Minutes of a Meeting of the Newcastle Higher Community Council Held in St John’S Church, Aberkenfig, on Tuesday 12Th December 2017 at 7.00 P.M

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Minutes of a Meeting of the Newcastle Higher Community Council held in St John’s Church, Aberkenfig, on Tuesday 12th December 2017 at 7.00 p.m.

Cllr Ann John: Presided

Present (9) Cllrs Derrick Baker, Heidi Bennett, Dave Fowler, Gary Haines, Altaf Hussain, Ann John, Mal John, Byron Jones and Meryl Wilkins Guests: Lynn Masters, Claudette Evans and Darell (Tondu Hub) Stuart Baldwin, Bridgend Town Council Clerk: John Richfield

1. Apologies

Apologies were received from Councillors Joyce Haines, Lee Robson and Sarah Parry.

2. Minutes of the Meeting held on 14th November 2017

The Minutes of the Meeting held on 14th November 2017 were approved as a true record, subject to deletion of ‘1947’ under matters arising. Also to refer to a report from Cllr Heidi Bennett which explained the procedure involved in the CAF (Communities Action Fund) of the BCBC.

3. Matters Arising

Cllr Ann John, Chair, had been in touch with Kevin Pascoe, Chair of Governors of Penyfai School to progress action regarding a potentially hazardous pole in the grounds of Penyfai school, the matter having been brought up by Cllr Meryl Wilkins. With the report on the meeting to arrange Christmas Lighting Provision 2017-2018, it was noted that Cllr Derrick Baker had not been able to attend on 31 October.

4. Report from PACT Meeting

Cllr Heidi Bennett reported that no meeting of PACT had taken place since the last Community Council meeting. However, following the recent visit from a speed camera the results had been received from Go Safe, and they did not predicate further action. The Council confirmed interest in the possibility of purchase of speed reduction signs, subject to the consent of the BCBC highways department to install them. The next meeting of the PACT was to take place in the new year.

5. County Borough Councillors

Cllr Altaf Hussain (Penyfai)

Cllr Altaf Hussain reported that he had received a response from Jason Jenkins of Highways which was concerned about potential visibility issues should poppies be planted on the small roundabout outside the Church in Penyfai. He was unhappy with this response, and had been in touch with V2C, and Mr Clive Thomas had promised Cllr Hussain a meeting next week to resolve the matter. It was agreed that in addition to Cllr Altaf Hussain, that Cllrs Gary Haines, Heidi Bennett and Mal John be present. Cllr Heidi Bennett reported that the WI members were upset at the response from BCBC, who she had contacted to point out that daffodils had been planted at the same location. Clive Thomas (V2C) would be in touch with Cllr Altaf Hussain to arrange the meeting.

Cllr Altaf Hussain reported that he had received a number of complaint about lack of gritting recently. He had contacted Highways and received a full list of the areas that were included in the gritting programme. He intended to look into the BCBC system of prioritising of Members’ referrals.

Cllr James Radcliffe (Aberkenfig)

Cllr James Radcliffe, the Aberkenfig BCBC Councillor was not present at the meeting.

6. Report on Christmas Card Judging – Monday 11 December 2017

The Council was informed of the results of the judging of the Christmas Cards which had taken place the previous evening. They were as follows:

Tondu School

Infants 1st Prize Elise Williams 2nd Prize Ellis Roberts 3rd Prize Hayden Painter

Juniors 1st Prize Isaac Reardon 2nd Prize Loveday Lock 3rd Prize Chloe Probert

St Robert’s School

Infants 1st Prize Rhoda Daniels* 2nd Prize Isobel Barrass 3rd Prize Tirah Clarke

Juniors 1st Prize Jazmin Evans 2nd Prize Molly (yr 4 Afan) 3rd Prize Sophie Allen

Penyfai School

Infants 1st Prize Jamie Heaney 2nd Prize Kian Rees Morgan 3rd Prize Daniel Cox

Juniors 1st Prize Lauren James 2nd Prize Isla Duckett 3rd Prize Darcey (yr 4)

Three Nurseries, Old School House, Aberkenfig and Penyfai

Sponsored Prize Alycia Denik (age 3) (Village Nursery)

Best Overall School: Penyfai School *Best Card for Printing (framed) Rhoda Daniels (St Roberts)

The cards were judged on Monday 11th December 2017. The Judging was attended by the Clerk together with Cllrs Derrick Baker, Ann John, Mal John and Dave Fowler. 2

As in previous years, members of the Council would deliver the prizes (tokens) to the schools. As previously, the Council would provide simple treats to all the children in participating schools. Cllr Gary Haines was thanked for delivering these. The overall winning card would be printed for the School to use next year. The Overall Winner from last year had the card framed and presented to his family at the School (Ben Thomas - Tondu) by Councillors. The same procedure would be adopted for this year’s winner.

The Clerk had obtained BCBC Pantomime tickets for the Grand Pavilion Pantomime for the family of the winner of the nurseries category.

7. Christmas Lighting in Penyfai

Cllr Altaf Hussain asked how to enhance the provision of the Christmas lights in future. The Council noted that both Bridgend County Borough Council Highways Lighting Department and Floodlighting and Electrical Suppies of Pontyclun, the two suppliers of Christmas Lighting provision in Aberkenfig and Penyfai attended a site meeting to discuss clearly what they were able to undertake and for Councillors to authorise the work specifically, namely:

Penyfai: Tree on the common, lighting on tree by Church : BCBC Light fittings on columns : Floodlighting and Electrical Services

Aberkenfig Lights on the tree on the Square Lights on Tree at Tondu Methodist : BCBC Lighting on columns and wires in village : Floodlighting and Electrical Services

The meeting took place on 31 October 2017, in both Aberkenfig and Penyfai. A report was brought to the November meeting, and the Council placed its order for 2017-2018 Christmas Lighting. The lights on the tree had been damaged and were to be replaced free of charge, also the catenary wires from the Golden Lion would be replaced free of charge, and some more monitoring and checking of the lights would be required prior to reinstallation this year. It was hoped to look into placing signs on lampposts next year. The Council further agreed to invite Darren Brearley to a meeting in the spring (offering the February and March meetings) to discuss all options. Cllr Stuart Baldwin of Bridgend Town Council (observer) advised that the Bridgend Town Council did not have any lights on Catenaries due to their high cost. The Clerk would ask the Clerk to Bridgend Town Council if they had any helpful advice.

8. Correspondence

1. Bridgend County Borough Council Invoice for Playscheme Summer 2017 £3161.33. To be paid. 2. Matthew Scott Grounds Maintenance Invoice 169 : Woodland strim 23/8, 20/09, 16/10, 15/11 £120 Penyfai Bench repair £70; Daffodils Penyfai road, Parkfields £220 Aberkenfig Square Maintenance £260; Daffodils, Bridgend Road junction £270; Penyfai Community Planting £80; Clean Aberkenfig Square £460; Tondu School Planting £80; St Roberts School Planting £80 Total £1640 Invoice 172 Bark supply Aberkenfig Square £160; footpath maint 26 /10 £230 Total £390. To be paid.

3. Horizon Digital Media 650 Christmas Cards and envelopes 2016 winner £262.00. To be paid. 4. BCBC Accessibility Issue Route 4 National Cycle Network at Lower Llansantffraid Road, Sarn. At the western end of Lower Llansantffraid Road, adjacent Tynywern House, the base of a central timber post installed between and a-frame barrier and an integral locked side gate was rotten and the integrity of the whole structure was of concern to Rights of Way. It intended to look at replacing the existing structure with an alternative that will form the least restrictive method of access control whist still deterring unlawful use by motorised vehicles - such as a staggered bollard. There were no objections however the location was within the area of St Brides Minor Community Council. 5. Bridgend Town Council Posters for display on Christmas events in Bridgend. Noted. 6. Coychurch Crematorium Details of a Christmas Service to be held at the Crematorium on Thursday 14 December at 7.00, led by the Revd Alwyn Evans of Smyrna Baptist Chapel, Penyfai. 7. Boverton Nurseries Llantwit Major Mr Roberts offers 97 half baskets for next year to contain a good mix of begonias and filling plants yellows oranges and reds for next summer. Quotation of £1552 + VAT of £310.40 total £1862.40. He asked if the Council wished to proceed next year. Agreed to ask Boverton and Awen to quote on a level identical basis. 8. Geraint John Planning Under the newly introduced legislation concerning pre-application consultation in Wales for major development, the Council has been circulated with a letter from this company asking for views on its proposals at All Saints Way Penyfai. The development proposed 20 dwellings, car parking and associated works. After discussion, the Council decided that it did not wish to specifically respond to Geraint John Planning, as it preferred to reserve any comments it may have for the consultation from Bridgend County Borough Council that would follow an application. It was noted that some members of the Council might comment in an individual capacity. 9. Cllr Heidi Bennett Following the last PACT Meeting, Cllr Heidi Bennett had obtained information from Pandora Technologies concerning speed signs, with a two year warranty ranging between £1,795 + VAT to £2395 + VAT. Solar pack at £475 + Vat. It was noted that permission would be required from the Highways Department to install. It was agreed that the Clerk contact BCBC Highways and ask if the Community Council could install 2 such signs, with a view to holding a site meeting to determine location, in the event of a favourable response. 10. Awen Cultural Trust Information on the services of B-Leaf to provide hanging baskets. It was noted that they did not offer a hanging watering or maintenance or storage service. The Council would request Awen Trust and Boverton nurseries to quote on an identical and level basis in order to determine the most suitable supplier. 11. BCBC Finance Notification of the Community Council’s Precept was required by 5 January 2018. This topic, with a background note, was on the agenda. 12. Aberkenfig and Tondu Hub Copy of additional comments on Planning Application P/16/366/OUT. Noted. 13. BCBC – Satwant Pryce Head of Regeneration Reply to the Clerk’s letter concerning the perceived lack of engagement with members of the Community on planning matters, specifically P/16/366/OUT. (outgoing and reply had been circulated to all Councillors)

9. Planning Applications

The Council discussed the following current planning applications and made no comments. 4

P/17/962/FUL Land to front of Brooklands House Penyfai Road, Aberkenfig P/17/967/FUL 6 Coronation Street Aberkenfig CG32 9PS

10. Reports

Cllr Ann John reported that she had been in contact with the BCBC about the proposed development by Merthyr Mawr Estates at Tondu. She had been informed that the application would be deferred to February by the Planning Committee. The categories of people who were able to speak at the meeting included one representative from the Community, one representative from the Community Council and one County Borough Councillor. They would each be permitted to speak for a maximum of 10 minutes.

In discussion, Councillors regretted that since the original application had been first proposed, a doctor’s Surgery had been withdrawn. Cllr Derrick Baker reported being informed that the applicants had originally offered a new school, but the BCBC had refused it. Cllr Heidi Bennett informed the Council that there were no details provided in the Section 106 agreement. Local residents had reported (Via Darrell and Claudette of Tondu Hub) that there had been substantial flooding and that Welsh Water had tried to repair the drains. The local residents felt that there had been no communication with BCBC officers from Planning and when they asked further questions they had not been responded to satisfactorily.

Cllr Gary Haines had been to several meetings with Claudette and Darrell, he was concerned that this application would have a very significant impact on Aberkenfig with so many houses and no evidence of any community facilities.

The Council agreed that when the planning application was eventually considered at the BCBC planning committee, that the Community Council representative who would be authorised to speak was Cllr Gary Haines. The Clerk would notify BCBC that the community Council had made this decision, and provide additional copies of all letters sent to planning by the Council to brief Cllr Haines.

It was also agreed that the letter the Clerk had sent that was critical of the approach of the BCBC and the response from the BCBC be provided for the information and assistance of the Tondu residents.

The Clerk would also send the Chief Executive of the BCBC a summary of all the points he had previously made to planning. He would circulate this to Councillors prior to delivery.

Cllr Gary Haines reported that dumping had taken place on the footpath at the back of Tondu School. A site meeting had taken place with James Radcliffe, Gary Haines and Mal John present and they had witnessed a large amount of debris and builders rubbish. It appeared that a concrete block wall had been dumped there by an unknown resident. Cllr James Radcliffe would take this up with a view to taking enforcement action.

Cllr Heidi Bennett reported on the following subjects: Fly tipping on Angelton Lane would be referred to the Maintenance Committee when it met. There appeared to be an increase of the problem of dog fouling in Penyfai. Suitable types of bins were provided in Newbridge Fields in Bridgend by the Bridgend Town Council. The Clerk would enquire from BTC’s Clerk on what basis they provided them and how they paid for emptying them, and if NHCC were to provide enhanced facilities if BTC would empty bins for a proportional payment. The option of ‘Bags on bins’ would also be asked about. If the Council wished to proceed, the locations and numbers of bins would then need to be determined. The Clerk would copy Cllr Altaf Hussain to correspondence as the BCBC was responsible ultimately for this area of work. 5

Cllr Meryl Wilkins reported that a number of potholes had rings painted round them near her house. Cllr Altaf would monitor when the work was complete.

The Clerk reported that he had been in communication with the provider of website facilities (AAB Ltd), and once domain names had been obtained they would then require a deposit for the cost which the Clerk would request in January. Before then the Clerk would confirm the requisite information to satisfy the Welsh Government.

11. Review of Internal Audit

The Auditor had indicated that local Councils needed to carry out an annual review of the effectiveness of the system of internal audit. This review was a part of improving governance and accountability, as Internal Audit was an integral part of the system of internal control.

As best practice, and as part of the review of internal control, local councils should carry out a review of internal audit, and include the results in the annual governance statement on the Annual Return.

The Review should reflect the Council’s internal audit need and usage and provide assurance that the work meets the requirements and is effective. Councils need to judge the extent and scope of the review by reference to their own individual circumstances.

The Council noted that in recent Audit years, our Internal Auditor produced a detailed report for the Council that was appended to the material that was forwarded by the Clerk to the external Auditors. There was only one (non-financial) area that the internal auditor advised, in advance of the note from BDO of where the Council needed to act, namely that of upgrading the website provision. Work had now been carried out to remedy this.

At the time, the Clerk also verified the continued independence of the current internal auditor, Mrs Anne Hordley, and she confirmed that the was completely independent of the Council and its administration, and had no conflicts of interest. The Council endorsed the review of Internal Audit arrangements.

12. Finances

(a) Accounts for payment

The following accounts would be paid: £ The Clerk (quarterly salary) 1,326.90 (201565) HMRC (tax) 331.40 (201566) Clerk (reimbursements) 1,231.18 (201567) Matt Scott landscapes (Invoices 169 and 172) 2,030.00 (201568) Horizon Digital Media (Printed Cards) 252.00 (201569) BCBC (Playsheme) 3,161.33 (201570)

(b) Budget for expenditure, financial reserves and Precept 2018-2019

The Council reviewed a financial note and draft budget, accompanied by the full comparative sets of accounts for the past year, and agreed to freeze the precept at £41,000 for the year 2018-2019.

The Council noted that it was a requirement (set out in the Local Government Finance Act 1992 Section 49 A) for precepting bodies such as Community Councils to produce a budget each year in order to set a precept.

To calculate the Precept it was not sufficient to simply request the same amount as last year, or to take last year’s figure and increase it by inflation. The Council must produce a budget to establish the expenditure requirement, and consider how the expenditure requirement will be financed.

To work out the precept it was necessary to work out:

(i) Expenditure required for the coming financial year, budget to split the expenditure over different headings, (ii) Any contingencies, considering the level of contingency as part of the annual risk assessment. Where the Council has future plans to be financed through the precept but wants to spread out the precept over more than one year prior to actually incurring the cost. (iii) The Council expected to consider any anticipated liabilities that may occur. (iv) Once the expenditure requirement had been established, the Council needed to assess how to meet it.

The precept was therefore the total expenditure requirement less the total provision from income and appropriate reserves.

The members of the Council then discussed, reviewed and approved the following budget and precept requirement.

The budget approved was as follows:

Budget* for 2018-2019 * Guide figures, not cash limits

£ General Administration 10,000 S 137 (up to) 10,000 Salaries 6,500 Christmas Lights 7,000 Insurance 500 Audit 500 Allotments 1,000 Playschemes 5,000 Footpaths 2,000 Woodlands 5,000 Hanging Baskets provision 6,500 Total 54,000

Summary: £89,850 (opening balance April 17) less £20,481 (expenditure to date) less £22,500 (estimate of planned expenditure) less £43,500 (allocated reserves) add £c.4,000 (VAT Refund) balance £7,369* *NB All reserves will not be spent

add £41,000 (2018 /19 Precept) 7

add £1,300 (other income) less £54,000 (draft budget)

results in £(4,331) total nett cash balance 31.3.18* *NB All reserves will not be spent, and all money will not be spent by this date.

The Council reviewed income and expenditure against budgets, and considered the Clerk’s circulated paper which updated progress against budgets quarterly.

13. Any Other Business

1. An update on residents’ concerns about the proposals for houses in Tondu was given to the Community Council from Lyn Masters and Claudette Evans. They were informed about the Community Council’s discussion earlier in the meeting. 2. Cllrs Gary Haines, Mal John and Mr Alex Marshall, comprising the Maintenance committee would meet and discuss options for this Community Woodlands area at the rear of the Swan. A Report would be brought to the following meeting. 3. Cllr Heidi Bennett drew attention to the Community and Town Council Review and its 4 key questions. She would forward the link to the Welsh Government website to the clerk who would circulate this to all Councillors for the January agenda. 4. Cllr Heidi Bennett also drew attention to a One Voice Wales Monthly Membership Bulletin published in November. As the Council had not been a member for some years, this had not been received. The Clerk would forward copies to members. 5. The Clerk would also forward a report which Cllr Heidi Bennett would make after attending a Planning Aid meeting. 6. The clerk reported that he had not received a reply to a letter sent to Robert Price Builders Merchants who the Council wished to invite to sponsor planting daffodils. He would write again.

Before the meeting ended at 9.00, the Chair wished all Councillors a Happy Christmas and New Year.

The next meeting of the Council would take place in Tondu Methodist Church on Tuesday 9 January 2018.