Minutes and Draft Summaries

CHAIR’S REMARKS
Cllr Elaine Jones welcomed Members and wished them all a Happy New Year.
She reported that the Choir Concert had been a great success, although it was a shame that more people hadn’t attended.
TO RECEIVE APOLOGIES FOR ABSENCE
Apologies had been received from Cllrs F Watkins, M Nott, D Lewis, J Lewis, G Thomas, M Collett and P Williams-Jones.
TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN RESPECT OF BUSINESS TO BE TRANSACTED
None
TO CONFIRM AND SIGN THE MINUTES OF THE MEETING OF COUNCIL HELD ON 12th December 2016
Cllr K Wilcox had been present at the meeting but was not listed as such. It was agreed that the minutes reflect this.
RESOLVED: To accept the minutes of the Meeting held on the 12th December 2016 as a true and accurate record, with the above amendment.
TO CONSIDER ANY MATTERS ARISING FROM THE MINUTES OF THE MEETING OF COUNCIL HELD ON 12th DECEMBER
Minute no. 243
Cllr Phillips raised a concern she had received re a small raised ‘wall’ at the Memorial Hall car park. Some discussion followed, including the suggestion that a sign be purchased, stating that the Council takes no responsibility for cars parked at the car park, such sign to be fixed to the Memorial Hall. It was
RESOLVED: That Cllr J Phillips will provide photographs of the wall in question at the next Council meeting
It was further RESOLVED that the Clerk should purchase a sign as above, up to a maximum cost of £100.
Minute no. 244
Cllr Y Nott had taken part in the interviews for a Librarian at Sarn Library. 30 applicants were reduced to 7 for interview. The successful candidate was Claire Henn, who has exyensive Library experience.
TO ADJOURN, IF NECESSARY, TO TAKE PUBLIC QUESTIONS
No members of the public were present.
FINANCE REPORT
Bank account balances:
• Lloyds Bank Account: Balance as at December 31st 2016: £42,953.66
• Swansea Building Society (SBS): Balance as at 30th November 2016: £25,236.47
Some discussion took place re the rental payments due by the Council to the Sarn Association.
It was RESOLVED: to Approve the Finance Report
It was further RESOLVED that the rental due to Sarn Centre Association for 2016 be paid.
TO CONSIDER ITEM UPDATE ON EVENTS
Nothing to report
TO CONSIDER ITEM REPORTS FROM PACT MEETINGS
Sarn & Bryncoch PACT: A report was circulated. No Police had attended. Priorities: Parking & Speeding
Bryncethin: PACT: No meeting has taken place since Christmas.
TO CONSIDER ITEM CORRESPONDENCE
a BCBC – Andrew Thomas
RESOLVED to Defer to the February meeting
b Civic Charity Appeals Committee – Charity lunch
RESOLVED to Note this item
c Zurich Insurance – bank details
RESOLVED to Note this item
d Sunshine Playgrounds – information
RESOLVED to Note this item
e Rachel Flint – Media request
RESOLVED to approve this request
f Awen (Richard Bellinger) – Library information
RESOLVED to Note this item
g One Voice Wales – Code of Conduct training
RESOLVED to enquire of Andrew Jolley as to availability of BCBC training
h Philip Jones (Bryncethin RFC) – request to attend a meeting
RESOLVED to Defer to the February meeting
i Sue Whittaker (BCBC) re CAT
RESOLVED to Note this item and await further information
j Griffiths Signs – Invoice
Paid – RESOLVED to Note this item
k James & Nicholas – Fee Account
Paid – RESOLVED to Note this item
l Whittingham Landscape Architecture – Invoice
Paid – RESOLVED to Note this item
CLERK’S REPORT
The Clerk requested the purchase of a lockable Filing Cabinet to be housed in the small meeting room at the Sarn Centre.
RESOLVED: That the Clerk purchase a filing cabinet up to a cost of £100
NB Cllrs J Lewis, D Lewis, M Nott & G Thomas joined the meeting at 7.10pm
DATE OF NEXT MEETING
Monday February 13th 2017
PLANNING & DEVELOPMENT
T/16/73/TPO
8 Ffordd Priordy Sarn CF32 9NB
Crown raise oak tree to 4.5m over property & reduce entire crown by removing up to 1m
It was RESOLVED to make NO OBJECTIONS to the application.P/16/1013/FUL
26 Heol y Mynydd Sarn CF32 9UH
Two storey side extension
It was RESOLVED to make NO OBJECTIONS to the application
(Cllrs Y Nott and E Jones declared an interest in this application)P/16/995/FUL
Pin-It Pastry Ltd Abergarw Industrial Estate Brynmenyn CF32 Proposed 224sq.m. extension to the existing factory to create additional workshop / manufacturing space, loss of 10 car parking spaces on main site, proposal for 36 new car parking spaces on adjacent site
It was RESOLVED to make NO OBJECTIONS to the application.P/16/960/FUL
Ty Risha Farm Penycae Penyfai CF32 9SN
Proposed kennels & cattery & temporary dwelling
It was RESOLVED to make NO OBJECTIONS to the application.Meeting closed at 7.18pm

MINUTES OF THE MEETING OF COUNCIL HELD ON MONDAY 12th DECEMBER 2016

PRESENT COUNCILLORS:
E Jones (Chair)
D Lewis
J Lewis
S Dobbs
G Thomas
M Nott
Y Nott
CLERK: Alana Davies

Minute No AGENDA ITEMS

CHAIR’S REMARKS
The Chair, Cllr Elaine Jones, thanked all who helped to make the children’s Christmas party such a success. She gave particular thanks to Cllrs J & D Lewis and their daughter Keira for decorating the room and the grotto, to Cllr P Williams-Jones for standing in at the last minute as a very believable Santa, and to Cllr G Thomas for his support as the Christmas Elf. Cllr Jones hoped that the Carol Concert on Friday would have a good attendance and be just as successful.
TO RECEIVE APOLOGIES FOR ABSENCE
Apologies had been received from Cllrs P Harris, J Phillips, F Watkins, M Collett, K Wilcox and P Williams-Jones.
TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN RESPECT OF BUSINESS TO BE TRANSACTED
Cllrs G Thomas, J Lewis and D Lewis declared personal interests in any planning matters (Item 18) as members of BCBC.
Cllr G Thomas also declared a prejudicial interest in Item 10, as a member of Bryncethin RFC.
TO CONFIRM AND SIGN THE MINUTES OF THE MEETING OF COUNCIL HELD ON 14TH NOVEMBER 2016
RESOLVED: To accept the minutes of the Meeting held on the 14th November 2016 as a true and accurate record.
TO CONSIDER ANY MATTERS ARISING FROM THE MINUTES OF THE MEETING OF COUNCIL HELD ON 14th NOVEMBER
None
TO ADJOURN, IF NECESSARY, TO TAKE PUBLIC QUESTIONS
No members of the public were present.
FINANCE REPORT
Bank account balances:
• Lloyds Bank Account: Balance as at November 30th 2016: £4,211.25
• Swansea Building Society (SBS): Balance as at 30th November 2016: £45,236.47 [Interest Rate 0.1%] • Co-op Bank Accounts: All balances have been transferred to Lloyds Bank account.
Library Funding 2016/17
The payment of £6,600 made in April 2016 referred to the invoice for the 2015/16 financial year. A further invoice for £6,800 has been received for the current year 2016/17.
It was RESOLVED to pay £6,800 to Awen Cultural Trust for the year 2016/17
Library Funding 2017/18
It was RESOLVED to increase the payment to Awen Cultural Trust in 2017/18 to support Sarn Library by £1,700.
It was further RESOLVED that the contribution previously paid by the Sarn Lifelong Learning Centre Association will in 2017/18 be paid by St Brides Minor Community Council.
Cllr Y Nott, in her role as Chair of Sarn Lifelong Learning Centre Association, thanked the Council for their increased contribution.
Final approval of Precept 2017/18
It was RESOLVED to agree the final Precept for 2017/18 as Resolved at the meeting of November 14th 2016.
TO CONSIDER ITEM SAFETY CONCERNS AT THE BRYNCETHIN MEMORIAL HALL CAR PARK
At a meeting held at BCBC Civic Offices on November 15th 2016, the following actions had been proposed:
• Re existing barrier: erect similar barrier across the road: This proposal was accepted in principle but there would be a need to check for chambers under the footpath
• Continue footpath across the remaining part of the entrance.
• Widen the dropped kerbed areas on both sides of the road
• Narrow the bund (i.e. widen the footpath) from the pedestrian exit to the car park entrance by approximately 12 inches; clear, flatten, and put stonework in place to prevent earth from falling onto the footpath. (Conservators would need to be consulted on this)
• Install ‘Keep Clear’ markings on the highway across the road and along the entrance, to include the crossing patrol area.
• This proposal to be formalized and costed by officers.
It was RESOLVED that the above actions be approved.
TO CONSIDER ITEM RECRUITMENT OF LIBRARIAN
It was RESOLVED that Cllr Yvonne Nott be the joint representative of St Brides Minor Community Council and the Sarn Centre Association on the appointment panel for a new librarian.
TO CONSIDER ITEM DONATION APPLICATIONS – DECEMBER
It was RESOLVED that the application for £200 from the ‘Tuesday Night Ladies’ be approved.
Cllr G Thomas left the meeting at this point.
Following discussion, it was further RESOLVED that the application for £15,000 from Bryncethin RFC be refused due to the large total balances of the organisation and the inability of the Council to accommodate such large donations, which would account for almost 30% of the Council’s total Precept.
Cllr G Thomas re-joined the meeting.
TO CONSIDER ITEM UPDATE ON EVENTS
Carol Concert: It was agreed that the Chair, Cllr Elaine Jones, will meet the Choir Leader at 6pm on Friday, and that the 50 Choir members will wait in the room used by the Council.
It was RESOLVED that the following payments be made:
• £200 to Tenovus
• £200 to Rev Pare’s Church
• £100 to the Church supported by Donna Jones (Accompanist)
• £100 to Nazareth Chapel
TO CONSIDER ITEM COUNCIL REPRESENTATION AT BCBC TOWN & COMMUNITY COUNCIL FORUM
This item was withdrawn as it was placed on the Agenda erroneously.
TO CONSIDER ITEM CORRESPONDENCE
a BCBC – Alex Carey re Kissing gate – RESOLVED to NOTE this item
b Coity & Bridgend First Responders re Public Access Automated External Defibrillators – RESOLVED to NOTE this item
c BCBC Joanne Norman re Car Park allocation RESOLVED to NOTE this item
d BCBC Gareth John re letter requesting precept requirement for 2017/18 RESOLVED to respond as agreed under Item 7.
e Others:
• Guy Smith:Communication in English from BCBC – RESOLVED to AGREE
• OVW: Publication of principles and guidance for the appropriate use of non guaranteed hour arrangements in devolved public services – RESOLVED to NOTE this item
• OVW: Buckingham Palace Garden Parties (members only) RESOLVED to NOTE this item
• OVW: Consultation on changing the name of the National Assembly – RESOLVED to send the link to Members
• OVW: National Development Framework (NDF) – RESOLVED to send the link to Members
• WG: consultation on the Welsh Transport Appraisal Guidance – RESOLVED to send the link to Members
• OVW: Training opportunities – RESOLVED to NOTE this item
• BCBC: Remittance advice (£20,000 re Car Park match funding) – RESOLVED to NOTE this item
• BCBC: Council Tax reduction – consultation – RESOLVED to AGREE with previous criteria i.e. :
o keep the extended payment period at the standard of four weeks;
o disregard War Disablement Pensions and War Widows Pensions when calculating entitlement to CTR;
o extend the backdating of CTR claims beyond the standard of three months, to a maximum of six months.
Introduction of Standing Order No. 68: That in view of the confidential nature of the business about to be transacted, it is advisable in the public interest that the public be temporarily excluded from the meeting.
TO CONFIRM AND SIGN THE CONFIDENTIAL MINUTES OF THE MEETING OF COUNCIL HELD ON 14TH NOVEMBER 2016
It was RESOLVED to accept the Confidential Minutes of the meeting of Council held on 14th November 2016 as a true and accurate record.
TO CONSIDER ANY MATTERS ARISING FROM THE CONFIDENTIAL MINUTES OF THE MEETING OF COUNCIL HELD ON 14TH NOVEMBER 2016
None
Conclusion of Standing Order No.68
CLERK’S REPORT
A representative of One Voice Wales, and a Clerk of a member Council, will join the February meeting.
DATE OF NEXT MEETING
Monday January 9th 2017
Cllrs J Lewis, D Lewis and G Thomas left the meeting.
PLANNING & DEVELOPMENT
Planning application
P/16/889/FUL 26 Rowans Lane Bryncethin CF32 9LQ
Two storey side extension for garage and bedroom above
It was RESOLVED to make NO OBJECTIONS to the application.Meeting closed at 7.50pm

MINUTES OF THE MEETING OF COUNCIL HELD ON MONDAY 17th OCTOBER 2016

PRESENT COUNCILLORS:

E Jones (Chair)
D Lewis
J Lewis
P Harris
M Collett
G Thomas
K Wilcox

CLERK: Alana Davies

CHAIR’S REMARKS
A thank-you card has been received from Stacey who has now taken up her new post. The Chair passed the card around for Members to read.
The Chair reminded Members that if they are unable to attend a meeting, they need to send their apologies to the Clerk beforehand if at all possible.
TO RECEIVE APOLOGIES FOR ABSENCE
Apologies had been received from Cllrs Y Nott, M Nott , P Williams-Jones, S Dobbs, J Phillips and F Watkins
TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN RESPECT OF BUSINESS TO BE TRANSACTED
Cllrs G Thomas, J Lewis and D Lewis declared an interest in any planning matters, as members of BCBC.
TO CONFIRM AND SIGN THE MINUTES OF THE MEETING OF COUNCIL HELD ON 12th SEPTEMBER 2016
RESOLVED: To accept the minutes of the Meeting held on 12TH September 2016 as a true and accurate record.
TO CONSIDER ANY MATTERS ARISING FROM THE MINUTES OF THE MEETING OF COUNCIL HELD ON 12th SEPTEMBER 2016
Minute no. 171: Re enquiries as to the possibility of neighbouring Councils contributing to the cost of grass-cutting at Sarn Cemetery , and of jointly engaging a ‘handy-person’
Emails have been sent; some responses received and details requested.
Minute no. 172: Re Internal Auditor – The Current Auditor has been notified of Council’s decision; enquiries are on-going re the appointment of a new Auditor
Minute no. 173: The Clerk had yet to ascertain the Interest Rates at the Swansea Building Society.
Minute no. 179: Re the Memorial Hall car park – Invoices have been requested
Minute no. 186: Replacement of gate at Queens Avenue – a meeting had taken place with Cllr J Lewis, Peter Bismire and the Clerk; it was agreed to replace the gate and erect a warning notice – the Clerk to obtain costs.
Minute no. 191: Remembrance Service – the Clerk has ordered the wreaths.
TO ADJOURN, IF NECESSARY, TO TAKE PUBLIC QUESTIONS
No members of the public were present.
TO RECEIVE A VERBAL PRESENTATION FROM KEVIN MABLY, COMMUNITY CO-ORDINATOR FOR LCC (LOCAL COMMUNITY CO-ORDINATION)
Maria Bennett had sent her apologies, but Councillors were happy to welcome Kevin Mably to represent the LCC team. Kevin gave an interesting talk on the structure and purposes of the LCC. He explained that 3 areas were covered – Kevin co-ordinated the Garw Valley, Maria the Ogmore Valley, and Laura the Llynfi Valley. The organisation was funded through BCBC and its aim is to provide support to people in their own communities, and sometimes in their own homes, to prevent them from going into crisis. LCC will also provide Signposting to a range of organisations e.g. The Wallich, CAB. Links have been formed with the Credit Union in Pontycymmer which covers the Garw Valley area. Discussion tool place regarding provision south of the M4 It was noted that the long-term aim would be to cover all areas, but the initial posts were put in place to cover the areas of most identified need, linked in with GP practices. Kevin is based in the Tyn y Coed surgery on Friday afternoons. He was requested to post notices in the surgery and elsewhere of his regular attendance there. Also discussed was the need for transport links for communities to take advantage of events being offered; it was made clear that LCC are forming links with Community Transport groups, but the main aim of the organisation is to engage people within their own communities rather than requiring transport to access activities. Cllr J Lewis informed members that the funding of LCC is due to end in March 2017. Other possibilities for future funding were discussed but no definitive answers are available at the present time.
TO RECEIVE A VERBAL PRESENTATION, AND Q&A, FROM RICHARD HUGHES OR RICHARD BELLINGER RE AWEN TRUST
Richard Hughes, CEO of the Awen Cultural Trust, thanked Councillors for their invitation to attend, and gave a general introduction to the background and aims of Awen. It had been established in response to financial pressures in BCBC. It is a registered –not-for-profit’ charity. It runs the Library services, Porthcawl Pavilion, Maesteg Town Hall, Blaengarw Community Centre, and Bryngarw House, including B-Leaf. It employs 150 staff and makes an effective contribution to the local economy., with over 1,000,000 visits a year. The Trust works in partnership with BCBC but is a wholly independent company. Much of its focus is on digital inclusion, children’s literacy, and art & culture, all of which follow on well from the LCC presentation (Item 7).
LIBRARY FUNDING – request for retrospective approval of funding
The information letter previously circulated was discussed. Mr R Hughes & Mr R Bellinger remained to answer questions on this item.
Discussion took place regarding opening hours, increased costs, other libraries within the County Borough, book stock, footfall, future of the library, interview processes, and future opening hours.
The following information was provided:
a. Opening hours: The history of the Sarn Library and its opening hours, was confirmed as in the information letter sent to all Councillors. It was also confirmed that the proposal is to maintain the current opening hours.
b. Increased costs: It was pointed out that although costs had increased over the past several years, there had been no increase to the level of funding requested from the Community Council or the Sarn Centre Association. The increase now being requested reflected the real costs of operating the library.
c. Other libraries within the County Borough: Garw Valley Lifecentre is now operated by Halo Leisure and is open for 36 hrs/wk; Pyle Library is open until 10pm and is in receipt of historical funding.
d. Book stock: Awen Trust will continue to purchase books, DVDs etc
e. Footfall: It was queried as to whether the library should close on a Wednesday and open on a Saturday instead. Research measures the number of books borrowed and the use of computers. Some libraries could lose hours or days of opening, but Sarn Library shows no evidence for closure. There may not be many new people using the library between 5 & 6pm, but there is quite a lot of computer use.
f. Future of the library: it was questioned as to whether the library at Y Dderwen school may replace Sarn Library. Richard confirmed that Awen’s contact with BCBC is to keep Sarn Library open; the school library is not open to the public.
g. Interview processes: As the majority of funding is being provided by the Community Council and the Sarn Centre Association, it was suggested by Richard Hughes that those organisations should play a part in the interview process. It was agreed by all that one member to represent both organisations would be the most sensible.
h. Future opening hours: It was suggested that the Library should also open on a Wednesday afternoon; this will be considered at a future Council meeting, and discussed with Awen as appropriate.
Richard Hughes thanked members for their continued support and awaited a decision as to funding for 2017/18. He added that the partnership with St Brides Minor Community Council and the Sarn Centre Association is a unique one, and works very well.
FINANCE REPORT
A. BANK ACCOUNTS
Lloyds Bank Account A/C 8246806002
Balance as at September 30th 2016: £36,080.87
Co-op Bank Accounts:
A/C no: 61190506 Balance as at 30th June 2016 £24.39.
A/C no: 61665510 Balance as at May 31st 2016 £45.14
Swansea Building Society Balance as at 30th June 2016 £45,236B. CHRISTMAS EVENTS PLANNING
Children’s Christmas parties:
Two events will take place:
• The Sarn & Bryncoch event will take place on December 9th
• The Bryncethin event will take place on November 24th at 6pm
RESOLVED that £500 be allocated to each eventC .ITEMS TO BE NOTED/APPROVED
RESOLVED to approve payment to ADM Nurseries of the additional £433.80
TO CONSIDER ITEM PRECEPT 2017/18
The Clerk set out the timetable for the setting of the Council’s Precept for 2017/18as follows:
• November 2016: Council to approve projects and changes to budget headings for 2017/18 at its November meeting.
• December 2016: Council to formally agree 2017/18 precept at its December meeting
• January 2017: BCBC will require notification of Town and Community Councils precepts by no later than 10 January 2017
It was RESOLVED that a special meeting prior to the November meeting to consider possible new projects, and changes to current funding headings was not necessary.
It was further RESOLVED that the Clerk prepare and submit possible options to the November meeting for discussion and decision.
TO CONSIDER ITEM STAFF TRAINING
The Clerk gave a summary of the main points in the recent Statement by the Welsh Government Cabinet Secretary for Finance and Local Government, Mark Drakeford AM, and also gave a verbal report on the recent SLCC meeting. Training of Councillors and Staff had been raised as an important issue. Members felt that some training was best undertaken by the Clerk in order that advice may be given to Councillors.
It was RESOLVED that this Staff and Member Training, and predicted costs, be included in the Precept proposals to be considered for 2017/18.
TO CONSIDER ITEM AMENDMENTS TO LEGISLATION AND MODEL CODE OF CONDUCT
Members considered the amendments to current legislation and the model Code Of Conduct set out in the BCBC Cabinet report April 13th 2016.
It was RESOLVED that St Brides Minor Community Council APPROVE and ADOPT these amendments, and advertise the resolution jointly with other Town & Community Councils.
It was further RESOLVED that the Clerk will distribute a Register of Interests form to members with the agendas for the next meeting.
TO CONSIDER ITEM UPDATE ON PROJECTS – MEMORIAL HALL CAR PARK
To consider the request from request from Coity Wallia Commons for donation towards the cost of culverting the watercourse
During a site meeting with the Project Manager, Clerk and Councillors at the Memorial Hall Car Park on September 22nd , the following points were made by the Project Manager and Councillors:
• The Community Council’s project did not create the watercourse; it has always been there. The outflow has been cleared, making the watercourse more visible.
• The water is never more than a few inches deep
• The ditch is open so any problems/obstructions can be seen and dealt with/cleared. If the water runs through a pipe then a problem may not be noticed until it bursts, and the liability would be that of the Community Council and/or the Conservators of Coity Wallia Commons.
• Should a pipe be put in place, it would have to be connected into a manhole for which there would be cost implications.
• The water appeared to go into a gully – advice from the Highways Dept is to ‘leave it alone’
• The Highways Dept does not support covering the watercourse, in line with BCBC’s Sustainable Drainage strategy, whereby water runs off in situ.
• The raised bund was put in place to prevent car headlights on the highway from disturbing neighbouring residents.
• Conservators of Coity Wallia Commons were aware of all plans and proposals and have been involved in meetings with representatives from the Community Council and the contractors.
• The planting of water Irises and other appropriate plants inside the watercourse was suggested for aesthetic reasons.
It was therefore RESOLVED that the proposed culverting is not seen as necessary or appropriate for the reasons given above, and that a donation is therefore not approved.
TO CONSIDER ITEM YELLOW LINES NEAR MORSE ROW
Cllr J Lewis will make further enquiries as to the costs of installing these lines. Members were concerned that this could set a precedent for other areas. The Clerk will also make enquiries as to the possibility of an ‘en bloc’ traffic order covering all such requests across BCBC.
TO CONSIDER ITEM CORRESPONDENCE
i. BT consultation letter re removal of BT public payphones :
Given the lack of use of this phone box, it was
RESOLVED not to object to the proposed closure,
ii. Bridgend Town Council – Tourism Initiative
RESOLVED to Note this item
iii. Extra Care Schemes – Maesteg and Ynysawdre
RESOLVED to invite Jo Yellen to a future Council meeting
iv. UK Web Archive Copyright License
RESOLVED to grant the National Library of Wales a copyright licence
TO CONSIDER ITEM CHANGES TO THE FORMAT OF FUTURE COUNCIL AGENDAS
Information on the format for a Council agenda was provided by the Chair following the recent Chairing Skills training she attended, and by the Clerk following a recent SLCC meeting,
It was RESOLVED that Reports from BCBC members, Reports from External Bodies, and Reports from Members be no longer Agenda items.
It was further RESOLVED that all items for consideration for inclusion on the Agenda must be forwarded to the Clerk 10 days prior to the meeting, to be approved by the Chair.
REPORTS FROM BCBC MEMBERS
Cllr G Thomas reported on the fire at the wood-recycling plant. He has spoken to the AM and it is hoped that the issue of rogue businesses this will be raised at the National Assembly.
Cllr J Lewis reported on a site meeting held in Pugsley Gardens. Buses cannot travel down there. There will be a review in November, but there is a possibility that this route will be lost. Cllr Lewis is looking at options and has contacted First Cymru and the transport manager at BCBC.
REPORTS FROM EXTERNAL BODIES
Heol-y-Mynydd Community Gardens Association (Cllr Janice Lewis)
The AGM will be held in 1 week’s time. It is hoped that a new constitution, complaints procedure and application form will be approved and accepted at that meeting.
There has been a break-in at the second site in the new lock-up unit, and items had been stolen.
The Clerk offered to provide a cabinet for the Association to display their trophies.
REPORTS FROM MEMBERS
Cllr D Lewis expressed grave concerns over the inability of patients to access appointments in a reasonable time. New building developments will make matters worse. Aberkenfig surgery is not allowed to increase the number of patients.
CLERK’S REPORT
Council will need to revise its Constitution/Standing Orders prior to a new Council being in place in May 2017. A report will be presented in January 2017.
DATE OF NEXT MEETING
Monday November 14th at 6pm
PLANNING & DEVELOPMENT
• Planning Application No.: P/16/730/FUL – No Objection
• Planning Application No.: T/16/53/TPO – No Objection
• Planning Application No.: P/16/755/APN – No ObjectionMeeting closed at 8.30pm

MINUTES OF THE MEETING OF COUNCIL HELD ON MONDAY 12th SEPTEMBER 2016

PRESENT COUNCILLORS:

E Jones (Chair)
S Dobbs
D Lewis
J Lewis
P Harris J Phillips
G Thomas
F Watkins

CLERK: Alana Davies

CHAIR’S REMARKS
The Chair had attended the Heol y Mynydd Garden Society Open Day which had been a great success, despite the Captain of the Rainbows group not being able to attend for the official opening of their plot. The Car Park at the Memorial Hall had been handed over to the Chair on behalf of the Council. The Chair had also attended the Mayor of Maesteg’s Civic Service.
• She announced that Stacey Thomas will be moving on from the Sarn Library, and wished her well in her new role. There will be a ‘leaving do’ for Stacey on Friday September 24th at 4pm, at the Sarn Centre.
TO RECEIVE APOLOGIES FOR ABSENCE
Apologies had been received from Cllrs Y Nott, M Nott and K Wilcox.
TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN RESPECT OF BUSINESS TO BE TRANSACTED
Cllrs G Thomas, J Lewis and D Lewis declared an interest in any planning matters, as members of BCBC.
TO CONFIRM AND SIGN THE MINUTES OF THE MEETING OF COUNCIL HELD ON 11th July 2016
RESOLVED: To accept the minutes of the Meeting held on 11th July 2016 as a true and accurate record.
TO CONSIDER ANY MATTERS ARISING FROM THE MINUTES OF THE MEETING OF COUNCIL HELD ON 11th July 2016
Minute no. 158.
Re Yellow lines near Morse Row. Cllr J Lewis requested that this item be deferred to the next meeting as she had not received the cost breakdown required.
TO ADJOURN, IF NECESSARY, TO TAKE PUBLIC QUESTIONS
No members of the public were present.
TO CONSIDER ITEM FINANCE REPORT, TO INCLUDE ITEMS DEFERRED FROM JULY MEETING
A. Items Deferred from July Meeting
(i) COSTS OF PLANTING & ENVIRONMENTAL MAINTENANCE
Following much discussion of the 3 options put forward , it was
RESOLVED: to accept Option A: to Retain the Status Quo with price negotiations as far as possible.
It was further
RESOLVED: to make enquiries of neighbouring Councils ( Ynysawdre and Newcastle Higher), via the Clerk, as to the possibility of jointly engaging a ‘handy-person’
RESOLVED: to make enquiries of neighbouring Councils via the Clerk, as to the possibility of contributing to the cost of grass-cutting at Sarn Cemetery
(ii) APPOINTMENT OF INTERNAL AUDITOR 2016/17
Following some discussion, it was agreed that good practice dictates the change of Internal Auditor after a period of 4 years. It was made clear that this decision in no way reflected on the good work provided by Mr Wyn Davies over many years, and Councillors expressed their appreciation of his support. It was therefore
RESOLVED: that a new Internal Auditor be appointed to audit the accounts of St Brides Minor Community Council for the 2016/17 financial year.
B BANK ACCOUNTS
The Clerk distributed copies of the Finance Report, which included:
Bank balances.
The Clerk was requested to ascertain the Interest Rates at the Swansea Building Society.
C. ACCOUNTS APRIL 1ST TO AUG 31ST
• Income & Expenditure to August 31st 2016
• A summary of Expenditure against Precept
Were distributed.
RESOLVED: To approve the Accounts as presented.
D. EXTERNAL AUDITOR’S REPORT
The Annual Return was presented to Councillors, along with the Notice of Conclusion of Audit, Issues arising from the Audit and the Survey 2015/16
RESOLVED: To Approval & Accept the Annual Return and accompanying correspondence, with thanks to the Clerk.
RESOLVED: To pay the invoice from BDO which will follow.
E. ITEMS TO BE NOTED/APPROVED
All items were approved.
TO CONSIDER ITEM LIBRARY FUNDING
Cllr F Watkins gave a report on the meeting held between officers of the Sarn Centre Association (Cllrs F Watkins, E Jones and Y Nott) and Richard Hughes & Richard Bellinger of the Awen Trust. It had been made clear that any cost of living increase will be passed on to the Sarn Centre Association and the Community Council. The Librarian currently in place, Mrs Stacey Thomas, is about to move on to a new role. All involved had been very fortunate in that she had incurred little or no sickness absence. Messrs Hughes and Bellinger had requested that they meet with the Community Council to provide details of costs and to discuss the changes. There could be some changes to the Library opening hours, and this will be discussed. The advertisement for a replacement for Stacey should be placed as soon as possible. There needs to be some permanence in funding, and this will mean an increase in funding requirements.
Following much discussion, it was
RESOLVED: to invite Messrs Hughes and Bellinger to the next meeting of Council, and for the Clerk to meet both prior to this, in order to clarify the points of concern raised by Councillors, to include:
• Possible reduction of opening hours
• Balance of funding – Awen, Sarn Centre Association and the Community Council
• Actual funding requirements
• Clarification of Employer
• Role of the Community Council in the appointment of staff
TO CONSIDER APPLICATIONS FOR FINANCIAL ASSISTANCE – SEPTEMBER CONSIDERATION
Starfish £400 Approved – to assist with rental costs
Sarn & Bryncoch PACT £198 Approved – to assist with rental costs
Shelter Cymru £200 Refused Large balances
TO CONSIDER ITEM UPDATE ON PROJECTS – MEMORIAL HALL CAR PARK
The car park has been completed. Residents of Morse Row have raised concerns once again re parking obstruction. Cllr J Lewis has asked the PCSOs to monitor parking in the area.
Cllr Lewis has also requested a bin to be placed in this area. She will investigate costs and report back to Council.
CHRISTMAS EVENTS PLANNING
Halloween Party : Cllr P Harris will investigate as to when the Sarn Club will be putting on their party, and the Council will put its party on a week before. The budget for this event, based on the amount spent in 2015 which was £261.69, will be £265.
Christmas Carol Service: The preferred date is December 16th. Cllr J Phillips will ascertain as to whether the Tenovus Choir is available on that date. Cllr F Watkins will contact the Rev Pare to enquire as to his availability. An amount of up to £200 will be set aside for a donation to the Tenovus Choir.
Christmas parties:
2 events will take place:
• The Sarn & Bryncoch event will take place on December 9th
• The Bryncethin event will take place on November 24th at 6pm
The total amount spent on these events in 2015 was £814.90
A budget for both events will be formally agreed at the next meeting. Meanwhile in order that arrangements can be made, it was:
RESOLVED that in principle a similar amount to last year should be set aside for these events, i.e.
• The Sarn & Bryncoch event : no more than £300, to include entertainment and selection boxes.
• The Bryncethin event : no more than £530, to include selection boxes and refreshments.
UPDATE ON MEETING WITH GARDENERS’ ASSOCIATION
Revised documentation has been produced by a small working group and a meeting of that working group is to be held on September 14th to confirm these. A further meeting of the Society will be held on September 29th in the Sarn Lifelong Learning Centre to present the draft documents to the members.
Gardeners from the Heol y Mynydd Community Gardens Society entered the Tondu Annual Show and won several prizes. Cllr J Lewis requested that a cabinet, in which to display the trophies, be placed in the Sarn Lifelong Learning Centre. This request would need to be made to the Sarn Centre Association, and included in the Community Council insurance policy. Cllr J Lewis will investigate costs and possible funding sources, and report back at the next Council meeting.
TO CONSIDER CORRESPONDENCE
a. Coity Wallia Commons (Doug John – Clerk to the Board): Request to donate £2,250 towards the cost of culverting the watercourse at the new car park. It was
RESOLVED: to arrange a site meeting with the Project Manager, Clerk and Councillors, and to report back to Council.
b. Civic Charity Appeals Standing Committee: Notice of Grand Charity Banquet September 18th – NOTED
c. Invitation to the Clerk to attend One Voice Wales event on October 24th.
RESOLVED: that the Clerk should attend if it is convenient.
d. Information received re Clerks meetings – Town & Community Council Forum
e. Potential Candidates Sessions – NOTED
f. Chairing Skills Training at Bridgend Town Council September 27th at 6.30pm
RESOLVED: to approve payment of £45 for the Chair to attend.
g. Bridgend Communities First (Natalie Graves) – Level 1 Working in the Voluntary Sector training course September 23rd – NOTED.
h. Age Connects Morgannwg – Invitation to Charity Concert November 25th – NOTED
i. Letter sent to Mrs Eileen Rees – NOTED
REPORTS FROM BCBC MEMBERS
None
REPORTS FROM EXTERNAL BODIES
Bryncoch & Sarn PACT meeting (Cllr Janice Lewis)
• Residents are concerned about bus routes (Daleside, Pugsley Gardens Eustace Drive, Bakers Way etc) as they have been informed that these bus routes are about to be cancelled/re-routed. Cllr J Lewis has spoken to First Cymru, and they are not looking at closing routes. There is an issue re parking at Pugsley Gardens.
• Gate at Queens Avenue – the Clerk and Peter Bismire continue to try to contact each other
* Cllr Gary Thomas left the meeting at this point.
Friends of Tyn-y-Coed (Cllr F Watkins)
Friends of Tyn-y-Coed continues to take a Sabbatical
Bryncethin PACT (Cllr F Watkins)
It has not been possible to hold meetings as there are issues regarding access to the venue.
REPORTS FROM MEMBERS
Cllr F Watkins:
• A Community Co-ordinator, Maria Bennett, has met with some members, and has requested a meeting with the Community Council. The Clerk will invite her to the next meeting
DATE OF NEXT MEETING
As a number of Councillors would not be available for the scheduled meeting on October 10th, resulting in he meeting likely to be inquorate, it was:
RESOLVED that the next meeting of Council will be held on October 17th 2016.
CLERK’S REPORT
• An additional signatory is required for Council’s Lloyds Bank account. It was:
RESOLVED that Cllr Jean Phillips will replace Cllr F Watkins as the additional signatory for the Council’s Lloyds Bank account, alongside the Clerk, Cllr E Jones, and Cllr Y Nott.
• The Clerk will order 2 wreaths for the Remembrance Service – for the Aberkenfig and Bryncethin memorials.
PLANNING & DEVELOPMENT
Consultation letter re No.: P/16/659/RLX
Location : Former Bryncethin Nurseries & S Wales Wood Recycling Pant Hirwaun Heol Y Cyw CF35 6BU
Proposal : Relax condition 12 of P/14/711/FUL to extend the time period in which to submit the Noise Management Plan
Members strongly object to the proposal.DATE AND TIME OF NEXT MEETING Monday October 17th 2016, at 6pm

MINUTES OF THE MEETING OF COUNCIL HELD ON MONDAY 11th JULY 2016

PRESENT COUNCILLORS:
E Jones (Chair)
S Dobbs
D Lewis
G Thomas
K Wilcox
J Lewis

CLERK: Alana Davies

CHAIR’S REMARKS
The Chair confirmed that she will be attending the meeting of the Town & Community Council Forum on July 18th in her role as Community Council representative.
TO RECEIVE APOLOGIES FOR ABSENCE
Apologies had been received from Cllrs Felicity Watkins, Y Nott, M Nott, P Harris, , J Phillips, and P Williams-Jones
TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN RESPECT OF BUSINESS TO BE TRANSACTED
Cllrs G Thomas, J Lewis and D Lewis declared an interest in any planning matters, as members of BCBC.
TO CONFIRM AND SIGN THE MINUTES OF THE MEETING OF COUNCIL HELD ON 13th JUNE 2016
Resolved: To accept the minutes of the Meeting held on 13th June 2016 as a true and accurate record, with the following amendment:
Agenda Item 133:
Resolved: To receive monthly accounts and Precept balances on a quarterly basis
TO CONSIDER ANY MATTERS ARISING FROM THE MINUTES OF THE MEETING OF COUNCIL HELD ON 13th JUNE 2016
Minute no. 130(re Minute no. 119 May 16th) :
Cllr J Lewis has passed the contact number for Peter Bismire to the Clerk, and confirmed that no lock will be placed on the gate in future.
Minute no 133:
The Clerk reported that she had received requests from the External Auditors for further documentation; should this documentation not be available of sufficient, there is a possibility that the Annual Report may receive only a Qualified Approval.
Minute no. 140:
Cllr J Lewis has met with the BCBC Cabinet Member for Communities to discuss works on the A4061, but unfortunately there are no funds available for this at present.
TO ADJOURN, IF NECESSARY, TO TAKE PUBLIC QUESTIONS
No members of the public were present.
TO CONSIDER RECOMMENDATIONS FROM FINANCE COMMITTEE
The meeting of the Finance Committee scheduled to take place prior to the meeting had been cancelled due to the number of apologies received. It was therefore agreed by all present that urgent items on the agenda of that meeting will be discussed by all Councillors present.
• COSTS FOR CHRISTMAS LIGHTING
RESOLVED: that a quotation of the costs, to include 2 trees and lights for the tree at the Memorial Hall, be requested from Centre Great, with a request that prices are held at the same as in 2015.
• COSTS OF PLANTING & ENVIRONMENTAL MAINTENANCE – deferred to September meeting
• PROPOSED AMENDMENT TO MINUTE NO. 118 (MAY 16TH 2016)
Discussion took place on the need for co-ordination between BCBC and Rowan Hobbs re cutting of the grass at Sarn Cemetery. It was
RESOLVED: that the number of cuts at the Cemetery remain at 5 and not be increased.
AOB
• APPOINTMENT OF INTERNAL AUDITOR 2016/17 : deferred to September meeting
• OUTSTANDING APPLICATIONS FOR FINANCIAL ASSISTANCE:
Bryncethin RFC – £350 approved for cost of T Shirts, providing they are of Polo-shirt type and good quality, and that they display a ‘logo’ or symbol showing sponsorship by St Brides Community Council.
Tondu RFC – £350 approved in line with previous decision of Council to match any donation to that of Bryncethin RFC
RESOLVED: To make the above payments.
TO CONSIDER ITEM FINANCE REPORT
The Clerk distributed copies of the Finance Report, which included:
• Bank balances
• Monthly accounts to June 30th 2016
• A summary of Expenditure against Precept.
It was agreed that:
• Expenditure against Precept report be made available in a larger font
• Cheque no. 000001 should be cancelled and re-issued.
Resolved: To approve the Finance Report
TO CONSIDER ITEM UPDATE ON PROJECTS – MEMORIAL HALL CAR PARK
No further update. Cllr J Lewis will contact the appropriate officer.
UPDATE ON MEETING WITH GARDENERS’ ASSOCIATION – Contracts to be circulated
This item was deferred to the September meeting.
TO CONSIDER CORRESPONDENCE
None received
REPORTS FROM BCBC MEMBERS
Cllr Janice Lewis reported:
a) A meeting has been held with residents of Bryncoch re problems in parking in and around Morse Row. Keith Power has given costs for a traffic order procedure, including installation of yellow lines, which could amount to between £4,000 and £20,000 depending on whether objections were received and if a public enquiry would need to be held. Cllr Lewis provided a letter and plan and these will be circulated with papers for the September meeting for discussion. She will also obtain a breakdown of figures and further information to aid discussion.
Cllr Gary Thomas reported:
The landlord/agent of SW Woodchipping is unhappy about the rubbish at the site.
REPORTS FROM EXTERNAL BODIES
Bryncoch & Sarn PACT meeting (Cllr D Lewis) –number of criminal incidents has reduced. The PCSO is leaving and a new PCSO was introduced. Residents were assured that there were enough PCSOs to cover the area.
REPORTS FROM MEMBERS
It was agreed that the issue of funding for Halloween and Xmas Parties be placed on the agenda of the September meeting.
Similarly, the subject of the Carol Service will be placed on the agenda of the September meeting.
CLERK’S REPORT
Nothing to report
Standing Order 68 was introduced: That in view of the confidential nature of the business about to be transacted, it is advisable in the public interest that the public be temporarily excluded from the meeting.
TO CONSIDER ITEM: COMPUTER HELD BY THE ESTATE OF THE LATE BRIAN REES. (referred from Item 7)
It was agreed that a further letter be sent to Mrs Eileen Rees, pointing out the inclusion of the computer on the Council’s Asset Register, requesting the immediate return of the computer, and emphasising that the Council is trying to avoid taking legal action which would be an embarrassment to all concerned.
Standing Order 68 was lifted.
PLANNING & DEVELOPMENT
No commentsDATE AND TIME OF NEXT MEETING
Monday September 12th 2016, at 6pm

MINUTES OF THE MEETING OF COUNCIL HELD ON MONDAY 13th JUNE 2016

PRESENT COUNCILLORS:

E Jones (Chair)
S Dobbs
P Harris
D Lewis
J Lewis
M Nott
K Wilcox
J Phillips
M Collett
Y Nott
P Williams-Jones
CLERK: Alana Davies

AGENDA

CHAIR’S REMARKS
The Chair had attended the Inauguration of the Mayor of BCBC, Cllr Reg Jenkins. She was pleased to have attended, and found the occasion quite emotional.
The Chair had also attended the Code of Conduct training provided by BCBC. She expressed her disappointment that so few Councillors had attended, and hoped that there will be an opportunity for them to attend in the future.
TO RECEIVE APOLOGIES FOR ABSENCE
Cllrs Felicity Watkins, Gary Thomas. Cllr Watkins, in sending her apologies, had also asked that Members support the Concert she had organised for June 17th.
TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN RESPECT OF BUSINESS TO BE TRANSACTED
Cllrs M Nott, , J Lewis and D Lewis declared an interest in any planning matters, as members of BCBC. Cllr J Lewis declared an interest in Agenda item 14 as a plot-holder.
TO CONFIRM AND SIGN THE MINUTES OF THE ANNUAL GENERAL MEETING OF COUNCIL HELD ON 16th MAY 2016
Resolved: To accept the minutes of the Annual General Meeting held on 16th May 2016 as a true and accurate record
TO CONSIDER ANY MATTERS ARISING FROM THE MINUTES OF THE ANNUAL GENERAL MEETING OF COUNCIL HELD ON 16TH MAY 2016
None
TO CONFIRM AND SIGN THE MINUTES OF THE MEETING OF COUNCIL HELD ON 16th MAY 2016
Resolved: To accept the minutes of the Meeting held on 16th May 2016 as a true and accurate record
TO CONSIDER ANY MATTERS ARISING FROM THE MINUTES OF THE MEETING OF COUNCIL HELD ON 16TH MAY 2016
Minute no. 115:
The Clerk read a letter from the Internal Auditor, Mr Wyn Davies. setting out his findings and recommendations re Accounts for 2015/16. Mr Davies noted that the accounts had been presented in a very professional manner. The recommendation that monthly bank reconciliations become a matter of routine was accepted. The Clerk was thanked for her work on these accounts.
The Public Notice had been on display since May 30th at the Sarn Community Centre and on the Council website, and this was considered sufficient.
Minute no 119:
The Clerk had tried to contact Peter Bismire re the gate at Queens Avenue as instructed but had not succeeded. Cllr J Lewis informed that Mr Bismire had been on holiday, and that she will contact him on behalf of the Council.
TO AGREE PROTOCOL FOR PUBLIC QUESTIONS
It was agreed that the Protocol be adhered to, and that further questions may be taken at the discretion of the Chair.
TO ADJOURN, IF NECESSARY, TO TAKE PUBLIC QUESTIONS
3 members of the public were present but did not wish to ask a question.
TO CONSIDER ITEM FINANCE REPORT
The Clerk distributed copies of the Finance Report, which included:
• Bank balances
• Monthly accounts for April & May
• Precept balances and variances
Resolved: To approve the Finance Report
Resolved: To receive monthly accounts and Precept balances on a bi-monthly basis
TO CONSIDER APPLICATIONS FOR FINANCIAL ASSISTANCE 2015/16
Applications were considered as below.
APPLICATIONS 2016/7 CONSIDERED JUNE 2016
April 12 Bridgend Carers’ Centre £300 Carers’ trip to the theatre to give them a break REFUSED Unaccepted purpose in line with previous decisions; large balances
April 14 Cylch Meithrin Plant Bach £200 To improve outdoor area £200
April 20 Tondu RFC £500 Equipment for training DEFERRED Awaiting revised application from Bryncethin FC
April 28 Thursday Night Ladies (Ex Legion) £100 Rental costs £100
May 2 Memorial Hall £500 Running costs £250
May 9 Monday Sewing Group £316 Request is for 50% of rental costs. £100
May 26 Cancer Information & Support Service £150 to offer home and hospital visits to those affected by cancer REFUSED Large balances
June12 Heol-y-Mynydd Community Gardens & Allotments Society £373 Security Locks & keys: to replace broken lock and key cutting due to unknown key codes £373
June12 Heol-y-Mynydd Community Gardens & Allotments Society £240 Top-soil for proposed new community flower bed on second site DEFERRED
TOTAL AMOUNT APPLIED FOR in JUNE 2016 £2,679 AMOUNT APPROVED £1,023
TO CONSIDER REVISION OF TOWN & COMMUNITY COUNCILS’ CHARTER
Relevant sections of a Report to the BCBC Cabinet were read out by the Clerk, also an invitation to the next meeting of the Town & Community Council Forum on 18th July 2016 at 4:00pm with all Mayors/Chairs of the Town and Community Councils being invited to represent their Councils in addition to the usual Council representatives.
During that meeting the Town & Community Charter Action Plan for the forthcoming year will be agreed before the Mayors or Chairpersons of all 20 Town and Community Councils and the Leader of BCBC formally sign the “new” Charter.
A liaison meeting between Officer representatives of BCBC and the TCCs Clerks is being planned to be held before the end of July as introduced in the revised Charter in preparation for the ordinary meeting of the Town and Community Council Forum on 12 September 2016.
RESOLVED: That the representative of St Brides Minor Community Council on the Bridgend Town & Community Council Forum be the Chair of Council. and this will apply throughout 2016/17.
RESOLVED: That the Vice Chair, Cllr Watkins, be requested to attend the above meeting on July 18th in place of the Chair, who will be attending as the Council representative.
TO CONSIDER ITEM UPDATE ON PROJECTS – MEMORIAL HALL CAR PARK
The Chair welcomed Mr Geoff Whittington, Project Manager, and invited him to give an update on the project and an explanation of the delays to date. Mr Whittington explained that changes had been necessary to the entrance and the exit of the car park, and that approval from the Highways department of BCBC in the form of licences were required for this to go forward. He gave a detailed summary of the processes to date.
Questions were asked by Members, including those around:
• Drainage
• Communication with BCBC officers
• Chronology of events & conversations
• Adherence to conditions
• Erection of fence to prevent chickens from disturbing grass seeds
Mr Whittington answered the questions to the best of his ability. He expressed concerns about some of the above and regretted some of the reasons why delays had occurred. He then assured Members that most issues had now been resolved and was hopeful that the works would continue and conclude very soon, providing that the necessary licences were issued.
Cllr M Nott was not happy with some of Mr Whittington’s replies, and will be making further enquiries, particularly as regards the chronology of communication with officers.
Cllr D Lewis pointed out that a lack of resources at BCBC, due to funding cuts by central government, will have impacted on the availability of officers.
Cllr Y Nott asked Cllr J Lewis (local member) to contact the relevant officer directly. This Cllr J Lewis agreed to do.
The Chair thanked Mr Whittington for his attendance.
Cllr P Williams-Jones left the meeting at 7.50pm
UPDATE ON MEETING WITH GARDENERS’ ASSOCIATION (Heol-y-Mynydd Community Gardens & Allotments Society to be referred to as The Gardeners’ Society)
The notes of the meeting were circulated to Members and were discussed, and the following decisions made:
• It was agreed that it would not appear to be appropriate for a member or members of The Gardeners’ Society to sign plot-holders’ contracts on behalf of the Community Council, but that this matter be DEFERRED to the next meeting, when copies of the contract will be made available to members.
• It was also agreed by Cllr J Lewis that she would in principle be willing to become an additional signatory to The Gardeners’ Society bank account, in a private capacity and not as a representative of the Council, but that she would need to discuss this with the Executive of the Society first.
• Waste bins: Council was informed that the bins in question were placed in their current positions by BCBC, that they were regularly used and regularly emptied. Also that they were in close proximity to the Community Garden/s, and that they should not be relocated.
• Request for a Notice Board: Members queried the need for a notice board at the Community Gardens. There is a notice board at the Sarn Centre which could be used, also Community 1st notice boards are available for use by local organisations.
• It was agreed that the Clerk send invitations for the Annual Open Day on August 14th to the Mayor of BCBC, the Leader of BCBC, Mr Huw Irranca Davies AM and Mr Chris Elmore MP on behalf of The Gardeners’ Society.
The following resolutions were made:
a. RESOLVED: That The Gardeners’ Society be made aware that any memorial agreed by them would be at their cost, and that a contribution from the Council may be applied for.
b. RESOLVED: that it would not be appropriate for annual plot fees be paid into the Bank Account of The Gardeners’ Society. The Community Council is the leaseholder and receives the annual rent from The Gardeners Society, and deposits it in an account to be allocated back to the Society as Council sees fit. It was further
c. RESOLVED: That The Gardeners’ Society be requested to submit an annual report of accounts to the Community Council, and to provide regular accounts and supporting documentation as requested.
d. RESOLVED: That the sum of £345 be transferred from the Council’s current account to the Heol-y-Mynydd Community Gardens & Allotments Society bank account.
e. RESOLVED: That the Clerk obtain further information from BCBC (Fiona Blick) re the possibility of Asset Transfer
f. RESOLVED: that the Clerk makes enquiries of the Highways department of BCBC as to the status of the footpath in question.
g. RESOLVED: that the amounts of £93.36 and £120 be paid to the Heol-y-Mynydd Community Gardens & Allotments Society re unpaid invoices
h. RESOLVED: that a donation of £200 be made as a contribution towards hospitality at the annual Open Day.
TO CONSIDER CORRESPONDENCE
a) Letters of thanks for donations received from Starfish and St Brides Minor OAP Association
b) Notification of Road Traffic Counts – survey of the A4061, including a request to use 2/3 parking spaces at the Memorial Hall. Date to be arranged.
c) Centenary Fields programme – some discussion took place but more information is required. The Clerk to make further enquiries. Meanwhile information to be passed to representatives of the Lower Llansantffraid Action Group.
REPORTS FROM BCBC MEMBERS
Cllr Janice Lewis reported:
a) A new BCBC Cabinet Member for Communities is in place and she has requested a meeting with her re the A4061.
b) Rota visits will now include visits to individuals in their homes. Cllr Lewis had been surprised but pleased that this is succeeding well, and that the rapport between individuals and visiting Councillors is excellent.
Cllr M Nott endorsed the above remarks.
REPORTS FROM EXTERNAL BODIES
Coity Walia Board of Conservators (Cllr E Jones) – Arrangements are ongoing for St Mary’s Fair
Sarn Centre Association (Cllr Y Nott) – The Centre is doing quite well, with rooms being rented out to ensure the Centre’s viability
Bryncoch & Sarn PACT meeting (Cllr D Lewis) – The number of crimes had gone up significantly although the numbers referred to both Bryncoch & Sarn and were not disaggregated. The crimes included neighbourhood disputes, theft of cars, damage to cars, theft from cars. More Police resources are needed but are not available. It was confirmed that PCSOs are able to issue parking tickets.
Cllr M Nott agreed to enquire as to whether PCSOs can issue fines for dog fouling.
Cllr J Lewis will ask PACT Chairs to contact the Clerk and provide their contact details, and will request that minutes of PACT meetings are sent to the Clerk.
REPORTS FROM MEMBERS
Cllr P Harris enquired about the status of the footpath behind Williams Crescent. The clerk will follow up.
Cllr D Lewis passed on a request from Cllr G Thomas as to whether the Community Council is able to place a purchase order for drainage of a field on behalf of Bryncethin Rugby Club. It was agreed that this is not something the Community Council can agree to.
CLERK’S REPORT
A vacancy for a Community Council representative has arisen on the board of Governors of Bryncethin Primary School. Cllr J Phillips was nominated and it was unanimously
RESOLVED: that Cllr Jean Phillips me appointed as Community Council representative on the board of Governors of Bryncethin Primary School
Standing Order 68 was introduced: That in view of the confidential nature of the business about to be transacted, it is advisable in the public interest that the public be temporarily excluded from the meeting.
Standing Order 68 was withdrawn.
PLANNING & DEVELOPMENT
Planning Decisions were NotedDATE AND TIME OF NEXT MEETING Monday July 11th 2016, at 6pm
Due to the lateness of the hour, it was agreed that the planned Finance Committee meeting will take place at 5pm, prior to the next full Council meeting.

MINUTES OF THE MEETING OF COUNCIL HELD ON MONDAY 16th MAY 2016

PRESENT

COUNCILLORS: E Jones (Chair)
S Dobbs
P Harris
D Lewis
J Lewis
M Nott
G Thomas
F Watkins
K Wilcox
Y Nott

CLERK: Alana Davies

1. CHAIR’S REMARKS
The Chair had attended the Pencoed Civic Service and the Maesteg Mayor’s Ball, both of which she had enjoyed and met a number of people she knew.
Future engagements:
Combined Inauguration and Blessing of the Mayor Bridgend County Borough 2016-2017 – Wednesday 25 May 2016 in the Council Chamber, Civic Offices 1.45pm for 2.00pm
2. TO RECEIVE APOLOGIES FOR ABSENCE
Cllrs J Phillips, M Collett, P William-Jones
3. TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN RESPECT OF BUSINESS TO BE TRANSACTED
Cllrs M Nott, G Thomas, J Lewis and D Lewis declared an interest in any planning matters, as members of BCBC.
4. TO CONFIRM AND SIGN THE MINUTES OF THE MEETING OF COUNCIL HELD ON 11th April 2016
Resolved: To accept the minutes of the meeting held on 11th April 2016 as a true and accurate record, with the following amendments:
Minute no. 81 to read: ‘On May 5th 2 separate areas will be needed at the Sarn Centre for the Election poll’
5. TO CONSIDER ANY MATTERS ARISING FROM THE MINUTES OF THE MEETING OF COUNCIL HELD ON 11th April 2016
None
6. TO ADJOURN, IF NECESSARY, TO TAKE PUBLIC QUESTIONS
None received
7. TO CONSIDER ITEM FINANCE REPORT
The Clerk distributed copies of the Finance Report, and verbally reported the position of the Council bank accounts.
Members raised the following issues and instructed the Clerk to action them:
• To contact the Coity Walia board to request their donation of £2,000 towards the cost of installing the new car-park at Bryncethin Memorial Hall
• To make enquiries of the Gardeners’ Club as to payment of rental collections into the Council’s bank account.
Resolved: To approve the Finance Report
Resolved: To arrange for the Chair’s chain of office to be valued
Resolved: To approve following payments to be made:
DATE OF INVOICE / CLAIM SUBMITTED BY/PAYEE: DETAILS OF INVOICE/CLAIM AMOUNT
21/04/16 Landcraft Pt 1 of Project costs £25,974.26
17/04/16 Alana Davies Office supplies 2016/17 £76.72
17/04/16 Alana Davies Postage stamps £15.12
22/04/16 SWALEC Unmetered electricity supply charges (Xmas lights) £77.41
10/05/16 Alana Davies Postage stamps £7.68
14/05/16 Wyn Davies Internal Audit £240.00
15/05/16 Websites4all Annual renewal of website £170.00
15/04/16 Zurich Municipal Annual Insurance cover £566.58
8. TO CONSIDER THE ANNUAL ACCOUNTS FOR 2015/16
The Annual Accounts Return was presented to Council, and was approved by all Councillors. The document was signed by the Chair.
It was agreed that the Public Notice be displayed at 3 locations in the area from June 13th to July 8th. It was further agreed that enquiries be made by the Clerk re access to 3 notice boards in the locality.
9. TO CONSIDER ITEM UPDATE ON PROJECTS
Memorial Hall Car Park: Cllr Y Nott gave a verbal update on the progress of the project. Some issues had arisen around conditions to the planning approval, concerning the width of the entrance to the car park; also the discovery of a water hydrant previously unidentified. The issues are being addressed, and Cllr Y Nott will act as liaison between the Clerk and the Project Manager & BCBC.
8. TO CONSIDER CORRESPONDENCE
a) Notification of the death of Don Buttle, past Mayor of BCBC.
b) Notice from Parsons Brinkerhoff – road traffic survey on behalf of the Department for Transport. Request to use 2 or 3 places in the Bryncethin Memorial Hall car park to undertake a survey of the A4061.The count will take place on a Friday. The team of 3 persons would arrive at 0645. The count goes from 0700 until 1900. Hi Vis Jackets are worn and the vehicles will display ‘Traffic Survey’ signs in them. The local school will be informed of the count date.
c) Reply from Jason King (V2C) re provision of a Skip – the request has been passed to Clive Thomas who is responsible for estate management and has a budget for this type of request.
11. TO CONSIDER ITEM SCHEDULE OF SEASONAL MAINTENANCE
An updated schedule of Seasonal Maintenance was distributed to Councillors, showing total costs. It was noted that the total sum involved represented a large proportion (over 40%) of the Council annual precept. Councillors expressed their great concern at this proposed expenditure, and a number of measures were suggested. It was also noted, however, that there was little that could be changed at this point in the year. Cllr J Lewis expressed thanks to the Clerk for the information.
Resolved: To approve the schedule, with the caveat that the box hedges be
returned if possible, and flowers to be planted instead.
Resolved: To carry out a full review of all gardening, planting, flower displays
and seasonal maintenance by the Finance Committee; to report
proposals to Full Council.
12. REPORTS FROM BCBC MEMBERS
Cllr Mel Nott distributed his BCBC Leader’s Review of the Year 2015/16.
Cllr Janice Lewis reported that the gate at Queens Avenue should be replaced – Peter Bismire is the contact for this. The Clerk to action.
Cllr G Thomas reported that the flower box at Wigan Terrace needs repairing. The Clerk to obtain costs.
13. REPORTS FROM EXTERNAL BODIES
Sarn Centre Association (Cllr Y Nott) – The AGM will take place on May 18th.
14. REPORTS FROM MEMBERS
Cllr F Watkins notified Members that the annual concert at Bryncethin Memorial Hall will take place on June 17th. All proceeds will go to charities to be announced. Councillors are urged to support this event.
15. CLERK’S REPORT
Nothing to report.
16. PLANNING & DEVELOPMENT
Planning Decisions: P/16/148/Out – Mr Michael King
Outline Application For 1 X Two Storey, Two Bedroom Dwelling Side Garden Of 13 Highfield Place Sarn Decision: Refused On 19-Apr-16
17. DATE AND TIME OF NEXT MEETING
Monday June 13th 2016, at 6pm

MINUTES OF THE ANNUAL GENERAL MEETING OF COUNCIL HELD ON MONDAY 16th MAY 2016

PRESENT COUNCILLORS:

Y Nott (Chair)
S Dobbs
P Harris
E Jones
J Lewis
M Nott
G Thomas
D Lewis
F Watkins
K Wilcox
Apologies:
J Phillips
M Collett
P Williams-Jones

CLERK: Alana Davies

1. TO RECEIVE THE REMARKS OF THE RETIRING CHAIR
Cllr Yvonne Nott thanked all members for the support she has received over the past 3 years. She acknowledged that it has not always been an easy task, and paid tribute to the previous Clerk, Mr Brian Rees, who had been ill during the last year. She thanked the present Clerk for stepping in to help. She wished the new Chair and Vice Chair good luck and good health in their new roles.
2. TO RECEIVE THE REMARKS OF MEMBERS
Cllr Gary Thomas expressed his gratitude to Cllr Y Nott, and added that the Council had been fortunate to have such a good Chair.
Cllr Felicity Watkins heartily endorsed the previous comments, and said that Cllr Y Nott had always run a tight ship and that proceedings had run smoothly. She thanked Cllr Y Nott and wished her good luck for the future.
3. TO ELECT A CHAIR FOR 2016-2017
Cllr Elaine Jones, Vice Chair, was nominated and unanimously elected as Chair of St Brides Minor Community Council for the ensuing year.
4. TO RECEIVE THE CHAIR’S DECLARATION OF ACCEPTANCE OF OFFICE
Cllr E Jones duly made the declaration of acceptance of office, which was signed by her and countersigned by the Clerk.
5. INVESTITURE OF CHAIR OF ST BRIDES MINOR COMMUNITY COUNCIL
Cllr Y Nott invested the Chair, Cllr E Jones, with the Chain of Office.
6. TO ELECT A VICE CHAIR
Cllr Felicity Watkins was nominated and unanimously elected as Vice Chair of St Brides Minor Community Council for the ensuing year.
7. INVESTITURE OF VICE CHAIR
Cllr E Jones invested the Vice Chair, Cllr F Watkins, with the Chain of Office. Cllr Watkins thanked Councillors for the confidence they had shown in her, and assured all that she would do her very best not to let them down.
8. TO APPOINT COMMITTEES AND REPRESENTATIVES (INCLUDING APPOINTMENT OF ANY NEW COMMITTEES AND REMOVAL OF ANY OLD COMMITTEES)
Cllrs Y Nott, E Jones, D Lewis, F Watkins and P Harris were unanimously re-elected to the Finance Committee.
No new committees were appointed at this time.
9. TO DELEGATE FUNCTIONAL POWER TO THE COMMUNITY COUNCIL CLERK TO ACT IN RESPECT OF URGENT BUSINESS ARISING BETWEEN MEETINGS OF THE COUNCIL
Unanimously agreed to delegate as above, in consultation with the Chair or Vice Chair
10. TO DELEGATE FUNCTIONAL POWER TO THE COMMUNITY COUNCIL CLERK TO MAKE NECESSARY PAYMENTS TO ENSURE SATISFACTORY DELIVERY OF THE COUNCIL’S ADMINISTRATIVE FUNCTIONS
Unanimously agreed to delegate as above, in consultation with the Chair or Vice Chair
11. TO NAME MEMBERS AUTHORISED TO SIGN CHEQUES (LOCAL GOVERNMENT ACT 972 – [SECTION 150(5)]).
Unanimously agreed to add the Chair, Cllr E Jones, and Vice Chair, Cllr F Watkins, as signatories to the Lloyds Bank account, and to maintain current signatories to the Swansea Building Society: Cllrs E Jones, Y Nott, D Lewis and the Clerk.
12. TO AGREE THE CHAIR’S ALLOWANCE 2016-2017
It was proposed and unanimously agreed that the Chair’s allowance for 2026/17 be paid at £300,and that a Vice Chair’s allowance of £150 also be paid.
13. TO AGREE MEETING DATES OF COUNCIL AND COMMITTEES
It was unanimously agreed that Full Council meetings will take place on the 2nd Monday of each month at 6pm, and that Finance Committee meetings will be held on a quarterly basis, following a meeting of full Council, with special meetings to be called as necessary.
The meeting closed at 6.30pm.

MINUTES OF THE MEETING OF COUNCIL HELD ON MONDAY 11th APRIL 2016

PRESENT

COUNCILLORS: Y Nott (Chair)
S Dobbs
M Collett
P Harris J Lewis
M Nott
J Phillips
E Jones F Watkins
D Lewis
K Wilcox
CLERK: Alana Davies

CHAIR’S REMARKS
The Chair had accepted an invitation to attend the Pencoed Town Council Civic Service on May 8th.
TO RECEIVE APOLOGIES FOR ABSENCE
Cllrs G Thomas, P William-Jones
TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN RESPECT OF BUSINESS TO BE TRANSACTED
Cllrs M Nott, J Lewis and D Lewis declared an interest in any planning matters, as members of BCBC.
TO CONFIRM AND SIGN THE MINUTES OF THE MEETING OF COUNCIL HELD ON 14th MARCH 2016
Resolved: to accept the minutes of the meeting held on 14th March 2016 as a true and accurate record, with the following amendments:
TO CONSIDER ANY MATTERS ARISING FROM THE MINUTES OF THE MEETING OF COUNCIL HELD ON 14th March 2016
Minute no. 59 (I) – The Clerk had met with Cllr J Lewis to become acquainted with the location of the gate, for future reference.
TO ADJOURN, IF NECESSARY, TO TAKE PUBLIC QUESTIONS – None received
TO CONSIDER ITEM FINANCE REPORT
The Clerk reported the position of the Council bank accounts.
Resolved: To approve the Finance Report, including the report of the March 14th Finance Committee, with the following recommendations:
• That balances in this account be limited to £50,000, and that all monies exceeding this be transferred to the Swansea Building Society.
• That Quotes and/or Tenders must be sought and approved by Members prior to any purchases or works being commenced.
• That all businesses or individuals who have previously carried out works or purchases will be informed of the above, and the information will be displayed on the Council website.
• That costs of Planting & Environmental Maintenance will be sought at the start of the Council year 2016/17 for approval at the April Council meeting. Costs for Christmas lighting will be sought in July/August for approval at the September Council meeting.
• That the following payments be approved:
09/03/16 Alana Davies Business cards £9.58
04/04/16 Alana Davies Stationery, ink cartridges £25.40
04/04/16 Alana Davies Postage stamps £15.36
March 2016 Bryncethin RFC Refreshments, Xmas party £310.00
31/03/16 Awen Cultural Trust Contribution to Sarn Library £6,600
31/03/16 D Malley Payroll services £58.00
The Clerk presented a report showing expenditure against the Precept estimates for 2015/16. and planned expenditure for 2016/17.
Resolved: To approve the report, with an amendment to the 2015/16 presentation to highlight that Fees & Charges are in deficit.
TO RECEIVE REPORT OF FINANCE COMMITTEE HELD ON MARCH 14TH 2016
Report of the Finance Committee March 2016 was discussed and agreed under Minute no. 70 above.
TO CONSIDER ITEM CLOSURE OF CO-OP BANK ACCOUNT/S
It was proposed and Resolved: To close all Council Co-op bank accounts as soon as is practicable (i.e. when all cheques are cleared and remittances deposited) and to transfer all balances to the Council’s Lloyds Bank account.
TO CONSIDER ITEM PENSION SCHEME FOR COUNCIL EMPLOYEES
The Clerk has been advised by Mrs D Malley, payroll administrator, that the employer must write to all employees who do not automatically enrol for a pension and ask if the employee would like to join or opt into a pension scheme. If the employee says yes then the council must provide a suitable scheme, if the employee says no then the council does not have to join a scheme as there are no members to join. The Clerk informed the Council of her decision not to opt in or join the scheme.
Resolved: to notify Mrs Malley of the Clerk’s decision.
TO CONSIDER APPLICATIONS FOR FINANCIAL ASSISTANCE 2015/16
Applications received to date were considered.
Resolved: that the following amounts be approved and paid:
Name Amount requested Purpose Decision Amount approved
Bryncethin WI £50 Hall hire & general funding Approved £50
Bryncethin Allotments Association £100 Upkeep, maintenance Approved £100
Bryncethin Youth RFC £350 T shirts Deferred – information to be requested
Tuesday Night Ladies Any Approved £100
St Brides Minor Memorial Hall £500 Running costs & repairs Partially Approved £250
Starfish £762 Rent, internet, website & helpline Partially Approved £250
Monday Sewing Club £300 Coach trips Declined
St Brides Minor OAP Association, Bryncethin £150 upkeep and rental Approved £150
TO CONSIDER ITEM UPDATE ON PROJECTS
Memorial Hall Car Park: The Chair gave a verbal update on the progress of the project, and notified members of a further meeting of stakeholders due to be held at the Memorial Hall on Thursday April 14th.
TO CONSIDER CORRESPONDENCE
a) FOI request Cardiff University Research Student Nicholas Alderton, re proposed expenditure on the Queen’s 90th birthday celebrations.
Resolved: The Council will not be making a financial contribution to these celebrations.
b) Agency Agreement for Rights of Way – Andrew Mason. Payment of £1,248.28 to be made shortly.
Resolved: To note the correspondence.
c) Pension Regulator table and advice – Diane Malley
Resolved: To note the correspondence.
d) Other correspondence tabled:
• Notification from Sarn Centre Association that room hire charges will increase from £10/hour to £11/hour.
Resolved: To agree to pay the increased charges.
(NB Cllr Y Nott declared a pecuniary interest in this item, as Chair of the Association, and did not take part in discussion or voting)
• Letter from Andrew Jolley, BCBC, re Code of Conduct training for Councillors.
Resolved: that 8 places be booked for training.
TO CONSIDER ITEM SCHEDULE OF SEASONAL MAINTENANCE
A schedule of Seasonal Maintenance was distributed to Councillors, showing total costs. Some costs, i.e. for plants, have not yet been provided.
Resolved: to approve all costs, subject to clarification of grass-cutting costs, and providing the total cost of £9,060 is not exceeded.
TO CONSIDER ITEM QUEEN’S 90TH BIRTHDAY CELEBRATIONS
Following discussion, it was
Resolved: That the Council will not be making a financial contribution to the Queen’s 90th birthday celebrations (see Minute no. 77 above)
REPORTS FROM BCBC MEMBERS
Cllr Janice Lewis reported:
i) At the Planning meeting of March 31st, the application for houses at the site of the former Ogmore Comprehensive was approved. Cllr J Lewis had requested an S106 agreement for improved infrastructure; this was recognised by Highways dept. but not agreed by the Planning Committee.
ii) Requested of St Brides Minor CC – ‘School’ signs at the bottom of the hill at an approximate cost of £3,300. Bryncethin is not included in the BCBC School Safety Improvement Plan. Cllr J Lewis will request details of the signs and their costs and forward to the Clerk.
Cllr Mel Nott reported:
On May 5th 2 separate rooms will be needed at the Sarn Centre for the Election counts – one for the Parliamentary election, one for the Assembly election. The count for the PCC will not take place until the weekend.
REPORTS FROM EXTERNAL BODIES
Sarn Centre Association (Cllr Y Nott)
i) New CCTV cameras have been installed, externally as well as internally. The new contract is much improved, with better coverage, resulting in improvements to insurance cover.
ii) All the Centre books are now ready for Audit. Cllr Y Nott expressed her thanks to Stacey Thomas for the work she has done on this.
Sarn & Bryncoch PACT (Cllr S Dodds)
i) The culvert in Llansantffraid Road is to be cleaned. This appears to be V2C property.
ii) Residents asked for skips for depositing rubbish. This is a V2C area and they should provide a skip. The Clerk to write to V2C asking them to provide a skip in an area to be specified.
iii) Residents also requested that lamp-post stickers re dog fouling be obtained. The clerk to contact BCBC. Cllr D Lewis noted that the Police are able to book owners whose dogs are fouling on public land, despite being previously told that they cannot. Cllr M Nott noted that a Members’ seminar on the duties and responsibilities of PCSOs is being arranged.
iv) The Clerk to write to the Sarn & Bryncoch PACT requesting that issues are taken up with the relevant body – e.g. Police, V2C, BCBC, or individual BCBC Councillors, rather than expecting St. Brides Minor CC to follow up all issues.
Bryncethin PACT (Cllr F Watkins)
i) The status quo remains. No crime figures were available on the evening of the meeting.
ii) 2 Residents of Ynysawdre asked if they could join the Bryncethin PACT. This was refused on geographical grounds and is not a viable option.
Friends of Tyn-y-Coed Surgery (Cllr F Watkins)
This organisation will be taking a ‘Sabbatical’, as enough has been collected to purchase an ambulatory blood pressure machine and an ECG machine. The remaining funds will be donated to the Geraint Richards Trust Fund.
Coity Walia (Cllr E Jones)
i) Memorial Hall Car Park – The owner of a parcel of land which houses one of the sheds has put in an application for development, stating that he has permission to cross common land. This is not the case.
ii) St Mary’s Fair will be going ahead in the usual area.
REPORTS FROM MEMBERS/AOB
i) The parking situation on Daleside – Cllr J Lewis will take this to PACT.
ii) Owen Watkins has been named Man of the Match in the Wales/Italy match; the Community Council has supported Owen in the past.
CLERK’S REPORT
i) The AGM will take place on May 16th and not May 9th. (This is to avoid a clash of dates with the AGM of the BCBC Labour Group, members of whom are also members of this Community Council.)
ii) An ordinary meeting of the Community Council will take place immediately following the AGM. The agenda will be a short one, limited to urgent items.
iii) A celebration of the inauguration of the new Chair will take place at the end of formal proceedings. Councillors are invited to contribute a plate of snacks or nibbles, or drinks.
PLANNING & DEVELOPMENT
Planning Applications:
P/16/214/OUT : Outline Planning for One Single Storey Dwelling – Plot Rear Of Y-Nythfa The Common Bryncoch Bryncethin
Council objects in the strongest terms to this application on the following grounds:
• It is outside the settlement boundary
• It will result in a loss of open space
• There is no access to the site other than that requiring permission of the Lord of the Manor of Dunraven and the Community Council
It will result in increased traffic on the A4061 that will further exacerbate the traffic generated by the recent planning decision for 100 plus dwelling at the Ogmore School site ( Bryncethin Campus ).
P/16/251/OUT: Up to 16 Dwellings With Public Open Space, Landscaping, Access & Assoc. Works ~Affect. Footpath 3 St Brides Minor – Land Off Ffordd Leyshon Bryncethin
Council objects in the strongest terms to this application on the following grounds:
• It is outside the settlement boundary
• It will result in a loss of open space
• The access road is very narrow and is unsuitable for this development
It will result in increased traffic on the A4061 that will further exacerbate the traffic generated by the recent planning decision for 100 plus dwelling at the Ogmore School site ( Bryncethin Campus ).
P/16/230/FUL: (car-park floodlighting) The Planning Committee is requested to take note of comments of local residents.
P/16/26/TPO: (Fell Ash tree) No objections, subject to the views of residents.
P/16/223/FUL: (construct dividing wall at Designer Village) No objections
Proposed Public Path Diversion Order Footpath 9, St Brides Minor – No objections
Planning Decisions:
P/16/102/FUL (create new earth mounds – Sarn Park Motorway Service Area: ApprovedDATE AND TIME OF NEXT MEETING
Annual General Meeting May 16th 2016, at 6pm, followed by an Ordinary Meeting of Council.

MINUTES OF THE MEETING OF COUNCIL HELD ON MONDAY 14th MARCH 2016

PRESENT COUNCILLORS:

Y Nott (Chair)
S Dobbs J Phillips
P Harris G Thomas
E Jones K Wilcox
D Lewis J Lewis

CLERK: Alana Davies

CHAIR’S REMARKS
The Chair had attended the official opening of the Bryncethin Campus, which provides a wide range of resources and facilities for children and young people with learning difficulties and behavioural & social needs. Other members had also attended, and all agreed that it was a much-needed and positive provision.
TO RECEIVE APOLOGIES FOR ABSENCE
Cllrs M Collett, F Watkins, M Nott, P William-Jones
TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN RESPECT OF BUSINESS TO BE TRANSACTED
Cllrs J Lewis and D Lewis declared an interest in any planning matters, as members of BCBC.
TO CONFIRM AND SIGN THE MINUTES OF THE MEETING OF COUNCIL HELD ON 15TH FEBRUARY 2016
Resolved: to accept the minutes of the meeting held on 15TH February 2016 as a true and accurate record, with the following amendments:
• Minute no. 32: Apologies had been submitted by Cllr G Thomas
• Minute no. 42: re Electrification of the Railway –there are issues in establishing a half-hour service to Maesteg owing to problems in opening the link.
TO CONSIDER ANY MATTERS ARISING FROM THE MINUTES OF THE MEETING OF COUNCIL HELD ON 15th February 2015
a. Minute 34: A letter has been sent to Mrs Eileen Rees re Keys/Key codes for the Gardeners’ association. A reply has been received from Mrs Rees’ daughter and arrangements are being made to collect all Council items from Mrs Rees’ home.
b. Minute 40: re Safety issues at Bryncethin Primary School: Cllr J Lewis has made enquiries of BCBC and is assured that there are no concerns re safety on the playing fields, and that all stones have been cleared. BCBC will reply to the Head Teacher.
c. Minute 42: re the V2C application for development: residents have formed an action group, and posters have been placed in some windows.
d. Minute 44: re update of Chairs on the Council Board: Y Dderwen school has been contacted, and Mr Tony Morgan will make enquiries of the Art Department.
TO ADJOURN, IF NECESSARY, TO TAKE PUBLIC QUESTIONS
None received
TO CONSIDER ITEM FINANCE REPORT
The Chair and Clerk gave a verbal update as to Council’s bank accounts. Discussion took place regarding the ‘Gardening Account’, and when this was set up. It was agreed that the Chair would enquire of Julie Davies.
Approval was given to purchase 100 business cards for Council up to a maximum of £10.
Resolved: To approve the Finance Report.
TO CONSIDER APPLICATIONS FOR FINANCIAL ASSISTANCE 2015/16
A number of applications have been received up to and including the time of the Council meeting. It was agreed that the Clerk will list all applications received and present them to Members for consideration.
Resolved: That this item be deferred to the next meeting, at which time all applications received to date will be considered.
TO CONSIDER ITEM UPDATE ON PROJECTS
Memorial Hall Car Park: The Chair gave a verbal update on the progress of the project, and referred to a further meeting of stakeholders held at the Memorial Hall.
TO CONSIDER CORRESPONDENCE
Offer to purchase commemorative coins to celebrate the 90th birthday of Queen Elizabeth II. Some discussion took place regarding the possibility of presenting coins to children of St Brides Minor, but this was seen to be fraught with difficulties.
Resolved: To note the correspondence.
REPORTS FROM BCBC MEMBERS
Cllr Gary Thomas reported:
The BCBC Budget has been approved with a Council Tax increase (band D) of 3.9% . Everyone is suffering due to cuts from Westminster being passed on to Wales and on to Local Authorities.
Cllr Janice Lewis reported:
I. Funding is needed to reinstate grass verges at Bakers Way which have been damaged by lorries. V2C have stated that they may be willing to part-fund the cost. Cllr J Lewis will provide costings and obtain details of the contribution from V2C, and a report will be placed on a future agenda for consideration by Council.
II. Further flashing traffic signs are needed at the junction lights on the A4061 at a cost of approximately £700. A report will be submitted to be placed on a future agenda for consideration by Council.
III. Traffic has been mounting kerbs on the A4061 – Cllr J Lewis has asked for a Police patrol in this area and has been assured that the situation will be monitored.
REPORTS FROM EXTERNAL BODIES
Sarn & Bryncoch PACT (Cllr J Lewis)
I. Questions have been raised as to the re-instatement of the gate. Cllr Lewis will liaise with the Clerk and report back at the next meeting.
II. Residents are very pleased with the first cut of grass at the Cemetery
III. The fly-tipping at the back of Jubilee Crescent/Queens Road has been removed.
IV. Residents have requested a skip
V. Bollards are still needed on the pavement at Heol Ganol
VI. Cars continue to drive down Heol Ynysawdre, and there is poor visibility on the T junction coming out of that road.
REPORTS FROM MEMBERS/AOB
Cllr E Jones reported that the fly-tipping on the walkway to Penycae Road is being addressed. This is a constant problem and possible solutions are being considered.
Cllr P Harris reported that the trees have been cut down and put onto the footpath (footpath 3) before being collected by V2C.
CLERK’S REPORT
I. Council has been informed that a claim for re-imbursement for maintenance of public footpaths may be submitted before March 31st.
II. Diane Malley (Payroll administrator) has requested clarification of some aspects of staffing and staff expenses in 2015/16. The Clerk has provided information.
III. The meeting of the Town & Community Council Forum has been confirmed.
PLANNING & DEVELOPMENT
No comments.DATE AND TIME OF NEXT MEETING
April 11th 2016
ST BRIDES MINOR COMMUNITY COUNCIL

MINUTES OF THE MEETING OF COUNCIL HELD ON MONDAY 15th FEBRUARY 2016

PRESENT COUNCILLORS:

Y Nott (Chair)
M Collett M Nott
S Dobbs J Phillips
P Harris F Watkins
E Jones K Wilcox
D Lewis J Lewis

CLERK: Alana Davies

CHAIR’S REMARKS
None
TO RECEIVE APOLOGIES FOR ABSENCE
Cllr G Thomas
TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN RESPECT OF BUSINESS TO BE TRANSACTED
Cllrs J Lewis, D Lewis and M Nott declared an interest in any planning matters, as members of BCBC.
TO CONFIRM AND SIGN THE MINUTES OF THE MEETING OF COUNCIL HELD ON 14TH DECEMBER 2015
Resolved: to accept the minutes of the meeting held on 11th January 2015 as a true and accurate record
TO CONSIDER ANY MATTERS ARISING FROM THE MINUTES OF THE MEETING OF COUNCIL HELD ON 11th January 2015
Minute 19
The Chair and Clerk met with officers representing the Gardeners’ Association to discuss keys and key codes for padlocks, bank accounts and the format for a new contract. The Gardeners’ Association has offered to donate £100 towards the cost of a memorial to Brian Rees, to be further discussed at a future meeting. It was noted that a memorial bench was not considered appropriate for a variety of reasons. A letter will be sent to Mrs Eileen Rees requesting any information she may have re keys/key codes, and relevant documentation. It was agreed that the Chair, Vice Chair and Clerk will meet with representatives of the Gardeners’ Association on a quarterly basis. Julie Davies will take minutes.
TO ADJOURN, IF NECESSARY, TO TAKE PUBLIC QUESTIONS
None received
TO CONSIDER ITEM FINANCE REPORT
Resolved: To approve the Finance Report, with the following amendment:
Payment of £2,700 to be made to G Whittingham in respect of consultancy fees for the Memorial Hall Car Park project.
TO CONSIDER CHANGE OF BANK FOR ST BRIDES MINOR COMMUNITY COUNCIL
This was agreed in principle at the meeting of December 14th.
Resolved: To open a Treasurers’ Account with Lloyds Bank, to include Internet and Telephone Banking, and to transfer all monies from the Co-op Bank Account to the new Lloyds Bank Account.
TO CONSIDER ITEM UPDATE ON PROJECTS
Memorial Hall Car Park
A Tender Report was considered by Members and the recommendation approved. Grant Funding from BCBC will be carried over into 2016 if necessary. Members were assured that all land ownership issues were in order, and reminded that the Board of Conservators (Coity Walia) will contribute £2,000.
A typographical error in the report was noted and this will be passed to Mr G Whittingham.
Resolved: The revised Tender from Landcraft Projects Ltd for £41,722.02 be accepted.
TO CONSIDER CORRESPONDENCE
SLCC Renewal Notice
Resolved: To pay the Renewal fee of £103
Letter from the Head Teacher, Bryncethin Primary School re pupil safety.
Cllr J Lewis agreed to take this up with BCBC and to discuss it with the Head Teacher
Resolved: To send an Application for Funding form to the Head Teacher.
MEMORIAL TO BRIAN REES
This item was discussed under Matters Arising
REPORTS FROM BCBC MEMBERS
Cllr Janice Lewis reported:
• The flashing lights on the A4061 have not been working but assurances have been given that they are now working as they should, and officers will be monitoring the situation.
• Webcasting f BCBC Scrutiny Committees is now available, allowing the public to see these committees in action.
Cllr Mel Nott reported:
• Re the proposed development by V2C at Lower Llansanffraid – an action committee is in place, and an application may be made for Village Green status for a piece of open space land there. A petition is being circulated.
• BCBC Cabinet will be discussing budget proposals and considering consultation responses (Feb 16th) prior to being discussed by Council.
• Electrification of the Railway – this is not likely to happen until 2019, but it will be possible for the new lines will be used. There continue to be issues with establishing a half-hour service to Maesteg owing to problems in opening the link.
REPORTS FROM EXTERNAL BODIES
Bryncethin PACT (Cllr Felicity Watkins)
The Status Quo is being maintained. Crime figures have fallen again.
Tyn-y-Coed Surgery (Cllr Felicity Watkins)
The Status Quo is being maintained. Queries re street lighting have been passed to Cllr M Nott.
Coity Walia (Cllr J Lewis)
Fly-tipping on the Common and in Queens Avenue has now been removed. There is no evidence as to who was responsible.
Sarn & Bryncoch PACT (Cllr J Lewis)
A proposal to combine with Ynysawdre PACT was considered. All members rejected the proposal.
REPORTS FROM MEMBERS/AOB
Cllr M Collett pointed out that the list of Chairs inscribed on the Council Board needs updating. In the past, the Art Department at Coleg Cymunedol y Dderwen (previously Ynysawdre Comprehensive School) had made the changes. The Clerk will make enquiries of the school. Also, there appear to be a number of Past Mayor’s Plaques outstanding. The Clerk will follow this up.
PLANNING & DEVELOPMENT
No comments.
(It was agreed that future Agendas be amended to allow the Clerk’s Report to be itemised before Planning)
CLERK’S REPORT
N/ADATE AND TIME OF NEXT MEETING
March 14th 2016
ST BRIDES MINOR COMMUNITY COUNCIL

MINUTES OF THE MEETING OF COUNCIL HELD ON MONDAY 11th JANUARY 2016

PRESENT COUNCILLORS:

Y Nott (Chair)
M Collett M Nott
S Dobbs J Phillips
P Harris F Watkins
E Jones K Wilcox
D Lewis J Lewis

CLERK: Alana Davies

CHAIR’S REMARKS
The Chair congratulated Cllrs J & D Lewis on the birth of their grandson.
The Chair also gave her condolences on the passing of a well-know resident, Ivy Davies, who had recently celebrated her 106th birthday.
TO RECEIVE APOLOGIES FOR ABSENCE
Cllr Peter Williams-Jones
TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN RESPECT OF BUSINESS TO BE TRANSACTED
Cllrs J Lewis, D Lewis and M Nott declared an interest in any planning matters, as members of BCBC.
TO CONFIRM AND SIGN THE MINUTES OF THE MEETING OF COUNCIL HELD ON 14TH DECEMBER 2015
Page2, minute 5a
To amend ‘A461’ to ‘A4061’
Page 2, minute 5b
To delete ‘’Cllr F Watkins’ and insert ‘Cllr J Phillips’
Page 2, minute 5d
To insert ‘Lottery’ so that it reads ‘’The Bryncethin Rugby Club has received a £50,000 Lottery grant …’
Resolved: to accept the minutes of the meeting held on 14th December 2015 as a true and accurate record, with the above amendments.
TO CONSIDER ANY MATTERS ARISING FROM THE MINUTES OF THE MEETING OF COUNCIL HELD ON 14TH DECEMBER 2015
Page 4, minute 6b
Members were advised that, following advice received, the Clerk has completed a ‘New Starter’ form for payment of PAYE and received the necessary documentation from D Malley.
TO ADJOURN, IF NECESSARY, TO TAKE PUBLIC QUESTIONS
None received
TO NOTE FOR INFORMATION CHAIR’S ANNOUNCEMENTS AND ENGAGEMENTS
It has been suggested that a ‘Keeper’ statue be installed in the Community Gardens in Sarn, in memory of the late Brian Rees, former Clerk of this Council who sadly passed away last month and who contributed so much to the community. Members supported the suggestion unanimously.
Resolved: The Clerk to make enquiries of BCBC Tourism dept. as to funding opportunities available from BCBC for a memorial to Brian Rees,
and to enquire of the Gardening Committee as to whether they were able to make a donation towards such a memorial.
TO CONSIDER ITEM FINANCE REPORT
Resolved: To approve the Finance Report with the following resolutions:
• That an agenda item ‘Review of Current Accounts’ be considered at a future meeting of Council.
• That the Clerk and a total of 2 Councillors be signatories to the Swansea Building Society account, with 2 signatures required for each transaction.
• That Cllrs E Jones and D Lewis and the Clerk be signatories to the above account
• That future salary and PAYE payments are made via monthly Standing Orders from the Co-op Current Account, with a payment date of the 14th of the month, commencing February 14th.
• That Council sets up a Finance Committee to consider and approve Financial Regulations drawn up by the Clerk in her role of Responsible Financial Officer; such Committee to meet on a quarterly basis, to take place immediately prior to a meeting of Full Council.
• That the Finance Committee recommendations be reported to Full Council for approval, unless Council gives plenary powers in certain circumstances
• That the Finance Committee be made up of the following members:
Chair, Vice Chair, Cllrs D Lewis, F Watkins, P Harris
• That all expenditure be approved by Council before any works are carried out or orders placed, such expenditure having been listed as an Agenda item.
• That the Clerk prepares a draft budget for consideration by the Finance Committee
• To approve all payments listed in the report with the exception of 12/15/a which was deferred to the next meeting
TO CONSIDER ITEM UPDATE ON PROJECTS
Memorial Hall Car Park
A meeting had taken place on January 7th. It was reported that a Highways officer had recommended that the footpath at the southern end be paved and raised, rather than bollards being erected to prevent vehicular exit from the car park. This would result in an additional cost, taking the estimated cost over budget by approximately £5,000. The area alongside the wall of the Memorial Hall will be hatched to show ‘no parking’ and will form a footpath.
In considering tenders submitted, method statements and timescales will be taken into account as well as prices. A further meeting is scheduled to take place on January 12th. Invitees include representatives of Coity Walia and the Memorial Hall, the Headteacher of Bryncethin Primary School and the local member, as well as Chair and Vice Chair of Council.
Resolved: That the bollards, as previously agreed with council & BCBC officer Keith Power, and as set out in estimates of costings, should be installed, and that St Brides Minor CC is not in a position to fund the paving of this footpath
Resolved: Contractors to be invited to tender agreed as:
• Afan Landscapes
• Landcraft
• Gerald Davies
• Daly Brothers
• Jewell
Resolved: The tender returns will be sent in sealed envelopes to be opened in the presence of Cllr Y Nott, Cllr E Jones, Geoff Whittington, and A Davies (Clerk)
TO CONSIDER CORRESPONDENCE
Charter between BCBC & T&C Councils – Town & Community Council Forum New Working Group
Resolved: To note
Draft Local Government (Wales) Bill and Explanatory Memorandum Reforming Local Government
Having previously responded to consultation on this item, it was
Resolved: To note
Consultation on the draft Local Housing Strategy for Bridgend.
Resolved: To support the Strategy
TO CONSIDER ITEM COMMUNITY DONATIONS
Resolved: To approve the Financial assistance application form with amendments
TO CONSIDER ITEM COUNCIL ACCOMMODATION
Resolved: To make monthly payment of £5 (£250 annually) to the Sarn Centre Association for storage accommodation of files in the small meeting room; to pay £10 per hour for use of the room for meetings, as available.
It was confirmed by the Clerk that she will not be charging the Council for use of office accommodation at her home.
REPORTS FROM BCBC MEMBERS
Cllr Janice Lewis reported:
The flashing lights on the A4061 are not yet working – awaiting computer software to be downloaded; The metal posts on Bryncethin River are now in the river, showing how much erosion has occurred. National Resources Wales are no longer dealing with this issue. Cllr Lewis is liaising with the Flood Defence team; Cllr Lewis is concerned that the adoption of the road at Clos Tyn y Coed has not yet happened.
Cllr Mel Nott reported:
V2C is undertaking a consultation re a proposal to erect 22 units on open space in front of Lower Llansanffraid Road – 1 x 2 beds; 3 x 3 beds; 8 x 1 bed units, in 8 blocks of buildings. This is subject to statutory consultation. A drop-in session will take place on January 28th 3-6pm.
The Council’s budget is out for consultation. It is proposing a 3.9% increase in Council Tax.
At the Town & Community Council Forum, a presentation was made by Urdd Gobaith Cymru. The Urdd eisteddfod will take place in Bridgend in May 2017. They will be writing to all Town & Community Councils asking for schemes they may have planned, and for donations.
REPORTS FROM EXTERNAL BODIES
Bryncethin PACT (Cllr Felicity Watkins)
A new PCSO has transferred from Llanrhumney, Cardiif and was surprised at the low crime figures which are back down to 6.
Tyn-y-Coed Surgery (Cllr Felicity Watkins)
Sufficient money has now been collected to buy an ambulatory blood pressure machine, with enough over to purchase another ECG machine.
Sarn Centre Association (Cllr Y Nott)
The association is going quite well although is without a treasurer; bank accounts are being sorted.V2C is putting up notices re ‘Swapping’ information.
REPORTS FROM MEMBERS/AOB
Cllr S Dobbs raised the issue of cars parking alongside dropped kerbs, making access to the highway difficult for disabled residents. Cllr J Lewis has been contacted, and the issue has been addressed by Cllr M Nott.
PLANNING & DEVELOPMENT
None
CLERK’S REPORT
• Posters re Recycling are available
• The SLCC is hosting a consultation event re the draft Local Government (Wales) Bill and how the proposals are likely to have an impact on local Council Clerks and the future structure of the Town & Community Council sector in general. Date: February 2nd, at the Liberty Stadium, Swansea. The Clerk will attend if possible, providing there is no cost apart from transport costs.DATE AND TIME OF NEXT MEETING 6.00 pm on Monday February 8th 2016 at the Life Long Learning Centre, Sarn
ST BRIDES MINOR COMMUNITY COUNCIL

MINUTES OF THE MEETING OF COUNCIL HELD ON MONDAY 14th DECEMBER 2015

Minute No.

Chair’s opening remarks
All present observed a minute’s silence in respect of the passing of Brian Rees, Clerk to the Council. The Chair and Vice Chair have visited Brian’s widow Eileen and given flowers. Brian had arranged every aspect of his funeral, which will take place on December 29th. It will be a humanist funeral, followed by a cremation.
Apologies for absence
Apologies were received from Cllr Jean Phillips
Position of Clerk
The Interim Clerk left the meeting while this item was considered, and was then invited to rejoin the meeting.
Resolved:
To appoint Alana Davies as the Clerk to St Brides Minor Community Council with a start date of January 1st 2016
To note declarations of interest by members in any agenda items
The following Councillors declared an interest in items related to BCBC, as elected members of that body: Cllrs D Lewis, J Lewis, G Thomas, M Nott
To adopt the minutes of the Council Meeting held on Monday November 9th 2015 and deal with any matters arising not covered elsewhere on the agenda.
Resolved:
To accept the Minutes of the Meeting of Council held on 9th November 2015 as a true and accurate record
BCBC Reports
Cllr J Lewis:
a) It is still unclear as to when the flashing lights on the A4061 will be fixed.
b) The metal post on the bank of the Bryncethin River needs to be removed but when this will be finished is not yet known. NRW (Natural Resources Wales) is aware. This is the same issue as previously raised by Cllr J Phillips.
Cllr G Thomas:
c) Cllr Thomas has met with representatives from The Lottery re Clay Pits at Bryncethin
Cllr M Nott:
d) The Bryncethin Rugby Club has received a £50,000 Lottery grant for a consultation process re the Clay Pits. Another group has received also monies for its project (the Maritime Centre) which BCBC has supported. Cllr Nott confirmed that BCBC will also support the Bryncethin project.
e) Following a complaint from a resident in Highland Close, street signs have now been replaced.
f) A consultation on parking of vehicles driven by disabled persons is on-going and may be accessed from the BCBC website. On-street parking is not affected. Bays will be wider, ticket machines lower and more accessible. Further details are available on the BCBC website. BCBC Cabinet is awaiting the outcome of the consultation.
g) A consultation on waste collection options is also on-going. The proposals will not affect collection of recycled waste, but include a change to collection of black-bag waste from fortnightly to every 3 weeks. At the moment our target is 58%, but statutory targets are getting higher and will increase to 64 per cent in 2019-20, then 70% by 2024-25. Areas that do not meet the new targets will be subject to severe financial penalties. Missing the 64% target by just one per cent will mean that BCBC will be issued with a penalty of around £100,000. Further details, including information re disposal of nappies etc, are available on the BCBC website.
h) Update – complaint of vandalism at Sarn Cemetery: Cllr Nott had met with the resident and officers. The complainant had not realised that some of the stones had been laid flat for safety reasons. No incidents of needles have been reported to the Superintendent. It was agreed that the situation will be monitored, including by the use of Mobile CCTV, and reviewed in January. It was recommended that visitors put the grave number on the base of pots etc, so that they may be replaced if they are blown around in bad weather.
i) The BCBC Budget may not be as bad as expected and cuts may not be as severe as feared. Details are being worked through.
Finance
Precept 2016/17
The draft estimated expenditures and Precept for 2016/17 were discussed.
Resolved:
To amend the estimated expenditure for 2016/17 to include an allowance of £300 for the Chair of Council if required, with £100 of this amount to be passed to the Vice Chair if required; To reduce the expenditure on Projects by £300.
Resolved:
To approve the estimated expenditures and precept for 2016/17 with the amendment above.
Latest Bank Statements
The Interim Clerk was not in possession of all statements (see Clerk’s Report below).
Co-op Balance as at November 30th: £47,865.34
a. Co-operative Bank account 61190506, balance as at November 30th: £47,865.34
b. Swansea Building Society, balance as at June 30th: £ 45,011.41
Receipts – No payments received
Payments for Approval
See Finance Report
Community Donations
As no application for financial assistance have been received it was:
Resolved:
To defer this item to a future Council meeting
To consider future donations based on an application received
To consider at the next Council meeting the use of a pro-forma on which applications may be made
Report by the Clerk
Correspondence received
For Decision
BCBC Letter dated 9/11/15 – Consultation re Intention to vary parking charges re disabled persons’ vehicles
Resolved:
Not to respond as a Council; individual Councillors may respond.
Wales Air Ambulance – Airbase Appeal (undated)
Resolved:
To defer to the next meeting of Council
For Noting/Information
Letter dated 18/11/15 – Brian Rees – Resignation
Letter of thanks received (undated) from Anne & John Ford
Letter dated 18/11/15 BCBC – Temporary road closure (Cwmdu Road, Maesteg)
Letter dated 18/11/15 BCBC – Temporary road closure (Pen-y-Cae Lane, Pen-y-Cae)
Email dated 25/11/15 BAVO – LV20 project newsletter
b) Matters for Report
Payments to the Clerk
Council has appointed a Clerk with a start date of January 1st 2016. Discussion took place as to the options for
payment arrangements
Resolved:
To make enquiries as to the advisability and legality of the Clerk’s monthly payments being made on a monthly invoice basis as opposed to a salaried basis;
If necessary, to complete a ‘New Starter’ employment form for the purposes of payment of salary and PAYE in respect of the newly-appointed Clerk.
Bank Accounts
It will be necessary to make changes to banking arrangements, including changes to signatories, and access to online banking. Following some discussion, it was
Resolved:
To approve the newly appointed clerk becoming a signatory of the bank & building society accounts used by the Community Council;
To allow the Chair, Vice Chair and Clerk to make changes to banking arrangements as necessary
Development Projects
Re the Memorial Hall car park: the planning application has been amended, and tender documents are being assembled. No further updates have been received.
Reports from External Bodies
a) Coity Walia: Councillors congratulated Cllr Gary Thomas on being elected Chair of the Coity Walia board. Issues had been discussed at a recent meeting relating to illegal parking and the sale of cars at the top of Sarn. The land will be marked by bollards to make clear the ownership of the land.
b) Sarn Centre Association – all running smoothly
c) Friends of Tyn Y Coed Surgery – sufficient money has been collected to purchase the ambulatory blood pressure machine.
d) V2C – the forum no longer exists. The Board now comprises only professional members. A new Residents’ Board will be set up.
e) PACT Sarn & Bryncoch, Bryncethin –
i. Peter Bismyer needs to know what to do with the gate that has been removed. There does not seem to be a problem with having no gate, but the situation needs to be monitored.
Agreed – to request him to store it for the Council.
ii. A query has been made re the locking of the cemetery gates. This could involve a number of difficulties and a level of responsibility not easily taken on. There would be issues around insurance, personal liability, and ensuring that no-one was left in the cemetery when the gates were locked.
Agreed – there is no need to lock the gates, and they will not be locked.
iii. Grass-cutting by St Brides Minor CC will take place in between the BCBC cutting.
iv. Report on complaint of vandalism at the cemetery – see Minute no. 5h. There have been no further complaints.
v. There has been an increase in Police incidents, largely domestic-related, mainly in Bryncoch.
vi. Bryncethin PACT – ‘Steady as she goes’. There has been an increase in crime figures; normally they are very low.
Members Reports/ A.O.B
There is to be Open House at Merfield House on Tuesday December 15th.
There may be a concert/tribute event in the new year
Planning & Development
Appeal decision re Land at Wern Dew Farmhouse, Heol Persondy – The case was DISMISSED.
The appeal decision was noted.Date and time of next meeting 6.00 pm on Monday January 11th 2016 at the L
ST BRIDES MINOR COMMUNITY COUNCIL

MINUTES OF THE MEETING OF COUNCIL HELD ON MONDAY 9th NOVEMBER 2015

Present

Councillors: Shirley Dobbs, Peter Harris, and Kay Wilcox David Lewis, Janice Lewis, Mel Nott OBE, , Jean Phillips Yvonne Nott (Chair) Gary Thomas, Felicity Watkins

In Attendance : Brian Rees (Clerk)

1.Welcome & Introductions

The Chair welcomed members to the meeting, Apologies were received from. from Councillors May Collett, Elaine Jones, Peter Williams Jones. Councillor David Lewis advised and apologized that he would be leaving the meeting at 6.40 pm to attend a PACT meeting, related to his duties as a BCBC Councillor for Penyfai.

The Clerk thanked members for the great support given to him during his illness

2. Office of Clerk to St Brides Minor Community Council
The Chair advised members that subject to the Council’s approval, she had been able to identify a suitable person to assist the Clerk, as temporary Assistant Clerk until a new Clerk is appointed. This would be for a period of 20 hours, over the period November December. The person recommended was Alana Davies – who was known to a number of members and had considerable experience in Public Administration. Members agreed the appointment and the terms of engagement. Alana joined the meeting and was introduced by the Chair.

The Council agree that the Chair take all necessary steps to recruit a new Clerk

3.Declarations of interest by members, in any agenda items.
Councillors David & Janice Lewis and Gary Thomas asked that their interest in Planning & Development be noted and that they would leave the meeting before the item was addressed.

4 To adopt – subject to any required amendment – the minutes of the Council Meeting held on Monday 14th September 2015 and the notes kindly made by Councillor Watkins of the meeting held on the 12th October.

It was agreed that both documents be adopted as records of both meetings

5. Finance

Payments for Approval

Brian G Rees Clerk salary payment, November £ 622.48

BCBC additional planning fee for Memorial Hall Car Park £ 10.00

Expenses Cllr Y Nott Flags £11.50,Catering for Halloween £50.19 Exxpenses Me Nott Wreaths £34

6.EVENTS

the Chair reported that the Halloween event held on the 30th October at the Life Long Learning Centre had been very successful.

7.ANY URGENT BUSINESS/CLERK REPORT :

8. Planning & Development

Date and time of next meeting –
6.00 pm on Monday 14th November, at the Life Long Learning Centre, Sarn

Item 4 In the absence of the Clerk- and his impending resignation, the Chair proposed and the Council agreed to put aside its agenda and deal with only pressing matters of Business.

a) It was agreed to give the Chair plenary powers to seek the appointment of an interim clerk and take what ever action necessary to seek the appointment of a permanent replacement (report at November Meeting)

b) Rowan Garden Designs, plan for laying out and installing the flower beds in Sarn Cemetery was agreed at a projected cost of £3600.

Item 6 FINANCE

i)Bank/B.S. Statements

None

ii) Receipts

None

ii)Payments for Approval

PRECEPT

The delays on the Sarn Cemetery project has meant the precept for 2015-16, will be well underspent and it is therefore recommended that the Precept be left unchanged for 2016 -2017. If the Council agrees Gary Jones at BCBC to be advised

Item 7 URGENT BUSINNESS/REPORT BY CLERK For Noting/Information

Matters to Report

Hair Dressing Van

Letter request dated 10th Oct from a Roy Jones, to run a hair cutting service from a van to be parked on the “Council” administered car park off the Council’s outside Robert Price premises in Bryncethin. Although there is no record to be found in the Council’s record about this car parking, such a proposal is likely to fall outside the terms of the car park and besides, generate a lot of opposition from the users of the car park

Trees at Canola,Sarn It has now been proposed by the Contractor that the work be carried out on and from the 9th November.

Trees on Vale View

Councillor Mel Nott is pleased to report that the overgrown trees have now been “crowned” and the obstructions removed.

Sarn Cemetery Rowan Garden Designs will shortly be starting the work on the flower beds, plants on order.

Community Grants

It is recommended that potential beneficiaries be considered at the Council’s December meeting.

Item 8 Planning & Development

Applications for Development:

For Noting

Decided Applications –consents given

NEXT MEETING 14TH DECEMBER 2015

MINUTES OF THE MEETING OF COUNCIL HELD ON MONDAY 13th JULY 2015

Present

Councillors: May Collett, Shirley Dobbs, Peter Harris, Elaine Jones, David Lewis, Janice Lewis, Mel Nott OBE, Yvonne Nott (Chair) Jean Phillips, Gary Thomas Felicity Watkins, Kay Wilcox.

In Attendance : A member of the Public & Brian Rees (Clerk)

1.Welcome & Introductions

The Chair was pleased to see almost a full attendance, with apologies from Peter Williams Jones, who was congratulated on becoming a grandfather to twins.

2. To note declarations of interest by members, in certain agenda items.

Councillors David & Janice Lewis, asked that their potential interest in any matters related to BCBC be noted and in addition advised they would not participate in agenda Item 10,- Planning & Development and would leave the room before the item was considered.

3. To adopt the minutes of the Council Meetings held on Monday 8th June May and to deal with any matters arising, not covered elsewhere on the agenda

The minutes were adopted, proposed Councillor Kay Wilcox, seconded Counciller David Lewis, subject to the amending of “Sure Start” to “Flying Start”, wherever it appears in the minutes.

Matters Arising

The Chair asked for clarification of the payment made to Alana Davies. The Clerk explained this was an annual “hosting” charge for the Council web site and its administration.

The Chair asked for the circumstances which led to the re-consideration of the Council’s decision in March -in respect of the provision of future internal audit services – be explained. A Councillor re-iterated the point she had made at the June meeting that she was impressed by the service the present auditor provided, particular legal guidance. A Councillor commented that the internal auditor was not engaged to give legal advice, that was the role of the Clerk. Another Councillor referred to the argument he had put forward in proposing a review of the decision, that the current Internal Auditor has done an excellent job and is superbly qualified for the role. A Councilor commented that the excellent qualities of the Internal Auditor were not in doubt but the decision in March was based purely on good governance, that the same auditor had been in post for a good number of years and a change should be made , which had been agreed. It was further stated by the Councillor that such a motion should have been an agendared with notice and not tabled without notice on the night the matter was re- considered. The Clerk commented that the motion had arisen out of the receipt and consideration of the Internal Audit’s report and the Council’s Annual Return, similarly to the way in which the decision was taken in March concerning the future appointment of an Internal Auditor. In answer to a question, the Clerk gave his view on the future appointment of an Internal Auditor, that this would be done in March – as normal – with any nominated suitably qualified candidates being available for selection. It was agreed that as this was the effect of the motion carried at the July meeting, the matter be closed.

4.BCBC Report

The Chair invited Councillors – who were BCBC Members for St Brides Minor – to report on any activities in their capacity as County Borough Councillors, of potential interest or concern to members.

Councillor Gary Thomas that the Council for all the support it gave him during his year as BCBC Mayor which he believed had gone very well. Councillor Mel Nott advised that the closure and demolishment and of the shopping and restaurant area at Sarn Services will take place later in the year. The present use is not viable and any alternative use, has not yet been advised. Councillor Janice Lewis reported that the tender prices received for the re-construction of the Pandy Park Pavilion exceeded the budgeted price and a review was taking place

5. Finance

i)Bank Statements

A bank statement was tabled which reported a balance in the Cooperative Community Directplus Account at the 30th June £ 56,080.33

ii) Receipts

There were no receipts received during the month.

iii)Payments for Approval

Brian G Rees Clerk salary payment July £622.48

Brian G Rees Expenses, Post, Print cartridges Additional Keys Community Gardens £ 103.29

HMRC Employee Tax & Employer NI, (by bank transfer) July £169.69

Councillor Yvonne Nott ,expenses for flowers 33.99,catering £20.77 Rowan Garden Designs – hanging baskets, flower beds, grassing cutting and footpaths £3620

The finance report was noted and the payments approved, proposed Councillor Thomas seconded Councillor Dobbs.

6. REPORT BY CLERK

The Clerk tabled his written report which was noted

Correspondence Received For Decision * Letter dated 6th July from Jan Phillips -Chair of the Sarn & Bryncoch PACT. The Council agreed to pay £120, to the Sarn Centre Association for a further 1years rental for PACT meeting,proposed Councillor Phillips, seconded Councillor David Lewis.

*The Council agreed to support the proposal from BCBC, contained in its letter of the10th June, to require blue badge holders, to pay car parking charges. The Clerk to inform the appropriate officer.

*E mail dated 18th June from BCBC advising of the approval by the WG of the Bridgend Local Transport Plan and containing an invitation to this Council to put in place “a programme of community engagements for the development of safe routes in your Community e.g. dropped kerbs, road safety measures, environmental treatment of local streets, i.e. local communities to advising local schemes for such improvements”. The Council agreed to convene a meeting of local community organisations in September, e.g Bryncethin School, Officers of PACT,PCSO’s etc to identify and recommend such improvements.

* An E mail from a resident in Leyshon Close concerning safety issues on the A 4061 and A4065 for children going to and from Bryncethin School, was noted and the Chair gave the resident who also attended the Council meeting an opportunity to address the Council on his concerns. The Chair responded by appreciating his concerns and commented that the Council’s scheme to increase car parking at the Memorial Hall will certainly help to ease some of the highway pressures around the School and BCBC continues to seek funding for crossing as would more efficient use of the drop off area in the School. The recruitment of a replacement crossing patrol officer was also seen as a recent positive development. Councillor David Lewis re-iterated his long running concerns for the high traffic volumes on the A4061 and his attempts over a number of years to get action taken in respect of safeguarding pedestrians.

* An E Mail dated 4th July from the Organisers of Street Games inviting nomination of young people 12-19 to attend a Free Street Games Multi Sport Festival on the 13th August at the Cardiff City Stadium was noted. The Clerk said that he would try and encourage two or three young people from the area to attend.

* The Council considered an e mail dated 8th June which had been received from Newcastle Higher CC, addressed to St Brides Minor and Ynysawdre CCs, asking if the Councils would consider being jointly engaged in promoting and funding a summer play scheme at Pandy Park. The Clerk advised that he had approached Groundwork and requested that it draw up and price such a scheme which could be given consideration. It should also be noted that Communities First has engaged Groundwork to run four Wednesday sessions of “Sustainable Play” for younger children at the Sarn Life Long Learning Centre in August.

The projected cost of such a scheme for older children over three weeks in August was costed at no more £1000, to be divided between the participating Councils. The Council agreed to give the Chair, plenary powers – in concert with the Clerk- to progress the Scheme within that financial limit.

For Noting/Information

* Letter dated 17th June received from Rt Hon Alun Michael, Police & Crime Commisioner South Wales, responding to the Councils concerns in further Cuts in the Policing Budget stating a top priority of himself and the Chief Constable was to maintain Police numbers and to protect the roles of other staff.

*Ombudsman Annual Report 2014-15. which noted a continued rise in the number of complaints about public service providers.

*E Mail dated 7th July from BCBC advising of the setting up of a Citizens’ Panels, to provide views to help improve council services. Councillor Phillips advised that she had enrolled

Letter dated 25th June from BCBC – advising Town & Community Councils benefit of their local communities – of the setting up of the Awen Cultural Trust, “to take over the management and development of a significant portfolio of arts and cultural facilities and services owned ( and currently operated ) by BCBC including – Community Arts activities, Blaengarw Workmens Hall, Bryngarw House & County Park, Coity,Awel Y Mor & Bettws Life Centre, Grand Pavilion Porthcawl, Library Services, Maesteg Town Hall, Wood-B and B –Leaf.

Matters for Report

Heol Y Mynydd Community Gardens

It was reported that four additional raised beds and associated paths had been completed and inspected by the Chair & Vice Chair and the Garden Committee and were found to have been completed to a very high standard and on time. The Chair & Vice Chair agreed that the fee of £3650 be paid, as conditionally, agreed at the June Council Meeting. It was confirmed that V2C had agreed to meet most of the cost of this project and the Clerk has submitted an invoice for £2200.

Car Parking Extension at the Memorial Hall.

It was reported that funding of £20,000 from the BCBC Capital Programme, for Community Council Projects had been granted and at meeting was convened on the 30th June attended by the Chair, the Vice Chair and the Clerk, Em Griffiths (Chair of the Bryncethin Memorial Hall), with the designated project designer & manager- Geoff Whittaker. The budget was confirmed and the scheduled programme noted, the planning application discussed and progressed. This will be prepared by the Project Manager (in discussion with Highways) and submitted by the Community Council.

A meeting with BCBC Officer Kwako Opoku Councilor Gary Thomas and the Clerk had also taken to discuss ways funding could be found for completing in complete footpath on a stretch of footpath, mainly outside the former Dunraven Hotel on Bridgend Road,Bryncethin.

7. Events Armed Forces Tribute at the Life Long Learning Centre, Friday 26th June

The Chair & Vice Chair raised the Union Jack, honouring our armed forces, surrounded by two squadrons of the ATC, arranged for us once again, by their commanding officer Gerry Lewis. Russ White accompanied the ceremony, on his bagpipes, playing the national anthem. Afterwards the cadets enjoyed light refreshments, provided by the Council. Heol Y Mynydd Comunity Garden Open Day, Sunday 19th July from 10.00 – 15.00 The MP & AM have been invited, the Mayor of BCBC, Newcastle Higher and Llangynwyd Lower CCs and V2C.The Garden Extension will be official opened by the Chair at 12.30.

8. Report from External Bodies

i)Coity Walia

No meeting of the Coity Walia had taken place but the Clerk has spoken to Mr Doug John, Clerk Coity Wallia and he will suggest some Saturday dates for a tour of the Common. Congratulations will be given to Mr John on his award of the BEM

ii) Sarn Centre Assocation

The Chair reported that its AGM had been held on the 17th June, reporting a satisfactory out turn for the year and the formal adoption of articles and the appointed of trustees to register with the Charity Commission as a Community Interest Organisation(CIO)

iii) Friends of Tynycoed Surgery

Councillor Watkins was very pleased to announce the proceeds of its recent table top sale of £391.55.

She announced a further “pampering evening” on Wednesday the 7th September, 7.00 – 9.30, at the Life Long Learning Centre.

iv) V2C

Councillor Harris reported difficulties in recruiting officers officers for the Tenants Forum

v) Sarn & Bryncoch PACT Meeting 6th July.

Attendance was sixteen, including Councillors Dobbs, David & Janice Lewis and the Clerk. The new PCSO –Dean Hamilton – was present and appears to be quickly engaging with the Community and its issues.

Crime Statistics

Slight rise over previous months but there appears to be a higher detection rate.

Bryncoch, Crimes 8 – Three Violence against the person, Three Burglaries, One Damage to Property, One Theft and Handling..

Anti-Social Behaviour 3 – Off Roads Bikes, Youths with Laser Pens, Youth Annoyance.

Sarn – Crime 3 Two Violence against the Person,One Theft & Handling..

Anti Social Behaviour 1 Youth on skateboard and kicking balls at windows

Highways & Traffic

Considerable amount of concern about speeding and “racing” down Heol Cwrdy, from Filco, often making sharp right hand turns into Close Tyn Y Coed. General concern through to Ynysawdre, where police speed checks have registered speeds in excess of 20 mph, in the restricted areas by thirty- four vehicles.

A collision between two cars was recently witnessed by a resident outside the Sure Start premises on Heol Canola, leaving one driver injured, with the other motorist who caused the collision leaving the scene of the accident. The car registration number reported to the Police who allegedly failed to attend. Commercial vehicles parked on Heol Pentyla causing obstruction, were reported. Similar at the top of Eustace Drive.

A resident of Morse Row expressed great concerns about parent parking at Bryncethin School – echoed by several others – and once again requesting yellow lines. Councillor Janice Lewis advised that enforcement action had been taken against a number of vehicles, considered to be obstructing the highway. The Resident was also dissatisfied with the Child drop off point in the School which is evidently unused and considered unfit for purpose

The Clerk reported that the scheme for increasing parking at the Memorial Hall was now underway and will hopefully take some pressure off on the road parking along Heol Canola and adjacent roads.

A car owned by someone with no road tax, licence and no insurance was seized from Jubilee Crescent and scrapped.

An aggressive dog is allowed to roam around Queen’s Ave and Jubilee Cres, BCBC has been informed and addressing the same – catching it is apparently no easy task !.

Environment

It was reported that V2C had taken action to improve the fencing on the stream at Clos Tyn Y Coed, to ensure young people do not have easy access. It was reported that a number of dead trees adjacent to the River and the Railway Line, at Lower Llansantffraid were going to be removed by Network Rail, leaving a number of others still to be dealt with, probably a responsibility of BCBC.

It was reported (and subsequently checked by the Clerk) that half of the grass on Heol Canola is not being cut by the BCBC Contractors. The Clerk has reported the omission to the BCBC Park Management which was aware of and was addressing the problem.

Cuppa With a Copper, Mondays,20th July, 17th August,14th September, from 2 pm to 3 pm.

NEXT SARN & BRYNCOCH PACT 7.00 Monday 3rd August.

Bryncethin PACT Meeting

Councillor Watkins reported “steady as she goes!”

A Councillor queried the need for a report on Sarn & Bryncethin PACT meetings as report is provided by the PACT, itself and it would release the Clerk from the task of preparing a report. The Clerk thanked the Councillor for his thoughtfulness which was appreciated, although the report is used to some extent to prepare a report for the Gazette.

9. Members’ Report/Any Other Business

Councillor Wilcox reported large commercial vehicles being parking on the pavement in Heol Pentyla. The Clerk will refer to the PCSO’s at the next Sarn PACT Meeting

Councillor Harris reported that rubbish was being dumped at the rear of some houses in William’s Crescent. It was confirmed the land was owned by V2C.

Councillor Watkins reported that her commemorative concert held on the 26th June at at the Memorial Hall had received excellent feed back on the 26th June. She thanked members for their support. The Chair and other Councillors congratulated Councillor Watkins on an excellent evening she advised that she plans to organize another such evening next year.

10 Planning & Development

Before this agenda item was addressed Councilors David & Janice Lewis left the meeting.

No comments were made or objections raised in respect of the following:

*Units (94 & 95Designer Outlet Village

Change of Use from A1 to A3,with external seating area for dining.

*17 Ffordd Priordy Sarn

Single storey extension and ramped level access to front entrance with associated drainage and external works.

* Bron Y Dri Pant Hirwaun Bryncethin

Extension to garage( allegedly affecting footpath 39)

*Field Off Cefn Carfan Road Bryncethin

Change use of area of land to an all weather area, including levelling ground. Drai

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