2 Sep 2014 Ordinary Meeting : Minutes | Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 2nd September
2014 at the Social Centre, High Street, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club,
AHA for Aster Housing Association, ASA for Avebury Sportsfield Association, CATG for
Community Area Transport Group, EA for Environment Agency, EH for English Heritage,
MAB for Marlborough Area Board, MADT for Marlborough Area Development Trust, MDNIA for
Marlborough Downs Nature Improvement Area, NT for the National Trust, UKN for Upper Kennet
News, WC for Wiltshire Council and WHS for World Heritage Site.

Time Start: 19:30

Public question time: There were no members of the
public present.
Present: Councillors Andrew Williamson (Chairman),
Mike Daniel, Paul Dixon, Antoinette Kremer, Maggie Lewis, Paul Ryder-Morris and
Zandria Service.
In attendance: Miss Liz Moore (Clerk).
Apologies for absence: Councillors Dr Mike Bedford
(Vice-Chairman), Keith Howell and Wiltshire Councillor Mrs Jemima Milton.
Members were glad to hear from the Clerk that Mr Howell had returned home
and was recovering from his operation.
Declarations of interest: Ms Zandria Service declared an
interest; she had filled in a paper copy of her register of interests but it was
currently in the post to WC. A further declaration of interest was made later
under item 11.g.
Minutes of meeting held on 1 July 2014: Unanimously agreed
as an accurate record. Proposed by Mrs Kremer and seconded by Ms Service.
Matters arising from the minutes:
1. Bench at West Kennett: (Minute ref. 6d). Mr Ryder-Morris
  had reported by email on 2 July 2014 (previously circulated to members) that
  the bench at West Kennett was in need of a lick of varnish. By instruction
  of the Clerk, the bench was refurbished on 7th July by Mr Len Adams. Mr
  Ryder-Morris reported a fantastic job had been done.
2. 1 Tonne Salt Bag Scheme 2014/2015 and storage: (Min
  ref. 6e). Ms Service reported most residents in Bray Street had expressed
  an interest in the salt scheme and there were several offers of places to
  store the salt.
3. ACC’s Insurance Schedule: (Min ref. 12a i). The Clerk
  said that a copy of the relevant appendix page to ACC’s Insurance Schedule
  was received on the 2nd July and public liability insurance confirmed. The
  document was tabled (see Appendix 1).
4. Damage to Apple Tree: (Min ref. 17a). The branch of an
  apple tree on the sports field had been snapped off by a jogger who had been
  running backwards and hadn’t seen it. He had sent his apologies to the
  Community Orchard group and offered to pay for a replacement tree but as the
  tree stump was sprouting already, they would wait to see if that would be
  necessary.
Planning applications and results:
1. Reconstruct roof, fit roof lights, re-site French doors and
  windows and repair flue for wood burner at The Forge, High Street, Avebury.
  Ref: 14/07554/FUL, 14/07051/LBC. Plans were tabled and considered.
  Members unanimously agreed to support the application. Proposed by Mr
  Dixon and seconded by Mr Daniel.
2. Results: Two new windows at 2 Chapel Cottages, Avebury Trusloe.
  Ref: 14/05583/LBC. Approved by WC.
Flood Group:
1. Report by Mrs Lewis: Mrs Lewis reported there had been
  no further incidents of sewage leakage in Bray Street and that contractors
  for Thames Water had put a camera down the drains and found the blockage. Mrs
  Lewis also reported that Butler Bros had started to clear the riverbed in the
  water meadow and would be clearing their part of the river over the next few
  days. The cost of the combined works was £4,500.00 and was being funded by
  Butler Bros. Mrs Milton (WC Councillor) had previously suggested APC might
  contact Wiltshire Councillor Jonathan Seed to find out about grants for flood
  works. The Chairman reported that Mrs Jan Tomlin (NT Manager) had said she
  did not know when the NT would be carrying out their part of the river
  clearing. In discussion, members noted that Butler Bros and the NT were
  riparian owners and were responsible for the works. While APC wished to
  support both landowners, it was not appropriate for APC to offer financial
  help, but APC would be willing to help in other ways, including supporting
  applications for funding for projects such as flood defence and ditch clearing.
  Action: Mrs Lewis agreed to contact Cllr Seed at WC.
2. Participation in Parish Emergency Assistance Scheme: Mrs
  Lewis reported on a scheme by WC that offered, free of charge, a variety of
  flood defence items from a builder’s bag of sand to gel sacks. In discussion,
  members agreed that overall it would be worthwhile to participate in the
  scheme, but it was dependent on finding an area to store the items. It was
  proposed by Mrs Lewis and seconded by Mr Dixon and unanimously agreed that
  APC participate in the PEAS Scheme. Action: Mrs Lewis to
  contact Mr and Mrs Wimble and others, regarding storage.
3. Avebury Community Flood and Drainage Group: Draft Terms of
  Reference: Action: Draft had yet to be finalized,
  deferred to next meeting.
Transport Issues: the Chairman reported:
1. WHS Transport Plan and Design Guide: the consultants
  were closer to finalizing the guide and it should be ready in the next week.
  Mr Ryder-Morris said the work was urgent in order to reduce fatalities,
  especially on the A4, and reported how he recently witnessed tourists putting
  their lives at risk crossing the A4 at Sanctuary. The Chairman reported on the
  recent fatal car crash on the A4 at Silbury Hill and the importance of making
  the A4 a less fast road within the WHS.
2. Parking in Trusloe: The Chairman reported that Jenny
  Rowe (WC surveyor) had looked at the Nursery Site. She would be carrying out
  further investigation into Rights of Way and had asked other officers at WC to
  explore the creation of two lay-bys. Once she had sorted out Rights of Way,
  it would be possible to develop a plan for Centurion to develop their land and
  contact them.
3. Crossing for horses at Beckhampton Stables: The Chairman
  reported that he had met Roger Charlton to discuss methods of improving
  safety for horses crossing the A4 including the use of flashing amber
  lights. They had noted the difficulties of slowing traffic, especially in
  fog. The Chairman had observed that their current system, of having one man
  on each side of their crossing to halt traffic, appeared very effective. The
  Chairman said they had discussed two additional solutions to improve safety
  which were to:
  1. make the crossing safer for horses by roughening the road surface
    at the crossing, because horseshoes had made the road surface slick and/or
  2. narrow the carriageway. The Chairman said APC wished to press for
    action once the WHS Transport Plan had been published.
4. Marlborough CATG meeting: the Clerk reported it would be
  held at 10.00 on Thursday 9th October 2014 in the Council Chamber, Marlborough
  Town Hall.
Avebury Day: Mr Daniel reported on final preparations.
Activities included: the Community Lunch (people should turn up at 12:15pm), the
Fete at 1:45pm, Dog Show at 3pm and Evening Skittles. Mr Daniel said a Volunteers
Meeting would be taking place the next day at 8pm at the Club. Mr Daniel confirmed
he had secured a grant from MAB for £750.00. Members agreed to pay their grant of
£250.00 to Avebury Day as swiftly as possible.
Local issues, including:
1. Future use of Avebury URC Chapel: the Chairman had
  previously circulated a letter about the future of the URC Chapel. Regular
  services would no longer be held but the regional Synod planned to use it as a
  Spiritual Centre and hopefully to use it also for community events and as a
  focus for the arts. The Chairman reported he had spoken to Suzanne Stimpson
  and Reverend Heather Whyte to request whether one use might be as a WHS
  Centre under UNESCO; he understood that this might be a possibility if
  it helped to generate income. In discussion, members agreed APC should
  contribute to the discussion of the future use of the Chapel and think
  about possible uses. Action: Clerk to put issue on agenda
  for next meeting.
2. Litter bins in Avebury: the Chairman reported that three
  bins had been installed in or near the High Street and that they were
  currently being emptied every day. This was an experiment and the bins
  would be withdrawn if they overflowed or other problems arose.
3. Repairs to Beckhampton bus shelters: Mrs Lewis reported
  on the state of repair of the wooden bus shelter and that WC was still chasing
  the insurer of the driver involved.
  The Chairman reported on the concrete bus shelter. Further to the Clerk putting
  the work out to tender to three suppliers, no one had replied. The Chairman
  said he has since spoken to two of the tenderers to explore the possibility
  of negotiating a price. One of them was happy to do so but the other was not.
  He had not yet contacted the third but would do so.
4. Solstice review: the Chairman reported he had written
  thank you letters to various Police officers, including the Chief Constable,
  and the National Trust, including its Director General.
5. Avebury Rocks 2014: members noted the event had gone
  well but had not been well attended.
6. Footpath between the Waggon & Horses and Silbury Hill:
  no report.
7. Re-thatching the barn at West Kennett: the Chairman reported
  he had spoken that day to Jan Tomlin (NT Manager) and she had said that although
  the NT would like to re-thatch the barn, there were no funds to do so at
  present. Mr Ryder-Morris said that a tarpaulin had been put over the roof
  in September 2012 and had remained there with no further action. At the
  Chairman’s suggestion he declared an interest, as a tenant of NT and because
  part of the barn was his garage. Mr Ryder-Morris expressed concern that
  the tarpaulin was dangerous and could get blown off in very strong winds.
  Action: the Chairman to raise the issue again at his next
  meeting with the NT.
8. Housing Needs Survey: the Clerk reported she was in
  contact with WC to find out about the process for carrying out a local survey.
  Update deferred to October meeting.
Communications: the Chairman reported he had submitted a
combined June and July Headlines to UKN and that the Parish Council contact lists
had been updated on all notice boards.
Correspondence: the Clerk reported:
1. Thank you email received 21 July regarding the
  new bins installed in Avebury High Street from Lyn
  Bennett-Nutt (Avebury Community Shop Manager)
2. Email from Sarah Simmonds ref. distribution of ÔMegalith’ WHS
  Newsletter via Upper Kennet News.
3. Email: Theme Park Safety
4. Email invitation received from Sarah Simmonds (WHS Officer) for special
  residents’ tour of the “Between the Monuments” dig on the West Kennett
  Avenue on Tuesday 5 August at 10.30am. The Chairman and Mr Daniel
  said they had attended the event. Mr Daniel reported that arrowheads had been
  found.
5. Victims of Crime Questionnaire (previously circulated to
  members). Members had been asked to comment on what sorts of services and
  support for victims the Commissioner should be planning for the future.
6. Email to APC giving information on Associate Membership of
  Wiltshire Citizens Advice: Clerk to email that their request would be
  considered at APC’s November meeting.
7. MDNIA: Bat Walk 29 August 8-10pm, Clouts Wood near
  Wroughton.
8. Email from Claire Perry: Shop Local Awards 2014,
  competition to find the best independent shop.
9. Notice from WC: temporary road closure (Part), Avebury and
  Bishops Cannings; from its junction with A4 Beckhampton Roundabout
  in a south-westerly direction for approximately 150 metres. These works would
  commence nightly from 8th of September 2014 for 15 nights (week nights only
  between the hours of 19:00 – 06:00).
10. Letter from Wiltshire Fire & Rescue Service:
  consultation and questionnaire on strengthening the Fire and Rescue Service.
  Action: Members declined to comment.
11. Wiltshire Open Spaces Study – town and parish needs and
  aspirations. Wiltshire Council had commissioned Ethos Environmental Planning
  to undertake an open spaces study to collect information about how much and
  what type of open space/outdoor facilities were required to meet the needs of
  local people. They would also be mapping all outdoor recreational provision
  and later in the process APC would receive by post a parish map to check.
  Action: the Clerk said she had responded to the initial
  survey.
12. North Wessex Downs Annual Forum, Wednesday 15th October
  2014.
13. Email: Free Highway Code Training at www.rightdriver.co.uk
14. Acknowledgements from Dame Helen Ghosh (Director General of NT)
  and Sgt Barry Reed: the Chairman tabled thank you letters.
15. Copy of letter from John Cronk to Jane Scott (Leader of WC):
  the Chairman read out the letter and reported that Mr Cronk was very concerned
  about the poor state of Footpath 22 (Bray Street to Pumping Station at the end
  of Church Walk) and pedestrian safety and mobility access. The Chairman said
  that he has spoken to WC 18 months ago and had been told it would cost about
  £20,000 to restore the path; this was their footpaths’ budget for the whole of
  Wiltshire for the year.
Finance and admin:
1. External auditor’s report: report tabled which members
  received. The Clerk reported Grant Thornton has sent a clean external audit.
2. Clerk’s Annual Appraisal 29th August: the Chairman said a
  satisfactory meeting had taken place and that he had emailed a copy of the
  appraisal document to both the Clerk and Mrs Lewis; they would review the
  document prior to it being sent to members. Action: matters
  arising from the appraisal to be discussed at next meeting.
3. Councillor training. Mrs Lewis reported that she had
  received no interest in training except from Mr Daniel who had already
  completed a course. Action: Mrs Lewis would send out
  information again to those that might benefit.
4. Annual Inspection of Trusloe Play Area: the Clerk
  reported she had instructed RoSPA Playsafety to carry out the inspection in
  September and to include an accompanied inspection that would cost an
  additional £35.00 + VAT Action: Clerk to email all members on
  receipt of date of inspection so that interested members might attend the
  meeting.
5. Cheques for payment: It was unanimously agreed that the
  following cheques be paid.
  1. Mr Len Adams: refurbishment of West Kennett bench £63.99
  2. WALC: Good Councillors Guide x3 £8.40
  3. Grant Thornton: external audit fee: 2013/14 £120.00
  4. Avebury Day: grant from APC £250.00
  5. J A Williamson: Chairman’s expenses: April 13 – March 14 £335.60
  6. J A Williamson: reimbursement of photocopying costs £81.40 during
    April 13 – March 14
  Proposed by Mr Dixon and seconded by Mrs Lewis. Cheques signed by the
  Chairman and Mr Dixon.
Date of next meeting: 7.30pm on Tuesday 7th October 2014.
The Chairman gave his apologies. He also suggested that it could be useful for
APC to appoint a second Vice-Chairman, especially as Mike Bedford
was often away. He wondered whether Maggie Lewis might be interested in view of
her work with the Flood Group, Wi-Fi etc. Members agreed to consider the proposal
and Mrs Lewis said she would like to think about it.
Any other business: Ms Service reported that two people in
Bray Street had complained about poor mobile telephone reception
and one person had asked if it might be possible to install an unobtrusive mast.
Mr Ryder-Morris said a solution might be for residents to purchase a product such as
SureSignal (for Vodafone users) to improve signal strength. Action:
Clerk to put issue on October agenda.
The meeting closed at 20:57

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

Copy of ACC’s Insurance Schedule