30th April 2025
Dear Councillor
Annual General Meeting, Council & Committee Meetings – Wednesday 7th May 2025
You are hereby summoned to attend the Annual General Meeting followed by the Ordinary Meeting of Hope Community Council and the following Committees; Finance. Planning & Highways and Leisure & Environment to be held on Wednesday 7th May 2025 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 7th May 2025
A G E N D A
1. Election of Chair 2025/2026
To elect a Chair for the Council year 2025/2026 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 2025/2026
To appoint a Vice Chair for the Council year 2025/2026 and to receive the Vice Chair’s Declaration of Acceptance of Office.
3. Declaration of Acceptance of Office
To receive the signed Declaration of Acceptance of Office from Mrs Gillian Pearson.
4. Apologies for Absence
5. Standing Committees
a) To designate standing committees of the Council for 2025/2026 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.
6. Appointment to Outside Bodies
a) One Voice Wales
b) Hanson Liaison Committee
c) School Governors - Ysgol Estyn and Abermorddu CP School
7. Policies and Procedure Documents
a) To review and adopt the following documents, copies enclosed.
- Annual Investment Strategy - Attendance Allowance Scheme (IRPW)
- CCTV Policy - Code of Conduct (Model)
- Complaints Procedure - Data Protection Policy
- Financial Regulations (New Model) - Freedom of Information Scheme
- Internal Financial Controls - Local Resolution Protocol (Model)
- Multi Location Meetings Procedure - Press/Media Policy
- Retention Policy - Risk Assessment
- Scheme of Delegation - Social Media Policy
- Standing Orders - Supplier Account Set Up & Change Procedure
- Reserves Policy (New)
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
8. Asset Register
To review and approve the Asset Register for 2025/2026.
9. Community Council Insurance Policy
To review and approve the annual renewal due 1st June 2025 with Zurich Insurance (commenced a 5year LTA in 2022).
10. Appointment to Social Media
To appoint 2x members to manage the councils Facebook Page and to support management of the council website.
11. Meeting Dates
To approve or otherwise, the dates of the meetings for 2025/2026 as follows:-
4 June 2025 2 July 2025 August 2025 – recess 3 September 2025
1 October 2025 5 November 2025 3 December 2025 January 2026 - recess
4 February 2026 4 March 2026 1 April 2026 6 May 2026
Full Council Meeting Wednesday 7th May 2025
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 2nd April 2025.
5. Minutes of Committees
To approve, adopt and confirm as a correct record, the minutes of the following standing committees:
i. Finance – 2nd April 2025
ii. Planning and Highways – 2nd April 2025
iii. Leisure and Environment – 2nd April 2025
6. Personnel (Advisory) Committee Minutes
To receive and approve the minutes of the Committee meeting of the Council held on 2nd April 2025.
7. To review any Matters Arising from the minutes.
8. To receive any Public Questions/Correspondence.
9. To receive the County Councillor Report from Cllrs David and Gladys Healey
10. Internal Audit for the Year Ended 31st March 2025
To provide the council with a report on the Internal Audit completed by JDH Business Services.
11. Annual Return for the Year Ended 31st March 2025
To inspect the Annual Return and supporting documents to be approved and signed by the Clerk/RFO and Chairman, ready for submission to the External Auditor.
12. Annual Report
To review and approve the draft 2024/25 Annual Report for publication.
13. A Shared Community Charter
To provide a copy of the Flintshire County Council 2018 Charter and to report on the information from FCC regarding any review of this.
14. Clerk and Groundsman Reports
i. 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.
ii. To receive the report prepared by Mr Ferrari to be included in Hope Church Magazine.
15. To note Correspondence Received
16. Future Agenda Items
Finance Committee Meeting
Wednesday 7th May 2025
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 2nd April 2025.
4. To review any Matters Arising from the minutes
5. Payments
To approve accounts for payment up to 7th May 2025.
Planning & Highways Committee Meeting
Wednesday 7th May 2025
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 2nd April 2025.
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/000291/25. Retention of portacabin for use as a temporary classroom for a three year period. Bryntirion Hall School, Mold Road, Caergwrle.
ii. To report applications which have been determined by Flintshire County Council.
a) FUL/001019/24. Erection of a 3 bedroom single storey detached dwelling - The design is for a sustainable passive house using modern construction method to achieve the ne outcome. Haledon House, Gresford Road, Hope. Refused
6. CCTV Contractor
To review and consider the quotes received for the appointment of a CCTV Contractor.
7. Highway Matters
To report as appropriate.
Leisure & Environment Committee Meeting
Wednesday 7th May 2025
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 2nd April 2025.
4. To review any Matters Arising from the minutes.
5. Play Areas
To report as appropriate.
6. Children’s Play Areas Match Funding Scheme Improvements to 2025/26.
To consider the correspondence received from Gwella/FCC regarding applying for the 2025/26 Match Funding.
7. Caergwrle Castle
i. To report that Llewellyn Jones Solicitors have confirmed the completion of the Land Registry.
ii. 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.