Appendiix Ai

Minutes for the Annual Meeting of Community Council held at Caerlan Hall, Llantrisant on 14 May 2019 at 6.30pm

Present: Councillors A Matheson (Chair) J Barton T Crutcher M Davies R Hunt S Powell D Nicholas V Nicholas A Robinson S Trask P Williams

Also present: Catherine Craven, Clerk and Alison Jenkins, RFO.

Before the meeting began the RFO was presented with her CiLCA certificate and congratulated on her achievement. Cllr Matheson thanked Council for their support during his year as Chair. The Chair was thanked for his work.

1 To elect the Chair of the Council and to receive the Chair’s Declaration of Acceptance of Office. Resolved: that Councillor Stephen Powell was elected as Chair and a Declaration of Acceptance of Office was signed before the Clerk. 2 To elect the Vice Chair of the Council and to receive the Vice Chair’s Declaration of Acceptance of Office. Resolved: that Councillor David Nicholas was elected as Vice Chair and a Declaration of Acceptance of Office was signed before the Clerk. 3 Apologies Received from Councillors B Farr and K Williams. Apologies were noted Dispensation for Councillor K Williams was agreed due to on-going health problems. Not Present: Councillor J Woodington. 4 Declarations of Interest There were no declarations of interest in line with the code of conduct. 5 To review Committee Structures and to appoint members to serve on the Council Committees. Time was taken to work through each committee membership. Resolved: that the committee membership was confirmed as:

1 Committee 2019/20 ALLOTMENTS Cllr B Farr (Chair, Vice Chair + 4) Cllr M Davies Cllr A Matheson Cllr D Nicholas Cllr V Nicholas Cllr S Powell (Chair) CAERLAN HALL Cllr A Crutcher (Chair, Vice Chair + 4) Cllr B Farr Cllr A Matheson (Chair) Cllr D Nicholas Cllr S Powell Cllr A Robinson COMMUNICATIONS and Cllr J Barton Well-being Cllr A Crutcher (Chair) (Chair, Vice Chair + 5) Cllr M Davies Cllr A Matheson Cllr D Nicholas Cllr S Powell Cllr S Trask COMMUNITY PLANNING Cllr J Barton (Chair, Vice Chair + 4) Cllr M Davies (Chair) Cllr A Matheson Cllr D Nicholas Cllr S Powell Cllr P Williams EVENTS Cllr J Barton (Chair) (Chair, Vice Chair + 5) Cllr A Crutcher Cllr D Nicholas Cllr S Powell Cllr A Robinson Cllr S Trask Cllr P Williams GRIEVENCE : Cllr M Davies (3 - not on staffing committee) Cllr B Farr (Chair) Cllr P Williams APPEALS: Cllr R Hunt (Chair) (3 - not on staffing or grievance committees) Cllr S Trask Cllr J Woodington HEALTH & SAFETY (Chair, Vice Chair + 4) Cllr A Crutcher Cllr A Matheson Cllr D Nicholas Cllr S Powell Cllr S Trask (Chair) Cllr P Williams LLYS Y CWM HALL (Chair, Vice Chair + 4) Cllr J Barton Cllr M Davies (Chair) Cllr R Hunt Cllr A Matheson Cllr V Nicholas Cllr K Williams SCRUTINY Cllr J Barton (Chair, Vice Chair + 4) Cllr A Crutcher Cllr R Hunt (Chair) Cllr A Matheson Cllr D Nicholas Cllr S Powell Cllr A Robinson

2 STAFFING Cllr J Barton (Chair, Vice Chair + 4) Cllr A Crutcher Cllr V Nicholas (Chair) Cllr S Powell Cllr A Robinson

6 To review the appoint representatives Resolved: that the appointed representatives would remain as set. Llantrisant Town Trust: Cllrs. A Matheson, D Nicholas and R Hunt; One Voice Wales: Cllrs.. A Matheson and D Nicholas; Community Liaison Committee: Cllrs S Powell and D Nicholas; BATCL: Cllrs. V Nicolas and M Davies Destination Management RCTCBC: Cllrs S Powell and D Nicholas; Governor YGG : Cllr D Nicholas Governor Gwaunmeisgyn Primary: Cllr S Trask Governor Tonysguboriau Primary: Cllr A Matheson Governor Llantrisant Primary: J Gilmore Governor Penygawsi Primary: Cllr T Crutcher Governor Llwyn Crwn Primary: Cllr V Nicholas 7 To fix the dates and times of ordinary meetings of the Council and Committees for the ensuing year. Resolved: that these be tabled for agreement at the June meeting. 8 i)To confirm that the accounting statements on the Annual Return 2018/19. The RFO highlighted the accounting statements on the Annual Return and in particular explained the correction to the balance in the bank figures. Resolved: that the Chair initialled the correction and signed the annual return to confirm the accounting statements. ii)To complete the Annual Governance Statement on the Annual Return 2018/19. Members attention was drawn to each of the statements before the Chair signed the annual return to agree to the Governance Statements. Resolved: that the Chair signed the annual return to confirm the governance statements. 9 To receive and acknowledge the Internal Auditors report for the financial year ended 31st March 2019. Office staff were thanked for their work and members were pleased to read the positive report in which the comment ‘continued high quality of records maintained which we categorised as exemplary’ was recorded. There were no recommendations made by the Internal Auditor. Resolved: that the Internal Auditors Report was noted. 10 To confirm the appointment of the Internal Auditor for 2019/20. Resolved: that Auditing Solutions Ltd are appointed as Internal Auditor for the 2019/20 financial year. 11 To confirm the banking arrangements for the Council. Resolved: That the banking arrangements are 1) Current account are with Unity Trust. 2) All Councillors are registered signatories. 3) All Councillors have the option to register for internet banking. 4) Office staff may access the internet banking but cannot authorise payments and are not signatories. 5) Council reserves are held with CCLA Public Sector Deposit Account and Unity Trust Reserve account. 6) Both office staff have a Barclaycard Credit Card with a combined limit of £3,000.

3 7) £150 petty cash is held in the office safe. 8) The precept and VAT repayments are paid into the current account and it was noted more hall hirers are also paying their invoices directly into the current account. 9) Council holds the following standing orders / direct debits Standing Orders: Xinn (web hosting) Direct Debits: Plusnet (phone line and broad band Office and Llys y Cwm, UK Fuels (fuel card), Allpay Limited (Garage Rent), RCT (rates both halls), EE (youth mobile contract), SSE, (Gas and Electric and Caerlan and Llys y Cwm, electric at container) Toshiba Tec (photocopier contract and copy charges), ICO (information commissioner registration).Dwr Cymru Welsh Water, (both halls and 4 allotments), Canon Hygiene (sanitary disposal, nappy bins and mats both halls) Emex (alarm maintenance and monitoring 2 halls and container).

12 To note the draft minutes and any recommendations from the Scrutiny Committee Meeting held on the 1 May. Members attention was drawn to the list of policies, including Standing Orders and Financial Regulations which had been reviewed by the Scrutiny Committee. Resolved: That the recommendations of the scrutiny committee regarding acceptance of policies and allocation of the watering contract be confirmed.

The meeting ended at 7.00pm

4 Appendix Aii

Minutes for the Monthly Meeting of Llantrisant Community Council held at Caerlan Hall, Llantrisant on 14th May 2019 at 7:00pm

Present: Councillors S Powell (Chair) J Barton T Crutcher M Davies A Matheson D Nicholas V Nicholas A Robinson S Trask P Williams

Also present: Clerk: Catherine Craven. 1 Apologies Received from Councillors B Farr, R Hunt, K Williams. Apologies were noted. Dispensation for Councillor K Williams was agreed due to on-going health problems. Not Present: Councillor J Woodington 2 Declarations of Interest Cllr S Powell declared an interest in relation to agenda item 6 “Member of RCTCBC Planning Committee” Sue Hadlow and Rita Real, Ambassadors for Bosom Pals, came to talk to the Council about their special event to celebrate its eleventh year. Pontyclun Bosom Pals offers supports to cancer patients and their families through surgery, treatment and beyond in the local area. In recognition of the valuable service this group provides the Council is proud to provide financial assistance to Pontyclun Bosom Pals through its annual grant scheme. The event on the 14th September at Y Pant School will be free of charge and there will be lots to see and do throughout the day. The Council agreed in principle to support the event and all Members are invited to attend. The Council will support through sharing the promotional material, once published, through its social media platforms and in its noticeboards. 3 Minutes To confirm and sign the minutes of the Monthly Meeting held on the 9 April 2019 Resolved: that the minutes of the Monthly Meeting held on the 9 April 2019 were confirmed and were duly signed by the Chair as a true record. 4 Action Table To note the Clerks report on actions from the meeting on the 9 April 2019 Action 162 – Councillor J Barton reported bins have been installed and are well used. Action 139 – The Clerk reported the faulty CCTV camera had been returned to WCCTV and had reported ‘The work has been completed on this particular camera and a 'dial in' request has been issued today in order for the camera to be checked before dispatch. We would then normally dispatch the camera within 24 hours’. Action 110 – Llantrisant Ward Members to arrange a meeting to move progress on Dan Caerlan. Resolved: that the actions were noted.

5 5 Finance i) To receive and adopt the accounts for payment for May 2019. d/d / bacs/ s/o / £ VAT chq Plusnet 15.04.19 Broadband/Landline 48.76 s d/d Xinn Ltd 10.05.19 Web Provision 10.00 z s/o Barclaycard drill bits, toilet roll, ROW book 151.01 - bacs AD Computers 14.05.19 computer maintenance & repairs 175.00 z bacs Toshiba 29.04.19 Quarterly contract 536.53 s d/d EE 13.05.19 Youth mobile 14.78 s d/d Auditing Solutions 14.05.19 Internal Audit - end of year 402.00 s bacs Viking Direct 14.05.19 Stationery order 58.22 s bacs HMRC 14.05.19 NI and Tax (April) 1419.18 z bacs Wages 15.04.19 Pay (April ) 5873.05 z bacs Pensions 14.05.19 Pensions (April ) 2053.43 z bacs Plusnet Broadband/Phoneline - Llys y Cwm 23.99 s d/d RCTCBC 15.05.19 Rates - Llys y Cwm 174.00 z d/d RCTCBC 15.05.19 Rates - Caerlan 473.00 z d/d Emex 25.05.19 Alarm Monitoring & Maintenance 126.00 s d/d Drainmaster 14.05.19 jetting drain Llys y Cwm 144.00 s bacs SSE 02.05.19 Electricity Caerlan 56.59 f d/d SSE 02.05.19 Gas - Caerlan 167.68 d/d Canon hygiene 20.04.19 Annual mats, sanitary & nappy bins 646.66 s d/d Canon hygiene 20.04.19 Annual mats, sanitary & nappy bins 654.14 s d/d Leekes 14.05.19 Plywood for outside area stage 35.69 s bacs WCCTV 14.05.19 CCTV -Tynant 7800.00 z bacs Litter Free B & T 14.05.19 Grant for litter pickers 400.00 z bacs Trivalis 20.05.19 Garage Rent 31.93 s d/d UK Fuels 08.05.19 Diesel 92.61 s d/d Hollybush Tyres 14.05.19 2 new tyres 132.00 s 338 TOTAL 21568.25 Egan Waste 14.05.19 Empty Council Skip 228.00 s bacs Copyprint 14.05.19 &Tynant booklet 270.00 z bacs Jason Akers 14.05.19 Mileage (April) 34.02 z bacs Cwm Rhondda Waste 14.05.19 Skip (Penycoedcae) 250.00 s bacs

Total 22350.27 Resolved: that the May accounts for payment as listed were approved. On-line payments to be authorised by Councillors S Powell and Cllr S Trask. Cheques signed by Councillors A Matheson and A Robinson. . ii) To confirm the income and expenditure accounts for April 2019. Resolved: that the April income and expenditure accounts were accepted and approved. iii) To note the expenditure on the replacement structure for the water butt at Brynteg Allotments. The Clerk confirmed two quotes had been obtained. Resolved: that the report was noted. 6 Planning To consider planning applications received since the last meeting. 19/0363/10 109 Newbridge Road. Councillor Robinson reported a number of local residents had been in touch concerned that the only parking provision in this application were three parking spaces on the

6 highway. Newbridge Road is already congested and with a bus stop immediately outside of this property. Increasing the occupancy from a three bedroomed house to a five bedroomed Houses of Multiple Occupancy (HMO) may exasperate this problem. Members were also concerned should a trend for Houses of Multiple Occupancy (HMO) applications increase in what is already a densely populated area. Resolved: that an objection to 19/0363/10 109 Newbridge Road is made on the grounds (i) query parking allocated – request for RCTCBC Highways to look in detail at this application; (ii) concerns of over development in the wards through Houses of Multiple Occupancy (HMO) A182 Pre-planning proposal: Land at Llantrisant Business Park. An objection is raised as this proposed development (i) is on a Green Field site in the LDP; (ii) would destroy the habitat of the local wildlife; (iii) would destroy the natural environment; (iv) in line with the LDP development should be on allotted Brown Field sites. A183 7 Correspondence i) To decide on, if any, motions for the One Voice Wales 2019 Annual General Meeting. Resolved: that no motions were proposed. ii) To note the One Voice Wales training opportunities Resolved: that (i) the schedule was noted; A184 (ii) Councillor J Barton and A Robinson to attend the Code of Conduct training on the 19 June. iii) To note the statutory notices published in respect of the RCTCBC schools consultations and can be viewed on www.rctcbc.gov.uk/schoolconsultations. Resolved: that a criticism of the lack of provision for Learning Support through the Medium of Welsh is made to the LEA. A185 iv) To consider the request from the Llantrisant Dialysis Unit to support its summer fete. Resolved: that in principle the Council supports this event and requested further information on how this can be done. v) To consider a response to the email from the Save Care Homes and Day Care campaign. Resolved: that the correspondence was noted. 9 Staffing To receive an update on any Staffing issues since the last meeting. The Clerk presented a report. Resolved: that the report was noted. 10 Health & Safety To receive an update on any Health and Safety issues since the last meeting. Resolved: that Councillors D Nicolas and A Matheson will accompany the RFO on the outstanding Annual Risk Assessments. A186 13 Committee and Members Reports i) To receive feedback from the Chair on Y Pant School Annual Prize Giving Evening. The previous Chair, Councillor A Matheson, reported he was not called to present the award for French as requested during the ceremony. He was disappointed that it was the Chair of Community Council who presented the Llantrisant Community Council sponsored award. The Clerk was asked to make enquiries with Bryncelynnog School to see if it has an annual prize giving ceremony. Resolved: that the feedback was noted. ii) To note the draft minutes and any recommendations from the from the Events Committee Meeting held on the 1 May.

7 Resolved: that the minutes were i) amended to show Councillor J Woodington was not present; ii) noted; iii) the recommendation ‘that a meeting with the Events Committee and Llantrisant Ward Members is scheduled for 6.00pm on Tuesday the 18th June’ was agreed; A180 iii) To receive feedback from the Community Liaison Meeting held on the 7 May. Councillor S Powell reported back to Council of progress on the Charter. Clerk asked to table the historic version with the council comments on the June agenda. Clerk also asked to seek guidance from One Voice Wales on Members requiring to register with the ICO to comply with GDPR. A187 Resolved: that the matters raised will be discussed at the next meeting. iv) To note the draft minutes and any recommendations from the from the Community Planning Committee Meeting held on the 8 May. Resolved: that the draft minutes i) were noted, and ii) the Terms of Reference agreed. v) To consider location for hanging baskets or a planter at Brynteg Green. Resolved: that a planter from is relocated to where the new noticeboard at Brynteg Green has been installed. A188 vi) To consider hosting a Planning Aid Wales Responding to Planning Applications training session. Resolved: that I) Planning Aid Wales is booked to host a training session in early July; ii) the cost, £600 plus travel expenses was noted; iii) neighbouring Councils would be invited and charged £25.00 per Member to offset the cost; iv) the option for public to attend will be reviewed once the councillor take up is known. A189 vii) To consider the purchase of business cards for Councillors. Resolved: that Members can order up to 250 business cards at a cost of £9.99 through the Parish Office. A190 It was noted the French delegation would be visiting Llantrisant from Thursday 6 to Monday 10 June. Numbers expect were eight. The Clerk and the Chair were given delegated responsibility, to plan and coordinate the itinerary. It was also noted that Martyn Hooker, Town Trust, Ted Tideman, Llantrisant Male Voice Choir and Geriant Hughes will be volunteering their time to assist with our guests from Crecy. Councillor

The meeting ended at 8:30 pm

8 Appendix B Agenda Action required By Whom Comments Item 14 May 2019 190 13vii Business Cards – order through office members 189 13vi Planning Aid Wales training Clerk Booked 2 July @ 5.30 188 13v Planter Brynteg Green from TG Clerk Planter PL020 has been agreed by TG ward Members – moved 187 13iii Charter and GDPR for Members Clerk June meeting 186 10 Annual Risk Assessments DN/AM/RFO 185 7iii Lack of Welsh provision for LS in schs Clerk 184 7ii Code of Conduct training JB/AR 17 & 19 June 183 6 Pre planning Llan Business Park Clerk/JB Sent objection 182 6 19/0363/10 Newbridge Rd objection Clerk Sent 1 May 2019 181 5 Suggestions for questionnaire Committee Events Committee 1 May 180 5 Christmas in Llantrisant Organise a Events committee Arrange for Llantrisant Ward Meeting with local businesses and Members 18 June residents Clerk 9 April 2019 174 8i Renumeration Clerk/RFO/Members Forms circulated  172 4 Recycle Crisp packets. Clerk/C&Y All schools contacted 1st initiative schools eco committees Coordinator  April Llwyncrwn responded – already recycle 12 March 2019 170 13ii Llys y Cwm Committee recommendations Staff/committee In progress 169 13i Health and Safety Committee RFO Completed May recommendations on HAVS 2019 November 2018 146 11 Costs of an PA system that can be used RFO Ordered ready for iv outdoors Armed Forces Day 139 8i CCTV system at Codgers Corner Clerk Replacement RFO camera ready for installation 138 7xii Install a bus shelter outside Salem Flats RFO/ 2019/20 on Talbot Road - Ward Members to Ward Members financial year consider designs. September 2018 130 4 Request quotes for refurbishment of the RFO requested youth shelter. 124 9ii Find ways to give local youth a voice in Youth Coord Visits to School community issues Sch Govs Council June 2019 122 12iii Investigate Incumbents board up to Chair/Vice RFO has started this £1000 Chair/RFO July Meetings 2018 115 8v Planter for Swan Street Clerk/Ward RCT confirmed members permission pending order June Meetings 2018

9 110 12 To work with local resident on Dan Llantrisant iii Caerlan to explore options for use of Ward Members former playground site. Monthly Meeting November 2017 mm54 12a Monitor approved repayment plan for the RFO/All Paid up to March Llys y Cwm regular hall user 2019 Monthly Meeting May 2017 12 Dog bin for Chartist Road Clerk Clerk has requested 12 May 17 Write to RCT Car Parks to request a Clerk Email sent 30.05.17 disabled bay Chase up June 2018

PENDING ITEMS from previous meetings

• Footpath, The Acre, Llantrisant • Grass Verges Dan Caerlan • Urinals, Llantrisant • Reproduction of the Bunny Walk leaflets – partnership working with Ramblers Cymru and Taff Ely Ramblers to redesign and update the walks leaflets and confirm directions/information is updated and accurate.

10

APPENDIX Cii

12 13 14 15 16 Appendix D

Planning applications for the meeting on the 11th June 2019

BEDDAU

LLANTRISANT REF: Listed Building Consent (alterations) PROPOSAL: Convert existing chapel into 2 residential units and part demolish the former vestry to create amenity space, bin and cycle storage to serve the proposed new dwellings. LOCATION: PENUEL CHAPEL, HIGH STREET, LLANTRISANT, PONTYCLUN, CF72 8BQ

TALBOT GREEN REF: 19/0477/10 PROPOSAL: First floor rear extension and garage conversion. LOCATION : NYTHCLYD, 64 LANELAY ROAD, TALBOT GREEN, CF72 8HY

TYNANT

Pre planning proposal:

17 Appendix Ei

Agenda item 8i

Dear Llantrisant Ward members,

RE: EMPTYING TOILETS - BRYNTEG ALLOTMENTS

The cost of cleaning the male and female toilets has gone up to £50 a month. We have the toilets cleaned 7 months of the year, previously the cost was only £20 . The toilets are also available for community council workers to use when working in the workshop on site. The committee were wondering if the community council could help towards cleaning payments as this is our biggest outlay .

Thanks

Nigel Cox Secretary Brynteg Allotment

AGENDA ITEM 8ii

Official email to follow:

A lady from the HSBC bank in Talbot Green, telephoned the office this morning. Apparently, there was a little stray cat that has resided in Talbot Green for the last 17 years. Unfortunately, it was hit by a car last week. Local residents have contributed towards a plaque and we have been asked if we would install it onto our planter outside the HSBC bank, where the cat liked to sit.

18 Appendix Eii

Application for Funding:

Llantrisant Primary PTA Inspired Playgrounds Project

Summary of proposal:

Llantrisant Primary PTA are £1800 short of their £5995 target to install an Inspired Playground within the school grounds. We are asking the community council to support us via your project funds for Llantrisant as opposed to grant funding in order to enable us to have the facility in place for the beginning of September 2019.

We have previously benefited from small amounts of grant funding in the region of £250, however are hoping that you will be able to assist us with a one-off request the like of which I do not believe we have made before.

This request comes at a time when school pupil numbers are set to increase significantly as a result of the changes to SEN provision which will bring the school to capacity and we would like to complete this significant investment into facilities for the children prior to them joining.

We would be grateful for any contribution which you would be willing to make towards us reaching our target.

Llantrisant Primary PTA

History Llantrisant Primary School is a small school with 129 pupils aged 3-11 years, we are very proud to be an inclusive school and support children with additional needs and learning support needs, many of whom also have additional sensory, learning, health and emotional difficulties. We are committed to supporting all our pupils to achieve their learning potential, and to develop their self-confidence and esteem, through The Inspired Playgrounds Project We are the Parent Teacher Association for the local primary school located in Coed-Yr- Esgob, Llantrisant. To date we have accessed small grants from yourselves in order to provide events for the pupils of the school and to enhance their joyous memories of their earlier years in education. We have previously received amounts of around £250 in order to support smaller improvements for the children, however we are seeking to complete a larger project to be installed in time for September 2019 hence why we applying outside of the grant window.

19 We are looking for help with funding this project as it will raise activity levels of the whole school, from nursery, foundation, right through to Year 6

The Inspired Playgrounds Project

Inspired Playgrounds have offered us the opportunity to be a “Beacon School” as we would be the FIRST school in WALES with this activity set up. This offers the pupils a new way of, blending Physical Activity, Curriculum and Social Abilities which are all encompassed into this new avenue of Learning whilst having FUN. The project will first and foremost raise activity levels within the school, but also create a team of Sports Leaders, give teachers access to a fantastic PE resource and raise the profile of Activity and Healthy Lifestyles within the school and wider area Year 5 pupils are trained to deliver the sessions so there are no extra expectations on teachers. Further Benefits include:

• Helps develop Young leaders, builds confidence and self-esteem.

• Markings used for smaller focused coordination, nurturing, self-esteem/developing confidence in groups

• An opportunity for the ‘wider community’ to become involved with the possibility of Parent/child workouts and 50+ workouts being developed.

• Due to the data app, all activity levels can be evidenced and monitored.

20 It is also a resource designed to support children with additional requirements (many of the projects have been installed in special Schools, with markings being developed that are wheelchair friendly and extremely supportive of children with Autism.)

Wider Community Llantrisant is the heart of the community, it is the longer-term goal of our school to be able to offer facilities on site to the wider community. At present we have little to offer, this opportunity is something for us to sing about and to share. This project is targeted at those of all ages and abilities. The following are some examples set by the company in use in the UK already.

‘Parent and Child Workout’, ‘Fit at Work’, ‘Pensioner programme’, ‘Pre-school sessions’.

Project Costs We are looking to purchase the Silver Package for £5,995 as outlined below:

We are looking to raise £1800.00 to complete funding for this project and to have it Installed & ready for use in September 2019

• Fully installed playground • Web app • Initial meeting and usage consultation to detail usage options, some examples are: o Early Active Club o Lessons o After School Club o Lunchtime Young Leader sessions o Morning workout – parent/child o Social and emotional wellbeing groups • Whole day training and staff CPD o Leadership training o Staff CPD o Web app training • 16 x Young Leader bibs • Young Leader Incentive pack (16 x t-shirts, 16 x hoodies) • Young Leader reward stickers • 80 Inspired trophies (eg. 2 per week, 1 girl, 1 boy)

21 Appendix Eiiidix

Innovative Practice Conference Agenda Wednesday 10 July 2019 - Hafod a Hendre, Royal Welsh Showground, LD2 3SY

09:30 – 10:30 Registration, Tea/Coffee and Exhibition

10:30 – 10:35 Introduction – Cllr Mike Cuddy, One Voice Wales

10:35 – 11:15 Key Note Speech – The Future for Community and Town Councils in the light of the Welsh Government’s response to the recommendations of the former Independent Local Council Review Panel (Claire Germain Welsh Government)

11:15 – 11:45 Environment (Wales) Act 2016 – Implications for Community and Town Councils – (Caryn LeRoux, Welsh Government)

11:45 – 12:10 Tea/Coffee and Exhibition

12:10 – 1:00 Innovative Practice Sessions:

1 Development of Tourism in your area (Carmarthen Town Council) 2 Improving the Local Environment (Amroth Community Council 3 Engaging effectively with your community (Blaenavon Town Council) 4 Improving Sustainability in your community (Gwersyllt Community Council)

1:00 – 2:00 Buffet Lunch and Exhibition

2:10 – 2:40 The Importance of Renewable Energy – (Speaker to be confirmed)

2:40 – 3:30 Improvement Practice Workshops:

1 How to achieve Fair Trade Status - Aileen Burmeister, Fair Trade Wales 2 Managing Playground Maintenance and Safety – Neil Pigdon, Kompan Limited 3 Memorial Safety – Peter Hayman, NAMM 4 Insurance Issues for Councils – Came and Company

3:30 – 3:45 Conclusions and End of Conference – Cllr Mike Cuddy Chair, OVW

www.onevoicewales.org.uk [email protected] 01269 595400

22 Appendix F

RHONDDA CYNON TAF COUNTY BOROUGH COUNCIL

MUNICIPAL YEAR 2018-2019

COMMUNITY COUNCIL LIAISON COMMITTEE

7th MAY 2019.

A SHARED COMMUNITY –MODEL CHARTER REVISIONS.

REPORT OF THE SERVICE DIRECTOR, DEMOCRATIC SERVICES & COMMUNICATION.

Author: Emma Wilkins – Council Business Unit. Tel.No.01443-424110

1. PURPOSE OF THE REPORT

To review and agree the ‘Shared Community Model – Model Charter’ as originally agreed by all Members.

2. RECOMMENDATIONS

2.1 To note the revisions to the Model Charter as attached in Appendix 1.

2.2 To agree in principle to the revisions to the “Model Charter”

2.3 To formally agree and adopt the revised Charter at each of the respective Town and Community Council meetings.

2.4 To provide an update on the adoption of the Charter at the next meeting of the Committee.

3 REASONS FOR RECOMMENDATIONS

3.1 The need to advise and agree the revisions put forward in respect of the ‘Shared Community Model – Model Charter’.

4. BACKGROUND

4.1 During 2011, Council, along with 11 Community Councils and 1 Town Council signed up to a shared Charter, following guidance received from Welsh Government in respect of ‘Relationship

23 Building Measures and Charters for Unitary Authorities and Town and Community Councils’.

4.2 Since this time representatives from the Council, Town and Community Council’s have attended meeting of the Community Liaison Committee to strengthen partnership working.

5. SHARED MODEL CHARTER

5.1 With updates in legislation and as good practice, revisions have been made to the 2011 Charter to incorporate the principles and wellbeing goals of the Well Being of Future Generations (Wales) Act.

5.2 A revised Charter was circulated to all Community and Town Councils earlier in the year as a platform for discussion. Since this draft further amendments have been made to the Charter to further strengthen the document, illustrating the work already being taken forward in line with the Future Generations goals and five ways of working and to reflect the working relationship between each of its members.

5.3 Assisting in these revisions the Chair of the Community Liaison Committee along with the Service Director, Democratic Services & Communication has met with members from each of the Town and Community Councils to discuss strengthening partnership arrangements and support.

6 EQUALITY AND DIVERSITY IMPLICATIONS

6.1 There are no Equality or Diversity implications aligned to this report

7. CONSULTATION

7.1 Revisions to the Charter have been taken forward following meetings and discussions with Town and Community Council Clerks, with the Chair of the Community Liaison Committee and the Service Director, Democratic Services & Communication to ensure the charter was fit for purpose. 7.2 The Council’s Performance Manager, has assisted with revisions to ensure that the Charter complies with the Well Being of Future Generations (Wales) Act.

8. FINANCIAL IMPLICATIONS

8.1 There are no financial implications aligned to this report.

24 9. LEGAL IMPLICATIONS

9.1 There are no legal implications aligned to this report.

10 LINKS TO THE COUNCILS CORPORATE PLAN / OTHER CORPORATE PRIORITIES

10.1 Working in partnership with the Town and Community Council’s within Rhondda Cynon Taf links with the three priorities within the Corporate plan of People, Economy and Place, as it will help people and Communities to help themselves and assists in building a sustainable Rhondda Cynon Taf.

10.2 The revised charter reflects the seven well being goals and the five ways of working, from within the Wellbeing of Future Generations Act, to which the Town / Community Council as well as Rhondda Cynon Taf Council work to. However, further work can be done in this area to strengthen these links, which will be made through further revisions to the Charter.

11. CONCLUSION

11.1 The Welsh Government has been clear that charters should be voluntary and not a statutory obligation, although all Town / Community Councils within Rhondda Cynon Taf have shared the willingness to support and strength partnership working through the original signing of the Charter in 2011. Continued support has been provided through the Community and Liaison Committee.

11.2 Revisions to the Charter are necessary to reflect new legislation and are deemed as good practice.

11.3 Members are asked to agree to the revised Charter and that the document be taken forward at the next appropriate meetings of the Town and Community Councils for progression.

25 LOCAL GOVERNMENT ACT 1972

AS AMENDED BY

THE LOCAL GOVERNMENT (ACCESS TO INFORMATION) ACT 1985

RHONDDA CYNON TAF COUNTY BOROUGH COUNCIL

7th MAY, 2019

REPORT OF THE service DIRECTOR DEMOCRATIC SERVICES & Communication.

A SHARED COMMUNITY –MODEL CHARTER REVISIONS.

Background Papers

Community Liaison Committee – 25th September, 2018.

26 A SHARED COMMUNITY – MODEL CHARTER

Rhondda Cynon Taf County Borough Council

and the

Town Council of

and the

Community Councils

of

Ynysybwl & Coed y Cwm, , , , Llantrisant, , Llanharry, , , Pontyclun and

Taff’s Well & have agreed to publish a Charter which sets out how we aim to work together for the benefit of the local communities

27 Introduction

Rhondda Cynon Taf County Borough Council and the Town Council of Pontypridd and the Community Councils of & Coed y Cwm Community Council, Rhigos, Hirwaun, Llantwit Fardre, Llantrisant, Llanharan, Llanharry, Tonyrefail, Gilfach Goch, Pontyclun and Taffs Well & Nantgarw have agreed to publish a Charter which sets out how we aim to work together for the benefit of local communities whilst recognising our respective responsibilities as autonomous, democratically elected statutory bodies.

The Charter is designed to build on existing good practice and embrace the shared principles of openness, to achieve the best possible outcomes of our residents and communities. This Charter is based on equal partnership and is not a top-down arrangement. It is a set of principles by which we will work together.

The Charter will form the basis for meaningful communication and liaison through the respective partners either individually or through Rhondda Cynon Taf’s Community Liaison Committee. This charter aims to develop these relationships at a Member and Officer level.

The Charter will use the sustainable development principles of the Well-being of Future Generations Act to deliver on outcomes for the benefits of the people who live, work and visit Rhondda Cynon Taf.

The Charter was originally adopted in 2012 and has been updated and re-affirmed in 2019 following consultation with all Members.

Partners to the Charter

The following Unitary Authority, Town and Community Councils are committed to the principles and statements as outlined in this Charter, for the benefit of local people:

• Rhondda Cynon Taf County Borough Council

• Pontypridd Town Council

28 • Community Councils of:

o Ynysybwol & Coed y Cwm

o Rhigos

o Hirwaun

o Llantwit Fardre

o Llantrisant

o Llanharan

o Llanharry

o Tonyrefail

o Gilfach Goch

o Pontyclun

o Taff’s Well & Nantgarw

29 RECOGNITION

We recognise benefits of partnership working whilst at the same time recognising and respecting each other’s roles. We aim to work together as a partnership of equals rather than tiers. Collaboration and involvement of each of the partners will ensure that all decisions taken forward are sustainable in the long term, whilst being mindful of the current needs of our residents.

Rhondda Cynon Taf Town and Community Councils will

County Borough Council will

acknowledge and recognises that Town recognise the strategic importance of the and Community Councils are the grass Unitary Authority and the economy of roots level of local government. In their scale and equitable distribution of certain role as democratically accountable services they are able to achieve. bodies, Town and Community Councils offer a means of engaging with local people, of decentralising the provision of certain services and of revitalising local communities.

recognise and respect the diversity of recognise that Town and Community Town and Community Councils and that Councils come within the common their needs vary according to size and umbrella of the Unitary Authority. the extent to which they participate varies.

recognise the principle of subsidiarity as recognise the principle of subsidiarity as a desirable goal. a desirable goal.

recognise the need to manage recognise the need to consider realistic expectations and to deliver realistic and and proportionate requests to any proportionate responses to any emerging challenges, priorities or emerging challenges, priorities or proposals. proposals.

30 support the delivery of the PSB Well- support the delivery of the PSB Well- being Objectives as and when being Objectives as and when applicable. applicable.

31 LOCAL GOVERNANCE

We will be clear about the expectations that we have of each other in order to facilitate a smooth working relationship. In this regard, we will define the way in which we interact with each other. We will be clear about the role of Councillors at all levels in the relationship and community leadership taking forward cohesive communities across the County Borough.

Rhondda Cynon Taf County Borough Town and Community Councils will Council will

Continue with the establishment of the Contribute towards the agenda of liaison Community Liaison Committee as agreed meetings and participate proactively to at its Council Meeting held on the 12th the attendance and discussion. January, 2011.

This Committee comprises of the Deputy Leader, the Cabinet Member for Will provide where practical and able to Enterprise, Regeneration & Housing and do so venues for hosting meetings of the also the Chairs and Clerks to the Town Committee. and Community Councils.

The Council will give all Members the Will appoint a Vice Chair to the opportunity to contribute to the items of Community Liaison Committee. business at the meetings to ensure it is not led by the Council and to ensure that the agenda better reflects the requirements of Community Councils.

Meetings will be convened at locations across the County Borough and will be hosted by each partner as and when appropriate.

Going forward the Committee will convene at least 3 times a year with the provision of extra meetings being called as and when necessary.

The Community Liaison Committee will be chaired by the Deputy Leader and Cabinet Member for Council Business. The Vice Chair will be a representative

32 Rhondda Cynon Taf County Borough Town and Community Councils will Council will from the Town / Community Councils and will be elected at the Committee

hold one to one liaison meetings with welcome one to one liaison meetings as representatives of all Town and and when necessary to further promote Community Councils that wish to take the partnership working arrangements part; and will be convened as and when felt appropriate to assist in the sharing of knowledge and to strengthen partnership working. ensure that a nominated member of staff contact the nominated Officer on the within the Authority will undertake the agreed issues and make them aware of Liaison Officer duties and will be the any difficulties being encountered. point of contact between the Authority and the Town and Community Councils.

administer the holding of Town and l notify the need for elections in a timely Community Council elections. manner.

33 ENGAGEMENT & INVOLVEMENT

We recognise the importance of meaningful engagement and involvment and set out a genuine commitment across all parties to consult on matters of mutual concern. We will agree clear, specific and time limited procedures and processes for engagement. Strengthening the community involvement in the Consultation processes taken forward allow for valuable feedback to be provided on any proposals taken forward which impacts upon the wellbeing of the residents of the County Borough. Taking a partnership approach to engagement allows for the responses to reflect the diversity of the communities across the County Borough.

Rhondda Cynon Taf County Borough Town and Community Councils will Council will publish dates of public meetings make full use of the papers available to them to inform local decision-making. and agendas & reports for Cabinet,

Council and other Committee meetings on the Council’s website as soon as possible. ensure Officers attend meetings with ensure that County Borough Councillors Town and Community Councils (or and Officers will be given the opportunity groups of Councils) at a mutually agreed to speak at Town and Community time to discuss matters of common Council meetings on matters of mutual interest when requested to do so and will interest. be given sufficient notice. encourage Scrutiny Committees to liaise respond to requests to input views to with Town and Community Councils on Scrutiny Committees. relevant local issues and will take forward stakeholder involvement and engagement in workings groups if and when appropriate. email links to consultation proposals to respond to consultation and engegament Town and Community Councils for opportunities in a timely manner, information and to allow for participation addressing the key issues in the as and when necessary. consultation document.

Where possible, consultation items will participate and be involved in the be presented to the Community Liaison consultation when addressed at Committee at its meeting to ensure all Committee. Members are involved in the process

34 INFORMATION AND COMMUNICATION

We acknowledge the need for timely, clear and relevant information and communication in fostering good relationships and better joint working for the benefit of local people. It is important that such engagement through these methods is meaningful and effective.

Improved information and communication will assist in enabling solutions and early interventions at the right time to make progress in achieving the well-being goals of the County Borough. This prevents any problems and challenges being viewed in isolation and prevents a ‘reactive’ approach to situations.

Rhondda Cynon Taf County Borough Town and Community Councils Council will provide to Town and Community utilise the agreed contact points and Councils a list of named contacts, respond in the most appropriate and telephone numbers and where possible timely method. email addresses. In times of uncertainty, the Clerks can go direct to the nominated Liaison Officer.

communicate by providing sufficient ensure that all town and community numbers of documents for members of councillors have access to the Town and Community Councils as appropriate documents. appropriate. Will utilise the Council’s website or email Welcome the Town and Community communication in the first instance to Councils to adopt the Council’s approach relevant officers for access to relevant to a paper light Council and to utilise the and necessary information. Council’s website for information and or correspondence by email. provide information on the Council’s provide updated contact information to website in relation to the town and the Council for publication on the Council community councils website, including individual website links if available. Contact details, directing the public where available to the respective Councils websites provide information bilingually in provide information bilingually as in accordance with the Welsh Language accordance with the Welsh Language Standards. Standards.

35 JOINT WORKING AND COLLABORATION

The Charter defines `Partnership` as working together towards a common set of goals based on equality in terms of ownership, decision-making and recognition of each party’s distinctive contribution. It is recognised that an equal and effective partnership brings benefits and responsibilities to all those involved. Local government at both tiers must work together to promote the economic, social and environmental well-being of our area. If doing things differently achieves a better service, we will seriously examine these methods. Working in such a collaborative manner allows for integration and involvement allowing for the production of timely, people focused outcomes.

The purpose of taking such a collaborative approach is to recognise the different roles that the Council and Town / Community Council has to play in tackling long- term challenges, and to ensure actions are complimentary therefore maximising their collective impact. Similarly the approach allows the opportunity to create cohesive communities ensuring that that communities stay well connected and strengthening the communities’ resilience.

Rhondda Cynon Taf County Borough Town and Community Councils will Council will provide opportunities for Clerks of Town encourage participation by Clerks in and Community Councils to meet to opportunities to network and share discuss common concerns and will common concerns. endeavour to resolve issues be clear about how devolved services use the agreed procedures, if there is a can be discussed and agreed. wish, to progress devolved services.

give due consideration to devolving be clear about how any devolvement of services that would provide better value services will provide better value for for money and/or enhanced services. money and/or enhanced services. encourage accountability for all acquired take responsibility for aspects of joint activities. working that are signed up to. promote opportunities to work jointly with identify opportunities to work with the town and community councils to unitary council to communicate and communicate and consult with local consult with local people and people and communities communities.

be provided with information as and receive information when appropriate in

36 when possible in relation to the ‘RCT respect of the ‘RCT Together’ Together’ programme and any potential programme. asset transfer within the ward area

TRAINING AND DEVELOPMENT

We accept the benefits of training and development for Councillors to assist them in undertaking their role and for the benefits of further effective joint working. Ensuring all Members are provided with the opportunities for training allows equality of provision.

Rhondda Cynon Taf County Borough Town and Community Councils will Council will provide opportunities for Town and encourage its Members to attend training Community Councils to partake in its sessions offered by Rhondda Cynon Taf training and development programme. County Borough Council

provide Code of Conduct training on an encourage its Members to attend Code Annual basis or as and when of Conduct training offered by Rhondda appropriate. Cynon Taf County Borough Council. provide Service updates / legislation receive updates at the meetings of the updates at the meetings of the Community Liaison Committee as and Community Liaison Committee as and when appropriate. when appropriate.

37 LAND USE PLANNING

Town and Community Councils know and understand their local area and must be able to comment effectively on planning matters. Rhondda Cynon Taf County Borough Council is able to take an overview of the needs of the whole local area and make decisions, taking local views into account.

Rhondda Cynon Taf County Borough Town and Community Councils will Council will uphold its statutory duty to consult Town make appropriate responses to the and Community Councils on all planning Unitary Authority recognising the applications in their communities. parameters imposed by planning law and agreed planning policy.

ensure that details of any site visit access the Councils’ webpage to gain applications are made available on the knowledge of the site visit applications Councils’ Website for Members to view. being undertaken by the Councils Planning & Development Committee. ensure that Councillors receive training encourage its Members to partake in any on planning issues and have a sound training in respect of planning issues that understanding of how planning law the Unitary Authority may provide. works. publish the outcome of all planning review decisions of the Planning & decisions taken by the Council’s Development Committee either through Development Control Committees in the website or through contacting the minutes format, on the Council’s website, Council Business Unit directly. 10 working days following the date of the meeting. make available details of forthcoming encourage Councillors to take up the Planning & Development Committee opportunity to attend Planning & meetings on the Council website, with Development Committee meetings of the publication of the agenda and relevant Unitary Authority when applicable planning applications under consideration being available 7 days prior to the meeting. consult on any development or cooperate in the preparation of SPG as preparation of Supplementary Planning provided for by current planning Guidance (SPG) with town and legislation community Councils.

38 PRACTICAL SUPPORT

In order to be effective, elected members and officers must be appropriately-trained and have the support they need to carry out their roles.

Rhondda Cynon Taf County Borough Town and Community Councils will Council will where practical, offer Town and follow procedures set out to access the Community Councils access to support Authority’s support services, but will also services have the opportunity to make their own arrangements.

EXPERTISE

We will encourage continuous development of Officers and Members in both Rhondda Cynon Taf County Borough Council and the Town and Community Councils, either in their individual groupings or together. Improved expertise leads to professionalism and more effective joint working.

Rhondda Cynon Taf County Borough Town and Community Councils will Council will

Offer assistance in identifying and ensure that councillors and clerks helping to meet the training needs of community and town councils. are trained to undertake their role effectively. offer Member induction training to Town provide an induction to newly elected and Community Councillors to enable Councillors to enable them to undertake them to understand the role and their role effectively. functions of Rhondda Cynon Taf County Borough Council.

provide service-specific support provide an induction to new clerks to enable them to undertake their role materials and training as appropriate, effectively. subject to resources being available. offer Code of Conduct Training to take forward any offers of training as and Members on an Annual basis when appropriate.

39 ETHICS

We will provide an ethical service to local people, following the appropriate standards and Codes of Conduct.

Rhondda Cynon Taf County Borough Town and Community Councils will Council will through the appointed Monitoring act in an appropriate manner under the Code and will provide all such Officer, support community and councils information as required by the Monitoring in the timely consideration and provision Officer to enable him/her to carry out of advice in relation to the application of his/her function effectively. the Members Code of Conduct encourage links between community and actively participate in Rhondda Cynon town council clerks and the Council’s Taf’s Council Standards Standards Committee. Committee

FINANCIAL ARRANGEMENTS

Both Rhondda Cynon Taf Council and town and community councils recognise the need for clarity and transparency in financial arrangements. In developing and implementing financial arrangements, relevant national and local priorities will be taken into account.

Rhondda Cynon Taf County Borough Town and Community Councils will Council will set the level of council tax for the In setting the annual precept, shall have regard to the plans for services provided Area, and will have regard to services by Rhondda Cynon Taf Council for the being delivered by community and town coming year as set out in the Corporate councils in its area, and the funding Plans. thereof. This will be with a view to avoiding double-taxation.

40 DELEGATING RESPONSIBILITY FOR SERVICE PROVISION

Services should be delivered in the most appropriate manner, with regard to value for money and added value for local people. This approach allows for a healthier and more prosperous County Borough.

Rhondda Cynon Taf County Borough Town and Community Councils will Council will actively consider cases for the recognise that there are mutual delegation of service delivery to opportunities to consider how services can be delivered to achieve value for community and town councils, thinking money. creatively about how services will be delivered to ensure value for money.

Where it is not appropriate or desirable to engage with the citizens in the delegate service delivery, Rhondda communities they serve to understand Cynon Taf Council will seek ways in better their needs and convey these which local information from communities needs in a coherent and constructive might be used to enhance service manner to Rhondda Cynon Taf Council, delivery to better meet citizen needs. such that they can be taken account of in service design and delivery

41 WELL-BEING OF FUTURE GENERATIONS (WALES) ACT 2015 & CORPORATE & STRATEGIC PLANNING.

We will work in ways that will meet the sustainable development principles arising from the Well-being of Future Generations Act (Wales) Act 2015. i.e. to improve the Social, Economic, Environmental and Cultural well-being of the people and communities of Rhondda Cynon Taf.

These principles are reflected in the Council’s strategic priorities contained within its Corporate Plan, which was adopted as its Well-being Plan in March 2017. This Plan sets out its key priorities of Economy, People and Place, and describes how we will work to build a strong local economy, promote independence and positive lives for everyone and create neighbourhoods where people are proud to live and work. The principles are also reflected in the Cwm Taf Well-being Plan, i.e. the local Well-being Plan which sets out the Cwm Taf Well-being Objectives of Thriving Communities, Strong Economy, Healthy People and Tackling Loneliness and Isolation.

Both of these plans are underpinned by the need to implement the 5 Ways of Working and maximise the contribution to the seven national goals as required by the Act.

The Act also places a duty on 1certain community councils to take all reasonable steps towards meeting the objectives set out in the local Well-being Plan

Rhondda Cynon Taf County Borough Town and Community Councils will Council will assist Town and Community Councils by proactively assess the sustainability of providing information on sustainable current practices and processes. practices outline how it is actively pursuing investigate projects which contribute to sustainable development. sustainability where beneficial to the community assist town and community councils to work towards adopting electronic adopt electronic working to achieve methods of working wherever feasible to improved communication and to reduce achieve improved communication and to waste. reduce waste.

1 Where either gross expenditure or gross income was at least £200,000 for each of the preceding three years

42 Rhondda Cynon Taf County Borough Town and Community Councils will Council will assist relevant Town and Community consider how they may contribute Councils to address and fulfil their duties towards meeting the local Well-being under the Well-being of Future objectives included in the Cwm Taf Well- Generations Act 2015 by sharing good being Plan practices and information and also providing opportunities for engagement and involvement. work with the town and community work with the Rhondda Cynon Taf councils to protect the biodiversity. Council to protect and increase biodiversity. involve Town and Community Councils in contribute to the development / review of the development / revision of the the Councils Corporate Plan as and Council’s Corporate Plan as and when when appropriate. appropriate.

involve Town and Community Councils in respond actively and fully to the implementation of the Corporate Plan. implementation of the Corporate Plan ensure that monitoring reports in respect consider the monitoring reports in of the Council’s Corporate Plan and respect of Council’s Corporate Plan and

Cwm Taf Well-being Plan are placed on Cwm Taf Well-being Plan are placed on the agenda for consideration by the the agenda for consideration by the Community Liaison Committee to ensure Community Liaison Committee to ensure that all partners are delivering the that all partners are delivering the priorities expected for the benefits of all priorities expected for the benefits of all residents of RCT. residents of RCT.

43 LOCAL ELECTIONS

We will ensure that elections are fairly contested and encourage local people to become involved in local democracy.

Rhondda Cynon Taf County Borough Town and Community Councils will Council will

involve community councils in encourage participation by the planning process for community members of the local community in

Council elections. the Community Council election

process involve community councils in ensure wide publicity of any awareness raising/publicity to vacancies on community councils to encourage nominations for candidacy maximise community representation. at community council elections. help to publicise forthcoming publicly display statutory notices community council elections on for forthcoming community council behalf of community councils. elections. brief community council clerks on the nomination process so that they are equipped to assist any potential candidates who come forward for community council elections. provide help and assistance with the legal and administrative processes and procedures for community council elections. inform members of the Community Liaison Committee about election matters on a regular basis.

44 ACTION PLAN

This Charter will be supported by the development of an annual Action Plan addressing each of the individual topics contained therein. The Action Plan will be developed on a joint basis and shall attribute responsibilities to each partner. Actions will be accompanied by a timescale and will be reported on annually.

Rhondda Cynon Taf County Borough Town and Community Councils will Council will nominate a lead Officer for the collectively agree priorities for inclusion in development and monitoring of the the Action Plan. Action Plan.

ensure that the responsible Officers of have due regard to the Action Plan and the Authority will have due regard to the include all actions relevant to them during Action Plan and include relevant actions the course of the year in their workplan for the year.

MONITORING & REVIEW.

The Charter will be fully reviewed every five years following elections or more often if there is a need to do so. The Community Liaison Committee will measure progress annually in achieving the measures set out in the Charter through the setting and reviewing of actions contained in an action plan. The Community Liaison Committee can recommend the need for a mid-term review of the Charter if appropriate.

Rhondda Cynon Taf County Borough Town and Community Councils will Council will arrange and actively contribute for the actively contribute to the review of the Charter to be reviewed when appropriate Charter.

arrange for the development of an action actively contribute to the development plan linked to the Charter and will actively and delivery of the Charter action plan. contribute to achieving the action plan.

45 46 Officers Report AGENDA ITEM 10 – Staffing Matters Action required: To note report. Appendix G Training

Through Forest Park and Garden the Operative, Phillip Williams, and Summer Labourer, Russell Thomas attended a refresher course for

22 May 2019: NPTC Level 2 award in the safe use of Brushcutter and Trimmer operations

29 May 2019: Ride on Mower

Both members of staff found the refresher courses useful. They reported that the sessions were informative. They had plenty of opportunity to ask questions and to use other types of machinery including battery powered strimmers. HAVs was discussed. The Clerk went through training slides with the Summer Labourer as he had not attended the training with Earlsmere.

Reviews

Halls Caretaker

The Clerk formally met with Halls Caretaker, Jason Akers, on the 21 May for a review. Last formal appraisal was in June 2018.

Jason continues to bring a positive ‘can do’ contribution to our small team, He is well liked by all members of staff and is always willing to help others, which is much appreciated. Through Jason’s hard work, both halls are great spaces for the Council to facilitate groups and organisations and are assets for our local community. Caerlan Hall continues to look its best - Llys y Cwm has been transformed. Both halls are busier and through partnership working a wide variety of activities for all ages are available. Jason is proactive in finding what needs doing in the halls and addresses those matters independently. He is aware of budgets and consults as and when needed. Jason keeps an inventory of materials and this is updated regularly. From the Appraisal June 2018- Jan 2019 a list of jobs was noted under 3.7. All of these have been completed but for the pizza oven which is not being taken forward at this moment. Agreed Actions from section two of the Appraisal were also reviewed and all had been completed. Moving forward Jason has created a ‘snag list’ for Llys y Cwm and has revised the daily, weekly, monthly and annual checklist to reflect the current tasks undertaken in his role.

New targets have been set for 2019

47 1. October half term sand and re-varnish Llys y Cwm hall floor 2. Change key code for Llys y Cwm 3. Put all leave booked on networked calendar 4. Create a ‘snag list’ for Caerlan.

Continued Professional Development Risk assessment

Children and Youth Coordinator

Reviews by the Clerk with the Children and Youth Coordinator, Samantha Harrison, continue on a regular basis. Samantha now does some of her administration work from the office. This provides a great opportunity for her to integrate with our small team and also to get to understand the operational aspect of how the Council runs. The days Samantha works from the office remain flexible as she also works as a supply teacher.

At the March meeting the Council received a report on the February half term activities delivered by the HAPI project.

No activities were delivered through partnership organisations during the Easter and Whitsun school holidays, however three sessions were organised by Samantha. Although well received by the participants the costs to the Council were high in staff time and paying session leaders. The Council also faced a new ‘risk’ as it was now delivering a service. It was not the Councils intention to deliver activities.

Samantha is confident she can plan an exiting and full programme for the six weeks school summer holiday with new partnership organisations delivering in our area. During our discussions I have emphasised the focus must be on partnership organisations delivering their activities from our venues with as little involvement from us as a Council as possible i.e creating flyers, taking booking, being involved in the delivery of that activity or cost in delivery and materials. I have asked to ensure we are not competing with other venues and existing activities, rather aiming to enhance the existing provision.

Samantha has organised, and now met together with the representative school governor, four of the six primary school councils in our area. Reports of the visits have been forwarded to each representative school governor and the Clerk is awaiting comment. Once all six school have been visited the Clerk will table all the reports together for Council to consider.

48 Appendix H

Health & Safety Report: June 2019

1. Llys y Cwm Tarmac: There is a problem with weeds coming through the new tarmac at Llys y Cwm. The Clerk has spoken to the contractor who has been to site and agreed to resurface the area.

2. Hand-Arm Vibration: The new strimmers have been purchased and anti-vibration gloves and gel seat pad for the mower. The limpets to record the HAV have been ordered.

49 Appendix Ji SEREMONI CODI BANER AC ACHLYSUR COFIO FLAG RAISING CEREMONY & ACT OF REMEMBRANCE

DYDD IAU 27 MEHEFIN AM 10.45YB THURSDAY 27 JUNE 2019 @10.45AM GERDDI CANMLWYDDIANT, BEDDAU (ger y Llyfrgell) ac yna lluniaeth yn y Neuadd Les CENTENARY GARDENS, BEDDAU (by the library) Followed by refreshments in the Welfare Hall Croeso Cynnes I Bawb EVERYONE WELCOME

Am fwy o wybodaeth cysylltwch â Chyngor Cymuned Llantrisant ar 01443 223796 neu [email protected] For more information please contact Llantrisant Community Council on: 01443 223796 or office@llantrisant50 -cc.gov.wales Appendix Jii

To fix the dates and times of ordinary meetings of the Council and Committees for the ensuing year.

A request has been received to set the dates for committee meetings as well as the monthly meetings in advance. The table below is the proposed schedule. It should be noted that there may be a need for additional meetings to be called or some meetings may be cancelled if there are no items for the agenda.

Monthly: Second Tuesday of the month (Except August) Allotments: Annual inspection Caerlan Hall: Annual Inspection Llys y Cwm Hall: Annual inspection Communications: Quarterly Community Planning: Quarterly Events: Quarterly Grievance & Appeals: only if needed Health and Safety: Bi-annually with monthly report to meeting. Scrutiny: Quarterly Staffing: Bi-annually with monthly report to meeting

51 MAY Scrutiny Wednesday 1st , 3.00pm Caerlan Hall Events Wednesday 1st 4.00pm Caerlan Hall Community Planning Wednesday 8th 10.30am, Parish Office Annual Tuesday 14th 6.30pm, Caerlan Hall Monthly Tuesday 14th immediately after the annual meeting, Caerlan Hall JUNE Caerlan Tuesday 11th 6.00pm, Caerlan Hall Monthly Tuesday 11th 6.30pm, Caerlan Hall JULY Allotments Tuesday 2nd 10.00am meet Brynteg Allotments. Staffing Tuesday 9th 6.00pm, Caerlan Hall Monthly Tuesday 9th 6.30pm, Caerlan Hall Events Monday 15th ,1.30pm Caerlan Hall Scrutiny Mondday 15th, 2.30pm Caerlan Hall AUGUST RECESS SEPTEMBER Community Planning Tuesday 3rd, 1.30pm, Caerlan Hall Communications Tuesday 3rd 2.30pm, Caerlan Hall Health & Safety Tuesday 10th 6.00pm, Caerlan Hall Monthly Tuesday 10th 6.30pm Caerlan Hall OCTOBER Events Tuesday 8th 5.45pm, Caerlan Hall Monthly Tuesday 8th 6.30pm, Caerlan Hall Scrutiny Thursday 24th 2.30pm, Caerlan Hall NOVEMBER Llys y Cwm Tuesday 12th, 5.45pm, Llys y Cwm Hall Monthly Tuesday 12th 6.30pm, Caerlan Hall Community Planning Thursday 14th, 2.30pm Communications Thursday 14th 3.15pm DECEMBER Monthly Tuesday 10th 6.30pm, Caerlan Hall JANUARY Events Tuesday 7th 1.30pm, Caerlan Hall Scrutiny Tuesday 7th, 2.15pm Caerlan Hall Monthly Tuesday 14th 6.30pm, Caerlan Hall FEBURARY Community Planning Tuesday 11th 5.45pm, Caerlan Hall Monthly Tuessday 11th 6.30pm Caerlan Hall Staffing Thursday 27th 2.30pm Caerlan Hall Communications Thursday 27th 3.00pm, Caerlan Hall MARCH Health & Safety Tuesday 10th 6.00pm, Caerlan Hall Monthly Tuesday 10th 6.30pm, Caerlan Hall APRIL Communications Tuesday 21st 6.00pm, Caerlan Hall Monthly Tuesday 21st 6.30pm, Caerlan Hall Events Tuesday 28th April, 1.30pm Caerlan Hall Scrutiny Tuesday 28th April 2.15pm Caerlan Hall

52