SMPC Minutes - 21st April 2015

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South Marston Parish Council
Minutes of the meeting held on 21st April 2015
Present: Mr C McEwen Mrs S Brown
Mr A Leathart Mr K Millard
Mr S Young Mrs A Featherstone
Mrs J Britton (Clerk)
038/15 OPEN 10 MINUTES
Members of the public present: Adye Goodenough; Chris Hinton
Adye Goodenough updated Councillors on proposed future plans for the Wilts & Berks Canal route
waterways in Swindon and Vale of White Horse.
039/15 APOLOGIES – Mr Barry Thunder, Dr Stephanie Blair
040/15 DECLARATIONS OF INTEREST
- 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.
Declarations for Councillors are as stated in the June and July 2014 minutes.
041/15 TO APPROVE AND SIGN THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON TUESDAY, 17th
MARCH 2015 AND FORMALLY CLOSE ACTION POINTS
Proposed: TL
Seconded: SY
Agreed: All
Action points were noted
SB reported that FOXIT free trial had ended. FOXIT application can be purchased for approx. £60
042/15 To discuss the co-option of a Parish Councillor
Mr David Roberts attended the meeting and was asked questions relating to his application to be co-opted
onto South Marston Parish Council.
It was proposed to co-opt David Roberts:
Proposer: SB
Seconded: SY
Agreed – 5; Abstained - 1
043/15 Item 5 – CLERK’S REPORT – APRIL 2015
Dog bins
Signed contract sent to Lee Wells.
Allotments
51 invoices have been raised for the Allotments rents for 2015/16. 35 have been paid of which 12 have
been paid by cheque and 23 by BACS. It is hoped to encourage more plot holders to pay by BACS in the
future to cut costs. We have requested e-mail addresses for those holders we do not have information for
at present.

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IT
Donald Jones was contacted to advise on the Website/Google drive and the Clerk would like to thank him
for his patience and help. It was noted that any new email addresses required for parish councillors to
access the Google Drive will involve purchase of additional licences.
Clerk’s Forum 1st
April 2015
The Clerk attending this meeting and the following were discussed:
Parish Flood & Emergency Plans
The Clerk received a DVD and USB stick of a presentation regarding Flooding which have been given to
Anne Featherstone
Locality Leads
Andrea Barrett, Locality Lead (South), attended the Forum and gave information about Swindon’s Free
Shop (information in Correspondence). Locality Leads are changing their title and will be known as
Community Programme Leads in future.
Enforcement of Dog Fouling byelaws
Highworth PC asked if PCs have the power to fine owners are allowing their dogs to foul and not disposing
of the waste. Stephen Taylor said PCs had the power to do this. Highworth PC are proposing to employ an
Enforcement Officer and would be willing for other Parish Council to use this services and share the costs.
Low Carbon LDOs
The Clerk has sent information to Parish Councillors and a proposed joint letter will be presented to
Councillors at the April PC meeting. Highworth Pc has produced this draft and Parish Council can use the
text of the letter and send it to SBC on their own behalf if they wish.
Ethical Framework
Stephen Taylor has set up two workshops recently – attendance has been poor.
CIL
Sarah Screen is working on a précis of how CIL will work and will send out to Parish councils in due course.
044/15 Item 6 - Correspondence received to 21st
April 2015
No. From: Reference
1 SBC Locality Lead (South) Swindon Free Shop
2 Martin Hoffen Complaint - Synergie
3 Wilts & Bucks Canal Trust Awayday
4 South Marston Resident Noise Complaint
An additional item of correspondence was given to the Clerk prior to the meeting. A letter from Stephanie
Blair resigning from the south Marston Parish Council.
Action: Clerk to acknowledge the letter and cancel bank signatory and e-mail address.
1. Noted
2. Action: Clerk to forward Martin Hoffen’s e-mail and two other residents’ e-mails to Environmental
Health.
3. Noted
4. Action: Clerk to check with SBC Planning Dept. on planning conditions, particularly relating to working
hours and advise resident to call Environmental Health at the time of the nuisance noise.
045/15 Item 7 - South Marston Parish Council Planning Sub Committee
Planning Applications received by 10th
April 2015
1. Planning Application Number: : S/ADV/15/0396
Proposal: Display of various illuminated and non-illuminated signage
Location: South Marston Service Station, Shrivenham Road, South Marston, SN3 4RS
Comments: No adverse comments

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2. Planning Application Number: S/15/0053/EDSN
Proposal: Erection of two storey front and first floor side extensions with 2 dormer windows and
conversion of part of garage into habitable space
Location: 20 Church Ground, South Marston, SN3 4FL
Comments: No objection in principle to an extension of this size but the amenity of the
neighbouring properties would be compromised through the overlooking by the extended
property.
Prior Approval Given
Planning Application Number: S/PRIOC/15/0174
Proposal: Change of use of an agricultural barn to residential dwelling (C3)
Location: South Marston Farm, South Marston Lane, South Marston, SN£ 4RX
Refusal of Planning Permission
Planning Application Number: S/14/2128/SASM
Proposal: Erection of a two storey rear extension and dormer window
Location: Two Hoots, Thornhill road, South Marston, SN3 4RY
046/15 Parish Consultation on Low Carbon Local Development Orders (LDOs)
Councillors had read the information from SBC on LDO’s. It was agreed that David Dewart (SBC) would be
requested to confirm that Parish Councils will be consulted on any future additional sites before any public
consultation on a revised list of sites
Action: Clerk to e-mail David Dewart to advise him of the PC’s request.
047/15 Item 9 - Reports from Working Parties:
Communications Task Group
Tower & Tap Recruitment
SB reported that SBl has had conversation with Carolyn Page regarding a review of options for recruitment.
Action: TL/SB will follow up and report back to May PC Meeting
Open Spaces Working Group – BT/AF
Oak Tree Corner
On 25th
March a group of Nationwide volunteers and 3 members of SMAWL improved the site by clearing
waste material to ready the site for work on the paths and conversion of the flower bed to a low
maintenance area.
St Julian’s Community Woodland
Meeting with WWT scheduled for 3rd
June to discuss plans for the Woodland.
Allotments
Two plots appear neglected and tenants are being asked about their future intentions.. The trial planting
for a small fruit orchard is underway with 8 trees donated by Derek Oxby. Costs for repairs to perimeter
fencing will be prepared in May. There are 5 on waiting list from other Parishes.
Bodleian Book Store
No updates on planting progress. Councillors wished to enquire whether there would be any wildlife
friendly management planting for the northern end of the site.
Action: BT to enquire
Sevor Solar Farm at Nightingale Wood
The permissive footpath requires levelling and grass sowing in parts. The cost for this work was included in

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previous funding allowances agreed at the July 2014 PC meeting.
Nightingale Woods - Forestry Commission (FC)
On hold pending time to complete planning and organisation. Interest shown from large group of
volunteers looking to help improve the woodlands. To be followed up in May.
Oxleaze Woods
We are trying to contact the responsible persons for this woodland in order to explore maintenance and
enhancement through volunteer working.
Footpath & Cycleways Working Party (NP sub-group)
A final report was presented by this sub-group which will cease to exist once the Neighbourhood Plan has
been ‘made’ or is formally agreed by the Parish Council.
The Report contains a list of Objectives, Membership, Budget, Communication, Working Arrangements,
Outcome, and Impact – a summary of which was included in the Spring Edition of the Parish Newsletter.
Footpaths 1 & 2
AF inspected both on 11.04.15 following receipt of concerns.
Michael Enright will inspect F2 when the re-routing is complete and will inform AF of outcome He is
meeting with the landowner in a few days.
F1 has been undermined by grass and tree roots but the school route from Thornhill road has not
deteriorated significantly. A trip hazard at the junction of F1 and Thornhill Road has been highlighted with
yellow paint – AF is in contact with SBC regarding the repair.
Volunteer Requests
This new section is to highlight interest from non-village groups requesting working arrangements in the
Village. Requests have been received from:
A group of approx. 25 from Nationwide - work day in late May
A group of 25 young persons – yearlong community based task of 4 sessions over 12 months
A group of 12 from Nationwide – work day in June
Our 3rd
group of 12 Nationwide volunteers are available for a work day in St Julian’s Woodland on 13th
May. We hope to be working with WWT on this activity day. Local residents will be advised in advance.
Neighbourhood Plan Committee
SB presented the Report
Neighbourhood Plan Area Designation
The main developers have raised an objection to our application to designate the area of the SPD. A
response letter to SBC has been agreed by the group. The delay on a decision on the designation led to the
cancellation of the planned NPC meeting scheduled for before this PC meeting.
Construction of the NP documents
Progress is being made on the Plan documents with different Councillors leading different strands. Drafts
have been circulated to involve other members of the group throughout the process. An issues log to
record all input from members as well as comments/questions from members of the public to ensure all
comments are reviewed and acted upon. A comments log will need to be produced to record public
responses to our consultation document and our responses. SBC have been a great help in responding to
queries and questions, some outstanding awaiting return of officers from holiday.
Rights of Way Group
The draft Rights of Way Strategy has been completed and circulated as Annex 2 of the NPC documents in
development. Grateful thanks re due to the group who met 3 times and completed significant work by e-
mail outside meetings.

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Engaging with the Community
SB has contacted the SM Enterprise Group and will attend the meeting on 7th
May. Businesses located on
Thornhill Industrial Estate have been contacted to pursue a joint meeting of the businesses and the Parish
Council. Tony Leathart offered to attend this meeting.
Website
A new website has been trialled as the main vehicle for public consultation of the draft NP document. The
NPC considers this to be within the overall delegated budget for their work and gave approval for up to
£150 to cover purchase of a website licence and domain. The existing web pages on the Village website
would be maintained but hold only the committee details, minutes and agendas with a link to the new site
for documentation when operational.
Public Communications
Following on from the 1st
explanatory leaflet, an update on the public meeting held on 10th
March was
given in the PC Newsletter distributed over Easter. Invitations to attend meetings and participate in the
work of the committee were included and agendas/minutes posted up on the Village website and
noticeboards. Members of the public attended the NPC meeting on 7th
April.
Budget
There has been little expenditure so far apart from meetings and refreshments for the Rights of Way
Group. Payment for the Clerk’s time only will be actioned at the April PC meeting.
Timetable
There will be a delay on a decision on the designation of the NP area because SBC officers must duly
consider the objection lodged. A meeting has been secured with SBC on 28th
April – 3 representatives of
the Committee will attend.
Minutes meeting 07/04/2015
The minutes were agreed to be an accurate record of the meeting.
Action: SB to arrange purchase of a FOXIT licence for around £60 for work on pdf documents. Website
for NP has been upgraded for £30 as agreed in February minutes (to be reimbursed to CM).
Village Expansion Group
School Expansion
The Local Education Authority had circulated a draft agreement regarding how the land use/transfer is to
be completed. Responses were sent from both SMPC and School Governors, sharing a concern that more
detailed discussions about layout were needed before we can progress to formulating any agreements.
This was accepted at the meeting on the 20 March with the LEA, governors and SMPC representatives.
This explored the design concepts and agreed to set up two task groups – one to engage with the Highways
officers in SBC regarding school travel and parking issues. The other was to engage with SMRA on ensuring
the pitches, changing rooms and operational activities could be maintained during the building phases, and
assess their thoughts on future requirements. The LEA is to arrange the meeting with Highways officers.
School is setting up Traffic meeting with Gareth Cheal (SBC) on 30th
April at 1.30 – to discuss car parking in
new expansion programme with Highways officers
Forthcoming Expansion Working Group
A meeting of the group is being arranged for the end of April to consider the options for design of the
village centre. It will also consider any matters referred by the NP Committee in the light of their drafting
of the NP documents. A further meeting will then proceed with Nick Freer and Matthew Lappin of DLA,
the design consultants for the main developers.

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Other matters
No further direct contact with HHL (who have revised their acronym back to be HHT- Hallam, Hannick and
Taylor Wimpey) but note the consortium has objected to the inclusion of their land in the NP Area
(reported on the NPC report)
No contact from the Mercure Hotel other than an email exchange which produced the response that plans
were likely to come forward in the coming months.
No news on the progress of the Crown Timber/Thornhill Industrial Estate planning application, but we
understand further issues need resolving on noise and archaeology.
Swindon’s Local Plan 2026 is now adopted and posted up on their website under Planning. SMPC have 2
hard copies of the document (SB and CRM currently have these)
048/15
Item 10 - FINANCE Statement and Cheques for Approval and Signature – 21.04.2015
Bank Account Statements Received
Julian Hodge Bank at 8th
April 2015 110,714.92
Unity Trust Bank at 8th
April 2015 7,339.51
Total: £118,054.41
ALTO Card
VAT Amount
Balance b/f 219.98
Homebase (Gloves SMRA litter picking) 9.98
Staples (Stationery) 5.86 35.19
Sainsburys (Stamps) 12.72
Vonage (Telephone) 2.60 15.60
Staples (Stationery – (Mailout / March Newsletter) 13.33 111.77
Balance: 30.35 £34.72
Top-up (to be requested in April) £215.28
Expenditure: Cheques for Approval and Signature
Cheque
Number
Our Ref Payment VAT Amount
300144 114 Joan Britton – March Salary 839.27
300145 115 Grove Group Invoices (Dec 14 – Mar 15) 8.58 51.48
300146 116 Glasdon UK Ltd (Dog bins) 33.60 201.60
300147 117 Carriers Arms (3 x NP ROW meetings) 129.00
300148 118 Anne Featherstone (NP, Newsletter, Open Space
refreshments expenses)
118.39
300149 119 Stratton Garden Contractors 352.00
300150 120 WALC Annual Sub (WALC & NALC) 53.22 319.33
TOTAL 95.40 £2011.07

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Income: Invoices Raised to
Invoice To Amount
14-060 Diane Evans (Allotment Rental) 50.00
14-061 Samantha Ludkin (Allotment Rental) 25.00
14-066 Alison & John Carrigan (Allotment Rental) 25.00
14-068 Julian Warr (Allotment Rental) 25.00
14-069 Matt & Emma Curtis (Allotment Rental) 25.00
14-073 Linda Moore (Allotment Rental) 25.00
14-076 Phil & Terrie Malyon (Allotment Rental) 25.00
14-079 James Forty (Allotment Rental) 45.00
14-081 Mrs C Williams (Allotment Rental) 25.00
14-083 Mrs H Beaver (Allotment Rental) 12.50
14-084 A Widdowson & R Mander (Allotment Rental) 45.00
14-087 Mr T McCarthy (Allotment Rental) 50.00
14-090 Mr G Naisby (Allotment Rental) 25.00
14-093 Barry Thunder (Allotment Rental) 25.00
14-094 Mr W Hiscocks (Allotment Rental) 50.00
14-095 Mrs S Farmer (Allotment Rental) 45.00
14-097 Mr D Oxby (Allotment Rental) 25.00
14-098 Pauline & Clive Harper (Allotment Rental) 25.00
14-100 Lionel Cave-Ayland (Allotment Rental) 25.00
14-101 Mr R Burt (Allotment Rental) 25.00
14-105 Angela Blewett (Allotment Rental) 25.00
14-106 Carl & Anannette Odey (Allotment Rental) 25.00
14-107 Emma Williams (Allotment Rental) 25.00
TOTAL £697.50
Income: Other
Remittance From Amount
Julian Hodge Bank – Interest (High Interest Account) 168.06
Unity Trust Bank Interest 2.29
TOTAL £170.35
• Cheques for approval and signature
Approved and signed
• Finance Statement for Approval and Signature
Approved and signed
• Year End Accounts: Accounts will close on 31/03/15
• Audit 2014-15: The Auditors will audit the accounts on 21/05/15. The PC will be asked to approve the
year end accounts at the PC meeting on 19/05/15. SB informed the meeting of changes to the
transparency in external audit arrangements in the Local audit and Accountability Act 2014
(Commencement Orders)
• Date for the Annual Parish Meeting - the date will be agreed at the May PC Meeting for a date in the
last two weeks of June

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049/15 Item 11: Miscellaneous Reports & Representatives from Outside Bodies
SMRA Report - Meeting 15 April 2015
Grass maintenance – grass cutting rota now agreed for the year. Once footballing is over for the year, the
cracks in the grass will need filling with top soil and seeding.
Footpath to school –The internal path problem has been looked at and queries made about the likely cost
of relaying the affected tarmac. However the problem is not thought so serious at the moment to warrant
immediate remedial work and the roots will simply cause the same problem in the future. Given the likely
lifespan of the path, it was decided that SMRA will mark the root area with paint to give visual warning and
the situation will be regularly monitored.
Query re the Tree Preservation Order on the oak tree in the centre of the Rec. It was generally thought
there was a TPO on it, and SMRA would not wish to lose it with any design of the village centre.
Action: Clerk to contact SBC to obtain comprehensive list of TPOs in South Marston Parish, north of the
railway line.
Impact of Expansion Work –SMRA committee members had been invited to join the Expansion Group’s
workshop on the design of the village centre on 1 May.
Litter picking - Great success so far in terms of reaction from villagers – many have been stopping and
congratulating Angie and Mary on their efforts. A number of people have volunteered to take on different
stretches need their homes. It would be good to foster this community spirit, and formalise the role of the
volunteers by providing their own equipment and labelled jackets. Equipment given out would be labelled,
monitored and retrieved if not used. The only problems experienced have been carrying full bags of litter
back to base to be collected and the need for stronger bags to prevent ripping.
Could the Parish Council consider a small delegated fund for supplying litter picking equipment to any
volunteers coming forward (hi-viz jacket, small litter picker, bag ring and supply of bags). Estimate £200
for 4 or 5 volunteers.
Proposed: SY
Seconded: TL
Agreed: All
Action: Clerk to contact SMRA to arrange purchase of items s agreed up to £200
Gardening Club
The Gardening Club now has a revitalised committee and a new Chair – Tracey Dobson and a new
Treasurer – Claire Williams.
050/15 Item 12: Matters brought forward by or with consent of the Chairman
In respect of matters identified by AG during the open ten minutes, the PC agreed to contact the
Environment Agency and SBC (Sam Weller) re flood channel proposal, and SBC planners on the impact of
Vale of White Horse District Council’s potential decision to remove the protected route of the canal in their
area.
Meeting Closed at 21.40