Full Council
24/09/2012 at 6:30 pm
Minutes:
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 MONDAY 24TH SEPTEMBER 2012 AT 6.30PM
Present:
Councillor Dylan Lewis
Councillor Mair Benjamin
Councillor Sarah Bowen
Councillor Brian Davies
Councillor Ceredig Wyn Davies
Councillor Steve Davies
Councillor Endaf Edwards
Councillor Christopher Griffiths
Councillor Brenda Haines
Councillor Mererid Jones
Councillor Sue Jones-Davies
Councillor Carys Morgan
Councillor Wendy Morris-Twiddy
Councillor Kevin Roy Price
Councillor Martin Shewring
Councillor Alun Williams
Apologies:
Councillor J Aled Davies
Councillor Mark Strong
Councillor Jeff Smith
In attendance- 14 members of the public.
75. An address by Mr Peter Stocks- Parishioner of St Winifred’s RC Church
It was RESOLVED to suspend standing orders to allow Mr Stocks to address members relating to the proposed development in Queens Road, Aberystwyth. He read from a prepared statement relating to the proposed demolition of the Catholic Church.
A brief question and answer session then followed.
Mr Stocks was thanked by the Mayor and members for his presentation.
It was further RESOLVED to reinstate standing orders.
76. Personal References
There were none recorded.
77. Declarations of Interest for matters arising from agenda items
There were none recorded.
78. Mayoral Activity Report
The Mayor had circulated a comprehensive resume of his recent activities on behalf of Council.
79. Minutes of a meeting of Council held on 23rd July 2012
It was RESOLVED to accept the minutes of the meeting as a true record subject to the following amendments:
- Minute 51- Add- It had been RESOLVED to invite tenders for the grass cutting Contract in North Road.
- Minute 58(2) –Correction- The Chairman had NOT attended the meeting of Ceredigion County Council planning committee.
- Minute 66- The matter re busking had been referred to General Management Committee.
- Minute 67- The matter re Nightime economy had been referred to General management committee.
- Minute 68- There were no comments recorded.
- Minute 73- The North Road development had been refered to General Management committee.
80. Minutes of a Planning Committee held on 3rd September 2012
It was RESOLVED to accept the minutes of the meeting as a true record subject to the following amendments:
A meeting of the Planning Committee held on Monday 3rd September 2012 in the Committee room, 11 Baker Street, Aberystwyth at 6.30pm
Present:
Councillor K R Price
Councillor E Edwards
Councillor B Davies
Councillor C Davies
Councillor M Strong
Councillor S Davies
Councillor M Benjamin
Councillor B Haines
Councillor M Jones
Councillor A Williams
Councillor W Morris-Twiddy
Councillor S Bowen
Councillor D Lewis
Apologies:
Councillor M Shewring
Councillor S Jones-Davies
Councillor J A Davies
Councillor J Smith
- Planning issues and Economic Development in Aberystwyth
No discussion.
2.Kwiksave and Cambrian Garages site, Park Avenue at the request of Councillor M Benjamin.
It was reported that the former KwikSave / Cambrian Garages site was looking very shabby and was in dire need of a clean-up. As a prominent site on the “gateway to Aberystwyth” it didn’t give a good impression to visitors.
Following discussion it was RESOLVED to write to both Ceredigion County Council and Aldi to ask for a general tidy up of the area.
3.Correspondence
There was none for consideration
4.To consider planning applications
A member of the public was allowed to address the committee. Professor Hall gave a report on the impact a proposed development would have on Piercefield Lane Penparcau.
A12 0492LB (dated 24th July 2012)
Re-roofing main roof. Patch, repair, render. Renew existing windows with hardwood timber sash.
59 Marine Terrace, Aberystwyth.
No objection. Aberystwyth Town Council welcomes any improvements to existing properties.
A12 0493LB (dated 24th July 2012)
Renovation and improvements to dwelling, including new windows and door.
60 Marine Terrace, Aberystwyth.
No objection. Aberystwyth Town Council welcomes any improvements to existing properties.
A12 0502 (dated 31st July 2012)
Erection of 56 dwellings and associated works.
Land at Piercefield Lane, Penparcau, Aberystwyth.
Strongly object on the following grounds:-
1. The site, due to its proximity to a working farm, could reasonably be considered to be totally unsuitable for such a large residential development as certain farming activities would inevitably cause complaints, and farming activities might have to be curtailed, causing a loss of farming efficiency.
2. The current road/transport infrastructure is totally inadequate for such a large residential development and the inevitable increase in vehicular traffic in the area.
3. There is very strong local opposition to this development on the grounds of loss of amenity.
4. The hydrological impact of the development would have an adverse effect on the local area and on farming practise.
5. Concern is also raised regarding the potential impact that e Coli pathogens, which can be either insect-carried or airborne, could have on habitations in close proximity to working farms, and this could have serious implications for community health and the wellbeing of a tight-knit community.
5. The development would be totally out of character with the locality.
Aberystwyth Town Council is in receipt of a letter of objection from the Piercefield Lane Residents’ Association and the Council corporate would endorse the detailed objections raised within that correspondence. It is understood that a copy of the letter has been sent to Ceredigion County Council Planning Department.
A12 0505 (dated 31st July 2012)
Variation of Condition No. 2 of application A12 0018 (revised drawings).
Fifth Avenue, Penparcau, Aberystwyth.
Request a Holding Notice as Aberystwyth Town Council do not have any idea what the original drawings look like. Please supply details of revised drawings.
Declaration of Interest: Cllr Mererid Jones, Cllr Mair Benjamin.
A12 0517 (dated 1st August 2012)
Variation of Condition 2 of planning permission A05 0173 to allow retention of the modular operating theatre for a further 36 months until 30/4/2013.
Bronglais Hospital, Caradog Road, Aberystwyth.
No objection. Aberystwyth Town Council strongly supports any initiative to continue services at Bronglais Hospital.
A12 0523 (dated 1st August 2012)
Change of use from Doctors’ Surgery to 2 flats.
26 North Parade, Aberystwyth.
No objection.
A12 0525 (dated 2nd August 2012)
Change of use from Doctors’ Surgery to 6 flats.
26 North Parade, Aberystwyth.
No objection.
A12 0527 (dated 1st August 2012)
Change of use from Doctors’ Surgery to offices.
26 North Parade, Aberystwyth.
No objection.
A12 0529 (dated 2nd August 2012)
Change of use from Doctors’ Surgery to small Boutique Hotel.
26 North Parade, Aberystwyth.
No objection. Strongly support.
A12 0538AV (dated 2nd August 2012)
Display of illuminated fascia sign indicating name of hospital.
Bronglais Hospital, Caradog Road, Aberystwyth.
No objection.
A12 0539CA (dated 2nd August 2012)
Demolition of stone wall to the north of the plot. Re-building of wall.
Llys Owen, Llanbadarn Road, Aberystwyth.
No objection.
A12 0551AV (dated 7th August 2012)
Internally illuminated sign.
Argos Ltd, Unit 2, Rheidol Retail Park, Aberystwyth.
Objection. There is strong local opposition due to potential light pollution and loss of amenity to local residents.
A12 0552AV (dated 7th August 2012)
Rectangular fascia sign.
Crown Buildings, Northgate Street, Aberystwyth.
No objection. Welcome the bilingualism.
A12 0562 (dated 10th August 2012)
Addition of two studio flats.
36 Mill Street, Aberystwyth.
No objection.
A12 0563 (dated 13th August 2012)
Erection of a dwelling and garage.
Llysowen, land adj to Carregwen, Llanbadarn Road, Aberystwyth.
No objection.
A12 0568 (dated 17th August 2012)
Proposed demolition of the existing timber porch and the erection of a replacement porch. Retention of a replacement dormer window previously constructed.
15 South Marine Terrace, Aberystwyth.
No objection.
A12 0569 (dated 17th August 2012)
Variation of Condition 4 of A10 0767 – to allow the premises to be open between hours of 1100 to 0100 hours Monday to Sunday. From 1100 to 2300, collections will be available as deliveries. However, from 1100 to 0100 hours, only deliveries will be available to the public.
Unit 1, The Barn Centre, Alexandra Road, Aberystwyth.
Objection. The variation would be detrimental to local residents due to increase in late-night noise, light pollution and traffic.
A12 0571 (dated 20th August 2012)
The University is seeking permission to change the use of the property from business to residential.
Glenview Creche, Brynymor Road, Aberystwyth.
No objection to a single, residential unit.
A12 0577 (dated 20th August 2012)
External facade refurbishment. Existing shopfront metal fenestration replaced with new painted softwood fenestration, including new pilasters, consoles, fascias and stall risers. Sash windows above overhauled. External walls re-painted. Roof covering replaced with new slates to match existing.
47, Dolphin Restaurant, Great Darkgate Street, Aberystwyth.
No objection. However, if signage is to be included in the refurbishment, Aberystwyth Town Council would welcome bilingual signage.
A12 0581CA (dated 29th August 2012)
Alteration to access.
Islwyn, Llanbadarn Road, Aberystwyth.
No objection.
A12 0584LB (dated 22nd August 2012)
Alteration to office accommodation layout on the first floor.
40c and 46 Great Darkgate Street, Aberystwyth.
No objection.
A12 0601 (dated 28th August 2012)
Demolition of existing scullery and construction of a new single-storey extension.
Tŷ Blodwen, Brynymor Road, Aberystwyth.
No objection.
Declaration of Interest: Cllr Mark Strong.
81. Minutes of the General Management Committee held on 10th September 2012
It was RESOLVED to accept the minutes of the meeting as a true record subject to the following amendments:
To alter attendance list to show Councillor B Davies as NOT present.
Minute 3-Add- It had RESOLVED to write to Ceredigion County Council to ask for an extension of the current lease.
Minute 3- Add- It had been RESOLVED to seek tenders for grass cutting in North Road.
MINUTES OF A MEETING OF THE GENERAL MANAGEMENT COMMITEE HELD IN THE MEETING ROOM, 11 BAKER STREET, ABERYSTWYTH ON MONDAY 10th SEPTEMBER 2012 AT 6.30PM
Present:
Councillor C Davies
Councillor J A Davies
Councillor A Williams
Councillor B Davies
Councillor B Haines
Councillor W Morris-Twiddy
Councillor D Lewis
Councillor S Jones-Davies
Councillor J Smith
Councillor K R Price
Councillor M Shewring
Councillor M Jones
Councillor E Edwards
Councillor S Davies
Councillor M Benjamin
Apologies:
Councillor M Strong
- Correspondence
- Ceredigion County Council consulted on the naming of a new estate in Southgate adjacent to Maes y Crugia. The proposed name was Clos Crugiau.
Following discussion it was agreed to agree to the suggestion.
- Cae Kronberg progress
The formal planning application was submitted to Ceredigion County Council on the 3rd August 2012 and we will now have to wait for due process to be completed before the application for the lottery can be progressed. There has been an extension granted by the lottery for the time involved in submitting the final claim for funding (Phase 3).
The tender document has been “tweaked” by a very helpful Ceredigion County Council Architects department and is ready to be sent out as soon as the planning and funding is confirmed.
- Report on North Road Park
Following CCS’s presentation to the council and talks held on the evening that they started to cut the grass the next morning at 06.30am!
The future use of the park are is to be considered and the general consensus is that something needs to be done with the grass “square” to minimise the damage done by the playing of ball sports by stud wearing players during the winter months.
The land is currently on lease from Ceredigion County Council with a short breakout clause (either way) in the deeds – so considerable investment is to be strongly discouraged.
Overall- everyone was very happy with the treatment and a costing exercise has been requested.
Grass cutting and grounds maintenance needs to be contracted out on an annual basis and not on an as and when needed basis as it is now.
- Report on Allotments
This issue has raised some considerable negativity from one or two locals and even threats of physical violence and damage to anything left or erected on site.
The recent clearance of bracken growing (for H&S reasons) was met with violent hostility towards the contractor. A meeting with local residents is shortly to take place and ideas for the future development of land usage need to be discussed. This has not happened to date due to August recess and availability of local members.
If it is found that small “starter” allotments is not tolerated then other ideas can be investigated such as community orchards or some such similar projects.
It was RESOLVED to hold a public meeting to progress this matter as soon as possible.
- Report on new council accommodation
Aberystwyth Town Council administration has been occupying two rooms on the top floor of 11 Baker Street since June 2010.
This accommodation was originally intended as a holding position while other possibilities for a more permanent home were considered. Recently, the landlord of the Baker Street premises, Ceredigion County Council, have given notice that they intend to relinquish the Lease back to the owner on 31st March 2013, and have subsequently served notice on all the tenants as a direct consequence of this. Aberystwyth Town Council is now faced with a number of choices:-
a)Continue to lobby Ceredigion County Council for a Community Asset Transfer of a vacant property. The Clerk has done considerable research into the methodology and requirements of this scheme and is of the opinion that, should Ceredigion County Council step up to the mark, this could potentially allow a number of different premises to be acquired (singly, of course). However, time would be against us in fulfilling the necessary modifications to any premises given to us under this scheme.
b)Stay where we are and negotiate with the owner for Aberystwyth Town Council to become the long-term tenant with controlling options on sub-letting parts of the building to other interested parties. This option, however, would necessitate a number of structural changes to accommodate current encumbents, but the cost of these changes would be borne by the owner. This would be the least disruptive option and, in the long term, would allow the Town Council to establish a town centre facility.
c)One option was also to enquire as to the availability of suitable premises on the commercial market for either purchase or rent and, to this end, a “trawl” was made of all local Estate Agents with a simple requirements list, but this produced absolutely no suitable premises whatsoever.
Depending upon which option the Council wishes to follow, and bearing in mind the time constraints involved, it will mean that some innovative funding solutions will have to be discussed and considered, and this does not rule out a potential increase in precept, but this increased expenditure could be offset by an increase in services provided at the premises.
It is worth noting that a decision regarding this matter will have to be made in the very near future to enable all parties involved to plan ahead for a smooth transition on whichever path it is decided to take.
It was RESOLVED to write to the university to confirm the availability of any of their empty properties.
- Christmas Lights 2012
It had recently been reported that A&G access were not able to erect the Christmas lights this year. It was RESOLVED to canvass all potential contractors to get quotes for the work.
- Consideration of items for forthcoming estimates for 2013
The Clerk gave members advice and asked for consideration for spending in the next financial year.
- Updates on Resolutions
Following a review it was decided that the Clerk and chairman of the committee would revisit the list in an attempt to rationalise things.
- Agenda Item at the request of Councillor M Benjamin- “Allotments Resolution -to discuss the issue of pollution on the allotments and the financial position i.e. if we have to take away the top soil, are we taking on a red heron? “
The Chairman corrected Councillor Benjamin regarding the fact that Aberystwyth Town Council did not have any control over the allotments and a copy of the environmental health department was awaited.
- Agenda Item at the request of Councillor M Benjamin- “Standing Orders Resolution again to discuss the delay on the web page re Minutes and is there another way of keeping Town Council up on the progress to look at other Areas i.e. Cardigan Welshpool”
The Clerk advised that the minutes on the website were up to date and had been for some time. He admitted that there was a backlog in waiting for the Welsh copies – but this was down to translator issues. He asked if any of the members were interested in translating minutes into Welsh?
- Agenda Item at request of Councillor M Shewring- CPO’s in Aberystwyth.
Declarations of interest in this item were registered by Cllrs JA & C Davies who removed themselves from the meeting.
The Clerk advised Councillor Shewring that as he had applied for a dispensation which had not as yet being granted he could be considered to be in breach of the code of conduct if he carried on with his motion.
Councillor Shewring asked for the matter to be deferred.
- Staffing Matters
There was nothing to report.
82. Minutes of a Finance Committee meeting held on 17th September 2012
It was RESOLVED to accept the minutes of the meeting as a true record subject to the following amendments:
To add: It was RESOLVED to add the names of Councillor Brian Davies and Councillor Mererid Jones to the Councils banking mandate list.
MINUTES OF A MEETING OF THE FINANCE AND ESTABLISHMENT COMMITTEE HELD IN THE MEETING ROOM, 11 BAKER STREET, ABERYSTWYTH ON MONDAY 17th September 2012 AT 6.30PM
Present:
Councillor M Jones
Councillor W Morris-Twiddy
Councillor E Edwards
Councillor C Davies
Councillor M Strong
Councillor M Benjamin
Councillor B Davies
Councillor K Price
Councillor D Lewis
Councillor C Morgan
Apologies:
Councillor S Jones-Davies
Councillor B Haines
Councillor M Shewring
- Declarations of Interest
There were none noted
- To receive a report on the work of Menter Aberystwyth- Mrs E Lewis-
Mrs Lewis stated that there had been a number of challenges over the year which had largly been overcome.
She gave an overview of the summer entertainment programme and advised that there was an underspend in the account . It was suggested that this goes towards a Christmas lights initiative.
She went on to give a report on a number of other initiatives that Menter Aberystwyth was organising or involved with.
She went on to answer questions.
- Correspondence
Here was none for this committee
- Questions relating to financial matters
No questions were asked.
- To receive and adopt the accounts for June 2012
It was RESOLVED to receive and adopt the accounts for June 2012
- To receive and adopt the accounts for July 2012
It was RESOLVED to receive and adopt the accounts for July 2012
- To receive and adopt the accounts for August 2012
It was RESOLVED to receive and adopt the accounts for August 2012
- To receive and adopt the external audit report for year ending 31st march 2012.
It was RESOLVED to receive and adopt the external audit report for the year ending 31st March 2012. The Clerk advised that the statutory notices had been displayed.
- To receive a report of the Aberystwyth Farmers Market
Members were pleased to receive the report on the Aberystwyth Farmers Market. There was a request for a breakdown of costs and to write to Ceredigion County Council and ask to be kept informed of developments regarding the market.
It was further suggested that community groups be allowed to have a presence at the market on an occasional basis.
- To review options for advice to Aberystwyth Town Council on legal and employment matters.
Following discussion it was RESOLVED to terminate the contract with Peninsula and to seek advice as to service level agreements with local solicitors.
- Agenda Item at the request of Councillor M Jones- See attached papers
Councillor M Jones submitted the following motion for consideration:
The Town Council will pay for training approved to a Town Councillor.
If the Town Councillor sends an apology to the Clerk for being unable to attend, no repayment will be requested from that Councillor.
However, if a Councillor does not send apologies nor attend the training, the Town Council reserves the right to ask that Town Councillor for repayment of the cost of the training.
The Town Clerk will send regular reminders to Councillor regarding training for which they are booked.
Following discussion it was RESOLVED to adopt this policy.
83. Planning applications- to consider those applications not covered in the monthly planning meeting and are time sensitive.
These were deferred to the next meeting of the Planning committee.
84. Clerks Report
The Clerk reported that he had recently attended a meeting relating to new pension regulations.
He was also in talks with Ceredigion County Council relating to the changing of bus shelters.
85. Correspondence.
a)Regeneration Board seat
Aberystwyth Town Council was invited to nominate a member for the Aberystwyth Regeneration Board and following discussion it was RESOLVED to nominate Councillor Alun Williams to the board to represent Aberystwyth Town Council.
- Running Track / Velodrome
A letter of thanks from Ceredigion County Council for support of this project was received.
- SARPA
The latest newsletter was received.
- Twinning with Arklow
A letter asking for consideration of a formal twinning with Arklow was considered. It was reported that there were considerable links already in place with many interested parties and that many groups had already established social and sporting links with the town.
Following discussion it was RESOLVED to write to all interested parties to seek support for a formal twinning and the establishment of a formal twinning association with the town if there was sufficient interest. In the meantime a letter to Arklow to let them know of progress would be sent.
- Welsh Guards
The officer in charge had e mailed Aberystwyth Town Council and asked for permission for the regiment to parade through Aberystwyth on the 30th January in recognition of the freedom bestowed on the regiment and in recognition of its return from operations in Afghanistan.
Following discussion it was RESOLVED to welcome the regiment to undertake this privilege and right.
- Tai Cantref
The annual report was received.
- Mid and West Wales Fire and Rescue Service
The annual Ceredigion Community Plan was received.
- Ray Ceredigion
Information relating to grants and play provision was received.
- Reply to Social Services letter
A copy of a reply sent on behalf of a local resident was received.
- Grant Application
A grant application from The Aberystwyth Round Table towards a public fireworks display was referred to the Finance committee.
- St David’s Day Parade
A letter asking for support for a St David’s day parade on 1st March was received.
Following discussion it was RESOLVED to support this initiative.
86. Questions relating only to matters in this Councils remit
Q1- Where was the resolution to write to Ceredigion County Council regarding the day centre on the resolution list?
A1- Maybe it had been removed by the Chairman of the committee as it had been done.
Q2- Why had a reply not been received regarding the visit to the day centre?
A2- The Clerk could not answer for third parties- Another reminder would be sent to Ceredigion County Council regarding this matter.
87. To consider expenditure
It was RESOLVED to pay the following accounts in the sum of £31,710.34
| NAME | DESCRIPTION |
Amount £ |
| Carmarthenshire County Council | Salaries – July + August 2012 |
10,486.22 |
| Purchase Power | Rental for franking machine + postage |
266.94 |
| ARC | Empty recycling bins – July + August 2012 |
1,546.20 |
| CCC | Contribution to Punch & Judy Exhibition |
600.00 |
| CCC | Contribution to Farmers’ Market 2012 |
7,000.00 |
| CCC | Contribution to Sea 2 Shore Festival 18/8/12 |
1,500.00 |
| BT | Internet bill |
195.12 |
| Viking | Office stationery |
104.17 |
| J O Griffiths | Travel expenses incurred re planning application |
57.69 |
| Afan Construction Ltd | Fee for storage of Christmas lights |
390.00 |
| OVW | Code of Conduct training (9 places) – 25.7.12 |
270.00 |
| Ceredigion Care Society | Clearance of North Road Bowling Green and Park |
465.00 |
| ABBA Gardening | Cutting of proposed allotment area in Penparcau |
300.00 |
| P Norrington-Davies | Trashing 2012 |
729.00 |
| Aberystwyth/Esquel PPA | Annual grant |
2,500.00 |
| Aberystwyth/Kronberg PPA | Annual grant |
2,500.00 |
| Aberystwyth/St Brieuc PPA | Annual grant |
2,500.00 |
| Pear Technology Services Ltd | Tech support and software updates – renewal |
300.00 |
|
Total |
31,710.34 |
88. Verbal Reports from Ceredigion County Councillors on matters pertaining to this Council
Councillor Alun Williams gave details of the new bus services, monitoring and carbon management officer role in Ceredigion County Council
Councillor Ceredig Davies gave details on eye test facilities and accessibility by new bus route and of the time slippage in the road improvement scheme.
89. Written reports from representatives to outside bodies
It was RESOLVED to accept the following reports:
GAG- Councillor Endaf Edwards
AEPPC- Councillor Endaf Edwards
New Arriva train refurbishment- Councillor Mair Benjamin
Fairtrade Group- Councillor M Jones
Councilor Benjamin introduced two reports at the meeting.
90. To receive a report from the Aber LGBT group.-
The group had provided a comprehensive report on their recent activities. Members were complementary in the way the information had been presented.
91. Motion at the request of Councillor M Shewring- Arriva Bus Routes
Councillor Shewring stated that patients from Ystwyth Surgery were being affected by poor bus timetabling for trips to the replacement surgery in Penrhyncoch.
Following discussion it was RESOLVED to write to the bus company to ascertain if changes could be made to the timing of busses to accommodate the needs of patients.
92. Motion at the request of Councillor M Jones-Nuisance calls
The Town Council over the last few months, has received nuisance phone calls in which the phone rings but no answer. The caller has withheld the number, therefore it is difficult to trace the call.
In our duty to be a good employer to both staff employed and to make sure that they do not feel vulnerable.
We will monitoring the number of such calls for a period of two months in October and November.
If the volume of calls are substantial, we will have no option but pay £4 per month to BT for a “call identifying service” which will allow us to see the number of any blocked calls.
The Staffing Committee would like permission to proceed on this basis.
Following discussion it was RESOLVED to follow this course of action.