7th May 2025
Dear Councillor
Annual General Meeting and Ordinary Council Meeting – Wednesday 14th May 2025, 6.30pm
You are hereby summoned to attend the Annual General Meeting and Ordinary Meeting of Penyffordd Community Council to be held on Wednesday 14th May 2025 at 6.30pm.
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 5pm 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 14TH MAY 2025
A G E N D A
1. Election of Chair for the year 2025/26
To elect a Chair for the Council year 2025/26 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 2025/26
To elect a Vice Chair for the Council year 2025/26 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
- Flintshire County Forum - Ysgol Penyffordd, Minor Authority Governor
- St Johns the Baptist, School Governor - One Voice Wales
- Penyffordd War Memorial Institute - Penyffordd Youth Club
5. Working Groups
i. To review and consider the reappointment of the current Working Groups and, if necessary, approve the Procedures for each of the Working Groups.
- Community Engagement - Environment
- Infrastructure
ii. To appoint members to the approved Working Groups.
iii. To elect a Chairman and Secretary for each Working Group.
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
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
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 2025.
10. 2025/26 Meeting Dates
To approve the dates for the 2025/26 meetings.
11th June 2025 9th July 2025 August 2025 – Recess 10th September 2025
8th October 2025 12th November 2025 10th December 2025 14th January 2026
11th February 2026 11th March 2026 8th April 2026 13th May 2026
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 5pm on the day of the meeting.
PENYFFORDD COMMUNITY COUNCIL
ORDINARY MEETING – WEDNESDAY 14TH MAY 2025
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 9th April 2025
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 2024/25
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 2025
The Annual Return and supporting documents 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. CAS-03869-G1C5Q2. Notification of Appeal Hearing 29th April 2025. COU/001034/23. Site Address: Land adjacent to Hawthorne Cottage, Little Mountain Road, Buckley, CH7 3BY. Description of Development: Change of use to a mixed use of stables, keeping of horses, a 2-pitch family traveller caravan site and 1 day room with associated gravel surface and access (part retrospective).
ii. Notification of FUL/000076/25. Retrospective two-storey rear extension. Hilton House, Chester Road, Penymynydd, Chester, CH4 0EN, being heard at the FCC Hybrid Planning Committee on 12th May 2025.
b) To report on the Notifications of Planning Decisions made by Flintshire County Council:
10. Community Facilities
a) Changing Rooms – to provide an update on the Hiring & Lettings Agreement with Penyffordd Football Club.
b) West View Nature Area – to consider the proposal from Woodworks to apply to the Cadwyn Clwyd Shared Prosperity Fund (Flintshire Community Key Fund) for improvements to the path from Alyn Drive including works to the ditch.
11. Annual Report 2024/25
To review the draft Annual Report for publication.
12. Flooding Strategy
To review and consider the community information leaflet & letters to Welsh Water and Flintshire County Council prepared by Cllr Ibbotson.
13. Play Areas
Dobshill
a) To report on the remedial work required at Dobshill play area.
Millstone
b) To receive an update/ progress report on the pump track project, including a review from Richard Roberts.
c) To consider the additional quotes for the installation of access pathways.
d) In September 2024 the council approved appropriate fencing of the commemorative jubilee oak tree and slate plaque to protect these from damage and to add protection for the users of the pump track, the council now needs to consider what appropriate barrier/fencing is to be installed.
e) To consider the proposal from Cllr Ibbotson for the installation of a cycle repair station.
West View
f) To consider the correspondence from Gwella regarding the Match Funding Scheme Improvements to Children’s Play Areas 2025/26 and their proposed plans for West View play area.
14. Youth Club Drainage
To report that formal permission has been received from Flintshire County Council for the drainage works to be completed.
15. Community Engagement Drop In Events
To receive the schedule of dates & locations from Cllr Ransome and to appoint members to host.
16. Highway Safety
To report on the site meeting held with FCC Highways regarding pedestrian safety for Corwen Road to Penyffordd Train Station.
17. Millstone Allotment & Community Garden
a) The council approved in December 2024 to fund a maximum of £2687 for proposed improvement works, which will be funded utilising existing budget headings. The council needs to now approve how the funding will be paid.
b) To receive an update on the progress of the Land Lease.
18. Best Kept Community
To consider whether the council could co-ordinate and hold their own Best Kept Community/Area competition.
19. Penymynydd Tree Works
To receive the recommendations from the FCC Tree Officer and review and consider the quotes received for the proposed tree works.
20. CCTV Contractor
To review and consider the quotes received for the appointment of a CCTV Contractor.
21. To acknowledge and note correspondence received.
22. To Receive the County Councillors Written Reports
23. Members Items/Future Agenda Items
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 5pm on the day of the meeting.