Finance Committee Meeting Minutes – 26 October 2026
SULLY AND LAVERNOCK COMMUNITY COUNCIL/CYNGOR CYMUNED ABERSILI A LARNOG
Meeting of the Finance Committee
6.30pm Monday 26th October 2026
In accordance with the provisions of the Local Authorities (Coronavirus)(Meetings)(Wales) Regulations 2020, the meeting was held by way of the remote participation (Zoom) of the members of the Council and public. The Community Councils remote meetings protocols applied.
Part 1
1. Minutes 84/26
Attendance
Steve Oaten (Proper Officer)
Vicki Judd (VJ) Joined 19.10Hrs
Kay Bowring (KB) Chair
Nicky Parry (NP)
Graham Parry (GP)
Martyn James (MJ)
Chris Hall (CH)
Jackie Payne (JP)
Apologies for absence 85/26
Apologies from Councillors Martyn James and Dave Cannon, and Councillor Vicki Judd advised she would be late. No communication from Councillors Mahoney or Gilligan.
2. Declarations of interests. (Previously verbally disclosed and if the councillors are in attendance applies to all meetings) 86/26
VJ. Jubilee Playgroup/Chair of Governors and Minor Authorities Rep Sully School/Saving Sully and Lavernock Group/Trustee Sully and Lavernock Community Library Trust
NP. Volunteer and Trustee Sully Library Trust
JP. Works at WAG.
3. To approve the minutes of the previous meeting 87/26
The community council agreed that the minutes of the previous meeting, a meeting of the Full Council on the 9th September 2026, were an accurate reflection of the meeting that took place.
4. To approve the schedule of payments 88/26.
The community council agreed the payment schedule(s) as prepared by the Proper Officer and explanations were given where appropriate.
5. To receive a report from the representatives of external bodies at Sully Primary School, those on the Chemical Advisory Board and Community Liaison Panel, One Voice Wales Bridgend, Cardiff & Vale Area Committee, VOGC locally elected members and the councillors associated with our Sec 6 obligations (If Applicable) 89/26
Sully Primary School
Councillor Judd advised that there had been no meeting with the next meeting due to take place on the 17th November.
Chemical Advisory Board
Councillor James was absent from the meeting so there was no update available.
Community Liaison Panel
Councillor Nicky Parry advised that the meeting due on the 15th October was cancelled and a new date set for the 26th November.
One Voice Wales
Councillors Graham and Nicky Parry attended the last meeting. There was an overview from the Public Services Board who explained their role and remit. They hold regular meetings but there is no representation from Town and Community Councils. The meeting mostly dealt with the minutes of previous meetings and their subsequent approval. There was no relevant information to bring to the Councils attention.
Councillors Mahoney & Gilligan
There had been no reports or information relevant to the community received from either councillor.
Section 6 Obligations
Councillor Lynn advised that there is a schedule going forward in respect of the report due next March. Further discussion is needed within a working group, to be set up, in order that any actions completed are outlined, or any new actions identified.
6. Democratic Half Hour – The public are invited to make representations on business being transacted at the meeting or propose items for the agenda of the next meeting (Time constraints apply) 90/26
There were no members of the public present at the meeting. Therefore the Chair moved to the next item of business on the agenda
7. To receive any updates from the Proper Officer and councillors and discuss and resolve upon any further actions required (Including but not limited to, Further funding in respect of the allotments) 91/26
The Proper Officer
The Proper Officer and Councillor Cannon had attended a meeting with Lucy Butler who gave them an update regarding the section 106 expenditure.
Contracts had been awarded in respect of the Play Area at Conybeare Road and work was due to commence at the end of October, lasting eight weeks. The area on a bigger footprint with some natural play equipment.
There are issues in respect of the siting of the Community Library on Community Council managed land due to restrictive covenants/planning constraints. Other local opportunities are being explored with a number of stakeholders including Welsh Government and VOGC.
The 1st phase of the refurbishments at Sully Primary School will be starting shortly. The start date for phase 2 is not known at this time but will consist of the replacement of the modular buildings and class room extensions.
There are to be briefings regarding the proposed solar farm with a company official attending the next meeting of the Community Council in November.
The Proper Officer updated the meeting with a quote received in respect of the installation of further bollards to the extremity of the field. There needs to be some work completed to get a quote for a gate in the vicinity of the Sailing Club.
8. To discuss and resolve upon meeting dates for 2027 92/26
The Council agreed and resolved the list of Community Council meetings for 2027, although the meeting in May will be subject of change due to the elections.
9. To discuss and resolve upon the next actions in respect of the Community Asset Transfer, in particular the release of the condition reports commissioned by the Community Council to the VOGC, as recommended by the CAT working Group (Subject to the availability of the appropriate reports) 93/26
The Community Council resolved and agreed that the recent building condition reports, obtained by them, should be shared with the VOGC in respect of the proposed Community Asset Transfer.
10. To discuss and resolve upon expenditure regarding soil sampling for proposed Community Allotments 94/26
The Community Council agreed and resolved that the Proper Officer obtain a revised quote in respect of the trial pits and soil sampling, at the proposed allotment site at Hayes Road, a budget of £8000 has been allocated. The Proper Officer to action.
11. To discuss and resolve upon further actions following the latest section 106 reports 95/26
This item was discussed although the actions overlap with item 9.
12. To discuss and resolve upon the budget for the financial year 2027/2028 96/26
The Proper Officer gave an overview regarding the proposed budget for 2027/2028. Documents generated from the accounting software had been distributed for information purposes. It is anticipated that the Council will be able for formally agree the budget at the next meeting, subject to availability of Band D contributions for the financial year.
13. To discuss and resolve upon a date for the next beach clean 97/26
This item will be reviewed at the meeting in January 2027. At the moment, Dinas Powis Rotary are completing a beach clean on the 31st October. Sully Scouts usually carry out a beach clean so the next date will be reviewed in January.
14. To discuss and resolve upon a donation in respect of the Remembrance Day and the Carols around the tree events 98/26
The Community Council agreed and resolved upon a budget of £150, in respect of a donation for the provision of refreshments on Remembrance Sunday, and the Carols around the tree event in December.
15. The proposed date of the next meeting of the Community Council is a full council meeting on the 9th November 2026 99/26
Part 2
In accordance with section 1(2) of the Public Bodies (Admission to meetings) Act 1960. In view of the confidential nature of the business to be transacted the public were excluded from this part of the meeting
There was no requirement for the declaration or exclusion of the public as there were none present.
1. To receive any confidential updates from the Proper Officer and councillors and discuss and resolve upon any further actions required (Staff matters/Personal issues) 100/26
There were a number of items discussed which were of a confidential nature. There are further actions to be completed by the Proper Officer before items are brought before the next meeting.
2. To discuss and resolve upon the engagement of contractors 101/26
The Community Council agreed and resolved upon a quote, for the provision of cleaning services for the Hall and Pavilion. A contract to be drawn up with the approved rate and appropriate terms and conditions. The contract to be reviewed after 12 months. It was awarded to an individual who has filled in when the council employed cleaner was sick, and when she resigned. A period in excess of 3 months.
The existing agreement for Grounds Maintenance was discussed, with the existing agreement holder being required to provide an up to date quote, in order that the Council can consider an extension of the agreement already in place. This to be resolved at the next meeting.
The meeting concluded at 19.50 hours.
Steve Oaten - Proper Officer to the Council. ……………………………………. Chair.
