For the purpose of communicating as soon as reasonably possible to our residents, these are the draft minutes taken from the meeting for your information. These have not been passed to the Council for approval and therefore amendments may be made before submitting to the council for approval at our next meeting.
PENYFFORDD COMMUNITY COUNCIL
Minutes of the Annual General Meeting (Hybrid) held on Wednesday 8th May 2024
Present: Councillors Mr P Blackman (Vice Chair), Mrs P Ransome, Mr R Wakelam, Mr D Williams, Mr J Priddin, Mrs L Overington, Mr A Ibbotson, Mr O Thompson, Mr D Walker, Mrs G Nethercott and Miss N Boleyn – Youth Representative.
By Phone/Video: Cllrs A Sloan (Chair) and M Rothero.
Also Present: Mrs Sarah A Hughes, Clerk & Responsible Financial Officer and 2x Members of the Public
1. Election of Chair for the year 2024/25
Cllr Williams nominated Cllr Sloan which was seconded by Cllr Ransome. The Chair asked if there were any other nominations, which there were none.
RESOLVED: Councillor A Sloan be elected Chairman of the Council for 2024/25. Councillor Sloan took the Chair, made and signed the declaration of acceptance of office.
The outgoing Chair wished to thank members for their support and for the work undertaken, which is often behind the scenes. It has been a privilege to represent the community and she will continue to do so. She congratulated Cllr Sloan.
The incoming Chair thanked Cllr Ransome for her dedication and passion during the past 12 months.
2. Election of Vice Chair for the year 2024/25
The Chairman asked for nominations for the election of Vice Chair for 2024/25. Cllr Ibbotson nominated Cllr Blackman which was seconded by Cllr Priddin. The Chair asked if there were any other nominations, which there were none.
RESOLVED: Councillor P Blackman be elected Vice Chairman of the Council for 2024/25, and he made and signed the declaration of acceptance of office.
3. Apologies
There were no apologies for absence.
4. Appointment of members to the following outside bodies.
RESOLVED: the following members were appointed to the outside bodies:
- Penyffordd Tennis Club Cllrs Williams and Rothero
- Hanson Cement Liaison Committee Cllrs Priddin and Wakelam
- Flintshire County Forum Cllrs Walker and Ransome
- Ysgol Penyffordd, Minor Authority Governor Cllr P Blackman
- St Johns the Baptist, School Governor Cllr A Sloan
- One Voice Wales Cllrs Ransome and Walker
- Penyffordd War Memorial Institute Cllrs Ransome and Williams
- Penyffordd Hwb (Youth Club) Cllrs Wakelam and Overington
5. Working Groups
RESOLVED: the council approved the current Working Groups and approved the procedures.
- Community Engagement: Cllrs Ransome, Ibbotson, Thompson and Nethercott. Cllr Ransome to Chair the meetings.
- Environment: Cllrs Blackman, Wakelam, Ransome, D Williams, Thompson, Rothero. Cllr Blackman to co-ordinate the first meeting.
- Infrastructure - Cllrs Sloan, D Williams, Ibbotson, Thompson, Wakelam. Cllr Wakelam to co-ordinate the first meeting.
**6.25pm 1x MOP arrived.
6. Policies and Procedure Documents
The following documents had been circulated to all members prior to the meeting. The Chair asked the Council if these had been reviewed and if any amendments were proposed:
i. To review and adopt the following:
- CCTV Policy - Code of Conduct (Model)
- Complaints Procedure - Data Protection Policy
- Financial Regulations (Model) - Freedom of Information Scheme
- Internal Financial Controls - Investment Statement
- Local Resolution Policy (Model) - Multi Location Meeting Procedures
- Press & Media Policy - Retention Policy
- Risk Assessment - Scheme of Delegation
- Social Media Policy - Standing Orders
Cllr Wakelam highlighted amendments to the CCTV Policy: 5.5 – the wording PC needs amending to laptop/Ipad and 5.6 – to include the addition of CCTV Contractors.
ii. To review and consider adopting the new Staffing Policies:
- Dignity at Work - Disciplinary Policy
- Equality, Diversity & Inclusion Policy - Grievance Policy
- Health & Safety Policy - Lone Working Policy (NEW)
RESOLVED: with the amendments to the CCTV Policy, all of the above policies and procedures were reviewed, approved and adopted by the council.
7. Social Media Admins
RESOLVED: Cllr Priddin, Sloan, Thompson and the Clerk be appointed to the administration of the councils social media.
8. Asset Register
Cllr Wakelam requested the original 5 defibrillator location signs gifted to the council to be added.
RESOLVED: with the above amendment, the Fixed Asset Register be approved.
9. Community Council Insurance Policy
The Council entered into a 5 year Long Term Agreement with Zurich in 2022 and this years renewal, due 1st June 2024 is £2137.50. The Clerk also reported that there are 9 street light columns due to be removed from the schedule imminently, which would reduce the premium by approx. £200.
RESOLVED: the council approved the renewal with Zurich.
10. 2023/24 Meeting Dates
RESOLVED: the following meeting dates for the 2023/24 were approved.
12th June 2024 10th July 2024 August 2024 – Recess 11th September 2024
9th October 2024 13th November 2024 11th December 2024 8th January 2025
12th February 2025 12th March 2025 9th April 2025 14th May 2025
The meeting commenced at 6.00pm and closed at 6.32pm
PENYFFORDD COMMUNITY COUNCIL
Minutes of the Ordinary Meeting held on Wednesday 8th May 2024
Present: Councillors Mr P Blackman (Vice Chair), Mr R Wakelam, Mr J Priddin, Mrs L Overington, Mr D Walker, Mr O Thompson, Mrs G Nethercott, Mr A Ibbotson, Mr D Williams, and Youth Rep Miss Boleyn
By Video: Cllrs A Sloan (Chair) and M Rothero
Also Present: Mrs Sarah A Hughes, Clerk & Responsible Financial Officer and 2x Members of the Public.
11. Apologies
Apologies for absence were received from Cllr Ransome.
12. To receive any Declarations of Interest – Members Code of Conduct
There were no Declarations of Interest received.
13. To receive and approve the Ordinary Minutes of the 10th April 2024.
RESOLVED: these were approved as a correct record and signed by the Vice Chair.
14. To review and report on any Matters Arising from previous meetings
Min 226/203/217 - Cllrs Thompson and Wakelam met with Cllr Arnold Woolley on Monday 29th April and will provide a report and proposed actions for the June meeting.
Min 209 - The rubber matting has been removed from the skate ramps and now awaiting for the replacement to be installed.
Min - response received from FCC Planning Enforcement regarding the Redrow development.
**Due to the presence of the Members of the Public, Cllr Ibbotson proposed to being forward items relating to Dobshill (agenda items 12a and 13b – mins 15 and 16) which was approved**
15. Play Areas (agenda it 12a)
Dobshill Play Area – leaflets were distributed to all residents in Dobshill asking for comments on the approved design and the council received eight responses, the majority were expressing support of the improvements.
Cllr Ibbotson commented that he was in support of the original plan of the pathway running around the perimeter of the play area, but strongly opposes the smaller approved design.
The Chair invited the MOP to speak – Mr Williams whilst welcoming the improvements, he feels that the larger pathway would be much more beneficial and this is something that is needed for the community. Concerns of drainage issues on site.
1x Mop fully objects to the plans for either designs of the pathways, concerns of drainage and safety and considers that it is not required and funding should be spent elsewhere.
As the consultation was undertaken on the smaller design, Cllr Priddin proposed that the council should go back to consultation offering residents 3 options: no installation of a pathway; the approved smaller design or the larger design around the perimeter of the play area.
FCC streetscene have been asked if they can address the overhanging hedge and clearing of the pathway. This is not a job that can be undertaken by the Groundsman and the council may need to appoint a contractor depending on the response from FCC.
RESOLVED: due to comments received, the council will go back out to consultation with 3 options: no installation of a pathway; the approved smaller design or the larger design around the perimeter of the play area. This will be issued as soon as possible and will have a closing date of the end of May.
16. Highway Safety (agenda item 13b)
Dobshill Speed Sign - members considered the proposal from Cllr Ibbotson to purchase and install a dot-matrix speed indicator device on the A549 on the lighting column opposite The Woodlands.
A speed indicator sign on a permanent basis would either slow the traffic down permanently, achieving our objective, or would at least provide reliable data on the long term speeds on the road which can be used in further efforts to address the safety issues. Prices range from £2000 - £3000 for a sign which could be funded from surplus allocations in the budget to the clock tower and / or Dobshill path projects, and with part funding as required from the Community Improvements budget. It was asked whether FCC could fund this?
Cllr Walker submitted an amendment for an additional sign to be purchased and installed on Vounog Hill. Cllr Ibbotson did not accept the proposal and considers that the council should trail the effectiveness at Dobshill. Members voted on the amendments - 7 for; 2 against; 1 abstention.
**7.17pm Cllr Rothero and 2xMOP left the meeting.
Cllr Blackman moved in principle the proposal of 2x speed indicator signs (1x Dobshill and 1x Vounog).
**7.25pm The Chair Cllr Sloan left the meeting and Cllr Blackman as Vice Chair, Chaired the remainder of the meeting.
RESOLVED: the council approved in principle with a majority vote to purchase and install 2x speed indicator signs one for Dobshill A549 and one for Vounog Hill (exact locations to be determined). Cllr Ibbotson will make enquires with FCC regarding any possible funding and seek permission for the signs to be installed, exact costings and locations. This will be included on the June agenda.
17. To receive any Public Questions/Correspondence
Correspondence received and circulated regarding the closure of footpath no.8. It was hoped that the path was due to be re-opened, however, Redrow have requested a further extension to the end of May.
18. Councillor Vacancy
Due to the resignation of Susie Williams and the vacancy, the Clerk advised that in accordance with the Local
Government Act, 1972 (Section 87(2)) the council is required to advertise a Casual Vacancy for a period of 14
days. Should an election not be requested, the council would then be required to advertise for co-option.
RESOLVED: the Notice of Vacancy will be displayed and Flintshire County Council informed. This will be included
on the June agenda.
19. Year End Budget Review
Due to an anomaly in the summary reserve figures, the updated report was resubmitted together with the Year End Report (appendix A).
RESOLVED: The Council approved the above which was authorised by a member of the Council other than the Chair.
20. Internal Audit 2023/24
Members were provided with the Internal Auditors report completed by JDH Business Services.
Conclusion
On the basis of the internal audit work carried out, which was limited to the tests indicated above, in our view the council’s system of internal controls is in place, adequate for the purpose intended and effective, subject to the issues reported in the action plan overleaf. As part of the internal audit work for the next financial year we will follow up all recommendations included in the action plan.
ISSUE - The total of the contracts for Christmas Lighting (with the same contractor) are in excess of the £5000 level at which the Council should obtain three quotations as per the financial regulations.
We have not seen evidence that this contract has recently been subject to market testing.
RECOMMENDATION - Contracts must be awarded as per the financial regulations of the Council
RESOLVED: the report was received and noted. Quotes and the formal appointment of contactors for Christmas Lighting will be undertaken in 2024/25.
21. Annual Return for the Year Ended 31 March 2024
A copy of the Annual Return and supporting papers was provided to all members with the agenda to review and approve for signature.
The Notice of Appointment of Date for the Exercise of Electors Rights must be displayed by 16th June 2024 for 14 days and inspection will be available between 1st – 26th July 2024.
RESOLVED: the Council approved the Annual Return for the Year Ending 31st March 2024 which was signed by
the Clerk/RFO and Vice Chair. This will be submitted with the supporting documents to Audit Wales. The Notice of Appointment of Date for the Exercise of Electors Rights will be displayed by 16th June 2024 for 14 days and inspection will be available between 1st – 26th July 2024.
22. Bank Balances and Accounts for Payment
To report balances of all bank accounts and to review and authorise monthly accounts for payment.
Bank Balances Current £12256.13 Deposit £ 206933.33 Play Area £7460.70
Bank Transfers
12/04/2024 Deposit Acc To Current Acc £10,000.00
Payments Received
10/04/2024 K Jones Sponsor a Tree x2 £64.00
15/04/2024 Mr & Mrs Dalrymple Sponsor a Tree x2 £64.00
19/04/2024 Mr D Williams Sponsor a Trees £120.00
24/04/2024 Mr D Williams Sponsor a Trees £9.00
26/04/2024 Mr A Crawford Sponsor a Tree £32.00
30/04/2024 FCC Precept £41,154.34
Accounts for Payment
Payee Details Amount
Smith of Derby Additional repairs to Millennium Clock £210.00
Jacksons Fire & Security Fire safety provisions - Changing Rooms £262.20
HSL Compliance Legionella Risk Assessment - Changing Rooms £390.00
JDH Business Services Ltd 2023/24 Internal Audit £409.20
RN Electrical Service of CCTV Cameras £567.00
WoodsWork CIC Nature Area Management £380.00
Mr G Davies Expenses £1.59
Mr C Jones Mileage and Expenses £61.89
Mrs S Hughes Mileage and Expenses £47.94
Staffing Cost Apr-24 £4,155.74
Zurich Insurance Annual Insurance Premium (3rd of 5yr LTA) £2,137.50
HSBC Monthly Charge £10.00
NOTE:
- The Solopress invoice previously approved at £194.65 was incorrectly calculated and payment was £236.74.
- The Clerk reported that she has worked 10.2 hours overtime for the month of April and sought approval for payment.
RESOLVED: the above accounts be approved and will be processed for payment. The payment schedule was signed by the Chairman/or Vice Chairman and countersigned by two bank signatories. The Clerks overtime was approved and will processed in the May payroll.
23. Planning Applications
a) To consider planning applications received from Flintshire County Council. The Council also considered any additional applications that may have be received between the issue of agenda and the meeting:
RESOLVED:
i. Notification that appeal has been made to the Planning & Enforcement Decisions Wales (PEDW) in respect of COU/000175/23. Conversion of agricultural building into two residential buildings. The Oaks, Platt Lane, Penyffordd. Objection – the councils original objection will be considered with amendments.
ii. Cllr Walker asked if there was any update on COU/001034/23, Little Mountain Road. Cllr Ibbotson advised that he has tabled a question relating to enforcement issues that will be discussed at the FCC Meeting on 14th May where he will be entitled to a response from the Cabinet Member. He encouraged members and public to attend the meeting.
b) There were no Notifications of Planning Decisions made by Flintshire County Council.
24. Play Areas
b) Millstone Play Area – the Groundsman has advised that the fencing at the Millstone play area would benefit from being strengthened, cost estimated £120.
Cllr Wakelam reported he has been approached by the Caravan site regarding the electricity costs of the CCTV nr the allotment. He has asked them to formally write to the council for consideration. They have also requested that due to ASB issues whether the camera could be statically fixed on a temporary basis? The police are aware of the ASB issues and have increased patrols.
c) Managed Play Areas – concerns that residents are paying management companies with minimal improvements being made. Cllr Williams suggested asking for their accounts for the last 5/10 years and asking where the money has been spent? Cllr Nethercott advised as a resident who pays a management company, they receive information and bill every six months. In the 4 years she has lived there she is not aware of any Resident Association meeting.
Cllr Ibbotson provided information and options on management companies and that after a 5 year period residents do have the opportunity to sack and appoint their own management company. He is also pressing FCC to set up their own management company section to undertake the maintenance works on these areas.
The Chair suggested that this could be taken up by the Community Engagement Working Group to liaise with residents on these developments to gain a fuller understanding of the issues and concerns before any action is taken. Cllr Nethercott will share information she has for her particular management company.
RESOLVED:
b) the council approved the work on the Millstone fencing.
c) the Community Engagement Working Group will include this for discussion at their first meeting and will report back to council accordingly.
25. Highway Safety
a) Corwen Road to Penyffordd Train Station – members considered the proposal from Cllr Priddin regarding the safety concerns on crossing. He asked the Cty Cllrs to raise this with FCC as this has previously been raised by council without success.
Cllr Ibbotson advised there are issues with installing traffic lights at a roundabout on an ‘A’ road. There has been previous proposals brought forward and the crossing is included within the FCC Integrated Transport Strategy. FCC have submitted bids to UK Government for levelling up funding which has been rejected on two occasions. Without funding the planned strategy can not be done, they will keep pushing.
Cllr Williams highlighted that within the planning conditions of the Rhos Road development there was funding for highway safety and asked the Cty Cllrs to review this. He will pass on what information he has to assist them.
RESOLVED: Cty Cllrs Wakelam and Ibbotson to raise this with FCC.
26. Community Facilities
a) Youth Club
i. Members considered the proposal from Cllr Williams for a request from the Youth Club Asset Transfer Group to provide temporary funding to pay for Professional and Architects fees for the first stage of the designs for the Youth club building that is in the process of an asset transfer to be run by the Community. This will be re-paid in full on release of the grant which they have secured.
It was questioned that the information provided from Cadwyn Clwyd was not clear and that further clarification was required from them to clearly state that the grant has been awarded and should the council agree to temporary funding, Cadwyn Clwyd will pay the grant direct to the community council.
b) Changing Rooms
i. It was reported that a meeting was held on 12th April with Ysgol Penyffordd (Cllrs Ransome, Sloan and Clerk, together with Mr Rothero & Mrs Nethercott – School Governors and Mrs J Mulvey – Head) to discuss the installation of a storage shed, outside toilet, fencing and cladding. Whilst it will still need to go to a full Governors meeting they were in full support of the storage and shed, but were unsure on the fencing. JM mentioned that there were options of funding from the FAW for the cladding which Penyffordd FC could apply for.
Cllrs Nethercott and Blackman reported that this was discussed at the Governors meeting and they are happy for the council to proceed with the storage shed and toilet. They did require further information on the fencing which Cllr Williams provided and therefore they will now take back to the Governors.
ii. To consider the proposal from Cllr Ibbotson regarding ongoing costs and to establish a dedicated budget reserve of £10,000 (to be funded from the unused Memorial Garden budget and reserves) and then allocate £1,500 in annual allocations to that reserve in future budgets. This will ensure funds are held in reserves specifically for this purpose and to protect other projects by establishing an upper limit on total expenditure. This would be similar to the Millstone Play Area which has a separate bank account.
Should additional expenditure be required, the council would then need to approach the Football Club, as the primary user group, to request them to consider contributing.
It was suggested that this be deferred until a Changing Room Management Committee meeting has been held. Cllr Williams will co-ordinate a meeting as soon as possible.
Before additional funding is spent, the quality of the facility was questioned as to whether it would be more cost effective to replace for a newer structure.
**8.45pm Cllr Overington left the meeting.
iii. It was reported that work is required on the changing rooms in relation to the shower rooms and external roofing of the units. The Groundsman had prepared reports with indicative costs which were provided to members. He also mentioned that there will be a need for a Caretaker/Cleaner as following the usage by the football club, or any other user, the units should be cleaned to a specific standard. He encourages and asks members to attend a site visit to see the issues for themselves.
RESOLVED:
a) unanimously approved the temporary funding in principle. Evidence and confirmation will be sought from Cadwyn Clwyd that should the council offer the temporary funding, the grant will be repaid in full to the council. Delegated powers were given to the Chair, Vice Chair and Clerk to review the evidence/confirmation and process accordingly.
b) i) costs will be obtained for the storage shed and toilet, together with installation and fitting of the toilet facilities. An estimate will also be obtained for fencing.
ii) with the majority vote the council will earmark a dedicated budget reserve of £10,000 (to be funded from the unused Memorial Garden budget and reserves) and then allocate £1,500 in annual allocations to that reserve in future budgets.
Cllr Williams will co-ordinate a Changing Room Committee meeting as a matter of priority.
iii) the required work to the shower rooms and external roofing will be deferred until the Changing Room Committee meeting has been held.
27. Community Engagement Drop In Events
Other than the agreed event for the Carnival, due to the apologies from Cllr Ransome, this item will be deferred.
RESOLVED: a community engagement banner will be purchased.
28. Council – Email and One Drive Accounts
Information and quotes were provided to members for the provision of council email and ‘One Drive’. When this was initially requested it was thought that there would be no costs, however, One Drive is only free for individual personal accounts and not businesses. There would be an additional cost of approx. £600.
RESOLVED: the council will not purchase One Drive and will remain with Froya as the council email provider and Microshade as the Clerks IT provider.
29. To acknowledge and note correspondence received.
OVW & Planning Aid Wales Training & Events
Woodswork CIC Monthly report
Consultation on Reviewing the Council Tax Premium Scheme for Long Term Empty Properties and Second Homes in Flintshire
OVW - Innovative Practice Conference
FCC – Carbon Reduction Feasibility Fund
Hanson - Extra Ordinary Liaison Meeting on 20/05/24
OPCC North Wales Newsletter #42 - 03.05.24
Police Report
FCC/Aura – 2024/25 Play Area Match Funding
North Wales Fire & Rescue. - Public consultation on continuing to prevent and respond to emergencies
FCC/Aura – 2024/25 Play Area Match Funding
RESOLVED: will be included on the June agenda.
30. Members Items/Future Agenda Items
A request to provide/fund safety prescription glasses for the Groundsman.
RESOLVED: unanimously approved, together with any other appropriate ppe needed in the future.Cllr Thompson reported to the Cty Cllrs that he had received concerns of housing issues from residents on Watts Road.
RESOLVED: residents to liaise directly with Cty Cllr Ibbotson.Cllr Walker asked the Cty Cllrs for any information on the recent news that was announced last week that the firm, known as Go Plant Fleet Services, who supply and provide maintenance of FCC’s fleet, had gone into administration. Due to confidentiality, he was only able to provide limited information.
The meeting commenced at 6.32pm and closed at 9.11pm