SULLY AND LAVERNOCK COMMUNITY COUNCIL/CYNGOR CYMUNED ABERSILI A LARNOG
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 1/25
Present
· Steve Oaten (Proper Officer)
· Kay Bowring (KB)
· Nicky Parry (NP)
· Jackie Payne (JP)
· Robin Lynn (RL)
· Martyn James (MJ)
· Dave Cannon (DC)
· Graham Parry (GP)
· Christopher Hall (CH)
Apologies
· Vicki Judd (VJ) Although the Councillor did join the meeting
2. Declarations of interests. (Previously verbally disclosed and as the councillors were in attendance applies to all meetings) 2/25
· JP. Works for the WAG
· VJ. Jubilee Playgroup/Chair of Governors and Minor Authorities Rep Sully School/Saving Sully and Lavernock Group/Trustee Sully and Lavernock Community Library Trust
· RL. Council Rep Evenlode School/Member of the Liberal Democratic Party
· NP. Trustee Sully and Lavernock Community Library Trust
3. To approve the minutes of the previous meeting 3/25
· The community council agreed that the minutes of the previous meeting of the Full Council were an accurate reflection of that meeting. The Community Council have asked that the Proper Officer provide a list of actions resulting from meetings to be distributed.
4. To approve the schedule of payments 4/25
· The community council agreed the payment schedule as prepared by the Proper Officer and explanations were given where appropriate.
5. To receive a report from representatives of external bodies at Sully Primary School, Evenlode School, Chemical Advisory Board and Community Liaison Panel 5/25
· Representatives of external bodies provided updates to the meeting
· Councillor Judd - Sully Primary School – The councillor was not present but the Chair advised that there had been no recent meetings at the school for the councillor to attend and provide feedback on.
· Councillor Lynn – Evenlode School – The Councillor advised that there was a meeting on the 10th January which he was unfortunately unable to attend. He is attending an open assembly on the 24th January. He advised the Community Council that his tenure as the school representative on the community council would end shortly. The VOGC will be organising a replacement. He had nothing further to report.
· Councillor James – Chemical Advisory Board –The councillor advised that there had been no recent meeting.
· Councillor Parry – Community Liaison Panel – The councillor advised that the next meeting will be on the 30th January. She intends to raise the issue of PCSO allocated to Sully due to the removal of the officer and no replacement, and seemingly no coverage.
6. Democratic Half Hour. The public were invited to make representations on business being transacted at the meeting or propose items for the agenda of the next meeting (Time constraints applied) 6/25
· There was only the one member of the public at the meeting, who had no questions or comments regarding any items on the agenda, so the Chair moved to the next item.
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, Recent Meetings, Allotments, User Fees and Storage, Library Lease etc) 7/25
· The Proper Officer and Councillors gave an update as to various meetings attended and projects and events.
· The Proper Officer updated the meeting in relation to the actions completed following the meeting of the 2nd December 2024. A number of further actions will need to be completed. The cladding of Jubilee Hall will go ahead hopefully at the end of February. This is subject to the satisfactory condition of the structure. It may be that further investigations are required. The lease for the building is due to expire in 2028. The Proper Officer will look at the current lease arrangements and seek advice if appropriate and report back to the Council. The issue of fencing in the vicinity of the hall that needs to be replaced was discussed, although it figures later in the agenda. There are now a number of sections that were damaged in recent storms, along with a number of wooden structures. The Proper Officer will need to look at insurance cover to see what can be claimed. The issue was remitted to a Playing Fields Working Group meeting (To be arranged ASAP)
· The Proper Officer was asked to write to the VOGC with regard to the lack of disabled access to the new Taylor Wimpey site at Gwel yr Ynys. There had been a number of steps created to the footpath at the rear of Conybeare Road from the new estate. The arrangement did not allow for easy access for those with disabilities, pushchair’s etc. He had sent an e mail to Lucy Butler and had received an “out of office” notification but nothing else. He will make a further attempt at soliciting a response from the VOGC.
· The Proper Officer advised that users of the facilities had been written to regarding the storage arrangements and fees involved. He advised that he had only received a few responses and this is a subject that would need further discussion. This item was deferred to the Playing Fields Working Group.
· The Proper Officer had been in correspondence with the Spinney Caravan Park regarding the bins at the BP field and had received a cheque to cover the emptying of the bins on the BP for 2025.
· Councillor Cannon advised that he will be arranging further meetings in respect of the maintenance of the Councils website and also with the company who recently conducted investigations at the allotment site on Hayes Road.
8. To acknowledge the acceptance of office due to the recent election of Councillor Christopher Hall 8/25
· The Community Council welcomed Councillor Christopher Hall to the meeting, following his election on the 17th December 2024. The Proper Officer confirmed that he had received the Councillors Acceptance of Office and the Councillor advised verbally of no Interests that needed to be declared.
9. To review and resolve upon the Grants and Donations Policy for 2025 9/25
· The reviewed and amended, Grants and Donations policy, prepared by the Proper Officer was accepted and adopted by the Community Council and will be reviewed again in 12 months.
10. To discuss and resolve upon next action in respect of the Councils website 10/25
· This item was deferred until the next meeting as Councillor Cannon is to advise on the administration of the website once he has firm details from the provider.
11. To discuss and resolve upon the next actions in respect of the boiler in the pavilion 11/25
· This item has been deferred until the next meeting as it will be discussed at the Playing Fields Working Group meeting.
12. To discuss and resolve upon any further actions required in respect of the bowling green fence 12/25
· This item had been discussed earlier in the meeting with the Community Council agreeing that the fences be replaced. The Proper Officer will speak with the insurance company to see if its covered and report back to the council.
13. To discuss and resolve upon a donation to the Rotary Organisation of Dinas Powis 13/25
· Councillor Judd had e mailed the Proper Officer asking whether a donation to the Rotary Club of Dinas Powis would be appropriate given their kind gesture to the village at Christmas. The Community Council agreed a donation
14. To discuss and resolve upon a budget in respect of the D Day celebrations event 14/25
· The Community event planned for the 8th May 2025 was discussed and the Councillors agreed a budget to host it.
15. The proposed date of the next meeting of the Community Council is that of the Full Council on the 10th February 2025 15/25
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 the one member of the public left prior to part 2 of the meeting.
1 To receive any confidential updates from the Proper Officer and Councillors and discuss and resolve upon any further actions required 16/25
· There were a number of items raised that will become agenda items at later meetings. There were a number of actions for the Proper Officer to complete.
The meeting concluded at 20.15 hours.
Steve Oaten - Proper Officer to the Council. ……………………………………. Chair.