MINUTES OF THE ANNUAL GENERAL MEETING HELD 16th May 2022
held in person at the Parish Hall and virtually on-line over video
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), Mr Frank Hemmings (FH),
Mr Mark Roberts (MR), Mrs Deborah Cooke
(DC), Mrs Sarah
Appleton (SA), Mr Lee Bunn (LB),
Mrs Linda Oliver (LO).
Mrs Karen Brown (KB) -
Clerk to the Council,
Mrs Rebecca Ap Gwyn
(RAG) – Administration Officer
Mrs Yvie Bernett (YB)
– Community Agent
3 Members of Public
Welcome and Introductions
For the benefit of the three new Councillors and members of
the public, all Council representatives introduced
To elect the Chair of Chirk Town Council for 2022/23 and
witness the acceptance of office
Cllr. Sarah Williams proposed Cllr. Brian Colley for the
position of Chairman. This was seconded by Cllr. Deborah
Cooke. There were no other nominations. The Council agreed
to appoint Cllr. Colley as Chairman. BC thanked all members
for their trust.
BC on behalf of the Council thanked Cllr. Frank Hemmings for
his time as Chairman.
To receive report from retiring Chair
FH spoke about the Town meeting, planning and hybrid
installation and transfer of Christmas Lights to Chirk Town
Council. FH thanked all the staff of the Council for their
hard work. FH also wished to thank all the Councillors for
their support, especially BC.
Finally, FH thanked Lynne Painter, Burgoyne and Michael
Maxfield for all their work.
To elect the Vice-Chair of Chirk Town Council for 2022/23
and witness the acceptance of office.
Cllr. Barbara Humphreys proposed Cllr. Jackie Allen for
Vice-Chair, Cllr Dot Griffiths seconded.
Cllr Sarah Williams proposed Cllr. Frank Hemmings as
Vice-Chair, Cllr Deborah Cooke seconded.
A ballot was undertaken, and Cllr Frank Hemmings was duly
elected as Vice-Chair.
To receive and accept Apologies for Absence through the
Cllr’s Evans and Holmes made apologies. The Council
accepted the apologies.
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,
that the Festive Lights Committee be amalgamated with the
proposed new Events Committee, DC seconded. All agreed. The
Council agreed to add a new Grants committee.
To make appointments to the following committees:
8a. General Purposes Committee -
Membership the full Council
8b. Planning Committee –
Cllrs. Brian Colley,
Sarah Appleton, Barbara Humphreys, Mark Roberts, Sarah
Williams, Jackie Allen, Mark Holmes, Terry Evans, Frank
Hemmings, Dorothy Griffiths, Gareth Baines, Deborah Cooke.
8c. Finance Committee –
Frank Hemmings, Brian Colley, Mark Holmes, Terry Evans,
Sarah Williams, Gareth Baines, Jackie Allen, Sarah Appleton.
8d. Staffing & Policies Committee –
Frank Hemmings, Brian Colley, Mark Roberts, Mark Holmes,
Deborah Cooke, Linda Oliver, Jackie Allen, Gareth Baines,
8e. Special Committee -
Vice-Chairman, Cllr. Sarah Williams.
8f. Consultations Committee -
Vice-Chairman, Cllr. Mark Roberts.
8g. Parish Hall Sub Committee –
Frank Hemmings, Brian Colley, Mark Holmes, Barbara
Humphreys, Newman James, Dorothy Griffiths, Jackie Allen,
Website – Task & Finish Working Party - Cllrs. Frank
Hemmings, Brian Colley, Gareth Baines, Lee Bunn, Sarah
Cemetery - Task & Finish Working Party
– Cllrs. Frank Hemmings, Sarah Williams, Jackie Allen,
Dorothy Griffiths, Terry Evans, Barbara Humphreys.
Festive Lights & Events Committee –
Cllrs. Frank Hemmings,
Newman James, Mark Roberts, Mark Holmes, Deborah Cooke,
Linda Oliver, Brian Colley, Sarah Appleton.
Grants Committee – Cllrs. Frank Hemmings, Brian
Colley, Jackie Allen.
To agree appointments of Council Representatives on the
following outside bodies:
9a. School Governors –
Ysgol Y Waun –
Federated Pentre Controlled –
Cllr. Barbara Humphreys
9b. Chirk Charities
– Cllrs. Jackie Allen, Newman James, Mark Holmes and Frank
9c. Kronospan Liaison Committee Group
– Cllrs. Frank Hemmings, Terry Evans, Sarah Williams, Brian
Colley, Gareth Baines, Jackie Allen.
9d. Black Park Community Centre
– Cllrs. Frank Hemmings, Sarah Williams. FH suggested
looking into this as no meetings have been taking place.
9e. One Voice Wales Wrexham/Flint Area Committee
Jackie Allen, Mark Roberts.
9f. Shrewsbury/Chester Rail Users Association -
9g. Chirk Air Training Corps
9h. Penybont Liaison Group
Frank Hemmings, Barbara Humphries, Jackie Allen.
9i. Chirk Youth Football Club
Frank Hemmings, Newman James, Mark Holmes, Mark Roberts.
9j. Footpath Liaison
Frank Hemmings, Brian Colley.
9k. Chirk & Ceiriog Valley Partnership –
Cllrs. Frank Hemmings, Deputy
Gareth Baines. – Not met since Covid 19.
9l. Chirk Community Forum –
Cllr. Terry Evans.
Clerk to clarify with TE if the forum is still active.
9m. Chirk Recreation Ground Trust -
All members of the Chirk Town Council.
9n. Wrexham Town & Community Council Forum -
Chair, Vice-Chair & Clerk.
9o. Glyn Valley Tramway Trust
– Cllr. Jackie Allen.
9p. Area of Outstanding Natural Beauty (AONB) Champion
To agree dates of meetings of the Council 2022/23.
FH proposed to agree the presented dates. JA seconded. All
Clerk to add to website.
To receive information of Members attendance at meetings of
the Council 2021/22.
The Council noted the attendance data.
To approve and adopt the Standing Orders for Chirk Town
The Clerk highlighted the amendment on page 7 section 3A to
reflect multi location attendance.
JA proposed to accept the amendment and approve the Standing
Orders. BH seconded. All agreed.
To approve the following banking/payment requirements as per
the Financial Regulations:
The Clerk drew attention to the Financial Regulations which
required annual approvals.
13a. To appoint a member, other than the Chairman
to verify the bank reconciliations for all accounts (section
The Council agreed to Cllr Jackie Allen to undertake this
13b. To review the bank mandates (5.1)
The Council reviewed all bank mandates as presented; the
Clerk brought it to Council’s attention that the Chairmans
account is being charged £8 per month. JA suggested petty
cash, BC suggested it may be simpler to ringfence the amount
in the main account. JA proposed that the Chairmans account
be closed and added to the Community Account. FH seconded.
JA proposed Cllr Frank Hemmings to be added to the
bank mandates in place of Chris Burgoyne. BH seconded the
proposal. All agreed.
Clerk to make necessary amendments.
13c. 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. NJ seconded, all agreed.
To confirm and sign the minutes as a true record of the
Ordinary meeting held on 27th April 2022.
The minutes were reviewed. The minutes were proposed by NJ
and seconded by SW as a true account of the meeting.
To confirm and sign the minutes as a true record of the
Community Town meeting held on 27th April 2022.
The minutes were reviewed. NJ stated there was an error, as
MM was down as haven given apologies and being present. NJ
was present at the meeting but was not listed.
With this amendment SW proposed the minutes were a true
account of the meeting. DG seconded. All agreed.
To consider any matters arising from the Minutes received
above not reported elsewhere.
Item 161 - Action for FH to look into ownership of hospital
drive - JA will make enquires as she has a meeting with
Hospital estates team.
JA asked about addendum to Council fees being added to the
minutes. The Clerk advised that this still needs
FH spoke about travellers’ site; he is still awaiting an
DC and the Clerk gave an update on the Carnival, and the
school Disco planned for the evening before. JA asked how
you stop people from not paying. Clerk advised that the
carnival will be secured with fencing whilst still allowing
free and open access to part of the Recreational Ground,
skate park and children’s play area.
JA requested that tickets be provided to Chirk Court for
those who wish to attend.
DG asked about parking. FH advised that Kronospan and
Mondelez have provided parking, and the
Clerk advised that the Parish Hall would be used for
disabled/blue badge parking.
DC spoke about Jubilee plans. The Clerk reported stock
issues with pin badges for school children, RAG to look into
sourcing an alternative if original cannot be secured.
Clerk advised Council that RBL had provided a flag and
bunting for the picnic. FH and BC to do a reading on
behalf of Council at Church Service.
SW asked about progressing Monkey Puzzle Tree.
To note Planning applications dealt through the Planning
The Clerk spoke about the Kronospan Planning Consultation
and advised there would be a site visit 25th May
To receive oral reports from Council Representatives.
DC reminded Councillors that there would be a tea dance at
the Parish Hall 25th May 2022 as a pre-jubilee
A member of public mentioned that there had been children up
the mount setting fires, when the lady tried to confront
those responsible, she was given verbal abuse. The incident
involved four children at approximately 3.30pm.
JA spoke about the increase in vandalism – Longfield’s,
Chirk Station and outside Spar. JA requested that we ask
the police to attend the next meeting to discuss. Clerk to
LO mentioned that she had witnessed anti social behaviour in
There is concerns that drugs may be being used on the
JA spoke about youths being on Chapel Lane in the early
hours of the morning.
DG raised the issue that several residents in her area are
BC proposed that the Council issue a press release, SW
seconded. All agreed.
FH advised to speak to PCSO, in particular PCSO Kim who
deals with the schools.
NJ suggested that the Council should move forward quicker
with more CCTV. JA agreed.
FH advised Council that there had been numerous reports of
issues with footballs, both in Black Park and Chapel Lane.
The Clerk, BC & FH will be doing a site visit with Richard
Roberts to see if and how the issues can be resolved.
DC raised the fact that there is no dropped curb by the
Church, which is causing an issue for a resident on a
FH to speak to Wrexham Council.
To receive oral reports from Local Members – Wrexham CBC.
FH reported on the following:
All WCBC Councillors have signed Declaration of Interest
forms for next five years.
Both FH & TE have attended Code of Conduct training.
A meeting will be held soon to elect new Mayor and
BC asked if there was any further information of Wrexham’s
bid for City of Culture. FH advised that the judges were
happy with what they saw, but he had no further information
on what the outcome would be.
To agree the 2022 school leavers gift.
Ysgol Y Waun had the hoodies funded due to the pandemic.
Members noted that the children do wear the hoodies as they
have been seen in the area. JA noted that the Council only
agreed to the hoodies for the last two years and wishes the
Council to revert back to the previous gift of the book
token. SW requested that the children continued to receive
hoodies as this is what they wanted. JA reminded council
that the agreed budget is £10 per student.
BH is to speak to Pentre school to discuss what they wish to
receive this year.
NJ requested that the children in Pentre receive something
useful rather than a bible.
Councillors to decide at next Council meeting what they wish
to purchase to allow Clerk to order in time.
Clerk to add to agenda
To agree the payment to enable the extension of the
Fareshare scheme to support the Community Cupboard.
YB gave an update on the Community Cupboard. The Fareshare
initiative has saved over 712 tonnes of food from waste.
The Cupboard has been extremely busy that limits have had to
be put on some products. The Community Cupboard has over
£3,000 in funds and wishes to have approval from Council to
spend £1,856 renewing the Fareshare membership for another
JA asked about the legalities of the Council funding this in
– Clerk to look into.
FH spoke about the success of the cupboard. BH asked if we
could charge for the products, YB explained that the
Fareshare agreement prevents products being sold. The Clerk
explained that the coffee morning raises money each week for
the Community Cupboard. The Clerk gave a brief overview of
some of the difficulties that can be faced, the dangers of
interacting with some people. BC gave thanks to YB and the
volunteers and stated that Glyn Wylfa would be willing to
FH proposed the spending of funds to renew Fareshare. SW
seconded, all agreed.
To discuss and agree if Council meetings should be recorded.
The Clerk spoke about option of recording Council meetings.
JA proposed that meetings are recorded but not published due
to GDPR. The Clerk advised Council on the processes and
other Councils who recorded meetings. JA advised that this
is something she wants to put on OVW agenda. FH asked about
– Clerk to look into.
JA proposed we start recording meetings for private use (to
assist Clerk with minutes). BH seconded. All agreed.
To decide upon appeals for financial assistance received.
To present items for inclusion on the next agenda.
Members requested that CCTV for Lodgevale and Offa be
A member of public requested to discuss Kronospan. He wished
to raise concerns about noise, fibres and dust. They have
made complaints to both Wrexham Council and Kronospan and
wanted to establish if Chirk Town Council had seen any of
the complaints. FH advised that the Liaison Group only get
a summary report. JA advised that this had come up at a
liaison meeting three years ago and GDPR prevented anyone
outside of Kronospan seeing the books.
There was a discussion on how involved the Council could be
with complaints without becoming liable. FH wants to push
Natural Resources Wales to set up a complaints email. BC
will escalate permit.
Meeting closed 21:50