Town Clerk: Dr Cheryl Scott

To wn Clerk: Dr Cheryl Scott 15-17 Temple Street, Keynsham, Bristol BS31 1HF Telephone: 0117 986 8683 Fax: 0117 986 6359 E-mail: [email protected] www.keynsham-tc.gov.uk

Dear Councillor

You are summoned to attend a meeting of KEYNSHAM TOWN COUNCIL to be held in the COMMUNITY SPACE, CIVIC CENTRE, MARKET WALK, KEYNSHAM on Tuesday 19th July 2016 commencing at 7.30 p.m.

The Agenda for the meeting appears below.

12th July 2016 Dr Cheryl Scott TOWN CLERK

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EMERGENCY EVACUATION PROCEDURE

If the continuous alarm sounds you must evacuate the building by one of the signed green running person exits and proceed to the named assembly point. Assembly point: Grassed area past St. Cadoc House, Temple Street.

DO NOT USE THE LIFTS

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 38. 4. DISPENSATIONS

In accordance with Standing Order 37(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. RECORDS OF PREVIOUS MEETING

RECOMMENDED:

(i) That the minutes of the meeting of the Town Council held on 14th June 2016 (previously circulated) be approved as a true record and signed by the Chairman.

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

6. 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.

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 41, a Member may ask the Chairman any question concerning the business of the Council, provided 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.

of 7 9. PRESENTATION BY CLEO NEWCOME JONES – WATER SPACE STUDY

A project between B&NES, Environment Agency, Wessex Water and Canals & Rivers Trust to enhance the River Avon and Kennet & Avon Canal (Dundas Aqueduct to Bath to Hanham Lock) and adjoining land.

10. MINUTES OF COMMITTEE MEETINGS (previously circulated)

Meeting 2016 Date Recommendations

Grants Cttee. 7 June Min. no 13 Planning & Devt. Cttee. 13 June, 4 July - Personnel Committee 19 May, 14 June Min. 10(iii) 22(vi) 23(ii) 23(iv) Joint Arts Committee 27 April - Winter Festival Cttee 7 June, 5 July -

Clerk’s note: Winter Festival Meeting of 5th July was only just quorate where a potential overspend was identified. Clerk is awaiting next Winter Festival meeting on 9th August before putting the matter on the Council Agenda

RECOMMENDED:

That the Minutes of the above meetings are received and that any recommendations contained therein are approved.

11. JOINT ARTS COMMITTEE - RE-PURPOSING OF B&NES £5K ARTS GRANT

Report 1 attached together with Draft Minutes of Extraordinary Meeting. of Joint Arts Committee on Tuesday 21st June

RECOMMENDED

To consider the report and recommendations.

12. CLOCK TOWER BROCHURE

The Arts Advisory Group have produced a brochure on the Clock Tower which will be sold from the Town Council offices at a cost of £3.00 each. B&NES will cover the cost of the first print run of 2000 and have kindly suggested that the income received from sales is ring-fenced by the Town Council for future Arts projects.

RECOMMENDED:

To consider whether to ring-fence the income from sales as above.

13. REPORT FROM B&NES COUNCILLOR(S)

RECOMMENDED:

To receive updates on matters relating to Keynsham.

of 7 14. REPORT FROM REPRESENTATIVES ON OUTSIDE BODIES

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

15. YOUTH COUNCIL

Update to be provided by Members of the Youth Council.

16. MOTIONS MOVED ON NOTICE

A Motion has been received from Councillor Biddleston which because of staffing implications will be considered under Confidential Business (agenda item 38 below).

17. DEVOLUTION PROPOSALS

Councillor Tim Warren (Leader B&NES) and Councillor Charles Gerrish (B&NES) will speak and answer questions on the Devolution Proposals to create a West of England Mayoral Combined Authority.

Clerk’s note: Owing to availability of Councillor Warren it may be necessary to move this item down the Agenda

18. TOWN COUNCIL’S BANKING ARRANGEMENTS

i) Clerk’s Update on Electronic Banking ii) Change of Interest Rate ref Deposit Accounts iii) Financial Services Compensation Scheme

RECOMMENDED

To consider attached report (No 2).

19. SCHEDULE OF EXPENDITURE – MONTH 3 (June 2016) (attached)

RECOMMENDED:

That the Schedules of Expenditure for Month 3 be approved.

20 BANK RECONCILIATION – MONTH 3 (June 2016) (attached)

RECOMMENDED:

That the Bank Reconciliation for Month 3 be approved.

21. PETTY CASH EXPENDITURE – MONTH 3 (June 2016) (attached)

RECOMMENDED:

That the Petty Cash expenditure sheet be approved.

22. JOURNALS

None to report.

of 7 23. BUDGET MONITORING REPORT – MONTH 3 (June 2016) (attached)

RECOMMENDED:

That the Budget Monitoring Report for Month 3 be received and noted.

24. YOUTH FINANCES – MONTH 3 (June 2016) (attached)

RECOMMENDED:

That the attached Youth Finances sheet be received and noted.

25. TIMEOUT ATTENDANCE COMPARISON JUNE 2015/JUNE 2016 (attached)

RECOMMENDED:

That the attached comparison be received and noted

26. TIMEOUT SUBSCRIPTIONS

To consider the attached report (report no. 3)

27. DELEGATED ACTIONS SINCE LAST MEETING

i) Following discussion with the Council’s insurers, and on receipt of a signed undertaking by the Treasurer of Keynsham Music Festival; the Clerk gave permission for the Treasurer of KMF to have keyholder access to the office and safe over the week of the Music Festival. ii) Minor Changes to the job description/advertisement for Youth Team Leader, changes to interview date and timeline and advertising costs of approx. £100 for B&NES and £399 for “Children and Young people Now”. Re- advertisement of Assistant Youth Support Worker with B&NES and Indeed.

RECOMMENDED:

To ratify delegated actions.

28. ROAD NAMING – SOMERDALE

To consider the attached report. (report no. 4)

29. TOWN COUNCIL RE-BRANDING

The information regarding the possible Flag and the original Coat of Arms for Keynsham Urban District Council has now been compiled as part of Councillors Reading and is available at the Town Council offices.

RECOMMENDED

(i) That a “Re-Branding” Working Party be set up to consider how best to progress the matter of the Flag and Coat of Arms as part of an overall re- branding recommendation (including financial costings) to include the Keynsham Town Council logo, web-site and other marketing materials.

of 7 (ii) That the Working Party consists of: 4 Councillors Town Clerk Marketing & Communications Admin staff member (by invitation/availability)

(iii) That the Working Party report back to Council at the November meeting so that any decisions can be incorporated within the 2017/2018 budget.

30. TIME CAPSULE UPDATE

To consider the attached report. (report no. 5) (to follow)

31. SKATEBOARD PARK LIGHTING UPDATE

It has now been established that a new electrical supply will need to be installed in order to provide power for the skatepark lighting. New quotes/specifications are being obtained and the Council now have to submit a planning application to B&NES and then gain consent from the leaseholder (also B&NES)

RECOMMENDED:

(i) That the Council discuss whether to appoint a professional to compile and submit the Planning Application on behalf of Keynsham Town Council.

(ii) That if necessary Council make provision for the cost of any professional fees from General Reserves.

Clerk’s note: It may be possible to cover this cost from s106 monies – however if not, Members can see from the Income & Expenditure Account for 30/6/2016 that Professional Fees (cost code 4090) is already over budget owing to the contracting of SWP for assistance in recruiting the Town Clerk.

32. PURCHASE OF FIREPROOF CABINET FOR CONFIDENTIAL FILES

33. PENSIONS AUTO-ENROLMENT – report to follow.

34 GWR GRANT AWARD FOR £5000

35 CORRESPONDENCE ITEMS

(i) ST. JOHN’S CHURCH CLOCK – REQUEST FOR FUNDING To consider the attached request for funding

Clerk’s note: There is £1192.12 remaining in the Grants budget

of 7 36. DATE OF NEXT MEETING

RECOMMENDED:

To note that the scheduled date for the Town Council's next meeting is Tuesday 16 th August 2016 at 7.30 pm in the Community Space, Civic Centre, Market Walk, Keynsham.

37. EXCLUSION OF PRESS AND PUBLIC

RECOMMENDED:

Council RESOLVES 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.(agenda item 38 below public excluded from the meeting to consider staffing matters).

38. MOTION MOVED ON NOTICE

The following Motion has been received from Councillor Biddleston.

. “That the Town Council website provide a calendar of meetings and events with links to meeting minutes and agendas as appropriate. That this calendar is updated weekly.”