5 June 2018 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 5 June 2018 at the Social Centre, Avebury SN8 1RF.

In these minutes AGAR stands for Annual Governance and Accountability Return, APC for Avebury Parish Council, ARK for Action for River Kennet, ASOP for Avebury Solstice Operational Planning, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, DPO for Data Protection Officer, EH for English Heritage, KVH for Kennet Valley Hall, LTA for Long Term Agreement, FWO PC for Fyfield and West Overton Parish Council, NT for the National Trust, PC for Parish Council, SWAST for South Western Ambulance Service Trust, TRO for Traffic Regulation Order, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Councillors Mr Stephen Stacey (Chairman), Dr Mike Bedford (Vice-Chairman), Mrs Maggie Lewis (Vice-Chairman), Mrs Lynzey Paradise, Mr Andrew Williamson and Ms Zandria Service.

In attendance: Miss Liz Moore (Clerk).

Time started: 19:34

  1. Public question time: there were no members of the public present.
  2. Apologies: Councillor Mr Terence O’Connor.
  3. Declarations of interest: none declared.
  4. Minutes of meeting held on 1 May 2018: the draft minutes were considered for inaccuracies and it was resolved to change Mr to Mrs Lewis at item 11.c. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously. Subject to the one change the minutes were unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mrs Lewis.
  5. Matters arising from the minutes: none that were not already covered on the main agenda.
  6. Membership: Mr Stacey stated that there were two vacancies and that two people had expressed an interest in joining the Parish Council. He reported that a request for an election had not been called which meant the PC could now proceed with co-option. It was resolved to co-opt Mr Ben Butler and Mr Paul Ryder-Morris onto the Parish Council and invite them to join subject to them signing a declaration of acceptance of office. Proposed by Ms Service, seconded by Mr Williamson and carried unanimously.
  7. Planning applications: none received from Wiltshire Council.
  8. Transport Group:
    1. Feedback from second Transport Group Exhibition held at Kennet Valley Hall on 25 May: Dr Bedford reported the second exhibition at Kennet Valley Hall had been well attended with much focus on the Avenue and that the following points had emerged: 1. discussion in the KVH was very similar to debate during the Avebury exhibition 2. the argument for closing the Avenue was the need to enhance safety; opposition to it was on the grounds of convenience and custom and practice. Dr Bedford explained that some people had thought the reason for closing the Avenue was archaeological but by attending the exhibition they were now aware that it was linked to improving safety on the A4. It was agreed that at the next Transport Group meeting the main item on the agenda would be for members to consider the reports from both Transport Group exhibitions including feedback from the Annual Village meeting and to propose actions and prioritise projects. The recommendations from the Transport Group meeting would then be tabled for endorsement at the next PC meeting on 3 July with the idea of having a scoping meeting with WC as soon as possible thereafter. Action: Clerk to arrange next Transport Group meeting for 7:30pm on Monday 11 June at the Social Centre in Avebury. In discussion the question was raised about having an island to improve safety for pedestrians crossing the A361 Devizes road and Dr Bedford explained that the issue would be addressed by implementing the grass splitter islands. It was noted there was interest in improving safety along the whole A4 stretch of road within the WHS from east of the Bell PH and there was a need for all the PCs to get together. Mrs Paradise asked that the Transport Group take into account an incident she had witnessed whereby a truck had pulled out of the Sanctuary and on to the A4 without warning and she also put forward the idea of magic bollards as a potential solution for managing traffic on the Avenue. The Clerk advised that PC should gather evidence of safety issues on A4 and Mrs Paradise offered to assist.
    2. Discussions with Wiltshire Council about fast-tracking the introduction of a 40 mph limit on A4361 past Avebury Trusloe: nothing to report. Item to be discussed at Transport Group meeting on 11 June.
    3. Recent byway closure to aid Ridgeway recovery: the Chairman reported that an email had been received from Richard Broadhead (Head of Service, Rights of Way and Countryside) advising that following a recent inspection of the byway by The Ridgeway National Trail Project Officer, the 21 day closure imposed on 1st May would not continue after that date. Discussions between W.C. and the Ridgeway National Trail Partnership about extending the closure to motor-vehicles to an all year round order either on an experimental or permanent basis from May 2019 had now begun and the PC would wait for further information from Richard Broadhead. In discussion members noted a byway used by 4 x 4 vehicles near the Adam and Eve Stones was impassable and that WC was responsible for maintenance. Action: Clerk to log issue on WC on-line reporting tool.
  9. Defibrillator for Avebury Trusloe: the Chairman reported that the PC now owned the telephone kiosk, BT had removed telephone apparatus and the Clerk had put up a sign in the kiosk on 22 May (as stipulated in the legal agreement with BT) to let the public know that the Community now owned the kiosk and for any enquiries to contact the Clerk. It was noted that Community First had added the kiosk to PC’s insurance schedule free of charge until year 3 of LTA.
    1. Cost of electrical installation work for defibrillator cabinet: Mrs Lewis reported that she was still seeking estimates for the electrical installation work needed to install the heated cabinet. It was resolved that, once a quotation had been received, the Clerk would place an order with the electrical contractor providing that the quote was under £200 as per PC’s financial regulations. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously.
    2. Refurbishing the telephone kiosk:
      1. members to consider 3 quotations for re-painting the kiosk: the Clerk reported that one quotation had been received for £550 and included cleaning down the telephone kiosk, applying one coat of primer to areas where needed and applying two coats of undercoat followed by one coat of gloss. Mrs Lewis said that according to the paint suppliers it was not necessary to apply an undercoat and the Clerk was requested to ask for a re-quote and in the meantime Mrs Lewis and Clerk would seek a further two quotations from local tradesmen.
      2. Purchase of paint and 4 defibrillator signs: it was resolved that the Clerk place an order with X2 Connect Telecom Solutions for paint and 4 defibrillator signs providing that the cost of the goods was under £250. Proposed by Mrs Paradise, seconded by Dr Bedford and carried unanimously.
    3. Arrangements for checking defibrillator: it was noted that a request had been included in UKN for a volunteer to check the defibrillator. Mrs Lewis reported that one person had shown an interest in helping and it was noted there were also others that would help if asked. She explained that part of the agreement with the South West Ambulance Trust was for the defibrillator to be checked visually on a weekly basis and physically on a monthly one and checks to be recorded on South West Ambulance on-line reporting tool.
  10. Sports Field: Mrs Lewis reported that she was in the process of transferring the PC’s Lloyds Account for ACSReC to ASSC. [Balance at bank as at 17 April 2018 £1,252.37]
    1. Plans for the Pavilion: Mrs Paradise provided an overview of plans for a new Cricket Pavilion in the south-western corner of the Sports Field and explained that an application for planning permission was in progress. It was noted that the new building would be of wooden construction with a tiled roof and on a slightly smaller footprint compared to the existing Pavilion. Ms Service said that she had recently visited the National Self Build Centre in Swindon and noticed that innovations included solar roofing tiles and ground screws instead of digging trenches and recommended a visit to the Centre. PC members supported the idea of a new Pavilion for the community and looked forward to seeing detailed plans in due course.
    2. Update on Pavilion roof repairs: it was noted that London Road Roofing had been instructed to carry out the roof repairs, work had been completed and an invoice received for £760 (not subject to VAT). Clerk to forward invoice to PC’s insurance company, Zurich.
  11. Local Issues including:
    1. Dog fouling: Mrs Lewis reported that she had contacted ARK and been advised that Drove Vets had sponsored the dog bin at Stonebridge Meadow and that the PC could ask a local vet to do the same for a bin in Avebury. She reported Marlborough Downs Space for Nature provided grants and offered to find out more information.
    2. Removal of graffiti and re-painting Beckhampton bus shelter: Mrs Lewis reported work would be starting soon.
    3. New glazing panel for Swindon Road bus shelter: the Chairman reported that a glass panel in a bus shelter outside Rawlins Park had been broken and the Clerk had logged the issue on WC on-line reporting tool. The PC had subsequently been advised by WC that ongoing maintenance of bus shelters, for example the painting or replacing of glass panels, was no longer part of their service though they did undertake to make the works safe by removing broken glass. Members noted the glass had been removed. The Clerk explained that the PC had replaced another broken panel on the same bus shelter last year and advised that the cost to replace a panel would be in the region of £120 + VAT. It was resolved that the Clerk request John Giles to replace the broken glazing panel in the Swindon Road bus shelter with a 6mm solid polycarbonate glazing panel. Proposed by Ms Service, seconded by Dr Bedford and carried unanimously.
    4. Parish Steward Priority Sheet: the Clerk reported that requests for Parish Steward’s visit on the 20 June included: checking culverts at end of High Street, unblocking culverts along rest of the High Street, cleaning bus shelter windows near Rawlins Park, filling pot-holes on Church Walk adjacent to Bridge House and clearing vegetation on footpath AVEB27 leading onto South Street in Avebury Trusloe. She said that she had requested an on-site meeting with the Parish Steward on the same day to look at Kyter’s Walk in the High Street. [Next visit by Parish Steward is 18 July]. Mrs Paradise said she had also wished to report at item 10 that the Orchard Group was working on a project to plant wild flowers beside the hedge row on the Sports Field to encourage pollinators and was planning to extend the Apple Orchard too.
    5. Re-instatement of Play area fencing adjacent to highwaythe Clerk reported that the fencing work had been started on 22 May and completed to very high standard and that she had carried out a visual check on 31 May and also noted that the grass in Play Area had been cut including WC grass verges. She said that the fencing contractor, Martin Nobbs, had advised using a week killer on the grass along the inside of the fencing to avoid mowers getting too close to the fencing and catching on the wire.
    6. Resurfacing of footpath 22 and AVE30/10 from NT car park to High Street: Dr Bedford said that Jane Davies (Wiltshire Councillor) had encouraged him write to Martin Cook (WC Highways) and Councillor Bridget Wayman (Cabinet Member for Highways, Transport and Waste) about the status of footpath 22 and he had done so on the 5 May and was waiting for a response. AW said that he had been told footpath 22 just missed getting on the list for the previous financial year but it was second (out of about eight) on the list for 2018/19. Mrs Lewis stated that her husband Tim Lewis (Area Footpath Secretary for the Ramblers Association) was meeting with Councillor Bridget Wayman to discuss footpaths and that she would ask him to raise the issue of lack of action on footpath 22. It was agreed: 1. PC to seek support again from Sustrans (Clerk to email contact details to Dr Bedford). 2. PC to forward to Martin Cook and Bridget Wayman the letter sent to John Cronk from John Thomson as Deputy Leader of WC saying that he intended to put Footpath 22 on the list for resurfacing in 2016/17. 3. Mrs Lewis to ask Mr Lewis to raise status of footpath 22 with Councillor Bridget Wayman.
    7. Summer solstice management and permits: in discussion members noted Chris Clark (WC Highways) was managing the WC arrangements for Solstice and at the last ASOP meeting had advised that the High Street would be closed and access restricted. Mr Williamson reported that the Police would be using Accredited Community Support Officers to manage access to the High Street and that he was concerned how restricted access would work with civilians not from Avebury controlling access. He said that WC had confirmed that the residents’ parking permits would also be used as an access pass. Ms Service asked if there would be a Police presence at Avebury Trusloe and stressed that more bollards would be needed than last year. It was noted services last year had been reduced for cost reasons. Action: 1. AW to put together a list of all the High Street residents, Community Groups and businesses so that they could be given extra parking and access permits for people visiting them 2. AW to press for Police presence for Avebury Trusloe at ASOP meeting taking place the next day (Mrs Paradise gave her apologies for ASOP meeting) 3. AW to send explanatory email to those on Solstice email list 4. Mrs Paradise to be the main contact for enquiries. In further discussion about permits it was suggested that a window sticker might be a solution for future years and it was noted that a permanent on street parking permit scheme for residents was part of the recommendations in the WHS Management Plan.
    8. Caravans parked on nursery site: the Clerk reported that a member of the public had asked whether the PC might consider purchasing the strip of privately owned land with help of WC and AHA. In discussion members felt that the PC was not in a financial position to purchase the land. The Clerk reported that WC Enforcement was investigating the caravan parked on the private land as it was being lived in and did not have planning permission to be there and that AHA was dealing with the caravan that had been left on their land.
    9. Various lamps out including bracket lamp on Post Office Building: WC had been requested to fix the lamps / work in progress.
    10. Strimming of verges at Beckhampton turning onto A361 and Avenue turning onto A4: reported to WC on 29 May and work completed.
    11. Request by member of public for repairs to road mirror in Beckhampton: it was agreed Mrs Lewis and Mrs Paradise to look into ownership of the mirror, speak to the landowner and find out the cost for a new convex one.
    12. New door fixings for Community Shop Notice Board: AW reported that the key had not been found and that Mr Rendle had managed to open the notice board in the meantime. It was agreed that a non-locking system was all that was needed and Mr Rendle be requested to carry out repairs.
    13. Potholes in two locations along Bray Street: the Clerk reported that the potholes were being monitored by WC patch repair team.
  12. Communications: the Chairman reported that a second notice of vacancy in the office of Councillor had been published on notice boards and the PC’s May Headlines submitted to UKN.
  13. Correspondence: the Chairman reported:
    1. A letter had been received from Seafarers UK asking the PC to fly the Red Ensign ashore on Merchant Navy Day, 3 September, to raise awareness of nation’s reliance on seafarers and shipping. Action: information passed to Mrs Paradise for other Community groups to consider.
    2. A thank you letter had been received from Help Counselling Services for PC’s support last year and the letter was tabled.
    3. Ms Service was booked on to attend WC’s training and networking day on 15 June and the event was taking place at Trowbridge Civic Centre.
    4. Draft Wiltshire Housing Site Allocations Plan received for comment and noted no feedback to be submitted as Wiltshire Housing Site Allocations Plan for Marlborough did not affect the PC.
    5. Community First and Lace Up Project / £80k grant funding opportunity: ‘we are working with Sport England and Action with Communities in Rural England (ACRE) as part of a 1-year pilot project, to distribute £80,000 of funding to promote cost effective physical activity, engagement in sport and healthy lifestyles in rural areas across Wiltshire’s Charities’.
  14. Finance and admin including:
    1. It was resolved to add Mr Stacey as new cheque signatory and approve the resolution contained in the HSBC mandate that was tabled. Proposed by Mr Williamson, seconded by Ms Service and carried unanimously.
    2. It was resolved to certify on the AGAR that the Parish Council is exempt from a limited assurance review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015. Proposed by Mr Williamson, seconded by Ms Service and carried unanimously. (See appendix 2).
    3. Internal Audit Report: the Clerk tabled the internal audit report and explained that the internal audit had been carried out on 21 May and a clean audit report had been given. Members received and noted the annual internal audit report (see appendix 3).
    4. It was resolved to approve section 1 Annual Governance Statement. Proposed by Dr Bedford, seconded by Mr Williamson and carried unanimously. (See appendix 4).
    5. It was resolved to approve section 2 Accounting Statements. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously. (See appendix 5).
    6. Report by the Clerk on internal GDPR processes: it was noted the requirement to employ a DPO has been removed by Government and contacts on the PC’s emailing list had been informed that if they wished to remain on the list they would need to email their consent to the PC. The Clerk reminded members about their obligations in relation to email lists and email confidentiality.
    7. Web development: the Clerk reminded members to submit their photograph for the contacts page to Kate Fry and asked if anyone would like to volunteer to input data into the new Avebury Calendar on behalf of Community Groups. Mrs Paradise offered to be the contact and agreed that her email address could be published on the PC web site.
    8. Cheques for ratification and cheques for payment: it was resolved that the following cheques be paid. Proposed by Ms Service, seconded by Dr Bedford and carried unanimously.
      1. Thames Water: supply of water and wastewater services to the Pavilion 15 Jan 2018 – 17 April 2018  (Final bill)                      £190.16
      2. Mr Dominic Fry: re-imbursement of £87.12 paid by BACs to the P.C. on 16 April 2018 ref. erroneous payment made in connection with NT lease                                                                                          £87.12
      3. Community First: membership renewal 2018-2019                   £40.00
      4. Mr Jamie Guy: internal audit and end of year accounts            £75.00
      5. Mr Martin Nobbs (Kennet Fencing): installation of new galvanized chain link fence at Play Area                                                     £450.00
      6. Oxford Fencing Supplies Ltd: 4 rolls of galvanized chain link fencing + sundries: 3 six inch stretcher bar sets and a box of galvanized clips (including VAT)                                                                          £485.00
      7. Kennet Print: one A4 poster for Transport Exhibition (including VAT)                                                                                          £21.60
      8. Liz Moore: overtime and expenses 22 April – 21 May 2018  £619.45                                                                                                    The Clerk reported she had yet to receive a corrected invoice from the NT for the final Sports Field rent payment from 30 March 2018 up to completion of surrender of the Lease on 17 April 2018.
  15. Date of next meeting: 7:30pm on Tuesday 3 July 2018
  16. Any other business: Mrs Lewis reminded members that defibrillator training was going to be taking place on the 9 July at the Social Centre.
  17. The meeting closed at 22:10.

Appendix (included in the book of Parish Council papers)

  1. Summary report from second Transport Group Exhibition held on 25 May 2018
  2. Certificate of Exemption
  3. Annual Internal Audit Report 2017/18 and explanation for ‘no’ or ‘not covered’
  4. Section 1 – Annual Governance Statement 2017/18
  5. Section 2 – Accounting Statements 2017/18