TOWYN & KINMEL BAY TOWN COUNCIL

The Ordinary Meeting of the Council to be held at

The Community Resource Centre at 7pm on 15th September 2010

Agenda

1. Opening Prayers

2. Attendance

3. Apologies for Absence

4. Declaration of Interest

Members are reminded that they must declare the existence and nature of their
declared interest. (Using the form provided for this purpose)

5. To confirm and approve the minutes of the Council Meeting of the 14 th July 2010.

6. To Confirm and approve the minutes of the Special PFR Meeting of the 10 th August
2010

7. To Receive Representations from Mr Darren Millar AM and the Representative of the

Environment Agency ( Flood Awareness Wales)

8. To Receive Reports from the Town Clerk

a. PROPOSED LOCAL GOVERNMENT (WALES) MEASURES 2010.

I attach to your agenda (coloured pink) copy correspondence received from both the Minister
for Social Justice and Local Government and the Chief executive of One Voice Wales

The correspondence from the Minister details Measures that are to be introduced to
strengthen the role of Town and Community Councils in Wales. The correspondence from the
Chief Executive seeks to gain your membership of One Voice Wales.
Members may recall that I have previously requested that you reconsider rejoining One Voice
Wales in order to ensure our engagement in this process with the Welsh Assembly.

You will note in his final paragraph that the Minister indicates similar sentiments and states
that “One Voice Wales” will be the principal channel through which the Assembly will engage
with our sector.

Members views are sought.

b. EXTERNAL AUDIT OF ACCOUNTS 2008/2009

I am now in receipt of our annual audited return for the year to the 31st March 2009. (copy
coloured yellow attached).

It is a clean report except for the following,

1. “The audit was not concluded within the statutory period”

This is a result of enquiries made of our auditor. He has not taken any action in regard to these.

2. “Standing Orders were not complied with when an employee was appointed without prior
approval by the council”.

The auditor is satisfied that the circumstances that prevailed determined that the required
protocol could not be adhered to. He has not taken any action in regard to this.

3. “Standing Orders were not complied with when Councillor Corry failed to declare an
interest in certain contracts”

This matter has been dealt with by the Ombudsman.

He has also requested that the standing orders adopted in 2002 are reviewed. I have forwarded
to him a copy of the financial regulations which council adopted in February of this year as I
believe this will satisfy his concerns. I hope to be in receipt of a response from him in regard to
this by the time of our meeting.

c. EXTERNAL AUDIT OF ACCOUNTS 2009/2010.

As part of the external audit process I have been advised initially (copy correspondence
attached coloured yellow) by the Auditor that, as a consequence of a failure to comply with
financial regulations he will need to qualify the accounts for the last financial year.
He has also indicated that should the council wish to seek redress from those persons
responsible for this irregularity it is “open to the council”. He also recommends seeking legal
advice should you wish to pursue the matter.

Councils instructions are required.

d. GRANT AID –COMMUNITY BEAT MANAGERS.

An application has been received from our Community Beat Manager for financial assistance
towards a “Be Bright –Be Seen Promotion” at Ysgol y Foryd and Towyn Junior School to be held
in mid October.

The initiative will seek to promote awareness of the importance of high visibility clothing during
the winter months and will provide children with fluorescent clips that children can attach on to
school bags and clothing.

The cost of the promotion is £416. Both Schools have agreed to provide £25 each and
additional support of £100 has been provided by Arson Reduction.

North Wales Police are applying to you for the balance of £266.

Members directions are sought.

9. To receive the Planning Agenda 15th September 2010. (coloured lilac)

10. Mayors Report.