Cyngor Cymuned Abergwyngregyn Community Council Cyfarfod Pwyllgor / Committee Meeting 7:30pm 06/12/18 Present: Dewi Roberts (Chair), Carwyn Jones, Liz McSweeney, Eryl Williams 1. The Chair welcomed everybody. 2. Apologies. Ann Pennell, Nicky Whitting, Gwerfyl Morris 3. Declaration of Interest. Dewi Roberts (Chair) to leave the room when Clerk's wages are discussed as she is his wife. 4. Opportunity for public to raise issues. None. 5. Minutes of the last meeting. The minutes were read by Dewi Roberts and signed by Dewi Roberts and Clerk as correct. 6. Matters Arising. a) Gwerfyl Morris has decided, after seeing all the paperwork, that she does not want to represent the council on the hydro charity committee. Carwyn Jones has agreed to represent but may have difficulty attending meetings if they are held at the beginning of the week due to work commitments in Cardiff. Clerk to put his name forward to the hydro charity committee. b) A55 plans have been circulated to committee members. c) Boundary Commission for Wales proposals have now been presented to the Welsh Government for approval (Clerk has copies). The number of county councillors in Gwynedd may be cut from 75 to 69 after the 2022 election. A series of boundary changes have also been proposed. Part of Pentir ward will be joining up with Aber, Llanllechid and Llandygai as part of an amended Arllechwedd ward. d) Welsh Independent Remuneration Panel — Clerk has sent in a nil report for all councillors except Nicky Whitting, who claimed for travelling expenses to Llangefni. 7. Planning Hydro Information Board: The Turbine House, Abergwyngregyn (application number: NP3/10/AD110C) All members agreed no objections. 8. Financial Matters and signing of balance sheet. Precept 2019-20 — the precept was discussed and the forms need to be returned by 25th January. A budget has been set out for this year's precept. The income and expenditure is discussed and minuted at each meeting (i.e. four times a year). The following budget was agreed: - Internal Auditor £150 (estimate) - External Auditor £400 (estimate) - Insurance AON £400 " - Footpath Repair £250 " - Parker O'Reagan (Accountants) £250 " - PAYE for Clerk to Parker O'Reagan £160 " - Stationery for Clerk £100 " - Councillors' training/travel £100 " - One Voice Wales Membership £40 (actual) - Grass-cutting grant to church £300 (actual) - Clerk's wages £800 (estimate) - New salt bin & salt £295 (actual) - Filling salt bins £180 (estimate) - Annual Website Fee £25 (actual) - Website Update Fee Cradur.com £100 (estimate) Total Estimate £3,550.00 Balance (Account Summary from Lloyds Bank) 30.11.18 £2,726.45 - The Council decided to ask for a precept of £3,000.00 (three thousand) for 2019-20 from Gwynedd Council. Paperwork is to be sent to Gwynedd Council by 25th January 2018. ------------------------------------------ Balance Sheet: read out by the Clerk. Balance sheet is healthy, but Clerk still needs to buy laptop and printer. Income and Expenditure checked. Last year's budget / precept request was reviewed and appears to be within budget. Budget Sheet checked, signed by Clerk and Chair. Bank Statement signed by Clerk, Chairman and Carwyn Jones. Cheques Signed (by Dewi Roberts & Liz McSweeney): 000372 Wales Audit Office - £350.10 000373 Rita Roberts (Clerk's Wages) - £250.00 9. Any Other Business a) Discuss and Adopt Standing Orders (The National Association of Local Councils Model Standing Orders 2018 Wales): All members present read and agreed on the information to be inserted to complete the paperwork. Standing Orders Adopted: To be reviewed annually. b) Discuss the Audit Report for 2017-18: Audit report returned on the 24th September 2018 but tonight is the first meeting held since then. Chairman read out and translated Internal Audit Report. All aspects checked by the auditor were correct and in good order. However, it was pointed out that Aber Community Council need to adopt and review the standing orders and minute as done (Financial Regulations were adopted in 2017 and minuted as done) Standing Orders Adopted on 06.12.18. BDO External Audit Report 2017-18 was read out by the Clerk. It points out that further work needs to be done on the website and the need for updating and adopting standing orders. Plan of Action in Response to Comments by External Auditors: i. Website: Clerk to contact web designer to ask for help with updating the site and more councillors' contact information to be included. ii. Minor Issues: The committee agreed that the Clerk should contact BDO regarding "staff costs in box 4" to clarify the issue. iii. Standing Orders: Standing Orders adopted in tonight's meeting and will be reviewed and adopted annually. c) Clerk's Wages: Dewi Roberts (Chair) left the room as he is the Clerk's husband. The remaining members discussed the Clerk's wages but felt they could not agree on an outcome until more committee members are present. It was proposed that the Clerk is either paid hourly or than an annual salary is agreed upon and reviewed consequently. d) Fly Tipping: Carwyn Jones highlighted the issue of fly tipping tyres on the road up to Pen Y Bryn. Clerk has already informed the department at Gwynedd Council and has a job number. She has been informed that the department now only have one lorry, rather than three, covering the whole of Gwynedd therefore it may take some time for the tyres to be collected. e) Translations: It has been noted by councillors and residents that Welsh translations displayed on public noticeboards in the village (some of which are provide by ARC) have contained some errors. It was agreed that the Clerk will write to ARC to discuss. Meeting closed at 9:15pm Date of next meeting: 7th March 2019 7:30pm Yr Hen Felin .