Agenda and minutes

To receive any apologies for absence.

Apologies were received from Councillor Pete Cousins due to ill health, Councillor Nick Murry due to another commitment, Councillor Nina Phillips due to ill health, Councillor Andy Phillips due to ill health, Councillor David Poole due to family commitments and Councillor Gemma Grimes due to work commitments.

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 23 November 2022. Minutes require a proposer and seconder for approval (copy attached).

The minutes from the meeting held on 23 November 2022 were proposed by Councillor Desna Allen, seconded by Councillor Matthew Short and with all in favour, it was;

RESOLVED that:

The minutes from the meeting held on 23 November 2022 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 23 November 2022 (copy attached).

i.             a) The Mayor highlighted the main Charity fundraising event of the year on Saturday 29th April 2023. The event will support the Mayoral charities: Heals and Wiltshire Air Ambulance. The theme is a midsummer night’s dream, a costumed masquerade event. The main event includes a drinks reception, dinner, live entertainment, live music and a DJ music set. There will also be tickets to the ‘afterparty’ only, with live music and the DJ set. Tickets will be on sale soon with further details published on the Town Council website and socials. The Mayor thanked all in advance for their support of this event.

b) The Mayor noted that in relation to agenda item 7 the Community Safety Forum notes had the incorrect attachment. The Community Safety Forum notes from the meeting on 06 December 2022 were to be noted, a copy is attached to the minutes for information.

ii.           The list of engagements undertaken by the Mayor and Deputy Mayor since the last Council meeting held on Wednesday 23 November 2022 were noted.

To receive a verbal update from Wiltshire Police.

The Inspector updated on the current policing priorities within the Chippenham area including partnership working to tackle anti-social behaviour, low levels of burglaries, successful drug investigations, anti-social behaviour at Saddlers Mead car park. The Inspector highlighted that any incidents occurring need to be reported to the police, otherwise they will not be aware of issues. The importance of communication with local representatives was highlighted. The Chair thanked the Inspector for attending the meeting.

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 02 November 2022 (previously circulated).

b.       Planning, Environment & Transport     Committee

The draft minutes of the meetings held on 17 November and 08 December 2022 (previously circulated).

c.       Strategy and Resources Committee

The draft minutes of the meeting held on 07 December and the extraordinary meeting held on 20 December 2022 (previously circulated).

d.       Human Resources

The draft minutes of the extraordinary meeting held on 12 December 2022 (previously circulated).

a.       Amenities, Culture & Leisure Committee

The minutes of the meeting held on 02 November 2022 were presented by Councillor Declan Baseley with all matters resolved.

b.       Planning, Environment & Transport     Committee

The draft minutes of the meetings held on 17 November and 08 December 2022 were presented by Councillor Clare Cape with all matters resolved.

c.       Strategy and Resources Committee

The draft minutes of the meeting held on 07 December 2022 and the extraordinary meeting held on 20 December 2022 were presented by Councillor Desna Allen with all matters resolved.

d.       Human Resources

The draft minutes of the extraordinary meeting held on 12 December 2022 were presented by Councillor Desna Allen with all matters resolved.

To receive the notes from the Community Safety Forum meeting held on 14 December 2022 for information only (copy attached).

It was noted that the attached Community Safety Forum notes were incorrect, the notes from the meeting held on 06 December 2022 were the last meeting and are attached to the minutes.

RESOLVED that:

The notes from the Community Safety Forum meeting held on 06 December 2022 were noted.

To receive and consider a report from the Director of Resources, Financial Responsible Officer, regarding revisions to the Council’s Financial Regulations and Procurement Policy. The Strategy and Resources Committee recommend to Full Council that these are adopted, S&R 07/12/22 Minute 57 refers (copy attached).

The Director of Resources, Responsible Financial Officer, presented the report regarding revisions to the Council’s Financial Regulations and Procurement Policy. The Strategy and Resources Committee recommended to Full Council that these be adopted, S&R 07/12/22 Minute 57 refers.

Councillor Clare Cape highlighted acknowledgement of the Government’s policy regulations regarding the lack of scope for ethical investment and procurement and expressed disappointment that the Council are prevented from considering ethical topics that may be important to residents such as international human rights.

With all in favour of the report recommendations, it was;

RESOLVED that:

Councillors adopted the revised versions of the Council’s Financial Regulations and Procurement Policy as recommended by the Strategy & Resources Committee on 7 December 2022.

To receive and consider a report from the Director of Resources and Chief Executive, introduced by the Leader and presented by the Director of Resources. To consider the draft income and expenditure for 2023/24 and associated precept and to consider the draft Capital Earmarked Fund expenditure budget for 2023/24 (copy attached). A recorded vote to be taken in accordance with Standing Order 16.4.

The Leader introduced the budget report and thanked officers and councillors for their involvement in the process. The Leader urged Council to support the recommendation of the Strategy and Resources Committee to approve the proposed budget and precept. 

The Director of Resources, Responsible Financial Officer, presented the report regarding the draft income and expenditure for 2023/24 and associated precept. The proposal for a breakeven outturn for income and expenditure was noted. The draft Capital Earmarked Fund expenditure budget for 2023/24 was outlined and it was noted that CIL income be sought for funding £728k of the total Capital Earmarked Fund expenditure of £828k.

A recorded vote was taken in accordance with Standing Order 16.4.

With the majority in favour, it was;

RESOLVED that:

Council approved:

i) The draft Income & Expenditure for 2023/24 and associated Precept of £3,968,965.

ii) The draft Capital Ear Marked Fund expenditure budget for 2023/24 of £828k, with the use of £728k of CIL Income to fund it.

To receive and consider a report from the Head of Democratic Services regarding a request received for an appointment of a Councillor representative to an outside body, the Chippenham Community Town Team (copy attached).

The Head of Democratic Services presented the report regarding the request for a Town Councillor representative on the Chippenham Community Town Team, a group set up by the Chippenham Community Hub. It was noted that these external meetings were already attended by several Town Council officers relating to their roles and also by some Town Councillors in their capacity as individuals. It was highlighted that this attendance by Town Councillors was not in the role of Town Councillor or nominated by Council.

Councillors requested general feedback from officers on work relating to the community. Councillors supported the Town Team’s benefit to the community of Chippenham but noted there was sufficient representation in place by officers and individuals and did not agree that a Town Councillor representative would contribute further. With the majority against, it was;

RESOLVED that:

Councillors did not support appointing a Councillor representative to the Community Town Team.

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 November 2022.

RESOLVED that:

Councillors noted the report.

To receive and consider a report from the Head of Democratic Services regarding the Calendar of Meetings and Civic Events for 2023 to 2024 (copy attached).

The Head of Democratic Services presented the report regarding the proposed meeting and civic event dates for the municipal year 2023/2024.

RESOLVED that:

The Calendar of Meetings and Civic Events at APPENDIX A be noted for the municipal year 2023/24.

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 retail 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.

ii.      The following updates from Town Councillors nominated to outside bodies were given:

Councillor Jenny Budgell updated as representative on Chippenham Borough Lands Charity (CBLC) that a new playground is being built by the Arc Climbing Centre. This had been delayed due to bad weather, there had been negative feedback about flooding. It was highlighted to Councillors that any residents experiencing difficulty can approach CBLC for financial help, staff will help or signpost.

Councillor John Scragg updated in capacity as the Chairman of the Wiltshire Association of Local Councils (WALC). There would be a meeting on 18 January 2023 to address issues concerning the executive committee. Representation from Town Councillors has been reasonable but poor from Parish Councillors, this will be investigated. Due to the large number of small parishes, attendance should be higher.

Councillor John Scragg updated, as representative for the Friends of Chippenham Station, that works to install a lift and rotate the footbridge to make it safer have started. There will be no access for pedestrians to cross the line north to south, there is a diversion in place. These works will benefit the people of Chippenham once completed.

iii.     There were no updates from Wiltshire Councillors on significant work they are involved with.

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

v.       The following potential CIL projects were suggested to be funded by the 85% of CIL that Wiltshire Council retain:

·         Wiltshire Council spend some of their CIL on public arts scheme in Chippenham, similar to the calf statue that is installed. This is in association with the Civic Society and Friends of Chippenham Museum. This is being progressed and requires funding - raised by Councillor John Scragg.

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

Councillors requested communications on Community Infrastructure Levy (CIL), to ask the Youth Council for their thoughts on this.

Councillors requested that communications relating the budget be mindful of how to present to the public, it was confirmed this would be presented accurately and clearly.

The next meeting of Full Council will be held at 7pm on Wednesday 22 March 2023.

The next meeting of Full Council will be held at 7pm on Wednesday 22 March 2023.