MINUTES OF A MEETING OF THE FINANCE AND ESTABLISHMENT COMMITTEE HELD IN THE MEETING ROOM, 11 BAKER STREET, ABERYSTWYTH ON MONDAY 17^th 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 5^th October- Motions for consideration at the AGM were due by 28^th 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 20^th 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 10^th 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.