Avebury Parish Council
An ordinary meeting of Avebury Parish Council will be held at 7:30pm on Tuesday 7 November 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, 2 November 2017
- Public question time
- Declarations of interest
- Minutes of meeting held on 3 October 2017 and confidential note
- Matters arising from the minutes
- Planning applications:
- Full Planning for construction of new vehicular access at 2 Bray Street, Avebury, SN8 1RA. Ref: 17/09282/FUL.
- Application for work to trees in a Conservation Area. Proposal:- 2 Sycamore trees – crown raise and cut back to clear Dovecot at Dovecot, West Kennett Farm, West Kennett, Marlborough, Wiltshire SN8 1QF. Ref: 17/10064/TCA.
- Full Planning for change of use of agricultural buildings A and B to B2 (General Industrial) uses at: Manor Farm Yard, Avebury Trusloe, Wiltshire, SN8 1QY. Ref: 17/09860/FUL.
- Application for work to Trees in a Conservation Area. Proposal:- 5 Sycamore trees – crown raise by 2 – 3 m to clear building at the Old Brewery, West Kennett Farm, West Kennett, Marlborough, Wiltshire SN8 1QF. Ref: 17/10400/TCA.
- Parish Council budget and precept for 2018/19: preliminary discussion of draft first budget for 2018/19.
- ACSReC: including:
- To agree the terms of sports-field Agreement with ASSC
- To consider surrender of lease and Deed of Surrender drafted by National Trust
- To reconcile ACSReC income and expenditure in APC’s accounts and terms of transfer of assets to ASSC
- Community Sport
- Transport Group: including:
- Progress report on A4 traffic calming project
- Results of double yellow lines and speeding questionnaire sent to Avebury Trusloe residents.
- Future uses of High Street car park
- Coach House toilets: opening hours
- Update on communications between the Parish Council and the National Trust
- A303 Expressway announcement: implications for Avebury
- Defibrillator for Avebury Trusloe:
- Agree location
- Adopting the ‘phone box for £1
- Refurbishment and long term management and maintenance of ‘phone box
- Trusloe play area inspection report
- Local issues including play area fencing and options, resurfacing footpath 22, resurfacing footpath AVE30/10 from NT main car park to the High Street and request for APC web site to be more village friendly.
- Finance and admin including review of Financial Regulations, Standing Orders and TOR of Committees, to review and adopt draft proposed policy for disposal of APC’s assets and depreciation, review of Asset Register, review of Risk Register, donations to charities and cheques for payment.
- Date of next meeting: 7:30pm on Tuesday 5 December 2017 at the Social Centre.
- Any other business
Avebury Parish Council
Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 3 October 2017 at the Social Centre, Avebury SN8 1RF.
In these minutes APC stands for Avebury Parish Council, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, AONB for Area of Outstanding Natural Beauty, ASSC for Avebury Sports and Social Club, AYFC for Avebury Youth Football Club, AWHS for Avebury World Heritage Site, DCMS for Department Digital, Culture, Media and Sport, EH for English Heritage, MAB for Marlborough Area Board, NT for the National Trust, SID for Speed Indicator Device, UNESCO for United Nations Educational, Scientific and Cultural Organization, WC for Wiltshire Council and WHS for World Heritage Site.
Present: Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Dave Brotheridge, Mr Jon Campbell (from item 10 onwards), Mr Terence O’Connor (from part way through item 6 to item 7) and Mrs Lynzey Paradise.
In attendance: Miss Liz Moore (Clerk), and from items 1 to 14 inclusive Wiltshire Councillor Jane Davies.
The Chairman welcomed members of the public to the meeting and explained there would be a closed session during the meeting and that the Sports Field lease at item 10 would be dealt with later on in the meeting.
Time Started: 19:32
- Public question time: there were five members of the public present for all or part of the meeting. The Chairman asked if there were any questions. A member of the public said she had a question for WC and read out the following letter of which an electronic copy was taken by Jane Davies (Wiltshire Councillor). ‘Can Wiltshire Council instruct the National Trust in Avebury to consult first with the Parish Council (our representatives) in matters that have an impact on the Village. For example:- Jan Tomlin on Friday at an open meeting in the Chapel told me, when pressed, that she was meeting Sarah Simmonds World Heritage representative to discuss the Village car park and moving the sign. I asked her to include the Chairman of the Parish Council who was standing beside me and knew nothing of these proposals. She refused. Wiltshire Council we need your help……’ A member of the public asked if anyone could confirm whether minibus drivers were entitled to be in the High Street car park because he had been told by one of the drivers that they could park there because they paid a fee to the NT. The Chairman said the question would be asked later in the meeting. A further question was asked about how to get the Beech trees on NT land near Rawlins Park reduced in height as they were restricting sunlight to a mobile home (located on the south side of the Park) and interfering with satellite signals. The Chairman asked whether the NT had been contacted about the matter and the member of the public confirmed he had not done so that year. The Chairman advised him to confer with his neighbours to see if others had the same issue and to bring the issue back to APC who could then contact the NT on their behalf. The Chairman reported he had received the following question from a member of the public and read out an email that had been received that day and circulated to members:
I am writing in advance of today’s APC meeting to set out in writing a few concerns I have in relation to the National Trust and their consultation relating to the use of the small High Street car park.
After all the difficulties last year with the planning and licence applications I had understood that it was the intention of the NT to liaise more closely with APC, with the intent of avoiding a repeat of those difficulties. From the perspective of a parishioner it appears that unfortunately this is simply not happening (viz Ella’s Pantry earlier in the year which was suddenly announced with no consultation with APC at all). In relation to the car park I am concerned about any reduction in parking for locals using the village facilities (although I agree with the addition of more blue badge spaces) which may well lead to parking congestion further down the high street. Any parking congestion further down the high street is both a nuisance to high street residents and risks difficulties with access for the emergency services. It is therefore vital that, when considering future plans for the high street car park, the NT take this into account.
APC are the democratically elected body which represents the local parishioners. They speak on our behalf. Therefore for the NT to have a positive relationship and ongoing dialogue with the village it is necessary for them to work closely with APC. Sadly this does not seem to be happening and, as a parishioner, I cannot see why. It should be a simple process for the NT to consult appropriately with APC (as opposed to just announcing plans in their newsletter with no prior discussion with APC) and to work with them. Can APC explain to parishioners what they perceive the issue to be preventing this and how this can be addressed to ensure that going forward there is a harmonious working relationship for the benefit of us all?
The NT brings many positive benefits to Avebury so it is a shame for the value of those benefits to be soured by the NT failing to recognise that working with the village means working with the APC who are our representatives….’
Jane Davies (Wiltshire Councillor) reported that the issues of communications were discussed with the NT at a meeting between WC and NT the previous Tuesday and that Wiltshire Councillor Richard Gamble (Portfolio Holder for Arts, Heritage and Tourism) who attended that meeting was going to try to find funding for extending the opening hours of the Coach House toilets. The Chairman stated WC Councillors Jane Davies and/or James Sheppard (Vice-Chairman WC) had attended several recent APC ordinary meetings and had been very pro-active in helping to improve dialogue.
- Apologies: Dr Mike Bedford (Vice-Chairman), Mr Stephen Stacey and Ms Zandria Service. Members noted Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape) had written to say that the NT would not be represented in person.
- Declarations of interest: there were none.
- Minutes of meeting held on 5 September 2017: Unanimously agreed as an accurate record. Proposed by Mr Brotheridge and seconded by Mrs Paradise. The confidential meeting notes under item 6. National Trust update: closed session were accepted as an accurate record. Proposed by Mrs Lewis, seconded by Mrs Paradise and carried unanimously.
- Matters arising from the minutes:
- Min ref. 13. d. Obscured ‘no through road’ sign at entrance to Gunsite Road: the Clerk reported the work had been completed by WC and thanks received from Mrs Haines (resident in West Kennett)
- Min ref. 15. e. The Story of the North Wessex Downs: the Chairman reported the North Wessex Downs AONB team had accepted an invitation to provide a presentation to the village at the annual Village / Parish Meeting next April.
- National Trust: closed session: The Chairman stated that in view of the confidential nature of the business that was about to be transacted on the NT update, dialogue and progress, the future of URC Chapel and the Coach House toilets, it was advisable in the public interest that the public and press be temporarily excluded. The proceedings that followed were recorded in a confidential note. The debate was adjourned part way through when Mrs Sara Spratt (local resident) joined the meeting for item 10. The Chairman proposed to alter the order of business and move directly to item 10. ACSReC.
- Report to the public on item 6: the Parish Council
- Received and noted NT’s update (see appendix 1).
- Received results of WC meeting on 26 September 2017: Jane Davies (Wiltshire Councillor) reported:
We discussed how best to ensure future confidence in communications between National Trust and Avebury Parish Council. We agreed that future PC meetings could be electronically recorded for the duration of Trust attendance, which may be for a specified time at the beginning of proceedings. Councillors James Sheppard (Vice-Chairman, WC) and Jane Davies (Wiltshire Councillor, West Selkley) would raise this suggestion at the next APC meeting.
We talked about WHS toilet provision above and beyond that which is provided by NT. Ms Catherine Hosie (Estate Manager) recapped NT’s existing offer of a lease – including an NT contribution of some £6k – for the Coach House toilets, and shared the estimated running costs of £11k. Councillor Sheppard suggested that Wiltshire Council should be able to help in meeting the £5k shortfall due to the importance of Avebury and its WHS status. Councillor Richard Gamble (Portfolio Holder for Arts, Heritage and Tourism) agreed to progress this proposal within Wiltshire Council.
- Agreed APC’s next steps: Clerk to write to the Trust with suggestions for electronic recordings and other detailed arrangements for meetings the Trust attends.
- National Trust: Future plans for High Street car park: the Chairman reported he had attended the drop-in session at the Chapel and understood that the Trust was not considering a pay and display system for the High Street car park. The possibility of moving the ‘No tourist parking’ sign by the Farthings’ gate had been mentioned. He reported APC had received, or had been copied into, emails from about ten residents in response to the consultation including a number of representations of concern about what future changes the Trust might have in mind. It was agreed the Clerk to write to Jan Tomlin to ask her to clarify the Trust’s proposals for the High Street car park.
- Planning applications: there were none.
- ACSReC: Proposal that Avebury Sports and Social Club (ASSC) takes a lease on Avebury Sports-field from the National Trust (note on surrender of Sports-field lease, dated 29 September 2017 previously circulated to members and see appendix 2). The Chairman invited Mrs Sara Spratt (local resident and solicitor) to the table. The Chairman altered the order of business and proposed moving directly to 10.a. with APC’s resolution recorded at item 10.i.
- Report on ASSC Emergency General Meeting on 19 September: Mrs Paradise reported that 30 people had attended the EGM and everyone had agreed that ASSC should take on a lease of the Sports Field from the National Trust.
- Results of responses to public notices: the Chairman said that public consultation notices had been put up on the five notice boards in the Parish on 20 September and had also been included in Headlines in Upper Kennet News. Mrs Paradise and the Clerk reported that they had not received any feedback from the public.
- Agreement on future use: in agreeing to surrender APC’s lease of the sports-field, APC members were aware that circumstances and personalities at ASSC would change in future years. To date, APC had been the lessee and, as a statutory body, was subject to democratic control and was permanently accountable to all electors in the Parish. ASSC was not democratically accountable in the same way and in the longer term a different group of people might decide to exclude some uses or users. APC should therefore obtain an agreement with ASSC that: 1. Any Avebury parishioner will be eligible to be a member of ASSC 2. The sports-field will be available to all parishioners for sports and recreation 365 days a year 3. APC will be represented on ASSC’s sports-field sub-committee and 4. that ASSC should include these conditions 10.c.1-4. in any future lease of the sports-field from the NT. It was agreed the agreement be exchanged simultaneously with APC surrendering its lease and ASSC taking theirs. The Chairman stated he had spoken to Mr Dominic Fry (Chairman of ASSC) and that he was happy with having such an agreement. In discussion questions were raised about whether the agreement would be enforceable and how future pitch hire rates could be kept affordable. [Mr Dominic Fry joined the meeting and the Chairman invited him to the table.] Mrs Sara Spratt said it would be advisable to request successor leases to carry the same terms as the agreement but future levels of pitch hire rates would be hard to incorporate.
- Report on dilapidations: members noted that Ms Catherine Hosie (Estate Manager, NT) had replied to the Clerk on 29 September to advise that ‘…In light of the strong local support for current lease with the Parish Council to be surrendered and a new lease to be negotiated with the Sports and Social Club, it seems sensible in principle, subject to the PC also agreeing to the surrender and the Sports and Social Club agreeing to accept the Pavilion under a new lease in its present condition, to agree that dilapidations will not be charged..’
- The future ownership of assets in the pavilion and on the sports-field: the Chairman read out a list of assets in the pavilion and on the sports-field as set out a note dated 29 September and shown at Appendix 2. Members discussed their disposal to ASSC. Action: It was agreed that 1. while assets were shown at historic cost in APC’s accounts, a policy on disposal of assets and depreciation be brought to APC’s next meeting and 2. as APC was holding these assets for the benefit of the sports-field, APC would in principle wish to make a donation in kind of them to ASSC for the use of the sports-field. The Clerk confirmed that APC could provide financial assistance under section 19 LGA (Local Government Act) Miscellaneous Provisions Act 1976. N.B. financial assistance included grants and gifts.
- Future beneficiary(ies) of funds held by APC for the sports-field: the Chairman reported that Dr Bedford, the Clerk and he had reconciled the sports-field’s financial figures as at 13 September as shown at appendix 2. At that date APC was owed approximately £1,020, although figures would change with any subsequent income and expenditure. [The figures also need to be double checked.] Action: Subject to checking, APC agreed to relinquish control of the Nationwide and Lloyds accounts on surrender if its lease and repayment of monies owing to APC.
- Annual contribution towards sports-field costs: Members noted that APC had made annual contributions over the years in respect of the costs of grass mowing and insurances. In 2017/18 this amounted to about £1,440.00 and members debated whether APC should provide on-going financial assistance in 2018/19 and possibly 2019/20. Action: it was agreed that APC would consider a request for a contribution.
- Drafting an Agreement: It was agreed that APC request Mrs Spratt to draft an agreement between APC and ASSC on behalf of APC and terms to be agreed by APC at next meeting in November.
- RESOLUTION: The Parish Council resolved in principle to surrender its lease of the sports-field subject to satisfactory terms being agreed for termination as follows:
- ASSC taking a lease of the Sports-field from the National Trust simultaneously with the Parish Council surrendering its lease
- the National Trust not charging dilapidations
- ASSC entering into an Agreement with the Parish Council simultaneously on taking a lease with the National Trust and APC surrendering its lease that 1. any Avebury parishioner will be eligible to be a member of ASSC 2. the Sports-field will be available to all parishioners for sports and recreation every day of each year 3. APC will be represented on ASSC’s Sports-field Sub-committee 4. ASSC will include these terms 10.i.c.1-4. in any successor lease of the sports-field by ASSC from the National Trust. The Parish Council also agreed in principle that: 1. tenant’s fixtures, goods and chattels on the Sports-field and in the pavilion would be transferred to ASSC for the use of the Sports-field as a donation in kind and that the Clerk be asked to check that this was possible (Section 19 LGA (Local Government ACT) Miscellaneous Provisions Act 1976) 2. APC would relinquish ultimate control of ASA/ACSReC’s Nationwide and Lloyds accounts on surrender of its lease and repayment of monies owing to APC 3. a policy on depreciating the value of assets proposed for disposal would be drafted for approval at APC’s November meeting. Proposed by the Chairman, seconded by Mr Campbell and carried unanimously.
- Nationwide bank account and future: not covered.
- Community Sport: deferred to next meeting. – Proceedings resumed from item 6. National Trust: closed session.
- Transport Group:
- Progress report on A4 traffic calming project and CATG meeting on 21 September: the Chairman reported he had attended a CATG meeting on 21 September. The A4 project had been temporarily taken out of the top five priority projects because Atkins’ investigatory work at West Kennett had now started.
- Results of double yellow lines and speeding questionnaire sent to Avebury Trusloe residents: Mr Campbell reported that he had received lots of feedback and had yet to combine the results with Dr Bedford’s responses. Item deferred to next meeting. The Chairman tabled a photograph that a resident had emailed of a truck parked on the T-junction between 4 and 5 Trusloe Cottages. PC members suggested that
parking on a T-junction was more of a policing matter than one for Highways and it was agreed to ask PCSO Stonestreet to look into the matter.
- Parish consultation on pros and cons of closure of the Avenue: In discussion Mrs Davies asked whether the PC would be consulting beyond the Parish. The Chairman said that the initial plan was to start with Avebury Parish and then depending on feedback to consult with others. It was noted the next meeting of the Transport Group was scheduled for the end of November.
- Coaches parking in the High street: the Chairman reported that the Transport Group was looking into the issue and Mr Brotheridge requested that they also consider SIDs for the A4361 Swindon Road to discourage people from exceeding the 30 mph speed limit.
- A303 announcement and WHS status: the Chairman tabled a letter from Highways England on its preferred route for the A303 road scheme at Stonehenge following its public consultation (document not previously circulated to members but tabled at the meeting, please see appendix 3). Members noted the proposed solution was to build a twin-bore tunnel at least 1.8 miles (2.9 kilometres) long under the World Heritage Site (WHS), about a mile of surface dual carriageway to the western boundary, a bypass for Winterbourne Stoke and improve the existing junctions between the A303 and the intersecting A345 and A360. Please see the following web link to Highways England for details of the preferred route. Members expressed concern about the effect of the Stonehenge proposals on Avebury’s WHS status and it was noted WHS sites could be delisted by the UNESCO World Heritage Committee or put on their ‘at danger’ list if they failed to meet certain criteria. Liverpool’s Maritime Mercantile City was currently on UNESCO’s ‘at danger’ list. Item deferred to next meeting agenda.
- Defibrillator for Avebury Trusloe: Mrs Lewis reported:
- agree location: work in progress, the ‘phone box might be the best location for the defibrillator and members would need to look at funding.
- adopting the ‘phone box: Item deferred to next meeting agenda.
- Housing Needs Survey: members received the final survey report, noted its findings and agreed that the report could be uploaded to the Wiltshire Intelligence Network: http://www.intelligencenetwork.org.uk/planning-housing/. Proposed by Jon Campbell, seconded by Mrs Lewis and carried unanimously.
- Local issues including:
- Play Area fencing and options: the Clerk reported the email advice from RoSPA was that whilst there was no legal requirement to have fencing around play areas, the PC had a duty of care and if considering removing fencing then the PC should carry out a risk assessment. It was noted that the RoSPA inspector’s recommendation was to maintain the fencing next the road. [The Clerk and Chairman had visited the play area on 27 September to inspect the fencing and had also by chance met with Robin Butler. It had been recorded that the length of fencing that would require replacement by the main road was about 60 metres x 1.8 m chain link fencing]. Mr Campbell said he had researched a more robust type of fencing used for football pitches but it was 3-4 times more expensive than chain link fencing. Action: it was agreed to set up a working party consisting of Mrs Paradise, Mrs Lewis and Mr Campbell and to arrange a site visit to explore all options and then make recommendations to the PC.
- Resurfacing footpath AVE30/10 from NT main car park to the High Street: the Clerk said she had logged a report on the WC on-line system to request repairs to the footpath but the work had been re-assigned from Rights of Way to Highways. Mrs Davies offered to email Mr Martin Cook (WC Area Highway Engineer) to fast track investigations.
- Request for APC web site to be more village friendly: Mrs Davies suggested the PC could consider changing the contacts page to a ‘who we are page’ with photographs of APC councillors. It was agreed the Clerk to email Kate Fry for further information and pricing. Item deferred to next meeting.
- Trees at South Street / APC play area: the Chairman reported a member of the public was concerned about trees overhanging South Street. It was agreed the working party set up at item 14.a would investigate the issue.
- Long grass at northern end of footpath linking South Street to A4361: a member of the public was concerned about long grass encroaching a public footpath. Action: Clerk to log issue on WC on-line reporting system.
- Caravan on Nursery Site: the Chairman and Clerk said there had been several reports by members of the public about a caravan parked on the Nursery Site. The Chairman confirmed the caravan was parked on Centurion owned private land. Action: Clerk to write to Centurion to inform them a caravan was parked on their land. – Thanks were expressed to Mrs Davies (Wiltshire Councillor) who then left the meeting.
- Communications: the Chairman reported the September 2017 Headlines had been submitted to UKN.
- Correspondence: the Chairman reported:
- Letter from NFU Mutual: ‘Hare Coursing is a Crime’ A4 plastic signs were available from the local NFU office free of charge.
- Oil Club information had been received, leaflets placed in the Community Shop and please see http://www.oil-club.co.uk.
- Community First AGM to be held on Wednesday 11 October.
- Finance and admin: the Chairman reported:
- Parish precept had been received from WC for £6,050.00.
- Draft budget for Precept: the Clerk asked if there were any requests for items to be included in APC budget for 2018-2019. Members suggested that £1,440 could be earmarked for the sports-field and funding for new play equipment at Avebury Trusloe play area could be included.
- Review of Financial Regulations, Standing Orders and TOR of Committees: not covered.
- Review and adoption of APC’s Consultation Process: (document previously circulated to members and see appendix 4). It was resolved to adopt APC’s Consultation Process dated 2 October 2017. Proposed by Mrs Lewis, seconded by Mr Campbell and carried unanimously.
- RoSPA play area inspection: the Clerk reported that the inspection had been delayed and was due to take place later that week or the next. The Clerk asked if anyone could volunteer to scrape the moss off the play surface under the swings and climbing frame and Mr Brotheridge offered to do so. Mr Campbell said he would cut back the brambles encroaching the see-saw.
- New data protection regulations: not covered. Clerk to seek advice / training via WALC.
- The approved minutes of ACSReC meeting to be received: there were none to receive.
- It was resolved to ratify the decision made at 5 September meeting to pay Avebury Cricket Club an extra £100.00 for extra expenses they had incurred during the maintenance of the Sports Field at Avebury for the period April – September 2017. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously.
- Cheques for payment: it was resolved that the following cheques be paid. Proposed by Mr Campbell, seconded by Mrs Lewis and carried unanimously.
- Grant Thornton: external auditor’s fee for 2016-2017 Accounts (including VAT) £120.00
- Southern Electric: electricity for the Pavilion (including VAT) £32.45
- Mr P. J. Mills: rabbit and mole control on the Sports Field (for the period 1 Aug – 1 Nov 2017) £85.00
- Liz Moore: Clerk’s overtime and expenses 22 August – 21 September 2017 £265.55
- Date of next meeting: 7:30pm on Tuesday 7 November 2017 at the Social Centre.
- Any other business: none.
- The meeting closed at 10:30pm
Appendices: (included in the book of Parish Council papers)
- National Trust Update – 2 October 2017
- Surrender of Sports-field Lease – dated 29 September 2017
- Letter from Highways England: consultation results and preferred route for A303 Stonehenge
- APC’s Consultation Process dated 2 October 2017
Avebury Parish Council
Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 5 September 2017 at the Social Centre, Avebury SN8 1RF.
In these minutes APC stands for Avebury Parish Council, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, ASSC for Avebury Sports and Social Club, AYFC for Avebury Youth Football Club, AWHS for Avebury World Heritage Site, EH for English Heritage, 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.
Present: Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Dave Brotheridge, Mr Jon Campbell, Mrs Lynzey Paradise, Mr Stephen Stacey and Ms Zandria Service.
In attendance: Miss Liz Moore (Clerk), and from items 1 to 7 inclusive Wiltshire Councillors Jane Davies and James Sheppard (Vice-Chairman WC).
The Chairman welcomed members of ASSC to the meeting and explained the Sports Field lease would be higher up on the agenda for their benefit.
Time Started: 19:33
- Public question time: there were eight members of the public present including members of ASSC (present from item 1 to item 5 including item 12b). No questions were asked.
- Apologies: Councillor Terence O’Connor. Members noted that Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape) had written to say that the NT would not be represented in person.)
- Declarations of interest: none declared.
- Minutes of meeting held on 4 July 2017: the Clerk read out an email she had received that day from Mrs Jan Tomlin regarding the accuracy of the minutes for members to take into consideration. The email also included the NT’s update. Members decided to deal with her email under correspondence (see item 15) but agreed an amendment at Item 9, to change the end of the following sentence from ‘…it was clarified by Mrs Tomlin that only the monument and footpaths were open and the NT could make that clearer on its web site….’ to: ‘…..and the NT had made it clearer on its web site.’ Members proposed two other amendments: at Item 8. to change the following sentence from ‘…Members reported the bollards had not worked either…’ to: ‘ Members noted the bollards had not worked because they were spaced too far apart’ and at Item 6. to change the last sentence from ‘Ms Service left the meeting temporarily’ to: ‘Ms Service left the meeting for a couple of minutes’. It was resolved to include the amendments. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously. Further to the aforesaid amendments the minutes were unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Dr Bedford.
- Matters arising from the minutes: there were none. The Chairman proposed to alter the order of business and to move directly on to item 12.b Sports field lease. The resolution was carried unanimously.
- National Trust: closed session: The Chairman stated that in view of the confidential nature of the business that was about to be transacted on the NT update, dialogue and progress, future of URC Chapel and the Coach House toilets, it was advisable in the public interest that the public and press be temporarily excluded. The proceedings that followed were recorded in a confidential note.
- Report to the public on item 6: the Parish Council:
- received and noted NT’s update: see item 15
- reviewed dialogue and progress with the NT
- reviewed the future of URC Chapel
- reviewed work on improving the opening hours of the Coach House toilets
- noted that both Wiltshire Councillors Mrs Jane Davies and Mr James Sheppard would be meeting with the NT later that month.
- the Chairman expressed thanks to both WC Councillors and Mrs Davies and Mr Sheppard left the meeting.
- Planning applications:
- Listed building consent to demolish and rebuild part of the chimney to extend it by 4 courses of brickwork and replace the existing chimney pot at 6 Green Street, Avebury, SN8 1RE. Ref: 17/07513/LBC. Plans were tabled and considered. It was resolved to support the application without conditions.
- Work to trees in a Conservation Area to fell three conifers at High Trees, Bray Street, Avebury, Marlborough, Wiltshire, SN8 1RA. Ref: 17/08320/TCA. Plans were tabled and considered. It was resolved to support the application without conditions.
Work to trees in a Conservation Area. Proposal:- T1 – Yew Tree – Reduce limbs away from neighbouring property and footpath at The Old Vicarage, High Street, Avebury SN8 1RF. Ref: 17/07319/TCA. Members supported the application and there had been no objection from Wiltshire Council.
- Letter from WC regarding revised plans for 16/00151/FUL.
Proposal: Demolition of agricultural buildings, conversion of Long Barn to form 3 no. dwellinghouses, conversion of cartshed to form single dwellinghouse and erection of 8 dwellings. Erection of community building (D1), erection of employment building (B1 & B8), extension to private way, car parking and associated landscaping (revision to planning permission 14/02910/FUL).
Site Address: Manor Farm, Winterbourne Monkton, Swindon, Wiltshire, SN4 9NW. In discussion it was resolved that no further comments would be submitted to WC.
The resolutions contained in items 8. a, b and d were proposed by Mrs Lewis, seconded by Mr Stacey and carried unanimously.
Ms Service additionally reported with reference to item 10.e. of the 4 July 2017 meeting minutes that the owners of 2 Bray Street had been allowed a driveway but not a garage by WC.
- Transport Group including notes of inquorate meeting on 10 August for information (see appendix 2). Mr Brotheridge reported with regret that he could no longer be a member of the Transport Group due to other lepidoptererological commitments. Dr Bedford reported:
- Plan for re-painting double yellow lines and additional lines: Mr Campbell and he had put together a document requesting feedback from residents in Avebury Trusloe regarding yellow lines and speeding in that part of the village. The document would be going out to residents shortly. Residents to respond to Mr Campbell and Dr Bedford. The Chairman reported APC had missed the deadline for the additional yellow line painting but that Mr Molton at WC had said that APC could work on a plan for next year to include areas such as Trusloe and Green Street. N.B. APC could still request other works via WC in the meantime.
- Possible closure of the Avenue: work in progress on a preliminary draft of a list of pros and cons, which would be further developed prior to public consultation in the Parish.
- Resurfacing of footpath 22: as per the advice from the WC on-line system the work was intended to be delivered later that year.
- Dangerous road surface at A4 Calne / Beckhampton roundabout: it was noted APC would be following the plan in the WHS Transport Strategy.
- Coaches parking in the High street: Mrs Paradise reported Ms Catherine Hosie (Estate Manager) was liaising with Mad Max Tours to see whether the NT could accommodate the vehicles in the High Street car park. Mrs Paradise recommended that the Transport Group approach Ms Hosie formally to discuss working on a list of coach companies to log where, when and at what time they park in Avebury.
- Avebury Housing Needs Survey: (second draft previously circulated to members). The document was received by APC and members agreed the wording in the draft. It was agreed that WC be asked to finalise the document and send it to APC.
- Defibrillator for Avebury Trusloe:
- agree location: deferred to next meeting as further research needed to be carried out by Mrs Lewis.
- adopting the ‘phone box: as in 11.a. above.
- ACSReC: Mrs Paradise reported:
- Sports Field Noticeboard:
- ACSReC was not pursuing a new location for the notice board at present.
- £200 donation had been received from NT on 11 July.
- Lease: (see appendix 1. ACSReC’s proposal for Sports Field lease – 1st draft, previously circulated to members). Mrs Paradise explained ACSReC had looked at how to make the Sports Field more effective for the community and had come to the conclusion that due to issues with maintenance of the Pavilion and not being able to access other funding sources that potentially ASSC could access, then ASSC was best placed to renew the lease with the NT as opposed to APC. Mrs Paradise asked if anyone had any questions. Mr Brotheridge asked what the NT’s position was in terms of the NT leasing to ASSC. Mrs Paradise said the NT was very supportive of the idea and also for keeping the peppercorn rent model. Mr Campbell asked if all members of ACSReC supported the proposal or whether there were any reservations. Mrs Paradise confirmed that all members were unanimous in supporting the proposal. In discussion questions arose as to whether ACSReC could transfer funds to ASSC, whether there would be ongoing costs for APC such as mowing, how much APC and the community should continue to help, whether APC would have representation on ASSC’s sports-field sub-committee and whether the proposal had the support of the wider community. Mrs Paradise explained that many talks had taken place with the users of the Sports Field and she was confident that everyone was in favour of the idea. Mrs Lewis referred to point 8. in the proposal document that explained how ASSC might include representatives of other organisations. The Chairman asked if there were any points from those members of the public at the meeting. Mr Alan Blake (Secretary, ASSC) said he felt there was nothing negative. It was noted that in the interim ASSC members would have to vote on the proposal as well. It was agreed (i) the Chairman and the Clerk to check on the proposal that APC might provide funds to ASSC (ii) Mr Alan Blake to organise an extra meeting for ASSC; it was noted 10 days’ notice was required for the meeting and it would be open to all ASSC members (iii) Mrs Paradise to update the draft proposal document for both ASSC’s EGM and the next APC meeting and (iv) APC to include the proposal that ASSC lease the Sports Field in its Headlines for UKN. The Chairman asked if there were any further questions from members of the public. A Football Club user said she was concerned about whether the rental of the field by AYFC would increase. Mrs Paradise explained that ACSReC would be looking at the fees for all users and did not envisage any issues because the money in from users of the field and the money out to maintain the field roughly evened out. There were no other questions asked. Mr Alan Blake expressed his thanks to APC. Proceedings continued from item 6.
- Repairs to Pavilion: on hold.
- Community Sport: WC was working with parish councils to provide sport for children over the holidays and APC might like to consider getting involved. Clerk to include item on next meeting agenda.
- Banking: deferred to next meeting.
- Local issues including:
- Damaged stiles on the White Horse Trail footpath: Mr Stacey reported the work had been completed and members offered grateful thanks to Laura Cooper (landowner).
- Play Area fencing and options: Mr Campbell reported the grass cutting that had been carried out in the Play Area was very poor as the grass cuttings had been left on the grass. In discussion it was noted that it might be pointless re-instating the damaged fencing or putting up a new fence as it was being wilfully damaged by an adult in the community. It was agreed Clerk to contact PlaySafety Ltd. for advice on APC’s legal liabilities regarding ball games and whether fencing was a requirement for the Play Area as it was relatively close to the road. Mr Campbell offered to cut back the brambles that were encroaching the see-saw.
- Resurfacing footpath AVE30/10 from NT main car park to the High Street: further information needed. Clerk to action and item deferred to next meeting.
- Obscured ‘no through road’ sign at entrance to Gunsite Road: the Clerk confirmed she had reported the problem to WC using the on-line system.
- Communications: the Chairman reported combined June and July 2017 Headlines had been submitted to UKN.
- Correspondence: the Clerk reported the following correspondence had been received:
National Trust Update – 5 September 2017
Excavations took place at the foot of Avebury Down in August and finds are now being analysed. Four Early Bronze Age arrowheads have already been identified, made at about the same time round barrows were being constructed. We’ve also found some Early, Middle and perhaps Late Neolithic pottery (the same time as Windmill Hill, the West Kennet occupation site and Avebury henge respectively), which covers nearly 2000 years of activity on the site. Additionally, the team also uncovered the partial remains of an aurochs, an extinct breed of giant cattle, from a Neolithic pit. There were six pits in total, which was a good number for the size of the trenches. Many thanks to those who attended the Village Tour led by some of the site’s Project Directors. Further details of the excavation will be released in due course; in the meantime, you can read the daily blogs on our “FragmeNTs” website. Find it by typing ‘Fragments Avebury’ into an internet search engine.
Sculptures in the Manor Garden
We are once again show-casing artists’ work in Avebury Manor Garden as part of our autumn programme of events. Around 75 sculptures will be dotted around the Garden with all of the exhibits available for sale. The exhibition runs until Sunday 1 October and entry to the Garden is free for Parish residents. Full details of all our events are available at https://www.nationaltrust.org.uk/avebury.
Toilets at Avebury
Following agreement at the July meeting that an approach would be made to Wiltshire Council for funding to provide out-of-hours toilet provision if a need were established, we have again reviewed visitor comments. Amongst last month’s feedback, there was once again no single comment suggesting overnight or extended toilet provision might be required. However, the offer remains for the PC or Wiltshire Council to lease the Coach House toilets to provide out-of-hours toilets subject to a lease being agreed.
Second-hand Bookshop & Avebury Chapel
Work continues to renovate both the former stables building next to the NT car park on the High Street, and the former Chapel on Green Street. We hope to be welcoming visitors and locals to both spaces in the next 6 months, subject of course to the extent of building works required. As previously advised, the Coach House toilets will be open when these new facilities are open. We will provide further updates in due course.
Next Open Meeting with the National Trust Team
Our next open meeting for Parish residents will be on Friday 29 September from 4pm to 6pm in Avebury Chapel. Members of the local National Trust team will be available to listen to ideas, share thoughts and plans for the future, and to answer any questions or comments you may have. Light refreshments will be available and it would be helpful to have an idea of numbers, so please contact Matt on 01672 538031 or email@example.com if you would like to join us. We very much look forward to seeing you.
- July Minutes: members noted an email received from Mrs Jan Tomlin earlier that day as follows ‘…..In the interests of clarity, fairness and proper coverage, I think it is important that the points raised about potential extended toilet provision are accurately recorded. There was a long and robust discussion on this matter, which included a number of key points and a way forward that have not been captured in the minutes. I made clear that the National Trust already provides toilets free of charge for all during our operating hours. These are located in the Farm Yard, in the centre of our visitor facilities. I also stated that the toilets next to the National Trust catering outlet in the Coach House are available whenever this outlet is open. I went on to say that, although the National Trust does not operate toilets out of hours, we had previously offered and continue to be prepared to negotiate a lease for, the Local Authority to operate the toilets at the Coach House out-of-hours. I also said that it would be important to establish whether there was a need for toilets out-of-hours, and especially for 24-hours a day opening, as had previously been suggested as necessary by the Parish Council. And I confirmed that to date from the feedback received by the National Trust throughout the year, there is nothing to suggest that visitors feel the need for toilets outside our operating hours. I think it is really important to capture the discussion accurately because members were in agreement that – if a need for out of hours toilets were evidenced – then it would be appropriate to consider how such provision might then be enabled. It was at this point that it was suggested that Wiltshire Council might be approached to see whether support was available. Regarding the National Trust web-site, I said that the information about access had been made clearer, not that it would be….’
- Letter from BBC Flog it! regarding information about a valuation day event at Grittleton House, near Chippenham on Tuesday 26th September 2017 between 9:30am and 4pm. Leaflets were tabled.
- North Wessex Downs AONB Annual Review for 2016-2017.
- The Story of the North Wessex Downs: a free presentation was being offered for parish councils and community groups. It was agreed the Chairman and Clerk organise a presentation for Avebury.
- Emails from Chris Gale dated 3 July and 2 August ref. complaint about NT Coach House toilet only being open during NT opening hours had been received.
- WALC newsletter and new Data Protection Act information. Further discussion needed on the requirements of the new Data Protection Act. Item deferred to next meeting.
- WC Waste Management Strategy Consultation 4 Sept – 14 Nov see link to survey.
- WC Highways Newsletter and Parish Steward Priority Sheet including dates Parish Steward will be in Avebury.
- WC Mobile Library Service Review 4 Sept – 4 Nov. The consultation documents are available to view online from the Wiltshire Libraries webpage at http://services.wiltshire.gov.uk/MobileLibrary/ from 4th September. Members of the public and customers can make a comment about routes in their community by downloading and completing the Consultation Feedback form. All review documents and feedback forms are also available from the mobile library.
- Community Policing Team Parish Report: members noted the Police Team’s new priority was hare coursing and poaching.
- Finance and admin: the Chairman reported:
- External auditor’s report: Grant Thornton had provided a clean audit report and it was noted that a copy of the Annual Return was on the APC web site.
- Cheques received for £76.35 and £51.35 from Broad Hinton and Winterbourne Bassett Parish Council and FWO Parish Council respectively for Councillor Training carried out on 7 June.
- RoSPA Play Area Inspection booked for September 2017. Noted on 24 July that APC’s laminated sign was missing from Play Area fence. The Clerk reported a new sign had been ordered and installed.
- The approved minutes of ACSReC meetings on 5 April and 31 May 2017 to be received (see appendix 3).
- Cheques for ratification:
- Thames Water: supply of water and wastewater services to the Pavilion for the period 21 Oct 2016 – 12 July 2017 (including VAT) £468.77
- Liz Moore: Clerk’s overtime and expenses 21 June – 22 July 2017 inclusive £184.42
- Cheques for payment: it was resolved that the following cheques be paid and above payments (as listed in item 16.e. i – ii) be ratified. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously. It was additionally agreed to pay an extra £100.00 to ACC over and above its tendered sum of £850pa for extra expenses they had incurred during the maintenance of the Sports Field for the period April – September 2017. Members noted this was a change to the contract although it had been discussed in the past by members. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously.
- Stocksigns Ltd: new sign for Play Area (including VAT) £43.76
- Avebury Cricket Club: maintenance of the Sports Field at Avebury for the period April – September 2017 £950.00
- Liz Moore: Clerk’s expenses 22 July – 21 August 2017 including salary underpayment and anti-virus software £120.17
- Date of next meeting: 7:30pm on Tuesday 3 October 2017 at the Social Centre.
- Any other business: none.
- The meeting closed at 9:59pm
Appendices: (included in the book of Parish Council papers)
- ACSReC’s proposal for Sports Field lease – 1st draft
- Notes from Transport Group’s inquorate meeting on 10 August 2017
- The approved minutes of ACSReC’s meetings on 5 April and 31 May 2017 (not seen by the meeting but added subsequently).
Avebury Parish Council
Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 4 July 2017 at the Social Centre, Avebury SN8 1RF.
In these minutes APC stands for Avebury Parish Council, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, AWHS for Avebury World Heritage Site, EH for English Heritage, 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.
Present: Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford, Mr Jon Campbell, Mrs Lynzey Paradise and Ms Zandria Service. In attendance: Miss Liz Moore (Clerk), and from items 6 to 9 inclusive Wiltshire Councillors Jane Davies and James Sheppard (Vice-Chairman WC), Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape) and Ms Catherine Hosie (NT Estate Manager).
Time Started: 19:34
- Public question time: Wiltshire Councillors Jane Davies and James Sheppard and Mrs Jan Tomlin and Ms Catherine Hosie were present from items 1 to 5 inclusive. No questions were asked.
- Apologies: Councillors Mr Dave Brotheridge, Mrs Maggie Lewis, Mr Terence O’Connor and Mr Stephen Stacey.
- Declarations of interest: none declared.
- Minutes of meeting held on 6 June 2017: Unanimously agreed as an accurate record. Proposed by Dr Bedford and seconded by Mr Campbell. Please also see NT clarification under item 6 below. The confidential meeting notes under item 4. National Trust update / dialogue / progress and item 14. c. ACSReC: Sports Field lease and repairs to Pavilion were accepted as an accurate record. Proposed by Mrs Paradise, seconded by Dr Bedford and carried unanimously.
- Matters arising from the minutes: the Chairman reported:
- Item 7: Emma’s Pantry: the scheme would not be proceeding for the time being.
- Item 12. Housing Needs Survey: APC awaiting a response from Claire Moore (WC).
- Item 17.b. additional yellow line painting on roads: AW read out Mr Molton’s email from WC. In discussion it was additionally agreed APC would consult other organisations in the village and Transport Group to consult with residents in Avebury Trusloe. Action: the Chairman and Dr Bedford to contact Mr Molton to discuss options for the WHS and Dr Bedford and Mr Campbell to put together a leaflet / survey for immediate distribution to Avebury Trusloe residents.
- Item 20: thank you letter from Betty Cronk was tabled and received.
The Chairman invited Cllrs James Sheppard and Jane Davies and Mrs Jan Tomlin and Ms Catherine Hosie to join the table.
- National Trust update, dialogue and progress: the Clerk had circulated APC members with the NT’s Update the previous day: National Trust Update
- New Discovery at Avebury: You will no doubt have seen and heard the national media coverage last week highlighting the discovery of a new monument at Avebury. Archaeological surveys on National Trust land have revealed a unique square megalithic monument at the heart of the Avebury WHS in the South East quadrant, within the Southern Inner Circle, just behind the chapel. Our own Archaeologists, Dr Nick Snashall and Dr Ros Cleal, helped to direct the survey, and Nick has written a blog on our web-site under the heading “Avebury – Squaring the Circle”. You can find both the blog and links to Nick’s Radio 4 “Today” programme podcast by searching for “NT FragmeNTs” or following the link: https://ntarchaeostonehengeaveburywhs.wordpress.com/blog/. The blog includes a full report and images, including a possible visual reconstruction of the site.
- Summer Solstice: Once again, the local team were joined by National Trust staff and volunteers from across the charity to help manage Solstice to ensure a safe and enjoyable occasion for all. We work in partnership with a number of organisations, including primarily the Police and Wiltshire Council, and are pleased to report that once again the air was celebratory and joyful, with very few incidents of any note. This is a tremendous effort which includes a large number of people working through the night and into the early hours of the morning. While there was once again an unfortunate amount of litter and debris left in the Henge, I am pleased to say that staff and volunteers cleared this very quickly to return the site to its normal clean and pristine condition.I would like to record the National Trust’s heartfelt thanks to all those who support us in the management of this Observance, which means a very great deal to so many people. We could not do this alone, and greatly appreciate the support of so many agencies and individuals who work to ensure a peaceful Solstice for all, both at Avebury and at Stonehenge.
- Avebury Chapel: We’re pleased that our bid to purchase Avebury chapel was successful. Feedback from the URC themselves, from partners and local groups, and from much further afield, has been really very positive and we look forward to starting work on a programme of simple renovation soon. Before beginning this work, we’ll be opening up the chapel to hear ideas about how best to develop this lovely space. The chapel will be open between 3pm and 7pm on Wednesday on 5th July for anyone to drop in and meet the National Trust team, and to share thoughts. Our overall vision for this unique and beautiful building is to develop a space to engage with people to share our passion for the landscape, its abundant nature and world-renowned archaeology. We’ll be working with WHS partners to showcase the essential work we do to conserve and protect the site. We’ll also welcome local communities, and the many national and international visitors coming to Avebury each year, providing advice and information on wildlife and heritage. In showcasing nature and conservation, we’ll also reflect the important history of the building as a Five Mile Chapel, and plan to introduce talks and presentations by specialists in ecology, archaeology and heritage in due course. Following the open event, we’ll start work to repair and protect the building, and develop our plans to open properly as a welcome, information and engagement space. The Chairman invited Mrs Jan Tomlin to speak to the Update. She reported:
- New Discovery at Avebury: she tabled copies of newspaper reports containing photos and said it was worth looking at national coverage to view images together with the following blog: https://ntarchaeostonehengeaveburywhs.wordpress.com/2017/06/29/squaring-the-circle-archaeological-detectives-discover-secret-square-beneath-world-famous-avebury-stone-circle/
- Summer Solstice: the NT had received phenomenal support from the Police. 100 vehicles, 400 people and various tents and dogs had been moved off the Ridgeway. The appearance of WC enforcement tow-trucks had helped to move vehicles off the Ridgeway too.
- Avebury Chapel: the NT’s bid to purchase Avebury Chapel had been successful, keys to the Chapel had been picked up on Monday and the open evening for the public was the next day.
Mrs Tomlin requested a clarification to item 8 of APC’s 6 June 2017 meeting minutes be noted (see fourth sentence ‘…it would effectively be funding toilets for a nationwide charity / business…’) to say ‘May we take this opportunity to clarify the Minutes at Item 8. I would like to make clear that, should APC take on a lease to extend toilet hours at Avebury, this would not be funding toilets for a nationwide charity, because the opening hours would be above and beyond those that the National Trust provides. Specifically, we have received no feedback or evidence that toilets are required overnight’. Mrs Tomlin stated that the NT gone through its records for the past 10 years and had found no evidence of the need to open its toilets for longer hours than at present.
Mr Campbell welcomed Mrs Tomlin’s presentation of the NT update and her presence at APC’s meeting. The Chairman said the agenda item also covered dialogue and he was keen to see as much positive discussion as possible. He said the NT had been invited to attend pre-meetings and possibly have a seat on the Parish Council, and that the relationship was an evolving process. Mrs Paradise said a good example of APC and NT working together was NT asking APC for any questions on their plans to replace various gates at the Manor prior to a formal planning application being submitted to WC. It meant members had a ‘heads up’ on the work of the NT and could answer questions from members of the public. Mrs Davies stated that improving footpaths and pavements, including the pedestrian route from the NT main car park to the High Street, could be another example of joint working and reported MAB had funding available for pavements. She asked if APC had considered coloured pedestrian crossings as these had worked well in Lockeridge. – Ms Service left the meeting for a couple of minutes.
- Future of URC Chapel: the Chairman explained that the community had been concerned a couple of years ago about the future of the Chapel and had held a well-attended public meeting in August 2015. Those present had suggested 14 possible uses, and the Chairman read out a list of them. He then read out an extract from an email APC had sent the URC Synod urging the URC Synod ‘to enter into a proper dialogue with all concerned locally to explore a scheme to increase the Chapel’s outreach into the local, national and international communities, with particular focuses on:
- the spiritual lives of local people and visitors of Christian and all other faiths
- the needs of people for reflection, and the use of the Quiet Garden
- the use of the Chapel as a centre for the arts, talks and seminars related to the community and all those visiting or involved in the World Heritage Site
- the possible use of part of the Chapel as a centre to disseminate information on the World Heritage Site, the North Wessex Downs AONB, the Marlborough Area Nature Improvement Area and, as in the past, a Tourist Information Centre
- other similar uses.’
The Chairman stated a Chapel Group had been formed in September 2015 to try to save the Chapel but in February 2017 it had announced that it could go no further with its project. The NT had then announced on 27 June that it had purchased the Chapel (please see NT Newsletter at appendix 1). The Chairman asked members if they had any feedback from the community or questions. Members said they had received no particular feedback yet from the community but they were glad the building was going to be looked after. The Chairman asked the NT about joint working and whether the quiet garden was likely to be retained. Ms Hosie and Mrs Tomlin explained the purpose of the drop-in meeting the Trust was arranging the next evening was for the public to provide their thoughts and for the NT to listen, but that the NT was concerned not to provide further information at this stage to avoid raising public expectations. Dr Bedford asked about the timescales for the restoration work and Mrs Tomlin said she was not sure how quickly the work was going to be assessed but it would be a sympathetic restoration. While those APC members present were aware they had not had significant feedback from the public following the NT’s purchase the week before, they were unanimous in welcoming the news on the information provided and looked forward to receiving more detail on future uses and activities. The NT had invited the public to a drop-in the next day. Action: Clerk to put Chapel on 5th September meeting agenda.
- Review of Summer Solstice 2017: the Chairman invited members and the NT to provide their observations on Solstice. In discussion it was noted there had been lots of parking issues in Avebury Trusloe with some people photocopying APC parking permits. There had also been many parking issues in the High Street and Green Street and the permit scheme had been largely ignored. Members noted the bollards had not worked because they were spaced too far apart. Councillor Sheppard asked how long people stayed in Avebury and it was noted it was between 2-4 days. It was noted there had been no issues in West Kennett as the layby had been closed for parking and no issues in Beckhampton. The NT had worked pro-actively with the Police and WC enforcement to ensure minimal issues on the Ridgeway and had been very well supported and it was noted any music / drumming had been stopped very quickly. However, APC members said that people in the community had not felt so well supported by the Police or WC enforcement compared with the previous year when two cars had been towed away at peak times and had deterred parking. Photo evidence had been taken of 10 vehicles parked illegally in the High Street. A member reported lots of teenagers had been having their own small parties in the High Street and the Henge during the Kings Drummers performance, some young people had been taking drugs and that had affected the atmosphere compared with last year. The Chairman asked how many people had attended Solstice that year. Mrs Tomlin said it was difficult to assess numbers in Avebury but last year there had been up to 5,000 people and it was about half that figure this year probably due to the very hot weather. About 13,000 people had attended at Stonehenge. During further discussion, it was reported there was still some litter on the Ridgeway and in the Windmill Hill area. The Chairman had received several emails including complaints about the provision of toilets and concerns from the Red Lion PH. Mrs Tomlin reported the toilets were the same as the previous year and that the NT provided a porta-loo in the village car. Action: Chairman to report parking, behavioural and litter issues at the Solstice de-brief meeting the next day and request better Police support for next year. Mrs Davies (Wiltshire Councillor) to speak to WC enforcement for next year. Thanks were expressed to all present by the Chairman.
- Improving opening hours of Coach House toilets: members noted that Mr Stacey, who was working on this issue, was not present. The Chairman reported APC had received recent emails (previously circulated to members) from the Red Lion PH and the Henge Shop regarding the need for the toilet facilities at the Coach House to be open at times needed by the public. In discussion Mrs Tomlin explained the NT opened it toilets free of charge and needed clear evidence for overnight toilets. She was asked what the NT classed as evidence. Mrs Davies asked if the need for toilets was 24 hrs a day; the Chairman said that opening hours from dawn to dusk would meet the needs of many people. Mrs Tomlin said the NT took its feedback from visitor experience and had no shred of feedback from anyone that they could not go to the toilet at 2am. Dr Bedford recalled that 15 years ago the lack of toilet facilities had been a major and real issue for residents and it seemed to be a recurring theme. In further discussion Mrs Davies felt evidence might not be reported as people would be embarrassed to do so. Councillors Davies and Sheppard agreed they would approach WC to request that the Council consider taking on a lease and/or provide funding for extended opening hours for the Coach House toilets given the unique importance of the World Heritage Site. A question was asked as to why the NT website stated access to Avebury Stone Circle was 24 hrs and it was clarified by Mrs Tomlin that only the monument and footpaths were open and the NT had made it clearer on its web site. Mr Stacey and the Chairman would share evidence with the NT and WC and have further talks with WC to contact Claire Perry MP. It was additionally agreed APC ask the Henge Shop and the Red Lion PH to record evidence. Before leaving, Councillor James Sheppard expressed a many thanks to all present for the progress made. The Chairman asked if anyone had any other questions. Footpath 22 [Church Walk to Bray Street] was discussed and Mrs Davies advised APC should email Mr Andrew Jack as funds for footpaths had been given to Area Boards. Mrs Paradise raised the issue of coaches parking outside the High Street car park and blocking the High Street. It was noted the NT had no authority to move vehicles on and APC was advised to ask PCSO Lucy Stonestreet to carry out some patrolling. The Chairman expressed a many thanks to WC and the NT for their contributions and assistance. Cllrs Jane Davies and James Sheppard and Mrs Jan Tomlin and Ms Catherine Hosie left the meeting.
- Planning applications:
- Full planning and Listed Building Consent to remove the temporary wooden gates which are fitted to the Grade II walls within Avebury Manor Gardens and replace them with full sized permanent wooden gates at Avebury Manor Gardens, High Street, Avebury SN8 1RF. Ref: 17/05290/FUL and 17/05857/LBC. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Dr Bedford, seconded by Mrs Paradise and carried unanimously.
- Work to trees in a Conservation Area to remove Leylandii to ground level at High Trees, Bray Street, Avebury SN8 1RA. Ref: 17/05976/TCA. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by the Chairman, seconded by Dr Bedford and carried unanimously.
- Work to trees in a Conservation Area. Sycamore needing some crown reduction and a Pine and Cypress Tree needing similar attention at High Trees, Bray Street, Avebury SN8 1RA. Ref: 17/06346/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.
- Application for Certificate of Lawfulness Ref: 17/05573/CLE to confirm that a “material operation” had been carried out pursuant to implementing the development granted under planning permission 14/02099/FUL at Lower Acre, Bray Street, SN8 1RA. In discussion it was noted the foundations had been observed by a local resident before the expiry of the planning application and a material operation had therefore been carried out. Action: Clerk to write to WC. Proposed by Ms Service, seconded by Mrs Paradise and carried unanimously.
- Ms Service reported she had been informed by the home owner at 2 Bray Street that the planning application for their house had been granted by WC but the driveway had been turned down on the grounds of creeping urbanisation. It was noted APC had originally supported the driveway to help with the parking issues in the road. Action: Ms Service to contact the resident to ask them to provide a written report.
- Transport Group: Dr Bedford reported: a traffic speeding survey was underway and on the 3 July there had been an accident outside Melbourne Villa on the A4361 Swindon Road involving Moya Brannan’s son. The A4 project was now in MAB’s top five priority projects thanks to Cllr Jane Davies’ support at CATG, and the Transport Group needed to raise a further £1,300 for the design work at Beckhampton. Dr Bedford said he had started a list of pros and cons for closing the Avenue. It was noted the next meeting of the Transport Group was on the 10 August.
- Defibrillators for Avebury and Trusloe: in Mrs Lewis’ absence, Mrs Paradise reported 15 people had attended the defibrillator training including residents from Bray Street in Avebury Trusloe. That meant APC would qualify for a defibrillator for Avebury Trusloe at a reduced price of £1,000 but one of the conditions was that no further training was offered by SW Ambulance and those that had received the training would train anyone else that was interested. Action: item deferred to next meeting agenda.
- ACSReC: Mrs Paradise reported:
- Sports Field Noticeboard: an on-site meeting had taken place between Mrs Lynzey Paradise, Ms Catherine Hosie, Dr Nick Snashall, Ms Sarah Simmonds and Mrs Maggie Lewis to agree a location for the noticeboard. Mrs Paradise tabled a location map of the Sports Field and surrounding footpaths. In discussion it was noted the proposal was for the board to be positioned on NT land adjacent to Mr and Mrs Williamson’s back garden. It was agreed the location was fine as long as the notice board did not block light to Mr and Mrs Williamson’s hedge. Mrs Paradise to put proposal on the next ACSReC Committee agenda for their consideration. The Clerk confirmed that she had written to the NT to request the grant of £200.
- Lease: no further progress to report.
- Repairs to Pavilion: as above.
- Local issues: the Chairman reported:
- re-lining sewer from Avebury to East Kennett: nothing to report. Item to be removed from next meeting agenda.
- Play Area fencing: Mr Campbell to investigate and look at other options other than repairs to the fence.
- Setting up a Residents’ Group: APC might organise alternative options such as (i) walkabouts (ii) Village meetings (iii) sending out flyers twice a year (iv) establishing closer links to the WI, Church and other organisations (v) a permanent agenda item for residents’ issues (vi) setting up a face book page. Action: Clerk to put item on next meeting agenda for members to review further.
- Damaged stiles on the White Horse Trail footpath: repair work in progress, update report at next meeting.
- Visitor parking in the High Street and Green Street: item referred to Transport Group.
- Parking in NT Village car park: covered earlier in the meeting at the end of item 9.
- Aircraft flying over Avebury: item referred to Transport Group.
- Footpath 22: Dr Bedford confirmed he had emailed Mrs Davies that evening with information on the status of Footpath 22 to confirm it was still ‘reassigned’. Mrs Davies had also been given a copy of the original letter from John Thomson (Deputy Leader of WC) sent to Mr John Cronk in 2014. In discussion it was noted WC footpath AVE 30/10 running next to the Sports Field was in need of resurfacing. There was a question as to what budget could be used for the work as footpath 22 had been outstanding for three years and was the priority.
- Communications: Headlines had not been submitted to UKN.
- Correspondence: the Clerk reported:
- Letter received from Citizens Advice Wiltshire. Action: request for donation deferred to November meeting as per APC policy.
- Finance and admin:
- The approved minutes of Transport Group meeting 19 April 2017 were received (see appendix 2).
- Cheques for payment and cheques for ratification: it was resolved that the following cheques be paid. Proposed by Ms Service, seconded by Mrs Paradise and carried unanimously.
- WALC: Councillor training session on 7 June 2017 (including VAT) £306.48
- C.M. Loney Electrical Services Ltd: wiring for defibrillator (including VAT) £84.00
- S. Merrett Services: weed killing on Sports Field 20 June 2017 (including VAT) £282.00
- Mr P J Mills: rabbit and mole control on the Sports Field (1 May – 1 August 2017) £85.00
- Liz Moore: Clerk’s overtime and expenses: 22 May – 21 June 2017 £364.15
- Date of next meeting: 7:30pm on Tuesday 5th September 2017 at the Social Centre. Mr Campbell gave his apologies.
- Any other business:
- Ms Service said a resident had reported issues of vandalism and children swearing in Avebury Trusloe. It was noted this was not an APC matter and the Police had already been made aware of the situation.
- The Clerk tabled an article from Clerks and Councils Direct magazine featuring a Village that had honoured community spirit by giving certificates and gifts to residents.
- The meeting closed at 10:30pm
Appendices: (included in the book of Parish Council papers)
- NT Newsletter dated 27 June 2017
- The approved minutes of Transport Group meeting 19 April 2017
Avebury Parish Council
Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 6 June 2017 at the Social Centre, Avebury SN8 1RF.
In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, AWHS for Avebury World Heritage Site, EH for English Heritage, FWO for Fyfield and West Overton Parish Council, MAB for Marlborough Area Board, NT for the National Trust, SORN for Statutory Off Road Notification, SSE for Scottish and Southern Electric, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.
Time Started: 19:30
- Public question time: there was one member of the public present for part of the meeting who raised the following points: (a) there was an increase in vehicles parking in the WHS and as a result verges were being eroded and there were safety issues especially along West Kennett Avenue (b) people parking in the NT village car park appeared to be using NT permits that had been photocopied (c) there was a SORN vehicle parked in the NT village car park. Mrs Paradise reported she had received a number of complaints about campervans parking in the village car park and Mr Campbell said he had spoken to a campervan owner about the parking rules and had not been well received. The Chairman said that parking would be covered later on in the agenda under the Transport Group item and expressed thanks for the concerns that had been raised.
- Present: Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford, Mr Dave Brotheridge, Mr Jon Campbell, Mrs Lynzey Paradise, Mr Stephen Stacey and Ms Zandria Service (from part-way through item 10). In attendance: Miss Liz Moore (Clerk), and up to item 12. Wiltshire Councillor Mrs Jane Davies and Councillor James Sheppard (Vice-Chairman WC).
- Apologies: Councillors Mrs Maggie Lewis (Vice-Chairman) and Mr Terence O’Connor.
- Declarations of interest: none declared.
- Minutes of meeting held on 18 May 2017: subject to changing Mrs to Mr Stacey at item 5, the minutes were unanimously agreed as an accurate record. Proposed by Mr Campbell and seconded by Mr Stacey. The confidential meeting minutes under item 8. National Trust update / dialogue / progress and item 9. Improving opening hours of Coach House toilets were accepted as an accurate record. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously.
- Matters arising from the minutes:
- Item 14: Strimming of verges in Frog Lane and footpaths in Avebury Trusloe: the Clerk reported the work had been ordered via the WC on-line reporting tool.
- Item 14: Tree branches overhanging SSE power cables in Avebury Trusloe: the Clerk reported the work had been ordered via SSE Emergency response team..
- National Trust update, dialogue and progress: APC noted the following NT update had been sent to the Clerk that afternoon and then circulated to members by email:
Programming activities in June After a busy half term, June is a relatively quiet month in terms of our programming activities. We have an “Ancient Avebury Landscape Walk” coming up as well as our popular early morning yoga sessions in the Manor Garden. It would be lovely to welcome some members of the local community to these special events. For more details see https://www.nationaltrust.org.uk/avebury A big thank you to the Kennet Valley National Trust Association We’ve received a very generous donation from the Kennet Valley National Trust Association towards providing site information in alternative languages and braille. This will build on our current set of foreign languages leaflets and help us to engage even better with visitors from all around the world and with visually impaired visitors, ensuring that everybody can fully enjoy and appreciate Avebury. A heartfelt thank you for the donation which is really appreciated. Second-hand bookshop in our Old Stables building Having received planning permission in February for the change of use of the Old Stables building next to our High Street car park, we are currently clearing out the building before undertaking basic renovation of the inside to get it fit for a second-hand bookshop. This is a volunteer-led initiative and our volunteers are really enthusiastic about the opportunity to run a simple outlet to help raise vital funds for conservation. All the money raised will be put back into our work at Avebury, both by improving the building further, and by helping to care for the Stone Circle and Henge. Emma’s Country Fair Catering We have completed our trial with Emma’s Country Fair Catering that operated from our main visitor car park between April and May. The offer has generated lots of very positive comments from our visitors. Thank you to the APC for providing their feedback. In our upcoming village newsletter we will be inviting the wider community to provide feedback so we can take all points of view into consideration when assessing the potential future feasibility of the offer. Potential Lease to the APC to open Coach House toilets out-of-hours We hope to continue to work towards an agreement to fulfil the APC’s wish to operate public toilets out-of-hours in the Coach House. The time that Stephen Stacey has given to assist with this is much appreciated and we hope to be able to meet again later this month to discuss options further. Summer Solstice Working closely with Wiltshire Police, Wiltshire Council , Avebury Parish Council, St John Ambulance and local Pagan representatives the arrangements for managing additional visitors during Summer Solstice have been agreed, and the Countryside team will shortly be distributing the Solstice newsletter to ensure everyone is fully informed. Additional infrastructure, timings and staffing are all similar to previous years and as Solstice falls mid-week we do not envisage huge numbers this year. Additional staff and volunteers from across the National Trust join both the Avebury and Stonehenge Landscape property teams to provide extra help – including patrols throughout the night – to help us deliver support during this busy time. If anyone has any concerns or questions please call the Countryside office on 539920. Pop-up Exhibition in Avebury Manor The popular and fascinating free pop-up exhibition ‘Away from Avebury’ has returned to the Servants’ Hall at Avebury Manor. Visitors will be invited to delve into the adventures of some of Avebury’s past residents to discover where they journeyed to. The exhibition runs until Sunday, 19th November, during normal Manor opening times. And do please remember that local Parish residents can gain free access to the Manor.
The Chairman adjourned the item to later on in the meeting. Please see item 11.
- Improving opening hours of Coach House toilets: Mr Stacey reported the MAB grant of £1,000 had been extended for another 6 months whilst APC continued dialogue with the NT. He reminded APC that his last meeting with Ms Catherine Hosie had been to explore what a two-year lease might look like. Mr Stacey explained that the issue was what would happen at the end of the two-year lease; what would be APC’s liability and the consequences if the additional toilet provision had to be closed down at the end of the two-year trial. He added there was also the question as to what sustainable funding was available and whether APC was indeed the correct body to take the project forward because it would effectively be funding toilets for a nationwide charity / business. The Chairman invited the member of the public present to speak, who asked whether the project would affect the precept. The Chairman stated that APC’s only precept payers were residents, and that APC did not have access to business rates. APC members noted that if APC used the precept then the cost of funding the toilets would fall on local residents and not on organisations paying business rates. Mr Stacey added that APC would be very much taking the issue into consideration. The Chairman adjourned further discussion to later in the meeting. please see item 11.
- Planning: the Clerk reported no planning applications had been received from WC. The Chairman stated that the application for a mobile phone mast behind The Bell PH had been turned down by WC Planners and that the ‘phone company might look for an alternative location for the mast.
- Transport Group: Dr Bedford reported the Transport Group had met the night before. He provided the following update:
- WHS Atkins: he had spoken to Steve Hind (WC Highways) on 1 June and had been advised that Atkins had identified a number of issues with the West Kennett part of the A4 project and that Atkins had been asked to identify what those issues might be. Dr Bedford would receive a further update from Steve Hind in two weeks.
- Double yellow lines and speeding in Trusloe: the Transport Group had agreed to put together a survey to canvass opinion. Casual Parking on the Nursery Site: the Transport Group would be investigating short-term solutions to potentially help with the parking. Dr Bedford reported that rubber matting cost approximately £40 per square metre to buy and the total cost for materials might be £1,500 with installation costs of £5-6k. In discussion it was noted the idea might be a non-starter due to cost and also because permission would need to be sought from Centurion. Mr Campbell asked if there were any alternatives to matting. Dr Bedford said that scalpings and gravel could be used but that meant digging the site. Ms Service said the track [from byway CHER18/10] to Yatesbury had been resurfaced using scalpings and that APC might be able to source left-over material from WC. Mrs Jane Davies however reported Martin Cook (WC Highways) had recently advised her it was now hard to get hold of them.
- Signage of footpaths: members noted the cost for new signage could be up to approximately £15,000.
- Results of Cyclothon: the three-day cyclothon had raised £568.92 for the Transport Group. Moya Brannan had cycled the equivalent of 297.98 miles and that the total distance covered with co-cyclists had been 400 miles. The Transport Group was thinking about planning other fundraising events for later on in the year. Members expressed many thanks and great admiration for her commitment, energy and vision. Action: a thank you card to be sent to Moya Brannan.
- Possible closure of the Avenue: Members recalled the need to base any discussion on evidence. Mr Stacey and Dr Bedford were putting together a table of pros and cons for a Stage One discussion in the Parish.
- The Chairman invited the member of the public present to speak. He said that he was concerned about (i) the NT village car park filling up with tour operator buses (ii) speeding in Avebury and he felt the extension of the 30 mph limit on the Swindon Road was not working well (iii) too many light aircraft and drones in the skies over Avebury and also drones flying over the monuments. The Chairman thanked him and said that his concerns would be addressed by APC who also acknowledged the issues. Thanks were expressed by the member of the public who then left the meeting. The Chairman stated that in view of the confidential nature of the business that was about to be transacted on the NT update, dialogue and progress and the Coach House toilets, it was advisable in the public interest that the public and press be temporarily excluded. The proceedings that followed were recorded in a confidential note.
- Housing Needs Survey: (WC report and survey results previously circulated to members). The Chairman asked if members had any observations, and the following points emerged:
- the report stated that 273 survey forms had been supplied but there were in fact only about 235 households in the Parish. The percentage return rate was therefore incorrectly recorded at 29.7% and should be 34.5%. The percentage of social homes in the Parish should also be amended from 17.4% to 20% for the same reason.
- Four households needed affordable housing but there were also two households on the WC waiting list. Therefore at least six households needed housing. Employers such as Beckhampton Stables also required affordable housing.
- Completion of the Housing Needs Survey meant WC could now release Community Infrastructure Levy funding to the community should new homes be built in future. It was noted that CIL was paid by developers. Action: the Chairman as the designated WC contact along with Mr Campbell to write to WC to report on points a-b as above.
- Defibrillators for Avebury and Trusloe: in the absence of Mrs Lewis, the Chairman said he was pleased to report that the new defibrillator had been installed on the outside wall of the Social Centre and that training had been arranged for the 26 June at 7pm. He further advised that if some Avebury Trusloe residents attended the SW Ambulance Trust awareness training then the Ambulance Trust would provide a second defibrillator for Trusloe at a reduced price of £1,000. In discussion members felt a further defibrillator might also be needed for Bray Street as the defibrillators had to be within 200 yards of the person requiring assistance. It was noted that offers of funding a defibrillator had also been received from residents in Bray Street. On the question of location, it was noted Mrs Lewis had emailed BT to enquire about using the public ‘phone box outside Trusloe Cottages to house the defibrillator and members also considered the possibility of using a more prominent location such as the side of a barn wall. The Parish Council unanimously agreed that a second defibrillator for Avebury Trusloe would be valuable. Many thanks were expressed to Mrs Lewis for driving the project forward.
- ACSReC: Mrs Paradise gave the following report from the Committee’s meeting on 31 May:
- A generous offer of funding had been pledged so that cleaning services could continue to be carried out at the Pavilion.
- An on-site meeting had taken place to consider alternative locations for the Sports Field noticeboard. The suggestion was to have the notice board erected on the edge of the footpath running next to the North Eastern corner boundary of the Sports Field as that meant there would be enough room for people passing to stop at the noticeboard without blocking the path and it was also noted views of the Henge would not be blocked either. In discussion the following points emerged: (i) the noticeboard should be as close to the fence as possible (ii) placed in a lower position so as not to dominate the landscape (iii) archaeological consent would be needed (iv) important to involve Sarah Simmonds (WHS Officer) as soon as possible. Action: Mrs Paradise to email Ms Catherine Hosie with ACSReC’s proposal.
- Sports Field Lease and Repairs to Pavilion: The Chairman stated that in view of the confidential nature of the business that was about to be transacted, it was advisable in the public interest that the public and press be temporarily excluded. Proceedings about the renewal of the sportsfield lease and repairs to the pavilion were recorded in a confidential note.
- Local issues: the Chairman reported:
- Summer Solstice arrangements would be the same as last year and he would be sending out detailed information to residents. Mr Campbell expressed concern about people using the Nursery Site for parking. The Chairman said any intelligence should be passed to the Police and he offered to email Inspector Mawson with information.
- Play Area fencing: Mr Campbell reported the wire fencing had been damaged on two sides nearest the entrance and that Mr Robin Butler was going to take a look at the damage and report back to APC. Mr Campbell offered to do some research into different types of fencing.
- Visitor parking in the High Street and Green Street: the Chairman explained that residents normally parked about 20 cars in the High Street . This left about 17 more parking spaces that filled up quite quickly at busy periods when the High Street did become congested. It was agreed APC write to the Circle Nursery, the Henge Shop and the Community Shop to ask them to encourage their customers to use the NT village car park.
- Footpath 22: the Chairman tabled WC’s response to Mr John Cronk’s letter of 2 years ago. It was noted WC had originally included footpath 22 in their repairs schedule for 2016/17 but no work had been carried out to date. It was agreed Dr Bedford email WC’s letter to Mrs Jane Davies (Wiltshire Councillor) for further action.
- Communications: the Chairman reported the Headlines from 2 May and 18 May APC meetings had been published in UKN.
- Correspondence: the Clerk reported:
- Letter from Seafarers UK: request for APC to commemorate Merchant Navy Day on 3 September by flying the Red Ensign. It was noted APC did not have anywhere to fly the flag other than the Pavilion building and Avebury was a long way from the sea. No further action.
- Email from WC offering to paint yellow lines in the Parish. Mr Stacey stated it would be useful to have the yellow lines re-instated in Green Street. Action: passed to Transport Group and the Clerk to contact Mr Malton at WC to verify the process.
- Finance and admin:
- To appoint Dr Bedford to roles within the Parish Council: it was resolved to appoint Dr Bedford as Vice-chairman of APC, member and Vice-Chairman of Planning Standing Committee, member and Chairman of Transport Group, member and Treasurer of ACSReC, and as a Footpaths Councillor. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
- Independent internal audit: the Clerk reported the internal year end audit had taken place satisfactorily on 25 May 2017 and a clean internal audit report had been given.
- Members to approve the Annual Governance Statement (Section 1) of the Annual Return. The annual governance statement was tabled and it was resolved to approve the document. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
- Members to approve the Accounting Statements (Section 2) of the Annual Return. The accounting statements were tabled and it was resolved to approve the document. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously.
- Cheques for payment and cheques for ratification: it was resolved that the following cheques be paid. Proposed by Mr Campbell, seconded by Mrs Paradise and carried unanimously. Cheques were signed by the Chairman and Dr Bedford.
- Community First: Parish Council Insurance year 1 of 3 year LTA £745.06
- SSE Southern Electric: 25 Feb – 26 May 2017 (inclu VAT) £76.02
- Jamie Guy: Internal Audit for the full year 2016/2017 accounts £75.00
- Liz Moore: Clerk’s overtime and expenses: 22 April – 21 May 2017 £386.85
- Date of next meeting: 7:30pm on Tuesday 4th July 2017 at the Social Centre. Mr Brotheridge gave his apologies.
- Any other business:
- Members were saddened to note that the funeral of Mr John Cronk had taken place on 5 June 2017. Mr Cronk had been a long serving member of the Parish Council, and had been Chairman for many years. It was agreed Mr Williamson write a letter to Betty Cronk to express the Parish Council’s sympathy and condolences.
- Mr Stacey (Footpath Councillor) reported a member of the public had emailed to report several damaged stiles on the White Horse Trail footpath. He added that he had visited the site and verified the stiles were in need of repair. Action: Mr Stacey to contact the landowners (Mr and Mrs Cooper) to inform them.
- Mrs Paradise reported Kennet Community Transport Bus would be using the Sports Field over several days in the summer holidays to raise funds for its cause and had also agreed to donate some of the money raised to ACSReC. It was noted that she had already informed the NT. She also reported that an ACC event, including pizza being served on the Sports Field, would be taking place on the 18 June.
- The meeting closed at 10:19pm
Avebury Parish Council
Minutes of an ordinary meeting of Avebury Parish Council held on Thursday 18 May 2017 at the Social Centre, Avebury SN8 1RF.
In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, AWHS for Avebury World Heritage Site, EH for English Heritage, FWO for Fyfield and West Overton Parish Council, MAB for Marlborough Area Board, NT for the National Trust, SSE for Scottish and Southern Electric, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.
Time Started: 19:16
- Public question time: there were no members of the public present.
- Present: Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Dave Brotheridge (left the meeting part way through item 9), Mr Jon Campbell, Mr Terence O’Connor (from part way through item 9), Mrs Lynzey Paradise, Mr Stephen Stacey and Ms Zandria Service. In attendance: Miss Liz Moore (Clerk).
- Apologies: Wiltshire Councillor Jane Davies.
- Declarations of interest: Mrs Paradise declared she was married to a member of the Avebury and District Club’s Committee that had put in a planning application for work to trees (see item 10.c). Declarations of interest were also received later under item 10.b. from Mr Williamson who said he was also Chairman of the Avebury WHS Steering Group.
- Minutes of meeting held on 2 May 2017: Unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mr Stacey. The confidential meeting minutes under item 6 on NT relations and item 13 on ACSReC lease were accepted as an accurate record. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously.
- Matters arising from the minutes:
- Item 10.a. Emma’s Country Kitchen: the Clerk read out Mrs Jan Tomlin’s (General Manager, Wiltshire Landscape) email response that declined a meeting with APC on the basis of client confidentiality. In discussion members asked why the NT had not given APC a prior ‘heads up’ of their plans and it was noted that a meeting need not be confidential. It was agreed that the Clerk respond to Mrs Tomlin to state there may have been a misunderstanding as members were not necessarily requesting a meeting with the NT’s client, simply a meeting with the NT to put forward the community’s views.
- Item 10.b. driving at 30 mph: the Chairman said the request for residents to drive at 30 mph or less in the 30mph limit area would be going into UKN. The aim was to change driver behaviour of others to keep within the speed limit.
- Item 10.c: the Chairman reported he had spoken to Martin Cook of WC highways about parking restrictions in the High Street. The current planters’ scheme was the only option short of a full residents’ parking scheme.
- Item 14.d: Replacement planter: thanks were expressed to the Paradise family for collecting and replanting the planter in the High Street.
- Membership: Members discussed co-option to the remaining seat on the Parish Council and it was agreed by all that Dr Mike Bedford be invited to re-join. It was proposed by the Chairman and seconded by Ms Service to co-opt Dr Bedford to the Parish Council. Carried unanimously.
- National Trust update, dialogue and progress: The Chairman stated that in view of the confidential nature of the business that was about to be transacted in this item and the next on the Coach House toilets it was advisable in the public interest that the public and press be temporarily excluded. Proceedings recorded in a confidential minute up to and including item 9.
- Improving opening hours of Coach House toilets including:
- trial period and lease agreement
- extending MAB grant period
- NT request for informal advice on new gates at the Manor: the Chairman tabled the documentation provided by Ms Catherine Hosie (NT Estates Manager) and additionally reported he had emailed Ms Hosie to clarify two points. Mrs Paradise read out the covering letter sent by the NT to APC. In discussion members noted the plan included replacement of six solid wood gates to be installed in the Manor Garden and it was agreed everyone was happy with the NT’s proposal. Action: APC to write to Ms Hosie to confirm there were no questions from the Parish Council.
- Mobile phone mast in WHS behind The Bell PH. Ref 17/03498/PNTEL: Mr Campbell stated he had experience working in the industry and advised more masts would be needed to provide a service in dips in the landscape. Both he and Mrs Paradise felt the mast was progress and there was a need for some compromises especially as there was no signal along that stretch of the A4, which meant that telephone and conference calls simply disconnected. Mr Stacey pointed out that SSE had gone to great lengths and costs a few years ago to bury the electricity cables to enhance the landscape at Overton Hill. In discussion members agreed it was important to have better telephone signals but to request that the provider bear in mind the sensitivity of the site and explore all other possible options. Action: APC to respond to the National Infrastructure Consultation to request that the applicant review the location of the proposed mast and explore all possible alternative sites that would maximise mobile phone signals for West Kennett, Beckhampton, Avebury, Avebury Trusloe and the A4, and minimise visual impacts on the World Heritage Site in line with local plans.
- Work to trees in a Conservation Area to fell 3 Sycamore trees at Avebury and District Club. Ref: 17/04520/TCA. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Ms Service, seconded by Mrs Lewis and carried unanimously.
- Housing Needs Survey: deferred to 6 June meeting.
- Defibrillator for Avebury: Mrs Lewis reported the installation of the defibrillator on the outside of the Social Centre was booked for early June (5 June for the electrical works) and members agreed they would explore funding a defibrillator for Avebury Trusloe. The Chairman reported that local postman Mr Mick Moylan had given a donation of £100 for use towards the defibrillator in the High Street or for one in Avebury Trusloe. Members were very grateful for his generosity and signed a thank-you card for him.
- ACSReC: Members discussed future leasing options. Item deferred to next meeting.
- Local issues: the Chairman reported the Parish Steward had strimmed the grass on footpath 22 and members noted the grass highway verges in Beckhampton and West Kennett had been cut to a high standard. Mr Campbell reported the footpath running next to his house at 1 Trusloe Cottages needed strimming and Mrs Paradise said the verges in Frog Lane were also in need of attention. Action: Clerk to log requests on WC on-line system. Mr Campbell and Ms Service additionally reported two separate health and safety issues in Avebury Trusloe regarding tree branches overhanging SSE power cables along a footpath next to AHA land and along Bray Street. It was agreed Mr Campbell email the Clerk with further details and a letter be sent to either AHA or SSE.
- Communications: none
- Correspondence: the Clerk reported a thank you email (previously circulated to members) had been received from local resident Mrs Kathy Hole for the replacement panel in the Swindon Road bus stop.
- Finance and admin including:
- Quotations for Parish Council insurance renewal due 1 June 2017 (previously circulated to members). It was noted three quotations had been received ranging from approximately £767 to £820 for one year or £729 to £780 annual fee for the first year in three year Long Term Agreements. In discussion members noted their existing supplier Zurich had reduced its quote following a query but was £16.50 higher than the lowest quotation for a three year LTA. Members noted APC had submitted no claims in the last three years and that APC had been with Zurich for the past 10 years. Members agreed that continuity was important along with the fact that Community First who administered the policy benefited too. It was resolved to purchase Parish Council insurance with Zurich through Community First for a three year LTA at £745.06 for the first year. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
- Annual Return 2016/17: the Clerk reported the end of year internal audit had yet to be carried out and therefore approval of section 1 and 2 of the Annual Return was deferred to 6 June meeting.
- Councillor Training: Mrs Lewis reported she had booked the training date with Katie Fielding at WALC for the 7 June.
- Cheques for payment and cheques for ratification: it was resolved that the following cheques be paid. Proposed by Mr O’Connor, seconded by Mr Campbell and carried unanimously. Cheques were signed by the Chairman and Mrs Lewis.
- John Giles: replacement of panel in Bus Stop and remedial work to stabilize notice board at Beckhampton (including VAT) £168.00
- Community First: membership renewal 2017/18 £40.00
- Social Centre: rent Feb 7, March 7, April 4, 25, May 2, 18 £26.50
- Date of next meeting: 7:30pm on Tuesday 6th June 2017 at the Social Centre.
- Any other business: none declared.
- The meeting closed at 9:03pm
Avebury Parish Council
Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 2 May 2017 at the Social Centre, Avebury SN8 1RF.
In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AWHS for Avebury World Heritage Site, EH for English Heritage, FWO for Fyfield and West Overton Parish Council, MAB for Marlborough Area Board, NT for the National Trust, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.
Time Started: 19:30
- Public question time: There was one member of the public present, Mrs Jane Davies (prospective Wiltshire Councillor), for part of the meeting up to item 8. No questions were asked.
- Present: Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Terence O’Connor, Mrs Lynzey Paradise and Mr Stephen Stacey. In attendance: Miss Liz Moore (Clerk) and Councillor James Sheppard up to item 8.
- Apologies: Councillors Dave Brotheridge and Jon Campbell.
- Declarations of interest: none declared.
- Minutes of meeting held on 4th April 2017: the Chairman read out an email received by the Clerk that day from Mrs Jan Tomlin (General Manager, Wiltshire Landscape) regarding the accuracy of the minutes. He also read out an email he had received on 27 April from Mrs Tomlin and his email response that had attached a copy of APC’s Code of Conduct. In discussion it was noted it was only APC members who could decide on the accuracy of the minutes and that, whilst others could comment, no detail on the accuracy of an individual item had been given by the NT. The minutes were approved after item 6 and unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mrs Lewis.
- Matters arising from the minutes: The Chairman stated that in view of the confidential nature of the business that was about to be transacted it was advisable in the public interest that the public and press be temporarily excluded. Proceedings recorded in confidential minute. Members discussed issues raised by email from the NT concerning the last APC meeting. The views of those who attended the meeting differed from those of the NT. It was agreed that the Parish Council would very much like the NT to engage with it as set out in the confidential minute. Action: APC to respond to Mrs Tomlin’s email. Councillor James Sheppard to attend APC’s next meeting on 6 June.
- National Trust update/dialogue: not covered as the NT had not been present.
- Improving opening hours of Coach House toilets: Mr Stacey tabled his report (see appendix 1). Mr O’Connor asked how APC had become involved in offering money to the NT. The Chairman explained that last summer members of the public including Mr John Wilding (Manager, the Henge Shop) had brought the issue of lack of toilet facilities to the attention of APC. APC had decided to represent these concerns, and to take proactive steps by seeking management and financial resources to assist the Trust, and the community had subsequently offered funding. The Chairman reported further to APC’s letter to AWHS Steering Committee that the following points had emerged from WHS Steering Committee meeting on 25 April; the WHS Steering Committee took the view that (i) there should be adequate facilities for people to visit the WHS comfortably and that (ii) relevant partners should get together to have a discussion to find a resolution to the situation, including Wiltshire Council. Further to Mr Stacey’s report APC considered whether the principle of a commercial lease was acceptable. The Chairman suggested that if the Coach House toilets and Café were open at busy times the NT should pay for a proportionate amount of running costs. In discussion members felt APC should not be expected to take on a lease because APC did not receive visitor income and other APC commitments for the community would suffer. A doubling or more of the precept for the purpose of funding NT toilets was not a realistic option. If however WC was formally involved it might be possible to request a contribution of about half the costs i.e. about £5,000 a year and to ask the NT for a contribution of about £5,000 pa whilst APC might cover some extra costs. It was noted Jane Davies had offered to speak to WC. Action: APC to consider in June when (i) more figures were available, (ii) members had looked at other NT sites and (iii) APC had talked to WC and others about making a contribution. Mr Stacey to report back after next meeting with NT. Mr O’Connor asked whether Lacock had similar issues; Mr Stacey said that although Lacock was an open access site like Avebury, the village was largely owned by the Trust.
- Planning applications:
- Full planning and listed building consent for removal of existing rear conservatory and erection of a single storey rear extension and first floor rear extension, with conversion of barns to provide enlarged residential and ancillary guest accommodation and swimming pool plant room at Galteemore Farm, Beckhampton, SN8 1QJ. Ref: 17/03045/FUL and 17/03774/LBC. Plans were tabled and considered. It was noted the application was a resubmission of an application that had been considered by APC’s Planning Committee in April 2015 and APC had supported the development without conditions. It was resolved to support the application without conditions. Proposed by Dr Bedford, seconded by Mrs Lewis and carried unanimously.
- Review of the Annual Village Meeting held on 25 April 2017:
- Emma’s Pantry: the NT had provided APC with a newsletter mid-March, which informed readers that a converted horsebox run by Emma’s Country Kitchen would be popping up in the NT’s main car park soon. Members were concerned that the feature in the NT’s newsletter was the first time APC had heard of the proposal and that APC had not been previously consulted about this new business development in the village. Concerns had been raised by several people at the annual village meeting on 25 April and the Chairman said he had been approached by a number of residents, including Mr Brian Vickers and Mrs Sara Spratt, both residents in the High Street. Mr Vickers had expressed concern about the impact of Emma’s Pantry on Teas for Tourists especially Easter Monday trading. Mrs Paradise stated both she and Kate Fry, also residents in the High Street, had approached Emma’s Pantry and obtained feedback that the caterers were aware of the need to avoid competition and that they did not want to upset the village or be controversial. The trial was however proving successful and they were hoping to stay. It was noted that the opening times for the catering van were 10am – 6pm but that it also opened earlier for festivals. In discussion members expressed concern as to whether there was a need for another food outlet and the following issues were raised: (i) the caterers were using an A-board to advertise the business, contravening WHS objectives to minimise advertising and signage (ii) concern about increased litter as food sold was to take away (iii) the lack of toilet facilities when the catering van was trading outside of NT opening hours and hence toilet opening hours (iv) the increased commercialisation of the site and changing its character (v) reduced car parking spaces (vi) the fact the NT was reviewing the project in the light of visitor experience but not of those of people living and working in the village. The Chairman referred to Sara Spratt’s email to the NT (previously circulated to members) and members noted her points. The NT’s response had made clear the catering van was actually on a trial until 14 May. Members understood that any feedback to the NT would need to be sent by 18 May which was the day the NT would be discussing results of the visitor experience. In discussion, it was suggested that the number of days Emma’s Pantry was closed and others such as Teas for Tourists were open should be by agreement and that this should come from the community. Mr O’Connor reminded everyone that with regards to the opening of the new shop in Green Street the NT had stated it had been careful not to let the building to a conflicting business and questioned why the same principle appeared not to apply to Emma’s Pantry. Dr Bedford expressed his deep concern that profits would be going to a private company outside the community and that only a fraction of the income generated by Emma’s Pantry would be going to the NT. This was not an effective use of visitor spend for local activities, and Mrs Paradise said it would have been more understandable if the catering van had been owned by the NT. The Chairman said the WHS Management Plan stated that the local community should receive benefit from economic activities and questioned whether income for them would be correspondingly reduced. Members queried whether the trial was for 28 days per year or for a longer period. It was felt strongly by all members of the Parish Council that they very much wanted to discuss and consult on the project in a spirit of partnership with the NT. Action: APC to ask for the NT’s meeting on 18 May to be deferred so that the community’s views could be taken into consideration as well.
- It had been suggested locals could reduce traffic speeds on Swindon Road by doing 30mph. Action: Chairman to include a paragraph in APC’s Headlines for UKN to ask residents to drive at 30 mph.
- A request had been received for a sign to deter visitors from parking in the High Street. Mrs Lewis said it was her understanding no one had a legal right to park outside their own house on the public highway. In discussion members noted APC had considered a residents parking scheme in the past but it would require considerable signage and road markings, and problems arose with people visiting local institutions and homes. WC Highways had agreed the approved signage that was currently in place. Mrs Paradise felt that the ‘no tourists parking’ sign should be reviewed as it was her opinion people disregarded the word ‘no’. Other members felt the sign did its job. Action: APC to write to Martin Cook (WC Highways) to enquire about options. Mrs Paradise also requested that APC write to the Church, the Social Centre, the Henge Shop and the Community Shop, and not only the Circle Nursery as suggested at the village meeting, to request assistance in ensuring visitors did not block the High Street. Action: deferred to APC’s June meeting.
- A member of the public had noted at the annual village meeting that the minutes of the annual parish meeting last year showed that the NT had listed support for the community by helping to finance the sports-field noticeboard, but queried whether it had paid. Action: agreed later in the meeting at item 13.
- Transport issues:
- A4 projects at Beckhampton and West Kennett: Dr Bedford reported at the last meeting with Steve Hind (WC Highways) it had been agreed with the support of Sarah Simmonds (WHS Officer) that both projects should move forward together.
- Cyclothon update: Dr Bedford confirmed the money being raised would be going towards transport projects including the A4 project.
- footpaths and signage update: Dr Bedford said he had logged footpath 22 again on the WC online system.
- request for gravel track on Nursery site in Avebury Trusloe: Mrs Paradise reminded everyone that the request from the village meeting had been for small actions / interim improvements for the parking in Avebury Trusloe and members agreed to look at alternatives such as rubber matting or gravel. Action: referred to Transport Group.
- request for traffic speed monitoring through Avebury and Trusloe: referred to Transport Group.
- the need for a structured discussion on the possible closure of the Avenue: the Chairman reported the WHS Steering Committee was interested in helping to collect evidence on the issues. Action: referred to Transport Group.
- date of next Committee meeting: Monday 15 May.
- Defibrillator for Avebury: Mrs Lewis reported the defibrillator package had been ordered and paid for and SW Ambulance Trust had requested an installation date. The Chairman said the Social Centre Trustees had decided to locate the defibrillator on the Social Centre ‘fake’ porch. Mrs Paradise asked if it would be possible to have a second defibrillator in Avebury Trusloe as per a request from the village meeting. In discussion it was agreed that (i) APC should put an advert in UKN to ask local people if they would like a defibrillator in Trusloe (ii) APC should at a future meeting consider supporting a defibrillator in Trusloe with the same contribution it had made in the High Street and (iii) discover whether anyone including local businesses would be willing to make a donation.
- ACSReC: Mrs Lewis reported Teas for Tourists had raised about £428. It was noted no donation had been received from the NT for the noticeboard (see item 10d above). Action: Clerk to check progress with NT accounts department and further action deferred to next ACSReC meeting. The Chairman stated that in view of the confidential nature of the business that was about to be transacted it was advisable in the public interest that the public and press be temporarily excluded. Proceedings recorded in confidential minute. Members discussed the future of the Sports Field.
- Local issues: the Chairman reported:
- URC Chapel and Community Right to Bid application: following the annual village meeting no community group had expressed an interest in mounting a project, and APC had therefore withdrawn its CRtB application.
- Housing Needs Survey: results received and previously circulated to members. Deferred to next meeting on 18 May.
- management of Solstice and parking permits: in progress.
- planters in High Street: Mrs Paradise reported the new planter had been installed and was in the process of being planted up.
- payphones consultation: the Clerk reported no further information had been received from BT.
- leaf sweeping in High Street and Church Walk: ordered but not yet actioned by WC.
- jetting of culvert in Beckhampton: Mrs Lewis said she believed the work had been completed.
- Avebury Rocks 7-9 July at East Farm: dates noted.
- Communications: 4 April Headlines submitted to UKN News
- Bobby Van News tabled by the Clerk and request for donation deferred to November Council meeting when donations to charities would be considered.
- Finance and admin including:
- The Clerk reported the Parish precept (£6,050.00) had been received from WC on 21 April.
- Internal audit: Clerk to action.
- Parish Council Insurance renewal due 1 June 2017: APC had received two quotations and it was agreed one or more further quotations be sought. Item deferred to 18 May meeting.
- It was resolved to approve the confidential minute of 4 April 2017 meeting. Proposed by Mr Stacey, seconded by Mrs Lewis and carried unanimously.
- Councillor Training: not covered.
- The approved minutes of ACSReC meeting 1 March 2017 and Transport Group Committee meeting 13 December 2016. Not seen by the meeting but added subsequently. (See appendix 2).
- Cheques for payment and cheques for ratification: it was resolved that the following cheques be paid. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously. Cheques were signed by the Chairman and Dr Bedford.
- ICO: annual renewal of data protection registration £35.00
- WALC: annual subscription 2017/2018 (including VAT) £200.88
- Social Centre: rent 30 April 2017 by ACSReC £30.00
- Liz Moore: Clerk’s overtime and expenses 22 March – 21 April 2017 £85.20
- Date of AGM and next meeting: 7pm on Thursday 18 May 2017 at the Social Centre. Mrs Lewis gave her apologies for the 6 June meeting.
- Any other business: none declared.
- The meeting closed at 10:06pm.
Appendices: (included in the book of Parish Council papers):
- Coach House toilets – update 2 May 2017
- The approved minutes of ACSReC meeting 1 March 2017 and Transport Group Committee meeting 13 December 2016 (not seen by the meeting but added subsequently).