Play Area & Service Level Agreements - Noted
8 / WG - Welsh Language Partnership Council - Appointment of members- Noted
9 / Jones Lighting Quotation (Replacement & Fitting of Column 71 Yr Gesail) – The Clerk reported that she had contacted the Chair to proceed with the replacement, to allay any delay. Members were informed that the cost had been reclaimed from WCBC
10 / WCBC Notice of Election 04.05.17- Noted
11 / C & S Driveways - Quote for emergency works on Cemetery footpaths - The Clerk reported that she had contacted the Chair to proceed with the replacement, to allay any delay as a H & S risk.
12 / Kidney Wales - 50th Anniversary Celebration Dinners Invite- Noted
13 / AVOW - Continuation of Playscheme 2017/2018 request – Members resolved to continue to provide the facility as Precepted.
14 / WCBC Parks - Amended SLA agreement 2017/18 to include quarterly checks. – The Clerk reported that a meeting had taken place at which it was explained that a quarterly check is now also required, at a level higher than the qualification already achieved by trained staff. The clerk reported that the 3 year certificate was due for renewal in September and would look at training at the higher level to fulfil requirements. In the meantime members resolved to accept WCBC to carry out the quarterly checks for the financial year 2017/18. Councillor Bithell reported on the progress of the lease transfers.
15 / OVW - Minutes of meeting 15th February and agenda for next meeting 5th April 2017- Noted
16 / Gareth Lloyd - Notice of resignation from SAT – Noted, the Clerk was requested to send a letter of thanks.
17 / WCBC - Community Council Forum - Information on reports received - Data Protection, Counter Terrorism and Security Act 2015 - Prevent Action plan, White Paper Consultation - Noted
18 / WCBC - Preventions and Support Manager - Reshaping Services Education and Enrichment(copy encl) - Noted
19 / Bangor University - Invitation to Public Forum Event - Stiwt 18th May 2017 7.00p.m. - Noted

255Johnstown Community Centre Provision:

Questions to be raised:

Members were informed that the Johnstown Management Committee meeting had been cancelled, so they had not brought questions. Councillor D A Bithell informed members of the ongoing matter and requested that it remain on the agenda for the next meeting to request questions. The clerk requested members to bring questions that they may have.

256 To Consider Committee structure

Following a discussion members resolved to defer the discussion and form a subcommittee to look at committee structures. To remain on the agenda for the next meeting.

257To consider and confirm the Audit 2016/17:

(a)To agree end of year balances - Members noted and agreed the end of year balances and the Chair signed off the accounts for 2016/17.

(b)To consider and agree the audit 2016/17. Members noted and agreed the end of year balances and the Chair signed off the accounts for 2016/17.

(c)To consider and agree The Risk Assessment report 2016/17. Members viewed and agreed the Risk Assessment noting the changes made during 2016/17.

(d)To consider and agree Investment Strategy – The Clerk reported that there are no identifiable high interest accounts out at present but will continue to investigate. Members agreed the Investment Strategy and to continue the prospect for a land purchase for office space. The Clerk re-iterated that the interest paid on the balances was unacceptable and Council must consider investing some funds.

(e)To consider and agree the Asset Register – The Clerk reported that the changes were a replacement mower in the Cemetery and the new streetlights added. Members noted the changes and agreed the Asset Register.

(f)To consider and agree Petty Cash – Members considered the petty cash account and agreed the information as set out.

(g)To consider and agree the Standing orders –The standing orders should be fully reviewed during the Annual Meeting each year.

(h)To consider and agree the Financial Regulations – Members agreed that the Financial Regulations be fully reviewed during the Annual Meeting each year along with the Standing Orders.

(i)Governance Statement – Members received a completed copy from the Clerk, which will be presented as is unless Council propose otherwise.

Members wished to thank the Clerk for carrying out the work at such a short dead line.

Looking at the Asset Register, the Chair noted the age of the generator and requested permission to purchase a new generator, members were in full agreement.

The clerk reported that the Cemetery machines had all been tested for HAVS and the vibration levels noted and listed. Monitors are being used on all machines and records kept and will be monitored. Members were advised that a demonstration model of a new mower had taken place and the Chair had negotiated a price for the purchase of 2 mowers, which the Community staff would use on the new Cemetery ground and parks areas. Members resolved to purchase the 2 mowers.

258Reports from Representatives of Management Committees

258.1 Johnstown Resource Centre Committee: No report was received

258.2 Gardden Road Community Centre – Concerns were raised as to the future running of the centre. Members asked that it remain an agenda item for future discussion.

259 Report from representatives on Stiwt Arts Trust

Councillor M A Edwards reported:

  • Panto going ahead this year, same company and contract as last year.
  • Brass band concert held, which was excellent 18.04.18 NEXT
  • Swansea Opera will be visiting
  • RafftDance company to attend, which will involve Coleg Cambria, schools and colleges
  • Outreach work for schoolsin December
  • Opera Cymru will be attending with an allowance of £3k to assist with publicity
  • Dance company and Roy Orbison & the Travelling Willberrieswill be performing in October
  • All schools program to take place in June 26/37
  • Theatr yr Ifanc show on 13,14 15th July
  • John’s Boys Choir in 16 July
  • 30th birthday concert on September 30th
  • Cyngor yr Fron are performing in May
  • ‘Rhos Rocks’ is being held on 20th May, featuring local indie, alternative and blues rock
  • In the process of submitting the ACW grant application, which would have an impact on the future programmes.
  • On the 23rd and 24th June, the theatre company ‘Arad Coch’ will be performing ‘Do I have to wake up?’ in English & Welsh respectively
  • Ballroom dance classes including ‘Solo Strictly’ and advanced classes
  • Senior film club every Friday
  • Junior film club will be returning in September

260Other reports from representatives on Outside Organisations

None received

261Members Reports

261.1 Councillor Mrs H J Jones reported that Youth Council had held a litter pick and was pleased with the results. It took place on the old railway line at the back of Maes Enion and 4 bags were collected by the pupils of Ysgol Maes Y Mynydd. It is hoped that another event will take place during the year and Councillor Mrs Jones asked of Council would send a letter of thanks to Shane Hughes form Keep Wales Tidy who provided the support and equipment.

Councillor J B Clarke reported that the issue of car idling was brought up in the meeting and again at the Governors meeting, the matter would be revisited at the next Governors meeting.

261.2 Councillor Mrs R E Thomas reported that Ysgol yr Hafod had placed a display of their Eisteddfod work in the foyer of the Stiwt, an excellent piece of art work.

261.3 The Chair reported that Councillor R Ellis had lost a member of his family and requested Council send a card of condolence.

The Chair thanked members for their attendance and declared the meeting closed.