7 March 2017 Ordinary Meeting : Agenda

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on 7 March 2017 at the Social Centre, Avebury SN8 1RF.

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

Liz Moore, Clerk to Avebury Parish Council, 1 March 2017

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 7 February 2017
  5. Matters arising from the minutes: Minute ref. 5 correction: date for ACSReC meeting minutes should be reinstated as 28 June 2016. Minute ref. 15 e. replacement planter ordered for High Street
  6. Planning applications + results including:
    1. Full planning consent for single storey rear extension at Freshfield, Beckhampton, SN8 1QJ. Ref: 16/12045/FUL.
    2. Full planning consent for extension of roof to front garage to create a car port at Freshfield, Beckhampton, SN8 1QJ. Ref: 16/12058/FUL.
    3. NT Stables application and decision by WC Planning Committee
  7. Transport Group: to set a date for next committee meeting
    1. A4 projects at Beckhampton and West Kennett including (i) report on meeting with Steve Hind of WC and Sarah Simmonds of WHS (ii) progress on fund-raising from local people
    2. Footpaths and signage meeting on 2 March: report 
  8. National Trust update
  9. A303 road scheme: APC’s response
  10. Improving opening hours of toilets at the Coach House
  11. Housing Needs Survey
  12. Defibrillator for Avebury and funding options
  13. ACSReC including: renewal of sports-field lease, repairs to the Sports Pavilion roof, banking, noticeboard, fundraising, PAT testing
  14. Local issues including: re-lining sewer from Avebury to East Kennett, to ratify re-submission of APC’s Community Right to Bid application, Beckhampton notice board, payphones consultation, new Perspex for Swindon Road bus shelter, leaf sweeping in High Street and Church Walk, jetting of culvert in Beckhampton.
  15. Communications
  16. Correspondence including Best Kept Village Competition
  17. Finance and admin: including: VAT rebate, confidential item: to approve confidential minute on item on Clerk’s terms and conditions of service and to consider point 1 from Appraisal, training for councillors, review of Financial Regulations, Standing Orders and TOR of committees, ordering system, Emergency Plan, to receive note on Reserve Funds dated 1 March 2017, the approved minutes of ACSReC meeting 1 February 2017 and Transport Group Committee meeting 8 March 2016.
  18. Cheques for payment and cheques for ratification
  19. Date of next meeting: 7:30pm on Tuesday 4 April 2017 at the Social Centre
  20. Annual Village meeting 7pm on Tuesday 25 April 2017
  21. Any other business

7 February 2017 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 7 February 2017 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, AYFC for Avebury Youth Football Club, EH for English Heritage, HE for Highways England, LGA for Local Government Act, MAB for Marlborough Area Board, NT for the National Trust, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Started: 19:31

  1. Public question time: There were 12 members of the public present for all or part of the meeting. The Chairman stated the A303 presentation at item 7. had been arranged because Avebury had an interest in 1. protecting its WHS status and 2. protecting the site and monuments. He said it would be useful if all present could introduce themselves and then questions could be asked. Mr Andrew Alcorn (Highways England’s Project Manager for the A303 Stonehenge improvement) and Mr Chris Jones (Atkins Arup Consultant leading the public consultation) introduced themselves, as did members of Avebury Parish Council, local parishioners and other members of the public including Mrs Jane Davies (prospective WC Councillor), Mrs Gill Swanton (local landowner and archaeologist), Mr Ewart Holmes (Committee member, Avebury Society), Dr Kate Fielden (Vice-Chairman, Avebury Society) and two members of NT staff (see item 2). A member of the public then asked why did the A303 tunnel have to be a short rather than long tunnel, why a bypass could not be built and would there be a study / investigation on the impacts of the project. A member of the Avebury Society asked about the brief and the constraints that had been given to HE, the add-on costs per kilometre of building an extra length of tunnel given that all equipment would already be on-site, whether securing extra funding from overseas had been considered and how light and noise pollution would be mitigated. There was anxiety within the Avebury Society about the knock on effect to the roads surrounding the A303 when it was widened and possible problems for users of minor roads joining the A303. A member of APC asked 1. what was the response of the local population at Stonehenge and 2. what were the justifications for building a tunnel. A final question was asked by a member of the public as to what was the total cost of the project. The consultants for HE said they would answer all the questions during their presentation.
  2. Present: Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr David Brotheridge, Mr Jon Campbell, Mrs Lynzey Paradise and Mr Stephen Stacey. In attendance: Miss Liz Moore (Clerk) except item 18.b, Dr Rosamund Cleal (NT Museum Curator, Alexander Keiller Museum) and Ms Catherine Hosie (NT Estate Manager).
  3. Apologies: Councillors Dr Mike Bedford (Vice-Chairman), Mr Terence O’Connor and Ms Zandria Service. Apologies had also been received from Wiltshire Councillor, Mrs Jemima Milton and mentioned later in the meeting at item 10.
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 6 December 2016: two amendments were requested. Item 12. second sentence: to change Mr Lewis to Mrs Lewis and to correct appendix item 5. from ‘…meeting 28 June 2016’. to ‘…meeting 28 May 2016’. It was resolved to include the amendments. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously. Further to the aforesaid amendments the minutes were unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mr Campbell.
  6. Matters arising from the minutes: the Clerk reported:
      1. Repairs to swings at Avebury Trusloe: (Minute ref. 15). The work had been completed.
      2. New bridge in Beckhampton: (Minute ref. 16. f.). The work had been completed. (Pictures of the new bridge with new railings had been previously circulated to members by Mrs Lewis).
      3. Web-Site updates: (Minute ref. 21.c.). The work had been completed and members to agree management of on-line community notice board. It was agreed that the Clerk and Mrs Paradise would keep the notice board up to date.
  7. Planning applications + results:
      1. Full Planning Consent for erection of three single storey timber stables on an existing base at Beckhampton House, Beckhampton SN8 1QR. Ref: 17/00295/FUL. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Mrs Lewis, seconded by Mrs Paradise and carried unanimously.
      2. Work to trees in a Conservation Area to fell one Lawson Cypress at ground level at the Social Centre, High Street, Avebury SN8 1RF. Ref: 17/01010/TCA. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Mr Campbell, seconded by Mrs Paradise and carried unanimously.
      3. Members received the minutes of the Planning Committee meetings held on 17 December and 21 January 2017 (see appendix 1 and 2 respectively).
      4. Lower Acre, Bray Street: the Chairman stated the application had been withdrawn.
      5. NT Stables, High Street: the Chairman reported the application had been called in by Mrs Milton (WC Councillor) and the WC Planning Committee meeting was scheduled for Friday 17 February. It was noted the Chairman would not be able to attend, but other APC members would be present to put forward APC’s views as per 21 January Planning Committee meeting minutes. [The WC Planning Committee was in fact due to meet on Thursday 16 February.]
  8. Highways England presentation on A303 road scheme at Stonehenge:
    1. (map previously circulated to members and see appendix 3). Consultants Chris Jones and Andrew Alcorn distributed three hardcopy booklets entitled: 1. A303 Stonehenge Amesbury to Berwick Down: Public Consultation Booklet – January 2017. 2. The case for the scheme and 3. Creating an Expressway to the South West: the case for the A303/A358 Corridor. (See appendix 4 of the minute book). Mr Chris Jones explained there had been nine exhibitions to accompany the public consultation and the final one was to take place the next day. He then gave a power point presentation and background introduction to explain that Highways England had been created on 1 April 2015 and now worked under licence to the Department of Transport. There were eight sections of road for improvement on the A303 and the deadline for delivering the improvements was 2029. The objectives for the scheme were read out (see p. 17 of booklet A303 Stonehenge: Public Consultation January 2017). Mr Jones explained that Highways England was consulting on the 12 km of road that ran past Stonehenge and that Arup Atkins brief was to look at the options and propose solutions. The solutions were a pair of 2.9 km tunnels and a choice of a northern or southern bypass at Winterbourne Stoke to accommodate access.

    The following points emerged. 1. The tunnel would not be seen from Stonehenge 2. The Road Investment Strategy had come about through studies and had been put forward by the previous Prime Minister 3. Work with the NT and EH had informed and underpinned the decision that 2.5 – 2.9 km was an appropriate length for the tunnel including the location for the portals 4. Mr Jones had asked for the lighting to be removed from the portal entrances 5. It was estimated that £1.4 billon was the likely cost of the whole project. The final presentation was the project timeline (see Public Consultation Booklet, p.49 it was predicted work would start on site in 2020). Thanks were expressed to Andrew Alcorn and Chris Jones for their presentations.

    The Chairman asked members of APC for their views. Questions were raised as to how any adverse effects could be negated and whether all ICOMOS’s recommendations would be implemented (see ICOMOS web site for technical documentation). The Chairman stated if 60 scheduled monuments were likely to suffer slight to very large adverse impacts then those issues should be resolved. Mr Jones said that it was the UK Government who nominated Stonehenge to be a WHS and therefore they would be taking the ICOMOS recommendations seriously. The Chairman also pointed out that the word ‘protect’ did not come into Arup Atkins’ technical documentation but protection was the primary purpose of the WHS. APC members were concerned that a 2.9km tunnel necessitated about 1.5km of surface level dual carriageway in the western part of the Site.  The Chairman suggested an alternative solution could avoid a great deal of damage to archaeology if about 1.5km of the existing A303 in the western part of the WHS was recycled/reused as a one-direction pair of traffic lanes and coupled with a tunnel of about 2.9km and, for traffic travelling in the opposite direction, a longer tunnel of about 4.5km was built to emerge just outside the western end of the WHS. He also suggested that a test be applied to any scheme: if some monuments were 4,500 years old, was it likely that the built scheme would still be seen as an acceptable intervention in 4,500 years’ time?

    The Chairman asked members of the public for their views. Question 1. Would more money be going into the railways to counteract displacement of vehicles. Answer: the Government makes the policy and Highways England works on the specific brief. Referred to National Policy Statement. Question 2. Thanks were expressed to the consultants for their presentation and they were asked what was the Government’s brief on looking after undisturbed archaeology? What were the downsides? Answer: Atkins Arup was currently undertaking geophysical surveys and pit work that was overseen and signed off by the County Archaeologist and Historic England. Question 3. How would the likely increase in traffic on the A345 (Marlborough to Amesbury road) be managed? Answer: Atkins Arup would be putting in place Development Consent Orders to look at the temporary effects of traffic on A345 whilst the A303 road was a construction site and to look at any long-term effects.

    Action: It was agreed the Chairman draft a response to the Highways England and other authorities and circulate it to APC members for comment before submission.  The response should reflect points made in the meeting and should emphasise in particular that the Parish Council is concerned that the proposed A303 scheme could result in negative impacts on the Avebury half of the WHS if 1. UNESCO were to delist the WHS, or add it to its List of World Heritage Sites in Danger and 2. if a precedent was set whereby further damaging schemes in future could be built in either half of the WHS.  The Parish Council would therefore urge that 1. monuments, their settings and interrelationships including astronomical alignments be protected and adverse impacts on them be much reduced and 2. that all ICOMOS/UNESCO recommendations be included in the final design so that ICOMOS/UNESCO agreement is obtained.

    The Chairman warmly thanked Andrew Alcorn and Chris Jones for their assistance and advice.

  9. Transport Group: In the absence of Dr Bedford, the Chairman reported on the Committee meeting on 13 December:
      1. Atkins and A4 designs: CATG had agreed to fund 50% of the design project. (Total project cost = £18,775). It was resolved that APC fund 25% of the project from its reserves = £4,694. The Clerk stated APC had the power to act under section 274 of the Highways Act 1980. Proposed by Mr Stacey, seconded by Mr Brotheridge and carried unanimously. A member of APC reported a member of the public had asked what was being done about yellow lines in Avebury Trusloe as there were on-going issues with parking. Action: yellow lines to be put on next Transport Group meeting agenda for re-consideration.
      2. Local fundraising: the Transport Group would be working on raising the rest of the money needed for the A4 design project.
      3. Footpaths and finger posts: a meeting was currently being arranged between Mr Tim Lewis and Mr Stephen Leonard. Mrs Paradise reported that footpath 22 was not safe. Members noted they had received no further response from WC even though the Deputy Leader of WC had agreed to put the project on to WC’s list of projects for 2016/17. The footpath had also been logged via WC’s on-line system. Action: issue to be put on Transport Group agenda for urgent attention.
      4. Great West Way: the Chairman and Mrs Lewis reported they had attended the Great West Way Wiltshire Group meeting held on 27 January. They said this was a two to three-year project plan to 1. support sustainable transport by encouraging people to visit the attractions along the A4 using different modes of transport 2. encourage pre-booked visits via overseas travel companies. The Chairman said it was important to have APC representation at the meetings to convey APC’s views that increased visitor income, but not increased footfall, was needed in the Parish.
  10. Improving the Toilet Facilities at Avebury: (Draft note on elements of a service agreement between APC and NT previously circulated to members and see appendix 5). Mr Stacey referred to page 2 of the draft note and explained that APC could decide if it wanted to consider a trial two-year lease / service agreement with the NT to assist the NT in running the toilets during daylight hours, 365 days a year if possible. The Chairman reported Mrs Milton had given her apologies for the meeting that night but wished to make her concerns known with regards to MAB agreeing to put £5,000 towards the capital costs of improving the NT toilet facilities. He asked if the NT had any questions; Ms Hosie said she had nothing further to add. Questions were then taken from members of the public. A question was raised as to why other bodies such as APC were putting in funding for existing toilets particularly as the NT were refurbishing the toilets anyway. Ms Hosie clarified the NT was funding the whole refurbishment and not seeking money for that project. A member of the public suggested APC should clarify the need and determine which pot of money was going to be used by MAB. Action: It was agreed that (1.) APC should now write to the WHS Steering Committee (as per last meeting minutes) to see if other WHS stakeholders would be willing to contribute over two years to the project and (2) APC arrange a further meeting with the NT to explore drafting a service agreement.
  11. Defibrillator for Avebury: Mrs Lewis reported:
      1. Location for the defibrillator: the Trustees of the Social Centre had agreed a defibrillator could be put on the outside wall of the Social Centre.
      2. Consider options for the heated storage box: not covered.
      3. MAB Grant Application Form: in progress. The Community Shop had generously offered up to £900 towards the project and there were other members of the community willing to put money forward. Members noted it might therefore be possible to fund the project without going through the MAB process as the total cost for the defibrillator was £2,160 (including VAT). Action: Mrs Lewis to meet with other donors and provide progress report at next meeting.
      4. SW Ambulance Scheme Memorandum of Understanding: (terms previously circulated to members and see appendix 6). It was resolved that the defibrillator would be located on an outside wall of the Social Centre and the SW Ambulance Scheme’s Memorandum of Understanding was accepted. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously.
  12. National Trust update: Dr Ros Cleal reported that she had a short update due to the Christmas holidays and the main points were: a. the NT had supported Wassail b. the NT were about to reopen the Manor on Saturday 11 February 2017 and it would be open every day until the end of October c. the toilet refurbishments were ongoing and would be completed that Spring. The Chairman asked if members had any questions for the National Trust. Mrs Paradise asked what thoughts the NT had about the A303 project. Ms Hosie said they worked closely alongside the NT Project Manager assigned to the work and the NT as a stakeholder was committed to influencing the process to achieve the best possible outcome. Ms Hosie agreed that, if APC wished to ask NT for a view, they could do so. The Chairman thanked the NT for their report.
  13. Payphones Consultation:
      1. BT’s telephone box consultation: the Clerk reported she had submitted a response to WC (previously circulated to members) to object to BT removing the Avebury Trusloe and West Kennett ‘phone boxes on the grounds of poor mobile ‘phone signal coverage for both locations and accident blackspot by the A4. It was hoped the response would be enough to keep the status quo and allow APC more time to consider options such as adopting the ‘phone boxes as BT was not willing to extend the consultation deadline.
      2. High Street ‘phone box usage: not covered (NB. the ‘phone box had been used 144 times to make calls in the past year).
      3. Members to consider adopting Avebury Trusloe and West Kennett ‘phone boxes: deferred to next meeting or until formal response from BT received.
  14. ACSReC: Mrs Paradise reported on the following matters from the 1 February Committee meeting. She explained that fundraising for the Pavilion roof had been organized in the form of film nights at the Social Centre see item 14.d. She said clearing work behind the Pavilion had been excellent including work carried out on the fence by the NT and that risk assessments had been done. The Committee had been investigating access to the septic tank and discovered it could be accessed by a hatch in the kitchen. The tank was likely to be about 10 years old but no record of it being emptied had been found yet.
      1. Renewal of sports-field lease: in progress. In order for sports clubs to apply for certain funding they would be required to show legal rights to the Pavilion and as APC was not allowed to sub-let the sports-field in the current terms of the lease that might be an area to explore further with the NT.
      2. Avebury Day: Mrs Paradise requested Avebury Day to be itemized separately on next meeting agenda and not under ACSReC. No further information.
      3. Survey of condition of pavilion: the Committee had considered the findings of the ‘brief’ survey carried out by Dolman Building Surveyors on 20 December 2016 (report previously circulated to members) and were prioritizing the roof repairs to ensure the building was water tight.
      4. Funding repairs to the Sports Pavilion roof: Avebury Social Centre was fund-raising to help with cost of repairs by running the first two in a series of archive films of ‘Britain on Film Tour’. Next screening: Thursday 30 March entitled ‘Rural Life’, tickets £5 from village shop.
      5. Banking: Lloyds account now in the name of the Parish Council and operational. It was noted a separate cash book would be needed to record transactions for APC to run two bank accounts.
      6. Noticeboard: the Chairman tabled a letter received from Jan Tomlin (NT General Manager, Wiltshire Landscape) that day (also circulated by email to members) informing him that a watching brief should have been carried out at the same time as the removal of the noticeboard. Mrs Paradise reported that to the best of her belief the board had been lifted out with minimal disturbance but requested that APC put together a checklist to document the procedures for future projects. Action: Chairman to respond to Jan Tomlin out of courtesy as the letter had been addressed to him.
  15. Local issues:
      1. Housing Needs Survey: deferred to next meeting – results and analysis due to be sent to APC that month. The Clerk stated the Parish Summary and results were being sent to APC for approval prior to publication on the WC website.
      2. URC Chapel: the Chairman read an email received from the Trustees of the Avebury Sacred Trust in response to APC’s email last month (both previously circulated to members). In discussion members noted that conveyancing was in progress, no donation was requested from APC but individual donations welcomed. It was felt APC was entitled to a better response particularly as APC needed to know what the planned activities would be to assess the impacts, and had previously requested a business plan and financial details. The Chairman opened the meeting to a member of the public to speak. In discussion it was highlighted that conveyancing processes can be very swift and that any delay might be part of a caveat in the purchase process allowing a delay until funding was in place. Concern was also raised about the state of the building deteriorating in the meantime. Action: APC to write to the URC Synod to request information on the proposed activities and business plan for the Chapel and to highlight concern about the building deteriorating over the coming year.
      3. Drains in Bray Street: Mrs Lewis reported a blockage had been found to be causing the overflow and work had been carried out to rectify the problem.
      4. Bus shelters: the Chairman reported a large window pane was missing in the bus shelter on Swindon Road and a member of the public had emailed to report that WC were not going to replace it due to budget constraints (email previously circulated to members). The issue had originally been brought to APC’s attention by Mr Brotheridge. In discussion it was noted APC should not be doing WC’s work for them but members of the community would suffer if nothing was done. Members agreed APC arrange for a clear piece of Perspex to be fitted to the bus shelter window. Action: Clerk to instruct the repair works.
      5. Planters in the High Street: the Clerk said a planter had been damaged by a WC dustbin lorry on 20 January. She had reported the incident to WC that day but no response had been received to date. Action: Clerk to write to WC and Wiltshire Councillor Jemima Milton.
      6. Parish Council notice boards: not covered but general maintenance work needed. Deferred to next meeting agenda.
      7. Leaf sweeping in the High Street and Church Walk: work ordered but not yet done. Action: Clerk to chase WC.
      8. Jetting of culvert in Beckhampton: work ordered but not yet done. Action: Clerk to chase WC.
  16. Communications: the Chairman reported the December Headlines had been submitted for the January edition of UKN.
  17. Correspondence: the Clerk reported:
      1. Thank you letter received from Citizens Advice Wiltshire for APC’s donation of £50.00. The Clerk tabled the letter.
      2. Avebury Police report: members noted that in the previous month one car had been broken into in the main NT car park.
      3. Sarsen Trail sponsored walk would be taking place on Sunday 30th April 2017.
      4. Planning for Communities Workshops delivered by Wiltshire Community Land Trust (WCLT) were available for members to attend in February. As a member of WCLT, the Chairman additionally offered to run a workshop for members at the Social Centre and that was the preferred option.
      5. South West Local Councils’ Associations’ Regional Conference: the venue was Taunton Rugby Club 10am – 4pm on Thursday 16th March 2017. Cost: £60 (+ VAT) per person. In discussion no delegates were proposed.
      6. Police Consultation: members of the public are invited to take part.
  18. Finance and admin: including:
      1. Budget 2017-2018: (previously circulated to members and see appendix 7). It was resolved to receive and approve the final draft budget dated 7 December 2016. Proposed by Mr Brotheridge, seconded by Mrs Paradise and carried unanimously.
      2. Confidential item: report on Clerk’s appraisal held on 2 December. The Chairman proposed to defer item 18.b to the end of the meeting to allow the Clerk to leave the meeting earlier. Carried unanimously.
      3. Training for Councillors: Mrs Lewis to progress.
      4. Review of Financial Regulations, Standing Orders and TOR of Committees: the Chairman reported the he and Mr Stacey were working on the ordering process. The Clerk reported a correction was needed to the Standing Orders at item 26.i. Finance. to change the last sentence to ‘..payment shall be authorised by the Clerk.’ Members noted updates to the Financial Regulations and Standing Orders would be resolved at the next meeting.
      5. Ordering System: as above.
      6. Press and Media Policy: a draft Press and Media Policy had been previously circulated to members by the Clerk. It was resolved to adopt the new Press and Media Policy dated 7 February 2017. Proposed by the Chairman, seconded by Mrs Lewis and carried unanimously. (See appendix 8).
      7. The approved minutes of ACSReC meetings 27 July 2016, 24 October 2016 were tabled and received. (See appendix 9).
      8. Date for Annual Village Meeting: members agreed to set the date for Tuesday 25th April at 7pm. Clerk to book the Social Centre.

    i. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Mr Campbell, seconded by Mr Brotheridge and carried unanimously. Cheques were signed by the Chairman and Mrs Lewis.

      1. Thames Water Utilities Ltd: water supply and wastewater disposal 21 Oct 2016 – 12 January 2017 (including VAT)        £275.97
      2. Elysium Woodworking Ltd: replacement of beam supporting swings on Play Area (including VAT)                £80.00
      3. Social Centre: PC meetings on 4 Oct, 1 Nov and 6 Dec + the Transport Group meeting on 13 Dec                  £16.00
      4. National Trust: annual rent of sports field          £60.00
      5. Clerk’s overtime and expenses 22 Dec 2016 – 21 Jan 2017  £46.49
  19. Cheques for ratification: members noted at the instruction of the Clerk, the following cheques had been raised in January 2017, signed by two Councillors and payment sent to the respective suppliers. It was resolved to ratify the payments as listed below. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously.
    1. Mr P J Mills: rabbit and mole control at Avebury Sports field      £85.00
    2. Fiona Wood: cleaning materials and cleaning of Pavilion in December 2016                                                                                                  £19.40
    3. Thames Water Utilities Ltd: fixed charge and wastewater disposal for the Pavilion (from previous bill)                                                £114.70
    4. Dolman Building Surveyors: brief survey of the Pavilion (including VAT)                                                                                          £360.00
    5. Playground Services Ltd: two pairs of log clamps for swing unit (including VAT)                                                                                          £216.00
    6. Honeystreet Sawmills Ltd: 3.6 metre timber beam for swing unit (including VAT)                                                                                          £28.80
    7. Liz Moore: Clerk’s overtime and expenses: 22 November – 21 December 2016                                                                      £321.56
  20. Date of next meeting: 7:30pm on Tuesday 7 March 2017 at the Social Centre. The Chairman gave his apologies.
  21. Any other business: Mr Brotheridge asked if the Parish boundary had changed because one of the Avebury WHS signs had been replaced and moved. The Chairman invited Mrs Davies (prospective Wiltshire Councillor) to speak and she reported the old WHS sign had not been in the correct place and that the WHS boundary sign was now much closer to the correct position. The Clerk left the meeting and the Chairman moved to Confidential item 18b: report on Clerk’s appraisal held on 2 December, see confidential minute.
  22. The meeting closed at 10.18pm

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

  1. Minutes of the Planning Committee meeting held on 17 December 2016
  2. Minutes of the Planning Committee meeting held on 21 January 2017
  3. A303 Map
  4. A303 Stonehenge Amesbury to Berwick Down: Public Consultation Booklet – January 2017. The case for the scheme. Creating an Expressway to the South West – the case for the A303/A358 Corridor.
  5. Draft note on Elements of a Service Agreement between APC and NT in respect of the Coach House Toilets
  6. SW Ambulance Scheme Memorandum of Understanding
  7. Budget 2017 – 2018 (dated 7 December 2016)
  8. Draft APC Press and Media Policy (dated 7 February 017)
  9. Minutes of ACSReC meetings 27 July 2016 and 24 October 2016

6 December 2016 Ordinary Meeting : Minutes

Avebury Parish Council

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

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

Time Started: 19:30

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

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

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

1 November 2016 Ordinary Meeting : Minutes

Avebury Parish Council

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

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

Time Started: 19:30

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

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

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

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

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

 

6 December 2016 Ordinary Meeting

Avebury Parish Council

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

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

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

Agenda

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

4 October 2016 Ordinary Meeting : Minutes

Avebury Parish Council

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

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

Time Started: 19:32

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

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

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