6th May 2026
Dear Councillor
Annual General Meeting and Ordinary Council Meeting – Wednesday 13th May 2026, 6.00pm
You are hereby summoned to attend the AGM and Ordinary Meeting of Penyffordd Community Council to be held on Wednesday 13th April 2026 at 6.00pm.
The physical venue will be the Committee Room, Penyffordd War Memorial Institute (access via the side door near the garage) and should you wish to attend virtually via Zoom, please email or telephone the Clerk to request the meeting ID before 4.30pm on the day of the meeting (Local Government and Elections (Wales) Act 2021).
In accordance with the Local Government and Elections (Wales) Act 2021, the summons to attend a meeting will now be sent to members electronically. If a member wants to receive the summons in writing rather than electronically, you must give notice in writing to myself and specify the postal address to which the summons should be sent.
The agendas and papers for the meeting are enclosed.
Yours faithfully
Mrs Sarah Hughes CiLCA
Clerk & Responsible Financial Officer
Encs
PENYFFORDD COMMUNITY COUNCIL
ANNUAL GENERAL MEETING – WEDNESDAY 13TH MAY 2026
A G E N D A
1. Election of Chair for the year 2026/27
To elect a Chair for the Council year 2026/27 and to invest him/her with the Chain of Office and to receive the Chair’s Declaration of Acceptance of Office.
2. Election of Vice Chair for the year 2026/27
To elect a Vice Chair for the Council year 2026/27 and to receive the Vice Chair’s Declaration of Acceptance of Office.
3. Apologies
4. To Review and Appoint members to the following outside bodies.
- Penyffordd Tennis Club - Hanson Cement Liaison Committee
- One Voice Wales - Ysgol Penyffordd, Minor Authority Governor
- St Johns the Baptist, School Governor - Penyffordd War Memorial Institute
- Penyffordd Youth Club
5. Community Engagement Working Group
i. To appoint members to the Working Group.
ii. To appoint a Chair and Secretary.
6. Policies and Procedure Documents
i. To review and adopt the following:
- CCTV Policy - Code of Conduct (Model)
- Complaints Procedure - Data Protection Policy
- Financial Regulations (NEW 2024 Model) - Freedom of Information Scheme
- Internal Financial Controls - Investment Statement
- Local Resolution Policy (Model) - Multi Location Meeting Procedures
- Press & Media Policy - Retention Policy
- Reserve’s Policy - Risk Assessment
- Scheme of Delegation - Social Media Policy
- Standing Orders - Supplier & Account Set Up Procedure
- Civility & Respect Pledge
ii. To review and consider adopting the Staffing Policies:
- Dignity at Work - Disciplinary Policy
- Equality, Diversity & Inclusion Policy - Grievance Policy
- Health & Safety Policy - Lone Working Policy
7. Social Media Admins
To appoint members to assist with the administration of social media (website and facebook).
8. Asset Register
To review the Council’s current Asset Register.
9. Community Council Insurance Policy
To report on the Council’s Insurance Policy renewal as from 1st June 2026.
10. Clwyd Pension
i. To review the council contacts (currently Mrs S Hughes, Clerk and Cllr Blackman)
ii. To note that the councils Discretionary Policy was reviewed in 2024 and will be reviewed at least every 5 years.
11. Council Bank Account Signatories
i. To review and approve the continuation of current bank signatories: Cllrs Sloan, Wakelam, Priddin, Ransome and Mrs Hughes, Clerk.
ii. To consider giving ‘one’ member submit access to be used in the absence of the clerk.
12. A Review of Direct Debits
Every two years, to review the councils Direct Debits, which currently are:
i. Scottish Power Changing Room Electricity Reduced to £38.00 from £61.93 (may26)
ii. Scribe Accounts Accounts Package £76.80
13. 2026/27 Meeting Dates
To approve the dates for the 2026/27 meetings.
10th June 2026 8th July 2026 August 2026 – Recess 9th September 2026
14th October 2026 11th November 2026 9th December 2026 13th January 2027
10th February 2027 10th March 2027 14th April 2027 12th May 2027
The public and press are cordially invited to be present. Should you wish to view this meeting on Zoom, please email the Clerk to request the meeting ID clerk@penyfforddcouncil.org or call 01244 537032 before 4.30pm on the day of the meeting.
PENYFFORDD COMMUNITY COUNCIL
ORDINARY MEETING – WEDNESDAY 13TH MAY 2026
A G E N D A
1. To Receive Apologies for Absence
2. To receive any Declarations of Interest – Members Code of Conduct
3. To receive and approve the Ordinary Minutes of the 8th April 2026
4. To review and report on any Matters Arising from previous meetings
5. To receive any Public Questions/Correspondence
6. Bank Balances and Accounts for Payment
To report balances of all bank accounts and to review and authorise monthly accounts for payment.
7. Internal Audit 2025/26
To provide the council with a report on the internal audit completed by JDH Business Services.
8. Annual Return for the Year Ended 31st March 2026
To report on the Annual Return and supporting documents which are to be approved and signed by the Chair and Clerk/RFO.
9. Planning Applications
a) To report and consider planning applications received from Flintshire County Council. The Council will also consider any additional applications that may be received between the issue of agenda and the meeting:
i. FUL/000142/26. Erection of single storey stables, and muck out facility and riding fields to an already equestrian field. Cross Farm, Chester Road, Penymynydd.
RECONSULTATION WITH AMENDED DOCUMENTS. The council had originally responded: Strongly object due to development in the open countryside, green barrier land. Potential risk to set a precedent for further development.
ii. FUL/000353/26. 2 Storey extension to rear. 72 , Vounog Hill, Penyffordd.
b) To report on the Notifications of Planning Decisions made by Flintshire County Council.
10. Highway Safety
To receive an update on matters relating to:.
a) St John the Baptist School (A5104). To receive any update or progress on the planned improvements.
b) Penymynydd Road. To receive a report from Cllr Williams and Wakelam on the site meeting held with Lee Shone, FCC Highways.
c) Station Roundabout. To receive an update on progress for completion.
11. PPD – Best Kept Community Competition
Cllr Ransome to report on the progress of the event and report what actions or input are required from the council.
12. Community Engagement
a) To consider what equipment and materials are required for attending the carnival on 20th June and to confirm Cllrs Sloan, Ransome, Rothero, Allen will be hosting the stall.
b) To report on the Community Drop in Event – Tuesday 21st April, hosted by Cllrs Allen, Wakelam & Williams.
c) To confirm the next Community Drop in Event - Saturday 23rd May, 10.30 – 12noon Hosts: Cllrs Allen, Ransome and Sloan.
d) To consider holding future events after the carnival and Best Kept Community day of celebration.
13. Millstone Allotments
To report on any progress of the land lease.
14. Youth Club
To consider the proforma from Cllr Williams regarding clarification and confirmation of Councils financial support for the Youth Club/Community Hwb.
15. Local Business Premises and Opportunities
To consider the proposal from Cllr Williams for the Council to lobby FCC to provide local business premises to support the Community and provide local business and employment opportunities.
16. Annual Report 2025/26
To review the draft Annual Report for publication and to consider how the report will be published.
17. County Councillor Reports
To receive a report from the County Councillors.
18. To acknowledge and note correspondence received.
19. Members Items/Future Agenda Items
20. Staffing (Confidential – Closed Session)
To receive and consider the report on staffing matters.
The public and press are cordially invited to be present. Should you wish to view this meeting on Zoom, please email the Clerk to request the meeting ID clerk@penyfforddcouncil.org or call 01244 537032 before 4.30pm on the day of the meeting.