27 July 2016 Extra Ordinary Meeting : Minutes

Avebury Parish Council    

Minutes of an extra ordinary meeting of Avebury Parish Council held on 27 July 2016 at the Pavilion, Avebury SN8 1RD.

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, 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: 20:51

  1. Public question time: there was one member of the public present (for the first couple of items on the agenda). He requested that T-junction signs be installed at that junction into Rawlins Park as cars were travelling too fast past that junction. The Chairman said that the extension of the 30 mph on the Swindon Road should be going ahead in the near future and that, if it did so, he understood that Highways would not normally install T-junction or other signs within 30mph areas.
  2. Present:  Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Mrs Maggie Lewis (Vice Chairman), Mr David Brotheridge, Mr Jon Campbell, Mr Terence O’Connor, Mrs Lynzey Paradise, Ms Zandria Service and Mr Stephen Stacey. In attendance: Miss Liz Moore (Clerk).
  3. Apologies: none received. The Chairman welcomed Mr O’Connor to his first APC meeting.
  4. Declarations of interest: Mrs Paradise declared an interest as Chairman of the Avebury Day Committee and Mr Campbell declared an interest as a member of the Avebury Day Committee. Mr Campbell also declared that he lived next to the Nursery Site in Avebury Trusloe that may be subject to a development scheme.
  5. Minutes of meeting held on:
    1. 7 June 2016: unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mrs Lewis.
    2. 5 July 2016: Mr Stacey reported his name needed to be added to the list of members present. Subject to this addition, the minutes were unanimously agreed as an accurate record. Proposed by Ms Service and seconded by Mr Stacey.
  6. Matters arising from the minutes: the Chairman reported:
    1. New welcome board by footpath from main NT car park (Min Ref. 13.b). The NT had been invited to use APC’s consultation process, but had responded to report it had already put in a planning application to WC. It was noted that processing of planning applications by WC was currently running three weeks late. The Chairman stated from a personal point of view he thought the welcome board could also include a welcome from the community, EH and WHS and that the latter had expressed interest in being represented on the welcome board. In discussion it was noted a review of all NT signage was being carried out on a national basis but it was not clear how much input if any the local NT team had.
    2. URC Chapel (Min Ref. 14. h). Mrs Lewis reported the Chapel Group was applying for grants.
  7. Proposed terms of lease of Sports-field: the Chairman stated the next item was confidential and it was advisable in the public interest that the public and press be temporarily excluded. It was noted there were no members of the public or press present. Action from the discussion: An amended version of the NT’s template be prepared, and the Clerk would put the item on APC’s September meeting agenda.
  8. ACSReC Budget: (previously circulated to members and see appendix 1.). The budget and five year forecast that had been prepared by Dr Bedford was tabled. ACSReC had included £1,000 funding as income from APC for that year. The Chairman stated £14,500 of APC’s reserves were earmarked for projects and that only about £5,500 remained for unexpected projects or emergencies. APC’s revenue budget of about £11,000 a year included about £9,000 of fixed costs and only about £2,000 pa remained for discretionary spending. It was noted there was up to 2% flexibility in raising the precept per annum. APC could therefore help fund ACSReC temporarily to some extent but long-term assistance such as funding of major items such as roof repairs was not possible without raising significant amounts of money from others such as MAB. Mr Stacey expressed an interest in joining ACSReC to offer assistance. It was resolved that (i) ACSReC be requested to prioritise its capital expenditure projects (ii) APC earmark £1,000 from its reserves for use by ACSReC for the remainder of the current financial year only (iii) to nominate Mr Stacey as a member of ACSReC and (iv) ACSReC / APC seek political support from MAB for grants to fund repairs to the roof. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously.
  9. Trusloe parking and Nursery Site: the Chairman stated the next item was confidential and it was advisable in the public interest that the public and press be temporarily excluded. It was noted there were no members of the public or press present. Action from the discussion: Clerk to put Housing Needs Survey on the next meeting agenda for decision.
  10. Avebury Day Grant Application: Mrs Paradise explained in previous years Avebury Day had relied on a lot of goodwill for the event to be a success and that year the event was raising money for the Sports-field. The budget was tabled and an inaccuracy was noted that meant actual income was predicted to be £8,000 not £13,000 with outgoings of about £12,000. It was resolved that a donation of £500 be made to Avebury Day and requested that should the event make a surplus then that money be paid back to ACSReC / APC so that it could be used for the benefit of the Parish. [Note: APC has power to act under Section 145 LGA 1972 provision of entertainments]. Proposed by Mrs Lewis, seconded by Ms Service and carried unanimously. Mrs Paradise and Mr Campbell abstained from voting as Chair of Avebury Day and a member of Avebury Day respectively.
  11. Finance and admin:
    1. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Mrs Lewis, seconded by Mr Brotheridge and carried unanimously.
      1. C & S Hoddinott (Manor Farm Timber): labour and machinery to erect stocknet fencing between Sports-field / Glebe Field  incl VAT   £264.00
      2. Liz Moore: Clerk’s overtime and expenses: 22 June – 21 July 2016                                                                               £121.70[Cheques were signed by the Chairman and Dr Bedford].
  12. Date of next meeting: 7:30pm on Tuesday 6 September 2016 at the Social Centre.
  13. Any other business: Mr Brotheridge reported he had been advised by a resident that on the day of the ‘Race to the Stones’ event, the entrance to Rawlins Park had been blocked by coaches at 5:30am until the resident had managed to alert the coach drivers at East Farm. [Clerk to write to the organizers].
  14. The meeting closed at 22:35

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

  1. ACSReC budget and five year forecast