Town Clerk: Jo Swift

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Town Clerk: Jo Swift

15-17 Temple Street,

Keynsham, Bristol BS31 1HF

Telephone: 0117 986 8683

Fax: 0117 986 6359

E-mail:

www.keynsham-tc.gov.uk

Dear Councillor

You are summoned to attend a meeting of KEYNSHAM TOWN COUNCIL to be held in the COUNCIL CHAMBER, 3RD FLOOR, NORTH BLOCK, RIVERSIDE OFFICES, KEYNSHAM ON Tuesday 16th September 2014 commencing at 7.30 p.m.

The Agenda for the meeting appears below.

10th September 2014 Jo Swift

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

1. APOLOGIES FOR ABSENCE

2. 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.

3. NON DISCLOSABLE PECUNIARY INTERESTS

To receive any Declarations of Interest in accordance with Standing Order 40.

4. DISPENSATIONS

In accordance with Standing Order 39(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.

5. CONFIRMATION OF MINUTES

RECOMMENDED:

That the Minutes of the meeting of the Town Council held on 12 August 2014 (previously circulated) be confirmed as a true record and signed by the Chairman.

6. PUBLIC PARTICIPATION

That in accordance with Standing Order 42, members of the public be permitted to address the Chairman on questions and observations upon matters within the jurisdiction of the Council, provided that written notice 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.

Members of the public may also speak on one single item only per meeting just prior to that item being discussed. Each person can speak for not more than two minutes, with a maximum of three speakers per item. To facilitate the smooth

running of the meetings. Members of the Public will be asked to register their interest with the Town Clerk prior to the start of the meeting.

7. CHAIRMAN'S ANNOUNCEMENTS

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

8. QUESTIONS ON NOTICE BY MEMBERS

In accordance with Standing Order 43, Members 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.

9. MINUTES OF MEETINGS

* All minutes previously circulated unless otherwise stated.

Meeting Date (2014) Recommendations

Internal Audit Review Sub- 13 August min. no. 1

Committee

Personnel Committee 19 August min. no. 12 (i)

Planning & Devt.Ctte. 1 September -

Keynsham Winter Festival Cttee. 2 September -

RECOMMENDED:

That the minutes of the above meetings are received and that the recommendations contained in the minutes are approved. (min. no. 1 Internal Audit Review Sub- Committee (Review of Financial Regulations) see agenda item 20 below.

(min. no. 12 (i) (Resignation of Youth Worker) see agenda item 33 below.

10. YOUTH COUNCIL (attached report no. 1)

11. CHARITABLE INCORPORATED ORGANISATION (attached report no. 2)

12. SCHEDULE OF ACCOUNTS – MONTH 5 (August 2014)

RECOMMENDED:

That the attached Schedule of Accounts is approved.

13. BANK RECONCILIATION – MONTH 5 (August 2014)

RECOMMENDED:

That the attached Bank Reconciliation be approved.

14. PETTY CASH EXPENDITURE – MONTH 5 (August 2014)

RECOMMENDED:

That the attached Petty Cash expenditure sheet be approved.

15. JOURNALS

None to report.

16. BUDGET MONITORING REPORT – MONTH 5 (August 2014)

RECOMMENDED:

That the attached Budget Monitoring Report be received and noted.

17. BUDGET 2015/2016

Over the next month the Town Clerk will be starting to work on the draft budget for 2015/2016. Councillors are asked to consider what percentage increases (if any) they would like the Clerk to produce.

RECOMMENDED:

To agree on no more than 3 draft budget percentages.

18. YOUTH FINANCES (August 2014)

That the attached expenditure sheet be received and noted.

19. TIMEOUT ATTENDANCE COMPARISON AUGUST 2013/AUGUST 2014 (attached)

RECOMMENDED:

That the attached information be received and noted.

20. REVIEW OF FINANCIAL REGULATIONS (attached)

Section 150(5) of the Local Government Act 1972 says all cheques and orders for payment must be signed by two signatories authorised by the Council. The repeal of this order will remove a significant barrier to Town and Parish Councils adopting modern methods of payment that reflect changes in technology and banking practices. Its removal will allow payments to be made more quickly and efficiently with benefits and savings to the Town Council and to local businesses etc.

The financial regulations have recently been reviewed by a subcommittee of the Internal Audit Committee and the recommendations are shown in the attached document. The Town Council presently has three signatures but the subcommittee is recommending that the Town Council have two – the RFO and one Councillor for amounts under £500 and for amounts above £500 the present signature rule of three will remain.

RECOMMENDED:

That the changes in financial regulations are approved.

21. DELETION OF STANDING ORDER

Further to the Town Council's recent adoption of the protocol of recording and filming of local council and committee meetings, to inform members that standing order no. 12 will be deleted - Photographing, recording, broadcasting or transmitting the proceedings of a meeting by any means is not permitted without the Councils prior consent.

RECOMMENDED:

To approve the deletion of standing order no. 12.

In line with Standing Orders this deletion will need to be proposed and seconded and then the amendment will stand adjourned without discussion to the next ordinary meeting of the Town Council (14th October).

22. CONCLUSION OF AUDIT

The audit of the Town Council's accounts for the financial year 2013/2014 has now been completed by Grant Thornton accountants. The only matter to be brought to the Town Council's attention is as follows:-

Fixed Assets - The Internal Auditor has noted that there are a few minor discrepancies between the list of assets in the Fixed Asset Register and those recorded in the fixed assets note to the accounts. The Council should ensure that the Fixed Asset Register is maintained and is accurate at all times.

(The Town Council were advised of this at the meeting on 20 May 2014).

RECOMMENDED:

That the above information be received and noted.

23. SPECIAL WORLD WAR 1 COMMEMORATION SEAT

Members are asked to consider whether they would like to approve the purchase of a special World War 1 Commemoration seat (picture attached) to install at Keynsham Cemetery in memory of all those who died during the First World War. The cost is £535.00

RECOMMENDED:

That the purchase of a special World War 1 commemoration seat is considered.

24. WATER COOLER

The office was recently approached and offered a water cooler on a free trial. This has now been in place for approximately 2 weeks, the members and staff that have been able to trial it are pleased with it as water fromthe mains supply is not pleasant. As this is not in the budget approval needs to be given by the full Town Council if it is agreed to keep the water cooler. The cost of renting the machine is £2.50 a week. A bottle of water is £5.50, how long this lasts is not exactly known but going on the present usage it is estimated that a bottle would last 3-4 weeks. Glasses can be used rather than cups therefore there will be minimal cup usage. The contract can be set up for 12 months and if the office relocates the company has said that they will discontinue the lease with no penalties.

RECOMMENDED:

That the Town Council decides whether to rent the water cooler for the office incurring expenditure as detailed above.

25. S106 FUNDING

B&NES Council Youth Service have £10,855.43 from K2 Wimpey available now for spending on the Youth Service in Keynsham. The Town Council has been asked what they wish to spend this money on. The S106 planning guidance on what the funds can be used for is as follows:

“For Youth Service provision, this contribution covers the 13-19 age group and is to be used to support the work of the Youth Service via Youth Centre provision and activities, equipment, mobile provision and Detached Youth Workers in the area of the development”.

It is not known presently if B&NES Council are going to kit out the new building for TimeOut with equipment or some of the equipment therefore it is recommended that this S106 money is spent on equipment however if B&NES Council are to provide all the equipment required then the Town Council need to decide on what they would like the money to be spent, lighting at the skateboard park has been mentioned in the past.

RECOMMENED:

That it is agreed to use the money to kit out the building for TimeOut with the necessary equipment, however if the building is kitted out by B&NES Council decide on what the money is to be spent on.

26. STREET NAMING – RESIDENTIAL DEVELOPMENT OFF CHARLTON ROAD, KEYNSHAM BY BARRATT HOMES

Attached is a site layout and location plan relating to a residential development of 266 dwellings by Barratt Homes off Charlton Road, Keynsham. The development is due to commence in November this year.

B&NES Council have requested that Keynsham Town Council give consideration to naming six new roads as marked on the attached site layout plan. Barratt Homes are using “BILBIE GREEN” as a marketing name for this development (the Bilbie family were local bell makers and constructed four bells for Church of St. John the Baptist at Keynsham). It has been suggested that perhaps this name could be considered for the main road through the development (Road 1).

Suggestions for the remaining roads are bird names due to Skylarks and Linnets breeding on this site.

RECOMMENDED:

That Members give consideration to naming six new roads (as marked on the site layout plan) relating to the first phase of this development.

27. PROPOSAL FOR THE NEW OUTDOOR PUBLIC SPACE

A request has been received from B&NES Council -

‘Bath & North East Somerset Council would like to invite Keynsham Town Council to give consideration to managing the new outdoor public space being provided within the Keynsham Civic Centre. This open area could provide space for uses including events Farmers Market, community activities and promotions and other such public events.

It is considered that Keynsham Town Council are well placed to manage the local events calendar as they have a clear understanding of the needs of the local community and local economy. This opportunity will allow greater flexibility for the local community to develop new ideas for future events.

An in principle decision at this time is all that is being sought in the full acknowledgement that further discussion and negotiation needs to take place regarding the management and potential expenditure and income generation for the Town Council’

RECOMMENDED:

That more detailed information is requested from B&NES Council before members consider whether or not to agree to an ‘in principle’ decision.

28. REPORTS FROM REPRESENTATIVES ON OUTSIDE BODIES

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

29. DAMAGE/ VANDALISM REPORT - AUGUST (attached)

To try and limit the amount of items on the monthly Town Council agenda it is suggested that the damage/vandalism reports be sent via email and on receipt any questions can be directed to the Town Clerk.

RECOMMENED:

That the monthly damage and vandalism report is sent via email and removed from the Town Council agenda.

30. DATE OF NEXT MEETING

RECOMMENDED:

To note that the scheduled date for the Town Council's next meeting is Tuesday 14th October 2014 at 7.30 p.m.

31. EXCLUSION OF PRESS AND PUBLIC

RECOMMENDED:

That pursuant to the provision of the Public Bodies (Admission to Meetings) Act 1960, the press and public be excluded from the meeting for the following items of business by reason of the confidential nature of business to be transacted.

(i) To discuss staffing issue - 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).

32. GROUNDS MAINTENANCE APPRENTICE (report no. 3 attached).

33. YOUTH WORKER VACANCY (attached report (no. 4) from Personnel Committee meeting held on 19th August 2014).

RECOMMENDED:

That option 2 recommended by the Personnel Committee is approved.