Minutes:
The Chair confirmed that it was requested that expenditure be put on the agenda even though a final decision was already taken on the matter by Cabinet. However, the Chair was happy to discuss the implications at the meeting.
The Nash Representative then stated that their Town Council was looking at cuts as a result of the expenditure cut and a reduction in business rates. Their community hall has never been let out for profit. The Representative stated that this would now have to be expanded and they would need to get a further £3000 as there was a need to fill the hole in the budget and this was a concern. The Representative stated that the community halls should be exempt. It was discussed as to whether Newport City Council would hit the Community Councils with charges on community halls if they let it out for profit?
The Chair explained that Newport City Council did not set the business rates and there were exemptions for non-profit making councils. The Chair stated that an enquiry would be made with the Head of Finance to confirm what the rates of business are?
Councillor Mogford confirmed that he was recently appointed for Llanvaches Community Council and now that the concurrent expenditure had been removed, around £130,000 would need to be saved. The Representative asked that if a service like grass cutting was stopped then will the Council take on this service? The Chair confirmed that the Community Councils can stop a service if they wish, that a service like grass cutting was completely discretionary.
Councillor White stated that this created disparity between Community Councils and other areas in the city area. Councillor White stated further that a grant was provided by the council to Duffryn who receives £6,000 in grants from Newport City council which was nothing compared to what can be provided to support the village hall. The Chair confirmed that they could not comment on this as this issue was decided on by Cabinet member.
The Graig representative asked whether Newport City Council could inform the Community Councils how the £130,000 will be spent? It was also queried as to whether this was part of the £9 million Council saving that had to be made. The Chair explained that this money was put into the overall pot to bridge the gap. The Graig Representative expressed that they were not satisfied with this answer.
Another Representative queried as to whether residents were going to be paying twice for grass to be cut? It was stated that some Community Councils cannot afford for some areas to be cut.
The Chair stated that all the parks were available to everyone and the Chair requested that the issue was not to be reopened again.
A Representative asked a procedural question as to whether it was usual for the Council Member to make a decision without consulting other colleagues within the council first? The Chair confirmed that the Council Member needed to consult other members first before making that decision and was accountable for the decision. It was then questioned as to whether the Council Member still made the decision even if others were unhappy with it?
Another Representative stated that when trying to explain the decision made to the residents, they were asked, out of the £2500 paid of council tax, why was this not being spent on communities etc and they were being discriminated against? The Chair stated that this was an entirely different debate in relation to property tax etc and was not in relation to the maintenance of the centres.
A Representative asked as to whether Community Councils were paying for things they should not be paying for and would the Cabinet Member consider this? The Chair confirmed that this was not in the Council Members remit. It was difficult to justify and levy.
The Wentlooge Representative asked could we find out what grant is available for community halls, as mentioned regarding Duffryn earlier? The Wentlooge representative stated that this information came from a member of the Duffryn Community Council and they have stated that they received money from Newport City Council to help with the running of the hall. The Chair confirmed that it was probably a Council run community centre and was an historical agreement to take over the running of the council building at that time.
The Rogerstone Representative stated that the decision made by the cabinet member is the opposite one made by the Welsh Assembly Government who wish to work hand in hand with Community Councils. The Chair confirmed that he could not comment on this but was happy to discuss procedural or consequential issues. It was stated that the grant should never be a means of supplementing local budgets and the Community Councils seem to be reliant on the grant and that was not what it’s there for.
It was also mentioned that the Community Councils needed help to stop the impact on the residents.
Councillor Mogford stated that maybe the only option is for the Community Council to close? Or for members to resign in protest? The impact would be that the Council would have to take responsibility as there is only one way to dissolve a Community Council by vote. Councillor Mogford then asked what would happen? Would people co-opt in and would that area be on a par with others in areas that don’t have Community Councils?
The Graig Representative stated that there was a new lease condition with Newport City Council for Rhiwderin hall to refurbish the toilets, the alarms etc. This amounted to £100,000 in financing revenue from Welsh Government from the Local Loans Board as an example. It was then pointed out that Newport City Council would have demolished the building if they did not borrow the money to refurbish. It was noted that the grant issue will really hit them hard.
It was discussed that we are dealing with 25% of the people of Newport so not a small minority. It was also discussed that in the Charter it states that Newport City Council will aim to give Community Councils a chance to comment before the sign off decision is made that affects them. It was asked has this been done? It was pointed out that Community Councils were not addressed and consulted on this process. The Chair stated that this was not correct as the Community Councils were informed previously that the expenditure could be removed altogether and that this wasn’t just a decision made last month but a decision made over the last few years. The consultation had been going on for years.
It was discussed that the Community Councils felt that the expenditure had been cut without consultation and that it was implemented over a period of 4-5 years without consultation.
The consensus was that options were a basic amount and for the report to say that there wasn’t a general consensus was not quite accurate.
Cllr White asked whether there was sufficient consultation and the Chair confirmed that there had been no lack of consultation previously but there had been a mixed response from clerks. There had been no complete agreement. The Chair again reiterated that a final decision was taken, all the clerks responded and this was fed back to the Member to make his decision.
Another Representative stated that the Member should have come to this meeting to answer questions and to explain why he came to his decision as it was unfair how the decision was made. However, the Chair stated that this would just reopen the debate again.
Another Representative asked how Councils will now provide services and the Chair stated that this would be up to the councils themselves. Councillor Mogford agreed that the decision making process was fair but didn’t agree with the decision.
The Representative from Penhow Council asked what were the discretionary services that the council gave and was there a list of Council functions? The Chair confirmed that decisions about this were made in Council.
A Representative stated that the Community Councils thought they were making a partnership with Newport City Council so they were quite disappointed and stated that maybe it was the case that the Community Halls may now not be available for future elections.
Another Representative stated that they had been to the meeting held previously with Councillor Mayer which had been a general invite, they remarked that it was felt that the Cabinet Member had already made a decision at that time and then the Councillor left the meeting. The Chair stated that the Councillor had not made their final decision at that time, it had been made a week or so later. It was pointed out by the Chair that the comments from clerks extended the decision time and the decision was not made before then. The decision was made quickly in order to plan budgets for next year. The Chair also confirmed that there had been no minutes available at that consultation meeting with Councillor Mayer as it was an informal meeting.