Minutes of the Parish Council Meeting
held in the Village Hall on
Monday 10 July 2017
PRESENT: Councillor J E Jordan – Chairman
Councillor S Billis
Councillor S G Hartley
Councillor M A Holland
Councillor B Joyce
Councillor R Pearce
Councillor C J Rendell
OFFICERS: Mrs L A Roberts – Interim Parish Clerk
Six Members of the public were present.
Public Participation – No questions were raised by the public in attendance.
82/17 APOLOGIES
There were no apologies for absence.
83/17 DECLARATIONS OF INTEREST
There were no declarations of interest.
84/17 MINUTES
The minutes of the Extra Ordinary Parish Council Meeting held on Monday 26 June 2017 having previously been circulated, were signed by the Chairman, Councillor Mrs Jordan as a correct record.
84/17 FINANCE
84/17.1 INTERNAL AUDITOR – RECOMMENDTIONS AND RESPONSES
It was agreed that dates for completion of recommendations needed to be included in the responses. It was further suggested that the offer of the Interim Clerk to provide back-up to the Parish Council in the absence of the Parish Clerk should be ratified formally at the council meeting in August.
84/17.2 APPROVAL OF INVOICES FOR PAYMENT (Ex VAT)
It was proposed by Councillor Billis, seconded by Councillor Hartley and
UNANIMOUSLY RESOLVED to approve the invoices for payment.
The cheques were duly signed for the following payments:
84/17.2.1 WALC – Membership Fees £193.06
84/17.2.2 Auditing Solutions - Internal Audit fees £150.00
84/17.2.3 FS4S – Printing of Leaflets for Parish Meeting - £ 4.00
Order no: 001/2017 refers.
84/17.2.4 Zurich Insurance £243.50
A question was raised regarding the Parish Council’s insurance covering the activity of community groups. Councillor Billis had made some initial enquiries but they required clarification. Councillor Billis agreed to make further investigations into this matter to confirm the position.
85/17 NEIGHBOURHOOD DESIGNATION for BROAD TOWN
As indicated at the last meeting there was a desire by the Council for Broad Town to be removed from the New-V designation at the same time as Clyffe Pypard and Tockenham. The Chair, Councillor Mrs Jordan confirmed that Wiltshire Council had confirmed they would fast track that wish, if an application was received from Broad Town designating Broad Town with its own Neighbourhood Area. Whilst the Council were confident they would not be left in New-V there was some questions in terms of any planning expectations in the parish. Although it was agreed that in designating Broad Town as a Neighbourhood Area, it would tidy up the loose ends of remaining in the New-V.
Concern was expressed about such a quick turnaround when the process has been on-going for some five years. As confirmed now by Victoria Burvill of Wiltshire Council Tockenham and Clyffe were given the opportunity to remove themselves form the New-V to concentrate on a community plan, yet it feels as though Broad Town were denied that right.
It was agreed that the Council should stay with the existing community plan and withdraw completely from any neighbourhood plan process for the time being. If the community decide in future they wish to have a Neighbourhood Plan by having a designation for Broad Town that is still possible. It was further stated that the reason for having a Neighbourhood Plan is so a community can designate where development above that which is allocated can be dictated.
It was proposed by Councillor Pearce, seconded by the Chairman, Councillor Mrs Jordan and
UNANIMOUSLY RESOLVED to apply to Wiltshire Council for designation of the whole of the Broad Town Area as an individual neighbourhood area.
The Chairman Councillor Mrs Jordan duly signed the application form.
86/17 PARISH STEWARD SCHEME
Councillors Joyce and Mrs Hartley agreed to meet with the Highways Engineer, Martin Cook to discuss in further detail the benefits of the Parish Steward Scheme. The most suitable day of the week would be a Monday. The Interim Parish Clerk would arrange a suitable date and advise Councillors Joyce and Mrs Hartley.
Councillors Joyce and Mrs Hartley agreed to report back to the August meeting.
87/17 ISSUE OVER HEDGE MAINTENANCE AS REPORTED BY A RESIDENT
It was agreed that councillors would establish the current situation by making a site visit to the area in question to confirm the state of the overgrown hedge and advise the Interim Parish Clerk, who would then write to the resident concerned with a polite reminder of their obligations. If no action resulted then the matter would have to be elevated to Wiltshire Council Highways team if the hedge in fact was causing an obstruction on the highway.
88/17 INFORMATION LEAFLET – BROAD TOWN VILLLAGE
The Chairman, Councillor Mrs Jordan had not completed researching prices for printing of the leaflet. The leaflet needs to be updated which will require further research. It was agreed that it should be reproduced on the website and that the website should be the primary source for the information which can be updated as details change. It was considered that a hard copy of the leaflet would be secondary and understood that the hard copy would only be up-to-date at its completion but it would still be a useful guide for villagers to keep near their phones.
It was agreed that this would be a good job for the new Parish Clerk and production could be left until the new Parish Clerk’s contact details are included.
89/17 UPDATE FROM COUNCILLORS BILLIS AND PEARCE ON THEIR RESEARCH INTO THE COSTS AND ON-GOING MAINTENANCE OF A SPEED INDICTOR DEVICE.
Councillor Pearce advised that the process was not straight forward, in that there were several models available with different prices from various suppliers. If the Council want one to record the speed date and time this information can then be uploaded to analyse speeding problems. Prices vary from £2,500, with solar powered models nearer £4000.00. There is a selection of models which flash up the speed of a driver or give a smiley or sad face. Someone accredited must install the device and either the Parish Council could spend £500.00 on training someone or pay £150.00 each time the location of the Sid is changed. However, it was suggested that solar powered models work best if they are left in the same location. A decision would be required into how many the village might need and to establish the best locations with each location requiring a post to house the SID. Consideration also needs to be given to the cost of moving the SIDS if the Parish did not have its own accredited installer.
Enquiries had also been made about having a 40mph buffer zone, however Wiltshire Council would not fund the traffic orders or any associated work to invoke a 40mph buffer, that would fall to the Council.
Councillor Bills agreed to put together a presentation and proposal which could be used to approach grant funders including the Police and Crime Commissioner, the Community fund and CATG.
It was agreed that it was important to try and reduce the speed through the village and Sid’s might be the only form of speed control available for the Council to pursue. Although the costs of establishing a 40mph buffer zone should also be explored.
90/17.1 PLANNING
Wiltshire Council’s intention to cease sending out paper copies of planning applications and only sending an on-line link was noted. Councillor Billis agreed to ensure he uploaded applications onto his PC for viewing at meetings. The Village Hall does not have facilities to connect to the internet or projection facilities.
90/17.2 APPLICATIONS RECEIVED
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Application Number: 17/05164/FUL
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Site Location: Binknoll House Chaddington Lane Royal Wootton Bassett SN4 8QR
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Applicant: Fiona Laffan
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Grid Ref: 410628 179763
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Applicant Address: Binknoll House Chaddington Lane Royal Wootton Bassett SN4 8QR
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Proposal: Proposed children's treehouse with walkway and slide, supported on split proof
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100mm poles
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Case Officer: Alla Hassan Direct Line: 01249 706234
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Registration Date: 21/06/2017
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Comments to be received by: 19/07/2017
Members supported the application.
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90.3/17 Applications Determined for noting
Application Number: 17/04177/CLE Site Location: Kiwi Cottage Lower Ham Farm Thornhill Swindon Wootton Bassett SN4 7RZ
Grid Ref: 407807 179840
Proposal: Certificate of Lawfulness for the use of Kiwi Cottage as a self-contained dwelling
Case Officer: Alex Smith Direct Line: 01249 706672
Registration Date: 17/05/2017
Certificate of Lawfulness – Exist Use Approved Decision Date: 22/06/2017
The decision was noted by members.
91/17 CONFIRMATION FROM PENSION REGULATOR
The Council does not have any employee who qualifies for a work place pension and this had been reported to the Pension Regulator. The correspondence was noted by members.
92/17 AW SERVICES – GRASS CUTTING CONTRACT
It was reported that currently there is no monitoring in place to check the grass cutting nor the frequency of cuts. Councillor Billis agreed to monitor the situation until a new clerk is appointed. It was agreed that they will continue with the present contractor until it was time for a review. At the appropriate time, a formal process to examine alternatives will be taken. It was also suggested that the present contractor should email the Council to confirm that the grass cutting has been completed. Members also suggested that payments should be made on a quarterly basis.
93/17 PARISH CLERK VACANCY
The Chairman, Councillor Mrs Jordan confirmed that so far only one application had been received.
It was agreed that the closing date for applications will be 7 August 2017 with interviews to take place on 9 August 2017 starting at 5pm. The Chairman, Councillor Mrs Jordan would host the interviews at her home. The Interim Parish Clerk would advise the applicant. The Interim Parish Clerk would draw up a list of suitable questions and scoring mechanism.
Regarding a decision on the successful appointment it was agreed that this should be delegated to the appointments panel, consisting of the Chairman, Councillor Mrs Jordan, the Vice-Chairman Councillor Mrs Hartley, Councillor Joyce and the Interim Parish Clerk.
It was proposed by Councillor Billis, seconded by Councillor Pearce and
UNANIMOUSLY RESOLVED to delegate the decision of the appointment of the new Parish Clerk to the appointments panel. This would be ratified at the Council meeting scheduled for Monday 11 September 2017.
93/2 CLERK’S CONTRACT OF EMPLOYMENT
The Contract of Employment was reviewed and it was agreed that it should state the salary is pro-rata, scale point 18-22. It should detail the home-working allowance and that any purchase of office equipment or office consumables should first be approved at a Council meeting. The contract is for five hours per week which is subject to review.
The meeting closed at 8.05pm
Future Items for Consideration and Action:
Review of Standing Orders, Financial Regulations and Code of Conduct
Progress with Transparency Code Funding application
Publication Scheme – need to register with the Information Commissioner
Data Protection Act (new law comes into force 28.5.18) work on an action plan
A suite of appropriate policies to be drafted and circulated to Members for ratification at the August and September Council Meetings.