5 April 2016 Ordinary Meeting : Minutes

Avebury Parish Council 

Minutes of an ordinary meeting of Avebury Parish Council held on 5 April 2016 at the Social Centre, High Street, 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, AHA for Aster Housing Association, AWHS for Avebury World Heritage Site, LGA for Local Government Act, NT for the National Trust, TTRO for Temporary Traffic Regulation Order, UKN for Upper Kennet News, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Start: 19:30

  1. Public question time: There were two members of the public present for all or part of the meeting. A member of the public stated he would like to know more about: (a) the progress for the request for double yellow lines at Trusloe (b) information about the proposed public layby which he felt should not extend to the road junction outside 5-6 Trusloe Cottages as this would make the junction dangerous (c) request for a dropped kerb. Mrs Lewis who was chairing the meeting said the items were being looked at by the Transport Group but the request for the dropped kerb should be sent to AHA as it was not WC’s responsibility. The same member of the public also reported four hedges needed cutting back in Avebury Trusloe and he was asked to email the Clerk with his request.
  2. Present: Councillors Maggie Lewis (Vice Chairman), David Brotheridge, Lynzey Paradise and Stephen Stacey. In attendance: Miss Liz Moore (Clerk).
  3. Apologies: Councillors Andrew Williamson (Chairman), Dr Mike Bedford (Vice Chairman) and Zandria Service.
  4. Declarations of interest: none declared except later under item 9.c.i Mrs Paradise declared an interest; one of the suppliers who had quoted for the internal plumbing works was a personal friend.
  5. Minutes of meeting held on 30 March 2016: members considered requests for amendments to the minutes (received by email and previously circulated to members) from Mr Williamson (APC Chairman) and Ms Janet Tomlin (NT Manager) and it was resolved to include the following paragraph in the introduction:  ‘…He said that the NT, Police, Wiltshire Council and others had done a very good job in managing solistice in previous years, and read a statement that: ‘Members of the Parish Council are aware of the very valuable and costly work the Trust does to manage solstice each year. We understand that Trust staff should not be exposed to some of the hazards and unpleasantness of managing a number of badly behaved people occupying the Ridgeway at solstice.  We also understand the Trust’s concern that the issue of informal occupation of the Ridgeway has been a growing problem in the past few years and that it should be tackled.’       Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously. Further to the one amendment it was unanimously agreed the minutes were an accurate record. Proposed by Mr Brotheridge and seconded by Mrs Lewis.
  6. Matters arising from the minutes of meetings held on 1 and 30 March 2016: not covered / already on the agenda.
  7. Membership: Mrs Lewis reported no requests had been received by WC to hold an election and APC could now proceed to co-opt two new Councillors. An email had been received from Mr Jon Campbell of Avebury Trusloe expressing an interest in becoming a Councillor. In discussion members felt he would be a very good candidate and it was resolved to co-opt Mr Campbell to the Parish Council. Proposed by Mrs Lewis, seconded by Mrs Paradise and carried unanimously. Action: Clerk to submit advert on the remaining vacancy to UKN and publish details on the APC website and notice boards.
  8. Planning applications:
    1. Application for full planning for installation of oil tank at 39 Trusloe Cottages, Avebury Trusloe. Ref: 16/02328/FUL. Plans were tabled and considered. It was resolved to support the application. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously.
  9. ACSReC: Mrs Lewis reported:
    1. ACSReC had received two quotations for the fencing between the Glebe and Sports Field. Members noted one quotation had been for £750 and the other for £220. Members agreed to accept the quote of £220 from Manor Farm Timber on the proviso ACSReC provide them with a copy of the quotation. [Note: copy of quotation received by email 7 April].
    2. APC to consider part funding an aerator for use on the Sports Field: Mrs Lewis invited Mr Dominic Fry to introduce ACC’s proposals for aeration of the Sports Field contained in a letter (previously circulated to members and see appendix 1). Mr Fry explained the annual maintenance programme for the Sports Field had been considered and various bodies consulted on best practice. He outlined the key benefits and that the main purpose of the proposal was to provide a better quality grass playing field. Mrs Paradise explained the Sports Clubs were already spending a lot of money on the running of their Clubs and APC should provide a good playing surface and that the Clubs were not singularly responsible for the upkeep of the land. In discussion members noted an aerator had not been budgeted for in the precept, APC’s reserves were mostly earmarked for the Transport Group projects but ACSReC had funds that could be used. APC might be able to apply for part funding to MAB. Members decided more time was needed to consider the request. Deferred to next meeting.
    3. Connecting the Pavilion to mains water supply:
      1. Quotations: Mr Brotheridge reported Thames Water regulations stated the external water pipe must be laid in sand or pea shingle, this was not included in the original specification APC send to suppliers as per Thames Water’s original advice. He said Whatleys had spoken to their TAP registered engineer who had advised adhering to the extra requirement which would cost an extra £600. Members resolved to approve the extra £600 expenditure required. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously. Mrs Lewis said two quotations had been received for the internal plumbing for the main water supply and these were tabled. The first quotation was for £565.80 (+ VAT) and the second was for £294 (including VAT). Mrs Paradise declared an interest; one of the suppliers was a personal friend and she abstained from voting. It was resolved to accept a quotation from OTN Plumbing & Heating Ltd. for £294. Clerk to order the work. In addition, it was noted that ACC currently spent £227 per annum watering the Sports Field via a meter from the Social Club and that might be an unnecessary cost. Mr Fry to contact Mr Tony Farthing (Farmer and landowner) to find out if ACC might use his water supply for free. Proposed by Mr Brotheridge, seconded by Mrs Lewis and carried unanimously.
      2. Funding the installation cost of the mains water supply: Mrs Lewis said APC needed to agree division of costs of putting in the mains supply between ACSReC and APC. It was noted the three contracts for the water supply totalled £3,277.53 (ex VAT) and if costs were split in half that meant about £1,639 each. Members agreed request to be passed to ACSReC to give the Sports Clubs advance notice.
      3. Members reviewed the location of the internal plumbing and it was noted there would be future provision for an external tap and up to four showers. Clerk to advise Mrs Lewis on start date for water works.
    4. New Notice board: Mrs Lewis reported the new notice board was in place and a plaque would be installed to acknowledge it had been funded by the NT, the Community Shop and members of ACSReC. Clerk to ensure insurance schedule updated.
    5. Pavilion works: Mrs Lewis reported ACSReC was waiting for quotations for the roof repair and internal repairs and that internal painting was in progress.
    6. Western boundary hedge: Mrs Lewis stated the hedgerow works had taken place over two weekends in March and the new hedging was now in place.
  10. Repairs to Trusloe Play Area: report by Clerk including:
    1. Members to consider quotations for: (i) fitting the protective skirt to the see-saw and new seat. Two quotations had been received (ex VAT) one for £500 and the second for £320. The Clerk advised the other seat needed replacing too. It was resolved to accept a quotation from Wicksteed for £320 and order an additional see-saw seat for £63. (ii) repainting basketball post. Three quotations had been received (ex VAT) one for £240, the second for £148 (excluding the cost paint) and the third for £500 (including paint). It was resolved to seek further quotations for the work. Clerk to action and additionally to email the template for the Play Area Survey carried out in May 2013 to Mrs Paradise. The resolutions contained in item 10.a. were proposed by Mrs Lewis, seconded by Mr Brotheridge and carried unanimously.
    2. Climbing frame entrapment risk: Mrs Rawlins had reported the equipment was most likely to be manufactured by Wicksteed. Further action deferred to next meeting.
    3. Fence repairs: the wire would need replacing as opposed to straightening. Mr Robin Butler (Farmer and landowner) had very kindly offered to reinstate the fence for under £100. Maintenance work had been instructed by the Clerk.
  11. Meeting with Wiltshire Council Highways: Mrs Lewis reported the meeting with WC Highways had taken place on the 16 March and the following issues had been looked at:
    1. Path deterioration on walk way to pumping station was noted and need for street cleaning starting from the High Street, along Church Walk and to the pumping station.
    2. Street cleaning in the High Street was required. Clerk to request the cleaning work for items 11a -b.
    3. Mud and water collecting on highway outside a resident’s drive in Beckhampton. WC had agreed to jet a nearby culvert that required clearing.
    4. Potholes in Green Street. Majority filled but improvements still needed.
    5. Clearing a footpath along the A4 (south side) from Sarsen Kennels and finishing approximately in line with West Kennet layby on the opposite side of the road.
    6. Staggered metal footpath railings in Avebury Trusloe. Mrs Lewis reported one set had been widened (the one with the no horses sign) and WC had felt it was best to leave all railings in place for safety reasons. The fifth set of railings onto the main A4361 road were not being considered for removal for safety reasons. The Clerk reported that to the best of her knowledge (and having previously consulted Martin Cook at WC about safety and railings) there was apparently no legal requirement to have railings only a legal requirement for the distance apart each pair should to be sited. In discussion members noted the request to remove the railings had come from a member of the Community who was disabled and could not navigate the past the railings easily and it was important to help all people in the community. It was agreed APC should ask WC to remove all four sets of staggered railings but still seek the views of residents before submitting request to WC. As per 1st March meeting minutes, request for feedback to be put on the back of flyer / invite to Village Meeting.
    7. Road sweeping in Avebury Trusloe. WC had agreed to action this as no work had been carried out since APC’s original request.
    8. Mr Brotheridge reported there was a pothole two thirds of the way down the Avenue and he would register this on the WC reporting tool.
  12. Local issues: including
    1. Arrangements for Solstice: Mrs Paradise reported she had sought clarification from Mr Simon Rowe at WC on APC requesting a TTRO for Avebury. Mr Rowe could incorporate APC’s request as part of the overall Solstice Plan and that would avoid APC incurring unnecessary costs by applying separately. It was noted Mr Rowe would require a map detailing the exact area and roads to be covered by the TTRO. Mrs Paradise said she was progressing on the design of the parking permits and WC had sent her four templates. The permits would be numbered, a record kept of who had one and individuals’ contact telephone numbers would need to be published on the permits so that the Police could contact people if they needed to move vehicles. It was agreed Mrs Lewis and Mrs Paradise would ask the Community Shop to issue permits and also inform the Circle Nursery of the plans. Members reviewed the following documents (updated since 30 March meeting and subsequently circulated by email).
      1. Third draft: Response to proposed closure of Ridgeway over summer solstice 2016. (See appendix 2).
      2. Plan B. Proposed closure of Ridgeway over summer solstice 2016 – dated 5 April 2016. (See appendix 3).                                                    It was resolved to receive and adopt the third draft of APC’s response to the proposed closure of the Ridegway over summer solstice. Clerk to send copy of response to those involved (NT, Police, EH, WC and WHS Partnership Panel). It was resolved to receive Plan B but in light of new information provide Mr Rowe with a map for the TTRO. Proposed by Mrs Lewis, seconded by Mr Stacey and carried unanimously.
    2. Report on National Trust policy on visitor enterprises, including Coach House and licence application: members noted they had not received a policy statement from the NT. The following documents were ratified and received for the minute book:
      1. Letters sent to WC in respect of Planning Applications by the NT. Ref: 16/00949/ADV and 16/00736/FUL. (See appendix 4).
      2. APC’s response to WC in respect of NT’s application for premises licence. (See appendix 5). Proposed by Mr Stacey, seconded by Mr Brotheridge and carried unanimously. Action: Clerk to also write to invite Mrs Jan Tomlin to the Village meeting.
    3. URC Chapel: no new information.
    4. Housing needs survey: deferred to next meeting.
    5. Community Wi-Fi and Broadband speeds: members stated they would like to involve a new member in the project.
    6. Defibrillator for Avebury: no further progress.
    7. Community Litter Pick: a date was agreed for Saturday 28 May and it was noted Ms Service would be leading the project. Clerk to organise equipment.
    8. Emergency Plan: work in progress by Mrs Lewis and Mrs Farthing.
    9. Road sweeping: already covered under item 11. Members to encourage the public to register issues using the MyWiltshire App or online form: http://www.wiltshire.gov.uk/parkingtransportandstreets/roadshighwaysstreetcare/mywiltshireregister.htm
  13. Communications: March Headlines submitted to UKN and published on notice boards.
  14. Correspondence: Mrs Lewis reported:
    1. Letter received from CPRE: invitation to enter the Best Kept Village Competition. Members decided not to apply to enter the competition.
    2. Sarsen Trail Sponsored Walk: the walk would be taking place on Sunday 1st May 2016.
  15. Finance and admin: Mrs Lewis reported:
    1. Accounts Audit year ended 31 March 2016: Grant Thornton had written to request APC’s completed annual return to be submitted to them by 17 June 2016. Clerk to arrange end of year internal audit.
    2. Review of Financial Regulations, Standing Orders and Scheme of Delegations: members needed to arrange a working party meeting to run through the paperwork and defer any decisions until 3 May meeting.
    3. The approved minutes of ACSReC meetings 12 January and 11 February 2016 were tabled and received. (See appendix 6).
    4. The approved minutes of Transport Group meeting 18 January 2016 were not seen by the meeting but subsequently added to the meeting minutes. (See appendix 7).
    5. Cheques for payment and cheques for ratification: it was unanimously agreed that the following cheques be paid. Proposed by Mr Brotheridge, seconded by Mrs Paradise and carried unanimously.
      1. The Wiltshire Bobby Van Trust: donation                                   £50
      2. Victim Support: donation                                                            £50
      3. Thames Water Utilities: connection charge for mains supply at Pavilion                                                                                      £922.26
      4. Liz Moore: Clerk’s overtime and expenses: 22 Feb – 21 March 2016 and pay in lieu of holiday (1 April 2015 – 31 March 2016)                                                                                          £467.05
  16. Date for Annual Village meeting: 7.00pm on Thursday 28 April at the Social Centre.
  17. Date of next meeting and formal AGM: 3 May 2016 and members agreed a start time of 7pm for AGM to be followed immediately afterwards by the ordinary Council meeting.
  18. Any other business:
    1. Members noted the planters in the High Street had not been covered earlier on the agenda and a solution was needed so that Mr John Wilding of the Henge would not have the problem of blocking the High Street with his trailer. The planters had been included in the meeting with WC but no decisions taken by WC. Mrs Lewis and Mrs Paradise would talk to Mr Wilding and report back at next Council meeting.
  19. The meeting closed at 21:46

Appendices:

  1. Letter from ACC Committee with proposal for slitting / aeration of Avebury Sportsfield.
  2. Third draft: Response to proposed closure of Ridgeway over summer solstice 2016 – dated 3 April 2016.
  3. Plan B on proposed closure of Ridgeway over summer solstice 2016 – dated 5 April 2016.
  4. Letters sent to WC in respect of Planning Applications by the NT. Ref: 16/00949/ADV and 16/00736/FUL.
  5. APC’s response to WC in respect of NT’s application for premises licence. Dated 18 March 2016.
  6. Minutes of ACSReC meetings 12 January and 11 February 2016.
  7. Minutes of Transport Group meeting 18 January 2016.