Agenda and minutes

The Chairman will welcome those present to the meeting.

The Chairman, Councillor Peter Hutton, welcomed everyone to the meeting and explained the procedures for remote meetings.

To receive any apologies for absence.

Apologies for absence were received from Lisa Hodgson and Danielle Blake.

To approve and sign as a correct record the minutes of the meeting held on 16 June 2020.

The minutes of the previous meeting held on 16 June 2020 were considered, and it was:

Resolved

To approve and sign the minutes of the meeting held on 16 June 2020 as a true and correct record.

To receive any declarations of disclosable interests or dispensations granted by the Standards Committee.

There were no declarations of interest.

To receive the following announcements through the Chairman:

·       Area Board Boundary Review Consultation

Due to the Local Government Boundary Commission for England boundary review of Wiltshire Council, some division boundaries will be changing and as a result Area Board boundaries are also subject to change. A consultation on the Area Board boundary changes will run from 10 September 2020 to 31 October 2020. The consultation will be available at the following link from 10 September:  https://surveys.wiltshire.gov.uk/snapwebhost/s.asp?k=159903814766.

·       BT Payphone Consultation

There are currently 34 public payphones with low usage levels and BT propose to remove them following a full consultation which closes on 28 October 2020, with the deadline for comments on 14 October 2020, please contact Mary.Moore@wiltshire.gov.uk for details. Further information is attached to this agenda pack.

·       Household Recycling Centres

To receive an update regarding Household Recycling Centres during the COVID-19 period from the Head of Waste Management.

·       Connect 5

The Connect 5 training programme is about mental health and wellbeing. The programme is free of charge and available to community groups and individuals who have a role in supporting mental wellbeing. Contact kerri.lavendar@wiltshire.gov.uk for details.

·       COVID-19

Brief update on COVID-19 and staying safe.

The Chairman made the following announcements:

·       Agenda Changes

o   Due to some late amendments to the scheduled agenda, Item 13 was moved to Item 7 in lieu of the scheduled Rise Trust Youth Work update, and the scheduled Item 10, Chippenham Hospital Update, was cancelled.

·       BT Payphone Consultation

o   BT proposed to remove 34 low usage public payphones following a full consultation that closes on 28 October 2020 with the deadline for comments closed on 14 October 2020. Please contact Mary.Moore@wiltshire.gov.uk for details. Further information was attached to the agenda pack.

·       Household Recycling Centres

o   A written update from the Head of Waste Management was attached to the agenda pack in regard to Household Recycling Centres during the COVID-19 period.

·       Connect 5

o   The Connect 5 training programme was introduced. It was noted that the programme was free of charge and available to community groups and individuals who have a role in supporting mental wellbeing. Please contact kerri.lavendar@wiltshire.gov.uk for details.

·       COVID-19 Update

o   A written update in regard to COVID-19 was attached to the agenda pack.

·       Zero Chippenham

o   Councillor Nick Murry thanked the Area Board for the opportunity to organise the workshop during the last meeting held on 3 February 2020. He also thanked the participants, the Zero Chippenham team and to all who helped produce the event. It was confirmed that the report published as Agenda Supplement 2 was circulated to the Wiltshire Council Carbon Reduction Team and some of the proposed changes had already been implemented. It was suggested the workshop be brought forth to future meetings and the request be discussed at the next meeting on 16 December 2020.

To receive an update from Cllr Peter Hutton on the community response to COVID-19.

The Chairman, on behalf of the Area Board, spoke of the community response to the pandemic and thanked the local foodbanks across the area board and Wiltshire itself. He also thanked the emergency services, key partners of the area board, voluntary members of the public, care and retail workers for their hard work in supporting the community and the most vulnerable within it.

Councillor Richard Clewer, Deputy Leader, echoed the Chairman’s thanks and reinforced that the community and associated groups have been a significant part of the core response across the County.

To receive an update from Danielle Blake on the Rise Trust youth work.

This Agenda Item was cancelled due to absence as noted under the Apologies Item.

To receive an update from Ollie Phipps on the Local Youth Network Funded Projects.

The Chairman expressed thanks to members of the LYN, organisations and community groups who had received grants from the Area Board and all others who had continued to operate during the COVID-19 period and provide support to young people.

Ollie Phipps, Community Engagement Manager (CEM), echoed the Chairman’s thanks and noted the hard work undertaken by all partners to ensure the continuation of support across the local community area. A table that presented the different funded projects was explained and further details were provided for each.

Ollie Phipps confirmed that all of the projects detailed in the meeting were either funded through the last meeting of the Area Board on 3 February 2020 or through the existing emergency decision-making procedure with the approval of Councillor Whitehead, Leader of the Council.

The Chairman thanked Kez Hawkins, founder of The Photo Club, and noted the growth of the business and of the competition year on year, and the positive impacts across the communities’ and on the young people themselves.

To receive an update from Kathryn Crossweller, Chamber of Commerce, on the Chippenham High Street.

Kathryn Crosweller, President of the Chippenham Chamber of Commerce, delivered an update on the Chippenham High Street.

Updates to the Chamber of Commerce’s Constitution allowed direct membership instead of previous process’ whereby membership of Inspire by Wessex Chambers was required before joining Chippenham Chamber of Commerce. It was noted that a relaunch event of the Chippenham Chamber had occurred and was a good starting point in attracting new members.

It was stated that the reach of the Chamber was relatively short due to a limited amount of business’ that they spoke on behalf of at that current point. However, the Board was highlighted as being well connected with lots of working relationships with local businesses which provided the Chamber with a vast amount of useable information and insight into current positions.

Chippenham High Street itself was discussed and it was noted that vacancy rates were on the increase. However, the possibility that these vacant spaces in the town centre could be reimagined into residential settings was discussed and the subsequent positive impacts on businesses particularly those within the hospitality industry was highlighted, as there would be a captive audience in the immediate vicinity. On the other hand, in contrast to those businesses struggling there were some success stories such as BCH Camping & Leisure who had recorded significant growth.

The Chairman, on behalf of the Area Board, requested that local businesses were thanked and cited the need to support them during tougher times. He expressed anticipation at the potential for those positive changes to the town centre and for the continued relationship between the Area Board and the Chamber. A request for future updates to brought forth to the Area Board was agreed upon by Kathryn Crosweller.

Councillor Melody Thompson raised her new role working with the Swindon & Wiltshire Enterprise Partnership and noted their management of a grant of up to £3,000 aimed at supporting businesses recover from the impacts of COVID-19. Councillor Thompson requested that awareness of this grant was raised to local businesses and encouraged people to apply.

To receive an update from Lisa Hodgson on the Chippenham Hospital.

This Agenda Item was cancelled due to absence as noted under the Apologies Item.

To receive an update from Chrissy Lamb regarding the Future Chippenham Project; the proposed HIF ring road on the eastern side of Chippenham.

Wiltshire Council officers, Chrissie Lamb (Programme Specialist in Major Project Services) and Simon Hendey (Director of Housing & Commercial), presented an update on the Housing Infrastructure Fund Bid (HIF). This update included information regarding the opportunities associated with the HIF, points of focus in the 13 October 2020 meeting of Wiltshire Council’s Cabinet, long term engagement and consultation plans, and an indicative timeline of the next steps.

Members of the public were then given the opportunity to ask questions of the officers. The Chairman reminded the public of the time constraints of the meeting and noted that due to the considerable interest generated by this topic, not all questions/comments from members of the public would be asked and answered. Therefore, he encouraged the public and elected members to direct any further questions/comments to the FutureChippenham@wiltshire.gov.ukemail address.

The first set of questions, asked by Melanie Moden, concerned the processes and next steps if the HIF bid was unsuccessful, particularly during the current climate, when recuperating costs. Additional points of focus were the concerns around investing £5m of taxpayers’ money without the certainty of the bid’s outcome and the lack of a Local Plan or public consultation on the matter. In response, Simon Hendey clarified the following:

·       In relation to the costs, it was noted that the Council had provided a capital allocation in the event that they were minded to enter into the Grant Determination Agreement (GDA). This provided the opportunity to drawdown HIF funds to cover any costs incurred to date. As long as the Council proceeded and there was not a general default that could not be remedied, then the Council would have the ability to not repay the HIF funding already drawn.

·       In relation to the Local Plan, it was confirmed that a Local Plan timetable would be drawn up over the next calendar year. It was noted that this was completely independent and separate from the HIF process; there was no relationship between the two and one did not determine the other.

·       In relation to public consultation, it was reiterated that the Council was looking to secure the funding as an opportunity only. Access to the funding would not determine any future plans and the statutory consultation would take place and would determine if any development would take place. In the event that development proceeds, then the Council would have the opportunity to draw on the funding, not vice versa.

Councillor Nick Murray commented upon the consultation for the Local Plan review in 2019 and asked for reassurance that the HIF bid would not predetermine the Local Plan and would consider all relevant and appropriate potential development sites. In response Simon Hendey stated that his colleague Sam Fox, Director of Economic Development & Planning, would be contacted to provide a response to Councillor Murry, as he would be better equipped to provide a more detailed and knowledgeable response.

Susan McGill was then called upon to speak and referred to the Cabinet meeting scheduled for 13 October 2020. Questions  ...  view the full minutes text for item 32.

To receive an update from Jerry Herbert, Deputy Police and Crime Commissioner on the current police position and activity linked to COVID, in addition to police recruitment following the increase in precept plus the Government’s Uplift funding for additional officers including current training and landing plans.

Deputy Police and Crime Commissioner (DPCC), Jerry Herbert, updated the Area Board on the current police position and activity linked to COVID-19.

Updates to the Wiltshire and Swindon Crime Plan for 2020 was referenced and it was noted that as both the Police and Crime Commissioner and Deputy were continuing their roles for another 12 months the plan was updated to run until 2022 instead of 2021 as originally mapped. The publication of the Commissioner’s Annual Report for financial year 2019-20 was noted.

‘Operation Uplift’ was introduced and explained as being the national announcement of a further 20,000 police officers to be achieved by March 2023. From a local point of view, it was confirmed that officer levels dropped to 934 approximately 18 months ago, however due to increases in the precept this number will have been raised to 1,050 officers by the end of March 2021. The recruitment intakes for new Police and Police Community Support Officer were cited in regard to amounts and timings.

The DPCC then went on to discuss the changes made to the Police Service in respect to the additional powers the Government had provided to police regulations issued due to the pandemic; the details of which had changed on a number of occasions. The College of Policing Guidance to engage, explain and encourage the changes to regulations was adopted by Wiltshire Police, with enforcing being taken as a last resort. It was noted that the principle mechanism of doing so was through the issuing of a Fixed Penalty Notice, with approximately 230 issued by the Service. The DPCC noted that each ticket issued had been scrutinised in regard to correct use of legal powers and for proportionality. This scrutiny of the Fixed Penalty Notice process was noted as being available in the public domain as part of a monthly report. A small number of rescinded tickets was noted but for the majority of these cases this was due to the individuals being subsequently charged with more serious offences.

The Chairman thanked the DPCC for his presentation and requested that when these increases to the Wiltshire Police officer levels are brought forth to the Area Board, would an update as to the number of officers recruited in the local context of the Chippenham area be included.

To consider a possible change of the Area Board name to ‘Chippenham and Villages’ following discussions between members of the Chippenham Area Board and members of the Electoral Review Committee during the Area Board Boundary Review meeting on 8 July 2020.

As discussed under Agenda Item 5, Chairman’s Announcements, as a result of some late amendments to the scheduled agenda, at the Chairman’s request this Agenda Item (originally Item 13) was moved to Agenda Item 7 in lieu of the scheduled Rise Trust Youth Work update and was heard alongside the Area Board Boundary Review Consultation announcement.

Due to the Local Government Boundary Commission for England boundary review of Wiltshire Council, some division boundaries were changing and as a result, Area Board boundaries were also subject to change. A consultation on the proposed changes would run from 10 September 2020 to 31 October 2020 and would be available at the following link: https://surveys.wiltshire.gov.uk/snapwebhost/s.asp?k=159903814766.

Councillor Richard Clewer introduced the item and explained the process and reasoning behind the boundary review and subsequent alterations, as well as the make-up of the Electoral Review Committee within Wiltshire Council. It was established that the changes to the Chippenham Area Board were relatively small, such as some divisions growing larger to include newer developments. It was noted that the division of Bybrook was raised in discussions and was suggested that due to its geographical size, elements of the division looked towards different Area Boards. Therefore, the question of where it would best fit was noted as being included in the public consultation to understand the residents’ and communities’ views.

It was highlighted that the division was without an Elected Member representative due to a delay in the election as a result of the COVID-19 pandemic.

The Chairman proposed a possible change of the Area Board name to ‘Chippenham and Villages’ following discussions between members of the Chippenham Area Board and members of the Electoral Review Committee during the Area Board Boundary Review meeting on 8 July 2020. It was noted that this suggested change was to provide more inclusivity and build stronger relationships, engagement and connections between the urban and rural communities within the Chippenham community area.

The Chairman moved to rename the Area Board name, as detailed above, which Councillor Howard Greenman seconded.

Councillor Clewer reiterated that any changes proposed to the name would need to be ratified by Full Council to be in line with the Constitution. Councillor Ashley O’Neill questioned if any alternative names had been considered. The Chairman confirmed that alternatives had been considered during the meeting on 8 July 2020, but that members had agreed that Chippenham and Villages was the best proposition.

Members then took a vote on the motion to change the name of the Area Board to ‘Chippenham and Villages’. Following which, it was:

Resolved

To refer to Full Council the proposal that the Chippenham Area Board be renamed the ‘Chippenham and Villages Area Board’.

To note the written updates provided and answer any questions arising from the floor:

      i.         Parish and Town Councils

     ii.         Wiltshire Police

    iii.         Wiltshire Fire and Rescue Service

   iv.         Other Community Groups

Updates from Town and Parish Councils, and other Partners were received as follows:

1)    Wiltshire Police

o   Inspector James Brain spoke to the written update included within the agenda pack. It was noted that due to COVID-19 there was a significant drop in demand for police services which in turn allowed officers to refocus and become proactive in the community. It was confirmed that this led to multiple convictions and arrests of local drug dealers. Naturally as the restrictions lifted, the balance of managing business as usual alongside the increased demand of managing COVID-19 restrictions was cited as a challenge but that the response at local level had been pleasing. It was confirmed that alongside the Service and Local priorities, a new priority had been identified: the street drinkers in Chippenham town centre. It was confirmed that officers were working in tandem with the Town Council and other partners to create solutions and actions based on enforcement, education, help and support. Inspector Brain commented that he was hopeful that further updates would be brought to the next meeting. The Chairman raised the issue of the increases in rural crime to which the DPCC confirmed that this had been recognised within the Service and that an investment into a small team to centralise the work in support with local neighbourhood teams had been organised to provide focus and reassurance to the rural communities. 

2)    Chippenham and Villages Area Partnership (CHAP)

o   Alison Butler spoke to the BT Payphone consultation and made reference to the defibrillator project. The issue of fly tipping was raised in respect to the closure of HRC’s and it was suggested that kerbside electrical appliance recycling be introduced. The Chair responded to the latter and suggested that the Cabinet Member, Councillor Bridget Wayman, be contacted with this suggestion. Other points raised were: the increase of people visiting smaller communities during COVID-19 and the police and crime 101 service. In response to the latter point, the DPCC, clarified that some of the delays were due firstly to the increase in demand for the service, and secondly to the redistribution of employees across the County hubs to protect the workers and control centre in the event of a local COVID outbreak. The need of inter-County communication was also raised in respect to understanding the crime issues faced within different County’s in order to take preventative measures to protect the people and amenities of Wiltshire. Again, it was confirmed by the DPCC who reassured that this regular communication and the relationships with neighbouring County’s already existed.

Area Board Members would welcome discussion/comments around how we are working with the ‘new normal’, how groups/communities are managing restarting and rebuilding post COVID.

The Chairman made reference to the inability for the Area Board to fund or financially support foodbanks despite providing endorsements. He raised the question of whether this could be changed for the future.

Ollie Phipps, CEM, requested that members of the public and elected members email him - Ollie.Phipps@wiltshire.gov.uk – and provide a response on how they and different community groups dealt with the challenges of the Spring/Summer seasons and if/how they adapted the way they worked to deliver projects and activities. He also asked what they anticipated the challenges ahead would be as we move into the Autumn/Winter seasons and if there were any plans on how to overcome these challenges or if they were seeking advice. It was noted that these responses would be filtered up to the Directors and Senior Management of Wiltshire Council in order to help build a bigger picture across Wiltshire on the challenges ahead for our communities, businesses and groups.

To determine the following grant applications to the community area grants fund:

Community Area Grants

To consider the following applications for Community Area Grant funding:

·       Wiltshire Music Centre, £1,500, towards Celebrating Age Wiltshire.

·       Grittleton Village Hall and Recreation Ground, £4,130.40, towards Let’s Play Together.

Youth Grant Applications

To consider the following applications for Youth Grant funding:

·       The Photo Club, £2,000, towards the Young Photographers Competition.

The recent grant applications for both Community Area and Youth grants were introduced by Ollie Phipps. Councillor Howard Greenman spoke in support of the Langley Burrell Village Hall new shed application, and Cassie Tait spoke in support of the Wiltshire Music Centre application.

Councillor Howard Greenman moved to award all the grant applications as one motion, to which Councillor Ross Henning seconded.

Following the vote, it was:

Resolved

1)    To grant the Wiltshire Music Centre application, £1,500, towards Celebrating Age Wiltshire.

2)    To grant the Grittleton Village Hall and Recreation Ground application, £4,130.40, toward Let’s Play Together.

3)    To grant the Langley Burrell Village Hall application, £4,410, towards a new shed.

4)    To grant The Photo Club application, £2,000, towards the Young Photographers Competition.

Any other items of business which the Chairman agrees to consider as a matter of urgency.

There were no urgent items.

The next meeting of the Chippenham Area Board will be held on 16 December 2020, 7.00 pm.

The Chairman thanked everyone for attending the meeting. The next meeting of the Chippenham Area Board would be held on 16 December 2020, 7.00pm.