29th April 2026
Dear Councillor
Annual General Meeting and Council & Committee Meetings – Wednesday 6th May 2026
You are hereby summoned to attend the Annual General Meeting and Ordinary Meeting of Hope Community Council and the following Committees; Finance. Planning & Highways and Leisure & Environment to be held on Wednesday 6th May 2026 at 6.30pm.
The physical venue will be Heulwen Close Community Centre, Hope and should you wish to attend virtually via Zoom, please email or telephone the Clerk to request the meeting ID before 5pm on the day of the meeting (Local Government and Elections (Wales) Act 2021).
In accordance with the Local Government and Elections (Wales) Act 2021, the summons to attend a meeting will now be sent to members electronically. If a member wants to receive the summons in writing rather than electronically, you must give notice in writing to myself and specify the postal address to which the summons should be sent.
To ensure that the meeting commences at 6.30pm I would please ask that you join the meeting by 6.15pm.
The agendas and papers for the meeting are enclosed.
Yours faithfully
Mrs S A Hughes - CiLCA
Clerk & Responsible Financial Officer.
Enc
Annual General Meeting – Wednesday 6th May 2026
A G E N D A
1. Election of Chair 2026/2027
To elect a Chair for the Council year 2026/2027 and to invest her/him with the Chain of Office and to receive the Chair’s Declaration of Acceptance of Office.
2. Appointment of Vice Chair 2026/2027
To appoint a Vice Chair for the Council year 2026/2027 and to receive the Vice Chair’s Declaration of Acceptance of Office.
3. Apologies for Absence
4. Standing Committees
a) To designate standing committees of the Council for 2026/2027 and review, approve and adopt the Terms of Reference. The present standing committees are as follows:-
i. Finance. iii. Planning and Highways.
ii. Leisure and Environment. iv. Personnel (Advisory)
b) To appoint 7x members to the Personnel (Advisory) Committee.
c) To appoint Chairs to each standing committee.
5. Appointment to Outside Bodies
a) One Voice Wales - currently Cllrs Bevan and Parsonage
b) School Governors - Ysgol Estyn, currently Cllr Pearson
- Abermorddu CP School, currently Cllr Cunnah
6. Policies and Procedure Documents
a) To review and adopt the following documents, copies enclosed.
- Annual Investment Strategy - Attendance Allowance Scheme (DBCC)
- CCTV Policy - Code of Conduct (Model)
- Complaints Procedure - Data Protection Policy
- Financial Regulations (Model) - Freedom of Information Scheme
- Internal Financial Controls - Local Resolution Protocol (Model)
- Multi Location Meetings Procedure - Press/Media Policy
- Retention Policy - Reserves Policy
- Risk Assessment - Scheme of Delegation
- Social Media Policy - Standing Orders
- Supplier Account Set Up & Change Procedure
- Civility and Respect Pledge
b) To review and adopt the Staffing Policies:
- Bullying and Harassment Policy - Disciplinary Policy
- Equality, Diversity & Inclusion Policy - Grievance Policy
- Health & Safety Policy - Lone Working Policy
7. Asset Register
To review and approve the Asset Register for 2026/2027.
8. Community Council Insurance Policy
To review and approve the annual renewal due 1st June 2026 with Zurich Insurance (commenced a 5year LTA in 2022).
9. Bank Signatories
a) To review the existing Bank Signatories for Unity Trust Bank: Cllrs Bowgett, Bevan, Williams, Davies and Mrs Hughes, Clerk.
b) To consider appointing a member to have VSA access (view the account, submit and authorise payments) in the event of the absence of the clerk.
10. Clwyd Pension Fund
a) To review the councils key pension contacts – currently Mrs Hughes, Clerk and Cllr Williams.
b) To note the councils pension discretionary policy was reviewed in 2024 and should be reviewed at least at least every 5 years.
11. Appointment to Social Media
To appoint 2x members to manage the councils Facebook Page and to support management of the council website.
12. Meeting Dates
To approve or otherwise, the dates of the meetings for 2026/2027 as follows:-
3 June 2026 1 July 2026 August 2026 – recess
2 September 2026 7 October 2026 4 November 2026
2 December 2026 January 2027 - recess 3 February 2027
3 March 2027 7 April 2027 5 May 2027
The public and press are cordially invited to be present.
Should you wish to view this meeting on Zoom, please email the Clerk to request the meeting ID clerk@hopecommunitycouncil.gov.wales or call 07566 706858 before 5pm on the day of the meeting.
Full Council Meeting Wednesday 6th May 2026
A G E N D A
1. To Receive Apologies for Absence
2. To Receive any Declarations of Interest
3. Chairman’s Announcements
4. Minutes of the Council
To receive and approve the minutes of the Ordinary Meeting of the Council held on 1st April 2026.
5. Minutes of Committees
To approve, adopt and confirm as a correct record, the minutes of the following standing committees:
i. Finance – 1st April 2026
ii. Planning and Highways – 1st April 2026
iii. Leisure and Environment – 1st April 2026
6. To review any Matters Arising from the minutes.
7. To receive any Public Questions/Correspondence.
8. To receive the County Councillor Report from Cllrs David and Gladys Healey
9. Internal Audit for the Year Ended 31st March 2026
To provide the council with a report on the Internal Audit completed by JDH Business Services.
10. Annual Return for the Year Ended 31st March 2026
Due to the council receiving a full in-depth audit, to report that the inspection of the Annual Return and supporting documents will be presented to council in June.
11. Annual Report
To review and approve the draft 2025/26 Annual Report for publication.
12. Council Facebook and Community Engagement
To consider how improvements can be made to the council facebook page.
13. Clerks Report
To provide members with an updated copy of the Issue Log which addresses ongoing matters and to consider whether any items require to be included as a future agenda for further discussion.
14. To note Correspondence Received
15. Future Agenda Items
Finance Committee Meeting
Wednesday 6th May 2026
A G E N D A
1. To Receive Apologies for Absence
2. To Receive any Declarations of Interest
3. Minutes
To authorise the Chairman to sign the minutes of the committee meeting held on 1st April 2026.
4. To review any Matters Arising from the minutes
5. Payments
To approve accounts for payment up to 6th May 2026.
Planning & Highways Committee Meeting
Wednesday 6th May 2026
A G E N D A
1. To Receive Apologies for Absence
2. To Receive any Declarations of Interest
3. Minutes
To authorise the Chairman to sign the minutes of the committee meeting held on 1st April 2026.
4. To review any Matters Arising from the minutes.
5. Planning Applications
i. To consider any planning applications received. Also, please note that additional applications that may be received between the issue of agenda and meeting will also be considered.
a) FUL/000273/26. Alterations and conversion of adjoining barns to further accommodation with ecological enhancements. Estyn House Farm, Gwern Lane, Hope.
b) FUL/000272/26. Proposed new dwelling for residential purposes (rural worker accommodation) in connection with use of site. Equestrian Training, Maelor Equestrian Centre, Gresford Road, Hope.
c) FUL/000279/26. The application seeks permission for the construction of a 25m x 40m outdoor sand-based equestrian menage for private use. The development is ancillary to the existing residential property and established equestrian use of the land. Caer Estyn Farm, Rhyddyn Hill, Caergwrle.
ii. To report applications which have been determined by Flintshire County Council.
a) FUL/000221/26. Proposed single storey extension with internal changes and additional garage attached to existing garage. Primrose Cottage, Stryt Isa, Hope. Approved
6. Planning Concerns
To receive additional information regarding the unauthorised development at Park in the Past.
7. Rural Defibrillator
To consider a rural local for a further community defibrillator, including the suggestion from Cty Cllr Healey for Hope Mountain.
8. Highway and Planning Matters
i. To report as appropriate.
Leisure & Environment Committee Meeting
Wednesday 6th May 2026
A G E N D A
1. To Receive Apologies for Absence
2. To Receive any Declarations of Interest
3. Minutes
To authorise the Chairman to sign the minutes of the committee meeting held on 1st April 2026.
4. To review any Matters Arising from the minutes.
5. Play Areas
To report as appropriate.
6. Biodiversity Issues (Hope, Caergwrle and Abermorddu)
To receive and consider the information from Cty Cllr D Healey which includes; planting of wildflower beds; possibly 'bioblitz' at Caergwrle Castle and the use of glyphosate weedkiller.
7. Options for Controlling Weeds
To review and consider the report prepared by Mr Ferrari on the options for weed control.
8. Allotments
To report on the response received from Flintshire County Council to the councils questions regarding land at Queensway and Bryn Yorkin.
9. Caergwrle Castle
i. To report as appropriate.
The public and press are cordially invited to be present.
Should you wish to view this meeting on Zoom, please email the Clerk to request the meeting ID clerk@hopecommunitycouncil.gov.wales or call 07566 706858 before 5pm on the day of the meeting.