St. Fagans Community Council

Minutes of the Council Meeting held on Monday 4th June 2018 at 7.00pm in the Village Hall

Present: Councillors F. Lewis (Chairman) A. Gaughan, J. Griffiths, J. Hughes, L. Manley, T. Pallier, C. Price & R. Williams.

In Attendance: County Councillor G. Thomas Police PCSO Richard Davies Residents 3 Members of the public were present. Clerk D. Barnard

Apologies: Councillors: C. Edwards

The Chairman opened the meeting and welcomed everyone in attendance. For the benefit of all those present, she asked that everyone introduce themselves.

18.06.01 – Declaration of Interests

No interests were declared.

18.06.02 – Minutes of the Annual General Meeting and the full Council Meeting both held on 3rd May 2018

Members approved the Minutes and the Chairman signed them accordingly.

18.06.03 – Matters arising from the Minutes (not included elsewhere on the Agenda)

The Clerk referred to Minute No. 18.05.03 – Matters Arising in which he had pointed out that one element of the new Members’ allowances provision had changed. He had sought clarification from the Independent Review Panel and initially received conflicting advice. It has now been confirmed that under Determination 45 (costs incurred on IT, ink, stationery, etc.) the Council can only pay the sum of £150 (not any less) and that if it resolves to pay it then it must pay it to all Members (though each Member can decline to accept it). Several Members commented that this seems absurd. The Clerk was asked to seek advice from One Voice and to clarify whether the Determinations of the Panel were mandatory or simply guidelines.

No other matters were raised.

18.06.04 – Police Matters & Neighbourhood Watch

PCSO Davies gave details of the Rural Neighbourhood Policing Team covering , that is based at Fairwater police station. Officers from Ely would not attend Council meetings, but details of crimes, etc. from that area would be reported. Cllr. Price commented that the Council had received no details from that area for a long time. The Clerk reported that Chief Inspector Jayne Hill had asked Inspector Chris Peters to provide crime figures for the area.

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PCSO Davies confirmed that the next PACT meeting at Michaelston College will be on 12th June from 7.00 to 8.00pm. PACT meetings for Creigiau are to be restarted and held every three months. Members explained that, historically, the Creigiau PACT covered St Fagans as well and meetings were occasionally held in St Fagans. PCSO Davies agreed to look at the possibility of alternating the venue.

PCSO Davies reported that, since the last Council meeting, there had been 14 reports about off-road bikes from the Westfield Park / Trem Y Coed area and advised that one bike had been seized. There had also been 4 reported burglaries, 5 thefts and 3 other crimes. The use of Freedom of Information requests was discussed but no decision was taken.

Cllr. Williams enquired about a recent speed camera operation. PCSO Davies advised that five or six vehicles had been exceeding the speed limit and warning letters have ben issued. He explained the criteria required for using the camera van that limits the suitable locations. He agreed to look into the use of the motorbike camera in the St Fagans area.

No other issues were raised. The Chairman thanked PCSO Davies for his attendance, at which point he left the meeting.

18.06.05 – Public Session

The Chairman invited the residents in attendance to address the Council

Mr Jenkins said that the residents of Parc Rhydlafar feel forgotten about and expressed the view that the condition of the estate is deteriorating. He referred specifically to the recreation area that needs refurbishing; the fact that the roads have still not been adopted; the lack of any action from Parks West to tackle weed growth, etc.; the location of the picnic benches. the grass growth around them and absence of a litter bin; and the failure of to finish the roundabout. He added that he doesn’t get anywhere with Cardiff Council.

The Chairman gave a summary of what the Community Council has tried to get done in respect of those issues and expressed the similar frustration that Members feel at Cardiff Council’s slow responses to any requests. She gave the simple example of a request for a litter bin adjacent to the picnic tables. The latest information is that one of the five existing bins could be moved.

Mr Jenkins suggested that a solution would be for the Community Council to use its reserves to take over the Park. The Chairman explained that one problem would be the funding of on-going maintenance. Cllr. Price gave a brief history of the reason that the Council had built up a level of reserves, some of which are earmarked for specific purposes. Cllr. Hughes added that the budget for the current year includes the use of some of those reserves.

Mr Jenkins referred to the roundabout and suggested that it should be removed and replaced with a tarmac mini roundabout. Members pointed out that speeding is already an issue and his suggestion would exacerbate the situation. Traffic calming measures have already been requested. Other issues mentioned included the overgrown hedgerows on Rhydlafar Drive and Church Road that are obscuring road signs, and the generally poor condition of many road signs.

County Cllr. Thomas confirmed that he had noted all these issues and will request a meeting with the relevant Directors. Cllr. Hughes made reference to the reductions in staff numbers throughout the Council that are impacting adversely on service delivery. Mr Jenkins suggested that the Council should introduce maintenance-free installations.

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Mr Jenkins brought up the matter of Internet speeds on the estate. BT Openreach has been lobbied for improvement, but they have no plans to do anything because it is considered not commercially viable. Cllr. Griffiths suggested that all residents should be encouraged to register their interest in a better service. Members agreed that the Council would contact BT Openreach to support the residents.

A request for a bus service onto Parc Rhydlafar has also been requested, to be funded from S106 monies, but this has been refused.

Members agreed to request another site meeting with Matt Wakelam.

The Chairman thanked the residents for their various comments. Mr Jenkins and Mr Dyer left the meeting at this point. Bethan Devonald remained.

18.06.06 – Community projects

The following matters were reported:

 The condition of the flooring in the Parc Rhydlafar recreation area would be added to the list.  Cardiff Council would be given time to move a litter bin to the picnic tables and provide one for the bus stop.  The Clerk to ask Signs Express for a quote for the proposed plaque.  Cllr. Hughes had met with a Council officer and he has agreed to supply dog fouling signs and a bin at Westfield Park.  The Clerk had circulated an e-mail from the Planning Department setting out three conditions the Community Council must agree to in order to get permission to erect the proposed ‘Welcome’ sign at Westfield Park. The three conditions were agreed.  The speed awareness signs in the Village are still awaited. Clerk to remind MW.  Crofft-Y-Genau Road / Cardiff Road junction safety issue. Clerk to ask MW for a site visit.  Footpath in front of the Church. Cllr. Hughes explained why this had been delayed and that he expected it to be done in the next two weeks.  Cllr. Williams reported that a new drain has been installed at the lay-by on Crofft-Y-Genau Road, but it doesn’t go anywhere. Clerk to ask Cardiff Council if they did this work.  Overgrown trees on St Fagans Drive. Cllr. Griffiths to action.  Another abandoned road sign is located in the lay-by on Cardiff Road.  Michaelston Road walls – Clerk to remind MW of concerns.  Michaelston Road – general rubbish. Cllr. Williams reported that County Councillor Michael will provide a wagon and some staff once arrangements can be made to close the road. Cllr. Hughes reported that one resident in his area is willing to set up a litter-picking group.  The defibrillator is in the Plymouth Arms awaiting the delivery and installation of the cabinet. The Chairman reported that Cllr. Edwards is hoping to get another installed at the new nursery on Rhydlafar Drive. Cllr. Griffiths proposed that the Council should pay for the defibrillator. Cllr. Price seconded the proposal. This was agreed but the Clerk was asked to contact Welsh Hearts to establish where their funding comes from.  Cllr. Hughes reported that the new Trem Y Coed development is almost fully occupied and he suggested that a new Council notice board should be put up. It was agreed to look at suitable locations.  Cllr. Pallier reported that he had met with some of the residents of Trem Y Coed. Concerns raised included water-logged gardens; sewerage disposal issues / pumping station; off-road bikes; the lake at the bottom around which a path is proposed – they have asked for a fence; and whether S106 monies are available for use on this estate as they understand it will not be adopted.

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 The Openreach box in front of the Church has been dealt with. Clerk to request that the box and surrounding area be maintained in good condition. 18.06.07 – Planning a) Cardiff LDP / North West Cardiff Group

The Chairman said there was not a lot to report. The Group is meeting on Wednesday. A site meeting had been held earlier that day with Andrew Davies AM about the traffic congestion concerns. He has agreed to take up the issue and is proposing to contact the Police & Crime Commissioner and Cardiff’s Cabinet Member for Strategic Planning and Transport, questioning the planning for transport in north west Cardiff and will ask in particular about the consultation with the three community councils in this area. b) Redrow / Plasdwr planning application

Details of the next drop-in sessions have been circulated including one on 19th June from 4.00 to 7.00 in the Village Hall. Katie Powis and Wayne Rees have agreed to attend the next meeting of the Council on 2nd July. It was suggested and agreed that the meeting should start at 6.30 instead of 7.00pm. c) Other Planning Applications

The Clerk gave details of the following planning applications:

New: 18/00982/MNR – Units 1 & 2 Rhydlafar Drive: Insertion of new windows and doors into existing elevations and construction of new perimeter fence. 18/01010/DCH – 22, Denison Way: Construction of garage in rear garden. 18/01034/MJR – Land to the North of M4 J33: D of C 20 (Residential Travel Plan) of 14/00852/DCO 18/00275/MJR – Amended D of C 20 (Landscape scheme for approved accesses and highway works) of 14/02157/MJR. 18/01141/MNR – 54, Trem Y Coed: Alterations to include rear conservatory extension. 18/01228/MNR – Llwyn Yr Eos Farm, Michaelston Road: Agricultural Unit to house sheep when lambing.

Decided: 18/00617/DCH – 1, St Fagans Drive: Larch-clad Garden Room. Permission granted. 18/00515/MJR – Land north of M4 J33: D of C 16 (Biodiversity). Withdrawn. 17/02721/MNR – The Court Nursing Home: Replacement of existing link between original building and modern wing with new 3-storey link incorporating new 13-person lift. Permission granted. 18/A/00013/MNR – 30 Minute Workout, Rhydlafar Drive: Signage. Permission granted. 18/00315/MJR – Land south of Pentrebane Road: D of C 14 (trees) of 14/02188/MJR. Full discharge. 17/02661/MJR (RCT) – Request for observations regarding variation of conditions and allowing additional time for submission of reserved matters, re development at Talbot Green. No response sent. 18/00756/DCH – 11, Ffordd-Y-Barcer: Single storey extension. Permission granted.

No issues or concerns were raised in relation to these applications.

A drop-in session had been held on Thursday 31st May to give residents an opportunity to comment on the future role and direction of community councils, as part of the on-going review by an Independent Panel.

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Questions had been raised about the new development at Clos Y Cwarra and the obligations of the Housing Association. A PACT meeting has been arranged for 12th June and the Clerk, in consultation with Cllr. Hughes had drafted a number of questions in relation to the tenancy, etc. It was agreed to send the questions to the Housing Association.

18.06.08 – Environmental Matters a) Highways / Lighting / Traffic Concerns

The Chairman referred to Cardiff’s Transport and Clean Air Green Paper. The deadline for comments is 1st July. The NWCG will be submitting comments and she suggested that SFCC should do likewise. She agreed to prepare a draft for comments. b) Street Cleansing / Litter

Litter picks had taken place over the weekend both in the Village and at Parc Rhydlafar. There had been a good response and the exercise was successful. Interest has also been expressed for a litter pick on Falconwood Drive.

It was reported that the lay-by at the entrance to the Village on Cardiff Road is becoming a dumping ground for rubbish. It is believed to be on private ground and it was agreed to speak to Chris Hyde. c) Council’s land at the railway line

The land had recently been sprayed to control weed growth. d) Other environmental issues

The Clerk reported that a resident had contacted him in relation to the problems with green bags being ripped open by birds, etc., because the recyclable materials have not been cleaned. It was agreed to include this in the next newsletter.

Cllr. Manley commented on the condition of the seats outside the Church and the need for a litter bin.

Cllr. Gaughan reported that there was considerable weed growth around the Westfield Park estate. The Clerk was asked to request that the area be sprayed.

18.06.09 – Wales National History Museum / St Fagans Castle

The Chairman, together with Cllrs. Griffiths, Hughes, Manley and Williams are attending a meeting with Bethan Lewis together with a tour of the new galleries on Tuesday 5th June at 4.00pm.

18.06.10 – One Voice Wales

Cllr. Hughes reported that the next meeting of the Area Committee will be on Monday 30th July at which the motions for the AGM will be considered.

The Clerk had circulated the May news bulletin for information.

18.06.11 – New Data Protection Regulations

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The Clerk had circulated a suggested Privacy Statement for the Council’s web site. This was approved. He had also circulated two alternative Privacy Notices. Members agreed to adopt the simpler version. The Clerk explained that he had been unable to register the Council because of a problem with the ICO’s registration system. He was continuing to work on this and other matters.

18.06.12 – Correspondence and other communications

The Clerk reported on the following: 04/05/18 – Big Ideas: First World War commemoration programmes. The Clerk was asked to register the Council’s interest in supporting this. 09/05/18 – Seafarers UK: Fly the Red Ensign on Merchant Navy Day – 3rd September. 10/05/18 – Planning Aid Wales: Place Plans event – 18th June St David’s Hall. 14/05/18 – OVW / Wales Audit Office: good Practice Exchange programme 2018/19. 14/05/18 – Welsh Government: Natural Resources bulletin – Issue 28 14/05/18 – Wales Audit Office: Good Practice Exchange forward programme 2018/19. 24/05/18 – Vision ICT – Offering to provide an hourly data back-up service. (£50 initial set-up + £10 per month). Members decided this was unnecessary given the option of the Cloud. 31/05/18 – Marie Curie Tea party. Cllr. Manley said she thought this would be a good idea for the community and agreed to make contact.

18.06.13 – Finance a) Requests for Financial Assistance.

The Clerk reported that no new requests had been received but reminded Members of the request from the Urdd Eisteddfod earlier this year that had been deferred. The Eisteddfod is being held in Cardiff in 2019. Cllr. Price proposed a donation of £100. This was seconded by the Chairman and approved. b) Monthly Report / Payment Approvals

The Clerk had circulated the monthly finance report (as annexed hereto), which was approved by the Council. The Clerk advised that the following items were now due for payment:

HMR&C Income tax 1st ¼ 316.60 (BACS) One Voice Wales Course fee (duplicate) 50.00 Taylor weed Control Weed treatment 16/05/18 108.00 J. Howell Internal audit fee 100.00 PCP Limited Newsletters 190.00 J. Hughes Expenses April & May 225.10 Cooke & Arkwright Ground rent 1st ¼ 125.00 XLN Landline / Broadband (May) 40.68 (DD)

Members approved these payments and signed the cheques accordingly. c) Report of the Internal Auditor on the accounts for 2017/18

The Clerk had circulated the report to Members. The accounts were in order, but the Auditor drew Members attention to the following: not all cheque stubs had been initialled; gifts to retiring Councillors should not be paid from Council funds; and someone other than the Chairman should review the quarterly bank reconciliations.

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Members welcomed the report and accepted the points made.

d) Accounts for 2017/18, Annual Return and Annual Governance Statement.

The accounts for 2017/18 were approved and signed by the Clerk and Chairman accordingly.

The Clerk submitted copies of the Annual Return including the Annual Governance Statement for approval. Members considered the eight statements in Part 1 and the three statements in Part 2 and confirmed that the Council had met the requirements of all eleven statements. The Clerk explained that the Return itself was still with the Internal Auditor but would now be signed by the Chairman and himself accordingly. The Clerk advised that he was preparing all the supporting documents required by the External Auditor that would need to be certified by the Chairman and would all be sent to BDO for the external audit by the 19th June. e) Statistics

The schedule of attendance and web site statistics was noted.

18.06.14 – Date & Time of Next Meeting

The Clerk advised that the next meeting will be held on Monday 2nd July. Cllr. Griffiths gave his apologies. As agreed earlier the meeting will commence at 6.30pm, instead of 7.00pm.

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The Chair thanked everyone for their attendance and the meeting closed at 9.15pm.

Confirmed as a correct record…...……………………..Chairman …...………….Date

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