Author: Lindsey Wood

Minutes of a meeting of Mere Town Council held on Monday, 6^th December 2021 at 7.00 pm at Duchy Manor, Springfield Road, Mere, BA12 6HG

Present:  Councillors Lesley Traves (Chair), Kate Symonds (Vice-Chair), Debbie Beale, Nick Beale, Rachael Hansford, Clive Hazzard, Glen Ings, George Jeans (from 7.05 pm), & Eric Mitchell

Meeting convened at 7.00 pm with Public Session

• None

Apologies for absence received from Councillors Louise Bennett, A. Colman, P. Coward, R. Coward, R. Hill & J. Jordan.

Members RESOLVED that the absence of Cllr. P. Coward be authorised and approved.

84. 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 relating to matters contained in this agenda, in accordance with the provisions of the Local Government Act 1972 in respect of officers and the Localism Act 2011 in respect of members.
• To receive written requests for new DPI dispensations.

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.

• Jeans declared a pecuniary interest in Minute No. 92a) Payments

85. Minutes – RESOLVED that the minutes of the Town Council meeting held on Monday, 1^st November 2021 be approved as a correct record of proceedings on proposal made by Cllr. Mrs. Symonds, seconded by Cllr. Mitchell and carried with a unanimous vote of those present on 1.11.21. RESOLVED that the minutes of the Annual Budget meeting held on Wednesday, 24^th November 2021 be approved on proposal made by Cllr. Mrs. Traves, seconded by Cllr. Hazzard and carried with a unanimous vote of those present on 24.11.21.

86. Matters Arising from Public Session

• None

87. Matters Arising from previous Meetings (not covered by other agenda items)
88. a) Mere School expansion plans and alterations to green amenity areas to make more car parking spaces – to consider the consultation responses given by community users of the site and to compile the Town Council’s formal consultation response: RESOLVED to send the following response: “As tenants of the Duchy Manor Sports Grounds and tenants of offices adjacent to Mere School, the Town Council has consulted with user groups of the Duchy Manor Sports grounds and facilities and following feedback from them, members have considered the consultation documents for the expansion of Mere School and in particular the plans for the additional parking and drop off area and layout to create a safer route for children/parents to walk to Mere School.

On the whole, the user groups raised no objection to the proposals although one or two were concerned that construction work may cause disruption to their activities and planned games/matches.  Concerns have been raised about the loss of the two trees and the necessity to check that these two trees are not commemoration trees for ex pupils of Duchy Manor Middle School that passed away.

One issue that has arisen is that drivers coming from the school site and into Springfield Road do not realise that they must give way to users in Springfield Road and this could be attributed to the fact that the give way white line road junction markings have eroded.  We would be grateful if the reinstatement of these could be encompassed into the scheme. Another issue is that the Town Council does often receive concerns and complaints from residents relating to the car parking and congestion along Hazzards Hill and White Road at school dropping off times.  Indeed, the parking of vehicles along Hazzards Hill is a worry as it is on the brow of a hill just before a blind bend and the parking in White Road (near the school’s rear access gates) invariably ends up with residents finding themselves being blocked in and unable to get their cars out of their own driveways. The Town Council has asked me to write and confirm that it is in support of the proposals for the expansion of Mere School but hopes that the increased car parking and drop off zones will succeed in addressing some of the problems outlined above and that, once implemented, parents will be encouraged to use the main front entrance to the school and not the side or rear entrances.”

*b) To consider permanent fixture for the town to commemorate the Queen’s Platinum Jubilee – with reference to the information in the Clerks Report, members felt that the suggestion of planting two beautiful trees that would provide a flowering interest or leaf colour interest to be planted in Jubilee Gardens with a commemorative plaque would provide an excellent permanent commemoration for this event and would also fit in with the Queens Green Canopy scheme.

88. Reports & Consultations
89. a) Wiltshire Councillors Report – Jeans said that flooding seemed to be a major topic of concern just lately. He pointed out that Wiltshire Council had been round with a tanker emptying the gullies but said it was unlikely that Wiltshire Council is going to invest billions in enlarging the drains and when we have a deluge of rain, Wiltshire Council cannot guarantee that the drains can take the volume of water and so residents are going to have to do their own risk assessments. Cllr. Jeans said that he had been made aware of three properties in Mere that had flooded at the end of October.  The Clerk said that many towns and parishes were encouraged to produce flood plans which does suggest measures for residents to take but involves volunteers to become community flood wardens etc.  Cllr. Jeans asked that Flood Plan for Mere is raised as a future agenda item.
90. b) Report on Town & Parish Council Climate Action Day held on 16^th November 2021– Cllrs. Nick & Debbie Beale – Cllr Mrs. Beale reported that they had attended a day webinar and the purpose was to get some ideas because change is coming and we will need to focus on how to become carbon neutral. Mrs. Beale asked for this issue to be raised again on the next agenda.

89. Planning
90. a) Applications for consultation response – (All applications can be viewed on Wiltshire Council’s Planning & Building Control Public Register – https://development.wiltshire.gov.uk/pr/s/ – type in the relevant application number:

Cllr. Mitchell said he felt this was overdevelopment in what was a tiny little lane with vehicular accesses for 6 properties on a blind bend.  He pointed out that the Access Statement says that the slurry lagoon will be filled in but he was concerned that this may exacerbate the dirty water and surface water problems that neighbours have mentioned in their consultation responses.  Cllr. Rachael Hansford pointed out that the farmyard is going to be obsolete and asked what would happen to those buildings if they weren’t converted into dwellings – are they going to be allowed to fall down or will they be knocked down?

The Chairman pointed out that there were a number of objection letters on the Wiltshire Council planning website relating to this development.  RESOLVED that the town council recommend approval of the application with the following concerns/conditions:  The Town Council raised concerns about the fact that this will result in three vehicular accesses coming off a narrow road on a blind bend with poor visibility that will be serving 6 properties and their associated vehicle movements.  The Town Council has received a number of complaints relating to the fact that HGV and unsuitable vehicles are using the narrow lanes that come off the B3092 along Mapperton Hill as a ‘short cut’ to get to Woodlands Road thereby coming through the Huntingford and Swainsford areas.  Whilst the Town Council accepts that much of this traffic may be heading for the C. G. Fry development further east or for Mere town centre or even using it as a bypass around Mere to get to the Shaftesbury Road, members felt that this development may exacerbate the situation, especially whilst conversion and construction is taking place and requested that permanent signage be erected on the two junction roads from the B3092 that feed into Woodlands Road – the signage to state “NARROW LANES – UNSUITABLE FOR HGV’s”

Proposal made by Cllr. C. Hazzard, seconded by Cllr. Rachael Hansford and carried with a vote of 4 for, 2 Against and 2 abstentions.   In order not to compromise his position as Wiltshire Councillor, Cllr. Jeans abstained from voting on this planning application.

RESOLVED to recommend the above application for approval on proposal made by Cllr. Mrs. Symonds, seconded by Cllr. Ings and carried with a unanimous vote.

1. b) Report on CPRE’s Neighbourhood Planning Webinar held on 9^th November – Cllr. Rachael Hansford – deferred

90. Highways, Rivers, Footpaths, Traffic & Transport
91. a) To identify jobs for the Parish Steward, Sparkle Team and MyWltshire reports – request for Parish Steward to clear mud that has been washed onto the path along Waterside from Steep Street to Water Street.
92. b) Report on CATG meeting held on 24^th November 2021 – The Clerk reported that Cllr. Mrs. Beale was unable to attend the meeting but confirmed that the Town Council request for a speed limit assessment along the Shaftesbury Road is now listed as a CATG issue under new requests but it has not made it into the Priority Schemes list yet.

*c) Frome Bus Service – In view of the information in the Clerks Report, members agreed that the Town Council should submit an email expressing the importance of these bus services locally and urging Wiltshire Council and the bus operators to continue all efforts to resume the service as soon as possible, if this has not already been achieved and to express the view that this is especially significant given the Governments initiative on Bus Back Better setting out a strategy to deliver better bus services.

*d) S W Rail & Great Western Rail cuts to timetable – with reference to the information in the Clerks Report, the Clerk said that she was concerned about the email because it mentioned that service reductions would affect Tisbury station and the Clerk therefore assumed they must affect Gillingham station.  An enquiry with the Clerk of Gillingham Town Council has revealed that a 44-page consultation document sent out by South Western Railway was considered by them in August and it does outline some service reductions.  (1) ‘The core service on the West of England line is two trains per hour from London Waterloo to Salisbury with alternate services extending through to Exeter St. Davids.  We have removed a small number of lightly used off-peak services between Salisbury and Yeovil (via Sherborne).  These changes reduce the number of services over the congested single line sections between Salisbury and Yeovil allowing us to deliver a more resilient service.’

(2) ‘The route between Salisbury and Bristol Temple Meads has historically been served by both SWR and Great Western Railway, with SWR running five of the Average 25 daily services in the May 2019 timetable.  Following a separate review with the Dept. For Transport, SWR will withdraw its current three daily services from December 20231 as duplicating services between the two operators does not provide good value for the taxpayer.  Great Western Railway will continue to meet demand on the line and services will connect into London bound trains at Salisbury, Bath and Westbury.’

The Clerk further added that the Shaftesbury & Gillingham Transport Forum had agreed with the SERUG (Salisbury to Exeter Rail Users Group) submission to this consultation saying that the proposed timetable was totally inadequate for the number of passengers travelling but she did not know whether or not Wiltshire Council had made a formal consultation submission on the document.  It was agreed that the Clerk should make enquiries with Wiltshire Council about this and if so, to ask for a copy.

1. e) Road naming to clear up confusion with Coward Road that runs parallel with Woodlands Road – Cllr. Jeans reported that the new houses with a frontage along Woodlands Road have actually been given the address as Coward Road which is causing confusion for residents and delivery drivers etc. It was agreed that Cllr. Jeans pursue this with whoever needs to be involved as long as there is no admin work and no cost to the Parish Council and that resolution meets with the agreement of all the residents.
2. f) Suggestion to submit CATG request for “Unsuitable for lorries” sign on some feeder roads to Woodlands Industrial units (may need coordinating with Dorset Council) – George Jeans said that several people had approached him about the number of lorries and large vehicles that are using the narrow lanes off the B3092 along Mapperton Hill as a ‘short cut’ to get to Woodlands Road thereby driving through the Huntingford & Swainsford areas. Cllr. Jeans said that C. G. Fry & Son did erect a sign encouraging all people coming out of their development to turn right out of the estate and out onto the Shaftesbvury Road or Clements Lane rather than turning left into Swainsford and he wondered if new road signs could be erected on the entrances to these lanes off the B3092 at Mapperton Hill. Members felt that as the development of West Swainsford Farm may exacerbate this situation, especially whilst conversion and construction is taking place, that the developers be requested to erect permanent signage on the two junction roads from the B3092 that feed into Woodlands Road – the signage to state “NARROW LANES – UNSUITABLE FOR HGV’s”.

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

92. Finance, Policy & Resources

*a)  Payments – To review and authorise schedule of payments (attached) – The Clerk explained that she did not think that the Sydenhams Hire Centre invoices tallied with the amounts quoted to Cllr. Hazzard and it was agreed that Cllr. Hazzard would telephone Sydenhams Hire to discuss a.s.a.p.  In the meantime it was agreed to authorise the Sydenhams Hire Centre payments as a maximum payment.  All other payments listed were authorised on proposal made by Cllr. Mrs. Symonds, seconded by Cllr. Mitchell and carried with a majority vote.  As Cllr. Jeans had declared a pecuniary interest in this item, he left the meeting whilst the matter was discussed and took no part in discussion or voting.

*b) To adopt recommendations made by Budget Meeting, as shown in Minutes of Budget Meeting held on Monday, 24^th November 2021  (Minutes attached) – RESOLVED to adopt the recommendations made by the budget committee as recorded in the minutes of the budget meeting held on  24^th November 2021 on proposal made by Cllr. Hazzard, seconded by Cllr. Jeans and carried with a unanimous vote.  Cllr. Hazzard asked for the Council’s thanks to the Vice-Chairman and the Clerk for the work in preparing for this meeting to be recorded in the Minutes.

789. c) To approve Precept on Wiltshire Council for 2022/23 – RESOLVED to approve a Precept of £172,789.00 for 2022/23 on proposal made by Cllr. Hazzard, seconded by Cllr. Mrs. Beale and carried with a unanimous vote. The Chairman was authorised to sign the Precept form for submission to Wiltshire Council.
790. d) To consider the provision of a street light to light steps from Salisbury Street Car Park to Dark Lane – Cllr. Jeans confirmed that a quotation had been received and that the Town Council had set aside the money at the Budget meeting and he was therefore asking for the Town Council to give the go-ahead for the light to be installed. RESOLVED that the Town Council agree to request that Atkins Global install the street light in Dark Lane at a maximum cost of £2500 and on condition that the light will be maintained by Wiltshire Council Highways on proposal made by Cllr. Rachael Hansford, seconded by Cllr. Nick Beale and carried with a majority in favour. Jeans abstained from voting.
791. e) Request for Grant Funding Support from Mere Platinum Jubilee Committee – Cllr. Ings who is on the Jubilee Committee said that the plan for the day is to have a street market along Church Street with proper traders and a Church Fete in the Churchyard and the Vicarage Field to be used for live music, bar, food and entertainment. They would also like to arrange a car show in the cemetery car park. General feeling is to charge less to attract more although there will be expenses and costs involved.  It was anticipated that two road closures would be required.  The Committee had applied to the South west Wiltshire Area Board for grant funding of £2300 towards the estimated total cost of £4600.  RESOLVED that the Town Council should make a contribution of £200 to the Jubilee Committee funds and to act as seed funding for the Area Board grant on proposal made by Cllr. Hazzard, seconded by Cllr. Mrs. Beale and carried majority vote in favour.
792. f) Training – to Authorise expenditure for Clerk to attend Society of Local Council Clerks – Practitioners’ Conference 2022 (Virtual) – Delegate cost £75 + VAT for members – RESOLVED that the Clerk be authorised to attend the SLCC Practitioners’ Conference at a cost of £75.00.
793. g) Town Council Communication Strategy – Cllr. Rachael Hansford said that she would like the Town Council to adopt a policy for communication to use as a framework as she was concerned that sometimes things were published in Mere Matters and other times things were published on Facebook and copied into Mere Mutters and then other notices went on the website. She said that she had found a working document and would circulate this to members for the next meeting.

93. General Items

*a) Vacancy on the Mere Charities committee for Town Council representative – Cllr. Jeans proposed that Mrs. Anne Rich be asked to fill the vacancy on the Mere Charities Committee.  This proposal was seconded by Cllr. Mitchell.  It was agreed that Cllr. Jeans would communicate with Anne Rich accordingly.

1. b) Recognition for special community contribution – Cllr. Rachael Hansford said that she thought it would be nice to reward recognition for all the people who do so much work in the town. Jeans said that he initially thought this was a good idea but then realised that there are so many people who do so much work who don’t want to be recognised and they do it because it is what they want to do. Cllr. Hazzard pointed out that the Town Council had issued a Certificate of Appreciation to the last PCSO when he retired.  Cllr. Mitchell felt that the Town Council would be opening up a can of worms as someone would be bound to feel left out or insulted and it was pointed out that there are all sorts of recognised awards that people could be nominated for by individuals.  It was agreed that this suggestion would be left in abeyance and no further action taken.
2. c) Date of next meeting – it was agreed to hold the next Town Council meeting on Monday, 10^th January 2022

94. Future meetings and events
95. a) South West Wiltshire Area Board meeting to be held on Wednesday, 15^th December in Nadder Centre, Tisbury

95. 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:

*To submit Annual Return for Mere Peace Memorial Sports & Recreation Ground for Financial Year End 31.3.21

Mere Town Council

Town Clerk – Mrs. L. C. Wood

Minutes of a meeting of Mere Town Council held on Monday, 1^st November 2021 at 7.00 pm at Duchy Manor, Springfield Road, Mere, BA12 6HG

Present:  Councillors Lesley Traves (Chair), Kate Symonds (Vice-Chair), Debbie Beale, Nick Beale, Louise Bennett, Aubrey Colman, Rodney Coward, Clive Hazzard, Raymond Hill, Glen Ings, George Jeans (from 7.05 pm), John Jordan & Eric Mitchell

Also 3 members of public

Meeting convened at 7.00 pm with Public Session

David Brett speaking as one of the small committee of people planning ideas for the Platinum Jubilee celebrations next year said that the committee had identified something that the Town Council might like to consider as a permanent memorial and that is to plant a tree in the churchyard at St. Michaels.

However, there is not very much space there and the only trees we could plant would be small and we feel that the occasion really justifies an oak tree but that needs a lot of space and the space we had in mind was the triangle of land immediately past the cemetery at the end of Angel Lane.  A nice plaque which would sit at an angle could be installed with the tree at a cost of around £400 and so the whole thing, with the tree, is probably going to cost around £600 as a minimum.  Whether you may want to put a bench in there as well is up to you.  The Chairman said that, as this matter required a decision of the Town Council, it would be raised as an agenda item for the next meeting.

PCSO Dan Gill + colleague attended the meeting and reported that over the past month there had been 8 incidents in the Mere Area, 3 of which related to anti-social behaviour.

Clive Hazzard wanted to say how well he thought the Town Council’s staff were doing on the work int he cemetery.  He also pointed out that there had been one or two incidents of flooding over the weekend and wondered if there was anything the Town Council could do to encourage farmers and landowners to clear their ditches and gulleys.

Apologies for absence received from Councillors P. Coward and Rachael Hansford.

72. 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 relating to matters contained in this agenda, in accordance with the provisions of the Local Government Act 1972 in respect of officers and the Localism Act 2011 in respect of members.
• To receive written requests for new DPI dispensations.

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.

• Jordan declared a personal interest in planning applications PL/2021/09039 & PL/2021/09417 both for Tithings, Castle Street
• Jeans declared a personal interest in planning application PL/2021/09710
• Jeans declared a pecuniary interest in Minute No. 80a) Finance
• Hazzard declared a pecuniary interest in Minute No. 80a) Finance

73. Minutes – RESOLVED that the minutes of the Town Council meeting held on 4^th October 2021 be approved as a correct record on proposal made by Cllr. R. Coward, seconded by Cllr. Colman and carried with a unanimous vote of those present on 4.10.21

74. Matters Arising from Public Session

The Clerk advised that as the matter raised by the Platinum Jubilee Committee affected Town Council land and required funding then it would require the statutory public notice for consideration and she would therefore raise it as an agenda item for the next meeting.

75. Matters Arising from previous Meetings
76. a) Update on Wessex Water Environment Fund Grant Application for water refilling station (Minute Ref: 63b) – The Clerk confirmed that she had raised this as an agenda item as the information provided, or minuted, at the last meeting was not quite correct. Jordan had found a company that can install a wall-mounted water refilling station for £910 which included installation but it did not include the four-year maintenance agreement and this would cost an extra £165 per year for four years, making the total cost £1570. Members agreed to proceed with this company/model as the figure was only just over the amount received from the Wessex Water Environment Fund.  The Clerk said that she was still trying to ascertain whether this company/model was approved by Wessex Water and if they confirmed that this was the case then she would order a.s.a.p.

*b) Suggestions for expenditure of S.106 funding (Minute Ref: 63e) – Members noted the information in the Clerks Report and confirmed that the Town Council would be proceeding with the two priorities (No. 1 – Walnut Road Play Area and No. 2 – Right of Way improvement Clements Lane to Angel Lane) that had already been agreed and once they were completed then members would be in a position to re-evaluate other suggestions & projects for implementation.

*c) Issues with public toilets (Minute Ref: 67b) – members noted the information in the Clerks Report.

76. Reports & Consultations

*a) Report on meeting held on 23^rd September 2021 to discuss Mere PPGs proposal for a new Health & Wellbeing facility in Mere (report attached) – members noted the report.

1. b) Wiltshire Councillor’s Report – Jeans reported that, as mentioned in the report above, the consultation on the review of the older people’s housing stock was now under way and it had caused a great deal of concern amongst the older residents of Lynch Close where a number of meetings had taken place, some with representatives of Wiltshire Council. The residents are concerned that they are going to get evicted from their bungalows but Cllr. Jeans said that he had established that Wiltshire Council could not do this without taking them to court. Cllr. Mark McClellan is the new Cabinet Member for Transport, Waste, Street Scene and Flooding and has taken over from Bridget Wayman.  Cllr. Jeans also asked for road naming to be put on the agenda for a future meeting as he said there was some confusion with Coward Road that runs parallel with Woodlands Road.  Cllr. Jeans also asked for Platinum Jubilee Celebrations to be included as a Budget heading for the impending budget meeting as he did not think there would be any funding from Wiltshire Council to help with celebration events.

77. Planning
78. a) Applications for consultation response – (All applications can be viewed on Wiltshire Council’s Planning & Building Control Public Register – https://development.wiltshire.gov.uk/pr/s/ – type in the relevant application reference number.

The Chairman reported that this was a piece of land that was situated opposite the site that is subject of a planning application for four caravans for gypsy families – the field had an access on the road that leads from Woodlands Road to the Gillingham Road, coming out at the junction on Mapperton Hill.  The Chairman said that she was not aware that the owners of the field had any other agricultural land in the vicinity but was aware, from the information accompanying this planning application, that they were planning to plant about 60 – 100 trees of mixed species on the field and were also proposing to include a composting toilet.  Cllr. Jeans said that, whilst outside the scope of planning, he thought that there could be a need to involve third parties i.e. Natural England and/or Forestry Commission, in any proposals that involved planting trees on this scale.  Members expressed some concern over this application relating to the fact that the applicants were intending to plant a number of trees on the site and yet they wanted an agricultural barn to house farming equipment with solar panelling on the roof and a composting toilet.  Members felt that there was no justification for the barn of this size with these facilities when the purpose of the land was to plant trees and it would be some time before the trees were old enough to cut and provide logs that needed drying and that there was no other agricultural purpose that would require a wash room, composting toilet, solar panelling etc.  RESOLVED to object to the planning application on the grounds that there was insufficient justification for the proposed development.  Proposal made by Cllr. Mrs. Symonds, seconded by Cllr. Hazzard and carried with a majority vote in favour.  In order not to compromise his position as Wiltshire Councillor, Cllr. Jeans abstained from voting on this planning application.

RESOLVED to recommend approval of the above two applications on proposal made by Cllr. Hazzard, seconded by Cllr. Ings and carried with a unanimous vote in favour.  Cllr. Jordan, having declared a personal interest in these planning applications, refrained from discussion or voting.  In order not to compromise his position as Wiltshire Councillor, Cllr. Jeans abstained from voting on this planning application.

The Chairman said that it is a shame that a barn is now required for storing hay as the applicant was authorised Class Q planning in 2019 to convert a barn into two dwellings only a couple of years ago.  RESOLVED to recommend approval of the above application on proposal made by Cllr. Ings, seconded by Cllr. R. Coward and carried with a majority vote in favour. In order not to compromise his position as Wiltshire Councillor, Cllr. Jeans abstained from voting on this planning application.

Cllr. Jeans declared a personal interest in the above application and left the meeting room whilst it was under discussion & took no part in voting.  RESOLVED to recommend approval of the above application on proposal made by Cllr. R. Coward, seconded by Cllr. Mrs. Beale and caried with a unanimous vote of those present.

78. Highways, Rivers, Footpaths, Traffic & Transport
79. a) To identify jobs for the Parish Steward, Sparkle Team or MyWiltshire reports – Cllr. Jordan asked if it would be possible for the Sparkle Team or Parish Steward to attend to Burton Path and also to fill any potholes in the path. There was also a large pothole in Pettridge Lane by the Catholic Church. Jeans said that he felt that Wiltshire Council needed to make far more effort to get rid of leaves.  He said that he had sent an email to the Head of Local Highways stating his views that considering Wiltshire Council had declared a Climate Emergency, they should make more effort to stop the build-up of leaves that can block up gulleys and cause flooding to property.  Members of the Town Council agreed to submit an email to the Head of Local Highways in support of Cllr. Jeans.

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

*a) Mere School expansion plans and alterations to green amenity areas to make more car parking spaces – with reference to the information and plans distributed to councillors prior to the meeting, the Chairman explained that the plans were proposing 65 marked car parking spaces on the site.  However the Clerk had counted the number of cars parked on the site at 3.17 pm on 19^th October and there were 54 parked cars (not all in marked spaces).  It was felt that the plans were not going to provide for a huge number of extra car parking spaces although members recognised that the purpose of the modifications was more about providing for safer vehicle & pedestrian movements within the site than it was about providing increased car parking spaces.  The Clerk also pointed out that there would be no provision for lighting within the car parking area although Cllr. Jeans did point out that the contractors had offered to put conduits in trenches whilst they were digging if that would help.  Cllr. Jeans said that we should ensure that our consultation response requests this action and also to ensure that there is no restricted access to the swimming pool site.  The Clerk confirmed that the formal consultation document had been received this morning and she had found a sentence which stated “The parking will be available outside of school hours for wider users of the site, including sports clubs and will be managed by the Town Council.”  The Clerk said it would be preferable and advisable to take out ‘outside of school hours’ because the existing parking is available to all users of the site all the time and not just during school hours.  It was agreed that the Clerk should point out this error and once an amended consultation document is received, it should be sent out to all councillors and to all community users of the site asking for them to submit their responses to the Town Council so that we are aware of any concerns.

1. b) Report on Annual Play Area RoSPA Safety Inspections – the Clerk reported that “the annual RoSPA Play Area Safety Inspection was carried out on 27^th September on our three play areas and our skate park. We have received the four written reports which identify an overall Risk Assessment for each site and individual Risk Assessments for each piece of equipment – ranging from Urgent, High Risk, Medium Risk & low Risk. The report then lists various remedial tasks that should be carried out to reduce risks etc.  Apart from the skate park which is a High Risk item due to its usage (not due to the equipment which meets required standard), I am pleased to report that we have no ‘Urgent’ or ‘High Risk’ equipment identified and there is nothing contained within the reports that has given us cause for concern.  The grounds staff have been given copies of the reports and we will work through them to carry out as many of the remedial tasks as we can.

*c) Request to light steps from Salisbury Street Car Park to Dark Lane by Shreen Harmony members – with reference to the request, as detailed in the Clerks Report, Cllr. Jeans said that there had been complaints about the darkness of Dark Lane for years and he would invite councillors to walk along there at night and see for themselves how dark and dangerous it is, particularly if you try and walk down the steps.  Cllr. Jeans said that he had met with Stuart Brown who is the Exterior Lighting Consultant working for Atkins Global (Wiltshire Council’s contractors) who said it was possible to put in a better light to help the situation and he would therefore request that this is put to the finance meeting for further consideration.

80. Finance, Policy & Resources

*a) Payments – To review and authorise schedule of payments (attached) – RESOLVED to authorise payments as set out in schedule of payments (attached) on proposal made by Cllr. Colman, seconded by Cllr. Jordan and carried with a majority vote.  Cllr. Jeans & Cllr. Hazzard, having declared a pecuniary interest in this agenda item, left the room and took no part in discussion or voting on this item.

1. b)  Town Council Communication Strategy – Cllr. Rachael Hansford – this item was deferred owing to the absence of Cllr. Rachael Hansford
2. c) To set date and other details for Annual Budget Meeting – it was agreed that the Annual Budget meeting would be held on Wednesday, 24^th November at 7.00 pm at Duchy Manor and that the following councillors would be invited to attend: Rachael Hansford, Rodney Coward, Aubrey Colman, George Jeans, Clive Hazzard, John Jordan, Raymond Hill, Philip Coward. The Chairman & Vice-Chairman would attend ex-officio and the Vice-Chairman would Chair the meeting.

81. General Items
82. a) Recognition for special community contribution – Cllr. Rachael Hansford – this item was deferred owing to the absence of Cllr. Rachael Hansford
83. b) Wiltshire Council rough sleeping snapshot estimates – the Clerk reported that Wiltshire Council would like to know if we have any rough sleepers in our parish area on the night of 11^th November into the morning of 12^th November as they are required to submit an annual figure indicating the numbers of people sleeping rough to central government. Therefore, the Clerk would appreciate it if people could inform her if they are aware of anyone rough sleeping during that night/morning.

*c) Wiltshire Council Briefing Notes:

• 21-20 – Wiltshire Community Environmental Toolkit
• 21-21 – Planning Policy for Renewable Energy
• 21-22 – Covid-19 Update
• 21-23 – Democratic Meetings during the pandemic

82. Future meetings and events

*a) Wiltshire Council – Local Councils Climate Action Planning Seminar, Tuesday, 16^th November 10 – 4 online.  (Booking is essential and places need to be booked by 2^nd November) – Cllrs. Mr. & Mrs. Beale expressed an interest in attending the seminar.

10. b) Remembrance Day Service – the Clerk reported that the service would start at 10.30 pm on Sunday, 14^th November in The Square, followed by a service in St. Michaels Church. The Town Council had arranged for a 20 minute road closure and the Town Council’s staff would be marshalling the road closure.
11. c) Xmas Lights – the Clerk explained that work was underway to erect the Xmas lights and that she understood that the Carnival Committee was arranging a lighting ceremony and for Father Xmas to be in the Clock Tower on Friday, 3^rd

83. Future agenda items

• None requested

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 Town Council

Town Clerk – Mrs. L. C. Wood

Minutes of a meeting of Mere Town Council held at Duchy Manor, Springfield Road, Mere, BA12 6EW on Monday, 4^th October 2021 at 7.00 pm. 

Present:  Councillors Kate Symonds (Vice-Chair), Louise Bennett, Aubrey Colman, Rodney Coward, Rachael Hansford, Clive Hazzard, George Jeans, John Jordan, Eric Mitchell

Also 1 member of public

Meeting convened at 7.02 pm with Public Session

Mr Clowser said that he wanted to thank the Council for submitting the request for a review of the 40mph speed limit along Shaftesbury Road to Wiltshire Council.  He said that he understood that Wiltshire Council required a contribution from the Town Council of £625 to carry out the review and appreciated that the Town Council had limited resources.  He said that a number of residents of Shaftesbury Road had intimated that they would be prepared to contribute to the review costs to such an extent that they would be prepared to fund the full amount of £625 if this is necessary or indeed possible.  Mr. Clowser went on to say that Shaftesbury Road has become increasingly busy over the years due to traffic from new development.

Apologies for absence received from Cllrs. Debbie Beale, Nick Beale, Philip Coward, Raymond Hill, Glen Ings & Lesley Traves

In the absence of the Chairman, Cllr. Mrs. Kate Symonds (Vice-Chair) Chaired the meeting.

61. 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 relating to matters contained in this agenda, in accordance with the provisions of the Local Government Act 1972 in respect of officers and the Localism Act 2011 in respect of members.

To receive written requests for new DPI dispensations.

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.

• Jeans declared a pecuniary interest in Minute No. 68a) Payments (recipient)

62. Minutes – RESOLVED that the minutes of the Town Council meeting held on 6^th September 2021 be approved as a correct record on proposal made by Cllr. R. Coward, seconded by Cllr. Hazzard and carried with a unanimous vote of those present on 6.9.21

63. Matters Arising from previous Meetings
64. a) Report on Carnival Fun Day on 18^th September 2021 in Duchy Manor Sports Field & Recreation Ground (Minute Ref: 54b) – Jordan reported that the fun day was well attended and well-organised with about 600 people attending and the day was blessed with wonderful weather. He said that because they had organised a dog show in the Recreation Ground they had, unfortunately, ended up with a lot of dogs in the Duchy Manor sports field and we apologise to the town Council as this was against the terms of use. He did add, however, then when they went to clear up the next day they did see a number of football supporters on the site with their dogs. Cllr. Jordan said that the event had been successful in raising money to help support the Carnival and to help run a procession next year.

*b) Update on Wessex Water Environment Fund Grant Application for water refilling station (Minute Ref: 54e) – with reference to the information in the Clerks Report, Cllr. Jordan said that he had found a company that can install a wall-mounted water refilling station for £910 which included installation and a four-year maintenance agreement.  Cllr. Jordan said that a wall-mounted water refilling station could be mounted on the outside wall of the public toilets and proposed that the Clerk contact this company to ensure that these details are correct and to ensure that both Wiltshire Council and Wessex Water are happy with the installation of the water refilling station.

*c) Request for Speed Limit review along Shaftesbury Road – in view of the response from the Highways Authority, does the Town Council want to submit this ‘highways improvement request form’ to the Community Area Transport Group (CATG). (Minute Ref: 57a) – members noted the information in the Clerks Report and the offer of financial contribution from the residents as reinforced in the public session.  Cllr. Jeans said that he felt he should abstain as this issue was likely to be debated at a future CATG meeting to which he will be expected to vote and he did not therefore wish to compromise his position on the committee at this stage.  Cllr. Jordan said that if there is an offer of help then he is always in favour of accepting that help.  Cllr. Hazzard said that he agreed with every comment made by Mr. Clowser but he thought that this was something that the Town Council should pay for and not the local residents.  RESOLVED that the Town Council should ask for the review and should be happy to pay a contribution for the review and if necessary a contribution towards the Road Traffic Regulation Order and associated works if the review should recommend them.  Proposal seconded by Cllr. Jordan and carried with a vote of 4 in favour, 3 against and 2 abstentions.

*d) Replacement road signs (Minutes Ref: 218a) – with reference to the information in the Clerks Report, members agreed that the aluminium substrate signs would be better value and agreed that the Town Council should replace a number of road signs that might be deemed as missing or priority for replacement within the town Council’s budget allocation. The clerk pointed out that the town Council has no budget allocation under this heading at the present time but confirmed that she would add one for the budget committee to consider the forthcoming budget meeting.

1. e) Suggestions for expenditure of S.106 funding (Minute Ref: 59i) – the Chairman said that with reference to the discussion held at last month’s meeting and the suggestions for expenditure made by the community following the public consultation, the Council discussed it in general terms but did not come to any conclusions and she said that it was hoped that the Council could reach an agreement on the projects that were put forward as priorities by the previous Town Council for the use of some of this funding: namely the refurbishment of the Walnut Road Play Area and the widening, surface and amenity improvements to the footpath leading from Clements Lane to Angel Lane. Colman raised an objection to the Walnut Road Play Area being refurbished as he said that it was not used by the community. Cllr. Louise Bennett argued that the Walnut Road Play Area was very much used by the community and was in need of improvement.  Cllr. Hazzard said that the Walnut Road Play Area was in need of refurbishment and one of the reasons this was so appropriate for the use of the S.106 funding was because, being the closest play area,  it would be of most benefit to the residents of the housing development which was, of course, the source of the funding.  RESOLVED that the Walnut Tree Play Area be included as priority No. 1 for the expenditure of the S.106 funding on proposal made by Cllr. Rachael Hansford, seconded by Cllr. Hazzard and carried with a majority vote with 1 abstention.  RESOLVED that the Right of Way improvement project (Clements Lane to Angel Lane) be put forward as priority No. 2 on proposal made by Cllr. R. Coward, seconded by Cllr. Jeans and carried with a unanimous vote in favour.

The Clerk pointed out that she was hoping that the Council would be able to fund many more projects from this allocation and was hoping that it would be possible to use the funds as a basis to apply for more match funding from other grant giving organisations, thereby making the money go further.  She did point out, however, that in previous communications, Wiltshire Council officers did not see the right of way improvements as an eligible use of the funding and deemed that it did not meet the expenditure criteria in the legal agreement as they do not consider footpaths to be open spaces, play areas or amenity land.  The matter was not pursued in great deal at the time because we had not received the money but it may be necessary, if Wiltshire Council officers do not concede, to ask C. G, Fry & Son if they would be prepared to grant a legal variation to the agreement.

64. Reports & Consultations

*a) Wiltshire Councillor’s Report including South West Wiltshire Area Board Car Club Pilot

SWW Area Board Car Club Pilot – With reference to the information that had been distributed to members prior to the meeting, Cllr. Jeans said that he thought this would fit in with the Council’s ‘green’ causes and would help the community with transport problems. He said that he was asking for the Town Council to agree in principle only and then on the proviso that there was no loss of existing car parking spaces.  Cllr. Jordan expressed concern about how this could be achieved with no loss of existing car parking spaces considering the fact that there would be a requirement for two charging points and a place to put the car or cars.  Cllr. Jeans said that he was thinking about utilising the wide pavement areas either side of the car park as replacement car parking spaces for those that may be required for EV charging spaces.  Cllr. R. Coward said that he could not support this initiative as he thought that electric cars were not going to be feasible.  Cllr. Rachael Hansford said that she would support it completely and would be happy to use the car parking spaces.  Cllr. Hazzard said that he would be happy to support the survey only at this stage but he pointed out that he often goes to Salisbury where there is a line of electric vehicle charging points with no vehicles there.  Cllr. Mitchell pointed out that the Town Council had rejected the Doctors Surgery extension proposals for fear of losing car parking spaces in the car park and that these electric vehicle charging spaces are much wider than normal spaces.  RESOLVED to agree to submitting the car club survey as long as it is reworded and the principle only of creating two EV charging spaces in the Salisbury Street Car Park on the proviso that two replacement car parking spaces can be created on the wide pavement area outside Hayley’s Hair, thereby resulting in no loss of parking spaces on proposal made by Cllr. Rachael Hansford, seconded by Cllr. Louise Bennett and carried with a majority vote in favour and 1 abstention (Cllr. Mitchell).  Cllr. Hazzard said that if, during the course of distribution of the survey, Cllr. Jeans finds himself out of pocket then he should inform the Town Council.

Wiltshire Councillors Report – Cllr. Jeans reported that he represented the Town Council as well as Wiltshire Council when he attended the unveiling ceremony of the blue plaque as awarded by the Salisbury Civic Society for Wolfe Frank, Chief Interpreter at The Nuremberg International War Crimes Trials of Nazi Leaders who,, from 1984-1987, lived at the Malt House. Cllr. Jeans said that the event was well attended.  He also reported that he had asked for signage for White Road (behind the Social Club) to try and help with the difficulties being faced by residents during school collection times.  Cllr. Jeans said that the road was owned by Wiltshire Council and he was asking for a sign that said it was a private road and not allowed to drive up there unless invited to do so.  Cllr. Jeans said that the loss of Fives Court was a major issue in the town and that Wiltshire Council was now planning a review of older people’s housing stock in Mere although this time there would be consultation.  The first round of residents’ consultation would begin at the end of October.

1. b) Formulate consultation response to Wiltshire Council’s draft ‘Climate Strategy’ and ‘Our Natural Environment Plan’ – The Chair said that she and Cllr. Mrs. Beale had looked at both documents and watched the engagement webinar. In retrospect it is hard to criticise because the strategies are very general and full of exemplary objectives and aspirations which are all very hopeful i.e., insulation to all council houses, making properties carbon neutral. However, there was not much mention of the wherewithal to implement the objectives and aspirations. RESOLVED that the Town Council should submit a collective response to fully support the Draft Climate Strategy and Green & Blue Infrastructure Strategy and agrees with all the objectives and aspirations.  We look forward to finding out more information about how the objectives and actions can be delivered and implemented including the sources of funding that might be available.  We would request that Parish & Town Councils be given the resources to assist in the delivery of these strategies and support the request for Good Green/Environmental Practice Guides for Town & Parish Councils.
2. Planning
3. a) Applications for consultation response – (All applications can be viewed on Wiltshire Council’s Planning & Building Control Public Register – https://development.wiltshire.gov.uk/pr/s/ – type in the relevant application number or use the link given below)

The Chairman confirmed that she had visited the site and talked to the applicant.  The Chairman said that she did not think that the balcony would cause an overlooking or privacy issue as it would mostly overlook the allotments and views beyond.  RESOLVED to recommend approval of the above application on proposal made by Cllr. Jordan, seconded by Cllr. Colman and carried with a majority vote in favour.  In order not to compromise his position as Wiltshire Councillor, Cllr. Jeans abstained from voting on this planning application.

It was confirmed that this was an amendment to a previous application.  RESOLVED to recommend approval on proposal made by Cllr. Rachael Hansford, seconded by Cllr. Mitchell and carried with a majority vote in favour.  In order not to compromise his position as Wiltshire Councillor, Cllr. Jeans abstained from voting on this planning application.

RESOLVED to recommend approval of the above application on proposal made by Cllr. R. Coward, seconded by Cllr. Jeans and carried with a unanimous vote.

RESOLVED to recommend approval of the above application on proposal made by Cllr. Rachael Hansford, seconded by Cllr. Jordan and carried with a majority vote in favour.  In order not to compromise his position as Wiltshire Councillor, Cllr. Jeans abstained from voting on this planning application.

RESOLVED to recommend approval of the above application on proposal made by Cllr. R. Coward, seconded by Cllr. Jordan and carried with a unanimous vote in favour.

1. b) Is there an appetite to try and regenerate the Mere Neighbourhood Plan? The Chair reported that the process of creating a Mere Neighbourhood Plan had started back in 2018 but, despite efforts to try and reignite interest, the process had stalled due to the lack of volunteers willing to take on the role of Chairman and Secretary. The Clerk pointed out that it was fairly clear that the process of reviewing and creation of the Wiltshire Local Plan was placing more emphasis and importance on the existence of Neighbourhood Plans and expressed concern that, without a Neighbourhood Plan, Mere would be more open to challenges for development in areas or locations that we might not want to be developed. The Clerk said that she had heard that there may be a member of the community who was willing to regenerate this project and it was agreed that this might be followed up.

66. Highways, Rivers, Footpaths, Traffic & Transport
67. a) Wiltshire Council’s Highways 5-year Investment Plan Proposals (see: https://cms.wiltshire.gov.uk/documents/s194287/SW%20wilts%205%20year%20major%20maintenance%20plan.pdf ) – Members noted the link. The Clerk pointed out that this document proposed ‘small specialist surfacing’ of a track leading from Burton Road towards Charnage where, in effect, public money would be spent on surfacing a track that leads to an unauthorised dwelling and business. Members agreed that this was wholly inappropriate and that priorities for highway surfacing and maintenance in Mere should be directed elsewhere and more specifically towards Angel Lane, Manor Road, Old Hollow, Mill Lane and Shaftesbury Road.  Members agreed that the Clerk should send a strongly worded response with the above comments on proposal made by Cllr. R. Coward, seconded by Cllr. Rachael Hansford and caried with a unanimous vote.

*b) Report from Wessex Water on the Mere stream support trial – The Chairman said that the stream support trial is down to the work having been put in by Ian Shepherd.  Cllr. Rodney Coward said he looked forward to hearing more about the effectiveness of the trial but pointed out that the more houses are built, the more water they will need.

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

*a) Tennis Courts & potential tree root issues – members noted the information in the Clerks Report.  The Clerk also reported that since writing this report, she had received emails from two residents who live within close proximity of these beech trees (Windermere & Nuts, Chetcombe Road) who had raised concerns about the health of these trees and safety of their property.  RESOLVED that the Town Council should agree to the Clerk’s suggested option 1, i.e. Take no action at the present time but monitor the cracking/damage to the tennis courts surface and take action if it becomes more visible or problematic for players.  However, as a further provision members agreed that the Town Council should ask Mr. Jonathan Astill, Arboricultural Consultant, to give a full written & detailed assessment of the two beech trees in question having gained access from the properties in Chetcombe Road.

*b) Issues with public toilets – with reference to the information in the Clerks Report, Cllr. Hazzard reported that he had asked a local man to look at the drains on Friday and he is coming back next week to put a CCTV camera down the drains & do a dye test to see if there are any other blockages.  The Chair suggested that the Town Council might need someone to do a proper survey of the drains and services but the Clerk pointed out that Wiltshire Council should have a plan of where all the services are.

RESOLVED to replace the lighting in the gents toilets and disabled toilet with LED strip lights and sensors.  Ask Wallgate to come out and service the handwashing units.  It was agreed that all other items would be raised on the budget meeting agenda.  Proposal made by Cllr. Hazzard, seconded by Cllr. Colman and carried with a unanimous vote.

68. Finance, Policy & Resources

*a) Payments – RESOLVED to authorise payments as set out in schedule of payments (attached) on proposal made by Cllr. Jordan, seconded by Cllr. Colman and carried with a majority vote.  Cllr. Jeans, having declared a pecuniary interest in this agenda item, left the room and took no part in discussion or voting on this item.

31. b) Conclusion of Audit for Town Council’s Accounts for period ending 31.3.21 – the Clerk confirmed that she had received the external auditor’s report and certificate and was very pleased to report that no matters had come to their attention giving cause for concern that relevant legislation and regulatory requirements have not been met. The Clerk confirmed that a Notice of conclusion of audit had been posted on the Town Council’s website. Members thanked the Clerk for all the work involved in preparing the accounts and information for submission to the external auditor.
32. c) Request for contribution towards relocation of street light at Kingsmere Open Space – the Clerk explained that the Town Council had raised a query with Atkins regarding the re-positioning of a street light at Kingsmere. The grounds staff had reported that it had been moved only a matter of inches but that the repositioning was now causing an obstruction for the contractor to get into Kingsmere and cut the hedges. Correspondence has been going on for months with Atkins denying that the street light had been moved but eventually it has been agreed with the help of Cllr. Jeans and in consultation with nearby residents that the street light can be moved elsewhere.  However, in view of the fact that neither party can provide definitive evidence that the street light has been moved, Atkins are requesting that the Town Council make a financial contribution of £350 towards the anticipated cost for the relocation work of £800.  RESOLVED to approve a financial contribution of £350 towards the relocation of this street light on proposal made by Cllr. R. Coward, seconded by Cllr. Hazzard and carried with a unanimous vote in favour.
33. d) To set date & other details for Annual Budget Meeting –Cllr. Hazzard proposed that this item be deferred as there were a number of councillors not present at this meeting who may have a strong desire to be involved.
34. e) Noticeboard for Cemetery (Angel Lane) – The Clerk reported that she had been investigating the cost of a noticeboard for the cemetery and based on a double-door version taking 8 X A4 sheets, the cost was higher than the budget allocation of £500. The Clerk said that she thought it would be a good idea to install the new noticeboard once the works on the new cemetery had been completed. RESOLVED to approve increased budget allocation of £1200 to allow for purchase/installation of noticeboard a.s.a.p.

69. General Items
70. a) Does the Town Council agree that the Old Ship Inn building and it’s unique ironwork sign are precious heritage features of the town that the people of Mere cherish, and wish to preserve, and that they give character and interest to the town centre? Can the building owners be encouraged by the council to ensure the proper maintenance of the sign? As there is undoubtably a cost associated, would the council give consideration to finding a suitable means of funding, to ensure the sign remains both a safe and attractive feature of the town centre?– Mr. David Drewett

Members felt that responsibility of the sign rested with the owner of the property and that the owner of the property was made aware of the significance of the sign by the Conservation Officers of the Planning Authority when he submitted plans to convert the building.  Cllr. Jeans said that he had arranged for the old metal ‘Old Ship Inn’ sign that fell to the ground last year, to be refurbished and that, with the permission of the owner, the Town Council was intending to put it back on the brackets when we have the cherry picker to put the Xmas Lights up.  However, Cllr. Jeans said that he had been made aware that adding the sign back onto the bracket needed to be a delicate job.  Cllr. Jeans offered to go to the Conservation Officer at Wiltshire Council to ask her if she was happy with the state of the bracketry and metalwork but it was agreed that the Town Council should write to the owner, Mr. Peter Harding, in the first instance to ask if he had any future plans for the refurbishment of the sign & bracketry.

*b) Proposed Westbury Incinerator – email from Westbury Town Council – in a unanimous vote members felt that they were unable to support the notion of making a financial contribution to Westbury Town Council’s fighting fund to help with their Rule 6 status in the planning appeal for the proposed incinerator on the edge of Westbury on the basis that this would set a precedent.

70. Future meetings and events
71. a) Invitation to Neighbourhood Planning Webinar on 9^th November 2021 at 10 am (Organised by CPRE Wiltshire and Wiltshire Community Land Trust) – Cllr. Rachael Hansford said that she may attend the webinar and the Clerk handed her the invitation instructions.

71. Future agenda items

• None

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 9.35 pm

MERE PEACE MEMORIAL SPORTS AND RECREATION GROUND

Registered Charity No. 1093497

For Trustees to consider the following:

Tennis Courts & potential tree root issues

Trustees of the Mere Peace Memorial Sports & Recreation Ground Charity were happy to endorse the decision made by the Town Council during the Town Council meeting of 4^th October 2021 (Minute Reference 67a)

Mere Town Council

Town Clerk – Mrs. L. C. Wood

Minutes of a meeting of Mere Town Council held on Monday, 6^th September 2021 at Duchy Manor, Springfield Road, Mere.  BA12 6EW

Present:  Councillors Lesley Traves (Chair), Kate Symonds (Vice-Chair), Debbie Beale, Nick Beale, Louie Bennett, Aubrey Colman, Rodney Coward, Rachael Hansford, Clive Hazzard, Raymond Hill, Glen Ings, John Jordan & Eric Mitchell.

Also 8 members of public

Meeting convened at 7.02 pm with Public Session:

Mr. Simon Moon read out 2 paragraphs from an email he had sent to the Chairman (this email was printed in the Clerk’s Report which was distributed to councillors with their agenda papers).  He said that re-wilding is fast becoming a national trend and it may require more rather than less work until it becomes established but it would have benefits to wildlife and butterflies in the long term.  Mr. Bill Coltham said that he and Simon Moon are good friends and meet many times on the Kingsmere Open Space.  Mr. Coltham had experienced some difficulty in finding out what re-wilding means exactly and his investigations had come up with two explanations – one being to leave nature to do its thing.  This would result in an unattractive field that would become inaccessible and would attract rubbish and dumping.  The other version is total removal of existing grass and planting with wild flowers.  This would require regular and fairly intensive maintenance and will increase costs to the council and ultimately to the community.  Mrs. Sue Coltham said that as her house backs onto the Kingsmere Open Space, she can see the number of people that use it every day and it gets used a lot and was especially well used during lockdown last year.  She said that where grass is not mown then it is impossible to walk through. Mrs. Kathy Herbert, also resident adjacent to this open space, said she wanted to reinforce what Mr. & Mrs. Coltham had said.  She said that in areas where the grass had not been cut the nettles stretched to 7ft in height and the blackthorn was viscous.

Mr. Clowser spoke in support of his request for the Town Council to ask the Highway Authority at Wiltshire Council to carry out a review of the 40 mph speed limit along that road and reiterated the information that had been given in the Clerks Report.

Mrs. Farendon from The Stables in Bramley Hill spoke in favour of her planning application, pointing out that the current garage is not used for parking because it is in very poor condition.  She said that The Stables was a 3-bed property but was converted to a 2-bed property by the previous occupants.  She said that her mother suffered from poor health and that this ancillary accommodation would enable the family to provide support.  Mrs. Farendon said that she was aware that there may be concerns about parking but wanted to reassure members that the current parking arrangements would not change.

Apologies for absence received from Cllrs. Philip Coward and George Jeans.  The Chairman informed members that Cllr. Philip Coward has been in hospital, having had an operation the outcome of which is good news but it has left him very weak.  The Chairman said that, on behalf of the Council, a card had been sent to Cllr. Coward conveying our best wishes for his recovery.

52. 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 relating to matters contained in this agenda, in accordance with the provisions of the Local Government Act 1972 in respect of officers and the Localism Act 2011 in respect of members.
• To receive written requests for new DPI dispensations.

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.

• Clive Hazzard declared a pecuniary interest in Minute No. 61

53. Minutes – RESOLVED that the minutes of the Town Council meeting held on 5^th July 2021 be approved as a correct record of proceedings on proposal made by Cllr. Colman, seconded by Cllr. Mrs. Symonds.

54. Matters Arising from previous Meetings
55. a) Thank You Day (Minute Ref 42a) – Cllr. Hazzard reminded members that at the July meeting it was suggested that this event might be combined with the Carnival Fun Day. However, Cllr. Hazzard said that he was not keen on this idea as he wanted to hold a separate event to thank all the volunteers and felt that this would be more personal. He confirmed that he had therefore met with Rachael Hansford & Richard Jefferies and they were going to plan another meeting with a view to arranging a thank-you event on another day/time.  Hazzard said that he would keep the Town Council updated on arrangements and progress.
56. b) Carnival Fun Day on 18^th September 2021 in Duchy Manor Sports Field & Recreation Ground (Minute Ref: 47a) – Cllr. Jordan reported that the event planning was going well and that John Gammie as Chairman of the Carnival Committee had spent some considerable time & effort in ensuring that the event would avoid clashes of use and any damage to facilities.
57. c) Clarification on Town Council’s view on use of old Mere Swimming Pool site for school expansion car parking (Minute Ref: 47c) – the Clerk reported that the Head Teacher of Mere School had informed her that the appointed contractors for the school expansion project were of the opinion that the Town Council did not want the swimming pool site to be incorporated into the car parking proposals and had asked for clarification of this point. The Clerk said that it was her understanding that the Town Council had reluctantly agreed that the swimming pool site could be used for the car parking expansion project but had hoped to receive a refund of £4k to reimburse the Town Council for the costs involved in filling in the swimming pool. The Clerk had subsequently been informed that there would be no reimbursement from the Education Authority and wanted members of the Town Council to clarify their position on the use of the swimming pool site.   RESOLVED that the Town Council should respond to say that they agree that the old swimming pool site could be encompassed into the school’s car parking plans and that the Town Council will try and seek an alternative location for the outdoor fitness project.  Jeans asked if some kind of plaque could be made to point out that there was a swimming pool on the site which was erected as a peace memorial for the Second World War.  The Clerk said that she had specifically saved some of the mosaic tiles from the swimming pool for this purpose.
58. d) The Queens Platinum Jubilee Celebrations (Minute ref: 49a) – Cllr. Ings reported that the working group had held their first meeting and were leaning towards organising a fun day along the lines of the Old Mere May Fayre, focusing most of the celebrations on Saturday, 4^th The Chairman informed members that the church would be arranging a 4-day flower festival. The Clerk informed members that the official guide, including a guide on beacons, was now available and that local councils were encouraged to register their involvement by 1 June 2022.
59. e) Update on Wessex Water Environment Fund Grant Application for water refilling station (Minute Ref: 32d) – The Clerk confirmed that the grant application had been successful and that £1500 was received on 30^th Cllr. Jordan reminded members that the decision was to put a free-standing pillar next to the toilets but his question was whether the Town Council should employ a company that supplies and installs the refilling station or whether or not we deal with the supply and installation separately. RESOLVED to find a company that will supply and install the water refilling station.

55. Reports & Consultations
56. a) Report from Wiltshire Councillor – None

*b) Councillors Briefing Note No. 21-12 – The Substantive Highways Scheme Fund Bid Application Process for funding in 2022/23 (attached) – Cllr. Jordan wondered if this scheme might provide funding for surface widening and improvements for the right of way that runs from opposite the Walnut Tree Inn to Angel Lane as he was aware that the Rights of Way team do not have anything like this kind of money in their budgets.  Cllr. Jordan said that he would make further investigations on this.

*c) Councillors Briefing Note No. 21-15 – Climate Strategy & Natural Environment Plan – Consultation (attached) – members noted the information in the Briefing Note and the Clerk confirmed that the consultation on both these documents ended on 17^th October and therefore the Council would need to consider its collective response at the next meeting.  Cllr. Mrs. Symonds and Cllr. Mrs. Beale agreed to read the consultation documents.

56. Planning
57. a) Applications for consultation response – (All applications can be viewed on Wiltshire Council’s Planning & Building Control Public Register – https://development.wiltshire.gov.uk/pr/s/ – type in the relevant

RESOLVED to recommend approval of the above application on proposal made by Cllr. Ings, seconded by Cllr. Mrs. Symonds and carried with a unanimous vote

The Clerk informed members that this planning application had already determined by the Planning Authority and a decision notice to approve the application had been issued on 3^rd September 2021.

Cllr. Jordan said that he had studied the plans and he felt that this was overdevelopment in that the developers were trying to squeeze in two houses that were designed for hobbits.  He pointed out that the bathrooms were only going to be 2.5m X 1.5m.  Cllr. Ings pointed out that the previous planning application, the design of which was for one large building of two units with undercroft parking, had received permission and therefore could be built and he suggested that this new planning application was a better design although he did raise concerns that there were various wildlife nests on the site that now met the protected species criteria.  Cllr. Hill felt that the Town Council should be consistent on this point in that it was clearly overdevelopment to try and squeeze two houses into a site that can only comfortably take one dwelling.  RESOLVED to recommend refusal of the above application for the following reasons:

Overdevelopment:  Members of the Town Council felt that the effect of the above application is to try and squeeze two dwellings into a space that can only comfortably take one dwelling with associated parking/turning and amenity space.

Parking/Turning/Access: Members of the Town Council feel that the parking turning and access for the car parking spaces will be restricted in this small area and manoeuvrability of the vehicles will be difficult to achieve.

Proposal made by Cllr. R. Hill, seconded by Cllr. Mrs. Symonds and carried with a unanimous vote.

Cllr. Mitchell said that the mobile home was clearly going to be ancillary accommodation and did not see any reason why this application should not be approved.  RESOLVED to recommend approval of the above application on proposal made by Cllr. Hill, seconded by Cllr. Rachael Hansford and carried with a majority vote.

RESOLVED to recommend approval of the above application on proposal made by Cllr. Ings, seconded by Cllr. Rachael Hansford and carried with a unanimous vote.

RESOLVED to recommend approval of the above application on proposal made by Cllr. Hill, seconded by Cllr. Ings and carried with a unanimous vote

57. Highways, Rivers, Footpaths, Traffic & Transport

*a) Request for re-assessment of speed limit along Shaftesbury Road with a view to amending the 40 mph intermediate limit to a 30 mph limit – Cllr. Mitchell said that he expected that an extension of the 30mph limit along Shaftesbury Road would happen eventually given the development of the old brush factory and possible re-development of Beaumont’s’ site in Woodlands Road.  He said that he had noticed that the amount of traffic using Shaftesbury Road had increased considerably since people had started moving into the houses on the old Brush Factory site.  Cllr. Mitchell said that he would therefore be in favour of moving the 30mph limit out further.  RESOLVED that the Town Council request that Wiltshire Council undertake a review of the 40mph limit along Shaftesbury Road on proposal made by Cllr Mrs. Symonds, seconded by Cllr. Mitchell and carried with a unanimous vote.  Cllr. Hill raised concerns about Wiltshire Council expecting the Town Council to pay a contribution towards this.

*b) Traffic Survey Request Form for speed limit reviews on Castle Street – With reference to the information in the Clerks Report, Cllr. Hazzard said that he lives in Castle Street and whilst he has noticed a couple of motorbikes that roar out of Mere, he thought that on the whole the Speed Indicator Device (SID) has been great and very effective at making people reduce their speeds.  He also pointed out that on-street parking reduces speeds in the particular area identified for this traffic survey and he could see little point in requesting a traffic survey in this location.  RESOLVED not to request a Traffic Survey in this location on the basis that on-street parking reduces the speed of traffic in this location on proposal made by Cllr. Mrs. Symonds, seconded by Cllr. Nick Beale and carried with a unanimous vote.

*c) Traffic Regulation Order Application (waiting restriction for ‘Lordsmead Lane’ [off Pettridge Lane]) –With reference to the information in the Clerks Report, Cllr. Mitchell felt it would be really difficult to enforce parking restrictions tucked round the corner in this little lane and felt that there were other areas that would make better use of public money.  It was pointed out that individual residents could apply and pay for a white line “access protection road markings” and that this might be more appropriate in this instance.  RESOLVED not to proceed with any traffic regulation order request for this location but to advise resident of the “access protection road markings” procedure.  Proposal made by Cllr. Mitchell, seconded by Cllr. Mrs. Beale and carried with unanimous vote in favour.

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

*a) Report on meetings held in July & August 2021 to discuss priorities for new cemetery & cemetery extension (attached) – members noted the information in the report which had been distributed prior to the meeting and Cllr. Jordan provided members with a costings report at the meeting.    The Clerk informed members of the money that was in the budget for these works.  Cllr. R. Coward reminded members that the Town Council had some Mere stone if it wanted to replicate the stone pillars or any walls either side of new gates.  Cllr. Hazzard also asked if Sam Doman could join the grounds staff on this project to provide additional labour.  It was agreed that the Town Council would try and build pillars for the gates and incorporate this into the job.  RESOLVED to take on the first stages of this work using our own staff and to leave a row of graves adjacent to the track vacant for the time being so that work does not affect the graves being dug.  Proposal made by Cllr. Jordan, seconded by Cllr. R. Coward and carried with a unanimous vote.

*b) Request to adopt a re-wilding policy and limit grass cutting at Kingsmere Open Space  – Cllr. Rodney Coward said that he was not in favour of re-wilding at all.  If you want to see a field that has been re-wilded then you need to look at the little field on the corner of the Gillingham Road junction, opposite the Industrial Estate which has been left to nature and is now full of thick shrubs, brambles and nettles.  He pointed out that the Town Council planted copses of fruit & nut trees in the Kingsmere Open Space to help encourage the wildlife. Cllr. Coward said he was in favour of keeping the field mown as and when it can be.  Cllr. Mitchell said he agreed and pointed out that he has an open space area by his fishing lakes and he mows paths through this in the summer where people walk but he said that he finds all sorts of rubbish and dog mess in the long grass areas that haven’t been mown.  Cllr. Rachael Hansford asked if re-wilding would save time and the Chairman said that she had been talking to someone who is very keen on re-wilding who explained that it is fairly time-consuming and that things have to be done at particular times of the year.  Cllr. Jordan said that as a user he finds the Kingsmere Open Space really pleasant and that he thought the Town Council had shown particular foresight in planting the young avenue of beech trees to replace the old beech trees that were nearing the end of their lifetime.  He also pointed out that with the grass cut it was easy to spot where your dog had poo’d so you could pick it up.  Cllr. Coward pointed out that a wild flower meadow is totally different to re-wilding and needs cultivating and looking after.  RESOLVED that the Town Council continue its present arrangements for the maintenance of Kingsmere Open Space on proposal made by Cllr. R. Coward, seconded by Cllr. Ings and carried with a vote of 10 for and 2 abstentions.

*c) Tower Clock – Quotation to fit new drive motor & capacitor and refit the strike auto winding motor – With reference to the information in the Clerks Report, Cllr. Jordan said that the clock needed to be working before November.  It was suggested that perhaps it was time to think about replacing the whole clock and striking mechanism with something else as we seem to keep spending money on this and it was RESOLVED to ask Cumbria Clock Company out to re-set the clock time and also to give us a complete assessment on the clock on proposal made by Cllr. Mrs. Symonds, seconded by Cllr. Jordan and carried with a unanimous vote.

59. Finance, Policy & Resources

*a)  Payments – RESOLVED to authorise payments as shown in schedule of payments (attached) – on proposal made by Cllr. Mitchell, seconded by Cllr. R. Coward and carried with a unanimous vote.

*b) To approve Budget/Expenditure Report at 31.7.21 (attached) – members noted and approved the Budget/Expenditure Report at 31.7.21 which had been distributed with the agenda papers.

*c) Mere Bowls Club – Request for £200 grant funding to help support SWW Area Board Grant application – Cllr. Mrs. Symonds said that the Bowls Club is always neat and tidy and they are a credit to Mere.  RESOLVED to show the Town Council’s support for the SWW Area Board Grant Application by approving grant funding of £200 on proposal made by Cllr. Mrs. Symonds, seconded by Cllr. Ings and carried with a unanimous vote in favour.

*d) Changing Places Fund – the Changing Places Fund will invest up to £30 million over 3 financial years from 2021/22 to increase the number of Changing Places toilets in existing buildings in England that are accessible to the public – Noted

*e) Community Ownership Fund – the government is providing £150 million over four years to support community groups across the UK to take ownership of assets and amenities at risk of closure, sale, neglect or dereliction – Noted

1. f) Suggested terms for lease of ground floor premises at Duchy Manor Building – The Clerk confirmed that she had now head back from the Estates Surveyor at Wiltshire Council who said “as long as Wiltshire Council can break the lease in the (unlikely) event that the school needs to increase beyond 315 places, it can be for the remainder of our lease term less a couple of days. I would suggest that we make it match the other one. I am happy to keep the rent at a low level, say £100 per year with RPI increases every five years, on the basis that Mere Town Council will pay all the running costs.  Hopefully this will give you something to give to your members.”

The Clerk said that she did not know which lease the Estates Surveyor was suggesting this should match – it could be the lease for the Duchy Grounds & changing rooms which expired in 2062 or the lease for the office which had already expired (2020).   The Clerk also pointed out that although these terms sounded very favourable in terms of rent, members needed to note that the Town Council would be responsible for rates and heating costs.  Although the heating costs could not be determined, she did point out that the rates for the office came to £1422 and using this as a comparison it was likely that the rates on the remainder of this ground floor area would be somewhere between £5,000 & £6,000.  Cllr. Hazzard said that it would obviously be to the Town Council’s benefit to have this facility and this would be highly preferable to having a third party rent it out.  However, he felt that the Town Council would need to earn something from the facility i.e. be able to hire out rooms for shared office space for small businesses.  He therefore proposed that the Town Council should confirm to Wiltshire Council’s Estates Surveyor that we are minded to take on the lease, subject to the wording and clauses and ask them to proceed with preparing the draft lease.  Proposal seconded by R. Coward and carried with a unanimous vote.

323. g) Receipt of CIL funding (£323.98) from Development 20/02840/FUL – Midstone House (Warminster Hollow) – Noted
324. h) Suggestion that Mere Town Council uses CIL receipts received so far (£598.95) towards expenditure necessary to create cemetery extension – RESOLVED on proposal made by Cllr. Louise Bennett, seconded by Cllr. Mrs. Beale and carried with a unanimous vote.

*i) Suggestions for expenditure of S.106 funding – With reference to the information in the Clerks Report, Cllr. Hazzard said that it’s all very well coming up with ideas of things that we want to be done but our Clerk is working far more hours than she gets paid for and we cannot expect her to manage any additional projects and he would therefore like to suggest that the Town Council employ someone to manage these projects.  Cllr. Jordan said that he would support this idea.

60. Future agenda items
61. a) Formulate consultation response to Wiltshire Council’s draft ‘Climate Strategy’ and ‘Our Natural Environment Plan’ – the Clerk reminded members that this would be an agenda item for the October meeting.

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 in Clerks Report or enclosed/attached