Council Minutes July 2019
PEN-Y-FFORDD COMMUNITY COUNCIL
Minutes of the Meeting held in the War Memorial Institute on
Wednesday 10th July 2019
Present: Councillors Mr R Bestwick (Vice Chairman) Mr J Priddin, Ms C Hinds, Mr D Walker, Mr R Wakelam, Mrs P Ransome, Mr P Blackman, Mrs M Jones, Mr D Williams, Mr M Rothero, and Mr A Bakewell (Youth Representative)
Absent:
In attendance: Mrs S Hughes, Clerk & RFO to the Council
17 x Members of the Public
71. Apologies
Apologies were received from Councillors Mr A Wight, Mrs E Davies and Dr J Smith-Bellis.
Due to having a number of residents at the meeting, the Chairman proposed that the order of business be amended to allow for Public Questions which as agreed by members. The Chairman welcomed the visitors and members gave introductions.
72. Public Questions
The Chairman made reference to the Standing Orders for timings of Public Questions and informed the visitors that they would endeavour to take as many questions as possible.
Q1. The school transport charges for Year 7 students travelling to Castell Alun School (for residents who live past no.30 Penymynydd Road) was only received 3 days before the end of term. However, some children who live on what FCC have called a ‘dangerous route’ are not required to pay, but children who live in Penymynydd would have to walk this ‘dangerous route’
One resident advised that he has driving the route to both Castell Alun and The Elfed and in fact Castell Alun is his closest school.
Comments were made that the children have all undertaken their moving up days at Castell Alun with no reference of option for the Elfed.
A1. Cllr Williams advised (under his capacity as County Councillor) that he has and is continuing to speak with Damian Hughes FCC Education as this information had also come out of the blue to him. At present he was unable to offer any more information but asked any residents who were affected by this change to provide him with their contact details and he will communicate with them individually once he has more information. He feels that this has been underhand and needs to be fought.
Mr Bakewell (Youth Rep) stated that the introduction of Post 16 Transport Charges have been spoken about for a number, however, Yr 7 Charges has not been and has been sprung on parent.
Q2. The recent double yellows has now restricted parking on Chester Road and has affected residents who have no driveway. There is no parking allowed at the British Legion or War Memorial Institute.
A2. Cllr Bestwick responded by informing residents that this was decision made by FCC and not the Community Council. Cllr Williams (under his capacity as County Councillor) circulated a breakdown information sheet. He explained that serious complaints had been made by residents over the years to FCC Highways. At the last meeting with FCC Highways he was told that if we did not agree and an accident occurred exiting the car park we would be liable. He has since spoken with Steve Jones, Chief Officer of Streetscene who is now actively involved, he too is not happy with the lines in the layby and will be considering removing them. As County Councillors he and Ms Hinds are liaising with individual residents to look at alternatives for loss of parking.
Cllr Ransome advised that this topic did generate a lot of discussion in council but FCC Highways made the final decision.
Cllr Williams stated that during the planning process of the Co-op there were numerous talks with FCC Highways to improve the road infrastructure and road safety, but there was not a great deal of support from FCC Planning, however, since then FCC have agreed to meet and look at the whole village for road safety improvements. He will publicise the areas that will be looked at on social media in advance of the meeting for residents to make comments.
Q3. Could the old School land not be used for parking?
Cllr Hinds responded by informing that at present FCC are not confirming the use of this land.
Cllr Hinds stated that FCC School Policy is that if parents choose to send their children to a school other than their closet school then you are required to pay for transport.
Q4. People are still driving through the ‘Access Only’ at the top of Penymynydd Road and also driving at speed around the corner.
A4. Cllr Williams is aware of this, however, it is actually a police mater. He said that the bend in the road was contested at the time but was told that it would act as a natural calming measure
The Chairman asked whether anyone was in favour of double yellow lines which was answered with yes, but in the appropriate places.
Q5. The bridle path on Penymynydd Road is extremely overgrown and requires cutting.
A5. The Council will report this to FCC Streetscene and request it to be cut.
Q6. The fences and hedges by the Red Lion are overgrown and need cutting.
A6. Cllr Bestwick advised that the Environment Working Group are actually in the process of undertaking a review of all hedges in the village.
** 13 Members of the Public left the meeting at 6.55pm
The Clerk had received an email from Mr & Mrs Foley which they have requested to be read at the meeting and minuted. The letter stated :
· PEDESTRIAN SAFETY - walking down Vounog Hill recently and a primary school aged young girl came out between parked cars. Why no yellow lines?
· SPEEDING CARS - so if humps don’t stop speeding, then why do Highways think removing parked cars will do the job.
· RESIDENT PARKING - Have not met one resident of Chester Road who complained about parking. In fact the community council, by agreeing to wishes of Flintshire Highways, have managed to devalue all their properties. Who would want to buy a property with no on or off street parking.
· LACK OF COMMUNITY SPIRIT - Very disappointed with some of our community buildings slapping NO PARKING notices on cars of residents who have little or no access to on or off street parking. No friendly discussion with said residents. “Very Community“
Cllr Blackman commented that it was felt that the British Legion was being singled out for not allowing parking. He explained that this is not actually a community building and that it is a private members club. Why not park at the Osteopaths, Jemoleys or Chip Shop? He advised that there will be gates going on the British Legion which will be locked during the daytime. The WMI currently has no parking in preparation for the imminent building work.
Mr Bakewell stated that there are no parking facilities in the village and this could be highlighted to FCC that more space and facilities are needed.
Cllr Wakelam advised that there could be future parking facilities at the proposed community centre, however, this would not be for a couple of years.
71. Visitors
i. PCSO Andrea Ellis was unable to attend the meeting and provided an updated report:
Anti-Social Behaviour Issues/Trends:
1 x Report of an ASB whereby youths were reported at the allotments. The informant did not know who the youths were. I have tried to review the CCTV footage but it seems the camera has been switched off. Therefore, unable to identify those responsible. This occurred on youth club night. Currently liaising with the youth club and conducting patrols in the area.
1 x report of an ASB in the Crossways area – this was a loud party.
1 x concern for a female at Penyffordd Railway station – Officers attended and female located safely.
1 x report of a suspicious circumstance whereby a male had been seen in the village walking up and down a street. Officers attended but the male had left the area. No reports of anything criminal have been reported as a result.
1 x RTC in the car park of the Millstone.
Other News/PCSO activities:
1 x Report of a criminal damage to the old clinic on Melwood Close. Officers have attended and youths are responsible. Pictures have been provided of the suspects and this incident is currently being investigated. (Update – The suspects in this report are youths and all parents have been visited).
ii. Jamie Bennett, FCC Street Lighting had requested to attend the meeting to provide the council with a update on their street lighting following a meeting with the Clerk, however, this meeting was postponed and will now take place during the summer recess and Jamie Bennett will attend the September meeting.
** 1 x resident left the meeting at 7.05pm and the meeting returned to usual business and moved to the finance agenda.
72. To Receive any Declaration of Interest – Members Code of Conduct
There were no Declarations of Interest received.
73. Minutes of the Council Meeting held on 12th June 2019
RESOLVED: these were approved as a correct record and signed by the Chairman.
74. Matters arising
Min 44 - The letter to WAG has not yet been sent as further information is being awaited from Cllr Wight.
Min 323 – The Clerk reported that she has spoken with Ian Williams with regards to the agreed repairs scheduled for the bus shelter and the safety barrier outside of St Johns School. He advised that the railings should have been done in June but was postponed due to the bad weather, they will be done in time for the school reopening in September. The bus shelter contractor has gone under, so he is now having to get additional quotes for the repairs. Whilst he is doing this, he also mentioned that the guttering on the Hawarden Road bus shelter needs repairing so he will do this at the same time.
The new play area sign for the Millstone should be getting fitted today and all the work at the Groves was done yesterday which will now be part of their routine maintenance.
IW also advised that our two noticeboards have now been received and will arrange a site meeting with Cllr Williams to confirm the exact locations.
Min 47 - The Council has written to North Wales Fire Service and they have replied advising that this would be a matter for the Fire and Rescue Authority. They have suggested that a way forward might be for a member of the Community Council to attend one of the Fire and Rescue Authority’s Planning Working Group meetings in January to present the case.
RESOLVED: the council will write to the Fire and Rescue Authority to request attendance at their January meeting.
Min 52d - The Best Kept Village Competition was judged on Thursday 4th July. Members expressed their appreciation to Glyn Davies for his extra efforts in ensuring that the village was tidy.
Min 56 - i) A response from the Head Teacher of Ysgol Penyffordd was received and she has advised that the school will be holding an Open Evening on Tuesday 17th September 4.30pm – 6.30pm whereby the Community Council is invited. iii) A response from Colin Everett was received in relation to our letter seeking assurance of the school land. He has advised that as the school is still operational to cannot be declared surplus to requirements at this early stage. They have already given a commitment that they will engage with the local members, the community council and the community over options for the future use of the site once they are ready. We have also given a commitment to prioritise the protection of some open space at the site for the benefit of the community.
Cllr Ransome questioned whether meeting with Ysgol Penyffordd and FCC has been arranged yet? The Clerk advised that a date has not yet been confirmed.
Min 57b) To date a formal complaint has not been sent as information is being collated, however, Cllr Wight has had a meeting with Andrew Farrow (details of which he has circulated) and therefore proposed to defer any formal letter being sent.
Members agreed that as communication has commenced to rebuild the relationship no letter should be sent at this time.
RESOLVED: that a formal letter of complaint to FCC should not be sent at this time.
Min 57 dii) A response from FCC was circulated to members via email in relation to providing assurances that the school crossing will be in place for the new school opening in September.
75. Reports from County Councillors
Individual reports were circulated by both County Councillors referencing schooling, transport, infrastructure and planning. Cllr Williams advised that they will endeavour in future to provide one combined report.
Cllr Ransome wished to thank them both for taking the time to do the reports as she had found them very informative.
RESOLVED: the reports were received and noted.
76. Parking Restrictions – Double Yellow Lines
The Chairman advised that as matters relating to double yellow lines had already been discussed within the public questions and are currently being dealt with by the County Councillors nothing further was to be discussed.
77. Flintshire County Council – Environmental and Parking Enforcement Funding Scheme
Following the correspondence received and discussed in June the Council requested additional information from FCC in order to consider this scheme further. The below response to the questions has been received:
1 What Enforcement is FCC currently providing for the village; how many hours & what times of the day ?
FCC currently enforce parking, littering and dog fouling by patrol. Monthly patrols take place in Penyffordd and these have been predominantly around the restrictions area to the clock tower. During the last few weeks however, there has been a heightened daily patrol due to the new restrictions in place by the SPAR on Hawarden Road. Officers will also attend around the areas of Penyffordd and Penymynydd on an ad-hoc basis and if anything is witnessed that needs dealing with then they will investigate accordingly. Any calls into the Streetscene Contact Centre would be recorded and passed through to the team to be logged and dealt with. Sidewaste, Flytipping and Abandoned Vehicles are also covered by the team but these are dealt with outside of patrols.
2 Why will FCC receive all the revenue from the penalties ? Could this not be shared with the Community Council ?
The revenue generated through any charges will cover the administration and back office costs. This includes all costs associated with reporting and supervision, as well as the administrative duties associated with managing receipt of payment, appeals and attendance at court.
3 How many penalty notices have FCC issued within the villages during the last 12 months ?
There have been 11 PCN’s issued in Penyffordd / Penymynydd since 2014 – one of these has been since the new restrictions have been in place.
Due to the ongoing issues with the yellow lines, it was felt that no decision could be made at this time. Cllr Walker informed members that this item was on the County Forum agenda and was deferred and therefore proposed that this also be deferred until September.
Cllr Blackman raised that the Enforcement isnt solely for parking but also covers relevant issues within the village such as dog fouling and fly tipping.
The Clerk informed members that FCC require responses by 17th July.
RESOLVED: this item will be deferred until September. The Clerk will write to FCC by the 17th July and inform them that in line with the deferral at the County Forum Meeting (next meeting not due until October), the Council have also taken the decision to defer until September.
78. Anti-Social Behaviour
Cllr Wakelam reported that he has received a number of complaints about indecent behaviour in Penymynydd Woods, one of which was young children witnessing an act, and suggested looking into condition which prevents cars from parking up.
Cllrs Hinds and Williams advised that they too had received similar complaints and had received a suggestion of installing No Stopping in the laybys.
**Cllr Blackman left the meeting at 7.40pm
Cllr Wakelam also reported ASB issues at the Millstone relating to drug use, including nitrous oxide (also known as laughing gas). This is a lethal drug and is killing young people. He did report this to the police, however, when they have visited they said that there was no evidence of this. The issue seems to be more apparent on the same evening as the Youth Club.
A request will be made to PCSO Andrew Ellis to increase patrols immediately of the areas and especially with the forthcoming school holidays. Cllr Wakelam questioned whether parents could be more involved more. Mr Bakewell stated that as a youth he is fully aware of this issue and witnesses it openly, however, not all the youths currently involved with drugs within the village are necessarily from the village and could be coming from other villages.
Cllr Wakelam also expressed concern of the restrictions placed on Youth Leaders at the Youth Club as they are not able to leave the building to monitor/safeguard children.
RESOLVED: Cllr Wakelam will make enquiries as to options available for restricted parking on the woods and will report at the September meeting. A request will be made to the police to increase patrols immediately with regard to drug use.
** 1 x member of the Public left the meeting at 7.55pm
79. Working Groups
Environment –
a. To receive a report of the meeting held on 19th June 2019. They wished to express appreciation to Glyn Davies for attending the meeting and his valuable feedback. The Working Group are undertaking a footpath survey of the village to identify overgrown and hanging hedges, trees etc.
Cllr Ransome reported that a young pupil Miss Wilson Jones from Ysgol Penyffordd attended the meeting and had expressed interest and enthusiasm for the village environment and wants to help. She posed some interesting and informed questions regarding recycling and planters. Cllr Hinds is assist Miss Wilson Jones with preparing a letter for Steve Jones Chief Officer FCC Streetscene
Cllr Bestwick reported that they have been looking at additional seating for the Millstone with two options, wood and metal (FCC have recently installed a metal Pod in Pontblyddyn should anyone wish to view). They have asked Mr Bakewell and Miss Wilson Jones to put these options and designs to their peers. Mr Bakewell advised that the feedback he has received is the preference of a metal pod with wi-fi facilities.
Mr Bakewell advised he is currently looking at options to purchase trees, shrubs etc with the grant received from Grow Wild to ensure these are purchased before the deadline. They will ensure the Clerk is updated on the progress.
Cllr Ransome reminded members that Ysgol Penyffordd are happy to share any unwanted items/equipment with the community once the school has closed.
Cllr Bestwick advised that FCC have confirmed they will be fitting the new waymarkers for the circular walks within the next month.
RESOLVED: the report was received and noted.
Community Centre -
a. To receive a report on the meeting held on 3rd July 2019.
Cllr Wakelam reported that the Group met last week and the business plan has been circulated to interested parties. They will need to speak with the Scouts who also currently have an active CAT request with FCC as this could delay any progress.
The Management Committee have appointed a Chair and Vice Chair, but still need to appoint a Booking Secretary and Treasurer.
Cllr Williams advised they have met with the Scouts, who on the whole are on board. The next move will be to obtain a firm commitment from them.
Cllr Williams will co-ordinate the next meeting of the Working Group and also Management Committee.
RESOLVED: the report was received and noted.
Engagement – The Working Group has not met. Mr Bakewell agreed to take over the responsibility of co-ordinating the first meeting of the group.
As the Working Group has not met, the Council will not be participating in this years village scarecrow competition and the Annual Community Awards will have to be delayed.
RESOLVED: Mr Bakewell will co-ordinate the first meeting of the Working Group. The priorities of the group is to appoint a Chairman of the Group and review the Annual Community Awards application and criteria.
**1 x Member of the Public left at 8.10pm
80. Penyffordd War Memorial Refurbishment Project (Section 106 Agreement)
i. Planning has now been approved and advertising has been placed for the Invitation to Tender in the newspapers, website and noticeboards. The closing date will be 26th July, which that evening the Clerk will meet with a Councillor to open the tenders which will be circulated to the WMI Refurb Committee (and reps from the WMI).
Cllr Wight has informed the Clerk that Cllr Williams has been asked to enquire about having the FCC install the drop kerb for the new entrance onto Chester Road to enable access for site traffic. Also quotes have been requested for the gate to fill that new entrance and these will be forwarded to the Clerk. They should be below the £5,000 threshold to require a meeting of the Sub-committee.
Cllr Ransome asked the Clerk is she had received any communication from the WMI with regard to the Terms of References provided to them? The Clerk confirmed no communication has been received back. Cllr Ransome suggested that a member should endeavour to attend the next WMI Meeting at the end of the month. Cllr Williams confirmed he will be attending. He emphasized his willingness to assist the WMI in obtaining grants and to date this offer has not been taken up by the WMI.
ii. A closed (closed due to commercial sensitive information) extraordinary meeting will be held on Tuesday 30th July, 6.30pm in order for the council to receive a recommendation on which contractor should be appointed, this needs to be approved by the council. The Clerk advised that due to time restraints she needs to ensure that the council has a quorum for the meeting so asked members to confirm attendance asap.
RESOLVED: the above was received and noted. Cllrs Priddin, Williams, Hinds, Ransome, Jones Walker and Wakelam all confirmed they would be attending the Extra-ordinary meeting on the 30th July. Cllr Williams will attend the July WMI Meeting and represent the Council.
81. Community Amenities
Cllr Williams and Walker reported that work is progressing well and that the portacabin units will be getting delivered this weekend.
Communication is ongoing with FCC (Colin Everett) with regard to FCC offering a match funding grant (upto £6500) for the purchase of the second portacabin. Cllr Williams advised that the portacabin costs are lower than predicted and will actually be £5750+vat, therefore as the vat can be reclaimed, clarification was sought as to the actual sum the council will be granting.
RESOLVED: the Council agreed that they will grant a sum of £6500 ex vat.
82. Millstone Playing Field
Cllr Williams reported that he has met with FCC and removed the panels to assess the ramps internally. There were two options suggested; option 1 – to fill the ramps with sand bags or option 2 – to fill the ramps with loft insulation. Cllr Williams will be obtaining costs for both of these options.
Due to the time restraints and summer recess, in order to progress with this test Cllr Williams asked the council to agree a budget for this test. Members agreed upto the sum of £500.
RESOLVED: Cllr Williams will obtain costs to fill one test ramp with either sandbags or loft insulation. The Council approved the work to be undertaken during the summer recess up to the value of £500.
83. Melwood Close Play Area
Cllr Wakelam reported that no progress has been made due to awaiting information on whether the land drainage can be rectified.
RESOLVED: this item will be deferred until the necessary information has been received, at that time Cllr Wakelam will request for it to be included on the agenda.
84. The Groves Play Area
Cllrs Hinds and Williams reported that they have received a large number of complaints which they have taken up and been liaising with FCC. They can confirm that the area has now been cut, but is was necessary for it to be done in two stages due to the length of the grass.
Cllr Williams stated that the community has been let down again by FCC’s inefficiency and poor communication. The area was handed over to FCC in May 2019 but this was not communicated to Streetscene and Aura until June 2019. Ian Williams the Area Co-ordinator has confirmed that he will be working on the area over the summer to reinstate the land into a good condition. Cllr Williams praised Ian Williams and Richard Roberts for their work. Cllr Walker asked who would be paying for these repairs and maintenance, as it should not be paid from the S106 payment, the land should have been in a good state of repair on handing over. Cllr Williams fully agreed with this and has already asked this question to FCC and is awaiting a response.
Cllr Hinds advised she has requested a copy of the Service Level Agreement (SLA) which on receipt will be shared with members.
RESOLVED: the report was received and noted. Cllr Hinds will share a copy of the SLA once received.
85. Summer Recess – Delegated Powers
The Council was requested to authorise the Chairman and Vice-Chairman to deal with any urgent matters during the summer recess subject to those matters being reported back to Council at the September meeting.
RESOLVED: the above be approved and any matters arising will be reported at the September meeting.
86. Planning Applications
a) To review and consider Planning Applications received.
Cllr Williams Declared an Interest in item (i), completed the necessary paperwork and abstained from commenting.
i. Ref: Ref: 060050. Demolish existing dwelling and garage and erection of new dwelling and garage. Bryn Yr Haul, Wrexham Road, Penyffordd. The Council object to the size and scale of this proposal. The Council would support the demolition and rebuild of a bungalow.
https://digital.flintshire.gov.uk/FCC_Planning/Home/Details?refno=060050
ii. Notification that the following would be heard at the 26th June planning committee ref: 059613 Erection of a single storey detached dwelling house and single storey garage structure, including all other associated works (retrospective). Talossamme, Abbots Lane, Penyffordd.
This application was approved by FCC Planning. Cllr Ransome expressed unhappiness with this decision. She also expressed that she would welcome Planning Training to assist with a better understanding of the process. The Clerk advised that Planning Aid Wales have recently cancelled an event but will be holding a further one on October. Both Cllrs Ransome and Bestwick expressed an interest in attending.
RESOLVED: the above comments will be reported to Flintshire County Council Planning. Cllrs Ransome and Bestwick expressed an interest in receiving Planning Training.
b) The following Notifications of Planning Decisions made by Flintshire County Council were received.
i. Ref: 059913. Conversion of garage and erection of first floor extension above garage. 2 Corwen Road, Penyffordd. Approved
c) To review Ongoing and Proposed Planning Applications.
i. Redrow Development, Chester Road, Penymynydd – Cllr Walker advised that the 3 warning signs are not clearly visible due to overgrown grass. Also there currently are signs only partially cover by plastic which needs addressing.
Cllr Hinds advised she has been liaising with a resident and visit the site dealing with issues of the springs and flooding.
Cllr Wakelam said since the roadworks have finished there is excess tarmac left on the grass verges and the street sign for Terrace Lane has been damaged.
RESOLVED: the Clerk will contact FCC Streetscene to request that the signage issues are addressed and that the excess tarmac on the verges are cleared.
ii. Penyffordd Single Site School – nothing further to report.
iii. Hawarden Road – Cllr Williams reported that he is aware that the further planning application will be received imminently and expressed that this can not be missed during summer recess. He asked whether members are still in agreement of objecting to this application. Members fully supported the original objection.
iv. Land East of Vounog Hill – nothing further to report.
v. Land (north of) Rhos Road (40) – nothing further to report.
vi. Land (south of) Rhos Road (36 unit of over 55 retirement housing) – nothing further to report
vii. Dobshill (former Council Depot) – nothing further to report.
viii. Proposed Co-op development, Millstone, Penyffordd – FCC have approved the application
RESOLVED: the above was received and noted.
87. Correspondence
The following correspondence was received, acknowledged and noted.
· Two letter from FCC Standards Committee with feedback following further visits to Town and Community Councils. Copies circulated.
Cllr Williams felt that all the feedback received has been generalised rather than personal to each council and requested for feedback for this council. He was expecting feedback stating what has been done well and where improvements could be made.
RESOLVED: the council will request for personal feedback.
· FLVC, Invitation to the 22nd Annual General Meeting and Awards Ceremony, Thursday 12th September 2019, The Clwyd Room, Theatre Clwyd, Mold, 5.30pm. RSVP by Thursday 5th September.
· Save The Date: the Mayor of Mold Cllr Tim Maunders will hold his Civic Service on Sunday 8th September 2019 at 11.00am at St Mary’s Church Mold.
· Summer Playscheme will be running from Monday 22nd July for a period of 5 weeks. The sessions will be held at the Millstone Play Area 1.30pm – 3.30pm.
· The Clerk has been invited and will be attending a pension training session on 3rd September for LGPS regulations and the employer’s responsibility to adhere to these regulations.
· OVW training course – Chair Skills Tuesday 16th July Mold
· A letter from FCC regarding progress on the Deposit Local Development Plan (LDP). A further revision to the LDP Delivery Agreement has been approved by Welsh Government and can be viewed at: https://www.flintshire.gov.uk/en/PDFFiles/Planning/Preferred-Strategy-Consultation/LDPDeliveryAgreement-MainDoc-MAY2019.pdf
The LDP will be placed on Deposit for consultation in September 2019. Prior to this the draft Deposit LDP will be reported to Council on Tuesday 23rd July at 2.00pm seeking formal approval to go out to consultation. Further details on the consultation arrangements and how to comment on the Plan will be issued prior to the start of consultation. In particular, the use of the on-line consultation portal, as an easy and convenient way to comment on the Plan will be encouraged. Objections and representations submitted in advance of the start of the consultation exercise will not be accepted.
Cllr Priddin left the meeting at 9.05pm
88. Members Items (AOB)
· Mr Bakewell questioned whether the council will be writing to FCC regarding the pre 16 school transport to voice the concerns?
Cllr Hinds did advise that the current situation is due to Welsh Government cutting funding.
RESOLVED: the council will write to Claire Homard, FCC advising that we have received strong public representation expressing their concerns that they are now having to pay to transport their children to Castell Alun. There has been a significant increase in Council Tax and now in additional families are required to pay transport costs.
· Cllr Ransome informed members that the Head Teacher has shared with her that following receiving a number of parcels from Amazon, the pupils recognised that the items were received in 6 individual parcels. The Eco Council from Ysgol Penyffordd wrote to Amazon highlighting this and expressing their concern for the environment. Amazon responded to them and advised they are now going to be changing their practice.
· Cllr Ransome stated that for future the council should be more focussed and prepared for the Best Kept Community Competition.
· Cllr Ransome requested the Circular Walk Launch to be included on the September agenda.
· Cllr Ransome requested on behalf of Cllr Priddin that the Council includes as a future agenda item a working group to look at Christmas lighting and decorations.
RESOLVED: this will be included on the September agenda.
· Cllr Ransome advised that the Woman’s Institute have committees that go to national level conferences and this year the majority vote was to raise issues of Local Bus Services and asked if the WI could link in with the County Councillors and Cllr Walker to provide a joint response.
RESOLVED: this was approved.
· Cllr Williams advised that he and Cllr Hinds met with Steve Jones Chief Officer Streetscene regarding bus services which he will circulate a written report. He asked if members could feedback any additional issues or concerns they would like addressing.
· Cllr Bestwick mentioned the wildlife garden in the ground of the old school should be maintained and reinstated. Cllr Ransome advised that the inference from the communication received from Colin Everett is that FCC are unable to formally agree on any use of the building until it has officially become surplus to requirements and that he will honour his agreement regarding land.
The finance and ordinary meetings were closed at 9.20pm
Chair………………………………………………….. 11th September 2019
Minutes of the Finance Meeting held in the War Memorial Institute on
Wednesday 10th July 2019
Present: Councillors Mr R Bestwick (Vice Chair and Chairman of Finance), Mr J Priddin, Ms C Hinds, Mr D Walker, Mr R Wakelam, Mrs P Ransome, Mr P Blackman, Mrs M Jones, Mr D Williams, Mr M Rothero and Mr A Bakewell (Youth Representative)
Absent:
In attendance: Mrs S Hughes, Clerk & RFO to the Council
3 x Members of the Public
91. Apologies
Apologies were received from Councillors Mr A Wight, Mrs E Davies and Dr J Smith-Bellis.
92. Declarations of Interest
There were no Declarations of Interest received.
93. Minutes of the meeting held 12th June May 2019
RESOLVED: these were approved as a correct record and signed by the Chairman.
94. Matters Arising
There were no matters arising.
95. Quarterly Budget Review
i. The Clerk provided the Council with copies of the quarterly summary, budget monitoring report and bank reconciliation (appendix A1-A3). These documents were reviewed and no concerns were raised.
ii. In order to meet the requirements of the financial regulations and internet banking, it is necessary for a programme of regular checks of standing data with suppliers to be followed. This required a member to look through and certify a number of invoices and payment receipts.
RESOLVED:
i. the Council approved the above which was authorised by a member of the Council other than the Chairman.
ii. Cllr M Jones reviewed a selection of invoices and payment receipts which were certified as correct.
96. Dobshill – Defibrillator
Communication from Jessica Satchwell was reported that there have been undue delays whereby her original contact in Wates has since left the company and JS was now required to submit a formal application. An application has been submitted and a response has now been received with Wates agreeing to financial support the purchase of a defibrillator.
RESOLVED: the report was received and noted and the Council will await further information and request from Ms Satchwell.
97. Council Email Addresses
The Clerk reported that she has commenced rolling out the new email addresses which she had scheduled to do in 3 phases, however, she advised due to the summer recess she will roll out the remaining 2 phases together in order to be able to assist people as they transfer over during the recess.
RESOLVED: all members will receive their new email account during the summer recess with a view to them all being fully functional by September.
98. Bank Balances
Bank Balances as at 10th July 2019 Current £7,453.66
(* incs the S106 balance below) Deposit £320,404.81*
Play Area £15,986.33
S106 - War Memorial Refurbishment Project Spend to Date Balance
£9,491.66 £180,508.34
Possible VAT to be claimed (tbc) £1,486.94
Unpresented Cheques
102194 Flintshire County Council Planning App Fees - changing room, Abbots lane £50.00
RESOLVED: the above be received and noted.
99. Accounts for Payment
i. To authorise the following accounts for payment:
ii. To authorise delegated powers for payments during the summer recess.
RESOLVED:
i. The above accounts be processed for payment and was signed by the Chairman of Council and/or the Chairman of Finance. Payments were also countersigned by two bank signatories.
ii. The Clerk will obtain the required two bank signatories in accordance with the bank mandate for payments during the summer recess, these will then be reported in the September Meeting where the report will be signed by the Chairman and/or Chairman of Finance.
91. Members Items (AOB)
There were no items raised.
The finance and ordinary meetings were closed at 9.20pm
Chair………………………………………………….. 11th September 2019
Minutes of the Extraordinary Meeting held in the War Memorial Institute on
Tuesday 30th July 2019
Present: Councillors Mr J Priddin, Mr D Walker, Mrs P Ransome, Mr P Blackman, Mrs M Jones, Mr D Williams,
Absent: Cllrs Dr J Smith-Bellis, Ms C Hinds, Mr R Wakelam
In attendance: Mrs S Hughes, Clerk & RFO to the Council
Due to the absence of both the Chairman and Vice Chairman, Cllr Walker proposed for Cllr Priddin to preside at the meeting which was unanimously agreed.
101. Apologies
Apologies were received from Councillors Mr A Wight, Mr R Bestwick, Mrs E Davies and Mr M Rothero
102. Declarations of Interest
There were no Declarations of Interest received.
103. Double Yellow Lines
Cllr Williams advised that unfortunately Mr Stanford was unable to attend the meeting.
He stated that since there has been an uproar regarding the double yellow lines and in particular the layby, he would agree that these are unreasonable and feels that the width of the layby is wide enough for visibility.
Cllr Priddin feels that the current situation is dangerous and that the layby should be removed with a pavement installed for a safe passage for pedestrians.
Cllr Williams advised that he and Cllr Hinds will be having a meeting on Friday 2nd August with Steve Jones, Anthony Stanford, Sue Thomas and Ian Roberts whereby they will be looking at the whole infrastructure of the village. He will email to all members details of what measure they will be proposing and for comments and additional suggestions.
Cllr Blackman commented that we need to ensure that there is a safe walkway for children to school. At present the current situation means that children will be having to walk on either the road or car park which is unacceptable. Cllr Priddin also added that this safety concern also applies to all pedestrians.
In relation to the children walking to school, Cllr Walker asked Cllr Williams the progress of a school crossing? Cllr Williams confirmed that he has received no further information. Members expressed serious concern and although a letter was sent to FCC and a response received in June, a further letter should be sent as there is now only 4 weeks until the school opens and there has been no consultation on the implementation of a crossing.
Cllr Blackman expressed the community council needs to make sure that they do all they can possibly do to ensure that FCC provide the necessary school crossings for the safety of the children in advance of the school opening.
RESOLVED: Cllrs Williams and Hinds will be meeting with FCC on Friday 2nd August to review infrastructure of the whole village. In advance of the meeting Cllr Williams will circulate to all members the proposal and seek any additional comments of suggestions.
A letter will be sent to FCC regarding concerns of the school crossing. A copy will also be passed to Mrs Mulvey, Headteacher of Ysgol Penyffordd, circulated to all members and a copy will be uploaded to the councils website.
104. Penyffordd War Memorial Refurbishment Project (Section 106 Agreement)
i. The Clerk reported as the council did not receive any tenders she sought advice from the SLCC. As the council have fulfilled their responsibility of an invitation to tender, the council/WMI are able to liaise/approach contractors for quotations.
ii. The Clerk had been passed two costings from Ms Hubber, one of which is incomplete and the other, on advice from Chris Rhodes (Lovelock Mitchell), further discussions would need to be had as there are discrepancies and some costs quoted are extremely high.
The Clerk has liaised with Chris Rhodes and Stuart Guy who both feel that no appointment of contractor can be made at this stage.
The recommendation from Chris Rhodes would be that no decision is made from this meeting, as no tenders were received it has changed the purpose of this meeting. He suggested that a meeting/interview is held with the contractor who has provided a quote to go through the quotation line by line to review costs and ensure that they fully understand what is expected from Phase 1. The quote they have been given he feels may include additional works due to the fact the total was in excess of the £200k. He was expecting the quote for Phase 1 to be in the region of £140-£150k which would include foundation, brickwork, windows, roof – basically making the building water tight.
Cllr Priddin expressed concern that there was limited information due to individuals with the knowledge not being able to attend the meeting
Cllr Williams again stated that he would be willing to assist the WMI in obtaining grants, but he has not been approached to do this.
Cllr Williams proposed that the council write to the WMI requesting them to obtain 3 quotations for each phase of the project.
iii. With regard to the installation of a new gate access, 3 companies were approached to provide quotes, however, only 1 was received back and presented to the council for the sum of £1950. The information which had been provided was limited and therefore members unanimously agreed that they were unsure of the exact works and were unable to compare costings.
RESOLVED:
i. No tenders were received
ii. Due to the limited information, and the recommendations from Chris Rhodes and Stuart Guy, the Council at this stage will not be appointing a contractor. The Council will request the WMI to obtain and provide 3 quotations for each phase of the project and express that Cllr Williams is willing to assist them in obtaining grants.
iii. It was unanimously agreed that there was not enough information to make an informed decision. Further information will be requested from the WMI.
105. Accounts for Payment
To authorise the following accounts for payment:
Cllr Williams informed members that there has been an issue of the roof leaking from one of the portacabins which Flintshire Crane Hire are addressing. He proposed that until the work has been completed to a satisfactory state, that a proportion of the payment should be held back.
RESOLVED: the above accounts be processed for payment and was signed by two bank signatories. The Council agreed to make a part payment of £10,000 to Flintshire Crane Hire and as soon as the roof has been repaired the remaining payment of £4,400 will be processed.
106. Members Items (AOB)
Cllr Blackman raised a safety concern that the Street Operative has been seen working along the bypass. Whilst his dedication is commendable, he is not required to clear this area for his own safety.
RESOLVED: the Clerk will liaise with the Street Operative immediately.
The extraordinary meeting was closed at 7.45pm
Chair………………………………………………….. 11th September 2019