13 December 2016 Transport Group : Draft Minutes

Draft Minutes of the Transport Group

A committee of the Avebury Parish Council

December 13th 2016

Present:  Rob Macaire, Stephen Stacey Andrew Williamson, Tim Lewis, Moya Brennan, Mike Bedford

  1. Apologies for absence: Angela Norman, Liz Moore
  2. Declarations of interest: None
  3. Acceptance of minutes of 8th March 2016: Corrections suggested by TL accepted and implemented. Accepted.
  4. Actions from minutes: Land at Trusloe for parking at 1-6. Still not clear but also requires housing needs survey output first to determine best use of the land.
  5. Update report from Dr MB and AW including: (i) Extension of 30 mph limit on A4361 Swindon Road: Completed and has had some definite benefits in reducing speeds past Rawlins Park but cars still overtake. Double white lines not an option however as there needs to be limited sight lines to justify. (ii)  Follow up for Atkins design brief for Beckhampton and West Kennett (See appendix 1. Atkin’s report and costings, previously circulated to members).

Discussions noted that there may be some benefit to have representatives of both Beckhampton and West Kennett to discuss some of the suggestions in the brief with Steve Hind.   Inclusion of Sarah Simmonds in the meeting would also be of benefit.

West Kennet for example – Great proposal but stumbling blocks are evident and their impact could be limited if they were phased. It may be that the path in the verge need not be addressed at the same time as narrowing the road for example. Closing the Avenue – would be of benefit to the A4 at West Kennett but should not be linked to it. Suggested that the transport group could bring a proposal to the APC  that the Avenue be closed and see what reaction is noted from the parish.  The proposal would list the benefits as being:

  1. Reduced wear and tear in a sensitive archaelogical area
  2. Safety
  3. Benefits to pedestrians and cycling route
  4. Diverts buses back through Beckhampton which they can currently miss
  5. Allows narrowing of the A4
  6. Conducive to improving the outstanding universal value.                                 HOWEVER, it would be of benefit to run this suggestion via Steve Hind and Sarah Simmonds at the same meeting proposed to review the A4 at Beckhampton and West Kennet but separate the two issues. Information gleaned from this meeting regarding additional benefits of closure of the Avenue may aid in selling the proposal to the Parish.                                                                              Beckhampton                                                                                                    Splitter islands welcomed as is the whole proposal but noted that the splitter on the A4 eastwards should have a cut though to allow access and exit from the pub car parks or end the splitter before the pub. Also not clear whether the bus stop should be on the carriageway given the splitter islands will effectively mean that a parked bus will block the carriageway.                                                                                                          Money: Costs for the designs are £18765 for both schemes. Parish is willing to cover 25% of the two schemes together – costs are Beckhampton £9650 and the fixed fee for West Kennet is £9125. Some money could be raised from local residents and then incentivise CATG to fund the remainder. The group is hopeful that we can raise 25%  from local residents, a suggestion which could be raised at the CATG meeting (15th December) which AW will attend. Also suggested that we could approach Sustrans as a potential supporter of the initiative to raise funds and similarly engage Sarah Simmonds.                                                       Actions:
  • MB to contact Steve Hind and arrange a meeting with Rob Macaire and Sarah       Simmonds to discuss the proposals as noted above
  • MB/RM to poll local residents re funding
  • MBrennan to ask Ryan whether a Sustrans approach of a sponsored cyclethon at the pub may raise significant funds for this project
  1. Footpaths: report by Tim Lewis
    1. Maps of footpaths in APC presented. Meeting held on 13 July 2016 with Stephen Leonard who is the Senior Warden at Wiltshire Council in charge of footpaths in North Wiltshire, including Avebury. As a result, one synthetic sign has been put up from A361 towards Windmill Hill although two signs originally requested by Mr Lewis. The National Trust also put a sign up opposite their car park pointing towards Silbury Hill. Wiltshire council are now down to last 20 signs so no new ones will be placed. Costs of new signage, if we were to replace with oak itemised in TLs report. Costs don’t include working brief for monumental consent. Recycled plastic signs last a lot longer and are one third of the cost (£5700). Idea is to have consistent signs for the whole of the WHS. MBrennan suggested oak signs in the centre of the village and recycled ones further out, as long as they have the same logo/design. APC may contribute some funds to this project as there were some reserves

Actions: Ask Sarah Simmonds and Stephen Leonard if we can arrange a meeting to discuss replacement signs in the whole of the WHS.

  1. Update on double yellow lines in Trusloe: Keep under review
  2. Great West Way project – Interaction with WHS transport strategy

Calne wanted to increase its tourist income by putting a vintage rally in place. But this has now been superceded by Visit Wiltshire who are trying to increase visitation to the A4 corridor by encouraging online bookings from abroad. Funding of £24 million is available. Message from Avebury is that we don’t want an increase in footfall in and around the village and monument

  1. A303 plans near Stonehenge and implications for Avebury – information only

Short tunnel proposal for A303 is such that it would emerge within the WHS and as a result may jeopardise the archaeology and the status of Stonehenge as a WHS. Since Avebury and Stonehenge are linked as a single WHS, the loss of WHS for Stonehenge would lose Aveburys status as well.

  1. Signage Audit: Road sign audit needs to be completed. Ask Sarah Simmonds for the proforma as discussed
  2. Any other business: None
  3. Date of next meeting: TBA

Meeting adjourned at 21:35

Appendices

1.  Atkin’s Report and Costings

17 December 2016 Planning Committee Meeting : Minutes

Avebury Parish Council

Minutes of a meeting held by Avebury Parish Council’s Planning Committee held on 17 December 2016 on site at Lower Acre, Bray Street, Avebury SN8 1RA and afterwards outside Beckhampton House, Beckhampton SN8 1QR

Starting time: 10.35am

Five members of the public were present at Bray Street, and Mr Mark Petitt, of Fowler Architecture and Planning.

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

Apologies:  Dr Mike Bedford (Vice-Chairman), Mr David Brotheridge and Mr Jon Campbell.

Questions from the public: none

Declarations of interest: Andrew Williamson said that he had no financial or beneficial interest to declare, but that he had written on an individual basis to Wiltshire Council both to object to the Lower Acre application and to make some positive proposals.

Full planning for demolition of existing bungalow and erection of replacement dwelling, with associated parking, turning, landscaping & private amenity space (Resubmission of 14/02099/FUL) at Lower Acre, Bray Street, Avebury SN8 1RA.  Application Ref: 16/11050/FUL

Members viewed the site from Bray Street, from a raised green area to the west of 3 Bray Street and from the rear of Lower Acre.  Members considered the documentation supplied by the applicant, received answers to questions from Mr Petitt and heard from members of the public present.  Written representations from two local households and the Avebury Society had either been heard by councillors at the Parish Council meeting on 6 December or were read on-site in Bray Street by those that were not present on 6 December.  Mr Williamson read a copy of his letter to the Planning Department.

It was proposed by Zandria Service, seconded by Stephen Stacey and unanimously agreed that the Parish Council object to the application on the grounds that:

  1. The size, bulk, height and depth of the proposed dwelling was significantly greater than the design that had been approved in 2014 (14/02099/FUL).  The floor area, excluding the basement, was 48% larger than the 2014 scheme. The proposed scheme would have a damaging impact on the street scene in Bray Street, the Conservation Area and the surrounding countryside
  2. The style and aesthetics of the chosen design were not in keeping with other buildings nearby and would detract from the street scene in Bray Street, the Conservation Area and the surrounding countryside.  There is a need for a building of greater architectural merit.
  3. Building on either, or both, of the plots on either side of Lower Acre would intensify development in Bray Street and would fundamentally alter the character of the Conservation Area.  If the current application is approved, it should only be on the basis that planning consent will never be given for housing on either neighbouring plot.
  4. The proposal does not provide for the accommodation of contractors’ vehicles and plant on site.  Bray Street is narrow and considerable damage has been done recently to verges and banks. There is also a need to ensure that vehicles, including emergency vehicles, can get by. All contractors’ vehicles and plant should therefore be parked off road.

The meeting adjourned to Beckhampton Stables and reconvened at 11.45am.

Present: Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice-Chair), Mr Terence O’Connor and Ms Zandria Service.

Apologies:  Dr Mike Bedford (Vice-Chairman), Mr David Brotheridge and Mr Jon Campbell, Mrs Lynzey Paradise and Mr Stephen Stacey.

One member of the public was present for part of the meeting.

Full planning for erection of seven single storey timber stables on an existing base off Nash Lane being the north stables of Beckhampton House Stables, Beckhampton, SN81QR.  Application Ref: 16/11513/FUL.

Members considered the above application.  The position of the long barrow was noted together with the fact that the proposed stables were due to be built on the base of earlier stables that had subsequently been demolished.

It was proposed by Maggie Lewis, seconded by Terence O’Connor and unanimously agreed that Avebury Parish Council support the application.

The meeting closed at: 12:00.

6 December 2016 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 6 December 2016 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, AYFC for Avebury Youth Football Club, DCLG for the Department for Communities and Local Government, EH for English Heritage, LGA for Local Government Act, MAB for Marlborough Area Board, NT for the National Trust, SSE for Scottish and Southern Electric, TRO for Traffic Regulation Order, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Started: 19:30

  1. Public question time: There were 9 members of the public present for all or part of the meeting. No questions were asked. The Chairman stated that during the meeting he would ask for contributions to several items on the agenda.
  2. Present: Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman) from part-way through item 7.a, Mrs Maggie Lewis (Vice-Chairman), Mr Jon Campbell, Mrs Lynzey Paradise and Ms Zandria Service. In attendance: Miss Liz Moore (Clerk) and up to item 14 Dr Rosamund Cleal (NT Museum Curator, Alexander Keiller Museum) and Ms Catherine Hosie (NT Estate Manager), Dr Kate Fielden (Vice-Chairman, Avebury Society) and up to item 13. Mr Brian Edwards (member, Avebury Society).
  3. Apologies: Councillors Mr David Brotheridge, Mr Terence O’Connor and Mr Stephen Stacey.
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 1 November 2016: Unanimously agreed as an accurate record. Proposed by Mr Campbell and seconded by Mrs Paradise.
  6. Matters arising from the minutes: the Chairman reported
    1. Extension of 30 mph limit on the Swindon Road: (Minute ref. 9.a.i). The signs had already been made and therefore it would not be possible to remove the wording ‘please drive carefully’.
    2. Great West Way: (Minute ref. 9.c). The item would be covered later on the agenda.
    3. ACSReC: (Minute ref. 13.a.). A written process to document the ordering process for APC and its committees was in progress.
  7. Planning applications + results:
    1. Full Planning Consent for demolition of existing bungalow, erection of a replacement dwelling with associated parking (resubmission of 14/02099/FUL) at Lower Acre, Bray Street, Avebury. Ref: 16/11050/FUL. The Chairman reported comments had been received by APC from two households in Bray Street and the Avebury Society. Plans were tabled and considered. The Chairman asked Mr John Henry of Fowler Architecture and Planning to introduce the plans. Mr Henry explained that he represented the applicants Mr and Mrs Daley who had had their previous application in 2014 for a new dwelling approved. The current plan modified the existing footprint to enlarge it by about 25-30% which was equivalent to 400-500 square feet of added space and would include an extension to the east and a second floor extension to the rear / north. Mr Henry said one additional difference was also to introduce a basement which meant the previously approved application would not be modified greatly and therefore would not impact on the visual appearance of the dwelling. The Chairman asked members if they had any comments. One question was asked as to whether the incremental increase in the footprint was based on the previous approval and Mr Henry confirmed that it was.             The Chairman read out a draft document from the Avebury Society with their initial observations as follows: (i) no objections in principle to a replacement dwelling on the site (ii) present application differs in design, extent and volume from the permitted dwelling in 2014 (iii) concerned about introduction of a cellar as uncertainty in level of slab level and rising water levels should be examined (iv) would like to see further consideration of the setting and the architects to provide a measured drawing of the street scene (v) suggested dormer windows would be more appropriate (vi) the application did not address garaging and should a double or larger garage be introduced at a later date it would enlarge the overall development and (vii) a courtyard style building on one or only partly on two levels might be a better solution.                                                                                                        The Chairman read out emails received from the two households in Bray Street (see appendix 1). In discussion Mr Henry explained the previous application was valid for three years from approval and members noted in the design and access statement that the new building would only be 0.1 metres higher than the previous design. Mr Henry was asked if he could respond to the points made by the Avebury Society and others. Mr Henry confirmed that a street scene / view could be presented although the view of the property would not change from what was already approved. He also explained that there was an existing outbuilding with its own footprint that would constitute a garage. The Chairman thanked Mr Henry for his assistance.                                                                                                      In discussion members noted three Parish Councillors were not present that evening and only two of the current members had actually been present at APC’s previous on-site Planning Committee meeting in 2014. The Chairman said there were inaccuracies in the application at page 7. paragraph 4.8, in which previous comments from APC had been omitted in the current application, and the application was for a significantly bigger building. There was also concern that the pitch of the building’s roof was flatter and not in keeping with the pitches of other roofs in Bray Street, that the dwelling was neither a major building in Bray Street nor subservient to others and therefore did not match the rhythm and grace of the other buildings in the street.  Members felt a site meeting should be arranged to make an informed decision, especially as the new building would be in place for a long time. It was resolved to defer any decision to an on-site Planning Committee meeting to take place at 10:30am on Saturday 17 December. Proposed by Mrs Paradise, seconded by Mrs Service and carried unanimously.
    2. Work to trees in a Conservation Area / work to trees with a tree preservation order to fell one Goat Willow tree, crown reduce by 20% one Beech tree and one Apple tree and fell one unspecified tree at 2 Bray Street, Avebury. Ref: 16/11323/TCA. Plans were tabled and considered. It was resolved to offer no objection to the planning application. Proposed by Mrs Lewis, seconded by Ms Service and carried unanimously.
  8. Transport Group: Dr Bedford reported a Transport Group Committee meeting was scheduled for 13 December and would focus on the Atkins report for the A4 designs at Beckhampton and West Kennet and would explore funding. He said the 30mph signs project for the Swindon road had now been completed but other items on the agenda would include a footpaths report by Mr Tim Lewis including costs of signage, yellow lines in Avebury Trusloe and the Great West Way. The Chairman reported he had spoken to Mr David Andrews who runs VisitWiltshire and had been told the company was in the process of scoping out the Great West project. It was resolved that the Clerk and the Chairman fill in an on-line survey recently received from VisitWiltshire on behalf of APC. Proposed by Ms Service, seconded by Mrs Lewis and carried unanimously.
  9. A303 Widening Project: the Chairman invited Dr Kate Fielden to provide a report on behalf of the Avebury Society (report previously circulated to members and see appendix 2). Dr Fielden introduced herself as Vice-Chairman of the Avebury Society and said that she also sat on the Avebury WHS Steering Committee. Dr Fielden explained that what happens at Stonehenge has implications on Avebury and the concern was that the current A303 widening project could lead to WHS status being withdrawn. Dr Fielden asked if members had any questions. Dr Fielden was asked if she was hopeful the tunnel would be made longer and she replied that Highways England would be running a consultation in the New Year and the current plan of a four lane highway with twin tunnels was their working assumption. She said it would only be possible to have a longer tunnel if extra funding became available. Members noted the proposed tunnel was 1.8 miles in length but the WHS was 3.4 miles wide and that the two most important considerations were protection of the site and protection of WHS status. The Chairman invited Mr Brian Edwards (member, Avebury Society) to speak. Mr Edwards stressed that a link theme and concern was that significant alterations to traffic and loss of views of Stonehenge from the A303 would have greater repercussions for Avebury than for Stonehenge. He also felt that Avebury should not have been left out of earlier meetings. The Chairman read out questions from the Avebury Society’s report as follows (APC’s response is recorded after the question).  1. Should Wiltshire Council be asked why it didn’t consider that consultation on the A303 tunnel plan was necessary for stakeholders in Avebury and north Wiltshire – YES  2. Would the Parish Council wish to become more closely interested and involved in discussion and development of proposals for the A303 at Stonehenge in view of their potential impacts on Avebury? – YES   3. Can the Avebury Society be of any assistance to the Parish Council on this matter? – YES.   Members noted APC was on the list for consultation in February 2017. Action: In the meantime it was agreed the Clerk should write to Wiltshire Councillor, Mrs Jemima Milton, to ask for backing for APC to be consulted. The Chairman thanked Dr Fielden and Mr Edwards.
  10. National Trust update: Dr Ros Cleal introduced herself as the Curator of the Alexander Keiller Museum and gave an update on the work of the NT as follows: ‘It was noted that work had begun on a major refurbishment of the NT toilets on site. This will include both the toilets behind the Barn and in the High Street. Work had recently begun and the General Manager asked to be informed if there were any problems with disruption, although it was hoped to keep that to the absolute minimum. The work was scheduled to be completed by March.                           The NT had hosted the unveiling of a WHS plaque in November. The location of the plaque had not yet been finalised but it would certainly be in the Farmyard, a freely accessible area. Later in November the NT had participated in a conference to celebrate the 30 years of Stonehenge and Avebury being a WHS. This involved a one day conference in Devizes at which two members of NT staff from Avebury had spoken: Dr Ros Cleal and Dr Nick Snashall. The Director General Dame Helen Ghosh also contributed a short paper. The contribution by Ros Cleal focused on the work of Stuart Piggott, who had been Alexander Keiller’s assistant at Avebury and who later went on to develop and publish important work on the British Neolithic, much of which was based on the collections from Windmill Hill. The normal reduction to hours of Avebury Manor for the winter was noted: opening at present was Thursdays – Sundays inclusive. The Manor would close on the 23rd December, re-open on the 29th, remain open up to and including the 2nd January and then remain closed until it re-opens on 11th February. Arrangements for the Winter solstice were reported. Two nights of camping had been agreed: Saturday 17th (to accommodate people who were likely to arrive at a weekend) and the night of Tuesday 20th (to take account of people who wish to come for the sunrise on the 21st). The Chairman thanked Dr Cleal. He had attended the one-day conference in Devizes and reported that the importance of her earlier seminal paper on the work of Stuart Piggott had been highlighted.
  11. Improving toilet facilities at the Coach House: (report on a meeting held about the Coach House toilets at the Red Lion PH, Avebury on 24 November 2016, previously circulated to members and see appendix 3). Members noted from the report that the nearest toilets to the centre of the Henge were over a quarter of a mile away behind the Great Ban and only open from about 10am to 5pm. The Red Lion PH had offered to open the Coach house toilets throughout the year at about 9am and close them later at about sunset. The Chairman reported that MAB would be willing to consider an application for up to £5,000 towards the capital costs of improvement works to the Coach House toilets. MAB would also consider an application by APC for a grant of £1,000 towards running costs. He said offers of funding for two years had been confirmed from the Community Shop for £250 per annum, that the Henge shop had yet to give a formal confirmation and the Red Lion PH would be willing to do an informal fundraising initiative. Members noted that  APC could consider making an offer of £250 per annum for two years. The Chairman concluded there could be about £8,000 of community support to help the NT. The Chairman asked Ms Hosie if she had any more figures about capital and running costs. Ms Hosie explained she had no more figures but that the figures given at the meeting were probably underestimated and there was still the question as to who would be responsible for the cost of vandalism. Mrs Lewis asked when the actual instances of vandalism occurred and Ms Hosie explained that significant cleaning was needed after every gathering. Members asked Ms Hosie if it would be possible to charge 20 pence for going to the toilet at the Coach House and her response was that whilst she appreciated the offers of community support and would be arranging a second meeting, the work had already started on the Coach House. It was resolved APC (a) write to the WHS Steering Committee, include a paragraph on community support and ask for the support of its other stakeholders (b) arrange a second meeting with the NT (c) offer £250 per annum for 2017/18 and 2018/19 conditional on the partnership scheme being agreed with the NT and other participating organisations and (d) apply to MAB for £1,000 to help meet NT running costs. Proposed by Mr Campbell, seconded by Mrs Lewis and carried unanimously.
  12. Defibrillator for Avebury: (options and pricing previously circulated to members). Mrs Lewis reported the Community Shop Committee was meeting in the next few days to discuss whether they could help fund a defibrillator for Avebury. In discussion, members felt that the best option would be to rent a defibrillator from South West Ambulance Scheme for four years at a cost of £1,800. It was resolved APC make a contribution of £450 toward the project in combination with £450 from others and to apply to MAB for £900 match funding. Proposed by Mrs Lewis, seconded by Ms Service and carried unanimously. Mrs Lewis to investigate where to put the equipment in the area outside the Community Shop.
  13. Payphones Consultation: in discussion the following points emerged: (a) The ‘phone box in the High Street might be used to house a community defibrillator but as it was not being considered for removal by BT there was no information on how often it was actually used. Members noted the ‘phone box in the High Street was useful to have in an emergency for members of the public who might not be able to get a mobile telephone signal. (b) Members felt there was no strong opinion on whether the ‘phone box in Avebury Trusloe should be removed and so further consultation with the public was needed (c) The ‘phone box at West Kennett could be useful to have in situ as a bus shelter in wet weather and it was a hint to drivers that people lived there and therefore had some influence as a visual aid to help slow traffic. Members felt they needed more time to gather information and consult with the public, particularly as all three ‘phone boxes were situated in a WHS. It was agreed to defer any decision and in the meantime Clerk to ask BT (via WC) for (i) a six-month suspension of the deadline for the consultation (ii) information on how often the pay ‘phone in the High Street was being used and (iii) whether BT could share with APC any independent feedback they might have received from the public.
  14. ACSReC: Mrs Paradise reported
    1. Renewal of sports-field lease: work in progress.
    2. Avebury Day: the final report was not yet available.
    3. Cleaning services contract: it was resolved the last day of cleaning would be 5 December 2016. Proposed by Mrs Paradise, seconded by Dr Bedford and carried unanimously.
    4. Survey of condition of pavilion: members noted the NT had offered to survey the pavilion as part of their buildings’ condition survey but no timescales could be given at this stage.  Members welcomed the Trust’s offer and also agreed that it would be advisable for APC to carry out its own independent survey on the condition of the pavilion and understand what work needed to be done. The Chairman reported that in the past APC had obtained an indication from Nick Dolman (Partner of Dolman Building Surveyors) on insurance replacement value of the pavilion and he had contacted him about a survey. He would be willing to produce a report of about two pages on the general condition of the pavilion for £250 – £300 + VAT. Members noted that APC’s Financial Regulations did not apply to contracts for specialist services provided by surveyors and other professionals and APC would not be required to obtain further quotations. It was resolved APC to instruct Nick Dolman to carry out a building survey for £250 – £300 + VAT. Proposed by the Chairman, seconded by Mrs Paradise and carried unanimously.
    5. Banking: Mrs Lewis reported the paperwork had gone through successfully and the Lloyds account should be accessible in 5 working days.
    6. Sports-field noticeboard: on-site meeting had been booked for 12 December.
    7. Fundraising: lots of ideas had been generated at the meeting held on 1 December and another meeting was planned for the New Year. Mrs Paradise agreed to send a note of the meeting to APC so that members could suggest more ideas before the final document was sent to the NT.
  15. Play area inspection report: (quotations for a new timber beam, swing fixings for the swing unit and work to install the beam plus separate quotations for repair work only had been previously circulated to members). The Clerk reported quotations for supply of materials and installation had been received for £600 (ex VAT), £656.77 (ex VAT) and £976.50 (ex VAT). Quotations for installation only had been received for £250 (ex VAT), £80 (ex VAT) and £508.56 (ex VAT, included swing hangers). The Clerk gave the following estimates for materials if APC sourced them: a 3.7m treated fir or larch timber beam (6 inch diameter) from Honey Street Saw Mills would cost about £58 (ex VAT) plus £5 to £10 delivery charge (10 days for delivery) and two pairs of new swing hangers would cost approximately £178 (ex VAT). In discussion it was noted Mr John Giles who had a workshop at Avebury Trusloe had offered to do the installation for the best price at £80 and in combination with APC sourcing the materials, the project came in at nearly half the price of the best price that had been obtained from one of the play-ground suppliers. It was resolved the Clerk order the new beam and swing hangers and instruct Mr Giles to carry out the repairs. Proposed by Ms Service, seconded by Dr Bedford and carried unanimously.
  16. Local issues: the Chairman reported
    1. Housing Needs Survey: the majority of survey forms had been delivered. It was agreed that the Chairman and Mr Campbell would work on the Parish summary for the report.
    2. URC Chapel: no further information had been received in the past few months and no reply had been received to the Clerk’s email in September asking for information following the Chapel Group’s request for financial assistance.  In discussion members felt the future of the URC Chapel was a matter of interest to the whole village and everyone would like to know what was proposed and what activities were planned. In the absence of information, members considered writing to the URC South Western Synod, but decided to write again to the local group before doing so.  It was resolved that the Clerk write to all three Trustees of the Avebury Sacred Trust to request an update within the next four weeks. Members also thought that an open public meeting should be held.
    3. Post Office Services at Avebury: a resident had emailed to express concern about the poor postal services at Avebury. In discussion members felt the standard of service was OK even though it had been disrupted by some IT issues. Agreed: APC to mention in the next Headlines that the Broad Hinton Post Office was no longer open and give the opening times for the Avebury Post Office.
    4. Leaf sweeping in the High Street and Church Walk: the work had been ordered but not yet done by WC.
    5. Jetting of culvert in Beckhampton: the work had not yet been done. Mrs Lewis to email Mr Martin Cook (WC Highways) to request an update. The Chairman also reported that Mr Cook was planning to carry out some tests on the tarmac along the Calne road at Beckhampton.
    6. New bridge in Beckhampton: now open but railings had yet to be put in place.
    7. 30th anniversary celebrations of World Heritage Site: had been well received.
  17. Review of grass cutting contract with ACC: In discussion members felt the level of service had been very good in 2016. ACC had been cutting the grass since 2014 at a price of £850 per annum which compared favourably with Wiltshire Council’s sub-contractors’ pricing in previous years. The Chairman reported ACC had verbally asked for a price increase and had indicated they would be happy with £1,150 per annum. Members thought this was in principle reasonable as ACC did a lot of extra work and maintenance that they did not charge. It was resolved in principle to agree an application from ACC for £300 more per year for the grass cutting service. Proposed by Mr Campbell, seconded by Ms Service and carried unanimously.
  18. Parish Council budget and precept for 2017/18: (see appendix 4, second draft estimated budget for precept and note on reserve fund). In discussion it was clarified by the Chairman and the Clerk that the WC 2% cap did not apply to Parish Councils as they came under different legislation. The government consultation that year had however indicated it was mindful to introduce such a scheme in future years. Members noted APC had more projects to carry out for the community next year and extra work was needed for the pavilion.  Annually recurring costs were going up and APC would need to use its reserves to fund some revenue costs in 2017/18.  Reserves were likely to deplete significantly during the year.  Wiltshire Council’s Precept Calculator showed that there would be fewer households in the tax base. Members decided it would acceptable to increase the current year’s precept of £11,000 by 10%.  This would equate to an average increase of a little under £5 per household per annum. It was unanimously resolved that the precept for 2017/18 be set at a total sum of £12,100.00. Proposed by the Chairman and seconded by Ms Service. Action: Clerk to send the signed form to WC Finance Team.
  19. Communications: the Chairman reported the November Headlines had been submitted for December edition of UKN.
  20. Correspondence: the Chairman reported
    1. Email received from SSE about their support services and registering vulnerable people with SSE: Reverend Maria Shepherdson had offered to help give information on local people.
    2. Visit Wiltshire Great West Way On-line Survey: see item 8.
    3. Letter from the National Trails Office: the Chairman tabled a map showing Green Street as a ‘strategic link’ that had been proposed by the National Trails Office to be included in a project to improve the Ridgeway. He suggested that this was more a WHS Steering Committee issue. It was agreed that the Clerk invite the National Trails Office to an APC Council meeting in the Spring.
  21. Finance and admin: including:
    1. Clerk’s appraisal: the Chairman reported he and Mrs Lewis had met Liz Moore on 2 December and carried out her appraisal. They had said they were very pleased with the Clerk’s work and would circulate confidential notes from the appraisal to members shortly. Any decisions would be deferred to next meeting.
    2. Half year internal audit: the Clerk reported the half-year internal audit had taken place satisfactorily on 24 October 2016.
    3. Improvements to Parish Council web site: the Clerk reported she had received the final costings from Kate Fry and the price to include a village diary as a new page on the web site was £80. The Clerk recommended APC accept the one quotation from Kate Fry as Mrs Fry was already running the existing web site and it was desirable to maintain continuity by using the existing supplier. In accordance with its powers under section 142 of LGA 1972, it was resolved to accept Kate Fry’s combined quotation of £200 for development works to the APC web site (to include those improvements listed in the 1 November minutes under item 18.a and the village diary). Proposed by Mr Campbell, seconded by Mrs Paradise and carried unanimously. Clerk to order the work.
    4. Review of Financial Regulations, Standing Orders and TOR of Committees: work in progress.
    5. Ordering System: work in progress. Members suggested including a higher minimum expenditure in the regulations to enable flexibility and to take account of increasing costs of goods and services.
    6. VAT registration status: not applicable / item to be removed from the next agenda.
    7. The approved minutes of ACSReC meeting 28 June 2016 was tabled and received. (See appendix 5).
    8. Cheques for payment and cheques for ratification: it was resolved that the following cheques be paid. Proposed by Mrs Paradise, seconded by Mr Campbell and carried unanimously. Cheques were signed by the Chairman and Dr Bedford.
      1. Upper Kennet News: annual contribution                             £100.00
      2. Citizens’ Advice Wiltshire: donation                                      £50.00
      3. Mrs Maggie Lewis: toiletry supplies for the Pavilion             £47.83
      4. Fiona Wood: cleaning materials and cleaning of Pavilion on 4, 11, 18, 25 October 2016                                                                   £99.75
      5. SSE Southern Electric: electricity for Pavilion, period 19 Aug – 22 Nov 2016 (including VAT)                                                            £80.45
      6. Thames Water Utilities Ltd: water supply for Pavilion 4 Aug – 20 Oct 2016 (including VAT)                                                            £141.72
      7. Liz Moore: Clerk’s overtime and expenses: 22 Oct – 21 November 2016                                                                                      £265.35
  22. Date of next meeting: 7:30pm on Tuesday 7 February 2017 at the Social Centre.
  23. Any other business: Mrs Paradise said she would like to volunteer to do the reading at the Lessons and Carols Service at St. James’ Church on 16 December (invitation previously circulated to members). Clerk to inform Reverend Maria Shepherdson.
  24. The meeting closed at 22:10

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

  1. Email response from two households in Bray Street to planning application Ref: 16/11050/FUL
  2. A303 Widening Project: why should APC have an interest in proposals for the A303 at Stonehenge? – a note from the Avebury Society’s Committee for APC
  3. Note of a meeting about the Coach House Toilets – dated 30 November 2016
  4. Budget for precept and note on reserve fund – second draft
  5. Minutes of ACSReC meeting 28 June 2016

1 November 2016 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 1 November 2016 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, AYFC for Avebury Youth Football Club, DCLG for the Department for Communities and Local Government, EH for English Heritage, LGA for Local Government Act, MAB for Marlborough Area Board, NT for the National Trust, TRO for Traffic Regulation Order, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Started: 19:30

  1. Public question time: the Chairman welcomed two members of National Trust staff to the meeting. There were no other members of the public present and no questions were asked.
  2. Present: Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr David Brotheridge, Mr Jon Campbell, Mr Terence O’Connor, Mrs Lynzey Paradise, Mr Stephen Stacey and Ms Zandria Service (up to item 18). In attendance: Miss Liz Moore (Clerk) and up to item 13.d. Ms Hilary Makins (NT Countryside Manager) and Ms Catherine Hosie (NT Estate Manager).
  3. Apologies: Councillor Dr Mike Bedford.
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 4th October 2016: Unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Ms Service.
  6. Matters arising from the minutes:
    1. Min ref.11: Coach House toilets: the Chairman reported the Clerk had drafted a letter to AWHS Steering Committee and the letter was tabled. It had not however yet been sent as Sarah Simmonds (WHS Partnership Manager) was away until the end of the week. The Chairman said it could also be useful to explore possible offers and suggestions for improving toilet facilities with businesses and individuals in Avebury that might be able to assist on a partnership basis.  Any practical proposals could then be included in a further paragraph in the letter. He had informally talked to several businesses and they were keen to attend a meeting and suggested provisional dates of 10:30am on the 17 or 24 November. In discussion members agreed a questionnaire should be given to the businesses to help understand the issues and collate solutions. A draft list of some questions was tabled by the Chairman. It was resolved APC arrange a meeting with the local individuals and businesses in Avebury, collect their responses in a questionnaire and include an extra paragraph in the letter to AWHS Steering Committee. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
    2. Min ref. 14b: alteration to ACSReC Terms of Reference: the Clerk stated Mrs Paradises’ request for Mrs Paradise to be able to spend money in between meetings was not allowed in law.
    3. Min ref. 15: capping town and parish precepts: the Chairman reported
      1. the Clerk had sent an email to Lady Scott (Leader, WC) to convey APC’s support of her lobbying against the capping.
      2. the Clerk in consultation with the Chairman had submitted a response to DCLG’s questionnaire to answer the questions specific to the capping and submit APC’s views against the proposal.
      3. WC’s response to DCLG’s questionnaire had been previously circulated to members; it had opposed all proposed changes set out in the consultation in the strongest terms.
    4. Min ref. 21b: request for new form on website: the Clerk advised Mrs Paradises’ suggestion should not be actioned as it was not correct process for the public to directly request agenda items. Members of the public could ask Councillors questions or email the Clerk.
  7. Planning applications + results:
    1. Listed Building and Full Planning Consent for extension to west elevation at Galtee More Farm, Beckhampton SN8 1QJ. Ref: 16/09437/FUL, 16/09791/LBC. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously.
    2. Work to trees in a Conservation Area to remove four elder trees, crown raise one hawthorn to clear pavilion roof and coppice remaining two and remove one yew tree at the Sports Field, Avebury. Ref: 16/10118/TCA. Plans were tabled and considered and thanks expressed to the NT for arranging for the work to be done. It was resolved to support the application without conditions. Proposed by Mr Campbell, seconded by Mrs Paradise and carried unanimously.
    3. Work to trees in a Conservation Area to reduce and partial pollard ash trees 1 – 3  by approximately 30% and light crown lift and clear canopies of ash trees 4 & 5 from roof by approximately 10% – 15% reduction at visitor route to old farmyard, Avebury  Ref: 16/10247/TCA. The plans were considered and it was resolved to support the application without conditions. Proposed by Mr Brotheridge, seconded by Mrs Paradise and carried unanimously.
  8. Parish Council budget and precept for 2017/18: (Draft first budget 2017/18 and note on likely reserves next March were tabled by the Chairman. See appendices 1 and 2 respectively). On reserves, the Chairman said he had provisionally moved £5,000 to the budget for 2016/17. Members noted the reserve on 31 March 2016 had been about £19,000 and was likely to drop to about £10,000 on 31 March 2017 if transfers were made to cover the costs of Avebury Day, transport projects, APC’s share of the mains water supply scheme for the pavilion and a possible deficit of £1,563 in the 2016/17 budget.  On the budget for 2016/17, he explained that approximately £9,000 of APC’s income of about £11,000 went on fixed costs, and only about £2,000 a year remained for discretionary spending. In discussion it was recognised there would be no top-up grant from WC next year and that increasingly the government would be dropping services to cut costs. Members’ preliminary view was therefore that the precept should be increased by up to 2% which equated to about a £1 increase a year per household (if the Parish Council part of the Council Tax bill remained £50 per year). [Since the meeting, WC has published the Tax Base figures for Avebury and APC will need to review this in December.] Members also felt further discussion was needed in ACSReC about funding. Mr Campbell asked how the cost of the defibrillator would impact on the finances as it was not itemised in the budget. Mrs Lewis reported that if the project was made into a community led project then MAB would give full funding for it. She said the cost of the signing up for the SW Ambulance scheme was an upfront sum of £1,800 for a four year period; it would be possible to purchase a machine but then APC would be responsible for its maintenance. Action: a revised budget including updated precept figure and a contribution towards defibrillator costs to be circulated for consideration at next meeting.
  9. Transport Group:
    1. Progress report on existing applications to CATG: the Chairman reported
      1. extension of 30 mph limit on Swindon Road had been done but the two pairs of poles currently in position were temporary. The Chairman read out an email he had received from Steve Hind (WC Highways) and tabled WC’s design for the 30 mph signs (see appendix 3). In discussion some members felt the signs were too high and that the wording ‘please drive carefully’ was unnecessary. Mr Brotheridge asked why the chevron warning sign had not been replaced on the first bend located on the A4361 when travelling northwards out to the village; some members felt it probably wasn’t necessary if people adhered to the speed limit of 30 mph. Action: APC to write to Mr Hind to ask if ‘please drive carefully’ could be removed from the 30mph signs and the signs reduced in height from 9ft to 8ft.
      2. A4 improvements: the quotation from Atkins for comprehensive design studies of the A4 at Beckhampton and West Kennett had been received and the cost would be £18,000 to develop more detailed designs.  When finance became available, final drawings could then be completed and APC would be able to press for investment with a ‘shovel ready’ plan. Action: report to considered at the next meeting of the Transport Group.
    2. Current issues: the Chairman reported
      1. construction of new bridge at Beckhampton was still in progress.
      2. an acknowledgement had been received from Lady Scott (Leader, WC) with reference to the letter sent by the WHS Steering Committee to WC about closure of the Ridgeway. (See appendix 4, extending the TRO on the Ridgeway). The letter was tabled and members noted APC’s suggestions had been included in the eighth paragraph.
    3. Great West Way: the Chairman explained that VisitWiltshire was now involved in this project bringing together many partners between Heathrow and Bristol. He understood that international foreign travel operators were going to be developing holiday packages that had to be booked abroad. The Chairman asked if the NT had heard anything. Ms Hosie said she had not heard any news and advised to approach the situation with caution. The Chairman explained that Mr David Andrews also sat on the WHS Steering Committee and the Committee’s general view was that spend and not footfall should be encouraged. In further discussion members noted that APC also represented businesses in Avebury and Mr O’Connor reported that interesting, new multi-media projects involving the Avebury stones as a backdrop were underway. It was agreed that it would be in the Parish’s interests to know more about the project and that the Chairman contact Visit Wiltshire.
    4. Other works in pipeline: (i) informal crossings (ii) signage audit: not covered, deferred to next meeting.
    5. Parking in Trusloe: not covered, deferred to next meeting.
    6. Parking in the High Street: Mrs Paradise reported there had been recent issues with people parking inconsiderately outside the Social Centre and along by Fosse House. The Chairman said he had investigated the issue at the time and it had not been anyone attending the Social Centre. The Chairman invited Ms Hosie to speak. Ms Hosie added that the NT was actively asking any coach drivers to use the main NT car park.
    7. Footpaths: deferred to next meeting. The Clerk reported the requested works to footpath 22 was on the WC system but there was no further progress to report or timescales provided. Mr Campbell to also log the request on the WC on-line system.
  10. National Trust update: Ms Hilary Makins introduced herself as the Countryside Manager for the NT and gave an update on the work of the NT as follows: ‘We held our second open meeting with residents on Tuesday 25th Oct, in the Manor tea room.  Just one person attended who did not have any specific concerns or questions but enjoyed their afternoon tea and guided tour of the Manor. Looking ahead we will continue to provide updates in the Parish Newsletter and will send out an invite for another open meeting in the summer to provide an update on our work and share key initiative’.              Ms Makins was asked if she thought the time of day might have affected the number of people able to attend the open meeting and she reported that the NT would try different times.                                                                    ‘We will shortly be submitting a planning application to open the old Stables adjacent to the High Street car park. The intention is to undertake basic renovation before opening an initial welcome / meet and greet point to help orientate the visitors, sales, starting point for Henge tours etc’.                               A question was asked if it was still the NT’s intention to funnel people to the farmyard and Ms Makins reported not all people were being directed to the farmyard, there were various options and the new orientation point was aimed at walkers.                                                                                                                 ‘Half term has been busy with lots of activities for families throughout the week. This last weekend saw camping for 20 tents for those wishing to stay overnight to celebrate Samhain, which was well received and passed with only one minor incident reported – so far!’       Ms Makins was congratulated about the ginormous pumpkin that had been on display and members noted it had been produced by a ranger’s brother.      ‘Already included in Upper Kennett News – the Xmas Preview event. Wed 23rd November 3pm in the Manor, with festive drinks and mince pies. Other Christmas activities on our website. Finally – we will once again be supporting the Auction of Promises – Christmas photograph, in costume, in Avebury Manor, followed by a behind the scenes tour’.  The Chairman thanked Hilary Makins for the update and asked if members had any questions for NT staff. Mr Stacey asked for an update on the progress of work to the Coach House. Ms Hosie said there was nothing to report and to the best of her knowledge no work had started. Questions were asked about whether the old antique shop had been re-let and to whom. Ms Hosie stated the new lease for the tenant was in progress and that the business going in would be complementary to existing businesses in Avebury. Mrs Lewis asked if the NT would be interested in putting a Community Wi-Fi node in the building for members of the public visiting that part of the Henge and Ms Hosie agreed to pick that up with the new prospective tenant. In discussion it was not clear if there was broadband in the Manor and it was agreed Mrs Lewis and Ms Hosie to work together to review the possibility of introducing community hubs in more NT locations.
  11. Sports-field noticeboard: the Chairman reported a letter (previously circulated to members and see appendix 5) from Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape) had been received requesting that APC remove the notice board on the Sports Field as a formal written request had not been received by the NT and approval had not been given under the lease. The Chairman asked members for their comments. In discussion it was felt there had been a misunderstanding but that a meeting should be arranged before taking down the notice board because APC needed to clearly understand the issues, particularly as NT staff had been in agreement with the work and had given lots of positive feedback six to nine months previously. There was also a cost implication in taking the notice board down. Members noted the action from the last APC meeting on 4 October was for a site meeting to be arranged and members agreed that should happen. A question was asked as to why Sarah Simmonds (WHS Partnership Manager) had not been involved initially but no one had an answer. The Chairman read out an email from Dr Mike Bedford (Vice-Chairman APC) ‘… It would be good to know what the facts are in this case as a lot of time and effort was spent in discussion and planning with NT knowledge. Do we know what the legal status of the board is as it is a woeful waste of our precious time, money and good will if it really has to be removed.’  The Chairman asked NT staff if they had any comments but they had none. Action: Mrs Paradise to arrange a meeting with Sarah Simmonds (WHS Partnership Manager), Catherine Hosie and Nick Snashall.
  12. Defibrillator for Avebury: See item 8. In discussion a member reported that he had been advised by a heart surgeon that as Avebury had both high footfall and sports activities then a defibrillator was a necessity. Members agreed in principle that the village should have a defibrillator and that it should be community led. Action: Mrs Lewis to research pricing to purchase a defibrillator.
  13. ACSReC:
    1. Report on 24 October meeting: Mrs Paradise explained the Committee had reviewed Dr Bedford’s budget (previously circulated to members and see appendix 6) and reported:
      1. all capital expenditure projects would be stopped as they were not affordable.
      2. emergency works were needed across the whole of the Pavilion and a ‘working group’ to discuss fundraising had been organised for 1 December 2016.
      3. the Committee recognized that if it wanted to attract sport then it would need a good facility
      4. the cleaning services had been stopped

      In discussion, Mrs Paradise explained that as per the terms of the NT Lease, APC and the Committee were not able to allow commercial concerns to use the sportsfield to make profits.  She also said that cars on the field could cause damage in bad weather. The Chairman stated £1,000 was in APC’s draft budget for that year and next year from APC and asked if £1,000 was needed from APC for 2017-2018. The Chairman raised the subject about ensuring a proper process was in place for ordering goods and services, checking that they had been received correctly and that payments were authorised; this had been centralized from ACSReC to APC. Members agreed there should be a written process and the Chairman and Mr Stacey offered to do some work to document the procedure. A question was asked by Mr Brotheridge as to whether it would be possible to raise some money by reselling the UV filter and members gratefully accepted his offer to do some investigation. Mrs Lewis reported she had sent a letter to the cleaner that day giving her 6 weeks’ notice. The Clerk advised the decision could not be endorsed and would need to go onto the next Committee or Council meeting for decision.

    2. Avebury Day: Members noted the project appeared to have made a loss of £1,683 with £600 left in the bank from the 2014 reserves. As Mrs Paradise had only recently received the draft statement and it had yet to be reviewed by the Avebury Day Committee, a further report was deferred to next meeting.
    3. Fundraising for sports-field: a meeting was already arranged by ACSReC to think of new ideas as per item 13 a.i.
    4. Renewal of sports-field lease: Mr Stacey’s report from 10 October meeting with NT was tabled and see appendix 7. Members noted the lease was being drafted by the NT’s Solicitor.
    5. New outside tap: not covered.
    6. Banking: in progress.
  14. Play area inspection report: an inspection had been carried out on 30 September 2016 by Playsafety and the report had been previously emailed to members with the Play Area being classed as overall low risk. The Clerk reported she was currently in the process of obtaining quotations for a new wooden top beam for the swing equipment (an interim check to tighten a swing shackle had resulted in the discovery that the wood was in fact rotten in the top beam only). Item deferred to next meeting.
  15. Local issues including:
    1. Unveiling of WHS plaque on 12 November: the Chairman reminded members about the invitation from Alistair Sommerlad, Chair WHS Partnership Panel.
    2. Housing Needs Survey:
      1. members to agree who will complete Parish summary: not covered.
      2. recap on timetable: the Chairman said the forms would be available from 14 November for completion by 23 December and that he would pick them up from WC offices.
      3. distribution of forms: Mr Brotheridge offered to deliver to Rawlins Park and Swindon Road, Ms Service to deliver to Bray Street, Mr Stacey to deliver to Green Street, Mr O’Connor to do the bottom of the High Street, Mrs Paradise to do the top of the High Street, the Chairman and Mr Campbell to deliver to Avebury Trusloe, the Chairman to cover West Kennett and Mrs Lewis and Dr Bedford to do Beckhampton. It was additionally agreed that Mrs Paradise would put together an advert for the December edition of UKN with information on the process for residents.
    3. Planters in High Street and Community Planter Day arrangements: deferred to the New Year.
    4. Re-instating verge on A4361 near NT main car park: the Chairman had heard that the Police had ticketed people parking on the verge; he understood that parking on either side of double yellow lines was prohibited.
    5. URC Chapel: no update
    6. Jetting of culvert in Beckhampton: no further information.
    7. Dog fouling along footpaths: the Clerk reported she had logged an issue concerning dog fouling on the footpath near Chapel Corner on the WC web site and requested for the dog warden to do some patrolling. Members agreed a polite notice should also be put in the next edition of UKN within Headlines.
    8. Community Wi-Fi and Broadband speeds: Mr Campbell reported he was looking into fibre connectivity and in the process of contacting BT. Members noted the BT exchange box opposite Longfields currently served households up to Chapel Corner with very good broadband speeds.
  16. Communications: the Chairman reported the October Headlines had been submitted for November edition of UKN.
  17. Correspondence: the Chairman reported:
    1. Council Tax Reduction Scheme Consultation from WC was open until 19 November. Clerk to email members the web link.
    2. WALC AGM Thursday 10 Nov (6pm for 6:30pm start at Trowbridge Civic Centre). The Clerk asked if anyone wished to attend and no one was forthcoming.
  18. Finance and admin: including:
    1. Improvements to Parish Council web site: the Clerk reported the costings received from Kate Fry were £80 for a new page to post local information and events and £40 for a form on the front page which allowed users to enter their email address and name to be added to the mailing list. A further request from a member of the public had been received for a village diary of events or calendar to be put on the website. The Clerk said she was waiting for a price for this work and members would have to think about who would be able to keep the diary up-to-date. It was agreed to defer any decisions until next meeting.
    2. Review of Asset Register: (previously circulated to members and see appendix 8). Members noted two items had been added to the register, being the new notice board on the Sports Field and the 6ft aerator. Decision: see 18c below.
    3. Review of Risk Register: (previously circulated to members and see appendix 9). The register had been updated as per APC’s insurance schedule 2016-2017 and health and safety risk assessment for the Pavilion included. Members reviewed the current risks and agreed that no other changes were required. Decision: it was resolved to receive and adopt the updated Asset Register and Risk Register. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
    4. Review of Financial Regulations, Standing Orders and TOR of Committees: work in progress
    5. Donations to Charities: the Clerk reported she had received a request for support from Wiltshire Citizens Advice in the past year and tabled a letter dated 12 May 2016. Members noted the charity was asking for £100 donation or any support; the charity was of benefit to people in the Parish and as per APC’s Policy, it could make a donation of up to £50. It was resolved to donate £50 to Wiltshire Citizens Advice. Proposed by Mr Campbell, seconded by Mr Stacey and carried unanimously.
    6. VAT registration status, payments: not covered.
    7. The approved minutes of ACSReC meeting 28 June, 27 July 2016 were not available and would be received at the next meeting.
    8. Cheques for payment and cheques for ratification: it was resolved that the following cheques be paid. Proposed by Mr Brotheridge, seconded by Mr Campbell and carried unanimously.
      1. PlaySafety Ltd. (RoSPA): Play Area Inspection (including VAT) £79.80
      2. Mr P J Mills: rabbit and mole control on the sports-field (1 Aug to Nov 2016)                                                                                          £85.00
      3. Mr Jason Welland: supply and fit new cold feed water pipe and connect to new supply + supply and fit an outside tap              £390.00
      4. Stocksigns: prohibition sign ‘not drinking water’ for outside tap on the Pavilion (including VAT)                                                            £8.40
      5. Jamie Guy: Internal audit for half-year accounts 2016/17         £75.00
      6. Liz Moore: Clerk’s overtime and expenses: 22 Sept – 21 October 2016                                                                                          £192.85  [Cheques were signed by the Chairman and Mrs Lewis].
  19. Date of next meeting: 7:30pm on Tuesday 6 December 2016 at the Social Centre.
  20. Any other business: none declared.
  21. The meeting closed at 21:55.

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

  1. Draft Budget 2017-18
  2. Draft APC’s Reserves for next March
  3. 30 mph sign details for A4361
  4. Letter sent from WHS Steering Committee to WC about extending the TRO on the Ridgeway dated 12 October 2016
  5. Letter from Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape) dated 31 October 2016
  6. ACSReC revised budget
  7. Lease letter sent to Catherine Hosie and Notes on a meeting with the NT by Mr Stacey
  8. Register of Assets dated 26 October 2016
  9. Register of Financial Risks dated 26 October 2016

 

6 December 2016 Ordinary Meeting

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on Tuesday 6 December 2016 at the Social Centre, High Street, Avebury SN8 1RF.

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

Liz Moore, Clerk to Avebury Parish Council, 30th November 2016

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 1 November 2016
  5. Matters arising from the minutes
  6. Planning applications + results:                                                                               (a) Full Planning Consent for demolition of existing bungalow, erection of a replacement dwelling with associated parking (Resubmission of 14/02099/FUL) at Lower Acre, Bray Street, Avebury. Ref: 16/11050/FUL.                                        (b) Work to trees in a Conservation Area at 2 Bray Street, Avebury. Proposal:-  Goat Willow tree – fell, Beech tree – crown reduction 20%, Apple tree & one unspecified tree – fell. Ref: 16/11323/TCA.
  7. Transport Group: interim progress report [Committee meeting scheduled 13 December].
  8. A303 Widening Project: to receive a report from the Avebury Society
  9. National Trust update
  10. Improving toilet facilities at the Coach house, Avebury: to receive a report on a meeting held on 24 November and decide on partnership scheme to obtain and provide financial support.
  11. Defibrillator for Avebury: progress report for a community led project.
  12. Payphones consultation: members to consider adopting BT telephone boxes in the Parish and housing a community defibrillator in the High Street telephone box.
  13. ACSReC including: renewal of sports-field lease, confidential item: cleaning services contract, Avebury Day, survey of condition of pavilion and banking.
  14. Play area inspection report: members to consider the options for installing a new timber top beam and re-instating the swings on the swing unit at Avebury Trusloe.
  15. Local issues including: housing needs survey and members to agree who will complete Parish summary, URC Chapel, Post Office services at Avebury, leaf sweeping in the High Street and Church Walk, jetting of culvert and new bridge at Beckhampton and 30th anniversary celebrations of World Heritage Site.
  16. Review of grass cutting contract with ACC
  17. Parish Council budget and precept for 2017/18: to consider and approve second draft budget and set the precept.
  18. Communications
  19. Correspondence including: Letter from the National Trails Office, Oxfordshire Council – information on a project to improve the Ridgeway.
  20. Finance and admin including: confidential item: Clerk’s appraisal, half year internal audit, improvements to Parish Council web site, review of Financial Regulations, Standing Orders and TOR of Committees, Ordering system, VAT registration status, to receive the approved minutes of ACSReC meeting 28 June, 27 July 2016 and cheques for payment.
  21. Date of next meeting: 7:30pm on Tuesday 7 February 2017 at the Social Centre.
  22. Any other business

4 October 2016 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 4 October 2016 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, AYFC for Avebury Youth Football Club, DCLG for the Department for Communities and Local Government, EH for English Heritage, LGA for Local Government Act, MAB for Marlborough Area Board, NT for the National Trust, TRO for Traffic Regulation Order, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Started: 19:32

  1. Public question time: the Chairman welcomed members of National Trust staff, one member of the public and Wiltshire Councillor Mrs Jemima Milton to the meeting. The member of the public asked for an update about a request for double yellow lines on the corner of the turning outside 4 and 5 Trusloe Cottages. It was noted the request was with the Transport Group for consideration but that the group had not met again since March. Action: Clerk to email Dr Bedford.
  2. Present: Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr David Brotheridge, Mr Jon Campbell, Mr Terence O’Connor, Mrs Lynzey Paradise, Mr Stephen Stacey and Ms Zandria Service. In attendance: Wiltshire Councillor Mrs Jemima Milton, Miss Liz Moore (Clerk) and up to item 19. h. Dr Nick Snashall (Archaeologist (Stonehenge and Avebury WHS)) and Ms Catherine Hosie (NT Estate Manager).
  3. Apologies: Councillor Dr Mike Bedford.
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 6th September 2016: the Clerk reported Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape) had requested the last paragraph of item 9.c. to be changed to ‘She suggested that a joint welcome might be included on a parish notice board’. It was resolved to include the amendment. Proposed by Mr Campbell seconded by Mrs Lewis and carried unanimously. Further to the one amendment the minutes were unanimously agreed as an accurate record. Proposed by Mr Campbell and seconded by Mrs Paradise.
  6. Matters arising from the minutes:
    1. Min ref. 11.c. tree and hedge cutting in Avebury Trusloe: the Clerk reported she had logged the request on WC’s on-line system but it had not been actioned and advice had been given instead. The Clerk said that it was not the correct process for the Parish Council to contact the landowners directly either. Mrs Milton suggested APC could ask the Parish Steward to look at the various tree works as long as they were within the boundary of the public highway.
  7. Planning applications + results:
    1. Full Planning Consent for conservatory to front of property at 5 Trusloe Cottages, Avebury Trusloe. Ref: 16/08511/FUL. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Mr Campbell, seconded by Mrs Lewis and carried unanimously.
    2. Full Planning Consent for a two storey extension at 1 Red Houses, Green Street, Avebury. Ref. 16/08415/FUL. Plans were tabled and considered. The Chairman asked Dr Snashall if Scheduled Monument Consent was required. Dr Snashall said if foundations were being dug and the work was in the area of Scheduled Monuments then consent would be needed. It was resolved to support the application subject to a recommendation that condition that Scheduled Monument Consent be obtained. Proposed by Ms Service, seconded by Mr O’Connor and carried unanimously.
    3. Full Planning Consent for a single storey rear extension at 6 Beckhampton Road, Avebury Trusloe. Ref: 16/08619/FUL. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Mr Campbell, seconded by Ms Service and carried unanimously.
  8. Housing Needs Survey: the standard WC survey form to all households was tabled and considered (see appendix 1). Clerk to check if it would be possible to add an additional option at question 8 to include ‘pre-school children’ and at question 13 to include ‘self build housing’. Otherwise the questions would be added to a separate form as per the advice of WC. It was resolved:
    1. Additional questions to be added to survey: (i) Please provide the number of pre-school children in your household if applicable (ii) Would you support self-build housing?
    2. Point of contact for WC survey team for distribution of hard copy surveys to be the Chairman and all other Councillors to collect the forms and hand deliver to households in the Parish.
    3. Agreement on who would complete the Parish Summary: deferred. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously.
  9. Transport Group: the Chairman reported on:
    1. Existing applications to CATG:
      1. extension of 30 mph limit on Swindon Road: work due to start on 28 October 2016.
      2. A4 improvements: a recent MAB meeting had received a report that the approximate costs for Atkins’ design studies at West Kennett and Beckhampton roundabout were £8,000 to £9,000 for each area. Mr Steve Hind (WC Highways) would be looking at Atkin’s preliminary proposals and then responding to Dr Bedford in ten days’ time. Members noted that a combination of private offers, CATG and MAB funding could enable the design work to proceed.
    2. Other works in pipeline: (i) informal crossings (ii) signage audit: not covered, deferred to next meeting. The Chairman tabled a location map for the new WHS boundary signs, but there was no implementation date as yet.
    3. Parking in Trusloe: the Chairman read out the email he had sent Mr David Croft (Centurion (Western)) updating him on APC’s intentions to carry out a Rural Housing Needs Survey.
    4. Footpaths: (i) Mrs Lewis reported her husband had met Mr Steve Leonard (WC) in August. WC had agreed to install a new signpost on A4361 pointing towards Windmill Hill and would be arranging a meeting with the NT to discuss materials. (ii) Members noted there had been no further progress on APC’s request to resurface footpath 22 and that the project appeared to have been dropped from WC’s 2016/17 list. On the advice of Mrs Milton, it was agreed APC email Councillor Philip Whitehead (Cabinet Member for Highways and Transport) to find out what had happened to the project. Email to be actioned and signed by the Chairman and Dr Bedford.
    5. Possible Ridgeway Traffic Regulation Order: the Chairman tabled a draft letter from the Avebury WHS Steering Committee to Lady Scott as Leader of WC requesting an extension of the existing TRO period to close the Ridgeway year round. He explained that the closure would be from Sanctuary to the beginning of the tarmac on Green Street and to Hackpen Hill. The WHS Steering Committee’s draft had included the need for a plan to avoid displacement from the Ridgeway at summer solstice impacting on visitors, residents and the wider WHS. In discussion it was agreed that a plan to avoid displacement would not only be needed but should also be implemented, and that it should also refer to avoiding impacts on farmers and landowners.  The Chairman invited Mrs Milton to speak. Mrs Milton explained that in the past the Government had objected to a blanket ban on the full length of the Ridgeway and that any closures had to be done piecemeal. The Chairman invited Dr Nick Snashall to give her views. Dr Snashall stressed the Ridgeway represented a reservoir of archaeology particularly from the Bronze Age period and that motor vehicle activity was predominantly destroying this. It was agreed the Chairman consult with Sarah Simmonds (WHS Officer) with a view to amending the letter to include APC’s views.
  10. National Trust update: Dr Nick Snashall gave an update on the work of the NT as follows: ‘As already shared with local residents, our next open meeting with the Parish will be on Tuesday 25th October, in the afternoon.  Invitations have already been put up in a number of locations in the village (and a copy of the invitation was passed to Liz Moore to attach to the minutes of the meeting).  All parish residents are welcome, but we would ask that anyone wishing to attend please book a place (this is due to fire regulations in the Manor which restrict numbers).  Details of how to book can be found on the invitation. This will be an informal open session with key members of the team, followed by a guided tour of the Manor given by Dr Ros Cleal.                                                                                                                        ‘We’re looking forward to celebrating the 30th Anniversary of the inscription of Avebury (and Stonehenge) as a World Heritage Site.  And we’re delighted to be hosting the unveiling of a commemorative plaque in the Farm Yard on Saturday 12 November.  The exact location of the plaque has yet to be agreed, and further details will be shared shortly. The following week, on Saturday 19 November, our Director General Dame Helen Ghosh will be helping to host the 30th Anniversary Conference in Devizes.  It promises to be an excellent day of lectures, including pieces from me (NT Archaeologists Dr Nick Snashall) and Dr Ros Cleal (Curator, Alexander Keiller Museum) as well as visiting experts including Dr Alison Sheridan of the National Museums  Scotland and Dr Serge Cassen of the University of Nantes.                                                                                                                 ‘And finally, we’re planning a range of activities for Halloween.  As always, these can be found on our website, a link to which will be included in our written summary: https://www.nationaltrust.org.uk/avebury/whats-on.’                                                                                                                               The Chairman thanked Dr Snashall for the update.
  11. Provision of toilet facilities: Mr Stacey reported on a preliminary meeting with Mrs Tomlin and Ms Hosie that had taken place on 26 September to discuss the progress of the plan to improve the Coach House conveniences. (Summary note of the meeting previously circulated to members and see appendix 2). Mr Stacey referred to point 12 and explained the conveniences would be opened longer hours when the food facility was open in Easter. In discussion the following points were made:
    1. NT had no staff capacity to open the Farmyard toilets earlier than 10am.
    2. A solution might be to recruit volunteers from the community to open the Farmyard toilets.
    3. Additional signage outside the Coach House toilets in the High Street could be put in place to guide members of the public to the main Farmyard toilets.
    4. A budget including the costs of maintaining a toilet facility needed to be researched and that a large part of the maintenance costs would be attributed to repair of repeated vandalism.

    It was recognised that improvements to toilet facilities in the WHS could not be progressed any further by APC at this stage and it was agreed that the issue should be brought to the attention of the WHS Steering Committee. It was agreed the Clerk write to the WHS Steering Committee to request that it consider the issue.

  12. Defibrillator for Avebury: work in progress.
  13. Avebury Day: the Avebury Day 2016 Souvenir Programme was tabled, see appendix 3. Mrs Paradise reported income and expenditure was in the process of being collated. She said the event had been a great success despite the rain with 406 people from the Parish taking part in the sit-down community lunch and 760 additional people coming through the gates. Mrs Paradise expressed thanks to all those involved. It was agreed the Clerk write to the Avebury Day Committee to thank them for organising Avebury Day for a second time and for creating such a fantastic community event.
  14. ACSReC: Mrs Paradise reported:
    1. There had been no ACSReC meeting last month due to the non-availability of several members but a meeting would be arranged shortly to discuss fundraising and to finalise the priority capital expenditure projects and draft budget. Members noted APC was not egible to apply to MAB for help with funding the roof repairs and an alternative way forward needed to be sought via ACSReC and further meetings with others such as MAB.
    2. Request for alteration to ACSReC Terms of Reference: a paragraph was tabled for consideration. Clerk to put request on next meeting agenda.
    3. MAB funding for Pavilion: see item 14. a.
    4. Renewal of sports-field lease: a meeting with the NT had been arranged for Monday 10 October to discuss APC’s proposals.
    5. Possible need for planning permission for new noticeboard: the Chairman reported Mr Mike Wilmott (Head of Development Management, WC) had advised that local authorities, which included Parish Councils, had permitted development rights and the notice board could be erected without planning permission. The Chairman explained that subsequently Mrs Jan Tomlin had emailed to express concern that the NT’s permission should have been obtained, and that the board was too tall, was in the wrong position and should be removed. She had suggested that a meeting should be held to consider options and should include Sarah Simmonds. Members noted observations that the noticeboard could affect views of the Henge and was on or near an Anglo-Saxon burh. The Chairman reported Sarah Simmonds (WHS Partnership Manager) had suggested a meeting should be arranged of all involved. It was agreed a meeting and site meeting to be arranged by ACSReC.
    6. Permanent capping off of the old water supply and new outside tap: Mr Brotheridge reported both works had been completed.
    7. Banking: in progress.
  15. Capping town and parish council precepts: email from Lady Scott (Leader WC) and WALC (previously circulated to members). The Chairman explained DCLG was running a consultation that proposed capping the level of precept given to Parish Councils. He said Lady Scott was lobbying against this as she felt the level of precept should be decided locally and not by central government. A referendum would also impose extra costs on the town or parish that chose to have one, putting additional pressure on the precept. WALC was also urging parish councils to respond to the consultation. In discussion members agreed fully with the views of the Lady Scott. Action: Clerk to write to Lady Scott to express APC’s support of her plans to lobby against the capping of town and parish councils in the new 2017/18 finance settlement. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
  16. Local issues: the Chairman reported:
    1. Invitation to unveiling of WHS plaque: APC members were welcome to attend the 30th anniversary event that was taking place at 11am on 12 November.
    2. Planters in High Street and community planter day arrangements: work in progress.
    3. Tarmac footpath adjacent to Red Lion car park wall and A4361: repair work was currently in progress to fix a loose curb stone, but resurfacing did not currently meet WC intervention levels.
    4. Reinstating verge on A4361 near NT main car park: WC’s response was that the verge did not meet intervention levels but could be added to the Parish spreadsheet as discretionary works. Mrs Paradise tabled a photograph of cars parked on the verge as evidence. She said vehicles parking illegally either side of the field entrance meant that farm vehicles could not easily enter and exit and proposed that the solution was for WC Highways to put topsoil on the verge and create a grass bank. The Chairman invited Dr Snashall to speak. Dr Snashall advised that the County Archaeologist should be consulted if a grass bank was to be created. It was agreed that Mrs Paradise and Ms Hosie would work together to take the project forward. Mr Stacey asked if APC could add the Avenue layby to the works as another area that could be rebuilt as a green bank.
    5. URC Chapel: Mrs Suzanne Stimpson had apologised as her husband had been ill and they had not yet been able to respond to APC’s request for financial information, but would do so shortly.
    6. Jetting of culvert in Beckhampton: the work was on WC’s to do list.
    7. Footpath clearing along A4 at West Kennett: to be referred to the Parish Steward.
    8. Community Wi-Fi and Broadband speeds: Mr Campbell was assisting Mrs Lewis with research.
  17. Communications: combined July, August and September Headlines submitted for October Edition of UKN.
  18. Correspondence: the Chairman read out an email he had received from a resident asking that he pass on a request to the NT.  The resident thought it was important to prevent people exiting the small NT car park through its entrance, and said that the No Entry sign on the inside of the wall by entrance was now completely white and needed to be replaced. The resident felt this was an accident waiting to happen. Ms Hosie agreed to take the request away for review.
  19. Finance and admin:
    1. Improvements to Parish Council web site: the Clerk reported costings not yet received from Kate Fry.
    2. Additional bandwidth: the Clerk reported she had ordered additional bandwidth due to website going down on 16 September and that the approximate additional annual cost was £35.
    3. Income received including WC precept: the Clerk tabled APC’s cash book for review by members. It was noted the half year internal audit would be booked by the Clerk.
    4. APC budget for 2017-2018: the Chairman said members could put forward requests for items to be added to the budget and that its first draft would be considered at the November meeting.
    5. Review of Financial Regulations, Standing Orders and TOR of Committees: work in progress.
    6. VAT registration status, payments: not covered.
    7. Training for Councillors: Mrs Lewis reported that training would be in the New Year.
    8. The approved minutes of ACSReC meeting: not applicable.
    9. Cheques for payment and cheques for ratification: the Chairman reported Thames Water had incorrectly addressed the bill for the water supply to the Pavilion and that had resulted in a late payment notice being issued. It was resolved to ratify the cheque written to Thames Water on 16 September 2016, to ratify the order for additional bandwidth and for the following cheques be paid. Proposed by Mr Campbell, seconded by Mr Brotheridge and carried unanimously.
      1. ACC: grass cutting to 30 September 2016 (remaining sum due)                                                                                           £212.50
      2. Thames Water Utilities Ltd: water charge for Pavilion               £23.19
      3. Grant Thornton UK LLP: fee in respect of 2016 Annual return (including VAT)                                                                          £120.00
      4. Fiona Wood: cleaning materials and cleaning of Pavilion on 6, 13, 20, 27 September 2016                                                                    £107.35
      5. Liz Moore: Clerk’s overtime and expenses: 22 August – 21 September 2016                                                                             £265.34                Cheques were signed by the Chairman and Mrs Lewis.
  20. Date of next meeting: 7:30pm on Tuesday 1 November 2016 at the Social Centre.
  21. Any other business:
    1. Mr Brotheridge advised that a ‘Not Drinking Water’ prohibition sign was needed for the outside tap. Clerk to action request.
    2. Mrs Paradise requested that a form be added to the web site so that the public could propose agenda items. Clerk to ask Kate Fry for costings.
  22. The meeting closed at 21:35.                                                                 Appendices: (included in the book of Parish Council papers):                              1. Example standard WC Rural Housing Needs Survey to all households              2. Summary note by Mr Stacey                                                                               3. Avebury Day 2016 Souvenir Programme

6 September 2016 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 6 September 2016 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, AYFC for Avebury Youth Football Club, EH for English Heritage, LGA for Local Government Act, 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.

Time Started: 19:30

  1. Public question time: There were no members of the public present.
  2. Present: Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Jon Campbell, Mrs Lynzey Paradise and Mr Stephen Stacey. In attendance: Miss Liz Moore (Clerk) and, from part-way through item 7 to the end of item 10, Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape) and Ms Catherine Hosie (NT Rural Surveyor).
  3. Apologies: Councillors Dr Mike Bedford (Vice Chairman), Mr David Brotheridge, Mr Terence O’Connor and Ms Zandria Service.
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 27th July 2016: Unanimously agreed as an accurate record. Proposed by Mr Campbell and seconded Mrs Paradise. The confidential notes were received and signed and dated by the Chairman. [The meeting was temporarily adjourned for a couple of minutes whilst members investigated someone wandering around at the back of the building. It was a member of staff from the Circle Nursery.]
  6. Matters arising from the minutes: none.
  7. Planning applications + results: including
    1. Listed Building Consent to fix an entrance sign to the Manor garden wall into existing fixings (sign 1200mm x 800mm). Ref: 16/06632/LBC. Members noted the Clerk had emailed them with the application and had submitted a response of no comment on behalf of APC.  Members ratified that decision.
    2. Advertisement Consent to erect one free standing welcome sign at Avebury Visitor Car Park, Avebury. Ref: 16/07142/ADV. Plans were tabled and considered. It was noted the board would be 1.8 metres high and in discussion three points were made (i) the sign was only in English (ii) was not very ambitious for a WHS and (iii) could include a welcome from the community. However it was agreed that none of these points were material planning considerations. It was resolved to offer no objection to the planning application. Proposed by Mrs Lewis, seconded by Mr Campbell and carried unanimously.
    3. Full Planning Consent for change of use of existing detached granary building and associated alterations to provide single consulting treatment room for chiropractor / other therapist at Manor Farm, Bray Street, Avebury. Ref: 16/07094/FUL. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously.
    4. Work to Trees in a Conservation Area to fell one dead Walnut tree at Truslowe Manor, Bray Street. Ref: 16/08080/TCA. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously.
  8. National Trust update: summary: Jan Tomlin gave an update on recent Trust local events including its Feast of Food, its Summer of Play, yoga sessions in the Manor Gardens, archaeological landscape walks and a Craft Fair. Nationally, the Trust’s new media advertising campaign was being launched that week.  Locally the Trust would continue to focus on its key strategy of “Land, Outdoors and Nature” and was hosting an exhibition of local artists’ work in the Manor Gardens. The Trust would be providing support to Avebury Day, and had submitted advertising consent for a welcome sign beside the footpath from its main visitor car park as part of a national programme of improved signage. Work on the Trust’s toilets in the farmyard, the café and the coach house was due to start in November and should be completed by the end of the year dependent on work progressing smoothly.  Once complete, the main visitor toilets would remain those in the farmyard.  The Coach House toilets would be open when the food outlet was open and over particularly busy periods, and the Trust would continue to buy in additional portable toilets when required. A member of the Parish Council asked whether the toilets could be opened outside normal visiting hours.  Jan Tomlin said this was not currently being considered, but agreed to forward a number of potential dates to the Clerk for a meeting to discuss the issue. Following a question about the National Trust’s strategy for visitor activities, Jan Tomlin outlined the balance between conservation, open access and visitor experience.  In a nutshell, the Trust keeps conservation at its heart and engages with visitors to share its cause and encourage support for its work.  Jan Tomlin also provided a brief and high-level overview of the NT’s accounting principles and processes. On opportunities for information in languages other than English, Jan Tomlin explained that there was insufficient space on its new welcome sign for other languages, but there may be options elsewhere. In discussion it became clear that planning permission had not been sought for the new signboard on the sportsfield. APC would check whether planning permission was required.
  9. National Trust issues including:
    1. Preliminary discussion on identifying possible joint future projects. To be developed.
    2. Temporary closure of National Trust toilets in the High Street: the Chairman said the Parish Council had received representations from people in the village about lack of facilities with the result that visitors were relieving themselves in open public areas. The question was asked how both organisations could improve the situation. Mrs Tomlin welcomed the question and made the following points:
      1. NT objective was to try to pull visitors away from the main High Street to the Farmyard to minimise erosion on the Henge and congestion and noise in the residential area.
      2. The toilets in the High Street were owned by the NT and as such were not public toilets and there was no charge for the facility.
      3. The NT had experienced extreme negative issues opening toilets after hours and Mrs Tomlin gave an example of anti-social behaviour that had occurred at the NT’s Lacock site.

      Members felt they had a better understanding of the Trust’s concerns. It was agreed to organise a joint meeting to work together on the issue and seek to address community concerns. Mr Stacey to represent APC with any other interested members. Mrs Tomlin explained she had already instructed a project manager from 1 September, who was currently looking at budgets and diagrams and therefore the meeting would need to be arranged swiftly. The Chairman thanked Mrs Tomlin. He said the Trust’s experience elsewhere was valuable and APC could look at the possibility of supporting a scheme.

    3. Welcome by the community on ‘welcome’ sign by main car park: Mrs Tomlin explained standard signs were being rolled out at every NT car park, wording was restricted, the signs were being part-funded centrally and that she had very little flexibility in terms of budget. Mrs Tomlin added she had spoken to Sarah Simmonds (WHS Officer) and agreed reference to the WHS site would be on the sign. A question was asked as to whether English was the only language used and typical of all sites and whether the sign could be easily refigured. In answer to the first question Mrs Tomlin said she was not sure. She suggested that a joint welcome might be included on a parish notice board.
    4. Provision of defibrillators: Mrs Lewis reported the MAB would consider co-funding a defibrillator and gave an example of MAB recently funding half the cost of a defibrillator for Broad Hinton. Mrs Lewis advised the South West Ambulance Scheme was currently open and there was an up-front fee of £1,800.00 (ex VAT). It was noted the NT-owned defibrillator in the Farmyard offices was in practical terms for use within a 400 yard radius and therefore could not be moved. See item 12 for decision. The Chairman thanked the NT and added APC would be in contact shortly with Ms Hosie about the lease of the sportsfield.
  10. Transport Group: including:
    1. Extension of 30 mph limit on Swindon Road: the Chairman read out an email he had received from Mr Steve Hind (WC Highways) and members noted the project implementation date was the 28 October 2016.
    2. A4 improvements: the Chairman reported Steve Hind was currently in the process of obtaining a response from Atkins, WC’s design consultants, and would be in contact with APC soon afterwards. Mrs Paradise asked if APC had any proposals to make improvements on the A4361 near the NT’s main car park and to re-instate a verge that had become an informal layby. It was noted that part of the road was marked with double yellow lines and people could be fined if they parked on either the road or the verge. APC could request WC to reinstate the verge. Action: Clerk to log request with WC’s on-line service.
    3. Other works in pipeline: (i) Informal crossings (ii) signage audit: the Chairman stated there was no further progress to report.
    4. Parking in Trusloe: the Chairman said he had informed Mr David Croft (Centurion Western) that APC was considering carrying out a Rural Housing Needs Survey and was interested in facilitating a joint project. APC / Chairman to email Mr Croft with APC progress update.
    5. Members noted that the replacement of the little culvert adjacent to Galteemore Farm in Beckhampton and the replacement bridge was the same project. WC’s revised start date was 3 October and the road would be closed for four weeks until 28 October.
    6. Resurfacing of footpath 22 in Bray Street: Clerk had logged request with WC’s on-line service, members were waiting for a response from WC.
    7. Footpaths and byways: deferred to next meeting.
  11. ACSReC: including
    1. Items from APC 27 July meeting: priority capital expenditure projects and final draft budget deferred to next meeting in October.
    2. Renewal of sports-field lease: the Chairman stated the next item was confidential and it was advisable in the public interest that the public and press be temporarily excluded. In discussion the following items were considered:
      1. Heads of Terms (draft template previously circulated to members): members discussed the essential/non-essential terms APC required and it was agreed further research needed to be done on insurance.
      2. Covering letter (draft letter previously circulated to members): it was agreed the letter be revised to include Mrs Paradise and Mr Stacey as APC’s representitives for a meeting with Catherine Hosie. Proposed by Mrs Lewis, seconded by Mr Campbell and carried unanimously. Action: Clerk to email the updated letter to Ms Hosie.
    3. Progress report by Mr Brotheridge on permanent capping off of the old water supply: deferred to next meeting.
    4. New outside tap: deferred to next meeting.
    5. Banking: deferred to next meeting.
  12. Defibrillator for Avebury: members resolved in principle to purchase a defibrillator in 2016/2017. Mrs Lewis and Mrs Paradise to work together on draft application to MAB for funding. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously.
  13. Housing Needs Survey: it was resolved the Clerk to instruct WC to carry out a rural housing needs survey. Proposed by Mrs Paradise, seconded by the Chairman and carried unanimously.
  14. Local issues: the Chairman reported:
    1. URC Chapel: the Chapel Steering Group had organised a mail drop to residents on 14 August (see appendix 1). A company / charity called Avebury Sacred Trust had been set up and the group was in the process of fundraising to complete the purchase of the Chapel for £150,000 and was asking for help with fundraising and donations. In discussion members felt they did not have sufficient information to consider giving a donation and would need to see a budget and have other details before making a decision. Action: Clerk to write to the Chapel Steering Group to request further financial information.
    2. The glass had been replaced in Community Shop notice board. Members expressed their thanks because the works had been financed by an anonymous individual.
    3. Tree and hedge cutting in Trusloe and in High Street: (i) the lower branches of two trees on the grass triangle near the Red Lion PH had been obscuring driver’s visibility and had been removed by two members of the Parish Council with help from the Farthings. (ii) a member of the public had previously requested that a tree’s branches be cut back from the highway in Avebury Trusloe. The tree was on private land and it was agreed the Clerk would write to the owners.
    4. Street cleaning in High Street, strimming in Church Walk / Hunters Walk and Trusloe: ordered: completed.
    5. Planters in High Street: work in progress to move a planter and the Chairman suggested removing plants and compost before commencing work. In addition, it was noted all the planters still needed attention. Mrs Paradise to organise a Community Planters’ Day for people in the High Street to rejuvenate their planters and or transfer responsibility to another household.
    6. Jetting of culvert in Beckhampton: WC only had one machine in the county and was waiting for it to become available.
    7. Footpath clearing along A4 at West Kennett: to be referred to the Parish Steward.
    8. Tarmac footpath adjacent to Red Lion car park wall and A4361: issue of rough surface / need for resurfacing raised by a member of the public at 5 July meeting. Action: Clerk to order the work via WC’s online service.
    9. Pothole on the Avenue: ordered: WC response: ‘The issue you raised does not meet our intervention levels. We will continue to monitor this area during regular highway inspections.’
    10. Community Wi-Fi and Broadband speeds: no further update.
  15. Communications: the Chairman reported APC ‘Headlines’ had not been submitted to the August edition of UKN as there was not enough to report. Notice of completion of audit by the external auditors to be published on APC web site by the Clerk.
  16. Correspondence: the Chairman/Clerk reported:
    1. There had been several requests by members of the public to make the Parish Council website more village friendly including putting in a new page to include more local information and the Clerk had suggested including an option for the public to subscribe to an APC e-mailing list. Action: Clerk to contact Kate Fry for information and pricing.
    2. Email from John Skinner (Calne Our Place 2016 Initiatives to Promote Tourism in Calne and Neighbouring Villages). Request for a list of anything parishes wished to promote for a pilot promotion of the A4 highway. Members noted they had already considered the request and declined the offer. Action: Clerk to request APC is taken off e-mailing list.
    3. PEAS Scheme for 2016/17 and application for Parish Emergency Assistance Kit. Members considered if any additional equipment would be required and it was decided no extra supplies needed.
    4. Community First AGM Wednesday 12 October (5:30pm – 7:15pm). Members noted they could consider nominating a group or individual for an award but would need to do so by that Friday.
    5. Race to the Stones: the organisers had apologised for inconvenience caused by shuttle bus parking across Rawlins Park entrance at 5:30am on the Saturday. The organisers had also experienced other issues and would be using an alternative supplier the following year.
  17. Finance and admin: including:
    1. Accounts Audit year ended 31 March 2016: the Clerk reported Grant Thornton had completed the review of the annual return and a clean audit report had been given aside from an advisory note that stated the Responsible Financial Officer should sign Section 2, the Accounting Statements prior to the meeting at which Section 2 is approved. [See appendix 2 for Section 3, external auditor certificate and report 2015/16].
    2. Review of APC’s Consultation Process (due 1 Sept): members considered reviewing the policy document and decided it should be reviewed in September 2017.
    3. Avebury Emergency Planning and Snow Plan: work in progress by Mrs Lewis and Mrs Judy Farthing.
    4. Review of Financial Regulations, Standing Orders and TOR of Committees: work in progress.
    5. VAT registration status, payments: nothing further to report.
    6. Training for Councillors: members noted the cost for new Councillor Training was £250 + VAT (1-10 Councillors). Mrs Lewis to request further dates from Katie Fielding at WALC.
    7. Cheques for payment and cheques for ratification: it was resolved that the following cheques be paid. Proposed by Mr Campbell, seconded by Mrs Lewis and carried unanimously.
      1. ACC: grass cutting April 2016 to July 2016                                £637.50
      2. S.Merrett Services: weed-killing on Sports-field (incl VAT)        £282.00
      3. Avebury Day: donation from APC                                               £500.00
      4. Southern Electric: electricity for Pavilion 25 May – 18 Aug 2016 (incl VAT)                                                                                           £63.98
      5. Fiona Wood: cleaning materials and cleaning of Pavilion on 5, 13, 19, 26 July 2016                                                                               £108.95
      6. Avebury Social Centre: rent for May 3, June 7, July 5, Sept 6   £16.00
      7. Liz Moore: Clerk’s overtime and expenses: 22 July – 21 August 2016                                                                                           £52.75[Cheques were signed by the Chairman and Mrs Lewis].
  18. Date of next meeting: 7:30pm on Tuesday 4 October 2016 at the Social Centre.
  19. Any other business: none declared.
  20. The meeting closed at 21:55.

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

  1. Newsletter from Avebury Chapel Steering Group – dated August 2016
  2. Section 3, external auditor certificate and report 2015/16. Not seen by the meeting but added subsequently.