CYNGOR CYMUNED COMMUNITY COUNCIL

MINUTES of the Monthly Meeting of Dinas Powys Community Council held in the Lee Hall, Dinas Powys, on Thursday, 12th March 2015.

PRESENT: Cllrs. C. P. Franks (Chairman), Mrs. C. Mirza-Davies, V. Driscoll, J. R. Fanshaw, R. A. Foxwell, M. Hartrey, Mrs. M. R. Hayley, Mrs. J. Jones, Mrs. R. Reeves, A. R. Robertson, S. T. Thomas, and C. J. Williams.

ALSO PRESENT: 1st Dinas Powys Scout Group: Mr. Mark Taylor – Scout Leader Patrol Leaders: Ifan Edwards, Ellis Wilson, Tomos Watkins, Tom Jenkins-Welch, Jack Feehan and Grace Taylor.

116. 1ST DINAS POWYS SCOUT GROUP

The Chairman welcomed the distinguished guests to the Monthly Meeting of Council. The purpose of their visit was that in December 2014 Dinas Powys Community Council approved a donation of £300.00 towards the cost of purchasing a Lego Mindstorm Robot Kit and 1st Dinas Powys Scouts had agreed to bring the kit along and give a demonstration to Council.

Mr. Mark Taylor thanked Council for inviting them to the Meeting and stated that he was known as ‘Skip’. The Patrol Leaders introduced themselves to Council. 1st Dinas Powys Scout Group was extremely pleased that Council had provided the resources for them to buy the Robot Kit which is not only technical but also computerised. Councillors were able to view the different things that the Robot could be changed into and given a short demonstration. Mr. Taylor stated that this kit assisted the Scouts in all kinds of ways.

The Chairman thanked the representatives from 1st Dinas Powys Scouts Group for attending the Council Meeting. Mr. Mark Taylor and the Patrol Leaders left the Meeting.

117. APOLOGIES FOR ABSENCE - Cllrs. Mrs. V. M. Hartrey, K. Hatton, Mrs. M. R. Randall and J. H. Williams.

118. DECLARATIONS OF INTEREST. Cllr. S. T. Thomas declared an interest in matters relating to applications for Financial Assistance.

119. CONFIRMATION OF MINUTES . The Minutes of the Meeting held on Thursday, 12th February 2015 having been previously circulated were taken as read, and on the Motion of Cllr. Mrs. M. R. Hayley and seconded by Cllr. J. R. Fanshaw it was RESOLVED - THAT such Minutes be approved as a true record subject to the following amendment:

Item 110. Sycamore Trees – The Mount, Dinas Powys

Cllr. S. T. Thomas had proposed that no action is taken on removing the trees which had been agreed by Council.

120. MATTERS ARISING FROM MINUTES

Public Footpath No. 25 – Ash Path – Litter Pick – Tuesday, 17th February 2015

Cllrs. C. P. Franks, Mrs. J. Jones, M. Hartrey and Mrs. V. M. Hartrey had carried out a litter pick of the Ash Path on Tuesday, 17th February 2015. Cllr. Mrs. Hayley suggested that St. Cyres School share the litter picking with children of the School. Cllr. Mrs. V. M. Hartrey, a School Governor, would be asked to raise this matter at the next St. Cyres School Governors Meeting.

Land for Sale – Barry Road – Proposed Allotment Site

Members were informed that the land in question was sold in one Lot at Auction on 11th March 2015.

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Request – Installation of a BT Outreach Cabinet – The Southra, Dinas Powys

One BT Cabinet had been moved from one side of Dinas Powys Common and installed opposite on the grass verge without Council’s permission as it was presumed by British Telecom (BT) that this land was unregistered. BT had also requested a further cabinet be suitably placed behind the existing cabinet. Council’s documents clearly indicate this land as being Common Land. It was proposed that both cabinets be installed on the uncultivated ground opposite, which is also Common Land. Following debate Council AGREED - THAT BT is informed that the existing cabinet must be removed from this area and also permission is not granted for the installation of the second cabinet.

Silver Birch Trees - Dinas Powys Common

Council AGREED to wait this season to see if there is any growth on the Silver Birch Trees.

Footpath – Murch Lane (Watery Lane) to Cross Common, Dinas Powys

Cllr. Mrs. J. Jones had been unable to check the condition of the footpath but would report at the next Council Meeting.

King Edward VII (AD 1912) Water Fountain – The Twyn, Dinas Powys

Council’s Insurance, Aviva, who had accepted Architectural Stone’s quotation, has agreed for the repairs to go ahead. Cllr. A. R. Robertson suggested consideration be given to remove the large lime tree which tree roots could affect the Water Fountain. Council AGREED - THAT once the water fountain is removed expert advice is sought on the condition of the tree roots.

Cross Common Road Bridge

The lack of action regarding Cross Common Road bridge and junction was further discussed. Councillors were informed that there is a new Cabinet Member responsible for the project. Council AGREED - THAT a letter should be sent to the new Cabinet Member requesting positive action.

121. TO AUTHORISE AND CONFIRM THE PAYMENTS OF ACCOUNTS

Council was informed that it was necessary to refurbish the mower attachment to the tractor. New bearings were required and 18 new flails at a cost of £720.00 which included labour changes. Council unanimously AGREED – THAT the repairs should go ahead.

Proposed by Cllr. A. R. Robertson, seconded by Cllr. V. Driscoll, and Council APPROVED the payments of accounts as submitted to the Meeting.

TO RECEIVE COMMITTEE REPORTS

122. PLANNING COMMITTEE MEETING

On the Motion of Cllr. Mrs. M. R. Hayley and seconded by Cllr. J. R. Fanshaw it was RESOLVED - THAT the report of the Meeting held on Wednesday, 18th February 2015 be accepted subject to the following matters subsequently raised:

Planning Application No. 2014/01525/PNA – Land between Pop Hill and Cross Common Road, Dinas Powys – Provide a dry track during Autumn/Winter months for tractors and trailers. Land to be used for cattle and hay crops

The Chairman of Planning had agreed to send a letter to the Vale Council strongly objecting to the proposed dry track, to include that the road is to be used for agricultural purposes only, and highlight the narrowness of Cross Common Road.

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Public Speaking at the Council’s Planning Committee

The Clerk was to circulate to all Councillors correspondence received from Mr. Jeff Wyatt, Operational Manager, Democratic Services, regarding Public Speaking at the Vale Planning Meetings. As the Vale has only recently introduced public speaking Council AGREED to review procedures in a month’s time.

123. HALLS COMMITTEE MEETING

Due to the absence of the Halls Committee Chairman Cllr. J. R. Fanshaw, Vice-Chairman, gave the Halls Committee Report of the Meeting to Council.

On the Motion of Cllr. Mrs. M. R. Hayley and seconded by Cllr. M. Hartrey it was RESOLVED - THAT the report of the Meeting held on Monday, 2nd March 2015 be accepted subject to the following matters subsequently raised:

Benches – Lee Hall Garden

Annual maintenance will be carried out in-house. Cllr. V. Driscoll offered to collect the plaques.

Request for Replacement Fence Panelling – Boundary of Lee Hall Garden

A resident had requested consideration be given by Council to pay half towards the cost of replacement fencing. Council’s responsibility regarding replacing the fencing on the boundary line between the Lee Hall garden and properties in Highwalls Avenue is being pursued.

Lee Hall – Central Heating System

Council AGREED proposals for Mr. H. Morgan to design a new central heating system, obtain tenders and supervise the work at a cost of £300.00. Mr. Morgan has been invited to attend the next Halls Committee Meeting scheduled to take place on Monday, 27th April 2015.

Replacement of Hanging Baskets

Council AGREED to the purchase of seven new professional hanging baskets with water reservoirs at a cost of £34.95 per basket, one bracket + VAT and delivery charges = £364.32.

124. FINANCE AND GENERAL PURPOSES

Due to the absence of the Finance and General Purposes Committee Chairman Cllr. S. T. Thomas gave the Finance and General Purposes Committee Report of the Meeting to Council.

On the Motion of Cllr. J. R. Fanshaw and seconded by Cllr. R. A. Foxwell it was RESOLVED - THAT the report of the Meeting held on Monday, 9th March 2015 be accepted subject to the following matters subsequently raised:

Holiday Play Provision

A pre-Meeting was held to discuss ideas and budget for the holiday play provision. At the recent Finance Meeting when Councillors met with the Vale’s Operational Manager for Leisure and Tourism and the Play Development Officer the total cost of their proposed scheme in Dinas Powys was £2,430.00 which did not include hall hire fees. To reduce costs Members of the Finance Committee proposed considering the 4 day Playscheme sessions during 10.05-12.00 noon and 1.05-3.00 pm on 27th, 28th, 29th and 30th July (Monday-Thursday) being held at the Murchfield Community Centre at a cost of £1,580.00 + hall hire charges and the proposal for the Murchfield Community Centre to hold a film show on the morning of Friday, 31st July 2015.

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Council AGREED – THAT a Sub-Committee is formed to fully pursue the Playscheme proposal and liaise with the Vale Officers. Sub-Committee Members appointed were: Cllrs. Mrs. J. Jones, J. H. Williams, J. R. Fanshaw and V. Driscoll.

Applications for Financial Assistance

Prior to discussing approval of Applications for Financial Assistance Cllr. S. T. Thomas left the room.

Council AGREED to the donations recommended by Committee.

Cllr. S. T. Thomas returned to the Meeting and continued the Finance Report.

Temporary Part-Time Assistant to the Maintenance Manager – Summer – 2015

Council AGREED the employment of a temporary part-time assistant to the Maintenance Manager from May to September 2015. Hourly wage payment was subject to the approved employment of either a student or a more experienced person.

Pension Regulator – Pension Scheme – Staging Date

As the Clerk is already in a Pension Scheme she does not require to be automatically enrolled at the Staging Date of 1st June 2015. The other existing members of staff, whose earnings are below £10K, can be staged in after this date. Cllr. S. T. Thomas has offered to discuss with the Clerk details of suitable Pensions Schemes for staff members. Council AGREED.

Dog Waste Collection – Dinas Powys

Council AGREED to the continuation of the Vale’s Parks Department fortnightly collection from the four dog bins at a cost of £30.57p + VAT per visit for the next quarter (13 weeks) with effect from 1st April 2015 to 26th June 2015.

Investment – Monmouthshire Building Society – Charities and Clubs Direct (Issue 2) Account

Cllr. V. Driscoll proposed that three months prior to the current investment’s maturity date information is sought on future suitable investments proposals.

Vale of Glamorgan Council – CASH Grant – 2015/2016

As no other grant application had been recommended Council AGREED - THAT a grant submission should be submitted for a new sound system and lighting desk.

125. SCHOOL CROSSING PATROL POLICY AND SITE ASSESSMENT CRITRIA CONSULTATION

On behalf of Council the Chairman agreed to respond stating that Council wished the existing policy to be maintained and no reduction in services.

Members were informed that for the past 6 months there has not been a School Crossing Patrol Officer outside Dinas Powys Primary School on the main road. A letter is to be sent requesting the reinstatement of a Patrol Officer on the main road.

126. WELSH GOVERNMENT’S REFORMING LOCAL GOVERNMENT POWER TO LOCAL PEOPLE – WHITE PAPER – CONSULTATION

Councillors were advised that it was very important for Council to respond to this Consultation and asked for responses. Council AGREED – THAT the Management Committee meets to discuss a suitable response. Closing date for the Consultation is 28th April 2015.

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127. COUNTY COUNCILLORS REPORT – MARCH 2015

The County Councillors Report from Cllr. C. P. Franks, Cllr. Mrs. V. M. Hartrey and Cllr. K. Hatton, prepared by Cllr. Franks, was circulated and discussed at the Meeting.

128. MATTERS WHICH THE CHAIRMAN AND OTHER MEMBERS MAY WISH TO BRING BEFORE COUNCIL

a. Reshaping of Library Services

The Chairman thanked everyone who attended that afternoon’s Meeting to discuss the Library Services. Also in attendance was Mrs. Paula Ham – Head of Strategy, Community Learning and Resources, Mr. Andrew Borsden – Lead Officer for Youth and Community Learning of the Vale of Glamorgan Council; Cllrs. B. Hill and M. Edwards from Community Council and the Clerk from Sully and Community Council.

The proposals are for Dinas Powys, , Sully, and St. Athan Libraries to be Community-Led Libraries in partnership with Community Councils or a Charity Trust.

Actual figures on the running costs had not been available for Members. Prior to any agreement full costings would be required on all outgoing expenditure.

Council AGREED for the following:

a. The Clerk to circulate notes taken at the Meeting to all Councillors. b. An official ‘Expression of Interest’ letter is submitted to the Vale of Glamorgan Council. c. A Public Meeting is called to obtain the views of the public regarding Dinas Powys Library.

Dinas Powys Community Council would not have any commitment at this stage.

b. Change of Annual General Meeting Date

As Dinas Powys Music Festival was being held from 8th-17th May 2015. Councillors were asked to consider changing the Annual General Meeting date from Thursday, 14th May 2015 to Thursday, 21st May 2015. Members unanimously agreed to the change of date.

c. Medical Health Centre – Former Tennis Courts – St. Cyres Annexe

Members were informed that building work had commenced at the site.

d. Private Land by Ardwyn, Pen-Y-Turnpike Road – Dinas Powys

The owner of the land close to the Ardwyn Site has granted permission for access and parking of machinery on this land.

e. Emergency Plan – Nuclear Facilities

Cllr. C. J. Williams had recently attending a Presentation at the Vale regarding an Emergency Plan for Nuclear Facilities which was well attended. Cllr. Williams agreed to circulate a copy of the Presentation to all Councillors.

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f. The Cwm, Dinas Powys

Cllr. Mrs. C. Mirza-Davies reported of a walker who was taken fatally ill whilst walking in the popular area of The Cwm. The Ambulance Service was unable to gain access due to the gates being locked, bollards and a bridge. The Air Ambulance had to be called and they were able to gain access. As these gates are the responsibility of three separate landowners Cllr. M. Hartrey offered to speak to them to ask if gates can be unlocked during the day in order to gain access and that the local Woodlands Trust Officer be approached to consider the gate to be unlocked at Michaelston.

g. Murch Field Regeneration

Cllr. J. R. Fanshaw advised that the Vale has been replacing the Tennis Courts nets and improving the ground conditions.

h. Applications for Dispensation

Following Cllrs. C. P. Franks, Mrs. V. M. Hartrey and K. Hatton applications under Section 2 of the Standards Committees (Grant of Dispensations) () Regulations 2001 to speak and vote at meetings of the Vale of Glamorgan Council and Dinas Powys Community Council when discussing matters relating to the ‘Reshaping Services Strategy’ dispensation has been granted to speak and vote on this matter. This dispensation has been granted until the date of the next local Government Elections.

129. DATE OF NEXT MEETING. Thursday, 9th April 2015 at 7.00 p.m. – to be held in the Lee Hall.

The Meeting closed at 9.10 p.m.

Signed: ...... Date: ......

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