MINUTES of the MONTHLY MEETING of TONYREFAIL AND DISTRICT COMMUNITY COUNCIL held on THURSDAY 9th June 2016 at the Community Hall, Prichard Street, Tonyrefail which commenced at 6.30 pm.PRESENT: Councillors: Messrs. D. Owen Jones, S. Kiff, S. Stevens, A. Davies, G. Powell, Mrs. D. Roberts, Mrs. A. Davies Jones and Mrs. K. GodfreyAlso in attendance: Mrs. P. William – Clerk1. APOLOGIES1.1 APOLOGIES SUBMITTED FOR APPROVALA verbal apology for absence was received from Councillor N. Harding (Work Commitment).1.2 APOLOGIES NO SUBMITTEDNo apology for absence was received from Councillor G. Evans.2. DISCLOSURES OF INTERESTCouncillors A. Davies disclosed an interest in Minute No. 24 – One of the applicants is my Son-in-Law and Councillor A. Davies-Jones also disclosed an interest in Minute No. 24 – Applicant is my husband.3. CONFIRMATION OF MINUTESIt was RESOLVED: To accept and approve the minutes of the Annual Meeting and the Monthly meeting both held on Thursday 12th May together with the minutes of the Allotment Committee meeting held on Monday 6th June 2016 as a correct record.4. PUBLIC BREAKThe 3 applicants who were applying for co-option were present.5. MATTERS ARISING FROM PREVIOUS MINUTES (If Any)It was reported that the Meithryn currently held in the Thomastown Community Centre would not be able to return to the centre after the proposed refurbishment work is carried out.6. CORRESPONDENCE6.1 CENTENARY FIELDS – COMMEMORATING WORLD WAR IIt was RESOLVED: To note the letter from the Fields in Trust which was un-dated but received by the Clerk in June in respect of protecting valuable green space across the Country.6.2 CHAD INDEPENDENT LIVING CENTREIt was RESOLVED: To note their letter which was un-dated but received by the Clerk in June in respect of surplus computer equipment.6.3 ONE VOICE WALESIt was RESOLVED: To note the email from One Voice Wales in respect of the statutoryrequirement that all Councils publish and report annually to the Independent Remuneration Panel for Wales on allowances and expenses payable to community and town councillors by 30th September each year.6.4 ONE VOICE WALESIt was RESOLVED: To note the email from One Voice Wales in respect of Up-Coming Trainings – South Regions which had been circulated to Councillors on the 25th May 2016.6.5 KIP McGRATHIt was RESOLVED: To note the information in the letter which un-dated but received by the Clerk in June in respect of supplementary education services.6.6 EDMONDSTOWN TOILETSIt was RESOLVED: To note County Councillor E. Hanagan’s letter dated 25th May 2016 for thetime being, as this Council had previously advised the owners of the land that the Community Council would no longer be cleaning the urinal. It was further RESOLVED: That Councillor Hanagan’s letter would be deferred for discussion at a later date pending the result of the Public Meeting which is to be held in Edmondstown in the next few weeks.7. PLANNINGIt was RESOLVED: That neither observation nor objections in respect of the planning application16/0486/10placed on this month’s agenda.Other Planning Applications received between the circulation of the agenda and the date of thismeeting were also discussed:7.2 Application No: 16/0553/13Application Type: Outline PermissionProposal: Outline application for construction of 7 number dwellings withlandscaping not reserved for future consideration.Location: Land off Gilfach Road. West of Trane cemetery.7.3 Application No: 16/0319/13Application Type: Outline PermissionProposal: Outline application for rural enterprise dwelling with all mattersreserved.Location: Land at Rhiwgarn Farm, Tonyrefail7.4 Application No: 16/0343/13Application Type: Outline PermissionProposal: Outline application for proposed 3 bedroom detached dwellingwith access off Bethania Hill with all matters reserved.Location: The Bungalow, Bethania Hill, Tonyrefail,7.5 Application No: 16/0620/10Application Type: Full Planning PermissionProposal: Proposed rear extension at first floor level above existing singlestorey extension.Location: 53 Penrhiwfer Road, TonyrefailIt was RESOLVED: That neither observations nor objections would be raised in respect of the additional planning applications received above.8. FOOTPATHS8.1 FOOTPATH REPORT FOR JUNE 2016.It was RESOLVED: To approve and accept the Footpath report as presented9. ACCOUNTS9.1 ACCOUNTS PAID MAY 2016It was RESOLVED: To approve and accept the Accounts Paid for May as presented.9.2 ACCOUNTS FOR PAYMENT JUNE 2016It was RESOLVED: To approve and accept the Accounts for Payment June as presented and Councillors S. Kiff and D. Roberts signed the cheques.10. MEMBERS AND CLERKS REPORT10.1 CLERKS REPORT• PAVEMENT – BUNGALOWS, GILFACH ROAD.The Clerk read out an email from N. Wheeler from RCTCBC dated 27th May whichoutlined details of a Category 1 defect. It was RESOLVED: To note the information.• CHAIRMAN’S ALLOWANCE 2016/17The Clerk advised Council that the Chairman had advised her that his allowance wouldbe administered through the office. It was RESOLVED: To note this information.• MINOR AUTHORITY GOVERNOR – YGG TONYEFAILThe Clerk reported that this had been an historical arrangement that a Gilfach GochCommunity Councillor had been appointed. It was RESOLVED: That the Clerk contacts the school to ask that Tonyrefail Community Council is included in future vacancies for a Minor Authority Governor.• ANNUAL LEAVEThe Clerk advised Council of her impending Annual Leave. It was RESOLVED: To note the information.10.2 MEMBERS REPORTS• PATHWAY –PARKLAND CRESCENT/HIGH STREETIssues were raised in respect of the above pathway. It was RESOLVED: That this item is to be placed on the agenda for July.• The Clerk was asked to write to RCTCBC to request a new street sign for Heol Isaf in Coedely.• The Flower baskets and planters had been placed in the Community and Councilreported on how nice they look.• Problems associated with horse manure in Prichard Street and Parklands was reported.• Council asked for the bus shelter in Mill Street to be painted.• A report was given by those Councillors who attended the recent meeting of the ElyValley Destination Partnership.• The Chair and Councillor G. Evans reported on their recent visit to ‘dumping’ grounds inTonyrefail. They advised that all areas have now been cleaned up by RCTCBC and a newdog bin is to be installed on Collenna Road.• It was reported that some residents in Coedely were leaving their bins out after therefuse collection which was causing a concern particularly for 1 resident. It wasRESOLVED: That the Clerk would write to RCTCBC to inform them of this problem.• The siting of the notice board in Coedely was discussed and it was RESOLVED: Thatthis item is placed on the July agenda.• Councillors reported on the improvement in the lawn and cremation sections of thecemetery where all items have been removed from the confines of theheadstones/cremation stones.• A request for a further bus shelter to be painted during Festyrefail was made and it was RESOLVED: That the additional bus shelter in Cwmlai would also be painted. The Chairman advised that QDL Painting Contractors were sponsoring the paint.• It was reported that Treorchy Male Voice Choir will be performing on the 30th June atthe Savoy Theatre and that Tonyrefail Ladies Choir will be holding a Fun Event on the24th June 2016.11. MONTHLY REPORT FROM THE PACT MEETINGIt was reported that the PCSO’s are out and about in the Tonyrefail area and that RCTCBC Street cleaning team had fined 5 people for dog mess.12). TRANE CEMETERY12.1 REPORT ON VISIT TO COITY CREMATORIUMA verbal report was given by those Councillors and Clerk who attended Coity Crematorium to view the cremation sections.12.2 DIGITAL BURIAL ADMIN SYSTEM AND MAPPING SYSTEMIt was RESOLVED: That this item is deferred to the July meeting.13 ALLOTMENTS13.1 TO DISCUSS RECOMMENDATIONS FROM THE ALLOTMENT COMMITTEESITE MEETING HELD ON MONDAY 6TH JUNE 2016 – MINUTES CONFIRMED IN AGENDA NO. 3 ABOVE PENRHIWFER• TRAILERS It was RESOLVED: That the Clerk would write to the Committee to ask that the 2 trailers are removed from site.I• REQUEST FOR GREENHOUSEIt was RESOLVED: That the request for the greenhouse which wasreceived by the Council some time ago is approved on the proviso that it is erectedunder the guidance of the Chairman Councillor Dan Owen Jones and Councillor Gregg Powell and it was further RESOLVED: That the greenhouse must be of a standard design.• REQUEST FOR SKIPGiven the circumstances on one plot which had been inherited by the current owner it was RESOLVED: That the council would provide a skip in order to dispose of all the materials on that plot and any other items that need to be removed from the allotment site in general.LLANTRISANT ROAD13.1 PLOT FENCED OFF COMPLETELYIt was RESOLVED: That the Clerk writes a letter asking that the fence is removed and that the plot is re-instated as an allotment garden.13.2 JUDGING OF ALLOTMENT COMPETITIONThis will take place on 20th July 2016 by Mr. Richard Palmer and an associate.13.3 PRESENTATION OF ALLOTMENTS PRIZES AT GARDENING SHOW.It was RESOLVED: That the Chairman Councillor Dan Owen Jones will be presenting the prizes on Saturday 3rd September at the Miners Welfare Club which will be open from 2.00 pm for the public and the presentation will take place at approximately 4.00 pm. Councillor Shawn Stevens and Councillor Gregg Powell will also attend and Councillor Gregg Powell will take be taking photographs.13.4 DRAFT TENANCY AGREEMENTIt was RESOLVED: That this is deferred further to the July meeting and that a copy of the draft agreement is circulated to Councillors again for their perusal.13.5 ALLOTMENT RENT FOR 2017/18Council were provided with information in respect of other Community Council allotment sites and it was RESOLVED: That there would be no increase in 2017/18.14 HEALTH AND SAFETYThe Clerk advised that she had received a telephone call from Ellis Whittam who explained that the current Health & Safety contract with them would be expiring at the end of June. The Clerk asked Ellis Whittam for a further quote but with more input from them. It was RESOLVED: To defer this item.15 PROJECTSProceeding16 PUBLICITYProceeding.17. STAFFING17.1 UP-DATE OF RECRUITMENT OF ASSISTANT TO THE CLERKThe Clerk advised Council that the job advert had been circulated to the Job Centre, the council’s website page, Face Book and the council’s notice boards and advised that the closing date was set as 24th June.It was RESOLVED: That the Chairman and the Clerk would process the applications and that delegated powers would be given to both the Chairman and the Clerk in deciding how many applicants would be interviewed and that the Chairman and Clerk would undertake the interviews at a time and date they choose.17.2 PROPOSED OFFICE ACCOMMODATIONThe Chairman had obtained costs for portable accommodation and presented copies of the information to the Council. It was RESOLVED: That the Policy & Finance Committee would hold a meeting as soon as possible in order to review the budget to establish if the budget could be reset to allow for the portable accommodation.18. SUMMER FESTIVAL AND CLASSIC CAR SHOWThe Clerk presented Councillors of the costs to date and advised that the cost of the climbing wall could be taken off as there would be no room.It was RESOLVED: That the following would also be booked: D. J. Dibble, Scars and Wounds Painting, Face Painting.A suggestion was made for using the Rhondda Bowl and the Clerk is waiting a quotation. It was RESOLVED: That the subject to there being sufficient money in the budget that the All of some of the bowling lanes would be booked.It was RESOLVED: That 2 Girls and 1 Boys will be used for Characters each providing a costume change and would work between the hours of 11.00 am and 3.00 pm.It was RESOLVED: That Councillor Steve Kiff would handle all the booking forms, insurance/disclaimer forms for the stall bookings.The Clerk explained to council that she was unable to contact Mr. Trix.All attractions and entertainment will be free.18.1 REPORT FROM WORKING PARTYCouncillors received a copy of the report from the working party and it was RESOLVED: That the name of the Event would “Ton Tastic Summer Spree” and that Rachel from Avant would design the poster and that the Working Party will be given delegated powers to approve prior to printing.19. PARK LANE SURGERYIt was reported that Mick Antoniw AM is meeting with Park Lane Surgery on Friday 17th June and it was RESOLVED: To await the outcome of that meeting.I20. FESTYREFAIL20.1 UP-DATE ON FESTYREFAILMr. D. Grehan up-dated council on the current situation with the forthcoming Festyrefail event.20.2 REQUEST FOR ADDITIONAL BUS SHELTER TO BE PAINTEDIt was RESOLVED: That the additional bus stop in Cwmlai is also painted.21. ST. JOHN’S CHURCHYARD21.1 TO RECEIVE EMAIL FROM MR. PAUL REES – CHURCH IN WALESFollowing a discussion a motion was put forward and seconded on the basis of owing to the financial implications in view of the Japanese knotweed and the ongoing costs not to proceed any further. Councillors D. Owen Jones, Austin Davies and Mrs. D. Roberts voted in favour of the motion, Councillors G Powell, S. Kiff, S. Stevens and Mrs. K. Godfrey all abstained.The Clerk was asked to record the voting. It was RESOLVED: Not to proceed any further on the said land. Councillor Stevens asked that it be recorded that he was very disappointed with the decision.21.2 DESIGN AND ACCESS STATEMENT ST. JOHN’S CHURCHYARDIt was RESOLVED: That having read the statement prior to 21.1 above to note the same.22 BUS STOP/SHELTERS• COEDELYThe Clerk had received confirmation from Mr. R. Greenslade in RCTCBC to re-site the bus shelter in Coedely to the end of the wall. It was RESOLVED: That the bus shelter would be moved as soon as possible.• TYN-Y-BRYNThe Clerk advised in her opinion that the proposed site in Tyn-y-Bryn is unsuitable. It was RESOLVED: That Councillors G. Powell and Alexandra Davies-Jones would meet to find an alternative location.23 POLICY ON PROCEDURE FOR CONDUCTING CO-OPTIONSThe Clerk apologised as this policy had been adopted previously and should not have been placed on this month’s agenda.24 CO-OPTION OF COMMUNITY COUNCILLOR FOR PENRHIWFER WARDHaving declared an interested in Minute No. 2 above both Councillors A. Davies and A. Davies-Jones left the room whilst the Co-option took place.24.1 TO RECEIVE APPLICATION FORMSHaving received the application forms with the agenda, It was RESOLVED: To note the same.24.2 TO INTERVIEW CANDIDATESEach of the 3 applicants were interviewed and left the room and it was RESOLVED: That Mr. Andrew Davies-Jones would be offered the position.24.3 CO-OPTION OF COUNCILLOR FOR PENRHIWFER WARDThe 3 applicants returned to the room and the Chairman advised that Mr. Andrew Davies Jones had been co-opted as Councillor for the Penrhiwfer Ward. Mr. Davies Jones accepted the position and the Chairman thanked the other applicants for applying.25 CHRISTMAS 201625.1 CHRISTMAS EVENT – SATURDAY 3RD DECEMBER 2016It was RESOLVED: That this item is deferred to July when a Working Party will be set up. It was also RESOLVED: That the Christmas lights will be switched on Friday 2nd December 2016.25.2 CHRISTMAS CONCERTIt was RESOLVED: The Christmas Concert meetings will be held by Full Council. It wasFURTHER RESOLVED: That the Christmas Concert will take place on Friday 9th December subject to confirmation of the venue which will be The Savoy theatre.25.3 SENIOR CITIZENS CHRISTMAS DINNER – WEDNESDAY 14TH DECEMBER 2016.It was RESOLVED: That this item will be discussed further in the July meeting.26 NOTICE BOARDS26.1 PROPOSAL FOR A NOTICE-BOARD IN EDMONDSTOWNIt was RESOLVED: To proceed with the purchase of a notice board and that the Clerk seeks permission from RCTCBC for it to be sited.26.2 PROPOSAL FOR A NOTICE BOARD IN PENRHIWFERIt was RESOLVED: To proceed with the purchase of a notice board. The Chairman will seek authorisation from the Church for permission to erect the notice board inside of the walls of the Church with the notice board facing outwards over the pavement.27 TAFF ELY 50 PLUS FORUMThe Clerk confirmed that the council’s representatives on the above Forum are Councillors D. Owen Jones and Mrs. K. Godfrey and advised both councillors that the next meeting will take place at St. David’s United Reformed Church in Pontypridd on 28th July at 2.00 pm – 4.00 pm. The Clerk was informed by the Taff Ely 50 Plus Forum that agenda’s will be sent to the individual councillors. It wasRESOLVED: That both councillors would be attending.28. TO CONSIDER URGENT ITEMSIt was RESOLVED: That a Council ‘Twitter’ account would be set up and run by Councillor S. Stevens.29. DATE OF NEXT MEETINGIt was RESOLVED: That the next Monthly meeting will be held on Thursday 9th July at a venue to be confirmed.The meeting closed at 8.59 pm.