Cyngor Cymuned Aberporth Community Council

Present: Cllr Jann Tucker Cllr Dai Ogilvie Cllr Helen Green Cllr Anne McCreary Cllr Richard Williams Cllr Gwynfor Harries Cllr Gethin James Cllr Colin Evans (2) Concerns had been raised about the length of the two previous meetings and whilst it was acknowledged that there had been the annual meeting and presentations that two hour duration for a meeting should be the aim. Cllr Mike Rennolf reminded Councillors to ensure that the clerk has notification of agenda items in sufficient time for the agenda; that the agenda and related documents are read prior to the meeting and instead of going through all the reports that only relevant questions and proposals are dealt with; that everyone tries to keep their points brief and to the point.

1. Apologies/Personal matters (3) Cllr Hywel Evans, Cllr Denfa Rees, Cllr June Allen and PC Alun Jones 2. To disclose personal and pecuniary interests in items of business listed below 3. Confirmation and signing of previous minutes (4) Cllr Jann Tucker proposed to accept the minutes as correct; this was seconded by Cllr Anne McCreary and passed by a majority. The minutes were signed accordingly.

4. Financial business (5) Items agreed for payment: £763.63 D E Owen £763.63 D E Owen £14.70 SLCC £53.60 SLCC £134.60 Cllr Richard Williams £50.00 S Owens £12.00 Cllr Dai Ogilvie 5. Reports Clerks Report (6) A meeting had been held at lower Brynglas play area with Mr Spencer De-Friend of Ceredigion County Council to discuss renewing the lease. The clerk had received an email detailing the County’s response: that a new lease on all the land at lower Brynglas is agreed for a term of 30 years with a one of payment of £150 at the start of the lease. Ceredigion County Council is to retain responsibility of the playground facility. Cllr Helen Green proposed that the Community Council accept this proposal and agree to lease the piece of the land for 30 years at a one off payment of £150.00, this was seconded by Cllr Anne McCreary and passed by a majority.

(7) The clerk provided a report of the SLCC Conference in Llandudno. The Welsh Assembly Government were promoting the xchange Wales idea which in principle is brilliant for large town or county councils but not practical for a small community council, have also introduced a Welsh Purchasing Card which allows community councils to pay for its purchases/services and receive a cash rebate on all spend. Welsh Audit office provided a Good Governance Good Practice presentation. Copies of the information provided on allotments had been provided to all councillors. SLCC have a new resource – The Councillor at a cost of £11.95 a copy; it was agreed to order two copies. The Law of Allotments is available for £15.20; it was agreed to order one copy. Clerk had obtained a copy of the new Local Council Administration Arnold Baker at cost of £53.60.

(8) Cllr Anne McCreary provided minutes of the meeting held to discuss the secret millionaire grant application. Three options were discussed: Establishing a community food co-operative; provision of allotments and provision of a luncheon club. During discussions it was felt that the food co-operative idea was the best project to move forward under the Secret Millionaire scheme; Cllr Anne McCreary is to contact the area development officer and an initial approach is to be made to the country market. It was felt that the allotment idea would not benefit enough individuals to qualify for this type of grant and there are various other avenues of funding for luncheon clubs.

The community council is still looking to consider the provision of allotments. Cllr Colin Evans asked about providing allotments in the other villages and it was felt that if the idea develops in Aberporth then the community council could look at land availability elsewhere. Residents of the other villages would be eligible to apply for the potential allotments in Aberporth. Clerk had provided councillors with information concerning the management of allotments Clerk has contacted Age Concern regarding the luncheon club idea and the possibility of applying to Tesco Community grant for this project. Councillors raised concerns about this idea and it was agreed that a number of things need to be established before this project can be moved forward.

Other issues highlighted at this meeting were the toilet facilities and lack of mother & baby facilities and the need of noticeboards in the village. These items have been passed to the Community Welcome committee.

(9) A map highlighting the proposed area of land for the community council to relocate the play equipment in Parcllyn had been received from the MOD. The meeting to discuss the playground in Parcllyn had highlighted that the community council needs to look towards requesting funding towards making good and levelling the area, relocating the playground equipment and ongoing maintenance. Cllr Mike Rennolf noted that the land is currently Public Open Space to everyone and that it needs to be more than just a play facility. The clerk has requested that a playground company at the SLCC conference arrange a suitable time to visit the location and provide outline costs for moving equipment and providing new on the site.

(10) A letter had been received from Beulah Community Council requesting Aberporths’ views on levels of traffic along Bowls Road. Cllr Mike Rennolf had drafted a reply and it was agreed to send this. (11) Clerk had obtained a price of £23.75 per bus shelter for cleaning. Some of the shelters are in a particularly bad state and it was agreed to go ahead and get them cleaned.

(12) Clerk had provided the Councillors with the One Voice Wales Councillor training programme. Councillors to inform clerk of sessions they wish to attend so they can be booked.

Beaches (13) Cllr Gethin James reported that he is organising to have the slipway cleared as soon as possible.

Cllr Mike Rennolf and Cllr Gethin James have met with officers to discuss the area at Penygraig. Cllr James reported that Ceredigion County Council are not keen to spend the money to cut it back as they have no budget to do it and will also require a risk assessment and method statement. Cllr James has obtained estimates for the work. A letter had been received from Mr Timms of Penygraig with concerns over proposed work and it was agreed that he would be fully consulted if and when the project moves forward.

(14) The problems with the man hole at Ship car park overflowing was reported by Cllr Dai Ogilvie and it has been cleared.

(15) Clerk had received an email from Kevin Kirkland providing land registry details of the slipway to Dyffryn beach.

Planning (16) A090480 Erection of an extension 1 Dyffryn Tce, Aberporth A090481 Erection of an extension 4 Dyffryn Tce, Aberporth A090236 Variation of conditions 1 & 3 of planning permission A060533 (to extend the period for the submission of reserved matters) Parc Aberporth (phase II) A090448 Erection of a dwelling Land at Morwennau, Aberporth Approved – A080596 Erection of 1 dwelling land adj to Brynseion chapel, Aberporth Approved – A090238 Retention of alterations & replacement extension Min y Mor, The Carriage, Aberporth The observations of the planning committee were noted.

Finance (17) Monthly finance sheet was provided.

(18) The BDO annual return forms were signed.

Highways (19) Cllr Mike Rennolf provided an update on the situation with the bus shelter at Parcllyn and it was agreed to go ahead with a half panel and a full panel and review its effectiveness before committing to spend a further £500plus on a front panel.

Streetlighting (20) Clerk to organise meeting to obtain quote.

Footpaths & Maintenance (21) Clean Cut Gardens has quoted £240.00 to clear and tidy Dyffryn garden and replace missing fencing, this work is to go ahead as soon as weather allows. Clerk has requested that he provide the community council with an annual schedule and price for maintaining the garden at Dyffryn, beds at Ship car park & Pencartws to include maintenance, weeding, planting and watering.

(22) Clerk to obtain quotes for the Safe Route to School at Blaenporth to be cut back.

Clerk had received a telephone call from Mrs Kettle about the first section of the path at Llwyncelyn being overgrown, on checking with the contractor this section is her private lane and is the owner’s responsibility, it is not on the trashing schedule. Clerk to contact Ceredigion County Council.

(23) The swing at Aberporth playground has been repaired. (24) Cllr Dai Ogilvie has started the footpath repairs.

(25) Cllr Mike Rennolf has received some complaints about the footpath from Blaenporth to Aberporth where roots are causing a trip hazard, Cllr Rennolf to address. Cllr Gethin James to contact Phil Johnson regarding the poetry trail.

(26) Cllr Gethin James had contacted Ceredigion County Council about the cutting back on the new coastal path which was getting very overgrown. He reported that for some reason it had been missed off the schedule for its first cut. D E Owen has cut now cut it. Cllr James informed the meeting that Ceredigion County Council will cut back twice a year and it is on our trashing schedule for three cuts in some places and two in others. Cllr James to discuss co-ordinating the contractors with Ceredigion and Clerk to contact Mr Owen.

(27) Cllr James informed the meeting that Ceredigion County Council are organising an official opening of the coastal path and poetry trail.

Mini Football Pitch Advisory Committee Emergency Plan Committee (28) Cllr Anne McCreary provided a report to the meeting.

Procedures Review Committee (29) The minutes of the committee meeting were provided.

(30) Documentation has been received from IOC re Data protection and compliance, Cllr Mike Rennolf and the Clerk to complete this.

(31) Clerk provided a document for councillors to review and update the register of interests.

(32) Clerks contract to be updated and signed accordingly.

(33) Cllr Anne McCreary proposed that the draft document Policy of Unacceptable Behaviour by Individuals and Display Notice be accepted, this was seconded by Cllr Helen Green and agreed.

(34) Cllr Anne McCreary proposed that Aberporth Community Council looks into arranging for and implementing a consultation exercise for seeking views of local residents and ultimately to set up a Community Action Plan, this was seconded by Cllr Helen Green and agreed by a majority.

(35) Cllr Gethin James s proposed that the Procedures Review Committee arrange to meet with Aberporth School Council and Aberporth Youth Club representatives, this was seconded by Cllr Dai Ogilvie and passed by a majority.

(36) Cllr Gwynfor Harries proposed that one Ordinary Meeting be held in Parcllyn Social Club subject to rules permitting, this was seconded by Cllr Helen Green and agreed.

Community Welcome Audit (37) Need to agree a date for a meeting in September.

Tidy Towns (38) PCSO Heather Cave has provided the Tidy Town group with some litter picking equipment as part of a grant from CAVO. Richard Thomas, Tidy Town Co-ordinator has provided high viz vests. Clerk to order additional equipment required.

(39) A litter pick had been held on Sunday 12th and Cllr Dai Ogilvie expressed his disappointment that no councillors had attended. He reported that around the beach and other areas were very good but the back of the youth club was terrible with youths leaving cans and chip wrappers all over and the bottom of Rhiw Rofft was quite bad.

(40) Tidy Wales week is to be held 21st – 27th September, Clerk has requested the free promotional pack. Dai Ogilvie and Clerk to organise a project.

Chairmans Report (41) Cllr Mike Rennolf reported that he had attended various meeting. He had been unable to attend Aberporth School Barbecue but Cllr Gethin James had stepped in.

Correspondence (42) OVW Ceredigion area meeting agenda. Meeting Wednesday 15th July in Penmorfa at 7pm Receipt received from Ceredigion County Council for Cardi Bach grant.

Receipt & thank you letter from Cadwgan Timetables received from Ceredigion re Cardi Bach scheme Grant request from Shelter Cymru Info switchover help scheme J Parker Wholesale bulb catalogue Leaflet – Guidance on Responsible Ownership of Dogs in Ceredigion Ceredigion County Council Corporate Strategy 2009-2012 Ombudsman Annual Report Receipt from Bobby Van Scheme Grant request and report from Jigso The Clerk Consultation documents: Ceredigion County Council Review of Statement of Gambling Policy may be viewed on councils website - runs until 2nd October 2009 Developing Secondary Education in Ceredigion Community School – ends 31st July Email: Email received from OVW providing information on a global research project and looking for 10 councillors to participate.

Correspondence was noted.

6. Review Diary (43) Clerk to arrange audit procedures over the summer and archive documents.

(44) Highways meeting date agreed for 1st September at 6:30pm 7. Notified Business 8. Emergency Any Other Business (45) 9. Date of next meeting is Tuesday 8th September 2009 at 6:30pm in Aberporth Village Hall.

(46) There being no further business the meeting was closed at 9pm.