MINUTES OF THE ANNUAL MEETING HELD 26th May 2021
held virtually on-line over video /telephone conferencing
Cllrs. Mr Brian Colley
(BC), Mrs Jackie Allen (JA),
Mr Gareth Baines (GB),
Mrs Barbara Humphreys
(BH), Mr Newman James (NJ), Mrs
Sarah Williams (SW),
Mrs Dot Griffiths
(DG), Miss Lynne Painter (LP),
Mr Chris Burgoyne (CB),
Mr Frank Hemmings (FH),
Mr Terry Evans (TE),
Mr Mark Holmes (MH),
Michael Maxfield (MM), Mr Mark Roberts
(MR), Mrs Deborah Cooke (DC),
Also in attendance:
Mrs Karen Brown (KB) -
Clerk to the Council,
Mrs Rebecca Ap Gwyn
(RAG) – Administration Officer
To elect the Chair of Chirk Town Council for 2021/22 and
witness the acceptance of office
Cllr. Gareth Baines proposed Cllr. Frank Hemmings for the
position of Chairman. This was seconded by Cllr. Jackie
Allen. There were no other nominations. The Council
unanimously agreed to appoint Cllr. Hemmings as Chairman. FH
thanked all members for their trust.
FH on behalf of the Council thanked Cllr. Brian Colley for
his time as Chairman during a very difficult time.
To receive report from retiring Chair
BC highlighted that it had a been an extremely challenging
two years and referred to his full report presented at the
last meeting. In summary, despite the challenges, the
Council had used this time effectively and achieved a lot.
There is still a lot more to do but good progress had been
made and a good basis laid for modernising the Council. BC
thanked all staff and Councillors for their hard work and
To elect the Vice-Chair of Chirk Town Council for 2021/22
and witness the acceptance of office.
Cllr. Sarah Williams proposed Cllr. Brian Colley for
Vice-Chair, Cllr Mark Holmes seconded.
Cllr Dorothy Griffiths proposed Cllr. Gareth Baines as
Vice-Chair, Cllr Jackie Allen seconded.
A secret ballot was undertaken and Cllr Brian Colley was
duly elected as Vice-Chair.
To receive and accept Apologies for Absence through the
Declarations of interest on items on the agenda
To review Terms of Reference and determine the number of
places on each Council Committee
The Terms of Reference were reviewed for all Committees and
the following amendments were proposed by JA and seconded by
Planning Committee to increase to 12 members.
Staffing & Polices Committee to increase to 9 members.
Website Task & Finish Working Group agreed with 5 members.
Cemetery Task & Finish Working Group agreed with 6 members.
To make appointments to the following committees:
7a. General Purposes Committee -
Membership the full Council
7b. Planning Committee –
Cllrs. Brian Colley,
Michael Maxfield, Barbara Humphreys, Mark Roberts, Sarah
Williams, Jackie Allen, Mark Holmes, Terry Evans, Lynne
Painter, Dorothy Griffiths, Gareth Baines, Deborah Cooke.
7c. Finance Committee –
Frank Hemmings, Brian Colley, Mark Holmes, Terry Evans,
Sarah Williams, Gareth Baines, Jackie Allen, Chris Burgoyne.
7d. Staffing & Policies Committee –
Frank Hemmings, Brian Colley, Mark Roberts, Mark Holmes,
Deborah Cooke, Lynne Painter, Jackie Allen, Gareth Baines,
7e. Special Committee -
Vice-Chairman, Cllr. Sarah Williams.
7f. Consultations Committee -
Vice-Chairman, Cllr. Mark Roberts.
7g. Parish Hall Sub Committee –
Frank Hemmings, Brian Colley, Mark Holmes, Barbara
Humphreys, Michael Maxfield, Newman James, Dorothy
Griffiths, Jackie Allen, Deborah Cooke.
Website – Task & Finish Working Party - Cllrs. Frank
Hemmings, Brian Colley, Gareth Baines, Lynne Painter, Chris
Cemetery - Task & Finish Working Party
– Cllrs. Frank Hemmings, Lynne Painter, Sarah Williams,
Jackie Allen, Dorothy Griffiths, Terry Evans.
To agree appointments of Council Representatives on the
following outside bodies:
8a. School Governors –
Ysgol Y Waun –
Federated Pentre Controlled –
Cllr. Barbara Humphreys
8b. Chirk Charities
– Cllrs. Jackie Allen, Newman James, Mark Holmes and Frank
Hemmings. SW noted that she would like to be considered as a
member in the future.
8c. Kronospan Liaison Committee Group
– Cllrs. Frank Hemmings, Terry Evans, Sarah Williams, Brian
Colley, Gareth Baines.
BH proposed JA become a member, however Council felt that as
JA was the Chair of the group this was not supported.
8d. Black Park Community Centre
– Cllrs. Frank Hemmings, Sarah Williams.
8e. One Voice Wales Wrexham/Flint Area Committee
Jackie Allen, Mark Roberts.
8f. Shrewsbury/Chester Rail Users Association -
8g. Chirk Air Training Corps
– Cllr. Jackie Allen.
8h. Penybont Liaison Group
– Cllr. Frank Hemmings, Barbara Humphries, Jackie Allen.
8i. Chirk Youth Football Club
Michael Maxfield, Newman James, Mark Holmes, Mark Roberts.
8j. Footpath Liaison
Frank Hemmings, Brian Colley.
8k. Chirk & Ceiriog Valley Partnership –
Cllrs. Frank Hemmings, Deputy
8l. Chirk Celebrations & Lights Committee –
Frank Hemmings, Newman James, Mark Roberts, Deborah Cooke,
8m. Chirk Community Forum –
Cllr. Terry Evans, Jackie Allen.
8n. Chirk Recreation Ground Trust -
All members of the Chirk Town Council.
8o. Wrexham Town & Community Council Forum -
Chair, Vice-Chair & Clerk.
8p. Glyn Valley Tramway Trust
– Cllr. Jackie Allen.
8q. Area of Outstanding Natural Beauty (AONB) Champion
Grants Subcommittee –
Allen, Terry Evans, Gareth Baines, Barbara
actions were agreed:
Clerk to send
letter to Black Park Community Centre requesting the date
for the next meeting.
JA to write to Glyn Valley Tramway Trust regarding upcoming
To agree dates of meetings of the Council 2021/22.
SW proposed to agree the presented dates. TE seconded. All
Clerk to add to website.
To receive information of Members attendance at meetings of
the Council 2020/21.
The Council noted the attendance data.
To approve and adopt the Standing Orders for Chirk Town
11a. To approve an Addendum to the Standing Orders for Chirk
The Clerk highlighted the addition of 8b to allow for a
secret ballot, as previously agreed. The Clerk also provided
background to the addendum to allow for hybrid meetings. It
was noted that section 3a of the Standing Orders which
relates to meetings not taking place in premises which are
used for the supply of alcohol is no longer relevant under
the new legislation.
BC proposed to remove paragraph 3a, and agree to the
inclusion of 8b and the addendum to the Council’s Standing
Orders. TE seconded. All agreed.
To approve the following banking/payment requirements as per
the Financial Regulations:
The Clerk drew attention to the newly adopted Financial
Regulations which required some additional annual approvals.
12a. To appoint a member, other than the Chairman
to verify the bank reconciliations for all accounts (section
The Council agreed to Cllr Chris Burgoyne to undertake this
12b. To review the bank mandates (5.1)
The Council reviewed all bank mandates as presented, it was
felt that one other Councillor should be added as a back up
in the unlikely event of the named individual being
indisposed . FH proposed Cllr Chris Burgoyne to be added to
the bank mandates where there is only one Councillor. LP
seconded the proposal. All agreed.
Clerk to action.
12c. To authorise the regular payments (5.6)
The Clerk went through all the monthly regular
contracts, fixed direct debits, variable direct debits,
annual subscriptions and contracts.
JA proposed to authorise approval of the regular
payments. CB seconded, all agreed.
To confirm and sign the minutes as a true record of the
Ordinary meeting held on 24th April 2021.
The minutes were reviewed. The minutes were proposed by BC
and seconded by TE as a true account of the meeting.
To confirm and sign the minutes as a true record of the
Community Town meeting held on 24th April 2021.
The minutes were reviewed. JA stated on page 4 there was an
error, it was not e-consult forms it was a consultation
With this amendment JA proposed the minutes were a true
account of the meeting. MH seconded. All agreed.
To consider any matters arising from the Minutes received
above not reported elsewhere.
Item 112 – FH reported that the flooding report on Lodgevale
had still not been received.
To note Planning applications dealt through the Planning
The Planning Committee had no objections to:
P/2021/0356 Variation of conditions 02 and 03 of
P/2017/0459 to allow an additional 3 years for commencement
of works - Rear of Ingleby, Chirk Green, Chirk, Wrexham
P/2021/0431 Erection of a Classroom – Ysgol Y Waun Junior
School, Lloyds Lane, Chirk, Wrexham
P/2021/0326 Extension to Existing Agricultural Building,
Halton Farm, Halton, Chirk
The Planning Committee had not reached a decision on the
following applications so required Council approval.
FH declared an interest due to being on the Wrexham Planning
P/2021/0365 Re-Build of 11KV overhead line - Chirk to
Ifton IIKV lane, Chirk, Wrexham
P/2021/0012 Section 78 Appeal at: , 17, Duke Street,
SW proposed no objections to the two outstanding planning
applications. TE seconded. All agreed.
To receive oral reports from Council Representatives.
DG reported on the successful dedication of the Covid-19
bench and noted that Jim Heath donated his own time free of
charge to work on the bench. Members commented on how lovely
the bench and plaque are and noted a lot of praise had been
received from local people. FH thanked everyone involved.
BC mentioned the painting by Jim Heath of the queue outside
the Chemist during Spring 2020. JA proposed that Chirk Town
Council purchase the painting for its historical portrayal.
DG seconded the proposal. All agreed.
To receive oral reports from Local Members – Wrexham CBC.
TE reported on the following:
Station Avenue (past the Station towards the Castle Gates)
the road speed can not be reduced but Wrexham Council are
looking at improving signage and putting 30mph onto the road
Pot holes are an ongoing issue.
Railings around the aqueduct viewing point are being looked
at by Wrexham Council and the Canal and River Trust.
Drain traps have been cleared by Castle Walks.
Fly tipping is an ongoing issue at St Mary’s Close.
Crew Manager of Chirk Fire Station Paul McNulty is retiring
after long service. TE asked for a letter of recognition be
sent thanking him for his work in keeping Chirk residents
Clerk to action.
NJ highlighted the road closure signs which are being put on
the pedestrian footpaths meaning that the use of the
pavement is obstructed for some people. GB added that the
traffic light at The Trap is in the wrong place – too far
forward. TE to bring to Wrexham’s attention.
DG considered it unacceptable that Wrexham Council wagons
are using the pull-ins on Longfield’s and blocking the road
for residents. TE will look into this issue. FH suggested
getting the PCSO’s involved.
FH reported on the following:
The potholes in Lodgevale have been filled.
There is no progress on the repairs to the road landslide in
Newbridge, Wrexham Council has written to Welsh Government
for financial assistance.
The next litter pick is planned for 7th June
FH commended the regular volunteer litter pickers who are
doing a fantastic job. FH requested that a letter of thanks
be forwarded to them. Agreed. Clerk to action.
LP raised safety concerns about the heavy good vehicles
pulling up on the road side to use the burger van which is
causing a dangerous situation. Members discussed the problem
and felt it was very difficult to control road users. FH
agreed to discuss with Highways.
To agree the 2021 school leavers gift.
FH declared an interest.
Ysgol Y Waun had the hoodies funded last year due to it
being an exceptional year; it has again been another very
tough year for the current leavers. Members noted that the
children do wear the hoodies as they have been seen in the
area. GB added that the Council does not have the resources
to fund this every year.
BH reported Pentre School is happy to receive the bibles as
MH proposed to purchase the hoodies and bibles in full. DG
seconded the proposal. All agreed. Clerk to
To discuss the future of meetings in relation to section 47
of the new Local Government & Elections Wales Act 2021.
The Clerk went through section 47 of the new Act. Whilst the
Council is using Zoom it is compliant with the law. Any
in-person meeting without a hybrid facility would mean the
Council would be non-compliant.
GB advised that he had experience of hybrid meeting
technology and signposted the Clerk to some providers.
JA proposed that due to all Councils looking to move to
hybrid technology, which is a legal requirement, the be
Clerk delegated to purchase suitable equipment. BH seconded
the proposal, all agreed. Clerk to action.
To decide upon appeals for financial assistance received.
Wrexham Community Broadcasting –to support start up funding
- JA proposed not to support this appeal. MH seconded. All
Tenovus – general donation - SW proposed not to support this
appeal. JA seconded. All agreed.
Clerk to notify organisations of appeal outcomes.
To receive the Clerk’s report – includes active speed sign
The Clerk presented her report which covered general
updates, health and safety, Community Agent contract
monitoring, financial year end and audit and details of the
SLCC & OVW joint conference.
Keep Wales Tidy’s request for the Parish Hall in Chirk to
become a litter picking hub was discussed. Concerns were
raised over the opening hours of the Parish Hall. GB
proposed that the Parish Hall does become a litter picking
hub. SW seconded the proposal, all agreed. Clerk to
Chirk Youth Football requested temporary permission to use
the Recreational Ground. Members drew attention to the
special conditions under a covenant contained within the
deeds for the Recreational Ground which prohibit organised
sports on this land. The Trustees of the Recreation Ground
Trust have a duty to protect this covenant and ensure it is
always freely available to the people of Chirk. The Council
therefore, could not support this request.
NJ suggested that Chirk Youth Football can make use of the
green area at Chapel Lane.
Clerk to inform Chirk Youth Football.
To seek approval of payments made between 25.03.2021 to
Two lists of payments between 25.03.21 and 31.03.21
amounting to £8,779.18 (including VAT) and between 01.04.21
and 19.05.21 amounting to £18,923.48 (including VAT) were
presented to the Council. JA proposed and SW seconded that
the payments be approved. The motion was passed unanimously.
To present items for inclusion on the next agenda.
FH requested that removal of shrubbery at Black Park be
discussed at the next meeting as local residents would like
more area to kick the ball around/play in.
GB sought permission for the Grants Appeals Committee to
look into funding for a lights festival – which would be a
sponsored event. TE highlighted that Welsh Government has a
Welsh Towns Grant which Chirk should get a proportion of.
SW wanted to pick up on Cllr Cooke’s appointment interview
where a tourism leaflet was discussed in detail and felt
this should be discussed with more focus. A range of points
were highlighted relating to parking, the digital trails
etc. It was agreed that a special meeting be called to
discuss everything relating to tourism. Clerk to action.
Meeting closed 21:20