Minutes of a Meeting of the Policy and Finance Committee of the Bay of Colwyn Town Council, Held in the Committee Room, Town Hall, Rhiw Road, Colwyn Bay at 6.30 P.M

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Minutes of a Meeting of the Policy and Finance Committee of the Bay of Colwyn Town Council, Held in the Committee Room, Town Hall, Rhiw Road, Colwyn Bay at 6.30 P.M MINUTES OF A MEETING OF THE POLICY AND FINANCE COMMITTEE OF THE BAY OF COLWYN TOWN COUNCIL, HELD IN THE COMMITTEE ROOM, TOWN HALL, RHIW ROAD, COLWYN BAY AT 6.30 P.M. ON MONDAY RD 23 SEPTEMBER 2013 PRESENT: Cllr Mrs H Meredith, Chairman Cllrs: J Davies, C Hughes, A Khan, T Pearson, Mrs V Perry, J Reaney, S Taylor OFFICER: Mrs C J Earley, Town Clerk IN ATENDANCE: Teresa Carnell, Chamber of Trade 176/13 Apologies for Absence: Apologies for absence were received from the Mayor, Cllr C Perry, the Deputy Mayor, Cllrs Mrs Val Smith J.P., Mrs M Burrows & Cllr D Griffiths and Mrs Ingrid Lewis, Town Manager. 177/13 Declarations of Interest: Members were reminded that they must declare the existence and nature of any personal and/or prejudicial interests. The following interests were declared: a. Cllr C Hughes – item 11(a) Town Hall – see Min.185/13(a) b. Cllr C Hughes – item 3 Chamber of Trade– see Min.178/13 c. Cllr A Khan – item 3 Chamber of Trade – see Min.178/13 d. Mrs C J Earley – item 11(c) - Welsh Classes – see Min.185/13(c) 178/13 Christmas Event/Activities: a. The Chairman welcomed Teresa Carnell, on behalf of Colwyn Bay Chamber of Trade, to provide information about the proposed Christmas event/activities to be funded by the Town Council grant of £6,000. Teresa began by thanking the Town Council for providing the grant each year. This had recently been used for a Christmas parade involving local schoolchildren, but had been affected by bad weather for the past two years. A decision was therefore taken by the CoT earlier this year to cease the parade and consider alternative events/activities to bring people into the town during the festive season. Enquiries were made with a land train provider, with the intention of offering a land train service to cover Rhos on Sea, Colwyn Bay and Old Colwyn, however, this was already booked to be elsewhere. Teresa therefore outlined the two remaining options and confirmed that a final decision would be made in the next week or so. i. Plan A – Christmas Food Festival: A one-day event to be held in the town centre (Sea View Road and/or Ivy Street car park – depending on level of interest and activities involved), to include a food demonstration marquee with a professional kitchen (with help from Llandrillo College and possibly Bryn Williams) and affordable gifts / fun activities, plus street entertainment. This is the preferred option, but confirmation is awaited from the College regarding their participation. Activities would be under- cover and are not therefore weather dependent. ii. Plan B – Street Theatre: If the above is not possible, the full funding will be used to provide street entertainment for a one-day festive event, possibly to coincide with Small Business Saturday (7th December) – see (c) below. Marketing for whichever event goes ahead will be done through local organisations (ROSTA, CCBC, Communities First, Cartrefi Conwy, CVSC etc) and by the use of social media, to concentrate the funding on the activities being provided. Evaluation questionnaires will be used to provide information for future years. A brief question and answer session followed, with questions regarding: location of marquee and impact on local shops; consideration of land train for 2014; possibility of visiting chefs from local cafes/restaurants; promoting local food suppliers (the college would be left to organise the food demonstration element, as the CoT does not have the time or expertise to do this); popularity of santa’s grotto; Rotary float? Teresa advised members that the CoT would also be running a Christmas Window competition for shoppers. The Chairman thanked Teresa for her presentation and she was invited to remain for the following two additional agenda items, linked to Christmas events/activities. b) Christmas Parking: The Clerk advised members that the General Purpose & Planning Committee would be considering the option of providing additional free Christmas parking (over and above any provision by CCBC) at its next meeting and members had a brief discussion about the costs/benefits of providing free parking in four CCBC owned car parks on two Saturdays prior to Christmas (7th and 14th December). Some concern was expressed that several of the car parks were still very quiet last year, despite being free. It was queried whether the CoT could give any feedback on whether the free parking provision helps the local traders. No data was available, but Teresa confirmed that even if the free parking could not be proven to bring additional footfall into the town, it would probably encourage people to stay a little longer. Resolved to recommend that local volunteers (e.g. CAIS) and/or town councillors assist with questionnaires on the day(s) of events or free parking, to seek to measure the benefits these bring. c) Small Business Saturday: The Clerk tabled a letter from CCBC regarding a new national initiative to encourage communities to support local businesses and shop locally. Activities planned by CCBC include a ‘Shop Local’ campaign, shopper competition in local press and a retain training/workshop to help independent retailers. The Town Council was being asked to solicit prizes from up to five independent retailers (minimum £20 value) and provide funding of £250 to help fund the campaign in the local press. It was queried whether the campaign could/would promote ‘the Bay of Colwyn’ or the individual retail centres of Colwyn Bay, Rhos on Sea and Old Colwyn separately. Resolved to recommend that funding of £250 be approved towards the campaign, providing that the CoT/ROSTA can seek the support (by way of prizes) from up to five independent retailers from the Bay of Colwyn area. If there was sufficient interest, then separate entries for Rhos on Sea and Old Colwyn would be considered/requested. 179/13 Minutes: a. Resolved to receive, approve and sign as a correct record the Minutes of the last meeting, held on 7th August 2013. b. Resolved to receive, approve and sign as a correct record the Special Minutes of the Committee, held on 17th September 2013. 180/13 Matters Arising from Previous Minutes: a. Min. 110/13 – 1940’s Event: It was noted that a request had been made at the last meeting for a grant of £15,000 towards the April 2014 weekend event. The Clerk informed members that £11,750 had been committed to date from the £34,000 events budget. Resolved to recommend that £15,000 be awarded to the Bay of Colwyn Business Network towards the 1940’s event in April 2014. b. Min. 112/13(d) – Student Advisors: The Clerk gave a brief verbal update, advising that she was awaiting details of appointments from Ysgol Bryn Elian and Ysgol Eirias and that Llandrillo College has replied proposing two students residing in Llysfaen and Llanelian, just outside the Town Council’s boundary. The Clerk queried if these nominations were acceptable, confirming that they would meet the criteria for election to the Town Council. It was noted that no reply had been received, to date, from Ysgol y Creuddyn. Resolved to recommend that the two nominations from Llandrillo College be accepted and that the policy for appointments for Student Advisors be updated, to reflect the same qualifications as apply to members seeking election (i.e. only/principal place of work is within the area and/or home residence for past 12 months has been within 4.8km (3 miles) of the boundary of the Bay of Colwyn Town Council area). c. Min. 123/13(d) – Gwynedd Pensions Meeting for Pooled Employers: It was noted that the Clerk had received a written report from another local Clerk and had not, therefore, attended the meeting on 19th September. The written report was tabled by the Clerk and it was noted that the current pooling of smaller employers (to share the risk of early retirements) would be replaced by insurance protection from April 2014. There was not expected to be any net cost implication and further information would be sent by post in due course. Resolved to note the report and await further information. 181/13 Finance: Resolved to: a. Authorise payments made on behalf of the Council for the period 1st August – 13th September, as detailed on Schedule ‘A’ attached, plus an additional payment of £378.39 for replacement green baize for the main chamber desks. b. Receive and sign a copy of the latest bank reconciliation (August 2013). 182/13 Welsh Government: The Clerk submitted a summary of current consultations, for information, and members were asked to consider the following consultation documents: a. A letter from Lesley Griffiths, AM, together with the WG consultation document on the Designated Persons Order (Number 1), which specifies which public service providers should initially be designated as being subject to scrutiny by Local Authorities, under the Local Government (Wales) Measure 2011. The Clerk informed members that should Town & Community Councils be included in this list, we may be obliged to provide evidence, on request, to CCBCs Scrutiny Committees. The consultation document queries the need to include Town & Community Councils in the first phase of designated bodies and asks “whether and how they could contribute to local collaborative scrutiny”. It also proposed including Registered Social Landlords and Third Sector organisations that are delivering services to the public. Resolved to submit a response to the consultation, as detailed in Schedule ‘B’ attached. b. A summary of the consultation on proposed additional permitted development rights for Electronic Communications Code Operators (to facilitate broadband and 4G roll-out). Resolved to refer this to the GP&P Committee for consideration and response, as it relates to a Planning matter.
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