Agenda and minutes

There were two public questions, one verbal question and one written question received in advance. A copy of the questions are appended to these minutes at APPENDIX A, the responses were not part of the meeting but are appended to these minutes at APPENDIX B.

To receive any apologies for absence.

Apologies were received from Councillor Declan Baseley due to a prior engagement, Councillor James Bradbury due to a prior engagement, Councillor Robert Giles due to ill health, Councillor Angie Litvak-Watson due to a prior engagement, Councillor Andy Phillips due to ill health, Councillor Nina Phillips due to supporting Councillor Andy Phillips, and Councillor John Scragg due to being on holiday.

All Members of the Town Council are reminded to declare any pecuniary or non-pecuniary interests they may have in any business of the Council, its Committees or Sub-Committees, in accordance with the latest approved Code of Conduct. Councillors are reminded to declare any dispensation granted in relation to any relevant matter.

There were no declarations of interest.

To receive the draft minutes of the Council meeting held on Wednesday 22 June 2022. Minutes require a proposer and seconder for approval (copy attached).

Councillor Clare Cape requested an amendment to the minutes of the Council meeting held on 22 June 2022 to reflect her comments regarding ambulance waiting times accurately. With all in favour, it was agreed that the following be included in the minutes under minute 30iv.: ‘Councillor Clare Cape who sits on the Health Select Committee informed Councillors that they have been looking into the concerns regarding ambulance waiting times. This is a whole system problem and is currently being looked into.’

The minutes from the meeting held on Wednesday 22 June 2022 with the above amendment were proposed by Councillor Desna Allen, seconded by Councillor Chris Ruck and with all in favour, it was;

RESOLVED that:

The minutes from the meeting held on Wednesday 22 June 2022 with one amendment to minute 30iv. were approved as a correct record and were signed by the Chair.

i. To receive any announcements from the Mayor.

ii. To receive a list of engagements undertaken by the Mayor and Deputy Mayor since the last Council meeting held on Wednesday 22 June 2022 (copy attached).

i.              a) The Mayor asked all present to be upstanding to join in a minute’s silence as a mark of respect and gratitude for the lifetime of service given by our longest-reigning Monarch, Queen Elizabeth II.

b) The Mayor invited all to join her Charity Coffee morning on Friday 30 September in aid of Wiltshire Air Ambulance and Heals Charities. Further information was available on the Town Council website.

ii.             The list of engagements undertaken by the Mayor and Deputy Mayor since the last Council meeting held on Wednesday 22 June 2022 were noted.

To receive a verbal update from Wiltshire Police.

The Sergeant updated on the current policing priorities within the Chippenham area including anti-social behaviour near Unity House, rough sleepers, and Saddler’s Mead car park.

Councillors raised issues including, catalytic convertor thefts, CCTV, press on high crime rates in Chippenham, bike thefts, speeding on Hungerdown Lane and parking on double yellow lines particularly on Old Hardenhuish Lane during school drop off and pick up times. The Sergeant emphasised the importance of members of the public making reports so that incidents can be investigated and recorded and questioned whether there would be support for volunteers to do a community speed watch.

The Chair thanked the Sergeant for attending the meeting and answering Councillor questions.

RESOLVED that:

The update be noted.

The Chair invites all Councillors to raise any queries or questions on the work being undertaken by Committees, purely for information only. To receive the following:

a.       Amenities, Culture & Leisure Committee

The draft minutes of the meeting held on 13 July 2022 (previously circulated).

b.       Planning, Environment & Transport     Committee

The draft minutes of the meetings held on 23 June, 14 July, 04 August, and 25 August 2022 (previously circulated).

c.       Strategy and Resources Committee

The draft minutes of the meetings held on 08 June and 07 September 2022 (previously circulated).

d.       Human Resources

The draft minutes of the extraordinary meeting held on 19 May 2022 and the meetings held on 09 June and 01 September 2022 (previously circulated).

a.       Amenities, Culture & Leisure Committee

The minutes of the meeting held on 13 July 2022 were presented by Councillor Nick Murry with all matters resolved.

b.       Planning, Environment & Transport     Committee

The draft minutes of the meetings held on 23 June, 14 July, 04 August and 25 August 2022 were presented by Councillor Gemma Grimes with all matters resolved.

c.       Strategy and Resources Committee

The draft minutes of the meeting held on 08 June and 07 September 2022 were presented by Councillor Desna Allen with all matters resolved.

d.       Human Resources

The draft minutes of the extraordinary meeting held on 19 May and the meetings held on 09 June and 01 September 2022 were presented by Councillor Desna Allen with all matters resolved.

To receive and consider a report from the Director of Community Services regarding Environmental Improvements to the Council’s Estate and next steps (copy attached).

The Director of Community Services presented the report regarding environmental improvements to the Council’s estate and the next steps involved. The Director of Community Services outlined the recommendations that we focus spend this financial year on Stanley Park Sports Ground this would be followed by the Neeld, Town Hall and the Museum. It was noted that if the Council do all the works recommended, based on an internal team of 3 officers over 4 years, this would cost £1.3-£1.5 million. To achieve carbon neutrality by 2030 significant levels of insetting or offsetting would need to be done. Councillors thanked the officers for work undertaken so far and supported a fabric first approach, starting the process with Stanley Park and trusting officers to use their knowledge and contacts to achieve the best carbon reduction possible.

Councillors questioned the speed and reduction in budget from £200,000 to £50,000. The Director of Community Services confirmed the importance of not putting budget in that cannot be delivered within the financial year. Officers are confident that Stanley Park can be delivered and be a beacon to prepare for the next stage and to begin looking at insetting and offsetting which is critical to achieving carbon neutrality. It was noted the tender and project management aspects take time. Councillors asked whether any vehicles being replaced could be electric or hybrid. The Director of Community Services confirmed electrification of fleet is continually being assessed and noted the Climate and Biodiversity Officer is looking at the impact of using items for longer, releasing embedded carbon within them. 

Councillor Desna Allen proposed the recommendations of the report, Councillor Bill Douglas seconded and with all in favour, it was;

RESOLVED that:

i) Council approved the use of the £200K budget for 2022/23 to carry out the estate greening works to Stanley Park as outlined within the report.

ii) Council recommended an allocation of £50K into next year’s capital budget for the pre tender fabric stage of The Neeld and Town Hall, and implementation of identified ‘quick win’ energy saving measures across the estate.

To receive and consider a report from the Director of Community Services regarding the nomination of a Councillor to an outside body, the 403 Sustrans Route Working Group, set up by Calne Without Parish Council (copy attached).

The Director of Community Services presented the report to consider the request for a Councillor to act as a representative on the 403 Sustrans Route Working Group. Councillors requested that usual meeting times and frequency be included in these proposals in future for Councillors to consider whether they can attend alongside other commitments.

Councillor Nick Murry nominated Councillor James Bradbury, this was seconded by Councillor Matthew Short, with no other nominations and with all in favour, it was;

RESOLVED that:

Councillor James Bradbury be nominated as the Town Councillor representative on the 403 Sustrans Route Working Group.

To receive and consider a report from the Head of Democratic Services regarding the nomination of a Town Councillor representative to attend meetings of the Chippenham Community Town Team (copy attached).

The Head of Democratic Services presented the report to consider a request for a Town Councillor to act as a representative on the Chippenham Community Town Team, a group set up by the Chippenham Community Hub. It was noted that due to the requirement to be non-political, it was recommended that the Mayor be nominated to attend due to their requirement to be non-political in their civic role.

Councillors questioned the purpose of the Community Town Team and stated they did not have sufficient information about their remit to decide. Officers confirmed the remit of the Councillor representative is to attend meetings and report back and the purpose of the Community Town Team was outlined on their website: ‘the next phase of development is to join with other organisations, businesses, authorities, to begin planning for a future that will enable both this generation and those still to come to thrive and enjoy all the benefits that a good neighbourhood can offer.’

Councillors recognised the danger of being appointed to every group in the town and agreed that outside representation had to be meaningful and have a clear purpose. It was noted that there are some conflicting groups in the town trying to do the same thing, the benefit has not been made clear. Councillors questioned whether they wanted to support a Town Council representative on the Community Town Team. Councillor Clare Cape proposed inviting a representative to the next Council meeting to provide more information before a decision is made. This proposal was seconded by Councillor Nic Puntis and with the majority in favour, it was;

RESOLVED that:

i) Councillors agreed that before supporting a Town Council representative to the Community Town Team more information was required.

ii) Councillors requested that a representative from the Community Town Team be invited to attend the next suitable Council meeting to present the remit and purpose of the group.

To note the resignation of Mr Jerry Hughes as trustee of Mrs Utterson’s Almshouses and to nominate a replacement trustee.

Mr Paul James has been proposed by the clerk of Mrs Utterson’s Almshouses to fill the role of trustee. Mr James has the correct qualifications and experience to become trustee and if supported by Council would be appointed trustee for the remainder of the term of office until 30 November 2025.

With all in favour, it was;

RESOLVED that:

i) Council noted the resignation of Mr Jerry Hughes as trustee of Mrs. Utterson’s Almshouses.

ii) Council nominated Mr Paul James as replacement trustee of Mrs. Utterson’s Almshouses for the remainder of the term of office until 30 November 2025.

To receive and consider a report from the Head of Venues regarding a recommendation from the Amenities, Culture and Leisure Committee on 13 July 2022 to approve a budget overspend for the purchase of audience research solutions (copy attached).

The Head of Venues presented the report to seek Council approval for the purchase of off-the-shelf solutions from The Audience Agency to provide a deeper understanding of the current and potential audience of the Neeld and so inform and optimise the future use and service offer of the Neeld. With all in favour, it was;

RESOLVED that:

Council approved an in-year budget overspend of £2,600 for the purchase of off-the-shelf audience research solutions from The Audience Agency as recommended by the ACL Committee on 13 July 2022.

To receive and consider a report from the Head of Democratic Services regarding a proposed change in function of a panel of the Human Resources Committee to decouple the ‘Grievance and Complaints Panel’ (copy attached).

The Head of Democratic Services presented the report regarding the proposal to decouple the Grievance and Complaints Panel, with the ‘Grievance Panel’ remaining under the Human Resources Committee. The Complaints Panel would move to under the auspices of the Strategy and Resources Committee (S&R), to align the Complaints process with the Committee that adopts and reviews the Policy.

Councillors questioned whether a Councillor could sit on more than one panel, the Head of Democratic Services was not aware of anything to prohibit this. The Chief Executive highlighted the resulting potential conflict of knowledge and interests to be declared. With the majority in favour of the proposals, it was;

RESOLVED that:

i) Council approved decoupling the existing ‘Grievance & Complaints Panel’ of the Human Resources Committee (HR). The ‘Grievance Panel’ will remain under HR. Council agreed to move the Complaints Panel to under the auspices of the Strategy and Resources Committee (S&R), to align the Complaints process with the Committee that adopts and reviews the Policy.

iii) Council delegated to the Chief Executive any necessary updates to Policies and Standing Orders to reflect these changes.

To consider whether Chippenham Town Council sign up to the civility and respect pledge. Civility means politeness and courtesy in behaviour, speech, and in the written word. Examples of ways in which you can show respect are by listening and paying attention to others, having consideration for other people’s feelings, following protocols and rules, showing appreciation and thanks, and being kind. Professional bodies such as the National Association of Local Councils (NALC), the Society of Local Council Clerks (SLCC), and One Voice Wales (OVW), believe now is the time to put civility and respect at the top of the agenda and start a culture change for the local council sector.

If supported, this would demonstrate that Chippenham Town Council is committed to treating councillors, officers, employees, members of the public, representatives of partner organisations, and volunteers, with civility and respect in their role. If Council resolve to sign up to the civility and respect pledge, this involves registering and agreeing to the following statements:

‘That Chippenham Town Council:

·       has agreed that it will treat all councillors, clerk and all employees, members of the public, representatives of partner organisations, and volunteers, with civility and respect in their role.

·       has put in place a training programme for councillors and staff.

·       Chippenham Town Council has signed up to Code of Conduct for councillors

·       has good governance arrangements in place including, staff contracts, and a dignity at work policy.

·       will commit to seeking professional help in the early stages should civility and respect issues arise.

·       will commit to calling out bullying and harassment when if and when it happens.

·       will continue to learn from best practice in the sector and aspire to being a role model/champion council e.g., via the Local Council Award Scheme

·       supports the continued lobbying for the change in legislation to support the Civility and Respect Pledge, including sanctions for elected members where appropriate.’

The Head of Democratic Services outlined the remit of the Civility and Respect Pledge. Councillors highlighted that this level of behaviour was expected regardless of a pledge and that the Houses of Parliament should act in a civil manner to each other too. With the majority in favour of signing the pledge, it was;

RESOLVED that:

i) Chippenham Town Council sign the Civility and Respect Pledge and:

·       will treat all councillors, Chief Executive and all employees, members of the public, representatives of partner organisations, and volunteers, with civility and respect in their role.

·       has put in place a training programme for councillors and staff.

·       Chippenham Town Council has signed up to Code of Conduct for councillors.

·       has good governance arrangements in place including, staff contracts, and a dignity at work policy.

·       will commit to seeking professional help in the early stages should civility and respect issues arise.

·       will commit to calling out bullying and harassment when if and when it happens.

·       will continue to learn from best practice in the sector and aspire to being a role model/champion council e.g., via the Local Council Award Scheme.

·       supports the continued lobbying for the change in legislation to support the Civility and Respect Pledge, including sanctions for elected members where appropriate.

To consider a Councillor motion regarding warm rooms initiative, a warm space made available to residents during the winter months (copy attached).

Councillor Pete Cousins presented the Councillor motion on ‘warm rooms’ and highlighted the two public questions relating to the topic. The motion was seconded by Councillor Nick Murry. Councillors noted that Wiltshire Council are preparing to address this issue due to the cost-of-living crisis but nothing had been confirmed yet.

Councillors supported helping residents of Chippenham that are struggling. Some Councillors noted that the second proposal of the motion relating to the use of the reception area as a ‘warm room’ could have an effect on staff who are not trained in social care, disrupt usual working practices and increase cleaning requirements. It was noted that Chippenham Borough Lands Charity would be doubling their Christmas meals vouchers offered to help. Some Councillors noted this motion referred to heating not food or financial support.

A recorded vote was requested in accordance with Standing Order 16.2. Part i) and part ii) were voted on separately:

‘i) That the Chief Executive is requested to write to the Chief Executive of

Wiltshire, requesting that Wiltshire Council consider the setting up of ‘warm rooms’, for Chippenham residents. We believe that Chippenham Town Council should request that they allocate space at the Olympiad, Monkton Park Offices and the Library, which will be available to Chippenham residents as places to sit and keep warm during the forthcoming autumn and winter.’

‘ii) We would also request that Full Council consider making the reception area within the Town Hall available for residents during the day, as a place to sit and keep warm, delegating the detail of how this is delivered to the Chief Executive.’

With all in favour of part i) of the motion and the majority in favour of part ii) of the motion, it was;

RESOLVED that:

i) Council agreed to request the Chief Executive to write to the Chief Executive of Wiltshire, requesting that Wiltshire Council consider the setting up of ‘warm rooms’, for Chippenham residents. The letter should request that they allocate space at the Olympiad, Monkton Park Offices, and the Library, which will be available to Chippenham residents as places to sit and keep warm during the forthcoming autumn and winter.

ii) Council agreed to consider making the reception area within the Town Hall available for residents during the day, as a place to sit and keep warm, delegating the detail of how this is delivered to the Chief Executive.

To receive a report from the Head of Planning updating Councillors on the progress of the Neighbourhood Plan (copy attached).

The Head of Planning updated Councillors on the progress of the Chippenham Neighbourhood Plan since the last update in June. It was highlighted that the Neighbourhood Plan was likely to be made in Autumn 2023.

RESOLVED that:

Councillors noted the report.

To note the following Urgent Actions Forms:

1. Legionella Checks

2. Decisions made following the Death of the Monarch

RESOLVED that:

The Urgent Action Form was noted.

To receive the following feedback, each Councillor who wishes to update has 5 minutes only:

i.              To receive feedback from Town Councillors on significant work they are involved with including ward work.

ii.             To receive feedback from Town Councillors nominated by the Council to outside bodies on significant work they are involved with.

iii.           To receive feedback from Wiltshire Councillors on significant work they are involved with.

iv.            To receive any updates on Committee or Sub-Committee membership changes from the Democratic Services Team.

v.             To receive ideas for potential Community Infrastructure Levy (CIL) projects funded by the 85% of CIL that Wiltshire Council retain from development within Chippenham to be forwarded to Wiltshire Council by the Chief Executive.

i. There were no updates from Town Councillors on significant work they are

involved with.

At 8.55pm, the Mayor asked Councillors present whether they would be

In favour of continuing the meeting past 9pm if required in accordance

With Standing Order 15.7, all Councillors were in favour.  

ii. Councillor Jenny Budgell highlighted as the Councillor Representative on Chippenham Borough Lands Charity (CBLC), CBLC is running Christmas meal vouchers, anyone can apply using the form on the website for help. There will be £30,000 available for Chippenham residents Christmas meal vouchers which is double the amount last year. Each case is considered on its own merit, then food vouchers are issued.

The Head of Democratic Services highlighted that Councillor John Scragg

had provided a written report on the activities of the Wiltshire Association

of Local Councils (WALC) (copy attached to the minutes).

iii. Councillor Nick Puntis as a Wiltshire Councillor updated on potential

flooding expected in the area. Any reports of flooding to be reported

through the proper channels.

iv. There were no Committee or Sub-Committee membership changes.

v. There were no potential CIL projects suggested to be funded by the

85% of CIL that Wiltshire Council retain.

To consider any items for communication and any items to be consulted with the Youth Council.

Councillors requested communications on the ‘warm rooms’ initiative.

The next meeting of Full Council will be held at 7pm on Wednesday 23 November 2022.

The next meeting of Full Council will be held at 7pm on Wednesday 23 November 2022.