19 Nov 2015 Transport Group : Minutes

Avebury Parish Council

Transport Group

Minutes of the Transport Group Committee of Avebury Parish Council held at the Social Centre, High Street, Avebury SN8 1RF at 8:15pm on Thursday 19th November 2015.

In these minutes APC stands for Avebury Parish Council, AONB for Area of Outstanding Natural Beauty, AWHS for Avebury World Heritage Site, CATG for Community Area Transport Group.

Time Start: 20:17

[The Clerk advised that a minimum of three Parish Councillors should be at the meeting as per the Transport Group Committee’s Terms of Reference. Members decided to continue with the meeting as an exception].

  1. Transport Group members present: Dr Mike Bedford (Chairman of the Group and Vice-Chairman APC), Moya Brannon, Rob Macaire, Angela Norman, Stephen Stacey and Andrew Williamson (member and Chairman of APC). Members of the public present: none In attendance: Sarah Simmonds (WHS Officer) and Liz Moore (Clerk).
  2. Apologies for absence: Dave Brotheridge, Tim Lewis, Paul Ryder-Morris and Peter Wilson.
  3. Declarations of interest: none
  4. Acceptance of minutes of 9th June 2015: the minutes were unanimously agreed as an accurate record. Proposed by Mr Macaire and seconded by Dr Bedford.
  5. Actions from minutes: not covered / refer to main agenda.
  6. Update on 30 mph limit in Avebury on A4361: AW reported that further to APC’s proposal being supported by CATG the engineers report had not taken the AWHS Transport Strategy into consideration and its recommendation of a 30 mph limit on the Swindon road. As a result of that error the proposal did not comply with WC policy to warrant a 30 mph limit as not enough properties fronted the road. AW explained that a policy decision within WC needed to be taken to incorporate AWHS Transport Strategy into Highways policy. AW said a meeting would be taking place shortly between Dr MB, AW, (both representing APC), SS (WHS Officer) and the Chairman of Highways, Councillor Philip Whitehead. MB questioned how other villages managed to get works agreed and SS assured her she had recently had an internal meeting on implementing the AWHS Strategy and that the document would not be disregarded. MB asked what the next steps in the process would be and timescales for project start date. SS explained CATG would be asked to review the report and said that it would then be reconsidered.  She also said that the A4 projects (below) would go to CATG for consideration on 17 December. AW added that some design work would need to be done and he was not sure himself on the timescales. SS offered to attend the CATG meeting and request an agenda item so that she could explain the AWHS Transport Strategy to the meeting and CATG Chairman, Councillor James Shepherd.
  7. CATG proposals for Beckhampton: Dr MB explained the Parish’s priorities for Beckhampton as per the draft document: Area Board Issue 4245: Speeding traffic at Beckhampton and West Kennett (previously circulated to members and see appendix 1). MB asked if the splitter islands would be grassed and SS confirmed they should be grassed as opposed to an urban look. SS asked if anyone knew the purpose of the metal post that had appeared on the highway beside Beckhampton roundabout and reported that even the Head of Planning did not know what it was for. Members had no information so SS said she would investigate further. In discussion members considered whether to ask for no lights on the roundabout. SS said as an alternative, different lights could be sourced but a review would need to take place and if this happened WC should consult with APC on the design. Dr MB invited RM to introduce the Parish’s priorities for West Kennett.
  8. CATG proposals for West Kennett: (previously circulated to members and see appendix 1). RM stated all the residents at West Kennett were in favour of the project however it was hampered by not knowing the costs [and that was why a village meeting had not been arranged]. RM asked SS for her feedback on the priorities and she advised they were fine. AW reported there was a new Clerk for the CATG and the reports would need to be sent to that person two weeks prior to the CATG meeting. Action: AW to circulate the final draft document for CATG to Transport Group members. (Further to ACP Council meeting on 1 December) AW to email the new Clerk with the proposals and ask for an agenda item for SS. A draft letter written by RM was tabled seeking sponsorship from organisations (see appendix 2). Members agreed they would like to start the process of consulting local businesses for funding by word of mouth initially.
  9. Progress of proposals for Avebury Trusloe including parking and consideration of extension of 30 mph limit on A4361: AW reported they were currently waiting for a reply from the private landowner in order to progress with the parking proposal. Dr MB said the Beckhampton proposal linked to the extension of 30 mph limit on A4361 as it would create a 40mph speed limit from Beckampton roundabout to Avebury Trusloe. Further action deferred.
  10. Footpaths: report by Tim Lewis deferred to next meeting as TL was not present. SS said she would like TL’s details to give to her colleague Beth Thomas who was working with rights of way on an access strategy. AW to email SS. MB highlighted the lack of signage on many of the paths around village in particular the Windmill Hill area.
  11. WH Transport Strategy including signage audit: Signage Audit and Redesign: SS explained this was not a top priority for WC however if the methodology was put in place it could be done by volunteers. SS agreed to talk to the Highways Officer to obtain some proforma documentation. AW invited SS to provide information on WC’s priorities. SS explained she was currently working on some large projects including:
    1. Research with Historic England to look at the damage to the monuments on the B4003 Avenue road.
    2. A ‘Setting Study’ to look at how infrastructure projects affected the Stonehenge setting.

    In discussion members noted that buses continued to use the Avenue as a shortcut even though they were not supposed to but it was noted this was not illegal. Mr Stacey said width and weight restriction signage should be considered and MB suggested a ‘quiet lane’ sign as per the signs in situ at Woodborough. SS said the use of signage would come up for wider discussion however highways expectation was that advisory signs did not work. On the one hand members felt this could be challenged and was a defeatist attitude, on the other hand they were not in agreement with a lot of signage and therefore the solution would need to be thought through carefully. SS said the project would need a lot of local support to progress. Members would wait to receive the methodology/proforma documents from SS.

    SS added that another priority project for WC was:   c. Protecting byways and collecting evidence with the Ridgeway Partnership and other organisations on the issue of four by four vehicles damaging the Ridgeway. SS stated APC could offer support by writing a letter to WC.

    B4003 West Kennett Avenue Closure:

    SS said there would need to be local support for B4003 West Kennett Avenue Closure. Some members strongly disagreed with the proposal for closing the Avenue, others were in favour. Further discussion deferred.

    Mr Stacey asked SS for her views on Green Street. SS stated WC must allow reasonable accesses for the public, but at the same time promote tranquillity and therefore a balance needed to be achieved. AW stated approximately £2,000 was available from APC for a signage audit and that GPS and photography would need to be used to carry out the audit. AW added the volunteers would need a programme for removing the signs. SS reported that the new AWHS boundary sign was similar to the Stonehenge sign, that the background colour of the sign was light blue and no additional signage would be used.

  12. Process for moving projects forward: the proposed extension of 30mph speed limit on A4361 Avebury to Swindon road on hold until after APC’s meeting with Councillor Whitehead (Chairman of Highways). [Members questioned whether they should have a standalone document for the A4 and it was agreed Dr MB and AW should seek advice from Councillor Whitehead at their meeting]. The proposed scheme to improve the A4 at Beckhampton and West Kennett to go to CATG for consideration at 17 December meeting. If WC agreed to the designs (+ rough costing by Highways) the projects would then go to CATG March meeting for decision as to whether CATG would help support a bid to the Substantive Highways Scheme Fund.
  13. Any other business:
      1. The Clerk reported Mr Brotheridge had asked her to inform the meeting that he had independently reported to WC that the chevron sign on the bend from Swindon to Avebury (near the NT Manor entrance) had fallen down.
  14. Date of next meeting: 7pm on Friday 8th January 2016.
  15. The meeting closed at 21:37

Appendices:

  1. Draft CATG Application to support Area Board Issue 4245: Speeding traffic at Beckhampton and West Kennett: second draft
  2. Request for sponsorship: draft letter by RM

13 Nov 2015 ACSRA Inaugral Meeting : Agenda

Avebury Parish Council

The inaugural meeting of Avebury Community Sports and Recreation Association (ACSRA) will be held in the Pavilion on the Sports Field, Avebury SN8 1RF at 7.00pm on Friday 13th November 2015.

All members of the public are welcome to attend.

Maggie Lewis, Secretary ACSRA

Agenda

  1. Apologies
  2. Declarations of interest
  3. Membership: to co­opt additional members to ACSRA
  4. Terms of reference – updated from last meeting of APC
  5. Conditions of use and fees
  6. Bookings
    1. current bookings already received
    2. future bookings/events
  7. Bank account
  8. Security
  9. Maintenance
    1. Inventory
    2. Health & Safety
    3. Water supply to the pavilion – update
    4. Pest control
    5. Roof repair and fire safety check – update
    6. General maintenance
      • ­  Hedges
      • ­  Field boundaries
      • ­  Pitch marking
      • ­  Other – heater in pavilion and water off for winter
  10. Date of next meeting
  11. Any other business
    1. Future membership

3 Nov 2015 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 3rd November 2015 at the Social Centre, High Street, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, AHA for Aster Housing Association, AYFC for Avebury Youth Football Club, AWHS for Avebury World Heritage Site, LGA for Local Government Act, NT for the National Trust, UKN for Upper Kennet News, URC for United Reform Church, WALC for Wiltshire Association of Local Councils, WC for Wiltshire Council and WHS for World Heritage Site.

Time Start: 19:30

  1. Public question time: There were four members of the public present for all or part of the meeting. No questions were asked.
  2. Present: Councillors Andrew Williamson (Chairman), Maggie Lewis (Vice-Chairman), David Brotheridge, Mike Daniel, Antoinette Kremer and Zandria Service.
    In attendance: Wiltshire Councillor Mrs Jemima Milton and Miss Liz Moore (Clerk).
  3. Apologies for absence: Councillors Dr Mike Bedford (Vice-Chairman) and Paul Ryder-Morris. 
  4. Declarations of interest: Mrs Kremer declared an interest and said she was working with the URC Chapel.
  5. Minutes of meeting held on 6th October 2015: Unanimously agreed as an accurate record. Proposed by Mrs Kremer and seconded by Ms Service.
  6. Matters arising from the minutes:
    1. URC Chapel: (Minute ref 12a). In discussion it was noted that deferring registration of the URC Chapel under the Community Right to Bid Scheme could not be put on hold forever. Decision: It was unanimously agreed that the Chairman write to Reverend Ruth Whitehead (Moderator South Western Synod).
  7. Membership: the Chairman stated that in view of the nature of the business that was about to be transacted it was advisable in the public interest that the public and press be temporarily excluded and they were instructed to leave the meeting.
    1. The Chairman reported he had received Paul Ryder-Morris’ resignation. Members were sorry to receive the news; the Chairman had however invited him to join the Transport Group as he was keen to be involved in campaigning for improvements.
    2. Members discussed who to co-opt to the Parish Council and it was agreed by all that Mrs Lynzey Paradise be invited to join. It was proposed by the Chairman and seconded by Mrs Lewis to co-opt Mrs Lyndzey Paradise to the Council. Carried unanimously.
    3. Members noted there was now a casual vacancy created by Mr Ryder-Morris’ resignation. WC would be dealing with the vacancy as it would be subject to an election if ten or more electors of the Parish requested one.
  8. Planning applications: No new planning applications had been received.
  9. Transport Group: the Chairman reported:
    1. Extension of 30mph limit on Swindon Road: he had consulted Mr Dave Thomas and Mr Andrew Jack at Wiltshire Council about the omission of reference to the WHS Transport Strategy in the engineer’s report; Dave Thomas had told him that Wiltshire’s current policy on speed limits was to follow government guidance. Decision: It was unanimously agreed that the Chairman write to Councillor Philip Whitehead.
      Mr Brotheridge asked the Chairman why he had not included all Transport Group members in the email update sent after the last meeting and the Chairman replied he had chosen to speak to them instead of emailing.
    2. A4 at Beckhampton and West Kennett: work to complete an application to CATG needed to be completed by early December.
    3. Parking in Trusloe: Mr James Cawley (WC) had sent a letter to the private land owner of land at the Trusloe Nursery Site asking the company to join a partnership scheme for its development.
    4. SID handover to Parish Councils: (previously circulated to members). Clerk to contact WC to find out the running costs of owning a Speed Indicator Device.
    5. Parking on road outside 4 Trusloe Cottages: no further information, deferred to next meeting.
  10. Avebury Sportsfield including:
    1. Report from Mr Daniel on informal working party meetings that had taken place since the last APC meeting and recommendations: the Chairman invited Mr Daniel to report on the group’s activities. Mr Daniel said he had received great support from those present at the meetings that had taken place on 14 October (ASA handover), 20 October and 2 November. He said the purpose of the meetings was to move forward the setting up of the new Committee so that decisions could be made at a full Parish Council meeting. It was noted that the first Committee meeting would be taking place that month and that key user groups would be invited to attend with the view to being co-opted to the Committee. Mr Daniel reported that Mr Alan Blake (Secretary, Avebury Club) was also interested in joining the Committee.
      The following items were discussed:

      1. Committee title: Mr Daniel proposed the title ‘Avebury Community and Recreation Association’. The Chairman opened the meeting to the public and asked if those present had any comments or questions. Two members of the public asked why there was no reference to ‘sport’ in the name particularly as the primary users of the Sportsfield were ACC and AYFC. In discussion it was felt although it was good to open up the Sportsfield to other uses, the word sport should really be in the title particularly to avoid any misunderstandings with the NT. Decision: It was agreed that the Committee title would be ‘Avebury Community Sports and Recreation Association’ (ACSRA).
      2. Draft terms of reference: (previously circulated to members and see appendix 1). The Chairman tabled draft terms of reference with his own updates highlighted in yellow (also see appendix 1) and provided copies to all. He then read the draft and invited questions from members and the public.
        • Mrs Milton questioned whether the group was a Committee of APC or a voluntary group as the latter would have access to some grants for which the Parish Council would not qualify. The Chairman agreed that there could be benefits but that the NT lease prohibited APC from assigning or parting with possession of the land. ACSRA would therefore have to be a Committee of APC.
        • Ms Service suggested adding reference to the frequency of the Committee meetings. Mr Daniel said the Committee would meet at least quarterly and that this should be included in the document.
        • Mr Fry requested that the word ‘develop’ at point 5. be changed to ‘use’ and it was agreed that the amendment be made.
        • Mr Hinder said he was concerned about who would have responsibility for marking the football pitch. Deferred to the first meeting of ACSRA.
        • Mr Fry asked for clarification on who would be responsible for maintenance of the grounds and boundaries. Deferred to the first meeting of ACSRA.
        • Ms Service said the document should also highlight and make reference to the continued usage for cricket and football and include this under point 5.
        • Members agreed the quorum be three members (of which two would be Parish Councillors). Clerk to check with WALC as to whether APC needed to specify the members.
        • Members agreed to include a further point under ‘duties’ that the Committee create and maintain a long term plan. Mr Fry advised a three to five year strategic plan should be encouraged.
        • Mr Hinder asked which members would have voting rights. The Clerk advised that the four non-councillors would be eligible to vote on the following matters only: management of land, management of festivals and tourism functions. She said the legal brief had been previously emailed to members. The Chairman said he had not read the information but would do so.
        • Members agreed that under point 7. the requirements should be changed to: an annual report.
        • Members agreed the Terms of Reference be reviewed in six months’ time.
      3. Roles and finance: members resolved
        • To appoint Mr Daniel as Chairman
        • To appoint Dr Bedford as an officer of the Council and Committee Treasurer.
        • To appoint Mrs Lewis as an officer of the Council and Committee Secretary and Clerk.
        • To appoint Mr Brotheridge to manage the bookings and car boot sales.
    2. Bank accounts: the decision as to whether to have one bank account for ACSRA was deferred to first meeting of the Committee.
    3. Security: Mr Daniel reported security was vulnerable and that bars for the Pavilion doors, new locks and possibly an alarm system should be investigated. Deferred to first meeting of the Committee.
    4. Fire check: Mr Daniel reported this had been rescheduled by the supplier (to the 10 November 2015).
    5. Connecting the pavilion to mains water supply: Mr Brotheridge reported an archaeological watching brief was required including methodology. It was agreed that in the meantime the Chairman and Mr Brotheridge would work on the specification and that selection of TAPS approved contractors be deferred to the next meeting as well.
    6. Pest control: deferred to first meeting of the Committee.
    7. Conditions of use: as above.
    8. Roof repair: no further progress, as above.[Members noted the Clerk’s advice that the newly appointed roles of Committee Treasurer and Committee Secretary and Clerk were without remuneration and with no authority to make decisions such as spending money].It was proposed by the Chairman, seconded by Ms Service and agreed unanimously to approve the above decisions contained in item 10 and the terms of reference as tabled and subject to the amendments listed under 10 a.
  11. Trusloe Play Area Inspection: the Chairman reported that due to a delay the supplier had only just emailed the report which had subsequently been circulated to members that day. Members agreed to receive the report and it was noted that overall the Play Area was low risk. Action: Clerk to check report and recommend any minor works to be carried out. Deferred to next meeting for decision.
  12. Preliminary discussion on budget and Precept for 2016-2017: (Draft first budget 2016/17 and note on likely reserves next March were tabled by the Chairman. See appendices 2 and 3 respectively).
    The Chairman explained that the reserves were significantly above national guidance levels due mainly to delays in the Transport Group’s projects but it was more than likely APC would need to earmark further funds for Transport Group projects in 2016/17. He had therefore provisionally moved £8,000 from the reserves into next year’s budget.
    The Chairman invited Mrs Milton to speak. Mrs Milton reported WC were thinking about increasing Council Tax by virtually 2%.
    The Chairman asked members to think about any additional projects they might wish to include in the budget. Action: Chairman to circulate a revised budget for consideration at the next meeting.
  13. Defibrillator for Avebury: Mrs Lewis reported that the British Heart Foundation was offering free Community defibrillators on the proviso that the applicant underwent some training. Mrs Milton said the Ambulance Service was a good source of information and that they kept a record of all defibrillator installations so that in an emergency they could direct a member of the public to the nearest one. In discussion members agreed that although the NT already had a defibrillator it was locked away in one of its offices and as every second counted when someone was having a heart attack, a second defibrillator should be made available to the public in a visible location. Decision: Mrs Lewis to apply on-line for a free defibrillator for Avebury from the British Heart Foundation. Proposed by Ms Service and seconded by Mrs Kremer and carried unanimously.
  14. Local Issues:
    1. Replacement field gate in north boundary of Sportsfield: the Chairman reported that the NT had ordered a new gate.
    2. Puddles, potholes and weeds in Green Street:
      1. Mrs Lewis reported that APC was still waiting for confirmation from WC regarding interim repairs to the road using a Velocity Patcher machine. The Clerk reported that Scheduled Monument Consent would be required for filling in the hole half way along Green Street and that Hilary Makins (NT Head Ranger) was in the process of liaising with Becky Busby (WC Highways) on how to repair the verge.
      2. The Clerk said a member of the public has reported the area looked untidy with weeds outside the old Antique Shop. Action: Clerk had already notified Hilary Makins and she had agreed to take a look at the same time as inspecting the pot hole in Green Street.
    3. WC grass cutting in West Kennett: a small area next to the bench in the layby had been cut by WC but no further grass cutting had been done to date.
    4. Phone kiosk in Trusloe in poor state: deferred to next meeting.
    5. Biting dogs: no further information. Mr Brotheridge requested that the issue of dog mess on Knoll Down be put on next meeting’s agenda.
    6. Fly Tipping: the Clerk said she had visited Bray St – Windmill Hill area on 12 November but could see no sign of a dumped mattress that had been reported by a member of the public at the last meeting. Ms Service said she had not seen anything either. Members noted the public could notify issues themselves via the online WC reporting tool. Chairman to include information in headlines for UKN and see: http://www.wiltshire.gov.uk/parkingtransportandstreets/roadshighwaysstreetcare/mywiltshireregister.htm
    7. NT fencing in Hunters Walk (not Church Walk): a member of the public had noticed laurel bushes were causing the NT fencing in Hunters Walk to lean onto the path. Action: the Clerk had notified Hilary Makins (NT Head Ranger) and had been told the NT was aware the fence needed replacing and would action this as soon as funding became available.
    8. Flood prevention and riparian ownership: the Chairman said Mrs Lewis had previously requested that APC remind local people of their rights and responsibilities. Action: Chairman to include reminder in Headlines of December issue of UKN.
  15. Review of decision making process at Planning Committee Meetings: the Chairman said the advice from the Clerk to members was (i) they were public meetings (ii) communication of representations received from the public should relate to the facts of the planning application in question and members and/or the Clerk should omit anything that was deemed personal.
  16. Consideration of applications from charitable organisations for donations: the Clerk reported that no new requests had been received.
  17. Communications: the Chairman reported a second advert for Parish Councillor had been put into UKN in error by the Editor. He also reported that in October 2015 Avebury Community Shop had won the Village Retail Award at the Community First Annual Awards; Mrs Lewis had submitted the nomination and she said that Mrs Lomas and everyone involved with the shop was really pleased. The award had been put up on display in the shop.
  18. Correspondence: (received by email unless otherwise stated). The Chairman reported:
    1. Letter from Cllr Dick Tonge, Cabinet Member for Finance, Wiltshire Council, regarding devolution of assets and services.
    2. Letter of concern from a member of the public regarding the Casual Vacancy advertisement in October issue of UKN and selection process for applicants. The Clerk said she had responded to the query to confirm the Parish was not warded, that Councillors would be considering all applicants and the Nolan principles were covered in APC’s code of conduct. She also said the resident had expressed the importance of choosing someone from the community with integrity.
    3. Email of concern from a member of the public regarding APC members including the Chairman and Mr Swatton’s application for Parish Councillor. The Chairman said he was in the process of contacting the resident.
    4. Email request from a Rawlins Park resident for fencing along NT path in the area behind the Red Lion PH. The request was to separate sheep from walkers and eliminate the problem of the public walking through sheep droppings. The Clerk said she had forwarded the email to the NT and Hilary Makins had acknowledged receipt.
    5. WALC AGM 4 November: assets of Community value, neighbourhood planning, affordable housing and land trusts. Members noted that Mrs Lewis would be attending and would represent APC at the meeting.
    6. C.V. from a member of the public offering grounds maintenance services. Passed to ACSRA for consideration.
    7. Wiltshire Life Awards: Community Group of the Year
    8. Various local events posters received and published on APC web site.

    Mrs Kremer reported the Wassail dates had been arranged for Saturday 9 and Sunday 10 January 2016 and Winter Solstice camping days were in the process of being allocated by the NT.

  19. Finance and admin:
    1. Half year internal audit: the Chairman reported a meeting was in the process of being arranged by the Clerk.
    2. Review of Asset Register: (previously circulated to members and see appendix 4). Members noted one item had been added to the register and that was a pair of full sized football goal posts with nets. They were apparently already owned by APC and had cost approximately £800. Decision: see 19c below
    3. Review of Risk Register: (previously circulated to members and see appendix 5). Members noted the register had been updated as per APC’s insurance schedule 2015-2016. Members reviewed current risks and agreed that no other changes were required.
      Decision: members unanimously agreed to adopt the updated Asset Register and Risk Register. Proposed by Mr Daniel and seconded by Ms Service.
    4. Cheques for payment and cheques for ratification: It was unanimously agreed that the following cheques be paid. Proposed by Ms Service and seconded by Mrs Kremer.
      1. Whatley & Co. (Pewsey) Ltd: UV unit for Pavilion £378.00
      2. Liz Moore: Clerk’s overtime and expenses: 22 September – 21 October 2015      £191.50

      Cheques were signed by the Chairman and Mrs Lewis.

  20. Date of next meeting: 7:30pm on Tuesday 1st December 2015 at the Social Centre.
    Apologies received from Wiltshire Councillor, Mrs Jemima Milton and Mrs Kremer.
  21. Any other business: none
  22. The meeting closed at 21:31

 

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

  1. Draft Terms of Reference for ACSRA
  2. Draft Budget 2016-17
  3. Draft APC’s Reserves for next March
  4. Register of Assets dated 28 October 2015
  5. Register of Financial Risks dated 28 October 2015

6 Oct 2015 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 6th October 2015 at the Social Centre, High Street, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, AHA for Aster Housing Association, AYFC for Avebury Youth Football Club, ASA for Avebury Sportsfield Association, AWHS for Avebury World Heritage Site, DCMS for Department for Culture Media and Sport, LGA for Local Government Act, NT for the National Trust, UKN for Upper Kennet News, UNESCO for United Nations Educational, Scientific and Cultural Organization, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Start: 19:31

  1. Public question time: There were 10 members of the public present and the following points were raised or questions asked:
    1. A resident from Trusloe tabled photographs of cars parking dangerously on the bend of the road outside 4 Trusloe Cottages and reported they had contacted the Police who would be taking action as the parking was illegal. Mrs Kremer said the solution was between AHA and the Police.
    2. A resident from Rawlins Park reminded members of the danger traffic posed to people on the A4361 north of the Henge. It was noted this was already a priority project being actioned by the Parish Council’s Transport Group.
    3. A resident from Trusloe advised everyone to be aware of a door to door scam that had taken place last year involving people purporting to be from a government rehabilitation scheme and that soon afterwards a series of burglaries had taken place. The same person reported that in the past week he had been bitten by a dog on Knoll Down. Mr Brotheridge asked if the resident had noticed any improvements to the cleanliness on Knoll Down; the resident replied he had not. The resident also reported that a bed had been dumped on the road at the top of Bray Street and the phone kiosk at Trusloe was in a very poor state and that this reflected poorly in an area that was supposed to be a WHS. Action: Clerk to put item on next meeting’s agenda. Ms Kremer asked how the door to door scam was linked to the burglaries and the resident replied it was coincidence but highly likely to be linked.
    4. A resident from Green Street reported that when she visited Knoll Down she noticed that everyone was picking up after their dogs. Members concluded that the new signage must be working.
  2. Present: Councillors Andrew Williamson (Chairman), David Brotheridge, Mike Daniel, Antoinette Kremer and Zandria Service.

    In attendance: Ms Sarah Simmonds, WHS Officer (items 1-13e) and Miss Liz Moore (Clerk).

  3. Apologies for absence: Councillors Dr Mike Bedford (Vice-Chairman), Maggie Lewis (Vice-Chairman), Paul Ryder-Morris and Wiltshire Councillor Mrs Jemima Milton. 
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 8th September 2015: Unanimously agreed as an accurate record. Proposed by Mr Brotheridge and seconded by Ms Service.
  6. Matters arising from the minutes: none or already covered on the agenda.
  7. Membership: the Chairman reported there were three applicants for the one vacancy of Parish Councillor: Mrs Lyndzey Paradise, Ms Natascha Kenyon and Mr Pete Swatton. The Chairman asked Ms Kenyon and Mr Swatton to leave the room so that members could consider membership. Ms Kenyon and Mr Swatton left the meeting temporarily. In discussion members felt they were spoilt for choice and that all three people were strong candidates for different reasons. It was agreed to defer a decision until the next meeting when more members would be present.
  8. Planning applications and results: the Chairman reported
    1. Rear extension to self-contained bedroom at Isobel Cottage, Beckhampton. 15/08784/FUL. Plans were tabled and considered. Decision: it was unanimously agreed to support the application. Proposed by Mrs Kremer and seconded by Ms Service.
    2. Cut back canopy and hedge-lay both Ash and Hawthorn to improve hedgerow at North East Sector, Avebury Henge: 15/09549/TCA. Plans were tabled and considered. The Chairman said he would recommend supporting the application as the rooting system of the trees would increasingly damage archaeology in future. Decision: it was unanimously agreed to support the application. Proposed by Mr Daniel and seconded by Mr Brotheridge.
  9. Presentation of WHS Management Plan by Sarah Simmonds (WHS Officer): the Chairman invited Sarah
    Simmonds to introduce the Management Plan. Copies of the Stonehenge, Avebury and Associated Sites WHS Management Plan
    Summary 2015 were distributed to members and the public. The Clerk also received the full copy for APC records (appendix 1)
    Ms Simmonds explained a plan had existed since 1998 and that this was the third edition. It was a document that had had to
    be produced for UNESCO and had recently been approved by DCMS. She reminded everyone that the purpose of the plan
    was to protect and preserve the sites whilst balancing the needs of the local community.

    Ms Simmonds said the plan would help preserve the fabric of the monuments, buried archaeology, the setting, the visual link
    between monuments and the setting beyond the WHS’s boundaries. She added the Plan prioritised protection for the site and
    178 actions had been identified. Work on these was shared and divided between all WHS partners. Ms Simmonds read out the
    eight priorities contained in the 2015-2021 Management Plan [see p. 10 of the Management Plan Summary, appendix 2].
    She added that a pdf of the full plan was available on the WC web site.
    The Chairman expressed thanks to Sarah Simmonds for her presentation and then asked members for their observations.

    • Mr Daniel asked how the archaeological digs and results were published. Ms Simmonds said information was normally published on the web site and agreed they could improve the content. She reported that repairs to West Kennett Long Barrow were scheduled to take place that November.
    • Ms Service said she had noticed an article in Wiltshire Magazine that reported on a recent change in fracking permissions and expressed concern for the area. She added Sites of Special Scientific Interest would not be immune from fracking.

    The Chairman asked the public for their observations.

    • Mr Harrison made the observation that a trunk road ran through the WHS landscape but that a bypass was not likely in the near future.
    • Mr Rimes recommended that a 20mph speed limit should be set for the centre of Avebury. It was noted this would be possible due to Avebury being a WHS.
    • Ms Kenyon responded to Ms Service’ concerns about fracking and said she was aware fracking sites had been identified in Melksham only.

    The Chairman summarized that it was in the interests of the Parish to support the Management Plan as it would help conserve Avebury.
    Members agreed with this view and it was unanimously agreed to endorse the WHS Management Plan.
    Proposed by the Chairman and seconded by Mr Daniel.

  10. Transport Group: the Chairman reported:
    1. Beckhampton, West Kennett and A4 Project:
      A letter had been received from Councillor Whitehead dated 9 September as Cabinet Member for Highways and Transport at WC. He had outlined funding procedures for the Beckhampton, West Kennett and A4 Project that would involve narrowing the A4 in order to slow traffic. The Chairman read out the first, relevant half of the letter and said the next step was for the CATG to agree the design stage of the project. He added that Councillor Whitehead had offered to facilitate the process via James Shepherd (Chairman of CATG). The Chairman confirmed the timescales and said WC Highways bid for funding would be in June 2016 so that money might hopefully be released in January 2017.
    2. Extension of 30mph limit on Swindon Road: the recent engineer’s report had not mentioned Wiltshire Council’s own Avebury WHS Transport Strategy and that Dr Bedford and the Chairman would sort out the error. Mr Daniel added that there many more incidents taking place on the Swindon Road that were not reported and emphasized the need for action as soon as possible.
    3. Parking in Trusloe: a letter from James Cawley (WC) would be sent to the private land owners of land at the Trusloe Nursery Site by the next week. The Chairman said WC also owned verges that were not in the visibility splays and this could be added to the amount of land that might become available.
    4. Signage audit: four new signs intended to mark the boundary of the WHS were due to be replaced this financial year. The Chairman tabled the new design with the UNESCO logo.
    5. Repairs to Green Street: the road had been put on WC’s list for renewal in 2017-2018.
    6. Parking at 4 Trusloe Cottages: covered earlier in the meeting. The resident agreed to contact APC regarding feedback from the Police on the parking issue.
  11. Review of decision making process at Planning Committee Meetings: deferred to next meeting when more members would be present.
  12. Future use of URC Chapel at Green Street:
    1. Report on URC meeting with Synod on 10 September at St. James’: the Chairman said he understood that about 50 people had strongly expressed the view that the Chapel should not be sold. As a result Reverend Ruth Whitehead (Moderator South Western Synod) would be thinking again and had agreed to set up a working party. In the meantime, the Parish Council had been requested not to register the Chapel under the Community Right to Bid Scheme.
    2. Members agreed to defer registering the URC Chapel under the Community Right to Bid Scheme. The Chairman asked if members of the public had any questions. There was none other than Mr Swatton reported that a metal post had appeared beside the Beckhampton roundabout. It was noted that no one knew what this was for or why it had appeared.
  13. Avebury Sportsfield including:
    1. Next steps: The Chairman noted that APC was discussing the management of the Sportsfield for the first time since the resignation of ASA’s members. It would be necessary to re-establish APC’s Sub-Committee to manage it and that it would be realistic to expect that this would take two or three APC meetings. APC had already decided that there was a need to encourage a wide spectrum of activities and interests and had placed an advert in UKN. The Chairman noted that APC was not allowed to assign or part with possession of the lease and that management of the Sportsfield must be part of an APC committee or sub-committee.
    2. Responses to UKN advert: the Chairman reported on the interest received to date including the previously received letter from AYFC and ACC who were keen to be part of the Committee, and public interest in croquet, bowls, car boot sales, community orchard, children’s play equipment, Avebury Day, Avebury Rocks and other activities such as map selling.
    3. Potential categories of uses: in discussion the following preliminary categories were considered:
      1. Sports
      2. Recreation
      3. Community benefit activities
      4. Charity events benefiting parishioners
      5. Fund raising to meet running costs
      6. Other similar uses

      Mrs Kremer said the activities would bring the wider community and villages into Avebury.

    4. A title for the Committee: the Chairman raised the question of changing the name of ASA to reflect the use of the Sportsfield for recreation as well as sport. Overall it was felt a name like ‘Avebury Recreation and Sportsfield Committee’ or ‘Avebury Sports and Recreation Committee’ should be considered.
    5. Constitution, membership and Chairmanship: following discussion it was agreed the Committee would have nine voting members. Five members would be Parish Councillors and they would be Dr Bedford, Mrs Lewis, Mr Brotheridge, Mr Daniel and Mrs Kremer. Four other members would be invited to join to represent local interests. It was noted that while there would not be more than nine voting members, others could be co-opted as non-voting members over time, or other arrangements could be made, such as creating an advisory group. It was also agreed that Mr Daniel would be Acting Chairman for the Committee. Proposed by the Chairman, seconded by Ms Service and carried unanimously.The Chairman invited members of the public to ask questions. In further discussion the following points were made:
      1. It might be useful to think about getting the public to sign a form and registration fee for those that wished to use the Sportsfield.
      2. ACC would be sensitive to changes that would impact the Club.
      3. ACC fixtures deadline was in October.
      4. Car boot sales raise £3-4K per annum.
      5. Key user groups included the Orchard Group, Avebury Day.
    6. ASA cheque signatories: it was agreed the following members would be cheque signatories to ASA’s two bank accounts: Dr Bedford, Mrs Lewis and Mr Daniel.
    7. Bookings: it was agreed the whole Committee would be involved for the first few months.
    8. Connecting the Pavilion to mains water supply: Mr Brotheridge reported this was work in progress, deferred to next meeting.
    9. Roof repair: the Chairman said Jenny Haines hoped repairs would be done that Thursday.
    10. Fire check: 4 November 2015.
    11. Date of first meeting: to be called by Mr Daniel and it was noted Mr Daniel would arrange for collection of keys from ASA.
  14. Renewal of lease for Sportsfield: the Chairman reported the NT had agreed to wait whilst APC reviewed the management of the Sportsfield.
  15. Local Issues including: the Chairman reported
    1. Replacement field gate in north boundary of Sportsfield: the Clerk had received a call from a member of the public to report the gate had fallen on their child on Sunday 13 September. The NT had offered to put in a new gate or sliding boards and would be in contact with the Chairman the next day to report on options. The Chairman invited Mr Fry to speak. Mr Fry said the gate was used for access with a garden tractor mower and therefore access was required.
    2. Puddles and potholes in Green Street: the Clerk reported an on-site meeting had taken place on 11 September at short notice to assess the road repairs and WC had said they might be able to carry out interim repairs to the road using a Velocity Patcher machine. It was noted APC was waiting for confirmation from WC as to when repairs were likely to take place and that highest priority were the potholes at the end of Green Street at the Farthings’ dairy and half way down Green Street by the NT’s collapsed wall. The Clerk said a meeting of the Transport Group Committee was needed.
    3. Flood prevention and riparian ownership: deferred to next meeting.
  16. Communications: advert for new Councillor submitted to October issue of UKN.
  17. Correspondence: (received by email unless otherwise stated). The Clerk reported:
    1. Letter from Councillor Simon Jacobs (Chair of WC Operational Flood Working Group – North): ‘ditch project’ letter template and booklet on rights and responsibilities of riparian ownership.
    2. Various local events posters received and published on APC web site.
  18. Finance and admin:
    1. Cheque signatories: members resolved to add Dr Bedford, Mrs Lewis and Mr Daniel as cheque signatories to the bank accounts held by ASA. Proposed by Mrs Kremer and seconded by Mr Brotheridge and carried unanimously.
    2. Inspection of Trusloe Play Area: the Clerk reported the inspection had taken place the previous week and the report would be received shortly.
    3. Cheques for payment: It was unanimously agreed that the following cheque be paid. Proposed by Mr Brotheridge and seconded by Mrs Kremer.
      1. Liz Moore: Clerk’s overtime and expenses: 22 August – 21 September 2015 £299.35
  19. Date of next meeting: 7:30pm on Tuesday 3rd November 2015 at the Social Centre.
  20.  Any other business: none
  21. The meeting closed at 21:21

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

  1. Stonehenge, Avebury and Associated Sites WHS Management Plan 2015
    (Please see Wiltshire Council’s web site for the full plan).
  2. Extract: p.10 Stonehenge, Avebury and Associated Sites WHS Management Plan Summary 2015

8 Sep 2015 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 8th September 2015 at the Social Centre, High Street, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, AYFC for Avebury Youth Football Club, ASA for Avebury Sportsfield Association, AWHS for Avebury World Heritage Site, LGA for Local Government Act, NT for the National Trust, UKN for Upper Kennet News, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Start: 19:34

  1. Public question time: There were no members of the public present except later when one member of the public was present from item 9 onwards.
  2. Present: Councillors Maggie Lewis (Vice-Chairman), David Brotheridge, Paul Ryder-Morris (items 1 to 14) and Zandria Service (item 10 onwards).
    In attendance: Miss Liz Moore (Clerk).
  3. Apologies for absence: Councillors Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Mike Daniel, Antoinette Kremer and Wiltshire Councillor Mrs Jemima Milton.
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 24th August 2015: Unanimously agreed as an accurate record. Proposed by Mr Paul Ryder-Morris and seconded by Mr Brotheridge.
  6. Matters arising from the minutes:
    1. Dog fouling: (Min ref. 6 a). Deferred to next meeting.
    2. Bus shelter cleaning on A4361 at Rawlins Park: (Min ref. 6 b). Mr Brotheridge reported the work had still not been done. The Clerk said any delay in work being done was probably due to cross over with the new Parish Steward starting.
    3. Defibrillator for Avebury: (Min ref. 6 c). No further progress. Mrs Lewis to follow up with the NT.
  7. Membership: Mrs Lewis reported:
    1. WC had not received a request for an election by TEN electors and APC could now co-opt a new member.
    2. An email had been received Lyndzey Paradise of the High Street expressing an interest in becoming a Councillor and members felt she would be a very good candidate. Members also noted past interest from several other residents.
    3. Members to consider which groups were under-represented: members agreed it would be good to try to find someone from Trusloe to balance representation across the village. Action: Clerk to put advert in UKN.
    4. Dave Brotheridge had requested that members should decide what tree to plant to commemorate Paul Dixon as no further progress had been made to date. It was unanimously agreed that an oak tree would be appropriate and that Mr Brotheridge would look into the cost of buying a young tree to be paid for by members personally.
  8. Planning applications and results: the Chairman reported
    1. Conversion of managers flat within the Avebury Manor House to an office: 15/06378/FUL. Approved by WC with conditions.
    2. Conversion of an existing barn to provide rural workers dwelling at Beckhampton: 15/02537/FUL. Approved by WC with conditions.
  9. Review of decision making process at Planning Committee Meetings: deferred to next meeting when more members would be present.
  10. Future use of United Reform Chapel at Green Street:
    1. Finalization of the views given by APC members and the Community at 24 August meeting: Mrs Lewis read out an email received from Sarah Simmonds (WHS Officer) describing the aspirations and related policy as set out in the Management Plan [See Appendix 1]. The Chairman reported there had been no further representations received from the public since that meeting and members concluded that the general consensus was that everyone would prefer the chapel to remain a Community space.
    2. Members to decide who will attend URC meeting with Synod on 10 September at St. James: Mrs Lewis and Ms Service volunteered to represent APC at the meeting.
    3. Members to consider registering the Chapel under the Community Right to Bid Scheme: Mrs Lewis tabled a document that had been received from Reverend Ruth Whitehead (Moderator South Western Synod) that would be circulated to the public at the meeting on 10 September 2015 [See appendix 2]. In discussion members noted it was clear the Synod Trust intended to sell the Chapel. It was unanimously agreed APC should register the URC Chapel under the WC Community Right to Bid Scheme. Proposed by Ms Service and seconded by Mr Brotheridge. Action: Clerk to prepare and submit nomination form to WC.
  11. Renewal of lease for Sports Field: deferred to next meeting when more members would be present.
  12. Avebury Sportsfield Association including:
    1. Handover meeting with ASA on 18 August. The Chairman reported various actions had arisen following the meeting including:
      1. Fire check was due in November (4 November) and members would need to ensure the building met the required fire safety standards.
      2. The Clerk reported APC’s existing insurance met the requirements for the Pavilion and Sports Field.
      3. Mr Brotheridge said he would like to volunteer to be the booking secretary. Members accepted his offer.

      The Chairman invited Mr Fry to speak.
      Mr Fry stated that the Sports Field should have three uses (a) car boot sales (b) cricket (c) football. Mr Fry added that ACC provided its fixture list in February.
      Ms Service asked if it was possible for the Sports Field to be used for anything else whilst it was being used for sport. Mr Fry confirmed it would be possible as only about a third of the field was being used when a Cricket match took place.
      The Clerk tabled a hard copy letter received 3 September from AYFC and ACC confirming both clubs interest in being part of the management of both the Sports Field and the Pavilion. In brief the Clubs set out their interest and credentials covering the following points: care and attention, access to resources, ability to communicate effectively and ability to play a meaningful role in raising funds. [See appendix 3].
      The Chairman asked Mr Fry if a date had been set for Avebury Day. Mr Fry reported a date had been set for 10 September 2016.

    2. Managing the Sports Field: extra meeting to be set up before 30 September. Members provisionally booked 21 September 2015.
    3. Connecting the Pavilion to mains water supply: APC had received a quotation of £930.66 from Thames Water for the connection charge (previously circulated to members). Mr Brotheridge reported APC would now need to ascertain (i) the costs of plumbing work required inside the building (ii) contractor costs for the ground works. Mr Brotheridge said a moledigger was not allowed and the pipe must be put into an open trench in the ground. Action: it was unanimously agreed that Mr Brotheridge research additional costs and potential contractors.
      The Chairman invited Mr Fry to speak. Mr Fry said if it would be useful he would put together a list of contractors ACC had used in the past for all types of work to the Sports Field and Pavilion. Members accepted his offer and thanked him.
  13. Local Issues including: the Chairman reported
    1. Puddle in road in Green Street: Hilary Makins (Head Ranger NT) had advised the Clerk that the ditch in Green Street was not an official ditch and no digging whatsoever must be undertaken.
    2. Potholes in Green Street: the Clerk had arranged an on-site meeting with WC Highways to assess the road in Green Street at 12pm on Friday 11 September 2015. The Farthings had agreed with the Clerk to clear any mud on the road by Friday that week to enable WC to carry out an assessment, the inspection needed to be done that week whilst the weather was fair. Mrs Lewis and Mr Brotheridge volunteered to attend the meeting.
      Mr Ryder-Morris reported the verges in West Kennett were overgrown and causing a problem for school children trying to catch the bus. Action: Clerk to log issue on WC online reporting portal.
    3. Litter in the village: a member of the public had written to inform APC they had recently seen a lot of litter (beer cans) in the undergrowth near big arch (second bridge when walking to Trusloe from Avebury). Action: APC to put request in UKN headlines asking people to preserve the tidiness of the village.
    4. Main NT car park sign: the sign was obscured by vegetation when travelling east into Avebury. WC would be cutting back the trees in September.
  14. Communications: the Chairman reported the Sports and Recreation Advert had been published in the September edition of UKN. [See appendix 4]. Responses had been received from two residents offering ideas and assistance. Notice of Conclusion of Audit was published on the Community Shop notice board on 7 August 2015.
  15. Correspondence: (received by email unless otherwise stated). The Chairman reported:
    1. Letter from Claire Perry MP to invite members to a tour of the Houses of Parliament on Monday 16 November (up to 2 people per organisation).
    2. Letter from WC dated 19 August 2015 acknowledging APC’s letter to Councillor Whitehead who was at that time on annual leave.
    3. Community First AGM – Wednesday 7 October.
    4. Rural Policing Matters – Campaign.
    5. Various local events posters received and published on APC web site.
    6. Report from Moya Brannon (resident Swindon Road) regarding a near fatal collision on A4361 at 0616 on 3 September 2015. Action: evidence to be forwarded to WC by Transport Group.
  16. Finance and admin: the Clerk reported
    1. Grant Thornton had completed the review of the annual return and a clean audit report had been given. [See appendix 5. Section 3, external auditor certificate and report 2014/15].
    2. Members to resolve to add new cheque signatories to the bank accounts held by ASA: paperwork not received, deferred to next meeting.
    3. Letter from the Pensions Regulator: Letter to be passed to Dr Bedford.
    4. Cheques for payment: It was unanimously agreed that the following cheques be paid. Proposed by Ms Service and seconded by Mr Brotheridge.
      1. Grant Thornton: external audit of the 2015 Annual Return £120.00
      2. Stocksigns: additional sign for Trusloe Play Area £44.66
      3. ACC: grass cutting services April 2015 – 30 Sept 2015 £850.00
      4. Liz Moore: Clerk’s overtime and expenses: 22 July – 21 August 2015 £236.60
        Cheques were signed by Mrs Lewis and the next day by Dr Bedford.
  17. Date of next meeting: 7:30pm on Tuesday 6th October 2015 at the Social Centre. Apologies received from Mrs Lewis.
  18. Any other business:
    1. At Mrs Lewis’ suggestion, members to consider sending Maureen Dixon a good wishes card or similar at October meeting.
  19. The meeting closed at 20:50

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

  1. Email from Sarah Simmonds (WHS Officer) listing the relevant aspirations set out in the AWHS Management Plan.
  2. Statement from Reverend Ruth Whitehead (Moderator South Western Synod).
  3. Letter dated 1 September 2015 from AYFC and ACC.
  4. Sports and Recreation Advert published in the September edition of UKN.
  5. Section 3, external auditor certificate and report 2014/15. Not seen by the meeting but added subsequently.