Please see agenda and supporting Papers:-
BROAD TOWN PARISH COUNCIL
Emna Diamant
Parish Clerk and RFO
May Cottage
24b Chittoe Heath
Bromham
Chippenham
Wiltshire
SN15 2EH
Tel: 07990040675
4th March 2019
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 11th March 2019 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
Emna Diamant
Parish Clerk and RFO
BROAD TOWN PARISH COUNCIL
Parish Council Meeting – Monday 11th March 2019
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 11th February 2019.
4. FINANCE
4.1 CASH BOOK – 28th February 2019
Circulated with agenda for noting.
4.2 BANK BALANCES
Current Account £292.14
Business Bank Instant £8,050.86
Community Fund £4,308.31
Cashbook Total of accounts £12651.31
4.3 CLERK’S EXPENSES – HOME INSURANCE AND SLCC MEMBERSHIP
Members are requested to approve reimbursement for clerk’s expenses for membership of SLCC.
Receipt for membership of SLCC circulated with agenda – to agree reimbursement of £81 to Emna Diamant.
Members are requested to approve reimbursement for clerk’s expenses for home insurance to cover working from home with visitors.
Proof of home insurance with home as workplace (including visitors) and quote for the same without home workplace/visitors circulated with agenda – to agree reimbursement of £10.53 to Emna Diamant.
4.4 CLERKS TRAINING
Members are requested to approve funding for the new clerk to attend Society of Local Council Clerks level three training course in Melksham 2019. Cost of course as a member: £340 plus VAT.
4.5 CLERK’S SALARY AND EXPENSES – LINDA ROBERTS
Members are requested to approve the salary and expenses to the 16th February. Timesheet and remittance advice circulated with agenda
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Salary
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243.24
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Less Tax
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48.60
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Net Salary
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194.64
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Mileage
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25.20
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Printing
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Special Delivery charges for return of cheque books to Councillor B Joyce
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14.00
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Total Due
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233.84
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4.6 EXPENSE CLAIM
Members are asked to approve by resolution the mileage claim Councillor Joyce’s attendance at the Appleford Inquiry held on the 27th and 28th February at Monkton Park, Chippenham.
4.7 INTERNAL AUDIT
Auditing Solutions LTD have made contact regarding whether we need their services for the 2018-19 internal audit review.
5. COMMUNITY ENERGY FUND – GOOD ENERGY
Parish Clerk awaiting new details regarding contact person and arrangements for the community energy fund; to recap on discussions with Good Energy.
6. COMMUNITY ENERGY FUND GRANT APPLICATIONS
6.1. COMMUNITY FUND APPLICATION BY BROAD TOWN SOCIAL CLUB
Application and supporting documents circulated with the agenda. The group are seeking a grant of £600.00 towards a professional glass washer machine.
6.2. COMMUNITY ENERGY FUND APPLICATION BY BROAD TOWN COMMUNITY SPEEDWATCH
Application and supporting documents circulated with agenda. The group are seeking a grant of £4290 towards the cost of installation of illuminated speed limit reminder devices.
7. DIGITAL ACCESS TO COUNCIL TAX RECORDS - BREIFING NOTE 19-005
To note the correspondence from Wiltshire Council – circulated with agenda.
8. FOOTBALL GOALPOSTS PROJECT
To discuss plans so far and agree next steps.
9. REDHILLS DEVELOPMENT – SCOTTISH AND SOUTHERN ELECTRICITY ACCESS
To review access requirements of Scottish and Southern Electricity for the above development. B Joyce has advised relevant parties of the meeting and invited them to attend.
10. COMMUNITY AREA TRANSPORT GROUP (CATG)
Illuminated Speed Limit Reminder Device Management Plan – circulated with agenda.
R Pearce to report on CATG meeting of 27th February.
11. PUMP HOUSE DEVELOPMENT - 18/01108/ENF
To note the concerns raised by a resident. Parish Clerk to report on follow-up with Anne Murphy, Enforcement Officer, Wiltshire Council.
12. GIGACLEAR – NORTH WILTSHIRE ONLINE ROLLOUT
Wiltshire online rollout link circulated with agenda. To discuss contact between Gigaclear and Parish Council.
13. 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.
Next Meeting Monday 8TH April 2019
BROAD TOWN PARISH COUNCIL
BROAD TOWN PARISH COUNCIL
Minutes of the Parish Council Meeting held on Monday 11th February
Present: Councillor J E Jordan - Chairman
Councillor S G Hartley
Councillor M A Holland
Councillor B Joyce
Councillor R Pearce
Councillor C J Rendell
Officers: Mrs E Diamant – Parish Clerk
Public Participation
8 members of the public.
1. APOLOGIES
There were no apologies for absence.
2. DECLARATIONS OF INTEREST
There were no declarations of interest.
3. MINUTES
The minutes of the Parish Council meeting held on Monday 14th January, having previously been circulated were signed by the chairman, Councillor Jordan as correct.
4. FINANCE
4.1 CASH BOOK – 31st January 2019
The cashbook was noted.
4.2 BANK BALANCES
Current Account £100.00
Business Bank Instant £8,050.50
Community Fund £4,308.31
Cashbook Total of accounts £12,458.81
No outstanding cheques.
The bank balances and reconciliation were noted.
Councillor Jordan noted that the community fund payment from Good Energy is due soon; existing contact at Good Energy, James Ryan, has been e-mailed to no response.
Councillor Jordan to forward e-mail to Mrs E Diamant. Mrs E Diamant to approach Good Energy to obtain new contact details.
4.3 EXPENSES FOR FOOTPATH MATERIALS
It was proposed by the Chairman, Councillor Jordan, seconded by Councillor Joyce and
UNANIMOUSLY RESOLVED to approve the payment of £45.24 to Councillor Holland in reimbursement for the purchase of footpath materials.
Parish Council members thanked Councillor Holland and shared feedback that the new gate looks good and improves access.
4.4 NEW LAPTOP AND PRINTER
It was proposed by Councillor Hartley, seconded by Councillor Pearce and
UNANIMOUSLY RESOLVED to approve the payment of £518.97 to Councillor Joyce in reimbursement for the purchase of a new laptop and printer.
Printer present at meeting and handed to Mrs E Diamant, new Parish Clerk for set up at her home.
Laptop has been paid for and is due for delivery to Councillor Joyce. Councillor Joyce reported that original choice of laptop unsuitable due to size, alternative is within budget. Councillor Joyce advised that he will install Office 10 and Norton antivirus on receipt and will deliver to Mrs E Diamant, Parish Clerk.
Discussed back up (cloud and USB storage options) for new laptop. To resolve once laptop in place.
5. 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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18/10619/FUL
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Folly Cottage Cotmarsh Broad Town SN4 7RA
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Conversion of the existing garage and hobby room into a granny annexe.
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Approved with conditions.
The Decision and conditions were noted.
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6. PUBLIC INQUIRY – APPLEFORD
Councillor Jordan recapped on conversation with Allan Brown, Planning Enforcement Officer, Wiltshire Council. He agreed that documents have been well prepared in order for notices to be upheld.
He advised that there are three possible outcomes of the inquiry:
- Deemed unlawful and not granted
- Granted with a level of permission and with restrictions
- Granted without restrictions
Allen Brown advised that he would not wish to call on the Parish Council during the inquiry as this would be unusual and have the potential to make the inquiry more problematic. He acknowledged that the Parish has residents on both sides. He did agree that a Parish Council presence would be useful during the inquiry.
The hearing will be at the Monkton Park offices in Chippenham on the 26th, 27th and 28th of February. The verdict will be within three to six months of the hearing.
Agreed for Parish Council to provide broad cover over the three days:
26th February: Councillor Jordan able to attend
27th February: Councillor Joyce able to attend
28th February: Councillor Joyce able to attend
Parish Council team to consolidate reports following attendance. To be discussed at next Parish Council meeting regarding supporting the outcome of the inquiry.
7. POLLING DISTRICT AND POLLING PLACE REVIEW
The letter from Wilshire Council was noted. Outcome of review was due at the end of January. To await further information
8. CHILDREN’S CENTRE RATIONALISATION – BRIEFING NOTE
The letter from Wiltshire Council was noted. Councillor Jordan discussed that the rationalisation aims to optimise Child services by use of community venues. To keep aware of what occurs in larger parishes.
9. FOOTBALL GOALPOSTS PROJECT
Councillor Jordan recapped the situation so far.
The previous posts were removed due to safety issues. Grant and finances are in place for new posts. It was confirmed by Councillor Pearce that there is no issue with slightly adjusting the position of new fixed posts.
Brian Smith has offered movable goalposts previously used at the rugby club. He did not have any comments about the suitability of the posts but has made a kind offer.
Concerns were raised regarding the safety of movable posts. Councillor Hartley has contacted ROSPA for guidance but has had no response as yet. Councillor Jordan noted that we do not currently have anywhere to store them, do not know how old the posts are or how well they have been used. From the photograph available Councillor Pearce noted that they may not be sufficiently sturdy, would need to be locked together and are of a type not generally used unsupervised. It was generally agreed that fixed posts would present the safest option.
Councillor Jordan agreed that we do not wish to refuse an offer of the movable posts without viewing first as they would present a significant saving. Parish Council to demonstrate due diligence by viewing the posts. Councillor Joyce agreed to view the movable goal posts with Councillor Rendell.
To make a decision at next Parish Council meeting in order to progress with aim of spring/summer 2019 installation.
10. NEW PARISH COUNCIL WEBSITE
Councillor Joyce recapped on the plans so far. Criteria for new website was circulated last year. There is money in the budget to make the website fit for purpose. Councillor Joyce has looked at two suppliers and would like to progress with one for a prototype. He will evaluate this prototype next to the requirements.
Existing requirements were discussed:
- Agreed that need to upload documentation and comply with transparency code are mandatory.
- Agreed need to provide timely updates.
- Archiving requirements are necessary.
- Ease of access of information is an issue with current site.
- Contact details of Parish Council team need to be clearly accessible.
- Discussed GDPR requirements – public subscribe/unsubscribe criteria removed.
Councillor Joyce to report back at next Parish Council meeting
11. COMMUNITY AREA TRANSPORT GROUP (CATG)
Speed Limit Reminder Device Management Plan – circulated with agenda.
Councillor Pearce presented the Speed Limit Reminder Device Management Plan prior to the next CATG meeting on the 27th February. The preferred device is a Westcotec model as used by Swindon Borough Council; this is a battery powered mobile type.
Five posts are to be used with four additional brackets to ensure movability. Wiltshire council have identified four posts to extend and one additional. Final post not confirmed as it may be viewed as obstructing a junction. Two members would need to be street works accredited in order to move the units safely. This is a half-day session at Swindon College and is equivalent to an NVQ.
Councillor Pearce confirmed that two people would need to be present when the devices are installed and moved and confirmed to Councillor Jordan that one person would need a mobile phone to ensure safety and availability of emergency contact if needed.
Councillor Pearce confirmed that planning permission is not needed as poles are already in place and Wiltshire Council can act as they see fit. The units are padlocked to the post and collect data on speed/date/time and direction of travel.
Funding for project was raised. The CATG can hopefully subsidise the supply and installation; Parish Council would supply remainder of unit costs. Councillor Jordan suggested that Good Energy funding may be used as the proposal adds value to the community. If Parish Council property it may not be applicable. She will discuss with them once contact person established. Councillor Pearce to add this information to CATG document.
A member of the public raised high cost of device at £2875 and asked if other options have been considered. Councillor Pearce confirmed that it is calibrated unit and any device used needs to be certified for use on a public highway.
Action: Confirm Good Energy funding availability. If not clarify position for next year regarding funding.
12. 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.
An attempt was made by Scottish and Southern Electricity (SSE) to access the new build site via the playing field. The resident concerned struggled to contact a member of the Parish Council to discuss. Details were not easily accessible via website. Councillor Hartley attended to advise SSE to cease works until access has been agreed.
Parish Councillors discussed having two councillors available to attend similar situations as Councillor Harley received a level of verbal abuse from the builder whilst trying to assist the resident.
Councillor Hartley also noted that the resident had a key to the playing field gate. Councillor Jordan identified the need to ascertain who holds keys to the gate as this is currently not clear. Current grass cutting contractor holds keys but other key holders unconfirmed. It is important that the gate is locked so that only agreed persons can have vehicular access but it also needs to be clear who to contact if emergency access is required. A sign may need to be placed on the gate – to be reviewed.
Councillor Joyce stated that SSE are waiting for us to decide whether we will give them permission to access. He contacted SSE and confirmed that access via the playing field is desired for convenience rather than need as there is potential access via next door neighbour. Need to ascertain what they need to put on the land, for how long and the potential damage. Route and indemnity insurance also need discussion. Agreed that builder needs to approach the Parish Council to request access. Invite to attend next meeting.
Action: to add to agenda for meeting on 11th March 2019.
Councillor Jordan identified that inaccessibility of Councillor contact details needs to be resolved.
Action: Councillor Jordan to add email addresses and telephone numbers of councillors to monthly submission to the Broad Town parish newsletter. Councillor Pearce to place councillor contact details on noticeboard.
Councillor Holland identified that clearing needs to be done on the main road up the hill as there are parts of cars and refuse present. This may not be safe for members of the public to remove. Councillor Jordan advised that the Parish Steward may be approached regarding this.
Councillor Holland reported that a new stile kit has been obtained and permission to install is being pursued.
Next meeting Monday 11th March 2019
Meeting closed at 7.50 pm
Signed: …………………………………………………………… Dated 11th March 2019
Chairman, Councillor J Jordan