Minutes 22/6/2018

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Minutes of the Sesswick Community Council meeting held in the Teachers’ Lounge at the Robinwood Activity Centre (Cross Lanes) on Friday 22nd June 2018, starting at 6.30pm

 

Present

1          Cllr J. F. Hurst                          Chair

2          Cllr S. H. Rowland                   Vice- Chair

3          Cllr C. A. Stead

4          Cllr E. P. Griffiths

5          Cllr R. J. Jones

6          Cllr J. D. Pritchard                    County Councillor

7          Cllr D. Williams

8          Mr I. M. Griffiths                     Clerk and responsible financial officer

No members of the public

 

Prior to the meeting starting, members received an informal guided tour of the recently- opened Robinwood facilities.

 

18/29   Apologies of absence

Cllr F. A. Williams                   Work obligations

 

18/AB  Declarations of interest

None were declared

 

18/30   Annual Return for the year ended 31st March 2018

A         To receive the internal auditors’ report on the 2017/ 2018 accounts (enclosed) and to accept the proposed responses from the Responsible Financial Officer (RFO)

  Issue Recommendation Agreed council response
1 “Assets have been added to the asset register in 2017/ 2018 to the value of £663 (which includes VAT) rather than the net value of £551.” “Assets should be added to the asset register at the purchase cost net of VAT. The balance for fixed assets should be amended to show a balance of £19,269.” Recommendation accepted and will be noted for the accounting of future assets purchases. It was resolved that the 31/3/2018 annual return figure for “total fixed assets and long- term assets” (box 12) be amended from £19,381 to £19,269 prior to council approval and certification. This modification was initialled by the Chairman and R.F.O. on the annual return
2 “A cheque for £100 was returned to the council and cancelled. This has been included within the accounts as a receipt” “The correct treatment for cancelled and written off cheques written- off cheques is to deduct from payments” Recommendation accepted and will be taken into account in future years. It was agreed that the 31/3/2018 annual return figure for “total other receipts” (box 3) be modified from £2,860 to £2,760. Similarly, the 31/3/2018 annual return figure for “total other payments” (box 6) was amended from £2,817 to £2,717 prior to council approval and certification. These changes were initialled by the Chairman and R.F.O. on the annual return

 

B          To receive confirmation from the RFO that proper opportunity has been provided for the exercise of electors’ rights in accordance with the requirements of the Accounts and Audit (Wales) Regulations 2014

The clerk confirmed that the “Notice of Appointment of Date for the Exercise of Electors’ Rights for Sesswick Community Council for the year ended 31st March 2018” and the accompanying “Local Government Accounts- a summary of your rights” notices had been placed on the community council notice boards and website on 28th May 2018 and will remain displayed until 14th July 2018

C          To consider whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year- end, have a financial impact on the Council and, where appropriate, have been included on the accounting statements

After consideration, neither members nor the R. F. O. were aware of any such items. No further inclusions or declarations were consequently deemed necessary

D         To confirm that the council has no obligation or intention to pay a gratuity to its staff

1          The following statements were affirmed by the R.F.O. and agreed by councillors:

A         no gratuity or employee exit salary payments had been made during the period 1st April 2017- 31st March 2018 (the same scenario in the previous twelve months)

B          The council has no reserves of cash allocated for future gratuity payments

C          no contractual obligations exist, either with the current clerk or former employees, to settle or make provisions for such payments in the future.

E          To receive the RFO’s certification of the accounting statements for the year ended 31st March 2018

The R.F.O. duly signed the Annual Return

F          To approve the accounting statements and Annual Governance Statement for the year ended 31st March 2018 (enclosed)

1          The council approved the said documents (as amended as per 18/30) and supporting variance analyses.

2          The Chairman duly signed the Annual Return

G         To receive an update from the RFO on the next steps to be taken in the audit process.

1          The public right to inspect the council’s records will end at 5pm on Friday 13th July 2018. To date, no one has exercised this entitlement.

2          The external audit (conducted by Grant Thornton in Cardiff on behalf of the Auditor General for Wales) will commence on 16th July 2018. The R.F.O. confirmed all required paperwork will be ready for this date.

 

18/31   Payments

A         To note the items settled since the 21st May 2018 meeting

  Cheque Date signed Recipient Purpose Amount Council authorisation Empowering legislation
1 689 4/6/2018 Association of Voluntary Organisations in Wrexham 22/1/2018- 30/4/2018 clerk salary (£361.35) and associated payroll administration costs (£15.00) £376.35 17/149.D1, 18/24.D1, 18/24.D2 1972 Local Government Act, section 112
2 690 11/6/2018 Wrexham County Borough Council Q1 2018 community street lighting maintenance £33.47 17/149.D3 1957 Parish Councils Act, section 3

B          Items due for payment

The following items were approved for settlement

  Cheque Recipient Purpose Amount Empowering legislation
1 691 JDH Business Services Ltd 2017/ 2018 internal audit £132.00 Accounts and Audit (Wales) Regulations 2014, section 7
2 692 Cllr S.H Rowland Reimbursement for settling 17/5/2018 and 8/6/2018 P. Jones invoices for grass- cutting around the Jubilee Stone from own pocket (agreed in minute 18/10) £30.00 1980 Highways Act, section 96
3 693 Marchwiel Village Hall 21/5/2018 meeting room hire £25.50 1972 Local Government Act, section 133

 

18/32   Venue and dates for future meetings

A         To decide the most appropriate venue for holding council meetings going forward

1          It was agreed that future meetings would held at the Robinwood Activity Centre in Cross Lanes, offering a meeting room gratis to the council.

2          Marchwiel Village Hall would be considered such no room be available at Robinwood on the desired date

B          To agree the meeting schedule for 2018/ 2019.

1          Members concurred that meetings be convened on the penultimate Friday of every second month, starting at 6pm and ending at 8.30pm

2          The schedule for the current year would therefore be:

A         Friday 20th July 2018

B          Friday 21st September 2018

C          Friday 23rd November 2018

3          Additional meetings can be arranged as required per standing orders

 

 

The meeting ended at 7.55pm

 

 

 

 

Approved by council: 20th July 2018 (minute 18/37.B)