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F &G.P Minutes 20/06/16

HOLYHEAD TOWN COUNCIL

MINUTES OF THE FINANCE & GENERAL PURPOSES COMMITTEE MEETING

MONDAY 20 JUNE 2016 7.00 p.m.

 

Councillors present:  Mrs Ann Kennedy BA (Hons) MBA, Keith R Roberts, J V Owen, J M Evans,

K Tatlock, T Lloyd Hughes, Mrs R N Keegans, Mrs B Warner BEM, Mrs Ailia Lewis MBE and

Mrs Jean A Ll Williams

 

In attendance:  Richard W Jones Deputy Town Clerk

Mrs P R Scott (Clerk/Typist)

 

1.  To ask the question is any member of the public or any member making a tape recording of the meeting?

Mrs Angela Redmond indicated that she was tape recording the meeting.

 

Before the commencement of the meeting all present stood in silence as a mark of respect following the tragic passing of ex MP Jo Cox. 

 

It was resolved, proposed and seconded that the Mayor should chair the meeting in the

absence of the Chairman of Finance Councillor W J Chorlton and the Vice-Chair of Finance Councillor R E Williams.

Minute no 4068/16

 

Councillor Kennedy requested Cllr S J Redmond to join his fellow Councillors as he was still a Councillor under Section 84 of the Local Government Act 1972 but he refused and said that he had resigned as a Councillor under the Council’s Standing Orders.  He had not signed the attendance sheet for the meeting.

 

Councillor Kennedy subsequently read out words written about the murdered MP Jo Cox which had been published in the Telegraph newspaper.

 

Councillor J M Evans requested to make a statement before the vote was carried out to elect the Chair and V/Chair of the Finance and General Purposes Committee   The Mayor did not consider this to be relevant prior to the election of Chair and V/ Chair however Councillor Evans will be invited to make a comment afterwards but he declined to do so  

 

2.  To elect a Chair-person for the year 2016/2017:

Councillor T Lloyd Hughes was proposed and seconded which was voted upon and it was resolved

Unanimously that Councillor Hughes should be elected Chair-person for 2016/2017 and he subsequently chaired the meeting.  He thanked his fellow Councillors for electing him as Chair-person and said that he would do his best for the benefit of the people of the town and was proposing to put in a Notice of Motion at the next Council meeting for a short question and answer session from members of the public following meetings.

Minute no 4069/16

                                                                                  

3.  To elect a Vice-Chair-person for the year 2016/2017:

Councillor Mrs R N Keegans was proposed and seconded which was voted upon and it was resolved Unanimously  that Councillor Keegans be elected Vice-Chairperson for the year 2016/2017.  She thanked her fellow Councillors.  Minute no 4070/16

                                                                                   

HOLYHEAD TOWN COUNCIL

MINUTES OF THE FINANCE & GENERAL PURPOSES COMMITTEE MEETING

MONDAY 20 JUNE 2016 7.00 p.m.

 

4.  Apologies for absence were received by the Town Clerk and Councillors R E Williams, E G Jones and W J Chorlton

 

5.  DECLARATION OF INTEREST BY ANY COUNCILLOR OR OFFICER:

Councillor J M Evans in all planning applications as he is a County Councillor who sits on the Anglesey County Council Planning Committee.

Councillor Mrs Ann Kennedy in planning appl no 19C417G – full application for alterations and extensions to create first floor offices to the rear of 63 Market Street Holyhead as she is a Board member of Môn CF who is the applicant.

Minute no 4071/16

 

6.  To welcome a representative of the North Wales Police to the meeting:

There was no representative in attendance at the meeting.

Councillor K Tatlock requested to know why no-one had turned up for the meeting.  The Deputy Clerk stated that he would contact the North Wales Police in due course.  Councillor Tatlock stated that he was keen to ask certain questions of the Police and it would be advantageous for a representative to attend meetings in the future.

Minute no 4072/16

 

7.  To revert to Full Council to submit for approval Income & Expenditure and Statement of Assurance Section 2 Annual Return for the year ending 31st March 2016 and the Internal Auditor’s Report:

It was resolved, proposed and seconded to revert into Full Council.

Minute no 4073/16

 

Councillor Kennedy subsequently chaired the meeting at this stage.

 

The Deputy Clerk then read out the Annual Governance Statement by confirming that all internal accounting controls had been adopted in accordance with the Wales Audit Office which would be passed on to the External Auditors in due course.  It was resolved that the Council approve the Annual Governance Statement.

Minute no 4074/16

 

At this stage an E Mail message dated 11 May 2016 from Anthony Barrett Assistant Auditor General from the Wales Audit Office was distributed to all Council members present at the meeting which contained Recommendations listed – Exercise of Council planning functions; Budget setting; Accounting for the Empire complex; Council procedure for handling complaints; Appointment of Internal Auditor and Council’s Standing Orders

                                                                                  

  

          

HOLYHEAD TOWN COUNCIL

MINUTES OF THE FINANCE & GENERAL PURPOSES COMMITTEE MEETING

MONDAY 20 JUNE 2016 7.00 p.m.

 

The Deputy Clerk confirmed that Exercising Council planning functions had been resolved at the Annual General Meeting of the 9 May 2016 and that all Planning applications would in future be considered at every full Council or Finance & General Purposes Committee meeting.  Budget setting would be revised.  Accounting for the Empire complex was in hand.  Council procedure for handling complaints had been resolved at the Annual General Meeting of the 9 May 2016.  The appointment of the Internal Auditor was resolved at the Finance & General Purposes Committee meeting of the 4th April 2016 and the review of the Council’s Standing Orders was in hand and would be dealt with by the Council’s Responsible Financial Office, the Town Clerk.

 

Councillor Mrs B Warner asked the question of whether Councillors were legally protected under the Council’s Insurance policy and the Mayor stated that she would look at this and report back at the next Council meeting.

 

Councillor J V Owen asked the question of how much it had cost the Holyhead Town Council and the rate-payers of the town in seeking legal advice from Solicitors and Barristers regarding staffing issues and as a result of unsubstantiated allegations against the Holyhead Town Council made to the Wales Audit Office and the North Wales Police.  The Deputy Clerk stated that the sum of £3,154 had already been paid out in legal fees and that there was an outstanding amount still due of £3,885.00 to the Wales Audit Office.  In addition, further legal bills are expected, although at this stage the amounts are uncertain.

Councillor Keith R Roberts confirmed that the North Wales Police would not be conducting any investigation at all into alleged “mal administration”.

 

As regards to the details of the three Petitions handed in, the Mayor stated that it was now necessary to contact a Solicitor who specifically dealt with Local Government Law to establish whether these Petitions were in fact valid.  The Law firms are not local but are located in other parts of Britain such as Cardiff and Liverpool.  It was resolved that the Mayor be given powers to act to seek the necessary legal advice from a suitably appointed Solicitor.

Minute no 4075/16

 

It was resolved to approve the Income & Expenditure and Statement of Assurance Section 2 Annual Return for the year ending 31st March 2016.

Minute no 4076/16

 

The Chairman, Councillor T Lloyd Hughes chaired the meeting at this stage as the Meeting reverted back to the Finance & General Purposes Committee meeting.

 

8.  RECEIPTS and PAYMENTS for the month of March 2016:

It was resolved that all Receipts amounting to a total of £89,113.02 and Payments amounting to a total of £131,203.51 (cheque nos 109721 – 109780) be approved.

Minute no 4077/16.

          

HOLYHEAD TOWN COUNCIL

MINUTES OF THE FINANCE & GENERAL PURPOSES COMMITTEE MEETING

MONDAY 20 JUNE 2016 7.00 p.m.

9.  CORRESPONDENCE:

(a)  Letter dated 26 April 2016 from Winston Roddick CB QC : Thanks and appreciation for the Town Council’s support whilst he was a Police and Crime Commissioner for North Wales

It was resolved to note the information contained in the letter.

Minute no 4078/16

                                                                                  

(b)  Letter dated 17 May 2016 from Helen Hale, Head of Sixth form, Holyhead High School : Thanking the Town Council for the financial donation towards the Sixth form Achievement Ceremony

It was resolved to note the information contained in the letter.

Minute no 4079/16

 

10.  PLANNING APPLICATIONS:

Dated 19 5 2016 Appl no 19C22C : Full application for the erection of a private garage at Minnesota, The Mountain, Holyhead

It was resolved to make no objection.

Minute no 4080/16

 

Dated 7 June 2016 : Appl no 19C1154A : Full application for the erection of two retail shops together with two flats above on land at Maypole Steps, Williams Street, Holyhead

It was resolved to make no objection.

Minute no 4081/16

 

Dated 7 June 2016 : Appl no 19C417G :  Full application for alterations and extensions to create first floor offices to the rear of 63 Market Street Holyhead

It was resolved to make no objection.

Minute no 4082/16

 

Dated 7 June 2016 : Appl no 19C1181 : Full application for alterations and extensions at Rosedale,  Llainfain, Holyhead

It was resolved to make no objection.

Minute no 4083/16

 

Dated 8 June 2016 : Appl no 19LPA1014A/CC/MIN : Minor amendments to scheme previously approved under planning permission 19LPA1014/CC so as to change the storage building to a compound area at Unit 1 – 8 Penrhos Industrial Estate Holyhead

It was resolved to make no objection.

Minute no 4084/16

 

Members were reminded about the 100 year commemoration of the Battle of the Somme to be held at the Holyhead Cenotaph at 11.00 a.m. on the 1st July 2016 and also presenting of the School dictionaries at the Primary Schools.  The meeting concluded at 7.55 p.m.