BARRY TOWN COUNCIL CYNGOR TREF Y BARRI

23 September 2020 PUBLIC BODIES (ADMISSION TO MEETINGS) ACT, SECTION 1(4) AND LOCAL GOVERNMENT ACT 1972, SCHEDULE 12, PARAGRAPH 26(2)(a) PURSUANT TO THE REQUIREMENTS OF THE ABOVE STATUTORY PROVISIONS, NOTICE IS HEREBY GIVEN THAT A MEETING OF BARRY TOWN COUNCIL TO BE HELD AT 6.00 PM ON MONDAY, 28 SEPTEMBER 2020 AT THE PIONEER HALL, BERYL ROAD, BARRY, CF62 8DN FOR THE PURPOSE OF TRANSACTING THE BUSINESS SHOWN IN THE AGENDA SET OUT BELOW. FULL SET OF PAPERS CAN BE ACCESSED ON OUR WEBSITE VIA WWW.BARRYTOWNCOUNCIL.GOV.UK THE MEETING WILL BE HELD ACCORDANCE WITH THE PROVISIONS OF THE LOCAL AUTHORITIES (CORONAVIRUS) (MEETINGS) (WALES) REGULATIONS 2020.

Yours faithfully

Emily Forbes Chief Officer

NB: A Police representative will be in attendance at 5:30pm to give a police report Prayers will be said before the meeting commences

A G E N D A

PROCEDURAL

1. Roll Call 2. To receive apologies for absence

3. To receive declarations of interest under the Council’s Code of

Conduct (Note: Members seeking advice on this item are asked to contact the Monitoring Officer at least 72 hours before the meeting)

Business to be transacted (For Decision) 4. To Elect a Town Mayor for the 2020/21 Municipal Year as directed

in statute, Local Government Act 1972 ss 15(2) and 34(2) (Please note that the Local Authorities (Coronavirus) (Meetings) (Wales) Regulations 2020 provide for the Council to determine not to elect a new Mayor with the serving Mayor and Deputy Mayor continuing in office until May 2021)

5. To Elect a Deputy Town Mayor for the 2020/21 Municipal Year

(Please note that The Local Authorities (Coronavirus) (Meetings) (Wales) Regulations 2020 provide for the Council to determine not to elect a new Mayor with the serving Mayor and Deputy Mayor continuing in office until May 2021)

6. Well-being of Future Generations (Wales) Act 2015 (To note)

Full Council members will note that this Act sets out the requirement for a public body to act in a manner which seeks to ensure that the needs of the present are met without compromising the ability of future generations to meet their own needs.

In order to act in that manner, a public body must take account of the following things:

(a) the importance of balancing short term needs with the need

to safeguard the ability to meet long term needs, especially where things done to meet short term needs may have detrimental long term effect;

(b) the need to take an integrated approach, by considering how—

(i) the body’s well-being objectives may impact upon each of the well-being goals; (ii) the body’s well-being objectives impact upon each other or upon other public bodies’ objectives, in particular where steps taken by the body may contribute to meeting one objective but may be detrimental to meeting another;

(c)the importance of involving other persons with an interest in achieving the well-being goals and of ensuring those persons

reflect the diversity of the population of the part of Wales in

relation to which the body exercises functions;

(d)how acting in collaboration with any other person (or how different parts of the body acting together) could assist the body to meet its well-being objectives, or assist another body to meet its objectives; (e) how deploying resources to prevent problems occurring or getting worse may contribute to meeting the body’s well-being objectives, or another body’s objectives.

7. To approve and sign the minutes of Full Council held on 29 July

2020 as a correct record (Pages 4205 - 4218) 8. To consider questions from Councillors (Standing Order 3(e)

refers) (None received) 9. To consider questions/comments from Members of the Public

(Standing Order 3(f) refers): Due to Coronavirus Regulations, members of the public are unable to attend and therefore are asked to submit any questions or comments electronically prior to the meeting.

10. To consider motions submitted by Councillors (None received)

11. To receive communications from the Town Mayor MINUTES OF STANDING COMMITTEES AND WORKING PARTIES 12. To receive and note the minutes of the Planning Committee’s

meetings held on 28 July and 8 September 2020 and to consider any recommendations contained therein

(Pages 4219 - 4229) 13. To receive and note the minutes of the Sustainable Barry Working

Group held on 7 September 2020 and to consider any recommendations contained therein (Page 4230)

GOVERNANCE APPOINTMENT OF ROLES AND COMMITTEE MEMBERSHIP 14. To elect a Leader of the Council for 2020/21 noting that as there is

no overall majority party the Leader of the Council will be elected by the Council in accordance with Standing Order 33(1)(b)

15. To appoint the following Council Committees for the ensuing

municipal year and approve their Terms of Reference (Details of the 2020/21 Committee Membership and Terms of Reference are attached) (Pages 4231 - 4247)

1. To appoint to the Council’s Standing Committees

a. Finance, Policy & General Purposes b. Halls, Cemeteries & Community Facilities Committee c. Personnel d. Planning

(The total allocation of seats for division on the Standing Committees will be Labour 12, Plaid Cymru 9, Conservatives 7 and Independent 1) 2. To appoint to Working Parties and non-standing committees

a Memorial Hall & Theatre Working Party b. Fairtrade Advisory Committee c. Local Investment Sub-Committee d. Reshaping Services Working Party e. Shop Local Barry Advisory Committee f. Welsh Language Working Party g. Working Party to Consider Consultations h.. Innovation Working Party i. Sustainable Barry Working Party

(The total allocation of seats for division on the Working parties and non-Standing Committees will be Labour 22, Plaid Cymru 17, Conservatives 12 and Independent 2)

16. To elect the Chairpersons and Vice-Chairpersons of the Standing Committees listed above

17. To appoint representatives on outside bodies (Pages 4248 - 4249) 18. Schedule of Town Council Meetings for 2020/21

To confirm the contents of the revised draft schedule following comments previously sought from Councillors. Any comments already received have been taken account in the attached schedule and a number of amendments have been made (Pages 4250 - 4251)

19. To re-adopt the Council’s Standing Orders for 2020

(Pages 4252 - 4283) 20. To re-adopt the Council’s Financial Regulations for 2020

(Pages 4284 - 4303) 21. To review and adopt the Council’s Scheme of Delegation 2020

noting a required decision on Delegated Expenditure to the Chief Officer (Town Clerk) (Pages 4304 - 4313)

22. To confirm the Council’s cheque signatories for 2020/21 (Page 4314)

23. To determine the cheque signatories for the Town Mayor’s Charity Account for 2020/21 (Page 4315)

24. To re-adopt the Town Council’s Civic Protocol (Pages 4316 - 4348) 25. To receive and approve the Town Council’s Risk Register noting

the separate Risk Assessment in relation to Coronavirus Regulations (Pages 4349 - 4392)

26. To receive Internal Audit Reports 2019/20 (Second Interim) and

(Final Report) (Pages 4393 - 4409) POLICIES 27. To review and adopt the Town Council’s Staff Handbook (Separate document at Appendix One) STRATEGY 28. To review a report on the Council’s Covid-19 Future Strategy and

consider its approach (Pages 4410 - 4414) 29. To receive and note the Town Council’s current Corporate Plan

2017/22 and to re-prioritise objectives particularly relating to the impact of Covid-19 / Coronavirus. Officers recommend that the Council focuses on a limited number of outcomes for the remainder of the Municipal Year (to May 2021). (Pages 4415 - 4438)

30. To receive and note the Town Council’s current agreed

Community Engagement Strategy 2017/22 and agree officer’s recommendation that a workshop is held with councillors to update and refresh its action plan in order to realign priorities with the Council’s ability to engage in the current climate (Pages 4439 - 4456)

FINANCE REPORTS 31. To receive and agree the Schedule of Payments (Pages 4457 - 4464) 32. Budget Monitoring Report to 31 August 2020

(Pages 4465 - 4467) 33. To receive and note a Covid-19 Recovery Fund report

(To follow after meeting 23/09/20)

INFORMATION ITEMS 34. Annual Update Report on Cemeteries and Facilities

(Pages 4468 - 4471)

35. To note reports from representatives serving on outside bodies

are available for inspection in the lever arch file kept in the main office

36. Annual Staff and Councillor Training Report (Pages 4472 – 4476) 37. Date of Next Meeting

Subject to the Council’s consideration of Agenda Item 18, to note that the Council’s next meeting is scheduled for 8 December 2020

38. Exclusion of the Press & Public

In accordance with section 1(2) of the Public Bodies (Admission to Meetings) Act 1960, in view of the confidential nature of the business about to be transacted, it is advisable in the public interest that the press and public are excluded from the remainder of the meeting.

39. To receive and note the minutes of the Memorial Hall & Theatre Working Party held on 9 September 2020 and to consider any recommendations contained therein (Pages 4477 - 4479)

40. To receive correspondence from J. D. Wetherspoon

(Pages 4480 - 4481) 41. Public Services Ombudsman Summary Report

(Page 4482) Distribution The Mayor plus all other Town Councillors (21) Barry and District News, South Wales Police, Barry Library (3)

DRAFT MINUTES OF THE MEETING OF THE COUNCIL HELD ON WEDNESDAY, 29 JULY AT 7 PM

PRESENT: The Mayor (Councillor Wilkinson) together with Councillors Aviet, Brooks, Charles, Clarke, Collins, Drake, Hampton, Hawkins, N Hodges, S Hodges, Hooper, Johnson, Lloyd-Selby, Nugent-Finn, Payne, Perkes, Richardson, Rowlands, Wiliam, and Wright.

ALSO PRESENT: Emily Forbes Chief Officer (Town Clerk) Mark Sims - Deputy Chief OfficerRobyn Walsh - Community Engagement OfficerRhian Burns AdministratorJV Tree Services Sharon Harris Barry and District News

740. APOLOGIES FOR ABSENCE

Apologies were received from Councillor Bailey.

741. TO RECEIVE DECLARATIONS OF INTEREST UNDER THECOUNCIL’S CODE OF CONDUCT NOTING THE LOCALAUTHORITIES (MODEL CODE OF CONDUCT) (WALES) ORDER2008 AND THE LOCAL AUTHORITIES (MODEL CODE OFCONDUCT) (WALES) (AMENDMENT) ORDER 2016 ADOPTED BYCOUNCIL ON 16 MAY 2017 (PAGE 16 PART 3)

Councillors Aviet, Bailey, Brooks, Charles, Collins, Drake, Hampton, NHodges, Johnson, Nugent-Finn, Perkes, Rowlands, Wiliam, Wilkinsonand Wright noted that they were Councillors of the Vale of GlamorganCouncil also and advised they had received dispensation to speak andvote on matters appertaining to Reshaping Services.

Councillor Johnson noted he had received dispensation to allow him tospeak and vote on future matters appertaining to the Pioneer Hall andthe Community Hall at Cemetery Approach, by virtue that he is a Valeof Glamorgan Council Trustee for the Alexandra Gardens CommunityAssociation.

A minutes silence was held to remember all those who had passedaway during the Coronavirus pandemic.

742. TO APPROVE AND SIGN THE MINUTES OF THE MEETING OFFULL COUNCIL HELD ON 10 FEBRUARY 2020

Councillor S Hodges noted that she felt minute number 738 (TO reviewcorrespondence with JD Wetherspoon regarding Barry Town Council’scoat of arms and consider the council’s response) was not recorded insufficient detail to reflect the discussion. She noted that whilst sheappreciated the discussion was confidential she felt the followingaddition should be included –

4205

Members agreed to the addition. It was agreed that a confidential note be added to the minutes outlining the discussion held should any future Councillors wish to understand the decision made.

RESOLVED:

1. That the minutes of the meeting of Full Council held on 10February 2020 are approved and signed as a correct record,subject to the addition above.

743. TO RECEIVE COMMUNICATIONS FROM THE MAYOR

The Mayor advised members that she had attended the BarryEmergency Services Station for Bryan Foleys funeral and that hisfamily had passed on their thanks to everyone who had lined the route.

The Mayor noted that she would not be claiming the Mayor’s allowancefor the 2020/21 municipal year as she felt it was unwarranted with sofew events taking place.

She noted that she had been in contact with the British Legion andwould be laying a wreath along with a small gathering to mark the 75th

anniversary of the end of fighting in Burma during the Second WorldWar.

The Mayor advised that as it had not been possible to hold any kind ofevent she would be sending a letter to Father Ben who had recentlymoved to thank him for his service to the town.

She also noted that she looked forward to being able to carry onMayoral activities as soon as it was safe to do so.

RESOLVED that communications from the Mayor be received andnoted.

744. TO CONSIDER QUESTIONS FROM COUNCILLORS (STANDINGORDER 3 (E) REFERS)

None were received.

745. TO CONSIDER QUESTIONS/COMMENTS FROM MEMBERS OFTHE PUBLIC (STANDING ORDER 3 (F) REFERS)

None were received.

746. TO CONSIDER MOTIONS SUBMITTED BY COUNCILLORS

None were received.

4206

The Mayor requested that Agenda Item 22 (Cemetery Trees) be brought forward. Members agreed to this request.

747. EXCLUSION OF THE PRESS AND PUBLIC

RESOLVED: In accordance with section 1(2) of the Public Bodies(Admission to Meetings) Act 1960, in view of the confidentialnature of the business about to be transacted, it is advisable inthe public interest that the press and public are excluded from theremainder of the meeting.

748. CEMETERY TREES

Members received information on the issue of the trees along theboundary with the cemetery and St Andrews Road. They also receiveda report from JV Tree Services outlining the advantages anddisadvantages of the proposed options.

JV Tree Services advised that the proposed option of removing thetrees in stages was not viable on health and safety grounds as thetrees had been planted so closely together that they were now reliantupon one another for support and would be more likely to fail if thisapproach was taken. It was noted that therefore it needed to bedecided whether the trees would be removed completely or reduced inheight.

Members discussed the options and their concerns around publicperception of the removal of the trees. They also discussed theparameters of a consultation.

Councillor Richardson requested clarity on the health and safetyconcerns of both options. JV Tree Services advised that there wouldbe no health and safety issues with removing the trees and replacingthem with smaller native species. It was noted however that reducingthe trees left them open to becoming unbalanced and that they wouldrequire ongoing maintenance as they would continue to grow.

The Chief Officer noted that whilst she understood Members concerns,the professional recommendation was to remove the trees and asChief Officer she would advise members to follow direction from theirreport to remove the trees entirely.

Councillor S Hodges proposed the public and environmental groups beconsulted – giving details of the advantages and disadvantages of bothoptions and including the types of trees that would be planted toreplace the non-native Cypress Leyland trees currently in situ – with adecision to be made by Council following this. Councillor N Hodgesseconded this proposal.

4207

Councillor L Rowlands proposed that the trees be removed, the dilapidated fence line replaced and the area be replanted with native species. Councillor Charles seconded this proposal.

A vote was held on Councillor S Hodges proposal the results of which were –

For – 16 Against – 4 Abstained - 1

RESOLVED:

1. That the public and environmental groups be consulted onthe removal or reduction of the trees on the boundary lineof the Cemetery and St Andrews Road.

2. That the consultation contains the details of the advantagesand disadvantages of both options and including the typesof trees that would be planted to replace the non-nativeCypress Leyland trees currently in situ.

JV Tree Services left the meeting.

749. INCLUSION OF THE PRESS AND PUBLIC

RESOLVED: That the press and public were able to attend for theremainder of the meeting.

750. TO RECEIVE AND NOTE THE MINUTES OF THE HALLS,CEMETERIES AND COMMUNITY FACILITIES COMMITTEEMEETING HELD ON 6 JULY 2020 AND TO GIVE CONSIDERATIONTO ANY RECOMMENDATIONS CONTAINED THEREIN

RESOLVED that the minutes of the Halls, Cemeteries andCommunity Facilities Committee’s meeting held on 6 July 2020 bereceived and noted.

751. TO RECEIVE AND NOTE THE MINUTES OF THE PLANNINGCOMMITTEE’S MEETING HELD ON 7 JULY 2020 AND TO GIVECONSIDERATION TO ANY RECOMMENDATIONS CONTAINEDTHEREIN

RESOLVED that the minutes of the Planning Committee meetingsheld on 7 July 2020 be received and noted.

752. TO RECEIVE AND NOTE THE MINUTES OF THE SUSTAINABLEBARRY WORKING GROUP MEETINGS HELD ON 13 AND 20 JULY2020 AND TO GIVE CONSIDERATION TO ANYRECOMMENDATIONS CONTAINED THEREIN

4208

Members wished to record their thanks to Officers for their input in collating the information required to enable the group to come to a decision.

RESOLVED that the minutes of the Sustainable Barry Working Group meetings held on 13 and 20 July 2020 be received, noting that consideration of recommendations therein will be discussed in full at Item 15.

753. TO RECEIVE AND NOTE THE MINUTES OF THE PERSONNELCOMMITTEE MEETING HELD ON 28 JULY 2020 AND TO GIVECONSIDERATION TO ANY RECOMMENDATIONS CONTAINEDTHEREIN

RESOLVED that the minutes of the Personnel Committeemeetings held on 28 July 2020 be received, noting thatconsideration of recommendations therein will be discussed infull at Item 20.

754. TO RECEIVE AND NOTE THE MINUTES OF THE SHOP LOCALBARRY ADVISORY GROUP MEETING HELD ON 16 JULY 2020AND TO GIVE CONSIDERATION TO ANY RECOMMENDATIONSCONTAINED THEREIN

RESOLVED that the minutes of the Sustainable Barry WorkingGroup meeting held on 16 July 2020 be received and noted.

753. SCHEDULE OF PAYMENTS OF ACCOUNTS FOR MARCH 2020(FINAL) AND APRIL 2020 TO JUNE 2020

Members received the schedule of payments for March 2020 (Final)and April 2020 to June 2020 for approval consisting of BACS paymentsand direct debits in the amount of £56,373.55.

RESOLVED:

1. That the information relating to salary payments for July2020, which has been certified and authorised by theappropriate officers in accordance with the requirements ofStanding Order 19(c), be received and noted.

2. That the schedule of payments for July 2020 (Final)consisting of BACS payments and direct debits in theamount of £56, 373.55 be approved.

754. BUDGET MONITORING REPORT 1 APRIL TO 30 JUNE

Members received the Council’s income and expenditure in the2020/21 financial year as at the end of June 2020.

4209

RESOLVED that the budget monitoring report for June 2020, indicating actual income and expenditure up to the end of month three in the 2020/21 financial year be received, noting the net overspend of £19,413 for 2020/21.

755. TO APPROVE A COVID-19 RECOVERY FUND AS RECOMMENDEDBY THE SUSTAINABLE BARRY WORKING GROUP

Members received an overview of the recommendations discussed atthe meetings of the Sustainable Barry Working Group held on 13 and20 July.

RESOLVED

1. That the extract relating to the Wellbeing of FutureGenerations Wales Act 2015 Sustainable DevelopmentPrinciple is the Decision Making Framework to Improve theEconomic, Social Environmental and Cultural Well-Being ofBarry and is placed on all future committee agendas forreference. (Appendix 1 relates)

2. That the Terms of Reference for the Sustainable BarryWorking Group are approved, subject to the amendmentdiscussed at the meeting held on 13 July 2020. (Appendix 2relates)

3. That a new budget heading entitled “Covid-19 Fund” isapproved and the following budgets are considered forrepurposing either in full or part to this new budget headingfor the purpose of administering financial aid to bothTraders and Community Groups and for potential projectsderived from consultation with members of the public:

4. That £3,000 from the Christmas Lights budget is repurposedinto the Covid-19 Fund, noting that this will not affect thecurrent provision of Christmas Lights across the town.

5. That £1,000 of the £2,000 budget from Corporate Events(earmarked to host the Annual Santa Fun Run) isrepurposed into the Covid-19 Fund, noting that thisrecommendation allows for £1,000 to remain so the eventcan be hosted remotely.

6. That the £10,000 set aside for the purpose of purchasingFireworks is repurposed to the Covid-19 Fund, noting thatthis budget will be ring-fenced should the event organisersapproach the Town Council will alternative ways in which tohost the Firework Fiesta this year.

4210

7. That £2,000 from Corporate Events earmarked to hostFamily Fun Days and an official opening of Town Hall isrepurposed to the Covid-19 Fund budget.

8. That £4,000 from the Corporate Advertising budget isrepurposed to allow the appointment of an external socialmedia management company to aid in the promotion ofShop Local and the town, noting that due to the length andpotential financial implications of this contract that Officerswill obtain 3 separate quotations to demonstrate best valuefor money.

9. That £1,500 of the budget set aside to begin a Youth Councilis repurposed to the Covid-19 Fund, noting that thisrecommendation allows for a budget of £1,500 to remain toallow the Community Engagement officer to explore ways inwhich Council can engage with young people.

10. That £3,000 set aside for Dementia Friendly Projects isrepurposed to the Covid-19 Fund, noting that this will bering-fenced specifically for dementia friendly projects.

11. That £10,000 usually set aside for the Books 4 Schoolsinitiative is repurposed to the Covid-19 Fund, noting thatOfficers will contact schools to enquire if their prioritieshave changed post-Covid with a further discussionsurrounding this budget being held at a later date.

12. That £5,000 is approved from the Covid-19 fund for thepurpose of purchasing Love Barry / Shop Local buntingusing the existing infrastructure at both Holton Road andHigh Street from the Christmas Lights, subject to approvalfrom the Vale of Glamorgan Highways department.

13. That £2,700 usually earmarked for the Christmas Lunches isrepurposed to the Covid-19 Fund.

14. That £4,300 usually earmarked for the Green Grants isrepurposed to the Covid-19 Fund.

15. That £25,000 of the Community Grants budget be placedinto the COVID-19 fund. Members also agreed torecommend that the budget heading for Community Groupsbe increased to £40,000 and all applicants are written todetermine if their needs have changed due to COVID-19.

16. That the £3,000 usually earmarked for business support isrepurposed to the Covid-19 Fund, noting therecommendation (below) that £50,000 of the Covid-19 fundis earmarked for independent traders to access.

4211

17. That Officers are authorised to explore purchasing anindustrial size marquee for the purpose of allowing moreoutdoor shopping to be utilised by traders and this isallowed a budget of up to £5,000 from the Covid-19 fund.

18. That the Community Plan is placed on hold for a further 3months and is reviewed at a later stage, noting that thisproject may be postponed again.

19. That £50,000 of the Covid-19 fund is earmarked forindependent traders to access, through an applicationprocess.

20. That the expenditure from the Covid-19 fund can beauthorised by the Chief Officer in agreement with GroupLeaders through the Urgent Action process.

756. DATE OF NEXT MEETING

RESOLVED that the next meeting of Full Council will be theAnnual Meeting held on Monday 28 September 2020 at 7pm

757. EXCLUSION OF THE PRESS & PUBLIC

RESOLVED that in accordance with section 1 (2) of the PublicBodies (Admission to Meetings) Act 1960, in view of theconfidential nature of the business about to be transacted, it isadvisable in the public interest that the press and public areexcluded from the remainder of the meeting.

758. TO RECEIVE THE MINUTES OF THE INNOVATION WORKINGPARTY HELD ON 7 JULY 2020 AND CONSIDERRECOMMENDATIONS THEREIN REGARDING NAMING OF THECOMMUNITY BUILDING AT CEMETERY APPROACH FOLLOWINGCOMMUNITY FEEDBACK.

Resolved:

1. That the community building at Cemetery Approach is notnamed after one individual and that other avenues areexplored to commemorate the lives of Darwin Payne,Gwyneth Hinds-Payne and Bryan Foley.

2. That the Chief Officer explores the introduction of a NamingPolicy.

3. That the Chief Officer considers the Council’s stance inrelation to receiving petitions, producing a further report toCouncil advising them of the outcome of this research witha view to adopting a policy to support this.

4212

4. That both a Facebook Poll and a socially distanced vote atthe Town Hall be held to decide the name of the CommunityBuilding

5. That the following names be put forward to a public vote;

• Ty Teilo• Ty Merthyr Dyfan• Cemetery Approach Community Centre• Enfys Community Centre

759. TO RECEIVE RECOMMENDATIONS FROM AN EXTRAORDINARYMEETING OF THE PERSONNEL COMMITTEE HELD ON 28 JULY2020 REGARDING CEMETERY STAFF CONSULTATION ONSERVICE CHANGE

Members received an update regarding cemetery staff consultation onservice change.

RESOLVED

1. That the external security company continue to lock up thecemetery until September 2020.

2. That options for implementing summer opening hours in2021 be discussed at a meeting of the Personnel Committeein October.

760. TO REVIEW AND AGREE A RESPONSE TO J.D.WETHERSPOON’S CORRESPONDANCE REGARDING BARRYTOWN COUNCIL’S COAT OF ARMS

Members were provided with a draft response to J.D Wetherspoon’scorrespondence drawn up by Barry Town Council’s solicitor.

It was proposed that the letter be sent to J.D Wetherspoon’s solicitors.The result of which was that the proposal was CARRIED by way of amajority vote.

For - 16Against - 5

RESOLVED:

1. That the response drafted by Barry Town Council’s solicitorbe sent to J.D Wetherspoon’s solicitor.

4213

The meeting closed at 8.30 pm.

Signed ………………………………… Dated …………………………….……… (Town Mayor)

4214

MINUTE NO. ACTION TO BE TAKEN ACTION TO

BE TAKEN BY

DATE ACTION TO BE

CARRIED OUT

PROGRESS

748 (1)

That the public and environmental groups be consulted on the removal or

reduction of the trees on the boundary line of the Cemetery and St

Andrews Road. FCM 28.09.20 Ongoing

748 (2)

That the consultation contains the details of the advantages and

disadvantages of both options and including the types of trees that would

be planted to replace the non-native Cypress Leyland trees currently in

situ. FCM 28.09.20 Ongoing

755 (1)

That the extract relating to the Wellbeing of Future Generations Wales

Act 2015 Sustainable Development Principle is the Decision Making

Framework to Improve the Economic, Social Environmental and Cultural

Well-Being of Barry and is placed on all future committee agendas for

reference. (Appendix 1 relates) CO/TC 30.07.20 Complete

755 (2)

That the Terms of Reference for the Sustainable Barry Working Group are

approved, subject to the amendment discussed at the meeting held on 13

July 2020. (Appendix 2 relates) CEO 29.07.20 Complete

755 (3)

That a new budget heading entitled “Covid-19 Fund” is approved and the

following budgets are considered for repurposing either in full or part to

this new budget heading for the purpose of administering financial aid to

both Traders and Community Groups and for potential projects derived

from consultation with members of the public:DCO 21.09.20 Complete

755 (4)

That £3,000 from the Christmas Lights budget is repurposed into the

Covid-19 Fund, noting that this will not affect the current provision of

Christmas Lights across the town. DCO 21.09.20 Complete

755 (5)

That £1,000 of the £2,000 budget from Corporate Events (earmarked to

host the Annual Santa Fun Run) is repurposed into the Covid-19 Fund,

noting that this recommendation allows for £1,000 to remain so the event

can be hosted remotely. DCO 21.09.20 Complete

755 (6)

That the £10,000 set aside for the purpose of purchasing Fireworks is

repurposed to the Covid-19 Fund, noting that this budget will be ring-

fenced should the event organisers approach the Town Council will

alternative ways in which to host the Firework Fiesta this year. DCO 21.09.20 Complete

ACTION SHEET - FULL COUNCIL - 29 July 2020

4215

755 (7)

That £2,000 from Corporate Events earmarked to host Family Fun Days

and an official opening of Town Hall is repurposed to the Covid-19 Fund

budget. DCO 21.09.20 Complete

755 (8)

That £4,000 from the Corporate Advertising budget is repurposed to allow

the appointment of an external social media management company to aid

in the promotion of Shop Local and the town, noting that due to the

length and potential financial implications of this contract that Officers

will obtain 3 separate quotations to demonstrate best value for money. DCO 21.09.20 Complete

4216

755 (9)

That £1,500 of the budget set aside to begin a Youth Council is

repurposed to the Covid-19 Fund, noting that this recommendation

allows for a budget of £1,500 to remain to allow the Community

Engagement officer to explore ways in which Council can engage with

young people. DCO 21.09.20 Complete

755 (10)

That £3,000 set aside for Dementia Friendly Projects is repurposed to the

Covid-19 Fund, noting that this will be ring-fenced specifically for

dementia friendly projects. DCO 21.09.20 Complete

755 (11)

That £10,000 usually set aside for the Books 4 Schools initiative is

repurposed to the Covid-19 Fund, noting that Officers will contact schools

to enquire if their priorities have changed post-Covid with a further

discussion surrounding this budget being held at a later date. DCO 21.09.20 Complete

755 (12)

That £5,000 is approved from the Covid-19 fund for the purpose of

purchasing Love Barry / Shop Local bunting using the existing

infrastructure at both Holton Road and High Street from the Christmas

Lights, subject to approval from the Vale of Glamorgan Highways

department.

755 (13)

That £2,700 usually earmarked for the Christmas Lunches is repurposed

to the Covid-19 Fund. DCO 21.09.20 Complete

755 (14)

That £4,300 usually earmarked for the Green Grants is repurposed to the

Covid-19 Fund. DCO 21.09.20 Complete

755 (15)

That £25,000 of the Community Grants budget be placed into the COVID-

19 fund. Members also agreed to recommend that the budget heading for

Community Groups be increased to £40,000 and all applicants are written

to determine if their needs have changed due to COVID-19. DCO 21.09.20 Complete

755 (16)

That the £3,000 usually earmarked for business support is repurposed to

the Covid-19 Fund, noting the recommendation (below) that £50,000 of

the Covid-19 fund is earmarked for independent traders to access. DCO 21.09.20 Complete

755 (17)

That Officers are authorised to explore purchasing an industrial size

marquee for the purpose of allowing more outdoor shopping to be

utilised by traders and this is allowed a budget of up to £5,000 from the

Covid-19 fund. CEO ongoing

755 (18)

That the Community Plan is placed on hold for a further 3 months and is

reviewed at a later stage, noting that this project may be postponed

again. CEO 29.07.20 Complete

4217

755 (19)

That £50,000 of the Covid-19 fund is earmarked for independent traders

to access, through an application process. DCO 21.09.20 Complete

755 (20)

That the expenditure from the Covid-19 fund can be authorised by the

Chief Officer in agreement with Group Leaders through the Urgent Action

process. CO/TC 29.07.20 Complete

758 (1)

That the community building at Cemetery Approach is not named after

one individual and that other avenues are explored to commemorate the

lives of Darwin Payne, Gwyneth Hinds-Payne and Bryan Foley. FC 29.07.20 names to public consultation

758 (2)That the Chief Officer explores the introduction of a Naming Policy.

CO/TC in progress

758 (3)

That the Chief Officer considers the Council’s stance in relation to

receiving petitions, producing a further report to Council advising them of

the outcome of this research with a view to adopting a policy to support

this. CO/TC in progress

4218