SOUTHWICK PARISH COUNCIL

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 15^th March 2022 at 7.30 pm in the Village Hall.

 

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

In attendance: N Duke (Parish Clerk) and 4 members 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:

·         A resident asked for information about the re-launch of Southwick Village News, which was provided by the Chair.

·         A resident reported overgrown vegetation at a property in Southfields.  The Chair confirmed that the PC had contacted the resident.

 

   AGENDA ITEM

2021/122                 Apologies for Absence

Cllr Porter due to work commitments, accepted.

Cllr Jackson due to work commitments, accepted.

Cllr Curry due to family commitments, accepted.

2021/123                 Declarations of Interest and Dispensations to Participate

None.

 2021/124                 Minutes of Council Meetings

The minutes of a meeting of the Parish Council held on 15^th February 2022 were approved for accuracy and adopted (proposed Cllr Noble, seconded Cllr Clayton).

 

2021/125                 Ukrainian Humanitarian Crisis

Members considered the measures the Parish Council could put in place for donations to support the Ukrainian humanitarian crisis.  Following debate, it was agreed that the Council would publicise the links to the Disaster Emergency Committee funding pages.

2021/126           Wiltshire Council Report 

Cllr Prickett reported that he had been dealing with an email from a resident relating to the inaccessibility of the path between North Bradley and Southwick, which he was taking forward with Wiltshire Council.

2021/127           Highways/Environment

Current issues:

Members received any available updates/reports on the below listed items reported and discussed at the February PC meeting:

 Traffic and road safety issues on minor parish roads and associated parking issues at Southwick Primary School –the Clerk reported on the requested highways site meeting with Wiltshire Council and the Primary School, informing members that WC had advised that, in the first instance, the PC should liaise with the school regarding its travel plan.  It was agreed to ask Cllr Curry if she would initiate the conversation.  Members were also asked to send the Clerk any road safety issues not attributable to school traffic so that these could be taken forward separately with Wiltshire Council.

  Replacement bus shelter, Frome Road – to consider any available information on the costs involved – Cllr Porter had sent apologies for absence and the item was therefore deferred to the next meeting.

  Rights of Way work to be undertaken by Wiltshire Council – to record and note any actions taken by WC in line with work agreed (February minutes refer) – Cllr Carey reported on the installation of two new kissing gates at the footpath between Green Lane and Manor Farm.  He tabled information on integrated gates, which could present a cheaper option for improving access to footpaths.  The Clerk would pass this onto Wiltshire Council for consideration.

 Condition of pavement Frome Road – there had been no update from the Parish Steward.  The Chair would endeavour to obtain one for the next meeting.

  Selwood land between Hollis Way and Frome Road – a date for the planned site meeting with Selwood Housing was still awaited.

 Arrangements for litter pick – the Clerk confirmed that litter pick equipment was no longer available from Wiltshire Council or Community First however, WC would collect the rubbish from the litter pick.  It was agreed that the Clerk would obtain quotations to purchase additional litter pick equipment and report to the next PC meeting.

 Operational Flood Working Group – the Chair had circulated information, which was noted.  No further actions were required.

New reports/issues:

Highways and Traffic – members discussed measures which could be taken to address the excessive speeds of vehicles and HGV’s travelling through the village. Following debate, it was agreed to chase CATG for an update on a previous request for a staged speed limit reduction, from the village limit through to Rode.  It was also agreed to investigate the purchase of a Speed Indicator Device and the Clerk was asked to bring a report on this to the April PC meeting.  Cllr Prickett reported on a meeting to be held in West Ashton with local parish and town councils to discuss the emerging plans for a Westbury bypass. The Chair confirmed that he would be attending this meeting.

 Parish Environment – to list any new items requiring attention/action: Cllr Haydon reported that the dog bin at the end of Hollis Way was overflowing and the Clerk would report this to WC.  

 

2021/128           Planning Applications, Decisions and Consultations

PL/2021/11216 - 1A HOOPERS POOL, SOUTHWICK, TROWBRIDGE, BA14 9NG - Demolition of workshop and erection of single dwelling house -  Members were asked to send any comments to the Parish Clerk.

 

2021/129                Planning Issues

a)  Fencing at 2 Frome Road – members noted the previously circulated report from Wiltshire Council, noting that the matter was now resolved (February minutes refer).

 

b)  Potential donation of c14 acres of land in Southwick to the PC in return for the   building of 4 new homes on land north of Frome Road (A361) – Potential donation of c14 acres of land in Southwick to the PC in return for the building of 3/4 new homes on land north of Frome Road (A361) – Members noted that formal consideration of the proposal would take place on receipt of a planning application, whilst expressing the view that the donation of land as mentioned would be potentially of great benefit to the parish. The Chair reported that he had liaised with officers at Wiltshire Council who had recommended that the PC commence a NDP review, to complete in 12-18 months’ time. New sites such as this should be considered as part of that review process on a fair and democratic basis. The NDP review would therefore be scheduled for a further discussion at the April PC meeting.

 

c) Planned works to remove a garage at 55 Frome Road and the potential impact on PC owned wall adjoining the Memorial Garden – it was confirmed that the Memorial Garden and wall were the responsibility of the Playing Field Committee and the Clerk would therefore direct the resident to contact the Committee.

 

2021/130    Finance

 The Bank Reconciliation and Financial Position Statement as at February 2022 had been circulated to members and was noted.

  

The Consolidated Financial Position as expected at 31.03.2022 had been circulated to members and was noted.

  

Members considered any allocations to be made to Earmarked Funds or Capital Accounts prior to year-end (£36,822 available for allocation) and agreed the following:

a.                        SID/SLR - £5,000

b.                        Jubilee Celebrations - £3,000

c.               Highway Projects - £8,000

d.                        Rights of Way Projects - £2,000

e.                        Bus Shelters - £7,500

 

Members considered the release of the previously approved grant to Busy Bees in the amount of £2,000 and requested a copy of the organisations accounts, for the purposes of the audit trail.

 

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

 

Payee	Detail	Amount
HMRC	PAYE March 2021	£107.59
Beth Murtie	Editor fee and reimburse cost of software package	£80.00
XYZ Web	Annual website fees	£468.46

 

 

2021/131                 Platinum Jubilee Event Planning

Members noted that plans for the Platinum Jubilee celebrations were progressing and the Chair would meet with Cllr Porter to obtain further updates.  Cllr Snell spoke to a proposal to erect a flag pole at the village hall/playing field and it was noted that the hall had a flagpole on the balcony.

 

2021/132                 Parish Council Accounts Year Ending 31^st March 2022 (report previously circulated)

Members addressed administrative tasks relating to the preparation and submission of the accounts year ending 31^st March 2022 including:

 

a)         Appointment of the Internal Auditor – Mr Simon Pritchard was appointed as auditor (proposed Cllr Noble, seconded Cllr Snell).

b)        Confirmation of scope of Internal Audit -  the scope of audit was confirmed as per the circulated document (proposed Cllr Noble, seconded Cllr Snell).

 

2021/133                 Governance Reviews Year Ending 31^st March 2022 (documents previously circulated). Members carried out reviews of governance documents for year ending 31^st March 2022 including:

 

a)                       Review of the Risk Registers – Members agreed that risks relating to the appointment of contractors should be included and the Clerk would seek advice on this. An amendment was also made to Risk 17; to carry out an annual check that the occupier of the building held appropriate levels of insurance.

b)                       Review of the Fixed Asset Register - was adopted, with the agreement that the Clerk would liaise with Cllr Noble for a further review as it was thought that some items listed might now be redundant (proposed Cllr Watson, seconded Cllr Clayton).

c)                       Review of the Council’s Earmarked Reserves – the EMR as listed in the FPS and resolved under an earlier agenda item were confirmed (proposed Cllr Prickett, seconded Cllr Noble).

d)                       Members agreed to schedule the review of Standing Orders and Financial Regulations for the Annual Council Meeting in May 2022.

 

2021/134                Correspondence

            Community Policing – noted.

 CPRE Best Kept Village Competition – members agreed to enter the 2022 competition.

 

2021/135                Southwick Village News

The Chair reported that the new editor was being provided with support from the Chair and the previous editor of the magazine. He confirmed that he would ask the new editor to contact all previous advertisers and that a monthly report from the PC would be included in each edition.  It was further confirmed that the same printer (Doveton Press) would be used and that the deadline for contributions would be the 15^th of each month.  

2021/136                Date of next meeting

Tuesday 19^th April 2022 at 7.30 pm in the Village Hall. 

 

There being no further business the meeting was closed at 9.16 pm.

 

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