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MELKSHAM TOWN COUNCIL MEETING
AT MELKSHAM TOWN HALL
MONDAY 24 JUNE 2019
At 7.00PM

AGENDA

Public Participation – To receive questions from members of the public.

In the exercise of Council functions. Members are reminded that the Council has a general duty to consider Crime & Disorder, Health & Safety, Human Rights and the need to conserve biodiversity. The Council also has a duty to tackle discrimination, provide equality of opportunity for all and foster good relations in the course of developing policies and delivery of services under the public sector Equality Duty and Equality 2010.

1. APOLOGIES

To receive apologies for absence

2. DECLARATIONS OF INTEREST

To receive any Declarations of Interest in respect of items on this agenda as required by the Code of Conduct adopted by the Council.

Members are reminded that, in accordance with the Council’s Code of Conduct, they are required to declare any disclosable pecuniary interest or other registrable interests which have not already been declared in the Council’s Register of Interests. Members may however, also decide, in the interests of clarity and transparency, to declare at this point in the meeting, any such disclosable pecuniary interests which they have already declared on the Register, as well as any other registrable or other interests.

3. MINUTES

To confirm as a correct record the minutes of the Extra Ordinary Council meeting held on 10 June 2019.

4. POLICE REPORT

Circulated with the agenda.

5. REPORTS FROM UNITARY COUNCILLORS

Unitary Councillors to report on any matters affecting Melksham which have been discussed at Wiltshire Council Meetings.

6. ACCOUNTS

    6.1 Payments

          To RESOLVE to approve the attached payments.

    6.2 Payments by Direct Debit

          Members are required to RESOLVE to approve the attached list of payments which will be made by Direct Debit.

    6.3 Payments by BACS/Bank Transfer

          Members are required to RESOLVE to approve that payment of all invoices will be made by BACS or Bank Transfer, wherever possible.

    6.4 Monthly Financial Statement – 31st May 2019

          To note the statement.

   6.5 Detailed Income & Expenditure Report as at 1 May 2019

        To note the Report.

   6.6 Statement of Year End Accounts

         To note.

7. EXTERNAL AUDIT 2017/2018 - APPROVAL OF THE ANNUAL RETURN AND ANNUAL GOVERNANCE STATEMENT - To follow

    Members are requested to approve the Annual Governance statement 2018/19 as detailed in Section 1 of the Annual Return by a formal resolution.

    Members are requested to approve, by formal resolution, the accounting Statements2018/19 as detailed in Section 2 of the Annual Return (page5).

    The Annual Return must be signed by the Town Mayor, or in his absence, must be signed by the appointed Chair of the meeting. The document must also be signed

by the Town Clerk/RFO.

8. INTERNAL AUDIT REPORTS – Reports to follow

9. COMMITTEE MINUTES

    9.1 Finance and Admin

          To receive the draft minutes of the Finance and Admin Committee meeting held on 3 June 2019

    9.2 Economic Development and Planning

         To receive the minutes of the Economic Development and Planning Committee meeting held on 7 May 2019 and 28 May 2019

   9.3 Community Development Committee

         To receive the draft minutes of the Community Development Committee meeting held on 10 June 2019.

10. SUB-COMMITTEE MINUTES

     10.1 King George V Playing Fields

             To receive the minutes of the sub-committee meeting held on 30 May 2019 and to receive the draft minutes of the sub-committee meeting held on

             13 June 2019.

     10.2 Recommendations from KGV Playing Field Sub Committee – Sub Committee Terms of Reference

            Members are requested to approve the Terms of Reference of the KGV Playing Fields Sub Committee.

    10.3 Splashpad Opening Arrangements, Date and Budget

           Report of the Community Engagement Officer attached which will include a cost report from the project managers along with their recommendations.

11. WORKING GROUPS

      11.1 Town Team – to receive the notes of the meetings held on 28 March 2019 and 25 April 2019

12. MOTIONS WITH NOTICE – COUNCILLOR PAIN HAS SUBMITTED TWO MOTIONS WITH THE FOLLOWING PROPOSALS

      The full motions are appendixes to the agenda.

     12.1 Motion A – That this Council resolves:

• That Melksham Town Council Employees Discontinue the Purchase, Storage and Use of Dangerous Toxic Insecticides, Herbicides and Pesticides such as but not limited to products containing Acephate, Acrolien, Alochor, HHPs, POPs, 2,4-D or Roundup on or in but not limited to all Parks, Allotments, Graveyards, Lawns and Flowerbeds IF such properties are owned by or maintained by Melksham Town Council.

• To only use organic products approved and or recommended as described at www.hse.gov.uk in any necessary efforts to control weeds and pests

• To ensure that all official Melksham Town Council policies, procedures and grounds maintenance instructions are amended and updated to include this policy

• To seek advice, guidance and assistance from local and national recognized experts, competent bodies and relevant Ministry of Agriculture, Fisheries and Food Advisory & Regulatory notifications regarding the use of any pesticide or herbicide to ensure that it is lawful, environmentally friendly and does not pose a danger to Council employees especially Grounds Maintenance Staff, volunteers and the General Public BEFORE any purchase of pesticides or herbicide is authorized or made.

• To review within 30 days of the date of this resolution any current stocks of herbicides, insecticides and pesticides to ascertain if they conform to this resolution and arrange for safe and legal disposal of all socks that do not conform to the spirit and intent of this resolution within 60 days of the date of this resolution.

• To create a public awareness of the dangers of the use of these toxic chemicals among grounds maintenance staff, allotment holders, citizens, schools, businesses and local organizations and enlist/support local action in conformity with this resolution.

• To provide adequate professional and certifiable courses for all our Grounds Maintenance Staff to ensure their and the public’s safety in the use of any pesticides, insecticides or herbicides to be used as grounds maintenance material

12.2 Motion B – that this council resolves:


• To support Wiltshire Council in its efforts to meet the County-wide goal of carbon neutrality by 2030
• To ensure that all official Melksham Town Council policies and actions confirm to Wiltshire Council’s decision regarding the climate emergency and to seek carbon neutrality by 2030
• To seek advice, guidance and assistance from local and national persons and competent bodies where necessary to review current and future Melksham Town Council policies and activities to ensure that they conform with the best practices in seeking carbon neutrality by 2030
• To craft and enshrine a climate friendly policy with carbon neutrality goals and objectives in Melksham’s policies and procedures
• To create a local awareness of the dangers of Climate Change among our citizens, schools, businesses and local organisations and enlist/support local action which is in conformity with this town’s current and future climate/environmental policies
• To organise an annual Melksham Day of Climate Awareness and Action

13. COMMUNITY EXPO

       Report of the Community Engagement Officer. Members are requested to note the recommendations and allocate a budget of £600 towards the event to be held

       on Friday, 20 September.

14. MELKSHAM A350: SPLITTER ISLAND

      To approve the £15k implementation costings towards the planting of the splitter islands.

15. MELKSHAM COMMUNITY MEALS

      Members are requested to note the financial accounts from MCM for April and May 2019. Members are also asked to consider the request from the organiser for          the current rental subsidy for use of the Assembly Hal to be extended from July 2019 until September 2019 to coincide with the start of the rental grant                      year. Email request attached.

16. LOCAL PLAN REVIEW

      Information attached. For Members to debate and comment how Melksham Town Council will be involved.

     16.1 Event held at County Hall on 8 October 2018

             To note outcome of event attended by various parishes in the Chippenham Housing Market Area (HMA). (previously circulated to Members in 2018)

    16.2 Joint meeting with Melksham Without Parish Council

            To note minutes of a meeting held on 12 December 2018 on the future growth of Melksham held on 12 December 2018 (previously circulated to
             Members)

    16.3 Briefing Notes from Meeting held on 12 June

            To note briefing notes of meeting held with representatives of Wiltshire Council, Melksham Town Council and Melksham Without Parish Council

     16.4 Appendix 4 of Local Plan Review – Chippenham Housing Market (HMA) – Assessment Summary – Cabinet Version – April 2019

            To note.

    16.5 A350 By-pass Presentation, November 2017 by Robert Murphy, Principal Transport Planner Wiltshire Council. (Link to presentation)

    16.6 Melksham By-pass Update – 24 May 2019

            To note.

16.7 Future Expansion of Melksham Oak School

        To make comments on proposals on the future expansion of Melksham Oak School and note meeting taking place on Thursday, 27 June between
        5.00pm-6.30pm at the school on these proposals.

17. APPEALS PANEL

      Members are requested to nominate three members (not part of the Hr Sub Committee) onto an Appeals Panel in the event there are any appeals as part of the          staffing review. Ideally members will have experience in HR practice.

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