Agenda and draft minutes

Venue: Town Hall

Contact: Linda Roberts - Town Clerk 

Items
No. Item

183/21

Apologies

To receive apologies for absence.

Minutes:

Apologies were received from Councillors Cooke, J. Crundell, Houghton and Price.

 

184/21

Declarations of Interest

To receive any Declarations of Interest in respect of items on this agenda as required by the Code of Conduct adopted by the Council.

 

Members are reminded that, in accordance with the Council’s Code of Conduct, they are required to declare any disclosable pecuniary interest or other registrable interests which have not already been declared in the Council’s Register of Interests. Members may however, also decide, in the interests of clarity and transparency, to declare at this point in the meeting, any such disclosable pecuniary interests which they have already declared on the Register, as well as any other registrable or other interests.

Minutes:

Councillor Oatley declared a disclosable pecuniary interest in relation to agenda item no. 11.3 in respect of the Red Circled Grant application from Young Melksham (4Youth). Councillor Oatley remained in the meeting and did not take part in the debate on this item.

 

The Town Mayor, Councillor Hubbard, declared an interest in relation to agenda item no. 11.3 in respect of the Red Circled Grant application from Young Melksham (4Youth). Councillor Hubbard remained in the meeting and did not take part in the debate on this item.

 

185/21

Police - Youth Offending Team Presentation and Police Area Board report August 2021 pdf icon PDF 469 KB

To receive a presentation from Sgt James Twyford regarding the Youth Offending Team. (see attached).

 

To note the Police Area Board Report August 2021 (see attached).

Additional documents:

Minutes:

A presentation was given by Sgt James Twyford of Wiltshire Police regarding the Youth Offending Team. He explained that the Youth Offending Team were a multi-agency team who use a holistic approach, working collaboratively with young offenders, to provide interventions bespoke to the young person’s needs.  The team tackled the three main areas of Youth Offending:

·         Prevention

·         Offenders and

·         Victims of crime.

 

Sgt Twyford reported that in 2019/2020 after intervention by the Youth Offending Team 77% of young people did not reoffend.

 

The Police Area Board report for August 2021 was noted.

 

186/21

Minutes pdf icon PDF 301 KB

To approve the minutes of the Extra-Ordinary Full Council Meeting held on 9 August 2021.

Minutes:

It was proposed by the Town Mayor, Councillor Hubbard, seconded by the Deputy Town Mayor, Councillor Goodhind and

 

UNANIMOUSLY RESOLVED that the minutes of the Extra-Ordinary Full Council  meeting held on 9 August 2021, having previously been circulated, were approved as a correct record and signed by the Town Mayor, Councillor Hubbard.   

 

 

187/21

Reports from Unitary Councillors

Unitary Councillors to report on any matters affecting Melksham which have been discussed at Wiltshire Council Meetings.

Minutes:

Members received an update from Councillor Alford regarding the recent publication of Wiltshire Council’s Business Plan which is a high level Strategic Plan. The main priorities will be climate change, the environment, biodiversity and more sustainable transport.

188/21

Accounts

188/21.1

List of Payments pdf icon PDF 44 KB

To approve the list of payments made by Direct Debit, debit card, cheques, and BACS per the attached for the period from 01/07/2021 to 31/07/2021.

 

To approve the list of payments for the Assembly Hall Bank Account for the period from 01/07/2021 to 31/07/2021.

 

Additional documents:

Minutes:

The Town Clerk stated that she would investigate and respond to Councillors regarding queries raised.

 

It was proposed by the Town Mayor, Councillor Hubbard, seconded by the Deputy Town Mayor, Councillor Goodhind and 

 

UNANIMOUSLY RESOLVED to approve the list of payments made by Direct Debit, debit card, cheque, and BACS for the period from 01/07/2021 to 31/07/2021.

 

It was proposed by the Town Mayor, Councillor Hubbard, seconded by the Deputy Town Mayor, Councillor Goodhind and 

 

UNANIMOUSLY RESOLVED to approve the list of payments for the Assembly Hall Bank Account for the period from 01/07/2021 to 31/07/2021.

188/21.2

Petty Cash pdf icon PDF 77 KB

To approve the payments made by petty cash per the attached for the period from 01/07/2021 to 31/07/2021.

Minutes:

It was proposed by the Town Mayor, Councillor Hubbard, seconded by the Deputy Town Mayor, Councillor Goodhind and 

 

UNANIMOUSLY RESOLVED to approve the payments made by petty cash for the period from 01/07/2021 to 31/07/2021.

 

188/21.3

Monthly Financial Statements Year to Date to 31 August 2021 (Month 5) pdf icon PDF 12 KB

To note the monthly Financial Statement.

Minutes:

The monthly financial statement was noted.

188/21.4

Detailed Income & Expenditure Report Year to Date to 31 August 2021 (Month 5) pdf icon PDF 211 KB

To note the Income and Expenditure report.

Minutes:

The Income and Expenditure report was noted.

188/21.5

Earmarked Reserves Year to Date to 31 August 2021 (Month 5) pdf icon PDF 10 KB

To note the Earmarked Reserves.

Minutes:

The Earmarked Reserves were noted.

189/21

Standing Orders pdf icon PDF 385 KB

Members are requested to resolve to approve the amended Standing Orders which reflect he following amendments as agreed at the meeting on 28 June 2021 as follows.

 

·           “To include an Order stating that questions from councillors regarding the business of the Council, as reflected in Standing Orders, should be put to the Town Clerk in writing prior to a meeting of Full Council and would be addressed as a separate agenda item at each meeting of Full Council”, and

 

·           “To approve the amendments and additions to Standing Orders subject to the removal of all references to the Leader and the stipulation that only Members of the Staffing Committee would be permitted to attend and participate in meetings of the Committee. The Standing Orders would then stand adjourned until a full clean set is presented and approved at the next meeting of Full Council”.

Minutes:

It was proposed by the Town Mayor, Councillor Hubbard, seconded by the Deputy Town Mayor, Councillor Goodhind and

 

UNANIMOUSLY RESOLVED to adopt the revised Standing Orders.

190/21

Committee Minutes

190/21.1

Asset Management and Amenities Committee pdf icon PDF 270 KB

To receive the draft minutes of the Asset Management and Amenities Committee meeting held on 2 August 2021 and to approve the following recommendation:

 

·         To agree the Terms of Reference of the Parks Working Group (see attached).

Additional documents:

Minutes:

It was proposed by the Town Mayor, Councillor Hubbard, seconded by the Deputy Town Mayor, Councillor Goodhind and

 

UNANIMOUSLY RESOLVED to receive the draft minutes of the Asset Management and Amenities Committee meeting held on 2 August 2021.

 

190/21.1.1      Asset Management and Amenities Committee Recommendations

 

The Asset Management and Amenities Committee requested that members review and approve the Terms of Terms of Reference for the Parks Working Group.

 

It was proposed by the Town Mayor, Councillor Hubbard, seconded by the Deputy Town Mayor, Councillor Goodhind and

 

UNANIMOUSLY RESOLVED to approve the Terms of Reference for the Parks Working Group.

 

190/21.2

Community Development Committee pdf icon PDF 136 KB

To receive the draft minutes of the Community Development Committee meeting held on 13 September 2021 and consider the following recommendations:

 

·           To approve the amended Terms of Reference (see attached).

·           A Virtual Community Hub Working Group has been created comprising five Councillors; four of whom have been appointed from the Community Development Committee. To appoint one additional member onto the Virtual Community Hub Working Group.

·           The Environment and Climate Working Group has been re-established comprising five Councillors; two of whom have been appointed from the Community Development Committee. To appoint three additional members onto the Environment and Climate Working Group.

·           A Community Arts Project Working Group has been created comprising five Councillors; one of whom have been appointed from the Community Development Committee. To appoint four additional members onto the Community Arts Project Working Group.

Minutes:

It was proposed by the Town Mayor, Councillor Hubbard, seconded by Councillor Oatley and

 

UNANIMOUSLY RESOLVED to receive the draft minutes of the Community Development Committee meeting held on 13 September 2021.

 

190/21.2.1      Community Development Committee Recommendations

 

The Community Development Committee requested that members review and approve the amended Terms of Reference for the Community Development Committee and appoint Councillors as members of the Environment and Climate Working Group and the Arts Project Working Group.

 

It was proposed by the Town Mayor, Councillor Hubbard, seconded by Councillor Oatley and

 

UNANIMOUSLY RESOLVED to approve

·           the amended Terms of Reference for the Community Development Committee.

·           to  appoint Councillors Aves, Lewis, Mortimer, Rabey, Ellis and S Crundell onto the Environment and Climate Working Group.

·           to appoint Councillors Aves, Hubbard, Lewis and Forgacs onto the Arts Project Working Group.

 

 

190/21.3

Finance Administration and Performance Committee pdf icon PDF 267 KB

To receive the minutes of the Finance, Administration and Performance Committee Meeting held on 19 July 2021 and the draft minutes of the Finance, Administration and Performance Committee meeting held on 20 September 2021 (to follow).

 

Members are requested to consider the following recommendation from the meeting held on 19 July 2021, where it was agreed to submit a proposal to the Full Council meeting schedule for 27 September 2021 to approve the completion of one application form for Red Circled Grant Funding from each applicant to cover the current financial year and the three following financial years (2022-2023, 2023-2024, and 2024-2025). 

 

Members are requested to approve the payment of Red Circled Grants per the applications as budgeted in this financial year and for the financial years 2022-2023, 2023-2024, and 2024-2025 (see attached grant applications and grant summary).

Members are requested to decide whether to fund the payment of two additional large grants, for TransWilts and Relate Wiltshire for the financial years 2021-2022 (see attached grant applications and grant summary).

The total remaining budget for grants for the Financial Year 2021-2022 is £14,100.

 

Additional documents:

Minutes:

The draft minutes of the Finance, Administration and Performance Committee meeting held on 20 September 2021 were received.

 

The Finance, Administration and Performance Committee Recommendations

 

109/21.3.1     The Finance, Administration and Performance Committee requested that in order to provide funding for the Red Circled Grants, members decide whether to:

·           approve the completion of one application form from each applicant covering the current financial year and the three following financial years (2022-2023, 2023-2024, and 2024-2025) and

·           approve the payment of Red Circled Grants budgeted in the current financial year and for the financial years 2022-2023, 2023-2024, and 2024-2025 for the following:

o    Melksham Carnival               (£3,000)

o    Christmas Lights                    (10,000)

o    Citizens Advice Bureau         (£6,000)

o    Food and River Festival         (£3,000)

o    Party in the Park                   (£3,000)

o    Tourist Information Centre   (£5,000)

o    Young Melksham (4Youth)    (£10,000)

 

It was proposed by the Deputy Town Mayor, Councillor Goodhind, seconded by Councillor S Crundell and

 

RESOLVED to:

·           ask each of the applicants at the start of the financial year whether their event has taken place

·           ask the grant recipients to give a presentation to Full Council or the Annual Town meeting regarding how their grant had been spent and how each project had progressed.

·           approve one application form for Red Circled Grant Funding from each applicant to cover the current financial year and the three following financial years (2022-2023, 2023-2024, and 2024-2025). 

·           approve the payment of Red Circled Grants budgeted in the current financial year and for the financial years 2022-2023, 2023-2024, and 2024-2025 for the following:

o   Melksham Carnival                             (£3,000)

o   Christmas Lights                                  (10,000)

o   Citizens Advice Bureau                       (£6,000)

o   Food and River Festival                       (£3,000)

o   Party in the Park                                 (£3,000)

o   Tourist Information Centre                 (£5,000)

o   Young Melksham (4Youth)                  (£10,000)

 

109/21.3.2      The Finance, Administration and Performance Committee requested that members decide whether to fund the payment of two additional large grant applications from TransWilts and Relate Wiltshire for the financial years 2021/2022.

 

It was proposed by Councillor Aves, seconded by Councillor Oatley and

 

RESOLVED that the TransWilts application would not be supported, but to offer some support on a further application, suggesting they re-apply including a detailed breakdown of costs and evidence showing the benefits for Melksham Residents.

 

It was proposed by Councillor Aves, seconded by Councillor Oatley and

 

RESOLVED that the Relate Wiltshire application would not be supported but for constructive feedback to be provided to the group asking them to re-apply including a detailed breakdown of costs and evidence showing the benefits for Melksham residents.

190/21.4

Staffing Committee pdf icon PDF 231 KB

To receive the draft minutes of the Staffing Committee meeting held on 20 September 2021 (see attached).

Minutes:

The draft minutes of the Staffing Committee meeting held on 20 September 2021 were received.

 

191/21

Working Group Notes

191/21.1

Parks Working Group pdf icon PDF 34 KB

To receive the notes of the Parks Working Group meeting held on 20 July 2021.  Council is requested to approve the Parks Working Group Terms of Reference (see attached).

Additional documents:

Minutes:

The notes of the Parks Working Group meeting held on 20 July 2021 were received.

 

191/21.1.1      The Parks Group Recommendations

 

The Parks Working Group requested members to approve the Parks Working Group Terms and Conditions.

 

It was proposed by the Town Mayor, Councillor Hubbard, seconded by Councillor Oatley and

 

UNANIMOUSLY RESOLVED to approve the Terms and Conditions of the Parks Working Group.

 

191/21.2

Shurnhold Fields Working Group pdf icon PDF 185 KB

To receive the notes of the Shurnhold Fields Working Group meeting held on 8 September 2021 and approve the recommendation under item number 7d) where it was:

 

RESOLVED: To recommend to Melksham Without Parish Council and Melksham Town Council to approve the tender from I&B Ayliffe Ltd for works to the Shurnhold Fields car park and improved highway entrance project.

Minutes:

The draft notes of the Shurnhold Folds Working Group meeting held on 8 September 2021 were received.

 

191/21.3.1      The Shurnhold Fields Working Group Recommendations

 

The Shurnhold Fields Working Group requested members to approve the recommendation under item number 7d) where it was:

 

“RESOLVED: To recommend to Melksham Without Parish Council and Melksham Town Council to approve the tender from I&B Ayliffe Ltd for works to the Shurnhold Fields car park and improved highway entrance project”

 

It was proposed by Councillor Aves, seconded by Councillor Rabey and

 

UNANIMOUSLY RESOLVED to approve the works to the Shurnhold Fields car park and improved highway entrance project. 

 

192/21

Neighbourhood Plan

Members to note that the next meeting of the Neighbourhood Plan Steering Group will be held on 29 September 2021 at Melksham Town Hall at 6pm.

Minutes:

Members noted the next meeting of the Neighbourhood Plan steering group would be held on 29 September 2021.

 

The Town Clerk confirmed she had submitted an expression of interest for the design code pilot scheme.

193/21

Broadband provision at the Pavilion

Members are asked to consider a request to install broadband in the Pavilion for the purpose of remote monitoring of CCTV data. A quote has been provided for £19.95 per month (excl. VAT) for a three year term plus a one-off charge of £6.95 for delivery of a router.

Minutes:

It was noted that the Area Board had approved funding of £998.00 + VAT for a CCTV camera to be located near the Skatepark with a broadband link to the pavilion.

 

It was proposed by Councillor Aves, seconded by Councillor Oatley and 

 

UNANIMOUSLY RESOLVED to approve the installation of broadband at the Pavilion to enable remote monitoring of CCTV footage at a cost of £19.95 per month (excl. VAT) for a three year term plus a one off charge for the router.

194/21

Melksham Town Council Refreshed Branding pdf icon PDF 579 KB

Members to receive the briefing of the Head of Communications and to note the proposed ideas for a Melksham Town Council brand.

Minutes:

The briefing of the Head of Communications was received.

 

Councillors discussed the proposed ideas for a Melksham Town Council brand.

 

It was proposed by the Town Mayor, Councillor Hubbard, seconded by Councillor Rabey and 

 

UNANIMOUSLY RESOLVED to defer consideration of the branding until the Full Council meeting to be held on 25 October 2021.

195/21

Speed Indicator Devices (SIDS) pdf icon PDF 1 MB

To receive the report of the Head of Communications and to approve the recommendation contained therein:

 

Provide devolved authority for officers to select an appropriate design and power function to purchase seven replacement SIDs at a cost of no more than £15,000. The devices will be deployed across Melksham based on the proposals outlined in the Notice of Motion to Full Council on 25 November 2019 by the Town Mayor, Councillor Hubbard, see Appendix 1.

 

Minutes:

The report of the Head of Communications was noted.

 

It was proposed by Councillor Alford, seconded by Councillor Oatley and

 

UNANIMOUSLY RESOLVED to delegate authority to the Town Clerk to purchase seven replacement SIDS, of an appropriate design and power function, at a cost of no more than £15, 000 to be deployed across Melksham.

 

196/21

Melksham Christmas Lights Switch-on Event pdf icon PDF 79 KB

To receive the notes of the Christmas Lights meeting held on 19 July 2021 and note of actions following the meeting.

Additional documents:

Minutes:

Members received the notes of the Christmas Lights meeting held on 19 July 2021 and note of actions following that meeting.

 

The Town Clerk reported that other local town councils are holding their Christmas Lights switch on events. The Town Council will follow Covid-19 guidance in place at the time of the switch-on.

197/21

Procurement Policy pdf icon PDF 207 KB

Members are requested to approve the adoption of the Procurement Policy.

Minutes:

It was proposed by the Town Mayor, Councillor Hubbard, seconded by Councillor S Crundell and

 

UNANIMOUSLY RESOLVED to defer the adoption of the Procurement Policy until the Full Council meeting to be held on 25 October 2021.

198/21

Confidential Session

Members are requested to make the following resolution in accordance with the Public Bodies (Admission to Meetings) Act 1960.

 

In view of the sensitive nature of the business to be transacted, it is advisable in the public interest that the public and press be excluded, and they are instructed to withdraw.

Minutes:

In view of the confidential nature of the information to be discussed, the press and public were instructed to withdraw.

198/21.1

Insurance Claim

Members are requested to note that an insurance claim has been received (see attached).

Minutes:

The Town Clerk confirmed that the Town Council’s insurers were dealing with the issue and that the Council would act on their advice.