MINUTES of a MEETING of PENNARD COMMUNITY COUNCIL HELD on 18 JANUARY 2016 at PENNARD PARISH HALL at 7.00 Pm

MINUTES OF A MEETING OF PENNARD COMMUNITY COUNCIL HELD ON 18 JANUARY 2016 AT PENNARD PARISH HALL at 7.00 pm

Present : Cllr Jeff Eley – Chair, Cllr Wes Weeks, Cllr Hugh Blackwood, Cllr Ralph Cook, Cllr Susan Rodaway, Cllr Arthur Rogers, Cllr Lis Davies, Cllr Margaret Smith, Cllr Lynda James, Cllr Jason Thomas, Cllr Ian Ambrose

Clerk – Mrs Fiona Pearce Also in attendance: 3 members of the public.

Apologies for absence: Cllr Catherine Bryden-Smith, Cllr Mark Griffiths, Cllr Andrew Thomas

Declarations of Interest: Cllr Lynda James declared an interest and left the meeting during 2016/6 – consideration of library sites Cllr Margaret Smith declared an interest and took no part in the discussion and did not vote - Item 2016/8b - Consideration of quotation for separate gas and water meter for Squiggles Nursery

The chair apologised for changing the date of the meeting from 19th to 18th January – at Full Action Council in November it was decided to hold meetings on a rolling schedule of Monday- Thursday, and therefore the meeting date was changed to a Monday in line with this. He noted the good attendance at the meeting tonight.

2016/3 Questions from the public  A question about a hedge was raised with Cllr Lynda James who replied she would contact the person about the matter.

2016/4 Minutes of Extraordinary Full Council held on 8 December 2015 Accuracy It was agreed the minutes should be amended as follows: 2015/195 – to read … objection to Cllr James sitting in on the meeting, Cllr James having already declared an interest and Cllr Davies made overtures to leave the meeting…… 2015/196 – to read …Cllr Rodaway queried as to whether the library would fit within the Fields in Trust Contract – checks … It was proposed, seconded and agreed with 4 votes in favour (all who were present) and 6 abstentions that with these amendments, the minutes be approved as a true and correct record.

2016/5 Minutes of Full Council held on 16 December 2015 Accuracy It was agreed the minutes should be amended as follows: 2015/209b – to read … the December payments should be approved. It was proposed, seconded and agreed with 7 votes in favour and 3 abstentions that the minutes, with this amendment, be approved as a true and correct record. Matters arising  2015/213 e – Cllr Hugh Blackwood had agreed to join the Parish Hall Committee. HB  2015/201 re 2015/177 – the Clerk reported that there was no further information about the stone wall repairs.  2015/201 re. 2015/189 – it was noted that 9 councillors attended the Code of Conduct Training on 24.11.15. Three others (LJ, MG, AR) had already attended the training on 10.7.14.  2015/210b – It was noted that Cllr Ian Ambrose would like to join the working party for the Community Action Plan. IA  2015/213b – FOI Request – the chair had a meeting with One Voice Wales, who are now 1

seeking advice from their own legal advisers and would advise the chair of the JE appropriate response to the request.  2015/213i – No further information to date on the Pennard Community Charity grant Clerk agreement.  2015/212 – see note at start of meeting re. change of date.

2016/6 Consideration of options for a library site Cllr Lynda James left the meeting during this item having declared an interest. A letter from FoPL was considered, outlining their proposal for possible siting of the library in one of two locations in the hall car park. Council noted that it was previously agreed that the procedure would be for FoPL to hold a public meeting, then for Council to hold an Extraordinary Full Council meeting, however these points were brought to a Council meeting tonight, prior to a public meeting.

General consensus was that the options for siting the new library in the Hall car park had not been carefully enough thought out, and that it was important to consider other options. A number of years ago, when the Hall car park was extended, and the council took on a 2nd lease for the car park, this was because the Hall car park was not large enough for users, and needed to be extended. The large hall has a capacity of 170, the small hall 30, and Squiggles nursery also uses the car park.

Recent observations at the hall car park over the past week or so to assess usage showed that, for example on Wednesday at 3.00 pm there were 15 people in the large hall (community café) and 22 in the small hall (Quilts class). The hall car parks were full except for 1 space. On Monday at 3.15 pm, the two hall car parks were full and there were 2 cars waiting for spaces. The main school car park was also full, with some cars double parked and 8 cars waiting to enter the car park.

Furthermore, as well as the need to retain the current car parks, it was felt that Option A is too large for the site, and Option B makes the way through to the back car park very narrow, and also the new building would be right in front of the school. Councillors are aware of the problems currently experienced in the school and hall car park areas at school drop off and collections times. The need for some allocated disabled parking spaces was noted, as well as the safe zones and fire assembly points needed.

Other options which could perhaps be considered: With the proposed Local Development Plan, and housing planned for alongside Pennard Drive – planners could demand a space for a library there on condition of granting permission for a certain number of houses there. An example of this type of development in West Cross was noted – where Baywood Community Centre was included in the development.

The Community Council is currently applying for grant funding towards undertaking a Community Consultation / Feasibility Study in order to then produce a Community Development Plan. Options for the library will be included in the Consultation and Feasibility Study alongside other community facilities.

Another option would be to approach Bishopston Community Council, to enquire as to the possibility of siting a new library on their land – noting that the library is to serve the whole of Gower, not just Pennard.

Pennard Community Council’s playing fields are under a Fields in Trust Contract – it is clear that this land may only be used for sports purposes. 2

CC Swansea Cllr Raynor had been contacted, to enquire if it was possible for Pennard Community Council to lease the current library site from CC Swansea, but a negative response was received. Cllr Raynor did however indicate that the review of libraries is still the subject of an in-depth review. The clerk was instructed to write to FoPL outlining these points. Clerk

2016/7 Appointment of members to Committees Members present agreed to join the committees as outlined below. The clerk was instructed to Clerk contact those not present to obtain their committee membership wishes. It was noted that the chair and vice chair would be members of all committees. It was agreed that councillors should be members of a minimum of 2 committees. HALL – LJ (chair), WW, JT, RC BURIAL GROUND – JT (chair), RC, AR, HB ENVIRONMENT – HB (chair), LJ, IA, AR, JT PLANNING – RC (chair), MS, LD, IA FIELD – WW (chair), JT, LJ, IA, LD, MS

2016/8 Minutes of Planning Committee held on 12 January 2016 It was proposed, seconded and agreed that the minutes were a true and correct record. There were 3 votes in favour (all who were present) and 8 abstentions.

2016/9 Hall Committee a. The hall risk assessment completed by Mr Frank Jones on 7 December 2015 was noted. The issues raised were as follows: 1. Asbestos survey – previously completed. 2. Guards over main hall lights were previously secured. 3. Kitchen lights – guards needed. 4. Storage LJ/Clerk cupboard – review to be done of storage arrangements. b. Quotation for separate gas and water meters for Squiggles nursery. Cllr Margaret Smith declared an interest in this item, and took no part in the discussion or vote. The clerk had received a quote of £9935.67 for a gas meter, however a cheaper quote was outstanding from the local supplier, expected to be in the region of £2,500 - £3,000. The water meter quote was £1924.00 + VAT. It was agreed that these should be considered at a Hall Committee LJ meeting. c. Request for permission to consume alcohol at private party booked at hall. It was proposed, seconded and agreed with 10 votes in favour and 1 abstention that this should be approved. It was agreed that the Hall Committee would review the hall regulations regarding granting LJ permission for alcohol.

2016/10 Finance & Employment Committee a. It was proposed, seconded and agreed that the minutes of the Finance and Employment Committee held on 14 December 2015 were a true and correct record. There were 5 votes in favour (all who were present) and 6 abstentions. b. It was proposed, seconded and agreed that the minutes of the Finance and Employment Committee held on 12 January 2016 were a true and correct record. There were 5 votes in favour (all who were present) and 6 abstentions. c. December closing balances were noted. d. It was proposed and seconded and agreed that the January payments should be approved. e. It was proposed, seconded and agreed with 9 votes in favour, 1 against and 1 abstention to Clerk purchase plants and watering for 3 planters at Kittle at £121.25 each + VAT. f. Following adjustments to the budget for hall roof repairs and utility meters, it was proposed, seconded and unanimously agreed NOT to accept the recommendation of the Finance and Employment Committee to set the precept 2016-2017 at £80,000. It was proposed and Clerk seconded to set the precept 2016-2017 at £46,000 – the same as for the current year. There

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were 3 votes in favour and 8 against. It was proposed and seconded to set the precept 2016- 2017 at £52,000. There were 8 votes in favour and 3 against. Therefore the clerk was Clerk instructed to request a precept of £52,000 for Pennard Community Council for the year 2016-2017 from CC Swansea.

Cllr Margaret Smith left the meeting at this point.

2016/11 One Voice Wales Model Protocol on Member/Officer Relations It was proposed, seconded and unanimously agreed to adopt this forthwith with the proposed Clerk additional 3rd bullet point to 3.3 following advice from One Voice Wales.

At this point it was proposed and seconded and agreed with 9 votes in favour and 1 abstention that Standing Order 3w be suspended to allow the agenda to be completed.

2016/12 Report from City and County Councillor Lynda James LJ reported that First Cymru had agreed to revert to an hourly bus service from April 2016. Buses would go through the hospital and university, which would provide a hub – ie a good place to change buses rather than having to go to the Quadrant. Early morning buses would start from the university heading towards Pennard. There was also agreement to co-ordinate bus times with the Bishopston Community Bus to enable Pennard residents to use this to visit Mumbles. Advertising of timetables and links would be improved.

2016/13 Correspondence a. Llanrhidian Lower Community Council re. policing levels on Gower. It was proposed, seconded and agreed with 5 votes in favour, 2 against and 3 abstentions to support the proposed letter from Llanrhidian Lower Community Council on behalf of Gower Community Councils, and to request they also canvass prospective Police Commissioners, showing Clerk concerns about policing levels on Gower, and asking what they would do about it. b. Local resident re. Temporary Traffic Lights at Parkmill – the response was noted that CC Swansea were not proposing to agree to the request. c. One Voice Wales re. HM The Queen’s 90th Birthday beacons – 21st April 2016. It was agreed HB that the Environment Committee should look into this. d. CC Swansea re. consultation on a revised draft Tall Buildings Strategy https://www.swansea.gov.uk/tallbuildingsstrategy comments by 12.2.16. This was noted. e. Local resident re. potholes in Eastcliff. This was noted. The clerk was requested to forward Clerk details to LJ. f. Cllr Bryden-Smith re. potholes in Kittle Hill Lane and South Gower Road (A4118). The clerk Clerk was requested to forward details to LJ.

It was proposed and seconded that under the Public Bodies (Admission to Meetings) Act 1960, the public and representatives of the press and broadcast media 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. This was unanimously agreed.

2016/14 - Consideration of tender quotes received for Weed killer contract – Field, Burial Ground, Hall The Clerk reported that the company which had been awarded the contract had not accepted it. It Clerk was proposed, seconded and unanimously agreed to give the one year contract (1.1.16-31.12.16) to Lawn & Weed Expert at a cost of £1250.00 +VAT. ******************************************* The meeting closed at 9.58 pm.

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JANUARY 2016 PAYMENTS DETAIL PF BG CH ENV ADMIN BANK PAV S137 SUB VAT TOTAL CHQ/BACS/DD TOTAL Bay Cleaning Solutions Ltd (inc repair) 269.25 269.25 53.85 323.10 i/n Groundsman 2 141.00 141.00 141.00 i/n EON hall gas 147.00 147.00 147.00 DD Dwr Cymru 42.50 115.00 157.50 157.50 DD Killay Electrical Services 232.00 232.00 46.40 278.40 chq 3288 Youth Leader 210.60 210.60 210.60 i/n Youth Worker 175.50 175.50 175.50 i/n EDF pavilion electricity 1.00 1.00 1.00 DD OVO hall electricity 144.94 144.94 27.06 172.00 DD Employee 830.84 830.84 830.84 i/n Admin/office expenses December 37.09 37.09 37.09 i/n HMRC 12.34 12.34 12.34 i/n Gary Davies (plumber) 132.00 132.00 26.40 158.40 chq 3285 Groundsman 1 278.46 482.48 58.82 819.76 819.76 i/n Wiser Hosting (website) 28.80 28.80 28.80 CARD Western Power Distribution (new meter) 3041.27 3041.27 608.25 3649.52 i/n SWALEC 8.77 8.77 0.43 9.20 chq 3286 G J Isaac & Son Ltd (Grave 386) 150.00 150.00 150.00 chq 3287 CC Swansea (waste) 62.92 46.80 109.72 109.72 DD XLN 21.95 21.95 4.39 26.34 DD Ian Green (3 Cliffs window cleaning) 20.00 20.00 20.00 i/n CC Swansea (hall rates) 140.00 140.00 140.00 DD Vodafone 29.16 29.16 5.83 34.99 DD TOTAL 525.88 641.25 4347.08 0.00 1346.28 0.00 0.00 0.00 6860.49 772.61 7633.10

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CLOSING BALANCES, 31 DECEMBER 2015 Opening Balance as at Current A/C 22515.73 1/4/15 77049.51 Green Path A/C 3521.33 Add receipts 72029.40 (April-December) Pavilion A/C 53816.65 Total 149078.91 PCC No.4 A/C 16589.91 less payments 53859.19 (April-December) Total 96443.62 u/p cheques 3280 3281 3282 3283 3284 1223.90 Balance 95219.72 Balance 95219.72

INCOME December Income PF BG CH ENV Admin Pav Pav int GP int No 4 Int VAT TOTAL 0.00 1680.22 1498.85 190.00 16000.00 0.00 2.21 0.14 0.76 1778.56 21150.74

PAYMENTS December Payments PF BG CH ENV ADMIN BANK S137 VAT PAV TOTAL 3883.38 902.48 1322.23 115.00 2014.46 0.00 0.00 812.40 0.00 9049.95

INCOME APRIL 17250.80 PAYMENTS APRIL 5769.35 MAY 1504.70 MAY 5024.42 JUNE 4104.69 JUNE 3769.30 JULY 3177.86 JULY 4125.84 AUGUST 18089.00 AUGUST 4408.67 SEPTEMBER 1931.78 SEPTEMBER 10398.40 OCTOBER 3157.92 OCTOBER 5676.31 NOVEMBER 1661.91 NOVEMBER 5636.95 DECEMBER 21150.74 DECEMBER 9049.95 TOTAL 72029.40 TOTAL 53859.19

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