Category: government

**Forden with Leighton and Trelystan Community Council** _**Cyngor Cymuned Ffordun gyda Thre’r-Llai a Threlystan**_ **Minutes of the meeting held on 3[rd] Jan 2019 At Leighton Village Hall** 

**620 PRESENT:** Cllr R Dawe (RD)     Cllr N Edwards (NE) Cllr S Rowlands (SR) Mrs V Griffith (Clerk) Cllr R Tibbott                  (RT)     Cllr L Cofield (LC) Cllr W Jones                   WJ)     Cllr D Jones (DJ) Cllr C Alexander 

**WELCOME:** The Chair welcomed all. 

**APOLOGIES** : Cllr M Williams (MW) 

**GUESTS:** Mr M Evans and Mr E Davies 

Before business began, RD introduced Messrs Evans and Davies from Forden Football Club and read their letter of thanks to the Community Council regarding paying for the drainage works on the pitches. Messrs Evans and Davies then thanked the members in person and expressed their appreciation for the help and support received from the Community Council. Both guests left at 7.10pm 

**MINUTES OF THE MEETING** held on 22[nd] November 2018, as circulated, were agreed as a true record and were signed by Cllr R Dawe (Chair) 

Proposed by Cllr S Rowlands and second Cllr N Edwards - all agreed. 

**Declaration of Interes** t:  None 

|**MATTERS ARISING**<br>**1**.  Pavilion:|**MATTERS ARISING**<br>**1**.  Pavilion:||
|---|---|---|
|**Outstanding**<br>**work**|**What was discussed:**|**Action:**|
|Play Area|RD had still not heard from Ray Parry regarding a visit to quote for<br>repais|**RD had not heard from**<br>**Ray Parry and Clerk**<br>**would follow this up by**<br>**contacting Ray Parry**<br>**once again.**|



|Situation/Location|Contact|Situation|Action|
|---|---|---|---|
|||||
|Leighton Bank|Dean Evans PCC|Drains are blocked and<br>need emptying<br>**(The Clerk contacted**<br>**Highways 28.12.17 &**<br>**30.01.18,**|**Clerk to contact Dave Gardner of PCC**|
|Between Back Lodge and<br>the Poultry House, Leighton|Dean Evans PCC|Bad pot holes**(The Clerk**<br>**contacted Highways**<br>**13.03.18**|**Clerk to contact Dave Gardner as Dean**<br>**Evans had not responded.**|
|Path in Forden from the<br>Cock side of the village<br>down to the school|Dean Evans PCC|Path is in a dreadful state<br>and drains are blocked<br>All Councillors will report|**Clerk to contact Dave Gardner as Dean**<br>**Evans had not responded.**|



**2.** Road/Highway situations: Nothing to report 621 

## **3** .  The Cock Hotel, A490 Safety Concerns. 

RD confirm that road markings for the bus stop had now been done by PCC. SR expressed concerns over the safety of those crossing the road at the bus stop especially children. 

**ACTION** : SR to ask residents who need a pavement to reach the bus stop to contact LC 

## **4** .  Accessing the Pavilion/Facilities during School Time. 

RD informed the members that he had purchased a detailed map of the land the Council wished to buy. The cost was £36.00 and all agreed this should be paid. Proposed NE and seconded by LC and all agreed. MW had not updated the members on his talks with the landowners due to his absence from meetings. 

**ACTION** : NE to speak with landowners and MW in order to arrange a meeting in order to move the matter forward. 

**5.** Gutter near football pitch. LC confirmed she would be dropping off the documentation on the land and boundaries to David Jones for him to read and advise on 

**ACTION** : LC to await response from David Jones on the matter. 

## **6** . Clerk’s resignation. 

RD reported that the current Clerk had, with regret, handed in her notice due to family circumstances. Clerk confirmed she would be happy to stay until the end of January. SR and Clerk had written the advert for the vacancy. 

**ACTION** : Clerk and SR to place advert in County Times. 

**7** .Data protection. Clerk and SR confirmed that the new email address was up and running. It was agreed that there was no point in training the current Clerk on the Cloud. 

**ACTION** : New Clerk to be trained if needed. 

**8.** Website policies. RD confirmed that there were no further policies for the website at present. **This matter was closed.** 

**9** .Update on Bench by War Memorial. 

**ACTION:** RD to approach Mr Davys Jones again regarding this matter. 

**10** .Pavilion cleaning. NE confirmed that the key had been returned to the school office for PCC to access the Pavilion. **This matter is now closed.** 

**11** . Tir Du. Clerk informed the members of her talks with Paul Egan of OVW in order to clarify situation of Trustees. It was agreed that residents should be encouraged to apply to the Charity and that the Charity was transparent in all its actions. 

**ACTION:** It was agreed that LC would be the 4[th] Trustee. 

**12** . Doors at Pavilion. SR had obtained quotes for the electronic lock. All agreed that this was not a viable solution due to the expense. **This matter is now closed.** 

**13** .Sewage treatment plant. NE updated the members. The current issues with the unit should be resolved by a further visit from the engineer on 11[th] Jan. 

**ACTION** : NE to monitor situation and Clerk to look for a new contractor at the end of this current contract. 

**14** .Phone Box at Leighton. CA had reported that BT had confirmed that disconnection for the Leighton phone box was FOC. 

**ACTION** : CA to ask BT to disconnect Forden also. 

**15.** Water on road. LC had not received any information on this from PCC. 

**ACTION** : Situation to be monitored. 

**16** .Lights on tennis courts. Clerks confirmed that these had been repaired. **This matter is now closed.** 

**17** .Dog fouling. RD confirmed that PCC had not yet installed the dog bin outside the primary school 

**ACTION** : Clerk to follow up with PCC. 

**18** .Pavilion bin. SR confirmed that ordinary bin bags were being used and this was not causing a problem with collection. **This matter is now closed.** 

## 622 

**19.** Fire extinguishers. Clerk reported that she had given KP Fire RD’s contact details so that he can provide access to Pavilion. 

**ACTION:** Clerk to contact KP Fire again to confirm an appointment. 

**20** .Tokens at The Cock Hotel. SR confirmed that the new owners at The Cock Hotel had very kindly agreed to take the tin. Clerk confirmed she had emailed user groups of this fact. 

**21.** GDPR. Clerk confirmed that the CC did not need to be registered for GDPR with ICO as the precept was below £30,000. She had also received a price from Gloversure for the work to website to ensure compliance. This required a privacy policy to be drawn up. LC confirmed that a lockable filing cabinet was not yet available but would be in the near future. 

**ACTIONS:** RD to enquire into privacy policy. LC to monitor situation on filing cabinet 

**22** . Letter from Llandrindod Wells Town Council. Clerk confirmed she had written to the Fire Service asking them to reconsider the removal of the ALP from Powys. 

**23.** Letter from Abermule Community Council. Clerk confirmed she had written to PCC to support them. 

**24** .Letter to Welsh Hearts. Clerk confirmed she had received information on new def 

**25** . Clerk confirmed she had written to PCC with no objection to the moving of the footpath at Pen y Derw. 

## 623 

## **PLANNING:** 

LC left the room during discussions and decisions. 

## **New Applications:** 



<!-- Start of picture text -->
||||
|---|---|---|
|Applicatio|Description:|Comments:|
|n Ref:|
|18/1078/HH|Application to build a detached|SUPPORTED|
|garage and studio at Black Park|
|SY21 8JA|
|18/1011/FUL|Application to extend and convert a|SUPPORTED|
|domestic barn and associated.|

<!-- End of picture text -->

## **2.   Planning decisions as received from Powys County Council as below:** 



<!-- Start of picture text -->
|||||
|---|---|---|---|
|Application|Address|Date of decision|Decision|
|18/0460/LBC               Leighton Centre|16.12.18|Approved|

<!-- End of picture text -->

**ACTION:** Clerk to inform PCC of these decisions. 

## **FINANCE:** 

## **1.PAYMENT OF THE FOLLOWING BILLS WAS PROPOSED.** 

|Invoice Summary December 2018<br>Paid at meetingon 03.01.19 due to no meetingin December|Invoice Summary December 2018<br>Paid at meetingon 03.01.19 due to no meetingin December|Invoice Summary December 2018<br>Paid at meetingon 03.01.19 due to no meetingin December|Invoice Summary December 2018<br>Paid at meetingon 03.01.19 due to no meetingin December|Invoice Summary December 2018<br>Paid at meetingon 03.01.19 due to no meetingin December|
|---|---|---|---|---|
|**Payee**|**Details**|**Power to Pay**|**Chq No.**|**£**|
||||||
|Powys CountyCouncil|Business Rates|s.164, s.44, ss<br>9&11|DDR|£144.00|
|Popsies Mops|Pavilion cleaningNov 2018|s.33,s19|2034|£96.00|
|Forden Recreation<br>Assn|Room hire for November|LGA1972 S.12|2035|£12.00|
|Ms H Stanier|Salary|Schedule 12,<br>paragraphs 30,<br>30D and 30E,s144|2038|£19.61|
|John Lowe Electrical|Light on tennis courts|s.133,s.19,s.44|2036|£418.80|
|Mrs V Griffith|Salary|Schedule 12,<br>paragraphs 30,<br>30D and 30E,s144|2037|£438.12|
|Hafren Dyfrydwy|Water bill for the Pavilion||2039|£169.13|
|MMP|Payment for map||2040|£36.00|
||**TOTAL**|||**£1,333.66**|



**Current Account Balance** On 02.01.18 - £19,077.50 **Business Premium ME** On 02.01.18 - £15,462.83 

Precept paid on 31st Dec 2018 - final trenche for 2018/2019 

## **The November payments were also amended and signed by RD. The payments were approved. Proposed by DJ and seconded by CA** 

**2** . **Budget 2019 / 2020** . Draft Budget was presented by Clerk and was agreed. 

**ACTION:** Clerk to inform PCC of Precept requirement. 

## 624 

## **CORRESPONDENCE:** 

- 1.Third Party correspondence. Clerk read a letter from PCC Planning Dept explaining the new situation with Third Party correspondence being placed on the planning portal. 

- **2** . Clerk informed the members of the costs of the updating of the website from Gloversure. This matter was dealt with during discussions of GDPR. 

. 

## **MATTERS RAISED:** 625 

**1** .Large Hedge behind football pitch. DJ advised that this needed to be cut back. 

**ACTION:** It was agreed that DJ would obtain a quote for the work. 

**2** .Broken Notice Board. DJ informed the members. 

**ACTION** : It was agreed that LC should look for a replacement. 

**3** . Concerns regarding planning permission. Concern had been raised as to whether a property that was being altered required planning permission. 

**ACTION** : Clerk to seek clarification from PCC. 

**4** .Letter from residents. CA read letter from resident with various concerns. LC to deal with these matters and reply to resident. 

**ACTION** : CA to forward letter to LC. 

**5** .Steep slope sign. NE informed the members that this broken. 

**ACTION** : NE to repair. 

**6.** SR reported that a number of residents were concerned about the activities of an electricity contractor in the area. LC had also been contacted and assured all that all works would be made good. 

**7** .Absence from meetings. RD expressed his concerns that councillors sometimes did not send apologies when unable to attend meetings. He asked again that any councillor unable to attend a meeting should send apologies to the Clerk. 

**8** . Co option. The Clerk confirmed that two candidates had wished to be considered for the vacancy. A secret ballot was held and Anthony William Day was elected. 

**ACTION** : Clerk to send Acceptance of Office Form to successful candidate and thank unsuccessful candidate for their time. 

**9** .RD gave his apologies for next meeting and requested not to be on the interview panel for the new Clerk. 

Meeting ended at 8.45 pm 

Date of next meeting: Thursday 24[th] Jan 2019 at 7pm at Forden Community Centre 

**Meeting ended at 8.40pm** 

**Date of Next Meeting: Thursday 3[rd] Jan 2019 at 7pm at Leighton Village Hall** 

Signed:________________________________________Date_______________________________ 

Cllr R Dawe (Chair) 619 



Question: Why did the Forden with Leighton and Trelystan Community Council conclude it did not need to register for GDPR with the ICO, and what total of December 2018 bills was approved for payment on 3 January 2019?
Answer: The Clerk confirmed the Community Council did not need to register for GDPR with the ICO because the precept was below £30,000. The approved December 2018 invoice total paid at the 3 January 2019 meeting was £1,333.66.