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Author: Lindsey Wood

Agenda for Town Council meeting to be held on Monday, 10th June 2024

23rd May 2024

 

Dear Councillor,

 

You are summoned to a meeting of Mere Town Council to be held on Monday, 10th June 2024 at 7.00 pm at Duchy Manor, Springfield Road, Mere, Wiltshire.  BA12 6EW.  The meeting will consider the items set out below.

 

Before the meeting there will be a public session to enable the people of Mere to ask questions of, and make comments, regarding the Town 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.

Please Note: By entering the meeting room you are consenting to the use of your name being recorded in the Minutes.  The meeting may also be recorded by the press or members of the public.  Any person or organisation choosing to film, record or broadcast any meeting of the Council or its committees is responsible for any claims or other liability resulting from them so doing and by choosing to film, record or broadcast proceedings they accept that they are required to indemnify the Council, its members and officers in relation to any such claims or liabilities.

Any person who may find difficulty in access to the meeting through disability is asked to advise the Clerk by email (lindseywood@merewilts.org) at least 24 hours before the meeting so that every effort may be made to provide access.

Yours sincerely,

 

 

Lindsey Wood,

Town Clerk & RFO

 

 

Public Participation Session

Members of the public are invited to address the Council on any issue over which it has a power. This session will be limited to 15 minutes (3 minutes per speaker). The Chairman will convene the Town Council meeting after the public session (please note that once the meeting has been convened members of the public are no longer permitted to speak unless invited to do so by the Chairman).

Reports from local police representatives

 

AGENDA

  1. Apologies – To receive apologies for absence.

 

  1. To receive any declarations of disclosable pecuniary interests and other interests from Councillors on matters to be considered at the meeting.

2.1 To receive declarations of interest from councillors on items on the agenda

2.2 To receive written requests for dispensations for disclosable pecuniary interests (if any)

2.3 To grant any requests for dispensation as appropriate

A request for dispensation must be made on an individual basis

 

Members are invited to declare disclosable pecuniary interests and other interests in items on the agenda as required by the Mere Town Council Code of Conduct for Members and by the Localism Act 2011.  The disclosure must include the nature of the interest.  If you become aware, during the course of a meeting, of an interest that has not been disclosed under this item, you must immediately disclose it.  Whether you can remain in the meeting and the extent to which you can participate depends on the type of interest you have.

 

  1. Minutes – To resolve that the minutes of the Annual Town Council meeting held on Monday, 13th May 2024 be approved as a correct record.

 

  1. Matters Arising from Public Session

 

  1. Matters Arising from previous Meetings (not covered by other agenda items)
  2. a) Result of Wiltshire Council’s decision on Community Governance Review parish boundary change for Mere/Zeals

 

  1. Reports & Consultations
  2. a) Wiltshire Councillors Report

*b) Project Co-Ordinator’s Report

  1. c) Report on South West Wiltshire Area Board meeting held on 29th

 

  1. Planning
  2. a) Applications for consultation response:

 

Application No: PL/2024/04569
Application Type: Notification of proposed works to trees in a conservation area
Proposal: HG1 Cypress – Fell close to ground level (approx. 50mm) (conifer). T1 Spruce – Fell close to ground level (approx. 50mm) (conifer). T3 Cypress – Fell close to ground level (approx. 50mm) (conifer).
Site Address: THE GEORGE INN, THE SQUARE, MERE, WARMINSTER, BA12 6DR
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000006GOir

 

 

 

Application No: PL/2024/03498
Application Type: Householder planning permission
Proposal: erect single storey porch
Site Address: 3. The Bartletts, Mere, Warminster, BA12 6DX.
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000005Pg2n

 

 

Application No: PL/2024/04076
Application Type: Householder planning permission
Proposal: Single Storey North Gable End Extension
Site Address: 10 Southbrook Gardens, Mere, Warminster, BA12 6BE.
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000005sGmT

 

*b) Invitation to Planning Service Stakeholder meeting – Tuesday, 25th June at County Hall, Trowbridge (in Clerks Report)

  1. Highways, Rivers, Footpaths, Traffic & Transport
  2. a) To identify jobs for the Parish Steward, Sparkle Team and MyWiltshire reports.

 

  1. Buildings, Open Spaces, Play Areas, Sports Grounds, Car Parks, Allotments & Cemeteries
  2. a) Approval to appoint structural engineer to assess suspected movement in North Chapel
  3. b) Preliminary proposals for Pluscharge to provide EV charger in Salisbury Street Car Park.

*c) Quotation for new glassfibre 12m flagpole, installation and old flagpole removal from Hampshire Flag Company (attached)

*d) Request from Mere Carnival to use the Recreation Ground to hold the Carnival Funfair in September 2024 (attached)

 

  1. Finance, Policy & Resources
  2. a) Payments – To review and authorise schedule of payments
  3. b) To note the reconciliations for May 2024; the Chairman to sign and verify against the bank statements

*c) To review Mere Town Council Reserves Policy (attached)

*c) To approve the Accounting Statements for the year ending 31st March 2024 as prepared by the Town Clerk & RFO  (AGAR attached)

*d) Annual Governance and Accountability Return 2023/24

  1. To receive and note the Annual Internal Audit Report (attached)
  2. To approve the Annual Governance Statement (Section 1)
  • To approve the Accounting Statements (Section 2) Attached
  1. For the Chairman and Clerk to sign the Annual Governance Statement and the Chairman to sign the Accounting Statements
  2. To set the commencement date for the exercise of public rights
  3. To note other information to be sent to the External Auditor and required by External Auditor as part of Intermediate Review 2023/24

 

  1. General Items
  2. a) To authorise the Town Clerk to spend time in investigating constitution/governing documents and sorting out/organising a way for the Forest Dear Leazes to continue operating.

Briefing Notes

*Briefing Note 24-09, Defra Simpler Recycling Update (attached)

*Briefing Note 24-10, Local Development Order consultation- Revamp Your Tank scheme (attached)

 

  1. Future meetings and events

Invitation to The Campaign to Protect Rural England – Wiltshire’s AGM, on the 16th July at19.00 at Malmesbury Town Hall – Our speaker is The Chief Executive Officer of CPRE – Roger Mortlock – Speaking on Solar and the Rooftop Revolution!

 

  1. Future agenda items

 

Note:  Members are reminded that the Town Council has a general duty to consider the following matters in the exercise of any of its functions: Equal Opportunities (race, gender, sexual orientation, marital status and any disability), Crime and Disorder, Health and Safety and Human Rights.

 

*Further information on these items enclosed/attached

 

 

 

 

 

 

 

MERE PEACE MEMORIAL SPORTS AND RECREATION GROUND

Registered Charity No. 1093497

 

For Trustees to consider the following:

 

Request from Mere Carnival to use the Recreation Ground to hold the Carnival Funfair in September 2024

Minutes of Town Council meeting held on Monday, 8th April 2024

 Mere Town Council

Town Clerk – Mrs. L. C. Wood

 

Minutes of a meeting of Mere Town Council held on Monday, 8th April 2024 at 7.00 pm at Duchy Manor, Springfield Road, Mere, Wiltshire.  BA12 6EW.  The meeting will consider the items set out below. 

 

Present:  Councillors John Jordan (Chair), Debbie Beale, Sandra Catley, Aubrey Colman, Rodney Coward, Rachael Hansford, Clive Hazzard, George Jeans, Linden Stone, Kate Symonds & Lesley Traves

Also: Graham Sheppard

 

Public Participation Session

Mr. Graham Shepard pointed out various issues relating to the work connected with the footpath improvement project and Lesley Traves asked some questions.  The Chairman and Clerk pointed out that the job was not actually finished and the contractors were coming back to deal with some of the points that had been raised tonight as well as other issues which had been picked up on the snagging list.

Rodney Coward urged people to walk around Castle Hill & Long Hill saying that it is well worth the effort to see all the primroses and wild flowers.

John Jordan publicised a walk taking place next Sunday (14th April) at 2.00 pm starting from Salisbury Street Car Park – this is a walk that has been devised by Richard Broadhead for the Cranborne Chase Natural Landscape.

 

Reports from local police representatives

  • None present

 

  1. Apologies for absence received from Councillors Nick Beale, Philip Coward, R. Hill & Glen Ings

 

  1. To receive any declarations of disclosable pecuniary interests and other interests from Councillors on matters to be considered at the meeting.
  • George Jeans declared a pecuniary interest in Minute Ref: 400a)

 

  1. Minutes – RESOLVED that the minutes of the Town Council meeting held on Monday, 4th March 2024 be approved as a correct record. The working group RESOLVED that the Minutes of working group meeting held to review & assess the effectiveness of Internal Control Measures held on Thursday, 21st March 2024 be approved as a correct record.

 

  1. Matters Arising from Public Session

None

 

  1. Matters Arising from previous Meetings (not covered by other agenda items)

*a) Annual Town Meeting (Minute Ref. 382a) – suggested agenda (Draft agenda attached) – the Chairman said that he had requested that the Q & A session be removed from the draft agenda.  He said that following a brief introduction and report from him at the meeting, there will be councillors on hand and representatives from various groups on hand and I hope that people will direct their questions to those councillors and representatives.  We will also have post-its so that people can provide suggestions and we must annotate all this so that we can note these questions and suggestions in the Minutes. Cllr. Rachael Hansford requested that we include, within the notice, a link to the suggestion page on the website for those that cannot attend the meeting.

*b) Update on licence agreement with Econetiq for EV chargers in Salisbury Street Car Park (Minute Ref: 386b) [see Clerks Report] – The Chairman reminded members that at the last meeting that we approved expending a further £300 towards the solicitors’ costs for additional work.  Econetiq now want a lease from us which will mean the creation of another document which will cost us more.  It was felt that the Town Council had spent far too much time and money on Econetiq and not made any progress and as they were a company chosen by the car share company and not by the Town Council in the first place, it may be better to pursue an alternative company to provide EV chargers in the car park.  The Clerk said she had taken the liberty of contacting Mr. Hytch who had said that he felt confident that the team at Pluscharge would be able to survey, deliver and install chargers to our requirements in the Salisbury Street Car Park.  It was agreed to check with our solicitors that we are free to call a halt to proceedings with Econetiq and if so we should do so and follow up new proceedings to install EV chargers in the car park with Pluscharge.

 

  1. Reports & Consultations
  2. a) Wiltshire Councillors Report – Cllr. Jeans said that he didn’t want to draw out the meeting with a long report but would happily answer any questions if asked.

*b) Project Co-Ordinator’s Report (report attached) – members noted the information that was distributed and the Chairman pointed out that we had already discussed footpaths 50 & 66 and we appreciate that there is some snagging work to do.

  1. c) Community Governance Review – to report on public consultation meeting held on 18th March 2024 – the Chairman thanked all those who were able to come along to the meeting but gave a summary of the meeting for those who were unable to come along. He said that it was now down to the committee to make a formal recommendation to Wiltshire Council.

 

  1. Planning
  2. a) Applications for consultation response:
Application No: PL/2024/02765
Application Type: Notification of proposed works to trees in a conservation area
Proposal: T1 – Apple tree – reduce main branch by 5m and reduce remainder of tree back to previous pruning points and balance and shape
Site Address: SHELDON, CASTLE STREET, MERE, WARMINSTER, BA12 6JF
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000004nVzd

 

RESOLVED to recommend approval of the above application.

 

Application No: PL/2024/02080
Application Type: Removal/variation of conditions
Proposal: Variation of condition 2 of PL/2023/00624 (approved plans) in order to substitute the use of stone in lieu of buff bricks on certain elevations
Site Address: Land Adjacent to Quarryfield Industrial Estate, Castle Street, Mere, BA12 6LA
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000004O83l

 

Members felt that the wording on the proposal above was ambiguous as it is unclear exactly what elevations it is proposed to substitute stone for buff bricks (the proposal says certain elevations!).  However, after clarification with the planning officer, it would appear that it is proposed to substitute stone for buff bricks on the front elevation.  RESOLVED that the Town Council cannot support this proposal.  During the pre-application inquiry process for this Care Home, the LPA suggested that the proposed building design should take inspiration from more traditional buildings within the centre of Mere and the applicant determined to proceed with a more traditional design approach and stated that the development would use materials to the walls and roof which harmonized with those used within the centre of Mere and that the building was designed in such a way that is respectful to the older properties within Mere.  To substitute the use of stone in lieu of buff bricks on ANY elevations, but particularly on the front elevation, which will be visible from Castle Street, would not harmonize with any buildings in Mere as the Town Council cannot think of any buildings within the town that are made of buff bricks.  Furthermore, the visual impact would be completely out of character with the surrounding area and would not be respectful to the surrounding landscape and would not achieve high quality design.   [In order not to compromise his position as Wiltshire Councillor, Cllr. Jeans abstained from voting on this matter.]

Application No: PL/2024/02708
Application Type: Works to a Listed Building
Proposal: Replacement of existing front door with wooden door with glazing as per the door at Stephens Cottage.  Like for like replacement of ground level front of building window.
Site Address: St. Michaels Cottage, Church Street, Mere.  BA12 6DS
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000004lqiP

 

RESOLVED to recommend approval of the above application

 

The Chairman informed members that the planning application for Woodlands Road (considered at last month’s meeting) had been approved on condition that it is used for agricultural purposes only.  The planning application for Wet Lane has been withdrawn although Cllr. Jeans has been assured that another planning application will be forthcoming for this site.

 

  1. Highways, Rivers, Footpaths, Traffic & Transport
  2. a) To identify jobs for the Parish Steward, Sparkle Team and MyWiltshire reports.

Cllr. Jeans identified a large pothole in Water Street (outside Shreen Hayes). The Chairman thanked the 20+ volunteers who came along to do the Spring Clean litter pick last weekend and gathered up 31 bags of litter and was impressed that the Streetscene team collected the litter before 8 am the next morning.

*b) Highway Improvement Request Form for review and provision of additional lighting in Pettridge Lane – (Form attached) – this echoes a problem that was discussed at last month’s meeting.  Cllr. Jeans said he would be in favour of this being approved but requested that an apron is included within the light to stop the light being emitted into neighbouring properties.  Cllr. Debbie Beale requested that a Victorian-style street light be considered or something more appropriate.  RESOLVED to support the addition of an appropriate lamp (with shield) subject to the Town Council’s financial contribution being agreed.

 

  1. Buildings, Open Spaces, Play Areas, Sports Grounds, Car Parks, Allotments & Cemeteries

*a) To consider appointing a QS to provide an estimate and specification for the Public Toilet project (report attached & layout plan attached) – Cllr. Hazzard said that he was staggered at the costs given by the specialist public toilet fitters.  Cllr. Colman felt that specialist public toilet fitters were essential and that the Town Council should even go so far as getting a maintenance contract and a cleaning contract so that we had the whole package deal.  He also said that it appeared that some of the amendments to the layout plan, previously agreed by the Council had been ignored.  The Chairman pointed out that this layout plan had been used simply as an illustrative drawing to enable a Quantity Surveyor to provide a figure so that we can do a public consultation in order to apply for a loan.  The Chairman pointed out that it would not be possible to apply for a loan for a maintenance contract or cleaning contract.  It was agreed that, if necessary, three toilets would be sufficient.  Cllr. Jeans was adamant that one of the toilets needed to be chargeable so that people could pay to use it at night.  If it is three toilets, we felt that there would be one that is clearly marked as ladies, one that is clearly marked as a radar/disabled toilet and the other one could be free for all to use during the daytime but would be open during the night with payment.  This toilet being labelled “unisex”.  Agreed that a Quantity Surveyor be appointed to provide the details that would be necessary to go to public consultation in order to apply for a loan from the Public Works Loan Board.  Cllr. Jeans abstained from voting as he lived so close to the public toilets.

  1. b) Update on clock chiming repair – The Clerk reported that Peter from the Cumbria Clock Company came out on 14th March, part of the striking mechanism was jamming up the clock and so this part has now been taken out and taken away for remodelling. The clock is working now and Peter is hoping that when it is remodelled and refitted both the clock and striking mechanism will work. Our clock is over 130 years old and Peter said that he could provide a price for an electric clock and pointed out that electric clocks also go wrong and when they go wrong it is often necessary to replace the whole clock and not just a cog or an arm.  The Clerk pointed out that the Cumbria Clock’s invoice had not yet been paid and would not be paid until everything they were charging us for was working properly.
  2. c) Community Garden Proposals for Fennel Road – the people who were considering Fennel Road for this opportunity have now decided that this is not a viable option and have requested that they are now included on the waiting list for a suitable allotment instead.

 

  1. Finance, Policy & Resources

*a) Payments – Having declared a pecuniary interest in this item, Cllr. Jeans left the meeting room whilst this matter was discussed.  Cllr. Hazzard raised a question on the cleaning of mop heads invoice from Jeans.  The Clerk explained that the mop heads were no longer cleaned commercially as she had found a source to buy mop heads in bulk so it was cheaper to throw away mop heads than it was to have them cleaned.  However, she was dismayed to receive invoices two years after the event and invoices that spanned a period of two years.  RESOLVED to authorise schedule of payments (schedule attached).

  1. b) To note the reconciliations for February 2024 – the Chairman confirmed that he had signed and verified the reconciliations against the bank statements & he had verified the Clerk’s monthly salary payment.

*c) Review and assessment of the effectiveness of Internal Control Measures – the Clerk explained that the Town Council has to confirm that it has reviewed, annually, the effective of our systems of financial control and those systems include our internal controls which are things like our financial regulations, standing orders, internal auditor, external audit, asset register, policies, budget controls etc.

RESOLVED to approve the recommendations of the working group as outlined in the Minutes of the meeting held to review and assess the effectiveness of Internal Control Measures held on Thursday, 21st March 2024.

RESOLVED to approve the draft Statement of Internal Controls 2023/24 without amendment

RESOLVED to approve the Annual Investment Strategy without amendment

RESOLVED to approve the Asset Management Policy and members agreed to set £250 as an appropriate minimum value for single assets and collective assets.  It was pointed out that the last building valuation was carried out in 2014 and as it says that they will be revalued every 10 years, it follows that this will need to take place during this financial year.

RESOLVED to approve the Fixed Asset Register 2023/24 without amendment

*d) To report on allotment rent audit (in Clerks Report) – members noted the information in the Clerks Report.

  1. e) 2023/24 Annual Governance & Accountability Return external auditor instructions – the Clerk explained that instructions had been received from the external auditors. The Council is within the parameters for an Intermediate Internal Audit. This year we will need to provide supporting documentation for the precept.  We will also need to report on any ‘Except For’ matters, copies of minutes and any action that we have taken.  The Clerk said that she did make an error on the asset register valuation last year which is one of the reasons why she has reviewed the asset register this year.
  2. f) To sign the Grant Agreement for the Provision of the Wiltshire Towns Programme – Activity Generation Allocation Funding 2023-2024 – In the absence of the Vice-Chairman, it was agreed that the Chairman and Vice-Chairman should sign this document as soon as possible.
  3. g) Cleaning of office/Andy Young Pavilion – the Clerk pointed out that Mrs. Beaumont used to clean the pavilion 1 hour one week and clean the offices and foyer here at Duchy Manor 1 hour the next week but she has now retired and the Clerk has found a local cleaning contractor who is willing to do these tasks for £15.00 per hour although she has said that it may take her longer than one hour per week in the initial stages. RESOLVED to proceed with this cleaning contract on this basis.

*h) CCLA – to make formal resolution to invest £100,000 into the CCLA Public Sector Deposit Fund and to authorise signatories and account operators. RESOLVED to authorise the investment of £100,000 into the CCLA Public Sector Deposit Fund on proposal made by the Chairman, seconded by Cllr. Mrs. Traves and carried with a unanimous vote.  It was agreed that signatories be Councillors John Jordan, Lesley Traves, George Jeans and the Clerk, Lindsey Wood.

 

  1. General Items
  2. a) Briefing Note 25-06 – Management of Council business and publicity during the pre-election period (attached) – The Chairman pointed out that there is an election taking place for the Police and Crime Commissioner and so this information is relevant in the run up to the election.
  3. b) To change date of June 2024 meeting – RESOLVED to change the meeting to 10th June as the Clerk is not available on the first Monday. The Chairman said that the agenda would be sent out on 20th May and so if anyone wanted anything to go on the agenda then they needed to get it in early before 20th
  4. c) Blue Plaques for Mere – potential signs and sites – the Chairman said that he had taken some advice on blue plaques from the archivist for the Mere Historical Society who has made some suggestions: Farley Rutter, William Lander, William Barnes, Harrison Birtwhistle, Eve Grey (actress)

George Jeans suggested Isiah Jupe should be remembered somehow and Vivien Leigh who lived in Woodlands Manor.  Cllr. Mrs. Symonds suggested Julia Chaffyn-Grove.

RESOLVED that the Chairman should find out if the owners of the properties identified would be willing to have a blue plaque and then seek approval from any existing family members if they would be happy to have a blue plaque to commemorate their ancestor.  RESOLVED to authorise the Chairman to proceed with the next step in this process.

 

  1. Future meetings and events
  • Annual Town Meeting to be held on Wednesday, 24th April 2024 at Duchy Manor at 6.00 pm
  • Cranborne Chase National Landscape Annual Forum – Tuesday, 16th April 2024 – 9.30 am – 4.00 pm. Dinton Village Hall (booking required)
  • Operational Flood Working Group on 17th April in Warminster

 

  1. Future agenda items

NB – Please note that the next Town Council meeting will be the Annual Town Council meeting and will be held on Monday, 13th May 2024

 

Note:  Members are reminded that the Town Council has a general duty to consider the following matters in the exercise of any of its functions: Equal Opportunities (race, gender, sexual orientation, marital status and any disability), Crime and Disorder, Health and Safety and Human Rights.

 

*Further information on these items enclosed/attached

 

Meeting closed at 8.31 pm

 

 

 

 

 

 

 

 

 

 

 

MERE PEACE MEMORIAL SPORTS AND RECREATION GROUND

Registered Charity No. 1093497

 

Trustees RESOLVED to approve the following payment:

 

Water2business – standing charge for water supply to old cricket club site            £34.53

 

Agenda for Annual Town Council meeting to be held on Monday, 13th May 2024

Mere Town Council

Town Clerk – Mrs. L. C. Wood

 

 

e-mail: lindseywood@merewilts.org

www.merewilts.org

8th May 2024

 

Dear Councillor,

 

You are summoned to the ANNUAL meeting of Mere Town Council to be held on Monday, 13th May 2024 at 7.00 pm at Duchy Manor, Springfield Road, Mere, Wiltshire.  BA12 6EW.  The meeting will consider the items set out below.

 

Before the meeting there will be a public session to enable the people of Mere to ask questions of, and make comments, regarding the Town 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.

Please Note: By entering the meeting room you are consenting to the use of your name being recorded in the Minutes.  The meeting may also be recorded by the press or members of the public.  Any person or organisation choosing to film, record or broadcast any meeting of the Council or its committees is responsible for any claims or other liability resulting from them so doing and by choosing to film, record or broadcast proceedings they accept that they are required to indemnify the Council, its members and officers in relation to any such claims or liabilities.

Any person who may find difficulty in access to the meeting through disability is asked to advise the Clerk by email (lindseywood@merewilts.org) at least 24 hours before the meeting so that every effort may be made to provide access.

Yours sincerely,

 

 

Lindsey Wood,

Town Clerk & RFO

 

Public Participation Session

Members of the public are invited to address the Council on any issue over which it has a power. This session will be limited to 15 minutes (3 minutes per speaker). The Chairman will convene the Town Council meeting after the public session (please note that once the meeting has been convened members of the public are no longer permitted to speak unless invited to do so by the Chairman).

 

Reports from local police representatives

AGENDA

 

  1. To elect Chairman of Mere Town Council for 2024/25 and to receive the Chairman’s Declaration of Acceptance of Office

 

  1. To elect Vice-Chairman of Mere Town Council for 2024/25 and to receive the Vice-Chairman’s Declaration of Acceptance of Office.

 

  1. Apologies – To receive apologies for absence.

 

  1. To receive any declarations of disclosable pecuniary interests and other interests from Councillors on matters to be considered at the meeting.
  • To receive declarations of interest from councillors on items on the agenda
  • To receive written requests for dispensations for disclosable pecuniary interests (if any)
  • To grant any requests for dispensation as appropriate

A request for dispensation must be made on an individual basis

 

Members are invited to declare disclosable pecuniary interests and other interests in items on the agenda as required by the Mere Town Council Code of Conduct for Members and by the Localism Act 2011.  The disclosure must include the nature of the interest.  If you become aware, during the course of a meeting, of an interest that has not been disclosed under this item, you must immediately disclose it.  Whether you can remain in the meeting and the extent to which you can participate depends on the type of interest you have.

 

  1. Minutes – To resolve that the minutes of the Town Council meeting held on Monday, 8th April 2024 be approved as a correct record. (attached)

 

*6.  To review and adopt the Standing Orders & Financial Regulations for Mere Town Council (both attached)

 

  1. Internal Audit

To appoint/re-appoint an Internal Auditor

 

  1. To review Committee Structures and appointment of any committees in accordance with standing order 4 and, if appointing committees, to consider terms of reference etc.

 

  1. To appoint members, including Convenors, to serve on Working Groups as required.

 

  1. To appoint members, including the Chairman, to serve on the Staffing Panel

 

  1. To appoint members, including the Chairman, to serve on the Appeals Committee

 

  1. To appoint/re-appoint Trustees for Forest Charities

 

  1. a) Review of representation on or work with external bodies and arrangements for reporting back:

 

Organisation 2023/24 Representative 2024/25 Representative
Youth Club, Seeds4Success, CAYPIG (Community Area Young People) Cllrs. S. Catley, A. Colman & G. Ings.
Cricket Club Cllr. Ings
Health & Community Care Cllr. Hill
Tennis Club Cllr. Jeans
Football Club Cllr. S. Catley
Public Transport & CATG Cllr. John Jordan
Mere & District Linkscheme Mrs. Adrienne Howell
Museum Committee Cllr. Jeans
Footpaths & Rights of Way Cllr. Jordan
Chamber of Trade Chairman & Cllr. Hazzard
Friends of Mere Museum Cllr. Jordan
School Governor Cllr. Ings & Cllr. S. Catley (Chair to talk to school to clarify)
Mere Bowling Club Cllr. Ings
Carnival Committee Cllr. Jordan
Area Board & LHFIG Chairman & Vice-Chairman
Mere Film Shows Mrs. Rosie Jordan-Barr
Rivers Group Cllr. R. Coward, Cllr. Debbie Beale & Cllr. Symonds
Mere Parochial Church Council Cllr. A. Colman
Trustees for Mere Forest Charity As Minute 277a)

 

*14.  Review of delegation arrangements to committees, sub-committees, staff and other local authorities; (Scheme of Delegation attached)

 

  1. To review the Council’s banking and signatory arrangements and mandate for direct debits.

 

*16.  To review the Council’s asset register (asset register attached)

 

*17.  Confirmation of arrangements for insurance cover in respect of all insurable risks (renewal insurance schedule attached – see also, agenda item 25d)

 

  1. To fix the dates and times of ordinary meetings of the Council and Committees for the ensuing year.

 

  1. Matters Arising from Public Session

 

  1. Matters Arising from previous Meetings (not covered by other agenda items)

*a) Feedback on Annual Town Meeting and responses to questions raised (Minutes attached + Questions & suggested responses in Clerks Report)

 

  1. Reports & Consultations
  2. a) Wiltshire Councillors Report

*b) Project Co-Ordinator’s Report (attached)

  1. c) Report on LHFIG meeting held on 8th May 2024

 

  1. Planning
  2. a) Applications for consultation response:
Application No: PL/2024/03572
Application Type: Householder planning permission
Proposal: Single storey flat roofed extension
Site Address: Green Ridge, Barrow Street, Mere, Warminster, BA12 6AB
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000005VV1S

 

 

Application No: PL/2024/03421
Application Type: Householder planning permission
Proposal: Remove existing conservatory and pre-fabricated garage. Construction of garden room, utility and boot room with car port, with internal alterations. Reposition vehicular access and re-grade driveway, with associated hard and soft landscaping.
Site Address: Sandells, Water Street, Mere, Warminster, BA12 6DY
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000005LWtF

 

 

 

 

Application No: PL/2024/03855
Application Type: Listed building consent (Alt/Ext)
Proposal: Alterations to facilitate change of use from office to 1no. dwelling. Raise wall to increase pitch of rear extension and installation of 2no. rooflights
Site Address: Stone Cottage, Salisbury Street, Mere, BA12 6HE
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000005hBWn

 

 

Application No: PL/2024/02356
Application Type: Full planning permission
Proposal: Alterations to facilitate change of use from office to 1no. dwelling. Raise wall to increase pitch of rear extension and installation of 2no. rooflights
Site Address: Stone Cottage, Salisbury Street, Mere, BA12 6HE
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000004ZNkD

 

 

  1. 23. Highways, Rivers, Footpaths, Traffic & Transport
  2. a) To identify jobs for the Parish Steward, Sparkle Team and MyWiltshire reports.

 

  1. Buildings, Open Spaces, Play Areas, Sports Grounds, Car Parks, Allotments & Cemeteries
  2. a) Suggestion to amend cemetery regulations to permit interment of cremated remains only in Mere Cemetery – Cllr. R. Coward

 

  1. Finance, Policy & Resources

*a)  Payments – To review and authorise schedule of payments (attached)

  1. b) To confirm approval for S.137 payments for 2024/25 financial year (as listed in payment schedule)
  2. c) To note the reconciliations for March 2024; the Chairman to sign and verify against the bank statements seen

*d) To consider quotation for insurance renewal (attached)

*e) To review and approve end of year Budget/Expenditure Report including revisions to reserves and to discuss debtors/creditors and End of Year Summaries (report attached)

*f) Request from Grove Building Mere for financial assistance and support of their funding application to South West Wiltshire Area Board in order to upgrade the audio-visual facilities in the building. (report attached)

 

  1. General Items
  2. a) Concerns about security of old Beaumonts building/site in Woodlands Road

 

Briefing Notes:

*Briefing Note 24-08, Draft Licensing Policy 2024-2029 consultation (Briefing Note attached)

 

  1. Future meetings and events
  • 22nd May at 11 am – South West Wiltshire Area Board Health & Wellbeing Group Meeting
  • 29th May at 6.30 pm – South West Wiltshire Area Board meeting at The Grove Building, Church Street, Mere.
  • 6th June 2024 – 11 am – Wreath laying service and Last Post at Mere War Memorial in commemoration of 80th Anniversary of D-Day Normandy Landings.

 

  1. Future agenda items

 

Note:  Members are reminded that the Town Council has a general duty to consider the following matters in the exercise of any of its functions: Equal Opportunities (race, gender, sexual orientation, marital status and any disability), Crime and Disorder, Health and Safety and Human Rights.

 

*Further information on these items enclosed/attached

 

 

 

 

 

 

 

 

MERE PEACE MEMORIAL SPORTS AND RECREATION GROUND

Registered Charity No. 1093497

 

For Trustees to consider the following:

 

Payment from Mere Peace Memorial Sports & Recreation Ground Charity to Mere Town Council for maintenance charges for 2023/24

 

 

 

 

 

 

 

 

 

 

Minutes of Working Group meeting held on Thursday, 21st March 2024 to review and assess the effectiveness of internal control measures

Mere Town Council

Town Clerk – Mrs. L. C. Wood

 

Minutes of a working group meeting held on Thursday, 21st March 2024 at 3.30 pm at Duchy Manor, Springfield Road, Mere.  BA12 6EW

 

Purpose of the meeting: To review and assess the effectiveness of internal control measures:

 

In attendance – Cllr. John Jordan (Chairman) +  Cllr. Lesley Traves + Cllr. Sandra Catley  + Lindsey Wood (Town Clerk & RFO).

 

Two draft documents had been presented to working group members prior to the meeting:

 

  • Statement of Internal Controls 2024
  • schedule for Internal Control Measures

 

It was pointed out that the Council’s Risk Management is currently undergoing a major review as the Town Council has just appointed Guardian Advisors Ltd to analyse the Town Councils needs and requirements to create a functioning Health & Safety management system and provide support, advice and training where needed.  The Schedule for Internal Control Measures highlighted the Internal Control Measures & Risk Assessments that were likely to be reviewed in the next year.

 

One or two minor amendments were made to the Statement of Internal Controls and members were happy to present these to the Council for adoption and signature. (Draft Statement of Internal Controls 2024 attached)

 

In view of the decision made at the Town Council meeting held on 15.1.24 (Minute Ref: 362f) it was agreed that an amendment should be made to the Annual Investment Strategy in order to accommodate the investment to be made into CCLA’s Public Sector Deposit Fund.  (Draft Annual Investment Strategy attached)

 

In respect of the ‘except for’ matter that was raised by the External Auditor in September last year, the Clerk confirmed that following discussion with the Internal Auditor, she was currently revising the Council’s Asset Register and Asset Management Policy which would also be presented to the Town Council for approval/adoption at the next meeting. (Fixed Asset Register 2023/24 + Draft Asset Management Policy attached)

 

With the adoption of these new and/or amended documents, members of the working group recommended that the Town Council should confirm that it had made proper arrangements and accepted responsibility for safeguarding the public money and resources in its charge.  Members recommended that the Council should agree that they had considered and documented the financial and other risks the Council faces and dealt with them properly.  These assertions would enable the Town Council to agree ‘yes’ to assertions 2 and 5 in the Annual Governance & Accountability Report for the year ending 31.3.2024.

 

 

 

 

Wiltshire Council Local Plan

The Local Plan consultation begins on Wednesday 27 September, with 16 in-person drop-in events being held across the county. Find out more about the events: www.wiltshire.gov.uk/local-plan
There will be an in-person drop-in Local Plan event at The Nadder Centre, Tisbury on Wednesday 4th October from 3pm-7pm so please come along to find out more. There will also be an online event on Tuesday 10 October. Info: www.wiltshire.gov.uk/local-plan

Minutes of Town Council meeting held on Monday, 4th March 2024

Mere Town Council

Town Clerk – Mrs. L. C. Wood

 

Minutes of a meeting of Mere Town Council held on Monday, 4th March 2024 at 7.00 pm in the Andy Young Pavilion, Springfield Road, Mere, Wiltshire.  BA12 6EW.  The meeting will consider the items set out below. 

 

Present:  Councillors John Jordan (Chair), Glen Ings (Vice-Chair), Debbie Beale, Nick Beale, Aubrey Colman, Philip Coward, Rodney Coward, Rachael Hansford, Clive Hazzard, Raymond Hill, George Jeans, Linden Stone, Kate Symonds & Lesley Traves

Mr. David Leaky, John Wright +  Lydia Dunne

 

Public Participation Session

Lydia Dunne from Whiteacre Planning representing Craig Bowers who has two planning applications on the agenda tonight spoke in support of the applications.   “We understand that there has been concern about the site at Wet Lane and at Woodlands Road and we have been working hard with the planning officer to resolve the issues & both applications have now been revised and the revisions include the following at Wet Lane:  The application at Wet Lane is only for the erection of a timber building for use as a welfare building for making cups of tea and toilet provision and this also now includes changes to the previously approved building for agricultural & equine use which has larger overhangs than that which was approved and it has moved slightly.  The application at Woodlands Road has also been revised following discussion with the planning officer and now includes only changes to the agricultural building and the surrounding hardstanding and the toilet and shipping container that were previously on the plans have now been removed.  A toilet will be included in the agricultural building rather than it being a separate unit.”

David Leaky summarised an email that he had sent out to all members of the Town Council and said that he thought the “resurfacing of Footpaths 50 & 66 is terrific.  We all hope that the drainage works well too.  The issue that we and a lot of other residents of Mere are exercised about is the possibility of putting lights around the junction of footpaths 50 & 66 around Meads House, Lordsmead Mill and Lordsmead House.  I would also like to suggest to the Council that something could be done at Edgebridge to mitigate the risks to pedestrians crossing Edgebridge where there is no footpath and I would urge the council to consider doing something imaginative which would be of real benefit.”

John Wright asked the Town Council to complain to Wiltshire Council about the fact that Pettridge Lane had not been resurfaced properly, resurfacing small areas but not the areas with the potholes.  He also suggested that it would be helpful to have a street light on Pettridge Lane where the pavement ends on one side of the road and you need to cross the road to join the pavement on the other side.

Debbie Beale said that she was surprised and disappointed to see the notices protesting about the lighting on footpath 66 and said that she was under the impression that parishioners were happy about the lighting on the footpaths and having heard a summary of what happened at the meeting on 12th February, she gathered that this was not the case and felt that the Town Council should look again at the lighting in consultation with the residents.

Kate Symonds said that it was her understanding that this Council has agreed to only install the low-level electrical lighting at the present time because “we know that the Lordsmead Area and the rest of the path have technical difficulties and may raise differences of opinion and so these are areas that we can discuss in the future as we have not decided on any of those things and so there will be plenty of opportunity to gather information, consider more schemes and go out to public consultation.”

Nick Beale said that he felt that the Town Council had failed to let the public know exactly what is going on with the lighting of footpath 66.  He said that he was under the impression that the public are happy about the lighting and yet “I heard that at the meeting held last week no-one was in support of the lights and when we walked down there today and saw all the posters on the wall, I feel we are not going to put ourselves in a good place if we just go ahead with these lights without taking any notice of the people that live there.”

Lesley Traves pointed out that the plan to do the path and the lighting has been going on since her time as Chair of the Town Council in 2021, it has been discussed in numerous meetings and it has been mentioned in Mere Matters on many occasions.  She had attended the information meeting last week and hadn’t seen any of the people that were in attendance at any other meetings.  She said it was wrong to say that we have let people down and would be more accurate to say that people had let themselves down by not taking any notice of what is going on.

David Leaky said that the Council did send a letter to him and to his neighbours and so they were consulted but he does not follow Mere Matters, Mere Mutters or the Town Councils minutes and so he was not aware of what was happening.

Glen Ings said that the timber street name sign at the end of Denes Avene (Manor Road end) has both posts snapped.

Clive Hazzard said that the Clock in The Square occasionally works but seems to be not working more often now and I wonder if we could ask what the price of a new clock would be – perhaps we could get likeminded people to donate towards a new clock.

Lesley Traves pointed out that whilst Planning Application PL/2024/01520 is for her address, the application has actually been submitted by her neighbour and relates to “our tree that spreads over his lane.”  She pointed out that she had no objection to the application.

John Jordan informed members that he was organising a spring litter pick and invited all to join him on Sunday, 24th March at 11 am starting from Castle Street Car Park.

The Clerk reported that two councillors helped with the removal of some estate agents’ boards recently and she had been asked by a resident to say thank you.

Cllr. Rachael Hansford said that she attended a Social Media Course online and she has a recording of it if anyone wants to see it.  She also pointed out that individual members can publicise and promote the work of the Town Council on their own social media outlets i.e. advertise meetings.

 

  1. Apologies for absence were received from Cllr. Sandra Catley.

 

  1. To receive any declarations of disclosable pecuniary interests and other interests from Councillors on matters to be considered at the meeting.
  • Mrs. Traves declared a pecuniary interest in planning application PL/2024/01520
  • John Jordan declared a personal interest in planning application PL/2024/01520
  • George Jeans declared a personal interest in planning application PL/2024/02044

 

  1. Minutes RESOLVED that the minutes of the Town Council meeting held on Monday, 5th February 2024 be approved as a correct record with the following addition to Minute 370b) … Cllr. N. Beale disagreed with the discussion.

 

  1. Matters Arising from Public Session

The Chairman said: “We have had a fulsome discussion about the footpath lighting and no decisions have yet been made on the solar lighting.  The highway improvement suggestions that we have put forward to the LHFIG for Edgebridge have been approved for future funding by both the LHFIG and the Area Board – this includes ‘Pedestrian in road’ signs (both directions), SLOW road markings with rumble strips and the Town Council will need to fund 25% of this project.  I would like to thank Cllr. Jeans for being persuasive at the Area Board meeting.  I think there would be little to amplify the comments – I have been doing some consultation and I have quite a pile of comments from members of the public and I have now been out on three occasions to talk to members of the public most affected by this – there are one or two that disagree but on the whole the feelings were positive.  I feel it would be best if we have an opportunity to look at alternative methods of solar lighting and we will defer that until another meeting after we have been able to see the benefits of the first phase of the project.”

Cllr. Beale asked for clarification on the decisions and what work was taking place on fp 50 and fp 66. The Chairman explained that as had previously been agreed by the Town Council, both footpaths were being resurfaced and footpath 66 was having electrical bollard lighting installed.  A decision on the lighting for footpath 50 had not yet been decided although it was thought that this would need to be solar as electrical lighting was too expensive.  Cllr. Beale said he had heard that there were about 30 people at the meeting last Monday and that none of them agreed with the work that was taking place. The Chairman reiterated that he had carried out extensive house-to-house consultation where most of the feelings were positive.  He said it was wrong to say that the people at the information meeting last week did not agree with the work that was taking place because no poll was taken at that meeting as it was an information meeting only.

Cllr. Philip Coward said that the lighting in the particular area that everyone is getting excited about has not yet been decided on and this is all getting blown up out of all proportion

Cllr. Philip Coward said that with regard to the water on the footpath – he recalled that both he and Cllr. Raymond Hill installed a perforated pipe with stone in the ditch that was on the hedge side of Fp 50 some years ago and so it may be that this drain is in fact now blocked.

Cllr. P. Coward said that in order to answer Mr. Wright’s comments, he wanted to point out that it is fast becoming a full-time job trying to get Wiltshire Council to do something and it is becoming very frustrating.  He also pointed out that you could not have one way priority traffic around Edgebrige without having traffic lights and the costs of that would be prohibitive.

Cllr. Jeans wanted to praise the work carried out by the Town Council’s grounds staff in cutting back the obstructed hedgerow on the pavement outside the houses along Clements Lane and this means that the pavement is now more usable – particularly whilst the footpath is closed.  He also said that he appreciated that there is a Wiltshire Council failing that the area on Pettridge Lane where you need to cross to reach the pavements is dark and asked for this to be a future agenda item.

 

  1. Matters Arising from previous Meetings (not covered by other agenda items)

*a) Annual Town Meeting – suggestions for alternative structure and content of meeting (see Clerks Report) – Members felt that it would be a good opportunity to display some visuals to people and also to use the meeting as a public consultation exercise for Town Council priorities.  It was agreed that this meeting should be publicised and advertised as much as possible.  There was a long discussion about how to advertise this event – Mere Matters, Mere Mutters, Posters, Noticeboard, Post Office window etc.  Cllr. Rodney Coward said he was sorry to say that the population was apathetic – we heard this evening from a resident who didn’t read Mere Matters, Mere Mutters, didn’t look at the Town Council’s website to read the minutes and didn’t even bother to stay for the meeting.

 

  1. Reports & Consultations

*a) Community Governance Review – Public consultation meeting (see Clerks Report + 3 attachments) – as reported previously, the electoral review committee commission have recommended that the boundary is changed and this area of land should be included within the Mere parish boundary.  This is now subject to public consultation with opened on 12.2.24 and is open until 18.3.24 culminating in a public meeting that is to be held in Mere Social Club on 18.3.24 at 7.00 pm.  Within the briefing note sent out with your agenda papers, you will be able to make your responses to the consultation.

  1. b) Report on SWW Area Board meeting held on Wednesday 28th February at Wilton Community Centre – Chairman reported that he had attended the meeting and George Jeans and Roger Pipe were also representing Mere. Sounds Better gained £1000 grant funding to provide a singing & breathing project to support residents with lung health conditions in the Mere & surrounding areas. Seeds4Success gained £10,000 for delivering projects in the area. The Area Board also supported the following recommendations made by the LHFIG for Mere – Replacement Street nameplates costing £694.50 and signing and lining improvements at Edgebridge costing £1275.
  2. c) Report on LHFIG meeting held on Wednesday, 7th February – this meeting was attended by the Chairman, Roger Pipe & George Jeans. A number of proposals from Mere were added to the list and most of them were agreed to or at least it was agreed to implement research into them.
  3. d) Wiltshire Councillors Report – Jeans reported that at the last Area Board meeting, committee members considered the Wiltshire Highways Maintenance Programme 2024 – 2030. A considerable sum has been added to the Highways Budget but this sum of money is insufficient to maintain the county’s highways. The draft maintenance programme does not, in the committee’s opinion, address the priority needs of the area and therefore it has been agreed that committee members would drive around these roads and others that committee members put forward in order to assess a priority order.  Cllr. Jeans confirmed that he had requested that the following roads from Mere be investigated: from West Knoyle through to Mere, Pettridge Lane, Manor Road, Angel Lane.  Cllr. Jeans also reported that at the Area Board meeting, Inspector Ricky Lee explained that it was possible to approach PCSO’s to report incidents – this fact seemed to be at odds to advice that had previously been given to the Town Council.

*e) Project Co-Ordinator’s Report (report attached) – members noted the information in the report.

*f) Martyn’s Law: standard tier consultation.  Terrorism (Protection of Premises) Bill – Standard Tier: Government consultation begins 5.2.24 and ends 18.3.24 (see Clerks Report) + https://www.gov.uk/government/consultations/martyns-law-standard-tier-consultation – the Chairman explained that this applied to events for 100 to 800 people in a building and also outside but not if they comprise a public park, public garden or recreation or sports ground, where no payment is taken for entry nor any check carried out.  However, the Chairman said that he would let the Carnival and School firework organisers know about this.

*g) Dorset & Wiltshire Fire & Rescue Authority – Consultation on draft Community Safety Plan 2024-28 (see Clerks Report) – the Chairman said that he noted from the Consultation that the Authority were carrying out more safety visits and the number of emergency call outs had reduced.

 

  1. Planning
  2. a) Applications for consultation response:
Application No: PL/2024/01520
Application Type: Notification of proposed works to trees in a conservation area
Proposal: T1 Walnut – Shorten lateral spread of canopy in a westerly direction by 2.5-3m. Blend into upper and radial canopy.
Site Address: HILLCROFT, CASTLE HILL LANE, MERE, WARMINSTER, BA12 6JB
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000003zNaf

 

Cllr. Glen Ings in The Chair

RESOLVED to recommend approval of the above application.

Application No: PL/2023/09919 – AMENDED PLANS/ADDITIONAL INFORMATION
Application Type: Full planning permission
Proposal: Changes to design of building approved under PL/2022/03832, construction of access track and area of hardstanding with associated works (Retrospective)
Site Address: Land at Woodlands Road, Mere, Wilts, BA12 6JT
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0i3z00001BDwbO

Cllr. John Jordan resumes as Chair

The Clerk pointed out that the Highways Authority were concerned about the water that was now discharging onto the highway.  Members could not understand the need for the long access road when there was a perfectly good access gate to the field already and the planning consultant said that the track is part of the planning application but the access is not and the existing gate was not in the best location for his use of the land for various reasons.  The Chairman reminded members that they had previously objected to this application and it was RESOLVED to reiterate the relevant issues, taking into account the amendments and additional information, from the Town Council’s previous objection submission with flexibility to reflect the views of the meeting tonight and following advice on relevant planning policies & regulations.  Also RESOLVED to ask Cllr. Jeans to call this planning application into committee.  [In order not to compromise his position as Wiltshire Councillor, Cllr. Jeans abstained from voting on this matter.]

Application No: PL/2023/10288 – AMENDED PLANS/ADDITIONAL INFORMATION
Application Type: Full planning permission
Proposal: Changes in design of barn approved under PL/2022/03331, erection of a timber outbuilding for use in association with a mixed use of the land for agriculture and equestrian purposes with associated works (retrospective)
Site Address: Land at Wet Lane, Mere, BA12 6BA
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0i3z00001CFARM

Cllr. P. Coward raised the point that retrospective planning applications only serve to cause annoyance and it is disgusting that this is the same applicant who is just trying to ‘pull a fast one’. The Chairman said that the barn is larger than the approved plans, and that there appears to be other buildings on the site that do not have planning approval and are not the subject of this application.  Nearby residents are upset that buildings and tracks have appeared and that this site is now developed to a much larger extent than the little barn for 4 donkeys that they were originally told would be there.  Cllr. Jeans reminded members that this site has got planning permission for equestrian use.  It was RESOLVED to reiterate the relevant issues, taking into account the amendments and additional information, from the Town Council’s previous objection submission with flexibility to reflect the views of the meeting tonight and following advice on relevant planning policies & regulations.  Also RESOLVED to ask Cllr. Jeans to call this planning application into committee.  [In order not to compromise his position as Wiltshire Councillor, Cllr. Jeans abstained from voting on this matter.]

Application No: PL/2024/02044
Application Type: Notification of proposed works to trees in a conservation area
Proposal: T1 Ash- Fell and replant T2 Horse Chestnut – Crown lift westerly branches over doctors surgery and overhead cables. T3 Sugar Maple – Reduce height of westerly stem by four metres.
Site Address: SANDELLS, WATER STREET, MERE, WARMINSTER, BA12 6DY
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000004N5uL

 

RESOLVED to recommend approval of the above application.

 

  1. Highways, Rivers, Footpaths, Traffic & Transport
  2. a) To identify jobs for the Parish Steward, Sparkle Team and MyWiltshire reports.
  • Broken road name sign at Denes Avenue

 

  1. Buildings, Open Spaces, Play Areas, Sports Grounds, Car Parks, Allotments & Cemeteries
  2. a) Request to replace existing polytunnel with greenhouse (acrylic) 10ft X 6ft 6” on Wellhead allotmentsRESOLVED to approve.

*b) Update on licence agreement with Econetiq for EV chargers in Salisbury Street Car Park (see Clerks Report)RESOLVED to proceed in order to try and get this resolved.  Cllr. Jeans abstained from voting although he did not consider that he had an interest to declare in this matter.

Cllr. Hazzard raised the opportunity to sing the praises of our grounds staff, making councillors aware of how capable and resourceful they are and that they have carried out a lot of machinery repairs, conversions and engineering works during the wet weather.

Emergency Item

Cemetery concerns – the Clerk informed members that Gillingham Town Council had made an official announcement that their cemetery was now full up, they can still bury in plots that have been pre-purchased but they cannot accept new burials.  The Clerk said that she was suggesting that members may want to review our own regulations in view of this information.

RESOLVED to amend our burial regulations to allow burials for Mere residents (within the parish boundary) only or those that have left the parish through illness or in need of care outside the parish or those that have been forced to move by the housing authority (as may be the case with Lynch Close).  Cremation plots can still be used by those outside the parish subject to double-fees as is the current case.

 

  1. Finance, Policy & Resources

*a)  PaymentsRESOLVED to authorise schedule of payments (schedule attached)

*b) To note the reconciliations for January 2024; the Chairman to sign and verify against the bank statements seen the Chairman confirmed that he had signed and verified the reconciliations against the bank statements & he had verified the Clerk’s monthly salary.

  1. c) Grant for Defibrillator for Walnut Road/Woodlands Road area – the Chairman confirmed that the Clerk had applied for a grant for a new defibrillator. Unfortunately, we did not receive the full grant but we did receive a grant for half the price of a new defibrillator. “I have talked to Mark & Sam of the Walnut Tree Inn and they have agreed that it could be installed on a wall outside the Walnut and Mark & Sam will provide the electricity for the cabinet etc.  David Drewett has kindly agreed to carry out the weekly & monthly checks on the defibrillator.”  RESOLVED to proceed with the purchase (at half price) of the defibrillator and to install this on the Walnut Tree Inn.

 

  1. General Items

*Briefing Note 24-02: Septic Tank Upgrade Communications Campaign – Revamp Your Tank (attached)

*Briefing Note 24-03: Community Governance Review (attached)

*Briefing Note 24-04: Development of Cultural Strategy for Wiltshire (attached) – the Clerk had attended an online briefing about this and explained that Wiltshire Council want to identify what is going on in the County

 

  1. Future meetings and events
  2. a) Activities In Mere (AIM) event planned for August 2024 – planning and funding – The Activities in Mere (AIM) event will take place between 9thand 11thAugust and will encourage, this year, the over 50’s to try or retry sports and leisure activities.  Some of which will be adapted to promote participation.  We hope that the event will not only encourage people to try something new, but that they may boost the membership of clubs and societies in Mere, as well as promoting health and wellbeing. We are using the Wiltshire Towns Programme money to pay for an organiser and Roger Pipe, our project co-ordinator has agreed to do this.  If money is forthcoming next year, we will look at providing a similar event for the younger age groups.

*b) Police Drop-In surgery at Mere Police Station – Saturday, 9th March 2024 between 18:00-19:30 (see Clerks Report) – noted.

 

  1. Future agenda items
  • Footpaths/lighting

 

  1. Staffing matters – the Clerk informed members that our existing toilet had resigned as she is now going to retire and Sam Doman, our Town Enhancement Worker who has been providing holiday cover for the toilet cleaning is going to take it on permanently under a 3-month probation period. He will be cleaning the toilets during the evening as he locks the toilets rather than during the morning which is better as there won’t be wet floors.

 

Meeting closed at 8.53 pm

 

Note:  Members are reminded that the Town Council has a general duty to consider the following matters in the exercise of any of its functions: Equal Opportunities (race, gender, sexual orientation, marital status and any disability), Crime and Disorder, Health and Safety and Human Rights.

 

 

 

*Further information on these items enclosed/attached

 

 

Agenda for Town Council meeting to be held on Monday, 8th April 2024

Mere Town Council

Town Clerk – Mrs. L. C. Wood

 

3rd April 2024

 

 

 

Dear Councillor,

 

You are summoned to a meeting of Mere Town Council to be held on Monday, 8th April 2024 at 7.00 pm at Duchy Manor, Springfield Road, Mere, Wiltshire.  BA12 6EW.  The meeting will consider the items set out below.

 

Before the meeting there will be a public session to enable the people of Mere to ask questions of, and make comments, regarding the Town 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.

Please Note: By entering the meeting room you are consenting to the use of your name being recorded in the Minutes.  The meeting may also be recorded by the press or members of the public.  Any person or organisation choosing to film, record or broadcast any meeting of the Council or its committees is responsible for any claims or other liability resulting from them so doing and by choosing to film, record or broadcast proceedings they accept that they are required to indemnify the Council, its members and officers in relation to any such claims or liabilities.

Any person who may find difficulty in access to the meeting through disability is asked to advise the Clerk by email (lindseywood@merewilts.org) at least 24 hours before the meeting so that every effort may be made to provide access.

Yours sincerely,

 

 

Lindsey Wood,

Town Clerk & RFO

 

Public Participation Session

Members of the public are invited to address the Council on any issue over which it has a power. This session will be limited to 15 minutes (3 minutes per speaker). The Chairman will convene the Town Council meeting after the public session (please note that once the meeting has been convened members of the public are no longer permitted to speak unless invited to do so by the Chairman).

Reports from local police representatives

 

AGENDA

  1. Apologies – To receive apologies for absence.

 

  1. To receive any declarations of disclosable pecuniary interests and other interests from Councillors on matters to be considered at the meeting.

2.1 To receive declarations of interest from councillors on items on the agenda

2.2 To receive written requests for dispensations for disclosable pecuniary interests (if any)

2.3 To grant any requests for dispensation as appropriate

A request for dispensation must be made on an individual basis

 

Members are invited to declare disclosable pecuniary interests and other interests in items on the agenda as required by the Mere Town Council Code of Conduct for Members and by the Localism Act 2011.  The disclosure must include the nature of the interest.  If you become aware, during the course of a meeting, of an interest that has not been disclosed under this item, you must immediately disclose it.  Whether you can remain in the meeting and the extent to which you can participate depends on the type of interest you have.

 

  1. Minutes – To resolve that the minutes of the Town Council meeting held on Monday, 4th March 2024 be approved as a correct record. For working group to approve Minutes of working group meeting held to review & assess the effectiveness of Internal Control Measures held on Thursday, 21st March 2024 (attached)

 

  1. Matters Arising from Public Session

 

  1. Matters Arising from previous Meetings (not covered by other agenda items)

*a) Annual Town Meeting (Minute Ref. 382a) – suggested agenda (Draft agenda attached)

*b) Update on licence agreement with Econetiq for EV chargers in Salisbury Street Car Park (Minute Ref: 386b) [see Clerks Report]

 

  1. Reports & Consultations
  2. a) Wiltshire Councillors Report

*b) Project Co-Ordinator’s Report (report attached)

  1. c) Community Governance Review – to report on public consultation meeting held on 18th March 2024

 

  1. Planning
  2. a) Applications for consultation response:
Application No: PL/2024/02765
Application Type: Notification of proposed works to trees in a conservation area
Proposal: T1 – Apple tree – reduce main branch by 5m and reduce remainder of tree back to previous pruning points and balance and shape
Site Address: SHELDON, CASTLE STREET, MERE, WARMINSTER, BA12 6JF
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000004nVzd

 

 

Application No: PL/2024/02080
Application Type: Removal/variation of conditions
Proposal: Variation of condition 2 of PL/2023/00624 (approved plans) in order to substitute the use of stone in lieu of buff bricks on certain elevations
Site Address: Land Adjacent to Quarryfield Industrial Estate, Castle Street, Mere, BA12 6LA
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000004O83l

 

 

  1. Highways, Rivers, Footpaths, Traffic & Transport
  2. a) To identify jobs for the Parish Steward, Sparkle Team and MyWiltshire reports.

*b) Highway Improvement Request Form for review and provision of additional lighting in Pettridge Lane – (Form attached)

 

  1. Buildings, Open Spaces, Play Areas, Sports Grounds, Car Parks, Allotments & Cemeteries

*a) To consider appointing a QS to provide an estimate and specification for the Public Toilet project (report attached & layout plan attached)

  1. b) Update on clock chiming repair
  2. c) Community Garden Proposals for Fennel Road

 

  1. Finance, Policy & Resources

*a) Payments – To review and authorise schedule of payments (attached)

  1. b) To note the reconciliations for February 2024; the Chairman to sign and verify against the bank statements seen

*c) To adopt recommendations of working group as outlined in Minutes of Working group meeting held to review & assess the effectiveness of Internal Control Measures held on Thursday, 21st March 2024 (Minutes attached) and to approve and sign the Statement of Internal Control 2023/24 (draft attached) and approve the Annual Investment Strategy (draft attached) + approval of Fixed Asset Register 2023/24 (attached) and approval of Asset Management Policy (draft attached).

*d) To report on allotment rent audit (in Clerks Report)

  1. e) 2023/24 Annual Governance & Accountability Return external auditor instructions
  2. f) To sign the Grant Agreement for the Provision of the Wiltshire Towns Programme – Activity Generation Allocation Funding 2023-2024
  3. g) Cleaning of office/Andy Young Pavilion

*h) CCLA – to make formal resolution to invest £100,000 into the CCLA Public Sector Deposit Fund and to authorise signatories and account operators.

 

  1. General Items
  2. a) Briefing Note 25-06 – Management of Council business and publicity during the pre-election period (attached)
  3. b) To change date of June 2024 meeting
  4. c) Blue Plaques for Mere – potential signs and sites

 

  1. Future meetings and events
  • Annual Town Meeting to be held on Wednesday, 24th April 2024 at Duchy Manor
  • Cranborne Chase National Landscape Annual Forum – Tuesday, 16th April 2024 – 9.30 am – 4.00 pm. Dinton Village Hall (booking required)

 

  1. Future agenda items

NB – Please note that the next Town Council meeting will be the Annual Town Council meeting and will be held on Monday, 13th May 2024

 

Note:  Members are reminded that the Town Council has a general duty to consider the following matters in the exercise of any of its functions: Equal Opportunities (race, gender, sexual orientation, marital status and any disability), Crime and Disorder, Health and Safety and Human Rights.

 

*Further information on these items enclosed/attached

Minutes of Town Council meeting held on 5th February 2024

Minutes of a meeting of Mere Town Council held on Monday, 5th February 2024 in The Andy Young Pavilion, Duchy Manor, Springfield Road, Mere, Wiltshire.  BA12 6EW at 7.00 pm.

 

Present:  Councillors John Jordan (Chair), Glen Ings (Vice-Chair), Debbie Beale, Nick Beale, Sandra Catley, Aubrey Colman, Philip Coward, Rachael Hansford, Clive Hazzard, Raymond Hill, George Jeans, Kate Symonds & Lesley Traves

Also Town Clerk, Lindsey Wood, Project Co-Ordinator Roger Pipe

2 representatives from Wiltshire Police + 3 members of public

 

Public Participation Session

Annie Harris informed the Town Council of a new project called CineMere and asked if the Council would advise her if anyone knew of any funding that might be available for the group to apply for.

Clive Hazzard raised the matter of a letter in the Blackmore Vale Magazine on the costings to Wiltshire Council of building and maintaining the Nadder Centre in Tisbury.

Cllr. Jeans relayed information that when the Nadder Centre was built in Tisbury, Mere was provided with the police station.

 

Report from police representatives

Sgt. Victoria Howick recently been appointed neighbourhood sergeant covering Tisbury, Mere & Westbury. Also got a new inspector, Louise Oakley and a new Chief Inspector who is driving neighbourhood policing.  Also have an uptake of staff and we do now have a dedicated PC for Tisbury & Mere, PC Georgina Russell who will be covering the area in addition to PCSO Stewart Hunt.  Increase in burglaries in the rural area around Mere, centred around quad bike thefts and machinery and there are cross border investigations ongoing relating to this.  Other crime statistics for the area were given & Sgt. Howick gave an update on the Warminster police staffing levels.  It was stressed that we did want the local police to be seen out and about amongst the community in Mere.

Cllr. Debbie Beale & Cllr. Catley asked about the diversion of traffic on occasions when the A303 is closed or blocked and asked whether it would be possible to divert traffic one-way if necessary as when it comes both ways it causes chaos or some traffic management with ‘Stop’ & ‘Go’ signage.

Clerk said she had received details of a new strategy about Police building assets and asked for some reassurance that the Mere police station would remain open.  PCSO Stewart Hunt said that he will be opening the police station at set times starting from next week and there were no plans to close it.

 

  1. Apologies for absence received from Cllr. Rodney Coward

 

  1. To receive any declarations of disclosable pecuniary interests and other interests from Councillors on matters to be considered at the meeting.
  • The Chairman & Cllr. Mrs. Traves declared a personal interest in planning application PL/2024/01146

 

  1. Minutes RESOLVED that the Minutes of the Town Council meeting held on Monday, 15th January 2024 be approved as a correct record.

 

  1. Matters Arising from Public Session
  • None

 

  1. Matters Arising from previous Meetings (not covered by other agenda items)

 

  1. Reports & Consultations
  2. a) Wiltshire Councillors Report – Cllr. Jeans gave a report which included information on Wiltshire Council’s draft budget proposals for 2024/25, the revised National Planning Policy Framework and clauses within this relating to Community Led Development, care homes and land for food production. (Full report attached)
  3. b) Project Co-Ordinator’s Report (report attached) – the Town Council’s Project Co-Ordinator, Roger Pipe, was present at the meeting and confirmed that work would begin on the two footpaths in March, the first part of which will be the installation of the lighting on page 66. He confirmed that there was a separate agenda item tonight relating to the award of the contract for the surfacing work and there was a public information meeting to be held next Monday evening. It was clarified that this meeting would be a public information meeting and not a public consultation meeting.  Jeans stated that he wand to make it clear to everyone that this project is being carried out for the purposes of public safety and will be of benefit to a third of the population of Mere that live in the southern part of the Town.  The Chairman also reiterated that he had carried out a small-scale door-to-door survey in the Clements Lane, Edgebridge area and all responses to the project, without exception, had been positive.

 

  1. Planning
  2. a) Applications for consultation response:

 

Application No: PL/2024/00346
Application Type: Listed building consent (Alt/Ext)
Proposal: Create a doorway to Dining Room from Kitchen through partially opened Service Hatch to side of Range
Site Address: Deans Orchard, Church Street, Mere, Warminster, BA12 6DS
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0i3z00001CGPyM

 

RESOLVED to recommend approval of the above application

Application No: PL/2024/00345
Application Type: Listed building consent (Alt/Ext)
Proposal: External and Internal Alterations; Works to Outbuilding
Site Address: Deans Orchard, Church Street, Mere, Warminster, BA12 6DS
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0i3z00001CGPyH

 

RESOLVED to recommend the above application for approval.

 

Application No: PL/2023/10288                              AMENDED PLANS/ADDITIONAL INFORMATION

 

Application Type: Full planning permission

 

Proposal: Erection of a timber studio for use in association with donkey sanctuary (retrospective)
Site Address: Land at Wet Lane, Mere, BA12 6BA

 

Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0i3z00001CFARM

 

 

It was reported that the amendment seemed to relate to the fact that the applicant has now withdrawn all reference to the notion of holiday accommodation & tourism relating to this planning application.  RESOLVED to reiterate the Town Council’s previous objection to this planning application pointing out that there is no justification for this additional building as the applicant’s requirement to provide shelter and storage space for workers and volunteers for this small donkey sanctuary could easily be provided within the existing barn which has only recently been built and which is a very large and substantial building.   [In order not to compromise his position as Wiltshire Councillor, Cllr. Jeans abstained from voting on this matter.]

 

Application No: PL/2024/00438
Application Type: Householder planning permission
Proposal: Erection of a timber single storey outbuilding.
Site Address: 3 Brockhurst Mews, White Road, Mere, Warminster, Wilts, BA12 6EX
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0i3z00001CGT2g

 

The Chairman said it appeared that the proposal was to knock down a brick-built garage and replace with a timber single storey outbuilding.  RESOLVED to recommend the above application for approval with the following condition: That the outbuilding is ancillary to the occupation of the main dwelling known as 3 Brockhurst Mews and cannot be occupied separately, rented out as self-contained accommodation or sold off separately.   [In order not to compromise his position as Wiltshire Councillor, Cllr. Jeans abstained from voting on this matter.]

 

Application No: PL/2024/01148
Application Type: Notification of proposed works to trees in a conservation area
Proposal: T1 – Laburnum tree – fell T2 – Norway Spruce tree – fell
Site Address: FIR BANK, WATER STREET, MERE, WARMINSTER, BA12 6DY
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000003nrhO

RESOLVED to recommend approval of the above application.

Cllr. Ings in The Chair

Application No: PL/2024/01146
Application Type: Notification of proposed works to trees in a conservation area
Proposal: T1 ASH – Fell. T2 SYCAMORE – Crown lift, removing two limbs extending west over garden. T3 CYPRESS – Fell. T4 CHANTICLEER PEAR – Pollard all stems level with hedge.
Site Address: UNDERHILL, CASTLE HILL LANE, MERE, WARMINSTER, BA12 6JB
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000003ntKz

 

The Chairman and Cllr. Mrs. Traves declared a personal interest in this application and refrained from voting or discussion.  RESOLVED to recommend approval of the above application with a vote of 6 for and 2 against.

Cllr. John Jordan in The Chair

  1. b) Lynch Close, Sheltered Housing Review – update on recent meetings, newsletters and early consultation on draft plans for Fives Court refurbishment. (newsletter attached) – The Chairman reported on a drop-in meeting that he had attended where he was shown some bigger drawings of the plans for Fives Court as shown within the newsletter. He confirmed that the proposals were to provide 10 X 1-bedroom apartments & 11 X 2-bedroom apartments which is a significant enlargement to be achieved by adding a second storey to the footprint of the existing building.  One of the obvious concerns is that the plans currently only show about 14 car parking spaces.  Jeans said that he would be attending a meeting with officers next week and would like the Council’s feedback on the proposals – it was agreed to ask Cllr. Jeans to take the following issues forward:
  2. Considerable concern on the provision for parking. There needs to be at least one parking space per bedroom as the area is already congested with on-street parking.
  3. The number of 2-bedroom apartments is not necessary to serve the needs and requirements of elderly residents. Would be better to have one-bedroom apartments with one or two ‘spare’ bedrooms that can be used on a ‘booking out’ shared basis by occupiers when they want visitors to stay.
  4. We have not been shown any elevation drawings and so cannot comment on the impact that an extra storey would have on surrounding properties or the impact on the character of the Conservation Area.

 

  1. Highways, Rivers, Footpaths, Traffic & Transport
  2. a) To identify jobs for the Parish Steward, Sparkle Team and MyWiltshire reports:
  • No jobs identified
  1. b) Highways Improvement Request Form – see attached redacted copy. The Chairman confirmed that in essence this request is to provide a set of steps with handrails etc. to provide an easier route for a resident to get from their parking area to the footpath in front of their property. Members felt unable to support and forward this project to the Local Highways & Footpath Improvement Group for funding as they felt that there were other projects requiring funding that would have a greater benefit to a larger proportion of Mere residents.

*c) Road naming & road signs– Jupes Street/Lordsmead Lane (leading to Eric Mitchell Way fp) No Through Road  – With reference to the information in the Clerks Report, it was agreed that the Town Council should provide and install a road sign saying ‘Jupes Lane – No Through Road (leading to footpath)’

 

  1. Buildings, Open Spaces, Play Areas, Sports Grounds, Car Parks, Allotments & Cemeteries
  2. a) Activities, recreation and sports in Mere – report from working group (see attached map & report)

Written down what is happening now in our recreational areas and made some suggestions as to what could possibly happen.  It may, however, be necessary to find someone to champion these suggestions and ideas for us.  You will recall that we were hoping to use the Wiltshire Towns Fund money to organise a large event that will be centred around existing and potential sporting & recreational activities in Mere and this organisation is going to be dealt with ‘in house’.

*b) Petanque proposals for Duchy Manor – members noted the information in the Clerks Report and the Chairman added that it was agreed that the Petanque Club would provide their own insurance and would pay a contribution to the Town Council for the use of the site & facilities from 2025. All agreed.

*c) D-Day 80 – with reference to the information in the Clerks Report, the Chairman confirmed that he had spoken with two volunteers, one who speaks for the British Legion, and his suggestion was to hold a simple wreath laying tribute with a small service around the war memorial to mark this day with due respect.  All agreed.

*d) B18131 Mere Stream Support Phase 2 – Members noted the information in the Clerks Report.

Emergency Item

Hedge planting in the cemetery – Cllr. Hazzard pointed out that the Town Council’s staff had done a cracking job of preparing the next phase of the new cemetery but we do now need to get the hedging planted or we will need to wait until next winter.  Cllr. Hazzard said that he had obtained a quotation from a local man to plant the hedge which is 70 metres long and would cost £15 per metre.  This would take us just over the threshold within our financial regulations which says that we should strive to get 3 quotes.  The Council felt that the urgency to get the hedge planted this year justified making a departure from the financial regulations in this instance & as the difference would be minimal.

 

  1. Finance, Policy & Resources
  2. a) Payments – The Chairman confirmed that there were a number of invoices in the schedule relating to the work that has been carried out by our grounds staff on the cemetery paths and he reported that they had carried out an excellent job.  RESOLVED to authorise schedule of payments (attached)
  3. b) To note the reconciliations for December 2023; the Chairman to sign and verify against the bank statements seen – the Chairman confirmed that he had signed and verified the reconciliations against the bank statements & he had verified the Clerk’s monthly salary.
  4. c) To approve recommendations relating to tenders for resurfacing work for footpaths 50 & 66 (recommendations attached) – members noted the tender breakdown analysis and recommendations that had been circulated prior to the meeting (redacted version below):

 

Company/ Locality Site visit Attend meeting Start time Completion time Price Comments
A

 

Yes Yes On site early March 4.2 weeks £77,270 A good thorough tender
B No No indication No indication None given £60,550 Has made no effort to show they meet the specification of the tender.
C

 

No No indication March 24 working days £69,935 No site visit and not a great deal of effort in an expensive tender
D Yes

 

Yes March 20 working days £58,994.16 Local company with a keen interest in Mere.  Have suggested a different surface finish which is cheaper.
E No ? ? 5-6 weeks £46,941 Tender is well presented indicating all the necessary work.  Concern is despite being local they did not come to look at the work.
F Yes Yes March 24 working days £56,445 Local Company who put together the specification for the work at no charge to Mere TC.
G Yes Yes March 7 weeks £43,495 The cheapest but the company that will take the longest to complete the work.  Submission has addressed all aspects of the tender. Have obtained a good reference from a previous client.

 

 

 

The Chairman reported that the Clerk, Project Co-Ordinator and himself had studied the tenders in detail and the recommendation was to award the contract to the cheapest company: although they were not local, we had received an excellent reference from another local authority who were just as far away as we are.  The next closest Tender from company ‘E’ had now been out to look at the site and had come back with a revised tender which was £13,500 dearer.   Members felt it was unfortunate that the more local companies were not among the lower tenders.  It was agreed that due consideration should be given to payment terms.  RESOLVED to award the contract to Company ‘G’ with unanimous vote.

  1. d) To approve recommendations relating to tenders for outsourcing Health & Safety (recommendations attached) – members noted the tender analysis distributed with the agenda papers. Despite four companies coming out to talk to the Town Council about this, only two provided tenders. One was a large multi-national (total cost for 3 years £8,244) and the other was an independent company (total cost over 3 years £6,900 – total cost in year 1 is more expensive but less expensive over 3-year period).  The recommendation was to award the contract to the independent company w.e.f. 1st April 2024.
  2. e) To set date, venue and member make-up for Annual Assessment of Internal Controls – it was agreed that this meeting should be held in March and that Cllrs. Lesley Traves, Sandra Catley, Clive Hazzard & John Jordan would make up the working group to make recommendations to the Town Council.

 

  1. General Items
  2. a) To consider date and venue & agenda for Annual Town Meeting 2024 – it was agreed that the Annual Town Meeting would be held either in the Andy Young Pavilion or Duchy Manor Foyer on Wednesday, 24th April 2024. The Clerk asked for agenda & or format ideas. Mrs. Traves suggested that roles and responsibilities of the Town Council and of Wiltshire Council be discussed – referring to the excellent leaflet produced by Cllr. Kate Symonds a couple of years ago.

 

Briefing Note 24-01: Revised NPPF (Briefing Note attached) – The Chairman reported that the implication for us is that it is now even more favourable if we do have a Neighbourhood Plan but we have tried on a couple of occasions to instigate this but without success.

 

  1. Future meetings and events
  2. a) South West Wiltshire Area Board meeting, Wednesday, 28th February 2024 at 6.30 p.m. at Wilton Community Centre – The Chairman agreed to attend this meeting.
  3. b) Local Highways & Footpath Improvement Group (LHFIG) meeting, Wednesday, 7th February 2024 at 2.00 pm at The Nadder Centre, Tisbury – the Chairman reported that he and Roger Pipe would be attending the meeting. Debbie Beale said that she was unable to attend.
  4. c) Ask the Leader of Wiltshire Council, Castle Meadow Pavilion, Castle Lane, Wilton – 14th February, 2024 6pm – 7.30pm – noted.

 

  1. Future agenda items

 

 

Note:  Members are reminded that the Town Council has a general duty to consider the following matters in the exercise of any of its functions: Equal Opportunities (race, gender, sexual orientation, marital status and any disability), Crime and Disorder, Health and Safety and Human Rights.

 

*Further information on these items enclosed/attached

 

 

 

 

Meeting closed at 8.42 pm

What do I do if I get flooded?

Mere Town Council

Town Clerk – Mrs. L. C. Wood

What do I do if I get flooded?

 

This document has been compiled based on information provided by the Environment Agency (EA), whose responsibility it is to make people aware of flooding from rivers and the sea, provide flood warning services and build and maintain flood defences.

 

Your flood warning service – Get the service that’s right for you

EA provide a free flood warning service to many areas at risk of flooding from rivers and the sea.

 

Find out if you can sign up for our free 24 hour Floodline Warnings Direct service by visiting their website  www.environment-agency.gov.uk/flood or by calling Floodline on 0345 988 1188.

 

You can select to receive warnings by phone, text, email, fax or pager.

In some areas EA also warn people about flooding using:

  • Sirens – usually a wailing sound only activated when a flood is about to happen.
  • Loud hailers – a vehicle will drive around repeating the flood warnings.

 

Other places to get the latest flood update

 

Your personal flood plan

 

  1. Know who to contact and how
  • Agree where you will go and how to contact each other.
  • Check with your council if pets are allowed at evacuation centres.
  • Keep a list with all your important contacts to hand.

 

  1. Think about what you can move now
  • Don’t wait for a flood. Move items of personal value such as photo albums, family films and treasured mementos to a safe place.

 

  1. Think about what you would want to move to safety during a flood
  • Pets
  • Cars
  • Furniture
  • Electrical equipment
  • Garden pot plants and furniture
  • What else? …

 

 

 

  1. Think about who you could ask for help / who you could offer to help, particularly vulnerable neighbours or relatives, in a flood. Start preparing today before a flood happens. Use this checklist as your flood plan.

 

  1. Check your insurance cover
  • Check your buildings and contents insurance policy.
  • Confirm you are covered for flooding.
  • Find out if the policy replaces new for old, and if it has a limit on repairs.
  • Don’t underestimate the value of your contents.

 

  1. Know how to turn off your gas, electricity and water mains supplies
  • Ask your supplier how to do this.
  • Mark taps or switches with stickers to help you remember.

 

  1. Prepare a flood kit of essential items and keep it handy
  • Copies of your home insurance documents.
  • A torch with spare batteries.
  • A wind-up or battery radio.
  • Warm, waterproof clothing and blankets.
  • A first aid kit and prescription medication.
  • Bottled water and non perishable foods.
  • Baby food and baby care items.

 

Useful numbers

 

Your important flood telephone numbers. Fill this out and keep this leaflet with your flood kit.

 

Environment Agency Floodline                                                                0345 988 1188
Quickdial number
Local authority emergency helpline
Insurance company 24-hour number and policy number
Local radio station frequency for news alerts and weather updates
 Family and neighbours
Work phone numbers
Doctor’s surgery
Local police station
Vet/kennel/cattery
 Local hotel or B&B
Gas supplier and meter number
Electricity supplier and meter number
Water supplier and meter number
Electrician
Plumber
Builder

 

 

 

 

 

 

Temporary flood protection equipment

 

Flood protection equipment can help stop flood water getting into your property.

Follow manufacturer instructions to put these in place when you get a flood warning.

 

You can get more information about flood protection equipment in the ‘prepare your property for flooding’ leaflet on the EA website.

 

Floodboards These fix to frames around windows and doors. They can be washed, stored and used again. Always remove flood protection equipment once the flood water has gone. This will help your property dry out.

 

Plastic covers to seal airbricks These can stop flood water coming in through your airbricks.

 

Sandbags Your local council may provide these during a flood, but they may be scarce. You can buy your own sand and bags, or fill pillowcases and plastic bags with earth. Be aware that following a flood they will be contaminated by sewage in the water. You can get more information about using sandbags on the EA website.

See Wiltshire Council’s policy on sandbags here: https://www.wiltshire.gov.uk/civil-emergencies-sandbags

 

 

Further steps to protect your property There are things you can do to your property that will make it easier and cheaper to clean up after a flood. See Further Information at the end of this document.

 

Flood warning codes

Flood info

What to do to stay safe in a flood

 

In the event of a flood focus on the safety of you and your family

  • Cooperate with the emergency services if they tell you to evacuate during flooding. • Be prepared to act quickly and get yourself to safety. We use our flood warning services to warn you of flooding from rivers and the sea as soon as we can. But there are some types of flooding we can’t predict. Stay alert to localised flooding also known as ‘surface water flooding’. This usually happens where drainage systems are unable to cope with heavy spells of rainfall. We cannot give you a direct warning for this type of flooding. Instead we forecast where it might be a problem in certain counties and put a daily flood risk forecast on our website. You can also find out about the possibility of ‘surface water’ flooding in your area by checking local weather forecasts.

 

What to do in an emergency, to stay safe

 

  1. Check in with other people in your household – if they are not at home make sure they are somewhere safe.
  2. Gather essential items together either upstairs or in a high place.
  3. Fill jugs and saucepans with clean water.
  4. Move your family and pets upstairs, or to a high place with a means of escape.
  5. Turn off gas, electricity and water supplies when flood water is about to enter your home if safe to do so. DO NOT touch sources of electricity when standing in flood water.
  6. Keep listening to local radio for updates or call floodline 0345 988 1188
  7. Check in with vulnerable neighbours or relatives.
  8. Flood water can rise quickly, stay calm and reassure those around you. Call 999 if you are in danger.

 

Important! Flood water is dangerous

  • Six inches of fast-flowing water can knock over an adult and two feet of water can move a car.
  • Avoid walking or driving through it.
  • Keep children and vulnerable people away from it.
  • Wash your hands thoroughly if you touch it.

 

Protect what you can

 

Move important items to safety and put flood protection equipment in place when there is a flood warning. Follow manufacturers’ instructions carefully to help stop or reduce the flood water entering your property.

 

Take items upstairs or to a safe place in your property

  • Safely store important documents such as insurance papers.
  • Move items of personal value such as photos, family films or treasured mementos. • Move lightweight household belongings you can pick up easily and quickly.
  • Move items of furniture that are expensive or harder to repair before cheaper ones.

 

If possible, move your outside belongings to higher ground

  • If the flood water hasn’t reached you, move your car to higher ground and move outdoor pets to safety.

 

Help stop water entering your home

  • Put plugs in sinks and baths. Weigh them down with a sandbag, a pillowcase or plastic bag filled with garden soil, or a heavy object.

 

If you do not have non-return valves fitted

  • Plug water inlet pipes with towels or cloths.
  • Disconnect any equipment that uses water (like washing machines and dishwashers).

 

Stay safe, always listen to the advice of the emergency services and evacuate when told to do so

 

  • Leave your home if the emergency services say so. Refusing to leave on their advice will put you, your family and those trying to help you at risk.
  • When you are evacuated you will be taken to an evacuation centre run by your local council. Free food and bedding is provided. Bring spare clothing, essential medication and babycare items if you have an infant.
  • Most evacuation centres will let you bring your pets. Take their food. Put cats and small animals in a pet carrier or secure box.
  • People running the centres are trained to give you support and advice. They will help you through the stress of a flood and prepare you for what to do afterwards.

 

What to do after a flood

 

When you’re sure it’s safe to return to your home, take care when entering as there may be hidden dangers in floodwater such as sharp objects and sewage pollution.

If your supply hasn’t been switched off at the mains, do not on any account touch sources of electricity when standing in flood water. Get a qualified electrician to come to the property to switch off the power.

 

Cleaning up after a flood

 

In many cases, your insurance company can pay for professional help to clean up your property.

The clean-up will usually involve:

Pumping out water from your home using a generator

Cleaning and disinfecting the property. Avoid high pressure hoses as they can blast contaminated particles into the air.

Drying out the property with dehumidifiers.

Local councils can supply skips and advise you on disposal of sandbags as they may need to be treated as contaminated waste.

 

 

 

 

 

Home insurance and flooding

 

According to the Chartered Insurance Institute, the average household flood claim amounts to £50,000.

That’s a staggering amount of money to stump up if you were affected by flooding, so it’s wise to ensure that you take out a home insurance policy to cover your home and contents.

Check how much your policy covers you for flooding, if the policy replaces your items new for old, and if it has a limit on repairs.

 

Making a claim

 

You should inform your insurer about flooding as soon as possible.

They’ll let you know whether you should clean the property or if they will send professionals to do that for you.

Many policies also cover the cost of temporary accommodation where you can stay while clean-up and repairs are underway. This could be in a B&B or rented property.

Your insurance provider will send a loss adjuster to your property to inspect the damage and to confirm what repairs and replacements will be covered by your policy.

Keep a record of flood damage for future reference.

Mark the height of flood waters on the walls in every room affected.

Photograph or video all damage to your home and contents.

List all parts of the property and contents damaged and, if your policy covers it, all food spoilt too.

Even if you live in an area at risk of flood or have made a flood claim in the past, it should still be possible to get reasonably priced insurance thanks to the Flood Re scheme. Under the scheme, your insurer pays out if you make a valid claim for flood damage, but it can then claim back a proportion of the money from the Flood Re fund. This reduces the insurer’s financial risk, so it can offer you cheaper cover.

 

 

Further information

 

The Environment Agency has published a booklet with advice on how to prepare your property for flooding. See Prepare your property for flooding

 

 

 

 

 

 

Agenda for Town Council meeting to be held on 4th March 2024

 

28th February 2024

 

Dear Councillor,

 

You are summoned to a meeting of Mere Town Council to be held on Monday, 4th March 2024 at 7.00 pm in the Andy Young Pavilion, Springfield Road, Mere, Wiltshire.  BA12 6EW.  The meeting will consider the items set out below.

 

Before the meeting there will be a public session to enable the people of Mere to ask questions of, and make comments, regarding the Town 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.

Please Note: By entering the meeting room you are consenting to the use of your name being recorded in the Minutes.  The meeting may also be recorded by the press or members of the public.  Any person or organisation choosing to film, record or broadcast any meeting of the Council or its committees is responsible for any claims or other liability resulting from them so doing and by choosing to film, record or broadcast proceedings they accept that they are required to indemnify the Council, its members and officers in relation to any such claims or liabilities.

Any person who may find difficulty in access to the meeting through disability is asked to advise the Clerk by email (lindseywood@merewilts.org) at least 24 hours before the meeting so that every effort may be made to provide access.

Yours sincerely,

 

 

Lindsey Wood,

Town Clerk & RFO

 

Public Participation Session

Members of the public are invited to address the Council on any issue over which it has a power. This session will be limited to 15 minutes (3 minutes per speaker). The Chairman will convene the Town Council meeting after the public session (please note that once the meeting has been convened members of the public are no longer permitted to speak unless invited to do so by the Chairman).

Reports from local police representatives

 

AGENDA

  1. Apologies – To receive apologies for absence.

 

  1. To receive any declarations of disclosable pecuniary interests and other interests from Councillors on matters to be considered at the meeting.

2.1 To receive declarations of interest from councillors on items on the agenda

2.2 To receive written requests for dispensations for disclosable pecuniary interests (if any)

2.3 To grant any requests for dispensation as appropriate

A request for dispensation must be made on an individual basis

 

Members are invited to declare disclosable pecuniary interests and other interests in items on the agenda as required by the Mere Town Council Code of Conduct for Members and by the Localism Act 2011.  The disclosure must include the nature of the interest.  If you become aware, during the course of a meeting, of an interest that has not been disclosed under this item, you must immediately disclose it.  Whether you can remain in the meeting and the extent to which you can participate depends on the type of interest you have.

 

  1. Minutes – To resolve that the minutes of the Town Council meeting held on Monday, 5th February 2024 be approved as a correct record. (attached)

 

  1. Matters Arising from Public Session

 

  1. Matters Arising from previous Meetings (not covered by other agenda items)

*a) Annual Town Meeting – suggestions for alternative structure and content of meeting (see Clerks Report)

 

  1. Reports & Consultations

*a) Community Governance Review – Public consultation meeting (see Clerks Report + 3 attachments)

  1. b) Report on SWW Area Board meeting held on Wednesday 28th February at Wilton Community Centre
  2. c) Report on LHFIG meeting held on Wednesday, 7th February
  3. d) Wiltshire Councillors Report

*e) Project Co-Ordinator’s Report (report attached)

*f) Martyn’s Law Martyn’s Law: standard tier consultation.  Terrorism (Protection of Premises) Bill – Standard Tier: Government consultation begins 5.2.24 and ends 18.3.24 (see Clerks Report) + https://www.gov.uk/government/consultations/martyns-law-standard-tier-consultation

*g) Dorset & Wiltshire Fire & Rescue Authority – Consultation on draft Community Safety Plan 2024-28 (see Clerks Report)

 

  1. Planning
  2. a) Applications for consultation response:
Application No: PL/2024/01520
Application Type: Notification of proposed works to trees in a conservation area
Proposal: T1 Walnut – Shorten lateral spread of canopy in a westerly direction by 2.5-3m. Blend into upper and radial canopy.
Site Address: HILLCROFT, CASTLE HILL LANE, MERE, WARMINSTER, BA12 6JB
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000003zNaf

 

 

Application No: PL/2023/09919 – AMENDED PLANS/ADDITIONAL INFORMATION
Application Type: Full planning permission
Proposal: Changes to design of building approved under PL/2022/03832, construction of access track and area of hardstanding with associated works (Retrospective)
Site Address: Land at Woodlands Road, Mere, Wilts, BA12 6JT
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0i3z00001BDwbO

 

Application No: PL/2023/10288 – AMENDED PLANS/ADDITIONAL INFORMATION
Application Type: Full planning permission
Proposal: Changes in design of barn approved under PL/2022/03331, erection of a timber outbuilding for use in association with a mixed use of the land for agriculture and equestrian purposes with associated works (retrospective)
Site Address: Land at Wet Lane, Mere, BA12 6BA
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0i3z00001CFARM

 

Application No: PL/2024/02044
Application Type: Notification of proposed works to trees in a conservation area
Proposal: T1 Ash- Fell and replant T2 Horse Chestnut – Crown lift westerly branches over doctors surgery and overhead cables. T3 Sugar Maple – Reduce height of westerly stem by four metres.
Site Address: SANDELLS, WATER STREET, MERE, WARMINSTER, BA12 6DY
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000004N5uL

 

  1. Highways, Rivers, Footpaths, Traffic & Transport
  2. a) To identify jobs for the Parish Steward, Sparkle Team and MyWiltshire reports.

 

  1. Buildings, Open Spaces, Play Areas, Sports Grounds, Car Parks, Allotments & Cemeteries
  2. a) Request to replace existing polytunnel with greenhouse (acrylic) 10ft X 6ft 6” on Wellhead allotments

*b) Update on licence agreement with Econetiq for EV chargers in Salisbury Street Car Park (see Clerks Report)

 

  1. Finance, Policy & Resources

*a)  Payments – To review and authorise schedule of payments (schedule attached)

*b) To note the reconciliations for January 2024; the Chairman to sign and verify against the bank statements seen

  1. c) Grant for Defibrillator for Walnut Road/Woodlands Road area

 

  1. General Items

*Briefing Note 24-02: Septic Tank Upgrade Communications Campaign – Revamp Your Tank (attached)

*Briefing Note 24-03: Community Governance Review (attached)

*Briefing Note 24-04: Development of Cultural Strategy for Wiltshire (attached)

 

  1. Future meetings and events
  2. a) Activities In Mere (AIM) event planned for August 2024 – planning and funding.

*b) Police Drop-In surgery at Mere Police Station – Saturday, 9th March 2024 between 18:00-19:30 (see Clerks Report).

 

  1. Future agenda items

 

  1. Exempt information

Staffing matters

 

Note:  Members are reminded that the Town Council has a general duty to consider the following matters in the exercise of any of its functions: Equal Opportunities (race, gender, sexual orientation, marital status and any disability), Crime and Disorder, Health and Safety and Human Rights.

 

 

 

*Further information on these items enclosed/attached