Draft Minutes of the Meeting Held on Thursday, 19th May 2022, in the Welfare Hall, Heol Y Felin, Cwmgwrach, which commenced at 7.30 p.m. (This meeting followed the 2022 Annual General Meeting of the Council).
MEMBERS PRESENT: Councillor Carolyn Edwards (Chair); Councillor Jennifer Bulman; Councillor Amanda Doherty; Councillor Alan Edwards; Councillor Andrew Hippsley; Councillor David Jones; Councillor Peter Rudd & Councillor Rhian Williams;
ALSO PRESENT: Clive Baker, Clerk to The Council;
NOTE: There were no members of the public present;
01/22 APOLOGIES FOR ABSENCE: Councillors Menna Mortimore & Rhian A Williams had given their apologies;
02/22 DECLARATIONS OF INTEREST: Councillor Amanda Doherty declared her interest for part of the item in minute 04/22(c) below;
03/22 CONFIRMATION OF THE MINUTES OF THE LAST MEETING AS A TRUE RECORD: It was resolved to accept the minutes of the meeting held on 16th March 2022 as a true record of that meeting;
04/22 MATTERS ARISING FROM THE MINUTES OF THE LAST MEETING & AGENDA ITEMS:
a) Defibrillators for the Welfare Hall & High Street – The new “outdoor models” were fitted on the outside walls of the Welfare Hall and the Dunraven on 22nd March 2022. There was also one placed on the outside wall of the Leisure Centre in Glynneath. The numbers for access to the boxes and the confirmation of the “sites” have been given to the Wales Ambulance Service, as required. THIS ITEM IS NOW CLOSED;
b) Remote Meetings & Installation of Wi-Fi in the Welfare Hall – The Grant Monies for the installation was received on 12th May 2022. However, as all the paperwork was completed by the Project Manager of the Upper Neath Valley Cluster Group (see minute 04/22(d) below), no details of the “preferred contractor” are available. As soon as these become available, the Wi-Fi will be installed which will allow the Council to progress the “remote meetings” required by the Wales Government;
c) COUNCILLOR AMANDA DOHERTY HAD DECLARED HER INTEREST IN THE FIRST PART OF THIS MINUTE BUT AS THE UPDATE WAS BEING MADE TO CLOSE THIS PART OF THE MINUTE, IT WAS AGREED THAT SHE COULD STAY IN THE MEETING.
The Flat Roof of the Welfare Hall Kitchen – The replacement roof was completed on 25th March 2022 and the Hall was brought back into use on Monday 28th March 2022. The invoice for the work was paid on 7th April 2022. THIS PART OF THE ITEM IS NOW CLOSED. The claim for the Minor Project Grant from NPTCBC was sent to them on 11th April, 2022 and an acknowledgement has been received that the grant monies should be received within the next 28 (twenty-eight) days. Quotes are being sought for the repair of the internal ceiling of the kitchen;
d) The Upper Neath Valley Cluster Group – The post of the Project Manager of this group has been vacated by the incumbent and the participating Council`s representatives have not met within the last quarter. IT HAS BEEN DECIDED TO REMOVE THIS ITEM FROM THE MINUTES UNTIL AN UPDATE IS AVAILABLE;
e) Christmas 2022 Celebrations – The official request for agreement to use the lamp posts in High Street for Christmas Lights has still not been received. It is proposed that the Christmas Lights and Banner purchased by this Council will be put in place for 2022 & that the Christmas Tree will remain on the green space adjacent to KFC. The lighting contractors have requested contact in June 2022 to remind them to order a Tree, change the posts required for the “banner”, so that the lights can be put in place in readiness for a date (to be decided) in November 2022. The possibility of holding a Christmas Party will be discussed later in the year;
f) The Governance & Financial Management Tool Kit – There was no update available on this item at this time;
g) Renewal of the Leases for Council Owned Land – One of the Lessees have accepted and signed the Lease and have made the 2022 payment detailed therein. The other has not been in contact with the Council despite several “chaser” letters;
h) The Employ of an Administrative Assistant – Following the closing date for the applications for the role, one application was received and examined by the HR Committee on 27th April 2022. After the HR Committee met with the applicant on on Monday 9th May 2022, it was decided to offer them the role with effect from that day. All contracts etc. were prepared and sent to them. However, on Wednesday, 18th May 2022, the Chair and the Clerk received an email to say that they had reconsidered and would NOT be taking up the post. The HR Committee will meet with the Clerk to discuss this and the “way forward” within the next four weeks and a report of their findings/recommendations will be made in “Closed Session” at the next scheduled meeting;
i) Update on the Winter Programme of Work – There was no update on this item at this meeting;
j) The Gas Supply Contract for the Welfare Hall – The Council contacted British Gas to take up their offer of a fixed rate/fixed term for the next three (3) years (commencing on 29th March 2022 & expiring on 28th March 2025). The daily standing charge in the contract is £0.8134p and a unit price of £0.1194p per K.Wh. There was a further saving of 7% if payments were made by direct debit and the form was completed, signed by the Chair and the Clerk, and returned (together with the required VAT Declaration) to British Gas on 11th April 2022. The direct debit has been set up. THIS ITEM IS NOW CLOSED;
k) Agenda Item 5a – Discuss Quotes for Removal of Fallen Tree in the Welfare Park – The three quotes obtained were examined and discussed by the Council and it was decided to instruct Special Branch (W R & R Lloyd Timber) to carry out the work;
l) Agenda item 5b – Discussion on the Cemetery Guidelines – After examining the guidelines set in March 2022, the Council decided that NO AMENDMENT will be made to them at this time. THIS ITEM IS NOW CLOSED;
m) Agenda Item 5c – Renewal of the Council`s General Insurance with Zurich Municipal (for period 16th June 2022 to 15th June 2023) – The renewal papers had been received, checked and discussed. All cover in the policy is more than adequate and the renewal premium is £2,931.69 (two thousand, nine hundred & thirty-one pounds 69 p). This is an increase of £128.06p on the 2021-2022 premium. This is the third and last year of the agreement to stay with Zurich Municipal for this type of insurance and further quotes can be sought in 2023. It was agreed to renew. THIS ITEM IS NOW CLOSED;
05/22 PLANNING APPLICATIONS ETC:
2/4/2022 – Ref: P2022/0253 – Applicant: Melanie Johnson, 29 Melloway Road, Rushden, Northampton, NN10 6XX – Details to be agreed in association with Condition 3 (retaining wall structure), Condition 4 (CEMP Statement), Condition 7 (forecourt boundary), Condition 8 (external surface detail), Condition 9 (boundary details), Condition 10 (floor level detail) & Condition 14 (solar details) of agreed planning permission ref: P2021/1206, granted on 7th February 2021, in relation to Plot 1, Glannant Place, Cwmgwrach, Neath SA11 5TE;
06/22 CRIME & POLICING:
The reported crime figures for the Blaengwrach/Glynneath West Ward for February 2022 & March 2022 were 4 & 8 respectively. These were broken down as follows: February 2022 – Anti-Social Behaviour – 1; Other Theft – 1; Violent & Sexual Offences -2; NOTE; FROM THE CRIME MAP, THE ANTI-SOCIAL BEHAVIOUR & OTHER THEFT WAS REPORTED IN THE BLAENGWRACH/CWMGWRACH AREA AND THE VIOLENT & SEXUAL OFFENCES WERE REPORTED IN THE GLYNNEATH AREA OF THE WARD;
March 2022 – Anti-Social Behaviour – 2, Other Theft – 1; Public Disorder – 1; Vehicle Crime – 1 & Violent & Sexual Offences -3; NOTE: FROM THE CRIME MAP, 1 ANTI-SOCIAL BEHAVIOUR, THE OTHER THEFT,THE PUBLIC DISORDER & 1 VIOLENT & SEXUAL OFFENCE WERE REPORTED IN THE BLAENGWRACH/CWMGWRACH AREA AND THE REMAINGING FOUR CRIMES WERE REPORTED IN THE GLYNNEATH AREA OF THE WARD;
07/22 FINANCE: For the Period 17th March 2022 to 19th May 2022:
Payments Made:
Staff Pension Scheme Contributions (10 Weeks) – £132.16;
Welsh Water (Water rates for the Hall) (2 months) – £211,00;
Welsh Water (Water rates for the Cemetery) (2 months) – £24.00;
Welsh Water – Outstanding Water Rates for the Cemetery for 1st October 2021 to 30th April 2022 – £28.94;
HMRC – Tax & NI on Staff Wages/Salaries (6th March 2022 to 5th May 2022) (2 months) – £192.16;
Utility Warehouse – Electricity at Hall (March & April 2022) – £162.25;
British Gas – Gas at Hall (17th February 2022 to 16th April 2022) – £695.62;
NPTCBC – General Rates for Hall (2 months) – £856.00;
NPTCBC – General Rates for Cemetery (2 months) – £92.10;
NPTCBC – Trade Waste Collection Charges (1st April 2022 to 30th September 2022) – £476.39;
NPTCBC – Additional Work on Lamp Posts etc. for 2021 Christmas Lights – £3,684.95;
Eurogarages – Petrol for Park/Cemetery Machinery – £9.01;
Tumbleweed – Small Maintenance Items – £8.69;
Amazon Uk – Lever Arch files, black bin bags, dog waste bags, wood sander, sanding disks and protective ear defenders purchased (Stationery, Maintenance & PPE) – £132.61;
Viking Direct – 8 Printer Cartridges, 3 Litter Pickers & 50 x 2nd Class Stamps (Stationery, Maintenance & Postages) – £279.76;
The Post Office – Postage for Sending Pen Y Cymoedd CIC Grant Acceptance to Grant Provider – £2.05;
Npower – Half Yearly Unmetered Electricity to “Witch Light” – £11.99;
Payments to be made: Zurich Municipal – Council`s General Insurance (buildings, contents, machinery, play items, public & employer`s liability) for period 16th June 2022 to 15th June 2023 – Agreed (see minute 04/22(m) above).
Income Received:
Hall Hire/Other Rental Fees – £200.00;
Burial Fees – £150.00;
Monthly Interest on Reserve account (April & May 2022) – £5.14;
Pen Y Cymoedd CIC – Grant Monies for Cwmgwrach Connectivity Project – £1,175.00;
NPTCBC – 1st Precept Payment for 2022-2023 – £16,262.68;
NOTE: The claim for the Minor Projects Grant was returned to NPTCBC on 11th May 2022 and the amount of £10,850.00 is expected to be received within the next 28 days (see minute 04/22(b) above);
08/22 CORRESPONDENCE:
29/3/2022 from the Welsh Government via One Voice Wales – Link to Documents on Rules/Guidelines on The Remote Working Strategy in Wales;
30/3/2022 from The Future Generations Commissioner for Wales – Notice of Link to the Manifesto for the Future: Our Local Elections;
5/4/2022 from British Gas Commercial – Notice that they are withdrawing all cover under the Annual Cover Plan with effect from 20th May 2022;
18/5/2022 from Audit Wales – Notice of a Survey “Support Given to Town & Community Councils in Wales”;
18/5/2022 from the Returning Officer, Neath Port Talbot – Guidelines and Request for Candidates at the Local Elections held on 5th May 2022 to Submit their “Candidate Spending Return and Declaration for Community Elections in Wales by 4th June 2022;
19/5/2022 from Mr W J Davies – Complaints re: Fly-Tipping near the A465; Tree Felling in Heol Wenallt & Anti-Social Activities around the road near the river Neath – The contents of the letter were “noted” by the Community Council but as all of the complaints relate to activities THAT ARE NOT the responsibility of the Community Council but Neath Port Talbot County Borough Council, no other action could take place. NOTE: Mr Davies had already sent a copy of the letter to the Ward County Councillor;
Section 137 Requests:
1st May 2022 from 13th Neath Scouts Group Cwmgwrach – Request for a Section 137 Donation of £100.00 towards activities and equipment for children attending the group – The Councillors asked the Clerk to obtain more details of the proposed activities etc. NOTE: Councillor Rhian Williams will contact the Scout Leader to give them details of “Mindfulness Grants” that are available for young people`s activities in the area;
09/22 COUNTY COUNCILLOR`S REPORT: County Councillor Hayley Davies had sent her apologies has she had to attend another meeting;
10/22 SET DATE, TIME, VENUE & PROPOSED AGENDA ITEMS FOR THE NEXT MEETING:
The next meeting is scheduled at 6.30 p.m. on Thursday, 16th June 2022 in the Welfare Hall, Heol Y Felin, Cwmgwrach. There are three (3) proposed agenda items for the June meeting: 1) Mr John Westwood, of Baobob Bach, to address the Council on the Implementation of a Community Pantry in Blaengwrach/Cwmgwrach; 2) Examination and Agreement of the 2021-2022 Council Financial Return; & 3) Review of Council Fees Levied for the Welfare Hall & the Cemetery.
The meeting closed at 8.25 p.m.