1 May 2018 Annual General Meeting : DRAFT Minutes

Avebury Parish Council

Draft: minutes of the Annual General Meeting of Avebury Parish Council held on the 1 May 2018 at the Social Centre, High Street, Avebury SN8 1RF. (For adoption in May 2019).

In these minutes ACSReC stands for Avebury Community Sports and Recreation Committee, APC for Avebury Parish Council, ASSC for Avebury Sports and Social Club, NT for National Trust and WHS for World Heritage Site.

Present: Councillors Dr Mike Bedford (Vice-Chairman), Mrs Maggie Lewis (Vice-Chairman), from item 3 onwards Mr Terence O’Connor, Mrs Lynzey Paradise and Mr Stephen Stacey.

In attendance: Miss Liz Moore (Clerk).

Time started: 19:19

  1. Apologies: Councillors Dave Brotheridge and Andrew Williamson and Wiltshire Councillor Jane Davies.
  2. Election of Chairman and Vice Chairs: the Clerk took the Chair and asked if there were any nominations for the role of Chairman. Mr Stacey was nominated and the Clerk asked if he was prepared to stand as Chairman. He said he would and there were no other nominations. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously. The Clerk asked if there were any nominations for the role of Vice Chairman and Mrs Lewis and Dr Bedford said that they were prepared to stand again as Vice Chairs. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously.
    [Declarations of acceptance of office were signed by Mr Stacey, Dr Bedford and Mrs Lewis].
    Mr Stacey took the Chair.
  3. Minutes of AGM held on 18 May 2017: unanimously agreed as an accurate record. Proposed by Dr Bedford and seconded by Mrs Paradise.
  4. Appointment of members of Committees, Sub-Committees and Parish Council representatives:
    1. APC’s Planning Committee: it was unanimously agreed that all members of the Council remain members of the Planning Committee.
    2. APC’s Transport Group: it was unanimously agreed that Dr Bedford, Mr Stacey and Mr Williamson remain members together with the following members of the public: Mrs Moya Brannan, Mrs Kate Fry, Mr Tim Lewis, Mrs Angela Norman, Mr Paul Ryder-Morris and Mr Simon Vatcher and new members Mrs Lynn Bennett-Nutt and Mrs Helen Ramsey. It was unanimously agreed that Dr Bedford be nominated as Chairman of the standing committee.
    3. ACSReC: it was unanimously agreed that Mrs Lewis and Dr Bedford remain members to oversee administration work associated with handover of Sports Field to ASSC.
    4. Community Flood Group: it was unanimously agreed that Mrs Lewis remain the nominated representative with a member of the public, Mrs Judy Farthing as Civil Emergency Volunteer.
    5. Wi-Fi and Broadband: it was unanimously agreed that Mr O’Connor would be the nominated representative.
    6. Avebury Sacred Sites Forum: it was unanimously agreed that Mr Williamson remain a member and Mrs Lewis and Ms Service attend on an ad-hoc basis.
    7. Avebury WHS Steering Committees and Avebury Solstice Operational Planning Meeting: it was unanimously agreed that Mr Williamson remain as APC’s representative.
    8. Footpaths: it was unanimously agreed that Mr Stacey remain a footpath Councillor.
    9. Play area: it was unanimously agreed that Mrs Paradise would be the nominated Play Area Councillor.
    10. Marlborough Area Board: it was unanimously agreed that Mr Williamson remain the nominated representative and Mrs Paradise be nominated as a representative too and that other members were welcome to attend the meetings.
  5. Appointment of representatives to other bodies:
    1. Social Centre trustees: Mrs Lewis agreed to remain APC’s representative.
    2. Sports Field representatives on ASSC: Dr Bedford and Mrs Paradise agreed to be APC’s representatives.

    The above nominations under items 4-5 were proposed by Dr Bedford, seconded by Mrs Lewis and carried unanimously.

  6. Payment of annual subscriptions
    It was agreed that annual subscriptions or donations be made during 2018/19 to:

    1. Wiltshire Association of Local Councils
    2. Community First
    3. Upper Kennett News

    Proposed by Mrs Paradise, seconded by Dr Bedford and carried unanimously.

Meeting closed at 19:35

1 May 2018 Ordinary Meeting : DRAFT Minutes

Avebury Parish Council

Draft: minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 1 May 2018 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACSReC for Avebury Community Sports and Recreation Committee, ARK for Action for River Kennet, ASOP for Avebury Solstice Operational Planning, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, EH for English Heritage, FWO PC for Fyfield and West Overton Parish Council, ICOMOS for International Council on Monuments and Sites, NT for the National Trust, PC for Parish Council, SWAST for South Western Ambulance Service Trust, TRO for Traffic Regulation Order, UNESCO for United Nations Educational, Scientific and Cultural Organization, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Councillors Mr Stephen Stacey (Chairman), Dr Mike Bedford (Vice-Chairman), Mrs Maggie Lewis (Vice-Chairman), up to item 9.a. Mr Terence O’Connor and Mrs Lynzey Paradise.

In attendance: Miss Liz Moore (Clerk).

Time started: 19:35

  1. Public question time: there were no members of the public present.
  2. Apologies: Mr Dave Brotheridge, Councillor Mr Andrew Williamson and Mrs Jane Davies (Wiltshire Councillor).
  3. Declarations of interest: none declared.
  4. Minutes of meeting held on 3 April 2018: unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mrs Lewis.
  5. Matters arising from the minutes: none that were not already covered on the main agenda.
  6. Planning applications:
    1. Full planning for the provision of 168 photovoltaic panels in two groups of 84 on the roof of an existing grain store at Grain Store, Windmill Hill Corner, Manor Farm, Avebury Trusloe. Ref: 18/02663/FUL. The plans were considered and it was resolved to support the application. Proposed by Dr Bedford, seconded by Mr O’Connor and carried unanimously.
    2. Advertisement Consent for non-illuminated wall mounted sign to both front and side elevations at Elements of Avebury, Green Street, Avebury. Ref: 17/09193/ADV. The plans were considered and it was resolved to object to the application on the following grounds. Proposed by Dr Bedford, seconded by Mrs Paradise and carried unanimously.
      1. It is unnecessary. The shop has signage on its windows and an ‘A’ board outside its door already. It is obvious that there is a shop there.
      2. There are road safety implications. Additional signage will distract drivers on the A4361.
      3. It is inconsistent with established guidelines. The WHS Management Plan discourages visible commercialisation in the village.
      4. It would not be consistent with current practice. Recent applications for signage have been turned down in order to preserve the character of the village.
      5. It risks setting a precedent. Other commercial operations in the village may consider additional signage at Elements as a signal that they can follow suit.
  7. Transport Group:
    1. Members considered the Transport Group’s interim recommendations for action paper (previously circulated to Councillors and see appendix 1) and feedback from the annual Village meeting. It was noted there had been a lot of support at the Village meeting for getting a 30 or 40 mph limit on the A4361 past Avebury Trusloe in place as soon as possible and Jane Davies (Wiltshire Councillor) had advised that in the meantime part of the Beckhampton Scheme could be fast-tracked through CATG. It was agreed Dr Bedford to directly contact WC to discuss introduction of a 40 mph limit from Beckhampton roundabout past Avebury Trusloe and to ask about adjusting the existing 30 mph towards Beckhampton. In further discussion, members considered ways to enforce the speed limit on the roads around the Parish including the A4361 and it was agreed Clerk to look into the cost of a mini speed display unit. Mr O’Connor stated the gradual introduction of autonomous vehicles that linked the vehicle speed to the speed limit of the road might solve a lot of today’s issues regarding fast speeding of vehicles. Members noted also that a request had been made at the Village meeting for dropped curbs in Avebury Trusloe to help disabled people get about more safely. It was agreed Mrs Lewis to email the resident who had made the request to find out more information and the Clerk to email AHA to inform them of the request and residents’ Health and Safety concerns. There was general agreement on the layout of the draft action paper and it was agreed Transport Group to compile a shopping list.
    2. Transport Group exhibition at Kennet Valley Hall: members noted the exhibition date for the 18 May had been postponed and that a new date would be arranged for the end of May or beginning of June. Dr Bedford stated that the purpose of the exhibition was to present the WHS Traffic Calming Scheme as well as to explain the pros and cons of closing the Avenue and that the Transport Group would be open to all feedback. Mr Stacey said the Transport Group would also like to take into consideration a lower speed limit from the Bell PH as requested by FWO Parish Council. Mrs Paradise offered to advertise the event to parents at Kennet Valley School, Lockeridge.
    3. Wiltshire Great West Way update meeting 24 April: Mr Stacey explained that Wiltshire had been slipping down the list of tourist destinations and as a result Visit Wiltshire had set up the Great West Way Project with the aim of turning routes along the A4 into tourist traps. He reported that Visit Wiltshire was offering support and co-branding to help increase business’ revenue and that WC was contributing £250,000 to the project. He added the idea was to encourage tourists to visit less well known areas and to use forms of transport other than the car wherever feasible.
    4. Byway closed to aid Ridgeway recovery: discussed at item 8.b.               [A section of the Ridgeway near Avebury will remain closed to cars and motorbikes for an extra 21 days while it recovers from severe winter weather. The byway from Green Street to Hackpen Hill in the heart of the World Heritage Site is still affected by deep ruts and standing water. It was due to re-open for the summer on 1 May, but Wiltshire Council has introduced a three-week prohibition of driving order to give it more time to recover. The order may be extended by an extra 21 days if necessary. The stretch will remain open for walkers, horses and cyclists but closed to motorbikes and motor vehicles apart from emergency services and landowners].
  8. ACSReC:
    1. Deed of Surrender: Mrs Paradise reported that legal work had completed on 17 April 2018, Avebury Sports and Social Club was now the leaseholder of the land and a joint meeting had been arranged between ASSC and the NT to look at future plans for the Sports Field and Pavilion.
    2. Storm damage to Pavilion roof: the Clerk reported that the insurance claim has been set up and an estimate for repair work had been sent to insurance company. It was noted the PC would be kept informed of progress. The Chairman reported that the byway along Green Street was to close from the 1 May for an extra 21 days to aid recovery of the Ridgeway. Mrs Paradise reported that ASOP meeting was on 23 May and it was agreed that she contact Simon Rowe (WC Highways) to discuss Ridgeway closure and parking permits. Thanks were expressed to Mrs Paradise for her assistance.
  9. Defibrillator for Avebury Trusloe:
    1. Electrical work on kiosk: Mrs Lewis reported that in order to ascertain the costs for the electrical work, Julia Doel at SWAST had recommended speaking with Little Cheverell Parish Council because they had installed a heated cabinet into a ‘phone kiosk. It was noted SWAST recommended using a heated cabinet with the defibrillator. In discussion it was felt that should the electrical work prove to be cost prohibitive the kiosk could always be used for another community purpose such as a book exchange.
    2. BT Agreement: it was resolved therefore to endorse the agreement between BT and Avebury Parish Council for the sale and purchase of the telephone kiosk adjacent to Trusloe Cottages for £1.00. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously. [The Chairman signed the agreement].
  10. Review of annual Village meeting: already covered at item 7.a. and noted that most issues to be dealt with by Transport Group and members recommended arranging a separate meeting for Avebury Trusloe residents. In discussion members commented that the meeting seemed generally to be appreciated but in future: 1. It might be helpful to have a representative from the NT 2. It would be worth considering whether the PC’s report of activities in the year to date should be balanced with a brief outline of its priorities or aspirations for the year to come 3. Further thought should be given as to how best to give parishioners attending the meeting opportunities to make constructive suggestions for the work programme for the following year.
  11. Local Issues including:
    1. Great British Spring Clean: Mrs Lewis explained that adverse weather had meant new dates for a Community litter pick had been postponed and she suggested that rather than setting a new date, the PC could encourage people all year round to pick up litter. Members endorsed this view and it was agreed Mrs Lewis and Mrs Paradise to work on a poster for UKN and the notice boards.
    2. Dog fouling: in discussion it was felt that the notice in the April edition of UKN asking people to pick up after their dogs had been effective and that there was less dog mess around. The Clerk reported WC had also been instructed to clean footpath 22 and that might also be the reason why the footpath was cleaner. She tabled for members’ information a leaflet from Marlborough Veterinary Surgery that contained an article about how Drove Vets were working alongside ARK to see a “Poo Free” Stonebridge Wild River Reserve and had sponsored a bin in the area and she also tabled a doggy dirt bag that was 100% biodegradable. The Clerk advised that provision of a dog bin and bags might also be an option for the Council to consider. It was agreed Mrs Lewis to contact ARK about the dog bin initiative and the PC to ask members of the public via UKN if they would like a bin.
    3. Removal of graffiti and re-painting Beckhampton bus shelter: Mr Lewis reported the work would be actioned when the weather was fine.
    4. Parish Steward Priority Sheet: the Clerk reported that the Parish Steward was working on a back-log of weed-killing and grass cutting and requests would not be actioned until the June visit. She said the Chairman had noticed that two drain holes by the post carrying the signboard of the Red Lion seemed to be blocked and that rainwater was flowing diagonally across the top of the High Street. She added that due to the nature of the work it was likely a tanker would be needed to unblock the drains and therefore the problem had been reported to Martin Cook (WC Highways). Mrs Paradise asked if the Parish Steward could regularly check the culverts at the bottom of the High Street. Clerk to ensure request put on priority sheet each month.
    5. Re-instatement of Play area fencing along main road perimeter: the Clerk reported that the work was scheduled to be carried out in May.
    6. Resurfacing of footpath 22 and AVE30/10 from NT car park to High Street: Clerk to forward Councillor Wayman’s newsletter to Dr Bedford about extra Government funding for footpaths and Dr Bedford to contact Jane Davies (Wiltshire Councillor) to discuss.
    7. Summer solstice management and permits: Mrs Paradise reported she would be attending the next ASOP meeting and was working on getting residents’ parking permits approved.
  12. Communications: the Chairman reported a notice of vacancy in the office of Councillor had been published on notice boards on Friday 27 April and that a second vacancy had occurred. It was noted Mr Dave Brotheridge had recently tendered his resignation due to family and work commitments.
  13. Correspondence: the Clerk reported:
    1. A letter had been received from a member of the public raising the issue that Kyter’s Walk (footpath between the Old Vicarage and St Andrews Cottage) was still being used as a byway (especially by motorcyclists) and not a footpath. The letter was tabled and read out. Members noted the following points: 1. Footpath used a lot more because NT had taken away wire fence directing people to use tarmacadam footpath 2. Bollards at the southern end of Kyter’s Walk might reduce usage as a byway (though not, presumably by motor cyclists, since the bollards at the northern end seem not to work as a barrier 3. Concern that wild flowers were being destroyed by strimming. In discussion it was agreed that the PC would visit the site and also ask for evidence from the member of the public who had written to the Parish Council and offer assistance in gathering evidence. Mrs Paradise and Mr Stacey offered to act as points of contact and to help collect evidence. Decision deferred to next meeting. Clerk to write to the member of the public to thank them and let them know that the PC would look into the matter.
    2. Email received from a member of the public concerned about encampment on nursery site in Avebury Trusloe: it was noted the private landowner was dealing with the matter and would be in contact with the Parish Council for further information if required.
    3. Temporary Closure of: A4361 (Part), Broad Hinton (11/05/2018 for one day).
    4. Invitation to CPRE Wiltshire’s AGM: to be held at Sarum College, Salisbury on Monday the 18th of June at 13:30. ADMISSION FREE. [Guest Speakers are: Crispin Truman (Chief Executive) CPRE National Office – ‘CPRE the way forward’ and Henry Oliver (Director of North Wessex Downs AONB) ‘The AONB – Past, Present and Future’].
    5. The PC had been mandated at the Village meeting to write to the new NT Director General. It was noted the Chairman and Clerk to draft letter.
    6. Email response received from Highways England on 26 April in response PC’s response to the A303 consultation sent to the Secretary of State for Transport. It was noted the Secretary of State had not responded directly and had passed the PC’s email to Highways England.

      ‘…Thank you for your email of 20 April, originally sent to the Secretary of State for Transport, relating to the A303 at Stonehenge. The Secretary of State receives many items of correspondence and I’m sure you’ll appreciate that it’s not possible for him to reply to each one personally. Your email was therefore passed to Highways England, as we are responsible for the A303 Stonehenge proposals, and I have been asked to reply.

      I can confirm that we’ve recorded your comments on behalf of Avebury Parish Council as feedback to the public consultation. Once we’ve taken the feedback we receive into consideration, we’ll prepare a report on the consultation, recording the feedback and our responses to the matters raised. This will be published with our application for a Development Consent Order in autumn 2018.

      With regard to your concerns about UNESCO/ICOMOS, please be assured that we’re continuing to work with UNESCO/ICOMOS to develop and deliver this scheme that will benefit Stonehenge and the entire South West. The purpose of building a tunnel is to bring benefits to the Stonehenge landscape, and we will continue to seek UNESCO/ICOMOS’s endorsement for the proposals we develop…’

      (See appendix 2 to view ICOMOS-UK response to A303 consultation previously circulated to members).

    7. Sarsen Trail and Neolithic Marathon Sunday 27 May 2018 register at www.wiltshirewildlife.org
    8. Various WC Briefing Notes: including: information about termination of free of charge waste collection services from halls, meeting rooms or social clubs and that new arrangements should be in place by 29 July 2018.
  14. Finance and admin including:
    1. Parish Precept: the Chairman reported £6,050.00 had been received from WC on 23 April 2018.
    2. Internal GDPR processes: the Clerk said she would be contacting those who had previously signed up to receive information by email to advise them on re-registering.
    3. Localism Act 2011 Standards and feedback for government consultation. It was agreed members to email Clerk with any feedback.
    4. Government Consultation on powers for dealing with unauthorised developments and encampments. It was agreed members to email Clerk with feedback for NALC.
    5. The approved minutes of Transport Group Committee meeting dated 27 March 2018 were received for the minute book (see appendix 3).
    6. Cheques for ratification and cheques for payment: it was resolved that the following cheques be paid. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously.
      1. The Information Commissioner: data protection registration renewal  (VAT: nil)                                                                                  £35.00
      2. Community First: Parish Council Insurance year 2 of 3 year LTA £314.55
      3. Mrs Lewis: expenses for Santex paint and Tetrosyl graffiti removal spray for bus shelter  (inclu VAT)                               £36.06
      4. SSE Southern Electric: electricity for Pavilion 23 Feb – 17 April 2018 final bill payment (inclu VAT)                                                    £15.24
      5. Liz Moore: overtime and expenses 22 March – 21 April 2018  £263.10
    7. It was additionally resolved to add the Chairman, Mr Stephen Stacey as a fourth cheque signatory to the HSBC account. Proposed by Dr Bedford, seconded by Mrs Paradise and carried unanimously.
  15. Date of next meeting: 7:30pm on Tuesday 5 June 2018
  16. Any other business: the Clerk reported:
    1. Winter 2018/19 and PEAS Scheme: PC needs to fill in form if supplies need re-stocking and let WC know what salt bins need re-filling. Mrs Lewis to action.
  17. The meeting closed at 9:37pm.

Appendix (included in the book of Parish Council papers)

  1. Transport Group’s interim recommendations for action paper
  2. ICOMOS-UK response to Highways consultation
  3. Approved minutes of 27 March 2018 Transport Group Committee meeting – not seen by the meeting but added subsequently.

3 April 2018 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 3 April 2018 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACSReC for Avebury Community Sports and Recreation Committee, ASOPM for Avebury Solstice Operational Planning Meeting, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, EH for English Heritage, FWO PC for Fyfield and West Overton Parish Council, NT for the National Trust, PC for Parish Council, TRO for Traffic Regulation Order, UNESCO for United Nations Educational, Scientific and Cultural Organization, WC for Wiltshire Council and WHS for World Heritage Site.

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

In attendance: Miss Liz Moore (Clerk).

Time started: 19:30

  1. Public question time: there were no members of the public present.
  2. Apologies: Mr Dave Brotheridge and Mr Terence O’Connor.
  3. Declarations of interest: none declared.
  4. Minutes of meeting held on 6 March 2018: unanimously agreed as an accurate record. Proposed by Mr Campbell and seconded by Mrs Paradise.
  5. Matters arising from the minutes: members noted:
    1. Min ref 5.a. Future use of High Street car park: the Clerk had received an email from Mrs Tomlin to confirm there wasn’t anything further to share regarding the future use of the National Trust’s car park on the High Street. It was agreed the topic be removed from APC’s monthly agenda and put in a pending system for quarterly review.
    2. Min ref 5.b. Detached railing at Big Arch Bridge: the Clerk had added a new note to Service Request 1753449 and re-reported the broken metal railing as a safety risk to public. The Clerk was instructed to report the issue again as no response had been received from WC.
    3. Min ref 5.c. Coach House toilets: the toilets were open when the Coach House café opened and for longer hours now that the new second-hand bookshop was open. It was agreed the topic be removed from APC’s monthly agenda and put in a pending system for quarterly review.
    4. Min ref 10.e. Reinstatement of pavement cobbles outside 113 High Street: the work had been completed by Thames Water.
  6. Planning applications: there were none received.
  7. Transport Group:
    1. Exhibition output: (see appendix 1 for Summary record of about 50 post-it notes previously circulated to members). Dr Bedford gave an overview of the feedback recorded on the post-it notes as follows:
      1. Trusloe: main issues speeding and parking.
      2. A4 Scheme at Beckhampton: main issue speeding.
      3. A4 Scheme at West Kennett: main issues speeding and pedestrian safety.
      4. The Avenue: most comments received, with almost all calling for improvements and the majority for keeping the Avenue open.
      5. Green Street: main issues signage, safety and verge breakdown.
      6. High Street: suggestions for National Trust car park signage.
      7. Footpaths: attracted the most comments after the Avenue with state of footpaths and dog fouling recorded as issues.
      8. Safety along A4361 North of Avebury recorded as an issue.             Dr Bedford reported the following actions / recommendations from Transport Group Committee meeting held on 27 March 2018:

          • Investigate how we may influence GPS routes for HGVs.
          • Investigate how we might get data on speed and weight of traffic using the Avenue.
          • Investigate if the NT have any counts of Avenue use and of historical visitor numbers.
          • Investigate potential for running another exhibition for surrounding Parish Councils.
          • Transport Group would like the PC to approve the preparation of an action-oriented report.

        In discussion it was noted the PC needed a further extension of the post-it notes to include members’ views. In the light of the recent UNESCO Mission on the A303 tunnel, the Chairman reported that he had recommended that some ‘legacy’ funding might be provided for the Avebury Transport Plan, including improvements to the A4.  Mrs Paradise asked whether WC Highways had explored slowing the traffic on the Avenue. Dr Bedford explained that having a ghost turning on the A4 was a pre-requisite for the Avenue being open but that narrowing the A4 to improve safety and slow traffic would mean that there could no longer be such a turning. Members considered the feedback from the exhibition and interim recommendations from the Transport Group and felt that overall there needed to be an integrated scheme that linked to FWO Parish Council plans and provided as many benefits as possible for neighbouring parishioners as well as people in Avebury Parish. Action: Dr Bedford and Mr Stacey to prepare a draft action-oriented report to be circulated to all Transport Group members for approval and to be handed out at the annual village meeting on 24 April for wider discussion. An additional question was asked about timescales for repair work to the pothole in the north verge Green Street in the Henge and it was noted that the NT was leading on that work.

    2. Footpath signage progress: the Chairman reported AWHS had produced a first draft of a brief on the specifications for footpath sign-posting in the WHS and that it was currently being discussed.
    3. Beckhampton roundabout scheme: reported by the Chairman during item 7.a. that Atkins had now been instructed by WC to proceed with design work for the traffic calming project at Beckhampton.
  8. ACSReC: Mrs Paradise reported:
    1. The new Sports Field lease between NT and ASSC was likely to be exchanged and completed in the next couple of weeks.
    2. Storm damage to the roof of the Pavilion was reported that day to members. Mrs Paradise explained that the felt had lifted off part of the roof and that the Pavilion could not be used until the roof was fixed. The Clerk advised that in order for the PC’s insurers to open a claim they would need a photograph of the damage and a description of the state of the roof, the date the damage occurred and a description of the state of the roof before the incident. Estimates for repair work would then need to be sought. Members noted the insurance excess was £250 and it was agreed a claim should be submitted. Mrs Paradise to email the Clerk with the required information.
    3. ACC had requested help towards funding weed killing on the Sports Field for 2018 season and that ACC would make a donation towards the costs. An invoice had been received from S. Merrett Services for £246.75 + VAT £49.35 = £296.10 because the PC had previously paid for the weed killing. Members noted the new Sports Field contract between the NT and ASSC had not yet been exchanged and therefore it was resolved and agreed unanimously that the PC pay £296.10 for weed killing on the Sports Field from ACSReC funds.
  9. Defibrillator for Avebury Trusloe: Mrs Lewis reported that WC had emailed BT that day to request the PC be allowed to adopt the ‘phone box. Clerk to contact BT and request ‘phone box is adopted with the power supply intact.
  10. A303 Stonehenge Expressway public consultation 2018: the Chairman reported that the Highways England consultation had been extended to Monday 23 April and the PC had a second chance to submit feedback. The Chairman read out and proposed the following statement that could to be sent to Highways England: ‘Avebury Parish Council is concerned about impacts on the Avebury half of the Stonehenge and Avebury World Heritage Site of the proposed A303 Expressway scheme.  We note that the recommendations of the UNESCO’s second Advisory Mission on 6 July have not been incorporated in the preferred route announced by the Secretary of State on 12 September 2017. We urge all concerned to ensure that all ICOMOS / UNESCO recommendations are met so that World Heritage status for Avebury is neither withdrawn nor the Site is put on the ’Sites in Danger’ list. We are copying this response to Rt Hon Chris Grayling MP as Secretary of State for Transport, Rt Hon Matt Hancock MP as Secretary of State at DCMS, Dr Isabelle Anatole-Gabriel at UNESCO, Susan Denyer at ICOMOS-UK, Alistair Sommerlad as Chairman of the WHS Partnership Panel and Sarah Simmonds as WHS Partnership Manager.’  Members unanimously agreed the above statement be sent to Highways England and copied to those listed above.
  11. Local Issues:
    1. Great British Spring Clean 17 and 24 March: Mrs Lewis reported that both dates had been cancelled due to poor weather and that a new date would be arranged.
    2. Dog fouling: members noted the Clerk had published a notice in UKN asking residents to pick up after their dogs and requested WC’s dog warden to carry out some patrolling. In discussion other solutions were considered such as making dog poo bags available at various sites. It was felt however that this might encourage more plastic litter. It was agreed to review the situation at the next meeting.
    3. Removal of graffiti and re-painting Beckhampton bus shelter: Mrs Lewis reported the graffiti removal spray and a 5 Litre pot of paint had been purchased and that preparations for painting could be made when the weather warmed up.
    4. Parish Steward Priority Sheet: the Clerk reported a priority sheet had not sent because the Parish Steward’s priority through March and part of April was to fill pot-holes on roads.
    5. Re-instatement of Play Area fencing along main road: members noted the work had not yet started. Clerk to chase contractor.
    6. Resurfacing of footpath 22 and AVE30/10 from NT car park to High Street: the Clerk reported no further information had been received from Sustrans about any other footpath funding from WC.
    7. Summer solstice management and permits: the Chairman stated both he and Mrs Paradise would be making preparations for residents’ permits for that year. He had attended a recent ASOPM meeting and had requested improved performance by WC parking enforcement staff in 2018 and that a tow away truck should be available on the first night. Members noted that in the previous year there had been problems with some permits being photocopied. Mrs Service stressed that there also needed to be more bollards that year and spaced closer together to have any effect as a parking deterrent. Mrs Paradise requested for a telephone number to be made available so that the tow truck could be easily instructed and/or police contacted.
  12. Communications: the Chairman reported the PC Headlines had not been submitted to UKN as there was not enough information to report since the last meeting. A dog fouling notice and notification of the annual Village meeting had been submitted to UKN.
  13. Correspondence: the Clerk reported:
    1. SSEN Resilient Communities Fund 2018: applications invited for projects between £1,000 and £20,000. Deadline for applications 16th May 2018. Link to the site for the forms and guidance notes: https://www.ssen.co.uk/rcf/
    2. WC’s local highway town and parish council meetings will run from 19:00 – 21:00 various locations including 23 May at Kennet House, Devizes. Councillors may request agenda items.
    3. Avebury Police Report: unknown suspect had broken rear passenger window on car and stolen 1 handbag from under seat. Location High Street Car Park, Avebury.
    4. Invitation to a conference on 12 April from Frome Town Council: interactive workshop across a range of topics, cost £99 per delegate.
    5. Great West Way Ambassador Network Meeting: Hartham Park, near Corsham, on Tuesday 24 April from 10.30am to 12noon. It was agreed the Chairman and Mr Stacey to attend.
    6. The NT had partially closed Avebury Henge and West Kennet Avenue due to waterlogged ground and slippery surfaces. A member noted that erosion control was further complicated by the fact that footpath AVE 29/10 in the area behind the Community Shop was a public right of way and couldn’t be closed by the NT.
    7. A weather warning widget for website was being offered as a free community service. In discussion members decided to decline the offer.
  14. Finance and admin:
    1. Application for membership: the Chairman reported Mr Ben Butler had expressed an interest in becoming a member of the Parish Council. Members welcomed his interest. The next step was for the Clerk to give formal notice of Jon Campbell’s vacancy to WC.
    2. Employee holiday entitlement: it was resolved that one week of employee holiday entitlement may be transferred from one financial year to the next if not taken as holiday or pay in lieu of holiday. Proposed by the Chairman, seconded by Mrs Stacey and carried unanimously.
    3. The approved minutes of the Transport Group Committee meeting dated 19 February 2018 were received for the minute book (see appendix 2).
    4. Cheques for ratification and cheques for payment: it was resolved that the following cheques be paid. Proposed by Mrs Lewis, seconded by Ms Service and carried unanimously.
      1.  SSE Southern Electric: electricity for Pavilion 22 Nov 2017 – 1 Feb 2018   (inc VAT)                                                                          £98.31
      2. Mr P J Mills: rabbit and mole control on Sports Field 1 Feb to 1 May 2018                                                                                            £85.00
      3.  WALC: annual subscription 2018/2019 no. of electors: 417              (inc VAT)                                                                                     £208.81
      4. National Trust: rent of Sports Field 30 Mar 2018 – 29 Mar 2019  £60.00
      5. Liz Moore: Clerk’s overtime and expenses 22 Feb – 21 Mar 2018£431.02
  15. Annual Village Meeting at 7pm on 24 April: the Chairman asked if anyone had any items for the agenda. Mr Campbell gave his apologies. There was general consensus that the Village meeting should be less focussed on the past and more focussed on what the PC wanted to achieve in 2018 and that this could be highlighted by the individual Councillors in their reports.
  16. Date of next meeting and AGM: it was agreed to start the meeting earlier to take into account the AGM. The date of the AGM was set for 7:15pm on Tuesday 1 May 2018 and the ordinary council meeting to follow immediately afterwards.
  17. Any other business:
    1. Parish Council web site development: the Clerk asked members if they had any outstanding tasks and to ensure they had sent their photograph for the website to Kate Fry.
    2. Annual Governance and Accountability Return (AGAR) for the year ending 31 March 2018: the Clerk reported AGAR would need to be completed by 11 June for publication on PC website and an exemption from external audit certificate would also need to be sent to PFK Little John by 11 June 2018 as the PC’s income / expenditure was below £25,000.
    3. AGM and appointment of representatives: it was agreed Mr Williamson should remain AWHS representative.
  18. The meeting closed at 9:41pm

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

  1. Summary record of post-it notes from 7 March Transport Group Exhibition
  2. Approved minutes of 19 February 2018 Transport Group Committee meeting – not seen by the meeting but added subsequently.