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WELSHPOOL TOWN COUNCIL

AGENDA

For a meeting of the Full Council to be held in The Council Chamber Town Hall Welshpool on

Wednesday 26th October 2016 at 7pm

1. Welcome by the Mayor To receive a welcome by the Mayor.

2. Questions from the public To receive a questions from the public regarding the Council’s activities.

3. Apologies for absence To receive any apologies for absence.

4. Minutes of the last meetings To consider and approve the Council minutes of the last meeting.

5. Confirmation of order of business To confirm the order of business as set out on the agenda.

6. Declarations of interest To receive any declarations of interest.

7. Mayors announcements To receive a report on the Mayor’s activities in the last month.

8. Financial 8.1 Bank Balances To note the bank balances as follows (as at 30.9.2016)

Current

£94,252.00

Deposit

£25,795.25

Investment Account £75,000.00

Tourism Ltd

£24,969.16

Town Services Ltd £590.49

Air Show Ltd

£16,713.60

Welshpool Projects Ltd £1,503.12

Total bank balances £238,923.62 (cash flow expected balance £249,700)

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8.2 Monthly Accounts To receive the monthly accounts. See appendix A1 8.3 Orders for Payment To receive and approve the orders for payment. (see appendix A2) 9. Vacant Seat Castle Ward To note the declaration of vacancy in the Castle Ward of Welshpool Town Council following the sad passing away of Cllr Ann Holloway. An election has been called and is likely to take place alongside that of the Llanerchydol Ward Seat in Powys County Council in December. 10. Committee Elections To consider the election of a member to the Care Committee. 11. Outside Bodies Elections To consider elections for a member to the following outside bodies: North and Mid Wales Association of Local Councils North Montgomeryshire Local Council Forum (Castle Ward Representative) School Governor Maes Y Dre School T J Evans Trust Welshpool Town Football Club Committee Burgesses Land Trust objective 2 – (Castle Ward Representative) Powysland Club 12. Code of Conduct (see separate pack) To adopt the 2016 code of conduct for Town and Community Councils as required by the Welsh Government. 13. Standing Orders The Finance and Administration Committee was advised of clarification regarding the ex officio positions of the Mayor and Deputy Mayor at Committee Meetings. The current standing orders read: 25.5 The Mayor and Deputy Mayor shall be ex-officio Members of all Committees

and Sub Committees and shall be voting members of every Committee and Sub Committee.

The Committee felt that the inclusion of 25.5 in Standing Orders was an Administrative oversight and that it conflicts with the principle of only 8 persons on a Committee covered elsewhere in the document.

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The proposal is to removed section 25.5 from Standing Orders is to be taken forward Following the legal procedure. This item will stand undiscussed until the November Full Council Meeting when the matter can be debated and a decision made on the proposed change. 14. Planning Applications To consider the following from this Committee: 14.1 P/2016/0988 Home Farm Llanerchydol Welshpool

Converstion of a barn to a dwelling house with associated works. (see appendix B1)

14.2 P/2016/0522 Petrol Filling Station & premises Salop Road Welshpool Application to discharge condition no. 8 and partial discharge of condition no.3 parts (i) & (ii) attached to planning permission - drainage details and risk assessment. (see appendix B2

14.3 P2016/0991 111 Gungrog Hill Gungrog Hill Welshpool Powys Erection of an extension and chimney stack. (see appendix B3)

14.4 Minute no 7 Central Bus Point

The Committee considered a preferred central bus location taking into accounts the following:

1) Location

There were four locations considered as shown on the plan attached.

2) Effect on car parking

Consideration was given to loss of car parking in each case. 3) Consultation

Consideration was given to what consultations should be taken forward before a final decision. Recommendation After detailed discussion the following the following was proposed: A proper bus stop for the Town Bus close to the One Stop Shop.

The existing bus stops in the High Street to be improved to create a

stopping point for other buses as well as the Town Bus Service.

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14.5 Minute no 11 Re-cycling Centres (see appendix C)

The consider an update on the above following the Committee discussion. Introduction

There have been various announcements by Powys County Council over the past two

years about the reduction in the provision of re-cycling sites across Powys. This could

affect Welshpool, Newtown or both with the current proposals set out below.

Powys County Council Cabinet extract – 4th October 2016

Extract from the Cabinet Meeting held on 4th October 2016 with regards to re-cycling.

The various issues were discussed including amazement at the decision

taken on 4th October. The main concern was around fly tipping which is

already an issue in the Town. It was felt that recycling should be made

easier not more difficult.

Agreed Actions

The Committee considered the proposed changes and agreed the following actions are

taken by the Town Council:

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1) I) The Town Clerk is to write to Powys County Council objecting to any reduction in

2) recycling centres anywhere in Powys.

3) Il) The Town Clerk is to write to all the local councils seeking a common objection to

4) any changes.

5) Ill) The Local Council Forum meeting to be brought forward with recycling on the

6) agenda.

7) lV) A public meeting is to be arranged to allow the public to express a view, PCC

8) Cabinet Member to be invited to attend. (22nd November 2016)

9) V) The Town Clerk to write to all main towns which have a recycling centre.

10) Vl) Write to both the AM and MP on the matter seeking their support.

Note: A Local Council Forum Meeting has been called for 1st November.

The public meeting has been arranged for 22nd November.

The Business Forum supports the Town Council in this matter.

15. Events and Tourism Committee To consider recommendations from this Committee as follows: 15.1 Minutes no 4 Bob Jones Memorial Air Show & Transport Festival

The Committee considered the Air Show budget proposed taking into account the reserves for the event and also basing the budget on the same number of attendees as 2016 (which was a poor year). Recommendation The Committee recommends that the Air Show proceed on 11th June 2017 as per the budget attached at appendix D.

15.2 Minute no 7 Winter Festival and Christmas Lights

The Committee considered a paper on the Christmas Events as set out at appendix E. Recommendation The Committee recommends that the paper on the Christmas Events programme be implemented. Note: Please note schedule of events for Remembrance & Christmas period at end of Agenda.

16. Town Clerk’s Committee To consider recommendations from this Committee as follows:

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16.1 Minute no 6 Committee System

At the request of some members of the Council the Committee considered a

review of the Committees structure which was implemented in May 2016.

A paper setting out the current Committee Structure is attached at

appendix F.

Recommendation:

The Committee recommends that no change is made to the current

Committee system for the year May 2016 to May 2017.

16.2 Minute no 7 Town Hall alterations (Street Scene)

The Committee considered (following the tender receipts for Maes Y Dre

workshops) a new approach to providing for the street scene.

The proposal would provide for new doors to the bottom market leaving an

area to be separated for the street scene.

The Committee considered the gaining of listed building consent which would

cost in the region of £600.

Recommendation

The Committee recommends that a planning/listed building consent

application be submitted for the above alterations as per the outline plan

below. The works to continue asap with retrospective applications made to

ensure a speedy completion of the works. Estimated cost £4,000.

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17. Shrewsbury Telford Hospital Trust To receive an update on the Shrewsbury Telford Hospital Trust proposals for the Future Fit Programme and to receive a report on a meeting between Newtown, Oswestry and Shrewsbury Town Councils. 18. Service Delivery (Street Scene – see appendix G) To consider an update on the Service Delivery of the Street Scene. To receive an update on a litter bin review. 19. Ship Money To receive a report from the Town Clerk on the location and ownership of the Ship Money noted in the Council’s Archives. 20. Donations To consider the following application for financial assistance at this meeting. Impact Schools Team See appendix H1 C.A.B. See appendix H2

Budget £2000.00 Allocated to date £750.00 Balance £1,250.00

The Council policy is to allocate up to £250 per application. 21. County Councillor Reports To consider any County Council announcements. 22. Outside Bodies Reports To receive any reports from outside bodies as follows:

i) Welshpool Youth Council

ii) North and Mid Wales Association of Local Councils

iii) Shrewsbury Aberystwyth Rail Liaison Committee

23. Awards To receive a report on the Awards Ceremonies attended: The Town Council was placed in the top few as a finalist for five awards as follows: Powys Business Awards – Brecon:

The Bob Jones Memorial Air Show & Transport Festival

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Welsh National ‘GO’ Awards – Cardiff: Team of the Year – for the Councils’ work. Tourism Award - Tourist Information Centre. Best Service Delivery Award – Westwood Day Centre. Best managed – for procurement Policy. 24. Dates for meetings during the next month:

Day Date Time Meeting Location

Wednesday 2nd November

6.30pm Care Committee Council Chamber

Wednesday 2nd November

7.30pm Council Services and Property Committee

Council Chamber

Wednesday 9th November

6.30pm Town Clerks Committee

Council Chamber

Wednesday 9th November

7.30pm Planning, Development and Environment Committee

Council Chamber

Wednesday 16th November

6.30pm Events & Tourism Committee

Council Chamber

Wednesday 16th November

7.30pm Finance & Administration Committee

Council Chamber

Wednesday ***

23rd November

6pm Planning, Development and Environment Committee

Council Chamber

Wednesday 23rd November

7pm Full Council Meeting

Council Chamber

*** If needed.

ADVISORY COMMITTEES

Day Date Time Meeting Location

Monday 14th November

6pm Business Forum Council Chamber

Tuesday 22nd November

7.30pm Carnival Committee Council Chamber

Thursday 17th November

7pm Air Show Committee Mid Wales Airport

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EVENTS November & December 2016

Day Date Time Activity Location

Tuesday 25th October

2pm Poppy Appeal start Tourist Information Centre

Saturday 5th November

7pm start

Fireworks Display Gates open 6pm

Maes Y Dre

Monday 7th November

6.30pm Field of Remembrance St Marys Church

Friday 11th November

11am 11th of the 11th Outside Town Hall

Friday 11th November

2pm Memorial Gardens Remembrance

Memorial Gardens Maes y Dre

Friday 11th November

7.30pm Festival of Remembrance Doors open at 7pm

Town Hall Assembly Rooms

Sunday 13th November

11am service

Remembrance Parade (Meeting 10.30am in Town Hall entrance

Town Hall and St Marys

Sunday 20th November

12.30pm End of Poppy Appeal Tourist Information Centre

Friday 2nd December

7pm Christmas Lights Town Hall

Saturday 3rd December

10am to 4pm

Winter Festival Broad Street and High Street

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APPENDIX A1

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APPENDIX B1

P/2016/0988 Home Farm Llanerchydol Welshpool Converstion of a barn to a dwelling house with associated works.

LOCATION PLAN

OUTLINE BLOCK PLAN

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EXISTING ELEVATIONS

PROPOSED ELEVATIONS

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PROPOSED FLOOR PLANS

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APPENDIX B2

P/2016/0522 Petrol Filling Station & premises Salop Road Welshpool Application to discharge condition no. 8 and partial discharge of condition no.3 parts (i) & (ii) attached to planning permission - drainage details and risk

assessment.

LOCATION PLAN

LAYOUT PLAN

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APPENDIX B3

P2016/0991 111 Gungrog Hill Gungrog Hill Welshpool Powys Erection of an extension and chimney stack.

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EXISTING ELEVTIONS

PROPOSED ELEVATIONS

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EXISTING FLOOR PLANS

NEW FLOOR PLANS

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APPENDIX C

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APPENDIX D

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APPENDIX E

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APPENDIX F

WELSHPOOL TOWN COUNCIL

COMMITTEES FOR 2016 – 2017

Explanation Paper

Introduction

The Town Clerk’s Committee has considered the current Committee System in place

and has considered if it needs any revision for the ensuing year as the Council’s

future and strategy unfolds.

This paper sets out the immediate past Committee system and the current one as an

information paper.

Previous system in place (2007 to 2015)

The previous Committee System was based upon Committees made up of

volunteers (who were then confirmed by the AGM) leading into Full Council via

recommendations with the current Planning, Development and Environment

Committee having delegated powers.

Those Councillors not on Committees could still attend and take part but not vote.

The current system (2015 to date)

The change in 2015 was that there would be no more than 8 elected Councillors to

the Care, Events and Tourism, Council Services and Property and Strategy &

Finance Committees.

The Planning Committee would be open to all to Councillors as now.

The Committee’s present their recommendations to Full Council. The principle was

that all Councillors would feel part of the decision making system (even if not on a

Committee) rather than facing a forgone conclusion due to the majority of Councillors

being on that Committee.

Councillors not members of Committees may attend meetings ‘as a member of the

public’ and may invited to speak by leave of the Chair. They may also attend

Committee and take part with the permission of the Chair.

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Mayor and Deputy Mayor

The Mayor and Deputy Mayor shall be ex-officio Members of all Committees and

Sub Committees and shall be voting members of every Committee and Sub

Committee. (standing order 25.5)

Involving Councillors

To ensure all Councillors are aware of what is on an agenda and what happended at

meetings the Town Clerk issues the agenda for each meeting to all members and

immedidately following a meeting the minutes are prepared and sent out to all

Councillors,

The Town Clerk also posts the minutes within 24 hours of a meeting on the Web

Site.

Recommendation from the Town Clerks Committee

The recommendation is included in the Full Council Papers.

R A Robinson

Town Clerk

October 2016

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APPENDIX G

MAP OF AREAS TO BE SERVICED ON ROTATION

(Red area daily – other four areas every month)

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H1

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APPENDIX H2