SOUTHWICK PARISH COUNCIL
Chair: Cllr Kath Noble, 230 Chantry Gardens, Southwick, Wiltshire, BA14 9QX 01225 352503
Clerk: Nicola Duke, April Rise, 81 Studland Park, Westbury, Wiltshire, BA13 3HN 01373 864127
DRAFT August Minutes – FOR SIGNATURE 15th SEPTEMBER 2020
Minutes of a meeting of the Parish Council held on Tuesday 18th August 2020 at the Village Hall, Southwick at 7.30 pm.
Present: Cllr Noble (Chair), Cllr Jackson, Cllr Morland and Cllr Pomeroy
Present via Zoom: Cllr Carey, Cllr Clayton, Cllr Curry and Cllr Eaton
In attendance: Nicola Duke (Parish Clerk), Wiltshire Councillor H Prickett and 28 members of the public.
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.
Members of the public spoke to the Council in respect of the Neighbourhood Plan for Southwick and the following points/comments were made:
· Residents of Brokerswood, Concord Close, Mowlems and Swan Court had not received recent information and were concerned that they were therefore unaware of what was going on in respect of the Neighbourhood Plan. Cllr Eaton reported that the distribution of material had been organised via Royal Mail.
· Concern was expressed over drainage issues at land at Wesley Lane.
· Members of the public were concerned that so many members of the PC were not physically present at the meeting.
· It was reported that not all villagers had access to the internet and therefore virtual consultation was not practical or inclusive.
· It was suggested that hard copies of consultation material could be left in the village hall for public viewing.
· It was confirmed that public meetings had taken place regarding Neighbourhood Planning but a public meeting had not been arranged at the current time due to safety concerns over the Covid-19 pandemic. It was confirmed that, should members of the public so wish, a public meeting would be arranged.
· It was reported that the current consultation was part of the statutory framework for Neighbourhood Plans and that this had been extended from 6 weeks to 8 weeks in view of the Covid-19 pandemic and the restrictions this would place on consultation.
· It was confirmed that there was no current planning application or planning permission in place relating to the land at Wesley Lane.
· Residents requested that consideration be given to the provision of play areas and play equipment in any new development.
· It was reported that the Parish Council had been considering regular reports from the Neighbourhood Plan Steering Group and that the Parish Council had approved moving to the current consultation stage at a meeting held in June 2020.
· At the conclusion of the public participation session members of the public were united in their request for a public meeting to discuss the draft Neighbourhood Plan. It was confirmed that this would be arranged and consideration would be given to the safest way of conducting this given the current pandemic.
2020/35 Apologies for Absence
2020/36 Declarations of Interest and Dispensations to Participate
2020/37 Minutes of Council Meetings
The minutes of the following meetings of the Parish Council were approved for accuracy and adopted:
a) Annual Council Meeting held on 16th June 2020 (proposed Cllr Pomeroy, seconded Cllr Jackson).
b) Ordinary Council Meeting held on 16th June 2020 (proposed Cllr Jackson, seconded Cllr Pomeroy).
2020/38 Wiltshire Council Report
Motion to adjourn to receive a report from Wiltshire Councillor Horace Prickett.
Members received a report from Cllr Prickett, a copy of which is appended to the minutes. In response to questions Cllr Prickett confirmed the following:
· He would chase a date for the weed clearing machine to visit the parish.
· He would raise the issue of enforcement at 5 Poplar Tree Lane with Wiltshire Council, given the concerns that time would run out against these issues if the Council continued to wait for the outcome of the Planning Inspector’s review first.
Motion to re-convene.
a) To receive reports from Councillors on matters of concern and to decide what action, if any, to take - None.
b) To receive an update from Cllrs Boorman, Carey, Clayton and Eaton on issues relating to Wynsome Street (if available) – Cllr Eaton reported that the HGV count had been sent to the MP.
c) Highway matters including the implications of the revised Westbury incinerator plans – members noted that the planning application was listed for discussion under agenda item 2020/40, noting that the toxins generated by the plant would have an impact on the parish.
2020/40 Planning Applications and Appeals
Prior to the this agenda item the members physically present considered whether to permit members virtually present to cast votes on matters before the Council. It was proposed by Cllr Jackson, seconded by Cllr Pomeroy and resolved (with Cllr Morland voting against) to permit the casting of votes via virtual means.
20/05638/FUL - Land rear of Hooper’s Pool, Hooper’s Pool Lane, Southwick, Trowbridge – Provision of access track – Objection on the grounds that no provision was made for footpath/footpath access on Footpaths 36a and 37.
20/05995/FUL - Blue Barn Farm, Lamberts Marsh, Southwick, BA14 9PD - Conversion of existing stables into dwelling house and associated operations – Leave to Planning Officer. Cllr Morland asked that his vote against this proposal be recorded.
20/05971/PNCOU - Romsey Oak, Bradford Road, Wingfield, Trowbridge, BA14 5LS - Notification for a Change of Use of Agricultural Building to 4 no. Dwellings – No comment.
20/06775/WCM - Northacre Energy from Waste Facility, Stephenson Road, Northacre Trading Estate, Westbury, BA13 4WD - Amended energy from waste facility to that consented under Planning Permission 18/09473/WCM – deferred until the September meeting with the Parish Council to join other local parishes for a joint meeting prior to its final consideration of this application.
20/05224/FUL - 43-47 Frome Road - Change of use from existing Sui Generis - Car Sales to Car Wash and Valeting Centre with associated drainage and anti-spray screen protection. Vacuum and pressure washing units to be housed in adjacent store – Objection on the grounds of highway safety and traffic generation.
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.
2020/41 Parish Council Accounts year ending 31st March 2020
a) Members received and considered the Annual Internal Audit Report from the Internal Auditor; reviewed its findings and the effectiveness of the system of internal control. It was proposed by Cllr Noble seconded by Cllr Jackson and resolved to adopt the Internal Auditor’s report.
b) Members prepared and approved Section 1; parts 2 & 3 (Annual Governance Statement 2019/2020) of the AGAR (proposed Cllr Noble, seconded Cllr Jackson).
c) Members considered Section 2; parts 2 & 3 (Accounting Statements 2019/2020) of the AGAR, which had been circulated to members with the agenda papers.
d) Members approved Section 2; parts 2 & 3 (Accounting Statements 2019/2020) of the AGAR; signing and dating the statements accordingly (proposed Cllr Noble, seconded Cllr Jackson).
a) The Clerk reported the balances of the Parish Council accounts as per the end of July 2020 as follows and members noted that a required bank transfer from the Reserve Account to the Current Account had subsequently been carried out in the amount of £10,000.
a. Treasurers Account - £3,117.42
b. Bus Bank Instant Account - £51,461.54
b) Members considered the potential for the use of online banking for the processing of Council payments and it was agreed that the Clerk would prepare a draft protocol for consideration at the September meeting.
c) Members approved the below listed payments (proposed Cllr Jackson, seconded Cllr Pomeroy):
HMRC PAYE June July 2020 £301.64
Zurich Playing Field insurance £2,766.85
Simon Pritchard Internal Audit 2019-20 £95.00
Greenacres Grass cutting June £282.68
Microshade Neighbourhood Plan IT support £134.40
Cllr Eaton Neighbourhood Plan expenses:
· Royal Mail delivery - £600
· Posters and banners - £98.99
Postage - £9.44 £708.43
AVA Recreation Play Area £520.03
Doveton Press Newsletter printing £375.00
John Fox Newsletter honorarium £50.00
Thumbnail Media NP printing £80.00
2020/43 Amendment to Standing Orders
Members considered a suggestion from Cllr Carey that the PC updated its Standing Orders to include a requirement that at the end of each meeting the PC decides the type and place of meeting in addition to its existing practice of deciding date and time - such an amendment to be as a result of the Covid-19 pandemic. Cllr Carey proposed an amendment to his proposal, that a postal ballet be carried out prior to each meeting with members being asked to list their order for preference for physical, virtual and hybrid meetings. Following debate this was seconded by Cllr Clayton and resolved. Cllr Morland asked for his vote against this proposal to be recorded,
2020/44 Neighbourhood Plan Steering Group
Cllr Eaton reported on the current public consultation, which had been advertised as widely as possible via as many communication methods as could be identified. He confirmed that a public meeting would be arranged as long as it was safe to do so and expressed surprise at the high levels of public attendance at the meeting. He confirmed that the arrangements and timing for the current consultation had been carried out following advice from Wiltshire Council.
Cllr Eaton reported that the project’s budget was being well controlled and that a further £1,000 grant had been awarded due to the Covid-19 pandemic. The total budget was therefore £24,000 and the final costs were estimated to be £20,000.
In response to a query about the comments form Cllr Eaton asked the Clerk to check that this was available via the website.
2020/45 Councillor reports
Cllr Curry asked whether there had been a meeting regarding Mowlems and the Chair confirmed that this had taken place during the previous week but that the Parish Council had not been invited or involved. In response to a further question the Chair confirmed that the goal posts were now back in situ at the playing field.
Date of next meeting
Tuesday 15th September 2020 at 7.30 pm. The Clerk would arrange a postal ballet in line with the resolution under agenda item 2020/43 which would determine how the meeting would be held.
2020/47 Confidential Information
In view of the confidential nature of the business to be transacted at Agenda Item 2020/48 members resolved that the press and public be excluded from this part of the meeting (proposed Cllr Morland, seconded Cllr Jackson).
Such a resolution would be 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.’’
2020/48 Staffing Matters
In view of the lateness of the hour and the fact that those attending virtually were now only dialling in by phone (due to loss of IT) it was resolved to defer this item to the September meeting (proposed Cllr Noble, seconded Cllr Morland).
There being no further business the meeting was closed at 10.06 pm.