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Minutes of a meeting of Mere Town Council held on Monday, 7th October 2024

Mere Town Council

Town Clerk – Mrs. L. C. Wood

 

Minutes of a meeting of Mere Town Council held on Monday, 7th October 2024 at 7.00 pm in the Andy Young Pavilion, Duchy Manor, Springfield Road, Mere, Wiltshire, BA12 6EW. 

 

Present:  Councillors John Jordan (Chair), Debbie Beale, Nick Beale, Sandra Catley, Aubrey Colman, Rodney Coward, Rachael Hansford, Raymond Hill, George Jeans,

4 members of the public

 

Public Participation Session

Judy Phillips publicised an event for the Read Easy organisation that offers 1-2-1 free coaching for adults who struggle to read or missed out in learning to read for one reason or another.  The coaching is carried out in a neutral place.  Some short videos are being shown at the URC Coffee morning at 10.30 am on Saturday, 19th October – this is not a fundraising event but an information event and all are welcome and please help publicise.

Aubrey Colman thanked those that attended the coffee morning that raised £660

 

Reports from local police representatives – None present

  1. Apologies for absence were received from Cllrs. Philip Coward, Glen Ings, Kate Symonds and Lesley Traves.

 

  1. Declarations of disclosable pecuniary interests and other interests from Councillors on matters to be considered at the meeting.

Cllr. George Jeans declared a pecuniary interest in Minute Ref: 480a) (Finance)

 

  1. Minutes – RESOLVED that the minutes of the Town Council meeting held on Monday, 2nd September 2024 be approved as a correct record. (attached)

 

  1. Matters Arising from Public Session
  • None

 

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

*a) Minute Ref. 464 b) Consultation on Proposed reforms to the National Planning Policy Framework (final submission attached) – The Chairman confirmed that the Town Council had submitted a consultation response that incorporated everyone’s feelings and thanked the Clerk for bringing this together.

*b) Minute Ref: 465b) Naming of footpath in memory of Dr David Longbourne – (see attached suggestions map) – the Chairman explained that he had been to see the Longbourne family and they were very honoured that the Town Council wanted to commemorate Dr. Longbourne in this way.  Whilst they were not against the idea of naming a path after him, they did suggest that as Dr. David Longbourne was such a keen gardener, whether there might be an opportunity to name a future road Longbourne Gardens or earmark a corner of the cemetery or some land somewhere as a spot to put a couple of benches and some shrubs instead.  It was agreed that this item should be deferred in order to allow councillors a bit more time to think about this.

  1. c) Minute Ref: 465 d) To report on LHFIG meeting held on 28.8.24 – complaint about lack of communication & progress – The Chairman confirmed that he had written an email to the Chair of the LHFIG on 26th September but had not yet received a response.
  2. d) Minute Ref: 468 d) 24-hour cashpoint machine – pictures of example stand-alone cashpoint machines were shown around. Cllr. Jeans explained the history of Post Office having a 24hour cashpoint machine as a ‘hole in the wall’ and how this was no longer possible. There was a suggestion that it be included as a ‘built in unit’ to be included within the public toilet refurbishment project. The Clerk said that it would be necessary to get design details of this because it would be necessary to find out how much space it took up and whether or not 24-hour access would need to be given.  Rodney Coward suggested that a stand-alone unit might go near the defibrillator in The Square.  It was agreed to defer this matter in order to get more information and specifications for built-in and stand-alone cashpoint machines.

 

  1. Reports & Consultations
  2. a) Wiltshire Councillors Report – Jeans supported the Town Council’s concerns about lack of progress and communication over LHFIG projects. Cllr. Jeans mentioned the RTA that took place at the top of Pettridge Lane this month and said that there had been calls from nearby residents to reduce the speed limit to 20mph although it was pointed out that this driver was 3 times over the alcohol limit and that any speed limit would not have made any difference. Extra light installations for the Church and Churchyard for Xmas was also mentioned.  Cllr. Jeans also said that a recent Appeal decision means that Wiltshire Council now only has a 3.85 years’ housing land supply which will have an impact on current planning applications and whether case officers can continue to defend appeals.  Wiltshire Council is working to update the housing land supply statement and hopes that this will be published next spring. The Clerk confirmed that Wiltshire Council is reviewing the Local Plan at a meeting on 15th October.

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

In respect of the Public Toilet refurbishment project the Chairman confirmed that there would be no decisions made until members saw the plans and quantity surveyor’s report.  It was pointed out that plans may need to be changed if the Council is going to consider using one of the toilet cubicles for a cashpoint machine and there was also another idea of using this toilet cubicle as a community fridge and foodbank distribution point.  There was a brief discussion over the fact that Wiltshire Council had still not responded to the question on the lighting on the Eric Mitchell Way.  Cllr. Colman asked to see a copy of the draft lease for Seeds4Success and asked why it was necessary to have a building surveyor and a quantity surveyor to survey the Youth Club building.  The Clerk said that she would ask the project co-ordinator to answer these questions, hopefully at the next meeting.

  1. c) Report on South West Wiltshire Area Board Meeting held on Wednesday, 11th September 2024 – the Chairman reported that the police can now determine which areas have speeding issues by using the data from the more sophisticated Speed Indicator Devices that the parishes have purchased. The Chairman suggested that the Town Council might like to look at including funds to purchase a more sophisticated Speed Indicator Device so that we can provide data to the police. The Chairman also said that he learned, at this meeting, that although our Neighbourhood Police Team is based in Warminster, our emergency response unit that deals with 999 calls has been moved from Warminster to Trowbridge so it could take at least 40 minutes to attend to an emergency.

*c) Wiltshire EV Charging Infrastructure Strategy (information in Clerks Report) – the Clerk confirmed that Wiltshire Council had secured £3.9 million capital grant funding to deploy EV infrastructure and they were looking at how they could help people that didn’t have off-street parking and asking people to identify streets where public chargers could be installed.  Members were invited to complete the survey (link in the Clerks Report)

 

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

 

Application No: PL/2024/08503
Application Type: Householder planning permission
Proposal: Single storey side extension
Site Address: Burton Farmhouse, Burton, Mere, Warminster, BA12 6BR
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000009EWYN

 

RESOLVED to recommend approval of the above application.

 

Application No: PL/2024/08663
Application Type: Consent under Tree Preservation Orders
Proposal: T1 Walnut tree – Crown reduce canopy by 3 meters.
Site Address: 14 CLEMENTS LANE, MERE, WARMINSTER, BA12 6DF
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000009LfFt

RESOLVED to recommend approval of the above application.

Application No: PL/2024/08659
Application Type: Notification of proposed works to trees in a conservation area
Proposal: T1 Willow – Pollard, cutting back one meter beyond historic pollard points to preserve structure.
Site Address: WILLOW COTTAGE, WATERSIDE, MERE, WARMINSTER, BA12 6EE
Planning Register Link: https://development.wiltshire.gov.uk/pr/s/planning-application/a0iQ3000009LZdV

 

RESOLVED to recommend approval of the above application.

 

Application No: PL/2024/02356 – Additional Information
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

 

 

In view of the Council’s previous objection relating to the fact that the property had not been marketed, the Clerk pointed out that additional information supplied seemed to relate to the marketing of the property although she could not ascertain, from this information, that this was evidence that the property had been marketed as a commercial property or part-commercial property and odd that it says that the shop had been in suspended animation since 2008 when in fact it had been used as a commercial premises and offices for the HR Support and Employment Consultancy business – as shown when carrying out a google search of Conundrum Consultancy and indeed, evidence that the property was used as collateral for the business is still available on Companies House: see  https://find-and-update.company-information.service.gov.uk/company/02935021/charges

RESOLVED to defer to the planning officer’s consideration as to whether or not this property has been marketed in accordance with Wiltshire Council’s policies & procedures.

*b) Wiltshire Council’s Draft Enforcement Policy (information in Clerks Report) – it was pointed out that there had only been 6-days’ notice for the consultation on this 75-page document.  Cllr. Jeans spoke about the issues that he felt were important to mention relating to this Policy and said that he had written these down.  Members agreed that the Clerk should try and submit these points to the officer concerned in time for the Cabinet meeting tomorrow.

 

  1. Highways, Rivers, Footpaths, Traffic & Transport
  2. a) To identify jobs for the Parish Steward, Sparkle Team and MyWiltshire reports.
  • Publish a reminder to people to cut back their hedges in Mere Matters
  • Report Wiltshire Council owned hedges on MyWiltshire Reporting pages
  • The Clerk has a standard letter to send to people whose hedges are causing obstruction or visibility issues.

The Clerk informed members that the Town Council would be collecting 100 gel sacks to hand out to people that were concerned about flooding as part of the Parish Emergency Assistance Scheme with Wiltshire Council.

 

  1. Buildings, Open Spaces, Play Areas, Sports Grounds, Car Parks, Allotments & Cemeteries
  2. a) Use of Duchy Manor Sports Field and other facilities requested for the Friends of Mere School Fireworks event on Saturday, 9th November 2024 – the Clerk reported that the Friends of Mere School had written to ask if they could use Duchy Manor for their firework event again this year which they were proposing to hold on Saturday, 9th The Clerk reminded councillors that their feedback from last year’s event was to provide more police presence/marshalls to help with the on-street parking situation, particularly in the White Road & Hazzards Hill areas and also to provide more toilets. Members noted the reassurances that Mr. Bloomfield had provided about police presence for the event and their intentions to tape & cone off Hazzards Hill.  Members felt that this was an excellent event that brought a lot of people into Mere and raised a lot of money for the school and were happy to grant permission for the use of Duchy Manor and raised the following points:
  • Drivers got stuck in the Recreation Ground car park last year because they were too tightly parked and they couldn’t manoeuvre out– It was agreed that it would be better for the committee to provide marshalls to stop people from driving into Queens Road altogether but it was agreed that it probably wouldn’t be helpful to lock the Recreation ground car park gates as access may be needed for emergency reasons. Sandra Catley agreed that she would lock the Recreation Car Park Gates later on that evening.
  • The Chairman suggested that the Committee might like to contact the Dorset Marshalls as they have the experience to help with the parking situation (The Chairman would be happy to get contact details from the Carnival Committee).
  • The Council agreed to provide a donation to the committee for the provision of 2 X portaloos (The Clerk had secured a quotation from Rob Peale and 2 x portaloos, delivered to Duchy Manor would cost £216.)
  1. b) Break in to chapel 12.9.24 – the Clerk informed members that the south chapel at the cemetery was broken into on Thursday 12th As the chapel is no longer used for storage there was nothing stolen and some minor damage to the alarms and padlock which have subsequently been replaced. The break-in has been reported to the police.
  2. c) EV Charging Spaces at Salisbury Street Car Park – RESOLVED to authorise the Chairman and Vice-Chairman to sign Licence Agreement between Mere Town Council and Pluscharge Limited and note Operating Agreement between Wiltshire Council and Pluscharge Limited

 

  1. Finance, Policy & Resources

*a) Payments – RESOLVED to authorise schedule of payments (attached) – The Clerk confirmed that there had been issues this month with Forge Garages not having any fuel and this necessitated the Clerk having to travel with the grounds staff to get fuel at a different filling station so now the Council was looking into getting an AllStar Fuel Card Account Card.  Having declared a pecuniary interest in the above item, Cllr. Jeans left the room whilst this matter was discussed and took no part in voting.  The Clerk also confirmed that the staff’s First Aid at Work certification had expired and had the opportunity to get a trainer in that would do a class for 10 and as we would only need 4 spaces, we could put this out to local businesses and organisations to see if they might be interested in sharing costs.  All agreed that this was a good idea.

  1. b) To note the reconciliations for August 2024; the Chairman confirmed that he had verified the bank reconciliation against the bank statements and signed accordingly.
  2. c) To report on the completion of the Annual Governance & Accountability Return (AGAR) Review for the Town Council for the year ended 31 March 2024 and consider the external auditor report and certificate and publish the Notice of Conclusion of Audit – the Clerk confirmed that she had received the external auditor report and certificate details and that there were no matters arising from the review. A “Notice of conclusion of audit” would now be published on the Town Council’s website.
  3. d) Wiltshire Towns Programme – Year 3 (24/25) & Year 4 (25/26) (information attached) – the Chairman explained that Wiltshire Council had changed the criteria for the Wiltshire Towns Programme and said that a draft Action Plan had been distributed showing how the Council could claim the funds. RESOLVED to submit the draft Action Plan with the amendment to remove mention of ‘recycled plastic materials’ and substitute this with ‘suitable materials’.
  4. e) Do we want to renew VisitWiltshire subscription – RESOLVED that the Town Council should no longer subscribe to VisitWiltshire and to advise the Chamber of Trade of this action so that they can take it up if they wish to.
  5. f) To set date, venue and membership for Annual Budget Meeting – it was agreed that the Annual Budget Meeting would be held on Wednesday, 20th November at 7.00 pm with membership make-up: Chairman, Vice-Chair, S. Catley, A. Colman, R. Hansford, G. Jeans, L. Traves + C. Hazzard & P. Coward (N. Beale as reserve)

*(g) Wiltshire Independent Remuneration Panel – Allowances Survey for City, Town & Parish Councils (information in Clerks Report) – the Clerk explained that the Town Council does not currently provide allowances for councillors although an allowance is given to the Chairman for expenses and individual councillors can claim travel expenses if they need to attend a meeting on behalf of the councillors.  It was agreed that councillors should complete the online survey individually if they wanted to.

*h) IT support (information in Clerks Report) – members noted the information in the Clerks Report, Cllr. Colman said that he would provide the Clerk with details of a business based in Mere that also offered the services required by the Town Council so that they could be included in the contract process.

 

  1. General Items

*a) Wiltshire Emergency Contacts Hub (information in Clerks Report) – it was agreed to give this matter some further thought.

*b) Update and feedback on the DRAFT Local Nature Recovery Strategy (LNRS) for Wiltshire & Swindon (information in Clerks Report) – the Chairman confirmed that there was a survey to complete on this and asked members to do so and submit their comment by Friday.

 

  1. Future meetings and events
  2. a) Seeds4Success 2024 AGM to be held on Thursday, 10th October 2024 from 7.00 pm at Mere Youth Centre (you can also attend via Zoom online – please contact me for joining details) – Cllrs. Sandra Catley, Aubrey Colman, George Jeans and John Jordan said that they would be attending the meeting.

 

  1. Future agenda items

Cllr. Rachael Hansford asked if the Town Council could set up an online calendar for events that will be held in the town.

 

Meeting closed at 9.02 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