Agenda and minutes

Councillors Amanda Edwards, Ceris Jones and Caryl Roberts apologised for their inability to attend the meeting.

None.

a)    Councillors Marc Davies, Rhodri Evans and Chris James declared a personal interest in relation to item 5, as Members of the Development Management Committee;

b)    Councillors Rhodri Evans and Wyn Evans declared a personal interest in relation to item 9, as Governors of Ysgol Henry Richard.

It was RESOLVED to confirm as a true record the minutes of the meeting held on 17 July 2024.

Matters arising

There were no matters arising.

Louise Harries presented the report to the Committee noting that Ceredigion County Council is the sole trustee of the Lampeter War Memorial by virtue of a Declaration of Trust dated 06/02/1930. An application was submitted by Lampeter Town Council for Listed Building Consent for the restoration of the war memorial and that Property Services had recommended that the trustee require prior approval of any contractor proposed to ensure competence and adequate insurance and additional secure protection to the base of the scaffolding.

Members asked about the timescale for the work, and it was confirmed that they planned to start during this month, and that Property Services would monitor the work and report back to the committee at a later date.

Following discussion, it was unanimously RESOLVED to consent to Lampeter Town Council, via Coe Stone Ltd, undertaking the works proposed by planning application A240648 subject to:

1.    an increased level of security fencing be erected to the base of the scaffold, such as a solid steel sheet fence, rather than heras fencing;

2.    that Lampeter Town Council give officers of Property Services, on behalf of the trust, the opportunity to attend pre-start and progress meetings regarding the works; and

3.    that Lampeter Town Council notify Property Services and Legal Services once the works have been completed and provide electronic photographs of the war memorial post-completion which can be presented at the next available Committee for information.

Louise Harries presented the report to Committee noting that as instructed by Members during a meeting held on 15/10/2019, a District Valuer report on the proposed disposition of land relating to the grant of easement for the new electricity substation at Aberaeron Secondary School was attached in Appendix A (Exempt), and that a notice had been placed at the entrance to the access road to Aberaeron Comprehensive School and in the Town council’s public notice board outside of the County Hall for one month. It was noted that no objections were received, however there had been one enquiry from a neighbour regarding the location, which had been resolved satisfactorily.

Louise Harries also noted that although disposals of designated land such as this normally requires consent of the Chairty Commission, it was not required on this occasion as it would not have an impact upon the purpose for which the land is required to be used or how the charity furthers its purpose. For example, where only a small portion of the land is to be disposed of or granting an easement or public right of way.

Following discussion it was unanimously RESOLVED to:

1.    accept the DV’s report and officer recommendation and that the trustee is satisfied, having considered the DV’s report that the terms on which the easement is proposed to be made are the best that can reasonably be obtained for the trust;

2.    and that the trust obtain £1,000 from the Council (in its corporate capacity) as consideration to the trust for granting the easement referred to in the report over trust land; and

3.    officers on the trust’s behalf proceed to undertake all the necessary legal formalities to complete the substation lease.

This report is not for publication as it contains exempt information as defined in paragraph: 14 apply of Part 4 of Schedule 12A to the Local Government Act 1972 as amended by the Local Government (Access to information) (Variation) (Wales) Order 2007.

If, following the application of the Pubic Interest Test, the Council resolves to consider this item in private, the public and press will be excluded from the meeting during such consideration, in accordance with Section 100B(2) of the Act.

Paragraph 14 - Information relating to the financial or business affairs of any particular person (including the authority holding that information);

Members were requested, when dealing with the item, to consider whether to exclude the public and press from the Meeting.

 It was RESOLVED not to exclude the public and press from the meeting. The document was not discussed in public.

Louise Harries presented the report to Committee noting that a similar request for consent to undertake works at the New Quay Memorial Hall was received in July of this year, with this request related to lighting in the main hall.  It was noted that the previous works were dealt with via a letter of consent and that officers are proposing to include these additional works in that letter and not to charge an additional fee in this instance.

Members noted that excellent work carried out the New Quay Village Hall committee, and the importance of general upkeep and modernisation. Members also noted that granting a general delegation to Estate Services on the trusts behalf, in consultation with the Chair, or Vice-Chair in their absence would ensure timely response to such requests.

Following discussion, it was unanimously RESOLVED to:

1. approve in-principle the tenant’s request for consent for the lighting improvement works referred to in the accompanying report subject to officers, on the trust’s behalf:

a)    being satisfied with further details to be submitted by the CIO such as a detailed risk assessment and method statement in relation to asbestos and working at height; and

b)    issuing a letter of consent to the lighting improvement works.

2. authorise Estates Services, on behalf of the trust, to grant or refuse  landlord’s consent (subject to conditions and payment of reasonable fees as applicable) to a tenant request for consent for minor works under the New Quay Memorial Hall Lease dated 10/02/2020 in consultation with the Chair of the Charity Trustee Committee (or in their absence the Vice-Chair) AND to authorise Legal Services to undertake all necessary formalities to execute and complete Licences for Minor Works/Letter consents for minor works as instructed by Estates Services under this resolution. Any such grant/refusal of landlord consent shall be reported to Committee at the next available opportunity.

Louise Harries presented the report to Committee noting the background to the sale of the property held in trust, the membership of the Tregaron sub-group and the public consultation held in relation to suggestions on how the trust money should be spent.  It was also noted that the Valuation Office had agreed to the non-domestic rates appeal which resulted in a rebate to the trust equivalent to around £75k in addition to the £100k available from the sale of the building, however this together with any potential grant from Sports Wales would not be sufficient to meet the aims of the Tregaron sub-group in terms of a full-size 2G or 3G pitch.

It was noted that no proposals or recommendations had been received at the date of publication of the report and it was therefore proposed that the Charity Trustee Committee appoint a Chair for the Tregaron sub-group in order to facilitate further discussion.

Following discussion, it was unanimously RESOLVED:

1.    To appoint Councillor Keith Evans as Chair of the Tregaron Sub-group;

2.    To confirm the appointment of Councillor Chris James to the Tregaron sub-group, replacing Councillor Endaf Edwards as Chair of the Learning Communities Overview and Scrutiny Committee;

3.    To confirm the appointment of Catherine Hughes as current Chair of the Tregaron Town Council.

Louise Harries presented the report to the Committee noting that the Council, in its corporate capacity, had commissioned SLR Consulting Ltd to carry out an initial feasibility study on Council owned bare land and farms. It was noted that Officers intended to include Blaendyffryn Farm within this study at nil cost to the trust, subject to the tenant.

Following discussion, it was unanimously RESOLVED:

1. to note that a corporate feasibility study will include Blaendyffryn Farm at nil cost to the trust; and
2. subject to the tenant participating in the study, that officers will report back the findings of the study at the next available Committee after the study concludes.

Louise Harries presented the report to the Committee noting the background of the trust, the objects of the trust, and details of the permanent endowment and income.  It was noted that the current cash held by the trust is £78,625.09 which includes the permanent endowment of £10,785, therefore the available cash to spend/award grants is therefore £67,840.

Louise Harries noted that there had not been any awards made under this trust for many years for several reasons, and that consideration would need to be given as to incurring expenditure in meeting its liabilities under the Farm tenancy.

Following discussion, Members resolved to note the content of the report.

This report is not for publication as it contains exempt information as defined in paragraphs: 12, 14, 16 and 17(a) apply of Part 4 of Schedule 12A to the Local Government Act 1972 as amended by the Local Government (Access to information) (Variation) (Wales) Order 2007.

If, following the application of the Pubic Interest Test, the Council resolves to consider this item in private, the public and press will be excluded from the meeting during such consideration, in accordance with Section 100B(2) of the Act.

Paragraph 12 – Information relation to any individual;

Paragraph 14 - Information relating to the financial or business affairs of any particular person (including the authority holding that information);

Paragraph 16 - Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings;

Paragraph 17(a) - Information which reveals that the authority proposes—

(a)   to give under any enactment a notice under or by virtue of which requirements are imposed on a person;

 It was RESOLVED to exclude the public and press from the meeting. The document was not discussed in public.

Following discussion, it was RESOLVED to:

(i)    instruct Property Services (and Housing Services if appropriate) to obtain separate detailed quote(s) in relation to:

 a) repairing the silage store roof as referenced in the report; and
 b) repairing the lounge ceiling of the farmhouse as referenced in
      the report;

(ii)   instruct Estates and Legal Services to serve a notice to quit on the tenant to bring the tenancy to an end on 1^st January 2026;

(iii)  establish a task and finish group to include all Members of the Charity Trustee Committee to consider future options and alternatives for the Blaendyffryn Farm and to revert to the next available Committee with recommendations.