Among matters discussed at the April meeting of Pembroke Town Council were the following.
Pembroke Story Project: Clr. Asman as project officer, informed council that her view minute 273 was incorrect and should read 'that permission was granted by council for the display to be installed in the Town Hall three weeks prior to the Pembroke Festival' and not two as recorded in the minutes.
Following discussion, approval was given for the display to be installed three weeks prior to the festival and remain in situ for approximately three weeks after the event.
The exhibition will be open to the public during normal office hours, ie. Monday to Friday from 9 am to 1 pm provided that the exhibition is supervised by a project officer or a suitable volunteer.
Seafair Milford Haven 2010: Clr. Nicholas informed council that together with the clerk, Mr. Hugh Colley, he had represented the council at a meeting to discuss the event to be held during July 2010. Three nations will be participating in the event and it is envisaged that Pembroke will be a host port. Lessons had been learnt from previous events and as a result, the funding provision will be different from previous years.
Play areas: Clr. Jones informed council that he was in possession of further information regarding the provision of adventure trail play equipment within the town and envisaged that real progress can be made in the near future.
Planning applications: Clrs. Collins and Llewellyn as an elected member of Pembrokeshire County Council declared an interest in this matter.
Erection of garage and extension to dwelling at Lords Meadow Farm, First Lane, Pembroke (council would support approval); installation of wind turbine at Pembroke School, Pembroke (council would support approval); change of use from non-residential to financial and professional, new shop front, two satellite dishes and air conditioning units at 38 Main Street, Pembroke (council would support approval subject to suitable lighting and signage being installed).
Pembroke Amateur Boxing Club: A request had been received from the club requesting financial assistance towards a boxing tournament to be held at the Pater Hall, Pembroke Dock, on Friday, May 15. It was resolved that a donation of £50 be provided. The club was to be reminded that such applications would only be considered during the February and September meetings when similar applications were considered. Clr. Mrs. P. Llewellyn abstained from voting on this matter.
Dyfed Powys Crime Prevention Trust: Correspondence had been received from the Chief Constable of Dyfed Powys seeking financial support from councils to maintain the current level of service provided by the Bobby Van Scheme.
Ideally, a donation of £200 from each council within the force area (on a continual annual basis) would enable the maintenance of the full time presence in each county.
It was resolved that £200 be provided for the 2009/10 financial year under S31 Local Government and Rating Act 1997. Future financial support would be reviewed annually when the precept requirement was considered by council.
Audit 2008/2009: The clerk informed council that the auditor that conducted the annual internal audit was currently unable to perform this role. The clerk had contacted Mr. Rowland Edwards who had agreed to undertake the role on a temporary basis.
Mr. Edwards had considerable experience as a former town clerk to Pembroke Dock Town Council and as treasurer of a number of organisations. He was therefore both competent and independent.
It was resolved, Mr. Edwards be appointed internal auditor for 2008/09.
Pembroke Borough Silver Band: A letter had been received from Pembroke Borough Silver Band, requesting a donation towards insuring the musical instruments. The figure requested being £214.26. This was agreed.
Applications for financial assistance: Clr. Perry informed council that that whilst successful applications made to council for financial assistance were recorded in the minutes, details of unsuccessful applicants were not recorded.
Clr. Perry proposed that it would be good practice and for transparency that the details of all applications be recorded.
Following a vote, the proposal was not carried.
Conservation Areas: Clr. Blackburn informed council that a Conservation Area assessment should consist of three stages with proper consultation taking place at each stage. It would appear that this procedure would not now occur which in her opinion, was completely unacceptable.
Clr. Blackburn proposed that a letter be sent to Pembrokeshire County Council seeking clarification of the following points: would the current assessment process in respect of Pembroke consist of three stages and would it include public consultation? would Pembroke Town Council be invited to participate in any future consultation process? in the event of a stakeholder group being formed, would Pembroke Town Council be invited to be a member of that group?
It was resolved that clarification be sought from Pembrokeshire County Council.
Town Hall hiring charges: Mrs. Suzie Thomas, the council's responsible financial officer, informed council that it was normal practice to review the current hiring charges at the commencement of the financial year. It appeared that a number of organisations would encounter difficulty should the charges be increased and she recommended that the charges remained unchanged for 2009/10. This was agreed.
Employment of seasonal handyman: The clerk informed council that arrangements were in hand for Phase 2 of the Pembroke Enhancement Scheme which would entail purchasing 17 additional flower baskets extending the floral display from Hamilton Terrace to East End Square. In addition, he suggested that seven barrier baskets be purchased and mounted on the railings at The Chain Back. The items to be purchased from Plantscape, the total cost being £1,328.80 with free delivery and mounting brackets.
It was resolved that the clerk proceed with ordering the items. Clr. Nicholas informed council that Bush Nurseries were prepared to supply the plants as in previous years. In addition, they had offered to take responsibility for the watering, feeding, dead heading etc of the displays. Should the offer be accepted, watering would take place approximately three times per week at an hourly rate of £7 per hour. In his opinion, this would ensure that the plants receive regular care and this option should be given favourable consideration by council. This was agreed. The employment of a seasonal handyman was left in abeyance.
Capital projects 2009/10: The clerk presented a schedule and progress report on the following major capital projects: cooking facilities - work had already commenced on this project; heating system - the council had been strongly advised to employ a heating consultant to oversee the entire project including the drawing up the tender documents, specification, contracts and overall management of the entire project.
It was resolved that Bullock Consulting be employed as heating consultants for the project.
CCTV system: Four tenders had been received. The clerk recommended that due to the large amount of technical data contained in the documents, that a Tasking Group be formed to consider the quotations and subsequently to make recommendations as to which tender to accept. Clrs. Jones, Nicholas, Collins and Perry agreed to be members of the group.
Replacement floor covering: The clerk recommended that this matter be held in abeyance until the other matters had been attended to.