Draft Minutes of the Ordinary Meeting held on Thursday 16th May 2024, at the Welfare Hall, Heol Y Felin, Cwmgwrach and via Zoom, commencing at 6.45 pm after the Annual General Meeting.
Present: Cllr R Williams (Chair), Cllr C Edwards, Cllr A Edwards, Cllr D Jones, Cllr P Rudd, Cllr J Bulman, Cllr M Mortimore, Cllr A Doherty and Cllr R A Williams
Council Employees Present: Clerk/RFO Linda Evans
Members of the Public Present: Cllr H Davies
11/24 Apologies: Cllr A Hippsley had sent their apologies.
Chair Cllr R Williams started the meeting at 6.45 pm by welcoming all present. The meeting is held as a multi-hybrid meeting in accordance with The Local Government and Elections (Wales) Act 2021. Council Standing Order 3b(i)
12/24 Declarations of Interest: There were no declarations of interest at this meeting.
13/24 County Councillor`s Report:
Cllr C Edwards had raised two Items previously with Cllr H Davies:
- The number of road signs on the mini-roundabout entering the Village. Cllr H Davies had asked for a review and 2 signs have been removed – 1 HGV (2 left) and 1 Pedestrian (2 left). All other signage was deemed necessary. RESOLVED
- The lack of 20mph signage though out the Village. Cllr H Davies confirmed that the signage was in place at the entrances to the village and because there are not changes to the speed limit thereafter no further signage was required. RESOLVED
- Cllr R Williams raised the concerns regarding the parking issues though out the Village, and asked if PCSO’s were monitoring the situation especially early morning and afternoon (school pick up times) and on the weekends when access through the village was worse. Cllr H Davies has been monitoring the situation. This has been raised as an Agenda Item 17(d) so Chair moved this item to be discussed next.
14/24 Public Observations on Matters Arising and Agenda Items
There were no observations made at this meeting.
15/24 To Approve the Minutes of the Hall Committee Meeting 16/04/2024 and the Ordinary Meeting 18/04/2024.
Proposed and seconded that the minutes from the Hall Committee Meeting held on 16/04/2024 are a correct record thereof. RESOLVED
Proposed and seconded that the minutes from the Ordinary Meeting held on 18/04/2024 are a correct record thereof. RESOLVED
16/24 Matters Arising from the Meeting held on Thursday 18th April 2024
- Further to Minute 156/23 (a) funding for Park paths and lighting. Clerk has contacted the fund administrator for Pen y Cymoedd who responded that an application for this kind of project would have to be looked at closely to ascertain if this was something that was the responsibility of the Council/Community Council. Significant match funding from the Council/Community Council would also be needed. RESOLVED and noted for further discussion.
- Further to Minute 156/23 (c) Black Popular Trees. 3 trees were donated to the Council from Celtic Wildflowers, the Groundsperson has requested that a representative from the Council advise where the trees should be planted in the Cemetery. RESOLVED Cllr C Edwards is happy to visit the Cemetery to identify suitable places for the trees to be planted.
- Further to Minute 157(a) Remembrance Sunday 2024 – A RBL representative has still to be found, Clerk has emailed the printers for a cost of reprinting the Booklets. RESOLVED to discuss further at the next meeting.
17/24 Agenda Items:
a) Cemetery Report and Correspondence from Vale Memorials
Groundsperson had received a complaint from a resident that part of the fence into the adjoining field had been pulled down and the area in between cremation plots was being used as a walk way through to the field. RESOLVED Clerk has purchased new fencing and the Groundsperson will make the necessary repairs. Groundsperson will also monitor the situation as in the past cattle have been kept in the field and when the fence is not secure have been able to get into the Cemetery. RESOLVED Councillors were concerned that the fence had been damaged and if further damage occurs then notices will need to be attached to the fencing “no access to adjoining field”
Clerk received an email dated 12/03/24 regarding the qualifications and capability to provide memorial inspection and deliver training for memorial inspection for employees of the Council, from Vale Memorials. The Councillors were keen to discuss this information and due to the discussion involving the training of council employees it was decided to discuss further in Closed Session. RESOLVED
b) Welfare Park and Hall Report
Service and Repairs to the Hall Heating System had been completed
Trading Standards conducted a visit to inspect the Hall kitchen area on the 10th May 2024. Certificate was granted for supplying “teas and coffee”, and provided signage on Allergy Advice to be displayed in the kitchen. Any one hiring the Hall and using the kitchen area should arrange their own Trading Standards inspection and certification. RESOLVED Clerk will pass on this information to regular users of the Hall.
Accident report has been completed for an injury received running through the tennis court gates. RESOLVED Groundsperson has padlocked the gate open.
Groundsperson has repaired damage caused to the astroturf surround. All spares available have now been used, making further repairs unlikely. RESOLVED Councillors were grateful the repairs had been made and commented that the CCTV should be used more to identify who was causing the damage in the park. and then report these findings to the local PCSO’s to investigate.
c) Aberpergwm Liaison Committee Meeting – 10/04/2024
Clerk had attended the meeting and had shared the minutes from the meeting with all Councillors. Next meeting will be held in July and include a site visit. RESOLVED and noted
d) Parking on Cwmgwrach High Street
Cllr A Doherty had prepared a report for the Councillors (a copy sent to Cllr H Davies – County Borough Councillor) before the meeting with the purpose of discussing the parking issues on High Street, Dunraven Street and Heol y Felin. Part of the report identified the impact a lack of parking spaces available for the number of flats at Clun y Bont, this is further increasing the existing difficulties for residents parking in the area. Vans and cars being parked at entrances to properties, pavements and yellow lines causing danger to both drivers and pedestrians. The report offered solutions for the Councillors to discuss including whether NPTCBC Planning Department could request adequate parking made for residents of the Clun y Bont flats. Areas in and around the village that could be identified and developed into additional parking for residents. Residential Parking Permits and part of the Welfare Park developed for users and resident parking. These solutions would require support from NPTCBC, along with funding from available grant providers.
Councillors discussed the difficulties Public Transport were experiencing due to parking on the main route thorough the Village, and the implications this has on users of the service especially elderly residents. The concern being the buses stopping travelling through the village in the future. The queues of vehicles that build up at busy times, especially when waste collections are taking place.
Councillors discussed the need for parking for disabled users at the Welfare Hall, and how when the Hall and Park are being used by groups who are parking on Heol y Felin, the affect this has on the residents.
Cllr H Davies agrees with the concerns raised and will liaise with NPTCBC Highways to encourage them to observe and record these issues at busy times as well as weekends. Cllr H Davies suggested making a video that could be sent to the officers, along with completing a traffic/parking survey. RESOLVED that Cllr A Doherty and Cllr R A Williams will send Cllr H Davies observations on the parking over the coming weeks, and Clerk to investigate further grant providers to help fund improvements to parking at the Welfare Hall and Park.
18/24 Planning: There are no planning applications
There were no planning applications at this meeting.
19/24 Crime and Policing
Clerk reported on the March 2024 – Crime Map and Figures as reported on the Police UK website: 10 Crimes were reported in the Blaengwrach Area – Antisocial Behaviour 2, Burglary 1, Criminal damage and arson 3, Other theft 1, Public order 1, Violence and sexual offences 2. 3 crimes were in the Blaengwrach/Cwmgwrach Village – Burglary 1, Criminal damage and arson 1 and Public order 1. RESOLVED and noted
20/24 Finance
RESOLVED the following payments were scrutinised and approved:
| Clerks Report – Monthly E&I 19/04/2024 to 16/05/2024 | ||
| Payments Made | 19/04/2024 to 16/05/2024 | Amounts £ |
| Nest | Staff Pension Scheme (4 weeks) | £64.34 |
| Staff Wages | Clerk/RFO 4 weeks, Groundsperson and Caretaker 5 weeks | £3114.00 |
| HMRC | Tax and NI 05/04/24 to 06/05/24 | £532.89 |
| Utility Warehouse Ltd | Electricity @ Welfare Hall March 2024 | £250.53 |
| Welsh Water | Water Rates for Welfare Hall | £125.00 |
| Welsh Water | Water Rates for Cemetery | £30.00 |
| NPTCBC | Rates Welfare Hall | £393.00 |
| NPTCBC | Rates Cemetery | £20.00 |
| C Baker | Consultancy Fee | £102.96 |
| One Voice Wales | 2024/24 Membership | £206.00 |
| NPTCBC | 6mth Waste Collection | £512.14 |
| Zoom | Online Meeting Platform – Monthly Fee | £15.59 |
| EE | Hall WiFi | £54.99 |
| Westward Services | Hall Boiler Service | £264.00 |
| Westward Services | Hall Boiler Repairs | £427.13 |
| Llew Building Supplies | Fencing and Post for Cemetery | £159.00 |
| British Gas | Hall Usage 17/03/24-16/04/24 | £559.16 |
| Totals £ | 6,831.12 | |
| Income Received | 19/04/2024 to 16/05/2024 | Amounts £ |
| SRCC Stores Ltd | Monthly Rental of Shed in the Park | £30.00 |
| TSB Bank | Monthly Interest on “Reserve” Saver | £3.99 |
| Celtic Archers | Hall Hire Fees – April 24 | £168.00 |
| Llew Building Supplies | Refund Fencing and Post – Cemetery | £159.00 |
| VIEW (Glynneath) Ltd | Hall Hire Yoga – April 24 | £56.00 |
| Cwmgwrach Judo Club | Hall Hire March 24 | £48.00 |
| S Collins | Hall Hire March 24 | £18.00 |
| A Lewis Funeral Directors | 2 x Internment/Burials | £550.00 |
| A Evans | Hall Hire April | £70.00 |
| NPTCBC | 1st Precept Payment | £26,622.34 |
| N Channings | Hall Hire April | £36.00 |
| Empower Inspire CIC | Hall Hire April 24 | £84.00 |
| NPTCBC Messy Play | Hall Hire March | £48.00 |
| . | Totals £ | £27,893.33 |
| Account Balances | As at 16/05/2024 | |
| General Account | £4,166.45 | |
| Reserve/Saver Account | £20,601.47 | |
| Total Account Balances as at 18/04/24 £ | £24,767.92 | |
Leases and unpaid Hire Fees Owing – £556.00
Councillors reviewed the monthly rental change for the Lock-Up in the Park. In reflection this should have been reviewed when the Fee’s and Hire charges were discussed in February. I was proposed and agreed that a similar increase should be applied. RESOLVED Clerk to inform the tenant that the monthly rent for the lock up with be increasing to £35.00.
21/24 Correspondence & Section 137 Request:
- Potential merger of NPT Third Sector Culture & Heritage Forum and the NPT Heritage Network – All Councillors have received the email dated 29/04/2024. RESOLVED and noted.
- Email dated 29/04/2024 from L Geary – Query. The email asked why many of the issues being brought up are being discussed in “closed session”, and asked if the public can have access to these minutes as L Geary fears there is a lack of transparency. The Council then agreed that the following statement from the email be added to the minutes – in particular to anything that involves Cllr Carolyn Edwards as minutes states that groups are led by C. Edwards and followed by “to be discussed in a closed session.” The Clerk has responded with an explanation on why Council resolves to enter a closed session: a resolution made by the Chair of the meeting if there are any issues where it is likely, in view of thenature of the business confidential information would be disclosed. All meeting agendas are posted 3 days before on the village notice boards and website, and are multi hybrid, in person, on line and open to the public. Cllr C Edwards has been a Community Councillor for 30 years and has been Chair to Blaengwrach Community Council for a considerable number of years. She was disappointed with the comments and felt they were an “unwarranted personal attack,” and being Chair of a meeting means they have duty to maintain confidentiality in certain cases and adhere to Data Protection policies and legislation. L Geary also wrote in the email her disappointment in the council charging the school for hiring the Hall. She wished this to be raised in the meeting and requested that the following statement be added to the minutes: The Community Council is there to serve and support the community and not to profit and require payments for community members such as the school for use of the community welfare hall. The hall is a community assest, the school is part of said community and therefore should have full FREE access to it.
Councillors discussed this statement, and agreed that all discussions on increasing the fees to hire the hall had been done with full transparency, any meetings with the school were noted at meetings. Discussions with the school had been respectful and understanding with a mutual agreement being reached. The Council were open and transparent, posting a statement in March regarding reasons for increases in Hire Fees and Council Precept. The Hall is not run for a profit and fees do not cover the running and maintenance cost. RESOLVED Clerk has sent a Council Statement to L Gearing and will send a copy of the draft minutes when published.
- Email dated 02/05/2024 has been received from the Secretary of The Celtic Archers regarding financial assistance with the hall hire fees, the email contained confidential items regarding finances of the club. RESOLVED Chair resolved that this item of correspondence should be discussed in Closed Session and the Clerk will communicate the outcome to the Clubs Secretary.
- Email dated 03/05/2024 – Friends of Blaengwrach – request to hire the Hall for a Christmas Fayre with the fees kept at previous year’s hourly rate. RESOLVED the Council agreed that after the need to increase the fees in April and the reasons why, to ensure fairness to all groups, individuals etc., that for the time being no concessions or reductions in fees were possible. Clerk to inform the group of the Council decision and reasons.
- SBUHB Hospital Visiting Policy – All Councillors have received the email dated 15/05/2024 – SBUHB are carrying out a short survey on the proposed visiting policy. RESOLVED Clerk was asked to put the details and survey link onto the Council Webpage and FB.
22/24 Review Budget Items and “5 Year Plan”:
Plans and Items discussed in Matters arising and Agenda items. RESOLVED
23/24 Set Date, Time & Proposed Agenda Items for the next meeting; …
Clerk informed the Meeting that she would be unavailable to attend on Thursday 20th June, the Councillors resolved to hold the next meeting of the Council at 6.30 pm on Wednesday 19th June 2024
The venue of the meetings will be the Welfare Hall, and available remotely on Zoom. The proposed agenda items are, at this time – None Cllr R A Williams sent her apologies as she will be unable to attend the next meeting. RESOLVED and Clerk has noted.
Notices for the meetings will be posted at least three working days before they are due to take place
Meeting closed at 8.20 pm
The Council resolved to enter Closed Session under Section 100 of the Local Government Act 1972 & the Council Standing Order 3c to Discuss Personnel Issues.
NOTE: ANY DISCUSSIONS/ETC WHICH TAKE PLACE IN “CLOSED SESSION” MUST REMAIN IN “CLOSED SESSION” AND NOT BE BROUGHT INTO THE PUBLIC DOMAIN (MINUTES) UNLESS AGREED BY THE FULL COUNCIL AT A FUTURE MEETING