7 Oct 2014 Ordinary Meeting : Minutes

Minutes of an ordinary meeting of Avebury Parish Council held on 7th October 2014
at the Social Centre, High Street, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club,
ASA for Avebury Sportsfield Association, CATG for Community Area Transport Group,
EA for Environment Agency, MAB for Marlborough Area Board, NT for the National Trust,
UKN for Upper Kennet News, WC for Wiltshire Council and WHS for World Heritage Site.

Time Start: 19:30

  1. Appointment of second Vice-Chairman: Members asked Mrs Maggie Lewis if she was prepared to stand as a second Vice-Chairman and to Chair the meeting. Mrs Lewis accepted and was proposed as a second Vice-Chairman by Mr Dixon and seconded by Mr Howell. Carried unanimously.
  2. Public question time: There were no members of the public present.
  3. Present: Councillors Maggie Lewis (2nd Vice-Chairman), Mike Daniel, Paul Dixon, Antoinette Kremer and Keith Howell.In attendance: Miss Liz Moore (Clerk).
  4. Apologies for absence: Councillors Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Zandria Service, Paul Ryder-Morris and Wiltshire Councillor Mrs Jemima Milton.
  5. Declarations of interest: Mr Paul Dixon declared an interest as a member of ASA, see item 12b
  6. Minutes of meeting held on 2nd September 2014: Unanimously agreed as an accurate record. Proposed by Mr Daniel and seconded by Mr Dixon.
  7. Matters arising from the minutes:
    1. 1 Tonne Salt Bag Scheme 2014/2015 and storage: (Min ref. 6b). Mrs Lewis reported that WC had advised her they would be instructing members when to use the salt and that it should be used on public highways only and not for private use. The Clerk said that Ms Service had offered to store some salt bags. Action: Mrs Lewis to follow up on the likely delivery date and find further offers of storage from local people.
    2. Councillor Training: (Min ref. 14c). Mrs Lewis reported that Winterbourne Monkton Parish Council would be interested in sharing a training session. The Clerk said Ms Service would like to undertake training. Mrs Kremer said she would like to be considered for the training too. Action: Mrs Lewis to progress with organising the training; to be deferred until after Christmas.
    3. The Annual Inspection of Trusloe Play Area by RoSPA Playsafety: (Min ref. 14d). Report received and emailed to members that day. The Clerk reported that further to the inspection (carried out on the 26 September 2014), the play area overall was deemed to be low risk. In discussion, members decided not to carry out any further improvements until after the Trusloe Parking situation had been resolved. The Clerk said that the only other improvements that she and Mr Williamson had noted and that were not on the report were to (i) tighten the top of the wire fence at the entrance (left side) and (ii) to put up an extra sign outside the play area stating ÒThis area is to be used by children Under 14 onlyÓ. Members agreed that the improvements could be carried out at the same time as the notice board repairs.
    4. Poor mobile telephone reception in Bray Street: (Min ref. 16). Members recognised this was a controversial topic. Mrs Kremer reported Mr Adrian Mieras had told her he had emailed his report on the health risks of wi-fi to Mr Williamson but neither the Clerk nor Mrs Lewis had received this. Members asked Mrs Kremer to ask Mr Mieras to resend the document as no one had received it. Deferred until next meeting.
  8. Planning applications and results:
    1. Work to Trees in a Conservation Area at 6/7 The Potteries, Green Street, Avebury. Ref: 14/08731/TCA. The Clerk said the application was due in that day and as members had decided not to undertake a Planning Sub-Committee meeting, she had emailed WC with the response Ôno comment’.
    2. Work to Trees in a Conservation Area at Bannings, Bray Street, Avebury Trusloe. Ref: 14/08948/TCA. Plans were tabled and considered and further to discussion it was decided a site visit would be necessary. Proposed by Mrs Lewis, seconded by Mr Howell. Action: Clerk to email members meeting for 13 October.
  9. Flood Group:
    1. Report by Mrs Lewis: Mrs Lewis reported a warning sign and gel packs would be delivered soon. Mrs Lewis said that Lanes (the contractors for Thames Water) had found a blockage near to Truslowe Manor and Lanes had told Butler Bros they would be coming back to jet the drain however no work had been done to date. Mrs Lewis also reported that in Beckhampton, landowners Mr Richard Draper and Mr Matthew Peck had been very proactive in digging out and clearing ditches. Mrs Lewis stated the NT was in the process of getting permission to clear their ditch behind Avebury Manor. Action: Mrs Lewis to organise a Flood Group meeting.
    2. Avebury Community Flood and Drainage Group: Approval of Draft Terms of Reference: Mrs Lewis tabled a draft copy of the document. In discussion, members felt that point 7 should be omitted as it was not relevant to the Community Group. Mrs Lewis said the role of APC was supportive and therefore submitting reports for approval of work was not needed and would only delay action. Members agreed to approve the document subject to removing point 7. (See Appendix 1). Proposed by Mrs Kremer and seconded by Mr Howell. The Clerk said the document could be reviewed in the future and further changes made as necessary.
  10. Transport Issues: the Clerk reported:
    1. WHS Transport Plan and Design Guide: the guide was due to be published this month and members hoped to receive copies soon.
    2. Parking in Trusloe: No update, deferred to next meeting.
  11. Repairs to Beckhampton Bus Stops:
    1. Concrete Bus Shelter (owned by APC): the Clerk reported a single tender document had been received and opened on the 1st October 2014, in the presence of the Chairman, and no other suppliers had been forthcoming in providing a quotation. The tender document was tabled. The Clerk reported the supplier, Peter Swatton, had offered to undertake the works described in the specification document (see Appendix 2), for a fixed price of £850.00 (ex VAT). In discussion, members felt that despite obtaining only one quotation, it was important to go ahead with the works anyway. Members stated they wished to avoid higher, future repair costs as the bus shelter roof deteriorated over time. Members resolved to accept Peter Swatton’s quotation dated 9th September 2014. Proposed by Mr Howell and seconded by Mr Dixon. Carried unanimously. Action: Clerk to order the works.
    2. Wooden bus shelter (owned by WC): Mrs Lewis reported that in an email received on the 6th October 2014 (previously circulated to members), Becky Busby (WC Highways and Drainage) had informed her that WC had given instructions for the bus shelter to be removed and that WC were in the process of ordering a new, wooden one. Members noted that no timescales for either works had been given.
  12. Local issues, including:
    1. Future use of Avebury URC Chapel: the Clerk asked members if they had any ideas for an alternative use for the Chapel, no ideas were forthcoming other than returning the Chapel to an information centre. In discussion, members noted that this would not generate much income and would therefore require voluntary helpers as before. Action: Members decided that in the meantime, they would sign up for updates from Reverend Heather Whyte (Co-ordinator for the Avebury Chapel Centre).
    2. Review of grass cutting on Sports Field: Mr Dixon reported that overall ACC were doing a very good job and members were happy for ACC to continue the work in 2015. Members discussed whether they wished to backdate the start of the contract from 1 June (to include the period 11 April – 31 May) and in principal, all were agreeable particularly as ACC had been doing the work anyway. However, the Clerk advised members to hold fire for now to give Balfour Beatty time to respond to APC’s original request that asked them to account for the dates they had mown the grass. The Clerk said it would be better to defer a decision until the New Year so as to try to avoid the possibility of incurring two invoices for the same work. Members decided to defer further discussion of the review until more members were present (and in particular, discussion regarding the break clause). Proposed by Mrs Kremer and seconded by Mr Dixon. Action: Clerk to put review on next meeting’s agenda.
    3. Avebury Day 2014: members noted this had been an extremely enjoyable event with many attractions and the weather had been good too. Mr Daniel reported that the Committee had received 99% positive feedback and that they had broken even, as predicted. Mr Daniel said there were various suggestions for improvements and one of them was that the car parking could be improved by (i) ensuring cars were off the main road prior to steward interaction (ii) getting stewards to tell people where to park. Mr Daniel said the Committee would be meeting next to discuss when to plan the next Avebury Day and to finalise recommendations. Mr Dixon stressed that ASA was very pleased with the clear up operation and particularly the condition of the Sports Field after the event. Mr Daniel to report at next meeting.
    4. Repairs to Trusloe Notice Board: the Clerk reported she had received one quotation from a local supplier (previously circulated to members) but was still waiting for a further quotation. Deferred to next meeting.
    5. Footpath between the Waggon & Horses and Silbury Hill: Mr Howell reported he had spoken today to Mr Michael Crook (WC) and that Mr Crook would be meeting tomorrow with a colleague to receive a report on the feasibility of the footpath. Mr Howell expressed disappointment at the length of time it had taken to get to this initial stage, especially as he had contacted WC well before June this year. Action: Mr Howell to update members at next meeting.
    6. Housing Needs Survey: The Clerk said she had deferred this to the November meeting when more members would be present and further advice could be sought from Mrs Milton (Wiltshire Councillor).
    7. Poor mobile telephone reception and Vodafone offer: Mrs Lewis reported on the recent email received from Claire Perry (MP) who was promoting Vodafone’s 3G mobile phone business (Vodafone was investing to bring reliable 3G mobile phone coverage to 100 rural communities). In discussion, members decided not to sign up for the service as it required the installation of external masts that only covered 500 metres and would only be available to Vodafone users. Members also felt the service was not appropriate for a small village such as Avebury and that the recent Community wi-fi installation sufficed.
    8. Fence between Glebe Field and Recreation Ground: Mr Williamson had previously forwarded to members an email from the NT with a request for a fence and he had suggested a site visit would be sensible. Mr Dixon reported that ASA would not be willing to finance a fence for the existing boundary hedge, but might put money in to improve the entrance gate adjacent to the Social Club. Members booked a site visit for Friday 31 October 2014 at 11am, to meet at the Pavilion. Action: Clerk to invite all members to attend.
  13. Communications: Mrs Lewis reported September Headlines had been submitted to UKN and published on notice boards.
  14. Correspondence: the Clerk reported:
    1. Letter and poster from WC: Better 2gether Funding. From September 2014 more two year olds than before would qualify for FREE childcare per week.
    2. Avebury Apple Day 18th October
    3. New round of Area Board funding: Marlborough Area Board had further funding available from the Community Area Grant scheme. Grants of up to £5,000 would be available and the area board would be looking for projects and activities that would bring a benefit to the wider community. In discussion, members decided such a grant would be suitable for the W&H to Silbury Hill proposed footpath project. Action: Mr Howell to contact Mr Andrew Jack to apply for funding.
    4. WALC AGM 23 October: Cancelled – to be rescheduled and Clerk to attend.
    5. North Wessex Downs Annual Forum, Wednesday 15th October 2014.
    6. Temporary closure of A4361 Swindon Road (Part) Winterbourne Monkton (27th November for one night).
    7. Email from Claire Perry: Tour of The Houses of Parliament 18th November 2014 approximately £18.00 and up to two people per Parish Council. The Clerk confirmed members should book direct if interested.
    8. Email invitation to take part in the Office of the Police and Crime Commissioner’s Rural Crime Survey. Open to everyone.
  15. Finance and admin: the Clerk reported
    1. Parish precept (£5,118.54) and Precept Grant (£331.46)
      received from WC on 24 September 2014.
    2. Donation of £400.00 received from Laura Cooper on 19 September
      The proceeds were from Discovery Adventure and their Macmillan
      and Alzheimer’s Walks following their parking at Rutlands Farm. The Clerk
      reported the walks were not being encouraged by the NT. Action:
      Clerk to send a thank you card on behalf of APC to Laura Cooper.
    3. Clerk’s Annual Appraisal 29th August 2014:
      hardcopy of report available to members on request.
    4. Cheques for payment: It was unanimously agreed that the
      following cheque be paid.

      1. Liz Moore: Clerk’s expenses July-September 2014 £66.15

      Proposed by Mr Howell and seconded by Mrs Kremer. Cheque signed by the Chairman
      (on the 1st October 2014) and by Mr Dixon at this meeting.

  16. Date of next meeting:30pm on Tuesday 4th November 2014.
  17. Any other business: None declared
  18. The meeting closed at 21:06

Appendices (included in the book of Parish Council papers):

  1. Avebury Community Flood and Drainage Group Draft Terms of Reference.
  2. Specification Document for Works to Concrete Bus Shelter. Nb. document not seen
    by the meeting but added subsequently.