Aberystwyth Council

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 TUESDAY 24th JUNE  2013  AT 6.30PM

 

Present::Councillor Wendy Morris-Twiddy

Councillor Dylan Lewis

Councillor J Aled Davies

Councillor Jeff Smith

Councillor Endaf Edwards

Councillor Brenda Haines

Councillor Sarah Bowen

Councillor Steve Davies

Councillor Ceredig Wyn Davies

Councillor Mererid Jones

Councillor Brian Davies

Councillor Kevin Price

Councillor Alun Williams

Councillor Carys Morgan

 

Apologies:Councillor Mair Benjamin

Councillor Mark Strong

Councillor Sue Jones-Davies

 

The Mayor welcomed Councillor John Adams-Lewis, Chairman of the Ceredigion County Council to the meeting. He sat as an observer.

 

27.Declarations of Interest for matters arising from agenda items

Declarations of interest were received from Councillor Ceredig Davies and Councillor  J Aled Davies who left the meeting.

 

28.Presentation from by Chelverton Deeley Freed on Mill Street Development

The mayor welcomed Mr Simon Morgan and Ms Anna Ryten to the meeting.

They went on to give a comprehensive Powerpoint ® presentation on the proposed development for Mill Street, Aberystwyth.

Following the presentation they answered questions regarding the project.

Declarations of interest were received from Councillor Ceredig Davies and Councillor J Aled Davies who left the meeting.

 

29.Personal References

There were none recorded.

 

30.Mayoral Activity Report 

The Mayor had circulated a detailed list of her activities on behalf of Aberystwyth Town Council.

 

31.Minutes of a meeting of Council held on May 28th 2013 

Following reading for clarity and accuracy the minutes of a meeting held on 28th May 2013 were RESOLVED to be accepted and adopted with the following amendments:

A:Show Councillor M Shewring present.

B:Minute 25- Add write to Welsh Government also

C:Minute 26- Change CPSO’s to PCSO’s

 

32.Minutes of a Planning Committee held on 3rd June  2013 

Following reading for clarity and accuracy the minutes of a meeting held on 3rd June 2013 were RESOLVED to be accepted and adopted with the following amendments:

Minute 3 AQDD- (at end of paragraph)…expressed disappointment at not being consulted on the CPO process.

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 3rd JUNE 2013 AT 6.30PM

 

Present::Councillor Ceredig Wyn Davies

Councillor Steve Davies

Councillor Kevin Price

Councillor Martin Shewring

Councillor Sarah Bowen

Councillor Brenda Haines

Councillor Mair  Benjamin

Councillor Chris Griffiths

Councillor Endaf Edwards

Councillor Sue Jones-Davies

Councillor Jeff Smith

Councillor Wendy Morris-Twiddy

Councillor Mark Strong

 

Apologies:Councillor Dylan Lewis

 

  1. Election of Chairman and Vice Chairman

The current chairman and vice chairman were re-elected to post. 

Chairman – Councillor E Edwards

Vice Chairman- Councillor S Davies

 

  1. Declarations of Interest

Councillor M Strong- Planning Applications

Councillor J A Davies- Economic Development

Councillor C Davies- Economic Development.

 

  1. Planning issues and Economic Development in Aberystwyth

Councillor JA and C Davies left the meeting during these discussions.

The matter of the proposed Mill Street development was discussed and following a wide ranging discussion it was noted that Aberystwyth Town Council planning committee 

 

  1. Correspondence 

Members were reminded of the Ceredigion County Council LDP meeting to be held on Wednesday 12thth June in Canolfan Rheidol at 6.30pm.

 

  1. To consider planning applications 

A13034615th May 2013

Proposed erection of a 2 storey extension and internal alterations. New garden retaining walls of brickwork to match existing.

5 Ropewalk Close, Aberystwyth

Objection – to this application in its existing form.  This Council would ask that any “overlooking” issues with the balcony be addressed and that the garage not be allowed to be used for commercial purposes.  We would also ask for consideration of wooden window frames instead of uPVC.

 

A13035115th May 2013

Conversion / Change of use of ground floor take away / Fish and Chip restaurant into self contained self-contained flat and assoc. works

Rendezvous Restaurant, 40 Bridge Street, Aberystwyth

No objection in principle.  It is good to see sympathetic design by the architect.  We would prefer to see wooden windows used in a Conservation Area.

 

A13036316th May 2013

Change of use of currently vacant shop and storage area to rear into 2 flats

Lloyds, 30, North Parade, Aberystwyth

No objection.  However, it is very disappointing to see that this is a retrospective application and it is asked that Ceredigion County Council address this issue.  It also appears that there are insufficient waste storage areas within the new design.

 

A13036116th May 2013

Replace existing windows to existing position with new toughened glazing and timber encasement framing.

Costa Coffee, 5 Gt Darkgate St, Aberystwyth.

No objection.  However, concern is raised as to why this is being done.  Is this to become a public use area, i.e. expansion of the existing facility downstairs?

 

A13038016th May 2013

Alterations to and enlargement of an existing dormer window

1 Penygraig, Aberystwyth

No objection.

 

A 13036916th May 2013

Replacement shop front and repairs to wall, windows and guttering

19-21 North Parade, Aberystwyth

No objection.  We welcome this application.

 

 

A130385LB23rd May 2013

Re-establish a first and second floor 3 bedroom flat via a shared entrance with existing ground floor retail premises

38A Eastgate, Aberystwyth.

No objection.  However, the historical background to this application is noted and it is wondered whether Listed Building Consent will be applied retrospectively to all potential breaches since the work was completed.

 

A130294CA23rd May 2013

Demolition of an old church hall and garage, construction of new church hall and entrance area linking it to an existing church. The proposal also includes formation of a new approach to the church and hall.

St Winefriede’s Church, Queens Road, Aberystwyth.

No objection.

Please note:  Cllr Mark Strong was present in this meeting but declared an interest and took no part in proceedings.

 

A13033730th May 2013

Demolition of a church and erection of residential development

St Winefriede’s Church, Queens Road, Aberystwyth.

It was agreed to give the same response as given to the previous similar application which had subsequently withdrawn. That response was as follows:

Members feel that to remove the Roman Catholic Church from the town proper would not be in any way in the best interests of the local Catholic Community and would remove a much needed facility for locals, students and visitors alike. It was felt that many of those who worship at St Winefrieds would be unable to travel to the new facility in Penparcau (some three miles distant) as they do not have access to transport.It was further felt that little or no meaningful consultation and dialogue had taken place regarding the plans for the church, That the whole site would lead to a massive overdevelopment of the already congested area

It is also felt that to remove the Church from the heart of Aberystwyth is seen by many as symbolic act as it diminishes the Christian witness in the town and suggests that religion is being pushed to the periphery.

The current spiritual interaction with the wider community will be lost and as |I’m sure you are aware this will not be replaced by the provision of other facilities.

It was further felt that the loss of the church would be as loss to the cultural heritage of the town and of Welsh Catholicism in Wales given the site’s history.

The building of the new accommodation would add to the already overpopulated area in the conservation area. Population density in this old part of Aberystwyth is already stretching existing infrastructure to the limits.

The new development is not in keeping with the surrounding properties.

The traffic addition of such a development is unsustainable with the current ropad provision.

To remove such an important iconic building from the conservation area would seem to conflict with Ceredigion County Council LDP.

To remove the church from town could be seen as a contravention of Article 9 of the convention of Human Rights.

 

A130399AV28th May 2013

Display of Advertising

Donald Deakin Ltd, 2 Terrace Road, Aberystwyth

No objection.

 

A13040930th May 2013

Replacement uPVC windows and door to front elevation

Flats 1, 2 & 3- 7 South Marine Terrace, Aberystwyth

No objection.  However, we would prefer to see wooden window-frames instead of uPVC.

 

33.Minutes of the General Management Committee held on 10th June   2013 

Following reading for clarity and accuracy the minutes of a meeting held on 10th June 2013 were RESOLVED to be accepted and adopted

MINUTES OF A MEETING OF THE GENERAL MANAGEMENT COMMITEE HELD IN THE MEETING ROOM, 11 BAKER STREET, ABERYSTWYTH ON MONDAY 10th JUNE 2013 AT 6.30PM

 

Present:Councillor Ceredig Wyn Davies

Councillor J Aled Davies

Councillor Kevin Price

Councillor Endaf Edwards

Councillor Sarah Bowen

Councillor Dylan Lewis

Councillor Wendy Morris-Twiddy

Councillor Sue Jones-Davies

Councillor Mair Benjamin

Councillor Mark Strong

Councillor Martin Shewring

Councillor Alun Williams

 

Apologies:                Councillor Steve Davies

Councillor Brenda Haines

 

 

  1. Declarations of Interest

There were none recorded.

 

  1. Election of Officials

The Chairman and Vice Chairman were re- elected.

Chairman- Councillor C Davies

Vice Chairman- Councillor M Shewring.

 

  1. Correspondence
  1. Castle Playground Lease

The confirmation of registry with the Wales land registrty had been received. 

 

  1. A letter of greeting from Kronberg had been received.

 

  1. A CCTV transmission agreement with Ceredigion County Council was received. The matter was referred to the Finance committee.

 

  1. Notice of the One Voice Wales AGM and exhibition was received and referred tot the Finance committee.

 

  1. A price for maintenance of the Queens Rd Maze site was received. Members were of the opinion that this was too expensive and that alternative quotes should be sought.

 

  1. An e mail from Councillor A Williams reminding members that an RA Engagement event being held on the 24th June in the Morlan was circulated.

 

  1. Report on new council accommodation 

The landlord had been advised of the council’s latest stance on this matter and a reply was awaited.

 

  1. Updates on Resolutions

The list of resolutions was again discussed and a number were discarded or consolidated.

It was hoped that a new database delivered that very afternoon would help in reporting.

 

  1. Festive Lighting Infrastructure

It was reported that the new breakout boxes installation would commence on June the 19th 2013.

A meeting had been held with Ceredigion County Council lighting officer who was supportive in principle at the idea of re festooning the promenade.

 

  1. Recycling facilities in Aberystwyth

The Town Clerk had chased up this matter again and was confident that a financial implication report could be delivered at the forthcoming Finance meeting.

 

  1. Aberystwyth Allotments

The Town Clerk reported that initial talks were still ongoing and that nothing had been confirmed at this early stage.

In due course a full costed report would be circulated to all members for consideration.

 

  1. Dog Fouling at the request of Councillor M Shewring

Councillor Shewring reported that it seemed that Ceredigion County Council was ignoring reports of Dog Fouling from members of the public who reported infringements.

Following discussions it was RESOLVED to write to Ceredigion County Council and ask for a copy of their Dog Fouling policy and to also as them to advise the RNLI lifeguards as to where the dog restriction areas on the beaches as it had been reported that the lifeguards had been giving incorrect directions to dog owners.

It was also discussed that all members of Aberystwyth Town Council could be trained and empowered to become “wardens” for the purposes of issuing fixed penalty tickets.

The Clerk agreed to make enquiries.

 

  1. Queens Road Labyrinth- at the request of Councillor J A Davies

Councillor J A Davies reported that he would like consideration of the official opening of the maze on the 20th July 2013 and for Ceredigion County Council to be asked for signage from the promenade to direct visitors to the site. An interpretation board and advertising in the TIC was to be considered as well.

The provision of dog waste and litter bins on site was asked for.

It was agreed that the Town Clerk and Councillor davies could liaise and then advise members as to the arrangements made.

 

  1. Promenade Management at the request of Councillor C Davies

It was reported that Ceredigion County Councillors had recently met with officers to discuss a number of matters pertaining to the promenade and that a report would be forthcoming when various options had been assessed.

 

34.Minutes of a Finance Committee meeting held on 17th June  2013 

Following reading for clarity and accuracy the minutes of a meeting held on 17th June 2013 were RESOLVED to be accepted and adopted

 

MINUTES OF A MEETING OF THE FINANCE AND ESTABLISHMENT COMMITTEE HELD IN THE MEETING ROOM, 11 BAKER STREET, ABERYSTWYTH ON MONDAY 17th JUNE 2013 AT 6.30PM

 

Present:Councillor M Jones

Councillor W Morris-Twiddy

Councillor J A Davies

Councillor E Edwards

Councillor B Haines

Councillor B Davies 

Councillor D Lewis

Councillor M Benjamin

 

Apologies:         Councillor S Jones-Davies

Councillor M Strong

Councillor C Davies

 

  1. Declarations of Interest

There were none recorded.

 

  1. Election of Chairman and Vice Chairman

Councillor Mererid Jones was re-elected as Chairman for the forthcoming year.

Councillor Brian Davies was re-elected as Vice Chairman for the forthcoming year.

 

  1. External Advice Providers (review)

Following clarification of a number of issues it was recommended that the council enter an agreement with Peninsula for the small business contract for a period of five years.

 

  1. Consideration of draft Internal Audit Report- to be circulated on receipt.

A copy of the draft internal audit report was circulated. Aside from a few minor observations the internal auditor was asked to delete in point 7 the word “Clerk” and replace with “Staff”.

 

  1. Update on NTE funding bid by Ceredigion County Council 

A letter from Ceredigion County Council NTE team was considered.

Following a wide ranging discussion it was agreed to make the contribution and monitor progress of the initiative very closely.

 

  1. Repair and refurbishment of the Mayoral chain.

A report was circulated outlining the need to have a quote for the refurbishment of the mayoral chain.

Following discussion it was agreed that the chain be returned to the manufacturer for an evaluation of the work needed to repair and refurbish the chain and to get a costing for the same.

 

  1. Aberystwyth Town Council website

Following an update from Councillor Price it was agreed that he and the Town Clerk get together and sort out the website and e mail provision and consolidate the whole IT infrastructure into one manageable package.

 

  1. Late applications for annual grants

It was discussed that a small number of applications for grants had been received after the closing date for applications. Following discussion it was agreed to write to the late applicants and explain that they had missed this year’s grant  and that their details would be kept on file. However, no grants would be made to these late applicants.

 

  1. Verbal Report on Internal Audit by Chairman

The Chairman reported that she had recently carried out a bank reconciliation and other checks and all was in order.

 

  1. Correspondence
  1. It was clarified that the price quoted by Ceredigion Care Society was for an initial full service and also included three subsequent cuts of the grass in Queens Road.
  2. It was agreed that Aberystwyth Town Council would send a representative to the One Voice Wales conference on the 5th October- Motions for consideration at the AGM were due by 28th June for consideration.
  3. A letter asking for costs and a contract to sign agreeing to payment towards CCTV costs in Aberystwyth was discussed. It was agreed not to pay these costs nor to sign the agreement as the Ceredigion County Council had been asked on numerous occasions for updates and details and no budgetary decisions had been made by Aberystwyth Town Council to cover these costs due to lack of answers.
  4. Aber Town FC asked for consideration of support for a new artificial pitch project costing £100,000.

Whilst the council was fully supportive of the project the Town Clerk was instructed to point out that no financial consideration could be made at this time due to budgetary constraints.

  1. A letter from the Mayor of Kronberg was received where the Mayor of Aberystwyth was invited to the annual Christmas Market. It was agreed to pay for the Mayors flights in order for her to attend.
  2. The Town Clerk asked for confirmation that the extra beach cleaning project would be funded by Aberystwyth Town Council? Following discussion it was agreed to pay the costs as agreed.
  3. The provision of new glass recycling bins in place of the existing bins was discussed. Details had been circulated to all members prior to the meeting. It was agreed that the new provision could make considerable savings and provide a better service to the public. It was agreed to trail the new system for 12 months in the first instance.

 

  1. Questions relating to financial matters

Q1- Has there been any news regarding the chess tournament?

A1: Nothing to date.

Q2- What date would the maze be opened.

A2: It was hoped that the maze would be opened on the 20th July and that Councillor A Davies would liaise with the Town Clerk to facilitate this function.

 

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

        There was nothing urgent that could not wait until the coming Planning committee meeting.

 

36.Clerks Report

There was nothing specific that had not been covered in other areas.

 

 

37.Correspondence.

a)Bank Accounts

The forms for setting up a “Cae Kronberg” account had been received. It was RESOLVED to complete these and for the account for monies pertaining to this project to be opened.

 

b)St Winefrieds RC Church

A long e mail pertaining to issues at the Queens Road Catholic Church was received from Mr Peter Stocks.

It was explained that the decision of the Planning committee had been sent to Ceredigion County Council and that the contents of the e mail werew not read out. Members were advised that the e mail was available for perusal in the office if required.

 

c)ROSPA Inspectors course

Details of a playground inspectors course were reported and Councillor M Shewring was happy to attend. The course cost £340 per person and would take place in Telford on the 10th July

 

38.Questions relating only to matters in this Councils remit

Q1- Had members seen the CADW publications on Historic Rural Dwellings?

A2- The document was available from CADW and online if needed. A copy was held in the office.

Q2- What is progress regarding the lease on the council accommodation?

A2- The Town Clerk had written to confirm what the council had decided and to date he had not heard back.

 

39. To consider expenditure  

Following discussion it was RESOLVED to make the following payments in the sum of £38,174.93.

NAME

DESCRIPTION

Amount £

 

 

 

 

 

ARC

Empty recycling bins - Mar 2013

878.40

)

ARC

Empty recycling bins - Apr 2013

865.80

)£2,939.40

ARC

Empty recycling bins - May 2013

1,195.20

)

Carmarthenshire County Council

Salaries - May 2013

5,238.73

 

CCC

Contribution to replace play equip - Castle area

19,242.33

 

Menter Aberystwyth

Contribution re mgt of Bandstand entertainment prog.

6,000.00

 

Columbine Florists

Mayor Making - 3 x bouquets

60.00

 

Purchase Power

Franking machine rental

21.54

 

Afan Construction

Hire of storage unit for xmas lights

312.00

 

J O Griffiths

Expenses - taking mayoral chain to Tregaron 11/6/13

21.63

 

Landmark Surveys (Wales) Ltd

Survey of Skateboard Park 10/6/13

1,800.00

 

Fasthosts Internet Ltd

Renewal of service

118.51

 

Mr Bryn Smith

Audit fee for Internal Audit 31.3.13

200.00

 

CGC Properties

Garden maintenance - Bowling Green, North Road

800.00

 

Cllr J Aled Davies

North Road Maze - Speedy services.com - borers, panels, blocks

355.66

)

Cllr J Aled Davies

North Road Maze - Travis Perkins Trading Co Ltd - cement, etc.

76.49

)  £440.79

Cllr J Aled Davies

North Road Maze - Travis Perkins Trading Co Ltd - ballast pack

8.64

)

Anna Bullen

Consultancy work on Cae Kronberg project

980.00

 

 

 

 

 

 

Total

38,174.93

 

 

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

Members who were also Ceredigion County Councillors gave reports on traffic orders, Carbonmanagement plan, scaffholding, review of parking orders, flowerbeds and planters, Fixed penalty tickets for parking and enforcement.

 

41.Written reports from representatives to outside bodies 

 None received to date.

 

42.RA Board Report- Councillor Alun Williams

Councillor Alun Williams gave an overview of the work of the RA board and reported on a meeting held in the Morlan Centre which a number of Cllrs attended.

 

43.Wheelie Bins at the request of Councillor Sue Jones Davies

Councillor Sue Jones-Davies raised the issue of larger commercial waste bins being left on pavements sometimes for days and as a consequence the footpath in some places was being blocked to disabled users and mothers with pushchairs.

There was also an issue with some rubbish spilling over into the streets.

Following discussion it was RESOLVED to write to all parties (Ceredigion County Council, Biffa and other commercial waste collectors) and ask them to take a more responsible approach to the way these larger bins were used.

The matter would be monitored by the General Management Committee.

 

Due to time constraints it was RESOLVED to suspend Standing Orders for consideration of the remaining items..

 

44.Flyposting at the request of Councillor Martin Shewring

Councillor Martin Shewring had raised the matter of the flyposting problem in Aberystwyth.

Following a short discussion it was decided that as it seemed that many of the flyposting adverts were to advertise events held in the evenings that a letter should be sent to the Night Time Economy team of Ceredigion County Council and to the students union highlighting the problem and to ask them both to address the issue in partnership.

The matter would be monitored by the General Management committee.

 

45.Market Hall at the request of Councillor Martin Shewring

Councillor Martin Shewring raised the matter of the new market hall and apparent lack of signage, and access.

Ceredigion County Council members advised that these two issues were being dealt with or actually had been addressed and a monitoring stance was suggested. Therefore the matter was deferred until  a future date whilst monitoring of the matter took place.

 

46.Commission on Public Service Governance and Delivery at the request of Councillor Mererid Jones

The consultation document had been circulated to all members for information.

Councillor Mererid Jones suggested that all members who wished to respond to this document should send to either herself or the Town Clerk for collation and the matter of responses should be discussed at the next meeting of Aberystwyth Town Council.