Agenda and draft minutes

There were ten written public questions and no verbal questions. The questions are attached to these minutes at APPENDIX A. The response to these statements was read out at the meeting and is attached at APPENDIX B.

To receive any apologies for absence.

Apologies were received from Councillor Adam Ward due to work commitments, from Councillor Gemma Grimes due to work commitments and from Myla Watts 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 10 January 2024. Minutes require a proposer and seconder for approval (copy attached).

The minutes from the meeting held on 10 January 2024 were proposed by Councillor Desna Allen, seconded by Councillor Matthew Bragg and with all in favour, it was;

RESOLVED that:

The minutes from the meeting held on 10 January 2024 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 10 January 2024 (copy attached).

i.             a) The Mayor encouraged all to support his Mayoral Event to raise funds for Doorway on Saturday 6th April 2024.

b) The Mayor thanked everyone that helped with the recent Book and Bake sale, the event raised £315.71 for Doorway.

c) The Mayor announced that this would be the Director of Resources, Nick Rees’, final meeting at Chippenham Town Council. The Mayor thanked Nick for his leadership, professional advice and support given to Councillors throughout the budget setting process and beyond to ensure the Council is in a financially stable position. Gratitude was marked with a round of applause.

ii.           The list of engagements undertaken by the Mayor and Deputy Mayor since the last Council meeting held on Wednesday 10 January 2024 were noted.

To receive a verbal update from Wiltshire Police.

Apologies from Wiltshire Police were noted due to operational matters.

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 meetings held on 17 January and 06 March 2024 (previously circulated).

b.       Planning, Environment & Transport     Committee

The draft minutes of the meetings held on 04 January, 25 January, 15 February and 07 March 2024 (previously circulated).

c.       Strategy and Resources Committee

The draft minutes of the meeting held on 28 February 2024 (previously circulated).

d.       Human Resources

The draft minutes of the meeting held on 22 February 2024 (previously circulated).

a.       Amenities, Culture & Leisure Committee

The minutes of the meetings held on 17 January and 06 March 2024 were presented by Councillor Declan Baseley with all matters resolved.

b.       Planning, Environment & Transport     Committee

The draft minutes of the meetings held on 04 January, 25 January, 15 February and 07 March 2024 were presented by Councillor Clare Cape with all matters resolved.

c.       Strategy and Resources Committee

The draft minutes of the meeting held on 28 February 2024 were presented by Councillor Pete Cousins with all matters resolved.

d.       Human Resources

The draft minutes of the meeting held on 22 February 2024 were presented by Councillor Desna Allen with all matters resolved.

To receive the notes from the Community Safety Forum meeting held on 05 December 2023 for information only (copy attached).

RESOLVED that:

The notes from the Community Safety Forum meeting held on 05 December 2023 were noted.

To receive the minutes from the Youth Council meetings held on 16 January and 20 February 2024 for information only (copies attached).

RESOLVED that:

The notes from the Youth Council meetings held on 16 January and 20 February 2024 were noted.

To receive and consider a report from the Director of Resources, Responsible Financial Officer, regarding the adoption of a revised Investment Strategy following a recommendation from the Strategy and Resources Committee on 28 February 2024 (copy attached). 

The Director of Resources presented the report regarding a recommendation from the Strategy and Resources Committee for the Council to adopt a revised Investment Strategy. It was noted that the priority is security and liquidity first and then yield, advice had been provided on environmental and social issues highlighting the codes of practice involved.

Councillors Pete Cousins and Matthew Short raised concerns about the use of Money Market Funds, whilst acknowledging their limited expertise, they did not feel comfortable with the Council investing in these due to the risk involved.

Councillor Pete Cousins proposed an amendment to the Strategy: “to remove the option to invest in Money Market Funds whilst maintaining the rest of the Strategy”, this was seconded by Councillor Matthew Short. The Director of Resources noted that if the amendment was supported advice would need to be sought from Arlingclose.

Councillors discussed the amendment and agreed that further expertise needed to be sought from Arlingclose, Councillors Pete Cousins and Matthew Short agreed to withdraw the amendment and proposed and seconded a motion to defer consideration of the business. With the majority, in favour it was;

RESOLVED that:

The agenda item be deferred to a future meeting once advice had been sought and the implications of not including Money Market Funds in the Investment Strategy was fully understood.

To receive and consider a report from the Director of Community Services regarding a proposal for unbudgeted expenditure to carry out restoration works to the War Memorial following a recommendation from the Amenities, Culture and Leisure Committee on 06 March 2024 (copy attached).

The Director of Community Services presented the report regarding the deteriorating condition of the War Memorial and proposal to proceed with Phase 3 renovations. It was noted that the Amenities, Culture and Leisure Committee supported the request on 06 March 2024 and requested Full Council to consider budget to complete this work in the Summer of 2024. Additionally, the Committee supported the inclusion of additional wording to commemorate all service animals on the civilian plaque, this had been consulted with and supported by the Royal British Legion. The Director of Resources noted that the unbudgeted expenditure would come from Capital Earmarked Funds reserves. The Director of Community Services highlighted the approach to the works is a sympathetic conservation to protect it, but it will continue to age.

RESOLVED that:

Council:

i) Supported the proposed Phase 3 works to the War Memorial.

ii) Supported the addition of wording to commemorate the lives of all service animals from the Chippenham area that have died during human conflict, on the civilian memorial below the names of those killed.

iii) Requested additional unbudgeted expenditure of £24,997 to enable completion of the works in Summer 2024.

To receive and consider a report from the Head of Democratic Services regarding a response to Dorset & Wiltshire Fire and Rescue Authority’s consultation on their draft Community Safety Plan 2024-28 (copy attached).

The Head of Democratic Services presented the report regarding consideration of a Town Council response to the Dorset & Wiltshire Fire and Rescue Authority’s (DW Fire) consultation on their draft Community Safety Plan 2024-28.

Councillor Pete Cousins highlighted that the document was excellent but that is was long and needed a summary which would be helpful for people.

RESOVED that:

i) Councillors considered DW Fire’s draft Community Safety Plan 2024-28 and provided comments to be included in response to the below questions.

ii) The Chief Executive be delegated authority to collate and submit these as the Town Council response to the consultation:

• How clear did you find the plan in setting out our direction? (1-5, 1 not at all clear and 5 very clear) - 5

• Is there anything you feel we have missed in the plan? – A summary, include ‘attracting a diverse workforce’ rather than ‘retain’.

• Is there anything you would like to add? – No

• How useful did you find the supporting video? (1-5, 1 not at all useful and 5 very useful) - 5

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 January 2024. It was noted that the referendum date of 23 May 2024 had been scheduled and would be held by the Wiltshire Council Elections team.

Councillors congratulated and praised all the hard work involved by people over the years on the Neighbourhood Plan. Councillor Matthew Short highlighted that there could be some confusion between the One Plan consultation and the Neighbourhood plan and communications would need to make the difference clear.   

RESOLVED that:

Councillors noted the report.

To receive urgent action forms relating to decisions made under delegated authority by the Chief Executive for information (copies attached):

i) Community Governance Review Response

ii) Minor Changes to Memorandum of Understanding

RESOLVED that:

Two urgent action forms 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.

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 Angie Litvak-Watson, as representative for Waste Not Want Not, highlighted they are looking for new board members if anyone was interested, they do great work with the ‘fresh start’ scheme.

Councillor Matthew Short, as representative for LHFIG, updated on the many requests that are being considered and that there would be some requests for funding coming to the Town Council.

Councillor John Scragg, as representative WALC, updated that a new County Secretary had been appointed.

Councillor Pete Cousins, as an attendee of the Town Centre Partnership Board meetings, updated that Councillors had been invited to a workshop relating to the Chippenham River Masterplan.

iv.      Councillors Liz Alstrom and Kathryn Macdermid updated as Wiltshire Councillors in their roles as co-chairs on the Local Youth Network. Teen Takeover was being hosted in Chippenham on 27^th and 28^th April 2024. Details were available on the One Chippenham website, the weekend would involve art, music, drama, activities, live comedy, and a cinema screening.

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

vi.      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 to unblock the significant backlog of Local Highways and Footway Improvement Group requests (LHFIG) in the Chippenham area.

·         Wiltshire Council spend some of their CIL on a community hall in the Hunters Moon area as a large development without a community facility.

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

Councillors requested communications on War Memorials generally and clear communications relating to the One Plan Consultation and Neighbourhood Plan being different.

The next meeting of Full Council will be the Annual Council meeting held at 7pm on Wednesday 15 May 2024.

The next meeting of Full Council will be held at 7pm on Wednesday 15 May 2024.