5 November 2019 Ordinary Meeting : DRAFT Minutes

Avebury Parish Council

Draft: minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 5 November 2019 at the Social Centre, Avebury SN8 1RF.

In these minutes ACC stands for Avebury Cricket Club, 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, CATG for Community Area Transport Group, MAB for Marlborough Area Boards, NT for the National Trust, PC for Parish Council, PS for Parish Steward, RoW for Rights of Way, SSEN for Scottish and Southern Electricity Networks, 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: Mrs Maggie Lewis (Vice-Chair), Mr Ben Butler, Mrs Donna Byatt, Mr Mike Daniel, Mrs Lynzey Paradise and Ms Zandria Service.

In attendance: Miss Liz Moore (Clerk) and Wiltshire Councillor Jane Davies (from item 9 onwards).

Time Started:  19:30

  1. Welcome and introductions: Mrs Lewis (Vice-Chair) warmly welcomed Mr Daniel to his first meeting of the Parish Council.
  2. Public question time: there were no members of the public present.
  3. Apologies: Councillors Mr Stephen Stacey (Chair), Dr Mike Bedford (Vice-Chair), Mr Terence O’Connor and PCSO Melissa Camilleri.
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 1 October 2019: there was one request for an amendment to the minutes. Item 9. to change ‘..In discussion it was agreed that Ms Service should ask..’ to ‘..In discussion it was confirmed that Ms Service had already asked..’ Proposed by Mrs Paradise, seconded by Mrs Byatt 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 Mrs Lewis.
  6. Matters arising from the minutes:
    1. Min ref: 8 iii. Resurfacing of footpaths 21 and 22: members noted that resurfacing of both footpaths had been completed. Members were grateful to Martin Cook (WC Highways) for his perseverance in ensuring that the long overdue project to resurface both footpaths had finally been achieved, and at no cost to the Parish Council because the funding had come from WC’s footpaths budget. [A letter / email of thanks would be sent from the Chairman of the Council].
  7. Police report: a PCSO was not present to provide a verbal report. Police reports for September and October previously circulated to members and please see appendix 1.
  8. Planning applications:
    1. Minutes of Planning Committee meeting 20 October 2019: (previously circulated to members and see appendix 2). It was resolved to receive and accept the Planning Committee meeting minutes as an accurate record. Proposed by Mr Daniel, seconded by Ms Service and carried unanimously.
    2. Application for Listed Building Consent at Avebury Manor, High Street, Avebury SN8 1RF. Ref: 19/09373/LBC: members noted that the planning application seemed uncontroversial as it removed adaptations to a lean-to building effected some time after its original construction and allowed the building to be restored to use. It was resolved to support the planning application. Proposed by Ms Service, seconded by Mrs Lewis and carried unanimously.
  9. Parish Council budget and precept for 2020/21: the draft first budget for 2020/21 and note on likely reserves next March had been circulated to members that day and a copy was tabled. In discussion it was noted that reserves were likely to be down from £19,583 to £15,149 on the 31 March 2020 due to the PC being invoiced by WC for the Beckhampton and West Kennett road safety projects. Provision of an additional £600 had been included in the precept for 2020-21 to cover defibrillator rental fees due in 2021 (for the defibrillator outside the Social Centre) and in 2022 (for the defibrillator located in the ‘phone box in Avebury Trusloe). The Clerk had previously recommended increasing the precept incrementally to ensure funds would be available for re-renting the defibrillators. The proposed precept for 2020-21 was £13,300 and it was noted that the estimated band D charge per year would be £13,300 (the precept) divided by 216.50 (the tax base) = £61.43. [Using the WC council tax precept calculator that meant an increase of £3.33 to the band D charge compared to the previous year]. In the meantime, members would consider new community projects that might benefit from PC assistance.
  10. Project updates:
    1. Transport Group:
      1. Meeting of Parish Chairs: it was noted that the Chairs had written to local MP Claire Perry O’Neill for support in implementing a lower speed limit on the A4 from West Kennett to Clatford.
    2. Superfast fibre broadband project and 4/5G: in the absence of Cllr O’Connor it was agreed that the item be deferred to the next meeting agenda.
    3. Permissive footpath along the A4361 Swindon Road: Cllr Daniel explained that he had had an initial on-site meeting with Laura Corbett (Landowner) and Hilary Makins (NT Head Ranger) and that they were both very supportive of the project. They had discussed whether the footpath should be located on the east side of the A4361 to negate the issue of needing a crossing point. It was noted that the footpath would be more difficult to achieve on the east side of the A4361 because permission would be required  for the footpath to cross the land of all households along that stretch of road. Mr Daniel said that if the footpath was located on the west side of the A4361 and field side of hedge, as previously suggested, then permission would be needed from only three landowners; two of whom were already supportive. The group had also noted that the hedgerow would need to be cut back to accommodate a minimum 1.3 metre path width. An issue of speeding on the A4361 Swindon Road was discussed by members and Mrs Davies asked whether to PC had considered taking part in Community Speed Watch. Next steps: to organize a working party including Helen Ramsey of BB & WM PC, to research costs, materials and funding. Mrs Davies (Wiltshire Councillor) recommended that the PC should contact Alexa Davies (Community Engagement Manager) to discuss funding the project via CATG or MAB and to consider getting an application in by the end of the financial year.
  11. To consider and sign off the action-orientated report put together by stakeholders to address residents’ car parking concerns: it was resolved to approve the action paper to improve parking in and around Avebury, subject to changing the timescale for the work to be completed. Members felt that it was not realistic that the NT or the PC would be able to achieve all the tasks listed under ‘by the end of 2019’.
    The suggestion was to keep the resurfacing and re-marking of the High Street car park in the short-term category but move the other tasks into the medium-term category. The Chairman as the PC’s representative would consult with the NT on what works they would like to see kept in the short-term list.  It was resolved that a copy of the revised paper should be inserted into the next edition of UKN to update all parishioners who receive UKN and therefore either live in Avebury or visit Avebury and are affected by parking issues. Proposed by Mrs Byatt, seconded by Mrs Paradise and carried unanimously. Action: Clerk to obtain a quotation for printing 500 A4 black and white inserts. The Vice-Chair and Mrs Paradise would put the inserts into UKN.
  12. Local issues:
    1. Bench at West Kennett: Mrs Byatt reported that the risk assessment would be taking place that week. It was resolved to accept the quotation received from Branson Leisure for a new bench for £486 (ex VAT) and noted that the quotation had already been approved by the PC’s insurance company. The PC resolved to accept one quotation for the reason that a similar bench had been supplied earlier that year from the same supplier and the bench met the PC’s original design requirements. Proposed by Mrs Lewis, seconded by Mr Butler and carried unanimously.
    2. Replacement planters for the High Street: the Clerk reported that she had contacted Grist Environmental and they were in the process of ordering a new planter from Erlestoke.
    3. Repairs to Play Area fencing: quotation not yet received, Clerk to chase contractor. In discussion a member reported that children had been playing on the fencing and that he felt disheartened that the fencing was being damaged. The Clerk advised that anti-social behaviour should be reported to the PCSO. It was resolved that the Clerk would put an advert in UKN to ask families to respect the Play Area particularly as improvements were imminent.
    4. Request for a plastic and metal recycling bin for the High Street: the Vice-Chair stated that she was waiting to receive advice from Alexa Davies (Community Engagement Manager).
    5. Replacement glazing panel on WC bus shelter on A361 at Beckhampton (west bound): the Clerk reported that £300 was available in the budget for repairs and tabled a quotation for £125 (ex VAT). It was resolved to instruct Elysium Woodworking to supply and fit one piece of 6mm solid Polycarbonate to the WC Council owned bus shelter. Proposed by Ms Service, seconded by Mrs Paradise and carried unanimously.
  13. Defibrillator for the Sports Field: a joint project with ASSC: the Vice-Chair explained that the defibrillator would be rented from SWAST for a fee of £1,800. The funds would be made up from the SSE grant of £1,000 and a donation of £800 from ASSC. Subject to receipt of the aforementioned funds it was resolved that the Clerk place an order with SW Ambulance Trust for a third defibrillator. Proposed by Mr Butler, seconded by Mrs Lewis and carried unanimously. Mrs Paradise confirmed that ASSC were happy for the defibrillator to be sited on the outside wall of the Club and would arrange for their electrician to fit the heated cabinet that came with the defibrillator. It was noted that all consumables for the duration of the 4 year rental agreement would be provided by SWAST free of charge. Action: the Vice-Chair to email an update to Julia at SWAST and Dominic Fry (Chair, ACC and member ASSC).
  14. Parish Steward Priority Sheet: it was noted that:
    1. Work completed in October had included checking of culverts and gullies in the High Street and Beckhampton, strimming of grass verges along the footpath between South Street and its bus shelters in Avebury Trusloe, cleaning of glazing panels on bus shelters at Rawlins Park; bus shelters at Beckhampton on A361 to be cleaned next time.
    2. The following priority job requests for November 2019 were recorded as follows: general leaf sweeping, checking of culverts and gullies in the High Street and in particular, PS to check the grating in the ditch by the Community Shop.
  15. Communications: the Vice-Chair reported that PC Headlines had been submitted to the November 2019 Edition of UKN. 
  16. Correspondence: the Vice-Chair reported:
    1. North Wessex Downs Annual Review 2018/2019 letter and brochure had been received and tabled for members to read.
    2. Police Report for September and October 2019 had been previously circulated to members by email.
    3. Temporary Closure of: A4361 Swindon Road, Avebury, Winterbourne Monkton, Berwick Bassett and Winterbourne Bassett was planned for (29/11/19 – 11/12/19).
    4. There was an email invitation to Circles Café pre-view, Thursday 21st November, 4-6pm from the NT. Email read as follows:

      ‘You might have been wondering for months what magic is going on behind the heras fencing around the Circles Café in the farmyard. We are really excited to finally be able to lift the curtains and invite the local community together with our staff and volunteers to a sneak preview of the amazing transformation of the space. This will be a very informal drop-in event. Please be aware that some works will still be going on; but we wanted to give you all the opportunity to view our new café before it opens to the public the following weekend. Please pop in any time between 4-6pm’.

    5. Marlborough Downs Space for Nature planting campaign was taking place on Friday 29th and Saturday 30th November, 10:00 am to 4:00 pm. Please see PC website for details.
    6. Dorset & Wilts Fire and Rescue Authority, Wiltshire Local Performance & Scrutiny Committee meeting  was on the 8 November 2019. Please see PC website for details.
    7. Highways newsletter received [file too big to put on website but please feel free to request an email copy].
    8. Elections to NALC’s Smaller Councils’ Committee: NALC’s Smaller Councils Committee has opened up nominations for three directly elected candidates for 2020-21. Members and the Clerk were invited to apply, closing date 8 November 2019.
  17. Finance and admin including: Mrs Lewis reported:
    1. Half year internal audit: had been carried out on 20 October 2019 and a clean audit report given.
    2. Grant of £1,000 from SSE for a third defibrillator: nothing to report [£1,000 grant received from SSE the next day].
    3. RoW meeting at ASSC, 23 November 2019: it was resolved to pay £10 towards room hire for the group to meet at ASSC. [Section 137]. Proposed by Mrs Lewis, seconded by Mr Butler and carried unanimously.
    4. Donations to charities: the Clerk said that requests for financial support had been received from three charities including St. John Ambulance, North Wessex Downs Landscape Trust and Victim Support and that £100 was available in the budget. It was resolved to donate £50 to St John Ambulance and £50 to North Wessex Downs Landscape Trust. Proposed by Mrs Paradise, seconded by Mr Daniel and carried unanimously. Members had selected charities that they felt would be of most benefit to the local area. 
    5. To set a date for the Clerk’s appraisal: it was agreed that Mrs Lewis (Vice-Chair) and Mr Stacey (Chairman) would arrange a meeting in December to carry out the Clerk’s appraisal.
    6. Review of Asset Register: members reviewed the Asset Register (previously circulated to members and see appendix 4) and noted that it had been updated to include the new notice board at West Kennett. It was unanimously agreed to adopt the updated Asset Register.
    7. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Mrs Byatt, seconded by Ms Service and carried unanimously.
      1. Fyfield & West Overton Parish Council: New Councillor Training on Monday 30 September 2019                     £60.00
      2. Mr Jamie Guy: half year internal audit                        £75.00
      3. Avebury Social Centre: hire of hall for extraordinary meeting on 26 November 2019                                       £10.00
      4. ASSC: part payment of room hire for RoW meeting 23 November 2019                                                                  £10.00
      5. Miss E. Moore: Clerk’s overtime and expenses 22 September – 21 October 2019 inclusive                                            £373.23
  18. Date of next meeting: 7pm on Tuesday 26 November 2019 for an extraordinary meeting and then 7:30pm on Tuesday 3 December 2019 for the ordinary Council meeting.
  19. Any other business:
    1. Mrs Lewis said that she was pleased to report that the BT ‘phone kiosk in the High Street had been repainted by BT as requested.
    2. Mrs Byatt said that she had reported the broken lamp on the outside wall of Elements to WC and had been informed that the issue had been passed to WC’s lighting contractor to investigate.
  20. The meeting closed at: 21:21

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

  1. Police Reports for September and October 2019
  2. Minutes of Planning Committee meeting 20 October 2019
  3. Draft first budget for 2020/21 and note on likely reserves next March
  4. Asset Register

1 October 2019 Ordinary Meeting : Minutes

Avebury Parish Council

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

In these minutes APC stands 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, CATG for Community Area Transport Group, KVH for Kennet Valley Hall, MAB for Marlborough Area Boards, NT for the National Trust, PC for Parish Council, RoSPA for the Royal Society for the Prevention of Accidents, RoW for Rights of Way, SSEN for Scottish and Southern Electricity Networks, 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), Mrs Donna Byatt, Mr Terence O’Connor (from item 11.a. onwards), and Ms Zandria Service.

In attendance: Miss Liz Moore (Clerk).

Time Started:  19:30

  1. Public question time: there were two members of the public present; Catherine Hosie (Estate Manager, NT) and Janet Tomlin (General Manager, Wiltshire Landscape, NT), both up to and including item 11.e. There were no questions asked. The Chairman welcomed the NT representatives to the meeting.
  2. Apologies: Dr Mike Bedford (Vice Chair), Mr Ben Butler, Mr Mike Daniel and PCSO Melissa Camilleri.
  3. Declarations of interest: none declared.
  4. Minutes of meeting held on 3 September 2019: unanimously agreed as an accurate record. Proposed by Mrs Lewis and seconded by Mrs Byatt.
  5. Matters arising from the minutes: none declared.
  6. Police report: item not covered due to absence of police presence; for the August report, please refer to appendix. It was noted that there had been thefts from vehicles at beauty spots and thefts and attempted thefts of lead from several churches in Wiltshire.
  7. Planning applications:
    1. Minutes of Planning Committee Meeting 18 September 2019: (previously circulated to members and see appendix 1). It was resolved to receive and accept the Planning Committee meeting minutes as an accurate record. Proposed by Mrs Paradise and seconded by Mrs Byatt.
    2. Amended Application Form for 19/06853/FUL – Earley House Beckhampton: it was resolved not to comment on the amended plans.
  8. Project updates:
    1. Transport Group: the Chairman reported:
      1. CATG meeting 19 September 2019: he had attended the meeting and two items in CATG’s top five priority list were:
        1. The A4 project at Beckhampton and West Kennett: as both the Transport Group and the PC had been content with the designs (subject to a couple of small amendments), stage 3 plans were now complete and accordingly the item had been removed from CATG’s list of priorities. Stage 4, to implement the plans, would be ready to go ahead when funding becomes available. Wiltshire Highways had reported that the current consultancy costs were in the region of £18,000 and the PC should expect an invoice for 25% by the end of the financial year. This was equivalent to £4,500, previously ringfenced in the PC’s budget.
        2. Improved pedestrian safety on A4361 at Avebury Trusloe: planned speed assessments had not yet started because Wiltshire Highways was waiting to receive answers from Atkins, to questions asked.
      2. Repairs to B4003 West Kennett Avenue: the project to diminish the size and reconstruct the layby, as well as fill the two gaps in yellow lining, was second in CATG’s first reserves and seventh on the overall priority list. The Chairman invited questions from members. Mrs Paradise reported that a resident in West Kennett was unhappy with the outcome of a risk assessment carried out by WC on the changes to the bus route at West Kennett. The new route meant that the resident has to cross the busy A4 with her young family to drop off and collect one of her children from the school bus when previously the bus used to stop outside their house. In discussion members felt that the change in the bus route was putting the family at risk and suggested that a petition be brought to the PC. In the meantime it was agreed that the Chairman write a letter to WC to highlight the concern.
      3. Resurfacing of footpath 21 and footpath 22: the Chairman had written to Martin Cook (Senior Highways Engineer, WC) and had been told that work to resurface footpath 22 and part of footpath 21 would be completed in FY2019.
    2. Play Area refurbishment: Mrs Paradise reported that she had received a free consultation and estimate from a supplier and equipment only including a climbing frame with two slides, a zip wire and extra swings, which would cost about £20,000 with an option to spread the total project cost over three years. A general discussion took place on the pros and cons of providing a form of shelter in the Play Area, as a result of which a number of points emerged. Mrs Paradise explained that the Play provider had advised that putting a roof on the climbing frame might encourage anti-social behavior. Mrs Tomlin mentioned that the NT had recently found people using one of their staff tents in the farmyard for rough sleeping and members should be aware that any forms of shelter might be used in that way. The issue for the NT was that they were then left to clear up after the occupants. It was agreed that the PC wanted to provide opportunities for social behaviour and the next steps would be as follows:
      1. Obtain further quotations
      2. Arrange a separate meeting to look at play equipment options
      3. Visit Mildenhall play park for inspiration
      4. Keep in mind provision of activities for teenagers
      5. Review the status of an extraordinary meeting (later agreed for the 26 November: see item 9 below).
    3. Superfast fibre broadband project and 4/5G: in the absence of Mr O’Connor there was no report until later in the meeting. Please see item 18. Any Other Business.
  9. Solstice Planning: Ms Service reported that the ASSF meeting she had attended on the 16 September (chaired by Hilary Makins) had been very useful. The group had concluded that much planning was needed for the following year because Solstice would be over a weekend. Ms Service tabled a double sided leaflet that she had been given at the ASSF meeting (originally produced by the NT for the Avebury Guardians, currently in draft form and not yet published). She explained that Hilary Makins was working on the leaflet to update it and understood that the purpose of the leaflet was to give volunteers a clear and simple reference document to aid them in their work. Members felt that it would be a useful tool for those working at Solstice. In discussion it was confirmed that Ms Service had already asked Ms Makins if it would be possible to include a calendar of ceremonies on the back of the leaflet too. The Chairman reminded members that the PC should aim for meetings with the relevant agencies in good time. It was noted that that year, early engagement with authorities had been hampered due to WC having to deal with the Salisbury poisoning incidents. It was agreed that Ms Service would attend the next ASSF meeting on 11 November and that members would hold an extraordinary meeting at the end of November for Solstice Planning and to look at play equipment options. [Clerk to book the Social Centre for 7pm on Tuesday 26 November 2019].
  10. Residents’ car parking concerns and feedback from public meeting on 10 September: (notes from the meeting previously circulated to members and see appendix 2). The Chairman invited Jan Tomlin and Catherine Hosie to the table. Jan said that she and the Chairman had looked at the notes produced by both the Clerk and Helen MacBeth (Business Support Co-Ordinator, Wiltshire Landscape) and that the output from that was a deliverable action plan. She handed hard copies of the draft action paper to members. The draft paper was considered and it was noted that actions were split into three chronological blocks; actions for early implementation i.e. by the end of 2019, work that could be carried out in 12-18 months and work that could be considered in two years plus. Members were very grateful that a structured action plan had resulted from the public meeting and it was agreed that it would be helpful for the paper to be signed off at the PC’s meeting on the 5 November. Jan then updated members on the plans for resurfacing the High Street car park and explained that resurfacing and relining would be as the existing car park. A question was asked about contingency plans for alternative parking for when the car park was being resurfaced. Jan confirmed that parking provision would be in the main visitor car park. A general discussion took place on the merits of putting together a note to inform High Street residents of the arrangements. It was agreed that the content of the note would finalized with Jan by the end of the third week in October (Friday 18 October 2019) and that members would assist with distributing the note through residents’ letter boxes. A further question was asked about whether the NT had considered liaising with owners of private parking. Jan explained that extra parking was for event organizers to arrange themselves but agreed that there might be value in opening up private parking at busy times of the year. Members asked for the option to be added to the draft action paper.
  11. Local issues:
    1. Bench at West Kennett: the Chairman reported that work was in progress, the risk assessment in relation to replacing the bench at the same location still needed to be carried out, and the PC was having to make a claim for a new bench through their own insurance policy as the other party has not been in contact. Mrs Byatt offered to email a contact she knew who was a Risk Assessor to see if they could provide some advice.
    2. Replacement planters for the High Street: Mrs Paradise reported that she had sourced some wooden troughs that were the same size as the existing planters but double the length and better value. She said that members might consider using slate plaques on the planters, each individual plaque and planter being attributed to a local business sponsor. The sponsor would need to agree to planting up the planter and looking after it for pre-agreed period of time. It was noted that the original purpose of the planters had been to discourage cars parking on that side of the High Street. It was agreed that the idea should be further researched by the working party set up to look at banners and advertising. It was additionally noted that a replacement planter had yet to be received from Grist Environmental and that the Clerk would look into the matter.
    3. Repairs to Play Area fencing: in progress and the Clerk to chase quotation for repairs.
    4. Request for a plastic and metal recycling bin for the High Street: Mrs Lewis reported that she had spoken to the Manager at the Community Shop about her request for a recycling bin and explained that what was being proposed was a multi compartment bin for glass/paper/plastic so that visitors and locals alike could dispose of rubbish in an environmentally friendly way. Streetscene had advised her that such requests needed to go to the Area Board. Mrs Lewis to contact Alexa Davis (Community Engagement Manager, WC) for further advice on the matter.
    5. Re-painting of ‘phone box at West Kennett: the Chairman read out an email received from BT on 23 September 2019: ‘Thank you for your email. We will soon be initiating the 90 day consultation with the Local Authority for removal of this box (Wiltshire Council in this instance).  Therefore, as soon as the notice has been posted inside the box, payphone users and interested parties will have 42 days in which to contact the Planning department at Wilshire Council to raise objections/provide comments and feedback. We will only be able to arrange any refurbishment or painting work once we know the outcome of the consultation. If, following the consultation, it is decided that the box must remain then we would happily consider your request to have the box painted. We would normally ask you to send in a few photographs showing the condition of the paintwork and then forward these on to the Commercial Field Officer for consideration’. It was agreed that, as soon as the notice had been posted in the ‘phone kiosk that the Clerk write to WC Planning department with the PC’s response to the consultation (see 2 July 2019 minutes ref. 11.b) and register objection to removal of the telephone kiosk. Thanks were expressed to Jan Tomlin and Catherine Hosie, who left the room at this point.
  12. Grant Offer from SSEN for a third defibrillator: in discussion it was resolved to rescind the decision made at full Council meeting on 4 June 2019 item 9.g. not to proceed with a grant application to SSEN. Proposed by Mrs Lewis, seconded by Mrs Paradise and carried unanimously. It was resolved to accept the grant of £1,000 for a defibrillator from SSEN and to agree to the standard terms and conditions of the grant (see appendix 3 for copy of Standard Terms and Conditions). Proposed by Mr O’Connor, seconded by Mrs Byatt and carried unanimously.
  13. Parish Steward Priority Sheet:
    1. Report on work completed in September: the Chairman reported that strimming requests on FP22 had been carried out by the Parish Steward.
    2. Job requests for October 2019: Parish Steward to ensure gullies continue to be checked in the High Street, Green Street and Beckhampton and to request that he undertake cleaning of the bus shelters on the A4361 near Rawlins Park and on the A361 at Beckhampton. The Clerk was asked to report to WC the missing glazing panel on the WC bus shelter at Beckhampton (westbound shelter). Mrs Byatt to report a missing street light on the bracket attached to Elements Shop building.
  14. Communications: the Chairman reported that PC Headlines had been submitted to the October 2019 Edition of UKN. 
  15.  Correspondence: the Chairman reported that the following correspondence had been received:
    1. Invitation to North Wessex Downs AONB Annual Forum: “The Future of our Finest Landscapes”, 9am – 2:30pm, Friday 15th November 2019 at Englefield House, near Theale, Berkshire. Tickets £15.
    2. Wiltshire Council Joint Strategic Needs Assessment / Local Area Priorities 2019/20: Parishioners are being asked to complete a very short survey which has been developed as part of a review of local priorities and to inform the next round of “Our Community Matters” events planned to take place in the Spring of 2020. Please find the link to the short survey below, the survey ends on the 13th October: https://surveys.wiltshire.gov.uk/snapwebhost/s.asp?k=156838465703
    3. Information from CMAS, an organization that has been providing various youth work services since 2013, their work includes youth groups, target youth groups (LGBT, SEN, Life skill’s groups), Mentoring (both educational and social-emotional), youth councils and consultations, and much more. See http://www.communitymas.co.uk/
    4. Police Report for August 2019 and information about church roof lead thefts across Wiltshire. Anyone who wishes to report a crime, or who has information about this spate of lead thefts, should call Wiltshire Police on 101, or report it online via https://www.wiltshire.police.uk/Report_a_crime Alternatively you can call Crimestoppers anonymously on 0800 555111.
    5. August Highways Newsletter
  16. Finance and admin including: the Clerk reported:
    1. The second half of the Parish Precept for £6,350 had been received from WC on 23 September 2019.
    2. Review of Asset Register: deferred to next meeting
    3. Review of Financial Risks: (document previously circulated to members and see appendix 4). It was resolved to receive and adopt the updated Financial Risk Assessment. Proposed by Ms Service, seconded by Mrs Paradise and carried unanimously.
    4. New Councillor Training: Mr Butler, Mrs Byatt and Mr Daniel had attended the training session at the KVH in Lockeridge on 30 September 2019.
    5. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Mrs Paradise, seconded by Mrs Byatt and carried unanimously.
      1. John Giles: new noticeboard for West Kennett (including VAT)                                                                                £354.00
      2. The Social Centre: hire of hall for Transport Group meeting 2 September 2019                                                         £10.00
      3. Playsafety Ltd: annual inspection of Play Area (including VAT)                                                                                 £82.20
      4. Miss E. Moore: Clerk’s overtime and expenses 22 August – 21 September 2019 inclusive                                     £306.19
  17. Date of next meeting: 7:30pm on Tuesday 5 November 2019
  18. Any other business:
    1. Mr O’Connor reported that Venture Security had been awarded a contract by EH to protect Stonehenge.
    2. Mrs Lewis reported that she had attended the Flood Working Group meeting on the 11 September and that the Highways England presentation had focused on drainage issues.
    3. Superfast fibre broadband project and 4/5G: Mr O’Connor reported that he had spoken with BT and had been offered two options; BT could recommend a contractor or the PC could choose their own contractor and, the PC could choose to have a copper or fibre connection to each house. It was noted that Mr O’Connor had yet to engage with the NT on the project and the Chairman said that he would put it on his next meeting agenda with them.
    4. Mrs Byatt reported that the NT had recently paid £200 to remove a dangerous and heavy tree branch that had been found dangling from the tree on the green triangle (opposite the Coach House). Members of the PC were very grateful for the emergency action taken by the NT, particularly in the absence of an immediate response from WC, who had been notified of the issue.
  19. The meeting closed at: 9:40pm.

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

  1. Minutes of Planning Committee Meeting 18 September 2019
  2. Open Parking Meeting 20 September 2019: (i) Notes from the presentation and question and answer session – recorded by the Parish Clerk (ii) Suggestions and feedback – recorded by the NT
  3. SSEN Standard Terms and Conditions of Grant (document not tabled but added subsequently)
  4. Financial Risk Assessment September 2019.

3 September 2019 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 3 September 2019 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands 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, CATG for Community Area Transport Group, MAB for Marlborough Area Boards, NT for the National Trust, PC for Parish Council, RoSPA for the Royal Society for the Prevention of Accidents, RoW for Rights of Way, SSE for Scottish and Southern Electricity Networks, 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: up to and including item 9b, Mr Terence O’Connor and Ms Zandria Service.

In attendance: Miss Liz Moore (Clerk).

Time Started:  19:32

  1. Public question time: there were 6 members of the public present for all or part of the meeting including Catherine Hosie (Estate Manager, NT). There were no questions asked.
  2. Apologies: Councillors Dr Mike Bedford, Mrs Lynzey Paradise and Wiltshire Councillor Jane Davies.
  3. Declarations of interest: Mr Stacey declared an interest in respect of item 7.b. as the applicant for work to trees.
  4. Minutes of meeting held on 2 July 2019: there were two requests for amendments to the draft minutes. Item 1. to change Ms Stützenberger’s title to ‘Operations Manager’. Item 8.i. (ii) to change ‘the NT’s insurance policy’ to ‘Wiltshire Council’s planning restrictions’. Proposed by Mrs Byatt, seconded by Mr Butler and carried unanimously. It was unanimously agreed that the corrected minutes be accepted as an accurate record of the meeting. Proposed by Mrs Lewis and seconded by Mr O’Connor.
  5. Matters arising from the minutes:
    1. Min ref. 11.b West Kennett telephone box: the Clerk reported that she was in the process of writing to BT to request that the ‘phone box is not removed and refurbished instead.
  6. Membership and co-option: it was resolved to co-opt Mr Mike Daniel to the Parish Council. Proposed by Ms Service, seconded by Mrs Byatt and carried unanimously. 
  7. Planning applications:
    1. Work to trees in a Conservation Area at The Rectory, High Street, Avebury SN8 1RF. Ref: 19/08402/TCA. Plans were tabled and considered and it was resolved to support the application. Proposed by Mr O’Connor, seconded by Ms Service and carried unanimously.
    2. Work to trees in a Conservation Area at Greystones, Green Street, Avebury SN8 1RE. Ref: 19/08401/TCA. Plans were tabled and considered and it was resolved to support to application. Proposed by Mrs Lewis, seconded by Mrs Byatt and agreed. [Mr Stacey abstained from voting].
  8. National Trust update on refurbishment work at the Circles Café: the Chairman explained that he would provide a brief update on the refurbishment work to date. He stated that he had understood from the NT that the scaffolding was due to be taken down the following week and that there might be a delay to the project due to issues with the roof. This could also impact the soft opening planned for mid-October. Catherine Hosie confirmed that all points had been covered and there was no other information to add to the update. Thanks were expressed to Catherine Hosie for attending the council meeting that night as the NT’s representative. Members said how glad they were that she was present.
  9. Project updates:
    1. Transport Group
      1. To receive a report from Cllr Stacey on the Meeting of Parish Chairs (9 July): the Chairman explained that the meeting had been to discuss road safety issues on the A4 for the past year. Diane Ware, Principle Technical Officer, Wiltshire Highways had attended, was keen to engage with the wider community, and then left for an A4 site visit. The group’s focus was on the A4 and then the connecting roads and they hoped to meet again in October.
      2. To receive a report on the Transport Group meeting (2 September) including:
        • A4 project at Beckhampton and West Kennett: (plans of the carriageway improvements were tabled and see appendix 1). The Chairman reported that the westbound carriageway at Beckhampton was still shown as having two lanes and should have one lane; otherwise the plans produced by Atkins were as expected. The plan was to get to stage 3 of the project so that when funding became available the project would be ready to implement. Mrs Lewis asked if there was any plan to use the Beckhampton roundabout to help reduce sightlines by either allowing the grass to grow or by having a planting scheme. The Chairman said that he would talk to Martin Cook (Area Highway Engineer) about options. There was a further question and the Chairman said that he understood that double white lines would be extended along the A361 to improve safety. The Chairman reported that the plans for West Kennett were as expected, though it had been suggested that it should be made clear that the Avenue would still be accessible for emergency and farm vehicles. Members supported the Transport Group’s recommendations for changes to the plans and agreed that the Chairman attend the CATG meeting on 19 September to ensure the design work had been finalized by Steve Hind as proposed.
        • Improved pedestrian safety on A4361 at Avebury Trusloe and speed surveys on A4361 and A4: the Chairman stated that the PC had agreed at its meeting on 2 July to contribute to a speed assessment on the A4361 to be supported financially by two other PCs. He reported that he had been advised that Atkins on behalf of WC had carried out some preliminary work in August. Steve Hind had told him that he would make a formal proposal at the next CATG meeting to undertake the work.
        • To agree action in response to a proposal for a footpath from Avebury on A4361 to North of Dorwyn Manor: the Chairman invited Mr Mike Daniel to speak. Mr Daniel explained that he was looking for support and advice for a permissive footpath. He said that visitors and residents had a right to walk in safety. There were many unreported near misses and accidents involving walkers and many people choosing to drive and park in Avebury due to the absence of a footpath. Mr Daniel reported that, to date, he had received 219 signatures in support of a footpath from residents and visitors alike, and feedback on 54 feedback forms from B&B guests stating that they would have walked into Avebury if there had been a safe route to do so. He added that he also had the support of Mrs Laura Corbett, who was one of the owners of the land that the footpath would cross. In discussion it was agreed that further research needed to be carried out on the exact location and materials to be used for the footpath and that a permissive footpath through the field situated west of the A4361 was likely to be the best option. However Ms Service pointed out the safety issue for pedestrians trying to cross the A4361 to access the footpath. It was resolved to set up a working group with at least one representative from all the relevant stakeholders including landowners (NT and Mrs Corbett) and probably, WC and BT in order to carry out further research and make a plan. Proposed by Ms Service, seconded by Mrs Byatt and carried unanimously. Mrs Byatt offered to represent the PC on the working group along with Mr Mike Daniel. Thanks were expressed to Mr Daniel for bringing his proposal to the Transport Group and Parish Council.
      3. Resurfacing of footpath 21 and footpath 22: the Chairman reported that Martin Cook was following up with Atkins to find out the reason for the lack of progress on the project.
      4. Project to improve road signage in Avebury: the Chairman reported that the project had been completed on time with thanks to Ian Turner at WC Highways, the NT, the WHS PU and, in particular, Helen Weedon at the WHS PU, who had very much facilitated the project. He said that the project was a good example of a multi-stakeholder partnership that had worked well together. Mrs Lewis reported that the sign pointing into the main NT car park when travelling west out of Avebury was partly obscured by plants. Ms Hosie agreed to investigate the matter.
    2. It was resolved to approve the proposal to host a joint public meeting with the NT on 10 September to address residents’ car parking concerns. Proposed by Mrs Lewis, seconded by Mrs Byatt and carried unanimously. [The Chairman, the Clerk, who will be taking a record of the meeting, and Catherine Hosie would be attending].
    3. Play Area refurbishment: in the absence of Mrs Paradise there was no progress report. However, the Chairman expressed thanks to the Clerk for emailing a link to the play area at Mildenhall and for recommending that members visit the area as the setting was very similar to Avebury and there was a great range of equipment. It was agreed that, as had been suggested by Mrs Lewis, members would make an early opportunity to visit the play area at Mildenhall.
    4. Superfast fibre broadband project and 4/5G: Mr O’Connor reported that the results of the survey in the spring had been unanimous and that the majority of parishioners had poor upload and download speeds including domestic and business users. He said that most people were lucky to get 3G on their mobile telephones. There were pockets of the Parish that currently benefited from fibre but this was limited to a small area of Avebury Trusloe. Ms Hosie reported that the NT had the same issues with poor connectivity as many others in the local area. In discussion members recommended that the PC link with the NT to form a working group and Ms Hosie agreed to find out the NT’s arrangements as IT and telecoms was handled centrally. It was resolved to set up a working group including relevant stakeholders to carry out further research and talk to BT about a plan for delivering a fit for purpose internet and mobile telephone service for all in the Parish. Proposed by Ms Service, seconded by Mr Stacey and carried unanimously.
  10. Parish Emergency Plan: a final copy of the plan in the new template was received by the PC and thanks expressed to Mrs Lewis and Mrs Farthing (Civil Emergency Volunteer) for their work on the document. Mrs Lewis confirmed that Mrs Farthing was the main point of contact and at members’ request she agreed to put together an escalation tree so that the process for implementing the plan in an emergency was clear.
  11. Solstice De-brief: (a paper by Cllr Stacey with constructive suggestions for action was previously circulated to members and see appendix 2). The Clerk read out the ideas for a way forward for 2020 as follows: ‘Arrangements for 2020 should start from those made for 2019 and previous years and in addition:
    • Overnight parking for camper vans should be permitted at the south car park and/or at East Farm
    • Gates on the Ridgeway should be positioned to prevent vehicles passing beyond the car park on Overton Hill or accessing AVE5
    • Green Street should be subject to the same access restrictions as the High Street
    • Parking enforcement should continue

    In the absence of formal management of the event, ‘behaviour issues’ can be addressed only by the visible presence of staff from the National Trust, the police, and St John’s Ambulance’.

    In discussion, members felt that the PC should meet with authorities to put a plan in place for Solstice 2020 in advance of the ASOP meetings. Members also agreed that they should have a plan / template for all major events happening in Avebury and for a master document to be finalized by February / March 2020. Ms Service confirmed that she would be attending

  12. Local issues:

    1. Bench at West Kennett: the Chairman reported that following a collision with a car, the bench at West Kennett had been destroyed and the post box had also been taken out but swiftly re-instated by Royal Mail. The Clerk reported that the incident had been logged with the Police by the owner of the car and that she was waiting to hear from the car owner’s insurance company. She advised members that a safety audit / risk assessment should be done before replacing the bench in the same location and that a resident from West Kennett wanted the bench to be replaced as it was very much in use by walkers and people waiting for the bus.

    2. Replacement planters for the High Street: the Chairman reported that the Henge Shop had offered to replace a planter that was falling apart but had subsequently repaired it instead. The Clerk reported that Grist Environmental had agreed to replace the planter destroyed by one of their vehicles but had done so with one of a different style. Grist Environmental will supply a planter of the right type from Erlestoke House Farm Shop. Clerk to check progress on the new planter owed to the PC.

    3. Repairs to Play Area fencing: the Clerk had yet to receive a quotation and would chase the contractor.

    4. Request for a plastic and glass recycling bin for the High Street: the Clerk reported that the Community Shop had asked for an additional recycling bin in the NT car park. In discussion members requested that Mrs Lewis speak with the Manager to find exactly what was needed as the shop had its own plastic recycling bins for use by the shop and its customers.

    5. Repairs to road mirror in Beckhampton: not yet actioned. Mrs Lewis agreed to purchase the new mirror within the financial limits previously agreed and to ensure written permission from the landowner for installing a new mirror was received.

  13. Parish Steward Priority Sheet: the Chairman reported that the Parish Steward had not been available in August and was only available for half a day over 10 months of the year. Members were asked if they had any job requests for the Parish Steward for his next visit on the 18 September and it was agreed that the focus should be on strimming footpaths with the exception of Kyter’s Walk. Ms Hosie advised members that stimming could be particularly harmful to hedgehogs and that the Parish Steward be requested to use a mechanical means of cutting back vegetation where possible. It was noted that the NT had a hedgehog hotel in the Manor to try to help the declining hedgehog population.

  14. Communications: it was noted that PC Headlines had been submitted to the August Edition of UKN. 

  15. Correspondence: the Clerk reported:

    1. Melissa Camilleri was the new PCSO covering the Marlborough Villages. Members agreed to accept the PCSO’s offer to attend a Parish Council meeting and requested that the Clerk invite the PCSO to the next meeting.
    2. Operation Apollo had been set up by the Police to tackle Heritage Crime at Stonehenge and Avebury.
    3. Information had been received on web content accessibility guidelines. It was noted that full compliancy to the new latest WCAG 2.1 guidelines was required by 22 September 2020. The Chairman reported that Kate Fry had provided a report on what the PC needed to do and he would circulate it to members. Mrs Lewis requested that the ACSReC tab and information be removed from the PC’s website as it was no longer relevant. Mrs Lewis also agreed to ask ASSC about removing the Sports Field page as booking of the Sports Field should ideally be done via ASSC’s website.
    4. Launch of the Calne Great West Way Tourism Website www.visitcalne.co.uk and promotional Video Calne – A to B in Calne Town Hall. The Chairman reported that he had met Mr Dillamore (Chair, Visit Calne) to better understand their marketing strategy.
    5. Wiltshire Community Led Housing Partnership Event was taking place at 10:00 – 12:30 on Tuesday 10 September at Community First, Hopton Park, Devizes. The Chairman offered to attend the meeting.
    6. The next Flood Group meeting would be on Wednesday 11 September at Warminster Civic Centre, Sambourne Road, Warminster and Highways England would be providing an update on the A303 Scheme. Mrs Lewis offered to attend the meeting.
    7. Invitation to Community First’s AGM on 9 October.
    8. Invitation to Wiltshire Local Plan Review: Wednesday 18 September 18:00 -20:00: Marlborough Town Hall, High Street, Marlborough.
  16. Consultations: including the Licensing Act 2003 and WC’s draft statement of licensing policy 2019-2024: deferred to next meeting agenda.

  17. Finance and admin including:

    1. Review of Transport Group Terms of Reference: due to the absence of Dr Bedford, this item was deferred to next meeting agenda.
    2. Play Area inspection by RoSPA had been booked for September.
    3. Training: it was noted that Mrs Lewis would like to attend the Chairing Skills Training provided by WALC. Clerk to book Mrs Lewis on the next available course.
    4. It was resolved to update the cheque signatories for the HSBC bank account and add Ms Service as a fourth cheque signatory. Proposed by Mrs Lewis, seconded by Mr Stacey and carried unanimously.
    5. Cheques for ratification: it was resolved to ratify the following cheque payment raised on the 31 July 2019. Proposed by Mr Butler, seconded by Mrs Lewis and carried unanimously.
      1. Miss E. Moore: Clerk’s overtime and expenses 22 June – 21 July 2019 inclusive                                                                                     £205.79
    6. Cheques for payment: it was resolved that the following cheque be paid. Proposed by Mrs Lewis, seconded by Mr O’Connor and carried unanimously.
      1. Miss E. Moore: Clerk’s overtime and expenses 22 July – 21 August 2019 inclusive including 10 hours owed from April 2019 timesheet plus adjustments for under claimed hours                                         £400.83
  18. Date of next meeting: 7:30pm on Tuesday 1 October 2019
  19. Any other business:
    1. The Chairman reported that the PC had been offered a grant of £1,000.00 from SSE to purchase a defibrillator. It was noted that at the PC’s June meeting it had been agreed that a third defibrillator was a good idea but best provided by another body / organization. The Chairman said that he would ask ASSC and the NT whether they would consider a defibrillator for the Sports Field or elsewhere. Mrs Lewis to check SSE’s terms and conditions for using the grant and whether it would be possible to transfer the grant to another organization or for the PC to make the initial purchase of a rental defibrillator from SW Ambulance Service and then let another organization take over the rental agreement.
  20. The meeting closed at: 21:59

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

  1. Plans of the carriageway improvements at Beckhampton West Kennett
  2. ‘A way forward for Solstice 2020’ – a paper by Cllr Stacey

5 November 2019 Ordinary Council Meeting

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on Tuesday 5 November 2019 at the Social Centre, Avebury SN8 1RF.

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

Liz Moore, Parish Clerk, 31st October 2019

Agenda

  1. Welcome and introductions
  2. Public question time
  3. Apologies
  4. Declarations of interest
  5. Minutes of meeting held on 1 October 2019
  6. Matters arising from the minutes:
    1. Ref. item 8 iii. Resurfacing of footpaths 21 and 22
  7. Police Report
  8. Planning applications:
    1. Minutes of Planning Committee meeting held on 20 October 2019
    2. Application for Listed Building Consent at Avebury Manor, High Street, Avebury SN8 1RF. Ref: 19/09373/LBC
  9. Parish Council budget and precept for 2020/21: preliminary consideration
  10. Project updates:
    1. Transport Group:
      1. Meeting of Parish Chairs
    2. Superfast fibre broadband project and 4/5G: progress report by Cllr O’Connor and to set a target date for completion.
    3. Permissive footpath along the A4361 Swindon Road: report by Cllr Daniel on the findings from the working group.
  11. To consider and sign off the action-orientated report put together by stakeholders to address residents’ car parking concerns
  12. Local issues:
    1. Bench at West Kennett: including: the risk assessment, to approve the quotation received for a new bench and agree submission to the PC’s insurance company
    2. Replacement planters for the High Street
    3. Repairs to Play Area fencing
    4. Request for a plastic and metal recycling bin for the High Street and report from Cllr Lewis
    5. Replacement glazing panel on WC bus shelter on A361 at Beckhampton (west bound) and members to consider funding a new panel
  13. Defibrillator for the Sports Field: a joint project with ASSC
  14. Parish Steward Priority Sheet including report on work completed in October and job requests for November 2019
  15.  Communications
  16.  Correspondence
  17. Finance and admin including:
    1. Half year internal audit
    2. Grant from SSE for a third defibrillator
    3. RoW meeting 23 November 2019 at ASSC
    4. Donations to charities
    5. To set a date for the Clerk’s appraisal
    6. Review of Asset Register
    7. Cheques for payment
  18. Date of next meeting: 7pm on Tuesday 26 November 2019 at the Social Centre, High Street, Avebury.
  19. Any other business

 

  1.  

2 July 2019 Ordinary Council Meeting : Minutes

Avebury Parish Council

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, Mr Terence O’Connor 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 (Operations 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 Wiltshire Council’s planning restrictions 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.