Pembrey and Burry Port Town Council Monthly Meeting Wednesday 21 st January 2015

Councillor Andrew Phillips (Mayor) Councillors Graham Davies, Ken Edwards, Mrs Jean Hire, John James, Stephen James, Robert John, Mrs Pat Jones, John Hedley Jones, Mrs Shirley Matthews , David Owens, Mrs Moira Thomas, Mrs Mary Wenman and County Councillor Hugh Shepardson

In attendance: Melanie Carroll-Cliffe (Town Clerk), Alan Howells (Responsible Finance Officer), John Ridgway (Technical Services Officer)

(Former OAP Hall, 7.15pm – 9pm)

133. Opening Prayer

The opening prayer was given by Cllr Graham Davies.

134. Personal Matters

Apologies were received from Cllrs Malcolm Davies, Mrs Susan Northam and Michael Theodoulou.

135. To receive Members’ Declarations of Interest in respect of the business to be transacted

Members confirmed their usual declarations of interest. Additionally, Cllr John James declared an interest in respect of Burry Port Memorial Park Bowling Club due to a letter received from its secretary being considered under items of communication.

136. Police Business

PCSO Phillip Davies attended but was unable to stay to deliver the police report. A copy was therefore left with the Clerk, who read out the following report:

During the month of December 2014, 19 crimes have been reported in the Burry Port section down from 23 in the same period last year. The detection rate for the year to date is 67.5%.

Within the month of December officers have had to attend to 122 calls, 25 of these needed an immediate response, 38 had to be answered within the hour and 32 were registered as simply needing attendance with another 27 not needing a response.

Crimes of note:

Criminal Damage

There have been 2 recorded cases of criminal damage in December. One of which was a vehicle had its wing mirror damaged whilst parked at Parc Y Minos Street, enquiries have been conducted but have led to no suspects being identified.

103 Burglary

No recorded burglaries during December.

Anti-Social Behaviour

There were 7 anti-social behaviour calls in December, with 1 call in relation to the street market where unknown youths were being a nuisance, officers have attended but they had made off prior to police attendance.

Drug Offences

In December there were 2 drug offences recorded and detected for the Burry Port section with a 100% detection rate. Both offences were possession of cannabis with both persons receiving adult cautions.

The Team are currently working on several warrants and are always keen to gain intelligence from the community.

Following the report, a member referred to the fact that there is damage to the top of the wall surrounding the Grillo Site. Although it is unknown how the damage has been caused, it was APPROVED that this information be communicated to the local police station, for investigation.

137. To confirm the minutes of the meeting held on 17 th December 2014

The minutes of the Town Council meeting held on 17 th December 2014 were accepted as a true record.

138. Information from the aforesaid minutes

Prior to specifically considering any matters arising, a member advised that it was his recollection that there was a previous resolution that councillors’ names should not be mentioned in the Town Council minutes, save for when a proposal is made. The Clerk advised that this resolution must have pre-dated her appointment, as she had no knowledge of this and had continued to follow the format of her immediate predecessor.

P92 (117) Police business

It was discussed that there had been a poor attendance at the last PACT meeting. It is hoped that more councillors will attend these meetings, which now take place on the first Wednesday of each month. Reference was made to the fact that previously, council representatives had been appointed to attend. Some concern was raised that the Sergeant does not attend the meetings, which are instead run by the PCSOs. It was also discussed that the items being discussed at the PACT meetings need to be addressed. It was suggested that the potential withdrawal of CCTV from Burry Port could be an item for discussion at the next PACT meeting. It was also indicated that this issue would be raised once more at a Crime Panel meeting that coming Friday.

104 P93 (120) Report of the TSO – snooker room

Following a query, the Clerk confirmed that the holes in the snooker room floor have now been attended to.

P99 (128) Consideration of representing Wales in the 2015 Britain in Bloom UK final

Following a query, the Clerk advised that there had been discussions regarding the boards at the recent Regeneration and Leisure Committee meeting. Members had approved that advice be sought from the County Council as to what would be acceptable and could work well in relation to the erection of two boards.

139. Report of the Technical Services Officer (TSO)

Due to the TSO having only very recently returned from annual leave, there was no written report but he confirmed that he was happy to verbally address any queries. A query was raised in relation to the apparent leak in the roof of the Memorial Hall. The TSO confirmed that the previous week, he had spoken to the company that installed the roof. Additionally, a query was raised in relation to the new heating system in the Memorial Institute in that the temperature did not appear to be regulated very well. The TSO advised that he was meeting with the relevant contractors the following day.

140. To consider the report of the Regeneration and Leisure Committee meeting held on Thursday 4th December 2014

It was RESOLVED that the minutes of the Regeneration and Leisure Committee meeting held on the 4th December be signed and accepted as a true record.

Matters Arising

P1 (4) Matters Arising – update on commemoration of WWI

Members were reminded that there was a World War I concert the following Friday, in which the harpist, Carwyn Tywyn would be participating.

P2 (5) Update from Heritage Trail Sub Group

Members were updated that the Heritage Trail funding bid should be submitted in the early summer. Meetings have taken place with two representatives from the County Council, who are happy to assist in providing guidance on the completion of the application forms and also translation facilities. The Heritage Group is initially looking at erecting ten boards in Burry Port. It was confirmed that although the group has been extended, it is still Council led.

P3 (10) Sponsorship of flowerbeds

Members were updated that it is intended that letters be sent to local businesses, seeking sponsorship for the planting of flowerbeds/roundabouts. The businesses will be provided with recognition for this sponsorship, although at present, it is uncertain what precise format this will take. Details can be placed on the Town Council website and signs could be placed on the flowerbeds. However, planning permission would be required for signage on the roundabouts, which it is highly unlikely would be granted.

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141. Report of the Responsible Finance Officer (RFO)

The RFO, Alan Howells, presented his report, as set out below:

1. Bank

The following cash balances are held with Lloyds at Balance at bank Unpresented Council 31st December 2014 :- cheques cash book balance £ £ £

Business Instant Access account 288,278.95 288,278.95 Community Account 18,629.12 11,468.41 7,160.71 Imprest account 190.72 190.72 £307,098.79 £11,468.41 £295,630.38

2. Schedule of accounts paid

The following accounts have been paid from 1st to 31 st December 2014:-

Cost ex Supplier Details Ref Vat VAT Total £ cost Heart internet Web provider 3 8.99 1.80 10.79 Trade UK Hall - maintenance 1 24.55 4.91 29.46 Consortium Hall - Cleaning materials 1 155.07 31.04 186.11 Philip Mann Xmas trees 9 800.00 160.00 960.00 BT Payment Services Admin - Internet service 3 44.00 8.80 52.80 Llanelli Blinds and Upholstery Memorial Hall - Refurbishments 1 850.00 170.00 1020.00 Travis Perkins Hall - maintenance 1 69.99 14.00 83.99 Door Fabrications Pembrey Library - maintenance 1 485.00 97.00 582.00 Acorn Amusements Noticeboards 9 53.46 53.46 Trade UK Cemetery 4 9.78 1.96 11.74 Lyreco Admin supplies 3 127.19 25.44 152.63 British Gas Hall - Gas heating 1 735.09 147.01 882.10 Plusnet Internet provider 3 15.00 3.00 18.00 Biffa Cemetery - Refuse costs 4 74.72 14.94 89.66 Biffa Hall - Refuse costs 1 85.05 17.01 102.06 Pembrey Memorial Hall - AMROC maintenance 1 120.00 24.00 144.00 AMROC Hall - maintenance 1 160.00 32.00 192.00 Cathedral Leasing Hall - cleansing 1 64.98 13.00 77.98 Xerox Finance Admin - Photocopier 3 39.63 7.93 47.56 Emyr Rees Memorial Hall - Refurbishments 1 430.00 430.00 CCC Xmas lighting - sockets & timers 9 1575.00 315.00 1890.00 Parker Plant Hire Hall - Storage 1 56.00 11.20 67.20 Parker Plant Hire Hall - Storage 1 56.00 11.20 67.20 IWEC Xmas lighting 9 5500.00 1100.00 6600.00 IWEC Hall maintenance 1 57.40 11.48 68.88

106 Pembrey Memorial Hall - IWEC maintenance 1 122.60 24.52 147.12 AT Photography Ltd Admin - civic photo 3 75.00 75.00 Consortium Hall - Cleaning materials 1 20.79 4.16 24.95 Consortium Hall - Cleaning materials 1 21.58 4.32 25.90 Craftman Flooring Ltd Memorial Hall - Refurbishments 1 2618.05 523.61 3141.66 Chivers Corner Garage Vehicle fuel costs 4 110.25 22.05 132.30 S. Jones Civic expenditure - Xmas tea 9 715.00 715.00 Adept GB Pembrey Memorial Hall - Telephone 1 12.26 2.45 14.71 15292.43 2803.83 18096.26

The RFO referred to the overall bank balances totalling £295,630.38 as at the end of December 2014. He advised that this had been boosted through receipt of the third instalment of the precept. In relation to accounts paid, there were several unusual payments, namely in relation to Christmas lights and items of refurbishment of the Memorial Hall.

3. Petty Cash

Payments made from 1st to 31st December 2014

Postage (6 x large stamps) 3 5.58 5.58 John Davison 3 43.20 43.20 Artavia - photo framing 3 30.00 30.00 Llanelli Star 3 0.70 0.70 Tesco - Xmas lunch sweets 9 29.25 29.25 Tesco - Ponsettias 3 37.50 37.50 John Rook - Keys 3 9.90 9.90 Stationery - Wrapping paper 9 1.30 1.30 CM phonecard 3 10.00 10.00 Phone card 3 10.00 10.00 Postage 3 0.62 0.62

Total payments made from petty cash £178.05 £0.00 £178.05

The RFO highlighted several items of expenditure from petty cash relating to the Christmas tea.

4. Budget Monitoring Report

The budget monitoring report for the period 1 st April to 30 th November 2014 has been circulated to members.

The RFO advised that as at the end of November 2014, income and expenditure should be just under 67%.

Presently, income is within budget. The RFO highlighted that most of the rental incomes are within budget, although there are some outstanding invoices in relation to rental of Burry Port Memorial Hall.

In relation to expenditure, employees’ costs are within budget. Administration costs are slightly over budget for year to date but this is mainly due to a timing issue, particularly in relation to the payment of insurances.

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Civic expenditure is within budget. The RFO advised that there were a couple of invoices still to be paid for the Civic Service.

Expenditure on the cemetery/footpaths is within budget. The RFO advised that the invoice for footway lighting had been received that week and taking this into consideration, expenditure is slightly over budget for the whole of the year. The RFO confirmed that he and the TSO would be considering the maintenance and repairs costs, as these are considerably over budget, although this is partly due to an increase in refuse costs.

Expenditure on the Hall and Institute is overall within budget. However, he and the TSO will be looking into the electricity costs, to consider a possible virement.

In relation to the Hall and Institute refurbishment, the expenditure to date is now approximately £19,000. The RFO confirmed that it is hoped that the grant monies can be shortly claimed, once checks have been carried out to ensure that payment has been made of all invoices relating to work covered by the grant.

Expenditure on the Copperworks is within budget, as is the former Pembrey School.

Expenditure on Pembrey Memorial Hall is also overall within budget, although some headings are over budget due to annual payments having been made.

Expenditure on Special Projects is overall just within budget. The RFO highlighted that there is still the outstanding issue of expenditure on floral displays, although an adjustment has already been made for expenditure which was authorised last year but not incorporated into the budget.

The RFO confirmed that net expenditure for year to date is 60.86% and is therefore within budget.

The RFO advised members that at the recent Finance Committee meeting, final adjustments to the draft budget for 2015/16 were approved and therefore, the Committee was recommending the draft for approval to the Town Council. The draft budget was circulated but as some members felt that they wished to have more time to fully consider the document, it was APPROVED that its consideration be deferred and placed on the agenda for February’s Town Council meeting.

142. To consider the report of the Finance Committee meeting held on Monday 8th December 2014

It was RESOLVED that the minutes of the Finance Committee meeting held on the 8 th December be signed and accepted as a true record.

Matters Arising

There were no matters arising.

108 143. To consider any planning applications

It was advised that due to there being only two planning applications, the Planning Committee had not met that month. Therefore, members were asked to consider the two applications, as referred to below, which they APPROVED .

Application No. Name and Address of Description of Application Applicant S/31368 Stephen Seward To construct an area of decking, 124 Dolau Fan Road finished level being below adjoining lawn area supported with treated timber, upright post fixed to concrete pads at bases. S/31355 Jessica Strange Change the use from an A1 shop to a 69 Station Road tattoo studio, which is currently Burry Port classified as Sui Generis. The proposed tattoo studio will have retail and an A1 element.

144. To consider any County Councillors’ reports

County Councillor Pat Jones advised that in terms of County Council matters, there was little to report this month, due to most of the time being devoted to setting next year’s budget. However, she wished to make members aware that on the 11 th February, the Historical Society is holding a photographic exhibition at the Memorial Hall. This is commencing at 5.30pm and all are welcome to attend.

An update was requested in relation to Burry Port Police Station. County Councillor Pat Jones advised that no decision had yet been made by the Police and Crime Commissioner.

Concern was also expressed in relation to the provision of CCTV within the community and members agreed that it is crucial, especially in the park, as it is an extremely good deterrent. Following discussions, members APPROVED that a letter be sent to the Police and Crime Commissioner, strongly objecting to the proposals to drastically reduce the CCTV budget.

145. To consider the Mayor’s report

The Mayor advised that he was looking forward to 2015. He updated that Rory Dickinson was obtaining quotes in relation to the new harbour footpath. Looking ahead, the Mayor reminded members of the World War I commemorative event being held the following Friday at the former OAP Hall in aid of the charity “War Child”. Also, a boxing tournament is being held at the Memorial Hall on 30 th January. The Mayor further advised that his charity fundraising event will be a Rock Concert, to be held at the Memorial Hall on 10 th April, at which local groups will be participating. The proceeds from this event will be shared between the Mayor’s chosen charities, namely Kidney Wales Foundation, RNLI and Prince Philip Hospital (for the purchase of a bladder scanner for the day unit).

109 146. Consideration of the appointment of an ongoing representative to attend meetings of the Community Council Liaison Forum

Members agreed that it was preferable for there to be one person regularly attending these meetings and providing feedback to the Council. Cllr Stephen James advised that he normally attends the meetings anyway, in his role with One Voice Wales and he therefore confirmed that he was happy to be the Town Council’s representative and to provide feedback at meetings. It was therefore unanimously APPROVED that Cllr James be the Town Council’s representative at the Community Council Liaison Forum.

147. Consideration/approval of a national 2.2% pay award on Local Government Spinal Column points, covering the period from 31 st January 2015 to 31 st March 2016 (referral from Finance Committee meeting of 12 th January 2015)

The Clerk advised that this matter had been fully discussed at the recent Finance Committee meeting, following which there was a recommendation to the Council that the national 2.2% pay award be paid to all employees. Members therefore unanimously APPROVED this payment.

148. Consideration of arrangements for participation in the event “Fly a Flag for the Commonwealth” on 9 th March 2015 (resolution of the Town Council meeting on 18 th June 2014)

The Clerk referred to the resolution dating back to the Town Council meeting of 18 th June 2014 when members APPROVED that there should be participation in this event. The Clerk had raised this at the recent Regeneration and Leisure Committee meeting, so that consideration could be given to the level of participation. The Clerk briefly outlined the minimum requirements for the day in relation to the raising of the flag and the reading of the Commonwealth affirmation by an official (the Mayor). A suggestion was made that the three local primary schools as well as Glan y Mor school should be invited to participate by sending representatives. This was APPROVED by members and the Clerk is to liaise with the schools.

149. Consideration of approving in principle the running of a bar at events in the Memorial Hall to generate income for the Town Council and delegating the arrangements for this to the Regeneration and Leisure Committee (referral from Regeneration and Leisure Committee meeting of 15 th January 2015)

Members were updated on the discussions which had taken place at the recent Regeneration and Leisure Committee meeting regarding the current arrangements for facilitating a bar for events at the Memorial Hall. Presently, where a bar has been required, this has been undertaken by Burry Port Rugby Club, which has meant that the Town Council has not had any financial gain. Cllr John James highlighted his interest in Burry Port Rugby Club, in light of the discussions. Members agreed that there were opportunities for generating further income for the Council. Accordingly, it was APPROVED in principle that the Council would consider options for operating or generating income from a bar at events at the Memorial Hall. However, this is to be referred back to the Regeneration and Leisure Committee, for full consideration of the options.

110 150. Consideration of the appointment of members to a sub group responsible for organising events at the Memorial Hall to generate income for the Town Council (referral from Regeneration and Leisure Committee meeting of 15 th January 2015)

Cllr Shirley Matthews discussed that in order to complete the finishing touches to the refurbishment of the Memorial Hall, additional income needs to be generated, which she suggested be obtained through a couple of events being held at the hall. It was discussed that currently, there is a small sub group looking into the various committee structures, which included the possibility of a Facilities Management Sub Committee. It was confirmed that this potential new committee structure needs to be considered by the Civic Governance and Personnel Committee, prior to coming to the full Council for formal approval. It was therefore APPROVED that this matter be deferred to a future meeting, pending the outcome of the forthcoming Civic Governance and Personnel meeting.

151. Consideration of taking on the future responsibility for the Easter Garden display in the Memorial Gardens (referral from Regeneration and Leisure Committee meeting of 15 th January 2015)

Following brief discussions, it was RESOLVED that the Town Council take on the future responsibility for the Easter Garden display in the Memorial Gardens.

152. To consider Communications received

1. Email from PCSO Philip Davies of Burry Port Police Station on 18 th December 2014. This provided information on a new online tool, which allows the public to provide feedback on the service they receive from Dyfed Powys Police. It is called “Rate your local police” and it enables feedback to be provided on any interaction with the force, based upon a five star rating, together with the ability to provide additional comments. Dyfed Powys Police are one of three forces piloting this new tool and are the only force in Wales taking part. The service is available at http://www.dyfed- powys.police.uk/en/about-us/complaints-and-compliments/rate-your-local-police/ Noted

2. Letter dated 19 th December 2014 from the Secretary of St Illtyd’s Church Pembrey, thanking the Council for the financial donation to the Genesis Group. Noted

3. Letter dated 22 nd December 2014 from Mr Eifion Bowen, Head of Planning at Carmarthenshire County Council. This advises that Carmarthenshire County Council is holding a planning seminar at the Ivy Bush Hotel, Carmarthen on Friday 13 th February 2015, commencing at 9.45am. The cost, inclusive of lunch is £15 per delegate.

It was felt that it was important that there should be representation at this seminar, as it was commented that in future, it is likely that Town and Community Councils will have a greater say on planning issues. It was therefore APPROVED that the TSO and the Chair of the Planning Committee Cllr Mrs Moira Thomas attend the seminar.

4. Email dated 30 th December 2014 from the Asset Management Support Officer of Carmarthenshire County Council. This encloses a letter regarding the future management of playgrounds, parks and amenity areas following an Executive Board decision made on 15 th December 2014 ( copy attached ).

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Members felt that this correspondence should be properly considered. Accordingly, it was requested that the TSO, the Clerk and the RFO look into the parks within the community to collate information, particularly in relation to the costs of maintenance and their condition. Additionally, Cllr Pat Jones advised that she would endeavour to obtain as many facts as possible directly from officers at Carmarthenshire County Council.

5. Letter received on 5 th January 2015 from Mr Eifion Bowen, Head of Planning at Carmarthenshire County Council. This advises that at its meeting on 10 th December 2014, the County Council resolved to adopt the Carmarthenshire Local Development Plan. The adopted LDP is now the development plan for Carmarthenshire (excluding the area contained within the Brecon Beacons National Park) and will be the basis for decisions on land use planning in this area. Noted

6. Letter from the Secretary of Burry Port Memorial Park Bowling Club dated 12 th January 2015 requesting practical assistance from the Town Council regarding maintenance of hedges ( copy attached ).

Cllr John James again highlighted his interest in Burry Port Memorial Park Bowling Club and therefore briefly left the meeting whilst this matter was being discussed. Given that it has been confirmed that the height of the hedges concerned are going to be drastically reduced, the TSO advised that it would be possible for the Council’s staff to undertake the requested future cutting as part of their duties in maintaining the park.

7. Letter received on 13 th January 2015 from the Director of Strategic Partnerships of Hywel Dda University Health Board. This advises that Hywel Dda University Health Board and Hywel Dda Community Health Council are holding a series of meetings in communities across Carmarthenshire, Ceredigion and Pembrokeshire to provide information and to listen, with a view to improving services. The nearest workshop will take place at the Selwyn Samuel Centre, Llanelli on 9 th February 2015 between 3pm and 5pm. The public are invited to attend, to find out more about local health and social care services and to share their views.

It was APPROVED that Cllr Mrs Moira Thomas attend this workshop.

153. To receive reports by elected members, if any

There were no reports from elected members.

154. Report of the Clerk on matters of administration

1. Letter from the Chair of the Standards Committee of Carmarthenshire County Council dated 14 th January 2015, providing feedback on a report presented to the Standards Committee on the 4 th December 2014. This was in relation to the level of compliance with the Members Code of Conduct by Town and Community Councillors ( copy attached ). Noted.

112 2. Email from One Voice Wales on 15 th January 2015, forwarding details from Cymru’n Cofio regarding First World War Partnership Days with the Imperial War Museum, the nearest of which is being held at the Pierhead Building, Cardiff Bay on Friday 23 rd January from 10am until 4pm. Organisations and individuals working on First World War centenary projects in Wales are invited to attend, to reflect on progress so far and to shape and inform future work. The theme of the event is “Lessons Learned”. Two delegates per organisation are invited to attend. Noted.

3. Email from One Voice Wales of 16 th January 2015 providing a copy of the response given by One Voice Wales to the consultation on “Planning Committees, Delegation and Joint Planning Boards”. For those interested, a full copy of the document is available at the office or a copy can be emailed. Noted.

4. Email from One Voice Wales of 16 th January 2015 providing a copy of the response given by One Voice Wales to the consultation on “Frontloading the development management system”. This relates to planning applications for major developments. For those interested, a full copy of the document is available at the office or a copy can be emailed. Noted.

5. Email from two local residents of Burry Port of 16 th January 2015. This advises that they are supporters of a children’s football academy in the Gambia and they have just returned from their third visit to the country, when they were able to present the children with various items of football clothing. The community of Burry Port has been extremely supportive with their appeals and the academy has recognised this, by presenting a certificate which they have brought home. The email goes on to state that they would like, if possible, to present the certificate to the Council.

Members APPROVED that an invitation be extended to the two local residents to attend to meet with Councillors immediately prior to the February Town Council meeting, with a small reception at 6pm.

6. Email from One Voice Wales of 19 th January 2015 advising that One Voice Wales and the SLCC are arranging the third joint conference to be held on 14 th May 2015 at the Hotel Metropole, Llandrindod Wells. It advises that the event is a very important one for Councils, as it focuses on key topic areas such as community governance; devolution of services/asset transfers from unitary authorities; financial governance and accountability; and contributing to sustainability. There will be some high profile speakers in attendance, namely Leighton Andrews AM (Minister for Public Services) and Rob Andrew from Cornwall County Council. The cost of the event is £69 + VAT.

It was APPROVED that the Clerk, the TSO and Councillors Stephen James and Mrs Jean Hire attend the conference.

7. Email from the Community Liaison Officer for Keith Davies AM of 20 th January 2015 forwarding information on a new £9 million programme launched by the Big Lottery Fund to create more sustainable communities in Wales by supporting asset transfers. Copy press release attached.

113 Members referred this matter to the Finance Committee for further consideration.

8. Final item to be taken in camera.

In view of the confidential nature of the business to be transacted, the following item be considered in private, and that the power of exclusion of the public under Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 be exercised.

The confidential minute of the meeting of 17 th December 2014 was circulated and APPROVED by members.

114 Pembrey and Burry Port Town Council Monthly Meeting Wednesday 18 th February 2015

Councillor Andrew Phillips (Mayor) Councillors Graham Davies, Malcolm Davies, John James, Stephen James, Robert John, John Hedley Jones, Mrs Susan Northam, David Owens, Michael Theodoulou, Mrs Moira Thomas, Mrs Mary Wenman and County Councillor Hugh Shepardson

In attendance: Melanie Carroll-Cliffe (Town Clerk), Alan Howells (Responsible Finance Officer), John Ridgway (Technical Services Officer)

(Former OAP Hall, 7.15pm – 9.35pm)

155. Opening Prayer

The opening prayer was given by Cllr Graham Davies.

156. Personal Matters

Apologies were received from Cllrs Ken Edwards, Mrs Jean Hire, Mrs Pat Jones, Mrs Shirley Matthews and Hefin Williams.

157. To receive Members’ Declarations of Interest in respect of the business to be transacted

Members confirmed their usual declarations of interest.

158. Police Business

Although the Clerk informed members that an email had been received, advising that Sergeant Ceri Howells would be in attendance, there was no representative present from the Police.

Members expressed dissatisfaction at the sporadic nature of the attendance by the Police at meetings and it was APPROVED that this be communicated to the Police.

The police report for the month of January 2015 has been received and is set out below.

During the month of January 2015, 22 crimes have been reported in the Burry Port section down from 27 in the same period last year.

Within the month of January officers have had to attend to 121 calls, 18 of these needed an immediate response, 34 had to be answered within the hour and 42 were registered as simply needing attendance with another 27 not needing a response.

115 Crimes of note:

Criminal Damage

There have been 3 recorded cases of criminal damage in January. One of which was a vehicle had its window damaged whilst parked on Stepney Road, enquiries have been conducted but have led to no suspects being identified.

Burglary

There were 2 recorded burglaries during January. One of which was a shed break in Trem-Y- Mynydd Burry Port were unknown person/s have entered a shed and stolen a motorbike from within. All lines of enquiry have been conducted but no suspects were identified.

Anti-Social Behaviour

There were 6 anti-social behaviour calls in January, with only 1 call relating to the town centre. The call was in relation to Burry Port’s memorial park were by a member of the public reported youths smoking cannabis and drinking alcohol at the location. Officers have attended and identified the youths who were just hanging around in the park drinking a can of pop and no offences were identified.

Drug Offences

In January there were 3 drug offences recorded in the Burry Port section. One of which was a male found to be in possession of cannabis, the male has now been charged and will appear in court in due course.

The Team are currently working on several warrants and are always keen to gain intelligence from the community.

159. To confirm the minutes of the meeting held on 21st January 2015

The minutes of the Town Council meeting held on 21 st January 2015 were accepted as a true record.

160. Information from the aforesaid minutes

There was no information/clarification in relation to the minutes.

161. Report of the Technical Services Officer (TSO)

Cemetery

(a) Burial s

During the month of January there has been 1 burial, and 1 scattering of ashes.

(b) From the 1st January 2014 to the 1st January 2015 there have been: Burials - 22, Burial of Ashes - 18 and Scattering of Ashes - 18.

116 By way of information, the TSO advised members that prior to the opening of the crematorium in Llanelli, there was an average of around 60 burials per year at the cemetery, although there was a lower number of burial of ashes.

Memorial Hall

1 All the decoration has been completed including the Control Room. 2 The only work remaining is the supply of mirrors and furniture for the side rooms.

Snooker Room

All the snooker tables have been removed and floor repaired, a quotation is being invited for painting the floor.

There has been no response to date to the Room to Hire notice which was posted on the Website, Facebook and Twitter.

Noticeboards

The perspex and backing cloth need to be replaced in all the noticeboards ie

1 At the Town Centre 2 Outside the front of the Institute Building. 3 Randell Square, Pembrey. The work is now in progress.

The TSO updated that unfortunately, the replacement perspex obtained is too narrow.

Serendipity Nursery

After a complaint from the Nursery re water ingress into the building the TSO carried out an inspection and established that water was coming in through the west wall and the lintel had cracked which indicated structural damage. On contacting CCC property services they said it was not their responsibility. This item is on the main agenda

Wales in Bloom / Britain in Bloom 2015

Cllr Shirley Mathews and the TSO attended the RHS Britain in Bloom, 2015 UK Finalist’s Seminar in Sheffield on 30 th January 2015. The aim of the Seminar was to provide the finalists with useful information and to meet the UK Finals Judging Panel and to network with other finalists.

The judges said they hoped that entries would celebrate and make features of their heritage and those things that are unique to their area.

The judges and speakers outlined what they would want entrants to keep in mind when planning their displays namely –

1 Impact - design, colours, appropriate choice of plants, special features, presentation and innovation.

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2 Horticultural Practice – quality of plants, sustainability and new planting.

3 Residential and Community Gardening – residential , communal areas, grounds of schools, churches, car parks etc.

4 Business Areas and Premises – retail and shopping areas, pubs, post offices, and tourist areas.

5 Local Environment Quality – Management of litter, graffiti, fly posting and dog fouling.

6 Local Heritage – management and development of local heritage and identity.

7 Pride of Place – management of street furniture, signage and hard landscaping.

8 Communication and Education – community awareness and understanding, engagement with schools and young people, press coverage.

9 Conservation and Bio-diversity – wildlife areas and habitat.

10 Community Participation – community involvement.

Pembrey and Burry Port will be competing against Henley on Thames, Falmouth, Cupar, Tewkesbury, Dalton with Newton, and Barnoldswick in the Town category. The judging for Wales in Bloom will take place early July with judging for Britain in Bloom taking place late August.

The TSO updated members that he had already had discussions with representatives from the RNLI, Glan y Mor comprehensive school, Pembrey junior school and Ysgol Parc y Tywyn, and also Arriva Trains. These discussions have been positive.

There was considerable discussion in relation to encouraging community engagement, to maximise the chance of success in the competitions and how this should be done.

Following the discussions, it was proposed and RESOLVED that the Council should hold a competition in conjunction with its entry to Britain in Bloom to encourage involvement of the local community, such as having a prize for the best individual garden. Members referred this to the Regeneration and Leisure Committee, to consider drawing up the specific rules.

162. To consider the report of the Regeneration and Leisure Committee meeting held on Thursday 15 th January 2015

It was RESOLVED that the minutes of the Regeneration and Leisure Committee meeting held on the 15 th January be signed and accepted as a true record.

Matters Arising

P5 (13) Any other competent business

Following a query, the Clerk confirmed that the acquisition of a new Welsh flag had been discussed at the recent Finance Committee meeting and approval given for this.

118

163. Report of the Responsible Finance Officer (RFO)

The RFO, Alan Howells, presented his report, as set out below:

1. Bank

The following cash balances are held with Lloyds at Balance at Unpresented Council 31st January 2015 :- bank cheques cash book balance £ £ £

Business Instant Access account 252,488.87 252,488.87 Community Account 25,040.73 1,550.68 23,490.05 Imprest account 2,313.72 2,313.72 £279,843.32 £1,550.68 £278,292.64

2. Schedule of accounts paid

The following accounts have been paid from 1st to 31st January 2015:-

Cost ex Supplier Details Ref Vat VAT Total £ cost Royal Horticultural Society Britain in Bloom Application 9 50.00 50.00 SA1 Laundry Hall - tablecloth laundry 10 18.34 3.67 22.01 Tradepoint Memorial Hall - repairs 1 46.34 9.27 55.61 Tradepoint Cemetery - repairs 4 25.03 5.02 30.05 Consortium Cemetery - protective clothing 4 53.98 10.80 64.78 Mike Clarke Printing Admin supplies - compliment slips 3 35.00 7.00 42.00 Dyfed Alarms Ltd Cemetery - maintenance 4 190.00 38.00 228.00 Electricity - Pembrey Memorial British Gas Hall 1 53.00 2.65 55.65 British Gas Gas - Memorial Hall 1 592.18 118.43 710.61 Owen Fuels Oil - Pembrey Memorial Hall 1 1032.80 51.64 1084.44 Greenwell Power Tools Cemetery - equipment 4 6.65 1.33 7.98 Chivers Corner Garage Cemetery - Vehicle costs 4 36.32 7.27 43.59 Gates to Amelia Earhart Burry Port Forge monument 1 450.00 90.00 540.00 British Gas - (Electricity) Electricity - Copperworks 1 91.53 4.57 96.10 British Gas - (Electricity) Electricity - Institute 1 893.48 121.59 1015.07 British Gas - (Electricity) Electricity - Pembrey 1 572.71 91.89 664.60 British Gas - (Electricity) Electricity - Memorial Hall 1 1065.18 146.94 1212.12 British Gas - (Electricity) Electricity - Cemetery 4 373.69 18.68 392.37 British Gas - (Electricity) Electricity - OAP hall 1 131.48 6.56 138.04 British Gas - (Electricity) Electricity - Copperworks 1 13.98 0.69 14.67 British Gas - (Electricity) Electricity - Institute 1 352.00 70.40 422.40 British Gas - (Electricity) Electricity - Pembrey 1 280.62 56.12 336.74 British Gas - (Electricity) Electricity - Memorial Hall 1 256.01 51.20 307.21 British Gas - (Electricity) Electricity - Cemetery 1 212.21 10.61 222.82 British Gas - (Electricity) Electricity - OAP hall 1 31.55 1.57 33.12 Plusnet Internet provider 3 15.00 3.00 18.00 P&BP Community Forum Special - Donation 6 250.00 0.00 250.00 Brian Thomas Memorial Hall Refurbishments 1 335.00 335.00

119 Llanelli Blinds and Upholstery Memorial Hall Refurbishments 1 570.00 114.00 684.00 Joane Chilvers Web provider 3 49.50 49.50 Darren Daniel Institute - maintenance 1 250.00 50.00 300.00 CCC Garden bags 3 242.00 48.40 290.40 Biffa Hall - Refuse costs 1 85.39 17.08 102.47 Biffa Cemetery - Refuse costs 4 56.04 11.21 67.25 Travis Perkins Cemetery - maintenance 4 58.02 11.60 69.62 Consortium Hall - Cleaning materials 1 27.32 5.47 32.79 Consortium Hall - Cleaning materials 1 50.83 10.17 61.00 A Philips Civic Ceremony reimbursement 3 455.49 455.49 Electricity - Pembrey Memorial British Gas - (Electricity) Hall 1 20.22 1.01 21.23 Parker Plant Hire Hall - Storage 1 64.40 12.88 77.28 Parker Plant Hire Hall - Storage 1 64.40 12.88 77.28 Tradepoint Hall - maintenance 1 26.85 5.36 32.21 Burry Port Male Choir Special - Donation 6 100.00 100.00 Llanelli Ramblers Special - Donation 6 100.00 100.00 Marie Curie Cancer Care Special - Donation 6 100.00 100.00 Pembrey Memorial Hall - Adept GB Telephone 1 4.74 0.95 5.69 9789.28 1229.91 11019.19

The RFO highlighted that over half of the accounts paid related to fuel for the Council’s various buildings.

3. Petty Cash

Payments made from 1st to 31st January 2015

J. Romero Ironmongers - Key cut 1 4.50 4.50 Cleaning materials 1 3.20 3.20 Llanelli Star 1 0.70 0.70 Hooks 1 2.70 2.70 Key cut 1 4.50 4.50 Key cut 1 4.50 4.50 Key cut 1 12.00 12.00 Cleaning materials 1 31.18 6.24 37.42 Spar - battery 3 3.99 3.99 CM phone card 3 10.00 10.00

Total payments made from petty cash £77.27 £6.24 £83.51

There were no unusual items of expenditure from petty cash.

4. Budget Monitoring Report

The Budget monitoring report for the period 1st April to 31st December 2014 has been circulated to Members.

The RFO advised that as at the end of December 2014, income and expenditure should be 75%.

120 Income is slightly over budget at 77.18%. The RFO also highlighted that the footpath grant had not been received. In relation to rental income from hiring of the halls, the RFO explained that this is mainly a timing issue, with these presently being a little under budget. He believes that these will ultimately be on budget for the year.

In relation to expenditure, employees’ costs are within budget. Administration costs are just over budget, with insurance being a large payment.

Civic expenditure is well within budget, as is expenditure on the cemetery/footpaths at present. However, the footway lighting payment has not yet been made, although details of this have now been received.

The expenditure on the Hall and Institute is within budget. Expenditure on electricity is over budget and this is to be looked at, with a view to a potential virement being made.

In relation to expenditure on the Hall and Institute refurbishment, payments totalling £23,500 have been made to the end of December 2014. The RFO advised that he is liaising with the Clerk and TSO regarding expenditure to date, with a view to applying for the grant monies.

Expenditure on the Copperworks is well under budget, as is the former Pembrey School, although certain headings for annual payments are individually over budget in relation to the latter.

Expenditure on Pembrey Memorial Hall is within budget, based upon the figures provided by the County Council.

Expenditure on Special Projects is slightly over budget for year to date but the RFO advised that this is a timing issue and that overall, we should be within budget for the financial year.

A query was raised as to what the procedure is when it is identified that there is an overspend. The RFO confirmed that normally, there will be a report to the Finance Committee and a virement would be proposed. If there is an area where there has been an underspend, then this would normally be used for the virement.

Another query was raised as to why money had been spent on the MUGA when there was no budget. The RFO clarified that the responsibility for this had been taken over during the course of the financial year and hence the reason for there being no budget. It was discussed that a budget figure ought to be put in and the Finance Committee should consider this and a virement being made.

The RFO confirmed that net expenditure is 69.41% and is therefore within budget.

The RFO also took members through the proposed budget for 2015/16, a copy of which had been circulated with the agenda. He advised that as a starting point, the budget for the current year had been considered, with a figure for inflation being added in. Also, reductions were made on certain headings where there had been little expenditure. Additionally, the Regeneration and Leisure Committee had put forward a number of projects which totalled £18,000. A budget had also been inserted for the MUGA, as well as adding in the reimbursement figure from the County Council for Pembrey Memorial Hall. Taking the foregoing into consideration, the budget would increase to the proposed figure of £308,530. Considering the tax base figure and multiplying this by the precept for a Band D property, the

121 Finance Committee was recommending an increase of 2.5% to the precept. This would mean the precept for a Band D property is £94.00 and the figure raised from the precept would be £296,986. It was being proposed that the shortfall is funded by way of £6,744 from general reserves and £4,800 from the Election Reserve.

The RFO advised that there would be no cutback of the Town Council’s services. Also, due to the reduction in the budget for certain headings, less needs to be taken from reserves, with the precept still being kept low.

Cllr Stephen James proposed that the draft budget be APPROVED , which was seconded by Cllr Mary Wenman, with all members being in favour.

164. To consider the report of the Finance Committee meeting held on Monday 12 th January 2015

It was RESOLVED that the minutes of the Finance Committee meeting held on the 12 th January be signed and accepted as a true record.

Matters Arising

P2 (6) Budget Monitoring

A query was raised regarding the information provided on budget monitoring being out of date. The RFO assured that he would verbally report anything of significance and emphasised that due to the timing, it was not possible for the documented information to be any more up to date.

165. To consider any planning applications

Members were advised that no planning applications had been received in the last month.

166. To consider any County Councillors’ reports

County Councillor John James advised that County Councillors had been busy considering next year’s budget, with the budget meeting due to take place on 24 th February. He confirmed that a number of proposed cutbacks had been removed, due to them being unpalatable. He advised that some proposed reductions to the budget relate to youth services, school crossing patrols, respite centres, meals on wheels, coastal protection and flood defence.

A query was raised about the progress on a new school premises for Ysgol Parc y Tywyn. County Councillor Hugh Shepardson advised that this is likely to go for planning permission in June. The flood maps have been changed by Natural Resources Wales and also the Welsh Government has now changed its maps, so it is hopeful that the planning process will progress shortly.

A query was raised as to whether County Councillor John James had any more information in relation to Tesco opening its store in Burry Port, in light of recent news on other stores. He confirmed that he has been speaking on a weekly basis to the relevant County Council officers and is being told that the store is proceeding but that it may be on a smaller scale. Members expressed concern about a potential downgrade and felt that a smaller store may not be to the benefit of the local community. County Councillor John James advised that there

122 should be a meeting taking place at the end of the month and further information should be available after this. He confirmed that no fine had been paid to date by Tescos for late completion.

Due to the County Councillors only being in a position to provide limited information, it was proposed and RESOLVED that communication be made with both the County Council and Tesco to invite a representative from each to attend to directly provide information to members on the current position.

Finally, County Councillor Hugh Shepardson updated members that the work in relation to upgrading the caravan site at Pembrey County Park is nearing completion and it is due to open in April.

167. To consider the Mayor’s report

The Mayor had no report this month.

168. To consider recommendations from the Snooker Room Sub Group for future use of the Snooker Room

Members were advised that the original sub group had held one meeting to date, when they had come up with an idea for the snooker room to be utilised for multi use by different sporting and fitness organisations. A notice has already been placed on the Town Council’s website, seeking expressions of interest but there have been no responses to date. The Clerk clarified that the reason why this issue was on the agenda was to obtain members’ approval to this proposed course of action and subject to this, further consideration could be given to it by the Regeneration and Leisure Committee. Members APPROVED this potential future use and referred the matter back to the Regeneration and Leisure Committee, for more detailed consideration and firm proposals as to how to promote this idea.

169. To consider a recommendation from the Regeneration and Leisure Committee for the future operation of bar facilities at the Memorial Hall

The Clerk outlined that this matter had been discussed at the recent Regeneration and Leisure Committee meeting, when it was agreed that bar facilities should not routinely be operated directly by the Town Council. It was felt that alternatively, the Council should seek tenders for the operation of bar facilities at the Memorial Hall, which would still generate additional income. A query was raised as to what would happen if an organisation which was using the hall had a preferred supplier and whether this would prevent that particular supplier being used. It was discussed that in any event, there would need to be more than one supplier, as otherwise, it may not be possible for an event to be covered.

Following the discussions, all members voted in favour of going out to tender, save for one member. It was further APPROVED that the matter be referred back to the Regeneration and Leisure Committee to formulate a tender document.

170. Consideration of the current condition of the former Pembrey School and the Council’s intentions in relation to the renewal of the lease

The Clerk outlined the current position in that the 15 year lease upon these premises had expired in April 2014. Since this date, the County Council has not taken steps to renegotiate

123 the terms of a new lease. However, information has been provided by a County Council officer that if a new lease was entered into, the County Council would only be offering a five year term. Due to remedial electrical works being required, an agreement was reached with the County Council last year that no rent would be paid for three years, subject to the Town Council undertaking the work. However, the current problems with water ingression have been reported to the County Council and the officer concerned has clearly stated that this issue is the Town Council’s responsibility, on the basis that it is a full repairing and insuring lease. It was raised that if the current problems are caused by an external structural fault, then the Town Council should still look to the County Council to rectify it. The TSO advised that at present, the cause of the water ingression and extent of the problem is unknown. He suggested that it maybe necessary to engage a structural engineer to look into the issues. Members felt that the County Council ought to assist with the services of a structural engineer, as they would have the necessary expertise within one of their own departments.

To move matters forward, it was proposed and RESOLVED that the County Councillors be asked to discuss this issue with the relevant County Council officers, at the earliest opportunity.

171. Consideration of ongoing WW1 commemoration events

It is still intended that further events be organised to commemorate WWI, although there are no firm arrangements at present. However, although not part of WWI commemorations, Cllr Moira Thomas referred to it being the 70 th anniversary of the death of Anne Frank and that many schools are planting saplings. This has been discussed at a recent Regeneration and Leisure Committee meeting and also a Finance Committee meeting and approval given for the purchase of a tree for each of the four local schools, should they wish to accept.

172. To consider Communications received

1. Letter from Kidney Wales Foundation dated 21 st January 2015. This advises that the Walk for Life is to be held on Sunday 26 th April 2015 and invites the Town Council to again organise a walk. In 2014, over 50 walks were held across Wales, with almost 1,500 people participating. The letter advises that the Walk for Life is one of Kidney Wales Foundation’s main fundraising events and therefore, this year, it is suggested that all participants pay a registration fee of between £3 to £5, which will include a Walk for Life t-shirt and also pledge to fundraise a suggested amount, possibly between £20 to £30 each.

Members APPROVED that the Town Council should once again participate in this event. Information can be circulated to local organisations to attempt to obtain support.

2. Letter from the Regional Fundraising Manager (South Wales) of Teenage Cancer Trust dated 21 st January 2015. This advises that last year, they marked the fifth anniversary of the specialist Teenage Cancer Trust unit in the University Hospital of Wales, Cardiff, which remains the only one of its kind in Wales. During this time, more than 300 young people with cancer have been helped. Each year, the Trust needs to raise around £600,000 in order to continue to provide the best possible care and support for young people from across the region. Last year, Community and Parish Councils in South and Mid Wales donated around £4,000 to help fund the unit and ongoing financial support is sought. The letter emphasises that the work of the Trust has a far reaching impact beyond the walls of the Teenage Cancer Unit itself. Through the Teenage Cancer Trust’s specialist team, young people from across the whole of Wales continue to benefit from a greater

124 awareness of the signs and symptoms of cancer, as well as the best support and care available. The letter concludes by advising that the Regional Fundraising Manager would be more than happy to talk to the Council in more detail about the work of the Trust.

Members APPROVED that the organisation concerned should be referred to the Town Council’s policy on donations/grants.

3. Letter from Natural Resources Wales received on 26 th January 2015. Due to our community being partly affected by tidal flood risk, the letter provides information on four exceptional high spring tides in 2015. These higher astronomical tides will be on 21 st February, 22 nd March, 31 st August and 28 th September. Natural Resources Wales will monitor the situation closely and issue flood warnings, if necessary. Noted.

4. Letter of thanks from Llanelli Ramblers for the donation to the 2015 Festival of Walks. Noted.

5. Letter of thanks from Burry Port Male Choir for a recent donation. Noted.

6. Letter from the Chief Executive of One Voice Wales dated 2 nd February 2015, inviting the Council to renew its membership from April 2015. The letter advises that over the past year, there have been many positive developments to the services of One Voice Wales, details of which have been provided. The cost of renewing the membership is £1,121.

Members APPROVED that the Town Council should renew its annual membership of One Voice Wales.

7. Email from PCSO Phillip Davies on 2 nd February 2015. This advises that following information provided, he has attended to look at the Grillo site wall. His view is that he cannot say for definite that it has been vandalised. This is because it also looks as if it has deteriorated due to weather, and parts of the wall are unsafe and are easily crumbling without much force being used. The email concludes by advising that the Police will monitor the area but no one has been seen damaging or climbing on the wall in recent months.

Although it was initially discussed that pressure should be placed on the owners to repair the wall, it was felt that caution should be exercised as this could hamper the development of the site.

8. Email from the Policy and Partnership Officer of Carmarthenshire County Council dated 2nd February 2015 advising that the next meeting of the Town and Community Council Liaison Forum is to be held on 26 th May 2015 at 6.30pm at County Hall Carmarthen. Information has already been passed to the Council’s representative, Cllr Stephen James. Noted.

9. Letter from the Diocesan Secretary of St Davids Diocesan Board of Finance dated 4 th February 2015. This is in response to a letter requesting the Board to reconsider its stance in relation to the land at the front of Pembrey Memorial Hall. The letter advises that the Board is a registered charity and as such, is unable under Charity Law to donate its assets to organisations and/or other charities whose objects are not similar or the same. It also

125 advises that due to obligations imposed, the Trustees are unable to consider leasing the land at a peppercorn rent, as was also requested as an alternative to the donation of the piece of land.

It was APPROVED that a further letter be sent to the St Davids Diocesan Board of Finance requesting that a licence for the land’s use be granted, on the basis that the local community would benefit and it could be returned at any time.

10. Letter from the Chief Executive of Carmarthenshire County Council dated 5 th February 2015 regarding the Authority’s third sector funding review. It advises that the Welsh Government settlement for Carmarthenshire County Council gave a 3.3% reduction (- £9.348m). As a result of this, the Authority is having to make savings of some £45m over the next three financial years. As part of its financial planning, the County Council has been undertaking a strategic review including all third sector funding facilitated by the Authority. The aims of the review are to identify areas of duplication of services; identify opportunities for collaboration (resulting in efficiencies); ensuring that activities currently funded meet the needs of the citizens of Carmarthenshire; identifying more innovative ways of delivering services by possibly using locality approach; ensuring that funding given to the third sector delivers best possible value for money for local citizens. All organisations who have been receiving funding over the past few years are being requested to complete an impact assessment questionnaire, which is available at http://online.carmarthenshire.gov.uk/thirdsector . The information received will be used to assess what options are available to the provider of services and the Authority as the funding body. Noted.

11. Email forwarded by One Voice Wales on 6 th February 2015 on behalf of the Public Appointments Unit of the Welsh Government. This attaches an advertisement for the appointment of members to Community Health Councils. Such appointments require members to be available for between three to five days per month. Successful candidates will be provided with full training and support and any “out of pocket expenses” such as travel will be reimbursed. The closing date for receipt of applications is 23 rd February 2015. Noted.

12. Email forwarded by One Voice Wales on 9 th February 2015 on behalf of Cymru’n Cofio – Wales Remembers 1914 – 1918, which attaches a link to a press release from the First Minister of Wales regarding the Welsh Government’s plans for the commemoration of the First World War in 2015, following his recent visit to the Christmas Truce exhibition in Bodelwyddan Castle. www.walesremembers.org Noted

13. Email from the scheme organiser at Home-Start Carmarthen-Llanelli on 9 th February 2015. This advises that it is a family focused charity, who have been operating in the County for the past 15 years, during which time, it has supported families experiencing a plethora of everyday challenges. Its volunteers are DBS checked and undertake over 40 hours of training before commencing their support and their remit is to offer practical and emotional assistance. The volunteers go into family homes for a minimum of two hours per week and take a non judgemental approach. The assistance has seen successful in facilitating better school attendance, completed homework, better nutrition and better concentration, amongst others. The email seeks practical assistance from the Council in

126 promoting the charity’s work and specifically refers to the possibility of a link/its logo being included on the Council’s website. It also advises that members of its team are willing to address meetings.

Members APPROVED that this be referred to the Regeneration and Leisure Committee.

14. Minutes received of the February PACT meeting (copy attached).

Cllr Graham Davies reported that there had been good discussion on police issues at the last PACT meeting. The Clerk advised that PCSO Phill Davies had requested her to inform members that comments had been made by certain members of the public regarding the lack of Pembrey Councillors at the meetings. County Councillor Hugh Shepardson advised that he and County Councillor Shirley Matthews sit on the Lifeboat Management Committee, which meets on the same night as the PACT meeting.

173. To receive reports by elected members, if any

There were no reports from elected members.

174. Report of the Clerk on matters of administration

1. Previously, arrangements were made for the Police and Crime Commissioner, Mr Christopher Salmon, to meet with Councillors on 19 th March 2015. Unfortunately, notification has been received that this date is no longer convenient for the Commissioner and the Council has been requested to suggest a few alternative dates for a possible meeting.

It was APPROVED that the Clerk try to arrange for the Police Commissioner to attend immediately prior to either the March or April Town Council meeting.

2. Letter received on 17 th February 2015 from the Head of Transport and Engineering of Carmarthenshire County Council. This advises that it is proposed to introduce a prohibition of driving order along the Byway Open to All Traffic (BOAT) 57/74 which runs from its junction with Heol Ddu U2323 at Penymynydd for a distance of 1.7 kilometres in a south westerly direction, ending near Capel Carmel at the Graig, Burry Port. This is due to it being considered unsafe for motorised vehicles, although motor cycles are exempt from the proposal. Any views which the Council has on the proposal must be received by Friday 27 th February, after which, it will be assumed that there are no objections. Noted.

3. Information has been received from One Voice Wales regarding training sessions being run locally during the course of the next month. (copy email attached ). Noted.

4. Members are reminded that the annual Cawl Cennin will be taking place at the Memorial Hall on Tuesday 3 rd March and assistance in the preparation for the event and on the day would be welcomed, together with raffle prizes.

It was noted that the preparation for the event will be taking place on Monday 2 nd March.

127 5. Final item to be taken in camera – consideration of minutes of a Civic Governance and Personnel Committee meeting on 23 rd September 2014.

The Clerk circulated the minutes of this meeting, which were considered and accepted by members.

128

Pembrey and Burry Port Town Council Monthly Meeting Wednesday 18 th March 2015

Councillor Andrew Phillips (Mayor) Councillors Graham Davies, John James, Stephen James, Robert John, Mrs Pat Jones, John Hedley Jones, Mrs Shirley Matthews, Mrs Susan Northam, Michael Theodoulou, Mrs Moira Thomas, Mrs Mary Wenman and Hefin Williams.

In attendance: Melanie Carroll-Cliffe (Town Clerk), Alan Howells (Responsible Finance Officer), John Ridgway (Technical Services Officer)

(Former OAP Hall, 7.15pm – 8.55pm)

175. Opening Prayer

The opening prayer was given by Cllr Graham Davies.

176. Personal Matters

Apologies were received from Cllrs Malcolm Davies, Ken Edwards, Mrs Jean Hire, David Owens and County Councillor Hugh Shepardson.

177. To receive Members’ Declarations of Interest in respect of the business to be transacted

Members confirmed their usual declarations of interest.

178. Police Business

Sergeant Ceri Howells was in attendance and presented the police report, as set out below.

During the month of February 2015, 23 crimes have been reported in the Burry Port section down up from 14 in the same period last year.

Within the month of February officers have had to attend to 175 calls, 34 of these needed an immediate response, 47 had to be answered within the hour and 63 were registered as simply needing attendance with another 31 not needing a response.

Crimes of note:

Criminal Damage

There have been 8 recorded cases of criminal damage in January. One of which was an incident in Pemberton Avenue where the IP had 2 vehicles scratched and two separate occasions.

Burglary

There were 0 recorded burglaries during February.

129

Anti-Social Behaviour

There were 11 anti-social behaviour calls in February, 2 separate calls for Station Road where youths were causing nuisance by knocking windows of local shops. Officers attended and identified the youths and were given words of advice.

Drug Offences

In February there were 4 drug offences recorded in the Burry Port section. One of which was a male found to be in possession of various drugs, the male has now been charged and will appear in court in due course.

The Team are currently working on several warrants and are always keen to gain intelligence from the community.

Following the report, a member queried the age of the children involved in the anti social behaviour referred to. The Sergeant advised that there were two 16 year old youths, one 17 year old youth and he was unable to recall the age of the other youth.

A query was also raised as to the age you have to be to purchase the so called “legal high” tablets. The Sergeant advised that you should be 18 years old but they are in fact currently very easy to obtain. He confirmed that the Police are linking with Trading Standards to try to prevent such sales.

A query was also raised as to how the Police intended to tackle the groups of youngsters who congregate in the shelters by the train station, as they can be intimidating, even if they are not doing anything illegal. The Sergeant advised that they are trying to target foot patrols on the station, as they are aware of the problem.

It was also highlighted to the Sergeant that it is likely that alcohol is being consumed in the Memorial Park, as there is a considerable amount of broken glass left behind, especially on weekends. The Sergeant confirmed that there would be more monitoring there, as he is aware that the issues will increase in the forthcoming lighter evenings.

Cllr Mrs Mary Wenman referred to the earlier meeting which had taken place with the Police and Crime Commissioner, Mr Christopher Salmon. As the Council firmly wishes the Police Station in Burry Port to remain open, Cllr Wenman proposed that a public meeting be called, to enable local residents to voice their opinions. This proposal was seconded by Cllr Stephen James and was approved by all members. It was therefore RESOLVED that a public meeting, to be chaired by the Mayor, be arranged as soon as practicable, with the local MP and AM to be invited to participate. The Sergeant advised that it would be possible for him to attend the public meeting, for the purpose of guidance and reference.

179. To confirm the minutes of the meeting held on 18 th February 2015

The minutes of the Town Council meeting held on 18 th February 2015 were accepted as a true record.

130

180. Information from the aforesaid minutes

P122 (166) County Councillors’ Reports

Following a query, the Clerk updated that a communication had been sent to both the County Council and to Tesco, to invite a representative from each to attend to directly provide information on the current position of the proposed new Tesco store. No response has been received from Tesco. A brief response had been received by email from the County Council, advising that the request had been passed to the relevant department.

P127 (174) Report of the Clerk (4)

Cllr Moira Thomas updated that the recent Cawl Cennin event had been a great success, with 120 people attending.

181. Report of the Technical Services Officer (TSO)

Cemetery

(a) Burial s

During the month of February 2015 there have been 2 burials, 1 scattering of ashes and 1 burial of ashes.

Wales in Bloom /Britain in Bloom 2015

1 Glan-y-Mor School pupils have designed a garden opposite the Junior School to commemorate Twm’s Cinema which once stood on the site, their carpentry class will endeavour to construct two cinema benches.

2 The RNLI have designed an area just south of the Clwb Bach to show a boat and the sea.

3 Arriva Trains Wales hope to repaint shelters, seating, cycle shelters and poster frames, they will also provide 3 planters for the south side of the station.

4 Pembrey home and business owners are willing to have hanging baskets on their premises.

Cllr Shirley Matthews updated that she intended going to speak with business owners in Burry Port the following week.

5 TSO in discussions with Welsh Government Transport Dept regarding Wales in Bloom signs to be located road entrances to Pembrey and Burry Port.

Following a query raised in relation to potential banners being erected on the train station, the TSO advised that this has not yet been looked into.

Memorial Hall

1 Decision to be made on position of mirrors in side room.

2 Demonstration of Mood Lighting to take place w/c 9 th March 2015.

131

Snooker Room

Posters have been placed on all noticeboards requesting expressions of interest from the community with a view to hire the room.

The TSO updated that there have been no expressions of interest to date. Cllr John James advised that he is aware of an interested organisation who will be getting in touch.

Pembrey Memorial Hall

Following a meeting with Keri Phillips the Fire Officer the TSO informed Matt Morden CCC that all the works outlined in Fire Officer’s report of the 8 th June 2014 had not been completed namely the repositioning of the water heater in the foyer into the kitchen and the replacement/repair of external emergency lighting.

TSO also informed Matt that a collapsed sewer in the front of the building had not been repaired as promised and was now a possible health risk.

Noticeboards

The perspex which was the wrong size has now been replaced and has been installed in the following noticeboards.

1 At the Town Centre. 2 Outside front of Institute. 3 Randell Square, Pembrey.

Serendipity Nursery

Following a meeting with Pembrey councillors on the 2 nd March 2015 it was decided to invite Jonathan Fearn, Head of Corporate Property CCC to a meeting to discuss the lease and the on going problems with water ingress into the building.

Lamp Post Banners

Bannerflex are currently producing draft proposals for the banners.

The TSO updated that he has received a design that he will be taking to the Regeneration and Leisure Committee.

Footpath Maintenance

Furnace Fields 71/5 – Embankment 57/60

A query was raised as to the position relating to the sign into Burry Port being taken over from the County Council. The County Councillors advised that they are presently awaiting to hear back upon this.

132

182. To consider the report of the Regeneration and Leisure Committee meeting held on Thursday 5th February 2015

It was RESOLVED that the minutes of the Regeneration and Leisure Committee meeting held on the 5th February be signed and accepted as a true record.

Matters Arising

There were no matters arising.

183. Report of the Responsible Finance Officer (RFO)

The RFO, Alan Howells, presented his report, as set out below:

1. Bank

The following cash balances are held with Balance at bank Unpresented Council cash Lloyds at 28th February 2015 :- cheques book balance £ £ £

Business Instant Access account 252,499.95 252,499.95 Community Account 18,986.22 5,382.16 13,604.06 Imprest account 262.67 262.67 £271,748.84 £5,382.16 £266,366.68

2. Schedule of accounts paid

The following accounts have been paid from 1st to 28th February 2015:-

Cost ex Supplier Details Ref Vat VAT Total £ cost Xerox Finance Admin - photocopier costs 3 143.09 28.62 171.71 Smith of Derby Hall - Clock maintenance 1 210.00 42.00 252.00 Local World Ltd Public Notices - Alcohol licence 3 158.56 31.71 190.27 Consortium Hall - cleaning materials 1 70.88 14.18 85.06 Consortium Hall - cleaning materials 1 172.98 34.60 207.58 Action Surveillance and CCTV Hall - Maintenance 1 330.00 66.00 396.00 JW Plant & Co. Ltd. Commonwealth Flag 9 116.00 23.20 139.20 Travis Perkins Cemetery - maintenance 4 353.80 70.76 424.56 Travis Perkins Cemetery - maintenance 4 37.84 7.57 45.41 Travis Perkins Cemetery - maintenance 4 25.82 5.17 30.99 War Child WWI event reimbursement 9 110.00 110.00 Britain in Bloom - travelling John Ridgeway expenses 3 338.40 338.40 Biffa Hall - Refuse costs 1 122.75 24.55 147.30 Biffa Cemetery - Refuse costs 4 74.72 14.94 89.66

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Chivers Corner Garage Cemetery - Vehicle costs 4 59.63 11.93 71.56 British Gas Gas - Memorial Hall 1 1442.74 288.54 1731.28 Lyreco Admin supplies 3 47.08 9.42 56.50 Parker Plant Hire Hall - Storage 1 61.60 12.32 73.92 Parker Plant Hire Hall - Storage 1 61.60 12.32 73.92 Plusnet Internet provider 3 15.00 3.00 18.00 Pembrey Memorial Hall - IWEC - cr. Note maintenance 1 -122.60 -24.52 -147.12 IWEC Xmas Lighting 9 39.00 7.80 46.80 IWEC Xmas Lighting 9 235.00 47.00 282.00 CCC Footway Lighting 1 8739.12 1747.82 10486.94 British Gas Electricity - Copperworks 1 14.65 0.73 15.38 British Gas Electricity - Institute 1 246.01 49.20 295.21 British Gas Electricity - Pembrey School 1 199.97 9.99 209.96 British Gas Electricity - Memorial Hall 1 186.99 9.34 196.33 British Gas Electricity - Cemetery 4 166.87 8.34 175.21 British Gas Electricity - OAP Hall 1 26.63 1.33 27.96 British Telecom Admin - mobile phone 3 20.00 4.00 24.00 13704.13 2561.86 16265.99

The RFO highlighted that the only unusual payment was to Carmarthenshire County Council for the annual payment of footway lighting. He confirmed that this was within budget for the year.

3. Petty Cash

Payments made from 1st to 28th February 2015

Postage (2nd Class) 3 53.00 53.00 Llanelli Star 3 0.75 0.75 Cable ties 3 1.40 1.40 J.Milligan - framing 3 4.40 4.40 Picton sports - Protective clothing 4 21.16 4.23 25.39 Tesco - Cawl Cennin 9 25.07 25.07

Total payments made from petty cash £105.78 £4.23 £110.01

There were no unusual items of expenditure from petty cash.

4. Budget Monitoring Report

The Budget monitoring report for the period 1st April 2014 to 31st January 2015 has been circulated to Members.

The RFO advised that the budget monitoring report had been considered at the last Finance Committee meeting. There are some items which are over budget and therefore, virements

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were approved by the Committee. However, funds were not being taken from reserves and instead, the virements were being made from other budgets.

The RFO advised that as at the end of January 2015, income and expenditure should be 83%.

Income is within budget. The footpath grant is still awaited.

Employees’ costs are within budget, as are administration costs.

Civic expenditure is within budget. The RFO advised that there has been expenditure upon the recent Cawl Cennin event. In relation to expenditure on the cemetery/footpaths, the RFO referred to some of the headings being over budget. He advised that under maintenance and repairs, a late bill had been received and there were also increased refuse costs. The RFO confirmed that as requested by the Finance Committee, he would be separating the costs for maintenance and those for repairs.

Expenditure on the Hall and Institute is within budget, although some proposed virements have been approved by the Finance Committee. The RFO referred to the fact that since setting the budget, electricity costs have significantly increased. He confirmed that there has been an increased figure for electricity in the new budget which was recently approved.

In relation to expenditure on the Hall and Institute refurbishment, there are still a few items to be paid. The application for payment of the grant funds is being finalised.

Expenditure on the Copperworks is well below budget, as is the former Pembrey School. Due to the agreement with the County Council, a virement has been recommended in relation to the budget for the lease on the former Pembrey School.

Expenditure on Pembrey Memorial Hall is within budget, based upon the figures provided by Carmarthenshire County Council. The RFO advised that there are still some refurbishment costs to be paid, but these will be covered by what has been received from the County Council.

Expenditure on Special Projects is within budget. The RFO referred to the fact that a couple of the budgets have not yet been spent at all, although the bus shelter invoice has now been received. Again, two virements have been recommended. Also, a budget for the MUGA will be added in. A query was raised by a member in relation to the existence of a heading for the Maritime Park. The RFO confirmed that this does not need to be included and will therefore be removed.

The RFO confirmed that net expenditure is 75.35% and is therefore within budget for year to date.

184. To consider the report of the Finance Committee meeting held on Monday 9th February 2015

It was RESOLVED that the minutes of the Finance Committee meeting held on the 9th February be signed and accepted as a true record.

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Matters Arising

P3 (9) New £9 million programme launched by the Big Lottery Fund

Cllr Michael Theodoulou confirmed that he had met with the Clerk and the Vice Chair of the Finance Committee regarding this programme, to provide further information. Cllr Theodoulou advised that funding from this programme is not available to the Council.

P4 (11.2) Christmas Lighting – reimbursement of electricity for local businesses

A member queried whether the local businesses had now been paid. The RFO advised that he requires the names/addresses and will be attending to it the following week.

185. To consider any planning applications

Application No. Name and Address of Description of Application Applicant S/31665 Mr Robert Yate Proposed Menage building Brynymor Pembrey APPROVED S/30251 Mr Shaoul Houri 2 no 4 bedroom detached dwellings Land at Bayview along with demolition of existing Y Graig garage to be replaced with Burry Port hardstanding REFUSED – on the grounds of poor access, drainage and sewerage S/31686 Peter Thomas Proposed extension to existing 2 Harbour Approach detached garage and change of use to The Harbour home office accommodation. APPROVED S/31687 Mr Marek Sprusinski Ground and first floor extension to the 131 Dolau Fan Road north eastern side of existing garage. Burry Port Small porch extension to the front (south east) of the property. APPROVED

Re S/30251 – The TSO referred to the fact that the previous year, an application had been submitted for one house on this land. At that time, the Town Council was not happy about excess drainage and sewerage and this was again the feeling at the Planning Committee meeting held the previous evening. The TSO advised that he has spoken to the Planning Department and the applicant has made road improvements. However, there are approximately 12 objections to date. It was proposed that the view of the Planning Committee be supported and the application be objected to. Following a vote, members voted in favour of opposing the application, save for Cllrs John James, Mrs Pat Jones and Michael Theodoulou who abstained.

There was some discussion in relation to how much weight attaches to the Town Council’s views upon planning applications. Cllr John James confirmed that the County members’ views and also Town Councillors’ views are taken into consideration.

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186. To consider any County Councillors’ reports

County Councillor Mrs Pat Jones advised that she had no report, due to her recent holiday.

County Councillor John James advised that a consultation has commenced on dog control orders and can be viewed on line. In Dyfed Powys, the Police have PCSOs that can fine but it is not done locally as there are currently no dog control orders.

187. To consider the Mayor’s report

The Mayor advised that his charity rock concert will be taking place on 10 th April 2015 at the Memorial Hall. Three local groups will be performing and he hopes for good support through attendance and will also appreciate assistance on the door.

188. To consider the consultation on the ‘Devolution, Democracy and Delivery White Paper-Reforming Local Government:Power to Local People’ and the Council’s response to the consultation survey (copy discussion points enclosed but the White Paper and consultation survey should be viewed on the Welsh Government website)

The Clerk advised that a response to the White Paper is to be provided by 28 th April 2015. She also advised that she was attending a meeting the following day arranged by the SLCC. Mr Dan Jones of the Local Government and Democracy Division of the Welsh Government will be giving a presentation on the proposals at this event.

Due to the detailed nature of the document, members were of the view that it would be preferable for it to be considered at a special meeting. It was APPROVED that the Clerk should set a time and a day and notify all Councillors, so that those who are interested in formulating a response on behalf of the Town Council can attend.

189. Consideration of providing financial support by way of match funding to the Pembrey and Burry Port Heritage Group-recommendation from the Finance Committee meeting of 09/03/15 (copy preliminary project enquiry enclosed)

Cllr Graham Davies advised that there was now a more up to date version of the project enquiry, although the template is along the lines of that which has already been circulated. The new version will emphasise the partnership with the Town Council, rather than it being Council led. It will also reflect the importance of sustainability and working with local schools and colleges. Additional information will be included to refer to the increased footfall to the area, the economic effect and the aspects of job creation. Cllr Graham Davies advised that once the project enquiry is submitted to the Lottery Fund, there is a 10 day turnaround.

The Mayor advised that the project enquiry had been considered both by the Regeneration and Leisure Committee and the Finance Committee, who were recommending that the Town Council should provide support by way of match funding of up to £10,000.

A query was raised in relation to who the mentor referred to in the project enquiry would be. Cllr Graham Davies advised that it is envisaged that this would be someone from a local university or college or an individual with excellent local knowledge.

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Members discussed that it was important that it is shown that the Town Council is supporting the application when it is submitted, to maximise the chances of success. Following the discussions, Cllr Michael Theodoulou proposed that the Town Council commits to providing match funding up to £10,000 if the bid is successful which was seconded by Cllr Mrs Mary Wenman. This was APPROVED , with all members voting in favour.

190. Consideration of proceeding with an application for outline planning permission for housing on land at Morlan Terrace, Burry Port(Copperworks site)-recommendation from the Finance Committee meeting of 09/03/15 (copy email/letter from Darkin Architects enclosed)

Members discussed that they had previously been in favour of developing this site, which had only been hampered due to the earlier flood map. They were therefore of the view that this possibility for the Copperworks site should again be explored, although it was suggested that the Council should consult with local people on needs and wants. Members voted on the proposal to proceed with an application for outline planning permission, with all members voting in favour.

191. To consider the installation of a new fire alarm system at the Memorial Institute- referral from the Finance Committee meeting of 09/03/15

Members APPROVED that the Town Council proceeds with the purchase and installation of a new fire alarm system at the Memorial Institute.

192. To consider the preparation of “Whole Place Plans” (copy draft document prepared by ‘The Means’ and information on the Well-being Future Generations (Wales) Bill enclosed)

The Clerk advised that she had recently met with a Partner from the organisation “The Means”, who had also provided the draft document which had been circulated to members. She also advised members that Llanelli Rural Council has engaged The Means to undertake work on its behalf, which is currently progressing. The purpose of this is in anticipation of the introduction of the Well-being Future Generations (Wales) Bill, in relation to which some information had been circulated to members with the agenda.

There were varying views between members as to the potential benefit of an organisation such as The Means undertaking work of this nature on behalf of the Town Council. Some felt that much of the work could be carried out internally and referred to the fact that a start had already been made, by way of the open evening and survey. It was also felt that there was no immediate rush and that if a firm was to be employed, then the Council would need to go out to tender. On the other hand, it was also expressed that work of this nature should not be immediately discarded and that the Council should look more closely at what is happening with Llanelli Rural Council and should also look at other areas which have already been assisted by The Means.

The Clerk advised members that the Partner from The Means had indicated his willingness to attend to meet with them, to provide additional information and/or address queries. However, some reservation was expressed in relation to this, as if ultimately a contract was awarded to that organisation, then it could cause difficulties if other competing firms had not had a similar opportunity.

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Following the discussions, it was proposed and APPROVED that the Clerk contact the Clerk of Llanelli Rural Council, to request him to speak to members about the work which The Means is carrying out on behalf of his Council, so that an impartial view is given.

193. To consider Communications received

1. Email from Policy & Partnerships Team of Carmarthenshire County Council dated 26 th February forwarding a letter from the Executive Board member, Cllr Mair Stephens in relation to the Devolution, Democracy and Delivery White Paper. This advises that the County Council will be considering and responding to the proposals contained in the White Paper and it encourages Town and Community Councils to do likewise. Noted.

2. Email dated 26 th February from One Voice Wales forwarding an email from the Welsh Government. This advises that the Minister for Finance and Government Business issued a consultation document on 24 th February on proposals for a Landfill Disposals Tax to replace Landfill Tax in Wales in 2018. The Minister is keen to engage with members of the public on this consultation and has specifically asked that Town and Community Councils are informed and invited to respond. The consultation document can be viewed on the Welsh Government website at http://gov.wales/consultations/finance/landfill-disposals-tax/?lang=en . The closing date for responses is 19 th May 2015. It was APPROVED that any members who wish to respond, should directly contact the Clerk.

3. Letter from the Secretary of Burry Port Memorial Park Bowling Club dated 1 st March 2015, thanking the Town Council for taking over the responsibility for the cutting of the hedge around the bowling green. Noted.

4. Letter from War Child dated 3 rd March 2015 thanking the Council for the donation of £110 from the proceeds of the World War I commemoration evening. Noted.

5. Email from One Voice Wales dated 4 th March 2015, forwarding an email from the Health and Social Care Committee at the National Assembly for Wales. This advises that the Committee is calling for evidence on the general principles of Regulation and Inspection of Social Care (Wales) Bill. The Committee invites written evidence to assist in its scrutiny of the Bill and in particular in relation to specific questions – copy attached . The Bill and the accompanying Explanatory Memorandum can be viewed on the National Assembly for Wales website at http://www.senedd.assembly.wales/mgIssueHistoryHome. Submissions must be received by 16.00 hours on 24 th April 2015. Noted.

6. Email from the Policy and Partnerships Team of Carmarthenshire County Council dated 9th March 2015 forwarding information from Wendy Walters (Interim) Assistant Chief Executive of Carmarthenshire County Council regarding the consultation about changes to the monitoring of CCTV cameras. ( copy attached )

Members support the monitoring of CCTV continuing and therefore it was APPROVED

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that the Council’s objections be recorded.

7. Email from One Voice Wales dated 10 th March forwarding an email from Natural Resources Wales. This advises that Natural Resources Wales is holding a series of events across Wales to explain the work of its Board members and to provide information to anyone who might wish to apply to become a Board member in the future. The nearest venue is at Merthyr Tydfil on 17 th April 2015. Further information is available from the office, if interested. Noted.

194. To receive reports by elected members, if any

Cllr Michael Theodoulou advised that he had been approached by a number of local people regarding the condition of the Harbour, in terms of the state of the walls and also the sand banks. He therefore requested that it be placed on the agenda for the next Town Council meeting for there to be a detailed discussion.

Cllr John James referred to the fact that if the intended regeneration of that area proceeds, then money will be available. He advised that the Leader of Carmarthenshire County Council, Mr Kevin Madge is due to attend at the Harbour the following week. Cllr Mrs Pat Jones added that the new Director for Technical Services also wishes to attend at Burry Port.

Cllr John James advised that he had attended the recent Hywel Dda open day held at the Selwyn Samuel Centre. Following this, he felt that there was more openness from the new Board. He had raised some issues, including the improvement of surgery appointments and also transport to hospitals, particularly to Glangwili Hospital in Carmarthen.

195. Report of the Clerk on matters of administration

1. Email from the Centre Manager of T ŷ Mair Family Centre advising of the date of their Annual General Meeting, which is to be held on Tuesday 14 th April 2015 at 4pm. A warm welcome is extended to all to attend. Noted

2. Email from the Communications and Outreach Support Officer of Plantlife on 13 th March, providing information on the National Plant Monitoring Scheme, which was launched at the beginning of March. The scheme is the first of its kind and seeks volunteers across the United Kingdom to visit a kilometre square local to them and record the plants they find there in several different plots. The scheme will enable the organisation to explore how plants in different habitats are responding to changes in the environment. This is a Government backed scheme and is being delivered by a partnership comprising of the Botanical Society of Britain and Ireland, Centre for Ecology, Joint Nature Conservation Committee and Plantlife. Plots have been randomly selected across the UK and these can viewed on www.npns.org.uk All volunteers registering for a plot on the website will receive a survey pack and will be able to access free training courses, telephone and email support. Volunteers carry out the survey of their plots twice a year. The email requests that this information be circulated within the local community and if possible, be placed on the Council’s website. Noted

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3. Email from One Voice Wales on 16 th March 2015. This refers to the Housing (Wales) Act 2014 which received Royal Assent on 17 th September 2014 and which gives Local Authorities discretion to charge council tax premiums on long term empty homes and second homes in Wales. Consultations commenced on 13 th March on Exemptions to the Council Tax Premium for Long Term Empty Homes and Exemptions to the Council Tax Premium for Second Homes and will close on 13 th June 2015. Consultations can be viewed on http://gov.wales/consultations . Noted

4. Email from the Chair of the Carmarthenshire Local Access Forum. This advises that the Forum is a statutory body comprising of local people that provides advice to Carmarthenshire County Council, Natural Resources Wales and other key organisations about improving access to the countryside, public rights of way and green spaces within the County. The Chair aims to ensure that there is greater awareness of the Forum and the work that it does. The email invites the Council to contact either the Chair or the Forum Secretary if it has any issues regarding access that it feels that the Forum may be able to support or assist with. Additionally, the Forum is currently looking to recruit some new members and therefore if interested, please contact the Secretary for an application form on [email protected]. Noted

5. Email from Isabel Goodman on 18 th March. This refers to the two day Football Festival taking place at Woodbrook Lane playing field on the weekend of 30 th and 31 st May, which she and her husband are organising in association with Burry Port Junior Football Club. In excess of 250 children are expected over the two day event. Entry per child will be through the donation of a pair of football boots or a football kit, which will then be shipped out to the Children’s Football Academy in Gambia. The email enquires if the Council is willing to donate or hire tables and chairs to be used in a marquee over the two day event.

The Town Council were happy for its tables to be used at this event. However, some concern was expressed at allowing the Memorial Hall’s chairs to be used, as they have only recently been re-covered. Alternatively, Cllr Mrs Shirley Matthews advised that the Carnival Committee has some older chairs which could be used at the event. A member also suggested that the Council should consider financially supporting the event and it was therefore APPROVED that the Finance Committee should consider making a financial donation.

6. Discussions took place at the recent Regeneration and Leisure Committee meeting regarding the donation of an “Anne Frank” horse chestnut tree to each of the four local schools. It was suggested that an event be organised to present the trees to representatives from the schools and the Committee referred this to the Town Council to consider a suitable date.

Members APPROVED that an event should be arranged and it was suggested that this could possibly be linked to a special date which is relevant to Anne Frank. Cllr Graham Davies referred to the pack of information which was available and confirmed that he would be happy to consider this further, once confirmation had been obtained that the schools wished to be involved.

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There was also some discussion in relation to the VE Day 70 th anniversary commemoration event which has been organised by Burry Port Rugby Club at the Memorial Hall on Saturday 9 th May. It was also confirmed that the Town Council would now be participating and will be holding an event on Friday 8 th May. There was discussion about the possibility of holding a church service and it was suggested that it would be appropriate for this to be held at Pembrey Church, especially having regard to RAF Pembrey. Members APPROVED that enquiries be made and that possibly, the service take place either on the first or third Sunday in May, bearing in mind the number of events being held on the weekend of the 8 th – 10 th May.

142 Pembrey and Burry Port Town Council Monthly Meeting Wednesday 15 th April 2015

Councillor Andrew Phillips (Mayor) Councillors Graham Davies, Malcolm Davies, Ken Edwards, Mrs Jean Hire, John James, Robert John, Mrs Pat Jones, John Hedley Jones, Mrs Shirley Matthews, David Owens, Michael Theodoulou, Mrs Moira Thomas and County Councillor Hugh Shepardson.

In attendance: Melanie Carroll-Cliffe (Town Clerk), Alan Howells (Responsible Finance Officer), John Ridgway (Technical Services Officer)

(Former OAP Hall, 7.00pm – 9.15pm)

196. Opening Prayer

The opening prayer was given by Cllr Graham Davies.

197. Personal Matters

Apologies were received from Cllrs Stephen James, Mrs Susan Northam, Mrs Mary Wenman and Hefin Williams.

198. To receive Members’ Declarations of Interest in respect of the business to be transacted

Members confirmed their usual declarations of interest.

199. Police Business

PCSO Phillip Davies was in attendance and presented the police report, as set out below:-

During the month of March 2015, 38 crimes have been reported in the Burry Port section up from 21 in the same period last year.

Within the month of March officers have had to attend to 182 calls, 36 of these needed an immediate response, 52 had to be answered within the hour and 58 were registered as simply needing attendance with another 36 not needing a response.

Crimes of note:

Criminal Damage

There have been 5 recorded cases of criminal damage in March. One of which was a vehicle had its wing mirror damaged in New Street, Burry Port, enquiries have been conducted but have led to no suspects being identified.

143 Burglary

There were 2 recorded burglaries during March in the Burry Port section, one of which was domestic related and another was whereby a motorcycle was taken from a shed in the Pembrey area. The bike was eventually recovered and given back to the owner but no suspects were identified.

Anti-Social Behaviour

There were 7 anti-social behaviour calls in March, with no calls in relation to the town centre.

Drug Offences

In March there were 4 drug offences recorded in the Burry Port section, all of which were for possession of cannabis and have been dealt with accordingly.

Cllr Mrs Pat Jones referred to the fact that there had been many OWL messages recently. PCSO Phillip Davies advised that these would be reported in next month’s meeting but indicated that there had been a spate of criminal damage incidents, mainly in the Church Road and Tyle Teg areas.

PCSO Phillip Davies also made reference to the PACT meetings and he informed members that residents were commenting on the lack of Pembrey Councillors at the meeting. It was stated that there is sometimes a clash of meetings and also, an explanation had been provided as to why Cllr David Owens was unable to attend these meetings.

200. To confirm the minutes of the meeting held on 18 th March 2015

The minutes of the Town Council meeting held on 18 th March 2015 were accepted as a true record.

201. Information from the aforesaid minutes

P131 (181) Report of the TSO – Wales in Bloom/Britain in Bloom 2015

Cllr Mrs Moira Thomas advised that she had attended the RainScape meeting earlier that evening and that it appeared that they would be digging up under the railway station when the judging will be taking place. County Councillor Hugh Shepardson advised that he did not think the work would be by the railway. Cllr John James indicated that he had further information and would provide this as part of his report later on in the meeting. Cllr Mrs Moira Thomas suggested that a Wales/Britain in Bloom sub group meeting should be arranged for progress to be discussed.

P137 (187) Mayor’s Report

Cllr Mrs Moira Thomas congratulated the Mayor on the success of the recent rock concert held at the Memorial Hall.

144 P137 (189) Pembrey and Burry Port Heritage Group

Cllr Graham Davies advised members that the project enquiry had now been submitted and a response had been received that day which was favourable. He indicated that the Heritage Group has now been invited to proceed to the next stage. Furthermore, a considerable amount of advice had been provided in connection with the bid, to include reducing the vision, which would in turn reduce costs.

Cllr Graham Davies also referred to an “Ann Frank” tree ceremony, which had previously been discussed. He confirmed that having made contact with the local schools, these would all be delighted to accept a tree each. He suggested that something be arranged for this term, once the trees have been obtained.

202. Report of the Technical Services Officer (TSO)

Cemetery

Burial s

During the month of March 2015 there have been 5 burials, 1 scattering of ashes and 1 burial of ashes.

Wales in Bloom /Britain in Bloom 2015

1 Work has commenced on the site that Glan-y-Mor School pupils designed to commemorate Twm’s Cinema which once stood on the site, their carpentry class will endeavour to construct two cinema benches.

2 Work has also commenced on the RNLI garden south of the Clwb Bach Roundabout.

3 The TSO had a meeting with members of the Bowling Club who are very interested in getting involved in the competitions.

4 Pembrey Gardening Club are going to plant a bed in the Memorial Gardens to commemorate World Wars 1&2.

5 TSO still in discussions with Welsh Government Transport Dept regarding Wales in Bloom signs to be located at road entrances to Pembrey and Burry Port.

6 The Pembrey Over 60s Club have expressed an interest in being involved.

7 Banners to highlight the competitions will be erected in Burry Port and Pembrey next week.

A query was raised as to whether Pembrey school had been contacted. The TSO confirmed that he had made contact with the school and that it had wished to plant at Court Farm. However, this had not been suitable and therefore, two other beds had been suggested but as yet, he had not heard back from the school.

Memorial Hall

1 Furniture to be delivered w/c 13 th April 2015.

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2 The Mood Lighting has been ordered and installation will take place approx. end of April.

Pembrey Memorial Hall

The water heater in the foyer has now been repositioned and the emergency lighting will be installed w/c 13 th April as per the Fire Officers requirements. New external lights will be installed w/c 13 th April.

Lamp Post Banners

Bannerflex are currently manufacturing the banners and these will be available in approximately 3 weeks time.

A member raised that at the recent Regeneration and Leisure Committee meeting, there had been an issue in relation to the density of the colours being used. The TSO confirmed that the colours had been darkened and a sample had been provided.

Institute

Dyfed Alarms will commence a fire alarm upgrade w/c 27 th April.

Copperworks –Planning

David Darkin will meet Robert Davies Planning Officer on the 15 th April to confirm scope of requirements for the planning application.

The TSO advised that the Planning Officer may require other things to be undertaken, such as a bat survey or contamination survey and this information would be available in due course. It was confirmed that once more details were known, information would be brought back to the Town Council.

203. To consider the report of the Regeneration and Leisure Committee meeting held on Thursday 5th March 2015

It was RESOLVED that the minutes of the Regeneration and Leisure Committee meeting held on the 5th March be signed and accepted as a true record.

Matters Arising

P2 (7) Update on marketing and promotion of the Memorial Hall

A member queried if Pembrey Memorial Hall could be included in the marketing and promotion work to be undertaken in conjunction with Coleg Sir Gar.

204. Report of the Responsible Finance Officer (RFO)

The RFO, Alan Howells, presented his report, as set out below:

146 1. Bank

The following cash balances are held with Lloyds at Balance at bank Unpresented Council cash 31st March 2015 :- cheques book balance £ £ £

Business Instant Access account 194,309.43 194,309.43 Community Account 28,760.12 3,910.08 24,850.04 Imprest account 368.76 368.76 £223,438.31 £3,910.08 £219,528.23

2. Schedule of accounts paid

The following accounts have been paid from 1st to 31st March 2015:-

Cost ex Supplier Details Ref Vat VAT Total £ cost Consortium Cleaning materials - toilets 1 33.18 6.64 39.82 Cleaning materials - Memorial Consortium hall 1 62.82 12.57 75.39 Cleaning materials - Memorial Consortium hall 1 7.99 1.60 9.59 Burry Port Senior Citizens Club Special - Donations 9 100.00 100.00 Cymdeithas Cymrodion Special - Donations 9 100.00 100.00 Burry Port Town Band Special - Events 9 200.00 200.00 PC World Admin - Printer and cartridges 3 227.32 45.45 272.77 PC World Institute 1 10.84 2.16 13.00 Amberol Special - Floral displays 9 95.50 19.10 114.60 Pembrey Memorial Hall - British Gas Electricity 1 118.62 6.99 125.61 Travis Perkins Institute 1 85.27 8.82 94.09 Travis Perkins Institute 1 325.00 65.00 390.00 Travis Perkins (credit note) Institute 1 -325.00 -65.00 -390.00 British Gas Gas - Memorial Hall 1 706.85 141.37 848.22 Owen Fuels Oil - Pembrey Memorial Hall 1 1050.00 52.50 1102.50 Refurbishments - Pembrey Brian Thomas Memorial Hall 1 1017.00 1017.00 Refurbishments - Pembrey Islwyn Rees Memorial Hall 1 540.00 540.00 Maintenance - Pembrey IWEC Library/Serendipity 1 2758.00 551.60 3309.60 IWEC Maintenance - Memorial Hall 1 65.75 13.15 78.90 SSE SWALEC Copperworks 1 29.22 1.46 30.68 BT Hall 1 448.33 89.66 537.99 Maintenance - Pembrey R. Morgan Roofing Memorial Hall 1 220.00 220.00 JNC (Fire Protection) Ltd Institute 1 31.75 6.35 38.10 Electricity - Pembrey Memorial British Gas Hall 1 82.87 4.14 87.01 Plusnet Admin 3 15.00 3.00 18.00 Cathedral Leasing Memorial Hall 1 64.98 13.00 77.98 Furniture@work Institute 1 85.00 17.00 102.00 JNC (Fire Protection) Ltd Pembrey Memorial Hall 1 141.85 28.37 170.22 JNC (Fire Protection) Ltd Institute 1 272.35 54.47 326.82

147 Biffa Hall 1 74.72 14.94 89.66 Biffa Cemetery 4 84.36 16.87 101.23 BT Admin 3 39.50 7.90 47.40 BT Admin 3 20.00 4.00 24.00 Cleaning materials - Pembrey Consortium Memorial hall 1 54.55 10.92 65.47 Special - Bus shelter CCC contribution 9 1500.00 1500.00 Darren Daniel Memorial Hall 1 55.00 11.00 66.00 Broxap Institute 1 540.00 108.00 648.00 Parker Plant Hire Hall - Storage 1 56.00 11.20 67.20 Parker Plant Hire Hall - Storage 1 56.00 11.20 67.20 Xerox (UK) Ltd Admin 3 30.05 6.01 36.06 Post Office Cemetery - Vehicle tax 4 225.00 225.00 Chivers Corner Garage Cemetery 4 61.97 12.40 74.37 British Gas - Electricity Copperworks 1 12.58 0.62 13.20 British Gas - Electricity Institute 1 265.89 53.17 319.06 British Gas - Electricity Old Pembrey school 1 229.17 45.83 275.00 British Gas - Electricity Hall 1 215.84 43.16 259.00 British Gas - Electricity Cemetery 4 224.42 44.88 269.30 British Gas - Electricity OAP Hall 1 32.15 1.60 33.75 Travis Perkins Pembrey Memorial Hall 1 66.19 13.24 79.43 Travis Perkins Institute 1 6.24 1.25 7.49 Myrddin Garden Machinery Cemetery 4 50.45 10.09 60.54 Mike Clarke Printing Mayoral concert 9 64.00 12.80 76.80 CCC Admin - Payroll SLA 3 900.00 180.00 1080.00 Consortium Youth club contribution 9 154.99 31.00 185.99 Consortium Youth club contribution 9 234.99 47.00 281.99 Consortium Memorial Hall 1 16.69 3.34 20.03 Atech Signs & Graphics Institute 1 135.00 27.00 162.00 BT Admin 3 153.27 30.65 183.92 Joanne Chilvers Admin - Website 3 49.50 49.50 SA1 Laundry Memorial Hall 1 16.96 3.39 20.35 Tradepoint Pembrey Memorial Hall 1 15.62 3.13 18.75 PC World Admin 3 141.68 28.32 170.00 Powercut Cemetery 4 76.21 15.24 91.45 IWEC Pembrey Memorial Hall 1 46.00 9.20 55.20 Darren Daniel Memorial Hall 1 550.00 110.00 660.00 Darren Daniel Institute 1 140.00 28.00 168.00

15165.48 2036.75 17202.23

The RFO highlighted some of the unusual payments. Some payments had been made in relation to refurbishment work at Pembrey Memorial Hall, although payment has already been received from the County Council last year. Also, some electrical work had been undertaken on the former Pembrey school. A bus shelter contribution of £1,500 had been made to Carmarthenshire County Council. Also, the Town Council had made a payment to Carmarthenshire County Council for the payroll SLA.

There was some discussion in relation to the Youth Club contribution and what this had been used for to date. The Clerk advised that some equipment had already been ordered and paid for but there were additional items to order and these had been awaiting an appropriate trade account being opened on behalf of the Town Council. There was discussion as to whether the full allocated £10,000 was required by the Youth Club, as it already appears to be well

148 equipped. The Clerk advised members that when she had previously met with the youth workers, they had enquired as to whether it was possible for some of the funds to be used for excursions. At the time, the Clerk had advised the youth workers that the purpose of the funds was for the purchase of equipment. However, after discussing the matter, members now felt that the Council should be more flexible and consider proposals to convert some of the money from capital to revenue, if this was what was required by the Youth Club. It was therefore APPROVED that the Clerk would liaise further with the youth workers, for them to provide their proposals for spending the remainder of the funds.

3. Petty Cash

Payments made from 1st to 31st March 2015

Daffodils - Cawl Cennin 5.00 5.00 CM phonecard 10.00 10.00 Coop- Llanelli Star & biscuits 5.48 5.48 BP stores - biscuits 1.90 1.90 D&A Heel bar - Lock for bins 5.98 5.98

Total payments made from petty cash £28.36 £0.00 £28.36

4. Budget Monitoring Report

The Budget monitoring report for the period 1st April 2014 to 28 th February 2015 has been circulated to Members.

The RFO advised that as at the end of February 2015, income and expenditure should be 91.7%.

The RFO informed members that confirmation had now been received that the Council will shortly be receiving the footpath grant, although this is still currently awaited.

Employees’ costs are within budget, as are administration costs. The RFO advised that the payroll SLA will be paid in March.

Civic expenditure is within budget. There is still some expenditure payable in relation to the Cawl Cennin. The RFO advised that this has now been paid and will be seen on the budget monitoring report next month.

Expenditure on the cemetery/footpaths is just over budget. This takes into consideration approved virements, which have been included.

Expenditure on the Hall and Institute is on budget and the RFO highlighted that the Hall PWLB loan payment had been made in February.

In relation to the Hall refurbishment costs, confirmation has been received that the grant is in the process of being paid.

Expenditure on the Copperworks is well below budget.

149 Expenditure on the former Pembrey School is within budget but there will be some expenditure on repairs and maintenance.

Expenditure on Pembrey Memorial Hall is within budget.

In relation to Special Projects, this expenditure is within budget but a payment has now been made for the bus shelter contribution.

The RFO advised that the overall net expenditure is just under 85% and is therefore within budget.

205. To consider the report of the Finance Committee meeting held on Monday 9th March 2015

It was RESOLVED that the minutes of the Finance Committee meeting held on the 9th March be signed and accepted as a true record.

Matters Arising

P3 (6) Budget Monitoring and recommended virements

Members APPROVED that the virements referred to be made.

P3 (7) Consideration of the appointment of an internal auditor

Members were updated that One Voice Wales had provided a quote for conducting an internal audit for the Council. This was twice the cost of what had been paid in recent years but was based on the audit taking a longer period to complete. Members were also advised that enquiries were being made with local accountants who have auditing experience.

206. To consider any planning applications

Application Name and Address of Description of Application No. Applicant S/30601 Carmarthenshire County An enabling works scheme to serve the Council proposed development of the former Grillo Former Grillo Site site and masterplan sites site 5, 6 and 7, Burry Port comprising of the construction of drainage infrastructure, a new vehicular entrance from the existing B4311 via new junction located to the immediate east of the Grillo site and pedestrian/cycle access via the existing Grillo site entrance. S/31715 Mr Bryan Rees Conversion of residential dwelling into three 9 New Street self contained flats and single storey rear Burry Port extension. S/31752 Clive McDonald First floor addition on existing garage. 17 Gwscwm Park Burry Port S/30081 Mr Peter Ward Proposed 3 bedroom private dwelling

150 58a Colby Road (reserved matters to S/25202) Burry Port

Cllrs John James and Mrs Pat Jones highlighted their interest.

The Chair of the Planning Committee, Cllr Mrs Moira Thomas referred to planning application number S/31715. She informed members that the applicant had previously been given permission for two flats but was now seeking to convert the residential dwelling into three self contained flats. The recommendation of the Town Council’s Planning Committee was that approval should be given, dependent on there being appropriate parking spaces.

Cllr Mrs Moira Thomas also advised that there had been considerable discussion at the Planning Committee meeting on application number S/30601, which related to the former Grillo site. Following the discussions, the recommendation was that approval should be given. The TSO added that there are six applications in relation to the former Grillo Site and this is only one of them. He confirmed that details had previously been provided but it had been thought that these were for information only. The TSO has had a recent discussion with the Planning Officer, who has informed him that there are objections to the applications from outside of the area. As yet, the Town Council has not responded and therefore, it is desirable that a letter be provided, indicating the Council’s support. It was therefore RESOLVED that such a letter be sent.

207. To consider any County Councillors’ reports

County Councillor Mrs Pat Jones advised that there had been a lengthy County Council meeting earlier that day when they had been discussing the contents of the Devolution, Democracy and Delivery White Paper ‘Reforming Local Government: Power to Local People’.

208. To consider the Mayor’s report

The Mayor advised that he had attended an event with 621 (Carmarthen) Squadron Air Training Corps on 26 th March. The squadron were formally inspected as part of an annual competition to determine the best unit in the Air Training Corps. He also referred to the enjoyable Mayor’s charity rock concert which had been held the previous Friday evening.

209. To receive nominations to appoint the Mayor (Elect) 2015/16

It was proposed by Cllr John James that Cllr Mrs Jean Hire be appointed the Mayor (Elect) 2015/16. This was seconded by Cllr Mr Robert John and was unanimously RESOLVED .

210. To receive nominations to appoint the Deputy Mayor (Elect) 2015/16

It was proposed by Cllr Mrs Moira Thomas that Cllr Mr John James be appointed Deputy Mayor (Elect) 2015/16. This was seconded by Cllr Mrs Pat Jones and was unanimously RESOLVED .

151 211. Update on issues relating to Pembrey Memorial Hall and the Former Pembrey School, following a meeting with County Council officers

The Clerk updated members in relation to the meeting which had taken place with Mr Jonathan Fearn and Mr Matt Morden of Carmarthenshire County Council, together with Pembrey councillors, the TSO and herself.

The Clerk informed members that it was evident from what was discussed with Mr Fearn, that he did not have full information upon the issues prior to the meeting.

In relation to Pembrey Memorial Hall, the position had been explained to Mr Fearn that no legal documentation had been received from the County Council to provide the Town Council with any legal status in having responsibility for the running of the Hall. This is despite the fact that the responsibility was accepted by the Town Council in April 2014. Two old deeds had been provided, both of which were illegible. Mr Fearn had therefore assured that the County Council’s Legal Department would now progress this matter and this would include documenting the County Council’s commitment to provide financial contributions for the first three years, as had been agreed prior to taking over the responsibility for the Hall.

In relation to the former Pembrey School, Mr Fearn had not had sight of the Schedule of Condition which had been produced in 1999 when the Town Council entered into the 15 year lease, which evidenced that dampness was a problem at that time. He was provided with this at the meeting, for his consideration. It was also discussed that presently, the cost of remedial work was unknown and it had therefore been requested that the County Council take steps to quantify this, as they have the expertise within their own staff to do so, which had been confirmed. Mr Fearn was also previously unaware of the work which the Town Council had carried out upon the library part of the former Pembrey School, which had been in a poor condition when the lease was taken on. He therefore accepted that this should be taken into consideration when negotiations take place, once a decision has been taken by the Town Council.

Once the extent and cost of the necessary work was known and Mr Fearn had had the opportunity of considering the Schedule of Condition, so that the Town Council’s obligations could be ascertained, an informed decision could then be made on whether the Town Council wishes to retain the premises. If this was the Town Council’s wish, then terms of a new lease could be agreed. Mr Fearn did confirm in the meeting that if the Town Council did not take on a new lease, the County Council would still keep the library open.

The Clerk advised members that she had been chasing up Mr Fearn for an update following the meeting. She advised that an email had been received from Mr Fearn that day, which she read out. This confirmed that arrangements had been made for someone from Property Services to inspect the former Pembrey School the following week, to provide an indication of the repair cost. Also, the email advised that the Legal Division of Carmarthenshire County Council were being instructed to resolve the issue in relation to Pembrey Memorial Hall.

Members who had been present at the meeting reiterated that it had been beneficial and had provided an opportunity for the issues to be openly discussed.

Members were informed that at the last Regeneration and Leisure Committee meeting, the Clerk had been asked to undertake a SWOT analysis in relation to the former Pembrey School, to form a basis for making an informed decision.

152

212. Consideration of the condition of Burry Port Harbour (referral from Town Council meeting of 18 th March 2015)

Cllr Michael Theodoulou advised that at the Town Council meeting, he had requested this item to be included on the agenda. This is due to the fact that he has been approached on numerous occasions by persons who are frustrated with the condition of the harbour. He referred to the silting up of the harbour and the attempts to resolve this issue all having failed. He also referred to the pot holes and crumbling walls and the fact that the harbour public conveniences were closed over the recent Easter period.

Cllr Michael Theodoulou referred to the fact that the County Council is the sole owner of the harbour and that the neglect of the harbour had commenced well prior to the cutbacks. He also referred to the fact that there is a Harbour Forum, which is responsible for managing the harbour. This is meant to meet bi-monthly but he believed had not met for the last four years.

Due to the seriousness of the situation, Cllr Michael Theodoulou indicated that he would be seeking the Council’s support for a public meeting.

County Councillor Hugh Shepardson advised that the issue had been raised in the previous week at a Community Scrutiny meeting. He informed members that a full report is due to come back to Community Scrutiny in the June meeting and he felt that this report should be awaited prior to calling a public meeting.

There was considerable discussion between members in relation to a public meeting being held. It was generally agreed that it would be beneficial to have a public meeting but not immediately. It was felt that full information should first of all be available, which could then be presented at a public meeting. Following the discussions, it was proposed and RESOLVED that the Town Council invite Carmarthenshire County Council’s Chief Executive to attend to meet with members, so information upon the harbour could be obtained.

213. To consider Communications received

1. Letter from the Director of the Department for Education and Children at Carmarthenshire County Council. This refers to Cllr Mrs Shirley Matthews currently being the Minor Authority representative on the Governing body of Pembrey Primary School. The current term of office ceases on the 5th June 2015 and the letter advises that it is necessary for the Council to consider this vacancy. However, it states that there is nothing to prevent Cllr Matthews being reappointed, if that is the wish of the Council.

Members APPROVED that Cllr Mrs Shirley Matthews be reappointed to the Governing Body of Pembrey Primary school

2. Letter from the Deputy Minister for Culture, Sport and Tourism at the Welsh Government. This provides information on some forthcoming events which promote the heritage of the area. Children are being encouraged to explore historical monuments through “Kids go free” on Sunday 17 th May. During September, Cadw also coordinates a month long “Open Doors” festival, which is an annual celebration of Wales’ heritage and offers visitors free entry to much loved museums and other

153 historic buildings. The letter also seeks to encourage the local community to consider hosting their own events at local Cadw heritage sites, the nearest being Kidwelly Castle. Noted.

3. Email from the Chief Executive of One Voice Wales on 23 rd March 2015. This provides advance notification of the 2015 Annual Conference/AGM on Saturday 3 rd October. Member Councils are invited to propose a maximum of two motions for debate at the AGM, which must be received at the One Voice Wales office no later than noon on 30 th April, for consideration by the Conference Agenda Committee.

For motions to be acceptable, the following requirements must be met:

- a motion must reflect a national issue or problem – One Voice Wales cannot take forward motions that are only relevant to one particular Council (local issues can be dealt with at Area Committee meetings)

- each motion must be accompanied by a short explanatory note (not exceeding 150 words) in order that the Agenda Committee can fully understand the points being made.

The Motions Committee will sit in early May 2015 and Councils will be notified of the Committee’s decision by the end of May.

If a Council’s motion is accepted, then the names of the proposer and seconder need to be provided no later than three weeks prior to the AGM taking place. Both the proposer and seconder must be present at the AGM for the motion to be debated. A maximum of three minutes each will be allowed. Noted .

4. Email from One Voice Wales on 24 th March 2015. This provides information on a seminar with Julian Dobson, author of the book “How to save our town centres”. Mr Dobson will discuss the kind of investments which will create places where people will want to live and socialise. The nearest event will be held at Cardiff University on Tuesday 28 th April. Noted .

5. Email from the Policy and Partnership Officer at Carmarthenshire County Council on 24 th March 2015. This advises of current consultations, namely the possible introduction of Public Spaces Protection Orders (closes 5 th May 2015) and Developing the Affordable Housing Plan: Your Homes, Your Future – Getting it right together (closes 29 th May 2015). Views on the proposals can be given at http://ilocal.carmarthenshire.gov.uk/consultations . Noted . Cllr John James highlighted the importance of the consultations, as he advised that Public Spaces Protection Orders includes dog orders.

6. Email from One Voice Wales on 25 th March 2015, forwarding information from the Designated Landscapes Liaison Officer at the Welsh Government. A letter has been attached from the Chair of the Review of Designated Landscapes in Wales. This advises that there is an independent review being carried out concerning Wales’ National Parks and Areas of Outstanding Beauty (AONBs), commissioned by the

154 Minister for Natural Resources. The review was commissioned in September 2014 to consider whether current arrangements will deliver the objectives that Wales’ designated landscapes are equipped to meet current and future challenges, and they become internationally recognised exemplars for sustainability. In January 2015, the Review of Designated Landscapes in Wales reported on stage one which examined the purposes and duties of designated landscapes and whether there should be one designation covering both National Parks and AONBs. The Minister for Natural Resources has since provided an update concerning the Review and has written to the Chairman of the Review to set out the remit and terms of reference for stage two. The correspondence seeks the submission of written evidence upon designated landscape governance by 29 th May 2015. The final report is then due to be delivered to the Minister for Natural Resources in late July 2015. Full information is available on the website http://gov.wales/topics/environmentcountryside/consmanagement/countrysidecoastala ccess/landscapes . Copies are also available at the office. Noted .

7. Email from One Voice Wales on 31 st March 2015 forwarding information from the Welsh Government, advising that the Minister for Communities and Tackling Poverty has issued another Written Statement in relation to Assets of Community Value on 25 th March 2015 ( copy attached ). Noted . Cllr Michael Theodoulou declared an interest, as he advised that he gave evidence to the Committee.

8. Email from Chief Executive of One Voice Wales on 1 st April 2015. This attaches One Voice Wales’ initial thoughts on the White Paper (Reforming Local Government: Power to Local People), for consideration by individual Councils when drafting their own responses. It also advises that following consultation events in April, One Voice Wales will be writing a composite response to the Welsh Government on behalf of the sector. The email also stresses the importance of individual member councils submitting their own response to the White Paper ( copy attached ). Noted .

214. To receive reports by elected members, if any

Cllr John James reported that he had attended the RainScape consultation meeting held at Glan y Mor school earlier that day. He circulated information to members which he had obtained. He also advised that Welsh Water wished to communicate directly with the Town Council.

Cllr John James also referred to the forthcoming VE Day 70 th anniversary commemoration events. He advised that the Town Council is working in conjunction with Burry Port Rugby Club and the Burry Port branch of the Royal British Legion. On Friday 8 th May 2015, there will be an exhibition for local schools at the Memorial Hall during the day time. There will be entertainment in the evening. Burry Port Male Choir will be present and there will be readings, and Cllr John James invited members to put themselves forward if they wished to participate. It is also intended that the Mayor reads the Tribute on the steps of the Memorial Hall, to coincide with the rest of the nation, prior to the lighting of a beacon in the Memorial Gardens. On Saturday 9 th May, SA15 Stage School will be entertaining in the afternoon, which will have a World War II theme. Admission for this is £5 or admission for the afternoon and also the evening which will include entertainment from a swing band is £10.

155 On Sunday 10 th May, the local branch of the Royal British Legion is holding a short service at the cenotaph in the Memorial Gardens at 12 noon.

215. Report of the Clerk on matters of administration

1. Letter from the Diocesan Secretary of St Davids Diocesan Board of Finance dated 10 th April 2015. This relates to the area of land at the front of Pembrey Memorial Hall. Although it states that the Board of Finance has not changed its decision in relation to the Town Council’s request, it then advises that after further inspection of the title deeds, they believe that the land in question is owned by Carmarthenshire County Council. This issue was raised at the meeting with the County Council officers, Jonathan Fearn and Matt Morden on 30 th March. Notification of the contents of this letter has therefore been passed by the Clerk to Mr Fearn. Noted.

2. Letter from the Acting Deputy Monitoring Officer of Carmarthenshire County Council dated 10 th April 2015. This advises that following a detailed report being provided to members of the Standards Committee after Code of Conduct training provided by the County Council last year, the Committee has asked the Council’s Legal Department to arrange further training at County Hall, Carmarthen. However, whereas previously, representation was limited to two, Town and Community Councils on this occasion may send as many representatives to the sessions as they wish, although it is recommended that one of those representatives is the Clerk. There will be no charge for the training sessions.

Places will be allocated on a ‘first come, first served’ basis and it is therefore important that notification of the number of places required is provided as soon as possible. It is advised that the presentation has been revised since last year, with greater emphasis being placed on those aspects of the Code that give rise to the most complaints, and a new section on the granting of dispensations by the Standards Committee.

There is a choice of two sessions- on Thursday 4 th June 2015 and Tuesday 9th June 2015. They will start no earlier than 6pm.

Members who are interested are to notify the Clerk.

3. Email from One Voice Wales on 13 th April 2015, advising that One Voice Wales is holding its third Larger Councils Conference on 8 th July 2015 at Builth Wells. This will include an excellent range of speakers, information on work programmes of relevance to larger councils and workshops on innovative practice being carried out by Councils across Wales. A diverse range of subjects will be addressed via the workshop sessions, including Governance and Accountability, Local Government Reform and the Well-Being Future Generations Bill. The cost of the conference is £40 per delegate.

It was APPROVED that the Clerk and Cllr Mrs Jean Hire attend this conference.

4. Following a resolution at the Town Council meeting on 18 th March 2015, arrangements have been made for a public meeting to be held at Burry Port

156 Memorial Hall on Thursday 23 rd April, commencing at 7pm. This is mainly to discuss the possible closure of Burry Port Police Station. An invitation was extended to our local MP and AM to attend. Nia Griffith MP has confirmed that she will be in attendance. Sergeant Ceri Howells has also confirmed that he will be attending. The Clerk has been contacted by the Public Affairs Adviser to Dyfed- Powys Police and Crime Commissioner’s Office, who has requested that a note from the Commissioner be read out at the public meeting (copy attached).

Members briefly discussed that the Council should make it clear at the public meeting that it does not support the drastic cuts intended by the Police and Crime Commissioner, having regard to the extremely large reserves.

5. A reminder that the Walk for Life on behalf of Kidney Wales Foundation is to be held on Sunday 26 th April 2015, commencing at 11am from Burry Port Yacht Club. Final numbers of intended participants are required, especially as t-shirts need to be ordered from Kidney Wales Foundation. Noted.

6. Following approval at the Town Council meeting held on 18 th March 2015, enquiries have been made about a Church Service being held at St Illtyd’s Church, Pembrey as part of the VE Day 70 th Anniversary commemorations. At the recent Regeneration and Leisure Committee meeting, it was discussed that it may be preferable to hold the service on the evening of Sunday 10 th May, due to the number of events taking place over the course of that weekend. Father Dewi Davies is agreeable to this taking place at 6pm or he would also be amenable to an afternoon service. However, he has indicated that he feels that there would be a larger congregation at a morning service at 11am. Father Davies also requires to know the level of intended participation of the Council in the service (readings etc.) and whether the Council wishes it to be a bilingual service.

Members were of the view that a service at 11am was impractical, due to the service being held by the Royal British Legion in the Memorial Gardens at 12 noon. Possibly an earlier service could take place or alternatively, an afternoon service would be preferable. It was APPROVED that the Mayor participate in the service with a reading and members felt that the service should be bilingual.

157 Pembrey and Burry Port Town Council Annual Meeting Wednesday 20 th May 2015

Councillor Andrew Phillips (Mayor) Councillors Graham Davies, Malcolm Davies, Ken Edwards, Jean Hire, John James, Robert John, Mrs Pat Jones, John Hedley Jones, Michael Theodoulou, Mrs Moira Thomas and Hefin Williams.

In attendance: Melanie Carroll-Cliffe (Town Clerk), Alan Howells (Responsible Finance Officer), John Ridgway (Technical Services Officer)

(Former OAP Hall, 6.30pm – 6.45pm)

1. Opening Prayer

The opening prayer was given by Cllr Graham Davies.

2. Personal Matters

Apologies were received from Cllrs Mrs Shirley Matthews, Mrs Susan Northam, Mrs Mary Wenman, David Owens and Stephen James.

3. Valedictory address by retiring Town Mayor

The Mayor, Cllr Andrew Phillips reiterated his thanks to the Council for electing him as Town Mayor. He also thanked the various organisations for the many invitations which he had received to attend events over the course of the last year.

Cllr Phillips reflected on some highlights. He referred to the fact that it had been a privilege to be Town Mayor for the World War I commemorations and also the 70 th Anniversary commemoration for VE Day, and how well the events had been supported by the public. Another great achievement had been the Council’s success in the Wales in Bloom competition last summer and Cllr Phillips mentioned that we are now looking forward to this year’s entry to Britain in Bloom. Cllr Phillips also referred to the fact that he was pleased with the Council’s involvement with Kidney Wales Foundation and he had enjoyed the presentation which he attended in relation to the Walk for Life. Cllr Phillips further indicated that he had enjoyed the pantomimes which he had attended, one of which involved children with learning difficulties, which had been both funny and touching.

In terms of practical issues, Cllr Phillips referred to the progress which had been made during the last year. This involved preventing the closure of Pembrey Memorial Hall by Carmarthenshire County Council as a result of the Town Council taking over responsibility for its running. Also, there had been the complete refurbishment of the Burry Port Memorial Hall, as well as some improvement work to Pembrey Memorial Hall. It is now the Council’s aim to fully utilise these facilities. Cllr Phillips also referred to the project in relation to the harbour path and indicated that he has received an assurance that the path will be laid when the dredging has been completed.

1 Finally, Cllr Phillips passed on sincere thanks from his wife Denise, who had served as his Consort.

4. Election and appointment of the Mayor for the 2015/2016 Civic Year

Cllr Andrew Phillips referred to the nomination of Cllr Mrs Jean Hire at the April Town Council meeting. This nomination was moved and it was unanimously RESOLVED that Cllr Mrs Jean Hire be appointed as Mayor for the 2015/2016 civic year. The past Mayor, Cllr Andrew Phillips invested the Mayor with the Chain of Office.

5. Declaration of acceptance of office by the Mayor

Having made her Declaration of Acceptance of Office, Cllr Mrs Jean Hire thanked all members for their support and their confidence in her in appointing her as Mayor.

6. Election and appointment of the Deputy Mayor for the 2015/2016 Civic Year

It was moved and unanimously RESOLVED that Cllr John James be appointed as Deputy Mayor for the 2015/2016 civic year. The Mayor, Cllr Mrs Jean Hire invested the Deputy Mayor with the Chain of Office.

7. Declaration of acceptance of office by the Deputy Town Mayor

Having made his Declaration of Acceptance of Office, Cllr John James thanked members for their support in this appointment.

8. Vote of thanks by the Mayor to the immediate past Mayor

The Mayor thanked Cllr Andrew Phillips and congratulated him on behalf of all members on his active and successful year.

9. Review and adoption of Standing Orders and Financial Regulations

The Clerk referred to the need to review the Standing Orders at the Annual Meeting, in accordance with the Council’s current Standing Orders. She referred to the fact that they had been reviewed by the Civic Governance and Personnel Committee and given that a considerable amount of work had been carried out in relation to the Standing Orders in 2013, the Committee felt that no amendments were required, although it had considered the new model Standing Orders. It was therefore moved and RESOLVED that the existing Standing Orders be again adopted for this year.

In relation to Financial Regulations, new proposed Financial Regulations had been circulated with the agenda, for the consideration by members. The RFO advised that these had been considered and recommended by the Finance Committee. Accordingly, it was moved and RESOLVED that the new Financial Regulations be adopted.

2 Pembrey and Burry Port Town Council Monthly Meeting Wednesday 20 th May 2015

Councillor Mrs Jean Hire (Mayor) Councillors Graham Davies, Malcolm Davies, Ken Edwards, John James, Stephen James, Robert John, Mrs Pat Jones, John Hedley Jones, Andrew Phillips, Michael Theodoulou, Mrs Moira Thomas and Hefin Williams.

In attendance: Melanie Carroll-Cliffe (Town Clerk), Alan Howells (Responsible Finance Officer), John Ridgway (Technical Services Officer)

(Former OAP Hall, 7.00pm – 9.50pm)

1. Opening Prayer

The opening prayer was given by the Mayor, Cllr Mrs Jean Hire.

2. Personal Matters

Apologies were received from Cllrs Mrs Shirley Matthews, Mrs Susan Northam, Mrs Mary Wenman and David Owens.

3. To receive Members’ Declarations of Interest in respect of the business to be transacted

Members confirmed their usual declarations of interest.

4. Police Business

PCSO Stephanie Maiello was in attendance. She passed on an apology from Sergeant Ceri Howells who was unable to be in attendance. She also advised that the Sergeant will shortly be absent from Burry Port Police Station for a period of two months, due to him being required to provide temporary cover at another Police Station.

PCSO Maiello presented the police report, as set out below:-

Council Monthly Report May 2015

During the month of May 24 Crimes have been reported in the Burry Port Section up from last year. All the crimes have been detected.

Within the month of May officers have attended 129 calls, 23 of which were an immediate response, 29 had to be answered within the hour, 51 were scheduled simply needing attendance and 26 did not need a response.

Crimes of note are:

1 Criminal Damage

There have been 8 cases of criminal damage – Welsh water pumping station and a window in the memorial hall.

Burglary

There have been 2 burglaries recorded in the area of Burry Port, Landor Road which is being investigated and Heol Hen, Five Roads which has been resolved.

Anit Social Behaviour

There were 11 anti social behaviour calls in May, youths in the Country Park, Glan Y Mor school – issues with a motor bike being ridden on the football fields.

Road Traffic Accidents

There have been 3 recorded accidents in Burry Port area, none fatal, minor accidents.

As a number of anti social behaviour incidents had been recorded, a member suggested that this provided more weight to the argument to retain the live monitoring of CCTV.

Members also expressed their concern that the Sergeant was due to be absent from Burry Port Police Station. This is heightened by the fact that a number of Sergeants and Officers have been moved from Burry Port Police Station in recent years and therefore, there is lack of continuity. PCSO Maiello explained that due to his vast experience, Sergeant Ceri Howells was required to provide cover as a Custody Sergeant.

Due to members’ concerns, it was APPROVED that the Clerk send a letter to the Chief Constable of Dyfed Powys Police, expressing these concerns and the value which the Town Council places upon a long term relationship.

5. To confirm the minutes of the meeting held on 15th April 2015

The minutes of the Town Council meeting held on 15 th April 2015 were accepted as a true record.

6. Information from the aforesaid minutes

P148 (204) Report of the RFO

Following a query in relation to the Youth Club donation, the Clerk advised that there was no further information as yet in relation to the proposals for spending the remainder of the Council’s financial donation.

P153 (212) Consideration of the condition of Burry Port Harbour

It was discussed that some work has now been carried out at the Harbour but a member raised that presently, no attempt has been made to repair the Harbour walls. Cllr John James advised that as well as pressure from the public, he and Cllr Mrs Pat Jones had been endeavouring for progress to be made. He advised that a Safety Officer had inspected the walls and that a

2 report was awaited. Cllr John James also advised that if the development of the Grillo Site had proceeded as planned, then the funds would have been available for work to be carried out upon the Harbour.

Cllr John James advised that he and Cllr Mrs Pat Jones would chase up the Chief Executive, Mr Mark James in relation to a meeting. He also advised that in order to obtain proper answers, the Chief Executive’s team would need to attend to meet with the Council, as well as Mr Mark James himself.

Following a query from a member, Cllr Mrs Pat Jones advised that the Harbour Forum is no longer in existence, following a decision taken by Carmarthenshire County Council.

P155 (214) To receive reports by elected members

Members referred to how well the events over the VE Day 70 th Anniversary Commemoration weekend had gone and expressions of thanks were given to those who had assisted with the organisation. It was also stated that Burry Port Rugby Club had been pleased that the Council had worked collaboratively with them. Members APPROVED that letters of thanks should be sent to the Vicars of St Mary’s Church and St Illtyd’s Church for their involvement in the weekend. It was also stated that Father Dewi Davies had recently been made the Area Dean and it was APPROVED that a letter should be sent to him, congratulating him on this appointment.

P156 (215) Report of the Clerk on matters of administration – item no 4

It was confirmed that following the public meeting and the Extraordinary Town Council meeting, a letter had been sent by the Clerk to the Dyfed-Powys Police and Crime Commissioner, putting forward the agreed proposal.

Cllr Mrs Pat Jones also advised that arrangements were being made for the Chief Constable to make a visit to look at Burry Port and Kidwelly Police Stations.

It was discussed that at the public meeting, it had been stated that if the proposal to the Police and Crime Commissioner failed, then petitions and protests would be started. It was therefore proposed that if a response is not received within the stipulated timescale or if the response is unsatisfactory, a special Council meeting be arranged, so that the other options to attempt to retain Burry Port Police Station open could be progressed. This was RESOLVED .

7. Report of the Technical Services Officer (TSO)

Cemetery

Burial s

During the month of April 2015 there have been 2 burials, 1 scattering of ashes and 1 burial of ashes.

Wales in Bloom /Britain in Bloom 2015

1 Work has been completed on the Glan-y-Mor designed garden on Stepney Road and is ready for planting.

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2 The RNLI garden south of the Clwb Bach Roundabout is ready for planting.

3 Work is in progress preparing the Bowling Club garden.

4 Parc-y-Tywyn school are unable to open the school for Britain in Bloom but would still wish to be involved in Wales in Bloom.

Cllr Mrs Moira Thomas is a Governor at this school and confirmed that she would enquire further in relation to the Britain in Bloom competition, as there was a meeting the following day.

5 The Welsh Assembly Transport Department would not authorise our proposals for our Wales in Bloom signs as they were too far removed from the traffic sign regulations. They have given us some recommendations on the way to proceed with new designs.

6 Banners to highlight the competitions have been erected in Burry Port and Pembrey.

7 Work in progress upgrading the Amelia Earhart Gardens.

8 Britain in Bloom judging will take place on the 4th August 2015 as yet, no date has been provided for the judging of the Wales in Bloom competition.

9 Planting will commence on 1 st June 2015.

A query was raised as to what progress there had been in engaging the public in the preparations for these competitions. Members were advised that letters had been sent out, as well as information advertised on the website in relation to the Council’s intention to run a competition to acknowledge the best individual gardens. However, no interest had been shown.

Memorial Hall

1 Furniture has been delivered for the Conference Room.

2 The manufacture of the Mood Lighting fittings has been delayed the installation date is now 16/17 th June.

3 A quotation has been received for the refurbishment of the Memorial Hall floor, further quotes are required.

Pembrey Memorial Hall

The emergency lighting has been installed as per the Fire Officers requirements.

Lamp Post Banners

Banners will be erected w/c 18 th May 2015.

Institute

4 Dyfed Alarms have installed a new fire alarm system in the Institute Building.

Copperworks –Planning

David Darkin met with Robert Davies Planning Officer on the 15 th April to discuss the potential development of the site.

The initial constraint on future development of the site was that it was in a flood plain. However the most current Development Advice Map indicates that the site is not in an area at risk of flooding, therefore this is unlikely to be an issue at present.

The planning officer did however state that we should consult with the NRW again to be thorough, but again this is unlikely to be an issue.

Regarding the design, he said that the concept drawings were fine in principle as they followed the development patterns for the area and were of the appropriate density. However parking would be needed for the retained building and we should consult with Technical Services (Highways) over access and parking arrangements.

Due to the importance of this site in the town’s heritage, Cllr Graham Davies enquired if it would be possible to have some good photographs of the building if it is to be demolished and also for one or two of the features to be retained.

Footpath and Grassed Area Maintenance

Memorial Gardens : Elkington/Stepney Road : Engine Inn : Moreb/ Clwb Bach/Harbour Roundabouts : Pembrey Square.

Cllr Mrs Pat Jones enquired whether the bus shelters could be cleaned. The TSO confirmed that this could be done on a one off basis, although they were not the Town Council’s responsibility.

8. To consider the report of the Regeneration and Leisure Committee meeting held on Thursday 2nd April 2015

It was RESOLVED that the minutes of the Regeneration and Leisure Committee meeting held on the 2nd April be signed and accepted as a true record.

Matters Arising

There were no matters arising from the minutes.

9. Report of the Responsible Finance Officer (RFO)

The RFO, Alan Howells, presented his report, as set out below:

5 1. Bank

The following cash balances are held with Balance at Unpresented Council Lloyds at 30th April 2015 :- bank cheques cash book balance £ £ £

Business Instant Access account 282,513.79 282,513.79 Community Account 22,471.87 11,122.12 11,349.75 Imprest account 268.76 268.76 £305,254.42 £11,122.12 £294,132.30

2. Schedule of accounts paid

The following accounts have been paid from 1st to 30th April 2015 :-

Cost ex Supplier Details Ref Vat VAT Total £ cost One Voice Wales Admin - subscriptions 3 1121.00 1121.00 Copperworks - empty property CCC-rates re 15-16 rates 1 1783.40 1783.40 CCC-rates re 15-16 Pembrey Memorial Hall rates 1 2289.50 2289.50 CCC-rates re 15-16 Pembrey School - rates 1 1144.75 1144.75 CCC-rates re 15-16 Institute - rates 1 614.55 614.55 CCC-rates re 15-16 Burry Port Memorial Hall - rates 1 5061.00 5061.00 CCC-rates re 15-16 Cemetery - rates 4 1446.00 1446.00 CCC-rates re 15-16 Copperworks - rates 1 626.60 626.60 Lyreco Admin - office supplies 3 55.74 11.15 66.89 S. Jones Civic Expenditure - Cawl Cennin 9 374.50 374.50 Biffa Hall - refuse costs 1 85.39 17.08 102.47 Biffa Cemetery - refuse costs 4 74.72 14.94 89.66 Chivers Corner Garage Cemetery - vehicles costs 4 142.05 28.41 170.46 SA1 Laundry Hall - laundry costs 1 11.44 2.29 13.73 Myddin Garden Machinery Cemetery - repairs 4 19.95 19.95 ICCM Cemetery - repairs 4 90.00 90.00 Consortium Hall - Cleaning materials 1 16.99 3.40 20.39 British Gas - Electricity Copperworks - Electricity 1 13.98 0.69 14.67 British Gas - Electricity Institute - Electricity 1 359.58 71.91 431.49 British Gas - Electricity Pembrey School - Electricity 1 346.25 69.25 415.50 British Gas - Electricity Memorial Hall - Electricity 1 218.47 43.69 262.16 British Gas - Electricity Cemetery - Electricity 4 219.11 10.95 230.06

6 British Gas - Electricity OAP Hall - Electricity 1 30.16 1.50 31.66 British Gas - Gas Memorial Hall - Gas 1 763.22 152.64 915.86 Special - Xmas lighting Sewards reimbursement 9 25.00 25.00 Special - Xmas lighting Mrs Huish (Globe) reimbursement 9 25.00 25.00 Special - Xmas lighting British Legion reimbursement 9 25.00 25.00 Special - Xmas lighting Laurents Fish Bar reimbursement 9 25.00 25.00 Plusnet Admin - internet provider 3 15.00 3.00 18.00 JW Plant Institute - flag 1 174.25 34.85 209.10 Consortium Hall - Cleaning materials 1 20.29 4.06 24.35 Consortium Hall - Cleaning materials 1 136.50 27.31 163.81 Wynnstay Cemetery - materials 4 178.87 26.98 205.85 Travis Perkins Floral Displays 9 16.95 3.39 20.34 Parker Plant Hire Memorial Hall - storage 1 61.60 12.32 73.92 Parker Plant Hire Memorial Hall - storage 1 61.60 12.32 73.92 BT Admin - Phone 3 20.00 4.00 24.00 British Gas - Electricity Pembrey Memorial Hall 1 115.38 5.76 121.14 Darren Daniel Memorial Hall 1 80.00 16.00 96.00 ATECH Floral Displays 9 565.00 113.00 678.00 Tradepoint Cemetery - Equipment 4 35.83 7.17 43.00 BT Telephone charges 3 149.63 29.92 179.55 Smith of Derby Maintenance - Institute clock 1 170.00 34.00 204.00 Pembrey Memorial Hall - Darren Daniel maintenance (rechargeable) 1 710.00 142.00 852.00 Owen Fuels Pembrey Memorial Hall - Heating 1 802.33 40.12 842.45 CCC - Seminar Admin - Seminar costs 3 25.00 5.00 30.00 ATECH Floral Displays banners 9 260.00 52.00 312.00 Consortium PCs - Cleaning materials 1 42.25 8.45 50.70 Dwr Cymru Memorial Hall - water 1 394.81 394.81 Xerox Admin -photocopier costs 3 143.09 28.62 171.71 SLCC Admin - subscriptions 3 187.00 187.00 Friends of Court Farm Special - subscription 9 100.00 100.00 Carms. Tourism Association Admin - subscriptions 3 100.00 100.00

21573.73 1038.17 22611.90

3. Petty Cash

Payments made from 1st to 30th April 2015

Llanelli Star 0.75 0.75 Postage (1st Class) 63.00 63.00 Phone card 10.00 10.00

7 Llanelli Star 0.75 0.75 Burry Bargains - cleaning materials 2.40 2.40

Total payments made from petty cash £76.90 £0.00 £76.90

The RFO highlighted that although it had been quite an expensive month in terms of expenditure, the bank balances had increased overall, due to some payments received.

4. Budget Monitoring Report

The budget monitoring report for the period 1 st April 2014 to 31 st March 2015 has been circulated to members. The RFO advised that there will be some adjustments for accruals of income and expenditure to the end of the year.

The RFO advised that as at the end of March 2015, income and expenditure should be 100%, as this is a complete financial year.

Income is on budget at 100.36%. The RFO advised that rentals will increase slightly, as there are some accruals. Also, the footpath grant has now been received. A query was raised as to whether the footpath grant would again be received in this new financial year and the RFO confirmed that he would need to check this.

In relation to expenditure, employees’ costs are within budget, as are administration costs.

Civic Expenditure is on budget.

Expenditure on the cemetery/footpaths is overall within budget. A query was raised in relation to the equipment heading and whether a virement has been made. The RFO advised that as yet, it was not known why this heading was over budget and it would need to be looked into.

Expenditure on the Hall and Institute is slightly over budget, which is mainly attributable to electricity costs. However, the RFO advised that there may be an adjustment in relation to this, as some costs may partly be for this financial year. It was also agreed that the materials heading should not be included under the Hall and Institute and should instead come under the marketing budget.

In relation to the Hall and Institute refurbishment, it was confirmed that although the grant had not been received by the year end, it had now been received.

Expenditure on the Copperworks is well below budget, as would be anticipated. Also, expenditure on the former Pembrey School is overall well within budget.

Expenditure on Pembrey Memorial Hall is overall within budget. As the budget for Pembrey Memorial Hall was based upon information from Carmarthenshire County Council, the expenditure on cleaning materials/maintenance is well below the budget figure.

Expenditure on Special Projects is within budget.

8 The RFO advised that net expenditure is within budget at 90.03%. This will mean that money can be put back into reserves.

The Finance Committee and RFO were commended for the good financial management during the year by Cllr Michael Theodoulou. However, he referred to the fact that he had suggested further improvements, particularly the creation of funds for the management of the Town Council’s properties, to avoid reserves having to be used. It was therefore proposed and APPROVED that the Finance Committee should consider the creation of this fund.

A member referred to some issues relating to the Town Council’s website, in that there are some errors. The TSO advised that when the website was being upgraded, some photographs had been lost. Members discussed that the website needed to be efficiently maintained and this could possibly require more expenditure. It was therefore APPROVED that the Regeneration and Leisure Committee should consider this further at a future meeting. This is especially important, due to legislation which requires the Council to place more information on its website and therefore, consideration needs to be given as to how we meet the legislative requirements.

As Chair of the Finance Committee, Cllr Andrew Phillips highlighted that in relation to the Council’s reserves, projects need to be put forward. The RFO emphasised that the Regeneration and Leisure Committee had recommended a number of projects, which have been included in the budget for this financial year.

10. To consider the report of the Finance Committee meeting held on Monday 2nd April 2015

It was RESOLVED that the minutes of the Finance Committee meeting held on the 2nd April be signed and accepted as a true record.

Matters Arising

P3 (7) Consideration of the appointment of an internal auditor

The RFO confirmed that a decision had now been taken by the Finance Committee to instruct a different organisation this year to carry out the internal audit.

P4 (10.1) To consider any referred matters – Heritage Trail bid

Following a query from a member, Cllr Graham Davies advised that the bid in relation to the Heritage Trail would hopefully be submitted in the next four weeks.

11. To consider any planning applications

Application Name and Address of Description of Application No. Applicant S/31876 Mr Jake Morgan Proposed sighting of 2 no toilet and 2 no Pembrey Country Park shower blocks in adapted steel containers on a newly laid 200mm reinforced 13m x 10m concrete slab. 1a) proposed construction of a log cabin

9 S/31817 Christine Titcomb One double advertising unit full integrated into Clear Channel UK Ltd bus shelter. Bush shelter opposite 28 Lando Road, Pembrey

The TSO advised that neither of the planning applications were controversial in his view. A query was raised from a member as to whether the shower blocks and toilets in relation to application number S/31876 were at the new caravan site in Pembrey Country Park. The TSO advised that this could not be seen from the plans. He explained that the information contained on the County Council’s website was not sufficiently detailed and in order to obtain more detailed information, it was necessary to attend at the Council offices. Members discussed that the Town Council was not being provided with information by the County Council in relation to initiatives at Pembrey County Park and it was therefore suggested that the appropriate officer should be requested to attend to provide information. Initially it was suggested that Rory Dickinson should be invited to attend to meet with Town Councillors but it was then indicated that Mr Ian Jones, as his manager, would be the most appropriate officer. It was therefore APPROVED that Mr Ian Jones be invited to attend to meet with Town Councillors immediately prior to a Town Council meeting, possibly for the July meeting.

12. To consider any County Councillors’ reports

County Councillor John James updated members that the drains at the Harbour public conveniences had now been attended to, as well as some cosmetic work on the outside of the building. The public conveniences should therefore be open by the weekend.

County Councillor John James advised that in relation to the caravans sited on Glanmor Terrace, a meeting was shortly due to take place and the legal position had now been clarified. He also advised members that options are being considered in relation to Scotts Yard and he would provide further feedback in due course. County Councillor John James also updated members that Robin Staines (Head of Public Protection at Carmarthenshire County Council) has indicated that he will look into issues in relation to the Windsor Club.

Lastly, County Councillor John James referred to the fact that the Town Council should be mindful of the timeframe for asset transfers closing and he suggested that members meet with local sporting organisations and request officers from the County to attend, so that options could be considered.

It was raised by a member that the last information available was that the County Council had rescinded its harsh approach in relation to its charges. County Councillor John James advised that a report is awaited from the Finance Department. Although the content of this report is not yet known, he indicated that the County Council is stating that it wishes to cancel out what it sees as a subsidy of the various organisations. Members were generally of the view that support should be shown to the local sporting organisations. However, it was raised by a member that it is currently unknown whether there will be a change of approach, given the new administration in the County Council and it was suggested that it may be preferable to wait to see what direction will be taken.

County Councillor John James emphasised that he was not stipulating when a meeting should take place but was seeking members’ approval in principle that there should be a meeting. Accordingly, all members indicated that they were in favour in principle of a meeting taking place with local sporting organisations and County Council representatives at a future date.

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13. To consider the Mayor’s report

There was no Mayor’s report.

14. To consider the Town Council’s options in relation to the Former Pembrey School building

The Clerk referred to the SWOT analysis in relation to this facility, which had already been considered by the Regeneration and Leisure Committee and had been circulated to members with the agenda, for their consideration. The Clerk also advised that additional information was available from Mr Phil Davies, a valuer in Corporate Property at the County Council. He had forwarded an estimated cost for remedial work to the dampness in the building, following a site visit. The Clerk advised members of the content of this communication from Mr Davies and emphasised that it had been stated that the estimated cost of £20,000 + VAT could be greater, as it had been stated that until further investigation is carried out, the exact problems and solutions are unknown.

It was discussed that despite the problems with the dampness, no additional assistance is currently being offered by the County Council, who had previously offered a rent free period in respect of remedying the electrical defects. It was discussed that in an earlier email received from Mr Jonathan Fearn, Head of Corporate Property at Carmarthenshire County Council, it had been stated that if the Town Council hands the property back, then the County Council would continue to run the Library and let the other part of the building directly to the nursery. Despite this, it was suggested in discussions that there was still no absolute guarantee that the facility would remain open. As opposed to negotiating a new lease it was discussed that the Town Council could seek to have the freehold transferred to it, subject to the cost of the known remedial work also being covered by the County Council.

Members were advised that an informal discussion had taken place between the TSO and Mr Phil Davies regarding the possibility of the freehold being transferred to the Town Council, but Mr Davies had indicated that he did not believe that this would be considered by the County Council. It was nevertheless proposed that the Town Council officially write to the County Council, asking if it would be prepared to transfer the freehold of this building and to cover the cost of the current repairs. This was RESOLVED , with 9 members voting in favour and 3 against.

Prior to moving onto the next item, due to the time, it was proposed that Standing Orders be suspended, to enable the remainder of the agenda items to be discussed, which was APPROVED .

15. To consider/approve the recommendations of the Fees and Charges Sub Group for new charges for the 2015/2016 financial year

Prior to this item being discussed, Cllr Stephen James highlighted his interest in one of the relevant organisations, as he is Treasurer of the local Historical Society. The RFO briefly outlined to members the recommendations of the Fees and Charges Sub Group for new charges for the 2015 / 2016 financial year, which had already been circulated with the agenda. Following this, all members voted to APPROVE the recommendations, save for Cllr Stephen James who abstained.

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16. Consideration of the Town Council providing a commitment to the Burry Port Heritage Trail Group for the ongoing maintenance of the boards and IT up to an annual cost of £500, subject to a successful funding bid (as recommended by the Regeneration and Leisure Committee and the Finance Committee)

The Clerk outlined that this issue had already been considered at the recent Regeneration and Leisure Committee meeting and the Finance Committee meeting and there had been a positive recommendation by both of the Committees. Cllr Graham Davies reminded members that the parameters for the funding bid had now been amended from the original £100,000 to £60,000 and therefore, the match funding from the Town Council, if successful, would be appropriately reduced.

It was discussed that the Heritage Group had commenced as a Council initiative. However, outside members were recruited in order to strengthen the funding application. It was discussed that the group would need legal status and would need to have a constitution. It was therefore APPROVED that this issue should be deferred and in the meantime, it was strongly recommended that the Heritage Group prepares a constitution. Members also wished to see the bid before making a decision upon this issue.

17. To consider the purchase of an additional van for use by the maintenance operatives

The Clerk outlined that the potential acquisition of an additional van for use by the maintenance operatives had been discussed at both the recent Regeneration and Leisure Committee meeting and the Finance Committee meeting. The recommendation from the Finance Committee was that a new vehicle should be purchased, as opposed to hiring one over the summer period. The Clerk also advised that the TSO had identified a suitable vehicle and members therefore APPROVED that this purchase be made, as it was within the recommended cost scale from the Finance Committee.

18. To consider the refurbishment of the oak floor in the Memorial Hall

The Clerk advised members that again, this issue had been considered at the recent Regeneration and Leisure Committee meeting and the Finance Committee meeting. There had been positive recommendations for this work to be undertaken, although the Finance Committee had recommended obtaining additional quotes. The TSO had been able to obtain one other quote, which was significantly higher than the original quote. Due to the fact that financial information in relation to quotes was being discussed, it was moved that the meeting go into camera for such discussions to take place. Following the discussions, members APPROVED that the quote from Ash Carpentry and Joinery Services be accepted.

19. To consider Communications received

1. Letter from the Welsh Blood Service received 20 th April 2015. This thanked the Council for supporting the recent blood donation session held at the Memorial Hall on 11 th March. It also confirmed that 118 donors attended, out of which 111 were able to make a donation. There were six new donors.

12 Noted

2. Letter from the Public Services Ombudsman for Wales dated 21 st April 2015. This confirms that he has issued revised Guidance on the Code of Conduct for members. This is following his increasing concern since taking up the office about the number of low level complaints that he is receiving from Community and Town Council members. Accordingly, the Ombudsman has revised the two stage test that he uses when deciding whether to investigate a complaint that the Code has been breached or to continue with an investigation to the stage of referring the matter to a Standards Committee or the Adjudication Panel for Wales, to include consideration of any public interest factors that may apply to a case. Other changes include further guidance on the use of social media and political expression and a flowchart which has been designed to provide members with assistance and clarity on the issue of interests. No hard copies of the Guidance are to be produced but copies can be downloaded from the website at www.ombudsman- wales.org.uk . A copy is available to view at the Council office. Noted

3. Email from One Voice Wales on 23 rd April 2015, providing up to date information in relation to the Local Government (Democracy) (Wales) Act 2013 (commencement no. 2) Order 2015. This Order commences certain sections of the 2015 Act, with effect from 1 st May 2015 ( copy details attached). Noted

4. Letter from Club Secretary of Pembrey and Burry Port Gardening Club dated 23 rd April 2015. This refers to the Annual Show to be held at Pembrey Memorial Hall on the 15 th August 2015. It advises that the Club will require additional usage of the Hall, namely the main hall, old cookery room and upstairs room from 1.30pm to 4.30pm on Thursday 13 th August and the same areas on 14 th August 2015 from 1pm to 4pm and from 6pm to 8pm for registration purposes. On the day of the show, the Club requires use of the whole building from 8am to 5.30pm. The letter seeks confirmation that the Town Council can accommodate this request.

It was APPROVED that Pembrey and Burry Port Gardening Club could use Pembrey Memorial Hall on these additional dates and times. However, in accordance with Council policy, the organisation would be charged for the usage but would be informed of the availability to apply for financial assistance from the Town Council.

5. Email from Mr Phil Davies a Valuer at the Corporate Property Department at Carmarthenshire County Council on 23 rd April 2015. This was sent following a site visit to the former Pembrey School to quantify the remedial work required in relation to the dampness problem. The email advises that Mr Davies had received a response from the Property Services Department, who have provided an estimate of £20,000 plus VAT. It goes on to state that in light of this, the original offer of a three year rent free period stands. The email also confirms that the County Council would be prepared to enter into a longer lease should the Town Council wish or alternatively, the property could be handed back to the County Council, who would then carry out the works and directly let the property to the nursery. Noted

6. Email from One Voice Wales on 23 rd April 2015, attaching the final response provided by the organisation to the White Paper, Reforming Local Government: Power to the People.

13 A copy of the response is available at the office. Noted

7. Letter received on 28 th April 2015 from Hywel Dda University Health Board. This advises that Hywel Dda University Health Board and Hywel Dda Community Council are holding a series of events in communities across Carmarthenshire, Ceredigion and Pembrokeshire to provide information and to listen, so that services can be improved. A session is to be held at Burry Port Memorial Hall on 2 nd June 2015 between 6.30pm and 8.30pm. Noted

8. Letter from the Secretary of the Over 60’s Club of Pembrey dated 28 th April 2015. This advises that at an emergency Annual General Meeting held on 28 th April to discuss the future of the Club, it was unanimously decided by the members present following a detailed discussion, that due to the decline in membership, the Club would be disbanded. The last meeting will be held on 2 nd June 2015.

A query was raised as to whether the Town Council could assist the organisation to stay open, if the difficulties were of a financial nature or in relation to transportation. It was therefore APPROVED that the Clerk contact the organisation to enquire about this. It was also APPROVED that if possible, the Mayor attend their final meeting.

9. Email from One Voice Wales on 28 th April 2015, forwarding information from the Wales Council for Voluntary Action (WCVA). This refers to the fact that the ownership and management of many public services and buildings are being taken over by community groups and other third sector organisations. In recognition of this, WCVA in partnership with organisations across the third, statutory and private sector, is holding an event on community asset transfer. The event will take place at Barry Memorial Hall on Wednesday 10 th June 2015. Noted

10. Email from One Voice Wales on 1 st May 2015, forwarding information in relation to the Planning (Wales) Bill. It advises that the Bill has progressed through the first two stages of the National Assembly for Wales’ legislative process. The Bill is now in stage 3 of the 4 stages of scrutiny. This involves further detailed consideration of the Bill by the whole Assembly. Full information is available on the Assembly’s website www.senedd.assembly.wales . Noted

11. Email from Welsh Water on 1 st May 2015. This provides an update on the planned work in Burry Port, following the recent information event. It advises that work is planned to begin on the Carway Street scheme on the 18 th May. The Gors Road start date will be confirmed shortly and residents will be visited to ensure they are fully aware of the work and to answer any queries or concerns. A general update has been sent to customers in the area already, together with an updated version of the fact sheet handed out at the event. Customers will also be written to regularly during the course of the project to let them know when work will be undertaken near their homes. The email further advises that a number of projects are planned in Burry Port over the next three years and the plans for these projects are currently being finalised. Welsh Water would like to share the details with members and would be happy to attend a meeting. The email invites details of suitable dates to be provided and also advises that the team is in the area on 21 st May.

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It was APPROVED that a meeting be arranged, with the Clerk to make the necessary arrangements.

12. Email from One Voice Wales on 1 st May 2015, which provides details of the Statutory Guidance which came into force on 1 st May 2015 on “Access to Information on Community and Town Councils”. The document can be viewed at http://gov.wales/splash?orig=/topics/localgovernment/communitytowncouncils/publicatio ns/access-to-information and a copy is also available at the office. Noted

13. Email from Mr Gareth Harvey, a lecturer at Coleg Sir Gar on the 11 th May 2015. This confirms that in relation to the project work being undertaken by students on marketing the Memorial Hall, he will be making a site visit with the students on Tuesday 2 nd June, arriving at approximately 10am. The Clerk will be meeting with the students to discuss ideas and members are encouraged to also attend to greet the students.

It was APPROVED that the Mayor and Deputy Mayor attend to meet with the students, together with any other members who were able to attend.

14. Minutes received of the Burry Port and Pembrey PACT meeting held on 6 th May 2015 (copy attached ). Noted

15. Email from One Voice Wales on 12 th May 2015, forwarding information from the Climate Change Commission for Wales. It advises that a workshop for the Communities Sectoral Adaptation Plan will take place on Monday 15 th June between 10am and 3.30pm at Cardiff University. This will be of interest to those working in the public and voluntary sector and also Town and Community Councils and will help understanding of how current severe weather and future climate change could impact your community and how to assess the risks; what sources of help and information are available and how they can be accessed, together with actions to improve resilience to severe weather and climate change impacts. Noted

20. To receive reports by elected members, if any

Cllr Stephen James advised that there had been a discussion within the local Historical Society in relation to the anniversary later this year of the Queen being the longest serving monarch and it was being suggested that the Town Council should commemorate the anniversary. It was requested that the Civic Governance and Personnel Committee give consideration to this.

21. Report of the Clerk on matters of administration

1. Email from the Head of Transport and Engineering of Carmarthenshire County Council on 12 th May 2015. This advises that a request has been received for the temporary road closure of Pembrey level crossing, from a point 37 metres south of its junction with New Street, for a total distance of 27 metres in a southerly direction. The closure is necessary for Network Rail to carry out rail changing works on Sunday 28 th June between the hours of 01.00 and 08.00. Details of the alternative routes have

15 been provided and are available at the office. Noted.

2. Letter has been received from the Secretary of Burry Port Park Appeal dated 18 th May 2015. This requests that additional litter bins are provided in both Burry Port Toddler Park and the MUGA area ( copy letter attached ).

The TSO advised members that he inspects the park once a week and it is also regularly cleaned by our Caretaker. His view is that the problem is not due to lack of bins but behavioural issues, as there are a few bins already within a relatively small area. Members therefore declined the request and the Clerk is to advise the organisation of this, together with the reasons.

3. The Clerk, together with the TSO and Cllr Mrs Jean Hire attended the SLCC/One Voice Wales Joint Wales Training Conference in Llandrindod Wells on 14 th May 2015. The key note address was provided by Leighton Andrews AM, Minister for Public Services and was entitled “A Vision for the Community and Town Council Sector”. Information was provided in relation to the timetable for progression of the Devolution, Democracy and Delivery White Paper – Reforming Local Government: Power to Local People. It was indicated that a draft bill will probably be published in November 2015, which will set out how to move forward with the proposed reforms. This will then be followed by a consultation and its delivery will be dependent upon the make up of the next Assembly Government. Feedback was also provided on the White Paper’s consultation responses on behalf of the SLCC and One Voice Wales. It was evident that change and improvement is welcomed on behalf of the sector bodies but there continues to be concerns in relation to the detail, which they wish there to be further engagement upon. There was also a choice of workshops, with the Clerk and Cllr Jean Hire attending a conference on Financial Governance and Accountability and the TSO attending a workshop on Dynamic Local Communities. Noted.

4. The Clerk attended a workshop in Carmarthen on the 18 th May, arranged by the Commissioner for Sustainable Futures, the purpose of which was to explore and to consider input into the early development of Statutory Guidance for the Well-being of Future Generations Act. The event was attended by a mixture of private, public and third sector organisations. Noted.

5. As referred to in the items of correspondence, the Over 60’s Club of Pembrey is being disbanded. A request has now been received from the Club in relation to a desk belonging to the organisation which is at Pembrey Memorial Hall. The desk was donated to the organisation, for use by the Chairman at meetings. Due to the disbanding of the organisation, the person who donated the desk has expressed a wish that the desk be left at the Hall and the organisation also wishes this. Members are therefore asked to consider this request. Noted.

16 Pembrey and Burry Port Town Council Monthly Meeting Wednesday 17 th June 2015

Councillor Mrs Jean Hire (Mayor) Councillors Graham Davies, John James, Stephen James, Robert John, Mrs Pat Jones, Mrs Susan Northam, David Owens, Andrew Phillips, Mrs Moira Thomas and Mrs Mary Wenman.

In attendance: Melanie Carroll-Cliffe (Town Clerk), Alan Howells (Responsible Finance Officer).

(Former OAP Hall, 7.00pm – 9.45pm)

23. Opening Prayer

The opening prayer was given by Cllr Graham Davies.

24. Personal Matters

Apologies were received from Cllrs Malcolm Davies, Ken Edwards, John Hedley Jones, Michael Theodoulou, Mrs Shirley Matthews and Hefin Williams.

25. To receive Members’ Declarations of Interest in respect of the business to be transacted

Members confirmed their usual declarations of interest.

Prior to commencing the main agenda, it was proposed and RESOLVED that item number 15 on the agenda be discussed following the presentation of the police report, given the attendance by two representatives from Welsh Water.

26. Police Business

PCSO Stephanie Maiello was in attendance and was accompanied by the new PCSO, Wayne McNally. PCSO Maiello presented the police report, as set out below.

During the month of June 18 Crimes have been reported in the Burry Port Section down from last year. All the crimes have been detected.

Within the month of June officers have attended 101 calls, 25 of which were an immediate response, 26 had to be answered within the hour, 36 were scheduled simply needing attendance and 14 did not need a response.

Crimes of note are:

Criminal Damage

There have been 2 cases of criminal damage- one being electric gates damaged by a vehicle.

17

Burglary

There has been 1 burglary recorded in the area of Burry Port – being a shed broken into.

Anti Social Behaviour

There were 7 anti social behaviour calls in May - one being vehicles speeding down Factory Road, Pembrey.

Road Traffic Accidents

There have been 0 recorded accidents in Burry Port area.

Cllr Stephen James referred to the 25 immediate response calls and there having been a similar number for the previous month. He therefore commented that there would be an impact upon these should Burry Port Police Station close.

Cllr Mrs Mary Wenman referred to more teenagers being present at Burry Port Park during the lighter summer evenings. The bowls players are complaining about balls coming over onto their green and she therefore requested that there be more patrolling of this area. PCSO Maiello confirmed that she patrols in the evenings, together with PCSO Trudi Scandone. PCSO Maiello advised that PCSO Phil Davies has now left Burry Port Police Station but a replacement is expected. It was discussed that an assurance had been provided during the recent meeting with the Chief Constable that manning levels would be increased to the correct level and PCSO Maiello confirmed that this was being looked at. It was however acknowledged that the reduction in numbers is reflective across the Dyfed Powys Force and throughout the UK, although certain units have been strengthened, such as child protection.

Lastly, Cllr Graham Davies congratulated the PCSOs on their Twitter account for being informative and entertaining.

27. To confirm the minutes of the Annual Meeting held on 20 th May 2015

The minutes of the Annual Meeting of the Town Council held on 20 th May 2015 were accepted as a true record.

28. To confirm the minutes of the meeting held on 20 th May 2015

The minutes of the Town Council meeting held on 20 th May 2015 were accepted as a true record.

29. Information from the aforesaid minutes

P2 (6) Information from the minutes – report of the RFO

Following a query raised by a member in relation to the current position on the youth club donation, the Clerk clarified that a considerable number of additional items had now been ordered and received and therefore, the expenditure to date was approximately £6,000. Furthermore, an indication had been given that costings were being obtained in relation to trips which they hope to organise, as they had been informed that consideration would be

18 given to some funds being utilised in this manner. It was also indicated by a member of the Finance Committee that there had been some discussion upon the issue at the recent Finance Committee meeting regarding the necessity to identify expenditure for future large donations.

P4 (7) Report of the TSO

Cllr Mrs Moira Thomas confirmed that Ysgol Parc y Tywyn is now able to open for the judging of the Britain in Bloom competition.

Following a query, the Clerk confirmed that the work in relation to the installation of the mood lighting at the Memorial Hall had commenced on 16 th June.

A member queried if additional lamp post banners could be obtained, to create a great impact. It was suggested that if it was intended to do so, then more generic banners could be obtained. It was therefore APPROVED that the issue of additional lamp post banners and an alternative design be placed on the agenda for the next meeting of the Regeneration and Leisure Committee.

It was discussed that the banners had been budgeted for. It was also emphasised that the Town Council does not have a great deal of reserves, having just over 5 months’ at present, which is at the lower end of the recommended range. It was clarified that the Town Council had approximately 9 months’ reserves at the start of this current council and therefore, these have been reduced.

P10 (11) Planning applications

The Clerk updated members that she had liaised with Mr Ian Jones of Carmarthenshire County Council, who had agreed to meet with Councillors on the evening of 15 th July, immediately prior to the Town Council meeting. There was discussion as to whether it is preferable for meetings of this nature to take place on a different evening. Following this, it was proposed and APPROVED that each case be considered separately and that there be delegated powers to the Clerk and Mayor to make this decision.

P11 (14) To consider the Town Council’s options in relation to the former Pembrey School building

Cllr David Owens indicated that he remained of the opinion that a meeting should be re- convened with Jonathan Fearn and Matt Morden. He therefore proposed that the County Council members request this meeting, which was unanimously RESOLVED .

P14 (19) Communications – 7

Cllr Mrs Moira Thomas advised that there had been an interesting meeting with Hywel Dda University Health Board and Hywel Dda Community Council held at Burry Port Memorial Hall on 2 nd June.

P16 (21) Report of the Clerk – 2

Cllr Mrs Mary Wenman advised that she continues to be concerned about the rubbish in the park and expressed a wish that it be cleaned more regularly. However, it was discussed that even when the bins are empty, rubbish still gets thrown on the floor. Cllr Graham Davies

19 referred to the fact that PCSOs now have authority to issue fines for littering and this could be raised with them. It was discussed that the Town Council has representatives who attend the PACT meetings and it was therefore proposed and RESOLVED that the Town Council’s views about fining be raised by the representatives at the next PACT meeting.

30. Report of the Technical Services Officer (TSO)

The TSO was absent from the meeting but members had the opportunity of considering his report, which was circulated with the agenda.

Cemetery

Burial s

During the month of May 2015 there have been 1 burial, 4 scattering of ashes.

Wales in Bloom /Britain in Bloom 2015

1 Planting has commenced on the Glan-y-Mor designed garden on Stepney Road.

2 The RNLI garden south of the Clwb Bach Roundabout is ready for planting.

3 Bowling Club garden is ready for planting.

4 Parc-y-Tywyn School are now able to open the school for Britain in Bloom and the children will plant the flowers.

5 John McEvoy and Mike Jacob of CCC are now dealing with the Wales In Bloom road signs.

6 Work is in progress planting the Amelia Earhart Gardens.

7 Planting has been completed at Pembrey Church.

8 Planting is in progress in Memorial Gardens.

9 Flower containers have been installed along Station Road.

10 Pembrey School children have planted flowers in the beds at the entrance to Maenor Helyg Road.

11 Members of Burry Port and Pembrey Gardening Club have planted a garden in the Memorial Gardens to commemorate World Wars 1 and 2.

12 The roundabouts at Clwb Bach and Moreb have been planted but some plants might need to been replaced because of storm damage.

There was a discussion in relation to the Welsh Dragons placed on the Moreb roundabout and Clwb Bach Harbour roundabout and members were of the view that these would be better placed elsewhere. It was therefore proposed and RESOLVED that further thought be given to their positioning at different locations.

20 Memorial Hall

Work is in progress on the refurbishment of the concert room floor and will be completed by 15 th June, the mood lighting will be installed 16 th and 17 th June.

A member commended the work carried out on the Memorial Hall floor.

Lamp Post Banners

Banners have been erected.

Institute

Miscellaneous roof repairs have been carried out and the gutters cleaned.

Copperworks –Planning

David Darkin has commissioned an Ecologist to carry out a survey on the building, he has also forwarded the proposed project to the CCC Technical Services Department (Highways) for their comments.

31. To consider the report of the Regeneration and Leisure Committee meeting held on Thursday 7th May 2015

It was RESOLVED that the minutes of the Regeneration and Leisure Committee meeting held on the 7th May be signed and accepted as a true record.

Matters Arising

P3 (12) Further consideration of alternative access entrance to the Burry Port Memorial Hall car park/signage to the car park

Following a query, it was indicated that as yet, no costings had been received in relation to an alternative access entrance.

32. Report of the Responsible Finance Officer (RFO)

The RFO, Alan Howells, presented his report, as set out below:

1. Bank

The following cash balances are held with Lloyds Balance at Unpresented Council at 31st May 2015 :- bank cheques cash book balance £ £ £

Business Instant Access account 199,543.43 199,543.43 Community Account 69,777.52 18,501.29 51,276.23 Imprest account 246.97 246.97 £269,567.92 £18,501.29 £251,066.63

21

2. Schedule of accounts paid

The following accounts have been paid from 1st to 30th April 2015 :-

Cost ex Supplier Details Ref Vat VAT Total £ cost Plusnet Admin - internet provider 3 15.00 3.00 18.00 Biffa Cemetery 4 107.40 21.48 128.88 Biffa Hall 1 118.63 23.73 142.36 Travis Perkins Cemetery - materials 4 50.40 10.09 60.49 Travis Perkins Cemetery - materials 4 8.06 1.61 9.67 Travis Perkins Cemetery - materials 4 207.37 41.47 248.84 Dwr Cymru / Welsh Water Hall 1 97.71 97.71 Dwr Cymru / Welsh Water Hall 1 770.51 770.51 Dwr Cymru / Welsh Water Cemetery 4 394.81 394.81 Dwr Cymru / Welsh Water Pembrey Memorial Hall 1 490.56 490.56 BT Telephone charges 3 20.00 4.00 24.00 Tradepoint Cemetery - materials 4 44.53 8.91 53.44 Amroc Memorial Hall 1 90.00 18.00 108.00 Dyfed Alarms Memorial Hall 1 2355.00 471.00 2826.00 Atech Hall - Signage 1 550.00 110.00 660.00 British Gas Hall - Heating 1 474.06 94.81 568.87 Parker Plant Hire Memorial Hall - storage 1 61.60 12.32 73.92 Parker Plant Hire Memorial Hall - storage 1 61.60 12.32 73.92 British Gas Copperworks - Electricity 1 14.45 0.72 15.17 British Gas Institute - Electricity 1 275.04 55.00 330.04 British Gas Pembrey school - Electricity 1 255.14 51.02 306.16 British Gas Memorial Hall - Electricity 1 334.96 66.99 401.95 British Gas Cemetery - Electricity 4 112.81 5.64 118.45 British Gas OAP Hall - Electricity 1 29.03 1.45 30.48 Communicorp Admin - subscription 3 12.00 12.00 Chivers Corner Garage Cemetery - vehicles costs 4 136.12 27.23 163.35 Moira Thomas Travelling 3 78.00 78.00 Parker Plant Hire Cemetery - materials 4 52.50 10.50 63.00 Parker Plant Hire Cemetery - materials 4 67.50 13.50 81.00 IWEC Hall - Refurbishments 1 425.00 85.00 510.00 IWEC OAP Hall - maintenance 1 56.50 11.30 67.80 Pembrey Memorial Hall - IWEC maintenance 1 565.00 113.00 678.00 Furniture @ Work Admin - equipment 3 225.00 45.00 270.00 Emyr Rees Memorial Hall Refurbishments 1 200.00 200.00 Davies Craddock Cemetery - van insurance 4 273.32 273.32 Carms Tourism Admin - marketing and Association promotion 9 91.00 91.00 Consortium Admin supplies 3 4.49 0.90 5.39 Joanne Chilvers Admin - website 3 49.50 49.50 Parker Plant Hire Cemetery - maintenance 4 5.50 1.10 6.60 Consortium Hall - cleaning materials 1 20.79 4.16 24.95

22 Zurich Municipal Annual Insurances 1 11262.26 675.72 11937.98 DB Property Maintenance Institute - maintenance 1 170.00 170.00 Magnum Memorial Hall Refurbishments 1 2496.00 499.20 2995.20 DB Property Maintenance Institute - maintenance 1 390.00 390.00 Wales in Bloom Floral Displays application 9 140.00 140.00

23659.15 2500.17 26159.32

In relation to the schedule of payments, the RFO advised that some are accruals. He also highlighted a number of payments to Dwr Cymru. The annual insurance had also been paid, although there had been a significant saving of over £6,500, as with the previous insurer, the premium had been nearly £18,000. The Clerk and RFO were complimented in relation to this saving.

3. Petty Cash

Payments made from 1st to 31st May 2015

Post Office 7.56 7.56 Llanelli Star 0.75 0.75 Postage (2nd Class) 54.00 54.00 Co-op VE day 15.97 15.97 Llanelli Star 0.75 0.75 Llanelli Star 0.75 0.75 Trailer board 18.00 3.60 21.60 Llanelli Star 0.75 0.75

Total payments made from petty cash £98.53 £3.60 £102.13

4. Budget Monitoring Report

The Budget monitoring report for the period 1st April to 30th April 2015 has been circulated to Members.

Income and expenditure should be around 8%.

Income is below budget for year to date, which is mainly attributable to the footpath grant, the SLAs and the Pembrey Memorial Hall subsidy being received later in the year. Also, the invoices for annual rentals by various local organisations were sent out in May, following a review of fees and charges.

In relation to expenditure, employees’ costs are within budget. Administration costs are also within budget, although some annual payments had been made in April, including the subscription to One Voice Wales.

In relation to expenditure on marketing and promotion, the RFO advised that it had been agreed at the recent Finance Committee meeting that a more detailed analysis would be provided.

23 There has been no civic expenditure to date.

Expenditure on the cemetery/footpaths is over budget with the main item of over spend relating to the annual payment of rates.

Expenditure on the Hall and Institute is also over budget. Under this heading, there have been a number of items of expenditure but the most noticeable one is the annual payment of rates. A query was raised in relation to expenditure on materials and why this percentage appeared high. The RFO clarified that it is not a very large budget but also there may be some accruals. He confirmed that this budget is managed by the TSO.

Expenditure on the Copperworks is over budget. This is attributable to the fact that a rates rebate was being obtained when the premises was being rented out to charitable organisations, which is no longer the case.

Expenditure on the former Pembrey School is over budget, and again this is mainly attributable to the payment of annual rates.

Expenditure on Pembrey Memorial Hall is over budget and once again, this is mainly attributable to the payment of annual rates. The RFO also advised that an oil bill had been paid.

In relation to special projects, there has been very little expenditure for year to date.

The RFO advised that the net operational expenditure is slightly over budget at 11.05%. However, this is not truly reflective of the position, due to income currently being down due to money awaited and also the number of annual payments which have already been made.

The RFO circulated the Annual Return to members, for their consideration and approval. He took members through this, explaining that the summary figures are on the front page, with the second page containing a number of governance statements.

The RFO referred to the various items on the income and expenditure account, which provided details of actual figures for 2013/14, projected figures for 2014/15, actual figures for 2014/15 and the variance to budget.

In relation to income, additional income had been received by way of the grant for Burry Port Memorial Hall and the subsidy for Pembrey Memorial Hall. Also, in excess of £17,000 rental income had been received for the two Halls in Burry Port and Pembrey. Fees for Burry Port Memorial Hall have been boosted through an increase in the charges and more usage of the Hall.

In relation to expenditure, employees’ costs were within budget. Administration costs were under budget, with no election costs having been spent.

Civic expenditure was within budget and the RFO referred to the fact that for this year, the Civic Ceremony and the general civic expenditure have been merged together.

Expenditure on the cemetery/footpaths was within budget.

24 Expenditure on the Hall and Institute was slightly over budget, with this being mainly attributable to increased energy costs and also water costs being higher than budgeted.

Following a query from a member in relation to the position on the Council’s electricity and gas contracts, the RFO advised that the electricity was renewable at the end of the month.

Expenditure on the Copperworks was nearly £3,000 under budget, due to a reduction in maintenance and repairs.

Expenditure on the former Pembrey School was slightly over budget, mainly due to electricity costs.

The RFO referred to expenditure on the Pembrey Memorial Hall showing as a £9,000 over spend. He clarified that this was not in fact the position, as £10,000 had been received from the County Council to undertake some refurbishment works.

Expenditure on special projects was overall under budget. An additional budget had been given for the major replacement fund/PBPTC events/development budget but not all of this had been spent. The RFO clarified that the money for the youth club donation is in earmarked reserves. Also, a sum for the provision of potential transfer of services has been placed in earmarked reserves. The total earmarked reserves are £43,651.36.

The RFO also referred to the full breakdown of donations made during the year, which were set out on the Annual Return.

Following the consideration of the Annual Return, members unanimously APPROVED it, for submission to the external auditor.

33. To consider the report of the Finance Committee meeting held on Monday 11 th May 2015

It was RESOLVED that the minutes of the Finance Committee meeting held on the 11 th May be signed and accepted as a true record.

Matters Arising

P4 (10) Consideration of applications for financial donations

Following a query by a member, the RFO confirmed that the cheques had been signed in relation to the various financial donations and were just awaiting to be signed before being sent out.

P6 (13.1) Heritage Trail Bid

Cllr Graham Davies advised that the proposed constitution for the Heritage Trail Group would be considered at the next meeting on 25 th June. He also queried if he should include the maintenance of the boards within the bid or could the Town Council’s support be relied upon for this. Members were of the view that the maintenance should be included in the bid at this stage.

25 34. To consider any planning applications

Application Name and Address of Description of Application No. Applicant S/32033 Scott Ashford Partly retrospective application for outbuilding 7 Church Road Burry Port S/32055 Christopher Cray Proposed double storey side extension to 9 The Crescent existing dwelling, with detached garage and Burry Port reconstructed boundary wall S/32083 Mr Andrew Scott Variation of conditions 4, 5, 6 and 12 on Sandhurst S21492 (landscaping, boundary treatment The Harbour measures, bin storage and car parking layout). Burry Port

Cllr Mrs Moira Thomas advised members that two out of the three applications had been recommended for approval at the meeting of the Planning Committee, namely application numbers S/32055 and S32083. However, in relation to application number S/32033, it was felt that additional information was required. One member was able to provide some limited additional information, although he was not a consultee. He advised that he was of the understanding that there had been a problem with the final size of the building, compared to the plan which had been approved.

Following the discussions, members APPROVED application numbers S/32055 and S/32083 but due to insufficient information, they objected to application number S/32033.

35. To consider any County Councillors’ reports

County Councillor Mrs Pat Jones advised that there had been a lot of internal emails in relation to the Grillo Site and it is now hoped that the various planning applications will be approved. County Councillor John James added that previously, there had been two issues preventing the planning applications being dealt with, namely a request for a “calling in” and also, an embargo had not been lifted, although this technicality had now been addressed by the Welsh Government. This now meant that the Local Authority is able to make a decision and County Cllr John James advised that it is “minded to accept” all six applications.

County Councillor Mrs Pat Jones referred to the visit to Burry Port by the Chief Constable of Dyfed Powys Police on Friday 12 th June. During the visit, he had been taken to the Grillo Site, the Harbour and Glan y Mor School. The Clerk added that there had been assurance from the Chief Constable that Burry Port Police Station would not be closed unless a better facility was provided. County Councillor John James additionally advised that it would go out to consultation to the public. Cllr Robert John, who had also been present on the visit, advised that he believes that the ideal scenario for the Police and Crime Commissioner would be for the Town Council to offer accommodation to the Police on its own premises.

36. To consider the Mayor’s report

The Mayor advised members that she had attended a few civic services. Also, earlier that

26 day, she had presented a plaque from the Council in the former OAP Hall to a lady who was 100 years old.

37. Consideration of a request from Welsh Water to undertake work on the site of the Memorial Hall as part of the RainScape Scheme

The representatives from Welsh Water outlined that at present, there is a combined drains system for sewerage and surface water at the site of Burry Port Memorial Hall. Accordingly, Welsh Water would like to undertake work as part of the RainScape scheme to separate the roof water from entering the current combined system. This would entail installing a series of new pipes which would carry the roof/surface water to discharge into highway drainage. This would necessitate part of the car park being dug up. All work would be undertaken by Welsh Water, although following its completion, the surface water pipes would be the responsibility and ownership of the Town Council. As there will be some disruption, the duration of the work was queried. It was indicated that Welsh Water would be looking to commence the work in October, although it is not known precisely how long it would take. As this is a busy time of the year for usage of the Memorial Hall, it was confirmed that the commencement of the work could be negotiated upon.

Following the discussions, it was proposed and RESOLVED that the work in the grounds of the Memorial Hall be undertaken, provided that Welsh Water liaises with the Clerk and the TSO regarding the most suitable timing.

38. Consideration of proposed new traffic measures in Burry Port

Cllr John James advised that it had originally been intended that County Council officers attend the meeting with maps. However, the situation had been superseded by developments in relation to the Grillo Site regarding the planning applications. He referred to emails with John McEvoy of Carmarthenshire County Council. In a very recent email sent on 16 th June 2015, Mr McEvoy confirmed that he had discussed the request to consider the introduction of a one way system in Burry Port with an officer from the Council’s Highways Planning Liaison section. This officer had advised that any proposal to introduce a one way system would need to be formally considered in the preparation of planning submissions for the various regeneration proposals to the south of Burry Port. The email further indicated that the traffic impact assessments associated with the regeneration proposals would need to include the scenario of new one way systems being introduced in or close to the town centre.

Cllr John James further indicated that residents in New Street are reasonably happy with the information provided.

However, Cllr Graham Davies expressed a view that this is another excuse to delay. He also disputed that residents of New Street were content with the situation, and he advised that he had been speaking with one such resident only earlier that day. Cllr Graham Davies also referred to the fact that assurances had been given some time ago that there would be a consultation on a one way system. He further advised that it had taken four weeks for John McEvoy to respond to a letter sent by him. Mr McEvoy had indicated that there were no plans to remove the speed bumps and that he was glad that the Town Council were considering the issue.

Cllr Stephen James declared his interest, being a local resident. He commented that he was staggered that Cllr Graham Davies could state that the situation was being used by the County

27 Council to delay matters. He further advised that not everyone is in favour of a one way system in New Street. He emphasised that the Grillo Site is a crucial development and it was not the Town Council’s, the County Council’s or residents’ wishes that its proposed development had been delayed.

Cllr John James added that he would again contact the office of Keith Davies AM the following day regarding the speed bumps.

39. To consider the possible demolition of the building on the Copperworks site as part of the proposed planning application (recommendation from the Regeneration and Leisure Committee)

The Clerk advised that there had been discussion regarding this issue at the recent Regeneration and Leisure Committee meeting. Following this, the recommendation was that the building should be demolished as soon as practicable, subject to quotations being obtained. Cllr David Owens also added that the Finance Committee was also supportive of this, conditional on the price.

It was therefore proposed and unanimously RESOLVED that in principle, steps be taken to demolish the unoccupied building on the Copperworks site as soon as practicable, subject to the cost not being prohibitive.

40. To consider Communications received

1. Letter from the Dyfed-Powys Police and Crime Commissioner, Mr Christopher Salmon dated 20 th May 2015, in response to a letter sent by the Clerk, putting forward the Town Council’s proposal in relation to Burry Port Police Station. Mr Salmon thanks the Council for its imaginative and constructive proposal. He also advises that currently, the force is conducting a survey across all of its estate to obtain more accurate financial and management information. As this will be taking place over the summer months, Mr Salmon indicates that he will be unlikely to be in a position to discuss proposals in detail before September, although he would be delighted to do so at that stage, when decisions can be made in light of the full facts. Mr Salmon confirms that no final decisions have been taken in relation to Pembrey and Burry Port and that for the time being, it is not proposed to change anything about Burry Port Police Station. Noted

2. Email from One Voice Wales on 22 nd May 2015, forwarding information from the Inclusion Team at the Welsh Government. This advises that a consultation was launched on 21 st May 2015 by the Minister for Communities and Tackling Poverty on “Protecting Community Assets”. Any responses are to be submitted by 11 th September and the link details are http://gov.wales/consultations/people-and- communities/protecting-community-assets-consultation/?lang=en . Noted

3. Letter from Mr Mark James, Chief Executive of Carmarthenshire County Council dated 21 st May 2015. This letter is in response to the letter sent by the Clerk, raising the Town Council’s concerns about Burry Port Harbour. Mr James advises that similar concerns have been raised via members at the Community Scrutiny Committee and a report is due to be presented to that Committee in the coming months by the Head of Leisure, Mr Ian

28 Jones. Although a request was made for Mr James to meet with Town Councillors, the letter states that Mr Ian Jones would be happy to meet with members in order to discuss the concerns in more detail. The Clerk is presently making appropriate arrangements for this.

Cllr John James advised that Mr Ian Jones is responsible for the Harbour. He also indicated that due to the intervention of Mr Mark James, the report would not be going to the Community Scrutiny Committee, as intended. Instead, Mr James requires officers to consider it once more. Cllr John James felt that this was favourable to the Town Council’s position. He further indicated that if members remain unhappy following the meeting with Mr Ian Jones, then Mr Mark James was willing to attend.

4. Letter from the Staff Officer to the Chief Constable of Dyfed-Powys Police dated 3 rd June 2015. This letter is in response to the letter sent by the Clerk, raising the Town Council’s concerns about Sergeant Ceri Howells’ absence from Burry Port Police Station for two months, as well as changes which have been made in recent years to staffing of the Police Station. This letter confirms that the correspondence has been passed to the Public Service Bureau, who will respond further in due course. Noted

5. Letter from the PCC Secretary of Pembrey Parish Church dated 4 th June 2015. This advises that on 2 nd July 2015, the Bishop of St David’s will be undertaking a day long visit to the Parish of Pembrey with Llandyry. As part of this visit, a service of Holy Eucharist will be held at St Illtyd’s Church, Pembrey at 11am. The Secretary indicates that she has been requested to write on behalf of the Vicar, Church Wardens and PCC to invite the Mayor, together with the elected members of the Pembrey Ward to this special service. It is requested that confirmation of intended attendance be provided in advance.

Cllr David Owens confirmed that he would be attending and it was APPROVED that the Mayor should attend, together with any other Pembrey Ward Councillors, if possible. Despite the letter specifically extending an invitation to Pembrey Ward Councillors, Cllr David Owens indicated that he believed Burry Port Councillors would also be welcome to attend.

6. Email from Welsh Government on 11 th June 2015. This advises that the Public Health (Wales) Bill has been introduced to the National Assembly for Wales by the Minister for Health and Social Services. The Bill seeks to bring together a series of practical actions in specific areas, in order to have a positive impact on health and well-being and follows last year’s Public Health White Paper Consultation.

Amongst other proposals, the Bill will place a duty on each Local Authority in Wales to prepare and publish a local toilets strategy on the provision of toilets available for use by the public in its area. This strategy must include an assessment of the community’s need for toilets including changing facilities for babies and facilities for disabled persons, as well as details of how the Local Authority proposes to meet that need. The email has been sent to all Community Councils in Wales, as it is stated that the content of the Bill will be of interest to those Councils who provide and/or maintain a public toilet facility.

The Bill and Explanatory Memorandum are available on the National Assembly for Wales website at www.assembly.wales/en/bus-home/bus-legislation/bus-legislation-

29 progress-bills/pages/bus-legislation-progress-bills.aspx Noted

41. To receive reports by elected members, if any

Cllr Stephen James referred to the proposals published earlier that day by the Public Service Minister Leighton Andrews for the future configuration of Local Authorities in Wales. These included that Carmarthenshire be joined with Ceredigion and Pembrokeshire as a Local Authority, as part of the proposed reorganisation. He expressed the view that the Council should object to the proposal and this should be communicated to the Minister, the local AM and MP. Following a brief discussion, members felt that more information was required, to enable an educated decision to be taken. It was therefore RESOLVED that the issue should be placed on the agenda for the September Town Council meeting, for full consideration.

Cllr Mrs Moira Thomas advised that Ysgol Parc y Tywyn is in green banding. At a recent Governors’ meeting information had been provided about how the school had been tested and it had done exceptionally well.

42. Report of the Clerk on matters of administration

1. Following a visit by students and two lecturers from Coleg Sir Gar to the Memorial Hall on 2 nd June 2015, the Clerk has been advised that the students are preparing power point presentations and promotional display materials. Accordingly, the Clerk and members have been invited to attend at the College on Thursday 25 th June at 10.30am to listen to the student feedback. The visit will last approximately an hour.

Cllrs Andrew Phillips and Robert John indicated an intention to attend.

2. The Clerk requires to update the Register of Members’ interests. Accordingly, new forms have been prepared and each member is requested to obtain a form, complete and return it to the Clerk by the 30 th June. Noted.

3. Correspondence has been received from the Access & Engagement Coordinator for Carmarthenshire County Council, advising that the consultation on “Promoting Independence for Older People in Carmarthenshire – Getting People’s Views” commenced on 1 st June 2015 and will run until 31 st July 2015. It is stated that as Town and Community Councils could play a key role in developing services for older people within local communities, and as its members are well placed to understand the needs of local people, all Councillors are being encouraged to complete a questionnaire. The Clerk has been supplied with a number of questionnaires, for those who are interested and the consultation documents are also available to complete online on the County Council’s website, details of which are :-ilocal.carmarthenshire.gov.uk/consultations/olderpeople. Noted

4. Information has been forwarded by One Voice Wales on behalf of the Head of Community Energy of Resource Efficient Wales (REW). This advises that REW offers information and help to the community on saving energy and water and

30 reducing waste. Support is offered to communities and groups of domestic customers in the form of a site visit from a Regional Client Manager. Through this, they will be able to provide a report outlining the options available to the community and an action plan of how to proceed with the recommendations, which can include a community building survey, community owned renewables, community resource efficiency measures and community led individual action. There is also follow up work, including agreeing an action plan, the commission of specialist reports, identifying barriers and funding options and also referrals to other agencies.

REW is a new service funded through Welsh Government to provide advice and support to the domestic, community, business and public sectors. Severn Wye Energy Agency, along with a consortium of partners are providing the domestic and community support for this service. More detailed information is available on the website http://resourceefficient.gov.wales . Noted

5. Natural Resources Wales has produced a briefing note for One Voice Wales on ‘Shale Gas and Hydraulic Fracturing in Wales’ (copy attached). Noted

6. Advance notification is provided of the Mayor’s Civic Service, which is to be held on Sunday 12 th July at 2.30pm. Formal invitations will be sent out shortly.

A query was raised in relation to the format of the Civic Service and whether this should be standardised to a certain extent. The Clerk updated that the Civic Governance and Personnel Committee had already invited Cllr Stephen James to revert with some ideas, although this had not occurred to date. It was therefore APPROVED that the issue be placed upon the agenda for a Civic Governance and Personnel Committee meeting and that consideration be given to it by Cllrs Stephen James, David Owens and John James.

31 Pembrey and Burry Port Town Council Monthly Meeting Wednesday 15 th July 2015

Councillor Mrs Jean Hire (Mayor) Councillors Graham Davies, Malcolm Davies, Ken Edwards, John James, Robert John, John Hedley Jones, Mrs Shirley Matthews, Mrs Susan Northam, David Owens, Andrew Phillips, Michael Theodoulou, Mrs Moira Thomas, Mrs Mary Wenman and County Councillor Hugh Shepardson.

In attendance: Melanie Carroll-Cliffe (Town Clerk), Alan Howells (Responsible Finance Officer) and John Ridgway (Technical Services Officer)

(Former OAP Hall, 7.10pm – 8.45pm)

43. Opening Prayer

The opening prayer was given by Cllr Graham Davies.

44. Personal Matters

Apologies were received from Cllrs Mrs Pat Jones, Hefin Williams and Stephen James.

Members congratulated the Mayor on the success of her recent Civic Service held on 12 th July 2015.

45. To receive Members’ Declarations of Interest in respect of the business to be transacted

Members confirmed their usual declarations of interest.

46. Police Business

PCSO Stephanie Maiello and PCSO Trudi Scandone were in attendance. PCSO Maiello presented the police report, as set out below.

Council Monthly Report July 2015

During the month of July 22 Crimes have been reported in the Burry Port Section down from last year. All the crimes have been recorded.

Within the month of July officers have attended 108 calls, 22 of which were an immediate response, 30 had to be answered within the hour, 34 were scheduled simply needing attendance and 22 did not need a response.

Crimes of note are:

Criminal Damage

There have been 3 cases of criminal damage- one being damage to a car window.

32

Burglary

There have been 2 burglaries recorded in the area of Burry Port –one being the Welsh Water site building, someone trying to gain access through the door.

Anti Social Behaviour

There were 5 anti social behaviour calls in July- one being loud music being played from a house.

Road Traffic Accidents

There have been 5 recorded accidents in Burry Port area, none fatal.

Cllr Shirley Matthews queried whether there had been any complaints in relation to the carnival weekend. PCSO Maiello confirmed that there had been no actual trouble relating to the carnival. However, not all bags had been searched upon entry, as should have happened and when some were searched, alcohol had been found. Cllr Shirley Matthews was congratulated by members on the success of the carnival and she in turn thanked everyone who assisted, including Town Councillors who had attended on the day.

Cllr Mrs Mary Wenman requested that a reasonably high police presence be retained in the park, as she continues to receive complaints. PCSO Maiello explained that she and PCSO Scandone are on the same shift pattern and they regularly attend but a replacement is required for PCSO Phil Davies. She further explained that it had been intended that there be a replacement PCSO from Llanelli but a number of these had been accepted as Police Constables. However, PCSO Maiello confirmed that funding had recently been received for new PCSOs and these would need to undergo 8 weeks of training, following recruitment.

47. To confirm the minutes of the meeting held on 17 th June 2015

The minutes of the Town Council meeting held on 17 th June 2015 were accepted as a true record.

48. Information from the aforesaid minutes

P20 (29) Information from the aforesaid minutes – report of the Clerk

Cllr Graham Davies advised that he had attended the recent PACT meeting. At this, he had raised the question of PCSOs fining for littering and they were happy to take on this role.

49. Report of the Technical Services Officer (TSO)

Cemetery

Burial s

During the month of June 2015 there have been 2 burials, 2 scattering of ashes.

33 Wales in Bloom /Britain in Bloom 2015

1 All planting has been completed prior to the Wales in Bloom judging on the 9 th July 2015.

2 Hanging baskets have been installed on shop frontages along Station Road, New Street and Stepney Road.

3 John McEvoy and Mike Jacob of CCC are now dealing with the Wales in Bloom road signs.

The TSO updated members that the Wales in Bloom judging had taken place on Thursday 9 th July and it was felt that this had gone well, with favourable comments being made by the judge about the roundabouts and banners. Also, the grass and the verges had been cut this year by the County Council, unlike last year.

The TSO advised members that the judging of Britain in Bloom will be taking place on 4 th August. The judges will be arriving by train at Burry Port at 12.20pm and will be present for 4 hours, inclusive of lunch. The TSO urged Councillors to be present on route to greet the judges.

In relation to the road signs, the TSO updated that he had arranged a meeting with Mike Jacob of Carmarthenshire County Council on Monday 20 th July, to try to progress this matter.

Memorial Hall

1 Work has been completed on refurbishment of the oak floor.

2 The Mood Lighting has been installed.

Both the above areas of work have been enthusiastically received by the groups who have recently used the hall.

3 TSO to receive a quotation from CCC for directional signs to the Memorial Hall.

OAP Hall

TSO to carry out an appraisal on the 3 quotations received for the floor covering.

The TSO confirmed that this information will be available for consideration at the next Regeneration and Leisure Committee meeting.

Copperworks School

1 TSO to obtain quotations for the demolition of the old school.

2 Ecology: the survey was carried out on 3 rd July and the results will be forwarded to Natural Resources Wales for their pre-application comment.

3 Highways: The scheme has been generally well received by the highways department with relatively minor amendments requested and they have been incorporated into the scheme, namely the widening of Morlan Terrace to the frontage.

34 4 Section 106 Contributions: An enquiry has been submitted to the Leisure Department regarding the open space contribution requirements.

5 Planning: The scheme has generally been positively received and the only query was regarding the issue of displacement of surface water.

A member queried when the Town Council was likely to be in a position to proceed with the demolition of the Copperworks School building. The TSO advised that planning permission would be needed for demolition and he raised the issue that the cost of demolition would not be recovered if planning for development was not obtained. The Clerk highlighted that a resolution to demolish (subject to the cost not being prohibitive) had been made at the previous Town Council meeting. Accordingly, following a proposal, it was APPROVED that the TSO make further enquiries and that a detailed report be provided to the next Regeneration and Leisure Committee meeting upon the timescale for demolition. Members also again briefly discussed retaining some feature on the site and the possibility of a heritage board.

Footpath Maintenance

Ship Aground 57/61 The Level 71/22

50. To consider the report of the Regeneration and Leisure Committee meeting held on Thursday 4th June 2015

It was RESOLVED that the minutes of the Regeneration and Leisure Committee meeting held on the 4th June be signed and accepted as a true record.

There were no matters arising from these minutes.

51. Report of the Responsible Finance Officer (RFO)

The RFO, Alan Howells, presented his report, as set out below:

1. Bank

The following cash balances are held with Lloyds at 30th June Balance at Unpresented Council cash 2015 :- bank cheques book balance £ £ £

Business Instant Access account 176,382.44 176,382.44 Community Account 67,001.19 29,147.95 37,853.24 Imprest account 244.37 244.37 £243,628.00 £29,147.95 £214,480.05

2. Schedule of accounts paid

The following accounts have been paid from 1st to 30th June 2015 :-

Cost ex Supplier Details Ref Vat VAT Total £ cost

35 ATECH Floral displays signage 9 75.00 15.00 90.00 Harbour Tyres Cemetery - Vehicle tyres 4 72.00 14.40 86.40 CJ Motors Cemetery - Vehicle MOT 4 40.00 40.00 CJ Motors Cemetery - Vehicle Repairs 4 59.98 12.00 71.98 Darren Daniel Pembrey School -maintenance 1 150.00 30.00 180.00 Wrenvale Nurseries Cemetery - maintenance 4 175.00 35.00 210.00 Gravells New Van 4 9961.00 1936.20 11897.20 Powercut Cemetery - Repairs 4 654.00 130.80 784.80 BT Admin - telephone 3 90.67 18.13 108.80 Travis Perkins Cemetery - maintenance 4 227.12 45.42 272.54 IWEC Institute - maintenance 1 332.58 66.52 399.10 Plusnet Admin - internet provider 3 15.00 3.00 18.00 Greenwell Power Tools Cemetery - Repairs 4 315.83 63.17 379.00 Tradepoint Institute - maintenance 1 53.04 10.64 63.68 Parker Plant Hire Cemetery - maintenance 4 25.00 5.00 30.00 SSE Copperworks - electricity 1 31.59 1.57 33.16 British Gas Copperworks - electricity 1 15.98 0.79 16.77 British Gas Institute - Electricity 1 259.24 51.84 311.08 British Gas Pembrey School - Electricity 1 99.05 4.95 104.00 British Gas BP Memorial Hall - Electricity 1 262.11 52.42 314.53 British Gas Cemetery - Electricity 4 91.38 4.56 95.94 British Gas OAP building - Electricity 1 28.76 1.43 30.19 Welsh Water Copperworks - water 1 664.14 0.00 664.14 Travis Perkins Cemetery - maintenance 4 86.82 17.37 104.19 Travis Perkins Cemetery - maintenance 4 45.43 9.09 54.52 BT Admin - telephone 3 20.00 4.00 24.00 Parker Plant Hire Hall - Storage 1 58.80 11.76 70.56 Parker Plant Hire Hall - Storage 1 58.80 11.76 70.56 Biffa Cemetery - refuse costs 4 85.92 17.18 103.10 Biffa Hall - refuse costs 1 97.52 19.50 117.02 Chivers Corner Garage Cemetery - Van fuel costs 4 238.46 37.68 276.14 Cathedral Leasing Institute - maintenance 1 64.98 13.00 77.98 Xerox Finance Admin - photocopier 3 44.86 8.97 53.83 Wynnstay Cemetery - maintenance 4 81.94 16.39 98.33 Zurich Municipal Cemetery - New van insurance 4 705.54 705.54 Darren Daniel OAP Hall - maintenance 1 50.00 10.00 60.00 Pembrey Memorial Hall - Cleaning Consortium materials 1 62.74 12.55 75.29 Burry Port Memorial Hall - Consortium Cleaning materials 1 11.78 2.36 14.14 Pembrey Memorial Hall - British Gas Electricity 1 186.49 9.32 195.81 British Gas BP Memorial Hall - Electricity 1 444.69 88.93 533.62 Brushwood Designs Lamp post banners 9 2621.92 524.38 3146.30 Tradepoint Floral displays materials 9 20.59 4.13 24.72 Burry Port Male Choir Special - Donations 9 100.00 100.00 Burry Port Male Choir Ladies Association Special - Donations 9 100.00 100.00 Burry Port Male Opera Special - Donations 9 600.00 600.00 Pembrey and Burry Port Gardening Club Special - Donations 9 200.00 200.00 P and B P Scout Group - Beavers Special - Donations 9 100.00 100.00 P and B P Scout Group - Cubs Special - Donations 9 100.00 100.00 P and B P Scout Group - Special - Donations 9 100.00 100.00

36 Scouts Pembrey Brownies Special - Donations 9 100.00 100.00 Pembrey Football Club Special - Donations 9 200.00 200.00 Pembre Parish Church Special - Donations 9 100.00 100.00 Burry Port Memorial Hall - Magnum Sound Refurbishments 1 1664.00 332.80 1996.80

22049.75 3654.01 25703.76

In relation to the schedule of payments, the RFO highlighted a number of unusual payments. There was a payment to Gravells of £9,961 + VAT, for the purchase of a new van. There were also some payments relating to maintenance and repairs to the old van, as well as insurance on the new vehicle. Payment had also been made for the new lamp post banners. Furthermore, a number of payments had been made during the course of the month for the first round of financial donations.

3. Petty Cash

Payments made from 1st to 30th June 2015

Llanelli Star 3 0.75 0.75 Chris Murray Phone 3 10.00 10.00 Llanelli Star 3 0.75 0.75 Llanelli Star 3 0.75 0.75 Burry Bargains - cleaning materials 3 2.00 2.00 Lidl - cleaning materials 3 3.30 3.30

Total payments made from petty cash £17.55 £0.00 £17.55

4. Budget Monitoring Report

The Budget monitoring report for the period 1st April to 31st May 2015 has been circulated to Members.

Income and expenditure should be around 16% but the RFO highlighted that there are a number of timing issues due to annual payments having been made.

Income is currently below budget, which is mainly attributable to the SLAs not yet having been received. Also, in relation to room rentals, due to new fees and charges having been agreed, there was a slight delay in invoices for annual/quarterly users being sent out.

In relation to expenditure, employees’ costs are within budget.

Administration costs are over budget, which is attributable to annual insurance and subscription payments having been made. The RFO again highlighted that insurance for the Town Council’s buildings has been substantially reduced this year, due to this being sourced through a different company.

37 In relation to expenditure on marketing and promotion, the RFO advised that he had not yet prepared a more detailed breakdown but would be doing so.

There has been very little civic expenditure to date. However, the Mayoral allowance will shortly be paid. Additionally, this report did not take into account the cost incurred in relation to the Civic Service, which has now taken place. There will also be expenditure later in the year for the Senior Citizens’ Christmas Tea and Cawl Cennin.

Expenditure on the cemetery/footpaths is just under budget for year to date.

Expenditure on the Hall and Institute is over budget but again, this is due to a number of annual payments having been made.

Expenditure on the Copperworks is over budget but likewise, this is attributable to an annual payment for rates having been paid and this has increased due to the building being vacant.

Again, expenditure on the former Pembrey School is over budget, which is attributable to the annual payment of rates.

Expenditure on Pembrey Memorial Hall is over budget but again, this is a timing issue due to three annual payments having been made for rates, water and insurance. The RFO also advised that in relation to Pembrey Memorial Hall refurbishment, an invoice has been sent off to Carmarthenshire County Council for reimbursement of some expenditure.

There has been little expenditure on special projects but the RFO is aware of a number of payments which are due to be made.

Net expenditure is 22.15% and is therefore over budget but this is attributable to many annual payments being made early in the financial year.

Lastly, the RFO advised that the report had now been received from the Internal Auditor, which had confirmed compliance in relation to the audit and this had been submitted to the external auditor. Cllr Michael Theodoulou requested that a copy of the letter regarding the internal audit be circulated to members.

52. To consider the report of the Finance Committee meeting held on Monday 15 th June 2015

It was RESOLVED that the minutes of the Finance Committee meeting held on the 15 th June be signed and accepted as a true record.

There were no matters arising from these minutes.

53. To consider any planning applications

Application Name and Address of Description of Application No. Applicant S/32178 Mike Hopkins Demolition of side extension, garage, front O’Okiep and side walls and construction of new single Ocean View, Burry Port and two storey side extension, raising roof of main dwelling, detached garage and LPG tank

38 and boundary enclosures S/32183 S Lovesey Proposed erection of stables and formation of Tygwyn Farm manege Pembrey S/32182 Susan Stephens Wooden gate for access to field to north of the Homelands property within the boundary of the property. Mountain Road This field has no other direct access from the Pembrey road and hence is proving a challenge to maintain due to limited access. S/32211 Mr Alun James Demolition of existing garage and construction Land at Crosslane Cottages of new garage/workshop building. Pembrey

Cllr Mrs Moira Thomas advised members that the Planning Committee was recommending approval of all applications and this was endorsed by members.

54. To consider any County Councillors’ reports

County Councillor John James advised that planning permission had now been given for the redevelopment at the harbour, to include a new Welsh medium school. He also updated members that County Councillor Mrs Pat Jones had been informed that a commitment has come from the Executive Board of Carmarthenshire County Council to look into the condition of the harbour walls, due to the concerns raised.

A member queried whether there was an update in relation to the building of the Tesco store. It was advised that the Assistant Chief Executive is meeting with Tesco representatives at the end of the month.

55. To consider the Mayor’s report

The Mayor, Cllr Mrs Jean Hire, advised members that she had again attended civic services during the last month. She also attended an event in Llanelli to mark Armed Forces Day and had again attended a week later for the lowering of the flag.

The Mayor had attended the Scouts Annual Meeting at Pembrey Memorial Hall, where she had quashed a rumour that the Town Council intended closing the Hall.

The Mayor had also enjoyed attending the presentation hosted by Kidney Wales Foundation in relation the Walk for Life.

Lastly, the Mayor thanked all of those Councillors who had attended her recent Civic Service, as well as the Clerk for organising it, assisted by the Administrative Assistant.

56. To consider/approve a new Committee structure, as recommended by the Civic Governance and Personnel Committee

At the outset, Cllr Mrs Moira Thomas proposed that any decision be limited to identifying the names of the new Committees and not the membership of each of these.

39 The Clerk emphasised that the item had been placed on the agenda, as it had been hoped that the new Committee structure could be in place, to commence in September, after the August recess.

There was some discussion as to whether it would be preferable to decide at this stage upon the titles of the Committees and then at the first meeting of each of these Committees, its role and responsibilities could be formulated and submitted to the Civic Governance and Personnel Committee. Alternatively, a proposal was made by Cllr Ken Edwards that the existing Chairs and Vice Chairs of the current Committees should meet and then formulate the responsibilities for each of the new committees. This proposal was voted upon with all members being in favour.

Cllr Michael Theodoulou left the meeting at 8pm.

57. To consider/approve the position of new directional signs to Burry Port Memorial Hall, as recommended by the Regeneration and Leisure Committee on 07/07/15

Members had been provided with a copy map of the location of the proposed new directional signs, which would direct people down Stepney Road, at the apex at Elkington Road. The TSO advised that he had requested a price in relation to this. A member queried whether an initial sign should be located before the Moreb Roundabout and members APPROVED that there should be this additional sign, if possible.

58. To consider the proposed bid of the Burry Port Heritage Trail Group to the Lottery Fund and further consideration of the ongoing maintenance of the boards/IT in the event of the bid being successful –deferred from the Town Council meeting of 20/05/15

Cllr Graham Davies updated members that the constitution for the Heritage Group had now been drawn up and that it is a partnership between the Town Council and the Historical Society, with the Town Council as the lead partner. He advised that the constitution provides a wider scope than the current bid to the Lottery Fund.

Cllr Graham Davies referred to the various documentation which had been circulated in advance of the meeting.

In relation to the application record, Cllr Graham Davies advised that this comprises wording extracted from the bid. The bid essentially has four parts, namely:

• The appointment of a Project Development Officer, who will lead the project. Members of the Heritage Group will work with this person as volunteers.

• Nine interpretation boards.

• A Heritage Trail leaflet.

• QR codes on the boards, to link to the website.

40 Cllr Graham Davies advised that his role would be to coordinate the project. Following a query, he also informed members that the post of Project Development Officer would be advertised and the appointment would be made by the Heritage Group. Again, following a query, Cllr Graham Davies indicated that he would be responsible as coordinator for the Project Development Officer.

It was confirmed that there will be a number of volunteers involved who are not councillors. Additionally, the local schools will be involved. Cllr Graham Davies indicated that having spoken to an adviser at the Heritage Lottery Fund, it had been confirmed that they are happy with the Council as the lead partner.

A query was raised as to whether the Project Development Officer would require office space. Cllr Graham Davies envisaged that much of the work could be carried out on a laptop at home but any meetings could be held on the Council premises.

Cllr Graham Davies referred to the project plan and the fact that it is hoped that the bid will be submitted at the end of July 2015. It is anticipated that this will have been processed within two months. If the bid is successful, then work could hopefully begin in October 2015. Having said this, Cllr Graham Davies did indicate that he has been informed that frequently, bids are not successful on the first occasion that they are submitted but instead, are then amended and re-submitted when they are normally successful.

Lastly, Cllr Graham Davies referred to the job profile for the Project Development Officer, in relation to which there were no queries.

The Clerk referred to the fact that the issue of the ongoing maintenance of the boards and IT in the event of a successful bid, had been deferred from the May Town Council meeting. It was confirmed that this did not require further consideration, due to the fact that such maintenance had been built into the bid.

Members were happy to APPROVE the bid for submission and Cllr Graham Davies was commended for his hard work.

59. To consider Communications received

1. Email from the Legal Services Department of Carmarthenshire County Council on 29 th June 2015 enclosing a copy notice of the Council’s proposal to introduce a Prohibition of Driving Order in accordance with the Local Authorities’ Traffic Orders (Procedure) (England and Wales) Regulations 1996. ( copy attached )

Cllr John James updated members that he had spoken to an Executive Board member earlier that day and a 250 signature petition had been presented, seeking to also prohibit motorbikes. This was also supported by the ramblers, who had submittedt a letter. All members were in favour of the intended prohibition, but with motorbikes to also be prohibited.

2. Email forwarded by One Voice Wales on 29 th June 2015 attaching information from the Welsh Government. This advises that the Welsh Government has had significant impact with its energy efficiency programmes to date. An energy efficiency call for evidence was held between the 16 th October 2014 and 8 th January 2015, seeking the views of stakeholders on a potential vision for energy efficiency in Wales. A collation document

41 sharing the results has been published, alongside a draft strategy. A consultation commenced on 17 th June 2015 to assist in shaping the final strategy, which ends on 9 th September 2015. Details are available at http://gov.wales/consultations/environmentandcountryside/the-development-of-an- energy-efficiency-strategy-for-wales/?status=open&lang=en Noted

3. Email on 29 th June 2015 from the Pageantmaster, Bruno Peek. In this, he introduces a new project entitled “Fly the Red Ensign for Merchant Navy Day – 3 rd September 2015”, which will become an annual occasion, growing in size and stature over the next few years. Since the beginning of this century, 3 rd September has been the UK’s officially designated Merchant Navy Day. The date was chosen because on that day in 1939, the first day of World War II, SS Athenia was the first merchant ship to be torpedoed and sunk, with the loss of 128 passengers and crew. The email invites participation in the project. Noted, but it was suggested that this could be referred to the RNLI, who may be interested.

4. Email from One Voice Wales on 30 th June 2015, attaching information from the Welsh Government. This advises that the Minister for Finance and Government Business has issued a written statement, entitled “Collection and Management of Devolved Taxes” (copy statement attached ). Noted

5. Various letters of thanks from Burry Port Opera, Burry Port Male Choir, Burry Port Male Choir Ladies Association and Pembrey and Burry Port Gardening Club for recent financial donations. Noted

6. Email from the Environment Department of Carmarthenshire County Council on 6 th July 2015. This advises that a request has been received from a resident of Gwelfor, Burry Port, for the extension of the existing prohibition of waiting at any time outside property. The road is situation within a 30mph speed limit and has a system of highway lighting as well as footpaths. Vehicles are parking in the vicinity of the junction causing road safety concerns. It is stated that the introduction of a prohibition of waiting at any time should aid in facilitating the free and unhindered passage of vehicular traffic. (Copy 1/500 scale plan illustrating the proposals attached ). Noted

60. To receive reports by elected members, if any

Cllr John James advised members that he had been contacted by Glan y Mor school, seeking support, in principle, for a safe routes in the community bid. Members were in support of any measure which would increase safety. Accordingly, all were in favour of providing such support, as required.

61. Report of the Clerk on matters of administration

1. Letter of thanks received from the PCC Secretary of Pembrey Parish Church for the recent financial donation towards the upkeep of the church yard.

42 Noted

2. Letter received from a local resident of Gors Road, Burry Port, attaching a letter which he has sent to the Chief Executive of Carmarthenshire County Council. The resident refers to previous complaints which he has made regarding the Windsor Harbour View Public House over a number of years, concerning its increasingly derelict state. The letter advises that the owner of the premises applied for planning permission to build 10 houses on the site in August 2013 but to his knowledge, no further progress has been made. The resident further indicates that he raised a query with the Planning Department on 19 th May 2015, but this has not been responded to to date. Noted, and Cllr John James also advised that the resident concerned had received a reply.

3. Email from One Voice Wales on 13 th July 2015 forwarding information from the Welsh Government regarding the Tax Collection and Management (Wales) Bill which was introduced into the National Assembly for Wales for scrutiny on 13 th July. ( copy fact sheet attached) Noted

4. Email from Mr Jonathan Fearn, Head of Corporate Property at Carmarthenshire County Council on 15 th July 2015. In this, he firstly apologises for the delay in responding. He goes on to advise that unless the Town Council proposes to take over the running of the Library in Pembrey, the former Pembrey School building would not be considered as an asset transfer. He highlights that asset transfer is intended only for those properties where continuation of a current County Council service is proposed. Having spoken with colleagues from the Leisure and Education Departments, Mr Fearn has been informed that the Library and Nursery are well supported and provide valuable support for the adjoining school. Mr Fearn therefore goes on to state that the best option may be for the Town Council to hand the property back to the County Council, to avoid the Town Council being an intermediary. Mr Fearn further advises that the County Council would then proceed with the repairs and liaise directly with the nursery.

The Clerk advised that to enable any formal decision to be taken, this issue would need to be placed on an agenda for a future meeting. However, it was proposed and APPROVED that first of all, an attempt be made to reconvene a meeting with Mr Jonathan Fearn of Carmarthenshire County Council, with the same people being in attendance as at the original meeting with him. This should enable all relevant facts to be obtained.

5. Email from an officer within the Environment Department of Carmarthenshire County Council on 15 th July. This refers to a request received by the County Council for a footway link from Maesybryn to Lando Road. The request was scored within the Road Safety and Footway Prioritisation Programme, following which it was placed into a three year capital programme. The email advises that the design for the footway has been completed and will be issued to contractors for construction in due course. A plan of the scheme has been received, which is attached . The email advises that once known, notification will be provided of a start date and timescale.

43 County Councillor Hugh Shepardson advised that he and County Councillor Shirley Matthews have approved this work.

6. Final item to be taken in camera – to consider minutes of the Civic Governance and Personnel Committee meeting of 12 th February 2015.

In view of the confidential nature of the business to be transacted, the following item be considered in private, and that the power of exclusion of the public under Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 be exercised.

It was RESOLVED that the minutes of this meeting be signed and accepted as a true record.

44 Pembrey and Burry Port Town Council Monthly Meeting Wednesday 16 th September 2015

Councillor Mrs Jean Hire (Mayor) Councillors Malcolm Davies, Ken Edwards, John James, Stephen James, Mrs Pat Jones, John Hedley Jones, Mrs Shirley Matthews, Mrs Susan Northam, David Owens, Andrew Phillips, Michael Theodoulou, Mrs Moira Thomas and County Councillor Hugh Shepardson.

In attendance: Melanie Carroll-Cliffe (Town Clerk)

(Former OAP Hall, 7.00pm – 9.00pm)

62. Opening Prayer

The opening prayer was given by the Mayor, Cllr Mrs Jean Hire.

63. Personal Matters

Apologies were received from Cllrs Graham Davies, Robert John, Mary Wenman and Hefin Williams.

64. To receive Members’ Declarations of Interest in respect of the business to be transacted

Members confirmed their usual declarations of interest.

65. Police Business

The Mayor welcomed the new Sergeant to the meeting, namely PS Roger Webb who has replaced PS Ceri Howells. The Sergeant was accompanied by PCSO Stephanie Maiello, who presented the police report, as set out below.

During the month of September 14 Crimes have been reported in the Burry Port Section down from last year. All the crimes have been recorded.

Within the month of September officers have attended 93 calls, 22 of which were an immediate response, 18 had to be answered within the hour, 36 were scheduled simply needing attendance and 16 did not need a response.

Crimes of note are:

Criminal Damage

There have been 3 cases of criminal damage- one being damage to the train station shelter, passed onto BTP.

45 Burglary

There have been 2 burglaries recorded in the area of Burry Port –one being the Elkington Road Baptist Church – enquiries ongoing.

Anti-Social Behaviour

There were 6 anti-social behaviour calls in September- one being children on the roof of the garages in the memorial hall.

Road Traffic Accidents

There have been 9 recorded accidents in Burry Port area, none fatal.

A member referred to the fact that there had been a reduction in numbers at the Burry Port Police Station during the last couple of years and the desirability of having the maximum complement of officers, especially during the summer months. The Sergeant assured that he would look into this issue, to ascertain the position on resources and what the situation had historically been.

A query was also raised as to whether any further information was available regarding the potential closure of Burry Port Police Station. The Sergeant confirmed that presently, he had no definitive information. The Clerk updated members that there had been a recent communication from the Director of Estates within the Police and Crime Commissioner’s office of Dyfed Powys Police, who intended visiting the Town Council premises on 2 nd October.

A member raised concern in relation to the 9 reported road traffic accidents during the last month. PCSO Maiello confirmed that the statistics did cover Trimsaran and other outlying areas. It was requested that clarification be provided on these figures for the next report.

A query was raised as to the protocol for the operation of blue flashing lights on police vehicles. The Sergeant confirmed that it was good practice to do so if attending an emergency situation.

66. To confirm the minutes of the meeting held on 15 th July 2015

The minutes of the Town Council meeting held on 15th July 2015 were accepted as a true record, save that in relation to item 54 on page 39, it was clarified that County Councillor Mrs Pat Jones was not present at the meeting but County Councillor John James had referred to information provided by her.

67. Information from the aforesaid minutes

P32 (44) Personal Matters

Cllr Michael Theodoulou referred to the fact that it had been minuted that members had congratulated the Mayor on the success of the Civic Service at the last meeting. However, shortly afterwards, Cllr Graham Davies had been critical of the service in his newspaper column in the Llanelli Star. Cllr Michael Theodoulou suggested that there is an issue as to whether Cllr Graham Davies had brought the Council into disrepute. He therefore proposed

46 that the matter be referred to the Civic Governance and Personnel Committee, to consider whether there is a case to answer as to whether Cllr Graham Davies had brought the Council into disrepute. This proposal was seconded by Cllr Stephen James and save for two abstentions by Cllrs Ken Edwards and Andrew Phillips, all members voted in favour of the proposal.

P34 (49) Report of the TSO – Wales in Bloom/Britain in Bloom 2015

Cllr Mrs Moira Thomas advised that the awards ceremony for Wales in Bloom was being held in Wolfscastle on Friday 18 th September and that the Britain in Bloom awards ceremony was being held in Sunderland on 16 th October.

P39 (56) To consider/approve a new Committee structure

Cllr Ken Edwards queried whether a meeting had taken place of the Chairs and Vice Chairs of the current committees. The Clerk advised that such a meeting had not taken place and she had not arranged one, as she was aware that a paper was being prepared by a small group of Councillors, to assist the Chairs in relation to the responsibilities of the new Committees. Cllr Michael Theodoulou confirmed that there had been a recent informal meeting between himself and Cllrs Ken Edwards and David Owens.

Cllr Michael Theodoulou stated that confusion had been caused by the wording of the minutes, which he claimed did not make it clear what had been voted upon at the previous meeting. However, it was highlighted to Cllr Michael Theodoulou by Cllr John James that the accuracy of the minutes had already been considered and approved.

A query was raised as to whether there was an intention for Cllrs Michael Theodoulou, Ken Edwards and David Owens to meet again. It was indicated that this was likely in order to finalise draft proposals, which would then be passed to the Chairs of the existing Committees, for consideration.

Following the discussions, it was APPROVED that the Clerk arrange a meeting for all of the Chairs and Vice Chairs of the existing Committees.

P40 (58) To consider the proposed bid of the Burry Port Heritage Trail Group to the Lottery Fund

In the absence of Cllr Graham Davies, the Clerk advised that in an email received from him, it had been indicated that there will be a formal determination of the application to the Heritage Lottery Fund on 28 th September.

P43 (61) Report of the Clerk on matters of administration – no 4

The Clerk updated that arrangements had now been made for Mr Jonathan Fearn of Carmarthenshire County Council to attend for a meeting on Wednesday 30 th September at 11am.

68. Report of the Technical Services Officer (TSO)

The report of the TSO had been circulated to members in advance. In the absence of the TSO from the meeting, there was minimal discussion of the report, which is set out below.

47

Cemetery

Burial s

During the months of July and August 2015 there have been 6 burials, 3 scattering of ashes and 3 burial of ashes.

Wales in Bloom /Britain in Bloom 2015

1 The Wales in Bloom National Awards Ceremony will be held in Wolfscastle Country Hotel on Friday 18 th September 2015.

2 The Britain in Bloom National Awards Ceremony will held in the Rainton Meadows Area, Houghton le Spring. Co Durham on Friday 16 th October 2015.

3 The CCC have issued details and locations of the Wales in Bloom road signs for Council approval.

Memorial Hall

The CCC have issued details and location of directional signs to the Memorial Hall for Council approval.

OAP Hall

The TSO has carried out appraisals on 3 quotations for flooring in the hall and this will be submitted to the Regeneration and Leisure Committee meeting on Thursday 3 rd September 2015.

Copperworks School

1 TSO has produced a report outlining costs and programme for the demolition of the building and will submitted to the Regeneration and Leisure Committee on Thursday 3 rd September 2015

2 Ecology: the survey which was carried out on 3 rd July stated their was no bat activity and was accepted by the NRW.

4 Section 106 Contributions: Several emails have been sent to CCC Leisure Department regarding open space contribution, but as yet no response.

Footpath Maintenance

The Level 71/22: Gorse Site: Lookout: Memorial Gardens/Hall: Engine Inn

Pembrey Sq: Court Farm 57/50: Court Farm 57/62: Elkington/Stepney Road

Moreb/Harbour/Clwb Bach Roundabouts: Stepney Road School: Burry Port

Park: Pembrey Memorial Hall: Shoreline 71/29: Tan-y-Bryn71/27:

48

Embankment57/60:

69. To consider the report of the Regeneration and Leisure Committee meeting held on Tuesday 7th July 2015

It was RESOLVED that the minutes of the Regeneration and Leisure Committee meeting held on the 7th July be signed and accepted as a true record.

Matters arising from the minutes

P1 (4) Matters arising – forward planning of future large projects

Following a request for an update on the Bacce Sub Group, members were advised that one meeting had already taken place and a further meeting was arranged for 10am on 6 th October, at which officers from the County Council will be attending. It was clarified that any member was welcome to attend this meeting.

70. Report of the Responsible Finance Officer (RFO)

The report, as set out below had been circulated to members in advance of the meeting. In the absence of the RFO, there was no discussion of the report but its contents were accepted.

1. Bank

The following cash balances are held Balance at Unpresented Council cash with Lloyds at 31st July 2015 :- bank cheques book balance £ £ £ Business Instant Access account 162,920.11 162,920.11 Community Account 59,154.59 27,197.97 31,956.62 Imprest account 17,119.07 17,119.07 £239,193.77 £27,197.97 £211,995.80

2. Schedule of accounts paid The following accounts have been paid from 1st to 31st July 2015 :-

Cost ex Supplier Details Ref Vat VAT Total £ cost Burry Port Memorial Hall - Ash Carpentry & Joinery Refurbishments 1 2480.00 2480.00 SSE Copperworks - electricity 1 5.32 0.27 5.59 Tradepoint Floral displays 9 82.06 16.50 98.56 Tradepoint Cemetery - maintenance 4 107.86 21.57 129.43 BT Admin - telephone 3 139.98 27.99 167.97 Burry Port Memorial Hall - Magnum Sound maintenance 1 578.40 115.68 694.08 CCC Re: Pension Deficit (April-June) Pension Deficit (April-June) 3 628.00 628.00 IWEC Burry Port Memorial Hall - 1 68.38 13.68 82.06

49 maintenance Tradepoint Floral displays 9 18.67 3.73 22.40 Tradepoint Floral displays 9 35.62 7.16 42.78 Wrenvale Nurseries Cemetery - maintenance 4 710.00 142.00 852.00 Pembrey Memorial Hall - Consortium Cleaning materials 1 47.28 9.47 56.75 Argos Business Solutions Youth Club contribution 9 1308.22 261.60 1569.82 Argos Business Solutions Youth Club contribution 9 408.82 81.76 490.58 Biffa Cemetery refuse collection 4 107.40 21.48 128.88 David Jenkins Ltd Civic expenditure 9 30.00 6.00 36.00 Jean Hire Mayoral Allowance 9 1021.00 1021.00 One Voice Wales Conference - Larger Councils 3 80.00 80.00 Greenwell Power Tools Cemetery equipment 4 60.00 12.00 72.00 PC World Cemetery equipment 3 279.17 55.81 334.98 Parker Plant Hire Hall - storage 1 61.60 12.32 73.92 Parker Plant Hire Hall - storage 1 61.60 12.32 73.92 Plusnet Admin - internet provider 3 15.00 3.00 18.00 Surf Bar Café Wales in Bloom 9 32.00 0.00 32.00 BT Admin - telephone 3 20.20 4.04 24.24 Chivers Corner Garage Cemetery - vehicle costs 4 228.74 45.74 274.48 Tradepoint Wales in Bloom - equipment 9 43.56 8.74 52.30 AT Photography Civic expenditure - photos 9 150.00 150.00 AT Photography Civic expenditure - photos 9 80.00 80.00 Civic expenditure - past mayor Vaughtons pins 9 944.00 188.80 1132.80 Charles & Co. Admin - internal Audit 3 500.00 100.00 600.00 Plusnet Admin - internet provider 3 61.99 12.40 74.39

10394.87 1184.06 11578.93

3. Petty Cash

Payments made from 1st to 31st July 2015

Fisher Industrial 4 77.54 15.51 93.05 Llanelli Star 3 0.75 0.75 Fotoworld - Wales in Bloom 9 29.84 29.84 Chris Murray Phone 3 10.00 10.00 !st Class Stamps 3 54.00 54.00 Surf Bar 9 30.00 30.00 Keys 3 18.35 18.35 Meirion Phone 3 10.00 10.00 2nd Class Stamps 3 66.80 66.80 Llanelli Star 3 0.75 0.75 Car Parking - Kidney Wales Foundation 3 5.00 5.00 Llanelli Star 3 0.75 0.75 Halfords - fibre kit 4 12.99 12.99 Currys - 2x ink cartridges 3 24.98 24.98 Postage 3 6.45 6.45 Llanelli Star & batteries 3 4.74 4.74 Fotoworld - Wales in Bloom 9 2.00 2.00

Total payments made from petty cash £354.94 £15.51 £370.45

50

4. Budget Monitoring Report

The Budget monitoring report for the period 1st April to 31st July 2015 has been circulated to Members.

71. To consider the report of the Finance Committee meeting held on Monday 13th July 2015

It was RESOLVED that the minutes of the Finance Committee meeting held on the 13th July be signed and accepted as a true record.

Matters arising from the minutes

P4 (10.2) Traffic management issues outside Pembrey Primary School

Cllr David Owens advised members that presently, there was no further information, due to the school holidays and difficulty in contacting County Council officers.

72. To consider any planning applications

Cllr Mrs Moira Thomas advised members that the Planning Committee was recommending approval of all applications, save for application number S/32595, in relation to which it was felt that there was insufficient information.

The Clerk advised that consequent to the circulation of the Town Council agenda, an additional application had been received, being application number S/32653. This had also been considered by the Planning Committee, which recommended approval. Accordingly, members endorsed the recommendation for approval of all applications save for application number S/32595, in respect of which more information is sought.

Application Name and Address of Description of Application No. Applicant S/32277 Miss Hayley Caulfield Proposed two storey rear and side 58 Ardwyn extension Burry Port APPROVED S/32278 Mr D Jones Proposed porch and bedroom 45 Parc Tyisha extension to existing bungalow Burry Port APPROVED S/32376 L Edwards One dwelling, revised siting and Land at rear of 7 St Illtyd Rise, design of that previously approved Pembrey under S/30857 APPROVED S/32473 Mrs A Ablett Demolition of existing defective Positive Funding Solutions Ltd building (former dwelling) and 17 Gors Road replacement with new ¾ bed detached Burry Port dwelling. APPROVED

51 S/32469 Matthew Davies Single storey rear extension and loft 61 New Street conversion Burry Port APPROVED S/32595 Mr W Parry Proposed barn in field to rear of Yr Olygfa dwelling Burry Port No recommendation, further information required

73. To consider any County Councillors’ reports

County Councillor Hugh Shepardson referred to the ongoing RainScape project in the area, which is progressing well.

County Councillor Mrs Shirley Matthews advised of the successful completion of the pavement for pedestrians in Lando Road, Pembrey.

County Councillor Mrs Pat Jones advised that there had been progress in Glanmor Terrace in relation to the parked caravans. Notices had been served on 21 st August for the removal of the caravans within 14 days. This had resulted in some being moved and enforcement action is now intended in relation to the remaining caravans. County Councillor Mrs Pat Jones advised that someone was living in one of the caravans, who has now applied for housing.

County Councillor Mrs Pat Jones informed members that there had been no significant progress in relation to the proposed new Tesco store. The County Council is attempting to progress the matter and proposals are currently awaited. County Councillor Mrs Pat Jones advised that the County Council still owns the freehold and would not grant a lease until building work commences.

County Councillor John James referred to the fact that it had been intended for there to be a consultation in relation to traffic measures along New Street a few months ago. However, this had been delayed, due to the intended redevelopment near the Harbour. However, it had now been established that the regeneration of the Harbour would not impact upon the traffic measures and therefore, the consultation will be commencing.

County Councillor John James also referred to a public consultation relating to Dog Control Orders. Following this, the Executive Board has decided to take forward three proposals, as follows: • A County wide order requiring people to clean up after their dogs on all public land within the County. • A County wide order requiring people to place dogs on a lead of no more than 2 metres in length when directed to do so by an authorised officer. • An order excluding dogs from children’s play areas

These 3 proposals are subject to further formal consultation.

County Councillor John James also referred to the County Council scheme to buy back Council houses which will then be utilised as social housing. He further advised that Nat

52 West Bank is looking to bring mobile banking into Burry Port. He also updated members that there will be a consultation in relation to the Junior School site in Burry Port.

Cllr David Owens requested that Burry Port County Councillors look at traffic management issues on Station Road, Burry Port. He referred to the fact that recently, a vehicle had almost collided with him when he drove over the bridge and turned right along Station Road. Cllr David Owens also referred to the problem being compounded by constant parking on the railway side of Station Road. County Councillor John James advised that following an attendance by an officer of the County Council, different options were being looked at. Crossing points were also being considered. County Councillor John James further advised that he and County Councillor Mrs Pat Jones had met with another County Council officer, to look at facilitating more parking and the removal of yellow lines in the area.

74. To consider the Mayor’s report

The Mayor, Cllr Mrs Jean Hire advised members that she had enjoyed attending Pembrey Gardening Club’s annual show where she had received a warm welcome. Also, she had received a warm welcome when attending a Caravan Club rally event at Pembrey Country Park.

75. To consider/approve the cost of demolition of the building on the Copperworks site

It was moved that this agenda item be considered in camera and therefore dealt with at the end of the meeting, which was APPROVED .

76. Update on potential collaboration opportunities with local councils and consideration of notes of the meeting held on 29/07/15

The Clerk updated members that further information had been received from the Clerks of Llanelli Town Council and Llangennech Community Council, following the meeting held on 29 th July 2015, the notes of which had been circulated with the agenda. Following meetings of both these Councils, they were suggesting that the meetings of the group be suspended until such time as there is sufficient relevant business to warrant another meeting. The Clerk also advised members that since hearing from these two Clerks, she had spoken with the Clerk of Llanelli Rural Council, who had confirmed that his Council was happy to continue with the meetings, even if only two Councils were involved.

All three members who had consistently been involved in the meetings with the other local Councils, namely Cllrs John James, Andrew Phillips and Michael Theodoulou expressed a view that the meetings should continue. It was felt that this is important in light of the proposed future restructuring within local Government and additionally, at least two areas of work have already been identified from the meetings as possible collaboration opportunities, which would be beneficial to the running of this Council.

Following the discussions, it was proposed and RESOLVED that the joint meetings continue and also that consideration be given to other local Councils participating.

53 77. To consider a proposal for ‘the Town Council to urge the County Council to respond positively to any request to accommodate refugees from Syria and other countries affected by war, and to declare Pembrey and Burry Port to be a refugee friendly town’

It was discussed that since the agenda had been circulated, information had been made available in relation to the intentions of Carmarthenshire County Council, as reported in the Llanelli Star that day.

Although members were generally sympathetic to the refugee situation, some members expressed that caution needed to be exercised. Reference was made to the fact that the Council could face problems from its own constituents who have been on a waiting list for housing for a considerable time, should refugees obtain housing in advance of them. However, Cllr Stephen James indicated his strong opposition that Pembrey and Burry Port be declared a refugee friendly town.

Following the discussions, it was proposed that the Town Council should support the principle behind the County Council’s resolution and take no further action at present. This was APPROVED , with all members voting in favour of this, save for an abstention by Cllr Stephen James.

78. To consider Communications received

1. Letters of thanks from the Friends of Court Farm, Cruse Bereavement Care and Pembrey AFC for recent financial donations made to those organisations. Noted.

2. Email on 4 th August 2015 from the Local Government Democracy Division of the Welsh Government. This thanks the Council for providing a response to the Reforming Local Government: Power to Local People White Paper Consultation, which ran between 3rd February and 28 th April 2015. It also advises that all responses have been considered and summarised in a report which is available on the Welsh Government website http://gov.wales/docs/dsjlg/consultation/150717-power-to-people-consultation- responsesv2-en.pdf . The responses will assist the preparation of the second Local Government Bill, which is scheduled to be published in draft for consultation in autumn 2015. Noted.

3. Email on 10 th August 2015 from the Environment Department of Carmarthenshire County Council. This advises that a request has been received from Pembrey Country Park for the provision of a prohibition of waiting at any time along Factory Road, Pembrey. The extent of the proposed restrictions are outlined on the plan attached . Any comments/objections are invited to be made by 23 rd September, after which the matter will be proceeding to full public consultation.

Noted but County Councillor Hugh Shepardson advised that the reason for this proposed prohibition of waiting was due to many people parking outside the Country Park and then walking in, whilst others had paid an entry fee.

4. Email on 10 th August 2015 from the Forward Planning Manager of the Planning Division of Carmarthenshire County Council. This advises that Planning Services – Forward

54 Planning Section is preparing a Planning Brief on behalf of the County Council’s Corporate Property Division to inform any future proposals for residential development at Burry Port Junior School. The planning brief will assist in understanding the site’s particular considerations, ahead of its potential disposal by Corporate Property. The brief will provide interested parties with a clear indication of the Council’s likely requirements in relation to the site. The Forward Planning Manager indicates that as part of the brief’s preparation, the County Council would welcome an opportunity to meet and discuss the initial conclusions in relation to the challenges faced by the site and to advise as to next steps in the formulation of the brief. The email invites potential convenient dates to be provided for such a meeting to take place with representatives from the Town Council.

It was APPROVED that the Mayor, Deputy Mayor and Councillors Mrs Pat Jones, Mrs Moira Thomas and Michael Theodoulou act as representatives at such a meeting.

5. Letter dated 11 th August 2015 from One Voice Wales, providing details of the nine motions being put forward at the One Voice Wales Annual General Meeting to be held on 3rd October 2015. Copy attached.

Cllr Stephen James confirmed that he would be attending the Annual General Meeting as the Council’s representative and it was APPROVED that he should vote at the meeting, as he sees appropriate.

6. Email on 11 th August 2015 from the Environment Department of Carmarthenshire County Council. This advises that a request has been received for a prohibition of waiting at any time in the vicinity of Cliff Terrace, Burry Port, as outlined on the plan attached . It is believed that the proposals will aid road safety in the area. Any comments are invited to be made by the 30 th September 2015, after which the matter will be proceeding to full public consultation.

Members expressed support for this proposed prohibition of waiting.

7. Email on 17 th August 2015 from One Voice Wales, forwarding a letter from the Minister for Public Services ( copy attached ). It also provides details of a link to the Consultation on the Draft Directions to the Local Democracy and Boundary Commission Wales. http://gov.wales/consultations/localgovernment/directions-local-democracy-boundary- commission-wales/?status=open&lang=en Noted.

8. Email on 26 th August 2015 from Mr Matt Morden of Carmarthenshire County Council, in response to an email sent by the Clerk requesting an update. The email attaches a copy of the registration details at the Land Registry relating to Pembrey Memorial Hall, which shows Carmarthenshire County Council being registered as the proprietor as of 11 th October 2012. Mr Morden has been advised by his legal colleagues that if a lease is to be granted to the Town Council, then no individual would be named on the lease and it would be in the name of Pembrey and Burry Port Town Council. The email also refers to the fact that the land is subject to a Trust and that the beneficiaries of the Trust are “the inhabitants of the ward of Pembrey”. In order to pass the property to the Town Council (to include a lease), the terms of the Charities Act 2011 have to be complied with, which would require a resolution being made. Accordingly, officers in the Legal Department of the County Council are still considering what consent/resolution is needed. The Clerk has requested Mr Morden to attend the intended meeting with Mr Jonathan Fearn and

55 representatives from the Town Council, when hopefully a full update on Pembrey Memorial Hall can be provided. Noted.

9. Email on 7 th September 2015 from One Voice Wales, attaching a letter from the Director for Local Government from the Welsh Government. This advises that the Welsh Government has published its draft Statutory Guidance for the Well-Being of Future Generations (Wales) Act 2015. This guidance is aimed at Town and Community Councils that will be subject to the duty to take all reasonable steps to meet the objectives set out in a well-being plan. However, it is also hoped that Councils that are not subject to the duty may also consider what steps they could take to contribute to meeting the local objectives included in the local well-being plan.

Public Services Boards will have to consider how they contribute to a prosperous, resilient, healthier more equal Wales, with cohesive communities, a vibrant culture and thriving Welsh language and a Wales that is globally responsible. These seven well-being goals provide for a legally binding common purpose, and supported by the five ways of working required by the Act, can drive forward the well-being of communities in Wales.

The consultation runs between the 7 th September and the 16 th November 2015 and can be accessed at http://gov.wales/consultations/people-and-communities/shared-future-shared- purpose/?lang=en Also, consultation events will be run during October, the nearest taking place at Swansea on 22 nd October, which representatives from Town Councils are encouraged to attend. The letter also advises that materials will be made available during the consultation to assist conversations within organisations on how to get the best out of the new legislation, in advance of the duty coming into force in April 2016.

It was noted that the Clerk of Llanelli Rural Council would be attending at the October Town Council meeting, to advise members on work undertaken by his Council to prepare a whole place plan.

10. Email on 8 th September 2015 from One Voice Wales, forwarding information from the Chief Planner of the Welsh Government. This advises that the Welsh Government is consulting on changes to national retail planning policy and guidance. The aim of the review is to update planning policy and guidance, so that it is in line with the Welsh Government objective to enhance the vitality, attractiveness and viability of established centres. The consultation runs until 26 th November 2015 and consultation documents, copies of the draft revised policy and guidance documents, and a response form are all available online at http://gov.wales/consultations/planning/proposed-changes-to-ppw-and- tan-4/?status=open&lang=en

It was APPROVED to refer this matter for consideration to the Town Council’s Planning Committee.

79. To receive reports by elected members, if any

There were no reports from elected members.

56 80. Report of the Clerk on matters of administration

1. Notification received from the external auditor, BDO LLP, that the audit for the year ended 31 st March 2015 has been completed. This confirms that no matters of concern were identified. Three minor issues were highlighted. The RFO will present the Annual Return for formal approval, together with the issues arising report, when he is present at October’s Town Council meeting. In the meantime, a copy of the letter from the Internal Auditor is attached , as referred to at the last Town Council meeting. Noted.

2. Following on from the meeting with other local Councils on the 29 th July 2015 (notes of which have been circulated), confirmation has been received that at a recent meeting of Llanelli Joint Burial Authority, it was approved that the Cemetery Manager at Llanelli District Cemetery undertake preliminary audit work on Llangennech Community Council’s and Pembrey and Burry Port Town Council’s public cemetery service. Thereafter, the Cemetery Manager will produce a scoping report. On the assumption that there will be no negative impact on Llanelli Joint Burial Authority’s service arrangements, views will then be sought from both Llangennech Community Council and Pembrey and Burry Port Town Council on how to proceed in potentially developing bespoke service support to each Council. It is envisaged that the preliminary audit work will be completed by early November. Noted.

3. Notification received from Carmarthenshire County Council that its Housing Services Department, in conjunction with the Welsh Government Scheme, Nest, is holding an energy efficiency awareness event in Burry Port on Friday 16 th October. This will be held at Friendship Square (junction of Stepney Road and Station Road). Noted.

4. Information received from the Senior Communications Manager of Welsh Water on 14 th September 2015 that some changes have been made to the RainScape programme of work on the New Street project. The planned timetable is effectively being reversed, with work commencing on 14 th September from outside number 89 New Street, working towards number 4 New Street. This work will be ongoing until the middle of November . It is then expected that work will be carried out in Parkes Street for around two weeks from mid November, prior to moving into Station Road at the end of November through until Christmas. The work will normally be undertaken from Monday until Friday between the hours of 8am until 6pm. The majority of roads within the area will remain open but temporary traffic lights will be used to ensure work can be carried out safely. There will also be some temporary parking restrictions during this time. Letters have been sent to properties which will be affected and also, a visit was recently made by representatives from Welsh Water to a number of businesses in the area. Furthermore, fortnightly information sessions are to be held at Burry Port Library, with the next sessions taking place on Monday 21 st September and Monday 5 th October from 3pm to 5pm. Noted.

5. Email received from the Estates Department of Welsh Water, indicating that the proposed start date to undertake work related to the RainScape project on the site of the Memorial Hall (as previously approved in the Town Council meeting on the 17 th

57 June 2015 ) is 2 nd November, with a time estimate of three weeks to complete. Although there are bookings and normal meetings during this period, due to their nature, the work should not cause too much disruption. Subject to the date being agreed, then it has been indicated that arrangements will be made for an agreement with plans to be forwarded to the Town Council. Noted.

6. Email received from the Vice Chairman of Burry Port Memorial Park Bowling Club, thanking the Town Council for cutting the perimeter hedge of the bowling green. The email also commends the excellent standard of work of the staff and the courteous way in which the work was carried out.

This was noted but it was also APPROVED that details of all members of the Town Council staff should be placed on the Council’s website.

7. Letter received from the Secretary of Burry Port Memorial Park Bowling Club on the 16 th September, requesting a meeting with the Town Council ( copy attached ).

Cllr John James declared his interest in this agenda item and therefore left the meeting prior to any discussion. Members were agreeable to the suggested meeting and it was APPROVED that the Chair and Vice Chair of both the Finance Committee and the Regeneration and Leisure Committee should initially meet with the organisation. The Clerk will therefore make the necessary arrangements.

Final item to be taken in camera item no 75

In view of the confidential nature of the business to be transacted, the following item be considered in private, and that the power of exclusion of the public under Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 be exercised.

58 Pembrey and Burry Port Town Council Monthly Meeting Wednesday 21 st October 2015

Councillor Mrs Jean Hire (Mayor) Councillors John James, Stephen James, Mrs Pat Jones, John Hedley Jones, Mrs Shirley Matthews, Mrs Susan Northam, David Owens, Andrew Phillips, Michael Theodoulou, Mrs Moira Thomas and Mrs Mary Wenman.

In attendance: Melanie Carroll-Cliffe (Town Clerk), Alan Howells (RFO) and John Ridgway (TSO)

(Former OAP Hall, 7.00pm – 9.45pm)

81. Opening Prayer

The opening prayer was given by the Mayor, Cllr Mrs Jean Hire.

Given the attendance by members of the public in relation to item number 5 on the agenda (item number 82 below), it was proposed and APPROVED that this item be brought forward for consideration and also be linked in with item number 17 on the agenda (item number 97 below).

82. Public participation item-by a representative of the Copperworks Groups Social Enterprise Project, who is inviting the Town Council to consider the following : “The Copperworks Groups Social Enterprise Project understand that Pembrey & Burry Port Town Council are considering the demolition of the Copperworks Girls School Building for which there is substantial amount of objection represented by submission of a petition against these plans. The Project has been founded to investigate the continuing, extended, viable use of the building for the benefit of the total community and requests a deferment of any demolition plan to allow time for a feasibility study by the Group to be carried out and reported back to the Council.”

Three members of the Copperworks Groups Social Enterprise Project were in attendance at the meeting, namely Ray Hobbs, Roz Moreton and Sarah Marsh. Mr Hobbs outlined to members that the group would like to take over the Copperworks building and use it as a hub for the group. He advised that a petition had been commenced towards the end of the previous week in relation to the building and there had been 500 signatures already, with interest from as far away as Australia. Mr Hobbs advised that the group wished to explore viable use of the building and was therefore urging the Council to allow a feasibility study to be prepared and thereafter to report back to the Council.

Ms Moreton added that the group has been working on the matter for a while. She further indicated that views of the local community had been obtained, as well as online comments and they wished to have time to present the comments to the Council, as well as the group’s ideas.

Cllr Michael Theodoulou referred to him being Chair of the Bacce Sub Group, which was looking at the regeneration of that community. He advised that the group had already met

59 with representatives of the County Council to explore how they could work jointly to rejuvenate the area.

Cllr Michael Theodoulou emphasised that the Copperworks building required significant work and that there were many health and safety issues and as a result, the Town Council could not afford to address these. He emphasised that the Town Council had not taken the decision lightly to close it down and move out the user groups. However, given the current economic climate, with difficulties being faced not just within the local community but country wide, the Council has to exercise judgement and face hard decisions.

Cllr Michael Theodoulou made reference to item number 17 on the agenda and advised that although this related to not proceeding with the immediate demolition of the building, the Council had not changed its mind about disposal of the building.

In response to a query regarding the activities which the group intends to carry out, Ms Moreton advised that she had initially wished to take it over as an Art School but realised that it needs to be more of a well being centre, with such activities as tai chi and yoga. She referred to activities being carried out at the Methodist Church but that this has limited space. Ms Moreton envisaged that the centre could be used by all ages, who could come to learn skills, including people with special needs.

In response to a query regarding funding for the building, it was indicated that the group wishes to undertake a viability study, for which it requires access to the building. It was confirmed that there is someone within the group who has knowledge of undertaking a viability study.

It was confirmed that the TSO would provide members of the group with access to the building. It was emphasised to the group members present that the onus was on the group to come up with a feasibility study and an ongoing working project, and that after six months, the building would be placed on the open market for sale.

83. Personal Matters

Apologies were received from Cllrs Malcolm Davies, Ken Edwards, Robert John and Hefin Williams, together with County Councillor Hugh Shepardson. The resignation of Cllr Graham Davies was also noted.

84. To receive Members’ Declarations of Interest in respect of the business to be transacted

Members confirmed their usual declarations of interest. No new interests were declared.

85. Police Business

There was no attendance by the police and therefore no report was provided at the meeting.

There was a discussion between members in relation to public concern regarding anti social behaviour at the Railway Station in Burry Port. Reference was made to the fact that the issues seem to have increased, following the withdrawal of the monitoring of CCTV. Cllr John James reported that at a recent PACT meeting, it had been stated that there was the possibility

60 of a person undertaking the monitoring of the CCTV on a voluntary basis, who had previously carried this out.

Members also queried what the Transport Police are doing in relation to the anti social behaviour. It was therefore APPROVED that letters be sent to the local police force and also to the Transport Police, to express the Council’s concerns.

86. To confirm the minutes of the meeting held on 16 th September 2015

The minutes of the Town Council meeting held on 16 th September 2015 were accepted as a true record.

87. Information from the aforesaid minutes

P47 (67) Information from the aforesaid minutes – to consider/approve new committee structure

Cllr Michael Theodoulou indicated that he had been told that he had been seen as being aggressive in relation to this matter at the previous Town Council meeting. He indicated that it was not his intention to be aggressive and that he apologised unreservedly for that. However, he went on to state that he did not apologise for what he had said but only the way in which he had said it, if deemed as being aggressive.

P53 (76) Update on potential collaboration opportunities with local Councils and consideration of notes of the meeting held on 29/07/15

Following a query as to whether a meeting had as yet been arranged with the other local Councils, the Clerk confirmed that she had attended a meeting with the Clerks of Llanelli Rural Council and Llanelli Town Council on the 19 th October. At this meeting, an assurance had been given by the Clerk of Llanelli Town Council that his Council intended to continue with the meetings and never intended withdrawing from the group but only wished to meet if there was something substantive to discuss. The Clerk further confirmed that items for discussion had been agreed at the recent meeting and therefore a further meeting was to be shortly arranged, which it had been agreed would take place at Pembrey and Burry Port Town Council’s office.

P55 (78) To consider communications received - item number 4

The Clerk advised that a meeting had now been arranged with Ian Llewlleyn of Carmarthenshire County Council and this was to take place on 4 th November 2015.

P58 (80) Report of the Clerk on matters of administration - item number 7

The Clerk confirmed that a meeting is being arranged with representatives from Burry Port Memorial Park Bowling Club and it is hoped that this will take place in the first week of November 2015.

61 88. Report of the Technical Services Officer (TSO)

Cemetery

Burials

During the month of September 2015 there has been 1 burial and 4 burial of ashes.

Wales in Bloom /Britain in Bloom 2015

1 Pembrey and Burry Port won the Small Town category for 2015 and were presented with the award at the ceremony at Wolfs Castle. A copy of the judges scoring sheet is attached.

2 The TSO requested a quotation from the CCC for the Wales in Bloom road signs on 22 nd September 2015.

3 The Britain in Bloom UK Finals Awards will be held in Sunderland on the 16 th October 2015 the Council will be represented by Cllr Shirley Matthews and the TSO.

The TSO updated members that he and Cllr Mrs Shirley Matthews had attended the Britain in Bloom Awards Ceremony in Sunderland on Friday 16 th October. He advised that there was a marked difference between Wales in Bloom and Britain in Bloom, which had been evident from attending this ceremony. Not only were the standards outstanding but it was clear that Britain in Bloom is more volunteer based and this is one of the areas where our entry could have been improved. The TSO explained that there are three types of award, that is gold, silver gilt and silver. In the category which Pembrey and Burry Port was entered, there were three gold awards, two silver gilt awards and two silver awards.

The TSO informed members that Pembrey and Burry Port would not re-enter the Britain in Bloom competition until invited to do so by the Wales in Bloom Committee.

The TSO informed members that he and Cllr Mrs Shirley Matthews had met with the judges who had attended Pembrey and Burry Port in order to obtain feedback. The judges had commented that the size of the area was large to manage and was spread out.

Cllr Mrs Shirley Matthews expressed that it was an honour to be a part of Britain in Bloom and the extent of this had only been realised when attending this awards ceremony. She emphasised that Pembrey and Burry Port should be proud of what it has achieved.

Members expressed congratulations to all those who had been involved in the Wales in Bloom and Britain in Bloom competitions this year, especially the Town Council’s groundsmen who had tended to the floral displays. It was also acknowledged that there were many others outside of the Town Council who had contributed to the success and it was APPROVED that letters be sent to make these individuals/organisations aware of the contribution which they have played, resulting in the success.

Cllr Michael Theodoulou commented that the Council would need to look very carefully at the cost of entering Britain in Bloom again and suggested that a cost/value analysis should be undertaken. Cllr Mrs Shirley Matthews emphasised that a number of local businesses had made a financial donations towards this year’s floral displays and such sponsorship would be

62 sought again next year. She was confident that additional businesses would be interested in sponsorship, due to the success in this year’s and last year’s competitions.

Memorial Hall

The TSO requested a quotation from the CCC for directional road signs on 22 nd September 2015.

OAP Hall

Following the TSO appraisals of 3 quotations for flooring in the hall the Regeneration and Leisure Committee accepted KSC Carpets quotation and work will commence on 26 th October 2015 following decoration of the hall.

Copperworks School Demolition

At the Regeneration and Leisure Meeting on the 8 th October 2015 the TSO outlined potential drainage problems for the new development if the School was demolished before a planning application for the new development was submitted.

The members then agreed to recommend that the demolition aspect of the project be included in the main planning application

Copperworks Proposed Development

At the Regeneration and Leisure Meeting on the 8 th October 2015 the TSO was instructed to submit a planning application for the housing development as soon as possible. The TSO consulted with Darkin Architects and outlined below is an approximate time scale.

1 02/11/2015 Submission of Planning Application. 2 16/11/2015 Planning Application Registered. 3 11/01/2016 Latest date by which Planning Decision made (Subject to agreement on Section 106 items).

Christmas 2015

TSO has ordered Christmas Trees for Burry Port and Pembrey.

Christmas Lights

The CCC lighting department have given a quotation for locating power sockets on existing lighting standards to minimise the number of private properties where an electrical supply is required in Burry Port and Pembrey.

The TSO informed members that the existing budget would not cover the cost of this work, as he has reviewed the budget with the RFO.

Cllr Mrs Shirley Matthews referred to the regular car boot sales being held by the Community Forum and that the Forum wishes to donate the sum of £3,000 towards the Christmas lights. This would mean that there are sufficient funds to undertake the required work.

63 The Clerk also updated members that it is possible that a donation will be received from Welsh Water, who she has been in communication with, as a gesture to compensate the local community for the disruption being caused by the RainScape project.

Footpath Maintenance

The Level 71/22: Gorse Site: Memorial Gardens/Hall: Moreb: The Level

Elkington/Stepney Road: Cage Walk 71/24: Embankment 57/60: Neptune

Moreb/Harbour/Clwb Bach Roundabouts: Stepney Road School: Furnace

Fields 71/15: Furnace Road 71/30: Lloetrach 57/20: Elkington/Stepney Rds

Shoreline 71/29: Tanybryn 71/27: Memorial Gardens/Hall: Ship Aground

Cllr Mrs Mary Wenman referred to the problem of litter surrounding the rugby pitch and the Memorial Park in Burry Port, particularly when matches are played on the weekend. It was felt that the situation is worsened by the Rugby Club serving food. It was therefore proposed and APPROVED that a letter be sent to the Rugby Club, requesting them to clean up the area following rugby matches.

89. To consider the report of the Regeneration and Leisure Committee meeting held on Thursday 3 rd September 2015

It was RESOLVED that the minutes of the Regeneration and Leisure Committee meeting held on the 3rd September be signed and accepted as a true record.

Matters arising from the minutes

There were no mattes arising.

90. Report of the Responsible Finance Officer (RFO)

The report, as set out below had been circulated to members in advance of the meeting.

1. Bank

The following cash balances are held with Lloyds at Balance at Unpresented Council cash 31st August 2015 :- bank cheques book balance £ £ £

Business Instant Access account 243,922.72 243,922.72 Community Account 52,982.17 28,602.91 24,379.26 Imprest account 426.30 426.30 £297,331.19 £28,602.91 £268,728.28

2. Schedule of accounts paid

The following accounts have been paid from 1st to 31st August 2015 :-

64 Supplier Details Ref Cost ex Vat VAT Total £ cost Argos Business Solutions Youth Club contribution 9 495.42 99.07 594.49 Pembrey Memorial Hall - Toppers maintenance 1 607.84 121.56 729.40 Xerox Finance Admin - Photocopier costs 3 143.09 28.62 171.71 Powercut Cemetery - Equipment 4 16.50 3.30 19.80 Powercut Cemetery - Equipment 4 124.16 24.84 149.00 Travis Perkins Cemetery - Maintenance 4 39.94 7.99 47.93 Travis Perkins Cemetery - Maintenance 4 19.98 4.00 23.98 Travis Perkins Cemetery - Maintenance 4 206.92 32.62 239.54 Consortium Youth Club contribution 9 142.97 28.60 171.57 Memorial Hall & toilet Consortium cleaning materials 1 172.73 34.57 207.30 CCC Re: Pension Deficit Pension Deficit (July - (July - August) August) 3 416.00 416.00 Bower Supplies Ltd Floral displays 9 462.00 92.40 554.40 BT Admin - telephone 3 157.81 31.56 189.37 IWEC Floral displays 9 227.74 45.55 273.29 Mike Clarke Printing Civic expenditure 9 166.00 166.00 Wrenvale Nurseries Floral displays 9 1008.00 202.00 1210.00 Wrenvale Nurseries Floral displays 9 1640.00 328.00 1968.00 Wrenvale Nurseries Floral displays 9 2178.00 436.00 2614.00 Wrenvale Nurseries Floral displays 9 1500.00 300.00 1800.00 Wrenvale Nurseries Floral displays 9 55.00 11.00 66.00 LBS Cemetery 4 128.50 25.70 154.20 Biffa Hall 1 97.15 19.43 116.58 Biffa Cemetery 4 85.92 17.18 103.10 British Gas - Electricity Copperworks - electricity 1 40.27 2.01 42.28 British Gas - Electricity Institute - Electricity 1 110.57 5.52 116.09 British Gas - Electricity Pembrey School - Electricity 1 49.01 2.45 51.46 BP Memorial Hall - British Gas - Electricity Electricity 1 280.10 56.02 336.12 British Gas - Electricity Cemetery - Electricity 4 42.44 2.12 44.56 British Gas - Electricity OAP building - Electricity 1 30.45 1.52 31.97 Pembrey Memorial Hall - British Gas - Electricity Electricity 1 56.18 2.80 58.98 SA1 Laundry BP Memorial Hall -Laundry 1 23.86 4.77 28.63 Parker Plant Hire Hall - storage 1 64.40 12.88 77.28 Parker Plant Hire Hall - storage 1 64.40 12.88 77.28 Burry Port Football Festival Donations 9 200.00 200.00 Cruse Bereavement Care Donations 9 50.00 50.00 Plusnet Admin 3 15.00 3.00 18.00 Greenwell Power Tools Cemetery - maintenance 4 44.86 8.97 53.83 Gegin Fach Y Wlad Civic expenditure 9 500.00 500.00 Burry Port Memorial Hall - British Gas Gas 1 95.43 4.77 100.20 Pembrey Memorial Hall - British Gas Electricity 1 90.44 4.52 94.96 Trade UK Cemetery - equipment 4 14.26 2.86 17.12 Trade UK Cemetery - equipment 4 20.35 4.07 24.42 Wynnstay Cemetery - equipment 4 17.16 3.43 20.59 Biffa Hall 1 119.00 23.80 142.80 Biffa Cemetery 4 135.44 27.09 162.53 Chivers Corner Garage Cemetery 4 250.53 50.11 300.64 The Consortium Toilets 1 306.98 61.41 368.39

65 BT Admin - phone 3 20.00 4.00 24.00 The Consortium Youth Club contribution 9 344.25 68.86 413.11 The Consortium Youth Club contribution 9 149.99 30.00 179.99 Aaron North Youth Club contribution 9 150.70 150.70 Plusnet Admin 3 17.00 3.40 20.40

13394.74 2297.25 15691.99

3. Petty Cash

Payments made from 1st to 31st August 2015

Coop - Water 3 1.99 1.99 Peter's Plumbing 4 8.00 8.00 Burry Bargains - cleaning materials 4 3.00 3.00 Llanelli Star 3 0.75 0.75 Picton Sports 4 28.80 28.80 Llanelli Star 3 0.75 0.75 Post Office 3 0.32 0.32 LTC - 7 pin plugs 3 7.00 1.40 8.40 Llanelli Star 3 0.75 0.75

Total payments made from petty cash £51.36 £1.40 £52.76 The RFO advised members that the bank balance had been boosted by the second instalment of the precept.

In relation to expenditure, the RFO highlighted that there were a number of payments relating to the floral displays and also cemetery equipment and maintenance. He also highlighted that the youth club contribution was now continuing to be spent.

4. Budget Monitoring Report

The Budget monitoring report for the period 1st April to 31st August 2015 has been circulated to Members.

The RFO advised that income and expenditure should be 42% at this point in the financial year.

Income is below budget at 34.47% but however, a number of SLAs have not yet been received from the County Council nor has the footpath grant been received. The RFO advised that the SLA in relation to Pembrey Memorial Hall should shortly be received, following a conversation with Mr Matt Morden of Carmarthenshire County Council.

Income from room rentals should also shortly be increased, as some annual payments are being chased up.

In relation to expenditure, employees’ costs are slightly over budget overall, which is attributable to overtime payments for the maintenance operatives due to additional work on the floral displays.

66 Also, administrations costs are slightly over budget, which is mainly attributable to the annual payment of insurance.

In relation to marketing and promotion, the RFO advised that the costs of the Wales in Bloom banners had been removed as approved, which just left expenditure on the lamp post banners.

Civic expenditure is over budget year to date but this includes the payment of the annual mayoral allowance. The RFO indicated that there is still some expenditure to be paid relating to the Civic Service and also, the Christmas Tea and Cawl Cennin are yet to take place.

Expenditure on the cemetery/footpaths is slightly under budget overall. However, the expenditure on maintenance and repairs is going to be reviewed by the RFO and TSO. The RFO referred to a suggestion made by the Finance Committee that consideration be given to entering an annual maintenance agreement to cover the cost of repairs. The RFO referred to the fact that vehicle costs are also over budget, which is attributable to having the additional vehicle.

Expenditure on the hall and institute is slightly over budget, which is mainly attributable to the annual payment of rates. Also, the first payment on the PWLB loan was made during August.

The RFO referred to expenditure on the Copperworks being over budget but again, annual payments relating to water and rates have been made and virements have been actioned.

Expenditure on the former Pembrey School is within budget.

Expenditure on Pembrey Memorial Hall is slightly over budget year to date but again, annual payments have been made for rates and insurance. The RFO confirmed that the expenditure on Pembrey Memorial Hall refurbishment will be reimbursed by Carmarthenshire County Council.

Expenditure on special projects is below budget but the RFO advised that there will be additional costs to be paid relating to floral displays. There will also be further payments of donations and community grants within the current financial year. The RFO referred to the fact that the special development projects are progressing well.

Net expenditure is on budget overall at 42.69%.

In delivering his report, the RFO also referred to the Council’s Risk Assessment for the current financial year. He confirmed that this had already been considered at the Finance Committee meeting. The Committee had looked at improving the format, despite the fact that the old format had been acceptable to the auditor. The RFO outlined the new format in terms of identifying risk and scoring the various risks, with a further score being allocated following action to minimise the risk. The RFO confirmed that the new format had been recommended by the Finance Committee. It had also been approved by the Finance Committee that any risks which still have a score of three or above following control measures would be looked at as part of the budget setting process.

Following the information provided by the RFO, it was RESOLVED that the new format be APPROVED .

67 Lastly, the RFO referred to the fact that at the previous Town Council meeting, the Clerk had reported that information had been received from the external auditor, BDO. No major items were identified in the audit but just three minor issues were highlighted, which were as follows:

• Printed minutes had been submitted as part of the audit and the pages had not been initialled by the person signing the minutes as confirmed minutes.

• An issue had been raised in relation to categorising expenditure on donations. These had been stated as being under Section 19 of the Local Government (Miscellaneous Provisions) Act 1976 but it had been stated that charitable donations should be under Section 137 of the Local Government Act 1972. In this respect, the RFO indicated that there was some ambiguity as previously, there had been criticism for utilising Section 137.

• The third issue highlighted related to the level of Fidelity Guarantee Cover, which it was stated appeared to be insufficient in light of the bank balances held at 31 st March 2015 and the amount of precept subsequently received in April 2015. The RFO reminded members that the insurers had been changed this year and the Clerk referred to better insurance cover, despite the fact that it is at a considerably lower rate than the previous insurers.

Members were assured that the foregoing issues are being or have already been addressed.

91. To consider the report of the Finance Committee meeting held on Monday 14 th September 2015

It was RESOLVED that the minutes of the Finance Committee meeting held on the 14 th September be signed and accepted as a true record.

Matters arising from the minutes

There were no matters arising.

92. To consider any planning applications

The TSO advised that there were two additional applications which had been notified to the Town Council, following the distribution of the Town Council agenda. All of the applications had been considered by the Council Planning Committee and no difficulties had been identified. Accordingly, all were being recommended for approval, which was endorsed by full Council.

Application Name and Address of Description of Application No Applicant S/32668 Mrs Ella Hammel Retrospective planning for goat shed. Glan Stony Farm Pinged S/32833 Welsh Water Proposed development of two kiosks and associated engineering works to increase sewer resilience to flooding and minimise the

68 water quality impact on local watercourses by reducing combined sewer overflow spill frequency. S/32832 The Cooperative Group New refrigeration plant installation and redecorations to the front of the store. S/32851 Mr Keri Mckibbin Proposed kitchen extension to rear of existing 7 Bro Deri property. Burry Port S/32839 Lorna Williams Addition of a conservatory to the rear of the Ty Dolaufan property. Dolau Fan Road

93. To consider any County Councillors’ reports

Following on from information provided at the previous Town Council meeting, County Councillor Mrs Pat Jones updated members that there were only four caravans remaining in Glanmor Terrace and these will be removed the following week.

County Councillor John James referred to there being some concern about the condition of the Harbour car park and that Rory Dickinson is looking into this. There is particular concern that there is no lighting on the lighthouse side.

County Councillor John James also referred to proposed new traffic measures for New Street, Burry Port and the fact that there are various available options. He therefore suggested that a drop in session could be arranged at the Council offices, to enable members to consider the various options, in advance of the next Town Council meeting. This would then enable an informed decision to be made, prior to the matter going out for public consultation. At this stage, the public would be made aware of the Town Council’s views. It was therefore APPROVED that a date be arranged for such a drop in session.

94. To consider the Mayor’s report

No report was given by the Mayor, who indicated that she had not attended any events in the previous month.

95. To further consider/ approve a new Committee structure (copy report on recommendations attached )

The recommendations from the Town Council’s Chairs group had been circulated with the agenda in advance of the meeting and therefore members had had the opportunity of considering these.

In discussing the agenda item, Cllr Michael Theodoulou requested that his thanks be recorded to everyone involved in the process in relation to the committee re-structuring and stated that the exercise had been an example of how well Councillors could work together, irrespective of party.

Cllr Stephen James requested that his thanks be recorded to the Finance Committee, as he will no longer be sitting on this under the new committee structure.

69 Cllr Michael Theodoulou outlined that there is a further recommendation from the Chairs group, which was that the involvement of the group should continue on a quarterly basis, so as to review how the new structure is working.

Following the discussions, it was proposed and RESOLVED that the Town Council adopts the new committee structure, to include the additional recommendation in relation to the continuing involvement of the Chairs group.

96. Further consideration of the Council’s position and intentions in relation to the former Pembrey School building, including information received from the Head of Corporate Property at Carmarthenshire County Council (copy email attached).

The Clerk updated members that a meeting had taken place with the County Council’s Head of Corporate Property, Mr Jonathan Fearn on the 30 th September, together with Mr Matt Morden. There were also some Pembrey ward Councillors at the meeting, as at the previous meeting.

At the meeting, various options had been discussed in relation to the former Pembrey School building, consequent to which, Mr Fearn had detailed the options in writing, as had been agreed. The email received had been circulated to members with the agenda in advance of the meeting.

Cllr David Owens thanked the County Council members for their assistance in bringing pressure upon the County Council officers in order to progress the matter.

The three options in relation to the former Pembrey School were as follows:

• New lease – Carmarthenshire County Council renews the current lease for five years, with a three year rent free period as a result of the Town Council undertaking the damp penetration works.

• Surrender of lease to Carmarthenshire County Council – the Town Council hand back the property to the County Council, who would then undertake the necessary repairs, arrange a new lease with the nursery which operates from the building and continue to run the library.

• Town Council to run the library.

The email from Mr Fearn additionally outlined that the third option would remain a possibility should Carmarthenshire County Council’s library service change in the future.

Following discussions, it was proposed and unanimously RESOLVED that the second option be taken of surrendering the lease to Carmarthenshire County Council. However, this was subject to there being a satisfactory agreement with the County Council on the financial implications, as the Clerk had emphasised the electrical remedial works which had been undertaken by the Town Council and also, the fact that the library part of the building would be handed back in a significantly enhanced condition than it had been when the original lease commenced. It was APPROVED that the Clerk arrange a further meeting with Mr Fearn and the same Town Councillors who had previously been involved in order to deal with the financial implications of surrendering the lease.

70

97. Update on the Copperworks site and consideration of a recommendation from the Regeneration and Leisure Committee meeting of 08/10/15 to not proceed with demolition, in advance of submitting an application for outline planning permission for development of the site / approval of a budget for the planning application , as recommended by the Finance Committee meeting of 12/10/15.

The TSO outlined that if the building on the Copperworks site was demolished then the right to use the drains would be lost. It would then be regarded as a new site, which would mean putting forward a proposal as to where the water is removed to.

This issue had been considered at the recent meeting of the Regeneration and Leisure Committee and as a result of this new information, it was being recommend that immediate demolition was not proceeded with but instead, an application for outline planning permission for the demolition of the site be progressed at the earliest opportunity. The TSO advised that if planning consent was obtained, then this would be valid for a five year period.

Although it was discussed that the case put forward on behalf of the community group in relation to the Copperworks site was worthwhile, it was felt that the application for planning consent should not be delayed. This would mean that if the community group’s plans are not viable, then the Town Council could look to sell the site on the open market after six months.

Following the discussions, it was proposed that the recommendation not to immediately demolish the building be accepted and instead, the Town Council proceeds as soon as possible with its application for planning consent. Save for one abstention by Cllr Mrs Mary Wenman, all members voted in favour of this proposal.

Members further APPROVED a budget of £10,000 in relation to the planning application.

98. To consider a recommendation of the Finance Committee meeting of 12/10/15 to provide financial assistance to facilitate the installation of high visibility flashing signs near to Pembrey School, to improve the safety of pupils.

The Clerk referred to a letter received from the head teacher of Pembrey School, which had already been considered at the recent meeting of the Finance Committee on 12 th October 2015. The Finance Committee had made a positive recommendation that the Town Council should provide a contribution of one half of the cost of the work in installing high visibility flashing signs near to the school, to improve safety. The overall cost quoted was £7,850.

Cllrs David Owens and John Hedley Jones emphasised their declarations of interest in this matter, as they are both governors of the school.

Members felt that the proposed work would assist with improving safety around the school. It was therefore proposed and unanimously RESOLVED that the Town Council make a contribution to cover one half of the cost of the work.

99. Update on Burry Port Harbour regeneration

Cllr John James advised members that the harbour is under consideration by the County Council, including the condition of the walls. He advised that a brief had been received on

71 the 7 th September and responses should be in by 30 th October, following which the matter will be considered by the Executive Board. In the meantime, funding is being sought.

Cllr Michael Theodoulou stated that it was encouraging that the County Council is continuing to treat the matter seriously. He also referred to the fact that an independent group is being formed, being the Friends of Burry Port Harbour. An initial meeting has already taken place and a second meeting is anticipated within the next two weeks when a constitution will be approved. The Chief Executive of Carmarthenshire County Council, Mr Mark James has been informed about the group and its wish to work with the County Council. It is hoped that a meeting will shortly take place with Mr James and also, that Mr Ian Jones of Carmarthenshire County Council will be attending the next meeting of the group.

Members were of the view that the harbour has to remain as a high priority for the area, as it is integral to the town’s future. Cllr Michael Theodoulou confirmed that he would report back as to any ways in which the Town Council could provide assistance and suggested that this could possibly be through providing a small grant, as it will be necessary for a website to be set up in due course.

100. To consider Communications received

1. Email on 21 st September 2015 from an officer of Arts Council Wales. This advised that she is currently running workshops with some of the pupils of Glan y Mor School. The pupils are putting on a show entitled “Some people have too many legs” on the evening of 23 rd November, in relation to which the pupils will also be making promotional posters, writing a press release, selling tickets, making refreshments and planning a raffle to raise funds for the school. An invitation has been extended to all Councillors to attend as VIP guests at the show and, confirmation in advance of attendance has been requested.

This was noted. However, the Clerk advised that a time for the event is still awaited and would be notified to Councillors in due course.

2. Email on 22 nd September 2015 from the Corporate Property Department of Carmarthenshire County Council, attaching a public notice, which was being published in the Western Mail as a legal requirement. The notice relates to the transfer of open spaces to Community/Town Council and community organisations. Copy notice attached .

Members were opposed to the proposed disposal of the open spaces by the County Council, in light of facilities which have already been taken on by the Town Council from the County Council.

3. Letter from the Project Manager of Ty Mair Burry Port Family Centre dated 7 th October 2015. This advises that the Family Centre will shortly be celebrating its fifth birthday on Thursday 29 th October and will be holding a fundraising day with stalls and entertainment on this date between the hours of 10am and 2pm. An invitation is extended to all Town Councillors to attend this event. It has been requested that if possible, confirmation of attendance be provided in advance.

Noted. However, the Clerk also informed members that a request had since been received from the Project Manager for the Town Council’s crockery to be used for this event. Members were in agreement with this, subject to payment of the appropriate fee.

72 4. Email on 8 th October 2015 from One Voice Wales, forwarding details of the Independent Remuneration Panel for Wales draft Annual Report – February 2016, which would have effect for the municipal year 2016/17. The draft report can be accessed online at http://gov.wales/irpwsub/home/publication/2016-17/?lang=en . Section 10 of the report specifically refers to Town and Community Councils and a summary of the proposed changes is attached . Any representations upon the report are to be submitted no later than 30 th November 2015.

Members APPROVED that this report be referred to the Finance Committee for further consideration.

5. Notes are attached from the recent meeting of representatives of Town and Community Councils in the Llanelli Constituency area and County Councillors for the area, arranged and chaired by Nia Griffith MP.

The Clerk advised members that following receipt of an invitation from Nia Griffith MP, she had attended this meeting, together with the Mayor and Deputy Mayor.

101. To receive reports by elected members, if any

Cllr David Owens referred to the presentation event which he had recently attended at Glan y Mor School. He further referred to the previous presentation which had been given to the Town Council by the school’s head teacher and proposed that he should be invited back, to update members on the progress made by the school. This was APPROVED .

Cllr Stephen James referred to recent meetings which he had been involved with through One Voice Wales regarding the Well-being of Future Generations (Wales) Act 2015. He emphasised the importance of the legislation and confirmed that he has already had some discussion upon it with the Clerk. Upon his request, it was APPROVED that Cllr Stephen James be co-opted on to the new Well-being Sub Committee, to enable him to provide full feedback.

Cllr Stephen James also advised of a recent meeting which he had attended with the Minister, Leighton Andrews. He emphasised that strong recommendations were being made by the Minister, which will undoubtedly have an impact upon our Council in due course.

There was some discussion between members in relation to the financial implications of the approved new committee structure. It was agreed that “departmental” budgets will now be set for the next financial year, which will mean that each committee has the power to spend within its budget, without reference to the Finance Committee and full Town Council. This will mean that there needs to be ongoing monitoring of each committee’s budgets and therefore, it was proposed and APPROVED that the RFO be present at main committee meetings, to take members through the budget.

It was discussed that the successful bid to the Heritage Lottery Fund had been reported to the Regeneration and Leisure Committee. Also, the Clerk and the RFO have since met with the co-ordinator, Graham Davies to discuss the administration of the funds to be received. It was proposed and APPROVED that a letter should be sent to the group, congratulating them on their success and that this should be directed through the Chairperson, Cllr Andrew Phillips.

73 102. Report of the Clerk on matters of administration

1. Notification from the Wales Audit Office of changes to the external audit arrangements for 2015/2016 onwards. This advises that the Auditor General for Wales will become the Statutory Auditor following the amendment of the Public Audit (Wales) Act 2004. Grant Thornton will become the appointed auditor on behalf of the Auditor General for delivering the audit of the Councils Annual Return for 2015/16, 2016/17 and 2017/18. There is an option to extend the arrangement for an additional two years but it is indicated that the Council will be notified of this at the appropriate time.

The Auditor General’s September 2013 report “Improving Financial Management and Governance: Issues from the Audit of Community Council Accounts 2011/12” set out changes to the audit arrangements for Town and Community Councils for the 2015/16 audit. The new arrangements will have a greater focus on governance, with an extended Annual Governance Statement having a new section highlighting “thematic” areas for review at all Councils. These themes will vary year on year and will address concerns arising from audit findings.

In order to allow local Councils to develop their governance arrangements, Councils will be notified in advance of the specific areas that will form part of the thematic review each year.

It is indicated that auditors will focus on budget setting and monitoring and the engagement of internal audit for the 2015/16 audits and that Grant Thornton will advise of the information that they require for the audit.

It was APPROVED that this be referred to the new Audit Sub Committee for consideration at the earliest opportunity.

2. Notification received from Hywel Dda University Heath Board and Hywel Dda Community Health Council that they are holding a series of events in communities across Carmarthenshire, Ceredigion and Pembrokeshire to provide information and to listen, with a view to improving services.

The two nearest events are being held in Carmarthen and Felinfoel. The event in Carmarthen will take place on 2 nd November from 6.30pm until 8.30pm at the Cambrian Room, Glangwili Hospital. The event in Felinfoel will take place on 17 th November from 2pm until 4pm at Felinfoel Community Resource Centre.

Noted.

3. Notification received from Carmarthenshire County Council of a consultation on proposals for a Public Spaces Protection Order in the County. Information was provided in relation to this issue by County Councillor John James at the last Town Council meeting. The consultation concerns dog fouling and dog related anti social behaviour issues and views on the proposals can be provided on the website at http://ilocal.carmarthenshire.gov.wales/consultations/pspo-dog-control-orders/ . The consultation runs from 19 th October until 14 th December and a report with the results of the consultation will be placed before the Executive Board in February 2016 for a final decision.

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Noted.

4. Final items to be taken in camera.

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Pembrey and Burry Port Town Council Monthly Meeting Wednesday 18 th November 2015

Councillor Mrs Jean Hire (Mayor) Councillors Malcolm Davies, Ken Edwards, John James, Stephen James, Robert John, John Hedley Jones, Mrs Shirley Matthews, Mrs Susan Northam, David Owens, Andrew Phillips, Michael Theodoulou, Mrs Moira Thomas, Mrs Mary Wenman and Hefin Williams

In attendance: Melanie Carroll-Cliffe (Town Clerk), Alan Howells (RFO) and John Ridgway (TSO)

(Former OAP Hall 7.00pm – 9.00m)

103. Opening Prayer

The opening prayer was given by the Mayor, Cllr Mrs Jean Hire.

104. Personal Matters

Apologies were received from Cllr Mrs Pat Jones and County Councillor Hugh Shepardson.

105. To receive Members’ Declarations of Interest in respect of the business to be transacted

Members confirmed their usual declarations of interest. No new declarations were made.

106. Police Business

There was no attendance by the police and therefore, no report was provided at the meeting.

Cllr John James advised members that at the PACT meeting the previous week, it had been announced that Sergeant Ian Francis is returning to Burry Port Police Station, which hopefully would provide some stability. Cllr Robert John indicated that it was his understanding that the Sergeant based in Burry Port will additionally be covering a significant area to the east.

107. To confirm the minutes of the meeting held on 21 st October 2015

The minutes of the Town Council meeting held on 21 st October 2015 were accepted as a true record.

108. Information from the aforesaid minutes

P59 (82) Public participation item – by a representative of the Copperworks Groups Social Enterprise Project

Cllr Michael Theodoulou informed members that he had been told that the Group’s representatives may have misunderstood the position at the Town Council meeting, in that

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they believed that the ownership of the building would be transferred at no cost. Accordingly, he had spoken with a member of the Group earlier that day and as he had thought, the Group did not think that the Town Council required payment. It was therefore APPROVED that Cllrs Michael Theodoulou, John James and Mrs Shirley Matthews be authorised to address the Group further. The Clerk advised members that she had received a recent telephone call from an individual who has been requested to assist by the Group. The Clerk had made this person fully aware of the background to the closure of the Copperworks building due to its dilapidated state and also the Council’s wish to sell the building, in order to generate capital, which would benefit all of the local community.

P61 (87) Information from the aforesaid minutes – report of the Clerk on matters of administration

Members were updated that a meeting had taken place with representatives from Burry Port Memorial Park Bowling Club. This had been a positive meeting when the representatives had outlined the Club’s position. They had explained their strategy and were not particularly seeking anything from the Council at this stage. Cllr John James advised that a letter of thanks is being sent from the Bowling Club regarding the meeting.

P64 (88) Report of the TSO

The Clerk updated members that a letter had been sent to the Rugby Club following the last meeting and this had been responded to by the Chairman of Burry Port RFC. The Clerk read out an email which had been received, which raised the issue of the Club constantly having to clear the rugby pitches of litter prior to using them, despite paying a service charge/rent for use of the pitches. Also, the email referred to a lack of rubbish bins in the vicinity of the top pitches. Cllr Mrs Mary Wenman referred to the fact that adults have nevertheless been seen dropping litter on match days. Cllr John James confirmed that he would take up the County Council issues raised by the Rugby Club.

P70 (96) Further consideration of the Council’s position and intentions in relation to the Former Pembrey School building

It was proposed that whoever is appointed as Chair of the new Facilities Management Committee should also attend the meeting with Mr Jonathan Fearn, which was APPROVED .

P73 (101) To receive reports by elected members

It was confirmed that the Headteacher of Glan y Mor school would be happy to meet with the Town Council once more and it was APPROVED that arrangements should be made for this, at the earliest opportunity.

109. Report of the Technical Services Officer (TSO)

Cemetery

Burials

During the month of October 2015 there has been 1 burial and 3 burial of ashes.

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Wales in Bloom 2015

The CCC have confirmed that the design for the Wales in Bloom road signs has been approved and a quotation is being prepared.

Memorial Hall

The CCC have confirmed that the design for the directional road signs has been approved and a quotation is being prepared.

OAP Hall

The new flooring in the hall has been completed, a new entrance door has been ordered, because the existing door is catching the new floor and cannot be adjusted.

Anne Frank’s Legacy

The trees to remember all the children killed through wars and persecution are now available for planting, arrangements need to be made with the various schools.

The TSO advised that presently, the trees are being stored in the Copperworks building, pending arrangements being made with the schools. It was APPROVED that the respective Council appointed Governors should approach Glan y Mor School, Pembrey School and Burry Port Junior School to make the necessary arrangements. It is not intended that a tree be planted at Ysgol Parc Y Tywyn at present, due to the school moving to a new site in the not too distant future.

Christmas 2015

The Christmas trees for Burry Port and Pembrey will be installed on or before 20 th November 2015

Christmas Lights

The CCC lighting department have installed additional power sockets and Iwec commenced fixing Christmas lights on 4 th November 2015 and this will be completed prior to the switching on of the lights on 27 th November 2015.

Copperworks – Planning

Darkins Architects are in the process of submitting the project for planning approval. Members of the Copperworks Group Social Enterprise Project have gained access to the building on 3 occasions.

Footpath Maintenance

Lookout 71/13: Isgraig Site 71/12: Isgraig Path: Brynteg 57/43: Bryndias

57/47: Hubert Williams 71/16: Clyndu Riding School 71/1: Pinged Bog 57/41

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Pinged Marsh 57/53: Memorial Gardens: Moreb / Harbour / Clwb Bach

Roundabouts: Stepney Road School: Stepney / Elkington Road: Memorial Park

110. To consider the report of the Regeneration and Leisure Committee meeting held on Thursday 8th October 2015

It was RESOLVED that the minutes of the Regeneration and Leisure Committee meeting held on the 8th October be signed and accepted as a true record.

Matters arising from the minutes

P1 (4) Matters arising from the minutes - P5 (18) Any other competent business

Cllr Robert John informed members that he was of the understanding that when the Committee of Burry Port Operatic Society is meeting shortly it will be considering using facilities other than the Memorial Hall for some of its rehearsals, which would assist with enabling the booking of the Hall for other events and activities.

P5 (16) Senior Citizens’ Christmas Tea

Members were updated that the date of the Christmas tea had now been changed to 3 rd December, given that the election of the new Councillor would be taking place on 10 th December. As usual, the assistance of Councillors on the day is requested.

111. Report of the Responsible Finance Officer (RFO)

The report, as set out below had been circulated to members in advance of the meeting.

1. Bank

The following cash balances are held with Lloyds at Balance at Unpresented Council cash 30th September 2015 :- bank cheques book balance £ £ £

Business Instant Access account 226,863.92 226,863.92 Community Account 52,040.36 29,687.66 22,352.70 Imprest account 17,026.30 17,026.30 £295,930.58 £29,687.66 £266,242.92

2. Schedule of accounts paid

The following accounts have been paid from 1st to 31st August 2015

Cost ex Supplier Details Ref Vat VAT Total £ cost Darren Daniel Institute maintenance 1 50.00 10.00 60.00

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Wrenvale Nurseries Floral displays 9 3756.60 751.32 4507.92 Travis Perkins Cemetery - Maintenance 4 150.45 21.33 171.78 Travis Perkins Cemetery - Maintenance 4 89.76 7.96 97.72 Travis Perkins Cemetery - Maintenance 4 15.67 3.13 18.80 Pembrey Memorial Hall - Siddell Environmental Maintenance 1 95.00 19.00 114.00 BT Admin - telephone 3 151.73 30.34 182.07 Trade UK Cemetery - Maintenance 4 20.74 4.14 24.88 British Gas - Electricity Copperworks - electricity 4 17.85 0.89 18.74 British Gas - Electricity Institute - Electricity 1 155.52 7.77 163.29 British Gas - Electricity Pembrey School - Electricity 1 40.23 2.01 42.24 British Gas - Electricity BP Memorial Hall - Electricity 1 162.40 8.12 170.52 British Gas - Electricity Cemetery - Electricity 4 39.45 1.97 41.42 British Gas - Electricity OAP building - Electricity 1 24.65 1.23 25.88 Greenwell Power Tools Cemetery - Equipment 4 80.60 16.13 96.73 CCC Garden Waste sacks stock 3 314.60 62.92 377.52 Parker Plant Hire Hall - storage 1 58.80 11.76 70.56 Parker Plant Hire Hall - storage 1 58.80 11.76 70.56 Plusnet Admin - Internet provider 3 15.00 3.00 18.00 Reimbursement of Walk for Kidney Foundation Wales Life 9 400.00 400.00 SLCC Admin - conference 3 79.00 15.80 94.80 BDO LLP Admin - External audit 3 650.00 130.00 780.00 Pembrey Memorial Hall - British Gas - Electricity Electricity 1 146.61 7.33 153.94 Burry Port Memorial Hall - British Gas - Gas Gas 1 49.13 2.45 51.58 Pembrey Memorial Hall - British Gas - Electricity Electricity 1 84.70 4.23 88.93 Biffa Cemetery - Refuse 4 113.96 22.79 136.75 Biffa Hall - Refuse 1 97.52 19.50 117.02 Chivers Corner Garage Cemetery - vehicle costs 4 148.39 29.69 178.08 BT Admin - telephone 3 21.26 4.25 25.51 Cathedral Leasing Hall 1 64.98 13.00 77.98 Xerox Admin - Photocopier 3 30.42 6.08 36.50 Lyreco Admin - Stationary 3 115.66 23.13 138.79 Memorial Hall cleaning Toppers materials 1 56.90 5.39 62.29 Toppers Hall - Cleaning materials 1 36.42 7.28 43.70 HF James Cemetery 4 1056.00 211.00 1267.00 BT Admin - telephone 3 146.26 29.25 175.51 CCC Pension Deficit (September) 3 208.00 208.00 LBS Institute maintenance 1 65.00 13.00 78.00 Britain in Bloom - Awards J. Ridgeway travel costs 9 269.22 269.22 Plusnet Admin - Internet provider 3 17.00 3.40 20.40

9154.28 1522.35 10676.63

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3. Petty Cash

Payments made from 1st to 30th September 2015

Car Hire - Britain in Bloom 9 50.00 10 60.00 WH Smiths - Diaries 3 22.98 22.98 Llanelli Star 3 0.75 0.75 Phone card - Meirion 3 10.00 10.00 Phone card - Chris 3 10.00 10.00 Llanelli Star 3 0.75 0.75 Cable ties 3 1.30 1.30 Llanelli Star 3 0.75 0.75 Llanelli Star 3 0.75 0.75

Total payments made from petty cash £97.28 £10.00 £107.28

The RFO highlighted some of the more unusual payments which had been made. The payment to Wrenvale Nurseries related to the floral displays. A number of electricity bills had been paid for the Town Council’s various buildings. There was a payment to BDO LLP which was in relation to the external audit. The payment to H F James was for the digging of graves but the RFO advised that this related to a period of around one year. A payment had been made to the TSO by way of reimbursement of travel costs for attending the Britain in Bloom Awards Ceremony. The RFO also highlighted that a payment had been made from petty cash for car hire for use on the day of the judging of Britain in Bloom.

4. Budget Monitoring Report

The budget monitoring report for the period the 1 st April to 30 th September 2015 has been circulated to members.

The RFO advised that income and expenditure should be around 50% at this point in the financial year.

The RFO reported that income is slightly below budget but once all of the SLAs have been received, then income will be well within budget. He further advised that income from rentals are on or slightly over budget.

In relation to expenditure, employees’ costs are very slightly over budget. Administration costs are under budget, year to date.

The RFO referred to the fact that marketing and promotion costs are lower than had been reported the previous month, due to some expenditure having been moved to be included with Wales in Bloom. However, following the most recent Finance Committee meeting, this may be reversed. There was some discussion in relation to the budget heading for floral displays, as there was a suggestion of changing it to Wales in Bloom. However, it was highlighted that the Council had been incurring expenditure on floral displays for a number of years, even prior to the entry to Wales in Bloom competition and would undoubtedly continue to do so, even if it did not enter the competition. The RFO therefore suggested that he could split the

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expenditure on marketing to set out what is directly involved in Wales in Bloom, which was agreed.

Civic expenditure is within budget. The RFO reminded members that the cost of the forthcoming Senior Citizens Christmas lunch and the Cawl Cennin are yet to be incurred in this financial year.

In relation to expenditure on the cemetery/footpaths the RFO advised members that there had been some discussion at the recent Finance Committee meeting. It is intended that the RFO and the TSO analyse the expenditure incurred on maintenance and repairs and they will report back at a future date. Vehicle costs are over budget, due to the purchase of a new van and there has been discussion on a virement being made.

Expenditure on the Hall and Institute is within budget.

Expenditure on the Copperworks is over budget, which is attributable to the annual payment of water rates and rates.

Expenditure on the Former Pembrey School is below budget. Also, expenditure on Pembrey Memorial Hall is overall within budget, despite the annual payment of rates and insurance having been made.

In relation to Special Projects, most of the expenditure on floral displays has now been paid. There has been no additional expenditure in relation to the Youth Facility contribution this month. It was queried that previously, a request had been made to change the budget heading for the MUGA, to incorporate the Park. It was therefore APPROVED that this should be re- named the Toddler Park and MUGA.

The RFO reported that net expenditure is within budget at 47.87%.

Cllr David Owens referred to the imminent meeting with Mr Jonathan Fearn of Carmarthenshire County Council, due to the fact that in principle, it has been agreed that the former Pembrey School building should revert to the County Council. It was suggested and agreed that it would be helpful for those members attending the meeting to meet slightly earlier on the day, so that they can decide what approach to take. It was also confirmed that the RFO and Clerk are liaising in relation to expenditure incurred by the Town Council upon the building, so that this information is available at the meeting.

Finally, the RFO advised members that work is ongoing in relation to budget setting for the 2016/17 financial year, with each Committee having been tasked with considering its own budget requirements.

112. To consider the report of the Finance Committee meeting held on Monday 12 th October 2015

It was RESOLVED that the minutes of the Finance Committee meeting held on the 12 th October be signed and accepted as a true record.

Matters arising from the minutes

There were no matters arising.

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113. To consider any planning applications

The Chair of the Planning Committee, Cllr Mrs Moira Thomas advised members that there had not been a Planning Committee meeting this month, due to only one application having been received, as set out below. She had met with the TSO earlier that day and no issues had been identified in relation to the application, and it was felt that there were adequate parking facilities. It was therefore recommended for approval, which was endorsed by the full Council.

Application Name and Address of Description of Application No. Applicant S/32913 James Morgan Change of use from a gym to four self- Active Health and Fitness contained flats. New Street

The TSO also updated members that since the agenda being sent out, notification had been received of two other planning applications. One related to the demolition of a bungalow and a re-build at the Links, Pembrey. The other related to a rear first storey extension and a porch at a property in Glanaber, Pembrey. Again, no issues were identified in relation to either of these and therefore, approval was recommended.

114. To consider any County Councillors’ reports

County Councillor John James referred to the fact that the caravans have now moved from Glanmor Terrace. However, there are issues with parking in the vicinity. Letters have been delivered to local residents, inviting their observations, as Mr John McEvoy from the County Council accepts that there is a problem. It is hoped that some funding can be obtained shortly. County Councillor John James also commented that it is a main bus route and buses are having difficulty getting through.

County Councillor John James advised members that the County Council’s budget setting process is ongoing and that it is clear that there will be further significant cuts in the next financial year.

A query was raised by Cllr Ken Edwards in relation to the caravan site at Pembrey Country Park. He referred to the fact that there was still one caravan on site when he had been there the previous day and that this appears to be lived in. County Councillor Mrs Shirley Matthews confirmed that she would attend the following day to look into this issue.

115. To consider the Mayor’s report

The Mayor updated members upon a number of events which she had recently attended, namely the Remembrance Day Service, the annual Festival of Light in Llanelli, a fundraising event hosted by the Hywel Girls’ Choir at Stradey Castle and also a Christmas Fayre at Jerusalem Chapel, together with their induction of a new Minister.

Cllr Stephen James arrived at the meeting at 7.45pm.

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116. To further consider options upon proposed new traffic measures in relation to New Street, Burry Port

Cllr John James provided some background information in that he and Cllr Mrs Pat Jones had previously considered the issue with the Traffic Department and residents had received a questionnaire. As discussed at the last Town Council meeting, Cllr John James had arranged two sessions for Town Councillors to view the various options in relation to possible new traffic measures. The reason for this is that ideally, the County Council would like a recommendation from the Town Council upon the preferred option.

Cllr John James advised that there had been some good suggestions and observations made at these two sessions, such as narrowing the pavement in New Street, encouraging rear parking, issuing parking permits and having a temporary measure in order to test a one way system.

A query was raised as to whether an impact assessment had been carried out on local businesses. Cllr John James advised that to his knowledge, only the impact upon residents had been considered to date. Members were generally of the view that information on the impact upon businesses should be known, as there had previously been considerable opposition from businesses in relation to it being made more difficult to access the town centre.

Members further discussed that there are substantial new plans in the area, to include many new houses, together with leisure facilities and a school. Although the County Council has indicated that the new development would not impact upon a new traffic system, members had reservations.

Following a lengthy discussion, it was proposed and APPROVED that the Town Council does not make a recommendation for any change until the impact of the new development is considered and then a decision can be taken on the most appropriate solution. In the meantime, stronger enforcement on illegal parking in the area through the police and traffic wardens should be encouraged, with advance warning to the public.

117. To nominate/approve a Town Council representative on the newly formed “Friends of Burry Port Harbour” group

Members were advised that currently, there are three Town Councillors siting on the new Harbour Committee, namely Cllrs Michael Theodoulou, John James and Andrew Phillips. However, they are not representing the Town Council but each has involvement in a different capacity. Accordingly, one of these three Councillors could be appointed as the Town Council representative or alternatively, another Councillor could be appointed. Following discussion, Cllr Robert John was nominated and APPROVED as the Town Council representative.

118. To consider/approve an amendment of the Town Council’s Financial Regulations, to increase the Finance Committee’s delegated authority, in line with the new Committee Structure paper, previously approved

The Clerk outlined that although the Town Council’s Financial Regulations had only been recently revised earlier in the year, with the new Regulations being approved at the Annual Meeting on 26 th May 2015, it had been felt when the new committee structure was being created that the delegated authority should be increased from £2,000 to £5,000. Given that

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the new committee structure had been adopted, it was unanimously APPROVED that the Finance Committee’s delegated authority be increased to a £5,000 limit.

119. Update on the meeting between local Councils held on the 11 th November 2015

The Clerk updated members that a meeting had taken place, hosted by Pembrey and Burry Port Town Council on 11 th November 2015, with representatives from Llanelli Rural Council and Llanelli Town Council being present. There was no representation on behalf of Llangennech Community Council. It was felt that this was a worthwhile and productive meeting. There had been discussion in relation to the requirements of the Well-being of Future Generations (Wales) Act 2015. Information had been shared on the quite different approaches taken by Llanelli Rural Council and Llanelli Town Council in an effort to develop community engagement and how they intend to develop community plans. Both Councils have a full time Community Development Officer. Llanelli Town Council has had an officer in this role for many years, whilst Llanelli Rural Council made an appointment to this role only earlier this year. Llanelli Town Council has supported the establishment and running of Llanelli Community Partnership.

At the meeting, there had also been a discussion as to the possibility of widening the member Councils of the group, especially in light of the discussions which had taken place at the meeting arranged by Nia Griffith MP on 22 nd September 2015. However, it had been decided that it was preferable for the group to continue as it is at present but the possibility of future expansion was not ruled out.

In order to ensure consistency in meetings being arranged, it had also been decided that there should be a Secretary and Chair appointed on an annual basis. For the forthcoming year, it had been agreed that the Secretary would be the Clerk to Llanelli Rural Council, with the meetings also being Chaired by a representative of that Council and held at its premises. It had further been agreed that future meetings should be arranged on a quarterly basis.

120. To further consider issues relating to Burry Port Police Station (referred from the Town Council meeting of 21/10/15)

The Clerk outlined recent discussions which had taken place with Mr Heddwyn Thomas, the Director of Estates at the Office of the Police and Crime Commissioner. These discussions related to the potential for collaboration with the Town Council regarding the possible re- location of Burry Port Police Station within the town centre. Mr Thomas had advised that similar discussions have been taking place with other Town and Community Councils.

It was discussed that a definitive response had not been received from the Police and Crime Commissioner in relation to the Town Council’s previous proposal to provide financial assistance towards the current Police Station building remaining open. There was also discussion regarding the public meeting which had been called earlier in the year when the Council had indicated its support to retaining the existing building. The Clerk highlighted the fact that at the public meeting, it had been felt that it was likely that Burry Port would lose a police presence altogether, whereas the focus now appears to be a suitable re-location, although it appears certain that the current Police Station building will not remain open indefinitely.

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Following the discussions, it was proposed and APPROVED that a response from the Commissioner should be pursued and that Mr Heddwyn Thomas should be made aware of this, prior to any further discussions/communications with him.

121. To consider Communications received

1. Letter from the Hywel Dda University Health Board dated 21 st October 2015. This provides information on the new Transforming Mental Health Services Programme Group, which is a multi agency group working to develop innovative services. The letter invites the Council to engage in discussing and identifying solutions for improving access to mental health services. Pamphlets were also received, which detail the challenges faced by mental health services in Hywel Dda University Health Board. The letter states that up until 30 th November, there will be opportunities to find out more about the work of the group and the proposals for improved access to services, although it is likely that the engagement period may need to be extended to the end of December 2015. It is stated that the group is particularly interested to receive views on alternatives to mental health hospital care, and what would help to support people and their supporters during their periods of crisis or increased need. Emails can be sent via [email protected]. Noted

2. Email from One Voice Wales on 22 nd October 2015 forwarding information from Welsh Government. This advises that the Finance Committee of the National Assembly for Wales is consulting on the draft Public Services Ombudsmen (Wales) Bill. The consultation closes on 18 th January 2016. Noted

3. Letter of thanks from Kidney Wales Foundation received on 26 th October 2015, in relation to the sponsorship money raised through the Pembrey and Burry Port Walk for Life 2015. Noted

4. Letter received on 27 th October 2015 from the Local Energy Action Officer at Menter Cwm Gwendraeth Elli. This advises of a new project that aims to reduce fuel poverty in Carmarthenshire’s communities, namely Local Energy Action. The officer advises that he works free of charge with groups, volunteers, businesses and interested parties to develop Fuel Clubs and money saving energy efficiency campaigns and activities. Noted

5. Email from One Voice Wales on 3 rd November 2015, forwarding information from Ramblers Cymru. This advises that the charity, Ramblers Cymru is keen to work with Community and Town Councils to help understand and exercise rights, to assist in protecting and improving paths in their area. The charity has recently updated ‘Paths for people: a guide to public paths for members of Town and Community Councils’. This explains the powers of local Councils relating to obstructions, ploughing and cropping, maintenance, closures and diversions and modifying the definitive map. It goes on to suggest 10 ways that councils can promote local paths. The guide can be downloaded at www.ramblers.org.uk/pathsforpeople . Noted

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6. Email from Carmarthenshire County Council on 11 th November 2015, extending an invitation on behalf of Carmarthenshire Local Service Board to attend the Integrated Community Strategy for Carmarthenshire Annual Forum on Tuesday 1 st December 2015. This is to be held at the Quinnell Lounge, Parc Y Scarlets, Llanelli. Registration is from 12.30pm and the event will commence at 1pm and will finish at 4.30pm. The main focus of the day will be the Well-being of Future Generations (Wales) Act 2015. Workshops will be held to explore the individual role for organisations, the collective duty and preparing for the Public Service Board, the role of Town and Community Councils and establishing a methodology for the required population needs assessment. Places need to be reserved in advance.

It was APPROVED that if possible, Cllrs John James, Mrs Shirley Matthews and Michael Theodoulou attend this forum.

122. Report of elected members

Cllr Stephen James advised that at a recent meeting attended with One Voice Wales, it had been indicated that Councillors Awards are to be introduced, with their being various categories. The intention of this is to promote the good word which is being carried out by Town and Community Councils. He believed that information will be circulated regarding this in the New Year.

123. Report of the Clerk on matters of administration

1. Confirmation was received on 16 th November 2015 from the Electoral Services Department of Carmarthenshire County Council that there have been two nominations for the Town Council vacancy, namely Mr Geraint Huw Davies (Independent) and Mr Bob Walpole (Welsh Labour). It has been indicated that copies of the Notice of Poll for display in the community will be forwarded shortly. Confirmation has also been received that the election will be held at the Memorial Hall, Burry Port on Thursday 10 th December 2015.

It was APPROVED that once the Notice of Poll has been received, copies be displayed in the Town Council’s noticeboards and attempts be made to also circulate the same for display by local businesses. Additionally, the election can be reported in the Llanelli Star.

2. Letters of thanks have been received both from the Burry Port Male Choir and the Burry Port Male Choir Ladies Association in relation to recent financial donations. Noted

3. Correspondence has been received advising of the intention to set up a dementia carers’ support group in Burry Port, for which support is requested ( copy letter attached ). Although the correspondence received did not make it clear what support was specifically being requested, it was APPROVED that information be passed on in relation to the Town Council’s grants scheme.

4. The Welsh Government consultation on the Statutory Guidance for the Well- being of Future Generations (Wales) Act 2015 has recently closed and a copy is

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attached of the response provided by One Voice Wales to the consultation. Noted.

5. Final item to be taken in camera.

In view of the confidential nature of the business to be transacted, the following item be considered in private, and that the power of exclusion of the public under Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 be exercised.

It was RESOLVED that the confidential minute of the meeting of 21 st October 2015 be signed and accepted as a true record.

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Pembrey and Burry Port Town Council Monthly Meeting Wednesday 16th December 2015

Councillor Mrs Jean Hire (Mayor) Councillors Geraint Davies, Ken Edwards, John James, Stephen James, Robert John, John Hedley Jones, Mrs Shirley Matthews, Mrs Susan Northam, David Owens, Andrew Phillips, Michael Theodoulou and Mrs Mary Wenman.

In attendance: Melanie Carroll-Cliffe (Town Clerk) and Alan Howells (RFO)

(Former OAP Hall 7.00pm – 9.30m)

124. Opening Prayer

The opening prayer was given by the Mayor, Cllr Mrs Jean Hire.

125. Personal Matters

Apologies were received from Cllrs Malcolm Davies, Mrs Pat Jones, Mrs Moira Thomas and Hefin Williams.

The Mayor welcomed Cllr Geraint Davies following his recent election to the Town Council. Cllr Geraint Davies made his declaration of acceptance of office and this was signed at the meeting.

126. To receive Members’ Declarations of Interest in respect of the business to be transacted

Members confirmed their usual declarations of interest. No new declarations were made.

127. Police Business

There was no attendance by the police and no up to date report had been provided in advance of the meeting. Disappointment was expressed that recently, there had not been a Police presence at Town Council meetings. There was some discussion as to how the situation should be addressed. Members were mindful of the pressures currently faced by the Police but there were differing views as to how to attempt to rectify the issue of attendance. Options discussed included writing to the Chief Constable or requesting that as a minimum, a report be provided in advance of the meeting, so that this could be read out if there was no Police presence. Following the discussions, it was proposed and agreed that the Mayor, Deputy Mayor and the Clerk arrange to meet with the current personnel at Burry Port Police Station to discuss matters and then if the matter is not subsequently resolved, a formal letter should be sent.

128. To confirm the minutes of the meeting held on 18 th November 2015

The minutes of the Town Council meeting held on 18 th November 2015 were accepted as a true record.

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129. Information from the aforesaid minutes

P76 (108) Information from the aforesaid minutes – Copperworks Group Social Enterprise Project

Cllr Michael Theodoulou updated members that there had been a meeting with representatives from the Copperworks Groups Social Enterprise Project, which he and Cllr Mrs Shirley Matthews had attended. Cllr John James was unable to attend the meeting. It was reported that initially, some aggression had been shown towards the Town Council, as it had been claimed that there was no policy for that area of the community. It had also been raised by members of the group that there were already plans for a significant number of new homes in that area and it was claimed that the Town Council was ignoring the importance of the building’s heritage, together with the wishes of the various signatories to a petition. It was reported to members that the various issues had been responded to, including advising the representatives of the existence of the Council’s Bacce Sub Committee. At the meeting, it had also been highlighted that the Town Council is providing preferential treatment to the group for the period of six months, as agreed previously. However, it had been explained that the Council needed to secure market value and that it was undertaking parallel action in pursuing outline planning permission, whilst discussions with the group are ongoing. When queried, the representatives had been informed that the Council considers the value of the site as being between £40,000 and £50,000 per plot but that this would be discounted by demolition costs. The representatives had enquired if the Town Council would offer the site to the group at a discounted rate, although the extent of any such possible discount was not discussed.

It was reported that the representatives seemed to have a better understanding of the position at the conclusion of the meeting and everyone left on good terms.

P77 (108) Information from the aforesaid minutes – to receive reports by elected members

The Clerk confirmed that arrangements had now been agreed for the Headteacher of Glan y Mor School to attend to meet with Councillors at the January 2016 meeting.

P78 (109) Report of the TSO – Christmas lights

There was some discussion in relation to problems with this year’s lighting, particularly in relation to a section of lighting which has not worked at all. The Clerk outlined that she had both emailed and met with the electrical contractor to discuss the issues. Given the difficulties which have arisen again this Christmas, it was APPROVED that the matter be referred to the Regeneration and Community Services Committee.

P79 (110) Regeneration and Leisure Committee meeting held on Thursday 8 th October 2015 – Senior Citizens Christmas Tea

Cllr Mrs Shirley Matthews reported that this had been an enjoyable event for all those in attendance but there had been queries regarding the lack of Councillors, as only four were in attendance. Cllr Mrs Shirley Matthews urged support for this event in future.

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P84 (117) To nominate/approve a Town Council representative on the newly formed “Friends of Burry Port Harbour Group”

Cllr Michael Theodoulou reported that there had been a very positive meeting on 14 th December with the County Council Officer Ian Jones (Head of Leisure) and County Councillor Deryk Cundy. It had been indicated at the meeting that the County Council agreed that there should be a detailed plan for the improvement of the harbour. A future meeting had been agreed for 11 th January 2016, at which there will also be senior officers from the County Council’s Regeneration Department in attendance. Members were informed that it was evident from the meeting that the Friends of Burry Port Harbour Group has the support of the Local Authority and its good wishes in seeking funding from sources which are unavailable to it. Cllrs Andrew Phillips and John James were also in attendance at the meeting on 14 th December and they reiterated to members the positive nature of the meeting. Cllr Andrew Phillips also referred to there going to be a new lifeboat station, which will be an added attraction for the area.

P85 (120) To further consider issues relating to Burry Port Police Station

When this matter was referred to, Cllr Michael Theodoulou highlighted his declaration of interest, due to him living next door to the Police Station and he left the room prior to discussions taking place. The Clerk updated members that following the last meeting, she had been in further written communication with Mr Heddwyn Thomas and had made it clear to him that the Town Council required a definitive response to its own proposal prior to entering into any further discussions regarding any possible relocation of Burry Port Police Station. Mr Thomas had indicated that a formal communication should be received from the Police and Crime Commissioner in the New Year. In the meantime, Mr Thomas had requested some details to enable him to revert to the Town Council with firm information on what is being proposed.

There were differing views as to how to progress the matter. However, following the discussions, it was proposed and APPROVED that the Clerk contact the office for the Police and Crime Commissioner to request the Commissioner to attend a special meeting, at his convenience, during January 2016. It was further agreed that the issue then be discussed as a separate item on the Town Council agenda in January.

130. Report of the Technical Services Officer (TSO)

In the absence of the TSO through illness, there was no formal report. However, the Clerk updated members in relation to two issues. The Clerk had received information from Matt Morden of Carmarthenshire County Council, advising that a camera survey had been undertaken at Pembrey Memorial Hall and had identified that tree roots were blocking the drains, causing the problem at the front of the Hall. Matt Morden was awaiting receipt of costings for repair/renewal which he anticipated receiving shortly. Another recent problem had also been identified at Pembrey Memorial Hall in relation to the heating system. Three quotes had been obtained for the necessary remedial work. Cllr Michael Theodoulou added that as Chair of the Facilities Management Committee, he had considered the three quotes and had authorised officers to proceed in arranging for the work to be undertaken. Cllr Michael Theodoulou also extended his personal thanks to Cllr John Hedley Jones for his assistance to the Council, in the absence of the TSO.

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131. To consider the report of the Regeneration and Leisure Committee meeting held on Thursday 5 th November 2015

It was RESOLVED that the minutes of the Regeneration and Leisure Committee meeting held on the 5th November be signed and accepted as a true record.

Matters arising from the minutes

P3 (7) Consideration of the Committee’s required budget for the 2016/17 financial year

Cllr David Owens commented that there had been a very interesting Finance Committee meeting on 14 th December 2015 when the requests from the various committees in relation to the 2016/17 budget had been considered. He indicated that if all of the requests were accommodated, then there would be a very significant shortfall in the budget.

132. Report of the Responsible Finance Officer (RFO)

The report, as set out below had been circulated to members in advance of the meeting.

1. Bank

The following cash balances are held Balance at Unpresented Council with Lloyds at 31st October 2015 :- bank cheques cash book balance £ £ £

Business Instant Access account 211,395.28 211,395.28 Community Account 49,490.45 31,592.54 17,897.91 Imprest account 16,015.84 16,015.84 £276,901.57 £31,592.54 £245,309.03

2. Schedule of accounts paid

The following accounts have been paid from 1st to 31st October 2015: -

Cost ex Supplier Details Ref Vat VAT Total £ cost Promotions - Wales in Wolfscastle in Bloom Bloom 9 30.00 30.00 Plusnet Admin 3 15.00 3.00 18.00 Pembrey Memorial Hall - R. Morgan Maintenance 1 240.00 240.00 Cemetery - vehicle Harbour Tyres Garage maintenance 4 74.00 14.00 88.00 Pembrey and BP Halls - Consortium Cleaning materials 1 83.52 16.72 100.24 Lyreco Admin - Stationery 3 23.96 4.79 28.75 Lyreco Admin - Stationery 3 3.40 0.68 4.08 Lyreco Admin - Stationery 3 -5.20 -1.04 -6.24 BT Admin - telephone 3 20.00 4.00 24.00 92

Burry Port Memorial Hall - British Gas - Gas Gas 1 132.56 6.62 139.18 Burry Port Memorial Hall - Darren Daniel Maintenance 1 290.00 58.00 348.00 Toppers Cemetery - materials 4 101.09 13.22 114.31 Biffa Cemetery - Refuse 4 113.96 22.79 136.75 Biffa Hall - Refuse 1 97.15 19.43 116.58 Chivers Corner Garage Cemetery - vehicle costs 4 192.14 38.42 230.56 Parker Plant Hire Hall - storage 1 61.60 12.32 73.92 Parker Plant Hire Hall - storage 1 61.60 12.32 73.92 British Gas - Electricity Copperworks - electricity 1 19.76 0.98 20.74 British Gas - Electricity Institute - Electricity 1 213.96 42.79 256.75 British Gas - Electricity Pembrey School - Electricity 1 56.81 2.84 59.65 BP Memorial Hall - British Gas - Electricity Electricity 1 240.39 48.07 288.46 British Gas - Electricity Cemetery - Electricity 4 52.39 2.61 55.00 British Gas - Electricity OAP building - Electricity 1 30.34 1.51 31.85 Burry Port Memorial Hall - Electratest Maintenance 1 142.80 28.56 171.36 Pembrey Memorial Hall - Electratest Maintenance 1 77.25 15.45 92.70 Cemetery - Equipment Powercut maintenance 4 74.11 14.82 88.93 Cemetery - Equipment Greenwell Power Tools maintenance 4 18.00 3.60 21.60 Burry Port Memorial Hall - Dwr Cymru/Welsh Water Water 1 976.18 976.18 Pembrey Memorial Hall - Dwr Cymru/Welsh Water Water 1 350.87 350.87 Dwr Cymru/Welsh Water Institute Hall - Water 1 82.01 82.01 Burry Port Charity Fund (Golf Day) Donations 9 250.00 250.00 Burry Port Community Forum Donations 9 2000.00 2000.00 Burry Port Male Choir Donations 9 500.00 500.00 Burry Port Male Choir (Ladies Association) Donations 9 50.00 50.00 Saint Mary's Church pantomime Donations 9 200.00 200.00 Ty Mair Family Centre Donations 9 200.00 200.00 Burry Port Community Primary School Association Donations 9 100.00 100.00 Pembrey Football Club Donations 9 500.00 500.00 Travis Perkins Cemetery - maintenance 4 2.17 0.43 2.60 Consortium Youth Club contribution 9 389.98 78.00 467.98 Burry Port Memorial Hall - Coach House Pianos Maintenance 1 130.00 26.00 156.00 Burry Port Memorial Hall - Tradepoint Maintenance 1 10.00 2.00 12.00 Britain in Bloom - Car park J. Ridgeway and hotel costs 9 364.79 63.35 428.14 Plusnet Admin 3 17.00 3.40 20.40

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8583.59 559.68 9143.27

3. Petty Cash

Payments made from 1st to 31st October 2015

Llanelli Star 3 0.75 0.75 Llanelli Star 3 0.75 0.75 D&A Heel bar - Keys 1 6.00 6.00

Total payments made from petty cash £7.50 £0.00 £7.50

The RFO advised that there was nothing unusual in terms of expenditure. He highlighted that a number of payments related to financial donations to local organisations and he also highlighted a payment in relation to attendance at the Britain in Bloom awards ceremony.

Following a query from a member, the RFO advised that the donation to Pembrey Football Club was to assist with the purchase of temporary lighting, to enable training to be carried out on the pitch.

4. Budget Monitoring Report

The Budget monitoring report for the period 1st April to 30th September 2015 has been circulated to Members.

The RFO advised that income and expenditure should be around 58% at this point in the financial year. He further confirmed that there had been little change since the previous month.

The RFO reported that income is slightly below budget overall. However, rental income for the hire of the halls in Burry Port and Pembrey Memorial Hall are above budget and there is also some outstanding income in relation to these.

In relation to expenditure, employees’ costs are slightly over budget and the RFO highlighted that the seasonal worker’s term of employment had been extended.

Administration costs are within budget.

The RFO advised that in relation to marketing and promotion costs, the expenditure previously coded to this budget heading for floral display banners had been transferred to the “Special Development Projects” budget heading. The only expenditure against the marketing and promotion heading at present was the marketing of the Wales in Bloom and Britain in Bloom events.

Civic Expenditure is within budget. The RFO highlighted that as yet, the expenditure did not include the cost of the Senior Citizens’ Christmas Lunch and the Cawl Cennin.

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Expenditure on the cemetery/footpaths is overall within budget. However, the RFO advised that he had been unable to discuss some of the headings within this budget with the TSO, due to his absence. The RFO highlighted once more that vehicle costs are over budget, due to the acquisition of a second van and that this is being built into next year’s budget. Cllr Michael Theodoulou requested that a report on the various items where there has been an overspend under this heading be provided to the Facilities Management Committee in due course. The RFO advised that for the next financial year, a breakdown will be provided of maintenance and repairs, to include refuse costs and maintenance of equipment.

Expenditure on the hall and institute is overall within budget but again, the RFO advised that he will in due course be discussing this expenditure with the TSO, as materials are over budget.

Expenditure on the Copperworks is over budget and as advised previously, this is attributable to the annual payment of water rates and rates.

Expenditure on the former Pembrey School is within budget, as is expenditure on Pembrey Memorial Hall.

In relation to special projects, most of the expenditure on floral displays, although not all of it, has been paid. The RFO also reported that income of £1,800 through sponsorship/donations had been received for the floral displays. The RFO highlighted that there had been some additional expenditure in relation to the youth facility contribution. There was some discussion regarding the youth facility contribution and members agreed that this needed to be finalised. This is particularly in light of the fact that the Youth Club appears to be struggling to spend the funds and also having regard to the increasing demand upon the Town Council’s resources. It was therefore proposed and APPROVED that notification be given to the Youth Club that the expenditure needs to be finalised within this financial year, after which any money not utilised will not be available.

The RFO reported that net expenditure is within budget at 54.50%.

The RFO also updated members in relation to the setting of next year’s budget. He advised that he had collated the information following the requests from the various committees and having regard to this, the overall total amounted to £54,000 over the current precept. Accordingly, this had been considerably reduced by the Finance Committee and as a result, it is presently around £12,000/£13,000 over this year’s precept. The RFO advised that the matter would be considered once more by the Finance Committee at its January meeting and the budget would hopefully be presented to the Town Council for approval at the meeting on 20 th January 2016.

It was confirmed that the information in relation to the reductions proposed by the Finance Committee would be reported back to each Committee for consideration, in order to feedback to the January meeting of the Finance Committee.

Cllr Stephen James requested that gratitude to the Finance Committee and staff in relation to the work upon the budget be recorded.

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133. To consider the report of the Finance Committee meeting held on Monday 9th November 2015

It was RESOLVED that the minutes of the Finance Committee meeting held on the 9th November be signed and accepted as a true record.

Matters arising from the minutes

P4 (11) Consideration of the role and responsibilities of the Audit Sub Committee

Members were advised that at the recent Finance Committee meeting, the RFO had been requested to calculate and provide a total figure of what the Town Council has paid to a specific contractor. Given that a significant amount of money is spent on contractors, the Finance Committee wishes the Audit Sub Committee to look at procurement practices. Cllr Michael Theodoulou also updated members that in relation to the role and responsibilities of the Audit Sub Committee, the draft paper upon this had been considered by all Committees. Some concerns had been raised, which have since been taken into consideration and the document has been redrafted, for further consideration by the Civic Governance and Personnel Committee at its next meeting. Following the Committee’s approval, then the Audit Sub Committee will meet and will then look at procurement practices as a priority.

134. To consider any planning applications

Application Name and Address of Description of Application No. Applicant S/33048 Ski Pembrey Siting of concrete slab foundation to support a Pembrey Country Park water storage tank. S/32989 Mrs Sarah Knight Replacement roof on garden outbuilding 59 New Street (retrospective). S/33034 Mr Les Cooper One detached house and a pair of semi- Land adjacent to Maesybryn detached houses (affordable housing exception Road, Pembrey site)

Members were happy to recommend two of the applications for approval, namely application numbers S/33048 and S/32989. However, they felt that they had insufficient information to make a recommendation in relation to application number S/33034. It was therefore APPROVED that the Chair and/or Vice Chair of the Planning Committee make further enquiries and consult with Pembrey Councillors and thereafter, authority be delegated to them to make a recommendation upon the application.

Notification of an additional planning application had been received since the agenda had been circulated. This was application number S/33090 and relates to a double storey side extension and single storey rear extension at 137 Dolau Fan Road, Burry Port. Members recommended approval of this application.

135. To consider any County Councillors’ reports

Following the query raised at the previous Town Council meeting, County Councillor Mrs Shirley Matthews updated members that all caravans at Pembrey Country Park had now

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moved off the site and the one which had remained there previously had belonged to the warden.

County Councillor John James advised that he had attended with Burry Port Bowls Club at a meeting with Carmarthenshire County Council earlier that day. They had discussed the Bowls Club’s expression of interest with County Council officers. The Club’s position is that it feels that it can maintain the bowling green but the problem relates to the condition of the club house. The County Council is indicating that it is unable to provide funds towards this. Costings are going to be obtained and the Club will be considering grant funding. County Councillor John James reported that the membership of the Club is in excess of 50 members. It was felt that the meeting had been positive.

County Councillor John James also reported that County Council officers were attending the following day to look at the problem with surface water at Parc Tyisha and the Rugby Club fields.

County Councillor John James also raised the issue of the need once more to look at having a depot for sand bags. He therefore indicated that he would pursue this issue of a depot, if supported by the Town Council, which was confirmed.

Lastly, County Councillor John James indicated that he was aware of a number of concerns expressed by residents in Burry Port regarding the lack of polling cards for the recent election. It was therefore APPROVED that the matter should be referred to a future meeting of the Civic Governance and Personnel Committee.

136. To consider the Mayor’s report

The Mayor advised members of recent events which she had attended, namely the official opening of Burry Port Community Primary School, the community carol concert, as well as the Town Band’s concert. The Mayor and the Clerk had also attended an event in Cardiff organised by Kidney Wales Foundation, to mark the implementation of the new legislation upon organ donation.

137. Update on the former Pembrey School building, following a meeting with the Head of Corporate Property at Carmarthenshire County Council on the 1 st December 2015

The Clerk outlined discussions which had taken place with Mr Jonathan Fearn at a meeting held on 1 st December 2015, at which a number of Councillors were also present. Given various work which the Town Council had undertaken on the part of the building occupied by Serendipity Nursery, particularly in recent years, and also a previous verbal agreement from another County Council officer, Mr Fearn agreed not to pursue notional outstanding rent for the period from 1 st July 2014 to date. At the meeting, Mr Fearn had also indicated that the County Council would be entitled to pursue dilapidation costs on this part of the building but agreed that this would be offset against the improvements which the Town Council had been responsible for in relation to the library part of the building. Mr Fearn had indicated that if the foregoing was accepted, then the lease could be surrendered back to the County Council as at 31 st December 2015.

At a previous Town Council meeting in October, it had been agreed in principle that the lease be surrendered, subject to the financial basis being satisfactorily agreed. Members therefore

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APPROVED of the foregoing financial basis and that the lease be surrendered on 31 st December 2015.

138. To consider the future/ potential for transfer of parks and play areas in Pembrey and Burry Port (copy email from Carmarthenshire County Council and plans attached).

Members had been given the opportunity of considering the email from Carmarthenshire County Council, together with attached plans, which had been circulated with the agenda.

Cllr John Hedley Jones informed members that he had visited all of the relevant parks and photographed each of them. It is also his intention to visit once more with a member of the Town Council staff, to assess the condition of each of the parks and their equipment, following which he will be able to compile a report.

In light of her personal experience with Burry Port Parks Committee, Cllr Mrs Mary Wenman urged that the Town Council should exercise caution. She emphasised that the condition of the various equipment should be carefully assessed and also usage should be monitored, to ensure that the expenditure is worthwhile.

Members were informed that when Mr Jonathan Fearn had attended the meeting on 1 st December 2015 in relation to the former Pembrey School building, he had offered to attend once more for a meeting to discuss potential transfer of the parks. Mr Fearn had agreed that smaller meetings of this nature seemed to be more effective. It was therefore APPROVED that the Clerk arrange a further meeting with Mr Fearn and members of the Facilities Management Committee.

There was also some discussion in relation to the potential for having a joint approach to maintenance with neighbouring Councils. To date, joint meetings have taken place with Llanelli Town Council, Llanelli Rural Council and Llangennech Community Council where consideration has been given to potential collaboration opportunities. It was however discussed that it may be in the interest of the Town Council to consider starting separate discussions with other smaller councils. It was therefore proposed and APPROVED that consideration be given to the three Councillors currently involved in the collaboration discussions approaching other smaller councils (Kidwelly, Trimsaran and Llannon) and then reporting back to the Town Council. However, it was emphasised that if this proceeded, the three councils currently involved in discussions should be made aware of the position.

139. To consider Communications received

1. Undated letter from the Secretary of Burry Port Memorial Park Bowling Club. This thanks the Town Council for arranging the recent meeting with representatives from the Bowls Club. Noted

2. Letter dated 18 th November 2015 from the Dyfed Powys Police and Crime Commissioner, Mr Christopher Salmon. This advises that he is currently working towards setting the 2016/17 Council Tax policing precept. To assist with this, he is running a survey, asking two key questions, namely the appropriate level of the precept and options for which issues it is felt the Commissioner should focus in 2016/17. The survey can be accessed at www.bit.ly/Precept1617 or a hard copy can be requested through the Commissioner’s office. The letter requests that local residents be

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encouraged to engage with this survey, which ends on 8 th January 2016. Noted

3. Email on 19 th November 2015 from the Pageantmaster, Mr Bruno Peek, which indicates that it has been confirmed that beacons will be lit on 21 st April 2016 in celebration of Her Majesty the Queen’s 90 th birthday. Further details will be provided shortly in relation to the official lighting time. Also, an official Guide To Taking Part is currently being prepared and it is indicated that our Town Council will be listed on the acknowledgements page of the Guide, as one of the first organisations agreeing to participate. In excess of 170 Councils/organisations have already agreed to participate. Noted

4. Letter received on 23 rd November 2015 from the Secretary of Burry Port Charity Fund. This advises that the Annual Charity Golf Day held in August was again a great success, with nearly £4,000 being raised. It further advises that the Charity has already started to distribute these funds to individuals and organisations in Pembrey and Burry Port. The letter also thanks the Town Council for its financial support. Noted

5. Email on 25 th November 2015 from the Chief Executive of One Voice Wales forwarding information from the Welsh Government. This advises that on 24 th November 2015, the Minister for Public Services published for consultation the Draft Local Government (Wales) Bill, which sets out the Welsh Government’s detailed proposals for the reform of Local Government. This includes consultation on the Welsh Government’s preference for the future “map” of Local Government in Wales. The consultation documents can be accessed on the Welsh Government’s website http://gov.wales/consultations/localgovernment/draft-local-government-(wales)-bill- consultation Noted

6. Email on 26 th November 2015 from Mr Matt Morden of Carmarthenshire County Council in response to the Town Clerk querying the up-to-date position upon the formal transfer of Pembrey Memorial Hall. This advises that he has prepared a report to present to the Executive Board to formally transfer the Trusteeship of Pembrey Memorial Hall to the Town Council. This has to be accompanied by a valuation and the Clerk is aware that a recent visit to Pembrey Memorial Hall has taken place by an officer of the County Council to undertake this. It is therefore hoped that the report will be presented to the Executive Board on 4 th January 2016.

The Clerk updated members that a further email had been received from Mr Matt Morden. He had confirmed that the valuation had been received from the District Valuer’s office and he does not anticipate problems in confirming the intended transfer at the Executive Board meeting on 4 th January 2016.

7. Email on 4 th December 2015 from Mr Nick Gowman of Carmarthenshire County Council. This advises that the next phase of the Pembrey canal cycle path works were due to commence on 7 th December, weather permitting. This will extend the path from the rear of Waun Sidan towards the Pinged Road near Ty Mawr. A plan of the intended work has been provided. Noted

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140. Report of elected members

Cllr Stephen James reported that he had attended the recent Community and Town Council’s County Liaison Forum on 8 th December. At this meeting, there was reference to a proposed significant cutback by the County Council of up to 40% in relation to the provision of maintenance services, such as litter picking and gully cleaning. There was also an indication that the coastal defence budget is to be reduced by 25%, on the basis that there has been a cutback from Welsh Government.

Cllr John James advised that each of Carmarthenshire County Council’s Scrutiny Committees is currently considering the budget process and there is no certainty as yet. He indicated that the issue of gully cleaning was a particular concern. Cllr John James further advised that more should be known about the education budget the following day. However, although schools funding has not previously been cut, there are now proposals for cutbacks which would affect school budgets.

Cllr Robert John raised concern regarding the Town Council’s policy in relation to the lighting and sound system at Burry Port Memorial Hall. He believed that on occasions when the hall is being hired out, there are persons operating the system who do not have the necessary training or qualifications. The Clerk advised that consideration is being given to training being sourced for some of the Town Council’s own staff, so as to ensure that there is always someone available to operate the system, who has the necessary expertise.

Cllr Andrew Phillips updated members that the Pembrey and Burry Port Heritage Group had appointed a Project Development Officer earlier that day.

141. Report of the Clerk on matters of administration

1. Details have been forwarded from One Voice Wales on behalf of the Department for Natural Resources at Welsh Government. This provides information upon the publication of the Positive Planning Implementation Plan. The Planning (Wales) Act 2015 puts in place a key legislative foundation to deliver this “Positive Planning” improvement programme. This is to be supported by changes to secondary legislation, policy and guidance, as well as introducing measures to support culture change. The Positive Planning Implementation Plan brings together the various improvement projects and supporting secondary legislation to be delivered and also sets outs the priorities for delivery. The Plan can be accessed at http://gov.wales/topics/planning/legislation/planning-wales-act- 2015/positive-planning-implementation-plan/?lang=en Noted

2. Following the election on the 10 th December 2015, a copy of the Declaration of Result of Poll is attached . Noted

3. Subsequent to the appointment of Cllr Geraint Huw Davies to the Town Council, members are invited to consider his potential appointment to the Council’s various Committees.

It was proposed and APPROVED that Cllr Geraint Davies be appointed to the

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Regeneration and Community Services Committee and also the Facilities Management Committee.

4. Following the Town Council’s recent financial donation to Pembrey School, a letter (undated) has been received from the Headteacher, thanking the Council for its swift response, which it is stated will enable the school to quickly alleviate a potentially dangerous situation, which has been a major concern for some time. Noted

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