14 June 2019 Transport Group Meeting : Notes

Notes from a meeting of the Transport Group Committee held on Friday 14 June 2019 at Avebury Sports and Social Club.

  1. Welcome and introductions
  2. Present: Stephen Stacey, Mike Bedford, Stephanie Burgess (project manager, senior engineer Atkins), Helen Weedon (WHS co-ordination committee), Stephen Hind (WC), Angela Norman.
  3. Apologies for absence: Moya Brennan
  4. Declarations of interest: none
  5. Acceptance of minutes of 7 February 2019: accepted (acceptance to be deferred to next meeting as meeting inquorate)
  6. Matters arising from the minutes: none of importance for this meeting
  7. Project progress reports from Atkins on A4 road safety enhancement schemes at Beckhampton and West Kennett
    1. Originally only BH scheme looked at but APC desired both to move forwards. WK and BH proposals discussed. Aim of today to conclude how to finish schemes off. SS noted this is a 4 step process and this meeting is to get us to step immediately before detailed design and implementation. Detailed design and implementation is funding dependent, the current designs we are working on will give ball park figures of construction that are more considered than the WHS estimates.
    2. WK scheme alternative were shown which has no Avenue access and no ghost island. Original work was done by a safety auditor who noted that if the right hand turn on to the Avenue was suggested then the plans would fail at safety audit at highways. Details of gating (open or locked) the avenue discussed but agreed it was something to be considered at implementation. Gating also allows opening in times of emergency. Agreed the current plans were acceptable to the APC and could be taken to next step of rough cost estimates.
    3. BH – Scheme from roundabout to Waggon and Horses shown. Basic splitter principle with gaps to allow for turning of lorries and tractors into relevant entrances/exits shown. Idea to have an on carriage bus stop not warranted as the splitter will effectively. Rest of roundabout with south exit as priority fix to be worked on for next meeting. In the next three months the design should be completed which would enable us to complete the spend of the CATG funding. Hopeful that the project could be completed in the next month.
  1. Next steps
  2. Any other business
  3. Date of next meeting: 6-9th August

Appendix

  1. Beckhampton Atkins preliminary proposal
  2. WK Atkins preliminary proposal

4 June 2019 Ordinary Meeting : DRAFT Minutes

Avebury Parish Council

Draft: minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 4 June 2019 at the Social Centre, Avebury SN8 1RF.

In these minutes AGAR stands for Annual Governance and Accountability Return, AONB for Area of Outstanding Natural Beauty, 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, BT for British Telecommunications plc, CATG for Community Area Transport Group, MAB for Marlborough Area Boards, NT for the National Trust, PC for Parish Council, RoW for Rights of Way, SSEN for Scottish & Southern Electricity Networks, SWASFT for South West Ambulance Service Foundation Trust, TG for Transport Group, TTRO for Temporary Traffic Regulation Order, UKN for Upper Kennet News, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Mr Stephen Stacey (Chairman), Mrs Maggie Lewis (Vice-Chair), Mr Ben Butler, Mrs Donna Byatt, Mrs Lynzey Paradise and Ms Zandria Service (from item 2).

In attendance: Miss Liz Moore (Clerk).

Time started: 19:30

  1. Public question time: there were four members of the public present for all or part of the meeting including Callam Powers (Fowler Architecture and Planning: up and including item 6.a). The Chairman welcomed members of the public. A member of the public reported that she was concerned about large fissures in Church Walk alongside the cottage occupied by the late Dr Isobel Smith. The Chairman said that the PC would take note of her concern and refer the issue to the Parish Steward.
  2. Apologies: Councillors Dr Mike Bedford and Mr Terence O’Connor. The Chairman warmly welcomed Mrs Donna Byatt to her first meeting as a member of the Parish Council.
  3. Declarations of interest: none declared.
  4. Minutes of meeting held on 7 May 2019: the draft minutes were considered for inaccuracies and it was resolved to change the reference to ‘Mrs Williamson’ to ‘Mr Williamson’ at item 7. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously. Subject to the one change, the minutes were unanimously agreed an accurate record of the meeting. Proposed by Ms Service and seconded by Mrs Paradise.
  5. Matters arising from the minutes:
    1. Min ref. 17.d. the Chairman reported that the Community Shop Notice Board had been fitted with magnetic catches and wooden door knobs and thanked the Clerk and Nigel for effecting these overdue improvements.
    2. Min ref. 6.d. members noted that there was no further update from WC on the planning application for South Street ref. 18/09889/FUL and concluded that Nick Clark (Planning Officer) was still waiting for documents from the applicants in respect of impact on the WHS.
  6. Planning applications:
    1. Full Planning Application for removal of existing dog boarding kennels; and, the conversion & extension of existing shop/grooming parlour and kennels/kitchen to form 1 no. residential dwelling, with associated parking, turning, landscaping and private amenity space at Sarsen Kennels, West Kennett, Marlborough SN8 1QF. Ref: 19/03781/FUL. The Chairman welcomed Callam Powers (Fowler Architecture and Planning) and the applicant to the meeting. The plans were tabled and considered. It was noted that there had been no comments received from members of the public since the last PC meeting when the plans had been previously considered. The existing dog kennels were going to be demolished and the applicant intended to split the property into approximately two equal parts at a later date. The Chairman asked what was happening with the large sign facing the A4 and the applicant confirmed that the sign would be taken down and had originally been erected by his tenants. Members were content with the proposal contained in the planning application and it was resolved to support the application. Proposed by Ms Service, seconded by Mrs Lewis and carried unanimously.
    2. Application for work to trees in a conservation area. Proposal: Yew tree – overall reduction by 25% and shape crown accordingly at The Forge, High Street, Avebury, Marlborough, Wiltshire, SN8 1RF. Ref: 19/04916/TCA. The plans were considered and it was resolved to support the application. Proposed by Mrs Paradise, seconded by Mr Butler and carried unanimously.
    3. 18/09889/FUL – South Street, Avebury – New dwelling with garage and access. It was noted that there was no further information following Nick Clark’s email received on the 30 April 2019 and see item 5.b.
  7. Co-option and membership: the Chairman stated that the PC had yet to hear formally from WC about whether a request for an Election had been received. Item deferred to next meeting agenda. The Chairman proposed to alter the order of the business and move directly to item 9. Local Issues so that Mr Butler could provide further information about Avebury Rocks and answer any questions. It was unanimously agreed to proceed to item 9.
  8. Project Updates:
    1. Transport Group: the Chairman reported:
      1. The signage project was due to be implemented before the end of July.
      2. Resurfacing of footpath 22 was likely to be done during the summer. Dissatisfaction was expressed at footpath 21 being left out of the work as it was only a small stretch of path linking Avebury Trusloe to footpath 22 and the rest of the Village. Mr Butler said the PC’s view was also reflected by residents in Avebury Trusloe especially as footpath 21 was considered to be in a worse state than footpath 22 and used more frequently. He said that it made economic sense to repair both footpaths at the same time as all the specialist equipment needed to do the work on footpath 22 would already be on-site. It was agreed that in the margins of the CATG meeting due 20 June the Chairman would speak again to Wiltshire Highways’ representative to request inclusion of footpath 21 in the resurfacing work. Members were reminded that the B4003 was scheduled to be retextured during July. Mr Butler reported that there was an exposed electric or telephone cable near Big Arch Bridge and that the issue be referred to the Parish Steward for investigation.
      3. A4 project at Beckhampton and West Kennett: a Transport Group meeting was arranged for 12 noon on 14 June 2019 to discuss project progress with Steve Hind (WC Highways), Stephanie Burgess (Atkins Global) and Sarah Simmonds (WHS Partnership Manager).
    2. Combined Parishes RoW meeting: the meeting had been chaired by Anne Henshaw (South Nolands) and attended by representatives from Hilmarton, Clyffe Pypard, the Ramblers Association, and Stephen Leonard (previously WC’s Senior Rights of Way Warden but now retitled as WC’s Community Access Manager). Stephen Leonard referred to the experience of the Cotswolds AONB and suggested that our own AONB (North Wessex Downs AONB) might also have funds available for RoW repair and, if so, they might be able to access them to allow volunteers to repair RoWs. Anne Henshaw said that she would get in touch with the NWAONB to find whether accessible funds exist and how to apply for them. The Chairman agreed to report back again after the next RoW meeting, which was due to be held after the summer.
    3. Permit scheme and arrangements for Solstice: Mrs Paradise reported that residents requiring parking permits or access to the High Street over Solstice would need to attend a drop in session to pick up a permit/s. The first session was taking place at Elements of Avebury on Thursday 6 June, 5:30pm to 7pm and the second session on Wednesday 12 June, 7pm to 8:30pm, at the same place. Mrs Paradise explained that she would be recording on an electronic record sheet the name of the resident, their car registration details and contact telephone number. It was noted that permits were restricted to two per household and residents requiring extra permits for visitors would need to provide the PC with the visitors’ car registration number. Ms Service agreed to attend the next ASOP meeting at 2:30pm on Wednesday 5 June at Avebury Manor, Brewhouse.
    4. Play area refurbishment: work in progress, no further update.
  9. Local Issues:
    1. Avebury Rocks 15 June 2019: Mr Butler reported on the arrangements for Avebury Rocks, primary among these being the question of health and safety and management of the event. The following points emerged:
      1. Messrs Butler was providing the site only. Prospect Hospice would be managing the event and it was their 8th year managing Avebury Rocks.
      2. Set up would be on the Thursday / Friday before the event. The outdoor event was for one day only and taking place from 12 noon on Saturday 15 June until 12pm on Sunday 16 June 2019. Vehicles and campers must leave the field by 11am on Sunday 16 June.
      3. 170 tickets had been sold on-line as at Friday 31 May 2019 but it was envisaged that the majority of people would purchase their tickets nearer to the event with ticket sales being weather dependent.
      4. The main stage was going to be in the open yard as well as a second acoustic stage located elsewhere. Food and drink would be available in the grain store. The event organizers had a licence to sell alcohol. Parking and camping would be in the field opposite the grain store with toilets and clean water stations located in the sheep yard.
      5. Byways to be kept clear.
      6. There would be a police presence.                                             Ms Service wished to know whether camp fires or outdoor cooking were part of the arrangements as she was concerned about any fire risk to thatch houses in the vicinity. Mr Butler reported that camp fires were prohibited and agreed to circulate electronically the comprehensive set of documents that had been provided by Prospect Hospice, which included the Risk Assessment, Health and Safety Document and Management Plan. The organizers would be sending ticket holders a separate pack of instructions. The Chairman thanked Mr Butler for his report.
    2. Representation to Sarah Simmonds (WHS Partnership Manager) on Wiltshire Council’s Core Planning Strategy: the Chairman explained that he had read the 300 plus pages of WC’s Core Planning Strategy and to the best of his belief there was no need for the PC to comment. However he was meeting Sarah Simmonds on 11 June and would ask for advice. He would circulate to members for their comment any draft submission it seemed appropriate to make.
    3. Options for BT ‘phone box in West Kennett and feedback from residents in West Kennett and the wider community: the Chairman reported that he had written and hand delivered a letter to residents asking for their views. He had received two replies by email and read out the feedback. (See appendix 1 for copy of letter sent to residents and the two separate email responses). Interest had been expressed in using the ‘phone kiosk as a library or sharing space for provisions or for housing a defibrillator or defibrillator in combination with the phone (but not instead of the phone). Mrs Lewis reported that she had been advised by SWASFT that it was not possible to have a defibrillator and a telephone in the same kiosk. In discussion members liked the idea of having an honesty box and exploring other options, felt that the need for a defibrillator was questionable, and noted the need for an emergency ‘phone in an area on an A-road with several roads and driveways leading off it, which was more or less bereft of a reliable mobile ‘phone signal. It was agreed that in the meantime the PC should request BT to repaint the ‘phone kiosk, and invite West Kennett residents to the next PC meeting on 2 July so that further ideas and views might be shared and a decision taken. Mrs Lewis to supply the Clerk with a photograph of the BT ‘phone box at West Kennett and Clerk to write to BT.
    4. New Notice Board for West Kennett: the Clerk reported that she had received two quotations for the supply and fitting of a new Notice Board to replace the existing. The first quote ex VAT was for £295.00 (Notice Board constructed from Iroko Hardwood with an Osmo Oil finish) and the second quote ex VAT was for £315.00 (Notice Board constructed from Oak). The Clerk stated that £300.00 was earmarked in the budget for the new Notice Board. Members considered the quotations and it was resolved to accept the cheaper quotation and instruct John Giles of Elysium Woodworking Ltd. to make a replacement Notice Board for £295.00. Proposed by Mrs Lewis, seconded by Mrs Byatt and carried unanimously.
    5. Replacement planters for the High Street: in progress.
    6. Repainting of BT ‘phone box in the High Street: photograph still needed, which Mrs Lewis undertook to take that very day if the meeting ended before light faded.
    7. To consider whether a third defibrillator is needed and whether to finalize the grant application to SSEN: in discussion it was agreed that a third defibrillator for an area such as the Sports Field was a good idea but best provided for by another body / organization and therefore the PC would not proceed with a grant application to SSEN that year. Mrs Lewis reported that the annual defibrillator training had been arranged for 7pm on 27 June 2019 at the Social Centre in Avebury. All residents were welcome to attend.
    8. To consider publishing a policy on Tour Bus Parking: in discussion the following points emerged: (i) a policy would be guidance only and could not be enforced (ii) the NT did not encourage coaches to park in the small High Street car park and (iii) coach parking in the main car park was expensive. It was agreed that no further action be taken. The Chairman reported next on item 8. Project updates.
  10. Parish Steward Priority Sheet:
    1. Job requests for June: the Clerk reported that the Parish Steward had been seconded to grass cutting in May but at the request of the PC he had carried out an extra grass cutting job, to cut back the vegetation along the pedestrian footpath that ran from the bus shelters at Rawlins Park into Avebury. The Chairman explained that the work had been requested by a resident at Rawlins Park who was having difficulty pushing a wheel chair past the encroaching vegetation on the footpath. Members were grateful to the Parish Steward for his pro-active response. The Clerk said that any requests for highway related work should be sent to her within the next week, in preparation for the Parish Steward’s scheduled visit on the 18 June 2019.
  11. Communications: the Chairman reported that the PC’s Headlines had been submitted to the June Edition of UKN and WC’s notice of casual vacancy published on Parish noticeboards.
  12. Correspondence: the Clerk reported:
    1. WALC’s newsletter had been received and an invitation to take part in VE Day 75 on 6 June 2019.
    2. Police crime report had been received and see appendix 2.
  13. Finance and admin including:
    1. Draft policy statement on reducing signage and clutter in the WHS: in progress by the Chairman. Item deferred to next meeting agenda.
    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 Mrs Byatt, seconded by Ms Service and carried unanimously. (See appendix 3).
    3. Internal Audit Report: the Clerk tabled the internal audit report and reported that the internal audit had been carried out on the 13 May 2019 and a clean audit report given. Members received and noted the internal audit report for the full year 2018/2019 accounts. (See appendix 4).
    4. It was resolved to approve section 1 Annual Governance Statement. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously. (See appendix 5).
    5. It was resolved to approve section 2 Accounting Statements. Proposed by Ms Service, seconded by Mrs Byatt and carried unanimously. (See appendix 6).
    6. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Ms Service, seconded by Mrs Byatt and carried unanimously.
      1. Jamie Guy: Internal Audit for the full year 2018/2019 accounts  £75.00
      2. Community First: annual membership renewal 2019/2020         £40.00
      3. Miss E Moore: Clerk’s overtime and expenses 22 April – 21 May 2019                                                                                            £468.86
  14. Date of next meeting: 7:30pm on Tuesday 2 July 2019
  15. Any other business:
    1. Mrs Byatt asked members if they were aware that there was a project being developed by an adjoining Parish Council for a footpath / pavement along the A4361 Swindon road. Members said that they were aware of the potential for such a footpath and that interest in it had been expressed by the NT and BB & WM PC.
  16. The meeting closed at: 21:00.

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

  1. Letter to West Kennett residents and two email responses
  2. Police Crime Report
  3. Certificate of Exemption
  4. Internal Auditor’s report
  5. Section 1 Annual Governance Statement
  6. Section 2 Accounting Statements.

14 June 2019 Transport Group Meeting

Avebury Parish Council

A meeting of the Transport Group Committee will be held at 12 noon on Friday 14 June 2019 at Avebury Sports and Social Club, Beckhampton Road, Avebury SN8 1RD.

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

Liz Moore, Parish Clerk, 7 June 2019.

Agenda

  1. Welcome and introductions
  2. Apologies for absence
  3. Declarations of interest
  4. Acceptance of minutes of 7 February 2019
  5. Matters arising from the minutes
  6. Project progress reports from Atkins on A4 road safety enhancement schemes at Beckhampton and West Kennett
  7. Next steps
  8. Any other business
  9. Date of next meeting

7 May 2019 Ordinary Council Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 7 May 2019 at the Social Centre, Avebury SN8 1RF.

In these minutes AONB stands for Area of Outstanding Natural Beauty, 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, BT for British Telecommunications plc, CATG for Community Area Transport Group, CIO for Charitable Incorporated Organisation, CPRE for Campaign to Protect Rural England, EH for English Heritage, FWO PC for Fyfield and West Overton PC, ICOMOS for International Council on Monuments and Sites, MAB for Marlborough Area Boards, NT for the National Trust, PC for Parish Council, RoW for Rights of Way, SWASFT for South West Ambulance Service Foundation Trust, TG for Transport Group, TTRO for Temporary Traffic Regulation Order, UKN for Upper Kennet News, UNESCO for United Nations Educational, Scientific and Cultural Organization, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Mr Stephen Stacey (Chairman), Mrs Maggie Lewis (Vice-Chair), Mr Ben Butler, Mrs Lynzey Paradise, Ms Zandria Service and Mr Andrew Williamson.

In attendance: Miss Liz Moore (Clerk).

Time started: 19:31

  1. Public question time: there were eight members of the public present for all or part of the meeting including Eva Stützenberger (Visitor Engagement and Enterprise Manager, NT: up to and including item 6), Nathan Ward (Project Manager, NT: up to and including item 6) and Mark Pettitt BA (Hons) MRTPI (Fowler Architecture and Planning). The Chairman welcomed guests and members of the public to the meeting and invited questions. There were none.
  2. Apologies: Councillors Dr Mike Bedford and Mr Terence O’Connor.
  3. Declarations of interest: none declared.
  4. Minutes of meeting held on 2 April 2019: there were three requests for amendments to the draft minutes. Item 9 iii to change ‘B4300’ to ‘B4003’. Item 10 b to change ‘a letter had been sent’ to ‘a letter will be sent’. Item 11 b to change ‘from footpath 21’ to ‘from the byway’. Proposed by Ms Service, seconded by Mrs Paradise 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 Ms Service.
  5. Matters arising from the minutes:
    1. Min ref. 9.b. ASOP meeting report, permit scheme and arrangements for Solstice: Mrs Lewis confirmed that she had emailed Jill Petchey (Chair of BB & WM PC) with the parking permit.
  6. Planning applications: the Chairman invited Eva Stützenberger and Nathan Ward to present the NT’s plans for the Circles Café that had been submitted to WC under the planning applications listed in item 6 a-b. Plans were tabled and see appendix 1 for the floor plans and proposed elevations. Eva explained that since her presentation to the PC in December 2018 nothing had changed apart from a slight increase in the size of the upstairs windows overlooking the Henge. She reminded members that the kitchen had needed to be relocated away from the Barn for fire safety reasons and that the seating was being expanded upstairs to serve existing visitors and ease past capacity issues. Nathan said that, unlike similar project work he had been involved with at other NT locations, more emphasis had been placed on ensuring the plan for Circles Café was sensitive to the site because of the unique location and WHS status. The Chairman thanked the guests and invited questions from members of the public. The following points emerged: (i) disabled access included access to disabled toilets on the ground floor (ii) following a meeting with the WHS Avebury Committee and subsequent advice and recommendations; the windows were being moved down the roof by 400-500 mm to ensure they were more sensitive to the line of the building. Conservation glazing was going to be used. The windows would be 1500 mm longer. Ms Stützenberger confirmed that the modifications to the upstairs windows was the only change to the original plans (iii) the NT was committed to minimizing any disruption to the Village during the building works and most works vehicles would come to the site by the entrance off the Swindon road. Nathan would be engaging with the contractors to provide them with the full plans about access and restrictions on access; and was happy to share the plans with the PC at a later date. Timings of deliveries and work would also be carefully managed and a contact telephone number for the Site Manager would be provided (iv) the tendering process was currently in progress and work was scheduled to take place between July – October 2019 with a view to opening at the end of October 2019 (v) the NT had looked into trying to change the Estate Office postcode but had been advised by the Royal Mail that it would not be possible and so was increasingly using a grid reference for directions. Thanks were expressed again to NT staff and they left the meeting.
    1. Application for Listed Building Consent for removal of existing modern partitions and WC’s, new staircase, new voids in first floor and relocation of roof lights at Avebury Manor, High Street, Avebury SN8 1RF. Ref: 19/00431/LBC.
    2. Full Planning Application for relocation of roof lights at Avebury Manor, High Street, Avebury SN8 1RF. Ref: 19/00051/FUL. The applications listed under item 6 a-b were considered and it was resolved to support both applications. Proposed by Mr Williamson, seconded by Mrs Paradise and carried unanimously.
    3. Full Planning Application for removal of existing dog boarding kennels; and, the conversion & extension of existing shop/grooming parlour and kennels/kitchen to form 1 no. residential dwelling, with associated parking, turning, landscaping and private amenity space at Sarsen Kennels, West Kennett, Marlborough SN8 1QF. Ref: 19/03781/FUL. It was noted that the planning application had been received by the PC on 1 May 2019 and that feedback to WC was due by 6 June 2019. Mark Pettitt (Fowler Architecture and Planning) was invited to introduce the proposal for Sarsen Kennels. He explained that pre-application advice had been sought from WC in 2015, the relevant bodies had been consulted including the WHS Officer, English Heritage and an archaeologist; and that scheduled monument consent had been approved in 2017. The applicant intended to enhance the site and surrounding area by removing noise from the existing kennels and sympathetically converting the building using timber cladding, cream render and slate tiles on a pitched roof. Plans were tabled and considered (see appendix 2) and noted that the conversion would be 114 square metres internally and that it was the intention of the owner to split the site at a later date. It was resolved to defer a decision to the 4 June meeting to give more time for members and the public to review the information. Thanks were expressed to Mark Pettitt and the applicant for attending the meeting.
    4. 18/09889/FUL – South Street, Avebury – New dwelling with garage and access. Member’s noted that WC’s decision date had been 25 April 2019 however Nick Clark (Planning Officer) had responded to the PC on 30 April 2019 to say that he was awaiting further assessment from the applicants in respect of the impact on the World Heritage Site.
    5. 18/11456/VAR – Manor Farm, Winterbourne Monkton – revised / additional plans and information. It was resolved not to comment on the proposed variation of conditions.
  7. Co-option and membership: the Chairman reported that he was aware of one applicant for the role of Parish Councillor (applicant details had been previously circulated to members) and as there was no one else put forward, Mrs Donna Byatt, who had attended the meeting that night, was invited to speak. Mrs Byatt explained that she had lived in Avebury for the past couple of years, her past work experience included the role of Senior HR Manager at Williams Formula One and she currently owned and managed Elements in Green Street. She felt that her combined commercial and residential viewpoint would benefit the PC. Thanks were expressed to Mrs Byatt for her introduction, members felt that she had a range of experience and it was resolved to co-opt Mrs Byatt to the Parish Council. Proposed by Mr Williamson, seconded by Ms Service and carried unanimously.
  8. Review of Annual Village Meeting: in discussion the following points emerged:
      1. Disappointment was expressed at not having a police presence. It was noted that the Police report had not reached the PC in time for the meeting and for operational and other reasons it had not been possible to have a Police presence.
      2. A member felt that, whilst the presentation on the Manor Gardens was thorough and interesting, it would have been helpful to have had a more holistic view of Avebury from the NT.
      3. To improve attendance rates the PC might ensure that the next meeting was not in the Easter holidays.

    A member of the public said that she thought the meeting had flowed well and the presentations were thorough. The Chairman said that he was grateful to everyone who had contributed to the Village meeting and acknowledged that APC had a challenging work schedule ahead of it.

  9. WHS Avebury Committee meeting 30 April: Mr Williamson was invited to provide an oral report on a meeting of the WHS Avebury Committee and provided an update on the following items:
    1. Progress report on setting up WHS Trust: the WHS team had been interested in setting up a WHS Trust for the past two years and a charitable organisation had been set up. Mr Doug Stuart (Consultant) had considered to review whether or not a CIO should be set up. There were reservations about the team becoming a separate entity from WC.
    2. Wiltshire Council’s Core Planning Strategy: the WC Planners were currently reviewing the Core Planning Strategy and had attended the WHS meeting as a bonus pre stakeholder consultation. The Committee had had the opportunity to discuss whether Stonehenge and Avebury should have a combined strategy. The Committee had expressed an opinion that Avebury should have specific controls. In response Mr Williamson had made it clear that the PC had yet to put forward its views. Mr Williamson urged the PC to make representation to Sarah Simmonds (WHS Partnership Manager) to encourage WC to think about separate conditions for Avebury; especially for parking and facilities for visitors. He said that he was concerned about WC’s stated aim, which was to have a thriving economy. In discussion it was agreed that the Chairman and Mr Williamson draft an initial comment for approval by members and then submit the feedback to Sarah Simmonds as PC feedback would need to be received by the end of the month. A member of the public was invited to speak and said that he would not want Avebury to become like Stonehenge as it was a community and should be kept that way. He added that the car parking charges in Avebury were too high.
    3. Ridgeway National Trail: the Committee had been informed that the closure was to be repeated next year. A question was asked about the closure of the Ridgeway over Solstice and it was noted that WC was closing the byway 800 metres north of Sanctuary and that the barrier was north of byway 5. Members felt that a sign should be put up to warn visitors that the byway would lead to a dead end and there would not be room for vehicles to turn around.
    4. Signage: the Committee had reviewed the scheme for renewing and refreshing signage through the village and had asked WC Highways (who had presented it) to ensure that implementation respected the guidance given in the WHS Avebury Transport Strategy, in particular by making signage more discrete by not using backing boards. It was noted that the proposed directional sign to Swindon and the proposed sign reading ‘no tourist parking beyond this sign’ would not be fixed to Silbury House but sited where the existing ‘no tourist parking beyond this point’ is currently positioned.
    5. Legacy funding and designated work: Sarah Simmonds (WHS Partnership Manager) had requested £150,000.00 for three research projects (i) visitor access (ii) sustainable tourism (iii) burrowing animals. In discussion members noted legacy funding was available for work on trunk roads but that did not include the A4, which was designated as a trunk road. Mr Williamson reported that a methodology statement detailing the process for building up the banks on either side of the verges on the B4003 was available. A member of the public asked whether wooden posts put into the verges might be another option to help stop illicit parking.
    6. Light pollution in the WHS: the WHS would be talking to WC about the bright illumination of several businesses as the recommendation for bulb light intensity was < 100 candela / square meter and it appeared that the advice was not being adhered to. In discussion it was recognized that some businesses were also flouting the planning rules by installing A-boards on pavements and causing obstruction of the walkways. The WHS Plan was to reduce signage and clutter and therefore the Parish should be adopting the same view in order to decrease the sense of commercialization in Avebury. It was agreed that the Chairman draft a policy statement to that effect.
    7. Transport Issues: Mr Williamson added that Mrs Sarah Nichols (FWO PC) had provided a report on the Parish Chair meetings to the WHS Committee. The Chairman thanked Mr Williamson for his report.
  10. Project Updates:
    1. Transport Group: the Chairman reported that:
      1. Signage project: corrections to the signage as requested by the AWHS Steering Committee would need to be processed by WC Highways, but he was hopeful that the work would begin by the end of the year. See appendix 3 for version ‘A’, the first revision of the original overall signing scheme drawing(s) by Ian Turner (Traffic Engineering Team, WC).
      2. Resurfacing of footpath 21 and footpath 22:  footpath 22 would be going ahead as planned but not footpath 21 due to limited budget. The Parish Steward would be asked to fill the potholes on footpath 21. In discussion it was noted that no timescales had been given for the resurfacing work, the leat (artificial watercourse) was blocked at the back of the NT Manor Estate and should be looked at as it was contributing to flooding on the footpaths and erosion of the surfacing and the wooden fencing along part of the path needed removing.
      3. A4 project at Beckhampton and West Kennett: Wiltshire Highways’ Steve Hind had promised a meeting with Atkins to discuss progress of the West Kennett and Beckhampton schemes and he very much hoped that this would take place before the next CATG meeting on 20 June.
    2. PC requests for ASOP meeting on 8 May and progress report on permit scheme and arrangements for Solstice: Mrs Paradise reported that she was still waiting for confirmation of the TTRO dates from WC and that Matt Perrot (WC Highways) would be contacting her the next day. WC had given her pricing for CSAS Officers but further discussion would need to be carried out in a confidential session. Discussion deferred to later in the meeting – see item 17 f.
    3. Play area refurbishment: Mrs Paradise said that work was in progress and she was talking with the Kennet Valley School to see if they could save money by purchasing equipment in bulk. Thanks were expressed to Mrs Paradise for her Village meeting report.
    4. Broadband/high speed: there was no further update.
  11. Local Issues:
    1. A303 written representation: (previously circulated to members and see appendix 4 for a copy of the representation sent to the Planning Inspectorate on the 2 May 2019). The Chairman stressed that the PC had two main points: (i) the PC was very concerned about the possibility of Avebury’s WHS status being removed by UNESCO bearing in mind that the written report by UNESCO/ICOMOS following its most recent visit (which took place in March) was that the scheme for a tunnel as proposed by Highways England should not be built and (ii) the PC was very concerned about tourists being deflected from Stonehenge recognizing that at peak times Avebury, with about 350,000 visitors per year, was already close to saturation. It was resolved to ratify the representation sent to the Planning Inspectorate on 2 May 2019. Proposed by Mrs Paradise, seconded by Mr Butler and agreed. Clerk to supply Ms Service with a hard copy of the letter.
    2. Options for BT ‘phone box in West Kennett and feedback from residents in West Kennett and the wider community: there had been a delay in getting letters out to West Kennett residents but the Chairman would be actioning the task asap. The Clerk reported that she had received feedback from two residents in West Kennett who were keen to see the ‘phone kiosk repainted with shelves installed and turned into a library for the benefit of walkers and the community. The PC’s view was that the ‘phone kiosk was important as an emergency ‘phone. The Clerk said that the PC could also ask BT to repaint the ‘phone box.
    3. New notice board for West Kennett: in progress, the Clerk was waiting for quotations.
    4. Replacement planters for the High Street: work in progress and Mrs Paradise was also looking into the feasibility of asking local businesses to sponsor a planter. Mr Williamson reported that he had tightened the girth around the seventh planter and it was acknowledged that several planters would need replacing very soon.
    5. Repainting of BT ‘phone box in the High Street: the Clerk had written to BT and they had requested a photograph of the ‘phone box that needed repainting. Mrs Lewis offered to take a photo’ and email it to the Clerk. [During item 11 e the Chairman reported that a letter had been received that night containing a complaint about a campervan parked in the High Street. The Clerk acknowledged receipt of the letter but advised members that it was not Parish Council business and to desist in discussing the matter].
    6. To consider whether a third defibrillator is needed: in discussion members considered whether it would be possible to install a defibrillator in the West Kennett ‘phone kiosk whilst keeping the ‘phone line operational and Mrs Lewis offered to ask SWASFT. It was noted that Mrs Lewis had submitted an application for a defibrillator to SEN’s annual grant scheme by the scheme’s deadline, so that the PC might have the chance of being awarded funding. Further documents would be needed if the PC wished to finalize the application. It was noted in conclusion that the PC needed to decide whether a third defibrillator was needed and in particular whether, if there was a clear need, the PC, ASSC, or another body would be the right sponsor.
    7. Fly Tipping: Mr Butler reported that there had been fly tipping along the byway to Yatesbury. He had registered the issue on the on-line system but had been told it was not WC’s responsibility. Mr Williamson advised him to speak directly to Martin Cook at WC for further advice.
  12. Parish Steward Priority Sheet: the Chairman reported:
    1. Report on work completed in April: the Parish Steward had filled potholes located on the side of the road (also part of the Sustrans cycle network) from Bray Street Cottages to Yatesbury road. Road signs had been cleaned; railings on Big Arch Bridge painted white and verges on Big Arch Bridge and leading up to the bridge had been strimmed. Mrs Paradise asked that the Parish Steward be advised not to overfill the potholes as they then became a tripping hazard.
    2. Job requests for May / June: the Chairman advised that the Parish Steward was seconded to WC grass cutting duties in May and that members should think about highway issues for June. [Items currently on the list include: grass cutting on footpath verges that link South Street to bus shelter in Avebury Trusloe, pothole filling on Hunter’s Walk, FP21, and (if possible) on south bound A4361 just past bus shelters and Rawlins Park. N.B. hand clearing of drains and gullies in Church Walk was not possible so the Parish Steward hopes to organize jetting by mechanical means though this will be possible only if the specialist vehicle required can access the area].
  13. Communications: the Chairman reported that PC Headlines had not been submitted to the May Edition of UKN but a bumper edition would be submitted for June. The notice of a casual vacancy had been published on the PC’s web site and that position was now filled at the meeting that night. Members noted that a further vacancy would occur the next day due to Mr Williamson’s resignation. The Chairman expressed sincere thanks to Mr Williamson for his time on the PC and said that he had provided a sterling service and that all present would miss him.
  14. Correspondence: the Clerk reported:
    1. Invitation to CPRE Wiltshire AGM, 11:30am on 20 June at Bowood House.
    2. Temporary Closure of: A4 Bath Road (Part), Marlborough (07/05/19 – 31/05/19).
    3. Temporary Closure of: B4003 (Part) Avebury (01/07/19 – 02/07/19).
    4. Police crime report January – April 2019 had been received and see appendix 5.
    5. Community First – members bulletin Spring 2019.
    6. WC Town and Parish Evening Meeting – 13 June at Kennet House, Devizes.
  15. Finance and admin including: the Clerk reported:
    1. Parish precept: £6,350.00 had been received on 23 April 2019.
    2. VAT rebate: £751.71 had been received on 20 March 2019.
    3. Internal audit and annual return: internal audit for the year end accounts was being arranged [13 May 2019] and the annual return would need to be approved at the PC’s June meeting.
    4. Community litter picking equipment: the Clerk reported that the following items of equipment were now owned by the PC and encouraged members to organize Community litter picking during the year.
      10 plastic hoops (14″)    
      20 litter pickers    
      20 red pvc gloves    
      10 adult hi viz jackets, 6 child hi viz jackets    
      1 shovel    
      1 large sweeping brush    
      1 graffiti removal kit
    5. Cheques for ratification: it was resolved that the following cheque raised on 16 May 2019 be ratified. Proposed by Mr Williamson, seconded by Mrs Lewis and carried unanimously.
      1. HM Revenue and Customs: tax and National Insurance        £143.76
    6. 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 extra meetings 12 March and Village meeting 16 April 2019 + rent of projector for Village meeting                                                                                   £30.00
      2. Information Commissioner: data protection renewal fee        £40.00
      3. WALC: annual subscription 2019/2010 to WALC and NALC (including VAT)                                                                                       £ 195.50
      4. WALC: 3x copies of the Good Councillor Guide (including VAT on P&P)                                                                                       £12.87
      5. Community First: annual insurance 3rd year of LTA              £398.38
      6. Miss E Moore: Clerk’s overtime and expenses 22 March – 21 April 2019                                                                                       £372.59
  16. Date of next meeting: 7:30pm on Tuesday 4 June 2019
  17. Any other business:
    1. Mrs Lewis said that she had witnessed a tour bus stopping on the A4361 by Silbury House to let passengers off the bus and felt that it was a dangerous place to stop as it encouraged overtaking. She requested that the PC consider putting together a policy on Tour Bus parking.
    2. The Clerk reported that she had received a call from a member of the public to report that there was an accident on A4361 northbound on 11 April involving a pick-up truck coming off the road at the first bend and demolishing fencing. She had advised the member of the public that the chevron on the southbound road was being moved and re-positioned to the northbound bend as part of the WC signage project taking place later that year. Mr Williamson tabled the signage map and advised that according to the map the chevron was going to be reinstalled on the southbound bend.
    3. The Clerk reported that lighting in the bus shelter (north of A4361) at Avebury Trusloe had been fixed by WC.
    4. A new latch was still needed for the Community Shop notice board.
    5. The combined Parishes RoW meeting was booked for 3 June at ASSC and the Chairman would be representing APC at it.
    6. The Chairman said that in view of an earlier request for a confidential session on parking permits it was advisable in the public interest that the public be temporarily excluded. WC’s pricing for CSAS The Community Safety Accreditation Scheme was discussed and it was agreed that Mrs Paradise find out the price for two officers for 24 hours. Ms Service expressed thanks to Mrs Paradise for her work.
  18. The meeting closed at: 22:40

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

  1. Reordering of Circles Café, Avebury: floor plans and elevations
  2. Sarsen Kennels, West Kennett: site plan, floor plans and elevations
  3. Version ‘A’, the first revision of the original overall signing scheme drawing(s): drawing 1, drawing 2, drawing 3, drawing 4, drawing 5, drawing 6
  4. A303 written representation submitted to the Planning Inspectorate on 2 May 2019
  5. Police Report for Jan – April 2019

7 May 2019 Annual General Meeting : DRAFT Minutes

Avebury Parish Council

Draft: minutes of the Annual General Meeting of Avebury Parish Council held on the 7 May 2019 at the Social Centre, High Street, Avebury SN8 1RF. (For adoption in May 2020).

In these minutes APC stands for Avebury Parish Council, ASOP for Avebury Solstice Operational Planning, ASSC for Avebury Sports and Social Club, NT for National Trust, RoW for Rights of Way and WHS for World Heritage Site.

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

There were eight members of the public present for all or part of the meeting.

In attendance: Miss Liz Moore (Clerk).

Time started: 19:18

  1. Apologies: Councillors Dr Mike Bedford and Mr Terence O’Connor.
  2. Election of Chairman and Vice Chairs: the Clerk took the Chair and asked if there were any nominations for the role of Chairman. Mr Stacey was nominated and the Clerk asked if he was prepared to stand as Chairman. He said he would and there were no other nominations. Proposed by Mr Williamson, seconded by Ms Service and carried unanimously. The Clerk asked if there were any nominations for the role of Vice Chair and whether the PC wished to continue to have two Vice Chairs. Mrs Lewis said that she would be prepared to stand again as Vice Chair and it was noted that Dr Bedford had previously confirmed that he would also be willing to stand again as Vice Chair. Dr Bedford was nominated to stand as Vice Chair. Proposed by Mrs Paradise, seconded by Ms Service and carried unanimously. Mrs Lewis was nominated to stand as Vice Chair. Proposed by Mr Williamson, seconded by Ms Service and carried unanimously.
    [Declarations of acceptance of office were signed by Mr Stacey and Mrs Lewis].
    Mr Stacey took the Chair.
  3. Minutes of AGM held on 1 May 2018: unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mr Williamson.
  4. Appointment of members of Committees, Sub-Committees and Parish Council representatives:
    1. APC’s Planning Committee: it was unanimously agreed that all members of the Council remain members of the Planning Committee.
    2. APC’s Transport Group: it was unanimously agreed that Dr Bedford, Mr Stacey and Mr Butler be appointed as members together with the following members of the public: Mrs Lynn Bennett-Nutt, Mrs Moya Brannan, Mrs Kate Fry, Mrs Angela Norman, Mrs Helen Ramsey and Mr Simon Vatcher. It was unanimously agreed that Dr Bedford be nominated as Chairman of the standing committee.
    3. Community Flood Group: it was unanimously agreed that Mrs Lewis remain the nominated representative with a member of the public, Mrs Judy Farthing as Civil Emergency Volunteer.
    4. Wi-Fi and Broadband: the Clerk said that Mr O’Connor had previously confirmed that he would like to continue to be APC’s representative. It was unanimously agreed that Mr O’Connor be the nominated representative.
    5. Avebury Sacred Sites Forum: it was unanimously agreed that Mrs Lewis and Ms Service be the nominated representatives.
    6. Avebury WHS Steering Committees and Avebury Solstice Operational Planning Meeting: it was unanimously agreed that Ms Service be the nominated representative for ASOP and that a representative for Avebury WHS Steering Committee would be considered at a future council meeting.
    7. Footpaths: it was unanimously agreed that Mr Stacey remain a footpath Councillor.
    8. Play area: it was unanimously agreed that Mrs Paradise remain Play Area Councillor.
    9. Marlborough Area Board: it was unanimously agreed that Mr Stacey be the nominated representative for the MAB and that other members were welcome to attend the meetings.
    10. Community Area Transport Group: it was unanimously agreed that Mr Stacey be the nominated representative for the CATG and that other members were welcome to attend the meetings.                                                                                                            The above nominations under item 4 a-j were proposed by Ms Service, seconded by Mrs Lewis and carried unanimously.
  5. Appointment of representatives to other bodies:
    1. Social Centre trustees: Mrs Lewis agreed to remain APC’s representative.
    2. Sports Field representatives on ASSC: Mrs Paradise and Mrs Lewis agreed to be APC’s representatives and Mr Stacey and Dr Bedford would act as reserves.
    3. National Trust: Mr Stacey agreed to remain APC’s representative.
    4. RoW combined Parishes working group: Mr Stacey agreed to remain APC’s representative.

    The above nominations under item 5 a-d were proposed by Mrs Paradise, seconded by Mr Butler and carried unanimously.

  6. Payment of annual subscriptions
    It was agreed that annual subscriptions or donations be made during 2019/20 to:

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

    Proposed by Mrs Paradise, seconded by Mr Butler and carried unanimously.

Meeting closed at 19:31

2 July 2019 Ordinary Meeting : Agenda

Avebury Parish Council

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

Liz Moore, Parish Clerk

26 June 2019

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 4 June 2019
  5. Matters arising from the minutes
  6. Planning applications
  7. National Trust update on refurbishment work at the Circles Café: report by Eva Stützenberger (Visitor Engagement and Enterprise Manager)
  8. Solstice: impact review
  9. Project Updates:
    1. Transport Group:
      1. Report from Transport Group meeting 14 June 2019
      2. Report from CATG meeting 20 June 2019
      3. To consider contributing up to £250.00 on a joint speed check assessment along the A4361
      4. Next TG meeting
    2. Meeting of Parish Chairs: report by the Chairman
  10. A303 Expressway: update including confirmation of comments on Highways England response to APC’s Written Representation.
  11. Local Issues including: Wiltshire Council’s Core Planning Strategy, West Kennett telephone box and PC’s response to BT consultation, replacement planters for the High Street and repairs to Play Area fencing
  12. Draft commercial policy statement on reducing signage and clutter in the WHS
  13. Parish Steward Priority Sheet
  14. Communications
  15. Correspondence
  16. Finance and admin including:
    1. Membership and co-option
    2. Appointment of PC representative to Avebury WHS Steering Committee
    3. Confirmation of members instructed by the PC to process public data for administration of the parking permits over Solstice 2019
    4. Notification of exemption from external audit
    5. Review of Transport Group Terms of Reference
    6. Cheques for payment
  17. Date of next meeting: 7:30pm on Tuesday 3 September 2019
  18. Any other business

4 June 2019 Ordinary Meeting : AGENDA

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on Tuesday 4 June 2019 at the Social Centre, Avebury SN8 1RF. Members of the public are welcome to attend.

Liz Moore, Parish Clerk, 29th May 2019

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 7 May 2019
  5. Matters arising from the minutes
  6. Planning applications:
    1. Full Planning Application for removal of existing dog boarding kennels, conversion & extension of existing shop/grooming parlour and kennels/kitchen to form 1 no. residential dwelling with associated parking, turning, landscaping and private amenity space at Sarsen Kennels, West Kennett SN8 1QF. Ref: 19/03781/FUL.
    2. Application for work to trees in a conservation area. Proposal: Yew tree – overall reduction by 25% and shape crown accordingly at The Forge, High Street, Avebury, Marlborough, Wiltshire, SN8 1RF. Ref: 19/04916/TCA.
  7. Co-option and membership
  8. Project Updates:
    1. Transport Group: progress report
    2. Combined Parishes RoW meeting
    3. Permit scheme and arrangements for Solstice
    4. Play area refurbishment: progress report
  9. Local Issues:
    1. Representation to Sarah Simmonds (WHS Partnership Manager) on Wiltshire Council’s Core Planning Strategy
    2. Options for BT ‘phone box in West Kennett and feedback from residents in West Kennett and the wider community
    3. New noticeboard for West Kennett
    4. Replacement planters for the High Street
    5. Repainting of BT ‘phone box in the High Street
    6. To consider whether a third defibrillator is needed and whether to finalize the grant application to SEN
    7. To consider publishing a policy on Tour Bus parking
  10. Parish Steward Priority Sheet: jobs completed and requests for June
  11. Communications
  12. Correspondence
  13. Finance and admin including:
    1. Draft policy statement on reducing signage and clutter in the WHS
    2. Certificate of Exemption and to certify that the PC is exempt from a limited assurance review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015
    3. To receive and note the internal audit report for the full year 2018/2019 accounts
    4. To approve section 1 Annual Governance Statement
    5. To approve section 2 Accounting Statements
    6. Cheques for payment
  14. Date of next meeting: 7:30pm on Tuesday 2 July 2019
  15. Any other business