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KEYNSHAM TOWN COUNCIL
Minutes of the Town Council meeting held on Tuesday 16th September 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, G Hellier, B Jenkins,
L O’Brien, A Matthews, B Simmons and R Staddon.
IN ATTENDANCE: Jo Swift – Town Clerk
MEMBERS OF THE PUBLIC: A Wait (Youth Council)
136. APOLOGIES FOR ABSENCE
Apologies were received from Councillors C Duckett, D Johnson, K Kirwan, S Rossiter and K Simmons.
137. DECLARATIONS OF INTEREST
There were none.
138. NON DISCLOSABLE PECUNIARY INTERESTS
There were none.
139. DISPENSATIONS
There were none.
140. CONFIRMATION OF MINUTES
Minute no. 115 was challenged as it was felt that the word ‘ignored’ was in appropriate, it was agreed to change the word to ‘not taken’.
RESOLVED:
That with the amendment above the minutes of the meeting of the Town Council held on 12th August 2014 are confirmed as a true record and signed by the Chairman.
141. PUBLIC PARTICIPATION
There was none.
142. CHAIRMANS ANNOUNCEMENTS
A letter has been received from the parents of Ben Pocock expressing their gratitude to the Town Council for writing to the family.
The Chair had attended the Twinning event on Monday 15th September, with the Mayor of Libourne, Chair of B&NES Council, Councillor D Bellotti, D Quilter and others. The event was very successful.
143. QUESTIONS ON NOTICE BY MEMBERS
There were none.
144. MINUTES OF MEETINGS
RESOLVED:
That the Minutes of the Internal Review Sub-Committee - 13th August; Personnel Committee - 19 August; Planning & Development Committee - 1 September and Keynsham Winter Festival Committee - 2nd September are received and that the recommendations contained in the minutes are approved. (see min. nos. 155 & 168 below).
145. YOUTH COUNCIL
A Wait was present and spoke about the Youth Council in detail. Concerns were expressed regarding the word ‘additional’ needs. Also the word ‘black’ should be removed from report and one Councillor mentioned that they did not like the word ‘champions’.
The following was RESOLVED:
i) That the Town Council adopts the structure for the pilot Youth Council.
ii) That the Town Council appoint at least two Councillors to be Young people’s Champions and the link between the Town Council and Youth Council.
iii) That the Town Council ensure an early slot in agenda at monthly Town Council Meetings for the Youth Council.
iv) That the first meeting takes place on Wednesday 24th September, 4pm at the Council Chamber to ensure momentum of project.
v) That a bank account be set up for Youth Council in alignment with Town Council policies and procedures. Signatories to include two adults relevant to the project.
vi) That an item will be added to the October Town Council agenda to appoint Town Councillors to the Youth Council.
146. CHARITABLE INCORPORATED ORGANISATION
RESOLVED:
That an appropriate person is contacted and asked if they would make a formal presentation to the Town Council about CIO after the appointment of the new Youth Worker.
147. SCHEDULE OF ACCOUNTS – MONTH 5 (August 2014)
RESOLVED:
That the attached Schedule of Accounts is approved.
148. BANK RECONCILIATION – MONTH 5 (August 2014)
RESOLVED:
That the attached Bank Reconciliation is received and noted.
149. PETTY CASH EXPENDITURE – MONTH 5 (August 2014)
RESOLVED:
That the attached Petty Cash Expenditure sheet is approved.
150. JOURNALS
There were none.
151. BUDGET MONITORING REPORT – MONTH 5 (August 2014)
RESOLVED:
That the attached Budget Monitoring Report is received and noted.
152. BUDGET
RESOLVED:
That a 0% and 2% draft budget will be produced for 2015/16 at the December Town Council meeting.
153. YOUTH FINANCES (August 2014)
RESOLVED:
That the attached Youth Expenditure sheet is received and noted.
154. TIMEOUT ATTENDANCE COMPARISON AUGUST 2013/AUGUST 2014
It was mentioned that ‘comments’ as previously agreed were not provided.
RESOLVED:
i. That the attached TimeOut attendance comparison is received and noted
ii. That the comments box is to be on the form each month and if there are no comments to make then this will be noted on the form.
155. REVIEW OF FINANCIAL REGULATIONS
Members received a copy of proposed changes to the Financial Regulations as recommended by the Internal Audit Review Sub-Committee.
It was agreed to add in ‘see 1.4 in an emergency situation’ at the end of paragraph 122. (NB numbers will change when the track changes are accepted).
RESOLVED:
That the changes in financial regulations are approved.
156. DELETION OF STANDING ORDER
RESOLVED:
That Standing Order no. 12 be deleted.
(In line with Standing Orders this amendment will stand adjourned for approval at the next meeting of the Town Council -14th October 2014).
157. CONCLUSION OF AUDIT
RESOLVED:
That the information be received and noted.
158. SPECIAL WORLD WAR 1 COMMEMORATION SEAT
RESOLVED:
That the purchase of a special World War 1 Commemoration seat to be situated in the old part of the Cemetery is approved.
159. WATER COOLER
RESOLVED:
That the Town Council rents the water cooler for the office.
160. S106 FUNDING
As the understanding is that B&NES Council is to fit out the new TimeOut facility it is therefore required that this needs to be confirmed in writing. Also as a new Youth Worker is due to be in place they may have their own ideas as to what the money should be spent on. It was requested that B&NES Council are asked where this money has come from. Interest was again expressed that the money could be used for lighting at the skateboard park.
RESOLVED:
That the Town Council do not decide yet and wait for the information to be provided as above.
161. STREET NAMING – RESIDENTIAL DEVELOPMENT OFF CHARLTON ROAD, KEYNSHAM BY BARRATT HOMES
RESOLVED:
That the following names are put forward – Linnets, Gold Crest, Fieldfare, Chaffinches, Sky Larks, Woodpecker, Swift and Swallow.
162. PROPOSAL FOR THE NEW OUTDOOR PUBLIC SPACE
RESOLVED:
That more detailed information is requested from B&NES Council before members consider whether or not to agree to an ‘in principle’ decision.
163. REPORTS FROM REPRESENTATIVES ON OUTSIDE BODIES
Councillor R Staddon: Community @67 – the building works will be completed next month. Councillor Staddon recently attended an event at Tintagel Close, the event was very successful. The community and residents were welcoming and the young people polite and helpful. The Community Radio @67 went to Midsomer Norton recently and were given an hours slot to talk about Keynsham. It can be heard via the podcast on Somer Radio.
Councillor T Crouch left the room (8.55pm) and returned at (9.00pm)
Councillor O’Brien: Keynsham Twinning – this weekend (Thursday to Tuesday) Keynsham Twinning welcomed the contingent form Libourne. On Sunday the mayor of Libourne, two of his Councillors and his administrator arrived. Their main goal was to listen, learn and develop links between Libourne and Keynsham; they are keen on the concept of Twinning. Congratulations go to B&NES Council, especially Sara Dixon, who organised a site visit to the new development for the group followed by a reception allowing many representatives from community groups to meet and grow the links. Whilst on the tour the group were very privileged to sit on the seats of the extended bleachers.(seating).
164. DAMAGE/VANDALISM REPORT
RESOLVED:
i. That the damage/vandalism information be noted.
ii. That this item is removed from the agenda and that the damage/vandalism reports are sent via email and on receipt any questions can be directed to the Town Clerk.
165. DATE OF NEXT MEETING
RESOLVED:
That the scheduled date and time of the next Town Council meeting is Tuesday 14th October 2014 at 7.30 p.m. in the Council Chamber, 3rd Floor, North Block, Riverside, Keynsham.
166. 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).
167. GROUNDS MAINTENANCE APPRENTICE
RESOLVED:
i. That the Town Council agree to keep the apprentice until at least March 2016.
ii. That a report is brought to the Town Council before the budget meeting to consider options for the hourly rate.
168. YOUTH WORKER VACANCY
RESOLVED:
That option 2 recommended by the Personnel Committee is approved.
The meeting finished at 9.35pm
SIGNED...... DATE...... (CHAIRMAN)