council summons · hall, loughor, commencing at 4.00 pm, for the transaction of the following...

COUNCIL SUMMONS

You are hereby summoned to attend an extraordinary meeting of the LLWCHWR

TOWN COUNCIL to be held on Wednesday NEXT the 26th June, 2019 at the Welfare

Hall, Loughor, commencing at 4.00 pm, for the transaction of the following business:-

1. Apologies for absence.

2. To receive disclosures of Personal Interests from Members under the Council’s

Code of Conduct.

(Note: Members are requested to identify the item number and subject matter

that their Personal Interest relates to. Where the Personal Interest is a Prejudicial

Interest they must withdraw from the meeting while that item of business is

discussed.)

3. To consider the Report of the Clerk (copy enclosed).

Dated this 22nd

June,2019

N.G.Havard

Clerk to the Council Agenda Item 3

LLWCHWR TOWN COUNCIL

Date 26th

June ,2019

REPORT OF THE CLERK

CONTENTS 1-Annual Return and Audit for Year Ended 31

st March 2019

Dated this 22nd June,2019

Agenda Item 3


FULL COUNCIL

Date 26th

June, 2019

Report of the Clerk

CONTENTS

1-Annual Return and Audit for the Year ended 31st March.

As Members will be aware the Town Council is subject to both an internal and external

Audit each year and with particular reference to its accounts and procedures.

It would be the normal practice for the Council to consider the Audit reports and the Annual

Return document in its scheduled June Meeting-the reason for this is that the External

Auditor requires the completed and approved Return document to be returned to them by the

1st July. Unfortunately Council were unable to consider the documents in the June Meeting

due to the fact that notwithstanding that the Clerk had requested the Internal Auditor in early

April to confirm what documents he required for the internal audit it was only last week that

such a list was produced. The Clerk has now supplied the internal auditor with the requisite

documents, the auditor has considered same and produced his Report and which is set out

below (Document 1).As Members will note no issues have been raised. The Internal Auditor

also completes two sections of the Annual Return.Members are also requested to approve

payment of the Internal Auditor’s fee.

For the sake of completeness the Clerk also sets out below one of the pages of the External

Auditor’s letter (Document 2) wherein Members will note the requirements of the Auditor in

respect of the Annual Governance Statement. The Clerk has taken the necessary photographs.

The Constitutional documents have, of course, been approved by Council at its last Meeting.

The Clerk will furnish the Auditor with details of the Contracts the Council has entered into

and which will relate principally to the Contracts in respect of the parking area and the lights

in Globe Field.

Turning to the Annual Return itself one of the sections relates to the Council’s Asset

Register. There is , unfortunately, an issue and which is set out in the Clerk’s e mail to the

Internal Auditor and his reply (Document 3).The Asset Registers of 2018 and 2019 are also

set out below (respectively Documents 4 and 5).Members are requested to approve the action

set out in the Internal Auditor’s letter.

The Annual Return document is also attached below (Document 6) for the information and

approval by Members-the Mayor also needs to be authorised to certify the document and any

accompanying documents (if required).

DOCUMENT 3

From: [email protected]

Sent: Friday, June 21, 2019 10:21 AM To: Nigel Havard

Subject: Re: Asset Register Hi Nigel I suggest you -

write the word "Restated" on top of the column 31 March 2018

enter the correct figure in line 12

explain why the column is restated to your Council and

inform the external auditor that there was an addition error on the register, which has come to light, and has now been rectified and approved by Council.

Regards Lyn Lyn Llewellyn Internal Auditor Lyndor Bungalow Oakfield Terrace Ammanford Carms SA18 2NG Mobile 07582 535617 On Thursday, 20 June 2019, 11:16:13 BST, Nigel Havard <[email protected]> wrote:

Hi Lyn, I think I have an issue with the Asset Register in respect of the Annual Return. I enclose the 2018 Register and the 2019 Register. As agreed with yourself last year I have retained last years valuations for the majority of the items. There are however differences- 1-I no longer have the shelving Tony had so a minus of £66.00 2-I no longer have the shredder so a minus of £146.00 3-I have added another Notice Board so an increase of £300.00 4-I have added the defibrillators to the Register so an increase of £6,500.00 I believe I will have to list these as Variances when I send off the Annual Return. However doing the maths on the above still leaves a difference of £236.00 between last year’s total of £55760.00 and this year’s of £62,584.00. The difference can be accounted for by adding up the total on the first page of last year’s Register-there is a £236.00 discrepancy. I guess I will have to report this both to Council and the External Auditor but would welcome your comments. Thanks Nigel

DOCUMENT 4


mailto:[email protected]

mailto:[email protected]

ASSET REGISTER

Updated 28.04.2018

Details of Asset Where the Asset is

Held

Value of Asset

(if known)

Comments/Remarks

Loughor Welfare Hall, Woodlands Road,

Loughor, Swansea,SA4

6PS

£527961 (Insurance

Valuation)

Endowment of Parish

Hall Charity

Council is the Trustee

Tables chairs fixtures

and fittings

Loughor Welfare Hall £20203 (Insurance

Valuation)

Contents of Hall

New chairs July 2013

£4508

Shelving 4 Lady Margaret Villas,

Sketty, Swansea, SA2

0RX

£66 (Insurance

Valuation)

Clerk’s Office

Desk, Filing cabinet and

chair

As above £1413 (Insurance

Valuation)

Clerk’s Office

Computer Equipment As above £3291 (Insurance

Valuation)

Clerk’s Office

Piano Loughor Welfare Hall £5127 (Insurance

Valuation)

Piano showing signs of

wear and tear

Audio Equipment As above £8825 (Insurance

Valuation)

Hall audio system

Memorial Plaque As above £854 (Insurance

Valuation)

Fixed to wall in Hall

Photocopier 4 Lady Margaret Villas £3090 (Insurance

Valuation)

Leased asset

Mayoral Chain with

Velvet Collar and Case

Mayor’s residence £875 (Insurance

Valuation)

Sterling Silver Gilt and

Enamel Pendant

Mayor’s residence £859 (Insurance

Valuation)

Attached to Mayoral

Chain of Office

Sterling Silver Gilt

Deputy Mayoral Chain

Deputy Mayor’s

residence

£875 (Insurance

Valuation)

Deputy Mayor’s

Pendant

Deputy Mayor’s

residence

£536 (Insurance

Valuation)

Attached to Deputy

Mayor’s Chain of Office

Deputy

Mayoress/Consort’s

Chain of Office and

case

Deputy


Residence

£941

Total £46719

Shredder 4 Lady Margaret Villas £146.00 (Purchased

12.11.08)

Damaged

Stained glass panels (2)

mounted in display

cases

Main Hall, Loughor

Welfare Hall

£1.00

High Backed Chairs (3)

originally Llwchwr

UDC

Council Chamber,

Loughor Welfare Hall

£1.00

Carving of Council

Logo

As above £1.00

Honours Board As above £200 approximately

Past Mayors’

Photographs

As above £1.00

Various photographs

and plaques

As above £1.00

Music Stand As above £1.00

Loughor Parish Chest As above £1.00

Honours Board Main Hall, Loughor

Welfare Hall

£200 approximately

Various paintings and

photographs

As above £1.00

Disabled Lift As above £2500 approximately Repaired 2015 and in

working order

Notice Boards (6) Various locations £300 each

approximately (£1800)

Bowls Mats and

Ancilliary Equipment

Main Hall, Loughor

Welfare Hall

£1000 approximately Winder added 2017 at no

cost.

Table clothes Loughor Welfare Hall £1.00

Crockery and eating

utensils

As above £1.00

Drink Chiller Cabinets As above £100 approximately

Coat Rails (3) As above £30 approximately

Evac Chair As above £1025

Dishwasher Welfare Hall Kitchen £2030

Total Page 2 £9041

Total Page 1 £46719

Total page 1 +2 £55760 Value of Welfare Hall is

not included

ASSETS ON LONG TERM LOAN

Maces (2) Loughor Welfare Hall £32000 (Insurance

Valuation)

On long term loan from

the Loughor Town Trust

Halberds (2) Displayed in Council

Chamber in the Loughor

Welfare Hall

£7831 (Insurance

Valuation)



Ceremonial Chains of

Office

Two Chains are

displayed in panels in

the Council Chamber in

the Loughor Welfare

Hall. One Chain is

currently used by the

Mayoress/Consort

£14231 (Insurance

Valuation)



Portrait of John C

Williams

Affixed to wall £6150 (insurance

valuation)


City and County of

Swansea

DOCUMENT 5


ASSET REGISTER

Updated 29.04.2019 Note-assets marked *-their values frozen as per 2018 valuation

Details of Asset Where the Asset is

Held

Value of Asset

(if known)

Comments/Remarks

Loughor Welfare Hall, Woodlands Road,

Loughor, Swansea,SA4

6PS

* £527961 Endowment of Parish

Hall Charity

Council is the Trustee

Tables chairs fixtures

and fittings

Loughor Welfare Hall * £20203 Contents of Hall

New chairs July 2013

£4508

5 Defibrillators Various £6,500 Purchase price

Desk, Filing cabinet and 30 Huntingdon * £1413 Clerk’s Office

chair Way,Tycoch,Swansea

SA2 9HN

Note desk and filing

cabinet now at Welfare

Hall

Computer Equipment As above * £3291 Clerk’s Office

Piano Loughor Welfare Hall * £5127 Piano has been repaired

in last 12 months

Audio Equipment As above * £8825 Hall audio system

Memorial Plaque As above * £854 Fixed to wall in Hall

Photocopier 30 Huntingdon

Way,Tycoch,Swansea

* £3090 Leased asset

Mayoral Chain with

Velvet Collar and Case

Mayor’s residence * £875

Sterling Silver Gilt and

Enamel Pendant

Mayor’s residence * £859 Attached to Mayoral

Chain of Office

Sterling Silver Gilt

Deputy Mayoral Chain

Deputy Mayor’s

residence

* £875

Deputy Mayor’s

Pendant

Deputy Mayor’s

residence

* £536 Attached to Deputy

Mayor’s Chain of Office

Deputy


Chain of Office and

case

Deputy


Residence

* £941

Total £53389.00

Stained glass panels (2)

mounted in display

cases

Main Hall, Loughor

Welfare Hall

£1.00

High Backed Chairs (3)

originally Llwchwr

UDC

Council Chamber,

Loughor Welfare Hall

£1.00

Carving of Council

Logo

As above £1.00

Honours Board As above £200

Past Mayors’

Photographs

As above £1.00

Various photographs

and plaques

As above £1.00

Music Stand As above £1.00

Loughor Parish Chest As above £1.00

Honours Board Main Hall, Loughor

Welfare Hall

£200

Various paintings and

photographs

As above £1.00

Disabled Lift As above £2500 Serviced and in working

order

Notice Boards (7) Various locations £300 each (£2100)

Bowls Mats and

Ancilliary Equipment

Main Hall, Loughor

Welfare Hall

£1000

Table clothes Loughor Welfare Hall £1.00

Crockery and eating

utensils

As above £1.00

Drink Chiller Cabinets As above £100

Coat Rails (3) As above £30

Evac Chair As above £1025

Dishwasher Welfare Hall Kitchen £2030

Total Page 2 £9195

Total Page 1 £53389

Total page 1 +2 £62584 Value of Welfare Hall is

not included

ASSETS ON LONG TERM LOAN

Maces (2) Loughor Welfare Hall * £32000 On long term loan from


Halberds (2) Displayed in Council

Chamber in the Loughor

Welfare Hall

* £7831 On long term loan from


Ceremonial Chains of

Office

Two Chains are

displayed in panels in

the Council Chamber in

the Loughor Welfare

Hall. One Chain is

currently used by the

Mayoress/Consort

* £14231 On long term loan from


Portrait of John C

Williams

Affixed to wall * £6150 On long term loan from

City and County of

Swansea

Variances Annual Return Year ended 31 March 2019 Box

2 Marginal increase in precept

3 Increase in civic income,loan instalment and reimbursement from Welfare Hall

4 Reduced as new Clerk on lower salary

5 Nil

6 Increase in-training expenses,audit fees,office equipment,Member’s allowances,Mayor’s allowance.Loan to

local club.Grant to Welfare Hall Trustee.

8 Nil

12 Two items removed-shredder £146.00 and shelving £66.00

Two items added-notice board £300.00 and defibrillators £6,500.00

Was addition error on previous register which has come to light and has now been rectified and

approved by Council.

13 Nil

Dated this 22nd June,2019 Clerk to the Council