CYNGOR CYMUNED GWAUN CAE GURWEN GWAUN CAE GURWEN COMMUNITY COUNCIL Minutes of the Ordinary Meeting of the Council Held at the Tairgwaith Community Centre On Tuesday 12 th July 2016 at 6.30pm 53. Present. Cllrs L.G.Williams (Presiding), D.Jones, G.Moore, A. Herdman, J.E.Jones, C.Puw, M.Pugh, I.P.Lewis, N.Treharne, L Davies, J. Penson and D.M Davies. Apologies. Cllr Nia Treharne 54. Declarations of personal interest. There were no declarations made. 55. Minutes of the Ordinary Meeting of the Council held at the Tairgwaith Community Centre on Tuesday 14 th June 2016. Subject to the addition of Cllr D. M. Davies to the list of those present (minute 38) in the meeting and the fact that Cllr Dave Jones did not attend the OVW meeting (minute 50) the minutes were confirmed as a true record and signed by the Chairperson. 56. Minutes of the Special Meeting of the Council held at the Tairgwaith Community Centre on Tuesday 28 th June 2016. Subject to the removal of the last sentence (minute 54 (d) that reads The 1 st meeting to take place towards the end of September 2016 and the insertion of the following: The closing date for the receipt of applications shall be 30 th September and, if only a few are received, 1
they be reported to the Ordinary meeting to be held on 11 th October 2016. 57. Matters arising upon those minutes. (a) Trustees Carmel Chapel (min 42(a) refers) The Clerk read out an e-mail received from Mr Myrddin Morgan to members. In response particular concern was expressed about the state of the cemetery wall and it was proposed by Cllr Penson and seconded by Cllr Linda Davies, that Mr Morgan be requested to provide a comprehensive surveyor s report on the state of the wall and other issues such as the safety of the gravestones. (b) The Old School, Ysgol y Glyn (min 42 (b) refers) Open Day - Reported that the Council s Chairperson had played a leading role in the open day that was held on the 25 th June 2016. Cllr Herdman expressed his disappointment that only three members of Council attended the event and that in particular no Lower Brynaman members were in attendance. In response Cllrs Iwan Lewis said he had to attend another event on the day and Cllr Linda Davies said that she was away on the day and both had mentioned this in the last Council meeting. Dry Rot Reported that a specialist will undertake a survey on Thursday, 14 th July 2016 at a cost of 45.00 and thereafter three companies will be invited to quote for the work. Cllr M Pugh s offer to accompany the Clerk on Thursday was gratefully accepted. (c) Casual Vacancy, Tairgwaith Ward (min 42 (c) refers) A further advertisement will be posted inviting applications for the vacancy. The closing date will be 31 st August, 2016. (d) East Pit Revised Opencast (min 42 (d) refers) Noted that it was planned to launch the Community Benefit Fund during the course of the week commencing 18 th July 2016. 2
(e) Annual Audit (Minute 44 refers) Internal Audit Report The report of the internal auditor dated 30 th June 2016 was considered and the following matters were brought to the Council s attention 1. Financial Risk Assessment The risk assessment was last reviewed in 2009, this should be reviewed on an annual basis. 2. Fixed Asset Register There is no fixed asset register. Council is required to maintain such a register. 3. Budget Both the 2015/16 and 2016/17 budgets fail to address the setting of a minimum working balance. However, the internal auditor can Confirm that in his view the working balance is adequate. No provision has been made in the 2016/17 budget for Annual Loan charges in respect of the Council s PWLB loan. Pensions Council s staging date for Automatic Enrolment is 1 st August 2016. Provision should have been made for employer s contributions. 4. Budget Monitoring The internal auditor can find no records of any budget monitoring reports being made to Council. 5. Bank Reconciliation The internal auditor can find no records in respect of monthly, quarterly or annual bank reconciliations. As a result the internal auditor has entered a NO against lines 3, 4 and 8 in the Annual Internal audit report, which is part of the Annual Return for the year ended 31 March 2016. In response the Council requested the Clerk to complete the following three documents for the consideration of the Council as a matter of urgency 3
1. Financial Risk Assessment 2. Fixed Asset Register 3. Financial Regulations 4. Budget Monitoring The Clerk recommended the purchase of accounting software in order to facilitate the provision of budget monitoring information 5. Bank Reconciliation The accounting software will provide monthly bank reconciliations. 6. Banking Arrangements the Clerk to look into internet banking facilities offered by the Council s bank and to report to the next meeting. Resolved that the Clerk be authorised to purchase an appropriate accounting software package at an estimated cost of 250.00 (f) Grass Cutting Contract (minute 46 refers) Accepted that the timing and the number of cuts specified in the grass cutting contract be reviewed in the next meeting of Council. (g) Applications for Financial Assistance (minute 47 refers) Reported that 24 applications had been received Resolved that contributions be made to the following 15 local organisations 1. Parc Howard Pony Club, Cwmgorse.... 260.00 2. Cwmgorse RFC.... 260.00 3. Tenovus Cancer Care... 130.00 4. Merched y Wawr.... 130.00 5. Home Start Dinefwr.... 130.00 6. Macmillan Cancer Support... 130.00 7. Gwaun Cae Gurwen Brass Band... 260.00 8. Wales Air Ambulance - Airbase Appeal... 260,00 9 Cwmgorse Village Forum... 260.00 4
10 x-ray machine for Amman Valley Hospital.... 260.00 11. Lots of Tots Day Nursery at Canolfan Maerdy... 130.00 12 Maerdy Youth, Tairgwaith... 260.00 13 Gwaun Cae Gurwen OAP Association... 260.00 14 Brynaman OAP Association... 130.00 15 Treftadaeth Brynaman Heritage... 130.00 No allocation was made to the following 9 organisations - Urdd National Esteddfod, Cancer Information & Support Services,. Teenage Cancer Trust, Glo Man, Shelter Cymru, Plant Bobath Cymru, Llangollen International Musical Eisteddfod, Centenary Fields commemorating World War 1, WEA Upper Amman & Twrch Valley WEA. (h) Other business (at the discretion of the Chairperson) Noted that the meeting with the two County members will take place in October 2016 and that NPTCBC be contacted and requested to cut the grass between Rhydyfro and Cwmgorse. (i) Bench in memory of the late Cllr Morgan Thomas (minute 51 refers) Reported that Mrs Thomas would like the Council to go ahead and provide the memorial bench. Resolved that the Clerk arrange for a plastic bench to be installed. (j) Provision of Defibrillators for use in the Community (minute 52 refers) Accepted that the Clerk be allowed time to prepare a report to Council for consideration. 358. Accounts for Payment July 2016 Wages and Salaries for July 2,965.37 NPTCBC Rates 862.00 Wernvale Nurseries Grass cutting 1,260.00 David Isaac Internal Audit Fees 330.00 V L Llewellyn Postages and Stationery 33.74 5
Computers Don t Byte Printer & Ink 175.97 Playsafety Ltd Annual inspection of play areas 180.60 City Loo Hire Open Day Glyn School 216.00 Wicksteed Playgrounds Quarterly Maintenance Inspection 170.40 59. Accounts for Payment August 2016 Wages and Salaries for August 2,965.37 60. New Pension Regime Auto Enrolment In a letter dated 29 th June 2016 our payroll provider MJB Business Services Ltd states that all the Council s employees have been assessed for eligibility for a pension and found that none are required to be enrolled in a pension scheme. Enclosed with the letter is a copy of the assessment confirming who qualifies and who does not. Explained on this is what is meant by each category of employee, and who, would automatically qualify to join a scheme. Only two of the Council s employees could, if their earning were higher, become so qualified, and are categorised as entitled workers. A template letter was enclosed that should be sent to all employees. All employees have the right to require that a pension scheme be set up. However, the council only has to contribute to a pension for employees categorised as eligible jobholders, which none of the council s employees currently are. Obviously this will need to be reviewed again on the staging date, and regularly whenever there are changes in employees or pay. Resolved that the advice received be accepted and that the recommended letter be sent to all employees. 61. Tairgwaith Play Area Outdoor play sessions Resolved that Groundwork Wales be authorised to arrange play sessions from 11.00am-12.55 every Tuesday throughout the summer in the Tairgwaith Play Area, as detailed in Kayleigh Yorke s e-mail addressed to Cllr Penston. 6
62. Older Persons Council Recruitment Drive Reported that an e-mail dated 8 th July 2016 had been received from Grace Halfpenny of Neath Port Talbot CBC seeking to recruits volunteer members for the Older Persons Council. Agreed that the e-mail received be distributed to Council members. 63. Resignation of Jenny Hall Members were very sorry to hear that Jenny Hall had tendered her resignation with effect from the 12 th July 2016. The Neath Port Talbot CBC will be informed of the vacancy. Noted that there were currently three vacancies on the Council. 64. Play Area Safety Inspection Reports Reported that inspection reports had been received from Playsafety Ltd in respect of the Tairgwaith and Cwmgors Play Areas and it was said that, apart from some minor matters, the play equipment and facilities were satisfactory. Agreed that the minor works be completed as soon as possible. 65. Ombudsman s Report for 2015/16 The report for 2015/16 has been received by the Council and was available for the inspection by members. 66. Planning Application Resolved that no objection be made against the following planning application: (a) Application No P2016/0560 Two storey and single storey rear extension, plus front porch at 31 Colbren Square, Gwaun Cae Gurwen. The Meeting was closed at 8.50pm. Signed...Dated... 7