KILLAY COMMUNITY COUNCIL (CYNGOR CYMUNED CILÂ) MONTHLY MINUTES July Siloam Chapel Hall Wednesday 27th July 2016 7.15 pm Present: Councillor Nigel Fletcher (Chair) Councillor Jan Evans Councillor Phil Ellis Councillor Peta Walsh Councillor Martin Jones Councillor Bill John Councillor Jim Robinson (Vice Chair) Councillor Sue John Councillor Martin Quaile Clerk to the Council Mrs Sue Bagley 1. Apologies for absence (received from) Councillor Sara Coupland Councillor Joanne Fitton Councillor Sue Ford City Councillor Mary Jones Councillor Mary Idris Councillor Tyrone Lewis City Councillor Jeff Jones 2. Declaration of Interests Action Plan In accordance with the provision of the Code of Conduct, Council members must declare an interest at the commencement of such matter being discussed, or when the interest becomes apparent. Members disclosing an interest must enter the All Councillors Agenda number of the item, together with their interest, onto the relevant form supplied by the Clerk during each meeting. 3. Acceptance of minutes Minutes from the previous meeting held on 29th June 2016 (circulated previously) were read and signed as being a true record: There were no amendments. 4. Matters arising from previous meeting 29th June 2016 Page 1 The Clerk reported that the spare Commemorative Coins had been returned from Hendrefoilan School. The coins were presented to Councillors with children. 1 26th July 2016
Due to the recent report in the South Wales Evening Post the lease of the Scout and Guide Headquarters is now being dealt with by Swansea City Council and City Councillor Jeff Jones Page 6 Cllr Fletcher reported that attempts to clean the panels on the Precinct notice Board had failed to make any improvement. The Clerk agreed to obtain a quotation for the replacement of the panels. The Clerk reported that written correspondence had been sent to Mr M Holmes thanking him for his assistance in erecting the plaques on the wall at the Precinct. Cllr Robinson reported that modification to the precinct garden railings was ongoing. Page 7 item 10a Cllr Fletcher gave a brief report following the Children's Fun Day held at the Library on 26th July. Attendance was down compared to previous years with approximately 53 children. It was agreed that promotional flyers would be sent to the three schools in future. The event was run with only 5 Councillors and the clerk. The Council should ensure that sufficient personnel are available for future events. Children who attended enjoyed the day with the Police/Fire Services in attendance plus a Bouncy Castle and the Balloon Man. Cllr J Robinson 5. Correspondence Correspondence has been received from the following: Clerks Direct given to Cllr S John Eileen Neilsen; PCC Secretary of St Hilary's Church thanking KCC for their donation of 100.00 towards funding the visit of the Bavarian Youth. Hendrefoilan School thanking KCC for the presentation of Commemorate Coins to the children. 6. Reports Cllr N Fletcher (Chair) Cllr Fletcher stated that all items are to be discussed on the agenda. City Councillors: Mary Jones In the absence of Cllr Mary Jones, a report was read out by the Clerk as follows: 2 26th July 2016
Weeds have recently been treated in Killay and the resurfacing of Gower Road is expected to be carried out during September/October 2016. Cllr Jeff Jones has met with the CCS drainage engineer to discuss flooding during the recent heavy rain. Cllr Jones reported that camera investigations are taking place. Cllr Jeff Jones thanked KCC for the letter of objection sent to the Planning Officer at CCS concerning the proposed planning application at Stephenson Road. Cllr J Jones is pursing the issue of the Scout Hall and Library and is going to meet the Cabinet member shortly. Clerk to the Council Mrs Sue Bagley The Clerk stated all items are to be discussed on the agenda. Social Media & Marketing Cllr Phil Ellis Cllr Ellis confirmed that all minutes are up to date. A disclaimer has been added to the Facebook page stating that KCC take no responsibility for comments made by third parties. Cllr B John reported that the Police and Fire Service attended the Children's Fun Day and with parental permission, took photographs of the children. Swansea in Bloom Committee Cllr. Jan Evans Cllr Jan Evans reported that the Swansea in Bloom committee had withdrawn the Community category only a few days before judging was expected, as only KCC had entered. KCC cannot be awarded a plaque. This was discussed in detail with Councillors feeling very disappointed given the amount of work completed by the sub committee members. The Clerk will contact Swansea in Bloom requesting some official recognition that KCC entered. The Wild Flowers planted in front of St Hilary's have produced very few plants the Clerk has reported this to the Parks Department and was informed that the ground is not suitable. The Clerk suggested to Councillor's a 'Team Building Day' for next year during which KCC can produce their own Wild Flower Patch. January Agenda Footpaths Cllr. Sue John Cllr John reported that all paths were in a good condition 3 26th July 2016
7. Planning Report Cllr Martin Quaile City & County of Swansea Planning Decisions 2016/0600 12 St Hilary's Drive Grant Permission Conditional 2016/0526 Hendrefoilan Student Village Discharge of Conditions of Planning Permission 2014/0546 no objection 2016/0946 20 Twyni Teg Grant Permission Conditional. 2016/0820 72 Coleridge Crescent two storey rear extension Grant Permission Conditional. 2016/0014 387a Gower Road Grant Permission Conditional. City & County of Swansea Planning applications: 2016/1290 59 Ridgeway 2 story rear extension and detached garage no objection. 2016/1221 360 Gower Road Killay Rear and side extensions and alterations no objection. 2016/1274 505 Gower Road Killay Lopping of trees no objection. 2016/1359 Cardtronics UK Ltd Co operative Food Non material amendment to Planning Permission 2015/2354 granted 3rd February to alter location of the ATM no objection. Since May 2016 the Planning sub committee have been given authority to discuss plans and make recommendations to be ratified by Council. The Council were satisfied with this approach. Any large scale or potentially contentious plans will continue to be discussed by full Council. 8. Financial Report & Verification of Accounts Number 1 Account Treasurer 3,010.44 Number 2 Account Bus Account 15,691.34 Number 3 Account Election Account 3,007.87 The Clerk circulated a summary of cheques written since the last meeting all Councillors approved. 4 26th July 2016
The following 3 payments were approved by Councillors at a previous meeting. Swansea City Council 1799.51 for plants. In House Entertainments for 270.00 Bouncy Castle. Occasional Twist (Matt Steele balloon man) 150.00. Retrospective approval for the following was proposed by Cllr B John and seconded by Cllr J Evans : Zurich Insurance Employers Liability 24.82 Clerks Expenses for July 25.50 telephone and 7.56 for postage stamps. Cllr S John 51.72 for refreshments for the Children's Fun Day. Cllr Fletcher reported that a Financial Regulations (Wales) final document has been received from One Voice Wales. This has been scrutinised by the Finance Committee who are happy to accept its contents and recommend acceptance by KCC. Cllr's S John and J Robinson (Finance Committee) voted to accept these regulations. This was agreed by all Councillors. A budget comparison was made by Councillors to evaluate quarterly accounts dated and signed by Cllr Sue John. 9. Requests for Donations. No requests received. 10. Public Liability /Risk Assessments Cllr Fletcher confirmed that a Risk Assessment was carried out for the recent Fun Day and in future will be carried out for all events if and when necessary. 11. Town / Community Councils Forum Meeting Notes taken by Cllr Fletcher & Cllr Lewis circulated previously. Main points were; (a) Code of Conduct amended 2016; (b) Implications of Wales Planning Act 2015 and (c) Paperless Planning a pilot scheme is to be introduced in October 2016. 12. PACT meeting 4th July 2016 Minutes taken by Cllr Fletcher circulated previously. The next meeting will take place on 19th September at Upper Killay Recreational Hall. 13. One Voice Wales meeting 18th July 2016. Notes taken by Cllr Fletcher circulated previously. Main points included; (a) 5 26th July 2016
Presentation on Morriston Accident & Emergency department; (b) One Voice Wales (OVW) Company limited by Guarantee. Actions for KCC; (i) Check OVW Swansea based training courses. (ii) KCC to advertise their adoption of Code of Conduct and inform Ombudsman. (iii) KCC to check any liability to make pension contributions to employed staff. 14. Future Events 14a Table Top Sales Saturday 27th August 10.00 am This event is currently advertised on the Notice Board for Traders and Charities to participate. KCC Banners to be provided on the day. First Responders have been contacted but no response. Permission has been received from Livingstone's. 14b Band Night Killay Precinct Saturday 27 th August. The live Band has now been booked. Temporary Event Notice has been received. Permission has been received from Livingstone's. Cllr Fletcher & Clerk Cllr Fletcher & Clerk Cllr Fletcher & Clerk 14c Songs of Praise, Killay precinct Sunday 28 th August 6pm Pastor Heini Jones who will conduct the service has spoken to Cllr Sue John regarding arrangements for the Service and has supplied a draft Hymn sheet to be typed by the Clerk. Permission has been received from Livingstone's. The Clerk reported that following an investigation it has been confirmed that a temporary event licence issued by the City & County of Swansea is not required for any outdoor event ending by 11pm. Any future event timings will be reduced by one hour in the evening and a maximum of 500 people to attend will comply with the Licensing Regulations set out by Swansea City Council. 14d Halloween Thursday 27th October Halloween will be held at Killay Library; posters will be printed and distributed to the three schools in the area. Matt Steele (Balloon Man) has been booked. KCC will produce food for the children 14d Tea Party Due to the success of H.M. Queen's 90th Birthday Tea Party it has been Jan/Feb agenda 6 26th July 2016
suggested that a similar event be held next year. This will be discussed in greater detail early in 2017. 15. Christmas Lights Cllr Fletcher reported that unfortunately Simon from Phillips Services did not turn up to the recent meeting. The Finance Committee have looked at last year's figures to see what is needed for next year and prices for Pea Lights will also be requested. A further meeting will be arranged with Phillips Services. 16. Seating arrangements /change of times for KCC meetings. A discussion took place to decide if KCC are to hold future KCC meetings in the room at the rear of Siloam Chapel Hall. Various suggestions were made including removing/re arranging the tables, asking the Chapel Authority if the Dance Group intend to hold their classes next year and/or changing KCC meeting times. Cllr S John will speak to Mr Keith Davies regarding the Dance Groups intentions. Cllr S John 17. Items for Inclusion on next Agenda No items to be added. There being no further business to discuss the meeting closed at 8.30 pm...signed 7 26th July 2016