2 July 2019 Ordinary Council Meeting : DRAFT Minutes

Avebury Parish Council

Draft: minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 2 July 2019 at the Social Centre, Avebury SN8 1RF.

In these minutes AGAR stands for Annual Governance and Accountability Return, AONB for Area of Outstanding Natural Beauty, APC for Avebury Parish Council, ASOP for Avebury Solstice Operational Planning, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, BB & WM PC for Berwick Bassett and Winterbourne Monkton Parish Council, BT for British Telecommunications plc, CATG for Community Area Transport Group, MAB for Marlborough Area Boards, NT for the National Trust, PC for Parish Council, RoW for Rights of Way, TG for Transport Group, UKN for Upper Kennet News, WC for Wiltshire Council, WHS for World Heritage Site and WHS PU for World Heritage Site Partnership Unit.

Present: Mr Stephen Stacey (Chairman), Mrs Maggie Lewis (Vice-Chair), Mr Ben Butler, Mrs Donna Byatt and Mrs Lynzey Paradise.

In attendance: Miss Liz Moore (Clerk).

Time Started:  19:34

  1. Public question time: there were three members of the public present for all or part of the meeting including Eva Stützenberger (Visitor Engagement and Enterprise Manager, NT: up to and including item 12), Catherine Hosie (Estate Manager, NT: up to and including item 12). There were no questions asked.
  2. Apologies: Councillors Dr Mike Bedford, Ms Zandria Service, Wiltshire Councillor Mrs Jane Davies and the following local residents: Mrs Jenny Haines, Mrs Alison Richardson and Mr Simon Vatcher.
  3. Declarations of interest: none declared.
  4. Minutes of meeting held on 4 June 2019: unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mr Butler.
  5. Matters arising from the minutes: there were none.
  6. Planning applications: no applications had been received from WC.
  7. National Trust update on refurbishment work at the Circles Café: the Chairman invited Eva Stützenberger and Catherine Hosie to provide a progress report. Thanks were expressed to the PC for supporting the NT’s planning application. It was noted that the NT had received consent from WC on 28 June and construction had started on the 17 June. Ms Stützenberger said that the project was due to be completed by 15 November and that the NT was hoping to have a soft opening on 7 October, with the ground floor open to the public from 15 October. Various contractors had been engaged and three main access points would be used by them. The default access was the Estate drive with parking provision for contractors in the staff car park. It was necessary for the High Street to be used for deliveries of skips and scaffolding, but deliveries would be carefully managed between the hours of 7:30 – 9am, with contractors being met and shown where to go. The third access point over the Manor parkland was being used for setting up the welfare units. Pictures of the stripped internal ground floor and first floor of Circles Café were tabled (see appendix 1). The Chairman invited questions from members. There was concern expressed about the timings of the deliveries along the High Street, particularly as the Circle Nursery opened at 8 am. Ms Stützenberger reassured members that deliveries would be made as close to 7:30am as possible. It was additionally noted that construction work was being carried out Monday to Friday only with minimal work scheduled during school holidays, and for any problems members could contact Ms Stützenberger. The Chairman thanked the NT staff for their report and invited them to stay for the next item.
  8. Solstice: impact review: the Chairman explained that the aim of the discussion was to enable the PC to put together a paper setting out the experience of solstice, possible ways ahead and to have a plan for action by the end of the year. In discussion the following points emerged:
    1. There appeared to have been less trouble than the previous year and from a business perspective solstice had been successful.
    2. Graffiti on a NT gate and the tree with roots had been reported to the NT and also a piano that had been placed next to the Stones.
    3. Ms Byatt had had feedback from a resident in Green Street who had subsequently written to both the PC and NT outlining her concerns, including the large numbers of vehicles and visitors using Green Street as a car park, campsite and toilet. (Email correspondence from Green Street resident previously circulated to members).
    4. There had been a family friendly atmosphere on the evening of solstice, especially for the King’s Drummers, but illicit parking had been pervasive along Green Street.
    5. The Police had been visible and had made four arrests.
    6. Closing the High Street had worked well although one resident had been blocked in temporarily.
    7. There had been some problems with the permit system for residents who did not know their visitors’ car registration number, but the businesses and other organizations in the Village had responded well and obtained the information.
    8. Fencing off the nursery site by the local farmer had worked well, although 10-15 vehicles had parked along the highway through Avebury Trusloe and 4-5 vehicles near Windmill Hill, but no issues or damage to report.
    9. Residents had been impressed with how the police and NT had managed to maintain order along Ridgeway.                                 The NT’s experience was recorded as follows:
      1. The event. Solstice had been a quiet, peaceful and positive experience for all who had worked across the site and attendees had been grateful for hot beverages sold by the NT during nocturnal hours.
      2.  The aftermath. Clearing the Ridgeway had taken longer than expected; it had been a grim clear up operation with some revellers still in situ on the morning of Sunday 23 June. The NT had been disheartened by the high level of vandalism and heritage crime including graffiti on the Farthings’ barn and West Kennett Long Barrow. (Email correspondence from local farmer previously circulated to members).                                                                                                                                                           In discussion it was noted that although the numbers of people visiting Avebury was not increasing, the potential for damage at solstice in Avebury was considerable compared to Stonehenge because, unlike Avebury, solstice at Stonehenge was actively managed by EH. Great effort had been made by EH to close the byways at Stonehenge and that the same could be done in Avebury. Both the Clerk and the NT had received a complaint from a disabled person who had found it difficult and cost prohibitive to park their campervan within short walking distance of the Village. It was noted that ASSC provided parking for campervans at £15, but the NT’s insurance policy did not allow them to provide overnight parking for campervans. Members felt that barriers on the Ridgeway byway could have been placed closer to the car park on Overton Hill, and there should have been better provision for disabled parking in the village. It was agreed that the Chairman and / or Ms Service would attend the ASOP debriefing meeting on 8 July and report back to the PC at its next meeting in September.
  9. Project Updates:
    1. Transport Group: the Chairman reported:
      1. Transport Group meeting 14 June 2019: that the Beckhampton and West Kennett project had been reviewed and Atkins would have a draft design ready by the end of August. Members noted this was stage 3 of the design work; stage 4 being the very detailed design work required actually to implement the scheme once funding had been secured. (See appendix 2 for meeting notes).
      2. CATG meeting 20 June 2019:
        1. Community Issue 4245: A4 at Beckhampton and West Kennett: CATG had confirmed that it would keep the project on the priority list at #1 until 19 September meeting. Members noted that, when the plans had been completed, the project would drop off the priority list.
        2. Community Issue 7088: improved pedestrian safety on A4361 at Avebury Trusloe: CATG had agreed to combine with issue 6791 (now ‘first reserve’ item), for which the next step was a speed check from Swindon extended to Beckhampton. This would cost £625 being the required 25% share on this occasion split between three parishes involved. Evidence of speed and volume of traffic along the A4361 past Avebury Trusloe would be material in helping to action the PC’s request to decrease the speed limit from 60mph to 40mph. The Chairman had provisionally offered to commit a third of the money needed and members agreed to the proposal. It was resolved to contribute up to £250.00 for a joint speed check assessment along the A4361. Proposed by Mr Butler, seconded by Mrs Paradise and carried unanimously.
        3. Community Issue 7027: to refresh the existing double yellow lining and create new double yellow lines on the entire length of the B4003: Martin Cook’s team had refreshed the existing yellow lines during June with costs being taken from his maintenance budget and had undertaken to check with WHS PU about filling the two gaps in the lining. Other work will see the reduction of the informal layby to accept three cars only. CATG was supporting the formation of a new Community Road Safety Group about which there would be discussion at the next MAB meeting (23 July). Mr O’Connor said that there was merit in monitoring noise and air pollution along the Avenue / B4003.
      3. Next TG meeting: week commencing 5 August.
    2. Meeting of Parish Chairs: he was preparing for a meeting with Diane Ware (Principle Technical Officer, WC Highways) on 9 July to discuss road safety on the A4 and underline the need for action on the 2015 WHS Transport Strategy. The PC was working with other Parishes to encourage a joined up approach to traffic calming in the WHS. Chairman to report back at the next meeting in September.
  10. A303 Expressway: (draft comments on Highways England’s response to APC’s Written Representation previously circulated to members and see appendix 3). The Chairman explained that the response focused on three key points: 1. risk of additional pressures on Avebury 2. risk of losing WHS status 3. request for designated funds for implementation of the Transport Strategy. It was resolved to accept the draft paper and submit it to the Planning Inspectorate. Proposed by Mrs Lewis, seconded by Mrs Paradise and carried unanimously. [Mrs Paradise temporarily left the room].
  11. Local Issues:
    1. Wiltshire Council’s Core Planning Strategy: not covered.
    2. West Kennett telephone box: there was division of public opinion on an alternative use for the West Kennett ‘phone box, but the majority of people, including members and NT staff present that night, felt that, due to poor mobile reception in the vicinity, it was important to keep the ‘phone box for emergency outbound calls only. Members were reminded that street furniture such as a telephone box acted as a visual signal that people lived in an area and might help to slow traffic. It was resolved to write to BT in response to their imminent consultation and ask them not to remove the ‘phone box as it was important for emergency calls and to request them to repaint it. Proposed by Mr Butler, seconded by Mrs Paradise and carried unanimously.
    3. Replacement planters for the High Street: Mrs Paradise reported that residents did not want recycled plastic planters and had furnished her with pictures of commercial wooden planters that would be acceptable. The planters had metal buckets inside to hold the soil and plants, metal feet to keep the planter off the ground and were priced at £350.00 each. In discussion it was noted that the price for the good quality planters was high and the following points emerged: (i) the PC could ask local businesses to sponsor the planters; although any form of visible advertising would be challenging (ii) the PC might consider replacing the planters with an open air art gallery to promote local artists’ work (iii) further research was needed. It was agreed that Mrs Paradise would work on the ideas and report back at the next PC meeting.
    4. Repairs to Play Area fencing: in progress as the Clerk was waiting for a quotation. It was noted during the meeting that BT Openreach had swiftly actioned a request by the Clerk to remove wiring that had been protruding from the WC verge on the Nursery Site.
  12. Draft commercial policy statement on reducing signage and clutter in the WHS: (previously circulated to members and see appendix 4). The Chairman invited members to comment on the draft paper. Mrs Byatt explained that for the past 14 months a NT gate in Green Street had been closed to the Stone Circle to help the footpath recover and that had resulted in her business benefiting from increased footfall. The gate had recently been opened and because less people were now walking past her shop, she had put up a couple of flags on the building to try to attract tourists. She said that it was important that Elements was a successful business and she was working with the NT on ways to attract business. In discussion the following points emerged: (i) businesses in Avebury needed a certain amount of advertising to attract tourists; but branded advertising should be discouraged (ii) the PC might explore ways to support local businesses; such as putting together a threefold leaflet advertising the local businesses and other bodies and (iii) the PC might explore styles of banners and flags to set an overall tone. It was agreed that it was important to involve the community in the discussions prior to agreeing guidelines and it was resolved that Mrs Paradise and Mrs Byatt organize a working party to explore advertising and signage options with local businesses and organizations and present these to the council for a decision. Proposed by Mrs Lewis, seconded by Mr O’Connor and carried unanimously.
  13. Parish Steward Priority Sheet:
    1. Report on work completed in June: [fissures in path alongside the late Dr Isobel Smith’s cottage were not serious enough to need attention. The Parish Steward had removed tree branches on FP22 near Big Arch Bridge and on the verge in Bray Street. Culverts and gullies had been checked along the length of the High Street].
    2. Job requests for 17 July: [hand clearing of drains and gullies in Hunter’s Walk and outside Red Lion PH has not been possible so the Parish Steward recommends that the PC submits an online request for pressure jetting by mechanical means: the Clerk will do so]. Items discussed: PC to request: grass cutting on footpath verges that link South Street to bus shelter in Avebury Trusloe and in Church Walk, filling of small pothole in Hunter’s Walk outside Hunter’s House, sunken manhole cover near to the bollards on Kyters Walk needs attention and cleaning of windows of the bus shelters at Rawlins Park. Additionally, Clerk to report to BT a damaged junction box in the grass verge outside ‘The Paddocks’, Green Street and Mrs Lewis to check that the bus shelter windows were intact in the WC owned bus shelter on A361 at Beckhampton.
  14. Communications: the Clerk reported that the PC’s Headlines had been submitted to the July Edition of UKN and a notice informing the public of a casual vacancy on the PC and to encourage people to apply.
  15. Correspondence: the Clerk reported:
    1. WALC’s newsletter had been received.
    2. Involve Swindon had emailed to remind members about their services which included the offer of volunteers to carry out light works.
    3. Police crime report: not received. It had been noted during the meeting that the Parish was without a PCSO.
  16. Finance and admin including:
    1. Membership and co-option: discussed in brief, and agreed to defer a decision to next meeting in September.
    2. It was resolved to appoint Ms Byatt as the PC’s representative on the Avebury WHS Steering Committee. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously.
    3. Confirmation of members instructed by the PC to process public data: it was confirmed that Mrs Byatt and Mrs Paradise had been authorized by the PC to process public data for administration of the parking permits for Solstice 2019. [Under Data Protection rules members processing public data must have a mandate from the council to do so, the council being the data controller]. Proposed by Mrs Lewis, seconded by Mr O’Connor and carried unanimously.
    4. Notification of exemption from external audit: the Clerk confirmed that PKF Littlejohn had received and logged the PC’s notification of exempt status for the year ended 31 March 2019.
    5. Review of Transport Group Terms of Reference: due to the absence of Dr Bedford, this item was deferred to next meeting agenda.
    6. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Mrs Byatt, seconded by Mrs Paradise and carried unanimously.
      1. Kennet Print Ltd: colour printing of x400 permits and numbering  (including VAT)                                             £66.00
      2. Wicksteed Leisure Ltd: outstanding balance for postage on shackle assembly                                                                 £5.40
      3. Avebury Social Centre: hire of hall on 27 June 2019 for annual defibrillator training                                            £10.00
      4. Miss E Moore: Clerk’s overtime and expenses 22 May – 21 June 2019 inclusive                                                             £334.75
  17. Date of next meeting: 7:30pm on Tuesday 3 September 2019
  18. Any other business:
    1. Mr Michael Cronk would like to consult the PC on his plans to demolish a bungalow and erect a house in Bray Street. Clerk to invite Mr Cronk to the PC’s next meeting.
    2. Elements of Avebury was hosting an ‘Avebury Fairy Day’ on Sunday 28 July 2019, additional parking available in the Coopers’ field with minibus shuttle service to the Village and all welcome. Expected attendance: 600.
    3. The Chairman reported on his meeting with the NT and explained that they had agreed to host a public meeting on 10 September to consult on parking in and around Avebury and had accepted his offer that the PC co-host. It was noted that there had not been time to add the above motion to the PC’s agenda. Members indicated that they would be happy to host the meeting jointly with the NT; the Clerk to add motion to next meeting agenda for formal decision. The Chairman additionally reported that the NT was hoping to resurface the small Village car park in November and there would be better provision for disabled parking including additional bays. The NT had appointed a manager to run the Chapel and was looking for 50 volunteers to add to their team of over 400. The WC Highways Signage Project for renewing and refreshing signage on the A4361 through the Village was now expected to be implemented over three days from 15 July 2019.
  19. The meeting closed at: 21:53

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

  1. Pictures of Circles Café: ground floor and first floor
  2. Notes from Transport Group Meeting 14 June 2019: not seen by the meeting but added subsequently.
  3. A303 Expressway: PC’s response for the Planning Inspectorate
  4. Draft Policy Statement on reducing signage and clutter in the WHS

4 June 2019 Ordinary Meeting : Minutes

Avebury Parish Council

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

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

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

In attendance: Miss Liz Moore (Clerk).

Time started: 19:30

  1. Public question time: there were four members of the public present for all or part of the meeting including Callam Powers (Fowler Architecture and Planning: up and including item 6.a). The Chairman welcomed members of the public. A member of the public reported that she was concerned about large fissures in Church Walk alongside the cottage occupied by the late Dr Isobel Smith. The Chairman said that the PC would take note of her concern and refer the issue to the Parish Steward.
  2. Apologies: Councillors Dr Mike Bedford and Mr Terence O’Connor. The Chairman warmly welcomed Mrs Donna Byatt to her first meeting as a member of the Parish Council.
  3. Declarations of interest: none declared.
  4. Minutes of meeting held on 7 May 2019: the draft minutes were considered for inaccuracies and it was resolved to change the reference to ‘Mrs Williamson’ to ‘Mr Williamson’ at item 7. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously. Subject to the one change, the minutes were unanimously agreed an accurate record of the meeting. Proposed by Ms Service and seconded by Mrs Paradise.
  5. Matters arising from the minutes:
    1. Min ref. 17.d. the Chairman reported that the Community Shop Notice Board had been fitted with magnetic catches and wooden door knobs and thanked the Clerk and Nigel for effecting these overdue improvements.
    2. Min ref. 6.d. members noted that there was no further update from WC on the planning application for South Street ref. 18/09889/FUL and concluded that Nick Clark (Planning Officer) was still waiting for documents from the applicants in respect of impact on the WHS.
  6. Planning applications:
    1. Full Planning Application for removal of existing dog boarding kennels; and, the conversion & extension of existing shop/grooming parlour and kennels/kitchen to form 1 no. residential dwelling, with associated parking, turning, landscaping and private amenity space at Sarsen Kennels, West Kennett, Marlborough SN8 1QF. Ref: 19/03781/FUL. The Chairman welcomed Callam Powers (Fowler Architecture and Planning) and the applicant to the meeting. The plans were tabled and considered. It was noted that there had been no comments received from members of the public since the last PC meeting when the plans had been previously considered. The existing dog kennels were going to be demolished and the applicant intended to split the property into approximately two equal parts at a later date. The Chairman asked what was happening with the large sign facing the A4 and the applicant confirmed that the sign would be taken down and had originally been erected by his tenants. Members were content with the proposal contained in the planning application and it was resolved to support the application. Proposed by Ms Service, seconded by Mrs Lewis and carried unanimously.
    2. Application for work to trees in a conservation area. Proposal: Yew tree – overall reduction by 25% and shape crown accordingly at The Forge, High Street, Avebury, Marlborough, Wiltshire, SN8 1RF. Ref: 19/04916/TCA. The plans were considered and it was resolved to support the application. Proposed by Mrs Paradise, seconded by Mr Butler and carried unanimously.
    3. 18/09889/FUL – South Street, Avebury – New dwelling with garage and access. It was noted that there was no further information following Nick Clark’s email received on the 30 April 2019 and see item 5.b.
  7. Co-option and membership: the Chairman stated that the PC had yet to hear formally from WC about whether a request for an Election had been received. Item deferred to next meeting agenda. The Chairman proposed to alter the order of the business and move directly to item 9. Local Issues so that Mr Butler could provide further information about Avebury Rocks and answer any questions. It was unanimously agreed to proceed to item 9.
  8. Project Updates:
    1. Transport Group: the Chairman reported:
      1. The signage project was due to be implemented before the end of July.
      2. Resurfacing of footpath 22 was likely to be done during the summer. Dissatisfaction was expressed at footpath 21 being left out of the work as it was only a small stretch of path linking Avebury Trusloe to footpath 22 and the rest of the Village. Mr Butler said the PC’s view was also reflected by residents in Avebury Trusloe especially as footpath 21 was considered to be in a worse state than footpath 22 and used more frequently. He said that it made economic sense to repair both footpaths at the same time as all the specialist equipment needed to do the work on footpath 22 would already be on-site. It was agreed that in the margins of the CATG meeting due 20 June the Chairman would speak again to Wiltshire Highways’ representative to request inclusion of footpath 21 in the resurfacing work. Members were reminded that the B4003 was scheduled to be retextured during July. Mr Butler reported that there was an exposed electric or telephone cable near Big Arch Bridge and that the issue be referred to the Parish Steward for investigation.
      3. A4 project at Beckhampton and West Kennett: a Transport Group meeting was arranged for 12 noon on 14 June 2019 to discuss project progress with Steve Hind (WC Highways), Stephanie Burgess (Atkins Global) and Sarah Simmonds (WHS Partnership Manager).
    2. Combined Parishes RoW meeting: the meeting had been chaired by Anne Henshaw (South Nolands) and attended by representatives from Hilmarton, Clyffe Pypard, the Ramblers Association, and Stephen Leonard (previously WC’s Senior Rights of Way Warden but now retitled as WC’s Community Access Manager). Stephen Leonard referred to the experience of the Cotswolds AONB and suggested that our own AONB (North Wessex Downs AONB) might also have funds available for RoW repair and, if so, they might be able to access them to allow volunteers to repair RoWs. Anne Henshaw said that she would get in touch with the NWAONB to find whether accessible funds exist and how to apply for them. The Chairman agreed to report back again after the next RoW meeting, which was due to be held after the summer.
    3. Permit scheme and arrangements for Solstice: Mrs Paradise reported that residents requiring parking permits or access to the High Street over Solstice would need to attend a drop in session to pick up a permit/s. The first session was taking place at Elements of Avebury on Thursday 6 June, 5:30pm to 7pm and the second session on Wednesday 12 June, 7pm to 8:30pm, at the same place. Mrs Paradise explained that she would be recording on an electronic record sheet the name of the resident, their car registration details and contact telephone number. It was noted that permits were restricted to two per household and residents requiring extra permits for visitors would need to provide the PC with the visitors’ car registration number. Ms Service agreed to attend the next ASOP meeting at 2:30pm on Wednesday 5 June at Avebury Manor, Brewhouse.
    4. Play area refurbishment: work in progress, no further update.
  9. Local Issues:
    1. Avebury Rocks 15 June 2019: Mr Butler reported on the arrangements for Avebury Rocks, primary among these being the question of health and safety and management of the event. The following points emerged:
      1. Messrs Butler was providing the site only. Prospect Hospice would be managing the event and it was their 8th year managing Avebury Rocks.
      2. Set up would be on the Thursday / Friday before the event. The outdoor event was for one day only and taking place from 12 noon on Saturday 15 June until 12pm on Sunday 16 June 2019. Vehicles and campers must leave the field by 11am on Sunday 16 June.
      3. 170 tickets had been sold on-line as at Friday 31 May 2019 but it was envisaged that the majority of people would purchase their tickets nearer to the event with ticket sales being weather dependent.
      4. The main stage was going to be in the open yard as well as a second acoustic stage located elsewhere. Food and drink would be available in the grain store. The event organizers had a licence to sell alcohol. Parking and camping would be in the field opposite the grain store with toilets and clean water stations located in the sheep yard.
      5. Byways to be kept clear.
      6. There would be a police presence.                                             Ms Service wished to know whether camp fires or outdoor cooking were part of the arrangements as she was concerned about any fire risk to thatch houses in the vicinity. Mr Butler reported that camp fires were prohibited and agreed to circulate electronically the comprehensive set of documents that had been provided by Prospect Hospice, which included the Risk Assessment, Health and Safety Document and Management Plan. The organizers would be sending ticket holders a separate pack of instructions. The Chairman thanked Mr Butler for his report.
    2. Representation to Sarah Simmonds (WHS Partnership Manager) on Wiltshire Council’s Core Planning Strategy: the Chairman explained that he had read the 300 plus pages of WC’s Core Planning Strategy and to the best of his belief there was no need for the PC to comment. However he was meeting Sarah Simmonds on 11 June and would ask for advice. He would circulate to members for their comment any draft submission it seemed appropriate to make.
    3. Options for BT ‘phone box in West Kennett and feedback from residents in West Kennett and the wider community: the Chairman reported that he had written and hand delivered a letter to residents asking for their views. He had received two replies by email and read out the feedback. (See appendix 1 for copy of letter sent to residents and the two separate email responses). Interest had been expressed in using the ‘phone kiosk as a library or sharing space for provisions or for housing a defibrillator or defibrillator in combination with the phone (but not instead of the phone). Mrs Lewis reported that she had been advised by SWASFT that it was not possible to have a defibrillator and a telephone in the same kiosk. In discussion members liked the idea of having an honesty box and exploring other options, felt that the need for a defibrillator was questionable, and noted the need for an emergency ‘phone in an area on an A-road with several roads and driveways leading off it, which was more or less bereft of a reliable mobile ‘phone signal. It was agreed that in the meantime the PC should request BT to repaint the ‘phone kiosk, and invite West Kennett residents to the next PC meeting on 2 July so that further ideas and views might be shared and a decision taken. Mrs Lewis to supply the Clerk with a photograph of the BT ‘phone box at West Kennett and Clerk to write to BT.
    4. New Notice Board for West Kennett: the Clerk reported that she had received two quotations for the supply and fitting of a new Notice Board to replace the existing. The first quote ex VAT was for £295.00 (Notice Board constructed from Iroko Hardwood with an Osmo Oil finish) and the second quote ex VAT was for £315.00 (Notice Board constructed from Oak). The Clerk stated that £300.00 was earmarked in the budget for the new Notice Board. Members considered the quotations and it was resolved to accept the cheaper quotation and instruct John Giles of Elysium Woodworking Ltd. to make a replacement Notice Board for £295.00. Proposed by Mrs Lewis, seconded by Mrs Byatt and carried unanimously.
    5. Replacement planters for the High Street: in progress.
    6. Repainting of BT ‘phone box in the High Street: photograph still needed, which Mrs Lewis undertook to take that very day if the meeting ended before light faded.
    7. To consider whether a third defibrillator is needed and whether to finalize the grant application to SSEN: in discussion it was agreed that a third defibrillator for an area such as the Sports Field was a good idea but best provided for by another body / organization and therefore the PC would not proceed with a grant application to SSEN that year. Mrs Lewis reported that the annual defibrillator training had been arranged for 7pm on 27 June 2019 at the Social Centre in Avebury. All residents were welcome to attend.
    8. To consider publishing a policy on Tour Bus Parking: in discussion the following points emerged: (i) a policy would be guidance only and could not be enforced (ii) the NT did not encourage coaches to park in the small High Street car park and (iii) coach parking in the main car park was expensive. It was agreed that no further action be taken. The Chairman reported next on item 8. Project updates.
  10. Parish Steward Priority Sheet:
    1. Job requests for June: the Clerk reported that the Parish Steward had been seconded to grass cutting in May but at the request of the PC he had carried out an extra grass cutting job, to cut back the vegetation along the pedestrian footpath that ran from the bus shelters at Rawlins Park into Avebury. The Chairman explained that the work had been requested by a resident at Rawlins Park who was having difficulty pushing a wheel chair past the encroaching vegetation on the footpath. Members were grateful to the Parish Steward for his pro-active response. The Clerk said that any requests for highway related work should be sent to her within the next week, in preparation for the Parish Steward’s scheduled visit on the 18 June 2019.
  11. Communications: the Chairman reported that the PC’s Headlines had been submitted to the June Edition of UKN and WC’s notice of casual vacancy published on Parish noticeboards.
  12. Correspondence: the Clerk reported:
    1. WALC’s newsletter had been received and an invitation to take part in VE Day 75 on 6 June 2019.
    2. Police crime report had been received and see appendix 2.
  13. Finance and admin including:
    1. Draft policy statement on reducing signage and clutter in the WHS: in progress by the Chairman. Item deferred to next meeting agenda.
    2. It was resolved to certify on the AGAR that the Parish Council is exempt from a limited assurance review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015. Proposed by Mrs Byatt, seconded by Ms Service and carried unanimously. (See appendix 3).
    3. Internal Audit Report: the Clerk tabled the internal audit report and reported that the internal audit had been carried out on the 13 May 2019 and a clean audit report given. Members received and noted the internal audit report for the full year 2018/2019 accounts. (See appendix 4).
    4. It was resolved to approve section 1 Annual Governance Statement. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously. (See appendix 5).
    5. It was resolved to approve section 2 Accounting Statements. Proposed by Ms Service, seconded by Mrs Byatt and carried unanimously. (See appendix 6).
    6. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Ms Service, seconded by Mrs Byatt and carried unanimously.
      1. Jamie Guy: Internal Audit for the full year 2018/2019 accounts  £75.00
      2. Community First: annual membership renewal 2019/2020         £40.00
      3. Miss E Moore: Clerk’s overtime and expenses 22 April – 21 May 2019                                                                                            £468.86
  14. Date of next meeting: 7:30pm on Tuesday 2 July 2019
  15. Any other business:
    1. Mrs Byatt asked members if they were aware that there was a project being developed by an adjoining Parish Council for a footpath / pavement along the A4361 Swindon road. Members said that they were aware of the potential for such a footpath and that interest in it had been expressed by the NT and BB & WM PC.
  16. The meeting closed at: 21:00.

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

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

7 May 2019 Ordinary Council Meeting : Minutes

Avebury Parish Council

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

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

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

In attendance: Miss Liz Moore (Clerk).

Time started: 19:31

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

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

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

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

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

2 July 2019 Ordinary Meeting : Agenda

Avebury Parish Council

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

Liz Moore, Parish Clerk

26 June 2019

Agenda

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

4 June 2019 Ordinary Meeting : AGENDA

Avebury Parish Council

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

Liz Moore, Parish Clerk, 29th May 2019

Agenda

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

2 April 2019 Ordinary Council Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 2 April 2019 at the Social Centre, Avebury SN8 1RF.

In these minutes AGM stands for Annual General Meeting, AONB stands for Area of Outstanding Natural Beauty, APC for Avebury Parish Council, ASOP for Avebury Solstice Operational Planning, ASSC for Avebury Sports and Social Club, ASSF for Avebury Sacred Sites Forum, AWHS for Avebury World Heritage Site, BB & WM PC for Berwick Bassett and Winterbourne Monkton Parish Council, BOAT for Byways Open To All Traffic, BT for British Telecommunications plc, CATG for Community Area Transport Group, CPRE for Campaign to Protect Rural England, EH for English Heritage, MAB for Marlborough Area Boards, NT for the National Trust, PC for Parish Council, TG for Transport Group, TTRO for Temporary Traffic Regulation Order, UKN for Upper Kennet News, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Dr Mike Bedford (Vice-Chair), Mrs Maggie Lewis (Vice-Chair), Mrs Lynzey Paradise and Ms Zandria Service.

In attendance: Miss Liz Moore (Clerk).

Time started: 19:30

  1. Public question time: Mrs Lewis took the Chair and welcomed everyone to the meeting. There were 9 members of the public present including Mr Stephen Leonard (Senior Rights of Way Warden, WC: up to and including item 6) and Hilary Makins (Head Ranger, NT: up to and including item 6). Mrs Lewis asked if anyone had any questions that were not already on the agenda and there were none.
  2. Apologies: Councillors Mr Stephen Stacey (Chairman), Mr Ben Butler, Mr Terence O’Connor and Mr Andrew Williamson. Apologies also noted for Martin and Christine Rendle.
  3. Declarations of interest: none declared.
  4. Minutes of meeting held on 5 March 2019: unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mrs Lewis.
  5. Matters arising from the minutes: Mrs Lewis reported:
    1. Min ref. 5b Swing seat: risk assessment had been carried out, swing re-installed by Mr Butler and Mr Stacey on 31 March and to be checked again that week.
  6. Report by Wiltshire Council: Mrs Lewis invited Mr Stephen Leonard to introduce the proposal for the temporary closure of the Ridgeway from 1 May 2019 for six months. Mr Leonard explained that there were issues with excessive damage to the Ridgeway National Trail. Stakeholder discussions had been carried out in the past 18 months about carrying out repairs, which had last been done in 1995. The type of repair work that could be carried out was limited because of the sensitivity of the area due to the ecology, geology and buried archaeology. He reminded members that the main purpose of the proposal was to enable WC to gather information on the long-term use of the National Trail by 4×4 vehicles. He added that the Ridgeway was closed each year from 1 October to 30 April and that the additional closure from 1 May 2019 would enable WC to formulate five test areas with co-operation from the adjoining land owners. It was noted that there were three different soil types on the National Trail. Mr Leonard said that each test area would be repaired by filling the ruts with soil taken from adjoining fields, thus negating the issue of having heavy mechanical machinery on site. He explained that the aim of the project was to prove that the type of repair proposed by stakeholders was not sustainable for vehicle use. It was noted that whilst the byway closure was in place, barriers would be erected to stop vehicles only from accessing the area. (See appendix 1 for map detailing the location of the barriers, including the top of Green Street and beyond the junction of AVE5 to Manor Farm). Members of the PC and members of the public were invited to ask questions and the following points emerged:
    1. The proposal would not impact the top of the Ridgeway, this would remain exactly the same.
    2. Solstice that year might be busier than usual as it was over a weekend and when it was busy lots of vehicles did park along the National Trail. Concern was expressed that due to the closure vehicles might be displaced along byway 5 that ran diagonally across the fields. Mrs Paradise offered to find out if byway 5 could be included in the temporary closure.
    3. In the medium to long-term it was the desire of the WHS and Ridgeway National Trail to keep 4×4 vehicles off the Ridgeway.
    4. A member of the public said that heras fencing might be available for the nursery site in Avebury Trusloe if the PC wanted that option.                                                                                                      Members felt that there was no reason why the byway closure should not take place as proposed. Thanks were expressed to Mr Leonard for his assistance and advice.
  7. Planning applications: it was noted that representatives from Fowler Architecture and Planning, Mr Aaron Smith BA (Hons) DipTP MRTPI and his colleague Stella Turner had not arrived and it was agreed to continue with the planning item. [N.B. apologies had in fact been sent at short notice that afternoon].
    1. Amended plans for 19/09889/FUL – Land at South Street, Avebury. The plans were considered and the following points emerged from both members of the PC and members of the public:
      1. The proposal did not meet local housing needs as indicated in the Fowler Planning Statement para 4.4. Avebury’s Parish Housing Needs Survey (March 2017) identified a need for two one-bedroom homes and two two-bedroom homes. It did not identify a need for a four-bedroom house.
      2. The photos/photo-montages supplied by the applicant failed to show the effect of the new house on adjacent houses.
      3. The sarsen wall and hedging would be further obliterated thus destroying local history. Members of the public questioned why access was not being gained over the applicant’s land on the Nursery Site instead of South Street.
      4. The proximity of the east wall to the Play Area is still not acceptable.
      5. The consultants describe the land as a ‘vacant plot’ and this detracts from the rural nature of the site.
      6. The slab height should be lowered to reduce the height of the roof to lower than that of the houses opposite.
      7. There was concern about the time of day that the building work might be carried out, an early morning start would be unacceptable and members of the public would want to have restrictions applied as to when builders would be allowed on-site. In discussion it was agreed that the applicant had not responded in any significant way, or at all, to the PC’s original concerns and nor had the height of the building been decreased.  It was resolved to request the architects to withdraw the application and that the PC object to the current proposals as per the PC’s original six points of concern and include the additional observations as listed above. Proposed by Dr Bedford, seconded by Mrs Paradise and carried unanimously. (See appendix 2 for letter sent to WC Planning Department on 9 April 2019).
  8. To approve the Parish Emergency Plan: (previously circulated to members). It was resolved to approve the content for the updated Parish Emergency Plan. Proposed by Mrs Paradise, seconded by Ms Service and carried unanimously. Mrs Lewis to circulate Emergency Plan to those on the distribution list and Clerk to ensure a copy is sent to WC. Thanks were expressed to Mrs Lewis and Mrs Farthing for their work on the document.
  9. Project Updates:
    1. Transport Group progress report
      1. Community Issue 7088: improved pedestrian safety on A4361 at Avebury Trusloe: Dr Bedford reported that the PC’s request for a 40mph speed restriction on the Beckhampton Road between the 30mph restriction and the Beckhampton roundabout had been submitted to CATG. CATG had been asked to link the work to the plans for a 50 mph speed restriction at Berwick Bassett as both areas were within the WHS. He added that the request needed to get into the top five priority projects before Wiltshire Highways could undertake any work and that both he and Mr Stacey would push for this at the next CATG meeting.
      2. Community Issue 4245: A4 at Beckhampton and West Kennett: Dr Bedford reported that a meeting in mid-February between Steve Hinds and Atkins had not taken place as planned. It was unanimously agreed that Dr Bedford request Steve Hinds to go ahead with the detailed plans for West Kennett. A question was asked about how traffic was going to be managed if the Avenue was closed and Dr Bedford said that one solution might be to install a gate.
      3. Community Issues 7027: new double yellow lining on B4300 and repairs to B4003 West Kennett Avenue:  Dr Bedford said that Martin Cook had budget available for refreshing the yellow lines on the B4003 and that work to limit illicit parking on the Avenue was also going ahead. He added that both projects would be implemented later in the year.
      4. Repairs to FP21 and FP22: members noted that budget was now in place for the long overdue repair work.
      5. RoW and working collaboratively with northern parishes: Mrs Lewis reported that the PC had been contacted by Anne Henshaw (Chair, CPRE Wiltshire) about a proposal that would involve the PC working with farmers, volunteers and other local parishes to reduce damage to the BOATs and ensure that bridleways and footpaths were kept properly clear and maintained. She added that Mr Stephen Leonard was open to working with Parish Councils and local volunteers on the project. Members felt that the idea was worth exploring although the question about insurance was raised. It was noted that Mr Stacey had offered to be the PC’s representative and therefore it was agreed that Stephen Stacey be nominated as the PC’s representative and attend the next meeting of the northern parishes whose aim was to take the idea forward. Clerk to inform Mrs Henshaw.
    2. ASOP meeting report, permit scheme and arrangements for solstice: Mrs Lewis reported that she had attended the ASOP meeting on 13 March and learnt that due to budget restraints the Police couldn’t guarantee that a drugs dog would be available nor a Police presence at the turning into Avebury Trusloe / Longfields. She explained that there would be a TTRO along the High Street and that St John’s Ambulance staff would be in attendance as per the previous year. Members noted that the next ASOP meeting was taking place on 8 May and it was agreed that Mrs Lewis should keep asking for a drugs dog and press for a Police presence in Avebury Trusloe. Mrs Lewis invited Mrs Paradise to update the meeting on the parking permit scheme for solstice. Mrs Paradise reported that a revised permit scheme, that now included a space for car registration details, had been sent to Simon Rowe, Matt Perrot and Chris Clark at Wiltshire Council Highways. She explained that the PC would not be hand delivering permits this year and neither would the Community Shop be distributing them. Parishioners would need to collect their permits (restricted to two per household) from a drop-in session with dates and times of the drop-in sessions being published in due course. In discussion it was noted that Winterbourne Monkton was not included on the Avebury Parish parking permit and agreed that BB&WM PC should have a separate arrangement for distributing permits to their residents. Mrs Lewis offered to email Jill Petchey (Chair of BB & WM PC) to update her and provide a copy of the parking permit template for BB & WM PC’s use.
    3. ASSF meeting report: Mrs Lewis had attended and there was nothing of note to mention.
    4. Play area refurbishment: Mrs Paradise said that work was in progress on obtaining estimates and pricing from various Play Equipment companies.
  10. Local Issues:
    1. Repairs to road mirror in Beckhampton: currently being actioned by the Clerk / Mrs Lewis.
    2. State of BT ‘phone box in West Kennett and feedback from residents in West Kennett: a letter will be sent to West Kennett residents asking for their views and the opinions from other parishioners were equally welcome.
    3. New notice board for West Kennett: the Clerk reported that she had asked John Giles for a quotation for a new wooden notice board using the same dimensions as the existing and to reuse materials such as the pin board where possible.
    4. Result of Community litter pick including support package ordered from WC: Members noted that nine bin liners had been filled from picking up litter along the Avenue and lot of the material collected had been car parts, coffee cups, cans and cigarette packets. Four bin liners had been filled from picking up litter in other areas of the Parish and four bin liners had been collected from Beckhampton. A separate litter pick carried out by Dr Bedford along the A4 and Sanctuary had resulted in nine bin bags being collected. Mrs Lewis reported that a Community Litter Pick support package had been ordered from WC [consisting of 20 ‘pickers’, 10 hoops to secure the bin bag, 10 Hi Viz vests, 1 shovel and brush, 1 graffiti removal kit, a roll of bags and gloves]. Thanks were expressed to all volunteers who took part in the litter pick.
    5. Replacement planters for the High Street: Mrs Paradise was continuing to look into options for products and pricing.
    6. Repainting of BT ‘phone box in the High Street: the Clerk had sent an email to request BT to repaint the ‘phone box in the High Street and BT had asked for a photograph. Mrs Lewis to ensure photograph is taken and emailed to the Clerk.
    7. Street lamps at Beckhampton: Mrs Lewis reported that WC had agreed to install a light shield on the new lamp next to Isobel Cottage.
    8. Reinstating a footpath outside Isobel Cottage: Mrs Lewis said that work would be carried out by WC later in the year.
  11. Parish Steward Priority Sheet: Mrs Lewis reported:
    1. Report on work completed in March: re-painting of metal railings at Big Arch Bridge on footpath 22 was scheduled to be carried out later in the year. Gullies and culvert along the High Street had been checked and cleared. Sweeping of Church Walk had been completed although noted that the road sweeping machine had only done Church Walk as instructed and not the High Street although the machine had travelled along the High Street to access Church Walk. In addition to the above the Parish Steward had filled various potholes and attended to damaged / dirty signs.
    2. Job requests for 10 April: Ms Service requested that some very large pot holes about 6 inches deep and situated at the side of the road (from the byeway to Yatesbury) be filled. Clerk to log request on WC’s on-line system.
  12. Communications: Mrs Lewis reported that the PC’s headlines and notice of Annual Parish Meeting on 16 April had been submitted to the April Edition of UKN.
  13. Correspondence: the Clerk reported:
    1. Email received from WC about the Training and Networking Day, 9:30 – 3:45pm, Thursday 9 May at The Guildhall in Salisbury. Mr Stacey was currently booked to attend.
    2. Race to the Stones was taking place on 13 / 14 July 2019, starting from Field Farm, Watlington and finishing at Rutland Farm, Avebury.
    3. WC Flood Group meeting was taking place on 17 April and Highways England would be attending the flood group meeting in June to give an update of the A303 tunnel scheme.
    4. NT Community Newsletter had been received (see appendix 3).
    5. A letter had been received from Seafarers UK asking the PC to fly the Red Ensign ashore on Merchant Navy Day, 3 September, to raise awareness of nation’s reliance on seafarers and shipping. It was agreed not to take part as Wiltshire was a land locked county.
  14. Finance and admin including:
    1. Membership: Mrs Lewis stated that following Paul Ryder-Morris’ resignation WC’s statutory Notice of Vacancy had been displayed on Parish notice boards. An election to fill the vacancy would be held if TEN electors from the Parish of Avebury wrote to the Returning Officer by 11 April 2019 asking for an election to be held. If an election was not requested by that date, then the PC must fill the vacancy by co-option as soon as practicable.
    2. Training: the Clerk said that councillor listening training would be rescheduled when more members were able to attend.
    3. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Ms Service, seconded by Mrs Lewis and carried unanimously.
      1. ASSC: 2nd part payment of donation towards new Pavilion   £250.00
      2. Miss E Moore: Clerk’s overtime and expenses 22 February – 21 March 2019                                                                                        £302.14
  15. Date of next meeting: the AGM would take place at 7:15pm followed by an ordinary Council meeting at 7:30pm on Tuesday 7 May 2019
  16. Any other business: there was none.
  17. The meeting closed at: 21:30

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

  1. Map detailing location of barriers for byway closure affecting the Ridgeway from 1 May 2019
  2. Letter sent to WC Planning Department on 9 April 2019 – not seen by the meeting, added subsequently.
  3. NT Community Newsletter Spring 2019

7 May 2019 AGM + Ordinary Council 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 7.15pm on Tuesday 7 May 2019 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, 30 April 2019

Agenda for AGM

  1. Apologies
  2. Election of Chairman and Vice Chairs
  3. Minutes of AGM held on 1 May 2018
  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 April 2019
  5. Matters arising from the minutes
  6. Planning applications:
      1. Application for Listed Building Consent for removal of existing modern partitions and WC’s, new staircase, new voids in first floor and relocation of roof lights at Avebury Manor, High Street, Avebury SN8 1RF. Ref: 19/00431/LBC.
      2. Full Planning Application for relocation of roof lights at Avebury Manor, High Street, Avebury SN8 1RF. Ref: 19/00051/FUL.
  7. Co-option and Membership (closed session)
  8. Review of Annual Village Meeting
  9. WHS Avebury Committee meeting 30 April: oral report (Mr Williamson)
  10. Project Updates:
    1. Transport Group progress report:
      1. Signage project
      2. Resurfacing footpath 21 and footpath 22
      3. Community issue 4245: A4 at Beckhampton and West Kennett
    2. A303 written representation
    3. PC requests for ASOP meeting on 8 May and progress report on permit scheme and arrangements for Solstice
    4. Play area refurbishment: progress report
    5. Broadband/high speed: progress report
  11. Local Issues:
      1. Options for BT ‘phone box in West Kennett and feedback from residents in West Kennett and the wider community
      2. New notice board for West Kennett
      3. Replacement planters for the High Street
      4. Repainting of BT ‘phone box in the High Street
      5. Fly tipping
      6. To agree funding for a third defibrillator and location options
  12. Parish Steward Priority Sheet:
      1. Report on work completed in April
      2. Job requests for May
  13. Communications
  14. Correspondence
  15. Finance and admin including: receipt of parish precept, VAT rebate, arrangements for internal audit and annual return, community litter picking equipment and cheques for payment and cheques for ratification.
  16. Date of next meeting: 7:30pm on Tuesday 4th June 2019 at the Social Centre.
  17. Any other business