South Marston Parish Council 84 Oxford Road, Swindon, SN3 4HD

Tel: 01793 686150 or 07804 4225571 Email: clerksmpc@southmarston.org.uk

South Marston Parish Council Draft Minutes of the meeting held on Tuesday 15th March 2016 at 7:30pm at

the South Marston Village Hall

Council Members present Mr C McEwen – Chair (CM) Mrs V Manchem (VM) Mr B Thunder (BT) Mr S Young (SY) Mr K Millard (KM) Mr D Roberts (DR) Mr T Leathart (TL) Clerk & Responsible Officer: Mrs C Penny (Clerk) Members of the public present: Mrs A Featherstone, Mrs M Cooper

Acronyms used in these minutes: SBC – Swindon Borough Council, PC – Parish Council, NP – Neighbourhood Plan, NPC – Neighbourhood Planning Committee, SMRA – South Marston Recreation Association, OPWG – Open Spaces Working Group, SM website – www.SouthMarston.org.uk, Minutes:

Agenda item & minute number Summary Action Supporting information 1. Open 10 minutes 34/16 Mrs Cooper stated that the litter around the entrance to the village on either side of Keypoint is terrible and needs to be cleared up. CM confirmed that it should be reported to the SBC Streetsmart Team. Clerk confirmed have received other reports and will be reporting those as well. Mrs Cooper requested a defibrillator update. BT confirmed that he now has sizes and requirements for installation and will be confirming the localities that will be suitable as well as speaking to a local village who have installed them. Mrs Featherstone queried the design of the new school building and expressed her disappointment with the design. Stated that the design does not compliment the existing school. CM confirmed that AF should put her views to SBC. Mrs Featherstone queried if the school design will influence the design of future buildings in the village, given that the NP requires that new buildings reflect existing buildings (which the school will be). Also queried if

the PC wish that the new design of school reflects the village NP design code? CM confirmed that it would be something we would wish but the school is the design of the borough. Mrs Featherstone will communicate her views to the Borough. Mrs Featherstone asked for an update on the arrangements for the schools priority use of the recreation field in term-time and if this would be formalised in an agreement. Also enquired what is the agreement at the moment? CM confirmed the current agreement is basic and the new one is being discussed with the School. Clerk will send a copy of the current agreement to Mrs Featherstone.

Clerk will send a copy of the current agreement to Mrs Featherstone. 2. Apologies 35/16 Sylvia Brown None 3. Declarations of interest 36/16

Members are reminded that any conflict of interest should be declared at the start of the meeting or item or, if not previously foreseeable, during any discussion of the matter concerned. BT asked that it be noted that agenda item 8 (Welcome Pack) refers to work undertaken by his wife, Alison Thunder.

None The Councils declaration of interests as recorded in the June & July 2014 minutes. 1. To approve the minutes of the Parish Council meeting held on Tuesday 16th February 2016 37/16

Proposed: TL Seconded: DR Agreed: All

None See South Marston website

4. Review of actions 38/16 Review of actions currently outstanding. Actions updated on the action sheet. See actions Actions 5. Clerks Report 39/16

Clerks report discussed Ways of Working: PC approve additional statement on web and social media usage. Clerk to add to Ways of Working. Planning applications: PC approve option 1. Use Staples to print large plans and Clerk to send update to Planning Committee re new process. DR queried if we should write to SBC and express our disappointment. Agreed. Clerk will seek confirmation that SBC will supply hard copies for confidential and large scale applications. Clerk to draft email to CM for approval. Councillor training: PC discussed courses and whether they should be essential. Agreed that Councillor and Clerk training is encouraged. Clerk to will circulate course list to PC and Councillors will try some and report back on value. Clerk to add training item into Clerks report for next month.

Clerk to add to Ways of Working. Clerk to update planning process to include ordering prints. Clerk to draft email to SBC re plan printing and send to CM for approval Clerk to will circulate course list to PC and Councillors will try some and report back on value. Clerk to add Training into Clerks Report in April

Report

Noticeboards: Clerk to purchase silica gel packets to insert into noticeboards to remove condensation Section 106: PC approved new recording process. Clerk to put new management process of Section 106 agreements in place. TL queried the Orchard development – who has title to the land at the back and has the transfer taken place? BT confirmed it hasn’t happened yet. Clerk to clarify where are at with the transfer. Advertisings reports: PC discussed. Clerk will print some hard copies of reports and agendas to issue to members of the public at PC meetings.

Clerk to purchase silica gel packets. Clerk to put new management process of Section 106 agreements in place. Clerk to investigate land transfer of The Orchard land progress Clerk to begin new process of printing hard copies for PC meetings. 6. Correspondence 40/16 Correspondence report discussed Item 3: Insurance policies. Clerk to request a copy of SBC’s car park safety policies.

Clerk to request copy of policies from SBC Report

7. To review and approve the South Marston Welcome Pack for new residents 41/16

Proposed plan is that we will issue a welcome pack to all new residents and an initial copy to all existing residents. PC approved advertising recommendations and overall plan. Alison will be producing more details for next meeting. Clerk to add Welcome Pack to the agenda for April

Clerk to add Welcome Pack to the agenda for April Report

8. Planning applications 42/16 To discuss planning applications: S/16/0315 – ‘Yew Tree Gardens’ Submission deadline: 16th March 2016 (Extension for PC) PC discussed and have no adverse comments. Clerk to submit response. S/16/0406 – ‘Land adjacent St Michaels’ Submission deadline: 29th March 2016 BT confirmed that the site should not be confused with St Michaels. This application relates to The Paddocks. PC feel the buildings are overdesigned and not in keeping with the neighbourhood plan. The properties will look imbalanced and out of proportion to the village. Also have concerns about access as the access/egress point is on a blind corner with no road markings to show who has priority. There is in adequate parking with no indication of pedestrian access. The application details are few and those viewable are poorly implemented. The application shows no consideration for SUDs or drainage. This application does not comply with the NP which states that all new buildings must be attached to mains water and sewage. School Expansion consultation SY commented that there was not that much detail in it beyond what was presented at the meeting at the school. PC would prefer stone facia as more in

Clerk to submit PC response Clerk to submit PC response CM to arrange discussion with SY to summarise and submit PC response.

SBC planning website Consultation

keeping with character of the heritage area. Consultation runs until 15th April. CM to arrange discussion with SY to summarise and submit PC response. 9. To review and update the Parish Council Asset register 43/16

Discussion about the asset register. Clerk to update the register and circulate to Councillors for assistance. Updates to include: Adding on missing columns as required Correcting cost of Tots and Toddlers play equipment Dog bins to be added

Clerk to update the register and circulate to Councillors for assistance.

None

10. Reports from Working Parties 44/16 Communications Working Group: PC confirm happy with principle of advertising costs within magazine. Noted that the next newsletter will be distributed in early May. Open Spaces Working Group: Noted

Report Report 11. Other reports 45/16 Energy Centre consultation: A number of technical questions have been put to developers following the exhibition. Hope to have better information before the next meeting and update the village website

Report

12. Expansion reports 46/16 Expansion update: PC are awaiting notification of the NEV Infrastructure Development Plan consultation. The NEV masterplan is vital and the PC are keen to ensure that it is appropriate. School: CM updated that the Borough have just indicated that they do not now intend moving the changing rooms from their current location on the recreation ground on expense grounds. PC agreed with report recommendations

Report

13. Finance 47/16 To approve appointment of Auditor, Rosie Darkin-Miller as per Clerks report. PC approved. Clerk to appoint Auditor and begin preparation. Approved and signed by SY, KM and TL: o Finance statement o Payments

Clerk to appoint Auditor and begin preparation. Finance statement 14. Matters brought forward by or with the consent of the chair 48/16

DR confirmed NALC meeting MP’s at Portcullis shortly. If Councillors have any queries they would like raised please email DR. CM updated that Clerk has received an invitation for Clerk and Chair to attend a meeting about parish pilots. Confirmed CM will attend but Clerk will not. Clerk to confirm CM attendance. TL confirmed that has not had a meeting of the NTG Neighbourhood Tasking Group (North & North East) in over a year. TL will find out why and will attend the locality meetings in our stead. TL will update Clerk.

Clerk to confirm CM attendance. TL to update Clerk

Meeting closure: 9:46pm

Actions: ACTIONS

PC Meeting & minute no Area Action Progress update Owner Deadline October 15 129/15 Training Clerk to update training record Completed. In Clerks report Clerk Completed November 2015 156/15

Risk assessment and asset maintenance Clerk to create list of training that is required for all councillors and clerk to allow us to monitor progress and gaps

Completed. In Clerks report Clerk Completed

November 2015 159/15 Open Spaces: Oak Tree Corner uses Working group will create list of possible uses and pass to Clerk. Clerk will then allow residents to express their preference for their preferred option via website and newsletter.

BT confirmed maintenance only BT Clerk Completed

November 2015 159/15 Open Spaces Working Group BT to canvass for additional members to join Open Spaces Working Group

Covered in Open Spaces report BT Completed

January 2016 7/16 Planning training Clerk to arrange planning training session with another Parish Council

Approach made to Covingham PC. Awaiting response after Covingham PC meeting. Chasing so carried forward

Clerk 19/4/16

February 16 17/16 Emergency planning: Flooding CP to pass details of National Flood Forum presentation and contact details to AF to begin work on arranging group meeting with locals and NFF.

Completed Clerk Completed

February 16 20/16 Defibrillator BT & VM to pick up defibrillator project and update PC on progress Covered in Open Spaces report BT VM Completed

February 16 25/16 Planning application: S/16/0128 – ‘Hot food trailer at Wellington Road’

Clerk to submit response to SBC Completed Clerk Completed

February 16 25/16 Planning application: S/15/2118 – ‘Construction traffic access on Viscount Way’

Clerk to submit response to SBC Completed Clerk Completed

February 16 25/16 Planning application: S/RES/15/1522 – ‘The Hub’ revised plans

SB & BT to summarise the PC concerns and submit to SBC. Comments submitted. BT SB Completed

February 16 25/16 Planning applications Clerk to add google drive links to agenda so all Councillors can see documents before meeting.

Completed Clerk Completed

February 16 25/16 Ways of working Clerk to draft paragraph on social media and website usage. Completed Clerk Completed

February 16 27/16 Finance Working Group Clerk to update annual calendar Completed Clerk Completed February 16 28/16 Superfast Broadband Clerk to contact James Alred re timescales and website updates

No response received. Clerk Completed

February 16 29/16 Oxleaze Wood BT to check with SBC ok to do three cuts of woods and arrange for community payback to complete.

SBC have confirmed that the budget for three cuts but they are happy for us to use volunteer labour provided they don’t have to come along to make good after.

BT Completed

February 16 29/16 Allotment shed/glasshouse rental BT & Clerk to prepare contract draft for next PC meeting.

Carried due to Clerk workload BT Clerk 19/4/16

February 16 29/16 Communications project plan Working group to begin implementing project plan. Completed. See Communications report. SB BT TL Clerk

Completed

February 16 30/16 SBC arranged public meeting re school Clerk now has a copy of the SBC flyer advertising this. Will post on the website shortly.

Completed Clerk Completed

February 16 33/16 Orchard development section 106 Clerk to check the specifics of the Orchard development section 106 agreement and check thresholds.

Completed Clerk Completed

Added at this meeting: Mar 16 34/16 Licencing agreement between PC and School

Clerk will send a copy of the current agreement to Mrs Featherstone. Clerk 19/04/2016

Mar 16 39/16 Ways of Working Clerk to add to Ways of Working. Clerk 19/04/2016 Mar 16 39/16 Planning application process Clerk to update planning process to include ordering prints.

Clerk 19/04/2016

Mar 16 39/16 Planning application process Clerk to draft email to SBC re plan printing and send to CM for approval Clerk 19/04/2016

Mar 16 39/16 Councillor and Clerk training Clerk to will circulate course list to PC and Councillors will try some and report back on value.

Clerk 19/04/2016

Mar 16 39/16 Councillor and Clerk training Clerk to add Training into Clerks Report in April Clerk 19/04/2016

Mar 16 39/16 Noticeboards Clerk to purchase silica gel packets. Clerk 19/04/2016 Mar 16 39/16 Section 106 agreements Clerk to put new management process of Section 106 agreements in place.

Clerk 19/04/2016

Mar 16 39/16 The Orchard: Section 106 Clerk to investigate land transfer of The Orchard land progress Clerk 19/04/2016

Mar 16 39/16 Advertising reports Clerk to begin new process of printing hard copies for PC meetings Clerk 19/04/2016

Mar 16 40/16 Insurance policies Clerk to request copy of policies from SBC Clerk 19/04/16 Mar 16 41/16 Welcome Pack Clerk to add Welcome Pack to the agenda for April Clerk 19/04/16 Mar 16 42/16 Planning application: S/16/0315 – ‘Yew Tree Gardens’

Clerk to submit response to SBC Clerk 16/3/16

Mar 16 42/16 Planning application: S/16/0406 – ‘Land adjacent St Michaels’

Clerk to submit response to SBC Clerk 29/3/16

Mar 16 42/16 School expansion consultation CM to arrange discussion with SY to summarise and submit PC response. CM 15/4/16

Mar 16 47/16 Audit Clerk to appoint Auditor and begin preparation. Clerk 19/4/16 Mar 16 48/16 Special expenses meeting Clerk to confirm CM attendance Clerk 21/3/16 Mar 16 48/16 Neighbourhood Tasking Group TL will update Clerk. TL 19/4/16

Return to minutes

Clerks Report

Report details Report Date: 8th March 2016 Inclusion in Parish Council meeting: March 2016 Agenda item number: 6 Public or confidential: Public

Overview The focus this month has been on producing the latest edition of the Community newsletter, which took up a large portion of time. I have also been focussed on catching up on work backlogs and administrative tasks. Area Summary

Ways of working As agreed, I have drafted an additional paragraph on social media and website communication: “Councillors should be thoughtful when using social media and websites to enter discussions about the Parish Council or its work. It should be made clear when posting whether they are posting as a Councillor or as a member of the public. Guidance should be sought if unsure.”

Introduction to Local Council Administration (ICLA) I have begun working on this qualification. To allow myself time to study, I plan to study every Friday from 12:30, where possible.

Planning application printing

Following the change of SBC’s policy on providing free hard copies of plans the PC need to review, I am aware that we have been finding it difficult to review some applications. We have a number of options to resolve: 1. When a large A3/2/1/0 copy of a plan is required, Councillors will request one from the Clerk who will print at Staples and bring to PC meetings. We will need to budget a suggested amount of £200 for this. Staples is more convenient location wise for the Clerk but printing services are also being offered by the Borough and Haydon Wick Parish Council (prices TBC) SBC Staples A4 60p 65p A3 £2.50 £1.60 A2 £4.50 £5.00 A1 £6.00 £6.00 A0 £7.50 £7.50

2. We will continue to view plans via the google drive but the Clerk will print A4 copies of key documents to be used for discussions at the PC meeting. No budget is required for this. 3. We purchase a small projector to link to the Clerk’s laptop to project the plans onto the wall during PC meetings. This will require spending between £50-£75 but can be reused for public meetings, presentations etc. (Example)

Audit 2016 I have been in communication with Rosie Darkin-Miller, the auditor who conducted the 2015 audit for the PC. As the PC went out to tender for the position in 2015, we wish to continue with the same auditor for 2016 to allow ease of use for the PC and Clerk (who will be delivering the audit for the first time). Ms Darkin-Miller has sent a quote through for £264.00 plus VAT. I would recommend that the PC approve use of Ms Darkin-Miller and ask for approval.

Community newsletter The March edition of the Community newsletter has now been printed and distributed to homes within the Parish. The production of the issue has taken a substantial amount of work for a number of reasons including:

Copy from community groups arrived after the deadline Copy had to be edited and written from fresh in some cases

The original B4 size could not be printed by the printer so had to redesigned the day before we went to print Although, the production and distribution has been a great achievement there are a number of lessons to be learned and improvements to be made. This includes the need for additional support for me (the other work has suffered and I have worked extra hours to produce the newsletter on time) and the importance of set deadlines to ensure enough time to edit, layout and print the newsletter. It would also be useful to have a reserve of articles. I have already been approached by a resident about contributing to the newsletter and another approach re advertising. I am working with the Communications Working group to continue implementing our project plan. Clerks Forum Will be attending the Clerks Forum on 13th April 2016. Councillors to let Clerk know if there is anything in particular they would like raised.

Councillor training

As agreed, I have created undertaken research on some of the training available to Councillors and Clerks. This can be seen here. The sheet shows draft ideas of whether courses are essential/desirable or should be a requirement for some positions (Other local Parishes have begun to make some courses a requirement for working on committees) Clerk would like guidance on PC’s training requirements: Should some courses be essential? Do we want Councillors & Clerk to attend more training to bring increased professionalism and confidence in dealing with issues? Noticeboards It has been noted that the two main noticeboards are suffering from condensation when the weather is damp. Would a Councillor be able to examine them and confirm if repairs are needed?

Yew Tree Section 106

We have received an email from the CIL/Section 106 Monitoring Officer at SBC informing us that the section 106 money from the Yew Tree Garden has been received. I will be contacting him to clarify the terms and conditions attached to the amount and arranging for the transfer. I will work with the Finance Committee to allocate the money to the correct budget and brief the PC on how it can be used. We have 5 years to spend a designated fund from the date of the first drawdown. Prior to the email, I had begun to organise the Section/106 information to enable us to track the information more easily. There are a number of steps I recommend we take: Update the Planning Review document to record any section 106/CIL agreements under the outcome Save copies of Section 106/CIL agreements in the “Planning – Section 106/CIL” folder on the google drive Amend the finance spreadsheet to record the monies agreed, what is received and how it is spent Although SBC do have a Monitoring Officer of their own, I recommend that we keep our own records.

Advertising reports

Following discussion, I have been researching the Transparency code with regards the advertisement of report contents alongside the agendas prior to PC meetings. The Transparency Code is guidance to all PC’s which have a gross annual income or expenditure over £200k (whichever is higher). We are currently operating well with the guidance and are advertising full reports and minutes after the meetings. Currently no other PC (that I have been able to locate) advertise the report content prior to the meeting. This can only be done online due to the size of the documents. If we choose to do so, there are advantages i.e. members of the public will be able to see the report content prior to a meeting and decide to attend, we will be more transparent, it will be easier for members of the public to understand PC discussions in meetings. Disadvantages are that reports can sometimes arrive after the agenda has been published due to meeting timings. This is not cu rrently a big issue as it impacts the

PC only but could be an issue if we are advertising reports. It will also create extra work for the Clerk. Alternatives include publishing certain reports only i.e. Clerks report, Correspondence report etc or Clerk to print hard copies to be issued to the public at the PC meeting. I would ask that the PC form a committee to consider the options and make a recommendation. Actions or queries for consideration by Parish Council at PC Meeting

PC to approve additional paragraph to be added to Ways of Working document PC to discuss and approve option for planning application printing. PC to give guidance on PC approach to training and book courses. PC to approve Section 106/CIL management process PC to form a committee to decide on report transparency

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Correspondence Report

Report details Report Date: 9.3.16 Inclusion in Parish Council meeting: March 2016 Agenda item number: 7 Item number Contents summary From Date Reference 1 Invitation to attend a planning training event Katie Fielding, WALC 18/2/16 Planning event

Content

Dear Colleagues NEGOTIATE A BETTER OUTCOME IN PLANNING Dealing with the planning system is one of the most challenging activities for a Local Council. It can also be one of the most important with the biggest impact on your local area. This event offers practical skills in negotiating with developers and planning officers to secure planning gain on the back of major developments. This training will help you:

Learn practical skills to give you the confidence to speak to developers and ask for contributions towards local infrastructure needs

Help you spot opportunities that arise from new development proposals Help you speak to and on behalf of your community so that you can gain the maximum benefit

whether you are for or against and development The training will be delivered by Andrea Pellegram MRTPI who has over 30 years’ experience in planning gained in the private and public sectors. A local case study from Corsham will provide a real-life example of current negotiations. An exercise based on success in Fairford Town Council will provide another real example of negotiation technique. The event will be held at Lackham House, Wiltshire College, Lackham, Chippenham SN15 2NY on Friday, 15 April. Refreshments and lunch will be provided throughout the day along with ample parking. The delegate fee is £95 per person with a discounted fee of £85 per person for member councils sending two or more delegates to the event. Registration is from 9.15am with a 10am start. To register, please complete the attached booking form and send to Katie Fielding at this email address or to the postal address below. Please send a separate form for each individual delegate, With kind regards Katie Katie Fielding County Secretary Wiltshire Association of Local Councils

Item number Contents summary From Date Reference 2 Response to email from Clerk confirming PC future requirements as Stephen Taylor, SBC 15/2/16 SM Parish Council

part of Community Governance Review

Content

Hi Stephen, Hope you are well. As per our previous discussions with you, the South Marston Parish Council has asked me to formally alert you that once the planned development of the NEV area has begun we will require a review of our council size. Regards Claire Claire Penny Clerk and Responsible Officer South Marston Parish Council Hi Claire Many thanks for this and I note the position. Best wishes Stephen Stephen Taylor Director of Law & Democratic Services and Monitoring Officer Swindon Borough Council Item number Contents summary From Date Reference 3 Response to enquiry re car park safety and use of volunteers

PC insurers 19th February 2016 PC liability

Content

From: Claire Penny Subject: South Marston Parish Council: Advice required Dear Sir/Madam, I am writing to for advice on two areas within our Parish. Winter weather The Parish own a car park, located next to the village Primary school and recreation ground. This car park is regularly used by the school and its parents as well as recreation ground users. We wish to understand the risk around its usage in the winter weather and if there is any legal obligation for us to grit the car park on icy days. If so, could we delegate this to those that use the car park? Use of volunteers On occasion, we welcome teams of volunteers to our woodlands to assist with wildlife and environmental projects. In almost all cases, these volunteers come from organisations and therefore have their own insurance in place. However, we would like to check our requirements with regards the use of volunteers. If it is a Parish Council organized event, must we have a member of the Parish Council present? Advice on both issues would be much appreciated. Regards Claire

Claire Penny Clerk and Responsible Officer South Marston Parish Council Dear Claire, Winter weather If you are responsible for gritting and salting an area we would advise that the Parish Council must take all reasonable steps to observe and comply with all statutory or Local Authority Laws, obligations and requirements. We would request that the Parish Council obtain a copy of the current guidelines for salting and gritting from the District Council. These guidelines must be complied with. We must stress to the council that if they introduce this salting that they must maintain this and have a system of check in place to ensure that it is done so that we minimise the risk of being negligent for omitting to salt. These checks must be logged and recorded. We do not have any issues with Councils providing grit bins for public use other than it is kept filled with grit/salt provided by the District Council. Cover is provided subject to Policy terms, conditions, exclusions and the Limit of Indemnity of £10,000,000. Use of volunteers Cover for Volunteers of the Parish Council, provided they are not deemed as hazardous activity, is automatically included in Public and Employers Liability sections subject to Health and Safety guidelines being followed and prior Risk Assessments being carried. If the projects are organised by anyone other than the parish council, then Liability covers must be provided by that organisation. We trust this to be in order but should you have any queries please feel free to contact me. Kind regards Local Councils Team Item number Contents summary From Date Reference 4 Confirmation of registration of the Memorial Garden

Rebecca Strong, Thrings Solicitors 29th January 2016 Memorial Garden

Content

Dear Claire 15. First Registration of the Memorial Garden, South Marston, Swindon I am pleased to advise that I have now received confirmation of registration of the Memorial Garden from the Land Registry. Accordingly, I enclose a copy of the title to the property which has been registered under title number WT417023 together with a copy of the plan showing the extent of the property edged red. I should be grateful if you would check that the plan correctly shows the extent of the property on the ground and let me know if there are any discrepancies since I will need to revert to the Land Registry if there are. Whilst writing, I enclose this firm’s invoice in relation to the legal fees incurred in accordance with the estimate provided to Joan Britton. I should be grateful if you would arrange for settlement shortly. Please do not hesitate to contact me if you have any queries. Kind regards. Yours sincerely

16. Rebecca Strong Solicitor Thrings LLP Note to Councillors: Hard copy registration held with Clerk but electronic copy saved on Google Drive, under Parish Facilities, Services & logistics Item number Contents summary From Date Reference 5 Chair response to local resident who contacted him with feedback about SM Neighbourhood Plan

Chair to local resident 9th February 2016 SM Plan

Content

On 9 February 2016 at 19:11, Local Resident wrote: Dear Sir / Madam, I have one major concern that I would like feedback on. Being resident at Manor Cottages, Old Vicarage Lane my main concern is the southern most block / wedge of housing to the left of us as we look out our front window (the section nearest the Carpenters Arms end). My concerns are not about sight but the impact on flooding. Having been flooded in 2007 and close to flooding a few times since then where water came gushing from across the fields opposite and the road side ditches overflowed, the development of a block of housing here will act as a further barrier to flood waters heading south and force more of them our way – HELP!!! How on earth will this be avoided – we need concrete (well not concrete) but water tight (literally) plans in place to ensure that the risk to us is seriously reduced? What specifically, not generally will be done to stop this happening? Kind regards Local resident From: Colin McEwen Sent: 09 February 2016 19:33 To: Local Resident Subject: Re: South Marston Neighbourhood Plan Noted. You will be aware development parcels were laid out in the Swindon Local Plan rather than village Neighbourhood Plan, but it is worth repeating your concerns, particularly as there are so many new faces in the NEV team without background knowledge. We understand that SBC will shortly be consulting on the Sustainable Drainage policy for the NEV, to include South Marston, and this will be a key document on which you will wish to comment. Colin Item number Contents summary From Date Reference

6 Details of consultation and information events taking place to inform about the infrastructure plans for the NEV development

Laura Jones, SBC 2nd March 2016 NEV road infrastructure

Content

Hi Please see attached letter which will be hand delivered over the next couple of days to:- local residents, members of the public & businesses near Greenbridge roundabout (see plan of area within red line boundary) regarding 2 events taking place on:- Friday 18th March at Coleview Community Centre, on Towcester Road; between 12.00 – 17.00 Monday 21st March at Hooper’s Field Sports Complex on Rotten Row; Wanborough between 15:00 and 20:00. Information regarding the events will be:- • emailed to all stakeholders in the communications plan • emailed to people who attended the last information event • in the Swindon Advertiser • in the Swindon newsletter posted to all Swindon residents • on a website page (link below) which will be available from the 17th March for those who cannot attend the events. http://www.swindontravelchoices.co.uk/projects/nev.aspx Please can you inform people in your parishes of these forthcoming events. If you have any queries in the meantime, please contact either of the email addresses below. Kind Regards Laura <Clerk note: Attachments are saved in the general correspondence folder. Details of the events will be posted on the South Marston website> General correspondence received:

Title Produced by Key points to note Old Post Office Local residents Communication via website that Old Post Office has rubbish dumped outside causing an eyesore and health and safety issues. Contacted the resident to say that I will write to the home owner. Training SBC Requested from SBC to confirm training courses attended by Councillors in the last year so they can update central records. Information provided. Caravan on A420 Local resident Email from local resident about a caravan with occupant that has set up in a layby opposite their home address. Issues with antisocial behaviour. Referred to Ward Councillors. Electricity & Mains Water Swindon resident

Enquiry from Swindon resident who used to live in the village about when the village acquired electricity & mains water as information needed for Granddaughters school project. Contacted a few residents but unable to find date. Address change confirmation Julian Hodge bank Confirmation that postal address for Parish Council account has been changed to 1 Brind Close, Swindon, SN3 5EJ Dog waste bin Local resident Information that dog waste bin was full at St Julian’s Wood. Clerk sent request to contractor to resolve. Newsletter volunteer Local resident Offer of help with the community newsletter. Clerk thanked and will send details of next steps once decided.

All general correspondence is stored electronically for Councillors to view on the internal Parish Council google drive in the PC Meeting Folders, in the folder for that year’s meetings. Newsletters received:

Title Produced by Key points to note

Members Bulletin – 4.2.16 Members Bulletin – 18.2.16 Members Bulletin – 25.2.16

SBC

Information on e-learning resources for Councillors http://www.local.gov.uk/councillor-workbooks . Information on residents being offered opportunity to invest in new solar farm at Wroughton. Details of new Chief Executive appointment to SBC Press release on decision to appeal Inspector General decision on Berkley Farm & update on Playing Pitch strategy Update on School Place Planning Study. SBC are inviting representations on the update from Monday 22nd February to Friday 15th April. WALC February 2016 WALC

Interactive map showing uses of community rights and neighbourhood planning across England Link New Version of the Good Councillors Guide released. Clerk has downloaded and sent to all Councillors. Update on procurement regulations and update on audit process All newsletters are stored electronically for Councillors to view on the internal Parish Council google drive in the PC Meeting Folders, in the folder for that year’s meetings. Return to minutes

Welcome Pack report

Report details Report Date: 09.03.2016 Report written by: Colin McEwen Working Group meeting date: N/A Inclusion in Parish Council meeting: March 2016 Agenda item number: 8 Public or confidential: Public

Overview

As previously reported. Alison Thunder finalised a draft pack at the year end and delivered it to new residents in The Orchard. They have provided positive feedback and one couple attended the Village Centre Workshop. Alison has the opportunity to involve a local estate agent in the production and sponsorship of the pack. The current proposal is that their advertising should take up the lower half of the front cover Is the PC comfortable with this? Once this has been clarified, Alison will look to present a draft pack for approval at the April meeting. Item Summary

Actions or queries for consideration by Parish Council at PC Meeting To give guidance on the prominence of advertising that is acceptable in the Welcome Pack and communications.

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Communications Working Group Report

Report details Report Date: 9th March 2016 Report written by: Claire Penny & Sylvia Brown Working Group meeting date: N/A Inclusion in Parish Council meeting: March 2016 Agenda item number: 11 Public or confidential: Public

Overview

February and March has been spent focussing on the production of the latest edition of the Community Newsletter Communications Group will meet towards the end of March to oversee production of the next bi-monthly edition. Item Summary

Newsletter production

The March edition has now been produced and we are beginning to look forward to the next interim edition, which will be produced and circulated for the beginning of May. We aim to improve this edition by: Reducing the amount of work for the Clerk by setting dates for content and printing in advance and adhering to them Working as a group to edit and review the newsletter Creating a pool of content and content providers to call upon for this edition and future ones Ensuring accurate postal delivery to remote residents. Publishing a limited number of large print editions for distribution or collection Increasing local resident and local interest content in order to reduce PC newsletter image

Website updates The amendment and updating of the website continues and is producing a simpler design. The Clerk will shortly begin researching different designs and templates to see if there are others more suited.

Project progress

Immediate project steps: 1. Continue with a regular (bi-monthly?) interim ‘Community Newsletter’ format, prepared by the Clerk and continue to tidy up the format and content of the village website. In progress. Next edition to be produced in time for circulation the first weekend in May. Will be B4 size to make delivery easier. 2. Seek out additional volunteers for house-to-house delivery, with the aim of minimising the number of households they each serve. In progress. BT has done good work recruiting new volunteers for delivery, reducing the amount each individual has to deliver. 3. Seek out key residents who are interested in collaborating over future magazine content – particularly ‘winklers’, copy editors, photographers and cartoonists. In progress – Carolyn Page has agreed to join the Comms Working Group. One new volunteer has offered to help create the newsletter. Offers of content from a number of community groups. Clerk and Communications Working Group to begin to create ideas of content to create a “pool” we can draw upon for each edition. 4. Research costs of future production, either through design agency or in-house software. To begin shortly. Clerk to research interim print company options.

5. Develop strategy for advertising and promote local business interest Enquiries received re advertising costs. Need to start this early on since the publishing ‘year’ would begin with the next issue. PC requested to give guidance on prices for advertising. Previous advertising rates for T&T varied between colour or black and white and for 10 issues p.a. whereas the new newsletter may be limited to 6 issues p.a. for the near future. A proposed costing range is given below for full colour advert: Annual inclusion New magazine Past T&T charges Quarter page £50 £35 Half Page £75 £65 Full page £100 £100

We would charge proportionate amounts for single entries or black and white if that was relevant. 6. Start using collection point concept and website download in addition to household delivery. Not begun

Actions or queries for consideration by Parish Council at PC Meeting Recommendations

The expanded Communications Group to oversee and help with production of the next issue (target date 1st week of May, for deliver 7/8 May) Comms Group to review costs, including clerks time and printing costs to obtain best value

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Open Spaces Working Group report

Report details Report Date: 08.03.2016 Report written by: Barry Thunder Working Group meeting date: Only me now! Inclusion in Parish Council meeting: March 2016 Agenda item number: 11 Public or confidential: Public.

Overview

Nothing of note to action apart from The Orchard S106 money Item Summary Oak Tree Corner Nothing to report St Julians Community Woodland

Discussions to take place on use of St Julians share from the Heritage Lottery grant under the Wild Connections project. Still chasing WWT for a response Allotments

Hiring a 3 yd skip to clear waste from the site. Approx £112 net. 2-3 more days required to complete car park work and plot work. Inspection due in March Bodleian Book Store No progress to date Sevor Solar Farm No changes Oxleaze Woods Awaiting report back from Jonathan Wilshaw Community Forest officer. Parish Policy for Open Spaces No progress on this to date Volunteers Linked to Oxleaze Woodlands Footpaths Liaison with SBC See report on March 8th meeting from SB

Actions or queries for consideration by Parish Council at PC Meeting I am awaiting information on The Orchard land handover and the S106 capital due to the PC. Once the land handed over, planning work on the land layout will commence plus the purchase of the pre funded kissing gate.

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Energy Centre Consultation Report details

Report Date: 10.03.16 Report written by: Colin McEwen Working Group meeting date: 03.03,16 Inclusion in Parish Council meeting: March 2016 Agenda item number: 12 Public or confidential: Public

Overview At the RK meeting with the PC it had become clear that the RK had little idea as to the actual operation of these energy plants. They subsequently confirmed that the technical and operating expertise will come from a “technical partner” and that this is likely to be Energos. I put a piece on the website ahead of the public exhibition entitled What comes out of the chimney that included a link to the Energos website, which included emissions data and also a link to a critical article on these plants from Friends of the Earth Public Exhibition 03.03.2016 The transport and emissions consultant employed by RK and a representative from Energos were available to answer questions The feedstock will be sourced according to the contracts that can be negotiated. Preferably this is from the local council as this involves minimum negotiation and minimum transport, but otherwise from commercial suppliers, e.g. Hills. As such it seems that it is not the desiccated stuff that RK showed us previously, but more like compressed black bag content straight from the collection carts. Energos say that the process can be used in residential areas. One is planned for the centre of Glasgow. The plants are modular. This is planned as a 2 module unit. As such it is larger than the Norwegian plants but considerably smaller than a number of UK and continental plants. The waste is delivered into a building that is sealed apart from when the delivery door is open. The air from this building is fed into the process, so that the building is maintained at a negative pressure and any odours do not escape. The site exports 20% of the volume that it imports. Most is inert and fit for use as hard core etc. the remainder needs to be disposed of in specialist landfill sites. The Energos representative confirmed the emission levels indicated on their website and that the emissions from the stack would be very low and well within EU limits, comparable to 2 diesel trucks on idle. The discharge of dioxins is less than 1% of EU limits and the plant will not create a smell. If, as intended, the plant uses locally sourced waste, then the transport emissions will be less than if it was taken to landfill or overseas. However, locally the plant will generate HGV movements and consequential emissions that the vacant plot does not. The Energos website is informative, and in particular at http://www.allenergy.co.uk/__novadocuments/86899?v=635675612646970000 and http://www.energ-group.com/energy-from-waste/environmental-performance/ This includes data on emissions and monitoring. Enough material for 4 days continuous operation is kept in 2 hoppers to cover bank holidays etc. This means that they could (and say that they would) undertake not to receive feedstock or export waste during peak traffic times The emissions consultant confirmed that the plant would be heavily monitored and that if the EU standards are breached, then the plant will be shut down. He accepts the validity of the Energos emissions data. However, his report for the planning application would be thorough and assume that the plant would do no better than EU standards, ignoring the evidence that it will perform much better than this The transport consultant stated that there would be @ 35 HGV movements in and the same out, plus cars for the 8 workers each shift. This is the same as permitted for the site under the existing Keypoint permission. Additional Notes:

SY has ascertained that 2 colleagues at Shrivenham College have PhD level knowledge of this technology and confirm that it is well established and accepted. SB notes that, as a result of us getting the Bodleian building rather than a distribution warehouse, there is very adequate capacity for this development within the existing Keypoint permission. Therefore an analysis of the effect on Gablecross would not be required of RK. I have consulted with Cllrs and am sending clarifying questions to RK. CRM Item Summary

Actions or queries for consideration by Parish Council at PC Meeting

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Expansion report

Report details Report Date: 10.3.2016 Report written by: Colin McEwen and Sylvia Brown Working Group meeting date: n/a Inclusion in Parish Council meeting: March 2016 Agenda item number: 12 Public or confidential: Public

Overview

Recent work has been driven by SBC developing their draft Infrastructure Delivery Plan and Masterplan for the overall New Eastern Villages development. This will guide the negotiations over the Section 106 agreements with individual developers. The Delivery Plan is in the form of a draft Supplementary Planning Document, which will shortly be put out to statutory consultation. There are key issues within the draft documents that will require continued input and discussion between SBC officers and SM Parish Council representatives. Item Summary Draft Neighbourhood Plan

SBC has confirmed that an examiner has been appointed and he will be sent the relevant documents after Easter, following the close of the statutory consultation. We have not yet heard whether it will be a hearing in person or desk-based.

SBC draft Infrastructure Delivery Plan for the New Eastern Villages (NEV)

Following a planning committee meeting last Tuesday, SBC will now formally consult on a draft Supplementary Planning Document (SPD) that governs how each developer’s obligations to help fund infrastructure within the NEV is to be assessed. This covers all aspects of infrastructure, from major road improvements and community facilities to Travel Plans and Green Infrastructure. The SPD has three appendices, one being the schedule which identifies the key costed elements, which will be our main focus during the consultation period. We have concerns about how various aspects of overall infrastructure are outlined, including the estimate of the costs for a community hall, allowance for nursery provision and road safety provisions. (See item on Village Centre, below) BT mentioned

Draft masterplan for the NEV

A second appendix is the SBC-proposed Masterplan for the NEV which shows indicative locations for the major facilities and the road links – developers should be using this as a guide to what is acceptable in their individual designs for their site. A large copy of this will be available at the PC meeting. We have some concerns about the draft Masterplan. One primary concern is that it does not address the provision of a cycle movement network across the NEV and does not fully match that specified in the SM Neighbourhood Plan.

Rights of Way across the NEV

Barry Thunder, Sylvia Brown and Chris Brooks (representatives of the South Marston Rights of Way group) met with the Swindon Bicycle Users Group and The Ramblers on 8 March. The aim was to agree on a coordinated approach to advocating for a meaningful network across the NEV for non-motorised transport and to consider the latest proposals for the Hub warehousing development which plays a key part in this. Consensus was achieved over most issues. This includes the need for all involved to press SBC to produce a genuine strategy for non-motorised transport, rather than assume all cycleways/pedestrians use footway routes alongside the principle road networks inside the NEV. School Expansion The Borough held a public consultation on the plans for the expanded school site as part of the Department of Education process. This followed a presentation to the PC. Plans are viewable on

http://www.swindon.gov.uk/info/20019/consultations_engagement_and_surveys/631/south_marston_c_of_e_primarys. Comments to be submitted by the 8th April. The Governors supplied a template draft licence agreement and, in collaboration with other Cllrs. CRM has made it relevant to South Marston and returned it to the governors ahead of formal discussions. The issues of car parks, land inside the school fence and calculating the maintenance contribution have yet to be addressed.

Village Centre

As noted above, SBC have been racing to prepare a Masterplan for the New Eastern Villages infrastructure. At their request, we completed a pro forma for the desired infrastructure for SM based on the Neighbourhood Plan and Workshop consultation. A figure of £1.65 million had been assessed as the cost of the new village hall, to include accommodation for a 0-2 years nursery, as this is not planned at the school. We have now seen that the figure suggested in the draft Masterplan for each hall within the NEV, including village halls at SM and Rowborough, is £0.56 million. There is minimal additional funding for nursery provision, but a much larger sum for Pre-school. There is not much evidence of our input as things stand and we are looking for an early meeting with SBC to resolve this situation. The School Governors have made an informal approach suggesting that we need look to collaborate on the letting of the 2 halls in the school and the halls in the planned village hall. CRM has suggested to them that the existing Victorian building could be relatively easily converted into a self-contained 0-2 years nursery and let commercially. Until there is greater clarity on the funding available under the infrastructure Delivery Plan across the NEV, and the issues outlined above are resolved, we cannot make much progress with Village Centre design.

Progress with Planning Applications

Determination on all planning applications within the NEV is on hold until the end of March whilst SBC complete the Infrastructure Delivery Plan and masterplan as outlined above. However, the responses from statutory consultees to the application to convert the Mercure hotel site are now visible on the SBC planning portal. Those comments indicate that SBC is sharing the Parish Council’s concerns over flood risk, waste water treatment, overall site design and loss of the ‘Old Vicarage’ building. The outline planning application for the Hub warehousing development south of the A420 had already been agreed, but reserved matters (mainly landscaping and Rights of Way) were the subject of an application reviewed by the Parish Council last month. We have continued liaison with SBC and there are likely to be some revisions to the plan that is finally agreed with the applicant. This raises the issue that we rarely receive copies of the final plans, as agreed by SBC, and these are not consistently posted on the planning portal. This will be an increasingly important issue to resolve as development elsewhere proceeds. Actions or queries for consideration by Parish Council at PC Meeting

Recommendations: 1. Agree continued liaison with SBC re the draft Infrastructure Delivery Plan to:

Request SBC to produce a comprehensive non-motorised movement network across the NEV Resolve issues with the draft Masterplan, where it conflicts with the SMNP aspirations and previously agreed priorities south of the A420 Clarify aspects of the infrastructure payment schedule as per the concerns above.

2. Clerk to contact SBC Planning Office to ensure that we receive electronic copies of agreed plans following grant of permission where these are not made available on the planning portal.

3. Liaise with the school governors re proposed licence agreement, which would then come to a future PC meeting for formal approval. Return to minutes

Finance report Finance statement and cheques for approval and signature

Prepared 10th March 2016 Bank Account Statements Received

Julian Hodge Bank at 1st March 2016 £112,392.86 Unity Trust Bank at 8th March 2016 £7891.48

Total: £120,284.4 ALTO Card: Claire Penny

Purchase VAT Amount Totals: Current card balance: £0.22 Top-up required? Amount? Yes* £250.00

*Agreed at January 2016 meeting. Not yet actioned due to access issues. Being resolved. Expenditure: Cheques for Approval and Signature

Cheque Number Our Ref Payment VAT Amount 300278 0084 Grove Information Systems – Google Apps £8.74 £52.42 300279 0085 Thrings Solicitors – Village Garden registration £50.00 £335.00 300280 0086 Orchard Press – Newsletter printing (November) £0.00 £261.00 300281 0087 Claire Penny – Vonage Phone Bill £2.77 £16.60 300282 0088 Lee Wells – All Build – Dog bins £17.34 £104.00 300283 0089 Claire Penny – Newsletter printing £75.00 £450.00 300284 0090 Claire Penny – Newsletter postage £0.00 £35.52 300285 0091 Claire Penny – Newsletter postage £0.00 £3.80 300286 0092 Claire Penny – Salary £0.00 £1337.08 300287 0093 Society of Local Council Clerks – ICLA (Clerk training) £19.80 £118.80 300288 0094 HMRC £0.00 £1184.57 300289 0095 Claire Penny – Parish mobile top up voucher £0.00 £20.00 300290 0096 Barry Thunder – expenses (Skip hire) £19.04 £114.24 TOTAL £192.69 £4033.03

Income: Invoices Raised to

Invoice To Amount WWT001 Wiltshire Wildlife Trust (St Julian’s Wood grass cutting) £250.00 TOTAL £250.00

Income: Other

Remittance From Amount Julian Hodge interest £146.26 Wiltshire Wildlife Trust (St Julian’s Wood grass cutting) £250.00 TOTAL £396.26

Approved by Council: ……………………………………….. Colin McEwen (Chair) Date: ……………………………………….. Return to minutes