Members of Llanrhidian Higher Community Council Dear Councillor

To: All Members of Llanrhidian Higher Community Council

Dear Councillor,

In accordance with the Local Government and Elections (Wales) Act 2021, you are hereby summoned to attend the MEETING of LLANRHIDIAN HIGHER COMMUNITY COUNCIL to be held at 7.00 p.m. on Thursday, 15th July 2021 Remotely Via Zoom.

Public questions are included at Item No.5 and must relate to items listed on the agenda. To access the meeting, please contact [email protected] no later than 1 hour before the start of the meeting to receive an invitation.

AGENDA Page No. 1. Apologies for absence.

2. To receive Disclosures of Personal and Prejudicial Interests. 3-4

3. To Approve and Sign as a Correct Record the Minutes of the Council 5-11 Meeting held on 17th June 2021.

4. Chair’s Announcements.

5. Public Question Time. (10 Minutes) Questions must relate to items listed on the agenda.

6. Police Report on Local Matters.

Business to be Transacted: -

7. Reports of the Clerk. 12 a) Accounts for Payment. 13 b) Budget Monitoring 2021/22. 14-16 c) Correspondence. 17 d) General Matters. (Verbal) e) Work Programme 2021/2022. 18-21 f) Council Action Tracker. 22-27

8. Committee / Working Group Reports. a) Personnel Committee – No Report. b) Finance Committee – Annual Fees / Pitch Hire Costs 2021/22. 28-30 c) Memorial Gardens Working Group – No Report. d) Playgrounds Working Group – No Report.

9. Council Property / Community Projects / Cemeteries. 31-33

10. City and County of Swansea Issues. a) General Matters. (Verbal) b) Planning Applications for Consideration. (Verbal) c) Footpaths, Cycle Paths and Bridleways. (Verbal)

11. Reports of Delegate’s on Outside Bodies. (Verbal)

Next Meeting: -

• 7 p.m. on Thursday, 16th September 2021 on Zoom / at Penclawdd Community Centre. (Subject to Welsh Government Guidance)

Jeremy Parkhouse

Jeremy Parkhouse PSLCC Clerk to the Community Council 7th July 2021

Llanrhidian Higher Community Council

Councillor Leanne Davies Councillor Melissa Roberts Councillor Nigel Doyle (Vice-Chair) Councillor Richard Sweet Councillor Victoria Lewis Councillor Mark Thomas Councillor Ann Lewis-Pudduck Councillor Paul Tucker Councillor Sue Phillips (Chair) Councillor Andrew Williams Quorum – 4

2 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.

Item No. 3)

Minutes of the Meeting of Council

Held Remotely via Zoom

On Thursday, 17 June 2021 at 7.00pm.

Present:

Councillors: Nigel Doyle, Ann Lewis-Pudduck, Sue Phillips, Mark Thomas and Paul Tucker.

Also Present: Victoria Lewis, Andrew Williams

Clerk to the Community Council: Jeremy Parkhouse

18. Apologies for Absence

Apologies for absence were received from Councillors Leanne Davies, Melissa Roberts and Richard Sweet.

19. Disclosures of Personal & Prejudicial Interests

In accordance with the Code of Conduct adopted by Llanrhidian Higher Community Council, no interests were declared.

20. Minutes

Resolved that the Minutes of the Council Meeting(s) held on the following date(s) be approved and signed as a correct record:

i) Annual Meeting - 20th May 2021.

21. Announcements of the Chair of Council

None.

22. Public Question Time

None.

23. Police Report on Local Matters

The Clerk presented a written update he had received from PCSO Andrew Brown which updated Councillors on local Police matters and outlined recent crimes in the area and it was noted that crime levels remained very low.

5 Minutes of Llanrhidian Higher Community Council (17.06.2021) Cont’d

24. Councillor Vacancies – Penclawdd Ward

The Clerk presented a report which outlined that the Council currently had two councillor vacancies in the Penclawdd Ward and notices of these vacancies were published early in May 2021. The notices gave 14 working days for a request for an election to be made in writing to the Returning Officer, Swansea Council. No requests for an election were made so the Council could now co-opt to the vacant positions

It was added that two individuals were interested in joining the Community Council and they were requested to provide written statements outlining their backgrounds, interests and what skills they could bring to the Council, to the Personnel Committee. The Personnel Committee discussed the statements at the meeting held on 7th June 2021.

The Personnel Committee therefore recommended that the Council approved the co-option of Andrew Williams and Victoria Lewis to the two vacant Councillor vacancies.

The Chair welcomed both new Councillors to the Community Council.

Resolved that the recommendation be approved.

(The new Councillors both signed the Acceptance of Office forms)

25. To Approve the Report of the Internal Auditor – Internal Audit for the Year Ended 31st March 2021 and to Sign the Annual Governance Statement

The Clerk presented the report of Lyn Llewellyn, Internal Auditor regarding his Internal Audit for the Year Ended 31st March 2021. The work undertaken by the Internal Auditor and the appropriate sections of the Annual Governance Statement were outlined.

The Chair thanked the Clerk for his work on the accounts / Annual Governance Statement.

Resolved that the report of the Internal Auditor for the year ended 31st March 2021 be approved, and the Annual Governance Statement be signed by the Chair and Clerk and forwarded to the External Auditor for approval.

26. To Appoint an Internal Auditor for the Financial Year Ending 31st March 2021

The Clerk presented a report which recommended that Lyn Llewellyn be appointed Internal Auditor for the year ending 31st March 2022.

Resolved that Lyn Llewellyn be appointed Internal Auditor for the year ending 31st March 2022.

6 Minutes of Llanrhidian Higher Community Council (17.06.2021) Cont’d

27. Councillor Allowances for the 2020-2021 Financial Year

The Clerk presented the Councillor Allowances for the 2020-2021 Financial Year.

Resolved that the Councillor Allowances for the 2020-2021 Financial Year be approved and forwarded to the Independent Remuneration Panel for Wales.

28. Reports of the Clerk

The Clerk reported on the following:

a) Accounts for Payment / Financial Report – 17th June 2021

The accounts for payment were provided at Appendix A of the report.

The Chair noted the hours of overtime being paid to the Clerk and stated that she was prepared to undertake tasks to reduce his workload such as delivering / collecting audited files from Ammanford.

The Clerk highlighted the following additional invoices received: -

• £240 – Dyfed Recycling – Skip hire at Parc Hendy Cemetery.

The Clerk highlighted the following quotations received: -

• £576 – Total Sound Solutions – Sound Provision for Remembrance Sunday Service. It was noted that other companies had been previously contacted and had been booked by other councils for their services. • £150 – Swansea Council Design Print – Design work in respect of signage. • £599 – Jonathan Davis – Notice stating ‘Hall Users Only’ on Llanmorlais Recreation Ground Car Park surface. • Council & Llanrhidian Higher Sports Association Insurance - The Clerk reported three quotations received from Pen, Hiscox (both via Came & Co) and BHIB insurance. The lowest quotation was provided by BHIB.

Resolved that:

1) The payments / additional payments / amendments be approved; 2) The accounts paid since 20th May 2021 meeting be noted and agreed; 3) The income / additional income be noted; 4) The bank reconciliation, bank transfers and bank account balances be noted and agreed; 5) The CCLA investment income be noted; 6) The £576 quotation provided by Total Sound Solutions be approved subject to the Clerk confirming the cancellation process as a result of future Covid 19 restrictions;

7 Minutes of Llanrhidian Higher Community Council (17.06.2021) Cont’d

7) The £150 quotation provided by Swansea Council Design Print in respect of design work for signage be approved; 8) The £599 quotation provided by Jonathan Davis for signage on Llanmorlais Car Park surface be refused due to the signage being provided for a separate independent organisation and the Clerk approaches the Hall Committee regarding placing signage on the outside wall of the Hall; 9) The quotation by BHIB for Community Council / Sports Association insurance be approved and the Clerk be given authority to finalise negotiations on behalf of the Council.

b) Budget Monitoring 2021/22

The Clerk presented the 2021-22 budget figures for discussion.

Resolved that the contents of the report be noted. c) Correspondence – 17th June 2021

The correspondence reported by the Clerk was provided at Appendix C of the report. Actions / comments were made as follows: -

Actions / Comments 1. Complaint regarding Penclawdd Noted. Playground. 2. National Lottery – Acknowledgement of Noted. application in respect of Graig Y Coed Woodland Project. 3. Councillor Nigel Doyle – Membership Noted. of Swansea Rural Development Partnership Local Action Group. 4. Financial Services Ombudsman – Noted. Response Regarding Damaged Fence at Graig Y Coed. 5. One Voice Wales – Training Schedule Noted. – June 2021. 6. Complaint Regarding Litter at Noted. Foreshore Car Park. 7. E White – Complaints Regarding Litter Noted. at the Foreshore Car Park and Dock areas. 8. Paul Egan, One Voice Wales – Further Noted that future meetings Advice Regarding Face-to-Face must be hybrid if they are Meetings. face to face. One Voice Wales were making representations to Welsh

Government.

Lengthy discussions took place regarding the litter problems in the Foreshore Car Park and generally throughout the area. It was noted that the problem

8 Minutes of Llanrhidian Higher Community Council (17.06.2021) Cont’d

had increased dramatically during the previous 18 months and the car park was full on a daily basis. The meeting discussed the need for local businesses to take ownership of the issue and Councillor Mark Thomas commented that to date, the Community Council and Swansea Council had absorbed all the costs of litter / bin collection.

Councillor Andrew Williams stated that he was happy to proceed with forming a volunteer litter picking group.

Councillor Victoria Lewis highlighted the need for segregated bin facilities to be introduced, which was currently being driven by Swansea Council in the City Centre. It was proposed that further advice be sought from Swansea Council Officers.

Resolved that:

1) All correspondence be noted; 2) The actions outlined in the list of correspondence be completed; 3) Councillor Andrew Williams progresses the formation of a volunteer litter picking group; 4) Further advice regarding segregated bin facilities be sought from Swansea Council. d) General Matters

None. e) Work Programme 2021-2022

The Clerk reported the up-to-date Work Programme 2021-2022 ‘for information’. f) Action Tracker

The Clerk reported the Action Tracker ‘for information’.

29. Sub Committee Reports a) Personnel Committee

The Committee met on 7th June 2021. Report provided at Minute No.24. b) Finance Committee

No report. c) Memorial Gardens Working Group

No report.

9 Minutes of Llanrhidian Higher Community Council (17.06.2021) Cont’d d) Playgrounds Working Group

No report.

30. Council Property / Community Projects / Burial Grounds

The Clerk presented a report regarding Community Council property, community projects and burial grounds.

The Council discussed the following:

• Crofty Playground – A request had been made by Jonathan Davis that the bin in Crofty Playground be moved to the centre of the playground to avoid dog waste being deposited in the bin.

Resolved that the bin be moved as requested.

• Mount Hermon Car Park – A request had been made by Jonathan Davies that a dog waste bin be provided in the car park. Councillor Mark Thomas explained that a bin would not be provided because it was not Swansea Council land. He added that Swansea Council were also moving away from dog waste bins and were encouraging the public to deposit dog waste in normal waste bins.

• Signage – The Clerk reported that Swansea Council were organising a tender process in respect of the Council’s new signage, and he was meeting with a representative to confirm the requirements on Saturday. This included signs at all Community Council sites.

31. Swansea Council Issues a) General Matters

• Llanyrnewydd Playground – Councillor Mark Thomas reported that work to install the new playground would commence shortly. • Swansea Council Grants – Councillor Mark Thomas reported that grants of up to £10k were being offered to local businesses to make improvements to their shop fronts and at least 10 locally had responded. • Rubbish at the Dock, Penclawdd – Councillor Mark Thomas reported that Swansea Council had provided a quotation for Benson Estates and a response was awaited. He added that he hoped the matter could be finalised within the next two months. Councillor Paul Tucker expressed his support for the current approach to the matter. • Potholes – Councillor Ann Lewis-Pudduck highlighted the excellent service provided by Swansea Council in respect of repairing potholes and said that she had reported potholes on Chapel Road, Crofty which had been repaired within 24 hours.

10 Minutes of Llanrhidian Higher Community Council (17.06.2021) Cont’d b) Planning Applications for Consideration

None. c) Footpaths, Cycle Paths and Bridleways

Resolved that Councillor Victoria Lewis be appointed as the Councillor with responsibility for Footpaths, Cycle Paths and Bridleways.

32. Reports of Delegates on Outside Bodies

None.

The meeting ended at 8.14 p.m.

Chair

Next Council Meeting 7.00pm on Thursday, 15th July 2021 – Remotely via Zoom.

Published 24th June 2021

Item No. 7

Council – 15th July 2021

Reports of the Clerk a) Accounts for Payment / Financial Report

Attached at Appendix A are the Accounts for Payment / Financial Report.

Recess

As the Council will be in recess in August, it is requested that delegated authority be given to the Clerk, in conjunction with the Chair / Vice-Chair, to pay salaries, contractual payments and any other matters required during the period of recess.

For Decision b) Budget Monitoring Report 2021/22

Attached at Appendix B. c) Correspondence

Attached at Appendix C. d) General Matters (Verbal) e) Work Programme 2021-2022

Attached at Appendix E. f) Council Action Log

Attached at Appendix F.

Jeremy Parkhouse Clerk to the Community Council 7th July 2021

12 Appendix A ACCOUNTS FOR PAYMENT – 15th July 2021 Clerks Salary £940.80 Clerks Expenses £35.77 Jonathan Davis (£7,307.73 Net) (£1,461.54 VAT) - Invoice 21/22 LHCC - Monthly Fee for June 2021 and Additional Works £8,769.27 BHIB Insurance - Community Council / Sports Association Annual Insurance Premium - 2021-2022 £4,811.33 Zoom - Standard Pro Services (1 month) - (£11.99 Net) (£2.40 VAT) (Repayment of the Clerk) £14.39 Swansea Council - Drop Kerb / H Bar Application - Dan Y Graig (Repayment of Clerk) £98.00

Pinnacle - Printing Costs - Invoice 120788 (£49.61 Net) (£9.92 VAT) £59.53 Swansea Council Pension Fund £398.81 HMRC - PAYE £398.03 Total Payments £15,525.93 Invoices Paid since 17th June 2021 Xerox Finance - Hire of Multifunctional Device £92.78 Information Commissioners Office - Annual Fee £35.00 SSE Southern Electric - Graig Y Coed £65.75 Bank Service Charges - June 2021 £7.85 Total £201.38 Total Outgoings £15,727.31 Income since 17th June 2021 Swansea Junior Football League - Hire of Graig Y Coed £240.00 Penclawdd AFC Youth - Hire of Graig Y Coed £32.00 Public Sector Deposit Fund £0.66

Total Income £272.66 TRANSFERS: None RECONCILIATION: Current Account Balance – 7th July 2021 £25,032.05 Less Approved Payments (July 2021) £15,525.93

Total £9,506.12 BANK ACCOUNTS Current Account Balance – 7th July 2021 £25,032.05 Reserve Account Balance - 7th July 2021 £28,019.92 CCLA Investment - 7th July 2021 £25,000.00 Woodland Project Account Balance - 7th July 2021 £1.00 TOTAL £78,052.97

13 Appendix B Financial Budget Comparison Comparison between 01/04/21 and 03/07/21 inclusive. Excludes transactions with an invoice date prior to 01/04/21 Previous 2021/22 Revised Actual Net Balance Year's Net INCOME Administration 100 Precept £132,600.30 £140,416.80 £0.00 £46,805.60 £46,805.60 105 Refund of bank charges £0.00 £0.00 £0.00 £0.00 £0.00 120 Bank Interest £0.00 £1.00 £0.00 £0.00 £0.00 121 Bank Interest £9.20 £20.00 £0.00 £1.01 £1.01 150 Grants received £0.00 £0.00 £0.00 £0.00 £0.00 155 PWLB Loan £23,975.00 £0.00 £0.00 £0.00 £0.00 250 Miscellaneous Income £1,533.28 £600.00 £0.00 £401.64 £401.64 251 Miscellaneous Income - Current £5,573.48 £2,000.00 £0.00 £0.00 £0.00 Account Total Administration £163,691.26 £143,037.80 £0.00 £47,208.25 £47,208.25 Outside Services 300 Cemetery Income £3,792.00 £0.00 £0.00 £1,125.00 £1,125.00 320 Wayleaves £129.60 £129.00 £0.00 £0.00 £0.00 330 Recreation Grounds £1,318.00 £0.00 £0.00 £240.00 £240.00 Total Outside Services £5,239.60 £129.00 £0.00 £1,365.00 £1,365.00 Total Income £168,930.86 £143,166.80 £0.00 £48,573.25 £48,573.25

03/07/21 08:08 PM Vs: 8.57 Llanrhidian Higher Community Council Page 1 14 Appendix B Financial Budget Comparison Comparison between 01/04/21 and 03/07/21 inclusive. Excludes transactions with an invoice date prior to 01/04/21 Previous 2021/22 Revised Actual Net Balance Year's Net EXPENDITURE Administration 1001 Salaries £22,542.31 £0.00 £0.00 £7,267.08 -£7,267.08 1002 Clerks Expenses £546.35 £0.00 £0.00 £86.07 -£86.07 1010 Subscriptions £956.65 £0.00 £0.00 £0.00 £0.00 1015 Office Costs £1,748.31 £0.00 £0.00 £947.09 -£947.09 1020 Web Site £266.50 £450.00 £0.00 £535.00 -£535.00 1025 Advertising £0.00 £150.00 £0.00 £0.00 £0.00 1030 Insurance £8,547.90 £6,000.00 £0.00 £2,107.22 -£2,107.22 1040 Bank Charges £71.82 £100.00 £0.00 £19.62 -£19.62 1045 Audit Fees £632.55 £0.00 £0.00 £435.00 -£435.00 1046 Accountancy Services £165.00 £0.00 £0.00 £0.00 £0.00 1050 Legal Costs £549.00 £600.00 £0.00 £0.00 £0.00 1060 Loan Repayments £0.00 £4,000.00 £0.00 £0.00 £0.00 1065 Training £0.00 £350.00 £0.00 £124.00 -£124.00 1070 ICO Fee £35.00 £35.00 £0.00 £35.00 -£35.00 1075 Consultancy Costs £0.00 £0.00 £0.00 £0.00 £0.00 Total Administration £36,061.39 £11,685.00 £0.00 £11,556.08 -£11,556.08 Outside Services 3000 Cemeteries £24,878.77 £0.00 £0.00 £435.00 -£435.00 3001 Grounds Maintenance £69,654.18 £67,000.00 £0.00 £12,770.82 -£12,770.82 3010 Playgrounds £1,244.80 £0.00 £0.00 £0.00 £0.00 3030 Recreation Grounds £5,119.82 £0.00 £0.00 £634.40 -£634.40 3050 Other Outside services £1,391.37 £0.00 £0.00 £6,053.93 -£6,053.93 3051 Remembrance Sunday Service £0.00 £1,200.00 £0.00 £0.00 £0.00 3055 Defibrillators £1,250.00 £1,800.00 £0.00 £1,250.00 -£1,250.00 Total Outside Services £104,538.94 £71,500.00 £0.00 £21,144.15 -£21,144.15

03/07/21 08:08 PM Vs: 8.57 Llanrhidian Higher Community Council Page 2 15 Appendix B Financial Budget Comparison Comparison between 01/04/21 and 03/07/21 inclusive. Excludes transactions with an invoice date prior to 01/04/21 Previous 2021/22 Revised Actual Net Balance Year's Net Civic 2000 Councillor Expenses £0.00 £0.00 £0.00 £0.00 £0.00 2005 Councillor Training £0.00 £300.00 £0.00 £0.00 £0.00 2010 Meeting Costs £0.00 £300.00 £0.00 £0.00 £0.00 2030 Election Costs £0.00 £0.00 £0.00 £0.00 £0.00 2040 Financial Settlement £0.00 £0.00 £0.00 £0.00 £0.00 Total Civic £0.00 £600.00 £0.00 £0.00 £0.00 Grants 4046 Donations £30.00 £500.00 £0.00 £0.00 £0.00 4047 Section 137 Payments £3,300.00 £5,000.00 £0.00 £0.00 £0.00 4048 Projects £0.00 £0.00 £0.00 £0.00 £0.00 Total Grants £3,330.00 £5,500.00 £0.00 £0.00 £0.00 Total Expenditure £143,930.33 £89,285.00 £0.00 £32,700.23 -£32,700.23

Total Income £168,930.86 £143,166.80 £0.00 £48,573.25 £48,573.25 Total Expenditure £143,930.33 £89,285.00 £0.00 £32,700.23 -£32,700.23

Total Net Balance £25,000.53 £53,881.80 £0.00 £15,873.02

03/07/21 08:08 PM Vs: 8.57 Llanrhidian Higher Community Council Page 3 16 Appendix C Correspondence – 15th July 2021 1. Audit Wales - Audit of Accounts 2020-21. 2. BHIB – Confirmation of Community Council / Sports Association New Policy. 3. Information Commissioners Office (ICO) - Renewal confirmation 4. Volunteer Befrienders for RNID. (Previously Circulated) 5. Welsh Government - Consultation on Qualifications of Clerks in Wales Regulations. (Previously Circulated) 6. Brian Edy – Complaint regarding the position of the bins in the Foreshore Car Park and the surrounding litter problem. 7. Welsh Government – Climate Change Newsletter. (Previously Circulated) 8. Independent Remuneration Panel for Wales (IRPW) – Receipt of Councillors Expenses Form 2020-2021. 9. One Voice Wales – July Training Programme. (Previously Circulated) 10. Swansea Council - Consultation on draft Swansea Supplementary Planning Guidance (SPG) documents. 11. One Voice Wales – Swansea Area Committee - 19 July 2021.

Jeremy Parkhouse 7th July 2021

Appendix E

Report of the Clerk

Council – 15th July 2021

Workplan 2021/2022

Purpose: This report details the Community Council Work Plan to May 2022.

Report Author: Jeremy Parkhouse

For Information

1. Introduction

1.1 The Community Council Workplan to May 2022 is attached at Appendix 1 for information.

1.2 The dates included for the meetings in 2021/22 are subject to approval at the Annual Council meeting.

Appendix 1 – Community Council Workplan 2021/22.

Appendix 1

Community Council Workplan 2021/2022

Date of Meeting Reports

15th July 2021 • Reports of the Clerk • Accounts for Payment / Financial Report • Budget Monitoring 2021/22 • Correspondence • General Matters • Work Programme 2021/2022 • Council Action Log • Committee Reports • To Approve Section 137 Grant Payments / Grant Payments / Donations • To Agree the Annual Charges for Use of Community Council Facilities by Sports Clubs • Council Property / Community Projects / Burial Grounds • City and County of Swansea Issues • Reports of Delegate’s on Outside Bodies

16th September 2021 • To Receive the Police Report on Local Matters • Reports of the Clerk • Accounts for Payment / Financial Report • Budget Monitoring 2021/22 • Correspondence • General Matters • Committee Reports • Council Property / Community Projects / Burial Grounds • City and County of Swansea Issues • Reports of Delegate’s on Outside Bodies • Council Action Log • Work Programme 2021/2022

21st October 2021 • To Agree the External Auditors Report and to approve the Annual Governance Statement • Reports of the Clerk • Accounts for Payment / Financial Report • Budget Monitoring 2021/22 • Correspondence • General Matters

• Committee Reports • To Agree the Annual Burial Charges • To Agree to Request Donations from Local Businesses Situated Around Penclawdd Foreshore Car Park • Council Property / Community Projects / Burial Grounds • City and County of Swansea Issues • Reports of Delegate’s on Outside Bodies • Council Action Log • Work Programme 2021/2022

18th November 2021 • To Receive the Police Report on Local Matters • To Agree the Content of the Ground Maintenance Contract 2022-2025 and the Tendering Process • Reports of the Clerk • Accounts for Payment / Financial Report • Budget Monitoring 2021/22 • To Agree the Draft Budget 2022/2023 • Correspondence • General Matters • Committee Reports • Council Property / Community Projects / Burial Grounds • City and County of Swansea Issues • Reports of Delegate’s on Outside Bodies • Council Action Log • Work Programme 2021/2022

20th January 2022 • To Note the Budget 2022/23 • To Set the Precept for 2022/23 • Reports of the Clerk • Accounts for Payment / Financial Report • Budget Monitoring 2021/22 • Correspondence • General Matters • Committee Reports • Council Property / Community Projects / Burial Grounds • City and County of Swansea Issues • Reports of Delegate’s on Outside Bodies • Council Action Log • Work Programme 2021/2022

17th February 2022 • To Appoint the Preferred Tenderer for the Ground Maintenance Contract 2022/2025 • Reports of the Clerk • Accounts for Payment / Financial Report • Budget Monitoring 2021/22

• Correspondence • General Matters • Committee Reports • Council Property / Community Projects / Burial Grounds • City and County of Swansea Issues • Reports of Delegate’s on Outside Bodies • Council Action Log • Work Programme 2021/2022

17th March 2022 • To Receive the Police Report on Local Matters • Reports of the Clerk • Accounts for Payment / Financial Report • Budget Monitoring 2021/22 • Correspondence • General Matters • Committee Reports • Council Property / Community Projects / Burial Grounds • City and County of Swansea Issues • Reports of Delegate’s on Outside Bodies • Council Action Log • Work Programme 2021/2022

21st April 2022 • Reports of the Clerk • Accounts for Payment / Financial Report • Budget Monitoring 2021/22 • Correspondence • General Matters • Committee Reports • Council Property / Community Projects / Burial Grounds • City and County of Swansea Issues • Reports of Delegate’s on Outside Bodies • Draft Annual Plan • Draft Annual Report • Council Action Log • Draft Work Programme 2022/2023

Appendix F Report of the Clerk

Council – 15th July 2021

Community Council Action Tracker

Purpose: This report details the actions recorded by the Community Council and response to the actions.

Report Author: Jeremy Parkhouse

For Information

1. Introduction

1.1 During the course of Community Council meetings various actions may be decided which are recorded on the minutes of the meetings.

1.2 In the past, the Council has had no transparency over the outcomes of the actions minuted. As a result, the Action Tracker process has been formulated.

1.3 An Action Tracker has been created which records the decisions taken by the Community Council and provides an outcome for each action.

1.4 The Action Tracker providing outstanding actions is attached at Appendix 1.

1.5 The Action Tracker will be regularly updated and any completed actions will be marked ‘closed’.

1.6 The Action Tracker will be reported to each Community Council meeting for information.

Appendix 1 – Action Tracker (Since March 2018)

Appendix F

Appendix 1

Community Council Action Tracker (Since March 2018) Details Outcome / Action 19/04/18 – Minute No. 143 – Council Property / Community Projects / Burial Grounds Crofty Playground – NRW Meeting. Clerk has forwarded a letter of thanks to Anne Thomas, NRW for attending the meeting in Crofty. Council to agree its options for the site. Ongoing Dog Faeces at Recreation Ground. Clerk to proceed with ordering signs. 21/02/19 – Minute No.120 – Council Property / Community Projects / Burial Grounds Parc Hendy Cemetery / Mount Hermon Gravestones be headstones only in the new Cemetery section of Parc Hendy and next row at Mount Hermon Cemeteries. Ongoing Llanmorlais Recreation Ground Councillor T Snell, in conjunction with the Clerk, investigates additional drainage options. Work is to be completed as soon as possible. Ongoing 20/06/19 – Minute No.39 – Swansea Council Issues Signage at the Foreshore Car Park Clerk to arrange for the signage to be prepared and displayed. Ongoing Overgrowth near Ratti’s Shed - Councillor P Councillor M Thomas stated that he would Tucker referred to the overgrowth near report the issue to Swansea Council. Ratti’s Shed. Ongoing 19/09/19 – Minute No.65 - Minutes Ratti’s Shed - The grass had still not been Councillor M Thomas would make cut back. enquiries. Ongoing 16/01/20 – Minute No.106 - Council Property / Community Projects / Burial Grounds Crofty / Penclawdd Playgrounds – Councillor The letter once finalised be circulated. L Davies informed the Council that the Ongoing Friends of Group had met and were considering options such as local business owners sponsoring individual play equipment items. A draft letter had been forwarded to the Clerk. 18/06/20 – Minute No.124 – Reports of the Clerk – 18th June 2020 a) Accounts for Payment / Financial Report The Clerk organises a debit / credit card for – 18th June 2020 future purchasing. Ongoing b) Budget 2020-21 1) the rebuilding of the wall at the Bowls Green be placed on hold subject to further information received from the Council’s insurer; Ongoing Correspondence – 18th June 2020 Cycle Track, Gowerton Road - Councillor T The Clerk investigates the ownership. Snell requested that ownership of the fencing Ongoing

Appendix F on the cycle track be established in order for the fencing and gate clasps to be repaired. 24/09/20 – Minute No.148 – Reports of the Clerk - Accounts for Payment / Financial Report – 24th September 2020 Cycle Track Opposite Abercedi – The Clerk A letter be forwarded to the joint owners stated that the land along the cycle track was (once their identities are confirmed) owned by various owners including Swansea requesting that the fencing along the path Council, Benson Estate and Hendy Farm. be repaired. Ongoing 15/10/20 – Minute No. 163 - Swansea Council Issues Ownership of the fence along Cycle Track the Clerk / Councillor M Thomas work in between Gower Timber and Dove Lodge. partnership to progress the matter. Ongoing 18/01/21 – Minute No.186 – Council Property / Community Projects / Burial Grounds Llanmorlais Changing Rooms Councillor M Roberts reported a broken downpipe which required replacing. The Clerk would progress the matter. Ongoing Cycle Track, Llanmorlais Councillor A Lewis-Pudduck reported that the entrance to the cycle track just off New Road was very muddy and was difficult to pass. The main track was managed by Sustrans and the Clerk would contact them to establish who owned / managed the entrance. Ongoing 18/02/21 – Minute No. 195 - Police Report on Local Matters Go Safe Speeding Fines – 06/02/2021 - PCSO Andrew Brown to obtain the details Councillor M Roberts requested that the from Go Safe. Closed – PCSO Andrew average speed of cars travelling over the Brown confirmed that all cars speed limit be provided prosecuted were travelling over 33 mph 18/02/21 – Minute No. 196 – Reports of the Clerk Accounts for Payment Quotation received from SRC for undertaking Quotation approved and contractor to drainage work at Llanmorlais Car Park for complete the work as soon as possible. £750. Ongoing Correspondence Mr K & Mrs J Roberts – Suspicious Activity in Clerk to pass proposals for residents Llanmorlais Area. parking to Councillor Mark Thomas / Swansea Council. Ongoing General Matters Cycle Track - Sustrans had been in contact Councillor Mark Thomas would arrange for and informed the Clerk that the initial part of chippings to be spread. Ongoing the track which was in a very muddy state was not under their management. They believed it was Swansea Council land, but this was not confirmed. Councillor Mark Thomas would arrange for chippings to be spread Signage at Seawall Clerk was requested to investigate signage for the native Gower plants growing at the Seawall. Ongoing

Appendix F

18/02/21 – Minute No.198 - Council Property / Community Projects / Burial Grounds Memorial Gardens – The Clerk was awaiting Clerk to progress matters. Ongoing a quotation in respect of metalwork around the Memorial stone. However, he added that the stonework on the monument base required repointing. 20/04/21 – Minute No.222 - Council Property / Community Projects / Burial Grounds Memorial Stone Councillor T Snell investigates the memorial stone in the Memorial Gardens. Closed – Mr Ioan Howells had cleaned the base. River Morlais Signs at Llanmorlais / Crofty The Clerk enquires with Swansea Council regarding the possibility of installing River Morlais signs. Ongoing 20/05/21 – Minute No.11 – Trustees of the War Memorial Gardens Charity Annual Return – Year ended 31st March A meeting of the Trustees be scheduled to 2021. approve the annual return for the year ended 31st March 2021. Ongoing 20/05/21 – Minute No.13 – Reports of the Clerk - Accounts for Payment / Financial Report – 20th May 2021 Repair of leaking pavilion roof at Graig Y The quotation in respect of Graig Y Coed Coed and new guttering at Llanmorlais Pavilion roof and new guttering provided by Changing Rooms Andrew Evans, be approved. Ongoing 20/05/21 – Minute No.13 – Reports of the Clerk – General Matters Councillor Vacancies – The Clerk reported 1) if no election is called, the election that two notices advertising the current process be organised by the Personnel vacancies on the Council noticeboard / Committee. website and co-option could take place after 2) Recommendations made by the 25th May 2021. Personnel Committee be forwarded to Council for approval. 3) Candidates be invited to submit a CV / Statement outlining why they wished to become Councillors. Closed – New Councillors appointed. 20/05/21 – Minute No.14 – Committee Reports Councillor Vacancies A meeting be scheduled for the week commencing 7th June 2021 if no election is called. Closed – Meeting held and recommendation made to Council. Llanmorlais Changing Rooms – Councillor The Clerk arranges for a replacement ‘no Melissa Roberts reported that the ‘no dogs’ dogs’ sign and obtains a quotation in sign had been broken on the gate to the respect of the ‘Hall Users Only’ tarmac sign. Recreation Ground and required replacing. Ongoing She added that the ‘Hall Users Only’ sign on the tarmac had faded and had caused problems for Hall users. 20/05/21 – Minute No.16 – Swansea Council Issues – General Matters Stop Idling Cars Outside Schools Councillor Melissa Roberts stated that leaflets had been printed by a UK parental

Appendix F group and she has asked for 100 to distribute them to local schools. The leaflets had been printed requesting people stop idling cars whilst waiting outside schools and the Chair stated that she would pass some to Penclawdd Primary School. She added that she believed that Swansea Council were able to prosecute offenders. Councillor Mark Thomas stated that he would clarify the matter. Closed – Councillor Mark Thomas confirmed verbally at the meeting on 17th June 2021 17/06/21 – Minute No.25 – To Approve the Report of the Internal Auditor – Internal Audit for the Year Ended 31st March 2021 and to Sign the Annual Governance Statement Annual Governance Statement – Year Ended Report of the Internal Auditor for the year 31st March 2021. ended 31st March 2021 be approved, and the Annual Governance Statement be signed by the Chair and Clerk and forwarded to the External Auditor for approval. Closed – Paperwork forwarded to Audit Wales 17/06/21 – Minute No.26 - To Appoint an Internal Auditor for the Financial Year Ending 31st March 2021 Appointment of Internal Auditor Lyn Llewellyn be appointed Internal Auditor for the year ending 31st March 2022. Closed – Lyn Llewellyn appointed and informed. 17/06/21 – Minute No. 27 - Councillor Allowances for the 2020-2021 Financial Year Councillor Allowances The Councillor Allowances for the 2020- 2021 Financial Year be approved and forwarded to the Independent Remuneration Panel for Wales. Closed – Allowances forwarded to Independent Remuneration Panel for Wales 17/06/21 – Minute No. 28 – Reports of the Clerk a) Accounts for Payment • The £576 quotation provided by Total Sound Solutions be approved subject to the Clerk confirming the cancellation process as a result of future Covid 19 restrictions; Closed – confirmed by Clerk • The £150 quotation provided by Swansea Council Design Print in respect of design work for signage be approved; Closed – Work completed • The £599 quotation provided by Jonathan Davis for signage on Llanmorlais Car Park surface be refused

Appendix F due to the signage being provided for a separate independent organisation and the Clerk approaches the Hall Committee regarding placing signage on the outside wall of the Hall; Ongoing • The quotation by BHIB for Community Council / Sports Association insurance be approved and the Clerk be given authority to finalise negotiations on behalf of the Council. Closed – policy purchased b) Correspondence • Councillor Andrew Williams progresses the formation of a volunteer litter picking group; Closed – Group formed • Further advice regarding segregated bin facilities be sought from Swansea Council. Ongoing 17/06/21 – Minute No. 30 - Council Property / Community Projects / Burial Grounds Crofty Playground – Move bin due to dog Request to remove the bin approved. waste bags being deposited. Councillors Ongoing – Councillor Melissa Roberts were concerned with dog waste bags objected to the proposal following the being left in the playground. meeting.

Item No. 8b)

Report of the Finance Committee

Council – 15th July 2021

Annual Fees / Pitch Hire Costs 2021-2022

1) Introduction

The Finance Committee will discuss the Annual Fees / Pitch Hire Costs report at its meeting scheduled for Monday, 12th July 2021. The Committee will discuss the Annual Fees for 2022, the Pitch Hire Fees for use of Graig Y Coed / Llanmorlais and whether any fees should be paid in relation to using the facilities for training.

2) Annual Fees for 2022

Below at Table 1 are the Annual Fees agreed by the Community Council for the 2021 season. The fees for 2022 will commence on 1st January 2022. The Finance Committee will make a verbal update to the report / fees, subject to the decision made at the meeting on Monday, 12th July.

Table 1 – Annual Fees 2021 Clubs Annual Fee Utilities 2021 Arrangements Penclawdd Bowls Clubs £533 Pay for electricity & (£266.50 per club) water (Usage only for water) Penclawdd RFC Weights Club £185 Pay for electricity & water (Usage only for water) Penclawdd RFC Seniors & Juniors £718 Pay for water & electricity in full at (£436 – Seniors) Rugby Pavilion £282 - Juniors) Pay for electricity & water (usage only for water) at Bowls Pavilion Penclawdd AFC Seniors £436 Pay for water & electricity in full at Football Pavilion (This is paid directly to suppliers)

Penclawdd AFC Juniors / Other Pay Per Game Juniors pay for Teams pay per game at electricity (usage Llanmorlais and Graig Y Coed and only) at MUGA payments are made via Swansea Junior Football League Training / Practice Matches No charge at present

3) Pitch Hire Permit Fees

The fees for the cost of pitch hire permits from 1st October 2020 onwards, for the sports pitches at Graig Y Coed and Llanmorlais Recreation Ground were previously charged in line with those charged by Swansea Council. The prices for the 2020/21 season are outlined at Appendix A. A decision must be made in preparation for the 2021-2022 playing season and the Finance Committee will make a verbal recommendation, subject to the decision made on Monday, 12th July 2021.

4) Recommendation

The Finance Committee will verbally update the report with recommendations at the meeting and Council must agree the following: -

1) The annual fees 2022 for sports clubs using Council facilities. 2) The cost of pitch hire for the use of Llanmorlais Recreation Ground and Graig Y Coed from 1st August 2021 to cover the 2021-2022 season. 3) Whether any fee / annual payment for training / practice matches should be charged for the use of Graig Y Coed / Llanmorlais by teams not paying an annual fee.

For Decision

Jeremy Parkhouse Clerk to the Council 7th July 2021

Appendices: Appendix A – Prices for Pitch Hire 2020-2021

Appendix A

Pitch Hire Price

Football / Rugby Self-Managed Senior £36.00 Youth £32.00 Junior (Rugby Full Pitch) (Under 11 to Under 16) £30.00 Junior (Football 11 a side) (Under 12 to Under 16) £30.00 Junior (Rugby Full Pitch) (Under 10 to Under 11) £28.00 Minis (Football 4 x Teams - £14 a pair) (Under 10 to Under 11) £28.00 Junior Mini Rugby Under 7 to Under 9) £22.00 Mini minis (Football 4 x Teams - £11 a pair) (Under 8 to Under 9) £22.00

Item No. 9

Council – 15th July 2021

Community Council Property / Community Projects / Cemeteries

1. Dan Y Graig The Clerk / Ground Maintenance Contractor are due to meet with the owner of a neighbouring property regarding a drainage issue at the eastern end of the ground.

The Clerk has applied for a drop kerb and H Bar at the access to the ground due to the Ground Maintenance Contractor failing to gain access on a number of occasions.

The pitch is closed until the end of July in preparation for next season.

2. Parc Hendy Cemetery Transferring burial records onto Edge IT Epitaph software is ongoing and good progress has been made to date.

3. The Dock / Penclawdd Playground The additional bin paid for by the owners of GG’s and Roma Fish Bar has been in place but ongoing problems with the bin capacity / litter being left on the floor at the base of the bin, continue. The planning application for a bin compound adjacent to GG’s has also been submitted.

The Clerk has had to respond to a few complaints regarding the rubbish / litter situation at the car park.

Councillor Mark Thomas / Swansea Council are in contact with Benson Estates and a quotation to remove the fly-tipping at the Dock has been provided by Swansea Council. This is now a matter between Benson Estates as landowners and Swansea Council.

4. Memorial Gardens The Clerk is seeking quotations to add some metalwork to the Memorial stone. However, additional work is required to improve / strengthen the stonework on the base of the monument / on the access path.

The Clerk has commenced with the organisation of the Remembrance Sunday Service 2021. Total Sound Solutions have been hired to provide sound at the ceremony and they have confirmed that there would be no charge if the event is cancelled due to Government Covid 19 restrictions.

5. Recreation Ground / Bowls Green The insurance delay continues with regards to the retaining wall at the Bowls Green which collapsed during a storm in March 2020, remains. The Clerk has been liaising with Financial Services Ombudsman regarding the outstanding claims and the Council will hopefully receive responses in respect of both very shortly.

The Ground Maintenance Contractor has scheduled drainage works for the middle to the end of July 2021.

The pitch is closed until the end of July in preparation for next season.

6. Crofty Playground The missing springy has been replaced and the Ground Maintenance Contractor is undertaking the work highlighted in the Wicksteed inspection report.

7. Llanmorlais Changing Rooms / MUGA / Recreation Ground Councillor M Roberts has reported a broken downpipe on the changing rooms and a contractor has been appointed to replace all the guttering / downpipes.

Work to improve the drainage in the car park at Llanmorlais Hall is due to be completed shortly.

The pitch is closed until the end of July in preparation for next season.

The Hall Committee have asked for permission to install a second storage container next to the current one at the pitch entrance. For approval / discussion

8. Hermon Cemetery Transferring burial records onto Edge IT Epitaph software is ongoing and good progress has been made to date.

The outstanding work to the cremated remains area is due to be completed shortly and the Clerk has applied for the Gower Society grant.

9. Graig Y Coed The Financial Services Ombudsman has rejected the Council’s complaint against AXA Insurance for not agreeing to replace damaged fencing.

Additional maintenance works are required to the pavilion, particularly the roof and a contractor has been hired to complete the necessary works.

The pitch is closed until the end of July in preparation for next season.

10. Defibrillators The additional 8 defibrillator units throughout the Penclawdd Ward have nearly all been installed. Councillor M Thomas has purchased 7 units out of his community allowance.

11. Risk Inspections The Council Contractor undertakes risk inspections prior to work on all sites and has completed weekly forms in respect of the Council’s playgrounds.

12. Graig Y Coed Woodland Project An amended Lottery grant application has been submitted and a decision is awaited.

13. Station Square Sign / Lectern’s Councillor N Doyle has completed quarterly risk inspections.

14. Community Council Insurance The Council has agreed a new 3-year insurance agreement with BHIB which is significantly cheaper than the previous policy.

15. Signage Swansea Council tendered for the work to provide signage on behalf of the Community Council and Charterbrook signs were appointed. The 36 signs ordered are expected to be installed within the next month.

Jeremy Parkhouse – 7th July 2021