3 December 2019 Ordinary Meeting : DRAFT Minutes

Avebury Parish Council

Draft: minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 3 December 2019 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ASOP for Avebury Solstice Operational Planning, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, BB & WM PC for Berwick Bassett and Winterbourne Monkton Parish Council, BT for British Telecommunications plc, CATG for Community Area Transport Group, MAB for Marlborough Area Boards, NT for the National Trust, PC for Parish Council, PS for Parish Steward, RoW for Rights of Way,  TG for Transport Group, UKN for Upper Kennet News, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Mr Stephen Stacey (Chair), Dr Mike Bedford (Vice-Chair), Mrs Maggie Lewis (Vice-Chair), Mrs Donna Byatt, Mr Mike Daniel, Mrs Lynzey Paradise and Ms Zandria Service.

In attendance: Miss Liz Moore (Clerk).

Time Started: 19:30

  1. Public question time: there were no members of the public present.
  2. Apologies: Councillors Ben Butler, Terence O’Connor, Jane Davies (Wiltshire Councillor) and Catherine Hosie (Estate Manager NT).
  3. Declarations of interest: Mrs Paradise declared an interest in respect of item 6.a. as the applicant for the application for work to trees in a conservation area.
  4. Minutes of meeting held on 5 November 2019: there had been one request for amendments to the minutes from Hilary Makins (Countryside Manager NT) at item 10. c. Permissive footpath along the A4361. The first request was to correct her job title from Head Ranger to Countryside Manager and the second request was to change ‘.. They had discussed whether the footpath should be located on the east side of the A4361 to negate the issue of needing a crossing point..’ to ‘They had discussed roadside ‘pavements’ either to the east or west of the A4361, to join up with those pavements already in situ.’ It was resolved to correct the minutes. Proposed by Cllr Service, seconded by Cllr Lewis and carried unanimously. It was resolved to accept the corrected minutes as an accurate record of the meeting. Proposed by Cllr Paradise, seconded by Cllr Byatt and carried unanimously.
  5. Matters arising from the minutes:
    1. Min ref. 6.a. the Chairman confirmed that he had sent an email on the 7 November to thank Martin Cook (WC Highways) for overseeing completion of footpath 21 and 22 resurfacing works.
    2. Min ref. 11. the Chairman noted that the car parking action-oriented paper had been included in UKN as a flyer and thanked the distribution team.
  6. Planning applications:
    1. Application for work to trees in a conservation area: 3 x Chestnut to be felled at Ashcroft, High Street, Avebury SN8 1RF. Ref: 19/10441/TCA. It was resolved to support the above application for work to trees in a conservation area. The reason for the decision was that: 1. the trees to be felled were diseased 2. the owner of the land was minded to replant trees on his land, and that year had already planted 25 new trees on the parcel of land as described in the planning application and 3. the applicant had referenced the PC’s Tree Policy in their planning application and fulfilled the guidelines set out. Proposed by Cllr Daniel, seconded by Cllr Byatt and agreed. [Mrs Paradise abstained from voting].
    2. Application for listed building consent to install secondary glazing to all windows without internal shutters at West Kennett Farm, West Kennett, SN8 1QF. Ref: 19/11069/LBC. In discussion members noted that secondary glazing would be installed on all inside windows, the glazing would not be visible from the outside and would reduce heat loss from the building. Members were sympathetic to the plans and it was resolved to support the application. Proposed by Cllr Bedford, seconded by Cllr Daniel and carried unanimously.
  7. Project updates:
    1. Play Area refurbishment: 
      1. Play Area inspection report by RoSPA: members reviewed the report and noted that there was no play equipment deemed to be high risk and that the Play Area was soon to be refurbished.
      2. Estimates received so far for a selection of play equipment: Cllr Paradise reported that she had yet to receive a third estimate. The pricing received to date had ranged from £20,000 to £50,000.
      3. To consider what equipment to include in the invitation to tender and to select up to four potential suppliers: it was agreed that Cllr Paradise and other members needed to propose what kit to purchase and how much to spend. The Chairman suggested there should be three options and a realistic price range would be £20,000 – £25,000.
      4. To set a target date for completion: estimate costs for the Play Area project to be provided by the second week in January 2020 to enable the budget to be finalized.
      5. To approve the quotation received for repairs to fencing: not yet received, Clerk to chase contractor.
      6. To consider estimates for installing a metal lintel around the top of the Play Area fencing: not yet received, Clerk to chase contractor and obtain quotations from other local fencing suppliers too.
    2. Superfast fibre broadband project and 4/5G: The Chairman reported that Matthew Claridge had been identified as the NT’s representative and that he had put him in touch with Cllr O’Connor. There was a brief discussion on involving other people in the village who had IT / Telecommunication expertise and it was suggested that Moya Brannan should also be contacted. Item deferred to next meeting agenda.
    3. Permissive footpath along the A4361 Swindon Road: Cllr Daniel reported that the project was gaining momentum, he had 500 signatures of support and a second meeting of the working group had taken place on Saturday to review and propose a route. Those present were Cllr Byatt, Cllr Daniel, Laura Corbett, Hilary Makins (Countryside Manager) and Helen Ramsey (member, BB & WM PC). Cllr Daniel noted a member’s request for pictures of the route and agreed to produce photographs for the next meeting. The Chairman reported that he had walked the southern end of the route with Briony Clifton (NT Assistant Archaeologist, Stonehenge and Avebury WHS), who had said that she did not know of any obvious archaeological constraints. Briony Clifton had advised that the NT might prefer to link up with the existing asphalt path leading to the bus shelter. The Chairman asked Cllr Daniel how that would work as the gradient was rather high south of the bus shelter. Cllr Daniel confirmed that it would be possible to join to the existing path and then divert behind the bus shelter where the ground level was the same, so there would be no problems for the elderly, disabled, cyclists, or parents with pushchairs. Cllr Daniel explained that he would involve Sarah Simmonds (Stonehenge and Avebury WHS Partnership Manager), BT, ProCam UK and Richard Broadhead (WC Rights of Way and Countryside Manager). BT would need to be involved as there was a gateway by the BT building that might need to be used and ProCam UK was to be consulted as the path would lead to their site. Cllr Daniel would also be consulting with Stephen Leonard (WC Senior Rights of Way Warden) about the possibilities, such as using scalpings, because the group would need to decide what surface they wanted in order to be ready to submit an application to the MAB by April 2020. Thanks were expressed to Cllr Daniel for his work on the project.
    4. Transport Group:
      1. Cllr Bedford reported that a safety audit was currently being carried out by Atkins on the Beckhampton and West Kennett Plans. There may be some amendments to the drawings requested and he would call a meeting of the Transport Group Committee for late January 2020.
      2. The Chairman explained that the speed limit review along the A4361 had been a geometry survey and not a speed assessment. The results had revealed that the site lines on the road from Beckhampton to Wroughton were inappropriate for a 60mph limit and the recommendation from Atkins was to impose a 50 mph on most of the length of the road. The Chairman said that he expected CATG to accept the recommendation at its meeting on the 12 December. It was hoped that this would set an important precedent as the survey could potentially be applied to the A4.
  8. Reports from PC representatives:
    1. Solstice Planning: Cllr Lewis provided a report on the ASSF meeting that she attended on 11 November 2019 (draft camping dates had been previously circulated). Members discussed the management of summer Solstice 2020 and whether the Ridgeway would be open. It was agreed that Cllr Lewis would (i) find out more about the role of the Avebury Guardians (ii) ask Hilary Makins (Countryside Manager) about arranging an early meeting (Q1 2020) involving the main stakeholders in order to plan for parking, security and ambulance services (iii) request consideration for closing Green Street. The PC to check that Messrs Butlers would be happy to arrange Heras fencing at the nursery site as per the year before.
    2. Avebury WHS Steering Committee: Cllr Byatt reported on the recent meeting she had attended. Members discussed the options given to them by Sarah Simmonds for the Wiltshire Core Strategy Policies Review (options previously circulated). It was agreed by all that the localized policy should be supported as Avebury was a very different site to Stonehenge. Members stressed the importance of understanding that Avebury is unique in that there is a living and working community within a WHS. It was felt that potentially removing the ‘local’ voice could be detrimental to the community that live and work within Avebury, may impact planning decisions, and possibly erode the trust the community has in the Parish Council. Proposed by Cllr Paradise, seconded by Cllr Daniel and carried unanimously. Cllr Byatt would be attending the follow up workshops designed to look at how people visit sites. In discussion, members noted that Arup were the consultants working with Atkins to help Highways England select the A303 Stonehenge scheme’s preferred route and they would be carrying out a consultation in 2020 on sustainable transport. The Chairman reported that he had provided Arup with summaries of the recent public meeting on car parking in Avebury and the Transport Group exhibitions last year.
    3. RoW meeting 23 November 2019: the Chairman provided a report of his meeting (previously circulated see appendix 1). There had been a presentation by Becky Jones  (Volunteer Coordinator, Cotswolds Voluntary Wardens, Cotswolds Conservation Board) and the group had been tasked to think how the Cotswolds AONB Scheme might be replicated in an area from the Ridgeway to Yatesbury and from the A4 to Broad Hinton. A future meeting was planned for January 2020.
    4. North Wessex Downs AONB Annual Forum 2019: report previously circulated see appendix 2.
    5. National Trust: the Chairman reported:
      1.  A fire practice had been organized by the NT and the fire service had asked that a fire hydrant currently located in the tarmac road outside St. James Church should be moved as the current position of the fire hydrant meant that access could be prevented by a parked car. [Fire hydrants are administered by the water authority].
      2. The NT was planning works to the tree screen and fence line to the South of Rawlins Park. A letter had been sent to residents detailing the proposed works: see appendix 3.
      3. The High Street car park had been resurfaced and now provided space for two extra cars and disabled parking had increased from six to eight spaces. The NT plans to consider a trial scheme to designate spaces for certain categories of regular users and would ask for input from the PC. In discussion members felt strongly that NT volunteers should be directed to park in the main NT car park.
      4. A soft opening of the NT Circles Restaurant was planned for 6 December 2019 and the official opening was going to be on Saturday 7 December. The restaurant would be open during NT opening hours for the majority of the time and employed 20 people.
      5.  Eva Stuetzenberger (Operations Manager, NT Wiltshire Landscape) was keen to hear from local groups that would like to use the space in the first floor of the Circles restaurant and the NT would be offering discounted rates for locals. [Clerk to invite the NT to the PC’s February meeting].
  9. Local issues:
    1. Defibrillator for ASSC: there was a discussion about the pros and cons of different defibrillator packages. It was agreed that Cllr Lewis should send an email to ASSC to confirm that the rental model from SW Ambulance Trust was going to be ordered by the PC. It was understood that the donation of £800 would be sent in the next couple weeks from ASSC.
    2. Replacement planters for the High Street: the Chairman reported that there were now two broken planters including the one on the end that had signage. Members discussed whether to replace both planters or wait for sponsorship. It was agreed that due to the uncertain timescales for securing sponsorship it made sense to replace both planters. Action: Cllr Paradise to send a photograph of the latest broken planter to the Clerk to send to the PC’s insurance company. The Chairman would ask The Henge Shop to chase Grist Environmental, who had promised a replacement planter.
    3. Request for a plastic and metal recycling bin for the High Street: in discussion members felt that, whilst Avebury might have more of a need for litter bins due to its visitors, litter was not a pressing problem and the PC should be encouraging members of the public to take their litter home.
    4. Replacement bench and results of risk assessment carried out at West Kennett layby: the Chairman thanked Cllr Byatt for organizing the risk assessment through her colleague who was a trained Health and Safety Officer. The results of the risk assessment were discussed and, although the risk was deemed minimal, a repeat accident could not be ruled out and therefore it was resolved to move the bench to the Play Area. Proposed by Cllr Paradise, seconded by Cllr Byatt and carried unanimously. [The payphones consultation closes on 28 January 2020 and after that date would be able to invite BT to begin work to refurbish the ‘phone box at West Kennett].
  10. Parish Council budget and to set the precept for 2020/21: the Chairman reported that further work was needed to be done on the budget so that it would relate more accurately to estimates for the costs of various projects being run by members. Members had until the first week in January to come back with their estimates.
  11. Parish Steward Priority Sheet:
    1. Report on work completed in November: Mrs Lewis said that mechanical gully clearing had been carried out in Beckhampton by WC.
    2. Job requests for December 2019: leaf sweeping was requested at the entrance to Beckhampton from the A361 and window cleaning of the WC owned bus shelters.
  12. Communications: the Chairman reported that the following items were submitted to the December 2019 Edition of UKN: (i) PC Headlines and (ii) a polite notice requesting that families ensure their children respect the Play Area. The action-oriented paper on car parking was included in copies of UKN distributed to Avebury and Winterbourne Monkton residents.
  13. Correspondence: the Chairman reported:
    1. Email received from a member of the public in response to the PC and NT’s action-oriented paper on parking in Avebury. The resident was concerned about lack of monitoring of the High Street car park. Members were also aware that Tour buses were more often than not using the High Street when they had been instructed by the NT to use the main car park. The Chairman would feed back comments to the NT at his next meeting.
    2. Briefing note from WC on Community Foundation Warm and Safe: surviving winter grant of £300 per person is available to help vulnerable residents pay for winter costs. N.B. service is means tested. https://www.warmandsafewiltshire.org.uk/ or call free phone 0800 038 5722.
    3. Information on a new gully emptying service received from WC.
    4. Grants from Marlborough Area Board: MAB would like to encourage grant applications from community groups. Please see: http://www.wiltshire.gov.uk/council-democracy-area-boards.
    5. Police report: not received. Clerk to invite the PCSO to the February meeting.
    6. Election to NALC’s Smaller Council’s Committee was now open.
    7. Invitation from Reverend Maria Shepherdson for a member of the PC to read at the Carols by Candlelight service at St James on Sunday 15th December at 6pm. It was agreed to offer the role to Cllr Butler.
  14. Finance and admin including:
    1. Recommendations following Clerk’s appraisal on 2 December 2019: item not covered, deferred to next meeting agenda.
    2. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Ms Service, seconded by Dr Bedford and carried unanimously.
      1.  Kennet Print: x500 A4 car parking flyers                   £25.00
      2. Avebury Social Centre: 10 pre-paid room bookings: Feb, Mar, April, May, June, July, Sept, Oct, Nov, Dec 2020                                                                                                                £100.00
      3. UKN: annual donation towards advertising                £110.00
      4. Elysium Woodworking: glazing panel for WC owned bus shelter at Beckhampton (inclu VAT)                              £150.00
      5. St John Ambulance: donation as agreed at 5 Nov Council meeting                                                                                £50.00
      6. North Wessex Downs Landscape Trust: donation as agreed at 5 Nov Council meeting                                                 £50.00
      7. North Wessex Downs AONB: attendance for one delegate at Annual Forum on 15 November 2019                            £15.00
      8. Wiltshire Council: return of unused grant ref. Coach House Toilets                                                                                  £1,000
      9. Miss E. Moore: Clerk’s overtime and expenses 22 October – 21 November 2019 inclusive                                          £439.26
  15. Date of next meeting: 7:30 pm on Tuesday 14 January 2020.
  16. Any other business:
    1. Cllr Byatt reported that the A4361 (Swindon) road closure from 9.00 – 15.00 Monday to Friday was in place until 11 December and was proving to be a nuisance.
    2. Cllr Paradise stated that Pewsey PC had a link to other PC profiles to ask for opinions and she would find out further information.
    3. Cllr Paradise reminded members to provide her with their profiles and photographs for the contact page on the website.
  17. The meeting closed at: 21:58

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

  1. RoW meeting 23 November 2019 – report by Cllr Stacey
  2. North Wessex Downs AONB Annual Forum 2019 – report by Cllr Stacey
  3. Proposed Works to Rawlings Screen – Avebury – NT letter to residents

5 November 2019 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 5 November 2019 at the Social Centre, Avebury SN8 1RF.

In these minutes ACC stands for Avebury Cricket Club, APC for Avebury Parish Council, ASOP for Avebury Solstice Operational Planning, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, BB & WM PC for Berwick Bassett and Winterbourne Monkton Parish Council, CATG for Community Area Transport Group, MAB for Marlborough Area Boards, NT for the National Trust, PC for Parish Council, PS for Parish Steward, RoW for Rights of Way, SSEN for Scottish and Southern Electricity Networks, TG for Transport Group, UKN for Upper Kennet News, WC for Wiltshire Council, WHS for World Heritage Site and WHS PU for World Heritage Site Partnership Unit.

Present: Mrs Maggie Lewis (Vice-Chair), Mr Ben Butler, Mrs Donna Byatt, Mr Mike Daniel, Mrs Lynzey Paradise and Ms Zandria Service.

In attendance: Miss Liz Moore (Clerk) and Wiltshire Councillor Jane Davies (from item 9 onwards).

Time Started:  19:30

  1. Welcome and introductions: Mrs Lewis (Vice-Chair) warmly welcomed Mr Daniel to his first meeting of the Parish Council.
  2. Public question time: there were no members of the public present.
  3. Apologies: Councillors Mr Stephen Stacey (Chair), Dr Mike Bedford (Vice-Chair), Mr Terence O’Connor and PCSO Melissa Camilleri.
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 1 October 2019: there was one request for an amendment to the minutes. Item 9. to change ‘..In discussion it was agreed that Ms Service should ask..’ to ‘..In discussion it was confirmed that Ms Service had already asked..’ Proposed by Mrs Paradise, seconded by Mrs Byatt and carried unanimously. It was unanimously agreed that the corrected minutes be accepted as an accurate record of the meeting. Proposed by Mrs Paradise and seconded by Mrs Lewis.
  6. Matters arising from the minutes:
    1. Min ref: 8 iii. Resurfacing of footpaths 21 and 22: members noted that resurfacing of both footpaths had been completed. Members were grateful to Martin Cook (WC Highways) for his perseverance in ensuring that the long overdue project to resurface both footpaths had finally been achieved, and at no cost to the Parish Council because the funding had come from WC’s footpaths budget. [A letter / email of thanks would be sent from the Chairman of the Council].
  7. Police report: a PCSO was not present to provide a verbal report. Police reports for September and October previously circulated to members and please see appendix 1.
  8. Planning applications:
    1. Minutes of Planning Committee meeting 20 October 2019: (previously circulated to members and see appendix 2). It was resolved to receive and accept the Planning Committee meeting minutes as an accurate record. Proposed by Mr Daniel, seconded by Ms Service and carried unanimously.
    2. Application for Listed Building Consent at Avebury Manor, High Street, Avebury SN8 1RF. Ref: 19/09373/LBC: members noted that the planning application seemed uncontroversial as it removed adaptations to a lean-to building effected some time after its original construction and allowed the building to be restored to use. It was resolved to support the planning application. Proposed by Ms Service, seconded by Mrs Lewis and carried unanimously.
  9. Parish Council budget and precept for 2020/21: the draft first budget for 2020/21 and note on likely reserves next March had been circulated to members that day and a copy was tabled. In discussion it was noted that reserves were likely to be down from £19,583 to £15,149 on the 31 March 2020 due to the PC being invoiced by WC for the Beckhampton and West Kennett road safety projects. Provision of an additional £600 had been included in the precept for 2020-21 to cover defibrillator rental fees due in 2021 (for the defibrillator outside the Social Centre) and in 2022 (for the defibrillator located in the ‘phone box in Avebury Trusloe). The Clerk had previously recommended increasing the precept incrementally to ensure funds would be available for re-renting the defibrillators. The proposed precept for 2020-21 was £13,300 and it was noted that the estimated band D charge per year would be £13,300 (the precept) divided by 216.50 (the tax base) = £61.43. [Using the WC council tax precept calculator that meant an increase of £3.33 to the band D charge compared to the previous year]. In the meantime, members would consider new community projects that might benefit from PC assistance.
  10. Project updates:
    1. Transport Group:
      1. Meeting of Parish Chairs: it was noted that the Chairs had written to local MP Claire Perry O’Neill for support in implementing a lower speed limit on the A4 from West Kennett to Clatford.
    2. Superfast fibre broadband project and 4/5G: in the absence of Cllr O’Connor it was agreed that the item be deferred to the next meeting agenda.
    3. Permissive footpath along the A4361 Swindon Road: Cllr Daniel explained that he had had an initial on-site meeting with Laura Corbett (Landowner) and Hilary Makins (Countryside Manager) and that they were both very supportive of the project. They had discussed roadside ‘pavements’ either to the east or west of the A4361, to join up with those pavements already in situ. The Vice-Chair thanked Mr Daniel for his report. In discussion members noted that the footpath would be more difficult to achieve on the east side of the A4361 because permission would be required  for the footpath to cross the land of all households along that stretch of road. Mr Daniel said that if the footpath was located on the west side of the A4361 then permission would be needed from only three landowners; two of whom were already supportive. Members also considered whether the footpath might be located field side of the hedge. Mr Daniel said that the hedgerow would need to be cut back to accommodate a minimum 1.3 metre path width. An issue of speeding on the A4361 Swindon Road was additionally discussed by members and Mrs Davies asked whether to PC had considered taking part in Community Speed Watch. Next steps: to organize a working party including Helen Ramsey of BB & WM PC, to research costs, materials and funding. Mrs Davies (Wiltshire Councillor) recommended that the PC should contact Alexa Davies (Community Engagement Manager) to discuss funding the project via CATG or MAB and to consider getting an application in by the end of the financial year.
  11. To consider and sign off the action-orientated report put together by stakeholders to address residents’ car parking concerns: it was resolved to approve the action paper to improve parking in and around Avebury, subject to changing the timescale for the work to be completed. Members felt that it was not realistic that the NT or the PC would be able to achieve all the tasks listed under ‘by the end of 2019’.
    The suggestion was to keep the resurfacing and re-marking of the High Street car park in the short-term category but move the other tasks into the medium-term category. The Chairman as the PC’s representative would consult with the NT on what works they would like to see kept in the short-term list.  It was resolved that a copy of the revised paper should be inserted into the next edition of UKN to update all parishioners who receive UKN and therefore either live in Avebury or visit Avebury and are affected by parking issues. Proposed by Mrs Byatt, seconded by Mrs Paradise and carried unanimously. Action: Clerk to obtain a quotation for printing 500 A4 black and white inserts. The Vice-Chair and Mrs Paradise would put the inserts into UKN.
  12. Local issues:
    1. Bench at West Kennett: Mrs Byatt reported that the risk assessment would be taking place that week. It was resolved to accept the quotation received from Branson Leisure for a new bench for £486 (ex VAT) and noted that the quotation had already been approved by the PC’s insurance company. The PC resolved to accept one quotation for the reason that a similar bench had been supplied earlier that year from the same supplier and the bench met the PC’s original design requirements. Proposed by Mrs Lewis, seconded by Mr Butler and carried unanimously.
    2. Replacement planters for the High Street: the Clerk reported that she had contacted Grist Environmental and they were in the process of ordering a new planter from Erlestoke.
    3. Repairs to Play Area fencing: quotation not yet received, Clerk to chase contractor. In discussion a member reported that children had been playing on the fencing and that he felt disheartened that the fencing was being damaged. The Clerk advised that anti-social behaviour should be reported to the PCSO. It was resolved that the Clerk would put an advert in UKN to ask families to respect the Play Area particularly as improvements were imminent.
    4. Request for a plastic and metal recycling bin for the High Street: the Vice-Chair stated that she was waiting to receive advice from Alexa Davies (Community Engagement Manager).
    5. Replacement glazing panel on WC bus shelter on A361 at Beckhampton (west bound): the Clerk reported that £300 was available in the budget for repairs and tabled a quotation for £125 (ex VAT). It was resolved to instruct Elysium Woodworking to supply and fit one piece of 6mm solid Polycarbonate to the WC Council owned bus shelter. Proposed by Ms Service, seconded by Mrs Paradise and carried unanimously.
  13. Defibrillator for the Sports Field: a joint project with ASSC: the Vice-Chair explained that the defibrillator would be rented from SWAST for a fee of £1,800. The funds would be made up from the SSE grant of £1,000 and a donation of £800 from ASSC. Subject to receipt of the aforementioned funds it was resolved that the Clerk place an order with SW Ambulance Trust for a third defibrillator. Proposed by Mr Butler, seconded by Mrs Lewis and carried unanimously. Mrs Paradise confirmed that ASSC were happy for the defibrillator to be sited on the outside wall of the Club and would arrange for their electrician to fit the heated cabinet that came with the defibrillator. It was noted that all consumables for the duration of the 4 year rental agreement would be provided by SWAST free of charge. Action: the Vice-Chair to email an update to Julia at SWAST and Dominic Fry (Chair, ACC and member ASSC).
  14. Parish Steward Priority Sheet: it was noted that:
    1. Work completed in October had included checking of culverts and gullies in the High Street and Beckhampton, strimming of grass verges along the footpath between South Street and its bus shelters in Avebury Trusloe, cleaning of glazing panels on bus shelters at Rawlins Park; bus shelters at Beckhampton on A361 to be cleaned next time.
    2. The following priority job requests for November 2019 were recorded as follows: general leaf sweeping, checking of culverts and gullies in the High Street and in particular, PS to check the grating in the ditch by the Community Shop.
  15. Communications: the Vice-Chair reported that PC Headlines had been submitted to the November 2019 Edition of UKN. 
  16. Correspondence: the Vice-Chair reported:
    1. North Wessex Downs Annual Review 2018/2019 letter and brochure had been received and tabled for members to read.
    2. Police Report for September and October 2019 had been previously circulated to members by email.
    3. Temporary Closure of: A4361 Swindon Road, Avebury, Winterbourne Monkton, Berwick Bassett and Winterbourne Bassett was planned for (29/11/19 – 11/12/19).
    4. There was an email invitation to Circles Café pre-view, Thursday 21st November, 4-6pm from the NT. Email read as follows:

      ‘You might have been wondering for months what magic is going on behind the heras fencing around the Circles Café in the farmyard. We are really excited to finally be able to lift the curtains and invite the local community together with our staff and volunteers to a sneak preview of the amazing transformation of the space. This will be a very informal drop-in event. Please be aware that some works will still be going on; but we wanted to give you all the opportunity to view our new café before it opens to the public the following weekend. Please pop in any time between 4-6pm’.

    5. Marlborough Downs Space for Nature planting campaign was taking place on Friday 29th and Saturday 30th November, 10:00 am to 4:00 pm. Please see PC website for details.
    6. Dorset & Wilts Fire and Rescue Authority, Wiltshire Local Performance & Scrutiny Committee meeting  was on the 8 November 2019. Please see PC website for details.
    7. Highways newsletter received [file too big to put on website but please feel free to request an email copy].
    8. Elections to NALC’s Smaller Councils’ Committee: NALC’s Smaller Councils Committee has opened up nominations for three directly elected candidates for 2020-21. Members and the Clerk were invited to apply, closing date 8 November 2019.
  17. Finance and admin including: Mrs Lewis reported:
    1. Half year internal audit: had been carried out on 20 October 2019 and a clean audit report given.
    2. Grant of £1,000 from SSE for a third defibrillator: nothing to report [£1,000 grant received from SSE the next day].
    3. RoW meeting at ASSC, 23 November 2019: it was resolved to pay £10 towards room hire for the group to meet at ASSC. [Section 137]. Proposed by Mrs Lewis, seconded by Mr Butler and carried unanimously.
    4. Donations to charities: the Clerk said that requests for financial support had been received from three charities including St. John Ambulance, North Wessex Downs Landscape Trust and Victim Support and that £100 was available in the budget. It was resolved to donate £50 to St John Ambulance and £50 to North Wessex Downs Landscape Trust. Proposed by Mrs Paradise, seconded by Mr Daniel and carried unanimously. Members had selected charities that they felt would be of most benefit to the local area. 
    5. To set a date for the Clerk’s appraisal: it was agreed that Mrs Lewis (Vice-Chair) and Mr Stacey (Chairman) would arrange a meeting in December to carry out the Clerk’s appraisal.
    6. Review of Asset Register: members reviewed the Asset Register (previously circulated to members and see appendix 4) and noted that it had been updated to include the new notice board at West Kennett. It was unanimously agreed to adopt the updated Asset Register.
    7. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Mrs Byatt, seconded by Ms Service and carried unanimously.
      1. Fyfield & West Overton Parish Council: New Councillor Training on Monday 30 September 2019                     £60.00
      2. Mr Jamie Guy: half year internal audit                        £75.00
      3. Avebury Social Centre: hire of hall for extraordinary meeting on 26 November 2019                                       £10.00
      4. ASSC: part payment of room hire for RoW meeting 23 November 2019                                                                  £10.00
      5. Miss E. Moore: Clerk’s overtime and expenses 22 September – 21 October 2019 inclusive                                            £373.23
  18. Date of next meeting: 7pm on Tuesday 26 November 2019 for an extraordinary meeting and then 7:30pm on Tuesday 3 December 2019 for the ordinary Council meeting.
  19. Any other business:
    1. Mrs Lewis said that she was pleased to report that the BT ‘phone kiosk in the High Street had been repainted by BT as requested.
    2. Mrs Byatt said that she had reported the broken lamp on the outside wall of Elements to WC and had been informed that the issue had been passed to WC’s lighting contractor to investigate.
  20. The meeting closed at: 21:21

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

  1. Police Reports for September and October 2019
  2. Minutes of Planning Committee meeting 20 October 2019
  3. Draft first budget for 2020/21 and note on likely reserves next March
  4. Asset Register

Invitation to Circles Café pre-view, Thursday 21st November, 4-6pm

Invitation to Circles Café pre-view, Thursday 21st November, 4-6pm

You might have been wondering for months what magic is going on behind the heras fencing around the Circles Café in the farmyard. We are really excited to finally be able to lift the curtains and invite the local community together with our staff and volunteers to a sneak preview of the amazing transformation of the space. This will be a very informal drop-in event. Please be aware that some works will still be going on; but we wanted to give you all the opportunity to view our new café before it opens to the public the following weekend. Please pop in any time between 4-6pm.

I very much hope to see you there.

Very best wishes,

Eva

Eva Stuetzenberger

Operations Manager

National Trust Wiltshire Landscape

1 October 2019 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 1 October 2019 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ASOP for Avebury Solstice Operational Planning, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, BB & WM PC for Berwick Bassett and Winterbourne Monkton Parish Council, CATG for Community Area Transport Group, KVH for Kennet Valley Hall, MAB for Marlborough Area Boards, NT for the National Trust, PC for Parish Council, RoSPA for the Royal Society for the Prevention of Accidents, RoW for Rights of Way, SSEN for Scottish and Southern Electricity Networks, TG for Transport Group, UKN for Upper Kennet News, WC for Wiltshire Council, WHS for World Heritage Site and WHS PU for World Heritage Site Partnership Unit.

Present: Mr Stephen Stacey (Chairman), Mrs Maggie Lewis (Vice-Chair), Mrs Donna Byatt, Mr Terence O’Connor (from item 11.a. onwards), and Ms Zandria Service.

In attendance: Miss Liz Moore (Clerk).

Time Started:  19:30

  1. Public question time: there were two members of the public present; Catherine Hosie (Estate Manager, NT) and Janet Tomlin (General Manager, Wiltshire Landscape, NT), both up to and including item 11.e. There were no questions asked. The Chairman welcomed the NT representatives to the meeting.
  2. Apologies: Dr Mike Bedford (Vice Chair), Mr Ben Butler, Mr Mike Daniel and PCSO Melissa Camilleri.
  3. Declarations of interest: none declared.
  4. Minutes of meeting held on 3 September 2019: unanimously agreed as an accurate record. Proposed by Mrs Lewis and seconded by Mrs Byatt.
  5. Matters arising from the minutes: none declared.
  6. Police report: item not covered due to absence of police presence; for the August report, please refer to appendix. It was noted that there had been thefts from vehicles at beauty spots and thefts and attempted thefts of lead from several churches in Wiltshire.
  7. Planning applications:
    1. Minutes of Planning Committee Meeting 18 September 2019: (previously circulated to members and see appendix 1). It was resolved to receive and accept the Planning Committee meeting minutes as an accurate record. Proposed by Mrs Paradise and seconded by Mrs Byatt.
    2. Amended Application Form for 19/06853/FUL – Earley House Beckhampton: it was resolved not to comment on the amended plans.
  8. Project updates:
    1. Transport Group: the Chairman reported:
      1. CATG meeting 19 September 2019: he had attended the meeting and two items in CATG’s top five priority list were:
        1. The A4 project at Beckhampton and West Kennett: as both the Transport Group and the PC had been content with the designs (subject to a couple of small amendments), stage 3 plans were now complete and accordingly the item had been removed from CATG’s list of priorities. Stage 4, to implement the plans, would be ready to go ahead when funding becomes available. Wiltshire Highways had reported that the current consultancy costs were in the region of £18,000 and the PC should expect an invoice for 25% by the end of the financial year. This was equivalent to £4,500, previously ringfenced in the PC’s budget.
        2. Improved pedestrian safety on A4361 at Avebury Trusloe: planned speed assessments had not yet started because Wiltshire Highways was waiting to receive answers from Atkins, to questions asked.
      2. Repairs to B4003 West Kennett Avenue: the project to diminish the size and reconstruct the layby, as well as fill the two gaps in yellow lining, was second in CATG’s first reserves and seventh on the overall priority list. The Chairman invited questions from members. Mrs Paradise reported that a resident in West Kennett was unhappy with the outcome of a risk assessment carried out by WC on the changes to the bus route at West Kennett. The new route meant that the resident has to cross the busy A4 with her young family to drop off and collect one of her children from the school bus when previously the bus used to stop outside their house. In discussion members felt that the change in the bus route was putting the family at risk and suggested that a petition be brought to the PC. In the meantime it was agreed that the Chairman write a letter to WC to highlight the concern.
      3. Resurfacing of footpath 21 and footpath 22: the Chairman had written to Martin Cook (Senior Highways Engineer, WC) and had been told that work to resurface footpath 22 and part of footpath 21 would be completed in FY2019.
    2. Play Area refurbishment: Mrs Paradise reported that she had received a free consultation and estimate from a supplier and equipment only including a climbing frame with two slides, a zip wire and extra swings, which would cost about £20,000 with an option to spread the total project cost over three years. A general discussion took place on the pros and cons of providing a form of shelter in the Play Area, as a result of which a number of points emerged. Mrs Paradise explained that the Play provider had advised that putting a roof on the climbing frame might encourage anti-social behavior. Mrs Tomlin mentioned that the NT had recently found people using one of their staff tents in the farmyard for rough sleeping and members should be aware that any forms of shelter might be used in that way. The issue for the NT was that they were then left to clear up after the occupants. It was agreed that the PC wanted to provide opportunities for social behaviour and the next steps would be as follows:
      1. Obtain further quotations
      2. Arrange a separate meeting to look at play equipment options
      3. Visit Mildenhall play park for inspiration
      4. Keep in mind provision of activities for teenagers
      5. Review the status of an extraordinary meeting (later agreed for the 26 November: see item 9 below).
    3. Superfast fibre broadband project and 4/5G: in the absence of Mr O’Connor there was no report until later in the meeting. Please see item 18. Any Other Business.
  9. Solstice Planning: Ms Service reported that the ASSF meeting she had attended on the 16 September (chaired by Hilary Makins) had been very useful. The group had concluded that much planning was needed for the following year because Solstice would be over a weekend. Ms Service tabled a double sided leaflet that she had been given at the ASSF meeting (originally produced by the NT for the Avebury Guardians, currently in draft form and not yet published). She explained that Hilary Makins was working on the leaflet to update it and understood that the purpose of the leaflet was to give volunteers a clear and simple reference document to aid them in their work. Members felt that it would be a useful tool for those working at Solstice. In discussion it was confirmed that Ms Service had already asked Ms Makins if it would be possible to include a calendar of ceremonies on the back of the leaflet too. The Chairman reminded members that the PC should aim for meetings with the relevant agencies in good time. It was noted that that year, early engagement with authorities had been hampered due to WC having to deal with the Salisbury poisoning incidents. It was agreed that Ms Service would attend the next ASSF meeting on 11 November and that members would hold an extraordinary meeting at the end of November for Solstice Planning and to look at play equipment options. [Clerk to book the Social Centre for 7pm on Tuesday 26 November 2019].
  10. Residents’ car parking concerns and feedback from public meeting on 10 September: (notes from the meeting previously circulated to members and see appendix 2). The Chairman invited Jan Tomlin and Catherine Hosie to the table. Jan said that she and the Chairman had looked at the notes produced by both the Clerk and Helen MacBeth (Business Support Co-Ordinator, Wiltshire Landscape) and that the output from that was a deliverable action plan. She handed hard copies of the draft action paper to members. The draft paper was considered and it was noted that actions were split into three chronological blocks; actions for early implementation i.e. by the end of 2019, work that could be carried out in 12-18 months and work that could be considered in two years plus. Members were very grateful that a structured action plan had resulted from the public meeting and it was agreed that it would be helpful for the paper to be signed off at the PC’s meeting on the 5 November. Jan then updated members on the plans for resurfacing the High Street car park and explained that resurfacing and relining would be as the existing car park. A question was asked about contingency plans for alternative parking for when the car park was being resurfaced. Jan confirmed that parking provision would be in the main visitor car park. A general discussion took place on the merits of putting together a note to inform High Street residents of the arrangements. It was agreed that the content of the note would finalized with Jan by the end of the third week in October (Friday 18 October 2019) and that members would assist with distributing the note through residents’ letter boxes. A further question was asked about whether the NT had considered liaising with owners of private parking. Jan explained that extra parking was for event organizers to arrange themselves but agreed that there might be value in opening up private parking at busy times of the year. Members asked for the option to be added to the draft action paper.
  11. Local issues:
    1. Bench at West Kennett: the Chairman reported that work was in progress, the risk assessment in relation to replacing the bench at the same location still needed to be carried out, and the PC was having to make a claim for a new bench through their own insurance policy as the other party has not been in contact. Mrs Byatt offered to email a contact she knew who was a Risk Assessor to see if they could provide some advice.
    2. Replacement planters for the High Street: Mrs Paradise reported that she had sourced some wooden troughs that were the same size as the existing planters but double the length and better value. She said that members might consider using slate plaques on the planters, each individual plaque and planter being attributed to a local business sponsor. The sponsor would need to agree to planting up the planter and looking after it for pre-agreed period of time. It was noted that the original purpose of the planters had been to discourage cars parking on that side of the High Street. It was agreed that the idea should be further researched by the working party set up to look at banners and advertising. It was additionally noted that a replacement planter had yet to be received from Grist Environmental and that the Clerk would look into the matter.
    3. Repairs to Play Area fencing: in progress and the Clerk to chase quotation for repairs.
    4. Request for a plastic and metal recycling bin for the High Street: Mrs Lewis reported that she had spoken to the Manager at the Community Shop about her request for a recycling bin and explained that what was being proposed was a multi compartment bin for glass/paper/plastic so that visitors and locals alike could dispose of rubbish in an environmentally friendly way. Streetscene had advised her that such requests needed to go to the Area Board. Mrs Lewis to contact Alexa Davis (Community Engagement Manager, WC) for further advice on the matter.
    5. Re-painting of ‘phone box at West Kennett: the Chairman read out an email received from BT on 23 September 2019: ‘Thank you for your email. We will soon be initiating the 90 day consultation with the Local Authority for removal of this box (Wiltshire Council in this instance).  Therefore, as soon as the notice has been posted inside the box, payphone users and interested parties will have 42 days in which to contact the Planning department at Wilshire Council to raise objections/provide comments and feedback. We will only be able to arrange any refurbishment or painting work once we know the outcome of the consultation. If, following the consultation, it is decided that the box must remain then we would happily consider your request to have the box painted. We would normally ask you to send in a few photographs showing the condition of the paintwork and then forward these on to the Commercial Field Officer for consideration’. It was agreed that, as soon as the notice had been posted in the ‘phone kiosk that the Clerk write to WC Planning department with the PC’s response to the consultation (see 2 July 2019 minutes ref. 11.b) and register objection to removal of the telephone kiosk. Thanks were expressed to Jan Tomlin and Catherine Hosie, who left the room at this point.
  12. Grant Offer from SSEN for a third defibrillator: in discussion it was resolved to rescind the decision made at full Council meeting on 4 June 2019 item 9.g. not to proceed with a grant application to SSEN. Proposed by Mrs Lewis, seconded by Mrs Paradise and carried unanimously. It was resolved to accept the grant of £1,000 for a defibrillator from SSEN and to agree to the standard terms and conditions of the grant (see appendix 3 for copy of Standard Terms and Conditions). Proposed by Mr O’Connor, seconded by Mrs Byatt and carried unanimously.
  13. Parish Steward Priority Sheet:
    1. Report on work completed in September: the Chairman reported that strimming requests on FP22 had been carried out by the Parish Steward.
    2. Job requests for October 2019: Parish Steward to ensure gullies continue to be checked in the High Street, Green Street and Beckhampton and to request that he undertake cleaning of the bus shelters on the A4361 near Rawlins Park and on the A361 at Beckhampton. The Clerk was asked to report to WC the missing glazing panel on the WC bus shelter at Beckhampton (westbound shelter). Mrs Byatt to report a missing street light on the bracket attached to Elements Shop building.
  14. Communications: the Chairman reported that PC Headlines had been submitted to the October 2019 Edition of UKN. 
  15.  Correspondence: the Chairman reported that the following correspondence had been received:
    1. Invitation to North Wessex Downs AONB Annual Forum: “The Future of our Finest Landscapes”, 9am – 2:30pm, Friday 15th November 2019 at Englefield House, near Theale, Berkshire. Tickets £15.
    2. Wiltshire Council Joint Strategic Needs Assessment / Local Area Priorities 2019/20: Parishioners are being asked to complete a very short survey which has been developed as part of a review of local priorities and to inform the next round of “Our Community Matters” events planned to take place in the Spring of 2020. Please find the link to the short survey below, the survey ends on the 13th October: https://surveys.wiltshire.gov.uk/snapwebhost/s.asp?k=156838465703
    3. Information from CMAS, an organization that has been providing various youth work services since 2013, their work includes youth groups, target youth groups (LGBT, SEN, Life skill’s groups), Mentoring (both educational and social-emotional), youth councils and consultations, and much more. See http://www.communitymas.co.uk/
    4. Police Report for August 2019 and information about church roof lead thefts across Wiltshire. Anyone who wishes to report a crime, or who has information about this spate of lead thefts, should call Wiltshire Police on 101, or report it online via https://www.wiltshire.police.uk/Report_a_crime Alternatively you can call Crimestoppers anonymously on 0800 555111.
    5. August Highways Newsletter
  16. Finance and admin including: the Clerk reported:
    1. The second half of the Parish Precept for £6,350 had been received from WC on 23 September 2019.
    2. Review of Asset Register: deferred to next meeting
    3. Review of Financial Risks: (document previously circulated to members and see appendix 4). It was resolved to receive and adopt the updated Financial Risk Assessment. Proposed by Ms Service, seconded by Mrs Paradise and carried unanimously.
    4. New Councillor Training: Mr Butler, Mrs Byatt and Mr Daniel had attended the training session at the KVH in Lockeridge on 30 September 2019.
    5. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Mrs Paradise, seconded by Mrs Byatt and carried unanimously.
      1. John Giles: new noticeboard for West Kennett (including VAT)                                                                                £354.00
      2. The Social Centre: hire of hall for Transport Group meeting 2 September 2019                                                         £10.00
      3. Playsafety Ltd: annual inspection of Play Area (including VAT)                                                                                 £82.20
      4. Miss E. Moore: Clerk’s overtime and expenses 22 August – 21 September 2019 inclusive                                     £306.19
  17. Date of next meeting: 7:30pm on Tuesday 5 November 2019
  18. Any other business:
    1. Mr O’Connor reported that Venture Security had been awarded a contract by EH to protect Stonehenge.
    2. Mrs Lewis reported that she had attended the Flood Working Group meeting on the 11 September and that the Highways England presentation had focused on drainage issues.
    3. Superfast fibre broadband project and 4/5G: Mr O’Connor reported that he had spoken with BT and had been offered two options; BT could recommend a contractor or the PC could choose their own contractor and, the PC could choose to have a copper or fibre connection to each house. It was noted that Mr O’Connor had yet to engage with the NT on the project and the Chairman said that he would put it on his next meeting agenda with them.
    4. Mrs Byatt reported that the NT had recently paid £200 to remove a dangerous and heavy tree branch that had been found dangling from the tree on the green triangle (opposite the Coach House). Members of the PC were very grateful for the emergency action taken by the NT, particularly in the absence of an immediate response from WC, who had been notified of the issue.
  19. The meeting closed at: 9:40pm.

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

  1. Minutes of Planning Committee Meeting 18 September 2019
  2. Open Parking Meeting 20 September 2019: (i) Notes from the presentation and question and answer session – recorded by the Parish Clerk (ii) Suggestions and feedback – recorded by the NT
  3. SSEN Standard Terms and Conditions of Grant (document not tabled but added subsequently)
  4. Financial Risk Assessment September 2019.