CYNGOR TREF PEN-BRE A PHORTH TYWYN �--· PEMBREY AND BURRY PORT TOWN COUNCIL 1 )} ' . -- . . =--E .: -· 2° June 2021

Dear Member

You are hereby summoned to attend a meeting of the REGENERATION AND COMMUNITY ENGAGEMENT COMMITTEE, which will be held via Zoom at 6.30pm on Wednesday 9" June 2021 for the transaction of the following business:

1. To receive apologies for absence.

2. To receive members' declarations of interest in respect of the business to be transacted.

3. To consider the schedule of meetings.

4. To confirm the minutes of the Regeneration and Community Engagement Committee meetings held on Wednesday 12" May 2021 and Thursday 27" May 2021 (copies enclosed).

5. To consider any matters arising from the minutes.

6. Consideration of setting up any sub committees/working groups.

7. Consideration of the Committee's budget monitoring report (copy to follow).

8. Consideration of applications received for financial donations (none received).

9. Update on grants applied for/received (no update at present).

10. Update from community forums to include requests from the Resilience Forum ( copy enclosed).

11. Update on community support ( copy enclosed).

12. Consideration of extending Christmas lights along Station Road ( copy enclosed).

13. Update on "OLB" ( copy enclosed).

14. Consideration of grass cutting.

15. Consideration a flower sponsorship scheme (referral from Facilities & Assets Committee 02/06/21).

16. To consider the schedule of accounts ( copy to follow).

Neuadd Goffa, Stryd Parc-y-Minos, Porth Tywyn, Sir Gaerfyrddin, Cymru SA16 OBN The Memorial Hall, Parc-y-Minos Street, Burry Port, Carmarthenshire, Wales SA16 OBN T: +44 (0)1554 834346 E: [email protected]

Mae Cyngor y Drefyn croesawu gohebiaeth yn Gymraeg neu yn Saesneg / The Town Council welcomes correspondence in Welsh or English 17. To consider any referred matters (if any).

18. Any other urgent business at the discretion of the Chair.

Yours faithfully

QR_tUAox> Huw Thomas Town Clerk/Proper Officer

Distribution: Members of Regeneration and Community Engagement Committee

Peter Freeman Les George Stephen James Robert John Karen Morris Michael Theodoulou Moira Thomas Karen Trimble Bob Walpole Mary Wenman

Pembrey and Burry Port Town Council

Regeneration and Community Engagement Committee Special Meeting

Wednesday 12th May 2021 Dydd Mercher 12fed Mai 2021

This meeting was held via video conference under the Local Authorities (Coronavirus) (Meetings) (Wales) 2020

Present: Councillors Michael Theodoulou (Chair), Peter Freeman (arr. 10.15am), Les George, Lisa Mitchell, Karen Morris, David Owens, Moira Thomas, Karen Trimble and Bob Walpole.

In attendance: Huw Thomas (Town Clerk and RFO), Shân Loudon (Deputy Town Clerk), Louise Robinson (Community Development Officer), Paul Mann (Cemetery & Facilities Superintendent), Ed Davies (Administrative Assistant-Minute Taker)

Apologies: Cllrs Robert John and Mary Wenman

Via Zoom 10.00 to 12.20

1. To receive apologies for absence.

Apologies had been received from Cllrs Robert John and Mary Wenman.

2. To receive members’ declarations of interest in respect of the business to be transacted.

Agenda item Councillor Interest Michael Theodoulou Personal and prejudicial – is an employee of CBSA who deliver the project Peter Freeman Personal – is a member of the Board of Directors for CBSA who deliver the project Les George Personal – is the Chair of the Friends of Burry Port Harbour

3. To confirm the minutes of the Regeneration and Community Engagement Committee meeting held on Wednesday 14th April 2021.

Provided a requested grammatical correction was made Cllr Moira Thomas PROPOSED, seconded by Cllr Karen Morris that the minutes were an accurate record of the meeting. RESOLVED.

4. To consider any matters arising from the minutes.

Pg2 item 8 – re: raising issues from forums. Members discussed the process as set out in the previous meeting noting the separation of the forums and the Council. It was noted that forum chairs should direct their requests via the Clerk/RFO as this ensured non-councillors who were forum chairs equal access to the Council. Members requested that the CDO prepare a letter or statement to the forums reminding them that they are free to elect as chair any of their membership. ACTION: CDO Cllr Peter Freeman arrived at 10.15am

1 Chair/Cadeirydd ………………… date/dyddiad……………………….

Members discussed the specific issue of Council support for chamfered curbing on the B4311 from the Parc y Tywyn Roundabout to the bridge, as it had not been included on the agenda.

Cllr Moira Thomas PROPOSED, seconded by Cllr Karen Trimble that the Council send a letter of support for the request from the resilience forum to the County Council.

In the ensuing vote 8 members voted in favour with 1 abstention and 0 against. RESOLVED in favour. ACTION: Deputy Town Clerk

5. Consideration of the Committee’s budget monitoring report.

Members were informed that although this report gave the figures for the full 12 months it was not the end of year report as there were still year-end process to complete, such as allocations to reserves and year end accruals.

The Clerk/RFO asked members to note that the net surplus between the income and expenditure on Community Support would be transferred to earmarked reserves for spending in the same area during 2021/22.

6. Consideration of applications received for financial donations.

None had been received.

7. Update on grants applied for/received.

Members discussed the advice of the CDO on using the work already done for the expression of interest in the Heritage Lottery fund to instead submit a revised expression of interest in the People and Places fund. The total sum would be significantly lower and so there would be limitations on what could be achieved, however she hoped to achieve those other elements via separate projects with funding from elsewhere.

Cllr Lisa Mitchel PROPOSED, seconded by Cllr Peter Freeman for the expression of interest to the People and Places fund to be submitted. RESOLVED. ACTION: CDO

Members requested that the CDO circulate the previously approved report to Committee members again. ACTION: CDO

Members were updated on the Places for Nature grant and would be notified of volunteering opportunities.

8. Update from community forums.

Members were updated on the forum meetings which had taken place.

9. Update on community support.

Members noted that the Newsletter would soon be ready for distribution and that they should contact the CDO to arrange which streets they would deliver to during this week.

2 Chair/Cadeirydd ………………… date/dyddiad……………………….

Cllr Lisa Mitchell PROPOSED, seconded by Cllr Peter Freeman that the Committee approve the CDO’s recommendation to arrange the Wimbledon Strawberry Tea as a Meals on Wheels special. RESOLVED. ACTION: CDO

Members discussed the Men 2 Men and Men’s sheds scheme as presented in the CDO report.

Cllr Lisa Mitchel PROPOSED, seconded by Cllr Karen Morris that the Committee support the CDO recommendation to proceed with the plans. RESOLVED. ACTION: CDO

Members discussed the proposal for a “back in business” event day on the festival fields.

Cllr Lisa Mitchell PROPOSED, seconded by Cllr Karen Morris to support the CDO recommendation to arrange the event. RESOLVED. ACTION: CDO

Members noted the contents of the report and discussed other items including the Eisteddfod, the Defibrillator project. Members AGREED to look to re-establish a Community Support working group at the first meeting of this Committee following the Annual Meeting. ACTION: Deputy Town Clerk

10. Consideration of the Terms of Reference prior to the Annual Meeting.

Cllr Karen Morris PROPOSED, seconded by Cllr David Owens that provided the indicated revisions were made the Terms of Reference be accepted and recommended to the Annual meeting for approval. RESOLVED. ACTION: Deputy Town Clerk

11. Consideration of place planning including integration of harbour and town (deferred from March meeting).

Members AGREED to consider agenda item 17 alongside this item.

Members discussed issues around improving the connectivity between the harbour area and the rest of Burry Port as well as the public experience of those spaces. Particular focus was given to the railway crossings, the boulevard and its furniture and signposting.

Members noted that regeneration could be considered as falling into two parts, Social and Physical.

Cllr David Owens PROPOSED, seconded by Cllr Moira Thomas that the Committee consider creating two new sub-Committees to look at those areas at the next meeting. RESOLVED. ACTION: Deputy Town Clerk

12. Consideration of the formation of a partnership board (deferred from March meeting).

Members noted the document and that it would be presented to the forums to garner their opinions.

13. Consideration of a Police Liaison Committee (referral from Town Council 21/04/21).

Members discussed the role they saw for this Committee.

3 Chair/Cadeirydd ………………… date/dyddiad……………………….

Cllr Michael Theodoulou PROPOSED, seconded by Cllr Les George that the terms of reference be drafted by the Clerk/RFO on the basis that its remit was to tackle any issues involving policing in the community and the safeguarding of vulnerable people within it; and for that draft to be referred to the Annual Meeting for approval. RESOLVED. ACTION: Clerk/RFO

14. Consideration of changes to kerbside refuse collections/fly tipping (referral from Town Council 21/04/21).

Members discussed the matter in detail.

Cllr Michael Theodoulou PROPOSED, seconded by Cllr Bob Walpole that the Council adopt a stance in opposition to the changes to a three weekly black bin bag collection regime when the consultation began.

In the ensuing vote 8 members voted in favour with 1 against and 0 abstentions. RESOLVED. ACTION: Deputy Town Clerk

15. Consideration of sponsoring a cup for the Bowls Club (referral from Town Council 21/04/21).

Members AGREED to consider this and agenda item 16 together.

Cllr David Owens PROPOSED, seconded by Cllr Lisa Mitchell that the meeting proceed beyond the 2 hour limit. RESOLVED.

Cllr David Owens PROPOSED, seconded by Cllr Les George that a recommendation be made to the Facilities and Assets Committee to look at promoting the Bowls Facility for public use and signposting to raise awareness. RESOLVED. ACTION: Ref to Facilities

Cllr Moira Thomas PROPOSED, seconded by Cllr David Owens that the Clerk/RFO meet with the Bowls Club to discuss requirements to sponsor a Cup for them with a budget of £100. RESOLVED. ACTION: Clerk/RFO

Members AGREED to establish a working group to look at encouraging youth engagement with the club. Cllrs Les George, Karen Morris and Lisa Mitchell volunteered to be members. ACTION: Deputy Town Clerk

16. Consideration of the promotion of bowls facility.

See above.

17. Consideration of a report from the Resilient Community Forum.

See above.

18. To consider any referred matters (if any).

Members noted the request from the Facilities and Assets Committee to purchase replacement poles for raising flower baskets. 4 Chair/Cadeirydd ………………… date/dyddiad……………………….

Cllr Lisa Mitchell PROPOSED, seconded by Cllr Les George that the expenditure of £500 to replace the poles be approved. RESOLVED.

19. Any other urgent business at the discretion of the Chair.

There was no other business.

Cllr David Owens PROPOSED, seconded by Cllr Bob Walpole that the meeting proceed in camera. RESOLVED.

In camera - That under the Public Bodies (Admission to Meetings) Act 1960, the public and representatives of the press be excluded from the meeting during consideration of the following items of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted.

20. To consider the schedule of accounts.

Cllr David Owens PROPOSED, seconded by Cllr Bob Walpole to accept the schedule. RESOLVED.

Members discussed the strip of land adjacent to Pembrey Memorial Hall.

Meeting ended 12.20pm

5 Chair/Cadeirydd ………………… date/dyddiad……………………….

Pembrey and Burry Port Town Council

Regeneration and Community Engagement Committee Special Meeting

Thursday 27th May 2021

This meeting was held via video conference under the Local Authorities (Coronavirus) (Meetings) (Wales) 2020

Present: Councillors Michael Theodoulou (Chair), Peter Freeman, Les George, Karen Morris, David Owens, Moira Thomas and Bob Walpole.

Non-members present: Cllr Lisa Mitchell.

In attendance: Huw Thomas (Town Clerk and RFO), Shân Loudon (Deputy Town Clerk), Louise Robinson (Community Development Officer), Paul Mann (Cemetery & Facilities Superintendent), Ed Davies (Administrative Assistant-Minute Taker)

Apologies: Cllrs Stephen James, Robert John and Mary Wenman.

Absent: Cllr Karen Trimble.

Via Zoom 2.30pm to 2.36pm

1. To receive apologies for absence

In the absence of a Chair the Clerk/RFO introduced the meeting.

Apologies had been received from Cllrs Stephen James, Robert John and Mary Wenman.

Members noted that according to Standing Orders the membership of Committees was confirmed by the Annual Meeting, however changes could be made during the year according to a simple majority vote during the Ordinary Meeting.

Cllr Peter Freeman PROPOSED, seconded by Cllr Michael Theodoulou that a recommendations be sent to the Ordinary Meeting for Cllr Lisa Mitchell be nominated to join this Committee. RESOLVED.

2. To appoint a Chair

It was proposed by Cllr Les George and seconded by Cllr Bob Walpole that Cllr Michael Theodoulou be appointed as Chair of the Regeneration and Community Engagement Committee. RESOLVED

3. To appoint a Vice Chair

It was proposed by Cllr Moira Thomas and seconded by Cllr Bob Walpole that Cllr Karen Morris be appointed as Vice Chair of the Regeneration and Community Engagement Committee. RESOLVED.

4. To receive members’ declarations of interest

1 Chair/Cadeirydd ………………… date/dyddiad……………………….

There were no declarations of interest.

Meeting ended 2.36pm

2 Chair/Cadeirydd ………………… date/dyddiad………………………. Regeneration & Community Engagement Committee 03-06-21 Agenda item 10

Email received from the Resilience forum:

HI Huw I met with Chris fromCC and Kim and Peter volunteers safeguarding frogs and toads to discuss strategies for rectifying the developers mistake re chamfered pavement The CC retain 2.5% of costs to cover issues after building which is fortuitous since the firm is bankrupt.However there are problems with the school but some money can be available for chamfering the kerb either side of the drains and for the insertion of a ladder in the drains.

There is a designated natural space for wildlife adjacent to the school.BUt the toads and frogs migrate to the pond across the road during JANUARY to March. The group would like the support of the TC to write to the CC addressing the following points I.Speed limit 30 mph from school to RNLI roundabout 2.All future new pavement areas should use chamfered kerbs which cuts cost and helps wildlife Also we have suggested an amnesty for rubbish in Pembrey and Burry Port... skips could be provided by county and residents informed of dates when they would be available A date needs to be set soon Thanks Mary

Community forum reports to follow

CDO Regeneration and Community Engagement Committee 09 June 2021 Agenda item 11 CDO/Community Support report June 2021 Meals on Wheels Going well. On average, we are delivering 40-45 meals on a Monday and 40-45 on a Wednesday. Research is being carried out to lower the cost of the containers currently being used by using reusable boxes. Food Forward club Food store is now open and is going down well with the members of the food club. There is now availability for more members if there are individuals in the community that need it. Newsletter Thankyou to the members who have let me know their areas for delivery, there are still quite a few to come back to me. New Website The new website is almost ready, awaiting some documents and photos before competion. Places for Nature/Parks Burrows Park is ready for opening, awaiting the grass mats to grow. Tanybryn is at the planting stage. Penybryn is ready for planting but wont be planted until the autumn, the best time for the trees. Polytunnel is working well. Men2Men/Mens shed projects Initial meeting/workshop was held and went very well. There are now 12 core members of the Burry Port Branch. The next meeting will be held in June. Community Organisations Meeting/Day A meeting will be held this month to plan the Organisation Day as agreed. Youth Steering Group We have 8 very enthusiastic members of the initial steering group who will have held their first meeting. The first meeting is simply an introduction to what the groups is about. Youth Theatre The youth theatre is going from strength to strength. Over 40 members between the groups with a waiting list for the younger group already. The groups are working well getting ready for their first musical, hopefully in November if guidelines allow.

Heritage week Regeneration and Community Engagement Committee 09 June 2021 Agenda item 11 Held May half term Wednesday – unveiling of the board at the Copperworks Thursday – Copperworks Zoom Talk Friday – Heritage walk

Community Support Plans and Ideas moving forward Amelia Earhart Day Online and small events June 19th Day agreed as part – celebrating of Town of Culture ‘Friendship’-the name Details to follow of her plane Fruity Friday As last year Every Friday in Agreed previously summer hols Tedi Tywyn - Picnic yn Outdoor in Memorial 27th July Agreed previously y Parc park Community Fun Run Date changed from August Agreed previously Easter Organisation Day Date TBC August Agreed May meeting

CDO 02/06/2021

Agenda item 12

Consideration of Christmas lights extended at Station Road

Quote for the additional lights: 70m of additional lights - £560 Labour - £460

Quoted for replacing all of the support wires for the lights, and most of the lights on the trees in the Memorial Gardens as they’re not working, it is suggested that the existing Christmas Tree lights be put in the Garden and new ones put on the Christmas Trees.

Quote:

Labour £240

Materials £780

A price could also be obtained for the new lights to be solar powered lights, this could reduce the above costs on the main trees. Agenda item 13 OPERATION LONDON BRIDGE

Death of Senior National Figure

Marking the Death • The Sovereign • Members of the Royal Family • P.M. or Former P.M. • Serving MP • Mayor / Council Leader •Other Prominent Person

Operational Code Names • London Bridge – HM the Queen • Menai Bridge – HRH The Prince of Wales

Types of Funerals • State Funeral HM King George VI (For senior Royals) • Ceremonial Royal Funeral Diana Princess of Wales • Non-ceremonial Royal Funeral HRH The Duke of Windsor • Ceremonial State Funeral – Margaret Thatcher

Senior Royal Currently include HRH The Queen Duke and Duchess of Cornwall (Prince Charles and Camilla) Duke and Duchess of Cambridge (Prince William and Katherine) Prince George, Princess Charlotte and Prince Lois The Princess Royal (Princess Anne) Prince Harry

Timetable – What could Change • D+1 = Proclamation Day could change due to Bank Holiday, Christmas, Election etc. – Follow lead • Place of Death – If in Scotland change of plans to operation unicorn • D+10 = Public Holiday, unless on a Saturday – no extra day • D+10 = If on a Sunday Funeral will be on D+11 • Plan for additional overtime to cover Flag Raising / Lowering • D+11 = Removal of Flowers and Flag returns to Full Mast

National Mourning Timetable • D Day = Date of Death • D+1 = * Proclamation Day (London) • D+2 = * Proclamation Day • D+? = Middle Sunday – Civic Services • D4-6 to D9 = • D10 = Date of Funeral * Sovereign only

TRAINS • If Death occurs in either Sandringham or Scotland • Deceased will be transported by train into London • Train journey will be broadcast live • Three trains – body in the middle train Agenda item 13 • Trains will travel ay 40mph, slowing to 10 mph when passing through a station • Civic party on platform at every town that the train passes through.

Web Page Change Front Page – to include a picture of deceased Include sympathetic message from Mayor / Chairman Include additional Tabs

Dress Code for National Period of mourning – 11 days Black Ties Black Arm Bands Black Ribbons Mayoral chain to have black pouch

Bells Church Bells to be rung – one for every year of life at 12 noon (ie 95) If death is announced after 12 noon then bells to ring at 12 noon the day after on D+1 If bells are played during the national mourning ie for civic service on d+9 they must be full or half muffled

Floodlights If there are floodlights on public buildings they must be fitted with a filter so they are a deep purple colour

Proclamation Proclamation is obtained from the /national association of civic officers and will only be released on the morning of D+1 Proclamation Party must be made up of senior officers and senior members of the council (Chairs) The proclamation must be read on the proclamation platform (outside council building) by the 1st citizen (Mayor) or the 2nd Citizen (the clerk) of the town. This should be planned in advance so that invites are ready to be sent out as soon as the announcement of death is made as there will only be 24 hours to set up.

The Proclamation must be read: D+1 read in London D+2 @12Noon read in Belfast, Cardiff and Edinburgh D+2 @12.30 read in County by High Sheriff D+2 @1.30pm read at Town/Community Level

Flags DDay Immediately flags should be lowered to half-mast (a third of the way down the flagpole) Union Jack must be at least 1 inch higher than the Welsh Flag at all times Agenda item 13 Only Jack/Welsh/County/Town flag, Any other flags must be taken down. D+1 11am – flag to be raised for the new king D+2 Flags lowered back to half-mast after the local proclamation is read D+11 (or day after the funeral if different) 8am – Flags returned to full mast

Mayors Diary The Mayor should clear his/her diary for the whole time of national mourning and spend the time publicly visiting nursing homes/schools/hospitals etc.

Condolence Books Condolence books to be provided. An official framed photo of the deceased to be displayed at the side of the book with a black ribbon over the left corner. Photo cant be a generally downloaded photo but can be downloaded from Royal Images https://www.dropbox.com/sh/0mvqv66oihncwg8/AAD-xn8yDAptjfI2AdORHDrNa?dl=0 or purchased from Mike O'Keefe of Royal Images Tel: 0845 634 5577 or Email: [email protected]

Details of the opening of the condolence books to be put on the website under the tabs on the shadow page.

After the books have been closed, they are archived and a letter written from the Clerk to the Private Secretary explaining what was done and how many messages were collected. Cost of books: Aspinal of London £130, WHsmith £24.99, Amazon £29.99

Portraits Any pictures of the deceased on website or printed must be used from the above source. Or obtained from One Voice Wales.

Church Services Services and procedures should be planned with the local clergy now. The Sunday in the middle of the period of national mourning should be a civic service. Plans needed for the order of service, invitations etc as may only have a couple of days notice. A parish service is usually held on the eve of the funeral for the local community to pay their respects.

Flowers and Donations Area to be arranged at council building or at a memorial for the community to lay flowers. There should be a defined area with signage to ensure no plastic or cellophane wrappers to be left around the flowers. Flowers must be collected at 8am on the day after the funeral, this should be acknowledged by the Mayor lifting the first bouquets/ local school children to help/or something similar. Flowers must be composted on their own When compost is ready, it must be used to plant a commemorated tree with a plaque in remembrance of the deceased.

D+10 The day of the funeral If the funeral does not fall on a Saturday it will probably be announced that there will be a public holiday. Plans to be made such as: • What does your Mayor / Chairman do? • What does your Council do? Agenda item 13 • Will you be marking the national two minutes silence at 11 am? • Are you using large screens? • Budget for possible overtime if funeral is not on a Saturday

What Happens Next? • Condolence Books are archived • Letter to Private Secretary • Flowers are Composted • Tree planting; consider site / type • Re-Set your website • Royal Portraits remain with Mourning Ribbon for one month, then hung in Chamber / meeting room • Prepare and budget for the Coronation!

The final plans should be circulated to members, Officers, local clergy, school heads, and other stakeholders as relevant so that when the inevitable happens, everyone is ready and clear on what happens.

If councillors change, ensure communication of these plans is not forgotten.

Use this document as a checklist to make sure nothing is missed. Possible Suppliers • Portraits – www.royalimages.co.uk – [email protected] • Easel – local art shop • Ties – Spurcroft Civic - [email protected] • Arm Bands – www.vanessatreasure.co.uk • Condolence Books/ Folders & paper – stationary shops / Spurcroft • Ribbons – haberdashery shop / department • Mourning Bags – (Google ‘Black Jewellery pouch’) • Rosettes –https://toyekenningandspencer.co.uk/shop/ • Flag cravats – Florist Ribbon

Plans should be discussed and finalised/agreed at the relevant committee meeting. When putting this item on the agenda Operation London Bridge should be abbreviated to OLB however this item does not need to be taken in camera as the Royals are all aware of these plans. Meeting OLB discussed: Any amendments/comments: Signed (Town Clerk):