2 April 2019 Ordinary Council Meeting : Agenda

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on Tuesday 2 April 2019 at the Social Centre, Avebury SN8 1RF. All members of the public and press are welcome to attend.

Liz Moore, Parish Clerk, 28 March 2019

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 5 March 2019
  5. Matters arising from the minutes
  6. Planning applications:
    1. Amended plans for 19/09889/FUL – Land at South Street, Avebury
  7. Presentation by Wiltshire Council on the temporary closure of various byways including the Ridgeway from 1 May 2019 for  six months
  8. To review and approve the Parish Emergency Plan
  9. Project Updates:
    1. Transport Group progress report:
      1. Community Issue 7088: improved pedestrian safety on A4361 at Avebury Trusloe
      2. Community Issue 4245: A4 at Beckhampton and West Kennett
      3. Community Issues 7027: new double yellow lining on B4300
      4. Repairs to B4003 West Kennett Avenue
      5. Repairs to FP21 and FP22
      6. RoW and working collaboratively with farmers, volunteers and other local parishes to reduce damage to the BOATS and ensure that bridleways and footpaths are kept properly clear and maintained
    2. ASOP meeting report, permit scheme and arrangements for Solstice
    3. ASSF meeting report
    4. Play area refurbishment: progress report
  10. Local Issues including: repairs to road mirror in Beckhampton, reinstalling baby swing, state of BT ‘phone box in West Kennett, new notice board for West Kennett, results of community litter pick including support package ordered from WC, replacement planters for the High Street, repainting of BT ‘phone box in the High Street, street lamps at Beckhampton and re-instating a footpath along A361 / A4.
  11. Parish Steward Priority Sheet including report on work completed in March and job requests for 10 April.
  12. Communications
  13. Correspondence
  14. Finance and admin including membership and cheques for payment
  15. Date of next meeting: 7:30pm on Tuesday 7 May  2019
  16. Any other business

5 February 2019 Ordinary Meeting : Minutes

Avebury Parish Council

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

In these minutes ACC stands for Avebury Cricket Club, APC stands for Avebury Parish Council, ASSC for Avebury Sports and Social Club, ASSF for Avebury Sacred Sites Forum, AWHS for Avebury World Heritage Site, CATG for Community Area Transport Group, EH for English Heritage, LGA for Local Government Act, MAB for Marlborough Area Boards, NT for the National Trust, PC for Parish Council, TG for Transport Group, UKN for Upper Kennet News, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Councillors Mr Stephen Stacey (Chairman), Dr Mike Bedford (Vice-Chairman), Mr Ben Butler, Mr Terence O’Connor (to item 10.a), Mrs Lynzey Paradise, Mr Paul Ryder-Morris (from mid-item 6), Ms Zandria Service and Mr Andrew Williamson.

In attendance: Miss Liz Moore (Clerk).

Time started: 19:31

  1. Public question time: there were three members of the public present for parts of the meeting: Jane Davies (Wiltshire Councillor: up to and including item 14), Mr Dominic Fry (Chairman, ACC: up to and including item 6) and Mr Harry Mottram (Reporter, Wiltshire Gazette and Herald: up to and including item 10). There were no questions asked.
  2. Apologies: Councillor Mrs Maggie Lewis (Vice-Chair).
  3. Declarations of interest: Mr Williamson declared an interest as the applicant of the planning application at item 7.b. Mr Stacey (Chairman) declared an interest on behalf of himself, Dr Bedford and Mrs Paradise in respect of item 6 as members of ASSC’s Fundraising Committee.
  4. Minutes of meeting held on 4 December 2018: Ms Service requested an amendment to item 8 to correct the date shown in the resolution on approval of the draft budget from 2019/2010 to 2019/2020 and the Clerk advised that in appendix 2 the footnote in the budget should be corrected to state defibrillator rental fees due in 2021. Proposed by Mrs Paradise, seconded by Mr Butler 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 Mr Williamson.
  5. Matters arising from the minutes:
    1. Min ref. 5.a. Removal of graffiti and re-painting Beckhampton bus shelter: the Chairman reported that he had written to thank Dave Brotheridge for repainting the bus shelter. Mr Brotheridge had since been hospitalized having suffered a stroke and a get well card with good wishes had been sent on behalf of the PC.
    2. Min ref. 5.b Repairs requested to road mirror in Beckhampton: members noted work was in progress by Mrs Lewis and an update would be given at the next meeting.
    3. Min ref. 5.c Refurbishment of benches and benches on footpath 22: the Chairman reported that refurbishment of five benches had been completed by John Giles. The replacement bench on footpath 22 had been installed on 11 January by Branson Leisure and thanks were expressed to Mrs Paradise and her husband for attaching the millennium plaque onto the new bench.
    4. Min ref. 11.a Replacement glazing panel for bus shelter on A4316 at Avebury Trusloe: members noted that the work had been completed by John Giles.
    5. Min ref. 6.e a question was asked about the NT’s progress on changing the estate postcode to different one to the High Street. The Chairman reported that he had been informed that the Trust was working on the issue and undertook to raise it at his next meeting with the NT.
  6. Presentation from Avebury Sports and Social Club and members to consider giving a donation towards the Avebury Pavilion Appeal. The Chairman invited Mr Dominic Fry (Chairman, ACC) to introduce his proposals for the new Community Pavilion on Avebury Sports Field contained in the presentation paper previously circulated to members and tabled (see appendix 1). Mr Fry explained that the original fund-raising target for the new Pavilion had been £73,000 and had assumed a connection to mains drainage on A4361, which was subsequently found not to exist. He said that the revised target was £101,746 mainly due to the additional costs involved with installing a soakaway and septic tank. He explained that three organisations were raising funds for the project (ACC, ASSC and ASFC) and utilizing three bank accounts in order to maximise available sources of funding. Mr Fry added that the location of the Pavilion had been changed from the position erroneously shown on the planning application and, since this was deemed to be a material change, a new planning application had had to be submitted to WC. The location map was tabled and it was noted that the Pavilion was still in the South West corner of the field, the difference in the two positions being that in the second it was looking diagonally towards the North East corner of the field. He confirmed that there would be a separate planning application for a septic tank and soakaway.                                                                                       The Chairman thanked Mr Fry for his presentation and asked if anyone had any questions. A question was asked about timescales as the envisaged finish date for the project had moved from early May to June / July 2019. Mrs Davies (Wiltshire Councillor) stated that Mike Wilmot (Head of Planning) had now taken personal charge of the project to ensure that the statutory consultation periods were kept to the minimum required and there was no unnecessary delay. The Chairman enquired about the status of applications to grant making bodies. Mr Fry explained that there were restrictions on what ‘not for profit’ and Friendly Society organisations could apply for and ACC did not fit all the criteria required to be a Charity Incorporated Organisation (CIO). He added that successful applications for money had however been made to North Wessex Downs sustainable development fund and MAB with £3,000 and £5,000 being committed from the organisations respectively. In discussion members noted that there was considerable local support for the project in the form of private donations and therefore it was agreed that the PC should offer financial support but additionally noted that a separate phase 2 of the project might also require funding assistance at a later date. It was resolved to donate £1,000 (from the remaining £750 left in the 2018/19 Community Fund and £250 from 2019/20 Community Fund) on approval of planning permission being granted for the new Pavilion. Proposed by Mr Williamson, seconded by Ms Service, and agreed. [The PC has the power to act under Section 19, LGA Miscellaneous Provisions Act 1976].                            Mr Fry expressed his thanks to PC members and Mrs Davies (Wiltshire Councillor) and thanks were reciprocated by the Chairman. Mr Fry agreed to provide an update on the Pavilion project for the Annual Parish Meeting in April.
  7. Planning applications:
    1. Application for variation of condition. Proposal:- variation of condition 2 of 18/08886/FUL to allow relocation of proposed cricket pavilion at Recreation Ground, Beckhampton Road, Avebury SN8 1RD. Ref: 18/12073/VAR. The plans were tabled and considered and it was resolved to support the application. Proposed by Mr Paul Ryder-Morris, seconded by Ms Service and agreed.
    2. Application for work to trees in a Conservation Area. Proposal:-  1 – Yew tree – pollard at 3m   2 – Holly tree – fell   3 – Conifer trees x 3 – fell 4 – Beech tree – remove lowest limb   5 – Group of Ash, Sycamore & Horse Chestnut trees – remove major deadwood   6 – Norway Maple tree – remove 3 branches 7 – Sycamore tree – remove 4 branches   8 – Sycamore tree – crown clean. At:     Ashdown House, High Street, Avebury, Marlborough, Wiltshire, SN8 1RF. Ref: 19/00414/TCA. The plans were considered and it was resolved to support the application. Proposed by Mrs Paradise, seconded by Dr Bedford and agreed.
    3. PC’s feedback submitted to WC in January for other applications: the Chairman reported:
      1. Application for Listed Building Consent to remove internal plasters to ground floor to dining room/bathroom/passageway, apply damp proofing materials, re-plaster with lime based plasters and redecorate at 110 High Street, Avebury SN8 1RF. Ref: 18/11953/LBC. Action: the Clerk had submitted ‘no objection’ on behalf of the PC.
      2. Application for work to trees in a Conservation Area. Proposal: G1 – 5 X Conifers – reduce to 2.5 metres in height. T1 Yew – reduce over extended branches back into crown. T2 – Cherry – Fell as dying.  T3 and T4 Ash and Sycamore – Hedgerow End Trees – reduce both back to height of hedge at The Rectory, High Street, Avebury SN8 1RF. Ref: 18/12088/TCA. Action: the Clerk had submitted ‘no objection’ on behalf of PC and included an additional comment that the PC noted with regret that the dying or dead cherry tree was to be felled and not replaced. The Clerk reported WC had since raised no objection to the application.
      3. Application for Variation of Condition at Manor Farm, Winterbourne Monkton. Ref: 18/11456/VAR. Action: the PC objected to the application in 2016 and as there were only minor variations to the original plan, no further comments had been submitted to WC.
    4. South Street, Avebury – new dwelling with garage and access. Ref:18/09889/FUL. The Chairman stated that Nick Clark (Planning Officer) had emailed to advise that he was expecting revised drawings to be submitted to reduce the scale of the development.
  8. To review a draft statement of intent for handling applications to attend to trees. (Previously circulated to members including a link to the ten principles of the Tree Charter, see appendix 2). In discussion there was general agreement with the proposal and members indicated that they were in favour of encouraging tree planting but needed more time to read the documentation. It was suggested that if an applicant could not replant a tree on their own land then they might be offered the opportunity to plant one in the Community Orchard or another area within the Parish. The Chairman thanked the Clerk for preparing the paper and in particular for finding the link to the Tree Charter. Action: PC members to email Clerk with further ideas. Clerk to update draft document and circulate it in advance of the next meeting, at which it would be tabled for approval.
  9. To review and approve Avebury’s Emergency Plan for the Parish: the Chairman reported that he understood that the work had been undertaken and that he hoped a draft document would be tabled for the next meeting.
  10. Project Updates: the Chairman proposed to alter the order of business and begin item 10. in reverse order.
    1. Transport Group progress report
      1. A4 traffic calming project: Dr Bedford stated that the Transport Group would be meeting on 7 February. He said that Steve Hinds had advised that Atkins had progressed design work for Beckhampton, he had expected output from Atkins before Christmas but had not received it. No progress had been made for West Kennett because Atkins had lost a key member of staff. He explained that WC was reluctant to continue design work for West Kennett without support for the B4300 closure which it required. Mr Ryder-Morris stated that closing the B4003 on its own might increase the speed of traffic on the A4 as the junction of the two roads slowed vehicle speeds. Mrs Paradise asked if there were any figures on how much traffic would be slowed if the A4 was narrowed. Dr Bedford said that WC had advised that narrowing the A4 to improve safety and slow traffic meant that there could no longer be a turning from the A4 onto the B4003 for safety reasons.
      2. Project to improve road signage in Avebury: the Chairman said that the meetings with the WHS Coordination Unit, NT, and WC had been productive. He explained that the NT were keen to achieve better signage to their car park and that WC Highways were willing to carry out the work later in the year using the opportunity also to replace speed limit repeater signs on decayed wooden backing boards. In all eight directional signs were to be replaced and one redundant sign removed at a cost to the scheme promoter of +/- £3,000. The stakeholders now needed to agree how to fund the scheme.
      3. Repairs to B4003 West Kennett Avenue: the Chairman reported that he had attended a meeting on 25 January with the NT, the WHS Coordination Unit and WC. He said that the NT proposed to reduce the ‘informal’ layby (where currently up to 10 cars park) to accommodate a maximum of three cars. WC reported that a maintenance budget might be available in the autumn to that end. A member of the public suggested that reducing the layby to include only three cars would encourage illicit parking on the B4003 and elsewhere. The Chairman said that it seemed that the NT wished to limit parking on the B4003 but not ban it altogether. The meeting had also considered enforcement. The Chairman reported that WC had agreed to consider whether the gaps between the yellow lines might be filled so that the B4003 has yellow lines continuously on both sides and also if parking enforcement officers based in Chippenham could occasionally patrol the B4003 on their way to their regular ticketing activities in Marlborough. A proposal to refresh and extend the yellow lines will be put to a future CATG meeting. In discussion it was noted that parking was worse in summer.
      4. Registration for project A303 Stonehenge with the Planning Inspectorate. The Chairman reported that he had registered the PC with the Planning Inspectorate as an interested party on the application for development consent by Highways England for the proposed tunnel and roadworks.
        [Record of PC’s Representation:
        Avebury Parish Council (APC) has an interest in understanding possible risks to the site and village through the unintended diversion of would-be visitors to Stonehenge, discouraged as they may well be by extensive building works, and in working closely with Highways England to calibrate and manage those risks appropriately.

        APC has made representations along these lines in earlier consultations and wants to maintain a watching brief on works as they develop.

        Avebury is an open access site and receives upwards of 350,000 visitors per year. Exceeding that number without additional resources would place severe strain on both the site and the village].
    2. ASSF meeting 14 January: Mrs Lewis had attended the ASSF meeting and as she was not present at the meeting, the item was deferred to the next meeting agenda. It was noted that the pre-circulated camping dates were much the same as the previous year.
    3. Proposed permit scheme: In discussion Mrs Davies (Wiltshire Councillor) said that Mrs Paradise should contact Spencer Drinkwater (Principle Transport Planner, WC) for advice on a residents’ permit scheme. She said that the primary consideration of any permit scheme was enforcement and that permit schemes were typically expensive as traffic wardens were needed. Mrs Davies added that anyone could call the 101 Police line to report illegal parking.
    4. Superfast fibre broadband project and 4/5G: Mr O’Connor explained that he had published a survey on the Community Facebook page and PC website in the past week to explore what telecoms people were using and whether it was suitable for their lifestyle. He reported that he had received eight responses and that seven out of eight households had reported low speeds. Mr O’Connor said that existing 4G and 5G service in Avebury was patchy and that telephone masts were required to give a good service. He added that in 2021 all emergency services would be using a minimum of 4G and therefore it was important for Avebury to have the infrastructure in place. In discussion it was noted that the aim of the project was more than just enhancing services and that it was about future proofing Avebury. The Chairman added that the NT had also expressed interest in the project and he would invite them to take part in the survey. Action: Mr O’Connor to collate the results of the survey (deadline end of March), report back to the PC and send the data to BT for advice on next steps. It was also agreed that Mr O’Connor would provide an update on the telecoms project for the Annual Parish Meeting. Thanks were expressed to Mr O’Connor and the Chairman said that his work would be appreciated by the community.
    5. Play area refurbishment: Mrs Paradise reported that she had received 52 replies so far to an electronic survey she had set up on the Community Facebook page, the PC website and through an advert in UKN, to gather feedback on improving the quality of the Play Area and inform the PC’s decision on what equipment to install. In discussion members noted 60% of the responses had come from people living in Avebury, 23% elsewhere and 8% outside of the Parish and that 52% would use the Play Area if improvements were made. Ideas for new equipment included a zip wire and 72% said they would like a slide. It was noted that the survey was open until 22 February 2019 and Mrs Paradise would provide a full report on the results at the next meeting. Thanks were expressed to Mrs Paradise for her work on the survey. Action: Mrs Paradise to start putting together project costings with a view to inviting tenders for the project in March. Mr Harry Mottram (Reporter, Wiltshire Gazette and Herald) advised that the PC may wish to contact Shelley Parker (Clerk, Marlborough Town Council) as a play area next to Rabley Wood was going to be made redundant due to a new housing development and there might be equipment available to re-use.
  11. Local Issues:
    1. CPRE Best Kept Village Competition: in discussion it was agreed not to enter the competition on this occasion. Mrs Paradise said that she and Mrs Lewis would organize some community litter picks. Mrs Paradise reported that she was looking at different types of planters for the High Street as several needed replacing.
  12. Parish Steward Priority Sheet:
    1. Work completed in December 2018 and January 2019: [removal of leaf debris at entrance to Beckhampton off A361, removal of metal stand on grass verge near West Kennett Farmhouse, cleaning of bus shelter at Rawlins Park and Avebury Trusloe, checking culverts in High Street and filling of various potholes in road running towards Windmill Hill].
    2. Job requests for 13 February: other than filling of potholes, there was none. Mr Williamson requested removal of leaf mulch on Church Walk. Action: Clerk to log this on WC on-line system. The Chairman added that Martin Cook would like to encourage the PC to log any roads that needed white lines re-painting.
  13. Communications: the Chairman reported that the combined November and December 2018 Headlines had been submitted for the February Edition of UKN.
  14. Correspondence: the Clerk reported:
    1. Email (previously circulated to members) had been received from Tony Langridge who had been instructed by AHA to look at options for the nursery site. It was agreed that the Clerk ask Tony Langridge to arrange a meeting with all stakeholders without delay as there was no point in the PC upgrading the Play Area if the site location needed serious consideration.
    2. Thank you letter had been received from Victim Support for £50.00 donation and tabled.
    3. Thank you letter had been received from Citizens Advice Wiltshire for £50.00 donation and tabled.
    4. Letter (previously circulated to members) had been received from Miranda Gilmour (Assistant Recruitment Officer), Marlborough & District Link to request that the PC make a commitment in 2019 to find the organisation two people from the parish willing to volunteer to drive for Marlborough Link. In discussion it was agreed that the PC could only advertise the need and the Chairman undertook to include a request in the PC’s Headlines for UKN. Mrs Paradise agreed to put it on the Avebury Community Facebook page.
    5. Police report for December 2018 and January 2019: not received
    6. Head Teacher’s update from Kennet Valley School: Mrs Paradise reported that it had been exciting start to the term with a visit from Claire Perry MP and the arrival of some toy Math Monkeys. She said that Mrs Russell (Head Teacher) was always interested in working with Parish Councils. It was agreed Mrs Paradise would invite a School Governor to provide an update at the Annual Parish Meeting.
  15. Finance and admin including:
    1. Cheques for ratification: it was resolved to ratify the following cheques raised on 7 January 2019. Proposed by Ms Service, seconded by Mrs Paradise and carried unanimously.
      1. Wiltshire Council – Stonehenge and Avebury WHS Trust: contribution to HLF Project                                                               £250.00
      2. Miss E Moore: Clerk’s overtime and expenses 22 November – 21 December 2018                                                             £266.15
    2. New swing seat: the Clerk reported that the new baby seat was ready to be installed and it was agreed the Chairman and Mr Butler would re-attach the seat to the timber swing unit at the Play Area.
    3. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Ms Service, seconded by Mr Ryder-Morris and carried unanimously.
      1. Social Centre: hire of hall first Tuesday in November 2019 and December 2019                                                                      £20.00
      2. Social Centre: hire of hall on January 25 2019, 12:30 – 2pm  £7.50
      3. Social Centre: hire of hall on 7 February 2019 for Transport Group meeting                                                                                   £10.00
      4. Elysium Woodworking Ltd: refurbishment of five benches (including VAT)                                                                                        £396.00
      5. Elysium Woodworking Ltd: supply and replace broken glass panel in Trusloe Bus Shelter with 6mm solid Polycarbonate (including VAT)                                                                        £144.00
      6. Branson Leisure Ltd: x1 Greenwich hardwood bench including delivery, installation and fixings (including VAT). N.B. part of insurance claim                                                                        £975.60
      7. Wicksteed Leisure Ltd: single tier rubber cradle seat (including VAT and 10% discount)                                                                    £147.76
      8. Miss E Moore: Clerk’s overtime and expenses 22 December 2018 – 21 January 2019                                                                            £89.15
  16. Date of next meeting: 7:30pm on Tuesday 5 March 2019
  17. Any other business: members noted:
    1. A school bus had slid into the wall of the Coach House toilets in the icy weather and the wall would need to be repaired.
    2. Mr Butler had agreed to host Avebury Rocks on Saturday 1 June 2019.
  18. The meeting closed at: 21:37

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

  1. Avebury Sports Field – Community Pavilion Proposal
  2. Draft Statement of Intent – Felling of Trees and the Ten Principles of the Tree Charter

7 February 2019 Transport Group Meeting : Agenda

Avebury Parish Council

A meeting of the Transport Group Committee will be held at 7:30pm on 7 February 2019 at the Social Centre, Avebury SN8 1RF.

All members of the public and press are welcome to attend.

Liz Moore, Clerk to Avebury Parish Council, 30 January 2019.

Agenda

  1. Membership
  2. Apologies for absence
  3. Declarations of interest
  4. Acceptance of minutes of 11 June 2018 and 19 September 2018
  5. Matters arising from the minutes
  6. Footpaths – Footpath 22
  7. A4 work update
    1. Beckhampton
    2. West Kennett
    3. Interaction with other Parish Councils
    4. Next steps – action recommended
  8. Priority check
    1. Roads (other than A4 above)
      1. State of repair
    2. Footpaths (state of repair of current)
    3. Footpath – new
      1. WK to Avebury
      2. Beckhampton to Silbury Hill
    4. Parking
    5. Speed limits
    6. Other
  9. Any other business
  10. Date of next meeting

 

 

5 March 2019 Ordinary Council Meeting

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on Tuesday 5 March 2019 at the Social Centre, Avebury SN8 1RF. All members of the public and press are welcome to attend.

Liz Moore, Parish Clerk, 27 February 2019

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 5 February 2019
  5. Matters arising from the minutes
  6. Planning applications
  7. To approve the PC’s statement of intent for handling applications to attend to trees
  8. To review and approve the Parish Emergency Plan
  9. Project Updates:
    1. Transport Group progress report
      1. Recommendations from Transport Group meeting 7 February including registering request for 40 mph (from Beckhampton roundabout past Avebury Trusloe turning) with CATG
      2. A4 traffic calming project / road safety
      3. Project to improve road signage in Avebury
      4. Repairs to B4003 West Kennett Avenue
    2. ASSF meeting report
    3. Proposed permit scheme and arrangements for Solstice
    4. Superfast fibre broadband project and 4/5G: progress report
    5. Play area refurbishment: progress report
  10. Electoral Review of Wiltshire: members to review the Local Government Boundary Commission’s draft recommendations
  11. Local Issues including: repairs to road mirror in Beckhampton, state of BT ‘phone box in West Kennett, community litter pick, replacement planters for the High Street and street lamps not working at Beckhampton roundabout.
  12. Annual Parish Meeting
  13. Parish Steward Priority Sheet including report on work completed in February and job requests for 13 March
  14. Communications
  15. Correspondence
  16. Finance and admin including training, Transport Group Committee minutes and cheques for payment
  17. Date of next meeting: 7:30pm on Tuesday 2 April 2019
  18. Any other business

4 December 2018 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 4 December 2018 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ASSC for Avebury Sports and Social Club, ASSF for Avebury Sacred Sites Forum, AWHS for Avebury World Heritage Site, BB & WM PC for Berwick Bassett and Winterbourne Monkton Parish Council, CATG for Community Area Transport Group, EH for English Heritage, FWO PC for Fyfield and West Overton Parish Council, NT for the National Trust, PC for Parish Council, TG for Transport Group, UKN for Upper Kennet News, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Councillors Mr Stephen Stacey (Chairman), Mr Ben Butler, Mr Terence O’Connor, Mrs Lynzey Paradise and Mr Andrew Williamson.

In attendance: Miss Liz Moore (Clerk).

Time started: 19:32

  1. Public question time: there were three members of the public present for part of the meeting including Eva Stuetzenberger (Acting General Manager, Wiltshire Landscape NT), Mr Chris Goodsall (Architect) and Mr Harry Mottram (Reporter, Wiltshire Gazette and Herald). The Chairman welcomed guests and member of the press to the meeting. There were no questions asked.
  2. Apologies: Dr Mike Bedford (Vice-Chair), Mrs Maggie Lewis (Vice-Chair) and Ms Zandria Service.
  3. Declarations of interest: Mr Stacey (Chairman) and Mrs Paradise declared an interest in respect of item 15.i as they were both on ASSC’s Fundraising Committee.
  4. Minutes of meeting held on 6 November 2018: the Chairman requested an amendment to item 8.c and that the name ‘Michael Crook’ be corrected to ‘Martin Cook’. Proposed by Mr O’Connor, seconded by Mr Williamson and carried unanimously. It was unanimously agreed that the corrected minutes be accepted as an accurate record of the meeting. Proposed by Mr O’Connor, seconded by Mrs Paradise and carried unanimously.
  5. Matters arising from the minutes: the Chairman reported:
    1. Min ref. 5.b. Removal of graffiti and re-painting Beckhampton bus shelter: work had been completed by Mr Dave Brotheridge who had very kindly volunteered to do the work free of charge. Mr Brotheridge used to be a Parish Councillor and members were extremely grateful for his services.
    2. Min ref. 10.b Repairs requested to road mirror in Beckhampton: in progress and likely that a replacement mirror would need to be sourced.
    3. Min ref. 11 Refurbishment of Benches: work to two benches had been completed by Mr John Giles. The remaining two benches at West Kennett and outside St. James Church would be refurbished in due course. Benches on footpath 22: the bench dedicated to Sherrie Echols was in Mr Giles’ workshop and work on it was in progress. A quotation for a brand new second bench was with the insurers for authorization.
    4. Min ref. 12 BT ‘phone box in West Kennett: item deferred to next meeting  as a survey of West Kennett residents’ views had yet to be carried out. The grass had been strimmed around the ‘phone box and bench by the Parish Steward as requested by the PC. Mr Butler offered to assist the Chairman with the survey.
    5. Min ref. 18.c Web development: members’ photographs had been published on the contacts page of the PC’s website and it was agreed that those members that wished to do so would submit a short biography too.
  6. Presentation from the National Trust: the Chairman thanked his guests for attending the meeting and said that the purpose of the presentation was for Eva  and Chris to explain the NT’s plans for the re-development of the Circle Café in advance of submitting the formal planning application to WC. Ms Stuetzenberger thanked the Chairman for the invitation and advised that she was  Acting General Manager whilst Jan Tomlin was on long-term sick leave. Ms Stuetzenberger explained that refurbishment of the Circle Café was necessary due to damage that had been caused to the fabric of the building by the severe weather conditions experienced earlier that year in the form of the Beast from the East. Ms Stuetzenberger provided an introduction to the background of the Circle Café. She explained that it was a grade II listed building that had been in use as a café since 1980 and that since 2000 had been in hand by the NT, operating 48 covers indoors and 58 covers outdoors. Ms Stuetzenberger said that the NT had experienced capacity issues throughout the peak season and had concerns about the kitchen being located next to the grade I listed thatched barn. She added that the NT had been operating from three sites (including Avebury Manor and the Coach House Café) to produce food for the Circle Café and that whilst the Circle Café was closed they were running a temporary pop-up café in the Education Centre limited to 24 covers indoors and 58 covers outdoors. The preferred option was redevelopment of the café with seating upstairs for the following reasons: [The site location plan was displayed and existing plans and photographs showing first floor interior beams and five roof lights overlooking the Stones].
    • to relocate kitchen to opposite end of the building and away from the barn
    • to provide a larger kitchen on the ground floor to make it possible to prepare food for the Circle Café from one site
    • to increase internal seating capacity by utilizing the upstairs area and thus accommodate existing visitors
    • to provide a better visitor experience by utilizing the upstairs area and giving visitors a new perspective and view of the Avebury Stones
    • to improve the toilet facilities by providing better toilets on the first floor, separate staff welfare facilities on the first floor and a toilet for disabled people on the ground floor
    • opportunity to improve energy efficiency of the building and apparatus
    • to provide a flexible space on the first floor that might be used as separate area for educational purposes or extra seating.                                               Ms Stuetzenberger stressed that the external appearance of the building would stay the same apart from moving the five small roof lights downwards to provide better daylight and to give views of the Avebury Stones. It was noted that the potential number of covers indoors would range from 84 – 114 (if flexible area utilized). The following questions and points emerged:
      1. The seating capacity would double.
      2. Statistics on how many people being turned away? No but the NT was consistently turning people away in summer and at weekends.
      3. Concern was expressed about how the NT was intending to advertise the flexible space as the new facility might become direct competition with others such as the Social Centre and ASSC. It was noted that the NT planned to use the space for internal staff use and educational purposes only.
      4. Costs and timescales? The NT was still in the process of getting quotations. It was envisaged that the planning application would be submitted over the next month, installation would be in two stages starting with the kitchen, then the café and the whole refurbishment to be finished by the end of summer 2019.
      5. Risk assessments would be carried out to carefully manage disruption and contractors would be asked to use the Estate Drive. It was pointed out that the NT could consider applying for a different postcode to the High Street to mitigate the everyday issue of satnavs directing vehicles to the High Street.
      6. There would be no change to the other refreshment facilities, for example cream teas would continue to be provided at the Manor.
      7. The extraction fan for the kitchen would be located at the end of the building through the ground floor external wall. Smells would be limited to the baking of bread etc as the café would not be serving fried food.
      8. There was not going to be air conditioning in the building.
      9. Would there be a new menu for the café? Potentially yes, each NT property tried to include a local recipe on the menu.                               Thanks were expressed to both the guests and reciprocated.
  7. Planning applications:
    1. The draft minutes of the 17 November 2018 Planning Committee meeting were received and approved as an accurate record of the meeting. Proposed by Mr Williamson, seconded by Mr O’Connor and carried unanimously. (See appendix 1).
    2. Application for Full Planning for change of use of agricultural building to B8 (storage), with associated modifications to doors and windows, and construction of new apron and provision of vehicular parking at East Farm, Swindon Road, Winterbourne Monkton, SN4 9NW. Ref: 18/10301/FUL. The plans were examined and it was noted that change of use was being sought for the storage and distribution of agricultural vehicles. There was concern about a potential increase in the volume of agricultural vehicles pulling out onto the A4361 as this was a fast and dangerous section of the road with a 60 mph speed limit and excessive vehicle movements could compromise road safety. Mr Butler pointed out that the visibility splays out onto the A4361 had been widened to improve safety. It was resolved to support the application on condition that the building was used for storage only and not distribution due to concerns about excessive vehicle movements onto the A4361. Proposed by Mrs Paradise, seconded by Mr Butler and carried unanimously.
    3. Members noted that the NT’s application for advertisement consent to upgrade the visitor signage in Avebury [ref: 18/09436/ADV] had been approved by WC.
  8. Parish Council budget and precept for 2019/20 (draft budget and note on reserve fund previously circulated to members). The Clerk reported that a couple of corrections had been made to the budget and tabled the final draft document. It was envisaged that a large part of the PC’s expenditure for 2019/2020 would be on the Play Area, Broadband and Transport Group projects (see appendix 2 for copy of final draft budget for 2019/20 and note on likely reserves next March) and that these projects would be mostly funded from the reserves. The reserves on 31 March 2020 were likely to be ₤12,724 but approximately half of this money was already designated to meet commitments made in earlier years and also included funds earmarked for the A4 Design Project. The precept was the PC’s only source of income other than match funding secured through the MAB or fund raising by volunteers. In discussion it was agreed that incrementally raising the precept should help cover future rental renewal costs for the two existing defibrillators and other projects that WC might delegate to the Parish Council. Members noted that last year the precept was set at ₤12,100 and that increasing the precept by ₤600 would result in a modest increase of approximately ₤4.19 per annum per household compared to the current year. Therefore it was resolved to approve the draft budget for 2019/2020. Proposed by Mr Williamson, seconded by Mrs Paradise and carried unanimously and it was resolved to set the total precept for 2019/2020 at ₤12,700.00. Proposed by Mr Butler, seconded by Mr Williamson and carried unanimously. Clerk to email WC with precept requirement.
  9. Transport Group: the Chairman reported:
    1. There was a project to improve road signage in Avebury that would help funnel visitor traffic to the NT’s large car park on the A4361. He had a meeting scheduled with the NT on 19 December to look at the 2015 draft signage plan and a meeting planned with WC in the New Year. Mr Williamson reminded members that the scheme should be linked to the WHS Management’s advise to declutter signage in the Parish. Mrs Paradise asked whether the ‘no tourist parking’ sign attached to the planter in the High Street could be replaced with symbol or that the PC look at a residents’ permit scheme. She said that visitors often glanced at the sign thinking it meant tourist parking.
    2. A project to investigate the feasibility of creating a footpath along the A4361 from Winterbourne Monkton to Avebury was under consideration since it was understood that local landowners including the NT might be supportive and had been suggested to Mrs Jill Petchey (Chair of BB & WM PC.
    3. An urgent meeting that had been proposed by the WHS team was being set up to look at options for the informal layby on the B4003 Avenue.
    4. The Red Lion PH was now charging for parking at a cost of £1.50 per hour however this was fully refundable on purchase of a refreshment from the Pub and designed to encourage legitimate use of the car park.
    5. There was a meeting of the Parish Chairs on 10 December to talk about next steps on A4 traffic calming.
  10. Solstice Planning:
    1. Report by AW on ASSF meeting that took place on 21 November: Mr Williamson stated that camping dates would be the same as previous years and would be issued by the NT in due course. He had learnt that the NT had a methodology for removing sacred litter and other items after Solstice.
    2. Report by LP on a proposed permit scheme: in progress.
  11. Local Issues:
    1. Replacement glazing panel for bus shelter on A4316 at Avebury Trusloe: the Clerk tabled a quotation received from Mr Giles (PC’s handyman) and it was resolved to replace the broken glazing panel for £120 (ex VAT). Clerk to order the work. Proposed by Mrs Paradise, seconded by Mr O’Connor and carried unanimously.
    2. New salt bin for Gilbert’s Hill / Bray Street: the Chairman reported that he had received four replies from residents stating that they were not in favour of a new salt bin for Bray Street although preference would have been given for a grey coloured bin. In discussion members noted that there was already a salt bin in Bray Street and the proposed location of the extra bin would not be ideal as most of the water ran down into the nearby pond and salt would have an adverse effect on the water life. It was agreed not to purchase a salt bin.
  12. Parish Steward Priority Sheet: the Chairman reported:
    1. Report on work completed in November: potholes located in middle of the road half-way along the Avenue / B4003 had been filled and grass cut around the telephone box and bench at West Kennett. The sign on the telegraph pole indicating footpath from South Street to Beckhampton Road had been re-attached.
    2. Job requests for 5 December and requested by members had included:
      1. Check the culverts at the bottom of the High Street and along the whole of the High Street.
      2. Check the drainage pipe located in the grassy verge half way along the road in Beckhampton.
      3. Fill the remaining potholes near to Horslip Bridge (road that leads to Windmill Hill).
      4. Fill potholes along road from Bray Street Cottages towards Windmill Hill.
      5. Clear leaf mulch on road at junction into Beckhampton from A361.
  13. Play Area Refurbishment: the Clerk reported that Wickstead had generously offered to replace the top rail on the broken baby seat free of charge and she was waiting to hear if they would give the option of a discount on a complete new baby seat. Members indicated they would be happy with the latter option. Mrs Paradise reported that she was in the process of designing a questionnaire to record the local children’s ideas and would offer site visits to interested suppliers in the New Year. The Clerk advised that consent would be required should the PC wish to email individual families otherwise the survey could be filled in anonymously.
  14. Communications: the Chairman apologised for failing to submit headlines to UKN last month and bumper headlines would be submitted to UKN in time for the February 2019 edition.
  15. Correspondence: the Clerk reported:
    1. Police report for November had been received (see appendix 3).
    2. Head Teacher’s update from Kennet Valley School: see UKN and Ms Paradise gave an overview of the fundraising achieved at the school’s Xmas Fair in November.
    3. Carols by Candlelight, 6pm on 16 December at St James’ Church, Avebury. Members had been invited by Reverend Maria Shepherdson to light a candle and perform a reading. Ms Paradise offered to represent the PC.
    4. Older person’s standard Wiltshire concessionary bus passes: from 1 Jan 2019 not all bus passes will be renewed automatically. See PC web site and notice boards for information.
    5. Audio Visual Direct: suppliers and installers of hearing loop systems for the hard of hearing: information had been passed to Village Hall Chair, Trustees and Church Warden.
    6. Temporary Closure of: B4003, Avebury (19/12/2018 – 21/12/18) to enable BT Openreach to install fibre cable.
    7. Waiting and parking restriction requests using WR1 and WR2 forms to be submitted to WC by 31 January 2019. There were no requests by members.
    8. Updated Flood Plans and Emergency Plans had been requested from Renate Malton (WC Flood Resilience Officer). Mrs Lewis and Mrs Farthing were currently working on updating the Emergency Plan and it was due to be finalized in January 2019.
    9. Request for funding assistance from ASSC for new Pavilion (see appendix 4). Mrs Paradise gave an overview of the fundraising initiatives to date and reported that £40,000 had been earmarked or pledged by others and that 50% funding was needed before ASSC could approach the big investment charities to fund the rest. She said that the new Pavilion had been ordered and the next step was to start the ground working. On the question of whether the PC would offer funding, members thought it was essential to have sight of a budget for the whole project before making a decision. Mrs Paradise said that she would speak to Mr Dominic Fry who was organizing the fundraising.
  16. Finance and admin including:
    1. Half Year Internal audit: the Clerk reported that the half year internal audit had been carried out on 19 November and a clean audit report given. The Chairman thanked her for her work in this connection.
    2. Web development: the Chairman thanked Mrs Paradise for publishing members’ photographs on the contacts’ page of the web site.
    3. Clerk’s annual appraisal: the Chairman stated that a satisfactory appraisal had been carried out on 5 November 2018 and that he would provide a written report in due course. Mr Williamson advised that the current system of recording overtime was working well but that the Clerk would need to adjust her invoice so that the PC was charged for any overtime over 20 hours as opposed to 22 hours and that this should take effect from the New Year onwards.
    4. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Mr Williamson, seconded by Mr Butler and carried unanimously.
      1. Social Centre: hire of projector on 6 November                        £10
      2. Jamie Guy: half-year internal audit 2018/19 accounts              £75
      3. Social Centre: pre-booking for 10 meetings during 2019          £80
      4. UKN: annual donation                                                               £100
      5. Bobby Van Trust: donation                                                        £50
      6. Citizens Advice Wiltshire: donation                                            £50
      7. Victim Support: donation                                                            £50
      8. Liz Moore: Clerk’s overtime and expenses for the period 22 October – 21 November 2018                                                                   £730.15
  17. Date of next meeting: 7:30pm on Tuesday 5 February 2019
  18. Any other business: there was none.
  19. The meeting closed at 21:58

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

  1. Minutes of the 17 November 2018 Planning Committee meeting
  2. Draft budget for 2019/20 and note on likely reserves next March
  3. Police report for November 2018
  4. Letter from ASSC – request for funding for new Pavilion