7 March 2017 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 7 March 2017 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AWHS for Avebury World Heritage Site, EH for English Heritage, MAB for Marlborough Area Board, NT for the National Trust, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Started: 19:33

  1. Public question time: There were no members of the public present.
  2. Present: Councillors Mrs Maggie Lewis (Vice-Chairman and Chairman of the meeting), Dr Mike Bedford (Vice-Chairman) from item 8, Mr Dave Brotheridge, Mrs Lynzey Paradise, Ms Zandria Service and Mr Stephen Stacey.
  3. Apologies: Councillors Mr Andrew Williamson (Chairman), Mr Jon Campbell, Mr Terence O’Connor, Mrs Jane Davies (Prospective Wiltshire Councillor) and Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape).
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 7 February 2017: two amendments were requested. There was an error in appendix 7 and the draft budget should be dated 7 December 2016 and not 7 December 2015. The NT had requested that the penultimate sentence of item 12 be changed to reflect ‘Ms Hosie agreed that, if APC wished to ask NT for a view, they could do so’. It was resolved to include the amendments. Proposed by Mrs Paradise, seconded by Mr Brotheridge and carried unanimously. Further to the aforesaid amendments the minutes were unanimously agreed as an accurate record. Proposed by Mr Stacey and seconded by Mrs Paradise.
  6. Matters arising from the minutes:
    1. Date for ACSReC meeting minutes: (Minute ref. 5).  Should be reinstated as 28 June 2016.
    2. Replacement planter for High Street: (Minute ref. 15 e). Ordered and expected date of completion 3 April.
  7. Planning applications + results:
    1. Full planning consent for single storey rear extension at Freshfield, Beckhampton, SN8 1QJ. Ref: 16/12045/FUL. Plans were tabled and considered. It was resolved to support the application without conditions.
    2. Full planning consent for extension of roof to front garage to create a car port at Freshfield, Beckhampton, SN8 1QJ. Ref: 16/12058/FUL. Plans were tabled and considered. It was resolved to support the application without conditions.
    3. Full planning consent for dormer window in rear roof slope at 2 Red Houses, Green Street, Avebury SN8 1RE. Ref: 17/01341/FUL. Plans were tabled and considered. It was resolved to support the application without conditions. Items 7 a to c. proposed by Mrs Paradise, seconded by Ms Service and carried unanimously.
    4. NT Stables application Ref: 16/11287/FUL approved subject to conditions by WC Planning Committee meeting 16 February. In discussion the following points emerged (i) approval had been granted on a condition that the building was not used for anything other than a voluntary book sales/exchange store and visitors information centre or new planning permission would be required. (ii) NT update in UKN News March – April 2017 had reported the building would be used as a second-hand bookshop, to promote Avebury, the WHS and NT membership. It was noted there seemed to be a different emphasis in the UKN Parish Magazine on what the building would be used for. Members expressed concern that the building would not somehow become a second-hand bookshop as opposed to its original primary purpose as a NT ‘meet and greet’ area.                                                                                                                 Mrs Lewis (Chairman for the meeting) altered the order of business and proposed moving directly on to item 9. National Trust update. The resolution was carried unanimously.
      – Dr Bedford (Vice-Chairman) joined the meeting for item 8.
  8. Transport Group: Dr Bedford reported on the following:
    1. A4 projects at Beckhampton and West Kennett
      1. report on meeting with Steve Hind of WC and Sarah Simmonds of WHS: a survey of the area would be needed to pinpoint drains and electricity points and in order to implement the initial design. Although Mr Hind had been reticent to run both projects at the same time he had agreed later that both plans to be designed together. The next meeting would be to run through the design features that APC wanted to keep.
      2. progress on fund-raising from local people: Mr Rob Macaire had raised £2,500 for the West Kennett project which was the total required and Dr Bedford had raised £350 from Beckhampton with further fund-raising needed.
    2. Footpaths and signage meeting on 2 March: deferred to next meeting.
  9. National Trust update: in the absence of a NT representative Mrs Lewis read out the following report provided by the NT:

    Avebury Best-Loved Free Attraction – We are delighted that Avebury World Heritage Site has been voted among the UK’s best-loved free visitor attractions.  The National Trust-owned and managed Stone Circle came fifth in a poll of the South West’s top free attractions, and seventeenth nationally.  As our World Heritage Site Partnership Manager commented “People really enjoy walking amongst the stones.  It is a special place and one that many cherish.” National Trust Theme 2017 – Many of the Trust’s places were home to, and shaped by, people who challenged conventional ideas of gender and sexuality.  Fifty years after the partial decriminalisation of homosexuality we’re exploring our Lesbian, Gay, Bisexual, Trans and Queer heritage with a programme called “Prejudice and Pride”.  Across the Trust, we’ll be holding events, special exhibitions and much more.  Further details are available at www.nationaltrust.org.uk/prejudiceandpride. Open Afternoon – We are looking forward to welcoming members of the local community to our next open session later this week. Easter Programme – Our Easter half-term programme is now available with full details of all events on our web-site at www.nationaltrust.org.uk/aveburyPlanning Application – Consent has been granted for the future use of our old Stables building next to the National Trust car park on the High Street.  We look forward to developing our ideas and will share these in due course. National Trust Toilets – Our Assistant Director of Operations featured on BBC Radio Wiltshire responding to the inaccurate reports that had been circulating in the media the previous week.  These were widely agreed to be highly damaging to both the World Heritage Site and the reputation of Avebury village.   Refurbishments are ongoing and due to be completed this week in time for the opening of the Coach House Café shortly. Circles Café – We have refreshed the interior of our Circles Café for the coming season.

  10. A303 road scheme: Mrs Lewis reported APC’s response, previously circulated to members, had been submitted to Highways England. (See appendix 1). The Clerk tabled a letter that had been received that day from Highways England. Members noted APC’s letter had been referred to Highways England’s High Level Correspondence Team to address within 15 working days.
  11. Improving opening hours of toilets at the Coach House: (File note on meeting with NT on 21 February 2017 previously circulated to members and see appendix 2). The NT had reported the Coach House toilets would be open for an extended period when the food outlet was open. Mr Stacey reported Ms Hosie was in the process of sourcing the plans for the toilets and she had advised that it might be possible to gain access to the refurbished toilets in the next week. Mr Stacey said he could then arrange an on-site meeting with a toilet system provider who could offer advice. A member of APC suggested asking the NT for funding to run the toilets out of hours.
  12. Housing Needs Survey: nothing to report, item deferred to next meeting.
  13. Defibrillator for Avebury: Mrs Lewis reported
    1. MAB Grant Application Form and funding options: a further pledge of £500 had been received from Henge Shop to add to £900 from Community Shop and £450 from APC. Mrs Lewis was waiting to hear from Greene King for a donation but it was apparent APC could fund the defibrillator without going through MAB. It was resolved APC make a contribution of £450 toward the project in combination with £450 from others and to rescind the decision made at full Council meeting on 6 December 2016 item 12. to apply to MAB for funding. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously.
    2. Planning consent: the enquiry form had been submitted to WC to find out if planning permission would be required for attaching a defibrillator to the outside wall of the Social Centre. Fees for such enquiries were waived for Parish Councils and therefore there was no charge for the service.
  14. ACSReC: Mrs Paradise reported on 1 March ACSReC Committee meeting
    1. Renewal of sports-field lease: next meeting scheduled for 20 March with Ms Catherine Hosie (NT Estate Manager) and Mrs Eva Stuetzenberger (NT Visitor Engagement and Enterprises Manager). Ms Hosie was planning to produce a copy of Alexander Kieller’s Will at the meeting. The purpose of the meeting was to discuss fundraising and activities on the field that would be covered under the new lease. Ms Hosie had agreed that selling coffee could be a permitted activity.
    2. Repairs to the Sports Pavilion roof: Mrs Paradise would be contacting Dolman Building Surveyors, who had carried out the recent survey of the Pavilion, to acquire the details of a contact to do the patch repair work on the roof. The wood on the front step of the Pavilion would also be repaired. Mrs Paradise was pleased to report new guttering had been installed on the building.
    3. Banking: Mrs Lewis said bank statements would be sent to APC when transactions had occurred on the account.
    4. Noticeboard: nothing further to report.
    5. Fundraising: Teas for Tourists had been scheduled for 30 April and any help with the fundraising event would be very welcome.
    6. PAT Test: Mr Brotheridge reported the annual PAT test had been carried out on 6 March, one item (the tall space heater) had failed and would be removed from the building. It was noted ACC had suffered £2,000 damage to their nets in storm Doris.
  15. Local issues including:
    1. Re-lining sewer from Avebury to East Kennett: Mrs Lewis reported the work was ongoing.
    2. Community Right to Bid: URC Chapel: the Clerk reported APC’s Community Right to Bid Application had been submitted to WC (previously circulated to members and see appendix 3). It was resolved to ratify the decision to submit the application that had previously been put on hold. Proposed by Mr Stacey, seconded by Dr Bedford and carried unanimously. Action: item to be put on annual Village meeting agenda for 25 April.
    3. Beckhampton notice board: the Clerk reported she had instructed Mr John Giles to inspect the notice board and carry out any repairs.
    4. Payphones consultation: no further communication received / deferred to next meeting.
    5. New Perspex for Swindon Road bus shelter: the Clerk reported she had instructed Mr John Giles to inspect the bus shelter and that he was due to report back to her shortly.
    6. Leaf sweeping in the High Street and Church Walk: ordered and completed
    7. Jetting of culvert in Beckhampton:
  16. Communications: Mrs Lewis stated the February Headlines had been submitted for March/April edition of UKN.
  17. Correspondence: Mrs Lewis reported:
    1. CPRE Wiltshire had invited the Parish Council to take part in the best kept village competition. In discussion members decided to decline the invitation.
    2. Unitary and Parish Elections were taking place on 4 May 2017
    3. Race to the Stones 2017 event would be taking place on 15th and 16th July with an estimated 2,500 participants.
    4. Great West Way Conference 30 March 2017 (Chippenham, 9:30 – 16:00). Members had recently attended a Great West Way update and decided not to put forward anyone for the conference.
    5. Police Report March 2017 reported a theft of fuel from a farm in Avebury Trusloe. Ms Service reported she had also had oil stolen but had not reported it to the police.
  18. Finance and admin: Mrs Lewis reported:
    1. VAT rebate received for £1,089.27 on 9 February 2017
    2. Training for Councillors: to be arranged by Mrs Lewis in the next few months.
    3. Confidential item: the Clerk left the room temporarily. It was resolved to approve the confidential minute on item on Clerk’s terms and conditions of service at meeting on 7 February 2017. HSBC standing order: An amendment to the existing standing order was signed by the Mrs Lewis and Dr Bedford for Clerk’s basic salary to be increased to £216.67 per month. Proposed by Mrs Paradise, seconded by Mrs Lewis and unanimously agreed.
    4. Review of Financial Regulations, Standing Orders and TOR of Committees: it was resolved to update the Standing Orders at item 26.i. Finance. to change the last sentence to ‘…payment shall be authorised by the Clerk’. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
    5. Ordering System: in progress by Mr Stacey and Mr Williamson
    6. Emergency Plan: in progress by Mrs Lewis and Mrs Farthing
    7. Note on Reserve Funds dated 1 March 2017 was tabled and received. (See appendix 4).
    8. The approved minutes of ACSReC meeting 1 February 2017 to be received. (See appendix 5).
    9. The approved minutes of Transport Group meeting 8 March 2016 was tabled and received. (See appendix 6).
    10. Cheques for payment and cheques for ratification: it was resolved that the following cheques be paid. Proposed by Mrs Paradise, seconded by Mr Brotheridge and carried unanimously. Cheques were signed by Mrs Lewis and Dr Bedford.
      1. Erlestoke House Farm Shop: new planter                               £60.00
      2. SSE Southern Electric: electricity for Pavilion 23 Nov 2016 – 24 Feb 2017 (including VAT)                                                               £95.11
      3. Wiltshire Council: CATG Contribution to the implementation of the speed limit extension                                                               £750.00
      4. Liz Moore: Clerk’s overtime and expenses: 22 January – 21 February 2017 + backdated salary increase from 2 December 2016 and expenses                                                                          £351.82
  19. Date of next meeting: 7:30pm on Tuesday 4 April 2017 at the Social Centre.
  20. Annual Village meeting: 7pm on Tuesday 25 April 2017
  21. Any other business: a member had noted the SE quadrant of the Henge was in a poor state of repair. The Clerk advised the query should be directed to the NT.
  22. The meeting closed at 9:25pm

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

  1. APC’s response to A303 Road Scheme
  2. File note on meeting with NT on 21 February 2017
  3. APC’s Community Right to Bid Application for the URC Chapel
  4. Note on Reserve Funds dated 1 March 2017
  5. Minutes of ACSReC meeting 1 February 2017 (not seen by the meeting but added subsequently)
  6. Approved minutes of Transport Group meeting 8 March 2016