Agenda and minutes

To receive any apologies for absence.

Apologies were received from Councillor Clare Cape due to being on holiday, Councillor Gemma Grimes due to work commitments, Councillor Nick Murry due to another commitment, Councillor Nic Puntis due to being on holiday, Councillor Chris Ruck due to work commitments, and Councillor Hayley Wilson due to another commitment.

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 11 January 2023. Minutes require a proposer and seconder for approval (copy attached).

The minutes from the meeting held on 11 January 2023 were proposed by Councillor Desna Allen, seconded by Councillor Robert Giles and with all in favour, it was;

RESOLVED that:

The minutes from the meeting held on 11 January 2023 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 11 January 2023 (copy attached).

i.             a) The Mayor highlighted the 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 are also tickets to the ‘afterparty’ only, with live music and the DJ set. Tickets are on sale, available on the Neeld website and social media. In addition to the cash raffle on the night, the Mayor announced the donation of 2 tickets to Boomtown festival, their value is £600, and they will be the prize for a grand raffle available to purchase at a cost of £10 per ticket. The Mayor thanked all in advance for their support of this event.

ii.           The list of engagements undertaken by the Mayor and Deputy Mayor since the last Council meeting held on Wednesday 11 January 2023 were noted.

To receive a verbal update from Wiltshire Police.

The Sergeant updated on the current policing priorities within the Chippenham area including engagement with schools and council meetings, attending Eco Future Fest to security mark bikes, anti-social behaviour, and continuing to be passionate about policing the local area.

Councillors raised issues including increased police presence in the town, special measures, the Community Safety Forum and anti-social behaviour at Saddlers Mead car park. The Sergeant highlighted a focus on improved victim contact and support and the importance of reporting crimes to 101 so that the police are aware.

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 18 January 2023 (previously circulated).

b.       Planning, Environment & Transport     Committee

The draft minutes of the meetings held on 05 January, 26 January, and 16 February 2023 (previously circulated).

c.       Strategy and Resources Committee

The draft minutes of the meeting held on 15 February 2023 (previously circulated).

d.       Human Resources

The draft minutes of the meeting held on 23 February 2023 (previously circulated).

a.       Amenities, Culture & Leisure Committee

The minutes of the meeting held on 18 January 2023 were presented by Councillor Declan Baseley with all matters resolved.

b.       Planning, Environment & Transport     Committee

The draft minutes of the meetings held on 05 January, 26 January, and 16 February 2023 were presented by Councillor Conor Melvin with all matters resolved.

c.       Strategy and Resources Committee

The draft minutes of the meeting held on 15 February 2023 were presented by Councillor Desna Allen with all matters resolved.

d.       Human Resources

The draft minutes of the meeting held on 23 February were presented by Councillor Desna Allen with all matters resolved.

To receive the minutes from the Youth Council meetings held on 31 January and 21 February 2023 for information only (copies attached).

RESOLVED that:

The notes from the Youth Council meetings held on 31 January and 21 February 2023 were noted.

To receive and consider a report from the Director of Community Services regarding a previous Council decision for financial support to Westbury Town Council under conditions that have subsequently not been met (copy attached).

The Director of Community Services presented the report updating on the previous decision made and conditions set by Council not being met. It was noted that the Secretary of State had not called in the application and no further information had been received from Westbury Town Council. It was confirmed that Council were not being asked to rescind their previous decision but to consider that criteria had not been met and whether a financial contribution still be made to Westbury Town Council.

With the majority in favour, it was;

RESOLVED that:

Council agreed to a financial contribution of £1000 towards Westbury Town Council’s legal costs in relation to this matter.

To receive and consider a report from the Head of Democratic Services regarding re-support for the existing ‘Freedom of the Town’ honour to 9 Regiment, Royal Logistic Corps and holding a celebratory event to mark this (copy attached).

The Head of Democratic Services presented the report regarding the re-support of Freedom of the Town for 9 Regiment RLC and the potential to hold a celebratory event to mark this. Councillors supported fostering the good relationship between the Council and 9 Regiment RLC and a positive event for the people of Chippenham to enjoy. With the majority in favour, it was;

RESOLVED that:

i) Council re-supported the existing ‘Freedom of the Town’ honour for 9 Reg. RLC and endorsed this to include any future changes to the make up or naming of 9 Reg. RLC.

ii) Council agreed to hold a celebratory event at a suitable time within operational commitments of the Regiment and the Council to celebrate the renewed links and for 9 Reg. RLC to parade through the Town.

iii) The details of the award and celebratory event be delegated to the Chief Executive.

Council to receive an update from the Head of Democratic Services on whether this item is required.

If required, Council to formally consider the reason for a long period of Councillor absence in advance of the six month deadline. The Local Government Act 1972 s.85 outlines vacation of office by failure to attend meetings, ‘if a member of a local authority fails throughout a period of six consecutive months from the date of his last attendance to attend any meeting of the authority, he shall, unless the failure was due to some reason approved by the authority before the expiry of that period, cease to be a member of the authority’.

If Councillors approve the reason for absence, the Councillor’s six month period shall begin again. If Councillors do not approve the reason for absence, there would be a Councillor vacancy arising if the Councillor is unable to attend a meeting before the existing six month deadline.

RESOLVED that:

The Head of Democratic Services confirmed that this item was not required.

To receive and consider the following Councillor motions:

i) Councillor motion from Councillor Desna Allen regarding writing to Wiltshire Council about recent election charges to the Town Council (copy attached).

ii) Councillor motion from Councillor Declan Baseley regarding the potential of public drinking fountains (copy attached).

Councillor Motion 1

Councillor Desna Allen introduced a motion relating to writing to Wiltshire Council about the recent re-charging of elections to town and parish councils, this was seconded by Councillor Liz Alstrom. Councillors supported a letter to register dissatisfaction at the change. With all in favour, it was;

RESOLVED that:

The Chief Executive be requested to write to the Chief Executive at Wiltshire Council on behalf of Chippenham Town Council, referring to this motion and the decision of Full Council to support this motion, expressing the town council’s dissatisfaction that Wiltshire Council have now decided to pass on the cost of election and the democratic process at parish council level to the parish councils. The letter shall also ask Wiltshire Council to reconsider the decision and make the points as set out in the motion.

Councillor Motion 2

Councillor Declan Baseley introduced a motion relating to investigating the installation of water drinking fountains in the town, this was seconded by Councillor James Bradbury. Councillors highlighted issues of litter, water waste and destruction that could take place over time but supported further investigation into the potential options. With the majority in favour, it was;

RESOLVED that:

i) Officers investigate the potential costs of procuring and installing free-to-use public drinking fountains and bottle refill stations propose suitable locations and liaise with Wessex Water about potential funding for supply, installation and maintenance.

ii) Officers present a report to a future meeting of the Amenities Culture & Leisure Committee (ACL), that sets out the costs of procuring and installing free to use public drinking fountains and bottle refill stations and potential locations.

iii) Based on the recommendation of ACL, any additional budget requirement is brought back to a future meeting of Full Council for approval, given that there is no provision in either the approved Income and Expenditure budget for 2023/2024 or the council’s capital programme for this activity.

To receive a report from the Head of Planning, presented by the Director of Community Services, updating Councillors on the progress of the Neighbourhood Plan (copy attached).

The Director of Community Services presented the report on behalf of the Head of Planning updating Councillors on the progress of the Chippenham Neighbourhood Plan since the last update in January 2023. It was noted that based on current estimates the Plan will be submitted to Wiltshire Council in May 2023, there are aspects outside the control of the Town Council once the Plan is submitted, the referendum is expected in November 2023 or in early 2024.

RESOLVED that:

Councillors noted the report.

To note the future dates of the Dorset & Wiltshire Fire and Rescue Authority, Wiltshire Local Performance & Scrutiny Committee.

Thursday 1 June 2023, 10am-12noon

Thursday 31 August 2023, 10am-12noon

Thursday 30 November 2023, 10am-12noon    

Thursday 29 February 2024, 10am-12noon

Wednesday 5 June 2024, 10am-12noon

Further information available on their website: https://www.dwfire.org.uk/fire-rescue-authority/meetings/local-performance-scrutiny-committee-wiltshire/

RESOLVED that:

Councillors noted the future dates of the Dorset & Wiltshire Fire and Rescue Authority, Wiltshire Local Performance & Scrutiny Committee:

Thursday 1 June 2023, 10am-12noon

Thursday 31 August 2023, 10am-12noon

Thursday 30 November 2023, 10am-12noon

Thursday 29 February 2024, 10am-12noon

Wednesday 5 June 2024, 10am-12noon

Further information available on their website: https://www.dwfire.org.uk/fire-rescueauthority/meetings/local-performance-scrutinycommittee-wiltshire/

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 meeting 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.

ii.      The following updates were given from Town Councillors nominated to outside bodies on significant work they are involved with:

          Councillor John Scragg updated on the activities of the Wiltshire Association of Local Councils (WALC) and the recent Executive Committee meeting. It was noted, there had been some criticism of performance of WALC due to there being no County Secretary for some time but this post is now filled and improvements have been made. The level of representation from parish councils at the Executive Committee meetings could still be improved.

          Councillor Jenny Budgell updated on the activities of Chippenham Borough Lands Charity (CBLC), the play area next to the Arc in Westmead is open and the Environmental Services Team were thanked for carrying out checks on the play area.

iii.     The following update was given from Wiltshire Councillors on significant work they are involved with:

An update was read out on behalf of Councillor Clare Cape, as a member of the Health Select Committee: “at the end of last year I asked for a fully holistic approach to reviewing the health and social care position. The ambulance and A&E issues are familiar however a better understanding of the contribution of delayed transfers, workforce, elective care wait lists and access to primary care are needed, alongside use of Minor Injury Units, community hospitals, 111 and dental access are part of the picture. An enquiry day, with the Integrated Care Board, will be held during the spring to review the performance data across the “whole system”; and look at opportunities for improvements including alongside voluntary organisations. I will report again afterwards.”

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

v.       There were no 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.

There were no items for communication requested. Councillors suggested that the Youth Council be informed of the Councillor motions.

The next meeting of Full Council will be the Annual Council meetings held at 7pm on Wednesday 17 May 2023.

The next meeting of Full Council will be the Annual Council Meeting held at 7pm on Wednesday 17 May 2023.