MINUTES OF THE ORDINARY MEETING HELD 27th MARCH 2019

 

Present

Cllrs. Mrs Jackie Allen (JA), Mr Brian Colley (BC), Mrs Barbara Humphreys (BH), Miss Lynne Painter (LP),
Mr Mark Roberts (MR), Mr Gareth Baines (GB), Mr Michael Maxfield (MM), Mr Mark Holmes (MH),
Mr Frank Hemmings (FH), Mr Newman James (NJ), Mrs Sarah Williams (SW), Ms Eleanor Burnham (EB)
& Mrs Dot Griffiths (DG).
Mr Shaun Jones (SJ), Clerk to the Council.  Mr. Jack Butler (JB) – Press – NWN.  

 

Statement about Cllr. Kirsty Cottam.

The Chair advised she had been in email correspondence and Cllr. Cottam has decided she is unable to offer the needed commitment as a member of Chirk Town Council and has resigned as a Councillor.  JA thanked Kirsty for being a member since the May 2017 and when circumstances allow she would be welcome to serve on the Council in the future.  The Clerk was requested to advise the Wrexham CBC Electoral Office to begin the process of filling the vacant seat.

Apologies

Apologies for absence: Cllr. Mr Terry Evans.

Declarations of Interest
None.

 

147.    TO CONFIRM AND SIGN THE MINUTES AS A TRUE RECORD OF THE ORDINARY MEETING HELD ON 27TH FEBRUARY 2019.

The draft minutes for the Council Meeting held 27th February 2019 are now put to the Council as an accurate record of proceedings.  The motion proposed LP and seconded FH was passed unanimously.

 

148.    TO CONSIDER ANY MATTERS ARISING FROM THE MINUTES RECEIVED ABOVE NOT REPORTED ELSEWHERE.

Minute 137 – FH today met with Highways Officers to review safety at the Whitehurst junction and roundabout.  Agreement to add “Keep Left” bollards at the junction and at the roundabout - yellow signage on the approach from Haltom to keep in the left lane for Chirk only.

 

149.    TO CONSIDER NEIGHBOURHOOD POLICING MATTERS.

No PCSO present at this evening’s meeting.  PCSO Jones has sent in a report of Chirk Crime figures since our February meeting.  10 crimes are recorded and additionally 1 reported case of anti-social behaviour.  SW relayed information of an incident on Sunday in the early hours where 2 youths were confronted after jumping over a fence into a Rhos y Waun property.  The resident was encouraged to report the matter to the police.  EB also knew of an incident in the Castle Walks area where a car was tampered with on Saturday night – again the recommendation was to suggest the affected resident call 101 and report.  She also reported further instances of bad parking on Church St.  GB brought up the pinch point on Station Avenue and parking in double yellow lines outside the opticians.  At best obstruction and worse, dangerous.  PCSO team to be advised and Jo Rodgers of the WCBC Enforcement Team to be advised a daytime meeting with members is offered.  NJ would like to see a trend where the reported monthly statistics are falling.  The police precept is high and the force should be put under pressure to bring the figures down.  FH made mention of a number of instances where bikes are seemingly abandoned in different sites across the town.  LP also noted a mobility scooter left by the bin adjacent to the bus stop at Lodgevale.

 

150.    TO RECEIVE REPORT FROM GENERAL PURPOSES COMMITTEE MEETING HELD 18TH MARCH 2019.
 The draft report for the General Purposes Committee meeting held 18th March 2019 is now put to the Council as an accurate record of proceedings.  The motion proposed EB and seconded MM was passed unanimously.  No matters arising.

 

151.    TO RECEIVE ORAL REPORTS FROM COUNCIL REPRESENTATIVES.

 

·         FH reported on his attendance at the Chirk Visioning Event on March 23rd.  He found it a useful and good exercise.  A long list of things already going on in Chirk was compiled.  A written report is to be published.

·         EB echoed the view of FH – a very constructive event.

·         JA wished to record thanks of the assistance given by the duty caretaker – John Gibbens.  He was a great help at the Visioning Event.

·         DG in turn thanked JA for her efforts to make the Visioning Event a success.

·         BH found the Visioning Event good and useful.

·         LP sorry that she could not attend but did make JA aware of this.

·         BC recently attended the High Sheriff Community Awards at Glyndwr University.  Very pleased to see youngsters being recognised.  Friends of Chirk Station volunteers were awarded the Wrexham County Group Award – nominated by Chirk TC.

·         SW echoed LP in not being able to attend the Visioning Event – Youth football commitments fall in a Saturday.  Relayed a comment from Sue Bell who did attend – she loved it.

·         JA reported attendance at the recent One Voice Wales Wrexham & Flintshire Area committee meeting.  Ian Bancroft the new Chief Executive of Wrexham CBC gave a keynote presentation.  Mention made of the Charter versus Forum approach (Flintshire – Wrexham) and stated he would support Wrexham adopting a Charter to formalise relations between Town and Community Councils in Wrexham County and the Principal Authority – WCBC.  Mention also made of the recent recommendations on the future of Town & Community Councils in Wales, mandatory training is very likely to become a legal requirement both for new and existing community councillors.  It was reported that the auditing contracts Welsh Audit Office have with BDO and Grant Thornton are not being renewed.

 

152.    TO RECEIVE ORAL REPORTS FROM LOCAL MEMBERS – WREXHAM CBC.

TE is on holidays.

 

FH reported that the planning application recently brought before the WCBC Planning committee to pass the Kronospan addition of Oriented Strand Board production has been deferred.  Highways raised specific objection over a single point of access to the factory site.  It is hoped the company and planning officers can explore the possibility of a new access at the Northern end of the site.  Along with SW, FH met the contractors based near to Coronation Drive and Princess Ave to gain agreement to keep a clearway.  It was also mentioned that some of the work being undertaken on the council owned properties is under par – crooked fence – where is the WCBC overseer to ensure good results are delivered.  WCBC are responsible for the contractors engaged and they should be delivering high quality work.  DG raised similar shortcomings over the contractors undertaking the water main replacement work.  She has received reports of 3 properties where work undertaken and all three suffer bursts in Longfield.  Also, a safety cover was replaced with a ply wood board – not appropriate.  FH and DG to speak further on these matters.  NJ re-emphasis on the WCBC Officers not performing.  LP makes the suggestion that a letter to WCBC over the matters of water main and fence installation shortcomings be sent.  The WCBC officer from Housing that has offered to meet JA and SJ – invite other members to attend.  Having a single point over allocation is worrying.  LP asked of FH which WCBC Dept.’s responsible for awarding the contracts – the reply given that WCBC Housing in both cases.  FH continued with news of the nominations for the next Mayor of Wrexham – Cllr. Rob Walsh, and Deputy Mayor – Cllr. Ronnie Prince.  They will be formally appointed at the May AGM.  LP thanked FH for using the “Fix My Street” app over the repair of a pothole on Lodgevale Park.  EB mentioned the Colliery Rd/B5070 junction where the surface is breaking up.

 

153.    TO OUTLINE PLANS FOR AN APPEAL TO RAISE FUNDS FOR A DEFIBRILLATOR LOCATED AT NEW RHOS Y WAUN.
 Both SW and LP have visited most of the businesses located at New Rhos y Waun to test the water over a fund-raising effort to provide for the siting of a defibrillator in the vicinity and also within Lodgevale Park.  The proprietor of Craft Bug has offered to organise a raffle to be drawn in November.  Members were mindful of the raffle GB has in play at the moment.  GB did not see any issue as the draw for the Inclusive Play equipment is expected to take place over Easter.  SJ has looked into the Gambling Act 2005 regulations and suggests Chirk Town Council register with Wrexham CBC under the Small Society Lottery licensing regulations.  The license costs £40 for the first year and £20 annually reviewed.  Motion proposed GB, seconded MM for this registration to be undertaken – Motion carried.

 

154.    TO CONFIRM TERMS OF REFERENCE FOR COUNCIL COMMITTEES.
 SJ referenced the draft Terms of Reference for Council Committees included in the papers for this evenings meeting.  It is based on already adopted examples by other Town and Community Councils and then tailored to the 8 CTC committees currently in place.  This matter was discussed in detail at the last General Purposes Committee meeting.  The motion to formally adopt was passed unanimously.

 

155.    TO PRESENT & ADOPT AN UPDATED DATA PROTECTION POLICY DOCUMENT.
 A draft revised Data Protection Policy has been circulated.  It builds on the current policy, taking account of the additional rights brought in by the General Data Protection Regulations 2018.  Also tabled as a directly related matter is a draft General Privacy Notice which provides clear statements over the use of personal data.  Member discussion undertaken resulting in a motion to adopt both documents and publish on the Chirk Town Council website with immediate effect – Carried unanimously.

 

156.    TO HEAR AN UPDATE FROM THE GRANT APPLICATIONS WORKING PARTY.

·         Kronospan – the donation of £500 has been received towards the purchase of defibrillators for Pentre and Black Park.  Both Mondelez and Richard Burbidge have also been approached.

·         North Wales Police & Community Trust grant scheme – Chirk Community Forum having been shortlisted; the public voting closed on March 15th 2019.  £2,500 is awarded to the vote winner.

·         Airbus UK – a project submitted by Chirk Community Forum to install a Swing for Disabled Children has been included in a public vote (ten in all) – guaranteed a grant of £1,000 with the winning project securing £7,000.  Members encouraged to garner support and request for votes to be cast online or via coupons published in The Leader newspaper.

·         Tesco Bags of Help – Chirk Town Council applied via Groundwork to the Tesco scheme.  GB advises that we have been successful in having our project to install all-inclusive play equipment put forward to the instore vote commencing in May.  We are guaranteed an award of £1,000 and if placed 1st or 2nd the amount received is £4,000 or £2,000 respectively.

·         North Wales PACT grant scheme – SW advises that the application and 3 week turnaround is straight forward.  She received £250 towards new football goals.  This may be considered if there is any shortfall in funds required to reach target.  

 

157.    TO DECIDE UPON APPEALS FOR FINANCIAL ASSISTANCE RECEIVED.

·         Simon Green – Wales Marathon – Childhood Tumour Trust & Bridgend Coalition of Disabled People – Suggestion by SJ, as we do not support individual fundraising efforts, whether members wished to make a donation to one or both of the causes Simon is raising funds for.  Proposed BH and seconded DG to leave this request on the table – motion carried.

·         Ms Holly Wilcock – Hope House Children’s Hospice, Oswestry – request for financial support.  Proposed SW, seconded FH to grant £200 – motion carried.

 

158.    TO RECEIVE THE ORAL REPORT OF THE CLERK – INCLUDES CORRESPONDENCE.
 Matters to note:

·         Understanding Welsh Places request a 75 to 100 word description of our community to be included in a new website to be launched in the summer.  Members agreed for this to be placed on an agenda of an upcoming General Purposes Committee meeting.  The text to be submitted by 7th May 2019.

·         Renovation of Offa and Black Park play areas.  Switching from play bark/wood chip to grass.  The search for a contractor has borne fruit and SJ is in final discussions.  The addition of grass matting is being checked against current regulations.  It is hoped work can commence in early May. 

·         Castel Crogen Lodge regularly use the Council Chamber for their meetings.  They have been offered a new presentation case for their Lodge Certification.  They request for this case to be fixed to the wall and it will be closed when the Lodge are not meeting.  A photograph showing the dimensions and proposed location was distributed.  Members requested that the Lodge be responsible for the installation and eventual removal leaving the location where the case was hung in the original state.  LP suggested an effort to blend the case colouring with the paint colour should be made.  Motion to approve proposed GB, seconded BC – Motion carried.

·         Earlier this evening JA presented the donation of £200 to Blood Bikes Wales agreed at our January meeting, to their representative and John Dean.  John approached the Council to support his bid to the first amputee to volunteer for Blood Bikes Wales.  Photographs will be supplied to JB for publication in The Advertizer.

·         SJ advised receipt of the Annual Financial Report today for Chirk Town Council.  Some points being clarified before formally presenting to Council.

 
 Correspondence:-

·         Keep Britain Tidy – Email outlining The Great British Spring Clean – 22nd March to 23rd April 2019.  Noted.

·         Clerk of Glyntraian Community Council – Email advising of a Public Consultation over the future use of the Pontfadog school site.  The first meeting to be held at the school on 11th April 2019 at 7:30pm. Noted.

·         Cllr. Kirtsy Cottam – Email following on from her resignation wishing to recognise the hard work undertaken by all members.  She does hope to match their dedication at a point in the future.  Noted.

·         Llyr Gruffydd AM – Email advising that the Welsh Audit Office are to take the audit work for Town and Community Councils in-house from 2020-21. Noted.

·         Wales Audit Office – Email and attached letter advising of some undercharging of audit fees recorded by Grant Thornton.  The invoice for the 2018-19 audit may show an increase of between £50 - £100.  Noted.

·         Friends of Chirk Station – Christine Ashford – Email thanking Chirk Town Council for the recent grant of £100.  Bee Happy at Chirk Station is this seasons theme. Noted.

·         Jill Evans MEP – CND Cymru – Email requesting the Council to pass a motion stating that your community will not volunteer to host an underground nuclear waste storage facility. Noted.

·         Jess Keates – Chirk Community Pantoholics – Letter of thanks for the commemorative plaque placed in Chirk Parish Hall marking the 25th Anniversary of the Pantoholics.  Noted.

·         British Weights and Measures Assn. – Letter informing members that Pedestrian distance signs must only show imperial units of distance.  Noted.

 

159.    TO RECEIVE REPORT AND RECOMMENDATIONS FROM PLANNING SUB-COMMITTEE MEETING HELD 4TH MARCH 2019.
 The draft report for the Planning Sub-Committee meeting held 4th March 2019 is now put to the Council as an accurate record of proceedings.  Motion to approve passed unanimously.

 

160.    TO APPROVE PAYMENTS TO BE MADE AS ON LIST ATTACHED.
 A list of invoices and payments (to 27.03.19) amounting to £13,080.47 & £137.82 (using pre-paid creditcard) was given to the Council and were passed for payment (see addendum).  The motion to approve was passed unanimously.

 

161.    TO PRESENT ITEMS FOR INCLUSION ON THE NEXT AGENDA.

To note:

·         A request to revive the Major Incident Policy previously tabled by Eilwen Jones.

·         Call a meeting of the iBeacon Working Party.

·         Ex. Councillor John Vant is having treatment at Wrexham Maelor Hospital – he is on Flemming ward.

·         GB requests a letter from the Council be sent to Chirk Castle congratulating them on their record visitor numbers 12 months to February 2019.

·         EB looking out for the output from the Visioning Event.

·         BH requests a meeting with Canal & River Trust.  Recent complaints over dog fouling and off lead/loose dogs on the tow path.  Also, cyclists and pedestrians need to respect each other and share the tow path.  It was suggested this matter can be discussed in greater detail when the General Purposes Committee next meets.

·         BH also interested in looking more into an EV – Charging Point being sited in Chirk.  Perhaps invite a Wrexham CBC officer to a future meeting.

·         SW quoted in a newspaper article covering the topic of provision of facilities for the teenagers resident in Chirk.  Reference made to the recently adopted Member/Officer Protocol.  JB accepts his article should state the quotes are a personal opinion and not necessarily representative of the Council as a whole.  DG did ask SW to undertake more analysis as she has a contra view over provision in Chirk.
  

Meeting closed 9:00pm.

 

 

 

 

Signed                                    Chairman                                                                                    24th April 2019