1st May 2024
Dear Councillor
Annual General Meeting and Ordinary Council Meeting – Wednesday 8th May 2024, 6.00pm
You are hereby summoned to attend the Annual General Meeting followed by the Ordinary Meeting of Penyffordd Community Council to be held on Wednesday 8th May 2024 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 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 8TH MAY 2024, 6.00PM
A G E N D A
1. Election of Chair for the year 2024/25
To elect a Chair for the Council year 2024/25 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 2024/25
To elect a Vice Chair for the Council year 2024/25 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 the current Working Groups and 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 (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
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)
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 renewed as from 1st June 2024.
10. 2024/25 Meeting Dates
To approve the dates for the 2024/25 meetings.
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
PENYFFORDD COMMUNITY COUNCIL
ORDINARY MEETING – WEDNESDAY 8TH MAY 2024
A G E N D A
1. Apologies
2. To receive any Declarations of Interest – Members Code of Conduct
3. To receive and approve the Ordinary Minutes of the 10th April 2024.
4. To review and report on any Matters Arising from previous meetings
5. To receive any Public Questions/Correspondence
6. Councillor Vacancy
To report on the vacancy due to the resignation of Susie Williams and that the Casual Vacancy will be advertised for a period of 14 days.
7. Year End Budget Review
Due to an anomaly in the summary reserve figures, the updated report to be resubmitted together with the Year End Report.
8. Internal Audit 2023/24
To provide the council with a report on the internal audit completed by JDH Business Services.
9. Annual Return for the Year Ended 31st March 2024
The Annual Return and any supporting documents to be approved and signed by the Chair and Clerk/RFO.
10. Bank Balances and Accounts for Payment
To report balances of all bank accounts and to review and authorise monthly accounts for payment.
11. 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. 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.
b) To report on the Notifications of Planning Decisions made by Flintshire County Council.
12. Play Areas
a) Dobshill Play Area - to consider all responses to the public consultation in relation to the planned improvements.
b) Millstone Play Area - To report on costing for remedial fence work.
c) To receive an update on Managed Play Area, as appropriate.
13. Highway Safety
a) Corwen Road to Penyffordd Train Station - To consider the proposal from Cllr Priddin regarding the safety concerns and options for a form of crossing.
b) Dobshill Speed Sign - To consider the proposal from Cllr Ibbotson to approve the purchase and installation of a dot-matrix speed indicator device on the A549 on the lighting column opposite The Woodlands.
14. Community Facilities
a) Youth Club
i. To consider the proposal from Cllr Williams for a request from the Youth Club Asset Transfer Group for temporary financial support.
b) Changing Rooms
i. To report on the meeting with Ysgol Penyffordd regarding installation of storage and toilets.
ii. To consider the proposal from Cllr Ibbotson regarding ongoing costs.
iii. To report on estimates for works at the changing rooms involving shower rooms and external roofing and to consider progressing with the works.
15. Community Engagement Drop In Events
To receive the schedule of dates & locations from Cllr Ransome and to appoint members.
16. Council – Email and One Drive Accounts
To consider the quote for the provision of email accounts and the additional of business One Drive for all members.
17. To acknowledge and note correspondence received.
18. 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.