HELD AT PENCLAWDD COMMUNITY CENTRE ON THURSDAY 16^th OCTOBER, 2008 AT 7.00p.m.

MEMBERS PRESENT: 

Chairman Councillor P Hood-Williams

Councillors Mrs. P. Guy, , J. Guy, Mrs. A. Lewis-Pudduck, Mrs. S. Davis,  P. Tucker, W. Smart, Mrs. J. Usher,  C. Jones, R. Cooper.

Also present was one member of the public.

81.         APOLOGIES FOR ABSENCE :

Apologies were received from Councillors T. Snell, P. Place and G. Nicholls

82.         TO RECEIVE DISCLOSURE OF PERSONAL INTEREST FROM MEMBERS IN ACCORDANCE WITH THE PROVISIONS OF THE CODE OF CONDUCT ADOPTED BY LHCC ON 2^nd MAY, 2008:

Councillor Mrs. S. Davis declared an interest in respect of the contractors account for grounds maintenance, agenda item 7.

City & County Councillors Hood-Williams and Tucker declared an interest in respect of matters relating to the City and County of Swansea.

83.         CO-OPTION OF MEMBER OF PUBLIC , TO FILL THE VACANCY IN THE THREE CROSSES WARD:

Councillor J. Guy reported Mr. R. Sweet of Penclawdd is willing to represent the Three Crosses ward. The motion to co-opt Mr R. Sweet, subject to the full approval of the Three Crosses councillors, if no suitable candidate from Three Crosses is found by the next meeting was passed.

84.         CHAIRMAN’S REPORT/REMARKS:

The Chairman reported on an invitation to attend the annual concert by the Penclawdd Brass Band. Regrettably due to a prior appointment he would be unavailable to attend. It was agreed that any councillors attending the concert would represent the Council.

85.         TO CONFIRM THE MINUTES OF THE MEETING HELD ON 18^th SEPTEMBER, 2008:
The minutes of the Council meeting held on Thursday 18^th September, 2008 were confirmed as a true record. 

86.         MATTERS ARISING:
No matters were arising from the last meeting.

87.         CLERK’S REPORT:
The Clerk advised that the Internal Audit for the financial Year 2007/2008 had been despatched to the External Auditor.

The Clerk advised that the Internal auditor had recommended a review of the Standing orders, Financial Regulations and Risk Assessment for the Community Council. The Clerk and Vice Chairperson agreed to look into this and report back at the next meeting.

The Clerk asked for clarification of his remit in respect of authorising repairs to council property. The Council confirmed that repairs up to £1,000 were at the discretion of the Clerk in consultation if necessary with the chairman or another councillor.

The Clerk reported that Financial expenditure was on track for the year so far.

The Clerk reported on vandalism at Three Crosses community hall: the hall had been subject to graffiti and the matter reported to the Police and the City and County of Swansea Graffiti removal team.

The Clerk reported that Councillor Hague of City and County of Swansea was available for a meeting on environmental issues. The Council agreed to request a meeting on either the 6^th or 27^th of November.

The Chairman proposed that the Council consider electronic distribution of the Council minutes. It was agreed that the minutes will be distributed this way to those councillors in agreement.

88.         ACCOUNTS FOR PAYMENT/FINANCIAL REPORT:
The accounts as detailed and agreed by the Clerk were passed for payment.

A motion to write to Mr N.L.Aubrey thanking him for his excellent work for the council regarding planning applications was passed.

89.         COUNCIL PROPERTY, LOTTERY FUNDING AND COMMUNITY PROJECTS:
Councillor C. Jones reported on damage to the changing rooms, holes in the bank and damage to seating at the Bowls Pavillion at the Recreation ground in Penclawdd. Councillor J. Guy expressed concerns at the ongoing vandalism. It was agreed to authorise the Council’s contractor to carry out repairs, to ask the contractor to advise on further security measures and to report all further damage to the Clerk to enable him to notify the relevant authorities.

The Clerk reported on damage to the guttering at the bowls pavilion: it was agreed to authorise the contractor to repair the guttering.

The Clerk reported that grants were unavailable for the fencing at the playground in Penclawdd. The Clerk agreed to seek further quotes for this work.

The Clerk reported on correspondence from Penclawdd A.F.C. regarding flooding at the Parc Dan-y-lan playing field. Coucillor P. Tucker reported that inspectors from City and County of Swansea had checked the drainage pipes at the field and they were undamaged. It was agreed that the Council should ask the contractor to investigate and report back with an assessment of the  situation.

The Clerk reported on costing received from the contractor for drainage at Llanmorlais changing fields. Councillor J. Guy asked the council to confirm its commitment to the project. This was agreed.

The Council reaffirms its commitment to the provision of an all weather multipurpose floodlit area, ladies disabled changing rooms and toilets together with drainage at the Llanmorlais recreation ground. The Council will give a grant of £25,000 and a 40 year lease of the whole site, subject to successful grants.

Councillor J. Guy reported on the submission of the grant application for the community hall in Three Crosses. Councillor J. Guy asked the Council to confirm its commitment to the project. It was agreed that.

The Council reaffirms its commitment to the extension of the community hall in Three Crosses. The Council has earmarked £25,000 towards the project, subject to successful grants.

The Clerk reported on correspondence from Mr N. L. Aubrey regarding clarification of the Council’s wishes regarding the development of the bowls pavilion. It was agreed that the development reflect the wishes of all the interested parties.

Councillor J. Guy reported that the submission for grants for seating in Penclawdd was proceeding. He reported that as the grant available was limited to £5,000 further grants for Three Crosses and Llanmorlais should be submitted after this application.

Councillor P. Tucker reported that he was meeting with representatives from City and County of Swansea regarding benches in the village on their land.

Councillor P. Hood–Williams reported on seating in Three Crosses that also needed repair. Councillor J. Guy reported on a local carpenter willing to carry out repairs to local benches. It was agreed that the Councillors seek out carpenters willing to carry out repairs.

Councillor A. Lewis Pudduck asked for clarification regarding the support Swansea City Council contributed to leisure facilities and which sites are supported. It was agreed the Clerk write to City and County of Swansea to ask for clarification on this matter, that the work the council is doing in this area be mentioned and that requests for any available funding from City and County of Swansea be made.

Councillor Mrs S. Davies reported on the ‘chinning bars’ at Crofty playground. It was agreed that the Council ask its contractor to check all the Council’s playgrounds for sufficient safety floor bark and to rectify the situation where necessary.

Councillor W. Smart reported on the general situation of the Council’s playgrounds. It was agreed that Councillor W. Smart  take on responsibilities for overseeing the councils playgrounds. It was agreed that Councillor W. Smart be granted a budget of £20,000 to investigate new playground equipment for the villages with the aim of introducing the equipment by the next Spring.

Councillor P. Hood-Williams reported on the climbing frame at Three Crosses playing ground. The Council agreed to remove part of the equipment that was considered a safety hazard and to then review the safety of the climbing frame. Additionally, repairs will be done on the slide where corrosion has occurred.

Councillor P. Hood Williams also reported that the Council’s playgrounds were in need of painting and the Clerk agreed to investigate and authorise work where required.

Councillor Mrs S. Davies reported on the overgrown hedges at the Llanmorlais playing fields, it was agreed to defer any action on these hedges until the development at Llanmorlais was resolved.

Councillor J. Guy reported on resiting the rugby posts at Penclawdd to Llanmorlais for use at that facility. Council agreed this motion.

Councillor W. Smart reported on the drainage at the bank in Three Crosses. Councillor P. Hood-Williams agreed to investigate further with Councillor W. Smart.

Councillor Mrs J. Usher reported on concerns over a potentially dangerous traffic situation at the crossroads at Wernffrwd. Councillor P. Tucker agreed to meet Councillor Usher at the site to investigate.

Councillor W. Smart reported on Japanese Knotweed in the community and raised concerns that when road resurfacing or hedge trimming took place, proper precautions were not being observed to stop the spread of the Knotweed.

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Councillors Tucker and Hood-Williams withdrew.

Councillor Mrs P. Guy assumed the role of Chairman.

90.         PLANNING APPLICATIONS:
Applications received from the Local Planning Authority were read out.  The applications considered were:

2008/1920; 2008/1971; 2008/1965; 2008/1967

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Councillors Tucker and Hood-Williams returned.

i.                Gower Society – Newsletter   Noted.

ii.              IDT Training – Notice of Training course in ‘Supervision skills’   Noted.

iii.             One Voice Wales – Notification of Meeting on 9^th October.   Noted.

iv.            Office of Martin Caton M.P.  – Letter concerning a hole in the grassed area adjacent to Station Road Llanmorlais.   Clerk to write back to Mr Caton thanking him for his letter, informing him this is private land and to provide him with the name and address of the landowner.

v.              Office of  Peter Black A.M. – Notice of Advice Centre and Surgery dates.   Noted.

vi.            Urdd National Eisteddfod – Request for donation.   Noted.

vii.           Llanmorlais and District Community Association – Letter regarding mud accumulating around Llanmorlais field from access gate to field.    Clerk to write to the land owner asking him to rectify the mud flowing onto Council property.

viii.         Local Government Boundary Commission for Wales – Review of Community Boundaries. Request for comments on Draft Report.   Regarding the Three Crosses ward, the councillors of Three Crosses noted that further work be done to ascertain the electorates wishes. Regarding the Llanmorlais ward the council expressed disappointment that the commission has not acted on the councils recommendations and agreed to write to the Commission on this matter.

ix.            Welsh Assembly Government – Guidance for Community and Town Councils in Wales.   Noted.

x.              Penclawdd Brass Band – Notification of Annual Concert on 25^th October.      Noted.

xi.            Royal Institute of South Wales – Notification of Book Fair on the 25^th October at Swansea Museum.   Noted.

xii.           Play for Wales – Autumn 2008 Newsletter.   Noted.

xiii.         Swansea Local Health Board – Notification of publication of Annual Report online.   Noted.

xiv.         Cruse Bereavement Care – Request for donation.   Noted.

xv.          City and County of Swansea – Vehicle Survey at Station Road, Penclawdd. Site does not meet criteria for pedestrian crossing.   Council expressed its disappointment over this issue, Councillor P. Tucker reported the issue is still ongoing.

xvi.         Gower Community Council Website – Notification of costs for running Community Website.  Council agreed to support existing website.

xvii.       City and County of Swansea – Design Guide for Household Development.   Noted.

xviii.      Llanmorlais Primary School – Acknowledgement and thanks for donation, request for clarification regarding use of Llanmorlais sports field and facilities.   Clerk to reply indicating School is free to use facilities in the daytime and to liaise with Councillor Mrs J. Usher regarding all other matters.

xix.         City and County of Swansea – Notification of Council Buffet Evening.     Noted.

xx.          South Wales Police – Letter regarding concerns over the children’s playground in Penclawdd.  Clerk will write to PCSO’s thanking them for their assistance, acknowledging our shared concerns and affirming the Council’s commitment to the playground. Also he will outline the work the Council is carrying out at the playground and agree that any funding that could be procured by them for the playground would be appreciated by the local community.

xxi.         South Wales Police – Letter regarding PACT meeting at Penclawdd Community centre.   Councillor P. Tucker agreed to liaise with PCSO’s and City and County of Swansea.

92.         FOOTPATHS, CYCLE PATHS AND BRIDLEWAYS:
Councillor Mrs P. Guy reported on the playing of golf on the Craig-y-coed playing field, highlighting the concerns of local residents.   Clerk to write to City and County of Swansea raising the councils concerns on this matter.

Councillor P. Hood-Williams reported on a survey of the local footpaths and the production of a map / guide. Councillor R. Cooper agreed to liaise with City and County of Swansea on this matter.

93.         DELEGATES’ REPORTS:
The Chairman reported on attending the Swansea branch meeting of One Voice Wales and the appointment of new officers. He also reported that One Voice Wales was currently arranging for training courses as recorded in the July meeting and commented on the activities other community councils in the area were engaged in.

94.         DATE, TIME AND VENUE OF NEXT MEETING:
The next meeting of the Council will be held at Penclawdd Community Centre on Thursday 20^th November, 2008 commencing at 7.00.p.m.