J O GRIFFITHS   11 BAKER STREET

TOWN CLERK   ABERYSTWYTH

MINUTES OF A MEETING OF COUNCIL HELD IN THE MEETING ROOM, 11 BAKER STREET ABERYSTWYTH ON MONDAY 30^TH JANUARY 2012  AT 6.30PM

Present:

Councillor CGB Simpson

Councillor R Gorman

Councillor C Davies

Councillor S Jones-Davies

Councillor M Benjamin

Councillor A-M Hinde

Councillor A Williams

Councillor W Morris-Twiddy

Councillor M Strong

Councillor S Hearne

 

Apologies:

Councillor L Lewis-Dafis

Councillor R Boudier

Councillor A Dauncey

Councillor W T B Thomas

 

The meeting was chaired by Councillor S Hearne.

 

Minute 141

Personal References

There were none recorded.

 

Minute 142

Declarations of Interest for matters arising from agenda items

Councillor C Davies- Planning

Councillor A Williams – Planning

 

Minute 143

Mayoral Activity Report 

There were none recorded.

 

Minute 144

Minutes of a meeting of Council held on 22^nd December 2011 

RESOLVED- The minutes of the meeting held on the 22^nd December 2011 were approved and accepted as a true record.

 

 

Minute 145

Minutes of General Management Committee held on 16^th January 2012

MINUTES OF A MEETING OF THE GENERAL MANAGEMENT COMMITEE HELD IN THE MEETING ROOM, 11 BAKER STREET, ABERYSTWYTH ON MONDAY 16^th JANUARY 2012 AT 6.30PM

 

Present:

Councillor M Benjamin

Councillor C Davies

Councillor A Davies

Councillor S Davies

Councillor M Strong

Councillor S Jones-Davies

Councillor A Williams

Councillor W Thomas

Councillor W Morris-Twiddy

 

Apologies:

Councillor R Gorman

Councillor L G Edwards

Councillor S Hearne

Councillor L Lewis-Dafis

Councillor A Dauncey

 

 

1. Correspondence

1. City Status- A letter from Mt H T Jones was read asking for Aberystwyth Town Council to consider applying for City Status in recognition of the Diamond Jubilee of Her Majesty Queen Elizabeth. The Clerk was directed to aquire further information and to see if the original City status bid prepared by ex Councillor S Jobbins was still available.

 

1. Playground Report- The annual report on the skate park had been received.

 

1. Review of Progress of Resolutions of Full Council

The Clerk had circulated an updated list.

The list was perused on a line by line basis and updates were given where needed.

 

1. To review the final budget proposals for forthcoming financial year.

There were minor adjustments to the agreed budget which would be discussed at the next Finance and Establishment Committee meeting.

 

1. To review the protocols and consequences for election of Mayor Elect taking into consideration the National Elections on 3^rd May 2012.

The Town Clerk gave an overview of the challenges facing the conventional / traditional protocols faced during an election year.

Following a wide ranging discussion it was decided to recommend that:

a) The first meeting of the “new” council would take place as promulgated to comply with legislation.

b) The civic ceremony would take place later in the year – preferably within one month of the elections.

 

1. Consider verbal and written reports on Skatepark working party.

The Clerk reported that the second phase application to the big lottery had been successful.

1. Receive reports on the Condition of Council land and assets, considering any necessary maintenance within agreed budgets.

The Clerk reported that there had been no changes since the last report.

1. To receive a report on council accommodation requirements.

The Clerk reported that he and Councillor C Davies had recently been shown around Edlestone House, Queens road as part of a orientation and reconnaissance exercise. The visit had been organised by Ceredigion County Council.

1. Staffing Matters

There were none discussed

Minute 146

Minutes of the Finance and Establishment Committee held on 23^rd January 2012

It was RESOLVED to accept the minutes of a 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 23^rd JANUARY 2012 AT 6.30PM

Present:

Councillor A Williams

Councillor C Simpson

Councillor A-M Hinde

Councillor M Benjamin

Councillor C Davies

Councillor W Morris-Twiddy

Councillor S Jones-Davies

Apologies:

Councillor L G Edwards

Councillor M Strong

Councillor S Hearne

Councillor W Thomas

Councillor R Gorman

Councillor A J Dauncey

1. Correspondence

1. MUGA Minyddol.

Members were asked if the MUGA at Minyddol could be marked for use as a tennis court as well as the other sporting markings that would be provided.

Following discussion it was agreed that this would be advantageous and the Clerk was instructed to go ahead and have this done at a cost of

1. Borrowing regulations

Information from the Welsh Government regarding borrowing approval was received.

1. Questions relating to financial matters

Q1- What is being done about paying for the installation of lighting infrastructure before Christmas.

A1- A bill has been received for half the cost of the installation of the 50 breakouts. 23 have been installed to date as the town clerk stopped the North Parade installation on instruction from Ceredigion County Council public lighting dept. The Clerk advised paying this account with a firm request for speedy completion.

The remaining 27 will be installed during the forthcoming few months.

Following discussion members of the committee recommended that only 40% of the bill be paid and the balance be paid on completion of the project.

1. Arrangements for annual internal audit.

The Clerk gave guidance on the legal requirements and the historical precedence for internal audit at Aberystwyth Town Council.

Following discussion it was decided to recommend that Mr Emlyn Watkin be invited to carry out the forthcoming internal audit.

1. Future budgetary requirements and setting of precept for forthcoming financial year.

The Clerk had provided revised copies of the budget reflecting recommendations from the General Management Committee and previous recommendations of Council.

Councillor Simpson had conducted a costing and projection exercise giving information regarding possible increase scenarios for which the chairman thanked him.

The draft budget was scrutinised and amended and a draft was to be recommended to be submitted to council for resolution to adopt.

Agreed Budget for 2011/12	Agreed 2011/12	Actual to 30/12/11	Draft 2012/13
Staffing Costs
All costs	£65,000.00	£41,070.00	£67,000.00
Payroll Costs	£400.00		£400.00
Officer Expenses	£300.00	£30.00	£300.00
	£65,700.00		£67,700.00
Office Costs
Office Miscellaneous	£500.00	£1,798.00	£1,000.00
Stationary and Office Supplies	£1,000.00	£597.00	£1,000.00
Photocopying and Printing	£2,000.00	£1,574.00	£2,000.00
Telephone	£1,000.00	£134.00	£1,000.00
Petty Cash	£200.00	£116.00	£200.00
Postage	£1,500.00	£872.00	£1,500.00
Consultancy fees	£1,750.00	£6,299.00	£4,000.00
Hire of Accommodation	£4,500.00	£3,375.00	£4,500.00
	£12,450.00		£15,200.00
Mandatory charges
Election Expenses	£500.00	£1,434.00	£0.00
Bank Charges	£500.00	£157.00	£500.00
Audit Management	£1,500.00	£763.00	£2,000.00
Advertising	£500.00	£0.00	£500.00
Bilingual Policy / Translation charges	£3,500.00	£498.00	£3,500.00
Insurance	£5,000.00	£3,288.00	£5,000.00
	£11,500.00		£11,500.00
MEMBERS EXPENSES
Mayors Allowance	£3,500.00	£3,280.00	£3,500.00
Members Expenses	£1,000.00	£305.00	£500.00
Training	£1,000.00	£41.00	£2,000.00
Conference Fee’s and expenses	£750.00	£75.00	£750.00
Subscriptions	£2,000.00	£476.00	£2,000.00
Honours Boards and Photos	£50.00	£0.00	£50.00
	£8,300.00		£8,800.00
SPECIFIED EXPENDITURE
Allotments	£16,000.00	£295.00	£6,000.00
Farmers Market Initiative	£7,000.00	£7,000.00	£7,000.00
Castle Playground repayment		£0.00	£19,242.33
Menter Aberystwyth	£10,000.00	£10,000.00	£10,000.00
Summer entertainment	£5,000.00	£5,000.00	£5,000.00
MUGA / parks maintainance		£0.00	£5,372.00
Halfords Road Race		£7,000.00	£7,000.00
Celtic Challenge		£0.00	£2,500.00
Penparcau Police Station		£0.00	£2,500.00
Remembrance day wreaths	£400.00	£0.00	£400.00
Aber Tennis Club	£1,800.00	£1,800.00	£1,800.00
S137		£1,650.00	£0.00
General Donations	£4,000.00	£5,700.00	£6,000.00
Contingency funds	£5,000.00	£9,814.00	£5,000.00
Celebrations and Receptions	£1,000.00	£2,582.00	£3,500.00
Senior Citizens Xmas Dinners	£2,000.00	£1,908.00	£2,000.00
Trashing of Footpaths	£3,500.00	£3,998.00	£3,500.00
Partnership Schemes	£20,000.00	£26,706.00	£16,000.00
Recycling	£10,000.00	£5,711.00	£6,000.00
CCTV & Crime Prevention	£3,000.00	£0.00	£3,000.00
Street Furniture	£1,000.00	£675.00	£1,000.00
Christmas Costs (tree etc)	£1,000.00	£8,775.00	£2,000.00
Support for the arts	£4,000.00		£4,000.00
Breakout boxes	£4,000.00		£8,000.00
Catenary Testing	£0.00	£0.00	£4,000.00
Lighting  (all costs)	£10,000.00	£4,604.00	£10,000.00
	£108,700.00		£140,814.33
TWINNING
Saint Brieuc	£2,500.00	£2,500.00	£2,500.00
Kronberg	£2,500.00	£2,500.00	£2,500.00
Esquel (Patagonia)	£2,500.00	£2,500.00	£2,500.00
	£7,500.00		£7,500.00
SUB TOTAL	£214,150.00		£251,514.33
Capital building contingency	£31,212.42
TOTAL	£245,362.42		£251,514.33
INCOME
Senior Citizens Dinner & Sponsors	£200.00	£209.00	£200.00
Sale of goods	£50.00	£0.00	£200.00
Bank Account Interest	£100.00	£66.00	£100.00
Misc Grants	£3,000.00	£3,696.00	£5,000.00
Allotment income	£1,000.00	£0.00	£1,000.00
Misc	£250.00	£825.00	£2,852.00
Total	£4,600.00		£9,352.00
Total Expenditure	£245,362.42		£251,514.33
Less Income	£4,600.00		£9,352.00
Nett Expenditure	£241,299.42		£242,162.33
minus £20k rental incom
Precept                                                        £240,180.00	£240,762.42		£242,162.33

Resolved to accept the budget as amended for the forthcoming year.

 

Minute 147

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

Appeal- Crown Buildings- Northgate Street.

It was RESOLVED to reiterate the councils opposition to the planning appeal and to inform the inspectorate of this motion.

 

Minute 148

Clerks Report

The Clerk circulated guidance regarding pre election publicity protocols to each member.

He also gave a brief report on the Walkers are Welcome project.

An update on the progress of the Cae Kronberg project was given.

 

Minute 149

Correspondence.

1. Aber 1^st Awards

A request for backing was referred to the Finance and Establishment Committee.

b)Welsh Lady Run

Information was received about the race on 4^th March.

1. RBS Software

It was RESOLVED to renew the annual Licence for the financial package.

1. Detrunking A487 through Aberystwyth.

A holding response was submitted

 

Minute 150

Questions relating only to matters in this Councils remit

There were no questions asked.

Minute 151

To consider expenditure  

It was RESOLVED to pay the following accounts in the sum of £20,318.32

 

Gala Lights	Install junction boxes, timers, etc., to 50 lamp columns	8,100.00	(40% = £6,480)
BDO LLP	Auditing Annual Return for Y/E 31.3.11	1,050.00
ARC	Empty recycling bins – December 2011	912.60
Carmarthenshire County Council	Salary costs – December 2011	5,133.77
Purchase Power	Rental for franking machine + postage	78.38
Konica Minolta (UK) Ltd	Rental for photocopier	444.02
Konica Minolta (UK) Ltd	Charge for photocopies	103.80
Melanie Davies	Translation of Council minutes into Welsh	386.90
Menter Aberystwyth	Contribution towards Christmas Light Event	40.10
Aberystwyth University	Cost of Welsh Course book – C. A. Prime	25.00
CommuniCorp	Annual subscription to Local Councils Update	100.00
CCC	Legal fees re Adizone	2,752.75
CCC	Rental of accommodation	1,125.00
CCC	Playground Inspection Report	66.00

Total 20,318.32

Minute 152

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

Councillor Davies gave a report on the Prom Forum and Olympic events and a forthcoming Public Meeting with the Hywel Dda Health Board.

Councillor Williams gave a report on the forthcoming meeting with the health board and voiced concern at the lack of public consultation.

Minute 153

Written reports from representatives to outside bodies

There were none submitted.

Minute 154

Adoption of accounts for November 2011 

The Clerk had circulated the reconciled accounts for November 2011. Following discussion it was RESOLVED to accept the accounts.

Minute 155

Adoption of accounts for December 2011 

The Clerk had circulated the reconciled accounts for  December 2011. Following discussion it was RESOLVED to accept the accounts.

Minute 156

Adoption of Draft Budget for Financial Year 2012/13 

The Clerk had circulated the proposed draft budget for the forthcoming Financial Year. Following a brief discussion it was RESOLVED to set a precept of £242,162.33  as shown in the budget.

Minute 157

Formulation of a corporate stance for retention of services at Bronglais Hospital

Following discussion it was RESOLVED to adopt the stance taken by the aBer group in relation to matters pertaining to Bronglais Hospital

Minute 158

Request for CPD courses and resources for staff- 

The clerk asked for permission to attend the annual SLCC Practitioners Conference to be held in Daventry over the 17/18^th February at a cost of £199 + travel.

Following discussion it was RESOLVED that the Clerk attend with the full blessing of members. He was asked to provide a report.

 

The Mayors secretary asked for consideration of the council paying for the rescource book for her Welsh Course in the cost of £25. Following discussion it was RESOLVED to pay this cost. It was again asked for a progress report in this case.

 

Minute 159

Motion at the request of Councillor M Strong: 

Regarding traffic calming measures on Bryn y mor Road, Cliff Terrace, and  Queens Road

To do research in what has been in discussion about this and ask Ceredigion County Council  for the possibility to do something to control the speed of traffic on the Morfa Mawr, Bryn Road and surrounding areas.

Following discussion it was RESOLVED to write to Ceredigion County Council and ask for initiatives to mitigate this issue.

 

Minute 160

Motion at the request of Councillor C Davies

Recycling- To investigate all options for community recycling initiatives.

It would appear that other communities are able to actually see profit from recycling initiatives in their areas. Whereas it was actually costing Aberystwyth Town Council a lot of money to run the pedestrian recycling initiatives in the town.

The Clerk was asked to get further details of an all options policy for the future of Aberystwyth Town Council recycling initiatives in the town and report back to Council.

 

Minute 161

Motion at request of Councillor A Davies

Burials in Aberystwyth Cemetery- People are being buried “the wrong way”- North to South and not East -West- Urgent investigation is needed to rectify this matter urgently

The Clerk gave an erudite and researched response and assured members that he had spoken to Ceredigion County Council regarding this issue of which they were aware. It seems that future burials would accommodate the deceased wishes as to orientation and to this end the Clerk was asked to get a written response to this matter for information.