Full Council
30/01/2012 at 6:30 pm
Minutes:
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 30TH 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 22nd December 2011
RESOLVED- The minutes of the meeting held on the 22nd December 2011 were approved and accepted as a true record.
Minute 145
Minutes of General Management Committee held on 16th January 2012
MINUTES OF A MEETING OF THE GENERAL MANAGEMENT COMMITEE HELD IN THE MEETING ROOM, 11 BAKER STREET, ABERYSTWYTH ON MONDAY 16th 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
- Correspondence
- 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.
- Playground Report- The annual report on the skate park had been received.
- 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.
- 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.
- To review the protocols and consequences for election of Mayor Elect taking into consideration the National Elections on 3rd 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.
- Consider verbal and written reports on Skatepark working party.
The Clerk reported that the second phase application to the big lottery had been successful.
- 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.
- 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.
- Staffing Matters
There were none discussed
Minute 146
Minutes of the Finance and Establishment Committee held on 23rd 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 23rd 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
- Correspondence
- 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
- Borrowing regulations
Information from the Welsh Government regarding borrowing approval was received.
- 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.
- 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.
- 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.
- Aber 1st Awards
A request for backing was referred to the Finance and Establishment Committee.
b)Welsh Lady Run
Information was received about the race on 4th March.
- RBS Software
It was RESOLVED to renew the annual Licence for the financial package.
- 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 17/18th 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.