Horningsham Parish Council9 Beech Grove, Warminster, Wiltshire, BA12 0AB Tel: 01985 213436

Chairman: Councillor Tim Hill Clerk: Mrs Sarah Jeffries MILCM

All Parish Council Meetings are open to the Public and Press

Thursday 17th May 2018

To All Members of Horningsham Parish Council

Dear Councillor,

You are summoned to a meeting of Horningsham Parish Council, at Horningsham Village Hall on Thursday 17th May 2018 at 7.30pm. The meeting will consider the items set out below.

Before the meeting there will be a public session to enable the people of Horningsham to ask questions of, and make comments, regarding the Parish Council. Questions not answered at this meeting will be answered in writing to the person asking the question, or may appear as an agenda item for the next meeting. Members of the public are asked to restrict their comments, and/or questions to three minutes.

Council are asked to note that in the exercise of their functions they must take note of the following: Equal opportunities (race, gender, sexual orientation, marital status and any disability); Crime and Disorder, Health and Safety and Human Rights.

Photographing, recording, broadcasting or transmitting the proceedings of a meeting by any means is permitted. A person may not orally report or comment about a meeting as it takes place if he is present at the meeting of a parish council or its committees but otherwise may:

Film, photograph or make an audio recording of a meeting; use any other means for enabling persons not present to see or hear proceedings at

a meeting of a parish council as it takes place or later. Report or comment on the proceedings in writing during or after a meeting or orally

report or comment after the meeting.

However, anyone wishing to do so must speak to the clerk prior to the meeting as there is policy which must be followed.

Any person who may find difficulty in access to the meeting through disability is asked to advise the Clerk (07540 611906) or 01985 213436 email (horningsham@virginmedia.com) at least 24 hours before the meeting so that every effort may be made to provide access.

Sarah Jeffries PSLCC 11th May 2018Parish Clerk

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7.30pm Public Question TimeThis section (at the Chairman’s discretion may last up to 15 minutes) is not part of the formal meeting of the Council and minutes will not be produced. Public Bodies (admissions to meetings) Act 1960 s 1 extended by the LG Act 972 s 100.

Agenda

1. Election of Chairman LGA 1972 ss 15 & 34

2. Election of Vice Chairman LGA 1972 ss 15 & 34

3. Councillors to sign their Acceptance of Office LGA 1972 Section 83(30)

4. Acceptance of apologies for absence Schedule 12 of the Local Government Act 1972 requires a record to be kept of the members present and that this record form part of the minutes of the meeting. Members who cannot attend a meeting should tender apologies to the Parish Clerk as it is usual for the grounds upon which apologies are tendered also to be recorded. Under Section 85(1) of the Local Government Act1972, members present must decide whether the reason(s) for a member's absence are accepted.

5. DispensationsCouncil is asked to discuss any written requests for dispensation the Clerk may have received from Councillors.

6. Declarations of interest, members to declare any interest they may have in agenda items that accord with the requirements of the relevant authorities (Disclosable Pecuniary Interests) Regulation 2012 (SI 2012/1464) (NB this does not preclude any later declarations)

7. Exclusion of the Press and Public Standing Order #1c The Parish Council may exercise their right to exclude the public and press by resolution from a closed meeting due to the confidential nature to be discussed pursuant to section 1(2) of the Public Bodies (Admission to Meetings) Act 1960.

8. To receive and sign the minutes of the Full Council meeting held on 12 th

April 2018 Previously circulated) LGA 1972 Sch 12 para 41(1)

9. Chairman’s announcements

10. Notice of ResignationCouncil is asked to note the resignation of Jayne Glover, Wiltshire Council Electoral Department were informed and a notice has been displayed stating that if by 11 May, 2018 (14 days after the date of this notice) a request for an election to fill said vacancy is made in writing to the Returning Officer at the address below by TEN electors from the Parish of Horningsham, an election will be held to fill the said vacancy, otherwise the vacancy will be filled by co-option. If an election is called, it

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will take place not later than 17 July, 2018. The Clerk will report the outcome to Council as at the time of preparing the Agenda notice had not been received.

11. Appointment of Committee Members LGA 1972 sections 101-106 and schedule 12Council is asked to discuss the appointment of members to the below committees listed and resolve if any new committees are required, confirmation of the terms of reference, the number of members (including, if appropriate, substitute councillors) and receipt of nominations to them).

Staffing Committee – Vice Chairman and three other Councillors

Planning Committee – If required

There also needs to be in the parish a representative for each of the below:

Highways Representative – to liaise with the Highways Community Co-ordinator and attend Community Action Tasking Group meetings when necessary.

Rights of Way Representative – to advise Council and work with the Wiltshire Council Team on the up keep of the rights of way within the parish.

Village Hall Representative - to report for the Village Hall Committee

Neighbourhood Watch Representative – to work with the Rural Policing Team and attend Neighbourhood Tasking Group meetings.

Community Emergency Volunteer – to be the designated contact and update the Community Emergency Plan as and when necessary.

Asset Maintenance – to ensure the Council complies with the Parish Maintenance Plan.

Health and Safety Checks – to monitor and assess the assets on a weekly/monthly basis and report back to Council.

Grant Awarding Co-ordinator – to work with groups and clubs when applications are sought.

Parish Plan Representative/Representatives – to work with the Parish Plan Committee as the Councils representatives.

12. Review of Delegation arrangements to Committees, Sub Committees LG & housing Act 1989 s 13 Parish & Community Councils (Committees regulations) 1990 SI 1990/2476 LGA 1972 s 101Council is asked to discuss the arrangements to committees and sub committees if it has resolved to set them up. Confirmation of the terms of reference, the number of members (including, if appropriate, substitute councillors) and receipt of nominations to them) See attached Terms of Reference

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13. Review and adoption of Parish Documentation

Standing Orders, Financial Regulations and Polices.Council is asked to discuss the updated draft Standing Orders provided by the National Association of Local Councils. If approved the draft will be brought to the next meeting for approval and implementation.

Council is asked to approve the Financial Regulations (Reviewed May 2017)

Council is also asked to approve the policies listed below:

Operations

PlanningParish Plan (started)

OperationsCode of Conduct Asset Register Complaints Procedure Document Management Policy or Record Keeping Equal Opportunities Emergency Planning Lone and Isolated Working Policy Community Engagement Statement of Intent

FinanceFinancial and Risk Assessment General Revenue Reserves Policy Grant Awarding Policies and Procedures Internal Controls Audit and Review

CommunicationsFreedom of Information, Publication Scheme Data Protection Petitions Email Guidelines

PeopleBullying and Harassment or dignity at work policy Grievance & Disciplinary Policy Staff and Councillor Training and Development Policy

Council confirming is asked to confirm the continuation of the below Delegation to the Clerk as per below minute numbers:

13/206 Delegation of PlanningResolved: the formal adoption of the below addition to the Standing Orders that:Planning applications shall be received by the Clerk who will provide details to Councillors and where no queries arise by joint decision of all Councillors, the Clerk shall be delegated to inform the Planning Department within the time allocated of the

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decision of the Council. All Councillors will report directly back to the Clerk thereby avoiding discussion between members. Where queries arise the Chairman will call for a site meeting which may require an Extraordinary Meeting to decide upon the application. Adhering strictly to legal procedures set by NALC.

14. General Power of CompetenceCouncil is also asked to resolve its continued eligibility for the use of the General Power of Competence.

The General Power of Competence is a Statutory Instrument of Law, It gives Local Councils the power to do anything that an individual may generally do and is found under Statutory Instrument 2012 No 965 of the Localism Act 2011- Sections 1-8

Criteria:

A CiLCA qualified Clerk, or the level 4 Qualification, from the University of Gloucestershire or its predecessor institutions, complete with the new 2012 Section 7 GPC module. ( The Clerk has her CiLCA)

The number of Councillors elected at the last ordinary election or at a subsequent by-election must equal or exceed two thirds of its total number of councillors at the time of the resolution. (11 Councillors have been elected)

The Council has passed a resolution, that is minuted at a full meeting and that the criteria for the General Power of Competence, has been met.

Eligibility remains in place until the next annual meeting of the council after the ordinary election even if the condition of the eligibility criteria has changed.

15. Bank SignatoriesCouncil is asked to confirm the Bank Signatures for the next Civic Year. Council is also asked to approve payment for certain items may be made by BACS or CHAPS methods provided that the instructions for each payment are signed, or otherwise evidenced, by two authorised bank signatories, are retained and any payments are reported to council as made.

(The approval of the use of BACS or CHAPS shall be renewed by resolution of the council at least every two years.)

16. Parish StewardCouncil is asked to note that the Parish Steward dates for further visits are yet to be received. Council is asked to prepare a list in preparation for the next visit.

The Parish Steward can only complete works listed below:

• Hand clearing and cutting of growth from drainage grips and drain gully covers.

• Hand clearing of blocked drainage gullies, culverts, pipes and pit3• Clearing storm debris from the roads and footways• Clearing collision debris, clinical waste etc.• Pedestrian barriers repairs, preparation and painting

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• Cleaning, re-installation and straightening of small road signs, street nameplates and bollards;

• Installation of small road signs, verge marker posts and supplied street nameplates

• Removal of limited graffiti from road signs, bollards and street nameplates• Hand cutting of grass and vegetation in visibility areas• Hand treatment of weeds in rural areas• Removal of Ragwort and other noxious weeds• Clearance of encroaching growth and soils from footways• Repair of minor surface defects in roads and on footways

PEAS SchemeCouncil is asked to discuss the completion of the attached PEAS form.

Following the adverse weather conditions in early March we are now beginning our planning for the 2018/19 winter season.

Due to the cold weather experienced it is expected that most of the PEAS equipment previously supplied has now probably depleted. We are therefore sending around the PEAS application form for next season earlier than normal to allow for restocking. Please complete the attached form outlining your requirements for next season and return to the Weather Team before the end of August.

We are also trying to ascertain the use of the grit bins over the past couple of months and would be grateful if you could undertake an audit of the salt bins in your parish and let us know which ones require refilling and also if there are any bins that normally go unused in the area. This will help us to update our records and ensure the grit bins are strategically located. If you would like a plan of your parish showing where we believe the grit bins are located then please let us know.

Furthermore, if you would like any assistance in developing a snow plan to sit within your community emergency plan then again let us know and we will be happy to help. Kind Regards Jack Francis Weather & Drainage Technical Officer

17. Planning

Planning Applications

Application Ref: 18/04377/TCAApplication for Work to Trees in a Cons AreaProposal: - Reduce Over-extended Branch of Leyland Cypress by 2 Metres.At: The Old Vicarage, Church Street, Horningsham, Warminster, Wiltshire, BA12 7LWCouncil is asked to discuss the above Planning application and inform the Clerk of its comments.

Application Ref: 18/04374/TCAApplication for Work to Trees in a Cons AreaProposal: - Fell 1 Western Red Cedar.

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At: 138 West Common, Horningsham, Warminster, Wiltshire, BA12 7LSCouncil is asked to discuss the above Planning application and inform the Clerk of its comments.

Application Ref: 18/04373/TCAApplication for Work to Trees in a Cons AreaProposal: - Fell 1 Ash and 2 Metre Crown Reduction to 1 HollyAt: Manor House, Church Lane, Horningsham, Warminster, Wiltshire, BA127LNCouncil is asked to discuss the above Planning application and inform the Clerk of its comments.

Application Ref: 18/04303/TCAApplication for Work to Trees in a Cons AreaProposal: - Crown Lift Common Walnut 5.2 Metres At: 179 Chapel Street, Horningsham, Warminster, Wiltshire, BA12 7LUCouncil is asked to discuss the above Planning application and inform the Clerk of its comments.

Application Ref: 18/04304/TCAApplication for Work to Trees in a Cons AreaProposal: - Fell 1 Western Red Cedar; Removal of Basal Suckering from Linme Tree At: 144 West Common, Horningsham, Warminster, Wiltshire, BA12 7LSCouncil is asked to discuss the above Planning application and inform the Clerk of its comments.

Application Ref: 18/04279/TCAApplication for Work to Trees in a Cons AreaProposal: - Reduce Laurel, Holly, Ash to 2.5 Metres to Form Hedge At: 161 Chapel Street, Horningsham, Warminster, Wiltshire, BA12 7LUCouncil is asked to discuss the above Planning application and inform the Clerk of its comments.

Application Ref: 18/04265/TCAApplication for Work to Trees in a Cons AreaProposal: - Apple-Crown reduce by 1-2m. Holly-Reduce over extended branches by 2-3m.At: 96 Lodge Fields, Horningsham, BA12 7LPCouncil is asked to discuss the above Planning application and inform the Clerk of its comments.

Application Number: 18/04277/TCAProposal: Fell 2 Sycamore Trees.At: 151 Chapel Street Horningsham Warminster Wiltshire BA12 7LTCouncil is asked to discuss the above Planning application and inform the Clerk of its comments.

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Application Ref: 18/04285/TCAApplication for Work to Trees in a Cons AreaProposal: - Fell 1 AshAt: the Manse, Chapel Street, Horningsham, Warminster, Wiltshire, BA12 7LUCouncil is asked to discuss the above Planning application and inform the Clerk of its comments.

Application Ref: 18/04252/TCAApplication for Work to Trees in a Cons AreaProposal: - Goat willow -repollard.At: 71 Church Street, Horningsham, BA12 7LWCouncil is asked to discuss the above Planning application and inform the Clerk of its comments.

18/03267/LBC Muniment TowerProposal: Internal alterations to the Muniment Tower to provide high level access.Location: Longleat Safari & Adventure Park BA12 7NWCouncil is asked to discuss the above Planning application and inform the Clerk of its comments.

Application Ref: 18/04252/TCAApplication for Work to Trees in a Cons AreaProposal: - Goat willow -repollard.At: 71 Church Street, Horningsham, BA12 7LWCouncil is asked to discuss the above Planning application and inform the Clerk of its comments.

Application Ref: 18/04253/TCAApplication for Work to Trees in a Cons AreaProposal: - Ash-Reduce over extending branch by 2-3m and branch pruned for line clearance by approx. 1m At: 90 Water Lane, Horningsham, BA12 7LLCouncil is asked to discuss the above Planning application and inform the Clerk of its comments.

(In planning matters the Council acts as a consultee of the principal authority. The Principal authority being the deciding body for planning applications)

18. Planning Decisions

18/01763/FULProposal: Change of use form retail to office with internal alterations.Location: The Estate Office, Longleat Safari and Adventure Park LongleatDecision: Approve with conditions.

In pursuance of its powers under the above Act, the Council hereby grant PLANNING PERMISSION for the above development to be carried out in accordance with the application and plans submitted (listed below). In accordance

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with paragraph 187 of the National Planning Policy Framework, Wiltshire Council has worked proactively to secure this development to improve the economic, social and environmental conditions of the area. Subject to the following conditions: 1 The development hereby permitted shall be begun before the expiration of three years from the date of this permission. REASON: To comply with the provisions of Section 91 of the Town and Country Planning Act 1990 as amended by the Planning and Compulsory Purchase Act 2004. 2 The development hereby permitted shall be carried out in accordance with the following approved plans: 0155.02.S.001 rev A Location Plan Registered on 6 March 2018 0155.02.P.004 Proposed Stables - North West Corner Ground Floor Plan and Sections-A1_Rev A Registered on 6 March 2018 0155.02.P.005 Proposed Stables - West and South West Corner Ground Floor PlanA1_Rev A Registered on 6 March 2018 0155.02.S.005 Survey Stables - North West Corner Ground Floor Plan and SectionsA1_Rev A Registered on 6 March 2018 0155.02.S.006 Survey Stable - West and South West Corner Ground Floor PlanA1_Rev A Registered on 6 March 2018 0155.02.S.014 Survey Stable - Sections-A1_Rev A Registered on 6 March 2018 REASON: For the avoidance of doubt and in the interests of proper planning.

18/02050/LBC Proposal: Change of use form retail to office with internal alterations.Location: The Estate Office, Longleat Safari and Adventure Park LongleatDecision: Approve with conditions.

In pursuance of its powers under the above Act, the Council hereby grant LISTED BUILDING CONSENT for the above development to be carried out in accordance with the application and plans submitted (listed below), subject to compliance with the condition(s) specified hereunder:- Subject to the following conditions: 1 The works for which Listed Building Consent is hereby granted shall be begun before the expiration of three years from the date of this consent. REASON: To comply with the provisions of Section 18 of the Planning (Listed Buildings and Conservation Areas) Act 1990 as amended by the Planning and Compulsory Purchase Act 2004. 2 Works shall take place in accordance with the details and mitigation, where applicable, as tabulated in pages 14 to 17 of document "Longleat House, Wiltshire: Stable Wing Refurbishment to Office Use : Heritage Statement and Impact Appraisal, Rev 1 February 2018". REASON: In the interests of the preservation and protection of the fabric of the Listed Building. 98c7efa4-da91-4a0d-95d7-47704edaa68c 3 The development hereby permitted shall be carried out in accordance with the following approved plans: 0155.02.S.001 rev A Location Plan Registered on 6 March 2018 0155.02.P.004 Proposed Stables - North West Corner Ground Floor Plan and Sections-A1_Rev A Registered on 6 March 2018 0155.02.P.005 Proposed Stables - West and South West Corner Ground Floor PlanA1_Rev A Registered on 6 March 2018 0155.02.S.005 Survey Stables - North West Corner Ground Floor Plan and SectionsA1_Rev A Registered on 6 March 2018 0155.02.S.006 Survey Stable - West and South West Corner Ground Floor PlanA1_Rev A Registered on 6 March 2018 0155.02.S.014 Survey Stable - Sections-A1_Rev A Registered on 6 March 2018 REASON: For the avoidance of doubt and in the interests of proper planning.

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19. Directional SignageCouncillor Matt Simpson will report at this point to Council, his correspondence with Longleat since the previous meeting.

20. Asset MaintenanceCouncillor Ken Windess will report on progress to date.

21. Health & Safety ReportCouncil is asked to discuss the Health and Safety report on the Councils Assets received and any issues highlighted on the check sheets by Councillor Michael Trollope and Councillor Tim Hill regarding the Telephone Boxes. Councillor Michael Trollope and Councillor Tim Hill will advise Council on their recommendations to reduce and manage any risk highlighted. Council is asked to note that the Clerk has received information regarding spares for the phone box from an approved company should parts be required.

22. WWI Commemorations Council is asked to hear an update report from Councillor Matt Simpson on the WWI Commemorations Orchard Project to date. The last meeting agreed for Councillor Matt Simpson to bring the costs for crocus and wild daffodils to be planted as an accompaniment. Council is asked to discuss the costs. Council is asked to hear an update from Councillor Tim Hill on his continuing research re seeking contact with the fallen Soldiers living relatives. Council is also asked to discuss publishing the WW1 Commemorations project in local publications.

23. Remembrance DayCouncil is asked to discuss if any other arrangements are required.

24. Village Hall CommitteeCouncil is asked to hear an update from Councillor Ken Windess on the recent activites of the Committee.

25. Defibrillator Council is asked to note the Clerk has received the Precept Payment and has actioned the payment of the Proforma Invoice for the Defibrillator Unit.Council is asked to hear a report from Councillor Stephen Crossman re the quotations received to install the Defibrillator cabinet. Council is asked to approve the contractor from the quotations received. 26. Play AreaCouncil is asked to hear a report on the project to date from Councillor Tim Hill and discus the way forward.

Work Plan Stage One has nearly been completed, see list below:

1. Resolve moving forward to a possible project2. Assess the community play provision,3. Consult with the children and adults of the community

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4. Consult with the school5. Choose a suitable site, check for conflicts with sports club users and ball

game issues6. Obtain permissions for use on the site7. Check any possible planning issues8. Check for land contamination action ecology report9. Check for underground and over ground services10.Check access to the site11. Identify the budget and possible funding sources (Shackleton’s Fund Raising

Evening at the Village Hall, Longleat Trustees, and Community First Landfill Grants & Awards for All)

12.Develop a forward maintenance plan13.Check insurance costs and future proof14.Check costs for yearly ROSPA checks

Item 12 Develop a forward maintenance plan is the only outstanding item from Work Plan Stage one. Council is asked to discuss addressing this item.

Work Plan Stage Two is the stage Council is now working through. Items 3,4,5,8,9,10, have already been actioned. Council is asked to discuss and resolve whom and how it will action each of the outstanding items below.

1. Develop tender brief to include1. Design brief for the whole environment2. Play value requirements for the whole environment3. Location details4. Age range of users see 2011 census5. Types of equipment required community consultation village fete6. Fencing statutory notices required benches safety surfaces7. Safety standards8. Delegation of grant applications9. Precept meeting to confirm and approve Capital funding for the play area10.Budget available11.Procurement - Standing Orders & Financial Orders (NALC 2016)12.Building works contract13.Date of return submission14.Council meeting to evaluate tenders - Standing Orders & Financial Orders

(NALC 2018)15.Take up references16.Plan Full Council meeting to approve tender17.Appoint contractor (Clayden 2016)18.Delegated powers to whom to run the project /Councillors to approve the

works actioned (Clayden 2016)

27. Rural Police reportCouncil is asked to note the Rural Police Report, if received.

28. CPRE Best Kept Village Competition

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Council is asked to hear an update from Councillor Stephen Crossman on the Competition to date, if required.

29. Parish PlanCouncil is asked to hear a report from members of the Parish Plan Working Group.

30. Local Councils Scheme Application.Council is asked to update the Clerk with their findings re a review of the documentation ready for the application.

31. Insurance reviewedCouncil is asked to discuss Quotations for the Insurance provision for June 2018/2019, received. The one year or three year option is given. Council is asked to note that the budget allocated for the Insurance provision was set at £1000.00.

32. Approval and signing of Parish Accounts for the month of April 2018. Internal Audit Accounts & Audit Regulations 2003 reg 2Council is asked to approve and sign the accounts for April 2018. The clerk can report that the balance for the Account at month end 30th April 2018 is £31,950.32

33. Payments LGA 1972 s150 (5)To review and approve the items of expenditure listed below:

InvoicesWages 12th May 2018 LGA 1972 s111 £ 252.20Heat, Light etc. LGA 1972 s111 £ 6.67 Postage Reimbursement LGA 1972 s111 £ 2.53Maiden Bradley IT Usage Contribution LGA 1972 s111 £ 8.00Website Horningsham.org 1 & 1 website LGA 1972 s111 SO £ 20.39Wellsteads 1 of 6 payments May 2018 Grounds Maintenance Public Health Act 1875

£ TBCSouth Western Ambulance Service GPC £2160.00

Receipts: To note receipt of incomeWiltshire Council Precept Payment £6932.70

HMRCCouncil is asked to note that HMRC have sent a letter informing Council that the Councils VAT claim number has been changed. The Clerk can confirm that this has been altered on the Councils records and will be used for future VAT 126 refund applications.

National Association of Local Councils Employment BriefingCouncil is asked to note that the Clerk has adjusted her salary in line with the NALC now published rates, Scale point 24 £11.643 per hour from the originally noted £11.88 NJC Local Government Services Publication 5th December 2017.

34. Meetings for Councillors to consider attending

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Councillors are asked if they could inform the Clerk should they wish to attend or direct the Clerk to attend on their behalf any meetings listed below:

At the time of compiling this Agenda there were no meetings to bring to the Councils attention.

35. Correspondence received

Horningsham School Governors ReportCouncil is asked to hear a report from the School Governors, if received.

Wiltshire Council Councillors Briefing Note No. 348 Electoral Review of Wiltshire Council – Update Consultation on New Division Boundaries Background Council is asked to discuss the below:

1. As detailed in Briefing Note No. 337, on 17 October 2017 Full Council was informed that the Local Government Boundary Commission for England (‘the Commission’) would be undertaking an electoral review of Wiltshire Council. The review would be to consider the total number of councillors on the council, and then review the numbers and boundaries of electoral divisions within the council, for implementation at the next elections in May 2021.The decision on the number of councillors, and pattern of divisions, is taken by Parliament following the recommendation of the Commission.

2. Full Council established an Electoral Review Committee (‘the Committee’) to progress any council responses to the Commission. For the preliminary stage of the review the Council was invited to make a submission setting out what it felt the evidence demonstrated would be the optimum council size moving forward, taking into account the Council’s governance arrangements, its regulatory and scrutiny functions, and the representational role of councillors.

3. Following work from the Committee, on 20 February 2018 Full Council approved a submission which argued that the most appropriate council size moving forward would be99, an increase of 1 from the current position. In particular, the fundamental role of community area boards was highlighted. The final version, as submitted to the Commission, can be found at this link.

4. The Council will be informed by the end of April 2018 of the ‘minded to’ decision of the Commission on council size. A further update to councillors will follow at that stage.

Next Phase 5. The next phase of the Electoral Review, which is officially the first stage of the formal review process, is for the Commission to seek representations on new electoral division boundaries for Wiltshire Council, based on the total number of councillors being proposed. As part of this process there will be public consultation on the new division boundaries for the Council. This will be to allow the Council, other organisations and members of the public, to make representations and provide

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evidence on the most appropriate pattern of divisions moving forward. The Commission will use that evidence to assist in drawing up their draft recommendations for electoral divisions, on which they will consult later in the year.

6. The Commission will create a consultation portal for the Wiltshire Council review onTheir website, on which they will include all relevant materials and instructions for organisations and the public to construct a suitable submission.

7. Any submissions to the Commission will be required to seek to create divisions as close as possible to the figure of electors per division (not total population per division) identified by the Commission’s ‘minded to’ decision, whilst also seeking to reflect Community identities and provided convenient and effective local government.Localised evidence from organisations and communities may justify a certain level of variance from that figure, but submissions will need to provide evidenced justification for any such variance.

8. The consultation for the next phase will begin on 1 May 2018 and run until 9 July 2018. Any parties interested in making a submission on division boundary patterns should submit this directly to the Commission.

Wiltshire Council Consultation

9. Although any interested parties are encouraged to submit any representations directly to the Commission, the Committee would also welcome any views from organisations, communities or the public, as it prepares a submission on behalf of the Council. Any representations to the council should be sent to committee@wiltshire.gov.uk.

Booklets and Brochures on the below list were also received.Wickstead raising funds

All the below email correspondence received by the Clerk has been emailed, or posted to Councillors. Cllr Mrs Wayman's May 2018 Highways NewsletterParking and Waiting Restrictions review 2018/19Rural Vulnerability Service - Fuel Poverty - April 2018Frome Town Clerk's UpdateCPRE Wiltshire AGM InvitationCouncillors briefing note 351 Adult Care transformationBriefing Note 352 - Termination of free of charge waste collection services from halls meetingCalor Rural Community Fund - What's your project?Weekly Email News Digest - Monday, 30 April, 2018Guidelines Parish and Town CouncilsRural Opportunities BulletinWar Memorials NewsNALC briefings on Salary Scales and GDPRWALC May newsletter

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Parliamentary meeting to ask, “What is the future for our conservation areas?”Rural Policing Team April Newsletter Weekly Email News Digest - Tuesday, 8 May, 2018Rural Vulnerability Service - Rural Transport - May 2018

36. Clerks Report

National Association of Local Councils Employment BriefingCouncil is asked to note that the Clerk has adjusted her salary in line with the NALC now published rates, Scale point 24 £11.643 per hour from the originally noted £11.88 NJC Local Government Services Publication 5th December 2017.

Holiday RequestCouncil is asked to discuss the clerks request to take a week’s toil from the 25 th June 2018 to the 29th June 2018 to work on her Community Governance submissions as the deadline for submission is the 4th July 2018.

GDPR UpdateCouncil is asked to note the Clerk has passed the Certified GDPR Foundation and Practioners Course the Society of Local Council Clerks had recently sent her on, the Clerk is now a certified Data Protection Officer.Council is asked to note that the Government are being tabled to exempt Councils for the need for a Data Protection Officers at present. The Legislation is to be implemented on the 25th May 2018.

Council is asked to approve the draft Data Mapping for Maiden Bradley Parish Councils Data Compliance and the implementation of the draft Privacy notices and draft Consent Forms attached. The Clerk has updated the Parish Councils Email Privacy disclaimer and is in use now.

The Data Impact Assessment Documentation is to be used for any future projects or actions taken by the Parish Council. Council is asked to note that the information will evolve over the coming months as the GDPR is implemented by Government and further guidance is issued by the Information Commissioners Office. Council is expected to be seen to be working towards compliance.

Annual Parish News letterCouncil is asked to inform the clerk if it wishes to change the format of the Annual Newsletter, as she will be starting to draft the content in the next few weeks, or if it wishes to continue with the present format. Council is also asked to inform the clerk of the specific content it wishes to add for this year. (The Annual Audit reported figures is a mandatory item). See attached last year’s copy.

37. Parish Clerks Delegated PowersThe Clerk will give Council details of any matters dealt with under her delegated powers since the last meeting of Council. LGA 1972 s101

38. Notice of items to be taken into consideration at the next meeting.

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Councillors are asked to highlight any further items to the Clerk. The Clerk recommends the below:

Budget Report Certify the Accounting Statements- Annual Year End AccountsConsider the Annual Internal Audit Report Approve Annual Governance StatementApprove Accounting StatementPublish the Audit on the WebsiteApprove the dates for the Public to exercise their rightsGeneral Data Protection Regulations

39. Items for Parish Newsletter & Notice BoardsCouncillors are asked to discuss the items it wishes highlighted for the Parish News & Notice Boards.

40. Dates for the Annual Parish meeting and next Full Council MeetingCouncil is asked to note that Thursday 21st June 2018 is the date of the next Parish Council Full Council meeting. It will start at 7.30pm. All are welcome to attend.

Sarah Jeffries PSLCC Parish Clerk

Council are asked to note that in the exercise of their functions they must take note of the following: Equal opportunities (race, gender, sexual orientation, marital status and any disability); Crime and Disorder, Health and Safety and Human Rights. Any person who may find difficulty in access to the meeting through disability is asked to advise the Clerk (07540 611906) or 01985 213436 email (horningsham@virginmedia.com at least 24 hours before the meeting so that every effort may be made to provide access.

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