LEISURE AND AMENITIES COMMITTEE
MINUTES of a meeting held on 10th September 2009.
PRESENT : Councillor A.M. Ernest (Chairman); The Town Mayor, Councillor
J.F. Fraser; Councillors J.R. Baker, M.E.J. Birch, P. Church, J.
Ferris, K.M. Land, A.P. Roberts, G.H. Roberts, S.J.C. Williams and
149. APOLOGIES FOR ABSENCE
These were received from Councillors M. Kelly Owen, K. Lloyd, M.D.
Turner and A.C Williams
The minutes of the meeting held on 17th June and the special meeting on
2nd July 2009 were signed.
151. DECLARATIONS OF INTEREST
In accordance with the Council’s Code of Conduct the following member
declared a personal interest in the matter referred to below and unless
otherwise indicated, remained in the meeting but took no part in the voting
Performing Rights Society – (Minute No. 154).
Councillor J. Ferris – Personal interest hirer of the Paget Rooms.
152. FINANCIAL REPORTS
THAT the following reports for June and July 2009 indicating comparisons
with the previous two years be noted:-
(a) Paget Rooms – Statement of Income.
(b) The Kymin – Statement of Income.
(c) Penarth Cemetery – Statement of Income and Approval of
153. THEATRE EQUIPMENT PAGET ROOMS
Members were informed of the recent annual inspection of the Paget
Rooms theatre and lighting equipment where a number of issues had been
identified as needing attention:
(i) Suspension and Scenery Fixings – Cost 2000
(ii) Curtains and Tracks – £590 or £450 if carried out with (i) above.
(iii) Control Equipment – £2100
The Town Clerk advised that there were no monies in the budget to
address these issues. It was agreed that whilst a new control board was
not considered to be essential the repairs to items (i) and (ii) could be
considered to be necessary for safety issues and the Policy and Finance
Committee should be asked to provide the monies in the current year.
1. THAT the Policy and Finance Committee be asked to consider
providing a sum of £2450 in the current financial year to address items
(i) and (ii) as shown above.
2. THAT a sum of £2100 for a new control desk item (iii) above be
included in the rolling programme for 2010/2011.
154. PERFORMING RIGHTS SOCIETY LIMITED (PRS)
The Town Council was required to provide annually information relating to
all music played by hirers in the Paget Rooms to the PRS and for the year
2008/2009 the Town Council had received a bill for £1,858.25. Currently
the Council did not recover any PRS charges from the hirers. The
Committee considered the Town Clerk’s report which included the choice
of options for recovering charges or taking no action. It was suggested that
it may be possible for the Town Council to obtain a blanket licence for this
service from PRS.
THAT the item be deferred until further information relating to the
possibility of a blanket licence being obtained by the Town Clerk.
(NB. In relation to this item Councillor Ferris left the Council Chamber
and took no part in the discussion or voting thereon.)
155. ST. AUGUSTINE’S CHURCHYARD
Members were made aware that the Town Council had been providing a
grass cutting service in the churchyard since 1987. The current annual fee
to the Town Council from the Church to cut the grass was £1,600. To cut
the grass throughout the growing season form March to November took
three members of staff one week to complete and to keep the churchyard
in pristine condition the service needed to be provided on a three week
cycle. Members discussed the issue and concluded that the level of
subsidy was disproportionate and the service was being provided to the
detriment of Town Council properties and grounds.
THAT the Town Clerk meet with representatives from the Church to
discuss the issue and to agree a solution agreeable to both parties.
156. TREE WORKS PROGRAMME
The Committee considered the Town Clerk’s report in relation to the works
recommended by the Council’s Consultant Arboriculturist following his
annual tree survey. Minor tree works were required at St Augustine’s
Triangle with a schedule of work for the Kymin. At Penarth Cemetery as
well as some minor tree works eight Cyprus trees on the front boundary of
‘A’ ground needed to be removed to free the land for burial use.
This annual budget for tree works stood at £3,700 and quotations would be
invited shortly. In addition permission would be sought from the Vale of
Glamorgan Council in respect of tree works within the Penarth
Conservation Area. Subject to the cost of relevant works consideration
would be given to replacement planting in appropriate locations
1. THAT the intention to undertake works in accordance with the
Consultant Arboriculturist’s report be noted.
2. THAT the intention to carry out replacement tree planting subject to
budgetary constraints be noted.
157. BUDGETARY CONTROL STATEMENT – 30TH JUNE 2009
The Committee considered the Town Clerk’s report in relation to
income/expenditure to 30th June 2009.
THAT the Budgetary Control Statement to 30th June 2009 be noted.
158. LEISURE GARDENS
Following recent site visits to the Council’s leisure gardens the Town Clerk
had been asked to provide a report in relation to occupancy, cultivation
and waiting lists. The Committee noted that the current waiting list stood at
115 and of the 39 plots on the three sites 35 were under full or part
cultivation. Appropriate action was being taken in relation to the four not
With regard to the large demand for leisure gardens the Committee
discussed the possibility of re-opening the Cedar Way leisure garden site
that the Town Council had previously leased from the Vale of Glamorgan
1. THAT the Town Clerk make enquiries of the Vale of Glamorgan
Council to establish the situation in relation to the Cedar Way former
leisure garden site.
2. THAT if the Cedar Way site continues to be available for leisure garden
use a site visit be arranged.
159. 2009 LEISURE GARDENS COMPETITION
The various leisure garden sites within the town had been visited on 19th
July 2007 by Mr. Newis, an experienced leisure garden judge, who had
been assisting the Council for a number of years. The following results
had been announced at the Penarth Horticultural Society’s Annual Show
on 5th September 2009 when the Town Mayor had made the presentations
at the closing ceremony.
BEST KEPT LEISURE GARDEN OVERALL
First Prize Plot 4 Mr. Colin Wearmouth
Sully Terrace Site 18, Wood Street,
Penarth. CF64 2NH
Second Prize Plot 2 Mr. Ray Chinnock
Sully Terrace Site 2 Robinswood Close,
Third Prize Plot 10B Mr. Gerard Kingston,
Sully Terrace Site 40 Redlands Rd,
BEST KEPT PLOT ON EACH SITE
Sully Terrace Leisure Garden Site Plot 4 Mr. Colin Wearmouth
18, Wood Street,
Penarth, CF64 2NH
Cogan Leisure Garden Site Plot 30 Mr. Colin Ward
27 Charlotte Street
Penarth, CF64 2JX
Harbour View Leisure Garden Site Plot 1 Mr. R. Mace,
42, Ludlow Street,
Penarth, CF64 1EW
Windsor Road Leisure Garden Site Plot 10 Mr. A. Evans,
76 Chandlers Way
Penarth, CF64 1SP
Paget Terrace Leisure Garden Site No prizes awarded for this
THAT the Committee notes the contents of the report and that Mr. Newis
be invited to assist the Town Council by judging the Leisure Garden
Competition in 2010.
160. SUMMER FESTIVAL & FINALE DAY – REVIEW
The Committee considered the Assistant Town Clerk’s report in relation to
the Summer Festival and Finale Day event.
The Paget Rooms had been extensively used throughout the 11 days as
was the Kymin on the two weekends during the Festival period. Two
events throughout the eleven days had been cancelled due to rain.
The Festival Finale had been a great success and managed to draw large
crowds to the Esplanade throughout the afternoon and evening. The Youth
event at the Kymin had once again been attended by large numbers of
youths and the event continued to be a huge success.
The problems associated with the street trading licenses continued with a
number of stalls refusing to pay the high fees required by the Vale of
Glamorgan Council. It was suggested that other unitary authorities be
contacted to investigate their policy and procedures for dealing with street
trading licences for community events. It was also agreed that One Voice
Wales and the South Wales Larger Local Councils Forum be contacted to
establish how this issue is dealt with by other unitary authorities throughout
1. THAT enquiries be made of One Voice Wales and the South Wales
Larger Local Councils Forum to establish how the issue of street
trading licences are dealt with by other unitary authorities throughout
2. THAT the Assistant Town Clerk investigates how other local
authorities implement street trading licences for community events.
161. SUMMER FESTIVAL PROGRAMMES AND PUBLICITY
An effective publicity campaign had helped to make the Summer Festival
successful. 15,000 programmes were printed and all were distributed with
7,000 being circulated with a Penarth Times print run for the first time. The
programme appeared on many websites and radio stations made
announcements to further inform the people of the event. Members of the
public were invited to send in their own photographs of their experience of
the Festival to upload onto the Town Council’s BT Flickr photo page. The
Town Council received 500 photographs from various sources in relation to
Finale Day. The Committee was asked if it would agree to paying a £15
fee to upgrade the Town Council’s BT Flickr account.
1. THAT the report be noted.
2. THAT the cost of £15 be met to upgrade the BT Flickr account.
162. SUMMER FESTIVAL 2010
The Committee considered the dates for the Summer Festival for 2010 and
the confusion that continues due to Finale Day not being the last day of the
1. THAT the dates for the Summer Festival 2010 be Thursday 8th July
Sunday 18th July 2010 with the Finale/Funday event taking place on
Saturday 17th July 2007.
2. THAT the Finale Day be renamed Carnival Day.
163. TOWN CRIER
The Committee was asked to confirm whether Mr. David Horgan was to be
invited to remain in the post of Town Crier for the forthcoming year at a fee
THAT Mr. Horgan be asked to continue in the role of Town Crier for a
further year at a fee of £500.
164. CHRISTMAS FESTIVITIES 2009
The Committee considered the Town Clerk’s report giving a broad outline
of the activities planned to mark the ‘Switching On’ Event on Sunday 29 th
It was hoped that the Chamber of Trade would once again organise a
‘Once Upon A Time’ Christmas Parade. The Town Council would be
organising the Christmas street decorations and the Switching On activities
and there would be pockets of entertainment in Lower Glebe Street and
Local traders would once again be encouraged to become involved with
the event and provide food and refreshments on the day to complement
the entertainment that would take place.
THAT the report be noted.
165. TOWN MAYOR’S PAINTING COMPETITION
This competition for both nursery and primary school pupils had been
running for 19 years with the original aim being to encourage families to
visit the Town Centre during the Christmas Lights Switching-On event and
to give children the opportunity of handing paintings to Father Christmas.
In recent years the arrangements had been modified allowing the
opportunity for schools to hand in paintings to West House. The
Committees views were sought on whether to continue the current
arrangements for this year.
1. THAT the Town Mayor’s Painting Competition continues along the
same lines again this year.
2. THAT the Town Mayor be invited to provide the three prizes for the
overall winners in each age group.