5 November 2019 Ordinary Meeting : DRAFT Minutes

Avebury Parish Council

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

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

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

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

Time Started:  19:30

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

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

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

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

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

1 October 2019 Ordinary Meeting : Minutes

Avebury Parish Council

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

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

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

In attendance: Miss Liz Moore (Clerk).

Time Started:  19:30

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

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

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

3 September 2019 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 3 September 2019 at the Social Centre, Avebury SN8 1RF.

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

Present: Mr Stephen Stacey (Chairman), Mrs Maggie Lewis (Vice-Chair), Mr Ben Butler, Mrs Donna Byatt: up to and including item 9b, Mr Terence O’Connor and Ms Zandria Service.

In attendance: Miss Liz Moore (Clerk).

Time Started:  19:32

  1. Public question time: there were 6 members of the public present for all or part of the meeting including Catherine Hosie (Estate Manager, NT). There were no questions asked.
  2. Apologies: Councillors Dr Mike Bedford, Mrs Lynzey Paradise and Wiltshire Councillor Jane Davies.
  3. Declarations of interest: Mr Stacey declared an interest in respect of item 7.b. as the applicant for work to trees.
  4. Minutes of meeting held on 2 July 2019: there were two requests for amendments to the draft minutes. Item 1. to change Ms Stützenberger’s title to ‘Operations Manager’. Item 8.i. (ii) to change ‘the NT’s insurance policy’ to ‘Wiltshire Council’s planning restrictions’. Proposed by Mrs Byatt, 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 Lewis and seconded by Mr O’Connor.
  5. Matters arising from the minutes:
    1. Min ref. 11.b West Kennett telephone box: the Clerk reported that she was in the process of writing to BT to request that the ‘phone box is not removed and refurbished instead.
  6. Membership and co-option: it was resolved to co-opt Mr Mike Daniel to the Parish Council. Proposed by Ms Service, seconded by Mrs Byatt and carried unanimously. 
  7. Planning applications:
    1. Work to trees in a Conservation Area at The Rectory, High Street, Avebury SN8 1RF. Ref: 19/08402/TCA. Plans were tabled and considered and it was resolved to support the application. Proposed by Mr O’Connor, seconded by Ms Service and carried unanimously.
    2. Work to trees in a Conservation Area at Greystones, Green Street, Avebury SN8 1RE. Ref: 19/08401/TCA. Plans were tabled and considered and it was resolved to support to application. Proposed by Mrs Lewis, seconded by Mrs Byatt and agreed. [Mr Stacey abstained from voting].
  8. National Trust update on refurbishment work at the Circles Café: the Chairman explained that he would provide a brief update on the refurbishment work to date. He stated that he had understood from the NT that the scaffolding was due to be taken down the following week and that there might be a delay to the project due to issues with the roof. This could also impact the soft opening planned for mid-October. Catherine Hosie confirmed that all points had been covered and there was no other information to add to the update. Thanks were expressed to Catherine Hosie for attending the council meeting that night as the NT’s representative. Members said how glad they were that she was present.
  9. Project updates:
    1. Transport Group
      1. To receive a report from Cllr Stacey on the Meeting of Parish Chairs (9 July): the Chairman explained that the meeting had been to discuss road safety issues on the A4 for the past year. Diane Ware, Principle Technical Officer, Wiltshire Highways had attended, was keen to engage with the wider community, and then left for an A4 site visit. The group’s focus was on the A4 and then the connecting roads and they hoped to meet again in October.
      2. To receive a report on the Transport Group meeting (2 September) including:
        • A4 project at Beckhampton and West Kennett: (plans of the carriageway improvements were tabled and see appendix 1). The Chairman reported that the westbound carriageway at Beckhampton was still shown as having two lanes and should have one lane; otherwise the plans produced by Atkins were as expected. The plan was to get to stage 3 of the project so that when funding became available the project would be ready to implement. Mrs Lewis asked if there was any plan to use the Beckhampton roundabout to help reduce sightlines by either allowing the grass to grow or by having a planting scheme. The Chairman said that he would talk to Martin Cook (Area Highway Engineer) about options. There was a further question and the Chairman said that he understood that double white lines would be extended along the A361 to improve safety. The Chairman reported that the plans for West Kennett were as expected, though it had been suggested that it should be made clear that the Avenue would still be accessible for emergency and farm vehicles. Members supported the Transport Group’s recommendations for changes to the plans and agreed that the Chairman attend the CATG meeting on 19 September to ensure the design work had been finalized by Steve Hind as proposed.
        • Improved pedestrian safety on A4361 at Avebury Trusloe and speed surveys on A4361 and A4: the Chairman stated that the PC had agreed at its meeting on 2 July to contribute to a speed assessment on the A4361 to be supported financially by two other PCs. He reported that he had been advised that Atkins on behalf of WC had carried out some preliminary work in August. Steve Hind had told him that he would make a formal proposal at the next CATG meeting to undertake the work.
        • To agree action in response to a proposal for a footpath from Avebury on A4361 to North of Dorwyn Manor: the Chairman invited Mr Mike Daniel to speak. Mr Daniel explained that he was looking for support and advice for a permissive footpath. He said that visitors and residents had a right to walk in safety. There were many unreported near misses and accidents involving walkers and many people choosing to drive and park in Avebury due to the absence of a footpath. Mr Daniel reported that, to date, he had received 219 signatures in support of a footpath from residents and visitors alike, and feedback on 54 feedback forms from B&B guests stating that they would have walked into Avebury if there had been a safe route to do so. He added that he also had the support of Mrs Laura Corbett, who was one of the owners of the land that the footpath would cross. In discussion it was agreed that further research needed to be carried out on the exact location and materials to be used for the footpath and that a permissive footpath through the field situated west of the A4361 was likely to be the best option. However Ms Service pointed out the safety issue for pedestrians trying to cross the A4361 to access the footpath. It was resolved to set up a working group with at least one representative from all the relevant stakeholders including landowners (NT and Mrs Corbett) and probably, WC and BT in order to carry out further research and make a plan. Proposed by Ms Service, seconded by Mrs Byatt and carried unanimously. Mrs Byatt offered to represent the PC on the working group along with Mr Mike Daniel. Thanks were expressed to Mr Daniel for bringing his proposal to the Transport Group and Parish Council.
      3. Resurfacing of footpath 21 and footpath 22: the Chairman reported that Martin Cook was following up with Atkins to find out the reason for the lack of progress on the project.
      4. Project to improve road signage in Avebury: the Chairman reported that the project had been completed on time with thanks to Ian Turner at WC Highways, the NT, the WHS PU and, in particular, Helen Weedon at the WHS PU, who had very much facilitated the project. He said that the project was a good example of a multi-stakeholder partnership that had worked well together. Mrs Lewis reported that the sign pointing into the main NT car park when travelling west out of Avebury was partly obscured by plants. Ms Hosie agreed to investigate the matter.
    2. It was resolved to approve the proposal to host a joint public meeting with the NT on 10 September to address residents’ car parking concerns. Proposed by Mrs Lewis, seconded by Mrs Byatt and carried unanimously. [The Chairman, the Clerk, who will be taking a record of the meeting, and Catherine Hosie would be attending].
    3. Play Area refurbishment: in the absence of Mrs Paradise there was no progress report. However, the Chairman expressed thanks to the Clerk for emailing a link to the play area at Mildenhall and for recommending that members visit the area as the setting was very similar to Avebury and there was a great range of equipment. It was agreed that, as had been suggested by Mrs Lewis, members would make an early opportunity to visit the play area at Mildenhall.
    4. Superfast fibre broadband project and 4/5G: Mr O’Connor reported that the results of the survey in the spring had been unanimous and that the majority of parishioners had poor upload and download speeds including domestic and business users. He said that most people were lucky to get 3G on their mobile telephones. There were pockets of the Parish that currently benefited from fibre but this was limited to a small area of Avebury Trusloe. Ms Hosie reported that the NT had the same issues with poor connectivity as many others in the local area. In discussion members recommended that the PC link with the NT to form a working group and Ms Hosie agreed to find out the NT’s arrangements as IT and telecoms was handled centrally. It was resolved to set up a working group including relevant stakeholders to carry out further research and talk to BT about a plan for delivering a fit for purpose internet and mobile telephone service for all in the Parish. Proposed by Ms Service, seconded by Mr Stacey and carried unanimously.
  10. Parish Emergency Plan: a final copy of the plan in the new template was received by the PC and thanks expressed to Mrs Lewis and Mrs Farthing (Civil Emergency Volunteer) for their work on the document. Mrs Lewis confirmed that Mrs Farthing was the main point of contact and at members’ request she agreed to put together an escalation tree so that the process for implementing the plan in an emergency was clear.
  11. Solstice De-brief: (a paper by Cllr Stacey with constructive suggestions for action was previously circulated to members and see appendix 2). The Clerk read out the ideas for a way forward for 2020 as follows: ‘Arrangements for 2020 should start from those made for 2019 and previous years and in addition:
    • Overnight parking for camper vans should be permitted at the south car park and/or at East Farm
    • Gates on the Ridgeway should be positioned to prevent vehicles passing beyond the car park on Overton Hill or accessing AVE5
    • Green Street should be subject to the same access restrictions as the High Street
    • Parking enforcement should continue

    In the absence of formal management of the event, ‘behaviour issues’ can be addressed only by the visible presence of staff from the National Trust, the police, and St John’s Ambulance’.

    In discussion, members felt that the PC should meet with authorities to put a plan in place for Solstice 2020 in advance of the ASOP meetings. Members also agreed that they should have a plan / template for all major events happening in Avebury and for a master document to be finalized by February / March 2020. Ms Service confirmed that she would be attending

  12. Local issues:

    1. Bench at West Kennett: the Chairman reported that following a collision with a car, the bench at West Kennett had been destroyed and the post box had also been taken out but swiftly re-instated by Royal Mail. The Clerk reported that the incident had been logged with the Police by the owner of the car and that she was waiting to hear from the car owner’s insurance company. She advised members that a safety audit / risk assessment should be done before replacing the bench in the same location and that a resident from West Kennett wanted the bench to be replaced as it was very much in use by walkers and people waiting for the bus.

    2. Replacement planters for the High Street: the Chairman reported that the Henge Shop had offered to replace a planter that was falling apart but had subsequently repaired it instead. The Clerk reported that Grist Environmental had agreed to replace the planter destroyed by one of their vehicles but had done so with one of a different style. Grist Environmental will supply a planter of the right type from Erlestoke House Farm Shop. Clerk to check progress on the new planter owed to the PC.

    3. Repairs to Play Area fencing: the Clerk had yet to receive a quotation and would chase the contractor.

    4. Request for a plastic and glass recycling bin for the High Street: the Clerk reported that the Community Shop had asked for an additional recycling bin in the NT car park. In discussion members requested that Mrs Lewis speak with the Manager to find exactly what was needed as the shop had its own plastic recycling bins for use by the shop and its customers.

    5. Repairs to road mirror in Beckhampton: not yet actioned. Mrs Lewis agreed to purchase the new mirror within the financial limits previously agreed and to ensure written permission from the landowner for installing a new mirror was received.

  13. Parish Steward Priority Sheet: the Chairman reported that the Parish Steward had not been available in August and was only available for half a day over 10 months of the year. Members were asked if they had any job requests for the Parish Steward for his next visit on the 18 September and it was agreed that the focus should be on strimming footpaths with the exception of Kyter’s Walk. Ms Hosie advised members that stimming could be particularly harmful to hedgehogs and that the Parish Steward be requested to use a mechanical means of cutting back vegetation where possible. It was noted that the NT had a hedgehog hotel in the Manor to try to help the declining hedgehog population.

  14. Communications: it was noted that PC Headlines had been submitted to the August Edition of UKN. 

  15. Correspondence: the Clerk reported:

    1. Melissa Camilleri was the new PCSO covering the Marlborough Villages. Members agreed to accept the PCSO’s offer to attend a Parish Council meeting and requested that the Clerk invite the PCSO to the next meeting.
    2. Operation Apollo had been set up by the Police to tackle Heritage Crime at Stonehenge and Avebury.
    3. Information had been received on web content accessibility guidelines. It was noted that full compliancy to the new latest WCAG 2.1 guidelines was required by 22 September 2020. The Chairman reported that Kate Fry had provided a report on what the PC needed to do and he would circulate it to members. Mrs Lewis requested that the ACSReC tab and information be removed from the PC’s website as it was no longer relevant. Mrs Lewis also agreed to ask ASSC about removing the Sports Field page as booking of the Sports Field should ideally be done via ASSC’s website.
    4. Launch of the Calne Great West Way Tourism Website www.visitcalne.co.uk and promotional Video Calne – A to B in Calne Town Hall. The Chairman reported that he had met Mr Dillamore (Chair, Visit Calne) to better understand their marketing strategy.
    5. Wiltshire Community Led Housing Partnership Event was taking place at 10:00 – 12:30 on Tuesday 10 September at Community First, Hopton Park, Devizes. The Chairman offered to attend the meeting.
    6. The next Flood Group meeting would be on Wednesday 11 September at Warminster Civic Centre, Sambourne Road, Warminster and Highways England would be providing an update on the A303 Scheme. Mrs Lewis offered to attend the meeting.
    7. Invitation to Community First’s AGM on 9 October.
    8. Invitation to Wiltshire Local Plan Review: Wednesday 18 September 18:00 -20:00: Marlborough Town Hall, High Street, Marlborough.
  16. Consultations: including the Licensing Act 2003 and WC’s draft statement of licensing policy 2019-2024: deferred to next meeting agenda.

  17. Finance and admin including:

    1. Review of Transport Group Terms of Reference: due to the absence of Dr Bedford, this item was deferred to next meeting agenda.
    2. Play Area inspection by RoSPA had been booked for September.
    3. Training: it was noted that Mrs Lewis would like to attend the Chairing Skills Training provided by WALC. Clerk to book Mrs Lewis on the next available course.
    4. It was resolved to update the cheque signatories for the HSBC bank account and add Ms Service as a fourth cheque signatory. Proposed by Mrs Lewis, seconded by Mr Stacey and carried unanimously.
    5. Cheques for ratification: it was resolved to ratify the following cheque payment raised on the 31 July 2019. Proposed by Mr Butler, seconded by Mrs Lewis and carried unanimously.
      1. Miss E. Moore: Clerk’s overtime and expenses 22 June – 21 July 2019 inclusive                                                                                     £205.79
    6. Cheques for payment: it was resolved that the following cheque be paid. Proposed by Mrs Lewis, seconded by Mr O’Connor and carried unanimously.
      1. Miss E. Moore: Clerk’s overtime and expenses 22 July – 21 August 2019 inclusive including 10 hours owed from April 2019 timesheet plus adjustments for under claimed hours                                         £400.83
  18. Date of next meeting: 7:30pm on Tuesday 1 October 2019
  19. Any other business:
    1. The Chairman reported that the PC had been offered a grant of £1,000.00 from SSE to purchase a defibrillator. It was noted that at the PC’s June meeting it had been agreed that a third defibrillator was a good idea but best provided by another body / organization. The Chairman said that he would ask ASSC and the NT whether they would consider a defibrillator for the Sports Field or elsewhere. Mrs Lewis to check SSE’s terms and conditions for using the grant and whether it would be possible to transfer the grant to another organization or for the PC to make the initial purchase of a rental defibrillator from SW Ambulance Service and then let another organization take over the rental agreement.
  20. The meeting closed at: 21:59

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

  1. Plans of the carriageway improvements at Beckhampton West Kennett
  2. ‘A way forward for Solstice 2020’ – a paper by Cllr Stacey

2 September 2019 Transport Group : Minutes

Avebury Parish Council

Draft: minutes of the Transport Group Committee meeting held 2 September 2019 at the Social Centre, Avebury SN8 1RF.

Present: Helen Ramsay, Ben Butler, Mike Bedford, Stephen Stacey, Mike Daniel.

  1. Welcome and introductions
  2. Apologies for absence: Lynne Bennett Nutt
  3. Declarations of interest: None
  4. Acceptance of minutes of 7th February 2019 and meeting notes from the 14th June 2019: Accepted
  5. Matters arising from the minutes
  6. Project progress reports from Atkins and S Hind on A4 road safety enhancement schemes at Beckhampton and West Kennett.
    1. Review and relevance of W Kennett accident in light of priorities in W Kennett scheme
    2. Atkins plans for W Kennett discussed first. Discussion on the need to close the Avenue noted that virtually no changes to the A4 could take place otherwise. Agreed that the plans achieve what we wanted. Noted that the gated access needs to highlight access not only for pedestrians and cyclists but also for emergency vehicles and farm traffic. MB to relay to Stephen Hind. Cost estimate was £330k for traffic management, design fees and risk.
    3. Beckhampton – well received, only question is why there is a two lane exit from the western approach of the A4 to the roundabout. Cost estimate was £150k for traffic management, design fees and risk. MB to ask Stephen Hind.
    4. Transport committee recommends to the Parish Council the plans are accepted as presented with amendments to W Kennett as noted above.
  7. Footpath from Avebury on A4361 to and beyond Dorwyn Manor
    1. M Daniel looking for support and advice to put in a footpath as per above as currently the only option is to walk on the A4361 itself. 219 signatures have been received to date to support this request. Bid ot be seen as first stage of a right of way between Winterbourne Monkton and Avebury. A footpath could be constructed along the left hand side of the A4361 going North as there is land to this side. Agreed that this proposal should be brought to the APC meeting on 3rd September for approval (with the support of this committee) and establish a working group to move it towards design stage. Looking for calming at the same time including double white lines along this stretch. Suggested we separate the issues of the footpath and speeding issues. Atkins’ surveys as to where to check vehicle speeds were completed in August, Stephen Hind will make a proposal to CATG on 19 September which, if accepted, might allow the work to be undertaken before the end of the year.
  8. Speed surveys on A4361 and A4
    1. S Stacey will find out more on CATG on the 19th September for the A4361. The whole of the A4361 from Beckhampton to Swindon will be surveyed for volumes and speed. No update on the A4. Manton have done some traffic counts and noted very high traffic volumes.
  9. Any other business
    1. Update on resurfacing of footpath 22 – Martin Cook contacted as no sign of activity over the summer. He meets Atkins next week and will feedback.
  10. Date of next meeting – will be decided once the footpath group “item 7a” is established.

Adjourned 20.35