PEN-Y-FFORDD COMMUNITY COUNCIL

 

Minutes of the Annual Meeting held in the War Memorial Institute on

Wednesday 9th May 2018

 

Present:                       Councillors Mr D Williams (Chairman), Mr J Priddin, Ms C Hinds, Mrs E Davies, Mr D Walker, Mrs M Jones, Mr R Bestwick and Dr J Smith-Bellis

 

Absent:                       

 

In attendance:             Mrs S Hughes, Clerk & RFO to the Council

                                    Jessica Pritchard – FCC Transportation

                                    1 x Member of the Public

 

 

1.                Election of Chairman for the year 2018/19

 

The Chairman invited nominations for the election of Chairman of the Council for 2018/19.  It was proposed by Cllr Davies and unanimously agreed that Cllr J Priddin be elected as Chairman for the year 2018/19. 

 

Cllr Williams thanked members for their support during his year of Chairman during a turbulent year.  It had been a privilege and wished Cllr Priddin a successful year.

 

RESOLVED: that Councillor J Priddin be elected Chairman of the Council for 2018/19.  Councillor Priddin took the Chair, made and signed the declaration of acceptance of office.

 

2.               Election of Vice Chairman for the year 2018/19.

 

The Chairman proposed Cllr Wight be elected as Vice Chairman which was seconded by Cllr Davies. The Chair invited further nominations for the election of Vice Chairman of the Council for 2018/19.

 

The Chairman also made a nomination for Cllr Bestwick which was seconded by Cllr Smith–Bellis.

 

The Clerk advised that a Vice Chair is not mandatory but is listed in the Standing Orders, she had sought advice from the Monitoring Officer that if a situation arose where the Council were unable to fill the position at the Annual Meeting could it be deferred.  The advice received was that it would be unusual to delay the appointment and so the Council would need a legitimate reason for doing so.

 

Cllr Walker proposed that due to legitimate reasons of the nominated person being absence and no other clear majority that the Election of Vice Chairman be deferred to the June Meeting.  The Chairman asked members to vote upon this proposal which was agreed with a majority vote.

 

RESOLVED: the Election of Vice Chairman will be deferred to the June Meeting.

 

3.               Apologies

 

Apologies were received from Councillors Mrs S Kenworthy, Mr M Rothero, Mr R Wakelam, Mrs L Vidamour and Mr A Wight.

 

4.               Appointment of members to outside bodies.

 

RESOLVED:

 

·                  Penyffordd Tennis Club                                     Cllrs M Jones & Williams

·                  Wood Lane Liaison Group                                 No further meetings – dissolved  

·                  Hanson Cement Liaison Committee                   Cllrs Priddin, Jones, Wakelam and Kenworthy

·                  Flintshire County Forum                                     Cllrs Walker & Bestwick

·                  Ysgol Penyffordd, School Governor                    Defer until the June Meeting

 

5.               Working Groups

 

RESOLVED:

·        Community / History / Social           Cllrs: Priddin, Williams, Davies & Jones

·        Transport                                      Cllrs: Walker, Hinds, Williams & Priddin

·        Environment                                  Cllrs: Smith-Bellis, Wakelam & Williams

·        Economy / Business                       Cllrs: Walker & Wakelam

·        Housing / Planning                         Cllrs: Wight, Wakelam, Bestwick, Priddin, Williams, Hinds & Smith-Bellis

6.               Policies and Procedure Documents

 

The following documents had been circulated by the Clerk prior to the meeting.  The Chair asked the Council if these had been reviewed and if any amendments were proposed.

 

·         Model Code of Conduct

·         Standing Orders

·         Model Financial Regulations

·         Complaints Procedure

·         Data Protection Policy

 

·      Internal Financial Controls

·      Freedom of Information Scheme

·      Investment Statement

·      Formal Risk Assessment

 

RESOLVED: the above documents were reviewed, approved and adopted by the Council. 

 

7.               Asset Register

 

A copy of the Asset Register had been circulated by the Clerk prior to the meeting.

 

Members advised that a number of the bus shelters have now been replaced by FCC.

 

RESOLVED: the Clerk will liaise with Jessica Pritchard – FCC Transport to establish which shelters have been replaced and update the Asset Register for approval at the June Meeting.

 

8.               Community Council Insurance Policy

 

The Clerk reported that last year the Council resolved they would enter into a 5 year Long Term Agreement with Zurich.  The premium has increased slightly due to the additional items added during the year.  The renewal premium will be £1543.21 (an increase of £69.41).

 

She advised that due to the removal of a number of bus shelters on the asset register, this will impact and reduce the renewal.

 

RESOLVED: the Clerk to inform Zurich of the reduction in bus shelters and request a revised quotation.  The Council approved and instructed the Clerk to renew the Council Insurance with Zurich and authorised her to pay the policy once the revised quote is received.  

 

9.               2018/19 Meeting Dates

 

To approve the following dates for the 2017/18 meetings.

                

                 13th June 2018                      11th July 2018                            August 2018 – No Meeting

12th September 2018             10th October 2018                      14th November 2018

12th December 2018             9th January 2019                       13th February 2019

13th March 2019                    10th April 2019                           8th May 2019

 

RESOLVED: for the above to be the dates of the 2018/19 Council Meetings.

                                                        

 

 

 

 

 

 

 

 

Chair…………………………………………………..13th June 2018