CYNGOR CYMUNED PENTREFOELAS COMMUNITY COUNCIL Cadeirydd/Chairman: Edmund Rees Monday November 12th 2018 at 7. 30p.m. Minutes 1a) A visit to the meeting by PCSO Jonathan Thomas North Wales Police. The purpose of his visit was to introduce himself. 1. Apologies: Cllrs. Gerallt Jones, Paul Weston. 2. Present: Cllrs: Dewi Evans, Gari Jones, Alun Owen, Edmund Rees, Gwynfor Roberts, County Cllr. Garffild Lewis and Enid Williams (Clerk) 3. Code of Conduct: No declaration of interest was expressed. 4. Minutes of October meeting proposed as correct by Gwynfor Roberts seconded by Gari Jones. 5. Matters Arising from the Minutes:- 5.1. Christmas Tree – it was decided to order from Ifor Lloyd, Llanfairtalhaiarn at a cost of £180.00. 6. Correspondence:- 6.1. The Clocaenog Wind Farm – meeting to be held at Cerrigydrudion on Tuesday November 13th – Gari Jones, Gerallt Jones and Edmund Rees agreed to go. 7. BDO Annual Returns: a) Received the Annual Audit from the external auditors BDO. Issues raised were discussed and noted. The annual return has been approved and accepted with Alun Owen proposing and Gari Jones seconding and all of the Councillors approved. b) Issues arising report Page 3 RFO – point taken and will be applied in future years. Elector’s rights – in future we will ensure that all evidence of notifications is provided. Page 4 In future we will ensure that all evidence and information is provided. Page 5 We will in future record the statutory power alongside the item of expenditure in the minutes. Page 6 Gratuity – we have noted your comments. Minor issues – we will in future endeavour not to include minor errors or omissions. Page 7 In future we will attempt to find an Internal Auditor that is willing to complete the ‘outline of work undertaken’ but as we are a very small parish council in terms of population and turnover it will be very difficult to justify a large expense such as this. Minutes – In future we will insist that Auditors work closer with our Community Council so that mutual misunderstandings do not occur. Budget – the budget is tightly monitored every month and all Councillors and the Clerk are aware of reserves held at each meeting. 8. Booking Account Forms: There will be a charge of £25 if any member of the public request copies of the annual accounts. 9. Budget Monitoring: After examining the budget everyone agreed that everything was done correctly and in order. 10. Accounting and Audit: Bank conciliations were examined and all were found to be in order. 11. Word by Cllr. Garffild Lewis County Councillor was pleased to announce that the Welsh Assembly has finally agreed that there is a problem with speeding on the ‘EVO Triangle’ and funding has been set aside for improvements to safety on this stretch of road. 12. Any other Business: - 12.1. Request for Community Council to support a revised planning application by Mr and Mrs Deio and Alys p Gwyndaf and Parry. It was agreed to send a letter in support of the application. 12.2. A van left on the road near school. The clerk to contact the police. 13. Date of the next meeting Monday December 3rd 2018 at 7. 30p.m Signed E Rees Date 03.12.2018 Chairman ********************************************************************** .