Parish Clerk - Mrs. L. C. Wood
Minutes of a meeting of the Parish Council held on Monday, 2nd August at 7.30 p.m. in The Andy Young Pavilion, Springfield Road, Mere.
Present: Councillors: E. Mitchell (Chairman), P. Coward, C. Hazzard, R. Hill, G. Jeans, R. Sims, S. Squires, Mrs. L. Traves & Mrs. M. White.
Also Mr. M. Whatley
Meeting convened at 7.32 p.m. with Public Session
Mr. George Jeans said that he would be declaring an interest in Wiltshire Council’s Parking Strategy Consultation and so he would like this opportunity to speak as a member of the public and to say that he fully supported the parish in its efforts to try and keep the car parks free from parking charges.
A letter from Lt. Col. Bruce Leece was read out in which he said that the present government had made it clear that decisions affecting local issues should be made locally and in the light of these changes, the introduction of car parking charges by Wiltshire Council, needed to be re-examined and if necessary, thrown out. ‘Mere’s special needs to have free car parks has been fully justified and documented over the years.’
Apologies for absence received from PC Richard Salter & PCSO Jake Noble, also Parish Councillors M. Hall, R. Hughes & D. Sealy
433. Declarations of Interest received from:
Cllr. C. Hazzard declared a personal and prejudicial interest in planning application S/2010/973 (applicant)
Cllr. G. Jeans declared a personal and prejudicial interest in Minute No. 435 (a) and a personal interest in planning application S/2010/973.
434. Planning
a) Applications: (All applications can be viewed on Wiltshire Council’s website – and type in the relevant application number)
Application Number: S/2010/973
Location: LAND ADJ. TOWNSEND NURSERY, MERE.
Proposal: CHANGE OF USE OF LAND FOR THE STATIONING OF SIX STATIC HOLIDAY CARAVANS USED FOR HOLIDAY LETTING (RENEWAL OF TEMPORARY PERMISSION)
RESOLVED that the above application is recommended for approval on proposal made by Cllr. R. Hill, seconded by Cllr. R. Sims and carried with a vote of 5 for. (Cllr. Hazzard, having declared a personal and prejudicial interest, left the room whilst this matter was considered. Cllr. Jeans, having declared a personal interest, refrained from voting or discussion).
Application Number: S/2010/1070
Location: SANDS COTTAGE, MANOR ROAD, MERE.
Proposal: FULL PLANNING – PROPOSED TWO STOREY EXTENSION TO NORTH WEST
ELEVATION, SINGLE STOREY EXTENSION TO SOUTH WEST ELEVATION.
DEMOLITION OF EXISTING OUTBUILDINGS, ERECTION OF DETACHED TWO STOREY
GARAGE AND WORKSHOP WITH FIRST FLOOR GYM/GAMES ROOM.
RESOLVED that the above application is recommended for approval on proposal made by Cllr. Hazzard, seconded by Cllr. P. Coward and carried with a vote of 7 for. In his capacity as Wiltshire Councillor, Cllr. Jeans abstained from voting. Cllr. Jeans agreed to investigate whether or not a licence would be required from Wiltshire Council for the highway verge land that had been acquired for use as a visibility splay in this planning application.
Application Number: S/2010/1073
Location: ROSEMARY HOUSE, THE FIELDS, MERE.
Proposal: ERECT REAR PORCH
RESOLVED that the above application is recommended for approval on proposal made by Cllr. P. Coward,
seconded by Cllr. R. Sims and carried with a vote of 8 for.
Application Number: S/2010/1101
Location: LAND BETWEEN WEST BOURTON AND WHISTLEY FARM B3081 (GILLINGHAM TO WINCANTON)
SILTON/GILLINGHAM
Proposal: ERECT 4 NO 120M HIGH WIND TURBINE GENERATORS, CONSTRUCTION PADS, SUBSTATION,
TEMPORARY CONSTRUCTION COMPOUND, INFORMATION BOARD AND MODIFY VEHICULAR ACCESS
Cllr. P. Coward felt that this was not a very good location to site the wind turbines from a wind generation point of view. Cllr. Hazzard pointed out that last month, the Parish Council refused to comment on an application in Zeals and reminded members that the Parish Council had a general policy not to become involved in planning applications outside the parish unless they have a direct impact upon Mere. Cllr. Mrs. White said that the Parish Council had submitted a comment on the previous application for six wind turbines in this location and should therefore resubmit similar comments for this application. The Clerk read out the previous comments submitted. Cllr. Mrs. White said that the applications were basically similar and this one would still use thousands of tons of concrete which would remain in the field forever.
Cllr. Hazzard proposed that the Parish Council should not submit any comments. Cllr. P. Coward seconded the proposal.
Cllr. Mrs. White proposed that the Parish Council should submit the same comments as previously submitted. Proposal seconded by Cllr. Jeans but not carried with a vote of 1 in favour, 5 against and 2 abstentions.
Cllr. Hazzard’s proposal not to submit any comments was then put to the vote and carried with a vote of 6 for, 1 against and 1 abstention. This was then put forward as a substantive motion and RESOLVED not to submit any comments with a vote of 7 for and 1 against.
435. Highways, Rivers, Footpaths & Transport
- Wiltshire Council’s Parking Strategy Consultation
- Summary of consultation document
- To decide on Parish Council’s response strategy
The Clerk presented members with the consultation documents and pointed out that it was not, in her opinion, a particularly ‘user friendly’ consultation exercise. The main consultation summary document was 50 pages long, the Mouchel Technical report was 187 pages long and the consultation questionnaire form consisted of 34 questions. The deadline for responses was 5.00 p.m. on Friday, 3rd September. Within these documents Wiltshire Council had placed Mere into Band 4 and were proposing various options for parking charges in the two car parks – ranging from 20p per hour to £5.00 all day& 10p per hour or 50p per day on a Sunday. Wiltshire Council were offering those Parish & Town Councils in Band 4 towns, to take over the costs of operating and managing the car parks as an alternative to parking charges being set by Wiltshire Council. Members had a long discussion about how they felt that car parking charges would affect the town, its residents and visitors and members also expressed concern that the Parish Council did not have enough information to decide whether or not it could take on responsibility for the car parks (despite having asked Wiltshire Council for this back in March). However, it was unanimously agreed that Mere Parish Council needed to fight these proposals and to make every effort to keep Mere free from car parking charges. It was also agreed that, if the battle was lost, the Parish Council needed to keep and open mind regarding taking on responsibility for the car parks in order to keep parking free in Mere.
As part of the Parish Council’s strategy to oppose the proposed car parking charges, it was agreed that a letter drop should be made to as many households in Mere as possible and councillors were willing to assist with this. It was also agreed that the Blackmore Vale Magazine and Mere Matters should be asked to raise awareness and that Dr. Andrew Murrison, MP should be asked for further support. It was agreed that the Chairman, Vice-Chairman and Cllr. Mrs. White would attend the Area Board Meeting on 25th August to present the Parish Council’s views and that the Chairman,Vice-Chairman & Clerk would be delegated authority to complete the questionnaire response on behalf of the Parish Council.
436. General Items
- Attachments to Street Lighting Columns – the Clerk read out a letter received from Mouchel who are responsible for the maintenance and structural safety of the street lighting equipment (on behalf of Wiltshire Council). Mouchel were asking Parish & Town Councils to contact them if they planned to attach any item (festive lighting, hanging baskets, banners etc) to a Wiltshire Council street lighting column. Members noted this information.
- Suggestions for South West Wiltshire Area Board Transport Initiative – the Clerk informed members that the Area Board had been allocated £17,000 to fund small-scale transport and highway improvement schemes in the community areas. The money is to be used for schemes that improve safety, increase accessibility and sustainability by promoting walking, cycling and public transport, or improve traffic management. Proposals needed to be submitted to Richard Munro by 31st July.
The Parish Council agreed to submit the following proposals:
- Free car parking
- Footpath over Lynch
- Cycle way along Burton Path
- Volunteer Award – the Clerk informed members that Wiltshire Council & NHS Wiltshire were planning the first Joint Wiltshire VCS Awards in 2010. There were 6 team categories: Parthership Working; Innovation; Best Community Initiative nominated by an Area Board; Most Inclusive Approach; Community Leadership; Volunteer of the Year. The deadline for entries is Friday, 20th August. Members noted this information.
- Suggestions & Criticisms of Area Boards – The Clerk read out an email from Richard Munro (South West Wiltshire Area Board Manager) in which he said that he had heard that some parish councils are angry about Area Boards – the amount of badly-constructed surveys, poor timescales, not listening, etc. and asking for our experiences. Members agreed that they should defer comment until after 25th August.
- Grants available to improve Countryside Access – The Clerk read out a letter from Wiltshire Council regarding a third round of the Parish Improvement Grants Scheme now called the Paths Improvement Grant Scheme. The scheme is aimed at helping town and parish councils to make innovative improvements to countryside access in their area for residents and visitors and provides match funding to parish & town councils and can also be used to help lever in other funding sources. Bids must be submitted by Friday, 19th November 2010. Members felt that this money would be better used to provide the necessary maintenance to our existing footpaths.
437. Payments: Cllr. Hazzard proposed that the following accounts should be approved for payment. Proposal seconded by Cllr. Mrs. Traves and carried with a unanimous vote.
Cash |
Mobile Phone top-up fee |
£10.00 |
Sydenhams |
Timber for bench repairs on Long Hill |
£20.13 |
Cash (Staples) |
Stationery |
47.22 |
Cash (Dell) |
Ink Toner |
74.03 |
Forge Garage |
Fuel & Oil for July |
176.00 |
Rochford Garden Machinery |
Strimmer Line |
33.03 |
M. J. Abbott |
Pipe insulation for Wellhead allotment water supply |
22.94 (already pd) |
b) To review effectiveness of internal controls (bank reconciliations, budget/expenditure reports, financial regulations, standing orders, internal audit etc) – members considered that their internal controls were effective and that the internal audit provided the Parish Council with a reliable assurance about the council’s internal controls and its management of risk.
*c) To approve Budget/Expenditure Report – RESOLVED that the Budget/Expenditure report for the period ending 31.3.10 be approved on proposition made by Cllr. Hall, seconded by Cllr. Sims and carried with a unanimous vote.
d) To consider Internal Auditor’s end of year financial report and adopt/approve recommendations therein – the Clerk read out the Internal Auditor’s report as follows:
I have carried out an internal audit of the Mere Parish Council Financial Statements for the year ended 31st March 2010. In my opinion the Council has maintained proper accounting records and the financial statements have been properly prepared. However there are three items which I consider merit particular mention, namely:
- Asset Register
I have agreed with the Clerk the principles to be used for valuing buildings in the Asset Register. However such values, especially those relating to old buildings, often can only be a matter for subjective judgment. The Council therefore may wish to review the values currently allotted to those items on the Asset Register.
- Sport England Grant – possible write-off
There is still about £2700 due to the Council from Sport England in respect of the £50,000 grant relating to the sports ground facilities. Sport England state that before this money can be paid the Council must submit further detailed information including a Deed of Dedication. The Clerk is of the view that the time and cost involved in putting together all this information could exceed the amount of the outstanding contribution.
I have advised that my view is that more information is needed about the actual costs and possible consequences of not submitting this information before the Council decides whether or not to pursue this outstanding grant contribution.
The Clerk intends to raise this matter at the next Council meeting.
- Relationship with Mere Recreation Ground Charity
The fact that the Parish Councillors are also the Trustees of the Mere Recreation Charity can lead to a ’blurring’ of their responsibilities. It is important to recognize that the Parish Council and the Charity are separate legal entities.
This point has arisen because, though there is nothing wrong with the present allocation of costs in relation to such matters as maintenance of the Recreation Ground, there is no management letter between the two bodies detailing the method of cost apportionment. At present the responsibility for deciding the apportionment of costs is with the Clerk. For her guidance and that of her successors it is strongly recommended that a management letter between the two entities is put in place – it need not be long, just one side of A4.
If the Council and/or the Clerk wish me to advise further on any of these matters then I am available to help.
Finally I would like to acknowledge the assistance I have received from the Clerk, Lindsey Wood. She certainly made this task easier by having, as always, everything ready to hand and in such good order.
J. M. Wilson, Internal Auditor
Members were very appreciative of the work carried out by Mr. Wilson and of the comments above. On his points above, the Parish Council agreed:
- Asset Register – The Clerk, Chairman and Vice-Chairman would meet in order to review the values currently allotted to items on the Asset Register.
- Sport England Grant – The Parish Clerk to enter into further communication with Sport England and obtain quotations from solicitors to try and resolve this situation.
- Relationship with Mere Recreation Ground Charity – The Clerk, Chairman and Vice-Chairman would meet to draft a management/policy letter.
Members asked for their thanks to John Wilson for his diligent work as internal auditor, to be recorded.
*f) To approve accounts and supporting papers for the year ending 31st March 2010 (as attached) – RESOLVED that the accounts and supporting papers for the year ending 31st March 2010 be approved on proposal made by Cllr. C. Hazzard, seconded by Cllr. Hall and carried with a unanimous vote.
g) To complete and sign Annual Return and Statement of Assurances for the year ending 31.3.10 for submission to external auditors - the Chairman read through the Annual Return and Statement of Assurance. Members agreed that they should answer ‘yes’ to all statements in the Statement of Assurance. The Annual Return and Statement of Assurance were signed by the Chairman in the presence of the Council.
h) To note public rights to view accounts – The Clerk reminded members that the Annual Return and other documents such as accounts books, deeds, contracts, bills, vouchers and receipts relating to them are to be made available for inspection by any person interested at a convenient place fixed by the Parish Council on reasonable notice and that the Parish Council must display a notice containing this information. Parishioners also have a right to question the auditor about the accounts and to make objections to the auditor. The Clerk confirmed that a proforma notice, containing all this information would be displayed on the Parish Council’s noticeboard outside the Lecture Hall.
419. General Items
a) Invitation to Cranborne Chase & West Wiltshire Downs Area of Outstanding Natural Beauty Annual forum to be held at Dinton Village Hall on Wednesday, June 17th (10 a.m. – 4 p.m.) – Cllr. Sims said that he may be able to attend.
b) Annual 43rd (Wessex) Division Memorial Service & Parade – Sunday, 11th July 2010 – The Clerk was asked to order a wreath for both the Chairman and Cllr. Jeans to lay at the memorial.
c) Film Shows – Cllr. Mrs. White reported that Moviola has obtained extra funding which will change the way they operate and they have presented us with three different options. However, due to the time involved and the fact that the Mere Film shows are run by a small team of volunteers, they felt that they should continue operating with one film a month. The Parish Council agreed with this decision and expressed their gratitude to the volunteers who arrange the film shows. Cllr. Mrs. White also informed members that the volunteers would like to hold over funds from this year until next year so that there is more to distribute and confirmed that the accounts would be presented to the Parish Council for the September meeting.
d) Notice of Wiltshire Council’s intention to pass a resolution applying to statutory provisions with respect to the naming of streets – The Clerk informed members that she had received a copy of the statutory notice and explained that the statutory provisions referred to in the notice are required following Unitary to enable the Council to undertake its street naming and numbering powers.
e) Community Heartbeat – defibrillator - deferred
420. Clerks Report – RESOLVED to adopt the Clerks Report on proposal made by Cllr. R. Coward, seconded by Cllr. P. Coward and carried with a unanimous vote. Cllr. Hazzard asked for ‘A’ frame advertising boards to be raised on the next agenda.
* Further information on these items in Clerks Report.
Members were reminded that they should now be acting in their capacity as Trustees of the Charity and not as Parish Councillors.
421. Mere Peace Memorial Sports & Recreation Ground Charity
Payment: Donation to Mere Parish Council for expenses incurred throughout 2009/10 £9387.19
RESOLVED that the above payment be approved on proposal made by Cllr. Hall, seconded by Cllr. Mrs. White and carried with a unanimous vote of approval.
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