Minutes for the Monthly Meeting of Llantrisant Community Council

Monthly Meeting of LLANTRISANT COMMUNITY COUNCIL to be held
at Caerlan Hall, Newbridge Road, Llantrisant, on TUESDAY the 12th
July 2016 at 6.30pm, for the purpose of transacting the following
business.
AGENDA
Dean Powell, Clerk to the Town Trust has been invited to give a brief presentation to
Members on the financing of Beating the Bounds 2017
AGENDA ITEM 1
To receive apologies for absence.
AGENDA ITEM 2
To receive Disclosures for Personal Interest from Members in accordance with the
Code of Conduct.
Members are requested to declare any personal and/or prejudicial interests that they may have in
matters to be considered at this meeting in accordance with the Local Authorities Code of Conduct
Order (Wales) Order 2008.
AGENDA ITEM 3 Minutes
To confirm and sign the minutes of the Monthly Meeting held on the 14th June 2016.
Minutes for the Monthly Meeting of Llantrisant Community
Council held at Caerlan Hall, Llantrisant
on 14th June 2016 at 6.30pm
PRESENT: Cllr Julie Barton (Chair), Cllr Brian Farr, Cllr David Nicholas Cllr Gill Morris,
Cllr Arlene Moss, Cllr Allan Matheson, Cllr Louisa Mills, Cllr Veronica Nicholas, Cllr Paula
Yeo and Cllr Ron Hunt together with the Clerk Mrs Alison Jenkins.
AGENDA ITEM 1
To receive apologies for absence.
Apologies for absence were received from Cllr Jonathan Gilmore, Cllr Nicholas Powell and
Cllr Paul Baccara.
It was noted and AGREED under Local Government Act 1972 s85 to formally accept Cllr
Gilmore’s apologies for absence until September 2016.
AGENDA ITEM 2
Cllrs Matheson, D Nicholas and Hunt declared an interest in item 8d. Cllr Mills declared an
interest in item 14.
AGENDA ITEM 3
Minutes: The minutes of the Monthly Meeting held on the 10th May 2016 were confirmed and
signed as a true record. Agenda item 4a was corrected to read “and the future of the centre
is still uncertain as the committee are not happy to take on the centre.”
The minutes of the Annual meeting held on the 10th May were confirmed and signed as a true
record.
AGENDA ITEM 4
a. The very general nature of the response from RCT regarding Community Centres was
noted and it was AGREED to thank RCT for the letter but to repeat the request for more
specific information on the Community Centres in the Community Council area and also
to ask to be involved in future discussions.
b. Cllr Matheson updated those present on the Community Picnic, there was an excellent
turn out by the local community and all in all a very positive event.
c. It was noted that there was a problem with the date which had been set for the allotment
competition and it was AGREED to try and bring the date forward prior to when the
judges went on holiday.
AGENDA ITEM 5
Pending
a. The clerk updated those present on the progress with the path at Little Foxes. It has
now been established that the route is in fact a category 5 highway so has permitted
access for pedestrians and riders. The obstructions have now been reported to RCT
Highways department.
AGENDA ITEM 6 Finance
a. To confirm the income and expenditure accounts for May 2016.
The income and expenditure accounts for May 2016 were accepted and approved.
b. To receive and adopt the accounts for payment for June 2016.
The accounts for payment for June 16 were adopted and cheques as listed were signed by
Cllr Moss and Cllr Morris.
Nat West
Talk Talk
Xinn Ltd
Barclaycard
Bank Charges
Broadband/Landline
Web Provision
Hoover bags, book, software, mobile top up,
£
£
£
£
17.00
8.85
10.00
192.04
£
£
£
£
£
£
£
£
£
£
£
£
£
£
£
12.54
9.90
500.00
3.82
145.50
129.48
877.28
5,541.35
1,471.62
171.72
165.60
56.95
12.49
118.00
437.00
tape, lock, refreshments, dustpan
Petty Cash
Bullring Stores
Julie Barton
ELITE
Buffets for All Occasins
BT
HMRC
Wages
Pensions
CMS Workwear
SLCC
CMS Workwear
Plusnet
RCT
Stamps, washing up liquid
Newspapers
Chair's Allowance
Shredding service
Destination management
Phone bill - office
NI and Tax (May)
Pay (May)
Pensions (May)
Staff workwear
Conference - AJ and LM
Staff workwear
Broadband Llys y Cwm
Rates - Llys y Cwm
Rates - Caerlan
Viking
West Mercia Supplies
RCT CBC
Leekes
UK Fuels
RCT CBC
Buffing pads - Llys y Cwm
Floor polish
Talbot Close footpath
Hand brush, rachet pruner
Unleaded - strimmer
No. 47 Bus Service - May
Good Directions
RCT
UK Fuels
BT
PPG Architectural Coatings
Clock maintenance
Garage Rent
Diesel
Alarm Line - Llys y Cwm
Paint
£
£
£
£
£
£
£
£
£
£
£
£
37.51
37.91
1,000.00
5.78
42.09
248.75
248.75
288.00
28.58
150.60
45.47
166.73
TOTAL
£ 12,014.58
AGENDA ITEM 7 Planning
a. Cllr Mills updated those present on the positive nature of the Wales Planning
Conference. The item on how beneficial tree planting can be for the local area was of
particular interest.
b. It was noted that the way planning notifications will be sent out has been changed to
improve the time scales within which Members are made aware of new applications.
c. The following planning applications were noted:
16/0001/10, PEN Y GARN FARM, ROAD TO CASTELLAU FAWR FARM, CASTELLAU, BEDDAU,
PONTYCLUN, CF72 8LQ
16/0470/10, 6 HEOL FAENOR, BEDDAU, PONTYPRIDD, CF38 2JN
16/0502/10, 40 MANOR CHASE, BEDDAU, PONTYPRIDD, CF38 2JD
16/0537/10, TY GWYN, GWAUNMISKIN ROAD, BEDDAU, PONTYPRIDD, CF38 2AY
16/0549/10, 17 HEOL FAENOR, BEDDAU, PONTYPRIDD, CF38 2JN
16/0487/10, 18 CLOS DYFODWG, LLANTWIT FARDRE, PONTYPRIDD, CF38 2TP
16/0335/10, HAND AND SQUIRREL PUBLIC HOUSE, 19 ELY VALLEY ROAD, TALBOT GREEN,
PONTYCLUN, CF72 8AL (response already sent following May meeting)
16/0506/10, 7 FOREST HILLS DRIVE, TALBOT GREEN, PONTYCLUN, CF72 8JB
16/0451/10, LAND SOUTH OF A473, TALBOT GREEN (NORTH - EAST OF LEEKES DEPT
STORE).
16/0440/10, 1 CAE GARW, LLANTWIT FARDRE, PONTYPRIDD, CF38 2TQ
16/5011/41, LITTLE FOXES, LANE TO RHIWBRIDWAL FARM, CROSS INN, LLANTRISANT,
PONTYCLUN, CF72 8NZ
16/0297/10, COUNTRY TIMBERS AND THE POTTING SHED, YNYSMAERDY IND EST,
YNYSMAERDY, LLANTRISANT, PONTYCLUN, CF72 8LP
16/0495/23,
SOGEFI
FILTRATION
LTD,
LLANTRISANT
BUSINESS
PARK,
LLANTRISANT,PONTYCLUN, CF72 8YU
16/0124/10, ON LAND 440 METRES TO THE WEST OF RHIWFELIN FACH FARM, NORTH OF
THE ROYAL MINT, LLANTRISANT, PONTYCLUN, GR
303656, 185383
AGENDA ITEM 8 Correspondence
a. The thank you card from Analiese Beynon was noted.
b. The thank you letter from Muscular Dystrophy UK was noted
c. It was AGREED that Cllr Matheson and Cllr Mills would attend the “your views on
the well-being of future generations event”
d. Following discussion it was AGREED to request Dean Powell, Clerk to the Town
Trust attend the July meeting to provide more information on the financial planning
for the Beating the Bounds 2017.
AGENDA ITEM 9
It was AGREED that Cllr Moss and Cllr Mills would attend the sign language course.
AGENDA ITEM 10
Cllr Barton provided feedback from the Scrutiny Committee following the meeting at Llys y
Cwm and it was AGREED to accept the recommendations of the committee regarding the
improvements required to the outside area.
AGENDA ITEM 11
a. It was noted that the site meeting at Gwaunmiskin Terminus had been positive and
the project was proceeding. All members were asked to consider a location for the
old bus shelter and let the Clerk know of any suggestions within two weeks (28th June)
b. It was noted that the site meeting at Cross Inn/ Penygawsi had been positive and a
total of 6 dropped kerbs had been proposed at a total cost of approximately £6,000. It
was AGREED to part fund the project with RCT highways with £1,500 coming from
Llantrisant project money and £1,500 coming from the Street Furniture budget.
AGENDA ITEM 12
The minutes from the events committee were noted and it was AGREED to hold the meeting
with the local community groups to consider the way the community council works with other
groups on future events.
AGENDA ITEM 13
The two items of correspondence regarding play provision in the local area were noted and it
was acknowledged that play provision is the duty of the Borough Council. The Clerk was
asked to respond to the first item of correspondence and it was noted that the Community
Council did not have the resources to take on the responsibilities that come with the running
of a play park.
AGENDA ITEM 14
Cllr Mills shared some of the research she has completed into becoming a Bee Friendly
Council. In general those present supported the principle of the motion, however more
information is required on alternative solutions to weed control and how other Councils who
have taken action on this issue are moving forward. To be considered at the July meeting.
AGENDA ITEM 15 Health & Safety
a. IT was AGREED to work with the Town Trust, Ramblers and RCT Countryside
section to try and solve the problem of the water on Bunny Walk no. 1
b. There were no other Health and Safety issues that the Clerk has been made aware of
since the last meeting.
AGENDA ITEM 16 Staffing
The NJC national salary award was noted and it was AGREED to implement it for all staff.
AGENDA ITEM 17 Councillors Items
Cllr Moss highlighted that following the removal of the A Frame at Lanelay Park the
problem with motor bikes has returned.
Agenda
Item
4a
4c
8d
11a
11a
11b
12
14
15
17
Task
By Whom
Respond to RCT letter re Community Centres
Rearrange Allotment Competition
Invite Dean Powell to meeting re Beating the
Bounds Finance
Suggest alternate locations for the old shelter
from Gwaunmiskin Terminus
Liaise with RCT re Gwaunmiskin Terminus
Liaise with RCT re Drop Kerbs, Cross Inn
Organise and attend Events meeting with
community
Collect more information regarding becoming a
bee friendly Council
Work with partnership agencies to solve muddy
puddle on Bunny Walk 1
Report return of motor bikes to Lanelay Park
Clerk
Clerk
Clerk
All councillors
Clerk
Clerk
Clerk, Events Committee
Cllr Mills
Clerk
Clerk
AGENDA ITEM 4
To receive an update on actions from the meeting on the 14th June
To note the Clerks report on actions from the meeting.
a. The allotment competition has been rearranged for Thursday 21st July.
b. Cllr Mills and Cllr Moss have started their sign language course.
c. The price for the ground work at Gwaunmiskin Terminus has come back at
£3,600. The Clerk is just confirming a few details of the specification. A new
location for the old shelter has still not been established.
d. Work is still being completed on the Bee Friendly Council option and will be
considered at the September meeting.
e. Armed Forces Day Flag Raising was well attended by local schools and
cadets. Y Pant have offered the service of Welsh Baccalaureate students to
organised next years’ service.
AGENDA ITEM 5 Pending
To consider any actions required on pending items.
Footpath, The Acre, Llantrisant
Grass Verges Dan Caerlan
Llantrisant War Memorial
Urinals, Llantrisant
Minute
Action required
4c
March Arrange hand over of Music Memorial to
2014
schools
Memorial has been
ordered.
By Whom
Clerk
Comments
14-Jan-15
Investigate the cost of improving the
length of time data is stored on the
CCTV at Llys y Cwm
Clerk
13-Jul-15
10b Oct 15
Mirror for Cross Inn Road
Obtain quotes for the reproduction of the
Bunny Walk leaflet
Clerk
Clerk
6c Dec 15
Thank you letter to Asda and get quotes
for work at Llys y Cwm
The Clerk
10-Dec-15
10-Dec-15
8b
Feb
2016
8c Feb 16
05-Mar-16
05-Mar-16
Talk to Community Bus Passengers
Investigate grants for Community Bus
Consider Llantrisant Christmas Event
Apr-12
4a
4c
8d
11a
11a
11b
12
14
15
17
Cllr Moss
The Clerk
Events
committee
Book rooms in Premier Inn
Clerk
Install fence Tynant Allotments
Operative
Liaise with Tynant and other allotments
Clerk
regarding Awards for All funding
Liaise with Brynteg Management
Allotment
Committee, talk to Probation services Committee,
and Keep Wales Tidy re ditch
Clerk
Respond to RCT letter re Community
Centres
Rearrange Allotment Competition
Invite Dean Powell to meeting re
Beating the Bounds Finance
Suggest alternate locations for the old
shelter from Gwaunmiskin Terminus
Liaise with RCT re Gwaunmiskin
Terminus
Liaise with RCT re Drop Kerbs, Cross
Inn
Organise and attend Events meeting
with community
Clerk
Clerk
Clerk
All
councillors
Clerk
Clerk
Clerk,
Events
Committee
Collect more information regarding Cllr Mills
becoming a bee friendly Council
Work with partnership agencies to solve Clerk
muddy puddle on Bunny Walk 1
Report return of motor bikes to Lanelay Clerk
Park
Ramblers have
updated the walk
section of the
leaflet ready for
redesign and
reprint.
Chased up old
quote and working
with BIS
On agenda
AGENDA ITEM 6 Finance
a. To confirm the income and expenditure accounts for June 2016.
b. To receive and adopt the accounts for payment for July 2016.
OFFICE
Nat West
Talk Talk
Xinn Ltd
Barclaycard
Petty Cash
PEAC UK
Parish Online
Trustmark
31.07.16
10.07.16
08.07.16
12.07.16
12.07.16
01.07.16
12.07.16
12.07.16
Bank Charges
Broadband/Landline
Web Provision
STAFFING
HMRC
Wages
Pensions
Aspyre Training
CMS Workwear
RTPI
SLCC
Alison Jenkins
CMS Workwear
Phtocopier rental
Parish Online Annual Fee
General stationery
£
£
£
£
£
£
£
£
17.00
21.72
10.00
32.03
37.55
253.02
268.80
43.69
12.07.16
15.06.16
13.07.16
12.07.16
12.07.16
12.07.16
12.07.16
12.07.16
12.07.16
NI and Tax (June)
Pay (June)
Pensions (June)
BSL Course (AM and LM)
Staff workwear
Planning Conference (LM)
Time Management Book
Travel Expenses
Staff workwear
£
£
£
£
£
£
£
£
£
1,001.58
6,065.77
1,476.48
300.00
33.12
60.00
5.91
40.95
33.50
British Gas
G & C Electrical
British Gas
24.07.16
15.07.16
15.07.16
05.07.16
12.07.16
18.07.16
Broadband Llys y Cwm
Rates - Llys y Cwm
Rates - Caerlan
Gas Bill - Caerlan
New Cooker - Llys y Cwm
Gas Bill - Llys y Cwm
£
£
£
£
£
£
12.49
118.00
437.00
135.33
438.00
110.92
OUTSIDE WORK
Amberol
12.07.16 Hanging basket brackets
£
96.00
PROJECTS
RCT CBC
12.07.16 No. 47 Bus Service - June
£
£
199.00
199.00
C & L Garden
Services
14.07.15 Watering of baskets
TRANSPORT
RCT
UK Fuels
25.07.16 Garage Rent
06.07.16 Diesel
HALLS
Plusnet
RCT
TOTAL
Cleaning consumables, refreshments
Staff Expenses, Postage
£524.80
£460.80
£294.40
£
£
28.58
70.61
£ 12,826.05
c. To confirm the arrangements for the accounts during August recess.
Two councillors need to be given delegated powers to authorise the August
payments.
d. To agree the Community Council Insurance policy
Core Covers
With Came & Company Local Council Insurance you automatically receive the following:
Public Liability - Any socially responsible Council should have this indemnity during times
of increasing litigation. This will provide protection against your legal liability for bodily
injury to third parties or property damage occurring on property for which the Council is
legally responsible - as a direct result of the Council's negligence.
Employers' Liability - This covers the legal liability of the Council for negligence following
death or bodily injury or disease sustained by Employees, Councillors and Volunteers during
and arising out of the course of their employment, including Corporate Manslaughter and
Homicide. If the Council has employees then Employers' Liability is a legal requirement.
Hirers' Indemnity - If the Council insures a building this covers legal liability for hirers
(small groups or individuals - non-commercial) of Council premises, should injury or damage
to the property occur during the period of the hire.
Officials' Indemnity - This provides cover for legal liability claims arising from any
negligent act, error or omission committed in good faith by any employee or official of the
Council.
Libel and Slander - This cover provides protection against a verbal or written comment,
made by the Council, which a member of the public considers to be incorrect or damaging
and as a result seeks financial compensation.
Fidelity Guarantee - This provides cover against acts of fraud or dishonesty by any official
of the Council, or a number of officials in collusion, and any subsequent loss of property.
Personal Accident - The Personal Accident section covers Employees, Councillors and
Volunteers up to the age of 90 as standard.
Money cover is included - Money cover provides for loss of money up to £1,000 to the
Council when carried by Employees, for example to and from the bank, together with
personal accident assault cover for persons aged between 16-90.
Property is covered on an all-risks basis. Theft and Accidental Damage is included as
standard.
Increased Cost of Working - We automatically provide cover up to £10,000 for a period of
12 months, reducing the financial impact for the Council, should the Council incur additional
expenditure as the result of an insured event.
Loss of Revenue - We automatically provide cover up to £10,000 a period of 12 months,
reducing the financial impact for the Council, should the Council incur a Loss of Revenue as
the result of an insured event.
Commercial Legal Expenses - This cover provides protection for the Councillors and Clerk
acting in their capacity as officials for the Council, against the cost of potential commercial
legal disputes, legal advice and representation; including employment, tax and contract
disputes.
Llantrisant Community Council Quotations
In addition to the above core covers our insurer panel can provide enhanced levels of
protection and additional covers where appropriate.
Aviva
Aviva has been providing insurance to the Local Council sector since 2007 and has an
excellent record when it comes to settling claims for our clients.
The Aviva policy benefits from:
• Key person cover of £400 per week up to 26 weeks
• Libel and Slander cover of £250,000
• Motor Policy no claims bonus and policy excess up to £250 per claim
• Defibrillators and Cabinets cover up to £5,000
• Enhanced Hirers Liability of £5,000,000
• Enhanced Legal Expenses cover of £250,000
This quotation is £4,987.18 inclusive of insurance premium tax.
Hiscox
Hiscox entered the Local Council insurance sector in 2014 and are one of the UK's most
highly respected insurance companies. Hiscox pride themselves on the excellent concierge
claims service they provide to their policyholders.
The Hiscox policy benefits from:
• Key person cover of £250 per week up to max £2,500 in one year
• Legal Expenses cover of £100,000
• Motor Policy no claims bonus and policy excess up to £250 per claim
• Business travel, cancelation and curtailment up to £1,000 for any one claim
• Contract Works cover up to £75,000
• Internet and Email cover up to £50,000
• Crisis Management cover up to £25,000
• Defibrillators and Cabinets cover up to £5,000
• Enhanced Libel and Slander cover of £500,000
• Enhanced Hirers Liability of £5,000,000
• Enhanced Personal accident capital benefit of £100,000 and weekly benefit of £500
This quotation is £4,076.60 inclusive of insurance premium tax.
Ecclesiastical
Ecclesiastical provide industry expertise and bring specific knowledge of heritage buildings,
art work and regalia. They pride themselves on the claims service they provide their
policyholders.
Ecclesiastical policy benefits from:
• Key person cover of £400 per week up to 26 weeks
• Libel and Slander cover of £250,000
• Hirers Liability of £2,000,000
• Legal Expenses cover of £100,000
• Equipment breakdown cover
This quotation is £4,810.71 inclusive of insurance premium tax.
Please find attached a comparison sheet noting details of cover for each of the above
insurance providers.
Recommendation
Having checked with our three insurance providers, we recommend Llantrisant Community
Council accepts the Hiscox quotation which has an annual premium of £4,076.60 including
insurance premium tax, as this meets the Council's insurance requirements.
Should Llantrisant Community Council wish to enter a 3-year binding agreement with
Hiscox, the annual premium can be reduced by a further 5%, giving a premium of £3,872.77,
including insurance premium tax.
The UK Government announced on the 8th July 2015 that they would be increasing the
standard rate of Insurance Premium Tax (IPT). From the 1st November 2015, IPT increased
from 6% to 9.5% for all insurance policies in the UK and this increase is reflected in your
renewal premium.
AGENDA ITEM 7 Planning
To consider planning applications received since the last meeting.
Beddau
Application Ref: 16/0667/01
Proposal: 1 x Illuminated fascia logo only sign A 1 x Internally illuminated Projector sign B 1
x non-illuminated wall mounted aluminium panel sign C.
Location: THE CO OPERATIVE FOOD, 14-16 COMMERCIAL STREET, BEDDAU,
PONTYPRIDD, CF38 2DB
Town (Llantrisant)
Application Ref: 16/0124/10
Application Type: Full planning permission
Proposal: Erection of a single wind turbine and associated infrastructure (revised plans
received 31/5/16, including revised site boundary to accommodate an electricity connection
to the Royal Mint, decrease in height of the turbine to 100 metres maximum blade tip height
and change in colours to a green tower and yellow blades to represent a daffodil) (Amended
plans/information received 31/05/16) [HW]
Location: ON LAND 440 METRES TO THE WEST OF RHIWFELIN FACH FARM, NORTH
OF THE ROYAL MINT, LLANTRISANT, PONTYCLUN, GR 303656, 185383
AGENDA ITEM 8 Correspondence
To note the receipt of the annual report 2015/16 from the Public Services
Ombudsman for Wales. – Available in the office.
AGENDA ITEM 9 Older Persons Listening Project
To consider Councillor involvement in an RCT project for listening to older people.
The Listening Project is about people and organisations working together to capture real
experiences of people to improve local communities. We want to find people who want to
share their experiences about their day-to-day life. From this we can understand what really
matters to people.
• Participatory Action Research project
• Using SenseMaker®
• Free capture of narratives- Allowing people to raise the issues that matter to them.
• Gets people talking, gets people thinking; gets people learning.
• Supports co-design and co-production of services.
AGENDA ITEM 10 No 47 Community Bus
To receive a report regarding the Community Bus
AGENDA ITEM 11 Events Committee
To receive feedback from the meeting on the 21st June and confirm the way ahead.
The meeting was well attended with representatives from 22 Community Groups
attending and 8 Councillors. Those who attended seemed keen to work together and
surprised at the number and variety of groups in the area. A request was made for a
database to be set up. Cllr Matheson spoke on the Future Generations Act and Cllr
Barton led the discussion on opportunities to work together. It was AGREED to meet
again in September to move forward plans for Community Christmas activities and
hoped that the June meeting would be the first of several.
AGENDA ITEM 12 Beating the Bounds
To agree the Community Council financial support for the Beating the Bounds 2017.
AGENDA ITEM 13 Health & Safety
To receive an update on any Health and Safety issues since the last meeting.
Following and incident at youth club a locked knife box has been purchased and is
now in use for all sharp items at Llys y Cwm.
AGENDA ITEM 14 Councillors Items
To receive any reports from Council members for information.
The next Monthly Meeting of Llantrisant Community Council will be held on
Tuesday 13th September at 6.30pm, Caerlan Hall.