Bio / Environmental
Biodiversity Plan Meeting Minutes – January 2020
Biodiversity Plan Meeting Minutes – November 2019
Llysfaen Commnuniuty Council have a duty to produce a report as required under S6 of the Environment (Wales) Act 2016 as follows:
- Council are required to produce a report detailing activities undertaken to date by the end of December 2019.
- Council should consider in all its activities, the sustainable management of natural resources.
- Council should consider in all its activities, the biodiversity and resilience of ecosystems
- Duty to maintain and enhance biodiversity, and promote the resilience of ecosystems.
- Embed the consideration of biodiversity and ecosystems in early thinking, planning and policy decisions.
- Produce a plan on how it will comply with duties under section 6 of the Act.
- Review the plan regularly, and specifically after the report has been produced, and then every 3 years after this date.
Council are keen to ensure that they are able to enhance biodiversity by delivering some key actions within the village.
Resources available at present to support the Council are as follows:
1. Nature Recovery Action Plan for Wales – setting out 6 objectives for reversing the decline in biodiversity.
· Engage and support participation and understanding to embed biodiversity throughout decision making at all levels.
· Safeguard species and habitats of principle importance and improve their management.
· Increase resilience of our natural environment by restoring degraded habitats and habitat creation
· Tackle key pressures on species and habitats
· Improve our evidence, understanding and monitoring
· Put in place a framework of governance and support for delivery.
2. State of Natural resources report.
3. One Voice Wales shared resources
4. Welsh Government advice and guidance.
5. Natural resources Wales website
6. Become Bee Friendly initiative (www.Biodiversitywales.org.uk)
7. Rethinking parks (www.nesta.org.uk/project/rethinking-parks)
8. Buglife, managing urban areas for pollinators (www.buglife.org.uk)
9. Making space for nature (www.wcva.org.uk/what-we-do/invest-in-nature-cymru)
The below plan, details how the Community Council has met its requirements to date, and how it will work in the coing years to ehnchance biobiversity.
2020 Biodiversity Action Plan – Year 1 2020
| Date Set | Proposed action | Owner | Due by | Expected Outcome | |
| 1 | Dec 2019 | To review all activities, Policies, Processes and Sub-Committees to ensure that biodiversity is considered within all activities of the Council. | Clerk | Y1 | To embed the consideration of biodiversity and eco friendly activities in all Council policy and procedures. |
| 2 | Dec 2019 | To work towards the Council being plastic free. | Full Council | Y1 | Reduction of waste and use of reusable and sustainable resources. |
| 3 | Jan 2020 | To work towards the Council being paper free, or where paper is required, to ensure that it is bought from sustainable sources. | Full Council | Y1 | Minimise use of paper, |
| 4 | Dec 2019 | To communicate with residents ways in which we can work as a community to enhance biodiversity and natural habitats. | Bio Group | Y1 | Newsletter to be produced and website updated with information on biodiversity in the village. |
| 5 | Dec 2019 | To look at ways to engage the village residents in how we can all contribute to enhancing biodiversity within the villages (in addition to a newsletter). | Bio Group | Y1 | Other means (such as Facebook) to communicate are investigated. |
| 6 | Dec 2019 | Publish the actions taken so far, and the plan for 2020-2023. | Clerk | Dec 2019 | Plan to be published on the website following agreement at full Council meeting. |
| 7 | Dec 2019 | To work with the horticultural society on ways in which we can include biodiversity within the society annual show. | Bio Group | Y1 | To deliver an annual prize based on the individuals commitment to encouraging biodiversity and habitat enhancement. |
| 8 | Dec 2019 | To review the Conwy policy on street lighting, and to ensure that the lighting that is provided within the village is bat friendly. | Clerk | Y1 | To ensure that Bat friendly lighting is in place throughout the village. |
| 9 | Dec 2019 | Village clean up days. To encourage participation in the clean-up and a pride in the village. | Clerk | Y1 | Educate and engage the participation of the community to keep pride in our village and our green spaces |
| 10 | Dec 2019 | To work with the Mynydd Marian Advisory Group (MAG) to support all initiatives that are part of the group, including the butterfly counts, biodiversity enhancement and management of invasive species. | FS | Y1 | Attend regular meetings, and support and promote all MAG Group activities. |
| 11 | Dec 2019 | To work with Go Green to enhance biodiversity within their local action planning. | Bio Group | Y1 | Work to incorporate Section 6 requirements into the work completed by local green groups. |
| 12 | Dec 2019 | To review childrens play facilities and areas, and look to enhance and encourage the provision of spaces for environmentally friendly play within the village. | Bio Group | Y1 | To have a plan in place to encourage play in open environments. |
| 13 | Dec 2019 | To work with the Quarry and Recycling plant to review the biodiversity and Eco issues created within their boundaries and remit, and encourage them to make plans to renew or recover the ecosystems that have been damaged. | Quarry Liaison Group | Y1 | Working to ensure local businesses are also involved in the activities to save habitats within the village. |
| 14 | Dec 2019 | To work with the Cemetery Committee to ensure work completed within the Council Cemetery is done so with biodiversity in mind. | Clerk | Y1 | To be using the least environmentally damaging sprays and products within the Cemetery. |
| 15 | Dec 2019 | Review the use of weed killer by County Council to ensure the most effective but least environmentally damaging compounds to be used. | Clerk | Y1 | To be using the least environmentally damaging sprays and products within the village. |
| 16 | Dec 2019 | Review the funding and support available from CCBC and Gov Wales in funding initiatives. | Clerk | Y1 | To fully fund a program of events to support the enhancement of biodiversity in the area. |
| 17 | Jan 2020 | Promotion of the big bird count together with national press. | Clerk | Y1 | Engage the community with environmental promotional activities. |
| 18 | Jan 2020 | To work with CCBC and full Council to reduce dog fouling in the area | Bio Group | Y1 | Reduction in dog fouling in the area. |
2020 Biodiversity Action Plan – Year 2 2020
| Date Set | Proposed action | Owner | Due by | Expected Outcome | |
| 19 | Dec 2019 | To review activities to support the Council in encouraging residents to becoming a ‘Bee Friendly’ Village. | FS | Y2 | Improve habitats and environment for Bees. |
| 20 | Dec 2019 | To work with the local schools on eco and biodiversity projects. | School Govnr Reps | Y2 | To enhance the work completed by the schools locally to educate children and enhance biodiversity at school premises. Working with them to reduce, reuse, and recycle. |
| 21 | Dec 2019 | Working with environmental groups, schools and clubs to provide bat and bug hotels, and bird boxes throughout the village | Bio Group | Y2 | To increase the numbers of bat/bug/bird habitats within the village, increasing populations of insects and birds. |
| 22 | Dec 2019 | To work with the Cemetery Committee to ensure work completed within the Council Cemetery is done so with biodiversity in mind. | Clerk | Y2 | Potential of bird box or another area of habitat at the Cemetery grounds? |
| 23 | Jan 2020 | To review the potential of a designated Dog exercising area within the wards. | Bio Group | Y2 | Providing owners with an area in which dogs can be exercised and within a safe boundary – with bins and bags available to collect waste. |
2020 Biodiversity Action Plan – Year 3 2020
| Date Set | Proposed action | Owner | Due by | Expected Outcome | |
| 24 | Dec 2019 | To work towards the Council being paper free, or where paper is required, to ensure that it is bought from sustainable sources. | Full Council | Y3 | To be as paperless as possible. |
| 25 | Dec 2019 | Providing areas of the village with edibles and orchards, creating new habitats for pollinators. Working with the community to increase edibles areas within the village. Identifying areas for edible species to be planted. | Bio Group | Y3 | Creating new habitats for pollinating species and a community food source for the villagers. |
| 26 | Dec 2019 | To review the Owl population within the village (with expert assistance), and communicate any impactful activities to reduce decline in Owl habitat and population. | Bio Group | Y3 | To understand, and maintain the Owl population. |
Communications
Communications Committee Meeting Minutes – 26th February 2020
Communications Committee Meeting Minutes – 20th January 2020
Communications Committee Meeting Minutes – 3rd January 2020
Communications Committee Meeting Minutes – 4th November 2019
Terms of Reference
Communications Committee
These Terms of Reference were agreed by the Community Council at its meeting on 13th May 2019.
Membership
- The Committee shall consist of a minimum of 4 Councillors, who shall be elected and re-elected at Llysfaen Annual General Meeting. Llysfaen Community Clerk acts as Clerk, is an officer of the Committee.
- A Quorum of 3 Councillors is required for meetings to take place.
Procedures
- The Committee will operate in accordance with Local Government Law and in accordance with the Councils’ standing orders when adopted.
- At the first meeting of the Committee after the Annual meeting of the Community Council, the Committee shall elect a Chairman and a Vice Chairman for the forthcoming year. Re-election will be completed annually.
- The Committee will submit its meeting minutes for ratification to the next Community Council meeting.
- The Committee will submit a budget to the Council for the forthcoming financial year at the appropriate meeting in the late autumn/early winter annually, in preparation for the calculation of the annual precept.
- The Clerk to the Council will provide administrative support for the committee.
Frequency of meetings
- The Committee shall meet on a bi-annual basis, and at other times as is considered necessary.
The Clerk and/or Chair will be responsible for calling a Committee Meeting.
Functions
The Committee shall –
- Be empowered to manage and maintain the website, and social media sites on behalf of the Community Council.
- Put forward proposals for improvements and developments in methods of communication, and any other expenditure for the agreement of the Community Council.
- Carry out regular reviews of expenditure in the running of the Website and Social Media sites and include in report for the Community Council (when and if expenditure has been incurred).
- Be empowered to produce plans for the future of communications with the public (including the website, social media sites, leaflets, posters etc), so that all Community Councillors are aware of the overall direction proposed. Plans shall be amended as necessary.
- Appoint non-Community Council members to join a working party or provide advice to the committee but they may not vote on motions.
- Instruct the Clerk, or Councillor to review regular expenditure every three years to ensure the Community Council is adhering to best value.
- Engage the community and publicise any projects/events via the website, social media, and notice boards and in the local paper.
- Engage the community by soliciting views and voluntary support in order to seek new ideas for improving/maintaining the communication tools available to the Council.
- Provide support to the Clerk in the management of the website and social media sites.
- Ensure the Clerk maintains the legally required level of information for the Community Council on the website.
- Ensure the Clerk maintains accurate and up to date information on the website.
- Ensure the Clerk maintains accurate financial records as detailed by the auditor in regards to expenditure of the Committee.
- Assist the Clerk in the preparation of risk assessment to be documented with the Community Council risk register.
- Refer any proposals for significant change to the website and Social media sites to full Council.
Delegated Powers
- The Committee may agree the providers of services (Such as website hosting etc) for the running of the website.
- The Committee may agree the use of third party applications to enhance the running of the website and or communications between Councillors and the public.
- The Committee may make arrangements for public sessions
- The Committee may make arrangements for third parties to deliver presentations to the public and or local groups, including full Council, to demonstrate enhancing applications for the community communications.
- The Committee may develop plans for the improvement of communications in the village.
- The Committee may approve a training course if deemed necessary for the Clerk to carry out their duties.
- The Committee may approve the purchase of domains or any other expenditure necessary to ensure the continuance of the Community Council website (SSL Certificates etc.)
- The Committee may authorise overtime of the Clerk providing the amount falls within the Community Councils budget.
- The Committee can approve invoices for payment up to £250.00. Quotes will be required for any works in excess of £250.00, to be presented to full Council for agreement.
- The Committee can develop a long-term plan for the Community Communications Strategy.
Terms of reference will be reviewed annually.
Next review due May 2020.
The Communications Committee was established to work on the way in which the Council communicate and engage the residents of Llysfaen and Parc Peulwys and to develop an improved website and integrated social media presence.
The committee have worked hard on ensuring that the new website is up and running for the new financial year in 2020, and look forward to delivering further improvements to the website to improve information that is available to residents in the future.
If you have any ideas of content that you would like to see on our website, please contact the clerk who will let us know!
Cemetery Committee
Terms of Reference
Cemetery Committee
These Terms of Reference were agreed by the Parish Council at its meeting on 13th May 2019.
Membership
- The committee shall consist of a minimum of 3 Councillors, who shall be elected and re-elected at Llysfaen Annual General Meeting. Llysfaen Community Clerk acts as Cemetery Clerk, is an officer of the Committee.
- A Quorum of 3 Councillors is required for meetings to take place.
Procedures
- The Committee will operate in accordance with Local Government Law and in accordance with the Councils’ standing orders when adopted.
- At the first meeting of the Committee after the Annual meeting of the Community Council, the Committee shall elect a Chairman and a Vice Chairman for the forthcoming year. Re-election will be completed annually.
- The Committee will submit its meeting minutes for ratification to the next Community Council meeting.
- The Committee will submit a budget to the Council for the forthcoming financial year at the appropriate meeting in the late autumn/early winter annually, in preparation for the calculation of the annual precept.
- The clerk to the Council will provide administrative support for the committee.
Frequency of meetings
- The Committee shall meet on a bi-annual basis, and at other times as is considered necessary.
The Clerk and/or Chair will be responsible for calling a Cemetery Committee Meeting.
Functions
The committee shall –
- Be empowered to manage and maintain the Community Cemetery on behalf of the Community Council.
- Put forward proposals for improvements and developments and any other capital expenditure for the agreement of the Community Council .
- Carry out regular reviews of expenditure in the running of the cemetery and include in report for the Community Council (when and if expenditure has been incurred).
- Be empowered to produce plans for the future of the Cemetery, so that all Community Councillors are aware of the overall direction proposed. Plan shall be amended as necessary.
- Appoint non-Community Council members to join a working party or provide advice to the committee but they may not vote on motions.
- Instruct the Clerk, or Councillor to prepare tender documents for cemetery maintenance every three years to ensure the Community Council are adhering to best value.
- Engage the community and publicise any projects/events in the cemetery via the website, social media, and notice boards and in the local paper.
- Optimise usage of space within the cemetery for future interments, and to explore if necessary possible future expansion.
- Provide support to the Clerk in the management of the Cemetery.
- Complete bi-annual monument safety testing
- Ensure the Clerk maintains accurate records of interments and monument applications.
- Ensure the Clerk maintains accurate financial records as detailed by the auditor.
- Assist the Clerk in the preparation of risk assessment to be documented with the Community Council risk register. The annual risk assessment is to be carried out by at least 2 members or 1 member and the Clerk.
- Refer any proposals for significant change to the Cemetery area to full Council.
Delegated Powers
- The Committee can set the fees and charges for interments and monument applications for the Cemetery.
- The Clerk can authorise memorial applications submitted to them from stone masons/funeral directors.
- The Committee can authorise the Clerk to carry out essential repairs or other unforeseen events which require immediate action, up to £250.00 (i.e. fallen trees/Branches)
- The Committee can review and alter the Rules and regulations of the Cemetery grounds on an annual basis.
- The Committee may authorise events/activities on the grounds to third parties providing party completes the Councils Events Indemnity Form and provides a copy to of their Public Liability insurance.
- The Committee may approve a training course if deemed necessary for the Clerk to carry out their duties.
- The Committee may approve the purchase of Cemetery stationary for the Clerk such as Order of Interment books, grants of Exclusive rights or Burial Forms.
- The Committee may authorise overtime of the Clerk providing the amount falls within the Community Councils budget.
- The Committee can approve invoices for payment up to £250. Quotes will be required for any works in excess of £250 where available, to be presented to full Council for agreement.
- The Committee can develop a long-term maintenance plan for the Cemetery.
Terms of reference will be reviewed annually.
Next review due May 2020.