Agenda and draft minutes

Venue: Virtual Meeting

No. Item


Welcome and Apologies


The Chair, Cllr Richard Searl, welcomed everyone to the meeting.


Apologies were received from Cllr Ian Thomas.


Cllr Searl expressed condolences to Council Ian Thomas and his daughter, Sara, on behalf of the Community Council, on the sad passing of Cllr Helen Thomas. Cllr Thomas worked tirelessly for benefit of the community over many years as a County Councillor, Community Councillor, a School Governor, as well as being a member of many local boards. The Community Council are saddened by Cllr Thomas’ passing and it was expressed by all Councillors how much Cllr Thomas would be missed.


The family requested that donations could be made in lieu of flowers to The British Heart Foundation. Cllr Matthews proposed that a £50 donation on behalf of the Community Council was made, this was seconded by Cllr Evans. Council resolved to make a £50 donation to The British Heart Foundation.


ACTION: RJ to arrange donation.


Police Report


The Police were unable to attend the meeting – an email report was requested but was not provided prior to the meeting.


Declarations of Interest


Cllr Searl and Cllr Jago declared interests in Planning Application P/20/0221 and the Case to be discussed about school funding as they are both Governors of Taf Bargoed Learning Partnership.


Cllr Matthews declared an interest in the Case to be discussed about school funding as a member of Trelewis PTA.


Minutes of Previous Meeting


Cllr Searl proposed that the Minutes be approved as a true reflection of the last meeting. This was seconded by Cllr Matthews.


Council resolved to approve the minutes as a true reflection of the last meeting.


Matters Arising


There has been no further update on discussions around Bedlinog Miners Welfare Association’s request for the Community Council to be responsible for the recreational land around Bedlinog Community Centre. The association has been unable to sign off the 19/20 accounts to date.


The materials for the installation of the Butterfly Garden at Bedlinog Primary School have been delivered to the school and the Project Officer from Keep Wales Tidy will begin work Thursday 15th October. Work on the Wildlife Garden around Bedlinog Community Centre will begin shortly after.


MTCBC Planning Department have been notified that the Community Council had no objections to Planning Application P/20/0166.


PPE has been purchased for the Community Centre staff/volunteers to use and a risk assessment has been completed in readiness for when guidelines allow us to re-open the Community Centre.


RJ has been in contact with MTCBC regarding the land at the rear of Trelewis High Street Car Park, following residents’ requests to use the land as allotment space. The land is within the boundary of the Deed of Dedication and so any use of the land must be approved by the Big Lottery as well as MTCBC. Any use would need to be governed by an occupational agreement such as a lease. The Community Council can pass contact details on to the residents that have set up a Community Action Group should they wish to proceed in expressing formal interest.


The Caretaker of Bedlinog Community Council has been paid the living wage as of 1st September 2020.


Cllr Sherelle Jago has advised that the light on the roundabout at Hylton Terrace/Maes Y Beddw has been repaired.


The Community Council has been informed by the National Lottery Heritage Fund that they were successful with their application for a 50k Local Places for Nature Grant. The areas agreed for works to be carried out within Bedlinog and Trelewis are currently being reviewed by MTCBC Estates department in order for licences to be issued to the Community Council. The Biodiversity Officer and Ecologist at MTCBC are working on detailed plans/sketches for us. The procurement exercise for Bedlinog Allotments works has begun.


It has been brought to the Clerk’s attention that a licence was granted by MTCBC to the Community Council in 2008 for the ‘kick-about’ area at the rear of Hylton Terrace. The Community Council have a duty to maintain the play equipment on a regular basis for Health & Safety purposes. Costs have been received from MTCBC Park’s department and are as follows: Weekly visual inspection - £12.50 per week – annual cost £650; Three-month operational inspection – annual cost £100. Annual independent inspection - £55. The total annual cost is £850.


There is some maintenance work to be carried out at the moment – there are some bolts missing, a large piece of the kick-about fence is missing, there is also a piece of the outer perimeter green fencing taken down that leads to the stream below that needs to be replaced to safeguard  ...  view the full minutes text for item 40.


Councillors Report


Cllr Jago advised Council that MTCBC Social Services department are dealing with an increase in positive tests from staff and agency staff, so a system has been implemented to carry out routine testing to ensure as many staff who may be asymptomatic are targeted as possible to identify any positive cases.


Care Inspectorate for Wales has given the authority notice of inspection of early intervention and prevention in terms of Children’s and Adult’s Services. The virtual inspection will begin Monday 19th October, and Cllr Jago will inform the Community Council of the outcome of the inspection when it is published.


There are concerns in hospitals locally in terms of COVID cases – MTCBC is working with the Health Board to ensure that people are not at risk in the community and within care home settings. A new, robust, ‘discharge process has been implemented.


Corporately, the MTCBC Call Centre is managing large call volumes – Lifeline cases have increased also, so MTCBC are working to ensure that they have support staff in place to maintain these key operational services.


In respect of schools, within the last week, seven schools and one pre-school setting have been affected by positive COVID cases. A total of 964 pupils and 10 members of staff were off last week due to COVID. Work is also underway to determine how viable it is to maintain breakfast clubs and half term clubs for parents who are working, an announcement is expected within the next week.


County Councillor Malcolm Colbran did not attend the meeting, but provided the following email report:




The Council and most Public Bodies are in recess during August, the only meeting I had was a rearranged meeting of the Brecon Beacons National Park Authority which had been held over from July.


Although the Helping Hands food parcel scheme ended on the 15th August, I continue to shop and collect prescriptions on behalf of vulnerable residents.


I met with residents in Stormtown regarding off road biking at the quarry and have spoken to the local PSCO’s about the problem.


I visited Rock UK to find out how the pandemic has affected their business and ask what help the Council can provide. I have also met with other local businesses which have been badly affected to offer support.


Speed surveys have been requested on behalf of residents in Bontnewydd Terrace & Glynbargoed Road.


I met with residents regarding blocked culverts at the rear of Field Street, the road leading to Trelewis Primary School and Hylton Terrace, Bedlinog.




Council meetings resumed for the first time since March, and I attended the Council AGM, Licensing Committee, Neighbourhood Services Scrutiny Committee, Regeneration Scrutiny Committee, Rights Of Way Committee, a Councillors training workshop and a briefing on the recovery programme.


I also continue to meet regularly with members of the Independent Group, had a 1-2-1 meeting with the Leader of the Council and met with the Neighbourhood Services Cabinet Member and the Officer in charge to discuss problems  ...  view the full minutes text for item 41.


Planning Applications


Council reviewed the following Planning Applications:


P/20/0221 – Proposed single storey extension at Bedlinog Primary School.


Cllr Jago advised Council that funding for the extension came via a Capital Grant. When the extension is complete, the current pre-school setting housed behind the Bowls Club in Bedlinog will relocate to the school, providing learning facilities from two years of age. This will be of great benefit to pupils and will ease the transition from pre-school to nursery.


Cllr Jago proposed that this application be approved on behalf of the Community Council, this was seconded by Cllr Evans. Council resolved that there were no objections to this Planning Application.


ACTION: RJ to advise MTCBC Planning department of Community Council decision.




The One Voice Wales training calendar has been shared with Cllrs.


The Independent Renumeration Panel for Wales draft annual Consultation report has been shared with Cllrs.





MTCBC has requested the Community Council to confirm the numbers of Christmas lights required for 2020. It was suggested that 17 lights be provided for each village at a cost of £4080. Cllr Matthews proposed the cost be approved and this was seconded by Cllr Preston. Council resolved to approve a total of 34 lights at a cost of £4080.


ACTION: Cllr Matthews to provide Trelewis locations for the Christmas light frames to be installed. NB Cllr Frayne has provided the Bedlinog locations.


The Community Council would like to do something for the children within the community this Christmas after a difficult year – an on-site Pantomime at both schools was suggested, however, due to logistical issues around cleaning and social distancing, Cllr Jago advised that she had discussed this with Mr Ryan Morgan, Executive Headteacher, and he felt that a Summer Pantomime would be more appropriate next year. RJ advised that he has made a grant application to a community fund organisation to cover this cost and we await a decision.


Cllr Jago advised that as the PTA’s at both schools had been unable to raise money this year, the schools had enquired if the Community Council would fund a Christmas gift for each pupil. Cllr Jago advised that this also needs to apply to those pupils living in Bedlinog and Trelewis but attend Greenfield Special School, Edwardsville Primary School and Ysgol Rhyd Y Grug. The cost would be £684 in total. Cllr Preston proposed that this budget be approved, and this was seconded by Cllr Evans. Council resolved to approve the budget of £684.


Cllr Jago raised that the spare classroom in Bedlinog Primary School is currently being used as the Community Library. As there is a need to maintain social distancing at the school, however, the room is now required by the school for classroom use. Mr Morgan has asked if the Community Council would consider the Community Library re-locating to Bedlinog Community Centre. There will be some ICT equipment and book shelving and the Caretaker at the school would be happy to re-locate the equipment and install the shelving at the Community Centre. RJ advised that the current Broadband connection at the Community Centre would not be adequate to maintain use of several computers for training courses/job searches etc. and a discussion would need to be had with the Leisure Trust about their ICT requirements. Cllr Searl proposed that the re-location of the Community Library to the Community Centre be approved and this was seconded by Cllr Preston. Council resolved to agree to the re-location of the Community Library.


ACTION: Cllr Jago to advise Mr Morgan that the re-location has been approved and to contact RJ to progress this.


Cllr Jago advised Council that working through the pandemic it has come to light that there are several older people living in social isolation within the community. Cllr Jago would like to provide ‘Christmas parcels’ for over 70-year olds and get a group of volunteers together to  ...  view the full minutes text for item 44.


Annual Review of Standing Orders; Financial Regulations & Risk Assessment


RJ presented the updated following documents:


Standing Orders v3.0

Financial Regulations v3.0

Risk Assessment 12-10-2020


Cllr Searl proposed that these be approved, and this was seconded by Cllr Matthews. Council resolved to approve the updates and annual review of the Standing Orders v3.0, Financial Regulations v3.0 and Risk Assessment 12-10-2020.


ACTION: RJ to upload approved versions to the Community Council website.


RJ presented the risk assessment, checklist and amended booking conditions in relation to the re-opening of Bedlinog Community Centre (when Government guidelines allow). Cllr Searl proposed that these documents be approved, and this was seconded by Cllr Jago. Council resolved to approve the risk assessment, checklist and amended booking conditions for Bedlinog Community Centre.


Financial Update


RJ presented the financial update 03-08-2020 to 30-09-2020 to Council and answered questions from Councillors on capital grant spend to date. Cllr Searl proposed that the financial update be approved, and this was seconded by Cllr Beard. Council resolved to approve the financial update 03-08-2020 to 30-09-2020.


Date of Next Meeting


Before closing the meeting, Cllr Searl requested that his thanks on behalf of the Community Council were expressed to Cllr Jago and RJ in respect of the additional work they have been completing during the pandemic.


The next meeting of the Council will be held via Microsoft Teams, Monday 9th November 2020.



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