Agenda and minutes

The Chairman, Cllr Richard Britton, welcomed everyone to the meeting of the Southern Wiltshire Area Board.

New and former Members of the Board were welcomed and invited to introduce themselves.

There were no apologies.

To approve and sign as a correct record the minutes of the previous meeting held online on Thursday 11 March 2021 and the meeting held on 18 May 2021 to elect a Chairman.

Decision

The minutes of the previous full meeting held on 11 March 2021 and the meeting to elect a chair and vice-chair on 18 May 2021 were agreed as a correct record and signed by the Chairman.

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

There were none.

To receive Chairman’s Announcements including:

·       Announcement ?

The Chairman made the following announcements:

Leader delegated decision

The legislation which allowed local authorities to take public meetings and decisions online was not extended past May 6^th despite national requests for an extension.

Area Boards held before the 21^st June (when it is hoped the roadmap will move forward and lift current restrictions on the number of people able to meet in public) would need to have any funding decisions ratified through the Leader Delegated Decision process before funding could be released.

·       Fire & Rescue Service

·       Wiltshire Council Updates

·       Healthwatch Wiltshire

·       Current consultations

http://www.wiltshire.gov.uk/council/consultations.htm

The Board noted the written reports and updates available in the pack and online, which were:

·       Fire & Rescue Service

·       Wiltshire Council Updates

·       Healthwatch Wiltshire

·       Current consultations:
http://www.wiltshire.gov.uk/council/consultations.htm

Fire & Rescue - Matthew Maggs invited questions:

·       Was the establishment currently at full strength?

Answer: Salisbury Station was currently two under full capacity, with two new Officers starting in August. They were extremely short of on-call officers at Amesbury and Salisbury stations. Anyone that was interested in becoming an on-call Firefighter and was able to spare 40 hours min a week and lived within 10 minutes of a station was urged to get in contact.

·       How long was the training period for an on-call Officer?

Answer: After clearing the HR process, the physical and medical aspects of clearance usually took approx. 10-12 weeks. Training consisted of 2 weeks basic training and other various specialised courses once on station, new officers were on a 2 year probationary period.

·       What was the take up of the Safe & Well visits in light of Covid?

Answer: Generally, there had been a huge increase in people’s own fire safety. Local councils were on board and homes were now fitted with smoke detectors in all council housing. There was a backlog in visiting due to the Covid pandemic, however anyone wishing to have a Safe & Well home safety check was encouraged to make contact to arrange one.

·       Large parts of the Southern Wiltshire community area were outside of the target response times, how did that apply in the Bourne Valley?

Answer: Rural response times were 20 minutes, that was based on there being a fire unit available at the time of response. We can meet that target for the rural areas.

To welcome and hear from our new Sector Inspector Tina Osborn.

In addition to the written report available online as Supplement 1, the Chairman welcomed the new Sector Inspector Tina Osborn.

Inspector Osborn gave an update, some of the main points were:

·       Tina had 20 years in the job, predominantly policing in the south of the county, and was now CPT for Salisbury and Amesbury.

·       Reported crime figures for the last 8 months were below average, with a slight increase in March, however since coming out of lockdown they had reduced back down again. It was expected to see a rise once people come back out of the current lockdown. 

·       A plea for people to report crimes as it gave a better understanding of the true picture of the community.

·       Criminal damage was still below average, even with an increase seen in Jan – March, the figures were still below average.

·       Local priorities included, non-dwelling burglaries, theft from motor vehicles, vulnerability patrols, speeding vehicles – CSW back out in operation and off-road motorbikes/ASB.

Questions and comments:

·       Chairman – With the uplift of 60 new Officers, what would that mean for the southern CPT?

Answer: Once they start, we would look at our vacancies, and bolster our shifts in the south. We have had a number of Officers join the Salisbury and Amesbury CPT’s.

·       Charles Penn- Could we have clarification on the alignment of the CPT. We are a village in the Bourne Valley, are we still covered in the Amesbury area, where do our figures get included, here at Southern AB or at Amesbury AB?

Answer: Staff wise cover would be from the Amesbury CPT but I will include figures for your area in the next update for this AB.

·       Was there a specific problem with catapults in the south west or was it a country wide issue?

Answer: No, it was not confined to the south, it was a national problem. We have had issues in Downton and Bemerton Heath, but the problem was greater than just our areas, the legislation did not cover catapults so it would be great to have that changed.

·       There appeared to be an increase of the use of e-scooters, it was not a good idea to have these unlicensed vehicles on pavements and roads.

Answer: Officers were trying to educate people on e-scooters. Whilst it was ok to hire one, it was not legal to purchase one, and this was what we needed to get across to people. It did not sit comfortably with me, that here are these powerful scooters being used on the pavements.

·       In Alderbury there had been an increase in ASB, thank you for contacting our PC to advise how we could combat this.

·       Cllr R Clewer – As Leader of the Council, I would be happy to look into the possibility of a Public Space Protection Order to combat the catapult issue.

Answer: I would welcome your help on that, we can get together out of this meeting to discuss that further.

The approach to determining affordable housing needs in rural areas.

Speakers: Rebecca Lockwood Norris and Laura Young

The Board received a presentation on the approach to determining affordable housing needs in rural areas, from Rebecca Lockwood Norris - Community Led Housing Project Manager and Laura Young – Residential Development Team Manager. The main points included:

·       This was a free service for PC’s – Survey undertaken online in two parts.

·       PC’s were involved in the process and act as contact.

·       Timescale – approx. 6 weeks from request to being online and then open for 4-5 weeks. Reports can take up to 6 weeks to be completed.

·       Publicity material provided by Wiltshire Council – survey also publicised through AB.

·       The survey could recommend how many homes were required to meet local need in a parish and be used to contribute to evidence required for neighbourhood planning.

·       It could not recommend how many open market homes should be provided or indicate the distribution of affordable housing where more than one village makes up a parish.

·       The report would belong to the parish council.

·       Housing requirement was tested through local plan and detailed the expected need for growth over the next 20 years.

·       Housing need – defined as the need of families or individual in a community who require public assistance to access adequate housing; the rural housing needs survey allows recommendations to be made in response to this need over the next 3-5 years.

·       Community led housing – where community are involved throughout the process and plays a long-term role in ownership, management or stewardship of the homes.

·       Community driven development was important as it overcomes many barriers to the delivery of housing.

Useful contact details:

•        Further information is also available on our Local Housing Need webpage www.wiltshire.gov.uk/housing-local-housing-needs

•        To request a Rural Housing Needs Survey or to find out more about Community Led Housing please contact communityledhousing@Wiltshire.gov.uk or visit www.homesofourown.co.uk 

•        For queries around Neighbourhood Planning contact michael.kilmister@wiltshire.gov.uk

•        For Local Plan Review/housing requirement queries contact tim.mccombe@wiltshire.gov.uk

Questions and comments:

·       Would a rural development on an exception site count towards a housing allocation emerging from the local plan?

Answer: Yes

·       There was an inconsistency between the approach you take in linking adjacent villages in the same parish, compared with the local plan which separates the villages regardless to them in the same parish.

Answer: Yes there were discrepancies between the two.

·       Your survey lasts 3-5 years and the local plan runs to 2026.

Answer: Yes Housing Need is quite an immediate thing, it looks at the need now.

·       Could the slides be circulated to Parish Councils?

Answer: Yes.

To ask the Board to adopt the Area Board Forward Workplan and associated funding proposals for 2021/22.

Officer: Karen Linaker, Community Engagement Manger

Karen Linaker ran through the Area Board (AB) Forward Work Plan and Associated Funding proposals which were set out in the agenda.

In March 2021, the last AB agreed to recommend a new Work Plan. The purpose of that was to steer work and funding in line with a set of local priorities.

The Board engaged with PC’s and held dedicate meetings to consult with Partners and Schools.

The suggested top 6 priorities were listed as:

1.     Our Community Matters – encourage better use of the online noticeboard

2.     Rural Youth Outreach projects

3.     Village Youth Group support

4.     Make a Friend be a Friend delivery

5.     Health & Wellbeing Directory

6.     Healthy Schools Project

The Chairman noted that there was an amount of overlap of priorities detailed in the Plan which could be grouped together and that the JSNA had also indicated there were higher than average levels of Dementia in the community area, so that would need to be looked at carefully.

Questions and Comments:

·       The action plan and the targets seem open ended – do we have enough data, and could we move to something more tangible?

Answer: We would need to establish what the base line was, so we would need to do a piece of work to understand what that was as I am not comfortable we have the baseline.

Chairman – some of the work does not set itself to target goals, so  setting objectives was an integral part of the early stages of many of these workstreams.

·       Cllr R Clewer – I would be happy to work with the6 priorities, but am nervous in how we make communications work, we would need to try and make some headway but also must be prepared to cut our losses if not achievable.

·       When it came to finding Lead members to work on the priority areas, everyone has different skill sets. It would also be sensible to draw on our parish councils to tap in to their help.

Merv Quick stated that as the Wiltshire Neighbourhood Watch Committee member for the area, he would volunteer for the community safety role.

The Chairman thanked Merv and noted the support he had provided in creating the Community Safety Directory.

Anyone with an interest in volunteering to be a Lead on any of the priority areas to contact him or Karen.

The Chairman moved the motion to support the recommendations as set out in the agenda. This was seconded by Cllr Rogers.

Decision

The Southern Wiltshire Area Board agreed to:

·       Approve and adopt the Work Plan

·       Follow a rolling prioritisation process. 

·       Hosts up to 4 community engagement events in 2021/22, covering themes such as Young People, Eco-Friendly Villages, Health & Wellbeing, Parish & Community Group Networking.

·       Appoint councillors and community volunteers to work in conjunction with the CEM to provide leadership and capacity for each of the Work Plan’s priorities:

1)    Strengthening arrangements for village and area board communications and improving their impact

2)    Facilitate eco-friendly villages and projects

3)    Continual  ...  view the full minutes text for item 12.

An update on Youth Engagement for Southern Wiltshire.

Officer: Karen Linaker, Community Engagement Manager

Karen Linaker gave an update on Youth Engagement for Southern Wiltshire.

In Southern Wiltshire the offer for youth positive activities was mainly volunteer led. The provision had been hit hard by the impact of the pandemic. Old Sarum had a paid youth worker to work alongside the volunteer workers and was going strong. The other youth clubs would require some support to get back up and running.

The Board was part of a shared initiative with 4 other boards, the Rural Outreach project, which was about to commission a provider. An update on the progress of this initiative would be presented at the next meeting.

When restrictions eased, a series of fund days would be held.

So far only 4 of the 14 schools in the community area had signed up to the Healthy Schools Programme, a national programme.

A Needs Analysis would be run by the Community Engagement Team, to review of all groups engaged in youth support and activities, to have more knowledge of who the contacts were and where support was needed.

The Chairman added that this was such an important area of work for the Board. The efforts to engage young people in positive activities was vital in tackling ASB in the villages.

Questions and comments:

·       The Healthy Schools Programme was a great example of how we could improve communication. It had been difficult to establish who the contacts were at the schools.

Answer: Chairman – We have historically had difficulty engaging with schools, it remained a priority for us.

·       There was a youth club at Bishopdown Farm, run by the church, which now needs to be included in the provision for our community area.

Answer: KL – I will go and introduce myself and bring that into our fold.

·       Whiteparish also had two youth clubs, the village one and the church one. We would appreciate being in contact with Karen.

To appoint Lead Members to the Themed areas, Outside Bodies and Working Groups for the Southern Wiltshire Community Area for 2021/22, as set out in the attached report.

The Board considered the proposals to appoint Lead Members to the Themed areas, Outside Bodies and Working Groups for the Southern Wiltshire Community Area for 2021/22report attached to the agenda.

Decision

The Southern Wiltshire Area Board agreed to:

a. Appoint Members as Lead representatives to Outside Bodies as set out at Appendix A;
b. Agree to reconstitute and appoint to AB Themed Areas and the Working Group(s) as set out in Appendix B; and
c. Note the Terms of Reference for the Working Group(s), as set out in Appendix C

The Board is asked to consider two proposals of CEM Delegated Authority.

1.     To adopt the recommendations as set out in the CEM Delegated Authority report 2021/22, which are based on circumstances of urgency.

2.     To reaffirm the separate CEM Delegate Powers devised by the previous Area Board to devolve minor funding requests for amounts under £100 in between meetings.

All funding allocations taken under these CEM Delegated powers will follow consultation with Board Members and seek confirmation that a majority in support is present. All decisions taken in this way would also be noted at the next public Area Board meeting under the grants item.

The Board considered two proposals of CEM Delegated Authority as set out in the agenda.

Following discussion Cllr McLennan moved a motion to increase the CEM delegated minor amount to a maximum of £200. This was seconded by Cllr Oliver.

It was noted that all funding allocations taken under these CEM Delegated powers will follow consultation with Board Members and seek confirmation
that a majority in support is present. All decisions taken in this way
would also be noted on the next funding report presented at the area board meeting.

Decision

The Southern Wiltshire Area Board agreed:

1. That in order to expedite the work of the Area Board and to deal with urgent matters that may arise between meetings, the Community Engagement Manager, following consultation with the Chairman (or in their absence, the Vice-Chairman) of the Area Board, may authorise expenditure to support community projects (including youth, health and wellbeing and community area transport) from the delegated budget of up to £5,000 per application between meetings of the Area Board.

The Community Engagement Manager should seek the views of all Area Board members to obtain a majority in support, prior to the expenditure being agreed.

Decisions taken between meetings will be reported in the funding report to the next meeting of the Area Board explaining why the matter was considered urgent or necessary to expedite the work of the Board.

Where a significant number of urgent matters arise between meetings, a special meeting may be called, following consultation with the Chairman to determine such matters.

2. To reaffirm the separate CEM Delegate Powers devised by the previous Area Board to devolve minor funding requests for amounts under £200 in between meetings.

To consider any applications for funding as detailed in the attached reports.

Note: Due to a transition of our online funding application system, there are multiple separate reports attached to the agenda on this occasion.

Note: Applications for funding must be submitted 4 weeks prior to the next Area Board meeting date. Details of all future funding application deadlines is included at the end of this agenda.

For further information on the Area Board Funding process, contact karen.linaker@wiltshire.gov.uk

The Board considered the funding applications as detailed in the reports attached to the agenda. Applicants in attendance were invited to speak in support of their projects and answer any questions that arose.

Community Area Grant funding:

Naturally Social, Wiltshire Digital Drive – requested £5,000

The Applicant, Kieran spoke in support of the project, to refurbish 150 laptops to donate to identified individuals and groups in need, in southern Wiltshire community area.

Questions:

·       How do you identify who needs it?

Answer: We are in contact with local organisations who decide where they go.

·       Are the laptops gifted or loaned?

Answer: It is a long-term indefinite loan including the virus software, we can then detect when the laptop is not being used so we can re-locate it.

·       If we look at areas of deprivation, Southern Wiltshire does not come to mind before other areas such as, Westbury, Trowbridge and Salisbury. Did you see there being much demand after we come out of lockdown?

Answer: We have already provided those areas with laptops. I agree that the home working and schooling is fading out but we have also seen that providing technology to charities that work with dementia is very beneficial.

·       How was the ongoing support handled?

Answer: The laptops are wiped and upgraded before they go out. They have been donated from corporate organisations, so higher end kit and the support is offered by means of a simple swap of kit.

·       What is your total funding need?

Answer: We have a stock of 400 ready to go out, based on funding for parts.

·       How will people be equipped with the training they need?

Answer: We work with the charities which provide that and we provide the kit.

·       I like the idea of connecting older people, but there are the routers and the wifi that is also needed in addition to just providing a laptop.

Answer: We are speaking with Vodafone who help people in isolation.

·       What is your target?

Answer: The target over 3 years is 10,000 devices delivered (approx. 3k a year), with 300-400 in this area.

·       Is the work done at cost or are you funding the labour?

Answer: My guys are doing it in their spare time so we are now looking at volunteers and some kick starters to help. Those things would really upscale what we are doing now. No one is profiteering. We are only asking for funding for the parts. The National lottery are helping us with storage.

·       This seems quite a green thing to do, recycling old kit rather than recycle it.

Answer: That was always a key thing.

Cllr Richard Britton moved the motion to award in full. This was seconded by Cllr R Clewer.

Decision

The Area Board awarded £5,000 to Naturally Social, towards the digital drive project to refurbish laptops for distribution in Southern Wiltshire.

Reason

The application met the funding criteria for 2021/22.

My Salisbury, Community Journalism and  ...  view the full minutes text for item 16.

Future meeting dates & Funding Application deadline for applications:

9 September 2021 – grant deadline 12 Aug

8 December 2021 – grant deadline 10 Nov

10 February 2022 – grant deadline 13 Jan

Note: Applications for funding must be submitted 4 weeks prior to
the next Area Board meeting date. For further information on the funding process contact karen.linaker@wiltshire.gov.uk  

Future meeting dates & Funding Application deadline for applications:

9 September 2021 – grant deadline 12 Aug
8 December 2021 – grant deadline 10 Nov
10 February 2022 – grant deadline 13 Jan

Note: Applications for funding must be submitted 4 weeks prior to the next Area Board meeting date. For further information on the funding process contact karen.linaker@wiltshire.gov.uk