MINUTES OF THE MEETING

 

HELD AT PENCLAWDD COMMUNITY CENTRE

 

ON THURSDAY 19th FEBRUARY, 2009 AT 7.00p.m.

 

 

MEMBERS PRESENT:           Chairman Councillor P. Hood-Williams
            Councillors  J. Guy, Mrs. P. Guy, Mrs. S. Davis,  Mrs. A. Lewis-Pudduck, T. Snell, P. Tucker, R. Cooper, G. Nicholls, N. Davies, W. Smart.

 

 

130.     APOLOGIES FOR ABSENCE :

 

Apologies were received from Councillors Mrs. J. Usher, P. Place & C. Jones.

 

131.     TO RECEIVE DISCLOSURE OF PERSONAL INTEREST FROM MEMBERS IN ACCORDANCE WITH THE PROVISIONS OF THE CODE OF CONDUCT ADOPTED BY LHCC ON 2nd 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.

 

132.     CHAIRMAN’S REPORT/REMARKS:

 

The Chairman apologised for being unable to attend the last meeting.

 

133.     TO CONFIRM THE MINUTES OF THE MEETINGS HELD ON 15th & 22nd JANUARY 2009:

 

The minutes of the Council meetings held on Thursday 15th January 2009 & Thursday 22nd January 2009 were confirmed as true records. 

 

134.     MATTERS ARISING:

 

No matters were arising from the last meeting.

 

 

135.     CLERK’S REPORT:

 

The Clerk reported that he would be completing the borrowing application for the Council’s contribution to the extension at Crwys, community hall, Three Crosses now the confirmation of the grant had been received.

 

The Clerk reported he was obtaining utility readings for the Councils properties and hoped to complete the work by the 22nd February.

 

The Clerk reported he had met with a representative from ‘Fire Safety Direct Ltd’ regarding Crwys hall. The representative advised the installation of two new fire extinguishers and some appropriate signage. The Clerk advised this would be done on receipt of further correspondence from Fire Safety Direct Ltd .

 

The Clerk reported he was still awaiting legal advice regarding Dan–Y-Lan, playing fields regarding the drainage problems at the field. He advised that following conversations with Penclawdd A.F.C. the drainage ditch at the top of the field had been cleared and this had rectified the problem for the short term. The Clerk extended his thanks to Penclawdd A.F.C. for undertaking this work themselves.

 

The Clerk reported on conversations with the Council’s contractor regarding security at the Pavillion, Penclawdd recreation ground. As reported in previous meetings, vandalism to the roof of the pavilion is leading to ongoing repair costs. The Clerk advised the contractor had recommended the use of Anti Vandal paint and would submit an estimate for the Councils consideration.

 

136.     SUB COMMITTEE REPORTS:

 

1.         Councillor Mrs. P. Guy reported on behalf of the sub committee formed to manage benches in Penclawdd.
i.          The Council has received the cheque for £5,000 from ‘Awards for all Wales’
ii.          The Committee has met to consider the types of benches available and the locations to site them.
iii.         The Committee was now assessing the installation costs before ordering the benches.
It was passed unanimously that the sub committee proceed with the ordering and installation of benches as soon as possible.

 

2.         Councillor W. Smart reported on behalf of the sub committee to manage Playgrounds and Parks. He advised the Council that information was still pending from a number of suppliers but that the sub committee should meet to discuss the requirements of the playground at Penclawdd.
A meeting was arranged for Thursday 26th February

 

 

3.         Councillor J. Guy reported on Grants
Councillor J. Guy reported on the extension to Crwys community hall, Three Crosses.
i.          Councillor J. Guy proposed that Llanrhidian Higher Community Council accepts the grant of £71,438 from ‘People and Places’, return the necessary documentation and write a letter of thanks to them.
This was agreed unanimously and the Clerk was instructed to proceed as agreed.
ii.          Councillor J. Guy proposed that Llanrhidian Higher Community Council delegates the achievement of the project outcomes to the management committee of the Crwys community hall.
This was agreed unanimously and the necessary documentation was presented to Councillor P. Hood-Williams.
iii.         Councillor J. Guy proposed that Llanrhidian Higher Community Council borrow £25,000 from the Public Works Loan Board as sanctioned by the Welsh Assembly, to fund the Council’s commitment to this project.
This was agreed unanimously and the Clerk was instructed to proceed with the application.
iv.         Councillor J. Guy proposed that the Clerk be instructed to engage Mr Tony Lewis of Sheehans Solicitors , Neath to complete a ‘Certificate of Title’ and a ‘Deed of Dedication’ relating to Crwys community hall in order to receive grant payment. Mr Lewis to write to ‘People and Places’ to confirm he has received said instructions.
This was agreed unanimously and the Clerk was instructed to proceed as instructed.
v.         Councillor J. Guy proposed that Mr N. Aubrey acting as Project Manager will liaise with ‘People and Places’ on the ‘Post Award Capital Grant Checklist’ and return said checklist as instructed in the letter dated 4th February 2009, Ref PPF/1/010285575.
This was agreed unanimously.
vi.         Councillor J. Guy proposed Llanrhidian Higher Community Council provides a grant of £2,000 a year to the management committee to help run the facilities at the hall.
This was agreed unanimously.
vii.        Councillor J. Guy proposed that he be given plenary powers to act as the Council’s representative to liaise with the grant authority.
This was agreed unanimously.
viii.       Councillor J. Guy proposed that Mr N. Aubrey be retained as Project Manager and that the Clerk write to him to confirm he is willing to accept the post. The Project Managers brief shall be to oversee the construction of an extension to Crwys hall, Three Crosses, said extension to conform to the planning permission given and building regulations laid down by City and County of Swansea. To also furnish the hall in consultation with the management committee and the Clerk to the Council.  The Project Manager shall be responsible for producing specifications for the construction to be used in the tendering process and advise the Council on selecting a suitable contractor. The Project manager shall be responsible for bringing the project to completion within budget and on time additionally to also produce all documentation required by the granting authority.
This was agreed unanimously.
ix.         At this point the tenders for the project were opened and the contents examined.
x.         Councillor J. Guy proposed that the Councillors P. Hood-Williams and J. Guy along with Mr N. Aubrey, Project Manager and the Clerk meet to assess the tenders and agree the contractor for the project. A meeting was provisionally arranged for Sunday 26th February 2009.
This was agreed unanimously.

 

Councillor J. Guy reported on the development of facilities at Llanmorlais.
i.          Councillor J. Guy reported that the Llanrhidian Higher Community Sports Association has been allocated £300,000 from the ‘Community Facilities and Activities Programme’, Welsh Assembly Government.
ii.          Councillor J. Guy proposed that the £37,500 grant from Llanrhidian Higher Community Council for the Llanmorlais facilities be allocated to the Llanrhidian Higher Community Sports Association.
This was agreed unanimously.
iii.         Councillor J. Guy proposed that Llanrhidian Higher Community Council as a partner in the project make a grant of £4,000 a year to the Llanrhidian Higher Community Sports Association to provide the facilities at Llanmorlais free of charge to the residents of the Llanrhidian Higher ward.
This was agreed unanimously.

 

Councillor J. Guy reported on the play facilities at Penclawdd.
i.          Councillor J. Guy reported that City and County of Swansea would not provide a grant for the playground at Penclawdd under the Gower villages and community projects scheme as proposed in Point 128, extraordinary finance meeting minutes. He proposed that the Council make £50,000 available for the project as outlined in the estimates obtained by Councillor W. Smart and that the sub committee consisting of Councillors Mrs. P. Guy, W. Smart, T. Snell and C. Jones along with the Clerk, plan, purchase and engage contractors to develop and deliver the project as quickly as possible. Subject to the funding being available.
This was agreed unanimously.
ii.          Councillor J. Guy raised the issue of the Council’s commitment to purchase equipment for the Council’s playgrounds. The playgrounds located in Llanmorlais and Three Crosses fall within Gowers ‘area of outstanding natural beauty’ and would qualify for grant aid. Councillor J. Guy requested the Councils instructions to seek grants for these playgrounds.
The Council unanimously agreed to seek grants of £12,000 for these playgrounds.

 

Councillor J. Guy reported that the necessary insurance would need to be taken out to cover all the Councils projects.
This was agreed unanimously.

 

Councillor J. Guy reported on the progress of a £25,000 grant application to Sport lot. He indicated the requirement for a letter from the Clerk confirming the granting of a ‘peppercorn’ rent to the Llanrhidian Higher Community Sports Association for the erection of the Llanmorlais facility and asked the Council to endorse said letter.
This was agreed unanimously.

 

 

The Chairman thanked Councillor J. Guy for his excellent work on behalf of the Council, especially in respect of the projects detailed above. The Chairman drew the Council’s attention to all the grant applications Councillor Guy has made.
This was endorsed unanimously.

 

137.     BORROWING FOR 2009/2010:

 

The Clerk reported that correspondence had been received from the Welsh Assembly regarding Borrowing Approval for 2009/2010.

 

The Council agreed to request the facility to borrow up to £50,000 for the playground at Penclawdd.

 

138.     ACCOUNTS FOR PAYMENT/FINANCIAL REPORT:

 

The accounts as detailed and agreed by the Clerk were passed for payment.

 

139.     COUNCIL PROPERTY, LOTTERY FUNDING AND COMMUNITY PROJECTS:

 

Councillor R. Cooper commented on the state of the railings opposite Greenacres estate. On behalf of City & County of Swansea, Councillor P. Tucker replied that the matter was in the hands of the insurance company and that he would raise the matter with the relevant department.

 

Councillor Mrs. S. Davies reported on concerns expressed by the residents in Wernffwrd regarding the encroachment of the road onto the river bank and the completion of maintenance work on the bridge. Councillor P. Tucker agreed to examine the situation and reported that the area of the bridge needing attention would be grassed when conditions allowed.

 

Councillor Mrs. S. Davies reported on that the bins in the villages were not being emptied. Councillor P. Tucker agreed to investigate.

 

Councillor Mrs. A. Lewis-Pudduck reported on complaints raised by residents over the recycling scheme currently being introduced by City and County of Swansea, whilst residents welcomed the scheme some residents had purchased bin bags for garden waste which would now be rendered redundant. Councillor P. Tucker agreed to investigate.

 

Councillor G. Nicholls reported that Mrs. E. Jackson, the Head of Penclawdd Primary School was willing to address the Council on ‘safer routes to school’.

 

 

Councillors Tucker and Hood-Williams withdrew.

 

Councillor Mrs P. Guy assumed the role of Chairman.

 

140.     PLANNING APPLICATIONS:

 

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

 

2008/1620; 2009/0063; 2009/0105; 2009/0164

 

 

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Councillors Tucker and Hood-Williams returned.

 

141.     CORRESPONDENCE:

 

i.          Llanmorlais Primary Action Group – Acknowledgement and thanks for donation – noted.

 

ii.          City and County of Swansea, Planning Services – Acknowledgement of correspondence concerning application 2008/2295 – noted.

 

iii.         One Voice Wales – Notification of Meeting on 12th February 2009 – noted.

 

iv.         Port Eynon Community Council – Acknowledgement and thanks for Chairman’s attendance at ‘Sand Loss at Gower Beaches’ meeting – noted.

 

v.         City and County of Swansea, Culture and Tourism – Hanging Basket Scheme 2009 – Clerk to check when form required. Councillor R. Cooper to investigate sites.

 

vi.         City and County of Swansea, Planning Services – Acknowledgement of correspondence concerning application 2008/1182 – noted.

 

vii.        U.K. Special Risks Ltd – Memorial Insurance Protection – noted.

 

viii.       City and County of Swansea, Finance Department – Notification of precept payment schedule – noted.

 

ix.         One Voice Wales – Opportunity for Chairman to attend Buckingham Palace Garden Party – noted.

 

x.         Mid and West Wales, Fire and Rescue Service – Changes to ‘crew’ system at Pontardawe fire Station– noted.

 

xi.         Welsh Assembly – Local Government Partnership Scheme Report 2007-2008 – noted.

 

xii.        One Voice Wales & Society for Local Council Clerks – Notification of Certificate in Local Council Administration Wales – noted.

 

Councillor P. Hood-Williams reported on a meeting of the Rural Development Committee to be held on 5th March at Penclawdd Community Centre.

 

142.     FOOTPATHS, CYCLE PATHS AND BRIDLEWAYS:

 

Councillor Mrs. A. Lewis-Pudduck reported on concerns raised to her over speeding in the villages. She informed the Council of her intention to carry out a survey of the footpaths adjoining the main road and report back on the condition of these footpaths. Councillor W. Smart agreed to assist.

 

143.     DELEGATES’ REPORTS:

 

The Chairman reported on attending the Swansea branch meeting of One Voice Wales and informed the Council we should be receiving details on further training courses.
The Chairman reported on the meeting organised by Port Eynon Community Council regarding dredging in Gower.

 

144.     DATE, TIME AND VENUE OF NEXT MEETING:

 

The next meeting of the Council will be held at Crwys community centre on Thursday 19th March, 2009 commencing at 7.00.p.m.

 

It was unanimously agreed that if Council business needed to be resolved urgently the Chairman could call an Extraordinary meeting without the required three day notification period.

 

 

 

…………………..

Chairman