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 Ordinary Meeting held on Wednesday 13th November 2024
Present: Councillors Mr A Sloan (Chair), Mr P Blackman (Vice Chair), Mrs P Ransome, Mr J Priddin, Mr D Walker, Mrs G Nethercott, Mr A Ibbotson, Mr D Williams, Mr R Wakelam, Mrs L Overington and Mr P Kelly. Youth Rep – Miss N Boleyn.
Also Present: Mrs Sarah A Hughes, Clerk & Responsible Financial Officer
PCSO Drew Darlington and 6x Members of the Public
111. Apologies
RESOLVED: Apologies for absence were received and approved from Cllrs M Rothero and O Thompson.
112. To receive any Declarations of Interest – Members Code of Conduct
Declarations of Interest were received from Cllrs Walker (items 9 & 16), Ransome, Sloan and Overington (item 9).
113. Visitor – PCSO Drew Darlington
PCSO Darlington was invited to attend to discuss the recent ASB issues within the village and most recently at the Co-op. He reported that he has visited the Co-op, spoken to staff, reviewed cctv footage, provided posters and liaised with Castell Alun High School. It is hoped that the youths involved will be identified and he will be speaking with the youth and parents.
To managed ASB long term he will be undertaking regular patrols, attending the Youth Club on a regular basis and will continue to work in partnership with the council.
He was thanked for the work he has undertaken in tackling the ASB in Penymynydd Woods. The issue has massively improved since the increased patrols and leaflet drops on vehicles in the area. They have also been working closely with Hawarden Estates who have undertaken some clearing in the woods.
The Chair thanked him for attending and extended an invitation to all future meetings. The council will continue to support the police were possible and will promote the work that is being undertaken to tackle village ASB.
Due to the public attendance it was proposed and approved to bring forward items 6, 15, 16 and 17.
114. To receive any Public Questions/Correspondence
a) 1xMOP questioned the proposed ‘Required Tree Works – Penymynydd Road’ when she has been requesting and reporting a number of trees that required work for over 12 months which have not been done? Cllr Ibbotson advised that these requests relate to privately owned hedges/trees, where the proposal is on public land. The council have on numerous occasions reported these to FCC who have the power to write to the residents and failure to undertake the work, complete the works, charging the residents for the work.
The purpose of these works is to preserve the trees and ensure safety.
b) The clerk reported that she had received a request from a Penymynydd resident to have tree works undertaken on the sycamore tree located on the pathway between Penymynydd Road and Coed-y-Graig. Members are aware of the issue with this tree and area. Cllr Wakelam advised that work has been undertaken on the urgent ash dieback trees.
RESOLVED:
a) the council will again request FCC to provide a copy of the initial standard letter sent to residents which the community council could then use, failure of this, Cllr Ibbotson will prepare a draft letter which will be presented to council at the December meeting for approval to issue.
b) The sycamore tree on the pathway between Penymynydd Road and Coed-y-Graig will be included on the December agenda for further discussion.
115. Required Tree Works – Penymynydd Road
Members received the proposal from Cllr Ibbotson asking the council to agree to consult Flintshire County Council on work to be undertaken on the trees on Penymynydd Road between numbers 8 and 10, to further agree, in the event that Flintshire are in agreement with work being carried out but not willing to fund this, to approve funding from the allocated budget for tree maintenance for this work, and to grant delegated authority to the clerk to approve a quote up to the value of the available budget.
RESOLVED: the council approved to consult with FCC and requesting the works to be funding by FCC, however, should FCC not fund the works, the council approved to fund. Any works undertaken would be following consultation with the FCC Tree Officer.
116. Penyffordd Bowling Club Car Park
Members received the proposal from Cllr Ibbotson to provide funds to resurface part of the club car park, improving accessibility and safety for mobility impaired and young members and guests. Three quotes were provided and the preferred quote proposed was £18,937 plus VAT, which would be included as a major project within the council’s 25/26 budget.
Members considered the proposal and the Chair advised that as the 2025/26 budget setting talks will start in December, he proposed that this item be included for further discussion in December, allowing all members the opportunity to bring forward any other funding projects for 2025/26, where they can all be considered together.
Cllr Williams offered to assist the Bowling Club in exploring other grant opportunities.
RESOLVED: approved to be included on the December agenda and for consideration in the 2025/26 budget.
**7.10pm – 4x Mop and PCSO Darlington left the meeting
117. St Johns Church Preservation
Members received the proposal from Cllr Ibbotson to provide funds to undertake a preservation survey of the murals within the church, which will in turn enable the church to obtain external funding for comprehensive preservation work.
As with the above, it was proposed that this funding project be included on the December agenda to be considered for the 2025/26 budget.
Again, Cllr Williams offered to assist with exploring grant options, however, Cllr Ibbotson explained that the church has and are exploring all grant opportunities which would be utilised for the preservations works and not the preservation survey.
RESOLVED: approved to be included on the December agenda and for consideration in the 2025/26 budget.
118. To receive and approve the Ordinary Minutes of the 9th October 2024.
RESOLVED: these were approved as a correct record and signed by the Chair.
119. To review and report on any Matters Arising from previous meetings
Min 94 – Cllr Williams advised that work with the resident regarding school transport is ongoing and she has met with Caroline Thomas and Mared Eastwood.
Min 95a – Cllr Ransome advised that the WMI are looking to install additional external security lighting.
Min 95c - Cllr Kelly, Williams and Thompson will meet with the Football Club to discuss land options.
Min 100 – the next Community Drop In Event will be held on Wednesday 4th December, 7pm – 9pm at the WMI.
Cllr Williams reported verbally matters raised at the November Drop In Event and will prepare a report for December.
RESOLVED: Reports from the November and December Drop In’s will be included on the December agenda, together with considering future dates and locations.
Min 101 - Cllrs Ransome and Nethercott have prepared the bus timetable information which will be published.
RESOLVED: Sarah Blake, FCC will be asked as to why one of the Fflecis Buses have been withdrawn?
Min 107 – Members were provided with the two responses received.
RESOLVED: with the lack of responses received, a follow up letter will be sent.
Min 105 – thanks were expressed to the WMI for co-ordinating the event which was great evidence of the community coming together. Also, thanks to the new Standard Bearer and Mike Pye for providing the RAF Band. Members wished to also acknowledged the impeccable behaviour of all the children.
RESOLVED: the council will include in the 2025/26 consideration for a donation to the RAF Band.
Min 211 (2023/24) – Cllr Ibbotson reported that he has had a verbal response from the Planning Officer regarding parking at Ysgol Penyffordd. It is the Planning Officers view that a new planning application for variation to the condition of the Drop Off is required. The school and FCC Education have been informed this week and are now considering their options.
120. 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 £12401.53 Deposit £187649.15 Play Area £7247.58
Payments Received
11/10/2024 Cadwyn Clwyd Youth Club Grant - repaid £10,725.00
Unpresented Cheques/Payments
Chq Poppy Appeal Poppy Wreath £50.00
Accounts for Payment
Payee Details Amount
Flintshire County Council Summer Playscheme 6 weeks £3,931.60
Pottles Plants Sponsor a Tree 2024 invoice £262.80
Flintshire County Council Streetlighting Maintenance (corwen rd) £169.92
WoodsWork CIC Nature Area Management £380.00
Mr C Jones Mileage and Expenses (inc winter plants) £318.25
Mrs S Hughes Mileage and Expenses £13.95
Staffing Cost 01/10/2024 (inc backpay) £6,065.88
H&R Roberts & Sons Materials for groundsman - Planters £9.82
HSBC Monthly Charge £10.00
All annual grants (£7948) and donations (£4300) as per min 122
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.
121. Independent Remuneration Panel for Wales – Draft Report 2025/26
Members reviewed and considered The Independent Remuneration Panel Draft Annual Report 2025/26 which has now been published for consultation. Comments to be submitted by 29th November 2024.
RESOLVED: the report was received and noted. No comments will be submitted.
122. Annual Grant Applications
This year saw the launch of the new application form and the council received 22 applications, all of which were reviewed, discussed and debated at length.
RESOLVED: the following grants were approved and are to be included in this months payment schedule and were signed and approved on the payment schedule by the Chair, Vice and two bank signatories. A letter will be issued with the grants asking to ensure all sections are completed on all future applications and that if any assistance is required to please contact the council.
Penyffordd Rainbows £770.00 Castell Alun Friends Assoc £500.00
Friends of Penyffordd School £130.00 Millstone Community Allotments £320.00
Penyffordd Area Community Assoc £200.00 Penyffordd Beaver Scout Colony £450.00
Penyffordd Bowling Club £750.00 Penyffordd Brownies £500.00
Penyffordd Cub Scout Pack £250.00 Penyffordd Scout Troop £200.00
Penyffordd Toddler Group £300.00 St Johns Home School Assoc £300.00
Penyffordd Tennis Club £200.00 Little Disciples Childcare £500.00
The Rockworks £250.00 PYF WI £400.00
Penyffordd Explorers £200.00 Pontblyddyn Cricket Club £478.00
Trinity Chapel £250.00 Penyffordd Squirrel Scouts £250.00
Wales Air Ambulance £250.00 Penyffordd FC £500.00
The council also approved the following annual donations:
Penyffordd WMI £4000 Flintshire CAB £300
123. Internal Auditor Letter of Engagement
RESOLVED: The Letter of Engagement was reviewed, approved and will be signed by the Chair and Clerk. JDH Business Services will be appointed as the Internal Auditor for 2024/25.
124. Anti Social Behaviour
All matters discussed and dealt with under Min 113.
125. 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 of an application submitted to the Welsh Ministers for examination. The Inspector’s report will be submitted to the Welsh Ministers within 24 weeks.
Application by: Castle Cement Limited. Site address: The Padeswood Cement Works is located to the south of Buckley, near Mold, Flintshire, CH7 4HB
Proposed development: Erection of a post combustion carbon capture plant, together with a combined heat and power plant and other associated plant and structures.
Proposed Secondary Consent(s): Authorisation under section 247(1) of the 1990 Act (order authorising stopping up or diversion of highway). Permission for the permanent diversion of Footpath 56 (301/56/20) to provide alternative access to connect up to Footpath 408/74/50.
The council will request a health survey, a Flood Impact Survey, preservation and restoration of Padeswood Hall, that trees (mature) be planted along the bypass, that work be concentrated away from unsociable hours, and that works traffic be instructed to avoid entering the village.
**8.50pm Cllr Blackman left the meeting
b) There were no Notifications of Planning Decisions made by Flintshire County Council.
i. FUL/000645/24. Removal of existing garage and side extension to be replaced with proposed single-storey side extension with conversion of loft space and rear dormer. 21, Well House Drive, Penymynydd. Approved
126. Play Areas
a) Members reviewed correspondence and the proposal from Richard Roberts for Match Funding at Plas Yn Rhos play area. He advised he has enquired with Flintshire Planning dept and established there is no off‐site contribution from the Rhos rd development. He proposed to replace the old existing slide with a multplay with slide with more play elements. This play structure can be supplied and installed with wetpour safety surfacing for an estimated £16,000 along with removal of the old slide and surface.
Cllr Williams provided members with information regarding £72000 S106 funding that was received by FCC from the developer which needs to be investigated further.
The clerk reminded members that as agreed under Min 51 – if successful in Match Funding, the council would fund this from the reserves.
b) To receive an update on Managed Play Area, as appropriate.
RESOLVED: before any decisions are made on the match funding Cty Cllrs Wakelam and Ibbotson will investigate the £72000 S106 monies received by FCC and report at the December meeting.
127. Community Facilities
Changing Rooms – Cllr Williams provided members with a copy of the draft Minutes from the Changing Room Management Committee meeting held on 8th November, together with costings for the suggested Hire Charges to be implemented January 2025 – January 2026, with a review in October 2025. It was highlighted that the cleaning cost are on the low side, however, it will be a condition of the hire that the rooms are left in the condition in which they are found.
One quote had been received to provide box seating/storage and further quotes are awaited.
RESOLVED: members approved the Hire Charges to be implemented from January 2025, with a review in October 2025. It was acknowledged that a contingency sum will be required should the charges not meet the full running costs.
128. Christmas Lighting
The clerk reported that FCC have denied the request to install a banner light on the columns by the clock due to the age of the columns. She has been making enquires with providers for other options such as a light archway which is more expensive than a banner light but would have a good impact. The budget would allow for this together with the additional lights for this year. However, she did express that having a structure like this on the ground is obviously a risk of vandalism, there is CCTV in the area, but that doesn’t reduce all risks.
The existing stock of shooting star lights have been re-roped with white and gold lights.
RESOLVED: the council requested the clerk to purchase a feature light for the clock and up to 8x additional bracket lights.
129. The Groves Football Pitch - Grass Cutting
Hawarden Community Council are unable to assist with the grass cutting as they are fully stretched with existing work and contracts. The clerk checked if any other local councils provides this service and to date had nothing back, they all seem to use contractors.
RESOLVED: village grass cutting will be included for consideration in the 2025/26 budget.
130. National Salary Award 2024 - 25 & Home Office Allowance
The National Association of Local Council (NALC) have been informed that the National Joint Council (NJC) Salary Award 2024/25 has finally been agreed and the new rates of pay applicable from 1st April 2024. The pay award is a flat rate payment of £1,290 on each scale point (equates to £0.62p-64p p/h) with effect from 1 April 2024 and is pro-rota. As this is to be implemented and back dated as soon as possible and in accordance with the employee contracts, this was processed in the October payroll.
The Home Office Allowance which is also reviewed at this time by the council usually increases in line with the salary %, however, as an annual increase is not written into the contract this requires the council’s approval.
RESOLVED: the Salary Award for 2024/25 was received and noted. The council approved an increase of £4.33 per month - £51.96 per annum (in line with the salary % increase) to be applied to the Home Allowance for 2024/25. All increases will be back dated to 1st April 2024.
131. To acknowledge and note correspondence received.
· OVW & Planning Aid Wales Training & Events
· Woodswork CIC Monthly report
· OPCC Newsletters #
· Overview Notes from Cllr Ransome on the OVW Area Committee Meeting
· WBRUA Newsletter
· FCC Winter Preparations
RESOLVED: Cllr Wakelam will receive weather forecast reports.
· Notification that Footpath 8 Millstone View has finally been fully reopened.
· Wales National Park Proposal Consultation.
132. Members Items/Future Agenda Items
· Cllr Priddin expressed disappointment at the lack of lamp post poppies and the poppy wall for Remembrance Day.
RESOLVED: a Remembrance Day budget will be considered for poppies and the RAF Band in 2025/26.
· Jones Brothers have advised that works on the Dobshill play area will commence early December and it is hoped to install the temporary access to the Millstone so that the aggregates can be delivered and stock piled ready.
· Cty Cllr Ibbotson has emailed members his monthly report.
· Cllr Wakelam requested the book exchange located in the telephone kiosk defib be removed due to regular inconsiderate deposit of books.
RESOLVED: to be included on the December agenda.
· Cllr Walker requested to ensure that a budget for VE Day is within the 2025/26 budget to enable the council to support the WMI and RBL.
· Millennium Clock refurbishment quote received. Awaiting further quotes.
The meeting commenced at 6.30pm and closed at 21.25pm