COUNCIL SUMMONS

You are hereby summoned to attend a meeting of the LLWCHWR TOWN COUNCIL to be held on Monday NEXT the 4th March, 2019 at the Welfare Hall, Loughor, commencing at 7.15pm, for the transaction of the following business:- 1. Mayor’s Announcements 2. Apologies for absence. 3. To receive disclosures of Personal Interests from Members under the Council’s Code of Conduct. (Note: Members are requested to identify the item number and subject matter that their Personal Interest relates to. Where the Personal Interest is a Prejudicial Interest they must withdraw from the meeting while that item of business is discussed.) 4. To confirm the Minutes of the Meeting of Council held on the 4th February 2019 (copy enclosed) 5. To consider matters arising from the Minutes, if any. 6. To receive the Minutes of the meeting of the Welfare Hall Management Committee held on the 4th February 2019 .(copy enclosed) 7. To receive the Minutes of the meeting of the Functions Sub-Committee held on the 4th February 2019 (copy enclosed). 8. To receive a report on current policing activity. 9. To consider correspondence received, if any. 10. To receive reports from Members attending meetings/functions. 11. To consider the Report of the Clerk (copy enclosed). 12. To consider the Planning Report (copy enclosed). 13. Any other business which the Chairman determines to be urgent. 14. To consider passing a resolution to exclude the press and public during consideration of the next item of business due to the confidential nature of the matters to be considered. 15. To consider the Further Report of the Clerk (copy attached). Would members please ensure that they sign the Attendance Register. Dated this 22nd February,2019

N.G.Havard Clerk to the Council

CYNGOR TREF LLWCHWR

LLWCHWR TOWN COUNCIL

Minutes of the Meeting of

Llwchwr Town Council

held on the 4th February 2019

PRESENT: Councillor I.James(Chair)

Councillors Councillors S.Beynon,J. Bowen,Will Evans, P.Parsons, C.Phillips,K.Roberts, R.V.Smith, W.Smith,J.Williams, P.Williams and R.Williams

(Welfare Hall, Loughor: 7.15pm – 7.55pm.)

128. MAYORS ANNOUNCEMENTS (a)The Mayor informed the Council that she had attended the Dance to Health Group at Brighton Road on the 22nd January 2019 to present the Grant cheque. The Mayor had been very impressed with the Group (b)On the 1st February the Mayor had attended the Vicar of St.David’s Leaving Event accompanied by Councillors Jeff Bowen and Robert Smith- it was a nice evening.

129. APOLOGIES There were apologies for absence from Councillors A.Davis,Wendy Evans, H.Huelin,C.Richards and D.Walters.

130. DECLARATIONS OF INTEREST The following declarations of interest was made:- Councillor R.Smith declared an interest in Minute 139- 1 (iii) Councillor J.Williams declared an interest in Minute 139- 1 (iii) and withdrew from the Meeting while the matter was discussed

131. MINUTES OF COUNCIL It was RESOLVED that the minutes of the Meeting of Council held on the 14th January 2019 be confirmed as a correct record.

132. MATTERS ARISING There were no matters arising.

133. WELFARE HALL MANAGEMENT COMMITTEE The Minutes of the Meeting of the Welfare Hall Management Committee held on the 14th January 2019 were noted.

134. FUNCTIONS SUB-COMMITTEE The Minutes of the Meeting of the Functions Sub-Committee held on the 14th January 2019 were noted.

135. POLICE REPORT Sergeant Phil Morris was in attendance and his Report was NOTED

136. CORRESPONDENCE (i)An e mail had been received from the Gorseinon Dance to Health Group thanking the Council for its financial assistance. (ii)the Clerk reported that an e mail had been received from the Parks Department of Council enquiring whether the Council wished to proceed with the same wildflower scheme as last year namely at Cwmladron Roundabout It was RESOLVED to proceed with the scheme as outlined by Swansea Council

137. MEMBERS REPORTS There were no Reports from Members(as matters already covered in other Agenda Items).

138. REPORT OF THE CLERK (a) Police Matters The Police Report had been received

(b) Accounts for Payment It was RESOLVED that the following payments be authorised- Gavin Design Fee £75.00 Data Protection Renewal Fee £40.00 BNP Paribar £134.40 RBS (including VAT) £142.80

(c)Grants payable by virtue of S.19 Local Government (Miscellaneous Provisions) Act 1976 (i)3rd Gorseinon Scout Group The Clerk’s Report was NOTED and it was RESOLVED to make a Grant in the sum of £200.00

(ii)Age Cymru The Clerk’s Report was NOTED

(iii)Gorseinon Community Care Scheme The Clerk’s Report was NOTED and it was RESOLVED to make a Grant in the sum of £200.00

(iv)Garden Village AFC The Clerk’s Report was NOTED and it was RESOLVED to make a Grant in the sum of £300.00

(v)Penyrheol Amateur Boxing Club The Clerk’s Report was NOTED and it was RESOLVED- (aa)to make a Grant in the sum of £300.00 and (bb) that going forward when any request for funding/Grant is received by the Clerk then as standard procedure the Clerk should request from the organisation or person making such appeal a copy of the latest Statement of Accounts and Balance Sheet.

(vi)360 Llwchwr Squadron The Clerk’s Report was NOTED and it was RESOLVED to make a Grant in the sum of £300.00 subject to the proviso that a significant part of the funding would be utilised towards the provision of a trumpet so as to enable a bugler to be present on the occasion of the Council’s Remembrance Services.

(vii)St.Michael’s Church The Clerk’s Report was NOTED and it was RESOLVED to make a Grant in the sum of £300.00

(viii)Tenovus Cancer Care The Clerk’s Report was NOTED

(d)LGBT History Month The Clerk’s Report was NOTED and it was RESOLVED that- (aa)the letter received by the Clerk be placed onto the Council’s Website (bb)Councillor Sandra Beynon investigate the possibility of procuring a Rainbow Flag and recommending purchase

(e)Council Newsletter The Clerk’s Report was NOTED and it was FURTHER NOTED that Councillor Jeff Bowen would assist the Clerk in compiling the addresses for delivery of the Newsletter

(f)Community and Town Council Forum The Clerk’s Report was NOTED and it was RESOLVED to adopt the Charter referred to in the Report on behalf of Llwchwr Town Council.

(g)Photography Protocol The Clerk’s Report was NOTED and it was RESOLVED that the Protocol and the Forms attached to it be approved and adopted by the Council.

(h)Defibrillators The Clerk’s Report was NOTED and it was RESOLVED that the Clerk would contact Cariad to arrange Members training.

(i)OneVoiceWales The Clerk’s Report was NOTED and it was FURTHER NOTED that the Inspectors' Final Report on the Examination into the Swansea LDP 2010 - 2025 has now been published and can be viewed through Swansea Council’s website. The Inspectors' Report concludes that, subject to implementation of the binding changes set out within it, the Swansea LDP satisfies the requirements of the relevant legislation and meets the necessary 'tests of soundness'. The Inspectors have confirmed that the Council has provided sufficient evidence to support the Plan, and that they consider the LDP policies and proposals will realistically be delivered. The binding changes are broadly consistent with those set out in the schedule of Matters Arising Changes to the Deposit Plan . The Swansea LDP, as amended by the binding changes set out in the Inspectors Report will now move forward to formal Plan adoption stage. These matters are scheduled to be discussed at a public meeting of full Swansea Council on the 28th February 2019.

139. PLANNING REPORT 1- The Council considered the following planning applications upon which the observations of the Town Council had been requested

(i) 2018/2565 Kingsbridge - Area 2 5 Ffordd Bryngwyn, Garden Village, Swansea, SA4 4EB Mr Thornton Jones- Single storey rear extension (Application for a Certificate of Proposed Lawful Development) It was RESOLVED that there would be no objection

(ii) 2018/2724 Kingsbridge - Area 2 Gorseinon Business Park, West Street, Gorseinon, Swansea, SA4 4AA Mr Stuart Ramsey- Redevelopment of site for up to 36 dwelling units with associated access, parking and works (Outline) It was RESOLVED that there would be no objection

(iii) 2018/2731 Upper Loughor - Area 2 Land To The Rear Of 173 And 175 Borough Road, Loughor, Swansea, SA4 6RZ Mr Michael & Jonathan Williams- Detached dwelling (outline) It was RESOLVED that there would be no objection

(iv) 2019/0018 Kingsbridge - Area 2 72 Beauchamp Walk, Gorseinon, Swansea, SA4 6AE Mr Andrew Mountfield- To fell 2 Oak trees covered by TPO 562 It was RESOLVED that the Council would object to the Application unless it could be satisfied that there had been a survey of the trees by a qualified tree surgeon who had concluded that the trees needed to be felled because they were either dangerous or diseased;if this is the case then trees of a similar species should be planted.TPO’s are made for environmental purposes and the trees referred to in them must be protected.

(v) 2019/0026 Lower Loughor - Area 2 29 Glanymor Park Drive, Loughor, Swansea, SA4 6UQ Mrs Rachel Thomas- Single storey rear extension It was RESOLVED that there would be no objection

(vi) 2018/2311 Upper Loughor - Area 2 18 Bwlch Road, Loughor, Swansea, SA4 6TA Mr & Mrs Sian & Dave Mansfield- Single storey side extension It was RESOLVED that there would be no objection

140. URGENT ITEMS Councillor S.Beynon wished to proffer apologies on behalf of the Gorseinon and Llwchwr Twinning Association to the Council for not having written a letter of thanks in respect of Grant monies received.

141. EXCLUSION OF THE PRESS AND PUBLIC It was RESOLVED that the press and public be excluded from the meeting during the discussion of the next item due to the confidential nature of the matter under discussion.

142. FURTHER REPORT OF THE CLERK (a) Payments It was RESOLVED that the payments referred to in the Report be authorised

(b) Receipts and Payments The current receipts and payments of the Council were NOTED.

(c)Globe Field (i)Acquistion for Car park The Clerk’s Report was NOTED

(ii)Tree Lights The Clerk’s Report was NOTED

(d)Website The Clerk’s Report was NOTED

(e)Staff Holidays The Clerk’s Report was NOTED Chair

CYNGOR TREF LLWCHWR

LLWCHWR TOWN COUNCIL

Minutes of the meeting of the FUNCTION SUB-COMMITTEE held on the 4th February,2019

PRESENT: Councillor I.James(Chair) Councillors S.Beynon,J. Bowen,Will Evans, P.Parsons, C.Phillips,K.Roberts, ,R.V.Smith, W.Smith,J.Williams, P.Williams and R.Williams

(Welfare Hall, Loughor: 7.55 – 8.20 pm)

42. APOLOGIES FOR ABSENCE There were apologies for absence from Councillors A.Davis,Wendy Evans, H.Huelin,C.Richards and D.Walters

43. DECLARATIONS OF INTEREST There were no declarations of interests.

44 . MINUTES It was RESOLVED that the minutes of the meeting held on the 14th January,2019 be confirmed as a correct record.

45. MATTERS ARISING There were no matters arising . 46. CLERK’S REPORT (i) Cawl a Chan The Clerk’s Report was NOTED The Mayor confirmed that the meat and vegetables had been ordered but requested of Members confirmation of tickets sold and requested Members to contribute raffle prizes . (ii)Annual Dinner 2019 The Clerk’s Report was NOTED and the Guest List agreed. In respect of the Checklist it was agreed that- a)set up of the Hall would be the previous Thursday evening with clearing up scheduled for the Sunday to prepare for Bowls on Monday b)no Reception in Chamber c)no Guest Speaker;Councillor Jeff Bowen will be MC d)the Mayor will be arranging the entertainment e)Councillor Judith Williams and husband Michael will be in charge of the Bar. f)prizes required for the raffle g)it should be standard practice for Council staff not to be absent on holiday on the occasion of Council Events.

(iii)Awards Evening 2019 The Clerk’s Report was NOTED and it was RESOLVED to accept the two Nominations

47. OTHER COUNCIL FUNCTIONS The Clerk’s Report was NOTED

Chair

Agenda Item 11

LLWCHWR TOWN COUNCIL FULL COUNCIL Date 4th March 2019 Report of the Clerk CONTENTS 1-Police Matters No report has been received. 2-Accounts for Payment One Voice Wales Membership Fee £1361.00 NTM Financial Services (Pension Regulator Advice) £120.00 RBS(fee for assistance in End of Year Accounts and Annual Return-not include travelling or accomodation) £540.00 Rainbow Flag £39.84 Clarity Copiers £24.90 Printer Ink Cartridge £15.50 United Office Supplies £59.17 Alcohol measuring cups £6.49 S.Beynon bread rolls £13.80 Alcohol/soft drinks for all Events £411.21 T.Hughes butcher £50.00 C.Richards vegetables and lamb(donated Mayor’s Fund) £51.48

3-Grants-payable by virtue of S.19 Local Government(Miscellaneous Provisions) Act 1976(save for item (ii)) (i) Llangollen International Musical The Clerk has received the enclosed request for funding;the Clerk has received the Eisteddfod’s Statement of Accounts and Balance Sheet and the same is enclosed.The Eisteddfod has not previously received any funding from the Council. “ Preparations are well underway for the next Llangollen International Musical Eisteddfod and I am writing to you as part of our annual fundraising appeal to Local Authorities, Town and Community Councils. We recognise that the past few years have brought challenging financial times for all Local Authorities and Councils, and many of you have had to make difficult choices in the allocation of your budgets. We are hugely appreciative of the support that we have received throughout this time and would respectfully ask that you consider supporting us again for the 2019 event, to help ensure that the Llangollen International Musical Eisteddfod maintains its position on the world festival map. As you may know the Llangollen Eisteddfod began in 1947 as a means of bringing nations together in an atmosphere of peace and friendship, in a celebration of music and dance. The Eisteddfod has always been a community led initiative and continues on this basis with the support of some 800 volunteers. The Eisteddfod brings significant community benefits attracting around 4000 competitors each year and audiences of around 30,000 throughout the week. This brings economic benefits to the area during the event, but also enhances the tourism profile of the area throughout the year. Our festival adds significantly to the cultural landscape bringing a diverse range of world class artistes to the stage, who would not otherwise be seen in this area. In this time of change particularly after Brexit, it will be important to promote Wales both culturally and linguistically on the international stage by way of the showcase we put on in Llangollen. The Eisteddfod remains true to the original vision of its founders, sending out a message of hope in a world that still suffers from the horrors of war, and division and mistrust in society. We hope that you will share in these ideals and support us both financially and ideologically in any way that you can to help us continue our important work. We look forward to hearing from you. “

(ii)Wales Air Ambulance The Clerk has received the enclosed request for funding;the Clerk has received the Charity’s yearly Accounts and Balance Sheet and the same are enclosed.The Air Ambulance has previously received funding from the Council as follows- a)£250.00 –February 2012 b)£250.00-March 2013 c)£250.00-December 2015 d)£300.00-April 2017

The power to award a Grant in this instance would be S.1 Local Government Act 2000 which grants the Council the power to (inter alia) promote social well being in their area and to that end the Council can give financial assistance to any person.

(iii)3M’s Gorseinon Road Runners The Clerk has received the enclosed request for funding-the Club has not previously received any funding from the Council.The Clerk ,at the time of writing this Report,has not received the Club’s Financial Statements and Balance Sheet but may be able to give an update at the Meeting.

“Hello, my name is Mark Bamford and I’m Chairman of 3m’s Gorseinon Road Runners. As a club we were set-up by past employees of 3m’s works 30 years ago and have offered Gorseinon and surrounding communities a running club where everyone gets coached and can train and improve in a controlled and safe environment. Our evolvement over the last couple of years has been quite expansive resulting in the club doubling in size to over 160 members. With the benefits of developing a couch to 5k club in Penllegaer Valley woods supplying the group with our qualified coaches it helps the whole community from people just starting out to elite athletes taking on some of the toughest races in the world. We are very proud that as a club we can offer a runner of any ability a warm welcome and make our community a healthier and more vibrant place to exercise, which works towards a great work, life balance. The support we are looking for as a club is to help us with funding to train members and coaches in our first aid and defibrillator training. Last year we lost our long serving Treasurer Mr Geoff White to a sudden heart attack whilst out cycling with other club members. After losing Geoff we ensured his sad passing wasn’t in vein and raised funds to purchase our own defibrillator. If we had owned one it would have saved Geoff’s life and the legacy he leaves behind is to not let it happen to anyone else. Going forward we usually have about 70 to 80 people training every Wednesday and running the roads around Goresinon, Penyrehol and Gowerton where the safety of members and the public is really important to all committee and club members so where possible we champion making it a safe environment for everyone involved in our community. Please consider our request as everyone involved in the club gives so much in making our community a better place.” (iv)3rd Loughor Brownies The Clerk has received the following request for funding.The 3rd Loughor Brownies have previously received funding as follows- £200.00 October 2011 £100.00 March 2013 £100.00 March 2016 £200.00 February 2018

The Group has been requested to supply its yearly accounts and balance sheet but at the time of writing this report they have not been received.The Clerk may be able to give a verbal update at the Meeting.

“I write to you on behalf of 3rd Loughor Brownies. Firstly I would like to thank you for you support last year and it helped enable us to take the girls on a pack holiday.

I am writing to you again this year to ask for some financial assistance as we are again trying to fund raise for some summer activities with our Brownies.

Please could you consider us this year in your Mayors fund as it would be used very wisely to assist with activities to enable all children to participate. We also support children with disabilities. Many thanks in anticipation of your support to us.

Amanda Jones,

Leader 3rd Loughor Brownies”

(v)Ketsui Karate Club

The Clerk has received the following request for funding.The Club has previously received funding from the Council as follows-

-£160.00-December 2010

“I would like to apply for a grant for Ketsui Karate Club which is run from Loughor Welfare Hall on Tuesday & Thursday evenings. The money would go towards recruitment for the club to try and improve member numbers to help keep the club running.

Many Thanks”

The Club has been requested to supply its yearly accounts and balance sheet but at the time of writing this report they have not been received.The Clerk may be able to give a verbal update at the Meeting.

(vi)Urdd National Eisteddfod

The Clerk has received the following request for funding.The Urdd has previously received funding from the Council as follows-

-£50.00 February 2010

-£50.00 March 2011

The Urdd have also supplied their yearly accounts and balance sheet which are set out below

“Dear Clerk

The Urdd National Eisteddfod, Wales’ largest youth organisation, is held annually and in 2019 it is the turn of and the Vale of Glamorgan to welcome the festival. You may have recieved a letter recently from the Urdd in your local area asking for a donation towards the numerous and varied activities held by the organisation in your local vicinity. But the purpose of this letter is to draw your attention to the Urdd National Eisteddfod in Cardiff and the Vale of Glamorgan.

Due to the nature of the Urdd Eisteddfod, Urdd members from your area will win their way to compete at the National and experience the thrill of representing your area in May. We ask you kindly to consider making a financial contribution to assist in the success of the Urdd National Eisteddfod in 2019.

Regards Awen

Awen Rhys Jones

Swyddog Gweinyddol / Adran Eisteddfod yr Urdd Swyddfa'r Urdd, Gwersyll yr Urdd Glan-llyn, Llanuwchllyn, Y Bala, Gwynedd, LL23 7ST”

4-Polling District and Polling Place Review 2019 The Clerk has received the following e mail from Swansea Council-

“Under the Representation of the People Act 1983, the Electoral Administration Act 2006 and the Review of Polling District & Polling Places (Parliamentary Elections) Regulations 2006, Swansea Council has a duty to divide the district into polling districts and to designate a polling place for each polling district. It also has to keep these arrangements under review.

In order to comply with the above legislation Swansea Council is required to complete a full review of all polling districts and polling places every four years. However this does not prevent changes being made at any time prior to the next review.

The arrangements made for United Kingdom Parliamentary elections are also used at all other elections and referenda.

Information of the current review is available here https://www.swansea.gov.uk/Pollingdistrictreviews .

Reason for undertaking the review is available by clicking https://www.swansea.gov.uk/Pollingdistrictreviews where you will find Background Information, and Returning Officers Recommendations.

I invite you to make comments on the review, which you can do online by visiting the above page, or submitting directly to me in writing by 15 March 2019.

If you have any questions surrounding this review, then please do not hesitate to contact me.

Kind Regards

Alison O’Hara CMgr MCMI Milm Arweinydd Tîm Gwasanaethau Etholiadol Electoral Services Team Leader 01792 636719 “

Swansea Council has provided further information as follows-

What is a Polling District?

A polling district is a geographical area and the legislation requires that each community must be a separate polling district. If the community is large, and in order to provide easy access, the community can potentially be divided into smaller polling districts. What is a Polling Place?

A 'polling place' is the geographical area, in which a polling station is located. There is no legal definition of what a polling place is. The geographical area could be defined as tightly as a particular building or as widely as the entire polling district. Swansea Council has defined each polling district as the polling place rather than a particular building for practical purposes.

What is a Polling Station?

A polling station is the actual area where the process of voting takes place, e.g. a room in a community centre or school.

How the Review is Conducted

The Returning Officer will be consulted on the current arrangements and will make representations on the existing polling stations used.

What is not covered by the Review

Neither the boundaries of parliamentary constituencies nor the boundaries and names of local authorities and electoral areas within Neath Port Talbot will be part of the review”

Members are requested as to whether they wish to make any representations by the 15th March 2019

5-Precept Payment dates

Members may wish to note that Swansea Council have informed the Clerk that the precept will be payable as follows-

-30/04/2019 £28,774.67

-30/08/2019 £28,774.67

-31/12/2019 £28,774.66

6-Auditor General for Wales-Report on Financial Management and Governance The Clerk has received a lengthy report from the Auditor General-it has been produced because “the amount of money managed by local Councils in Wales continues to increase but the current standard of financial management and governance in some Councils remains disappointing.” Further” The audit arrangements for local councils are designed for the following purposes: • to enable me to discharge my responsibilities as the statutory auditor for local councils; • to provide local residents with a reasonable level of assurance on the effective financial management and governance of their local council; and

• to support all councils to improve their financial management and governance arrangements where further development is needed.”

The Clerk sets out below some of the principal points arising from the Report but the Clerk can if required forward the complete Report to Members-

1-A significant number of councils fail to comply with their statutory responsibilities for preparing accounts and ensuring that proper arrangements are made for the statutory audit, including making arrangements for inspection of the accounts by their electors-this does not include Llwchwr Town Council which met its statutory obligations 2-In setting the precept, local councils are required by law to consider the value of funds held as reserves. Local councils must consider the level of the reserves they hold and whether they plan to finance any of their expenditure from reserves or whether they need to increase the amounts set aside in reserves. Again this Council fully considered these matters in its Budget Report

3-The Local Government (Democracy) (Wales) Act 2013 (the 2013 Act) requires every local council to make available their contact and membership details, and records of their proceedings via the internet. The 2013 Act also requires every council to publish their register of members’ interests, public notices and audited accounts electronically Llwchwr Town Council publishes Members Interests every April-all other information as required is online

4-As statutory corporations, councils only have such powers to act as are conferred on them by statute. Section 137 of the Local Government Act 1972 empowers the council to spend up to a prescribed amount in any year for the direct benefit of their area or any part of it or all or some of its inhabitants. Where there is an existing specific statutory provision, that provision should be applied rather than s137. Auditors identified 112 councils that applied s137 powers to items of expenditure when there was an existing relevant provision available The Council accepted this point and now whenever possible utilises S.19 Local Government (Miscellaneous Provisions) Act 1976.

5-Audit programme for 2018-19 to 2020-21 will continue to focus on areas where there is scope for local councils to improve their financial management and governance Proposed audit programme for future governance themes for local councils is as set out below although this may change if further issues emerge

2018-19 2019-20 2020-21

Compliance with Standing Arrangements for making Employment of staff Orders payments Well-being of Future Delegation to committees Generations

Therefore, as part of the 2018-19 audit, auditors will seek to establish if: • councils have up to date standing orders; and • if councils comply with their standing orders in relation to expenditure The Clerk will check with OneVoiceWales whether the Council’s Standing Orders need updating Establishment of committees Under section 102 of the Local Government Act 1972, councils can delegate the exercise of certain functions to committees of members. Where this is the case, the council must delegate specific responsibilities to the committees. External auditors have reported that in some cases, committees lack formal delegated terms of reference and may incur expenditure without appropriate authority from the council to do so. Where committees make decisions and act without authority from the council, they may act ‘ultra vires’ and incur unlawful expenditure. Therefore, for the 2018-19 audit, auditors will examine each council’s committee structure and establish if each committee has been properly established with appropriate terms of reference There are a few points arising here- a)The Council’s Standing Orders state-“the Council may at its AGM appoint standing Committees and may at any other time appoint such other committees as are necessary,but subject to any statutory provisions in that behalf- i)shall not appoint any member of a committee so as to hold office later than the next Annual Meeting b)every Committee may appoint sub-committees for purposes to be specified by the committee c)the Council may create advisory committees which may make recommendations to the Council

As Members will be aware the Council confirms its Committee structure and membership at the AGM and the current structure is (a) the Welfare Hall Management Committee (b) the Functions Sub-Committee (c) the Budget Working Party (d) the Joint Working Party with the Town Trust (e) Regalia and Plate Sub-Committee (f) Newsletter and IT Sub-Committee (g) Electoral Review Sub-Committee (h) Health and Safety and Working Practices Sub-Committee (i) Projects Sub-Committee (j) Local Development Plan Sub-Committee (k) Ad Hoc Pay and Performance Sub-Committee

The auditor seems to be basically raising three points-

-are the Council’s Committees properly established-answer is yes;at each AGM

-do the Council’s Committees have formal delegated terms of reference-the Clerk has been unable to locate any and consequently it may be necessary to draft them;the Clerk will take the advice of OneVoiceWales

-if there are no such formal delegations have any of the Council’s Committees made any decisions or incurred expenditure which could be deemed ultra vires?Both the Welfare Hall Management Committee and the Functions Sub Committees Minutes are reported to and ratified by the main Town Council Meeting but to avoid any unnecessary audit issues it would doubtless be preferable going forward if these two bodies had formal terms of reference.

Simarly to avoid again audit complications the Meetings of the Appointments Committee and the Ad Hoc Staff Pay and Performance Sub-Committee would probably benefit from a formal delegated power.

The Budget was formally approved by full Council and not the Working Party

Attached to the above document was a further lengthy document from the Auditor General entitled “Internal Arrangements at Town and Community Councils in Wales.”Again the Clerk can supply the full document if required but the principal points are-

Key findings- i)10% of Councils would appear not to have internal audit arrangements i)25% of Councils do not have a sufficiently independent internal auditor;however as Members will be aware the Council re-appointed Mr.Lyn Llewellyn as internal auditor at the last AGM who is totally independent of the Council iii)66% of Councils have inadequate terms of reference for their internal auditor.The Clerk has confirmed with Mr.Llewellyn that there is an agreed terms of reference but this was prepared in 2016 and in view of the comments in the Report it will need updating.The Clerk and Mr.Llewellyn are presently in correspondence on the matter and a draft Agreement will be reported to Members as soon as possible.The Auditor General also recommends councils create action plans to document internal and external audit recommendations-this is a point the Clerk will raise with Mr.Llewllyn.

7- Independent Remuneration Panel for Wales Annual Report - February 2019 The Clerk has received the following e mail from the Panel- “Dear Clerk of the Council, I attach in accordance with the requirements of Section 147 of the Local Government (Wales) Measure 2011, a link to the IRPW’s Annual Report, February 2019 and a covering letter from the Chair, Mr John Bader. This has also been sent to the Minister for Housing and Local Government and other interested parties. You can find the report by using the following link: Independent Remuneration Panel for Wales: annual report 2019 to 2020 Section 13 relates specifically to Community and Town Councils. The report will have effect for the financial year 2019 / 2020. The Panel would be grateful if you could make your members aware of the content of the report. If you require a hard copy of the report please email [email protected] or telephone 03000 253038. Please note that we are only able to send one copy of the report in Welsh and English per council. Regards Leighton Jones Secretariat Independent Remuneration Panel for Wales” The covering letter from the Chair of the Panel is also enclosed- “Attached is the finalised Annual Report in respect of 2019/2020. My thanks to the individuals and organisations who responded to the draft report issued in September last year. The Panel has considered the views and comments that were expressed and have been taken in to account in reaching the conclusions reflected in the report. The Panel has confirmed modest increases in the basic salary for elected members of Principal Councils, with consequential increases for members of National Park and Fire and Rescue Authorities and for the first time for several years a small additional increase to members of council executives. Other changes to the remuneration framework particularly in respect of community and town councils are set out in the body of the report. In this Annual Report we have include an Annex (5) that sets out the changes made from our previous report. I have also appended it to this letter. One specific matter that has come to our attention, and is of concern, is that a number of community councillors have suggested that they will not take payments and that the council should give these to charity. The remuneration determined in this Annual Report is personal to each member who individually can decide not to take some or all by going through the proper procedure. Once received it is also a personal decision on the use of any payments from their council. Summary of new and updated Determinations contained in this report The numbers of most of the Determinations contained within this report have changed from previous reports. To assist authorities, this table sets out the Determinations in this report which are entirely new or have been updated. Community and Town Councils Determination 40:-This Determination has been updated All community and town councils must make available a payment to each of their members of £150 per year as a contribution to costs and expenses.

Determination 45:-This Determination has been updated Community and town councils can pay financial loss compensation to each of their members, where such loss has actually occurred, for attending approved duties as follows: - Up to £54.00 for each period not exceeding 4 hours - Up to £108.00 for each period exceeding 4 hours but not exceeding 24 hours.

Determination 49:-This is a new Determination Members in receipt of a Band 1 or Band 2 senior salary from a principal council (that is Leader, Deputy Leader or Executive Member) cannot receive any payment from any community or town council, other than travel and subsistence expenses and reimbursement of costs of care.

8-One Voice Wales The Clerk has received the following e mail from OVW who have asked specifically that it be brought to Members’ attention. “Dear Clerk

Membership of One Voice Wales 2019-20 – Renewal of Membership details

I would be grateful if you could bring the details of this email and associated attachments to the attention of your Chair and Council members as soon as possible. To assist your Chair and members on the benefits of membership of One Voice Wales I have included the following documents for their information and attention: A letter giving details of what One Voice Wales have been up to on your behalf during 2018 – 2019 financial year A Frequently Asked Questions Leaflet in relation to the work of One Voice Wales A Guide to our Services Brochure which explains in detail what your council can expect from One Voice Wales if you are in membership. It is important your members have sight of these documents to appreciate the breadth of work that One Voice Wales carries out on behalf of the Community and Town Council sector in Wales and also to have a full appreciation of the services available to member Councils.

IMPORTANT - Your Invoice/Membership form will be posted out separately – this is due to the fact that they have to be processed via mail merge because each council has a different number of dwellings and price for membership. The staff, National Executive Committee, Area Committee Chairs and Vice-Chairs, Training Associates and Associate Consultants and I look forward to working with your Council during 2019-20.

Kind regards, Lyn Chief Executive “

The letter referred to above is set out below;the Frequently Asked Questions Sheet and Guidance Note can be supplied upon request.

“Dear Clerk Please bring this letter to the attention of your Chair and Councillors. Membership of One Voice Wales 2019/20 I am writing to invite your council to renew its membership to join One Voice Wales from April 2019. Once again, the past year has seen many positive developments to our services, many of which are outlined in this letter, which we believe add significantly to the value for money offered by One Voice Wales membership. We continue to represent the sector on the Local Government Partnership Council – during 2018-19 we have made strong representation on the role the sector can play in supporting sustainable local services and supporting the Local Government Reform agenda – indeed One Voice Wales provided a comprehensive response to the Independent Review Panel consultation and worked closely with in establishing a first Community and Town Council and PSB event in Llandrindod Wells and we have developed even stronger working relationships with the Welsh Local Government Association (WLGA) strengthening the voice of the sector within the public services family in Wales. One Voice Wales continued to make significant contributions to public policy developments through our representation on several Welsh Government advisory panels including the National Assets Working Group, the External Advisory Group on Community Asset Transfer, Welsh Government Community Resilience Forum addressing issues of community resilience, Electoral Reform Board, NAfW Cross Party Group on Fuel Poverty and the National Training and Advisory Group. One Voice Wales is playing an ever increasing role in the development resources for the sector and during the year has represented the sector on the Understanding Welsh Places Advisory Group which is developing a data and information resource for community and town councils with a population greater than 1,000 people. We continue to work collaboratively with a range of other bodies including the Local Government Democracy and Boundary Commission for Wales, Independent Remuneration Panel, Public Services Ombudsman and Wales Audit Office. So our ability to influence key stakeholder organisations continues to grow. There are exciting and challenging times ahead for Community and Town Councils in Wales and we will continue to develop our lobbying and representational roles especially in relation to the outcomes of the Community and Town Council Independent Review Panel recommendations and subsequent Cabinet Secretary written response. Work has already begun with Welsh Government and WLGA colleagues in developing actions to address the key findings and this will continue into our 2019/20 work programme. Our representational role means that we have direct interface not only with the Minister for Local Government and Housing but other Ministers where our sector’s remit extends. During 2018-19 we made several representations to the Cabinet Secretary for Local Government and Public Services on a range of matters but importantly on the need for greater resources for the sector, the need for skills and capabilities to be developed, devolution of services and asset transfer agenda. During 2018-19 we have extended ourrepresentational role - One Voice Wales’ many Councillors across Wales are increasingly able to provide their views on a wide range of policy areas to support our lobbying activities and influence government and stakeholder organisations in their decision-making. This includes representation on health trust stakeholder forums and several Public Services Boards. These developments have improved and further developed our representational and lobbying roles and we will seek to further develop them in 2019-20. Some of our other accomplishments over the past 12 months include: - Debbie Wilcox Leader of the WLGA attended our National Conference, we held our first newly named Innovative Practice Conference in July 2018 and our 6th joint training conference with the SLCC (Society of Local Council Clerks)

- Held our 2nd National Awards scheme and Innovative Practice Conference.

- Area Committees continue to play an influential role locally, with many appointments to Public Service Boards, Local Development Plan Stakeholder Groups, Rural Development Partnerships, Standards Committees and the like now being proposed by Area Committees. One Voice Wales has become much more visible at the local level

As current members are aware we provide the following services and we are aware from feedback by our members that all aspects of the service are highly valued. - Provision of free legal advice from a team of experienced Solicitors which can save members significant time and cost compared with using local solicitors for advice (These savings can in many cases exceed the membership that is payable)

- Quality and timely advice and support service on topics relevant to member councils.

- Training for members and staff, including policy seminars and new working opportunities.

- General information via our website including a members’ area.

- Monthly editions of our new ‘E- Newsletter’

- Representation of the sector on the Local Government Partnership Council.

- Creating new opportunities for collaboration with national organisations across Wales.

The training and development agenda is another area where much progress has been made during 2018/19. Under the auspices of the National Training Advisory Group, chaired by One Voice Wales, we have continued to refine and develop and extend our training provision to the community and town council sector including a successful bid to Welsh Government for support to update and improve the content of our training materials. Once again the breadth of our training programmes has been extended and will be available to members throughout the year. During 2018/19 we provided over 1300 units of training to the sector. Furthermore our Consultancy Services have been growing at a pace with many councils taking advantage of this service. We are increasingly able to provide ‘One Stop Shop’ solutions for our members and have supported our councils on community planning exercises, accountancy services, technical VAT advice, HR and personnel matters including representation at Industrial Tribunals, assisted in policy development and health and safety – and at costs significantly below market rates. We are also now able to offer consultancy support in relation to community planning and engagement. Please contact the Office if you would like further details on how we can support you through these services. Importantly our role as a representative body has been significantly improved with a significant growth in our membership during 2018-19 – for the first time we broke the 600 councils in membership level and at year end we had 613 local councils in membership or nearly 84% of all community and town councils. I hope that this summary of current and future developments has demonstrated that One Voice Wales continues to do all it can to represent the sector and provide a high class information and support service for our members. In order for your council to have a voice in the future of this vital sector of local government, and to benefit from the support provided by One Voice Wales, please complete the Membership Form which will come to you in the post in the next few working days and return to Tracy Gilmartin-Ward at our office in Ammanford. If you have any further queries relating to membership, please contact the office on 01269 595400 or email: [email protected] I trust that your Council will give this invitation full consideration and I hope to be able to welcome you into membership shortly. I look forward to working with your council in 2019-20. Yours sincerely, Lyn Cadwallader Chief Executive”

9-Pensions Regulator The Clerk has received an e mail from the Pensions Regulator concerning the automatic re-enrolment of staff into a pension scheme.The Caretaker is the member of staff who needs to be re –enrolled.The process is bureaucratic and the previous Clerk had sought assistance from NTM Financial Services to assist in re-enrolment.The re- enrolment process is no less involved and the Clerk would wish to utilise the services of NTM Financial Services who offer a discount to existing customers. Set out below are some of the duties involved- 1. Provide assistance on selecting appropriate re-enrolment date 2. Liaise with company payroll provider to assess certain staff to establish if they should be put back into the company pension scheme 3. Provide assistance to payroll with re-enrolling assessed staff back into the pension scheme within the regulated timescale 4. Assist with communications to employees on their re-enrolment to the process 5. Complete the re-declaration of compliance with The Pensions Regulator ensuring completion within the regulated timescale

It is recommended that NTM Financial Services be appointed to assist the Clerk.

10-End of Year Accounts It will soon be necessary to prepare the Council’s End of Year Accounts-these in turn are used as the base for preparing the Annual Return.The Clerk has sought the advice of OVW but has received confirmation that currently they do not offer a service in this regard.The Clerk has received a quotation from RBS who provide the Council’s online finance system as follows- “

As will be seen RBS are offering a comprehensive service and which will undoubtedly greatly assist in the preparation of the Accounts and Annual Return.The fee may seem high but the Clerk has received the following e mail from Paul Egan- “Hi Nigel, This is not a service we currently offer but the quotation you have received appears to me to be reasonable for the work required.

Regards,

Paul” It is therefore recommended that RBS be appointed for the above work at the rates quoted.

11-LGBT Shout Members will be aware that Councillor Sandra Beynon has now purchased,at the request of the above Group a Rainbow Flag-in this regard the following e mail has been received- “Hi Nigel, Many thanks. Great to hear we’ve encouraged such a fantastic cause - we look forward to seeing the flag fly.

May 4 is Pride in Swansea.

Best wishes, Arron

Regards

GMB Shout WSW Region”

Members are requested to confirm for what period the Council is to fly the Rainbow Flag.

The Clerk and Councillor Judith Williams have conferred as to placing information onto the Council’s website ;Councillor Williams has checked with Swansea Pride and as stated above the event is not until May and at present there is not a lot of information on their website.It is intended to wait until the end of March before starting to advertise and placing a link on the Council’s website otherwise it would lose impact.

12-St.John Ambulance The Clerk has received the following document and explanatory note from Ruth Lewis- Members views are sought generally and whether they would wish to make any representations. “

Vision 2020 – Reasons for Loughor Division to remain as it is  Several members do not drive and therefore could not get the proposed location  Members do not want to travel home from where they work (some in Swansea use public transport) only to have to travel back to Swansea(Mumbles) for a meeting  Could be a problem for members with Badgers/Cadets in the Division if the proposed location meets on the same evening  Senior Cadets attending Adult classes (in preparation for moving up) if the proposed location meet on the same evening. Loughor has a long standing tradition of keeping people from – Badgers to cadets to Adults, (at present just over half the Adults have progressed this way.  The Division cover 2 Remembrance day parades (Gorseinon and Loughor)  The Divisional Carol Service (held in St David’s Church, Loughor) is part of the Church calendar and is reliant on Adult members  Division cover local events in the locality, this would greatly affected if no Adult section. Some of these event are long standing commitments e.g. – Gorseinon Lights been covered since its formation (late 1940s/early 1050s) also the Gower Show covered since (late 1920s/early1930s)  Town Council Awards for members who live locally and give commitment to the local community  The Divisional Award (in memory of Walter Evans) for community aspects when not on a duty  Division of Divisional finances: how will the Youth continue without the income from local duties and the Adults attending paid duties. This could have an impact on training and equipment  Cadets gaining experience on duties. At the present time they know the Adults they are working with. This could affect a cadet from gaining their 50 hours Service Shield  Equipment donated to the Division e.g. – Gazebo; tent; Annies etc  The Division does not pay for the use of the building they meet in which has a yard and playing fields which are used for mock incident training  Adults’ Divisional Christmas meal (presents already purchased for this year)  Preparations are in the planning stages to celebrate 100 years of the Division formation, money for this event is already secured.

“What is proposed by the senior West Glamorgan St. John team will have a big impact on Loughor Divison continuing has they are and not being able to serve the local community has they have in the past and want to for the future.”

Dated this 22nd February,2019

Clerk to the Council

Agenda Item 13

LLWCHWR TOWN COUNCIL Date 4th March,2019 PLANNING REPORT 1-Planning Applications At the time of writing this Report ,notification has been received of the following Planning applications upon which the observations of the Town Council are requested:- (i) 2019/0146 Kingsbridge - Area 2 1 Swansea Road, Garden Village Gorseinon, Swansea, SA4 4HF Mr Lee Bushel- Increase in roof height, two storey rear extension, part two storey part single storey side extension and other alterations to external appearance

(ii) 2019/0118 Upper Loughor - Area 2 171 Borough Road, Loughor, Swansea, SA4 6RZ Mr David Govier- Detached garage

(iii) 2019/0169 Upper Loughor - Area 2 Land To The Rear Of Bryn Farm, Bryn Road, Loughor, Swansea, SA4 4PQ Mr Christopher Jenkins-Two detached dormer bungalows with detached garages w/e 1 feb

(iv) 2018/2214 Kingsbridge - Area 2 189 West Street, Gorseinon, Swansea, SA4 4AQ Mr Andrew Beedles- Single storey rear extension w/e 8 feb

(v) 2019/0201 Upper Loughor - Area 2 19 Heol Maes Y Bryn, Loughor, Swansea, SA4 6PL Mrs Wendy Williams- Single storey rear extension w/e 8 feb

(vi) 2019/0210 Kingsbridge - Area 2 Rear Of Unit 11, Victoria Road, Gowerton, Swansea, Western Power Distribution (South Wales) Plc- Proposed compound containing 11kV switch room building and internal access road, with 2.4m security fencing, and new external access road w/e 15feb

(vii) 2019/0226 Kingsbridge - Area 2 5 Belgrave Close, Gorseinon, Swansea, SA4 4BQ Mr & Mrs Garry Sillick- Single storey side extension w/e 15 feb

(viii) 2019/0295 Kingsbridge - Area 2 Gorseinon Campus , Belgrave Road, Gorseinon, Swansea, SA4 6RD Mr Philip Davies- Road alterations and creation of new footpath