You are hereby summoned to attend the Meeting of the LLANRHIDIAN HIGHER COMMUNITY COUNCIL to be held on Thursday, 16 th April, 2015 at Penclawdd Community Centre, Penclawdd, commencing at 7.00pm, for the transaction of the following business:- 1. Apologies for Absence. AGENDA 2. Disclosures of Personal and Prejudicial Interests. 3. To Approve and Sign as a Correct Record the Minutes of the Meeting of the Community Council held on 19 th March 2015. 4. Matters Arising from the Minutes. 5. Public Question Time. (10 Minutes) 6. Chair s Announcements / Report. 7. Report of the Clerk. a) Accounts for Payment / Financial Report. b) Correspondence. c) General Matters. 8. Sub Committee Reports. a) Memorial Gardens. b) Finance Minutes of Finance Sub-Committee meeting held on 19 th March 2015. (For Information) 9. Council Property / Community Projects. 10. City and County of Swansea Issues. a) General Matters. b) Planning Applications for Consideration. c) Footpaths, Cycle Paths and Bridleways. 11. Burials / Cremations. 12. Reports of Delegate s on Outside Bodies. 13. Future of the Community Council. 14. Next Meeting: - Annual Meeting 7 p.m. on Thursday, 21 st May, 2015, followed by Ordinary Meeting at Penclawdd Community Centre. Jeremy Parkhouse Jeremy Parkhouse - Clerk to the Council 8 th April 2015
Llanrhidian Higher Community Council Councillor R Collins Councillor R Cooper Councillor D L Davies (Vice Chair) Councillor J Guy Councillor Mrs P Guy Councillor M Harry Councillor C Jones Councillor Mrs A Lewis-Pudduck Councillor T Snell (Chair) Councillor P Tucker
Item No. 2 Disclosures of Interest To receive Disclosures of Interest from Councillors and Officers Councillors Councillors Interests are made in accordance with the provisions of the Code of Conduct adopted by the Llanrhidian Higher Community Council. You must disclose orally to the meeting the existence and nature of that interest. NOTE: You are requested to identify the Agenda Item / Minute No. / Planning Application No. and Subject Matter to which that interest relates and to enter all declared interests on the sheet provided for that purpose at the meeting. 1. If you have a Personal Interest as set out in Paragraph 10 of the Code, you MAY STAY, SPEAK AND VOTE unless it is also a Prejudicial Interest. 2. If you have a Personal Interest which is also a Prejudicial Interest as set out in Paragraph 12 of the Code, then subject to point 3 below, you MUST WITHDRAW from the meeting (unless you have obtained a dispensation from the City and County of Swansea s Standards Committee) 3. Where you have a Prejudicial Interest you may attend the meeting but only for the purpose of making representations, answering questions or giving evidence relating to the business, provided that the public are also allowed to attend the meeting for the same purpose, whether under a statutory right or otherwise. In such a case, you must withdraw from the meeting immediately after the period for making representations, answering questions, or giving evidence relating to the business has ended, and in any event before further consideration of the business begins, whether or not the public are allowed to remain in attendance for such consideration (Paragraph 14 of the Code). 4. Where you have agreement from the Monitoring Officer that the information relating to your Personal Interest is sensitive information, as set out in Paragraph 16 of the Code of Conduct, your obligation to disclose such information is replaced with an obligation to disclose the existence of a personal interest and to confirm that the Monitoring Officer has agreed that the nature of such personal interest is sensitive information. 5. If you are relying on a grant of a dispensation by the Standards Committee, you must, before the matter is under consideration: i) Disclose orally both the interest concerned and the existence of the dispensation; and
ii) Before or immediately after the close of the meeting give written notification to the Authority containing: a) Details of the prejudicial interest; b) Details of the business to which the prejudicial interest relates; c) Details of, and the date on which, the dispensation was granted; and d) Your signature Officers Financial Interests 1. If an Officer has a financial interest in any matter which arises for decision at any meeting to which the Officer is reporting or at which the Officer is in attendance involving any member of the Council and /or any third party the Officer shall declare an interest in that matter and take no part in the consideration or determination of the matter and shall withdraw from the meeting while that matter is considered. Any such declaration made in a meeting of a constitutional body shall be recorded in the minutes of that meeting. No Officer shall make a report to a meeting for a decision to be made on any matter in which s/he has a financial interest. 2. A financial interest is defined as any interest affecting the financial position of the Officer, either to his/her benefit or to his/her detriment. It also includes an interest on the same basis for any member of the Officers family or a close friend and any company firm or business from which an Officer or a member of his/her family receives any remuneration.
LLANRHIDIAN HIGHER COMMUNITY COUNCIL MINUTES OF THE COUNCIL MEETING HELD AT PENCLAWDD COMMUNITY CENTRE, PENCLAWDD ON THURSDAY, 19 th MARCH, 2015 AT 7.00 P.M. Present: - Councillor T Snell (Chair) Presided Councillors: Councillors: Councillors: R Collins P Guy A Lewis-Pudduck R Cooper C Jones P Tucker J Guy M Harry Officers:- J Parkhouse - Clerk to the Council Also Present: - PC Phil Davies and Sgt Emma Fox South Wales Police. 137. APOLOGIES FOR ABSENCE An apology for absence was received from Councillor D L Davies. 138. DISCLOSURES OF PERSONAL AND PREJUDICIAL INTERESTS In accordance with the Code of Conduct adopted by Llanrhidian Community Council on 2nd May 2008, no interests were declared. 139. POLICE REPORT ON LOCAL MATTERS PC Phil Davies and Sgt Emma Fox, South Wales Police attended the meeting and provided a comprehensive update regarding local matters. Car Crime locally was highlighted, particularly theft from unlocked cars and Councillors were requested to remind people locally to lock their vehicles and remove all valuables. Councillors asked questions of the Officers who responded accordingly. The Chair thanked both Officers for attending the meeting. 140. MINUTES RESOLVED that the Minutes of the meeting of the Community Council held on 19 th February 2015 be signed by the Chair and accepted as a correct record.
141. MATTERS ARISING FROM THE MINUTES Hermon Car Park The Clerk stated that the purchase of Hermon Car Park was nearly complete and that matters were being finalised with the Land Registry. Pavilion, Llanmorlais It was reported that 5 gas bottles were being stored in the Pavilion which was contrary to health and safety regulations and unacceptable. The Chair added that the equipment had been removed from the changing rooms as requested and risk assessments will be undertaken regularly. He would also meet with Penclawdd AFC Senior and Junior representatives to discuss matters going forward, including use of the facilities at Llanmorlais. RESOLVED that the Clerk writes to Penclawdd AFC Juniors giving them 48 hours to remove the gas bottles from Llanmorlais Pavilion. Failure to act will result in the gas bottles being removed and disposed of with a local gas supplier. Storage at Llanmorlais Pavilion Councillor M Harry stated that adequate storage facilities were available at Llanmorlais for Community Council documents. Wall at Hermon Burial Ground RESOLVED that the Clerk writes to Mr Robert Barnes, Pastor of Trinity Baptist Chapel in order to arrange a meeting to discuss a possible grant application and two further quotations be obtained for the wall. 142. PUBLIC QUESTION TIME There were no public present. 143. CHAIR S ANNOUNCEMENTS / REPORT The Chair had no announcements / reports. 144. CLERK S REPORTS The Clerk reported on the following:- ACCOUNTS FOR PAYMENT 19 th March 2015 Clerks Salary 428.08 Clerks Expenses 24.60 Spencer ECA 3,650.95 HMRC 107.00 City & County of Swansea Wildflowers 203.14 Huw Evans 60.00 City & County of Swansea Rates for 289.20 Parc Hendy Cemetery Total Payments 4,762.97
Invoices Paid Since 19 th February 2015 Bank Service Charges 6.95 Dwr Cymru 25.00 Total 31.95 Total Outgoings 4,794.92 Income Since 19 th March 2015 Meeting Total Income 0.00 RECONCILIATION: Current Account Balance 9 th March 2015 Less Approved Payments (March 2015) 8,833.38 4,762.97 Total 4,070.41 BANK ACCOUNTS:- 9 th March 2015 Current Account 8,833.38 Reserve Account 17,146.28 Total 25,979.66 RESOLVED that:- 1) the payments be approved; 2) the accounts paid since 19 th February 2015 meeting be noted; 3) the income be noted; 4) the reconciliation and bank accounts be noted. B) CORRESPONDENCE The Clerk reported the following correspondence:- 1. Lloyds Bank Advice of Unpaid Cheque. 2. City and County of Swansea Decision Notice, Caemawr Farm, Blue Anchor. 3. Welsh Government Guidance on The Accounts and Audit (Wales) Regulations 2014. 4. Spencer ECA Ltd Quotation for Works to Metal Pole Fencing Surrounding Pitch at Recreation Ground, Penclawdd.
5. City and County of Swansea LDP Update. 6. City and County of Swansea Swansea City Centre Strategic Framework Review. 7. NRW Come on Board Events Flyer. 8. City and County of Swansea Consultation on Potential Merger of the Standards Committee and Community / Town Councils Standards Sub Committee. 9. One Voice Wales Acknowledgment of membership fee. 10. Welsh Government Copy of Letter from Leighton Andrews A.M. regarding the legality of any possible agreement between Llanrhidian Higher Community Council and Three Crosses Community Council. 11. Play for Wales Issue 44. 12. One Voice Wales Update re membership of One Voice Wales Area Committee. 13. Came & Co Confirmation of Sports Association Insurance. 14. Independent Remuneration Panel for Wales Annual Report. 15. One Voice Wales Details regarding consultation costs / training opportunities. 16. Huw Evans Minutes of Joint Meeting with Three Crosses. 17. Boundary Commission for Wales Spring News. 18. Welsh Government Natural Resource Management Bulletin. 19. Planning Resources Online Planning Seminar. 20. Playquest Adventure Play Ltd Quotation. 21. National Plan Monitoring Scheme. 22. City and County of Swansea - Public Footpath No.64. 23. Mazars Change of address of Appointed Auditors. 24. City and County of Swansea LDP Update. 25. City and County of Swansea Precept Payment Dates 2015/16. 26. S McMillan Quotation for work to Parc Hendy Cemetery Wall. 27. Llwchwr Schools Under 11 s Request to use Llanmorlais Recreation Ground. 28. Councillor D L Davies Letter regarding continuation of evening bus service and statement made by Byron Davies A.M. RESOLVED that: - 1) All correspondence be noted; 2) The Clerk writes to Penclawdd RFC requesting a donation towards the cost of metal pole fencing around the pitch and a risk assessment be undertaken in respect of the distance of the concrete posts and path from the playing area; 3) The Clerk approaches One Voice Wales regarding providing Health & Safety training to the Community Council at Penclawdd Community Centre;
4) The Clerk circulates the Minutes of the Joint Meeting with Three Crosses to all Councillors; 5) The Clerk requests and additional quotation from Playquest Adventure Play Ltd regarding picnic benches and the quotation for play equipment be accepted; 6) Llanmorlais Ward Councillors meet Playquest Adventure Ltd representatives to finalise the quotation; 7) A vote of thanks be given to Councillor J Guy for his grant application work; 8) 60 paid to Huw Evans be added to the balance of funds to be split between Llanrhidian Higher Community Council and Three Crosses Community Council. 145. SUB COMMITTEE REPORTS Finance Sub-Committee A Finance Sub-Committee took place prior to this meeting. 146. COUNCIL PROPERTY / COMMUNITY PROJECTS Issues were discussed under Matters Arising. 147. CITY AND COUNTY OF SWANSEA Councillor Mark Thomas, City and County of Swansea had informed the Clerk of the following:- Marsh Road had been re-surfaced; Sunday Explorer Bus is being funded once more for the next financial year; The evening bus from Gowerton to North Gower is being funded once more for the next financial year. The following issues were also discussed: - Average Speed Cameras It was reported that the installation of average speed cameras between Gowerton and Penclawdd was imminent. It was added that no further information had been received from Llanrhidian Lower Community Council regarding the possible joint meeting on speeding traffic. Councillor R Collins confirmed that he would represent the Council if a meeting is arranged. Planning Applications There were none.
Footpaths/Cycle Paths and Bridleways Councillor R Collins reported that the footpath from Victoria Road to Llotrog had been repaired. Councillor R Cooper complimented the City and County of Swansea for their work on footpaths at the Wern, Llanmorlais. 148. BURIALS / CREMATIONS No issues were discussed. 149. DELEGATE S REPORTS Councillor R Cooper provided a report regarding discussions at the recent Gower AONB Partnership Group meeting and circulated a leaflet circulated by Friends of Swansea Horses. He also updated the Community Council regarding the City and County of Swansea Sustainable Development Fund Panel. He outlined that there would be 19,000 grant funding available in the next financial year. He further reported that the Gower Landscape Project through the Heritage Lottery Fund were undertaking a project on the oral history of Gower and were seeking senior citizens within communities to contribute. 150. FUTURE OF THE COMMUNITY COUNCIL The Chair stated that the Welsh Assembly Government were considering lowering the voting age for Welsh Assembly elections to 16 years old. In order to encourage participation he suggested that the Clerk writes to Gowerton Comprehensive School, Gower College and Ysgol Gyfun Gwyr inviting teachers / parents / pupils to attend and observe a future meeting of the Community Council. This would allow pupils to observe the first layer of local government. Councillor R Cooper would also further develop a crest for the Community Council. 151. DATE, TIME AND VENUE OF NEXT MEETING RESOLVED that the next meeting of the Community Council be scheduled for 7.00 p.m. on Thursday, 16th April, 2015 at Penclawdd Community Centre, Penclawdd. The meeting ended at 8.40 p.m... CHAIR
Item No. 7 LLANRHIDIAN HIGHER COMMUNITY COUNCIL 16 th April 2015 REPORTS OF THE CLERK 1. Accounts for Payment / Financial Report The accounts for payment / financial report is attached at Appendix A. 2. Correspondence The list of correspondence is attached at Appendix B. Jeremy Parkhouse Clerk to the Community Council 8 th April 2015
Appendix A ACCOUNTS FOR PAYMENT 16 th April 2015 Clerks Salary 438.36 Clerks Expenses 22.20 Spencer ECA 3,650.95 HMRC 109.40 Dyfed Recycling 223.20 Total Payments 4,444.11 Invoices Paid since 19 th March 2015 Bank Service Charges 5.65 DWR Cymru (Hendy Road Pavilion) 25.00 Total 30.65 Total Outgoings 4,474.76 Income since 19 th March 2015 Meeting Penclawdd AFC Seniors Electricity at MUGA 15.00 Penclawdd AFC Juniors Electricity at MUGA 15.00 Re-opener Parc Hendy Cemetery 375.00 Penclawdd RFC Contribution towards repairing / renewing safety railings at Recreation Ground, Penclawdd 300.00 Total Income 705.00 RECONCILIATION: Current Account Balance 8 th April 2015 Less Approved Payments (April 2015) 4,876.75 4,444.11 Total 432.64 BANK ACCOUNTS Current Account Balance 8th April 2015 4,876.75 Reserve Account Balance - 8th April 2015 17,000.00 TOTAL 21,876.75
Appendix B Correspondence 16 th April 2015 1. Mazars Notice of Audit of Accounts for the Year Ended 31 st March 2015. 2. Came & Co Insurers Spring Council Matters 2015. 3. One Voice Wales Motions for 2015 Annual Conference. 4. Welsh Government Consultations on Council Tax Exemptions for Long-Term Empty Homes and Second Homes in Wales. 5. City and County of Swansea B4295 Gowerton to Llanrhidian Average Speed Camera System. 6. Welsh Government Review of Designated Landscapes in Wales. 7. One Voice Wales Response re Health and Safety Training Request. 8. One Voice Wales Meeting Regarding Local Government White Paper 9. City and County of Swansea Corporate Plan 2015/17 Delivering for Swansea. 10. Welsh Government Code of Practice on Workforce Matters. 11. One Voice Wales Response to White Paper (Reforming Local Government).
MINUTES OF THE FINANCE SUB-COMMITTEE MEETING HELD AT PENCLAWDD COMMUNITY CENTRE, PENCLAWDD ON THURSDAY, 20 th MARCH, 2015 AT 6.15 P.M. Present: - Councillor T Snell (Chair) Presided Councillors: R Collins Councillors: M Harry Officers:- J Parkhouse - Clerk to the Council 18. APOLOGIES FOR ABSENCE An apology for absence was received from Councillor D L Davies. 19. DISCLOSURES OF PERSONAL AND PREJUDICIAL INTERESTS In accordance with the Code of Conduct adopted by Llanrhidian Community Council on 2nd May 2008, no interests were declared. 20. MINUTES RESOLVED that the Minutes of the meeting of the Finance Sub-Committee meeting held on 20 th November 2014 be signed by the Chair and accepted as a correct record. 21. PUBLIC QUESTION TIME There were no public present. 22. RISK ASSESSMENT The Clerk reported an updated version of the Standard Risk Assessment Form for discussion. The Sub-Committee considered each risk topic in detail and discussed the assessment criteria for each. The following issues were discussed: - Council Buildings Ensure the Clerk / Councillor(s) are trained in buildings management and health and safety procedures; Severity Level Score List to be reviewed as some entries were incorrect; Headstone safety check - Undertake safety checks to headstones as soon as
possible and investigate options available to inform families of unsafe headstones; Rotten bench in front of Wernffrwd Church; Council maintenance contract which expires in 2016 and procedures to be undertaken; Llanmorlais Pavilion storage of gas bottles by Penclawdd AFC Juniors; RESOLVED that: - 1) The Clerk contacts One Voice Wales in order to establish costs of Councillors being trained in health and safety by One Voice Wales at Penclawdd Community Centre; 2) Headstone safety checks be undertaken at Parc Hendy Cemetery, followed by Hermon Cemetery as soon as possible; 3) The Clerk investigates procedures required to contact families of unsafe headstones; 4) The Clerk writes to Penclawdd AFC Juniors requesting the gas bottles be removed from Llanmorlais Pavilion with immediate effect; 5) The Clerk contacts City and County of Swansea to establish why the rotten bench at Wernffrwd had not been removed; 6) The Clerk reviews and amends the Severity Level Scores in the Risk Assessment Schedule; 7) The Council maintenance contract be reviewed by all Councillors within the next 6 months 23. ASSET REGISTER The Clerk reported an up to date asset register for consideration. Councillor M Harry stated that the Skateboard Ramp at Llanmorlais Recreation Ground should be added to the Asset Register as an individual item at a cost of 2,000. A list of benches within the Penclawdd Ward should also be compiled. RESOLVED that: - 1) The Asset Register be noted; 2) The Asset Register be amended to include the Skateboard Ramp at Llanmorlais Recreation Ground be added at a price of 2,000; 3) The Council compiles a list of benches for Penclawdd Ward. 24. BUDGET 2014/15 The Clerk provided an up to date Budget for 2014-2015 which included the current income and expenditure between April 2014 and March 2015. RESOLVED that the Budget for 2014-15 be noted.
25. FORECAST 2015/16 The Clerk provided a Budget Forecast for 2015-2016. RESOLVED that the Budget Forecast for 2015-2016 be noted. 26. DRAFT FINANCIAL PROCEDURE RULES The Clerk presented the draft Financial Procedure Rules for consideration. It was added that they would be presented to the Annual Meeting for agreement. RESOLVED that the content of the report be noted and the Financial Procedure Rules be forwarded to the Annual Meeting for adoption. 27. ANY OTHER BUSINESS RESOLVED that meetings take place on separate days to the Community Council meeting in the next Municipal year. The meeting ended at 6.55 p.m... CHAIR