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2019-07-08 APPROVED Minutes IPC Meeting

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2019-07-08 APPROVED Minutes IPC Meeting Minutes of the Idmiston Parish Council meeting held on Monday 8th July 2019 at 7.30 pm in Idmiston Parish Memorial Hall Present Cllr Andy Oliver, Cllr Anne Appleyard, Cllr Valerie Cresswell, Cllr Ken Bradley, Cllr Kirsty Exton, Cllr Steven Cocking, Cllr Mark Jones, Cllr Mike Crook, Cllr Roy Gould Cllr Wayne Maher, Cllr James Humphries In attendance: Catherine Purves, Parish Clerk Also present: Two members of the public, Wiltshire Councillor Mike Hewitt, Ian Gillespie of the English Rural Housing Association Public Questions Councillor absences from Parish Council meetings – concerns were raised by a resident about absentee councillors, and comments were noted. Affordable Housing - Ian Gillespie gave a general and comprehensive presentation on his organisation’s ability to deliver affordable housing in rural community areas. Information booklets were left with the Clerk containing further details. Wilshire Councillor Mike Hewitt gave his report – Wiltshire Council ward boundary review - Councillor Hewitt advised the meeting of the latest Wiltshire Council ward boundary divisions proposed by the Local Government Boundary Commission and that a further consultation was underway, with the deadline for responses to be sent to the Boundary Commission by 29th July. It is proposed to include Gomeldon village in the new Old Sarum & Lower Bourne Valley ward and proposed to include the rest of Idmiston civil parish in the new Winterslow & Upper Bourne Valley ward. As the civil parish boundaries remain unaltered thus the parish would be split between two wards and two Area Boards as well. Following a short discussion which demonstrated the councillors’ strong objection to these proposals, it was agreed that residents should be alerted as soon as possible, and a petition should be circulated for signature for submission to both Wiltshire Council and the Boundary Commission. It was agreed to submit an objection document with the petition to Cllr Hewett & Cllr Clewer in time for their next meeting on the matter on Monday 15th July. – New Leader of Wiltshire Council – Jane Scott would be standing down as Leader of Wiltshire Council at the next Full Council meeting, and her successor elected, with the Cabinet to be reappointed in due course. COUNCIL BUSINESS 157.19 Apologies Resolved: to receive and note apologies from Cllr Hartland and Cllr Najjar, due to work commitments, and from Cllr Zielonka and Cllr Gillick, who were indisposed. 158.19 To receive Declarations of Interest and requests for Dispensations Resolved: to note no Declarations of Interest were made, and that no requests for Dispensation had been received. 159.19 To receive and approve the following: a. Minutes of the ordinary Idmiston Parish Council meeting held on 10th June 2019 Resolved: to approve and sign the minutes as a correct record. It was noted that the Community Engagement Plan had been omitted in error from the agenda and would be included for discussion at the next meeting. 160.19 Planning a. To consider a response to Planning Applications received from Wiltshire Council July 2019 i. 19/05657/TCA – removal of various trees at Rose Cottage, High St, Porton – it was noted that consent had already been granted for this application. It was also noted that the application form was not complete, and it was Resolved: to write to the planning authority to request that planning application forms are checked properly for full completion before the application is registered. Action: The Clerk ii. 19/05625/FUL – various proposed works to north elevation of 3 St Nicholas Close, Porton Resolved: No objection iii. 19/05743/FUL – reroof existing bungalow to form first floor accommodation with 2 x velux windows, 4 dormer window and gable entrance at Charmwood, The Avenue, Porton Resolved: to object strongly on the basis of scale following the reduction in size of the current plot. b. To note decisions notified by Wiltshire Council since the last meeting i. 19/04058/FUL – groundworks & provision of 4 bay fire rated cabin building at PHE, Porton Down, manor Farm Road, Porton – approved 17th June 2019 ii. 19/04256/FUL – oak framed garage at Bird Lymes Farm – approved 20th June 1029 iii. 19/04260/FUL – extension of agricultural structure at Bird Lymes Farm, Porton – approved 12th June 2019 19/0249/REM – amended plans on land opposite Horefield, Idmiston Road, Porton – approved 28th June 2019 Resolved: to note 161.19 Items brought forward from the previous meeting a. To decide to continue meeting on the second Monday of the month in the light of information received. It was noted that the second Thursday of the month was a possibility in terms of the availability of parking, but it was also noted that the Beavers hired the large hall earlier in the evening. With the number of car movements in and out of the car park, with young children present at a critical time, it was Resolved: to continue meeting on the second Monday of the month. b. Relocation of Parish Council noticeboard at Idmiston churchyard The Clerk advised she was still awaiting a response from the Diocese regarding the need for a faculty c. Idmiston bus shelter bollards The Clerk advised these had been ordered, with delivery this week. It was agreed the Parish handyman should install these. 162.19 To receive updates and decide further action as necessary on Parish Council priorities a. Bourne Cemetery – Wessex Water update, damage cost recovery, sewage pipe relocation, shallow grave repair, further action. The Parish Council’s insurance company has confirmed it is for Wessex Water to pursue the grave digger for the costs of the sewage pipe repair. A plan of the proposed relocation of the pipe has been sent to Wessex Water, for them to add the technical spec, so that this can be sent out to possible contractors in due course. Wessex Water will provide an approved list. Shallow grave – the Clerk should check whether the plot was purchased as a single or double grave, and to continue to look into the resolution of the matter b. All Saints Idmiston – repair of the churchyard wall. There was no report from Cllr Gillick or Cllr Zielonka to consider. It was Resolved: to contact the Wiltshire Association of Local Councils and Wiltshire Council’s legal team for further advice and confirmation about ownership of the churchyard and wall and the Parish Council’s responsibilities, if any. Action: The Clerk c. Parish Council Newsletter – Cllr Exton and her team were thanked once again for the recent newsletter. It was agreed that the next issue should be at the end of November, with the deadline for articles being early November. Proposed articles were requested from councillors. Initial ideas were where to spend the CIL funding, what new play facilities are required for Porton Play Park, the recent wildflower project in Porton churchyard, and the role of the Parish Council – what it can and can’t do. Details of Christmas events, activities, winter emergency preparations, the 2020 family Fun Day. Production will, remain at 3 issues per year, and proposed advertising rates will be confirmed at the September meeting by the newsletter team. d. Family Fun Day 2020 – members of the working group will be decided at the next meeting. e. CIL monies – parish projects/investment – all were urged to think about suitable projects for consideration. Unlike R2 funding, CIL funds can be spent on anything that will be of community/parish benefit, it is not confined to just “Outdoor Leisure” July 2019 f. East Gomeldon bus shelter – cladding quotes are still awaited. The noticeboard has been installed, but the locks need attention. It was noted that DSTL has still not been able to provide a design for the bench, so it was Resolved: to allocate upto £500 to purchase a bench for the bus shelter, on the basis that should the DSTL apprentices be able to provide the bench, the purchased bench can be deployed elsewhere within the Parish. Action: The Clerk. g. Review of files/GDPR – this is nearly complete. Once the asset register has been checked, the financial records will be reviewed as necessary. Resolved: to investigate the cost of purchasing a fire-resistant cabinet in which to store title deeds and legal documents. Action: The Clerk 163.19 Finance a. To note bank balances as at 30th June 2019 Current account - £3264.92, reconciled balance £1948.26 Deposit account £ £45,135.00 Resolved: to note b. To approve for payment a schedule of accounts in the sum of £6299.48 Resolved: to approve, together with two additional cheques numbered 300110 for £22.44 and 300111 for £124.40 c. To note the June budget monitoring form Resolved: to note this had not been circulated in error, but the August form would be available at the next meeting d. To approve the terms of reference for the Finance Committee Resolved: to approve. e. To consider the spec for the proposed Grounds Maintenance Contract Cllr Oliver had already submitted his amendments and Cllr Jones passed his recommendations to the Clerk. These will be incorporated, and the document will be circulated to all councillors well before the September meeting for effective review and feedback prior to going out to tender. The checking of playground equipment will be excluded, as this is already actioned by the gatekeepers, although it was noted that they will need formal RoSPA training. The tree maintenance requirement will also be reviewed. Action: The Clerk f. To consider quotes received and select a contractor to undertake tree maintenance work in the parish Anonymised quotes had been received and circulated, and were considered in the sum of £6350.00, £7700.00, and £3136.00 for work in the Bourne Cemetery, Porton Recreation Ground, Gomeldon Recreation Ground, Idmiston churchyard and Idmiston Amenity area.
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