6 June 2017 Ordinary Meeting : DRAFT Minutes

Avebury Parish Council

Draft: minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 6 June 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, SORN for Statutory Off Road Notification, SSE for Scottish and Southern Electric, 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 for part of the meeting who raised the following points: (a) there was an increase in vehicles parking in the WHS and as a result verges were being eroded and there were safety issues especially along West Kennett Avenue (b) people parking in the NT village car park appeared to be using NT permits that had been photocopied (c) there was a SORN vehicle parked in the NT village car park. Mrs Paradise reported she had received a number of complaints about campervans parking in the village car park and Mr Campbell said he had spoken to a campervan owner about the parking rules and had not been well received. The Chairman said that parking would be covered later on in the agenda under the Transport Group item and expressed thanks for the concerns that had been raised.
  2. Present: Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford, Mr Dave Brotheridge, Mr Jon Campbell, Mrs Lynzey Paradise, Mr Stephen Stacey and Ms Zandria Service (from part-way through item 10). In attendance: Miss Liz Moore (Clerk), and up to item 12. Wiltshire Councillor Mrs Jane Davies and Councillor James Sheppard (Vice-Chairman WC).
  3. Apologies: Councillors Mrs Maggie Lewis (Vice-Chairman) and Mr Terence O’Connor.
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 18 May 2017: subject to changing Mrs to Mr Stacey at item 5, the minutes were unanimously agreed as an accurate record. Proposed by Mr Campbell and seconded by Mr Stacey. The confidential meeting minutes under item 8. National Trust update / dialogue / progress and item 9. Improving opening hours of Coach House toilets 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 14: Strimming of verges in Frog Lane and footpaths in Avebury Trusloe: the Clerk reported the work had been ordered via the WC on-line reporting tool.
      2. Item 14: Tree branches overhanging SSE power cables in Avebury Trusloe: the Clerk reported the work had been ordered via SSE Emergency response team..
  7. National Trust update, dialogue and progress: APC noted the following NT update had been sent to the Clerk that afternoon and then circulated to members by email:

    Programming activities in June                                                                          After a busy half term, June is a relatively quiet month in terms of our programming activities. We have an “Ancient Avebury Landscape Walk” coming up as well as our popular early morning yoga sessions in the Manor Garden. It would be lovely to welcome some members of the local community to these special events.  For more details see https://www.nationaltrust.org.uk/avebury     A big thank you to the Kennet Valley National Trust Association              We’ve received a very generous donation from the Kennet Valley National Trust Association towards providing site information in alternative languages and braille. This will build on our current set of foreign languages leaflets and help us to engage even better with visitors from all around the world and with visually impaired visitors, ensuring that everybody can fully enjoy and appreciate Avebury. A heartfelt thank you for the donation which is really appreciated.                Second-hand bookshop in our Old Stables building                                  Having received planning permission in February for the change of use of the Old Stables building next to our High Street car park, we are currently clearing out the building before undertaking basic renovation of the inside to get it fit for a second-hand bookshop. This is a volunteer-led initiative and our volunteers are really enthusiastic about the opportunity to run a simple outlet to help raise vital funds for conservation.  All the money raised will be put back into our work at Avebury, both by improving the building further, and by helping to care for the Stone Circle and Henge.                                                                                                        Emma’s Country Fair Catering                                                                          We have completed our trial with Emma’s Country Fair Catering that operated from our main visitor car park between April and May. The offer has generated lots of very positive comments from our visitors.  Thank you to the APC for providing their feedback.  In our upcoming village newsletter we will be inviting the wider community to provide feedback so we can take all points of view into consideration when assessing the potential future feasibility of the offer.          Potential Lease to the APC to open Coach House toilets out-of-hours         We hope to continue to work towards an agreement to fulfil the APC’s wish to operate public toilets out-of-hours in the Coach House.  The time that Stephen Stacey has given to assist with this is much appreciated and we hope to be able to meet again later this month to discuss options further.                             Summer Solstice                                                                                          Working closely with Wiltshire Police, Wiltshire Council , Avebury Parish Council, St John Ambulance and local Pagan representatives the arrangements for managing additional visitors during Summer Solstice have been agreed, and the Countryside team will shortly be distributing the Solstice newsletter to ensure everyone is fully informed.  Additional infrastructure, timings and staffing are all similar to previous years and as Solstice falls mid-week we do not envisage huge numbers this year.  Additional staff and volunteers from across the National Trust join both the Avebury and Stonehenge Landscape property teams to provide extra help – including patrols throughout the night – to help us deliver support during this busy time.  If anyone has any concerns or questions please call the Countryside office on 539920.                                                                                Pop-up Exhibition in Avebury Manor                                                               The popular and fascinating free pop-up exhibition ‘Away from Avebury’ has returned to the Servants’ Hall at Avebury Manor.  Visitors will be invited to delve into the adventures of some of Avebury’s past residents to discover where they journeyed to.  The exhibition runs until Sunday, 19th November, during normal Manor opening times.  And do please remember that local Parish residents can gain free access to the Manor.

    The Chairman adjourned the item to later on in the meeting. Please see item 11.

  8. Improving opening hours of Coach House toilets: Mr Stacey reported the MAB grant of £1,000 had been extended for another 6 months whilst APC continued dialogue with the NT. He reminded APC that his last meeting with Ms Catherine Hosie had been to explore what a two-year lease might look like. Mr Stacey explained that the issue was what would happen at the end of the two-year lease; what would be APC’s liability and the consequences if the additional toilet provision had to be closed down at the end of the two-year trial. He added there was also the question as to what sustainable funding was available and whether APC was indeed the correct body to take the project forward because it would effectively be funding toilets for a nationwide charity / business. The Chairman invited the member of the public present to speak, who asked whether the project would affect the precept. The Chairman stated that APC’s only precept payers were residents, and that APC did not have access to business rates. APC members noted that if APC used the precept then the cost of funding the toilets would fall on local residents and not on organisations paying business rates. Mr Stacey added that APC would be very much taking the issue into consideration. The Chairman adjourned further discussion to later in the meeting. please see item 11.
  9. Planning: the Clerk reported no planning applications had been received from WC. The Chairman stated that the application for a mobile phone mast behind The Bell PH had been turned down by WC Planners and that the ‘phone company might look for an alternative location for the mast.
  10. Transport Group: Dr Bedford reported the Transport Group had met the night before. He provided the following update:
      1. WHS Atkins: he had spoken to Steve Hind (WC Highways) on 1 June and had been advised that Atkins had identified a number of issues with the West Kennett part of the A4 project and that Atkins had been asked to identify what those issues might be. Dr Bedford would receive a further update from Steve Hind in two weeks.
      2. Double yellow lines and speeding in Trusloe: the Transport Group had agreed to put together a survey to canvass opinion. Casual Parking on the Nursery Site: the Transport Group would be investigating short-term solutions to potentially help with the parking. Dr Bedford reported that rubber matting cost approximately £40 per square metre to buy and the total cost for materials might be £1,500 with installation costs of £5-6k. In discussion it was noted the idea might be a non-starter due to cost and also because permission would need to be sought from Centurion. Mr Campbell asked if there were any alternatives to matting. Dr Bedford said that scalpings and gravel could be used but that meant digging the site. Ms Service said the track [from byway CHER18/10] to Yatesbury had been resurfaced using scalpings and that APC might be able to source left-over material from WC. Mrs Jane Davies however reported Martin Cook (WC Highways) had recently advised her it was now hard to get hold of them.
      3. Signage of footpaths: members noted the cost for new signage could be up to approximately £15,000.
      4. Results of Cyclothon: the three-day cyclothon had raised £568.92 for the Transport Group. Moya Brannan had cycled the equivalent of 297.98 miles and that the total distance covered with co-cyclists had been 400 miles. The Transport Group was thinking about planning other fundraising events for later on in the year. Members expressed many thanks and great admiration for her commitment, energy and vision.  Action: a thank you card to be sent to Moya Brannan.
      5. Possible closure of the Avenue: Members recalled the need to base any discussion on evidence. Mr Stacey and Dr Bedford were putting together a table of pros and cons for a Stage One discussion in the Parish.
  11. The Chairman invited the member of the public present to speak. He said that he was concerned about (i) the NT village car park filling up with tour operator buses (ii) speeding in Avebury and he felt the extension of the 30 mph limit on the Swindon Road was not working well (iii) too many light aircraft and drones in the skies over Avebury and also drones flying over the monuments. The Chairman thanked him and said that his concerns would be addressed by APC who also acknowledged the issues. Thanks were expressed by the member of the public who then left the meeting.  The Chairman stated that in view of the confidential nature of the business that was about to be transacted on the NT update, dialogue and progress and the Coach House toilets, it was advisable in the public interest that the public and press be temporarily excluded. The proceedings that followed were recorded in a confidential note.
  12. Housing Needs Survey: (WC report and survey results previously circulated to members). The Chairman asked if members had any observations, and the following points emerged:
      1. the report stated that 273 survey forms had been supplied but there were in fact only about 235 households in the Parish. The percentage return rate was therefore incorrectly recorded at 29.7% and should be 34.5%. The percentage of social homes in the Parish should also be amended from 17.4% to 20% for the same reason.
      2. Four households needed affordable housing but there were also two households on the WC waiting list. Therefore at least six households needed housing. Employers such as Beckhampton Stables also required affordable housing.
      3. Completion of the Housing Needs Survey meant WC could now release Community Infrastructure Levy funding to the community should new homes be built in future. It was noted that CIL was paid by developers. Action: the Chairman as the designated WC contact along with Mr Campbell to write to WC to report on points a-b as above.
  13. Defibrillators for Avebury and Trusloe: in the absence of Mrs Lewis, the Chairman said he was pleased to report that the new defibrillator had been installed on the outside wall of the Social Centre and that training had been arranged for the 26 June at 7pm. He further advised that if some Avebury Trusloe residents attended the SW Ambulance Trust awareness training then the Ambulance Trust would provide a second defibrillator for Trusloe at a reduced price of £1,000. In discussion members felt a further defibrillator might also be needed for Bray Street as the defibrillators had to be within 200 yards of the person requiring assistance. It was noted that offers of funding a defibrillator had also been received from residents in Bray Street. On the question of location, it was noted Mrs Lewis had emailed BT to enquire about using the public ‘phone box outside Trusloe Cottages to house the defibrillator and members also considered the possibility of using a more prominent location such as the side of a barn wall. The Parish Council unanimously agreed that a second defibrillator for Avebury Trusloe would be valuable. Many thanks were expressed to Mrs Lewis for driving the project forward.
  14. ACSReC: Mrs Paradise gave the following report from the Committee’s meeting on 31 May:
      1. A generous offer of funding had been pledged so that cleaning services could continue to be carried out at the Pavilion.
      2. An on-site meeting had taken place to consider alternative locations for the Sports Field noticeboard. The suggestion was to have the notice board erected on the edge of the footpath running next to the North Eastern corner boundary of the Sports Field as that meant there would be enough room for people passing to stop at the noticeboard without blocking the path and it was also noted views of the Henge would not be blocked either. In discussion the following points emerged: (i) the noticeboard should be as close to the fence as possible (ii) placed in a lower position so as not to dominate the landscape (iii) archaeological consent would be needed (iv) important to involve Sarah Simmonds (WHS Officer) as soon as possible. Action: Mrs Paradise to email Ms Catherine Hosie with ACSReC’s proposal.
      3. Sports Field Lease and Repairs to Pavilion: 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 about the renewal of the sportsfield lease and repairs to the pavilion were recorded in a confidential note.
  15. Local issues: the Chairman reported:
      1. Summer Solstice arrangements would be the same as last year and he would be sending out detailed information to residents. Mr Campbell expressed concern about people using the Nursery Site for parking. The Chairman said any intelligence should be passed to the Police and he offered to email Inspector Mawson with information.
      2. Play Area fencing: Mr Campbell reported the wire fencing had been damaged on two sides nearest the entrance and that Mr Robin Butler was going to take a look at the damage and report back to APC. Mr Campbell offered to do some research into different types of fencing.
      3. Visitor parking in the High Street and Green Street: the Chairman explained that residents normally parked about 20 cars in the High Street . This left about 17 more parking spaces that filled up quite quickly at busy periods when the High Street did become congested. It was agreed APC write to the Circle Nursery, the Henge Shop and the Community Shop to ask them to encourage their customers to use the NT village car park.
      4. Footpath 22: the Chairman tabled WC’s response to Mr John Cronk’s letter of 2 years ago. It was noted WC had originally included footpath 22 in their repairs schedule for 2016/17 but no work had been carried out to date. It was agreed Dr Bedford email WC’s letter to Mrs Jane Davies (Wiltshire Councillor) for further action.
  16. Communications: the Chairman reported the Headlines from 2 May and 18 May APC meetings had been published in UKN.
  17. Correspondence: the Clerk reported:
      1. Letter from Seafarers UK: request for APC to commemorate Merchant Navy Day on 3 September by flying the Red Ensign. It was noted APC did not have anywhere to fly the flag other than the Pavilion building and Avebury was a long way from the sea. No further action.
      2. Email from WC offering to paint yellow lines in the Parish. Mr Stacey stated it would be useful to have the yellow lines re-instated in Green Street. Action: passed to Transport Group and the Clerk to contact Mr Malton at WC to verify the process.
  18. Finance and admin:
      1. To appoint Dr Bedford to roles within the Parish Council: it was resolved to appoint Dr Bedford as Vice-chairman of APC, member and Vice-Chairman of Planning Standing Committee, member and Chairman of Transport Group, member and Treasurer of ACSReC, and as a Footpaths Councillor. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
      2. Independent internal audit: the Clerk reported the internal year end audit had taken place satisfactorily on 25 May 2017 and a clean internal audit report had been given.
      3. Members to approve the Annual Governance Statement (Section 1) of the Annual Return. The annual governance statement was tabled and it was resolved to approve the document. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
      4. Members to approve the Accounting Statements (Section 2) of the Annual Return. The accounting statements were tabled and it was resolved to approve the document. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously.
      5. Cheques for payment and cheques for ratification: it was resolved that the following cheques be paid. Proposed by Mr Campbell, seconded by Mrs Paradise and carried unanimously. Cheques were signed by the Chairman and Dr Bedford.
        1. Community First: Parish Council Insurance year 1 of 3 year LTA                                                                                 £745.06
        2. SSE Southern Electric: 25 Feb – 26 May 2017 (inclu VAT) £76.02
        3. Jamie Guy: Internal Audit for the full year 2016/2017 accounts                                                                            £75.00
        4. Liz Moore: Clerk’s overtime and expenses: 22 April – 21 May 2017                                                                                   £386.85
  19. Date of next meeting: 7:30pm on Tuesday 4th July 2017 at the Social Centre.    Mr Brotheridge gave his apologies.
  20. Any other business:
      1. Members were saddened to note that the funeral of Mr John Cronk had taken place on 5 June 2017. Mr Cronk had been a long serving member of the Parish Council, and had been Chairman for many years. It was agreed Mr Williamson write a letter to Betty Cronk to express the Parish Council’s sympathy and condolences.
      2. Mr Stacey (Footpath Councillor) reported a member of the public had emailed to report several damaged stiles on the White Horse Trail footpath. He added that he had visited the site and verified the stiles were in need of repair. Action: Mr Stacey to contact the landowners (Mr and Mrs Cooper) to inform them.
      3. Mrs Paradise reported Kennet Community Transport Bus would be using the Sports Field over several days in the summer holidays to raise funds for its cause and had also agreed to donate some of the money raised to ACSReC. It was noted that she had already informed the NT. She also reported that an ACC event, including pizza being served on the Sports Field, would be taking place on the 18 June.
  21. The meeting closed at 10:19pm

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

 

6 June 2017 Ordinary Council Meeting

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on 6 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, 31st May 2017

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 18 May 2017
  5. Matters arising from the minutes:
      1. Item 14: Strimming of verges in Frog Lane and footpaths in Avebury Trusloe: ordered
      2. Item 14: Tree branches overhanging SSE power cables in Avebury Trusloe
  6. National Trust update, dialogue and progress including Emma’s Country Kitchen.
  7. Improving opening hours of Coach House toilets including progress, MAB grant of £1,000 and contributions from other stakeholders
  8. Planning applications
  9. Transport Group including report from 5 June meeting, signage of footpaths and results of Cyclothon
  10. Housing Needs Survey
  11. Defibrillators for Avebury and Trusloe
  12. ACSReC including report from 31 May meeting.
  13. Local issues including: Summer Solstice arrangements, and visitor parking in the High Street and Green Street.
  14. Communications
  15. Correspondence
  16. Finance and admin including: to appoint Dr Bedford as member of Standing Committees and Chairman of Transport Group, members to approve the Annual Governance Statement (Section 1) of the Annual Return, members to approve the Accounting Statements (Section 2) of the Annual Return and cheques for payment and cheques for ratification.
  17. Date of next meeting: 7:30pm on Tuesday 4th July 2017 at the Social Centre.
  18. Any other business

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).

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).

2 May 2017 Ordinary Council Meeting : Agenda

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on 2 May 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, 26 April 2017

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 4th April 2017
  5. Matters arising from the minutes
  6. National Trust update/dialogue
  7. Improving opening hours of Coach House toilets: progress report
  8. Planning applications:
    1. Full planning consent 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
  9. Review of the Annual Village Meeting held on 25 April 2017
  10. Transport issues including A4 projects at Beckhampton and West Kennett, fund-raising from local people, Cyclothon, footpaths and signage, request for gravel track on Nursery Site in Avebury Trusloe, request for traffic monitoring in Trusloe and Swindon Road, double yellow lines in Trusloe. Next Transport Group meeting Monday 15 May.
  11. Defibrillators in Avebury and Avebury Trusloe
  12. ACSReC: report on April meeting including renewal of sports-field lease, repairs to the Sports Pavilion roof, noticeboard and fundraising.
  13. Local issues including URC Chapel and Community Right to Bid application, Housing Needs Survey, management of Solstice and parking permits, planters in High Street, no tourist parking sign for High Street, payphones consultation, leaf sweeping in High Street and Church Walk, jetting of culvert in Beckhampton and Avebury Rocks.
  14. Communications
  15. Correspondence including new catering van in NT car park
  16. Finance and admin including Parish Council Insurance renewal due 1 June 2017 and members to consider quotations, to approve confidential minute of 4 April 2017 meeting, councillor training, cheques for payment and cheques for ratification, to receive the approved minutes of ACSReC meeting 1 March 2017 and Transport Group Committee meeting 13 December 2016.
  17. Date of AGM and next meeting: 7pm on Thursday 18 May 2017 at the Social Centre, Avebury.
  18. Any other business