MINUTES OF THE ORDINARY MEETING OF THE TOWN COUNCIL HELD ON MONDAY 21 MARCH 2016 AT CANOLFAN TYSILIO

Transcription

1 1 39 MINUTES OF THE ORDINARY MEETING OF THE TOWN COUNCIL HELD ON MONDAY 21 MARCH 2016 AT CANOLFAN TYSILIO PRESENT : Councillors Michael Davies (presiding), Richard Barker, Kate Elias, Jim Evans, Richard Fairhead, William Love, Lee Maher, Rheinallt Thomas and Selwyn Williams. ALSO PRESENT : County Councillor Meirion Jones, Griff Pritchard (Temporary Clerk), Linda Pickstock (Financial Officer) and Sioned Jones (Translator), 1. APOLOGIES : Councillors Doug Barnes, Colin Davey, John M Davies, Jacky Jones, and County Councillor Alun Mummery. The Chairman welcomed everyone to the meeting. 2. FINANCE : 2.1 Monthly Statement Report : The Financial Officer presented the monthly statement for March 2016, which detailed the Town Council s bank balances, income received and payments. The RFO explained that the receipts from the Coed Cyrnol Car Park had increased by 4,000 over the preceding year. The RFO explained that the cleaner of the Bowling Green Toilets had requested payment in advance regarding her duties for the period 24 March to the end of October Members were of the opinion that she should submit monthly invoices for payment. The RFO agreed to resolve the position liaising with Councillor D Barnes. Resolved - To approve the above financial statement and authorise the issue of cheques as recommended, proposed by Cllr. R Barker, Seconded by Cllrs.R Fairhead and K Elias, all members in favour. 2.2 To Adopt a Reserves Policy : The Draft document had received a positive feedback and Cllr R Barker proposed adoption thereof. He was seconded by Cllr K Elias with all members in favour. 2.3 To consider the 2015/16 Report of the Independent Remuneration Panel for Wales S(10) 2016/17 payments to Town & Community Councillors. The Panel has responsibility to advise on compensating members of community & town councils for expenses and costs involved in carrying out their duties. The 2016/17 Order makes a number of Determinations relating to amounts payable to members. Each Council has to publish details of payments made by the end of September following the end of year to which payments relate. Members discussed the benefits and drawbacks of making payments with Cllr Barker of the view that a wider cross section of the public could be attracted to serve on Town and Community Councils. Cllr R Thomas opposed the system of payments to members in general with the exception of travelling expenses, but could see benefits in these determinations that may attract new members. Cllr J Evans commented that the payments were voluntary. Resolution to be adopted at the meeting in May, to accept the Determinations with the exception of number 47.

2 Representatives on Outside Bodies: The following members attended meetings relating to :- Town Band Cllr R Barker The Band were seeking dates for the Prom Concert and for Christmas. Seafood Festival Cllr W Love Recent meeting chaired by D Evans, 20,000 attended 2015 festival, 3 adult entrance fee for 2016 with concession 2 and children free. No request made to the Town Council for assistance. Friends of Church Island Cllr S Williams - Concerns with the Zorb project if planning granted. Demolition of hut behind the Church planned. Scouts K Elias possible project for scouts, clearance of overgrowth from the Pleasure Garden. CCTV K Elias meeting where Police were seeking access to all Town Councils via Llangefni, agreement to view but not burn footage. Primary School Eisteddfod Cllr R Fairhead. 4. MINUTES OF THE COUNCIL MEETING HELD ON MONDAY 15 FEBRUARY 2016 WERE CONFIRMED AND SIGNED, Proposed Cllr R Barker, Seconded Cllr K Elias. 4.1 Arising from the Minutes :- Page 34, item 2.3 The RFO to confirm whether Rates are payable on the Bowling Green Pavillion. Page 35, item 2.5 Cllr Barker commented that CPALC have a pro forma for asset/risk recording and this would be beneficial in bringing both asset and risk recording together. He agreed to forward to the Clerk for circulating to all members with a view to adoption at a future meeting. Page 37, item 10.1 The RFO to check with the Council insurers, the position regarding volunteers working on projects run by the Town Council. To also enquire with the Cleaner of the Bowling Green Toilet that she was insured and to consider a Risk Assessment of her work at the BGT. 4.2 Minutes of the Planning Committee Meeting held on the 7 March 2016 : Resolved : The Minutes were noted. All Members in Agreement. 5. Planning : Applications : 39C565 1 Greenfield Terrace, Menai Bridge. Full application for change of use of existing building from offices to beauty salon. Proposed by Cllr K Elias and seconded by Cllr R Fairhead. 39C18U/1/VAR Plot 17 Ty Mawr, Menai Bridge. Application under section 73 for the variation of condition (09) on planning permission reference 39C18Q/1/VAR

3 3 41 (erection of 21 dwellings) so as to change the design of Plot 17 Ty Mawr, Menai Bridge. Proposed by Cllr K Elias, seconded by Cllr R Fairhead. 6 Joint Local Development Plan : Schedule of Focussed Changes, Cllr S Williams explained to members that the only item included in the focussed changes document related to a potential development site of ¾ of an acre. Members agreed to leave the document on the table. 7. Correspondence : General s Various copies sent to all members via /hard copy. Letter - Always aim High Events, letter of thanks re the Half Marathon. Letter HSBC in response to closure of the Menai Bridge branch. Letter Isle of Anglesey County Council re temporary closure of Water Street and St George s Road on 29 May as a result of Charity Raft Run. Letter Macmillan Cancer Support, funding request. Letter One Voice Wales, notice of meeting and agenda. Letter North & Mid Wales Assoc of Local Councils, Agenda next meeting. 7. Town Mayor s Announcements. The Mayor attended the following events / meetings : Plas Rhianfa Introduction of new Reataurant 18 February Zorb meeting deferred pending Welsh Office involvement on highway issue. 2 March Anglesey Half Marathon start event on the Bridge, 8-30 to 9-30am, 6 March 2016 One Voice Wales Council as an employer course at Llangefni. (cancelled due to lack of support) 10 March CCTV Meeting at Llangefni Cllr K Elias deputised, 14 March Menai Bridge Library Consultation meeting 16 March 2016 (apology for absence). 8. Reports & Recommendations : 8.1 Tyddyn Mostyn Playground - Continuing vandalism at the Playground was resulting in increased pressure on the Groundsman as he was reporting an almost daily requirement to clear rubbish and the contents of bins being emptied within the playground itself. There was also an issue with a rod being cut from the boundary fencing and left with a jagged edge protruding which was removed by the Groundsman on Health & Safety grounds. Replacement by the Playground management company Wicksteed will cost plus vat as a whole fence panel will have to be fitted. 8.2 Bowling Green Various measures were discussed to try and reduce vandalism. These included reducing height of the surrounding gorse bushes, the use of antigraffiti paint and the movement of the double wooden doors to the pavilion forward to fill in the present alcove.

4 Coed Cyrnol Kiosk The Clerk reported on the procedure required to tender for the work involve in the demolition and re-building of the Kiosk. He referred members to the current Model Financial Regulations and in particular Section 11 on Contracts. The initial requirement was to complete an Asbestos survey of the existing building, then to obtain three new quotations for demolition. The Tenders to be sent in envelopes supplied and marked accordingly by the Town Council and to be received by a set date, The Tenders to be opened at the same time by the Clerk and one or more members of the Town Council. Acceptance of the Tender procedure was proposed by Cllr R Thomas and seconded by Cllr R Fairhead. 9. Council Governance : 9.1 Motion : To adopt a Council Complaints Procedure as per the Draft already submitted to Members. Proposed by Cllr R Fairhead, Seconded by Cllr W Love. 9.2 Motion : To adopt the legal requirements and best practice for giving public notice of meetings and requiring Members attendance in line with the document circulated to members at the meeting. Proposed by Cllr Richard Fairhead, Seconded by Cllr W Love. 9.3 Motion : To adopt the revised Code of Conduct created under the Local Authorities (Model Code of Conduct) (Wales) (Amendment) Order Proposed by Cllr R Thomas and Seconded by Cllr R Fairhead. 9.4 Motion : To establish a task and finish group comprising the Clerk and at least five Members to finalise new Council Standing Orders for adoption at the next Council meeting in line with the draft revised Standing Orders previously circulated. It was agreed that the following members be part of the group, Cllrs C Davey, R Fairhead, R Barker, L Maher and S Williams. 9.5 Motion : To consider applications received for the two vacant seats on the Cadnant Ward. Members agreed that the two applicants be interviewed and that a copy of The Good Councillor s Guide be made available to them prior to interview. The following members to form the interview panel, Cllrs M Davies, K Elias, R Fairhead and J Jones. 10. Services / Amenities 10.1 To discuss the future of Menai Bridge Library and the Island s Library Service in the light of the County Council s proposals and consultations. A meeting was held at the Menai Bridge Library to discuss the future of the Library Service on Anglesey in light of proposed cost cutting measures by the Isle of Anglesey County Council. Cllr R Barker attended the meeting and commented on the poor attendance despite a positive outlook from those present. The Local Authority s proposal contained four options although only two were realistic, namely a transfer of the whole service to a local community group / council who would be responsible for all costs to include staffing and property management. The second option was for a local group/ council to take control of property management costs to include the Non Domestic Rates. The County Council to retain staffing costs, supply of books etc. It appeared that the Local Authority favoured the second option and were hoping to progress matters significantly by October Members felt that the Library Service was valued by residents with the Menai Bridge Library covering a wide catchment area. A suggestion was made to include local

5 5 43 Community Councils and other interested parties in any meetings to be held locally. It was agreed to determine the appetite for the proposal by advertisement locally and flyers to publicise any meetings, also to set up a small project group to draw up plans with power to co-opt members. County Councillor Meirion Jones welcomed co-option to the group To discuss the continuing problem of littering throughout the Registered Local Nature Reserve, with particulat reference to the entrance to Coed Cyrnol from the Waitrose Car Park. Cllr R Barker commented that the littering problem was worsening and related his experience of walking in Coed Cyrnol recently. He was of the opinion that a structured clearance plan for the Groundsman should be developed in an attempt at improving the position. Members felt that the area was used for fly tipping and that an element of the problem related to Waitrose being situated next door. Apparently there had been a change of contractors employed by Waitrose to clear rubbish and these were not as efficient as their predecessors. It was agreed that a meeting with Waitrose would be beneficial and that the Mayor and Clerk should represent the Council. Furthermore a plan for regular visits by the Groundsman to monitor and clear litter be set up Date of next meeting 18 April The meeting concluded at 9-30 pm. COUNCILLOR D. MICHAEL DAVIES CHAIRMAN