Chirk Town Council

The Annual Meeting of Chirk Town Council

on Wednesday 26th May 2021 at 7:00pm

will be held remotely via Zoom – joining details:
https://us02web.zoom.us/j/89890685014

Meeting ID: 898 9068 5014 Passcode: 476954

Dial in 0203 901 7895 or 0131 460 1196

If you would like to join in please contact the Clerk prior to the meeting with your name and email address, or name and phone number

1. To elect the Chair of Chirk Town Council for 2021/22 and witness the acceptance of office.
2. To receive report from retiring Chair.
3. To elect the Vice-Chair of Chirk Town Council for 2021/22 and witness the acceptance of office.
4. To receive and accept apologies for absence through the clerk.
5. To make Declarations of Interest on items on the agenda.
6. To review terms of reference and determine the number of places on each Council Committee.
7. To make appointments to the following committees:
     7a. General Purposes Committee (membership 15 full Council)
     7b. Planning Committee
     7c. Finance Committee
     7d. Staffing & Policies Committee
     7e. Special Committee
     7f. Consultations Committee
     7g. Parish Hall Sub Committee
     7h. Website – Task & Finish Working Party
     7i. Cemetery – New Phase – Task & Finish Working Party
8. To agree appointments of Council Representatives on the following        outside bodies:
     8a. School Governors – Ysgol Y Waun and Federated Pentre Controlled (1 member each)
     8b. Chirk Charities (membership 4)
     8c. Kronospan Liaison Committee Group (membership 5 including WCBC elected members)

     8d. Black Park Community Centre (membership 2)
     8e. One Voice Wales Wrexham/Flint Area Committee (membership 2)
     8f. Shrewsbury/Chester Rail Users Association (membership 1)
     8g. Chirk Air Training Corps (membership 1)
     8h. Penybont Liaison Group (membership 3)
     8i. Chirk Youth Football Club (membership 4)
     8j. Footpath Liaison (membership 2)
     8k. Chirk & Ceiriog Valley Partnership (membership 1)
     8l. Chirk Celebrations & Lights Committee (membership 4)
     8m. Chirk Community Forum (membership 2)
     8n. Chirk Recreation Ground Trust (membership 15 full Council)
     8o. Wrexham Town & Community Council Forum (membership Chair, Vice-Chair & Clerk)
     8p. Glyn Valley Tramway Trust (membership 1)
     8q. Area of Outstanding Natural Beauty (AONB) Champion (membership 1)
     8r. Penybont Liasion Group (membership 3)
     8s. Grants subcommittee (membership 4).
9. To agree dates of meetings of the Council 2021/22.
10. To receive information of Members attendance at meetings of the Council 2020/21.
11. To approve and adopt the Standing Orders for Chirk Town Council.
     11a. To approve an Addendum to the Standing Orders.
12. To approve the following banking/payment requirements as per the Financial Regulations:
     12a. To appoint a member, other than the Chairman to verify the bank reconciliation for all accounts

(section 2.2).
12b. To review the bank mandates (5.1) 12c. To authorise the regular payments (5.6)

13. To confirm and sign the minutes as a true record of the Ordinary meeting held on 24th April 2021.

14. To confirm and sign the minutes as a true record of the Community Town meeting held on 24th April 2021.
15. To consider any matters arising from the Minutes received above not reported elsewhere.
16. To note Planning applications dealt through the Planning Committee.
17. To receive oral reports from Council Representatives.
18. To receive oral reports from Local Members – Wrexham CBC.
19. To agree the 2021 school leavers gift.
20. To discuss the future of meetings in relation to section 47 of the new Local Government & Elections Wales Act 2021
21. To decide upon appeals for financial assistance received.
22. To receive the Clerk’s report – includes active speed sign data.
23. To seek approval of payments made between 25.03.2021 to 19.05.2021
24. To present items for inclusion on the next agenda.

Dates for Ordinary Meetings 2020/21.

Information to be published	How the information can be obtained	Cost
Class1 - Who we are and what we do Chirk town council is part of Wrexham County Borough and has two electoral wards Chirk North and Chirk South. The Council’s website is http://www.chirk.info/	(hard copy and/or website)
Who’s who on the Council and its Committees	See website Contact Clerk	Free
Contact details for Parish Clerk and Council members (named contacts where possible with telephone number and email address (if used))	See website Contact Clerk	Free
Location of main Council office and accessibility details	See website Contact Clerk	Free
Staffing structure	Contact Clerk

Class 2 – What we spend and how we spend it (Financial information relating to projected and actual income and expenditure, procurement, contracts and financial audit) Current and previous financial year as a minimum	(hard copy and/or website)
Annual return form and report by auditor for 2018/19 click here Annual return form and report by auditor for 2019/20 click here Signed annual return and report by auditor for 2019/20 click here Audit Certificate and Report 2019/20 click here	Hard copy – contact Clerk	10p per page
Finalised budget	Hard copy – contact Clerk	10p per page
Precept	Hard copy – contact Clerk	10p per page
Borrowing Approval letter	Hard copy – contact Clerk	10p per page
Financial Standing Orders and Regulations	Hard copy – contact Clerk	10p per page
Grants given and received	Website/Council minutes Hard copy – contact Clerk	Free
List of current contracts awarded and value of contract	Hard copy – contact Clerk
Members’ allowances and expenses	Hard copy – contact Clerk

Class 3 – What our priorities are and how we are doing (Strategies and plans, performance indicators, audits, inspections and reviews)	(hard copy or website)
Parish Plan (current and previous year as a minimum)	n/a
Annual Report to Parish or Community Meeting (current and previous year as a minimum)	n/a
Quality status	n/a
Local charters drawn up in accordance with DCLG guidelines	n/a

Class 4 – How we make decisions At monthly Council meetings and sub-committee meetings as required.	(hard copy or website)
Timetable of meetings (Council, any committee/sub-committee meetings and parish meetings)	See website Hard copy – contact Clerk	Free
Agendas of meetings (as above)	Hard copy – contact Clerk
Minutes of meetings (as above) – nb this will exclude information that is properly regarded as private to the meeting.	See website Hard copy – contact Clerk	Free
Reports presented to council meetings - nb this will exclude information that is properly regarded as private to the meeting.	Hard copy – contact Clerk
Responses to consultation papers	Hard copy – contact Clerk
Responses to planning applications	Website/Council minutes Hard copy – contact Clerk	Free
Bye-laws	n/a

Class 5 – Our policies and procedures Current information only
Policies and procedures for the conduct of council business: Procedural standing orders Committee and sub-committee terms of reference Delegated authority in respect of officers Code of Conduct Policy statements - Concerns and Complaints Policy click here	Hard copy – contact Clerk	10p p/sheet
Policies and procedures for the provision of services and about the employment of staff:	Hard copy – contact Clerk
Information security policy	In preparation
Records management policies (records retention, destruction and archive)	Hard copy – contact Clerk
Data protection policies Chirk Town Council – Data Protection Policy (Incorporates General Data Protection Regulations 2018) General Privacy Notice [adopted 27th March 2019].	Hard copy - contact Clerk
Schedule of charges )for the publication of information)	Contact Clerk

Class 6 – Lists and Registers Currently maintained lists and registers only	Information may only be available by inspection)
Any publicly available register or list (if any are held this should be publicised; in most circumstances existing access provisions will suffice)	Contact Clerk
Assets Register	Contact Clerk
Disclosure log (indicating the information that has been provided in response to requests; recommended as good practice, but may not be held by parish councils)	Contact Clerk
Register of members’ interests	Contact Clerk
Register of gifts and hospitality	Contact Clerk

Class 7 – The services we offer Current information only
Allotments	n/a
Burial grounds and closed churchyards	Hard copy – contact Clerk
Community centres and village halls	Hard copy – contact Clerk
Parks, playing fields and recreational facilities	Hard copy – contact Clerk
Seating, litter bins, clocks, memorials and lighting	Hard copy – contact Clerk
Bus shelters	n/a
Markets	n/a
Public conveniences	n/a
Agency agreements	n/a
A summary of services for which the council is entitled to recover a fee, together with those fees (e.g. burial fees)	Hard copy – contact Clerk

Additional Information This will provide Councils with the opportunity to publish information that is not itemised in the lists above
Applications for financial assistance	Website/Council minutes	Free
Notice Boards	Contact Clerk