COYCHURCH LOWER COMMUNITY COUNCIL

COUNCIL MEETING MINUTES 13th April 2021, 7pm, Williams Memorial Hall

PRESENT – Cllr Penelope Gwilliam (Chair) Helen Evans, Cllr Jayne Brace, Cllr Robert Hyde, Cllr Norman Griffiths, Cllr Roy Snoddy, and Ms M. Thomas (Clerk)

2013. The online remote meeting was opened at 7.05pm by the Chair, Cllr Gwilliam

2014. APOLOGIES were received from Cllr Mrs A. King (family) and accepted by the council.

2015. DECLARATIONS OF INTEREST - None

2016. MINUTES OF THE MEETING HELD ON 9th March 2021 Having been previously circulated, the councillors unanimously agreed the minutes of the council meeting held on 9th March 2021 and they were signed by the Chair.

2017. CRIME STATISTICS The latest Crime statistics were reviewed by the council: Type Number Type Anti-social behaviour 8 Retail Quarter; 3 near the A48 (Bridgend Ford area); George Street; 2 x Ravens Close; Cowbridge Road near Tesco petrol station Burglary 1 Waterton Lane Drugs 4 Willow Close; 3 x George Street Public Order 1 David Street Violence and Sexual Offences 4 Glenwood Close; 3 x George Street TOTAL 18

2018. CLERK’S REPORT The council received the Clerk’s report.

PLAY PARK The allocated grant from the Town and Community Council Fund for phase 2 of the Play Park refurbishment is £14,911 on a matched funding basis. An application has been submitted to the National Lottery “Awards for All” scheme to help with the cost of the fencing for the Ball court. A decision will be known in 12 weeks.

Page 1 of 5 Initials: ______COYCHURCH LOWER COMMUNITY COUNCIL

Funding for the shortfall is still to be obtained.

BCBC Request for a sign for The Court east end entrance rejected by BCBC. The Clerk was asked to discuss this with the county councillor for the area and explore the possibility of a “Road Narrows” sign in The Court. Last dog waste bin for Duffryn Close or opposite the Play Park still in progress Criteria for resurfacing the pavement in Duffryn Close not yet received..

2019. PLANNING APPLICATIONS Details emailed previously and agreed by email. The community council has no objection to these: Application: P/21/140/FUL Location: Moorlands Cottage The Moors Coychurch Bridgend CF35 5DB Proposal: Single storey side extension

Application: P/20/286/FUL Location: CGI Brocastle Avenue Waterton Industrial Estate Bridgend CF31 3TR Proposal: Proposed development of a temporary office building

The Council discussed the following application and had no objection to it: Application: P/21/193/FUL Location: Westlands 4 Waterton Road Coychurch CF35 5EN Proposal: Convert garage to lounge and link to dwelling and first floor extension above

2020. FOOTPATHS REPORT - No items for discussion

2021. COYCHURCH PLAY PARK REFURBISHMENT Project Plan - The schedule of the works by Sovereign: 5th March – site survey - done. Equipment delivered to site - 25th March – done. 19th April for 9 working days – ground works and installation of new equipment. 10th May – wet pour surface for under the roundabout and the basket swings.

Trees The council received the response of the BCBC’s Countryside Manager following his site visit. There is no conservation order on the Leylandii. There is no evidence of bats nesting in the Leylandii. We are now in the bird nesting season so trees should not be felled at this time and the response highlighted that if the trees are to be felled later in the year the proper method statement / process must be followed. There is cracking in the wall along Ruthin Close and this may indicate tree rocking but will need to be investigated further.

Page 2 of 5 Initials: ______COYCHURCH LOWER COMMUNITY COUNCIL

It was proposed, seconded and agreed that the community council leave the maintenance of the play park with BCBC as the community council can not afford the financial liability the Leylandii pose. The Woodlands Trust trees that have been over-wintering in back gardens have been re- potted to enable them to grow on this year while planting preparations are finalised. These will spend the spring/summer in councillors’ gardens where they will be looked after so they will be ready for planting out as sites are agreed.

Cllr Gwilliam advised that the chain lock that had been put around the vehicular gate into the Play Park without permission had been removed. She advised that the BCBC padlock is a very tight fit and will need replacing in the future. This was noted for future information should the CAT of the play park proceed.

Ball Court The application to BCBC’s Town and Community Council Fund for funding to refurbish the ball court resulted in an allocation of £14,911. This is match funded by the community council which will seek further funding sources to cover the shortfall on the total cost.

2022. COYCHURCH PLAYING FIELD AND PAVILION Report on the meeting with Brackla Rugby Club Cllr Evans and Cllr Griffiths briefed the council on the meeting with 2 representatives from Brackla RFC held on 22nd March 2021. Brackla RFC are now more aware of the community council’s concerns about licenced premises and the amount of the playing field that would be available to residents for general leisure use following the creation of the car park and the pitch.

The council noted the concerns regarding the sewerage pipes running under the field and the impact that regular use of the pavilion has had in the past.

It was proposed, seconded and agreed that the Public Consultation with the residents would begin with a briefing document delivered to every house in the ward in the week commencing 19th April 2021.

This document will be in Welsh and English and will outline Brackla RFC’s proposal (agreed with the club before printing) and the council’s recommended approach. Residents will be able to complete a feedback form with their preference for the future of the facility, suggest activities and volunteer to be involved in a steering group for the playing field and pavilion.

Page 3 of 5 Initials: ______COYCHURCH LOWER COMMUNITY COUNCIL

The feedback forms will be received from residents up to and including 2nd May. The results will be collated and a report presented at the next general meeting of the community council on 11th May 2021.

Volunteers to deliver the consultation document will be requested on the social media platforms and the Clerk will arrange delivery to ensure that all households receive a copy.

2023. COUNCIL COMMUNICATION Logos Various logos are being used in the community and these were discussed. It was decided that a stylised drawing of the church and churchyard will replace the long used photograph of the church on the pendant on the Chair’s chain of office. This is the same but clearer and will be used on official community council documentation. The Saxon cross symbol will be used on information and notices to do with community life.

Community Council Magazine/Newsletter The councillors discussed possible content for the magazine to be issued in May. This will detail what has been achieved in 2020-21, what is planned for 2021-22, and aspirations for the longer term future as well as an introduction to the councillors and their areas of interest. Specific content will be agreed at the general council meeting in May.

FINANCE 2024. SCHEDULE OF PAYMENTS FOR MARCH 2021 The council agreed the Schedule of Payments for March 2021 being £1976.79 and this was signed by the Chair.

2025. ANNUAL ACCOUNTS The Community Council accounts for 2020-21 had been emailed previously. The council reviewed and agreed the accounts and these were signed by the Chair.

2026. APPOINTMENT OF THE INTERNAL AUDITOR The Clerk confirmed that the transaction based process used to audit the accounts by the existing auditor Mr N. Davies will comply with the new auditing approach being brought in by Welsh Government. It was proposed, seconded and agreed unanimously that Mr N. Davies be appointed to audit the 2020-21 accounts.

2027. DONATIONS/GRANTS APPLICATION FORM The Councillors reviewed the new Grant Application Form and process designed to comply with auditing regulations and best practice. The form and process was agreed unanimously.

Page 4 of 5 Initials: ______COYCHURCH LOWER COMMUNITY COUNCIL

2028. MATTERS BROUGHT FORWARD BY MEMBERS  Cllr Snoddy raised concerns about “boy racers” on the bend of Main Road at the White Horse pub. It was noted that action will only be taken after a number of accidents/incidents have been reported.  Cllr Griffiths advised that there did seem to be a decrease in “boy racers” on the A473 following communication with the police after the council meeting in March but that this did seem to be on the increase again.  The “Twenty is Plenty” campaign was briefly discussed and consideration of including something in the May newsletter.  Cllr Evans raised the issue of household / nappy waste being put into the litter bins in the village and this might also be addressed in the newsletter.  Cllr Gwilliam raised the issue of the growth in the middle of the stream along Main Road. NRW will be contacted.  Cllr Gwilliam suggested a future bench could be put by the bend in the stream on Main Road. She advised that ADM Nurseries will be replanting the beds and planters in May. The plants being removed from the tiered planters will be offered to residents to collect when the date is finalised.  Cllr Gwilliam reminded councillors that the new Chair will be appointed at the May Annual meeting.

2029. MATTERS BROUGHT FORWARD BY THE PUBLIC  An email regarding BCBC’s Local Development Plan and potential housing development off the Bryn Road hill, immediately south of the Crematorium woods and extending to the Crematorium roundabout was received by the council and the clerk will investigate this to provide the council with more information at the next meeting.

 An email regarding uses for the playing field was received by the council and will be included in the consultation exercise this month.

2030. Next Meeting This will be on 11th May 2021 at 7.30pm

2031. Meeting Closed at 8.48pm

Signed by the Chairperson: ______Date: ______

Page 5 of 5 Initials: ______