Appendix A (2019/20) 45

Minutes for the Monthly Meeting of Council held at Caerlan Hall, Llantrisant on 12 November 2019 at 6:30 pm

Present: Councillors S Powell (Chair), J Barton,T Crutcher, M Davies, B Farr, R Hunt, A Matheson, D Nicholas, V Nicholas, S Trask , P Williams

In attendance: Clerk: Catherine Craven.

1. Acceptance of apologies for absence Received from Councillor A Robinson The apology was noted. Dispensation for Councillors and K Williams was agreed due to on-going health problems. Councillor J Woodington was not present.

2. To receive declarations of interest Cllr S Powell declared an interest in relation to agenda item “Member of RCTCBC Planning Committee” Item 6

3. Minutes i) It was agreed that the minutes of the Monthly Meeting held on the 10 September 2019 were a true record of the meetings decisions and were duly signed by the Chair. ii) It was agreed that the minutes of the Community Grants Meeting held on the 13 September 2019 were a true record of the meetings decisions and were duly signed by the Chair.

4. Action Table A208 Footpath Report. The Clerk had met with RCTCBC Footpath Officer. It was agreed that RCTCBC would investigate; a) bridge on Path 203/209 ; b) Stile on Path 220/1 near Barwig; c) Sleepers crossing the stream at junction of Path 224/1 and 177/1. Officer has asked the Council to consider undertaking the problem with crossing the ditch on Path 242 just below Brynteg Allotment. A210 It was agreed that Ward Members visit the site and report its findings to full Council.

5. Finance i) The October and November accounts for payment, as listed, were approved. On-line payments would be authorised by Councillors S Trask and S Powell/ Cllr A Matheson. Cheques were signed by Councillors D Nicholas and J Barton. ii) The income and expenditure accounts for September and October 2019 were noted. iii) It was agreed that financial support was awarded to a) Taff Ely Youth Band, £500; and b) Friends of Bryncelynog HQ; £500 from the and Tynant Ward budget heading.

6. Planning

REF : 19/0897/10 PROPOSAL: Erect a balcony and install patio doors in the master bedroom at the rear. (2019/20) 46

LOCATION : 39 SOUTHGATE AVENUE, LLANTRISANT,, CF72 8DR REF: 19/1007/10 PROPOSAL: Local Energy Centre, comprising combined heat & power and battery storage. LOCATION : ROYAL MINT, LLANTRISANT BUSINESS PARK, LLANTRISANT, PONTYCLUN, CF72 8YT REF: 19/0907/10 PROPOSAL: Single storey extension. LOCATION : 26 BYRON AVENUE, BEDDAU, , CF38 2TW REF: 19/0945/10 PROPOSAL: Two storey rear & side extensions and conversion of existing garage. LOCATION: 120 BRYNTEG GREEN, BEDDAU, PONTYPRIDD, CF38 2PT REF: 19/0979/10 PROPOSAL: Garage roof. LOCATION: 1 MAES-Y-RHEDYN, , PONTYCLUN, CF72 8AN REF: 19/0967/10 PROPOSAL: Ground floor front, side & rear extensions. LOCATION : 14 WINDSOR GARDENS, BEDDAU, PONTYPRIDD, CF38 2PS REF: 19/0938/10 PROPOSAL: Detached garage. LOCATION : 66 MILDRED STREET, BEDDAU, PONTYPRIDD, CF38 2AP REF: 19/1106/10 PROPOSAL: Single storey extension. LOCATION: TY LAFANT, 7 LONGACRE CLOSE, LLANTRISANT, CF72 8DS REF: 19/1032/10 PROPOSAL: Single storey rear extension with roof lights. LOCATION: SUNNYBANK, GWAUN-Y-GROES, , LLANTRISANT, CF72 8AZ REF: 19/1036/10 PROPOSAL: Proposed 2 bed bungalow. LOCATION: 71 SOUTHGATE AVENUE, LLANTRISANT, PONTYCLUN, CF72 8DR REF: 19/1053/10 PROPOSAL: Garage. LOCATION: TY FRY, HIGH STREET, LLANTRISANT, PONTYCLUN, CF72 8BP REF: 19/0840/10 PROPOSAL: Phase 2 - Business/Industrial Park extension on a green field site off Llantrisant Business Park. LOCATION : LAND AT TAL Y FEDW, LLANTRISANT BUSINESS PARK, LLANTRISANT, PONTYCLUN, CF72 8LF REF:19/0833/10 PROPOSAL: Renovation of Unit 9 to include new concrete floor, 3 no. biomass boilers and attendant flues. LOCATION : UNIT 9, EDWARDS BUSINESS PARK, LLANTRISANT, CF72 8QZ REF: 19/1101/19 PROPOSAL: Proposed crown reduction (no more than 25%) and removal of lower limbs (detailed on photo received 28th October 2019) to Oak tree (T1 on the RCT TPO No. 74 year 2005 (map ref ST0584SE)). LOCATION : 24 WILLOW CLOSE, BEDDAU, PONTYPRIDD, CF38 2SJ REF: 19/1144/01 PROPOSAL: Installation of 4 new digital freestanding signs and 1no 15" digital booth screen. LOCATION : MCDONALDS RESTAURANT, VALE RETAIL PARK, TALBOT GREEN, PONTYCLUN, CF72 8RP REF: 19/1077/10 PROPOSAL: Two storey annexe to side elevation. (2019/20) 47

LOCATION : 12 HEOL JOHNSON, TALBOT GREEN, PONTYCLUN, CF72 8HR Received on the 12 November 2019 and not included on the agenda REF: 19/1178/10 PROPOSAL: First floor side extension LOCATION: 2 HIGHDALE CLOSE, LLANTRISANT, PONTYCLUN, CF72 8QE Council decided not to comment on the applications presented above.

REF: 8/1347/10 PROPOSAL: Retention of extension and proposed changes to recycling centre; including changes to layout and surfacing, the provision of a weighbridge, additional buildings, an attenuation pond and drainage amendments, change to the type and quantity of materials being processed to include green waste, timber and glass and a change to the working hours, as detailed in the Design and Access Statement (Amended description, plans and information received 24th October 2019, 31st October 2019 and 1st November 2019). LOCATION : LLANTRISANT RECYCLING CENTRE, PANTYBRAD LANE , PONTYCLUN, CF72 8YY It was agreed that the application was supported. REF: 19/0817/10 PROPOSAL: Single storey structure in beer garden to provide 5 guest rooms. LOCATION : THE BEAR INN PUBLIC HOUSE, HEOL-Y-SARN, LLANTRISANT, PONTYCLUN, CF72 8DA It was agreed that a comment be submitted - Any investment in local business and economy is welcomed by the Council but concerns were raised in this proposal as to what parking facilities would be made available for guests.A211

7. Correspondence i) No nominations were made for a Local Champion and/or Volunteer Coordinator to the Re-fill Scheme. The Clerk was instructed to share the information on the website and through social media.

ii) No nominations were made to attend the Welsh Government Diversity in Democracy workshop.

iii) To consider a request from Gwaunruperra Sheltered Accommodation for support in working towards their application to gain an RNIB accreditation – deferred to next month’s meeting.

iv) Members were pleased to read the RCTCBC preferred option in its consultation on the modernisations of Residential Care for older people was to retain Parc Newydd in Talbot Green. However, Llantrisant Community Council is strongly opposed to the proposed decommissioning of the Garth Olwg site. Members consider it to be unreasonable for local residents to have to travel to Pontypridd to access residential care. With the population increasing in its ward, this Council believes that investment in the Garth Olwg facility would be a better option for its local residents. To secure its long term future this Council suggests creating a much needed dementia specialist service at the site. Furthermore as services in our local hospitals are downgraded and media reports of ‘bed blocking’ due to difficulties in finding suitable arrangements for those needing extra care and care home provision continue to make the headlines suggests that the current level of residential care is not meeting demand. It was agreed that a response to the RCTCBC Consultation in the Modernisation of Residential Care for Older People, as outlined above is submitted. A212 (2019/20) 48 v) The Council’s Standards Committee Members Meeting records/notes were noted

8. Officers Report i) It was agreed that in principle the proposed Biodiversity Report subject to the addition of information on; a) Allotments – Councillor M Davies to draft an extract and forward to Clerk b) Areas of significance within the Tynant and Beddau Wards – Councillor J Barton to draft an extract forward to Clerk. A213 ii) Members noted the Operative and Halls Caretaker were booked on a Ladder User and Inspection course on the 18 November.

9. Committee and Members Reports i) The draft minutes of the Health and Safety Committee were noted. ii) Members noted the feedback given by Councillor S Powell who had attended the Community Liaison Committee meeting held on the 26th September.

iii) The draft minutes of the Events Committee were noted and its recommendations agreed; a) to host a Grants Presentation Evening in 2020; b) for this to be held in the Welfare Hall, Beddau; c) the evening would start at 6:30 pm; d) a buffet would be provided; A214 e) an Armed Forces Day event would be held at the Centenary Gardens at Beddau in June 2020; A215 f) for Llantrisant Ward Members, the Chair and Vice Chair to meet with the Llantrisant War Memorial Trust to discuss the draft Protocol and Guidance for the War Memorial Trust when Commemorating Remembrance Sunday and other Related Ceremonies. A216 g) to close the office for the period 23rd to 31st December. Councillor S Trask has approached Gwaunmeisgyn School to sing at the Carols around the Christmas Tree event on the 6 December and is awaiting a response. The Clerk reported Vicar Viv was not available to compere. Norman Preston was suggested, the Clerk was instructed to make an enquiry.

iv) The draft minutes of the Scrutiny Committee were noted and its recommendations were agreed; a) the Model Local Resolution Protocol for Community and Town Councils was adopted; b) a response to the Independent Renumeration Panel () 2020/21 Draft Report be sent indicating that in relation to determination 42. The payment to Councillors in Band A Councils be increased to £500; A217 When the renumeration report is ratified it was agreed that a policy on the procedures for payment of any agreed renumeration will be made.A218 c) the contract for the Christmas Lighting was awarded to Centre Great at a cost of £4,733; A219 d) the Halls Manager be paid overtime to assist the Council Operative with the Christmas Tree arrangements; e) costs be investigated for the lighting of the front facade of the Model House, if possible for the 2019 Christmas period. A220 The Clerk reported she had put forward a request to the owners RCTCBC and was awaiting a response. f) ‘A Shared Community – Model Charter’ was adopted; g) the Model Financial Regulations 2019 for Wales was adopted; (2019/20) 49

h) the virements shown in the table below were approved A221 FROM TO AMOUNT REASON Contingency Computer Costs £1000 New Website Grants Beddau & Projects Beddau & £ 2900 Unallocated grants Tynant Tynant Grants Llantrisant & Projects Llantrisant £365 Unallocated grants Talbot Green Grants Llantrisant & Projects Talbot Green £365 Unallocated grants Talbot Green Grants General Chairman’s Allowance £800 Unallocated grants Contingency Christmas £3000 Artificial Christmas trees. Outside Work Summer Floral £125 IBC Container i) not to increase the hall hire rates for Llys y Cwm for the 2020/21 financial year. j) to increase the hall hire rates for Community users of Caerlan to £5.95 per hour and Regular to £7.00 per hour from 1st April 2020. k) to increase the allotment rent by the rate of inflation (2.7%) for the2020/21from 1st April 2020. New rate 32.43p per perch. l) not to increase the cost of photocopying or laminating m) provision should be made for completion of the Community Plan. (£15,000) n) provision should be made for the protection of Community Facilities (£5,000) o) provision should be made for formation of an environmental committee and subsequent activities for the community. (£5,000) p) provision should be made for VE day celebrations (£1,000) q) The grant allocation could be reduced by £500 per ward and £1,000 for general grants (- £3,000) r) savings could be investigated by considering the reduction in number of summer floral displays, a one third reductions was suggested. s) the events budget should be maintained, however use of funds within the budget reviewed by the events committee. A222 t) costs of leasing a hybrid van be established in preference to purchasing a new van in 2020.

v) To receive an update from the Llantrisant Ward Members on the Festive Event. Councillor A Crutcher, A Matheson and the Clerk met with Dean Powell, Town Trust. RCTCBC has awarded £4,000 grant for the event. The event will be held on the Castle Green on Saturday 14 December from 11:00am until 4:00pm. Working in partnership, the Town Trust will be organising the event and this Council will be processing the invoices and reclaiming those from RCTCBC. It was agreed that £500 would be made available for the event from the Llantrisant Ward Project Budget Heading.

It was agreed that the contractors engineer attends the ‘switch-on’ of the Talbot Green Christmas Countdown on the 30th November. Councillor S Powell reported good progress had been made and Friends of Talbot Green and a full programme including a market, reindeer parade, grotto and a variety of entertainment had been organised.

vi) It was agreed that eight new festive lights, up to the value of £4,000 are purchased for the Tynant Ward using Project Money.A223 vii) It was agreed that the scheduled meetings for December and January are as follows; a) Scrutiny Committee Meeting to be held on the 7th of January at 2.15pm in Caerlan Hall; b) Events Committee to be held on the 7th January at 1:30pm in Caerlan Hall. c) January’s Full Council meeting to be put forward to the 21st of January to ensure the Scrutiny Committee Meeting Minutes to be included on that agenda; (2019/20) 50

viii) It was agreed that the following are purchased using Talbot Green Project money to the value of £1,200. A224 a) 10 Dog Waste Bag Dispenser units plus associated necessary brackets b) 10 cases of dog waste bags c) Stickers to place on the bin informing people to ring the community council once empty

ix) To receive any recommendations from the Chair and Chair of Staffing following the appraisals of the Clerk and RFO. The Chair reported that the Clerk and RFO had now been appraised. One recommendation was made to close the office for two days a week to allow office staff to manage workloads and tight deadlines. Members discussed various options and the Chair and Chair of Staffing were asked to report back to full Council with options.

Christmas Trees. It was agreed that Councillor A Crutcher would deliver letters to those businesses with brackets in Llantrisant and Councillor P Williams to those in Talbot Green. It was agreed that representing Governors would deliver letters with details of the competition to our local primary schools and Councillor D Nicholas to deliver to Bryncelynnog and Councillor A Crutcher to Y Pant.

Meeting finished 8:10pm Appendix B Agenda Action required By Whom Comments Item November 224 8viii Dog Waste Bag RFO 223 8vi Tynant Column lights for Xmas RFO No longer available 222 8iv Financial considerations scrutiny 7 Jan 2020 221 8ivh Virements RFO Completed 220 8ive Festive lighting Model House Clerk Enquired with RCT 219 8ivc Contract to Centre Great Clerk Completed 218 8ivb Policy for procedure - renumeration RFO/Clerk 217 8ivb Respond to IRP Clerk Sent 20/11/19 216 8iiif War Memorial Trust LL ward members Request sent for Chair and Vice217 meeting 215 8iiie Armed Forces Day Event Events committee On 7/1/20 agenda 214 8iii Grants Presentation Evening Events committee On 7/1/20 agenda 213 8ib Biodiversity report Cllr MD and JB 212 7iv Respond to RCTCBC Residential Care Clerk Sent 20/11/19 211 6 Planning support and concern raised Clerk completed 210 4 Site meeting Path 242 Brynteg Allotments Ll Ward Members 10 September 2019 207 11viii Actions from the Allotment meeting committee underway 206 11vi Actions from Scrutiny meeting committee underway 205 11v Actions from Events committee committee underway 202 11i PACT banner Clerk Waiting for police to confirm wording 9 April 2019 174 8i Renumeration Clerk/RFO/ awaiting Forms distributed JB KW BF JW 12 March 2019 170 13ii Llys y Cwm Committee recommendations Staff/committee In progress November 2018 138 7xii Bus shelter Salem Flats TG RFO// Ward 2019/20 financial yr Members September 2018 130 4 Request quotes for refurbishment of the RFO requested youth shelter. 122 12iii Investigate Incumbents board up to Chair/Vice RFO has started this £1000 Chair/RFO July Meetings 2018 115 8v Planter for Swan Street Clerk/ pending order Ward Members Monthly Meeting November 2017 mm54 12a Monitor approved repayment plan for the RFO/All Paid up to July Llys y Cwm regular hall user Monthly Meeting May 2017 12 Dog bin for Chartist Road Clerk Clerk has requested 12 May 17 Write to RCT Car Parks to request a Clerk Met with officers and disabled bay request will be processed

PENDING ITEMS from previous meetings

• Footpath, The Acre, Llantrisant • Grass Verges Dan Caerlan • Urinals, Llantrisant Appendix Ci Accounts for Payment - 10th December 2019 Office Use d/d / bacs/ account s/o / codes VAT chq OFFICE Plusnet 9.12.19 Broadband/Landline £ 67.21 s d/d 4205 101 Xinn Ltd 10.12.19 Web Provision (final payment) £ 10.00 z s/o 4202 101 Barclaycard 10.12.19 pdf software, monitors, gazebo £ 1,593.85 - bacs split Function 28 29.11.19 completion of redisgn of website £ 585.00 s bacs 4202 101 Cash 10.12.19 Petty Cash reimbursement £ 126.77 z tfr Fuction28 30.11.19 Monthly hosting & email £ 54.00 s bacs 4202 101 Wales Audit Office 10.12.19 External Audit 2018/19 £ 273.40 z bacs 4215 101

STAFFING HMRC 10.12.19 NI and Tax (Nov) £ 1,299.83 z bacs 4002 102 Wages 15.11.19 Pay (Nov) £ 6,009.19 z bacs 4001 102 Pensions 10.12.19 Pensions (Nov) £ 1,826.67 z bacs 4003 102 Jason Akers November Mileage z bacs 4025 102 SLCC 10.12.19 The Clerks Manual 2019 £ 52.30 mix bacs 4015 102 HALLS Plusnet 26.11.19 Broadband & alarm line Llys y Cwm £ 29.98 s d/d 4310 401 RCTCBC 15.12.19 Rates - Llys y Cwm £ 174.00 z d/d 4050 205 RCTCBC 15.12.19 Rates - Caerlan £ 473.00 z d/d 4050 201 Emex 31.11.19 Alarm Monitoring & Maintenance £ 126.00 s d/d split SSE 02.12.19 Electricity Caerlan £ 59.25 f d/d 4060 201 Welsh Water 09.12.19 Water - Llys y Cwm £ 201.59 z d/d 4055 205 ALLOTMENTS Welsh Water 09.12.19 Penycoedcae water bill £ 82.89 z d/d 4163 305 Cwm Waste10.12.19 Tynant Skip £ 250.00 s bacs 4162 305 OUTSIDE WORK sse 02.12.19 Works Depot Electric £ 73.74 f d/d 4100 310

EVENTS Rosa Verge 29.11.19 Llantrisant Christmas Event £ 410.00 z bacs 4153 106 County Marquees 29.11.19 Llantrisant Christmas Event £ 1,235.10 s bacs 4153 106

PROJECTS Giggles Playgroup 10.12.19 Donation re electric supply for tree £ 40.00 bacs 4153 106 C& L Garden & Tree 10.12.19 Putting up of trees & fixing brackets £ 430.00 z bacs 4157 106 RCTCBC 29.11.19 Licences for trees £ 2.00 z bacs 4153 106 TRANSPORT Trivalis 10.12.19 Garage Rent £ 31.93 s d/d 4073 301 UK Fuels 04.12.19 Diesel £ 180.62 s d/d split 301

TOTAL £ 15,698.32

ADDITIONAL PAYMENTS

Total £ 15,698.32 Appendix Cii

Appendix D

Planning applications for the meeting on the 10 December 2019

LLANTRISANT REF: 19/1238/10 PROPOSAL: Demolition of part single/part two storey rear extension and construction of a two storey rear extension. LOCATION : 81 NEWBRIDGE ROAD, LLANTRISANT, PONTYCLUN, CF72 8EY

REF: 19/0640/10 PROPOSAL: Demolition of existing garage and replace with a new garage. LOCATION : 12 ST DAVID'S PLACE, LLANTRISANT, PONTYCLUN, CF72 8H

REF: 19/1178/10 PROPOSAL: First floor side extension LOCATION : 2 HIGHDALE CLOSE, LLANTRISANT, PONTYCLUN, CF72 8QE

BEDDAU

TALBOT GREEN REF: 19/1183/10 PROPOSAL: Two-storey side extension and loft conversion with 1 additional off- street car parking space (part retrospective). LOCATION: 19 DANYGRAIG DRIVE, TALBOT GREEN, PONTYCLUN, CF72 8AQ

REF: 19/1207/10 PROPOSAL: First floor extension and internal alterations. LOCATION: SANDS PRIVATE HEALTH CLINIC, 67 TALBOT ROAD, TALBOT GREEN, PONTYCLUN, CF72 8AE

TYNANT Appendix D

SLCC ADVICE NOTE: PLANNING – A SIMPLE GUIDE TO WHAT IS A ‘MATERIAL CONSIDERATION’

The law requires that when a decision is made on a planning application or planning issue, that only certain issues are taken into account. These issues are known as ‘material considerations’. It is important, therefore when commenting on a planning issue that a Council only considers 'material considerations. There is, however, no statutory list of what is a 'material consideration' but there is considerable case law and precedent on what and what is not a 'material consideration'. Examples of a material consideration include: • Consistency with neighbourhood, district/borough, county and national • planning policies. • Any emerging new planning documents that have been through at least • one stage of public consultation. • Previous planning decisions. • Highway issues, e.g. traffic and highway safety. • Overlooking, loss of privacy and overshadowing. • Scale of the development. • Design, appearance, layout and materials to be used. • Loss of important open space or sporting facilities. • Crime and anti-social behaviour. • Noise, disturbance or smells, including proposed hours of operation. • Capacity of physical infrastructure, e.g. public drainage or water systems. • Deficiencies in social facilities, e.g. spaces in schools. • Storage and handling of hazardous materials. • Loss or effect on trees. • Impact on nature conservation and biodiversity. • Effect on listed buildings and conservation areas, • Local financial considerations offered as a Section 106 agreement, • Community Infrastructure Leve or similar. • Inadequate or inappropriate landscaping or security measures. • Effect on a building or asset of special importance to the community, e.g. • pubs, shops and community facilities. • Where the application is 'major', pre-application planning consultation, • including with the parish council. The relative importance (commonly known as 'weight' in planning terms) attached to material considerations in reaching a decision is largely a matter of judgement for the decision-maker, i.e. the local planning authority; however, the decision-maker is required to demonstrate that in reaching that decision they have considered all relevant matters.

It should also be noted that greater 'weight' will be attached by a decision maker to a material consideration issue which is supported by evidence, e.g. if a parish council considers that it is not consistent with national and planning policy state why and which policy (though it is generally not necessary to quote the policy verbatim). Issues that are not relevant (and the law regards they should not be taken into account) include: • Effect on the value of property. • Possible future development not included in the application. • Matters controlled under building regulations or other non-planning legislation, e.g. structural stability, drainage details, fire precautions etc. • Effect on business competition. • Private property rights such as boundary or access disputes or covenants. • The background, morals or motives of the developer. • Applicant’s personal circumstances (unless exceptional, e.g. provision of facilities for someone with a physical disability). Clerks Report Item 8(i) Appendix E(i)

AGENDA ITEM: Volunteering Matters - Sporting Chance

Action required: To note the report.

Background:

Caerlan Hall, Llantrisant will be the venue for the first new Sporting Chance group in . The group is aimed at men over 50 and will start off with some activities such as indoor kurling, chess and board games but will ideally develop depending on the interests of those who attend.

Sporting Chance - boosting social inclusion for older men through a shared active lifestyle

All over the UK, loneliness and isolation is rising – particularly with older men. Social isolation can negatively impact a person’s health and wellbeing, yet the prevention of poor mental and physical health is seriously under-resourced. Loneliness can be reversed relatively easily through community-building activities – yet older men are often not involved in traditional schemes.

Sporting Chance offers proactive, volunteer-led activities to boost social inclusion and a sense of community amongst older men, aiming to reduce the burden on health and social services. With Sporting Chance, men can enjoy an active lifestyle together – it gets them out of the armchair and into better health.

Sporting Chance is a model that Volunteering Matters have used in other areas of the UK, in particular in the North of England. An independent evaluation was conducted of the Middlesbrough Sporting Chance project in 2016 ('Sporting Chance Final Report' Moorhead 2016) which evidences the needs that the project addressed: -

•Increased Sociability/Reduced isolation -the Middlesbrough project reported that 99% of participants agreed that they had made new friends, 86% agreeing a lot.

•Improved skills and confidence - the evaluation showed that of the Middlesbrough participants, 84% reported that they agreed with this statement.

About Sporting Chance

Volunteering Matters is a national charity which uses volunteering’s unique power to help resolve the UK’s most pressing social issues. We are launching Sporting Chance in Rhondda Cynon Taf as part of the wider “Be Active” consortium. The “Be Active” project is about making it easier for people to get out, be active and join groups in their local community. It is funded by the Healthy and Active Fund, a partnership between Welsh Government, Sport Wales and Public Health Wales.

Read the latest newsletter: www.volunteeringmatters.org.uk Clerks Report Item 8(ii) Appendix E(ii)

AGENDA ITEM: Staffing

Action required:

1. To note the report

Purpose of Report: To update the Council on staffing matters.

Training: The Clerk and RFO took part in an SLCC Webinar Course, the Digital Clerk, on the 13 November 2019. In the training digital tools to save time and improve efficiency were briefly demonstrated in the day to day office functions.

On the 18 November the Operative and Halls Caretaker attended two courses delivered in one day –

The Ladder and Stepladder User - Ladder Association This courses provided the knowledge required to work safely with ladders and step ladders in the course of their daily duties and covered:

Overview of legislation & regulations Work at Height Regulations Ladders and component parts Standards and classifications Assessing risks Planning and organising, selecting and using – STEP Storage, handling and maintenance Theory Test & Practical Assessments

Ladder and Stepladder Inspection - Ladder Association

This course provided an understanding of current relevant legislation in order to be able to thoroughly inspect ladders and stepladders, identifying safety critical faults and to record equipment details and inspections as outlined in PUWER.

Legislation and regulations affecting work at height Legal requirements and guidance Initial inspection Asset register Inspection procedures Inspection documentation Manufacturing techniques Maintenance / repairs Disposal Theory and Practical Tests Both successfully completed the courses and will now be issued with a Ladder Association Ladder User’s ID card and Certificate of Training.

Officers Report Item 8(iii) Appendix E(iii)

AGENDA ITEM: Artificial Christmas Trees

Action required:

1. To note the expenditure of £20 per unit, to put up and take down each tree. In all, for 2019, there are 43 trees. Total £860.00.

Purpose of Report:

In accordance to the Financial Regulations

Item 4. Budgetary Control and Authorised to Spend Item

4.1. Expenditure on revenue items may be authorised up to the amounts included for that class of expenditure in the approved budget. This authority is to be determined by: • the Council for all items over £5,000; • a duly delegated committee of the Council for items over £1,500; or • the Clerk, in conjunction with Chairman of Council or Chairman of the appropriate committee, for any items below £1,500.

Such authority is to be evidenced by a minute or by an authorisation slip duly signed by the Clerk, and where necessary also by the appropriate Chairman.

Background

The Operative and Halls Caretaker attended a Ladders and Step Ladder User training course on the 18 November.

During the day they were able to discuss the annual task of putting up and then taking down Christmas Trees. In previous years this task had been contracted out. Last year the Council agreed to purchase artificial trees, each weighing 7.5kg, and there was the potential of the annual task now being carried out by the Operative and one other.

However, the advice from the sector specific experts was explicit in that safety would be compromised by carrying such items up and down ladders and therefore this practice does not meet statutory requirements. Smaller items, such as drills, screw- drivers and nails can be transported in a tools belt, or similar, when carrying out work on a ladder or step ladder.

The Clerk spoke to the Chair and it was agreed, given the time constraint, to contract the work of putting up and taking down the artificial trees to C & L Garden & Tree Services. The Council had previous dealings with this company and had been satisfied with the level of work and value for money it had received previously.

The Clerk negotiated a £5.00 reduction per unit to put up and take down each tree, bringing the total to £20.00 per unit. In addition the price included drilling the existing hole in each bracket to open and enable the tree to be secured using a coach bolt