Draft Minutes of the Ordinary Meeting held on Thursday 15th February 2024, at the Welfare Hall, Heol Y Felin, Cwmgwrach and via Zoom, commencing at 6.30 pm
Present: Cllr C Edwards (Chair), Cllr A Hipsley, Cllr D Jones, Cllr J Bulman, Cllr R Williams and Cllr P Rudd.
Council Employees Present: Clerk/RFO Linda Evans
Members of the Public Present: Cllr H Davies
133/23 Apologies: Cllr M Mortimore, Cllr R A Williams, Cllr A Edwards, and Cllr A Doherty sent their apologies.
Chair Cllr C Edwards started the meeting at 6,30 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)
134/23 Declarations of Interest: There were no declarations of interest at this meeting.
135/23 County Councillor`s Report:
- Cllr H Davies has noticed the park path lights are not switched on in the evenings. Chair explained that the lights had been vandalised 3 weeks earlier and have been deemed dangerous so switched off at the mains. Clerk explained Hall users have been informed of the broken lights and the matter has been reported to the Police who have viewed the Hall/Park CCTV. Council is currently waiting for the lights to be further assessed to determine if the lights can be repaired or if they will need replacing. RESOLVED
- Cllr H Davies highlighted the top path around the back of the Hall being slippery, and is worried someone may slip. RESOLVED Clerk will ask the Grounds person to clean the area mentioned.
- Cllr C Edwards raised the issue of the number of large potholes in the Village, especially along the Main Road. Cllr R Williams informed the meeting that the pothole outside the Old Café had been filled, but more work was needed in other areas. Cllr H Davies noted the concerns. RESOLVED
- Cllr D Jones raised the issue of the mess left after the Refuse/Recycling Collection. The bins thrown any shape and the rubbish that is then left on the roads and pavements. Cllr H Davies confirmed she is aware of the issue and that Vehicles are fitted with cameras. RESOLVED Cllr H Davies has noted and will follow up the complaint.
136/23 Public Observations on Matters Arising and Agenda Items Being Discussed at this Meeting:
No public observations were received before or during the meeting.
137/23 Confirmation of the Minutes of the Meeting held on Thursday 18th January 2024 – RESOLVED: that the minutes of the meeting held on Thursday 18th January 2025 be confirmed as a correct record thereof.
138/23 Matters Arising from the Meeting held on Thursday 18th January 2024:
a) Matters arising Meeting with School item 66/23/ e) A meeting was held with the Chair, Clerk, Head Teacher and Chair of Governors on February 5th to discuss paying for the hire of the hall. Possible ways for funding were discussed, and the difficulties in budgets raised by both sides. RESOLVED Head Teacher will contact the Clerk with a possible timetable for when the Hall will be needed.
b) Matters Arising Community Council Bank Signatories item 101/23 (e) Cllr P Rudd has completed the paperwork and will now apply for online banking. RESOLVED
139/23 Agenda Items:
a) To Review Cemetery and Hall Fees – Councillors conducted a review of the Cemetery Fees. It was agreed that the wording “inclusive of headstone” be removed to avoid confusion, to remove the fee for “additional inscription on headstone.” Councillors discussed the current fees and made the following changes:
Local Residents – Burial Plot = £500.00, re-opening of Grave for additional internment = £250.00, Cremation Plot = £250.00, re-opening of cremation plot for additional internment = £150.00. Non-Residents – Burial Plot = £600.00, re-opening of grave for additional internment = £400.00, Cremation Plot = £300.00, reopening of cremation plot for additional internment = £275.00. RESOLVED Changes in fees to take effect from 1st April 2025, Clerk to amend Fee table and inform the Funeral Directors and Stonemasons in advance of the changes.
Councillors conducted a review of the Welfare Hall Fees. Councillors agreed that the Hall should be affordable and provide a meeting place for the community, not to make a profit. However, with the current running costs an income to support the running costs was needed. Stricker timekeeping is needed with the Caretaker monitoring any groups that run over their allotted time. This will ensure the correct fees are charged. Late payment of groups is also an issue. The majority pay invoices on time, but a few groups are consistently late paying. Clerk to ensure invoices are promptly paid.
It was agreed that the following changes be made to the Hire Fees:
Monday to Sunday
Residents and Groups Based in Cwmgwrach/Blaengwrach – £14.00 per hour for the first 4 hours then an additional £10.00 for each hour thereafter.
Non-Residents and Groups based outside Cwmgwrach/Blaengwrach – £15.00 per hour for the first 4 hours then an additional £10.00 for each hour thereafter.
RESOLVED Changes to fees to take effect from 1st April 2025, Clerk to inform all Hall Users of the change of fees.
RESOLVED Notices boards and website to be updated with the changes.
b) Grounds Persons cleaning of the park – The moss growing over the tarmac at the top end of the playing area needs to be cleared. This will mean the Grounds Person will need to have access to the area and not allow any residents and children to enter while this is occurring. Grounds Person had written a report informing the Council of the difficulties removing the Moss. Power washing damages the tarmac, and removing it with chemicals is not desirable and will need an external contractor to carry out the work. The Grounds Person highlighted that the main cause is the shade cast by the large pine tree overlooking the play area. RESOLVED Council agreed that the gates can be locked and posters put up to ask no one to enter while the Grounds Person is cleaning the play area. Council have asked if power washing the area can be tested to see if any damage to the surface is caused. It was decided that the tree should remain, and it was noted that the overhanging branches had been trimmed in 2023.
140/23 Planning: There are no planning applications
141/23 Crime and Disorder: 7 crimes were reported here (Blaengwrach Area) in December 2023: Other theft 1, Public Order 1, Violence and sexual offences 4, Other crime 1. In the Villages of Cwmgwrach/Blaengwrach 2 were reported Violence and sexual offences 2. RESOLVED and noted.
142/23 Finance:
Councillors were updated with the response from OVW regarding the Wales Audit Office fees and permitted the invoices to be paid. OVW will add the Council’s concerns to the next area meeting for discussion. RESOLVED Clerk to pay all outstanding WAO invoices.
| Monthly E&I Report 19/01/2024 to 15/02/2024 | ||
| Payments Made | 19/01/2024 – 15/02/2024 | Amounts £ |
| Staff Wages/Pension | 21/01/24-11/02/24 | £2627.90 |
| HMRC | Tax & NI Due (6/01/2024-05/02/2024 | £518.44 |
| Utility Warehouse Ltd | Electricity @ Welfare Hall January 2024 | £261.42 |
| Welsh Water | Water Rates for Welfare Hall | £125.00 |
| Welsh Water | Water Rates for Cemetery | £30.00 |
| Zoom Business | Monthly Fee for Wi-Fi Platform for Meetings | £15.59 |
| EE Limited | Monthly Wi-Fi Rental @ Welfare Hall | £50.78 |
| British Gas | Gas used at Welfare Hall usage 17/12/23 – 16/01/24 | £376.79 |
| NPTCBC | Monthly General Rates for Welfare Hall | £375.00 |
| NPTCBC | Monthly General Rates for Cemetery | £19.00 |
| Centergreat | Festive Lights 2023 | £2,310.00 |
| Income Received | 19/01/2024 – 15/02/2024 | Amounts £ |
| SRCC Stores Ltd | Monthly Rental of Shed in the Park | £30.00 |
| TSB Bank | Monthly Interest on “Reserve” Saver | £20.63 |
| Celtic Archers | Hall Hire Fees – January 24 | £144.00 |
| Singing for the Brain (Empower CIC) | Hall Hire – January 24 | £54.00 |
| VIEW (Glynneath) Ltd | Hall Hire Yoga – January 24 | £24.00 |
| A H Lewis Funeral Director | Cremation Internment Fee | £125.00 |
| Trem y Mor Day Care | Hall Hire – December 23 | £24.00 |
| Cwmgwrach Judo Club | Hall Hire – December 23 | £24.00 |
| Account Balances | As at (Date) | |
| General Account | 15th February 2024 | £1,955.77 |
| Reserve/Saver Account | 15th February 2024 | £11,074.66 |
| Total Account Balances as at 15/02/24 £ | 13030.43 |
There is a total of £376.00 in unpaid leases and hire charges owing to the Council. Councillors discussed the importance of those hiring the hall pay on time. The Clerk prepared the March approximate expenditure and income for the Councillor’s information. There is a clear indication that the Council funds will go below the set Financial Risk Assessment amount. RESOLVED Clerk to claim a VAT refund 01.04.23 to 31.01.24
Chair of the Finance and Audit Committee Cllr P Rudd gave an overview of the Quarterly Budget and recommended to approve. All Councillors agreed to accept RESOLVED
143/23 Correspondence & Section 137 Request:
1. Letter from Mr W J Davies regarding the Council Minutes not being displayed in the Notice Board located by the local shop – Clerk has difficulty opening this notice board, and Councillors discussed whether to replace or remove. There were no minutes for December 2023 as the Council did not meet. Minutes are posted on the Council Website and the Notice Board outside the Welfare Hall. RESOLVED Clerk will respond to Mr Davies with a full explanation and advice to visit the Council website or the Welfare Hall notice board.
2. New Regulations for Commercial Waste and Recycling Collections NPTCBC – from 6th April 2024 new Workplace Recycling Regulations places a statutory duty on all commercial, public and charitable sector premises to recycle items for separate collection. Councillors discussed how this will affect the Grounds Person particularly, as the bins are open-topped and which therefore means he will need to separate waste to comply. RESOLVED Clerk has made available the information for the Hall Attendant and Grounds Person. The Council are aware of how difficult it will be to separate the park waste and the Grounds Person should be putting his safety first when emptying the bins i.e. if the waste contains dog excrement, nappies and sharp items. When the bins are replaced, letter box and recycling segregation bins are purchased.
3. D Day 80 Beacons – 6th June 2024 Celebrations – email to promote the planned celebrations and lighting of beacons. The purchase of a “lamp of peace” for community buildings, to be lit at 9.15 pm. Cost of lamp is £55.00 – Council decided that there were no funds available for this purchase. RESOLVED
144/23 Review Budget Items and “5 Year Plan”:
a) The vandalism of the park lights was discussed. The lighting was previously installed with money provided through a grant. The lighting is not repairable and will either need to be removed or will need grant funding as this expense has not been budgeted for in the next financial year 2024-25. It was proposed that floor lighting would be less likely vandalised and damaged, Councillors agreed this will be a good option. It was put that the Council Insurance be contacted to see if the cost of the damage could be claimed for. RESOLVED Clerk to contact the insurance company. Clerk to post on FB the damage done, and place posters in the Hall explaining why the lights are not working.
b) Chair and Clerk have had a meeting with R Powell with regards to advice and ideas on promoting the Hall and finding ways to involve more clubs/societies/organisations in hiring the Hall. It was very productive and the Chair shared the ideas discussed. Chair proposed that the Council form a Hall Committee, this was agreed. Cllrs C Edwards and Cllr R Williams put their names forward as members, the meeting agreed on this. At least another member of the Committee is needed and it was RESOLVED that the Clerk email those Councillors that had sent apologies to be given the chance to put their name forward to sit on the Hall Committee.
c) Clerk has not had the time to investigate funding for the Paths RESOLVED
d) Clerk has not received any further information regarding placing a Planter at the entrance to the Follow-up email has been sent RESOLVED and noted
145/23 Set Date, Time & Proposed Agenda Items for the next meeting; …
The next meeting of the Finance and Audit Committee will meet at 5.45 pm on Thursday 21st March 2024 followed by the Ordinary Meeting of the Community Council will be held at 6.30 pm The venue of the meetings will be the Welfare Hall, and available remotely on Zoom. The proposed agenda items are, at this time – None
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