Agenda and minutes

To elect Chair for 2018 - 2019

Cllr. Richard Dew was elected as Chairman for 2018 – 2019

To elect Vice Chair for 2018 - 2019

Cllr. Dafydd Meurig was elected as Vice - Chairman for 2018 – 2019

To receive any apologies for absence

Apologies were received by Cllr Dafydd Meurig (GC), Cllr Richard Owen Jones (IACC) and Cllr Robin Williams (IACC)

To receive any declaration of personal interest.

No declarations of personal interest were received.

To note any items that are a matter of urgency in the view of the Chairman for consideration.

No urgent items were received

The Chairman shall propose that the minutes of the meeting of this committee held 26.4.18 be signed as a true record.

The minutes of the Committee held on 26 April 2018 were accepted as a true record

To consider the Senior Finance Manager’s  report (Gwynedd Council)

A report was presented by Ffion Madog Evans, which responds to a statutory requirement under Accounts and Auditing Regulations (Wales) (Amendments) 2018 to report specifically on accounting and audit of the Joint Committee's accounts.

It was explained that official forms had to be completed for the Wales Audit Office and these would be subject to a separate audit.

A copy of the forms were submitted in Appendices A & B. The appointed Auditor, namely Deloitte, would audit the information. It was explained to the Committee that the differences between the budget for 2017/ 2018 and the final accounts for 2017/ 2018 related to some expenditure elements, e.g. the Inspector’s fee during the first months of the financial year to complete the Examination was lower than expected when the expenditure profile was prepared, that fewer substantial documents needed to be translated within a tight timescale, etc.

It was explained that there would be no need to re-submit the report to the Joint Planning Policy Committee in September, unless it would be necessary to draw the Committee's attention to the amendments recommended by the Appointed Auditor.

Matters raised:

                      i.        Why had Deloitte been appointed rather than a local company?

                     ii.        What happened to the ‘under spend’?

                   iii.        Should the £280 (Sales) in Appendix A be recorded in row 3 (Total other receipts) in Appendix B, in order to ensure consistency between both Appendices?

Response to the matters raised:

                      i.        The company is appointed by the Wales Audit Office, and the company has been appointed by the Auditors for Gwynedd Council and the joint committees in Gwynedd and Anglesey.

                     ii.        The money is invested in the Joint Planning Policy Unit and the work required to be undertaken in the following year.

                    iii.        Agreed.

Decision:

It was decided to receive and approve the information presented in Appendix A and Appendix B. The relevant documents were signed by the Chairman on behalf of the Joint Planning Policy Committee.