Agenda and draft minutes

Venue: Melksham Town Hall

Contact: Linda Roberts - Town Clerk 

Items
No. Item

1.

Apologies

To receive apologies for absence.

Minutes:

No apologies were received.

2.

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:

There were no declarations of interest.

3.

Minutes pdf icon PDF 111 KB

To confirm as a correct record the minutes of the Extraordinary Full Town Council meeting held on 16 December 2019.

Minutes:

The minutes of 16 December 2019, having previously been circulated were approved as a correct record and signed by the Town Mayor, Councillor Hubbard.

 

4.

Town Mayor's Announcements

Minutes:

The Town Mayor, Councillor Hubbard, requested that Councillors reply to the Assistant to the Town Clerk regarding the Councillors’ training course arranged for 29th February.

5.

Police Report pdf icon PDF 531 KB

Circulated with Agenda.

Minutes:

The Police Report was noted. PC Darren Foulger PC 1751 was in attendance to answer any questions regarding his report.

 

PC Foulger introduced himself and provided information regarding his career in the police. His specialty is youth working and engagement with local schools.

 

PC Foulger explained that a community hub had been created with five dedicated officers. Incidents could be reported by email, online or via community messaging.

 

If there were any issues Members wished to discuss, PC Foulger confirmed that he was happy to be contacted in between Town Council meetings.

6.

Reports from Unitary Councillors

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

Minutes:

Councillor Aves advised Members that the next Full Council meeting for Wiltshire Council would be held on 25 February. The Town Mayor, Councillor Hubbard,  added that at that meeting, they would be discussing their budget.

 

The Town Mayor, Councillor Hubbard,  will chair the new adoption scrutiny panel set up by Wiltshire Council due to the changes in adoption services.

7.

Budget 2020/21 pdf icon PDF 431 KB

To consider the Town Council’s Budget and Precept for 2020/21. Members are requested to approve either option A or option B. The Town Clerk’s report and major projects’ report are attached.

Additional documents:

Minutes:

Standing orders were suspended to allow Colin Goodhind to speak on the budget, as a member of the public.

 

MrGoodhind asked what had been included in the 2020/21 budget for CCTV expenditure. He was advised that the base budget included no allowance for CCTV expenditure.

 

MrGoodhind asked what monies had been allocated in the budget for the repair/maintenance of Riverside Walk. Councillor Welch thought that this land belonged to Cooper Tires.  It was agreed that the matter would be referred to the Community Development Committee for resolution.

 

The Town Mayor, Councillor Hubbard, recommended that discussion took place regarding the comprehensive report prepared by the Town Clerk which set out in great detail the budget to be carried out, discussed the headings in the budget and made  a recommendation. Councillors would be invited to propose their motions .

 

Councillor Sankey stated that he felt that the Council should not accrue funds for projects which had not yet been agreed.

 

Discussion took place regarding the additional costs which would be incurred by the Council when services were devolved from Wiltshire Council and whether these were reflected in either of the budget options proposed by the Town Clerk, who responded that they were not.

 

The Town Mayor, Councillor Hubbard, referred everyone to the Town Clerk’s report and asked if members wished to go through this, raise any questions and whether members understood the Town Clerk’s recommendation. There were no comments or questions from members. He then reminded members of the recommendation made by the Finance and Admin. Committee which was:

 

‘RESOLVED to put forward two budget options to Full Council:

 

Option A – excluded the £106,000, and;

 

Option B – which retained £106,000 in the major project’s reserve.’

 

It was suggested that Council consider option A first; consideration could then be given to option B.

 

Discussion took place and satisfactory explanations were received regarding the Assembly Hall’s electricity bill, the grant to Party in The Park, the Mayor’s annual allowance, the grants received for the Splashpad at King George V Park and protective equipment for the amenities team.

 

A stand-still budget was proposed by Councillor Wiltshire and seconded by Councillor Brown. Councillor Wiltshire was then asked where the shortfall of £45,000 would come from. His response was that it wasn’t his job to decide this. The Town Mayor, Councillor Hubbard, requested guidance regarding the shortfall if the motion was passed. Councillor Fiorelli suggested that the shortfall could be met from grants. Councillor Wiltshire felt that he did not need to decide where the shortfall should be met from but was advised by the Town Mayor, Councillor Hubbard, that the Council needed to approve the budget that evening so that the Town Clerk could advise Wiltshire Council of the Town Council’s precept by 24 January.

 

In answer to a question from Councillor Pain about changing major projects, the Town Mayor, Councillor Hubbard, confirmed that the implications of reducing the major projects reserve would be dealt with reminding members that there was no  ...  view the full minutes text for item 7.

8.

Appointment of Leader of the Council pdf icon PDF 223 KB

As per the decision of the 25 November 2019 Full Council meeting, members are requested to appoint a Leader of the Council.

Additional documents:

Minutes:

It was proposed by Councillor Watts, seconded by Councillor Illman and

 

RESOLVED to appoint Councillor Fiorelli as Leader of the Council.

9.

Asset Register pdf icon PDF 249 KB

To approve the asset register for 2020.

Minutes:

It was agreed to defer discussion regarding the asset register.

10.

Accounts

10.1/19

Payments pdf icon PDF 155 KB

To RESOLVE to approve the attached payments.

Additional documents:

Minutes:

The payments were approved.

10.2/19

Monthly Financial Statement pdf icon PDF 13 KB

To note the statement.

Minutes:

The monthly financial statement for December 2019 was noted.

10.3/19

Detailed Income & Expenditure Report as at 31 December 2019 pdf icon PDF 44 KB

To note the Report.

Minutes:

The income and expenditure statement for December 2019 was noted.

 

10.4/19

Earmarked Reserves pdf icon PDF 11 KB

To note the Report.

Minutes:

The earmarked reserves for December 2019 were noted.

 

11.

Committee Minutes

11.1/19

Finance and Admin pdf icon PDF 189 KB

To receive the  minutes of the Finance and Admin Committee meeting held on 18 November 2019.

Minutes:

The minutes of the Finance and Admin. Committee meeting held on 18 November 2019 were received.

11.2/19

Economic Development & Planning pdf icon PDF 141 KB

To receive the minutes of the Economic Development and Planning Committee meetings held on 2 December 2019 and 23 December 2019.

 

Additional documents:

Minutes:

The minutes of the Economic Development & Planning Committee meetings held on 2 December 2019 and 23 December were received.

 

12.

Sub Commitee Minutes

12.1/19

King George V Sub Committee pdf icon PDF 46 KB

To receive the minutes of the sub-committee meeting held on 19 November.

Minutes:

The minutes of the King George V Sub-Committee meeting held on 19 November 2019 were received.

 

13.

Working Group Minutes

14.

Calendar of Town Council meetings pdf icon PDF 172 KB

To consider the proposed calendar of Town Council meetings attached.

Minutes:

 

 

Discussion took place regarding the day of the week on which Town Council meetings were held and whether this could be changed to enable Councillors to attend meetings at Melksham Without Parish which are also held on Monday nights.

 

Councillor Fiorelli proposed a motion to reject the calendar and rework it moving meetings to Tuesday evenings. This was seconded by Councillor Sankey.

 

The Town Mayor, Councillor Hubbard, proposed an amendment to the motion, which was seconded by Councillor Pain and

 

RESOLVED to adopt the calendar and instruct the Town Clerk to investigate the practicality of using a different day of the week for meetings with effect from the municipal year 2021.

14.1/19

Neighbourhood Plan Joint Steering Group pdf icon PDF 625 KB

To receive the notes of the meeting of the Neighbourhood Plan Steering Group held on 30 October 2019.

Additional documents:

Minutes:

The notes of the Neighbourhood Plan Joint Steering Group meeting held on 30 October 2019 were received.

14.2/19

Shurnhold Fields Working Group pdf icon PDF 311 KB

To receive the notes of the Working Group meeting held on 20 November 2019.

Minutes:

The notes of the Shurnhold Fields Working Group meeting held on 20 November 2019 were received.

 

15.

Notice of Motion - Volunteer Fair (Councillor Pain and Councillor Aves) pdf icon PDF 218 KB

The full motion is appended to the agenda.

 

To consider holding a Volunteer Fair to assist voluntary groups, charities, community interest groups and other community based non-profit organisations to recruit volunteers in their efforts to deliver their services and programmes.

 

Minutes:

This item was deferred, as the proposal was very close to the new Community Expo event.

16.

Community Governance Review

To agree the Town Council’s response to the consultation.

Minutes:

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

 

RESOLVED that comments regarding the Community Governance Review would be passed to the Town Clerk who would then circulate her proposed response to Councillors.

 

The Town Clerk pointed out to Councillors that Wiltshire Council’s recent letter regarding the Community Governance Review did not mention Melksham and Melksham Without as being areas affected by the Review.

17.

Community Infrastructure Levy pdf icon PDF 89 KB

To reaffirm the resolution made at the Full Council meeting on 3 April 2017 regarding projects for CIL expenditure.

 

Following the working group meeting on 8 January 2020 it was agreed that the Council must agree a way forward with Melksham Without Parish Council regarding the allocation of CIL funding, the aim being the agreeing of a policy for inclusion in the Neighbourhood Plan to ensure a fair and equitable distribution of CIL funding on infrastructure which benefits the whole Neighbourhood Plan area.

 

 

Minutes:

The Town Clerk advised Councillors that she was hoping to get a policy included within the Neighbourhood Plan to ensure a fair and equitable distribution of CIL funding on infrastructure which provides benefits for the whole Neighbourhood Plan area, whether the development is in Melksham Town or Melksham Without Parish (MWOP).

 

Councillor Watts believed that reaffirming something agreed in April 2017 was at odds with now attempting to agree something fair and equitable with MWOP.

 

Councillor Sankey felt that the Town Clerk should talk to MWOP’s Clerk to see what had been agreed  regarding CIL funding at their finance meeting.

 

Discussion took place regarding the Town Council’s position and what approach should be taken in order to find a way forward with a suggestion that two representatives should be appointed and a meeting arranged between the two Councils.

 

Councillor Westbrook referred to the minutes from a meeting in April 2017 which reflected five avenues of expenditure for CIL funding: highways, health and wellbeing, public transport, recreation and provision of youth facilities.

 

Councillor Watts suggested that a two-pronged approach was needed:

 

1.      Representatives were needed at the next Neighbourhood Plan steering group meeting to produce a statement for the Neighbourhood Plan regarding CIL funding.

2.      A separate agreement was needed with MWOP outside the Neighbourhood Plan stating that CIL funding must be spent equitably and fairly across the Neighbourhood Plan area and nowhere else. A joint committee should be created between the two Councils to assume responsibility for spending.

 

The Town Clerk stated that both Councils should form a joint working group and work with Wiltshire Council’s spatial planning department to identify infrastructure requirements for the Neighbourhood Plan area. The findings of such a group would be agreed by both Councils and included in the Neighbourhood Plan.

 

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

 

RESOLVED that the Town Council seeks agreement with MWOP to ensure a fair and equitable allocation of CIL funding across the Neighbourhood Plan Area.

 

18.

Shurnhold Fields Working Group Expenditure pdf icon PDF 74 KB

To approve the expenditure of £21,441 plus VAT details contained in the notes of the meeting held on 20 November 2019, quotes attached.

 

Minutes:

Discussion took place regarding the nature of the work to be undertaken to install a car parking area at Shurnhold Fields and what funding could be used.

 

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

 

RESOLVED that the Town Council believed that this project should be funded by CIL and to advise MWOP accordingly.

19.

Future of Melksham Artefacts held by Melksham and District Historical Association

To consider the future of Melksham artefacts arising from a letter received from the Melksham and District Historical Association. Letter sent by separate email.

Minutes:

Graham Ellis from the Wellhouse Museum asked  Councillors to bear in mind that some of the items held by the Melksham and District Historical Association (MDHA) were irreplaceable in both nature and access and consideration should be given as to what to do with them. The Wellhouse collection has space for some of the items and was not asking for disbursements.

 

Cath Berry introduced herself as chairman of the MDHA. An inventory of the items currently stored in the Assembly Hall has been carried out by her. Both Chippenham and Devizes Museums have expressed an interest in the collection but Mrs Berry believed that the collection should stay within Melksham.

 

The Town Mayor, Councillor Hubbard, advised Mrs Berry that although a letter had been sent by the Assembly Hall, there was no immediate urgency to move the collection.

 

It was felt that decisions regarding the collection would sit better with the Community Development Committee.

 

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

 

UNANIMOUSLY RESOLVED to ask the Town Clerk and Facilities Manager to prepare a strategic report regarding the future of the artefacts currently stored in the Assembly Hall with the aim of finding a permanent home for them.

20.

Items for Noting and Information

20.1/19

Splitz Support Service Donation pdf icon PDF 61 KB

To receive acknowledgement and thanks from Splitz Support Service for the Town Council’s £500 donation on 20 September 2019.

Minutes:

The letter of thanks from Splitz Support for the Town Council’s donation was noted.

20.2/19

Wiltshire Citizens Advice - Funding Acknowledgement

To receive an acknowledgement letter from Wiltshire Citizens Advice.

 

Minutes:

The letter of thanks from Wiltshire Citizens Advice Bureau for the Town Council’s donation was noted.

 

20.3/19

Party in the Park 2020

To note the decision made by the organisers to cancel the event for 2020 and to consider how the grant made to Party in the Park for the 2020 event should be dealt with.

Minutes:

It was noted that Party in the park would not take place in 2020. The grant had not been paid.

20.4/19

Melksham Rail User Group pdf icon PDF 183 KB

 To receive the minutes of the meeting held on 27 November 2019 for information only.

Minutes:

The minutes of the meeting held on 27 November 2019 were noted.

21.

Melksham & District Twinning Association pdf icon PDF 199 KB

To discuss the 40th anniversary visit to Avon by two members of the former twinning association and the possibility of sending a gift on behalf of the Town Council and a letter of friendship from the Mayor.

Minutes:

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

 

RESOLVED to instruct the Town Clerk to draft a letter of friendship to the Avon Twinning Association and spend a maximum of £50 on a gift.

22.

Representatives on outside bodies pdf icon PDF 200 KB

To discuss the appointment of a Councillor as a representative with the WSO Canal Partnership.

Minutes:

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

 

UNANIMOUSLY RESOLVED to appoint Councillor Brown as the Town Council representative with the WSO Canal Partnership.

23.

Request for Confidential Session

A confidential session is not required.

Minutes:

A confidential session was not required.