MINUTES OF A MEETING OF FULL COUNCIL HELD IN THE MEETING ROOM, 11 BAKER STREET, ABERYSTWYTH ON TUESDAY 27^th MAY 2014 at 6.30pm.

Present:

Cllr Brenda Haines

Cllr Endaf Edwards

Cllr Mair Benjamin

Cllr Lucy Huws

Cllr Mark Strong

Cllr Brendan Somers

Cllr Kevin Roy Price

Cllr Mererid Jones

Cllr Brian Davies

Cllr Alun Williams

Cllr Steve Davies

Cllr Jeff Smith

Apologies:

Cllr Dylan Lewis

Cllr Wendy Morris – Twiddy

 

Minute 12.

Declaration of Interest:    None

 

Minute 13

Personal References:    None

 

Minute 14

Mayoral Activity Report:   The report would be circulated individually to all members.

 

Minute 15

Minutes of a meeting of Full Council held on 28^th April 2014:

Minute 186 – point 4 should read request and not bequest.

Finance should include individual payments which have been approved.

Minutes were accepted as correct subject to amendments.

 

 

 

Minute 16

 

MINUTES OF THE ANNUAL MEETING OF COUNCIL HELD IN ST. ANNE’S CHURCH, PENPARCAU, ABERYSTWYTH ON FRIDAY 9^th MAY 2014 AT 6.30pm

Present:     

Councillor Wendy Morris-Twiddy

Councillor Brenda Haines

Councillor Dylan Lewis

Councillor Jeff Smith

Councillor Brendan Somers

Councillor Aled Davies

Councillor Mererid Jones

Councillor Ceredig Davies

Councillor Martin W Shewring

Councillor Brian Davies

Councillor Sue Jones-Davies

Councillor Mair Benjamin

Councillor Endaf Edwards

Councillor Kevin Roy Price

Councillor Steve Davies

Councillor Lucy Huws

Councillor Alun Williams

Apologies:

Councillor Mark Strong

 

Minute 1

The Mayor’s Chapin, Reverend Judith Morris opened the meeting with a prayer.

 

Minute 2

Review of the Year.

The Mayor Councillor Wendy Morris-Twiddy gave a detailed review of her year in office and thanked both council members and members of her family for their support during her term in office.

 

Minute 3

Councillor Mererid Jones gave thanks to the retiring Mayor for all the duties she had undertaken during her Mayoral Year.

 

Minute 4

To appoint a Mayor for the Mayoral Year 2014-15.

The name of Councillor Brenda Haines was proposed by Councillor Ceredig Davies and seconded by Councillor Sue Jones-Davies. The proposition was voted upon and it was RESOLVED unanimously that Councillor Brenda Haines be appointed as Mayor for the Mayoral Year 2014-15.

 

Minute 5

To appoint a Deputy Mayor for the Mayoral Year 2014-15.

The name of Councillor Endaf Edwards was proposed by Councillor Brian Davies and seconded by Councillor Brendan Somers. The proposition was voted upon and it was RESOLVED unanimously that Councillor Endaf Edwards be appointed as Deputy Mayor for the Mayoral Year 2014-15.

 

Minute 6

The Robing Party retired from the meeting to enrobe the new Mayor.

Councillor Endaf Edwards was also enrobed as Deputy Mayor complete with chain of office.

 

Minute 7

Declaration of Office.

On returning to the meeting, Councillor Brenda Haines made and signed the Declaration of Office as Mayor which was witnessed by both her proposer and seconder.

 

Minute 8

The Mayor Councillor Brenda Haines addressed those present and thanked her fellow councillors for her nomination and appointment as Mayor.

 

Minute 9

The following appointments were made:

Consort/Gymar y Maer……………………………………………………………………………..Mrs Jill Atkin.

Deputy Mayor/Dirpwy Maer……………………………………………………Councillor Endaf Edwards.

Mayors Chaplin/Caplan y Maer…………………………………………………..Reverend Andy Herrick.

 

Minute 10

The Mayors Chaplin, Reverend Andy Herrick offered prayers for both the Mayor and the new appointees during their term in office.

 

Minute 11

There being no other business the Mayor declared the meeting adjourned.

—————————————————————————————–

Minute 17

MINUTES OF A MEETING OF THE PLANNING COMMITTEE HELD IN THE MEETING ROOM, 11 BAKER STREET, ABERYSTWYTH ON TUESDAY 6^th MAY 2014 AT 6.30pm

Present:

Cllr Endaf Edwards

Cllr Brenda Haines

Cllr Mair Benjamin

Cllr Wendy Morris-Twiddy

Cllr Ceredig Davies

Cllr Lucy Huws

Cllr Kevin Roy Price

 

Apologies:

Cllr Mererid Jones

Cllr Brian Davies

Cllr Sue Jones-Davies

Cllr Jeff Smith.

 

1        Correspondence.

 

The following correspondence was received from Cyngor Sir Ceredigion.

 

Planning decisions:

 

A130960 – refused.

An application for removal of a brick chimney on Tŷ Talbot. It was believed that these plans to remove this chimney would have had a detrimental effect to the architectural quality of this building. Aberystwyth Town Council is pleased with the planning decision.

 

A140076 – approved

A140091 – approved

A140107 – approved

A140108CA – approved

 

2        To consider planning applications

 

The Chairman requested that members who inspect copies of planning applications held in the Council office leave them tidy and complete when they have finished doing so.

 

A140208

Display of signage

28 Terrace Road, Aberystwyth

 

We have no objection to a new fascia sign, but request that the new sign is bilingual.  There is sufficient room on the proposed sign to include the words ‘Bar Ysgytlaeth’, in addition to the English ‘Milkshake Bar’.

 

A140261

Installation of 3 no. air conditioning units and 1 no. condenser unit

19 – 21 North Parade, Aberystwyth

 

Although this application referred to a Tesco Express store on the site, members were reminded to limit their comments to the proposed development only.

 

No objection.  The units must be as quiet as possible, in order to avoid detrimental effects of noise on the amenity of local residents.

 

A140119

Variation of condition 2 of permission A061132

Infirmary Road, Aberystwyth

 

The Chairman was delegated to respond to Ceredigion County Council, after consulting with Councillors Alun Williams and Mark Strong.

 

A140148

Removal of Stamp Vending Machine in front window frame to be replaced with single glazing pane to best match existing. Internal refurbishment.

Post Office, 8 Gt Darkgate Street, Aberystwyth.

 

Despite the fact the plans say that only the interior of the town’s post office is subject to alteration, it appears that there will be some minor alterations to the exterior too.  It was RESOLVED to ask for more details about this application.

———————————-

Cllr Mark Strong expressed concern about Japanese knotweed. Cllr Mererid Jones explained that  Mr John Hadlow will be dealing with the work as a matter of urgency. Cllr Lucy Huws asked how the knotweed was being disposed of. Cllr Alun Williams informed members that experts were undertaking this work

 

Cllr Endaf Edwards requested that all members who visit the office to view planning matters ensure that all correspondence is left in the office.

 

Minute 18

MINUTES OF THE GENRAL MANAGEMENT COMMITTEE HELD IN THE COMMITTEE ROOM,  

11 BAKER STREET, ABERYSTWYTH ON MONDAY 12^th MAY 2014

 

Present :

 

Cllr Ceredig Davies

Cllr Martin W Shewring

Cllr Brian Davies

Cllr Mark Strong

Cllr Jeff Smith

Cllr Brenda Haines

Cllr Sue Jones-Davies

Cllr Mair Benjamin

Cllr Wendy Morris-Twiddy

Cllr Endaf Edwards

Cllr Mererid Jones

Cllr Kevin Roy Price

Cllr Alun Williams (from 7.25pm).

 

Apologies:

 

Cllr Steve Davies

Cllr Dylan Lewis

 

Declaration of Interest – None noted

 

Correspondance

 

Andy Blythe.(Farmers Market).

Requesting meeting regarding Farmer’s Market. Decided that Cllrs Martin Shewring, Sue Jones-Davies, Brenda Haines, Mair Benjamin and Ceredig Davies would meet up with them. Preferred time 5:30, date to be arranged and confirmed by Ceredig.

 

Aber Cycle Fest

Invitation to a reception at the National Library of Wales, Thursday, May 22nd at 6:30pm. Those representing Town Council will be, Cllrs Mair Benjamin, Kevin Price, Wendy Morris-Twiddy, Endaf Edwards and Ceredig Davies.

 

E-mail from Tom Delph-Janiurek, CCC Traffic,.

Cost of supplying an Aberystwyth sign would be £950. Decision was to respond by stating the Town Council would be liaising with CCC on the matter.

 

E-mail from Johanna M  Shaw. Aberystwyth heritage street signs.

She was able to fund a possible Aberystwyth sign as part of the heritage street sign project. Decision, to respond by thanking her and confirm Town Council would like to work together on a sign by the Police Station.

 

Paul Arnold, CCC – Allotments.

Cllr Mark Strong declared an interest as his wife has an allotment. He left the room returning only when the committee had moved on to the next agenda item. Paul Arnold had provided requested information regarding current allotment users and current costings. It was decided on the need to be clear with what allotment users want, this was to be done by organising a meeting between the users and representatives of Town Council. Cllrs Ceredig Davies, Brenda Haines, Mair Benjamin, Jeff and Merrerid Jones to meet with allotment users to see what their aspirations were. Invitation was to be extended to all allotment holders.

 

Menter Aberystwyth

 

Menter had requested Town Council to provide the criteria against which the “Best Attraction Award” could be judged. It was decided that the criteria would be:

Accessibility (i.e. Disability friendly)

Value for Money (i.e.Affordability)

Breadth of Appeal (i.e. Does it suit families, retired, young children)

 

Need to make sure that everybody forwards the link to the web to make nominations.

 

Menter Aberystwyth – Summer Entertainment Programme

Copy of programme was submitted including Castle Rock to be held on either the 12th or 19th of July.

Aberystwyth Town Council were still committed to providing £5,000 funding towards Menter’s entertainment programme.

It was noted that Penparcau’s summer fete was to be held on the 12th of July and Menter were to be asked to organise Castle Rock for the 19th.

 

Additional Correspondence

 

Cost of new signs, matter to be passed on to finance committee.

Telephone in the office did not meet the council’s requirements, issues relating to its capacity in recording both incoming and outgoing messages. Carl was to purchase a new telephone in his capacity of temporary RFO, in line with financial regulations.

There was need for cover in the office during the coming Thursday, Friday and Monday. Cllrs Kevin Price, Sue Jones-Davies and Brenda Haines agreed to provide the necessary presence in the office.

 

Premises Update

No progress, Huw Bates, solicitor, had not heard anything.

CAB had informally let it be known that they did not require office space.

SEREN wanted to use a room on Mondays, 11am to 4pm. It was decided that Cllr Mererid Jones would invite them to come and see what room was available.

The landlord’s agent had been in contact with Building Control in order to determine the capacity of the first floor i.e. the number of people that could be in the building at any one time.

 

Skateboard Park

Cllr Mark Strong declared an interest as he is a member of Ceredigion Council Planning Committee he left the room returning only when the committee had moved on to the next agenda item.

Planning application had been submitted and accepted as a valid application.

Discussions had been held with Ceredigion County Council’s estates department with regard to extending the lease on Cae Kronberg too a minimum of 20 years, a prerequisite of lottery funding. The matter would be placed as an agenda item for Ceredigion’s cabinet meeting in June.

There was a need to hold a joint meeting between Town Council and Kronberg Twinning Committee in order to discuss the naming of the new skateboard park.

 

Chess Tournament Update

Cllr Ceredig Davies was organising the creation of three outdoor chess boards that would be a feature during the forthcoming chess championship. Their locations would be on the Promenade, Kings Hall Piazza and Sgwar Owain Glyndwr

 

Market Hall Update

Still awaiting a revised design. Cllr Mair Benjamin to take the matter up with Market Hall traders. A letter was also to be sent to Ceredigion Council asking if flowers could be placed around the Market Hall.

 

Mr Glan Davies – Defibrillators

This item was deferred to the next GM meeting

 

North Road Labyrinth

The grass needed to be cut within the Labyrinth. Cllr Ceredig Davies to follow up.

 

No Smoking Signs.

No Smoking signs within play areas were being offered by Ceredigion Council. It was decided to allow them to be placed in North Road park and Penparcau MUGA. Other play areas had already been designated by Ceredigion Council as places they would erect No Smoking signs.

 

Cllr Mair Benjamin requested that she could bring up a few long standing issues. Chairman agreed but did ask that in future that such matters were placed as agenda items.

 

Loyalty cards

The matter had not progressed as it had not been feasible at the time.

 

Electric Car Recharging Point

Cllr Alun Williams reported that this had not progressed as it had not received the support of Aberystwyth Chamber of Commerce.

 

CCTV allocated budget

Matter referred to Finance Committee.

 

Christmas Tree

Matter to be discussed in future GM meeting

 

It was noted that the Mayor Making and Mayor’s Parade had both been successful events, those involved with organising matters were thanked by the committee. Recognition was also given to the manner in which Carl Williams conducted the proceedings during Mayor Making.

 

• It was acknowledged that the Aberystwyth Cycle Fest was very successful and that the organisers should be thanked for such a good event
• A list of names should be provided to Menter of members attending the Aber First Awards
• North Road Labyrinth grass had been cut
• Cllr Mair Benjamin requested the reconsideration of electricity charging points

 

Minutes were accepted and agreed.

 

Minute 19

MINUTES OF THE FINANCE AND ESTABLISHMENTS COMMITTEE HELD IN THE MEETING ROOM, 11BAKER STREET, ABERYSTWYTH ON MONDAY 19^th MAY 2014 at 6.30pm.

 

Present:                   Cllr Brenda Haines

Cllr Mererid Jones

Cllr Mair Benjamin

Cllr Dylan Lewis

Cllr Wendy Morris-Twiddy

Cllr Jeff Smith

Cllr Mark Strong

 

Apologies:                 Cllr Brian Davies

Cllr Endaf Edwards

Cllr Ceredig Davies

 

1          Declarations of Interest.

Cllr Mark Strong – Ceredigion Care Society

 

2                    Correspondence

 

Card of thanks for the grant from Caroline Jones and Penparcau Senior Citizen Club.

E-mail of thanks from Llangollen International Eisteddfod and an apology for not being able to attend.

E-mails of thanks for the grant from

E-mail from SEREN Consultancy to acknowledge the offer of room in the office.  Need to e-mail to offer for them to come in.

Precept from Ceredigion County Council on the 30^th of April 2014.

Quotation was received from Ceredigion Care Society for the work on North Road Maze.  The value of the total work for the year is £2,000 including grass cutting, hedge trimming and repainting benches.  It was RESOLVED to accept the quotation.

 

3     Update on the 2013-14 accounts

Following computer problems, the internal audit had to be postponed twice.  Computer problems need to be resolved immediately. Cllr Brenda Haines to follow up as soon as possible.

4     Premises Update – Citizen Advice Bureau

We received an e-mail from Citizen Advice Bureau informing us that they had been offered accommodation from Aberystwyth University. It was RESOLVED to contact CAB to ask: –

• Whether the accommodation will be in the Aberystwyth & Penparcau boundary.
• If within the boundary, consideration to be given to a revised application form noting what the funding with be for.

5    Insurance Renewal

Insurance documentation was reviewed in details.  We do not have the 5 year claim history in order to get correct quotations. The following amendments were suggested for the policy: –

• Inclusion of the festoon lights
• Increase the excess on the business risk from £50 to £100
• Need a list of the street furniture within Town Council ownership.
• Cash policy – it was decided that we

6   Tender from translation service

It was RESOLVED to go out to tender for translation of the minutes.  Minutes for March 2011 and March 2012 had been translated, and so had July to November 2013. It was resolved that we would only translate from January 2014 onwards.  If any councillors have suggestions for companies, please give a list to Cllr Mererid Jones before Monday the 26^th of May 2014.

7   Review of Twinning Group achievements/ cost

The reports submitted by the twinning groups were reviewed and discussed. It was agreed to provide £2,500 funding to each organisation again this year.

8   Market Hall Flag request

Aberystwyth Market hall submitted revised plans for the flag.  It was RESOLVED to pay for plan number 3 if that is their preferred option.  An invoice for the flag to be submitted to Town Council.

9   Other matters

Need distributors to help leaflet for the bike race before Friday.

It was RESOLVED to proceed with the forensic investigation of the computer for the price submitted.

Minutes were accepted and agreed

Minute 20

• Aber First : Cllr Endaf Edwards, Cllr Kevin Roy Price, Cllr Mair Benjamin and Cllr Brendan Somers to attend.
• Aberystwyth Market Hall:  Order for the banner approved.
• Graduation Ceremony:  Members need to respond to invitation directly by 2^nd July.
• Gareth Lewis (Architect):  A date required for move to 1^st floor.

(a) Is there any provision in the lease for cleaning?

Lease when signed indicated that cleaning was included.

(b) Notice Board needs erecting.

Notice Board will be placed back up on signing of lease

• Cllr Dylan Lewis wished to stand down as the ATC representative on the Kronberg Twinning Group. Cllr Lucy Huws agreed to her nomination to replace Cllr Lewis
• Queen’s Baton Relay:  The Baton would be in Aberystwyth between 3.00 -3.45pm on 28^th May and all members were requested to support the event
• Blaenau Ffestiniog Town Council:  A letter from this council sought advice on the protocol of establishing a twinning link. Cllr Endaf Edwards and Cllr Sue Jones- Davies agreed to respond on behalf of Aberystwyth Town Council to the Blaenau Ffestiniog Town Council.
• Football Association of Wales:  The association wished to stage an event in Aberystwyth during August. They were to be advised that the necessary licenses should be obtained from Ceredigion County Council.
• A letter from Frank Grey of California in the United States requested information about Aberystwyth. It was resolved to respond accordingly.
• NTE minutes were presented.
• Fairtrade minutes were presented.
• One Voice Wales: It was resolved to renew membership.
• A letter from Claire Fletcher of Llanbadarn congratulated Aberystwyth Town Council on the provision of the Maze in North Road. The Mayor agreed to respond to the letter.
• Llanbadarn Community Council: Permission had been declined by Llanbadarn Community Council for the Mayor to wear the chain of office in their parish. A meeting was to take place on Wednesday 4^th June at 6.30pm between Llanbadarn Community Council and Councillors Brenda Haines, Endaf Edwards and Ceredig Davies who would represent Aberystwyth Town Council.
• Letter from Ceredigion County Council stating that the ceremony to formally install a new Chairperson would take place on Friday 23^rd September 2014. A letter had been sent to Cllr Towyn Jones wishing him a speedy recovery back to good health.
• A letter from Mr John Evans of “Hafod” South Marine Terrace stated that he was disappointed by the quality of Beach Cleaning undertaken by Ceredigion County Council. Cllr Alun Williams responded stating that further bins and “Belly Bins” were to be provided but that there was a need for civic duty/pride for individuals to use these bins. Letters to be sent to Mr Evans and the “Beach Buddies” who had assisted with the cleaning.
• Air Cadets: A letter of thanks was read out expressing thanks to Aberystwyth Town Council for their financial support.

 

Minute 21

Issues relating only to matters in this councils remit

 

One Voice Wales:  Cllr Brendan Somers will replace Cllr Mererid Jones as the representative.

Prom Forum:  Cllr Mair Benjamin noted that this committee had not met for a long time. Write to Menter.

Young Peoples Partnership:  Cllr Endaf Edwards does not receive any correspondence. Check with Ceredigion County Council.

War Memorial Trust:  Cllr Brenda Haines should now be receiving all communications and not Cllr Mark Strong

St Padarns Governors:  Cllr Lucy Huws would now replace Cllr Martin Shewring on this body

Committee Membership:  Cllrs Brendan Somers and Wendy Morris-Twiddy would sit on the “Finance Committee”. Cllrs Brendan Somers and Wendy Morris-Twiddy would also sit on the “General Management Committee”.  Cllr Lucy Huws would sit on the “Planning Committee”

“Court of University”  Cllrs Mark Strong and Endaf Edwards. Cllr Lucy Huws indicated that Cllrs Strong and Edwards could raise the issue of Jewish visitors and that the University voice should be stronger. There was also the need to organise a “Town & Gown” meeting.

Arriva Railways (Welshpool):  Cllrs Mair Benjamin and Kevin Roy Price were elected to represent Aberystwyth Town Council

Regeneration Group:  Cllr Alun Williams was elected.

Skateboard Park;   Cllrs Mererid Jones, Ceredig Davies and Sue Jones-Davies were elected.

ABER :  To ask if they required a representative.

Railway Liaison Committee:   Cllr Dylan Lewis elected.

 

Minute 22

Finance:  It was RESOLVED to approve the following expenditure:-

From Cae Kronberg account	£
Anna Bullen	Services in connection with Skateboard Park	1,810.00
From main current accounts
Viking	Office stationery	76.02
Y Morlan	Twinning event hire	100.00
Cyngor Sir Caerfyrddin	Wages March 2014	5,217.15
Arad Goch	Sponsorship of Drysau Agored	500.00
Cyngor Sir Ceredigion	Play Area Maintenance 13-14	4,779.32
Mrs Lynda Lewis	Food for twinning event	230.00
Merched y Wawr	Hire of room for event	17.00
Cyngor Sir Ceredigion	Castle park final payment	19,242.33
Cyngor Sir Ceredigion	Mayor Making application	33.00
Purchase Power	Franking Machine rental	21.54
Dr Karen Kemish	OH Support	80.00
E Carl Williams	Staff cost	630.00
Councillor Brenda Haines	Taxi x 2	7.50
Aberystwyth Removals & Storage	Ynyslas Storage	904.80
Councillor Kevin Price	Web hosting	41.99
Councillor Kevin Price	Inkwells (stationery)	1.99
Jim Griffiths	Travel expenses	57.64
Councillor Aled Davies	Keys cut	2.30

 

Minute 23

Verbal reports from Ceredigion County Councillors.

Cllr Alun Williams reported that the consultation on the “Bandstand” would close on 30^th May. Once all consultations had been received Welsh Government would be asked for their approval.

 

Minute 24

Written reports from representatives to outside bodies

No reports were presented

 

Minute 25

Noise Disturbance in the Ystwyth Retail Park, Car Park.

It was noted that there was an unacceptable noise when individuals walked through this car park at night. Aberystwyth Town Council resolved to write to the private company responsible for this problem stating that matter was not acceptable since a public right of way existed in this area. There is also the legality surrounding the issue and the need for maintenance to the car park.

 

Minute 26

Citizens Advice Bureau.

Cllr Mererid Jones presented communications received from CAB and it was resolved to approve a grant of £2.000. and further organise a meeting when Cllrs Brenda Haines, Mark Strong and Mererid Jones would be in attendance.

 

Minute 27

Staffing Matters.

Members were requested to consider that under the Public Bodies (Admission to Meetings) Act 1960 ( as extended by s.100 a (4) of Local Government Act 1972), the public and accredited representatives of newspapers be excluded from the meeting for this item as defined in Part 1 of Schedule 12A of the Local Government Act 1972. The nature of this business relates to confidential staffing matters. Members resolved to go into committee.