CYNGOR TREF ABERYSTWYTH TOWN COUNCIL

 

J O GRIFFITHS   11 BAKER STREET

TOWN CLERK   ABERYSTWYTH

  

MINUTES OF A MEETING OF FULL COUNCIL HELD IN THE MEETING ROOM, 11 BAKER STREET ABERYSTWYTH ON WEDNESDAY 25^th FEBRUARY  2013  AT 6.30PM

 

Present::

Councillor Dylan Lewis

Councillor Mair Benjamin

Councillor J Aled Davies

Councillor Jeff Smith

Councillor Ceredig Wyn Davies

Councillor Endaf Edwards

Councillor Brenda Haines

Councillor Sue Jones-Davies

Councillor Steve Davies

Councillor Sarah Bowen

Councillor Mererid Jones

Councillor Brian Davies

Councillor Wendy Morris-Twiddy

Councillor Kevin Price

Councillor Alun Williams

 

Apologies:

Councillor Chris Griffiths

Councillor Mark Strong

 

In Attendance:

Mr Bob Jaques- Ymlaen Ceredigion

Mrs Rachael Lilley – Ymlaen Ceredigion.

Minute 170

Standing Orders

The Mayor asked for consideration of a suspension of Standing Orders to allow the representatives of Ymlaen Ceredigion to address council. Following a vote it was RESOLVED to suspend Standing orders.

 

Minute 171

Ymlaen Ceredigion

Mr Jaques and Mrs Lilley gave details of two grant aided schemes for the people of Aberystwyth in the first instance and for Ceredigion as a whole if the pilot was successful.

The Renew Wales – Community sustainability programme was there to support climate change mitigation and the Cwtch up initiative was to help improve home thermal efficiency.

Details of both initiatives were available on the Ymlaen Ceredigion website.

 

Minute 172

Standing Orders were restored.

 

Minute 173

Declarations of Interest for matters arising from agenda items

There were none recorded.

 

 

Minute 174

Personal References

There were none recorded.

 

Minute 175

Mayoral Activity Report 

The Mayor had circulated a copy of his activities on behalf of Council.

 

Minute 176

Minutes of a meeting of Council held on 30^th January 2013 

It was RESOLVED to accept the minutes of the meeting held on the 17^th December as a true record subject to the following changes

To show Councillor W Morris Twiddy present in a planning meeting held on 7^th January and absent with apologies from  a GM meeting held on 14^th January 2013.

 Minute 157 (e) to show Councillor Brenda Haines instead of Councillor E Edwards as the rep on the war memorial trust.

 

Minute 177

Minutes of an extraordinary meeting of Council held on 4^th February 2013 

It was RESOLVED to accept the minutes of the meeting held on the 17^th December as a true record subject to the following changes

To change word COMMITTEE to FULL COUNCIL in the last sentence of (B)

CYNGOR TREF ABERYSTWYTH TOWN COUNCIL

 

J O GRIFFITHS   11 BAKER STREET

TOWN CLERK   ABERYSTWYTH

  

MINUTES OF AN EXTRAORDINARY MEETING OF FULL COUNCIL HELD IN THE MEETING ROOM, 11 BAKER STREET ABERYSTWYTH ON MONDAY 4^TH FEBRUARY 2013 AT 6.00PM

 

Present::Councillor Dylan Lewis

Councillor Brian Davies

Councillor Ceredig Wyn Davies

Councillor Steve Davies

Councillor Endaf Edwards

Councillor Mererid Jones

Councillor Sue Jones-Davies

Councillor J Aled Davies

Councillor Mark Strong

Councillor Jeff Smith

Councillor Wendy Morris-Twiddy

Councillor Martin Shewring

Councillor Alun Williams

 

Apologies:Councillor Kevin Price

Councillor Brenda Haines

 

1. Declarations of Interest

There were none recorded.

 

1. Budget discussions and ratification.

A draft budget for forthcoming financial year had been discussed and set by the Finance and Establishment committee over the last three months under the powers and requirements of sections 41 & 50 of the Local Government Finance Act 1992. 

This draft had gone to all members for information and to full council for ratification at a previous meeting.

An error in the formulae had been responsible for possible erroneous information on the percentage increase and band D rating being promulgated and this had now been rectified. The committee recognised the assistance of Councillor Jeff Smith in this matter

 

Following a free and frank discussion it was RESOLVED to raise a precept of £242,162.33 which gave a precept percentage rise of 1.86% for no increase in expenditure.

This equated to a weekly rise in a band D property of £0.03p

 

 

Minute 178

Minutes of a Planning Committee held on 4^th February 2013 

It was RESOLVED to accept the minutes of the meeting held on the 17^th December as a true record subject to the following changes

To record the reasons for DOI’s in A pertained to a planning application involving a shop.

CYNGOR TREF ABERYSTWYTH TOWN COUNCIL

 

J O GRIFFITHS   11 BAKER STREET

TOWN CLERK   ABERYSTWYTH

  

MINUTES OF A MEETING OF THE PLANNING COMMITTEE HELD IN THE MEETING ROOM, 11 BAKER STREET ABERYSTWYTH ON MONDAY 4^TH FEBRUARY 2013 AT 6.30PM

 

Present::Councillor Dylan Lewis

Councillor Brian Davies

Councillor Ceredig Wyn Davies

Councillor Steve Davies

Councillor Endaf Edwards

Councillor Mererid Jones

Councillor Sue Jones-Davies

Councillor J Aled Davies

Councillor Mark Strong

Councillor Jeff Smith

Councillor Wendy Morris-Twiddy

Councillor Martin Shewring

Councillor Alun Williams

 

Apologies:Councillor Kevin Price

Councillor Brenda Haines

 

1. Declarations of Interest

Councillor Ceredig Davies -

Councillor Aled Davies -

 

1. Planning issues and Economic Development in Aberystwyth

 Councillor Strong raised the issue of the more and more houses being developed as HMO in Aberystwyth and the effect that this was having on the rating value for the whole of Aberystwyth.

The Chairman asked him to prepare a paper for consideration at the next meeting.

 

1. Correspondence 

There was none for this committee.

 

1. To consider planning applications 

A12 0822AV (Revised plans)

Display of signage.

New Look, 40 Great Darkgate Street, Aberystwyth.

Response on 7.1.13:  OBJECTION – This plan does not fit in with the new guidelines for “traditional” shop fronts, is not sustainable.  There is no precedent and does not fit into the overall character of the area.

PREVIOUS RESPONSE STANDS.

 

 

A13 0026 (dated 16^th January 2013)

Removal of existing velux rooflight and the addition of a new dormer window, into the existing rear roof.

Marine Hotel, Marine Terrace, Aberystwyth.

NO OBJECTION – WE NOTE THAT THIS IS SIMILAR TO ADJOINING PROPERTIES.

 

 

Minute 179

Minutes of the General Management Committee held on 11^th February  2013 

It was RESOLVED to accept the minutes of the meeting held on the 17^th December as a true record subject to the following changes

To remove the name of Councillor Brian Davies as being present.

To add in item 6- It had been a good parade and well attended by the members of the public and reports and complaints had been listened to and lessons learned and that in similar circumstances in future refreshments would be considered.

MINUTES OF A MEETING OF THE GENERAL MANAGEMENT COMMITEE HELD IN THE MEETING ROOM, 11 BAKER STREET, ABERYSTWYTH ON MONDAY 11^TH FEBRUARY  2013 AT 6.30PM

 

Present:Councillor Ceredig Wyn Davies

Councillor Dylan Lewis

Councillor Wendy Morris-Twiddy

Councillor Brian Davies

Councillor J Aled Davies

Councillor Kevin Price

Councillor  Alun Williams

Councillor Mair Benjamin

Councillor Mark Strong

Councillor Jeff Smith

Councillor Martin Shewring

 

Apologies:                Councillor Sue Jones-Davies

Councillor Steve Davies

Councillor Brian Davies

 

1. Declarations of Interest

There were none recorded.

 

 

1. Correspondence

1. Bus shelter cleaning.

A letter and picture report was received from CGC properties who had cleaned a bus shelter as an experiment to compile a “before and after” visualisation of the shelter on Penglais road.

Following a long discussion regarding the need to clamp down on flyposting and graffiti it was agreed to:

• Contact probation community payback team to enquire as to availibilty and suitability of the cleaning project.
• To contact the student’s union and remind them of the relevant legislation re flyposting of “gig” adverts.
• Contact Ceredigion County Council to enquire what steps authority were taking to deal with the issue.
• To contact Mr Gareth Roberts to enquire what the corporate transport unit were doing to mitigate the issue.
• To contact the tidy towns officer of Ceredigion County Council to gain support for this issue.
• To contact Ceredigion County Council legal services to enquire what support they could offer to help prosecute persistent offenders.

 

1. Report on new council accommodation 

The Town Clerk reported that Chairs of committees and the Mayor and Deputy Mayor had been kept informed.

It was noted that the “clock was ticking” in this matter and to this end a number of alternatives had been identified by members.

The Clerk reported that the property agent was to visit Aberystwyth soon.

 

1. Promotion of the use of Welsh by local shops and businesses at the request of Councillor Mark Strong.

Councillor Strong gave a report on how he thought Aberystwyth Town Council could help local businesses promote use of the Welsh Language.

Following discussion, where the chairman stated that the motion was not being dismissed out of hand, he was asked to re-table the paper having worked on a more acceptable and workable model.

 

1. Adoption of National Public Service Complaints Policy- referred. 

Following discussion it was RESOLVED to accept the relevant parts of the model that apply to Town and community councils and apply to the council’s policies. It was emphasised that training would be needed on this matter for members.

 

1. Report and follow up on Welsh Guards march through town at the request of Councillor Ceredig Davies.

Following discussion on the matter it was concluded that elements of what had been reported in the press was incorrect and negative but that certain protocols should be followed in similar circumstances in the future.  

 

1. CCTV

The Town Clerk reported that he had still not had any correspondence regarding potential costs from Ceredigion County Council.

It was agreed to wait for Ceredigion County Council to respond before making any decisions in this matter.

 

1. Updates on Resolutions

As members had not seen the updated list this matter was referred to the next meeting.

 

 

Minute 180

Minutes of a Finance Committee meeting held on 18^th February 2013

It was RESOLVED to accept the minutes of the meeting held on the 17^th December as a true record subject to the following changes

To explain the reason for the committee swap in item 7.

MINUTES OF A MEETING OF THE FINANCE AND ESTABLISHMENT COMMITTEE HELD IN THE MEETING ROOM, 11 BAKER STREET, ABERYSTWYTH ON MONDAY 18^th FEBRUARY 2013 AT 6.30PM

 

Present:Councillor M Jones

Councillor W Morris-Twiddy

Councillor S Jones-Davies

Councillor  A Williams

Councillor J A Davies

Councillor E Edwards

Councillor M Strong

Councillor  M Shewring

Councillor C Davies

Councillor M Benjamin

Councillor  D Lewis

Councillor B Haines

 

Apologies:         Councillor B Davies

 

 

1. Declarations of Interest

There were none recorded.

 

 

1. Correspondence

1. A report on the expenditure of a grant awarded was received from Nightlight.

 

1. Questions relating to financial matters

 

1. To receive and adopt the accounts for November 2012

Following discussion it was RESOLVED to accept and adopt the accounts for November 2012.

 

1. To receive and adopt the accounts for December 2012

Following discussion it was RESOLVED to accept and adopt the accounts for December 2012.

It was requested that the rent paid on the Penparcau Police station be vired from expenditure code 1127 to 1538 to reflect the true expense code.

 

1. To receive and adopt the accounts for January 2013 

Following discussion it was RESOLVED to accept and adopt the accounts for January 2013

Councillor Aled Davies questioned the expenditure level of some areas compared to agreed budget.

The Clerk reported that the tabulation should be called a precept rather than a budget and that it had been common practice to vire the accounts to reflect the decisions made by members at meetings.

The level of reserves was also discussed.

The Chairman reported that a careful eye was being kept on all expenditure levels and that more careful decisions would have to be made when setting a precept and balancing those expectations against expenditure. The accounts as presented were accurate and balanced.

 

1. To approve change of membership of committees.

Following discussion it was agreed to allow Councillor Jeff Smith and Councillor Aled Davies to swap committee membership.

 

1. Christmas costs

The Town Clerk was still waiting for some small incidental bills before this could be completed.

An update was given regarding the Gala Lights issue.

 

1. Council accommodation 

The Town Clerk reported that he was due to meet with the new property manager on Tuesday the 19^th of February due to the last meeting being cancelled at short notice by Mr Burridge.

It was recognised that all costs were on a “+ bills” basis and the Town Clerk would report to the all members as soon as practicable after the meeting.

It was also reported that the Property in 16 Eastgate Street was available for viewing.

It was decided that an all options report would be mailed to all members as soon as possible.

 

1. To receive a revision to the Council Smoking policy.

The Council’s Smoking policy had been updated to allow for current legislative changes.

Following discussion it was RESOLVED to recommend adopting the new policy as written.

 

1. To receive a revision to the Council Bi-lingual policy.

The Councils Bi-Lingual Policy had been rewritten to reflect current needs.

Following discussion it was RESOLVED to recommend adopting the new policy as written with the addition agendas for committee meetings would also be produced bilingually.

 

1. To consider a motion on e-mail committee agendas for trail 

Following discussion it was RESOLVED to recommend the trailing of using e mail all committee papers to members for a six month trail.

If a large amount of papers was involved than the Chairman would waive this requirement on a needs basis.

 

1. Ceredigion County Council grants scheme at the request of Councillor M Jones.

This was brought to the attention of members for information. The Town Clerk indicated that the scheme was to be used by Aberystwyth Town =Council to potentially help in the provision for the new CCTV camera in the castle grounds.

 

1. To consider an agenda item regarding loyalty cards at the request of Councillor Ceredig Davies.

Information had been circulated to members for consideration and following a long discussion it was RESOLVED to recommend the setting up of a small steering group to carry out a feasibility study to enquire into the introduction of a discount card for Aberystwyth rate payers when using the services of any group or body that had been given a grant by Aberystwyth Town Council.

 

 

Minute 181

Nominations for Mayor Elect 2013/14

Following nomination and formal seconding and followed by a vote it was RESOLVED that Councillor Wendy Morris Twiddy was elected as Mayor elect for the municipal year 2013/4.

It was noted that this was the first time that a daughter had followed a mother in being the mayor of the town. Councillor Morris Twiddy’s mother had been mayor of Aberystwyth Town Council in 1978-9 and 1990-1

 

Minute 182

Nominations for Deputy Mayor Elect 2013/14

Following a recorded vote it was RESOLVED that Councillor Brenda Haines was elected as Deputy Mayor elect for the municipal year 2013/4.

 

Minute 183

Protocols for Mayor making- Discussion document enclosed

The Town Clerk had produced a clarification document for the information of members.

It was agreed to accept this document.

 

Minute 184

Planning applications- to consider those applications not covered in the monthly planning meeting and are time sensitive.            

 

Minute 185

Clerks Report

1. The Town Clerk reminded everyone of the importance of signing the attendance register.
2. The Town Clerk gave details of a meeting to discuss the recycling provision provided by Aberystwyth Town Council. There were potential changes to Ceredigion County Council system which needed monitoring before the Town Council changed its policy. This would be monitored.

 

Minute 186

Correspondence.

 

1. War Widows Assoc. of GB

Notice was received of a change in the regional organiser for West Wales.

 

2. End of year close down

Rialtas RBS gave notice that they would come to the office on the 5^th April 2013 and carry out the year close down and preparation of software update. The cost would be in the region of £460 plus mileage.

 

1. Complaint

A complaint about the construction of a maze in the North Road park was received from local resident Mr Meredith.

The Town Clerk emphasised the need to deal with this matter expediently and following debate it was RESOLVED that the Town Clerk construct a letter for consideration by members before formally replying.

 

Minute 187

Questions relating only to matters in this Councils remit

Following a brief discussion members were reminded that this juncture was not a place to resurrect resolutions of council previously and recently determined as these were subject to the “six month rule”- but a chance to raise items of interest and importance where the council had powers to act or influence.

 

Councillor Jeff Smith asked if the Gyngrhair Cymuned Cymraeg had been joined yet?.

The Town Clerk responded that this question had been asked in the last three meetings and yet again he would answer that the movement had been joined and that Councillor Smith’s details (as the council’s rep) had been forwarded to them for contacting.

 

Minute 188

To consider expenditure  

NAME	DESCRIPTION	Amount £
ARC	Empty recycling bins - Jan 2013	813.60
Carmarthenshire County Council	Payroll costs 2012-13	240.00
Carmarthenshire County Council	Salaries - January 2013	5,243.11
Purchase Power	Rental for franking machine	21.54
CCC	Put up and take down Christmas tree	645.03
CCC	Road Closure Notices 9.1.13 - Welsh Guards Parade	120.00
RBS Ltd	Omega software maintenance	264.00
Mount Trading Co Ltd	Posts for North Road maze	1,542.86
TME Electrical Contracting Ltd	Xmas lighting and various infrastructure maintenance works	5,003.22
	Total	13,893.36

 

Minute 189

Verbal Reports from Ceredigion County Councillors only on matters pertaining to this Council

Councillor s Alun Williams and Ceredig Davies gave details of the Gateway scheme, Fairtrade, Plasgrug Ditch cleansing and potential RA funded projects in Aberystwyth.

 

Minute 190

Written reports from representatives to outside bodies 

No reports had been submitted.

 

Minute 191

RA Board Report- Councillor Alun Williams

Councillor Alun Williams gave a comprehensive overview of the recent work of the RA board. These included the Bandstand, Ty Lisburn and Coliseum site and the Green Gateway project. Members were reminded to think about potential projects that could be submitted for consideration before funding ended.

 

Minute 192

Council Accommodation- An update.

 

The Town Clerk gave details of the suggested costs in considering the rental and lease agreements for 11 Baker Street that had been communicated by Mr Burridge the landlord’s representative. These costs amounted to an all in cost which included rent, rates, heat, electricity, water and all service charges.

Members had concerns regarding the lack of a break clause and the possible implications of this the suggested lease.

There was also unease about committing the council to a course of action which committed future council members to living with.

The Town Clerk advised that the Town Council as a corporate entity would exist with or without the current membership and they had a duty to provide stability for both the staff and future members of the council whoever they were.

The Town Clerk suggested that this represented good value for money in comparison with other places in Aberystwyth.

Following discussion it was RESOLVED to task the Town Clerk to ask for a draft lease for legal scrutiny and to report back as soon as possible.