MINUTES OF THE MEETING OF PENNARD COMMUNITY COUNCIL (PCC) HELD ON 17 NOVEMBER 2010 AT PENNARD PARISH HALL

Present Mrs H Langford– Chair Dr R J Cook

Mr L Irwin Mrs L James

Mr M Layton Mr M Smith

Dr M Waymark Mr W Weeks

Mr C James – clerk

Apologies for Absence Mr D Hickery, Mr N King, Mr G T Nash Mr A Thomas, Mr L Williams

In Attendance Cllr Margaret Smith & two members of the public

The Gower ANOB Ranger, Huw Lloyd, gave a presentation explaining his duties and typical issues that he deals with.

Declarations of interest

2010/146 R Cook - planning application 2010/1649, 83 Pennard Drive

A Thomas - planning application 2010/1691 4 Bendrick Drive

2010/147 M Smith & M Waymark – Environment/Golf Club

2010/149 All councillors - Browns Drive, Burrows Close & Park Road

2010/153 L James – Clerk’s Contract Conditions

Questions from the public There were none.

2010/142 Rules of debate

With Council meetings getting longer and longer, the Chair reminded those present of the responsibility of community councillors and others present to adhere to the Council’s Standing Orders.

2010/143 Minutes of the council meeting held on 12 October 2010

Acceptance was proposed by M Waymark, seconded L James and approved.

2010/144 Matters arising from these minutes

Minute 2010/131, the library. The clerk had not written the letter in support as the librarian thought it too late to have any influence.

Minute 2010/137, Browns Drive, Burrows Close & Park Road. The public meeting had not been organised as there had been insufficient response from the residents to date.

2010/145 Accounts

Hall painting: It was noted that the agreed settlement was £2,548.00 + vat, which had been paid.

The outstanding PCC invoices were noted.

Accounts for payment. The following were approved:

The extra annual premium for the Squiggles extension of £69.30 was noted. Pro rata £38.73 for current year.

R Cook had audited the accounts for 2010/11 quarters 1 and 2.

It was agreed that:

- the contractual ground maintenance contract inflation increase of £152.00 for 2010 would be paid to the contractor in one instalment in December; CJ

- the requested S137 grant for Kittle Residents Association for 2010/11 would be paid (they had supplied a copy of their accounts for 2009/10).

Accounts for 2009/10

The thanks to the independent auditor had been arranged.

The Council noted the contents of the letter from the external auditor: there were no qualification issues. There were three comments for the clerk to attend to. The amended Annual Return, including Annual Governance Statement was unanimously approved.

The clerk would review the Council’s risk assessment processes by February 2011. CJ

Investment

The minimum worthwhile investment period was 6 months. Item to be added to February 2011 agenda, with a view to implementation at the start of the next financial year. CJ

Budget for 2011/12

It was agreed sub committee chairs would provide proposals, for consolidation by the clerk in time for a Finance sub committee on 6 December. The aim was to agree the budget at the December Council meeting. Chairs, CJ

2010/146 Committee Reports

Planning

There were no objections to the following applications:

2010/1559 Pennard Branch Library - removal of demountable library building and construction of single storey library building with associated landscaping and drainage works

2010/1588 The Dunes, 6 Bendrick Drive - two storey side extension incorporating a garage, with front and rear dormers

2010/1636 11 Bendrick Drive - single storey side/rear extension with roof terrace above

2010/1649 83 Pennard Drive - installation of Air Source Heat Pump (with comment about lack of subject matter expertise in PCC and possible noise)

2010/1655 Ambleside, Sandy Lane - fell 2 sycamore trees covered by TPO No. 153

2010/1691 4 Bendrick Drive - First storey conservatory extension

Determination

The City and County approval of 2010/0591 for Plot 33, Burrows Close, 2010/860 for 2 Pennard Drive and 2010/1454 80 Pennard Drive and refusal of application 2010/1298 for 9 East Cliff were noted.

2010/147 Sub Committee Reports

Hall – L Irwin

A letter received about disabled access from the small hall was awaiting expert advice. LI

Investigation of an incident where a light diffuser in the large hall fell down has revealed that the diffusers are not suitable for sports halls. The possibility of an additional fastener is being investigated. It was agreed that the clerk would amend the terms and conditions of the hall to state “no ball games”. CJ

The following were noted:

• the hall leaflets are to be amended manually to contain the official telephone number for the clerk;

• the consumption of alcohol at the booking on the evening of 8 January 2011;

• Provisional booking for the use of the hall for polling on 3 March and 5 May 2011;

• A potential booking for a Zumba dance class.

Environment (including footpaths) – M Smith

The school choir would sing at the December produce market.

It was agreed that cost of selection boxes for children present at the December produce market, including the choir, would be reimbursed in advance, to a limit of £45-00.

It was proposed to use profit from the market to fund the Green Path, and tree planting and benches for the community field.

It was agreed that the clerk would write to the Golf Club asking them to attend to ivy growing on the castle, and asking permission for PCC to attend to the overgrown well in Bendrick Drive. CJ

Footpaths.

It was agreed that it was time that the footpaths were checked again. M Smith to contact the Men’s Society to see if they were interested in doing it. MS

Receipt of the official order regarding footpaths 4 and 14 was noted.

Green Path. The City and County designer would produce a plan by the end of November, concentrating on the Pony Club end first.

Burial Ground

The test to fix one of the unsafe memorial stones was successful. The clerk would contact known owners for them to progress repairs to their memorials. CJ

The problem with ivy smothered trees had been resolved.

The Grant of Right for burial plot 368 was agreed.

Twinning

The letter from Passage West Town Council in response to PCC’s about the visit of the Cyclists Touring Club was noted.

Field – G Nash

A large hole appeared in the field on the boundary by the football pitch on 5 November. The area was cordoned off until the hole was filled by the maintenance contractor the following day, at a cost of £95-00.

The replacement cradle swings had been installed.

The clerk had discussed the ground maintenance contract with the contractor and two amendments were required to show that materials were an additional cost for the top dressing item, and to correct a typing error. These were agreed and clerk will issue the agreed contract. CJ

2010/148 Other Committees

Parish Hall – N King No report

PACP – L James & M Smith No meeting, next one on 23 February 2011

Neighbourhood Watch – G Nash No report

The Council noted recent anti-social behaviour and a spate of break-ins in the area.

Community Council Forum – H Langford & M Waymark No meeting, next one on 2 December 2010.

One Voice Wales (OVW) – R Cook/G Nash No meeting, awaiting notification of the next.

2010/149 Communications

Browns Drive, Burrows Close & Park Road. PCC had now received a request from the City and County to contribute, with other residents, to repairs leading to adoption of the roads. Various supporting correspondence from residents was noted. It was agreed unanimously that PCC would contribute the requested £1,200-00. The clerk would inform the City and County. CJ

Browns Drive. A request had been received that the residents of Browns Drive be kept informed about what was proposed for their road. County Councillor Mrs M Smith would take this up with the City and County. Mrs MS

Pennard Primary School Governor. A request to nominate a governor had been unexpectedly received. It was agreed not to nominate at this time and let the four year period apply. The clerk would respond to the letter. CJ

Sewage. The responses to PCC’s letters from the City & County and Dwr Cymru/ Welsh Water were noted. No further action was agreed until receipt of the further information promised by Dwr Cymru. The clerk would inform interested residents.

CJ

Receipt of the following was noted:

- notification by the City and County of the improvements to be made to the Southgate public conveniences, starting 1 November;

- letter concerning the lack of lighting between the Parish Hall and car park in Vennaway Lane. Passed to County Councillor M Smith; Mrs MS

- OVW communication regarding training in Planning processes. The clerk would forward this to councillors; CJ

- OVW communication on Community Resilience;

- PCC support to the Pennard Africa Links initiative (without financial commitment).

2010/150 Parking in Kittle

PCC noted resident’s concerns about antisocial/illegal parking at various points on the main road in Kittle, particularly opposite the village store. Mrs MS

2010/151 Dates for Meetings in 2011

The proposed meeting dates were agreed.

2010/152 Review of Lease to Squiggles (The public were excluded for this item for commercial reasons)

The meeting with Squiggles had taken place, where proposed contract changes were agreed.

The proposals, covering the lease period, review/break points, insurance, new or amended contract and responsibility for costs, were discussed and revisions agreed by the Council.

Once these revisions were agreed with Squiggles, it was agreed that M Waymark would obtain an estimate of cost for consultation with the solicitor, and the consultation would proceed. MW

2010/153 Clerk’s Contract Conditions (The public were excluded for this item for staff confidentially reasons, and L James and the clerk left the room and took no part)

Revised contract conditions for the clerk were agreed, as documented in the amended minutes of the Finance Sub-committee meeting on 11 November 2010.

The meeting closed at 10.00 pm.