APPENDIX A (2020/21) 18

Minutes for the full council meeting of Llantrisant Community Council held remotely on the 10 November 2020 at 6:30 pm

Present: Councillors D Nicholas (Chair) Councillors: J Barton, M Davies, B Farr, R Hunt, A Matheson, S Powell, S Trask, V Nicholas, A Robinson and J Woodington. In attendance: Clerk: Catherine Craven.

62. Apologies for absence received from Councillors A Crutcher, K Williams, P Williams. The apologies were noted. 63. It was AGREED that the absence of Councillor P Williams, on the grounds of work commitments was approved in accordance with Section 85 of the Local Government Act 1972. 64. It was AGREED that the absence of Councillor K Williams, for health reasons, was approved in accordance with Section 85 of the Local Government Act 1972. 65. Disclosures of personal and pecuniary interest. Councillor A Matheson. “Item 12; I am a Trustee of the COI Guildhall Llantrisant. Item 12; I am a Member of Brynteg Allotments. Item 12; I am a Governor at Tonysguboriau Primary School”. Councillor Stephen Powell. “Item 12; I am a Trustee of the Llantrisant Guildhall. Item 12; I am a Governor at Tonysguboriau Primary School”. Councillor A Robinson. “ Items 7 and 12. I am a Governor of Llantrisant Primary School. Item 12; my niece goes to Llantrisant Brownies”. 66. It was AGREED that the minutes of the Monthly Meeting held on the 8 September 2020 were a true record of the meetings decisions. 67. The October 2020 accounts for payment were receive and adopted.

£ VAT Plusnet 09.10.20 Broadband/Landline 42.71 s Function28 31.10.20 Web and email Provision 54.00 s Barclaycard 13.10.20 pedal bins, water genie, batteries 519.52 - Viking 13.10.20 clothes, envelopes, heavy duty stapler 90.10 s Office Depot 13.10.20 dividers, envelopes 28.26 s Rialtis 13.10.20 Making Tax Digital fee 70.80 s Toshiba Tec 07.10.20 Photocopying Lease qtr 3 358.80 s Toshiba Tec 09.10.20 photocopying charges 59.19 s HMRC 13.10.20 NI and Tax (Sept) 1,716.88 z Wages 15.09.20 Salaries (Sept) 5,893.14 z Pensions 13.10.20 Pensions (Sept) 1,790.04 z J Akers 13.10.20 Mileage (Sept) 39.42 z SLCC 13.10.20 Virtual National Conference x 2 60.00 s RCTCBC 15.10.20 Rates - Llys y Cwm 177.00 z RCTCBC 15.10.20 Rates - Caerlan 482.00 z Emex 31.10.20 Alarm Monitoring & Maintenance 126.00 s Plusnet 28.09.20 Broadband (Llys y Cwm) 22.99 s Office Depot 13.10.20 3 x Pedal Bins 68.15 s Phil James 13.10.20 Boiler services and repairs 388.00 z Leekes 13.10.20 hooks, switch, raw plugs 9.09 s G&C Electrical 13.10.20 Control Panel for Heating 108.00 s SSE 18.10.20 Gas Qtr 2 Lly y Cwm 114.57 f SSE 02.10.20 Electric Qtr 2 Llys1 y Cwm 234.84 f SSE 02.10.20 Electric Caerlan August 45.87 f (2020/21) 19

Trosol 13.10.20 Annual Report Welsh Translation 531.70 s Les Kirk Clocks 13.10.20 Annual Maintenance Clock 240.00 z Royal British Legion 13.10.20 Wreaths 90 z GEA 13.10.20 Drying Cabinet 1,002.00 s C&L Garden & Tree 13.10.20 Drill vent 45.00 z Trivalis 15.10.20 Garage Rent 32.20 s UK Fuels 07.10.20 Diesel 80.61 s TOTAL 14,520.88 ADDITIONAL PAYMENTS Came & Co 14.10.20 Hire van insurance cover 112.00 z

68. The November 2020 accounts for payment were receive and adopted.

£ VAT Plusnet 09.11.20 Broadband/Landline 42.60 s Function28 30.11.20 Web and email Provision 54.00 s pat testing equipment, platform hire, mobile phone Barclaycard 10.11.20 top ups, microsoft 772.18 - Auditing Solutions 10.11.20 Interim Internal Audit 408.00 s HMRC 10.11.20 NI and Tax (Oct) 1,327.46 z Wages 15.10.20 Salaries (Oct) 5,340.55 z Pensions 10.11.20 Pensions (Oct) 1,579.63 z J Akers 10.11.20 Mileage (Oct) 50.27 z Consortium 10.11.20 Tabards (Relief caretaker) 20.14 s RCTCBC 15.11.20 Rates - Llys y Cwm 177.00 z RCTCBC 15.11.20 Rates - Caerlan 482.00 z Emex 30.11.20 Alarm Monitoring & Maintenance 126.00 s JP Windows 10.11.20 Repairs to door 165.00 s SSE 08.11.20 Gas - Qtr 3 Caerlan 131.04 f Consortium 10.11.20 wipes, dispensers, gloves, bin bags 142.90 s SSE 01.11.20 Electric Caerlan September 48.60 f Trivalis 10.11.20 Garage Rent 32.20 s UK Fuels 04.11.20 Diesel 80.61 s TOTAL 10,980.18

69. The income and expenditure accounts for September 2020 were AGREED.

70. The income and expenditure accounts for October 2020 were AGREED.

71. No comments were made on the planning applications tabled. Ref: 20/0911/10 PROPOSAL: Rear single storey extension to ground floor flat (part retrospective). LOCATION : 9 HEOL GWYNNO, LLANTRISANT, PONTYCLUN, CF72 8DD Ref: 20/0987/10 PROPOSAL: Proposed two storey extension to rear and single storey extension to front. LOCATION : 14 HEOL ILLTYD, LLANTRISANT, PONTYCLUN, CF72 8DE Ref: 20/0583/10 PROPOSAL: Proposed rear double storey extension. LOCATION : 47 HEOL ILLTYD, LLANTRISANT, PONTYCLUN, CF72 8DE Ref: 20/1025/10 PROPOSAL: Side extension below existing gantry. LOCATION : UNIT D AND C PUROLITE INTERNATIONAL2 LTD, LLANTRISANT BUSINESS PARK, LLANTRISANT, PONTYCLUN, CF72 8LF (2020/21) 20

Ref: 20/1014/10 PROPOSAL: Two-storey extension, new decking podiums to the rear. LOCATION : TY DIWEDD, 2 POLICE HOUSES, HEOL LAS, LLANTRISANT, PONTYCLUN, CF72 8EJ Ref: 20/1105/10 PROPOSAL: 3 detached 4-bed houses with integral garages, served by a private access road. LOCATION : LAND AT THE LAURELS, HIGH STREET, LLANTRISANT, CF72 8PB Ref: 20/0932/10 PROPOSAL: The proposed extension of the existing office and workshop buildings, alterations to the existing workshop, new covered wash areas, an extension of the existing car park, a new gatehouse, new fuel pumps, relocated water tanks, an extension to the yard for vehicle parking and external storage, and associated works. LOCATION : UNIT 16 EARTHMOVERS HOUSE, LLANTRISANT BUSINESS PARK, LLANTRISANT, PONTYCLUN, CF72 8LF. Ref: 20/1068/10 PROPOSAL: Two-storey side and rear extension (amendment to approved application 18/0899/10) LOCATION : 16 HEOL JOHNSON, TALBOT GREEN, PONTYCLUN, CF72 8HR PROPOSAL: Erection of 0.6m high wooden fence on top of current boundary wall. LOCATION : 61 FANHEULOG, TALBOT GREEN, PONTYCLUN, CF72 8HQ Ref: 20/1215/10 PROPOSAL: Change of use from A1 to A2. LLEOLIAD/LOCATION : ALL SORTS, 22 STUART TERRACE, COWBRIDGE ROAD, TALBOT GREEN, PONTYCLUN, CF72 8AA Received after agenda was distributed and e-mailed to Ward Members Ref: 20/1194/10 PROPOSAL: Single storey rear extension, rear dormer, front bay remodelling and porch. LOCATION : 58 LANELAY ROAD, TALBOT GREEN,PONTYCLUN, CF72 8HY Ref: 20/1218/10 PROPOSAL: Two storey side extension and porch LOCATION : 51 HEOL GWYNNO, LLANTRISANT,PONTYCLUN, CF72 8DD. No comments were made 72. It was AGREED costs of i. £4,890 for festive lighting, provided by Centregreat. ii. £1,125 to install and remove outdoor artificial trees to local businesses, service provide by C & L Garden Service. iii. £805 for the schools Christmas trees and £350 prize money for the annual competition. It was AGREED that the iv. Clerk is to progress arrangements for new festive lighting on the Model House. v. Clerk is to enquire with the local residents at Heol Miles as to confirmation from the landowners been sought and report back once it has been granted.

73. It was AGREED that i. The contract for planting the 2021 hanging baskets is awarded to Boverton Nurseries at a cost of £2,057. ii. The contract for planting the 2021 planters and Mount Pleasant Gardens is awarded to Learning Curve Enterprises at a cost of £1,650. iii. 84 Liners for half baskets are purchased at a cost of £1,580 from Amberol Ltd.

74. It was AGREED that i. The Council vehicle undergoes the mechanical repairs required. ii. The Scrutiny Committee consider options to replace the Council’s vehicle in 2021. 3 75. It was AGREED that (2020/21) 21

i. Subject to a satisfactory review, the temporary cleaner post is extended to 31st March 2021. ii. The Halls Caretaker’s pay scale remains on SCP6. The Chair of Staffing, Councillor V Nicholas, reported the Operative had given written notice of his intention to terminate his contract of employment with the Council on the 28 March 2021. It was AGREED that the notice was accepted. It was AGREED that Staffing Committee review the current role and options for moving forward.

76. It was AGREED that Llantrisant Ward Members meet with the Penygawsi Allotment Committee to discuss external funding sources, sharing their experience in accessing grants.

77. It was AGREED that i. Community grants from the Umbrella Project Budget was allocated as shown in the table below;

Organisation Awarded Bobath Children's Therapy Centre Wales £400 Marie Curie £400 RCT Community Wind Band £400 RCT Performance Swim Squad £300 Ely Taff [Llantrisant] Ramblers £300 Total £1800.00

ii. Community grants from the Llantrisant and Talbot Green Wards was allocated as shown in the table; Organisation Awarded 1st Llantrisant Brownies £200 1st Ynysmaerdy Rangers £250 2nd Pontyclun Guides £500 2077 SQN Air Training Corps £300 Afon Community Dance - Youth £250 After 50 Afternoon Club £200 Bronhaul & Heol-y-Gyfraith Social Fund £400 Brynteg Allotments £500 Cor y Bryn £200 Crafty Cards £100 Friends of Tonysguboriau £500 Gwaunruperra residents and community group £400 Gwynfa Camera Club £400 Llantrisant Ladies Bowls Club £300 Llantrisant Ladies Choir £200 Llantrisant LC Netball Club £900 Llantrisant Male Choir £200 Llantrisant Primary School PTA £500 Llantrisant RFC Mini Section £1,000 Llantrisant Slot Cars £150 Llantrisant sub-Aqua Club £100 Miskin & Mwyndy Womens Institute £100 Penygawsi Allotment Society 4 £500 Friends of Penygawsi Primary School £500 (2020/21) 22

Pontyclun Panthers Netball Club £125 Southgate Ladies Bowling Club £200 Talbot Quilters £250 Ynysmaerdy Creative Crafts £150 Young at Heart (Tuesday Club) £120 Llantrisant and District Art Society £100 Llantrisant Guildhall £400 Total £9,995 i. £800 from Ward Projects is awarded to Talbot Green Football Club. ii. A further £600 is awarded to Llantrisant Guildhall from Ward Projects, bringing the total to £1,000. This financial award is subject to the Council being recognised for its contribution in the publication. iii. Beddau and Tynant Ward Members are delegated the powers to agree the allocation of their community grants budget, subject to that not exceeding the total sum of £10,000.

78. The draft minutes and recommendations of the Scrutiny Committee Meeting held on the 27 October 2020 were noted. It was AGREED i. (Minute 52) It was AGREED that no changes are recommended to the Council’s Standing Orders. ii. (Minute 53) It was AGREED that no changes are recommended to the Council’s Financial Regulations. iii. (Minute 54) It was AGREED that in line with the he Independent Renumeration Panel (Wales) 2021/22 draft report: That Determinations 39, 40 and 48 are mandated. That a payment, under Determinations 41, of £500 is made to the Chair. That a payment, under Determinations 46, of £1,000 is made to the Chair. That a payment, under Determinations 47, of £500 is made to the Vice Chair. Thatr payments under Determinations 40, 41, 46 and 47 are made in full from the date when the Member takes up the role during the financial year. Any Member who leaves or changes their role during the financial year should repay a proportionate payment from that date. That payments under Determinations 39, 43, 44 and 45 are made in full when the activity they relate to has taken place. Members must be able to demonstrate that the expense incurred. iv. (Minute 55) It was AGREED that the Committee is satisfied that all documented procedures and the systems are effective in meeting their purpose. v. It was AGREED that no changes are recommended for the CCTV system at Caerlan Hall. It was AGREED that no changes are recommended for the CCTV system at Codgers Corner. vi. It was AGREED that a recommendation to switch off the internal CCTV cameras at Llys y Cwm is made. vii. It was AGREED that a recommendation to upgrade the CCTV system monitoring Mount Pleasant Gardens to that similar at Codgers Corner is made. viii. (Minute 56) It was AGREED that the van is put through an MOT early and this cost together with the replacement of the gearbox is reported at the next Council meeting. ix. (Minute 57) x. It was AGREED that a recommendation that the charges for March 2020 hall hire invoices totalling £829.51 is written off. xi. It was AGREED that a recommendation to provide a 25% discount for business hall hire is granted whilst Government restrictions are in force. xii. (Minute 58) It was AGREED that a recommendation for storage cupboards to be built and handrails to be installed at Caerlan Hall costing £1,281. xiii. It was AGREED that a recommendation to5 vire £1,276 from staffing to outside works for the 2020 grass cutting and footpath contract is made. (2020/21) 23

xiv. (Minute 59) It was AGREED that a recommendation for no changes to hall hire charges, allotment rental and photocopying charges in the next financial year are made. xv. (Minute 60) It was AGREED that the income generated through the Community Infrastructure Levy is discussed at the next full Council meeting. xvi. (Minute 61) It was AGREED that Members would pass on their ideas for aims and objectives to the RFO so that these can inform the budget preparation process.

79. It was AGREED that i. Benches for siting on the new community route are purchased using the Community Infrastructure Levy allocation from the 2016/17 financial year totalling £1,681.00. ii. The Community Planning Committee was tasked to consider what items for this Council’s Section 123 list or alternative capital expenditure on infrastructure should be investigated.

80. The interim internal auditors report was noted. The RFO and Clerk were thanked for the work undertaken

81. It was AGREED that i. Members, using RCTCBC’s Candidate Site Methodology to identify any potential sites to be considered in its Revised Local Development Plan (2020-30) forward their submissions to the Clerk. https://www.rctcbc.gov.uk/EN/Resident/PlanningandBuildingControl/RelatedDocume nts/Pdfs/RhonddaCynonTafCandidateSiteMethodologywithAppendices.pdf ii. The Community Planning Committee was tasked with preparing a submission from to RCTCBC.

The Clerk reported RCTCBC Budget Consultation 2021/22 was available. Link to website is https://www.rctcbc.gov.uk/EN/GetInvolved/Consultations/CurrentConsultations/CouncilBudget Consultation202122.aspx Members were encouraged to send in their views on levels of Council Tax, the resources allocated to schools, Fees and Charges, spend and service priorities, efficiencies, investment priorities and the Council Tax Reduction Scheme during Phase 1 of this consultation. Three virtual engagement events have been scheduled where questions can be asked and views can be provided. Closing date is the 7th December 2020.

Members expressed concern as the Clerk confirmed no communication had been received regarding the Beddau temporary coronavirus testing centre opened on Monday the 9th November.

Meeting finished 08.05pm

Signed: Date:

6 AGENDA ITEM 4 APPENDIX B Accounts for payment at the meeting 8th December 2020 Office Use d/d / bacs/ account s/o / codes VAT chq OFFICE Plusnet 02.12.20 Broadband/Landline £ 42.60 s d/d 4205 101 Function28 31.12.20 Web and email Provision £ 54.00 s s/o 4202 101 Adobe software, MOT & repairs, deicer, Barclaycard 08.12.20 headsets, toilet roll, padlocks £ 974.58 - bacs split AD Computers 08.12.20 Computer tidy up and advice £ 35.00 z bacs 4202 101 Office Depot 08.12.20 stamps, diaries, post its £ 89.24 STAFFING HMRC 08.12.20 NI and Tax (Nov) £ 1,364.26 z bacs 4002 102 Wages 15.11.20 Salaries (Nov) £ 5,489.15 z bacs 4001 102 Pensions 08.12.20 Pensions (Nov) £ 1,579.63 z bacs 4003 102 J Akers 08.12.20 Mileage (Nov) £ 44.24 z bacs 4025 102 SLCC 08.12.20 Membership RFO £ 208.00 z bacs 4015 102 SLCC 08.12.20 Prinicpal Membership upgrade- Clerk£ 32.08 z bacs 4015 102 HALLS RCTCBC 15.12.20 Rates - Llys y Cwm £ 177.00 z d/d 4050 205 RCTCBC 15.12.20 Rates - Caerlan £ 482.00 z d/d 4050 201 Emex 31.12.20 Alarm Monitoring & Maintenance £ 126.00 s d/d split SSE 03.12.12 Electricity Caerlan (Oct) £ 59.59 f d/d 4060 201 Plusnet 16.11.20 Broadband Llys y Cwm (Oct) £ 22.99 s d/d 4062 205 Plusnet 26.11.20 Broadband Llys y Cwm (Nov) £ 22.99 s d/d 4062 205 PPL PRS 08.12.20 Music Licence Llys y Cwm £ 495.12 s bacs 4065 205 PPL PRS 08.12.20 Music Licence Caerlan £ 495.12 s bacs 4065 201 Welsh Water 07.12.20 Water (llys y Cwm May - Nov) £ 142.39 z d/d 4055 205 Consortium 08.12.20 foam hand sanitiser refills £ 64.27 s bacs 4063 201 PROJECTS Amberol 08.12.20 Liners hanging baskets £ 1,896.72 s bacs 4158 106 OUTSIDE WORK SSE 03.12.20 Electricity works depot Qtr 3 £ 60.97 f d/d 4100 310 Crown Garden Services08.12.20 Grass cutting contract £ 1,531.20 s bacs 4103 310 TRANSPORT Trivalis 02.12.20 Garage Rent £ 32.20 s d/d 4073 301 UK Fuels 09.12.20 Diesel £ 104.62 s d/d 4070 301 Came & Co 08.12.20 Van insurance & breakdown cover £ 1,166.17 o bacs 4074 301 Days Rental 08.12.20 Hire Van £ 392.28 s bacs 4071 301 TOTAL £ 15,625.96

ADDITIONAL PAYMENTS

Total £ 15,625.96

7 AGENDA ITEM 5 APPENDIX C

8 9 10 11 12 AGENDA ITEM 6 Appendix D Officers Budget Report for the financial year 2021/22 Action required To agree a Budget for the financial year 2021/22

Introduction Members need to consider the spending during the current financial year and their aims and objectives for 2021/22 to be able to set a realistic budget for the year ahead.

Background In 2020/21 three new project funds were established. Due to the pandemic no progress has been made. It is proposed that these funds from the 2020/21 budget are ear marked and carried forward as earmarked reserves for 21/22.

• Protect Community Facilities (£5,000) • Community Plan (£15,000) • Environmental Committee (£5,000)

The scrutiny committee recommended several items to be included in the budget. 1. The purchase of/leasing costs of a van (preferably electric) will need to be budgeted for.

2. A full review of the outside operatives’ role and the potential for the future of the outside workforce.

3. The bus shelter at Dan Caerlan to be replaced with a new one.

4. The annual clock maintenance has recommended that the clock faces and hands are cleaned next year.

5. The metal cabinets at the back of Caerlan Hall to be replaced with a built in cupboard the full length of the back wall, with several individual entry points.

6. Support local organisations such as the Guild Hall, Friend of Talbot Green and BaTCL organise a back to normal event when covid restrictions are lifted to replace the events which have not been able to take place in 2020.

13 EXPENDITURE - ADMINISTRATION The potential of technology continues to offer improvements to office working however it is important that the hardware is capable of keeping up to date with the new software available. Comments Photocopying The photocopier is on lease from Toshiba tec at a cost of £290 per quarter which includes servicing and consumables. Copies are charged extra usually totally around £50 each quarter. Computer Costs Systems used which incur an annual charge are: Rialtis Omega Accounting Software, Microsoft Office 365. Moneysoft Payroll package, Parish Online mapping, Norton Antivirus and Adobe Acrobat Pro DC. An asset tracking system is currently being investigated. There is a monthly charge for Webhosting and all Council email addresses. Computer repair or network problems also get charged to this heading. Postage The office is heavily reliant on emails however sometimes letters such as notification of grant awarded are the more appropriate option. Telephones The Clerk and Halls Manager are now on monthly rolling contracts due to increase use of mobiles during the pandemic. The Operative is on a pay as you go contract. The Parish Office is on an inclusive tariff for all calls and broadband. New contracts/mobiles may be required for the new staff. Stationery The main cost is copier paper. Sundries Miscellaneous administrative items such as confidential waste Audit Fees & Bank charges Externally set, the external audit system is changing in 2021 for a three year programme. Every third year will see a more in-depth external audit and correspondingly higher costs. To date we have not been informed which year we will have the more in-depth audit. General Insurance 2021 will be the final year in the three year agreement with Came and Company. Contingency Fund The contingency fund is for unexpected expenditure which could not be planned for. The only year that all of the contingency funds have been allocated was when there were two by-elections immediately following the main elections. In 2020 the fund was reduced from £10,000 to £6,000 per annum. Elections – add to earmarked A bi-election can cost between £3,000 and £4,000 dependent on the ward, The main elections for full Council (due 2022) costing an expected £15,000 if all four wards are contested. Office equipment - To cover costs of keeping the office equipment up to date. The existing 3rd computer in the office used by the halls earmarked manager is now 5+ years old and needs replaced. Furthermore, the use of the laptop by the Clerk whilst working at home (essential while Covid restrictions are in place) needs reviewed. Either a desk top or and updated lap top with additional keypad/ screen should be provided to provide a more permanent home working solution.

14 Proposed budget Administration

ADMINISTRATION Actual Actual Actual Actual Actual Estimated Budget Proposed 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2020/21 2021/22 Photocopying £980 £1,501 £1,480 £1,772 £1,610 £1,500 £1,600 £1,700 Computer Costs £1,733 £1,377 £2,998 £1,882 £2,762 £2,111 £2,500 £3,000 Postage £449 £225 £302 £109 £150 £130 £100 £100 Telephones £602 £671 £848 £869 £840 £700 £750 £900 Stationery £346 £295 £486 £301 £295 £190 £250 £250 Sundries £399 £395 £200 £162 £66 £20 £150 £100 Audit Fees & Bank charges £1,544 £1,312 £1,051 £1,171 £1,123 £1,050 £1,050 £1,200 General Insurance £4,970 £3,940 £4,566 £3,600 £3,680 £3,500 £4,000 £4,000 (Ear marked) Elections £3,488 £0 £15,235 £8,643 £0 £0 £10,000 £3,000 (Earmarked) office equipment £63 £1,028 £1,000 Contingency Fund £0 £10,000 £0 £0 £0 £0 £6,000 £6,000 TOTAL £14,511 £19,716 £27,166 £18,509 £10,526 £9,264 £27,428 £21,250

15 EXPENDITURE – COUNCILLORS

Comments £1,500 Chair renumeration (increase agreed when reviewing remuneration panel report. £1,000 civic allowance. Chairman's Allowance Councillor Renumeration for Councillors is now an automatic process. Council must assume that all Councillors will accept their Allowances/Expenses allowances when setting the budget and consider the other expenses which are available to be claimed the 2021 OVW Membership – Council need to review the benefits of this membership Councillors Training Councillors may have to complete mandatory training in the future but at the moment this is only in the recommendation stage from the independent review panel.

Proposed budget - Councillors COUNCILLORS Actual Actual Actual Actual Actual Estimated Budget Proposed 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2020/21 2021/22 Chairman's Allowance £1,517 £1,511 £1,577 £1,449 £1,637 £1,500 £1,500 £2,500 Councillor Allowances £0 £0 £0 £500 £1,624 £1,600 £2,500 £2,500 OVW £938 £0 £2,000 £2,921 £2,070 £2,180 £2,200 £2,250 Councillors Training £0 £770 £287 £675 £100 £600 £600 TOTAL £2,455 £1,511 £4,347 £5,157 £6,006 £5,380 £6,800 £7,850

16 EXPENDITURE - GRANTS In 2020/21 the grant allocation was reduced by £500 per ward. This financial year, when reduced numbers of applications have been received due to Covid. Llantrisant and Talbot Green have still had to supplement their grant budget from projects to be able to meet all of the requested grants for their area. The proposed budget, increases the Llantrisant and Talbot Green allocations whilst maintaining Beddau and Tynant. It should be highlighted that many of the groups located in Llantrisant or Talbot Green support Beddau and Tynant residents. In some previous years, members have opted to vire remaining grant funding to the projects heading – however Beddau and Tynant already have over £11,000 in their project fund and have no major projects planned. Furthermore, Beddau and Tynant Community Library receive a separate annual grant of £5,500.

Proposed Budget - Grants GRANTS Actual Actual Actual Actual Actual Estimated Budget Proposed 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2020/21 2021/22 Llan and Talbot Green £11,000 £10,699 £10,250 £11,000 £10,270 £10,000 £10,000 £12,000 Beddau & Tynant Wards £11,000 £11,000 £8,900 £9,743 £9,100 £8,000 £10,000 £10,000 General Grants £3,000 £2,200 £3,350 £2,960 £2,200 £2,000 £2,000 £2,000 TOTAL £25,000 £23,899 £22,500 £23,703 £21,570 £20,000 £22,000 £24,000

17 EXPENDITURE - PROJECTS For the first-year project money which has traditionally simply been carried forward, has now been identified as ear marked reserves. Carried forward Plus Minus Estimate proposed Total 31.03.20 Budget Expenditure 31/03.21 Budget 21/22 available 21/22 Charter of Friendship £219 £1,500 £30 £1,689 £1,000 £2,689 Llantrisant projects £1,845 £2,400 £0 £4,245 £3,000 £7,245 Talbot Green projects £4,022 £2,200 £0 £6,222 £3,000 £9,222 Beddau & Tynant projects £9,059 £6,000 £4,000 £11,059 £6,000 £17,059 Community Plan £15,000 £15,000 £0 £15,000 Protect Community Facilities £5,000 £5,000 £0 £5,000 Environmental Committee £5,000 £5,000 £0 £5,000 TOTALS £15,145 £37,100 £4,030 £48,215 £13,000 £61,215

During this financial year provision had been made to reduce the number of hanging baskets and to provide lighting for the Model House. RCT have agreed to fund the lights for the Model House and the community council will pay for the installation. Due to the pandemic Social services were unable to fulfil the summer floral displays contract and as a result the true cost of savings has not been reflected in this years finances.

18 Proposed budget – projects PROJECTS Actual Actual Actual Actual Actual Estimated Budget Proposed 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2020/21 2021/22 Llantrisant Ward £7,126 £7,820 £430 £5,866 £1,260 £600 £3,000 £3,000 Talbot Green Ward £10,314 £9,377 £0 £4,269 £1,074 £800 £3,000 £3,000 Beddau & Tynant Wards £16,215 £13,417 £2,342 £1,031 £7,067 £0 £6,000 £6,000 Events/Public Relations £250 £519 £1,839 £2,501 £2,159 £1,500 £3,500 £3,000 BATCL £0 £5,000 £5,000 £5,500 £5,500 £5,500 £5,500 Christmas £0 £6,395 £7,392 £10,304 £8,200 £9,500 £8,500 Floral Displays £0 £11,188 £11,284 £11,125 £2,100 £7,500 £9,000 Community Plan £0 £15,000 £0 Protect Community Facilities £0 £5,000 £0 Environmental Committee £0 £5,000 £0 Charter of Friendship £0 £2,137 £588 £3,193 £30 £1,500 £1,000 TOTAL £33,905 £31,133 £34,941 £44,816 £42,232 £22,730 £79,426 £39,000

19 EXPENDITURE TRANSPORT This has been an unusual year for transport costs, diesel costs have been less, as staff had sickness absence and lockdown restrictions. The van had mechanical problems and a hire van has been used pending a decision from Council. Repairs have now been agreed and the decision to purchase or lease during 2021 ratified at the November meeting. The size, fuel type and age of the new van could lead to a range of prices – which make budgeting challenging. There will be £13,000 in earmarked reserves, plus any trade in value for the existing van. Contingency funds could be used or if an electric van is to be purchased some of the project funds set aside for the Environmental Committee could be vired should additional funding be required.

Proposed Budget - transport TRANSPORT Actual Actual Actual Actual Actual Estimated Budget Proposed 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2020/21 2021/22 Fuel £980 £1,070 1118 1306 1147 £750 1200 £1,200 Repairs, Service, MOT £815 £801 923 487 630 £4,000 1000 £1,000 Road Tax £225 £230 240 250 260 £265 270 £275 Garage Rent £305 £310 317 331 346 £350 350 £360 Van insurance £770 £850 992 1004 1050 £1,300 1100 £1,300 Earmarked Van £0 11000 £2,000 TOTAL £3,095 £3,261 £3,590 £3,378 £3,433 £6,665 £14,920 £6,135

20 EXPENDITURE ALLOTMENTS Historically each site is allowed 2 skips per year. On occasion the Council has paid for additional repairs on site, usually this comes from project money. This financial year all sites received £500 grant funding. The lease with RCT for Penygawsi and Pencoedcae is still outstanding and currently no rent is being charged.

Proposed budget allotments ALLOTMENTS Actual Actual Actual Actual Actual Estimated Budget Proposed 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2020/21 2021/22 Penygawsi Allotments £415 £314 £181 £208 £398 £205 £450 £460 Brynteg Allotments £656 £653 £0 £338 £395 £410 £450 £460 Tynant Allotments £627 £536 £167 £427 £361 £410 £450 £460 Penycoedcae Allotments £493 £319 £333 £417 £318 £410 £450 £460 TOTAL £2,191 £1,822 £681 £1,390 £1,472 £1,435 £1,800 £1,840

21 EXPENDITURE OUTSIDE WORK The bus shelter at Dan Caerlan has been identified for replacement. This year grass-cutting and footpath maintenance were contract out. Overall, the contracting out worked well, no complaints from members of the public were received and given the increase in usage due to lockdown restrictions this trial yielded good results. This is an area which will be reviewed as part of the upcoming staffing changes.

Proposed budget outside work OUTSIDE WORK Actual Actual Actual Actual Actual Estimated Budget Proposed 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2020/21 2021/22 Works Depot £403 £226 £197 £857 £1,142 £1,000 £1,000 £1,000 Small Tools £103 £5 £5 £78 £86 £50 £100 £100 Machine Repairs & Spares £466 £758 £1,015 £1,538 £1,043 £1,500 £1,500 £1,500 Outside Work £2,535 £2,564 £926 £1,756 £991 £1,000 £1,500 £2,000 Street Furniture £7,686 £11,290 (300) £8,570 £3,304 £3,500 £6,000 £4,000 Street furniture earmarked £3,735 £0 Large Equipment depreciation 2606 £835 £4,235 £0 TOTAL £11,193 £14,843 £2,143 £12,799 £9,172 £7,885 £18,070 £8,600

22 EXPENDITURE STAFFING Staffing costs are lower this financial year as a summer labourer which was budgeted for was not required.

Currently council employs: 1 Clerk for 22 hours 1 RFO Deputy Clerk for 30 hours 1 Council Operative for 37 hours 1 Caretaker for 25 hours per week 1 Relief Caretaker 5 hours per week

The operative is retiring in March 2021. The Clerk will provide a proposal for the operatives replacement which will reflect the business needs of the Council.

Proposed budget staffing STAFFING Actual Actual Actual Actual Actual Estimated Budget Proposed 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2020/21 2021/22 Salaries £67,642 £68,835 £71,427 £75,642 £73,646 £66,000 £74,000 £80,000 PAYE &NI £9,800 £11,842 £15,198 £16,960 £17,340 £17,000 £16,000 £18,000 Pension Contributions £17,682 £17,692 £18,924 £22,466 £23,284 £19,500 £22,000 £22,000 Occupational Health/ Recruitment £44 £175 £0 £0 £1,027 £300 £0 £500 Training £1,637 £2,259 £1,099 £634 £1,816 £1,000 £1,000 £2,000 Work wear £353 £336 £588 £611 £522 £600 £600 £800 Staff Expenses £219 £69 £290 £651 £602 £400 £800 £800 TOTAL £97,377 £101,208 £107,526 £116,964 £118,237 £104,800 £114,400 £124,100

23 EXPENDITURE COMMUNITY HALLS Caerlan expenditure includes maintenance of the Parish Office. It has been agreed to provide a built in cupboard to the rear of Caerlan and Llys y Cwm requires the outside walls to be pointed. Covid regulations require the windows to be open whilst the halls are in use or there is more than one person in the office so the gas bill for the year is hard to estimate. The new stairs at Caerlan have been well received by hall users and the benefit to staff of having access to the toilet when the hall is in use vital. Usage in the halls is down due to Covid restrictions although all groups have indicated they plan to restart when allowed to do so. Proposed budget Llys y Cwm and Caerlan Hall LLYS Y CWM Actual Actual Actual Actual Actual Estimated Budget Proposed 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2020/21 2021/22 Rates £1,169 £1,179 £1,647 £1,696 £1,736 £1,766 £1,850 £1,850 Water Charges £301 £354 £432 £333 £378 £450 £500 £500 Electricity £32 £638 £704 £256 £728 £1,000 £800 £800 Gas £1,613 £1,190 £852 £1,390 £1,013 £1,000 £1,500 £1,500 Broadband £0 £234 £128 £175 £200 £250 Cleaning Materials £261 £122 £0 £263 £208 £250 £230 £250 Maintenance Contracts £1,873 £1,499 £172 £1,311 £2,021 £1,600 £2,000 £1,800 Repairs & maintenance £931 £1,094 £3,165 £20,097 £1,230 £700 £1,500 £1,000 Earmarked repairs & Maint. £1,863 £2,980 £1,500 TOTAL £6,180 £6,076 £6,972 £25,580 £7,442 £8,804 £11,560 £9,450 CAERLAN Actual Actual Actual Actual Actual Estimated Budget Proposed 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2020/21 2021/22 Rates £4,338 £4,374 £4,491 £4,626 £4,734 £4,815 £4,900 £4,950 Water Charges £510 £467 £483 £495 £379 £450 £450 £600 Electricity £996 £826 £964 £928 £659 £650 £1,100 £1,100 Gas £2,007 £978 £1,004 £842 £693 £1,000 £1,500 £1,200 Cleaning Materials £339 £233 £278 £350 £247 £300 £250 £300 Maintenance Contracts £1,884 £1,508 £7,517 £1,244 £2,651 £2,000 £2,000 £2,000 Repairs & maintenance £1,073 £755 £2,867 £3,393 £2,848 £3,000 £1,500 £1,000 Earmarked repairs & Maint. £5,000 £4,690 £1,500 TOTAL £11,147 £9,141 £17,604 £11,878 £12,211 £17,215 £16,390 £12,650

24 TOTAL PROPOSED EXPENDITURE Actual Actual Actual Actual Actual Estimated Budget Proposed 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2020/21 2021/22 TOTAL EXPENDITURE 207,054 212,610 227,470 264,174 232,301 204,178 312,794 254,578

SUMMARY OF EAR MARKED RESERVES

Balance Plus Minus Estimate proposed EARMARKED RESERVES 31.03.20 Budget Expenditure31/03.21 Budget 21/22 Parish Office £528 £500 £63 £965 £1,000 Van £10,000 £1,000 £0 £11,000 £2,000 Large Equipment £3,465 £500 £835 £3,130 £0 Caerlan £3,190 £1,500 £5,000 -£310 £1,500 Llys y Cwm £1,980 £1,000 £1,863 £1,117 £1,500 Elections £5,000 £5,000 £0 £10,000 £3,000 Street Furniture £3,735 £6,000 £4,000 £5,735 £0 Charter of Friendship £219 £1,500 £30 £1,689 £1,000 Llantrisant projects £1,845 £2,400 £0 £4,245 £3,000 Talbot Green projects £4,022 £2,200 £0 £6,222 £3,000 Beddau & Tynant projects £9,059 £6,000 £4,000 £11,059 £6,000 Community Plan £15,000 £15,000 £0 Protection Community Facilities £5,000 £5,000 £0 Environmental Committee £5,000 £5,000 £0 Cil £3,623 £3,841 £0 £7,464 £0 TOTALS £46,666 £56,441 £15,791 £87,316 £22,000

25 INCOME Interest rates, hall hire income, photocopying income have all been significantly impacted with Covid restrictions and the income for this financial year reflects the current situation. It is too early to fully realise how income for the 2021/22 financial year will recover. For the purpose of this report the precept has been maintained at the 2020/21 levels. There is a further agenda item/report regarding setting the precept for 2021/22.

Proposed budget income

INCOME Actual Actual Actual Actual Actual Estimated Budget Proposed 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2020/21 2021/22 Photocopying £138 £100 £151 £181 £237 £50 £150 £150 Precept £205,384 £209,844 £213,525 £212,359 £218,997 £230,410 £230,410 £230,410 Interest £91 £195 £211 £524 £537 £150 £250 £150 Penygawsi Allotments £26 £26 £26 £27 £28 £28 £28 £28 Brynteg Allotments £42 £42 £42 £43 £44 £45 £45 £45 Tynant Allotments £40 £40 £40 £41 £42 £43 £43 £43 Penycoedcae Allotment £48 £49 £48 £50 £51 £52 £52 £52 Footpath Agency Agreement £835 £835 £835 £835 £835 £700 £700 £700 Hall Hire Llys y Cwm £2,529 £5,746 £4,813 £6,670 £8,522 £4,500 £7,000 £7,000 Hall Hire Caerlan £8,527 £7,730 £7,692 £7,034 £7,272 £2,500 £7,000 £7,000 Grants £2,000 £10,000 TOTAL INCOME £217,660 £226,607 £237,383 £227,764 £236,565 £238,478 £245,678 £245,578

26 Consideration Councils have no legal powers to hold revenue reserves other than those for reasonable working capital needs or for specifically earmarked purposes and for savings for future projects, which should be realistic and approved by Council. It is generally accepted that general (un- earmarked) revenue reserves usually lie within a range of three to twelve months of gross expenditure. However, the amount of general reserve should be risk assessed and approved by the Council.

31st March 2020 General Reserve £65,208 Earmarked Reserve £31,521 did not included carried forward ward project money Balance in Bank 31/3/2020 £96,729

Working with Budgeted Balance Working with Estimated Balance Balance in Bank 31/3/2020 £96,729 Balance in Bank 31/3/2020 £95,763 Budget income 2020/21 £245,678 Estimated income 2020/21 £238,478 Budget Expenditure 2020/21 £312,794 Estimated Expenditure 2020/21 £204,178 Budget balance 31/3/2021 £29,613 Estimated balance 31/3/2021 £130,063 assuming all earmarked reserves are spent. General Reserve £42,747 Ear marked Reserve £87,316

PROPOSED BUDGET 2021/22 PROPOSED BUDGET 2021/22 Budget balance 31/3/20 £29,613 Estimate balance 31/3/20 £130,063 Budget Income 2021/22 £245,578 Budget Income 2021/22 £245,578 Budget Expenditure 2021/22 £254,875 Budget Expenditure 2021/22 £254,875 Balance in Bank 31st March 2 £20,316 Balance in Bank 31st March 2021 £120,766

27 Officers Report Appendix E

AGENDA ITEM 7

Action required: To set the precept for the financial year 2021/22. Background: RCT have confirmed that the Council Tax Base for 2021/22 will be £5368.41 (compared to £5,358.37 this year.) Last year the precept was increased by £2.00 to £43.00 per Council Tax Band D property. Considerations: NB: Members need to consider carefully if they have made any changes to the proposed budget earlier in the meeting which will affect the funds required.

Council Tax Base multiplied by the Band D property amount equals total precept received. So, currently £5,368.41 times £43 will generate a precept of £230,842.00 The actual precept needed = budgeted expenditure – budgeted other income £254,875 - £15,168 = £239,707.

Precept needed divided by council tax base = Band D charge

£239,707 divided by £5368.41 equals a band D charge of £44.65.

Members need to decide if they wish to pass on this increase to the community. General Reserves are currently at an acceptable level in line with the guidelines. However, there are people in our community being deeply affected by the economic effects of COVID-19. Out of curiosity the RFO compared back to see how the estimated end of year balance compared to the actual end of year balance for the last 5 years. It turns out the estimated balance is consistently lower than the actual balance at the end of the year.

Estimated Actual Difference Balance in the Balance in Bank the Bank 31st March 2016 £102,276 £109,888 £7,612 31st March 2017 £113,799 £123,957 £10,158 31st March 2018 £108,739 £118,468 £9,729 31st March 2019 £81,081 £95,763 £14,682 31st March 2020 £91,532 £96,729 £5,197

Furthermore, there are significant ear marked reserves in projects such as protecting community facilities and Environmental Committee which to date no expenditure plans have been set leading to a dramatic increase in the estimated balance in the bank for this financial year of £34,300. The question to ask is how can the Council justify an increase in reserves of over £30,000 plus an increase to the precept.

28 Conclusion: Taking into account the economic effects on the community caused by COVID-19 any increase in the precept should be avoided. The recommendation - providing no significant changes have been made to the proposed budget is to maintain the band D charge at £43 requiring Council to use £8,865 of reserves.

29 AGENDA ITEM 8 Appendix F

Planning applications for the meeting on the 8th December 2020

LLANTRISANT

Ref: 20/1318/10 PROPOSAL: Proposed single storey rear extension including demolition of existing conservatory. LOCATION : 14 BURGESSE CRESCENT, LLANTRISANT, CF72 8QB

Ref: 20/1281/10 PROPOSAL: Conversion of integral garage. LOCATION : 17 TAN-YR-ALLT, CROSS INN, LLANTRISANT, CF72 8PY

Ref: 20/1014/10 PROPOSAL: Two-storey extension, new decking podiums to the rear. (Amended plans received 18/11/20). LOCATION : TY DIWEDD, 2 POLICE HOUSES, HEOL LAS, LLANTRISANT, PONTYCLUN, CF72 8EJ

Ref: 20/1218/10 PROPOSAL: Two storey side extension and porch LOCATION : 51 HEOL GWYNNO, LLANTRISANT, PONTYCLUN, CF72 8DD

NB: Correspondence has been received from two members of the community regarding this application. Ref: 20/1105/10 PROPOSAL: 3 detached 4-bed houses with integral garages, served by a private access road. LOCATION : LAND AT THE LAURELS, HIGH STREET, LLANTRISANT, CF72 8PB

BEDDAU Ref: 20/1276/10 PROPOSAL: Two storey extension and garage. LOCATION : 29 HEOL UNDEB, BEDDAU, PONTYPRIDD, CF38 2LB

Ref: 20/1291/10 PROPOSAL: Removal of existing garage, provision of new single storey rear extension, enlarged garage to side elevation, porch and canopy to front elevation. LOCATION : 2 PLEASANT VIEW, BEDDAU, PONTYPRIDD, CF38 2DT

TALBOT GREEN

Ref: 20/1285/10 PROPOSAL: Removal of existing carport and single storey extension to rear. Proposed single storey rear extension, rear dormer, front bay remodelling and porch. LOCATION : THE LINKS, 57 LANELAY ROAD, TALBOT GREEN, CF72 8HY

30 Appendix F

Ref: 20/1194/10 PROPOSAL: Single storey rear extension, rear dormer, front bay remodelling and porch. LOCATION : 58 LANELAY ROAD, TALBOT GREEN, PONTYCLUN, CF72 8HY

Ref: 20/0988/10 PROPOSAL: Change of use to B8 for use as a storage facility (storage containers and caravans). LOCATION : FORMER PUROLITE SITE, COWBRIDGE ROAD, PONTYCLUN.

Ref: 20/1361/10 PROPOSAL: Change of use of a front and rear ground floor room from a B1 office to a D1 (clinic use). LOCATION : GROUND FLOOR, 105 TALBOT ROAD, TALBOT GREEN, CF72 8AE

TYNANT No applications received.

31 Appendix F

SLCC ADVICE NOTE: PLANNING – A SIMPLE GUIDE TO WHAT IS A ‘MATERIAL CONSIDERATION’

The law requires that when a decision is made on a planning application or planning issue, that only certain issues are taken into account. These issues are known as ‘material considerations’. It is important, therefore when commenting on a planning issue that a Council only considers 'material considerations. There is, however, no statutory list of what is a 'material consideration' but there is considerable case law and precedent on what and what is not a 'material consideration'. Examples of a material consideration include: • Consistency with neighbourhood, district/borough, county and national • planning policies. • Any emerging new planning documents that have been through at least • one stage of public consultation. • Previous planning decisions. • Highway issues, e.g. traffic and highway safety. • Overlooking, loss of privacy and overshadowing. • Scale of the development. • Design, appearance, layout and materials to be used. • Loss of important open space or sporting facilities. • Crime and anti-social behaviour. • Noise, disturbance or smells, including proposed hours of operation. • Capacity of physical infrastructure, e.g. public drainage or water systems. • Deficiencies in social facilities, e.g. spaces in schools. • Storage and handling of hazardous materials. • Loss or effect on trees. • Impact on nature conservation and biodiversity. • Effect on listed buildings and conservation areas, • Local financial considerations offered as a Section 106 agreement, • Community Infrastructure Leve or similar. • Inadequate or inappropriate landscaping or security measures. • Effect on a building or asset of special importance to the community, e.g. • pubs, shops and community facilities. • Where the application is 'major', pre-application planning consultation, • including with the parish council. The relative importance (commonly known as 'weight' in planning terms) attached to material considerations in reaching a decision is largely a matter of judgement for the decision-maker, i.e. the local planning authority; however, the decision-maker is required to demonstrate that in reaching that decision they have considered all relevant matters.

It should also be noted that greater 'weight' will be attached by a decision maker to a material consideration issue which is supported by evidence, e.g. if a parish council considers that it is not consistent with national and planning policy state why and which policy (though it is generally not necessary to quote the policy verbatim). Issues that are not relevant (and the law regards they should not be taken into account) include: • Effect on the value of property. • Possible future development not included in the application. • Matters controlled under building regulations or other non-planning legislation, e.g. structural stability, drainage details, fire precautions etc. • Effect on business competition. • Private property rights such as boundary or access disputes or covenants. • The background, morals or motives of the developer. • Applicant’s personal circumstances (unless exceptional, e.g. provision of facilities for someone with a physical disability).

32 Clerks Report Appendix G

AGENDA ITEM: 9 Rhondda Cynon Taff County Borough Council’s Consultation on Proposed Amendment to Regulation 123 List.

Action required:

To consider any comments to the consultation.

Background:

Proposed changes in our wards are

Infrastructure Requirement Proposed Amendment Reason For Amendment (Original List) Education Projects New/additional To remain unaltered N/A education provision to serve the land at Mwyndy / Talbot Green; New/additional education Remove from list Given the Welsh Ministers provision at Ystrad Barwig decision letter dated Farm 5th March 2020 to refuse outline planning permission for residential development Transportation Projects: Provision of the A473/A4119 To remain unaltered N/A Talbot Green to Ynysmaerdy Relief Road South Coed Ely Link To remain unaltered N/A Dualling-upgrade the A4119 between Talbot Green and Coedely to dual carriageway standard

Link to consultation can be found here: https://www.rctcbc.gov.uk/EN/Resident/PlanningandBuildingControl/CommunityInfra structureLevy/CommunityInfrastructureLevyCILConsultation.aspx

Consultation period: 24th November to 21st December 2020.

33 Appendix H Clerks Report

AGENDA ITEM: 10

Action required:

To agree to work in partnership with the Probation Service and to provide a meal for those working at the Halls.

Background:

The Probation Service called to the office in mid-November looking for opportunities for indoor placements in the Llantrisant area over the Christmas and New Year period.

A site meeting has taken place and potential painting work has been identified at Llys y Cwm and Caerlan Hall.

The work would be scheduled for various dates leading up to and over the festive period when the halls are not being used.

Costs

There is no cost to the Council for this working arrangement.

Painting materials are a cost to the Council.

As a gesture of goodwill the Council may wish to provide a meal for those working in the halls using locally sourced hospitality, supporting businesses in our community that have been hit so hard through the pandemic.

34 Appendix J

Officers Report

AGENDA ITEM 11

Action required: To confirm the purchase of an asset tracking system.

Background: This year the Clerk and Operative have spent a lot of time, ensuring maintenance is completed on outside assets, and have completed a total tidy up of the Council work containers. The Halls Manager has completed PAT testing for all electrical items and the RFO has completed risk assessments for all Council land and checked all outdoor assets for maintenance issues.

A condensed copy of the asset register is used to produce a check list for the outdoor assets. This is then saved in a new format as Street Furniture conditions and a traffic light system used to highlight jobs which need done. This table is then updated by office staff as outdoor staff complete the highlighted tasks. The Risk Assessments are contained on a sperate table. The list of PAT test results is also contained on a separate table. There is also a list of HAV requirements. There is a separate table for regular maintenance tasks. Photographs of problems are often taken during the risk assessment procedure, always taken when the condition is checked and recently the operative has taken before and after pictures when maintenance is completed. These photos could therefore be saved under health and safety, asset register or repairs and maintenance!

All items are assigned a number in the asset register however tracking this number on the various spread sheets, tables, photographs is not helped by the asset not having anything to identify it. This report is therefore the result of the Clerk and Operative trying to work out which items on the asset register where the items in front of them in the work container and the RFO having to provide the Halls Manager with the reference numbers for all of the items he was going to PAT Test.

Initially the search started with the use of some sort of tagging system. However, it then progressed to consideration of an asset tracking system. Considerations: An asset tracking systems allow you to mark all of your assets (indoor or outdoor) with a QR code or bar code. Once scanned, which can be done by any mobile phone, the item will be identified and the record available for updating or viewing. The desktop version allows the information stored on each asset to be tailored for the Council’s needs and used to produce reports of items which need repaired, Pat tests which need done, when an item was last painted, when the risk assessment is due etc. etc. etc. Even photographs, user manuals and risk assessments can be stored. Additional reminders can be set that a risk assessment/pat test/maintenance check is due. Reminders and issues found with items can be sent to a designated email address. One system even allows members of the public to scan the code and report a problem directly to the Council, without being able to see any other information. The system greatly simplifies the current work being completed and also makes it easier for any member of staff to find the relevant information35 for any asset. Saving time and stress. Options: 1. itemit This is the system that should Council want it, can be used by members of the public to report a problem with a Council asset. By limiting the number of users, a realistic annual cost is achieved. Raising the number of users brings the costs to £1599 per year for up to 1000 assets. Council’s currently has 974 assets as listed on the asset register so realistically the 2000 assets package would need to be purchased at £1999 per annum. A quotation has also been provided for the QR tags and importing the current asset register onto the itemit system.

ACTIVITY QTY RATE AMOUNT itemit User License, for up to 2000 2 179.88 359.76 assets 2x annual user licenses Up to 2,000 assets QR Code Asset Sticker Tags - 23mm 1 199.99 199.99 square 1,000 vinyl sticker tags itemit Anodised Aluminium QR Code 1 399.99 399.99 Asset Tags 1,000 anodised aluminium QR codes itemit Import 1 299.99 299.99 import for up to 2,000 assets

SUBTOTAL 1,259.73 VAT TOTAL 251.95 TOTAL GBP 1,511.68

2. Assettrac This system is amazingly flexible, however comes at a cost. The benefit being the unlimited number of assets – however this is not something that this Council actually needs. Users are still limited to a maximum of 3.

Assettrac - Indicative costs £ ex VAT Annual subscription (multi-year and monthly options available) Cloud customisable asset tracking system, annual subscription 24/7 online access, all offsite hosting, management and back up (No additional IT resources required) Android App available for each user/device. Browser app available Jan 2021 1-3 Users (Administrators or general users) per year 2200 Additional users £400, read only users £FOC Unlimited number of assets. Unlimited documentation and photos as required. Use for auditing, adding and updating in real-time onsite. Manage supplier information, PAT testing, digital inspections, training or other management tracking.

36 Ongoing Customer account and Technical Support Included Mon-Fri 8am-5pm (No ticket required)

Initial setup and tailored system work (depending on 200 complexity)

Online training session 350 (onsite available £550) TOTAL 2750 (2nd yr - annual subs only) Additional Requirements Asset tags - dependent on material and environment. x1000 QR 250 Can be barcode, QR, NFC tags

Android handheld with inbuilt laser scanner for easy scanning of mulitple items per unit 550 Incl unit set up and test with our pre-installed software ready for use

System Integration and other work 450/day Onsite concentrated asset tagging and logging service 500/day

3. Spreadsheets Council could continue as they are, they do have a comprehensive asset register, the traffic light system although frustrating in terms of finding things on the list and correlating to the item does work. However, it is only office staff who access, update etc. the spreadsheets. The new system would allow someone who is not confident on a computer to update the system as the work is completed. So, although the cost to council of spreadsheets would appear to be zero. In reality the cost of the hours spent finding the correct document, transferring hand written tick lists to new documents, uploading and saving photographs to the computer is actually rather high.

Conclusion: Limiting the number of assets and users allows the itemit system to be purchased at a reasonable annual cost. Currently the Council has just under 1000 Assets which is well within the 2000 limit for the contract. Two users allows for one office based user and one outside based user which is manageable. Procurement of the proper accounting package to replace spreadsheets significantly simplified the accounting process and the accuracy and availability of the information. It is believed that procurement of an asset tracking system will do the same for the Council assets and greatly benefit outdoor, halls and office staff.

37 itemit The easy way to track and monitor any asset.

itemit is the collaborative asset tracking solution that provides a unique digital record for each of your assets. Tag your assets with a QR code, barcode, GPS or RFID tag for instant identification. itemit includes a Desktop Web Portal, iOS and Android app.

QR code, barcode GPS and RFID tracking We have been solving the world’s most challenging asset tracking problems for over a decade and we know that different assets may need a different approach. That’s why we provide the option to use QR, barcode, GPS and RFID tags so you can find the right solution for you. Our built-in QR/barcode scanner means you won’t need to purchase any other hardware. If you need an RFID solution, we will provide you with tags, readers and bespoke advice.

Our unique approach We pride ourselves on offering the best customer service on the market. You’ll get personalised and friendly support from our dedicated team. We build long-term successful partnerships with our customers by getting to know your unique requirements like the back of our hand. This even includes making small alterations to the system to help make your lives that little bit easier. We love receiving feedback and use all requests to determine itemit’s development roadmap. Together, we’ll ensure you have the perfect solution and support you every step of the way.

Cloud-based software itemit is a cloud-based solution, which means you can access it from anywhere via the internet or via the itemit mobile app. All data is stored in Amazon Web Services. We chose Amazon due to its reliability and security. Each of your users has their own secure login to access itemit which you control and manage from the Web Portal. You can add and remove users on the fly and control each user’s permissions. iOS & Android app and desktop web portal The itemit mobile apps are available to download for free. Just search ‘itemit’ in your app store. The itemit app lets you add and interact with assets on the go. Uniquely, most features even work offline to ensure nothing gets in your way. In addition, you get the desktop web portal to oversee and monitor in real-time where your assets are and what’s happening to them. A complete history of all activity is recorded in itemit, giving you an audit trail for every asset. itemit [email protected] | +44 (0) 1223 421611 | Powered by RedBite Solutions Ltd | Cambridge | UK 38 Features itemit provides all the features you need to track and manage your assets, tools and equipment. Customisable features that tick all your boxes.

Over 2,000 app integrations itemit is integrated with Zapier which means you can hook it up to your favourite apps and automate more tasks.

itemit [email protected] | +44 (0) 1223 421611 | Powered by RedBite Solutions Ltd | Cambridge | UK 39 Pricing itemit is an annual subscription based system. We offer unlimited user packages, tiered by the number of assets you’re tracking.

Unlimited User Packages Note: if you need very few users, Up to 500 assets - £959 we can provide a per user package. Up to 1000 assets - £1599 Email [email protected] for your Up to 2000 assets - £1999 custom quote. Over 2000 assets - Custom quote

The unlimited user packages lets you add as many users as you need. You control what capabilities and permissions users have. As your usage of itemit grows, you will automatically move into the next tier, where applicable.

Asset Tags We offer vinyl stickers and anodised aluminium asset tags as standard and can source any bespoke tags you require. We offer customisations to all tag types.

Your FREE 14-day trial We believe you should be able to try out a system before you invest in it. That’s why we offer you a free 14-day trial of all itemit’s features. We’re confident once you’ve seen what’s possible with itemit, you won’t look back.

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itemit [email protected] | +44 (0) 1223 421611 | Powered by RedBite Solutions Ltd | Cambridge | UK 40 A sneak peek inside itemit

itemit [email protected] | +44 (0) 1223 421611 | Powered by RedBite Solutions Ltd | Cambridge | UK 41 Specialists in Physical Asset Management

Asset System Benefits

• One central portal to manage what is owned/managed in multiple locations by any number of people and be updated as things happen. List any criteria, values, conditions and any inspection information required. All completely tailorable to one’s own tracking requirements. Online access to your latest situation, wherever you are 24/7, via browser or app.

• Manage and assign item responsibilities, loans, returns and photos where required.

• Keep any documentation associated with assets and provide this critical information to staff in different departments, locations or as evidence of compliance.

• Hold unlimited assets and their associated information - so you don’t get pulled into higher management cost brackets.

• Hold each asset’s entire lifecycle trail, all user and date/time stamped to show all interactions and history of items.

• Provide a system for theft deterrence and proof of ownership, cost recovery and higher utilisation.

• Completely customisable to track any asset details, workflow at any point in a transaction or process.

• Track equipment and responsibility between areas and to other sites without using tick or signed paperwork.

• Carry out fast, paper-free audits or inspections of single or multiple sets of assets and update to your portal in real-time.

• Full oversight and visibility with work undertaken anywhere - updated in real-time.

• Administer yourself (with our help if needed) and restrict users as required.

• Setup alerts triggered before important dates or critical status so that action can be taken.

• Import/export details; attach critical documents to one or multiple items. Adjust alerts based on specific criteria.

• Bespoke reports created according to requirements.

• APK, Json and ODBC access to the data for any inhouse reporting engine or other system integration.

• Optional and customisable dashboard for KPIs or other important metrics.

• Create different digital workflows to track a cycle or process stages.

• Log GPS coordinates and click through to pinpoint on Google Maps

▪ App is adaptable and self- builds according to own business work processes so users can create an app specific to their data or work process review.

What our partners say:

For over 10 years we have worked closely with Assettrac to develop and refine our system so that we can confidently track and manage our cylinder fleet. Over the years we have enjoyed a close and supportive working relationship at all levels within Assettrac that has allowed us to develop the system we have today and that meets our exacting requirements.’ - Peter Williams, Managing Director, National Refrigerants

1 01273 42491267 email - [email protected] // www.assettrac.co.uk Appendix K

Officers Report AGENDA ITEM 12

Action required: To acknowledge the receipt of a Fifteen Minute Heritage Lottery Grant Background: During October the Parish Office received a telephone call from Helen, Chair of the Penrhys Pilgrimage route committee asking if we would apply for a Heritage Lottery Fifteen Minute Grant to provide information boards where the route passes through Llantrisant. Considerations: There is no financial match funding required from the Community Council, the only cost will be in terms of the RFO’s hours. There was not time to request Council permission to apply as the deadline for applications was less than 2 weeks later. With the benefit to the Community of two additional information boards and the chances of success not particularly high an application was submitted.

The Fifteen minute Heritage Fund grants are aimed at making people aware of the history within 15 minutes of where they live. The application read:

“The Penrhys Pilgrimage follows public rights of way for 21 miles from Llandaff, Cardiff to Penrhys. Llantrisant is the half-way point of the walk. We want to educate people walking through on some of the lesser known history of Llantrisant, by providing information boards at two locations on the route as it passes through our ward. This would also make the local community aware of the Penrhys Pilgrimage route. Two sites have been identified. The first is just as the route comes across the fields onto Rhiwsaeson Road. Just opposite is a listed building “Wall with bee boles at Tondrugwaer” which unless you knew to look for it, you would easily walk past. About 5 minutes further on you walk up the side of the hill where the Caerau Hill Fort, one of the largest hillforts in Glamorgan is located. Although there are numerous buildings of interest in Llantrisant Town itself, there are also several information boards already around the town, so the second location is actually in a layby half-way across Llantrisant Common. Just above the layby is a flat (and dry!) area of the common used every weekend by the local model aeroplane society. The history of the common includes a training site for the archers for the Battle of Crecy, mining, being used as a golf club and currently the rights of the Freemen of Llantrisant to graze their animals. These are the stories this board would share with those walking past. The Penrhys Pilgrimage Way have worked with Rhondda Cynon Taff Borough Council to design a board that can be adapted for each of the local communities the route passes through. Llantrisant Community Council would work with Llantrisant District History Society and Llantrisant Town Trust to ensure the historical facts on the board regarding the bee bolts, hill fort and common were correct and interesting. Once installed the boards will be visible to the local community and those who have travelled to the area to complete the Penrhys Pilgrimage Way”

Conclusion: The application was successful and a grant of £3,700 has been received.

43 www.taithpererindodpenrhys.cymru www.penrhyspilgrimageway.wales

Llwybr Pererindod Gwybodaeth Leol Man cychwyn Ffordd Pererindod Pen-rhys oedd Ar adeg y Pererindod roedd rhan o Radur yn barc ceirw. Cadeirlan Llandaf. Aeth heibio Danescourt gan Yn ail hanner y bedwaredd ganrif ar bymtheg, tyfodd ddilyn yr afon Taf cyn troi i’r gogledd-orllewin Radur o ganlyniad i dagfeydd. Yn syml, roedd gormod o trwy Bentyrch, Creigiau a’r Groesfaen. Trodd eto wagenni glo yn teithio i lawr am Dociau Caerdydd. am y gogledd wedyn am Lantrisant, Tonyrefail a Cafodd iard ei hadeiladu gan Reilffordd Cwm Taf er mwyn Threbanog cyn croesi’r mynydd a chyrraedd dal y wagenni ac ateb y broblem ond ni weithiodd hyn a Dinas Rhondda a Threalaw. Dringo wedyn cyn bu tagfeydd o hyd. Cafodd ail reilffordd ei hagor o Radur i gorffen wrth gerflun Y Forwyn Fair ym Mhen-rhys. ddociau Penarth ond unwaith eto, parhaodd y tagfeydd. Roedd Cysegr y Forwyn Fair ym Mhen-rhys yn un Erbyn 1900 roedd David Davies Llandinam, perchennog o leoliadau mwyaf sanctaidd Cymru yn yr glofa’r Ocean wedi adeiladu rheilffordd newydd ar draws Oesoedd Canol. ceunant Cwm Taf i ddociau’r Barri er mwyn lleddfu’r Ym 1538, adeg y Diwygiad Protestanaidd, aeth sefyllfa. Aeth y linell o amgylch gogledd a gorllewin Radur. Thomas Cromwell â’r cerflun i Lundain, i’w Ym 1883, cafodd gorsaf Radur ei hagor i gludo gweithwyr losgi’n gyhoeddus. Radyr information o’r pentref i ddociau Caerdydd. would be replaced by Pilgrimage Route Llantrisant. Local Information The Penrhys Pilgrimage Way started at Llandaff Part of Radyr was a deer park in the time of the pilgrimage. Cathedral. It went via Danescourt, following the Today’s Radyr grew up in the second half of the Taff towards Radyr before turning north-west 19th century, all because of congestion. There were too through Pentyrch, Creigiau, Groesfaen where it many coal wagons going down to Cardiff Docks. A turned again more northerly to head for marshalling yard in Radyr was created by the Taff Vale Llantrisant, Tonyrefail and Trebanog, then going Railway to hold coal wagons for Cardiff docks. Still over the mountain to reach Dinas Rhondda and congestion. A second line was opened from Radyr to Trealaw before making the final climb up to the Penarth docks. Still congestion. Statue of Our Lady of Penrhys in the Rhondda. By 1900 David Davies of Llandinam, owner of the Ocean It was an important medieval Marian pilgrimage, colliery, had built a new line across the Taff Valley gorge namely to a Shrine of the Virgin Mary. to Barry Docks to ease the congestion. The line went In 1538 Thomas Cromwell ordered that the round the north and west of Radyr. Statue should be taken to London. There, it was In 1883, Radyr station was opened so that docksmen in one of three Statues of Our Lady recorded as the village could travel to Cardiff docks. publicly burnt.

Mae’r mwyafrif o siopau Radur yn Station Road. Cafodd cacen Pererinion Penrhys ei chreu mewn caffi yn Heol y Parc. Dim ond yn Radur y mae Heboglys Radur, “Hieracium radyrense” yn tyfu.

Radyr’s shops are mainly in Station Road. The Penrhys Pilgrims’ cake was created at a cafe in Park Road. Radyr Hawkweed “Hieracium radyrense” only grows in Radyr. Heboglys Radur 44 Radyr Hawkweed Officers Report Appendix L AGENDA ITEM 13 Action required: To consider the way forward for refurbishing the Chair’s Chain Background: The Chair’s Chain needs 12 links engraved to bring it up to date. Previous Chairs have also highlighted that is needs put onto a new collar. The existing one is not the right shape to stay on anyone’s shoulders, it continually slips and moves. Considerations: The RFO has requested three quotations for the required work.

1. Fattorini

- hand engraving at £2.38 per character nett for chain links on velvet backings - engraving once the old backing had been removed (and before a new one is fitted) we could switch to machine engraving which would reduce the cost to 54p per character nett. - new velvet backing for a double row chain of office in either Black, Navy, Maroon or Dark Green as standard for £327.05. - We would usually recommend using a retaining chain once the chain of office is on a velvet backing. These run across the back of the neck and hold the backing in place, in lieu of the redundant shoulder pins. We could supply our standard 14 inch silver gilt retaining chains (with 15mm lever catch at either end) for £145.96 nett.

2. Shaws Engraving By machine……………£1.00 per character By hand…………………£5.00 per character

At this stage I can only give an indication of price as to the planned change of collar. Without seeing the chain in the flesh as it were (and subject to our opinion that it is indeed the best course of action), our team can remove the chain and sew to a new collar, price from £900.00 + VAT.

They raised concerns that the collar is of an unusual shape. If the collar is the wrong shape, then that will explain why the chain slips off the shoulders. To put on a correctly shaped collar the chain may, or may not, need alteration to fit.

It is a double chain, and will be quite heavy. The collar should have shoulder pins to keep the collar in position regardless.

A changed shaped collar may mean the case needs changing to fit. A case will be in the region of £1,300.00 + VAT but this indicative price is, again, subject to the actual works completed to the chain.

Ultimately it may be a simpler issue to resolve, but we need to see it to be able to give a detailed formal quote for our suggested works.

3. Vaughton Standard Machine engraving £0.36 per character

We can alter the shape for your velvet collar which will help it to sit better, pins can also be attached to the reverse of the velvet if required45 to allow it to be attached to clothing if necessary. Please see prices below: Velvet collar for double chain including pins. £300.98 All prices exclude Vat and carriage costs.

Members need to decide whether they wish the full name to be engraved of just the initial and surname. The older links just have initials more recently the full name has been engraved. Only one year (4 characters) rather than the 2020-2021 has ever been put on the link.

2020 David Nicholas 2019 Stephen Powell 2018 Allan Matheson 2017 David Nicholas 2016 Julie Barton 2015 Allan Matheson 2014 Veronica Nicholas 2013 Julie Barton 2012 Allan Matheson 2011 David Nicholas 199 characters @ £2.38 each = £473.62 2010 Ceri Harris 199 characters @ 54p each = £107.46 2009 Bronwen Bundy 199 Characters @ 36p each = £71.64

Or

2020 D Nicholas 2019 S Powell 2018 A Matheson 2017 D Nicholas 2016 J Barton 2015 A Matheson 2014 V Nicholas 2013 J Barton 2012 A Matheson 2011 D Nicholas 145 characters @ £2.38 = £345.10 2010 C Harris 145 characters @ 54p each = £78.30 2009 B Bundy 145 characters @ 36p each = £52.20

Conclusion: The Chain is only used on public occasions when often photographs are taken. It is important the Chair looks professional in these photographs and a wonky chain is not considered professional. These quotations are not cheap, however it is a specialist service and an unique asset. The RFO would recommend the chain be sent to Vaughton’s and the full name of Councillors is engraved on each link. Carriage which is not included in any of the quotes must also be paid.

46 Appendix M AGENDA ITEM 14 To receive the Clerks report on actions required to staff the outside work role. Action Required: To confirm the actions required to staff the outside work role. Background At its November meeting the Council accepted the Operative’s letter of resignation at the end of March 2021.

The Operative is using his annual holiday entitlement to work short weeks during January and February and is taking the remainder to have all of the month of March off.

In order to ensure the Council can continue to carry out its functions the Clerk has reviewed post and asks Members to consider the proposals in this report. They have been designed to ensure the Council’s operational requirements are met today and beyond.

Working through a global health crisis has been very challenging and experience has shown that planning can be severely disrupted at very short notice. Preparation and flexibility have been key in organising Council business through this pandemic. This must be considered when recruiting staff and if these proposals are agreed at the December meeting then a schedule with additional time, as shown below, should be achievable.

Advertise – December (once RCTCBC have evaluate and pay scales calculated) to mid January, depending on the response this date could be extended if required.

Interview – end of January, where possible this must be done virtually but face to face following Regulations and Guidance when a candidate is unable to access or use technology.

Appointment – as soon as possible after selection, the requirement for a new member of staff to work a notice period should also be considered in this schedule.

This proposed timescale should place the Council in the best possible position ready for Spring, especially should the lead up be mild as was this year where vegetation leapt into action in early March.

Considerations: 1. Job Title, hours and role. It is proposed to rename the Operative post to Outdoor Asset Caretaker.

Using ‘Outdoor’ at the beginning of the job title reflects the nature of the work and the expectations of this Council. The work schedule needs to operate through all seasons and weather conditions. Suitable work clothing is provided by Council and it has invested in an industrial clothes drying cabinet.

Moving forward in this role greater emphasis will be on planning work schedules according to the seasons and weather forecast. To support this planning it is also proposed the post remains full time and the hours worked are annualised. The role would have reduced working hours during the winter months and increased hours during the summer months. Summer months at 40 hours per week could including one day on the weekend, Sunday would be preferred so that the floral displays can be well maintained when there is a reduced footfall on the high street

47 Weeks Months Hours

1-7 Jan – Feb 30

8-14 March 35

15-43 April – Oct 40

44-49 Oct – Dec 35

50-52 Dec 30

1,925 (1,924) Placing Asset Caretaker in this job title helps to describe the essence of the role, that is to take care of the Council’s tangible assets.

The Clerk has researched various Job Descriptions of similar roles in other Town and Community Councils and RCTCBC. Using these, together with the Operatives current role, an updated Job Description has been drafted. The alterations reflect some changes since the last review undertaken in 2014. A proposed Job Description is shown in Appendix A

This proposed Job Description may prove to be too much work for one person. In previous years the Council employs a Summer Labourer to help with such a heavy workload. For this first year the Clerk recommend that some elements could be contracted out as Open Spaces and Footpath Maintenance has been this financial year and Watering in previous years. Once the appointment has been made this could be evaluated depending on what skill set the new person brings to the role. There are tasks in this role that require two people, the Clerk has addressed this matter further along in this report.

2. Asset Supervisor Whilst the Council is reviewing the Operative post the Clerk would like to take this opportunity to propose a change to the role of the current Halls Caretaker and further enhance the Council’s operations.

The proposal is to broaden the role of Halls Caretaker to include all Council Assets. Using effective practices developed since this new post was created in 2018 we have seen our halls being transformed into valued and fit for purpose community resources. A wide range of organisations now use the halls to provide learning, sporting, leisure and well-being actives for all age groups from the very young through to our older local community members. Much of this has been achieved through organised schedules of work. Effective work schedules and routine maintenance ensure staff are productive and allows for the prioritisation of tasks. They also make the unexpected occurrences more manageable. The Halls Caretaker has established robust work schedules and these can be adapted to cover all of the Council’s assets. During the lockdown period in the Covid19 pandemic and the enforced closure of the halls our Caretaker was redeployed to maintain the Council’s outside assets. He demonstrated a sound approach to planning the work according to the traffic light system and carried out the tasks to a high standard. The Caretaker showed good attention to detail and was willing to respond to emergencies and urgent matters outside of normal working hours. Jason was able to apply practical solutions for the maintenance and repairs of our assets. Using his skills, knowledge and experience to broaden his role to include all Council assets would further improve the business operation. The job title Asset Supervisor would best describe this role and it would involve a hands on approach to the many practical elements of maintaining the Council’s assets.

A proposed Job Description is shown in appendix B.

48 It is proposed to increase the hours for the Asset Supervisor from 25 to 30 per week to reflect the increase in workload. As raised earlier in this report the role of Outdoor Asset Caretaker will require assistance to complete some tasks. Previously this was fulfilled by a Summer Labourer. This year the Halls Caretaker was redeployed to asset maintenance and assisted the Operative. Indeed this arrangement has continued despite the Halls Caretaker resuming his role. At the end of November both delivered 8ft Christmas trees to our eight local schools, the Halls Caretaker is always willing to assist any member of our small team. The Clerk has written assisting the Outside Asset Caretaker role in the Asset Supervisor job description*.

3. The Halls Caretaker It is also proposed to extend the cleaning post at Llys y Cwm and to create additional temporary cleaning post at Caerlan and Parish Office to cover some element of the Halls Caretakers role. The Job Descriptions for these two new posts are scaled back versions of the current role and the pay scale reflects this. The hours are best estimated at 10 for Llys y Cwm and 10 at Caerlan and Parish Office bearing in mind that extra cleaning regimes due to the Covid19 pandemic are likely to be required for 2021. These will need to be reviewed as we emerge from the health crisis and restrictions are lifted and the hours of work required can be properly calculated. Having two cleaning posts, one in each hall, are proposed to facilitate some degree of flexibility for cover during periods of holiday and sickness absence. The alternative could be to create one post and use agency to cover during times of absence. This second option does have its drawbacks as both halls require cleaning in the morning before service users arrive and in the evening after service users have finished their activity. Previous experience of agency workers proved unreliable as different cleaners where sent each time.

The proposed Job Description is shown in appendix C.

4. Financial analysis for creating four new posts Following members approval, all of the Job Descriptions will been sent to RCTCBC to be evaluated and any recommendations made will be considered: - Until the full evaluation is received the estimated employment costs for the Asset Supervisor and 3 caretaker positions are:

New Posts Estimated Hours Annual Cost to SCP Council Gross Pay

Asset Supervisor scp8 30 hours £16,615 Outdoor Asset Caretaker scp6 37 hours £19,698 Halls Caretaker scp1 10 hours £4,820 Halls Caretaker scp1 10 hours £4,820 TOTAL COSTS £45,954

Annual Cost to Existing Posts SCP Hours Council Gross Pay Halls Caretaker scp6 25 hours £13,309 Council Operative scp6 37 hours £19,698 Summer Labourer scp4 32 hours £7,968 TOTAL COSTS £40,975

ALL JOB DESCRIPTIONS

49 Appendix A

Outdoor Assets Caretaker (OAC)

JOB PURPOSE:

Overview The primary function of this role will be to ensure that all Council’s assets, open spaces, buildings, property and rights of way are well maintained, safe and fit for purpose.

Attributes/Experience Working as part of a small team you will need to be able to work independently.

The job is physically demanding and some aspects of the job involves manual handling, working at height and operating machinery. This role will involves working outdoors in all weather conditions. The post holder must hold a full current U.K. driving licence

Activities of the post will include; Street Furniture – including benches, bus shelters, gates, fences, litter and dog bins, dog bag bins, defibrillators, planters, road signs and noticeboards. Checking and reporting damage and/or faults. Cleaning and maintaining. Planning and carrying out repairs. Emptying bins. Clearing area of litter and encroaching vegetation. Removing graffiti. Preparing sites for new installations including removing redundant fittings. Keeping the noticeboards updated and relevant.

Council premises Checking and reporting damage and/or faults. Carrying out general maintenance and repairs. Covering for the Halls Caretakers in times of absence.

Horticultural? Checking and reporting damage and/or faults

Wayside trees; lopping and pruning.

Hanging baskets Preparation; cleaning, replacing matting and wicks, installing, collecting planted liners and baskets from nursery. Maintenance; planting, watering, weeding, feeding. End of season; removing liners and baskets, disposing of contents, cleaning, storing and returning liners and baskets to nursery.

Planters Preparation; cleaning. Maintenance; planting watering, weeding, feeding. End of season; disposing of contents, cleaning, covering and securing with weed control matting.

Open Space Areas; Hunters Gate, Mount Pleasant, Codgers Corner, adj. Cherry Cottage and the Heather Garden

50 Cutting grass, lopping and pruning trees and bushes. Weeding and planting. Maintaining and repairing fences and walls. Litter picking. Removing graffiti. Emptying bins. Public Rights of Way: Maintaining a clear passage for people accessing the right of way. Clearing vegetation. Drainage maintenance. Maintaining and repairing paths, stiles, kissing gates, bridges and steps.

Christmas Trees Preparing, installing, decorating, removing, storing.

Events Assisting the Council in the preparation and delivery of safe events for its local residents and businesses.

Communication Delivering documents to the home addresses of the Council Members.

Vehicle, Work Area, Plant, Tools, Equipment and PPE

Checking and reporting damage and/or faults. Keeping all clean and maintained for the purpose of the job, ensuring good housekeeping and security of all such stocks. Following the manufacture’s guidance and instructions and using only as intended and for designated Council work. Working with the RFO and AS to ensure work schedules are organised to safeguard safe working practice. HaAV’s. Maintaining First Aid supplies in the work-area and vehicle. Ensuring compliance with all Personal Protective Equipment.

To undertake training and gain certification in respect of your duties in accordance.

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

51 Appendix B

Asset Supervisor

Overview

The role will primarily be to develop and oversee agreed systems put in place that will inform the Council’s Risk Assessments and provided documented evidence of how the Council manages its assets. The systems will include planning schedules which will include not only your own, workload but also the workloads of the Outdoor Asset Caretaker and Halls Cleaning staff. The role will involve recording systematic checks for all assets. In liaison with the Clerk and Responsible Finance Officer, where further remedial work is identified this will be prioritised and planned accordingly. Ensure that all Council’s assets, open spaces, buildings, property and rights of way are managed, well maintained, safe and fit for purpose.

Attributes/Experience The workload is varied and interesting and will involve a lot of outdoor activity. The role requires attention to detail and the ability to work under pressure. The requirement to respond to emergencies and urgent matters will require a degree of flexibility in the working hours including some evening and weekend work. The role requires a wide range of skills and experience to identify and plan practical solutions for maintenance, service and repairs across all areas of the Council’s assets. The post holder must hold a full current U.K. driving licence.

Activities of the post will include; To comply with the requirements of Health and Safety, other relevant legislation and Council policies risk assessments and method statements. Ensure that all Council’s assets, open spaces, buildings, property and rights of way are managed, well maintained, safe and fit for purpose. Monitor schedules of all the Council’s assets and report these findings to the Clerk and Responsible Finance Officer. These will help to inform the RFO’s reports on Asset Maintenance and Health and Safety. Assistance in the Clerk and RFO in obtaining goods and services when maintenance, service and repairs are identified. Create and oversee work schedules for you and the staff associated with Asset Maintenance and ensuring they are clear about expected standards of performance. Assist the Clerk in monitor the performance, development and appraisals for those staff working to these schedules. To work with Outdoor Asset Caretaker on tasks requiring two people*. To schedule, carry out and record the periodical checking and testing of all systems, tools and appliances including building alarms, smoke alarms, emergency lighting systems, defibrillators and PAT in accordance with legislation. To arrange the routine servicing of the Council’s assets including the alarm systems, boilers, van, fire equipment. To monitor stocks of cleaning supplies and other consumables including First Aid supplies and submit requests to replenish stock in good time to the RFO. To set/adjust heating and lighting timer controls/systems to reflect seasonal and individual usage requirements. To take and record on a regular basis meter readings for Council’s utilities.

52 To monitor performance of any Council contractor carrying out works on or to the Council’s facilities and report all matters of concern to the Clerk at the earliest possible opportunity. To be the primary on-site contact for all enquiries. To act as the primary contact for out-of-hours maintenance calls. These hours will be recompensed by means of either time off in lieu or overtime payment at the contracted hourly rate as determined by Clerk. To cover for the Caretakers and/ OAC in times of absence and to carry out such other maintenance and responsibilities in respect of the general efficiency and cleanliness of the Council halls, land and assets; which may from time to time be determined by the Clerk.

53 Appendix C

Cleaners for Halls and Parish Office

Overview To provide effective, efficient, responsive and high quality facility cleaning service.

Attributes/Experience Working as part of a small team you will need to be able to work independently. Previous experience in a cleaning environment. Being committed and reliable. Uses their initiative and can work without close supervision. Goes the ‘extra mile’ to get work finished to a high standard.

Activities of the post will include; Cleaning designated areas to an approved standard. Monitoring facilities and report any incidents i.e. repairs needed to vacuum cleaner. Ensuring the Health and Safety Procedures are followed. To undertake such other duties and responsibilities commensurate with the grade, as may be reasonably required by the Clerk, or as a mutually agreed development opportunity. Keeping the equipment in good order ensuring that it is well maintained. Covering for the other Halls Caretaker in times of absence.

54 Officers Report APPENDIX N

AGENDA ITEM 15:

Action required: It is recommended that the Council delegates powers to the Staffing Committee in order to decide how best to manage the office during the RFO’s sickness absence.

Background: The RFO must have a hip replacement operation. Currently those due to attend hospital for an operation under general anaesthetic are required to isolate for 14 days prior to the procedure. Dependent on the individual, before return to an office- based job is recommended the recovery time following a hip replacement is between 6 and 12 weeks,. It is hoped that the operation will take place at the end of January, the date will be confirmed early December.

The office is as busy as ever operating through this global health crisis. Business is far from normal, new Coronavirus legislations and guidance from National and Welsh Governments come into force at an unprecedented pace. Reacting to comply to keep both staff and our community safe has been and continues to be challenging. The office has had to adapt quicky and learn new skills and knowledge to keep business operating through this pandemic. Work is further hampered as so many people are displaced as they too must adapt their practices. The new norm of working from home, complying with self isolation regulations, redeployment and changes to operational hours has slowed down our progress in the office.

Considerations: The RFO works 30 hours per week.

There are several ways the Council could consider mitigate the loss of these hours during the RFO’s sickness absence.

Temporary Cover

One Voice Wales and SLCC could be approached to assist the Council in sourcing suitable cover to take on some aspects of the financial workload.

Clerk

The Clerk is contracted to work 22 hours per week.

Should the Clerk be required to work additional hours during the RFO’s sickness absence the Council’s Annual and Flexi Leave policy stipulates up to one week of working hours can be accumulated and a settlement period of three months. Additional hours worked beyond this policy would have to be paid in accordance to the Clerks contract.

55 Annual Leave The Clerk has 25 days annual leave remaining for 2020/21. Annual Leave at Llantrisant Community Council is calculated from the 1 April to the 31 March each year. In order to avoid the Clerk taking holidays during the RFO’s planned sickness absence in the new year the Council should note that under new emergency legislation, The Working Time (Coronavirus) (Amendment) Regulations 2020, passed by Government the rules have been changed to enable workers to carry holidays forward during the coronavirus pandemic. The guidance outlines how holiday entitlement and pay could be operated during the coronavirus pandemic, allowing employees to carry over up to an additional four weeks' paid holiday into their next two holiday leave years. https://www.gov.uk/guidance/holiday-entitlement-and-pay-during-coronavirus-covid- 19

Office opening hours

At present the office is open five days a week from Monday to Friday, 9.30am until 1.30pm.

When the Governments lockdown restrictions ended the Council fulfilled its legal obligation and put in place a risk assessment to protect its employees and others from harm. In the Council’s Risk Assessment the hazards and risk factors were analysed and in order to keep the office open to the public the action to eliminate the hazard could not be applied. To control the risk the action agreed was to increase circulation of outdoor air by opening window and doors in line with Government Guidance.

The Clerk asks the Council to now review this control as winter temperatures make the office a very cold work environment despite the heating being on. Driving rain is also problematic with the windows open. Furthermore, at times, the street noise levels makes it difficult to conduct face to face and telephone conversations. Members visiting the office have commented on how difficult it is to hold a conversation due to the noise levels outside and how uncomfortably cold the office is.

The Council may wish to consider, during the winter months, to continue to offer a service to the public by requesting all visits be pre-arranged. Should this be agreed the office windows could be closed whilst staff are working and need only to be opened when a visit takes place.

Introducing a pre-arranged visiting system for the office would reduce the risk of staff being infected in the workplace during the winter months and whilst the Council has a member of staff on sickness absence. It would also help manage the expectations of our community as it provides a manageable way forward should any member of staff need to self isolate or become ill. Failing this then arrangements to communicate the office closure due to an unexpected illness should be agreed.

56 This arrangement could further benefit the management of staff working hours during the RFO’s sickness absence by reducing the impromptu visits and enabling staff to manage workloads around pre-arranged visits.

Conclusion The RFO has an appointment booked with the consultant on the 7th of December. The RFO will have more information about the operation from this appointment. Ordinarily the Clerk and RFO cover each others roles during holidays however given the period of sickness absence which may be required and the challenging working environment under Covid19 office staff are raising concerns about the workload with the Council. The office recommends all three of the above considerations are utilised but to what degree can only be determined when more information is known after the appointment with the consultant. It is recommended that Council delegate powers to the Staffing Committee to move progress on these matters before the next Council meeting scheduled for 12th January 2021 by which time the RFO’s sickness absence may have already begun.

57