January

CYNGOR CYMUNED LLAN LLYR/LLANYRE COMMUNITY COUNCIL

A meeting of Cyngor Cymuned Llan Llyr/Llanyre Community Council was held at Newbridge-on-Wye Community Centre on Tuesday, 17th January, 2017.

Present:- Councillor S. Powell (Chairman);

Councillors Mrs. T. Field, H. Lewis, G. Rees, L. Smith and M. Watkins.

In attendance:- County Councillor W. J. Evans

90/16 APOLOGIES FOR ABSENCE

Apologies for absence were received from Mrs. P. Deakin, M. Davies and S. Meredith.

91/16 DECLARATIONS OF INTEREST

There were none.

92/16 MINUTES

The Chairman was authorised to sign as a correct record the Minutes of the meetings held on 15th November and 19th December, 2016.

93/16 MATTERS ARISING

(a) Public Toilets, Llanyre (Ref. Min. 82/16(a))

Electricity – 43174 Water – 602
It was reported that Western Power had now visited the site and confirmed that the electricity supply to the property could be moved. However, it was recommended that the supply was put underground. There would be a charge for this work and it was advised that the Council undertake the digging works themselves to reduce the cost. An Officer from Western Power would contact the Clerk and Mr. L. Smith with a cost. The costings had not been received to date.

(b) Public Toilets, Newbridge-on-Wye (Ref. Min. 82(16(b))

Nothing further to report.

(c) Recycling Sites (Ref. Min. 82/16(c))
(i) Llanyre – the bins have now been removed. It was suggested that as Llanyre has now closed that the funds from both sites be amalgamated. It was agreed to defer a decision on the matter until all Councillors were present.
(ii) Newbridge-on-Wye – the glass and plastic bins have now been removed.

(d) Llanyre Recreation Field (Ref. Min. 82/16(d))

(i) Recreation Field – an invoice for topping in the sum of £151.20 was received. As it was not longer possible to let the area to raise funds for maintenance, it was agreed that a maintenance plan for the up-keep was required and tenders sought. Discussion ensued as to the future use of the area and it was agreed that investigations in to grant funding should be made. Mr. H. Lewis kindly agreed to look into what may be availa

A feasibility study of the needs of the area had been undertaken a number of years ago and allotments had been requested. However, it was reported that not all households had received a copy of the survey. It was agreed to look at the findings of the study.

(ii) Play Area – a site meeting had been held earlier in the day when a number of concerns and issues had arisen. Members enquired whether there had been a formal handover of the equipment from the County Council and the Clerk confirmed that this had taken place in October 2015. It was agreed that all faulty equipment needed to be removed as soon as possible. It was noted that the inspection forms were not being received immediately following the inspection and the Clerk was requested to remind the Officer responsible that these were required to enable Councillors to follow up any issues that arise.

(iii) Pritchard Recreation Ground – nothing to report.

(e) Newbridge-on-Wye Playing Field (Ref. Min. 82/16(e))

Members expressed their concerns that the responsibility for cutting the grass on the playing field had fallen to the Council when the handover had not taken place. It was unanimously agreed that the Clerk contact the County Council to inform them of their position and seek confirmation that it will continue to be cut and managed by them until such time as the handover has taken place.

(f) HMRC (Ref. Min. 81/16)

The Clerk confirmed that she had received confirmation that the account had now been closed and a refund of £128.73 had been received. A letter appealing the penalties had been sent on 5th January but not response had been received to date.

(g) Speeding Newbridge-on-Wye/Llanyre (Rec. Min. 88/16)

Correspondence was received from the Highways Department stating that no speed counters had been installed in either village since 2013. It was agreed that the information gathered at that time be requested and, in future, the information would be requested as soon as the counters were seen.

94/16 PLANNING APPLICATIONS

There were none. However, discussion ensued on two sites where development was taking place but Members did not recall having received planning applications. Concerns were expressed that the planning process may have been by-passed. It was explained that certain development could be undertaken under permitted development and without the need for planning permission provided that it is not over a certain size.

It was also reported that, on occasions, the Council’s comments were not being included in planning reports. This did not present a problem if the Councillors were in agreement. However, the Councillors had objected to a recent application and the Councillors decision had not been reported. It was agreed that the objections be sent again.

95/16 INVOICES FOR PAYMENT

The monthly balance of income and expenditure was received and approved.

Balances in hand as at 10.01.17:-                 Ring Fenced balances: Recycling 
Current Account £ 9898.47                           Llanyre                  £415.35                    
Savings Account £ 2198.50                          Newbridge-on-Wye £355.85                     
                          £12096.97                                                      £771.20                                  

Llanyre Church Hall donation £2000.00
Available Funds:- £9325.77

The following invoices were received and passed for payment:-

Royal British Legion – 2 x poppy wreaths £37.00
Dwr Cymru Welsh Water – Llanyre Toilets £110.78
Dwr Cymru Welsh Water – NoW Toilets £171.14
Mr. P. Lewis – November Cleaning (agreed but not paid in December) £ 88.00
Mr. P. Lewis – December Cleaning £ 88.00
Wales Audit Office – external audit £208.00
Mrs. L. Brown – computer use £100.00
Mrs. L. Brown – clerking fee/expenses £310.20
DO and MA Hughes – Llanyre Recreation Field £151.20
S and J. Jones – Recycling Donation £35.00

96/16 CORRESPONDENCE

(a) Welsh Government – Section 137 Expenditure

Notification of the appropriate sum under Section 137 Expenditure was received. It was noted that the sum for 2017/2018 was £7.57 per elector.

(b) PCC Electoral Services – Powys Electoral Review 2017

Notification of a meeting to be held at County Hall on 7th March was received. It was agreed that one place be booked.

(c) Western Power

A revised certificate for the Llanyre Christmas tree was received.

(d) Request for Financial Assistance

A request for financial assistance in the sum of £35.00 towards the cost of flowers for the planters in Newbridge-on-Wye was received. It was agreed that the request be approved.

(e) Electoral Register

A copy of the Register was received.

97/16 PRECEPT ESTIMATES FOR 2017/2018

The following report was received and considered:-

The product of a £1 precept in 2016/2017 = £572.29
2017/2018 = £573.57

Expenditure heading Actual
Cost for
2015/2016 Precept cost
£ Actual
Cost for
2016/2017
(up to 31.12.16) Precept
cost
£
Toilets Newbridge-on-Wye 1332.44 2.33 848.93 1.48
Llanyre 1271.38 2.23 542.84 0.95
Clerks salary (actual) 3452.64 6.05 2609.08 4.56
Insurance 525.88 0.92 552.69 0.97
Llanyre/Llanfihangel 440.00 0.77 350.00 0.62
Llanafan Road 125.00 0.22 125.00 0.22
Village Green 820.00 1.45 820.00 1.43
Llanyre Playing Field 18.04 0.03 60.00 0.10
Newbridge-on-Wye Playing Field 250.00 0.44 165.00 0.29
Miscellaneous expenses i.e. postage, photocopying, telephone calls, hall hire, electricity on Xmas trees, CPRW and One Voice Wales membership, external audit, legal fees etc.
1580.90
2.77
1482.12
2.59
Donations 95.00 0.17 200.00 0.35
Total costs to Council 9911.28 17.38 7755.66 13.55

Regular invoices (estimates) to be paid between January and March include:-
Clerk’s salary £ 874.92
Clerk’s expenses (estimate) £ 120.00
Toilet Cleaning (estimate) £ 240.00
Water charges (estimate) £ 350.00
Electricity charges (estimate) £ 250.00
Cannon Hygiene } £ 25.00
Phs Group } £ 45.00
Llanyre Church Hall – hire £ 25.00
One Voice Wales Membership £ 170.00
Electricity – Llanyre Xmas Tree £ 10.00
£2109.92

The current bank account balances are as follows:
Current Account £ 9898.47
Savings Account £ 2198.50
£12096.97

of which £771.20 is earmarked for donations from the Recycling Funds and £2000 as a donation to Llanyre Church Hall

The Community Council funds, therefore, are £9325.77 less estimated expenditure to 31st March, 2017 = £7215.85

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This is an ESTIMATE of the costs to run the Council during the next financial year:-

Expenditure heading Estimated Cost per
Annum
2017/2018 Precept
Cost 2 x contested
Elections 1 x contested
+ 1 x
Uncontested
Toilets Newbridge-on-Wye (less £500 grant) 1500.00 2.61
Llanyre (less £500 grant) 1500.00 2.61
Clerks salary (actual – agreed at July 2016 meeting) 3534.60 6.16
Election Costs @ £1200 (contested) or £350 (uncontested) 700.00 1.22 4.18 2.70
Insurance 570.00 0.99
Village Green 900.00 1.57
Pritchard Recreation Ground 190.00 0.33
Grass Cutting on Llanafan Road 150.00 0.26
Llanyre/Llanfihangel 300.00 0.52
Llanyre Playing Field (incl. Grass cutting and safety checks) 1000.00 1.74
Llanyre Playing Field – play equipment repairs 500.00 0.87
Newbridge-on-Wye Playing Field (incl. Grass cutting and safety checks) 1000.00 1.74
Additional Hedge cutting in Llanyre 200.00 0.34
Repairs to fountain on Village Green 150.00 0.26
Miscellaneous i.e. postage, photocopying, telephone calls, hall hire, electricity on Xmas trees, CPRW and One Voice Wales membership, external audit 1600.00 2.79
Donations 400.00 0.70
Total costs to Council 14194.60 24.71 27.67 26.19

The election costs of £1600 per contested election are based on 1000 electors per ward. Llanyre and Newbridge-on-Wye have approximately 500 electors per ward. As a result, I contacted PCC to enquire whether these charges would be halved and I was advised to reduce the costs slightly, but not by half. I have, therefore, reduced the cost per contested election to £1200.

Also, based on the expenditure on the two playing fields last year, I have reduced the spending estimate to £1000 from £1500. If you wish the figure to remain at £1500, there will be an increase to the precept.

Based on the above-mentioned estimated expenditure for 2017/2018 it is recommended that the following precept be set:-

Estimated cost to run the Council in 2017/18 £14194.60
Which equates to a Precept of £ 24.71 (budget for 2 uncontested elections)
£ 27.67 (budget for 2 contested elections)
£ 26.19 (budget for 1 contested and 1 uncontested
election)

Estimated balance in hand at 31.03.17 £7215.85
Less recommended reserves £2000.00
Balance available to spend £5215.85

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2 Uncontested 2 Contested 1 Contested/1
Uncontested
Estimated running costs 2017/2018 £14194.60 £16594.60 £15744.60
Less estimated balance c/fwd £ 5215.85 £ 5215.85 £ 5215.85
Amount to be raised via the precept £ 8978.75 £11378.75 £10528.75

Which equates to a precept of £15.65 £19.88 £18.36

Precept is currently set at £20

Following discussion, it was agreed that the precept for 2017/2018 be set at £20.00

98/16 DATE OF NEXT MEETING

The date of the next meeting was confirmed as Tuesday, 21st February, 2017 at 7.00 p.m.

The Members discussed the following item in their capacity as Custodial Trustees.

NEWBRIDGE-ON-WYE COMMUNITY CENTRE

(a) Public Meeting – final arrangements for the meeting to be held on 18th January, 2017 were made. It was agreed that Mr. M. Watkins would outline a brief history and Mr. G. Rees would outline the current position.

(b) Invoice for Payment – an invoice in the sum of £70.00 for the licence was received and passed for payment. It was agreed that users of the Hall be informed that the responsibility for abuse of the licence (i.e. underage drinking, etc.) lay with the hirer.

There being no other business the Chairman closed the meeting at 9.10 p.m.

 

 

 


STEPHEN POWELL (Chairman)

 

 






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