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 10th April 2024
Present: Councillors Mrs P Ransome (Chair), Mr A Sloan (Vice Chair), Mr R Wakelam, Mr J Priddin, Mr D Walker, Mrs L Overington, Mr O Thompson, Mrs G Nethercott,
Mr A Ibbotson, Mr P Blackman and Youth Rep Miss Boleyn
Also Present: Mrs Sarah A Hughes, Clerk & Responsible Financial Officer and 2x Members of the Public
222. Apologies
Apologies for absence were received from Cllrs D Williams, M Rothero and S Williams. Cllr S Williams also submitted her resignation.
RESOLVED: the vacancy will be included on the May agenda.
223. To receive any Declarations of Interest – Members Code of Conduct
There were no Declarations of Interest received.
224. Chairman’s Announcements
Following the community litter pick letters of thanks have been sent. Almost 80 members of the community were involved and a number of positive comments have been received. The Chair thanked Cllrs and Miss Boleyn for their attendance.
This year the Penyffordd WI will be celebrating their centenary and have crafted a quilt with 100 squares which is displayed in the WMI.
The Chair wished to acknowledge that ex Cllr Cindy Hinds has recently celebrated a special birthday and asked for the council to send their best wishes.
RESOLVED: the council will send congratulations and best wishes to both the WI and Ms C Hinds.
225. To receive and approve the Ordinary Minutes of the 13th March 2024.
RESOLVED: these were approved as a correct record and signed by the Chairman.
226. To review and report on any Matters Arising from previous meetings
Min 135 The Bowling Club have confirmed that in principle they are happy for the defib to be lowered, but will require a site meeting to fully review the proposed works. A site meeting needs to be co-ordinated with the Contractor, Bowling Club and council.
Min 200 – the Survey mentioned by Paul Reeves was shared with the Clerk, however, only relates to Storm Babet. Flooding Information has now been added to the council’s website.
Min 203/217 – Cllr A Woolley has offered to meet with members regarding Community Speedwatch and has asked for suitable dates?
RESOLVED: Cllrs Thompson and Wakelam expressed an interest and will provide the Clerk with dates.
Min 209 - Jones Bothers have confirmed that the remedial works to the skate ramp will be undertaken in the coming weeks. The council has requested this to be competed as a priority.
Min 212 - Cascade have advised for the avoidance of doubt: I, and Cascade Productions where appropriate, waive all intellectual property rights and copyright in respect of any work undertaken for and on-behalf of Penyffordd Community Council. You are free to amend, re-use and adapt any works as needed.’
The update will be going to print imminently and Cllr Ransome will be working with Cllr Sloan to prepare the video to be published on the website.
Min 216 - The schedule of dates and locations for Community Engagement has been circulated by Cllr Ransome and will be included on the May agenda.
Min 218 - LGPS Discretionary Policy – Clwyd Pension Fund advised: Age 55 is set by HMRC and HMT across all pension schemes in the UK. Therefore, LGPS regulations have to make sure they have age 55 in our regulations so as to comply with Government. (The Government has announced that the earliest age members can take their pension will increase from 55 to 57 from 6 April 2028). LGPS regulations will have to be reviewed in time for 2028 to make sure we comply with that change, and to see if any protections need to be put in place for members (similar to what happened in 2008 when the age increased from 50 to 55).
Given the above and as approved by council last month, this policy has now been accepted and published on the website.
227. To receive any Public Questions/Correspondence
a) MOP raised concern regarding the Dobshill play area pathway and does not consider it will serve a purpose. The field gets water logged and there are concerns of safety with the speed of the road and also the pathway running along the play area has not been maintained. The money for this project should be used elsewhere within Dobshill. She stated that the council had not consulted with the residents.
**6.53pm Cllr Blackman arrived
Cllr Ibbotson advised that this was initially brought to council at the request of residents.
The Chair acknowledge the concern of speeding, which has also been in the council’s agenda for a number of years and is being pursued by the two Cty Cllrs. The council had been working on this project since 2022 and has been regularly reported on agenda, minutes and highlights. The council has liaised with R.Roberts (Aura) and Hawarden Estates.
Following a lengthy discussion, the Chair and Vice Chair suggested that the council should get an indication of support from the residents of Dobshill and for this to then be included on the May agenda.
b) An email raising concerns regarding the Dobshill play area improvements echoing the above concerns.
RESOLVED: the council will co-ordinate a leaflet drop to the residents of Dobshill to request feedback on the project which will then be included on the May agenda for consideration.
The Groundsman will be asked to review the hedges and pathway.
**7.20pm 1x MOP left the meeting and Cllr D Walker arrived.
228. External Audit of Accounts for the Year Ended 31 March 2023
The External Audit has now been received and a copy was provided to all members. The Clerk was extremely pleased to report that there were no issues raised.
RESOLVED: the Annual Return for the Year Ended 31 March 2023 was received and approved. In accordance with The Accounts and Audit (Wales) Regulations 2014 the Notice of Conclusion of Audit and Right to Inspect the Annual Return has been published on the website and noticeboards for a period of 14 days.
229. Year End Budget Review
a) The Clerk provided the Council with copies of the Year End Budget Report, summary, budget monitoring report and bank reconciliation (Appendix A). These documents were reviewed by the Council and the Clerk asked whether there were any questions or concerns.
b) In order to meet the requirements of the financial regulations and internet banking, it is necessary for a programme of regular checks of standing data with suppliers to be followed.
c) The Clerk informed the Council that the Internal Audit is will be undertaken between 18th – 25th April.
RESOLVED:
a) The Council approved the above which was authorised by a member of the Council other than the Chairman.
b) Cllr Wakelam will make a selection of invoices and the Clerk will provide copies of invoices and payment receipts to be certified as correct.
c) The report was received and noted.
230. 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 £ 12819.28 Deposit £ 175489.99 Play Area £ 7465.7
Bank Transfers
14/03/2024 Deposit Acc Current Acc £10,000.00
Payments Received
20/03/2024 Karen Heaton-Morris Sponsor a Tree 9 £32.00
21/03/2024 Robert Dixon Sponsor a Tree 5 £32.00
03/04/2024 Mrs D Brown Sponsor a Tree 24 £35.00
Accounts for Payment
Payee Details Amount
One Voice Wales Annual Membership £867.00
Microshade Bus Consultants Ltd Annual Fee for IT Services and DPO Services and Adobe £1,012.54
APHSigns Defibrillator Signs £336.00
AVOW Payroll and Yr End £153.15
Mr C Jones Mileage and Expenses £29.16
Mrs S Hughes Mileage and Expenses £144.51
Staffing Cost 01/03/2024 (incs Clerks yr end overtime/hols) £5,572.00
WoodsWork CIC Nature Area Management £340.00
Angle Surveys Ltd Topographical Survey - Youth Club £894.00
Mr D Williams Reimbursement Costs: changing rooms & sponsor a tree £111.73
Mrs S Hughes Zoom Annual Subscription £155.88
WBRUA Annual Membership £30.00
Scottish Power Changing Rooms - Electricity £148.69
Cascade Productions Website Hosting (2023 & 2024) £432.00
Solopress Printing: 4x walks, area leaflet & place plan update £194.65
H&R Roberts & Sons Materials – Changing Rooms £94.75
HSBC Monthly Charge £10.00
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.
231. 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. FUL/000227/24. Alteration to car park and enclosure erection of enclosure. 27, Hawarden Road, Penyffordd. Supported, the council agree for a delegated decision to made by the Planning Officer.
b) There were no Notifications of Planning Decisions made by Flintshire County Council.
i. FUL/000134/24. Amendments to previous permission FUL/000279/23 and the erection of an orangery. Sweet Hope, Wrexham Road, Penyffordd. Approved
232. Management for Council Projects
a) Cllr Sloan submitted a proposal for an individual Councillor to be assigned to project manage the Dobshill play area project and to agree for a Councillor to be assigned as and when to all future projects. Cllr Ibbotson submitted an amendment that a project should have a minimum of two Councillors assigned.
b) Cllr Wakelam tabled a draft Project Planning process for consideration.
RESOLVED:
a) The council approved for a minimum of two Councillors to be assigned to Project Manage council projects and the council will appoint additional members dependant on the size of the project. In relation to Dobshill play area project, due to this being deferred whilst the council engage with residents, appointments to this project will be reviewed at a later date.
b) The Project Planning process was approved and Cllr Sloan and the Clerk will create an Online Form.
233. Play Areas
Millstone Play Area.
Pump Track – FCC Highways are satisfied with the proposed work and therefore the planning application will now be submitted.
CCTV – following recent ASB and vandalism at the play area and limited PCSO resources, the CCTV Contractor confirmed they are able to access footage as and when required which may incur a callout fee.
RESOLVED: the report was received and noted. Should CCTV footage be required and the PCSO’s are unable to attend, the CCTV Contractor will be contacted.
234. Community Facilities
a) Memorial Garden – The council provided an online consultation from 27th February – 29 March 2024 asking residents how supportive they are on moving forward with the project (ranking 1 low – 5 high), providing a design and costings that would be within the £10k budget.
304 response were received, with the results being: 1 – 60.5%, 2 – 9.5%, 3 – 8.6%, 4 – 6.9%, 5 – 14.5%
Given the response received, Cllr Blackman proposed for the council to withdraw from this project, which was seconded by Cllr Ibbotson.
b) Changing Rooms – During enquires being made to dispose of the old fire extinguishers, it was learnt that the current extinguishers were not suitable and given this new information and safety risk, a delegated decision was made with the Chair, Vice and Clerk to obtain 3 quotes and appointed Jacksons Fire & Safety to install the required equipment (£218.50) and undertake an annual service £59.50.
The Clerk also reported that remedial works were required on the showers and the Groundsman was in the process of obtaining 3 quotes which will be reviewed at the May meeting.
Concerns were raised of the unexpected continued expenditure and whether this was sustainable? Cllr Ibbotson asked members to consider how much (monetary terms) they would be willing to support the running of the changing rooms per year and will submit a proposal in May for further consideration.
RESOLVED:
a) Following the results of the survey, it was unanimously agreed for the council to withdraw from this project.
b) The appointment of Jackson Fire & Safety was ratified. Cllr Ibbotson will submit a proposal for May regarding the sustainability of continued unexpected expenditure and members in advance of the May council meeting to consider how much per year they would be willing to support the running of the changing rooms per year.
235. Participatory Budgeting
Cllr Ibbotson submitted a proposal for the Community Council to undertake a participatory budgeting exercise for grant awards in the 2024/25 financial year. This would consist of a one-day event to be held in September/ October 2024, enabling a decision on grants to be made in the usual timeframe (November meeting).
Members considered and discussed the pros and cons of this method.
RESOLVED: the majority voted against the proposal.
**8.45pm Cllr Overington left the meeting
236. Environment Working Group
a) The Meeting Notes and Actions from the meeting held on 27th March 2024 were reviewed. The additional work which included groundwork improvements to the clock area were considered and all actions from the Asset Inspection were approved, together with the required groundworks around the clock.
b) Millennium Clock – the council considered the proposal from the Environment Working Group for the required remedial work to the Millennium Clock which now will also include the relaying of slabs.
RESOLVED:
a) The report was received and noted. The Groundsman will action the work required on the council assets and will undertake the groundworks around the clock, excluding the relaying of pathway (slabs), which will be included with the remedial clock tower works.
b) The remedial work was approved and Cllrs Blackman was appointed Lead Project Manager, with support from Cllrs Thompson and Wakelam. They will now follow Stage 2 of the Project Planning process and report back to council.
237. Crossing Patrol Officer – Ysgol Penyffordd
Cllr Thompson submitted a proposal to recruit a Crossing Patrol Officer to support Ysgol Penyffordd School in traffic management, most importantly to help reduce the risk to children, adults and the elderly crossing the roads around the school during the hours of 08:30 and 09:30 and 14:40 and 15:40 Monday to Friday during school term.
Cllr Ibbotson advised that under the Road Traffic Regulation Act 1984, s26 (Arrangements for patrolling school crossings) states that only the unitary authority has the legal powers, therefore the community council would not be able to employ, however, the council could approach FCC to ascertain if they would consider this and offer to fund the costs, this would obviously need the approval and support from FCC and any cost could then be allocated against the legal power LGA s137.
It was asked whether the council had received a response form FCC re planning conditions of the drop off zone. The clerk advised no response has been received to date. Cllr Nethercott advised that school are also pursuing FCC planning regarding the councils outstanding query of planning conditions.
The school have been working on a number of initiatives regarding traffic, parking etc which to date is showing positive results.
RESOLVED: Cllr Thompson withdrew his proposal to allow for a response to be received from FCC Planning regarding the planning conditions and to also further investigations to be made which Cllr Thompson, Ibbotson and the Clerk will pursue.
Cllr Nethercott and Blackman will communicate the above at the next Governing Body Meeting.
238. To acknowledge and note correspondence received.
· OVW & Planning Aid Wales Training & Events
· Woodswork CIC Monthly report
· OPCC North Wales Newsletter #41 - 15.03.24
· Senedd Cymru Consultation. Responses are invited by 16.00 on Friday 12 April 2024
· WG Focus group for youth representatives of community and town councils
· Hanson - Liaison Committee Meeting Notes 04 03 24 and Invitation Letter 03 06 24
· North and Mid Wales Association of Local Councils
· Flintshire Tourism Feasibility Fund at Cadwyn Clwyd
· FCC - Climate Toolkit for Town and Community Councils
· OVW Membership Letter
· Police Report and new PCSO contact details:
o PCSO Drew Darlington - DREW.DARLINGTON@northwales.police.uk - 07971 826175
o PCSO Richard Bryan - RICHARD.BRYAN@northwales.police.uk - 07812 515268
239. Members Items/Future Agenda Items
· Cllr Priddin raised concerns again regarding the safety of pedestrians crossing to the Penyffordd Station.
RESOLVED: Cllr Priddin will prepare a proposal to submit to council.
· Cllr Sloan made a request that due to the AGM whether the meeting could commence at 6.00pm which was supported. The clerk advised that there were legalities of the AGM time of meeting which she would need to review.
The meeting commenced at 6.30pm and closed at 9.30pm