Council minutes November

Minutes of the meeting of Westwood Parish Council held at the Parish Room, Farleigh Lane on Monday 1 November 2021 at 7.30pm.

Present

Cllr. J Bishop Chairman

Cllr. Johnston

Cllr.A Pittman.

Cllr. P Waller (from Agenda item 2b)

Mr. R Coleman Clerk

There were fourteen members of the public present initially.

Wiltshire Council Cllr. J Kidney attended (Part-time).

Note. The Chairman took some of the Agenda items out of sequence but they are reported here to accord with the Agenda.

The Clerk confirmed that the meeting was quorate.

1. Apologies.

Apologies for non-attendance were received and accepted from Cllrs. Mumford, Leeder, Phillips and Triggs,

2. Co-option of a New Member.

a. The Council resolved to co-opt a new member.

b. The Council resolved to co-opt Patricia Waller - as a Westwood parish councillor.

Ms. Waller signed the Declaration of Office Form, countersigned by the Clerk. The Clerk advised Cllr. Waller of the need to Register Interests within 28 days and he gave her the details of how to register any interests.

3. Declaration of Interests.

There were no interests declared.

4. Minutes of the Ordinary Parish Council Meeting held on 11 October 2021.

The minutes of the meeting were agreed to be an accurate record and were signed by the Chairman.

5. Wiltshire Council Report.

Cllr. Kidney gave the following brief report:

· A36 Trunk Road – National Highways is continuing its survey work and travel restrictions on that road (closure on weekdays 8pm to 6am) will continue until 16 November. He added that access from Brassknocker Hill to the B3108 (Winsley) road will, nonetheless, continue – although some initial difficulties had been experienced.

· Wiltshire Council has issued a ‘Wiltshire Council’s Community Toolkit’ to address the issues raised in the recently published draft Climate Strategy and draft Green Blue Infrastructure Strategy for Wiltshire. Wiltshire Council is also attending the COP26 Conference in Glasgow and will present its strategy at that conference.

· There is to be a consultation commencing later this month in respect of the traffic management in Bradford on Avon and this will include the opportunity to comment on the implementation of a ‘one-way’ system in the town.

6. Working Group Formation.

The Council resolved to adopt the following Working Groups titles, but that allocation of councillors to the Working Groups would be delayed until a fuller Council was present:

· Biodiversity and Allotments.

· Neighbourhood Plan.

· Planning.

· Finance.

· Highways, Environment and Cemetery.

· Footpaths/Rights of Way.

· Westwood Park Building.

· Westwood Park Play Area.

7. Highways and Environmental (including Biodiversity).

a. The Clerk stated that this Agenda item had been entered in error. It was noted that the Westwood Biodiversity Group have been invited to give a presentation entitled ‘A Vision for Westwood’ at the next Parish Council meeting to be held on 6 December 2021. Councillors commented that this presentation should include specific detailed proposals for the Council to consider and to endorse.

b. The Council noted the written requests from parishioners requiring the Parish Council to commence action under the Small Holdings and Allotment Act 1908 and to provide allotments in Westwood. The Clerk commented that under the Act the Council shall provide such allotments subject to the Council being of the opinion that there is a demand for allotments in the parish. Additionally, the Council must take the recent representation from parishioners into consideration. The Clerk added that the challenge is to find suitable land bearing in mind that existing covenants almost certainly prevent either Westwood Park or the Playing Field being used, and the Parish Council owns no other possible sites.

The Chairman supported the request for a Community Meeting to be held to help judge the support or demand for allotments. He added that the task of identifying possible sites – including consulting with local landowners – would be the initial task for the newly formed Working Group. Meanwhile, he stated that he would contact the parishioner who had initially raised the subject of ‘allotments’.

c. Cllr. Johnston stated that a number of drains within Westwood needed clearing – especially the drain in Lower Westwood Road opposite to the Westwood Manor wall. Cllr. Bishop replied stating that he would contact the Parish Steward.

In the absence of Cllr. Mumford, he sent the following written report (shown in italics):

The Community Area Transport Group (CATG) agreed the installation of one sign at the junction of Avoncliff lane and the footpath on which these properties are located at a cost of £150 – so the Parish Council will be getting an invoice for £75 at some point from Wiltshire Council.

Also, it is anticipated that some of the BoA CATG ‘Top 5’ priority tasks will be completed shortly, so there was a suggestion at last week’s CATG meeting that Wiltshire Highways might have time in the near future to start work on drawing up a proposal for a traffic calming scheme for the New Inn/Farleigh Lane area of Lower Westwood (provided some higher priority task doesn’t bounce it in the meantime).

d. Councillors commented on the following topics:

Lyefield Lane hedge – This long-established hedge had been severely pruned and parts of it removed. Cllr. Bishop stated that he would investigate this matter.

Cllr. Johnston reported that no action had yet been agreed regarding tree works in Westwood Park and that a meeting with Acer Tree Surgeons had been arranged for 12 November to undertake a tree survey prior to any action being commissioned.

The Chairman stated that the details of a possible Village Pond, the refurbishment of the Dewpond and the use of some of the humps in Westwood Park as a ‘wildflower meadow’ should be addressed in the proposed Westwood Biodiversity Group presentation. Councillors commented that such a presentation must contain detailed information on any proposals including clearly stating any decisions and/or funding that may be required from the Parish Council.

The Council noted the ‘Wiltshire Council’s Community Toolkit’ written to address the issues raised in the recently published draft ‘Climate Strategy’ and draft ‘Green Blue Infrastructure Strategy for Wiltshire’. Cllr. Johnston took this publication to read.

Cllr. Johnston stated that the weeds under the seat in Westwood Park had been cleared by Mr Downes and that new gravel had been laid beneath the seat. She requested that Mr Downes be asked to sweep the grass cuttings resulting from his future mowing of Westwood Park away from the asphalt path. She also asked that he gives the various public benches/seats in the park a coat of varnish/stain and the Clerk added that each of the three noticeboards required similar treatment. The Chairman stated that he would advise Mr Downes of these requirements. An additional request was that he be asked about the pile of wood at the Air Shafts in the Park and whether they can be moved – subject to them not having a practical use for the bat population.

8. Planning.

a. The Council noted the current status of extant planning applications thus:

Planning Application No.	Address		Details of Application	Planning Decision
20/11061/FUL	109 Upper Westwood BA15 2DP		Installation of Solar Array and Ground Source Heat Pump	Pending
21/00448/LBC	109 Upper Westwood BA15 2DP		Installation of Solar Array and Ground Source Heat Pump	Withdrawn
PL/2021/05811	55 Lower Westwood BA15 2AE	Related to approved planning application for the erection of a single story detached double garage. The garage will have a stone dwarf wall, be clad in oak and have a Roman tiled roof.		Pending
PL/2021/05676	44 Lower Westwood BA15 2AR	Demolition of existing porch and conservatory, and construction of single storey extension and entrance link to existing house		Pending
PL/2021/06849	70 Elms Cross BA15 2AL	Proposed new ground floor extension, including internal and external alterations to the existing dwelling.		Pending
PL/2021/08435 David Cox	Midway Manor Bradford Road, BA15 2AJ		Notification for prior approval under Class R for a Change of Use of Existing Agricultural Storage Barn for Use as a Café/Restaurant with Ancillary Conference Space	Approved
PL/2021/04053	120 Upper Westwood	Variation of Condition 8 and Removal of Condition 9 of 20/01308/FUL etc.		Pending
PL/2021/09162	20 Linden Crescent	Rear single storey extension with roof terrace, rear dormers etc.		Pending

b. The Council examined the following planning applications and resolved to send comments to Wiltshire Council as shown (in italics):

PL/2021/09419

Land at junction of Elms Cross and Westwood Road, Westwood BA14 2AL

Removal of Condition 1 on W/11/02028/FUL to allow for some livestock to be housed in building,

New

The Parish Council has no objection to this proposed development.

PL/2021/09746

54 Lower Westwood, BA15 2AE

T1 – Bay Tree - Fell

New

The Parish Council has no objection to these proposed tree works.

c. There were no planning applications received after 26 October 2021.

9. Finance.

a. The Clerk reported the current financial position at 11 October was as follows:

11 November 2021			Westwood PC

Details of the Accounts			Amount
Credits & Debits

Lloyds A/C 1643417

Bank Statement			£52,327.56
30-Sep-21

Credits (1 October 2021 to 31 October 2021):
None			£ -
		Total:	£ -
Debits (1 October 2021 to 31 October 2021):
Clerk's Salary September)			£ 645.66
Clerk's Expenses (Sept)			£ 8.45
PKF Littlejohn			£ 240.00
Crown Gas			£ 30.04
HMRC PAYE Month 7			£ 129.20
D Downes (Sept)			£ 670.00
		Total:	£ 1,723.35

Balance at 31 October 2021			£50,604.21

Credits (1 November 2021 to 1 November 2021):
None			£ -
		Total:	£ -
Debits (1 November 2021 to 1 November 2021):
Clerk's Salary (October) - M7			£ 516.46
		Total:	£ 516.46

Balance at 1 November 2021			£50,087.75

NB. HMRC VAT Refund of £3351.63 awaited and to be added to Credit Balance.

Lloyds A/C 7573321
Bank Statement			£ 2,346.32
31-Aug-21

Credit (1 September 2021 to 11 October 2021):
10 September (Approx)			£ 0.02
10 October (Approx)			£ 0.02
		Total:	£ 0.04
Debits (1 September 2021 to 1 November 2021:
None			£ -
		Total:	£ -

Balance at 1 November 2021			£ 2,346.36

National Savings Account (Park Fund)
Balance at 31 December 2019			£ 17,165.79

Credits:
Interest 1/1/20 to 31/12/20:			£ 123.59
			£ 123.59

Debits:
None			£ -

Balance at 1 November 2021			£ 17,289.38

Total Funds at 1 November 2021			£69,723.49

Payments to be authorised 1 November 2021
Clerk's Salary (November) (To Be Paid 30 November 2021)			£ 516.46
HMRC PAYE Month 8 - November 2021			£ 129.20
Clerk's Expenses (October) Approx)			£ 7.45
RoSPA Safety Inspection			£ 126.60
D Downes			£ 857.50
	TOTAL:		£ 1667.25

The Council noted the Financial Forecast dated 31 October 202 (See below) and no action was necessary.

FINANCIAL FORECAST at 31 OCTOBER 2021 - Westwood Parish Council
(Includes all Payments and Receipts at 31 October 2021)

	ITEM	AGREED	Actuals	Estimated
	(Description)	BUDGET	FY21/22	FY21/22
		FY2021/22	at 31/10/21	At 31/3/21
	Income:
	Precept	40000	40000	40000
	Grant	0	0	0
	Interest NSC	35	0	125
	Interest Res	2	0	1
	Cemetery Fees	325	1055	1250
	Lettings	75	0	0
	Misc (CIL/Trees)	300	295	295
	VAT Refund	310	3352	3352
	Total Income	41047	44702	45023

	Expenditure:
	Clerk Salary	6885	4964	7980
	Expenses	200	96	200
	Office Allowance	200	0	200
	Solicitors Fees	1500	0	1500
	Chairman	0	0	0
	Hire Hall	400	0	0
	Audit	360	390	390
	Subscriptions	120	40	40
	Insurance	1025	1143	1143
	Community (Section 137)
	Newsletter	600	0	300
	Handyman	500	30	500
	Donations	250	0	250
	Website	750	0	750
	Open Spaces	4750	1400	4750
	Cemetery	3500	2144	3500
	Footpaths	50	0	50
	Football Field Maintenance	110	0	110
	Defibrillator	65	0	65
	Elections	2750	0	2750
	Misc. (e.g. CSW)	250	0	250
		24265	10207	24728
	Capital Expenditure:
	Road Safety Measures	1000	0	0
	Playground Equipment	10000	14176	14176
	New Trees	0	0	500
	Notice Boards	150	0	150
	Neighbourhood Plan	500	0	500
	Nursery School	0	0
	Building Maintenance	3500	0	1000
	Electricity	350	285	600
	Gas	450	216	500
	Water	250	97	250
	Insurance	195	210	210
	Asbestos Survey	0	0	0
	Asbestos Remedial	0	0	0
	Electrical Survey	0	0	0
	Electrical Remedial	0	0	0
	Boiler Servicing	100	0	100
	Gas/Boiler Remedial	0
		16495	14984	17986
	Total Expenditure	40760	25191	42714

	Net Income	287		2,309

	Balance B/F (31/3/21) as per FY2020/21 Annual Return:				£ 54,053.00
	Forecast Balance C/F at 31 March 2022:				£ 56,362.00

b. The Council resolved to make the payments shown under ‘Payments to be authorised’ above at Agenda item 9a including authorising payments to Crown Gas & Power and Aon Ltd in anticipation of invoices due very soon.

The Council resolved that the new contract with Crown Gas & Power due to commence in January 2022 be signed.

10. Cemetery.

There was no report.

11. Nursery School Building.

a. Cllr. Johnston confirmed that her latest inspection indicated that everything was in order. She added that it had proved impossible to reduce the heating to a low temperature and Cllr. Pittman offered to assist in this task. Cllr. Johnston stated that she would take gas and electricity meter readings. She added that she had moved the waste/recycling bins into the garage.

b. The Chairman stated that the Council had noted the petition and other correspondence received regarding the continued use of the building as a Nursery School and observed that the petition received appeared incomplete as it failed to contain all the signatures of the petitioners but notwithstanding this, the Chairman stated that strength of feeling regarding this subject was clearly evident.

He confirmed that he had contacted Little Munchins Nursery Group to investigate whether they continued to have an interest in starting a Nursery School in Westwood and to discuss the previously contested areas of their submitted Business Plan and was awaiting a reply. Following a lengthy discussion, the Parish Council was of the view that the Business Plan should continue to be treated as confidential and not made public at this stage. The Parish Council agreed that steps must be taken to engage with other providers to establish whether there is interest in opening a Nursery School in Westwood. The Chairman, Cllr. Bishop agreed to make these enquiries. The Chairman agreed to seek agreement with Little Munchins to publish some information from their Business Plan in order to address the various questions raised by parishioners.

The Chairman stated that the use of this building would be a subject at the proposed Community Meeting – see also Agenda item 7b.

c. The Council noted that a parishioner is to produce a Business Plan/Proposal for the use of the building as a ‘Community Shed’ and when received it, and any other proposals for the use of the building, will be examined and addressed in the proposed Community Meeting.

12. Westwood Update & Website.

The Clerk confirmed that he had contacted Mr Edwards (XYZ Web Ltd) and had been informed that the dearth of articles/copy sent to him for the Westwood Update had meant that it was uneconomical producing such a publication and that the Westwood Waffle social media site appears to be more attractive for parishioners to use – although it did not assist those parishioners without IT facilities. The parishioner who ran the group of Westwood Update ‘deliverers’ indicated her, and the Group’s, willingness to reintroduce deliveries if required.

The Clerk confirmed that he has commenced placing the Parish Council meeting Agendas on the Village noticeboards again following their absence during the worst of the COVID crises.

13. Footpaths.

There was nothing reported.

14. Play Area.

The Clerk reported that Cllr. Phillips had forwarded the recent RoSPA Annual Inspection Report to all councillors and that, except for the fence and gate, all equipment and safety surfaces appeared in good order.

The Chairman reported that quotations have been sought for a new wooden fence and gate and, to date, only one quotation has been received.

Cllr. Pittman commented that because a new fence is required it is proposed to increase the Play Area footprint which would be intended to accommodate additional/new play equipment – the Phase 2 Refurbishment Programme – and this would possibly affect the intended tree works in Westwood Park. It was agreed that Cllrs. Pittman and Johnston will present the results of the tree survey and possible tree works to the Council for a decision at the next Parish Council meeting.

Cllr. Johnston stated that graffiti had appeared on the swing seats and that she would attempt to remove it.

15. Neighbourhood Plan.

In the absence of Cllr. Leeder, he provided a written report to the Council which is shown below (in italics):

Further to my MS teams meeting with Christopher Roe at Wilts Council on 13th October.

He was unable to confirm if the Draft Plan would be acceptable to an examiner. He agreed that he would provide a summary of the sections that may need amendment / those at risk of an adverse examination result and requiring re-drafting. I emphasised that this work had been done by a group of parishioners following the process of NP drafting as well as they were able (given that this was the first attempt at creating such a document of the parish) which he acknowledged.

I suggested that as we had submitted the draft plan for examination and feedback - therefore we should proceed with the plan in the current form as it was desirable to have a plan (even an imperfect one) and use that as the basis for the next revision (as drafting a NP in a vacuum had been challenging) as any plan requires a regular redraft.

Chris is due to revert back to me with his comments on our plan and whether this proposed course is acceptable I chased him last week for a response and have not received a reply but understand that he is engaged in a full enquiry on another matter.

16. Date of Next Meeting.

Councillors agreed that the next Ordinary Parish Council Meeting would be held on 6 December 2021 at the Parish Room, Farleigh Lane commencing at 7.30pm.

The meeting concluded at 10.05pm

Chairman

Westwood Parish Council

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