Cwmbran Community Council
Cyngor Cymuned Cwmbrân
Report Item 12(a)
Committee: Policy & Finance Committee
Date: 16 June 2014
Report Author: Clerk to the Council
Event attended: TCALC
Date of Event 29 April 2014
Event Attended by: Councillors WM Howell, TA Matthews and David Collins (Clerk to the Council)
Introduction
1. This report provides members with brief details of the above meeting.
Summary of key issues discussed
2. An agenda for the meeting is attached.
3. At this meeting, Councillor Howell invited other community councils in Torfaen to attend a seminar at Cwmbran Community Council to discuss community halls with Jack Rue, Community Development/Community Halls Officer. This was accepted.
4. Mark Horton, Head of Forward Planning & Access, Torfaen County Borough Council updated members on the progress of Removing surplus Secondary School Places in the south of Torfaen. The consultation period in respect of this proposal closed on Monday 31st March 2014. In accordance with the Welsh Government School Organisation Code, the Authority must now publish a consultation report within 13 weeks of the end of this period allowed for responses (and in any event prior to publication of proposals) which summarises each of the issues raised by consultees, responds to these by means of clarification, amendment to the proposal or rejection of the concerns, with supporting reasons; and sets out Estyn’s view (as provided in its consultation response) of the overall merits of the proposal. The copy of the consultation report is available on line. Alternatively, a paper copy can be provided upon request by telephoning or emailing Mark Horton on 01495 766910 or [email protected] (Details were sent to all members of Cwmbran Community Council on 30 April 2014).
5. Mark Horton advised that no decision had yet been taken in relation to Post 16 education.
6. Stacey Davies, Transformation Services Manager, Torfaen County Borough Council, described
proposals in relation to disposal of Open Space and arrangements whereby sports clubs would self- manage pitches in future. It is hoped that Dana Eynon of Torfaen County Borough Council would be able to attend the seminar described in paragraph 3 above to deal with any related queries.
Date of next meeting
7. 24 June 2014 at 4.30 (to include AGM)
Enclosures
8. The agenda for the meeting is attached.
9. An additional note of issues discussed at the meeting, prepared by Councillor Matthews, is set out below:
Charter Update
The amended Charter had been agreed at recent TCALC meeting and will be confirmed at the Annual General Meeting.
Community Halls
Considerable discussion took place regarding the future of opinion regarding the future of community halls, with some difference of opinion regarding the resolution of the future and in particular the physical state of the halls and costs of upgrading and maintenance. It was agreed that a further meeting be held at Cwmbran and open to the attendance of all Local Councils.
Play areas and football pitches
A visit and review of play areas in Southville Cwmbran is currently underway, the future of football pitches to be determined with the relevant clubs.
Grants to non-statutory organisations
Resulting from these cuts in support, Community Councils are receiving requests for additional support. As these have not been included in the current year’s budget it is unlikely that local councils will be able to assist.
Future education proposals
The closure of selected primary schools was confirmed. Post 16 year old education and the possibility of the provision of a college was discussed without any confirmation. A host of reasons for lack of progress with numerous bodies and consultation procedures with Wales Government was sited.
Llanyrafon Manor
A copy of response to the request for the future of the manor was produced. (attached)
Trading Standards
A comprehensive review has been included within the report of the Focus Group (Environment, Sustainability & Planning Committee)
CHIEF EXECUTIVE PRIF WEITHREDWR Alison Ward CBE LLB Please contact Nikki Marsh Our Ref: LCPC Direct line: 01495 742782 Date: 17th April 2014 Email: [email protected]
You are invited to attend the MEETING of the LOCAL COUNCILS PARTNERSHIP COMMITTEE, to be held in Committee Room 1, Civic Centre, Pontypool on 29th April 2014 starting at 4.30pm.
Yours sincerely, Nikki Marsh On behalf of Alison Ward, Chief Executive
Councillors Clerks & Officers Bob Wellington, TCBC Susan Price, Blaenavon Town Council
Gareth Davies, Blaenavon Town Council Robert Deakin, Croesyceiliog & Llanyrafon Community Council Sylvia Lewis, Blaenavon Town Council David Collins, Cwmbran Community Council
Colyn Evans, Croesyceiliog and Llanyrafon Laura Grey, Henllys Community Council Community Council Stewart Matthews, Croesyceiliog and Llanyrafon Karen Price, Ponthir Community Council Community Council Margaret Howell BEM, Cwmbran Community Ruth Tucker, Pontypool Community Council Council Tom Matthews MBE, Cwmbran Community Council Robert Davies, Ponthir Community Council Christina Harrhy, Chief Officer Neighbourhood Services Peter Matthews, Ponthir Community Council Stacey Davies, Neighbourhood Services
Giles Davies, Pontypool Community Council Lyndon Puddy, Head of Public Services Support Unit Barry Taylor JP, Pontypool Community Council Maria Evans, Social Care and Housing Services Lorraine Hobin, Henllys Community Council Duncan Smith, Chief Officer (Planning & Public Protection) Ron Burnett, Henllys Community Council Mark Horton, Head of Forward Planning & Access (Torfaen LEA) David Yeowell, TCBC Adrian Wilcock, Planning & Public Protection
Dave Congreve, Assistant Chief Executive Communities All Chief Officers and other attendees Nikki Marsh, Senior Members Services Officer
TOTAL 13 Councillors QUORUM 4 Councillors
AGENDA
LOCAL COUNCILS PARTNERSHIP COMMITTEE TUESDAY 29th APRIL 2014 TO BE HELD AT 4.30PM IN COMMITTEE ROOM 1, CIVIC CENTRE, PONTYPOOL
PAGE NO SPONSOR 1. Attendance Attendance register to be signed None Chair
2. Apologies for absence Apologies should be given in advance to Nikki Marsh on 01495 None Chair 742782 ([email protected])
3. Declarations of interest Items of personal interest in respect of items on this agenda to be None Chair verbally declared and the declarations of interest form completed
4. Minutes of the last meeting – Tuesday 28TH January 2014 To confirm that the minutes of the last meeting are correct 3 Chair
5. Action Sheet & Update on actions To receive attached update on actions agreed at the last meeting 8 Chair
6. Departmental updates - can officers please address items listed in Item 7 Matters Arising if relevant to your department. None Chair
Note - officers are welcome to stay for the rest of the meeting or are free to leave once their update has been given and any questions arising have been addressed.
7. Matters arising from TCALC Meeting Community Halls - it was agreed that more information is still None Chair needed and that Jacky Rue / Dave Congreve should be invited to the next LCPC meeting. Football Pitches - information needed re. TCBC’s plans for the future of football and rugby pitches. Also concerns about an orange weed killer which has been sprayed on the pitch near Cardigan Crescent/Cardigan Close to be addressed. Ponthir would like feedback as to why they were not consulted in selecting sites for the meadowland proposals. It was agreed that Dana Eynon should be invited to the next LCPC meeting. Cuts in grants to museum/theatre etc - Community Councils are now being approached to offer support. Trading Standards update - concerns over sub-standard cigarettes and horsemeat coming into Wales. Llanyrafon Manor update - emailed response to be presented. NM
8. Update to the Charter Observations have been received from Cwmbran Community Council, these comments have been discussed at TCALC. If agreed at this meeting it is proposed to make amendments prior to the AGM
9. Date of the next meeting Tuesday 29th April 2014 at 4.30 in Committee Room 1
LOCAL COUNCILS PARTNERSHIP COMMITTEE MINUTES OF THE MEETING TUESDAY 28th JANUARY 2014 HELD AT 4.30pm IN THE CIVIC CENTRE, PONTYPOOL
Present:-
Members Cllr David Yeowell (Chair) Executive Member Corporate Governance & Community Safety, Torfaen C.B.C.; Panteg Ward Councillor Cllr Gareth Davies Blaenavon Town Council Cllr Stewart Matthews Croesyceiliog & Llanyrafon Community Council Cllr Colyn Evans Croesyceiliog & Llanyrafon Community Council Cllr Tom Matthews MBE Cwmbran Community Council Cllr Ron Burnett Henllys Community Council
Officers/Clerks Robert Deakin Clerk to Croesyceiliog & Llanyrafon Community Council David Collins Clerk to Cwmbran Community Council Karen Price Clerk to Ponthir Community Council Ruth Matthews Social Care & Housing, Torfaen C.B.C. Mark Horton Head of Forward Planning & Access, Torfaen C.B.C. Nikki Marsh (Minutes Secretary) Senior Members Services Officer, Torfaen C.B.C. Adrian Wilcock Planning & Public Protection, Torfaen CBC Dave Congreve Assistant Chief Executive (Communities) Emma Cambray-Stacey Community Development Manager
Apologies:- Cllr Sylvia Lewis Blaenavon Town Council Cllr Margaret Howell BEM Cwmbran Community Council Cllr Lorraine Hobin Henllys Community Council Susan Price Clerk to Blaenavon Town Council Ruth Tucker Clerk to Pontypool Community Council Christina Harrhy Chief Officer Neighbourhood Services, Torfaen CBC Stacey Davies Neighbourhood Services, Torfaen CBC Maria Evans Social Care & Housing, Torfaen C.B.C.
ITEM DISCUSSION ACTION
1. Welcome and Introduction The Chair opened the meeting, attendance register circulated.
2. Apologies for Absence Apologies as noted above
3. Declarations of interest Cllr Gareth Davies advised that he worked for Dave Congreve as part of the Communities Team at TCBC
4. Minutes of the last meeting – Tuesday 22 October 2013, held in Civic Centre, Pontypool One name change was noted before the minutes were accepted as a true record
Matters Arising from Minutes
There were no matters arising 5. Action Sheet & Update on actions Action sheet has been updated and the completed actions have NM been removed
6. Departmental Updates (Note these reports include Matters arising from TCALC Item 7)
Adrian Wilcock - Planning & Public Protection Planning - Local Development Plan - Torfaen LDP was adopted and became operative on 3rd December 2013; given there has been no legal challenge, they are now printing the Plan for mid March, when they will give a complimentary copy to all Town and Community Councils. The Plan is currently available on the Council’s forward planning web pages.
Planning - Local Development Plan - The Team is now working on the Community Infrastructure Levy (CIL) and a variety of Supplementary Planning Guidance (SPG) amongst other things; information on which is contained in the SPG Report to Council on 3rd December 2013. The Town and Community Councils will be briefed and/or consulted on this work in due course. Planning - Development Management - The Welsh Government recently allowed the South Sebastopol appeal and conversely dismissed the Varteg coal reclamation appeal. Planning - Development Management - Pre-Application charging is being considered for likely introduction in April 2014. Amount of charges to be confirmed. Public Protection - Licensing - Scrap metal licensing now in place for dealers and collectors. AW Public Protection - Food Hygiene - It is now mandatory to display the ‘Scores on the Doors’ for all inspections carried out since 28th November 2014. Public Protection - Pest Control - Charging for all pest control is to be introduced from April 2014. Amount of charges to be confirmed. Request made for these changes to be featured in Torfaen Talks. There were discussions on who will be responsible for the charges if rats etc are coming from neighbouring land / properties. Adrian to clarify AW Cwmbran CC asked if letters of representation submitted as part of the consideration of a planning application by TCBC were referred to the inspector if there was a subsequent appeal - the inspector does not receive copies of the actual AW letters, but his committee report does refer to them.
Dave Congreve - Assistant Chief Executive (Communities) Dave Congreve attended at the request of TCALC to discuss the best approach for Town & Community councils to take ownership of Community Halls and address any concerns.
He offered to attend the Community Councils Council Meeting to address their members. All Clerks Other options with Registered Social Landlords will be explored if to arrange the community councils are not interested in taking over the halls. direct with DC
Dave addressed the TCALC questions as follows:-
Are Community Councils expected to take over the halls if they are in very bad condition / bad state of repair Yes however CC’s may be able to resource these repairs in different ways. Are all halls offered are in the ownership of the Borough Yes all halls offered will have Freehold ownership, this will be checked when transfer processes start Are Community Councils expected to take over liability insurance? Yes, if you own the asset then you are responsible for insurance and liabilities What are the plans for football fields? They are not currently extending the arrangements to include football fields If these halls are passed to community councils will there be funding opportunities available? There may also be a small Golden Handshake if these are transferred, but this will have to be explored individually. There is a concern that if the Community Councils do not take them over then their communities would suffer. Agreed, but this is something that TCBC can no longer budget for in the future.
The Chair suggested that the best way forward is for the Community councils to take up Dave’s offer and meet with him and his team and address any issues / concerns.
Mark Horton - Head Forward Planning & Access(Torfaen LEA) Two Locks Nursery, Kemys Fawr Infants and Pontymoile Primary School closures to take place w.e.f. 1st September 2014 with the age range of Nant Celyn Primary extended from 4 to 11 to 3 to 11 (to accommodate nursery children) and the relocation of the Autistic SNRB from Pontymoile to Nant Celyn also scheduled for 1st September 2014.
Consultation on the proposed closure of Pontnewynydd
Primary School w.e.f 1st September 2015 ongoing.
Consultation due to start mid February (and running for 6
weeks) on the removal of secondary school places from
Cwmbran which will see the closure of Llantarnam and
Fairwater secondary schools and a “new” school established
on the Fairwater site w.e.f 1st September 2015. At the same
time catchment areas in Cwmbran being reviewed which will
impact Croesyceiliog School.
Mark confirmed that some of the existing buildings at Fairwater
will be expanded in phases to make the “new” school. He
confirmed that a detailed explanation will be included in the
consultative documents.
Mark agreed to provide details of Post 16 proposals as soon as
they are known.
Ruth Matthews - Social Care & Housing
Ruth advised the meeting that there are currently no consultations MH being undertaken for Children’s Services.
Members were offered the opportunity for someone from the Supporting People Team to attend a future meeting to discuss how they will be supporting vulnerable people in the community. If required the contact would be Elke Winton, Group Manager, Social Care and Housing.
Sue Evans, Chief Officer, is consulting with the third sector on Social Care and Housing budget mitigations and is giving a presentation to Torfaen Voluntary Alliance at an event to be held at PALC on 26th February 2016 in preparation for the Social Services and Well-Being Bill and the pressures that lie ahead.
Neighbourhood Services Unfortunately no one was available from Neighbourhood Services to attend the meeting, but they have responded to the questions from TCALC as follows:- o Henllys Community Council reported that they have been trying for 3 years to establish 21st Century allotments. TCALC requested an update on this situation from Christina Harrhy. A lot of work was done by the Allotments Officer working with colleagues in EEE, and the community council, to identify a suitable piece of land. This has now been identified and will be subject of a Cabinet report seeking approval to use the land for this purpose. This was originally going to be taken forward by Asset Management but has recently been passed to the Allotments Officer. They hope to get this to the February Cabinet meeting, however, there are issues associated with the site around grazing rights and access, which requires input from both Asset Management and Legal. They would like to offer reassurance that these procedural issues are being worked through and should be in a position to advise shortly. o Concerns over the Afon Llwyd in Croesyceiliog, one allotment has been flooded, trees have fallen down and the banks have eroded. TCBC is responsible for erosion issues, but no-one is accepting responsibility for the water since the Environmental Agency and Forestry commission have amalgamated. Natural Resources Wales (NRW) is the amalgamated body, and they have responsibility for the water in main rivers. There is no duty on land owners (in this case TCBC) to protect the river banks. However, they may wish to do so using the following criteria:
i) Is it environmentally possible? ii) Is it critical for us to do so? i.e. would hospitals, schools, electricity plants etc. be affected by flooding if we did not protect the banks
Nikki gave out contact details of the NRW o Traffic issues at the new pelican crossing close to the roundabout at Morrison’s, Cwmbran. This question to be
addressed by either Planning or Neighbourhood Services We are aware that concerns have been raised around this matter. However a Road Safety Audit was carried out by an independent team in accordance with Department for Transport Guidance and deemed there to be no cause for concern. The purpose of a Road Safety Audit is to audit the specific scheme and although traffic and pedestrian changes at a particular scheme could have implications for the wider area, the remit of the audit does not extend to the wider area. However, traffic implications of the development of Morrison’s on the wider network would have been considered at the planning application stage and following consideration, the Council granted planning consent. Not withstanding the concerns raised regarding the location of the crossing, it believed to be best located to cater for pedestrian movement and offer the pedestrian a much safer environment to cross St David’s Road. TCBC will continue to monitor the performance of the roundabout
8. Any Other Business The Chair and Committee agreed for the secretary to amend the dates of any future meeting that clash with TCBC Council. Note - The meeting for Tuesday 24th June has now been brought forward to Tuesday 17th June 2014 9. Date of next meeting Tuesday 29th April at 4.30 in Committee Room 1
ACTION SHEET
Date of Action to be taken By Whom Meeting
Transport - Bus timetable issues in Ponthir & Henllys Henllys and Ponthir Community Councils have asked that this items remains on the Action sheet incase further issues arise. - Ongoing
29/01/13 Trading Standards LCPC to monitor Gwent wide operation proposals Chair 28/01/14 It was noted that this will be discussed further following outcomes from the Williams Report
28/01/14 Planning & Public Protection The free advice service for planning applications will become chargeable as from 1 April - Adrian to confirm what this charge will be. Pest Control will become a chargeable service from 1 April - Adrian to confirm what this charge will be. A. Wilcock Adrian to confirm who will pay the charge if rats etc are coming from neighbouring land/properties.
28/01/14 Community Halls All Clerks to liaise direct with Dave Congreve if they wish for him and his All Clerks team to attend Town/Community Council’s Council meetings
28/01/14 Education proposals - Post 16 Mark Horton to provide details of the proposals for Post 16 education as M. Horton soon as they are available
28/01/14 Llanyrafon Manor LCPC requested to be kept up to date re. the future of Llanyrafon Manor - NM has an there are rumours within the community that this may be sold or put up emailed for tender. response
COPY OF EMAIL FROM JESSICA GABRIEL RE LLANYRAFON MANOR
From: Gabriel Jessica Sent: 20 February 2014 18:24 To: Marsh Nikki Cc: Congreve Dave; Wellington Rob; Lawrence Stuart Subject: Action from LCPC
Nikki,
Dave Congreve has asked me to supply an update on the future plans for Llanyrafon Manor based on the action from the LCPC meeting (Members asked to be kept up to date re. the future of Llanyrafon Manor, as there are rumours within the community that this may be sold or put out for tender). I would be grateful if you would forward this response to the LCPC.
I’m not sure where the rumours have started as we have been in regular contact with the Llanyrafon Manor Community Group( LMCG) and RDP Local Action Group(LAG) and attempted to keep them as best informed of the forward plans as possible.
The current RDP funding has come to an end, but the Community Service Unit have been allocated a TCBC budget to run the Manor for the next financial year. Going forward beyond the next financial year I think it is highly unlikely that closing or selling the Manor would be the chosen option (ultimately this would be an Elected Members decision), as although money will be needed to be allocated to meet the running costs etc. it would be comparatively minimal in comparison to the sizeable grant repayment penalties we would face should we close or sell the Manor, and not continue to run it as a Rural Heritage Centre as per the original RDP application. In addition to the financial reasons there is obviously considerable local support for the Manor which means we will always endeavour to continue to operate a service that is valued by the community.
The RDP funding requires us to continue to run the building as a Rural Heritage Centre until 2019, but we are awaiting advice on the other additional measures and activities that may be required. Once we receive confirmation of these I will be finalising our business plan, I hope this will be drafted within the next week or so.
After consultation with the LMCG and The RDP LAG we have given consideration to how we sustain the current level of service and develop the opportunities at the Manor, tendering out management of the service and events has been considered but we feel that the Manor will be best served by extending terms and conditions of current service providers such as Raspberry Catering, we still have discussions that need to take place on this and this will mean some work with our colleagues in legal on new licences etc.
If you would like me to attend any future meetings to discuss any of the above in more detail please let me know, otherwise I hope this gives an accurate summary of where we are in business planning process.
I will continue to provide further updates as the plans develop.
Regards
Jess
Jessica Gabriel Business Manager / Rheolwr Busnes Community Services Unit / Uned Gwasanaethau Cymunedol Torfaen County Borough Council / Cyngor Bwrdeistref Sirol Torfaen [email protected] Tel 01495 766225 (ext 6225) Fax 01495 766059