Public Document Pack Melksham Town Council
Town Hall, Melksham, Wiltshire, SN12 6ES Tel: (01225) 704187
Town Clerk and RFO Linda Roberts BA(Hons) PGCAP, FHEA, FLSCC
To: Councillor P Aves (Town Mayor) Councillor G Mitcham (Deputy Town Mayor) Councillor S Brown Councillor V Fiorelli Councillor J Hubbard Councillor K Iles Councillor H Illman Councillor C Jeffries Councillor M Pain Councillor M Sankey Councillor T Watts Councillor T Welch Councillor A Westbrook Councillor R Wiltshire
Linda Roberts Town Clerk David McKnight Economic & Development Manager Christine Hunter Committee Clerk 14 December 2020 Dear Councillors
In accordance with the Local Government Act (LGA) 1972, Sch 12, paras 10 (2)(b) you are invited to attend the Full Council meeting of the Melksham Town Council. The meeting will be held on Monday 21st December 2020 commencing at 7.00 pm.
Under new powers introduced in the Coronavirus 2020 Act (the Local Authorities Police and Crime Panels (Coronavirus) Flexibility of Local Authorities and Crime Panels Meetings (England and Wales) Regulations 2020 the meeting will be held virtually by Zoom.
A period of public participation will take place in accordance with Standing Order 3(F) prior to the formal opening of the meeting. The Press and Public are welcome to attend this meeting using the virtual meeting access instructions on the agenda.
Yours sincerely
Mrs L A Roberts BA(Hons), PGCAP, FHEA, FSLCC Town Clerk and RFO
Email: [email protected] Web: www.melkshamtown.co.uk Facebook: facebook.com/melksham.town
Full Council Melksham Town Council
Monday 21 December 2020 At 7.00 pm at the via Zoom
Public Participation – To receive questions from members of the public.
In the exercise of Council functions. Members are reminded that the Council has a general duty to consider Crime & Disorder, Health & Safety, Human Rights and the need to conserve biodiversity. The Council also has a duty to tackle discrimination, provide equality of opportunity for all and foster good relations in the course of developing policies and delivery services under the public sector Equality Duty and Equality 2010.
AGENDA
Virtual Meeting Access
Join Zoom Meeting Instructions https://us02web.zoom.us/j/84247992688?pwd=ZlVrVzQwemNIclUwZkdkZ05PWkR0Zz09
Meeting ID: 842 4799 2688 Passcode: 315539
1. Apologies To receive apologies for absence
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.
3. Leisure Proposal - Christie Miller Leisure Proposal (Pages 1 - 12) Councillor Westbrook to provide an update to Council on the Pre-App Meeting held to discuss the proposals.
Email: [email protected] Web: www.melkshamtown.co.uk Facebook: facebook.com/melksham.town
Members are requested to consider the Town Council’s view and to support the proposals in principle. Members are reminded that it should not be to the exclusion of other bids. At the very least the site should be retained as an employment site (See Core Strategy Attached).
a) Christie Miller Leisure Proposal Impression
b) Wiltshire Council Core Strategy 2015 (Melksham section)
4. Minutes (Pages 13 - 28) To confirm as a correct record the minutes of the previous Full Town Council meeting held on 16 November 2020 to be signed at a later date by the Town Mayor Councillor Aves.
5. 2021-2022 Draft Budget (Pages 29 - 32) The notes of the Informal Budget Meeting held on 8 December 2020 for information
To review the proposed 2021-2022 Draft Budget as provided by the Town Clerk (Version 4 to Follow)
5.1 Planning Applications (Pages 33 - 34) To Comment on the following Planning Applications
20/09771/FUL 35 Bank Street Melksham SN12 6LE External Renovation (Roof, Windows, Door, Gutter, Repointing). Change front dormer from pitched to flat roof dormer.
20/03358/OUT 2 Coronation Road Melksham SN12 7PE Outline Planning Permission for a new 3 Bed House
20/10414/FUL 39 Daisy Close, Melksham, SN12 6FZ Single storey side extension
20/10626/TPO Application for work to top trees At Land adjacent to 20 King Street Melksham SN12 6HE T1) Silver Birch - Crown lift to 5M, pruning primary branches back to the main stem. Low hanging branches are hitting high sided vehicles from drive of number 20 King Street.
6. Economic Development and Planning Committee Meeting 8 December 2020 Members are requested to consider the recommendations from the meeting for funding
Email: [email protected] Web: www.melkshamtown.co.uk Facebook: facebook.com/melksham.town
requests to be included in next year’s budget.
“PROPOSED MOVEMENT CONSULTATION - PRIORITY FOR PEOPLE: MELKSHAM 2021 To consider a proposal for the agreed next stages of implementing the ‘Melksham Town 2020-2036’ report adopted by this Council in 2019. It was agreed that Townswork should pursue three of the ‘Next Steps’ outlined at the end of the report. This includes a movement working group and involves an initial study leading to a movement strategy for the future of the town.”
Extract from the Minutes: “It was propose by Councillor Hubbard, seconded by Councillor Westbrook and UNANIMOUSLY RESOLVED: to recommend to full Council that £6,000 is used from the General Reserve for Stage 1 of the project”. And further resolved “To request that Council underwrites up to £6,500 for Stage 2 to be included in the 2021-2022 budget”.
7. Shurnhold Fields (Pages 35 - 40) Members are requested to receive the Working Group Party Minutes and to agree the recommendation from the meeting held on 19 November 2020.
To agree a funding request of £1,762.50 for the purchase of three Notice Boards. The total cost is £3,535. Costs would be split equally between Melksham Town Council and Melksham Without Parish Council. Meaning that Melksham Town Council’s proportion would be £1,762.50. Members are requested to resolve to approve the payment from the General Reserve.
8. Election of Chair to Environment and Climate Working Group Members are requested to appoint a Chair to this working Group
9. Market Place - Events and Markets To consider a report with financial implications from the Economic and Development Manager to increase markets and events in the Marketplace. If Members are minded to support the recommendations there will be a requirement to add up to £10,000 to the 2021-2022 budget. Report to follow.
10. Items for Information
10.1 A350 By-pass Consultation Members are requested to decide on Melksham Town Council’s response to the By-pass Consultation. Comments need to be with Wiltshire Council by Sunday 17 January 2021.
Email: [email protected] Web: www.melkshamtown.co.uk Facebook: facebook.com/melksham.town
The Link to the By-pass Consultation on Wiltshire Council’s website is below:
https://www.wiltshire.gov.uk/highways-a350-melksham-bypass
10.2 2021 Census Information Leaflet and Census Councillors Handbook (Pages 41 - 62) For Information: a) Census Infomration Leaflet b) Census Councillors Handbook
10.3 Local Plan Review Link to Local Plan Review information below:
https://www.wiltshire.gov.uk/planning-policy-local-plan-review
11. Date and time of next meeting
18 January 2021 at 7.00 pm via Zoom
Email: [email protected] Web: www.melkshamtown.co.uk Facebook: facebook.com/melksham.town
This page is intentionally left blank Agenda Item 3
Christie Miller Leisure Proposal
Page 1 This page is intentionally left blank Wiltshire Local Development Framework
Wiltshire Core Strategy Adopted January 2015
Page 3 Table 5.8 Delivery of Housing 2006 to 2026 - Marlborough Community Area
Requirement Housing already Housing to be 2006-26 provided for identifi ed Completions Specifi c Strategic Remainder 2006-14 permitted sites to be sites identifi ed Marlborough Town 680 344 33 220 83 Remainder 240 112 37 0 91 Community 920 456 70 220 174 Area total
Melksham Area Strategy
Spatial information and context
5.80 The Melksham Community Area is located in western Wiltshire and contains the market town of Melksham, one of the larger towns in the county. Melksham benefi ts from strong links by road with the larger centres of Trowbridge and Chippenham and the regionally signifi cant A350 runs through the town from north to south. There are a large number of historic buildings within Melksham, but the town centre is in need of regeneration and the retail offer has suffered for a number of years. Community and health facilities in Melksham are under pressure, with most GP surgeries and primary and secondary schools at capacity. Although Melksham has a relatively strong existing employment base, and has the capacity for future employment growth, there is a high degree of economic out-commuting. Large numbers of residents travel to work in the nearby larger centres of Trowbridge, Chippenham and Bath, as well as smaller centres such asPage Calne, 4 Corsham and Devizes. 127 5.81 Melksham is identifi ed as having an important strategic employment role. It is located on the A350 and forms part of the key A350 employment growth area. The town has a reasonably broad economic base and has historically been able to attract large employers. However, a large number of jobs are provided by a single employer, which may leave the town vulnerable to mass job losses. Nevertheless, there are good opportunities to expand the employment base within Melksham.
The strategy for the Melksham Area
5.82 A high level of residential development is already proposed in Melksham, including a planned urban extension to the east of the town on land identifi ed in the West Wiltshire District Plan (2004). This planned development will go some way towards addressing the future affordable housing need in the town. The strategy for Melksham will be to ensure an appropriate and balanced mix of housing and employment growth is managed to provide contributions to town centre improvement and delivery of enhanced services in the town.
Issues and considerations
5.83 Specifi c issues to be addressed in planning for the Melksham Community Area include:
• residential growth in Melksham should help address the shortfall in affordable housing and contribute towards delivering improved infrastructure
• growth should contribute towards town centre regeneration, including traffi c management improvements and the revitalisation of the retail and employment offer
• improving Melksham’s town centre is a priority and this should assist in improving the setting of the historic environment. The preparation of a ‘town plan’ or similar document (e.g. neighbourhood plan) may provide a useful step to help achieve the aspirations of the local community. Wherever possible, key community services and facilities should be located within or well related to the town centre to help promote and deliver the requisite regeneration. This should include consideration for how to best provide for the proposed new community campus for the town, which would offer a number of services and facilities, including leisure uses
• there is limited scope for any further convenience retail provision in the town. However, there is some potential for expansion of comparison retailing, which 128 Page 5 should be focused in the central area of the town to support town centre regeneration. Any proposals for large format retail units should demonstrate how they would be integrated with and enhance the existing town centre businesses, incorporating high quality public realm and strong pedestrian linkages
• further employment growth in Melksham will help to further diversify the employment base, providing protection against possible future changes in the employment market. The regeneration and improvement of existing employment sites, such as the Bowerhill Industrial Estate, remains a priority
• it is importance any new development in the town has strong walking and cycling linkages to the town centre. There is local concern around the current opportunities to access the Melksham Oak School and new Asda store
• new primary and secondary school capacity is needed for the area and this will need to be met through extension and rationalisation of the existing schools or through additional schools
• developer contributions from future housing growth should help to deliver infrastructure necessary in the town. In particular, there is a need to increase the capacity of GP surgeries, particularly towards the west of the town. Additional cemetery capacity is also needed
• the proposed restoration of the Wilts and Berks Canal provides an opportunity to promote tourism within the town and provide linkages with the nearby Kennet and Avon Canal, an important leisure corridor. Opportunities to maximise the benefi t of the canal restoration will be supported, as discussed below. This matter could be addressed through future town or neighbourhood planning work
• all development should address the need for improvements to water supply and sewerage infrastructure
• opportunities to enhance the riverside area in Melksham as an important leisure corridor could be integrated into plans for the canal and any regeneration proposals. However, any proposals will need to be carefully considered through a community-led process, such as a neighbourhood plan
• a need to improve public transport provision in the area has been identifi ed, including improving bus services; improving the railway station; promoting more frequent services; car parking at the station and access for buses; and establishing a
safe cycle route network for MelkshamPage 6 129 • Melksham and Bowerhill village have a functional relationship and are considered together for the purposes of this strategy. Therefore the housing growth identifi ed for Melksham town will also serve to meet the needs of Bowerhill. The identity of these separate communities will need to be preserved through the planning process. Berryfi eld is considered separately and is identifi ed as a small village. However, it is recognised that both Berryfi eld and Bowerhill have strong functional links to Melksham and have important individual characteristics which should be protected where practicable
• development at Melksham should protect the historic environment and in particular should protect the historic setting of the Spa
• Shaw and Whitley are being planned for together due to their close proximity and the importance of ensuring future development is coordinated across the wider area.
How will the Melksham Community Area change by 2026?
5.84 Melksham will be a thriving and accessible market town that respects its heritage and rural environment, whilst welcoming the expansion of local inward investment from new high quality businesses. The town’s employment base will have been strengthened, helping to improve its economic self containment. Inward investment will also help support regeneration ambitions for the town centre, taking full advantage of its canal and riverside location. The River Avon, Kennet and Avon Canal and the restored Wilts and Berks Canal will provide social, environmental and economic assets to the area as part of a sustainably used green infrastructure network.
130 Page 7 Figure 5.10 Melksham Community Area
Page 8 131 Core Policy 15
Spatial Strategy: Melksham Community Area
Development in the Melksham Community Area should be in accordance with the Settlement Strategy set out in Core Policy 1.
Market Towns: Melksham and Bowerhill village
Large Villages: Atworth, Seend, Semington, Shaw / Whitley and Steeple Ashton.
Small Villages: Beanacre, Berryfi eld, Broughton Gifford, Bulkington, Great Hinton, Keevil, Poulshot and Seend Cleeve.
The following Principal Employment Areas will be supported in accordance with Core Policy 35: Bowerhill Industrial Estate, Hampton Business Park, Avonside Enterprise Park, Intercity Industrial Estate, Upside Business Park, Challeymead Business Park and Bradford Road Employment Area.
Over the plan period (2006 to 2026), 6 ha of new employment land (in addition to that delivered or committed at April 2011) will be provided, including:
Hampton Business Saved West Wiltshire Up to 6 ha Park District Plan Allocation
Over the plan period approximately 2,370 new homes will be provided of which about 2,240 should occur at Melksham. Approximately 130 homes will be provided in the rest of the Community Area. Growth in the Melksham Community Area over the plan period may consist of a range of sites in accordance with Core Policies 1 and 2.
Development proposals in the Melksham Community Area will need to demonstrate how the relevant issues and considerations listed in paragraph 5.83 will be addressed.
132 Page 9 Table 5.9 Delivery of Housing 2006 to 2026 - Melksham Community Area
Requirement Housing already Housing to be 2006-26 provided for identifi ed Completions Specifi c Strategic Remainder 2006-14 permitted sites to be sites identifi ed Melksham Town40 2,240 1,239 390 0 611 Remainder 130 69 10 0 51 Community 2,370 1,308 400 0 662 Area total
Melksham link project
5.85 The proposed Melksham link project would provide a canal link to the south west of Melksham between the Kennet and Avon Canal and the River Avon, and to the north east of Melksham between the River Avon and the historic alignment of the Wilts and Berks Canal. The project provides a signifi cant opportunity to improve the green infrastructure in the Community Area and provide a welcome boost to tourism, regeneration and the local economy. It also offers an opportunity to promote sustainable transport through the provision of walking and cycling routes, including providing linkages between Semington and Berryfi eld and Melksham town centre. The canal project and the link to the River Avon could particularly assist with the regeneration of Melksham town centre, and this is something which should be considered further through a ‘town plan’ or similar document. The proposed route will be protected using the same approach as that for safeguarding historic canal alignments, as set out in Core Policy 53 (Wilts and Berks and Thames and Severn Canals). Canal proposals along this route will need to demonstrate that particular concerns around water abstraction, water quality, biodiversity and fl ood risk have been fully addressed, and that adequate facilities for sewage disposal and waste collection will be provided. Canal proposals must also have regard to the status and objectives of the River Avon, as set out in the Severn River Basin Management Plan (2009) prepared under the Water Framework Directive.
Page 10 133 Core Policy 16
Melksham link project
The proposed route for the Melksham link canal, as identifi ed on the proposals map, will be safeguarded from inappropriate development. Development should not prejudice the future use of the route as part of the Wilts and Berks Canal restoration project. Proposals for the use of the route as part of the canal will need to demonstrate that the cultural, historic and natural environment will be protected and enhanced, with no overall adverse effect, and that adequate consideration has been given to potential impacts on ecology, landscape, fl ood risk, water resources (abstraction) and water quality. Proposals will also need to demonstrate that suffi cient consideration has been given to the potential environmental impacts of both the Melksham scheme and the Wilts and Berks restoration project as a whole.
Mere Area Strategy
Spatial information and context
5.86 The Mere Community Area lies at the extreme western side of south Wiltshire and is predominately rural in character. A large part of the area is included within the Cranborne Chase and West Wiltshire Downs AONB.
134 Page 11 This page is intentionally left blank Agenda Item 4
Melksham Town Council
Minutes of the Full Council meeting held on Monday 16th November 2020
PRESENT: Councillor P Aves (Town Mayor) Councillor G Mitcham (Deputy Town Mayor) Councillor S Brown Councillor V Fiorelli Councillor J Hubbard Councillor K Iles Councillor H Illman Councillor C Jeffries Councillor M Pain Councillor M Sankey Councillor T Welch Councillor A Westbrook Councillor R Wiltshire
ALSO IN ATTENDANCE
OFFICERS: Linda Roberts Town Clerk David McKnight Economic Development Manager Christine Hunter Committee Clerk
PUBLIC PARTICIPATION: 15 members of the public were present. And 3 members of the press were present
1/20 Declarations of Interest
Councillor Hubbard, declared a non-prejudicial interests in Agenda item 10.2 Grant Award to Melksham Age Friendly. Councillor Iles declared a non- prejudicial interest in agenda item 10.2, Grant Award to Melksham in Bloom. Councillor Welch declared a non-prejudicial interest in Agenda item 10.2 Grant Award to Melksham Seniors and Melksham in Bloom. Councillor Westbrook declared a non-prejudicial interest in Agenda item 10.2, Grant award to Food & River Festival. Councillor Mitcham declared a non-prejudicial interest in Agenda item 10.2, Grant Award to Rachel Fowler Centre.
2/20 Apologies
An apology for absence was received from Councillor Watts
1 Page 13
3/20 Change of Order on the Agenda
The Leader Councillor Fiorelli requested that agenda item 13.1 and 13.2 be moved up the agenda to be considered after apologies. It was proposed by the Town Mayor Councillor Aves, seconded by the Leader, Councillor Fiorelli and
RESOLVED to hear agenda Item 4 after apologies.
4/20 Notice of Motion 1
Councillor Fiorelli thanked the Council for allowing this item to be considered first.
Notice of Motion
“This Council declares ‘No Confidence’ in the ability of Councillors Jon Hubbard, Richard Wiltshire, Mike Sankey and Clive Jeffries
Proposed by: Cllr Vanessa Fiorelli Seconded by: Cllr Adrienne Westbrook
Received: 1 October 2020
Purpose of Motion It is proposed that this Council passes a motion of No Confidence in Councillor Jon Hubbard, Councillor Richard Wiltshire, Councillor Mike Sankey and Councillor Clive Jeffries.
Councillor Fiorelli stated she wished to withdraw her Motion in order to move the situation forward, work more cohesively together and build good working relationships. Councillor Fiorelli repeated the offer from the Town Clerk to organise a separate meeting to discuss how to move forward as a council and build relationships.
As seconder Councillor Westbrook confirmed her support of withdrawing the motion and supported that a meeting of all councillors should be arranged for a separate discussion.
Councillor Pain confirmed he did not support withdrawing this motion and stated it should stand and the Council should vote on it.
Councillor Hubbard suggested this Motion should not be discussed if it was withdrawn.
5/20 Notice of Motion 2
Page 14 2
Notice of Motion
“This Council declares ‘No Confidence’ in the ability of the Leader, Deputy Leader, Mayor and Deputy Mayor of the Council
Proposed by: Cllr Richard Wiltshire
Seconded by: Cllr Martin Pain, Cllr Mike Sankey, Cllr Sue Brown, & Cllr Clive Jeffries
Received: 30 October 2020
Purpose of Motion It is proposed that this Council passes a motion of No Confidence in Councillor Vanessa Fiorelli, Councillor Adrienne Westbrook, Councillor Pat Aves and Councillor Geoff Mitcham who have disregarded the council’s Standing Orders in staffing matters, causing much staff stress and causing spending to date of around £20,000 on Human Resource’s Consultants and locum council officers. Reason :- We are concerned that staff have been subjected to unnecessary stress and delay in resolving manageable issues all at great expense to the rate payers. We believe that some staff will find it very difficult to continue serving this town while the four councillors continue in controlling positions of office. Experienced staff have been disrupted from their work on projects for the town’s benefit.”
Councillor Pain re-iterated the reasoning behind the Motion, stating the Council had been brought into disrepute and members of staff had been caused stress and upset. A debate regarding the merits of the motion was discussed. The heated debate led to a request to have Councillor Pain be removed from the meeting - the Town Mayor asked for a recorded vote. Proposed by Councillor Illman, seconded by Councillor Fiorelli.
RESOLVED: that Councillor Pain be removed from the Meeting.
Recorded vote to remove Councillor Pain from the meeting as follows:
Name For Against Councillor Aves X Councillor Mitcham X Councillor Brown X Councillor Fiorelli X Councillor Hubbard X Councillor Iles X Councillor Illman X Councillor Jeffries X Councillor Pain X
Page 15 3 Councillor Sankey X Councillor Welch X Councillor Westbrook X Councillor Wiltshire X Total Votes 7 6
The Motion was voted on and fell, 5 votes for and 7 votes against.
6/20 Minutes
The minutes of 26th October 2020 Full Council Meeting having previously been circulated, were approved as a correct record and agreed to be signed by the Town Mayor Councillor Aves at a later date.
7/20 Town Mayor's Announcements
The Town Mayor, Councillor Ave, confirmed she had written to the Royal Mail thanking them for their help delivering information leaflets to every household at the beginning of the Covid-19 lockdown.
8/20 Reports from Unitary Councillors
Councillor Aves confirmed a meeting is scheduled soon to talk about boundaries. Councillor Hubbard confirmed Wiltshire Council had gone back into Response after coming out of Recovery. There will be two major scrutiny groups operating for the duration of the response period; the Covid -19 Task Group and the Financial Planning Task Group. These groups will be looking at what the Council’s response is, how it is dealing with issues and giving oversight on those requesting all other Councillors to feed into the process.
The Wiltshire Wellbeing Hub that ran during the last lockdown is now back to running 7 days a week. The team running the Hub had now increased staffing levels but there would be no food parcels for people who are self-isolating or shielding.
9/20 Police Report
The Tow Clerk confirmed the Police Report had not been received. As soon it was received the report would be circulate to all Councillors.
10/20 Accounts
.1 Payments
Councillor Westbrook raised concerns about items being miscoded to the Community Response. Also the report on Locum support
Page 16 4 showing £7,200 for 10 hours’ work was incorrect. Councillor Westbrook and the Town Clerk would discuss separately
Councillor Hubbard questioned paying monthly rates for the Assembly Hall and asked whether we had claimed funding from the Government schemes. The Town Clerk confirmed that a rebate on the rates had been claimed and received and that a further application would be made. The Town Clerk further advised there is possible support available for venues that had to close due to Covid- 19, and she is looking into that for the Assembly Halls. Councillor Hubbard stated it might be worth applying for discretionary funding from Wiltshire Council.
Councillor Wiltshire queried a payment of £10,800 on 27 April to Microshade. The Town Clerk confirmed that this is for all the computer systems, security, Omega the accounts package, and for the Mod.Gov committee system. This security protects all Councillor’s tablets. Councillor Wiltshire asked if we had looked at cheaper quotes for these services. Councillor Westbrook stated that when this was set up three different quotes were looked at about two years ago. Councillor Hubbard explained that there are so many things bundled into this cost centre including Mod.Gov fees. This one supplier re-hosts applications from third parties on their system, so there are about six or seven different suppliers for these services all hosted through Microshade. The Town Clerk agreed to interrogate the nominal codes and let Councillor Wiltshire have a breakdown of individual amounts.
Councillor Wiltshire queried payments for HR and Locum Services. Councillor Westbrook challenged Councillor Wiltshire’s suggested £40,000 total paid for HR and Locum services, stating it seems high. The Town Clerk explained what we pay for the standard services Ellis Whittam supply, and if we ask for anything over that covered in the contract there would be additional charges.
Councillor Wiltshire asked if there was an insurance claim due under employer’s liability. The Town Clerk confirmed there that no insurance claim had been made. Councillor Wiltshire confirmed he was referring to employer’s liability insurance where expenditure could be claimed.
It was proposed by Councillor Aves, seconded by Councillor Welch, and
RESOLVED to approve the list of payments.
Page 17 5 .2 Monthly Financial Statement - September 2020
The monthly financial statement was noted.
.3 Detailed Income & Expenditure Report as at 30 September 2020
The detailed Income and Expenditure report was noted.
11/20 Committee Minutes
The Town Clerk confirmed if members have read all minutes, are happy with them and have no queries, except for recommendations from the Finance and Admin Committee and HR Sub Committee, they can propose to take them “en- bloc”, as the Council are only receiving the minutes.
Proposed Councillor Aves and seconded Councillor Welch, all agreed with one abstention.
.1 Finance and Administration Committee
There were two recommendation from the Finance and Administration Committee meeting on 9 November 2020 as follows for approval.
1. Approve the recommendation that the General grants are awarded and resolve the shortfall is taken from the General Reserve of £6,930.
It was proposed by the Town Mayor Councillor Aves, seconded by Councillor Hubbard and
UNANIMOUSLY RESOLVED to approve the General Grants awards as recommended by the Finance and Admin Committee and that the shortfall of £6,930 is met from the General Reserve.
2. Approve the recommendation that the red-circled grants are awarded and resolve the shortfall is taken from the General Reserve of £800.
It was proposed Councillor Fiorelli, seconded Councillor Mitcham and
UNANIMOUSLY RESOLVED to approve the red- circled Grants as recommended by the Finance and Admin Committee and that the shortfall of £800.00 is met from the General Reserve.
Page 18 6
3. Donation to the Royal British Legion
Following a request from Councillor Wiltshire the Finance and Admin Committee recommended that a one off donation to the Royal British Legion of £500 is made. The Town Clerk confirmed this would come from the Remembrance Day budget. The Council recorded their thanks to Councillor Wiltshire making the suggestion.
It was proposed by Councillor Wiltshire, seconded by The Town Mayor, Councillor Aves and
UNANIMOUSLY RESOLVED to make a donation of £500.00 to the Royal British Legion paid from the Remembrance Day cost centre 115/4311.
.2 Community Development Committee
12/20 Sub Committee Minutes
.1 Economic Development and Planning Committee
The Minutes of the Economic Development & Planning Committee listed below were received.
6 July 2020 27 July 2020 24 August 2020 14 September 2020 6 October 2020 12 October 2020 27 October 2020 (Draft)
.2 Asset Management Committee
The Minutes of the Asset Management Committee listed below were received.
22 October 2020
.3 King George V Sub-Committee
The Minutes of the King George V Sub- Committee listed below were received.
Page 19 7
27 January 2020 16 September 2020 14 October 2020 (Draft)
.4 HR Sub-Committee
The Minutes of the HR Sub Committee meetings held on 27 January 2020, 16 September 2020, and 14 October 2020 were received, and the recommendation of 21 October 2020 to agree offering a support counselling services to staff, added to the contract with Ellis Wittam was agreed.
Proposed Councillor Westbrook, seconded Councillor Illman and
UNANIMOUSLY RESOLVED to add a welfare and counselling package to the contract with Ellis Whittam at an annual cost of £1,650 to be met this year from the General Reserve.
13/20 Melksham Communiity Response
Melksham Community Response:
1. Councillor Aves confirmed 190+ cards of thanks had been signed and sent to everyone involved with the Covid-19 Community response.
2. That a letter of thanks has been sent from the Mayor to the Royal Mail thanking them for their support in delivering Covid-19 leaflets to all households in the Community Area.
3. Melksham Covid-19 response legacy arrangements –
a) GDPR – The Economic and Develop Manager confirmed advice from the Information Commissioner who confirmed their advice is being reviewed. Their response advised it would be considered good practice when the data is transferred to ensure users and volunteers are happy with the legacy continuing and for them to give approval to hold their data.
b) Councillor Hubbard confirmed most of this process had already taken place. A separate ring fenced area had been set up on Lamplight within 24 hours to deal with this information; sitting within existing data policies. Councillor Hubbard explained that volunteers filled in an online form linking to the privacy policy. About 70% of people asking for support had since been contacted
Page 20 8 to obtain their permission to keep their data on the system. In excess of 400 people were contacted, the one person who refused for their data to be held.
c) Councillor Welch advised that the Role of Melksham Seniors in legacy arrangements had not been agreed, and the Seniors had not been approached by Age Friendly CIC, despite requests. Councillor Hubbard reported that contact had been made with the Age Friendly co-ordinator, CIC, directors and Melksham Seniors and stressed the CIC want to work with all agencies to ensure success. He confirmed they will not be delivering the sorts of activities that Melksham Seniors and all other groups within the town are delivering. The CIC’s aim is to find socially isolated people and signpost them to these support services. The Age Friendly Steering Group will ensure that it invites representatives from all organisations to work out how to deliver the services collectively. Councillor Welch confirmed that Age Friendly look forward to working together with the CIC. Due to ill health Councillor Westbrook asked that the Vice Chair be contacted not Mr Warwick.
d) Whether the legacy might be better managed in-house by the Council. It was suggested there was nothing to be gained by discussing this further. Councillor Westbrook confirmed in May she contacted the Town Clerk and Melksham Without Parish Clerk and proposed employing an extra staff member to provide support via the Town Council. This is now inappropriate as the aim was to keep the support programme running. Councillor Westbrook withdrew her suggestion.
14/20 Building a Resilient Community
10.1 Building a Resilient Community
The flow chart was noted. Councillor Hubbard confirmed the diagram had previously been presented in the agenda for 29 July Council meeting explaining that it demonstrated how to deal with community emergencies other than just Covid-19. Now there is a resource of volunteers for Community Response (about 120) and this will be an ongoing operation as there is capacity to utilise this resource.
Nominated representatives can be utilised from a number of organisations and Councillor Aves asked for volunteer representatives on behalf of the Town Council. Councillor Fiorelli raised her concerns there was very little involvement by Councillors on the production of the flow- chart. She confirmed support of the scheme but asked for engagement in future processes.
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Councillor Aves suggested some conversation with the Steering Group regarding representation by the Town Council. Councillors Fiorelli and Westbrook volunteered to be nominated representatives.
15/20 Melksham Age Friendly Project
10.2 Melksham Age Friendly Project
Members were requested to agree the funding of £2,292.35 be re- deployed to resource a new Age Friendly Co-ordinator who will be directly employed by Melksham Age Friendly CIC.
Councillor Hubbard confirmed the original purpose for the funding was to create a 3-year action plan. Following Covid-19 more people were identifying themselves as requiring support. The Area Board would decide where the funding held should be allocated.
Councillor Westbrook confirmed the money was paid to Wiltshire Town Council in March 2020. The grant awarded of £5,000 awarded was on the condition that no paid full-time officer of Melksham Town Council would be working with the CIC. It was suggested the £2,292.35 should be ring fenced for the production of the 3-year action plan. Councillor Hubbard stated that he supported ring fencing the funding.
It was proposed by the Town Mayor, Councillor Aves seconded by Councillor Fiorell and
UNANIMOUSLY RESOLVED that the funding from the Town Council of £2,292.35 be ring-fenced to enable the production of a 3-year action plan.
16/20 Data
Covered previously.
.1 Melksham Community Response - Financial Breakdown
To Follow. The Town Clerk she is waiting for more figures but the report forwarded today showed the Town Council’s contribution. Councillor Westbrook confirmed she was fully supportive; however the town council should factor in the number of hours that Town Council staff worked when working on the Community response. Stating that we should be open to the tax-payers of Melksham who should know how much of the staffing budget had gone on the Community Response. Overall, approximately 2,800 hours have been worked by town council officers (estimated £70,000 - £75,000). The
Page 22 10 town council should be celebrating/recognising the contribution that Melksham Town and Melksham Parish Councils had invested into the Covid-19 Community Response by publishing the figures.
Councillor Hubbard confirmed the project would not have been possible without the support from Melksham Town Council Officers and Melksham Without Officers. Of the hours put in by officers up until the end of July it was estimated that roughly half of them were hours that staff did voluntarily. Councillor Hubbard was incredibly grateful to the officers working in their own time. In saying thanks to the team, their investment was recognised especially during the difficult circumstances. No TOIL or overtime was claimed by Officers, with two part time officers still giving up their own time to support Community Response. He confirmed that no Melksham Town Officers are now working on the project, however, Melksham Without Parish Council have approved additional time from their Officer Team to support the Community Support Scheme now we are back in Response.
17/20 King George V Park Maintenance Building
Councillor Welch asked that Solar panels are considered for the building. The Town Clerk confirmed this would be the case, warning it might add to the cost.
Councillor Welch queried why the town council were having to pay for the demolition of a Wiltshire Council Structure. The Town Clerk confirmed Wiltshire Council had agreed to pay 50% of the fee but was erring on the side of caution in light of the present financial situation.
A discussion about using shipping containers resulted in this option being discounted.
Councillor Hubbard suggested the Council look to funding the building from the Public Works Loan Board instead of using all reserves. Members supported this and it was confirmed that the loan repayments could be met from the savings made by not renting the unit at Bowerhill nor the storage unit. The Town Clerk confirmed she had rounded up the costs to £200,000 to include a contingency. Once a detailed proposal had been received we may not need to request the full amount. Councillor Fiorelli re-iterated the build would be a long-term solution. Councillor Sankey asked that re-cycled materials are used as much as possible in the construction. Councillor Hubbard added there should be significant secondary savings in travel time, staff savings etc.
It was proposed Councillor Westbrook, seconded by Councillor Fiorelli and
RESOLVED that the Town Council approve the construction of a purpose- built maintenance depot to replace the disused building at King George V Park.
It was proposed by Councillor Westbrook, seconded by Councillor Fiorell and
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UNANIMOUSLY RESOLVED to approve an application is made to the Public Works Loan Board to borrow a sum of no more than £200,000 over a term of 15 years with repayments made in equal interest payments.
18/20 Community Campus Access
19/20 Letter from Wiltshire Council re Melksham Community Campus construction access
The letter from Wiltshire Council re Melksham Community Campus access was noted.
Councillor Fiorelli raised her concern for the residents around the area in terms of the construction traffic they would have to endure during the Campus construction works. Councillor Sankey confirmed all the construction traffic would use King Street or Spa Road. Councillor Wiltshire reported that Wiltshire Council had already produced a survey which did not highlight issues with heavy vehicles. Councillor Hubbard confirmed the Area Board’s response from robust meetings relating to road usage. Some additional information was produced movements anticipated by these vehicles is relatively low. Use of certain streets could not be enforced but laden and unladen vehicles would use specific streets wherever possible and hours of deliver had been restricted taking into account school times.
Councillor Sankey requested a wheel wash in the market place and signage for lorries indicating the route to use.
Councillor Fiorelli raised resident’s concerns that their houses would be damaged and Councillor Hubbard confirmed if they felt they had a claim they would need to contact their insurers who would contact the highways authority.
20/20 Melksham Community Campus Construction Access Briefing Note
The Melksham Community Campus Access Briefing Note was noted. Councillors made further reference to the concerns raised in Minute 19/20.
It was proposed by the Town Mayor, Councillor Aves, seconded by Councillor Fiorelli and
RESOLVED the Town Clerk to write to Wiltshire Council stating our disappointment in the proposed traffic route, understood the constraints but raising our concerns about use of vehicles throughout the town.
21/20 Community Governance Review
Page 24 12 The outcome of the Governance Review was noted.
22/20 Methuen Park Lease
The Town Clerk updated the current situation on the lease which currently is at one month’s notice. The solicitor recommended a break clause whereby if we have to leave the site the Town Council has six months to make the site good.
It was proposed by the Town Mayor Councillor Aves, seconded by Councillor Fiorelli and
RESOLVED that the Town Clerk instructs the Town Council’s solicitor to include a break clause in the lease of 6 months and that the area is registered as a Community Asset.
23/20 Spiritual Garden
The Economic and Development Manager reminded members of the report presented at the Extraordinary Meeting of the Full Council on 14 September 2020. Councillor then approved a draft brief regarding the acquisition of the Spiritual Garden. The Solicitor’s advice in full is now presented in the report to members.
There are two key risks members need to consider. 1. There is no declaration of liability of the party wall between the Cemetery and No. 16 so the issue for liability is not fully resolved. The solicitors consider it is a party wall but would be difficult to enforce.
2. The access to the garden over the track that joins No. 10 King Street. The land is not registered and is therefore difficult to establish the owner. There is no mention of right of way and this will need to be established in case objections to usage are raised.
There is no other access to the garden so the Town Council will need to prove uninterrupted continuous use from several people for at least 20 years. The current use is pedestrian and vehicular.
The recommendation is: a) to note the recommendations and advices from the Solicitor b) order a simple site survey to determine whether this is a party wall. c) If councillors are minded to accept the risk it should be noted and reviewed. d) Foster good relations with the owners of No. 16.
The trustees need to forward to the Solicitor evidence from several people of clear and uninterrupted use the track.
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The Council need to: instruct our solicitor to register the access track with Land Registry when the adjoining land is registered ensure it is noted on that title. Take out a single insurance policy to cover our position in case of action in the future. Ensure the access includes vehicular and pedestrian.
Councillor Welch confirmed the wall was very strong and condition should not be a problem. The issue would be with access relating to No. 12 (the track is their only access), and 2 new houses that have got planning permission. It is a requirement that those who use the track regularly declare their usage. The Economic and Development Manager agreed to consult with those involved.
Councillor Hubbard said taking ownership of the access track would mean taking liability and would have financial implications. Councillor Iles suggested waiting to see what the developer was going to do to ensure access to the 2 new build houses.
Councillor Fiorelli confirmed there is photographic evidence of reasonable continuous access. Councillor Hubbard proposed if the evidence of access is produced the Town Council would not have to take ownership of the road, stating he was concerned about risks to the council.
Proposed Councillor Hubbard, seconded Councillor Fiorelli and
RESOLVED to instruct the Economic Development Manager to continue working with the Trustees to gather the evidence to demonstrate 20 years unhindered access to the garden in line with Solicitor’s recommendation, to enable the Town Council to register a right of access to the garden.
A report back to Council was requested.
24/20 General Update on Council Projects
The Town Clerk reported:
King George V Park – after working with Wiltshire Council regarding the transfer of the play area. All the documents are finally agreed with Wiltshire Council’s solicitor and should be completed this month. Play areas are going to be part of the devolution and asset transfer process. The town Clerk will keep pursuing this issue.
East of Melksham Community Hall – not progressing. Brookbanks won’t speak to the Town Clerk, the consortium that own the land on the preferred location of the community hall by the Water Meadow Public House is owned by a consortium which includes Persimmon Homes. The
Page 26 14 Town Clerk has been in contact with Hallam Land who advise that Persimmon are not part of that development and would be reluctant to negotiate. The Town Clerk had tried to make contact with Brookbanks, the agents for the consortium but not had any response. Jeff and the Town Clerk will continue working on this.
CCTV – organising the first meeting – the Economic and Development Manager will tomorrow invite members of the public, who have shown an interest, to a meeting. Will also be sent to all Councillors.
Resolved to combine CIL and Solar monies for play areas – solar farm monies have been received recently but were considerable less than anticipated of a circa £40,000 with £12,834 received. This is being queried.
Bath Road and Church Street toilets have been visited today with a view to re-opening. Refurbishment costs do not seem to be as high as initially anticipated for both sets. The Town Clerk will get back in touch with Healthmatic and organise a survey to get them back into working order. If the quote for the works is low enough we might be able to get both sets back into use. Exact costs will be brought back to members.
Maintenance Shed – work is progressing.
Cricketers Café permission to use as a café has been granted. Expressions of interest date is 1 December 2020 – two have been received and we are awaiting a third.
Art House Café – The Community Development Officer will take forward with support from the Town Clerk. Miriam has notes of the meeting have been circulated and an email sent asking for suggestions to take the idea of a Community Hub forward with the aim to put a plan forward for the next Community Development meeting.
A pre-contract meeting will be held next week with Wicksteed- starting in January. The tender has been awarded for the play area in King George V with construction taking about 12 weeks.
Amenities Manager interviews are on Friday some very good applications have been received. The Town Clerk to forward interview paperwork to panel members.
Heavy involvement in the draft budget - Finance and Admin meeting suggested going for a worse-case scenario projection.
Capital Projects Consultation – clarification required on what projects we are going to consult on. In terms of CCTV or other projects, suggestions
Page 27 15 from the public are needed about the precept and what they want the Councillors to deliver. The Town Clerk confirmed our tax base has gone up slightly and asked for suggestions to be forwarded via email.
Meeting Closed at: 10.10 pm
Signed: Dated:
Page 28 16 Agenda Item 5
Melksham Town Council
Notes of the Informal Finance Meeting held on Tuesday 8th December 2020 at 20.20 pm
PRESENT: Councillor P Aves Councillor A Westbrook Councillor G Mitcham Councillor M Sankey Councillor Sue Brown Councillor J Hubbard Lind Roberts Tim Cross David McKnight Hugh Davies Christine Hunter
Linda Roberts confirmed she had sent out a second draft budget, had populated a third that included some possible income from the Assembly Hall. Linda asked if there were any questions on where we are with the budget.
Linda confirmed an email sent which explained if we went with this budget the Band D increase is £37.42 , a 23.32% Iincrease, but we need to be realistic about income. Councillor Sankey suggested we need to have everything included in next year’s budget showing us the worse-case scenario then work towards reducing any deficit.
Assembly Hall Update
Tim Cross confirmed figures are purely speculative, hopefully normality will start to return at the beginning of next year. People are very hesitant about resuming bookings due to the uncertainty around the COVID-19- 19 restrictions. Some bookings have been taken for this year’s events which will not amount to more than £7,000-£8,000. Tim confirmed the Assembly Hall were hoping to have some of their regular bookings returning.
Councillor Hubbard confirmed the previous decision to remove all Assembly Hall Income for 2020- 2021 budget. The overall expenditure for running the Assembly Hall next year will be £275,000. From events put on at the Assembly Hall projected possible income could be around £160,000 - £165,000. Tim confirmed if there is some income, we are looking at a loss of about £130,000 so there is a £60,000 positive to opening the Assembly Hall.
Linda reported the normal deficit on the Assembly Hall would be £45,000-£50,000 for the year. Councillor Hubbard stated with the income reduction the deficit would be increased by £80,000. Linda confirmed there is a deficit on the current draft budget of £147,000 overall. Councillor Hubbard stated if we make the income Tim is projecting, we have approximately halved our deficit for next year.
Core Activity Funding and Discretionary Funding Request.
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David McKnight stated these funding requests come into two categories which total a request for £2,750 listed under Community and Economic Development, broken down as follows:
Core budget- in March, a Core Business Meetings budget of £1,000 was approved which has not been used. This allows the team to meet with businesses 3-5 times a year to build strong relationships. David’s proposal was to continue with this funding.
The team need to purchase an enhanced licence for Mail Chimp. Currently the team are working on a free licence but the scheduling of bulletins will become more critical. The new licence software can be used when community surveys are carried out - estimated annual £200 for the year.
Miriam has identified the need for video editing software – cost estimated at £100.
Community Meetings Budget – Miriam has commenced initial Zoom regular meetings with the Community and would like to meet face to face including meeting externally - estimated annual cost of £300.
Miscellaneous Design, Print, Signage and engraving of awards estimated cost £700
Community competition prizes, i.e. printing of certificates or book tokens for children - estimated annual cost £450.
Refund of Car Parking Charges
David confirmed raised the refund of 2-hour car parking charges. If we work on the basis that each business processes 415 refunds in the year with 10 businesses taking part the cost for the year will be £5,000 equating to 1.5 refunds per business per day. David confirmed this would be more attractive than the 1-hour refund at 0.40p and would require further discussion
CCTV
David reported the CCTV Working Group met last night and an emerging recommendation is a fund that would enable underwriting of a report, specifications and tendering for CCTV covering Melksham and surrounding areas. The Group were hoping to encourage Melksham Without Town Council to support with funding. The suggestion was that a budget of £10,000 was realistic for the initial consultant’s report. Councillor Westbrook confirmed that the Group thought there would be grant funding for, this but the Town Council would need to underwrite the £10,000 initially if we were going to do a CCTV consultation. Councillor Hubbard stated the Council required:
a ball-park figure for the costings of the whole project before underwriting the sum requested to pay for the Consultant. What the proposed solution to funding is prior to engaging a Consultant.
Councillor Brown supported Councillor Hubbard’s comments about not paying for a consultant first. Councillor Westbrook stated that the Group guessed at the cost of a Consultant, and this might be less. Linda confirmed to find out the total cost of the system we would need to go out to tender. She would find the quote she had obtained last year for CCTV around the Town Centre, which included using the current equipment which were deemed to be OK then. Councillor Westbrook stated the Group were being chased by the Area Board to progress this, the Police wanted it and people want CCTV.
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Councillor Sankey suggested contacting ADT, one of the main CCTV, providers giving the number of cameras, area to be covered etc. to obtain initial indications of costs involved.
Development of a Programme of Weekly/Weekend Markets
David McKnight stated Councillor Fiorelli requested he prepare a report for Council, driven by the recent Street Trading Application on the Marketplace, to develop a programme of markets including purchasing Gazebos – at a suggested cost of up to £10,000.
David stated we need to an assessment of what is realistic to delivery, demand and what would be required to do this. The personally owned Makers Market gazebos tend to be unsuitable. Comments re-iterate that the Gazebos we purchased last year a re more appropriate. Indicative costs of 3m x 3m Gazebos branded would be approximately £1,000 per Gazebo plus print costs. this year a flat rate of £15 per trader was charged, but many of the markets were cancelled. Councillor Fiorelli suggested buying 4 Gazebos initially.
Future costs to charge traders for the Gazebos, the life span of the equipment and up-front costs were discussed. Councillor Westbrook confirmed there would be an income not only expenditure and there was a potential to make money. She would like to see some food fairs also.
Councillor Brown asked for clarity about what would be charged for the new gazebos. Councillor Hubbard re-iterated that we are not looking at a significant increase of income as a standard rate would be charged for those using or not using our gazebos. Linda stated we need to look at all costs relating to the Gazebos and then look at charges. Councillor Westbrook stated Makers Markets would be charged at less than Food Traders. The number of Gazebos that could fit on the marketplace was discussed to assess how many needed to be purchased. Councillor stated a quick calculation showed at a cost of £1,000 with a life span of 3 years, used for 40 weeks of the year a weekly cost of £8.33 would be needed to cover the Gazebo purchase cost.
Re-Opening the High Street Safely Fund
David McKnight reported this was incorporated in an overall bid to Council that was turned down. He was hopeful would be re-considered by Council for bespoke software for recipients to get a free email daily to highlight business special offers, the Assembly Hall and community events. There was sponsorship income in the bulletins available which is dependent on circulation and response. The cost of the bespoke adapted software is £4,800 - £5,00 plus a £40 per month support fee, they would hand over the support fee for someone else to run for free.
Councillor Hubbard stated we needed to check whether we could do the advertising initially. He was supportive of the scheme in principle, but against bespoke software. We need an off-the-shelf simple system so that anyone could support it at any time or take over, we do not need a bespoke solution. Linda suggested the Chamber of Commerce might work with us.
David asked about: the Art House Café - Councillor Westbrook confirmed there was £10,000 already in the budget.
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Visit Wiltshire –given the developments of Avonside it would be a useful support for that organisation. If we continue with the Town Centre website under Wickes that would be an annual fee of £80.
Santa’s Grotto
Santa’s grotto was discussed and Councillor Westbrook suggested moving it next year to incorporate in a Winter Wonderland at King George V Playing Field.
Hearts of Melksham Arts Project
Councillor Brown asked for clarification about whether funding was included in the Budget for Hearts of Melksham Arts project. Linda confirmed that £5,000 was included under the Underpass Arts Project and needs amending. She was looking at amending the budget to link into each Committee for ease of identification. David McKnight confirmed the honorarium for Linda de-Santez was still in the budget.
Shurnhold Fields
Linda confirmed there was a request for £5,000 to go into our budget this year. Councillor Brown reported on a meeting with Melksham Without Parish who confirmed they expected to contribute £3,000-£5,000 and we should be considering matching it. Linda confirmed the Council had already agreed to pay for the carpark out of our reserve. Councillor Westbrook confirmed there was a pot of money S106 funding to be used for Maintenance.
In conclusion: Linda would re-model the budget with recommendations from this meeting for submission to the Council meeting on 21 December 2020.
The Meeting ended at 21.15 pm.
Page 32 Agenda Item 5.1
Page 33 This page is intentionally left blank Agenda Item 7
Minutes of the Shurnhold Fields Working Party Meeting Thursday 19 November 2020 held virtually via Zoom at 7.00PM
To: Councillor R Wood (MWPC) - Chair Councillor J Glover (MWPC) Councillor P Carter (MWPC) Councillor P Aves (MTC) Councillor S Brown (MTC) Councillor G Mitcham (MTC)
Officers: Teresa Strange – Parish Clerk (MWPC) Linda Roberts – Town Clerk (MTC) Christine Hunter – MTC Liz Allsworth – Friends of Shurnhold Fields volunteer
In attendance: Lorraine McRandle – MWPC
There were no members of the public at the meeting
The Town Clerk (MTC) confirmed the meeting was being recorded to aide note taking of the meeting.
1. WELCOME, HOUSEKEEPING AND ANNOUNCEMENTS. – the group welcomed Christine Hunter and Liz Allsworth to the meeting.
2. ELECTION OF CHAIR – As it was the turn of MTC to chair the meeting. Councillor Sue Brown agreed to be Chair.
Proposed, Councillor Aves, seconded Councillor Wood, Unanimously Carried.
3. APOLOGIES – No apologies were received.
4. NOTES – The notes of the last meeting held on Thursday 8 October 2020 having previously been circulated, were approved as a correct record were agreed to be signed by the Chair, Councillor Brown, at a later date.
Proposed Councillor Aves, seconded Councillor Carter.
5. DECLARATIONS OF INTEREST
There were no declarations of interest
6. UPDATES FOR NOTING
6.1 Bin Emptying Schedule & Dog Poo bag replenishment The Town Clerk (MTC) confirmed the bin emptying schedule, which would continue, and the large amount of dog poo bags being replenished by the
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Amenities team on a regular basis. A decision was required whether to continue considering the cost to the Councils. The group felt that dog owners need to be encouraged to be responsible by providing their own poo bags. Proposed Councillor Glover, seconded Councillor Mitcham and
RESOLVED to discontinue providing poo bags and the Town Clerk (MTC) to ask the Amenities Team to remove the dispensers.
6.2 Car Park and Entrance improvement project
The Parish Clerk (MWPC) reported the drawing for submitting applications for highways, land drainage and planning consent should be received next week.
6.3 To use s106 Highways Funding for Dunch Lane to improve visibility splay
Councillor Brown confirmed this would be taken to the meeting on 3rd December 2020. Following the meeting CATG will make their recommendations to the Area Board meeting in February 2021 where a decision will be made to use some of the £9,000 S106 Dunch Lane Highway funding to improve the visibility splay. This will improve the entrance to Shurnhold Fields and make it a safer road as cars will have an alternative to parking on Dunch Lane.
6.4 Quote to extend hard surfacing from the car park entrance to the bund and to extend car park to accommodate shed.
The Parish Clerk (MWPC) confirmed once the drawings had been received and approved a formal quote for this additional works would be sought.
6.5 Trees
6.6 To consider way forward with approving quotations for tree work.
The Parish Clerk (MWPC) confirmed that quotes for removal and disposal of the Willow tree was part of joint working with Melksham Without Council covering 8 sites. Three quotes had been received which vastly differed in price; the contractors were given another opportunity to visit the sites and re- quote. It was understood that one of the trees to be felled was a large white willow spanning the South Brook watercourse and may have to be accessed from the neighbouring field as well.
The Parish Clerk (MWPC) asked the Steering Group if they were happy to abide with the decisions of Melksham Without Parish Council who were appointing contractors on Mon 23rd November, for the tree works on all their sites, once the revised quotes were received. Their current recommendation was for Max Hardman of Eco Librium to undertake the work at Shurnhold Fields as he had very recently undertaken tree works on site; and for J H
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Jones to undertake the work at the other parish sites. Funding for works will come from the Shurnhold Fields Maintenance Fund. Unanimously approved
RESOLVED to proceed with Melksham Without Parish Council decision to approve the quotation and instruct the tree works required at Shurnhold Fields.
6.7 To note award of grant of trees from Woodland Trust (arriving March 2021) and suitable sites for planting surplus
Councillor Carter explained these were 210 trees in total, approximately 100 of which would be used to replenish the WW1 woods and the surplus would be put in a nursery to grow and replenish when required. Monitoring and watering the trees was discussed.
The Parish Clerk (MWPC) asked when the fencing was required if the trees would not be arriving until March 2021. Councillor Carter asked for the fencing as soon as possible to enable erection prior to the trees arriving.
7. FRIENDS OF SHURNHOLD FIELDS
7.1 To note the following FOSF documents:
Minutes of AGM held 11th November - Noted Chair’s Report - Noted Treasurer’s Report & Bank Statement – Noted
The Parish Clerk (MWPC) raised a due diligence query relating to a re- imbursement paid to Councillor Carter for £480 on 12th February 2020. Councillor Carter confirmed the FOSF Committee approved using his personal credit card to purchase trees. Councillor Carter confirmed this request would be minuted and he would ensure the Treasurer had the receipt for audit purposes.
Constitution – Noted
The Parish Clerk (MWPC) raised a due diligence query relating to the number of members who are no longer in post being removed from the banking arrangements as per the Constitution. The “Friends” Minutes are on the Melksham Without Parish Council website and amended minutes can be forwarded to be put on the website. Melksham Town Council and Melksham Without Parish Council will have representatives on the Committee. Councillor Carter asked for volunteers for the FOSF group.
7.2 Discuss any progress made in supporting the Friends Committee to find new members.
Councillor Carter confirmed he had advertised in the Melksham News with a few comments but no interest in becoming committee members. He confirmed
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they have 1 new committee member in Liz Allsworth. He had received donations of about 25 trees.
Councillor Carter suggested initial members leaving the committee and lack of volunteers was in part due frustration at to the length of time it took to complete projects. Volunteer morale needs to be kept up.
Liz Allsworth suggested a variety of groups who would be willing to become involved in the Working Party. Councillors Aves and Brown focused on the positive achievements that the volunteers and committee had accomplished over a short time. Councillor Carter thanked everyone for their positive comments.
7.3 To consider request for planting additional trees (from Knorr Bremse donation)
Councillor Carter reported on the conversation with Knorr Bremse who offered donation of £2,000 which would purchase 25 more mature trees (2-3 years old). The Committee unanimously agreed.
RESOLVED to support the request to plant an additional 25 mature trees received as a donation from Knorr Bremse, publishing the news when the donation is received.
7.4 To consider request for contractor to chip piles of cuttings
Councillor Carter explained this related to chipping branches already cut down for mulch. The Town Clerk (MTC) suggested the amenities team hire a chipper and use as a staff training exercise.
Proposed Councillor Carter, seconded Councillor Glover and
RESOLVED The Town Clerk (MTC) ask the amenities team to hire a chipper to train the apprentice in use of machinery by chipping the branches for mulch.
7.5 To consider removing sprouting weeds and brambles along the West ditch
Councillor Carter explained works required to remove brambles previously undertaken and a request had been received to remove the bramble roots by machine.
Proposed Councillor Carter, seconded Councillor Aves and
RESOLVED Councillor Carter to ask the contractor, Mr Jones, to provide a quote for removing the bramble roots. The height of the bank must be left with as previously existing to ensure no impact on the water course.
8. INFORMATION BOARDS
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8.1 The Committee consider the quotes received from three different suppliers for the information boards, taking into consideration use of materials, costs, visual appearance, and guarantee. The Parish Clerk (MWPC) confirmed the costs would be split equally between Melksham Without Parish Council and Melksham Town Council at a total cost of £3,525. The Town Clerk (MTC) reported the proposal would go to Full Council next month. The Parish Clerk (MWPC) confirmed that MWPC had already resolved to fund their 50% share of an estimated £5,000 as there would also be an element of cost for installation.
Proposed Councillor Carter, seconded Councillor Aves and
RESOLVED to purchase 1 x A1 and 2 x A2 size Shelley re-cycled plastic information boards at a total cost of £3,525 excluding VAT.
9. FINANCE AND GOVERNANCE: a) To receive update on progress on the management plan of Shurnhold Fields
Councillor Glover stated he would speak with Councillor Carter and will finalise this soon. Councilor Carter will provide his maintenance plan to feed into the Management Plan. b) To receive update on progress on the Terms of Reference.
The two Town Clerks have this in hand and will provide the Terms of Reference as an Agenda item at the next meeting. c) To note Inspection regime by council staff
Noted d) To consider the RoSPA report (independent inspection 12th October 2020) and actions required
The Parish Clerk (MWPC) confirmed the RoSPA inspection recommendation were: the football posts are removed Action - agreed to remove the posts- by the MTC amenities team
the chain link fence needs maintenance Action - works have been carried out by MTC amenities team
the bridge requires repairs to posts Action – It was noted that the bridge had been repaired since then, by the MTC amenities team
Trip points on uneven surfaces and drop to the stream
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Action - a temporary repair already made by the MTC amenities team to block off drop to stream. e) To note incident with volunteer and temporary repair made, to consider more permanent solution
Councillor Carter explained the incident was when he slipped on the drop to the stream, a repair had since been made. The Committee viewed the repairs carried out and discussed whether they should remain permanently.
Proposed Councillor Carter, seconded Councillor Aves and
RESOLVED to leave the current repairs in place permanently. f) To note Wiltshire Council Right of Way volunteer group have conducted clearance and repair
Councillor Carter confirmed the Right of Way volunteer group have worked hard to carry out a scheduled scheme of maintenance. The Committee recognised and thanked the volunteer group for all their hard work. The Parish Clerk (MWPC) suggested noting the minutes of this meeting so there was a record of the work undertaken. They cleared the vegetation at the kissing gate on the boundary of Shurnhold Fields and the adjacent field (at the bridge) and repaired the bridge where a piece of concrete was missing that had been identified as a hazard in the Friends AGM meeting held on 11th November 2020.
10. The date and time of next meeting is:
Thursday 14 January 2020 at 7.00 pm via Zoom to be chaired by Melksham Parish Council.
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Agenda Item 10.2 Item Agenda
www.census.gov.uk
Census 2021 Census
everyone ineveryone Including The census is taking place in March 2021. It’s a survey that happens every 10 years and gives us a picture of all the people and households in England and Wales. It helps plan and fund public services, like transport, education and healthcare.
By taking part and encouraging others to do the same, you’ll help make sure you and your community get the services you need. Nearer the time, you’ll receive more information. There’ll be plenty of help to take part for people who need it. Find out more at www.census.gov.uk Follow the census @Census2021Page 42 CHE1
www.census.gov.uk
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and community. 21 March 2021 the census This handbook explains what and how you is all about, why it matters in your council can help spread the word handbook on The census takes place Councillor Please use this space to record your contacts:
Census liaison manager: Telephone number: Email:
Assistant census liaison manager: Telephone number: Email:
Census engagement manager: Telephone number: Email:
Please note: The information in this document is correct at the time of writing. Should developments related to Covid-19 or other unforeseen circumstances require us to change our approach to Census 2021, we will endeavour to update you as they occur. Page 44
2 Contents Introduction 4
Why we have a census 6
The link between census estimates 7 and public service funding
Examples of how local authorities 8 use census information
What’s new for Census 2021? 9
How will the ONS boost participation? 12
Working with local councils for Census 2021 14
How can councillors help with Census 2021? 15
How can local councils help with Census 2021? 15
Contacts 20
The census takes place on 21 March 2021
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3 Introduction Dear Councillor Welcome to your handbook that outlines our plans for Census 2021. It explains why the census is important and how you can help us to make it a success in your area. Population statistics are vital to our country: nationally, locally and within communities. Once every 10 years the census provides an opportunity to build a detailed and comprehensive picture of the nation. The census is for everyone. The whole population has the chance to provide the information that can help to ensure their communities are well served. For local authorities, census population estimates underpin both planning and provision of public services. Getting the best possible response rates for the census will make sure that decisions are based on accurate, high-quality data. This handbook explains what’s new for Census 2021. We’ve made some changes to reflect how society has changed in the last 10 years, adding new questions, and taking a “digital-first” approach. This means people can complete their census where and when they want to online. Paper questionnaires are still available for people who need them. We’ve outlined some of the challenges the ONS faces in making sure census estimates truly represent the make-up of communities and numbers of people within them. We’ve indicated areas where councillors and local authority staff can give support and encouragement to local people.
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4 We’re focused on understanding the needs of local authorities. Developing effective partnerships with your authority is how we’ll make sure your community’s needs are understood and reflected in census information. In 2021, we want the overall return rate to be as high as it was in the 2011 Census, where we had a response rate of 94% with at least 80% in all local authority areas. This will ensure comparability between local authority areas. We’re also aiming to get a 75% online response rate so that we can release our census outputs quicker, allowing people to benefit from the census information sooner. We’ve asked your local authority to designate two officers as census liaison manager and assistant census liaison manager to act as your census leads. These staff will be our key contacts in your council for everything to do with Census 2021 and we’ll work with them to support census activities in your area. As an influential public figure, your endorsement and support of the census will have a positive impact, encouraging your constituents to take part. Thank you, in advance, for supporting your council’s census plans and activities – and for encouraging all people in your area to take part in the census.
Peter Benton Director of Census Operations Office for National Statistics
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5 Why we have a census Every 10 years the census gives us a complete picture of the nation. It allows us to compare different groups of people across the United Kingdom because questions are asked in a consistent manner throughout England, Wales, Scotland and Northern Ireland. At the Office for National Statistics (ONS) we’re responsible for planning and running the census in England and Wales. We work closely with the census offices in Scotland and Northern Ireland, who run their own censuses. This booklet covers the census for England and Wales. The ONS, and the statistics we generate, are independent from government. Although we report to the UK Parliament, our work is protected from political interference. You can read more about the ONS at www.ons.gov.uk Census population estimates are vital in helping to shape the communities in which we live and work. Census statistics: • underpin policy making and council funding allocation from central government • provide information to help plan and prioritise service delivery • give a benchmark for estimates of population between censuses • provide unique detailed demographic information about local small area populations
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6 Charities and voluntary organisations often use it as evidence to get funding. It helps businesses to understand us as customers and, for example, decide where to open new shops. Plus, those doing research, like university students and people looking into their family history, use the information. Without the census – and without people in your community telling us about their household and home – it would be much more difficult to do this. That’s why it’s so important everyone takes part.
The link between census estimates and public service funding Billions of pounds are allocated to local authorities in England and Wales every year using census information. It’s important that census estimates are accurate so these funds are allocated where they’re needed. To get accurate estimates, we need a good response to the census from all areas and communities.
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7 Examples of how local authorities use census information Planning and development Planners use census information to develop local plans that reflect future needs. It also informs funding bids by identifying inequalities at a local level.
Public health and social care Local authorities use census information to understand service demand, identify pockets of health deprivation and support future care planning.
Education Pupil forecasting models use census information to inform capital bids and to monitor the supply of qualified people.
Transport Census information supports funding bids for road improvements and informs planning and profiles around changes to public transport.
Housing Census information helps to measure housing affordability and assess local housing needs.
Other Local Authorities use census information to inform emergencyPage services,50 library services, and waste collection and disposal. 8 What’s new for census 2021? It’s vital that the census sheds light on long-term trends, while also reflecting the society in which we live today. So, we’re planning a few changes for the next census.
A “digital-first” census Census 2021 will be mainly online. We know there are people who’ll find this challenging. To make sure the census is as accessible and inclusive as possible, we’ll offer a full range of support services. These include: • comprehensive guidance and support in many languages and formats • help in local centres with trained staff and online access • a contact centre to provide help via telephone, web chat and social media • field staff contacting households that have not yet responded • accessible census questionnaires, for example in large print • the option to request paper questionnaires
We’ll automatically issue paper questionnaires in areas where we’ve identified residents are highly likely to need them. No one from the ONS or working for the census will ever ask for payment to help anyone fill in their questionnaire.
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9 Data protection and privacy The census asks questions about you, your home and the people who live in it. We keep the personal information you give us in the census safe and confidential by law for 100 years. When we publish statistics from the census, we don’t publish information that will enable you to be identified. We have a strict security regime that follows government standards. This includes physical and IT security measures to protect your data, covering people, processes and technology. What’s more, no one can tell who you are in the statistics we publish. We make sure that they include none of your personal information. All our systems, staff and suppliers, and the way we do things, must protect your confidentiality by law. It’s a crime for anyone to share it. Other government departments, private organisations and individuals will not have access to any personal information.
What does the census ask? The information we collect during the census allows us to create an in-depth picture of our society. It also helps us identify important trends that will help the government to plan services and allocate funding. To achieve this, the census asks questions on a range of topics, including information about: • individuals, such as their name, age, sex and marital status • households, such as family relationships • the homes we live in, such as their location, number of occupants and what facilities they have Page 52
10 The ONS only ever publishes anonymous statistics from the census. We don’t publish anyone’s name. We only ask for them to help ensure the statistics are accurate, for example, to help make sure that each person is only counted once.
New questions to reflect the needs of society Following discussions with the public, testing and research, and after careful consideration, Census 2021 will include questions on three new topics. These are: • previous UK Armed Forces service • gender identity • sexual orientation The UK Armed Forces question will gather information on past service in the UK Armed Forces. This will help service providers support veterans in accordance with the Armed Forces Covenant – a promise between our country and those who have served it. The questions on sexual orientation and gender identity will give us better information on lesbian, gay, bisexual and transgender populations. This will allow for better monitoring of inequalities and better delivery of public services for these groups. We’ll only ask these questions to people aged 16 years and over. The sexual orientation and gender identity questions will also be voluntary, so no one will be forced to answer if they do not want to. People can also request an Individual Questionnaire and give their answers separately from others in their household if they wish.
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11 How will the ONS boost participation? Local authority partnerships Our partnerships with local councils will be vital to the success of the census. It’s important we work together to: • raise public awareness of the census • make sure the address index is accurate • share local information to inform and support our field operations
Introducing a new address index An accurate address index is vital to our success. It underpins all census operations by helping us: • make contact with all addresses in England and Wales • track completed questionnaires • follow up addresses we have not received a response from
Questionnaire tracking Questionnaire tracking will make sure the census reaches as many people as possible. It also lets us know which addresses we need our field teams to follow up.
Field follow-up We’ll be following up questionnaires that have not been returned despite being sent reminders. A flexible field team will also carry out intensive follow-up activity targeted at areas where high numbers of households have not returned theirPage questionnaires. 54
12 An accessible census We want to make sure everyone has the support they need to be able to take part in the census. That’s why we’ll be providing a range of support services. This’ll include guidance in many languages, online help, a contact centre and local census support centres.
Specialist field staff We’re introducing census engagement managers (CEMs) for 2021. CEMs will work with local authorities and community leaders to promote the benefits of the census and gain support for it. They’ll develop a partnership working plan with the local authority that will contain details of agreed activities and support for the census. The CEM is your local link to census information. If you’ve not met your CEM already, ask your council’s assistant census liaison manager to put you in touch. We’ll also employ community advisers (CAs) in some areas. Their role will be to engage with specific communities that we’ve identified as needing extra support and encouragement to see the benefits of the census. They’ll aim to encourage these communities to fill in the census questionnaire.
A wide-reaching marketing campaign Our marketing campaign will raise awareness of the census. It’ll include adverts in newspapers, on television, radio and social media, as well as posters on buses and billboards. Some adverts will be targeted at the general population. We’ll tailor others to address the needs of specific groups, such as students, older people, or people who may not speak English as their first language. We’ll also work with partners like schools and businesses to spread the word and encouragePage support. 55
13 Working with local councils for Census 2021 We’re asking the chief executives of every council to appoint a census liaison manager (CLM) and an assistant census liaison manager (ACLM) to support the census. These roles were highly effective in the 2011 Census and are our first point of contact within the councils for local census planning and activity. At a senior level, the CLMs will be discussing, planning and coordinating census activities. They’ll help to build awareness and encourage support throughout the local authority. ACLMs will support them, taking responsibility for the everyday liaison at an operational level. Our partnership with local councils is designed to boost response rates for all population groups. We’ve worked with local authorities through our Census Advisory Groups, and our Local Authority Operational Management Group to draw up our plans. These groups have representatives from many different councils and their views have helped us to shape our plans and procedures. As well as working with local authorities, we’re focusing on building relationships with groups of people who may be reluctant, or find it difficult, to take part. We need to be able to tap into local knowledge and understanding to deal with the issues faced by these groups sensitively. This is why we’re asking local councils and community organisations to work with us to promote, explain and support Census 2021.
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14 How can councillors help with Census 2021? The involvement and support of councillors and council executives will be vital to ensure a successful census in all local authority areas.
Things for you to consider • Are you up to date with local plans and activities - are you being regularly briefed on census progress in your area? • Has your council appointed a CLM and ACLM? • Do you know who the CLM and ACLM are and have you met them? • What can you do as a community leader to build local awareness of, and support for, the census? • Your endorsement is influential – could you encourage people to take part in the census? How can local councils help with Census 2021? Developing the address index We’re already working directly with your council to ensure we have an accurate household address index. Local knowledge is essential in helping us identify and resolve missing or duplicate addresses and other errors that could impact the accuracy of our post-out operation. Your council team’s community knowledge can also help us with our field checks and building an accurate list of communal establishments,Page such as 57 care homes, university halls of residence and military bases. 15 Building community profiles We know that by building on our understanding of local communities, we can better encourage people to take part in the census. We’re already working with councils to identify local groups we need to approach in different ways when it comes to carrying out the census, community engagement and publicity. Groups include: • non-English speakers • faith groups • older people • Gypsy, Traveller and Roma groups • short-term migrant workers • asylum seekers • the homeless and rough sleepers Your council’s ACLM will play an important role in helping us build a profile of your community. This profile will help our publicity, community liaison work and field operations reach local people.
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16 Promoting the census in your area For Census 2021, we’re using a mix of national and local publicity, advertising, and public and media relations to highlight the importance of the census and explain why and how people should take part. We’ll also use targeted communications for specific population groups such as young people and students, ethnic minority communities, older people and those who are economically disadvantaged. Your council’s ACLM and the council’s communications team will work together with support from ONS to help us spread the word in your neighbourhoods and community groups.
Developing community liaison contacts We’d like to build on the relationships your council already has with your community and voluntary groups. By working together, we’ll be able to tailor our community liaison more effectively and publicise important census messages. Your ACLM can help the census engagement manager to identify contacts, forums and other channels for reaching local people and strategic partners who fall within our target population groups.
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17 Identifying candidates for local field staff recruitment For the census we’ll employ a large team of temporary field staff in England and Wales. These will include engagement managers, community advisers, operational managers and other field staff. We’ll provide information for your council to publicise census field staff opportunities to local community groups and similar organisations, such as local strategic partners. This could be through a range of channels, including newsletters, social media, emails, libraries, community centres, websites and local events. We’re also asking your council team to identify suitable candidates with appropriate experience and encourage them to apply for Census 2021 jobs. These may include electoral canvassers or people who worked on the last census. Census recruitment information, including how to apply, is at www.censusjobs.co.uk
Supporting the online census Census 2021 will be primarily online, but there are people who find going online challenging. That’s why we’ll be making help available at a network of Census Support Centres. People who are not confident or do not have access to the internet can go to their nearest centre to get help with accessing the online questionnaire. They’ll be located in trusted places within communities, so people can get the help they need as part of their daily routine. Information on where your nearest Census Support Centres are will be available on the census website. Page 60
18 You can help us by positively promoting an online census and signposting local Census Support Centres through your surgeries and newsletters.
Supporting local publicity and media relations We’d welcome you promoting Census 2021 in the media and through social media. Please speak to your local census engagement manager (CEM) who can help with the correct census messaging. They’ll have the latest relevant local messages and are already working with local authorities and communities to engage them in the census.
Supporting local census field teams We’d be grateful for any support you can offer to our local field staff during the census. For example, your council may know of, or own: • suitable office accommodation where our managers could train field staff and hold meetings • secure storage space for our materials and equipment • car parking, or other facilities we could use Please make any offers of help and support to the ONS through your census liaison manager.
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19 Useful links Local authority resources: www.census.gov.uk/partners ONS census webpage: www.census.gov.uk @Census2021
Contacts If you have any questions about our partnership activities with local authorities and community liaison, please email us at [email protected] Your local authority’s census liaison manager and assistant census liaison manager are your internal census contacts.
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