Dr Cheryl Scott Town Clerk

Dr Cheryl Scott – Town Clerk

15-17 Temple Street,

Keynsham, Bristol BS31 1HF

Telephone: 0117 986 8683

Fax: 0117 986 6359

E-mail:

Dear Councillor

You are summoned to attend theANNUAL MEETING OF KEYNSHAM TOWN COUNCIL to be held in theCOMMUNITY SPACE, CIVIC CENTRE, MARKET WALK, KEYNSHAM onTuesday 16thMay 2017 commencing at 7.30 p.m.

The Agenda for the meeting appears below.

9th May 2017 Dr.Cheryl Scott – TOWN CLERK

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THIS MEETING MAY BE FILMED OR RECORDED (PLEASE REFER TO THE TOWN COUNCIL'S PROTOCOL ON THE FILMING AND RECORDING OF LOCAL COUNCIL AND COMMITTEE MEETINGS (adopted August 2014).

AGENDA

The first item on the agenda will be chaired by Councillor Lisa O’Brien, current Chair of the Town Council.

1. ELECTION OF CHAIRMAN 2017/2018

(i)To elect a Chairman for the ensuing municipal year.

(Upon his/her election the Chairman will be invited to formally subscribe a Declaration of Acceptance of that office).

(ii) To receive the Chairman’s Declaration of Acceptance of Office

The Chairman is elected at the Annual Meeting of the Council for one year. This is an office created by legislation, commanding respect. The Chairman is in charge during Council meetings and has a duty to ensure that Council meetings run smoothly, that all business is properly considered and all Councillors who wish to speak can do so. The Chairman has few special powers, it is unlawful for a Council to delegate decision making to any individual Councillor and that also applies to the Chairman. The Chairman often enjoys a special relationship with the public, for

example opening stores, welcoming visitors etc. It is the Chairman of the Town Council who leads the Annual Town Meeting.

1. ELECTION OF VICE-CHAIRMAN 2017/2018

(i)To elect a Vice-Chairman for the ensuing municipal year.

(ii)To receive the Vice-Chairman’s Declaration of Acceptance of Office

(The Council may appoint a Vice-Chairman, but does not have to do so. However, if it does, he/she will be required to formally subscribe a Declaration of Acceptance of that office.)

1. SUSPENSION OF STANDING ORDER 23

Standing Order 23 is a historic Standing order specific to Keynsham Town Council referring to the order of business at the Annual Town Council Meeting. Apart from the Election of Chairman and Vice Chairman, the NALC model standing orders recommend a more logical order of business. It should be noted that SO23 has never been adhered to at past Annual Town Council meetings and the Agenda has always followed the NALC model standing orders.

RECOMMENDATIONS

(i)To suspend Standing Order 23

(ii)To refer the matter to Internal Audit & Policy committee for consideration at its next meeting.

1. APOLOGIES FOR ABSENCE

5.DECLARATIONS OF INTEREST

To receive any Declarations of Interest under Keynsham Town Council’s Code of Conduct (adopted on 16th October 2012) issued in accordance with the Localism Act 2011 and The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012, SI No. 1464.

6.NON DISCLOSABLE PECUNIARY INTERESTS

To receive any Declarations of Interest in accordance with Standing Order 38.

7.DISPENSATIONS

In accordance with Standing Order37(a), to consider any requests for dispensations (for disclosable pecuniary interests) prior to the item (s) being discussed that Members may only become aware of during the meeting itself and;

To receive any disclosures of decisions as per item 7 of Keynsham Town Council’s Dispensations Policy and Procedure Guide.

8.RECORD OF PREVIOUS MEETINGS

RECOMMENDATION:

(I)That the Minutes of the meeting of the Town Council held on 25th April 2017 (previously circulated) be confirmed as a true record and signed by the Chairman.

(II)That the recordings of the above meeting be either preserved or deleted.

9.PUBLIC PARTICIPATION

In accordance with Standing Order 40, Members of the Public will have the opportunity to ask the Chairman any question concerning, or make observations upon, the business of the Council, at the start of the meeting, provided notice of the question along with the name and address of the member of public has been given to the Town Clerk at least four clear days before the meeting where possible, and in any case to the Chairman before the meeting and this applies to all committees of the Council. Members of the Public may also speak on one single item, unless otherwise agreed by the Chair, or Chair of a committee, only per meeting, just prior to that item being discussed. Each person may speak for not more than two minutes, with a maximum of two speakers per item in favour and two speakers per item against or at the Chairman’s discretion. To facilitate the smooth running of the meeting, Members of the Public will be asked to register their interest with the Town Clerk prior to the start of the meeting.

10.CHAIRMAN’S ANNOUNCEMENTS

The Chairman will report back on activities, events and meetings attended or taken part in since the last Council meeting.

11.QUESTIONS ON NOTICE BY MEMBERS

In accordance with Standing Order 41, a Member may ask the Chairman any question concerning the business of the Council, provided that notice of the question has been given to the Town Clerk at least 4 clear days before the meeting where possible, and in any case to the Chairman before the meeting. The Chairman must rule out of order any statement that is not a question and no question should lead to or result in a resolution with financial considerations.

12.KEYNSHAM NOW

Keynsham Now will not be holding their next meeting until after the 16th May.

RECOMMENDATION:

To defer until the next Town Council meeting

13.REPORT FROM B&NES COUNCILLOR(S)

RECOMMENDATION:

To receive updates from B&NES Councillors.

14.REPORTS FROM REPRESENTATIVES ON OUTSIDE BODIES

For Members to report back on any meetings they have attended.

RECOMMENDATION

To receive and note reports.

15.MINUTES OF ANNUAL TOWN MEETING – 27 April 2017

RECOMMENDATION:

That the minutes of the Annual Town Meeting (previously circulated) are received and noted.

16.MINUTES OF MEETINGS (previously circulated)

Committee Meeting Date(2017)Recommendations

Planning & Development Cttee. 24 April-

Arts Joint Committee 26 April-

Internal Audit & Policy Cttee. 10 MaySee attached list – report 1

RECOMMENDATION:

That the Minutes of the above meetings are received and that any recommendations contained therein (that are not subsequent Agenda Items)are approved.

RECOMMENDATION:

That a motion is proposed to alter the order of business to enable Item 18 to be discussed before Item 17 (Standing Order 33e refers)

17.RECOMMENDATIONS FROM INTERNAL AUDIT & POLICY COMMITTEE ON TERMS OF REFERENCE AND DELEGATION OF POWERS TO COMMITTEES

Attached are the terms of references and delegation of powers to the committees that need to be approved by the full Town Council. (Under no circumstances can a committee be allowed to make or change its terms of reference, this is to be done by the full Town Council).

The Town Council's Current Committees are - Allotments; Joint Arts; Internal Audit & Policy; Grants; Personnel; Planning & Development and Keynsham Winter Festival. There is also an NDP Steering Group, Tourism and Marketing strategy Working Group and a Cemetery Working group.

The Internal Audit & Policy committee has recommended that a further Capital Projects committee be agreed with attached Terms of Reference. This will replace the Cemetery Working Group. In addition all members of the Tourism Working Group should be approved as voting members.

RECOMMENDATIONS:

(i)That the Cemetery Working Party be replaced by a new Capital Projects Committee

(ii)That the terms of reference and delegation of powers to committees and working groupsare approved

18.RECOMMENDATION FROM INTERNAL AUDIT & POLICY COMMITTEE IN RESPECT OF STANDING ORDER 68 (c) and 68(h) - POLITICAL SPLIT OF COMMITTEES/REPRESENTATION ON WORKING PARTIES

68(c) the Membership of every Committee shall reflect that the split be proportional between all groups (political and non-political).

68((h)Working parties are to be appointed on an ad

hoc/as required basis depending upon the requirement of the Working Party

whilst ensuring that at least one place is made available to each party.

RECOMMENDATIONS:

(i)To consider the recommendation from the Internal Audit & Policy Committee and decide whether to suspend 68(c ) and 68(h) or change the number of Members on Committees from 7 to 9

(ii)If there is to be a political split, to determine the ratio of Conservative to Labour to Liberal Democrat Members

19APPOINTMENT OF MEMBERS & CHAIRMEN TO COMMITTEES

RECOMMENDATIONS:

(i)To appoint Members to committees as per the attached schedule of Committee Membership 2017/2018

(ii)Subject to the agreed Membership of Arts Joint Committee remaining the same as the previous year, to agree that the previously appointed Members of the Tourism and Marketing Strategy Working Group continue to serve on the Working Group for the 2017/2018 Municipal Year

(iii)To appoint a Chairman to each of the followingCommittees:-

a)Allotments

b)Arts Joint – elected by the committee

c)Grants

d)Internal Audit & Policy

e)Personnel- as per SO 71(h), the Chair of the Council cannot be Chair of Personnel.

f)Planning & Development

g)Winter Festival

h)Capital Projects

20.APPOINTMENT OF REPRESENTATIVES TO OUTSIDE BODIES 2017/2018

The Town Council appoints representatives to a number of outside bodies for the period of the municipal year. A list of the appointments to be made for 2017/2018is attached, together with information on the role of Town Council representatives.

RECOMMENDATION:

That representatives are appointed to Outside Bodies as per the attached schedule and the attached information is noted.

21.SUBSTITUTE MEMBERS TO COMMITTEES

Substitute Members may be nominated and appointed to a Committee and the number is determined at the Annual Town Council meeting in May.

Standing Order no. 74 quotes:

That substitute members may be nominated and appointed to a committee and that the number is determined at the Annual Town Council meeting in May and:

(i)That all Committees will have substitute members if the appointed member cannot attend a meeting and without the attendance of a substitute member the meeting would be inquorate.

(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.

RECOMMENDATION:

That Members agreed to the appointment of Substitute Members to Committees as quoted in Standing Order no. 74 as above, for the 2017/18 municipal year.

22.MEMBERS NOT APPOINTED TO A COMMITTEE

RECOMMENDED:

That the attached information is noted.

23.GENERAL POWER OF COMPETENCE

The Town Council is required to meet the criteria for eligibility to use the Power of Competence. At the Town Council’s Annual Meeting in May 2015 the Council did meet the criteria

The two criteria are:

1. Elected Councillors – the number of elected Councillors at the last election must equal or exceed two thirds of its total number of Councillors.

1. Qualified Clerk – level 4 qualification from the University of Gloucestershire. A Clerk whose training for a qualification did not include the GPC must pass the new section 7 of CiLCA 4. (It is understood that the new Town Clerk does not hold this qualification).

A declaration was made at the first “Relevant” meeting which in this case was the first Full Council meeting after the Ordinary Elections in 2015. The Power lasts until the next “Relevant” meeting …which is in 2019. It was

considered useful however for Councils to restate their commitment and eligibility on an annual basis to the General Power of Competence. The current Town Clerk is studying for CiLCA and hopes to achieve the qualification before the end of this Municipal year.

RECOMMENDATION:

To restate that the Town Council still meets the criteria for eligibility for The General Power of Competence.

24.ANNUAL MEMBERSHIPS

Below is the cost of membership subscriptions for the Municipalyear 2017/2018. NB The Council’s financial and budgetary year end is 31st March 2018.

ICCM (£90) (due April 2018)

CPRE (£36) (due December 2017)

S.W. Councils (£350) (due April 2018)

Visit Somerset(£1000.00) (due January 2018)

Avon Local Councils Association (£1477.37) (due 1st April 2018)

SLCC Clerk’s Membership £274.00 (due January 2018)

RECOMMENDATION:

To agree to subscribe to the above organisations during the 2017/2018 municipal year. The agreed budget for Membership (code 4092) is £4000.

25.FINANCIAL REGULATIONS (attached)

Internal Audit & Policy committee have recommended that minor revisions be made to the current Financial Regulations to more accurately reflect the Town Council’s current logistics and procedures.

RECOMMENDATION:

To consider proposed changes to Financial Regulations

26.INTERNAL AUDITORS FINAL REPORT (2016/2017) (to follow) AND COMPLETION OF ANNUAL RETURN (attached)

RECOMMENDATIONS:

(i)To consider Internal Auditors Report

(ii)To note the Internal Auditors completion of Section of the Annual Return

27.STATEMENT OF INTERNAL CONTROL (attached)

RECOMMENDATION

To note the signed Statement of Internal control as approved by Internal Audit & Policy Committee

28.ANNUAL RETURN 2016/2017 – ANNUAL GOVERNANCE STATEMENT (attached)

RECOMMENDATION:

As per the Internal Audit & Policy Committee’s recommendation: To approve the Annual Governance Statement 2016/2017 for signing by the Chairman of the Town Council and the Town Clerk.

29.BALANCE SHEET/INCOME & EXPENDITURE ACCOUNT - 2016/2017 (attached)

RECOMMENDATION:

As per the Internal Audit & Policy Committee’s recommendation To approve the attached Balance Sheet/Income & Expenditure Account - 2016/2017 for signing by the Chairman of the Town Council and the Town Clerk. (additional papers are available for inspection in the Town Council office). This includes the Earmarked Reserves.

30.ANNUAL RETURN 2016/17 – ACCOUNTING STATEMENTS(attached)

RECOMMENDATION:

As per the Internal Audit & Policy Committee’s recommendation : To approve the Accounting Statements for 2016/17 to be signed by the Chairman and Town Clerk.

31.ANNUAL RETURN – ACCOMPANYING SCHEDULES (attached)

The Town Council is required to fill in the accompanying schedules as a new addition to submitting the Annual Return.

RECOMMENDATION

As per the Internal Audit & Policy Committee’s recommendation: To approve the attached schedules for submission with the Annual Return

32.SCHEDULE OF INVOICES DUE FOR PAYMENT (to follow)

RECOMMENDATION:

That the attached schedule of invoices be approved for payment.

33.BUDGET MONITORING REPORT – YEAR END – MONTH 12 (attached)

This is the final year end budget monitoring report following the visit from the accountant

RECOMMENDATION:

That the attached Budget Monitoring Report be received and noted.

34.FINANCE ITEMS

Due to the year end being carried out by the Accountants and the final internal audit and accounting papers being prepared this month, the following items will be presented to the Town Council at its meeting on 13 June 2017.

(a)Schedule of Expenditure – Month 1

(b)Bank Reconciliation – Month 1

(c)Petty Cash Expenditure – Month 1

(d)Journals

(e)Budget Monitoring Report Month - 1

(f)Youth Finances – Month 1

RECOMMENDED:

That the above reports are deferred until the June meeting

35.YOUTH TEAM LEADERS MONTHLY REPORT AND TIMEOUT ATTENDANCE COMPARISON APRIL 16/APRIL 17 (attached)

RECOMMENDED:

That the attached report and monthly comparison be received and noted.

36.DELEGATED ACTIONS SINCE LAST MEETING

Following the break in at the Bandstand, the insurance company have agreed to the cost of a replacement door at £1300. This incident, together with several incidents in respect of the tennis courts has been reported to the police.

RECOMMENDATION

To ratify delegated actions

37.MANOR ROAD FOOTBALL PITCHES (attached)

A proposal to make full use of the football pitches at Manor Rd by several clubs for next season has been prepared.

RECOMMENDATION

To consider the attached report

38.NOTICEBOARD IN THE HIGH STREET (attached)

A proposal has been received from B&NES to share in the cost of purchasing a noticeboard to be situated in the High Street by the Post Office.

RECOMMENDATION

To consider the attached report

39.FIRE STATION PUBLIC CONSULTATION/SURVEY(to follow)

Members are reminded that certain aspects relating to the fact that the Town Council has submitted an offer for the fire station should remain confidential. However the Clerk is asking Members to consider the draft survey such that it would be ready to circulate if the Town Council’s offer was viewed favourably

RECOMMENDATION

To consider the proposed survey

40.CORRESPONDENCE ITEMS

(i)Bath & North East Somerset Council (Public Footpath BA27/16, Castle Primary School, Keynsham) Public Path Diversion Order 2014.(attached).

(ii)Request under Freedom of Information Act – Mr A Halliday

(iii)Request for Internal Review of TC FOI procedures – Mr A Halliday

(iv)Observations on One Way system – Mr M Mac

RECOMMENDATIONS

To note the attached correspondence

41.RE-INSTATEMENT OF STANDING ORDER 23

RECOMMENDATION:

To re-instate Standing Order 23

42.DATE OF NEXT MEETING

RECOMMENDED:

To note that the scheduled datefor the Town Council's next meetingisTuesday 13th June 2017at 7.30 p.m in the Community Space, Civic Centre, Market Walk, Keynsham.

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