Pembrey and Burry Port Town Council Monthly Meeting Wednesday 20 th January 2016
Councillor Mrs Jean Hire (Mayor) Councillors Geraint Davies, Malcolm Davies, Ken Edwards, John James, Robert John, John Hedley Jones, Mrs Shirley Matthews, Mrs Susan Northam, David Owens, Andrew Phillips, Michael Theodoulou, Mrs Moira Thomas, Mrs Mary Wenman and Hefin Williams County Councillor Hugh Shepardson
In attendance: Melanie Carroll-Cliffe (Town Clerk) and Alan Howells (RFO)
(Former OAP Hall 7.00pm – 8.20pm)
142. Opening Prayer
The opening prayer was given by the Mayor, Cllr Mrs Jean Hire.
143. Personal Matters
Apologies were received from Cllrs Stephen James and Mrs Pat Jones.
144. To receive Members’ Declarations of Interest in respect of the business to be transacted
Members confirmed their usual declarations of interest. No new declarations were made.
145. Police Business
Sergeant Ian Francis and PCSO Trudi Scandone were in attendance. PCSO Scandone presented a brief police report.
Cllr John James welcomed Sergeant Francis back to Burry Port Police Station and enquired if he would remain being based here. Sergeant Francis advised that he has 15 months left to serve, which he hopes to do in Burry Port, although he is unable to confirm this. Following a query raised, Sergeant Francis indicated that there was no link between the five incidents of criminal damage referred to in the report.
146. To confirm the minutes of the meeting held on 16th December 2015
Cllr Ken Edwards requested that in relation to item number 129 on page 91 (to further consider issues relating to Burry Port Police Station), it be added to the minutes that it was agreed that the Commissioner again be urged to provide a response to the Town Council’s proposal, in addition to the request to attend a special meeting. This amendment was approved.
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147. Information from the aforesaid minutes
P90 (129) Information from the aforesaid minutes – Copperworks Group Social Enterprise Project
Cllr Michael Theodoulou referred to an article printed that day in the Llanelli Star, setting out that the Copperworks Group Social Enterprise Project intended approaching the Leader of the County Council to seek support. He indicated that he did not think it would be appropriate for the Town Council to respond to this via the newspaper.
P91 (129) Information from the aforesaid minutes – Friends of Burry Port Harbour Group
Cllr Michael Theodoulou advised that an important meeting had been arranged for 1 st February, with senior officers from the County Council attending. The intention is to work on a joint plan for the harbour.
P91 (129) Information from the aforesaid minutes – to further consider issues relating to Burry Port Police Station
The Clerk referred to the fact that a meeting had now been arranged with the Police and Crime Commissioner for Tuesday 2 nd February 2016 at 9.30am. In relation to this matter, it was also proposed and APPROVED that the Clerk should again write to the Police and Crime Commissioner’s office to insist on a response to the Town Council’s proposal prior to the meeting taking place.
P92 (131) Report of the Regeneration and Leisure Committee – matters arising – consideration of the Committee structure
Cllr David Owens commented on how the various committees had acted in a cooperative manner in considering the 2016/17 budget and that the process had worked well.
P98 (138) Potential for transfer of parks and plays areas in Pembrey and Burry Port
Cllr Michael Theodoulou referred to a meeting which had taken place with three officers from Carmarthenshire County Council the previous day. He reported that it was evident from this meeting that there was a degree of flexibility with the County Council which placed the Town Council in a better position to consider potential transfers. Cllr Ken Edwards thanked Cllr John Hedley Jones for the detailed work undertaken by him in advance of this meeting. Members were advised that the Facilities Management Committee would shortly be organising a group visit to the sites of the various parks and play areas and all members of the Council were welcome to attend. Members were also advised that it was intended that a meeting be arranged with the various local sporting organisations.
148. Technical Services Report
In the absence of the Technical Services Officer, the Clerk invited Cllr John Hedley Jones to take members through the report which he had prepared, as set out below:
1. Central Heating Boiler at Pembrey Memorial Hall. Two weeks before Christmas there was a problem with the flue to the boiler. The contractor whom the Council use was contacted and gave an estimate for the repair work. In the absence of the TSO, Cllr
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Theodoulou as chair of Facilities asked for further quotations to be obtained. Following receipt of two further estimates, the work was allocated to Lorne Stewart, a company who undertake works for the County Council. All the parts required are available, and all that is required is for the scaffolding company engaged by Lorne Stewart to erect the scaffolding, and the works can proceed. It is hoped at this stage the works will be complete by the time of this meeting.
2. Christmas Lights. There have been several problems with the lights this year. This was due, in part, to the heavy winds and rain over the period that the lights were up. This caused a section of lights from Stepney road along Station road to the junction with Elkington road to be extinguished for much of the period. There were some other issues which are being dealt with at present.
3. The weather over the last month has also caused problems with water ingress to several areas of our buildings. Buckets were used to collect water dripping from the ceiling to the Cylch at the Institute and also into the main hall at Pembrey. In Pembrey, a roofing contractor has examined the problem and has quoted for the required roof repair. We are presently in the process of obtaining further quotations. The problem at the institute was caused by an exceptional amount of standing water on the flat roof. The level has now fallen to below the point where it had overcome the lead flashing to the Cylch roof.
4. Asset Transfer. The Town Council received a list from Carmarthenshire County Council of assets which they wish to transfer ownership from the County Council to other Town or Community Councils; or indeed any other interested groups. The areas included parks, playgrounds, and areas of open grassland. This item was delegated to the Facilities Management Committee. A full report is being prepared for that committee and it should be available for them prior to a meeting which has been arranged with Jonathan Fearn of Carmarthenshire County Council for 19 th January, the day before full Council Meeting. A verbal update may be given at Full Council.
5. Copperworks School – Planning Application. The Clerk together with Cllr John Jones (covering for the TSO) and our agent Mr. David Darkin met with the Planning officer Mr. Robert Davies on Wednesday 13 th January to discuss issues with the application.
6. Burry Port Cemetery. There were three Burials at the cemetery in the month of December, and two headstones were erected. The Council staff, last month, have continued to construct a new surface water drain through the lower area of the burial ground, north of the workshop. There is now a considerable flow of water from this drain, which is evidence of its effectiveness. The water has been piped to the existing surface run-off concrete gutter which flows down the side of the road on the eastern side of the cemetery. This drain is some 10 to 12 inches (300mm) below the road level. In order to prevent any damage to any vehicle which may inadvertently wander too close to the drain and the wheels fall into the void, the drain has been covered using scaffolding planks cut to size and wedged in firmly. At some time, the Council will need to consider replacing the wood cover with a purpose made steel meshing bolted onto the concrete gutter.
In relation to number 5, Cllr Michael Theodoulou referred to the discussion with Mr Jonathan Fearn of Carmarthenshire County Council at the meeting the previous day, which may be of benefit in relation to the planning application.
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Cllr David Owens referred to the fact that the Christmas lights were still switched on outside the Cornish Public House (item number 2). Also, the lighting is still in position on Station Road outside the Co-op. Lastly, the Christmas tree had not been removed in Pembrey.
These issues will be looked into and attended to.
Cllr John Hedley Jones was thanked for the comprehensive report.
149. Report of the Responsible Finance Officer (RFO)
The report, as set out below had been circulated to members in advance of the meeting.
1. Bank
The following cash balances are held with Balance at Unpresented Council Lloyds at 30th November 2015 :- bank cheques cash book balance £ £ £
Business Instant Access account 211,395.28 211,395.28 Community Account 44,174.75 28,877.29 15,297.46 Imprest account 15,901.53 15,217.33 684.20 £271,471.56 £44,094.62 £227,376.94
2. Schedule of accounts paid
The following accounts have been paid from 1st to 30th November 2015:
Cost ex Supplier Details Ref Vat VAT Total £ cost CCC Waste Bags 3 157.30 31.46 188.76 British Gas - Electricity Pembrey Memorial Hall - Electricity 1 4.82 0.24 5.06 British Gas Burry Port Memorial Hall - Gas 1 276.93 55.38 332.31 British Gas - Electricity Copperworks - electricity 1 19.31 0.96 20.27 British Gas - Electricity Institute - Electricity 1 268.86 53.77 322.63 British Gas - Electricity Pembrey School - Electricity 1 86.49 4.32 90.81 British Gas - Electricity BP Memorial Hall - Electricity 1 318.64 63.72 382.36 British Gas - Electricity Cemetery - Electricity 4 68.39 3.41 71.80 British Gas - Electricity OAP building - Electricity 1 43.67 2.18 45.85 Xerox Admin -photocopier costs 3 143.09 28.62 171.71 SLCC Training - CilCA Course 3 250.00 50.00 300.00 BT Admin - telephone 3 300.19 60.04 360.23 Institute maintenance - Additional Dyfed Alarms fire alarms 1 240.00 48.00 288.00 Dyfed Alarms Institute Intruder alarm maintenance 1 245.00 49.00 294.00 Consortium Hall - Cleaning materials 1 23.28 4.66 27.94 Darkin Architects Copperworks - development 1 533.50 533.50
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DD Plumbers Ltd BP Memorial Hall - Maintenance 1 130.00 26.00 156.00 Tradepoint OAP building - Maintenance 1 24.94 4.99 29.93 Tradepoint OAP building - Maintenance 1 47.41 9.48 56.89 Mike Clarke Printing Admin - stationery 1 38.00 7.60 45.60 BP Memorial Hall - CCTV Action Surveillance Maintenance 1 335.00 67.00 402.00 BP Memorial Hall - CCTV Action Surveillance Maintenance 1 209.50 41.90 251.40 Greenwell Power Tools Cemetery - repairs 4 15.64 3.12 18.76 Magnum Sound BP Memorial Hall - Maintenance 1 175.00 35.00 210.00 KSC Carpets Special projects - OAP Hall flooring 1 3833.33 766.67 4600.00 Parker Plant Hire Hall - storage 1 61.60 12.32 73.92 Parker Plant Hire Hall - storage 1 61.60 12.32 73.92 Biffa Hall - Refuse 1 119.00 23.80 142.80 Biffa Cemetery - Refuse 4 142.45 28.49 170.94 Plusnet Admin 3 15.00 3.00 18.00 BT Admin - telephone 3 153.93 30.79 184.72 Darkins Architects Copperworks - development 1 1488.00 1488.00 Pembrey Memorial Hall - IWEC Maintenance 1 104.50 20.90 125.40 DD Plumbing BP Memorial Hall - Maintenance 1 50.00 10.00 60.00 Pembrey Memorial Hall - DD Plumbing Maintenance 1 50.00 10.00 60.00 Travis Perkins Xmas Lights 9 15.04 3.01 18.05 PRS Limited Admin - PRS Licence 3 149.60 29.92 179.52 Chivers Corner Garage Cemetery - vehicle costs 4 216.56 43.30 259.86 BT Admin - telephone 3 20.00 4.00 24.00 G. Hopkins BP Memorial Hall - Maintenance 1 118.00 118.00 Powercut Cemetery - Equipment maintenance 4 656.76 131.35 788.11 Powercut Cemetery - Equipment 4 20.00 4.00 24.00 Powercut Cemetery - Equipment 4 152.67 30.54 183.21 BP Memorial Hall - Cleaning Toppers materials 1 72.84 14.57 87.41 Tradepoint Cemetery - Equipment 4 60.23 4.00 64.23 Tradepoint OAP Hall - Maintenance 1 32.00 6.40 38.40 Tradepoint OAP Hall - Maintenance 1 13.67 2.73 16.40 Mike Clarke Printing Admin - compliment slips 3 45.60 45.60 CCC Pension Deficit (Oct Pension Deficit (October & + Nov) November) 3 416.00 416.00 Plusnet Admin 3 17.00 3.40 20.40
12040.34 1846.36 13886.70
3. Petty Cash
Payments made from 1st to 30th November 2015
Currys - printer cartridges 3 47.98 47.98
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Postage 3 1.19 1.19 Burry Store - cleaning materials 1 6.18 6.18 Llanelli Star 3 0.75 0.75 Hospitality - Wales in Bloom event 9 24.50 24.50 Car Parking - Well-being event 3 3.00 3.00 Post Office 1st + 2nd Class Stamps 3 124.60 124.60 Chris Murray Phone 3 10.00 10.00 Morrisons 3 13.00 13.00
Total payments made from petty cash £231.20 £0.00 £231.20
The RFO highlighted that the total for the bank balances presently includes a sum of just over £27,000, being part of the Heritage Lottery Grant which the Town Council is administering on behalf of the Heritage Group.
In relation to items of expenditure, the RFO highlighted one item of expenditure, namely a payment to KSC Carpets for new flooring in the former OAP Hall.
4. Budget Monitoring Report
The Budget monitoring report for the period 1st April to 30th November 2015 has been circulated to Members.
The RFO advised that income and expenditure should be around 67% at this point in the financial year. He confirmed that there had been little change from the previous month. In light of this, members did not require the RFO to go through the budget monitoring report in detail. The RFO highlighted that net expenditure is 62% and therefore within budget for year to date. The RFO also confirmed that the SLA in relation to Pembrey Memorial Hall had been received earlier in the week.
150. Consideration/approval of the 2016/17 budget
The RFO outlined the work undertaken in relation to the budget setting process, with there being consultation with the various committees, with subsequent feedback to the Finance Committee.
The RFO referred members to the draft budget summary which had been circulated. This sets out a proposed operational budget for 2016/17 of £315,834, whereas the current budget is £308,530. In order to accommodate the increased budget, the Finance Committee was recommending an increase in the precept but also that a sum of £4,000 be taken out of reserves. The RFO advised that as it appears that there will be an underspend this year, there will be money available to transfer into reserves at the end of this financial year. Members were advised that the recommendation from the Finance Committee was for an increase in the precept of £4.70 for a Band D property, thus increasing it from £94 to £98.70, which equates to an increase of 9 pence per week.
There was some discussion in relation to the potential for the Town Council to take on assets from Carmarthenshire County Council in the coming months, to safeguard them for the community. If such assets are acquired, then there would be a financial package from the
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County Council to cover expenditure for a two year period. It was therefore suggested that it may be worthwhile considering more of an increase in the precept this year, so as to prepare for the future, as opposed to a possible significant increase after a two year period. There was particular discussion in relation to the potential for taking over Burry Port Memorial Park and the level of cost in doing so, based upon the County Council’s figures.
It was discussed that there are a number of uncertainties at present. It is not known how many, if any, of the parks and play areas that the Town Council will take on, especially as there are other organisations involved, such as the Bowls Club and Rugby Club with the Memorial Park. Also, it may be possible to utilise our staff differently and thus reduce the costs from those provided by the County Council. Additionally, the Town Council is presently in discussion with other local Councils and therefore, this could result in economies of scale.
A suggestion was made that the Facilities Management Committee could consider the information from the County Council at its meeting the following day. It could then make a recommendation to the next Town Council meeting for the level of increase required to build up a necessary fund, in light of the potential asset transfers.
However, at the conclusion of the discussions, it was proposed and RESOLVED that the Town Council accepts the draft budget, as prepared, for the 2016/17 financial year and that the Facilities Management Committee considers the situation in order to make a recommendation for the following year’s budget.
151. To consider the report of the Finance Committee meeting held on Monday 14 th December 2015
It was RESOLVED that the minutes of the Finance Committee meeting held on the 14 th December be signed and accepted as a true record.
Matters arising from the minutes
P1 (5) Outstanding invoices
Cllr David Owens referred to the fact that the Cylch Meithrin in Pembrey would be finishing the following week. As a result, the children attending under the Flying Start initiative will be accommodated at Serendipity Nursery until the provision goes out to tender again in September. Cllr David Owens indicated that in light of this situation, it seemed unlikely that the Town Council would recover outstanding rental payments. This issue will be considered once more by the Finance Committee.
Cllr Michael Theodoulou referred to it having come to his attention that organisations are being sent more than one quarter’s invoice at a time, which can then result in them being chased for two or three quarters’ rent. He therefore requested that the Finance Committee looks into this issue, to include the system of credit control.
152. To consider any planning applications
Application Name and Address of Description of Application No. Applicant
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S/33122 Anthony Williams Rear double storey extension and a detached Glan yr Afon timber garage Dandorlan, Burry Port
Cllr John Hedley Jones advised members that there appeared to be no issue in relation to the above application and therefore members were happy to recommend approval.
However, Cllr John Hedley Jones also referred to notification of an additional planning application having been received earlier that day. This relates to a property at Parc y Minos Street and seeks consent to build another dwelling in the garden. Due to the lack of information and lack of time, Cllr John James indicated that he could speak on behalf of the Council to the County Council’s Planning Committee to request a deferral.
153. To consider any County Councillors’ reports
County Councillor Hugh Shepardson advised that £250,000 has been included in the County Council’s budget for the Country Park. This is to fund improvements to the caravan and camping site, to include additional electric hook ups, together with the upgrading of woodland walks, new activities such as volleyball, ride on tractors and a nine hole crazy golf course, as well as improvements to the entrance.
County Councillor John James referred to the allocated budget of £400,000 for the dredging of Burry Port Harbour. He also advised that in relation to Ty Mair Family Centre, an extension has now been given until 31 st March 2016 for the organisation to vacate its current premises. It may be possible for this to be extended a little longer and then for the organisation to move to Glan y Mor school. County Councillor John James advised members that a talk is being given on the new school for Ysgol Parc Y Tywyn on 2 nd February. Lastly, he advised that he was due to speak with an Executive Board member the following day in relation to a potential depot for sand bags, as referred to in his report at last month’s meeting.
154. To consider the Mayor’s report
The Mayor advised members that she had attended a meeting the previous week with the charity Mencap and would shortly be attending their charity dinner. She had also attended the annual meeting of the Royal British Legion at the local branch on Saturday 16 th January, which had been interesting.
155. To consider Communications received
1. Letter dated 23 rd December 2015 from the Welsh Blood Service. This advises that at the blood donation session held at the Memorial Hall, Burry Port on 24 th November, 111 donors attended, with 101 donors able to make a donation, 8 of which were new donors. The letter also thanked the Town Council for its continued support. Noted.
2. Undated letter from the Service Transformation and Partnerships Manager of Hywel Dda University Health Board received on 4 th January 2016. This refers to previous information sent on how the Health Board is working alongside the Local Authority, the third sector and with service users and carers to transform mental health services in Hywel Dda. It has been decided to extend the engagement period until the end of January 2016, due to the high level of interest from the public. Also, a number of
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events are being hosted, specifically aimed at Town and Community Councils. An event is to be held at the Halliwell Centre, Carmarthen on 25 th January 2016 between 6pm and 8pm. The event will provide an opportunity to find out in more detail the vision for future services, and ideas and opinions will be sought to help shape a future mental health service for Hywel Dda. Representatives from the Town Council are invited to attend this event. Notification of attendance is to be provided in advance. Noted.
3. Email from Mr Matt Morden of Carmarthenshire County Council on 8 th January 2016. In this, he confirms that Carmarthenshire County Council’s Executive Board formally approved the transfer of Pembrey Memorial Hall to the Town Council at its meeting on the 4 th January. Noted.
4. Email from One Voice Wales on 8 th January 2016, forwarding information from the Welsh Government. This advises that Cymru’n Cofio Wales Remembers 1914-1918 led by the Welsh Government, and the First Centenary Partnership led by Imperial War Museums, are inviting organisations and individuals working on First World War Centenary projects in Wales, to attend an event on 28 th January 2016 between 10am and 4.15pm at Aberystwyth University. The aim of the event is to provide an overview of national plans to mark the commemoration in 2016; share key opportunities, including new resources; inspire projects and partnership working for 2016 and beyond; to enable participants to gain an overview of centenary activity across Wales. Spaces are limited to three delegates per organisation and places must be booked in advance. Noted.
5. Email from Mr Matt Morden of Carmarthenshire County Council on 11 th January 2016. In this, it is indicated that the work required in relation to the collapsed drain issue at Pembrey Memorial Hall has been approved to be undertaken. Noted.
6. Email from Mr Philip Davies of Carmarthenshire County Council (Valuer- Corporate Property) on 12 th January 2016. This relates to the surrender of the lease on the former Pembrey School, following notification provided to Mr Jonathan Fearn after the Town Council meeting on 16 th December 2015. This advises that the County Council’s Legal Department has indicated that the surrender can be undertaken through an exchange of correspondence and therefore, Mr Davies will be drafting an appropriate letter. Noted.
7. Email from Rhosygilwen Mansion and Concert Hall, Cilgerran on 14 th January 2016, advising that Lord Dafydd Wigley will be speaking there on Sunday 28 th February, addressing the topic of Wales over the next five years. The event will begin with lunch at 1pm, with the talk at 2.30pm. The cost is £15 per head, in aid of Ty Hafan. Noted.
156. Report of elected members
Cllr Andrew Phillips informed members that he had spoken with Rory Dickinson of Carmarthenshire County Council the previous week in relation to progress on the work to be
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carried out on the path in Burry Port Harbour. Mr Dickinson had assured him that the work would be undertaken by the end of the financial year.
157. Report of the Clerk on matters of administration
1. Formal notification has now been received from Burry Port Senior Citizens Club that due to the organisation ceasing, they will no longer be holding meetings at the former OAP Hall. Their meetings ceased at the end of December 2015, but they continue to require access to the hall until the end of January, to enable them to remove all of their equipment. Noted.
2. Notification has been received from the Department for Education and Children at Carmarthenshire County Council in relation to the term of office for the Additional Community representative on the Governing Body for Ysgol Gymraeg Parc y Tywyn, namely Cllr Mrs Moira Thomas. This term of office ceases on the 17 th June 2016 and it is therefore necessary for the Town Council to consider the filling of the subsequent vacancy. The letter received confirms that there is nothing to prevent Cllr Mrs Moira Thomas being reappointed, if that is the wish of the Council. Members approved that Cllr Mrs Moira Thomas should be reappointed on the Governing Body for Ysgol Gymraeg Parc y Tywyn.
3. Following on from information referred to in Communications, a letter has now been received from Mr Phil Davies of Carmarthenshire County Council, confirming acceptance of the surrender of the lease on the former Pembrey School, as at 31 st December 2015. Noted.
4. Notification has been received from Carmarthenshire County Council of a Public Notice in accordance with the Local Authorities’ Traffic Orders (Procedure) (England and Wales) Regulations 1996. Attached is a copy of the Public Notice, with the relevant Schedules which affect Pembrey and Burry Port. If there are any objections, these should be submitted in writing to the County Council by the 19 th February. Noted. County Councillor Hugh Shepardson added that the prohibition of waiting at any time in relation to Gwelfor, Burry Port had been previously approved by members.
5. Final item to be taken in camera.
In view of the confidential nature of the business to be transacted, the following item be considered in private, and that the power of exclusion of the public under Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 be exercised.
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Pembrey and Burry Port Town Council Monthly Meeting Wednesday 17 th February 2016
Councillor Mrs Jean Hire (Mayor) Councillors Geraint Davies, Ken Edwards, John James, John Hedley Jones, Mrs Shirley Matthews, David Owens, Andrew Phillips, Michael Theodoulou, Mrs Moira Thomas, and Mrs Mary Wenman County Councillor Hugh Shepardson
In attendance: Melanie Carroll-Cliffe (Town Clerk) and Alan Howells (RFO)
(Former OAP Hall 7.00pm – 9.20pm)
158. Opening Prayer
The opening prayer was given by the Mayor, Cllr Mrs Jean Hire.
159. Personal Matters
Apologies were received from Cllrs Malcolm Davies, Stephen James, Robert John, Mrs Pat Jones, Mrs Susan Northam and Hefin Williams.
The Mayor proposed that following the police report, the order of the agenda be changed, to bring forward consideration of item number 15. This was due to the attendance at the meeting by members of the public. This was APPROVED .
160. To receive Members’ Declarations of Interest in respect of the business to be transacted
Members confirmed their usual declarations of interest. No new declarations were made in relation to the business to be transacted.
161. Police Business
PCSO Trudi Scandone was in attendance and presented the police report, as follows:
During the month of January 2016, 34 Crimes have been reported in the Burry Port Section, which is an increase from last month of (23).
All the crimes have been recorded.
Within the month of January officers have attended 161 calls, 35 of which were an immediate response, 46 had to be answered within the hour on a Priority Response, 51 were scheduled simply needing attendance within 24 hours, and 29 calls were reported on a Resolution not requiring Police Officer Deployment.
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Incidents of note are:
Criminal Damage
There have been 5 cases of criminal damage.
Burglary
3 Reported Offences of Burglary.
Anti-Social Behaviour
There were 11 Anti-Social Behaviour calls in January, mainly involving youths entering the empty property of Bayview in the Graig, which has now been boarded up by the Council, to prevent any further damage to the property and to anyone entering the property.
Road Traffic Accidents
There have been 5 recorded Road Traffic Accidents in the Burry Port and surrounding area. Two involved minor injuries.
Cllr John Hedley Jones queried if there was any update in relation to the theft of the taps at Dolau Fan Cemetery. PCSO Trudi Scandone was unable to provide any updated information.
Cllr David Owens queried if the number of calls during the month of January was higher than usual. PCSO Trudi Scandone indicated that the number of calls was similar to the usual level but that there had been an increase in actual crimes. Following a query raised, she also indicated that there were a range of crimes and she did not think that the increase was linked to the loss of CCTV.
The Clerk requested that the police report be emailed through to the office, at the earliest opportunity, for inclusion in the minutes, as the previous month’s report had not been received, despite a number of requests being made for it.
162. To confirm the minutes of the meeting held on 20 th January 2016
The minutes of the Town Council meeting held on 20 th January 2016 were accepted as a true record.
163. Information from the aforesaid minutes
P103 (147) Information from the minutes – Friends of Burry Port Harbour Group
Cllr Michael Theodoulou updated members that a meeting had taken place, although not all relevant County Council officers were present. However, it had been agreed that a new five year plan be created for the harbour. The view was that this should be more holistic and take in the wider area around the harbour. The Friends of Burry Port Harbour Committee had been asked to give their views regarding a revised plan, which was welcomed by the group. It was reported that another meeting is due to take place on 7 th March 2016, to be followed by a further meeting (date to be arranged) to finalise the five year plan. Cllr Michael Theodoulou indicated that there are posters displayed around Burry Port, requesting local residents for
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ideas. The information will be considered by the Committee on 7 th March and will be fed back to the County Council.
P104 (148) Technical Services Report – item number 3
Cllr Mrs Moira Thomas queried if the issue in relation to the water ingress to several areas of the Council’s buildings had been resolved. Cllr John Hedley Jones advised that the cause had not been identified and addressed but there had not been any further problems.
P108 (150) Consideration/approval of the 2016/17 budget
There was some discussion in relation to the referral to the Facilities Management Committee to consider a slightly different budget. However, the Clerk and RFO clarified that there had been approval at the last Town Council meeting of the 2016/17 draft budget and that the Facilities Management Committee would be considering the cost implications of potential asset transfers for the following year’s budget.
P109 (152) To consider any planning applications
Cllr John James updated members that the planning application in relation to the property at Parc y Minos Street will be considered by the Planning Committee.
P109 (153) County Councillors’ reports
Cllr John James advised that he had spoken to the relevant Executive Board member, who agreed for there to be a depot for sand bags. Consideration is now to be given to its location and how to manage it.
164. Technical Services Report
In the absence of the Technical Services Officer, Cllr John Hedley Jones outlined the report to members, which he had prepared, as set out below:
1. As reported verbally at the last Town Council meeting, the flue to the boiler at Pembrey Memorial Hall has been repaired, and the heating system is back up running.
2. Christmas Lights. All the Christmas lights save for one section, have now been removed and placed in storage. Arrangements were made for the removal of both Christmas trees, which have now been completed.
3. Asset transfer. The Facilities Management Committee ( FMC ) undertook a site visit to all the areas and parks that the Carmarthenshire County Council has listed as assets they are looking to transfer to either the Town Council or to other interested parties. The visits took place on Tuesday 2 nd . February, and this item is on the agenda for the FMC ’s February meeting which is scheduled for the 23 rd February.
4. Burry Port Cemetery. There was 1 burial and 2 internment of cremated remains during January 2016. There were also 2 permits for the construction of headstones for the same period. The outdoor staff are in the process of constructing a second interceptor drain across the new burial area between rows 6 and 7.
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5. Footpaths. Staff have undertaken over-growth clearance and grass cutting on footpaths:- 71/22 The Level; 57/83 Moreb; 71/29 The Shoreline; 71/27 Tanybryn; 71/15 Furnace Fields; 57/61 Ship Aground; 57/60 Embankments; 57/20 Lloetrach and the path adjacent to the Neptune.
6. Footway Lighting. The Town Council has received the annual invoice for footway lighting from the County Council. ( £11,145.74 ). There were two issues with the invoice. The first was that the energy cost for the lighting contained a 20% increase because the County Council were assuming that this increase may be incurred during the coming year. As we pay in advance, it is not clear that if the increase in energy costs did not take place, or was less than 20%, how we would recover the monies from the County Council. The second issue was in relation to the number of footway lighting units this authority was being charged for. In order to fully assess the position, the County Council Street Lighting department were requested to supply a schedule of all the lights that this authority was being invoiced for, and a plan showing their location. This information was received last week.
The Town Council are being charged for a total of 162 lighting units. The schedules together with the plans have been analysed. It appears that there are lights that should not be the responsibility of this authority and that savings could be made on others by restricting the hours that they are switched on for.
A report is being prepared for members to consider and to decide on further action. It is felt that the best course of action is the report is allocated to one of the Council’s committees for consideration. Guidance is sought as to which committee the council would wish to this report, when it is completed, to go to.
7. Cemetery Theft. Sometime between 4-00pm on Thursday 28 th January and 7-00am on Friday 29 th , all seven of the taps at the cemetery were cut off and removed, together with associated copper pipes. On arrival at work on Friday morning, the cemetery staff were greeted with 7 fountains of water some 10 feet in height. Immediate action was taken to turn the main supply off. In the absence of myself (on holiday), and the Council office closed, the cemetery superintendent left a message with the Clerk on an answerphone, but had to contact a local plumber that morning in order to seal the seven open pipes. This action was required as an emergency owing to the fact that the mains being shut off also cut the supply to the farm on Cwm Ifor Road. The matter was reported to the Police. The taps are now in the processed of being replaced with plastic in line taps which have little value compared to the brass taps stolen.
8. On Wednesday 3 Feb, the rear window to the memorial hall was broken. Whether by accident or vandalism isn’t known. The outer pane of the double glazed unit has been shattered, but the internal pane is ok. Arrangements are being made to replace the window, which is a small window to the toilet at the rear of the building.
9. A member of the public drew attention to damage caused by storm Imogen that caused a large section of a tree in the Memorial park to fall across power lines. Western Power was contacted and were on scene within 1 hour. Emergency work was undertaken to remove the fallen branch, but it was clear that the power lines were interwoven with other branches and could cause a major power loss to Burry Port. In fact 4 trees affected power lines. Two of them needed minor trimming, but two adjacent to Parc y Minos would need to have substantial work and possible total removal. One of the branches, a
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substantial part of the tree, reached out across the highway and was below the legal height clearance. Western Power will undertake the safety work free of charge, but this Council will be responsible for other works required.
In relation to item number six, it was clarified that what had been received from the County Council was not an actual invoice but details of what the Town Council should budget for. However, it would appear that there are numerous lights included which the Town Council should not have the responsibility for. Members therefore APPROVED that this issue be referred to the Finance Committee for detailed consideration.
In relation to information stated under item number seven regarding the recent theft of taps at the cemetery, Cllr Michael Theodoulou commented that this appears to indicate that the Council does not have an emergency procedure in place. It was therefore APPROVED that this be referred to the Civic Governance and Personnel Committee, for consideration.
Given the continuing ill health of the TSO, reference was made to the ongoing reliance on Cllr John Hedley Jones, who cannot be paid for the work being undertaken, due to him being a serving Councillor. It was therefore proposed and APPROVED that the issue be referred to the Facilities Management Committee.
165. To consider the report of the Facilities Management Committee meeting held on Thursday 19 th November 2015
In addition to the minutes of the meeting of 19 th November 2015 having been sent out with the agenda, the Clerk also circulated the draft minutes of the meeting held by the Facilities Management Committee on 21 st January 2016. There were no matters arising in relation to the minutes of either of the meetings.
There was some discussion in relation to the extent of the work which the Town Council is trying to undertake and the fact that there are no full time office staff. Cllr Michael Theodoulou urged that workloads be considered, as well as job specifications, as part of the current job evaluations. Cllr John James assured that workloads are being considered and that the group of members tasked with considering job evaluations are comprehensively looking into it and have received some guidance from the appropriate County Council Officer.
There was also some discussion in relation to the cemetery report and its recommendations. It was confirmed that some immediate issues had been addressed. Furthermore, the Chairs of the four committees have met and decided that it should be progressed by the Civic Governance and Personnel Committee in relation to the staffing implications.
166. To consider the report of the Regeneration and Community Services Committee meeting held on Thursday 7 th January 2016
It was RESOLVED that the minutes of the Regeneration and Community Services Committee meeting held on the 7 th January 2016 be signed and accepted as a true record.
Matters Arising
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P3 (6) Entry into Wales in Bloom 2016 and its sponsorship
Cllr Mrs Shirley Matthews confirmed that she intended meeting with the relevant County Council Officer to ascertain what can be done in relation to signage being placed upon roundabouts with sponsors details.
167. Report of the Responsible Finance Officer (RFO)
The report, as set out below had been circulated to members in advance of the meeting.
1. Bank
The following cash balances are held with Lloyds at Balance at Unpresented Council cash 31st December 2015 :- bank cheques book balance £ £ £
Business Instant Access account 296,036.30 296,036.30 Community Account 39,638.76 30,391.48 9,247.28 Imprest account 692.10 692.10 £336,367.16 £30,391.48 £305,975.68
2. Schedule of accounts paid
The following accounts have been paid from 1st to 31st December 2015:
Cost ex Supplier Details Ref Vat VAT Total £ cost Stephen James - expenses Travelling expenses 3 362.70 362.70 MG Hire - Civic service Civic Expenditure - Civic Service reimbursement reimbursement 9 123.55 123.55 Mike Jones Contracts Floral Displays 9 100.00 20.00 120.00 Toppers BP Memorial Hall - Cleaning materials 1 117.56 23.51 141.07 Consortium Admin - stationery 3 4.95 0.99 5.94 BT Admin - telephone 3 4.85 0.97 5.82 CCC - re: Waste sacks Waste Sacks 1 363.00 72.60 435.60 DJ.upvc UK Limited Special projects - OAP Hall door 9 510.00 510.00 Plusnet Admin 3 15.00 3.00 18.00 CCC Admin - Premises licence 1 180.00 180.00 Tradepoint OAP Hall - Maintenance 1 14.63 2.92 17.55 Greenwell Power Tools OAP Hall - Maintenance 1 66.00 13.20 79.20 Owen Fuels Pembrey Memorial Hall - Oil 1 896.34 44.82 941.16 Winter floral displays & Anne Frank Wrenvale Nurseries trees 9 622.00 124.40 746.40 British Gas - Electricity Copperworks - electricity 1 19.76 0.98 20.74 British Gas - Electricity Institute - Electricity 1 293.81 58.76 352.57 British Gas - Electricity Pembrey School - Electricity 1 121.90 6.09 127.99 British Gas - Electricity BP Memorial Hall - Electricity 1 259.53 51.90 311.43 British Gas - Electricity Cemetery - Electricity 4 110.16 5.50 115.66 British Gas - Electricity OAP building - Electricity 1 49.60 2.48 52.08
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Cathedral Leasing Institute - maintenance 1 64.98 13.00 77.98 Chivers Corner Garage Cemetery - Van costs 4 128.99 25.80 154.79 ATECH Cemetery - Van costs 4 120.00 24.00 144.00 Xerox Finance Admin -photocopier costs 3 32.26 6.45 38.71 Biffa Hall - Refuse 1 97.15 19.43 116.58 Biffa Cemetery - Refuse 4 113.96 22.79 136.75 British Gas - Gas Burry Port Memorial Hall - Gas 1 596.53 119.30 715.83 S&J Catering Civic Expenditure - Xmas Tea 9 682.50 682.50 BT Admin - telephone 3 20.00 4.00 24.00 Travis Perkins Cemetery - drainage maintenance 4 61.87 12.37 74.24 Travis Perkins Cemetery - drainage maintenance 4 417.71 83.54 501.25 Travis Perkins Cemetery - drainage maintenance 4 40.92 8.18 49.10 Travis Perkins Cemetery - drainage maintenance 4 57.22 11.44 68.66 Travis Perkins Cemetery - drainage maintenance 4 353.45 70.69 424.14 Travis Perkins Cemetery - drainage maintenance 4 151.03 30.21 181.24 HF James Cemetery - Maintenance 4 288.00 57.60 345.60 IWEC Xmas Lights 9 152.00 30.40 182.40 IWEC Xmas Lights 9 114.00 22.80 136.80 Parker Plant Hire Hall - storage 1 58.80 11.76 70.56 Parker Plant Hire Hall - storage 1 58.80 11.76 70.56 Burry Port Town Band Special projects - Donations 9 750.00 750.00 CCC - re: Christmas lighting CCC - re: Christmas lighting 9 1375.00 275.00 1650.00
9970.51 1292.64 11263.15
3. Petty Cash
Payments made from 1st to 31st December 2015
Llanelli Star 3 0.75 0.75 Tesco - poinsettia 9 37.50 37.50 Jey cloths 1 5.00 5.00 Co-op 9 14.45 14.45 Greenwell Power tools 1 5.48 5.48 John Rook 1 7.95 7.95 Wilko 9 14.99 14.99 D&A Heel bar - Keys 1 3.00 3.00 Burry bargains - lock 1 6.00 6.00
Total payments made from petty cash £95.12 £0.00 £95.12
4. Budget Monitoring Report
The Budget monitoring report for the period 1st April to 31st December 2015 has been circulated to Members.
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168. To consider the report of the Finance Committee meeting held on Tuesday 12 th January 2016
It was RESOLVED that the minutes of the Finance Committee held on the 12 th January be signed and accepted as a true record.
Matters Arising
P1 (4) – Matters arising - Pembrey Memorial Hall security lighting
Cllr David Owens updated members that the situation had now been clarified regarding the new sensor security light at Pembrey. The TSO had been correct in that this had been installed in November 2015 but however, the old light had not been switched off at the time.
P1 (4) – Matters arising – outstanding invoices
Cllr David Owens confirmed that the Cylch Meithrin Pembrey had disbanded at the end of January 2016.
P2 (5) Outstanding invoices
Following a query, the RFO confirmed that Burry Port Male Choir and Burry Port Town Band had now received payment of the approved grants to them.
With reference to Burry Port Parks Committee, Cllr Michael Theodoulou referred to an article in the Llanelli Star published that day, seeking more volunteers. He queried what any volunteers would be required to do, given that the Town Council has taken over the responsibility for the park. He also referred to the fact that when the Council agreed to take over this responsibility, the understanding was that the Committee was going to transfer money held by it to the Council. Cllr Michael Theodoulou was therefore seeking clarification regarding the transfer of funds and also the role of the Burry Port Parks Committee.
Cllr Mrs Mary Wenman stated that when the responsibility for the park was taken over by the Town Council, the Committee was going to pay the cost of the insurance, which was due at the time but she indicated that a figure had not been provided for this. She also advised that members of the Committee aim to be good observers of the park, so that they report any damaged equipment at the earliest opportunity and the build up of rubbish. Additionally, the Committee aims to enhance the park, by raising funds for the purchase of new equipment.
The Clerk informed members that as a result of a request made by Burry Port Parks Committee for a financial donation, the Finance Committee had requested a meeting, which was to be arranged. The Clerk further advised that having checked previous minutes, there was reference in one of the TSO’s reports to funds which they held being handed over to the Town Council by Burry Port Parks Committee and not just restricted to the amount of the insurance.
Cllr John James indicated that it was his recollection that the money which the Committee held at the time when agreement was reached for the Town Council to take on responsibility was to be transferred. Thereafter, any money which was subsequently raised by the Committee would be utilised to enhance the park.
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Due to the Town Council’s caretaker having been on leave, Cllr John James requested members to attend at the Memorial Park to assist with its cleaning on Monday 22 nd February at 10am.
169. To consider any planning applications
Cllr Mrs Moira Thomas advised that the Planning Committee had not met to consider these applications. However, she had spoken with Cllr John Hedley Jones who had considered them. He saw no reason for objection in relation to application numbers S/33286 and S/33336. However, it was felt that a site visit was necessary in relation to application number S/33298 before any recommendation was made. Cllr John Hedley Jones sought authority from the Council to subsequently make a recommendation, which was APPROVED .
Application Name and Address of Description of Application No. Applicant S/33298 P Phillips & D George Detached dwelling house Land part of, 7 Gwelfor Burry Port S/33286 Mr & Mrs Alexander Demolition of existing dwelling, garage and 32 Park Terrace outbuildings and construction of replacement Burry Port home and detached garage S/33336 Mr William Allen Detached garage, concrete block to match 105 Gwscwm Road bungalow Burry Port
170. To consider any County Councillors’ reports
Cllr John James updated that the main focus had been ongoing work in relation to the setting of the County Council’s budget for the 2016/17 financial year, which would shortly be finalised.
171. To consider the Mayor’s report
The Mayor advised members that it had been a quiet month since the last meeting in terms of events. However, she was attending a concert being given by the Hywel Girls Choir on Saturday 20 th February. She had also attended two meetings of the Dementia Carers Group, which has recently commenced meeting on a weekly basis at the former OAP Hall.
172. To consider options in relation to Burry Port Police Station, following a meeting with the Police and Crime Commissioner on 2 nd February 2016 and a letter received dated 5 th February 2016
Cllr Michael Theodoulou declared his interest in relation to this agenda item, due to his property being next door to the police station.
Members had been given the opportunity of considering the letter from the Police and Crime Commissioner dated 5th February 2016, as this had been circulated with the agenda.
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In opening the discussions, Cllr John James referred to the fact that the letter was very positive on the surface, but did not give commitment on either side at this stage.
Cllr Ken Edwards stated that the letter confirms what had been discussed at the meeting with the Police and Crime Commissioner, with two definite options being outlined. Option one is the retention and refurbishment of the existing police station, which would involve a payment of £4,000 per year by the Town Council in accordance with its previous proposal. Cllr Ken Edwards went on to state that with option two, the Commissioner was looking at the possibility of taking over all of the ground floor of the Institute building, with the Council offices moving upstairs. This would involve a lift being installed, which the Commissioner would bear the cost for, as well as the other refurbishment costs. The Commissioner had also indicated that there would be a separate access for the police into the building. At the meeting with the Commissioner, when the issue of rent was raised, he had indicated that this would have to be considered, taking into account the cost of the improvements. The letter from the Commissioner indicated that 10% of the residual value from the sale of the current police station building (after refurbishment costs to the Institute building) would be given to the Town Council. However, Cllr Ken Edwards suggested that the associated costs could be inflated.
Cllr Mrs Mary Wenman referred to the fact that there is currently a purpose built building for the police station and her view was that it is prohibitive to renovate the Memorial Institute. Cllr Mrs Mary Wenman also felt that people may be deterred from coming to the Council offices if the police are present within the same building.
Other Councillors shared the view that the current police station is purpose built and that the Police Commissioner was under estimating the costs of refurbishment of the Memorial Institute. It was also discussed that option two would lock out the Council’s facilities for its constituents, whereas the Council’s aim is to increase utilisation of its facilities.
Cllr John James referred to the lack of detail in relation to option two and if this had been provided, then it would have enabled an informed decision to be made.
Following the discussions, it was proposed that on the basis of the available information, the Council is in favour of option one. Due to his declaration of interest, Cllr Michael Theodoulou abstained from voting. Save for this absention, the proposal was unanimously RESOLVED .
173. Update and further consideration of the potential for transfer of parks and play areas in Pembrey and Burry Port
The Clerk outlined the background in relation to expressions of interest in relation to any particular sites being needed to be submitted to Carmarthenshire County Council by 31 st March 2016. This would not commit the Town Council to proceeding with all (or any) of the transfers but would enable negotiations to take place with the County Council. Following on from the recent meeting with Mr Jonathan Fearn and two other officers from Carmarthenshire County Council, it appears that there is some flexibility regarding terms of transfer. It was further highlighted that in addition to the maintenance grant payable by the County Council (twice the 2013/14 annual maintenance cost), an improvement grant of up to £10,000 per organisation is available for agreed improvement works, which will be offered on a “first come first served” basis.
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It was discussed that a site visit had taken place to the various locations by members of the Facilities Management Committee and other interested Town Councillors. Furthermore, it is intended that the Facilities Management Committee look at the potential transfers in detail following public consultation. A meeting has already taken place with representatives from local sporting organisations, which was a positive meeting. All organisations were in favour of the Council submitting an expression of interest. It is intended that further individual meetings will be arranged with these organisations. Two public meetings are also going to be held, one in Burry Port Memorial Hall on 22 nd February and one in Pembrey Memorial Hall on 29 th February. These public meetings have been publicised on notices at the parks and also in the Llanelli Star.
Following the discussions, it was proposed that expressions of interest be submitted for all of the parks and open spaces. Save for two abstentions, all members voted in favour and therefore this was RESOLVED .
174. To consider a request from Burry Port Youth Club to fund a summer residential trip from the previously allocated funds to the new Youth Club facility
The Clerk outlined that at a previous Town Council meeting, there had been discussion regarding the potential for some of the allocated funds to be utilised for trips, rather than the purchase of equipment. It had therefore been approved that the Council would be prepared to consider such a request. The youth club leaders had also been made aware that the previously allocated funds would only be available up until 31st March 2016.
The Clerk advised that a request had now been received from Burry Port Youth Club requesting that a residential trip to the Isle of White this summer be funded. Details had been supplied in a recent email. This outlined that the trip would be for twelve young people and two members of staff and it would be a long weekend from Friday to Monday. The total cost of the trip was quoted as £2880.04, to include the residential costs, ferry crossing, hire of minibus and fuel, and also staffing costs.
Some concern was raised in relation to how the twelve young people to attend would be selected. It was also discussed that the Town Council has another means of supporting organisations through applications being made for grants. Therefore, there was nothing preventing the youth club applying for a community grant, which would avoid the balance of the allocated funds remaining open ended through until the summer months.
Following the discussions, it was proposed that the request by the youth club to fund the cost of the residential trip from the previously allocated funds be declined, but that the youth club be informed that an application could be made for a community grant, with full details being provided, to include how the children will be selected. This was RESOLVED.
175. To consider Communications received
1. Letter from One Voice Wales dated 27 th January 2016. This invites the Council to renew its membership of One Voice Wales from 1 st April 2016. It also provides a summary of current and future developments ( copy attached ). The membership fee for 2016/17 is £1154.
It was APPROVED that the Council renews its membership of One Voice Wales for
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2016/17.
2. Letter from Kidney Wales Foundation dated 28 th January 2016. This advises that the annual Walk for Life event throughout Wales is being held on 24 th April 2016. The letter thanks the Council for its previous commitment to the Kidney Wales Foundation and seeks support for the Walk for Life once more.
It was APPROVED that the Council should once again support Kidney Wales Foundation’s Walk for Life.
3. Email on 3 rd February 2016 from the Commonwealth Pageantmaster, Bruno Peek in relation to Commonwealth Day 2016. This advises that more than 850 Commonwealth flags will be raised in locations throughout the United Kingdom, Channel Islands, Isle of Man, UK overseas territories and Commonwealth countries on this day and that the initiative is now in its third year. The flags will be raised at 10.00 hours local time on the 14 th March, in a shared celebration, which this year is being organised in association with the Royal Commonwealth Society. For those participating, a message from the Commonwealth Secretary-General is to be read out at the event prior to the flag being raised, along with the Commonwealth affirmation.
It was APPROVED that the Council would celebrate Commonwealth Day once more by raising the Commonwealth flag. Representatives from the local schools will be invited to attend.
4. Email from One Voice Wales on 11 th February attaching the One Voice Wales Draft Local Government (Wales) Bill consultation response document ( copy attached ). Noted
176. Report of elected members
Cllrs David Owens referred to the recent death of the Pembrey School teacher, Dominic Conway, following a long illness. He advised that the funeral would be taking place on Friday 26 th February at 11am. It was APPROVED that a sympathy card should be sent to Mr Conway’s widow.
The Mayor, Cllr Mrs Jean Hire, also referred to the recent death of Cllr Stephen James’ grandfather. She advised that the funeral would be taking place on Friday 19 th February at 1pm at the Catholic Church in Burry Port.
177. Report of the Clerk on matters of administration
1. Communication received from Mrs Dorothy MacDonald of the Dementia Carers Support Group. She has requested an opportunity to provide a presentation to the Town Council in relation to the assessment and diagnosis of dementia and the work being undertaken by her organisation.
It was APPROVED that Mrs MacDonald be invited to attend at 6.30pm on 16 th March, immediately prior to the Town Council meeting.
2. Members are asked to note that the Town Council will be holding its annual Cawl Cennin event for local senior citizens on Wednesday 2 nd March 2016. Doors will
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open at 12.30pm with the event commencing at 1pm. Councillors are urged to support the event on the day.
Councillors were requested to donate raffle prizes for this event and it was indicated that it had been agreed at the recent Regeneration and Community Services Committee meeting that details of donors would be publicised.
3. Final item to be taken in camera – to approve the confidential minute from the meeting on 20 th January 2016.
In view of the confidential nature of the business to be transacted, it was approved that this item be considered in private, and that the power of exclusion of the public under Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 be exercised.
The Clerk circulated the confidential minute of the meeting held on 20 th January 2016, which was approved as a true record.
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Pembrey and Burry Port Town Council Monthly Meeting Wednesday 16 th March 2016
Councillor Mrs Jean Hire (Mayor) Councillors Geraint Davies, Malcolm Davies, Ken Edwards, John James, Robert John, Mrs Pat Jones, John Hedley Jones, Mrs Susan Northam, David Owens, Andrew Phillips, Michael Theodoulou, Mrs Moira Thomas and Hefin Williams
In attendance: Melanie Carroll-Cliffe (Town Clerk) and Alan Howells (RFO)
(Former OAP Hall 7.00pm – 9.00pm)
178. Opening Prayer
The opening prayer was given by the Mayor, Cllr Mrs Jean Hire.
179. Personal Matters
Apologies were received from Cllrs Mrs Shirley Matthews, Mrs Mary Wenman and Stephen James, together with County Councillor Hugh Shepardson.
180. To receive Members’ Declarations of Interest in respect of the business to be transacted
Members confirmed their usual declarations of interest. No new declarations were made in relation to the business to be transacted.
181. Police Business
PCSO Trudi Scandone was in attendance and presented the police report, as follows:
Council Monthly Report March 2016 During the month of March 21 Crimes have been reported in the Burry Port Section down from last year. All the crimes have been recorded.
Within the month of March officers have attended 85 calls, 14 of which were an immediate response, 46 had to be answered within the hour, 33 were scheduled simply needing attendance and 14 did not need a response.
Crimes of note are:
Criminal Damage
There have been 5 case of criminal damage – one being damage to a car.
Burglary
There have been 2 burglaries recorded in the area of Burry Port-one being theft of horse rugs. 125
Anti-Social Behaviour
There were 5 anti-social behaviour calls one being Glan Y Mor school alarm going off.
Road Traffic Accidents
There have been 3 recorded accidents in Burry Port area, none fatal.
Cllr David Owens referred to a road traffic issue, which he has encountered on a continuing basis. He referred to a particular car being parked and causing an obstruction near to the bridge by the Co-op, which results in vehicles approaching being forced into the middle of the road. This has been experienced on many occasions around 8.15/8.30am on weekdays. PCSO Trudi Scandone advised that she does not commence work until 9am. She therefore suggested that the registration of the vehicle be taken and passed to the police, to enable the owner to be spoken to. She also suggested that the County Council be made aware of the problem, so that traffic wardens could be involved.
182. To confirm the minutes of the meeting held on 17th February 2016
The minutes of the Town Council meeting held on the 17 th February 2016 were accepted as a true record.
183. Information from the aforesaid minutes
P113 (163) Information from the minutes – Friends of Burry Port Harbour Group
Cllr Michael Theodoulou advised that on Monday 21 st March at 6.30pm a joint meeting of the Harbour Group and the Council’s Bacce Sub Group will be taking place, with officers from the Regeneration Department and Grants Department of the County Council being in attendance.
P117 (167) Report of the RFO
Cllr Ken Edwards queried if the travelling expenses paid to Cllr Stephen James in relation to attendance at One Voice Wales meetings was an annual cost. The RFO advised that to his recollection, this related to attendance at four meetings. Cllr David Owens suggested that in light of Cllr Stephen James regularly attending One Voice Wales meetings, there should be more formal feedback to the Council following such meetings.
P119 (168) Report of the Finance Committee meeting held on 12 th January 2016
Following a query in relation to the position relating to Burry Port Parks Committee, the Clerk advised that an email had been sent to Debbie Edwards, requesting a meeting. She had responded, indicating that due to work commitments, she had some difficulties in meeting but she had provided some further information. Also, a cheque for £600 had been received from the Parks Committee, which had been indicated related to the cost of insurance cover on the park. The Clerk further advised that at the recent Finance Committee meeting, it had been decided that attempts should still be made to arrange a meeting with Ms Edwards and other committee members.
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P122 (173) Update and further consideration of the potential for transfer of parks and play areas
Cllr Michael Theodoulou referred to the two public meetings having taken place and at both of these, it was unanimously voted for the Council to submit expressions of interest in relation to the various parks and play areas.
P122 (174) Request from Burry Port Youth Club to fund a summer residential trip
Following a query, the Clerk advised that as a result of the Youth Club being notified of the Council’s decision at the previous Council meeting, the relevant grant forms had been sent to them, at their request.
184. Technical Services Report
In the absence of the Technical Services Officer, Cllr John Hedley Jones outlined the report to members, which he had prepared, as set out below:
1. Emergency procedures Draft proposals were outlined to the Civic Governance Personnel committee on Monday 7 th March 2016.
In line with the decision at the last full Town Council Meeting, an interim measure was put in place the following day. All staff were given both the mobile and land-line number of the TSO (Acting), so that in the event of an emergency, the staff would have a contact to call. The full procedure will be prepared for the next meeting of Civic Governance.
2. Burry Port Cemetery. There was one new grave burial and 5 internments in existing graves during February 2016. There were also 4 permits for the construction of headstones for the same period.
3. Footpaths. Staff have undertaken over-growth clearance and grass cutting on footpaths:- 71/13 The Lookout; 57/53 Carmel; 57/74 Carmel Chapel; 71/12 Isgraig site; 71/09 Isgraig Path; 57/51 and 57/50 Court Farm; 71/17 Hubert Williams; 57/62A Hubert Williams.
4. Footway Lighting. The report on the footway lighting has been placed in front of the Finance Committee on Tue 8 th March 2016. All 162 lights were looked at. The list had been divided into:-
a. Lights that this Council is deemed responsible for; b. Lights that whilst not being on Public Rights of Way, but nonetheless were desirable as amenity light for residents and users of the path/roadways for which the Town Council would continue paying for; c. Lights that it was felt the Council should retain for safety reasons; d. Lights that were felt NOT to be the responsibility of the Town Council and that these lights should be the responsibility of the County Council. The committee felt that a high percentage of lights could be switched off between the hours of 1-00am and 5-ooam in order that we could save on energy costs. As a next stage, the report is to be discussed with the street lighting officer for the County Council so that the matter can be progressed. 127
5. Fire extinguisher Testing. All fire extinguishers at Council buildings have been tested and certified. The certificates are held at the Council Offices.
6. Plumbers and Electricians. With Council approval, it is proposed to contact local plumbing contractors and electrical contractors to enquire if they wish to be placed on the Council’s approved list of plumbers and electrical contractors. They will need to quote their hourly charges for normal work, daytime call out and also their rates for out of hour and week-end call outs.
An approved list would greatly assist our staff both at the cemetery and Memorial Halls in the event of an emergency and the need to call out a plumber or electricians.
At the meeting, Cllr John Hedley Jones also referred to occasional requests received for benches to be installed at the cemetery. Previously, this has been allowed and although the cost of a concrete plinth is approximately £60, the Council has not been charging for allowing this facility. It was therefore APPROVED that this issue be referred to the Fees and Charges Sub Group, for consideration.
Following a query in relation to the work undertaken regarding footway lighting, Cllr John Hedley Jones advised that negotiations will have to take place with the County Council, following which the matter will be further considered by the Town Council prior to firm decisions being taken.
In relation to the intention to acquire an approved list of local plumbers and electricians, Cllr Michael Theodoulou suggested that references should also be obtained. Cllr John Hedley Jones advised that once obtained, the various quotations for charges would be reported to the Finance Committee in order to approve a list.
185. To consider the report of the Facilities Management Committee meeting held on Thursday 21 st January 2016
The minutes of the meeting held on the 21 st January 2016 had been circulated with the agenda and it was RESOLVED that these be signed and accepted as a true record.
At the meeting, the Clerk also circulated for information purposes, the draft minutes of the Facilities Management Committee meeting held on 23 rd February 2016.
There were no matters arising in relation to the minutes of either of the meetings.
186. To consider the report of the Regeneration and Community Services Committee meeting held on Thursday 4th February 2016
It was RESOLVED that the minutes of the Regeneration and Community Services Committee meeting held on the 4th February 2016 be signed and accepted as a true record.
There were no matters arising in relation to these minutes.
187. Report of the Responsible Finance Officer (RFO)
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The report, as set out below had been circulated to members in advance of the meeting.
1. Bank The following cash balances are held with Lloyds at Balance at Unpresented Council cash 31st January 2016 :- bank cheques book balance £ £ £
Business Instant Access account 286,965.79 286,965.79 Community Account 39,638.76 30,519.27 9,119.49 Imprest account 18,292.10 15,675.99 2,616.11 £344,896.65 £46,195.26 £298,701.39
2. Schedule of accounts paid
The following accounts have been paid from 1st to 31st January 2016
Cost ex Supplier Details Ref Vat VAT Total £ cost Plusnet Admin 3 17.00 3.40 20.40 Plusnet Admin 3 15.00 3.00 18.00 Toppers Cemetery - Equipment 4 40.45 2.69 43.14 Toppers Cemetery - Equipment 1 49.08 9.82 58.90 Memorial Hall - Cleaning Toppers materials 1 55.76 11.15 66.91 Memorial Hall - Cleaning Toppers materials 1 -117.56 -23.51 -141.07 Parker Plant Hire Hall - storage 1 60.23 12.05 72.28 Parker Plant Hire Hall - storage 1 60.23 12.05 72.28 PC World Admin - ink cartridges 3 40.00 7.99 47.99 Joanne Chilvers Admin - website 3 49.50 49.50 Burry Port Memorial Hall - British Gas Gas 1 1150.81 230.16 1380.97 Biffa Hall - Refuse 1 85.47 17.09 102.56 Biffa Cemetery - Refuse 4 97.52 19.50 117.02 BT Admin - telephone 3 20.00 4.00 24.00 Burry Port Memorial Hall - RACS Limited maintenance 1 157.50 31.50 189.00 Memorial Hall - Cleaning Consortium materials 1 176.52 35.33 211.85 Memorial Hall - Cleaning Consortium materials 1 75.79 15.17 90.96 Darkins Architects Copperworks Development 1 588.64 588.64 Travis Perkins Cemetery - maintenance 4 82.40 16.48 98.88 Pembrey Memorial Hall - British Gas Electricity 1 196.82 9.83 206.65 Smiths of Derby Special - Clock maintenance 9 216.00 43.20 259.20 SLCC Admin - Publications 3 22.50 22.50 Dyfed Alarms Ltd Cemetary - Maintenance 4 190.00 38.00 228.00 BT Admin - telephone 3 10.58 2.12 12.70 SA1 Laundry Services Hall 1 8.68 1.74 10.42 Greenwell Power Tools Cemetary - Equipment 4 17.67 3.53 21.20 Philip Mann Property Maintenance Development Special - Xmas lighting 9 820.00 164.00 984.00 Fire + Security Alarms Pembrey Memorial Hall - 1 65.00 13.00 78.00
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Maintenance Lyreco Admin - Stationary 3 92.08 18.42 110.50 Chivers Corner Garage Cemetery - Van costs 4 55.23 11.04 66.27 PC World Business Admin - IT consumables 3 45.84 9.16 55.00 Tradepoint Cemetary - Maintenance 4 42.50 8.50 51.00 Tradepoint Cemetary - Maintenance 4 20.83 4.17 25.00 John H Jones Travelling expenses 3 54.00 54.00 Pension Deficit (December - CCC March) 3 832.00 832.00 Plusnet Admin 3 17.00 3.40 20.40
5411.07 737.98 6149.05
3. Petty Cash
Payments made from 1st to 31st January 2016
Burry bargains - cleaning materials 1 6.10 6.10 Burry bargains - cleaning materials 1 3.20 3.20 Burry bargains - cleaning materials 1 4.10 4.10 Jackie Dorrington - Xmas Cawl 9 60.00 60.00 D&A Heel bar - Keys 1 15.50 15.50 USB memory stick 3 8.98 8.98 Burry bargains - cleaning materials 1 3.90 3.90 Spa 3 4.49 4.49 WH Smiths 3 2.49 2.49 Llanelli Star 3 0.75 0.75 Llanelli Star 3 0.75 0.75 Post Office 2nd Class Stamps 3 54 54.00
Total payments made from petty cash £164.26 £0.00 £164.26
The RFO highlighted on the schedule of accounts paid, a payment to Darkin Architects, which relates to the work being undertaken on the preparation of a planning application for the Copperworks site. He also highlighted a payment to Philip Mann Property Maintenance for the purchase of the Christmas trees.
4. Budget Monitoring Report
The budget monitoring report for the period 1 st April 2015 to 31 st January 2016 had been circulated to members with the agenda. This was in the usual format. The RFO indicated that as at the 31 st January 2016, income and expenditure should be around 83% to be on budget.
The RFO outlined to members the main items in the report.
Income is above budget. The RFO advised that most of the annual income has now been received. He confirmed that the SLAs for the public conveniences and Pembrey Memorial Hall have been received, although there is a query in relation to the SLA on the Memorial Gardens. The RFO also referred to the income in relation to the former Pembrey School being below budget and this was due to the transfer of the property back to the County
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Council. The RFO confirmed that room rentals will be within budget once some outstanding payments have been received.
In relation to expenditure, due to an additional member of staff, expenditure on employees is over budget.
Expenditure on administration is well within budget, which is mainly attributable to savings made on insurance this financial year.
The RFO advised that in relation to expenditure upon marketing and promotion, there has only been one item of expenditure for lamp post banners.
Civic expenditure is within budget.
Overall, expenditure on the cemetery/footpaths is within budget. However, there are individual headings which are over budget. The RFO advised that expenditure on maintenance and repairs, which is over budget, had been discussed at the recent Finance Committee meeting. There has been additional expenditure on the maintenance of the ageing equipment. There has also been expenditure related to the digging of graves. Finally, additional work has been undertaken on the drainage at the cemetery. The RFO advised that to date, no virements have been carried out. Cllr David Owens added that when discussions took place at the Finance Committee meeting regarding the overspend, there had been the suggestion of looking into maintenance contracts on the equipment.
Expenditure on the Hall and Institute is within budget overall, as is expenditure on the Copperworks.
Expenditure on the former Pembrey School is well below budget and this has now been transferred back to the County Council.
Expenditure on Pembrey Memorial Hall is within budget.
Expenditure on Special Projects is within budget. The RFO advised that there is still some expenditure in relation to the Christmas lights and this should be reported in next month’s budget monitoring. Also, some donations and community grants have been approved and are in the process of being paid.
Net expenditure is 83.29% and therefore, is very slightly over budget.
The RFO referred to proposed virements having been considered and approved at the recent Finance Committee meeting. He confirmed that no funds will be taken from the general fund in relation to these.
The RFO also referred members to a second budget monitoring report which had been circulated with the agenda, and which he had prepared in a new format, as discussed at the previous Town Council meeting. In accordance with the new committee structure, this set out budgets under each main committee, and the RFO required confirmation that the relevant budgets came within the remit of the correct committee. It was therefore APPROVED that each committee should consider the new format.
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188. To consider the report of the Finance Committee meeting held on Tuesday 9th February 2016
It was RESOLVED that the minutes of the Finance Committee held on the 9th February be signed and accepted as a true record.
There were no matters arising.
189. To consider any planning applications
Cllr John Hedley Jones referred to the two planning applications. Application number S/33435 is just a reserved matters application and there was no issue in relation to this. Also, he saw no issue with application number S/33388 and he therefore recommended approval of both applications, which was APPROVED by members.
Application Name and Address of Description of Application No. Applicant S/33435 Mr Paul Jones Reserved matters to outline consent S/29951 Cedar Cottage (access, appearance, landscaping, layout and The Links, Pembrey scale) S/33388 Mrs L Rotondo Two timber frame stable blocks Land adjacent to Clos Farm Newydd, Pembrey
190. To consider any County Councillors’ reports
County Cllr John James advised that the County Council’s budget for the 2016/17 financial year had now been passed and he referred to the significant cuts to school budgets, amounting to £3.4 million. He advised that the Opposition had expressed concern and had requested that these cuts be deferred for one year, to enable consultation with Head teachers upon the impact. However, this had been rejected.
County Cllr John James also referred to a problem at Glanmor Terrance, where the caravans had been moved. He advised that pegs which had been placed were too close together, thus preventing cars from parking. He has looked at this, together with Mr John McEvoy of Carmarthenshire County Council. Following funds being made available, work will therefore be undertaken during the first week of April to move the pegs, to enable cars to park, but not caravans.
Following the report given by County Cllr John James, considerable concern was raised by members in relation to the cuts to the education budget. It was generally felt that the County Council should find other ways of making these savings. Following the discussions, it was APPROVED that the Town Council’s concerns and strong objection to the reduction of the education budget be communicated to the County Council.
191. To consider the Mayor’s report
The Mayor informed members that it had been a relatively quiet month. However, she had attended four Cawl Cennin events, as well as a number of meetings. The Mayor also referred
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to her forthcoming charity fundraising event, which is a fashion show to be held at Burry Port Memorial Hall on 18 th April, for which she urged support.
192. To consider Communications received
1. Email on 18 th February 2016 from One Voice Wales, forwarding details from the Welsh Government regarding the Independent Remuneration Panel for Wales’ Annual Report and a covering letter, also dated 18 th February 2016 from the Chair of the Independent Remuneration Panel for Wales (copy letter attached). The Report is available at http://gov.wales/irpwsub/home/publication/2016-17/irp-annual-report-2016- 17/?skip=1&lang=en . Noted
2. Email on 18th February 2016 from One Voice Wales, forwarding a letter from Carmarthenshire Citizens Advice, seeking financial support (copy letter attached ).
It was APPROVED that the Clerk advise the organisation of the Town Council’s policy on financial donations.
3. Letter dated 19 th February 2016 from the Head of Planning at Carmarthenshire County Council. This advises that further to a decision made at a full Council meeting on 11 th November 2015, the County Council has produced Draft Supplementary Planning (SPG) Guidance documents for public consultation. These draft SPGs aim to support and elaborate on the policies and provisions of the adopted Carmarthenshire Local Development Plan (December 2014). When approved, they will represent a material consideration in the determination of any planning applications. The draft SPGs relate to the following: Archaeology and Development; Leisure and Open Space Requirements for New Developments; Nature Conservation and Biodiversity: Placemaking and Design: Rural Development. The Draft SPGs are available on the Council’s website. The consultation period will end on 8 th April 2016. Noted
4. Email from the Welsh Government on 2 nd March 2016, attaching a letter from the Minister for Public Services dated 1 st March in relation to the recently published statutory guidance for the Well-being of Future Generations (Wales) Act 2015. The final guidance was issued on 26 th February 2016 and includes guidance specifically aimed at Community and Town Councils that will be subject to the duty to take all reasonable steps to meet the local objectives set out in the local well-being plan that has effect in their areas (copy letter attached).
It was APPROVED that consideration of the Statutory Guidance be referred to the Well-being of Future Generations Sub Committee.
5. Email from the Ethics and Mergers Bills Team of the Welsh Government on 2 nd March 2016, attaching a letter regarding two statutory instruments which come into force on 1 st April 2016, namely The Local Government (Standards Committees, Investigations, Dispensations and Referral) (Wales) (Amendment) Regulations 2016 and The Local 133
Authorities (Model Code of Conduct) (Wales) (Amendment) Order 2016. All relevant authorities must adopt a revised Code of Conduct by 26 th July 2016, although it is suggested that it would be sensible for this to be done no later than at the annual meeting (copy letter attached ).
It was APPROVED that consideration of the adoption of a revised Code of Conduct be referred to the Civic Governance and Personnel Committee.
6. Notice dated 2nd March 2016 from the Director of Environment of Carmarthenshire County Council regarding an application being made to the Magistrates’ Court in Carmarthen on 2 9th April for a proposed diversion around Bryndias Farm, Pinged, Pembrey (copy notice and plan attached). Noted
Cllr Mrs Pat Jones left the meeting at 7.55pm.
193. Report of elected members
There were no reports by elected members.
194. Report of the Clerk on matters of administration
1. A letter of response has been received from Mr Christopher Salmon, Dyfed-Powys Police Crime Commissioner dated 9 th March 2016, following a letter sent by the Clerk after the February Town Council meeting. In this, he seeks written confirmation of the Town Council’s willingness to contribute £4,000 per annum to the maintenance of the existing police station in Burry Port, to enable legal contracts to be prepared. The letter also indicates that the option of some joint arrangement in the Town Council’s premises remains open until the position with the existing site is finalised. Mr Salmon also requests an explanation of the Town Council’s decision.
The Clerk read out the letter dated 9 th March 2016 from Mr Christopher Salmon, which was discussed by members. It was expressed that the option of potentially sharing premises with the police had been given serious consideration. Members discussed that there were a number of reasons for this possibility being rejected. It had been felt that it was not in the public interest to share the premises, as this would take away facilities for the community. It was also expressed that there could be potential confusion of identity. In relation to the Town Council’s future contributions to the maintenance of the Police Station in Burry Port, it was emphasised that there would need to be conditions in the contract, to include that the Police presence remains in its current building and that it is used for operational “front line” officers, not administrative staff. There was some discussion in relation to a potential review clause after five years but it was agreed that this should not be requested. Following the discussions, it was RESOLVED that the Clerk prepare a draft letter of response to Mr Salmon, and that this be approved by Cllrs John James and Ken Edwards prior to being sent.
2. Following approval at the last Town Council meeting to once again support the Walk for Life in aid of Kidney Wales Foundation, the necessary arrangements have been made to register with Kidney Wales Foundation. The walk will commence 134
from Burry Port Yacht Club at 11am on Sunday 24 th April and as in previous years, will finish at Pembrey Country Park. Promotional material has been received from Kidney Wales Foundation, which is being circulated. Members are also requested to seek support for the event.
The Clerk confirmed that sponsorship forms had been received and she requested members who were interested in the event to obtain these at the conclusion of the meeting, together with posters and flyers in order to promote the event.
Cllr Ken Edwards raised a query in relation to the updating of the Town Council’s website, in the absence of the TSO. The Clerk advised that the web designer of the Council’s current website has been updating the website. He had suggested that he could provide training to other staff members regarding the updating of the website. It was therefore APPROVED that the web designer be requested to provide training for the Administrative Assistant, the Clerk and Cllr John Hedley Jones.
3. It was RESOLVED that under the Public Bodies (Admission to Meetings) Act 1960, the public and representatives of the press be excluded from the meeting during the consideration of the following items of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted:
Staffing issue Property issue Fees and charges Minutes of Civic Governance and Personnel Committee meeting
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Pembrey and Burry Port Town Council Monthly Meeting Wednesday 20 th April 2016
Councillor Mrs Jean Hire (Mayor) Councillors, Ken Edwards, John James, Robert John, Mrs Pat Jones, John Hedley Jones, Mrs Shirley Matthews, Mrs Susan Northam, David Owens, Andrew Phillips, Michael Theodoulou, Mrs Moira Thomas and Mrs Mary Wenman
In attendance: Melanie Carroll-Cliffe (Town Clerk) and Alan Howells (RFO)
(Former OAP Hall 7.00pm – 9.05pm)
195. Opening Prayer
The opening prayer was given by the Mayor, Cllr Mrs Jean Hire.
196. Personal Matters
Apologies were received from Cllrs Geraint Davies, Malcolm Davies and Stephen James, together with County Councillor Hugh Shepardson.
Cllr John James advised members that Cllr Stephen James wishes to resign from the Civic Governance and Personnel Committee, due to his work commitments.
Cllr John James also referred to the recent success of the youth team and first team of Burry Port Rugby Club and suggested that a letter of congratulations be sent to the Rugby Club on behalf of the Council.
197. To receive Members’ Declarations of Interest in respect of the business to be transacted
Members confirmed their usual declarations of interest.
Cllr Robert John declared a new interest, as he confirmed that he has been appointed the Chairperson of Burry Port Operatic Society.
198. Police Business
The Clerk informed members that she had received advance notification that there would not be an attendance by the Police but a report had been received, which she read out, as below:
Council Monthly Report April 2016
During the month of April 11 Crimes have been reported in the Burry Port Section down from last year. All the crimes have been recorded.
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Within the month of April officers have attended 132 calls, 24 of which were an immediate response, 35 had to be answered within the hour, 38 were scheduled simply needing attendance and 35 did not need a response.
Crimes of note are:
Criminal Damage
There have been 6 cases of criminal damage – one being damage to a car window.
Burglary
There has been 1 burglary recorded in the area of Burry Port- rear garage broken into.
Anti-Social Behaviour
There were 10 anti-social behaviour calls one being fly tipping at the industrial estate.
Road Traffic Accidents
There have been 4 recorded accidents in Burry Port area, none fatal.
Cllr Mrs Moira Thomas referred to the fact that she did have questions which she had wished to ask the Police that evening and emphasised the need for a police presence at the meeting. Cllr John James advised that he is aware from the PACT meetings that there is a shortage of PCSOs and more officers are currently being trained. He also informed members that the police would be sending a representative to the Council’s lighting of the beacon event to commemorate the Queens’s 90 th birthday the following evening.
Cllr David Owens informed members that he had received a recent telephone call from PCSO Trudi Scandone, in his capacity as the Treasurer of a local club, to warn him of break ins in the area at premises which have gaming machines.
Lastly, Cllr Mrs Mary Wenman referred to three recent accidents on Cwm Ifor Road, Burry Port and the fact that cars are regularly speeding along this road. She referred to the current speed limit being 30mph but she felt this should be reduced to 20mph. Cllr John James advised that he would look into this issue on her behalf.
199. To confirm the minutes of the meeting held on 16th March 2016
The minutes of the Town Council meeting held on the 16th March 2016 were accepted as a true record.
200. Information from the aforesaid minutes
P126 (181) Police business
Cllr Robert John queried if there was an update in relation to the parking issue raised by Cllr David Owens. Cllr John James referred to the fact that PCSO Trudi Scandone had asked for details of the number plate of the vehicle but Cllr David Owens indicated that he did not have
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this information. Cllr John James stated that he would therefore attend the following morning to see the position.
P126 (183) Information form the aforesaid minutes – Report of the RFO
Cllr Ken Edwards made reference to an issue raised by him at the last meeting regarding Cllr Stephen James’ attendance at One Voice Wales meetings. He enquired if Cllr Stephen James is still prepared to represent the Town Council at One Voice Wales meetings, given what had been stated earlier in the meeting about his work commitments. Cllr John James advised members that Cllr Stephen James had not said anything in relation to attendance at One Voice Wales meetings. Members agreed that there needed to be clarification on this issue and it was therefore APPROVED that Cllr John James approaches Cllr Stephen James to ascertain his intentions.
P126 (183) Information from the aforesaid minutes – Friends of Burry Port Harbour Group
Cllr Michael Theodoulou informed members that the Friends of Burry Port Harbour Group had now arranged an important meeting which was taking place at 9.30am on 29 th April. This will be attended by a number of senior County Council officers, including from the Housing Department. There will also be representatives from the Town Council’s BACCE Sub Group, as well as the Harbour Group. Cllr Michael Theodoulou advised that the meeting will provide an opportunity for the Town Council to have an input into the planning of the harbour redevelopment.
P129 (187) Report of the RFO
Cllr Mrs Moira Thomas referred to the expenditure on cleaning materials but that there is difficulty locating these, when required. This was reiterated by Cllr Mrs Shirley Matthews. It was discussed that cleaning materials are purchased for the Town Council’s various buildings/facilities, where they are stored, including the public conveniences at Burry Port Railway Station. However, due to the concerns raised, Cllr Michael Theodoulou advised that this issue would be looked into by the Facilities Management Committee.
P134 (194) Report of the Clerk on matters of administration (item 1)
Following a query raised by Cllr John James as to whether a reply had been received from the Police and Crime Commissioner, the Clerk informed members that only an acknowledgment had been received from his office to date.
201. Technical Services Report
In the absence of the Technical Services Officer, Cllr John Hedley Jones outlined the report to members, which he had prepared, as set out below:
1. Burry Port Cemetery. There were two new grave openings and 4 internments in existing graves during March 2016. There were 2 interments of Cremated Remains, and 3 scattering of ashes in the Garden of Remembrance. There was also 1 permit for the construction of headstone for the same period.
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2. Footpaths. Given there were six graves opened in the cemetery over this period, together with preparation work for the flower planting, no works were able to be undertaken on footpaths this month.
3. Snooker Room. The floor of the snooker room has been re-painted with two coats of rubberised paint. The small side rooms have been similarly painted. Consideration is required as to the re-location of the CCTV monitor that is presently situated in one of the side rooms. It may be better located in the Council Office on the ground floor of the Institute.
Cllr John Hedley Jones suggested that it may be preferable to relocate the CCTV monitor to the Clerk’s office, as a safety measure, as she is sometimes the only person present during the afternoon in the Institute building. It was therefore APPROVED that this issue be referred to the Facilities Management Committee, for further consideration.
4. Moreb Roundabout. Plans have been drawn up and a planning application has been deposited for the design of the roundabout. Ground preparation work is underway, and the design has been pegged out on the ground.
5. Coast Road Roundabouts. Three applications have been made to the County Council for a ‘Planting Licence’ for the roundabout at the access to the Industrial Site, and the roundabout for the sand yard and football field. The Licence is for the planting of wild flower seeds.
Cllr John Hedley Jones advised that the licences should be received shortly.
6. Flower Beds. Preparation works have been started and are ongoing on the planting beds in both Pembrey and Burry Port. Planting should commence before the end of the month.
7. Pembrey Memorial Hall. The clearance of the two side rooms to the stage in the main hall has been completed. Both rooms have been redecorated, and the south facing room could be used as a small meeting room or office. Cllr John Hedley Jones informed members that there is a telephone point and computer link already present.
8. Pembrey Memorial Hall grounds. Some minor damage has been caused to the lawn area in front of the hall, by vehicles traversing the area to gain access to the allotments. In order to protect the lawn, short wooden fence poles have been placed in the ground so as to prevent vehicle access.
202. To consider the report of the Facilities Management Committee meeting held on Tuesday 23 rd February 2016
The minutes of the meeting held on the 23 rd February 2016 had been circulated with the agenda and it was RESOLVED that these be signed and accepted as a true record.
At the meeting, the Clerk also circulated for information purposes, the draft minutes of the Facilities Management Committee meeting held on 22 nd March 2016. Despite the fact that these were only draft minutes, Cllr Robert John raised an issue that the Operatic Society had no items of equipment stored in the steel containers, whereas the minutes indicated that “the majority of items in the steel containers did not belong to the Operatic Society but to another organisation”. Cllr John Hedley Jones advised that he had relied on information available to 139
him and he was therefore unable to provide an apology, as requested by Cllr Robert John. As Cllr Robert John does not have a pecuniary interest in relation to his position within the Operatic Society, it was proposed and APPROVED that he be allowed to speak upon this issue.
It was discussed that as the minutes were in draft, any issues would need to be dealt with at the next Facilities Management Committee meeting, when the minutes would be considered for approval.
Although Cllr Robert John had initially indicated that he wished to resign from the Facilities Management Committee and the Finance Committee, due to his dissatisfaction on this issue, he was urged to withdraw the resignation. Cllr Robert John agreed to do so, subject to the matter being dealt with at the next Facilities Management Committee meeting.
203. To consider the report of the Regeneration and Community Services Committee meeting held on Thursday 3rd March 2016
It was RESOLVED that the minutes of the Regeneration and Community Services Committee meeting held on the 3rd March 2016 be signed and accepted as a true record.
There were no matters arising from these minutes.
204. Report of the Responsible Finance Officer (RFO)
The report, as set out below had been circulated to members in advance of the meeting.
1. Bank
The following cash balances are held with Lloyds at Balance at Unpresented Council 29th February 2016 :- bank cheques cash book balance £ £ £
Business Instant Access account 271,379.31 271,379.31 Community Account 16,365.06 15,787.67 577.39 Imprest account 32,938.10 32,029.75 908.35 £320,682.47 £47,817.42 £272,865.05
2. Schedule of accounts paid
The following accounts have been paid from 1st to 29th February 2016
Cost ex Supplier Details Ref Vat VAT Total £ cost Burry Port Memorial Hall - Tradepoint maintenance 1 49.98 10.02 60.00 Burry Port Memorial Hall - Tradepoint maintenance 1 16.68 3.32 20.00 Burry Port Memorial Hall - Tradepoint maintenance 1 26.62 5.31 31.93 Burry Port Memorial Hall - Tradepoint maintenance 1 1.84 0.37 2.21 140
Burry Port Memorial Hall - Tradepoint maintenance 1 24.25 4.85 29.10 British Gas Burry Port Memorial Hall - heating 1 210.60 42.12 252.72 Greenwell Power Tools Cemetery - Maintenance 4 14.11 2.82 16.93 Xerox Admin - Photocopier charges 3 143.09 28.62 171.71 Travis Perkins Cemetery - Maintenance 4 12.88 2.58 15.46 NALC Admin - Subscriptions 3 54.99 54.99 Pembrey Memorial Hall - Lorne Stewart maintenance 1 2427.00 485.40 2912.40 Parker Plant Hire Hall - storage 1 58.80 11.76 70.56 Parker Plant Hire Hall - storage 1 58.80 11.76 70.56 Cemetery - Maintenance Jeff Morgan + Sons (Drainage) 4 189.52 37.90 227.42 WD Sewards Civic Expenditure 9 23.00 23.00 46.00 Leigh Gas Cemetery - Maintenance 4 247.70 247.70 Commercial Christmas Christmas Lights - Additions 9 1648.75 329.75 1978.50 Shirley Matthews Civic Expenditure - Xmas tea 9 90.11 18.02 108.13 Cemetery - Maintenance Travis Perkins (Drainage) 4 1.78 0.36 2.14 Cemetery - Maintenance Travis Perkins (Drainage) 4 126.46 25.29 151.75 BT Admin - telephone 3 20.00 4.00 24.00 Argos Youth Club contribution 9 867.82 173.55 1041.37 Pembrey Memorial Hall - cleaning Toppers materials 1 27.88 5.58 33.46 Burry Port Memorial Hall - DD Plumbers maintenance 1 475.00 95.00 570.00 Burry Port Memorial Hall - Tradepoint maintenance 1 19.62 3.92 23.54 British Gas Pembrey Memorial Hall - Electricity 1 167.42 8.37 175.79 British Gas Copperworks - electricity 1 19.12 0.95 20.07 British Gas Institute - Electricity 1 358.66 71.73 430.39 British Gas Pembrey School - Electricity 1 148.22 7.41 155.63 British Gas BP Memorial Hall - Electricity 1 381.83 76.36 458.19 British Gas Cemetery - Electricity 4 186.13 9.30 195.43 British Gas OAP building - Electricity 1 35.55 1.77 37.32 British Gas Copperworks - electricity 1 19.76 0.98 20.74 British Gas Institute - Electricity 1 245.56 49.11 294.67 British Gas Pembrey School - Electricity 1 129.89 6.49 136.38 British Gas BP Memorial Hall - Electricity 1 190.14 9.50 199.64 British Gas Cemetery - Electricity 4 133.50 6.67 140.17 British Gas OAP building - Electricity 1 28.26 1.41 29.67 Pembrey Memorial Hall - Leigh Gas maintenance 1 47.15 47.15 Burry Port Memorial Hall - Tradepoint maintenance 1 91.01 18.23 109.24 Biffa Hall - Refuse 1 97.52 19.50 117.02 Biffa Cemetery - Refuse 4 113.96 22.79 136.75 Chivers Corner Garage Cemetery - Van costs 4 59.16 11.83 70.99 SA1 Laundry Services BP Memorial Hall -Laundry 1 21.10 4.22 25.32 Dwr Cymru / Welsh Water Copperworks - water 1 854.24 854.24 BT Admin - telephone 3 154.73 30.95 185.68 Dwr Cymru / Welsh Cemetery - water 4 394.08 394.08 141
Water ESP Environmental Ltd Copperworks - development 1 1200.00 240.00 1440.00 Argos Youth Club contribution 9 193.75 38.74 232.49 Plusnet Admin 3 17.00 3.40 20.40
12125.02 1965.01 14090.03
3. Petty Cash
Payments made from 1st to 29th February 2016
Chris Murray Phone 3 10.00 10.00 Milk - meetings 3 1.25 1.25 Gwynne Price Mini bus 9 32.00 32.00
Total payments made from petty cash £43.25 £0.00 £43.25
The RFO highlighted a number of unusual payments on the schedule of accounts paid. He referred to the payment to Lorne Stewart, which related to the payment for a replacement flue at Pembrey Memorial Hall. A payment had also been made to Commercial Christmas for additional Christmas lighting this year. Payments had also been made to Argos for equipment for the Youth Club, as part of the Town Council’s financial contribution. The RFO advised that he would be reviewing the total expenditure by the Youth Club when finalising the end of year expenditure.
The RFO also highlighted a payment from petty cash in relation to mini bus hire, to facilitate site visits to the various parks and play areas.
4. Budget Monitoring Report
The budget monitoring report for the period 1 st April 2015 to 29 th February 2016 had been circulated to members with the agenda.
The RFO indicated that as at 29 th February 2016, income and expenditure should be around 92% to be on budget.
As usual, the RFO outlined to members the main items in the report.
The RFO advised that income had been boosted by rental income for the halls in Burry Port.
In relation to expenditure, employees’ costs are within budget, as are administration costs, marketing and promotion and civic expenditure.
Expenditure on the cemetery/footpaths is presently well below budget, although the RFO advised that the footway lighting had now been paid.
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Expenditure on the Hall and Institute is within budget overall. However, the RFO referred to expenditure on electricity being over budget. He indicated that this may be due to prepayments having been made but also, as a result of additional hall bookings, increased electricity costs could be expected.
In relation to expenditure on the Copperworks, the RFO referred to water costs being significantly over budget, due to a leak at the premises, as previously reported.
Expenditure on the former Pembrey School is below budget, with this building now having been handed back to Carmarthenshire County Council.
Expenditure on Pembrey Memorial Hall is within budget overall. The RFO referred to the flue repair costs as being an additional payment.
Expenditure on Special Projects is overall within budget.
Net expenditure is 79.67% and is therefore well within budget.
Cllr David Owens referred to the expenditure on the flue at Pembrey Memorial Hall and the fact that this seems to be a long standing problem. He advised members that at the recent Finance Committee meeting, it had been suggested that this should be raised with Mr Matt Morden of Carmarthenshire County Council, as it appears that this problem was inherited when the Hall was taken over.
Cllr John Hedley Jones referred to the fact that Carmarthenshire County Council had not paid the SLA in relation to the Memorial Gardens. The RFO advised that when he had chased up payment with the County Council, he was informed that there had never been a written agreement. Cllr John Hedley Jones indicated that he disputed this and that he would swear an affidavit that there was a written agreement, as would County Councillor Hugh Shepardson who has knowledge of this, as he was Town Clerk at the time. Cllr Michael Theodoulou also referred to the fact that the County Council has been making this payment for a number of years, which is advantageous to the Town Council and therefore, this should be vigorously pursued.
Cllr Michael Theodoulou referred to the fact that the new financial year has now commenced and it has been agreed that budget monitoring will be in a new format. He therefore queried if each committee would receive a monitoring report, to enable it to monitor its own budget, which was confirmed by the RFO.
Lastly, Cllr Mrs Shirley Matthews queried if the various businesses which had won the Christmas window display competition had received their prize money. The RFO advised that he had still not been provided with the actual details of who to make the cheques payable to but had just been given the business names. It was agreed that the RFO would speak to Cllr Mrs Shirley Matthews following the meeting, to enable payment of the cheques to be organised. The RFO also suggested that in future, consideration could be given to choosing the winners of the window displays in advance, to enable presentation of the prize money on the evening of the Christmas carnival.
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205. To consider the report of the Finance Committee meeting held on Tuesday 8th March 2016
It was RESOLVED that the minutes of the Finance Committee meeting held on the 8th March be signed and accepted as a true record.
Matters Arising
P4 (10) Consideration of a recent email from the Secretary of Burry Port Park Committee
Cllr Michael Theodoulou queried the position in relation to an intended meeting with representatives of the Park Committee. The Clerk advised that following the March Finance Committee meeting, a further email had been sent to the Secretary, requesting that she provide some suggested dates and times for a proposed meeting, although a response had not been received. The Clerk also advised that there had been a discussion upon this issue at the recent Finance Committee meeting on 12 th April 2016. Cllr Mrs Mary Wenman had been present at this meeting and as she is a member of the Park Committee, she had confirmed that she would check availability for representatives to attend for a meeting.
206. To consider any planning applications
Cllr John Hedley Jones indicated that he saw no issue with application number S/33580 and he therefore recommended approval of this, which was agreed by members. He also advised that notification of an additional application had been received since the agenda was circulated. However, as this related to the Town Council’s application for the Moreb Roundabout, it was inappropriate to make any recommendation upon this.
Application Name and Address of Description of Application No. Applicant S/33580 Mr and Mrs Morgan Side conservatory porch area 57 Brynymor Burry Port
207. To consider any County Councillors’ reports
County Councillor Mrs Shirley Matthews did not provide a report, as she indicated that recently, the matters which she had been dealing with were of a private nature, involving residents in Pembrey.
County Councillor John James advised that following on from information which he provided at the last Town Council meeting, the pegs in Glanmor Terrace had been moved, which should now alleviate the problems. County Councillor John James also advised that a motion had been put in about home to school travel, so as to have an all member panel on appeals.
Cllr David Owens raised the issue of the education budget and how he thought this was meant to be protected. However, despite this, local schools are being forced to reduce staffing levels. Cllr David Owens therefore requested that the County Councillors obtain some clarity upon the position.
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Following the discussions on the education budget, it was agreed that the County Councillors would take up this issue once more. It was also suggested that the Chair of Governors in each school should write to the County Council, challenging the position on the apparent change of policy regarding the ring fencing of the education budget.
208. To consider the Mayor’s report
The Mayor advised that it had been a relatively quiet month. However, she informed members that she had presented a plaque on behalf of the Council to a local resident on the occasion of her 100 th birthday. The Mayor also referred to her recent charity fashion show, which had been a big success. She thanked everyone who had assisted with this, including Cllr Robert John who had helped on the door, Cllr Mrs Shirley Matthews who had greatly assisted with the preparation for the event, the Clerk for modelling in the fashion show and also Cllrs John James and Mrs Moira Thomas who had helped on the evening. The Mayor also thanked all those who had sold tickets for the event. Cllr Mrs Shirley Matthews congratulated the Mayor and thanked her for all of her work in organising the event.
209. To receive nominations to appoint the Mayor (Elect) 2016/17
Cllr Mrs Shirley Matthews nominated Cllr John James as Mayor (Elect) 2016/17, which was seconded by Cllr Mrs Mary Wenman. This nomination was unanimously APPROVED by all members.
210. To receive nominations to appoint the Deputy Mayor (Elect) 2016/17
Cllr Michael Theodoulou nominated Cllr David Owens as Deputy Mayor (Elect) 2016/17, which was seconded by Cllr Mrs Shirley Matthews. This nomination was unanimously APPROVED by all members.
211. To consider a recommendation from the Finance Committee meeting of 12 th April 2016 on approving a policy where a Committee’s income exceeds its budgeted income, with particular reference to donations being ring fenced
The Clerk outlined the background to this agenda item to members. She advised that the issue had originally been raised at a meeting of the Regeneration and Community Services Committee and a specific example had been considered in relation to donations made to the Wales in Bloom campaign, which would be additional to budgeted income. Subsequently, the issue had been referred to the Finance Committee, for consideration. The Clerk advised that the recommendation from the Finance Committee was that donations should be ring fenced.
Cllr Michael Theodoulou indicated that he had some concerns about additional income being ring fenced, as he stated that the original budget may be the right amount to spend in order to achieve what the Council wishes. He therefore stated that it may be appropriate for the original budget to be reduced rather than spending for the sake of it. Cllr Michael Theodoulou also referred to another example where there could be income which exceeds budgeted income, where an asset is sold. He stated that if this occurs, the proceeds should be administered by the Town Council, as opposed to it being retained for use by the Facilities Management Committee.
There was a lengthy discussion upon this issue. Members were generally of the view that actual donations should be ring fenced, as donors would understandably expect their 145
donations to be used for the specific project. However, members’ views differed on what should happen to the overall budget. Some members were of the view that a committee should be allowed to retain and spend the original budget, together with any additional donations, whereas others were of the view that there should not be spending for the sake of it and that the Council’s own budget should be reduced, so that the funds could be utilised for something else.
Following the lengthy discussions, Cllr David Owens proposed that the Council did not take a vote on approving a policy, in accordance with the agenda item. He alternatively proposed that each case is considered on its merits, so that if donations are received, they are looked at on an individual basis. He proposed that in such instances, the Chair of the committee concerned should seek the approval of the Council to spend the funds. This proposal was unanimously APPROVED by members.
212. To consider approval of a revised code of conduct, in accordance with the Local Authorities (Model Code of Conduct) (Wales) (Amendment) Order 2016, as recommended by the Civic Governance Committee meeting of 11 th April 2016
The Clerk outlined to members that consideration had been given at the recent Civic Governance and Personnel Committee meeting to the revised Code of Conduct, so as to comply with the Local Authorities (Model Code of Conduct) (Wales) (Amendment) Order 2016. Following this consideration, the Committee recommended approval.
It was therefore RESOLVED that this revised Code of Conduct be adopted.
213. To consider Communications received
1. Various letters of thanks received from Pembrey and Burry Port Gardening Club, Burry Port Memorial Park Bowling Club, Dementia Carers Support Group, Jerusalem Chapel and Llanelli Ramblers Festival of Walks 2016 for recent financial donations. Noted
2. Email from the Corporate Property Department of Carmarthenshire County Council on 17 th March 2016.This advised that the various Expression of Interest forms relating to the parks and play areas will be taken to the next Asset Transfer Working Group meeting, to be held on 13 th April, following which, they will revert further. Noted
3. Undated letter received from PS Heulwen Aston. This extends thanks to Councillors John Jones and Geraint Davies, who both volunteered to assist with training of Police Community Support Officers at Dyfed Powys Headquarters on 1 st April 2016.The email goes on to state that it is hoped that this partnership will continue and that further assistance can be requested with the next planned training programme. Noted
4. Email received on 21 st March 2016 from a member of the public. This enquired if there are any plans for litter picking along the newly cut canal path, as far as Pembrey. It stated that sections of the path are covered with litter and suggested that a community litter pick be organised. Cllr Mrs Shirley Matthews indicated that she had also received some complaints upon this issue, as a result of which she had walked along the canal. She confirmed that a 146
great deal of rubbish was present, which she had photographed. She is of the view that there is too much work for volunteers and she therefore intends referring this to the County Council. Cllr David Owens advised that he was aware that County Councillor Hugh Shepardson has also made strong recommendations for urgent action to be taken.
5. Notification of and a link provided by One Voice Wales on 22 nd March 2016 to the updated version of the Community Asset Transfer Guide, on behalf of the Welsh Government. Noted
6. Email from Ffion Green of Welsh Water on 22 nd March 2016, following earlier communications with the Clerk. This indicates that Welsh Water is donating £1,000 towards the cost of sustainable planting on Moreb Roundabout. The email also offered the services of their design team, if required. Noted
7. Email on 29 th March 2016 from the Police and Crime Commissioner’s Office, confirming that the letter sent by the Clerk following the last Town Council meeting had been forwarded to Mr Salmon for his attention. Noted
214. Report of elected members
Cllr Michael Theodoulou informed members that he has been appointed as Governor by the County Council to Glan y Mor Federated School.
Cllr Michael Theodoulou also advised that he had received a lengthy letter in relation to the condition of the Windsor Harbour View Public House, which is a long outstanding matter. He referred to this as a very dangerous building and that the Town Council should urge action, by continuing to put pressure on the County Council.
Cllr John James indicated that a number of orders have been served on the owner of the premises and the matter is ongoing. It was therefore APPROVED that a letter should be sent to the County Council on behalf of the Town Council, to reinforce the work being carried out in relation to this by the County Councillors.
Lastly, Cllr Andrew Phillips informed members that the Mayor’s Rock Concert would be held on 3 rd June, which he urged members to support.
215. Report of the Clerk on matters of administration
1. Notification has been received that One Voice Wales and SLCC are arranging the fourth joint event, to be held at the Liberty Stadium, Swansea on 22 nd June 2016. It is emphasised that the event is very important as it focuses on key topic areas, such as the Well Being of Future Generations Act 2015; proposed local government reorganisation; financial governance and accountability; and contributing to sustainability. The event is open to Councillors as well as Clerks, and the cost is £79 plus VAT (or £69 plus VAT if booked early).
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It was APPROVED that this matter be referred to the Regeneration and Community Services Committee to decide who should accompany the Clerk to this event.
2. One Voice Wales is inviting member Councils to propose a maximum of two motions for debate at its AGM on Saturday 1 st October 2016. These must be received by no later than noon on 1 st July, for consideration by the conference Agenda Committee. There are specific requirements for motions to be acceptable. A motion must reflect a national issue or problem. Also, each motion must be accompanied by a short explanatory note, not exceeding 150 words. The Motions Committee will sit in early July and Councils will be notified of its decisions by mid July. If a motion is accepted, a Council must provide the name of both the proposer and a seconder (who must be from another Council) no later than three weeks prior to the AGM. Both the proposer and seconder must be present at the AGM for the motion(s) to be debated. It was APPROVED that this matter be referred to the Regeneration and Community Services Committee for consideration.
3. A request has been received from PS Heulwen Aston for further assistance with the training of the next PCSO intake. This will take place on the afternoon of Wednesday 29 th June 2016. Cllrs John Hedley Jones, John James and Mrs Shirley Matthews volunteered to assist with this training. As Cllr Geraint Davies was not in attendance at the meeting, it was also agreed that enquiries should be made with him as to his availability, as he had assisted with the previous training session.
4. One Voice Wales has forwarded revised Model Financial Regulations. These only make relatively minor amendments to the previous Model Financial Regulations. It is suggested that these be referred for full consideration to the Finance Committee. Members APPROVED that this be referred to the Finance Committee for full consideration.
5. A letter has been received from Mrs Dorothy McDonald regarding potential support for the Dementia Carers Support Group, following her attendance at last month’s meeting (copy attached). The Clerk outlined that prior to receipt of this letter, Mrs McDonald had attended at the Council office regarding the hiring of the Memorial Hall. During this visit, the Clerk had tried to explain the Council’s policy on hiring of facilities and the possibility of seeking a grant. Cllr Mrs Shirley Matthews indicated that she was happy to try to speak with Mrs McDonald once more. Cllr Michael Theodoulou indicated that he would be happy to join Cllr Mrs Shirley Matthews in such a meeting, which was APPROVED.
6. Members are reminded that arrangements have been made to celebrate the 90 th Birthday of HM Queen Elizabeth II on Thursday 21 st April. A certificate will be presented to each of the four local schools during the course of the day, as already notified. Also, a beacon will be lit in Pembrey Square at 7.30pm that evening. Noted
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7. Members are reminded that the Walk for Life on behalf of Kidney Wales Foundation will be held this Sunday, 24 th April, commencing at 11am from Burry Port Yacht Club. Noted
8. It was RESOLVED that under the Public Bodies (Admission to Meetings) Act 1960, the public and representatives of the press be excluded from the meeting during the consideration of the following items of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted:
Confidential minute of the meeting of 16 th March 2016 Minutes of Civic Governance and Personnel Committee meeting Correspondence received of a sensitive nature
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Pembrey and Burry Port Town Council Monthly Meeting Wednesday 18 th May 2016
Councillor John James (Mayor) Councillors, Geraint Davies, Malcolm Davies, Ken Edwards, Jean Hire, Robert John, Mrs Pat Jones, John Hedley Jones, Mrs Shirley Matthews, Mrs Susan Northam, David Owens, Andrew Phillips, Michael Theodoulou, Mrs Moira Thomas, Mrs Mary Wenman and Hefin Williams.
County Councillor Hugh Shepardson
In attendance: Melanie Carroll-Cliffe (Town Clerk), Lee Fox (Interim Technical Services Supervisor) and Alan Howells (RFO)
(Former OAP Hall 7.05pm – 8.20pm)
Due to a number of members of the public being in attendance who wished to raise concerns, it was proposed by the Mayor and APPROVED that Standing Orders be suspended, to enable these persons to address the Council.
Several of the members of the public expressed their concerns in relation to the lack of live CCTV monitoring in the town, as they felt that this was contributing to the spate of recent burglaries in the area.
There was no police attendance at the meeting but the Mayor indicated that the issue in relation to CCTV monitoring had been raised many times at PACT meetings. He indicated that the information being given is that the CCTV is working but it is not monitored live, although a member of the public indicated that she had been informed to the contrary that the CCTV is not working.
It was discussed that following the recent elections, there is now a new Dyfed Powys Police and Crime Commissioner and therefore, it would be beneficial to encourage him to reintroduce live CCTV monitoring in Burry Port.
It was indicated to the members of the public that the Town Council has no legal responsibility in relation to the CCTV monitoring. However, in order to try to assist with the concerns, it was proposed and APPROVED that an invitation be extended to the new Police and Crime Commissioner to attend a meeting with Councillors, which would also be open to members of the public.
Prior to leaving the meeting, the members of the public also expressed a view that the Police should be providing advice to businesses, based upon available information, as well as there being reliance on CCTV.
The normal meeting resumed at 7.20pm.
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1. Opening Prayer
There was no opening prayer, as a prayer had been given at the outset of the Annual Meeting, which had preceded this meeting.
2. Personal Matters
Apologies were received from Cllr Stephen James.
The Mayor referred to the recent deaths of the Town Council’s Technical Services Officer, Mr John Ridgway and also Mr Brian Rayner, who was the first Mayor of Pembrey and Burry Port Town Council. At the suggestion of the Mayor, members stood for a minute’s silence as a mark of respect.
The Mayor also introduced and welcomed Mr Lee Fox to the meeting, in his role as interim Technical Services Supervisor.
The Mayor further made reference to the recent successes of Burry Port Rugby Club. The first XV seniors had won a competition, as had the second XV seniors. Also, the youth team played in a final, and although they lost this match, it was still a significant achievement.
Cllr Ken Edwards suggested that a certificate could be presented to the three teams on behalf of the Town Council, in recognition of their achievements, which was APPROVED by members. The Mayor indicated that it is possible that the Rugby Club will have an open top bus in order to lead the parade at Pembrey and Burry Port Carnival. He believed that they may be seeking funding for this and suggested that this may be a suitable contribution from the Council in recognition of the Club’s success.
3. To receive Members’ Declarations of Interest in respect of the business to be transacted
The Clerk reminded members that the purpose of this agenda item is to enable declarations of interest to be made in relation to any known items on the agenda, and the declaration should be reiterated when the respective item in the agenda is reached.
No declarations of interest were made in respect of the business to be transacted.
4. Police Business
The Clerk informed members that she had received advance notification that there would not be an attendance by the Police but a report had been received, which she read out, as below:
Council Monthly Report May 2016
During the month of May 23 Crimes have been reported in the Burry Port Section down from last year. All the crimes have been recorded.
Within the month of May officers have attended 137 calls, 26 of which were an immediate response, 36 had to be answered within the hour, 40 were scheduled simply needing attendance and 35 did not need a response.
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Crimes of note are:
Criminal Damage
There have been 6 case of criminal damage – one being damage to a car window.
Burglary
There have been 5 burglaries recorded in the area of Burry Port- all enquiries on-going.
Anti-Social Behaviour
There were 20 anti-social behaviour calls – one being youths hanging around by the Memorial Hall.
Road Traffic Accidents
There has been 1 recorded accident in Burry Port area, not fatal.
5. To confirm the minutes of the meeting held on 20th April 2016
The minutes of the Town Council meeting held on Wednesday 20 th April 2016 were accepted as a true record.
6. Information from the aforesaid minutes
P137 (198) Police Business
The Mayor thanked everyone involved in the celebrations of the Queen’s 90 th birthday, both at the schools during the day time and at the lighting of the beacon event in Pembrey in the evening, which had been most enjoyable.
P138 (200) Information from the aforesaid minutes – Friends of Burry Port Harbour Group
Cllr Michael Theodoulou updated members that a further meeting of the Friends of Burry Port Harbour Group was being held on Monday 23 rd May and he will report back following this.
P139 (202) Report of the Facilities Management Committee held on Tuesday 23 rd February 2016
Cllr Robert John expressed his unreserved apologies for what had occurred at the last meeting. He advised that his concerns have since been addressed, as a result of which he is satisfied.
P149 (215) Report of the Clerk on matters of administration item 7
The Mayor thanked everyone who had participated in the Walk for Life and/or had donated to it. The event had been well attended.
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7. Technical Services Report
The Interim Technical Services Supervisor outlined his report, as set out below, which had already been circulated with the agenda.
1. Burry Port Cemetery
There was one new grave burial and two constructions of Monuments for April 2016.
2. Footpaths
Staff have undertaken over-growth clearance and grass cutting on footpaths:- Moreb 57/83 :: The Level 71/22 :: Cage Walk 71/24 :: Shoreline 71/29 :: Tanybryn 71/27 :: Gorse Site :: Furnace Road 71/30 :: Furnace Fields 71/15 :: Lookout 71/13 :: Isgraig 71/12 :: Isgraig 71/09 :: Carmel (Chapel) 57/74 :: Carmel 57/73 :: Memorial Gardens :: Moreb/Harbour/Clwb Bach Roundabouts :: Stepney Road (opp School) :: Elkington/Stepney Road :: Burry Port Park :: Pembrey Square.
3. Fire Risk Assessments
All Pembrey & Burry Port Council buildings to undertake a Fire Risk Assessment Plan (FRAP) carried out and detailed action plan. The Cylch and Pembrey Hall has been completed. There will be a continued list of properties provided in each report until completion at the end of May. Following these reports next steps will be put in place ensuring each person responsible abides by the new policies set. This assessment ensures all buildings are safe and reduce the risk of fire.
4. Plumbers and Electricians
A completion of all suppliers has been generated and action to ensure that the regulatory standard is set. All suppliers will need to be approved and any certificates to be filed under each sub-contractor. All sub-contractors on site must fill in the relevant forms available from the TSO before any work is carried out.
5. Criminal Damage
There has been criminal damage caused to the Memorial Hall. Three windows were smashed over the Bank Holiday Period. A review of Security/Fencing is required. The windows have been replaced at a value of £289. The incident was logged and CCTV was checked for any evidence. The police have issued a crime correspondence number and have carried out house to house enquiries. It is evident that children are accessing the site and climbing on the roof of the Memorial Hall.
6. Moreb Roundabout
Issues have been raised within the planning department which question the material used on the roundabout design and its structure. A bund is to be erected and the lighthouse situated inside. After a couple of meetings with Viv Phillips a solution was resolved and a new application for licence has begun under section 50 New Roads and Street Works Act 1991. Any sub contactors working roadside must have a street operating license. We will report and update any works carried out and report to Cliff Cleaton. We will be allocated a Highway 4
Inspector Les Rees who will ensure we operate safely. All our Council Maintenance staff are to be trained on highway with immediate effect. We have agreed that the lighthouse base is to be made from concrete as this is passable. The top half is to be manufactured to a high standard. The coating procedure should be zinc phosphate primed then powder coated to ensure it braves the elements for years to come. Any ornamental items must not appear on the roundabout in direct flow of oncoming traffic.
7. Snooker Room
I have requested a plan from Mr Robert Perry in relation to turning the Snooker Room into a professional boxing gym. It was requested by Mike Theodoulou that we check the structure of the room to ensure safety. David Wyatt from Wyatt & Watts Structural Engineers Ltd has been contacted for a quote and mentioned £55 per hour with a minimum of two hours inspection. We are to supply a builder to investigate with the structural engineers for drilling or damp testing. Once the gym plans are received we will decide whether to pursue Structural Engineers.
8. Copper Works Site
On visiting and inspecting the Copperworks school it is evident that the building is structurally unsafe. The roof is falling in and the floor has deteriorated which becomes a trip/ fall hazard. My recommendation is that padlocks are fitted to the building and sign the building as unsafe. We have a separate issue with the band room; the external white fire door is unsafe. Alex has rectified this and the door is now fully operational. The single storey (unit) building is to be emptied. The split section belongs to the town band and will be cleared mid May.
The Interim Technical Services Supervisor also provided some up to date information at the meeting. He advised that in relation to item number 6, he had now spoken with Eddie Cummings at Carmarthenshire County Council, who was supportive in assisting with the provision of staff training. In relation to item number 8, it was advised that padlocks had now been installed at the Copperworks site.
The Clerk also advised members that notification had now been received that planning consent had been granted for the work on Moreb roundabout (item number 6).
Given the deteriorating condition of the Copperworks site, Cllr Ken Edwards suggested that the Council considers installing fencing around the site, to minimise the risk of accidents occurring. It was agreed that this be referred to the Facilities Management Committee, for consideration.
Also, relation to safety issues, County Councillor Hugh Shepardson referred to children climbing on the roof of the Memorial Hall. The Interim Technical Services Supervisor confirmed that arrangements were being made for the storage containers to be moved, as they were being used by the children to climb on.
8. To consider the report of the Facilities Management Committee meeting held on Tuesday 22 nd March 2016
The minutes of the meeting held on 22 nd March had been circulated with the agenda and it was RESOLVED that these be signed and accepted as a true record. 5
Matters arising
P3 (6) Update on the application for outline planning permission upon the Copperworks site
Cllr Michael Theodoulou provided an update to members in relation to the Copperworks site. He advised that when the six month period which had been afforded to the community group “Regenerate our Copperworks School” (ROCS) had elapsed, they had been requested to attend a meeting. They had also been asked to provide a presentation at the Facilities Management Committee meeting on 4 th May 2016. The documentation provided by the group has been circulated to all Councillors.
Members of ROCS are requesting access to the building on the Copperworks site in its current state for a twelve month period. They have indicated that they have been told that funders will only consider applications if they are in occupation of the premises. The group has further indicated that it wishes to run a pilot scheme prior to submitting funding applications. The group also wishes to sub let to other groups within the community.
Cllr Michael Theodoulou advised that he will be arranging for the Interim Technical Services Supervisor to consider the condition of the building once more and the potential cost of making it safe to use over the next 12 months. However, he indicated that the Facilities Management Committee had expected considerably more progress to have been made by ROCS to date and that the Committee’s current view is not particularly favourable to ROCS.
Other members emphasised that the reason why the Town Council had to vacate the building was due to its poor condition. Cllr Ken Edwards also referred to discrepancies in the information received from ROCS regarding the minimum and maximum amounts required for work to be undertaken on the building.
It was emphasised that the Council wishes to be open and transparent with members of ROCS and for this reason, the matter will be placed on the agenda for the June Town Council meeting to enable full consideration. The matter will be further considered by the Facilities Management Committee in advance of the meeting, so that a recommendation can be made to the Town Council. Cllr Michael Theodoulou added that he felt it important that members of the Facilities Management Committee meet with members of ROCS once more in advance of the Town Council meeting.
9. To consider the report of the Regeneration and Community Services Committee meeting held on Thursday 7th April 2016
It was RESOLVED that the minutes of the Regeneration and Community Services Committee meeting held on 7th April 2016 be signed and accepted as a true record.
Matters arising
P1 (4) Matters arising – planting of “Anne Frank” trees
Cllr Mrs Shirley Matthews updated members that the trees had now been planted but the Mayor needs to make arrangements to attend at the schools.
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P3 (9) Update on organised community events
Members were advised that the Mayoral Rock Concert will not be taking place on 3 rd June 2016, due to insufficient notice and a new date is to be arranged.
10. Report of the Responsible Finance Officer (RFO)
The report, as set out below had been circulated to members in advance of the meeting.
1. Bank balances
The following cash balances are held with Lloyds at 31st March 2016 :- Balance at bank £
Business Instant Access account 246,361.04 Community Account 13,677.56 Imprest account 406.52 £260,445.12
2. Schedule of accounts
The following accounts have been paid from 1st to 31st March 2016
Cost ex Supplier Details Ref Vat VAT Total £ cost IWEC Xmas Lights 9 6065.00 1213.00 7278.00 Burry Port Memorial Hall - IWEC maintenance 1 63.75 12.75 76.50 IWEC Xmas Lights 9 -290.00 -58.00 -348.00 Burry Port Memorial Hall - IWEC maintenance 1 55.00 11.00 66.00 IWEC Xmas Lights 9 -83.33 -16.67 -100.00 Xerox Admin - photocopier costs 3 48.39 9.68 58.07 British Gas Copperworks - electricity 1 19.76 0.98 20.74 British Gas Institute - Electricity 1 260.69 52.13 312.82 British Gas Pembrey School - Electricity 1 194.23 9.71 203.94 British Gas BP Memorial Hall - Electricity 1 272.56 54.51 327.07 British Gas Cemetery - Electricity 4 209.49 10.47 219.96 British Gas OAP building - Electricity 1 35.43 1.77 37.20 Lyreco Stationery 3 32.14 6.43 38.57 Biffa Hall - Refuse 1 96.77 19.35 116.12 Biffa Cemetery - Refuse 4 113.96 22.79 136.75 Chivers Corner Garage Cemetery - Van costs 4 130.31 26.07 156.38 Parker Plant Hire Hall - storage 1 58.80 11.76 70.56 7
Parker Plant Hire Hall - storage 1 58.80 11.76 70.56 Argos Youth Club contribution 9 727.22 145.44 872.66 One Voice Wales Subscriptions 3 1154.00 1154.00 S Jones Catering Cawl Cennin 9 495.00 495.00 Burry Port Memorial Hall - JNC Fire Protection maintenance 1 79.10 15.82 94.92 Pembrey Memorial Hall - JNC Fire Protection maintenance 1 102.05 20.41 122.46 JNC Fire Protection Cemetery - maintenance 4 297.10 59.42 356.52 Shirley Matthews Cawl Cennin 9 33.93 6.78 40.71 Aaron North Youth Club contribution 9 244.00 244.00 CCC Footways Lighting 2015-16 1 8701.32 1740.26 10441.58 John Hedley Jones Travelling costs 3 23.40 23.40 Consortium Youth Club contribution 9 155.55 31.11 186.66 Consortium Youth Club contribution 9 398.94 79.79 478.73 Consortium Toilets - Cleaning materials 1 59.44 11.90 71.34 Travis Perkins Floral Displays 9 83.29 16.65 99.94 BT Admin - Telephone 3 314.91 62.98 377.89 Burry Port Memorial Hall - Smith of Derby maintenance 1 188.00 37.60 225.60 PC World Admin Supplies 3 70.80 14.15 84.95 Burry Port Memorial Hall - Cathedral Leasing Cleaning costs 1 64.98 13.00 77.98 BT Admin - Telephone 3 40.00 8.00 48.00 Travis Perkins Cemetery - Equipment 4 46.90 46.90 Post Office Cemetery - Van tax costs 4 225.00 225.00 CCC Payroll SLA 3 910.00 182.00 1092.00 Floral Displays - Wales in Bloom Wales in Bloom entry 9 140.00 140.00 Burry Port and Pembrey Aikido Donations - Community Grant 9 300.00 300.00 Friends of Burry Port Harbour Donations - Community Grant 9 1000.00 1000.00 Jerusalem Chapel Donations - Community Grant 9 250.00 250.00 Burry Port AFC Donations - Local Organisation 9 200.00 200.00 Burry Port Town Band Donations - Local Organisation 9 200.00 200.00 Burry Port and Pembrey Aikido Donations - Local Organisation 9 200.00 200.00 Burry Port Memorial Park Bowls Club Donations - Local Organisation 9 200.00 200.00 Dementia Carers Support Group Donations - Local Organisation 9 200.00 200.00 Llanelli Ramblers Donations - Local Organisation 9 100.00 100.00 Pembrey and Burry Port Cycle Club Donations - Local Organisation 9 150.00 150.00 Pembrey and Burry Port Gardening Club Donations - Local Organisation 9 200.00 200.00 Pembrey AFC Donations - Local Organisation 9 200.00 200.00
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Burry Port RFC Juniors Donations - Local Organisation 9 200.00 200.00 1st Pembrey Brownies Donations - Local Organisation 9 100.00 100.00 Data Complete Ltd Admin Equipment 3 182.00 36.40 218.40 Burry Port Memorial Hall - Topper Cleaning costs 1 72.84 14.57 87.41 Burry Port Memorial Hall - IWEC maintenance 1 158.30 31.66 189.96 Topper 3 42.98 8.59 51.57 Travis Perkins 3 122.92 24.58 147.50
25975.72 3960.60 29936.32
3. Petty Cash
Payments made from 1st to 31st March 2016
Coffee for meetings 3 2.59 2.59 Burry bargains - cleaning materials 1 5.39 5.39 Keys cut 1 49.50 49.50 Phone card - Meirion 3 10.00 10.00 Sympathy card 3 0.90 0.90 Llanelli Star 3 0.75 0.75 Stamps 3 15.12 15.12 Coffee for meetings 3 3.59 3.59 Llanelli Star 3 0.75 0.75 Phone card - Chris 3 10.00 10.00 Burry bargains - cleaning materials 1 3.29 3.29 Stamps 3 63.00 63.00 Burry bargains - cleaning materials 1 22.50 22.50 Llanelli Star 3 0.75 0.75 Burry bargains - cleaning materials 1 2.40 2.40 Burry bargains - cleaning materials 1 1.30 1.30
Total payments made from petty cash £191.83 £0.00 £191.83
The RFO highlighted a number of unusual payments on the schedule of accounts paid. A final payment had been made to IWEC in relation to the Christmas lighting. Also, a number of payments had been made to British Gas in relation to the electricity supply to a number of the Town Council’s buildings. A further payment had been made to Argos, which related to the Youth Club contribution. The RFO also highlighted the annual subscription to One Voice Wales and a payment to the catering company for the Cawl Cennin event. During this period, a number of donation payments had also been made to local organisations.
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Cllr Ken Edwards queried the donation made to the Friends of Burry Port Harbour. It was clarified that the grant had been requested and approved for the set up of a website and other administrative costs.
4. Budget Monitoring Report
The Budget monitoring report for the period 1st April 2015 to 31st March 2016 has been circulated to Members.
The RFO advised that the information did not include all accruals, as he is presently finalising the end of year accounts.
Given that the period covers a full year, then income and expenditure should be around 100% to be on budget.
The RFO outlined to members the main items in the report.
Income is over budget in relation to most of the headings. The RFO advised that there is one query in relation to the SLA for the Memorial Gardens. The Mayor has chased this up with Carmarthenshire County Council, and it has now been agreed for payment to be made to the Town Council.
In relation to expenditure, employees’ costs and administration costs are on budget. Expenditure on marketing and promotion and civic expenditure are well within budget.
The RFO advised that some previous virements had been made in relation to expenditure on the cemetery/footpaths and this is within budget.
Expenditure on the Hall and Institute is overall within budget. The RFO advised that electricity costs under this heading are currently over budget but he intends checking if this has been miscoded and whether some of the expenditure relates to heating costs.
Expenditure on the Copperworks is within budget. The RFO advised that a large virement had been carried out due to the additional water charges as a result of a leak on site.
Expenditure on the former Pembrey School is within budget.
Expenditure on Pembrey Memorial Hall is well within budget. Additional repairs costs had to be incurred in relation to flue repairs. The RFO advised that this had been discussed by the Finance Committee, together with the possibility of seeking reimbursement from the County Council.
Expenditure on special projects is overall within budget. The RFO highlighted that the expenditure on Christmas lighting is over budget but by way of offset a donation has been received towards this for £2,000.
The RFO referred to the £10,000 provision to fund potential transfer of services. This will be transferred to earmarked reserves.
Net expenditure is 93.27% and is therefore within budget.
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Cllr Michael Theodoulou commented that it is encouraging for the Town Council’s income to be over budget and expenditure below budget. He also referred to the expenditure required on the Copperworks and the fact that it is costing the Council almost £8,000 to retain a decaying building.
11. To consider the report of the Finance Committee meeting held on Tuesday 12 th April 2016
It was RESOLVED that the minutes of the Finance Committee meeting held on 12 th April be signed and accepted as a true record.
Matters Arising
There were no matters arising.
12. To consider any planning applications
Application Name and Address of Description of Application No. Applicant S/33762 Mr David Wyn Evans Proposed garage (to replace existing) 82 Ashburnham Road Pembrey APPROVED S/33752 Mr Adam Preece Proposed single storey extension to the rear of 49 Tyle Teg the existing dwelling Burry Port APPROVED S/33763 Dwr Cymru Welsh Water Proposed development of two ductile iron pipe Land West of West Dock and bridges, plus associated vegetation clearance North of Ashburnham Works and engineering operations, crossing a small Burry Port stream to the West of West Dock, Burry Port APPROVED S/33780 Mr & Mrs Marshall James In support of a Section 73a planning Land at Meldan Stables application to retain a static residential gypsy Pinged caravan together with the erection of a day/utility room, two touring caravans, oil storage tank and heating system.
Cllr Mrs Moira Thomas, the Chair of the Planning Sub Committee advised members that there had been no meeting of the Sub Committee but she had discussed the planning applications with the Interim Technical Services Supervisor. They did not see any issues with applications numbers S/33762, S/33752 and S/33763 and therefore members were in favour of recommending their approval. Cllr Mrs Moira Thomas stated that application number S/33780 is a sensitive issue and that the County Council should be requested to arrange a site visit.
13. To consider any County Councillors’ reports
County Councillor Hugh Shepardson indicated that he had only been dealing with local residents’ issues, which were of a private nature. Likewise, County Cllrs Mrs Shirley Matthews and John James advised that they had been dealing with local electoral issues and therefore had no formal report.
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14. To consider the Mayor’s report
The former Mayor, Cllr Mrs Jean Hire informed members that she, together with Cllr Susan Northam had attended the Mayor making ceremony in Kidwelly on Sunday 15 th May, which had been very enjoyable.
The Mayor commented that the Civic Occasions Sub Committee would be looking at the structure within our Council for future years.
The Mayor advised that one half of the proceeds from his forthcoming rock concert will be donated to RNLI, with the other half to be placed in his Mayor’s fund. The Mayor aims to distribute his fund to local organisations, specifically involved with local youth. He intends holding a number of events during the course of the year.
15. Report of elected members
There were no reports from elected members.
16. To consider communications received and the report of the Clerk on Matters of Administration
1. Email received on 16 th May 2016 from One Voice Wales, forwarding information from the Future Generations Commissioner for Wales. This is a recent appointment and the Commissioner’s role is to ensure that public bodies in Wales make better decisions for future generations, as required by the new Well-being of Future Generations Act. The Commissioner advises that one of her first priorities is to find out “what the big issues are for people in Wales and where change needs to happen”. In doing so, the Commissioner will be holding discussions in all the regions of Wales over the next two months. The South West Wales meeting will take place on 30 th June (time and venue to be confirmed). Places will be allocated on a first come first served basis.
At the suggestion of the Town Clerk, it was APPROVED that this matter be referred to the Well-being of Future Generations Sub Committee.
2. Email of 16 th May 2016 from the Coordinator for the Sustrans Rangers in Carmarthenshire in which he advises that they hope to have a work day clearing and cleaning the Pembrey Canal Cycle Path on Saturday 18 th June. Local volunteers are being sought for this, together with Town Council assistance, to include use of tools.
County Cllr Hugh Shepardson advised that a working party is to be formed, to include Sustrans and the Leisure Department and Highways Department of Carmarthenshire County Council to address this issue. Members agreed that expert input was required.
3. A meeting has now taken place on 16 th May between Town Council representatives and representatives from the Burry Port Parks Committee to resolve outstanding issues, which have been referred to at previous meetings. Copy minutes of the meeting are attached.
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As members had not had the opportunity of considering the minutes of this meeting in advance, no detailed discussion took place and it was APPROVED that members take away the minutes in order to fully peruse the same.
4. Notification received that the next meeting of the Community and Town Councils County Liaison Forum will be held on 24 th May 2016 at 6.30pm at County Hall, Carmarthen. Minutes of the last meeting held on 8 th December 2015 are attached, for information, together with a copy of the agenda for the meeting on 24 th May.
Cllr Robert John confirmed that he would attend this meeting as the newly appointed representative for the Council.
5. That under the Public Bodies (Admission to Meetings) Act 1960, the public and representatives of the press be excluded from the meeting during the consideration of the following items of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted:
Confidential minute of the meeting on 20 th April 2016 Minutes of Civic Governance and Personnel meeting held on 11 th April 2016
The minutes of the above meetings were circulated to members. The confidential minute of the meeting on 20 th April 2016 was APPROVED by members and the minutes of the Civic Governance and Personnel meeting of 11 th April 2016 were accepted as a true record.
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Pembrey and Burry Port Town Council Annual General Meeting Wednesday 18 th May 2016
Councillor John James (Mayor) Councillors, Geraint Davies, Malcolm Davies, Ken Edwards, Jean Hire, Robert John, Mrs Pat Jones, John Hedley Jones, Mrs Shirley Matthews, Mrs Susan Northam, David Owens, Andrew Phillips, Michael Theodoulou, Mrs Moira Thomas, Mrs Mary Wenman and Hefin Williams.
County Councillor Hugh Shepardson
In attendance: Melanie Carroll-Cliffe (Town Clerk), Lee Fox (Interim Technical Services Supervisor) and Alan Howells (RFO)
(Former OAP Hall 6.30pm – 6.55pm)
1. Opening Prayer
The opening prayer was given by the Mayor, Cllr Mrs Jean Hire.
2. Personal Matters
Apologies were received from Cllr Stephen James.
3. Valedictory address by retiring Town Mayor
The Mayor, Cllr Mrs Jean Hire indicated that she had enjoyed a rewarding year as Town Mayor and she reflected on some of the highlights during the course of the year. She also passed on her very best wishes to the incoming Mayor, Cllr John James.
4. Election and appointment of the Mayor for the 2016/2017 Civic Year
Cllr Robert John nominated Cllr John James, which was seconded by Cllr Mrs Moira Thomas. It was unanimously RESOLVED that Cllr John James be appointed as Mayor for the 2016/2017 civic year. The immediate past Mayor, Cllr Mrs Jean Hire invested the Mayor with the Chain of Office.
5. Declaration of acceptance of office by the Mayor
Having made his Declaration of Acceptance of Office, Cllr John James thanked all members for their support and their confidence in appointing him as Mayor. The Mayor indicated his pride and privilege at the appointment.
6. Election and appointment of the Deputy Mayor for the 2016/2017 Civic Year
Cllr Michael Theodoulou nominated Cllr David Owens, which was seconded by Cllr Mrs Mary Wenman. It was unanimously RESOLVED that Cllr David Owens be appointed as
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Deputy Mayor for the 2016/2017 civic year. The Mayor, Cllr John James invested the Deputy Mayor with the Chain of Office.
7. Declaration of acceptance of office by the Deputy Town Mayor
Having made his Declaration of Acceptance of Office, Cllr David Owens thanked members for their support in his appointment and indicated that he would endeavour to fulfil his duties in the role to the best of his ability.
8. Vote of thanks by the Mayor to the immediate past Mayor
The Mayor thanked Cllr Mrs Jean Hire and congratulated her on behalf of all members on her active and successful year. He indicated that she had excelled in her role and had been a credit to the Town Council with her enthusiasm in carrying out her duties and her personal qualities had been evident throughout.
9. Review and adoption of Standing Orders
The Clerk referred to the need to review the Standing Orders at the Annual Meeting, in accordance with the Council’s current Standing Orders. She referred to the fact that they had been reviewed by the Civic Governance and Personnel Committee.
Members felt that that no amendments were required to the Standing Orders. It was therefore moved and RESOLVED that the existing Standing Orders be again adopted for this year.
10. Review and appointment of Standing Committees
Cllr Michel Theodoulou indicated to members that he had been requested by Cllr Stephen James to inform them that he wishes to resign his membership of all committees and as representative on One Voice Wales, due to his work commitments.
The Clerk had circulated to members a list of the current membership of the Town Council’s various committees. As a result of the resignation of Cllr Stephen James from the Civic Governance and Personnel Committee, Cllr Mrs Jean Hire was nominated and approved as a replacement member to this committee. No amendments were made to the membership of the Finance Committee, Facilities Management Committee and Regeneration and Community Services Committee. It was noted that Cllr Stephen James was also a member of the Regeneration and Community Services Committee but as there would still be 8 members on that committee, it was felt unnecessary to appoint a replacement.
Details of the current membership of the Council’s committee are attached.
11. Review and appointment of representatives on outside bodies and organisations
It was proposed and APPROVED that Cllr Ken Edwards be appointed as the alternative representative on One Voice Wales in place of Cllr Stephen James. Cllr Robert John was nominated and APPROVED as the alternative representative on the Town and Community Councils Liaison Forum, again in place of Cllr Stephen James.
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Cllr Malcolm Davies was nominated and APPROVED as the PACT representative. There were no other amendments to representatives and therefore, the representation for 2016/17 is as set out below:
Outside Body Current Representative
One Voice Wales Cllr Ken Edwards Cllr Mrs Jean Hire
Town and Community Councils County Cllr Robert John Liaison Forum
Friends of Burry Port Harbour Cllr Robert John
PACT Cllr Malcolm Davies
Llanelli Shop-Mobility Cllr Mrs Susan Northam
School Governing Bodies
Pembrey Cllr Mrs Shirley Matthews Term 8 th June 2015 – 7th June 2019
Parc y Tywyn Cllr Mrs Moira Thomas Term 18 th June 2012 – 17 th June 2016 (reappointed)
Burry Port Community Cllr Robert John Term 1 st September 2013 – 31 st August 2017
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Item 10 – Review and appointment of standing committees
Civic Governance and Personnel Audit Sub Committee
Ken Edwards Malcolm Davies John James (Chair) John James Mrs Jean Hire Mike Theodoulou (Chair) Mrs Pat Jones John Hedley Jones Civic Occasions Sub Committee David Owens Stephen James John James David Owens Mrs Pat Jones
Health and Safety Sub Committee
John Hedley Jones Mrs Shirley Matthews David Owens Finance Committee
Malcolm Davies Pat Jones Robert John David Owens (Vice Chair) Andrew Phillips (Chair) Mrs Mary Wenman
Facilities Management Fees and Charges Sub Committee
Geraint Davies Michael Theodoulou Ken Edwards Mrs Shirley Matthews Jean Hire Mrs Moira Thomas Robert John (Vice Chair) Geraint Davies John Hedley Jones Mrs Shirley Matthews Mike Theodoulou (Chair) Mrs Moira Thomas
Regeneration and Community Services Well-being and Future Generations Sub Committee
Geraint Davies John James (Chair) John James Stephen James Mrs Shirley Matthews (Chair) Mrs Shirley Matthews Andrew Phillips Andrew Phillips Mike Theodoulou Mike Theodoulou (Secretary) Mrs Moira Thomas (Vice Chair) Mrs Moira Thomas Mrs Mary Wenman Hefin Williams Hefin Williams
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Bacce Sub Committee
Malcolm Davies Ken Edwards John James (Secretary) Andrew Phillips Michael Theodoulou (Chair)
Planning Sub Committee
Malcolm Davies (Vice Chair) Mrs Jean Hire Robert John Mrs Susan Northam Mrs Moira Thomas (Chair) Hefin Williams
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Pembrey and Burry Port Town Council Monthly Meeting Wednesday 15 th June 2016
Councillor John James (Mayor) Councillors Geraint Davies, Malcolm Davies, Ken Edwards, Stephen James, Robert John, Mrs Pat Jones, John Hedley Jones, Mrs Shirley Matthews, David Owens, Andrew Phillips, Michael Theodoulou, Mrs Moira Thomas and Mrs Mary Wenman. County Councillor Hugh Shepardson
In attendance: Melanie Carroll-Cliffe (Town Clerk), Lee Fox (Interim Technical Services Supervisor) and Alan Howells (RFO)
(Former OAP Hall 7.00pm – 8.35pm)
17. Opening Prayer
The opening prayer was given by the Mayor, Cllr John James.
18. Personal Matters
Apologies were received from Cllrs Mrs Jean Hire and Mrs Susan Northam.
Cllr Mrs Moira Thomas advised members that Cllr Mrs Susan Northam was due to undergo surgery and requested that best wishes be passed on to her.
Cllr Stephen James referred to the fact that he had not been in attendance at Council meetings for some time. He indicated that he had a new position at work and had been spending time in Manchester. Cllr Stephen James also referred to some publicity which he had received in the local newspaper. He stated that there was a pending judicial appeal and therefore, he could not say too much about this. However, he apologised for the situation. He further stated that he regards the Council’s work highly and had not intended to attract criticism for other councillors.
19. To receive Members’ Declarations of Interest in respect of the business to be transacted
No declarations of interest were made in respect of the business to be transacted.
20. Police Business
There was no attendance by the Police. The Clerk also advised that she had not received a report in advance nor had she been informed that there would not be a representative in attendance.
Cllr Robert John referred to a very recent incident in Llanelli, which had resulted in the involvement of the Independent Police Complaints Commission and therefore, it was likely that all local officers were extremely busy.
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Given the recent frequent non attendance by the police at Town Council meetings, it was proposed and APPROVED that the Mayor, Deputy Mayor and Clerk meet up, with a view to preparing a letter to send to the police regarding the lack of attendance.
21. To confirm the minutes of the Annual General meeting held on 18 th May 2016
The minutes of the Annual General meeting held on 18 th May 2016 were accepted as a true record. There were no matters arising.
22. To confirm the minutes of the meeting held on 18 th May 2016
The minutes of the Town Council meeting held on Wednesday 18 th May 2016 were accepted as a true record.
Given the recent difficulties with the Town Council’s computer system, the Mayor commended the Clerk and the staff in dealing with the difficult circumstances and being able to prepare sufficient documentation for the meeting. The Clerk advised that the system had only been reinstated earlier that day, resulting in the retrieval of stored documentation. The Mayor advised that there had been a meeting of the Chairpersons of the four committees earlier that day to discuss the IT problem and what needed to be done, to hopefully ensure that a similar situation would not occur again.
23. Information from the aforesaid minutes
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The Mayor advised that following the meeting on the 18 th May 2016, he was approached by local business proprietors, who indicated a wish to nurture a relationship with the Council. This was discussed at the recent Civic Governance and Personnel Committee meeting, when it was agreed that the Mayor and Deputy Mayor would meet with the proprietors in order to progress this.
It was discussed that further crimes had recently been committed at local business premises. It was therefore agreed that the Clerk endeavour to arrange the meeting with the Police and Crime Commissioner, at the earliest opportunity.
P11 (12) To consider any planning applications
Cllr Mrs Moira Thomas queried whether the County Council had approved a site visit in relation to application number S/33780. Cllr Mrs Shirley Matthews advised that this was being looked into but no response had been received to date.
P13 (6) Report of Clerk on matters of administration (4)
Cllr Robert John advised that he attended the Community and Town Councils County Liaison Forum on 24 th May 2016. During this, a lengthy report was given on asset transfers, particularly in relation to Ferryside Community Centre, which involved a number of business enterprises. Cllr Robert John also advised that he had raised the issue of CCTV not working in Burry Port and the fact that there is conflicting information. As a result, he is awaiting to receive further information.
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24. Technical Services Report
The Interim TSS outlined his report, as set out below:
1. Burry Port Cemetery
There were two new grave burials for May 2016. Two reopening of graves, one Burial of ashes
2. Footpaths
Staff have concentrated purely on preparation of the roundabouts as reported in section 3.
Cllr Enquiry Number 16,194 Graig to Isgraig path has been passed on to the county’s Countryside Access Assistant Lucy Pugh. A member of the public reported that the path was unsafe. Carmarthenshire County Council supplies the following information below.
Ms Lucy Pugh has been on site with a member of Maintenance team, they cannot see a way of dealing with the path subsidence issue that wouldn't involve large-scale engineering works. However, the Council’s responsibility only extends to maintaining the surface of the footpath to enable the public to walk it. Fencing users away from the subsiding hedge may be seen as having the effect of weakening the land further, this is clearly not a route we would want to go down. The path is not registered at Land Registry, and local enquiries have failed to find the landowner of the path. It is therefore recommended that on the grounds of safety, we close the path to the Public by the use of a permanent Traffic Regulation Order until or unless works are carried out to stabilise the bank. Lucy is currently making enquiries with Corporate Property as to who we need to speak to regarding the leaning retaining wall above the path.
3. Wales in Bloom 2016
All flower designs have been submitted to Wrenvale Nursery under instruction to complete the designs set. Flowers have been delivered and work has commenced. The Club Bach Roundabout is to be completed by 10/06/2016. Structural work for Moreb roundabout is being started on 09/03/2016. A 10ft stack of concrete pipe will be positioned as part of the lighthouse design. Once situated on the roundabout a bund will immediately will be erected as instructed by The Highways department. Aggregate has been purchased and will follow on week commencing 13/06/2016. Completion of the structure will be paramount to the flowers in bloom competition and a four week phase will see some amazing effects when driving into Burry Port Town. We have also included Incredible Edible Carmarthenshire More details to follow. Photographs have been taken ensuring we capture the progress. Additional information is available on planning stages.
4. Snooker Room
A meeting has taken place with prospective tenants and further information has been requested. A full report will be given following a re-evaluation of rental subject to new request.
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5. Copperworks Site
A full breakdown has been supplied and a technical report has been handed out.
Please note the Copperworks School flooring is not all made of wood. There are areas of concrete and tile.
It has been suggested to disconnect the electric to the Copperworks School directing it fully to the Band Room building. Awaiting response from supplier.
6. Health & Safety (the way forward)
A new powerpoint presentation is available and covers all areas of the council’s maintenance staff.
7. Licensed Bar
We have agreed to pursue a costing for the set up of our very own licensed bar in the Memorial Hall. We will then have the option of onsite bar facilities or subcontract. This will be ongoing and a report will be presented.
8. IT
We have suffered serious issues with our IT set up. Our storage facility has been compromised and files have been lost. Portable hard drives have been issued to necessary staff to ensure back ups are complete at end of day. Quotations are in motion for future preventative measures. Costings to follow.
9. Security systems
Suggestions from the Interim TSS are that the Council implements remote monitoring and arming of all Town Council properties. Costings have been calculated and future talks will be in progress. A review will follow. ID tags have been secured for all staff and Councillors.
Following the Interim TSS outlining his report, some queries were raised.
In relation to item number 3 (Wales in Bloom 2016), a query was raised regarding planting being undertaken in Pembrey. The Interim TSS advised that flowers were being delivered to Pembrey School the following day. Also, the baskets had been delivered, together with the bedding plants for planting in Pembrey Square.
The Interim TSS advised that it had been intended to plant wild flowers on three more roundabouts. This is now not going to take place due to the prohibitive cost and instead, sustainable planting is going to be considered.
In relation to Moreb Roundabout, the Interim TSS advised that the top tier of the lighthouse was in fabrication and the structure will be painted that week.
In relation to item number 4 (Snooker Room), Cllr Michael Theodoulou updated that the rent to be charged had been finalised. Furthermore, representatives from the boxing club were attending the following day to meet with the Mayor, the Clerk, Cllr Mrs Shirley Matthews 17 and himself. During this meeting, the tenancy conditions will be clarified, as well as the representatives being reprimanded for having started to set up equipment prior to all matters having been agreed and finalised.
The Mayor referred to item number 2 (Footpaths) and advised that he and the Interim TSS had been working closely in relation to the issue referred to in the report.
In relation to item number 6 (Health and Safety), the Mayor also referred to a sub committee of the Civic Governance and Personnel Committee having been set up.
25. To consider the report of the Facilities Management Committee meeting held on Wednesday 4th May 2016
The minutes of the meeting held on 4 th May 2016 had been circulated with the agenda and it was RESOLVED that these be signed and accepted as a true record.
There were no matters arising.
26. To consider the draft minutes of the Regeneration and Community Services Committee meeting held on Thursday 5th May 2016
As it had not been possible to circulate these minutes to members due to the IT difficulties, it was APPROVED that this item be deferred to the next Town Council meeting.
27. Report of the Responsible Finance Officer (RFO)
Again due to the recent IT difficulties, the RFO referred to the fact that his usual report and the budget monitoring report were not available and therefore, this information will be brought to the following month’s meeting. The RFO also confirmed that separate budget monitoring reports will be available for each committee meeting.
The RFO further advised that the Annual Return will be presented to the next Town Council meeting. He confirmed that he had contacted the External Auditor the previous week, to advise of the delay due to the IT difficulties and as a result, an extension of time has been agreed. The RFO advised that arrangements had been made for the internal auditor to consider the various records.
There was some further discussion in relation to the IT difficulties and the need to try to ensure that a similar situation does not arise again. It was indicated that at the meeting of the four chairpersons earlier that day, it had been agreed that a specification be prepared and that the Interim TSS be asked to coordinate this, in consultation with all staff and there be authority to seek expert help, if necessary. Once a specification and costings are available, then the matter will be referred to the Finance Committee for approval.
28. To consider any planning applications
Application Name and Address of Description of Application No. Applicant S/33849 Site 8 Temporary storage of soil for a 12 month South of Burrows Terrace period to be utilised as part of the enabling Burry Port works in association with planning permission 18
S/30600 for the construction of a 330 place Welsh medium primary school with associated nursery. S/33836 Sebastian Puglisi Single storey extension with roof terrace. 50 Gwscwm Road Burry Port S/33865 Mr Mike Hopkins Demolition of existing dwelling house and O Kiep construction of a new dwelling. Ocean View, Burry Port
Cllr Mrs Moira Thomas, Chair of the Planning Sub Committee advised members that there had been no planning meeting of the sub committee but instead she and the Interim TSS had considered the above planning applications. No issues were identified in relation to application numbers S/33849 and S/33836 and therefore, it was their recommendation that these should be approved. However, they had grave concerns in relation to application number S/33865 and therefore, their recommendation was for refusal.
Cllr Mrs Moira Thomas also advised that two additional applications had been received since the agenda was circulated.
Application number S/33906 relates to semi detached houses and it was felt that these could block light to the houses at the rear. Application number S/21597 relates to the erection of 100 dwellings off Mountain Road, Pembrey. Cllr Mrs Moira Thomas advised that the Town Council had objected to this development previously, having regard to the concerns of local residents. It was therefore felt that the Town Council should continue to object to this application. County Councillor Hugh Shepardson advised that the objection which had previously been submitted by the Town Council will still stand. From the information available to him, he believes that the application will come before the Planning Committee later this year. All members APPROVED to continue to object to this application.
29. To consider any County Councillors’ reports
No formal reports were provided by County Council members.
A query was raised by Cllr Stephen James regarding the up to date position on the proposed Tesco store in Burry Port. Cllr Mrs Moira Thomas also referred to the fact that there was a previous agreement in place that Tesco would be fined if the development was delayed and she queried whether this had occurred. The Mayor, County Councillor John James advised that he had spoken with Wendy Walters at Carmarthenshire County Council the previous week, who had informed him that the discussions were ongoing with Tesco. He further advised that the issue of late commencement and fining was being looked at. County Councillor John James also assured that Tesco meets with the County Council every month and that it is at a sensitive stage of negotiations.
The Clerk advised that a considerable time ago, a letter had been sent to Tesco on behalf of the Town Council, which had never been responded to. At the same time, a letter had also been sent to Carmarthenshire County Council and no substantive response had ever been received to this.
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30. To consider the Mayor’s report
The Mayor, Cllr John James informed members that he had attended the installation ceremony of the Llanelli Town Mayor and the Chair of Llanelli Rural Council. He further advised that he had attended the launch of the Llanelli Ramblers Festival of Walks and they are grateful for the Town Council’s financial donation towards this event. The Mayor also informed members that he had attended a recent memorial football match and had attended at Llanelli library, who have been organising the “Big Picture”, where works of art from schools and adult learning centres are being displayed.
31 . To further consider options for the Copperworks site, to include the request from Regenerate our Copperworks School (ROCS) and the up to date site inspection report on the building (copy documents enclosed).
Cllr Michael Theodoulou advised that several meetings had taken place with representatives of Regenerate Our Copperworks School (ROCS) Group. Following the expiry of the six month deadline afforded by the Town Council, the Group was provided with additional time. They were further allowed to make a detailed presentation to the Facilities Management Committee. The representatives made a request to be given a licence to occupy the premises for a year, to enable them to test the level of interest whilst funding was being pursued.
Cllr Michael Theodoulou indicated that it had always been made clear what was required from the group, namely a robust business plan and progress towards funding being secured. Following the meetings with the representatives, the Facilities Management Committee was of the view that the group had not achieved either requirement. Instead, they had only listed types of funding which were available and no business plan had been provided. Cllr Michael Theodoulou advised that the Facilities Management Committee had formed a view after considering the report prepared by the Interim TSS on the condition of the premises that under no circumstances could the ROCS group be allowed to occupy it, as there were obvious serious health and safety issues. Furthermore, the Committee felt that further discussions with the group should not be pursued.
Although the up to date site inspection report had been circulated with the agenda, the Interim TSS outlined his findings, based upon a site visit on 27 th May 2016. In order to bring the building up to an acceptable standard, it was identified that the following needed to be addressed:
• Upgrading the electrical system. Currently, there are exposed sockets and wires are evident, and also there is water ingress to the main supply.
• The full upgrade of the heating system, as the wall electric heaters are unsafe.
• Upgrade toilets.
• Replacement of fascias, bargeboards, gutters and downpipes. The Interim TSS advised that there is cast iron piping around the building but much of this is missing.
• Repair damaged floor and skirting. Currently, there are complete sections missing and other parts have evidence of rot.
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• Replacement of dangerous door glazing above the front entrance.
The Interim TSS informed members that he estimated the cost of all of the foregoing work to be in excess of £100,000. The overall perception is that the site is deemed dangerous. He further advised that it would cost approximately £5,000 per year to hire fencing as a safety measure if the building was to be left in its current condition.
The Mayor thanked the Interim TSS for the comprehensive report.
Cllr Michael Theodoulou advised that the report had been discussed with representatives of the ROCS group, in order to provide them with advance notification and the opportunity to raise questions. Six representatives of the Group had attended the meeting and had been told the basis of what was to be discussed at the Town Council meeting. Cllr Michael Theodoulou advised that the recommendation of the Facilities Management Committee was to proceed in securing outline planning permission on the site and to dispose of it on the open market. However, to also continue discussions with the group about some of their ideas being put into effect but outside of the Copperworks site.
As part of the subsequent discussions, members shared the view that as responsible Councillors, they needed to take heed of the site inspection report and the recommendation of the Facilities Management Committee. The following proposal was therefore put forward for a vote to be taken upon and it was unanimously RESOLVED that: a) The Town Council approves the recommendation from the Facilities Management Committee to not pursue the ROCS proposals for the Copperworks site. b) To take steps to dispose of the Copperworks building. c) To refer the ideas of the ROCS group to the Regeneration and Community Services Committee, to continue discussions with the group.
Following this vote, there were further discussions in relation to immediate safety aspects concerning the site. It was proposed and unanimously APPROVED that the Interim TSS make contact with Carmarthenshire County Council to seek appropriate advice and obtain recommendations on how to make the site safe in the interim. This is to include possible signage, warning of the dangerous condition of the site. The Interim TSS also advised that he is awaiting to hear back from SWALEC and Western Power in relation to the electricity supply being switched off and re-routed to the band room.
32. To consider issues relating to the future management/administration of Burry Port Cemetery in light of proposed fees received from Llanelli Joint Burial Authority and a recommendation from the Facilities Management Committee of 07/06/16 (copy documents enclosed )
The Clerk had circulated full details of the recommendation from the Facilities Management Committee to members with the agenda.
Cllr Michael Theodoulou, as Chair of the Facilities Management Committee, informed members that Cllr John Hedley Jones had established that certain procedures have actually been in place, which was not believed to be the case when the Manager of Llanelli Joint Burial Authority prepared his report. He further advised that with some changes, the 21
Committee felt that the Town Council would be better off continuing to manage/administer the cemetery itself. He also referred to the fact that a Burial Sub Committee has now been formed, which will be chaired by Cllr Ken Edwards.
A vote was taken and it was unanimously RESOLVED that the Town Council continues to administer its own systems in managing Burry Port Cemetery.
33 To further consider the provision of bar facilities at Burry Port Memorial Hall, to include a recommendation from the Facilities Management Committee of 07/06/16 (copy enclosed)
Again, the Clerk had circulated a recommendation from the Facilities Management Committee with the agenda. The recommendations of the Committee were as follows:
a) The Town Council makes arrangements to run its own bar facilities within the Memorial Hall for events, where required.
b) In so doing, temporary staff be hired, as required.
c) To make enquiries and obtain any necessary training for members of staff.
d) To finalise the costings for installing bar facilities in the side room and to proceed with these amendments.
Cllr Michael Theodoulou referred to the lack of interest from local public houses/clubs following the invitation to tender proposals for the provision of bar facilities at the Memorial Hall. This is despite an extension of time having been given. Subsequently, the Facilities Management Committee had considered ideas for the Council to run its own bar facilities.
A query was raised as to any tenders actually received, following which Cllr Stephen James declared an interest due to a close relative having tendered. He therefore left the meeting whilst discussions were ongoing.
Some members expressed concern about the level of work which would be involved in running such bar facilities. The Interim TSS referred to the fact that a supply of alcohol could be delivered on the day of an event on a sale or return basis. Additionally, quarter barrels could be bought, in order to minimise wastage. He further advised that he had made enquiries and it was possible to sub contract bar staff for £10 per hour.
Members agreed that there should be careful consideration of this issue and it was therefore APPROVED that a task and finish group be set up for this purpose. It was agreed that Cllrs David Owens and Andrew Phillips be included in this task and finish group, due to their previous experience and also as representatives of the Council’s Finance Committee. It was further APPROVED that there be two members from the Facilities Management Committee and two members from the Regeneration and Community Services Committee and that these representatives should be chosen at the next respective committee meetings. It was unanimously APPROVED that once the issue has been fully considered by the task and finish group, its recommendations should be brought back for consideration of the Town Council.
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34. To consider communications received/report of the Clerk
1. Letter dated 22 nd May 2016 from the Chairman of the Dementia Carers Support Group. This referred to the successful workshop held at the Memorial Hall on 18 th May 2016, facilitated by a lecturer at the Association for Dementia Studies at Worcester University. The letter also states that the group hopes that the event will contribute to Pembrey and Burry Port becoming a Dementia Friendly Community. Noted.
2. Letter from the Clerk to Llanelli Rural Council dated 26 th May 2016, enclosing a copy of the Llanelli Rural Area Whole Place Plan 2015 to 2030. The letter indicates that the plan is Llanelli Rural Council’s response to the feedback received following consultations held within the communities served by it. It is further stated that the plan also demonstrates how Llanelli Rural Council will contribute to the national well-being goals set out in The Well-Being of Future Generations (Wales) Act 2015.
Following the Clerk’s suggestion, it was APPROVED that this be referred to the Well-being of Future Generations Sub Committee.
3. Email on 1 st June 20106 forwarded by One Voice Wales on behalf of the Deputy Secretary to the Board of the Heritage Lottery Fund. This advises that they are currently recruiting for two new committee members for their Committee for Wales. Candidates are especially being sought who have Welsh language skills or knowledge of the natural heritage sector, as they are skills that are currently under represented on the committee. Completed applications must be received by Monday 27 th June and full details are on their website. Noted.
4. Mid and West Wales Fire and Rescue Service has forwarded a copy of its Carmarthenshire Community Safety News, copy of which is attached . Noted.
5. Email of 13 th June 2016, advising that the judging of the Council’s entry to Wales in Bloom 2016 will be taking place on the morning of Thursday 14 th July 2016. Noted
6. Email from One Voice Wales on 15 th June 2016 forwarding information in relation to the Wales Audit Office’s Annual Report 2015/16. The full report can be viewed on the website but brief details, as provided, are attached . Noted.
7. Email from Welsh Water on 15 th June. This advises that Welsh Water will be soon be undertaking necessary investment work on the waste water network in Burry Port. It further advises that a letter has been sent out to local residents and businesses who may be affected by the work, a copy of which is attached . Noted.
8. The Interim Technical Services Supervisor has been reviewing health and safety issues within the Town Council and has been liaising with County Council officers regarding the provision of suitable training for staff. As part of this, the Learning and Development Advisor for Health and Safety at Carmarthenshire County Council, Mr 23
Eddie Cummings, has suggested that he provides a detailed presentation to Town Councillors (lasting between 1.5 hours and 2 hours). This suggestion was raised at the recent Civic Governance and Personnel Committee meeting on 13 th June 2016, when it was approved that the matter be referred to the Town Council meeting, for a decision to be taken as to whether the presentation be made just to that Committee or to full Council.
It was APPROVED that Mr Cummings be requested to make a presentation to a joint meeting of the Facilities Management Committee and the Civic Governance and Personnel Committee.
35. Report of elected members
The Mayor advised that he had received approaches in relation to litter issues and he suggested that a group be set up to target “hot spots” in different areas. Cllr Stephen James emphasised that litter is a problem and had been particularly evident following the recent bank holiday. He suggested that this item be placed on the agenda for full consideration at next month’s meeting, which was APPROVED .
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Pembrey and Burry Port Town Council Monthly Meeting Wednesday 20 th July 2016
Present: Councillor John James (Mayor) Councillors Geraint Davies, Malcolm Davies, Ken Edwards, , Robert John, Mrs Pat Jones, John Hedley Jones, Mrs Shirley Matthews, David Owens, Andrew Phillips, Michael Theodoulou, Mrs Moira Thomas and Hefin Williams.
In attendance: Melanie Carroll-Cliffe (Town Clerk), Lee Fox (Interim Technical Services Supervisor) and Alan Howells (RFO)
(Former OAP Hall 7.00pm – 9.05pm)
36. Opening Prayer
The opening prayer was given by the Mayor, Cllr John James.
37. Personal Matters
Apologies were received from Cllrs Mrs Jean Hire, Mrs Susan Northam, Mrs Mary Wenman and County Councillor Hugh Shepardson.
38. To receive Members’ Declarations of Interest in respect of the business to be transacted
Cllrs Andrew Phillips and Mrs Moira Thomas declared an interest in the planning applications relating to the proposed heritage boards due to their membership of the Heritage group (S/34017, S/34019, S/34021, S/34022). Cllr Andrew Phillips also declared an interest in planning application number S/3976 due to his relationship with the owner of an adjacent property.
39. Police Business
There was no attendance by any officers and the Clerk informed members that she had received advance notification that it was unlikely that there would be a police presence. However, a report had been received, which she read out, as below:
During the month of July 55 Crimes have been reported in the Burry Port Section on par with last year. All the crimes have been recorded.
Within the month of July officers have attended 198 calls, 54 of which were an immediate response, 46 had to be answered within the hour, 62 were scheduled simply needing attendance and 36 did not need a response.
Crimes of note are:
Criminal Damage
There have been 17 case of criminal damage – mainly the vehicles in Ponthenri.
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Burglary
There have been 7 burglaries recorded in the area of Burry Port- all enquiries on-going.
Anti-Social Behaviour
There were 6 anti-social behaviour calls – one being the carnival was too loud.
Road Traffic Accidents
There have been 6 recorded accidents in Burry Port area, none fatal.
Cllr Bob John commented that it would be preferable to have a more accurate picture of what is happening in the Council’s immediate area, as the report included information on crimes committed in other areas, such as Ponthenri. He also commented on the desirability of having a police presence at each meeting.
The Mayor, Cllr John James, advised members that at a recent PACT meeting, it had been stated that a planning application has been submitted for Burry Port Police Station and therefore, its immediate future appears to be secure.
The Clerk informed members that a meeting had now been arranged with the Police and Crime Commissioner for 2nd August. It is also hoped that a senior officer from Dyfed Powys Police will be in attendance, in order to address operational issues, as this has been requested. Cllr Michael Theodoulou referred to the fact that the perception is that manning levels are decreased at Burry Port Police Station. He further suggested that the Clerk attempt to obtain information prior to the meeting on crime levels specifically in the Pembrey and Burry Port area for the previous 12 month period.
Cllr Andrew Phillips reiterated that he was aware that many members of the public have been commenting at the lack of police presence on the streets of Burry Port. Cllr David Owens referred to a previous concern raised by him in relation to illegal parking along Station Road, Burry Port. He advised that he had witnessed another recent incident where a vehicle was double parked in the middle of the road. Cllr David Owens queried the possibility of increasing the presence of Traffic Enforcement Officers so as to address these issues. The Mayor, Cllr John James, advised that the presence of Traffic Enforcement Officers has already increased but it would appear that this is insufficient.
40. To confirm the minutes of the meeting held on 15 th June 2016
The minutes of the Town Council meeting held on Wednesday 15 th June 2016 were accepted as a true record, save that Cllr Ken Edwards requested that on page 21 (item number 13 – Copperworks site), his suggestion to acquire and erect safety signage be added in, which was agreed.
41. Information from the aforesaid minutes
P15 (23) Information from the aforesaid minutes – planning applications
Cllr Mrs Moira Thomas queried whether a site visit had taken place. Cllr Mrs Shirley Matthews advised that the planning application had now been granted. 26
P17 (24) Technical Services Report
The Mayor, Cllr John James reported that a good service had been provided by a local licenced premises in facilitating a licensed bar at his recent rock concert. He further updated that progress had been made in relation to the Boxing Club and the club will be moving into the snooker room shortly.
42. Technical Services Report
The Interim TSS outlined his report, which had been circulated in advance to members, as set out below:
1.Burry Port Cemetery
During the month of June 2016 there have been 2 burials, 4 scattering of ashes and 1 burial of ashes.
2.Wales in Bloom 2016
The Wales in Bloom judging will be held in Pembrey Hall 14 th July 2016. Update on results to follow.
Moreb roundabout is due for completion over week commencing 11 th July. The project has lost two weeks, as a local manufacturer could not complete the necessary work on time. The project was then given directly to a back up sub-contractor that has proved to be very successful and completed the fabrication and build. With great thanks we appreciate the work carried out at such short notice.
Social Media has greatly reacted to the focal point on entrance to Burry Port and Pembrey. (Our Lighthouse ).
A review will be completed and a full report will be given on the Wales in Bloom 2016 planning and work undertaken. This will carefully guide cost saving strategies and implement more sustainability in future competitions.
The Wales in Bloom team have welcomed Incredible Edible Vegetables Carmarthenshire on board and assisted the newly formed group with use of a plot of land at the top of Station Road opposite the Engine Inn. The land will now be used to encourage the locals of Burry Port to grow and share fresh vegetables and plants.
Pembrey and Burry Port will be hosting Wales in Bloom 2017.
2. IT Infrastructure.
Over a short period we have liaised with various professionals internal and external to source the best available solution for the Town Council. The Council staff have been issued with portable hardrives as a measure of security and ability to backup current and previous information. Once all the required information is available we will report back with the findings. We have consulted County on all future IT prospects and await a full report on the loss of our material and result of a repaired PC. The current IT Hardware is out of date and 27 will require an improvement plan for future benefit. The hardware and software currently used is at its capacity.
3. Memorial Hall
We have completed installation of new light switches in the Main hall outside the lighting booth for easy access. The lighting booth can now be locked and secured whilst illuminating the hall safely by outer switching.
All Fire Exit signs have been serviced.
4. Copperworks School
4.1 TSO (Interim) has received a report from Steven Pound Carmarthenshire County Councils Building Control officer. This report highlights any Health & Safety issues in relation to the Copperworks site. See below for detailed action required.
“Copperworks School, Morlan Terrace, Burry Port
I write in relation to our joint site visit and inspection at the above premises on 23/06/16. From the inspection it was evident that the buildings are in a poor state of repair and in a deteriorated condition. With the buildings condition both externally and more importantly internally of a potentially dangerous condition the department recommends the buildings are not occupied. Furthermore, the authority would suggest the following measures to secure the buildings and the site as a whole to maintain public safety. a) Openings to be boarded up to ensure no exposure to broken glass and no unauthorised access. b) loose slates, guttering and lead flashing etc to be secured c) the side access to the grassed area is secured on the top side of the site and adjacent to the main entrance d) safety signage to be placed on the fencing and not on the building itself e) disconnection of the electrical supply to the building due to the exposure to water
This would be a good opportunity to contact the fire authority to discuss options to reduce the possibilities of arson and general fire safety for the site.
I hope this helps clarify the authorities position and should you have any queries please do not hesitate to contact the department.”
4.2 . Welsh Water : In September 2015 the previous TSO reported a water leak on the site and this was logged at head office. However the damage was never followed through and the leak remained. The Interim TSO has now rectified this fault and arranged for a disconnection with immediate effect. A request has been put in against the billing department. This is of high value.
4.3. British Gas / Electricity Supply- Disconnection service through Western Power. We have received a quotation for disconnection of The Copperworks School. The quotation will be followed up and actioned.
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5. Health & Hygiene
Taking into consideration reports on the cleanliness of the Council buildings, a full review is in process. A calculation of required hours and duties will be devised and passed through to council for recommendation and a full review.
6.Footpath Maintenance
No footpath maintenance has been completed in June due to the significant time and resource for Wales in Bloom. July 15 th 2016 will see the return of maintenance to all footpaths.
In addition to his circulated report, the Interim TSS updated members in relation to the former Copperworks School (item number 4) that he was awaiting a breakdown of costs for making the building secure/closing it down.
In relation to item number 2 (Wales in Bloom 2016) a query was raised in relation to what the expectations were in hosting Wales in Bloom next year. The Clerk outlined that the Council would be expected to host two events, one being the launch ceremony, which is held around March/April, followed by the awards ceremony in September. The Clerk explained that the launch ceremony is more low key but the awards ceremony is a day long event, with a two course meal provided, although attendees contribute towards the cost of this. An option of two or three tours to local attractions would also have to be arranged for attendees. As the competition covers all of Wales, the event would undoubtedly result in visitors attending the area, possibly for the first time. Cllr Mrs Shirley Matthews emphasised the event as an opportunity to promote our local community and the fact that local businesses would also benefit. Members appreciated the beneficial opportunity for Burry Port and Pembrey, although the need for advance planning was emphasised. Cllr Mrs Shirley Matthews confirmed that early planning for next year would be commencing shortly. Additional sponsorship would be sought and it is also hoped that support will be provided by Carmarthenshire County Council.
Cllr Michael Theodoulou referred to issues encountered this year with some of the flowers and the fact that he has requested the Interim TSS to provide a report for consideration by the Regeneration and Community Services Committee, to try to avoid the same problems in the future. He also referred to the fact that the actual cost to the Council of the floral displays had not been accurately established, due to unknown labour costs of staff. He therefore urged that next year’s budget includes a figure for the cost of labour. It was commented that the Council is continuing to increase its sustainable planting. The Mayor expressed his thanks to everyone involved in the Wales in Bloom campaign. Cllr Mrs Moira Thomas specifically referred to the efforts of the maintenance operatives and the fact that they were proud of what they had achieved. She also referred to recognition being given to Mr Robert Masterman, who had been involved in the Wales in Bloom campaign and had recorded the judging. His work could be viewed on the social media page “Memories of Burry Port”. Cllr John Hedley Jones enquired if this could also be placed on the Town Council’s website.
During the course of the discussions upon the Wales in Bloom campaign, Cllr Ken Edwards expressed his disappointment that the Council had not undertaken autumn and spring planting this year.
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Lastly, in relation to the Council’s IT infrastructure, it was confirmed, following a query raised, that a report prepared by the Interim TSS will be considered in due course by the four chairpersons of the main committees, in order to progress and finalise this issue.
43. To consider the report of the Facilities Management Committee meeting held on Tuesday 7 th June 2016
The minutes of the meeting held on 7th June2016 had been circulated with the agenda and it was RESOLVED that these be signed and accepted as a true record.
There were no matters arising.
44. To consider the draft minutes of the Regeneration and Community Services Committee meeting held on Thursday 5th May 2016
The minutes of the meeting held on 5 th May 2016 had been circulated with the agenda and it was RESOLVED that these be signed and accepted as a true record.
There were no matters arising.
The Clerk advised members that there had been no June meeting of this committee. Also, due to the recent IT difficulties, it had not been possible to circulate the minutes of the May meeting for the Town Council meeting held on 15 th June and hence the reason why the May minutes were now being considered.
45. Report of the Responsible Finance Officer (RFO)
The report, as set out below, had been circulated to members in advance of the meeting.
1. Bank Balances
The following cash balances are held with Balance at bank Unpresented Council cash book Lloyds at 30th June 2016 :- cheques balance £ £ £
Business Instant Access account 265,050.95 265,050.95 Community Account 10,387.74 4,701.19 5,686.55 Imprest account 14,268.97 13,711.83 557.14 £289,707.66 £18,413.02 £271,294.64
2. Schedule of accounts paid
The following accounts have been paid from 1st to 30th June 2016
Cost ex Supplier Details Ref Vat VAT Total £ cost Travis Perkins Floral Displays 9 51.15 10.23 61.38 Parker Plant Hire Hall - Storage 1 64.40 12.88 77.28 Parker Plant Hire Hall - Storage 1 64.40 12.88 77.28
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CCC MUGA maintenance 5 426.43 85.29 511.72 Pembrey Memorial Hall - Consortium Cleaning materials 1 66.33 13.28 79.61 Provision of vehicle activated CCC signs - Ashb. Road 1 3925.00 785.00 4710.00 Burry Port Memorial Hall - Toppers Cleaning materials 1 25.44 5.09 30.53 Carms. Tourism Association Admin - Subscription 3 91.00 91.00 Burry Port Memorial Hall - SA1 Laundry Cleaning materials 1 26.62 5.32 31.94 British Gas Copperworks - electricity 1 18.49 0.92 19.41 British Gas Institute - Electricity 1 296.75 59.35 356.10 British Gas Pembrey School - Electricity 1 197.56 39.51 237.07 British Gas BP Memorial Hall - Electricity 1 236.04 47.20 283.24 British Gas Cemetery - Electricity 4 176.22 8.81 185.03 British Gas OAP building - Electricity 1 32.84 1.64 34.48 Institute of Cemetery and Crematoria Management Admin - Subscription 3 90.00 90.00 CCC - Elections Elections 3 6175.65 6175.65 John H Jones Travelling expenses 3 58.05 58.05 Mike Clarke Printing Admin - Stationery 3 60.00 12.00 72.00 Consortium Admin - Stationery 3 60.45 12.11 72.56 Consortium Admin - Office supplies 3 6.55 1.31 7.86 Consortium Admin - Office supplies 3 23.78 4.76 28.54 Burry Port Memorial Hall - Consortium Cleaning materials 1 153.17 30.66 183.83 Consortium Youth Club contribution 6 370.01 74.01 444.02 Consortium Youth Club contribution 6 101.98 20.40 122.38 PC World Admin - Office supplies 3 27.48 5.49 32.97 Pembrey Memorial Hall - British Gas Electricity 1 80.44 4.02 84.46 British Gas Institute - Gas 1 692.97 138.59 831.56 Travis Perkins Floral Displays 9 273.66 54.74 328.40 Travis Perkins Floral Displays 9 -228.88 -45.78 -274.66 Travis Perkins Floral Displays 9 107.41 21.48 128.89 Travis Perkins Floral Displays 9 28.14 5.63 33.77 Chivers Corner Garage Cemetery - Van costs 4 80.86 16.16 97.02 Tradepoint Floral Displays 9 8.10 1.62 9.72 Tradepoint Floral Displays 9 4.96 0.99 5.95 Tradepoint Floral Displays 9 25.34 5.05 30.39 Tradepoint Floral Displays 9 -7.20 -1.44 -8.64 Tradepoint Floral Displays 9 7.20 1.44 8.64 S. Matthews Admin - Office supplies (Frames) 3 18.00 18.00 Darkin Architects Copperworks development 1 1215.90 1215.90 HF James Cemetery - maintenance 4 288.00 57.60 345.60 Wynnstay Cemetery - maintenance 4 72.77 14.55 87.32 CCC MUGA maintenance (Inspection) 5 80.00 16.00 96.00 Water Charges - Burry Port Dwr Cymru Memorial Hall 1 819.28 819.28 Dwr Cymru Water Charges - Institute 1 65.38 65.38 K.Evans - Brightwash Window Displays 9 100.00 100.00 J. Muselwhite - Adeline Window Displays 9 75.00 75.00 Fotoworld Window Displays 9 25.00 25.00 Loveleens Window Displays 9 25.00 25.00 JDP Ltd Floral Displays 9 190.00 38.00 228.00 Owen Fuels Pembrey Hall - Oil 1 418.90 20.95 439.85 Xerox Finance Photocopier costs 3 143.09 28.62 171.71 31
Travis Perkins Cemetery - PPE Equipment 4 49.95 49.95 CCC Garden sacks 3 750.00 150.00 900.00 Argos Youth Service Contribution 6 469.00 93.79 562.79 Burry Port Memorial Hall - Dyfed Alarms Maintenance 1 87.50 17.50 105.00 Dyfed Alarms Institute - Maintenance 1 17.50 3.50 21.00 Dyfed Alarms Institute - Maintenance 1 100.00 20.00 120.00 Pembrey Memorial Hall - Water Dwr Cymru charges 1 434.95 434.95 Parker Plant Hire Floral Displays 9 37.50 7.50 45.00 Toppers Cemetery - PPE Equipment 4 14.75 2.95 17.70 Toppers Cemetery - PPE Equipment 4 14.32 2.07 16.39 JMS Aggregates Floral Displays 9 205.20 41.04 246.24 Cemetery - Equipment Greenwell Power Tools maintenance 4 34.66 6.93 41.59 Tradepoint Institute - Maintenance 1 32.00 6.40 38.40 Biffa Hall - Refuse costs 1 119.00 23.80 142.80 Biffa Cemetery - Refuse costs 4 142.45 28.49 170.94 John Jones Travelling cost 3 22.50 22.50 Burry Port Memorial Hall - Parker Plant Hire Storage costs 1 58.80 11.76 70.56 Burry Port Memorial Hall - Parker Plant Hire Storage costs 1 58.80 11.76 70.56 Burry Port Memorial Hall - Action Surveillance Storage costs 1 330.00 66.00 396.00 Burry Port Memorial Hall - Thomas Glass Maintenance 1 289.00 57.80 346.80 WD Sewards Civic expenditure 3 23.00 23.00 Burry Port Memorial Hall - P. Jones Equipment 1 150.00 150.00 Travis Perkins Copperworks - Maintenance 1 70.36 14.07 84.43 Travis Perkins Copperworks - Maintenance 1 52.77 10.55 63.32 Tradepoint Copperworks - Maintenance 1 36.63 7.35 43.98 Tradepoint Copperworks - Maintenance 1 43.53 8.70 52.23 Tradepoint Copperworks - Maintenance 1 8.58 1.72 10.30 SLCC Admin - Subscriptions 3 187.00 187.00 Burry Port Male Choir Ladies Association Special - Community grant 6 94.30 94.30 Burry Port Ladies Bowls Club Special - Local grant 6 200.00 200.00 Burry Port Male Choir Special - Local grant 6 100.00 100.00 Pembrey & Burry Port Community Forum Special - Community grant 6 2500.00 2500.00 BT Admin - telephone 3 12.34 2.47 14.81 Consortium Toilets - Cleaning costs 1 116.41 23.30 139.71 Chivers Corner Garage Cemetery - vehicle costs 4 203.59 40.71 244.30 British Gas Burry Port Memorial Hall - Gas 1 480.62 96.12 576.74 British Gas Copperworks - Electricity 1 19.76 0.98 20.74 British Gas Institute - Electricity 1 276.61 55.32 331.93 British Gas Pembrey Library - Electricity 1 122.45 6.12 128.57 Burry Port Memorial Hall - British Gas Electricity 1 176.57 8.82 185.39 British Gas Cemetery - Electricity 4 108.26 5.41 113.67 British Gas OAP Hall - Electricity 1 30.52 1.52 32.04 Toppers Cemetery - PPE Equipment 4 7.98 0.60 8.58 Burry Port Memorial Hall - Parker Plant Hire Storage removal 1 110.00 22.00 132.00 Parker Plant Hire Floral Displays 9 45.00 9.00 54.00 32
Burry Port Memorial Hall - Parker Plant Hire Storage costs 1 86.40 17.28 103.68 Pembrey Memorial Hall - British Gas Electricity 1 63.89 3.19 67.08 Communicorp Admin - Subscriptions 3 12.00 12.00 Post Office Cemetery - Vehicle road licence 4 230.00 230.00 Zurich Municipal Admin - Insurances 3 12698.19 12698.19 Zurich Municipal Cemetery - Vehicle Insurances 4 941.42 89.43 1030.85 SLCC Admin - Conference fees 3 207.00 41.40 248.40 British Gas Copperworks - Electricity 1 19.50 0.97 20.47 British Gas Institute - Electricity 1 272.94 54.58 327.52 British Gas Pembrey Library - Electricity 1 96.34 4.81 101.15 Burry Port Memorial Hall - British Gas Electricity 1 164.03 8.20 172.23 British Gas Cemetery - Electricity 4 76.35 3.81 80.16 British Gas OAP Hall - Electricity 1 32.72 1.63 34.35 Chivers Corner Garage Cemetery - vehicle costs 4 85.09 17.01 102.10 CJ Motors Cemetery - vehicle costs 4 188.44 188.44 Burry Port Memorial Hall - Parker Plant Hire Storage costs 1 61.60 12.32 73.92 CCC- Pensions Deficit Salaries - Pension deficit 3 2600.00 2600.00 Admin - IT consumables Lee Fox reimbursement 3 176.63 35.33 211.96 Mrs Huish - Xmas lighting reimbursement Xmas lighting reimbursement 9 25.00 25.00 Sewards - Xmas lighting reimbursement Xmas lighting reimbursement 9 25.00 25.00 John James Mayoral Allowance 3 1030.00 1030.00 Burry Port Memorial Hall - Cathedral leasing Maintenance 1 64.98 13.00 77.98 British Gas Burry Port Memorial Hall - Gas 1 305.56 61.11 366.67 Biffa Cemetery - Refuse costs 4 119.24 23.85 143.09 Biffa Hall - Refuse costs 1 102.01 20.40 122.41 Consortium Admin - Office supplies 3 1.34 0.27 1.61 Biffa Cemetery - Refuse costs 4 119.24 23.85 143.09 Biffa Hall - Refuse costs 1 102.41 20.48 122.89 HF James Cemetery - Maintenance 4 528.00 105.60 633.60 Tradepoint Cemetery - Equipment 4 191.67 38.33 230.00 Xerox Admin - Photocopier costs 3 47.76 9.55 57.31
46554.02 3098.81 49652.83
3. Petty Cash
Llanelli Star 3 0.75 0.75 Burry bargains - Silicon sealant 3 1.99 1.99 Romero - keys 3 10.00 10.00 Burry bargains - cleaning materials 3 5.39 5.39
Total payments made from petty cash £18.13 £0.00 £18.13
The RFO referred to the substantial list of expenditure items and advised that a number of these had been accrued back to the previous financial year. This includes a payment to Carmarthenshire County Council for a contribution towards vehicle activated signage on 33
Ashburnham Road, Pembrey. Another significant cost relating to the previous financial year was for the election of a new councillor in December 2015. The RFO also highlighted a number of payments to British Gas which again related to the previous financial year, although he advised that an amount was to be reclaimed in relation to a payment for the former Pembrey School building.
Following a query raised in relation to a payment to Carmarthenshire County Council for “pensions deficit”, the RFO clarified that this has resulted from a revaluation of the pension fund and there was a shortfall which the Council was required to pay. This is the annual amount which the RFO had made in one payment this year, although he advised that it had been paid on a monthly basis the previous year.
4. Budget Monitoring
The Budget monitoring report for the period 1st April to 30th June 2016 has been circulated to Members.
The RFO highlighted to members that as had been requested, he had separated the report into the various committees and the headings had been allocated to the relevant committee. It was requested that the committees should check that the headings relating to them are correct. The RFO also highlighted that net expenditure was overall within budget for year to date at 23.87%.
5. Annual Return
The Annual Return for the 2015-16 Financial will be circulated to members for approval.
The RFO advised members that the Annual Return had been submitted to the internal auditor. He circulated to members copies of the accounting statements for 2015 - 16, together with the Annual Governance Statement. A query was raised in relation to the precept for the year, as it was commented that this had only increased from the previous year by approximately £6,500. The RFO confirmed that the Town Council informs the County Council of the figure to be claimed in relation to the precept. A query was also raised in relation to an increase in staff costs, which was in excess of 10%. The RFO reminded members that the Council’s full time staff had increased. He further advised that any significant variances such as this are explained to the auditor.
The RFO also outlined the information set out in the Financial Accounts Report 2015 - 16, which he circulated. The income and expenditure account with budget comparison was in the same format as members were previously used to. Income exceeded budget expectations, although the RFO highlighted the fact that a large amount within this relates to the heritage trail project but even disregarding this figure, the Council has over achieved what was expected for income. Following a query, the RFO advised that the heritage trail project funds are kept separately on behalf of the organisation.
The RFO outlined the various items of expenditure. Employees’ costs, together with expenditure on administration and civic expenditure are all within budget. Expenditure on all other headings, namely Cemetery/Footpaths, Hall and Institute, Copperworks, former Pembrey School, Pembrey Memorial Hall and Special Projects were also within budget. The RFO highlighted that there was significantly less expenditure on the Hall and Institute from the previous financial year, being some £30,000, as there had been significant one off 34 refurbishment costs on the Memorial Hall during 2014/15. The RFO also highlighted some miscellaneous expenditure on the Copperworks site which related to seeking planning consent. Expenditure on the former Pembrey School was significantly less than the previous year, due to the premises having reverted to Carmarthenshire County Council. Also, there was considerably less expenditure on Pembrey Memorial Hall than the previous financial year and this was due to the fact that some remedial/refurbishment work had been undertaken when responsibility for the building was taken over by the Town Council from the County Council. The RFO also highlighted the fact that taking into consideration donations which had been received, there was approximately £5,000 less expenditure on floral displays from the previous year. However, also in relation to Special Projects, significantly more had been spent on community grants from the previous year, although other donations remained at approximately the same level.
The RFO advised members that the sum of £10,000 was being held in an earmarked reserve, for the potential transfer of services to the Town Council. He also outlined the movement in relation to reserves. Although general reserves decreased from the previous year, overall reserves were slightly increased due to an increase in earmarked reserves.
Cllr Michael Theodoulou queried when the Town Council’s capital assets were valued, which the RFO advised was during 2009. It was therefore suggested by Cllr Michael Theodoulou and agreed that consideration of obtaining new valuations be referred to the next Facilities Management Committee meeting.
46. To consider the minutes of the Finance Committee meeting held on Tuesday 10 th May 2016
The minutes of the meeting held on 10 th May 2016 had been circulated with the agenda and it was resolved that these be signed and accepted as a true record.
There were no matters arising.
The Clerk advised members that there had been no June meeting of this committee and this was as a result of the IT difficulties, as the RFO was unable to produce the usual necessary documentation. The Clerk also advised that as a result of the IT difficulties, the minutes of the May committee meeting had not been considered at the last Town Council meeting.
47. To consider any planning applications
Application Name and Address of Applicant Description of Application No. S/33951 Mrs Margaret Evan-Jones Outline planning for 3 homes 22a Gwscwm Road Burry Port S/33976 Laura Elston Proposed changed of use from single Golaur Harbwr dwelling to mixed use including a café/tea Burry Port room/bed and breakfast and residential accommodation. S/34017 Pembrey and Burry Port Town Council Large heritage board 2.337m width by Land at Spillway, mouth of harbour 2.438 height
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S/34019 Pembrey and Burry Port Town Council Large heritage board 2.337m width by Land south west of the visitor centre, 2.438 height Pembrey Country Park S/34021 Pembrey and Burry Port Town Council Large heritage board 2.337m width by Land south of coastal path, (near parking 2.438 height area) Pembrey harbour S/34022 Pembrey and Burry Port Town Council Large heritage board of 2.337m width by Land to the east of Old Tramway Road 2.438 height and north of the British Legion, Burry Port S/34085 Mr Les Cooper, Land adjacent to 1 One detached dwelling (resubmission of Maesybryn Road, Pembrey S/33034 refused 7/01/16) S/34077 Parker Brothers (Contractors) Ltd, Construction of 4 no detached bungalows Stuart Parker with associated access and landscaping works
Prior to discussion of the applications, Cllrs Andrew Phillips and Mrs Moira Thomas reiterated the declarations of interest which they had made at the commencement of the meeting.
As Chair of the Town Council’s Planning Sub Committee, Cllr Mrs Moira Thomas advised that there was a recommendation of approval for all application numbers, save for number S/34085. In relation to this planning application, the Interim TSS has spoken to the Planning Officer and it appears that there are some issues in relation to flooding.
Cllr David Owens advised that he was aware that County Councillor Hugh Shepardson had met with some of the residents on Gwscwm Road, Burry Port and as a result, there does not seem any issue in relation to application number S/33951.
Cllr Michael Theodoulou queried what area application S/34077 related to. Cllr John Hedley Jones advised that this related to potential development at Danlan Park and Cllr Mrs Shirley Matthews indicated that there were no objections from residents.
The Interim TSS referred to a pending planning application for 100 new dwellings off Mountain Road, Pembrey. Although a previous detailed letter was sent by the Clerk, setting out objections to the planning application, he suggested that a further letter be sent on behalf of the Council. This is due to the fact that the current revised application has addressed some of the previous concerns. This was agreed.
Following the discussions, members were happy to agree a recommendation to approve the applications, save for S/34085.
48. To consider any County Councillors’ reports
County Councillor Mrs Shirley Matthews informed members that there continued to be issues in relation to Pembrey Country Park. However, she advised that the plans for development and upgrading of the park are ongoing and although they are in draft form at present, they look quite promising.
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Cllr Michael Theodoulou referred to the fact that there has been considerable public comment in relation to the Country Park and there is growing concern about what has been happening. County Councillor Mrs Shirley Matthews advised that she and County Councillor Hugh Shepardson had met with Mr Jake Morgan of Carmarthenshire County Council that morning, who confirmed that there are development plans for the park. County Councillor John James added that in relation to concerns over the manner in which the park has been run, these are being looked at by the Audit Committee and there is an ongoing enquiry.
Following a query raised, County Councillor Mrs Shirley Matthews reiterated that the plans have to be finalised and she believed that there would be consultation with the Town Council.
County Councillor John James informed members that as a result of an ongoing issue with trees in the Memorial Park, the County Council had engaged a tree surgeon, who formed the view that the majority of the trees would need to be cut down. County Councillor John James indicated that he hoped that these would subsequently be replaced. Cllr Michael Theodoulou referred to the Town Council’s expression of interest in relation to the park and suggested that there should be a condition that the trees be replaced as otherwise, there would be increased flooding issues.
County Councillor John James reported that the new Ysgol Parc y Tywyn building is proceeding, although the final plans have not been completed. Nevertheless, it is hoped that all children will be in the new school by September 2018.
County Councillor John James also reported to members that he and County Councillor Mrs Pat Jones have been seeking information in relation to the Tesco project. A statement has now been given, to the effect that Tesco has surrendered its interest in the land. An agreement has been reached in relation to the surrender and the County Council will now be looking to re-market the site. County Councillor Mrs Pat Jones reminded members that money for the new youth club came from the proposed sale to Tesco.
49. To consider the Mayor’s report
Firstly, the Mayor, Cllr John James thanked all members who had attended his recent civic service as well as those who had been involved in its organisation and had participated.
The Mayor reported that he had attended Ysgol Parc y Tywyn’s performance of the Wizard of Oz. He had also recently attended civic services arranged by Carmarthenshire County Council and Llanelli Rural Council.
The Mayor referred to the recent judging of this year’s Wales in Bloom campaign and the reception which had been held at Pembrey Memorial Hall, where there was representation from organisations and individuals who had assisted with the campaign.
The Mayor advised that his charity rock concert had gone well, although it would have been desirable to have slightly better attendance.
The Mayor referred to the very successful carnival and also the Songs of Praise event. He reported that on the evening of the carnival, he had also attended a concert at Jerusalem Chapel, the proceeds of which were being donated to a lung cancer charity.
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Lastly, the Mayor reported that he had received a request for the Town Council to show its support against anti-hate crimes. He therefore suggested that an item be placed on the agenda for the next Town Council meeting, which was agreed.
50 . To consider the possibility of setting up a ‘Pride in your Patch’ volunteer litter picking group
The Mayor referred to the fact that this issue had briefly been discussed at the last Town Council meeting. He advised that there are other areas within the County which are participating with this initiative. The Mayor confirmed that the coordinator, Mr Brian Mogford is going to set up a meeting. He will carry out risk assessments of the areas and an induction course on what is required. The Mayor also advised that there is already an initiative called “Tidy Tuesdays” where volunteers assist with litter picking.
Following this update, members APPROVED that the Town Council engage in the “Pride in your Patch” initiative.
51. To consider/ approve a recommendation from the Regeneration and Community Services Committee meeting of 7 th July 2016 to appoint Cllr Mrs Shirley Matthews as the Town Council representative to the Board of Friends of Burry Port Harbour
Cllr Michael Theodoulou referred to the recent Regeneration and Community Services Committee meeting which all members had been invited to, where he had given a presentation. He advised members that there needs to be founding members on the Burry Port Harbour Development Trust. The Town Council will be one of these and needs to appoint a representative to this new organisation. He clarified that Cllr Robert John will continue as the Town Council’s representative on the Friends of Burry Port Harbour.
Cllr Michael Theodoulou advised that the Town Council needs to consider making two resolutions. Firstly, it needs to resolve to agree to be a founding member of Burry Port Harbour Development Trust and secondly, subject to this, needs to appoint a representative.
Cllr Ken Edwards queried whether the Council would be a trustee. Cllr Michael Theodoulou clarified that the Town Council would be a founding member, as it is a company limited by guarantee. Cllr Ken Edwards also queried if a fee had to be paid to be a board member. Again Cllr Michael Theodoulou clarified that this is limited to £1 but is not paid up front.
Following the clarification, it was proposed and APPROVED that the proposal be amended to relate to the appointment of a representative to the Burry Port Harbour Development Trust. In making such an appointment, it is implicit that the Town Council would be agreeing to the Town Council being a founding member.
It was unanimously RESOLVED that Cllr Mrs Shirley Matthews be appointed as the Town Council representative to the Board of Burry Port Harbour Development Trust.
52. To consider communications received
1. Email of 20 th June 2016 from the Community Safety Manager of Carmarthenshire County Council. This relates to a query recently raised by Cllr Robert John at the Town and Community Council Liaison Forum regarding CCTV cameras in Burry Port centre (copy attached ). 38
Cllr Robert John indicated that there appears to be a discrepancy in the information being provided. He believed that the maintenance of the CCTV was the County Council’s responsibility, although he does not know whether this has changed. He also referred to the fact that the new Dyfed Powys Police and Crime Commissioner is reviewing the position on CCTV.
2. Email of 20 th June 2016 from Cymdeithas Cymru. This advises that the County Council is collating a five year strategy to promote and facilitate the use of the Welsh language, which should be completed by October this year. This is following the last census results showing that Carmarthenshire saw the biggest decline in the number of Welsh speakers in Wales. The email further advises that the next Tynged yr Iaith Sir Gar meeting will be held on Saturday 17 th September at 10am at Yr Atom, Carmarthen. Present at the meeting will be Cllr Cefin Campbell, (Vice Chair of the Welsh Language Advisory Panel), Cllr Calum Higgins, Cllr Mair Stephens (Cabinet Member with responsibility for the Welsh language), Paul Thomas (Assistant Chief Executive with responsibility for People Management), together with officers who have been working on the Council’s strategy. The meeting will be conducted in Welsh but translation facilities can be provided, with prior notification.
It was APPROVED that anyone interested in attending should notify the Clerk.
3. Email of 29 th June 2016 from One Voice Wales regarding a seminar to be held on Tuesday 13 th September 2016 from 9am until 1pm at the SWALEC Stadium, Cardiff. The seminar is entitled “The Strategic Importance of Digital”. It is being run by The Good Practice Exchange at the Wales Audit Office, in partnership with Good Practice Wales, Welsh Local Government Association, Welsh Government, Wales Council for Voluntary Action and Y Lab. It will examine how public services develop the right skills and culture to move from analogue to digital services. Further information on the event is available on the Wales Audit Office website, where attendees can also book online. Noted.
4. Email of 1 st July 2016 from One Voice Wales, forwarding a Written Statement from Mark Drakeford, the Cabinet Secretary of Finance and Local Government, announcing further detail on the collection and management arrangements for Welsh devolved taxes from April 2018, ( copy attached ). Noted.
5. Letter dated 5 th July 2016 from a local resident in commendation of the recent carnival/three day event, ( copy attached ). Noted.
6. Email of 7 th July 2016 from One Voice Wales, forwarding information on the Active Travel Consultation. It refers to the Active Travel (Wales) Act 2013, which commenced during September 2014. The Act requires Local Authorities to continuously improve facilities and routes for pedestrians and cyclists and to prepare maps identifying current and potential future routes for their use. The Act also requires new road schemes (including road improvement schemes) to consider the needs of pedestrians and cyclists at design stage. The initial public consultation period on the Audited First Phase Routes ended on 10 th January 2016. However, a further six week public consultation on the additional audited routes (Second Phase Routes) commenced on 4 th July 2016 and runs 39
until 15 th August 2016. The maps are available to view on the following link https://www.gwynedd.llyw.cymru/en/Council/Have-your-say/Recent-consultation- results/Active-travel.aspx and any consultation documents are to be sent to active- [email protected] Noted.
The Clerk also updated members that two emails had been received since the agenda was sent out, making favourable comments in relation to the new lighthouse construction on Moreb roundabout, details of which she outlined.
53. Report of elected members
Cllr Michael Theodoulou informed members that there had been a membership drive in relation to the Friends of Burry Port Harbour at the recent carnival event. This had been very successful in terms of completed membership applications.
Cllr John Hedley Jones reported that he and the Mayor, Cllr John James had attended the recent PCSO training session, which they, as well as the PCSOs had benefited from.
54. To consider the report of the Clerk on Matters of Administration
1. Further to discussions at the last Town Council meeting, confirmation has now been received that the Dyfed-Powys Police and Crime Commissioner, Mr Dafydd Llywelyn will be attending for an open meeting on Tuesday 2 nd August 2016 at 6pm. Noted.
2. The Clerk, together with Cllr John James and Cllr Geraint Davies attended a Code of Conduct training session presented by the Deputy Monitoring Officer of Carmarthenshire County Council on 16 th June 2016. At the training session, a concise guide to determining whether a personal or prejudicial interest exists was circulated (copy attached ). Members are urged to utilise this quick guide to decide whether it is necessary to declare an interest. Noted.
3. Email on 14 th July 2016 from One Voice Wales, forwarding information from Welsh Government. This refers to higher rates of Stamp Duty Land Tax on purchases of additional residential properties having come into effect on 1 st April 2016. This existing UK Government tax is being reviewed in Wales, as part of the Land Transaction Tax legislation being introduced in September 2016. Stamp Duty Land Tax is being devolved and will be replaced in Wales by Land Transaction Tax in 2018. Information on the implications of the higher rate of Land Transaction Tax in Wales and how it may impact on policy areas such as housing, tourism and local taxation is set out in a Welsh Government Treasury Paper recently issued (a copy of which is with the Clerk). The Welsh Government is seeking views on these important changes and there is a survey which closes on 31 st August 2016. Noted.
4. Email on 15 th July 2016 from One Voice Wales, forwarding information from the Welsh Government. This refers to responses received to the Draft Local Government (Wales) Bill Consultation, which ran between the 24th November 2015 and 15 th February 2016. All the responses received have now been summarised in a report, 40
which is available on the Welsh Government’s website at 5. As referred to at a previous Town Council meeting, the Annual One Voice Wales conference is to be held on Saturday 1 st October 2016 at the Royal Welsh Showground, Builth Wells. The theme for the conference is “The Challenges of Transformation and Collaboration for Community and Town Councils”. The guest speakers announced are Mark Drakeford AM, Cabinet Secretary for Finance and Local Government, who will be talking about the challenges facing Local Government in Wales and its relevance to the Community and Town Council sector and how the sector can play its part in sustaining local services in Wales; Peter Davies CBE, Chair of Wales Council for Voluntary Action, who will be talking about the work of the organisation and how Community and Town Councils can work collaboratively with the Third Sector in Wales for the benefit of local communities; Sophie Howe, Future Generations Commissioner, who has been invited to talk about the role of the Future Generations Commissioner, as well as the impact that the Well- being of Future Generations Act will have on the Community and Town Council Sector in Wales. Cllr Ken Edwards indicated that he would attend as one of the Town Council’s One Voice Wales representatives. He also suggested that Cllr Mrs Jean Hire be asked to attend, as the Town Council’s other One Voice Wales representative. 6. It was resolved that under the Public Bodies (Administration to Meetings) Act 1960, the public and representatives of the press be excluded from the meeting during the consideration of the following items of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted: Minutes of the Civic Governance and Personnel Committee meetings of 9 th May 2016 and 17 th May 2016 41 Pembrey and Burry Port Town Council Monthly Meeting Wednesday 21 st September 2016 Present: Councillor John James (Mayor) Councillors Geraint Davies, Ken Edwards, Robert John, Mrs Pat Jones, Mrs Shirley Matthews, David Owens and Michael Theodoulou. In attendance: Melanie Carroll-Cliffe (Town Clerk), Lee Fox (Technical Services Officer) and Alan Howells (RFO) (Former OAP Hall 7.00pm – 9.10pm) 55. Opening Prayer The opening prayer was given by the Mayor, Cllr John James. 56. Personal Matters Apologies were received from Cllrs Malcolm Davies, John Hedley Jones, Mrs Susan Northam, Andrew Phillips, Mrs Moira Thomas, Mrs Mary Wenman, Hefin Williams and County Councillor Hugh Shepardson. As this was the first Town Council meeting since the sad loss of Cllr Mrs Jean Hire, the Mayor paid tribute to her and requested everyone present to stand for a minute’s silence as a mark of respect. The Mayor also informed members that Mr Lee Fox had been appointed to the permanent post of Technical Services Officer the previous day and he formally welcomed him. 57. To receive Members’ Declarations of Interest in respect of the business to be transacted No declarations of interest were made in respect of the business to be transacted. 58. Police Business PCSO Trudi Scandone was in attendance. She firstly apologised for the lack of police presence at Town Council meetings in recent months. She presented the police report, as follows: Council Monthly Report August 2016 During the month of August 39 Crimes have been reported in the Burry Port Section on par with last year. All the crimes have been recorded. Within the month of August, officers have attended 169 calls, of which; 48 were an immediate response, 59 had to be answered within the hour, 62 were scheduled simply needing attendance and 25 did not need a response. 42 Crimes of note are: Criminal Damage There have been 8 cases of criminal damage. Burglary There have been 5 burglaries recorded in the area of Burry Port, 2 of these relating to the memorial hall - all enquiries on-going. Anti-Social Behaviour There were 24 anti-social behaviour calls, the increase this month due to school holidays. Road Traffic Accidents There have been 5 recorded accidents in Burry Port area, none fatal. Cllr Robert John referred to the fact that crime statistics had been circulated within the Town Council papers for the meeting but these included other areas in addition to Pembrey and Burry Port. The information received also indicated that the local police were unable to provide the Council with statistics for just its own area. Cllr Robert John commented that to his knowledge, it was not a particularly onerous task to extract information for Pembrey and Burry Port only. Cllr David Owens queried whether the reported burglaries related to domestic or business premises. PCSO Trudi Scandone advised that she did not have this information but confirmed that all of the burglaries were in the process of being investigated. It was commented by members that it would be beneficial to have some more accurate information, to include anonymised background information to the statistics. There was some discussion that there should be better dialogue between the Council and the police. It was therefore proposed and APPROVED that the Inspector be requested to attend the next Town Council meeting to discuss how the dialogue can be improved. PCSO Trudi Scandone confirmed that she would take back this request. However, she advised that the Inspector is only here for three months and that this time is nearly at an end. Accordingly, the Mayor requested that should the Inspector be unavailable, then the Sergeant alternatively attend the next meeting. 59. To confirm the minutes of the meeting held on 20 th July 2016 The minutes of the Town Council meeting held on Wednesday 20 th July 2016 were accepted as a true record. 43 60. Information from the aforesaid minutes P26 (39) Police Business The Mayor updated members that a planning application has now been submitted to extend Burry Port Police Station. Cllr David Owens referred to the previous discussions regarding traffic enforcement along Station Road, Burry Port. He reported that it is still chaotic on Station Road at peak times, being around 8.15/8.30am and around 3pm, when children are being taken to and collected from school. Cllr Mrs Shirley Matthews referred to the recent triathlon held locally in Burry Port, which was marshalled by the RNLI. During the event, traffic wardens had issued penalty notices to many people in attendance, including the organisers. The Mayor, Cllr John James advised that this issue is being looked into by the County Council and a meeting is scheduled to consider it on 6 th October. Following a suggestion that the Clerk write to the County Council to highlight the difficulties at peak times and stressing the Council’s concerns, it was agreed that Cllrs John James and Mrs Pat Jones will initially report the matter to the necessary officers at the County Council and subject to the outcome of this, consideration can then be given to a formal letter being sent. P29 (42) Technical Services report (5) – Health and Hygiene Cllr David Owens commented that if any change to the hours and duties of staff is being considered, then this should be referred to the Civic Governance and Personnel Committee. Cllr Michael Theodoulou clarified that the Facilities Committee would make recommendations to the Civic Governance and Personnel Committee based upon information reported by the TSO. 61. Technical Services Officer’s Report The TSO outlined his report, which had been circulated in advance to members, as set out below: 1. Burry Port Cemetery During the month of July 2016 there have been the following: 1 Opening of graves 4 scattering of ashes 1 burial of ashes. During the month of August 2016 there have been the following: 1 Opening of graves 2 scattering of ashes 1 burial of ashes. 1 Construction of Headstone. 1.2 Foot Paths July : Shoreline 71/29, Tanybryn 71/27, Gorse Site, Ship Aground 57/61, Embankment 57/60, Court Farm57/50, Engine Inn. 44 September : Moreb 57/83. The Level 71/22. Copper Works School. Cage Walk 71/24 Furnace Road 71/30. Furnace Field 71/13. Lookout 71/13. Memorial Gardens. Isgraig 71/09 Pinged Marsh 57/53. Pinged Bog 57/41 Elkington/Stepney Road. Engine Inn, Moreb/Harbour/Clwb Bach Roundabouts. Stepney Road School (opp) Memorial Park. Neptune. Pembrey Community Centre. 2. IT Infrastructure. We are in the process of reviewing the SLA Agreement with Carmarthenshire County Councils IT Department. Lyn Price is dealing with our IT and we await key information. We have ordered a new PC which has the capability to run effectively and cope with the storage and performance required on the Administration Assistants day to day tasks. Carmarthenshire County Council are currently awaiting stock. Once the stock is received we will then receive an installation date. The IT Hardware is out of date and will require an improvement plan for future benefit. (3 Year plan). The request was put in to enable a Bubble back up as well as cloud storage. This will enable us to safely store all our data and also have the ability in the event of an emergency work remotely. Lyn Price (CCC) IT Consultant has updated the council and has suggested our system update. Microsoft Office 365 has the ability and features to serve us as a secure compatible system. A full discussion and IT structure meeting for external individuals is set for 15/09/2016. A full presentation has been received. 3. CCTV We have had the Installation for the new Remote Access CCTV System. Training was provided and the system project will be rolled out over the next few weeks. The upgrade will provide us with swipe access fobs and remote feature of alarming our buildings from a remote device. 4. Copperworks School 4.1 Welsh water actioned a late request from last year to cut the supply to the Copperworks School. There was no warning of the actual cut of date. On speaking to Welsh Water an email was forwarded with actual confirmation. This information was due to the fact that there was a large under floor leak and the property was to be demolished. We have now had to resubmit in house planning with Welsh Water for a new connection to feed the band room and boiler system. Welsh Water has received all the information required and can take up to 6-8 weeks prior to the application being submitted. Quotes will be needed to connect the supply by a registered plumber. Quotes have been obtained to connect the supply of water to the connection with the Copperworks (Band Room). We await the connection date from Welsh Water. 4.2 The indicated hazards pointed out by Carmarthenshire’s County Council Building inspector Steve Pound on The Copper Works Site have now been actioned. New herras fencing has been installed with Health & Safety Signs ensuring safe and secure zone. 4.3 We have carried out through subcontract an additional bat survey as requested by the County Council planning department for the second phase of development on the band room. (Copperworks Site) We will receive the evaluation in September. 45 4.4. British Gas / Electricity Supply- Disconnection service through Western Power. We have received a quotation for disconnection of The Copperworks School. The quotation has been actioned and we await a cut-off date. 5. Health & Hygiene Taking into consideration reports on the cleanliness of the Council buildings, a full review is in process. A calculation of required hours and duties will be devised and passed through to Council for recommendation and a full review. The review will follow in September. We will require a full kitchen degrease. 6. Pembrey Memorial Hall We received two separate concerns from members of the public for the condition of the trees at Pembrey Hall. The Technical Services Supervisor and Councillor David Owens have visited the properties and conducted a visual inspection. It was decided to obtain a quotation for a full report by a qualified tree Arborist. Liz Phillips has conducted the survey and reported that two trees will have to be removed. During the report a breakdown of future maintenance is included and all the trees are tagged for identification. Costs for the removal of the trees will be discussed in the next facilities meeting. In relation to item 1.2 (Footpaths), Cllr Michael Theodoulou queried what this information related to. The TSO advised that the numbering related to the grid reference markings. The Mayor, Cllr John James confirmed that this format had always been used to provide information on the cutting of footpaths. With regard to item 3 (CCTV), Cllr Robert John emphasised the benefit of CCTV in investigating crimes, as highlighted in recent weeks. Following a query in relation to how the new system operates, the TSO advised that he has prepared a full report which would be taken to the next Facilities Management Committee meeting. However, he provided an overview to explain the system. He advised that it enables the setting and deactivation of alarms from a PC, laptop or mobile phone. It also enables the monitoring of CCTV from such devices, which is particularly beneficial if a member of staff is alone in the Memorial Institute building. Cllr David Owens again emphasised that if the new system could result in an impact on a member of staff’s job, then this needs to be referred to the Civic Governance and Personnel Committee. 62. To consider the minutes of the Facilities Management Committee meeting held on Tuesday 28 th June 2016 The minutes of the meeting held on 28 th June 2016 had been circulated with the agenda and it was RESOLVED that these be signed and accepted as a true record. Matters arising P1 (5) Update on safety issues in relation to the Copperworks site Cllr Michael Theodoulou updated members that the application for outline planning consent has now been lodged. Also, some work has been undertaken in relation to the tidying up and securing of the site, as detailed in the TSO’s report. 46 P2 (7) Further consideration of bar facilities at Burry Port Memorial Hall Cllr David Owens referred to the Task and Finish Group which had been set up in relation to this issue. This group has already met on two occasions and positive progress has been made. Following Cllr David Owens querying the expenditure in relation to the creation of a hatch, it was confirmed that this will not be actioned now, as the working group’s meetings have superseded this decision. P3 (9) Update on Boxing Club in the former snooker room Cllr Michael Theodoulou updated members that the Boxing Club had opened earlier in the month. The club is doing well, having reached its target membership of 60 members by the end of its first week and there is now a waiting list for membership. He emphasised that the Town Council should be proud of its efforts in facilitating the opening of the club. 63. To consider the minutes of the Regeneration and Community Services Committee meeting held on Thursday 7th July 2016 The minutes of the meeting held on 7th July 2016 had been circulated with the agenda and it was RESOLVED that these be signed and accepted as a true record. A query was raised regarding the reported attendance of Cllr Stephen James at the meeting, as he is no longer a member of the Committee. However, it was clarified that due to the presentation being given regarding the Friends of Burry Port Harbour Group, an invitation had been extended to all Councillors to attend the meeting. There were no matters arising. 64. Report of the Responsible Finance Officer (RFO) The report, as set out below, had been circulated to members in advance of the meeting. 1. Bank Balances The following cash balances are held with Lloyds at Balance at Unpresented Council cash 31st July 2016 :- bank cheques book balance £ £ £ Business Instant Access account 217,772.80 217,772.80 Community Account 33,449.80 33,449.80 Imprest account 2,591.92 2,591.92 £253,814.52 £0.00 £253,814.52 2. Schedule of accounts paid The following accounts have been paid from 1st to 31st July 2016 Cost ex Supplier Details Ref Vat VAT Total £ cost 47 Toppers Cemetery - PPE 4 15.36 3.07 18.43 Toppers Memorial Hall - Cleaning equipment 1 72.84 14.57 87.41 British Gas Memorial Hall - Electricity 1 85.88 4.29 90.17 Powercut Cemetery - equipment maintenance 4 61.67 12.33 74.00 Lyreco Admin - stationery 3 100.33 20.07 120.40 Lyreco Admin - stationery 3 53.44 10.69 64.13 BT Telephone 3 20.00 4.00 24.00 S. Chilvers Admin - website 3 154.50 154.50 Biffa Cemetery - Refuse costs 4 149.05 29.81 178.86 Biffa Hall - Refuse costs 1 124.48 24.90 149.38 Parker Plant Hire Memorial Hall - storage 1 61.60 12.32 73.92 Parker Plant Hire Floral displays 9 80.00 16.00 96.00 Travis Perkins Floral displays 9 236.65 47.33 283.98 Travis Perkins Floral displays 9 170.80 34.16 204.96 Consortium Memorial Hall - Cleaning materials 1 148.70 29.76 178.46 Coopers Drainage Supplies Floral displays - Moreb roundabout 9 265.00 53.00 318.00 BT Admin - telephone 3 40.00 8.00 48.00 JMS Aggregates Floral displays - topsoil 9 89.99 18.00 107.99 Consortium Admin - office equipment 3 50.89 10.18 61.07 Chivers Corner Garage Cemetery - vehicle costs 4 193.22 38.64 231.86 Consortium Youth Club contribution 9 19.98 4.00 23.98 Consortium Youth Club contribution 9 329.99 66.00 395.99 BT Admin - telephone 3 193.39 38.67 232.06 Parker Plant Hire Floral displays 9 80.00 16.00 96.00 Llanelli Trailer Centre Cemetery - vehicle costs 4 282.67 56.53 339.20 S. Matthews Civic Ceremony expenditure 3 31.27 6.26 37.53 S. Matthews Civic Ceremony expenditure 3 65.76 13.15 78.91 Powercut Cemetery - equipment maintenance 4 72.43 14.49 86.92 Civic Ceremony expenditure - Mike Clarke Printing programmes 3 167.00 167.00 CCC IT - Computer domain 3 13.50 2.70 16.20 WD Sewards General Civic expenditure 3 23.00 23.00 John Jones Travelling cost 3 34.20 34.20 Consortium Admin - office equipment 3 133.79 26.76 160.55 British Gas Burry Port Memorial Hall - Gas 1 138.61 6.93 145.54 British Gas Pembrey Memorial Hall - Electricity 1 137.31 6.87 144.18 British Gas Copperworks - electricity 1 19.76 0.98 20.74 British Gas Institute - Electricity 1 190.51 9.52 200.03 British Gas BP Memorial Hall - Electricity 1 188.10 9.40 197.50 British Gas Cemetery - Electricity 4 40.94 2.04 42.98 British Gas OAP building - Electricity 1 32.79 1.63 34.42 Cymdeithas Cymrodion Special - Donations 9 100.00 100.00 1st Burry Port Guides Special - Donations 9 200.00 200.00 Dementia Carers Group Special - Donations 9 200.00 200.00 Powercut Cemetery - equipment maintenance 4 81.94 16.39 98.33 4951.34 689.44 5640.78 48 3. Petty Cash Payments made from 1st to 31st July 2016 Supplier Details Ref Cost ex Vat VAT Total £ cost Post Office Stamps 3 119.00 119.00 Burry Bargains Bleach 3 1.00 1.00 Burry Bargains Batteries 3 5.49 5.49 Fotoworld Photos - (Wales in Bloom) 3 13.00 13.00 Post Office Phone card 3 10.00 10.00 Artavia Picture Framing Artavia Picture Framing 3 30.00 30.00 Post Office Postage 3 2.81 2.81 Post Office Phone top up 3 10.00 10.00 Total payments made from petty cash 191.30 £0.00 £191.30 The RFO highlighted the bank balances. He advised that in terms of expenditure, there were no unusual items on the schedule of payments. Also, there were no unusual items of petty cash. 4. Budget Monitoring The Budget monitoring report for the period 1st April to 31st July 2016 has been circulated to members. As agreed, this continues to be in the format of the individual committees. The RFO confirmed that the whole report is considered by the Finance Committee and that this had been done at the meeting the previous week. Individual committees then consider the budget monitoring which specifically relates to its own income and expenditure. The RFO advised that at this point in the financial year, income and expenditure should be around 33% of the budget. Finance Committee The RFO highlighted that income and expenditure is presently over budget. Facilities Management Committee Income is slightly below budget for the year to date. However, the RFO advised that as at the date of the budget monitoring report, a number of annual and quarterly invoices had not been sent out. These have since been issued and most of the income has been received. Following a query as to why invoices had not been sent out on time, the RFO advised that this was due to a delay in him being able to complete the Annual Return. The Vice Chairman of the Finance Committee, Cllr David Owens indicated that it had now been agreed that information would be reported to the Finance Committee on a quarterly basis in relation to what invoices have been sent out and which have been paid. He also referred to the fact that at the Finance Committee meeting the previous week, the Committee had considered a report on major contractors and it is intended that a similar report be considered on a bi-annual basis. A query was also raised in relation to whether the Finance Committee is monitoring the period of time 49 for the payment of bills by the Council. Cllr David Owens confirmed that this had not been done to date but it will be considered in due course. In relation to expenditure, this is overall well within budget. However, the RFO emphasised that some large payments would be made later in the year, such as footway lighting and the loan repayment on the Memorial Hall. Civic Governance and Personnel Committee Expenditure in relation to this committee is within budget. As expected, the largest expenditure for the committee is employees’ costs Regeneration and Community Services Committee Again, expenditure is well within budget for this committee. The RFO highlighted that overall, the Council’s net expenditure is within budget at just under 28%. Cllr David Owens referred to the fact that at the most recent Finance Committee meeting, there had been discussion regarding whether a committee needed to seek an additional budget for certain expenditure. It had been agreed that if a committee needs to incur expenditure which had not been anticipated at the time of the setting of its budget, then initially, it should look to try to cover the cost from another budget heading rather than seeking to do so from reserves. Cllr Michael Theodoulou emphasised that this necessitated each committee having regular budget monitoring reports and ideally, these should be sent out with the agendas, so that up to date information was readily available and could be considered. The RFO also advised members of the up to date position in relation to the submission of the Annual Return. He confirmed that at the July meeting, the Annual Return had been considered and accepted, subsequent to which it had been signed and submitted. Although the external auditor had been made aware of the fact that there was a legitimate reason for the late filing of the Annual Return, as a result of the difficulties with the IT system, it had resulted in a qualified report due to the deadline of the 30 th June being a statutory requirement. 65. To consider the minutes of the Finance Committee meeting held on Tuesday 12 th July 2016 The minutes of the meeting held on 12 th July 2016 had been circulated with the agenda and it was resolved that these be signed and accepted as a true record. There were no matters arising. 66. To consider any planning applications Application Name and Address of Applicant Description of Application No. S/34161 C Jenkins Extend above existing garage to provide 64 Dolau Fan Road an additional bedroom and dressing area Burry Port along with a garage conversion into a 50 living space together with alternations to existing car parking arrangements. APPROVED S/34212 K Mullins Proposed first floor extension above Brynheulog, Heol Dandorlan existing integral garage to provide an Burry Port ensuite master bedroom. Dormers to front and rear roof elevations. APPROVED S/34268 Allan Peters Demolish existing garden wall and replace 2 St Marys Rise with rock face wall to match front. Burry Port APPROVED S/34262 CCC Corporate Property Approval of reserved matters is sought for Site 8, South of Burrows Terrace, site access and ancillary access to Llanelli Burry Port Sand Dredging Ltd, appearance, scale, layout, landscaping of proposed primary school development with associated infrastructure and enabling works, together with the discharge of condition Nos 2, 6, 7, 8, 11, 12, 13, 15, 17, 18, 20 and 22 attached to outline planning permission S/30600. APPROVED S/34309 Mr Thomas Evans Proposed single store toilet extension at 10 Dyffryn front/side of property. Burry Port APPROVED S/34357 Elaine Jenkins Reserved matter (outline S/23048) and Land at Bryn Terrace, Graig VOC S/28880) access, appearance, Burry Port landscaping, layout and scale. APPROVED S/34390 Gareth Potter Single storey front extension, balcony to Bronyde the side elevation and elevated decking Gwscwm Road structure to hill side. APPROVED The TSO advised that there had been no meeting of the committee due to the unavailability of members. There were no observations from any Councillors and as no Councillor had been approached in relation to any of the applications, it was agreed that there be a recommendation to approve them. 67. To consider any County Councillors’ reports County Cllr Mrs Pat Jones reported that she had recently been speaking with the Executive Board member for Housing regarding the proposed building of bungalows on the Glanmor Terrace site, in an attempt to pursue this further. There was no report from County Cllr Mrs Shirley Matthews. County Cllr John James informed members that construction of the new Welsh school is to be progressed and pupils should be in the school by early 2018. He also advised that the land known as Scotts Yard is to be placed upon the market for sale by the County Council. The County Council is also looking to sell the car park adjacent to it where the recycling facility is 51 positioned. Alternative locations are being looked at for the replacement of this facility and there has also been a suggestion of ‘feeder’ sites, for example bottle banks at different locations in the area. Cllr Geraint Davies arrived at the meeting at 7.50pm. There was some discussion in relation to the siting of a recycling facility. Members were of the view that the facility should remain at its existing site, especially having regard to the projected needs of the town. It was therefore agreed that this should be strongly communicated to the County Council. County Councillor John James updated members that the Scrutiny Committee is considering a new scheme for garden waste the following week, following which he will have more information. He believes this entails some form of new bin scheme. County Councillor John James informed members that in relation to proposed asset transfers, the Labour party had submitted a motion challenging the position on the deadline for completion of the asset transfers. Presently, it is being stated that maintenance grants will be reduced if completion takes place after 31 st March 2017. Accordingly, it is intended that pressure be exerted in order to urge that common sense be exercised. Presently, the County Council views the position as an incentive to those who have not come forward at all regarding proposed asset transfers. County Councillor John James referred to developments which would be of interest to the Friends of Burry Port Harbour Group, specifically in relation to an intention to create a playground at the harbour. He advised that Cllr Mrs Pat Jones and himself are requesting the sum of £100,000 of Section 106 money in order to install equipment on site. He further advised that he believes there will be a tea room shortly opening on the harbour. Cllr Michael Theodoulou indicated that the Friends of Burry Port Harbour are grateful to the two County Council members for their efforts relating to the proposed playground. He further confirmed that a specific site around the harbour has been identified where they would like the playground to ideally be placed, namely opposite Chandlers Yard. Also, potential layout plans are being considered for the playground. 68. To consider the Mayor’s report The Mayor Cllr John James informed members that it had been a busy period over July and August and he thanked the Deputy Mayor, Cllr David Owens for being able to deputise in attending some events, together with his wife. The Mayor referred to various events which he had attended, namely the Burry Port Town Band’s Annual Concert, the launch of the new cycling/walking path link in Pembrey, the charity golf day, the opening of the new Boxing Club, which was attended by Enzo Maccarinelli, the Annual Gardening Show, the Dementia Carers’ Support group afternoon tea, the Aikido competition, two litter pick events, a fashion show at St Mary’s Church, the Methodist Church’s 150 th year anniversary service, which was conducted by the Reverend Lord Leslie Griffiths, the blessing of the Elkington plaques and a British Legion event. Also, the Mayor referred to two successful events which the Council had assisted in organising, namely the mini Olympics held at the Memorial Park and the Last Night of the Proms held at the Memorial Hall. 52 69 . To consider the appointment of a new member to the Civic Governance and Personnel Committee and the Facilities Management Committee It was proposed and APPROVED that Cllr Mrs Shirley Matthews be appointed as a member to the Civic Governance and Personnel Committee. Following discussion, it was felt that it was unnecessary to appoint a new member to the Facilities Management Committee, as there were still sufficient members. 70. To consider the appointment of a new One Voice Wales representative It was proposed and APPROVED that Cllr Michael Theodoulou be appointed as the new One Voice Wales representative. The Clerk advised that there was an Annual Conference and AGM due to be held on the 1 st October, which Cllr Ken Edwards was already due to attend. Cllr Michael Theodoulou confirmed that he was also able to attend this event and therefore the Clerk will make the appropriate booking. 71. To consider/approve new rules and regulations for Burry Port Cemetery Cllr Ken Edwards, being the Chair of the Burial Sub Committee thanked Cllrs John Hedley Jones, Mrs Shirley Matthews and Robert John for their work and assistance on this sub committee. He also wished to extend thanks to the Cemetery Superintendent. Cllr Ken Edwards outlined that when a report had been received from the Cemetery Manager of Llanelli Joint Burial Authority, there had been a number of issues identified. However, when the matter was looked into, it was established that not all of the issues raised were entirely justified, as due to lack of communication, not all relevant information had been provided. Cllr Ken Edwards advised that subsequently, Cllr John Hedley Jones has updated a Rules and Regulations document, which has been considered by the Burial Sub Committee and also the Cemetery Superintendent. The final draft of this document had been circulated to members with the agenda, for their consideration in advance of the meeting. Cllr Ken Edwards also explained that further work is being undertaken in relation to finalising a document regarding the day to day administration of the cemetery. Cllr Michael Theodoulou also informed members that the draft Rules and Regulations had been considered by the Facilities Management Committee and it had given its full approval and recommendation to the Town Council. Following discussion, it was proposed and unanimously RESOLVED that the new Rules and Regulations for Burry Port Cemetery be adopted. 72. To consider the Council’s stance on anti-hate crimes (referral from the Town Council meeting of 20 th July) The Mayor, Cllr John James advised members that this item had been placed on the agenda following a brief discussion at the last Town Council meeting. This was as a result of him having been passed an email, requesting what the Town Council’s stance was on anti-hate crimes. Following discussion, it was APPROVED that the Council’s position is that it is opposed to all anti-hate crimes. 53 73. To consider communications received 1. Email received from PCSO Stephanie Maiello on 28 th July 2016 providing crime statistic figures, as had been requested by the Clerk. The information received is set out below: Crime Stats 2015-2016 This report is for all crimes that have been recorded in Burry Port between July 2015 –July 2016. Please note the Burry Port Police Station covers a wide area ie Burry Port, Pembrey, Five Roads, Cynheidre, Pontyates, Ponthenri etc. These figures are showing how many crimes have been recorded in the area and this is not the detection rate. July 15 55 crimes recorded August 15 36 crimes recorded September 15 22 crimes recorded October 15 32 crimes recorded November 15 25 crimes recorded December 15 23 crimes recorded January 16 32 crimes recorded February 16 14 crimes recorded March 16 45 crimes recorded April 16 33 crimes recorded May 16 41 crimes recorded June 16 53 crimes recorded July 16 70 crimes recorded These figures show ALL recordable crimes that have been recorded across the section not a specific break down per category. PCSO Maiello also indicated that she was unable to provide specific information just for Burry Port and Pembrey and if this information was required, it would be necessary to submit a formal Freedom of Information request to Dyfed Powys Police. Noted. 2. Email from One Voice Wales on 28 th July 2016 forwarding a guidance document entitled “Advice to Community and Town Council on Working with Young People”, which it was requested be brought to the attention of the Town Council ( copy attached ). Members agreed that serious consideration should be given to this guidance document and that the Town Council needs to be pro-active in engaging with youth. It was therefore proposed and APPROVED that a Task and Finish Group be set up to consider this further, with the members comprising of the Mayor Cllr John James, Cllrs Michael Theodoulou, Robert John and Mrs Shirley Matthews. 3. Email from One Voice Wales on 2 nd August 2016 enclosing details of the motions for the One Voice Wales AGM to be held on 1 st October 2016 ( copy attached ). Noted. 54 4. Email from One Voice Wales on 8 th August 2016, forwarding correspondence from the Future Generations Commissioner ( copies attached ): a) Letter to the Rt Hon Carwyn Jones AM, First Minister, regarding the development of the Welsh Government Programme. b) Letter to Ken Skates AM, Cabinet Secretary for Economy and Infrastructure regarding the M4 relief road. c) Press release entitled “Long term plans within Welsh Government essential to improve lives in Wales”. Noted. 5. Letter received on 17 th August 2016 from two local residents attaching a letter which they had sent to the Chief Executive of Carmarthenshire County Council regarding their concerns in relation to the Windsor Harbour View building ( copy attached ). There was some discussion as to assistance which members have previously attempted to provide in relation to this issue. The Mayor, Cllr John James also referred to a motion being put forward by the Labour Party in relation to dilapidated buildings. In order to try to further support these local residents, it was APPROVED that the Clerk write to the Head of the Planning Department in relation to this issue. 6. Email received from the office of the Dyfed Powys Police and Crime Commissioner on 17th August in relation to the Commissioner’s proposed Police and Crime Plan as set out below: As the newly elected Police and Crime Commissioner, it is my privilege to represent the communities of Dyfed and Powys. I want to be a positive influence on our force and our communities and will place the public and communities at the heart of every decision I make over the next four years. I want to build strong partnerships with all relevant stakeholders and agencies and involve more people in decision-making processes. One of my first tasks as Police and Crime Commissioner is to issue a Police and Crime Plan, setting out my strategic objectives for the next four years. I am keen that my Plan is developed collaboratively with partners and stakeholders and is underpinned by a joint understanding of need and priorities. I want to work with partners and stakeholders to ensure that collectively we deliver the best possible service to our local communities and that we put the public at the heart of everything we do. I am therefore seeking your views to ensure that my Police and Crime Plan makes a real difference to policing and the public of Dyfed-Powys. Your contribution will be vital in helping me shape local policing and crime priorities that will support the wider partnership strategies for crime and disorder. I would be grateful if you could forward your views on what should be included as priorities in my Police and Crime Plan by 30 th September 2016. Noted. 7. Email from One Voice Wales of 22 nd August 2016 forwarding information from the Senior Policy Manager for Flood and Coastal Erosion Risk Management of the Welsh Government. This advises that the Environment Act 2016 granted Welsh Ministers the power to make regulations to abolish the current Flood Risk Management Wales 55 Committee and establish a new Flood and Coastal Erosion Committee. The intention is for the new committee to have a wide advisory role covering all flood and coastal risk management in Wales. Views are being sought on key aspects on the new committee and therefore, a consultation has launched, which will run until 3 rd November. More information is available at http://gov.wales/consultations/environmentandcountryside/establishment-of-a-flood- and-coastal-erosion-committee/ Noted 8. Email from the Planning Division of Carmarthenshire County Council of 8 th September in relation to a consultation on the County Council’s Community Infrastructure Levy Charging Schedule as set out below: Dear Consultee You are receiving this letter because you are currently listed as a consultee within Carmarthenshire County Council’s Community Infrastructure Levy process. Should you no longer wish to receive such notifications then please contact the Forward Planning Section at the address below. Carmarthenshire County Council is in the process of preparing and considering a Community Infrastructure Levy (CIL) Charging Schedule. As the first stage in establishing the CIL, a Preliminary Draft Charging Schedule (PDCS) has been prepared which sets out the proposed charging rates for Carmarthenshire. In accordance with Regulation 15 of the CIL Regulations (as amended), comments are invited on the Preliminary Draft Charging Schedule during an 8 week consultation period starting on Wednesday 7 September 2016 and ending Friday 4 November 2016 at 4pm. The Preliminary Draft Charging Schedule and its supporting documents can be viewed on the Consultations page at the following address: http://ilocal.carmarthenshire.gov.uk/ Representations on the Preliminary Draft charging Schedule should be submitted using the Preliminary Draft Charging Schedule online survey available at: http://ilocal.carmarthenshire.gov.uk/ Representations (including those taking the form of objections) should specify the matters to which they relate. Objections should also specify the change sought, including evidence to support your view. Representations received on the Preliminary Draft Charging Schedule will be taken into consideration in preparing the Draft Charging Schedule (DCS). Following a period of consultation on the DCS, the Charging Schedule will be examined in public by an independent inspector. Please note that all comments submitted will be made available for public inspection and cannot be treated as confidential. Further information on the CIL can be found on Carmarthenshire County Council’s website at www.carmarthenshire.gov.wales on the CIL webpage. Noted. 9. Letter dated 12 th September from the Secretary of the Cymrodorion Society thanking the Council for its recent financial donation. The letter also assures that the money will be used to further the Welsh culture in the locality. Noted. 74. Report of elected members Cllr David Owens referred to the Council’s contribution towards the new vehicle activated signage on Ashburnham Road, Pembrey and the fact that all of this work had now been concluded. 56 Cllr Michael Theodoulou referred to the fact that the Council had previously agreed to equally contribute with Carmarthenshire County Council to the cost of a new path at the harbour but this work has still not been undertaken by the County Council. He therefore suggested that the Town Council should possibly reconsider its position on this. The Clerk informed members that although Cllr Mrs Mary Wenman was not in attendance, she had handed in to the office that day hand written notes of a recent meeting of Burry Port Parks Committee, which she wished to be mentioned. Accordingly, the Clerk highlighted the main points within these notes. Following a query, it was advised that the additional funds which were due from the Parks Committee had not been received to date and the RFO confirmed that he would chase up this issue. An update will be provided at the next Town Council meeting. 75. To consider the report of the Clerk on Matters of Administration 1. Following the death of Cllr Mrs Jean Hire, the Clerk informed Carmarthenshire County Council of the vacancy within the Council, as is required. Public Notices advising of the vacancy were subsequently prepared and circulated. The Notice stated that an election to fill the vacancy would be held if written requests for such an election were given by ten electors by the 19 th September. The Clerk has now received notification that an election will not be required as no requests have been received. Accordingly, the Town Council is now required to fill the vacancy through co-option. This should be done as soon as practicable. The Clerk suggests that this should be done at the October Town Council meeting to be held on 19 th October, prior to which an appropriate notice will be circulated, seeking expressions of interest. It was APPROVED that the appropriate notice be circulated as soon as possible, seeking expressions of interest to be co-opted onto the Town Council. 2. Notice of resignation to the Regeneration and Community Services Committee has been received from Cllr Hefin Williams, which has been reported to the Committee at its meeting on 8 th September 2016. Subject to Town Council’s approval, the Committee is minded not to appoint an alternative member, on the basis that there are still sufficient members. It was APPROVED that no alterative member be appointed to the Regeneration and Community Services Committee. 3. Details are attached of training courses which are being run by One Voice Wales in the area from September to December 2016. Information in relation to all courses run under One Voice Wales’ National Training Programme is also attached . It was agreed that it was desirable for the Clerk and members of the Civic Governance and Personnel Committee to attend the course entitled “The Council as an Employer” to be held in Llanelli on the 29 th September. Members who are available to attend are to notify the Clerk by the following day, to enable her to make the necessary bookings. 4. Information has been received from the Boundary Commission for Wales advising that it has published its initial proposals for changes to Parliamentary constituencies in Wales. This report was published on 13 th September 216 and is 57 available on the Commission’s website www.bcomm-wales.gov.uk . Representations about the initial proposals should be made by 5 th December 2016. Noted. 5. Following the conclusion of the advertising and interviewing process, Mr Lee Fox was appointed to the permanent position of Technical Services Officer on 20 th September 2016. Noted. 6. Cllrs Mrs Shirley Matthews and Mrs Moira Thomas, together with the TSO attended the awards ceremony of Wales in Bloom 2016 at Prestatyn on 16 th September. At this ceremony, Pembrey and Burry Port Town Council was successful in winning the Town Category for the third year running. The Mayor, Cllr John James suggested that it would be desirable for a photograph to be taken of all members and staff. Also, it is hoped that a photograph can be taken to feature in the Llanelli Star to promote the Council’s success. 7. It was APPROVED that under the Public Bodies (Administration to Meetings) Act 1960, the public and representatives of the press be excluded from the meeting during the consideration of the following items of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted: • Minutes of the Civic Governance and Personnel Committee meetings of 6 th June 2016. • Correspondence received of a sensitive nature. • Update on negotiations on asset transfers. 58 Pembrey and Burry Port Town Council Monthly Meeting Wednesday 19th October 2016 Present: Councillor John James (Mayor) Councillors Geraint Davies, Ken Edwards, Stephen James, John Hedley Jones, Mrs Shirley Matthews, Mrs Susan Northam, David Owens, Michael Theodoulou, Mrs Moira Thomas, Mrs Mary Wenman and County Councillor Hugh Shepardson In attendance: Melanie Carroll-Cliffe (Town Clerk), Lee Fox (Technical Services Officer) and Alan Howells (RFO) (Former OAP Hall 7.00pm – 9.15pm) 76. Opening Prayer The opening prayer was given by the Mayor, Cllr John James. 77. Personal Matters Apologies were received from Cllrs Malcolm Davies, Robert John, Mrs Pat Jones, Andrew Phillips and Hefin Williams. The Clerk advised members that due to Miss Gemma Roberts having now ceased her employment with the Llanelli Star, she had asked that a short statement be read out to them. In this she thanked members for the support provided during the period of her employment with the Llanelli Star over the past three and a half years. The Mayor referred to the forthcoming 50th anniversary of the Aberfan disaster and requested everyone present to stand for a minute’s silence as a mark of respect. Cllr Stephen James advised members that the judicial appeal which he had previously informed them of had concluded and had been successful. He further confirmed that he would provide a letter to the Clerk, as had previously been referred to, once he had received information in writing regarding the appeal. Lastly, Cllr Stephen James thanked members who had supported him in recent months. 78. To receive Members’ Declarations of Interest in respect of the business to be transacted No declarations of interest were made in respect of the business to be transacted. 79. Police Business Inspector Christopher Reynolds was in attendance and introduced himself to members. He advised that he had been in his current post in this area for ten weeks and he hoped that he would be present at Town Council meetings in future, as he referred to the fact that he was aware of some difficulties regarding police attendance in the past. However, Inspector Reynolds did request that if a member or the Council as a whole has a particular issue to be 59 addressed, then this be notified to him in advance, if possible, so that hopefully answers can be provided at the meeting. Inspector Reynolds presented the police report, as follows: Pembrey and Burry Port Town Council Monthly Report – September 2016 During the month of September 2016 39 Crimes have been reported in the Burry Port Section All the crimes have been recorded. Within the month of September officers have attended 197 calls, 29 of which were an immediate response, 51 had to be answered within the hour on a Priority Response, 71 were scheduled simply needing attendance within 24 hours, and 46 calls were reported on a Resolution not requiring Police Officer Deployment. Incidents of note are: Criminal Damage There have been 7 cases of criminal damage. Burglary 2 Reported Offences of Burglary. Anti-Social Behaviour There were 22 Anti-Social Behaviour calls in September. Road Traffic Accidents There have been 8 recorded Road Traffic Accidents in the Burry Port and surrounding area. Cllr David Owens referred to the fact that previously, the Council had requested more detailed information and in particular that the statistics which were being provided relate just to the Pembrey and Burry Port area. Inspector Reynolds confirmed that the information in this report did just relate to Pembrey and Burry Port. Inspector Reynolds also confirmed the intention for Burry Port Police Station to be extended. Following a query, he confirmed this would mean that the Police Station would be closed until approximately April 2017. During this time, the Inspector will be working out of Kidwelly Police Station. Cllr Mrs Mary Wenman requested more police presence in the evenings at Burry Port Memorial Park, especially at weekends and holiday time, due to boisterous behaviour taking place. Inspector Reynolds confirmed that he would ensure that the patrol plan is changed to take account of this. 60 Following a query, Inspector Reynolds confirmed that officers would be attending at schools, ensuring that children understand the potential to frighten people, especially elderly persons, in the context of Halloween activities. Also, Inspector Reynolds assured that action would be taken if a person causes distress, as this is harassment, particularly with reference to the current concerns regarding people dressing up as clowns, with a view to frightening others. Inspector Reynolds confirmed that there had been a few cases in Llanelli, although he was unaware of any in Burry Port. Cllrs David Owens and Michael Theodoulou referred to an incident which had occurred the previous week, requiring a police response. This was as a result of youths pushing large tractor tyres onto the railway platform in Burry Port, which would have a catastrophic effect if these tyres fell onto the railway track, as they would derail a train. The Mayor, Cllr John James thanked Inspector Reynolds for his attendance at the meeting and for his commitment to attend future meetings. He also queried if there were any additional contingencies for Halloween and Bonfire Night. Inspector Reynolds confirmed that there would be additional resources for the evening shifts. Also, the police were being proactive in trying to educate children of potential dangers. 80. To confirm the minutes of the meeting held on 21st September 2016 The minutes of the Town Council meeting held on Wednesday 21st September 2016 were accepted and approved as a true record. 81. Information from the aforesaid minutes P45 (61) Technical Services Officer’s report – Copperworks School Following a query on the outcome of the additional bat survey, the TSO advised that this had come back clear. P55 (73) Communications (no 5) The Clerk updated members on information received issues with regarding the Windsor Harbour View building, following correspondence sent to the Head of the Planning Department subsequent to the last Town Council meeting. P57 (74) Report of elected members Cllr Michael Theodoulou queried if there was any additional information regarding work proceeding on a new path at Burry Port Harbour. The Mayor, Cllr John James confirmed that he would chase this up. 82. Technical Services Officer’s Report The TSO outlined his report, which had been circulated in advance to members, as set out below. Following this, he invited any questions. 1. Burry Port Cemetery During the month of September 2016 there have been the following: 61 1 Opening of graves, 1 Scattering of ashes, 2 Burial of ashes 1.2 Foot Paths/Maintenance The following areas have undergone strategic maintenance: Elkington/Stepney Road - Moreb/Harbour/Clwb Bach Roundabouts - Stepney Road School - Memorial Park - Memorial Gardens - Pembrey Community Centre – Carmel - Penllwynuchaf - Clyndu Riding School - Lloetrach. 1.3. Visit to all Asset Plan Park proposals. All the intended parks were visited in relation to the proposed Asset transfers. The park equipment has deteriorated in the last 6 months and awaits a full inspection from Carmarthenshire County Council. We will receive more information on October 4th 2016. Ian Edwards from Carmarthenshire County Council Parks division has received confirmation to inspect the Memorial Parks apparatus and annually provide a certified report. This will provide a detailed report on maintenance or any future work to comply with health and safety. 2. IT Infrastructure. We have been updated on the process of reviewing the SLA Agreement with Carmarthenshire County Councils IT Department Lyn Price. A suggestion has been put forward with a presentation for a suitable new software package. We have received new hardware which has the capability to run effectively and cope with the storage and performance required. The IT Hardware is out of date and will require an improvement plan for future benefit. (3 Year plan) We await the SLA agreement and have contacted the IT department via email. The purchase of the software is pending with the IT department at County. This will enable us to safely store all our data and also have the ability in the event of an emergency to work remotely. Lyn Price (CCC) IT Consultant was in attendance at a meeting for external individuals on the 15/09/2016. An update has been requested for the new information and will be fed back during the next few weeks. This information will be key for our future options ensuring our IT structure is advanced and ready for future purpose. 2.1 Wireless Network. We have currently installed telephone and Broadband services at Pembrey Memorial Hall. The passwords below will give member’s access to Wi-Fi when on site. Burry Port : Wi-Fi Network : PLUSNET-NFMJP3 Memorial Institute Password : cf6bf34b4e Pembrey Hall : Wi-Fi Network : PLUSNET-FX8C6Q Password : 7ffa6c4ef6 62 3. CCTV We have received the first phase of installation of the remote CCTV system. The system can now have remote extensions added. A cost has been requested to cover our Pembrey Memorial Hall and Our Cemetery Storage location. A presentation was given to Facilities on CCTV and is available on request. 4. Copperworks School Welsh water actioned a late request from last year to cut the supply to the Copperworks School. There was no warning of the actual cut of date. On speaking to Welsh Water an email was forwarded with actual confirmation. This information was due to the fact that there was a large under floor leak and the property was to be demolished. We have now had to resubmit in house planning with Welsh Water for a new connection to feed the band room and boiler system. Welsh Water has received all the information required and can take up to 6-8 weeks prior to the application being submitted. Quotations have been received from three contractors to carry out the connection of the main water supply to the connection with the Copper Works (Band Room). We await the connection date from Welsh Water. 4.1 British Gas / Electricity Supply- Disconnection service through Western Power. A disconnection date has been received from Western Power. The disconnection date will be carried out on the 14/10/2016. The current meter will be read and removed. The direct overhead cable will be disconnected and removed. 5. Health & Hygiene Clear instruction has been delivered to the caretaker and regular checks are in place to ensure a clean and hygienic environment. Plans to deep clean and paint toilet areas will be completed during the half term period. 24th October. 6. Pembrey Memorial Hall Following on from the two separate concerns from members of the public for the condition of the trees at Pembrey Hall clear instruction were sent out to three separate tree surgeons for quotation purposes. The full report provided by qualified tree Arborist Liz Phillips has been implemented and two trees will have to be removed with immediate effect. Costs for the removal of the trees have been discussed and the subcontractor has been notified to carry out the work. The report is available on request. The trees do not have any preservation orders and are clearly marked with tags ensuring no error. Future maintenance plans can be implemented during next spring. 7. Electrical Appliance Testing. (PAT) Pembrey and Burry Port Memorial Hall and Institute all now comply as per the current appliance register. All items have been inspected & tested for electrical safety to the requirements of the Electricity at Work Regulations. 63 7.2 Security Lighting. Maintenance has been carried out on the memorial institute security lighting. Photocell LED light bulbs have been installed reducing further maintenance and running costs. 8. Christmas Lights Planning stages have been completed during a special meeting which included a detailed walk around Burry Port and gather the thoughts and ideas from the Regeneration Sub-committee for the 2016 Christmas lights. During the inspection on current installation it is evident that work does not comply with regulations and will require complete replacement. Cllr Michael Theodoulou queried the up to date position in relation to the proposed new IT system and whether the Council was now in a position to formulate a plan. The TSO advised that having spoken once more to the IT Department at Carmarthenshire County Council earlier that week, he had been informed that they presently did not have the resources to undertake what the Town Council required. However, the TSO indicated that the Council did not have to obtain its software through the County Council. Cllr Michael Theodoulou emphasised the need for a plan, taking into account the overall service which the Town Council requires, to consider an upgrade of its software, additional equipment, and hardware, so as to ensure that the Council is efficient and effective. He suggested that once such a plan is in place, then consideration can be given to the best supplier to deliver it. The TSO confirmed that he had considered other suppliers but he believes that the Town Council’s best interest will be served by remaining with the County Council. The Clerk confirmed that to her knowledge, other local large Councils engaged the services of the County Council for the provision of IT services. Following discussion, it was agreed that the TSO prepare a report to be considered by the Facilities Management Committee, to look at all issues surrounding the Council’s IT requirements. Thereafter, an informed recommendation could be made. 83. To consider the minutes of the Facilities Management Committee meeting held on 26th July 2016 The minutes of the meeting held on 26th July 2016 had been circulated with the agenda and it was RESOLVED that these be signed and accepted as a true record. Matters arising There were no matters arising from the minutes. 84. To consider the minutes of the Regeneration and Community Services Committee meeting held on Thursday 8th September 2016 The minutes of the meeting held on 8th September 2016 had been circulated with the agenda and it was RESOLVED that these be signed and accepted as a true record. 64 Matters arising P2 (5) To consider any matters arising – bar facilities Following a query, it was confirmed that the proposed new facilities come within the remit of the Facilities Management Committee, not the Regeneration and Community Services Committee, but there had been a discussion on this issue at a meeting of the latter committee. 85. Report of the Responsible Finance Officer (RFO) The report, as set out below, had been circulated to members in advance of the meeting. 1. Bank Balances The following cash balances are held with Lloyds Balance at Unpresented Council at 31st August 2016 :- bank cheques cash book balance £ £ £ Business Instant Access account 322,155.26 322,155.26 Community Account 18,142.47 1,558.64 16,583.83 Imprest account 535.87 535.87 £340,833.60 £1,558.64 £339,274.96 2. Schedule of accounts paid The following accounts have been paid from 1st August to 30th September 2016 Cost ex Supplier Details Ref Vat VAT Total £ cost Memorial Hall - Purchase of Parker Plant Hire storage container 1 400.00 80.00 480.00 Travis Perkins Memorial Hall - Maintenance 1 21.66 4.33 25.99 Travis Perkins Cemetery - equipment 4 27.51 5.51 33.02 Memorial Hall - Cleaning SA1 Laundry materials 1 37.16 7.43 44.59 Memorial Hall - Cleaning SA1 Laundry materials 1 21.11 4.22 25.33 Xerox Finance Admin - Photocopying charges 3 143.09 28.62 171.71 Toppers Cemetery - equipment 4 107.90 4.78 112.68 Memorial Hall - Cleaning Toppers materials 1 69.98 6.00 75.98 Tradepoint Memorial Hall - Maintenance 1 14.34 2.88 17.22 Charles and Co. Admin - Internal Auditor 3 500.00 100.00 600.00 BT Admin - Telephone 3 184.59 36.91 221.50 Miles Hire (Plant + Tool Hire) Copperworks - maintenance 1 369.50 73.90 443.40 Pembrey Memorial Hall - British Gas Electricity 1 83.15 4.16 87.31 Wrenvale Nurseries and Landscapes Floral Displays 9 1704.00 340.80 2044.80 Wrenvale Nurseries and Landscapes Floral Displays 9 1008.00 202.00 1210.00 65 Wrenvale Nurseries and Landscapes Floral Displays 9 1500.00 300.00 1800.00 Wrenvale Nurseries and Landscapes Floral Displays 9 5871.00 1174.20 7045.20 Wrenvale Nurseries and Landscapes Floral Displays 9 2178.00 436.00 2614.00 Llanelli Sand Floral Displays 9 36.29 7.26 43.55 Llanelli Sand Floral Displays 9 75.33 15.07 90.40 Llanelli Sand Floral Displays 9 585.36 117.07 702.43 Llanelli Sand Floral Displays 9 619.86 123.97 743.83 Llanelli Sand Floral Displays 9 626.48 125.30 751.78 Llanelli Sand Floral Displays 9 815.20 163.04 978.24 Pembrey Memorial Hall - Toppers Cleaning materials 1 145.68 29.14 174.82 Welsh Water Copperworks - maintenance 1 64.00 12.80 76.80 Cemetery - equipment Powercut maintenance 4 39.86 7.97 47.83 Reimbursement for cancelled Llanelli Labour Group meeting 3 47.25 47.25 Darkin Architects Copperworks - site survey 1 215.50 215.50 Copperworks - topographical Darkin Architects survey 1 533.50 533.50 Darkin Architects Copperworks - bat survey scoping 1 390.00 390.00 Pembrey Memorial Hall - Tradepoint Maintenance 1 31.52 6.30 37.82 CCC Garden Waste Bags 3 100.00 20.00 120.00 BT Admin - Telephone 3 165.76 33.15 198.91 Pembrey Memorial Hall - Travis Perkins Maintenance 1 49.00 9.80 58.80 Pembrey Memorial Hall - Travis Perkins Maintenance 1 95.01 19.00 114.01 Tradepoint Copperworks - maintenance 1 50.15 10.05 60.20 Gegin Fach Civic ceremony expenditure 9 750.00 750.00 Memorial Hall/ toilets - Cleaning Consortium materials 1 149.18 29.85 179.03 Atech Mugga park - maintenance 1 70.00 70.00 Action Surveillance & CCTV Memorial Hall - Equipment 1 1432.00 286.40 1718.40 Chivers Corner Garage Cemetery - vehicle costs 4 226.62 45.32 271.94 Travis Perkins Copperworks - maintenance 1 78.58 15.71 94.29 Travis Perkins Copperworks - maintenance 1 9.06 1.81 10.87 Welsh Water Copperworks - Water charges 1 21.17 21.17 Biffa Cemetery - Refuse costs 3 119.24 23.85 143.09 Biffa Hall - Refuse costs 1 102.41 20.48 122.89 Biffa Cemetery - Refuse costs 4 119.24 23.85 143.09 Biffa Hall - Refuse costs 1 124.88 24.98 149.86 Lyreco Admin - stationery 3 41.86 8.37 50.23 Plusnet Admin 3 15.00 3.00 18.00 Prestatyn in Bloom Civic expenditure 9 30.00 30.00 CCC Rates - Copperworks 1 631.80 631.80 CCC Rates - Cemetery 1 1458.00 1458.00 CCC Rates - Burry Port Memorial Hall 1 5103.00 5103.00 CCC Rates - Institute 1 619.65 619.65 CCC Rates - Pembrey Memorial Hall 1 2308.50 2308.50 CCC Rates - Copperworks 1 1798.20 1798.20 PC World Admin - IT consumables 3 87.50 17.48 104.98 Ieuan Rees Cemetery - maintenance 4 45.00 9.00 54.00 Cathedral Hygiene Memorial Hall - Equipment 1 64.98 13.00 77.98 66 Cemetery - equipment Powercut maintenance 4 121.35 24.27 145.62 Chivers Corner Garage Cemetery - vehicle costs 4 275.61 54.51 330.12 PRS for Music Memorial Hall - licences 1 143.70 28.74 172.44 Pembrey Memorial Hall - RTAC Maintenance 1 250.00 250.00 Powercut Cemetery - equipment deposit 4 1000.00 200.00 1200.00 Memorial Hall - Equipment Parker Plant Hire (storage costs) 1 19.60 3.92 23.52 Biffa Cemetery - Refuse costs 4 119.24 23.85 143.09 Biffa Hall - Refuse costs 1 102.41 20.48 122.89 Memorial Hall - Cleaning SA1 Laundry materials 1 21.11 4.22 25.33 Memorial Hall - Cleaning Consortium materials 1 44.99 9.00 53.99 Pembrey Memorial Hall - Consortium Cleaning materials 1 63.75 12.76 76.51 Memorial Hall - Cleaning Consortium materials 1 109.23 21.85 131.08 BT Admin - Telephone 3 20.00 4.00 24.00 Tradepoint Copperworks - maintenance 1 29.74 5.95 35.69 Tradepoint Copperworks - maintenance 1 60.03 12.02 72.05 Xerox Finance Admin - Photocopying charges 3 31.24 6.25 37.49 Action Surveillance & CCTV Memorial Hall - Equipment 1 100.00 20.00 120.00 CCC Garden Waste Bags 3 200.00 40.00 240.00 Welsh Water Copperworks - Water charges 1 21.17 21.17 Travis Perkins Copperworks - maintenance 1 11.04 2.20 13.24 Darkin Architects Copperworks - bat survey report 1 744.31 148.86 893.17 Pembrey Memorial Hall - British Gas Electricity 1 152.46 7.62 160.08 British Gas Copperworks - electricity 1 13.60 0.68 14.28 British Gas Institute - Electricity 1 170.99 8.54 179.53 British Gas Pembrey School - Electricity 1 54.49 2.72 57.21 British Gas BP Memorial Hall - Electricity 1 191.84 9.59 201.43 British Gas Cemetery - Electricity 1 33.74 1.68 35.42 British Gas OAP building - Electricity 1 22.21 1.11 23.32 British Gas Copperworks - electricity 1 15.43 0.77 16.20 British Gas Institute - Electricity 1 186.53 9.32 195.85 British Gas Pembrey School - Electricity 1 53.89 2.69 56.58 British Gas BP Memorial Hall - Electricity 1 254.66 50.93 305.59 British Gas Cemetery - Electricity 4 51.67 2.58 54.25 British Gas OAP building - Electricity 1 25.67 1.28 26.95 BP Memorial Hall - Gas (Apr-June British Gas revised) 1 208.49 10.42 218.91 BP Memorial Hall - Gas (June- British Gas July revised) 1 110.39 5.51 115.90 BP Memorial Hall - Gas (3-25 British Gas July) 1 79.84 3.99 83.83 BP Memorial Hall - Gas (July - British Gas September) 1 56.77 2.83 59.60 Special - Donations (Friends of Harcourt Colour Print BP Harbour) 9 138.00 27.60 165.60 Special - Donations (Friends of Harcourt Colour Print BP Harbour) 9 116.00 116.00 Lorne Stewart BP Memorial Hall - Maintenance 1 93.00 18.60 111.60 Civic expenditure - AGM and One Voice Wales conference 9 180.00 180.00 67 Burry Port Town Band Special - Donations 9 200.00 200.00 Burry Port Operatic Society Special - Events 9 810.00 810.00 Burry Port Male Choir Special - Events 9 400.00 400.00 41440.80 4846.10 46286.90 3. Petty Cash Payments made from 1st August to 30th September 2016 Cost ex Supplier Details Ref Vat VAT Total £ cost Post Office Number plates 3 28.80 28.80 Coop Llanelli Star 3 0.75 0.75 Burry Bargains Cleaning materials 3 3.90 3.90 Coop Llanelli Star 3 0.75 0.75 Burry Port Stores Phone card 3 7.40 7.40 Coop Llanelli Star 3 0.75 0.75 Post Office Phone top up 3 10.00 10.00 Fotoworld Photos - (Wales in Bloom) 3 9.99 9.99 Coop Llanelli Star 3 0.75 0.75 Burry Port Stores Phone top up 3 10.00 10.00 Burry Bargains Tools 4 4.10 4.10 Plumb Centre Handle assembly 3 38.70 7.74 46.44 Coop Llanelli Star 3 0.75 0.75 Burry Bargains Cards 3 3.60 3.60 WH Smiths Diaries 3 23.98 23.98 Coop Llanelli Star 3 0.75 0.75 Coop Llanelli Star 3 0.75 0.75 Chivers corner Lights bulbs 4 4.98 4.98 Total payments made from petty cash £150.70 £7.74 £158.44 The RFO highlighted the bank balances. He advised that the schedule of payments covered a two month period. As would be expected in relation to the summer floral displays, there was some considerable expenditure during this period. The RFO also highlighted expenditure incurred with Darkin Architects, which related to the Copperworks site. Following a query from Cllr Ken Edwards in relation to two payments for rates upon the Copperworks, the Clerk clarified that the larger sum of £1,798.20 related to the old school building, whilst the sum of £631.80 related to the band room. 4. Budget Monitoring The budget monitoring report for the period 31st April to 30th September 2016 has been circulated to members. The RFO advised that at this point in the financial year, income and expenditure should be around 50% of the budget. Net expenditure overall is just under 47% and is therefore within budget. In relation to the individual committees, the budget monitoring reports have already been circulated to the Finance Committee and the Civic Governance and Personnel Committee and will be considered by the Regeneration and Community Services Committee 68 and the Facilities Management Committee in due course. It was highlighted that the Finance Committee had urged that each committee should look at carrying out virements within its own budget first rather than requesting funds from reserves. Cllr Michael Theodoulou referred to the fact that the Regeneration and Community Services Committee had considered the up to date budget monitoring report in detail and had been able to identify where virements could be carried out internally, to avoid having to request additional funding. Cllr David Owens also advised that at a recent Finance Committee meeting, requests for additional funds had been referred back to the Facilities Management Committee, to consider internal virements. Cllr Stephen James queried if the Civic Governance and Personnel Committee would be using any of the budgeted funds of £3,000 for job evaluation review. The Mayor, Cllr John James advised that this was not intended at the present time, due to the work which has been carried out by the Council’s own sub group. Lastly, the RFO advised that the budget setting process for the next financial year would be commencing the following month. 86. To consider the minutes of the Finance Committee meeting held on Tuesday 13th September 2016 The minutes of the meeting held on 13th September 2016 had been circulated with the agenda and it was RESOLVED that these been signed and accepted as a true record. Matters arising P1 (4) Matters arising – consideration of the Model Financial Regulations Members were advised that draft new Financial Regulations had been circulated to members of the Finance Committee meeting during the October meeting, for their perusal, in advance of full consideration at the next committee meeting in November. P2 (6) Budget monitoring Following a query from Cllr David Owens, the Clerk confirmed that the regular date for the Facilities Management Committee meeting was being changed to the first Wednesday of each month. 87. To consider any planning applications Application Name and Address of Applicant Description of Application No. S/34455 Mr P Hayes Proposed front lean to porch extension 9 Heol Vaughan, Burry Port S/34454 Mr P Hayes Proposed first floor bedroom extension 9 Heol Vaughan, Burry Port and front porch extension S/34469 Rob Yate Creation of new field entrance and closure Land at Brynmor, Pembrey of existing 69 The Chair of the Planning Sub Committee, Cllr Mrs Moira Thomas advised that they had not been quorate at the recent meeting. However, she and the TSO had considered the various applications and they were content to recommend their approval. Members were happy to endorse this recommendation of approval. Members were also informed that an email had been received from the Head of the Planning Department and this related to a consultation on the removal of pay phones. There are three within the Pembrey and Burry Port area. The pay phone in Pembrey had no calls made from it over a 12 month period, whilst the other two located in Burry Port had 32 calls and 56 calls made from them. The TSO advised that he has requested details on how many of these calls were emergency calls. It was APPROVED that the consultation on the potential removal of pay phones should be referred to the Facilities Management Committee, for further consideration. 88. To consider any County Councillors’ reports County Councillor Hugh Shepardson advised members that following lobbying, there is to be investment of £1.6 million in Pembrey for affordable housing in Garreglwyd. He also advised that he had set up a meeting in relation to issues with the canal paths, for which there is currently no maintenance budget. He had approached the relevant Director and was awaiting her decision at a meeting to take place on the 3rd November. County Councillor Mrs Shirley Matthews updated members in relation to work at Pembrey Country Park. She advised that work is being carried out in relation to a new toilet block, which hopefully should be operational by next summer. She also advised that plans are being drawn up by an architect for a new restaurant at the Country Park. County Councillor John James referred to the difficulties relating to illegal parking on Station Road, Burry Port, which have previously been highlighted by Cllr David Owens. He confirmed that there is due to be an intensified warden presence in the vicinity, together with dedicated wardens in Burry Port. County Councillor John James also advised members that there is consultation with residents in respect of the old junior school in Burry Port. He advised that the County Council is looking to relocate learning centres to the old junior school, with a view to placing children back into mainstream education. County Councillor John James advised that if the plans proceed, then it will secure the future for the Ty Mair Family Centre for at least three years. Following a query, County Councillor John James advised that most of the buildings on the site would be occupied. Children would be brought to the facility and maybe from other areas. Following a query from Cllr Mrs Mary Wenman regarding the new Parc y Tywyn School, members were informed that there had been a slight delay but pupils should be at the school by early 2018. Lastly, County Councillor Hugh Shepardson also informed members that site investigation works had commenced for the new Pembrey School, which should start in 2021. 70 89. To consider the Mayor’s report The Mayor, Cllr John James informed members that an invitation was being extended to all of them to attend the Annual Remembrance Rugby Match which is to be held on Saturday 5th November. The Mayor advised members that he had recently attended Llanelli Town Mayor’s Civic Service. He had also attended the Park Committee’s Halloween party, which had been a very successful event. The Mayor referred to the litter picks which are proceeding well, in which Cllr Mrs Shirley Matthews is also involved. He indicated that other organisations are looking to get involved, including the Probation Service and also, possibly the organisation looking to take over the junior school site. 90. To consider the co-option of a new member to the Town Council Cllr Michael Theodoulou declared an interest, as one of the candidates works for him. However, he confirmed that he had taken advice and was still able to vote. Cllr Mrs Shirley Matthews also declared an interest, as two candidates are members of the Carnival Committee. The Clerk referred to the personal statements for each of the candidates, which had been circulated to members with the agenda, for their consideration. The Clerk also advised that as members would need to vote for their preferred candidate, this could be done either through a show of hands or by secret ballot. It was therefore proposed and APPROVED that the vote be undertaken through a closed ballot. Following this being done and the votes being counted by the Clerk in the presence of the RFO and TSO, Mrs Lisa Mitchell was declared the successful candidate. 91. Update on proposed asset transfers, following a meeting with County Council Officers on 4th October 2016 The Clerk circulated to members detailed notes which she had prepared relating to the meeting which had taken place with County Council officers on 4th October 2016. Cllr Michael Theodoulou advised that presently, there is an ongoing process of negotiation. He indicated that the smaller parks do not pose so much of a problem but there are three significant issues in relation to Burry Port Memorial Park, namely the drainage, trees and paths. Cllr Ken Edwards emphasised that the cost of repairing the drainage problems could possibly be hundreds of thousands of pounds. Cllr Michael Theodoulou referred to a report which had been provided earlier that day by the County Council, which dated back to July 2004. In this, the cost was estimated at in excess of £200,000. 92. To consider the Town Council’s stance on the provision of press releases relating to Council decisions and on photographs published in the press (recommendation from Civic Governance and Personnel Committee meeting of 10th October 2016) The Clerk outlined the background to this referral from the Civic Governance and Personnel Committee. Cllr David Owens also added that the Council should be more proactive in providing press releases, to ensure that accurate information is printed. 71 Cllr Michael Theodoulou indicated that he was not opposed to the principle that any official press releases should be through the Clerk but he felt that there should be greater detail, to ensure that there is clarity on the issue. He referred to the need for the Clerk to be requested to issue a press release, for example by a committee or by the Mayor, if the request comes from a Town Council meeting. Cllr Michael Theodoulou emphasised his opinion however that an individual Councillor should not be prevented from expressing a personal view though, as he or she has been elected to represent the views of the electors, not other councillors. Cllr Ken Edwards made reference to the Town Council’s current Standing Orders (clause 28), where it in fact states that press releases should be via the Clerk and his view was that this should be emphasised to the new Llanelli Star reporter. Following the discussions, it was proposed and agreed that the matter should be referred back to the Civic Governance and Personnel Committee, for further consideration. 93. To consider/approve a protocol on Councillors’ attendance at the Council office, other than for arranged Committee or Sub Committee meetings (recommendation from Civic Governance and Personnel Committee meeting of 10th October 2016) The Clerk outlined to members that this issue had been discussed at a recent Civic Governance and Personnel Committee meeting held on 10th October 2016. At this meeting, committee members were conscious of interruptions caused to staff, on occasions when councillors unexpectedly attend at the office. In the circumstances, a recommendation was being made by the committee to the Council, as follows: a) If possible, Councillors should initially try to deal with a query via an email to the Clerk or other appropriate officer. b) If this is not practical, a telephone call should be made to the Council office to agree a convenient time to attend and meet with the Clerk or other officer. c) Any attendances at the office should preferably be after 12 noon. Members were supportive of this approach, although some scepticism was expressed as to whether it would be effective in practice. Cllr Michael Theodoulou emphasised the fact that the Council is very different and so much busier to when he started four years ago and he urged that it was up to each Councillor to take a responsible approach. The Mayor, Cllr John James emphasised that if such a policy was adopted, then its effectiveness should be monitored by the Civic Governance and Personnel Committee. Also, the Clerk should be empowered to decline to meet with a Councillor who attends at the office without having followed this policy. Following the discussion, it was proposed and APPROVED that this aforesaid policy on attendance at the Council office be adopted. 94. To consider communications received 1. Email from One Voice Wales on 4th October 2016, attaching information in relation to the publication of the Independent Remuneration Panel for Wales Draft Annual Report 72 which will take effect for 2017/18, in accordance with the requirements of Section 147 of the Local Government (Wales) Measure 2011. The report will be published by the 28th February 2017 and representations can be in relation to it by no later than 28th November 2016. The report can be accessed through http://gov.wales/irpwsub/home/?lang=en. Noted, save that a general query was raised by Cllr Stephen James as to whether One Voice Wales’ records had been changed to reflect the Town Council’s delegates, as he had still been receiving mail from the organisation. The Clerk confirmed that she would check this. 2. Email from One Voice Wales on 5th October 2016 attaching a statement from Mark Drakeford AM, Cabinet Secretary for Finance and Local Government, setting out an update on Local Government reform (copy attached). Noted. 3. Email from SLCC on 7th October 2016 providing additional information in relation to Local Government reform. Reference is made to the proposals outlined by Mark Drakeford AM on 4th October, in that there would be no change to the existing number of local authorities, but the Welsh Government would support voluntary mergers. The focus for reforming local government at the principal level hinges around regional collaboration. It was also emphasised that in his statement, Mr Drakeford recognised the part played by town and community councils. However, following visits made by him to communities across Wales, it was evident to him that there is currently an enormous variability in scale, scope, capability and ambition within the sector. Although Mr Drakeford did not specify in his statement what arrangements he had in mind to assist town and community councils to become more effective in the short term, he did set out eight key action points relating to this commitment whilst at the One Voice Wales Annual Conference held on 1st October 2016, as set out below. • Welsh Government will produce a toolkit for town and community councils taking on devolved services drawing on existing good practise. • The General Power of Competence for local councils will be included in a Local Government Bill scheduled for next year. • The Bill will include an obligation for local councils to have and regularly review a training plan for councillors and staff. • The Bill will give the public rights to participate in local council meetings. • To improve the relationship between the local council sector and Principal Councils the Cabinet Secretary will host a conference after next May’s elections to re-energise that relationship. • Modest funds will be made available for community council clustering pilots to build on existing limited examples. • New rules for the Democracy and Boundary Commission will ensure that future boundary reviews are undertaken consistently • A democratic challenge to all councillors that they must improve on how they better represent the demographics of their area including engagement with young people. Cllr Stephen James emphasised the importance of engagement with young people. It was confirmed that at the previous Town Council meeting, a task and finish group had been set up to specifically look at this, following receipt of a guidance document. 4. Letter of thanks from the Treasurer of Burry Port Male Choir dated 10th October in relation to a recent community grant. 73 Noted. 5. Email from Planning Aid Wales on 11th October 2016, advising of a course being held on 8th November 2016 between 6.30pm and 9pm in Narbeth on planning issues. This course is designed to act either as an introductory or a refresher planning course for councillors and Clerks. The course covers: o An overview of the planning system, including key players o The role of Community and Town Council in planning o How Local Development Plans are prepared and reviewed o How planning applications are dealt with, including material considerations o Overview of recent changes to the planning system, including the introduction of pre- application community consultation and Place Plans The Chair of the Planning Sub Committee, Cllr Mrs Moira Thomas is to revert to the Clerk, if she is available to attend this course. 95. Report of elected members Cllr Ken Edwards referred to the summary which had been circulated with the agenda in relation to the attendance by himself and Cllr Michael Theodoulou at the One Voice Wales Annual Conference held on 1st October 2016. He indicated that he had been impressed with the presentation given by Mark Drakeford AM, Cabinet Secretary for Finance and Local Government. The main themes of this presentation were outlined in the summary which had been circulated. Cllr Ken Edwards also referred to the presentation given by Stephen Mulholland and Julie May of the Independent Remuneration Panel for Wales. They had referred to there being a consultation regarding payments to Councillors. The aim is to encourage inclusiveness. Initially, the Town Council would have to agree to the principle of remuneration being paid and thereafter, it would be up to the individual Councillors if they wished to accept any payment. Cllr Ken Edwards urged that the Town Council should consider this issue carefully. Cllr Mrs Moira Thomas referred to the fact that when the issue had been considered by the Council previously, it had decided that no payments should be made. 96. To consider the report of the Clerk on Matters of Administration 1. One Voice Wales’ Annual Report to Member Councils for April 2015 to March 2016 has been received. A copy of the report is attached for the information of members. Noted. 2. Notification has been received that the Welsh Government is seeking a better informed, longer term strategy of investment in infrastructure, which enshrines the principles of the Well-Being of Future Generations Act. It is also looking to have more efficient development of specific projects and to enhance its ability to achieve value for money in the public sector investment. Accordingly, there is a commitment to establish a National Infrastructure Commission for Wales, to provide independent and expert advice on strategic infrastructure needs and priorities. A public consultation was launched on the 17th October 2016 by the Cabinet Secretary for Economy and Infrastructure, Ken Skates, AM, inviting stakeholder views on how the commission could be set up and run. The consultation closes on the 9th January 2017 and is available at 74 https://consultations.gov.wales/consultations/national-infrastructure-commission- wales Noted. 3. Information has been forwarded to the Town Council by the Locality Manager at Llanelli Community Resource Team, details of which are set out below: Dear members of the town and community council, I am the Locality Manager for the Community Resource Team which is an integrated team of Health Professionals and Social Care Professionals that provides care and support to older adults, those with physical disabilities or sensory impairment. I also lead on support for prevention and early intervention across the county which is often called ‘Community Resilience’ and believe it’s important that we make you aware of this initiative. Where possible we are aiming to work together to ensure that people living in our community live in strong, connected communities that support health and wellbeing needs. We want to make sure that the residents of Carmarthenshire: • Look after themselves, stay healthy and retain their independence • Participate fully as active members of their communities • Choose and have easy access to the type of help they need, when they need it. • Remain safe and secure and continue to enjoy a good quality of life. Our aim is that we work with you, the communities that you represent and other groups to deliver: • Services and support that sustain wellbeing, which delay or prevent the need for more complex health and social care • Systems and services that inform and ‘pull’ people to support available in their community. • Targeted services that support people to live in their community for as long as possible and maintain independence • Promote and support user led community provision that maintains independence, practically and emotionally • Develop and encourage approaches that reduce social isolation and loneliness which build strong resilient communities We have Community Resilience Coordinators in post within each locality (Llanelli, Amman Gwendraeth and 3T’s) and would like to take this opportunity to meet with you to discuss how we may be able to work together or support each other to meet the needs of our communities. We look forward to hearing from you and working together in the future. Members were in agreement with arrangements being made for a meeting to take place with representatives from the Community Resource Team, as requested. 75 4. An invitation has been received from Wales Air Ambulance for members and officers of the Town Council to visit the new airbase at Dafen, Llanelli. It is indicated that visitors are normally received on weekdays between the hours of 10.30am and 3.30pm, although other times are available on special request. Members interested in attending at the new Wales Air Ambulance base are to notify the Clerk, so that in turn suitable arrangements can be made. 5. Members are advised that the annual Remembrance Day Service will be held on Sunday 13th November. The service in the Memorial Gardens will commence at 10.30am, followed by a procession to St Mary’s Church for a service commencing at 11am, conducted by Father Dewi Davies. Cllr Ken Edwards advised that he intended circulating the Order of Service leaflets in the Memorial Gardens and requested that any members able to assist be in attendance by 10am. 6. It was APPROVED that under the Public Bodies (Admission to Meetings) Act 1960, the public and representatives of the press be excluded from the meeting during the consideration of the following items of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted. Confidential minute of the Town Council meeting of 21st September 2016. Minutes of the Civic Governance and Personnel Committee meeting of 12th September 2016. 76 Pembrey and Burry Port Town Council Monthly Meeting Wednesday 16 th November 2016 Present: Councillor John James (Mayor) Councillors Malcolm Davies, Ken Edwards, Robert John, Mrs Pat Jones, John Hedley Jones, Mrs Lisa Mitchell, Mrs Susan Northam, David Owens, Andrew Phillips, Michael Theodoulou, Mrs Moira Thomas, Mrs Mary Wenman and County Councillor Hugh Shepardson In attendance: Melanie Carroll-Cliffe (Town Clerk), Lee Fox (Technical Services Officer) and Alan Howells (RFO) (Former OAP Hall 7.00pm – 9.15pm) 97. Opening prayer The opening prayer was given by the Mayor, Cllr John James. 98. Personal matters Apologies were received from Cllrs Geraint Davies and Mrs Shirley Matthews. 99. To receive members’ declarations of interest in respect of the business to be transacted No declarations of interest were made in respect of the business to be transacted. 100. Police Business Inspector Christopher Reynolds was in attendance and presented the police report, as follows: During the month of October 2016, 27 Crimes have been reported in the Burry Port Section. All the crimes have been recorded. Within the month of October officers have attended 152 calls, 41 of which were an immediate response, 55 had to be answered within the hour on a Priority Response, 57 were scheduled simply needing attendance within 24 hours, and 49 calls were reported on a Resolution not requiring Police Officer Deployment. Incidents of note are: Criminal Damage There have been 7 cases of criminal damage. Burglary 6 Reported Offences of Burglary. 77 Anti-Social Behaviour There were 24 Anti-Social Behaviour calls in September. Road Traffic Accidents There have been 18 recorded Road Traffic Accidents in the Burry Port and surrounding area. Cllr Mrs Mary Wenman referred to discussions at the previous Town Council meeting and that the additional support offered in relation to Burry Port Memorial Park was appreciated. However, she indicated that she was aware that on Monday 7 th November, a great deal of glass was present at the park. Also, she advised that she is aware that problems are worsened on weekends due to youths congregating and drinking alcohol at the park. The Inspector assured that the police would continue to monitor and patrol the park. He also suggested that if anyone is aware of an incident occurring at the park, then they should telephone 101 as soon as possible, to enable the police to search the area and speak to the persons present. Cllr David Owens indicated that as a Councillor for the Pembrey ward, he had concerns in relation to the figures which had been quoted and he enquired what patrols took place within Pembrey. He also enquired what time of day the crimes are occurring. The Inspector advised that there is a patrol plan and that areas are patrolled around intelligence obtained and a mapping system for the particular areas. He also indicated that the number of calls are not that many for the size of the village. He further indicated that anti-social behaviour can comprise of numerous acts, even nuisance phone calls and that he did not believe there was anything particularly serious in Pembrey. Following a query raised, the Inspector also confirmed that the figures include Pembrey Country Park and Shoreline. Therefore, they include visitors to the area. Lastly, Cllr Robert John referred to the presence of CCTV, which is aimed at the park and MUGA and requested whether it could be ensured that it is sited correctly in order to log incidents. The Mayor, Cllr John James also commented that it would be helpful to have clarification of who owns the cameras and which ones are working. The Inspector confirmed that he would attempt to obtain this by the next meeting. 101. To confirm the minutes of the meeting held on 19 th October 2016 The minutes of the Town Council meeting held on Wednesday 19 th October 2016 were accepted and approved as a true record. 102. Information from the aforesaid minutes P70 (88) County Councillors’ reports • Cllr Mrs Moira Thomas queried if there was an update on the intended intensified warden presence along Station Road, Burry Port. The Mayor, Cllr John James indicated that he believed that there was now more discipline in relation to parking in the area. However, Cllr David Owens did not agree and indicated that he was still aware of parking issues at peak times, during early morning and in the afternoon. The Mayor, Cllr John James indicated that he had met with Mr John McEvoy of Carmarthenshire County Council and 78 a warden, and he had been informed that there would be a warden in attendance three times a week but he would chase this up with Mr McEvoy. • As Cllr Andrew Phillips had not been present at the previous meeting, he queried the new use of the old junior school in Burry Port. The Mayor, Cllr John James indicated that it does look as if it will be used for educating children with behavioural problems, with a view to them ultimately returning to mainstream education. The children will be from all areas in Carmarthenshire. Cllr Michael Theodoulou indicated that his organisation, CBSA runs a similar facility in other areas and that the pupil/staff ratio is very high, with the children having far more attention than at mainstream school. Furthermore, many of the children progress to performing well. Following a query, it was indicated that the age range of the pupils would be 11 to 16 years, with the majority being 14 years of age or older. P72 (93) to consider/approve a protocol on Councillors’ attendance at the Council office, other than for arranged Committee or Sub Committee meetings Following a query as to whether there had been a noticeable difference in relation to members’ behaviour in attending the office, the Clerk advised that she believed members were more mindful of the position. P74 (95) Report of elected members The Clerk advised that the current consultation by the Independent Remuneration Panel for Wales was ending on 28 th November, following which a report would be published in February 2017. It would be appropriate at that stage for the issue of payments to Councillors to be considered once more. P76 (96) Report of the Clerk on matters of administration (5) Cllr Ken Edwards referred to the fact that due to his recent ill health, he had been unable to circulate the Order of Service leaflets in the Memorial Gardens, as intended and he thanked those who did. He also expressed thanks to Mrs Ava McGill for her assistance in designing the excellent leaflets. 103. Technical Services Officer’s Report The TSO outlined his report, which had been circulated in advance to members, as set out below. 1.Burry Port Cemetery During the month of October 2016 there have been the following: 1 Scattering of ashes 2 Burial of ashes. 1.2 Foot Paths The following areas have undergone strategic maintenance: Carmel: Brocyll Farm: H Williams 12: H.Williams 62a: St Illtyd’s Walk: Bryndias. 79 1.3 Maintenance The Burry Port Memorial Institute toilets have received cosmetic repair and a full re-paint. A new layout was created utilising the toilet rooms to create one staff room. This was in agreement with the Cylch and is now fully operational. During October 2016 Pembrey Memorial Hall passage way has received cosmetic repair and a full re-paint. Wales in Bloom comes to an end with the removal of all the hanging baskets in Pembrey and Burry Port. We will continue to closely monitor the remaining flowers and remove the bedding plants as winter takes place. Pembrey Memorial Institute, Hall and Pembrey received routine maintenance and servicing to the heating and boilers. Fire alarm tests and evacuation procedures were carried out with the Cylch nursery. The staff and pupils were safely evacuated to the allocated safety call check point in the Memorial Gardens and completed in the relevant time. 2. IT Infrastructure. We have sent out enquiries for quotations on our IT structure as mentioned during a discussion in the last Town Council meeting. To complete our three year plan there would be considerable cost if we were to leave Carmarthenshire County Council’s IT department. The information will be submitted in the next Regeneration and Community Services Committee meeting. Two additional IT infrastructure specialists are to provide quotations based upon the set up advised by Carmarthenshire County Councils IT department. 3. CCTV We have received additional costings for the next phase of CCTV Installation to cover Pembrey Memorial Hall and Dolau Fan Cemetery. The details will be passed onto the next Facilities Management Committee meeting. 4. Copperworks School P4.1 Welsh Water actioned a late request from last year to cut the supply to the Copperworks School. There was no warning of the actual cut off date. On speaking to Welsh Water an email was forwarded with actual confirmation. This information was due to the fact that there was a large under floor leak and the property was to be demolished. We have now received a quotation for the new connection of water supply to the Band Room (Copperworks). The quotation has been passed to Finance and awaits approval. Once approval is authorised the sub-contractors are ready to install the first stage of connection as specified by Welsh Water. P4.4. British Gas / Electricity Supply- Disconnection service through Western Power . The disconnection of the electricity to the Copperworks School has now been completed. 80 Western Power has removed the school’s meter and overhead cables to the property to ensure safety. 5. Health / Safety & Hygiene We have carried out additional cleaning for the Memorial Institute. We will continue to monitor the new layout of the WC’s and report back any concerns or difficulties. The new set up will allow staff privacy and not prolong the wait for the use. The Town Council Health & Safety Manual has been reviewed and three units have been submitted for review. COSHH. (Control of substances hazardous to health) HAVS. (Health Surveillance for Hand arm vibration syndrome) Transport Policy. (Van/Towing) 6. Pembrey Memorial Hall 6.1 Tree Surgeons have visited Pembrey Memorial Hall and carried out strategic safety advisories and maintenance in relation to the consultation provided by the contracted arborist. As advised by the arborist, the topping for two existing trees were detailed as a risk and were to be removed within a month’s notice. The first tree identified was overhanging the Old Vicarage which had damaged the lower boundary wall adjacent to Gwscwm Road (A484). The second tree identified was overhanging the Pembrey Memorial Hall centre roof section. The trees were not under any preservation order and were tagged through an identification system and taken down with immediate effect. Routine planned maintenance has now been identified by the subcontracted arborist and a detailed report has been issued to the TSO. The TSO has requested additional quotes for the routine maintenance and will refer this to the next Facilities Management Committee meeting. 6.2 Reports were received that a used hypodermic needle was found on the steps of Pembrey Memorial Hall by a small youth. The youth was checked over by a nurse that was present from one of the community clubs and was safe and well. Sensibly a member of the club placed the needle in a plastic topped bottle and reported it to the TSO. The TSO collected and disposed of the needle at the local Health Centre and notified the local Police. This is an isolated serious event and will continue to be monitored. In relation to the TSO’s report, there was one query regarding the new layout of the toilet facilities in the Memorial Institute. The TSO confirmed that the staff facility could only be accessed by a key, which is retained in the office. 104. To consider the minutes of the Facilities Management Committee meeting held on 27 th September 2016 The minutes of the meeting held on 27 th September 2016 had been circulated with the agenda and it was RESOLVED that these be signed and accepted as a true record. Matters arising There were no matters arising from the minutes. 81 105. To consider the minutes of the Regeneration and Community Services Committee meeting held on Thursday 6th October 2016 The minutes of the meeting held on 6th October 2016 had been circulated with the agenda and it was RESOLVED that these be signed and accepted as a true record. Matters arising There were no matters arising from the minutes. 106. Report of the Responsible Finance Officer (RFO) The report, as set out below, had been circulated to members in advance of the meeting. 1. Bank Balances The following cash balances are held with Balance at bank Unpresented Council cash Lloyds at 30th September 2016 :- cheques book balance £ £ £ Business Instant Access account 262,220.88 262,220.88 Community Account 34,532.05 3,395.16 31,136.89 Imprest account 16,424.99 16,424.99 £313,177.92 £3,395.16 £309,782.76 2. Schedule of accounts paid Cost ex Supplier Details Ref Vat VAT Total £ cost Plusnet Admin - Internet charges 3 15.00 3.00 18.00 Bank Charges Admin 3 5.00 5.00 Coach House Pianos BP Memorial Hall - Maintenance 1 75.00 75.00 Gravells Cemetery - vehicle costs 4 224.48 44.90 269.38 Electratest BP Memorial Hall - Maintenance 1 129.60 25.92 155.52 Pembrey Memorial Hall - Electratest Maintenance 1 77.25 15.45 92.70 BT Admin - Telephone 3 168.10 33.62 201.72 Travis Perkins BP Memorial Hall - Maintenance 1 33.16 6.63 39.79 Dyfed Alarms BP Memorial Hall - Maintenance 1 300.00 60.00 360.00 Dyfed Alarms BP Memorial Hall - Maintenance 1 300.00 60.00 360.00 Pembrey Memorial Hall - Tradepoint Maintenance 1 31.52 6.30 37.82 Tradepoint Cemetery - Maintenance 4 37.75 7.56 45.31 Western Power Copperworks - Maintenance 1 278.19 55.64 333.83 Lyreco BP Memorial Hall - Materials 1 35.08 7.02 42.10 Greenwell Power Tools Cemetery - Equipment Maintenance 4 16.63 3.33 19.96 Consortium Pembrey Memorial Hall - Materials 1 7.39 1.48 8.87 British Gas Copperworks - electricity 1 13.40 0.67 14.07 British Gas Institute - Electricity 1 186.90 9.34 196.24 82 British Gas BP Memorial Hall - Electricity 1 228.29 45.65 273.94 British Gas Cemetery - Electricity 4 36.23 1.81 38.04 British Gas OAP building - Electricity 1 22.60 1.13 23.73 Excel Electrics BP Memorial Hall - Maintenance 1 414.00 82.80 496.80 Travis Perkins MUGA - Maintenance 1 27.43 5.48 32.91 VSI BP Memorial Hall - Maintenance 1 146.20 29.24 175.44 Pembrey Memorial Hall - Tradepoint Maintenance 1 42.67 8.53 51.20 Pembrey Memorial Hall - Tradepoint Maintenance 1 50.67 10.13 60.80 Excel Electrics BP Memorial Hall - Maintenance 1 282.00 56.40 338.40 Steven Chilvers Admin - Website 3 126.00 126.00 British Gas Pembrey Memorial Hall - Electricity 1 19.07 0.95 20.02 British Gas BP Memorial Hall - Electricity 1 116.40 5.82 122.22 Wynnstay Cemetery - Equipment 4 162.88 26.08 188.96 BT Admin - Telephone 3 20.00 4.00 24.00 ATECH MUGA - Maintenance 1 150.00 150.00 Travis Perkins Copperworks - Maintenance 1 32.56 6.52 39.08 Travis Perkins Cemetery - Equipment 4 19.98 4.00 23.98 Travis Perkins Cemetery - Equipment 4 6.55 1.31 7.86 Chivers Corner Garage Cemetery - Vehicle costs 4 176.15 35.22 211.37 Biffa Hall - Refuse costs 1 124.48 24.90 149.38 Biffa Cemetery - Refuse costs 4 149.05 29.81 178.86 Cemetery - Equipment Powercut Replacement 4 2929.99 586.00 3515.99 BT Admin - Telephone 3 335.32 67.06 402.38 Plusnet Admin - Internet charges 3 17.00 3.40 20.40 7569.97 1377.10 8947.07 3. Petty Cash Payments made from 1st October to 31st October 2016 Cost ex Supplier Details Ref Vat VAT Total £ cost Coop Llanelli Star 3 0.75 0.75 Chivers corner garage Lights bulbs 4 4.98 4.98 Post Office Phone - top up 3 10.00 10.00 LTC Trailer plug 4 10.63 10.63 Post Office Postage 3 1.74 1.74 Coop Llanelli Star 3 0.75 0.75 Fotoworld USB stick 3 4.99 4.99 Total payments made from petty cash £33.84 £0.00 £33.84 The RFO highlighted the bank balances. Also, in relation to the schedule of payments, he advised that there were numerous maintenance payments and highlighted several of these, as well as a payment for a replacement mower. 4. Budget Monitoring The budget monitoring report for the period 31 st April to 31 st October 2016 has been circulated to members. 83 The RFO advised that at this point in the financial year, income and expenditure should be around 58% of the budget. The RFO provided brief comments in relation to each Committee’s budget, as set out below: Finance Committee – Expenditure is over budget overall and this is mainly attributable to the payment of the annual insurances. He informed members that the Finance Committee will be making an internal virement from one of its other budget headings in relation to the payment of insurance being over budget. All other headings are within budget. Facilities Management Committee – The RFO advised that in relation to income, the SLAs have not yet been paid. However, he has made enquiries with the County Council and therefore, these invoices will be submitted shortly for payment. All other headings within income are above budget, particularly the cemetery. In relation to expenditure, several headings are above budget. The RFO highlighted that a virement has been actioned for a new mower. The RFO also referred to the fact that as a container has now been purchased by the Council, storage costs should not increase any further. In relation to the Copperworks site, a number of payments had been necessary to address health and safety issues and also, there were payments in relation to the proposed development. The RFO advised that a virement will be made for the latter expenditure, as a budget was previously set in relation to this. Cllr Ken Edwards referred to the fact that he had previously requested if there could be differentiation between the expenditure on the two buildings on the Copperworks site and the RFO confirmed that this would be done. Overall, the budget for the Facilities Management Committee is within budget. Civic Governance and Personnel Committee – The RFO confirmed that this is within budget for year to date. Regeneration and Community Services Committee – Again, this is within budget overall. The RFO highlighted the fact that expenditure on floral displays has gone over budget and although donations have been received, a virement will be required. Cllr Mrs Moira Thomas referred to a query in relation to the level of donations. The RFO confirmed that there had been a discussion at the recent Finance Committee meeting and that the particular donation in question had been received in the previous financial year. Overall, net expenditure is within budget at 52.5%. 107. To consider the minutes of the Finance Committee meeting held on Tuesday 11 th October 2016 The minutes of the meeting held on 11 th October 2016 had been circulated with the agenda and it was RESOLVED that these be signed and accepted as a true record. Matters arising 84 P2 (5) Outstanding invoices The RFO updated members that all instalment payments had now been discharged by Llanelli Youth Theatre. 108. To consider any planning applications Application Name and Address of Applicant Description of Application No. S/34632 Mr and Mrs Tom Rendell Replacement dwelling Ty Coed Y Cwm, Burry Port S/34633 Mr Darren Caines Proposed rear single storey extension 24 Heol Elfed Burry Port S/34656 Mr Iwan Gravell Double storey side extension and single 17 Burrows Terrace storey rear extension Burry Port S/34663 Mr A Williams Proposed side and rear two storey kitchen Glan y Nant / bedroom extension Heol Dandorlan, Burry Port The Chair of the Planning Sub Committee, Cllr Mrs Moira Thomas advised that approval of all applications was recommended. Members therefore AGREED that there be a recommendation for approval of these applications. The TSO also provided an update in relation to the proposed removal of payphones in the area. He informed members that to date, no information had been received on the level of emergency calls made and that due to this, the Town Council’s concerns had been voiced and an indication given that their removal would therefore be opposed at present. 109. To consider any County Councillors’ reports County Cllr Hugh Shepardson advised that he and Cllr Mrs Shirley Matthews had met with the Director of Environment in relation to the canal and this had been a very positive meeting. An Officer sub group had now been set up to consider a maintenance programme and hopefully, a budget will be available very shortly. County Cllr John James informed members that much time had been spent recently in relation to the setting of next year’s budget and there had been a number of seminars. He also reported that preparatory work for the new Parc y Tywyn School is commencing on 2nd December 2016, prior to the commencement of construction work. Following a query, County Cllr Hugh Shepardson advised that the County Council is looking to appoint someone shortly as Manager of Pembrey Country Park. In relation to a query as to whether there was an update on the proposal to move the recycling facilities, County Cllr John James advised that there was no progress at present. The County Council had identified a location by Harbour Tyres garage but Welsh Water wish to purchase this. Cllr Mrs Mary Wenman referred to the current site being unsightly in the town centre and enquired about the possibility of landscaping around this to camouflage it. She also 85 queried whether there was to be a facility similar to that in Llanelli but County Cllr John James advised that this is not presently being progressed. 110. To consider the Mayor’s report The Mayor, Cllr John James informed members that it had been a busy month, with him having attended a number of events, which he detailed. He had attended a prize giving evening at Glan y Mor School, the Operatic Society’s annual opera, the Remembrance rugby match, a Remembrance service at Glan y Mor School, the Council’s Remembrance service and the Festival of Light in Llanelli, at which Kevin Johns was in attendance. Cllr Michael Theodoulou referred to the very successful prize giving evening at Glan y Mor School and also the presentation provided by the Headmaster and Lead Deputy Headteacher prior to the last Town Council meeting,from which it was evident that there has been immense improvement in the school, both academically and financially. He therefore proposed and it was APPROVED that a letter be sent to the school, to congratulate them on their efforts. 111 . To consider the adoption of new Financial Regulations in line with new Model Financial Regulations issued (referral from Finance Committee meeting of 8 th November 2016) The Clerk outlined that the Finance Committee had considered in detail the new model Financial Regulations issued through One Voice Wales. As a result, the Committee was recommending the approval of these new model Financial Regulations, although it was also recommending that they incorporate parts of the regulations contained in the Town Council’s existing Financial Regulations. The Clerk confirmed that there were no significant changes contained within the new model Financial Regulations. It was therefore RESOLVED that the Town Council adopts the new model Financial Regulations as approved by the Finance Committee. 112. To consider an appropriate tribute to Immediate Past Mayor Cllr Mrs Jean Hire The Mayor, Cllr John James informed members that this item had been placed on the agenda, as a result of an approach made to him concerning a potential tribute to Immediate Past Mayor, Cllr Mrs Jean Hire. He suggested that consideration could be given to re-naming the former OAP Hall, especially having regard to the support which Cllr Mrs Jean Hire gave to the Senior Citizens’ organisation which meet there. He also mentioned that this hall had lost its identity to a certain extent and is referred to by some people as the annexe. Cllr Michael Theodoulou suggested that another potential option was to re-name one of the local roundabouts after Cllr Mrs Jean Hire, although he was unaware of the rules relating to this. Following a brief discussion, a proposal was put forward by Cllr David Owens that this matter be referred to the Civic Governance and Personnel Committee to consider two or three options, prior to referring the matter back to the Town Council. This proposal was unanimously APPROVED . 86 113. To consider the date of the December Town Council meeting It was discussed that the December Town Council meeting was due to be held on Wednesday 21 st December. In light of this, the Mayor, Cllr John James proposed that this meeting does not proceed, due to its close proximity to Christmas. He confirmed that the Committees would continue to meet as normal throughout December. He also referred to the fact that there is a health and safety presentation to be held on 6 th December, to which all Councillors have been invited. All members were in favour of the proposal, save for one abstention and accordingly, it was RESOLVED that the December Town Council meeting not take place. 114. To consider communications received 1. Email from the Environment Department of Carmarthenshire County Council on 20 th October 2016. This advises that a request has been received for waiting restrictions on the lane adjacent to Danlan Road, Pembrey, as illustrated on the attached plan . The road is situation within a 30mph speed limit and has a system of highway lighting, as well as footways. There are limited off street parking facilities available at this location but however, there are a number of vehicles causing safety concerns due to indiscriminate parking in the area. Any views on the proposed prohibition of waiting at any time are to be submitted by Friday 25 th November 2016. County Cllr Hugh Shepardson informed members that there had been numerous complaints, which had resulted in the proposed prohibition of waiting in this area. On a related matter, Cllr Mrs Moira Thomas referred to the fact that signage outside Jerusalem Chapel had been awaited for the past three years and enquired if this could be chased up. County Cllr Hugh Shepardson confirmed that he would look into this issue. 2. Letter from the Deputy Leader (Communities) of Carmarthenshire County Council, Cllr Pam Palmer dated 25 th October 2016. In this she requests support for the Christmas Toybox scheme. The letter advises that Carmarthenshire County Council’s Youth Support Service is organising the scheme for the sixth year running, to assist those in difficult financial situations. A request is made for donations of new toys for children and young people aged from birth to 16 years. The nearest collection points are Ty Elwyn, Llanelli, the Town Hall, Llanelli and the Llanelli Star office. Donations should be made by the 9 th December. Noted. 3. Email from the Legal Services Department of Carmarthenshire County Council on 26 th October 2016. This attaches a Notice of the Council’s proposal to introduce a prohibition of driving from St Illtyd’s Walk to Penymyndd, Llanelli. Any objections to the proposed order should be submitted by the 18 th November 2016. A copy of the public notice and plan are attached . Cllr John Jones referred to the fact that although the roadway is marked as a byway open to all traffic, it is inaccessible to cars due to the presence of kissing gates. The Clerk clarified that an additional email had been received on 10 th November, and this referred to it being considered unsafe for motorised vehicles. Cllr Mrs Moira Thomas confirmed that the issue is motorcycles travelling along it. 87 4. Email from One Voice Wales on 4 th November 2016, forwarding information on an event to be held on the 26 th January 2017. This is the ‘Partnership Day 2017’ arranged by the Welsh Government and First World War Partnership and will be held at the Royal Welsh Showground, Builth Wells. This follows on from the success of the First World War Partnership Days held in 2015 and 2016 and is a free event. Noted. 5. Email from One Voice Wales on 4 th November 2016, forwarding information from the Culture, Welsh Language and Communications Committee of the National Assembly for Wales. This advises that the committee is undertaking an enquiry into ‘ the Welsh Government’s new Welsh Language Strategy’. Information on the enquiry and how to submit written evidence is available on the committee’s website at http://senedd.assembly.wales/mgConsultationDisplay.aspx?ID=232 . Responses are to be provided by 30 th November 2016. Noted. 6. Email from Cllr Bryan Grew, Chairperson of One Voice Wales on the 3 rd November 2016 advising of the launch of the One Voice Wales Innovative Practice National Awards Scheme. The awards are an opportunity for Councils to showcase the services they provide for their communities and an opportunity to receive deserved recognition. The entries will be used as an evidence base to inform Welsh Government, Unitary Authorities, the Third Sector and other key partners of the good work that local Councils are carrying out in their communities and how they can potentially support the work of the local Council sector in the future. There are eight categories, namely best Annual Report, best environment project, best website, best community engagement initiative, best tourism initiative, best sustainability initiative, best youth engagement and local Council service of the year. Three nominations will be shortlisted in each category and each of the shortlisted Councils will be invited to take part in the Innovative Practice National Awards Conference to be held at the Royal Welsh Showground on the 23 rd March 2017, to showcase their Council’s initiative. An awards ceremony will be held in the afternoon of the conference, where the winners and the two runners up will be presented with their awards and certificates. One Voice Wales will also be publishing an Innovative National Awards 2017 report following the conference, to be shared with local councils and stakeholder organisations across Wales. The closing date for entries is Friday 20 th January 2017. A nomination guide has been provided, which gives further details on each category. Due to the Council’s success in relation to the Wales in Bloom competition, it was suggested that a nomination should be made under the Best Tourism imitative. It was therefore APPROVED that this be referred to the Regeneration and Community Services Committee. 115. Reports by elected members • Cllr Michael Theodoulou advised that he had been approached in relation to a potentially dangerous situation and he was also aware of this himself. There is a problem with dog fouling on Station Road adjoining with Elkington Road, resulting in persons stepping out into the road. He was aware of an incident when a vehicle had just missed colliding with a pushchair. Cllr Michael Theodoulou queried if this issue could be addressed through policing or increased attendance of dog wardens. The Mayor County Cllr John James advised that within the County Council, they have been trying 88 to obtain more powers for PCSOs. Furthermore, more dog control orders are being introduced. He further advised that there have been discussions at PACT meetings and that consideration is being given to holding an awareness week. This has previously been carried out in the harbour and was successful for a time. Cllr Michael Theodoulou queried if more bins could be installed. Cllr Ken Edwards referred to the fact that approximately four years ago, with the assistance of County Cllr Jim Jones, more bins were installed but were subsequently removed and he believed that this was due to the responsibility to empty them. Cllr David Owens referred to this problem occurring in the same area as the parking problems and queried if it was possible to have cameras in the area. In relation to the parking difficulties, it was also discussed that opposite the Cornish Public House, there is no pavement and no double yellow lines. The Mayor, Cllr John James advised that Mr John McEvoy of the County Council had agreed to extend the yellow lines and also, consideration is being given to there being parking bays opposite the Cornish Public House. • Cllr Michael Theodoulou referred to his attendance at the Area Committee meeting of One Voice Wales in Llandovery the previous evening, together with Cllr Ken Edwards. At this meeting, there had been a presentation from the organisation, Nest, who assist persons in fuel poverty. He referred to the fact that a number of local residents are in fuel poverty and could benefit from assistance. He had got posters to display and also, he has drafted a press release with Cllr Ken Edwards, to forward to the Llanelli Star, as the organisation wishes people to be made aware as much as possible of the available assistance. Cllr Ken Edwards added that they had been informed at the meeting that in consultation with the County Council, letters had been sent to 11,000 households and that a person is entitled to assistance if he or she has an income of less than £16,115. 116. To consider the report of the Clerk on Matters of Administration 1. Subsequent to the appointment of Cllr Mrs Lisa Mitchell to the Town Council, members are invited to consider her potential appointment to the Council’s various Committees. Members APPROVED that Cllr Mrs Lisa Mitchell be appointed to serve on the Regeneration and Community Services Committee and also the Planning Sub Committee. 2. Notification has been received that an invitation is extended to all Councillors to attend the Annual General Meeting of Ty Mair, Burry Port Family Centre Committee. This is to be held at Burry Port Junior School, Stepney Road, Burry Port at 4pm on Thursday 24 th November. Noted. 3. Notification has been received that an invitation is extended to all Councillors to attend “a Service of Remembrance at Christmas” organised by Autumn Leaf Funeral Directors. This is an evening of music, carols and reflection. The service is to be held on Thursday 8 th December, commencing at 7pm but refreshments are being served at 6.30pm before the service starts. Full details are available from the 89 Council office. Anyone who wishes to attend (together with family members) should notify Autumn Leaf directly on 01554 835933. Noted. 4. The Town Council’s annual Senior Citizens Christmas lunch is to be held on Tuesday 13 th December 2016, commencing at 1pm. Raffle prizes from members are welcomed together with assistance/attendance on the day. Noted. 5. Following discussions at the Civic Governance and Personnel Committee meeting held on 10 th November 2016, notification is provided that the Town Council offices will close on Friday 23rd December 2016 and will reopen on Tuesday 3 rd January 2017. Following a query, it was confirmed that there are available emergency telephone numbers, which can be contacted during this time. 6. Following a number of stakeholder events held during the summer, the recently appointed Future Generations Commissioner for Wales, Sophie Howe, has published a report, providing an overview of this engagement. The report, entitled “Talking Future Generations: the conversation so far” is available to view at the Council office and is also available on the website www.futuregenerations.wales . The Commissioner has indicated that her aim is to build an ongoing conversation with people as identified key areas are developed, so as to focus on building “The Wales We Want”. Noted. 7. Notification has been received from the Local Government Democracy Division of the Welsh Government that peer networking and training events are being held as part of the Welsh Government’s Diversity Democracy project. This project aims to increase the diversity of people standing for election to Local Government and Town Councils. These are free events and are aimed at persons interested in standing for Local Government or Town/Community election or for existing Councillors to offer support and improve networking and presentation skills. The nearest event is being held on Monday 5 th December 2016 at Neath Community Centre between the hours of 5.30pm and 8.30pm. Places need to be booked in advance. Noted. 8. Notification has been received from the Local Democracy and Boundary Commission for Wales that it has recently published its updated Electoral Reviews: Policy and Practice document for the programme to review all 22 principal council areas in ample time for the 2022 Local Government elections. Following the Written Statement made by the Cabinet Secretary for Finance and Local Government on 23 rd June 2016, the Commission has revised the Policy and Practice document in order to meet the obligations, as set out in legislation. The publication sets out the Commission’s intended timetable for conducting the reviews of Wales’ principal councils, its Council Size Policy, together with the policies and procedures that it would apply in the conduct of the reviews. The policy and practice document is available at http://ldbc.gov.wales/reviews/electoralreviews/?lang=en . 90 Noted. 9. Advance notification has been received from the Pageant Master, Bruno Peek that a commemorative and remembrance event is being organised for the 11 th November 2018, entitled “Battle’s Over – A Nation’s Tribute and WW1 Beacons of Light”. It is intended that at 7pm on this day a chain of beacons will be lit to commemorate a century after the ending of WW1 and to remember all those who were killed or severely injured. The beacons will symbolise the light of hope that emerged from the darkness of war. The Town Council is once again being invited to participate in this important national commemoration. A Special Guide to Taking Part will be published in February 2017 and therefore, if confirmation of involvement is received prior to the end of January 2017, organisation details will be included in the guide’s acknowledgements pages. Members APPROVED that the Town Council should participate in this event and could consider the lighting of two beacons. 10. It was APPROVED that under the Public Bodies (Admission to Meetings) Act 1960, the public and representatives of the press be excluded from the meeting during the consideration of the following items of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted. Confidential minute of the Town Council meeting of Wednesday 19 th October 2016. Minutes of the Civic Governance and Personnel Committee meeting of Monday 10 th October 2016. Premises issue. 91