COUNCIL MINUTES 3 JULY 2017

CYNGOR CYMUNED  LLANFAIR DYFFRYN CLWYD  COMMUNITY COUNCIL

Minutes of an Ordinary Meeting of the Council held at the Genus Centre, Llanrhydd  on  Monday 3 July 2017 at 7.00 pm.

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

IN ATTENDANCE – 12 members of the public.

PART 1

APOLOGIES –  Councillors Bob Barton, Tim Faire and Medwen Roberts

340  DECLARATIONS OF INTEREST

Councillor John Pugh regarding matters connected with Ysgol Llanfair in his role as a school governor.

341  COUNCIL VACANCY – CO-OPTION

Reported that two expressions of interest had been received by the Clerk, namely Messrs Phil Webb and Paul Weston.  Both applicants had been invited to meet Members to say why they would like to be a councillor and what they feel they can offer to the community.  Members were asked to consider and vote for each applicant via a paper ballot.  Mr Paul Weston was duly elected as the successful candidate and asked to sign the declaration of acceptance form.  He was presented with an induction pack which included The Good Councilor’s Guide, Code of Conduct, Standing Orders, Financial Regulations and Register of Members’ Interest Form.  The Clerk reminded members that Denbighshire County Council’s induction training events on the code of conduct for all Councillors are to be held on 5 July 2 pm at Hwb Denbigh and 11 July 2 pm and 6 pm at County Hall, Ruthin.  It was agreed that the Clerk makes arrangements for Councillors Moira Edwards and Paul Weston to attend an induction course for new Councillors.

 342  COMMUNITY MATTERS

342.1  Mains Gas  Reported  that Wales and West Utilities had provided a breakdown of costings dependant on numbers taking part in the scheme as follows:

Option 1 – existing village only based on 111 out of 159 properties – £3,668 plus £1,200 service cost totalling £4,868 per property.

Option 2 – existing village and the 63 new properties based on 155 out of 222 properties – £3,182 plus £1,200 service cost totalling £4,382 per property.  All figures exclude VAT.    It was suggested that the property developer could be willing to install mains gas instead of the LPG tank as it would increase the value of the new properties to be sold.

RESOLVED that Councillor Moira Edwards takes the lead role to draft a survey letter seeking commitment in principle from the local community.

 342.2  Defibrillators – Speaker and Demonstration by Julie Starling, BHF Arrhythmia Advanced Clincal Nurse Specialist  Denbighshire County Council is actively encouraging schools within their area to have an AED as part of their first aid kit.  Working together with SADS UK and Achub Calon y Dyffryn it is proposed to provide support for each school in a cluster to obtain an AED that will also support the community around it.  Schools are encouraged to make their AED available to the community by putting it into a heated cabinet on the outside of the school building.  By making it a public access AED it is hoped that the local community will also help fundraise for both the AED and cabinet.  The cost of a Medina defibrillator is £515 excluding VAT but the cost of replacement batteries/pads would amount to £200 each time.  The Zoll equipment costs £800 but there are no ongoing maintenance charges and is the one supported by the Welsh Ambulance Service [WAST] and can be purchased via Tomos Hughes from Achub Calon y Dyffryn.  The cost of an external cabinet with alarm and heater is £335, an electrician £150-250 depending on the site and signs at £35 each plus VAT.  Achub Calon y Dyffryn will also use anti theft and anti vandal technology ‘smartwater’ and register the devices with the Police.

There was consensus that Graigfechan, Pentrecelyn and Llanfair should each have a defibrillator.  Councillor Jayne Mayers offered to speak to Llysfasi College to ascertain whether their defibrillator could be placed outside a building.  Councillor Paul Weston reported that he had raised £800 which he intended to donate to Ysgol Llanfair.  A local walking group has also raised £150.  Setting up a just giving page would enable the community to donate and communicate with each other whilst raising funds.

 342.3  Community Plan – Submitted  Version 2 updated by Mr Steve Whipp who had attended a Public Services Board event in June.  Many of the ideas put forward on the day were already in the Community Plan.  It is hoped that the plan will form a central point for the community’s vision for the area.  Mr Whipp would be happy to continue to input into the plan and sees it as a living document subject to revision from time to time.

RESOLVED  that [a]  Mr Whipp be congratulated on his excellent work and that a small sub group be formed to help shape the document.  He may wish to contact Messrs Phil Webb, Phil Bennett Lloyd and Richard Cotter. [b]  a copy be sent to Councillor Hugh Evans, Leader of Denbighshire County Council.

 342.4  Broadband Service There are 2,400 properties in Denbighshire not able to access superfast broadband.  The County Council is willing to co-ordinate meetings with the most affected communities who would be interested in working together to improve their broadband, but would need ‘local champions’ who would be willing and able to co-ordinate the work required to implement a community solution.

RESOLVED  To nominate Councillor Bob Barton as the Community Council’s local champion.

 342.5  Speeding  The local speed watch group had been busy monitoring traffic in the village of Llanfair.

 343  MINUTES

RESOLVED the Minutes of the meeting held on 5 June 2017 were approved and signed by the Chair.

344  MATTERS ARISING

325.2 Traffic Calming Options – Graigfechan 

RESOLVED  The Clerk to write to Mr Marc Musgrave  for an update on the installation of the Vehicle Activated Signs and to ask whether the posts can be moved back from the Smithy further up the road towards Wrexham.

326.3  Elizabeth Owen Almshouses – Reported that the elder trees had been cut back.

 345  CORRESPONDENCE

345.1  Denbighshire County Council

[a]  Bus Service Consultation 22/06/17 to 10/08/17.  Views are invited on proposals  www.denbighshire.gov.uk/travel  Drop in sessions as follows on 6 July at Denbigh Library 9.30 to 12.00, Ruthin County Hall 13.30 to 15.30 and 7 July at Corwen Library 9.30 to 12.00.

RESOLVED The Clerk to write to DCC to ask for services through Graigfechan village to be restored as people, for example, alighting from bus stops along the A525 have to walk the rest of the way to Graigfechan along narrow lanes.

[b]  Invitation to attend Chairman’s Civic Service 24 September at St Thomas’ Church, Rhyl at 11 am.  Noted.

[c]  Invitation for the Chair and Clerk to attend a Cluster Meeting with a view to sharing information and discussing issues with County Officers on Thursday 20 July at 6 pm at County Hall Ruthin.  The Chair and Clerk confirmed their intention to attend.

 346  PLANNING

346.1  Pre-Application – Proposed New Ysgol Llanfair D C  The County Council intends to apply for planning permission for the development of anew school building for 126 full-time pupils and 18 part-time pupils, in the village of Llanfair D C to replace the existing school building for Ysgol Llanfair.  An event was held at Neuadd Eleanor on Monday 26 June 2017 when plans and Council representatives were available to answer questions.  The closing date for responses is 16 July 2017.  The following queries were raised – Why is the building one metre higher than the road?  There is a need to get rid of the gas tanks.  Aluminium cladding is not appropriate for the area.  Why isn’t there a slate roof?  There could be noise from speed bumps.  Is the capacity of the school adequate?  Will there be a sprinkler system? Living wall to hide bins?

RESOLVED That the application be supported in general.

 346.2  Application 20/2016/1137 – Update – Development of 63 Houses at Llanfair D C  Planning permission has been granted subject to conditions, including addressing access issues.

346.3  Application 20/2017/0527 – Tan y Graig, Pentrecelyn – Change of use of outward bound centre to form a dwelling, including erection of extensions and alterations, and erection of a detached garage/workshop building [amended scheme to that previously approved under application code no 20/2014/1210]

RESOLVED  That the application be supported.

346.4  Application 20/2016/1224 Erw Fair Llanfair D C Reported that even though the application had been turned down and the County Council would be serving an enforcement notice to remove the caravan, the caravan was still there.  The Clerk is to ask for an update on the situation.

347  HIGHWAYS & ENVIRONMENT

347.1  Street Cleansing & Waste Management – Mr Simon Billington will be attending the meeting on 4 September.  Noted.

347.2  General Matters  RESOLVED  The Clerk to write to the County Council about the [a] need to clean the pavements and edges of the road from the cenotaph on the A525 towards Pwllglas following recent resurfacing work

[b] contractors cutting hedges need to do so close up to each telegraph pole.

[c] road from The Smithy, Llanbedr to Graigfechan has a poor surface, proving to be a health and safety issue for cyclists

[d]  date when the weight restriction will be applied to Eyarth bridge.

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

348  FINANCIAL MATTERS

348.1  Submitted – Summary of Income & Expenditure Statement for the period 1 April to 30 June 2017

The Clerk advised that the balance in the bank as at 30 June 2017 was £4874.03 in the Community Account and £1022.58 in the Business Account.  Taking into account unpresented cheques and payments to be made this left £3288.39 of available funds in the Community Account as at 3 July.  The Clerk drew attention to increasing printing, postage and translation costs due to monthly instead of bimonthly meetings being held.

RESOLVED that the

[a]  financial statement be received

[b]  precept budget is carefully scrutinised during the coming months to avoid overspending

[c]  budget for 2018/19 includes an increase to cover said costs

[d]  bank mandate for existing accounts be updated and amended to include the following signatories, namely, Councillors David Baker, Jayne Mayers, Keith Moulsdale, John Pugh, Medwen Roberts, together with the Clerk & RFO Eirwen Godden.

348.2  Payment of Accounts/Invoices 

RESOLVED  that payments be made as follows:

348.2.1  £512.16  Sandra Williams Translation Service – minutes 01/03/17, 02/05/17 and 17/05/17

348.2.2  £82.80  SLCC Joint Wales Conference Fee 12/07/17

348.2.3  £340.65  Clerk’s Expenses Claim 1 April – 30 June 2017

348.2.4  RESOLVED  that Llandegla Community Council be informed that Llanfair had already decided to send a representative to the SLCC Joint Wales Conference on 12 July 2017 and would not, therefore, be sharing the cost of Councillor Bob Barton’s attendance at this event with Llandegla, Llanbedr and Llanferres on this occasion.

348.3  Requests for Financial Aid  None

348.4  Amendment to Annual Return & Annual Review Outstanding Points

It was confirmed that Members had been informed by the Clerk by email on 22 June 2017 that she had discovered a mistake in one of the figures in box 6 of the accounting statement.  The internal auditor had put an incorrect figure in the internal audit report which had to be changed from £6691 to £6535 before all the annual return documents were posted by the 26 June deadline.  A copy of the amended page was given to Members for their records.

The external auditor, BDO, had emailed on 30 June with regard to four outstanding points which required further explanation to complete the annual review.  There were two queries about staff costs requiring a detailed  breakdown, a request for a copy of the new fixed asset register and a reminder that it is a requirement that statement of accounts are available on a Council’s website.  The Clerk confirmed that a copy of the 2015/16 accounts had since been posted on the website and action would be taken to forward the remaining detailed information required to the external auditor by 7 July 2017.

RESOLVED   Members approved the action taken by the Clerk.

349  DATES OF FUTURE MEETINGS

4 September [Genus Centre, Llanrhydd], 2 October, 6 November, 4 December 2017; 8 January, 5 February and 5 March 2018 – meetings to commence at

7 pm, venues to be confirmed.

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

9.30 pm

John Pugh __________________CHAIR_________________DATE