This was a Hybrid Meeting held at the Welfare Hall, Heol y Felin, Cwmgwrach and via Zoom at 4.00 pm
Present: Cllr P Rudd (Chair) Cllr J Bulman and Cllr M Mortimore
Cllr C Edwards was present as Chair of the Council
Council Employees Present: Clerk L Evans,
Chair PR started the meeting. The meeting is held as a multi-hybrid meeting in accordance with The Local Government and Elections (Wales) Act 2021 & the Council Standing Order 3 (b)
133/23 Apologies for Absence: There were no apologies – all F and A Council Members were present.
134/23 Declarations of Interest: There were no declarations of interest made at this meeting.
135/23 To Receive the Public Observations on Agenda Items at this Meeting: There were no public observations received on the Agenda Items at this meeting.
136/23 To approve the Minutes of the Meetings held on 27/11/2023 and 18/01/2024 and Matters arising from the Meetings.
It was proposed and seconded that the minutes from the meetings 27/11/2023 and 18/01/2024 were a true record. RESOLVED
Matters Arising from item 117/23 a) Usage of Hall with Cwmgwrach/Blaengwrach Old Age Committee – Cllr’s discussed the previous meeting where the Old Age Committee attended (18/01/2024) Cllr P Rudd felt a mindful apology be given as the time given at the previous meeting was evidently not enough for a full discussion on this issue. Cllrs agreed that a response in writing to the Old Age Committee was needed so that the Council’s legal (Charity Commission and Wales Audit Office) position be made clear, and the need to be fair and transparent with the hiring of the Hall. Though the Council are subsidising the running of the Hall, the need for a reasonable income is needed for the Hall to remain open and available as a Community Asset/Service.
RESOLVED Clerk to draft a letter for the Old Age Committee for the Council to approve. Clerk to arrange a further meeting with the Old Age Committee. Hall Hire fees to be added to the next Council Meeting to be held on Thursday 15th February 2024.
137/23 Agenda Items
a) To Receive the Quarterly Budget – RFO has completed the budget report for 1st October 2023 to 31st December 2024. The budget highlighted the overspend in several cost centers due to unforeseen circumstances. Tree cutting in the Cemetery, repairs to park equipment, Remembrance Day donations and Christmas Celebrations. Savings were made on office/administration costs. Staff wages, pensions and Tax/NI kept to projected figure. Though the Hall expenditure was above budget, income was above predicted due to more than expected hall hire fees received, and a grant fund to pay for the new stage curtains and rail.
Cllrs discussed the possibility of the Reserves being lower that the Financial Risk Assessment amount of £6.500.00 by the end of the financial year, with the first precept payment of 2024/25 being the end of April. RESOLVED to accept the Quarterly Budget and take to full Council for approval.
Cllrs discussed ways to save money next year – suggestions made included how much savings could be made by using the Council’s own Christmas Lights for 2024. RESOLVED Clerk to investigate with Centergreat in advance of next year’s Christmas Celebrations. Heating the Hall is also a concern, Clerk and Caretaker have been working at ways to keep cost down. Using the frost setting when the Hall is not being used. It was proposed that a cost-effective way of monitoring and adjusting the temperature and usage is by installing a remote device (Hive). RESOLVED Clerk to investigate the cost when the Boiler is serviced in March.
Cllrs discussed ways to increase the Hall’s income. Advertising the Hall by mail drop (Glynneath/Resolven), a supply of leaflets is still available for this. Approaching different clubs, societies, and chapel. Funding options also need to be explored. RESOLVED Councillors and Clerk to discuss further.
138/23 Set Date, Time, Venue and Proposed Agenda Items for the Next Meeting – Thursday March 21st 2024 at 5.45 pm at the Welfare Hall and via Zoom.
Meeting closed at 5.39 pm