SULLY AND LAVERNOCK COMMUNITY COUNCIL Annual Meeting of the Council Minutes

SULLY AND LAVERNOCK COMMUNITY COUNCIL/CYNGOR CYMUNED ABERSILI A LARNOG

Annual Meeting of the Council

6.30pm Monday 11th May 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 31/26

Present

 Steve Oaten (Proper Officer)

 Vicki Judd (VJ)

 Kay Bowring (KB)

 Nicky Parry (NP)

 Jackie Payne (JP)

 Robin Lynn (RL)

 David Cannon (DC)

 Martyn James (MJ)

 Graham Parry (GP)

 Chris Hall (CH)

Apologies 32/26

 All councillors attended the meeting although some were late but had already intimated as much. There was no response from Councillors Gilligan or Mahoney

2. Declarations of interests. (Previously verbally disclosed and as the councillors were in attendance applies to all meetings) 33/26

 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

 NP. Trustee Sully and Lavernock Community Library Trust

3. To elect a new Chair and confirm acceptance of office (As meeting conducted via Zoom verbal

confirmation of acceptance with a signed declaration provided ASAP) 34/26

 The election of the Chair of the Community Council took place and Councillor Bowring was elected and accepted the role.

4. To elect a new Vice Chair 35/26

 It was decided and resolved by the Community Council that two Councillors would be elected to be Vice

Chair. This role was accepted by Councillors Nicky Parry and Vicky Judd.

5. To approve the minutes of the previous meeting 36/26

 The community council agreed that the minutes of the previous meeting of the Full Council on the 16 th March 2026 were an accurate reflection of that meeting.

Item 3 (1-6-26) Page 2

6. To approve the schedule of payments 37/26

 The community council agreed the payment schedule(s) as prepared by the Proper Officer and explanations were given where appropriate.

7. To approve and resolve upon the councils bankers 38/26

 The Community Council agreed and resolved that the current banking arrangements would remain the same. Barclays Bank will be used for the majority of the accounts with Hinkley and Rugby Building Society used for the reserves.

8. To appoint signatories to the councils bank accounts 39/26

 The Community Council agreed that the current signatories remain as is.

9. To discuss and resolve upon the make-up of the Finance and Personnel Committees and the appointment of councillors to those committees 40/26

 The Community Council agreed and resolved that the current arrangements remain the same regarding the make-up of the Finance and Personnel Committees. All Councillors are members of the Finance Committee

and the Councillors on the Personnel Committee remain the same. Working Groups will be formed as and when required. .

10. To discuss and resolve upon regular payment schedule prepared by the Proper Officer (This to authorise the approval of regular payments for the next twelve months) 41/26

 The Proper Officer formally requested that the Community Council authorise payments for the year and produced a list of “Due payments that arise on a regular basis “, that the Community Council could authorise to be paid under Part 6, Paragraph 6.6 of their Financial Regulations. The council agreed to this request.

11. To appoint representatives of external organisations (Including Sully Primary School, Chemical Advisory Board, Community Liaison Panel, One Voice Wales & Cardiff and Vale Area Committee) 42/26

 The Community Council agreed that the representatives to external bodies remain the same as the previous year.

Councillor Judd – Sully Primary School

Chemical Advisory Board – Councillor James

Community Liaison Panel – Councillor N Parry

One Voice Wales and Cardiff an Vale Area Committees – Councillors N and G Parry

12. To receive a report (Unless previously circulated) from the previous representatives of external bodies Sully Primary School, Chemical Advisory Board, Community Liaison Panel, One Voice Wales & Cardiff and Vale Area Committee) 43/26 To receive a report from the representatives of external bodies

 Sully Primary School Councillor Judd advised that there had been surveyors at the school regarding the proposed work that has been muted. It would appear that the school will see the removal of the old temporary structures and new

additions to the main building. The budget for the coming year is described as dire and that there are issues all over the Vale regarding pupil attendance. Some schools are looking to fine parents due to attendance issues.

 Chemical Advisory Board

Councillor James stated that there is a meeting shortly and would report back.

 Community Liaison Panel/One Voice Wales/Cardiff & Vale area committee

Item 3 (1-6-26) Page 3 Councillor Nicky Parry advised that scheduled meetings of the Community Liaison Panel and One Voice Wales had been cancelled, with no known date as yet for the next ones.

 Councillors Mahoney & Gilligan

There had been no reports or information relevant to the community received from either councillor.

 Section 6 Obligations

 The Proper Officer had circulated the minutes of the last meeting of the Vale Nature Partnership to

Councillors. Councillor Lynn had no further information for the council.

13. Democratic Half Hour. The public are invited to ask questions on agenda items or propose items for the agenda of the next meeting. The Public will not participate in any other part of the meeting (Time constraints apply) 44/26

 There were no members of the public present at the meeting so the Chair moved to the next agenda item.

14. 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, Library Lease etc) 45/26

 The Proper Officers had circulated a number of written up dates in lieu of a meeting that was scheduled for the 13 th April, but did not take place. He also provided a written update regarding a section 106 meeting that had taken place with Lucy Butler on the 22 nd April. The Proper Officer advised that he had received a request for a letter of comfort from the Sully Centurions Cricket Club. He will seek further advice regarding this matter. The Proper Officer advised that there had been a request for a camper van to use the Jubilee Hall car park to attend an event that would be taking place there in June. This was discussed and the request refused. The Proper Officer to correspond accordingly.

 Councillor Bowring updated the Council regarding a meeting of the Saving Sully Group that she had attended.

15. To approve the Community Councils accounts for the year ending 31 st March 2026 46/26

 The Proper Officer had circulated the end of year accounts and Annual Governance Statement to the

Community Council for their approval. The Council subsequently approved the accounts for the financial year 2025-2026.

16. To discuss and resolve upon the next steps in the Community Asset Transfer process for the buildings and community field 47/26

 The Community Council agreed that there would need to be some in depth structural surveys of the buildings. It was felt that in order to take on a long term lease they had to ensure the longevity of the structures and then be able to budget accordingly for essential and on-going maintenance.

17. To discuss and resole upon a donation to the Sully Village Show 48/26

 The Community Council resolved and agreed upon a donation of £50 for an advertisement at the Sully Village Show

18. To discuss and agree to sign up to the Civility and Respect Pledge instigated by One Voice Wales 49/26

 The Community Council agreed to sign up the Civility and Respect Pledge instigated by One Voice Wales

19. To provisionally approve the date of the next meeting of the Finance Committee as the 1 st June 2026 50/26

 The Community Council agreed a provisional date for the next meeting of the council as the 1 st June 2026, which will be a Finance Committee Meeting

Item 3 (1-6-26) Page 4

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 discuss and resolve upon issues of a confidential nature, including but not limited to, matters of employment and any other business 51/26

 There were a number of items discussed which were of a confidential nature. An ongoing issue will be referred to the Personnel Committee.

The meeting concluded at 20.35 hours.

Steve Oaten - Proper Officer to the Council. ……………………………………. Chair.