MINUTES OF A MEETING OF THE FINANCE AND ESTABLISHMENT COMMITTEE HELD IN THE MEETING ROOM, 11 BAKER STREET, ABERYSTWYTH ON MONDAY 21ST JANUARY 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 B Davies

 

Apologies:

Councillor C Morgan

Councillor C Davies

Councillor M Benjamin

Councillor  D Lewis

 

 

1. Declarations of Interest

There were none recorded.

 

1. Correspondence

 

1. SLA Carmarthen CC salary service.

It was agreed to enter into a service level agreement with Carmarthen CC to ensure continuity for salary services.

 

1. Public Convenience takeover.

An invitation to begin talks regarding taking over public convenience s in Aberystwyth was received from Ceredigion County Council. Following discussion it was RESOLVED not to show interest in this proposal.

 

c)- Afan Construction

There would be no charge for storage of lighting for the next quarter in lieu of a dmaged container which had been replaced.

 

1. Licence agreement on 11 Baker St.

Ceredigion County Council had enquired as to the disposition of the council’s accommodation. A firm reply would be sent following the meeting with the property agent.

 

1. Land adjoining Catholic Church, Penparcau.

A proposal for Aberystwyth Town Council to take control of a recreation area in a new development was discussed. Following a long discussion it was resolved to seek clarification on whether the development was linked in any way to the new church and if it was to decline the offer.

 

1. Questions relating to financial matters

Q1- What is the latest on the Cae Kronberg Project?

A1-In the last week both Dr Bullen and the Town Clerk had undergone a 90 minute teleconference with the National Lottery to do a pre decision assessment. This was perceived a positive move in the right direction.

 

1. To accept a brief report on an internal audit carried out in January 2013

Councillor M Jones reported that she had carried out an internal audit in January and that she had reviewed the accounts for August, September, October and November and have found that they agreed to the bank and underlying invoices.

There were no issues to report.

 

 

 

1. To receive a report on investments

The Town Clerk reported that he had recently, following resolution, had a meeting with the bank to discuss accounts and interest rates. The bank had agreed to review the accounts and interest rates and advise the Clerk on progress once this review was complete.

 

1. Christmas costs

The overall costs for general Christmas expenditure was lower than last year. The Senior Citizens Christmas dinners had been a great success.  Further invoices were awaited for Christmas lighting, but initial costs were showing an overall cut in costs compared to last year.

A final account would be published once the final invoices were received.

 

1. Council accommodation report

The Town Clerk had approached the new property manager who was due in Aberystwyth in the near future. A full report would be forthcoming once further details had been received.

 

1. To accept and recommend a budget for 2013/4

The final draft budget as agreed in previous meetings was presented to members.

Following a final “tweak” it was resolved to recommend the budget to a meeting of Aberystwyth Town Council for acceptance and ratification.

 

Minute 154

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

There were none to consider at this meeting.

 

Minute 155

Clerks Report

The Clerk reminded members that he would appreciate a response for names on a forthcoming Planning Training course to be held on the 4^th of March 2013 in Aberystwyth.

 

Minute 156

Request for permission to attend CPD events from the Town Clerk- Information enclosed.

The Clerk had submitted a case for the attendance at a Practitioners conference and an Allotment Managers course.

Following discussion it was RESOLVED that the Clerk attend both events.

 

Minute 157

Correspondence.

1. Regeneration Board

An e mail confirming that a public consultation was to be held in May or June this year was received.

 

1. New Development

The naming of a new development in Min y Ddol was to be called Ger y Ddol. Members RESOLVED to accept this name.

 

1. Adoption of Gwel Afon, Penparcau.

Members RESOLVED to accept the adoption of the above named road in Penparcau.

 

1. Min y Ddol Recreation Ground.

The above area was now registered with the land registry.

 

 

 

1. War Memorial Trust

Following a brief discussion it was RESOLVED that Councillor Brenda Haines join Cllrds Ceredig Davies and Mark Strong as a trustee.

1. Renewal Area Maintenance week.

Members were reminded of a request for Aberystwyth Town Council to join as a partner. Members asked why Aberystwyth Town Council was being asked and in what guise?

The Town Clerk would make further enquiries.

 

1. Ceredigion for all-SIP consultation.

Members were reminded that this document was now in the office should anyone wish to comment.

 

Minute 158

Questions relating only to matters in this Councils remit

Q1- What has happened regarding the potential twinning with Arklow?

A1- We are still consulting with potential interested partners.

 

Minute 159

To consider expenditure

NAME	DESCRIPTION	Amount £
ARC	Empty recycling bins – Dec 2012	846.00
CCC	Hire of accommodation	1,125.00
Purchase Power	Rental for franking machine + postage	262.44
Carmarthenshire County Council	Salaries –  December 2012	5,243.11
Konica Minolta	Hire of photocopier	444.02
Konica Minolta	Photocopying charges	132.73
Cllr Martin Shewring	Attending CCTV meeting in Aberaeron on 21.1.13	8.00
Vision ICT Ltd	Website hosting – July 2012 to June 2013	366.00
TME Electrical Contracting Ltd	Disconnect and remove Christmas lights	3,000.00
The Royal British Legion	Donation to Remembrance Parade	800.00
	Total	12,227.30

 

Minute 160

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

 

Min 161

Written reports from representatives to outside bodies

CCTV Committee-Councillor  Martin Shewring- Enclosed

Traffic Management committee- Councillor  M Shewring- Enclosed.

Both reports were received.

 

Minute 162

RA Board Report- Councillor Alun Williams

Councillor Williams gave a comprehensive overview of the current disposition of considerations in front of the board.

 

 

Minute 163

Adoption of National Public Service Complaints Policy

This matter was referred back to the GM committee for consideration.

 

Minute 164

Civic Medal / award at the request of the Mayor

This matter was referred to a future meeting of the GM committee when more information was available.

 

Minute 165

Motion at the request of Councillor M Shewring- Reinstatement of NJC Mileage rate-

Councillor Shewring suggested that members expenses should reflect the national rate.

Following discussion it was RESOLVED that there should be no increase from the one approved by Aberystwyth Town Council.

 

Minute 166

Motion at the request of Councillor J Aled Davies- North Road Maze- Confirmation of commencement.

Councillor Davies suggested that he could postpone the works on the North Road maze project until the new financial year. Members were of the opinion that the work should commence as soon as possible to mitigate further damage to the square.

Following discussion it was RESOLVED that the maze works should be completed in the current financial year.

 

Minute 167

Council Accommodation- An update.

The Town Clerk gave an update on the proposed visit by the new property agent.in the coming week. It was hoped that a personal vist would help explain some of the concerns of Council.

In the meantime some members had discussed alternative locations as a fall back if the Baker Street project did not work.

The Town Clerk agreed to keep the steering group informed.

 

Minute 168

To consider that under the Public Bodies (Admission to Meetings) Act 1960 (as extended by s.100 a (4) of the Local Government Act 1972), the public and accredited representatives of newspapers be excluded from the meeting for the following items of business on the grounds that it involves the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Local Government Act 1972 The nature of the exempt business is relating to the discussion of a complaint.

 

Following a brief discussion it was RESOLVED to exclude all non members

The Clerk also left the meeting

 

Minute 169

Staffing Matters

It was resolved for the Mayor to write a letter on behalf of Aberystwyth Town Council to apologise for breach of protocol.
Further, to invite LLanbadarn Community Council to meet with the Town Council to discuss options for working together.
It was discussed that the Mayor need further guidance from the Mayor’s secretary for asking for permission.

The second matter : A complaint was referred to the Staffing Committee to discuss and feedback to the next full council meeting.

It was drawn to the attention of all members that this matter was confidential.

 

Meeting ended at 21.50