North Montgomeryshire Local Council Forum Minutes

NORTH MONTGOMERYSHIRE LOCAL COUNCIL FORUM MINUTES

of a meeting held on Tuesday 15th January 2019 at 7pm

1. Record of Attendance Present were Cllr F Buckingham (Chair) Llandysilio Community Council Cllr E Bleivas Welshpool Town Council Cllr R Church Welshpool Town Council Cllr H Evans Welshpool Town Council Cllr W Williams Llanfair Caereinion Town Council Robert Robinson Town Clerk Welshpool (Secretary)

Apologies were received from Cllr F Veenstra Welshpool Town Council Cllr J Kimble Montgomery Town Council Carol Davies Llandrino & Ardleen Community Council

2. Minutes of the last meeting The meeting considered and approved the minutes of the last meeting.

3. Actions since the last meeting The meeting considered an update on actions taken since the last meeting:

One Way System consultation has been completed Bus Station Welshpool consultation has been completed Rail Station Welshpool consultation is under way now The Secretary has met with Welsh Government over item 5 Investigation on school meals issues has been completed

4. Rodney’s Pillar The Chair gave an update on the restoration of Rodney’s Pillar with the main points being as follows:

i) 40 People attending a public meeting. ii) It is fairly clear that the Criggion Estate owns the pillar but this would take a lot of money to prove. iii) Survey work has been completed.

iv) CADW is being encouraged to take an intereset. v) Some fund raising events are being planned.

It was AGREED that the Secretary would meet with Will Davies of CADW to see what support can be gained and report back to the Chair.

5. Future of Councils – Minister’s Statement The meeting considered the following statement from the Welsh Government and to receive details of what it all means (following discussions between the Secretary and the Welsh Government). See appendix A. The main items of interest that need action by Councils in 2019 are: i) An annual report will be required to be produced. ii) A statement about the budget to be prepared to go out with the Council Tax statements. iii) Each Council should assess what it wishes to do with regard to service delivery, discuss it with the County Council, consult the public and move towards implementation in the Council’s own time.

6. Transport in Welshpool The meeting considered an update on the following:

Bus Station for Welshpool The bus station survey has been completed with the majority wishing to see any new facility in the Church Street car park by the TIC. The Town Council is supporting as a preference the Berriew Street car park. The report to Welsh Government will now progress so that the facility can be taken forward.

Welshpool Main Line Station The Welsh Government and Transport for Wales are both supporting investigations into a new station for Welshpool. The survey work is being completed now.

7. One Way System in Welshpool The meeting was made aware of the proposed changes to the One Way System in Welshpool. It is hoped this work will progress to completion before Easter 2019.

8. Powys County Council Budget 2019-2020 An extensive discussion took place around matters relating to the Powys County Council Budget and to note the following aspects in particular:

i) Street lighting ii) Libraries iii) Arts and Culture iv) Car Parking v) Buses vi) Tourism vii) Grant Aid viii) New offices in Newtown

Concern was expressed at the level of cuts and the way the County Council is approaching its financial issues.

9. School Meals The meeting considered the school meals for High School students and Junior School Students in Powys. There are real issues around young people not receiving school meals due to lack of funds on the payment cards. The North and Mid Wales Association of Councils is discussing the matter again on Friday 18th January 2019 and a press release is likely to follow.

10. Planning and Development There is concern about notification of Planning Application to Town and Community Councils. It appears that each Council should check the web site portal to ensure nothing is missed.

The meeting understands that 3rd party letters are now not being published on the portal.

The Secretary is to take up the letters point with Powys County Council.

11. School crossing point in Llanfair Caereinion Llanfair Town Council has been paying a contribution towards the Lolly Pop Lady/Gentelemen on the A483. Powys County Council is not providing an funding towards this in the future. It is understood that the Welsh Government provides finance for Powys County Council. The Secretary is to ascertain what funding is available to Powys County Council via Welsh Government in particular relation to this issue.

Llanfair Town Council was asking if anyone knows of any other Lolly Pop Lady/Gentlemen crossing persons to compare funding.

12. Powys County Council ‘Leader Programme The question of how the money was spent by Powys County Council with regard to the above was raised. The Secretary will attempt to shed some light on the subject.

13. Date of next meeting To note the date of the next meeting as Tuesday 16th April 2019 at 7pm in the Town Hall Welshpool.

14. Actions to be taken forward The following actions are to be taken forward:

NO Item By 1 Rodney’s Pillar Secretary 2 School Meals issues Secretary 3 3rd Party Letters and the planning portal Secretary 4 PCC and the Leader Programme Secretary 5 Llanfair Lolly Pop Lady on the A483 Secretary 6 Investigate if there are any other Lolly Pop Chair ladies or gentlemen operating in Powys

APPENDIX A

FUTURE OF LOCAL COUNCILS – DECEMBER 2018

Introduction

Attached is the latest statement from the Minister on Local Government Reform. The Town Clerk has met with Welsh Government to ascertain clarification on many of the statements and the results of that meeting are included in this report.

Panel report (accepted by Minister)

A panel was set up to report to the Minister on the way forward for Town and Community Councils.

The Minister has accepted the report and wishes to progress during 2019 to adopt many of its findings.

An extract (accepted by the Minister) is set out here:

‘We believe there should be a clear distinction between what a Community and Town Council is responsible for and what the Local Authority is responsible for.’

This will provide clarity for the public and drive change. Community and Town Councils should, by and large, be responsible for all ‘place-based’ services and Local Authorities should be responsible for ‘people based’ or statutory, regulatory or strategic services (such as education, social care and environmental health).

We have determined that ‘place-based’ should be any (mainly discretionary) services that helps the social, cultural, economic & environmental, and physical wellbeing of the community which can be linked to a place and can vary from place to place, rather than people based, statutory or regulatory services that are more likely to need equitable service across the country.

It is difficult to determine a full list of place based services as these services can vary based on community need and lists can quickly become out of date.

The list of place-based services (Town and Community Councils) can include:

No Service Welshpool Town Council 1 Burial Grounds NO 2 Bus Shelters SOME 3 Street Furniture and Features YES 4 Village halls / centres/Town Halls YES 5 Toilets YES 6 Tourism YES 7 Tourist Information Centres YES 8 Libraries NO 9 Arts venues NO 10 Museums NO 11 Street cleaning YES 12 street bin collection YES 13 Litter YES 14 Grass cutting YES 15 Culverts SOME 16 Drainage SOME 17 Local footpaths SOME 18 Pavements NO 19 Leisure Centres NO 20 Recreation Centres/Sports Halls YES 21 Markets YES 22 Sports grounds YES 23 Open spaces YES 24 Playgrounds YES 25 Parks YES 26 Allotments YES 27 Village transport NO 28 Community transport NO 29 War memorials and gardens YES

73% of the list proposed is carried out in some form by the Town Council now.

The power to take over or run any of the above services will be available to all Town and Community Councils.

However: Services may only be taken over by agreement with the principal authority. Neither party will be under an obligation.

The list of (County Council) People-based services would include:

No County Responsibilities 1 Regulatory and strategic 2 Electoral 3 Registrar 4 Revenue billing and collection 5 Educational 6 Housing 7 Health 8 Social Services 9 Waste management 10 Household collections 11 Recycling 12 Highways and transport 13 Highway authority for Trunk Roads 14 Maintaining roads 15 Managing traffic flows 16 Consumer protection 17 Environmental health 18 Strategic and regulatory planning 19 Economic development 20 Emergency planning

Way forward for Welshpool Town Council

The Council needs to consider over the next 12 months:

a) How fast it wishes to progress the proposals. b) Hold discussions with Powys County Council over what might or might not be available for transfer if the Town Council wishes. c) Public consultation on a ‘future plan’ is required.

Note: The Welsh Government is offering funding to enable work to bring Councils together as clusters. The details of this will be issued on 1st February. The bids must be with Welsh Government by 31st March 2019.

It is not likely that Councils will wish to cluster with Welshpool but it is suggested that it worth doing the exercise again in the light of the proposals put out in the latest statement.

The particular matters which should be considered by the Town Council in 2019 are:

a) Reflect on what services are important to Welshpool and list them. Following that decide how to progress to achieve implementation. b) Support PCC in completing a Review of Community Boundaries. c) Review social media contact with residents. d) Ensure the Council meets the Power of Competence requirements (do at present). e) Produce a form for each project with the headings – engage, design, implement report. f) Prepare a core training programme for Councillors. g) Aid the Deputy Clerk becoming a member of the Society of Local Council Clerks at qualification level. h) Continue to publish an annual report (we have done for last 12 years). i) Publish the budget with details of what is included.

Plan of actions for 2019 and into the future (What is happening – Welshpool example)

ITEMS WHICH WILL COME INTO FOR FURTHER CONSIDERATION EFFECT

Ministers Statement Welshpool Town Ministers Statement Welshpool Town Council Council Undergo a campaign to The Welsh Government Undergo a campaign to The Welsh Government confirm the role of Local will be completing this confirm the role of Local will be completing this Councils. work. Councils with specific work. reference to urban areas Local Councils to consider Welshpool Town Consider further usefulness Welshpool Town what services they should Council to plan what it of a placed based services, Council to plan for this deliver at local level. wants to do into the the appetite for change and over 2019. future and set a plan the pace that can be for delivery. This may sustained include discussions with other Local Councils. Encourage Local Councils Not applicable to Consider consulting on the Welshpool will take part to form where there are Welshpool. merits of retaining dual in any discussions. none. hatted Councillors Using existing powers Discuss with PCC Consult on the This is with regard to ensure reviews of when they carry out comprehensive review of larger Councils; the boundaries area carried out such reviews. boundaries, with legislation Town Council will need regularly by the County to deliver this. to consider this Councils. alongside the first boundary review. Establish a better Welshpool Town Consider whether to hold Welshpool Town understanding of the use of Council already using elections even if there is Council already has a social media. social media. only one candidate, policy of elections and including costs. not co-option in any event. Undertake a campaign to Welshpool Town Explore what can be done Welshpool Town get more people to stand Council already does to provide more diversity Council is willing to for election. this. among Councillors. consider this via discussions. Provide access to the Welshpool Town Lower the voting age to 16 This is a matter for General Power of Council meets the and consider if the lower Welsh Government but Competence to qualifying current criteria. age limit to become a Town the Town Council will councils. or Community Councillor respond when the should also be 16. consultation is held. Local Councils to prepare Work towards keeping Consider the English basis Welshpool Town for the General Power of the power when the for engagement with the Council engages with Competence. current Clerk retires. public and the proposal to the public more widely legislate for at least one than any other Local public meeting a year. Council and hosts public meetings as needed and also through monthly forums.

Support the establishment Where appropriate to Explore how Local Councils Welshpool Town of joint service delivery work with PCC on join could be encouraged to Council will need to arrangements. delivery – not just expand service delivery. consider this during funding but proper 2019. involvement.

Provide and share good Welshpool Town Explore new sources of Welshpool Town practise on service delivery Council does this funding for Local Councils Council will be models. already. including grants and the interested to see what power to trade through the transpires. Power of Competence. Raise awareness of existing This is for Welsh Facilitate a discussion on Welshpool Town sources of funding. Government and PCC funding with Local Council will take place to complete. Government including in the consultation sustainability. process. Identify core training and Await proposals from Explore sharing of back Welshpool Town introduce a programme for Welsh Government. office functions. Council needs to Councillors. Welshpool Town consider this when Council to consider looking at boundary one day a year training. reviews. Continue to provide a Not applicable to Explore a network of Clerks The SLCC provides this bursary scheme for smaller Welshpool Town in Wales already. Councils. Council. Encourage an increase in Welshpool Town Consider how desirable, Welshpool Town the number of qualified Council has a qualified possible and how it work to Council will take part in clerks. Clerk and the Deputy appoint clerks from a discussions but has not Town Clerk is to work national list including wider supported this towards getting work implications. proposal. qualified. It will be a necessity for any new Town Clerk. Facilitate work to Any help here is Consider options for the Welshpool Town strengthen key welcome. provision of expert advice Council brings in what relationships between Local and support to support expert advice it needs and Principal Councils. improvements in Local from time to time and Government. has done since 1974. Add a representative from Welshpool Town Consider if Councillor Welshpool Town Community and Town Council will be willing training should be Council accepts this as Councils in the list required to put a Councillor mandatory. a principle but would by Public Service Boards. forward for this. not wish to be tied to any particular training programme. One Voice Wales is only one option. Require all Town and Welshpool Town Explain the Welsh Audit Welshpool Town Community Councils to Council has been Office and help Community Council has not issues issue an annual report. doing this for 12 years Councils with audit. with the external audit. to date. Encourage Local Councils Welshpool Town Explore what can be done Welshpool Town to follow the principles of Council has used this to facilitate relationships Council is willing to engage, plan, undertake basis for over 12 years. between the two tiers of discuss how this might and report. Project forms will be Councils and if there needs work. included in the 2019 to be a statutory programme. relationship. Explore how digital Welshpool Town Explore support for Noted. mechanisms to engage and Council is willing to Councillor and Employee share information are used engage when the relationships when it all and could be used more opportunity arises. goes wrong. extensively by the sector.

Consider how the code of Noted. conduct and grievance procedures could be strengthened to address poor behaviour by Councillors. Consider the case for a Welshpool Town statutory basis to bring Council would be forward sustainable concerned if a ‘red tape’ development principals to approach hinders Town and Community delivery of projects and Councils. services. Consider the case for Welshpool Town developing standards and Council would work to guidance for community any guidance given. engagement. Test the principal of no Welshpool Town Councillor being able to be Council holds elections co-opted for more than one for every vacant seat so consecutive term. this would not be an issue to them. Exploring information Welshpool Town packs being put out with Council publishes what the precept notifications. it is going to do within its budget each year and has done for 12 years. The provision of an information pack to go out to residents with their Council Tax Bills is not an issue to the Council. Consider whether to Noted. legislation for intervention and support arrangements.