LEISURE AND AMENITIES COMMITTEE

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                    LEISURE AND AMENITIES COMMITTEE

MINUTES of a meeting held on 26th October 2011.

PRESENT : The Town Mayor, Councillor A.M. Ernest (Chairman); Councillors
          J.R. Baker, J.F. Fraser, K.M. Land, K. Lloyd, G.H. Roberts and
          S.J.C. Williams

218.   APOLOGIES FOR ABSENCE

       These were received from Councillors M.E.J. Birch, J. Ferris, M. Kelly
       Owen, M.D. Turner and M.R. Wilson.

219.   DECLARATIONS OF INTEREST

       There were no declarations of interest.

220.   MINUTES

       The minutes of the meeting held on 8th September 2011 were signed.

221.   CARDIFF BAY ADVISORY COMMITTEE

       Footpath Around the Headland

       Councillor Gwyn Roberts suggested that Cardiff Harbour Authority be
       asked to look into the feasibility of creating a walkway from beyond the
       existing car park on the Barrage around the Head to Penarth Beach.
       Councillor Roberts also suggested that with the ‘appropriate signage’ in
       relation to the walkway being a beach path and the danger of tides it would
       be acceptable.

       RECOMMENDED :

       THAT a letter be sent to Cardiff Harbour Authority asking if a beach
       walkway could be created from the Barrage to Penarth Beach.

       Unkempt Land to the Side of Pont y Werin Bridge

       The Town Clerk reported that following a request to Cardiff Harbour
       Authority asking for a parcel of unkempt land to the side of Pont y Werin
       Bridge to be upgraded and maintained a reply had been received.

       In his reply the Operational Manager of Cardiff Bay Harbour Authority
       reported that the land was about to receive some low maintenance
       planting as part of a scheme to introduce a set of steps for use by
       maintenance staff. The Town Clerk had then sent a further letter asking if
       the additional costs to upgrade the steps for public use could be identified.
       Cardiff Harbour Authority had then replied to say that its officers would be
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       meeting with colleagues from the Vale Council to discuss the steps and the
       possibility of upgrading them for public use.

222.   FINANCIAL REPORTS

       THAT the following reports for September 2011 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
             Monuments.

223.   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. The budget for tree works stood at £3,700 and the
       quotations received for the works ranged from £1,995 - £3,200. On
       examination the lowest tender only allowed for two trees at the Kymin to be
       climbed for further inspection and not for the anticipated works to be
       carried out.

       Both the Consultant Arboriculturist and the contractor who had submitted
       the lowest tender estimated that the anticipated works if required would
       amount to no more than £350.

       RECOMMENDED :

       1. THAT on the basis outlined in the Town Clerk’s report the order for the
          tree works be placed with the contractor who submitted the lowest
          tender, Treescene in the sum of £1,995 plus a possible £350 following
          the scaling and inspection of two trees at the Kymin.

       2. THAT any remaining budget be directed towards new or replacement
          planting.

224.   TOWN COUNCIL PROPERTIES/SERVICES – FEES & CHARGES

       The Internal Auditor had suggested that the Town Council should consider
       undertaking a root and branch review of the services it provided at the
       Paget Rooms, Kymin and Cemetery. He had also suggested that the
       review could be carried out by an independent management consultant
       and include the production of a business plan.

       The Town Council had for sometime recognised the need to look in detail
       at the fee and charges structure for its properties and services but it had
       been agreed that any review would take place following a planned
       programme of improvements to both the Paget Rooms and the Kymin.
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       In recent months such works had been undertaken and the Committee
       was asked if it now wished to carry out a review of the fees and charges
       for its services.

       RECOMMENDED :

       1. THAT a Working Group consisting of the Chairman and Vice Chairman
          of the Committee, the Leader of the Council and a member of the
          opposition group together with the Finance Officer, a Bookings Officer
          and the Town Clerk or Assistant meet to review the fees and charges
          and conditions of hire of town council properties and services.

       2. THAT the Working Group bring a report back to the Committee to
          include business plans for the properties

225.   THE QUEEN’S DIAMOND JUBILEE – LIGHTING THE BEACON

       It had been agreed that the Town Council take part in the national beacon
       lighting event to be held on 4th June 2012 to mark the Queen’s Diamond
       Jubilee.

       The Policy and Finance Committee had referred this item to this
       Committee to consider the arrangements for a ceremony or event to
       support the lighting of the beacon on Cliff Walk between 10.00p.m. and
       10.30p.m. on 4th June 2012.

       RECOMMENDED :

       1. THAT the Festivities Working Group put together a draft programme for
          a musical event that will showcase the talent of young people in the
          town.

       2. THAT if financially possible the event conclude with a firework display.

226.   HARBOUR VIEW LEISURE GARDEN SITE

       Written confirmation of the agreement reached between Crest Nicholson
       and the Town Council in relation to the realignment of the northern
       boundary, new boundary fences, new footpaths and the provision of steps
       to enable the site to be tidied up by residents and Town Council staff.

       However, the Penarth Heights Arts Advisory Panel had asked if the Town
       Council would consider a boundary fence on Harbour View Road that
       would allow views of Cardiff Bay rather than the palisade type fence that
       had been agreed. The Committee had already agreed that it would
       consider such a fence subject to the security of its tenants not being
       compromised and Crest Nicholson would be prepared to consider a design
       other than palisade subject to no additional costs.
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       The Town Clerk was arranging to meet with representatives of Crest
       Nicholson and the Penarth Heights Arts Advisory Panel to progress the
       matter.

       RECOMMENDED :

       THAT the offer from Crest Nicholson be accepted and the question of the
       type of fence and the funding thereof form the subject of a future report
       following the Town Clerk’s meeting.

227.   PENARTH CHRISTMAS FESTIVAL

       The Committee considered the Assistant Town Clerk’s report that set out
       the arrangements to date for the Christmas Parade and Switching-On
       event that would take place on Sunday 27th November 2011.

       The Committee was informed that Peter Knowles and Andy Bradshaw of
       Hamptons could no longer organise the Parade and therefore it would be
       the responsibility of the Town Council.

       The Committee discussed the possibility of a local celebrity switching on
       the Christmas street decorations and members were asked to provide the
       office with any local contacts they may have.

       Councillor Fraser was hoping to secure the services of Derek Brockway of
       BBC Wales.

228.   BUDGETARY CONTROL STATEMENT – 30TH SEPTEMBER 2011

       The Committee considered the Town Clerk’s report in relation to
       income/expenditure to 30th September 2011.

       RECOMMENDED :

       THAT the Budgetary Control Statement to 30th September 2011 be noted.

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