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 THURSDAY 25^TH JUNE  2012  AT 6.30PM

 

Present:

Councillor D Lewis

Councillor W Morris-Twiddy

Councillor B Haines

Councillor M Jones

Councillor K Price

Councillor M Benjamin

Councillor M Shewring

Councillor J Smith

Councillor C Davies

Councillor C Morgan

Councillor E Edwards

Councillor S Davies

Councillor M Strong

Councillor B Davies

Councillor S Bowen

Councillor J A Davies

 

In Attendance16 members of the public

 

The Mayor opened the meeting and in the interests of progression suggested moving item on the agenda to item 1 to save the large public interest in a planning application to be heard first.

Following a vote it was RESOLVED to do so. It was further RESOLVED to suspend Standing Orders to allow members of the public to address Council.

 

26) Planning application (moved for public participation.

A12 0276 & A12 0277CA  The Presbytery, Queens Road, Aberystwyth

A number of letters and submissions relating to objections against this application were circulated.

A number of verbal submissions were also made against the application.

Standing orders were then reinstated for the council to discuss this matter fully.

Following a wide ranging discussion it was RESOLVED to submit the following to Ceredigion County Council planning department.

RESOLVED- Strongly Object to this application on the following grounds:

 

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.

It was further RESOLVED to write to the Catholic hierarchy to draw attention to the members and public concern at losing the church from the town.

 

27. Introduction to Aberystwyth Police Community Support Officers

PCSO 8067 David Goffin introduced himself and his colleague PCSO 8087 Caroline Hughes to members and gave an overview of their role and work within the community.

He gave members information regarding anti graffiti measures being considered and then he left his contact details for members information.

 

 

28. Personal References

The Town Clerk reported that following consultation with the Mayor, he had written a letter of congratulation to Mr Iori Lewis on his receiving the British Empire Medal in the recent Birthday Honours list.

 

29. Declarations of Interest for matters arising from agenda items

There were none received.

 

30. Mayoral Activity Report 

The Mayor circulated a comprehensive report on all his activities on behalf of the council since his installation.

 

31. Minutes of a meeting of Council held on 30^th  April 2012 

It was RESOLVED to accept the minutes of the meeting as a true record subject to the following amendments:

1. Remove DOI by Councillor Morris-Twiddy from Minute 198 (10)
2. Minute 209- Add “and provide like for like” at end of last paragraph.
3. Renumber min 212 as 211.

 

32. Minutes of a meeting of Council held on 14^th May 2012 

It was RESOLVED to accept the minutes of the meeting as a true record.

 

33. Minutes of a Planning Committee held on 28^th May 2012 

It was RESOLVED to accept the minutes of the meeting as a true record subject to the following amendments:

1. Show Councillor Strong in apologies
2. Planning applications referring to Cnwc y Lili- Delete “PREVIOUS PLANNING NOT GRANTED” statement.

A meeting of the Planning Committee held on Monday 28^th May 2012 in the Committee room, 11 Baker Street, Aberystwyth at 6.30pm

 

PresentCouncillor Dylan Lewis

Councillor K Price

Councillor J Smith

Councillor W Morris-Twiddy

Councillor M Shewring

Councillor S Bowen

Councillor J A Davies

Councillor E Edwards

Councillor S Davies

Councillor B Davies

Councillor W Thomas

 

ApologiesCouncillor C Griffiths

 

1. Election of Chairman

Following nomination and seconded Councillor Endaf Edwards was elected as Chairman of the Planning Committee.

 

1. Election of Vice Chairman

Following nomination and seconded Councillor Steve Davies was elected as Vice Chairman of the Planning Committee.

 

1. Review of Terms of Reference.

Point 6 (public may speak) was reviewed and the chairman was advised that the time limit was as described in the Councils Standing Orders or at his discretion in urgent cases. Members of the public wishing to talk were to speak before the debate by Mmebers.

 

1. Planning issues and Economic Development in Aberystwyth

There was nothing to discuss.

 

1. Correspondence

1. Ceredigion County Council advised that a topographical survey of the town was to be carried out to inform an investigation into flood risk.
2. Notice of tree works to be carried out in Llanbadarn Road were received.
3. The result of an appeal by Hacer Developments into Crown Buildings, Northgate Street was received.

 

1. Planning Applications

A12 0228 (dated 11^th May 2012)

Change of use of office accommodation in converted dwelling back to one unit of residential accommodation.

4 Pound Place, Aberystwyth.

NO OBJECTION IN THIS APPLICTION – BUT CONCERN OVER LACK OF PARKING PROVISION IN HIGH DENSITY HOUSING AREA.

 

A12 0241 (dated 10^th April 2012)

Variation of condition 1 to extend the time for commencement of works.

Plot 4 Felin y Mor, Aberystwyth.

A DECLARATION OF INTEREST WAS RECEIVED FROM COUNCILLOR S BOWEN IN THIS MATTER.

THERE WAS NO OBJECTION TO THIS APPLICATION BUT THE AUTHORITY WAS ASKED TO CONSIDER PREVIOUS REPLIES FROM ABERYSTWYTH TOWN COUNCIL IN THIS APPLICATION.

 

A12 0246AV (dated 13^th April 2012)

Display of fascia sign.

26 Great Darkgate Street, Aberystwyth.

 

A12 0249 & A12 0250CA (dated 16^th April 2012)

Conversion of existing 6 bedroom end terrace 4-storey house into 2 self-contained 3-bedroom flats including the demolition of the existing 1.5 storey side addition and its reconstruction in 2.5 storeys.

15 Mandela House, Aberystwyth.

OBJECTION DUE TO L;ACK OF PARKING PROVISION IN A HIGH DENSITY PARKING AREA AND LACK OF STORAGE SPACE FOR REFUSE.

 

A12 0257 (dated 9^th April 2012)

Conversion of house into three flats.

45 Portland Street, Aberystwyth.

NO OBJECTION PROVIDING THE PROVISION OF ADEQUATE OFF STREET PARKING IS SHOWN TO BE VIABLE

 

A12 0259 (dated 23^rd April 2012)

Erection of 2 No. self-contained residential flats.

Land adjoining Cnwc-y-Lili, South Road, Aberystwyth.

STRONGLY OBJECT. THE LOSS OF TWO OFF ROAD PARKING PLACES IN THIS AREA IS UNACEPTABLE. AREA IS ALREADY BADLY OVERDEVELOPED. LACK OF ONSTREET PARKING ANYWHERE NEARBY. OVERLOADING OF EXISTING SEWERAGE INFRASTRUCTURE. PROPOSED NEW BUILD OUT OF CHARACTER WITH EXISTING NEIGHBOURING PROPERTIES. STRONG NEIGHBOURHOOD OBJECTIONS RAISED. PREVIOUS PLANNING NOT GRANTED

 

A12 0276 & A12 0277CA (dated 27^th April 2012)

Demolition of church and erection of residential development.

The Presbytery, Queen’s Road, Aberystwyth.

THIS MATTER IS OF SUCH IMPORTANCE THAT IT HAS BEEN DEFFERED TO A FULL MEETING OF ABERYSTWYTH TOWN COUNCIL FOR DELIBERATION

 

A12 0305LB (dated 10^th May 2012)

The scheme proposes the replacement, repair and refurbishment of various station facilities to create a coherent station, improve passenger access, functional operability and the setting of the historic building.

Aberystwyth Railway Station, Alexandra Road, Aberystwyth.

THIS MATTER HAS BEEN DEFFERED TO A MEETING OF ABERYSTWYTH TOWN COUNCIL FOR DELIBERATION.

 

A12 0323 (dated 18^th May 2012)

Demolition of front boundary wall.

Land adjoining Cnwc-y-Lili, South Road, Aberystwyth.

STRONGLY OBJECT. THE LOSS OF TWO OFF ROAD PARKING PLACES IN THIS AREA IS UNACEPTABLE. AREA IS ALREADY BADLY OVERDEVELOPED. LACK OF ONSTREET PARKING ANYWHERE NEARBY. OVERLOADING OF EXISTING SEWERAGE INFRASTRUCTURE. PROPOSED NEW BUILD OUT OF CHARACTER WITH EXISTING NEIGHBOURING PROPERTIES. STRONG NEIGHBOURHOOD OBJECTIONS RAISED. PREVIOUS PLANNING NOT GRANTED

 

A12 0336LB (dated 23^rd May 2012)

External repair and re-decoration of ‘The Tree House’.

14 The Treehouse, Victoria House, Baker Street,  Aberystwyth.

NO OBJECTION- WELCOME ANY WORKS THAT ENHANCE A PROPERTY OF HISTORICAL IMPORTANCE.

 

 

34. Minutes of a meeting of Council held on 7^th June 2012 

It was RESOLVED to accept the minutes of the meeting as a true record subject to the following amendments:

1. Delete “ANNUAL” and replace with SPECIAL in title of document.
2. Add Councillors B Davies and A Davies to the interest group.

 

35. Minutes of the Finance and Establishment Committee held on 21^st May 2012 

It was RESOLVED to accept the minutes of the meeting as a true record subject to the following amendments:

1. A declaration of Interest was received from Councillor M Strong in min 7- Donations – CCS.

MINUTES OF A MEETING OF THE FINANCE AND ESTABLISHMENT COMMITTEE HELD IN THE MEETING ROOM, 11 BAKER STREET, ABERYSTWYTH ON MONDAY 21^st May 2012 AT 6.30PM

 

Present:Councillor A Williams

Councillor M Shewring

Councillor M Strong

Councillor W Morris-Twiddy

Councillor M Jones

Councillor C Morgan

Councillor E Edwards

Councillor C Davies

Councillor J Smith

Councillor Brian Davies

Councillor B Haines

Councillor K Price

 

Apologies:         Councillor S Jones-Davies

 

1. Election of a chairman

Following nominations and seconding Councillor M Jones was elected as Chairman of the Finance and Establishment committee.

 

1. Election of a vice chairman

Following nominations and seconding Councillor B Davies was elected as Vice-Chairman of the Finance and Establishment committee.

 

1. Correspondence

There was none for this committee.

 

1. Questions relating to financial matters

Q1- How much is there in the council’s accounts.

A1- An up to date account post Annual close down has not yet been done. The accounts for April and May will be presented at the next committee meeting.

Q2- What is Section 137 funding?

A2- Funding for a function where no defined power to fund exists as long as certain criteria are met.

 

1. To consider release for further funding for Aberystwyth Carnival.

Councillor Morris-Twiddy declared an interest in this matter and left the meeting.

Following discussion it was RESOLVED to release the balance of funding following the payment of the insurance premium to the limit of £5,000. It was noted that a full report and financial breakdown would be requested following this event.

 

1. To consider funding for “Big Grin” project.

The Clerk gave an overview of the Punch and Judy 350 “birthday” celebrations and gave information on how Aberystwyth was the only town in Wales to benefit from the “Big Grin” project to be held over a month in the Aberystwyth Museum. This was show and exhibition relating to the history of Mr Punch.

It was reported that the Museum would match fund the cost and following discussion it was RESOLVED to contribute £600 to the month long event.

 

1. To consider grant applications for funding

Following a long and detailed discussion where each case was discussed, it was RESOLVED to make the following awards:

3^rd Aberystwyth Scout Group£250

Aber & District Evening Cricket League£250

Aber LGBT£500

Aberystwyth Bowling Club£250

Aberystwyth Choral Society£250

Aberystwyth Sea Cadets£500

Aberystwyth Silver Band£750

Aberystwyth Town Carnival Committee£5,000

CAB£5,000

Ceredigion Care Society£250

Clear Insight Productions£300

Eich Dewis Chi£1,000

Eisteddfod Genedlaethol Cymru£150

FfotoAber£500

Llangollen Eisteddfod£100

Musicfest£250

St Michael’s Parish Church (Nightlight)£650

Penparcau Senior Citizens’ Club£500

Penparcau Sports and Social Group£500

Royal British Legion£250

 

Bethel Welsh Baptist Chapel – promissory letter of £5,000 should they be successful in raising remainder of funds to restore the organ.

 

1. To consider current financial regulations.

The Clerk reported that the Financial Regs had recently been reviewed and therefore it was unlikely to need any fundamental changes.

The Clerk was asked to check on timing for reviews and the inclusion in the regs.

The review would be carried out annually or as needed due to legislative changes.

 

1. To consider terms of reference for Finance and Establishment Committee

It was RESOLVED to add the word “annually” after the word review in point 4

The rest of the terms of reference were considered adequate at this time.

 

 

36. Minutes of the Finance and Establishment Committee held on 18^th June 2012 

It was RESOLVED to accept the minutes of the meeting as a true record.

MINUTES OF A MEETING OF THE FINANCE AND ESTABLISHMENT COMMITTEE HELD IN THE MEETING ROOM, 11 BAKER STREET, ABERYSTWYTH ON MONDAY 18^TH JUNE 2012 AT 6.30PM

 

Present:Councillor M Jones

Councillor  D Lewis

Councillor M Shewring

Councillor W Morris-Twiddy

Councillor E Edwards

Councillor C Davies

Councillor J Smith

Councillor Brian Davies

Councillor K Price

 

Apologies:         Councillor S Jones-Davies

Councillor A Williams

Councillor C Morgan

Councillor B Haines

Councillor M Strong

 

 

1. Correspondence

1. Insurance renewal.

The annual insurance was due for renewal- The clerk explained there was a three year agreement to stay with the same company to qualify for a competitive rate and this was the second year.

Following discussion it was RESOLVED to pay the annual premium of £3433.97.

 

1. Tennis Club grant.

The Clerk explained that in 2005 the council agreed to commit to ten payments of £1,800 per annum to allow the tennis club to achieve match funding for a large capital project.

The annual request for the release of £1800 was received and following brief description it was agreed to release this funding.

 

1. Questions relating to financial matters

Q1- How is the internal audit carried out?

A1- The Clerk gave an overview of the internal audit procedure. He outlined the good practice and statutory requirements and following discussion it was RESOLVED that the Chairman of the FEC committee carry out the internal audit that had previously done by Councillor C Simpson.

The Statutory Internal audit would continue to be carried out by Mr Emlyn Watkin.

 

Q2- What kind of accountability was in place for recipients of larger grants?

A2- Reports and presentations to the FEC are expected from recipients of substantial grants and this would continue.

 

1. To receive and adopt the monthly accounts for April 2012

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

A question was asked about the level of service received from Peninsula. Following a brief discussion the Clerk was asked to prepare an all options report on the service provision of advice to council on staffing and employment issues.

 

 

1. To receive and adopt the monthly accounts for May 2012

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

Questions were asked regarding the basket repair on the beacon on the summit of Constitution Hill. It was reported that the support pole had broken and following discussion it was suggested that the Cliff Railway be contacted and asked to effect the repair so that the basket was detachable and could be stored safely indoors to facilitate longevity and security.

The Clerk agreed to contact ACR co Ltd and suggest the idea.

 

1. Funding of Castle CCTV project and future CCTV cost liabilities

This matter had been referred from the General Purposes committee who had previously agreed in principle to the idea.

Following discussion it was agreed to fund the upgrade of the CCTV provision in the castle play area in the sum of £3000.

Councillor Shewring produced a copy of what he said was mail from a Ceredigion County Council officer to Aberystwyth Town Council asking for consideration of £5000 per annum for transmission costs related to CCTV in Aberystwyth.

The Clerk informed members that no such letter had ever been received at the council office and therefore couldn’t comment on the validity of the assertion that Aberystwyth Town Council had been remiss in not paying for CCTV transmission costs.

It was further reported that a meeting of officers had taken place where neither the County or Town Councillors had been informed. The Clerk reported that he had only been informed once the meeting was started and his presence had been requested during the meeting.

It was asked that Ceredigion County Council be asked to keep members informed.

It was also suggested that no further funding on CCTV initiatives could be considered in this financial year.

 

1. Sea to Shore festival- Information

A request for funding for this year’s event to be held in August was considered.

Questions were asked regarding the accounts from last year as these had not been mentioned in the letter.

Following discussion it was RESOLVED to fund this event in the sum of £1500.

 

1. Request by Clerk for conference attendance October 2012

The Clerk asked for council to cover the costs of him attending the annual SLCC conference in October.

Following discussion it was RESOLVED to cover the costs of the Clerk attending that conference to be held in Bristol.

Members looked forward to receiving a full report following the attendance.

 

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

 

1. uA12 0305 Aberystwyth Railway Station, Alexandra Road, Aberystwyth

Following discussion it was RESOLVED to object to the application on the following grounds:

The plans did not reflect consistency- One plan showed the glass awning sloping towards the building and another showed it sloping away from the building- which one was the definitive version?

It was felt that the “modern” glass awning was not in keeping with the “old” building and that it conflicted with the iconic structure for no definitive purpose.

The plans did not reflect many of the views given during the consultation period that was held last December.

No consideration had been shown to current incumbents and potentially conflicted with fire escapes and loading doors etc.

There was lack of consultation with local residents.

 

38. Clerks Report

There was nothing to report.

 

39. Correspondence.

 

1. Penglais School- Japan Trip

A request was made by the school for some plaques and badges to be presented during a forthcoming trip to Japan. It was RESOLVED to make these available for the trip.

1. Purple Flag awards

A space at the forthcoming awards to be held in Bristol was made available. It was RESOLVED that the |Mayor should attend on behalf of Aberystwyth Town Council and this expenses should be paid for.

 

1. Drop in Forums-UWA

An email from the students union was read where it was proposed to have drop in sessions for students and Aberystwyth Town Council was invited to participate.

Following discussion it was RESOLVED to invite the union to give a presentation to members about their aspirations.

 

1. Care standards

A letter from Mr M Cook was received complaining about care standards in Ceredigion.

Following discussion it was RESOLVED to write to Ceredigion County Council and voice concern regarding this matter. It was noted that Cllrs A Williams and A Davies abstained from voting on this matter and asked for this fact to be recorded.

 

1. Twinning with Arklow

A request to form a formal twinning link with Arklow Town in the Republic of Ireland was referred to full council. The Clerk was asked to prepare a report for consideration.

 

1. Ceredigion County Council – Sense of place proposal

The matter had been referred to the full council and following discussion it was suggested that the Aberystwyth Town Council towards the Nigh time Economy project and the gaining of a purple flag for the town as a consequence of this matter could be considered as a commitment to the town council’s contribution to the overall sense of place project.

 

1. Public Services Ombudsman- Annual Report

The report was received.

 

40. Questions relating only to matters in this Councils remit

Q1- How much money has Aberystwyth Town Council given to the Aberystwyth Carnival?

A1- The Council has made a grant of £5000 to date.

 

 41. To consider expenditure  

It was RESOLVED to pay the following accounts in the sum of £27,536.36

	BT plc	Internet bill		187.92
Carmarthenshire CC	Salaries – May 2012		5,243.11
Afan Construction	Storage fees for Christmas lights		390.00
Purchase Power	Rental for franking machine + postage		300.32
ARC	Empty recycling bins – May 2012		997.20
Solvent Solutions	Graffiti removal supplies		213.48
ABBA Gardening	Cutting hedge at North Road Bowling Green		360.00
ABBA Gardening	Cutting grass at North Road Bowling Green		420.00
CCC	Contribution to replacement play equipment – Castle play area		19,242.33
Cllr Dylan Lewis	Travel expenses – Lampeter Mayor Making – 1.6.12		13.00
Cllr Dylan Lewis	Travel expenses – Cardigan Mayor Making – 15.5.12		19.00
Scarmes Singers	Performance fee (		150.00
		Total		27,536.36

 

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

Ceredigion County Council Members took turns in giving report on the progress of the new transport interchange in Alexander Road and the tribulations caused by the design of paving slabs.

There was concern expressed by the quality and suitability of the paving slabs and how they affected the use of disability scooters.

It was also mentioned that a meeting was to be held to discuss the future of the Aberystwyth Market hall.

 

43. Written reports from representatives to outside bodies

Councillor Endaf Edwards circulated a report at the meeting relating to a recent Greener Aberystwyth Group.

Councillor Williams suggested that it may be acceptable to wait for the minutes of outside body meetings to be circulated. The Clerk reported that sometimes it was months after the meeting that minutes were produced and members needed an independent report to Council.

 

44. Motion at the request of Councillor M Strong-  Seagulls

Councillor Strong reported ho there had been recent events with seagulls being caught in netting on top of buildings causing great distress.

Following discussion it was RESOLVED to write to businesses and ask for

co-operaton in mitigating such events in future.

 

Following discussion it was RESOLVED to suspend Standing Orders to continue the meeting past 21:00

 

45. Motion at the request of Councillor M Strong- Gully and drain clearing

Councillor Strong reported that in the past Ceredigion County Council had undertaken a planned schedule of drain clearing in many areas but this has not been undertaken for a number of years and subsequently many drains had become blocked with rubbish, plants and silt.

Recent flooding had been made worse by this lack of routine maintenance and was not acceptable, especially as Aberystwyth Town Council had written to Ceredigion County Council about certain drains.in the past and the requests to clear had been ignored.

Following discussion it was RESOLVED to write to Ceredigion County Council and ask that a scheme to clear all drains, culverts, leets and channels to mitigate flood problems be re-introduced as a matter of urgency.

 

 

46. Motion at the request of Councillor M Strong- Parking provision

Councillor Strong reported that there was likely to be a number of projects in and around the town that would entail the provision  of new electric distribution and parking provision in the same project. In such cases the planning authority should insist that provision for recharging points for electric vehicles be provided.

Following a brief discussion it was RESOLVED to write and ask for this provision to be made.

 

47. Motion at the request of Councillor Alun Williams- Athletics Track

Councillor Williams proposed the motion that “This Council supports the proposal for an athletics and cycle track for the Aberystwyth area”.

He had produced a supporting document that gave more detail and asked that this important matter be discussed.

Following a brief discussion members were unanimous that this support should be given to whoever need it to progress this exciting project.

 

48. Motion at request of Councillor M Shewring- Castle area- enclosed.

Councillor Shewring stated that he had had a number of complaints from locals and holidaymakers regarding the tree trimming in the castle grounds. He said that there had been no consultation and people were very upset. He asked if it could be carved into some kind of sculpture.

Councillor Shewring was told that the tree had been cut back following full consultation with all interested parties, including GAG and had been left in its current state to enable sculpture to take place as had been the plan all along.

Councillor Morris reported that she had not heard of one complaint at all and the work had been done to facilitate a much needed upgrade to the CCTV system in the castle to which she and all those around her welcomed.