5 July 2016 Ordinary Meeting : Minutes

Avebury Parish Council    

Minutes of an ordinary meeting of Avebury Parish Council held on 5 July 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, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, AYFC for Avebury Youth Football Club, EH for English Heritage, LGA for Local Government Act, NT for the National Trust, TOR for Terms of Reference, UKN for Upper Kennet News, 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 seven members of the public present for all or part of the meeting. The Chairman asked if anyone had any questions. A member of the public said he was keen to hear what Councillors had to say during the meeting. Another person asked when it was likely APC could look at the verges in Bray Street. The Chairman reported APC had agreed at its last meeting to look at the verges at the next on-site Planning Committee meeting, which would be arranged soon.
  2. Present:  Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice Chairman), Mr David Brotheridge, Mr Jon Campbell, Mrs Lynzey Paradise, Ms Zandria Service and Mr Stephen Stacey. In attendance: Wiltshire Councillor Mrs Jemima Milton, Miss Liz Moore (Clerk) and, for NT update at item 13, Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape) and Mrs Eva Stuetzenberger (NT Visitor Engagement and Enterprises Manager).
  3. Apologies: Councillor Dr Mike Bedford and Mr Terence O’Connor.
  4. Membership: not covered.
  5. Declarations of interest: Mrs Paradise declared an interest as Chairman of the Avebury Day Committee and Mr Campbell declared an interest later under item 10 to report he lived next to the Nursery Site in Avebury Trusloe that may be subject to a development scheme.
  6. Minutes of meeting held on 7th June 2016: Mrs Lewis requested item 9.a.vii to be changed to ‘Mrs and Mrs Spratt (residents, High Street) would be using the Pavilion as a welfare unit for their builders for a fee payable to ACSReC / APC’. It was resolved to include the amendment. Proposed by Mrs Lewis, seconded by Mr Stacey and carried unanimously. Members then considered a request to amend the minutes received by email and circulated to members that day from Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape). The Clerk read out the following proposed changes to item 10.

                    Line 6:  “…. NT had been overwhelmed by feedback”.   This should read  “…. NT had been overwhelmed by positive feedback

                    Line 8:  “… and information on it was in the Solstice Newsletter.”  Please amend to “…. and further information will be circulated nearer the time.”

                    Sub-para e:  “… at great expense.”   Please amend to read “ … and options are currently being costed.”

                    2nd para, point 2:  “… NT did not have sufficient volunteers”.  This should read “… as policing the car park is not a good use of staff or volunteer time.”

                    Final sentence:  “… take the request away for action.”  Please amend to “…  take the request away for review.”

    It was resolved to include the amendments. Proposed by Mr Brotheridge, seconded by Mr Campbell and carried unanimously. Clerk to re-draft minutes and submit for approval at the next meeting of the Council.

  7. Matters arising from the minutes: none.
  8. Planning applications + results: including
    1. Full planning for two storey side extension, new vehicular access + garden/store to garden + removal of trees at 2 Bray Street, Avebury Trusloe, SN8 1RA. Ref: 16/04870/FUL. Plans were tabled and considered. The Chairman reported (i) the Avebury Society had emailed to advise an archaeological watching brief should be carried out and (ii) a resident of Bray Street had expressed concern about movement and parking of trucks during the development. In discussion it was noted (i) the proposed new vehicular access would reduce the number of cars parked in Bray Street and there appeared to be ample room for a new driveway (ii) Conservation would need further information on removing the banks. It was resolved to support the application without conditions. Proposed by Ms Service, seconded by Mr Williamson and carried unanimously.
    2. Full planning for car port and secure store at Trusloe Farmhouse, Frog Lane, Avebury Trusloe, SN8 1QS. Ref: 16/05335/FUL. Plans were tabled and considered. It was noted this was a new application following the withdrawal of application number 15/05342/FUL. See APC meeting minutes of 10 July 2015. In discussion members noted the applicant had followed advice to lower the height of the building and there were now no windows in the roof at the rear of the building, with only one small window at ground floor level. It was resolved to support the application without conditions. Proposed by Mrs Lewis, seconded by Ms Service and carried unanimously.                                                                                                    In a separate discussion it was noted footpath 22 was now in such a poor condition that it inhibited access for people with disablities. The Chairman stated that work to the whole length of the footpath was supposed to be in WC’s 2016/17 resurfacing scheme. The path was also used by cyclists and there was a query as to whether Sustrans would have any obligation to help maintain the path. Mrs Milton advised the Council that a three prong approach might be better by also putting the work through CATG and logging the request with WC. It was agreed an on-site meeting be arranged for 6pm on 20 July on the footpath outside Trulowe Manor, Bray Steet to look at the condition of footpath 22 and the issue of cars parking on verges in Bray Street. In the meantime and as per the advice of Mrs Milton, the Clerk would log the request to resurface footpath 22 via WC’s online reporting tool.
  9. Review of Summer Solstice 2016: (see appendix 1, Notes on Solstice 2016 Draft – previously circulated to members for comment). It was noted Solstice went very well. Mrs Lewis and Ms Service would be attending the National Trust’s Solstice Operational Planning Meeting de-brief the next day with APC’s draft feedback. The Chairman said the draft note should be updated to reflect that only two vehicles had been towed away. Mr Campbell and Mrs Paradise reported they had received many compliments from residents on the permit system administered by APC and Simon Rowe (WC Highways). Mrs Lewis said the Community Shop had also had no problems. Members agreed the Chairman should send a thank you letter to Lady Scott as Leader of Wiltshire Council (draft previously circulated to members) and also send thank you letters to the Police, WC and NT.
  10. Parking in Trusloe:
    1. Review of planning report provided by AHA’s planning consultants (previously circulated to members): the Chairman stated the existing uses of the site included casual parking and APC’s play area. It was likely that car parking would be allowed and the three options from the report were read out by the Chairman. The planners could consider 1. In-fill housing of one or possibly a few houses 2. Rural exceptions permission for affordable housing with the land being sold at a low price for low cost housing 3. Community Right to Build where planning permission could follow community support and a local referendum. Members agreed the site should be looked at again and all options explored.
    2. Report on meeting with Centurion Western: the Chairman reported he had attended a meeting with David Croft (Centurion Western) on the 4 July. The company would be happy to do a land swap if that helped to provide parking and housing and they were also interested to sell the land. The AHA indicative sketch plan of the Avebury Trusloe Nursery Site from April 2014 was tabled. It was noted that the extent of a permission to in-fill would largely be a political decision. Mrs Jemima Milton recommended using the nomination rights to houses process to provide ‘local homes for local people’.  She gave an example of a recent successful housing development in Ogbourne St George. Mr Campbell declared an interest as he lived next to the site and reported that 10 years ago the play area had been used as a meeting place by teenagers for drinking but now mainly young children used it. In further discussion it was felt a play area should be retained on one part of the site for existing households with children and for future families. It was agreed that APC arrange a meeting with Dan Bennett of AHA. The Chairman to use his past professional experience to put together a costing for the combined project including ballpark land values. It was noted options could also include self build.
  11. Transport Group:
    1. Applications to CATG for extension of 30mph speed limit on Swindon Road: in progress and signs should be put in place in the next few weeks.
    2. Improvements to the A4 at Beckhampton and West Kennett: in progress.
    3. Footpaths: in progress, Mrs Lewis reported her husband was waiting to hear from Steve Leonard (WC).
  12. ACSReC:
    1. Report on 28 June meeting: Mrs Lewis reported:
      1. 27 vehicles had parked on the Sportsfield under the King’s Drummers solstice parking and permit scheme.
      2. ACSReC would be holding a table top sale in ASSC to raise funds for the Sportsfield.
      3. A pilates teacher was in the process of considering the Pavilion as a venue for her lessons.
      4. AYFC had a new six aside football team.
      5. A cheque had been received from the map man for £100 and  ACSReC had agreed to write a letter of thanks.
      6. Apple Day was scheduled for 8 October 2016.                                  The Chairman asked if anyone had any questions. Mrs Milton offered to speak to Andrew Jack about options for funding repairs to the Pavilion roof and her offer was accepted.
    2. ACSReC Terms of Reference (including new paragraph at item 6) was adopted and received for inclusion in the minute book. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
    3. Budget: ACSReC’s annual forecast and budget was tabled (previously circulated to members). It was noted the draft budget had only been received in the past couple of days and further time would be needed to consider it as the budget needed to be agreed by APC. In discussion members noted ACSReC required a handyman for work listed that had previously been done free of charge by ACC. In addition further clarification was requested on the following maintenance and capital expenditure items: (i) overseeding every two years (ii) cleaning services (iii) repairing erosion damage to field inside front gate (iv) installation of grass protection (rubber matting) to field inside front gate. It was agreed to defer further discussion on the budget to the extra meeting (also ACSReC Committee meeting) on 27 July and to include the terms of the Sportsfield lease renewal as an item on the agenda as well.
    4. New mains water supply at the Pavilion: Mr Brotheridge reported the new water supply was up and running. The Chairman expressed many thanks to him for overseeing its installation. In discussion it was noted the old supply into the Pavilion had not been permanently capped off and it was agreed that the work should be done to prevent anyone tampering with the connection. Mr Brotheridge / the Clerk to organise the plumbing work.
  13. National Trust update and dialogue: the Chairman welcomed Jan Tomlin and Eva Stuetzenberger and invited them to provide an update on the work of the NT. Mrs Tomlin said she would provide a short update and a written brief. Mrs Tomlin reported:

    –  We will shortly submit Listed Building Consent for a replacement entrance sign at Avebury Manor, as outlined at the June meeting.  

    –  We are also submitting a Planning Application for a welcome sign next to the footpath from the main NT visitor car park.  This will replace the large free-standing sign that has been in place for about 5 years.

    –  All our activities and events are detailed on our website:  www.nationaltrust.org.uk/avebury.  For July, our activities include Yoga in the Manor Garden, Walks in the Henge with the Archaeologist, our Summer of Play activities and a craft market in the Farm Yard.  

    In answer to a question from a PC member about the potential closure of the Ridgeway, Jan Tomlin advised that concerns about activities and safety on the Ridgeway during last year’s Solstice had been raised in the March meeting of the Avebury Sacred Sites Forum.  The Forum had recommended to the Avebury Solstice Operations Planning Meeting that the Ridgeway be closed to traffic over Solstice for the safety of those seeking to camp on the Ridgeway, those wishing to pass along the byway, and the staff of organisations managing Solstice for the benefit of all.  The proposal for a planned closure of the Ridgeway was not progressed this year, but the option to effect an emergency closure of the Ridgeway for safety reasons had always been a possibility.  A full debrief of this year’s Solstice would take place on 6 July.  Feedback received at this meeting would help to inform future plans for Solstice management.

  14. Local issues: the Chairman reported:
    1. Avebury Day grant application: the draft budget had been circulated to members that afternoon. Mrs Paradise explained expenditure had increased and as a result the Committee had decided to introduce a £1 entry fee. Mrs Paradise stated that income was approximately £13,000 and outgoings £12,500 with retained funds of £875. In discussion members expressed reservations about providing a grant directly to the Avebury Day Charity as the Charity would be donating money back to ACSReC / APC. It was agreed more detailed discussion of the figures was needed, including the possibility of deficit funding.  Decision deferred to APC and ACSReC meeting on 27 July. Proposed by Mrs Paradise, seconded by Ms Service and carried unanimously.
    2. Street cleaning in High Street and Avebury Trusloe: not yet carried out by WC. It was noted there was more litter left lying around since solstice and that the Parish would benefit from another community litter pick. Clerk to re-order street cleaning. A meeting with the Parish Steward had been deferred to the Autumn by WC due to internal restructuring.
    3. Strimming in Church Walk / Hunters Walk (footpath 22): as above and see item 14 e.
    4. Jetting of culvert in Beckhampton: Mrs Lewis read out the email received from WC and explained the work was on the list but no time frame had been given as there was only one machine in operation for the whole of Wiltshire.
    5. Footpath clearing along A4 at West Kennett: not yet carried out by WC. Mrs Paradise reported half of footpath 22 had been strimmed by a volunteer. The Clerk advised any voluntary work carried out must be approved by APC so that volunteers could be automatically covered by the Parish Council insurance policy.
    6. Planters in High Street: work in progress and it was noted a new planter might be needed depending on whether the planter held together after moving it. Mrs Lewis said new planters could be bought cost effectively from Erlestoke Prison.
    7. Pothole on the Avenue: it was noted the pothole two thirds of the way down the Avenue had appeared to have been filled temporarily but then reappeared again. Clerk to log work on WC reporting tool.
    8. URC Chapel: no further update from the Chapel Group.
    9. Housing Needs Survey: deferred to next meeting on 27 July. Members noted a survey would need to carried out soon to feed into the project on the Nursery Site at Avebury Trusloe.
    10. Community Wi-Fi and Broadband speeds: Mrs Lewis reported the router in the Social Centre was not yet plugged in and that ASSC was installing telephone and broadband services into the Club for the first time. The Chairman said a benefit was that wifi transmission would extend into the Henge approximately 60 metres from the Club.
    11. Defibrillator for Avebury: Mrs Lewis reported there were two options 1) buy a defibrillator or 2) use the Ambulance Service Scheme (Research by Mrs Lewis previously circulated to members and see appendix 2). The Chairman invited Rev Maria Shepherdson to speak. She said that Rotary International had been funding defibrillators in villages and could also advise on types of defibrillators. It was agreed Mrs Lewis would carry out further research by contacting Rotary International, looking at what other villages had done and by emailing Andrew Jack for advice and options on funding through MAB.
    12. Parish Steward Scheme: the Clerk said WC Highways had requested the Parish Council nominate a representative who would be responsible for collating the top five priority works across the Parish for the Parish Steward to do. It was noted the scheme started in the Autumn (October 2016). It was resolved to nominate Mr Brotheridge as APC’s representative / main point of contact. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
  15. Communications: June Headlines submitted to July Edition of UKN.
  16. Correspondence: the Clerk reported various correspondence had been received including an expression of interest in joining APC from a member of the public and a request for support from Citizen’s Advice Bureau. It was noted elections would be taking place in May 2017 and therefore members of the public could nominate themselves for the role of parish councillor the following year. Any requests from charities for donations or support during the year were normally considered annually at APC’s meeting in November.
  17. Finance and admin: the Chairman reported:
    1. Review of Financial Regulations, Standing Orders and Policy: work in progress.
    2. VAT registration status, payments: in progress.
    3. The approved minutes of ACSReC meeting 24 May 2016 were tabled and received. (See appendix 2).
    4. Cheques for payment and cheques for ratification: the Clerk reported the invoice for the aerator had now been received but the price had been misquoted as £769 (ex VAT) at APC’s meeting on 3 May and therefore Mr Dominic Fry (Chairman, ACC) had offered to fund the difference. (Funding for the aerator was £384.50 from APC, £384.50 from ACSReC and £105.62 from ACC). It was resolved that the following cheques be paid. Proposed by Mr Stacey, seconded by Mr Campbell and carried unanimously. Cheques were signed by the Chairman and Mrs Lewis.
      1.  R Marsh Design Ltd: 6ft Aerator for Sports Field inc VAT     £1,049.55
      2. J.A. Gunter (Talits): to carry out a watching brief at installation of new mains water supply and to provide a report [rewrite cheque] £184.00
      3. Whatley & Co. (Pewsey) Ltd: to trench in new water supply at the Sports Field inc VAT                                                                £2,580.00
      4. Liz Moore: Clerk’s overtime and expenses: 22 May – 21 June 2016                                                                                         £280.94
  18. Dates of next meetings: informal on-site meeting starting at 6pm on Wednesday 20 July 2016 outside Truslowe Manor, extra APC meeting with ACSReC at 7:30pm on 27 July at the Pavilion, Avebury Sports Field, for which Mrs Milton gave her apologies, and then ordinary meeting on 6 September.
  19. Any other business: none raised by members. The Chairman asked the public if they had any final questions.
    1. A question was raised as to who was responsible for the tarmac footpath running adjacent to the A4361 outside the Red Lion PH car park wall as the surface was now very rough. The Chairman stated it was the responsibility of WC Highways. Action: Clerk to put item on next meeting agenda.
    2. It was noted it would not be necessary for the NT to attend APC’s next meeting on 27 July as it was an extra Ordinary Meeting.
  20. The meeting closed at 20:58

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

  1. Notes on Solstice 2016 Draft – dated 29 June 2016
  2. ACSReC Draft Budget
  3. Defibrillator Research
  4. Minutes of ACSReC meeting 24 May 2016