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16 - Keynsham Town Council

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16 - Keynsham Town Council Powered By Docstoc
					                                                                         Town Clerk: Jo Swift
                                                                        15-17 Temple Street,
                                                                Keynsham, Bristol BS31 1HF
                                                                  Telephone: 0117 986 8683
                                                                         Fax: 0117 986 6359
                                                      E-mail: townclerk@keynsham-tc.gov.uk


Dear Councillor

You are summoned to attend the meeting of KEYNSHAM TOWN COUNCIL to be held in
the COUNCIL CHAMBER, Town Hall, Keynsham, on TUESDAY 16th AUGUST 2011 at
7.30 p.m.

The Agenda for the meeting appears below.


9th August 2011                                              Jo Swift
                                                             TOWN CLERK
________________________________________________________________________

                                        AGENDA




                         EMERGENCY EVACUATION PROCEDURE

       When the continuous alarm sounds you must evacuate the building by one of the
       designated exits and proceed to the named assembly point. The designated exits
                                       are sign-posted.
            Arrangements are in place for the safe evacuation of disabled people.
                                Assembly point: The Centre


1.     APOLOGIES FOR ABSENCE

2.     DECLARATIONS OF INTEREST

       To receive any Declarations of Interest under the Local Authority (Model Code of
       Conduct) Order 2007 issued under SI No. 11/59 including paragraph 12 (2).

3.     CONFIRMATION OF MINUTES

       RECOMMENDED:

       That the Minutes of the meeting of the Town Council held on 19th July 2011
       (previously circulated) be confirmed as a true record and signed by the Chairman.

4.     PUBLIC PARTICIPATION

       That in accordance with Standing Order 39, 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.
                                            2
KTC AGENDA                                                               16th August 2011


      Notice had been received that Mr. Adam Heard would like to speak and present a
      signed petition on the matter of there being a disabled ramp installed at Keynsham
      Train Station.

5.    ANNOUNCEMENTS BY THE CHAIRMAN

6.    QUESTIONS ON NOTICE BY MEMBERS

      In accordance with Standing Order 40, 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.

7.    DEREK QUILTER – WELLSWAY SPORTS HALL

      Derek Quilter (B&NES Council) will attend the meeting to speak on options for the
      new proposals for the Wellsway Sports Hall.

8.    TREE PRESERVATION ORDERS

      Jane Brewer, Senior Arboricultural Officer for B&NES Council will attend the
      meeting to give a talk on Tree Preservation Orders.

9.    MINUTES OF MEETINGS

      * All minutes previously circulated unless otherwise stated.

      Meeting                                Date                    Recommendations

      Victorian Evening W.P                1st August 2011                 -
      Planning Committee                   18th July & 8 August 2011       -
      Town Centre Management Cttee.        11th July 2011                  -
      Internal Audit Review Cttee.         20th July 2011                  See item 11 below

      RECOMMENDED:

      That the Minutes of the above meeting be received and any recommendations
      contained therein be approved.

10.   RECOMMENDATIONS OF INTERNAL AUDIT REVIEW COMMITTEE

      To approve the recommendations of the Internal Audit Review Committee:
      (Minutes of the meeting held on 20th July 2011 previously circulated).

      Min. no. 6 – Statement of Internal Control – That with the above amendment the
      Statement of Internal Control be approved by the Town Council.

      Min. no. 7 – Risk Management – That the Town Council approve the Risk
      Management with the changes marked in blue.

      The advice given to the Town Clerk regarding the computer back up procedure is
      that the best way is not to back up on a server because if there is a fire or the
      server fails then the backup will be lost. If the server has a tape system where a
      tape can be removed then this is a preferable way to back up but the Town
      Councils server does not.
                                            3
KTC AGENDA                                                            16th August 2011

      The best way is to back up on 5 (one for each day) x external hard drive/memory
      sticks. It can be set up that these are backed up over night and the previous one
      taken off the premises daily. This is the cheapest and most effective way to back
      up. The cost for this would be in the region of £400 - £500 plus the charge of this
      overnight back up being installed.

      A quote of £379 (ex. VAT) has been obtained for a 2 drawer office fire file. This is
      fire-proof, has a lifetime after-fire replacement guarantee and should stand up to a
      fire for up to 60 minutes. There are other cabinets that can with stand a fire
      completely but they cost thousands of pounds. The Clerk recommends that this item
      is purchased.

      Min. no. 8 – Review of Internal Audit – That the Review of Internal Audit be
      approved by the Town Council.

      Min. no. 9 – Final Internal Audit Report 2010/11 - That the Final Audit Action Plan
      for 2010/2011 be approved by the Town Council.

      Min. no. 10 – Asset Register – That all items under £250 will not be included on
      the asset register (advice from accountants), however all items, of any value,
      that the Town Council own can be put on an inventory register but this would
      be for the Town Council’s use/records only.

      Min. no. 14 – Internal Auditor – That the Town Council re-appoints their existing
      internal auditor for 2011/2012.

11.   S106 WORKING PARTY MEETING

      Update report from Emily Price, Projects Co-ordinator B&NES Council, regarding
      the S106 Working Party meeting that took place on 10th August. (to follow)

12.   KEYNSHAM YOUTH SERVICE – PROPOSED PARTNERSHIP PROJECT WITH
      BUTTERFLIES HAVEN GROUP

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

13.   TOWN GUIDE

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

14.   ROADSIDE SEAT – CRANMORE AVENUE

      At the last Town Council meeting the Town Clerk was asked to obtain some prices
      for the purchase of a substantial seat to be installed at Cranmore Avenue and that
      the information be reported back to the next meeting. The information provided is
      from Glasdons who have supplied the Town Council with most of their street
      furniture. Other companies were researched but the products were considered not
      suitable and not of a high standard. Glasdons also appear to provide the most
      environmentally friendly seats.

      For Members to decide which seat to purchase (see attached).

15.   COUNCILLORS’ CLAIMING EXPENSES FOR CAR PARKING

      At the last Town Council meeting the Town Clerk was requested to confirm the
      situation regarding members claiming expenses for car parking. There is a law
                                            4
KTC AGENDA                                                             16th August 2011

      regarding this matter (The Local Authorities (Members’ Allowances) (England)
      Regulations 2003) states the following (in brief). Please see attached.

      To note members are not able to claim car parking expenses when in the office
      even if on official duty (unless at a meeting) as stated in the attached.

16.   SCHEDULE OF ACCOUNTS – MONTH 4 (July 11)

      n.b. chq. no. 2155 – 26/7/11 – Funeralcare - £242.50.

      This cheque was a part burial refund for a burial which took place on 14th July 2011.
      The bereaved family were upset about the date mix up that had occurred. As per
      Standing Order no. 83 (the Chairman was unavailable due to illness), the 50%
      refund was agreed by Councillor Clive Fricker (Vice-Chairman of the Town Council),
      and the Town Clerk.

      The Town Clerk is confident that the error did not occur due to mal-administration
      on the part of the Council, however, as this could not be proved, the refund was
      given as a gesture of goodwill to the bereaved family. Full details of this are
      available on request.

      RECOMMENDED:

      That the attached Schedule of Accounts be approved.

17.   BANK RECONCILIATION – MONTH 4 (July 11)

      RECOMMENDED:

      That the attached Bank Reconciliation be received and noted.

18.   PETTY CASH EXPENDITURE – MONTH 4 (July 11)

      RECOMMENDED:

      That the attached Petty Cash Expenditure sheets be approved.

19.   BUDGET MONITORING REPORT – MONTH 4 (July 11)

      n.b. Income Code 1056 (TimeOut) has been moved from cost centre 103
      (activities/services) to cost centre 401 (Youth), hence the total income for the year
      being shown in the actual current month column for July.

      RECOMMENDED:

      That the attached Budget Monitoring Report be received and noted.

20.   CADBURYS FUNDING

      Cadburys Foundation have confirmed that Keynsham Town Council have been
      successful with their funding application and are going to get two more years
      funding of £10,000 each year.
                                             5
KTC AGENDA                                                              16th August 2011


21.   RE-DEVELOPMENT OF KEYNSHAM TOWN HALL/THE CENTRE – SUMMARY
      REPORT

      Attached is a copy of the above summary from the workshop session that took
      place in May 2011, received from Avril Baker Consultancy. A further round of public
      consultation will be held in the Autumn. (n.b. in order to save paper the report has
      been produced without appendices, if a full copy is required please contact Avril
      Baker Consultancy.

22.   LITTER BIN – BUS STOP AT ASHTON WAY

      Further to a question from Councillor L. O’Brien at the last Council Meeting, Wayne
      Honey (B&NES Council) has advised that it is the Town Council that supplies the
      litter bins to the bus stops in Keynsham and that it is not up to B&NES to supply
      them, as it would prove very costly not only to install them but the emptying of them.

23.   MANOR ROAD WOODLAND

      Nigel Jacks would like to invite Councillors to visit the woodland and have a tour.
      Through the Town Councils grant scheme many of the notice boards have been
      purchased by the Town Council. The tour can be done one evening or at the
      weekend. Councillors are requested to advise the Town Clerk on a suitable date
      and time for this visit.

24.   QUEENS JUBILEE - 2012

      For Members to decide whether the Town Council should host an event to celebrate
      the Queens Jubilee - 2/5 June 2012.

25.   CEMETERY HEADSTONE SAFETY TESTING

      To inform Members that the current year’s round of safety testing will commence in
      September. Notices have been sent to Churches, Funeral Directors and Masons
      and letters will be sent to exclusive right of burial owners where contact details are
      available.

26.   MEMBERSHIP – ROYAL UNITED HOSPITAL

      Further to a presentation from Directors of the R.U.H. on the Hospital becoming a
      NHS Foundation Trust at the Council’s last meeting, the Town Council are asked to
      consider if they wish to become a Member of the Trust.

      The RUH in Bath is becoming an NHS Foundation Trust. This will give the hospital
      more control on how the money is spent. It will enable the Hospital to respond more
      rapidly to the changing healthcare needs of the local community. The RUH
      Foundation Trust believe that the RUH should belong to the patients and local
      community and that local people should be given a greater voice in how it’s run. By
      becoming a NHS Foundation Trust Member the local community will have more of a
      say in local healthcare and can directly influence the future of the services offered.

27.   DAMAGE/VANDALISM REPORT

      Nothing to report as at agenda dispatch.
                                            6
KTC AGENDA                                                            16th August 2011


28.   OLD SCHOOL BUILDING OFF BATH HILL IN KEYNSHAM

      Following on from the previous damage/vandalism report as requested the Town
      Clerk has found out who owns the old school. Whitecroft Development has advised
      that they only finalised the purchase of this property on Friday 22nd July 2011,
      previous to this date B&NES Council owned the property. They are aware of the
      damage/vandalism that is occurring at the property and are going to arrange
      security and will keep their eye on the problem and will keep us informed.

29.   (DAPPS HILL, KEYNSHAM) (RESIDENTS’ AND CONTROLLED PARKING)
      (ZONE D ) ORDER 201

      Copy of Notice attached.

30.   CORRESPONDENCE ITEMS

      None as at date of agenda despatch.

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

      (i)     Minutes of Keynsham Town Plan Steering Group – 14th July 2011
              (attached).
      (ii)    Keynsham Arts Working Party –B&NES Democratic Services have advised
              that Councillor Alan Hale has been re-appointed to represent that Council on
              the Arts Working Party.
      (iii)   Highways Winter Maintenance – copy of e-mail from Clerk to Combe Hay
              Parish Council attached.

32.   DATE OF NEXT MEETING

      RECOMMENDED:

      To note that the scheduled date and time for the Town Council's next meeting is
      Tuesday 13th September 2011 at 7.30 p.m.
             7
KTC AGENDA       16th August 2011

				
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