1 November 2016 Ordinary Meeting : Minutes

Avebury Parish Council

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

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

Time Started: 19:30

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

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

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

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

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

 

6 December 2016 Ordinary Meeting

Avebury Parish Council

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

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

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

Agenda

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

4 October 2016 Ordinary Meeting : Minutes

Avebury Parish Council

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

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

Time Started: 19:32

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

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

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

6 September 2016 Ordinary Meeting : Minutes

Avebury Parish Council

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

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

Time Started: 19:30

  1. Public question time: There were no members of the public present.
  2. Present: Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Jon Campbell, Mrs Lynzey Paradise and Mr Stephen Stacey. In attendance: Miss Liz Moore (Clerk) and, from part-way through item 7 to the end of item 10, Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape) and Ms Catherine Hosie (NT Rural Surveyor).
  3. Apologies: Councillors Dr Mike Bedford (Vice Chairman), Mr David Brotheridge, Mr Terence O’Connor and Ms Zandria Service.
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 27th July 2016: Unanimously agreed as an accurate record. Proposed by Mr Campbell and seconded Mrs Paradise. The confidential notes were received and signed and dated by the Chairman. [The meeting was temporarily adjourned for a couple of minutes whilst members investigated someone wandering around at the back of the building. It was a member of staff from the Circle Nursery.]
  6. Matters arising from the minutes: none.
  7. Planning applications + results: including
    1. Listed Building Consent to fix an entrance sign to the Manor garden wall into existing fixings (sign 1200mm x 800mm). Ref: 16/06632/LBC. Members noted the Clerk had emailed them with the application and had submitted a response of no comment on behalf of APC.  Members ratified that decision.
    2. Advertisement Consent to erect one free standing welcome sign at Avebury Visitor Car Park, Avebury. Ref: 16/07142/ADV. Plans were tabled and considered. It was noted the board would be 1.8 metres high and in discussion three points were made (i) the sign was only in English (ii) was not very ambitious for a WHS and (iii) could include a welcome from the community. However it was agreed that none of these points were material planning considerations. It was resolved to offer no objection to the planning application. Proposed by Mrs Lewis, seconded by Mr Campbell and carried unanimously.
    3. Full Planning Consent for change of use of existing detached granary building and associated alterations to provide single consulting treatment room for chiropractor / other therapist at Manor Farm, Bray Street, Avebury. Ref: 16/07094/FUL. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously.
    4. Work to Trees in a Conservation Area to fell one dead Walnut tree at Truslowe Manor, Bray Street. Ref: 16/08080/TCA. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously.
  8. National Trust update: summary: Jan Tomlin gave an update on recent Trust local events including its Feast of Food, its Summer of Play, yoga sessions in the Manor Gardens, archaeological landscape walks and a Craft Fair. Nationally, the Trust’s new media advertising campaign was being launched that week.  Locally the Trust would continue to focus on its key strategy of “Land, Outdoors and Nature” and was hosting an exhibition of local artists’ work in the Manor Gardens. The Trust would be providing support to Avebury Day, and had submitted advertising consent for a welcome sign beside the footpath from its main visitor car park as part of a national programme of improved signage. Work on the Trust’s toilets in the farmyard, the café and the coach house was due to start in November and should be completed by the end of the year dependent on work progressing smoothly.  Once complete, the main visitor toilets would remain those in the farmyard.  The Coach House toilets would be open when the food outlet was open and over particularly busy periods, and the Trust would continue to buy in additional portable toilets when required. A member of the Parish Council asked whether the toilets could be opened outside normal visiting hours.  Jan Tomlin said this was not currently being considered, but agreed to forward a number of potential dates to the Clerk for a meeting to discuss the issue. Following a question about the National Trust’s strategy for visitor activities, Jan Tomlin outlined the balance between conservation, open access and visitor experience.  In a nutshell, the Trust keeps conservation at its heart and engages with visitors to share its cause and encourage support for its work.  Jan Tomlin also provided a brief and high-level overview of the NT’s accounting principles and processes. On opportunities for information in languages other than English, Jan Tomlin explained that there was insufficient space on its new welcome sign for other languages, but there may be options elsewhere. In discussion it became clear that planning permission had not been sought for the new signboard on the sportsfield. APC would check whether planning permission was required.
  9. National Trust issues including:
    1. Preliminary discussion on identifying possible joint future projects. To be developed.
    2. Temporary closure of National Trust toilets in the High Street: the Chairman said the Parish Council had received representations from people in the village about lack of facilities with the result that visitors were relieving themselves in open public areas. The question was asked how both organisations could improve the situation. Mrs Tomlin welcomed the question and made the following points:
      1. NT objective was to try to pull visitors away from the main High Street to the Farmyard to minimise erosion on the Henge and congestion and noise in the residential area.
      2. The toilets in the High Street were owned by the NT and as such were not public toilets and there was no charge for the facility.
      3. The NT had experienced extreme negative issues opening toilets after hours and Mrs Tomlin gave an example of anti-social behaviour that had occurred at the NT’s Lacock site.

      Members felt they had a better understanding of the Trust’s concerns. It was agreed to organise a joint meeting to work together on the issue and seek to address community concerns. Mr Stacey to represent APC with any other interested members. Mrs Tomlin explained she had already instructed a project manager from 1 September, who was currently looking at budgets and diagrams and therefore the meeting would need to be arranged swiftly. The Chairman thanked Mrs Tomlin. He said the Trust’s experience elsewhere was valuable and APC could look at the possibility of supporting a scheme.

    3. Welcome by the community on ‘welcome’ sign by main car park: Mrs Tomlin explained standard signs were being rolled out at every NT car park, wording was restricted, the signs were being part-funded centrally and that she had very little flexibility in terms of budget. Mrs Tomlin added she had spoken to Sarah Simmonds (WHS Officer) and agreed reference to the WHS site would be on the sign. A question was asked as to whether English was the only language used and typical of all sites and whether the sign could be easily refigured. In answer to the first question Mrs Tomlin said she was not sure. She suggested that a joint welcome might be included on a parish notice board.
    4. Provision of defibrillators: Mrs Lewis reported the MAB would consider co-funding a defibrillator and gave an example of MAB recently funding half the cost of a defibrillator for Broad Hinton. Mrs Lewis advised the South West Ambulance Scheme was currently open and there was an up-front fee of £1,800.00 (ex VAT). It was noted the NT-owned defibrillator in the Farmyard offices was in practical terms for use within a 400 yard radius and therefore could not be moved. See item 12 for decision. The Chairman thanked the NT and added APC would be in contact shortly with Ms Hosie about the lease of the sportsfield.
  10. Transport Group: including:
    1. Extension of 30 mph limit on Swindon Road: the Chairman read out an email he had received from Mr Steve Hind (WC Highways) and members noted the project implementation date was the 28 October 2016.
    2. A4 improvements: the Chairman reported Steve Hind was currently in the process of obtaining a response from Atkins, WC’s design consultants, and would be in contact with APC soon afterwards. Mrs Paradise asked if APC had any proposals to make improvements on the A4361 near the NT’s main car park and to re-instate a verge that had become an informal layby. It was noted that part of the road was marked with double yellow lines and people could be fined if they parked on either the road or the verge. APC could request WC to reinstate the verge. Action: Clerk to log request with WC’s on-line service.
    3. Other works in pipeline: (i) Informal crossings (ii) signage audit: the Chairman stated there was no further progress to report.
    4. Parking in Trusloe: the Chairman said he had informed Mr David Croft (Centurion Western) that APC was considering carrying out a Rural Housing Needs Survey and was interested in facilitating a joint project. APC / Chairman to email Mr Croft with APC progress update.
    5. Members noted that the replacement of the little culvert adjacent to Galteemore Farm in Beckhampton and the replacement bridge was the same project. WC’s revised start date was 3 October and the road would be closed for four weeks until 28 October.
    6. Resurfacing of footpath 22 in Bray Street: Clerk had logged request with WC’s on-line service, members were waiting for a response from WC.
    7. Footpaths and byways: deferred to next meeting.
  11. ACSReC: including
    1. Items from APC 27 July meeting: priority capital expenditure projects and final draft budget deferred to next meeting in October.
    2. Renewal of sports-field lease: the Chairman stated the next item was confidential and it was advisable in the public interest that the public and press be temporarily excluded. In discussion the following items were considered:
      1. Heads of Terms (draft template previously circulated to members): members discussed the essential/non-essential terms APC required and it was agreed further research needed to be done on insurance.
      2. Covering letter (draft letter previously circulated to members): it was agreed the letter be revised to include Mrs Paradise and Mr Stacey as APC’s representitives for a meeting with Catherine Hosie. Proposed by Mrs Lewis, seconded by Mr Campbell and carried unanimously. Action: Clerk to email the updated letter to Ms Hosie.
    3. Progress report by Mr Brotheridge on permanent capping off of the old water supply: deferred to next meeting.
    4. New outside tap: deferred to next meeting.
    5. Banking: deferred to next meeting.
  12. Defibrillator for Avebury: members resolved in principle to purchase a defibrillator in 2016/2017. Mrs Lewis and Mrs Paradise to work together on draft application to MAB for funding. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously.
  13. Housing Needs Survey: it was resolved the Clerk to instruct WC to carry out a rural housing needs survey. Proposed by Mrs Paradise, seconded by the Chairman and carried unanimously.
  14. Local issues: the Chairman reported:
    1. URC Chapel: the Chapel Steering Group had organised a mail drop to residents on 14 August (see appendix 1). A company / charity called Avebury Sacred Trust had been set up and the group was in the process of fundraising to complete the purchase of the Chapel for £150,000 and was asking for help with fundraising and donations. In discussion members felt they did not have sufficient information to consider giving a donation and would need to see a budget and have other details before making a decision. Action: Clerk to write to the Chapel Steering Group to request further financial information.
    2. The glass had been replaced in Community Shop notice board. Members expressed their thanks because the works had been financed by an anonymous individual.
    3. Tree and hedge cutting in Trusloe and in High Street: (i) the lower branches of two trees on the grass triangle near the Red Lion PH had been obscuring driver’s visibility and had been removed by two members of the Parish Council with help from the Farthings. (ii) a member of the public had previously requested that a tree’s branches be cut back from the highway in Avebury Trusloe. The tree was on private land and it was agreed the Clerk would write to the owners.
    4. Street cleaning in High Street, strimming in Church Walk / Hunters Walk and Trusloe: ordered: completed.
    5. Planters in High Street: work in progress to move a planter and the Chairman suggested removing plants and compost before commencing work. In addition, it was noted all the planters still needed attention. Mrs Paradise to organise a Community Planters’ Day for people in the High Street to rejuvenate their planters and or transfer responsibility to another household.
    6. Jetting of culvert in Beckhampton: WC only had one machine in the county and was waiting for it to become available.
    7. Footpath clearing along A4 at West Kennett: to be referred to the Parish Steward.
    8. Tarmac footpath adjacent to Red Lion car park wall and A4361: issue of rough surface / need for resurfacing raised by a member of the public at 5 July meeting. Action: Clerk to order the work via WC’s online service.
    9. Pothole on the Avenue: ordered: WC response: ‘The issue you raised does not meet our intervention levels. We will continue to monitor this area during regular highway inspections.’
    10. Community Wi-Fi and Broadband speeds: no further update.
  15. Communications: the Chairman reported APC ‘Headlines’ had not been submitted to the August edition of UKN as there was not enough to report. Notice of completion of audit by the external auditors to be published on APC web site by the Clerk.
  16. Correspondence: the Chairman/Clerk reported:
    1. There had been several requests by members of the public to make the Parish Council website more village friendly including putting in a new page to include more local information and the Clerk had suggested including an option for the public to subscribe to an APC e-mailing list. Action: Clerk to contact Kate Fry for information and pricing.
    2. Email from John Skinner (Calne Our Place 2016 Initiatives to Promote Tourism in Calne and Neighbouring Villages). Request for a list of anything parishes wished to promote for a pilot promotion of the A4 highway. Members noted they had already considered the request and declined the offer. Action: Clerk to request APC is taken off e-mailing list.
    3. PEAS Scheme for 2016/17 and application for Parish Emergency Assistance Kit. Members considered if any additional equipment would be required and it was decided no extra supplies needed.
    4. Community First AGM Wednesday 12 October (5:30pm – 7:15pm). Members noted they could consider nominating a group or individual for an award but would need to do so by that Friday.
    5. Race to the Stones: the organisers had apologised for inconvenience caused by shuttle bus parking across Rawlins Park entrance at 5:30am on the Saturday. The organisers had also experienced other issues and would be using an alternative supplier the following year.
  17. Finance and admin: including:
    1. Accounts Audit year ended 31 March 2016: the Clerk reported Grant Thornton had completed the review of the annual return and a clean audit report had been given aside from an advisory note that stated the Responsible Financial Officer should sign Section 2, the Accounting Statements prior to the meeting at which Section 2 is approved. [See appendix 2 for Section 3, external auditor certificate and report 2015/16].
    2. Review of APC’s Consultation Process (due 1 Sept): members considered reviewing the policy document and decided it should be reviewed in September 2017.
    3. Avebury Emergency Planning and Snow Plan: work in progress by Mrs Lewis and Mrs Judy Farthing.
    4. Review of Financial Regulations, Standing Orders and TOR of Committees: work in progress.
    5. VAT registration status, payments: nothing further to report.
    6. Training for Councillors: members noted the cost for new Councillor Training was £250 + VAT (1-10 Councillors). Mrs Lewis to request further dates from Katie Fielding at WALC.
    7. Cheques for payment and cheques for ratification: it was resolved that the following cheques be paid. Proposed by Mr Campbell, seconded by Mrs Lewis and carried unanimously.
      1. ACC: grass cutting April 2016 to July 2016                                £637.50
      2. S.Merrett Services: weed-killing on Sports-field (incl VAT)        £282.00
      3. Avebury Day: donation from APC                                               £500.00
      4. Southern Electric: electricity for Pavilion 25 May – 18 Aug 2016 (incl VAT)                                                                                           £63.98
      5. Fiona Wood: cleaning materials and cleaning of Pavilion on 5, 13, 19, 26 July 2016                                                                               £108.95
      6. Avebury Social Centre: rent for May 3, June 7, July 5, Sept 6   £16.00
      7. Liz Moore: Clerk’s overtime and expenses: 22 July – 21 August 2016                                                                                           £52.75[Cheques were signed by the Chairman and Mrs Lewis].
  18. Date of next meeting: 7:30pm on Tuesday 4 October 2016 at the Social Centre.
  19. Any other business: none declared.
  20. The meeting closed at 21:55.

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

  1. Newsletter from Avebury Chapel Steering Group – dated August 2016
  2. Section 3, external auditor certificate and report 2015/16. Not seen by the meeting but added subsequently.

 

 

4 October 2016 Ordinary Meeting : AGENDA

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held in the Social Centre, High Street, Avebury SN8 1RF at 7:30pm on Tuesday 4 October 2016.

All members of the public are welcome to attend.

Liz Moore, Clerk to Avebury Parish Council, 29 September 2016

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 6 September 2016
  5. Matters arising from the minutes:
      1. Min ref. 11.c. tree and hedge cutting in Avebury Trusloe
  6. Planning applications and results: including
      1. Full Planning Consent for conservatory to front of property at 5 Trusloe Cottages, Avebury Trusloe. Ref: 16/08511/FUL
      2. Full Planning Consent for a two storey extension at 1 Red Houses, Green Street, Avebury. Ref. 16/08415/FUL
      3. Full Planning Consent for a single storey rear extension at 6 Beckhampton Road, Avebury Trusloe. Ref: 16/08619/FUL
  7. Housing Needs Survey: members to agree (a) additional questions to be added to survey (b) point of contact for WC survey team and for distribution of hard copy surveys and (c) who will complete the Parish Summary.
  8. Transport Group:
      1. Progress report on existing applications to CATG:
        1. extension of 30 mph limit on Swindon Road: work due to start 28 Oct
        2. A4 improvements including quotation from Atkins for a comprehensive design study of the Beckhampton roundabout area. APC to agree to raise 25% of the cost of the study.
      2. Other works in pipeline: (i) informal crossings (ii) signage audit
      3. Parking in Trusloe
      4. Footpaths
      5. Possible Ridgeway Traffic Regulation Order
  9. National Trust update
  10. Provision of adequate toilet facilities in the WHS: report
  11. Defibrillator for Avebury: to approve draft application to MAB
  12. Avebury Day: report
  13. ACSReC: including
      1. Report on last month’s meeting
      2. APC to approve priority capital expenditure projects and draft budget
      3. APC to consider a request to alter ACSReC Terms of Reference
      4. MAB funding for Pavilion
      5. Renewal of sports-field lease
      6. Possible need for planning permission for new noticeboard
      7. Progress report on capping off of the old water supply and outside tap
      8. Banking
  14. Capping Town and Parish Councils: APC to submit a response to the local government consultation.
  15. Local issues: including:
      1. Invitation to unveiling of WHS plaque on 12 November
      2. Planters in High Street and Community Planter Day arrangements
      3. Tarmac footpath adjacent to Red Lion car park wall and A4361
      4. Re-instating verge on A4361 near NT main car park
      5. URC Chapel: request for further financial information
      6. Jetting of culvert in Beckhampton
      7. Footpath clearing along A4 at West Kennett
      8. Community Wi-Fi and Broadband speeds
  16. Communications
  17. Correspondence
  18. Finance and admin: including estimate for improvements to Parish Council web site, members to ratify decision by Clerk to order additional bandwidth for the web site, requests for items to be included in APC budget for 2017-2018, review of Financial Regulations, Standing Orders and TOR of Committees, VAT registration status, training for Councillors, to receive the approved minutes of ACSReC meeting 28 June 2016 and cheques for payment and cheques for ratification.
  19. Date of next meeting: 7:30pm on Tuesday 1 November 2016 at the Social Centre.
  20. Any other business

27 July 2016 Extra Ordinary Meeting : Minutes

Avebury Parish Council    

Minutes of an extra ordinary meeting of Avebury Parish Council held on 27 July 2016 at the Pavilion, Avebury SN8 1RD.

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

Time Started: 20:51

  1. Public question time: there was one member of the public present (for the first couple of items on the agenda). He requested that T-junction signs be installed at that junction into Rawlins Park as cars were travelling too fast past that junction. The Chairman said that the extension of the 30 mph on the Swindon Road should be going ahead in the near future and that, if it did so, he understood that Highways would not normally install T-junction or other signs within 30mph areas.
  2. Present:  Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Mrs Maggie Lewis (Vice Chairman), Mr David Brotheridge, Mr Jon Campbell, Mr Terence O’Connor, Mrs Lynzey Paradise, Ms Zandria Service and Mr Stephen Stacey. In attendance: Miss Liz Moore (Clerk).
  3. Apologies: none received. The Chairman welcomed Mr O’Connor to his first APC meeting.
  4. Declarations of interest: Mrs Paradise declared an interest as Chairman of the Avebury Day Committee and Mr Campbell declared an interest as a member of the Avebury Day Committee. Mr Campbell also declared that he lived next to the Nursery Site in Avebury Trusloe that may be subject to a development scheme.
  5. Minutes of meeting held on:
    1. 7 June 2016: unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mrs Lewis.
    2. 5 July 2016: Mr Stacey reported his name needed to be added to the list of members present. Subject to this addition, the minutes were unanimously agreed as an accurate record. Proposed by Ms Service and seconded by Mr Stacey.
  6. Matters arising from the minutes: the Chairman reported:
    1. New welcome board by footpath from main NT car park (Min Ref. 13.b). The NT had been invited to use APC’s consultation process, but had responded to report it had already put in a planning application to WC. It was noted that processing of planning applications by WC was currently running three weeks late. The Chairman stated from a personal point of view he thought the welcome board could also include a welcome from the community, EH and WHS and that the latter had expressed interest in being represented on the welcome board. In discussion it was noted a review of all NT signage was being carried out on a national basis but it was not clear how much input if any the local NT team had.
    2. URC Chapel (Min Ref. 14. h). Mrs Lewis reported the Chapel Group was applying for grants.
  7. Proposed terms of lease of Sports-field: the Chairman stated the next item was confidential and it was advisable in the public interest that the public and press be temporarily excluded. It was noted there were no members of the public or press present. Action from the discussion: An amended version of the NT’s template be prepared, and the Clerk would put the item on APC’s September meeting agenda.
  8. ACSReC Budget: (previously circulated to members and see appendix 1.). The budget and five year forecast that had been prepared by Dr Bedford was tabled. ACSReC had included £1,000 funding as income from APC for that year. The Chairman stated £14,500 of APC’s reserves were earmarked for projects and that only about £5,500 remained for unexpected projects or emergencies. APC’s revenue budget of about £11,000 a year included about £9,000 of fixed costs and only about £2,000 pa remained for discretionary spending. It was noted there was up to 2% flexibility in raising the precept per annum. APC could therefore help fund ACSReC temporarily to some extent but long-term assistance such as funding of major items such as roof repairs was not possible without raising significant amounts of money from others such as MAB. Mr Stacey expressed an interest in joining ACSReC to offer assistance. It was resolved that (i) ACSReC be requested to prioritise its capital expenditure projects (ii) APC earmark £1,000 from its reserves for use by ACSReC for the remainder of the current financial year only (iii) to nominate Mr Stacey as a member of ACSReC and (iv) ACSReC / APC seek political support from MAB for grants to fund repairs to the roof. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously.
  9. Trusloe parking and Nursery Site: the Chairman stated the next item was confidential and it was advisable in the public interest that the public and press be temporarily excluded. It was noted there were no members of the public or press present. Action from the discussion: Clerk to put Housing Needs Survey on the next meeting agenda for decision.
  10. Avebury Day Grant Application: Mrs Paradise explained in previous years Avebury Day had relied on a lot of goodwill for the event to be a success and that year the event was raising money for the Sports-field. The budget was tabled and an inaccuracy was noted that meant actual income was predicted to be £8,000 not £13,000 with outgoings of about £12,000. It was resolved that a donation of £500 be made to Avebury Day and requested that should the event make a surplus then that money be paid back to ACSReC / APC so that it could be used for the benefit of the Parish. [Note: APC has power to act under Section 145 LGA 1972 provision of entertainments]. Proposed by Mrs Lewis, seconded by Ms Service and carried unanimously. Mrs Paradise and Mr Campbell abstained from voting as Chair of Avebury Day and a member of Avebury Day respectively.
  11. Finance and admin:
    1. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Mrs Lewis, seconded by Mr Brotheridge and carried unanimously.
      1. C & S Hoddinott (Manor Farm Timber): labour and machinery to erect stocknet fencing between Sports-field / Glebe Field  incl VAT   £264.00
      2. Liz Moore: Clerk’s overtime and expenses: 22 June – 21 July 2016                                                                               £121.70[Cheques were signed by the Chairman and Dr Bedford].
  12. Date of next meeting: 7:30pm on Tuesday 6 September 2016 at the Social Centre.
  13. Any other business: Mr Brotheridge reported he had been advised by a resident that on the day of the ‘Race to the Stones’ event, the entrance to Rawlins Park had been blocked by coaches at 5:30am until the resident had managed to alert the coach drivers at East Farm. [Clerk to write to the organizers].
  14. The meeting closed at 22:35

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

  1. ACSReC budget and five year forecast

5 July 2016 Ordinary Meeting : Minutes

Avebury Parish Council    

Minutes of an ordinary meeting of Avebury Parish Council held on 5 July 2016 at the Social Centre, High Street, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, AYFC for Avebury Youth Football Club, EH for English Heritage, LGA for Local Government Act, NT for the National Trust, TOR for Terms of Reference, UKN for Upper Kennet News, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Started: 19:33

  1. Public question time: There were seven members of the public present for all or part of the meeting. The Chairman asked if anyone had any questions. A member of the public said he was keen to hear what Councillors had to say during the meeting. Another person asked when it was likely APC could look at the verges in Bray Street. The Chairman reported APC had agreed at its last meeting to look at the verges at the next on-site Planning Committee meeting, which would be arranged soon.
  2. Present:  Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice Chairman), Mr David Brotheridge, Mr Jon Campbell, Mrs Lynzey Paradise, Ms Zandria Service and Mr Stephen Stacey. In attendance: Wiltshire Councillor Mrs Jemima Milton, Miss Liz Moore (Clerk) and, for NT update at item 13, Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape) and Mrs Eva Stuetzenberger (NT Visitor Engagement and Enterprises Manager).
  3. Apologies: Councillor Dr Mike Bedford and Mr Terence O’Connor.
  4. Membership: not covered.
  5. Declarations of interest: Mrs Paradise declared an interest as Chairman of the Avebury Day Committee and Mr Campbell declared an interest later under item 10 to report he lived next to the Nursery Site in Avebury Trusloe that may be subject to a development scheme.
  6. Minutes of meeting held on 7th June 2016: Mrs Lewis requested item 9.a.vii to be changed to ‘Mrs and Mrs Spratt (residents, High Street) would be using the Pavilion as a welfare unit for their builders for a fee payable to ACSReC / APC’. It was resolved to include the amendment. Proposed by Mrs Lewis, seconded by Mr Stacey and carried unanimously. Members then considered a request to amend the minutes received by email and circulated to members that day from Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape). The Clerk read out the following proposed changes to item 10.

                    Line 6:  “…. NT had been overwhelmed by feedback”.   This should read  “…. NT had been overwhelmed by positive feedback

                    Line 8:  “… and information on it was in the Solstice Newsletter.”  Please amend to “…. and further information will be circulated nearer the time.”

                    Sub-para e:  “… at great expense.”   Please amend to read “ … and options are currently being costed.”

                    2nd para, point 2:  “… NT did not have sufficient volunteers”.  This should read “… as policing the car park is not a good use of staff or volunteer time.”

                    Final sentence:  “… take the request away for action.”  Please amend to “…  take the request away for review.”

    It was resolved to include the amendments. Proposed by Mr Brotheridge, seconded by Mr Campbell and carried unanimously. Clerk to re-draft minutes and submit for approval at the next meeting of the Council.

  7. Matters arising from the minutes: none.
  8. Planning applications + results: including
    1. Full planning for two storey side extension, new vehicular access + garden/store to garden + removal of trees at 2 Bray Street, Avebury Trusloe, SN8 1RA. Ref: 16/04870/FUL. Plans were tabled and considered. The Chairman reported (i) the Avebury Society had emailed to advise an archaeological watching brief should be carried out and (ii) a resident of Bray Street had expressed concern about movement and parking of trucks during the development. In discussion it was noted (i) the proposed new vehicular access would reduce the number of cars parked in Bray Street and there appeared to be ample room for a new driveway (ii) Conservation would need further information on removing the banks. It was resolved to support the application without conditions. Proposed by Ms Service, seconded by Mr Williamson and carried unanimously.
    2. Full planning for car port and secure store at Trusloe Farmhouse, Frog Lane, Avebury Trusloe, SN8 1QS. Ref: 16/05335/FUL. Plans were tabled and considered. It was noted this was a new application following the withdrawal of application number 15/05342/FUL. See APC meeting minutes of 10 July 2015. In discussion members noted the applicant had followed advice to lower the height of the building and there were now no windows in the roof at the rear of the building, with only one small window at ground floor level. It was resolved to support the application without conditions. Proposed by Mrs Lewis, seconded by Ms Service and carried unanimously.                                                                                                    In a separate discussion it was noted footpath 22 was now in such a poor condition that it inhibited access for people with disablities. The Chairman stated that work to the whole length of the footpath was supposed to be in WC’s 2016/17 resurfacing scheme. The path was also used by cyclists and there was a query as to whether Sustrans would have any obligation to help maintain the path. Mrs Milton advised the Council that a three prong approach might be better by also putting the work through CATG and logging the request with WC. It was agreed an on-site meeting be arranged for 6pm on 20 July on the footpath outside Trulowe Manor, Bray Steet to look at the condition of footpath 22 and the issue of cars parking on verges in Bray Street. In the meantime and as per the advice of Mrs Milton, the Clerk would log the request to resurface footpath 22 via WC’s online reporting tool.
  9. Review of Summer Solstice 2016: (see appendix 1, Notes on Solstice 2016 Draft – previously circulated to members for comment). It was noted Solstice went very well. Mrs Lewis and Ms Service would be attending the National Trust’s Solstice Operational Planning Meeting de-brief the next day with APC’s draft feedback. The Chairman said the draft note should be updated to reflect that only two vehicles had been towed away. Mr Campbell and Mrs Paradise reported they had received many compliments from residents on the permit system administered by APC and Simon Rowe (WC Highways). Mrs Lewis said the Community Shop had also had no problems. Members agreed the Chairman should send a thank you letter to Lady Scott as Leader of Wiltshire Council (draft previously circulated to members) and also send thank you letters to the Police, WC and NT.
  10. Parking in Trusloe:
    1. Review of planning report provided by AHA’s planning consultants (previously circulated to members): the Chairman stated the existing uses of the site included casual parking and APC’s play area. It was likely that car parking would be allowed and the three options from the report were read out by the Chairman. The planners could consider 1. In-fill housing of one or possibly a few houses 2. Rural exceptions permission for affordable housing with the land being sold at a low price for low cost housing 3. Community Right to Build where planning permission could follow community support and a local referendum. Members agreed the site should be looked at again and all options explored.
    2. Report on meeting with Centurion Western: the Chairman reported he had attended a meeting with David Croft (Centurion Western) on the 4 July. The company would be happy to do a land swap if that helped to provide parking and housing and they were also interested to sell the land. The AHA indicative sketch plan of the Avebury Trusloe Nursery Site from April 2014 was tabled. It was noted that the extent of a permission to in-fill would largely be a political decision. Mrs Jemima Milton recommended using the nomination rights to houses process to provide ‘local homes for local people’.  She gave an example of a recent successful housing development in Ogbourne St George. Mr Campbell declared an interest as he lived next to the site and reported that 10 years ago the play area had been used as a meeting place by teenagers for drinking but now mainly young children used it. In further discussion it was felt a play area should be retained on one part of the site for existing households with children and for future families. It was agreed that APC arrange a meeting with Dan Bennett of AHA. The Chairman to use his past professional experience to put together a costing for the combined project including ballpark land values. It was noted options could also include self build.
  11. Transport Group:
    1. Applications to CATG for extension of 30mph speed limit on Swindon Road: in progress and signs should be put in place in the next few weeks.
    2. Improvements to the A4 at Beckhampton and West Kennett: in progress.
    3. Footpaths: in progress, Mrs Lewis reported her husband was waiting to hear from Steve Leonard (WC).
  12. ACSReC:
    1. Report on 28 June meeting: Mrs Lewis reported:
      1. 27 vehicles had parked on the Sportsfield under the King’s Drummers solstice parking and permit scheme.
      2. ACSReC would be holding a table top sale in ASSC to raise funds for the Sportsfield.
      3. A pilates teacher was in the process of considering the Pavilion as a venue for her lessons.
      4. AYFC had a new six aside football team.
      5. A cheque had been received from the map man for £100 and  ACSReC had agreed to write a letter of thanks.
      6. Apple Day was scheduled for 8 October 2016.                                  The Chairman asked if anyone had any questions. Mrs Milton offered to speak to Andrew Jack about options for funding repairs to the Pavilion roof and her offer was accepted.
    2. ACSReC Terms of Reference (including new paragraph at item 6) was adopted and received for inclusion in the minute book. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
    3. Budget: ACSReC’s annual forecast and budget was tabled (previously circulated to members). It was noted the draft budget had only been received in the past couple of days and further time would be needed to consider it as the budget needed to be agreed by APC. In discussion members noted ACSReC required a handyman for work listed that had previously been done free of charge by ACC. In addition further clarification was requested on the following maintenance and capital expenditure items: (i) overseeding every two years (ii) cleaning services (iii) repairing erosion damage to field inside front gate (iv) installation of grass protection (rubber matting) to field inside front gate. It was agreed to defer further discussion on the budget to the extra meeting (also ACSReC Committee meeting) on 27 July and to include the terms of the Sportsfield lease renewal as an item on the agenda as well.
    4. New mains water supply at the Pavilion: Mr Brotheridge reported the new water supply was up and running. The Chairman expressed many thanks to him for overseeing its installation. In discussion it was noted the old supply into the Pavilion had not been permanently capped off and it was agreed that the work should be done to prevent anyone tampering with the connection. Mr Brotheridge / the Clerk to organise the plumbing work.
  13. National Trust update and dialogue: the Chairman welcomed Jan Tomlin and Eva Stuetzenberger and invited them to provide an update on the work of the NT. Mrs Tomlin said she would provide a short update and a written brief. Mrs Tomlin reported:

    –  We will shortly submit Listed Building Consent for a replacement entrance sign at Avebury Manor, as outlined at the June meeting.  

    –  We are also submitting a Planning Application for a welcome sign next to the footpath from the main NT visitor car park.  This will replace the large free-standing sign that has been in place for about 5 years.

    –  All our activities and events are detailed on our website:  www.nationaltrust.org.uk/avebury.  For July, our activities include Yoga in the Manor Garden, Walks in the Henge with the Archaeologist, our Summer of Play activities and a craft market in the Farm Yard.  

    In answer to a question from a PC member about the potential closure of the Ridgeway, Jan Tomlin advised that concerns about activities and safety on the Ridgeway during last year’s Solstice had been raised in the March meeting of the Avebury Sacred Sites Forum.  The Forum had recommended to the Avebury Solstice Operations Planning Meeting that the Ridgeway be closed to traffic over Solstice for the safety of those seeking to camp on the Ridgeway, those wishing to pass along the byway, and the staff of organisations managing Solstice for the benefit of all.  The proposal for a planned closure of the Ridgeway was not progressed this year, but the option to effect an emergency closure of the Ridgeway for safety reasons had always been a possibility.  A full debrief of this year’s Solstice would take place on 6 July.  Feedback received at this meeting would help to inform future plans for Solstice management.

  14. Local issues: the Chairman reported:
    1. Avebury Day grant application: the draft budget had been circulated to members that afternoon. Mrs Paradise explained expenditure had increased and as a result the Committee had decided to introduce a £1 entry fee. Mrs Paradise stated that income was approximately £13,000 and outgoings £12,500 with retained funds of £875. In discussion members expressed reservations about providing a grant directly to the Avebury Day Charity as the Charity would be donating money back to ACSReC / APC. It was agreed more detailed discussion of the figures was needed, including the possibility of deficit funding.  Decision deferred to APC and ACSReC meeting on 27 July. Proposed by Mrs Paradise, seconded by Ms Service and carried unanimously.
    2. Street cleaning in High Street and Avebury Trusloe: not yet carried out by WC. It was noted there was more litter left lying around since solstice and that the Parish would benefit from another community litter pick. Clerk to re-order street cleaning. A meeting with the Parish Steward had been deferred to the Autumn by WC due to internal restructuring.
    3. Strimming in Church Walk / Hunters Walk (footpath 22): as above and see item 14 e.
    4. Jetting of culvert in Beckhampton: Mrs Lewis read out the email received from WC and explained the work was on the list but no time frame had been given as there was only one machine in operation for the whole of Wiltshire.
    5. Footpath clearing along A4 at West Kennett: not yet carried out by WC. Mrs Paradise reported half of footpath 22 had been strimmed by a volunteer. The Clerk advised any voluntary work carried out must be approved by APC so that volunteers could be automatically covered by the Parish Council insurance policy.
    6. Planters in High Street: work in progress and it was noted a new planter might be needed depending on whether the planter held together after moving it. Mrs Lewis said new planters could be bought cost effectively from Erlestoke Prison.
    7. Pothole on the Avenue: it was noted the pothole two thirds of the way down the Avenue had appeared to have been filled temporarily but then reappeared again. Clerk to log work on WC reporting tool.
    8. URC Chapel: no further update from the Chapel Group.
    9. Housing Needs Survey: deferred to next meeting on 27 July. Members noted a survey would need to carried out soon to feed into the project on the Nursery Site at Avebury Trusloe.
    10. Community Wi-Fi and Broadband speeds: Mrs Lewis reported the router in the Social Centre was not yet plugged in and that ASSC was installing telephone and broadband services into the Club for the first time. The Chairman said a benefit was that wifi transmission would extend into the Henge approximately 60 metres from the Club.
    11. Defibrillator for Avebury: Mrs Lewis reported there were two options 1) buy a defibrillator or 2) use the Ambulance Service Scheme (Research by Mrs Lewis previously circulated to members and see appendix 2). The Chairman invited Rev Maria Shepherdson to speak. She said that Rotary International had been funding defibrillators in villages and could also advise on types of defibrillators. It was agreed Mrs Lewis would carry out further research by contacting Rotary International, looking at what other villages had done and by emailing Andrew Jack for advice and options on funding through MAB.
    12. Parish Steward Scheme: the Clerk said WC Highways had requested the Parish Council nominate a representative who would be responsible for collating the top five priority works across the Parish for the Parish Steward to do. It was noted the scheme started in the Autumn (October 2016). It was resolved to nominate Mr Brotheridge as APC’s representative / main point of contact. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
  15. Communications: June Headlines submitted to July Edition of UKN.
  16. Correspondence: the Clerk reported various correspondence had been received including an expression of interest in joining APC from a member of the public and a request for support from Citizen’s Advice Bureau. It was noted elections would be taking place in May 2017 and therefore members of the public could nominate themselves for the role of parish councillor the following year. Any requests from charities for donations or support during the year were normally considered annually at APC’s meeting in November.
  17. Finance and admin: the Chairman reported:
    1. Review of Financial Regulations, Standing Orders and Policy: work in progress.
    2. VAT registration status, payments: in progress.
    3. The approved minutes of ACSReC meeting 24 May 2016 were tabled and received. (See appendix 2).
    4. Cheques for payment and cheques for ratification: the Clerk reported the invoice for the aerator had now been received but the price had been misquoted as £769 (ex VAT) at APC’s meeting on 3 May and therefore Mr Dominic Fry (Chairman, ACC) had offered to fund the difference. (Funding for the aerator was £384.50 from APC, £384.50 from ACSReC and £105.62 from ACC). It was resolved that the following cheques be paid. Proposed by Mr Stacey, seconded by Mr Campbell and carried unanimously. Cheques were signed by the Chairman and Mrs Lewis.
      1.  R Marsh Design Ltd: 6ft Aerator for Sports Field inc VAT     £1,049.55
      2. J.A. Gunter (Talits): to carry out a watching brief at installation of new mains water supply and to provide a report [rewrite cheque] £184.00
      3. Whatley & Co. (Pewsey) Ltd: to trench in new water supply at the Sports Field inc VAT                                                                £2,580.00
      4. Liz Moore: Clerk’s overtime and expenses: 22 May – 21 June 2016                                                                                         £280.94
  18. Dates of next meetings: informal on-site meeting starting at 6pm on Wednesday 20 July 2016 outside Truslowe Manor, extra APC meeting with ACSReC at 7:30pm on 27 July at the Pavilion, Avebury Sports Field, for which Mrs Milton gave her apologies, and then ordinary meeting on 6 September.
  19. Any other business: none raised by members. The Chairman asked the public if they had any final questions.
    1. A question was raised as to who was responsible for the tarmac footpath running adjacent to the A4361 outside the Red Lion PH car park wall as the surface was now very rough. The Chairman stated it was the responsibility of WC Highways. Action: Clerk to put item on next meeting agenda.
    2. It was noted it would not be necessary for the NT to attend APC’s next meeting on 27 July as it was an extra Ordinary Meeting.
  20. The meeting closed at 20:58

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

  1. Notes on Solstice 2016 Draft – dated 29 June 2016
  2. ACSReC Draft Budget
  3. Defibrillator Research
  4. Minutes of ACSReC meeting 24 May 2016