Community Council Meeting Minutes - September 2015
MINUTES of the MONTHLY MEETING of Tonyrefail & District Community Council held on THURSDAY10TH September 2015 at the Community Hall Prichard Street, Tonyrefail which commenced at 6.30 pm.PRESENT: Councillors: G. Powell (Chairman), S. Kiff, S. Stevens, A. Davies, D. O. Jones and Alexandra Davies-Jones.In attendance: Mrs. Pauline Williams – Clerk1. APOLOGIES FOR ABSENCE1.1 APOLOGIES SUBMITTED FOR APPROVALIt was RESOLVED: To accept and approve the apologies submitted by Councillors: Glenn Evans (Work Commitment), Neil Harding (Work Commitment), Karen Godfrey (Holidays), C. Edwards (Work Commitment) and D. Roberts (Family commitment).1.2 APOLOGIES NOT SUBMITTEDNone2. DISCLOSURES OF PERSONAL INTERESTThere were no person interests declared in matters pertaining to the agenda.3. MINUTESIt was RESOLVED: To accept and approve the minutes of the Policy and Resources Committee meeting, the minutes of the July Monthly Meeting and the Events Committee Meeting all of which were held on Thursday 9th July 2015.4. PUBLIC BREAKThere were no members of the public present.5. MATTERS ARISING5.1 NOTICE BOARDS(1). The Clerk advised that the notice board on Tonyrefail Square had been cleaned and that at this time there is no need for a replacement.(2). The Clerk advised that the she had spoken to RCTCBC in respect of the site identified for the notice board but had been informed that this was not in the ownership of RCTCBC but in their opinion it is a highway verge and they have no objections to the placing of the notice board on the verge.(3). Tyn-y-Bryn Park – site identified inside railings by Bus Stop on Tyn-y-Bryn Road – now waiting permission from RCTCBC to proceed5.2 BUS STOP/SHELTER PENRHIWFERIt was RESOLVED: To note the content of an email received from RCTCBC advising that there is no suitable location for a bus stop to be sited between Penrhiwfer Road and Church Street. It was further RESOLVED: That the Clerk will arrange a meeting with RCTCBC to find an alternative site.5.3 SIDE PANELS FOR BUS SHELTER IN HEOL TY-LLWYDThe Clerk advised that side panels had been fitted to the bus shelter with a saving of over 500 on the original quotation received.It was reported that some of the community council ‘logo’s had been removed. It was RESOLVED: That they will be replaced.5.4 HAFOD WEN – STREET SIGNIt was RESOLVED: To note the email from RCTCBC advising that an order had been raised for the replacement of the street sign at Hafod Wen.5.5 ARMED FORCES DAY 2015It was RESOLVED: To note the contents of the letter received from Christian Hanagan from RCTCBC dated 3rd August 2015.6. CORRESPONDENCE:6.1 LOCAL DEMOCRACY & BOUNDARY COMMISSION FOR WALES – REVIEW OF RCT COMMUNITY ARRANGEMENTSIt was RESOLVED: To note their letter dated 8th July in respect of the abovementioned.6.2 THE CHURCH IN WALES – CHURCHYARD OF FORMER ST. JOHN’S CHURCHThe Chairman and Councillor Shawn Stevens both reported on the recent meeting held at St. John’s Church.It was RESOLVED: To note the copy of a letter which had been sent to RCTCBC from The Church in Wales dated 17th July 2015.6.3 U3A – INFORMATION AND THE BENEFITS IT CAN BRINGCouncil noted the contents of their letter and it was RESOLVED: That Councillor S. Stevens and S. Kiff would place the information on the community council’s website and face book.6.4 THE STANDARDS CONFERENCE WALES 2015 – INVITATIONIt was RESOLVED: To note the date of the conference.6.5 DRAFT DIRECTIONS TO THE LOCAL DEMOCRACY AND BOUNDARY COMMISSIONWALES CONSULTATIONIt was RESOLVED: To note the email from One Voice Wales dated 19th August and the letter from the Welsh Government dated 17th August 2015.6.6 ONE VOICE WALES - BBC CHARTER REVIEW CONSULTATIONIt was RESOLVED: To note the information contained in the email from One Voice Wales.7. PLANNING:It was RESOLVED: That as there were no observations nor objections made by Council that the planning applications placed on this month’s agenda are accepted and approve8. FOOTPATHS:8.1 TO RECEIVE FOOTPATH REPORT FOR SEPTEMBER 2015It was RESOLVED: To note the contents of the Footpath report.Initials............................................. Date........................................................17749. ACCOUNTS9.1 ACCOUNTS PAID - JULY AND AUGUST 2015It was RESOLVED: To accept and approve the accounts paid for July and August as presented.9.2 ACCOUNTS FOR PAYMENT SEPTEMBER 2015With the additional payments to Bridgend Groundworks, E. K. Hughes Printing and Owen Fuelsit was RESOLVED: To accept and approve the accounts as presented for September 2015.9.3 QUARTERLY ACCOUNTS – APRIL 2015 – JUNE 2015It was RESOLVED: To accept and approve the quarterly accounts for April – June as presented:10. MEMBERS AND CLERKS REPORTS10.1 CLERKS REPORTThe Clerk advised that she would be attending the Planning Aid Wales Training event on Monday 14th September with the Chairman and Councillor Alexandra Davies-Jones. The Clerk also advised that she would be attending the RCT Funding Fayre in Gilfach Goch Community Centre on Tuesday 15th September from 1.00 pm – 4.00 pm and that she would also beattending the SLCC Conference for Wales in Swansea on Thursday 17th September from 9.00 am – 4.00 pm.10.2 MEMBERS REPORTThe Clerk was asked to chase up the flower planter for the square in Tonyrefail.A discussion took place on 2 bus stop locations in Thomastown and the Clerk was asked to place this item on the agenda for October.A report was given by Councillor D. O. Jones on the Tonyrefail Residents Association and he advised that they would be electing Officers at the AGM which is to be held on Wednesday 23rd September at the Community Hall, Prichard Street, Tonyrefail.A report was given on the recent Tonyrefail & District Gardening Show in which the Chairman Councillor G. Powell presented the prizes for the best Allotment Plots and the Overall Winner of the Allotment sites on behalf of the Community Council.It was also stated that a comment had been made quote: “Very good representation of the Council Chairman at the show. Thosecouncillors present remarked that the show was excellent.Councillor G. Powell, thanked Councillors D. O. Jones and S. Stevens for their help on the day11. MONTHLY REPORT FROM THE PACT MEETINGIt was reported that the PACT meetings had been suspended for the time being.12. TRANE CEMETERY12.1 CEMETERY WALLThe Clerk advised that despite several emails to Mark Phillips wall is still down.13. ALLOTMENTS13.1 INDIVIDUAL ALLOTMENT SITE TENANCY AGREEMENTS AND CONSTITUTIONSProceeding.13.2 COMMUNITY COUNCIL ALLOTMENT TENANCY AGREEMENTProceeding.13.3 BARBED WIRE TYLCHA WENClerk to contact RCTCBC for guidance.13.4 REQUEST FOR GREENHOUSE TO BE ATTACHED TO SHED – PENRHIWFERIt was RESOLVED: That Councillor D. O. Jones would visit site and report back to council.14. HEALTH & SAFETYThe Clerk advised that she had received a visit and up-dated correspondence from Ellis Whittam bu has not had time as yet to go through the information provided.15. PROJECTSIt was RESOLVED: That Councillors would bring back ideas as to the type of project they would like to undertake.16. PUBLICITY16.1 NEWSLETTERIt was advised that the council would be looking at distributing a Newsletter at the end of October.17. CHRISTMAS 201517.1 CHRISTMAS LIGHTINGOwing to the cost implications with having Christmas Lighting across the Square in Tonyrefail it was RESOLVED: To note the quotations.17.2 CHRISTMAS EVENTChristmas Events Committee meeting at 8.00 pm this evening.17.3 CHRISTMAS CONCERTChristmas Events Committee meeting at 8.00 pm this evening.17.4 CHRISTMAS DINNERProceeding18. STAFFING18.1 END OF PROBATION PERIODThe Clerk advised that the probation period for K.O had now ended and it was RESOLVED: That his probation period as Charge- hand would now be made permanent.18.2 TO APPROVE AND ACCEPT NEW PAY CONDITIONS FOR 2 EMPLOYEESThe Clerk advised that the probation period for 2 employees has another month to run and it was RESOLVED: That this item is deferred until the October meeting.18.3 TRAININGIt was RESOLVED: That the Clerk is given delegated powers for any training requirements forthe staff in the future18.4 FIRST AID TRAININGProceeding.19. CEMETERY TREESCouncil considered the quotations received and it was RESOLVED: To approve and accept the quotation received from Mighty Oak. It was also RESOLVED: That Mighty Oak is asked to provide a quote for work which needs to be carried out on Tree T29.20. TO APPROVE AND ADOPT REVISED COPIES OF THE FOLLOWING DOCUMENTS20.1 STANDING ORDERSIt was RESOLVED: To approve and adopt the revised Standing Orders of which a draft copy had had been presented to council for approval.20.2 FINANCIAL REGULATIONSIt was RESOLVED: To approve and adopt the revised Financial Regulations of which a draft copy had been presented to council for approval.20.3 FINANCIAL RISK ASSESSMENTIt was RESOLVED: To approve and adopt the revised Financial Risk Assessment of which a draft copy had been presented to council for approval.20.4 FINANCIAL & BUSINESS RISK ASSESSMENTIt was RESOLVED: To approve and adopt the revised Financial & Business Risk Assessment of which a draft copy had been presented to council for approval.20.5 COUNCILS COMPLAINTS PROCEDUREIt was RESOLVED: To approve and adopt the revised Councils Complaints Procedure of which a draft copy had been presented to council for approval.20.6 COUNCILS PROCEDURE FOR HANDLING REQUESTS MADE UNDER FOI AND THE DATA PROTECTION ACT 1998It was RESOLVED: To approve and adopt the revised Councils Procedure for Handling Requests made under FOI and the Data Protection Act 1998.I). FREEDOM OF INFORMATIONAs per minute 20.6II). INFORMATION AVAILABLE UNDER THE MODEL PUBLICATION SCHEMEAs per minute 20.621. SUMMER FESTIVAL AND CLASSIC CAR SHOW 2016The Clerk referred to the booking confirmation received from RCTCBC. In view of the comments made in the email it was RESOLVED: That the Summer Festival and Classic Car Show would not take place in Tyn-y-Bryn Park.The Clerk was asked to contact Communities First to ask if they would be interested in holding a joint venture Summer Festival and Classic Car Show with the Community Council in the Leisure Centre.The Clerk advised that she had met with Interlink and was advised that the Community Council would not be eligible for any funding but if a separate group was created and had their own constitution that they would be eligible to apply for Funding. It was RESOLVED: Not to proceed down that route.21.1 TO SET DATE AND TIME MEETINGIt was RESOLVED: That a meeting for the proposed Summer Event would take place on Thursday 8th October at 8.00 p.m.21.2 TO INVITE ORGANISATIONS TO FUTURE MEETINGSIt was RESOLVED: That the following organisations would be invited to attend. Communities First, CAE, Glamorgan Classic Car Show, Tonyrefail Traders, Mr. Graham Maddox from Rhondda Bowl.It was also RESOLVED: That the Clerk would write to Mr. Maddox to ask for permission to use the Rhondda Bowl car park for the parking of the Classic Cars.22. COMMUNITY LIAISON COMMITTEE22.1 TO RECEIVE REPORT IF ANYNothing to report at this time.22.2 COMMUNITY ASSET TRANSFERTo be discussed at the next Community Liaison Committee meeting at RCTCBC.22.3 DATE OF NEXT MEETING WITH RCTCBC - 28TH SEPTEMBER 2015 AT 5.00 PMIt was RESOLVED: That the Chairman and Clerk would be attending the meeting.23 COMMUNITY INFRASTRUCTURE LEVY23.1 TO RECEIVE REPORT AND LITERATURE RECEIVED AT MEETING HELD WITHSIMON GALE (RCT) JENNIFER WAKEFORD (RCT) THE CHAIRMAN AND CLERKThe Chairman gave members feedback on the abovementioned meeting which was held at the Community Council officeA) GUIDANCE FOR COMMUNITY AND TOWN COUNCILSIt was RESOLVED: To note the guidance notes of which a copy had been circulated to councillors prior to tonight’s meeting.B) HOW DOES CIL WORK?It was RESOLVED: To note the information on how CIL works of which a copy had been circulated to councillors prior to tonight’s meeting.C) CHARGING SCHEDULEIt was RESOLVED: To note the charging schedule of which a copy had been circulated to councillors prior to tonight’s meeting.D) INSTALLMENTS POLICYIt was RESOLVED: To note the instalments policy of which a copy had been circulated to councillors prior to tonight’s meeting.E) RCTCBC REGULATION 123 LIST OF INFRASTRUCTUREIt was RESOLVED: To note RCTCBC Regulation 123 list of infrastructure of which a copy had been circulated to councillors prior to tonight’s meeting.I23.2 RCTCBC CONSULTATION IN RESPECT OF PROPOSED CHANGES TO ITS REGULATION 123LISTIt was RESOLVED: To note the email and attached documents dated 13th August, a copy of which had been circulated to Councillors on the same date.23.3 COMMUNITY COUNCILS CIL 123 LISTIt was RESOLVED: That the Community Councils 123 list would be drawn up at the October meeting.24 FLY TIPPINGAs Councillor G. Evans was unable to attend tonight’s meeting it was RESOLVED: That this item is deferred to the October meeting.25. REMEMBRANCE DAY PARADE AND SERVICEIt was RESOLVED: That the Remembrance Day Committee would meet on Wednesday 30th September at Capel Farm at 7.00 pm. It was also RESOLVED: That Councillor G. Powell would replace CouncillorAustin Davies on this committee.26. CLOSURE OF BARCLAYS BANK IN TONYREFAILIt was RESOLVED: That the Clerk writes a letter of disappointment in respect of the decision made to close their branch in Tonyrefail.27. ST. JOHN’S CHURCHSee Minute No. 6.2.28. TO CONSIDER RENEWAL OF TELEPHONE SYSTEM AT TRANE CEMETERYProceeding29. PROPOSED SITING OF BUS SHELTER – THOMASTOWNRCTCBC had forwarded a letter of objection from 1 resident and in view Councillor K. Godfrey being unable to attend tonight’s meeting it was RESOLVED: That this item is deferred to the Octobermeeting.30. REPLACEMENT OF SEATSIt was RESOLVED: That 2 seats similar to the seats sited at the Remembrance Garden in Trane cemetery which will be sited in the community.31 POST BOX IN CEMETERYCouncillor Harding asked for this item to be placed on the agenda as there is no letter box in the cemetery it was RESOLVED: That the Clerk proceeds with the purchase of a post box.32 COUNCILLORS PHOTOGRAPHS FOR WEBSITEIt was RESOLVED: those photographs will be taken at the October meeting.33. TO AGREE: DATE & VENUE OF NEXT MONTLY MEETINGIt was RESOLVED: That the next Monthly meeting would take place on Thursday 8th October 2015 at 6.30 pm in the Community Hall, Prichard Street, Tonyrefail.