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KEYNSHAM TOWN COUNCIL
Minutes of the Town Council meeting held on Tuesday 18th November 2014 at 7.30 pm at the Council Chamber, 3rd Floor, North Block, Riverside, Keynsham.
PRESENT: Councillor C Fricker (Chairman)
Councillors D Biddleston, A Crouch, C Davis, C Duckett, G Hellier,
D Johnson, K Kirwan, L O’Brien, A Matthews, B Simmons, K Simmons and R Staddon.
IN ATTENDANCE: J Swift – Town Clerk, C Gerrish (B&NES Council), A Wait and
C Branscombe (Youth Council), D James (Keynsham In Bloom) and 1 member of the press.
197. APOLOGIES FOR ABSENCE
Apologies were received from Councillor B Jenkins and S Rossiter.
198. DECLARATIONS OF INTEREST
There were none.
199. NON DISCLOSABLE PECUNIARY INTERESTS
The following was declared:
Agenda item 15 – KMFA Ltd: Councillors T Crouch, C Fricker, D Johnson and
K Simmons.
Agenda item 17 – Keynsham In Bloom: Councillors T Crouch, C Duckett and
L O’Brien.
Agenda item 19 – Farmers Market: Councillors G Hellier and B Simmons.
200. DISPENSATIONS
There were none.
201. CONFIRMATION OF MINUTES
RESOLVED:
That the minutes of the meeting of the Town Council held on 14th October 2014 be confirmed as a true record and signed by the Chairman.
202. PUBLIC PARTICIPATION
There was none.
203. CHAIRMANS ANNOUNCEMENTS
The Chair attended the Remembrance Service on 9th November; it was an excellent Church Service and well attended. A question was asked – is it correct that UKIP laid a wreath – yes apparently they did and there is a precedence to do this all over the country.
On 13th November the Chair met with M. F Freeman the new owners of the buildings on the Somerdale site. A public exhibition has been arranged for 1st December 2014 to show the initial proposal to convert a block into a care village. It is the intention that the original proposal for the apartment block close to the Station now becomes industrial and commercial use.
204. QUESTIONS ON NOTICE BY MEMBERS
There were none.
205. MINUTES OF MEETINGS
It was pointed out that there was an error on min. no. 130.4 (27 Martock Road) of the minutes of the Planning & Development Committee's meeting- 3rd November.This has now been corrected.
RESOLVED:
That the minutes of the Keynsham Farmers Market - 28 October, Keynsham Winter Festival - 11 November, Planning & Development Committee - 13 21 October and 3 November (with correction) be received.
206. YOUTH COUNCIL
Andy Wait introduced Cain Branscombe the Chair of the Youth Council, now known as ‘Keynsham Now’. Cain gave an update on the work of the Youth Council, the 4 priorities to be dealt with by the Youth Council has been decreased to 3 and these are – bullying, drug misuse and equality in crime and punishment on young people. Cain said that he had been tasked on to this last issue and spoke about a personal experience. Others were talking to Project 28. Cain said that he hoped to have a member of the Police at their next meeting on 3rd December 2014. It was suggested that the Town Council help organise the police visit to ensure that it happens.
207. MULTI SPORTS COURTS WORKING PARTY
RESOLVED:
That the following Councillors are appointed to the Working Party; Councillors
D Biddleston, T Crouch, C Fricker, G Hellier and B Simmons and that the meetings are to be held in the evening.
208. PLANNING COMMITTEE MEMBERSHIP
RESOLVED:
That the information in relation to Councillor C Duckett is noted.
209. SUBSTITUTE MEMBERS
Members were asked to approve the following amendments to Standing Order No. 77.
(i) That all Committees will have substitute members regardless of whether the meeting will be quorate.
(ii) That as much notice as possible has to be given but notice can be given right up to the start of the meeting.
(iii) That a Town Councillor member can only substitute if apologies have been received from the committee member.
(iv) That it is not compulsory to substitute.
(v) That notice of a substitution is given to the Town Clerk/Deputy Town Clerk.
(vi) That once apologies have been received then that committee member cannot attend the meeting
RESOLVED:
That in line with Standing Orders the above amendment to Standing Order no. 77 be approved.
210. GUEST SPEAKER & VENUE - 2015 ANNUAL TOWN MEETING
It was suggested by Councillor Gerrish (B&NES) that the Annual Town Meeting is moved out of the Purdah period. The Town Clerk said that there was a specific time when this meeting had to be held which for Town and Parish Councils is a legal requirement and that this hadn’t been a problem in the past.
It was suggested that Grenville Jones a choir leader and musician is invited to be the Guest Speaker. Grenville started the Golden Oldies Charity and has a passion to get all ages singing and involved in groups.
It was proposed that the meeting is (i) held before purdah, (ii) the venue is the Baptist Church and that (iii) Granville Jones, as suggested, is invited to be the guest speaker.
It was requested that the proposals be taken individually and after a suggestion that the meeting be held in the new Community Space the following was agreed:
RESOLVED:
(i) That the date of the Annual Town Meeting 2015 be moved to avoid Purdah;
(ii) That the venue is the new Community Building and;
(iii) That Granville Jones is invited to be the guest speaker.
211. KEYNSHAM MUSIC FESTIVAL BUDGET/GRANT REQUEST FOR 2015/16
Before agenda items 15-21 were dealt with it was proposed that the amounts agreed upon for the draft budget 2015/16 for agenda items 15-19, are subject to being adjusted if necessary.
RESOLVED:
That the budget amounts for KMFA Ltd, Bandstand, Keynsham In Bloom, Youth Service and Farmers Market are subject to being adjusted if necessary when the draft budget is produced and consequently the final budget is approved.
Andy Wait spoke in detail about the draft budget for KMFA Ltd and the request for £18,500 for 2015. Questions were asked and answered. KMFA Ltd is presently going to have a surplus for 2014 and could be liable for Corporation Tax. It was agreed that this needed to be looked into further.
RESOLVED:
That the KMFA Ltd budget is increased by £2,100 and that £18,500 is put into the draft budget 2015/16 subject to being adjusted if necessary when the draft budget is produced.
212. BANDSTAND BUDGET (2015/16)
RESOLVED:
That the bandstand budget is increased by £150.00 and that £4,800 is put into the draft budget 2015/16 subject to being adjusted if necessary when the draft budget is produced and when the surplus amount is known.
213. KEYNSHAM IN BLOOM - BUDGET (2015/16)
Denise James spoke about the In Bloom group who have now been an independent group for 12 months. Several goals were set and they have been achieved. The group wants to work more with community groups and is presently working with Sirona and the Neighbourhood Hoodies. ‘In Bloom’ is not just about floral displays but about the community and environmental responsibility also.
Councillor D Biddleston left the room at 8.43pm and returned at 8.45pm.
It was suggested that the group applies for a Keynsham Town Council grant. Concerns were expressed about awarding a grant for 3 years and financially committing the Town Council to an amount for 3 years. It was reported that at a recent KDAG meeting, based on advice from Keynsham Project Board that monies are to be allocated to several items from the implementation plan and that In Bloom are to be awarded £5,000, for capital expenditure, as part of the environmental/landscape improvements.
It was mentioned that this information was confidential and that the In Bloom group were not aware of this. The Town Clerk said that this information was in the public domain and therefore not confidential. The information regarding monies being allocated from the Implementation Plan were in the minutes of a past KDAG meeting which were not confidential and are on the Town Council website.
RESOLVED:
That the Keynsham In Bloom budget is increased by £1,450 and that £3,000 is put into the draft budget 2015/16 subject to being adjusted if necessary when the draft budget is produced.
214. DRAFT YOUTH SERVICE BUDGET (2015/2016)
RESOLVED:
That the Youth Service budget is decreased by £300.00 and that £3,500 is put into the draft budget 2015/16 subject to being adjusted if necessary when the draft budget is produced.
215. SOMERSET FARMERS MARKETS - REQUEST FOR FUNDING
RESOLVED:
That the Somerset Farmers Markets request for £450 is put into the draft budget 2015/16 subject to being adjusted if necessary when the draft budget is produced.
216. ELLIS WHITTAM RENEWAL PROPOSAL
RESOLVED:
That the existing service agreement with Ellis Whittam is renewed, the term being 3 years.
217. TRACTOR & MACHINERY AT MANOR ROAD
Councillor K Simmons left the room and returned just before the vote was taken.
RESOLVED:
That a new tractor is purchased at a cost of no more than £20,000 from the 2014/15 budget and that the purchase is dealt with as per Standing Orders.
218. SCHEDULE OF ACCOUNTS – MONTH 7 (October 2014)
RESOLVED:
That the attached Schedule of Accounts is approved.
219. BANK RECONCILIATION – MONTH 7 (October 2014)
RESOLVED:
That the attached Bank Reconciliation is received and noted.
220. PETTY CASH EXPENDITURE – MONTH 7 (October 2014)
RESOLVED:
That the attached Petty Cash Expenditure sheet is approved.
221. JOURNALS
There were none.
222. BUDGET MONITORING REPORT – MONTH 7 (October 2014)
RESOLVED:
That the attached Budget Monitoring Report is received and noted.
223. YOUTH FINANCES (September 2014)
RESOLVED:
That the attached Youth Expenditure sheet is received and noted.
224. TIMEOUT ATTENDANCE COMPARISON OCTOBER 2014/OCTOBER 2015
RESOLVED:
That the information is noted.
225. REPORTS FROM REPRESENTATIVES ON OUTSIDE BODIES
Councillor T Crouch left the room.
Walkers are Welcome – Councillor D Johnson: several walks have been arranged and there are 3 new members to the group who are contributing to the walks.
Community@67 – Councillor R Staddon: the extension @67 is now complete and is excellent providing a meeting area and kitchen. The premises are much improved and @67 is now back to normal. The community radio is to have a public meeting in January 2015.
TimeOut – Councillor C Duckett: Carole met the new Youth Worker and is very impressed by him and is confident he will do well in the role. Mince pies are going to be made by the young people and taken to Treetops along with Christmas cards.
Councillor T Crouch returned.
Arts Advisory Group – Councillor L O’Brien: following on from the ‘meet the artist’ event, schools have been contacted to find some 8 to 11 year school children to recreate the ‘5 boys’ and 5 girls chocolate bars.
Friends of Manor Road – Councillor C Fricker: the AGM was held on16th October and business is running along as usual, the group is cash poor but energy rich.
The Chair mentioned that he had spoken to the Town Clerk to organise a Chairman’s Christmas reception, this will provide an opportunity for Councillors to meet all the new staff that have recently been taken on.
226. DATE OF NEXT MEETING
RESOLVED:
That the scheduled date and time of the next Town Council meeting is Tuesday 16th December 2014 at 7.30 p.m.to be held in the Community Space, Civic Centre, Market Walk, Keynsham.
227. EXCLUSION OF PRESS AND PUBLIC
RESOLVED:
That pursuant to the provision of the Public Bodies (Admission to Meetings) Act 1960, the press and public was excluded from the meeting as the publicity of this item could prejudice the commercial position on the Council making its decision and to progress staffing issues. Information about an individual member of staff(s) is confidential between the Council and the staff(s) member. Under the Data Protection Act 1998, a Council also has obligations as to how it uses such information about an individual(s).
It was agreed to take agenda item 33 before 32.
228. STAFFING ISSUE
RESOLVED:
That when the 12 month contract expires a permanent contract will be issued.
229. OFFICE ACCOMMODATION
The Town Clerk confirmed that the Town Council's monthly meetings will be held in the Community Space at the new Civic Centre for December 2014, January, February and March 2015 at no cost. From April 2015 there will be a charge and when the charge is known it will be brought to the Town Council for approval.
It was proposed and seconded that recommendation 3 in the report received by members is agreed. A vote was not taken as a new proposal was put forward which was agreed.
RESOLVED:
That whilst retaining an interest in moving to the new centre the Town Council is unable to make a decision presently regarding the relocation of the office until contact is made regarding the Town Council's lease options and the future of Riverside is resolved.
The meeting ended at 9.40 p.m.
SIGNED...... DATE...... (CHAIRMAN)