Finance Committee Meeting Note – 26 October 2026

SULLY AND LAVERNOCK COMMUNITY COUNCIL MEETING NOTE

FINANCE COMMITTEE MEETING ON THE 26th OCTOBER 2026

Councillors who attended the meeting

Item 1

K Bowring, N Parry, G Parry, V Judd, C Hall, Payne, R Lynn

Apologies for Absence

Item 2

Councillor James, Cannon

No communication from Mahoney, Gilligan

Declarations of Interest

Councillor Judd - Jubilee Playgroup/Sully School Minor Authority Representative Governor/Saving Sully and Lavernock Group, Trustee Sully Library

Councillor N Parry – Volunteer/Trustee - Sully Community Library

Councillor Payne – Works at WAG

Decisions taken at the meeting.

(See below agenda items and the relevant resolution)

Agenda item 3

The community council agreed that the minutes of the previous meeting, a meeting of the Finance Committee on the 7th September 2026, were an accurate reflection of that meeting.

Agenda item 4

The community council agreed the payment schedule as prepared by the Proper Officer and explanations were given where appropriate

Agenda item 5

To receive a report from the representatives of external bodies

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 not in attendance so there was no update.

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.

Agenda item 6

There were no members of the public present at the meeting. Therefore the Chair moved to the next item of business on the agenda

Agenda item 7

The Proper Officer gave updates regarding a number of issues.

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 on a number of confidential items and will carry out further actions as agreed.

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 bowling club.

Agenda item 8

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.

Agenda Item 9

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.

Agenda item 10

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.

Agenda Item 11

This item was discussed although the actions overlap with item 9.

Agenda Item 12

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.

Agenda Item 13

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.

Agenda item 14

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.

Agenda item 15

The proposed date of the next meeting of the Community Council is a Full Council Meeting on the 9th November 2026

Part 2

The Chair moved to Part 2 of the meeting where due to the confidential nature of the items to be discussed, would normally issue a declaration and exclude the public. However, there were no members of the public present to exclude.

Agenda Item 1

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.

Agenda Item 2

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.