February Minutes

    The most recent Minutes are belo

The most recent minutes are below. For last year's and previous year's minutes please use the link at the foot of the page or refer to the annual collection of minutes in the collected pdf files section on the Parish Council webpage. Please note that minutes are published as DRAFT minutes and will be approved at the next meeting of the parish council. The minutes for an extraordinary meeting will also be posted to this page. Such a meeting could be held prior to an ordinary meeting or after such a meeting.

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Chair: Cllr John Eaton, 30 Blind Lane, Southwick, Wiltshire, BA14 4PG 07818 870098

Clerk:  Nicola Duke, April Rise, 81 Studland Park, Westbury, Wiltshire, BA13 3HN 01373 864127

  Draft Minutes of a meeting of the Parish Council held on

Tuesday 20th February 2024 at 7.30 pm in the Annexe, Southwick Village Hall.


Present: Cllr Eaton (Chair), Cllr Snell, Cllr Heydon, Cllr Carey, Cllr Clayton, Cllr Noble, Cllr Prickett and Cllr Jackson.

In attendance: Nicola Duke (Parish Clerk). 2 representatives from the Sports and Social Club and 1 member of the public.


Public Participation

Members of the public were invited to make representations to the Council on any matters relating to the work of the Council or to raise any issues of concern: None.


                AGENDA ITEM


2023/109              Apologies for Absence

Cllr Porter due to work commitments, accepted. 

Cllr Curry due to family commitments, accepted.


2023/110              Declarations of Interest and Dispensations to Participate

Cllr Noble declared an interest in agenda items 2023/119, 2023/120 and 2023/121 as a member of the associated Committees.


2023/111              Minutes of Council Meetings

  The minutes of a meeting of the Parish Council held on 30th January 2024 were approved for accuracy and adopted (proposed Cllr Prickett, seconded Cllr Jackson).


2023/112              Wiltshire Council Report 

Cllr Prickett had no report pertinent to the parish.


2023/113              Highways/Environment

Members received any updates or reports on matters relating to:

a)   Parish Environment including:

a.       Update on relocation of dog bin (January minutes refer) – the Chair reported that he had been in touch with Idverde and plans to relocate the large bin from Hollis Way to Chantry Gardens were in progress.  The bin at Hollis Way would be replaced with a dedicated dog bin.  The Clerk reported that she was also in touch with Idverde to ensure that the new bins were added to the emptying schedule for Southwick.


b.       Consideration of a Template Flood Plan (copy previously circulated, January minutes refer) – Members noted the template and agreed the importance of community involvement.  The Chair reported that he would liaise with the Flood Warden to commence gathering data to populate the template and the Clerk would add the emerging Flood Plan to the agenda for the Annual Parish Meeting.  It was agreed to list this matter as a standing agenda item so that progress could be monitored and prevent the loss of momentum.


c.       To consider information on Community Resilience (information from WC previously circulated) – Members noted the information and it was agreed this linked in well with the previous item.  The Clerk was directed to apply for the Village Hall to be the designated Hub for Southwick.


b) Highways including:

a.       Update on Highway Improvement Request Forms sent to LHFIG following the January meeting – Cllr Carey reported that the request forms had been received by WC in time for consideration at the recent LHFIG meeting however, it had been felt the plans for the proposed lay-by required more detail.  The highways officer would work to develop these and the matter would be considered at a future LHFIG meeting.  Cllr Carey reported that the meeting had considered the allocation for the remaining funds in the 2023/24 budget and had agreed to provide each parish with funding for hard standing for speed indicator device.


2023/114              Planning Applications


PL/2024/00294 - Units 10A & 10B, Dunkirk Business Park, Southwick, Trowbridge, BA14 9NL - Partially decked balcony structure erected on the rear/side elevation of existing employment building - Lawful development: Existing use No Comment, leave to Case Officer (proposed Cllr Noble, seconded Cllr Jackson). 


To receive and consider planning applications received after the issue of the agenda (where the response time falls outside of the meeting schedule and an extension cannot be obtained) – None.


2023/115              Finance

a)     Members received and noted the Bank Reconciliation January 2024 (previously circulated)


b)    Members noted the receipt of information from Wiltshire Council re: Community Infrastructure Levy funds and payments and confirmed that no CIL expenditure had been incurred. A nil return would therefore be submitted (information previously circulated).


c)     Members approved the below listed payments (proposed Cllr Prickett, seconded Cllr Clayton):





Clerk and HMRC

Salary, NI and PAYE January 2024 inc backpay


Thumbnail Media

Website development – initial payment




2023/116              Memorial for Local Resident

Members further considered a possible Memorial for Mr Roy Butt (January minutes refer) and agreed to progress the addition of his name to the memorial stone in the memorial garden and the potential naming of a street at the Wesley Lane development (subject to planning permission being granted).  The Chair would provide the Clerk with the wording for addition to the stone to enable a quotation to be sought and the Clerk would also chase the developer for a response to the initial request regarding the street naming. Members also agreed it would be appropriate to ask for dedicated memorial tree at the new development and this would be considered as the development progressed.


2023/117              Code of Conduct Training

The Parish Clerk reported that the Council’s Internal Auditor had agreed to provide the previously agreed Code of Conduct training.  Members approved this and agreed the allocation of the required fee of £245 for an in person training session (proposed Cllr Eaton, seconded Cllr Prickett).  The Clerk would liaise with Mr Pritchard to obtain some suitable dates for the training.


2023/118              Neighbourhood Plan Review

The Chair provided the following updates:

·         The recent public consultation regarding the sites submitted during the Call for Sites process had been well attended.  The planning consultants were now assessing the sites and it was hoped a report would be ready for consideration in March.

·         The review of the NDP was progressing however, it was a slow process and was not expected to reach its conclusion for another year.

·         The Chair was meeting with the owners of the parcel of land at Blind Lane (January minutes refer) to discuss the detail of the potential transfer of this to the Council.  It was noted that the school had expressed interest in the land for educational purposes.

2023/119              Service Level Agreement – Playing Field Committee

Cllrs Eaton, Heydon and Noble reported that the planned meeting had not yet taken place. Cllr Noble had gathered some of the information requested in order for the group to consider the funding allocation for 2024/25.  It was noted that the interim agreement had been considered by Council and the PFC and approved but had not been issued.  The Clerk would arrange for this to be issued prior to the scheduled PFC meeting on 22nd February 2024.


2023/120              Village Hall Committee

Following receipt of the Trust and Deed (January meeting) members considered any further actions and clarifications required; the Chair reported that the administration arrangements required a complete overhaul and this was agreed.  It was agreed to try to locate the Charity Commission administration document.  Cllr Noble reported that the AGM was scheduled for April 2024.  The Council would further consider this matter at the March meeting when it was hoped to be in receipt of the administration documents.


2023/121              Sports and Social Club

At this point Standing Orders were suspended to enable representatives from the S&SC to address the meeting (proposed Cllr Noble, seconded Cllr Jackson).


Representatives of the S&SC provided a report regarding potential plans for a Community Hub in the Village Hall.  The high standard of facilities available in terms of the Hall, playing field and social club and the events provided for the community were noted. The Council’s attention was drawn to the difficulties in ensuring sustainability when volunteers were relied on and the additional difficulties of recruiting younger members to the various Committees reported.  The S&SC proposed that all three Committees (the Village Hall, Playing Field and S&SC) would derive great benefits from working together to plan for more income generating events and potentially make financial savings on utility and administration costs.  The recent success of events such as the New Year’s Eve event and the Flower Show were noted.


The Council expressed its in principle support for the suggestion for a Community Hub and joint Committee although it was noted that the latter would require legal clarification given that each Committee was a legal entity in its own right with its own legal responsibilities.  It was agreed to work to develop a blueprint for the proposal and to list the matter as a follow up agenda item. The Chair reported that he could likely obtain some free legal advice. 


At this point Standing Orders were re-instated (proposed Cllr Noble, seconded Cllr Jackson).


2023/122              Domain Name and Council emails

Members considered a quotation for the purchase of a .gov domain name and associated dedicated Councillor and Clerk email addresses (January minutes refer). The Clerk reported that the cost of the domain name was £125 and the hosting of the required 13 email addresses had been quoted at £997 per annum.  Following debate, it was agreed that the Clerk would approach the new website provider to obtain a quote for email hosting.  A report would be brought back to the March PC meeting.


2023/123              Southwick Village News

The Chair reported that the editor had resigned due to work commitments. Members discussed the future of the newsletter and it was felt that the production of hard copies may generate more interest, noting that the editor had reported difficulties with community involvement.  The Clerk would approach the editors of the Steeple Ashton and Rode newsletters for information and advice on the production of their magazines.


2023/124              Correspondence



2023/125              Date of next meeting

Tuesday 19th March 2024 – Year end procedures


2023/126              Confidential Information

In view of the confidential nature of the business to be transacted at Agenda Item 2023/127 members resolved that the press and public be excluded from this part of the meeting (proposed Cllr Eaton, seconded Cllr Prickett).


Such a resolution was made in accordance with the Public Bodies (Admission to Meetings) Act 1960 Sec 1 (2), which states "A body may, by resolution, exclude the public from a meeting (whether during the whole or part of the proceedings) whenever publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted or for other special reasons stated in the resolution and arising from the nature of that business or of the proceedings; and where such a resolution is passed, this Act shall not require the meeting to be open to the public during proceedings to which the resolution applies.’’


Reason for exclusion – Staffing Matters


At this point the Parish Clerk left the meeting.


2023/127              Staffing Matters

Members had received confirmation of the costs to the PC of joining the Wiltshire Pension Fund, the associated payroll costs which would be incurred and it was resolved to join the Wiltshire Pension Fund, enrol the Parish Clerk and meet the required payroll costs (proposed Cllr Carey, seconded Cllr Heydon; with two abstentions).



There being no further business the meeting was closed at 8.50 pm.

Posted on 15 Mar 2024 by geoff edwards

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