Meeting Ended at 8.45 Pm

APPENDIX 1 PENCOED TOWN COUNCIL MINUTES OF FULL COUNCIL MEETING, WEDNESDAY 11 th October 2017 At Salem Chapel Vestry , Pencoed.

Present Councillors: D. John BEM Deputy Mayor/Chair R. J. Hancock OBE A. Williams Mrs M. Evans Mrs T. Lyddon B. Sedgebeer J. McCarthy Mrs M. Jones

In attendance: Geraint Thomas, Town Clerk, and 1 member of the Public.

Mr John Rees –Operations Manager ,BCBC was welcomed by the Deputy Mayor and invited to make a verbal presentation on his role within BCBC and the issue dog fouling in particular. A question and answer forum took place following Mr.Rees’ presentation. Mr. Rees was thanked for his attendance and presentation.

7344 Apologies for absence and dispensation.

Apologies from Cllr R. Williams – Town Mayor, Cllr Mrs J. E. Williams: Cllr J. Wallis Cllr J. Butcher

7345 Declarations of Interest (written).

Declarations were received from the following:

Cllr D. John BEM Agenda Item 8,and 16 relating to Coity Walia and Friends of Salem Cllr R. J. Hancock OBE Agenda Item 16 relating to Friends of Salem Cllr J. McCarthy Agenda Item 8 and 16 relating to Coity Walia and Friends of Salem Cllr A Williams Agenda Item 8 Coity Walia relating to Islawen Meadows Cllr B. Sedgebeer Agenda Item 8 relating to Coity Walia Cllr Mrs M. Evans Agenda Item 8 relating to Town Twinning Cllr Mrs T. Lyddon Agenda 8 relating to Town Twinning

7346 To receive the Police Report. There was no Police presence to present the report which was circulated for the month of September 2017 1 Penprysg: ASB – Neighbour Problems. Theft/Damage - theft from Vehicle after breaking window. Damage – 2 Construction Excavators destroyed by fire. Hendre: Drugs- Vehicle stopped and cannabis found. ASB – Youth at Woodlands playing fields. ASB – Youth knocking door and running off. Theft- Theft from vehicle whilst parked unsecure (x4) ASB- Dog faeces thrown at window. Burglary – Harveys Chip shop. ASB – Youth underage drinking/ drugs at house party (x4 calls) Felindre: Burglary- Burglary at Barber shop on Penybont Road. ASB- Male attending block of flats and pressing intercom system. Theft- Theft of vehicle from Mercedes garage. Violence- Female youth in fight outside McDonalds- no injuries. ASB- Children being abusive and making threats to throw stones at building. ( x2) ( ASB referrals as children known) Burglary- Theft from residential garage ( male arrested) Damage- Damage to property at Croesty school. Theft- Shoplifter detained at Co Op. Theft- Theft of childs push bike which was left outside property

Resolved to accept the report as circulated subject to reference being made to concerns about the incidence of thefts from and of vehicles being raised with the Police.

7347 To receive duly notified questions from the Public

No letters had been received

7348 To Receive Mayoral messages

The Mayor was not in attendance at the meeting..

7349 To receive the minutes of the Planning Cttee held on 11th September 2017

The above minutes were approved and accepted.

7350 To receive the minutes of the Full Council meeting held on the13th September 2017

The above minutes were approved and accepted subject to certain typographical errors being undertaken by the Town Clerk.

2 7351 To receive reports from representatives to outside bodies

Cllr D. John vacated the Chair whilst the Coity Walia report was discussed. Cllr J. McCarthy took the Chair during this item.

Reports were received as indicated

Organisation Presented by

Coity Walia Cllr J. McCarthy

Pencoed and District Twinning Association Circulated at the meeting and noted

The reports were accepted with thanks subject to the following :

Regarding the Coity Walia report :

Resolved that the Town Council write to the Leader of BCBC outlining its total support to reinstate the financial resources made available to Coity Walia to enable the organisation to maintain the common.

Regarding Pencoed and District Town Twinning Association

Concerns were expressed by the Town Council representatives that meetings were being held in the homes of members of the Association It was felt that such arrangements were inappropriate and should be held on “neutral ground”..

Resolved to write to the Association indicating the concerns raised.

7352 To review the Regeneration Strategy

The Town Clerk reported that a Projects Cttee has been scheduled for Tuesday 17th October 2017.

It was noted that the Air Pollution monitoring survey was yet to be initiated.

7353 To Consider the contents of Cllr J. Butcher’s letter received 13 th September 2017 The Town Clerk referred to a request from Cllr J. Butcher for this item to be deferred to the November 2017 Town Council meeting

Resolved following consideration of the request received that Cllr Butcher be informed that the relevant Standing Order – Rescinding Resolutions , is to be followed and that no further action be required/taken in respect of his letter. The request to defer this item on the Agenda was not acceded to.

7354 To Consider a replacement member for Finance and GP Committee following the resignation of Cllr J. Wallis

3 The nomination of Cllr Mrs J. E Williams was put forward and subsequently unanimously agreed.( proposed by Cllr. Mrs M. Evans seconded by Cllr. Mrs T. Lyddon)

Resolved that Cllr Mrs J. E. Williams be appointed as a member of the Finance and General Purposes Committee.

7355 To consider issues surrounding Pencoed Way ., Pencoed

The Town Clerk referred to a request from Cllr J. Butcher for this item to be derred to the November 2017 Town Council meeting

RESOLVED that this matter be deferred to the next meeting of the Town Council and subject to Cllr B. Sedgebeer pursing her investigations within BCBC surrounding the unadoption of Pencoed Way

7356 To consider Community Action fund matters

The Town Clerk referred a request received from Cllr Mrs J. E. Williams for this matter to be deferred until the November 2017 Town Council meeting.

Cllr A. Williams informed the Council that there were training sessions being undertaken by County Councillors on this subject matter and it would be opportune for the matter be deferred until the next Town Council ,and that County Councillors give some consideration to what can be achieved within their respective wards as a consequence of grants being available under the Community Action Fund.

It is also noted that the Town Council is concerned about the current austerity experienced and whether or not the resources allocated in the current year’s budget under the Community Action Fund should be reviewed and such resources be made available to meet BCBC’s statutory functions, which continue to be affected by cuts in service and service provision.( motion put forward by Cllr R.J. Hancock OBE and seconded by Cllr A. Williams)

RESOLVED:

i) To defer the matter of the Community Action fund to the next meeting of the Town Council ii) It was unanimously agreed that the Town Council formally write to the Leader of BCBC calling for a review to be undertaken in relation to the resources allocated under the Community Action Fund during the current Budget preparation for 2018/19 and that such resources be re-allocated to meet statutory service provisions

4 7357 To consider matters related to the Xmas Lights Switch-on and Carols event on 1 st December 2017

Resolved that admission to see Santa be governed by tickets to be issued on attendance at the Carols sing-a-long

7358 To consider the matter of a Standstill Budget for 2018/19

Resolved that this matter be referred to the Budget/Precept meeting to be held in November 2017

7359 To consider the Town Clerk’s General report

The Town Clerk presented his general report points of note are given below:

Staffing Matters

It was noted the Hanging Baskets are to be taken down w/c 16th October 2017 . It was also noted that the baskets this year were very impressive.

Friends of Salem

Noted that there matters pertaining to the Lease of the Vestry to the Town Council to be addressed at the Finance &GP meeting to be held on 17th October 2017.

Quarterly Meeting with BCBC

It was agreed to note that the next meeting is scheduled for the 24th October 2017. Town Clerk to supply matters for consideration at this meeting.

Coed Iestyn

Noted that Criminal damage has been experienced at this site which had been reported to the Police and also the fact that there was drug abuse at this location The damage has been repaired by the Community Services Supervisor.

It has been agreed that the Youth Offending Team of BCBC is to arrange a litter pick of the site .

Diary Dates

Agreed to promote the following events

Fireworks Display scheduled for Sunday 5th November 2017 6.15pm at Felindre Road Playing Fields

5 Remembrance Sunday12th November 2017- meet at Pencoed Social Club by 9.15am Santa and Christmas Lights Switch on Friday 1st December 2017 6pm at Square 6.15 at Salem Chapel Panto ( Aladdin) Saturday 16th December 2017 4pm at Pencoed Social Club

Agreed that Cllr B. Sedgebeer would undertake the preparation of appropriate promotional posters to be placed on Facebook.

The Town Clerk indicated that the Civic Service went well albeit there were matters raised for future events . Included within the matters raised were issues from Cllr Sedgebeer and Cllr Mrs M. Jones.

7360 To receive a list of creditors from 1st September 2017 to the 30 th September 2017

Payee Method Amount £. p

Aw Salary bacs **** GLT Salary bacs **** G. Griffiths bacs **** D.Lewis bacs **** BCBC Dd 55.00 BCBC dd 112.00 Days dd 373.63 Sol in Tech Phone dd 38.64 Sol in Tech Photo dd 24.14 Allstar dd 121.45 Standard Life dd 215.52 Standard Life dd 100.00 HMRC bacs 1156.08 SSE Swalec Salem bacs 34.16 ADM Nurseries 103422 3191.10 SSE Electric Toilets bacs 52.71 Harris Printers bacs 298.00 Pencoed Builders bacs 112.79 Riversidehardware bacs 26.41 Wales Audit bacs 195.90 GLT Bullguard bacs 37.46 ABM Ambro bacs 8.76 Corporate Finance dd 363.60 GLT Booker bacs 29.77 GLT Birthday bacs 22.00

6 Expenditure Marked **** £3951.64

Total expenditure £10520.76

The creditors list was accepted

7361 Correspondence The Town Clerk referred to recent circulation of matters relating to the reform of Local Government in Wales consultation. Cllr R. J. Hancock OBE also reminded the Council that there was a requirement to respond to the consultation exercise from the Independent Remuneration Panel.

Resolved that both the above matters be referred to a meeting of the Business and Admin Cttee .

It was noted that matters pertaining to Footpath 29 would be considered at the Projects Cttee to be held on Tuesday 17th October 2017.

7362 If appropriate, to receive items for future agendas.

Provision of providing planters on the paved areas near to Harveys Fish & Chip Shop. Min- y Nant Pencoed

7363 To consider passing the following resolution:

That in view of the confidential nature of the business about to be transacted, it is advisable in the public interest that the press and public be temporarily excluded and they are instructed to withdraw.

The resolution was not passed

Meeting ended at 8.45 pm.