3 July 2018 Ordinary Meeting : DRAFT Minutes

Avebury Parish Council

Draft: minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 3 July 2018 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ARK for Action for River Kennet, ASOP for Avebury Solstice Operational Planning, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, CATG for Community Area Transport Group, EH for English Heritage, KVH for Kennet Valley Hall, FWO PC for Fyfield and West Overton Parish Council, NT for the National Trust, PC for Parish Council, SWAST for South Western Ambulance Service Trust, UKN for Upper Kennet News, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Councillors Mr Stephen Stacey (Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Ben Butler, to item 10 Mr Terence O’Connor, Mrs Lynzey Paradise, Ms Zandria Service and Mr Andrew Williamson.

In attendance: Miss Liz Moore (Clerk).

Time started: 19:30

  1. Public question time: there were three members of the public present for all or part of the meeting.
    1. Why was the PC wasting tax payers’ money on changing the layout of the road network at Beckhampton roundabout because single lanes to the roundabout would cause traffic queues. How much would the scheme cost and had the PC thought about less costly solutions such as speed humps?
      1. The Chairman explained that the new road design for Beckhampton had been created as part of the overall traffic calming scheme for Avebury and would improve safety for everyone approaching the roundabout, trying to cross the main roads and navigating from other roads onto the main highway. He said that, whilst the project was a long way from the final costing stage the idea was to ensure it would be oven ready so that, in the event of Wilts Council being able to make funds available, it would be to hand for consideration. The Chairman further explained that the PC was working with other Parishes to achieve an overall speed reduction on the main roads that passed though the WHS. The PC had run two exhibitions to gather a range of opinions and wanted to respond to concerns from which it was clear that there was agreement that speed on the A4 and A4361 in particular was a significant concern.
    2. Did the PC know there was a new ‘reduce speed now’ sign on the A4 near the Grange at Beckhampton?
      1. It was noted the PC had not received information about a new sign.
    3. This year was the first time the turning into Avebury Trusloe from the A4361 had not been policed over solstice and people had been entering Avebury Trusloe via Nash Road from the A4361 and via Bray Street from the A4. There had been 27 vehicles parked on the nursery site and health and safety issues included open fires being lit, party-goers wandering into the Play Area and parked vehicles potentially blocking access for emergency vehicles and delivery vehicles.
      1. The Chairman said that the comments were very helpful and would be reported by the PC at the solstice debriefing meeting taking place the following day. A review of solstice was also on the agenda that night.
    4. A member of the public reported that the new Play Area fencing had been damaged by local children and part of the fencing had been bent over at the top.
      1. Mrs Paradise (Play Area Representative) to check fencing.
    5. How much revenue had the PC received in fines issued by the Dog Warden?
      1. It was noted that WC received revenue from dog fines and members said that to best of their knowledge the dog warden had not issued any fixed penalties in Avebury because he had not yet caught a dog owner committing an offence.
    6. There were many residents’ cars parked on verges and elsewhere whilst AHA garages in Avebury Trusloe remained empty. These might be used by local people if the rent was cheaper and this could help ease the parking situation.
      1. The Chairman asked the Clerk to contact AHA Neighbourhood Housing Officer with this comment.
  2. Welcome and introductions to new members: the Chairman warmly welcomed Mr Ben Bulter as a new member and said that the PC looked forward to his contributions.
  3. Apologies: Councillor Dr Mike Bedford (Vice-Chairman) and apologies also received but not read at the meeting and added subsequently for Paul Ryder-Morris.
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 5 June 2018: unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Ms Service.
  6. Matters arising from the minutes: none that was not already covered on the main agenda.
  7. Planning applications: none received from WC.
  8. Transport Group: in the absence of Dr Bedford, the Chairman reported:
    1. Feedback from CATG meeting on 21 June: Unfortunately Dr Bedford, Mr Williamson and the Chairman had not been able to attend this CATG meeting, item 4.(d) of which was “A4 at Beckhampton and West Kennett – speeding.” Andrew Jack (WC’s Communities and Engagement Officer for the Marlborough Communities) had reported back to the Chairman that it appeared that Atkin’s was making slow progress on developing a design guide for the traffic calming project at West Kennett. Action: Dr Bedford to be requested to contact Steve Hind (WC Highways) for information.
    2. Recommendations for action paper: the main change to the document, previously agreed by APC included the proposal that the Transport Group and PC should work closely with Fyfield and West Overton PC, Berwick Bassett and Winterbourne Monkton PCs to press for WHS wide 50mph speed limit as more likely to get a positive response from WC.
    3. Discussion: members supported the changes recommended at item 8.b. It was noted the Transport Group now included observers from other Parishes. Mrs Paradise reported that she had booked an exhibition slot for the Transport Group Exhibition at Avebury Day. Mr Butler asked if there was a point when the public consultation would cease and the Chairman said that he believed we had now reached the stage when it would be possible to draw up a shortlist of proposals for consideration by WC Highways, which he hoped the Transport Group would be able to endorse very soon. Mr Williamson asked whether Steve Hind (WC Highways) had reported on Beckhampton at the CATG meeting and it was noted that according to Andrew Jack, he had not done so.
  9. Review of solstice: it was noted Mr Williamson and Ms Service would be attending the ASOP meeting taking place the next day from 1:30 to 5pm but would not be able to attend all of the meeting due to other commitments. In discussion the following points emerged:
    1. Police decision to restrict access to the High Street had worked well for the High Street.
    2. Permit system had not worked well and various reasons given including permit holders passing permits to people not all of whom would have been entitled to receive them had they applied through the official channel.
    3. Restricting access to the High Street had moved the problem of feral parking to Green Street and Avebury Trusloe.
    4. WC did not have authority to tow cars if they were not blocking the highway.
    5. People had simply moved cones out of the way to park.
    6. WC had been active in ticketing vehicles and Chris Clarke (WC Highways) had carried out an excellent service.
    7. If the current approach at Stonehenge continued the result would be more people coming to Avebury since those attending the solstice would reasonably ask: why pay money to go to Stonehenge when Avebury is free?
    8. The overall cost of security provision for the various stakeholders should be considered.
    9. Resident’s solstice parking permit in the form of a car sticker might be an option, which would need to be funded by the PC.
    10. The following extra vans and cars, parked illicitly, had been noted: approximately 3-4 parked in the High Street, 12 on the nursery site in Avebury Trusloe, 8-10 parked along the road to Windmill Hill, and up to 20 in Green Street.
    11. NT had been particularly active in helping to move vehicles off the Ridgeway though it was suspected that this had contributed in displacing many of them to the Village.
    12. The rules had changed and, whilst the police could now get a temporary order to move vehicles on, they did not have the power to close a public highway.
    13. NT took on a lot of the responsibility for the management of solstice and planning started in October with 5-6 meetings over 12 months.
    14. The majority of people started arriving on the afternoon of the 20 June and therefore resources to manage vehicles would be needed from that point onwards.
    15. If the NT was prepared to pay for security and fencing at the Sanctuary, perhaps it could help pay for security in Avebury Trusloe, using car parking fees at Avebury to subsidize this.
    16. Accredited Community Support Officers were used successfully to manage access to the High Street and could also be used in Avebury Trusloe.
    17. There were approximately double the amount of vehicles parked on the nursery site in Avebury Trusloe compared to the previous year and various health and safety issues as reported in public question time at item 1.c. as well as human excrement left on the site.                                                     The PC concluded that problems with feral parking and behaviour were significantly worse than the previous year and one of the main causes was due to displacement of vehicles off the Ridgeway. Action: PC to consider report that will come out of ASOP de-briefing meeting, put management of solstice as a regular item on its’ agenda and consider arranging a separate meeting with the police in September.
  10. Defibrillator for Avebury Trusloe: Mrs Lewis reported:
    1. Electrical installation work for defibrillator cabinet: a quotation of £105 (ex VAT) had been received from the electrician who had installed a heated cabinet at the ‘phone kiosk in Little Cheverell. It was agreed that the PC proceed with placing an order with Cecil Withers (M.D. of C.S. Electrical Engineers and Consultants Ltd.) It was noted that the electrician would need to know the wattage specification for the cabinet and Mrs Lewis said that she would ensure the electrician had that information.
    2. Refurbishing the telephone kiosk: three quotations (not incurring VAT) had been received for re-painting the outside of the kiosk on the understanding that the PC supplied the paint:
      1. A written re-quote had been received for £485 (from £550) to prepare surface, apply one coat of primer and one coat of gloss to outside and inside door.
      2. A written quotation had been received for £480 to prepare surface, apply one undercoat and two top coats to outside only.
      3. A oral quotation had been given for £200 to prepare surface, apply one coat of primer and one coat of gloss to outside and inside door. In discussion members noted that the third contractor could start work later this week and finish early next week. It was resolved to accept the third quotation for £200 from Chris Gale if a written quotation was supplied to the Clerk. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously. It was noted that the Clerk had ordered the paint and four defibrillator signs and delivery was scheduled for Thursday.
  11. Local Issues including:
    1. Dog fouling: it was noted dog fouling was particularly bad in Avebury Trusloe. Mrs Lewis reported that she had spoken with Gemma Batten at  Marlborough Downs Space for Nature about funding for a dog bin and that the organization would consider the PC’s request at its board meeting that Thursday. Further investigation into costs including the cost of emptying the bin would need to be carried out.
    2. Removal of graffiti and re-painting Beckhampton bus shelter: Mrs Lewis said that work had yet to start. The Chairman offered to help with the project and said that Mrs Lewis should let the PC know if she needed additional volunteers.
    3. New glazing panel for Swindon Road bus shelter: the Clerk reported work had been completed and that a visual check had been carried out by the Chairman.
    4. Parish Steward Priority Sheet: it was noted that the PC’s requests on June priority sheet had been completed by the Parish Steward [except repair work to footpath next to pumping station but this would be done in the next few weeks]. The Clerk reported that requests for Parish Steward’s next visit on 18 July included checking culverts at end of High Street and checking drainage ditch outside the Community Shop. Members considered whether there were any other highway matters that needed attention and there were none. The Chairman said he had been asked if the PC could cut back nettles encroaching the WC footpath from Rawlins Park to Red Lion PH as this was causing a problem for wheelchair users. The Chairman offered in the meantime to cut back the nettles with shears as it might take WC some time to respond to the request. The Clerk stated that the Parish Steward was not required to do footpath strimming and carried out highway related work only and that the WC Rights of Way team was responsible for cutting back encroaching vegetation on WC footpaths. The Clerk said that although some parishioners did informally carry out strimming work that benefited the Community, should members of the PC wish to volunteer to carry out work then it should be agreed by the PC at a full council meeting so that volunteers might be covered under the PC’s insurance scheme for public liability. The other option was for the PC to employ the services of a qualified tradesman. It was additionally reported that Church Walk needed cutting back and the Clerk was requested to log issue with WC Rights of Way.
    5. Resurfacing of footpath 22: Mrs Lewis said that she had sent photographs of the path to Councillor Bridget Wayman.
    6. Request for repairs to road mirror in Beckhampton: Mrs Lewis and Mrs Paradise said they were progressing with investigations and it was noted that the wooden structure holding the mirror was leaning as the posts may have rotted.
    7. Community Shop Notice Board repairs: Mr Williamson said that he had spoken to the Community Shop and that they were happy for a non-locking system to be installed on the noticeboard and that work would be carried out very soon.
    8. Replacement noticeboard for West Kennett: the Clerk advised that the notice board should be scheduled for replacement. Item deferred for consideration by members at budget setting meeting in November.
    9. Play Area weedkilling: the Clerk explained that weedkilling was needed to avoid the possibility of mowers catching on the fencing and Mr Butler’s kind offer to carry out the spraying along the perimeter of the Play Area was accepted.
    10. Sports Field weedkilling: item not discussed. [ASSC was making arrangements to pay for the work].
  12. Communications: the Chairman reported that the PC’s June 2018 Headlines had been submitted to UKN.
  13. Correspondence: the Clerk reported:
    1. Email from Sarah Wright (Ridgeway National Trail): the PC had received an initial enquiry asking whether there had been any complaints about the condition of the Ridgeway. Members noted that no complaints had been received.
    2. WC had issued a notice advising temporary closure of: A4361 (Part), Broad Hinton (11/07/2018 – 13/07/2018)
    3. CPRE Wiltshire fundraising event: the Community was invited to a private tour of Great Chalfield Manor, 6:30pm on 5 September.
    4. Cherhill New Village Hall Community Right to Build Order: extension of consultation period to 5pm on Monday 30 July 2018. The PC would not be responding to the consultation.
    5. Police report for June and July: (previously circulated to members and see appendix 1). The Clerk provided an overview of crimes committed in Avebury and it was noted several were solstice related.
  14. Sports Field: it was resolved to dissolve ACSReC (Avebury Community Sports and Recreation Committee. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously.
  15. Finance and admin including: the Clerk reported:
    1. Insurance Claim payment of £510 (with £250 excess deducted) for repairs to Pavilion roof had been received from Zurich Insurance plc. The PC had also received an invoice from London Road Roofing and Mrs Paradise confirmed that the work had been carried out. It was resolved to pay London Road Roofing £760 (not VAT incurring) for repairs to the Pavilion roof. Proposed by Ms Service, seconded by Mrs Paradise and carried unanimously.
    2. Web development: members who had not yet provided photographs agreed to have their photos taken by Mrs Paradise for publication on the PC’s web site.
    3. Cheques for ratification and cheques for payment: it was resolved that the following cheques be paid. Proposed by Ms Service, seconded by Mr Williamson and carried unanimously.
      1. Avebury Social Centre: rent for Transport Group meeting 11 June and defibrillator training 9 July 2018                                                  £16.00
      2. London Road Roofing: repairs to Pavilion roof                           £760.00
      3. Elysium Woodworking Ltd: replacement vision panel for WC owned bus shelter outside Rawlins Park (inclu VAT)                             £164.40
      4. Liz Moore: overtime and expenses 22 May – 21 June 2018       £516.86
      5. X2Connect Ltd: 1x tin of primer (2.5 Litres), 1x tin of red currant gloss (2.5 Litres) and 4 defibrillator signs (inclu VAT)                          £196.96
  16. Date of next meeting: 7:30pm on Tuesday 4 September 2018
  17. Any other business:
    1. Mrs Paradise reported that she had been advised by WC that they strimmed the verges before solstice so that the cones put down to stop people parking would not get lost in the long grass. Mr Williamson said that the Parish Council had asked WC not to strim verges before solstice as it deterred feral parking.
    2. Members noted that no evidence had been submitted to the PC about misuse of Kyter’s Walk and the matter appeared to be closed.
    3. Concerns were raised about the safety of children climbing trees on AHA land in Avebury Trusloe and throwing items into a resident’s garden. Clerk to report concern to AHA and ask whether the lower branches could be reduced or cut to discourage children from climbing the trees.
    4. In that connection Mr Williamson made some observations about the strip of land owned by Centurian and Mrs Paradise said that she understood that in the past the owners had offered to fence the area off.
  18. The meeting closed at 21:28

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

  1. Police Report: June – July 2018

11 June 2018 Transport Group : DRAFT Minutes

Minutes of the 11th June 2018 Transport Group Committee

Avebury Parish Council

Held from 7:30pm on Monday 11 June 2018 at the Social Centre, Avebury SN8 1RF.

Present – M R Bedford (Chairman), A Williamson, S Stacey, A Norman,  J Turner (W Overton PC traffic), M Brennan, L Bennett-Nutt (Winterbourne Monkton and Berwick Bassett PC)

  1. Apologies for absence
    1. Liz Moore, Helen Ramsay and Sarah Nichols
  2. Declarations of interest
    1. None
  3. Acceptance of minutes of 27th March 2018
    1. Accepted
  4. Matters arising from the minutes
    1. None
  5. Transport Group Exhibitions held in Avebury and Lockeridge
    1. Reports.
      1. Red Lion and KVH summaries by Stephen circulated. Community concern about the A4 and commitment to act to improve safety for all road users stood out. In discussion it was noted that there have been near misses, serious injuries, and deaths on this road in recent years. The existing proposal to improve safety at Beckhampton and more so West Kennett (which Wiltshire Highways has advised would require closure the Avenue) was prominent in exchanges between participants of the KVH meeting.  Other issues mainly related to Trusloe parking, the A4361 at Trusloe, Green Street and footpaths.  A document detailing the issues raised at the Red Lion meeting and the suggested responses and priorities had been produced before the Kennet Valley Hall meeting and it was agreed that it would be right to modify this document if it seemed necessary to do so.
    2.  Priorities
      1. It was agreed at the outset that, given the outputs of both exhibitions, safety on the A4 should be the priority of this group. The Beckhampton plans have already gone to Atkins for detailed drawings. West Kennett needs to be submitted for the same treatment. Closure of the Avenue, a consequence of improving safety on the A4 at West Kennett, is not yet supported by some residents of Avebury and other parishes on the grounds of inconvenience to them and difficulties for emergency vehicles. We noted that access can be addressed by permitting use by emergency and farm vehicles and it is the view of the Transport Group that improving road safety must take precedence over convenience.
      2. The KVH meeting clearly identified the significant desire of W Overton to extend the A4 calming suggested in the W Kennett proposals eastwards past the Bell and beyond to North Farm to the WHS boundary. Fyfield and West Overton PC supports the efforts of the Transport Group in this regard and would be keen to take forward the plans of the Sanctuary scheme presented in the WHS Transport Strategy for Avebury and extend them past North Farm. The W Kennett plans should link with the Overton plans such that residents of all parishes make the connection between the benefits of calming of the A4 for all and the consequential closure of the Avenue.
      3. Further implementation of the WHS plans at Silbury Hill would complete the entire A4 scheme in the WHS Strategy and would facilitate the suggestion of a 50mph WHS wide speed limit to bring some control over traffic speeds and thus safety on the A4361 N towards and past Avebury Trusloe. The Committee welcomed the proposal that the Transport Group should work closely with Berwick Bassett and Winterbourne Monkton Parish Council.
      4. Actions : The Transport Group recommends that Avebury Parish Council works closely with Fyfield and West Overton PC and Berwick Bassett and Winterbourne Monkton PC and;
        1. Should push ahead with the West Kennett proposals as presented in the WHS plans. In presenting this recommendation it should be noted that the proposals are tightly linked with the extension of the Sanctuary plans eastwards as indicated in action 2 below.
        2. The Transport Group and Fyfield and West Overton Parish Council work together to bring forward an extended Sanctuary detailed plan which encompasses the A4 towards and beyond North Farm.
        3. Following on from 2, the plans for the Silbury hill modifications should be proposed for detailed plans to complete the entire A4 proposal in the WHS plans.
        4. This would allow for a more coherent approach from all Parish councils from West Overton to Winterbourne Monkton to press Wilts Council for a WHS wide 50mph speed limit.
    3. Actions: Listed in bold above. Other recommendations as per the output from the previous meeting will stay as listed as there were no significant differences between the Red Lion and KVH exhibitions with regards to prioritisations or topics. Final document encompassing the above actions will be completed and forwarded to APC on agreement of the minutes.M Bedford to circulate minutes and suggest to Jill Turner that a joint meeting with W Overton PC be held to discuss extension of Sanctuary plans to the east for submission to Wilts Council. Transport Group to seek support of W Overton for the plans for W Kennett. We want to maintain the current momentum and so the next transport group meeting is expected to be held in September once APC and Overton have met.
  6. Any other business
    1. None
  7. Date of next meeting
    1. TBA

5 June 2018 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 5 June 2018 at the Social Centre, Avebury SN8 1RF.

In these minutes AGAR stands for Annual Governance and Accountability Return, APC for Avebury Parish Council, ARK for Action for River Kennet, ASOP for Avebury Solstice Operational Planning, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, DPO for Data Protection Officer, EH for English Heritage, KVH for Kennet Valley Hall, LTA for Long Term Agreement, FWO PC for Fyfield and West Overton Parish Council, NT for the National Trust, PC for Parish Council, SWAST for South Western Ambulance Service Trust, TRO for Traffic Regulation Order, WC for Wiltshire Council and WHS for World Heritage Site.

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

In attendance: Miss Liz Moore (Clerk).

Time started: 19:34

  1. Public question time: there were no members of the public present.
  2. Apologies: Councillor Mr Terence O’Connor.
  3. Declarations of interest: none declared.
  4. Minutes of meeting held on 1 May 2018: the draft minutes were considered for inaccuracies and it was resolved to change Mr to Mrs Lewis at item 11.c. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously. Subject to the one change the minutes were unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mrs Lewis.
  5. Matters arising from the minutes: none that were not already covered on the main agenda.
  6. Membership: Mr Stacey stated that there were two vacancies and that two people had expressed an interest in joining the Parish Council. He reported that a request for an election had not been called which meant the PC could now proceed with co-option. It was resolved to co-opt Mr Ben Butler and Mr Paul Ryder-Morris onto the Parish Council and invite them to join subject to them signing a declaration of acceptance of office. Proposed by Ms Service, seconded by Mr Williamson and carried unanimously.
  7. Planning applications: none received from Wiltshire Council.
  8. Transport Group:
    1. Feedback from second Transport Group Exhibition held at Kennet Valley Hall on 25 May: Dr Bedford reported the second exhibition at Kennet Valley Hall had been well attended with much focus on the Avenue and that the following points had emerged: 1. discussion in the KVH was very similar to debate during the Avebury exhibition 2. the argument for closing the Avenue was the need to enhance safety; opposition to it was on the grounds of convenience and custom and practice. Dr Bedford explained that some people had thought the reason for closing the Avenue was archaeological but by attending the exhibition they were now aware that it was linked to improving safety on the A4. It was agreed that at the next Transport Group meeting the main item on the agenda would be for members to consider the reports from both Transport Group exhibitions including feedback from the Annual Village meeting and to propose actions and prioritise projects. The recommendations from the Transport Group meeting would then be tabled for endorsement at the next PC meeting on 3 July with the idea of having a scoping meeting with WC as soon as possible thereafter. Action: Clerk to arrange next Transport Group meeting for 7:30pm on Monday 11 June at the Social Centre in Avebury. In discussion the question was raised about having an island to improve safety for pedestrians crossing the A361 Devizes road and Dr Bedford explained that the issue would be addressed by implementing the grass splitter islands. It was noted there was interest in improving safety along the whole A4 stretch of road within the WHS from east of the Bell PH and there was a need for all the PCs to get together. Mrs Paradise asked that the Transport Group take into account an incident she had witnessed whereby a truck had pulled out of the Sanctuary and on to the A4 without warning and she also put forward the idea of magic bollards as a potential solution for managing traffic on the Avenue. The Clerk advised that PC should gather evidence of safety issues on A4 and Mrs Paradise offered to assist.
    2. Discussions with Wiltshire Council about fast-tracking the introduction of a 40 mph limit on A4361 past Avebury Trusloe: nothing to report. Item to be discussed at Transport Group meeting on 11 June.
    3. Recent byway closure to aid Ridgeway recovery: the Chairman reported that an email had been received from Richard Broadhead (Head of Service, Rights of Way and Countryside) advising that following a recent inspection of the byway by The Ridgeway National Trail Project Officer, the 21 day closure imposed on 1st May would not continue after that date. Discussions between W.C. and the Ridgeway National Trail Partnership about extending the closure to motor-vehicles to an all year round order either on an experimental or permanent basis from May 2019 had now begun and the PC would wait for further information from Richard Broadhead. In discussion members noted a byway used by 4 x 4 vehicles near the Adam and Eve Stones was impassable and that WC was responsible for maintenance. Action: Clerk to log issue on WC on-line reporting tool.
  9. Defibrillator for Avebury Trusloe: the Chairman reported that the PC now owned the telephone kiosk, BT had removed telephone apparatus and the Clerk had put up a sign in the kiosk on 22 May (as stipulated in the legal agreement with BT) to let the public know that the Community now owned the kiosk and for any enquiries to contact the Clerk. It was noted that Community First had added the kiosk to PC’s insurance schedule free of charge until year 3 of LTA.
    1. Cost of electrical installation work for defibrillator cabinet: Mrs Lewis reported that she was still seeking estimates for the electrical installation work needed to install the heated cabinet. It was resolved that, once a quotation had been received, the Clerk would place an order with the electrical contractor providing that the quote was under £200 as per PC’s financial regulations. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously.
    2. Refurbishing the telephone kiosk:
      1. members to consider 3 quotations for re-painting the kiosk: the Clerk reported that one quotation had been received for £550 and included cleaning down the telephone kiosk, applying one coat of primer to areas where needed and applying two coats of undercoat followed by one coat of gloss. Mrs Lewis said that according to the paint suppliers it was not necessary to apply an undercoat and the Clerk was requested to ask for a re-quote and in the meantime Mrs Lewis and Clerk would seek a further two quotations from local tradesmen.
      2. Purchase of paint and 4 defibrillator signs: it was resolved that the Clerk place an order with X2 Connect Telecom Solutions for paint and 4 defibrillator signs providing that the cost of the goods was under £250. Proposed by Mrs Paradise, seconded by Dr Bedford and carried unanimously.
    3. Arrangements for checking defibrillator: it was noted that a request had been included in UKN for a volunteer to check the defibrillator. Mrs Lewis reported that one person had shown an interest in helping and it was noted there were also others that would help if asked. She explained that part of the agreement with the South West Ambulance Trust was for the defibrillator to be checked visually on a weekly basis and physically on a monthly one and checks to be recorded on South West Ambulance on-line reporting tool.
  10. Sports Field: Mrs Lewis reported that she was in the process of transferring the PC’s Lloyds Account for ACSReC to ASSC. [Balance at bank as at 17 April 2018 £1,252.37]
    1. Plans for the Pavilion: Mrs Paradise provided an overview of plans for a new Cricket Pavilion in the south-western corner of the Sports Field and explained that an application for planning permission was in progress. It was noted that the new building would be of wooden construction with a tiled roof and on a slightly smaller footprint compared to the existing Pavilion. Ms Service said that she had recently visited the National Self Build Centre in Swindon and noticed that innovations included solar roofing tiles and ground screws instead of digging trenches and recommended a visit to the Centre. PC members supported the idea of a new Pavilion for the community and looked forward to seeing detailed plans in due course.
    2. Update on Pavilion roof repairs: it was noted that London Road Roofing had been instructed to carry out the roof repairs, work had been completed and an invoice received for £760 (not subject to VAT). Clerk to forward invoice to PC’s insurance company, Zurich.
  11. Local Issues including:
    1. Dog fouling: Mrs Lewis reported that she had contacted ARK and been advised that Drove Vets had sponsored the dog bin at Stonebridge Meadow and that the PC could ask a local vet to do the same for a bin in Avebury. She reported Marlborough Downs Space for Nature provided grants and offered to find out more information.
    2. Removal of graffiti and re-painting Beckhampton bus shelter: Mrs Lewis reported work would be starting soon.
    3. New glazing panel for Swindon Road bus shelter: the Chairman reported that a glass panel in a bus shelter outside Rawlins Park had been broken and the Clerk had logged the issue on WC on-line reporting tool. The PC had subsequently been advised by WC that ongoing maintenance of bus shelters, for example the painting or replacing of glass panels, was no longer part of their service though they did undertake to make the works safe by removing broken glass. Members noted the glass had been removed. The Clerk explained that the PC had replaced another broken panel on the same bus shelter last year and advised that the cost to replace a panel would be in the region of £120 + VAT. It was resolved that the Clerk request John Giles to replace the broken glazing panel in the Swindon Road bus shelter with a 6mm solid polycarbonate glazing panel. Proposed by Ms Service, seconded by Dr Bedford and carried unanimously.
    4. Parish Steward Priority Sheet: the Clerk reported that requests for Parish Steward’s visit on the 20 June included: checking culverts at end of High Street, unblocking culverts along rest of the High Street, cleaning bus shelter windows near Rawlins Park, filling pot-holes on Church Walk adjacent to Bridge House and clearing vegetation on footpath AVEB27 leading onto South Street in Avebury Trusloe. She said that she had requested an on-site meeting with the Parish Steward on the same day to look at Kyter’s Walk in the High Street. [Next visit by Parish Steward is 18 July]. Mrs Paradise said she had also wished to report at item 10 that the Orchard Group was working on a project to plant wild flowers beside the hedge row on the Sports Field to encourage pollinators and was planning to extend the Apple Orchard too.
    5. Re-instatement of Play area fencing adjacent to highwaythe Clerk reported that the fencing work had been started on 22 May and completed to very high standard and that she had carried out a visual check on 31 May and also noted that the grass in Play Area had been cut including WC grass verges. She said that the fencing contractor, Martin Nobbs, had advised using a week killer on the grass along the inside of the fencing to avoid mowers getting too close to the fencing and catching on the wire.
    6. Resurfacing of footpath 22 and AVE30/10 from NT car park to High Street: Dr Bedford said that Jane Davies (Wiltshire Councillor) had encouraged him write to Martin Cook (WC Highways) and Councillor Bridget Wayman (Cabinet Member for Highways, Transport and Waste) about the status of footpath 22 and he had done so on the 5 May and was waiting for a response. AW said that he had been told footpath 22 just missed getting on the list for the previous financial year but it was second (out of about eight) on the list for 2018/19. Mrs Lewis stated that her husband Tim Lewis (Area Footpath Secretary for the Ramblers Association) was meeting with Councillor Bridget Wayman to discuss footpaths and that she would ask him to raise the issue of lack of action on footpath 22. It was agreed: 1. PC to seek support again from Sustrans (Clerk to email contact details to Dr Bedford). 2. PC to forward to Martin Cook and Bridget Wayman the letter sent to John Cronk from John Thomson as Deputy Leader of WC saying that he intended to put Footpath 22 on the list for resurfacing in 2016/17. 3. Mrs Lewis to ask Mr Lewis to raise status of footpath 22 with Councillor Bridget Wayman.
    7. Summer solstice management and permits: in discussion members noted Chris Clark (WC Highways) was managing the WC arrangements for Solstice and at the last ASOP meeting had advised that the High Street would be closed and access restricted. Mr Williamson reported that the Police would be using Accredited Community Support Officers to manage access to the High Street and that he was concerned how restricted access would work with civilians not from Avebury controlling access. He said that WC had confirmed that the residents’ parking permits would also be used as an access pass. Ms Service asked if there would be a Police presence at Avebury Trusloe and stressed that more bollards would be needed than last year. It was noted services last year had been reduced for cost reasons. Action: 1. AW to put together a list of all the High Street residents, Community Groups and businesses so that they could be given extra parking and access permits for people visiting them 2. AW to press for Police presence for Avebury Trusloe at ASOP meeting taking place the next day (Mrs Paradise gave her apologies for ASOP meeting) 3. AW to send explanatory email to those on Solstice email list 4. Mrs Paradise to be the main contact for enquiries. In further discussion about permits it was suggested that a window sticker might be a solution for future years and it was noted that a permanent on street parking permit scheme for residents was part of the recommendations in the WHS Management Plan.
    8. Caravans parked on nursery site: the Clerk reported that a member of the public had asked whether the PC might consider purchasing the strip of privately owned land with help of WC and AHA. In discussion members felt that the PC was not in a financial position to purchase the land. The Clerk reported that WC Enforcement was investigating the caravan parked on the private land as it was being lived in and did not have planning permission to be there and that AHA was dealing with the caravan that had been left on their land.
    9. Various lamps out including bracket lamp on Post Office Building: WC had been requested to fix the lamps / work in progress.
    10. Strimming of verges at Beckhampton turning onto A361 and Avenue turning onto A4: reported to WC on 29 May and work completed.
    11. Request by member of public for repairs to road mirror in Beckhampton: it was agreed Mrs Lewis and Mrs Paradise to look into ownership of the mirror, speak to the landowner and find out the cost for a new convex one.
    12. New door fixings for Community Shop Notice Board: AW reported that the key had not been found and that Mr Rendle had managed to open the notice board in the meantime. It was agreed that a non-locking system was all that was needed and Mr Rendle be requested to carry out repairs.
    13. Potholes in two locations along Bray Street: the Clerk reported that the potholes were being monitored by WC patch repair team.
  12. Communications: the Chairman reported that a second notice of vacancy in the office of Councillor had been published on notice boards and the PC’s May Headlines submitted to UKN.
  13. Correspondence: the Chairman reported:
    1. A letter had been received from Seafarers UK asking the PC to fly the Red Ensign ashore on Merchant Navy Day, 3 September, to raise awareness of nation’s reliance on seafarers and shipping. Action: information passed to Mrs Paradise for other Community groups to consider.
    2. A thank you letter had been received from Help Counselling Services for PC’s support last year and the letter was tabled.
    3. Ms Service was booked on to attend WC’s training and networking day on 15 June and the event was taking place at Trowbridge Civic Centre.
    4. Draft Wiltshire Housing Site Allocations Plan received for comment and noted no feedback to be submitted as Wiltshire Housing Site Allocations Plan for Marlborough did not affect the PC.
    5. Community First and Lace Up Project / £80k grant funding opportunity: ‘we are working with Sport England and Action with Communities in Rural England (ACRE) as part of a 1-year pilot project, to distribute £80,000 of funding to promote cost effective physical activity, engagement in sport and healthy lifestyles in rural areas across Wiltshire’s Charities’.
  14. Finance and admin including:
    1. It was resolved to add Mr Stacey as new cheque signatory and approve the resolution contained in the HSBC mandate that was tabled. Proposed by Mr Williamson, seconded by Ms Service and carried unanimously.
    2. It was resolved to certify on the AGAR that the Parish Council is exempt from a limited assurance review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015. Proposed by Mr Williamson, seconded by Ms Service and carried unanimously. (See appendix 2).
    3. Internal Audit Report: the Clerk tabled the internal audit report and explained that the internal audit had been carried out on 21 May and a clean audit report had been given. Members received and noted the annual internal audit report (see appendix 3).
    4. It was resolved to approve section 1 Annual Governance Statement. Proposed by Dr Bedford, seconded by Mr Williamson and carried unanimously. (See appendix 4).
    5. It was resolved to approve section 2 Accounting Statements. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously. (See appendix 5).
    6. Report by the Clerk on internal GDPR processes: it was noted the requirement to employ a DPO has been removed by Government and contacts on the PC’s emailing list had been informed that if they wished to remain on the list they would need to email their consent to the PC. The Clerk reminded members about their obligations in relation to email lists and email confidentiality.
    7. Web development: the Clerk reminded members to submit their photograph for the contacts page to Kate Fry and asked if anyone would like to volunteer to input data into the new Avebury Calendar on behalf of Community Groups. Mrs Paradise offered to be the contact and agreed that her email address could be published on the PC web site.
    8. Cheques for ratification and cheques for payment: it was resolved that the following cheques be paid. Proposed by Ms Service, seconded by Dr Bedford and carried unanimously.
      1. Thames Water: supply of water and wastewater services to the Pavilion 15 Jan 2018 – 17 April 2018  (Final bill)                      £190.16
      2. Mr Dominic Fry: re-imbursement of £87.12 paid by BACs to the P.C. on 16 April 2018 ref. erroneous payment made in connection with NT lease                                                                                          £87.12
      3. Community First: membership renewal 2018-2019                   £40.00
      4. Mr Jamie Guy: internal audit and end of year accounts            £75.00
      5. Mr Martin Nobbs (Kennet Fencing): installation of new galvanized chain link fence at Play Area                                                     £450.00
      6. Oxford Fencing Supplies Ltd: 4 rolls of galvanized chain link fencing + sundries: 3 six inch stretcher bar sets and a box of galvanized clips (including VAT)                                                                          £485.00
      7. Kennet Print: one A4 poster for Transport Exhibition (including VAT)                                                                                          £21.60
      8. Liz Moore: overtime and expenses 22 April – 21 May 2018  £619.45                                                                                                    The Clerk reported she had yet to receive a corrected invoice from the NT for the final Sports Field rent payment from 30 March 2018 up to completion of surrender of the Lease on 17 April 2018.
  15. Date of next meeting: 7:30pm on Tuesday 3 July 2018
  16. Any other business: Mrs Lewis reminded members that defibrillator training was going to be taking place on the 9 July at the Social Centre.
  17. The meeting closed at 22:10.

Appendix (included in the book of Parish Council papers)

  1. Summary report from second Transport Group Exhibition held on 25 May 2018
  2. Certificate of Exemption
  3. Annual Internal Audit Report 2017/18 and explanation for ‘no’ or ‘not covered’
  4. Section 1 – Annual Governance Statement 2017/18
  5. Section 2 – Accounting Statements 2017/18

5 June 2018 Ordinary Council Meeting : Agenda

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on Tuesday 5 June 2018 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, 31st May 2018

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 1 May 2018
  5. Matters arising from the minutes
  6. Membership: to co-opt a new member to the PC
  7. Planning applications
  8. Transport Group: report from Dr Bedford including:
    1. Feedback from second Transport Group Exhibition held at Kennet Valley Hall on 25 May
    2. Discussions with Wiltshire Council about fast-tracking the introduction of a 40 mph limit on A4361 past Avebury Trusloe
    3. Recent byway closure to aid Ridgeway recovery
  9. Defibrillator for Avebury Trusloe: report by Mrs Lewis including:
    1. Cost of electrical installation work for defibrillator cabinet
    2. Refurbishing the telephone kiosk:
      1. Members to consider 3 quotations for re-painting the kiosk
      2. Members to resolve to purchase paint and 4 defibrillator signs
    3. Arrangements for checking defibrillator
  10. Sports Field: report by Mrs Paradise including plans for the Pavilion and update on Pavilion roof repairs
  11. Local Issues including: dog fouling, removal of graffiti and re-painting Beckhampton bus shelter, new glazing panel for Swindon Road bus shelter, Parish Steward Priority Sheet, re-instatement of Play area fencing adjacent to highway, resurfacing of footpath 22 and AVE30/10 from NT car park to High Street, Summer solstice management and permits, caravans parked on nursery site and request by member of the public for PC to consider purchasing strip of land owned by private company, potholes in two locations along Bray Street, various lamps out including bracket lamp on Post Office Building, strimming of verges at Beckhampton turning onto A361 and Avenue turning onto A4, a request by member of the public for repairs to road mirror in Beckhampton and new door fixings for Community Shop Notice Board.
  12. Communications
  13. Correspondence
  14. Finance and admin including:
    1. Members to resolve to add Mr Stacey as new cheque signatory and approve the resolution contained in the HSBC mandate.
    2. PC to certify that it is exempt from a limited assurance review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015
    3. To receive and note the annual internal audit report
    4. To approve section 1 Annual Governance Statement
    5. To approve section 2 Accounting Statements
    6. Report by the Clerk on internal GDPR processes and members’ obligations
    7. Web Site development
    8. Cheques for ratification and cheques for payment
  15. Date of next meeting: 7:30pm on Tuesday 3 July 2018
  16. Any other business

 

 

3 July 2018 Ordinary Council Meeting : Agenda

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on Tuesday 3 July 2018 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, 27 June 2018

Agenda

  1. Public question time
  2. Welcome and introductions to new members
  3. Apologies
  4. Declarations of interest
  5. Minutes of meeting held on 5 June 2018
  6. Matters arising from the minutes
  7. Planning applications
  8. Transport Group: report by Dr Bedford including:
    a. Feedback from Mr Stacey on CATG meeting 21 June
    b. Discussion
    c. Recommendations for action
  9. Review of Solstice
  10. Defibrillator for Avebury Trusloe: progress report by Mrs Lewis including:
    a. Electrical installation work for defibrillator cabinet
    b. Refurbishing the telephone kiosk: members to consider 3 quotations for re-painting the outside of the kiosk and inside door.
  11. Local Issues including: dog fouling, removal of graffiti and re-painting Beckhampton bus shelter, new glazing panel for Swindon Road bus shelter, jobs to be put on to Parish Steward Priority Sheet, resurfacing of footpath 22, request for repairs to road mirror in Beckhampton, Community Shop Notice Board repairs, replacement noticeboard for West Kennett, Play Area weed killing, Sports Field weed killing and Town and Parish Training and Networking Day Presentation.
  12. Communications
  13. Correspondence: including email from Sarah Wright (Ridgeway National Trail)
  14. Sports Field: members to resolve to dissolve ACSReC (Avebury Community Sports and Recreation Committee)
  15. Finance and admin including: insurance claim payment of £510 for repairs to Pavilion roof has been received from Zurich Insurance plc, web development and cheques for ratification and cheques for payment.
  16. Date of next meeting: 7:30pm on Tuesday 4 September 2018
  17. Any other business