COUNCIL MINUTES 7 AUGUST 2017

CYNGOR CYMUNED LLANFAIR DYFFRYN CLWYD COMMUNITY COUNCIL

Minutes of a Meeting of the Council held at the Genus Centre, Llanrhydd, Ruthin on Monday

7 August 2017 at 7 pm.

PRESENT – Councillors David Baker, Bob Barton, Moira Edwards, Tim Faire,  Medwen Roberts and Paul Weston, together with the Clerk, Eirwen Godden.

APOLOGIES  Councillors Wini Davies, John Pugh [Chair], Jayne Mayers [Vice-Chair], and Keith Moulsdale [all away on holiday].

350  APPOINTMENT OF CHAIR FOR THE MEETING

Councillor Medwen Roberts was appointed Chair for the meeting due to the absence of Councillors John Pugh and Jayne Mayers.

351  AUDIT FOR THE YEAR ENDED 31 MARCH 2017

Submitted  Correspondence received from BDO dated 25 July 2017, the Chair’s response dated 28 July 2017, together with a copy of the Community Council’s 2016-17 asset register.  During the audit BDO identified amendments that should be corrected, also stating that they intend to issue a qualified certificate as the Council’s website does not comply with the requirements of the Local Government [Democracy] [Wales] Act 2013, section 55.  This is because at the time of audit the website did not include any audited statement of accounts. The Clerk confirmed that remedial action was taken immediately upon receipt of their letter and that the audited accounts for 2014, 2015 and 2016 had since been posted on the website.

BDO had during the audit also identified that an estimated value for fixed assets was incorrect, that the annual return be amended, re-approved by the Council and returned by 15 August 2017 so that the annual return could be certified in order to finalise the audit.

RESOLVED that

[a]  box 12 [total fixed assets and long-term assets] in the accounting statement included in the annual return for 2016-17 be changed from £2,900 to £733 and the prior year’s figure be changed from £62,334 to £421

[b]  the asset register be amended to show that the bus stops and notice boards have a nominal value of £1 each

[c]  the annual return be re-approved, re-certified and signed by the Clerk/RFO and the Chair of the Council as required.

352  DATE OF NEXT MEETING

4 September [Genus Centre, Llanrhydd] at 7 pm

The meeting was declared closed at 7.30 pm.

CLLR MEDWEN ROBERTS, CHAIR OF THE MEETING ______________________________

————————————————————————————————————————————–

CYNGOR CYMUNED LLANFAIR DYFFRYN CLWYD COMMUNITY COUNCIL

2016-17 ASSET REGISTER

Description                  Location                      Date                Purchase                    Amount

Acquired          Price                            Insured

War Memorial             Llanfair D C                 Dedicated        Unknown                     £47,744.08

Village                          November       Best Estimate:

Public Subscription

Street Furniture:

Bus Stop x 2               Llanfair D C &             Unknown         Unknown                     £ 7,503.01

Graigfechan                                        Best Estimate:

Bus Stop x 2 = £1*

Noticeboards x 3         Llanfair D C,

Graigfechan &

Pentrecelyn                                         Noticeboards x 3 = £1*

Gates & Fences          Churchyard Wall,        Unknown         Unknown                     £ 7,087.26

Llanfair D C

Note:  Not owned by the Community Council, but Council is responsible for maintenance

Computer Printer        Home of Clerk             10/09/10          £419.20

Printer                         Home of Clerk             09/07/17          £  54.00

Metal Cupboard           Neuadd Eleanor,

Llanfair D C                 07/07/16          £114.00

Speed Guns x 2          Home of

Cllr Steve Whipp         09/09/16          £ 198.00

Key

*  Estimated value amended as advised by the external auditor, BDO LLP and approved by the Community Council at a meeting held on 7 August 2017