Minutes for June 1st 2016

CYNGOR CYMUNED
LLANFAIR DYFFRYN CLWYD
COMMUNITY COUNCIL

Minutes of the extraordinary meeting held at the Neuadd Eleanor, Llanfair D.C. on Wednesday 1st June 2016 at 7.00 P.M.

Present:- Councillors Keith Moulsdale (Chair), Medwen Roberts, Jayne Mayers, Wini Davies, Dennis Edwards, Tim Faire and David Baker Steve Whipp

Residents:- David Greenhalgh.

The meeting was called to discuss pressing matters and to consider the process to be used to appoint a new Clerk to the Council.

  1. BANK ISSUES

The Chair advised the meeting that the bank had advised that the present standing orders require that cheques are signed by two members of the council as well as the Responsible Financial Officer, the Clerk. In the absence of the Clerk it was proposed that the Llanfair Community Council’s Financial Regulations and its Standing Orders be amended such that cheques could be authorised by either three members of the Council or otherwise by two members of the Council and the Responsible Financial Officer.

Standing Order 12.1 on expenditure would read:

Orders for the payment of money shall be authorised by resolution of the Council and signed by three members, or otherwise by two members as well as the Responsible Financial Officer. The signatories on cheques to state their initials on cheque stubs.

This amendment was proposed by Medwen Roberts and seconded by Dennis Edwards. It was supported unanimously by those present.

  1. AUDIT ARRANGEMENTS

221.1 The Chair reported that the interim audit had been completed satisfactorily and signed off by Gwyn Davies.

221.2 It was determined that the minutes for recent meetings needed to be signed off and then inserted into the minutes’ record document.

RESOLVED SW would print off and take to the Chair to be signed off. SW would sign as temporary clerk.

221.3 The meeting considered the appointment of External Auditors.

RESOLVED-  TF proposed that Hacker Young be appointed in this capacity, this was seconded by JM and agreed by the meeting.

  1. APPLICANTS TO THE ROLE OF CLERK

The meeting heard that five applications had been deceived to date and there was a further nine days to the closing date for the post of 10 June 2016.

It was agreed that interview would be by as many Council members as would be available. Candidates would be advised that they would be required to attend and a provisional date for interview was set as 22 June 2016.

A provisional short list was agreed and the Chair was asked to advise should other applications be received by the closing date. If there were further applications a further meeting would review the short list.

A meeting would be held on 15 June 2016 at 7pm to prepare for the interviews. Competency based questions would be developed based on the main requirements of the role; Interpersonal skills, administrative skills, information technology knowledge, previous relevant experience and other knowledge including the Welsh language.

Interviews would take 45 minutes and be spaced an hour apart.

The Chair would advise candidates that the interview would be by panel of up to nine members and would seek to set an informal interview setting.

  1. STORAGE OF COUNCIL DOCUMENTS

It had been suggested that storage of documents should be in a filing cabinet to be kept in the community hall. It was decided that this matter should be taken up with the new Clerk once appointed.

  1. WEB-SITE

The Chair advised that he had attended a meeting of the Denbighshire City, Town and Community Council’s Cluster. This provided an understanding of the Council’s obligations to keep the web-site up to date with copies of minutes and agendas from meetings. It was agreed that KM and DG would maintain the website and the new Clerk would also be involved once appointed.

RESOLVED KM and DG would review the web-site to determine what was needed to meet the mandatory requirements. It was suggested that 2015 and onward would be sufficient.

225 AGM

The AGM had been put on hold until such time as the new Clerk was appointed.

226 ICO AND DATA PROTECTION

A letter had been sent to the Chair by the Information Commissioner’s Office. This set out the requirements for data protection and for registration. The ICO had been made aware of the current situation re the Clerk and agreed that once appointed the new Clerk would be provided with a security code to allow details to be amended.

227 Insurance

The Chair had contacted the Insurance Brokers who had confirmed that payment after 1 June 2016 would be satisfactory given the unusual circumstances. They had confirmed that cover was provided by Hiscox and that a policy would be issued in due course.

Date of the next meetings:

  1. NEUADD ELEANOR ON WEDNESDAY 15TH JUNE 2016 AT 7.00PM

For the purpose of preparation for the interview for appointment of Clerk

  1. NEUADD ELEANOR ON WEDNESDAY 22ND JUNE 2016 AT 7.00PM

For the interview and appointment of a Clerk

There being no further business the Chairman declared the meeting closed.