Town Clerk: Jo Swift

Town Clerk: Jo Swift

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 the ANNUAL MEETING OF KEYNSHAM TOWN COUNCIL to be held in the COUNCIL CHAMBER, 3rd FLOOR, NORTH BLOCK, RIVERSIDE OFFICES, KEYNSHAM, on TUESDAY 21st MAY 2013 at7.30 p.m.

The Agenda for the meeting appears below.

14th May 2013 Jo Swift

TOWN CLERK

______

AGENDA

THE FIRST ITEM ON THE AGENDA WILL BE CHAIRED BY CLLR. GILL HELLIER, CURRENT CHAIRMAN OF THE TOWN COUNCIL.

1. ELECTION OF CHAIRMAN 2013/2014

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).

2.ELECTION OF VICE-CHAIRMAN 2013/14

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

(Note: 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).

3.APOLOGIES FOR ABSENCE

4.DECLARATIONS OF INTEREST

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

T.C. AGENDA -2- 21 May 2013

5.NON DISCLOSABLE PECUNIARY INTERESTS

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

6.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.

7.CONFIRMATION OF MINUTES

RECOMMENDED:

That the Minutes of the special meeting of the Town Council held on 7 May 2013 (previously circulated) be confirmed as a true record and signed by the Chairman.

8.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.

9.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.

10.MINUTES OF MEETINGS

None.

11.MINUTES OF ANNUAL TOWN MEETING – 22nd APRIL 2013

RECOMMENDED:

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

12.COMMITTEES AND WORKING PARTIES

To consider the attached report. (report no. 1).

T.C. AGENDA -3- 21 May 2013

13.APPOINTMENT OF MEMBERS OF COMMITTEES AND WORKING PARTIES

Members need to appoint Councillors to serve on Town Council Committees and Working Parties.Please see attached Schedule of Committee Membership 2013/14, to be appointed.

14.APPOINTMENT OF CHAIRMEN OF COMMITTEES AND WORKING PARTIES

To appoint a Chairman of the following:-

(i)Grants Working Party

(ii)Internal Audit Committee

(iii)Personnel Committee

(iv)Planning Development Committee

N.B. Chairman of joint Working Parties/Groups will be appointed at the first meeting.

i.e. Arts Working Party, Keynsham in Bloom Working Party, Keynsham Young Peoples Liaison Group, Youth Fest and Victorian Evening Working Party.

15.APPOINTMENT OF REPRESENTATIVES TO OUTSIDE BODIES – 2013/14

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 2013 is attached.

To note – it is expected of members putting themselves forward for these appointments to report back on these appointments as per agenda item – reports from representatives on outside bodies.

16.ANNUAL MEMBERSHIPS/SUBSCRIPTIONS

RECOMMENDED:

To agree to subscribe to the following organisations during the 2013/2014 municipal year, agreed budget £900 code 4092. Below is the cost paid last year or the known cost for this year 2013/14.

ICCM (£90)

CPRE (£29)

Institute of Groundsman (£104)

Racial Equality Council (B&NES) (£20)

South West Councils (£299)

Twinning Association (£25)

Forest of Avon (£144)

Total = £711.00

17.BANDSTAND MAINTENANCE

To consider the attached report. (report no. 2)

T.C. AGENDA -4- 21 May 2013

18.PROVISION OF DISABLED TOILET AT KEYNSHAM CEMETERYCHAPEL

Further to discussion on this item at the Town Council’s meeting in April clarification has been sought and there is no legislation in force that burial authorities have to provide a disabled toilet.

19.STAFF OVERTIME

That the attached staff overtime sheet be received and noted.

• Please note that due to the year-end accounting process having been carried out and various accruals, debtors, creditors etc. the Omega budget monitoring report for April many not necessarily agree with the other finance papers.

20.SCHEDULE OF ACCOUNTS –MONTH 1 (April 13)

RECOMMENDED:

That the attached Schedule of Accounts be approved.

21.BANK RECONCILIATION – MONTH 1 (April 13)

RECOMMENDED:

That the attached Bank Reconciliation be received and noted.

22.PETTY CASH EXPENDITURE – MONTH 1 (April13)

RECOMMENDED:

That the attached Petty Cash Expenditure sheets be approved.

23.BUDGET MONITORING REPORT – MONTH 1 (April 13)

RECOMMENDED:

That the attached Budget Monitoring Report be received and noted.

24.YOUTH EXPENDITURE SPREADSHEET – (April 13)

That the attached Youth Expenditure sheet be received and noted

25.TRANSITION KEYNSHAM – INSURANCE PAYMENT

To advise Members that a payment of £53 has been made to Transition Keynsham to cover the additional insurance cost (as per minute no. 378 of the Town Council’s meeting on 9 April 2013).

26.YOUTH INNOVATION ZONE – PARISH & TOWN COUNCILS SUPPORTING YOUTH WORK

During 2012/13 Somerset and Bath & NE Somerset Councils have worked with the Regional Youth Work Unit at Learning South West to examine the ways in which parish and town councils are supporting youth work and to learn from theexperiences in order to provide the best possible support to parish and town councils as they play an increasingly important role in developing local services.

T.C. AGENDA -5- 21 May 2013

A final report and recommendations from the project is being put together and theywould like to include the work of Keynsham Town Council as a case study of an interesting model of supporting youth work in the area. The plan is to include case studies as an appendix to the report, which will be circulated to local authorities in the South West region, to the Local Government Association’s Children’s Improvement Board, to other Town and Parish Councils. As it is going out into the public domain

RECOMMEMDATION:

To approve the responses to the case study (attached).

27.IN TANDEM – GRANT 2012/2013

Members are asked to consider paying the approved grant of £300 in this financial year. Information attached from In Tandem.

Please note that the grant receipts and claim were received from In Tandem before the closure date of 31st March 2013. The claim was queried because the supporting evidence and invoice was for web hosting not web up-grade as agreed. The person from In Tandem dealing with the grant was away on holiday and did not receive the queries until after the closure date and then had to seek costing information.

28.NEW TABLE FOR MEETING ROOM

At the April 2013 Town Council Meeting it was resolved that action be taken to see if the existing table can be professionally repaired. Four companies have been contacted, only two have provided a quote.

Company A – Price for table frame and fitting with a grey powder coat finish -£679.15 plus VAT.

Company B – Price for removing the legs, extending the frame, refitting the legs with a stronger fixing to eliminate existing problem - £375.

29.PURCHASE OF NEW COMPUTERS

To inform members that two new computers have been purchased to replace the reception computer purchased in July 2007 and the Deputy Town Clerk’s lap top purchased in May 2008. Two quotes were obtained and the replacement cost for 2 x desk top computers, installation, set up and two x software packages = £1699.00.

There is £1000 in the budget (code 4086) and there is £927 in EMR for replacement equipment.

The receptions old computer will be used to replace the youth worker team computer and the Deputy Town Clerk’s lap top will be used as a spare which can be taken to meetings etc.

30.PLANTERS – KEYNSHAM HIGH STREET

To advise Members that the B&NES Council’s project to put planters on the High Street will not be undertaken as permission will not be granted by the Highways Department. There are sufficient plants to fill 6 troughs and for information purposes

T.C. AGENDA -6- 21 May 2013

B&NES have decided that these will be located on the railings around the Memorial Park from the Bath Hill/Avon Mill Lane roundabout up to the Memorial Gates.

31.DOG BINS AT MANOR ROAD

For Members to note that the Town Clerk has been advised by Jane Robson, Parks& Green Spaces Officer, Bath & North East Somerset Council, that they do not wish to renew the agreement with Keynsham Town Council for emptying the dog bins for the year April 2013 – March 2014.

Bath & North East Somerset Council have therefore been invoiced for one month, April 2013 in the sum of £33.33 and the yearly sum of £400 will not be received in 2013/2014.

32.TIME CAPSULE UPDATE

Following on from discussions at the April meeting of the Town Council, Willmott Dixon will be responsible for burying a new time capsule and will be working closely with the Town Council, B&NES Council, the local press and the Community to achieve this.

Willmot Dixon would like the Town Council to give some thought to what contribution they would like to put into the capsule.

33.DAMAGE/VANDALISM UPDATE

22.4.Skateboard Park – Graffitti on Disclaimer Board Removed 1 man ½ hr.

19.4. Charlton Road Town Sign – Demolished by vehicle – sign removed 1 man,

½ hour.

29.4 Five-a-side Courts – one panel attempted to be taken off by vandals (bolts

removed, refixed and put new nuts & bolts on panel, 1 man/1 hour.

29.4. Manor Road Pavillion – graffiti/human excrement on walls at rear, cleaned

off and disinfected, 1 man/1 hour.

34.CORRESPONDENCE ITEMS

None as at date of agenda despatch.

35.INFORMATION ITEMS (Available for inspection in the Town Council office)

(i)Sue Mountstevens, Police & Crime Commissioner has written to the Chairman of the Town Council as follows:-

“Thank you for allowing me to speak to your residents earlier this week. To have such a full attendance is not down to luck, and Keynsham should be rightly proud of having such a vibrant and effective Town Council”.

(ii)Bath & North East Somerset Police and Crime Plan 2013-2017

(iii)Keynsham Music Festival Association Minutes – 10 April 2013 (attached)

36.DATE OF NEXT MEETING

RECOMMENDED:

To note that the scheduled date and time for the Town Council's next meetingis Tuesday25th June 2013at 7.30 p.m. in the Council Chamber, 3rd Floor, North Block, Riverside Offices, Keynsham.