Minutes of Annual Budget Meeting held on Wednesday, 20th November 2024
Mere Town Council
Town Clerk – Mrs. L. C. Wood
Minutes of the Annual Budget Meeting held on Wednesday, 20th November 2024 at 7.00 p.m. at The Andy Young Pavilion, Springfield Road, Mere, BA12 6EW.
Present: Councillors: Glen Ings (Chairman), Sandra Catley, Aubrey Colman, Rachael Hansford, Clive Hazzard, George Jeans, John Jordan & Lesley Traves
Public Session – No members of public present
Apologies for absence – Cllr. Philip Coward sent his apologies
Declarations of Interest
- Hazzard declared an interest in Floral Enhancements & Rental & Town Council workshop compound.
PUBLICATION – Please note that the Town Council will be required to provide a breakdown of expected expenditure and income to Wiltshire Council for them to publish as our precept is likely to be over £140,000
Clerks Notes on Draft Budget Spreadsheet as follows. Committee members additional comments, changes and decisions are highlighted.
EXPENSES
ADMIN
Advertising – no comments
Audit Costs –This heading covers both internal audit fee and external audit fee.
This year’s internal audit fee was £560 and the quotation for this year’s fee was the same
Last year’s external audit fee was £600 but this year we paid £1050. Scales of fees for Town & Parish Councils external audit fees are based on bands of annual income or expenditure, whichever is the higher. There are also additional fees if the Annual Returns, supporting information and explanations are not submitted fully and accurately within the required timescales and the external auditors may also apply extra fees where they have to consider objections to the accounts from local electors or exercise special powers in relation to the review or undertake any special investigations.
Our likely fee will either be £840 or £1050 depending on whether our income or expenditure exceeds £400k. I have based the budget figure on worst case scenario.
Bank charges – Up until now we have not paid bank charges but we have just received a letter from the bank to say that on 14TH January they are changing our Treasurers Accounts to Business Accounts – this will apply to our general and imprest account. The charges will be £8.50 per month for each business account – that is £204. There will also be charges for transactions but we will have 100 free electronic payments a month – this includes DDs, SOs and Faster Payments. So… it is unlikely that we will exceed 100 transactions per month in the year ahead although we will incur costs for cheques paid in and out and cash paid in. (This occurs at allotment time). We could reduce the bank charges by closing the imprest account which is only used for Payroll expenses – this would save £102.
Election Costs – Wilts Council will be seeking to recover T & P elections costs for the 2025 main elections. The suggested fee given by Wiltshire Council in January 2021 for a medium sized parish/town council was between £7938 & £8985. Our reserves were reduced at the 2022 and last year it was agreed to retain reserves of £2700 but budget only £900 in the knowledge that we will need to budget a further £5400 next year I order to meet the 2025 election costs. Reduce budget to £4900.
Hire of Rooms – no comment
Insurance – In 2022 we entered into a 3-year undertaking to stay with Came & Co. Therefore, we would need to remain with them until June 2025. Last time we asked, the other main local council insurer would not provide us with a quotation due to our claim history but I have flagged it up to ask again in early 2025. The insurance renewal was £4513.99 this year. Suggest budget of £4700
Legal Services – The leases for the toilets & two car parks have been dealt with and legal services paid. We paid £800 for the licence agreement with Econetiq that got shelved and will have a small fee to pay for the licence agreement with Pluschage. We will have the lease for Office and old Children’s Centre + renewal of lease for Mere Croquet Club + renewal of lease for Railway Modellers Club (the legal fees for the Youth Club lease renewal have been included elsewhere in this report) which we haven’t started on yet. The Office/Children’s centre one is likely to be complicated but the other two should be straightforward. I have therefore reduced the reserves to £4000 and suggest we make no budget this year.
Office expenses – I have changed this heading as it used to include servicing computers, software updates, software, internet security etc. I have now made a separate heading for this. So… going forward, office expenses will include stationery, stamps, cleaning, office equipment not connected to computers. Costs for office expenses so far this year have been £921. Suggest we retain £400 in reserve and budget £1250 for next year.
Petty Cash – no comment
Office rentals/rates – We pay £50 a year in rent but we are responsible for rates. Last year’s rates cost £1596.80. Suggest budget increase to £1700
Subscriptions – our present subscriptions are:
South West Councils – £499
WALC – £905.14
Wiltshire Wildlife Trust- £36.00
CPRE – £36.00
SLCC – £240
Telephone/broadband expenses – Our current provider is Mainstream Digital: We have changed over to VOIP phones this year. Expenditure so far this year is £335.35. Suggest we reduce reserves to £240 and budget £600 fo next year again.
IT Support – As you know, we are currently seeking some help with an IT support package. It would be nice to find one provider that can deal with website, email issues, computers, hardware and software. I have ongoing communication with Tim Cook but, for the time being, I suggest we reduce reserves to £375 for remainder of this year and budget a further £750 for next year.
IT & Software – this is a new budget heading and includes our Scribe Accounting Software (£1487 April 24), anti-virus, AnyDesk remote working software, hardware etc. We have overspent this year as we needed to pay for remote working software (free provision expired). I have put in a budget of £2000. This heading does not include new computers which is listed under Capital Purchases.
Staff & Councillor training :
We have carried out some training from our training requirements list this year. The current priorities are Play Equipment Inspection & NRSWA + First Aid at Work for Paul. I would suggest that we go ahead and use the SSEN funding for the NRSWA training courses, as they would enable our staff to work on the highway (clearing drains during floods etc). Therefore, suggest we retain reserves of £1030 and budget a further £750.
Training requirements (wish list) for grounds staff: NB the prices were obtained in 2021
- Simon – RPII (for those responsible for routine inspections of play areas) – £135 (completed)
- Simon – Legionella (completed)
- Simon – First Aid at Work course – (completed 2020) due to take place in January 2025
- Simon – Pest control (completed 2020)
- Paul & Sam – Brushcutters & Strimmers (completed 2023)
- Simon & Paul – Basic Tree Inspection
- Simon & Paul Simon + Paul – IPAF (working from platform (cherry picker) course
- Sim & Paul– Ride on mowers – £225 + VAT per person
- Paul – First Aid at Work course @ £90 due to take place in January 2025
- Simon & Paul – NRSWA (Signing, Lighting & Guarding) @ £175
- Simon & Paul– NRSWA (Operatives Course) @ £695
- Simon – Chainsaw cross cutting and felling 380mm diameter £400 completed 2024
- Paul – Weed spraying (Pesticide – Hand held applications) – £520 completed 2024
- Training requirements (wish list) for admin staff:
- Clerk – conferences, seminars as and when available
- Other admin – CILCA
All staff undertook some basic Health & Safety training in 2024
Travel Expenses – No comment
Data Protection Registration – No comment
Project Management Admin – No comment. Reduce reserves or budget by £100.
Outsourcing – HR & Payroll, GDPR – no comment.
DUCHY MANOR (Old Children’s Centre)
Rentals/Rates – indication from John Price in 2022 (before he retired) was that the rental would be low, say £100 but that the Town Council would be responsible for all other outgoings i.e. rates. Making a comparison on rates/size of office, I calculate this to be somewhere in the region of £5-6k (apparently toilets and corridors do not count towards rateable values). We have £2500 in reserve so I suggest we budget a further £3500. The Council voted to remove budget allocations last year on the basis that we are not likely to have a lease in the foreseeable future. As you know, we are making some headway with the draft lease although it is impossible to say when negotiations might end and what the outcome will be.
Heating/Utilities – Currently the Children’s centre is heated by oil. Don’t know anything about water and electricity. We have £1000 in reserve. Suggest we retain reserves and also look into energy solutions for whole of this part of building.
Repairs/Maintenance – As you know, the basis of the draft lease is that MTC will be responsible for the maintenance and we have just asked for some quotes for the building condition survey work. I am worried that the remainder of the building still has the Crittall windows and flat roof has not received any attention in years. I would also suggest that members take a look at the old offices – not in a very good state of repair. Suggest we retain £2500 and budget a further £1000. Recommended that we do not budget a further £1000.
ALLOTMENTS
Materials & repairs – Work on the Wellhead car park was carried out in 2019/20 and some of the residents made a contribution towards this work. Town Council is budgeting funds to build reserves so that this work can be caried out again in the future. Also, we have identified need for a further water trough at Southbrook – the supply can be piped from the other trough above ground level. Wessex Internet were going to do this when they put in their pipework but this was planned for spring 2024 and I have heard nothing from them. Reserves are only £750. Suggest we retain reserves and budget a further £250. Recommended that we do not budget a further £250.
Pest Control – no comment
Rentals – we agreed a £20 rental increase with the Duchy of Cornwall. Our annual rental will be £610
Water rates – water is turned off during the winter and used during spring/summer months only. Usage and therefore cost is largely dependent on weather conditions. The cost of water at Jack Paul Close allotments (which is the smallest allotment site) is nearly 3 times the amount of water at Wellhead allotments. Would suggest the reason or this is that it has a standpipe and not a trough and last year it was agreed that we should change the water source to a trough although this hasn’t been achieved yet. Suggest we reduce reserves to £150 and budget a further £650 again for next year.
ANDY YOUNG PAVILION
Equipment & Furniture – We purchased a small new fridge last year and suggested that there might be a need to have new tables/chairs and replenish kitchen equipment. Suggest we retain reserves of £230 and budget £270 to build up for these replacements. Suggest we retain the current reserves of £500 and add another £250 next year. Recommended that we do not budget a further £250.
Fencing & Security –Not aware for any immediate fencing and security issues at the moment. Suggest we retain reserves at £440 & make no budget.
Footpaths & Car Park – Due to the new car park, lighting etc, we removed all reserves last year. Should we start building reserves for future maintenance?
Gas – We have £800 in reserve. Suggest we reduce reserves to £400 and reduce budget to £250.
Maintenance/Repairs – The building was built in 2005 and is now nearly 20 years old and we need to look after it or it will start to deteriorate. The sewage pump is a bit of an issue and has had some repair work for which we have not yet received the bill. Suggest we retain reserves of £1390 & reduce budget to £500.
Cleaning Equipment/Materials – No comment
Water & Sewerage – No comment
Consumables – No comment
Fire Alarm Maintenance – We have a contract with Wessex Fire & Security
BAND HUT – The Town Council did agree to build up reserves so that when the roof needs replacing, we have enough money to do the work. However, we reduced the reserves from £3000 to £750 two years ago and only budgeted £750 last year. Suggest we budget a further £750 this year although I am aware that the Railway Modellers Club have been doing a lot of maintenance to the building (repairing woodwork and repainting windows). Suggest we retain reserves of £1500 and budget a further £500. Recommended to retain reserves of £1500 but make no further budget.
We still need to action getting an asbestos register for the building (as approved last year). Do we not need to have an asbestos register for Youth Club, Clock Tower etc?
BOWLING GREEN – No budget allocation. Green is leased to Bowls Club.
BUILDINGS
I have previously registered my concerns over the reduction of our building reserves as the asset value of our buildings is considerable at £1.2m and the current level of reserves + budget of £16k – £21k is not sufficient money for us to deal with any kind of catastrophe with our buildings whilst also enabling us to continue with our current service and function level.
There was a long discussion
Chapels – Chapels are in a state of dilapidation/structural movement is a possible issue. We got the broken windows to the south chapel repaired in 2019/20 and they are all looking extremely smart – some of this expense was covered by insurance claim and some by Town Council. The grounds staff have suggested that the doors might need replacing/refurbishing for both chapels and Simon has recently pointed out to me that there are holes in the roof of the north chapel (ridge tile missing & other tiles need replacing) I suggest that we retain reserves of £2345 and budget a further £500 budget. The Council has authorised me to get a building surveyor in to look at the north chapel. Incidentally, we have actually used the chapel for services twice this year and received a small amount of income. Recommended to retain reserves of £2345 but make no budget.
Clock Tower – the Town Council spent nearly £16k refurbishing the Clock Tower during 15/16 financial year which diminished reserves. In 2021 we carried out a Fixed Wire Test of the building and remedial electrical work that was identified. However, we do have a leaking roof and the grounds staff suggest that this needs looking at. They also suggest that the front doors could do with a bit of refurbishment/repainting work. Suggest we retain reserves of £4045 and budget a further £500. Recommended to retain reserves of £4045 but make no budget.
Clock – Back in July the council voted to proceed with the work quoted by the Cumbria Clock Company to repair the strike train at a cost of £2770 + VAT. There will be extra costs for this because we need to hire a cherry picker (we are going to co-ordinate doing the Xmas lights at the same time so that we don’t have to hire it twice. The clock won’t need a service in 2024 but will need a service in 2025 the cost of which will be £215.
Clock Tower Island – The committee reduced reserves by £3800 two years ago. Reserves now stand at £890 so I suggest we budget £200 again.
Jubilee Garden Walls & path – The walkway in Jubilee Gardens was resurfaced in 2021 at a cost of £4150. Surrounding walls need repointing and initial estimates a couple of years ago were in the region of £1000. Suggest we retain reserves of £1500 and make no further budget. Recommended to reduce reserves to £1000
Pennybank Lane Walls – Six years ago it was noted that part of the brick wall on the eastern side of Pennybank Lane had been removed and replaced by a fence. Upon investigation it turned out that Mr. James Chalke had bought the property and had removed the wall believing it to be his. Mr. Chalke said he would be happy for the Town Council to rebuild the wall and we collected and stored all the bricks so we could rebuild the wall if we wanted to. Members previously agreed that rebuilding the wall at some point should be a subject for future Full Council discussion (never held). We had reserves of £3200 to do this but members reduced them drastically two years ago. Suggest we retain reserves of £750 and start building reserves again by budgeting a further £350 this year. Recommended to retain reserves of £750 but make no budget.
War Memorial – The War Memorial was completely refurbished/cleaned in 2018 at a cost of £6300 (we did get a grant to help with the cost). Suggest we retain reserves of £1750 and budget a further £250 to rebuild reserves.
Huntsgatge Play Area Walls & railings – Hopefully, if the wall got knocked down by a parked car then we would be able to claim off third parties’ insurance. Sam has repainted the railings. I would suggest we retain reserves and add a further £250.
Horticultural Shed – Sam has carried out a lot of exterior repainting work although there is still some to do. Suggest we retain reserves of £1000 and make no budget.
Office – We added UPVC windows some years ago and I am concerned about the flat roof. The office will need carpeting/decorating at some point in the near future. I suggest we start building reserves again and have budgeted £500 to add to reserves of £1000
Telephone Kiosk, The Square – we have £250 in reserve. The telephone kiosk was all painted in 2018. Not aware of any need for refurbishment/repair. Suggest no budget.
CAPITAL PROJECTS
Vehicle & trailer – We purchased the Mitsubishi in 2015 for £5850. We paid for major maintenance work on it last year on the understanding that we could nurse it through a couple more years. Also…. What would we get to replace it? We have reserves of £7000 and suggest we budget a further £1000 to build up reserves to buy new vehicle.
Litter bins –The problem with providing new litter bins is that they have to be emptied which is more work on our grounds staff and the waste has to be removed which is more cost on our waste removal contract. We have been asked, however, to provide a litter bin for the Edgebridge/Walnut Road area and with the new development at Woodlands Road – this is likely to be more of a demand. A sturdy metal litter bin costs between £600 & £800. We also need a new litter bin to go outside the cemetery car park gates. Suggest we retain reserves of £1040 and purchase the two new litter bins this year.
Replacement tractor/ride-on mowers – We have used up all our reserves on the purchase of the two new ride-on mowers & we need to build up reserves for the replacement ride-on mowers which we should do before they are on their last legs and we become desperate. Suggest we budget £3000 to add to reserves of £1500
Trimax Mower attachment – our Trimax mower was purchased a long time ago. The grounds staff have carried out extensive work on it during the past couple of years to extend its lifetime but it is going to run out fairly soon and we certainly don’t want it to run it during the spring or summer. I have received a keen quotation from Hunt Forest for a new model at £8575 which is why I have added £5075 to the budget heading. Recommended to go ahead and purchase this new mower attachment a.s.a.p.
Office equipment – The Town Clerk’s computer replaced in 2016/17 financial year and Clerks Assistants computer purchased in 2013/14 financial year. Equipment which was necessary to implement zoom meetings but unanticipated was purchased in 20/21 financial year. This was justified as Clerk applied for and received a business support grant. Main printer was replaced last year and Clerk has a second monitor too + Roger had new office chair. I would suggest that certainly one of the computers should be replaced this year and that we should keep reserves of £1200 and budget a further £225 to build reserves. Cllr. Jeans suggested that the Council should look for Uninterruptable Power Supply (UPS) to provide back up to run telephone/office in the event of power cut for next year’s budget.
Seats & benches – the Town Council’s policy is to have these donated. Please see separate item under Recreation Ground for benches in Rec.
Xmas Lights – We have £680 in reserve for new/replacement lights. We have had to order 1 new string of lights this year and, fingers crossed, when the lights get erected this weekend, they will all work but sometimes we have to order a new string at the last minute. (one string costs about £200) Suggest we retain reserves and make no budget.
Play Equipment for Castle Hill Play Area – The multi-play unit was purchased in 2014, using Policy R2 funds and the swings had been refurbished a few years prior. The low level wooden trailway and matting under the swings has just been replaced (October 2024). We used S.106 money for this work.
Skatepark – it would be lovely to extend the skatepark and do a Phase 2 because it is very popular. Could possibly get funding for this but I think the feeling is that there are far more urgent items for the time being.
Swimming Pool/Outdoor Gym Equipment – Our intentions were to build an outdoor gym area inside the old swimming pool site and indeed, we filled in the old swimming pool at a cost of £3880. The whole project was put on the back burner because Mere School wanted to use part of it within the car park expansion project. This has now been completed and last year we installed a pétanque piste on the site, leaving a good sized area that could accommodate a table-tennis table or we could perhaps use it for calisthenics workout equipment – any of these options could be funded from our S.106 funds and it is possible that Roger can include it within the MUGA refurbishment project. For the purposes of the budget meeting, suggest we retain reserves of £1120 as this was in fact a third-party grant received for the outdoor gym project.
Public Access Defibrillator – the defibrillator in The Square is a new replacement (insurance claim) that was installed in October 2022 at a cost of £1074. A new defibrillator was installed outside the Walnut Tree which was partially grant funded. The defibrillator outside the dentist is the oldest. Suggest we retain reserves of £250 and budget a further £250 to build up funds for a replacement.
Storage containers for grounds equipment/staff – As far as I am aware the storage situation is OK at the present
Automated Speed Watch /ANPR Camera – the chairman has suggested that a speed indicator device that collects data would be helpful in demonstrating average speeds on certain roads and my help to prioritise requests for speed limit assessments. Therefore, I have included £1000 in the budget allocation towards this. There was a long discussion about the requirement for this to help with speed assessments but Cllr. Jeans put forward the case to get a device for Automatic Number Plate Recognition. It was agreed that this should be a discussion for a future council meeting.
Grounds machinery & power tool replacements – the grounds team would like a battery operated mini-chainsaw, two-wheeled wheelbarrow and various other items of machinery, equipment to help in their day-to-day work. Suggest we retain reserves of £780 and budget a further £750
CAR PARKS
Castle Street Car Park – Rates – no comment
Salisbury Street Car Park – Rates – no comment.
Maintenance – Reserves have been reduced during the last three years and now stand at only £1165
Future work requirements:
- Pointing work on stone walls around Castle Street Car Park.
- Capping work and some pointing to walls around the Railway Modellers Club. Also to install some HD bollards as the walls keep getting hit by cars.
- One of the stone walls in Salisbury Street Car Park is coming away from the pillar – I think it is due to a that have been planted by a resident living adjacent to the car park.
- Dead tree in Salisbury Street car park.
- Bay marking for motorbike parking (the current motorbike parking area will be where the new EV chargers are going and so I plan to move the motorbike parking to the other side of the car park)
- drop curbs to allow for parking on the wide pavements at the entrance to the car park either side
Suggest we retain reserves and budget a further £500
Dropped kerbs by Doctors Surgery – last year we diverted funding that we had previously set aside for a different purpose (no longer required) to be used to provide a dropped kerb by the Doctors Surgery to aid wheelchair access. I am hoping to proceed with this project in the very near future but will need to get outside contractors to do the work so I suggest that the reserves are retained.
Metal tie support strap for wall in Dark Lane – George Jeans suggested that the wall is unstable and that we should look into providing a metal tie support strap. He has sent me some photos.
CASTLE HILL
Flags – Each flag costs about £160. Requirement for new flags is slightly dependent on the weather, especially in the winter. I like to leave enough in reserves to purchase 4 flags a year, if necessary. Therefore, I suggest we retain reserves of £515 and budget a further £125. Recommended to retain reserves of £515 but make no budget.
Flag Pole – It was agreed last year that we would investigate the idea of purchasing a new aluminium flag pole rather than repair the old flag pole. The quotation we received from Hampshire Flag Company was for £5790 + VAT which the council agreed to do given the RA of lowering the old flag pole etc. However, this quotation included the removal of the old flag pole and our own grounds staff have carried out this task, saving the Council £2780 on this quotation. Therefore, the costs should be reduced to £3010 (I have allowed a little extra).
Grass seeds & weed control – no comment
Maintenance of floodlight – no comment
Rentals – no comment
Signs/information boards – no comment
Gates/fences & footpaths – we really ought to replace the whole of the fence around Castle Hill and Long Hill as it is in very poor condition. However, this would cost a substantial amount of money. We have £4394 in reserve for both Castle Hill & Long Hill combined and I am suggesting but we budget a further £1500 lbs for the combined areas. This will give us nearly £6000 which will not be sufficient to carry out the work but may give us some match funding to go to Rural England and ask for a grant to fill the shortfall.
Tree management –This is for Castle Hill only. Suggest we retain reserves of £1538 and make no budget.
Castle Hill Environment Plan/HLS Scheme – Our environmental stewardship scheme expires in September 2028 and we should continue to receive our grant funding year on year as long as we comply with the conditions, i.e. keep the hill grazed and carry out some scrub clearance. I am concerned that the ground staff are not going to get the opportunity to get any scrub clearance carried out up there again this year (that’s two years running) and it is therefore imperative that we keep the goats grazing on there (see fencing concerns). This budget heading does not really need any funding allocated to it (just time).
CEMETERY
Rates – No comment.
Walls, railings & footpaths – Future work requirements are:
- solve issues around gate on the northeast corner by Barnes place. (The gates don’t meet because the pillars have moved due to large oak tree roots)
- painting railings
- pointing perimeter wall where necessary (the walls are not in the best condition and would cost an awful lot to repair if they fell down).
Suggest we retain reserves of £2300 and budget a further £200
Water Rates – No comment
Signs & Security – I would think that £273 may be sufficient to refurbish the solar panels on the Victorian street light at the entrance to the old cemetery.
Tree Management – Reserves are allocated to deal with actions in tree inspection report. As you know, we have concerns about the state of the yew arch. Also, you will recall that a tree blew over onto the garden wall of an adjoining landowner last year and I have concerns about other trees/shrubs in the vicinity. I would suggest that some tree clearance work should take place here. Indeed, George Jeans has recently met with a resident who has raised their concerns about this although I have yet to meet with him to confirm boundary ownership. Suggest we retain reserves of £1230 and budget a further £500.
Ground & Weed Management – Grounds staff would like to remove some of the spoil from the old cemetery. This would require the hire of machinery and could be done when footpaths are refurbished or when work on new cemetery is carried out. Suggest we retain reserves of £180 and budget a further £100
Materials/Repairs – I would suggest that these reserves are added to the Walls/Railings/Footpaths and a concerted effort is made to improve footpaths, gates, railings, walls, fences etc. over the next few years. Retain reserves but make no further budget.
NEW CEMETERY
Drainage & paths – Phase 2 of the drainage and path work was carried out last year. Although we will need to build reserves in future years, I would suggest that for now, we retain our existing reserves and make no further budget for the time being. Recommended to reduce reserves by £1000 to £1000.
Fencing, gates & hedging – I was wondering whether we could divert these reserves into the heading below and make a concerted effort to get the new gates and driveway at least started – it would give us £3705 with the reserves and budget I am suggesting.
New gates & drive – See above suggestion: We can get new gates from The Iron Works and Gate Company in Malmesbury for £650 – https://www.ebay.co.uk/itm/152693171699
Suggest we contact them and see if they can do a couple of sets of railings too and perhaps, we could then afford to build a couple of pillars and two sections of short wall with our Mere stone. Suggest we retain reserves of £2500 and budget a further £500. Members agreed with this suggestion and recommended that this work proceed during the financial year.
Water – No comment
Planting scheme – No comment.
Lych Gate – Members have historically said that although this was an aspiration which was financially unviable but requested that I keep it as a budget heading in case the situation changes.
Signage – Signage & new noticeboard was replaced in 2021. No reserves. No budget.
Burial Books – no comment
CHAIRMAN’S EXPENSES – No comment. The Chairman confirmed that he felt the level that the expenses were set at was adequate to meet the actual expenses.
CHAIRMAN’S PENDANT – No Comment
CHANGING ROOMS
Electricity – Please remember that the office electricity supply (which provides heating as well as lighting/computer comes from the changing rooms supply as well as the MUGA lights). The adult football club are using the showers although the electricity costs for the changing rooms have never historically been large and gas has always been more of a concern. However, this year I have noticed an increase at a time when the Town Council has not had any heating on in the office and I am aware that the football club have been running electricity over to the Rec and running a burger bar under some kind of gazebo (I don’t know whether or not this was a one-off so I would suggest this should be monitored). Anyhow, owing to increased energy prices, I suggest we increase reserves to £750 and budget a further £1000. Aspiration would be to change the water heater/showers in the changing rooms to something a little more user friendly.
Fire Alarm Maintenance – no comment.
Gas – now that the football club are carrying out their own legionella testing it means that we do not have to run showers/light boiler so frequently and the gas bills are not too high. Football club have been able to pay the gas usage. I suggest we retain reserves of £400 and budget a further £250.
Maintenance/Repair – Two years ago, the Clerk recommended that the Town Council should spend reserves and decorate and smarten up the changing rooms but, unfortunately, the Town Council did not agree and they recommended that all reserves be removed from this budget heading (£1572). We did budget £300 last year and the football club have redecorated the changing rooms this year in lieu of a reduction to their fee. I suggest we retain remaining reserves of £250 and budget a further £250. Recommended to retain remaining reserves of £250 and budget a further £150.
Security – no comment.
Water & sewerage – as Gas above. The water usage is likely to increase due to increased football usage. I suggest we retain reserves of £330 and budget a further £200 for next year.
Boiler Maintenance & water testing – We have one contractor to service the big boiler and another to service the smaller boiler although he has advised that we need to install an isolation valve to isolate the supply from the school supply in the event of a leak or fire. He is unable to issue us with a full certificate without this. I have informed the EA. Water testing is carried out by the football club and professionally if thought necessary or prudent. Suggest we retain reserves of £800 and budget a further £200. Recommended to retain reserves of £800 but make no budget.
CLIMATE CHANGE INITIATIVES
The Town Council has aspirations to be proactive with climate change initiatives such as solar panels for Duchy Manor, changing rooms and/or public toilets, EV charger for Duchy Manor and possibly Castle Street car park. Reserves have been built up, depleted and built up again over the last three or four years. Last year there was a discussion about getting solar panels for the roof of the town council offices and changing rooms and whether or not there might be grant funding available to help with such a project. Suggest we retain reserves of £4320 and budget a further £500. Cllr. Jordan said that we had £4320 sitting in reserves with no real plan of how we are going to use this money. Recommended that we remove £3820 from reserves, leaving £500 and make no budget. However, between now and next year we should seek advice and obtain surveys for energy saving and alternative energy solutions.
Community Resilience Group – members may recall that this was grant funding secured by Cllr Rachel Hansford in order to appoint a contractor to co-ordinate the Community Resilience Group. This purpose is no longer necessary and I would suggest that the funds are used for the training for our ground staff and generators for public buildings as these would be suitable alternative uses under the community resilience umbrella. Recommended to take up this suggestion and use the funds for streetwork & signage training for our staff (NRSWA)
Croquet & Boules Club – Time resources have not allowed for any work in preparing the lease renewal for the Croquet & Boules Club although the funding for this is under a different budget heading. We have concerns about the future of the club as it had depleted membership and much land maintenance to do or fund which will revert to us if the club folds. I did hear, however, that membership had improved slightly on the back of the AIM event we held. Members should be aware that there ae also issues with a large beach tree to the left of the gate which, incidentally, is not on the Town Council’s tree register. Suggest we retain reserves at £500.
DEFIBRILLATORS (Maintenance) – No comment.
DUCHY MANOR GROUNDS
Maintenance – Future work requirements:
- Fencing between Duchy Grounds and Burton Path needs some attention
- Fencing along eastern boundary also needs some attention
- Pest control would now appear to be an annual expense of about £750.
Suggest we retain reserves of £950 and budget a further £1000.
Rates – No comment
Rentals – No comment
Security/Safety/Lighting – One of the lighting bollards was damaged by vandalism. Having spoken to the manufacturers, they tell me it is not possible to replace the broken components but that the whole bollard needs to be replaced at a cost of £340 + installation costs. Therefore, suggest we retain reserves of £370.
Signs – Would like to get a Mere Town Council sign. I know this has been previously approved in any case. Would suggest largish sign on two posts and now that school expansion works have been completed, we can agree wording and location etc. Suggest we retain reserves of £300 and budget a further £100
Tree Management – Funds should be retained in order to respond to actions within tree inspection report. We still need to plant two smaller trees to replace the two felled poplar trees. Suggest we retain reserves of £1190 and budget a further £300.
EVENTS – VE Day 80 will be commemorated on 8th May 2025. Encouraging Beacons and Lamp Lights of Peace and raising of unique VE Day flag. I would suggest that it is going to be very difficult for the Town Council to arrange too much for this event given that elections will be held on 1st May and the first Town Council meeting is likely to be 12th May.
FINGERPOST SIGNS – We were successful in receiving a grant for £400 towards the refurbishment of one fingerpost at the end of 2020 financial year and another one at the beginning of 2021 financial year. We now have all the letters/numbers to complete the two signs that we want to repair so suggest we retain reserves of £800 and add another £200
FLORAL ENHANCEMENTS – No comment
FOOTPATHS
Footpath Group – this is the Footpath Group’s money
Seed money to tarmac Burton Footpath – £1000 was taken out of reserves last year. Do you want to start building up reserves again? (We were building up reserves to act as seed money for LHFIG request. ) Recommended to remove the £700 in reserve.
GOUNDS EQUIPMENT
Small Tools & Equipment – No comment
Branded Work Clothing – No comment
GROUNDS EXPENSES
Fuel & Oil – Need to increase budget as cost of fuel & oil has increased. Suggest we reduce reserves slightly to £2000 and budget £5780
Hedge cutting – Although we have bought a new tractor, I am not sure that we can afford to buy a hedgecutter attachment so, unfortunately, we cannot yet do away with having contractors in. Suggest retain reserves of £500 and budget a further £400.
Hedge planting/gates/fences – No comment. Recommended to make no budget.
Play equipment repairs (in house) – We have just received the 2024 RoSPA Inspection report which identifies various works and repairs, most of which can be carried out “in house”. Recommended to make no budget.
Seats & benches (repairs & maintenance) –No comment. Recommended to make no budget.
Signs – no comment. Recommended to make no budget.
Hire of Equipment/machinery – Recommended to include a new budget heading ‘Hire of Equipment’ in order to save the grounds staff time i.e. hiring chippers, dumper trucks. The inclusion of this heading may also allow us to carry out jobs that would otherwise need to be carried out by outside contractors.
Weed Control – no comment
Vehicle road tax & insurance –No comment.
CCTV and/or Wildlife Cameras – We have suffered vandalism in the past and we occasionally get “hot spots” which move – sometimes it is the pavilion, sometimes it is Salisbury Street Car Park & other times it is the cemetery. We also have little problems like someone repeatedly allowing a dog into the new cemetery, or someone deliberately leaving the gate open on Castle Hill to let the goats out so we wondered if some kind of more mobile CCTV might prove to be useful. I am not sure how this would work with GDPR though. We budgeted £500 three years ago so that we could consider this which is now in reserves. Suggest retain reserves.
Rental for storage containers/compound – Rental is £3600 per year (£100 per container, per month). The Town Council has three containers at Townsend Nurseries and the tractor is houses in another large shed. I am not aware of any other suitable location to use as a compound area although we have got an interest registered with Wiltshire Council. The problem at the present time is that there is not enough space to store all our equipment in one location and the grounds staff spend a lot of time going from one place to another to pick up one piece of equipment before they can actually get on with their work.
Other storage facilities – the Town Council does use a large shed at Southbrook for storage. This shed needs some attention and would like to retain reserves of £300 but make no budget.
GROUNDS MACHINERY – This section is for maintenance, service & repair costs only. Any new machinery or replacement machinery comes under capital purchase. Obviously, it is not practical or desirable to spend more money on repairs than it would be to buy a new piece of equipment. However, sometimes a chainsaw or a strimmer can be repaired several times but each time the repair cost is minimal. I would like to point out that Paul has significant experience with machinery & vehicle maintenance and the grounds staff now carry out a lot of maintenance work themselves which saves us a lot of money. i.e. Trimax. Please note also that if the council does decide to purchase a new Trimax roller mower then I would suggest we remove the £1650 in reserve for maintenance as a new machine should not require much in the way of maintenance during the first year. As the recommendation was to purchase the new Trimax then members agreed that the reserves should be removed also.
GROUNDS SUNDRIES – No comment
HEALTH & SAFETY
Outsourcing Health & Safety – our contract with Guardian Advisors is working well, we have received some training, some Risk Assessments, a Fire Risk Assessment for the pavilion and shown Keith around our premises etc. We have First Aid training taking place in Januay and we are currently waiting for a DRAFT H&S Management Document.
Fire Safety – No comment.
First Aid – No comment.
Pest Control – I have moved the funds under this heading to Duchy Manor Sports Ground.
Play Equipment Inspection – No comment
PPE – No comment
Tree Inspection – We have been building reserves for the tree inspection which should take place this year (every 4 to 5 years). However our arboriculturist contractor has changed career direction and so I have had to go out to tender for a new tree inspection contractor. I have sent emails to various companies/contractors but sadly only two have come back asking me for further details which I have provided. I am now waiting for quotations.
Retain reserves of £1800 and budget a further £600.
Signs/barriers – No comment
PAT testing – No comment. Due to be carried out shortly.
Fixed Wire Testing – Our H&S advisors have requested that we get all our buildings tested every five years. I am now waiting for quotations.
Legionella Risk Assessment – no comment.
HUNTSGATE (WALNUT ROAD) PLAY AREA – we should now start building reserves for maintenance/replacement parts and equipment.
KINGSMERE/LONGHILL OPEN SPACE
Tree Works – Tree Inspection Report has identified an awful lot of ash dieback that will need dealing with but this is complicated as could involve the need for a Forestry Commission licence. We have a vast amount of ash die back but will be concentrating on removing trees that are nearest the footpaths. I am hoping that much of this work can be done ‘in house’ now that we have the appropriate chainsaw tickets for our ground staff. However, the very old and large Beech trees on the southern perimeter of Long Hill are a cause for concern as they are now showing signs of old age and stress and losing limbs. Suggest we retain reserves of £2000 and budget a further £1000.
Fencing & Hedge cutting – Please see comments under Castle Hill – Gates/Fencing/Footpaths on page 7 of this report. Recommended to make no budget which would provide slightly less money to provide match funding for fencing grants.
Water Supply – No comment
MUGA
Maintenance& Floodlights –– Roger is doing some consultation work on refurbishing this facility at the present time. There may also be an opportunity to get some match funding from Sport England. Suggest we retain overall reserves but make no budget.
NEIGHBOURHOOD PLAN
I am not aware that the Neighbourhood Plan needs funding from the Town Council.
Payroll – to discuss at meeting under ‘CONFIDENTIAL BUSINESS’ – see additional confidential information
PUBLICITY/TOURISM PROMOTION
VisitWiltshire – the Town Council has decided not to subscribe to VisitWiltshire again. We will be using the Explore Wiltshire Events platform to promote events in the town instead this year and we will be claiming funding from the Wiltshire Towns Programme to add the events/data.
Website – the Town Council’s website was reworked four ears ago to comply with the new website accessibility requirements but the requirements have been changed again and more work is needed on the website. I am currently exploring options for an all-encompassing IT package so suggest we retain reserves of £415 and budget a further £550.
PUBLIC TOILETS
Personnel fee for holiday cover & extra cleaning – we have recently contracted MG cleaning to carry out holiday cover for the public toilets which was successful although I have not yet received an invoice. Suggest we retain reserves of £300 and budget a further £500.
Service Contract for Wallgate units – I am awaiting a price for the service contract for the newer Wallgate unit in the toilet block that is being used (obviously we don’t really want to service the old unit that is in the gents toilet bloc as it is not being used and the unit would probably need to be replaced in any case).
Cleaning Equipment – No comment
Cleaning Products – No comment
Dispensers – We have learnt that it is better to buy the more expensive stainless-steel ones than the cheaper plastic ones. Retain reserves of £144 and make no budget.
Security – since locking the toilets at night we have not suffered from any vandalism shall I suggest we make no budget for security.
Plumbing & Repairs – Suggest we retain reserves of £715 and make no budget.
Electricity –No comment
Water & sewerage – No comment
Refurbishment Costs – following last month’s town council meeting Roger is reviewing this project. Whatever the level of refurbishment that is eventually agreed by the town council it will require funding and the town council should maybe think about the level of funding it wants to apply to this project and how that funding is to be achieved i.e. Via the precept or a loan.
RECREATION GROUND
Gates, fencing, hedges, locks & security – No comment
Hedge cutting – This is an issue and I would like to revisit the controversial concept of reducing the height of the hedge drastically as its present height causes a lot of problems for cutting and maintenance. Also, I wonder if we should fill in the archway gaps that have been created by residents as a shortcut.
Health & Safety – no comment
Legal/valuations – no comment
Play Equipment/Area – From our Project Co-Ordinator’s consultation exercise on the Walnut Road Play Area, it is fairly evident that the community would like us to spend some money on refurbishing the play area in the Recreation Ground. Members removed reserves in the knowledge that S.106 funding could be used for this purpose and I know that it is now high on the work schedule for Roger.
Signs – Would like to replace the large ‘Regulations’ sign in the Recreation Ground as it is now quite old and tatty. Suggest retain reserves of £495 and make no further budget.
Tennis Courts – I think it is unlikely that our S.106 funding is going to stretch to refurbishing the tennis courts in the future, I would suggest that we should start building up some funds for future maintenance.
Water Rates – No comment
Litter bins –A fireproof bin cost us £450 – £550 Suggest we retain reserves of £450 and budget a further £100 so that we have enough funding to purchase another one if needed.
Trees – We have been building reserves in order to get extra tree work done to crown lift the TPO trees on eastern boundary – both sides – so that farmer can get underneath with tractor etc. Last year, I received a quotation for this work at £1430 (quotation now expired). We have lost a couple of very large limbs on the farmers field side this year. Also, there is a tree in the corner of the Rec that has limbs very close to electricity wires. Suggest we retain reserves of £2016 and add a further £500 so that we can respond to recommendations made within the tree inspection report.
Skate Park maintenance – The skatepark is very popular and is wearing well although there are some minor small cracks appearing in the concrete. Maverick (the people that installed the skatepark) have been extremely helpful and have been out and filled in the cracks free of charge on two separate occasions. Suggest we retain reserves of £400.
Car Park Repairs – We are receiving a number of complaints about the state of the car park for the Recreation Ground even though our grounds staff did try to do some levelling work on it last year but it is now back to potholes and uneven ground. I am not sure how we do it but would suggest that we do need to give this some attention (and funding) fairly soon. Suggest we retain reserves of £900 and budget a further £2000. Recommended that this be given priority.
Youth Club – Four years ago I amended the reserves to £6000 which is the sum that we have promised the Seeds4Success to be put towards their project. This is the wording I put in my report which was subsequently approved by the Town Council: ‘Mere Town Council will consider, at its Annual Budget Meeting each year, the budgeting and allocation of grants or donations to Seeds4Success to go towards this project until the building has been completed and thereafter, will consider, upon request, grants or donations to Seeds4Success to be used towards repair/maintenance costs of the building that may be necessary or required.’ We budgeted £1000 to add to these reserves three years ago and the reserves stood at £7000. However, members removed £3000 from reserves two years ago but did put another £1000 in last year to bring the level in line with the promised amount. I suggest we retain reserves of £6000 and budget a further £1000. Recommended to retain reserves of £6000 but make no budget.
Public Toilet for Recreation Ground – no comment
Bench seating for Recreation Ground – the Town Council is happy to consider applications for donated seats and benches.
RIVERS
This is money which has been awarded to the Rivers Group as a grant.
SECTION 137
The limit of expenditure for S.137 during 2024/25 is £10.81 per elector (10.81 X 2550 = £27,565)
At the request of Mere Matters we reduced their S.137 grant last year to £300 on the understanding that we would give Mere Foodbank an extra £100. Mere Matters have requested that we reinstate their full grant for 2025/26 and so I am not sure what the Council will want to do about the Foodbank’s donation.
Area Board Support Gants – The Town Council donated £500 to The Grove Building this year. Suggest we retain reserves of £500 and budget a further £500.
LHFIG Commitments/Projects – We have requested that the 30mph speed limit is extended in Shaftesbury Road – it is anticipated that our contribution towards this work will we be £2511.69. However, the residents have agreed to pay the Town Council £1000 towards this (net cost to the TC would be £1511.69) . We have requested two street name signs from LHFIG and it is anticipated that our contribution towards them will be £280. Heaven knows what our contribution towards the Town Centre Traffic Management proposals and the Clements Lane/Edgebridge proposals would be. My guess is £32,000?!. Suggest we retain reserves of £4625 and budget a further £2000. Recommend we retain reserves of £4625 and reduce the budget to £1000 on the basis that, given the rate of progressing LHFIG projects, we are unlikely to have any others progress during the next financial year.
STREET CLEANING
Bing bags & consumables – No comment
Protective Clothing – No comment
Commercial Waste Collection – Wiltshire Council have contracted out this service and we now have a direct contract with Hills Waste. However, we were repeatedly being charged for excess weight and so now we have an extra bin and we have noticed a reduction in our waste collection charges. I have therefore reduced the reserves to £1000 and suggest we reduce our budget to £2000 for next year.
Dog waste bags – We are getting through these rather rapidly although I am sure the provision is appreciated, not least by our own staff but we have noticed that some people just go and take loads of the bags. However, I don’t suppose this matters as long as they are using them. I have reduced reserves to £500 and suggest we budget £800 again for next year. Recommended to reduce reserves to £500 and reduce budget to £400 on the suggestion that dog owners should provide their own poo bags.
Street Cleaning Machine – a resident has suggested that we should purchase a street cleaning machine that will also pick up dog poo under the assumption that it will transform the efficiency of our street cleaning! The cheapest machine has a cost of £13k so I thought you would prefer me not to include this in the budget report.
STREET LIGHTING
Cllr. Jeans requested that some money be put aside for additional street lighting. One in Dark Lane, on the left-hand side when you come out from the Doctors Surgery steps, one for Jupes Lane/Pettridge Lane junction
He said he was pursuing the repair of a street light in Church Street. Recommended that a budget of £2000
TOWN ENHANCEMENTS
Paint/brushes/tools – this is mainly for equipment & consumables to enable our Street Orderly to carry out town enhancements e.g. painting litter bins, railings, bollards etc. Unfortunately, the paint for the railings is very expensive
WHITE ROAD GARDENS
We have been wondering whether this might be a suitable site to provide a community orchard area with seating and perhaps play equipment for very young children e.g. sandpit, games panels etc. or an outdoor gym or calisthenics fitness site. Either way, I am sure that S.106 funding or grant funding might be appropriate but suggest we budget £500 for maintenance. Recommended that no budget be made.
Road Name Signs
This is another function that has now been dumped onto – sorry – delegated to Parish & Town Councils by Wiltshire Council. Suggest we retain reserves of £790 and budget a further £200.
Install EV charging point for car park – As we have now signed the licence agreement with Pluscharge, I am suggesting that we remove this budget heading and the reserves altogether.
INCOME
ADMINISTRATION – No comment.
Allotments – If we want to apply an allotment rental increase we need to give 1 year’s notice. We sent out a letter to all allotment holders in March 2023 giving them a year’s notice that we would be applying a 10% increase to all allotment rents w.e.f. March 2024. The allotment rents received during the previous financial year amounted to £1951.70. Recommend that notice of a 10% increase is given in March 2025 (increase effective March 2026)
CAR PARKS – Sponsorship pledges by businesses – I have raised my concern that some of the sponsor businesses have changed hands and I think it was agreed that Cllr. Hazzard & Cllr. Jeans would revisit the businesses to seek new and renewed pledges. However, as far as I am aware, this hasn’t happened yet and so therefore I have reduced the expected income for next year. We have recently sent out sponsorship invoices and there are a number of businesses that have not paid, so I might have been a bit optimistic with my estimated income figure!!
Cemetery (Burial fees & charges) – The average annual cemetery income from 1.4.19 to 31.3.23 is £8673. This is totally unpredictable because, as you can see, we have already received £11,685 this year. I carried out some fairly extensive research into local cemetery fees about 5 years ago and we were comparable at that time. Last year the Council approved an increase in cemetery fees by 10% for 24/25. Recommend that a 10% increase in cemetery fees is applied again w.e.f. 1.4.2025
CIL & Policy R2 – We have just (last week) received a CIL receipt for one of the dwellings built at Underdown Mead. We have received a revised planning application for 7 dwellings on the Catholic Church site and so that may produce some CIL receipt for 2025/26?? A new dwelling next to Green Pastures in North Road has also just started work and so I will ask Wiltshire Council whether CIL funds can be expected.
Croquet & Boules Club Rent –We are expecting their rental to revert to the full £500 next year??? (They have had 2 years at half rental) Recommended to continue half-rental for 2025 – reduce to £250 – so that the Croquet & Boules Club is in line with Petanque.
Duchy Manor rentals –it is my understanding that we either intend to get some income or provide some kind of beneficial service from the space at the old children’s centre when and if we require it. I have not included any income at this stage though.
Floral Sponsors – No comment
Forest Deer Leazes – discussed earlier this year.
Grants & Donations – No comment
HLS Scheme – We extended our contract for the HLS Scheme for another 5 years and I have submitted a claim for the grant for this year.
Interest – This has been increased in anticipation of continued increased interest from the CCLA account.
Policy R2/Section 106 – We received the second phase of S.106 funding from Woodlands Road Development but since it is restricted reserves I have not included it in the budget figures. (You will see from the summary that I have deducted the remainder of the S.106 reserves from the working balances)
Sale of Assets – No comment.
Sports Clubs fees – No comment. I have applied the annual 3% increase across the board. It was agreed that the Chair & Vice-Chair have discussion with the Chairman of the Bowls Club with a view to asking them for a fee of £500 to keep them in line with the Croquet & Boules Club.