Category Archives: Council Minutes

COUNCIL MINUTES 11 JUNE 2018

CYNGOR CYMUNED LLANFAIR DYFFRYN CLWYD COMMUNITY COUNCIL

Minutes of the Annual General Meeting and an Ordinary Meeting of the Council held at Ysgol Pentrecelyn on Monday 11 June 2018 at 7.00 pm.

PRESENT – Councillors, David Baker [Vice-Chair], Wini Davies, Moira Edwards [Part 1 of the meeting], Tim Faire, Jayne Mayers [Chair], Keith Moulsdale,  John Pugh, Paul Weston and Eirwen Godden, Clerk.

IN ATTENDANCE  –  2 members of the public and guest speakers Gwenno Owen and Sara Evans

APOLOGIES  Councillor Medwen Roberts [Governors meeting at Ysgol Pentrecelyn] and Emily Reddy, Community Development Officer, DCC Housing [family bereavement].  It was noted that Councillor Bob Barton had informed the Clerk that he would be arriving late but had not arrived by the time the meeting ended. 

PART 1

450  DECLARATIONS OF INTEREST

Councillor John Pugh with regard to Neuadd Eleanor as trustee, as a Governor of Ysgol Llanfair and the agent of planning application 20/2018/0484 and Councillor Keith Moulsdale as a trustee of Neuadd Eleanor.

451  COMMUNITY MATTERS

451.1  Mains Gas  Reported that [a]  residents had received letters from Wales & West Utilities [WWU] requesting down payment [b] the landowner had been in touch with the estate for permission to re-route which could make  the scheme less expensive [c] WWU has received an acceptance from the developer to connect the new housing site to the gas network  [d]  Denbighshire Education is in touch with WWU with regard to the new school and [e] Darren Millar AM has agreed to meet a small group of Community Council representatives together with a representative from WWU on 9 July in the first instance at which an open meeting to include the whole community and all Members of the Council will be sought in due course.

451.2  Urdd Eisteddfod 2020 Funding Appeal Gwenno Owen and Sara Evans gave an overview of fundraising arrangements locally and the money required to stage the Eisteddfod which is in the region of £2m.  Each area is given a target to raise funds over the next two years towards the festival considered to be the largest in Europe. Gwenno and Sara were thanked for their input and were requested to forward publicity material to the Clerk for posting on the Community Council website.  It was suggested that consideration be given to include a sum of money in the precept budget later on in the year towards the cost of the festival.

452  MINUTES  RESOLVED  

The minutes of the meeting held on 21 May 2018 were approved and signed as a correct record.

453  MATTERS ARISING/ACTION TAKEN

Ref/Date Action, By Whom and Status
351.5

08/01/18

 

31/01/18

21/05/18

Fundraising Group  [Councillors Jayne Mayers, Keith Moulsdale and Paul Weston].  Group meetings to be arranged when projects are identified.   Councillor Bob Barton is happy to assist with fundraising.   Calor Gas community fund details are as follows: https://www.calor.co.uk/communityfund/about-the-fund/
362.5

08/01/18

Engaging with Young People  It has been determined that Councillors are responsible for engaging with young people.
356.3

367.1

387.3

04/12/17

08/01/18

31/01/18

19/03/18

16/04/18

 

11/06/18

War Memorial – Plaque to commemorate those who died in a plane crash as requested by Mr John Harrop.  Quotations sought including cleaning and repainting existing inscription on the War Memorial.   The Clerk has researched the names of airmen to be placed on a separate stone placed near the War Memorial but they require verification by RAF Military Records before permissions and new quotations are sought.  Consideration being given to placing a memorial in the church grounds as an option.  The Clerk has made enquiries with the church authorities.  The Church Committee has given approval in principle but requires authorisation from the Archdeacon.  Clerk to draft application.
Addition of Name to War Memorial

Clerk – Further information to be obtained from a relative.  Work on a grant application towards the cost of final repairs is ongoing as time permits.

375.6

16/04/18

Caravan at Erw Fair    Monitoring to continue.
325.2

16/04/18

Traffic Calming Measures at Graigfechan

An order has been placed for advanced warning signs which should be on site by 15 June 2018.

395.2

16/04/18

White Bollards at Graigfechan

Clerk to enquire whether this is permissible. Response – a site inspection is to take place.

431.2

16/04/18

21/05/18

11/06/18

Eyarth Bridge  Signage issue being looked at by the County Council’s traffic section.  Another complaint has been referred to the Leader.  Clerk requested to write to Highways about the need for signage from Llanfair end on the A525
431.4

16/04/18

General Waste Bins  Advice on suitable locations awaited from the County Council, for example, next to the bus stop in Llanfair.  A double bin is favoured opposite the new school.  All bins to have flaps.
431.5

16/04/18

Drainage/Flooding Problems at Pentre Coch  Monitoring to continue.
431.6

16/04/18

Extension of 30 mph Speed Restriction at Pentrecelyn  The matter has been referred to the Head of Highways
431.7

16/04/18

21/05/18

A525 Junction – Plas Bedw Lane  Highways requested to improve safety.  There should be a warning sign at the very least and ideally double white lines also.
445.1

21/05/18

11/06/18

Parking at Bron y Clwyd Llanfair D C  Additional signage requested and actioned.
445.2

21/05/18

Bus Services Graigfechan  DCC requested to clarify how the request scheme operates.  Query forwarded to Highways on 30/05/18

 

454  CORRESPONDENCE

454.1  Broadband  Email dated 20 May 2018 from DCC’s Economic & Business Development Officer.  The following schemes are all accessible to farm businesses, namely, Access Broadband Cymru, Ultrafast Connectivity Voucher Scheme, Gigabit Broadband Voucher Scheme.  Another option is Openreach’s Community Fibre Partnership Scheme which involves a group of residents and businesses contracting Openreach to develop a network in their community and raising funding to cover any shortfall.  The Welsh Government’s new investment programme starting later this year to address premises which missed out on the first project will involve premises getting superfast broadband [at least 30Mbps download] over the course of two years.  The County Council is, however, still waiting for the Welsh Government announcement.  Any business requiring support should contact DCC’s Economic Department.

RESOLVED  that Councillor Bob Barton be requested to concentrate on ‘not spot’ areas and availability for farming and other rural businesses.

 454.2  Neighbourhood Plan  Email dated 30 May 2018 from DCC’s Business Improvement & Modernisation – Community Development Officer with an invitation to wellbeing impact assess the plan.  There is a wellbeing impact assessment online resource which is currently only available for Council projects within Denbighshire but the County Council recognises that it could be of huge benefit to city, town and community councils as well as community groups.  The tool is to help evaluate the impact of a new idea, policy, report or project.  It will support ways to enhance the contribution communities can make to the wellbeing of future generations.  RESOLVED that the offer to impact assess the plan be accepted subject to updating the community plan.  The result of the Cadwyn funded community survey commissioned by the Neuadd Eleanor Management Committee is due soon.  When this is available the community plan group can meet to consider what should be included in the plan.

 454.3  New Model Standing Orders from NALC updated to reflect legislative changes which have occurred since 2013.  This document will prove useful when the Council reviews its Standing Orders in due course.  Members noted the content.

  • Feedback/Reports on Conferences/Meetings Attended

[a]  Reported that Councillor Bob Barton had attended an Independent Remuneration Panel for Wales [IRPW] regional event on 9 May 2018 but is awaiting for further information in order to finalise a report.  He has, in the meantime, requested that a motion be put to the One Voice Wales AGM to call upon Welsh Government to amend Section 147 of the Local Government [Wales] Measure 2011 to amend the timetable for the IRPW’s annual reports.  Members felt they could not agree with Councillor Barton’s request and that it was too late in any event to submit a motion as the deadline of 31 May had passed.

[b]  The Clerk asked for permission to attend a SLCC Branch Meeting on 20 June and the SLCC’s Regional Conference on 5 September 2018 in Llandudno.  Approved.

455 PLANNING

455.1  Application 20/2018/0484 Erection of ground floor extension to dwelling – Branas, Llanfair D C  RESOLVED that the application be supported.

455.2  Application 20/2018/0448 Erection of detached bungalow – land at Clover Bank Eyarth to Haymakers Road, Llanfair D C.  Reported that some residents had voiced concerns.   RESOLVED that the response to the Planning Department highlights concerns about road safety and visibility and that it is hoped that the County Council will ensure the road is widened  all the way along this section of the lane.

 455.3  Application 20/2018/0505  Details of the vehicular access and associated highway works submitted in accordance with condition number 10 of planning permission code number 20/2016/1137/PF – Land West of Wrexham Road, Llanfair D C.  Members noted receipt.

455.4  Static Caravan at Ty Coch, Graigfechan Email dated 23 May 2018 from DCC’s Planning Officer stating that if the caravan is being used as temporary accommodation whilst building a new house, then it would likely fall within permitted development rights.  The proviso is, that once the new house is completed, they need to cease using the caravan as living accommodation.  If the caravan is outside the garden boundary [eg on an adjoining field], the caravan would need to be removed from the site once the house is completed.  However, if the caravan is within the garden area or on the driveway, the caravan could be left in place providing that it is only used for purposes incidental to the main house and not as a separate dwelling or commercial use [eg holiday let].  Members noted the content of the email.

455.5  Denbighshire Open Space Assessment & Audit  This report documents the methodology, findings of  audit and assessment and provides recommendations for informing an approach to securing open space facilities in new housing developments.  Members noted the content of the document.

456  HIGHWAYS & ENVIRONMENT

456.1  Church Wall, Llanfair D C  Reported that quotations are being sought.

456.2 Community Garden at Graigfechan  Reported that Councillor Bob Barton had attended a recent communal garden event at Llanbedr D C being judged for a Green Flag Community Award.  Members noted that Councillor Barton would be happy to assist with the Graigfechan community garden and to help achieve Green Flag status once established.

PART 2

457  RESOLVED that the Press and Public be excluded from the meeting due to the confidential nature of the following items: 

458  FINANCIAL MATTERS

458.1   Payment of Accounts/Invoices  RESOLVED that payments be made as follows:

£417.51  Zurich Municipal [Insurance Premium].  It was noted that the Clerk had negotiated a reduction of £19.66.

£140.04  Sandra Williams [Translation Service]

 Requests for Financial Aid  RESOLVED  that [a] the applications from Capel Salem and the Urdd 2020 Appeal be deferred until later in the year [b] a grant of £150 be made to Llanfair Church towards grass cutting.

458.3  Pay & Conditions of Service of the Clerk – New Pay Scales for 2018-19 to be implemented from 1 April 2018    Reported  that the Chair and Vice-Chair had conducted the annual appraisal on 4 June 2018 and concluded that they had no issues with the Clerk’s ability to fulfil the role to a high standard.  They also acknowledged that the Clerk puts in a number of voluntary hours on a regular basis over and above the hours paid for.  There is provision in the 2018-19  budget to cover an increase in  the Clerk’s paid hours from 25 to 28 per month [300 to 336 per annum SCP 25] and to increase the salary from £11.74 to £12.01 per hour with effect from 1 April 2018.  This would cost £4180 out of the £4230 already earmarked.

RESOLVED that the [a] Clerk’s hours and salary be increased to 28 per month and £12.01 per hour respectively from 1 April 2018 and [b] standing order to the payroll provider be amended accordingly.

459 DATES OF FUTURE MEETINGS  

2018 –  9 July, 10 Sept, 8 Oct, 12 Nov, 10 Dec

2019 – 14 January, 11 February, 11 March

There being no further business the Chair declared the meeting closed at

8.15  pm

________________________CHAIR___________________DATE

COUNCIL MINUTES 21 MAY 2018

CYNGOR CYMUNED LLANFAIR DYFFRYN CLWYD COMMUNITY COUNCIL

Minutes of the Annual General Meeting and an Ordinary Meeting of the Council held at Ysgol Pentrecelyn on Monday 21 May 2018 at 7.30 pm.

PRESENT – Councillors Bob Barton, David Baker, Wini Davies, Moira Edwards [part of the meeting], Tim Faire, Jayne Mayers, John Pugh, Medwen Roberts [part of the meeting] and Paul Weston and Eirwen Godden, Clerk.

IN ATTENDANCE  –  5 members of the public

APOLOGIES  Councillor Keith Moulsdale [illness]

PART 1

436  RETIRING CHAIRMAN’S REMARKS

Councillor John Pugh acknowledged the good response being made by the community to local matters, the neighbourhood plan is well advanced with the support of Mr Steve Whipp and others in the community but the proposed connection to mains gas remains an outstanding issue to be resolved.  He thanked everyone for their help and support during his time as Chair and to the Clerk for her efforts.

437  ELECTION OF CHAIR AND VICE-CHAIR FOR 2018/19

[a]  Councillor Jayne Mayers was proposed and seconded to be elected as Chair.  This was agreed.

[b]  Councillors David Baker and Paul Weston were proposed and seconded to be elected as Vice-Chair.  Members were asked to vote via a paper ballot following which Councillor David Baker was duly elected as Vice-Chair.

Declaration of Acceptance of Office forms were signed.

438  DECLARATIONS OF INTEREST

Councillor John Pugh with regard to Neuadd Eleanor as trustee and as a Governor of Ysgol Llanfair.

439  COMMUNITY MATTERS

439.1  Mains Gas  RESOLVED  that discussion on this item be moved to Part 2 due to the sensitive and confidential nature of negotiations.  

439.2  Defibrillators  A training event attended by 30 persons was held at Ysgol Pentrecelyn on 27 April 2018.  Four events have been organised to date and Councillor Jayne Mayers will organise another session with Achub Calon y Dyffryn in due course. 

439.3  Neighbourhood Plan and Community Survey  Reported that the community survey report should be available in six weeks.  A notice board has, in the meantime, been erected outside the village hall and the clock has been repaired. 

439.4  Broadband  Update  Councillor Bob Barton stated that he had been made aware of a sustainable development fund for projects he would be happy to proceed with an application for funding.    The Clerk was asked to contact Denbighshire County Council about grants and an update about improvements to broadband. 

440  MINUTES  RESOLVED  

[a]  The minutes of the AGM/Ordinary Meeting held on 17 May 2017 were re-affirmed

[b]  The minutes of the meeting held on 16 April  2018 were approved and signed as a correct record.

441  MATTERS ARISING/ACTION TAKEN

Ref/Date Action, By Whom and Status
351.5

08/01/18

 

31/01/18

21/05/18

Fundraising Group  [Councillors Jayne Mayers, Keith Moulsdale and Paul Weston].  Group meetings to be arranged when projects are identified.   Councillor Bob Barton is happy to assist with fundraising.   Calor Gas community fund details are as follows: https://www.calor.co.uk/communityfund/about-the-fund/
362.5

 

08/01/18

Engaging with Young People  The Clerk reported that letters were sent on 12/10/17 to Clwyd YFC, Llysfasi, Ysgol Brynhyfryd, and Ruthin School.  No response received.  It has been determined that Councillors are responsible for engaging with young people.
356.3

367.1

387.3

04/12/17

08/01/18

31/01/18

19/03/18

16/04/18

War Memorial – Plaque to commemorate those who died in a plane crash as requested by Mr John Harrop.  Quotations sought including cleaning and repainting existing inscription on the War Memorial.   The Clerk has researched the names of airmen to be placed on a separate stone placed near the War Memorial but they require verification by RAF Military Records before permissions and new quotations are sought.  Consideration being given to placing a memorial in the church grounds as an option.  The Clerk has made enquiries with the church authorities.  The Church Committee has given approval in principle but requires authorisation from the Archdeacon.
Addition of Name to War Memorial – Clerk – Further information to be obtained from a relative.  Work on a grant application towards the cost of final repairs is ongoing as time permits.
375.6

16/04/18

Caravan at Erw Fair    Monitoring to continue.
325.2

16/04/18

Traffic Calming Measures at Graigfechan

An order has been placed for advanced warning signs which should be on site by 15 June 2018.

395.2

16/04/18

White Bollards at Graigfechan

Clerk to enquire whether this is permissible. Response – a site inspection is to take place.

431.2

16/04/18

21/05/18

Eyarth Bridge  Signage issue being looked at by the County Council’s traffic section.  Another complaint has been referred to the Leader.
431.4

16/04/18

General Waste Bins  Advice on suitable locations awaited from the County Council, for example, next to the bus stop in Llanfair.
431.5

16/04/18

Drainage/Flooding Problems at Pentre Coch  Continue to monitor the situation
431.6

16/04/18

Extension of 30 mph Speed Restriction at Pentrecelyn  The matter has been referred to the Head of Highways
431.7

16/04/18

21/05/18

A525 Junction – Plas Bedw Lane  Highways requested to improve safety.  There should be a warning sign at the very least and ideally double white lines also.

442  CORRESPONDENCE

Review of Community & Town Council Sector in Wales – One Voice Wales’ Response to the Independent Review Panel  This 50 page report is a compilation of the views of member councils of OVW across Wales, individually and collectively recorded.  Councils had been asked to consider four questions ie What should community and town councils be responsible for?  How should they operate?  What’s standing in their way to deliver for the local community? And How do councils ensure they best represent their local community?  The report reflects what has been achieved, the challenges facing the sector in moving forward and the opportunities and actions that can help to mould a positive direction for the sector.

There are five emerging themes [a] the role of community and town councils requires promoting [b] one size does not fit all [c] the democratic mandate needs strengthening [d] resources needed for increasing capacity and capability [adequate number of staff and funding] and [e] the continued development of partnerships with unitary authorities, public service boards, and community volunteers.  OVW supports the overall proposed direction of travel – “we want all our councils to be activist councils; engaged in delivering modern, accessible, high quality public services with their communities.  The sector, however, needs additional capacity and tools to deal with challenges ahead and that funding support was needed to enable local councils to deal with the possibilities of transfer of services and assets in the coming months and years”.

The content of the report was noted and the Clerk was asked to write a letter of thanks to OVW but to express disappointment that no summary was available.  Councillor Bob Barton enquired about the deadline for sending nominations for debate to the OVW Annual General Meeting to be held on 29 September.

443  GENERAL DATA PROTECTION REGULATIONS

RESOLVED  that the following documents/policies be approved:

[a]  Audit of Personal Data held by the Community Council

[b]  Privacy Notice

[c]  Information & Data Protection Policy

[d]  Document Retention & Disposals Policy

444 PLANNING

444.1  Application 14/2018/0360 Borrow pit for the extraction of aggregate solely for use in the construction of the approved Clocaenog Forest Wind Farm  RESOLVED that the application be supported.

444.2  Amended Application 20/2017/1156 Erection of a new calf rearing unit comprising two rearing sheds, offices, storage building and midden facility and associated works – Genus Green Park, Llanrhydd  RESOLVED that the application be supported.

444.3  Static Caravans in the Vale of Clwyd  The Community Council has been informed that a static caravan has appeared at Ty Coch, Graigfechan and has been requested to check whether planning permission has been sought.  Members were informed that planning permission had been given to a local family to build two houses on the site.   RESOLVED that the siting of the caravan be referred to Planning for clarification.

445  HIGHWAYS & ENVIRONMENT

445.1  Parking at Bron y Clwyd, Llanfair D C  New signage has been produced  to show a dedicated parking area for tenants and residents.   This is not easily visible however and it was suggested that additional signage should be placed at the entrance to Bron y Clwyd.

445.2  Bus Services  Local residents are complaining about the inconsistent bus service to and from Graigfechan.  A request to get on or off has to be made at Ruthin resulting in some passengers being stranded.  The Clerk was asked to write to Denbighshire County Council for clarification on how the scheme operates.

  • Community Garden at Graigfechan The Community Council has been informed that there are proposals to develop a small area of land no longer required by a Council tenant at Maes Hyfryd Graigfechan into a community garden or orchard.  The County Council is taking steps to identify a group or individuals to take over responsibility for looking after the site.  Emily Reddy, Community Development Officer, Housing Section, will attend the Community Council meeting on 11 June to brief Members on developments.

PART 2

446  RESOLVED that the Press and Public be excluded from the meeting due to the confidential nature of the following items: 

447  FINANCIAL MATTERS

447.1  End of Year Audit – Submitted 

[a]  Internal Auditor’s Report 2017-18  The following six items require amendment or explanation –

i]  The annual return should be amended to show Box 9 as £9858 [bank balance]

ii]  The bank reconciliation format should be improved

iii]  The Council should identify the empowering legislation used to make grant payments and those under section 137

iv]  The Council must ensure that there is adequate fidelity cover

v]  Staff costs on the annual return should be amended Box 4 staff costs £3730 and Box 6 total other payments £8623

vi]  If Councillors have political affiliations or are co-opted this should be shown on the website and the Council should publish online their Register of Members’ Interests

The Clerk confirmed that she had taken action to implement the recommendations as required and that the fidelity guarantee sum insured is £250,000.  Members approved the action taken.

[b]  Annual Return

RESOLVED that the [a] Accounting Statement 2017-18 & Annual Governance Statement be approved and amended as recommended by the internal auditor for signature by the Chair before submitting to the external auditor [b]  Council considers that section 137 expenditure is commensurate with the benefit to the community and [c] Council considers that it has no obligation or intention to pay a gratuity to employees [page 4 of Annual Return refers] .

[c]  Amendments to the Receipts & Payments Statement 2017-18

RESOLVED that the Receipts & Payments Statement 2017-18 be amended to show the bank reconciliation format recommended by the internal auditor and empowering legislation used to make grant payments including those under section 137.

447.2  Payment of Accounts/Invoices  RESOLVED that payments be made as follows:

£20.00  One Voice Wales [Councillor Bob Barton, Finance Training 19 April 2018]

£151.20 JDH Business Services Ltd [Internal Audit Fee]

£169.38 Sandra Williams [Translation Service]

£180.00 SLCC [Delegate Fees – Conference 16 May 2018 – Councillor Bob Barton & Clerk Eirwen Godden]

  • Requests for Financial Aid  RESOLVED  that the application from the Graigfechan & Pentrecelyn 2020 Urdd Eisteddfod Appeal Committee be deferred  [Mr John Kerfoot to be invited to a future meeting] and that the request from Bobath Wales [Cerebral Palsy] be turned down.

 447.4  Insurance Renewal  Zurich do not offer long term agreements [3 or 5 years] for premiums under £500.  RESOLVED that the Clerk makes enquiries to find out whether Zurich can reduce the quoted figure of £437.17.  The Clerk and Chair were given authority to act – renewal is due by 1 June.

 447.5  Risk Assessment – Submitted – Report updated April 2018 showing a high risk rating with regard to the churchyard wall.  Measures have been taken to remove dislodged stones to a place of safety whilst quotations are sought to carry out repairs.  The cost is likely to be high and a public notice may have to be issued for tenders in order to comply with Standing Orders.  An indicative figure is awaited.

 447.6  Arrangements for Annual Review of Financial Regulations, Risk Assessment & Internal Controls in particular with regard to the impact of the new General Data Protection Regulation  RESOLVED that the matter be deferred to a future meeting.

447.7  Pay & Conditions of Service of the Clerk – New Pay Scales for 2018-19 to be implemented from 1 April 2018    RESOLVED that the matter be deferred to a future meeting and that, in the meantime, the Chair and Vice-Chair conduct the annual appraisal.

  • MAINS GAS

Mr Darren Millar’s office has offered a choice of two dates for a meeting – 15 or 29 June.  Members indicated that they preferred a meeting late in the afternoon of 15 June.  Negotiations between Wales and West Utilities and interested parties are still ongoing.  Members were informed that the Leader had, in the meantime, received an email from Wales and West Utilities about their services in the community.  Business plans are being put together for the future now; they need feedback so that they can deliver services people need now and for generations to come.  They want customers’ views on getting the balance right between investing to maintain and improve services and preparing a gas network for the future while keeping bills low.

449 DATES OF FUTURE MEETINGS  

2018 – 11 June, 9 July, 10 Sept, 8 Oct, 12 Nov, 10 Dec

2019 – 14 January, 11 February, 11 March

It was suggested that an item covering feedback/reporting on conferences/meetings be added to the agenda – Members to forward short summaries to the Clerk.

There being no further business the Chair declared the meeting closed at

9.30  pm

________________________CHAIR___________________DATE

COUNCIL MINUTES 16 APRIL 2018

CYNGOR CYMUNED LLANFAIR DYFFRYN CLWYD COMMUNITY COUNCIL

Minutes of an Ordinary Meeting of the Council held at the Genus Centre, Llanrhydd LL15 2UP on Monday 16 April 2018 at 7 pm.

PRESENT – Councillors Bob Barton [part of the meeting], David Baker, Tim Faire, Jayne Mayers [Vice-Chair],  Keith Moulsdale, John Pugh [Chair] and Eirwen Godden, Clerk.

IN ATTENDANCE  –  2 members of the public

APOLOGIES  Councillors Wini Davies [prior commitment], Moira Edwards [illness], Medwen Roberts [holiday] and Paul Weston [holiday].

PART 1

425  DECLARATIONS OF INTEREST

Councillor John Pugh with regard to Neuadd Eleanor as trustee and as a Governor of Ysgol Llanfair; Councillor Keith Moulsdale as a trustee of Neuadd Eleanor.

426  COMMUNITY MATTERS

426.1  Mains Gas  Wales & West Utilities has produced a quotation valid for 90 days from 13 March 2018.  Progress is dependent upon receiving a minimum number of quotation acceptances within the validity period of the quotation.   Mr Darren Millar AM is happy to lend his support for the proposal to bring mains gas to Llanfair D C.  His staff are in the process of facilitating a meeting between the Council and Wales & West Utilities. 

426.2  Defibrillators  Contact has been made with DCC Housing with approval given for a defibrillator to be fitted on a Council property in Graigfechan.  The tenant, however, has expressed concern about the cost of electricity even though the Community Council has set aside a sum of money towards this expenditure.  Consideration is being given to a separate meter being fitted so that the Community Council is either invoiced direct or the County Council raises a recharge invoice or another option is found. 

426.3  Neighbourhood Plan and Community Survey  Mr Phil Webb, Treasurer, Neuadd Eleanor Management Committee, gave an overview of the initial results of the community survey, communication with residents being high, a newsletter for the whole area would be welcomed as people want to know what is going on.  The survey produced a 40% return.  Initial results are on display at Neuadd Eleanor on 19 April between 1 and 6 pm and 21 April between 10 am and 12 noon.  The Chair thanked Mr Webb for his verbal report.   

426.4  Broadband  Update  A reply from Cadwyn Clwyd is awaited regarding their project, but it appears that the scheme has been discontinued.

427  MINUTES  RESOLVED   The minutes of the meeting held on 19 March 2018 were approved and signed as a correct record.

428  MATTERS ARISING/ACTION TAKEN

Ref/Date Action, By Whom and Status
351.5

08/01/18

 

31/01/18

Fundraising Group  [Councillors Jayne Mayers, Keith Moulsdale and Paul Weston]  Councillor Bob Barton stated that he would be happy to assist with fundraising.   Group meetings to be arranged when projects are identified.
362.5

 

08/01/18

Engaging with Young People  The Clerk reported that letters were sent on 12/10/17 to Clwyd YFC, Llysfasi, Ysgol Brynhyfryd, and Ruthin School.  No response received.  It has been determined that Councillors are responsible for engaging with young people.
356.3

367.1

387.3

04/12/17

08/01/18

31/01/18

19/03/18

16/04/18

War Memorial – Plaque to commemorate those who died in a plane crash as requested by Mr John Harrop.  Quotations sought including cleaning and repainting existing inscription on the War Memorial.   The Clerk has researched the names of airmen to be placed on a separate stone placed near the War Memorial but they require verification by RAF Military Records before permissions and new quotations are sought.  Consideration being given to placing a memorial in the church grounds as an option.  The Clerk has made enquiries with the church authorities.  The Church Committee has given approval in principle but requires authorisation from the Archdeacon.
Addition of Name to War Memorial

Clerk – Further information to be obtained from a relative.  Work on a grant application towards the cost of final repairs is ongoing as time permits.

375.6

06/11/17

04/12/17

31/01/18

Caravan at Erw Fair  Planning & Enforcement Officer visited the property on 07/02/18 and observed the caravan is still in situ outside of the residential cartilage.  Request to have the caravan moved reiterated to within the cartilage.  He received an assurance that the necessary action would be carried out within 6 weeks.  Monitoring is to continue.
325.2

08/01/18

31/01/18

Traffic Calming Measures at Graigfechan

The Clerk to enquire whether Welsh Government has approved the advance speed limit notification signs.  Approval expected sometime in 2018-19 financial year.

395.2

08/01/18

31/01/18

19/03/18

White Bollards at Graigfechan

Clerk to enquire whether this is permissible. The Clerk to continue sending reminders until a response is received.

399

19/03/18

16/04/18

Risk Assessment

Councillors John Pugh and Keith Moulsdale to arrange.  A report is to be presented to the Council on 21 May 2018.

429  CORRESPONDENCE

429.1  General Data Protection Regulation [GDPR].  Submitted – Copy of SLCC checklist and advice as how to proceed.  The first step is the compilation of a list of the data which the Council holds, where it came from and who it is shared with.  Privacy notices are required and put in place in time for GDPR implementation on or before 25 May 2018.  Council policies relating to data processing and protection should be updated/developed to reflect the new requirements.  The Clerk reported that she had been in touch with the County Council to request that GDPR be placed as an agenda item for the next cluster meeting for Clerks and Chairs of Community/Town Councils.  RESOLVED  The Clerk to compile a list of data which the Council holds and to produce a draft privacy notice for approval.

 430 PLANNING

430.1  Application 20/2017/1156 Erection of a new calf rearing unit comprising two rearing sheds, offices, storage building and midden facility and associated works at Genus Green Park, Llanrhydd.  Members confirmed that they supported the proposal.

431  HIGHWAYS & ENVIRONMENT

431.1  Parking at Bron y Clwyd, Llanfair D C  New signage is being printed to show dedicated parking area for tenants and residents.

431.2  Eyarth Bridge  Email dated 27 March from DCC’s Senior Engineer providing an update on work to the bridge.  This year work is to be carried out to five trees around the bridge with a view of exposing the bridge to more sunlight to assist in the drying out process.  The majority of the repointing to the elevations of the bridge will be completed as well.  The sections of lime pointing undertaken last year is already making a marked difference and these locations are much drier.  The benefits of the carriageway and drainage improvements will be realised when the pointing is complete on the entire bridge.  The signage issue is being looked at by a traffic colleague.

431.3  Church Wall, Llanfair D C  Reported – The Chair had carried out a risk assessment on the condition of the wall, stones have dislodged, a contractor has moved them to a place of safety and quotations being sought to carry out repair work to the church wall.  The Community Council does not own the wall but is responsible for repairs and maintenance, the cost of which is likely to be considerable on this occasion.

431.4  General Waste Bins  Reported – There are two double waste bins in the area – outside the church in Llanfair and near Llysfasi College.  DCC can supply Single Bins £250 each plus £50 installation, Double Bins £375 each plus £50 installation.  It was suggested that single bins be provided opposite the location of the new school in Llanfair, at Parc y Llan Llanfair, by the Old Post Office Pentrecelyn and near the noticeboard at Graigfechan.  RESOLVED  The Clerk to contact the County Council about advice on the proposed locations.

431.5  Drainage/Flooding Problems at Pentre Coch

DCC Highways’ Risk and Asset Manager had sent an email on 13 April 2018  to the landowner [the complainant], with a copy to the Clerk, providing an update on the present situation.   More regular checks on gully cleansing in the location was carried out in conjunction with the streetscene manager based in Ruthin but due to the snow and ice conditions may not have been as diligent as hoped.  Highways has struggled to get a contractor to do the concrete apron to the gully but work should be done by the end of April.  The third and final undertaking was that the County Council would re-shape the junction so that as much water as possible is deflected away from the flood prone area.  This will also address the poor quality of the surface but there is no specific date when this can be carried out but will be done as soon as a contractor becomes available.  The streetscene manager has also been asked to attend to the potholes as soon as possible.  It appears that this matter has been an ongoing issue for at least two years.  RESOLVED  Members noted the content of the email stating that the situation should continue to be monitored.

  • Pentrecelyn – DCC Notice of Permanent 30 mph Speed Restriction  The County Council has been requested to consider a 30 mph speed limit along the lane from the A525  past Bryn Coch Farm and other properties to Pentrecelyn.  The matter is currently with the Head of Highways.
  • A525 Junction at the Bottom of Plas Bedw Lane  Councillor Tim Faire reported that there is no sign coming from Ruthin to identify that there is a turning to the right and that it can be quite dangerous turning onto the main road as often cars coming from Ruthin try to overtake before the Nant y Garth Pass.  He also reported that protruding rocks/stones are catching on lorry tyres along this narrow lane, particularly at Erw Gam and The Dingle.  RESOLVED  The Clerk to inform Highways with a request to find out what  can be done to improve safety along these routes.

PART 2

432  RESOLVED that the Press and Public be excluded from the meeting due to the confidential nature of the following items: 

  • FINANCIAL MATTERS
    • Submitted [a]  Summary of Income & Expenditure for the period 1 April 2017 to 31 March 2018  [b]  Receipts & Payments Cash Book for 2017-18  and [c] Copy of Council Tax Precept 2018/19 as approved on 8 January 2018.  The Clerk advised that the balance in the bank as at 31 March 2018 was £8884.76 [less uncleared cheque for £50] in the Community Account and £1022.96 in the Business Account.  The available funds total is £9857.72.  Members noted that the £1630 left in the election costs budget for 2017/18 would be carried forward.  The Clerk advised that the £8620 earmarked for war memorial repairs would have to be reduced to £4441 to ensure that the Council holds a minimum general reserve figure of 20% for working capital [£3786] to take the Council forward into the 2018/19 financial year.

 RESOLVED  Members unanimously approved the accounts and the steps proposed to ensure that the Council holds a minimum general reserve figure of 20% for working capital at the commencement of the 2018/19 financial year.

 Requests for Financial Aid RESOLVED that grants be allocated as follows:

£150  Capel Salem Llanfair D C

£150  Capel Ebenezer Graigfechan

433.3  Payment of Accounts/Invoices  RESOLVED that payments be made as follows:

£152  Membership of One Voice Wales

£  35  ICO Registration

  • Update on Audit Matters A date of 26 April 2018 has been given to deliver documents to JDH Business Services Ltd for the 2017/18 internal audit.  The Clerk reminded Members that both the internal and external auditors expect reports on issues arising and actions taken by the Council.  Copies had been circulated to Members before the meeting.  The annual return pack was received from BDO on 14 April 2018.

RESOLVED  Members approved the reports prepared by the Clerk on issues raised by both the internal and external auditors and actions taken by the Council during 2017-2018.  Members also confirmed that they approved the internal audit plan presented to them at the meeting held on 31 January 2018.

433.5  Policy on Reserves  Submitted – draft paper.  RESOLVED  Approved.

433.6  Asset Register Submitted – updated copy of the 2017-18 register.  RESOLVED that the Asset Register be approved as amended and that the speed guns be removed from the list as they had been donated to the Llanfair and Graigfechan Speed Watch Group.

434 TRAINING/CONFERENCES

RESOLVED  Approval was given for attendance at training sessions as follows  [a] Clerk and Councillor Keith Moulsdale -OVW training session on Use of IT, Website and Social Media on 3 May 2018 at Mold [b] Councillor Bob Barton – Local Government Finance Training on 19 April 2018 at Mold.  Bursaries to be applied for.

435 DATES OF FUTURE MEETINGS    RESOLVED The meeting on 21 May to commence at 7.30 instead of 7 pm.

2018 – 21 May, 11 June, 9 July, 10 Sept, 8 Oct, 12 Nov, 10 Dec

2019 – 14 January, 11 February, 11 March

There being no further business the Chair declared the meeting closed at

8.30  pm

________________________CHAIR___________________DATE

COUNCIL MINUTES 08 JANUARY 2018

CYNGOR CYMUNED LLANFAIR DYFFRYN CLWYD COMMUNITY COUNCIL

Minutes of an Ordinary Meeting of the Council held at The Genus Centre, Llanrhydd LL15 2UP on Monday 8 January 2018 at 7 pm.

 PRESENT – Councillors David Baker, Bob Barton [for part of the meeting], Wini Davies, Moira Edwards, Jayne Mayers [Vice-Chair], Keith Moulsdale, John Pugh [Chair], Paul Weston  and Eirwen Godden, Clerk.

 IN ATTENDANCE   Four members of the public

APOLOGIES  Councillor Hugh H Evans OBE, Leader of Denbighshire County Council;  Councillors Tim Faire [illness] and Medwen Roberts [illness].

PART 1

389  DECLARATIONS OF INTEREST  Councillor John Pugh with regard to Neuadd Eleanor as trustee and as a Governor of Ysgol Llanfair; Councillor Keith Moulsdale as a trustee of Neuadd Eleanor.

390  COMMUNITY MATTERS

390.1  Mains Gas  Wales & West Utilities has provided further quotations to include the existing village/new housing development/new school, which means that the overall cost of the scheme and mains contribution cost per property has reduced.  This is based on – Scope = 222, Penetration = 155, and Acceptance Rate = 77.  It was also reported that Wales & West Utilities’ investment committee is due to meet in mid January.

DCC’s Education Department has indicated that the County Council can only make a commitment to explore utilising mains gas if and when available.  Further clarification on timescales is required to identify if it fits in with the new school’s construction programme.

No reply had been received from DCC Housing to date but Grwp Cynefin has confirmed its interest and intention to utilize the natural gas network when it arrives.

Pure has stressed the importance of obtaining the Wales & West timetable as it is critical for them.  The Clerk confirmed that she was waiting for a response from Wales & West Utilities about their proposed timescale.

Members considered that the village hall needs to be added to the list of properties requiring mains gas and that the overall cost could be reduced by negotiating with suppliers.  It was confirmed that a network of pipes would be laid up to properties through the village.  It was suggested that Wales and West Utilities (or other supplier) be invited to attend a meeting at the village hall in due course.

RESOLVED that an action plan and timescales are needed, and an approach be made to at least three providers [such as British Gas, Scottish Power and others] as soon as possible.

390.2  Defibrillators  Tomos Hughes from Achub Calon y Dyffryn has been requested to carry out an assessment to find the best location in Graigfechan for the defibrillator.  Councillors John Pugh and Jayne Mayers also intend to carry out a site visit in the near future.  A box has been obtained for a defibrillator to be located outside at Llysfasi College.

390.3  Neighbourhood Plan  Reported – a meeting has been arranged for steering group members to meet with DCC officers and the Leader on Thursday 11 January 2018 to discuss how the Community Council Plan and the County Corporate Plan can be aligned.  The plan is currently a discussion document.  It was considered that Denbighshire County Council should be asked to adopt the plan and a web interface developed.

390.4  Broadband  Improved broadband provision for Llanfair is on its way but  will require monitoring as to effectiveness.

391  MINUTES  RESOLVED   that [a] the minutes of the meeting held on 4 December 2017 were approved and signed as a correct record [b]  items concerning the fundraising group and engagement with young people remain on the matters arising/action taken section of the minutes and [c]  it is the responsibility of all Councillors to encourage young people across the Community Council area to engage and become involved in Council activities.

392  MATTERS ARISING/ACTION TAKEN

Date/Ref Action, By Whom and Status
17/05/17

311.3

 

 

 

06/11/17

04/12/17

08/01/18

Eyarth Bridge   Weight restriction sign is in the wrong position, needs to be further away from the bridge for drivers to see in time.  Highways informed.  Work commenced on pointing will continue next summer.  Improvements to highway drainage between the trunk road and bridge are ongoing but will require a weekend road closure.  Large vehicles are still travelling through the village.

DCC’s Senior Engineer has stated that legal orders are imminent and colleagues in Traffic will review the signage in the not too distant future.  Members pointed out that signage is present but not apparent and that the other on the Pwllglas side is obstructive.

 

351.5

 

08/01/18

Fundraising Group  [Councillors Jayne Mayers, Keith Moulsdale and Paul Weston]  Councillor Bob Barton stated that he would be happy to assist with fundraising.
362.5

 

08/01/18

Engaging with Young People  The Clerk reported that letters were sent on 12/10/17 to Clwyd YFC, Llysfasi, Ysgol Brynhyfryd, and Ruthin School.  No response received.
356.1

06/11/17

 

08/01/18

Overview of Highways & Environmental Services

Clerk – A list of bins located in the Community Council area requested, awaiting response. Three reminders sent.  Clerk to take follow up action as necessary.

356.3

367.1

387.3

04/12/17

 

 

08/01/18

War Memorial – Plaque to commemorate those who died in a plane crash as requested by Mr John Harrop.  Quotations  sought including cleaning and repainting  existing inscription on the War Memorial.   Members have taken the view that names are to be included.

The Clerk has researched the names of airmen to be placed on a separate stone placed near the War Memorial but they require verification by RAF Military Records before permissions and new quotations are sought.

Addition of Name to War Memorial

Clerk – Further information to be obtained from a relative

Grant towards cost of final repairs

Clerk – Ongoing

06/11/17

375.6

 

04/12/17

Caravan at Erw Fair

Clerk – Enforcement notice was served at the end of October.  The Planning & Compliance Officer has not had an opportunity to visit the site but will be in touch again in due course.

384.2

04/12/17

08/01/18

Denbighshire Housing

The Clerk has invited Mr Geoff Davies, Lead Officer to a future meeting.  No response to date.  Reminder to be sent.

386.1

04/12/17

 

08/01/18

Parking Problems within the Local Community

The Clerk has contacted the County Council to seek clarification whether the car park area is public or private to residents in DCC housing provision at Bron y Clwyd.  No response to date.  The Clerk to send another letter with a copy to the Leader.

325.2

08/01/18

Traffic Calming Measures at Graigfechan

The Clerk to enquire whether Welsh Government has approved the advance speed limit notification signs.

 393  CORRESPONDENCE

393.1  Email dated 13 December 2017 from One Voice Wales Re Buckingham Palace Garden Parties  RESOLVED  that Councillor John Pugh’s name be put forward to be included in the One Voice Wales draw.

393.2  Email dated 15 December 2017 from DCC’s Monitoring Officer Re City, Town & Community Council Representative Vacancy on the Standards Committee [Closing date 10/01/18]  RESOLVED that Councillor Bob Barton’s name be put forward for consideration.

393.3  Email dated 18 December 2017 from Flintshire & Wrexham Online Watch Link Assoc Re Request from a resident for ‘No Cold Calling Stickers’.  RESOLVED  that the resident be referred to Councillor Moira Edwards who is interested in setting up a Neighbourhood Watch Group in the Llanfair area.

  • Letter dated 2 January 2018 from One Voice Wales – Next Meeting of Area Committee on 24 January 2018 at the Bro Aled Education Centre, Llansannan – Noted that Councillor Bob Barton usually attends Area Meetings.

394 PLANNING

394.1    Pre-application Consultation Documents  Erection of a New Calf Rearing Unit comprising two Rearing Sheds, Offices, Storage Building and Midden Facility and associated works at Genus Green Park, Llanrhydd, Ruthin [Plans available to view at Ruthin Library from 02-30/01/18].

RESOLVED that members be asked to consider whether they wish to add further comments made at the meeting.  Although members support the application in principle it is suggested that rather than building a normal standard looking agricultural building, Genus plc should be encouraged to erect a building to a higher standard, more visually pleasing and in keeping with AONB principles.  Members would also be seeking an assurance that environmental standards are being met.

394.2   Planning Application 20/2017/0819   New School Llanfair D C – Reported that plans have been approved and that the new school will be built on land opposite Bron y Clwyd, Llanfair using funding from the Welsh Government’s 21st Century Schools and Education programme, as well as investment from Denbighshire County Council.  It was confirmed that the pedestrian footpath had been included.

394.3   Consultation Paper on Planning Law in Wales [30/11/17-01/03/18] https://lawcom.gov.uk/project/planning-law-in-wales/   RESOLVED that [a] a response is made as follows – The evidence in England [https://www.ourneighbourhoodplanning.org.uk/about/npa area list ) would strongly suggest that a Neighbourhood Planning process, leading to Neighbourhood Development Orders has achieved a substantial uptake and offers an effective approach to promote sensitive, locally-driven forward planning mechanisms for development and community enhancement.  There is no argument presented in the consultation paper to suggest why it is inappropriate for Wales to implement these provisions from the Localism Act 2011 to enable communities to benefit from a more grass roots approach to development that can support a better informed and more effective Local Planning process, drawing on well researched strategic and local evidence.

[b]  the Community Council seeks support from One Voice Wales/Unllais Cymru and the Welsh Local Government Association to support the inclusion of provisions for Neighbourhood Development Orders into a Planning [Wales] Bill.

Councillor Bob Barton expressed a desire to draw together planning experts within various local community councils to put together proposals to be considered by the Community Council.

395  HIGHWAYS & ENVIRONMENT

395.1   Drainage/flooding problems at the T Junction to Llanfair DC/Llanbedr DC/Pentre Coch.  Following a complaint received by a resident it was   RESOLVED  that a site visit be arranged between Highways, the Leader and Councillor John Pugh.

  • Bollards A member enquired whether residents are allowed to place white bollards outside their properties.  RESOLVED that the Clerk makes enquiries with DCC’s Highways Department.

PART 2

396  RESOLVED that the Press and Public be excluded from the meeting due to the confidential nature of the following items: 

397  FINANCIAL MATTERS

397.1  Submitted – Summary of Income & Expenditure for the period 1 April to 31 December 2017  The Clerk advised that the balance in the bank as at 31 December 2017 was £12,623.41 in the Community Account and £1,022.79  in the Business Account.  Taking into account unpresented cheques and payments to be made this left £10,295.14 of available funds in the Community Account as at 8 January.  RESOLVED that the financial statement be received and adjustments approved.

397.2  Request for Financial Aid

RESOLVED that the [a]  Ambulance Services Union application be turned down

[b]  Urdd Gobaith Cymru application [Re Eisteddfod in Denbighshire 2020] be deferred until April 2018.

Payment of Accounts/Invoices

RESOLVED that payments be made as follows:

£480.30 – Sandra Williams – Translation Service

£378.09 – Clerk’s Expenses

£56.00 – Christmas Tree Purchase made by Councillor Keith Moulsdale

£100.00 – Genus Centre – donation in lieu of use of committee room

397.4  Appointment of Internal Auditor

RESOLVED that JDH Business Services Ltd be reappointed as the Community Council’s Internal Auditor for 2017/18.

397.5  Precept Budget 2018-19 [closing date for submission 15/01/18]

RESOLVED  that the [a] following amendments be approved –

Member Allowances to be increased from £1500 to £3500 [these allowances are not being claimed by present Councillors but it is mandatory to include by Welsh Government]

SLCC Subscription to be increased from £80 to £100

Community Plan Activities to be increased from £1077 to £1087

[b] Clerk be authorised to submit a precept application to DCC in the sum of £29,010

398  TRAINING – Submitted –  One Voice Wales’ Training Programme February – July 2018.  Members were advised that there is no provision in the budget until April 2018.

399  RISK ASSESSMENTRESOLVED  that Councillors John Pugh and Keith Moulsdale make arrangements for carrying out the annual risk assessment .

400  EMAIL ADDRESSES – Reported that obtaining a gov.uk email address would entail changing the Community Council’s domain name.  The Clerk had sought advice on the matter from Mr Chris Birchall who considers that the cost of doing so outweighs  the benefits.  A member wants to know how many visits are made to the Council website.  RESOLVED that Councillors Keith Moulsdale and Paul Weston look into finding out how to access the number of visits to the website and the possibility of adding a councillor’s name to the current domain name to create an unique councillor email address, for example, cllrkeithmoulsdale@llanfaircommunitycouncil.co.uk

401  DATES OF FUTURE MEETINGS

Thursday 1 February [Neuadd Eleanor, Llanfair D C – main hall]

Thursday 15 March [Neuadd Eleanor, Llanfair D C – main hall]

There being no further business the Chair declared the meeting closed at

9.30  pm

John Pugh ________________________CHAIR___________________DATE

 

COUNCIL MINUTES 04 DECEMBER 2017

CYNGOR CYMUNED  LLANFAIR DYFFRYN CLWYD  COMMUNITYCOUNCIL

Minutes of an Ordinary Meeting of the Council held at Ysgol Pentrecelyn on Monday 4 December 2017 at 7 pm.

 PRESENT –  Councillors David Baker, Wini Davies, Jayne Mayers [Vice-Chair], Keith Moulsdale, John Pugh [Chair], Medwen Roberts and Eirwen Godden, Clerk.

IN ATTENDANCE –  4 members of the public and Mr Tomos Hughes, Achub Calon y Dyffryn.

APOLOGIES – Councillors Moira Edwards, Tim Faire [illness] and Paul Weston [no childcare available]

 PART 1 

380  DECLARATIONS OF INTEREST

Councillor David Baker with regard to the Church; Councillor John Pugh in relation to Neuadd Eleanor [trustee] and Ysgol Llanfair D C [governor];  Councillor Keith Moulsdale with regard to Neuadd Eleanor [trustee] and the Church

381  COMMUNITY MATTERS

381.1  Mains Gas –  Details were sent to the Wales & West Utilities company following the deadline of ‘expressions of interest in principle ‘ to the proposal on 31 October 2017.  The Clerk reported that the utilities company is still awaiting the results from a site visit as this information is required before proceeding with firm quotations.  An assessment has to be carried out regarding a suitable location for a pressure reduction station.  The company will keep the Community Council updated on progress.

 381.2  Defibrillators

Mr Tomos Hughes, Achub Calon y Dyffryn, presented a Zoll Defibrillator and Box to the Community Council on behalf of Graig Aid.  Graig Aid had made a very generous donation of £1,304.90 towards the cost of a defibrillator for Graigfechan.  Mr Hughes explained that the defibrillator came with a five year warranty, the batteries required changing every three years, recommended that two or three volunteers check the equipment once a week, and stated that replacement parts and training are free of charge.  Members accepted his offer to visit the village to carry out an assessment on the best site for the equipment.  It was also reported that the response from Capel Ebenezer was positive and that there would be no objections to installing an appliance on the roadside wall of the chapel and to the Council making an  application for planning permission to do so.  Some points were, however, raised by the chapel –  [a] the narrowness of the road at that particular location and the heavy traffic at times and [b] the building has Grade II listed status both inside and outside [for cables etc].  It was also reported that fundraising is well under way to purchasing a defibrillator for Ysgol Pentrecelyn.

RESOLVED that [a] the Clerk sends letters of thanks to Graig Aid and Capel Ebenezer

[b]  the Defibrillator purchased with a donation from Graig Aid be installed in the Three Pigeons Inn until a suitable permanent location can be found in the centre of the village

[c]  the final decision on location is dependent upon the advice received from Mr Tomos Hughes, Achub Calon y Dyffryn

[d] the defibrillator be placed on the Council’s Asset Register and the insurance company informed accordingly

[e]  signs be erected when permanent location has been determined

[f]  the Community Council makes a contribution towards the cost of electricity

[g]  a press release be issued and copies posted on the Community Council website and noticeboards

[h]  Councillors Jayne Mayers and Paul Weston be thanked for their efforts in securing defibrillators for different locations within the community.

381.3  Community Plan

Discussion on the draft Community Plan and the Conwy and Denbighshire Public Services Board’s draft Well Being Plan was deferred from the Council meeting held on 6 November 2017.  Arrangements are being made for a meeting to be held sometime in the future with DCC officers to see how the Community Plan can be aligned with the DCC’s Corporate Plan.  It was noted that no Community Councillor is a member of the steering group.

RESOLVED that  [a] Councillor Medwen Roberts joins the steering group

[b] publication of a Community Newsletter be added to the Community Plan

[c]  the Community Plan be renamed Llanfair D C Community Council’s Neighbourhood Plan.

381.4  Broadband

Reported that a public meeting is to be held on 7 December 2018 at the Old Schoolroom, Llanarmon yn Ial commencing at 11.30 am when a Welsh Government Minister should be in attendance.  There has, in the meantime, been some progress as fibre optics will be available at Llanfair D C.

381.5  Welcome Pack for Visitors to Llanfair D C

Submitted –  a request from the Church Council about the possibility of producing a welcome pack for visitors to Llanfair and forming a small working group

RESOLVED that the request for a welcome pack be supported in principle and  added to the Neighbourhood Plan for further discussion.

382  MINUTES

RESOLVED The minutes of the meeting held on 6 November 2017 were approved and signed as a correct record subject to amending typographical errors in Minute Refs 371.2 and 374.4.

383  MATTERS ARISING/ACTION TAKEN

Date/Ref Action, By Whom and Status
17/05/17

311.3

 

 

 

06/11/17

04/12/17

Eyarth Bridge

Clerk – Weight restriction sign is in the wrong position, needs to be further away from the bridge for drivers to see in time.  Highways informed.  Work commenced on pointing will continue next summer.  Improvements to highway drainage between the trunk road and bridge are ongoing but will require a weekend road closure.  Large vehicles are still travelling through the village.  DCC Highways to be notified..

03/07/17

325.2

 

 

 

06/11/17

04/12/17

Traffic Calming Options Graigfechan

Clerk & Marc Musgrave – Advance speed limit signs still awaiting Welsh Government approval.  Road markings in Graigfechan are poor and need to be made clearer.  Reply awaited.  There is an issue about a parked car opposite The Smithy, Police notified and a request made for traffic monitoring early mornings before 9 am.  Outcome is that the car is not obstructing traffic.

03/07/17

346.1

Proposed New Ysgol Llanfair D C

Clerk – Full application to hand.  Response sent by 08/11/17

04/09/17

351.1

Mains Gas

Invitation to Miri Meithrin, Eyarth Station guesthouse & neighbouring farms to join campaign

Cllr Moira Edwards advised this is in abeyance depending on gas route chosen

351.5

 

 

06/11/17

04/12/17

Fundraising – Permitted Lotteries

Cllr Paul Weston – Difficult to find a good example but consideration given to registration with DCC – included in draft precept budget 2018/19.

Members were reminded that any fundraising must be for specific projects and should tie in with the Neighbourhood Plan.

356.1

 

 

06/11/17

Overview of Highways & Environmental Services

Clerk – A list of bins located in the Community Council area requested, awaiting response. Two reminders sent, third to be sent

War Memorial – Plaque to commemorate those who died in a plane crash as requested by Mr John Harrop

Clerk – Quotations  sought including cleaning and repainting  existing inscription on the War Memorial

Addition of Name to War Memorial

Clerk – Further information to be obtained from a relative

Grant towards cost of final repairs

Clerk – Ongoing

04/09/17

358

 

 

06/11/17

 

 

04/12/17

Councillors’ Email Addresses and Use of the Welsh Government Hwb Platform

Clerk – Reply received from Amy Selby, DCC re Denbighshire.gov.uk accounts.  Option is probably unsuitable.  Query to be referred to Liz Grieve at DCC.  Advice received from One Voice Wales to the effect that in order to achieve .gov.uk email addresses the Council’s website would need to have a new domain name.  An item to be placed on the agenda for the January meeting.

06/11/17

375.6

 

04/12/17

Caravan at Erw Fair

Clerk – Enforcement notice was served at the end of October.  The Planning & Compliance Officer has not had an opportunity to visit the site but will be in touch again in due course.

384  CORRESPONDENCE

Discussion on the following consultation documents was deferred from the Council meeting held on 6 November 2017:6

 384.1  Welsh Government

[a]  Review of Community & Town Council Sector – Email dated 3 October 2017 from Welsh Government Independent Review Panel  AdolygiadCTC.Review@gov.wales

[b]  The 2018 Review of Parliamentary Constituencies in Wales –   www.bcomm-wales.gov.uk   Closing date for comments – 11 December 2017

[c]  Review of the Electoral Arrangements for the County of Denbighshire   www.ldbc.gov.wales  Closing date for comments – 23 January 2018

RESOLVED that the content of consultation documents [a], [b] and [c] be noted and to await One Voice Wales’ submission with interest before sending a response.

384.2  Denbighshire Housing Newsletter Issue One – Autumn 2017  www.denbighshirehousing.co.uk  The Lead Officer for Community Housing is happy to attend a Community Council meeting.  RESOLVED  that [a] details be forwarded to Councillors and [b] Mr Geoff Davies, Lead Officer – Community Housing be  invited to attend a future meeting of the Community Council.

384.3  St Kentigern Hospice   Email dated 22 November 2017 from Peter Alexander, Community Fundraiser about local fundraising opportunities.  RESOLVED that the Clerk contacts Mr Peter Alexander by phone to ascertain how the Council can assist..

385  PLANNINGwww.denbighshire.gov.uk/planning

385.1  Application 20/2017/0819  New Primary School – Reconsultation and Revised Plans, New Pedestrian Link, Travel Plan, Archaeological Field Evaluation, Reptile Presence/Absence Surveys, Ecological Mitigation, Compensation & Enhancement Method Statement.  Response required by 11 December 2017.  It was noted that the County Council had been in touch with the residents affected by the proposed footpath link.  RESOLVED that the content of the documents be noted.

385.2  Application 20/2017/1049  Installation of a 21m lattice mast supporting 3 no antenna and 2 no dishes, together with 2 no ground based equipment cabinets, 1 no meter cabinet and ancillary development including 1.10m timber post and rail fence – Land at Cefn Coch, Llanrhydd, Ruthin.  RESOLVED that the Council has no objection and therefore supports the application.

385.3  Application 20/2017/1037  Erection of Extension to Dwelling – Bacheirig, Llanfair D C.  RESOLVED that the Council has no objection and therefore supports the application.

385.4  Application 20/2017/1068 Details of Phasing Plan submitted in Accordance with Condition no 3 of Planning Permission Code No 20/2016/1137 – Land West of Wrexham Road, Llanfair D C

RESOLVED that a response be sent expressing Members’ concern that there was no timetable and firm date for commencement of work on the site, and whether work would be carried out over seven or five days in a week.  Members are also seeking an assurance that the A525 highway will be kept clean during this period.  Notification/confirmation about the timetable would be appreciated as soon as possible.

385.5  Draft Supplementary Planning Guidance Note:  Clwydian Range and Dee Valley Area of Outstanding Natural Beauty [AONB] Consultation Document

www.denbighshire.gov.uk or www.clwydianrangeanddeevalley.org.uk

Two drop in sessions arranged at Loggerheads Country Park CH7 5LH on Wednesday 06/12/17 [10am-2pm] and Thursday 18/01/18 [2-6pm].  Comments to developmentplans@flintshire.gov.uk by 29 January 2018.

386  HIGHWAYS & ENVIRONMENT

386.1  Parking Problems within the Local Community  Reported that residents in the Bron y Clwyd area of Llanfair D C had expressed concern that they are unable to park outside their own homes on those occasions when there is a large gathering, that is, a wedding or funeral in the village.  It was noted that residents pay a contribution towards grass cutting in their rents.   RESOLVED that the Clerk contacts the County Council to seek clarification whether the car park area is public or private to residents in DCC housing provision.  Should it be found that residents have the sole right to park outside their homes a request be made for clear signage to be erected.

PART 2 

RESOLVED that the Press and Public be excluded from the meeting due to the confidential nature of the following items:

 387  FINANCIAL MATTERS

387.1  Request for Financial Aid – Noah’s Ark Children’s Hospital Charity

RESOLVED that the charity be informed that the Community Council’s policy is to support local organisations only.

387.2  Payment of Accounts/Invoices  RESOLVED that payments be made as follows:

[a]  £983.88 – Zoll – AED Plus Lay Responder

[b]  £402.00 – Pawle & Co Ltd – Non Locking Cabinet for Responder Equipment

[c]  £84.00 – SLCC Membership Subscription 2018

[d]  £247.46  Christmas Tree Purchases made by Councillor Keith Moulsdale:-

[£199.99 – Lights4Fun – New Christmas Tree Lights

£14.99 – Weatherproof Box for Outdoor Electrical Power Connections

£22.48 – Flex and Adaptor – Screwfix

£10.00 – contribution towards cost of electricity]

387.3  Quotations re the War Memorial

[a]  Plaque to commemorate those airmen who died when their aeroplane crashed in the vicinity of Llanfair.  Reported that quotations had been sought for removal of the bottom block and engraving of 96 letters, together with the cost of cleaning the memorial and re-painting of all letters

Quotation 1 –  Removal/engraving only – £620.00 [plus VAT] = £744.00

Quotation 2 – Removal/engraving  –  £816.00 [no VAT] & cleaning/repainting £520.00 [no VAT]

Quotation 3 –  Cleaning/repainting only – £550.00  “Inscription to the crashed airmen on the Memorial is not a good one. A War Memorial is dedicated to local people who died in the two World Wars and after.  Obviously the air crew were not local and they should be named – you would not get their names on the small bottom stone.  The Council could consider a separate stone maybe Welsh slate to commemorate and name the air crew perhaps with an image of the plane they flew in.  This stone could be placed near the Memorial”.

RESOLVED – that [a]  having considered the recommendations made under Quotation 3 Members took the view that the commemoration for the airmen ought to be on a separate stone placed near the Memorial and [b] other quotations be sought to this effect when the names have been confirmed.

[b]  Addition of Name to War Memorial – Members were reminded that the War Memorial Trust require information such as a military record, copies of formal documents [birth/marriage/death certificates], including confirmation that he/she is not recorded elsewhere locally.  RESOLVED that the Community Council meets the cost of obtaining the requisite records.

387.4  Neuadd Eleanor’s Application for DCC Commuted Sums  RESOLVED  that a letter be sent to the County Council to confirm that the improvement work to the car park had been completed.

387.5  Precept for 2018/19

Reported that the Welsh Government’s Independent Remuneration Panel for Wales [IRPW] is of the view that community/town councillors are not volunteers because further to the democratic process they have accepted formal responsibilities and they all face some degree of liability, in respect of the Council function they are running.  As a consequence the Panel is mandating payment of a contribution of £150 per member to costs and expenses and reimbursement of the costs of care as set out in Determinations 44, 50 and 51 of its Report.  Determination 51 authorises community/town councils to provide a civic lead payment to mayors/chairs up to £1,500 and deputy mayors/chairs an allowance up to a maximum of £500.  These payments are in addition to the basic sum of £150.

RESOLVED that a sum of £1,500 be included in the Community Council’s precept budget for 2018/19 to cover mandatory allowances for Councillors.  This would make a budget requirement of £26,903 in total.

388  DATES OF FUTURE MEETINGS  [All meetings to commence at 7 pm]

Monday 8 January [Genus Centre, Llanrhydd LL15 2UP]

Thursday 1 February [Neuadd Eleanor, Llanfair D C – main hall]

Thursday 15 March [Neuadd Eleanor, Llanfair D C – main hall]

There being no further business the Chair declared the meeting closed at 8.45 pm

John Pugh ________________________CHAIR__________________DATE

COUNCIL MINUTES 6 NOVEMBER 2017

CYNGOR CYMUNED LLANFAIR DYFFRYN CLWYD COMMUNITY COUNCIL

Minutes of an Ordinary Meeting of the Council held at the Genus Centre, Llanrhydd, Ruthin on Monday 6 November 2017 at 7 pm.

 PRESENT –  Councillors Bob Barton [part of the meeting], Wini Davies, Moira Edwards, Tim Faire, Jayne Mayers [Vice-Chair], John Pugh [Chair], Medwen Roberts, Paul Weston and Eirwen Godden, Clerk.

IN ATTENDANCE –    Twelve members of the public, Councillor Hugh H Evans OBE, Leader of Denbighshire County Council and Mr Ben Wilcox-Jones, Senior Engineer – Road Safety & Sustainable Transportation, Denbighshire County Council [guest speaker].

APOLOGIES – Councillors David Baker and Keith Moulsdale [illness]

PART 1 

370  DECLARATIONS OF INTEREST

Councillor John Pugh with regard to Neuadd Eleanor and as a Governor of Ysgol Llanfair.

371  COMMUNITY MATTERS

371.1  Mains Gas  Reported that the deadline for the survey was 31 October 2017.  The outcome is that 182 [including the 63 Pure properties] out of 212 properties are in the “expressions of support in principle category”.  Thirty declined.  A firm quotation will be provided by Wales & West Utilities should the acceptance level be achieved.  A desk top survey to generate individual quotes for each property is planned.  Once the acceptance rate has been reached it may take up to 27 weeks to complete the work.  There are a number of grant schemes that offer funding towards home energy improvements.  Councillor Moira Edwards was thanked for her hard work and contribution to the survey.

371.2  Defibrillators  Reported that a CPR training session has been arranged for Saturday 18 November at The Three Pigeons Inn Graigfechan commencing at 1 pm.  Various organisations in the community have pledged sums of money towards the fundraising effort to purchase equipment.  A discussion took place on the best location in the middle of the village at Graigfechan.

371.3  Community Plan  Reported that the Conwy and Denbighshire Public Services Board is asking for feedback on the latest draft local well-being plan a copy of which has been circulated to Councillors and the Community Plan Group.  The draft mirrors what has been produced at Llanfair to date but options such as a shop, other micro businesses, and existing venues need to be included in the plan.  The group is producing a questionnaire in preparation for the Cadwyn funded survey.      RESOLVED that [a] the documents be discussed at the Council meeting to be held on 4 December, [b] a copy of the Community Plan be forwarded to the County Council so that officers are aware of the options within the community which could align with DCC’s Corporate Plan, and [c] arrangements be made for the Community Plan Group to meet with DCC officers.

371.4  Broadband  Reported that County Councillor Martyn Holland has, with the assistance of Darren Millar AM, arranged a public meeting with the Minister to be held at Llanarmon yn Ial on 7 December 2017, venue and time to be confirmed.  An invitation is being extended for two representatives from Llanfair D C Community Council to attend.  RESOLVED that Councillors Bob Barton together with Jayne Mayers or Paul Weston attend the meeting on behalf of the Council on 7 December.

371.5  Youth Representatives  Reported that the Clerk had written to Ysgol Brynhyfryd, Ruthin School, Llysfasi College and Clwyd YFC extending an open invitation for young people to attend Community Council meetings and to get involved in local community activities.

RESOLVED that steps be taken to involve young people in the community planning process and the Cadwyn funded survey.

371.6  Plans for the Old School Building after the School is Relocated

Reported that the Clerk had written to Denbighshire County Council and the Church in Wales.  Confirmation has been received that the St Asaph Diocesan Board of Finance holds the school building in trust.  Also letter received from Karen Evans, DCC Education, stating that the development of the Glebe land site as a school could release the current school site as a housing site helping to meet the demand for housing.  Engagement with the community on possible options for the current site will be undertaken as outlined within the County Council’s Asset Manaqement Strategy.

 372  MINUTES

RESOLVED  The minutes of the meeting held on 2 October 2017 were approved and signed as a correct record.

 373  MATTERS ARISING/ACTION TAKEN

Date/Ref Action, By Whom and Status
17/05/17

311.3

 

6/11/17

Eyarth Bridge

Clerk

Weight restriction sign is in the wrong position, needs to be further away from the bridge for drivers to see in time.  Highways informed.  Work commenced on pointing will continue next summer.  Improvements to highway drainage between the trunk road and bridge are ongoing but will require a weekend road closure.  Large vehicles are still travelling through the village.  Write again to DCC.

03/07/17

325.2

Traffic Calming Options Graigfechan

Clerk & Marc Musgrave

Advance speed limit signs still awaiting Welsh Government approval.  Road markings in Graigfechan are poor and need to be made clearer.  Reply awaited.  There is an issue about a parked car opposite The Smithy, Police to be notified and a request made for a traffic monitoring early mornings before 9 am.

03/07/17

346.1

Proposed New Ysgol Llanfair D C

Clerk

Full application to hand.  Response to be sent by 08/11/17

04/09/17

351.1

Mains Gas

Invitation to Miri Meithrin, Eyarth Station guesthouse & neighbouring farms to join campaign

Cllr Moira Edwards

In abeyance depending on gas route chosen

351.5 Fundraising – Permitted Lotteries

Cllr Paul Weston

Difficult to find a good example.  Consider registration with DC

351.6 Noise Nuisance

Clerk

Reported to DCC.  Monitoring taking place but no further incidents

356.1 Overview of Highways & Environmental Services

Clerk

A list of bins located in the Community Council area requested, awaiting response. Two reminders sent, third to be sent

356.3 &

367.1

 

02/10/17

367.1

War Memorial

Chair/V Chair

Authority given to commission services of a builder to carry out emergency repairs to refix coping stones. Work completed.

Plaque to commemorate those who died in a plane crash as requested by Mr John Harrop

Clerk

Quotations being sought including cleaning and repainting  existing inscription on the War Memorial

Addition of Name to War Memorial

Clerk

Further information to be obtained from a relative

Grant towards cost of final repairs

Clerk

Ongoing

04/09/17

358

06/11/17

Councillors’ Email Addresses and Use of the Welsh Government Hwb Platform

Clerk

Reply received from Amy Selby, DCC re Denbighshire.gov.uk accounts.  Option is probably unsuitable.  Query to be referred to Liz Grieve at DCC

 

374  CORRESPONDENCE

374.1  Invitation to DCC Carol Service, St Thomas Church Rhyl, Monday 4  December 2017  – Email dated 3 October 2017 from Sue License, DCC.  Noted.

 

374.2  Review of Community & Town Council Sector – Email dated 3 October 2017 from Welsh Government Independent Review Panel  AdolygiadCTC.Review@gov.wales

The Panel wants to hear views on

What should Community and Town Councils be responsible for?

How should they operate?

What’s standing in their way to deliver for the local community?

How do Councils ensure they best represent their local community?

The review is expected to take around a year.

One Voice Wales has organised a consultation event on Wednesday 29 November 2017 at Chirk Town Council from 2-4 pm.

RESOLVED that [a] the Clerk circulates an email to Councillors to ascertain who would like to attend and [b] discussion on the matter be deferred until the meeting on 4 December.

374.3  2018 Review of Parliamentary Constituencies in Wales – Revised Proposals – Letter dated 16 October 2017  www.bcomm-wales.gov.uk   Closing date for comments – 11 December 2017

RESOLVED that discussion on the matter be deferred until the meeting on 4 December.

374.4  Review of the Electoral Arrangements for the County of Denbighshire

Two letters dated 25 October 2017  www.ldbc.gov.wales  Closing date for comments – 23 January 2018.

Councillor Moira Edwards attended a briefing meeting on 17 October.  This Review, which is not about Parliamentary Constituencies, will commence in January 2018 and will end in Spring 2021.  The Review will propose the pattern of electoral wards for the entire Council area and not just where there are levels of electoral inequality.  Denbighshire is a Category 4 area.  The Commission has determined that Category 4 Councils should have a councillor to population ratio of 1:2,000.  Currently Denbighshire has 76,292 electors and a membership of 47, an average of 1 councillor to 1623 electors.  The Review will look at changes to Denbigh Upper/Henllan; Llanbedr DC/Llangynhafal and Llandrillo.

RESOLVED that further discussion on the matter be deferred until the meeting on 4 December.

374.5  School Governor Vacancy – Ysgol Pentrecelyn – Email dated 2 November 2017  from Sarah Wynne, Chair of Governors.  RESOLVED that Councillor Medwen Roberts be put forward as the Community Council’s nominee for consideration.

375  PLANNINGwww.denbighshire.gov.uk/planning

375.1  Application 20/2017/0819  Development of 1.24 ha of land by the erection of a new primary school including external play6 areas, habitat area, formation of new vehicular access, car parking with drop off area, landscaping, bin store, LPG and sprinkler tanks – Glebe Land Opposite Bron y Clwyd, Llanfair DC

Reported that the Chairman had asked the Leader, Councillor Hugh Evans, for a meeting with Education and Housing representatives to discuss the mains gas proposal, whether there will be a separate application for a footpath to link the proposed housing development with Bron y Clwyd, concerns about traffic calming measures in the village and whether they are adequate.  The meeting took place on 19 October 2017, the Community Council being represented by Councillors John Pugh, Jayne Mayers, Keith Moulsdale and Moira Edwards, together with the Clerk in attendance.

The Leader also expressed an interest at the Community Council meeting in finding out more about the use of Optimism Bias [part of HM Treasury’s ‘Green Book’ rules for public procurement] that might be applied to projects such as the new school in assessing, for example, renewable energy solutions.  It was also reported that solar panels will now be installed.

RESOLVED agreed that the application be supported in principle.   Although there is reference to a footpath to link the proposed housing development through Bron y Clwyd to the new school it is not expressly shown within the documents presented.  Assurances are also being sought about managing traffic, including calming measures, and whether they are adequate both through the village and to and from the new school.  The development will have an impact on residents whether they live near the boundary of the new school or the footpath link and it is hoped that there will be further discussions with those affected in a positive and sensitive manner.  Members expressed a preference for mains gas rather than LPG and asked to see any conditions attached.

375.2  Application 20/2017/0771  Change of use of first floor store above existing garage to annex accommodation – The Barn, Pentre Coch, Ruthin  RESOLVED that the Council has no objection to the application and it is noted that there is no visual alteration.

 375.3  Application 20/2017/0955  Erection of replacement and new dormers to dwelling – Bryn Creigiog, Graigfechan, Ruthin  RESOLVED that the Council fully supports the application, it is more a modern repair than an alteration.

375.4  Application 20/2016/1137  Development of Land  for Housing Llanfair D C  Reported that Planning is committed to undertaking a public consultation once the details showing phases for the development are submitted and will be reported to the Planning Committee.  Since Section 106 documents have been signed, a response is awaited from the Planners.

375.5  Update on Consultation on LDP Review Report & Draft Delivery Agreement for the Replacement  LDP – Closing date  for comments – 20 October 2017.  The document represents a broad brush approach with no fine detail.  The Review concedes that the housing build target has not met the projected figures by a long way.  Llanfair D C has three designated sites – [a]  Vicarage field [now to be a school [b] Bryn Clwyd and [c] rear of crossroads at Bron y Clwyd [now joined up for proposed development for 63 houses].  Questions have been raised about the status of the existing school site in relation to the LDP.  The LDP Review is in very initial stages and a review of existing land allocations has not yet taken place.  There will be consultation on any proposed land allocations for the replacement plan in due course.

375.6  Caravan at Erw Fair   Reported that DCC’s Planning and Compliance Officer had written to the owner to reiterate the need to comply with the notice to remove the caravan from Erw Fair.  Although the caravan was moved to a site closer to the dwelling house, it would appear that it is still on agricultural land.  The owner has been given 21 calendar days [from 10 October 2017] to move the caravan to a site within the cartilage of the dwelling house.  RESOLVED that the Compliance Officer be requested to keep the Community Council informed on developments.

376  HIGHWAYS & ENVIRONMENT

Guest Speaker – Mr Ben Wilcox-Jones, Senior Engineer – Road Safety & Sustainable Transportation, DCC  Mr Wilcox-Jones gave an overview of his responsibilities which was followed by a question and answer session.  He explained that data for speed limits/traffic monitoring is collected in accordance with nationally recognised methods of recording.   Records show reductions on high speeds in the area but he acknowledged that speeding still requires addressing.  A copy was requested.  There is no recorded accident injury or collision data available.  Police approval is required for a compulsory 20 mph limit, a voluntary 20 mph limit is in place by Llanfair School.

Questions were also raised about fixed speed cameras, traffic lights, traffic calming measures at Graigfechan,  priority signs, advance warning signs, speed boxes, parking outside and drop off points for the new school at Llanfair, lack of pedestrian facilities.  External funding is required to implement some if not all measures.  A suggestion was put forward for neighbouring Community Councils to look for joint funding from say, windfarm sources, for prioritised schemes in future.

Mr Wilcox-Jones stated that he would take comments made back to the County Council.  The Chair thanked him for attending and for his contribution at the meeting.

PART 2  RESOLVED that the Press and Public be excluded from the meeting due to the confidential nature of the following items: 

 377  FINANCIAL MATTERS

377.1  Request for Financial Aid – Marie Curie Nurses

RESOLVED that decision be deferred until the March meeting.

377.2  Payment of Accounts/Invoices  RESOLVED that payments be made as follows:

[a]  £40.00  One Voice Wales – Clerk’s Attendance on Finance Training 26/09/17

[b]  £155.70 – Sandra Williams Translation Service – Minutes 03/07/17 & 07/08/17

[c]  £380.00 – D P Williams, Building Services – Emergency Repairs to War Memorial

377.3  Precept for 2018/19

Submitted Draft 2 for consideration.  It was recommended that the following cost headings be increased to meet increasing costs and new project demands on the budget – clerk’s salary, job adverts, repairs and maintenance, members’ training/conferences/travelling expenses, external audit fee, community plan activities, war memorial repairs, and street furniture [general waste bins and defibrillator costs].

RESOLVED that [a]  Draft 2 be approved as submitted and that a precept budget of £25,403 is to be applied for and [b] the Clerk arranges for the Community Council to be registered for small lotteries activities with the County Council at a cost of £40.

378  REMEMBRANCE DAY SUNDAY 12 NOVEMBER 2017

Reported that the wreath had been delivered but no Police would be available due to other demands on the service on the day.

379  DATES OF FUTURE MEETINGS  [All meetings to commence at 7 pm]

4 December 2017 [Ysgol Pentrecelyn]

8 January [Genus Centre, Llanrhydd LL15 2UP]

There being no further business the Chair declared the meeting closed at 9.40 pm.

John Pugh _______________________CHAIR___________________DATE

ACRONYMS

DCC – Denbighshire County Council         PSB – Public Service Board

COUNCIL MINUTES 2 OCTOBER 2017

CYNGOR CYMUNED LLANFAIR DYFFRYN CLWYD COMMUNITY COUNCIL

 Minutes of an Ordinary Meeting of the Council held at Ysgol Llanfair on Monday 2 October 2017 at 7 pm.

 PRESENT –  Councillors David Baker, Bob Barton [present for Part 2 only], Moira Edwards,  Jayne Mayers [Vice-Chair], Keith Moulsdale and Eirwen Godden, Clerk.

IN ATTENDANCE –  Nine members of the public.

APOLOGIES – Councillors Wini Davies, John Pugh [on holiday], Tim Faire [illness], Medwen Roberts [on holiday] and Paul Weston [illness]

360  APPOINTMENT OF CHAIR FOR THE MEETING

Councillor Jayne Mayers [Vice-Chair] took the Chair for the meeting due to the absence of Councillor John Pugh.

361  DECLARATIONS OF INTEREST

Councillor David Baker with regard to his involvement with the Church of St Cynfarch and St Mary, Llanfair D C and Councillor Keith Moulsdale with regard to Neuadd Eleanor.

 362  COMMUNITY MATTERS

362.1  Mains Gas

Grwp Cynefin has confirmed that the housing association is supportive of the venture and is considering options for installing new central heating at Tai Elisabeth Owen properties.

Pure has also confirmed but has two concerns.  Firstly, about the timing of the mains installation into the village.  The developer expects to commence works on the site infrastructure in early spring 2018.  Secondly, the costs of the mains gas installation and connection fees would have to be comparable with that of an LPG installation.  No reply from Denbighshire County Council to date.

Councillor Moira Edwards reported that residents had been very responsive to the proposal/survey.  Of the 141 houses to be contacted [within the map area of the proposed gas line], 99 homes have signed up so far.  There are 69 other ‘properties’ which include the Church in Wales, the village hall, the White Horse public house and the new development of 63 houses.  This is a total of 169.  Parc y Llan is the last area to be completed.  Wales and West Utilities is adamant about which properties can be covered using Option 2.  Properties beyond the existing school on the A525 or beyond the bottom of Bro Gynan will not be included.  This route does not extend beyond the top of the village leading down to Eyarth crossroads either.  Option 3 to bring gas up from Ruthin would have included some properties at the Eyarth side of the village but would add £300,000 to the Option 2 estimate of £500,000.  A request was made for a map showing the two routes side by side.  Expressions of interest numbers will be submitted to Wales and West Utilities at the end of October with a request to provide a further quote.  Members expressed the hope that the costs may be reduced  due to the higher numbers interested.

 362.2  Defibrillators

Councillor Jayne Mayers gave an overview of the present situation with regard to installation at different sites across the Community Council area.  She emphasised the need for Coleg Cambria Llysfasi to move their equipment outside their building; there should be a defibrillator in the three main villages of Pentrecelyn, Graigfechan but the one  in Llanfair is now in place.  Councillor Paul Weston has obtained quotations for bilingual signs.  A training event on cardiac services is planned for 18 November at the Three Pigeons Inn when people will be invited to make donations and to take part in a raffle to raise money.  Consideration has, in the meantime, been given to different ways of raising funding to pay for equipment/facilities across the area – such as a small lottery or a ‘100’ club but arrangements for collecting monies, how the money would be distributed and spent need careful planning.  The Community Council would also be required to register with the local authority.   Councillor Mayers invited people’s views.  It was suggested that the Council should have a five year plan to include provision for raising money through the precept process.

 362.3  Community Plan

Submitted – Notes of a meeting of the steering group [Steve Whipp, Richard Cotter, Phil Bennett Lloyd and Phil Webb] held on 13 September 2017.  Action points from the meeting were:

[a]  the group to develop a better demographic understanding of the population using available data from DCC, Government as well as websites

[b]  to develop by use of email between group members a series of questions to be included in the Neuadd Eleanor survey

[c]  to approach DCC to understand what plans may have been made for use of the current Llanfair D C school, once the new school has been built.

The group is considering the establishment of a hub to include the use of the village hall, the church, vestry house and the school building after relocation.  The village hall management committee has obtained funding from Cadwyn Clwyd to carry out a feasibility study.  It was noted that status of the group required clarification.  It is not presently a sub-committee of the Community Council.

RESOLVED that Mr Steve Whipp and steering group members be thanked for the work undertaken to date.

 362.4  Broadband

Submitted – Email dated 11 September 2017 from Liz Grieve, Head of Customers, Communications & Marketing, DCC.  The County Council has been working with BT with regard to their fibreoptic rollout and to establish exactly which areas will be covered by the end of this calendar year.  This has proved difficult and contact has been made with the Minister at Welsh Government to this effect.  The County Council is hesitant to push forward with local arrangements as it may be that some/many areas will, in fact, be covered without the need for special arrangements.  Cadwyn Clwyd is, in the meantime, looking to develop some bespoke arrangements in a very small number of households and more details are expected in the autumn.

 RESOLVED that the contents of the email be noted and that BT and Openreach are now two separate companies.  It was also noted that Graigfechan and Pentrecelyn do have a superfast fibre service, but it could be some time before Llanfair area’s needs are addressed.

It was also RESOLVED that a letter be sent to the Leader of Denbighshire County Council about Councillor Bob Barton’s request for Llanfair residents to be invited to attend the meeting  which County Councillor Martyn Holland is hoping to arrange with the Minister.

362.5  Youth Representatives

RESOLVED that the Clerk writes to Ysgol Brynhyfryd, Ruthin School, Coleg Cambria Llysfasi and Clwyd YFC to extend an open invitation for young people to attend Community Council meetings being an opportunity to get involved in local community activities.

 362.6  Plans for the Old School Building after the School is Relocated

Submitted – Letter drafted by the community plan steering group for the Community Council to send to DCC to establish any plans that may already have been made.

RESOLVED that the Clerk writes to Denbighshire County Council and the Church in Wales on the matter.

363  MINUTES

RESOLVED  The Minutes of the meeting held on 4 September 2017 were approved and signed by the Vice-Chair, subject to adding ‘£250 per bin for additional waste bins’ under minute reference 356.1.

364  MATTERS ARISING/ACTION TAKEN

Date/Ref Action By Whom Status
17/05/17

311.3

Eyarth Bridge Clerk Weight restriction sign is in the wrong position, needs to be further away from the bridge for drivers to see in time.
03/07/17

325.2

Traffic Calming Options Graigfechan Clerk & Marc Musgrave Advance speed limit signs still awaiting Welsh Government approval.  Road markings in Graigfechan are poor and need to be made clearer.
03/07/17

346.1

Proposed New Ysgol Llanfair D C Clerk Full application awaited
04/09/17

351.1

Mains Gas
Post letter to residents on website Clerk Completed
Invitation to Miri Meithrin, Eyarth Station guesthouse & neighbouring farms to join campaign Cllr Moira Edwards In abeyance depending on gas route chosen
351.2 Defibrillators Clerk No defibrillator available at the Genus Centre
351.5 Fundraising – Permitted Lotteries Cllr Paul Weston To find out which Councils in England run small lotteries
351.6 Noise Nuisance Clerk Reported to DCC, awaiting response.  Another reminder to be sent
354.1 Your Community Your  Choice Fund Clerk Further details sent to Councillors
356.1 Overview of Highways & Environmental Services Clerk A list of bins located in the Community Council area requested, awaiting response.  Reminder to be sent
356.2 DCC Integrated Network Map Consultation Clerk Community Plan Group asked to look at and comment on the document
356.3 War Memorial Emergency Repairs Chair/V Chair Authority given to commission services of a builder to refix coping stones
Repair Notice Clerk Completed
Plaque to commemorate those who died in a plane crash Clerk To be addressed
Grant towards cost of final repairs Clerk Ongoing
357.2 Fundraising Cllrs Jayne Mayers, Keith Moulsdale & Paul Weston To form a group to look at fundraising opportunities
358 Councillors’ Email Addresses and use of the Welsh Government hwb platform Clerk Amy Selby, DCC contacted re Denbighshire.gov.uk accounts, response awaited.  Reminder to be sent
359 Clerk’s Salary Costs Clerk Contingency amount added to draft precept budget 2018/19 to cover additional hours

 365  CORRESPONDENCE

365.1  Local Democracy & Boundary Commission for Wales – Letter dated 12 September 2017 – Invitation to attend a presentation on the Review of the Electoral Arrangements for the County of Denbighshire on 17 October at Ruthin.

RESOLVED  that the Chair and Vice-Chair attend the meeting with the Commission on 17 October.

365.2  One Voice Wales – representation at Area Committee meetings.  It was noted that Councillor Bob Barton already attends meetings in his capacity as an official of the Association.

365.3  DCC Standards Committee – Community/Town Council Representative.  Email dated 2 October 2017 asking whether any member wishes  to apply.  The closing date is Monday 6 September, interviews week on 15 November at the Hwb, Denbigh.  The County Council is also looking for a member to sit on an interview panel and expressions of interest must be received by the third week in October.

RESOLVED that the Clerk re-circulates the email to Members asking for expressions of interest.

366  PLANNING

366.1  Application 20/2017/0891 – Crown Reduction of 1 no yew tree in the Llanfair D C conservation area – Church of St Cynfarch and St Mary, Llanfair D C

RESOLVED that the application be supported.

366.2  Denbighshire County Council – Call for Potential Gypsy & Traveller Sites

Submitted –  Letter dated 8 September 2017 from Angela Loftus, Strategic Planning & Housing Manager

RESOLVED that the Clerk sends a reply to say that the Community Council has not been able to identify suitable land.

 366.3  Update re Caravan at Erw Fair Llanfair D C

Submitted –  Email dated 22 September 2017 from Adam Turner, Planning and Compliance Officer, DCC,  stating that the new siting of the caravan has resulted in reduced harm to the visual amenity.  He is not of the view that the caravan’s siting has any significantly harmful impact on the residential amenity of a neighbouring property.  No further action will be taken in regard to the alleged breach.

The Clerk reported that a letter had been sent to Mr Paul Mead, Development Manager, to seek clarification on

[a]   where the boundary is for the dwelling. If this caravan is outside the dwelling boundary then is it still contravening the planning law?

[b]  present use.  If as a local resident has stated the owner has a touring caravan on his dwelling then it cannot be said that the ‘static’ is being used for the enjoyment of the dwelling as it is being used as an extension to the dwelling.  Likewise, Adam Turner suggests that this is because the caravan now has the appearance of a chattel which is functionally linked to the dwelling house.  As such will it require planning consent?

[c]  the ‘nuisance’ value to the community where the property is being used to store ‘scrap’,  which old caravans can be classed, and is seen by the community as being a visual nuisance.

RESOLVED to await a response from Mr Paul Mead.

367  HIGHWAYS & ENVIRONMENT

367.1  War Memorial – Update on emergency repairs.  D P Williams, Building Services, carried out work to refix the existing copings onto the War Memorial on 2 October 2017.  The cost will be £380.00 exc VAT.

RESOLVED [a]  Members approved the action taken

[b]  The Clerk was asked to contact [i]  a stonemason in Ruthin about the cost of a plaque to commemorate those who had  died in a local plane crash during the second World War [Mr John Harrop’s request refers] [ii] a relative of Mr Fuller for further information so that his name can be added to the War Memorial.

367.2  Highway Maintenance – A resident complained about the general lack of maintenance and undergrowth on walkways despite attempts to draw the County Council’s attention on the grounds of health and safety.  The Clerk was asked to write to the County Council about the lack of response to residents’ complaints.

367.3  Dog Fouling  RESOLVED that the Clerk obtains signs for posting on lamp posts.

367.4  Traffic Calming Measures

RESOLVED that the Clerk extends an invitation to Mr Ben Wilcox-Jones, Senior Engineer – Road Safety and Sustainable Transportation, to attend a future meeting of the Community Council as guest speaker..

PART 2  RESOLVED that the Press and Public be excluded from the meeting due to the confidential nature of the following items: 

368  FINANCIAL MATTERS

368.1  Financial Statement  Submitted – Summary of Financial Statement for the period   1 April to 30 September 2017.   The Clerk advised that the balance in the bank as at 30 September 2017 was £7420.81 in the Community Account and £1022.67 in the Business Account.  Taking into account payments to be made this left £6726.17 of available funds in the Community Account as at 2 October.  The Clerk drew attention to adjustments that were needed, for example, to take account of finance earmarked for election costs in 2016/17 to be carried forward to 2017/18 – £1600.00.

RESOLVED  that the financial statement be received and adjustments approved

368.2  Payment of Accounts/Invoices  RESOLVED that payments be made as follows:

[a]  £130.14  Sandra WilliamsTranslation Service – Mains Gas Letter and Minutes 05/06/17 [Councillor Bob Barton suggested that consideration be given to asking students to undertake translation work]

[b]  £184.05  Wales Audit Office – Audit of Accounts Fee 2016/17

[c]  £180.45  Clerk’s Expenses Claim 1 July – 30 September 2017

The Clerk reported that she and Councillor Keith Moulsdale had met with Mr Chris Birchall on  11 September 2017 to receive training on the use of and making changes to the Community Council website.  Mr Birchall recommended that a new web host instead of UK2 be sought so that the domain name remains in one place.  The cost of training and the new subscription is likely to be in the region of £170.00.  Members gave the go ahead for action to be taken as necessary.

368.3  Draft Precept for 2018/19  Submitted – Draft Precept for 2018/19.  RESOLVED that Councillors John Pugh, Jayne Mayers and Paul Weston meet with the Clerk to discuss the draft precept and to report back to the next meeting.

 368.4  Training  Members approved

[a]   the Clerk’s attendance on an OVW Finance Course on 26 September held at Coedpoeth and

[b]  Councillor Bob Barton’s attendance on the OVW Finance Course to be held on 7 November.

369  DATES OF FUTURE MEETINGS [All meetings to commence at 7 pm]

6 November [Genus Centre, Llanrhydd], 4 December 2017 [Ysgol Pentrecelyn], 8 January [Genus Centre, Llanrhydd] and 5 March 2018 [Ysgol Llanfair]

There being no further business Councillor Jayne Mayers declared the meeting closed at 9.30 pm.

Jayne Mayers __________________ CHAIR OF THE MEETING ______________DATE

John Pugh _____________________________COUNCIL CHAIR _____________DATE