Agenda and minutes

Cleaner Communities Overview & Scrutiny Committee
Wednesday, 6th March, 2019 1.30 pm

Venue: Council Chamber, Civic Centre, Hanbury Road, Pontypool, NP4 6YB

Contact: Rachel Beale  Senior Business Support Officer - Democratic Services

No. Item


Welcome & Apologies / Croeso ac Ymddiheuriadau


1.1       Apologies for absence were received from Councillors Huw Bevan, Giles Davies, Stuart Evans and Gaynor James.


Declarations of Interest / Datganiadau o Fuddiant


2.1       Members of the Committee were provided with advice prior to the meeting regarding item 5 on the agenda concerning Council policy on the use of Community Facilities and Sports Grounds. Some Members may have an involvement in groups that used community facilities or Sports Grounds, however there would be no need to declare an interest as the policy was Council wide and not targeted at any individual Halls or Sports Clubs.


2.2       Councillor Stuart Ashley felt he may have a personal interest in relation to his involvement in his capacity as Deputy Leader of Cwmbran Community Council and he would seek advice following the meeting.


Minutes 23/01/2019 / Cofnodion 23/01/2019 pdf icon PDF 458 KB


3.1       The minutes of the meeting held on 23rd January 2019 were confirmed as an accurate record.


Action Sheet / Taflen Weithredu pdf icon PDF 112 KB


4.1       Members noted the action sheet.


Development of a Policy on Council Owned Communities Facilities Including Halls and Sports Grounds / Datblygu Polisi ar Gyfleusterau Cymunedol ym Meddiant y Cyngor gan gynnwys Neuaddau a Chaeau Chwarae pdf icon PDF 157 KB

Additional documents:


5.1       The Chair welcomed Councillor Fiona Cross, Executive Member for Environment, Councillor David Daniels, Executive Member, Communities, Housing & Anti-Poverty, the Community Environment Officer, the Group Leader, Economy, Environment & Culture, the Senior Countryside Access Officer and the Community Projects Manager to the meeting.


5.2       Councillor Cross gave an introduction commenting on the following:


·         The purpose of the report was to develop a policy that enabled fair, open and transparent leasing of Halls and Sports Grounds.

·         The current process around the leasing of Halls and Sports Grounds was an informal arrangement and the development of a policy would give the community a clear understanding of how to apply for a lease.

·         She would like the Committee to think about whether it was appropriate as part of the policy to ask the Sports Clubs and Community Halls to ensure both male and female activities were available.

·         She asked whether the policy should give the leaseholders responsibility to enhance biodiversity.


5.3       Councillor Daniels added that the policy was largely in Councillor Cross’s portfolio, however his portfolio included the responsibility of the management and future direction of halls.


5.4       Members asked a series of questions and Officers gave the following responses:


·         The Community Projects Manager post was created a few years ago to mitigate the risk around Health and Safety in the Community Halls. In terms of monitoring the risk in community halls, Officers identified core training that needed to be provided to the management committees operating halls to enable them to manage the premises effectively. Visits were carried out once a month to ensure the management committee were carrying out tasks in accordance with Health and Safety legislation. The new policy would continue to provide the ongoing support and training to the halls.

·         Officers met with the committees of the halls to identify a premise manager, who would be responsible for ensuring the checks were carried out and would be the point of contact and attend the monthly meetings. The premise manager was sometimes a member of the committee or a caretaker that the hall employed.

·         The Council’s Corporate Health and Safety Team were available to offer support and advice to the premise managers of the halls.

·         The halls were responsible for having their own public liability insurance.

·         Public liability insurance for Sports Grounds was included in their Heads of Terms and the Council requested a copy of the insurance certificate.

·         Community Halls had to have adequate levels of public liability insurance and contents insurance. The level of insurance necessary was determined by the halls management committee in line with the activities they undertook at the hall. The Council did not check the insurance.

·         Officers worked with Torfaen Voluntary Alliance to support the halls to help them find the best insurance policy which was best value for money.

·         A lease gave a group the exclusive right to use the property or sports ground for the duration of the lease, subject to the group providing written acceptance of the Heads of Terms Agreement. A lease  ...  view the full minutes text for item 5.


Update from the Task & Finish Group on the Review of the Proposed Budget Mitigation for Greenmeadow Community Farm / Diweddariad gan y Grwp Gorchwyl a Gorffen ar yr Arolwg i Leddfiad Arfaethedig y Gyllideb ar gyfer Fferm Gymunedol Greenmeadow pdf icon PDF 179 KB


6.1       The Chair reported that there was an additional report on the agenda which was an update report from the task and finish group. The report gave an update on the progress made so far on the review of the proposed budget mitigation for Greenmeadow Community Farm, looking at options for implementation and defining a preferred service model for the future.


6.2       The Chair thanked the Co-opted Member, Councillor Burnett and Officers for their hard work. The task and finish group had held five meetings and had a further two meetings scheduled before presenting their recommendation to committee at the next meeting for approval or refusal. The recommendation would then be submitted to Cabinet for final consideration.


Item for Next Meeting / Eitem ar gyfer y Cyfarfod Nesaf


7.1       The Senior Improvement & Scrutiny Officer reported that there were still a number of items in the scrutiny basket however they were not ready to be considered. The Chief Officer Neighbourhoods, Planning and Public Protection suggested that Members look at the creation of a litter and fly tipping strategy, as there had been a strong appetite from Members for the creation of a strategy. She asked whether Members would like to conduct the meeting in a workshop format to look at the current problems and key features that need to be included in the strategy, then have a formal meeting to scrutinise the strategy when it had been developed.


7.2       Members agreed to hold the meeting in a workshop format and also agreed for the Executive Member to be invited to the meeting.


Date of Next Meeting 27/03/2019 (Special Meeting) / Dyddiad y Cyfarfod Nesaf 27/03/2019 (Cyfarfod arbennig)


8.1       A Special Committee meeting would be held on 27th March 2019 to discuss the Final Report of the Task & Finish Group on their work relating to Greenmeadow Community Farm.





Date of next ordinary meeting 09/05/2019 / Dyddiad y cyfarfod arferol nesaf 09/05/2019


9.1       The next ordinary committee meeting would be taking place on 9th May 2019 as a workshop to discuss the Creation of a litter and fly tipping strategy.