COMMUNITY LIAISON COMMITTEE

 

 

MINUTES of a meeting held on 20th November, 2007.

 

Present: Councillor E.T. Willliams (Chairman); Councillor Mrs. J.E. Charles (Vice-Chairman); Councillors J. Clifford, R.F. Curtis, A.M. Ernest, G. John, Mrs. A.J. Preston and K.R. Stockdale.

 

Representing Town and Community Councils: Councillors Mrs. C.M. Evans (Peterston-Super-Ely Community Council); Mrs. S. Evans (Llancarfan Community Council); A. Foyle (Welsh St. Donats Community Council);

E. Hacker (Llantwit Major Town Council); Mrs. E. Jervis (Wenvoe Community Council); I. Moody (Wenvoe Community Council); Mrs. S. Palmer (St. Nicholas and Bonvilston Community Council); R. Preston (St. Brides Major Community Council); Mrs. A. Pryer (Llanmaes Community Council);

R. Skinner (Penllyn Community Council); T. Stenstrom (Barry Town Council); P.J. Thomas (Wick Community Council and R. Thomas (Colwinston Community Council; A. Wilson (Llanfair Community Council) and S. Wilson (Ewenny Community Council).

 

Also present: Ms. B. Noon - Operational Manager Policy and Communications (Vale of Glamorgan Council); Mr. R. Ingram (Principal Officer Department of Finance, ICT and Property) and Inspector M. Taylor (South Wales Police).

 

 

550     APOLOGIES FOR ABSENCE -

 

These were received from Councillors Ms. M.E. Alexander, R.J. Bertin, Mrs. V.M. Hartrey and Mrs. M.R. Wilkinson; Councillors S. Haynes (St. Athan Community Council); J.R. Harris (Cowbridge with Llanblethian Town Council); G. Jenkins (Welsh St. Donats Community Council); C. Curran (Penarth Town Council) Councillor Price (Llancarfan Community Council) and Fire Officer N. Brown.

 

 

551     MINUTES -

 

AGREED - T H A T the minutes of the meeting held on 25th September, 2007 be accepted as a correct record, subject to Fire Officer, Mr. N. Brown’s apologies being recorded.

 

 

552     DECLARATIONS OF INTEREST -

 

No declarations were received.

 

 

553     POLICE MATTERS -

 

Inspector Mark Taylor advised the Committee of the following:

 

·             Theft from motor vehicles - there had been 66 in August, 96 in September and 46 in October;

·             Criminal damage to vehicles – 206 in August, 165 in September and 170 in October ;

·             Theft from vehicles - 30 in August, 26 in September and 20 in October;

·             The detection rate for the division was 31% in August, 32% in September and 38% in October.

 

Inspector Taylor advised that the end of October / beginning of November was a busy time for the Force in respect of the festivities that took place, although from the Police perspective there had been limited problems this year.  On Bonfire Night at the main display in Barry Island, a few minor incidents took place and in Penarth the night itself had gone extremely well but two youths been arrested for “streaking” thereby creating a disturbance at the display and fixed penalties of £80 each were afforded. 

 

Members raised concern at the length of time festivities had taken, in particular for example, the 5th November festivities had commenced on 2nd November and lasted approximately four days.  The Police were aware of this issue and that more resources would be required for the following year due to the fact that

Halloween and Bonfire events would fall near the weekend.

 

The Christmas period would also be a particular busy time for the Force and each sector was preparing for the festive season.  They had been advised that the Penarth Festival and Christmas Market would probably receive over 1,000 visitors for the events and a number of Police Officers had been placed on rota in order to deal with the anticipated footfall.  In Inspector Taylor’s  reference to the festive season he advised on the potential amount of shoplifting that could take place and that Police would be present at the Culverhouse Cross sites to not only assist with the traffic flow but to assist the stores and shoplifters.  A similar operation would be taking place in Penarth.

 

Anti-social behaviour – the Force was considering a number of options, one of which was to engage local youths to consider the issues and help assist with ways to deal with the matter in order to move forward within localities. 

 

AGREED  –  T H A T Inspector Taylor be thanked for providing an update to the Committee on the work of the force within the Vale of Glamorgan and for his attendance at the meeting. 

 

 

554     SOUTH WALES FIRE AND RESCUE SERVICE MATTERS -

 

Due to the unavoidable absence of the Fire Officer, Neil Brown, the item was withdrawn from the agenda.

 

555     DEVELOPMENT OF A CHARTER BETWEEN THE VALE OF GLAMORGAN COUNCIL AND TOWN AND COMMUNITY COUNCILS (CX) -

 

The report outlined the developments to date in respect of a Charter between the Vale of Glamorgan Council and Town and Community Councils within the Vale.  The Community Liaison Committee had initially discussed the concept of a Charter on 19th July, 2006  further discussion took place on 14th March, 2007 and the Committee agreed to recommend that a working group of officers from Town and Community Councils and the Vale of Glamorgan Council be established to develop a draft Charter.  The Welsh Assembly government had developed draft guidelines for good practice on such Charters and these guidance papers had been circulated to Unitary  and Town and Community Councils for consultation.  A research study had also been undertaken by the University of Wales, Aberystwyth “The Role, Functions and Future Potential of Community and Town Councils in Wales” published in 2003 which advocated charter agreements between Unitary Authorities and Community and Town Councils.  The working group met on two occasions (June and September 2007) and developed a draft Charter for consideration by the Committee.  The Draft Charter was attached at Appendix 1 to the report.

 

The report further detailed that it was important to note that the draft Charter was a set of principles and in order for the principles to become reality an action plan would need to be developed with the councils that agreed to sign up to it.  The draft Charter, if agreed by the Community Liaison Committee, would be subject to approval by the Vale of Glamorgan Council Cabinet before being put forward to be considered and adopted by individual Town and Community Councils.  The Charter would also be subject to a review following local elections in 2008 and any action plan developed would need to be considered by the Community Liaison Committee before being recommended to the Vale of Glamorgan Council Cabinet and Community and Town Councils.

 

The Committee’s views on the document were sought.  Ms. Noon, Operational Manager for Policy and Communications within the Chief Executive’s Department, introduced the Charter and advised the Committee of a letter that had been received on 15th November 2007 from the Local Government Policy unit within the Welsh Assembly Government in which they stated that they were pleased to hear about the progress that had been made in the Vale of Glamorgan towards agreeing a Charter between the Unitary Authority and the Vale’s Community and Town Councils. Shyam Vining from the Local Government Policy Division advised “to press on with developing your Charter although the final consultation comments and observations had yet to be made.”  Ms. Noon advised Committee that at a recent meeting with Shyam Vining the Vale had been described as an exemplar in this area. 

 

The Clerk referred to an email that had been received from Cowbridge and Llanblethian Town Council in which it was stated that they had no issues or questions in relation to the draft Charter and had noted that it would be reviewed in 2008. 

 

The following question and answer session then ensued:

 

 

Question

Answer

 

Page 2  Local Governance  -      Councillor / officers will attend Town and Community Council meetings as appropriate.

 

Having considered the statement it was agreed that it be amended to read “councillors / officers will strive to attend Town and Community Council meetings as appropriate.”

 

Page 3  Joint working and Engagement -   Third statement – the  issue of devolving services would require considerable discussion, in particular, in respect of how the finances would be distributed.

 

 

 

 

 

 

Members considered that there would be, in their opinion, a great deal of conflict in respect of this matter.

 

 

 

 

 

It was considered whether the word equal should be inserted in the column rather than the word better.

 

 

 

Procedures would need to be drafted and agreed in order to ensure that there were guidelines for the process plus monitoring arrangements would need to be established.  Town and Community Councils would also be required to provide a business case in respect of any services they would request be devolved which would be considered in depth by the Council.

 

 

Best value and what would be best for the people of the locality and the Vale as a whole would be the determining factors when the business case and its options would be put forward.

 

 

The Vale of Glamorgan Council would need to be reassured that the service that was being devolved would be more appropriately placed and provide an enhanced value to the community.

 

Would there be more rules and regulations for Town and Community Councils if they sign up to the Charter?

 

No, there would not be any further rules or regulations for the Town and Community Councils as a result of the Charter.

 

Page 5 -  Capacity - would the Vale Council offer or assist with training needs for Town and Community Councils?

 

The Council would assist with training opportunities, in particular, training on the Code of Conduct for Town and Community Councils.

 

As a result of the Charter, would there be an increased financial commitment for Town and Community Councils?

 

There may be some increase in financial commitment.  To date no predictions had been made and it would depend on what was identified in the action plan.  E-mail / internet had long term advantages and the Council’s IT Department had offered to provide some assistance in relation to computer services.

 

Page 7 -  Community Strategy  - “ will invite a representative of the Community and Town Councils to sit on the Community Strategy Partnership”  this would entail a considerable amount of commitment on behalf of a member of a Community Council.

 

 There would be a commitment requirement and it would be an opportunity for the “voice from the grass roots” to advise and inform the Partnership of issues of concern.

 

Code of Conduct issues - members raised concerns in respect of a number of issues of Code of Conduct matters and declarations of interest.  In particular, the representative from St. Brides Major advised the Committee of the issues that his Council had faced.

 

Code of Conduct information leaflets were available and the Clerk agreed to forward further copies to all members of the Committee for information.  The members were also advised that training on the Code of Conduct had been undertaken by the Monitoring Officer of the Council and any new clerk appointed was provided with a training pack.

 

Could the Vale Council provide an information pack for prospective Councillors encouraging people to stand for election and the reasons why?

 

The Welsh Local Government Association was currently working on a document for Unitary Authorities and it was understood that the organisation One Voice Wales was considering a similar document for Town and Community Council perspective candidates.  Beverly  Noon agreed to look into the matter and report back to Members of the Committee.

 

During discussion of the Charter, a number of members commented on the fact that their respective Councils did not have any adverse comments on the document or the principles identified. It was seen as a good example of putting the citizen first and working together to deliver services although it was important to note that some of the principles were already being implemented whilst others were aspirational which the Unitary Authority, Town and Community Councils would need to try to achieve over a number of years. 

 

Following the discussion the Committee

 

AGREED -

 

(1)       T H A T the draft Charter be recommended to the Vale of Glamorgan Council Cabinet for adoption subject to the amendment

 

                         -  Page 2 -  “Councillors / officers will strive to attend town and community council meetings as appropriate.”

 

(2)       T H A T following consideration of the Charter by the Vale, all Community and Town Councils be requested to consider adopting the Charter.

 

(3)       T H A T a working group made up of officers of Councils which are signatories to the Charter be established to develop an action plan for further consideration by the Community Liaison Committee.

 

(4)       T H A T the Charter be revised to reflect any changes should the WAG Guidance for Development of Charters be altered considerably following consultation.

 

(5)       T H A T the above recommendations be referred to Cabinet.

 

Reasons for decisions

 

(1)       That the Charter can be amended and progressed.

 

(2 & 5)  That the Charter can be progressed.

 

(3)       In order to identify actions to implement the principles.

 

(4)       To reflect any changes to the WAG Guidance following consultation.