Minutes of the Remote General Meeting of the Penally Community Council held on February 10 via Zoom:

Inspector Reuben Palin from Dyfed Powys Police and Sinead Henehan attended prior to the start of the meeting to update the Council on matters appertaining to Penally Camp.

Sinead advised the Council that the Pembrokeshire County Council had prepared a press release, stating that the Home Office had recently re-confirmed to the Council that they are preparing a planning application to allow the temporary use of Penally Training Camp to continue for a further 6 months (beyond March 21, 2021).

Questions raised by Councillors included:

• Why are the Home Office having to apply for planning permission now, having already occupied the Penally Training Camp for five months? – The first six months of occupation is under emergency planning consent. For the continued use of the camp to temporary house persons, planning permission is required.

• Will Penally Community Council be consultees in the pre-application process? – As with any planning application and pre-planning application Penally Community Council will be consulted.

Sinead confirmed that Pembrokeshire County Council will be compiling a list of ‘Frequently Asked Questions’ for distribution, but if anyone has any questions in the meantime they should email [email protected]

Inspector Palin confirmed that there were no Covid 19 cases within Penally Camp; and persons were continuing to be moved from the Camp to distribution centres within Wales but, due to Government imposed restrictions regarding travel, no new residents are being moved in. All persons within the camp have received information, translation provided if required, regarding the current Covid-19 Government imposed restrictions and advised of the consequences if such are not adhered to.

CHAIRMAN’S REPORT

Clr. P Bradbury’s report stated: At the proposed Annual General Meeting of Penally Community Council to be held in May 2021 I will have been the elected Chair for 5 years.

This period has been a turbulent period for the Council and I acknowledge and am extremely grateful for the support and encouragement I have received from the Clerk and all Councillors. However, after serious consideration, I hereby give notice that on April 30, 2021 I will retire from the Penally Community Council.

I will continue to work as usual up to that date ensuring the business of the Council continues without interruption and also give Councillors an opportunity to consider options for the AGM a few days later.

Clr. Neal advised the Chair that he would be greatly missed and acknowledged all the time and effort that Clr. P Bradbury had given to the Community Council over the past years.

MATTERS ARISING

Builders rubbish left on the Pembrokeshire County Council owned grass verge, opposite The Grange – This remains and has been added to increasing the problem. The Clerk will report this major hazard once again to the relevant authority.

CONSIDERATION OF CORRESPONDENCE

• Email received from the Penally History Group, advising the Council that the Information Boards are just awaiting the final design touches and should be available for approval at the March 2021 meeting.

• Email received from Friends and Neighbours – A friendship group funded by the Welsh Government, to offer friendship to Asylum Seekers via virtual meetings. If any member of Penally Community would like to attend any of these virtual meetings they should contact the Clerk on: [email protected]

• Email received from Clr. C Bradbury advising the Council that she will be retiring as a Councillor as from April 30, 2021

• Email received from the Ministry of Defence – Notice of Firing.

No firing is planned to take place for the foreseeable future, although the Range could still be used if there is an urgent operational requirement. A new firing Notice will be published prior to any firing taking place.

PLANNING APPLICATIONS

NP/21/0014/FUL: Installation of arrivals lodge with associated infrastructure and ancillary landscaping works, at Lydstep Beach Holiday Resort, Lydstep Haven - Following consideration of all information provided by the Planning Authority, Penally Community Council do not have any objections or concerns regarding this planning application.

Pre-Planning Application for Heatherton World of Activities - Following consideration of all information provided, Penally Community Council have no objections or concerns regarding this pre-planning application.

COUNTY COUNCILLOR’S REPORT

County Councillor Jon Preston reported:

Covid-19 vaccination roll out - Mass vaccination centres (MVC’s) have been set up to provide a safe environment with the space to maintain social distancing. This enables more people to be vaccinated as efficiently and as possible.

Tenby Leisure Centre, Marsh Road, Tenby, SA70 8EJ is our local MVC which has free parking for attendees, is wheelchair accessible and has disabled toilets available. For anyone who may find it difficult to attend a vaccination appointment there is help available to support people with transport to the centre. More information can be found at https://hduhb.nhs.wales/COVID19-Vaccination or I can be contacted directly to help find suitable transport via the Hywel Dda support services. The Pembrokeshire community hub is also still available to offer Covid related support.

Penally camp: call for evidence - I would like to remind council that the call for evidence from the Independent Chief Inspector of Borders and Immigration, invites anyone with knowledge and experience of the Home Office’s use of hotels and barracks as contingency asylum accommodation to submit evidence. I shall be submitting evidence in my capacity as the local member and Pembrokeshire county council is collating an account of operational feedback of their experience regarding Penally camp since it was repurposed by the Home Office last September.

Reports of ‘camp closure’ - Councillors may have read some reports which have suggested the ‘Penally camp closure’.

There remains no timetable for the return of the camp to the MoD and the process of the service users being transferred out of the camp is part of the asylum process.

There are also cases of service users who have been successfully supported by legal teams and have been removed from the camp.

The Home Office state that they are committed to keeping the process running as efficiently as possible, but this is very much dependent on the availability of dispersal accommodation.

As many will be aware Wales provides agreed supported accommodation area’s in Swansea, Cardiff, Newport and Wrexham whose local authorities have been pro-active in the support of asylum seekers and the resettlement of refugees. A 2020 report from the Office of National Statistics supports this with a detailed analysis on the asylum and resettlement process in Wales and the remainder of the UK.

Recovery of expenditure - Following a question I put to the Head of Finance at PCC regarding the recovery of expenditure from the Home Office, it has been estimated that the cost of providing services to Penally camp are in the region of £55,000 per month.

Despite attempts to recover these costs from the Home Office there has been little, or no progress made. I have written to Simon Hart MP to seek his support in recovering this substantial cost to the local authority.

I have also raised the matter of the absence of a planning application. If no approval is granted before March 21, there will exist a possibility that enforcement action may be taken by the local authority. Due to the timescales this would involve, it is my understanding that the Home Office could continue to use Penally camp for an extended period ‘by default’.

I have asked for assurance from our MP that the Home Office will ensure that the return of Penally camp to the MoD is managed without the need of enforcement action and avoid further distress and uncertainty to those already affected by this situation.

War memorials grant scheme - The War Memorials Trust is providing grants for the repair and conservation of free-standing war memorials. These grants are intended to help those who are responsible for the upkeep of war memorials.

The grants support the care and preservation of war memorials to a high standard, and to prevent the decay of this important part of our heritage. Grants of up to between 25 per cent and a maximum of 75 per cent of eligible costs may be applied for. The maximum grant is capped at £5,000 for non- freestanding war memorials while freestanding, non-beneficiary war memorials may be considered up to a maximum grant of £30,000. The fund is open to anyone to apply; individuals or organisations, including councils. The closing date for applications is March 31, 2021.

Misuse of public litter bins/fly-tipping - There have been more incidences of public litter bins being used to discard domestic household rubbish. The most recent one being the bin at the play park off School Lane.

This was reported to PCC by a local resident and the bin was emptied. However, experience tells me that if public bins are repeatedly mis-used in this way they will be removed by the council.

However, where there is enough evidence to proceed with an investigation this would be the first route I would pursue with environmental services. We have had two reported cases of fly tipping in the village this month.

One which is in a similar location to a previous incident and another which looks like the waste from a construction project which will require significant resources to remove. Fly tipping is an environmental crime and offenders can be prosecuted.

PCC have a dedicated Fly Tipping reporting line: 01437 775253 or email: [email protected]

REPORTS FROM COUNCIL COMMITTEES

On Behalf of the Grounds Committee, Clr. C Bradbury reported:

During general maintenance in the village Smart Gardens will remove all dead shrubs from the planted area at the Penally Heights entrance to the village. This will be left until a decision on replanting by Councillors takes place.

We have been informed that there is funding to replace some of the fencing adjacent to the playing field and the children’s play area.

Fly tipping in the village has once again been reported.

We still have had no response to our enquiries about removal of the spoil heap on the playing field.

In March the grounds maintenance contract is to be renewed. The Clerk will ask those interested to tender for this.

Contact has been made with Mark Smeezum who will be happy to undertake tasks around the village. Discussion has taken place about refurbishment of the village pump which has been high on the council’s agenda for some time. If after discussion amongst councillors this is still considered to be a high priority Mr Smeezum can be given the go ahead.

The War Memorial Grant Scheme was discussed and it was agreed that Penally War Memorial, at this point in time, is not in need of any works.

AGENDA ITEMS

To receive any updates regarding Penally Training Camp:

The following concerns were raised by Councillors - Will the Pre-Planning application be for six months? – This is unknown at this point in time but presumed to be for six months

If the Home Office apply for six months continuous use in April 2021 and are successful, are they then able to apply for a further six months in September 2021? - A response is awaited from the Planning Authority regarding this question.

To consider the grass cutting contract: The Clerk advised the Council that further information was awaited. Once the information is received the Clerk to circulate the final draft of the contract to all Councillors for their consideration, and then if agreed the relevant advert to be placed in the Tenby Observer and all Tenders considered at the March 2021 meeting.

To receive an update regarding potential projects which have been put forward by Councillors - Clr. Snow reported to the Penally Community Council that the top three choices of projects within the village for the Council to consider are: a) Planting at the West end entrance to Penally Village; b) Information/notice boards at various locations within the village; c) The purchase of a printer to be used by the community.

Following discussion, the following points were made: a) Clr. C Bradbury will liaise with the handyman and arrange for planting to take place, with current Government imposed Covid-19 restrictions being adhered to; b) The Clerk advised the Council that consideration should be given to the possibility that planning permission may be required. Clr. Snow to make further enquiries and report back to Council at the March 2021 meeting; c) Questions were raised as to where the printer would be stored, how it would be accessed by the Community and who would be responsible for the replacement of inks and repairs.

The Clerk advised the Council that the Penally Community Council pay towards the hire of a printer with the costs covering the replacement inks and repairs.

The cost of copies is minimal and can be used for the printing of Penally Crow News (as offered previously). Consideration to be given an application being made to the Lottery Community Fund Grants for the purchase of the information/notice boards and a photocopier.

Clr. C Bradbury requested confirmation that works can commence regarding the restoration of the Water Pump within the village. It was confirmed that a resolution had already been passed and works to commence as soon as possible.

To consider how Penally Community Council can communicate with more residents of Penally either by email, social media, Royal Mail etc - No further action on this agenda heading at this point in time but Councillors agreed that it should be reconsidered regularly.

To receive any responses to correspondence, sent by Penally Community Council, raising concerns that the Government Imposed Covid 19 restrictions are not being effectively enforced - All Councillors confirmed that they had received a copy of the responses received from Dyfed Powys Police and Pembrokeshire County Council.

Following discussion Councillors raised concerns regarding the number of persons visiting the area from away and also the number of persons not adhering to the Government imposed restrictions put in place to protect the community from Covid-19. It was noted that this is not just a Penally Ward issue.

It was agreed that the Clerk would draft a suitable letter raising such concerns for onward submission to relevant persons and authorities.

The next meeting will take place on March 10.