7 November 2017 Ordinary Council Meeting : Agenda

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on Tuesday 7 November 2017 at the Social Centre, Avebury SN8 1RF.

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

Liz Moore, Clerk to Avebury Parish Council, 2 November 2017

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 3 October 2017 and confidential note
  5. Matters arising from the minutes
  6. Planning applications:
    1. Full Planning for construction of new vehicular access at 2 Bray Street, Avebury, SN8 1RA. Ref: 17/09282/FUL.
    2. Application for work to trees in a Conservation Area. Proposal:-  2 Sycamore trees – crown raise and cut back to clear Dovecot at Dovecot, West Kennett Farm, West Kennett, Marlborough, Wiltshire SN8 1QF. Ref: 17/10064/TCA.
    3. Full Planning for change of use of agricultural buildings A and B to B2 (General Industrial) uses at: Manor Farm Yard, Avebury Trusloe, Wiltshire, SN8 1QY. Ref: 17/09860/FUL.
    4. Application for work to Trees in a Conservation Area. Proposal:- 5 Sycamore trees – crown raise by 2 – 3 m to clear building at the Old Brewery, West Kennett Farm, West Kennett, Marlborough, Wiltshire SN8 1QF. Ref: 17/10400/TCA.
  7. Parish Council budget and precept for 2018/19: preliminary discussion of draft first budget for 2018/19.
  8. ACSReC: including:
    1. To agree the terms of sports-field Agreement with ASSC
    2. To consider surrender of lease and Deed of Surrender drafted by National Trust
    3. To reconcile ACSReC income and expenditure in APC’s accounts and terms of transfer of assets to ASSC
    4. Community Sport
  9. Transport Group: including:
    1. Progress report on A4 traffic calming project
    2. Results of double yellow lines and speeding questionnaire sent to Avebury Trusloe residents.
  10. Future uses of High Street car park
  11. Coach House toilets: opening hours
  12. Update on communications between the Parish Council and the National Trust
  13. A303 Expressway announcement: implications for Avebury
  14. Defibrillator for Avebury Trusloe:
    1. Agree location
    2. Adopting the ‘phone box for £1
    3. Refurbishment and long term management and maintenance of ‘phone box
    4. Funding
  15. Trusloe play area inspection report
  16. Local issues including play area fencing and options, resurfacing footpath 22, resurfacing footpath AVE30/10 from NT main car park to the High Street and request for APC web site to be more village friendly.
  17. Communications
  18. Correspondence
  19. Finance and admin including review of Financial Regulations, Standing Orders and TOR of Committees, to review and adopt draft proposed policy for disposal of APC’s assets and depreciation, review of Asset Register, review of Risk Register, donations to charities and cheques for payment.
  20. Date of next meeting: 7:30pm on Tuesday 5 December 2017 at the Social Centre.
  21. Any other business

3 October 2017 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 3 October 2017 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, AONB for Area of Outstanding Natural Beauty, ASSC for Avebury Sports and Social Club, AYFC for Avebury Youth Football Club, AWHS for Avebury World Heritage Site, DCMS for Department Digital, Culture, Media and Sport, EH for English Heritage, MAB for Marlborough Area Board, NT for the National Trust, SID for Speed Indicator Device, UNESCO for United Nations Educational, Scientific and Cultural Organization, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Dave Brotheridge, Mr Jon Campbell (from item 10 onwards), Mr Terence O’Connor (from part way through item 6 to item 7) and Mrs Lynzey Paradise.

In attendance: Miss Liz Moore (Clerk), and from items 1 to 14 inclusive Wiltshire Councillor Jane Davies.

The Chairman welcomed members of the public to the meeting and explained there would be a closed session during the meeting and that the Sports Field lease at item 10 would be dealt with later on in the meeting.

Time Started: 19:32

  1. Public question time: there were five members of the public present for all or part of the meeting. The Chairman asked if there were any questions. A member of the public said she had a question for WC and read out the following letter of which an electronic copy was taken by Jane Davies (Wiltshire Councillor). ‘Can Wiltshire Council instruct the National Trust in Avebury to consult first with the Parish Council (our representatives) in matters that have an impact on the Village. For example:- Jan Tomlin on Friday at an open meeting in the Chapel told me, when pressed, that she was meeting Sarah Simmonds World Heritage representative to discuss the Village car park and moving the sign. I asked her to include the Chairman of the Parish Council who was standing beside me and knew nothing of these proposals. She refused. Wiltshire Council we need your help……’ A member of the public asked if anyone could confirm whether minibus drivers were entitled to be in the High Street car park because he had been told by one of the drivers that they could park there because they paid a fee to the NT. The Chairman said the question would be asked later in the meeting. A further question was asked about how to get the Beech trees on NT land near Rawlins Park reduced in height as they were restricting sunlight to a mobile home (located on the south side of the Park) and interfering with satellite signals. The Chairman asked whether the NT had been contacted about the matter and the member of the public confirmed he had not done so that year. The Chairman advised him to confer with his neighbours to see if others had the same issue and to bring the issue back to APC who could then contact the NT on their behalf. The Chairman reported he had received the following question from a member of the public and read out an email that had been received that day and circulated to members:

    ‘Dear APC,

    I am writing in advance of today’s APC meeting to set out in writing a few concerns I have in relation to the National Trust and their consultation relating to the use of the small High Street car park.
    After all the difficulties last year with the planning and licence applications I had understood that it was the intention of the NT to liaise more closely with APC, with the intent of avoiding a repeat of those difficulties.  From the perspective of a parishioner it appears that unfortunately this is simply not happening (viz Ella’s Pantry earlier in the year which was suddenly announced with no consultation with APC at all).    In relation to the car park I am concerned about any reduction in parking for locals using the village facilities (although I agree with the addition of more blue badge spaces) which may well lead to parking congestion further down the high street.    Any parking congestion further down the high street is both a nuisance to high street residents and risks difficulties with access for the emergency services.  It is therefore vital that, when considering future plans for the high street car park, the NT take this into account.  
    APC are the democratically elected  body which represents the local parishioners.  They speak on our behalf.  Therefore for the NT to have a positive relationship and ongoing dialogue with the village it is necessary for them to work closely with APC.  Sadly this does not seem to be happening and, as a parishioner, I cannot see why.  It should be a simple process for the NT to consult appropriately with APC (as opposed to just announcing plans in their newsletter with no prior discussion with APC) and to work with them.  Can APC explain to parishioners what they perceive the issue to be preventing this and how this can be addressed to ensure that going forward there is a harmonious working relationship for the benefit of us all?  
    The NT brings many positive benefits to Avebury so it is a shame for the value of those benefits to be soured by the NT failing to recognise that working with the village means working with the APC who are our representatives….’
    Jane Davies (Wiltshire Councillor) reported that the issues of communications were discussed with the NT at a meeting between WC and NT the previous Tuesday and that Wiltshire Councillor Richard Gamble (Portfolio Holder for Arts, Heritage and Tourism) who attended that meeting was going to try to find funding for extending the opening hours of the Coach House toilets. The Chairman stated WC Councillors Jane Davies and/or James Sheppard (Vice-Chairman WC) had attended several recent APC ordinary meetings and had been very pro-active in helping to improve dialogue.
  2. Apologies: Dr Mike Bedford (Vice-Chairman), Mr Stephen Stacey and Ms Zandria Service. Members noted Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape) had written to say that the NT would not be represented in person.
  3. Declarations of interest: there were none.
  4. Minutes of meeting held on 5 September 2017: Unanimously agreed as an accurate record. Proposed by Mr Brotheridge and seconded by Mrs Paradise. The confidential meeting notes under item 6. National Trust update: closed session were accepted as an accurate record. Proposed by Mrs Lewis, seconded by Mrs Paradise and carried unanimously.
  5. Matters arising from the minutes:
    1. Min ref. 13. d. Obscured ‘no through road’ sign at entrance to Gunsite Road: the Clerk reported the work had been completed by WC and thanks received from Mrs Haines (resident in West Kennett)
    2. Min ref. 15. e. The Story of the North Wessex Downs: the Chairman reported the North Wessex Downs AONB team had accepted an invitation to provide a presentation to the village at the annual Village / Parish Meeting next April.
  6. National Trust: closed session: The Chairman stated that in view of the confidential nature of the business that was about to be transacted on the NT update, dialogue and progress, the future of URC Chapel and the Coach House toilets, it was advisable in the public interest that the public and press be temporarily excluded. The proceedings that followed were recorded in a confidential note. The debate was adjourned part way through when Mrs Sara Spratt (local resident) joined the meeting for item 10. The Chairman proposed to alter the order of business and move directly to item 10. ACSReC.
  7. Report to the public on item 6: the Parish Council
    1. Received and noted NT’s update (see appendix 1).
    2. Received results of WC meeting on 26 September 2017: Jane Davies (Wiltshire Councillor) reported:

      We discussed how best to ensure future confidence in communications between National Trust and Avebury Parish Council.  We agreed that future PC meetings could be electronically recorded for the duration of Trust attendance, which may be for a specified time at the beginning of proceedings. Councillors James Sheppard (Vice-Chairman, WC) and Jane Davies (Wiltshire Councillor, West Selkley) would raise this suggestion at the next APC meeting.

      We talked about WHS toilet provision above and beyond that which is provided by NT. Ms Catherine Hosie (Estate Manager) recapped NT’s existing offer of a lease – including an NT contribution of some £6k – for the Coach House toilets, and shared the estimated running costs of £11k.  Councillor Sheppard suggested that Wiltshire Council should be able to help in meeting the £5k shortfall due to the importance of Avebury and its WHS status. Councillor Richard Gamble (Portfolio Holder for Arts, Heritage and Tourism) agreed to progress this proposal within Wiltshire Council.

    3. Agreed APC’s next steps: Clerk to write to the Trust with suggestions for electronic recordings and other detailed arrangements for meetings the Trust attends.
  8. National Trust: Future plans for High Street car park: the Chairman reported he had attended the drop-in session at the Chapel and understood that the Trust was not considering a pay and display system for the High Street car park. The possibility of moving the ‘No tourist parking’ sign by the Farthings’ gate had been mentioned. He reported APC had received, or had been copied into, emails from about ten residents in response to the consultation including a number of representations of concern about what future changes the Trust might have in mind. It was agreed the Clerk to write to Jan Tomlin to ask her to clarify the Trust’s proposals for the High Street car park.
  9. Planning applications: there were none.
  10. ACSReC: Proposal that Avebury Sports and Social Club (ASSC) takes a lease on Avebury Sports-field from the National Trust (note on surrender of Sports-field lease, dated 29 September 2017 previously circulated to members and see appendix 2). The Chairman invited Mrs Sara Spratt (local resident and solicitor) to the table. The Chairman altered the order of business and proposed moving directly to 10.a. with APC’s resolution recorded at item 10.i.
      1. Report on ASSC Emergency General Meeting on 19 September: Mrs Paradise reported that 30 people had attended the EGM and everyone had agreed that ASSC should take on a lease of the Sports Field from the National Trust.
      2. Results of responses to public notices: the Chairman said that public consultation notices had been put up on the five notice boards in the Parish on 20 September and had also been included in Headlines in Upper Kennet News. Mrs Paradise and the Clerk reported that they had not received any feedback from the public.
      3. Agreement on future use:  in agreeing to surrender APC’s lease of the sports-field, APC members were aware that circumstances and personalities at ASSC would change in future years. To date, APC had been the lessee and, as a statutory body, was subject to democratic control and was permanently accountable to all electors in the Parish. ASSC was not democratically accountable in the same way and in the longer term a different group of people might decide to exclude some uses or users. APC should therefore obtain an agreement with ASSC that: 1. Any Avebury parishioner will be eligible to be a member of ASSC 2. The sports-field will be available to all parishioners for sports and recreation 365 days a year 3. APC will be represented on ASSC’s sports-field sub-committee and 4. that ASSC should include these conditions 10.c.1-4. in any future lease of the sports-field from the NT. It was agreed the agreement be exchanged simultaneously with APC surrendering its lease and ASSC taking theirs. The Chairman stated he had spoken to Mr Dominic Fry (Chairman of ASSC) and that he was happy with having such an agreement. In discussion questions were raised about whether the agreement would be enforceable and how future pitch hire rates could be kept affordable. [Mr Dominic Fry joined the meeting and the Chairman invited him to the table.] Mrs Sara Spratt said it would be advisable to request successor leases to carry the same terms as the agreement but future levels of pitch hire rates would be hard to incorporate.
      4. Report on dilapidations: members noted that Ms Catherine Hosie (Estate Manager, NT) had replied to the Clerk on 29 September to advise that ‘…In light of the strong local support for current lease with the Parish Council to be surrendered and a new lease to be negotiated with the Sports and Social Club, it seems sensible in principle, subject to the PC also agreeing to the surrender and the Sports and Social Club agreeing to accept the Pavilion under a new lease in its present condition, to agree that dilapidations will not be charged..’
      5. The future ownership of assets in the pavilion and on the sports-field: the Chairman read out a list of assets in the pavilion and on the sports-field as set out a note dated 29 September and shown at Appendix 2.  Members discussed their disposal to ASSC.  Action: It was agreed that 1. while assets were shown at historic cost in APC’s accounts, a policy on disposal of assets and depreciation be brought to APC’s next meeting and 2. as APC was holding these assets for the benefit of the sports-field, APC would in principle wish to make a donation in kind of them to ASSC for the use of the sports-field.  The Clerk confirmed that APC could provide financial assistance under section 19 LGA (Local Government Act) Miscellaneous Provisions Act 1976. N.B. financial assistance included grants and gifts.
      6. Future beneficiary(ies) of funds held by APC for the sports-field: the Chairman reported that Dr Bedford, the Clerk and he had reconciled the sports-field’s financial figures as at 13 September as shown at appendix 2.  At that date APC was owed approximately £1,020, although figures would change with any subsequent income and expenditure.  [The figures also need to be double checked.]  Action:  Subject to checking, APC agreed to relinquish control of the Nationwide and Lloyds accounts on surrender if its lease and repayment of monies owing to APC.
      7. Annual contribution towards sports-field costs: Members noted that APC had made annual contributions over the years in respect of the costs of grass mowing and insurances.  In 2017/18 this amounted to about £1,440.00 and members debated whether APC should provide on-going financial assistance in 2018/19 and possibly 2019/20. Action: it was agreed that APC would consider a request for a contribution.
      8. Drafting an Agreement:  It was agreed that APC request Mrs Spratt to draft an agreement between APC and ASSC on behalf of APC and terms to be agreed by APC at next meeting in November.
      9. RESOLUTION: The Parish Council resolved in principle to surrender its lease of the sports-field subject to satisfactory terms being agreed for termination as follows:
        1. ASSC taking a lease of the Sports-field from the National Trust simultaneously with the Parish Council surrendering its lease
        2. the National Trust not charging dilapidations
        3. ASSC entering into an Agreement with the Parish Council simultaneously on taking a lease with the National Trust and APC surrendering its lease that 1. any Avebury parishioner will be eligible to be a member of ASSC 2. the Sports-field will be available to all parishioners for sports and recreation every day of each year 3. APC will be represented on ASSC’s Sports-field Sub-committee 4. ASSC will include these terms 10.i.c.1-4. in any successor lease of the sports-field by ASSC from the National Trust.  The Parish Council also agreed in principle that: 1. tenant’s fixtures, goods and chattels on the Sports-field and in the pavilion would be transferred to ASSC for the use of the Sports-field as a donation in kind and that the Clerk be asked to check that this was possible (Section 19 LGA (Local Government ACT) Miscellaneous Provisions Act 1976) 2. APC would relinquish ultimate control of ASA/ACSReC’s Nationwide and Lloyds accounts on surrender of its lease and repayment of monies owing to APC 3. a policy on depreciating the value of assets proposed for disposal would be drafted for approval at APC’s November meeting. Proposed by the Chairman, seconded by Mr Campbell and carried unanimously.
      10. Nationwide bank account and future: not covered.
      11. Community Sport: deferred to next meeting.                                         – Proceedings resumed from item 6. National Trust: closed session.
  11. Transport Group:
    1. Progress report on A4 traffic calming project and CATG meeting on 21 September: the Chairman reported he had attended a CATG meeting on 21 September. The A4 project had been temporarily taken out of the top five priority projects because Atkins’ investigatory work at West Kennett had now started.
    2. Results of double yellow lines and speeding questionnaire sent to Avebury Trusloe residents: Mr Campbell reported that he had received lots of feedback and had yet to combine the results with Dr Bedford’s responses. Item deferred to next meeting. The Chairman tabled a photograph that a resident had emailed of a truck parked on the T-junction between 4 and 5 Trusloe Cottages. PC members suggested that
      parking on a T-junction was more of a policing matter than one for Highways and it was agreed to ask PCSO Stonestreet to look into the matter.
    3. Parish consultation on pros and cons of closure of the Avenue: In discussion Mrs Davies asked whether the PC would be consulting beyond the Parish. The Chairman said that the initial plan was to start with Avebury Parish and then depending on feedback to consult with others. It was noted the next meeting of the Transport Group was scheduled for the end of November.
    4. Coaches parking in the High street: the Chairman reported that the Transport Group was looking into the issue and Mr Brotheridge requested that they also consider SIDs for the A4361 Swindon Road to discourage people from exceeding the 30 mph speed limit.
    5. A303 announcement and WHS status: the Chairman tabled a letter from Highways England on its preferred route for the A303 road scheme at Stonehenge following its public consultation (document not previously circulated to members but tabled at the meeting, please see appendix 3). Members noted the proposed solution was to build a twin-bore tunnel at least 1.8 miles (2.9 kilometres) long under the World Heritage Site (WHS), about a mile of surface dual carriageway to the western boundary, a bypass for Winterbourne Stoke and improve the existing junctions between the A303 and the intersecting A345 and A360. Please see the following web link to Highways England for details of the preferred route. Members expressed concern about the effect of the Stonehenge proposals on Avebury’s WHS status and it was noted WHS sites could be delisted by the UNESCO World Heritage Committee or put on their ‘at danger’ list if they failed to meet certain criteria. Liverpool’s Maritime Mercantile City was currently on UNESCO’s ‘at danger’ list. Item deferred to next meeting agenda.
  12. Defibrillator for Avebury Trusloe: Mrs Lewis reported:
    1. agree location: work in progress, the ‘phone box might be the best location for the defibrillator and members would need to look at funding.
    2. adopting the ‘phone box: Item deferred to next meeting agenda.
  13. Housing Needs Survey: members received the final survey report, noted its findings and agreed that the report could be uploaded to the Wiltshire Intelligence Network: http://www.intelligencenetwork.org.uk/planning-housing/. Proposed by Jon Campbell, seconded by Mrs Lewis and carried unanimously.
  14. Local issues including:
    1. Play Area fencing and options: the Clerk reported the email advice from RoSPA was that whilst there was no legal requirement to have fencing around play areas, the PC had a duty of care and if considering removing fencing then the PC should carry out a risk assessment. It was noted that the RoSPA inspector’s recommendation was to maintain the fencing next the road. [The Clerk and Chairman had visited the play area on 27 September to inspect the fencing and had also by chance met with Robin Butler. It had been recorded that the length of fencing that would require replacement by the main road was about 60 metres x 1.8 m chain link fencing]. Mr Campbell said he had researched a more robust type of fencing used for football pitches but it was 3-4 times more expensive than chain link fencing. Action:  it was agreed to set up a working party consisting of Mrs Paradise, Mrs Lewis and Mr Campbell and to arrange a site visit to explore all options and then make recommendations to the PC.
    2. Resurfacing footpath AVE30/10 from NT main car park to the High Street: the Clerk said she had logged a report on the WC on-line system to request repairs to the footpath but the work had been re-assigned from Rights of Way to Highways. Mrs Davies offered to email Mr Martin Cook (WC Area Highway Engineer) to fast track investigations.
    3. Request for APC web site to be more village friendly: Mrs Davies suggested the PC could consider changing the contacts page to a ‘who we are page’ with photographs of APC councillors. It was agreed the Clerk to email Kate Fry for further information and pricing. Item deferred to next meeting.
    4. Trees at South Street / APC play area: the Chairman reported a member of the public was concerned about trees overhanging South Street. It was agreed the working party set up at item 14.a would investigate the issue.
    5. Long grass at northern end of footpath linking South Street to A4361: a member of the public was concerned about long grass encroaching a public footpath. Action: Clerk to log issue on WC on-line reporting system.
    6. Caravan on Nursery Site: the Chairman and Clerk said there had been several reports by members of the public about a caravan parked on the Nursery Site. The Chairman confirmed the caravan was parked on Centurion owned private land. Action: Clerk to write to Centurion to inform them a caravan was parked on their land.                                                        – Thanks were expressed to Mrs Davies (Wiltshire Councillor) who then left the meeting.
  15. Communications: the Chairman reported the September 2017 Headlines had been submitted to UKN.
  16. Correspondence: the Chairman reported:
    1. Letter from NFU Mutual: ‘Hare Coursing is a Crime’ A4 plastic signs were available from the local NFU office free of charge.
    2. Oil Club information had been received, leaflets placed in the Community Shop and please see http://www.oil-club.co.uk.
    3. Community First AGM to be held on Wednesday 11 October.
  17. Finance and admin: the Chairman reported:
    1. Parish precept had been received from WC for £6,050.00.
    2. Draft budget for Precept: the Clerk asked if there were any requests for items to be included in APC budget for 2018-2019.  Members suggested that £1,440 could be earmarked for the sports-field and funding for new play equipment at Avebury Trusloe play area could be included.
    3. Review of Financial Regulations, Standing Orders and TOR of Committees: not covered.
    4. Review and adoption of APC’s Consultation Process: (document previously circulated to members and see appendix 4). It was resolved to adopt APC’s Consultation Process dated 2 October 2017. Proposed by Mrs Lewis, seconded by Mr Campbell and carried unanimously.
    5. RoSPA play area inspection: the Clerk reported that the inspection had been delayed and was due to take place later that week or the next. The Clerk asked if anyone could volunteer to scrape the moss off the play surface under the swings and climbing frame and Mr Brotheridge offered to do so. Mr Campbell said he would cut back the brambles encroaching the see-saw.
    6. New data protection regulations: not covered. Clerk to seek advice / training via WALC.
    7. The approved minutes of ACSReC meeting to be received: there were none to receive.
    8. It was resolved to ratify the decision made at 5 September meeting to pay Avebury Cricket Club an extra £100.00 for extra expenses they had incurred during the maintenance of the Sports Field at Avebury for the period April – September 2017. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously.
    9. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Mr Campbell, seconded by Mrs Lewis and carried unanimously.
      1. Grant Thornton: external auditor’s fee for 2016-2017 Accounts (including VAT)                                                        £120.00
      2. Southern Electric: electricity for the Pavilion (including VAT)  £32.45
      3. Mr P. J. Mills: rabbit and mole control on the Sports Field (for the period 1 Aug – 1 Nov 2017)                                                      £85.00
      4. Liz Moore: Clerk’s overtime and expenses 22 August – 21 September 2017                                                                                        £265.55
  18. Date of next meeting: 7:30pm on Tuesday 7 November 2017 at the Social Centre.
  19. Any other business: none.
  20. The meeting closed at 10:30pm

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

  1. National Trust Update – 2 October 2017
  2. Surrender of Sports-field Lease – dated 29 September 2017
  3. Letter from Highways England: consultation results and preferred route for A303 Stonehenge
  4. APC’s Consultation Process dated 2 October 2017

5 September 2017 Ordinary Council Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 5 September 2017 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, ASSC for Avebury Sports and Social Club, AYFC for Avebury Youth Football Club, AWHS for Avebury World Heritage Site, EH for English Heritage, MAB for Marlborough Area Board, NT for the National Trust, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

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

In attendance: Miss Liz Moore (Clerk), and from items 1 to 7 inclusive Wiltshire Councillors Jane Davies and James Sheppard (Vice-Chairman WC).

The Chairman welcomed members of ASSC to the meeting and explained the Sports Field lease would be higher up on the agenda for their benefit.

Time Started: 19:33

  1. Public question time: there were eight members of the public present including members of ASSC (present from item 1 to item 5 including item 12b). No questions were asked.
  2. Apologies: Councillor Terence O’Connor.  Members noted that Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape) had written to say that the NT would not be represented in person.)
  3. Declarations of interest: none declared.
  4. Minutes of meeting held on 4 July 2017: the Clerk read out an email she had received that day from Mrs Jan Tomlin regarding the accuracy of the minutes for members to take into consideration. The email also included the NT’s update.  Members decided to deal with her email under correspondence (see item 15) but agreed an amendment at Item 9, to change the end of the following sentence from ‘…it was clarified by Mrs Tomlin that only the monument and footpaths were open and the NT could make that clearer on its web site….’ to: ‘…..and the NT had made it clearer on its web site.’   Members proposed two other amendments: at Item 8. to change the following sentence from ‘…Members reported the bollards had not worked either…’ to: ‘ Members noted the bollards had not worked because they were spaced too far apart’ and at Item 6. to change the last sentence from ‘Ms Service left the meeting temporarily’ to: ‘Ms Service left the meeting for a couple of minutes’. It was resolved to include the amendments. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously. Further to the aforesaid amendments the minutes were unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Dr Bedford.
  5. Matters arising from the minutes: there were none.                                               The Chairman proposed to alter the order of business and to move directly on to item 12.b Sports field lease. The resolution was carried unanimously.
  6. National Trust: closed session: The Chairman stated that in view of the confidential nature of the business that was about to be transacted on the NT update, dialogue and progress, future of URC Chapel and the Coach House toilets, it was advisable in the public interest that the public and press be temporarily excluded. The proceedings that followed were recorded in a confidential note.
  7. Report to the public on item 6: the Parish Council:
    1. received and noted NT’s update: see item 15
    2. reviewed dialogue and progress with the NT
    3. reviewed the future of URC Chapel
    4. reviewed work on improving the opening hours of the Coach House toilets
    5. noted that both Wiltshire Councillors Mrs Jane Davies and Mr James Sheppard would be meeting with the NT later that month.
    6. the Chairman expressed thanks to both WC Councillors and Mrs Davies and Mr Sheppard left the meeting.
  8. Planning applications:
      1. Listed building consent to demolish and rebuild part of the chimney to extend it by 4 courses of brickwork and replace the existing chimney pot at 6 Green Street, Avebury, SN8 1RE. Ref: 17/07513/LBC. Plans were tabled and considered. It was resolved to support the application without conditions.
      2. Work to trees in a Conservation Area to fell three conifers at High Trees, Bray Street, Avebury, Marlborough, Wiltshire, SN8 1RA. Ref: 17/08320/TCA. Plans were tabled and considered. It was resolved to support the application without conditions.
      3. Work to trees in a Conservation Area. Proposal:- T1 – Yew Tree – Reduce limbs away from neighbouring property and footpath at The Old Vicarage, High Street, Avebury SN8 1RF. Ref: 17/07319/TCA. Members supported the application and there had been no objection from Wiltshire Council.
      4. Letter from WC regarding revised plans for 16/00151/FUL.
        Proposal: Demolition of agricultural buildings, conversion of Long Barn to form 3 no. dwellinghouses, conversion of cartshed to form single dwellinghouse and erection of 8 dwellings. Erection of community building (D1), erection of employment building (B1 & B8), extension to private way, car parking and associated landscaping (revision to planning permission 14/02910/FUL).
        Site Address: Manor Farm, Winterbourne Monkton, Swindon, Wiltshire, SN4 9NW. In discussion it was resolved that no further comments would be submitted to WC.
        The resolutions contained in items 8. a, b and d were proposed by Mrs Lewis, seconded by Mr Stacey and carried unanimously.
      5. Ms Service additionally reported with reference to item 10.e. of the 4 July 2017 meeting minutes that the owners of 2 Bray Street had been allowed a driveway but not a garage by WC.
  9. Transport Group including notes of inquorate meeting on 10 August for information (see appendix 2).  Mr Brotheridge reported with regret that he could no longer be a member of the Transport Group due to other lepidoptererological commitments. Dr Bedford reported:
      1. Plan for re-painting double yellow lines and additional lines: Mr Campbell and he had put together a document requesting feedback from residents in Avebury Trusloe regarding yellow lines and speeding in that part of the village. The document would be going out to residents shortly. Residents to respond to Mr Campbell and Dr Bedford. The Chairman reported APC had missed the deadline for the additional yellow line painting but that Mr Molton at WC had said that APC could work on a plan for next year to include areas such as Trusloe and Green Street. N.B. APC could still request other works via WC in the meantime.
      2. Possible closure of the Avenue: work in progress on a preliminary draft of a list of pros and cons, which would be further developed prior to public consultation in the Parish.
      3. Resurfacing of footpath 22: as per the advice from the WC on-line system the work was intended to be delivered later that year.
      4. Dangerous road surface at A4 Calne / Beckhampton roundabout: it was noted APC would be following the plan in the WHS Transport Strategy.
      5. Coaches parking in the High street: Mrs Paradise reported Ms Catherine Hosie (Estate Manager) was liaising with Mad Max Tours to see whether the NT could accommodate the vehicles in the High Street car park. Mrs Paradise recommended that the Transport Group approach Ms Hosie formally to discuss working on a list of coach companies to log where, when and at what time they park in Avebury.
  10. Avebury Housing Needs Survey: (second draft previously circulated to members). The document was received by APC and members agreed the wording in the draft.  It was agreed that WC be asked to finalise the document and send it to APC.
  11. Defibrillator for Avebury Trusloe:
    1. agree location: deferred to next meeting as further research needed to be carried out by Mrs Lewis.
    2. adopting the ‘phone box: as in 11.a. above.
  12. ACSReC: Mrs Paradise reported:
      1. Sports Field Noticeboard:
        1. ACSReC was not pursuing a new location for the notice board at present.
        2. £200 donation had been received from NT on 11 July.
      2. Lease: (see appendix 1. ACSReC’s proposal for Sports Field lease – 1st draft, previously circulated to members). Mrs Paradise explained ACSReC had looked at how to make the Sports Field more effective for the community and had come to the conclusion that due to issues with maintenance of the Pavilion and not being able to access other funding sources that potentially ASSC could access, then ASSC was best placed to renew the lease with the NT as opposed to APC. Mrs Paradise asked if anyone had any questions. Mr Brotheridge asked what the NT’s position was in terms of the NT leasing to ASSC. Mrs Paradise said the NT was very supportive of the idea and also for keeping the peppercorn rent model. Mr Campbell asked if all members of ACSReC supported the proposal or whether there were any reservations. Mrs Paradise confirmed that all members were unanimous in supporting the proposal. In discussion questions arose as to whether ACSReC could transfer funds to ASSC, whether there would be ongoing costs for APC such as mowing, how much APC and the community should continue to help, whether APC would have representation on ASSC’s sports-field sub-committee and whether the proposal had the support of the wider community. Mrs Paradise explained that many talks had taken place with the users of the Sports Field and she was confident that everyone was in favour of the idea. Mrs Lewis referred to point 8. in the proposal document that explained how ASSC might include representatives of other organisations. The Chairman asked if there were any points from those members of the public at the meeting.  Mr Alan Blake (Secretary, ASSC) said he felt there was nothing negative. It was noted that in the interim ASSC members would have to vote on the proposal as well. It was agreed (i) the Chairman and the Clerk to check on the proposal that APC might provide funds to ASSC (ii) Mr Alan Blake to organise an extra meeting for ASSC; it was noted 10 days’ notice was required for the meeting and it would be open to all ASSC members (iii) Mrs Paradise to update the draft proposal document for both ASSC’s EGM and the next APC meeting and (iv) APC to include the proposal that ASSC lease the Sports Field in its Headlines for UKN. The Chairman asked if there were any further questions from members of the public. A Football Club user said she was concerned about whether the rental of the field by AYFC would increase. Mrs Paradise explained that ACSReC would be looking at the fees for all users and did not envisage any issues because the money in from users of the field and the money out to maintain the field roughly evened out. There were no other questions asked. Mr Alan Blake expressed his thanks to APC. Proceedings continued from item 6.
      3. Repairs to Pavilion: on hold.
      4. Community Sport: WC was working with parish councils to provide sport for children over the holidays and APC might like to consider getting involved. Clerk to include item on next meeting agenda.
      5. Banking: deferred to next meeting.
  13. Local issues including:
    1. Damaged stiles on the White Horse Trail footpath: Mr Stacey reported the work had been completed and members offered grateful thanks to Laura Cooper (landowner).
    2. Play Area fencing and options: Mr Campbell reported the grass cutting that had been carried out in the Play Area was very poor as the grass cuttings had been left on the grass. In discussion it was noted that it might be pointless re-instating the damaged fencing or putting up a new fence as it was being wilfully damaged by an adult in the community. It was agreed Clerk to contact PlaySafety Ltd. for advice on APC’s legal liabilities regarding ball games and whether fencing was a requirement for the Play Area as it was relatively close to the road. Mr Campbell offered to cut back the brambles that were encroaching the see-saw.
    3. Resurfacing footpath AVE30/10 from NT main car park to the High Street: further information needed. Clerk to action and item deferred to next meeting.
    4. Obscured ‘no through road’ sign at entrance to Gunsite Road: the Clerk confirmed she had reported the problem to WC using the on-line system.
  14. Communications: the Chairman reported combined June and July 2017 Headlines had been submitted to UKN.
  15. Correspondence: the Clerk reported the following correspondence had been received:
      1. National Trust Update – 5 September 2017

        Avebury Excavation

        Excavations took place at the foot of Avebury Down in August and finds are now being analysed. Four Early Bronze Age arrowheads have already been identified, made at about the same time round barrows were being constructed. We’ve also found some Early, Middle and perhaps Late Neolithic pottery (the same time as Windmill Hill, the West Kennet occupation site and Avebury henge respectively), which covers nearly 2000 years of activity on the site. Additionally, the team also uncovered the partial remains of an aurochs, an extinct breed of giant cattle, from a Neolithic pit. There were six pits in total, which was a good number for the size of the trenches.  Many thanks to those who attended the Village Tour led by some of the site’s Project Directors.  Further details of the excavation will be released in due course; in the meantime,  you can read the daily blogs on our “FragmeNTs” website. Find it by typing ‘Fragments Avebury’ into an internet search engine.

        Sculptures in the Manor Garden

        We are once again show-casing artists’ work in Avebury Manor Garden as part of our autumn programme of events. Around 75 sculptures will be dotted around the Garden with all of the exhibits available for sale. The exhibition runs until Sunday 1 October and entry to the Garden is free for Parish residents. Full details of all our events are available at https://www.nationaltrust.org.uk/avebury.

        Toilets at Avebury

        Following agreement at the July meeting that an approach would be made to Wiltshire Council for funding to provide out-of-hours toilet provision if a need were established, we have again reviewed visitor comments.  Amongst last month’s feedback, there was once again no single comment suggesting overnight or extended toilet provision might be required.  However, the offer remains for the PC or Wiltshire Council to lease the Coach House toilets to provide out-of-hours toilets subject to a lease being agreed.

        Second-hand Bookshop & Avebury Chapel

        Work continues to renovate both the former stables building next to the NT car park on the High Street, and the former Chapel on Green Street.  We hope to be welcoming visitors and locals to both spaces in the next 6 months, subject of course to the extent of building works required.  As previously advised, the Coach House toilets will be open when these new facilities are open.  We will provide further updates in due course.

        Next Open Meeting with the National Trust Team

        Our next open meeting for Parish residents will be on Friday 29 September from 4pm to 6pm in Avebury Chapel.  Members of the local National Trust team will be available to listen to ideas, share thoughts and plans for the future, and to answer any questions or comments you may have.  Light refreshments will be available and it would be helpful to have an idea of numbers, so please contact Matt on 01672 538031 or matthew.claridge@nationaltrust.org.uk if you would like to join us.  We very much look forward to seeing you.

      2. July Minutes: members noted an email received from Mrs Jan Tomlin earlier that day as follows ‘…..In the interests of clarity, fairness and proper coverage, I think it is important that the points raised about potential extended toilet provision are accurately recorded.  There was a long and robust discussion on this matter, which included a number of key points and a way forward that have not been captured in the minutes. I made clear that the National Trust already provides toilets free of charge for all during our operating hours.  These are located in the Farm Yard, in the centre of our visitor facilities.  I also stated that the toilets next to the National Trust catering outlet in the Coach House are available whenever this outlet is open.  I went on to say that, although the National Trust does not operate toilets out of hours, we had previously offered and continue to be prepared to negotiate a lease for, the Local Authority to operate the toilets at the Coach House out-of-hours.  I also said that it would be important to establish whether there was a need for toilets out-of-hours, and especially for 24-hours a day opening, as had previously been suggested as necessary by the Parish Council.  And I confirmed that to date from the feedback received by the National Trust throughout the year, there is nothing to suggest that visitors feel the need for toilets outside our operating hours. I think it is really important to capture the discussion accurately because members were in agreement that – if a need for out of hours toilets were evidenced – then it would be appropriate to consider how such provision might then be enabled.  It was at this point that it was suggested that Wiltshire Council might be approached to see whether support was available. Regarding the National Trust web-site, I said that the information about access had been made clearer, not that it would be….’
      3. Letter from BBC Flog it! regarding information about a valuation day event at Grittleton House, near Chippenham on Tuesday 26th September 2017 between 9:30am and 4pm. Leaflets were tabled.
      4. North Wessex Downs AONB Annual Review for 2016-2017.
      5. The Story of the North Wessex Downs: a free presentation was being offered for parish councils and community groups. It was agreed the Chairman and Clerk organise a presentation for Avebury.
      6. Emails from Chris Gale dated 3 July and 2 August ref. complaint about NT Coach House toilet only being open during NT opening hours had been received.
      7. WALC newsletter and new Data Protection Act information. Further discussion needed on the requirements of the new Data Protection Act. Item deferred to next meeting.
      8. WC Waste Management Strategy Consultation 4 Sept – 14 Nov see link to survey.
      9. WC Highways Newsletter and Parish Steward Priority Sheet including dates Parish Steward will be in Avebury.
      10. WC Mobile Library Service Review 4 Sept – 4 Nov. The consultation documents are available to view online from the Wiltshire Libraries webpage at http://services.wiltshire.gov.uk/MobileLibrary/ from 4th September. Members of the public and customers can make a comment about routes in their community by downloading and completing the Consultation Feedback form. All review documents and feedback forms are also available from the mobile library.
      11. Community Policing Team Parish Report: members noted the Police Team’s new priority was hare coursing and poaching.
  16. Finance and admin: the Chairman reported:
    1. External auditor’s report: Grant Thornton had provided a clean audit report and it was noted that a copy of the Annual Return was on the APC web site.
    2. Cheques received for £76.35 and £51.35 from Broad Hinton and Winterbourne Bassett Parish Council and FWO Parish Council respectively for Councillor Training carried out on 7 June.
    3. RoSPA Play Area Inspection booked for September 2017. Noted on 24 July that APC’s laminated sign was missing from Play Area fence. The Clerk reported a new sign had been ordered and installed.
    4. The approved minutes of ACSReC meetings on 5 April and 31 May 2017 to be received (see appendix 3).
    5. Cheques for ratification:
      1. Thames Water: supply of water and wastewater services to the Pavilion for the period 21 Oct 2016 – 12 July 2017 (including VAT)                                                                                          £468.77
      2. Liz Moore: Clerk’s overtime and expenses 21 June – 22 July 2017 inclusive                                                                                     £184.42
    6. Cheques for payment: it was resolved that the following cheques be paid and above payments (as listed in item 16.e. i – ii) be ratified. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously. It was additionally agreed to pay an extra £100.00 to ACC over and above its tendered sum of £850pa for extra expenses they had incurred during the maintenance of the Sports Field for the period April – September 2017. Members noted this was a change to the contract although it had been discussed in the past by members. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously.
      1. Stocksigns Ltd: new sign for Play Area (including VAT)            £43.76
      2. Avebury Cricket Club: maintenance of the Sports Field at Avebury for the period April – September 2017                                       £950.00
      3. Liz Moore: Clerk’s expenses 22 July – 21 August 2017 including salary underpayment and anti-virus software                                £120.17
  17. Date of next meeting: 7:30pm on Tuesday 3 October 2017 at the Social Centre.
  18. Any other business: none.
  19. The meeting closed at 9:59pm

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

  1. ACSReC’s proposal for Sports Field lease – 1st draft
  2. Notes from Transport Group’s inquorate meeting on 10 August 2017
  3. The approved minutes of ACSReC’s meetings on 5 April and 31 May 2017 (not seen by the meeting but added subsequently).

3 October 2017 Ordinary Council Meeting : Agenda

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on Tuesday 3 October 2017 at the Social Centre, Avebury SN8 1RF.

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

Liz Moore, Clerk to Avebury Parish Council, 28 September 2017

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 5 September 2017
  5. Matters arising from the minutes
  6. National Trust: closed session
      1. update, dialogue and progress
      2. future of URC Chapel
      3. improving opening hours of Coach House toilets
  7. Report to the public on item 6: open session
  8. High Street Car Park: Future plans for High Street Car Park
  9. Planning applications
  10. ACSReC: including: ACSReC’s proposal (second draft) that Avebury Sports and Social Club take a lease on Avebury Sports-field from the National Trust and to resolve that the Parish Council simultaneously terminates its lease subject to satisfactory terms being agreed for termination, and if possible to resolve that the terms in items 10.b. to 10.f. below are acceptable: b. report from ACSReC/ASSC meeting on 19 September, c. results on responses to public notices, d. report on dilapidations, e. the future ownership of APC’s assets in the pavilion and on the sports-field, f. future beneficiary(ies) of funds held by APC for the sports-field, report on the accounts, Nationwide bank account and future and Community Sport.
  11. Transport Group:
      1. progress report on A4 traffic calming project and CATG meeting on 21 September.
      2. results of double yellow lines and speeding questionnaire sent to Avebury Trusloe residents.
      3. Parish consultation on pros and cons of closure of the Avenue
      4. coaches parking in the High street
  12. Defibrillator for Avebury Trusloe:
      1. agree location
      2. adopting the ‘phone box
  13. Housing Needs Survey
  14. Local issues including: Play Area fencing and options, resurfacing footpath AVE30/10 from NT main car park to the High Street and request for APC web site to be more Village friendly.
  15. Communications
  16. Correspondence
  17. Finance and admin including: Parish Precept received from WC, draft budget for Precept and requests for items to be included in APC budget for 2018-2019, review of Financial Regulations, Standing Orders and TOR of Committees, review and adoption of APC’s Consultation Process, RoSPA Play Area Inspection, new data protection regulations, the approved minutes of ACSReC meeting to be received, to ratify decision made at 5 September meeting to pay Avebury Cricket Club an extra £100.00 and cheques for payment.
  18. Date of next meeting: 7:30pm on Tuesday 7 November 2017 at the Social Centre.
  19. Any other business

5 September 2017 Ordinary Meeting : Agenda

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on Tuesday 5 September 2017 at the Social Centre, Avebury SN8 1RF.

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

Liz Moore, Clerk to Avebury Parish Council, 30 August 2017

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 4 July 2017
  5. Matters arising from the minutes
  6. National Trust: closed session
    1. update, dialogue and progress
    2. future of URC Chapel
    3. improving opening hours of Coach House toilets
  7. Report to the public on item 6: open session
  8. Planning applications:
      1. listed building consent to demolish and rebuild part of the chimney at 6 Green Street, Avebury, SN8 1RE. Ref: 17/07513/LBC.
      2. work to trees in a Conservation Area to fell three conifers at High Trees, Bray Street, Avebury, Marlborough, SN8 1RA. Ref: 17/08320/TCA.
      3. work to trees in a Conservation Area at The Old Vicarage, High Street, Avebury SN8 1RF. Ref: 17/07319/TCA.
      4. letter from WC regarding revised plans for 16/00151/FUL at Manor Farm, Winterbourne Monkton, Swindon, Wiltshire, SN4 9NW.
  9. Transport Group including notes of inquorate meeting on 10 August for information:
      1. plan for re-painting double yellow lines and additional lines
      2. possible closure of the Avenue
      3. resurfacing of footpath 22
      4. dangerous road surface at A4 Calne / Beckhampton roundabout
      5. coaches parking in the High street
  10. Avebury Housing Needs Survey – second draft for approval and the next steps
  11. Defibrillator for Trusloe including agree location / adopting the ‘phone box
  12. ACSReC including sports field noticeboard, lease, repairs to pavilion, community sport and banking.
  13. Local issues including damaged stiles on White Horse Trail footpath, play area fencing and options, resurfacing footpath AVE30/10 from NT car park to High Street.
  14. Communications: combined June and July 2017 Headlines submitted to UKN.
  15. Correspondence
  16. Finance and admin including external auditor’s report, cheques received, RoSPA Play Area Inspection, approved minutes of ACSReC meeting, cheques for ratification and cheques for payment.
  17. Date of next meeting: 7:30pm on Tuesday 3 October 2017 at the Social Centre.
  18. Any other business