18 May 2017 Ordinary Council Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Thursday 18 May 2017 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, AWHS for Avebury World Heritage Site, EH for English Heritage, FWO for Fyfield and West Overton Parish Council, MAB for Marlborough Area Board, NT for the National Trust, SSE for Scottish and Southern Electric, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Started: 19:16

  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 Dave Brotheridge (left the meeting part way through item 9), Mr Jon Campbell, Mr Terence O’Connor (from part way through item 9), Mrs Lynzey Paradise, Mr Stephen Stacey and Ms Zandria Service. In attendance: Miss Liz Moore (Clerk).
  3. Apologies: Wiltshire Councillor Jane Davies.
  4. Declarations of interest: Mrs Paradise declared she was married to a member of the Avebury and District Club’s Committee that had put in a planning application for work to trees (see item 10.c). Declarations of interest were also received later under item 10.b. from Mr Williamson who said he was also Chairman of the Avebury WHS Steering Group.
  5. Minutes of meeting held on 2 May 2017: Unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mr Stacey. The confidential meeting minutes under item 6 on NT relations and item 13 on ACSReC lease were accepted as an accurate record. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously.
  6. Matters arising from the minutes:
    1. Item 10.a. Emma’s Country Kitchen: the Clerk read out Mrs Jan Tomlin’s (General Manager, Wiltshire Landscape) email response that declined a meeting with APC on the basis of client confidentiality. In discussion members asked why the NT had not given APC a prior ‘heads up’ of their plans and it was noted that a meeting need not be confidential. It was agreed that the Clerk respond to Mrs Tomlin to state there may have been a misunderstanding as members were not necessarily requesting a meeting with the NT’s client, simply a meeting with the NT to put forward the community’s views.
    2. Item 10.b. driving at 30 mph: the Chairman said the request for residents to drive at 30 mph or less in the 30mph limit area would be going into UKN. The aim was to change driver behaviour of others to keep within the speed limit.
    3. Item 10.c: the Chairman reported he had spoken to Martin Cook of WC highways about parking restrictions in the High Street. The current planters’ scheme was the only option short of a full residents’ parking scheme.
    4. Item 14.d: Replacement planter: thanks were expressed to the Paradise family for collecting and replanting the planter in the High Street.
  7. Membership: Members discussed co-option to the remaining seat on the Parish Council and it was agreed by all that Dr Mike Bedford be invited to re-join. It was proposed by the Chairman and seconded by Ms Service to co-opt Dr Bedford to the Parish Council. Carried unanimously.
  8. National Trust update, dialogue and progress: The Chairman stated that in view of the confidential nature of the business that was about to be transacted in this item and the next on the Coach House toilets it was advisable in the public interest that the public and press be temporarily excluded. Proceedings recorded in a confidential minute up to and including item 9.
  9. Improving opening hours of Coach House toilets including:
    1. trial period and lease agreement
    2. extending MAB grant period
  10. Planning:
    1. NT request for informal advice on new gates at the Manor: the Chairman tabled the documentation provided by Ms Catherine Hosie (NT Estates Manager) and additionally reported he had emailed Ms Hosie to clarify two points. Mrs Paradise read out the covering letter sent by the NT to APC. In discussion members noted the plan included replacement of six solid wood gates to be installed in the Manor Garden and it was agreed everyone was happy with the NT’s proposal. Action: APC to write to Ms Hosie to confirm there were no questions from the Parish Council.
    2. Mobile phone mast in WHS behind The Bell PH. Ref 17/03498/PNTEL: Mr Campbell stated he had experience working in the industry and advised more masts would be needed to provide a service in dips in the landscape. Both he and Mrs Paradise felt the mast was progress and there was a need for some compromises especially as there was no signal along that stretch of the A4, which meant that telephone and conference calls simply disconnected. Mr Stacey pointed out that SSE had gone to great lengths and costs a few years ago to bury the electricity cables to enhance the landscape at Overton Hill. In discussion members agreed it was important to have better telephone signals but to request that the provider bear in mind the sensitivity of the site and explore all other possible options. Action: APC to respond to the National Infrastructure Consultation to request that the applicant review the location of the proposed mast and explore all possible alternative sites that would maximise mobile phone signals for West Kennett, Beckhampton, Avebury, Avebury Trusloe and the A4, and minimise visual impacts on the World Heritage Site in line with local plans.
    3. Work to trees in a Conservation Area to fell 3 Sycamore trees at Avebury and District Club. Ref: 17/04520/TCA. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Ms Service, seconded by Mrs Lewis and carried unanimously.
  11. Housing Needs Survey: deferred to 6 June meeting.
  12. Defibrillator for Avebury: Mrs Lewis reported the installation of the defibrillator on the outside of the Social Centre was booked for early June (5 June for the electrical works) and members agreed they would explore funding a defibrillator for Avebury Trusloe. The Chairman reported that local postman Mr Mick Moylan had given a donation of £100 for use towards the defibrillator in the High Street or for one in Avebury Trusloe. Members were very grateful for his generosity and signed a thank-you card for him.
  13. ACSReC: Members discussed future leasing options. Item deferred to next meeting.
  14. Local issues: the Chairman reported the Parish Steward had strimmed the grass on footpath 22 and members noted the grass highway verges in Beckhampton and West Kennett had been cut to a high standard. Mr Campbell reported the footpath running next to his house at 1 Trusloe Cottages needed strimming and Mrs Paradise said the verges in Frog Lane were also in need of attention. Action: Clerk to log requests on WC on-line system. Mr Campbell and Ms Service additionally reported two separate health and safety issues in Avebury Trusloe regarding tree branches overhanging SSE power cables along a footpath next to AHA land and along Bray Street. It was agreed Mr Campbell email the Clerk with further details and a letter be sent to either AHA or SSE.
  15. Communications: none
  16. Correspondence: the Clerk reported a thank you email (previously circulated to members) had been received from local resident Mrs Kathy Hole for the replacement panel in the Swindon Road bus stop.
  17. Finance and admin including:
    1. Quotations for Parish Council insurance renewal due 1 June 2017 (previously circulated to members). It was noted three quotations had been received ranging from approximately £767 to £820 for one year or £729 to £780 annual fee for the first year in three year Long Term Agreements. In discussion members noted their existing supplier Zurich had reduced its quote following a query but was £16.50 higher than the lowest quotation for a three year LTA. Members noted APC had submitted no claims in the last three years and that APC had been with Zurich for the past 10 years. Members agreed that continuity was important along with the fact that Community First who administered the policy benefited too. It was resolved to purchase Parish Council insurance with Zurich through Community First for a three year LTA at £745.06 for the first year. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
    1. Annual Return 2016/17: the Clerk reported the end of year internal audit had yet to be carried out and therefore approval of section 1 and 2 of the Annual Return was deferred to 6 June meeting.
    2. Councillor Training: Mrs Lewis reported she had booked the training date with Katie Fielding at WALC for the 7 June.
    3. Cheques for payment and cheques for ratification:  it was resolved that the following cheques be paid. Proposed by Mr O’Connor, seconded by Mr Campbell and carried unanimously. Cheques were signed by the Chairman and Mrs Lewis.
          1. John Giles: replacement of panel in Bus Stop and remedial work to stabilize notice board at Beckhampton (including VAT)                                                                       £168.00
          2. Community First: membership renewal 2017/18    £40.00
          3. Social Centre: rent Feb 7, March 7, April 4, 25, May 2, 18                                                                                 £26.50
  18. Date of next meeting: 7:30pm on Tuesday 6th June 2017 at the Social Centre.
  19. Any other business: none declared.
  20. The meeting closed at 9:03pm

 

31st May 2017 ACSReC Agenda

Avebury Parish Council

A meeting of Avebury Community Sports and Recreation Committee (ACSReC) will be held in the Pavilion, Avebury Sports Field at 7.30pm on Wednesday 31st May 2017

All members of the public are welcome to attend.                               Maggie Lewis, Secretary ACSReC

Agenda

  1. Apologies for absence
  2. Declarations of interest
  3. Minutes of last meeting and matters arising
  4. Budget
    1. Financial statement
  5. Lease Renewal (confidential session)
  6. Fundraising suggestion from Kennet Community Minibus
  7. Groups
    1. Community Orchard Group
    2. Football Club
    3. Cricket Club
  8. Date of next of meeting

 

 

 

 

2 May 2017 Ordinary Council Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 2 May 2017 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, AWHS for Avebury World Heritage Site, EH for English Heritage, FWO for Fyfield and West Overton Parish Council, 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 was one member of the public present, Mrs Jane Davies (prospective Wiltshire Councillor), for part of the meeting up to item 8. No questions were asked.
  2. Present: Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Terence O’Connor, Mrs Lynzey Paradise and Mr Stephen Stacey. In attendance: Miss Liz Moore (Clerk) and Councillor James Sheppard up to item 8.
  3. Apologies: Councillors Dave Brotheridge and Jon Campbell.
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 4th April 2017: the Chairman read out an email received by the Clerk that day from Mrs Jan Tomlin (General Manager, Wiltshire Landscape) regarding the accuracy of the minutes. He also read out an email he had received on 27 April from Mrs Tomlin and his email response that had attached a copy of APC’s Code of Conduct. In discussion it was noted it was only APC members who could decide on the accuracy of the minutes and that, whilst others could comment, no detail on the accuracy of an individual item had been given by the NT. The minutes were approved after item 6 and unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mrs Lewis.
  6. Matters arising from the minutes: The Chairman stated that in view of the confidential nature of the business that was about to be transacted it was advisable in the public interest that the public and press be temporarily excluded. Proceedings recorded in confidential minute. Members discussed issues raised by email from the NT concerning the last APC meeting. The views of those who attended the meeting differed from those of the NT. It was agreed that the Parish Council would very much like the NT to engage with it as set out in the confidential minute. Action: APC to respond to Mrs Tomlin’s email. Councillor James Sheppard to attend APC’s next meeting on 6 June.
  7. National Trust update/dialogue: not covered as the NT had not been present.
  8. Improving opening hours of Coach House toilets: Mr Stacey tabled his report (see appendix 1). Mr O’Connor asked how APC had become involved in offering money to the NT. The Chairman explained that last summer members of the public including Mr John Wilding (Manager, the Henge Shop) had brought the issue of lack of toilet facilities to the attention of APC. APC had decided to represent these concerns, and to take proactive steps by seeking management and financial resources to assist the Trust, and the community had subsequently offered funding. The Chairman reported further to APC’s letter to AWHS Steering Committee that the following points had emerged from WHS Steering Committee meeting on 25 April; the WHS Steering Committee took the view that (i) there should be adequate facilities for people to visit the WHS comfortably and that (ii) relevant partners should get together to have a discussion to find a resolution to the situation, including Wiltshire Council. Further to Mr Stacey’s report APC considered whether the principle of a commercial lease was acceptable. The Chairman suggested that if the Coach House toilets and Café were open at busy times the NT should pay for a proportionate amount of running costs. In discussion members felt APC should not be expected to take on a lease because APC did not receive visitor income and other APC commitments for the community would suffer. A doubling or more of the precept for the purpose of funding NT toilets was not a realistic option. If however WC was formally involved it might be possible to request a contribution of about half the costs i.e. about £5,000 a year and to ask the NT for a contribution of about £5,000 pa whilst APC might cover some extra costs. It was noted Jane Davies had offered to speak to WC. Action: APC to consider in June when (i) more figures were available, (ii) members had looked at other NT sites and (iii) APC had talked to WC and others about making a contribution. Mr Stacey to report back after next meeting with NT. Mr O’Connor asked whether Lacock had similar issues; Mr Stacey said that although Lacock was an open access site like Avebury, the village was largely owned by the Trust.
  9. Planning applications:
    1. Full planning and listed building consent for removal of existing rear conservatory and erection of a single storey rear extension and first floor rear extension, with conversion of barns to provide enlarged residential and ancillary guest accommodation and swimming pool plant room at Galteemore Farm, Beckhampton, SN8 1QJ. Ref: 17/03045/FUL and 17/03774/LBC. Plans were tabled and considered. It was noted the application was a resubmission of an application that had been considered by APC’s Planning Committee in April 2015 and APC had supported the development without conditions. It was resolved to support the application without conditions. Proposed by Dr Bedford, seconded by Mrs Lewis and carried unanimously.
  10. Review of the Annual Village Meeting held on 25 April 2017:
    1. Emma’s Pantry: the NT had provided APC with a newsletter mid-March, which informed readers that a converted horsebox run by Emma’s Country Kitchen would be popping up in the NT’s main car park soon. Members were concerned that the feature in the NT’s newsletter was the first time APC had heard of the proposal and that APC had not been previously consulted about this new business development in the village. Concerns had been raised by several people at the annual village meeting on 25 April and the Chairman said he had been approached by a number of residents, including Mr Brian Vickers and Mrs Sara Spratt, both residents in the High Street. Mr Vickers had expressed concern about the impact of Emma’s Pantry on Teas for Tourists especially Easter Monday trading. Mrs Paradise stated both she and Kate Fry, also residents in the High Street, had approached Emma’s Pantry and obtained feedback that the caterers were aware of the need to avoid competition and that they did not want to upset the village or be controversial. The trial was however proving successful and they were hoping to stay. It was noted that the opening times for the catering van were 10am – 6pm but that it also opened earlier for festivals. In discussion members expressed concern as to whether there was a need for another food outlet and the following issues were raised: (i) the caterers were using an A-board to advertise the business, contravening WHS objectives to minimise advertising and signage (ii) concern about increased litter as food sold was to take away (iii) the lack of toilet facilities when the catering van was trading outside of NT opening hours and hence toilet opening hours (iv) the increased commercialisation of the site and changing its character (v) reduced car parking spaces (vi) the fact the NT was reviewing the project in the light of visitor experience but not of those of people living and working in the village. The Chairman referred to Sara Spratt’s email to the NT (previously circulated to members) and members noted her points. The NT’s response had made clear the catering van was actually on a trial until 14 May. Members understood that any feedback to the NT would need to be sent by 18 May which was the day the NT would be discussing results of the visitor experience. In discussion, it was suggested that the number of days Emma’s Pantry was closed and others such as Teas for Tourists were open should be by agreement and that this should come from the community. Mr O’Connor reminded everyone that with regards to the opening of the new shop in Green Street the NT had stated it had been careful not to let the building to a conflicting business and questioned why the same principle appeared not to apply to Emma’s Pantry. Dr Bedford expressed his deep concern that profits would be going to a private company outside the community and that only a fraction of the income generated by Emma’s Pantry would be going to the NT. This was not an effective use of visitor spend for local activities, and Mrs Paradise said it would have been more understandable if the catering van had been owned by the NT. The Chairman said the WHS Management Plan stated that the local community should receive benefit from economic activities and questioned whether income for them would be correspondingly reduced. Members queried whether the trial was for 28 days per year or for a longer period. It was felt strongly by all members of the Parish Council that they very much wanted to discuss and consult on the project in a spirit of partnership with the NT. Action: APC to ask for the NT’s meeting on 18 May to be deferred so that the community’s views could be taken into consideration as well.
    2. It had been suggested locals could reduce traffic speeds on Swindon Road by doing 30mph. Action: Chairman to include a paragraph in APC’s Headlines for UKN to ask residents to drive at 30 mph.
    3. A request had been received for a sign to deter visitors from parking in the High Street. Mrs Lewis said it was her understanding no one had a legal right to park outside their own house on the public highway. In discussion members noted APC had considered a residents parking scheme in the past but it would require considerable signage and road markings, and problems arose with people visiting local institutions and homes. WC Highways had agreed the approved signage that was currently in place. Mrs Paradise felt that the ‘no tourists parking’ sign should be reviewed as it was her opinion people disregarded the word ‘no’. Other members felt the sign did its job. Action: APC to write to Martin Cook (WC Highways) to enquire about options. Mrs Paradise also requested that APC write to the Church, the Social Centre, the Henge Shop and the Community Shop, and not only the Circle Nursery as suggested at the village meeting, to request assistance in ensuring visitors did not block the High Street. Action: deferred to APC’s June meeting.
    4. A member of the public had noted at the annual village meeting that the minutes of the annual parish meeting last year showed that the NT had listed support for the community by helping to finance the sports-field noticeboard, but queried whether it had paid. Action: agreed later in the meeting at item 13.
  11. Transport issues:
    1. A4 projects at Beckhampton and West Kennett: Dr Bedford reported at the last meeting with Steve Hind (WC Highways) it had been agreed with the support of Sarah Simmonds (WHS Officer) that both projects should move forward together.
    2. Cyclothon update: Dr Bedford confirmed the money being raised would be going towards transport projects including the A4 project.
    3. footpaths and signage update: Dr Bedford said he had logged footpath 22 again on the WC online system.
    4. request for gravel track on Nursery site in Avebury Trusloe: Mrs Paradise reminded everyone that the request from the village meeting had been for small actions / interim improvements for the parking in Avebury Trusloe and members agreed to look at alternatives such as rubber matting or gravel. Action: referred to Transport Group.
    5. request for traffic speed monitoring through Avebury and Trusloe: referred to Transport Group.
    6. the need for a structured discussion on the possible closure of the Avenue: the Chairman reported the WHS Steering Committee was interested in helping to collect evidence on the issues. Action: referred to Transport Group.
    7. date of next Committee meeting: Monday 15 May.
  12. Defibrillator for Avebury: Mrs Lewis reported the defibrillator package had been ordered and paid for and SW Ambulance Trust had requested an installation date. The Chairman said the Social Centre Trustees had decided to locate the defibrillator on the Social Centre ‘fake’ porch. Mrs Paradise asked if it would be possible to have a second defibrillator in Avebury Trusloe as per a request from the village meeting. In discussion it was agreed that (i) APC should put an advert in UKN to ask local people if they would like a defibrillator in Trusloe (ii) APC should at a future meeting consider supporting a defibrillator in Trusloe with the same contribution it had made in the High Street and (iii) discover whether anyone including local businesses would be willing to make a donation.
  13. ACSReC: Mrs Lewis reported Teas for Tourists had raised about £428. It was noted no donation had been received from the NT for the noticeboard (see item 10d above). Action: Clerk to check progress with NT accounts department and further action deferred to next ACSReC meeting. The Chairman stated that in view of the confidential nature of the business that was about to be transacted it was advisable in the public interest that the public and press be temporarily excluded. Proceedings recorded in confidential minute. Members discussed the future of the Sports Field.
  14. Local issues: the Chairman reported:
    1. URC Chapel and Community Right to Bid application: following the annual village meeting no community group had expressed an interest in mounting a project, and APC had therefore withdrawn its CRtB application.
    2. Housing Needs Survey: results received and previously circulated to members. Deferred to next meeting on 18 May.
    3. management of Solstice and parking permits: in progress.
    4. planters in High Street: Mrs Paradise reported the new planter had been installed and was in the process of being planted up.
    5. payphones consultation: the Clerk reported no further information had been received from BT.
    6. leaf sweeping in High Street and Church Walk: ordered but not yet actioned by WC.
    7. jetting of culvert in Beckhampton: Mrs Lewis said she believed the work had been completed.
    8. Avebury Rocks 7-9 July at East Farm: dates noted.
  15. Communications: 4 April Headlines submitted to UKN News
  16. Correspondence:
    1. Bobby Van News tabled by the Clerk and request for donation deferred to November Council meeting when donations to charities would be considered.
  17. Finance and admin including:
    1. The Clerk reported the Parish precept (£6,050.00) had been received from WC on 21 April.
    2. Internal audit: Clerk to action.
    3. Parish Council Insurance renewal due 1 June 2017: APC had received two quotations and it was agreed one or more further quotations be sought. Item deferred to 18 May meeting.
    4. It was resolved to approve the confidential minute of 4 April 2017 meeting. Proposed by Mr Stacey, seconded by Mrs Lewis and carried unanimously.
    5. Councillor Training: not covered.
    6. The approved minutes of ACSReC meeting 1 March 2017 and Transport Group Committee meeting 13 December 2016. Not seen by the meeting but added subsequently. (See appendix 2).
    7. Cheques for payment and cheques for ratification:  it was resolved that the following cheques be paid. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously. Cheques were signed by the Chairman and Dr Bedford.
        1. ICO: annual renewal of data protection registration          £35.00
        2. WALC: annual subscription 2017/2018 (including VAT)   £200.88
        3. Social Centre: rent 30 April 2017 by ACSReC                  £30.00
        4. Liz Moore: Clerk’s overtime and expenses 22 March – 21 April 2017                                                                                  £85.20
  18. Date of AGM and next meeting: 7pm on Thursday 18 May 2017 at the Social Centre. Mrs Lewis gave her apologies for the 6 June meeting.
  19. Any other business: none declared.
  20. The meeting closed at 10:06pm.

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

  1. Coach House toilets – update 2 May 2017
  2. The approved minutes of ACSReC meeting 1 March 2017 and Transport Group Committee meeting 13 December 2016 (not seen by the meeting but added subsequently).

18 May 2017 AGM + Ordinary Meeting : Agenda

Avebury Parish Council

The Annual General Meeting of Avebury Parish Council will be held at the Social Centre, High Street, Avebury SN8 1RF at 7.00pm on Thursday 18 May 2017 and an Ordinary Meeting of Avebury Parish Council will be held immediately after the Annual General Meeting on the same day and at the same place.

All members of the public are welcome to attend.

Liz Moore, Clerk to Avebury Parish Council, 13 May 2017

Agenda for AGM

  1. Apologies
  2. Election of Chairman and Vice Chairs
  3. Minutes of AGM held on 3 May 2016
  4. Appointment of members of Committees, Sub-Committees and Parish Council representatives
  5. Appointment of representatives to other bodies
  6. Payment of annual subscriptions

Agenda for Ordinary Meeting

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 2nd May 2017
  5. Matters arising from the minutes
  6. Membership: to discuss co-option to the remaining seat
  7. National Trust update, dialogue and progress
  8. Improving opening hours of Coach House toilets including:
    1. trial period and lease agreement
    2. extending MAB grant period
  9. Planning: including:
      1. NT request for informal advice on new gates at the Manor
      2. Mobile phone mast in WHS behind The Bell ref 17/03498/PNTEL
  10. Housing Needs Survey
  11. Defibrillator for Avebury
  12. ACSReC
  13. Local issues
  14. Communications
  15. Correspondence
  16. Finance and admin: including quotations for Parish Council insurance renewal due 1 June 2017, members to approve the Annual Governance Statement (Section 1) of the Annual Return, Councillor Training, cheques for payment and cheques for ratification.
  17. Date of next meeting: 7:30pm on Tuesday 6th June 2017 at the Social Centre.
  18. Any other business

5 June 2017 Transport Group Committee : Agenda

Avebury Parish Council

A meeting of the Transport Group Committee will be held at 7:30pm on Monday 5 June 2017 at the Social Centre, Avebury SN8 1RF.

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

Liz Moore, Clerk to Avebury Parish Council, 30th May 2017

Agenda

  1. Apologies for absence
  2. Declarations of interest
  3. Acceptance of minutes of 19th April 2017
  4. Actions from minutes: (a) Update WHS Atkins progression (b) Double Yellow Lines in Avebury Trusloe (c) Speed limit in Trusloe (d) Footpath 22
  5. Actions from Village meeting: (a) Interim solutions for parking on Nursery Site (b) Speed monitoring through Avebury and Avebury Trusloe
  6. Footpaths: report by Tim Lewis
  7. Cyclothon for fundraising – Moya
  8. Avenue Closure
  9. Any other business
  10. Date of next meeting

4 April 2017 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 4 April 2017 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, AWHS for Avebury World Heritage Site, EH for English Heritage, FWO for Fyfield and West Overton Parish Council, 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: the Chairman welcomed to the meeting Wiltshire Councillor James Sheppard (Chairman MAB), Mrs Jan Tomlin (General Manager, Wiltshire Landscape) and Ms Catherine Hosie (Estate Manager) of the National Trust, and Mrs Jane Davies (prospective Wiltshire councillor). No questions were asked.
  2. Present: Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Jon Campbell, Mr Terence O’Connor, Mrs Lynzey Paradise, Ms Zandria Service and Mr Stephen Stacey. In attendance: Miss Liz Moore (Clerk), Councillor James Sheppard up to the end of item 15 e. and Mrs Jan Tomlin and Ms Catherine Hosie up to the end of item 13.
  3. Apologies: Dr Mike Bedford (Vice-Chairman), Mr Dave Brotheridge and Mrs Jemima Milton (Wiltshire Councillor).
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 7 March 2017: Unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mr Stacey.
  6. Matters arising from the minutes: none
  7. Planning applications + results:
    1. Full planning consent for second storey rear extension, single storey front extension and new front entrance porch at North Rutlands, Swindon Road, Avebury SN8 1RH. Ref: 17/01667/FUL. The Chairman reported the Clerk had agreed an extension of time from WC so that feedback could be sent in by that Friday. 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 bay timber framed car port with storage over at Isobel Cottage, Beckhampton, Marlborough SN8 1QJ. Ref: 17/01671/FUL. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Mrs Lewis, seconded by Ms Service and carried unanimously.
    3. Full planning consent for outbuilding conversion to residential lodge as an annexe to the main house at The Grange, Beckhampton, SN8 1QR. Ref: 17/02397/FUL. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Mr Campbell, seconded by Mrs Paradise and carried unanimously.
  8. Transport Group: in the absence of Dr Bedford (Chairman, Transport Group Committee) the Chairman reported:
    1. A4 projects at Beckhampton and West Kennett: the initial design cost was £18,775 for the A4 projects. APC had budgeted to meet a quarter of the cost, CATG had agreed to fund half the cost with the remainder being funded by local residents and businesses. Dr Bedford and Mr Rob Macaire had met with Sarah Simmonds (WHS Manager) and Steve Hind and the thought was to do both A4 projects concurrently. MAB had recommended that APC pay £1,000 for investigatory work at West Kennett. Mr Stacey said it was important the Beckhampton project didn’t get left behind. It was felt APC should fund the investigatory work in order to get the project started but only if it came out of the £4,500 previously budgeted funds. It was resolved APC pay £1,000 for the investigatory work at West Kennett. Proposed by Ms Service, seconded by Mr Stacey and carried unanimously.  The Chairman reported that the Transport Group Committee had raised the question of closing the Avenue and he read out a number of benefits the Group had listed. Mr Stacey expressed concern there was not a list of dis-benefits and suggested putting the subject on the Village Meeting agenda. Ms Service also felt there was the need for a list of both benefits and dis-benefits such as increased pollution due to extra journey times. The Chairman opened the meeting to the public. Mrs Jane Davies stated FWO Parish Council had significant concerns about closing the Avenue; it was used frequently by residents of adjoining parishes and she urged APC to consult with them too. Members agreed APC should consult adjoining parishes and raise the issue at the village meeting on 25 April.
    2. Footpaths and signage meeting on 2 March: Tim Lewis, Stephen Leonard (WC Rights of Way) and Liam Wiseman (WHS Partnership Officer) had met and were now involved to take the signage project forward.
    3. Double yellow lines in Trusloe: deferred to next meeting. Dr Bedford needed to consult with Mr Campbell.
  9. National Trust update: (NT update / leaflet previously circulated to members and see appendix 1). The Chairman invited Mrs Jan Tomlin to report.  She said that >400 leaflets had been delivered to residents and gave the following overview:
    1. The Durrington Dig results had yet to be analysed, but it was exciting that a new structure consisting of 200 timber posts had been discovered. Research project of the year award had been given to Dr Nick Snashall (NT Archaeologist).
    2. The Manor Gardens were basking in Spring splendour after being magnificently replanted by the Head Gardener and a team of 25 volunteers.
    3. Planning permission had been granted by WC for the Stables in the High Street to be used as a second hand book shop, to promote Avebury, the WHS and NT membership.
    4. A project making handmade costumes had proved very successful.
    5. The NT’s Easter Programme had been published.

    Mrs Tomlin reported that she had been through a process of reviewing her staff workload and that regrettably she would no longer be able to provide a NT representative at APC Council meetings. She would however like to provide the update via Mrs Paradise on a quarterly basis during the year. Mr Stacey expressed concern over this situation and asked Mrs Tomlin to reconsider the importance of having a channel of communication with the Parish Council. The Chairman stressed the importance of two-way communication; he suggested that the purpose of dialogue was to speak and listen to each other and not only conduct dialogue via newsletters. Ms Service noted that routine attendance at local parish meetings was an important and recognised part of the democratic process, which was of value to all in the community. Mrs Tomlin said she was increasing the number of open events for the wider Parish and asked if an APC representative could attend the NT event instead. Members again expressed concern at losing communications at formal Parish Council meeting level and Mr Campbell asked how APC could add value to existing arrangements from the Trust’s point of view. Ms Service added that the Trust was an important part of the community and that it should be represented.

    The Chairman opened the meeting to the public. Mrs Jane Davies stated that she was standing for Wiltshire Councillor and, if elected, it would be her duty to listen to views of the democratically elected Parish Councillors who were the conduit for the wider Parish. Councillor James Sheppard added that listening was a good way of getting information back and forward. Mr O’Connor asked why Mrs Tomlin felt the APC meetings were not useful. Mrs Tomlin said she felt there was no feedback at the meetings and referred to the NT Stables planning application that had been objected to by APC on 21 January. The Chairman stated A1 Shop/Retail use (which allowed any shop use) had not been previously declared by the NT. The Stables application was subsequently called in and then a condition had been attached to the permission limiting it to use for voluntary book sales and a visitors’ information point. There was further discussion on whether the NT could attend APC meetings every other month and it was suggested the NT send specific agenda items to the Clerk as Mrs Tomlin wanted to be able to comment. The Chairman asked if the community had been raising issues with Mrs Tomlin over the past year. In response Mrs Tomlin said she had received hand-written thank you notes for the Feast of Food event and that Ms Hilary Makins (NT Head Ranger) dealt with complaints about the outside areas. The Chairman expressed the view that APC was therefore doing the job well by channelling community issues to the NT. He gave an example of ‘Emma’s Pantry’ where this had not happened. APC members had first learned of this initiative in the NT’s spring newsletter and when they been asked questions by the public they couldn’t answer and had had to direct queries to the NT.

    In further discussion Cllr James Sheppard suggested that the NT could meet with APC earlier in confidential session and use APC as a sounding board before broadcasting their ideas to the public. It was agreed that APC ask Mrs Tomlin to (a) consider whether or not the NT could accept an APC invitation either to a confidential pre-meeting to the Council’s monthly meetings or to a confidential session early in the Council’s monthly meeting agenda (b) consider APC’s request that a member of NT attends every full Council meeting. It was also agreed that the existing NT update could be put higher on the agenda and possibly changed in emphasis to be an open dialogue / conversation.

    Thanks were expressed to all by the Chairman.

  10. Improving opening hours of toilets at the Coach House: Mr Stacey stated it was the NT’s view that the running of the toilets outside of NT Coach House opening hours should be a commercial arrangement between both parties with APC taking on the full financial and management commitment of running them. He explained that APC did not have the finances to carry on after the trial period and therefore needed to consider how to extend the opening of the Coach House toilets beyond that point. The Chairman added that Mr Stacey had been in dialogue with the NT for the past six months and had no detailed financial information to inform the feasibility of taking a lease. In discussion the NT advised it had given approximate running costs of £11,000 per annum and that the organisation did not offer toilets outside its working hours. The Chairman reported the Coach House Toilets had been available 50 years ago. He also said the NT had provided no evidence on the frequency of antisocial behaviour that had occurred in the toilets out of hours. In further discussion it was noted people came to Avebury at all times; Mrs Tomlin’s view was that public toilets should therefore be provided. The Chairman invited Mrs Jane Davies to speak. Mrs Davies asked who managed the permissive open access for the Stones and land that was open 24 hours and Mrs Tomlin stated it was the responsibility of the NT. Mrs Lewis observed that she and others doing the baking in the shop were aware of the number of tourists in the village at about 7.30 in the morning, particularly if one or two coaches arrived in the High Street and the small car park. Mrs Paradise asked if there was any way of increasing the opening hours as there would soon be more staff around the new Visitor Centre, but Mrs Tomlin raised the issue of vandalism. It was noted the optimum opening hours for the toilets would be from dawn to dusk. A final question was asked as to whether the NT could redefine the Coach House toilets as the main toilets rather than those behind the Great Barn, particularly as the primary purpose of the NT’s presence in Avebury was as guardian and manager of the WHS Monuments. Mrs Tomlin stated visitors came to the Farmyard area where all central activities were based. The Chairman stated that some confidential business would be considered later in the meeting under item 15. In the meantime, it was agreed that APC (i) ascertain facts and figures on running of the toilets (ii) seek to set up a scheme for a six month trial period (iii) Mrs Jane Davies to enquire about possible WC funding (iv) acquire the toilet plans and NT access to the building with a service provider to get costs (v) ascertain management problems (required as part of risk assessment) and (vi) NT to defer work on a lease until APC had ascertained if the project was viable in the long term. It was noted an extra Ordinary meeting to further discuss the toilets might be set up in the meantime and that a vote to take on some form of lease agreement would need to be taken in the next couple of months so as not to lose the £1,000 already received from WC for the project.  The Chairman adjourned the confidential session to item 15. under Correspondence.
  11. Defibrillator for Avebury: Mrs Lewis reported the defibrillator was likely to be situated near the porch on the outside of the Social Centre and that WC had confirmed planning permission would not be needed as the proposal came under permitted development. Mrs Lewis said she needed to prepare the Memorandum of Understanding with the South West Ambulance Trust and it was agreed she would be the contact on the form. She added she would also approach those people who had offered funding to ask for their donations, however, she was still chasing Greene King for a donation but it was noted this would only need to be about £100 which should cover the electrical installation work. Mrs Lewis also explained training would be provided once the defibrillator was installed and that someone would need to do a visual check of the installation daily. Mrs Paradise offered to do the visual checks.
  12. ACSReC: Mrs Paradise reported:
    1. Renewal of sports-field lease: it had been discovered that the Pavilion would need to be returned in the condition it was handed over in and ACSReC were looking at the wording to aid the Sports Clubs getting funding.
    2. Repairs to the Sports Pavilion roof: quotations were being sought.
    3. Fundraising: a third fundraising event had taken place successfully on 30 March and the next event they would be running was ‘Teas for Tourists’ on Sunday April 30th. She was working with Eva Stuetzenberger (NT Visitor Engagement and Enterprises Manager) who would be providing some marketing materials / posters for the event. Mrs Paradise said a working group meeting was taking place the next evening and the Chairman requested she circulate a note of the meeting.
  13. Local issues: the Chairman reported:
    1. URC Chapel and Community Right to Bid: a letter dated 7 March from the URC to Mr Simon Day (WC) was read out by the Chairman. He added that it had become apparent in recent weeks that the seller must sell at price sanctioned by its own valuer, the ground floor area was about 105 square metres, the first floor was about 20 square metres and the planners had listed the building as D1 Use Class. The Chairman read out a list of possible uses for the building that had been suggested by various people including altruistic uses and added the use of the Chapel as a Tourist Information Centre was of interest to APC. It was noted WC would be taking a decision on whether to make the Chapel a CRtB project between 29 March – 26 April and that this would give APC time to air the topic at the Village Meeting. It was resolved to ask Mr Simon Day (WC) to defer a decision to 26 April which was also the day any tenders for the building were due in and to ensure the item was on the Village Meeting agenda. Proposed by Mrs Paradise, seconded by Ms Service and carried unanimously. Cllr James Sheppard also agreed to find out who the Cabinet Member was for that subject.
    2. Housing Needs Survey: results not yet received from WC. Clerk to chase.
    3. Summer solstice 2017 management and permits: arrangements would be the same as last year and include a permit system. It was agreed Mrs Paradise contact Mr Simon Rowe (WC) to agree dates and the Chairman to work with her on the permits as per last year.
    4. Beckhampton notice board: the post had been fixed by Mr John Giles.
    5. Payphones consultation: nothing further to report.
    6. New Perspex for Swindon Road bus shelter: a quotation from Mr John Giles had been previously circulated to members for the supply and fitting of a 6mm solid polycarbonate glazing panel to the bus shelter. It was unanimously resolved to accept the quotation of £120 (excluding VAT). Proposed by Mr Stacey, seconded by Mr Campbell. Clerk to order the work.
    7. Jetting of culvert in Beckhampton: completed 10 March 2017.
    8. Planters in High Street: the new planter from Erlestoke Farm Shop was ready. Mrs Paradise to collect the planter using a trailer.
    9. Faulty street lamps: ordered and work completed outside the Old Vicarage in the High Street and scheduled for the lamp on the A4 opposite the Avenue.
    10. Low flying helicopters: Mr Daniel (local resident and owner of Dorwyn Manor B&B) had lodged a formal complaint with the relevant aviation authority.
  14. Communications: none.
  15. Correspondence: the Chairman reported:
    1. Highways England’s reply 16 March to Parish Council’s response to the consultation on A303 road scheme at Stonehenge was read out by the Chairman. It was noted all feedback was being assessed and considered as Highways England developed their proposals. The Secretary of State for Transport was due to make a preferred route announcement on the scheme later in 2017. The Chairman reported the Avebury Society had written to the Rt Hon Phillip Hammond MP as Chancellor of the Exchequer to point out that a bypass would be a quarter of a billion pounds cheaper than the tunnel and suggested APC could do the same.
    2. WC Highways Evening 15th May 2017 – County Hall, Trowbridge, 17th May 2017 – Monkton Park, Chippenham, 23rd May 2017 – City Hall, Salisbury,  24th May 2017 – Kennet House, Devizes 1900hrs to 2100hrs.
    3. Invitation to a special Pilgrim event: Sunday April 30th 2017 3pm St James Church Avebury
    4. Superfast Broadband Advice Surgery Friday 12 May at Devizes Conservative Club. Communities and Parish Councils who wish to attend should email claire.perry.mp@parliament.uk. Action: Mr Campbell to attend.
    5. Coach House toilets. The Chairman stated that in view of the confidential nature of the business that was about to be transacted it was advisable in the public interest that the public and press be temporarily excluded. Proceedings recorded in confidential minute.
  16. Finance and admin: including:
    1. Training for Councillors: to be actioned by Mrs Lewis.
    2. Ordering System: not covered, deferred to next meeting.
    3. The approved minutes of ACSReC meeting 1 March 2017 to be tabled and received. (See appendix 1).
    4. Cheques for payment and cheques for ratification: it was resolved that the following cheques be paid. Proposed by Ms Service, seconded by Mrs Lewis and carried unanimously. Cheques were signed by the Chairman and Mrs Lewis.
      1. C.M.Loney Electrical Services Ltd. PAT test 12 items in the Pavilion                                                                                    £36.00
      2. Mr P.J. Mills: rabbit and mole control on Sports Field             £85.00
      3. Liz Moore: Clerk’s overtime and expenses: 22 Feb – 21 March 2017                                                                         £331.15
  17. Annual Village Meeting at 7pm on 25 April: members considered additional items for the agenda.
  18. Date of next meeting: 7:30pm Tuesday 2 May 2017 at the Social Centre.
  19. Set date for AGM: [Date agreed at meeting has subsequently to be changed in view of election regulations, and will be set shortly.]
  20. Any other business: none declared.
  21. The meeting closed at 10:08pm.

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

  1. NT update / leaflet
  2. The approved minutes of ACSReC meeting 1 March 2017 (not seen by the meeting but added subsequently).

19 April 2017 Transport Group Committee : Draft Minutes

Draft Minutes of the Transport Group

A committee of the Avebury Parish Council

19th April 2017 

Present:  Rob Macaire,  Andrew Williamson,  Moya Brannan, Mike Bedford

  1. Apologies for absence: Stephen Stacey, Tim lewis
  2. Declarations of interest: None
  3. Acceptance of minutes of 13th December 2016: All corrections made except for “Avebury’s” (apostrophe needed!) in last line of item 9, and in item 6, 4th line, it should be A4361, not 361.
  4. Actions from minutes:
    1. MB to contact Steve Hind and arrange a meeting with Rob Macaire and Sarah Simmonds to discuss the proposals re WHS transport plan – see item 5
    1. MB/RM to poll local residents re funding – completed
    2. MBrennan to ask Ryan whether we can conduct a sponsored cyclethon at the pub to raise significant funds for the sustrans projects and others – see note 8 below
  5. Update re meeting with Stephen Hind and review of work plans for WHS transport document progression. MB and RM                                                                Meeting notes circulated. Next step, suggested MB phones Stephen Hind to get feedback on progress so far. Ask Sarah Simmonds as well for update. Point regarding the closure/part closure of the Avenue was discussed at the meeting and covered at length again. Agreed that the topic needs to be addressed by putting out a position paper listing pros and cons. Closing of the Avenue may also have to be linked to reduced speed limits elsewhere – eg Trusloe. Position paper to be developed with input from parishioners following the raising of this subject at 25th April Village meeting. Sarah Simmonds to be kept informed
  6.  Footpaths: report by Tim Lewis. Deferred in the absence of TL
  7.  Double yellow lines in Trusloe outside number 5. Discussed and now needs to be reviewed as the situation has changed. MB to talk with John Campbell to assess the situation. (Number 1) (07825 073820).
  8.  Speed limit request in Trusloe – Transport group needs more information on when and where the problem exists as we need guidance as to when we should do the speed check. MB to talk with John Campbell
  9.  Cyclothon for fundraising – Moya
    1. Advertising underway and the pub has said yes for May 27, 28 and 29. Bikes would be at the top bar. Wilts Radio, Sustrans and Gazette and Herald emailed and asked to publicise the event
    1. WI and others will make cup cakes for donations.
    2. Raffle for guessing total miles cycled each day and over the 3 days
    3. Track stand competition
    4. If anyone is interested then contact Moya
    5. MB to check if Marl fitness centre is interested in helping out on the Monday
  10. Footpath 22  – resurfacing is urgent.  MB to log on to Wilts web site and register the problem
  11. Signage Audit update. MB spoke to SS and there is no pro-forma. No further action
  12. Any other business: None
  13. Date of next meeting: Suggested after Village meeting. 2,3,4 May?
  14. Meeting ended 21:20