MINUTES OF THE ORDINARY COUNCIL MEETING HELD 25th
held virtually on-line over video /telephone conferencing
Cllrs. Mr Brian Colley
(BC) - Chairman, Mrs Jackie Allen (JA), Mr
Gareth Baines (GB),
Mrs Barbara Humphreys
(BH), Mr Newman James (NJ), Mrs
Sarah Williams (SW),
Ms Eleanor Burnham (EB),
Mrs Dot Griffiths (DG),
Miss Lynne Painter (LP),
Evans (TE), Mr Chris
Mr Michael Maxfield
Mr Mark Roberts (MR)
and Mr Frank Hemmings (FH),
Mrs Karen Brown (KB) -
Clerk to the Council,
Mrs Rebecca Ap Gwyn
(RAG) – Administration Officer
Mrs Yvonne Bernett (YB)
– Chirk Community Agent
reminded Councillors of the Code of Conduct and the duty of care to
each other and to all Council staff.
To Accept Apologies for Absence
Apologies for absence were received and
accepted from Cllr.
Mr Mark Holmes.
To make Declarations of Interest on items on
To confirm and sign the minutes as a true
record of the Ordinary Meeting held on 28th October 2020
The minutes were reviewed. MM proposed the
minutes as a true account, FH seconded, all agreed.
To consider any matters arising from the
minutes received above not reported elsewhere
Item 30 – Surgery/Pharmacy – JA read out a
statement from Chirk Surgery relating to December opening
procedures. Members noted that the statement was a step in
the right direction. Clarification was sought over the ‘to
let’ signage on the surgery building and it was confirmed
that the property is owned by a pensions company who are
renting out the top floor and has nothing to do with the
Overall, Members were still very concerned
over the ongoing situation outside the surgery and noted
that the arrangements are poor. Members did agree that the
medical care is seen as very good. YB added that the elderly
are struggling to wait outside without seating and it is
very difficult for residents on a mobility scooter but
acknowledged the need to protect the front line staff.
Members recognised that the surgery staff are
working under difficult circumstances and wondered if the
Council could offer any support.
Members noted that the member of staff on the
window is also answering the phone, making the people in the
queue late for their appointment and questioned why couldn’t
the repeat prescriptions be sent directly to the chemist.
BC proposed to write to BCUHB to share the
Council’s views and concerns, welcome the move forward and
offer to assist the Surgery. GB seconded the proposal, All
agreed. Action: Clerk to send letter.
To receive the report from the Emergency
Planning Sub-Committee held on 4th November 2020.
NJ gave a brief summary; it’s early days and
the group needs to focus on fully understanding the
responsibilities, potential scenarios and partners. NJ
proposed the report as a true account, JA seconded. All
To receive the report from the Finance
Committee held on 11th November 2020 and present
recommendations for approval
GB proposed the report was a true account of
the meeting, SW seconded the proposal. All agreed.
BC highlighted the spending recommendations
as detailed in item 4 for the following items:
4a. CCTV at Longfield
4b. Electrical Quotes x 2
4c. Headsets for Councillors using Zoom
4d. izettle & tablet (contactless payments
for Parish Hall users)
4e. Lift maintenance
NJ proposed to support the recommendation
made by Finance Committee, MM seconded the proposal. All
Action: Clerk to make the necessary
To receive the report from the General
Purposes Committee held on 18th November 2020.
The report was reviewed, NJ proposed the
report as a true account, SW seconded, all agreed.
Health & Safety Audit – Members agreed for
the Clerk to continue to convert the recommendations into
an action plan - split between work to be out-sourced and
work which will be undertaken in-house. Members also
requested a monthly update on the H&S tasks. Action: Clerk
to provide a monthly H&S update to Members.
To receive a verbal update from the Community
Agent – Yvie Bernett.
YB was welcomed to the meeting by the
Chairman. YB took Members through key points from the very
difficult year and detailed:
How her worked had changed, all events and
face to face meetings had stopped and work was more phone,
email and social media based with a few exceptions.
The Chirk Coronavirus Support Facebook page
which had been used to supply ongoing health information and
for community volunteers is reaching over 3,000 people.
Support of all local businesses making
deliveries throughout the pandemic.
Collecting and delivering prescriptions.
The first social distance coffee morning
event had commenced today (25/11/20) which proved to be very
Main focus at this time of year is the
Christmas Hampers. There has been a lot of support from
local people and organisations assisting along with the
Neighbourly Trust grant and this year the aim is to deliver
50 hampers (usually 25).
The criteria for the Christmas hamper has
broadened – nominations open to anyone (including families)
in the community who are isolated, lonely, financially
struggling or who have assisted others during this year.
Rev. Matt Wilkinson will be considering the
nominations and YB asked for Councillors to be part of the
panel. FH, DG & GB agreed to assist.
BC gave thanks to the great work YB had done
this year. All Members praised YB for her work and
contribution to the community during this year.
To receive oral reports from Council
EB highlighted the clogged drains with the
To receive oral reports from Local Members –
FH informed Members that:
The Christmas Light switch on will take place
on 5th December at 6pm. It will be a virtual
event streamed on Facebook live.
Further ‘no litter’ signs have been put up in
the Millennium gardens.
Planning is underway for a new building at
the School for wrap around provision in one space for
Rainbows and Nursery.
WCBC new Director of Education is progressing
quickly and the authority should be out of special measures
within 12 months.
Lights out on Bryn Coed for past 12 months
are due to a Scottish Power problem.
Road repairs by Hand Hotel went very well.
Lots of complaints about the LED light
modifications. Large parts in darkness and people now
feeling fearful to go outside. Concerns over compliance with
duty of care to the residents. SW reported that she fell
down the kerb and videoed how dark the streets were. SW
added that the lights on main road seem to have three times
amount of bulbs and are every effective.
NJ proposed to write to WCBC Paul Rogers to
express residents views on the lights, also question the
illumination compliance and request a copy of the light
survey as it was felt that the new lights are not fit for
purpose. Members noted that residents pay an additional fee
for the lights and there was no public consultation on the
change of the lights.
To receive Your Community Your Choice – Chirk
Forum application proposal.
GB reported to Council that he would like to
apply for this grant and that it had previously been agreed
that should any further grant be available outdoor gym
equipment for the Recreational Ground would be applied for.
The £2,500 would fund 4 pieces of equipment from Sunshine
Gym. PCSO’s have supported the idea as it targets boys aged
16-20 and senior citizens. GB asked the Council if it is
happy for the application to be submitted on behalf of the
Council. TE proposed to support the proposal. NJ seconded
the proposal. All agreed. Members requested that if the
application is successful that the siting of the equipment
is agreed by Council before installation. Action: GB
to submit the application.
To receive the report of the Clerk – includes
updates, correspondence, speed sign data
The Clerk went through general updates,
re-opening of the Parish Hall, Remembrance Sunday feedback
and You Tube statistics. Members gave thanks to everyone
involved in the wonderful ‘Lest we Forget’ video.
The Clerk read out a letter of apology from
the second individual involved in the skate park graffiti.
NJ proposed that the Council accept the apology. SW seconded
the proposal. All agreed.
The Clerk drew attention to the One Voice
Wales remote survey results. GB highlighted that the Parish
Hall does not have sufficient technology to hold hybrid
remote meetings and maybe the Council should look into a
large TV screen and webcams for each meeting room. JA noted
that the information from One Voice Wales stated that they
are seeking financial support from Welsh Government and
therefore the Council should not rush into purchasing
DJ asked about the Members allowance of £150
which had not been paid. The Clerk confirmed this money is
ringfenced in earmarked reserves and will ensure payments
are made by March 2021. SW remembered that the delay was due
to a tax issue which Shaun Jones was looking into. KB would
find out about the tax implications before making the
The latest active speed sign data for Station
Avenue showed that for the period 23/10/20 to 23/11/20 the
V85 was 29mph with 8.27% of vehicles travelling above the
speed limit. The additional brackets for the speed sign had
been ordered and paid and are just awaiting delivery.
To decide upon appeals for financial
Relate – relationship support. EB proposed a
donation of £500. JA proposed to leave on the table. NJ
proposed an amendment of a donation of £150, SW seconded the
amended proposal. The Council agreed by majority to support
Relate with £150.
The Clerk read out an email from a Councillor
proposing an additional £500 for Ifton Colliery Band for
their performance on the Remembrance Sunday video which
enhanced the moving video. GB agreed and seconded the
proposal. Members discussed that £500 was the maximum
donation which can be given in one year and therefore agreed
to pay this on 1st April 2020.
Clerk to notify all.
To note planning applications dealt through
the Planning Committee
None this month.
To seek retrospective approval of payments
made between 01.04.2020 to 30.09.2020.
The Clerk presented the payments from 1st
April to 30th September 2020 for retrospective
approval. NJ asked if the Finance Committee had gone through
the detail of this list. BC confirmed that it had been
scrutinised. JA added that before the Clerk makes any
payments, pre-payment authorisation is given by email from
BC & JA .
GB proposed to approve the payment list, MM
seconded, all agreed.
To present items for inclusion on the next
BC stated that following the December
meeting, a Christmas virtual get together will take place
NJ stated that the Welcome to Wales sign is
in need of renovation. TE confirmed that Sid Lloyd had
already agreed to renew the sign.