Agenda and minutes

There was one verbal public question, a copy of the question is appended to these minutes at APPENDIX A. The response was not part of the meeting but is appended to these minutes at APPENDIX B.

To receive any apologies for absence.

Apologies were received from Councillor Clare Cape due to work commitments, Councillor John Scragg due to being away, Councillor Myla Watts due to another meeting and Councillor Pete Cousins due to ill health.

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 21 June 2023. Minutes require a proposer and seconder for approval (copy attached).

The minutes from the meeting held on 21 June 2023 were proposed by Councillor Desna Allen, seconded by Councillor Liz Alstrom and with all in favour, it was;

RESOLVED that:

The minutes from the meeting held on 21 June 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 21 June 2023 (copy attached).

i.             a) The Mayor welcomed Councillors Matthew Bragg and Adam Ward to Chippenham Town Council and to their first Council meeting following two by-elections that were recently held.

b) The Mayor thanked those Councillors who attended the recent Merchant Navy Day event on Friday the 1st of September. Councillors were reminded that in accordance with Standing Order 23.1 ‘Councillors are expected to attend Civic Events and should send apologies to the Chief Executive as per committee meetings if unable to attend.’ It was noted that unfortunately, seven Councillors still did not respond to the invitation. Councillor responses are imperative for officers to be able to plan an event. The Mayor thanked those Councillors that do continuously respond to officers.

Invitations for Armistice Day and Remembrance Sunday will be circulated by the Democratic and Civic Officer shortly. These two events are important to both the residents of Chippenham and to the nation. The Mayor hoped that many Councillors would join him in marking these dates, and respond by the appropriate date to enable officers to plan effectively.

c) The Mayor announced a Book and Bake sale on Monday 23rd of in the Neeld Foyer to raise funds for the charity, Doorway. All Councillors, Officers and residents were invited to support the event between 9.30am and 1pm to purchase refreshments, baked goods and of course either new or second hand books.

ii.           The list of engagements undertaken by the Mayor and Deputy Mayor since the last Council meeting held on Wednesday 21 June 2023 were noted.

To receive an update from Wiltshire Police (copy attached).

The report was noted, and apologies were receive from Wiltshire Police who could not attend due to operational commitments.

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 12 July 2023 (previously circulated).

b.       Planning, Environment & Transport     Committee

The draft minutes of the meetings held on 22 June, 13 July, 03 August, and 24 August (previously circulated).

c.       Human Resources

The draft minutes of the meetings held on 08 June and 07 September 2023 (previously circulated).

a.       Amenities, Culture & Leisure Committee

The minutes of the meeting held on 12 July 2023 were presented by Councillor Declan Baseley with all matters resolved.

b.       Planning, Environment & Transport     Committee

The draft minutes of the meetings held on 22 June, 13 July, 03 August and 24 August 2023 were presented by Councillor Matthew Short with all matters resolved.

c.       Human Resources

The draft minutes of the meetings held on 08 June and 07 September 2023 were presented by Councillor Desna Allen with all matters resolved.

To receive the notes from the Community Safety Forum meeting held on 06 June 2023 for information only (copy attached).

RESOLVED that:

The notes from the Community Safety Forum meeting held on 06 June 2023 were noted.

To receive the minutes from the Youth Council meetings held on 02 May, 06 June and 04 July for information only (copies attached).

RESOLVED that:

The notes from the Youth Council meetings held on 02 May, 06 June and 04 July 2023 were noted.

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 adoption of the draft Neighbourhood Plan by Full Council. The Plan had been submitted to Wiltshire Council and there had been 50 comments received during the consultation process. A breakdown of responses and all comments can be viewed in full on the Wiltshire Council consultation poral. The main areas of objection were from developers relating to sustainability and green policies.

It was noted that the Neighbourhood Plan Steering Group had reviewed all comments and decided which ones to provide comments to, these plus the original comments will be forwarded onto the independent examiner who will produce a report for Wiltshire Council who will decide whether to progress to referendum. The earliest date for this would be mid-January 2024.

RESOLVED that:

Councillors noted the report.

To note an urgent action form for a delegated decision made by the Chief Executive regarding the change of date of Merchant Navy Day 2023 (copy attached).

RESOLVED that:

The urgent action form be noted.

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 (copy of meeting membership attached).

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.      Councillor Matthew Short, as nominated Councillor on the Local Highway and Footpath Improvement Group (LHFIG), updated that he had attended a meeting and noted the large area that is covered which is underfunded, sometimes requiring outside funding and the process is slow. Chippenham had submitted the highest number of requests to LHFIG than any other area.

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

iv.      There were changes reported to the Committee/Sub-Committee membership which are attached to these minutes.

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.

Councillor Liz Alstrom suggested that the Youth Council and residents be informed about the Mayor’s Book and Bake sale.

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

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