Appendix 1a Cyngor Cymuned Pontyclun Community Council Croesawn ohebu yn Gymraeg a fydd gohebu yn y Gymraeg ddim yn arwain at oedi gormodol. Rhowch wybod inni beth yw'ch dewis iaith e.e. Cymraeg neu'n ddwyieithog Swyddfa Cyngor Cymuned Community Council Office Canolfan Gymunedol Pontyclun Pontyclun Community Centre Heol yr Orsaf Heol yr Orsaf Pontyclun Pontyclun CF72 9EE CF72 9EE Ffôn: 01443 238500 Telephone: 01443 238500 E-bost: [email protected] E mail: [email protected] Gwefan: www.pontyclun.net Website: www.pontyclun.net Draft Minutes Draft Minutes of the Meeting of the Pontyclun Community Council held at Café 50, Heol yr Orsaf, Pontyclun at 7.00 p.m. on Wednesday 10th October 2018. PCC Member attendance at ordinary meetings 2017 2018 Member name Nov Dec Jan Feb Mar Apr May Jun Jul Sep Oct Martin Ashford Margaret Griffiths Paul Griffiths Neil Holley Anne Jackson Gwyn Jackson Kate Jones Karan Lane Alison Theaker Carole Willis Mike Davies Present Apologies Absent 1. To receive apologies for absence - None 2. Disclosure of personal and pecuniary interest in items of business a. Councillors Margaret & Paul Griffiths declared they were members of the Pontyclun Environment Trust (Agenda item 7) 3. To Confirm minutes of the Council meeting of 12th September 2018 are a true record a. Minutes confirmed with one amendment – Minute 3.b.i, second sentence to read “The car park is now being used for school drop off and pick up.” b. Matters arising i. Clerk has obtained Breakdown cover for the Council van at a cost of just under £35 (inc VAT) ii. Two planning applications which we raised queries for have been approved by RCT CBC 1. Removal of trees near to Llys Newydd, Talygarn 2. Extension at 8 castell y Mwnys, Llanharry Appendix 1a 4. To confirm Council payments & review budget spend a. Payments for September confirmed b. Action – Clerk to contact Primary School regarding payment for grass cutting which remains overdue MM606 c. Action- Clerk to request Full Stop law for their £1500 donation towards Café 50 MM607 5. To accept external audit for year 2017-8 a. Council accepted External audit for 2017-8 6. Report from Social & Cultural working group a. Written report included in papers for the meeting was discussed b. Christmas i. Council agree to work with MacMillan to arrange the Pontyclun Christmas Fair as one combined event at the Pontyclun Athletic Club ii. MacMillan are arranging the indoor stalls and ourselves the outside entertainment and food vendors 1. We already have 5 confirmed vendors for outside plus 4 fairground rides/games and the Council’s own marquee. iii. The Council are also arranging a Santa and face painting (which will be indoors) iv. A Combined leaflet will be designed, and the Council agreed to pay for printing of 1000 copies (bilingual) and to spend up to £200 on banners. The banners to ideally be ones which are “future-proofed” v. If bands can be found for an evening music event, then this can also be run. vi. The Council agreed to seek sponsors for the Christmas event c. Café 50 catering i. The Council endorsed the working groups recommendation for the caterer which included - 1. Caterer must set up Standing Order for weekly rent payments 2. They have till mid-November to clear the arrears 3. If the arrears are not cleared the Council will look at alternative arrangements 4. Action – Clerk to confirm above to caterer MM608 d. Peace at last i. Events have been set up and are being promoted ii. Several acts have been confirmed for Poems and pints night iii. The Clerk confirmed that entries for the competition are now being received 7. To consider report from Environment working group a. Written report included in papers was discussed b. Council agreed to include cost of replacement planter at the Windsor in 2019/20 budget c. Council agreed to work with YGGG Llantrisant towards potentially making Pontyclun a less plastic reliant location d. Council agreed spend of up to £50 towards land registry searches to identify landowners along the river so we can encourage then to support keeping the river clean e. Council agreed to pay for removal of 3 trees at the Riverside walk and a damaged limb along Millfield with the Environment trust contributing £440 towards the cost. Action Clerk to arrange MM609 8. To consider report from Economy working group a. Written report included in papers was discussed b. Council agreed to include £500 within budget for 2019-20 towards cost of completing and publishing walking routes in the area 9. To consider Report from the Clerk a. Men in Sheds i. The Council wanted to thank Tara Davies for her work in securing this support ii. Council wants to ensure that existing local groups are supported/utilised and agreed to support groups appropriately with use of Council facilities if needed b. Health & safety i. Action – Clerk to provide costings for the suggested Health & safety measure to include with 2019/20 budget discussion MM610 ii. Action – Clerk to see if a peer review of our Health & Safety processes can be arranged MM611 c. Ivor Woods Trees i. Council agreed to share cost saving of access via Otters Brook lodge with landowner at 50/50 up to max £50 d. Council decided to request donations with social media posts e. Council confirmed they have no intention to place a second noticeboard in Heol yr Orsaf Appendix 1b Cyngor Cymuned Pontyclun Community Council Croesawn ohebu yn Gymraeg a fydd gohebu yn y Gymraeg ddim yn arwain at oedi gormodol. Rhowch wybod inni beth yw'ch dewis iaith e.e. Cymraeg neu'n ddwyieithog Swyddfa Cyngor Cymuned Community Council Office Canolfan Gymunedol Pontyclun Pontyclun Community Centre Heol yr Orsaf Heol yr Orsaf Pontyclun Pontyclun CF72 9EE CF72 9EE Ffôn: 01443 238500 Telephone: 01443 238500 E-bost: [email protected] E mail: [email protected] Gwefan: www.pontyclun.net Website: www.pontyclun.net Draft Minutes Draft minutes of an extraordinary meeting of the Pontyclun Community Council held at Café 50, Heol yr Orsaf, Pontyclun at 7.00 p.m. on Wednesday 17th October 2018. PCC Member attendance at meetings 2017 2018 Member name Nov Dec Jan Feb Mar Apr May Jun Jul Sep Oct Ex Oct Martin Ashford Margaret Griffiths Paul Griffiths Neil Holley Anne Jackson Gwyn Jackson Kate Jones Karan Lane Alison Theaker Carole Willis Mike Davies Present Apologies Absent 1. To receive apologies for absence a. Apologies from Councillors, Kate Jones; Gwyn Jackson; Alison Theaker and Karan Lane b. Councillor Lane advised her voting preferences by e-mail 2. Disclosure of personal and pecuniary interest in items of business listed below in accordance with the Code of Conduct. a. No interests declared 3. To discuss report on the Electoral review for Pontyclun Community a. Chair introduced the Electoral review and report i. Boundary Commission review requested by Welsh Government ii. RCT CBC currently has 75 council members which is max in Wales and not expec5ted to change iii. Within RCT due to population changes there is a wide variety of electors v members though average is 2300. iv. Aim of review is to bring representation across the County nearer the average. v. Pontyclun currently has about 3000 electors per member and RCT proposals would bring us far nearer to the average once the housing with planning permission was completed. vi. Their proposal to transfer Tyla Garw to Pontyclun would also bring Llanharry Community nearer to the average. vii. RCT CBC also see the boundary changes as an opportunity to tidy up some boundaries to ones which people might recognise easily. viii. RCT CBC is proposing Pontyclun has 3 members in a 3-member ward. The Boundary commission’s preference is for 1-member wards where possible ix. The Chair in his report has identified 3 separate 1-member wards which would provide clarity and accountability to residents. b. Members of the Community present were given the opportunity to raise issues and the following key points were raised i. See the sense of a boundary review ii. It is important that a public consultation is undertaken iii. Might be difficult to find enough candidates to have a meaningful election in 3 separate wards iv. Llanharry Community Council are proposing alternate suggestions of keeping Tyla Garw & also gaining Brynsadler and Talygarn Appendix 1b v. The suggestion to move the community boundary north to lie along the A473 would bring into it the Old Llantrisant Church cemetery, Purlite site (contaminated land) and the Dynamite store in Rhiwsaeson. There are virtually no domestic properties in this area so would not add a penny to the precept but could increase costs to the council in managing issues from these. 4. Councillors then discussed the various issues and resident comments a. This discussion is party of the overall consultation which is including i. RCT CBC are consulting on their proposals which any individual can respond to ii. The details of this report have been published in the Diary requesting comments iii. This meeting has been publicised as normal iv. The Boundary commission are accepting comments by 23rd Oct pending them issuing their recommendations which will be subject to consultation prior to implementation b. In the last election we had 13 candidates standing and the one before 39 stood. Whilst this is not a guarantee for the future we do not appear to have had major issues in the past i. It was noted that candidates do not have to live within the wards as there is some leeway in the electoral rules c.