Annual Meeting

Wednesday 28/05/2025 at 6:30pm in Council Chamber, Welshpool Town Hall.

• Agenda & Summons (PDF)
• Public Reports Pack (PDF)

You can access this meeting via Zoom by clicking https://us02web.zoom.us/j/83758122468?pwd=WYcDM6xbakmW14qYkrWQqZ8p9YM6a2.1, or dialing +44 203 481 5237.

Zoom Meeting ID: 837 5812 2468
Passcode: 900887

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1. ELECTION OF CHAIR / TOWN MAYOR

To receive nominations and to elect the Chair of Council and Town Mayor for the 2025-26 municipal year. If required, the new Mayor to sign Declaration of Office, take the chair and address the meeting.

2. ELECTION OF VICE CHAIR / DEPUTY TOWN MAYOR

To receive nominations and to elect the Vice Chair of Council and Deputy Town Mayor for the 2025-26 municipal year.

3. WELCOME AND APOLOGIES FOR ABSENCE

The Chair will welcome Councillors and members of the public and will receive, and if desired, resolve to approve, any apologies for absence.

4. DECLARATIONS OF INTERESTS AND DISPENSATIONS

To receive and resolve if desired, declarations of interest and relevant dispensations.

• Declarations of Interests Guide & Form [Appendix A]

5. PUBLIC PARTICIPATION

To receive members of the public who wish to address the meeting, in respect of any item of business included in the agenda. No resolutions may be made under this item and should only relate to matters of Council policy or practice, and not individual affairs or the questioner or any other named person.

6. TOWN MAYOR'S REPORT - MAY 2025

To receive a verbal report from the Town Mayor, Cllr Phil Owen.

7. COUNTY COUNCIL AND COUNTY COUNCILLOR UPDATES

To welcome County Councillors and to receive a verbal update and exchange information on matters affecting Welshpool.

8. CORPORATE GOVERNANCE

9. COMMITTEES AND DELEGATION

10. OTHER GOVERNANCE

11. OUTSIDE BODIES

To elect nominees to the outside bodies listed in the attached report.

• Outside Bodies 2025-26 [Appendix M]

12. MINUTES AND MATTERS ARISING

13. RECOMMENDATIONS FROM COMMITTEES

To invite Committee Chairs to present recommendations from meetings for Council to confirm.

14. FINANCE

15. MOTIONS FOR DEBATE

16. OUTSIDE BODIES

17. CONSULTATION - POWYS TEACHING HEALTH BOARD

To consider the consultation by Powys Teaching Health Board on the future of health services in Powys (deferred from Strategy, Policy and Development Committee).

• PTHB Better Together [Appendix AD]

18. STREET NAMING - BUTTINGTON DEVELOPMENT

To consider a request for registration of development name at Unit 1 & 2 Development Land Adjacent To Moors Farm, Rhallt Lane, Buttington, Welshpool, Powys.

• Street naming and numbering App B [Appendix AE]

19. DATE OF NEXT MEETING

To note that the next meeting of Full Council will be held on 25th June 2025 at 6:30pm.

20. CONFIDENTIAL SESSION - EXCLUSION

To resolve, if required, that members of the public and press be requested to leave the meeting by reason of the confidential nature of the business about to be transacted.

21. COMMUNITY AWARDS [CONFIDENTIAL]

To receive suggestions from the Mayor's Parade and Community Awards working group for awarding of community awards on Sunday 1st June 2025.

22. STAFFING MATTERS [CONFIDENTIAL]

To consider a staffing and employment matter as recommended by the Staffing Committee.

• Confidential Document [Appendix AF]

23. LAND AND PREMISES [CONFIDENTIAL]

To consider the recommendations from Services & Property Committee on the land and premises issues.

• Confidential Document [Appendix AG]
• Confidential Document [Appendix AH]
• Confidential Document [Appendix AI]

24. DAY CENTRE [CONFIDENTIAL]

To consider a report and the recommendations from Services & Property Committee in respect of the Day Centre.

• Confidential Document [Appendix AJ]

#	Item
1	Election of Chair / Town Mayor To receive nominations and to elect the Chair of Council and Town Mayor for the 2025-26 municipal year. If required, the new Mayor to sign Declaration of Office, take the chair and address the meeting.
2	Election of Vice Chair / Deputy Town Mayor To receive nominations and to elect the Vice Chair of Council and Deputy Town Mayor for the 2025-26 municipal year.
3	Welcome and Apologies for Absence The Chair will welcome Councillors and members of the public and will receive, and if desired, resolve to approve, any apologies for absence.
4	Declarations of Interests and Dispensations To receive and resolve if desired, declarations of interest and relevant dispensations. Declarations of Interests Guide & Form [Appendix A]
5	Public Participation To receive members of the public who wish to address the meeting, in respect of any item of business included in the agenda. No resolutions may be made under this item and should only relate to matters of Council policy or practice, and not individual affairs or the questioner or any other named person.
6	Town Mayor's Report - May 2025 To receive a verbal report from the Town Mayor, Cllr Phil Owen.
7	County Council and County Councillor Updates To welcome County Councillors and to receive a verbal update and exchange information on matters affecting Welshpool.
8	CORPORATE GOVERNANCE
8.1	Standing Orders To adopt revised Standing Orders for 2025-26 as recommended by the Strategy, Policy and Development Committee. Draft Standing Orders and Report 2025-26 for AM [Appendix B]
8.2	Financial Regulations To adopt revised Financial Regulations for 2025-26 as recommended by the Finance Committee. Draft Financial Regulations 2025 for AM [Appendix C]
8.3	Risk Assessment To adopt revised Risk Assessment for 2025-26 as recommended by the Finance Committee. Draft Risk Register 2025-26 for AM [Appendix D]
8.4	Training Plan To adopt revised Training Plan as recommended by the Strategy, Policy and Development Committee. Draft Training Plan for AM [Appendix E]
8.5	Code of Conduct To adopt the model Code of Conduct as recommended by the Strategy, Policy and Development Committee. Code of Conduct 2025 [Appendix F]
9	COMMITTEES AND DELEGATION
9.1	Committee Structure To consider the report from the Town Clerk in respect of committees as recommended by the Strategy, Policy and Development Committee. Committee Structure Review - April 2025 for AM v2 [Appendix G] Committee ToR - Option B updated SPD [Appendix H]
9.2	Election to Committees To elect councillors to committees as approved above.
9.3	Scheme of Delegation To adopt revised Scheme of Delegation for 2025-26 as recommended by the Strategy, Policy and Development Committee. Scheme of Delegation 2025-26 [Appendix I]
10	OTHER GOVERNANCE
10.1	Councillor Allowances To consider the report from the Town Clerk in respect of councillor allowances for 2025-26. Councillor Allowances and Expenses 2025-26 [Appendix J]
10.2	Bank Mandate To consider the bank mandate and authorised signatories on the Council's bank accounts.
10.3	Investment and Reserves Strategy To adopt revised Investment and Reserves Strategy for 2025-26 as recommended by the Finance Committee. Investments & Reserves Strategy 2025-26 [Appendix K]
10.4	Dates of Meetings To consider the recommended schedule of meetings for the 2025-26 municipal year. Dates of Meetings - 2025-26 v2 [Appendix L]
11	Outside Bodies To elect nominees to the outside bodies listed in the attached report. Outside Bodies 2025-26 [Appendix M]
12	MINUTES AND MATTERS ARISING
12.1	Previous Minutes To approve and sign as a correct record, the minutes from the meeting of the Full Council on 23/04/2025. 23042025 - Full Council Draft Minutes for Approval [Appendix N]
12.1	Matters Arising To report for information purposes only matters arising from the Full Council on 23/04/2025.
13	RECOMMENDATIONS FROM COMMITTEES To invite Committee Chairs to present recommendations from meetings for Council to confirm.
13.1	Staffing Committee - May 2025 To confirm the recommendations from the meeting of the Staffing Committee on the 07/05/2025. Item 7 - Staffing Matters RECOMMENDED To approve chainsaw training plus qualification at Meifod for three staff at a cost of £1950. 07052025 - Staffing Committee Draft Minutes [Appendix O]
13.2	Strategy, Policy and Development Committee - May 2025 To confirm the recommendations from the meeting of the Strategy, Policy and Development Committee on the 07/05/2025. Item 6.2 - Land at Ardwyn School / Wiggly Path RECOMMENDED To authorise officers to engage with Powys County Council over the protection of the Wiggly Path and pursue action to preserve the path for the public. Item 6.3 - Car Parking / Barrier System RECOMMENDED To not proceed with the proposal to charge for parking at Maes y Dre. Item 8.5 - Communications and Engagement Policy RECOMMENDED That the Communications and Engagement Policy be adopted. Item 8.6 - Special Leave Policy RECOMMENDED That the Special Leave Policy be adopted. Item 8.8 - Honorary Titles / Community Awards RECOMMENDED That the Honorary Titles and Community Awards Policy be adopted. 07052025 - Strategy, Policy and Development Committee Draft Minutes [Appendix P]
13.3	Planning Committee - May 2025 To note that the Planning Committee was inquorate in May and no business was transacted.
13.4	Events and Tourism Committee - May 2025 To confirm the recommendations from the meeting of the Events and Tourism Committee on the 14/05/2025. Item 8 - Carnival RECOMMENDED To book the face painter and balloon modeller on the terms as set out in the accompanying paper. Item 10 - 1940's Weekend RECOMMENDED To allow use of the Town Hall free of charge for the 2025 1940s Event. 14052025 - Events and Tourism Committee Draft Minutes [Appendix Q]
13.5	Services and Property Committee - May 2025 To confirm the recommendations from the meeting of the Services and Property Committee on the 21/05/2025. Item 5.2 - Cricket Club - Permission for Building RECOMMENDED To grant permission to the Cricket Club to proceed and give delegated powers to the Operations Manager to approve location, design and all other ancillary matters. Item 5.3 - General Update RECOMMENDED To accept the quotation for replacement fencing at Dol y Felin playground from Midland Fencing (Company B) at a cost of £13,250 excluding VAT. 21052025 - Services and Property Committee Draft Minutes [Appendix R]
13.6	Finance Committee - May 2025 To confirm the recommendations from the meeting of the Finance Committee on the 21/05/2025. Item 5.2 - Payment of Invoices - May RECOMMENDED To confirm and agree payment of invoices for May 2025. Item 5.4 - Debit Card RECOMMENDED To authorise the RFO to obtain a purchase card in line with Financial Regulations. Item 8 - Fees and Charges RECOMMENDED To establish a working group to review all fees and charges. The working group made up of Cllr Bailey, Cllr Owen, Cllr Fitzgerald and the Town Clerk, RFO and Events, Planning and Markets Officer and will report back by September to the Finance Committee. 21052025 - Finance Committee Draft Minutes [Appendix S]
14	FINANCE
14.1	Council Accounts (April 2025 - Period 1) To consider the Bank Reconciliation and Cashbook Reports and Income and Expenditure Report for April 2025. April 2025 - Bank Reconciliation - Main Account [Appendix T] April 2025 - Bank Reconciliation - Petty Cash [Appendix U] April 2025 - Bank Reconciliation - Savings [Appendix V] April 2025 - Cashbook - Main Account [Appendix W] April 2025 - Cashbook - Petty Cash [Appendix X] April 2025 - Cashbook - Savings [Appendix Y] Council Inc & Exp Month 1 2025 [Appendix Z]
14.2	Payment of Invoices - May To consider payment of invoices for May 2025. Payments for May 2025 [Appendix AA]
15	MOTIONS FOR DEBATE
15.1	Motion - Recycling Changes To consider the motion from Cllr Julie Arnold. Motion for Debate - Recycling Centres [Appendix AB]
16	OUTSIDE BODIES
16.1	OVW Annual Awards To note the recently awarded 'highly commended' award for Best Initiative addressing the Cost-of-Living Crisis at the One Voice Wales National Awards 2025.
16.2	OVW Innovative Practice Conference To receive information regarding the One Voice Wales Innovative Practice Conference on the 5th July 2024 and to elect, if desired, representatives from the Council to attend. Agenda Innovative Practice Conference 2025 [Appendix AC]
16.3	Other Outside Bodies To receive reports from the Council's representatives on other outside bodies, as available.
17	Consultation - Powys Teaching Health Board To consider the consultation by Powys Teaching Health Board on the future of health services in Powys (deferred from Strategy, Policy and Development Committee). PTHB Better Together [Appendix AD]
18	Street Naming - Buttington Development To consider a request for registration of development name at Unit 1 & 2 Development Land Adjacent To Moors Farm, Rhallt Lane, Buttington, Welshpool, Powys. Street naming and numbering App B [Appendix AE]
19	Date of Next Meeting To note that the next meeting of Full Council will be held on 25th June 2025 at 6:30pm.
20	Confidential Session - Exclusion To resolve, if required, that members of the public and press be requested to leave the meeting by reason of the confidential nature of the business about to be transacted.
21	Community Awards Confidential To receive suggestions from the Mayor's Parade and Community Awards working group for awarding of community awards on Sunday 1st June 2025.
22	Staffing Matters Confidential To consider a staffing and employment matter as recommended by the Staffing Committee. Confidential Document [Appendix AF]
23	Land and Premises Confidential To consider the recommendations from Services & Property Committee on the land and premises issues. Confidential Document [Appendix AG] Confidential Document [Appendix AH] Confidential Document [Appendix AI]
24	Day Centre Confidential To consider a report and the recommendations from Services & Property Committee in respect of the Day Centre. Confidential Document [Appendix AJ]