Agenda and minutes

There were two written and two verbal public questions, 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 being away, Councillor Angie Litvak-Watson with no reason given, Councillor John Scragg due to being on holiday, Councillor Hayley Wilson due to being on holiday and Councillor Myla Watts with no reason given.

Councillor Jenny Budgell left the meeting

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 17 May 2023. Minutes require a proposer and seconder for approval (copy attached).

The minutes from the meeting held on Wednesday 17 May 2023 were proposed by Councillor Clare Cape, seconded by Councillor Desna Allen and with all in favour, it was;

RESOLVED that:

The minutes from the meeting held on Wednesday 17 May 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 17 May 2023 (copy attached).

i.             a) The Mayor invited Councillor Liz Alstrom to collect her framed Mayoral Photograph as a memento of her year as Mayor of Chippenham 2022 to 2023. A round of applause was given to thank Councillor Alstrom.

b) The Mayor reminded attendees that Armed Forces Day was being marked on Saturday 24 June, with a short ceremony and the Armed Forces Flag being raised outside the Town Hall at 10am, members of the public were encouraged to join this event.

c) The Chief Executive was informed that Chris Ruck had resigned and is no longer a Town Councillor, notice of vacancy would be published. The Mayor thanked Chris for his service as a Town Councillor over the years and a round of applause was given.

ii.           The list of engagements undertaken by the Mayor and Deputy Mayor since the last Council meeting held on Wednesday 17 May 2023 were noted.

To receive a report from Wiltshire Police for information (copy attached).

The Chair noted the Police could not be in attendance due to operational matters, the written report was noted.

RESOLVED that:

The report 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.       Planning, Environment & Transport     Committee

The draft minutes of the meetings held on 12 May and 01 June 2023 (previously circulated).

b.       Strategy and Resources Committee

The draft minutes of the meeting held on 07 June 2023 (previously circulated).

a.       Planning, Environment & Transport     Committee

The draft minutes of the meetings held on 12 May and 01 June 2023 were presented by Councillor Clare Cape with all matters resolved.

b.       Strategy and Resources Committee

The draft minutes of the meeting held on 07 June 2023 were presented by Councillor Peter Cousins with all matters resolved.

To receive and consider a report from the Head of Planning updating Councillors on the progress of the Neighbourhood Plan. To consider approval of the Plan and supporting documents to be able to submit these to Wiltshire Council, as the Local Planning Authority (copy attached).

The Head of Planning updated Councillors on the progress of the Chippenham Neighbourhood Plan since the last update in March 2023. The Plan and supporting documents were presented for approval to be able to submit these to Wiltshire Council, as the Local Planning Authority.

Councillor Nick Murry, in his role of Chair of the Neighbourhood Plan Steering Group, thanked all involved in the development of the Plan, the Head of Planning was thanked specifically along with officers, consultants, Councillors and the community. The Neighbourhood Plan Steering Group members were thanked for volunteering their time to the Plan. The long term hard work of multiple parties was recognised. Councillors praised the work involved and thanked the Head of Planning.

With all in favour, it was;

RESOLVED that:

i) The Neighbourhood Plan and supporting documents referred to in the report be approved for submission to the Local Planning Authority.

ii) Any minor amendments required to be made to the Neighbourhood Plan and supporting documents referred to in this Report, prior to its submission to the Local Planning Authority, be delegated to the Chief Executive.

To receive and consider a report from the Director of Resources, the Responsible Financial Officer, regarding the Year End Accounts and Financial Statements 2022/23 as recommended by the Strategy and Resources Committee at its meeting on 07 June 2023 (copy attached).

The Director of Resources, Responsible Financial Officer, presented the report regarding the year end accounts and financial statements for 2022/23 and the recommendations from the Strategy and Resources Committee held on 07 June 2023. Councillors thanked the Director of Resources and the Finance Team for their work undertaken. With all in favour, it was;

RESOLVED that:

i) The following statements within the Annual Governance and Accountability Return (AGAR Form 3) be approved by Full Council and be signed by the Chair and Chief Executive:

a. The Annual Governance Statement 2022/2023;

b. The Accounting Statements 2022/2023;

ii) Full Council adopted the unaudited financial statements for the year ended 31st March 2023 for Chippenham Town Council and that these be signed by the Mayor and the Responsible Financial Officer.

To receive and consider a report from the Head of Communications and Customer Services regarding approval and publication of the Annual Report 2022-23 (copy attached).

The Head of Communications and Customer Services presented the draft Annual Report 2022/23 for approval. With all in favour, it was;

RESOLVED that:

The Annual Report 2022/23 be adopted and approved for publication.

To receive and consider a report from the Director of Community Services updating on the Stanley Park depot project and to consider approval for additional capital expenditure to enable completion (copy attached).

Councillor Jenny Budgell joined the meeting

The Director of Community Services presented the report updating on the Stanley Park Sports Ground Depot project and regarding approval for additional capital expenditure to enable its completion. It was noted that there would be savings made on rent payments to Wiltshire Council.

Councillor Matthew Short raised the possibility of diverting the solar produced at Stanley Park to electric vehicles at the depot in future. Councillor Matthew Short requested clarification on the Capital/Earmarked Funds (C/EMF) from the Director of Resources, who confirmed that the Finance Sub Committee receive regular updates on C/EMF programme and progress. The balance in March was c.£802,000 if all projects were completed, factors had changed as income and expenditure last year allowed a transfer of c.£97k which allows additional required budget for the depot. It was noted that Community Infrastructure Levy income was c.£60k lower than expected.

Councillor David Poole noted building costs and inflation had increased but providing this internally was supported as the Council have the funds available.

Councillor Nic Puntis questioned the detail of the lease and whether there was a break clause and what the plan with the long-term saved costs would be. The Director of Community Services noted that there was a six month notification period, the Director of Resources noted the budget presentation included detailed costs that the Council incurs.

With all in favour, it was;

RESOLVED that:

i) An additional £99,725 of Capital Expenditure to complete the build of the depot be approved.

ii) The Chief Executive be delegated authority to commission the lead property consultant to project manage the build on behalf of the Council.

To receive and consider a report from the Head of Democratic Services regarding an outside body request for the Chippenham Community Parish Area Forum (copy attached).

The Head of Democratic Services presented the report regarding a request for a Town Councillor representative on the Chippenham Community Area Parish Forum.

Councillor Pete Cousins noted there was not enough information to make a decision. Councillor Jenny Budgell noted past involvement and a link to Chippenham. Councillor Desna Allen updated on the background of the forum and that it was a good opportunity to engage and formalise the structure of meetings if required.

With the majority in favour, it was;

RESOLVED that:

i) Councillors agreed to appoint a Councillor representative to this outside body.

ii) Councillor Jenny Budgell be nominated to this outside body.

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.

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

To consider a Councillor Motion from Councillors Matthew Short and Gemma Grimes regarding writing a letter requesting any future development that adjoins Island Park seeks to protect and enhance the special environmental characteristics of the Park (copy attached).

Councillor Matthew Short presented the Councillor motion regarding a letter from the Chief Executive to protect and enhance the special environmental characteristics of Island Park. It was noted this was not to affect the development of Emery Gate or the Chippenham One Plan project but to mark the importance of these trees and green spaces. The motion was seconded by Councillor Clare Cape.

Councillor Nic Puntis recognised the environment agency’s lead on the Chippenham One Plan project with a focus on the radial gate, and would highlight the statement to the Wessex Regional Flood and Coastal Committee (RFCC) where this project was first suggested. Councillor Nic Puntis proposed an amendment to the motion, ‘to also write to the Chair of the RFCC Committee referencing the reason behind this being because of the protection of trees and ensuring that they have that at the top of their agenda as well’. The amendment was seconded and accepted by Councillor Matthew Short, all were in favour of the amendment.

Councillor Jenny Budgell supported the motion and highlighted that there would be future planning applications for which the Town Council would be a consultee and should raise the point again at that point in the process.

Council noted that Chippenham’s Island Park is a much loved community asset valued for its green space, public amenity, woodland shading, and wildlife conservation. The small woodland and line of approximately 100 trees at the border of Island Park and Emery Gate provide a visible screening of the Emery Gate shopping centre. This line of trees includes some historic trees and is shown on the Ordnance survey map as early as 1844. With all in favour, it was;

RESOLVED that:

The Chief Executive writes to the Chief Executive at Wiltshire

Council and the Chair of the Wessex Regional Flood and Coastal Committee requesting any future development that adjoins Island Park seeks to protect and enhance the special environmental characteristics of the Park.

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.      There were no updates from Town Councillors nominated to outside bodies on significant work they are involved with.

iii.     Councillor Clare Cape updated as a Wiltshire Councillor that the enquiry day around the Heath and Care Integrated Board would take place in early July.

          Councillor Kathryn Macdermid updated as a Wiltshire Councillor that ongoing work was undertaken for a resolution with Wiltshire Council relating to the Malmesbury roundabout.

iv.      The following Committee membership change was noted:

·         Councillor Angie Litvak-Watson replaced Councillor Matthew Short on the Amenities, Culture and Leisure Committee.

v.       No potential CIL projects were 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 with the Youth Council on the Chippenham One Plan project and the amended motion that was supported.

The next meeting of Full Council will be held at 7pm on Wednesday 27 September 2023.

The next meeting of Full Council will be held at 7pm on Wednesday 27 September 2023.