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Cofnodion Cyngor/Council Minutes

Minutes - June 2014

Present: Chairperson:    L Moore
C Bainbridge
R Dalton
J Hulse
      J James
M J Willcox
W J Williams
In Attendance: County Cllr:   R P Quant
Clerk: M Walker
                                      3 Members of the Public.  
42.  Cllrs G Ashley, M Griffiths, G B Jones and Cllr S Rees-Williams.
43.  To remind Cllrs concerning of any matters of interest that may arise during the meeting.  Cllr Moore reminded members and the public that all mobile phones should be switched off during the meeting.
44.   It was resolved to confirm the minutes of the AGM held on the 12 May 2014 as being a true record. 
45.  It was resolved to confirm the minutes of the Council meeting held on 12 May 2014 as being a true record subject to an amendment to Minute 39 to read “Cllr Hulse informed members that Lee Crumpler may be the coastguard representative on the Community Flood Plan”.
46.   World War 1 Centenary.  Minute 6.  Cllr Bainbridge gave a brief update.
47.   Borth Car Park.  Minute 8.  This was dealt with as an item of correspondence.  
48.   Dogs.  Minute 9.  The Clerk distributed literature on dog fouling etc to each member.
49.   Welsh Government.  Details of a Public Health White Paper which sets out a series of proposals for legislation to help further improve and protect people’s health and wellbeing in Wales.
50.   Borth Coastal Defence Scheme.  A letter from CCC advising that Bam Nuttall has been awarded the contract for Phase 2 of the scheme and that they will utilise the car park as their main compound.  Occupation date based on their construction programme is 24 June 2014.
51.    Play Area.  An e-mail from Cathryn Morgan of CCC asking whether the smoke-free play area signage has been put in place and once it’s done whether photographs could be taken to show the success of the scheme.  The Clerk also asked Councillors for ideas on the compulsory signs they would like to see displayed in the play area with details of Borth Community Council as owners and contact details in the event of an emergency etc.  It was resolved to order two signs for the playground up to a total of £150.  One would have 999 as the telephone number to contact in the event of an emergency and the other would have more details, such as “No dogs” etc.  
52.   One Voice Wales.  An invitation to participate in the National Conversation on “The Wales We Want”.   
53.   British Heart Foundation Wales.  A letter requesting the Council’s concerns as to the proposal to move the present Cardiologist to Glangwili, only visiting Bronglais for one day clinics each week where at present clinics are held for 3 days each week.  Cllr Dalton volunteered to complete the survey on the Council’s behalf.  
54.   Travellers.  The Clerk gave an update on correspondence between the Council and Morris and Bates in relation to travellers parking on private land in ownership to Borth Community Council.  The solicitors advised to apply for an interim possession order and have informed the clerk that a hearing will take place on Friday 6th June at 11am.  The Clerk and County Cllr Ray Quant displayed two notices in the area advising the travellers of the impending hearing.  
55.   Borth Car Park.  The Clerk read out an e-mail from One Voice Wales in respect of the renting of the area behind the Medical Centre for use as a community car park once again. A member of the public suggested contacting OVW to ask whether a right might already exist as the area has been, up to a year ago, in constant use as a car park.  The opinion is that no rights exist.  The Clerk has not received a response from the Board in relation to the rent etc.   
56.   Civic Amenity Site.  An e-mail requesting the Council’s consent to allow the subletting of the civic amenity site as a temporary car park over the summer months as overflow car parking for the Animalarium. The site would then be leased to the landlord of the Victoria Inn from 1st September 2014 thereafter.  Members resolved to give consent.  
57.   Ceredigion County Council.  Following the cancellation of the AGM the Chairmanship of Ceredigion County Council for the 2014-15 Municipal Year was decided upon at a meeting of the County Council on the 21st May 2014 and that it was not possible to extend an invitation to their civic guests, council chairpersons and clerks.  
58.   One Voice Wales.  A request for details of the Council’s representatives at the quarterly Area Committee Meetings.  
59.   Welsh Government.  Details of the Welsh Government Nature Fund which aims to tackle the continued decline in biodiversity across Wales.  
60.   British Telecom.  BT is prepared to permanently remove the kiosk opposite the TIC building following the Council’s complaint about the state of the kiosk.  To replace the kiosk would be very expensive and not economically viable on a payphone that has not been used since October 2012. After a brief discussion it was resolved to request removal of the kiosk and to ask BT to make good the site following the work.  
61.  Independent Remuneration Panel for Wales.  The Local Government (Wales) Measure 2011 gave the Panel responsibility to determine the payments made to community and town councillors.  The consensus view from the consultation was that members of the community and town councils did not consider that they should be remunerated. However, a further consultation will take place prior to the next Annual Report.
62.    Balance of Accounts at 13 May 2014
         Nationwide                 28,873.59
         Community Acct           5,116.76
         Business No Notice Acct                                           31,789.78
         Deposit Account                                                               2,766.67 
63.    Income
64.    Expenditure.  It was resolved to pay the following accounts: 
         Morris & Bates – court costs of the application to remove travellers from the council owned car park                                                                                       280.00
         J H Matthews – audit of accounts                                       100.00
         M Walker – clerks sal  530.67, off exp 3.10                        533.77
65.   Annual Return for Year Ending 31 March 2014.  Copies of the annual return were distributed to Cllrs.  Cllr Quant gave a comprehensive report on the accounts and the Annual Return. The Council confirms that the Annual return has been presented to Council and resolved to approve Section 1 – Accounting Statements 2013/14. The Council noted the contents of Section 4 – Annual Internal Audit Report and resolved to approve Section 2 – Annual Governance Statement and authorised the Chairman and the Clerk to sign the Return on behalf of the Council.  Members resolved to cancel cheque number 201275 for £86.40 as it was out of date.  No replacement cheque is necessary.  Cllr Willcox asked for thanks to be given to Mrs Hilary Matthews who carried out the external audit of accounts and to County Cllr Ray Quant for attending the public rights of inspection.
Cllr Bainbridge felt unwell and asked to be excused from the meeting.
66.  Application for Full Planning Permission.
A140295.  Variation of condition 2 of planning permission A120682 for erection of a dwelling – (revised design).  Plot 2 land adj Tradiddan, Ynyslas.  Cllr Hulse declared an interest and left the room.  Members were unclear as to what the variation to Condition 2 was and asked for further clarification.
67.  Deferred until the next meeting.
68.  Cllr Hulse gave a brief update on a meeting held between herself, Cllrs Bryn Jones and Carol Bainbridge. The aim is to engage with the wider community of Borth & Ynyslas in order to ascertain their views on priorities for the area. 
69.   No report.
70.   The following responsibilities were allocated to the following Councillors:
G Ashley Visual Improvement of the Environment and Arts
C Bainbridge Children’s Playground and Transport, Governor Ysgol Graig yr Wylfa and WW1
R Dalton PACT and Plant Dewi Trustee
M Griffiths One Voice Wales
J Hulse One Voice Wales, Dyfi Biosphere Representative and flood co-ordinator
J James PACT and Police Matters
G B Jones Internal Auditor, PACT and Arts
L Moore Children’s Playground and Transport, car park, footpaths and footways
S Rees-Williams Footpaths and footways
M J Willcox Fire, Council Representative on the Hall Committee, Internal Auditor and flood co-ordinator
W J Williams PACT and Police Matters
Cllr Dalton gave an update on a meeting with the artist working on the arts project to depict the sunken forest.  Cllr Willcox confirmed that he had tidied up the boat yard.  The Clerk was asked to look at the damage to the bus shelters and make enquiries via the insurance company.  Cllr Hulse confirmed that she had not received a reply to the letter sent to the Golf Club with concerns over litter and overnight parking on the car park.  She has also met with Guy Pargeter of Llancynfelin to discuss putting together an emergency plan similar to the Borth Flood Plan. Cllr Hulse suggested extending the flood plan to include severe weather, loss of electricity and telecommunications or having two separate plans.  All flood wardens have been e-mailed to ask them to register with the Graham Taylor to be included in the new community e-mail group.  Cllr Hulse asked whether we could ask for another rubbish bin down at Ynyslas.  Cllr Moore said she would ask whether one of the bins in the village could be moved to Ynyslas and she also mentioned that the bins on the car park opposite Brynowen are to be put on slabs.
71.  Cllr Quant gave an update on issues raised at last month’s meeting.  He gave the telephone number of reporting dogs on the beach/dog fouling as 01545 572105 and asked for the number to be placed on the notice boards.  Cllr Quant handed out to each member the Dyfi Biosphere Annual Report. He informed members that he had made a grant application for the replacement of fencing in the Multi User Game Area.
72.  There being no further business the Chairman closed the public meeting at 9.25pm.  Agenda items for the next meeting to be held on Monday 7 July 2014 to include Balchder Pentrefi. Any other items are to be notified to the Clerk.
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