1 b To review arrangements for the commemoration of Remembrance Sunday on the 12 November. Annendix 7 8 Corresoondence a To note letter from Assistant Chief Superintendent P Ashby, South Wales Police dated the 18 Seotember, 2017 regardina Codaers Corner. Anoendix 8 b To consider submitting a scheme request and assessment pro former to RCTCBC for its Safe Routes in Communities Scheme initiative. Closing date 27 October, 2017. Appendix 9 http://www.rctcbc.gov.uk/EN/ResidenUParkingRoadsandTravel/Travel/SafeRoutesinCommunities/S afeRoutesinCommunities.asox C To consider Welsh Government's Cluster Funding to support the initial setting up of ioint arranaement scheme. Deadline 13 October, 2017. Aooendix 10 d To consider a response to an email from Travol Community Transport requestina financial suooort. Aooendix 11 e To consider a response to an email from Llantrisant Town Trust giving notice of its Christmas Event on the Castle Green on Wednesday 6 December and a request for financial support. Aooendix 12 f To note the Loneliness Roundtable report by Age Cymru. Annendix 13 g To consider nominating a Member to attend the 'Using Alternative Delivery Models to Deliver Public Services' seminar in Cardiffon the 22 November, 2017. Aooendix 14 h To consider nominating a Member to attend the Planning Training session at Bridaend on the 17 October, 2017. Aooendix 15 i To review the draft Guidance for Principle Councils on the review of Communities document. Aooendix 16 j To consider a response to the formal call to evidence from the Welsh Governments Independent Review Panel on the Future Role of Community and Town Councils. Appendix 17 httR://gov.wales/toRics/localgovernment/communitvtowncouncils/review-of- communitv-town-council-sector/?lana=en 9 Health & Safety To receive an update on any Health and Safety issues since the last meeting. 10 Staffing To receive an update on anv staffing issues since the last meetina. Annendix 18 11 Committee Reports a To note the draft minutes of the Llys y Cwm Committee. Annendix 19 b To approve the Risk Assessment for Remembrance Sundav.

The next meeting of Llantrisant Community Council will be held on Tuesday 14 November, 2017 at 6.30pm, Caerlan Hall.

2 APPENDIX 1 (2017)25

Minutes for the Monthly Meeting of Llantrisant Community Council held at Caerlan Hall, Llantrisant on 12 September, 2017 at 6.30pm

Present: Councillors D Nicholas (Chair) J Barton A Crutcher R Hunt A Matheson L Mills-Phillips A Moss S Powell S Trask V Nicholas W Willis J Woodington Also present: Clerk - Catherine Craven

1. Apologies

Apologies were received from Cllrs. B Farr and K Williams.

Members noted the apology.

2. Declarations of Interest

Cllr S Powell “I am a Member of the RCTCBC Planning Committee” Item 7 Cllr T Crutcher “I am a distant relative” Item 8 (a) Cllr A Matherson “I am a Member of the Llantrisant War Memorial Committee” Item 9 (j)

There were no other declarations of interest in line with the code of conduct.

3. To welcome the newly elected Talbot Green Ward Member.

A warm welcome was extended to Councillor J Woodington.

4. Minutes a . To confirm the July Monthly Meeting on the 11 July 2017 as a true record. . Resolved: that the minutes of the July Monthly Meeting on the 11 July 2017 were confirmed and signed by the Chair as a true record.

5. Pending Matters from Previous Meetings a To note the table of actions from previous meetings

Resolved: that the updated table of actions was noted. mm15 The Clerk reported she had written to the Police Commissioner, Alun Michael on the 26 July and sent a follow up letter on the 8 September as no reply had been received.

Resolved: that the updated was noted and discussed further under Item 8 (a)

Signature:……………………….. Date:………………. 3 (2017)26

mm14 In accordance to the Councils Standing Order the following Members have confirmed they have undertaken training in the Code of Conduct within six months of the delivery of their declaration of acceptance of office. Councillors Date Provider D Nicholas 28 July 2017 RCT A Crutcher 28 July 2017 RCT R Hunt 28 July 2017 RCT A Matheson 28 July 2017 RCT A Moss 7 Sept 2017 OVW L Mills-Phillips 28 July 2017 RCT V Nicholas 28 July 2017 RCT S Trask 7 Sept 2017 OVW

Resolved: that (i) the information provided by Members present will be recorded at the office; (ii) Members not present at the meeting need to confirm with the office if and when they have attended a training course; (iii) Members who have not yet attended a Code of Conduct training course must make arrangements to undertake the training within six months of the delivery of their declaration of acceptance of office.

MM13 Respond to RCTCBC consultation on the Draft Integrated Network Map 0. . Resolved: that there are no objections to the proposals and welcomes the improvements to the sustainable transport network. However, given the majority of the works proposed are on already established paths the proposal may be achieved in a far shorted timescale. 2. MM12 Following the Ward Members meeting with RCTCBC Highways on the 19 July relating to concerns of speeding traffic travelling along Chartist Road it was agreed that RCTCBC would position a temporary speed camera to be installed to monitor the speed of vehicles. Feedback from the recording taken by the temporary camera will be made available at the end of the three month period. Signage for Cardiff Road to warn of the blind bend and slow down signs outside of the school will be added to the RCTCBC Minor Scheme List for further investigation. 3. Resolved: that the feedback was noted.

mm11 The Clerk reported both Red Ensign Flags were flown, one at the Parish Office and the other at Beddau Memorial Garden, over the first weekend in September. Articles with images have been posted on the Councils website and social media pages.

Resolved: that the feedback was noted

6. Finance a To confirm the income and expenditure accounts for July 2017

Resolved: that the income and expenditure accounts for July 2017 were accepted and approved.

b To confirm the income and expenditure accounts for August 2017

Resolved: that the income and expenditure accounts for September 2017 were accepted and approved.

Signature:……………………….. Date:………………. 4 (2017)27 c To receive and adopt the accounts for payment for September 2017

OFFICE Talk Talk Broadband/Landline £ 29.70 Xinn Ltd Web Provision £ 10.00 Barclaycard display boards, flags, computers, £ 1,683.40 Petty Cash desk tidy, flags £ 23.56 ICO Data protection registration £ 35.00 Welsh Audit Office External Audit £ 227.10 Trustmark Print Binding of Minutes £ 90.00 STAFFING HMRC NI and Tax (Aug ) £ 1,360.36 Wages Pay ( ) Pensions Pensions (Aug ) £ 1,676.83 SLCC CiLCA Training - A Jenkins £ 250.00 HALLS Plusnet Broadband - Llys y Cwm £ 13.49 RCT Rates - Caerlan Hall £ 449.00 RCT Rates - Llys y Cwm Hall £ 165.00 SSE Gas - Caerlan £ 94.88 SSE Electric - Caerlan £ 62.04 Makro Cleaning materials £ 42.36 Welsh Water Water - Caerlan £ 235.55 Leekes toilet seat, chisel set, smoke alarm £ 24.38 OUTSIDE WORK PROJECTS RCT CBC Community Bus ( July ) £ 440.00 Defib Store Defib cabinet £ 443.04 TRANSPORT Trivalis Garage Rent £ 29.28 UK Fuels Diesel TOTAL £ 7,384.97

Resolved: that the accounts for payment for August as listed were acknowledged. d To acknowledge the accounts for payments in August 2017

OFFICE Talk Talk Broadband/Landline £ 29.70 Xinn Ltd Web Provision £ 10.00 Barclaycard vouchers, trophy £ 353.62 compost, stamps, judge, cleaning Petty Cash materials £ 131.24 Bullring Stores Newspapers £ 9.90 AD Computers Improve computer performance £ 140.00 VisionICT New domain name & email addresses £ 339.60 Trustmark Stationery/event supplies £ 202.55 STAFFING HMRC NI and Tax (July ) £ 1,340.00 Wages Pay (Aug ) £ 6,921.85 Pensions Pensions (July ) £ 1,676.83 Signature:……………………….. Date:………………. 5 (2017)28

C Craven Mileage Expenses £ 58.86 A Jenkins Mileage Expenses £ 7.56 Cobra Workwear Uniforms - all stff £ 469.93 HALLS Plusnet Broadband - Llys y Cwm £ 13.49 RCT Rates - Caerlan Hall £ 449.00 RCT Rates - Llys y Cwm Hall £ 165.00 SSE Gas - Caerlan £ 51.50 SSE Electric - Caerlan £ 96.51 Leekes paint supplies £ 38.35 Cleanmate Relief Caretkaer £ 901.74 MEMBERS OVW Conference & AGM 30.9.17 £ 160.00 OUTSIDE WORK SSE Electric - Works Depot £ 58.31 Bus Shelters Ltd Repairs Parish Road Shelter £ 1,728.72 PPG Architectural Coatings Paint & Brushes £ 72.36 Wood for Stile repairs & Information Country Timbers boards £ 53.60 UK Fuels Unleaded £ 45.56 ALLOTMENTS Competition Winners cheques £ 500.00 TRANSPORT Trivalis Garage Rent £ 29.28 UK Fuels Diesel £ 169.60 TOTAL £ 16,224.66

Resolved: that the accounts for payment for August as listed were acknowledged. e To approve and accept BDO Audit for year end 31 March, 2017 report

Resolved: that the BDO Audit for year end 311 March, 2017 were approved and accepted. f To consider the minor issue raised in the BDP Audit for year end 31 March, 2017 report where Section 1 of the annual return does not ass up by £1.00 and how this matter will be addressed

Resolved: that the Responsible Finance Officers explanations on how the RBS Financial Software calculates the reports includes the pennies in the background but does not show them in the report was accepted. Moving forward all future entries shown in all boxes will be checked for rounding up issues. mm16

7. 4. Planning To consider planning applications received since the last meeting.

Beddau Application Ref: 17/0635/10 Application Type: Full planning permission Proposal: Conversion of existing dwelling house into two separate dwelling houses with extension.

Signature:……………………….. Date:………………. 6 (2017)29

Location: 1 CASTELLAU ROAD, BEDDAU, PONTYPRIDD, CF38 2AA

Application Ref: 17/0669/10 Application Type: Full planning permission Proposal: Proposed change of use from agricultural land to equestrian manege arena. Location : CASTELLAU FACH FARM, ROAD TO CASTELLAU FAWR FARM, CASTELLAU, BEDDAU, PONTYCLUN, CF72 8LP

Application Ref: 17/0776/10 Application Type: Full planning permission Proposal: Conversion of existing integral garage into living accommodation, first floor extension over garage and single storey rear extension to create a larger kitchen & orangery. Location: 39 HEOL HENSOL, BEDDAU, PONTYPRIDD, CF38 2LP

Application Ref: 17/0756/01 Application Type: Advertisement consent Proposal: Advertisement consent for 1no illuminated fascia sign. Location: 2 CROSS ROADS, THE SQUARE, BEDDAU, PONTYPRIDD, CF38 2AD

Application Ref: 17/0747/10 Application Type: Full planning permission Proposal: Proposed single storey extension to dwelling. Location: CASTELLAU FACH FARM, ROAD TO CASTELLAU FAWR FARM, CASTELLAU, BEDDAU, PONTYCLUN, CF72 8LP

Talbot Green Application Ref: 17/0766/01 Application Type: Advertisement consent Proposal: Advertisement consent for installation of an ATM and surround sign. Location: UNIT 13 ARGOS EXTRA, NEWPARK DISTRICT SHOPPING CENTRE, TALBOT GREEN, PONTYCLUN, CF72 8LW

Application Ref: 17/0767/10 Application Type: Full planning permission Proposal: Installation of an ATM and surround sign. Location: UNIT 13 ARGOS EXTRA, NEWPARK DISTRICT SHOPPING CENTRE, TALBOT GREEN, PONTYCLUN, CF72 8LW

Application Ref: 17/0763/01 Application Type: Advertisement consent Proposal: Advertisement consent for alterations to shopfront, external fixed planters and seating areas. Location: UNIT 8, NEWPARK DISTRICT SHOPPING CENTRE, TALBOT GREEN, PONTYCLUN, CF72 8LW

Application Ref: 17/0797/10 Application Type: Full planning permission Proposal: Alteration to shopfront, external fixed planters and seating areas. Location: UNIT 8, NEWPARK DISTRICT SHOPPING CENTRE, TALBOT GREEN, PONTYCLUN, CF72 8LW Signature:……………………….. Date:………………. 7 (2017)30

Application Ref: 17/0841/10 Application Type: Full planning permission Proposal: Installation of 2 No. back up generators (to be housed within steel containers) and 1 No. fuel tank. Demolition of store. Location: ROYAL GLAMORGAN HOSPITAL, HOSPITAL ROAD, YNYSMAERDY, LLANTRISANT,PONTYCLUN, CF72 8XR

Application Ref: 17/0842/10 Application Type: Full planning permission Proposal:Single storey rear extension incorporating a retained single storey utbuilding. Location: 28 MAES-Y-RHEDYN, TALBOT GREEN, PONTYCLUN, CF72 8AN

Application Ref: 17/0864/10 Application Type: Full planning permission Proposal: Proposed loft conversion, two storey side extension and single storey rear extension. Location: 37 DANYGRAIG DRIVE, TALBOT GREEN, PONTYCLUN, CF72 8AQ

Application Ref: 17/0906/10 Proposal: Proposed single storey extension. Location : 36 GREEN PARK, TALBOT GREEN, PONTYCLUN, CF72 8RB

Application Ref: 17/0883/10 Proposal: Proposed change of use of first floor from existing B1 office to D1 non residential for Thai Sports Massage Clinic. Location : 1A ELY VALLEY ROAD, TALBOT GREEN, PONTYCLUN, CF72 8AL

Town (Llantrisant) Application Ref: 17/0553/15 Application Type: Removal/variation of condition Proposal: Variation of Condition 2 of planning application 17/0010, to increase opening hours on Thursday and Friday from 09:00 to 17:00 hours to 09:00 to 19:00 hours. Location: PROPOSED BARBER SHOP AT LLANTRISANT RUGBY CLUB, ST DAVID'S PLACE, LLANTRISANT, PONTYCLUN, CF72 8HA

Application Ref: 17/0712/10 Application Type: Full planning permission Proposal: Single storey rear extension with knock through of existing kitchen wall. Pitched roof. Location: 4 BELVOIR COURT, CROSS INN, LLANTRISANT, PONTYCLUN, CF72 8BJ

Application Ref: 17/0876/10 Application Type: Full planning permission Proposal: Construction of new car park and extension to existing access road Location: UNIT D AND C PUROLITE INTERNATIONAL LTD, LLANTRISANT BUSINESS PARK, LLANTRISANT, PONTYCLUN, CF72 8LF

Application Ref: 17/0902/10 Proposal: Proposed garage conversion into a habitable room Signature:……………………….. Date:………………. 8 (2017)31

Location : 7 THE DAIRY, CROSS INN, LLANTRISANT, PONTYCLUN, CF72 8TT

Resolved: that no comments were made.

Application Ref: 16/1385/13 Proposal Outline planning application for the erection of approximately 460 dwellings, primary school, local centre (up to 200 sqm net sales), open space and associated drainage and landscaping.(new certificate B submitted 6th April 2017). Location:| LAND WEST OF A4119, CEFN YR HENDY, MWYNDY, PONTYCLUN

Resolved: that it is recognised that outline planning permission has already be granted for development at this location however consideration must be given to the provision of existing local (i) medical services (ii) education services (iii) transport infrastructure to minimise the impact on neighbouring wards. mm17

8. Clerks Report a Codgers Corner To consider correspondence received from Owen Smith MP, a local resident and the Police and Crime Commissioner for South Wales Police, Alun Michael.

Codgers Corner is a significant landmark that celebrates the industrial heritage of the Cwm Colliery in the village. It serves to provide residents and businesses an important connection with its past.

Resolved: that working with the Police to tackle anti-social behaviour at this location continues to be a priority and Ward Members will continue to attend the local PACT meetings. mm14 b To agree the process by which this council will consider and allocate grant funding for the 2017/18 financial year.

Resolved: that the Grant Policy was approved with some minor alterations and the application form was approved as tabled. mm18 c To agree the process the Council will adopt to meet its statutory obligation to publish an Annual Report detailing how its forward planning process is meeting the objectives of the local well-being plan.

Resolved: that the Communications Committee will take forward the preparation of a draft copy of an Annual Report for consideration by full Council. mm19 d To agree dates for the Scrutiny, Staffing, Events and Health and Safety Committees Meetings

Resolved: that on Tuesday 24 October, 2017 the Staffing Committee will meet at 5.30 pm and the Scrutiny Committee at 6.30 pm. mm 20 e To agree the arrangements for Christmas 2017

Signature:……………………….. Date:………………. 9 (2017)32

Resolved:

Agreed in principle to

(i) purchase an 8ft tree for every school in the area; (ii) Chair and Vice Chair judge schools decorated trees with 1st prize £200, 2nd prize £100, 3rd prize £50; (iii) Councillors social event to be held at Llys y Cwm on the 5th December after its monthly meeting. (iv) Beddau Ward will have the six existing light column decorations installed (v) Tynant Ward will have the nine existing light column decorations installed (vi) Purchase and install 2 x 20ft Christmas trees for Mount Pleasant Gardens and outside of Beddau Library; (vii) the existing solar light are to be placed on the hanging baskets trees outside of Beddau Library; (viii) small Christmas trees to be purchased for local businesses expressing an interest in Llantrisant and Talbot Green; (ix) four small trees to be purchased for the exterior of the Church Hall to support the Christmas Tree Festival; (x) to decorate a tree for the Christmas Tree Festival; (xi) Talbot Green Ward Members to confirm with Savills for funds to purchase a 30ft Christmas tree for installation at the retail park; (xii) Talbot Green Ward will have the existing nine light column decorations installed. mm21 f To note feedback from the Horticultural Show held on the 13 August, 2017.

Resolved: that the feedback was noted. g To note feedback from the Crécy en Ponthieu visit 25-28 August, 2017.

Resolved: that the feedback was noted. h To review 2017 floral display and consider requests received by local residents in preparation of the 2018 budget. The Clerk reported that the engine of the water bower had failed and was in for repair.

Resolved: that (i) daffodil bulbs are to be planted at Dan Caerlan, Talbot Road and Penygawsi/Southgate ready for spring 2018. (ii) No change to the 2017 locations of the floral displays for 2018. . mm 22 i To consider working in collaboration with neighbouring Community Council to create an Ely Valley Walking Festival for 2018 working.

Resolved: that in principle a sum of £70.00 is earmarked for the proposed joint Community Council venture ‘Ely Valley Walking Festival 2018’.mm 25 j To agree funds required to complete the work at Llys y Cwm Hall.

Resolved: that a sum of £3,320 would be made available from the 2017/18 Beddau and Tynant Ward Project funds for the ground work project at Llys y Cwm.

Signature:……………………….. Date:………………. 10 (2017)33 k To appoint Llantrisant Town Trust and minor Authority Governor to three local Primary Schools.

Resolved: that the following were agreed mm 26

Llantrisant Town Trust Cllr R Hunt

Governor Penygawsi Primary School Cllr T Crutcher

Governor Tonysguboriau Primary Cllr A Matherson

Governor YGG Castellau Cllr D Nicholas

l To agree the usage of the .gov.wales email addresses

Resolved: that the new e-mail addresses were agreed for all Council business mm 27

(i) the principle council email of [email protected] (ii) a further address for services and supplies [email protected] (iii) and four new ward addresses for Members [email protected] [email protected] [email protected] [email protected]

9. Correspondence a To consider opportunities for Members in the One Voice Wales Training Schedule from September to December 2017.

Resolved: that the schedule was noted. b To consider opportunities for Members on the Planning Aid Wales: An Introduction to Planning session held on the 17 October, 2017.

Resolved: that the session was noted. c Electoral Reform in Local Government Wales. Responses by 10 October, 2017

Resolved: that the consultation is noted and there are no comments. d Making Changes to Elections and How We Vote Responses by 10 October, 2017.

Resolved: that the consultation is noted and there are no comments. e Welsh Revenue Authority Access to Criminal Powers.

Resolved: that the consultation is noted and there are no comments f To nominate two representatives to attend a meeting to review and update the review of Town and Community Councils with Mick Antoniw AM on the 20 September, 2017.

Resolved: that Cllr J Barton and the Clerk/RFO are nominated to attend. mm 27 Signature:……………………….. Date:………………. 11 (2017)34 g To note the One Voice Wales Area Committee on 7pm on Wednesday 4 October, 2017 to be attended by the Council’s representatives Cllr D Nicholas and A Matheson

Resolved: that it was noted. mm28 To h To note the One Voice Wales August newsletter.

Resolved: that the newsletter was noted. i To consider the letter from Cwm Taff Community Heath Council dated the 21 August, 2017

Resolved: that a response indicating the Councils support on the proposal made by the Cwm Taf Community Health Council to the Welsh Government white paper consultation ‘Services fit for purpose’ is made. mm29 j To consider the letter from the Llantrisant War Memorial Committee. and agree to purchase six benches, three Great War Benches and three Second War Benches, to enhance the seating area on the Bull Ring and one lectern. A contribution towards the cost of these items will be made by the committee.

Resolved: that the request was agreed. mm30

10 Health & Safety

None reported.

11 Staffing

Youth Club. Ms A Whiles had resigned having been accepted to University. The post has been advertised. No applications were received. Ms A Lawrence, a former youth worker has returned in her place. Staffing committee are to review new office structure on Tuesday 24 October, 2017. mm31

Resolved: that the report was noted.

12 Committees a To note the approved minutes of the Communications Committee Meeting held on the 19 June, 2017.

Resolved: that the approved minutes were noted b To note the draft minutes of the Communication Committee Meeting held on the 4 August, 2017.

Resolved: that the draft minutes were noted c To receive its report and agree the two recommendations -

Signature:……………………….. Date:………………. 12 (2017)35 i Create a four page offline hard copy newsletter for distribution to residents via a network of fixed drop off locations such as old people’s homes, local newsagents, public houses, cafes, doctor’s surgeries, the Leisure Centre, community centres and Library’s. These will be hand delivered on a quarterly basis.

Resolved: that the creation of a newsletter as outlined above is approved. ii The Newsletter can be uploaded onto the Council website and stories can be broken down for social media stories as well.

Resolved: that the newsletter be uploaded to the Council’s website and social media pages. d To receive a summary of the Beating the Bounds feedback meeting.

Resolved: that the report was noted.

The meeting ended at 8.40 pm

Signature:……………………….. Date:………………. 13 APPENDIX 2 Pending Matters

Agenda Action required By Whom Comments Item Monthly Meeting September 2017 mm30 Create a four page offline hard copy Communications newsletter for distribution to residents via Committee a network of fixed drop off locations such as old people’s homes, local newsagents, public houses, cafes, doctor’s surgeries, the Leisure Centre, community centres and Library’s. These will be hand delivered on a quarterly basis mm29 Work in partnership with Llantrisant War Clerk/RFO Memorial Committee to purchase six benches, three Great War Benches and three Second War Benches, to enhance the seating area on the Bull Ring and one lectern. A contribution towards the cost of these items will be made by the committee mm28 Forward response indicating support on Clerk Sent 2/10/17 the proposal made by the Cwm Taf Community Health Council to the Welsh Government white paper consultation ‘Services fit for purpose’ mm27 9g Feedback from One Voice Wales DV & AM October Conference 4 October, 2017 meeting mm26 9f Feedback from meeting to review and Clerk Clerks report update the review of Town and JB tabled on Community Councils with Mick Antoniw October AM on the 20 September, 2017 meeting mm25 New e-mail addresses for office All Check all using [email protected] at October and Members meeting [email protected] [email protected]. wales [email protected]. wales [email protected]. wales to be implemented mm24 Llantrisant Town Trust Cllr R Hunt Sent 2/10/17 Governor Penygawsi Primary School Cllr T Crutcher Governor Tonysguboriau Primary Cllr A Matherson

Governor YGG Castellau Cllr D Nicholas mm23 a sum of £70.00 is earmarked for the Clerk proposed joint Community Council venture ‘Ely Valley Walking Festival 2018’

14 mm22 Daffodil bulbs are to be planted at Dan RFO purchase Through Caerlan, Talbot Road and Operative to October Penygawsi/Southgate ready for spring plant 2018. No change to the 2017 locations of the floral displays for 2018. mm21 8e Christmas 2017

(i) purchase an 8ft tree for every school in the area; (ii) Chair and Vice Chair judge schools decorated trees with 1st prize £200, 2nd prize £100, 3rd prize £50; (iii) Councillors social event to be held at Llys y Cwm on the 5th December after its monthly meeting. (iv) Beddau Ward will have the six existing light column decorations installed (v) Tynant Ward will have the nine existing light column decorations installed (vi) Purchase and install 2 x 20ft Christmas trees for Mount Pleasant Gardens and outside of Beddau Library; (vii) the existing solar light are to be placed on the hanging baskets trees outside of Beddau Library; (viii) small Christmas trees to be purchased for local businesses expressing an interest in Llantrisant and Talbot Green; (ix) four small trees to be purchased for the exterior of the Church Hall to support the Christmas Tree Festival; (x) to decorate a tree for the Christmas Tree Festival; (xi) Talbot Green Ward Members to confirm with Savills for funds to purchase a 30ft Christmas tree for installation at the retail park; (xii) Talbot Green Ward will have the existing nine light column decorations installed. mm20 8d Tuesday 24 October, 2017 the Staffing Staffing/ 24 October Committee will meet at 5.30 pm and the Scrutiny

15 Scrutiny Committee at 6.30 pm Committee mm19 8c Communications Committee will take Communications Annual Report forward the preparation of a draft copy of Committee prepared for an Annual Report for consideration by full publication in Council April 2018 mm18 8b Grant Policy to be rewritten to include RFO Completed and some minor alterations and the uploaded to application form to be uploaded and hard website and in copies made available notice boards mm17 7 Write to RCTCBC in connection with Clerk Sent App Ref: 16/1385/13 Land West Of Thu, 21 Sep, 2017 A4119, Cefn Yr Hendy, Mwyndy, at 13:31 Pontyclun Re: concerns on medical and education service and traffic congestion in area mm16 All future entries shown in all boxes of the RFO/Scrutiny Annual Return will be checked for rounding up issues Monthly Meeting July 2017 mm15 9d Write to the Police Commissionaire Clerk Correspondence asking for actions that could be taken to Tabled at Oct address the instances of anti-social meeting from behaviour in and around Codgers Corner, Ward Members Police Tynant. Continue to attend PACT meetings mm14 9b Code of Council - update October (i) the information provided by Members Clerk meeting present will be recorded at the office; (ii) Members not present at the meeting Cllr JB BF KW need to confirm with the office if and when JW SP WW they have attended a course; (iii) Members who have not yet attended a Code of Conduct training course must make arrangements to undertake the training within six months of the delivery of their declaration of acceptance of office Monthly Meeting June 2017 mm9 10 Arrange to meet informally to promote All December team building social event mm7 8f Further explore the National Development Communications Add item to Framework Committee next agenda mm4 8b Scrutiny Committee is delegated to review Scrutiny October 2017 hire charges when reviewing the budget Monthly Meeting May 2017 6c Review allotment rents when setting Scrutiny October 2017 budget 8b Request dog and litter bins for Llantrisant Clerk Letter sent Common 31 May 17 12 Request a lid for the bin at the start of Clerk Requested PROW 292 SG Thu 08/06/2017 09:26

16 12 Chase up dog bin for Chartist Road Clerk Letter sent 31st May 12 May 17 Write to RCT Car Parks to request a Clerk Email sent disabled bay 30th May 2017

PENDING ITEMS from previous meetings

• Footpath, The Acre, Llantrisant • Grass Verges Dan Caerlan • Urinals, Llantrisant • Investigate the cost of improving the length of time data is stored on the CCTV at Llys y Cwm. (one quote been received) • Mirror for Cross Inn Road • Reproduction of the Bunny Walk leaflets – In process of being designed • Renovate outside area – Llysycwm – Sept agenda • Additional planting Heol Johnson

17 APPENDIX 2A

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18 APPENDIX 3

19 20 21 22 23 24 APPENDIX 4 Accounts for October (10th October 2017) Office Use d/d / bacs/ account s/o / codes chq OFFICE Talk Talk 10.10.17 Broadband/Landline £ 29.82 dd 4205 101 Xinn Ltd 10.10.17 Web Provision £ 10.00 s/o 4202 101 Barclaycard 10.10.17 mats, toilet seats, stamp, fibre £ 139.27 bacs split Petty Cash 10.10.17 Blue bags, keys £ 53.00 split Trustmark 10.10.17 Diaries/calenders/copier paper £ 44.78 bacs 4206 101 Unity Trust 30.09.17 Charges £ 38.40 dd 4215 101 Toshiba Tec 19.10.17 Lease and copy charges £ 451.32 dd 4200 101 BT 10.10.17 Office phone £ 145.60 dd 4205 101 AD Computers 15.09.17 IT Services £ 200.00 bacs 4202 101 Bullring Stores 10.10.17 Newspaper £ 9.90 4210 101 STAFFING HMRC 10.10.17 NI and Tax (September ) £ 1,280.74 4002 102 Wages 15.09.17 Pay (September ) £ 6,571.15 bacs 4001 102 Pensions 10.10.17 Pensions (September ) £ 1,676.78 bacs 4003 102 Cobra Workwear 10.10.17 Youth Club uniform £ 32.16 bacs 4020 102 HALLS Plusnet 22.10.17 Broadband - Llys y Cwm £ 13.49 d/d 4310 401 RCT 15.10.17 Rates - Caerlan Hall £ 449.00 d/d 4050 201 RCT 15.10.17 Rates - Llys y Cwm Hall £ 165.00 d/d 4050 205 SSE 02.10.17 Electricity £ 55.07 dd 4060 201 Cleanmate 10.10.17 Relief Cleaner(Sept) £ 1,057.68 bacs 4065 split Celtic Doors 10.10.17 Roller Shutter - Office Fire Exit £ 712.94 bacs 4066 201 Brecongate Building Servic10.10.17 Hearing Loop repair £ 150.00 bacs 4066 201 BT 21.09.17 Alarm Line £ 45.47 dd 4065 205 RCT 10.10.17 Trade Refuse Caerlan £ 230.10 bacs 4065 201 RCT 10.10.17 Trade Refuse Llysycwm £ 230.10 bacs 4065 205 Cleanmate 10.10.17 Relief Cleaner(Aug) £ 427.14 bacs 4065 split JP Windows 10.10.17 New Fire Door £ 855.00 bacs 4066 201 MEMBERS One Voice Wales 10.10.17 Code of Conduct Training £ 120.00 bacs 4231 101 Royal British Legion 10.10.17 3 x Remembrance Wreaths £ 120.00 4153 106 OUTSIDE WORK Tony Hadland 10.10.17 Footpath reports £ 165.00 4103 310 Tony Yule 10.10.17 Footpath reports £ 30.00 4103 310 Welsh Water 14.09.17 Water bill Feb - Aug £ 143.79 dd 4100 310 Forest Park & Garden 10.10.17 Battery for ride on mower £ 54.00 bacs 4102 310 PROJECTS RCT CBC 10.10.17 Community Bus (August ) £ 550.00 bacs 4156 106 Bostonseeds 22.09.17 Daffodil Bulbs £ 453.00 bacs 4157 106 Welsh Hearts 10.10.17 Defib £ 850.00 bacs earmarked Marcon Services 15.09.17 Watering of baskets & planters £ 1,939.99 bacs 4158 106 Bullring Stores 10.10.17 Plants for barrier planters £ 28.00 4158 106 ALLOTMENTS Welsh Water 15.09.17 Penygawsi Allotments £ 23.37 dd 4160 305 TRANSPORT Trivalis 20.10.17 Garage Rent £ d29.28 d/ 4073 301 UK Fuels 04.10.17 Diesel (Sept) £ d85.61 d/ 4070 301 UK Fuels 06.06.19 Diesel (Aug) £ 85.60 dd 4070 301 TOTAL £ 19,751.55

ADDITIONAL PAYMENTS Total £ 19,751.55 25

APPENDIX 5

PLANNING APPLICATIONS FOR THE MEETING ON THE 10th OCTOBER 2017

Beddau Application Ref: 17/0635/10 Proposal: Conversion of existing 5 no. bed HMO to two separate dwelling houses with an extension (Amended plans and description received 6th September 2017). Application Type: Full planning permission Location: 1 CASTELLAU ROAD, BEDDAU, PONTYPRIDD, CF38 2AA

Ty'n y Nant Application Ref: 17/1034/10 Application Type: Full Planning Permission Proposal: Rear first floor extension. Location: 79 COMMERCIAL STREET, BEDDAU, PONTYPRIDD, CF38 2DD

Talbot Green Application Ref: 17/1048/38 Application Type: Discharge of Condition Proposal: Discharge Of Conditions 3 (Landscaping), 5 (Materials), 6 (Coal Authority Completion Report), 8 (Drainage) and 11 (Landscape & Biodiversity Plan) of previous planning application Location: ROYAL GLAMORGAN HOSPITAL, HOSPITAL ROAD, YNYSMAERDY, LLANTRISANT, PONTYCLUN, CF72 8XR

Application Ref: 17/0945/01 Proposal: Proposed re-branding of existing signage to include re branding of existing totem signage and rebranding of existing glazing, all signage to be on a like for like basis Location: TESCO EXTRA, NEWPARK DISTRICT SHOPPING CENTRE, TALBOT GREEN, PONTYCLUN, CF72 8RB

Town (Llantrisant) Application Ref: 16/0405/10 Application Type: Full planning permission Proposal: Refurbishment of existing premises to create 2no. retail units and 2no one bedroom flats along with the construction of a side extension to provide a third retail unit and third one bedroom flat along with a new access stairwell and improved parking facilities to the side of the premises (Amended description) (Amended plans received 30/08/17) Location: SOUTHGATE ENGLISH & CHINESE TAKEAWAY, 3 CARDIFF ROAD, LLANTRISANT, PONTYCLUN, CF72 8D

Application Ref: 17/0986/10 Application Type: Full planning permission Proposal: Proposed demolition of existing canopies and proposed extension to existing tea rooms. Location: COUNTRY TIMBERS AND THE POTTING SHED, PANTYBRAD, TONYREFAIL, PONTYCLUN, CF72 8LP

27 APPENDIX 6

Clerks Report October 2017

AGENDA ITEM 7a – Serving our Communities: An enhanced role for Community and Town Councils

Action required:

To review and endorse the Serving our Communities: An enhanced role for Community and Town Councils draft report.

Background:

On the 20 September Councillor J Barton and the Clerk attended a meeting with Mick Antoniw to discuss the role of community Councils. At the meeting Community and Town Councils representatives had the opportunity to put forward the key government related issued and review the draft report.

A draft of the output is attached.

28 Serving our Communities

An enhanced role for Community and Town Councils

Mick Antoniw AM Llantrisant Community Council Llantwit Fardre Community Council Pontyclun Community Council Pontypridd Town Council Taffs Well & Nantgarw Community Council Tonyrefail community Council

29 Introduction

Community and Town Councils have an important role in our communities and in our democracy. They manage and deliver important local services and facilities, but just as importantly they are critical to connecting government with citizens.

In this submission we argue that the role of Community and Town Councils can be enhanced so as to promote more effective collaboration with the Local Authority in delivering services and to give citizens a stronger voice in many of the decisions that affect their everyday lives.

Councillors and Clerks from the six Community and Town Councils within the Pontypridd constituency have contributed to and endorsed this submission. It is not an exhaustive ‘wish list’, but a summary of the key changes we believe should be made if Community and Town Councils are to fully reach their potential to help improve the lives of local people.

1. A stronger voice

The planning process Community and Town Councils (C&TCs) have an important role to play in the planning process. They are best placed to understand the local consequences of a planning application and to gather local views.

At present C&TCs’ influence in the planning process is marginal at best. C&TC have no statutory role within the process and as a result instances of C&TCs being consulted after a planning decision is made are not uncommon. This leads to a disconnect between what local people expect from their C&TC in respect of influencing planning decisions and what can actually be achieved.

Recommendation 1 Community and Town Councils to have a statutory role within the planning process

We believe that C&TCs degree of influence should be broadly proportional to the level of planning under consideration. For

30 example, on hyper-local issues such as where to site a bus stop or an application to build a domestic extension, the decision should rest with the C&TC. Where the decision has wider implications or is strategic in nature, we believe that the Community Council should have a voice at the appropriate Local Authority planning meeting. For example, this may take the form of a Community Council representative addressing the planning committee, and/or attending a site meeting.

This ‘bottom-up’ approach to planning is key not only to reaching the right planning decision, but to also reinforce citizens’ confidence in the planning and wider democratic process.

Services and infrastructure There is growing evidence of local groups’ willingness to take ownership of community facilities and projects. This appetite for localism is evident in the Pontypridd constituency, with groups involved in projects as diverse as providing library services, reopening a theatre, building a war memorial and developing a visitor attraction.

We believe that the C&TCs have the potential to better support community groups, giving support on developing the project and compiling an effective grant application. Further, we believe that in respect of an application for Welsh Government funding/grants that the support (or not) of the C&TC should carry weight within the application review process.

Recommendation 2 Position Community and Town Councils as a facilitator for local heritage, sport and cultural projects. 2.

C&TCs are well placed to provide localised services, which would otherwise not be fulfilled. For example in our constituency Llantrisant Community Council has successfully financed a local bus service, which is well used by local people.

Transport as a broader issue continues to grow in prominence, with car parking also a major concern for residents. Whilst we welcome the Welsh Government’s aim of achieving an integrated transport

31 system, we believe that this cannot be achieved without statutory input from C&TCs.

Recommendation 3 Community and Town Councils to have a statutory role in respect of transport services and infrastructure decisions.

We would also welcome a wider discussion on where the voice of the C&TC might be strengthened or where responsibility is devolved. Some examples include; Green spaces, parks, cemeteries and local tourism.

2. A joined up approach

There is a great deal of inconsistency in respect of the role of C&TCs across Wales. Whilst we would resist a prescriptive list of responsibilities (we need to keep in mind that Councillors are volunteers) we believe that greater level of consistency would enhance collaborative working and make communicating the C&TC role to the public more straight-forward.

C&TCs want to work more closely with the Local Authority (LA) and recognise that by having a greater degree of commonality between C&TCs we remove complexity from the LA’s viewpoint. Equally, there is an appetite for neighbouring C&TCs to work in partnership (‘clustering’) and again this can be more easily achieved if they share the same responsibilities and aims.

Recommendation 4 Welsh Government to provide a Community and Town Council ‘template’, detailing minimum responsibilities and standards.

We also believe that there is an opportunity to improve the effectiveness of C&TCs by utilising existing LA resources. For example, C&TC access to the LA’s intranet would greatly improve day-to-day efficiency in respect of identifying contacts etc. Equally, the (mandatory) training provided by LA to its Councillors could be delivered to C&T Councillors (perhaps within a combined session). Finally access to the LA’s translation services could potentially

32 provide a more cost effective way for C&TCs to produce appropriate Welsh language documents.

Recommendation 5 Review current Local Authority capacity to provide intranet access, Councillor induction training and translation services to Community and Town Councils.

3. Support for Community and Town Councils

Key to the success of C&TCs is the profile and support t is given by Welsh Government (WG). We believe there are a number of key areas, which require consideration and further analysis:

Promoting the role of Community and Town Councils We believe that WG should take every opportunity to explain and promote the role of C&TCs. For example, this might be in the form of a flyer prior to elections or as a sub-section of the LA’s annual report. As we say earlier, this objective is more easily achieved by having greater degree of consistency between T&TCs.

Promoting the role of Community and Town Councillors We believe that it is critical that C&TCs reflect their Community. Anecdotally, Community Councillors tend to be older, often retired people. It is important that older citizens are represented, but it is equally important that younger people and other under- represented groups are encouraged to put themselves forward as Councillors. WG should evaluate how targeted communications could help achieve this.

Governance We recognise that increased operational and financial responsibilities demand the highest standards of governance. We have advocated appropriate training for Councillors, but it is equally important the C&TC Clerks are also provided with the appropriate training and development. We would also advocate the C&TCs’ statutory responsibilities (and the limits of Community and Town Council authority) are clearly defined in law.

33 Finance A new delivery model will require a new model for Community and Town Council finance and as a result C&TC precepts will need to be reviewed. Other means of raising finance should also be included in any review. These might include the community infrastructure levy, access to section 106 finance and the ability for Community Councils to apply directly for grants.

Recommendation 6 Welsh Government to commit to promoting the role of Community Councils and consult on the best way to achieve this.

4. Summary

Community and Town Councils are typically perceived by their communities as more representative and more accountable, but at present they lack the scope and autonomy to make this truly meaningful. Addressing this by trusting our Community Councils to do more has the potential not only to result in better local decision- making, but to create a situation where the citizen’s first and most frequent contact with ‘government’ is positive, in the sense that it is with people they know and with a decision-making process that is more tangible. This can only be a good thing in respect of widening community and political engagement and offers a genuine opportunity for democratic renewal.

34 APPENDIX 7

Clerks Report October 2017

AGENDA ITEM 7 b

Action required:

To note the plans for the commemoration of Remembrance Sunday on the 12 November at 10.45 am at the Bull Ring in Llantrisant.

A separate service is held at the Centenary Gardens for the Beddau and Tynant Ward.

Actions to date:

Leading Service

Creighton Lewis OBE will lead the service assisted by Reverend Andrew Love of Tabor Baptist. Mr Tony Cale will be delivering a reading. An order of service is being drafted.

Three wreathes have been ordered. One each for Llantrisant ward members, Talbot Green ward members and Beddau & Tynant ward members.

Invited British Legion Llantrisant Rotary Club Pontyclun Air Cadets Explorer Scouts Army Cadets Brownies RCTCBC Cllr G Holmes RCTCBC S Powell

Risk Assessment:

The Health and Safety Committee carried out an assessment om Friday 6 October, 2017. A draft will be present to the Council at the meeting for approval.

35 APPENDIX 8

36 37 APPENDIX 9

Safe Routes in Communities Schemes – Expression of Interest

Every year the Council is invited to submit a bid for Safe Routes in Communities (SRIC) schemes to the Welsh Government. The Safe Routes in Communities initiative is primarily aimed at encouraging greater participation in sustainable travel, in conjunction with improving safety throughout the wider community with a focus on areas around schools.

The Council would like to take this opportunity to invite Community Councils and Groups to submit a scheme request and assessment pro forma, if they believe there is a requirement to develop a scheme which will encourage more people to travel by more sustainable means such as cycling, walking or by public transport. Choosing to undertake short journeys by sustainable modes of travel can have many benefits. It can help reduce air pollution and vehicular congestion, which will have a positive impact on any school and community. Walking and cycling to school, local shops and other community facilities can help improve mental and physical health and overall wellbeing through increased physical activity and also increasing social inclusion.

If you would like to be involved in this initiative and/or considered for future funding bids to implement an improvement scheme within the vicinity of your community, please fully complete and return the scheme request and assessment pro forma in line with the supplementary guidance attached.

Applications must be submitted by Friday 27 October 2017 via [email protected] or by post to: Transportation Strategy, Sardis House, Sardis Road, Pontypridd, CF37 1DU.

The Council are only able to submit a limited number of potential new schemes to Welsh Government each year, therefore, it is vital that your pro forma is completed as fully as possible, as this information will be used as a basis to assess and prioritise your request against numerous other submissions. We would highly recommend that you consider the possibility of full community involvement before submitting your request, as this will need to be provided as evidence to Welsh Government. Any potential schemes short listed at this point, may, following further assessment and development, be submitted as a bid for funding to the Welsh Government in February. If your potential scheme is not short listed then it will remain on file and be reassessed on an annual basis along with others that may have been submitted. It is important to note that only scheme requests received in the approved pro forma format will be considered for the Safe Routes initiative.

(Continued overleaf...)

38 Please find attached an information leaflet containing all you need to know about the Safe Routes in Communities initiative. If you have any questions or queries in relation to any of the above please do not hesitate to contact the Road Safety and Transport Planning Team on 01443 425001.

Yours faithfully

Transport Strategy Team Highways and Streetcare

39 APPENDIX 10

Y Grŵp Addysg a Gwasanaethau Cyhoeddus Education and Public Services Group

1 September 2017

Dear Clerk to the Council,

CLUSTERING: FUNDING TO SUPPORT THE INITIAL SETTING UP OF JOINT ARRANGEMENTS.

The Welsh Government recognises the potential benefits of the sector’s existing interest in exploring clustering. The potential benefits identified by the sector include being able to address area wide issues, collaboration on specific areas, and achieve economies of scale. The Cabinet Secretary for Finance and Local Government made a commitment through the “agenda for action” announced at the One Voice Wales conference in October 2016 to facilitate the creation of clusters, where there was sector interest to do so, making some modest funding available to support the initial setting up of joint arrangements.

A modest budget of £20K is available for 2017-18 only, to provide opportunity for a small number of Community and Town Councils who are already considering options around clustering to take this thinking forward into practical application.

The Welsh Government contribution of support for individual proposals will be capped at £5k as a one-off grant in order to be able to support a small number of clustering projects. Proposals will need to demonstrate and commit to delivery of all activity and some outputs before the end of 2017-18. Given the relatively short timescale to set up and deliver a project proposal, proposals will need to provide clear evidence of commitment and ability to implement the proposal quickly. The support is not intended to “pilot” clustering for wider roll-out; it is simply recognition of sector appetite for developing their existing ideas on clustering – enabling development, not driving it. It provides an opportunity to encourage those councils who have an interest in clustering previously but faced barriers in developing their ideas further.

Parc Cathays ▪ Cathays Park Ffôn * Tel 03000 255860 Caerdydd ▪ Cardiff [email protected] CF10 3NQ 40 Gwefan/Website: www.cymru.gov.uk All councils are eligible to apply using the guidance note and application form enclosed with this letter, Annex A and Annex B, for proposals relating to delivery in 2017-18. The closing date for applications is 13 October 2017. Please send your completed application form to [email protected] using “CTC Clustering 2017-18”in the subject heading. Applications received after the closing date of 13 October will not be considered. We are happy to answer any queries you may have about the process or the application form, please get in touch using the email address above. Yours sincerely

Joan Lockett Local Government: Transformation and Partnerships

41 APPENDIX 11

Question to Council: Travol Community Transport FW: Local Minibus Service to Royal Glamorgan Hospital and Shopping Centres

From: Gmail [mailto:[email protected]] Sent: 25 September 2017 09:58

Hello All,

My earlier Email stated that I had been contacted by Adrian Morgan at RCT – This was incorrect, as the incoming Email was from Anthony Richardson.

I apologise for the error and I have made the necessary correction below.

With kind regards, Colin Paull

_____

Sent: Monday, September 25, 2017 9:44 AM

To: [email protected] ; [email protected] ; [email protected] ; [email protected] ; [email protected]

Cc: Adrian Morgan ; [email protected]

Subject: Local Minibus Service to Royal Glamorgan Hospital and Shopping Centres

Good Morning,

A few weeks ago I received an Email from Anthony Richardson of RCTCBC stating that he had been contacted by a number of Local Councillors concerning the Minibus services operated by Travol Community Transport (Blue Dragon)

I apologise for the delay in contacting you, but I was unwell when that Email arrived and it has taken some time for me to recover.

The Blue Dragon service operated by Travol enables Ponclun, Llantrisant and surrounding areas to pre- book transportation from their homes to Royal Glamorgan Hospital, shopping centres and other destinations in the locality by calling 01443 486872. Elderly and disabled clients are entitled to free travel upon tendering a ‘bus pass’ issued by the Local Authority, other passengers have to pay the published fare rate for their journey. Personal assistance is provided to aid less able passengers to board or alight our vehicles and/or to assist them from or to their home or help them with their shopping. All vehicles are fitted with wheelchair lifts.

Whilst Travol has operated a service to this area for a number of years, continued cuts in funding coupled with cost increases threaten the long-term future of this service.

I have been given to understand that some of you may be seeking to extend the scope of our services to serve other areas in the locality but we can only do this if the funding support we receive is adequate. Because of the highly personalised nature of our services and the additional time and mileage it takes to collect passengers from their home addresses, the concessionary fare income received from the Welsh Assembly Government is nowhere near the amount required to operate the service without additional funding support.

We would appreciate any suggestions as to how our service can be improved and would welcome any political support that you may be able to provide to bring about increases in funding to the Charity.

Colin Paull Treasurer & Director Travol Community Transport

42 Thank you for your e-mail.

I will table this correspondence on Octobers agenda for Council to consider.

In the meantime you may wish to consider making an application to the Councils grant scheme for financial assistance. Please find attached link to our webpage for a form. http://www.council.llantrisant.org.uk/community-grant

Regards

Cath

Catherine Craven CLERK

Sent: Tue, 26 Sep, 2017 at 10:23

Hello Cath,

Having read the conditions of grant and perused the application form at the foot of the conditions I am not certain that Travol Community Transport, which is a Company Limited by Guarantee meets the conditions laid out.

Additionally, it should be noted that although the Charity has, what may be considered to be sizeable reserves (£402,659 as per our statutory accounts at 31 March 2017) the rate of depletion of the Charity’s reserves, partially as a consequence of losses sustained on the provision of the Llantrisant and Pontyclun area service, has been quite alarming (reserves at 31 March 2016 were £471,240).

Unless funding levels improve, and/or the Charity’s directors take measures to withdraw any services which are not adequately funded, the long term future of the charity is bleak and the Directors may have to consider winding up the Charity when its’ reserve have fallen to a level only sufficient to meet the cost of redundancy payments to employees and other costs associated with the Charity’s closure.

The Charity has operated throughout the Rhondda Cynon Taf Area since 1985 and it would indeed be a great loss to the community if it were forced to close because of inadequate funding. Over the past years the Charity has taken considerable measures to trim its’ overheads to an absolute minimum and further savings can only be made by trimming the services provided and cutting the number of employees.

I would be grateful if you could make members of the Council aware of my comments in the hope that they may resolve to relax the conditions governing the availability of grant assistance.

43 APPENDIX 12

44 APPENDIX 13

Dear Councillor, It’s my pleasure to enclose a report produced by Age Cymru following my chairing of their Round Table discussion on loneliness, which took place in my constituency earlier this year. The discussion included representatives from a range of bodies, including third sector organisations, housing associations, transport providers and political representatives, who committed to continue working together in order to ensure Wales has compassionate communities for all.

As set out in the report, there are a range of challenges to be addressed in order to tackle the problem of older people’s loneliness, but similarly there are a variety of potential solutions to these challenges. Indeed, the report contains a number of approaches taking place in Wales today, which local authorities may consider replicating across the country in order to help counteract older people’s isolation and loneliness.

I hope you find the report both informative and inspiring, and would urge you to contact Age Cymru for further information. As the report states they can be contacted on 029 2043 1555, or alternatively contact Rachel Lewis, Policy Manager at [email protected]

Best wishes,

Jayne Bryant Assembly Member for Newport West

45 Loneliness Roundtable

To mark the anniversary of Jo Cox’s death and to coincide with the Great Get Together, Age Cymru invited a range of organisations to attend a roundtable on the theme of loneliness. The roundtable was chaired by Jayne Bryant AM and provided an opportunity to debate and highlight different solutions for tackling loneliness and to commit to continuing to working together to ensure Wales has compassionate communities all year round, not just at times of crisis.

Roundtable Report Loneliness and isolation are a daily reality for many older people. 75,000 older people in Wales report ‘always or often’ feeling lonely, and there is increasing evidence that this can have severe implications for physical and mental health.

People may become increasingly isolated in later life for diverse reasons, including retirement, bereavement, ill health, a lack of local services or transport and a poor physical environment. Some older people choose to miss out on socialising or activities because even small charges to attend, or the costs of transport, are beyond them. This means that some people barely leave their home, resulting in chronic loneliness and what we increasingly understand to be the severe health impacts associated with this.

During the meeting, attendees shared examples of projects that have been successful in tackling loneliness. The projects highlight the different ways third sector organisations, statutory services and citizens can work together to reach isolated older people and create social networks that reduce levels of loneliness. In order to share the learning and expertise from these projects, a short summary of six projects is included in this report. In addition to sharing good practice the group asked questions and exchanged the following ideas and solutions: Work with volunteers and community groups The majority of projects highlighted by the group are either led or sustained by volunteers. Whilst the value and importance of volunteering should not be underestimated, group members were keen to stress that, in order to be successful and sustainable, projects require an element of statutory or third sector support. For many organisations working with volunteers, an element of formal financial support is vital to carry out safeguarding checks and manage volunteers effectively. A paid staff member can also ensure the sustainability and growth of a project by providing marketing and outreach services. It was recognised that there could be difficulties in dealing with bureaucracy. Funding applications can be very time consuming, particularly for those who have not made applications on the past, with guidance being quite poor. As such, it was felt that these processes would benefit from being clearer and applicants better supported. Similarly, several contributors felt there needs to be a clearer, more user-friendly means of transferring local authority assets to local groups, although the importance of authorities ensuring projects are viable is still recognised

46 Although the case studies below demonstrate that adopting new approaches to working with communities can save public money, they also demonstrate that an element of statutory support is key to ensuring a project’s success. We believe community and town councils could;  Support older people and community groups to develop and deliver local solutions that counteract loneliness.  Consider innovative ways to support community groups by encouraging the use of council facilities.  Work with communities across the generations to foster informal structures that enable people to participate in society on their own terms. Housing providers’ initiatives Social housing providers, Linc Cymru and Derwen Cymru, described their initi- atives aimed at combating loneliness, including clubs and activities aimed not only at their tenants, but those living in the wider community. Such initiatives recognise that if their tenants are to be fully involved in their communities they should not be segregated from others in the locality, but take an active interest and role in activities within their communities. We believe community and town councils could;  Encourage housing and residential care providers to open their ser- vices and premises to the wider community. Examples of Good Practice in Tackling Loneliness

Café 50 - Pontyclun Pontyclun’s Cafe 50 initiative is a highly successful project serving Pontyclun and the surrounding area, established by Margaret and Paul Griffiths, both of whom were local authority and community councillors at the time of the project’s inception.

A number of years ago the local authority’s budgetary position dictated that the village would lose its day centre. Moves were made by Margaret and Paul to encourage the local authority to pass on the running of the facility to the community council via an asset transfer process. Although this took some time, particularly as the authority required a detailed business plan (having no wish to transfer a facility unless it could be shown the project was viable), ultimately the transfer was achieved.

It was clear that if the project were to become sustainable it would need to provide far more than a daily lunch club. A range of partners was sought, including the RVS and Welcome Friends (a befriending project financed by Community Service Volunteers), ultimately resulting in a facility offering numerous activities throughout the week, including quizzes, physical activities, knitting groups and a highly successful U3A group (University of the Third Age). Additional support has been gained from local businesses – a community shop and local firm of solicitors – helping to ensure the project’s sustainability.

The lunch service alone used to cost the local authority £54,000 per year in

47 Pontyclun, for a comparatively few diners, and the building was empty during evenings and weekends. Today, the cost to the public purse for the lunch club plus a wide range of daily activities has been reduced to around £5,000 per year.

With an aim of boosting engagement even further, plans are in place to secure a part-time paid member of staff, via a local authority grant, to take on much of the running of the facility, as the success of the project has essentially made it very difficult to maintain by volunteers alone. It is hoped this part-time coordinator will not only ensure an ongoing level of service provision, but will also act as a ‘welcome officer’ who can make links with individuals who may lack the confidence to visit the café alone, as well as identifying and address any problems which may be preventing or discouraging others from attending.

Circles of Support Mark John-Williams, Director of the Co-production Network for Wales, highlighted the potential to introduce “circles of support” into Wales. Currently found in England and Scotland, there are currently relatively few “Circles” initiatives in Wales at the moment, one notable exception being the Flintshire Community Circles project.

Community Circles are a way for friends and family to support someone through conversation and actions. Each Community Circle has a purpose – the reason why the concerned person wants a circle. This may be to meet new people, get practical support, feel stronger, or help with managing a change. The people in the circle carry out the actions which will help the person start to do or carry on doing things that are important to them.

A Community Circle can be held in someone’s home, in a church, temple, or school, a restaurant or a pub: anywhere where the person is comfortable. Members meet every few weeks with the person being supported and their Circle Facilitator, who keeps things on track and makes sure that conversations turn into actions. Essentially everyone in the Circle gains by being part of something shared, focused and often life changing.

Age UK Doncaster has secured a Big Lottery Fund grant of almost £500k to recruit 374 volunteer circle facilitators over the 5-year period of their Circles for Independence in Later Life project. Working in partnership with Community Circles, they will particularly target older people who’ve already been hospitalised, people over 85 living alone and those with dementia symptoms, helping to increase their resilience and social contact, and achieve their goals. Circles will typically meet bi-monthly to review progress and add new goals.

Further details on Circles of Support can be found at http://community- circles.co.uk/ , whilst details of Age UK Doncaster’s Circles for Independence in Later Life can be found at http://www.ageuk.org.uk/doncaster/our-services/ circles-for-independence-in-later-life/

48 Community Transport Association Wheels 2 Meals – DANSA Community Transport DANSA (Dulais, Afan, Neath, Swansea and Amman valley) community transport is a membership based, not for profit, organization, providing inclusive and accessible transport options for people who may not have access to conventional transport arrangements. Based in the former mining village of Crynant, Neath, DANSA operates a mix of transport services including group travel, dial-a-ride, social trips and community car services. DANSA’s service users include a high proportion of older and disabled people, with many commenting that they experience loneliness and isolation as part of their everyday lives. One way in which DANSA is helping to combat loneliness and isolation is to deliver a ‘Wheels 2 Meals’ service. DANSA’s friendly and helpful minibus drivers pick up residents from local communities and bring them into DANSA’s base in Crynant which incorporates a community café and social space, enabling older and disabled people to socialise and enjoy themselves. This time spent out of the house is invaluable, as for many service users, it may be the only time they see or talk to another person all week long. Seeing and talking to new people or meeting old friends can make a real difference to the quality of life for people who are lonely or isolated. Service users have commented that the ‘Wheels 2 Meals’ service gives them something to look forward too and has become an essential part of their lives – breaking the monotony of being lonely or isolated – if only for a time. The community café allows service users to have a warm meal at a very reasonable price and support is provided by dedicated DANSA staff and volunteers to assist people. This support includes assistance eating a meal, getting on and off the minibus and helping to entertain with social activities such as bingo and card games. The need for DANSA to provide such a community service has arisen, in-part, because of funding cut backs to Day Centers in the Neath Port Talbot area. The demand for the ‘Wheels 2 Meals’ service has steadily grown over the last eighteen months and highlights not only the vital work community transport groups deliver, but also the increasing need to care for older people experiencing loneliness or isolation. DANSA Wheels 2 Meals service receives no funding to deliver this service - passengers pay a fare for the cost of transport and for their own meals. DANSA employs a support worker to assist people while at the café and with activities afterwards. DANSA also employs the driver.

Derwen Links Project Derwen currently provides homes and services to people aged over 55 in 945 properties, covering Independent Living, Sheltered Living, or Extra Care across Newport, Monmouthshire and Caerphilly.

Recent research shows that 75% of Derwen’s residents live alone, 32% are aged over 80 and 68% have mobility problems or a long term illness. Furthermore a quarter of its residents see family friends or carers once a week or less and nearly half state that they feel lonely at least some of the time.

49 In 2016 Derwen was successful in a Postcode Community Trust funding application to set up the Derwen Links project, with the aim of encouraging and building new friendships and connections between isolated older people on its Treberth and Bishpool estate, made up of 300 older people’s bungalows in the East of Newport, areas where residents believed there was little sense of community and very few activities or initiatives which allowed then to come together.

The project, which ran from 2016 -17, started off by trying to identify those people who were at risk of loneliness, and focused on bringing people together around shared interests and hobbies. Part of the project funding supported a part-time member of staff to work with the community in order to identify and implement new interventions and activities, with residents being involved with the creation and running of these activities.

One of the most successful aspects was the “Knock a Neighbour” scheme, where residents called on a neighbour they may or may not have known in order to attend the community centre together.

The project had significant benefits, with participants noting a marked decrease in their loneliness scale (using the Campaign to End Loneliness assessment tool). They made real connections with their neighbours, leading to increased confidence and feelings of safety and security, as well as improving their general wellbeing.

Funding for the project has now ended but the community continues to benefit through the Community Champions who emerged as a result of this initiative. They act as volunteer befrienders, working with Derwen to encourage others, particularly new residents or residents at risk of social isolation, to become engaged with the community activities. A pamphlet which the community champions developed gives information on key issues, events and contacts, and has been found to be especially useful to new residents who may benefit from a friendly welcome from a neighbour.

Linc Care Day Services Established in 1977, Linc-Cymru Housing Association is a socially responsible business, with all profits being reinvested for the benefit of its customers, rather than being distributed to shareholders. The firm has two primary strands: Linc Homes, which operates across South Wales and provides social and affordable homes for rent and to buy, and Linc Care, which provides homes and services to older and vulnerable tenants, including sheltered housing, extra care housing, nursing and respite care.

Linc Care’s day services offer the opportunity for non-residents to participate and socialise in a safe and supportive environment, helping to tackle isolation and loneliness. As well as receiving a home cooked meal older people can share experiences, make new friends, socialise with others and build confidence whilst maintaining their independence.

50 Operating from 10am until 4pm, Linc’s day services aim to offer activities which have therapeutic benefits that are inclusive to all. These activities are also designed to encourage people with memory problems to feel part of the community. The focus is very much on promoting independence and preventing people from feeling socially isolated within their own community. A signposting service is also offered, enabling individuals to establish contact with other community services.

This service is geared towards people who are able to get to and from Linc’s extra care schemes, who do not require care services while visiting and who do not meet local authority criteria to qualify for day care. For those who need them, local pick up/drop off buses are available.

The following individuals attended the Roundtable and were involved in this report:

Roon Adam Tony Husein Race Equality First Age Cymru Gwent Christine Boston Steve Huxton Community Transport Wales (CTA Older People’s Commissioner for Wales) Wales Shan Bowden Mark John-Williams One Voice Wales Co-production Network for Wales Jayne Bryant AM Janice Jones National Assembly for Wales Church of the Resurrection Prof Vanessa Burholt Saleem Kidwai OBE Swansea University The Muslim Council of Wales David Chinnick Rachel Lewis Linc Cymru Age Cymru Paul Cockeram Scott Sanders Newport City Council Derwen Cymru John Griffiths AM Carys Sharp National Assembly for Wales Pontprennau Community Church Margaret Griffiths Lesley Thompson Cafe 50 - Pontyclun Royal Voluntary Service Paul Griffiths Carol Wardman Cafe 50 – Pontyclun The Church in Wales David Hagendyk Christopher Williams Learning and Work Institute Age Cymru Vikki Hiscocks Derwen Cymru

For more information please contact Rachel Lewis: [email protected] 029 2043 1555

51 AAPPENDIX 14

52 APPENDIX 15

An Introduction to planning by Planning Aid Wales / Cymorth Cynllunio Cymru

DATE AND TIME Tue 17 October 2017 18:30 – 21:00 Cost: £35.00

LOCATION Bridgend College Queens Rd. South Bridgend Bridgend CF34 9UN

DESCRIPTION

An introductory or refresher training session, for new councillors, or those that want to know more about the planning system. A particular focus on where and how Community and Town Councils can impact planning, and ensure the community voice is heard.

This training session runs for 2.5 hours, with a 15 minute break. It is fully interactive with opportunities for questions and answers throughout. Refreshments will be provided.

This training session will provide:

• An overview of the planning system and key players involved

• An explanation of the role of Community and Town Councils in planning

• A look into community involvement in Local Development Plan preparation

• Insight into how planning applications are decided

• A description of recent changes to the planning system, including the introduction of pre-application community consultation and Place Plans

https://www.eventbrite.co.uk/e/an-introduction-to-planning-tickets-36603350607

53 http://www.planningaidwales.org.uk/pre-application-consultation-maximising-your- community-influence/

Pre-application consultation: Maximising your community influence

Tuesday 21st November, Abergavenny

A brand new training session on pre-application consultation, to assist Community and Town Councils in understanding what it is; what opportunity it provides; and how to best get involved.

This training session runs for 2.5 hours, with a 15 minute break. It is fully interactive with opportunities for questions and answers throughout. Refreshments will be provided.

This training session will provide:

• An explanation of pre-application consultation

• Insight into how good community consultation can benefit the development process, from different perspectives

• A look at new approaches to community involvement, using real examples of good practice

• Practical advice for effective pre-application consultation

• Tactics for responding to the opportunity presented by pre-application consultation

If you have any comments or queries, please contact Hannah on [email protected]

54 http://www.planningaidwales.org.uk/creating-a-place-plan-with-your-community/

Creating a Place Plan with your community

A brand new training session on Place Plans; covering what they are, who they are for and how to include the community. For councillors and clerks interested in developing a Place Plan, or those deciding whether a Place Plan is right for their area.

This training session runs for 2.5 hours, with a 15 minute break. It is fully interactive with opportunities for questions and answers throughout. Refreshments will be provided.

This training session will provide:

• Understanding of what Place Plans are and what they’re not

• Insight into how Place Plans can help

• An introduction to issues of Place Plans and the importance of community involvement

• A look at innovations in delivering Place Plans using real examples of good practice

• Guidance on how to go about developing a Place Plan and how to use it once it’s been adopted

55 APPENDIX 16

CONSULTATION: GUIDANCE FOR PRINCIPAL COUNCILS ON THE REVIEW OF COMMUNITIES

Dear Sir / Madam

The Local Democracy and Boundary Commission for Wales (the Commission) has been asked by the Cabinet Secretary for Finance and Local Government to provide updated guidance on the conduct of community reviews by principal councils to support greater consistency in the manner in which community reviews are conducted.

Before publishing the guidance in its final form the Commission is providing a draft of the document for consultation. A copy of this draft is enclosed. The consultation will commence on 29 September 2017 and end on 21 December 2017. The Commission would welcome your and your officers’ views on the draft guidance.

There are two audiences in mind in the drafting of this document. Primarily this is a guide for principal council officers in the conduct of a review of their communities. It has also been drafted to inform interested parties, in particular the town and community councils of Wales, as to how the process should operate.

The Commission is aware that in the Reforming Local Government: Resilient and Renewed White Paper the Cabinet Secretary for Finance and Local Government confirmed the commissioning of a comprehensive review of the community and town council sector.

The review will take around a year and any recommended changes following the review will be implemented after due consideration. This guidance will therefore be an important document for officers of principal councils and interested parties in the intervening period.

Yours sincerely

Dan Mosley | Review Officer Swyddog Arolygon Local Democracy and Boundary Commission for Wales | Ground Floor | Hastings House | Fitzalan Court | Cardiff | CF24 0BL Comisiwn Ffiniau a Democratiaeth Leol Cymru | Llawr Gwaelod | Tŷ Hastings | Llys Fitzalan | Caerdydd | CF24 0BL Tel : ffôn: 029 2046 4819 | Fax : ffacs: 029 2046 4823 | E mail : e bost: [email protected] / [email protected]

See in Report page 1 1.3 page 2 2.4 (2) page 5 2.19

(OVW email Tue 03/10/2017 10:23)

56 LOCAL DEMOCRACY AND BOUNDARY COMMISSION FOR WALES

GUIDANCE FOR PRINCIPAL COUNCILS ON THE REVIEW OF COMMUNITIES

APRIL 2018

57 The Local Democracy and Boundary Commission for Wales Hastings House Fitzalan Court CARDIFF CF24 0BL Tel Number: (029) 2046 4819 Fax Number: (029) 2046 4823 E-mail: [email protected] www.ldbc.gov.wales

58 FOREWORD

This updated guidance has been produced by the Commission at the request of the Cabinet Secretary for Finance and Local Government to support greater consistency in the manner in which community reviews are conducted.

There are two audiences in mind in the drafting of this document. Primarily this is a guide for principal council officers in the conduct of a review of their communities. It has also been drafted to inform interested parties, in particular the town and community councils of Wales, as to how the process should operate. It will demonstrate how, through their engagement in a review, they can influence the review to ensure that the boundaries of their community council reflect how their community operates on the ground and that the representation of their constituents is appropriate.

In the Reforming Local Government: Resilient and Renewed White Paper the Cabinet Secretary for Finance and Local Government confirmed the commissioning of a comprehensive review of the community and town council sector. While there may be implications for community council arrangements, the Commission understands the review will take around a year, reporting in the summer of 2018 and and any changes following the review will be implemented following this after due consideration.

This guidance is therefore an important document for officers of principal councils and interested parties in the intervening period.

The Commission welcomes correspondence in Welsh and English. Mae’r ddogfen hon ar gael yn y Gymraeg.

59 LOCAL DEMOCRACY AND BOUNDARY COMMISSION FOR WALES

GUIDANCE FOR PRINCIPAL COUNCILS ON THE REVIEW OF COMMUNITIES

Chapter Title Paragraph Page 1. Introduction 1.1 1 Communities 1.2 1 Community Reviews 1.4 1

2. Community Review Best Practice 2.1 2 Guide Review Planning and Commencement 2.4 2 Not Conducting a Review 2.8 3 Conducting a Review - Preparation 2.11 3 Terms of Reference 2.12 4 Council Size Policy 2.18 5 Amalgamation and Grouping of Communities 2.22 5 The Initial Consultation 2.28 6 Identifying Potential Changes 2.31 7 Changes to Community Boundaries 2.33 7 Changes to Community Electoral Arrangements 2.34 7 Consequential Changes of any Proposal 2.37 8 Complex or Challenging Areas 2.38 8 Draft Proposals 2.39 8 Final Proposals 2.46 9

3. The Commission’s Role 3.1 10 Community Electoral Arrangements 3.5 11

APPENDIX 1 Community Review Process – Best Practice APPENDIX 2 Glossary of Terms

The Local Democracy and Boundary Commission for Wales Hastings House Fitzalan Court CARDIFF CF24 0BL Tel Number: (029) 2046 4819 Fax Number: (029) 2046 4823 E-mail: [email protected] www.ldbc.gov.wales

60 COMMUNITY REVIEW GUIDANCE

1. INTRODUCTION

1.1 This new and updated Community Review Guidance document has been produced to assist and help to ensure consistency in the conduct of Community Reviews by principal councils. It has been produced to explain the statutory processes that should be followed, reflects best practice developed by councils over time and, the considerations a council may wish to consider in the course of conducting a review.

Communities

1.2 There can be some confusion over what is meant by the word community. It means different things to different people. Some may consider it to be the street in which they live, others a more broad village area, others much larger areas. All of these are entirely accurate and reflect the lives of people and the differences and similarities of places where we live, work and interact. However, in Wales there is an additional and more technical meaning.

1.3 For the purposes of this guidance, a community is the unit of local government that lies below the level of the principal council (a county or county borough). Community areas cover the whole of Wales, so wherever you live you will be in a community. Many, but not all, of the community areas have an elected council that provides services to their particular community area. Most councils of community areas are known as community councils but some communities have the status of a town and are known as town councils. Where a community has a community or town council it may be divided for community electoral purposes into community wards.

Community Reviews

1.4 From time to time, because of developments or shifts of population, there may be a need to make changes to the community areas. Such changes may involve changes to the boundary of the community and, where a community council exists, changes to the community council electoral arrangements. The legislation that covers community reviews is the Local Government (Democracy) (Wales) Act 2013 (the Act).

1.5 Under the Act the Local Democracy and Boundary Commission for Wales (the Commission) has a general duty to monitor arrangements for local government across Wales. Each principal council however has a duty to monitor the communities in its area and, where appropriate, the electoral arrangements of such communities for the purposes of considering whether to make or recommend changes. These changes are brought about by means of a community review. Both the Commission and the principal councils, when carrying out their duties, are required by the Act to seek to ensure effective and convenient local government. A community review conducted by the council is bought into effect by an Order by the Commission.

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1.6 The Statutory process for conducting a community review is set out in Sections 23, 25, 31 and 33 – 36 of the Act. These set out the basic criteria for conducting a review, the appropriate considerations and the procedure.

1.7 When conducting a community review the Commission’s guidance proposes for principal councils to conduct a community review in accordance with both Section 25 – Review of community boundaries by principal council – and Section 31 – Review of electoral arrangements for community by principal council – combined. Whilst two separate processes in the Act, we do not believe it is appropriate to consider the boundaries of communities without, simultaneously, considering their internal electoral arrangements, where appropriate. All references to community reviews in this guidance document should be viewed in this light.

2. COMMUNITY REVIEW BEST PRACTICE GUIDE

2.1 Over the course of conducting community reviews since the Local Government Act 1972, a process of best practice has evolved over time. This is not to say that every council across Wales has utilised this best practice but many do, and this has been published in handbooks published by the Association of Electoral Administrators.

2.2 When conducting a community review a principal council should also consider its other statutory obligations related to the review. For example obligations under the Wellbeing of Future Generations Act 2015, Welsh Language Standards and the Equality Act 2010, will all influence and inform the conduct and decisions made during the course of a community review.

2.3 In this guidance document the Commission will set out both the statutory and best practices of councils who have conducted community reviews in Wales. As an aid the Commission has produced a flow chart at Appendix 1 that sets out the best practice process.

Review Planning and Commencement

2.4 There are three key ways in which a community review is precipitated:

1. In preparation for the programme of Commission electoral reviews; 2. A request for a review from a Community or Town council or a Community Meeting (where no council exists); and, 3. A Ministerial Direction.

2.5 Principal councils have a duty to report to the Commission on their community arrangements every ten years. The Commission is also required to conduct electoral reviews of principal councils every ten years. In the publication of the Commission’s programme, we provide an indicative timetable of when a principal council may wish to consider conducting a community review. Ideally a community review should precede an electoral review, as the community and community wards are utilised as the primary building blocks for the electoral

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wards. Whilst there is now power for the Commission to make changes to community and community wards as a consequence of proposing electoral wards, the Commission is of the view that, in general, such changes would best be made during a community review.

2.6 If a principal council receives a request from a town or community council, or receives a request from 30 or more members of the public who organise a community meeting in an area, it may also consider whether it is appropriate to conduct a review in a specific area or for the whole county. If the Council considers that it does wish to conduct a review, it should consult with the Commission to ensure that they have sufficient time to make an Order and that it would not have an adverse impact on the work the Commission has programmed.

2.7 If a principal council is Directed to conduct a review by Welsh Ministers it should do so in accordance with that Direction, utilising this guidance where applicable. A Ministerial Direction will have been consulted on and the representations of the principal council and the Commission will have been considered in the creation of the final Direction.

Not conducting a Review

2.8 It is the expectation of the legislation that a council conducts a community review every ten years. If a principal council has decided it will not conduct a community review it needs to communicate the reasons for not conducting a review clearly to the Commission, mandatory stakeholders and any interested parties. A report should be submitted to the Commission setting out the process it has gone through, the considerations and reasoning behind not conducting a review.

2.9 The Commission may, after reviewing the evidence and existing arrangements, not concur with the council’s conclusions and challenge them on their decision. It is possible that the Commission could conduct its own review and charge the council for conducting the review. If the Commission does conduct a review, recommendations will be submitted to Welsh Ministers who would then make an Order.

2.10 It is for this reason that it is essential that the council engages and communicates with the Commission at the earliest opportunity to discuss a potential review.

Conducting a Review – Preparation

2.11 Once a council has decided it will conduct a community review there are three streams of activity: Preparation of Terms of Reference (ToR), research into the existing arrangements and the activities for the Council / Scrutiny committee overseeing the review for the council.

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Terms of Reference

2.12 Whilst not a requirement of the Act, it has become common practice for principal councils to develop, consult on and then publish ToR for a community review.

2.13 The ToR should establish the timetable and procedures, provide guidance and set out the issues that will be considered during the course of the review. Provision of a ToR allows the Council to ensure that they are seen to be following a set procedure and appropriate considerations for a review and allows interested parties to understand how to effectively engage in the review. It also provides the Commission with information as to whether the council has appropriately conducted the review under the terms of the Act and has met their own expectations when submitting proposals to the Commission.

2.14 Examples of provisions within a ToR to be considered by a principal council are, but not limited to: • An indicative timetable for the review • The procedures the council will follow • Considerations during the review o Non-Statutory: . Suitability of existing boundaries . Recognition of rural / urban divides . A Council Size Policy (see 2.18 below) . The Commission’s proposed council size aim at the next electoral review. . Grouping of communities . Amalgamation of communities o Statutory: . Easily identifiable boundaries . Not breaking community ties . Whether a community or town be warded (or de-warded) . If warded, the number of councillors per ward. . Naming of communities and/or their wards. o Consequential arrangements of any changes proposed 2.15 The principal council may wish to informally consult with the Commission or colleagues from other principal councils in the drafting of the ToR. The principal council may also wish to consult with the Welsh Language Commissioner when considering Welsh language community or community ward names as part of the community review process.

2.16 Once a draft ToR has been agreed by the relevant council authority, it is good practice to consult on this draft in order to ascertain the views of interested parties. This should be provided, at a minimum, to the mandatory consultees1 and should last for 6 to 12 weeks.

1 “mandatory consultees” are set out in Section 34(3) of the Act : any local authority affected by the review; the police and crime commissioners for the area; the Commission; any organisation representing the staff employed by local authorities which has asked to be consulted; and, such persons that may be specified by order made by Welsh Ministers.

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2.17 Once the consultation has ended, the representations received should be considered and a final ToR be produced for approval by the principal council. Once the ToR is approved, the Council will be in a position to begin the review.

Council Size Policy

2.18 Whilst not a requirement of the Act, it has become common practice for principal councils to develop, consult on and then publish a Council Size Policy. This is ordinarily included within a ToR.

2.19 The Council Size Policy creates a mechanism to determine, for the principal area’s community and town councils, the appropriate number of community councillors for a given town or community based on the electorate of the community or town council. It should ensure that representation on a community or town council is, as far as is practicable, the same across all the community councils within the principal area.

2.20 Issues a council may wish to consider when developing a council size model are: • An approximate councillor allocation per electorate • Provision of an overall minimum and maximum number of community councillors for a community council. Historically the minimum number of councillors for a community council has been 7, but some councils have used 6. The largest community council in Wales at present is 24. The maximum size may be dependent on the factors below. • What are the existing community council sizes • The scale of the activity of the community councils in a principal council area. • The geography of the principal council area • How sparsely or densely populated a principal council area is; or is it mixed.

2.21 Each principal council should determine its own policy, based on its own considerations. It may be that it wishes to discuss the modelling with the Commission or other principal councils.

Amalgamation and Grouping of Communities

2.22 A principal council may receive a request from a group of communities which wishes to conduct their business together, allowing for cost savings or increased capacity to expand on its services or functions.

2.23 Alternatively, a principal council may take the view that in certain areas, or more widely across their principal area, they wish to delegate functions to the communities or towns within their jurisdiction. In doing so they may require communities or towns to be of a certain specific size, whether geographically or in terms of electorate, where there is sufficient capacity to discharge these duties.

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2.24 In such circumstances consideration may be given to either grouping or amalgamating the existing community or town councils to provide that capacity.

2.25 Where a principal council wishes to apply such a model across its principal area it should consider setting out a Community Amalgamation / Grouping Policy. This policy should set out maximum and minimum sizes of the groups and any factors it is taking into consideration when creating group communities.

Amalgamation

2.26 The amalgamation of communities would be the joining of two or more existing communities together to form one, new, larger community. The existing community councils are dissolved and a new separate community area and council are established. Consideration, as with all communities, should be given to the warding of that new community. The Commission would expect the wards of the new community to, at least, reflect the former communities that have been amalgamated.

Grouping

2.27 A principal council may group two or more communities together to form a new, group community council. However, unlike an amalgamation of communities, each community council (and community ward where appropriate) being grouped will continue to have separate representation on the new, grouped community council. For more information on group communities please see the Local Government (Wales) Measure 2011, Part 7, Chapter 2.

The Initial Consultation

2.28 The Act sets out the procedure for a review in Chapter 4. Specifically, in Section 35(1) of the Act it stipulates that the reviewing body must consult the mandatory consultees and conduct such investigations as it thinks appropriate.

2.29 The Act does not stipulate how long this consultation should be. It is considered best practice to allow 12 weeks for such a consultation. This should allow interested parties, particularly the town and community councils to consider their arrangements and make representations to the principal council.

2.30 It is during this period that a council should consider the views of those who make representations but should also consider all of their current arrangements and whether they are appropriate or not. A change does not have to be precipitated by representations as long as the council is acting within its prescribed policies (as set out in the ToR) and the confines of the Act.

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Identifying Potential Changes

2.31 In order to discharge its duties under the Act, the principal council should maintain a mechanism to identify potential changes. This may be achieved by a combination of periodic consultation with the community councils and ongoing consideration of community boundaries and electoral arrangements when considering issues such as planning (including the preparation of development plans) and electoral administration.

2.32 During the initial consultation period officers responsible for the review should consider each community area boundary and if they are still appropriate. Examples of common issues that can arise are (but not limited to): new developments or extensions of existing developments straddling communities; anomalies not identified in previous reviews (for example, golf courses split across two communities or areas where a small road or cul-de-sac is ‘split off’ from the rest of their community); and, changes to water courses or farms.

Changes to Community Boundaries (Section 25)

2.33 Changes may be proposed to community boundaries. Proposed new boundaries should wherever possible follow features that can be identified both on detailed maps and on the ground. Proposals may also be made to abolish a community, constitute a new community, amalgamating communities or establishing or adding to a group community.

Changes to Community Electoral Arrangements (Section 31)

2.34 Changes may be proposed to the electoral arrangements of a community2. In making proposals for changes to community electoral arrangements regard is to be had to any change in the number and distribution of local government electors of the community which is likely to take place within the period of five years immediately following any recommendations. The Act also requires account to be taken of any discrepancy between the number of local government electors and number of persons that are eligible to be local government electors (as indicated by relevant official statistics). Such proposals should take into account the Council Size Policy.

2.35 Where community area has, or will have, a community or town council, consideration should be made to whether it should be warded. In considering whether a community should be divided into community wards, regard should be had to whether the number or distribution of the local government electors for the community is such as to make a single election of community councillors impractical or inconvenient and whether it is desirable that any area of the community should be separately represented on the community council.

2 The electoral arrangements of a community are defined in the Act as: (a) the number of members of the council for the community; (b) its division into wards (if appropriate) for the purposes of the election of councillors; (c) the number and boundaries of any wards; (d) the number of members to be elected for any ward; (e) the name of any ward.

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Regard is also to be had to the desirability of fixing boundaries which are and will remain easily identifiable and any local ties which will be broken by the fixing of any particular boundaries.

2.36 Where a community council is already warded those ward boundaries should be considered in the same way as changes to community boundaries, taking into account the potential changes identified (see 2.31) and the ToR. Where making changes to the wards, account should be taken to the consequential representation of the wards within the community.

Consequential Changes of any Proposals

2.37 When proposing changes to communities and their wards, the principal council needs to consider consequential changes that may need to be made to the electoral arrangements of the principal area3. The communities and their wards are the building blocks of electoral wards. Where a change is proposed to one of these ‘shared’ boundaries it is normal practice to also propose a consequential change to the arrangements for a principal council electoral ward. Ordinarily, if a minor change is proposed consideration will be limited to a simple shift of the boundary. However, if significant changes are made the council will need to consider the appropriate consequential arrangements, including the creation of new electoral wards and the number of members representing the new or significantly changed wards. These should be proposed at the same time as any change to communities and their wards, if appropriate.

Complex or Challenging Areas

2.38 On occasion difficult decisions may have to be confronted by officers and the principal council where arrangements, although popular with local residents, may not be appropriate. In these areas innovative solutions may need to be sought. Alternatively, it may be necessary to make a robust evidence based case in making proposals that are most appropriate for an area in the face of strong or considerable opposition. The Commission will endeavour to provide any informal advice it can in these instances or offer differing options for the Council to consider. Decision making in these areas needs to be clear and evidence based.

Draft Proposals

2.39 Once the initial consultation has completed, the representations received should be considered with the changes identified by the officers and a report should be produced for the approval of the principal council. Once approved the council should prepare a draft proposals report for publication and consultation.

3 The electoral arrangements of a principal area are defined in the Act as: (a) the number of members of the council for the principal area, (b) the number, type and boundaries of the electoral wards into which the principal area is for the time being divided for the purpose of the election of members, (c) the number of members to be elected for any electoral ward in the principal area, and (d) the name of any electoral ward.

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2.40 The Draft Proposals Report must contain details of the review and any proposals for change that the principal council considers appropriate or, if it does not consider any change appropriate, a proposal to that effect. The draft proposals are published in order to ensure adequate consultation in accordance with Chapter 4 of the Act.

2.41 Notice must be given of the consultation one week before it commences. The notification can be by means of letter and email, notices placed on principal council and community council notice-boards, the principal council and community council websites, social media and by any other means that the principal council considers appropriate. It is good practice for the notification to include details of the draft proposals and maps (or details of how and where to access maps) and would ask the community councils and all interested parties, including the general public, to make comments on the draft proposals.

2.42 A period of 12 weeks is normally allowed for consultation4 on the draft proposals. The Draft Proposals Report must be published electronically and must be available for inspection (without charge) at the offices of the principal council for the duration of the period for representations. The report must also be sent to Welsh Ministers and mandatory consultees and all others who responded at the preliminary stage must be informed how to obtain a copy of the report.

2.43 In addition, some principal councils have undertaken road shows, meeting each community in their area discussing the proposals and encouraging representations which support or oppose proposals, or offer alternative suggestions.

2.44 As noted at paragraph 2.38, on occasion difficult decisions may have to be confronted by officers and the principal council where arrangements, although popular with local residents, may not be appropriate. Decision making in these areas needs to be clear and evidence based. If the status quo is maintained the evidence for the decisions made must be robust when providing its report to the Commission.

2.45 At the end of the consultation period the comments on the draft proposals and all evidence collected to that point is considered and final proposals drawn up. The final proposals are then adopted by the principal council by means of the appropriate mechanism.

Final Proposals

2.46 The report of the review (known as the Final Proposals Report) must contain any proposals for change that the principal council considers appropriate or, if it does not consider any change appropriate, a proposal to that effect. The report must also contain details of the review and the consultation carried out on

4 The Act states that the period for representations should be a period of not less than 6, nor more than 12, weeks beginning no earlier than one week after the notice period is given.

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proposals and details of any changes to the proposals made in the light of representations received and an explanation of why those changes have been made.

2.47 The Final Proposals Report is submitted to the Commission. The principal council should also publish the final proposals in the same way as the draft proposals (see 2.42 and 2.43 above). The Final Proposals Report must be made available for inspection (without charge) at the offices of the principal council for at least 6 weeks following publication. A copy of the Final Proposals Report must be sent to the mandatory consultees, Ordnance Survey and the Welsh Ministers and all others who responded at the earlier stages must be informed how to obtain a copy of the report.

3. THE COMMISSION’S ROLE

3.1 Where the principal council has carried out a Community Review and has submitted its report containing its final proposals (including consequential changes to principal council electoral arrangements) to the Commission, the Commission, after a period of 6 weeks, will consider the proposals and may make an Order implementing the proposals. During this six week period the Commission may accept representations on the councils proposals for its consideration.

3.2 On receipt of the proposals the Commission will request for copies of information pertinent to the review to satisfy that the council has conducted the review in accordance with Part 3 of the Act. This will include, but not restricted to, copies of every representation received, the reports to the relevant scrutiny committee and full council and the minutes of those meetings.

3.3 Once satisfied the correct process has been undertaken, it will consider the details of the proposals made to the Commission. The Commission may implement the proposals of the principal council without change or, with the agreement of the principal council, may make changes to the proposals. Where the proposals contain changes to the electoral arrangements of the principal council the Commission must first seek the consent of Welsh Ministers before making the Order.

3.4 Under certain circumstances the Commission may decide to conduct its own review. These circumstances are where the Commission is unable to agree changes to the proposals with the principal council or it does not consider it appropriate to implement any of the changes proposed by the principal council or it considers that the review has been defective in some way. Where the Commission conducts a community review it makes its proposals to the Welsh Ministers who may make an Order implementing them. It is hoped that by maintaining an open relationship between the Commission and principal council, where the Commission is kept informed throughout a review, that such circumstances can be avoided.

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Community Electoral Arrangements

3.5 Where the principal council has made a report proposing changes to a community boundary and its community electoral arrangements the Commission will make an Order implementing all of the changes in one Order. Where, as a result of the changes, the proposal also includes consequential changes to the principal council electoral arrangements, the Commission will also seek the consent of Welsh Ministers before making the Order. This simplifies the Order making process, reduces the burden on the principal council and allows changes to happen in one place.

3.6 Where the principal council has made a report proposing changes to community electoral arrangements but not to the external community boundary of a community then, after a period of six weeks, the principal council may make an Order implementing the changes. Where, as a result of changes to the community electoral arrangements, the council makes proposals for consequential changes to the principal council electoral arrangements, the council must first seek the consent of Welsh Ministers before making the Order.

3.7 The Commission requests that an Order be prepared after six weeks but is not made in Council until after the Commission has completed its work and is preparing its own Order, or the Welsh Government is preparing an Order. The Commission is of the view that it would not be appropriate to make changes to community electoral arrangements before the Commission has completed its duties.

3.8 Any Order made by the principal council needs to be sent to Welsh Government, Ordnance Survey, the Commission and any body affected by the changes.

3.9 The changes made in the Orders by the Commission, principal council and Welsh Government will ordinarily come into force and the first ordinary council election following the date the Order is made.

71 Page. 11 APPENDIX 1 Community Review Process – Best Practice

Commission’s Community Ministerial Direction timetable for Council or electoral reviews Community Meeting request Principal Council gathers evidence

Principal Council considers

Inform N N Report to Review? interested Commission parties

Y

Review preparation PRELIMINARY and investigation

Develop draft Terms Develop Council of Reference (ToR) Size Policy

Publish complete draft ToR and start consultation on ToR

6-12 weeks

Consider comments and prepare final ToR

Publish ToR and start initial consultation for the review

6-12 weeks

- 721 - APPENDIX 1

DRAFT PROPOSALS Consider potential changes identified and all comments and prepare draft proposals

Publish draft proposals and start consultation

6-12 weeks

FINAL PROPOSALS Consider all comments and prepare final proposals

Final proposals agreed by Council

Submit final Public Notice Council Order for proposals to Issued community boundary Commission and electoral and publish arrangements changes prepared but not made 6 weeks

Commission considers proposals

- 732 - APPENDIX 1 FINAL STEPS

Commission considers proposals

N Commission Agree? proposes change(s)

Y

Principal Council considers change(s)

Agree? Y Alternative N

Commission Commission prepares Order undertakes review

Commission receives Commission completes Ministerial consent on statutory processes and consequential submits changes recommendations to (if necessary) Welsh Government

6 weeks

Commission Welsh makes Order Government makes Order

Council makes their Order

- 743 - APPENDIX 2 APPENDIX 2 – GLOSSARY OF TERMS

Commission The Local Democracy and Boundary Commission for Wales.

Community (area) The unit of local government that lies below the level of the principal council

Community An elected council that provides services to their particular community area. A Council community council may be divided for community electoral purposes into community wards.

Community / Town An area within a community council created for community electoral purposes. ward

Directions Directions issued by Welsh Ministers under Section 48 of the Act.

Electoral wards The areas into which principal areas are divided for the purpose of electing county councillors, previously referred to as electoral divisions.

Electoral review A review in which the Commission considers the electoral arrangements for a principal council.

Electorate The number of persons registered to vote in a local government area.

Interested party Person or body who has an interest in the outcome of a community review such as a community council, local MP or AM or political party.

Order Order made by an implementing body, giving effect to proposals made by the principal council or the Commission.

Principal area The area governed by a principal council: in Wales a county or county borough

Principal council The single tier organ of local government, responsible for all or almost all local government functions within its area. A county or county borough council.

Projected The five-year forecast of the electorate electorate

The Act The Local Government (Democracy) (Wales) Act 2013

Town Council A community council with the status of a town are known as town councils. A town council may be divided for community electoral purposes into wards.

- 751 - APPENDIX 17

Review of the Community and Town Council Sector

http://gov.wales/topics/localgovernment/communitytowncouncils/review-of-community-town- council-sector/?lang=en An Independent Review Panel has been set up to consider the future role of Community and Town Councils.

The review will:

• explore the potential role of local government below Local Authority councils, drawing on best practice

• define the most appropriate model(s)/structure(s) to deliver this role

• consider how these models and structures should be applied across Wales. This will include consideration of any situations in which they would not be necessary or appropriate. Get involved!

Tweet using #CTCReview. Submit your views by completing this short survey (external link) or contact the panel directly by email: [email protected].

The review will take around a year.

The Panel will be hosting other opportunities to engage and the website will be updated once confirmed.

The Panel are keen to hear all views – from Community and Town Councils themselves, from the communities they serve, from the people they work with, from areas that have councils and areas that don’t. They want your thoughts on: 1. What should Community and Town Councils be responsible for? 2. How should they operate? 3. What’s standing in their way to deliver for the local community? 4. How do councils ensure they best represent their local community?

http://www.smartsurvey.co.uk/s/DGMA8/

76 Clerks Report October 2017 Appendix 18

AGENDA ITEM 10 – Staffing

Staffing To receive an update on any staffing issues since the last meeting.

Caretaker

After battling cancer Cath Ward, our Cleaner, passed away in hospital last month. Staff and Chair attended her funeral on Monday 2 October. Family requested no flower but any donations to Venlindre Cancer Care would be gratefully received.

Summer Labourer

Andrew Griffiths’ six month contract ends at the end of October 2017.

1 SEPTEMBER 2017

77 APPENDIX 19

(2017)36

Minutes for the Llys y Cwm Committee Meeting of Llantrisant Community Council held at Caerlan Hall, Llantrisant on 20 September, 2017 at 1.30pm

Present:

Cllr A Matheson (In the Chair) Cllr J Barton Cllr R Hunt Cllr L Mills-Phillips Cllr A Moss Cllr D Nicholas Cllr V Nicholas Cllr K WIlliams

Also present: Lowri Bell, Support Officer and Nia Parry, Deputy Manager South East Region, Mudiad Ysgolion Meithrin Clerk - Catherine Craven

1 To elect the Chair Resolved: Councillor A Matheson was appointed Chair to the Llys y Cwm Committee 2 Apologies Apologies were received from Councillors S Trask Members noted the apology. 3 Declarations of Interest Cllr J Barton “I am the Chair of Governors at YGG Castellau” Cllr D Nicholas “I am a Governor at YGG Castellau” 4 The Chair welcomed Nia Parry and Lowri Bell from Mudiad Ysgolion Meithrin. The meeting had been called to address the arrears accrued by the Cylch Meirthin Beddau for rent due at the Council’s Llys y Cwm hall. Nia Parry gave the Council an update on the current position of Cylch Beddau. Morning sessions have been suspended as numbers are too low to sustain staffing levels required. Cylch Beddau continue to provide an afternoon wrap-around session for children at YGG Castellau. Lowri and Nia are working with the Cylch to ensure staffing levels meet the needs of those using the service and its financial position has yet to be confirmed. The Council is concerned that such a vital service that supports Welsh language in the local area need to be operationally viable and well managed.

Agreed: that a further meeting has been arranged for Wednesday 18 October, 2017, 3.30pm at Llys y Cwm at which Mudiad Ysgolion Meithrin will set out how Cylch Meithrin Beddau proposes to clear the arrears accrued and how it will operate in both the short and medium term.

Signed……………………………………. Date…………………………………….

78