Laleston Community Council

Minutes of the Ordinary Meeting of Laleston Community Council held remotely in accordance with the provisions of the Local Authorities (Coronavirus)(Meetings)(Wales) Regulations 2020 on 17 February 2022 commencing at 7.00pm.

Present: Cllr’s N Adams, T Berrow, JP Blundell, B Davies, C Davies, P Davies, C Green, T Green, G Richard-Hemmings, C Smith, I Spiller and D Wooldridge.

In attendance: Gail Jewell

1. 19.992 Council undertook a period of silent reflection.

2. 19.993 Apologies for absence. None

3. 19.994Representation from members of the public.

The Chair introduced Mr G Thomas who is currently providing Council with HR assistance and mentoring for the Clerk. Unfortunately, Members were unable to hear Mr Thomas when invited to speak although he continued to observe the meeting to provide feedback at a future date.

4. 19.995 Declarations of Interest.

Cllr J P Blundell – Item 14 – Prejudicial Interest as Member of the Planning Committee at Bridgend County Borough Council (BCBC). Cllr J P Blundell left the meeting during the discussion and decision on this item. Item 8 – Personal Interest as a Governor for Cefn Glas Infants school.

Cllr C Smith – Item 8 – Personal Interest as a Governor for Cefn Glas Infants School.

Cllr I Spiller – Item 8 – Personal Interest as one of the grant applications received is a neighbour.

Cllr N Adams – Item 8 – Prejudicial Interest as the Treasurer the Royal Air Force Air Cadets. Cllr N Adams left the meeting during the discussion and decision on this item.

5. 19.996 Approval of Minutes.

Resolved: That the minutes of the meeting of Council on 27 January 2022 be approved as a true and accurate record. Proposed by Cllr I Spiller and seconded by Cllr JP Blundell.

Matters arising:

Item 8 19.979 To receive updates regarding existing and additional defibrillators.

In relation to the agreement to purchase additional defibrillators around the ward areas, it was highlighted that there was now a requirement to source a contractor to connect the defibrillators to an electric supply.

Resolved: Council agreed to progress with L J Electrical, a contractor that the Council have used several times previously. Clerk to provide contact details of electrician directly to Life Support Training and Safety.

Item 11 19.982 To receive quotations, if any:

The Clerk provided an update that was received from the Corporate Landlord when investigating information and advice relating to air purifiers being installed in all schools. They explained that Bridgend County Borough Council have not and are not looking to install air purifiers, but they had installed CO2 monitors. It was clarified that the CO2 monitors provide accurate data in respect of air quality, and they have suggested that maybe the CO2 monitors would better inform Council of the decision on purchasing air purifiers.

Resolved: Council agreed to add this item to the agenda for the next meeting of Council for further deliberation and for the Clerk to investigate costings beforehand.

Item 16 19.987 To consider Christmas Lighting for 2022

Cllr I Spiller explained that there had been a slight delay with the arrangements to hold a meeting to discuss the proposed additional site for Christmas lights in 2022 and confirmed that following the meeting, an update will be provided to Council.

Resolved: Council noted the update.

Item 17 19.988 To receive updates regarding the Pound

The Clerk offered an update relating to the issues raised at the last meeting of Council regarding the Pound, whereby the stonemason confirmed that the use of a weaker lime mix and that the top of the stone be left flat was a request made by the Conservation Officer. The Clerk confirmed that quotations were being sought for the weed membrane and fixing of the gate currently in situ.

Resolved: Council noted the update

Item 18 19.989 To receive correspondence, if any

In relation to Council’s request for Mr G Crocombe to provide Council with a map, detailing all footpaths in the ward area along with a condition report, Cllr C Smith confirmed that contact had been made and a way forward had been discussed. Due to the size of the project in question, Cllr C Smith explained that he would not feel comfortable to instruct Mr Crocombe to undertake the works without a payment agreed in principle.

Resolved: Council agreed in principle that Mr Crocombe should invoice the Council for work undertaken, but also confirmed that bound copies of the report would not be required, only a version that could be circulated by email.

6. 19.997 Finance update:

The Chair provided an update relating to changes made to the current banking arrangements by HSBC, whereby HSBC were now treating the Council as a charity and therefore charging for transactions and money/cheques cashed into the bank.

Resolved:

· Members noted the Bank Reconciliation as of 30 January 2022.

· Council approved payments which were presented with the agenda which included vouchers numbers 270 – 294. Proposed by Cllr I Spiller and seconded by Cllr JP Blundell.

· Council approved receipts which were presented with the agenda which included voucher numbers 102 – 108. Proposed by Cllr I Spiller and seconded by Cllr C Green.

· Council approved a list of salary payments which were presented with the agenda which can be viewed here. Proposed by Cllr T Berrow and Cllr T Green.

· In relation to the changes made to the current banking arrangements, Members agreed that a letter be sent to HSBC to understand the rationale behind the alterations. In addition, Council agreed that alternative banking arrangements be sought for comparison.

7. 19.998 To note a list of actions since the last meeting.

Letter of thanks sent to Roy Ivy for the donation of his work undertaken regarding HMS Laleston.	Resolved: Duly noted by Council.
Letter of thanks sent to Wes Davies for his donation of his painting of Hut 9 at Island Farm.	Resolved: Duly noted by Council.
New allotment agreement has been posted out to all allotment holders. There have been a few queries, but nothing huge.	Resolved: Duly noted by Council.
Letters have been sent to all proposed defibrillator sites to thank them for their co-operation and for allowing Council to install the defibrillators on their premises.	Resolved: Duly noted by Council.
Arrangements have been made for Fattorini to collect the Chain of Office for engraving.	Resolved: Duly noted by Council.
Donations have been made to the organisations proposed and agreed at the December Council meeting.	Resolved: Duly noted by Council.
Utilised Docusign for signature of all minutes of meetings taken place remotely.	Resolved: Duly noted by Council.

8. 19.999 To receive requests for grants or donations

1	Royal Air Force – Air Cadets. Seeking financial help to allow their cadets to achieve a Duke of Edinburgh award. Total cost of expedition kits for all cadets – £5000.	Resolved: Following debate, Council agreed to provide a donation of £1,750 to the Royal Air Force – Air Cadets, as Members felt that the total was proportionate to the number of cadets that reside within our community. Proposed by Cllr JP Blundell and seconded by Cllr I Spiller. 7 votes carried the motion.
2	Cefn Glas Infants School PTA are raising money to fund the purchase of an AED for the school and the community. A Teacher will be running every day in February to raise the funds. Would Council like to support in any way?	Resolved: Following debate, Council agreed to provide £500 to the fundraising efforts, although it was highlighted that the PTA would be solely responsible for the maintenance and repair of the device. Proposed by Cllr T Berrow and seconded by Cllr N Adams. 7 votes carried the motion.
3	Further information received on the expedition to Ecuador. Circulated prior to meeting. £3,700 in total. Do Members wish to support?	Resolved: Following discussion, Council proposed that a grant of £500 be given. Proposed by Cllr N Adams and seconded by Cllr T Berrow. 7 votes carried the motion.
Resolved: Following discussion of this item, Council agreed that it was evident that the Council’s donation/grant policy required review, to ensure a robust rationale could be provided for each decision made.

9 19.1000 To discuss compliance with standing orders

A Member raised concerns relating to Council’s current adherence with their Standing Orders. It was explained that the Standing Orders were essential to regulate the proceedings of a meeting and to ensure Council is following procedures set out in law.

Resolved: Following debate, Council agreed to note the Councillor’s interjection relating to compliance to the Standing Orders and consented to improve current ways of working to ensure the Council is being fair and equitable.

10 19.1001 To receive quotations

	Quotations Received	· Comment
1	Although it has already been agreed previously to seek new covering for the cushions in Blandy Hall, we have now received a quotation. It is for flame retardant covering of all seats for a cost of £305.	Resolved: Council agreed to proceed with this order. Proposed by Cllr I Spiller and seconded by Cllr P Davies.
2	Again, the no parking hatched grid at Blandy Hall works have previously been agreed, but now we have received a quotation from the same supplier as the H Bars on Keats Close – £450 + vat	Resolved: Council agreed to proceed with the
3	Hurley and Davies have emailed to say that the 12 month defects period has now ended and has asked if Council would like them to review the works prior to the final sign off. It wasn’t included in the original fee and will be £325+vat. In addition, we still require building regulations to cover the windows and replacement kitchen door which will incur a fee of £180+vat. Are Members happy to approve both costings? Also, H&D has asked for permission to use the centre as a case study on their website and for a testimonial to go with it?	Resolved: Council agreed that the costs related to completion of the building works and should be paid. Furthermore, Council agreed to allow Hurley & Davies to use the community centre as a case study on their website.

11 19.1002 Report from the Clerk

Allotments update

The Clerk explained that the chosen contractor had been informed on their successful bid to carry out repair work on the allotment shed although a start date had not been yet provided.

Bryntirion Community Centre update

The Clerk outlined that the lease for the building had now been signed and that Council were now awaiting the sealed lease to be returned from Bridgend County Borough Council. Due to previous questions being raised regarding the appropriateness of hire charges for the community centre, the Clerk collated and distributed prior to the meeting, costings of other local halls for comparison. It was concluded that the hire charges were comparable. The Clerk further explained that expenditure and income had been analysed for the Centre and confirmed that the building was breaking even.

Promotion of the Democratic Process

The Clerk highlighted a document that was circulated prior to the meeting which promoted the democratic process and asked if there were any objections to distributing the document on our noticeboards and website.

Resolved:

i) Council noted the update on the allotments.

ii) Due to the relatively short amount of time the Centre had been open and the recent Covid restrictions, Council agreed that they were presently unable to make a decision relating to hall hire charges.

iii) Council agreed for the document promoting the democratic process be populated on the noticeboards and website.

12 19.1003 To receive Correspondence

	Correspondence Received	· Comment
1.1	Emails had been received by local residents in Heol Trelales regarding the removal of the double yellow lines querying if Laleston Community Council would also be funding the installation of H Bars across effected driveways.	The Clerk confirmed that the recent order included the removal of the yellow lines and the installation of H Bars, and that the plan of works had been circulated to the residents in question.Resolved: Council noted the update.

13. 19.1004 To receive Personnel Issues, if any

The Chair of the HR Committee raised the fact that the Facilities Officer had currently undertaken a working hour assessment with One Voice Wales and suggested that the HR Committee and the Clerk meet to discuss the findings of the report prior to presentation to Council.

Resolved: Council agreed for the HR Committee and Clerk meet to discuss the findings of the Facilities Officer Working Hour Assessment report prior to presentation to Council.

14. 19.1005 To consider Planning Applications

Planning Application	Comment
Planning Application No.: P/22/11/FUL Applicant: Mr S Henderson Location: 3 Bryn Henfaes Broadlands Bridgend CF31 5EW Proposal: First floor side extension Date: 24 January 2022	No objection
Planning Application No.: P/22/15/FULApplicant: Miss K Harris Location: 1 Clos Henblas Broadlands CF31 5EU Proposal: Remove conservatory & existing extension; construct new two storey extension to rear elevation to provide kitchen/dining/living area/bedrooms; install new windows to bathroom/ensuite Date: 26 January 2022	No objection
Planning Application No.: P/21/1074/FULApplicant: Mr M Lazarus Location: 28 Wind Street Laleston Bridgend CF32 0HU Proposal: Raise roof and create gables to front and dormer to rear; pitched roof to garage and convert to garden room with office in roof space; new detached garage to front Date: 27 January 2022	No objection
Planning Application No.: P/20/510/FULApplicant: Mr Mel Mathias Location: Parcau Isaf Farm Laleston CF32 0NB Proposal: Retention of a horse walker Date: 31 January 2022	No objection
Planning Application No.: P/22/60/FULApplicant: Ms S Lewis Location: 4 Bryn Glas Bryntirion CF31 4ES Proposal: Concrete ramp and upstand support walls to front entrance of property, adjoining the existing ramp / pathway in place; additional works include a new patio area located to the front garden Date: 4 February 2022	No objection
Planning Application No.: P/22/55/FULApplicant: Mrs T Attersoll Location: 27 Merlin Crescent Cefn Glas CF31 4QW Proposal: Single storey extension to rear elevation to extend bedroom Date: 7 February 2022	No objection
Planning Application No.: P/22/66/FULApplicant: Mr Riley Location: 1 Llys Coed Broadlands Bridgend CF31 5DS Proposal: Conservatory to rear Date: 9 February 2022	No objection

There being no further business, the meeting ended at 8.23 pm.

The next meeting will be held remotely on Thursday 17 March 2022 and will commence at 7.00pm