BROAD TOWN PARISH COUNCIL
Linda Roberts BA (Hons) PGCAP FHEA FSLCC
Parish Clerk and RFO
44 Westlands Lane
Beanacre
Melksham
Wiltshire
SN12 7QE
Tel: 07794056594
3rd September 2018
To: Councillor J E Jordan - Chairman
Councillor S G Hartley
Councillor M A Holland
Councillor B Joyce
Councillor R Pearce
Councillor C J Rendell
Dear Councillors
In accordance with the Local Government Act (LGA) 1972, Sch 12 paras 10 (2) (b) you are summoned to attend the Ordinary Meeting of the Parish Council. The meeting will be held in the Village Hall on Monday 10th September 2018 commencing at 6.30pm. (LGA 1972 sch.12 para 10(2)(a). A period of public participation will take place prior to the formal opening of the meeting. The Press and Public are welcome to attend this meeting.
Yours sincerely
Mrs L A Roberts
Parish Clerk and RFO
BROAD TOWN PARISH COUNCIL
Parish Council Meeting - Monday 10th September 2018
A G E N D A
Public Participation
1. APOLOGIES
To receive apologies for absence.
2. DECLARATIONS OF INTEREST
In accordance with the Parish Council’s Code of Conduct, all Members are required to declare any disclosable pecuniary interests or other registrable interests which have not already been declared in the Council’s Register of Interests. Members may however, also decide, in the interests of clarity and transparency, to declare at this point in the meeting, any such disclosable pecuniary interests which they have already declared in the Register, as well as any other registerable interests.
3. MINUTES
To confirm as a true record the minutes of the Parish Council Meeting held on Monday 13th August 2018.
4. FINANCE
4.1 CASH BOOK - 31st AUGUST 2018
For noting.
4.2 BANK BALANCES
Treasurers Account £ 611.37
Business Bank Instant £11,173.44
Community Fund £10,647.24
+ Refund from Sparkle for Markle Event 73.07
- ear marked amount for refurb of village hall toilets and kitchen 5,000.00
Funds available for grants £5,720.31
Bank reconciliation, circulated with agenda, for noting.
4.3 PAYMENT DUE TO INFORMATION COMMISSIONER
Members are requested to approve the payment of £40.00 due to the Information Commissioner. Members are also requested to approve that payment is made by direct debit and sign the direct debit instruction form which will be available at the meeting.
4.4 PAYMENTS TO WILTSHIRE ASSOCIATION OF LOCAL COUNCILS (MEMBERSHIP FEE) (CHEQUE NO: 654) AND COMMUNITY FIRST TRADING (INSURANCE RENEWAL) (CHEQUE NO: 657)
On checking the bank statements, it was noted that both these cheques had not been presented despite being issued in July and sent by 1st class mail shortly after approval at the Parish Council meeting held on 9th July 2018. The Parish Clerk followed this up with Community First who advised they had not received the cheques. The Parish Clerk has now cancelled the cheques, confirmation has been received that the cheques have been stopped. Members are requested to approve the re-issue of new cheques to cover both accounts.
Wiltshire Association of Local Councils £241.87
Community First Trading (Zurich Insurance) £243.50
5. PLANNING
5.1 NATIONAL PLANNING POLICY FRAMEWORK (NPPF)
To note the new revised NPPF circulated with agenda and correspondence from Wiltshire Council highlighting the changes.
5.2 APPLICATIONS RECEIVED
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Application Number
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Applicant
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Location of Development
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Description of Development
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Plans can be viewed here:
18/07517/FUL
Original application can be viewed here:
17/08417/FUL
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Mr James Robson
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36 Broad Town Road
Broad Town
Wiltshire
SN4 7RB
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Variation of previously approved house under reference 17/08417/FUL, with alterations to the roof of the rear sun room and kitchen: dormers to rear roof.
Comments to be received by 13th September 2018
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6. PLANNING APPLICATIONS DETERMINED
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Application Number
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Location of Development
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Description of Development
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Decision
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18/03892/FUL
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Hambrook Farm, Thornhill, Royal Wootton Bassett
SN4 7RZ
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Extension of annexe to ground floor of existing building
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Approve with conditions.
Decision letter and conditions circulated with agenda.
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18/05288/FUL
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Marston Farmhouse Broad Town Road
Broad Town
Swindon
SN4 7RB
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Erection of General Purpose Agricultural Storage Building
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Approve with conditions.
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7. APPLICATIONS FOR TO THE COMMUNITY FUND
7.1 BRIGHTER FUTURES RADIOTHERAPHY APPEAL
Application and supporting documents circulated with agenda, including: Safe Guarding Policy, Health and Safety Policy and Terms of Reference of the Charity.
Brighter Futures are seeking a grant of £612.00, this would match the funds raised by the Broad Town Community in December 2017. The Charity are grateful for all contributions small or large.
7.2 BROAD TOWN HISTORY GROUP
Application and supporting documents circulated to members. The group are seeking a grant of £1,240.00.
7.3 BROAD TOWN COMMUNITY COFFEE MORNINGS
Application form circulated to members. The group are seeking a grant of £432.00.
8. ROYAL WOOTTON BASSETT AREA BOARD - Information for noting and comment
8.1 RWB – Community Identified Priorities – Newsletter
8.2 RWB Area Board – Grants Newsletter
9. COMMUNITY AREA TRANSPORT ACTION GROUP
Notes and actions from meetings, for noting.
10. SOCIAL HOUSING GREEN PAPER
Correspondence from Wiltshire Council circulated with agenda for noting and comments.
11. PARISH AND TOWN COUNCIL’S TRAINING AND NETWORKING DAY – 15TH JUNE 2018, CIVIC CENTRE, TROWBRIDGE
To receive report of Councillor B Joyce following his attendance at the Training Day.
12. PARISH COUNCIL MEETING SCHEDULED FOR MONDAY 8TH OCTOBER 2018
The Parish Clerk is unable to attend this meeting as she is organising the National Conference for town and parish clerks which is being held in Lincolnshire. Members will need to decide who to appoint to take the minutes of the meeting. The Parish Clerk will prepare the agenda.
13. ELECTORAL REVIEW OF WILTSHIRE COUNCIL – UPDATE CONSULTATION ON NEW DIVISION BOUNDARIES
Correspondence from Wiltshire Council circulated with agenda.
14. EXCHANGE OF INFORMATION
please note no decisions can be made on these items anything raised which requires a decision of the council will be included as an agenda item at the next Parish Council meeting.
14.1 Action Log – Circulated with agenda for noting.
14.2 Parish Council Vacancy
No requests have been received by Wiltshire Council (letter circulated) to hold an election for the vacancy. The Parish Council can now proceed with the co-option of a new councillor.
Next Meeting Monday 8th October 2018.
BROAD TOWN PARISH COUNCIL
Minutes of the Parish Council Meeting held on Monday 12th August 2018
in the Village Hall
Present: Councillor J E Jordan - Chairman
Councillor S G Hartley
Councillor M A Holland
Councillor B Joyce
Councillor R Pearce
Councillor C Rendell
Officers: Mrs L A Roberts – Parish Clerk
In Attendance: Councillor M Groom – Wiltshire Council
Public Participation
Four members of the public were present.
A resident referring to her recent holiday in Worthing, advised council that their children’s playing field had an adjoining section which had outdoor fitness equipment suitable for older people to use for training. The resident suggested that the Parish Council might like to consider such an initiative when funding allows.
160/18 APOLOGIES
There were no apologies for absence.
161/18 DECLARATIONS OF INTEREST
Councillor Joyce declared an interest in agenda item 4.3, Expenses Claim. Councillor Joyce remained in the meeting but did not take part in the vote or discussion for approval.
162/18 MINUTES
The Parish Clerk advised of a correction to the name of the applicant at Minute Number 155/18 18/05094/FUL from Brian Smith to Colin Young.
The Minutes of the Parish Council meeting held on Monday 9th July, having previously been circulated were signed by the Chairman, Councillor Jordan as a correct record noting the above amendment.
163/18 FINANCE
163/18.1 CASH BOOK 2018/19
Councillor Joyce has made some changes to clarify the meaning of the line items which now means that the balances to date reflect the point in time when the cashbook is updated.
The Parish Clerk had passed the finance file to Councillor Joyce, so he can carry out a check of transactions against the bank statements, this is in accordance with Financial Regulations.
163/18.2 BANK BALANCES
The bank balances were noted.
Treasurers Account £ 1,205.37
Business Bank Instant £11,172.96
Community Fund £10,647.24
It was reported that within the Community Fund balance was the £5,000 grant commitment ear-marked to the Village Hall for the refurbishment of the toilets and kitchen, meaning the balance remaining is actually £5,647.24.
The bank balances and bank reconciliation were then noted. Expense commitments of £120 for the Treasurers Account and £1074.57 for the Business Bank Instant Account were noted as yet to clear.
163/18.3 EXPENSE CLAIM
The Chairman advised that it was pleasing to know that the published agendas are viewed by residents which enabled a resident to query this agenda item. The value of attending this Town and Parish Council Training Day was discussed in the Exchange of Information section of the June meeting. The sessions at the Training Day have been published on the website. The Parish Clerk advised that Parish Councillors are entitled to claim for travel expenses incurred to attend training. Councillor Joyce agreed to provide a summary of the benefits of attending the training and this would be communicated at the next meeting.
It was proposed by the Chairman, Councillor Jordan, seconded by Councillor Pearce and
RESOLVED to approve the expenses claim of £23.40 to Councillor Joyce in reimbursement of his mileage to attend the Parish Council Training day held on 15th June 2018 at the Civic Centre, Trowbridge. The claim represents 52 miles @ 45p per mile and paid in accordance with the HMRC recommended mileage rates.
164/18 PLANNING APPLICATIONS RECEIVED
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Application Number
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Applicant
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Location of Development
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Description of Development
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Plans can be viewed here:
18/05288/FUL
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Mr B Smith
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Marston Farmhouse
Broad Town Road
Broad Town
Swindon
Wiltshire
SN4 7RB
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Erection of general purpose agricultural storage building.
Refer to previous comments which stated that the Parish Council have no objection to the application as long as the size of the building remains proportionate.
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Plans can be viewed here:
18/06332/CLE
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Ms Christina Wiederkehr
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Lower Ham Farm
Thornhill
Royal Wootton Bassett
Wiltshire
SN4 7RZ
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Certificate of Lawfulness for the provision of two mobile homes to provide on-site and self-contained accommodation
Provided Wiltshire Council are content with the statutory declarations the Parish Council had no objections to the application.
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165/18 PLANNING APPLICATIONS DETERMINED
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Application Number
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Location of Development
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Description of Development
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Decision
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18/5094/FUL
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Marston Farmhouse
Broad Town Road
Broad Town
SN4 7RB
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Demolition of former chicken shed and small storage buildings to facilitate vehicular and erection of two storey farmhouse supporting the continued operation of Marston Farm comprising Agricultural Barns, Stables, Mono Pitch Storage Building, Hay Barn, Former piggeries (currently storage) and substantive grazing land (10 ha).
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Refused
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18/05291/FUL
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Marston Farmhouse, Broad Town Road
Broad Town
Swindon
SN4 7RB
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Single storey rear extension to existing detached dwelling
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Approve with conditions.
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The determinations were noted.
166/18 PLANNING PUBLIC INQUIRY – LAND AT AND ADJACENT TO APPLEFORD, THORNHILL, ROYAL WOOTTON BASSETT
The Parish Council would like to apologise that the Newsletter information was not clear about how residents could address their comments to the Planning Inquiry. The mistake had been highlighted by a resident and the Chairman, Councillor Jordan expressed her thanks to the resident for bringing it to the Parish Council’s attention. This had enabled the Parish Council to check that anyone who wanted to respond to the Inquiry with third party comments that they were indeed forwarded to the Planning Inspectorate. It was also reassuring to have confirmation from Wiltshire Council that any comments from the public had been submitted to the Planning Inspectorate.
The letter sent by the Parish Council to the Planning Inspectorate was noted.
167/18 FOOTPATH WORKING GROUP
Councillor Holland reported that Stephen Leonard, the Footpaths Rights of Way Warden had agreed to supply a gate for Little Town cattle grid and offered a wooden gate replacement. However, it was felt that a metal gate should be fitted as a wooden one is not suitable for the location.
Councillor Holland had received a quote from a supplier recommended by Wiltshire Council, to supply and deliver a one metre wide gate the cost would be £161.00 plus VAT and £85.00 for delivery.
Members deliberated over the delivery costs and tried to seek a solution which would reduce the delivery charge. Unfortunately, a less expensive alternative was not available.
It was proposed by Councillor Rendell, seconded by Councillor Jordan and
UNANIMOUSLY RESOLVED to purchase a metal gate as quoted, £161.00 plus VAT and £85.00 for delivery. The cost would be met from the £250.00 budget set aside to cover footpath improvements.
Councillor Holland would forward details of the quote to the Parish Council so that a purchase order could be raised authorising the expenditure and purchase.
Councillor Holland reported that all other resources identified for footpath improvements this year would be for labour. The cost of replacing stiles would be met by Wiltshire Council.
It was also reported that the Rights of Way Warden had recommended that a survey of the White Horse trail was carried out to identify what might need to be repaired or replaced.
168/18 VILLAGE WEBSITE
It was agreed that all Councillors’ details which included email addresses and telephone numbers would be made available on the website.
To comply with transparency regulations the following information would also be published on the website.
- details of all payments over £100.00
- Internal and External Audit Reports
- Year End Accounts
- Asset Register
- Year End Accounts (Annual Return) 2016-17
- Publication scheme
- Details of the transparency regulations
A copy of the finance and transparency 2017 regulations publication was circulated to members for their information.
It was agreed that the Parish Council should consider setting up its own website for Parish Council business and this would be discussed at this year’s budget setting.
169/18. DRAFT GRASS CUTTING CONTRACT
Subject to two amendments to call it a Service Level Agreement and to include hedge trimming as an extra service made on request from the Parish Council. Members approved the Service Level Agreement for grass cutting services.
The Parish Clerk would check the contractors Public Liability Insurance details.
170/18 RISK MANAGEMENT
It was agreed that the file name should be changed to Risk Management from Financial Risk Management. It was also agreed that a footnote should be added to make clear that the H/M/L rating was based on the Council’s assessment of the severity of the risk and not on its likelihood to happen or on the Council’s preparedness to mitigate.
Members then reviewed the Risk Management plan and the following updates, extracted from the plan for the minutes, were made and they are highlighted in yellow:
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Minutes/agendas/ Notices Statutory Documents
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Accuracy and legality
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L
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Minutes and agendas are prepared in accordance with legislation. Agendas are prepared in time to give the three clear days’ statutory notice and displayed within the legal requirement. Draft minutes of the meeting are produced and on the website within 7 days of the meeting. Minutes are signed at the following council meeting. The business on the agenda is managed by the Chair and the Clerk offers legal advice where required at the meeting.
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Existing procedures adequate.
Members abide by the existing Council code of conduct which will be reviewed periodically.
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Play Area
Open Recreational spaces
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Risk of damage
Injury to users
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M
H
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The play area is subjected to a ROSPA inspection each year. Any defects are assessed, and repairs/remedial work carried out by an authorised play equipment installer. Visual checks are carried out periodically by members.
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Ensure the ROSPA report is an agenda item and any defects reported and repaired correctly. The council should consider a more robust inspection regime using guidance from ROSPA. All inspections should be recorded in the event they are required as evidence in an insurance claim. ACTION.
Work out a formal plan to inspect the play area. Determine the frequency.
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Council records – electronic
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Loss through: theft, fire damage or corruption of computer
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L
M
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The Parish Council electronic records are stored on the Parish Clerk’s own PC with back-ups of electronic data made at regular intervals.
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Existing provision is adequate. Although the Parish Council should consider purchasing its own PC for council business.
Consider purchase of a PC at the2019/2020 budget round
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Plan circulated with agenda for review and comment by members.
171/18 EXCHANGE OF INFORMATION
Please note no decisions can be made on these items anything raised which requires a decision of the council will be included as an agenda item at the next Parish Council meeting.
- Members discussed the letter received only on the day of the meeting from Wiltshire Council in response to the Parish Councils letter which had expressed disappointment at the planning decision at Redhills Garages in particular the safety concern over Highways issues. This matter would be an agenda item for the September meeting. The Parish Council understand from the letter that Wiltshire Councils is not going to do anything, but the Parish Council would continue to discuss how to voice its concerns on behalf of residents.
- It was reported that Bidwells the agents acting on behalf of Brasenose College had successfully sold the land owned by Brasenose College in Broad Town.
- It was noted that applications for grant funding from the Community Fund would be considered at the next meeting on 10th September 2018. This would be published in the Newsletter and the Village Website.
- It was noted that the late Councillor Billis had submitted a report to the Wiltshire Council, Community Area Transport Group for funding towards a Speed Indicator Device for the village. It was agreed that a representative from the Parish Council should attend the next CATG meeting.
- The next Area Board meeting is scheduled for 26th September 2018. The Chairman, Councillor Jordan would be attending as the application for funding towards the goal posts for Redhills Play Area was being considered.
Next Meeting Monday 10th September 2018.
The meeting closed at 8.10pm
Signed: …………………………………………………………………………. Dated: 10th September 2018
Chairman, Councillor J Jordan