Avebury Parish Council

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

In these minutes APC stands for Avebury Parish Council, ASOP for Avebury Solstice Operational Planning, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, BB & WM PC for Berwick Bassett and Winterbourne Monkton Parish Council, CATG for Community Area Transport Group, MAB for Marlborough Area Boards, NT for the National Trust, PC for Parish Council, RoSPA for the Royal Society for the Prevention of Accidents, RoW for Rights of Way, SSE for Scottish and Southern Electricity Networks, TG for Transport Group, UKN for Upper Kennet News, WC for Wiltshire Council, WHS for World Heritage Site and WHS PU for World Heritage Site Partnership Unit.

Present: Mr Stephen Stacey (Chairman), Mrs Maggie Lewis (Vice-Chair), Mr Ben Butler, Mrs Donna Byatt: up to and including item 9b, Mr Terence O’Connor and Ms Zandria Service.

In attendance: Miss Liz Moore (Clerk).

Time Started:  19:32

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

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

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

12. Local issues:

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

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

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

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

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

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

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

15. Correspondence: the Clerk reported:

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

16. Consultations: including the Licensing Act 2003 and WC’s draft statement of licensing policy 2019-2024: deferred to next meeting agenda.

17. Finance and admin including:
    

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

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

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

Avebury Parish Council

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

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

Liz Moore, Parish Clerk, 31^st October 2019

Agenda

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

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 2 July 2019 at the Social Centre, Avebury SN8 1RF.

In these minutes AGAR stands for Annual Governance and Accountability Return, AONB for Area of Outstanding Natural Beauty, APC for Avebury Parish Council, ASOP for Avebury Solstice Operational Planning, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, BB & WM PC for Berwick Bassett and Winterbourne Monkton Parish Council, BT for British Telecommunications plc, CATG for Community Area Transport Group, MAB for Marlborough Area Boards, NT for the National Trust, PC for Parish Council, RoW for Rights of Way, TG for Transport Group, UKN for Upper Kennet News, WC for Wiltshire Council, WHS for World Heritage Site and WHS PU for World Heritage Site Partnership Unit.

Present: Mr Stephen Stacey (Chairman), Mrs Maggie Lewis (Vice-Chair), Mr Ben Butler, Mrs Donna Byatt, Mr Terence O’Connor and Mrs Lynzey Paradise.

In attendance: Miss Liz Moore (Clerk).

Time Started:  19:34

1. Public question time: there were three members of the public present for all or part of the meeting including Eva Stützenberger (Operations Manager, NT: up to and including item 12), Catherine Hosie (Estate Manager, NT: up to and including item 12). There were no questions asked.
2. Apologies: Councillors Dr Mike Bedford, Ms Zandria Service, Wiltshire Councillor Mrs Jane Davies and the following local residents: Mrs Jenny Haines, Mrs Alison Richardson and Mr Simon Vatcher.
3. Declarations of interest: none declared.
4. Minutes of meeting held on 4 June 2019: unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mr Butler.
5. Matters arising from the minutes: there were none.
6. Planning applications: no applications had been received from WC.
7. National Trust update on refurbishment work at the Circles Café: the Chairman invited Eva Stützenberger and Catherine Hosie to provide a progress report. Thanks were expressed to the PC for supporting the NT’s planning application. It was noted that the NT had received consent from WC on 28 June and construction had started on the 17 June. Ms Stützenberger said that the project was due to be completed by 15 November and that the NT was hoping to have a soft opening on 7 October, with the ground floor open to the public from 15 October. Various contractors had been engaged and three main access points would be used by them. The default access was the Estate drive with parking provision for contractors in the staff car park. It was necessary for the High Street to be used for deliveries of skips and scaffolding, but deliveries would be carefully managed between the hours of 7:30 – 9am, with contractors being met and shown where to go. The third access point over the Manor parkland was being used for setting up the welfare units. Pictures of the stripped internal ground floor and first floor of Circles Café were tabled (see appendix 1). The Chairman invited questions from members. There was concern expressed about the timings of the deliveries along the High Street, particularly as the Circle Nursery opened at 8 am. Ms Stützenberger reassured members that deliveries would be made as close to 7:30am as possible. It was additionally noted that construction work was being carried out Monday to Friday only with minimal work scheduled during school holidays, and for any problems members could contact Ms Stützenberger. The Chairman thanked the NT staff for their report and invited them to stay for the next item.
8. Solstice: impact review: the Chairman explained that the aim of the discussion was to enable the PC to put together a paper setting out the experience of solstice, possible ways ahead and to have a plan for action by the end of the year. In discussion the following points emerged:
   1. There appeared to have been less trouble than the previous year and from a business perspective solstice had been successful.
   2. Graffiti on a NT gate and the tree with roots had been reported to the NT and also a piano that had been placed next to the Stones.
   3. Ms Byatt had had feedback from a resident in Green Street who had subsequently written to both the PC and NT outlining her concerns, including the large numbers of vehicles and visitors using Green Street as a car park, campsite and toilet. (Email correspondence from Green Street resident previously circulated to members).
   4. There had been a family friendly atmosphere on the evening of solstice, especially for the King’s Drummers, but illicit parking had been pervasive along Green Street.
   5. The Police had been visible and had made four arrests.
   6. Closing the High Street had worked well although one resident had been blocked in temporarily.
   7. There had been some problems with the permit system for residents who did not know their visitors’ car registration number, but the businesses and other organizations in the Village had responded well and obtained the information.
   8. Fencing off the nursery site by the local farmer had worked well, although 10-15 vehicles had parked along the highway through Avebury Trusloe and 4-5 vehicles near Windmill Hill, but no issues or damage to report.
   9. Residents had been impressed with how the police and NT had managed to maintain order along Ridgeway.                                 The NT’s experience was recorded as follows:
      1. The event. Solstice had been a quiet, peaceful and positive experience for all who had worked across the site and attendees had been grateful for hot beverages sold by the NT during nocturnal hours.
      2.  The aftermath. Clearing the Ridgeway had taken longer than expected; it had been a grim clear up operation with some revellers still in situ on the morning of Sunday 23 June. The NT had been disheartened by the high level of vandalism and heritage crime including graffiti on the Farthings’ barn and West Kennett Long Barrow. (Email correspondence from local farmer previously circulated to members).                                                                                                                                                           In discussion it was noted that although the numbers of people visiting Avebury was not increasing, the potential for damage at solstice in Avebury was considerable compared to Stonehenge because, unlike Avebury, solstice at Stonehenge was actively managed by EH. Great effort had been made by EH to close the byways at Stonehenge and that the same could be done in Avebury. Both the Clerk and the NT had received a complaint from a disabled person who had found it difficult and cost prohibitive to park their campervan within short walking distance of the Village. It was noted that ASSC provided parking for campervans at £15, but Wiltshire Council’s planning restrictions did not allow them to provide overnight parking for campervans. Members felt that barriers on the Ridgeway byway could have been placed closer to the car park on Overton Hill, and there should have been better provision for disabled parking in the village. It was agreed that the Chairman and / or Ms Service would attend the ASOP debriefing meeting on 8 July and report back to the PC at its next meeting in September.
9. Project Updates:
   1. Transport Group: the Chairman reported:
      1. Transport Group meeting 14 June 2019: that the Beckhampton and West Kennett project had been reviewed and Atkins would have a draft design ready by the end of August. Members noted this was stage 3 of the design work; stage 4 being the very detailed design work required actually to implement the scheme once funding had been secured. (See appendix 2 for meeting notes).
      2. CATG meeting 20 June 2019:
         1. Community Issue 4245: A4 at Beckhampton and West Kennett: CATG had confirmed that it would keep the project on the priority list at #1 until 19 September meeting. Members noted that, when the plans had been completed, the project would drop off the priority list.
         2. Community Issue 7088: improved pedestrian safety on A4361 at Avebury Trusloe: CATG had agreed to combine with issue 6791 (now ‘first reserve’ item), for which the next step was a speed check from Swindon extended to Beckhampton. This would cost £625 being the required 25% share on this occasion split between three parishes involved. Evidence of speed and volume of traffic along the A4361 past Avebury Trusloe would be material in helping to action the PC’s request to decrease the speed limit from 60mph to 40mph. The Chairman had provisionally offered to commit a third of the money needed and members agreed to the proposal. It was resolved to contribute up to £250.00 for a joint speed check assessment along the A4361. Proposed by Mr Butler, seconded by Mrs Paradise and carried unanimously.
         3. Community Issue 7027: to refresh the existing double yellow lining and create new double yellow lines on the entire length of the B4003: Martin Cook’s team had refreshed the existing yellow lines during June with costs being taken from his maintenance budget and had undertaken to check with WHS PU about filling the two gaps in the lining. Other work will see the reduction of the informal layby to accept three cars only. CATG was supporting the formation of a new Community Road Safety Group about which there would be discussion at the next MAB meeting (23 July). Mr O’Connor said that there was merit in monitoring noise and air pollution along the Avenue / B4003.
      3. Next TG meeting: week commencing 5 August.
   2. Meeting of Parish Chairs: he was preparing for a meeting with Diane Ware (Principle Technical Officer, WC Highways) on 9 July to discuss road safety on the A4 and underline the need for action on the 2015 WHS Transport Strategy. The PC was working with other Parishes to encourage a joined up approach to traffic calming in the WHS. Chairman to report back at the next meeting in September.
10. A303 Expressway: (draft comments on Highways England’s response to APC’s Written Representation previously circulated to members and see appendix 3). The Chairman explained that the response focused on three key points: 1. risk of additional pressures on Avebury 2. risk of losing WHS status 3. request for designated funds for implementation of the Transport Strategy. It was resolved to accept the draft paper and submit it to the Planning Inspectorate. Proposed by Mrs Lewis, seconded by Mrs Paradise and carried unanimously. [Mrs Paradise temporarily left the room].
11. Local Issues:
    1. Wiltshire Council’s Core Planning Strategy: not covered.
    2. West Kennett telephone box: there was division of public opinion on an alternative use for the West Kennett ‘phone box, but the majority of people, including members and NT staff present that night, felt that, due to poor mobile reception in the vicinity, it was important to keep the ‘phone box for emergency outbound calls only. Members were reminded that street furniture such as a telephone box acted as a visual signal that people lived in an area and might help to slow traffic. It was resolved to write to BT in response to their imminent consultation and ask them not to remove the ‘phone box as it was important for emergency calls and to request them to repaint it. Proposed by Mr Butler, seconded by Mrs Paradise and carried unanimously.
    3. Replacement planters for the High Street: Mrs Paradise reported that residents did not want recycled plastic planters and had furnished her with pictures of commercial wooden planters that would be acceptable. The planters had metal buckets inside to hold the soil and plants, metal feet to keep the planter off the ground and were priced at £350.00 each. In discussion it was noted that the price for the good quality planters was high and the following points emerged: (i) the PC could ask local businesses to sponsor the planters; although any form of visible advertising would be challenging (ii) the PC might consider replacing the planters with an open air art gallery to promote local artists’ work (iii) further research was needed. It was agreed that Mrs Paradise would work on the ideas and report back at the next PC meeting.
    4. Repairs to Play Area fencing: in progress as the Clerk was waiting for a quotation. It was noted during the meeting that BT Openreach had swiftly actioned a request by the Clerk to remove wiring that had been protruding from the WC verge on the Nursery Site.
12. Draft commercial policy statement on reducing signage and clutter in the WHS: (previously circulated to members and see appendix 4). The Chairman invited members to comment on the draft paper. Mrs Byatt explained that for the past 14 months a NT gate in Green Street had been closed to the Stone Circle to help the footpath recover and that had resulted in her business benefiting from increased footfall. The gate had recently been opened and because less people were now walking past her shop, she had put up a couple of flags on the building to try to attract tourists. She said that it was important that Elements was a successful business and she was working with the NT on ways to attract business. In discussion the following points emerged: (i) businesses in Avebury needed a certain amount of advertising to attract tourists; but branded advertising should be discouraged (ii) the PC might explore ways to support local businesses; such as putting together a threefold leaflet advertising the local businesses and other bodies and (iii) the PC might explore styles of banners and flags to set an overall tone. It was agreed that it was important to involve the community in the discussions prior to agreeing guidelines and it was resolved that Mrs Paradise and Mrs Byatt organize a working party to explore advertising and signage options with local businesses and organizations and present these to the council for a decision. Proposed by Mrs Lewis, seconded by Mr O’Connor and carried unanimously.
13. Parish Steward Priority Sheet:
    1. Report on work completed in June: [fissures in path alongside the late Dr Isobel Smith’s cottage were not serious enough to need attention. The Parish Steward had removed tree branches on FP22 near Big Arch Bridge and on the verge in Bray Street. Culverts and gullies had been checked along the length of the High Street].
    2. Job requests for 17 July: [hand clearing of drains and gullies in Hunter’s Walk and outside Red Lion PH has not been possible so the Parish Steward recommends that the PC submits an online request for pressure jetting by mechanical means: the Clerk will do so]. Items discussed: PC to request: grass cutting on footpath verges that link South Street to bus shelter in Avebury Trusloe and in Church Walk, filling of small pothole in Hunter’s Walk outside Hunter’s House, sunken manhole cover near to the bollards on Kyters Walk needs attention and cleaning of windows of the bus shelters at Rawlins Park. Additionally, Clerk to report to BT a damaged junction box in the grass verge outside ‘The Paddocks’, Green Street and Mrs Lewis to check that the bus shelter windows were intact in the WC owned bus shelter on A361 at Beckhampton.
14. Communications: the Clerk reported that the PC’s Headlines had been submitted to the July Edition of UKN and a notice informing the public of a casual vacancy on the PC and to encourage people to apply.
15. Correspondence: the Clerk reported:
    1. WALC’s newsletter had been received.
    2. Involve Swindon had emailed to remind members about their services which included the offer of volunteers to carry out light works.
    3. Police crime report: not received. It had been noted during the meeting that the Parish was without a PCSO.
16. Finance and admin including:
    1. Membership and co-option: discussed in brief, and agreed to defer a decision to next meeting in September.
    2. It was resolved to appoint Ms Byatt as the PC’s representative on the Avebury WHS Steering Committee. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously.
    3. Confirmation of members instructed by the PC to process public data: it was confirmed that Mrs Byatt and Mrs Paradise had been authorized by the PC to process public data for administration of the parking permits for Solstice 2019. [Under Data Protection rules members processing public data must have a mandate from the council to do so, the council being the data controller]. Proposed by Mrs Lewis, seconded by Mr O’Connor and carried unanimously.
    4. Notification of exemption from external audit: the Clerk confirmed that PKF Littlejohn had received and logged the PC’s notification of exempt status for the year ended 31 March 2019.
    5. Review of Transport Group Terms of Reference: due to the absence of Dr Bedford, this item was deferred to next meeting agenda.
    6. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Mrs Byatt, seconded by Mrs Paradise and carried unanimously.
       1. Kennet Print Ltd: colour printing of x400 permits and numbering  (including VAT)                                             £66.00
       2. Wicksteed Leisure Ltd: outstanding balance for postage on shackle assembly                                                                 £5.40
       3. Avebury Social Centre: hire of hall on 27 June 2019 for annual defibrillator training                                            £10.00
       4. Miss E Moore: Clerk’s overtime and expenses 22 May – 21 June 2019 inclusive                                                             £334.75
17. Date of next meeting: 7:30pm on Tuesday 3 September 2019
18. Any other business:
    1. Mr Michael Cronk would like to consult the PC on his plans to demolish a bungalow and erect a house in Bray Street. Clerk to invite Mr Cronk to the PC’s next meeting.
    2. Elements of Avebury was hosting an ‘Avebury Fairy Day’ on Sunday 28 July 2019, additional parking available in the Coopers’ field with minibus shuttle service to the Village and all welcome. Expected attendance: 600.
    3. The Chairman reported on his meeting with the NT and explained that they had agreed to host a public meeting on 10 September to consult on parking in and around Avebury and had accepted his offer that the PC co-host. It was noted that there had not been time to add the above motion to the PC’s agenda. Members indicated that they would be happy to host the meeting jointly with the NT; the Clerk to add motion to next meeting agenda for formal decision. The Chairman additionally reported that the NT was hoping to resurface the small Village car park in November and there would be better provision for disabled parking including additional bays. The NT had appointed a manager to run the Chapel and was looking for 50 volunteers to add to their team of over 400. The WC Highways Signage Project for renewing and refreshing signage on the A4361 through the Village was now expected to be implemented over three days from 15 July 2019.
19. The meeting closed at: 21:53

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

1. Pictures of Circles Café: ground floor and first floor
2. Notes from Transport Group Meeting 14 June 2019: not seen by the meeting but added subsequently.
3. A303 Expressway: PC’s response for the Planning Inspectorate
4. Draft Policy Statement on reducing signage and clutter in the WHS

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 4 June 2019 at the Social Centre, Avebury SN8 1RF.

In these minutes AGAR stands for Annual Governance and Accountability Return, AONB for Area of Outstanding Natural Beauty, APC for Avebury Parish Council, ASOP for Avebury Solstice Operational Planning, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, BB & WM PC for Berwick Bassett and Winterbourne Monkton Parish Council, BT for British Telecommunications plc, CATG for Community Area Transport Group, MAB for Marlborough Area Boards, NT for the National Trust, PC for Parish Council, RoW for Rights of Way, SSEN for Scottish & Southern Electricity Networks, SWASFT for South West Ambulance Service Foundation Trust, TG for Transport Group, TTRO for Temporary Traffic Regulation Order, UKN for Upper Kennet News, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Mr Stephen Stacey (Chairman), Mrs Maggie Lewis (Vice-Chair), Mr Ben Butler, Mrs Donna Byatt, Mrs Lynzey Paradise and Ms Zandria Service (from item 2).

In attendance: Miss Liz Moore (Clerk).

Time started: 19:30

1. Public question time: there were four members of the public present for all or part of the meeting including Callam Powers (Fowler Architecture and Planning: up and including item 6.a). The Chairman welcomed members of the public. A member of the public reported that she was concerned about large fissures in Church Walk alongside the cottage occupied by the late Dr Isobel Smith. The Chairman said that the PC would take note of her concern and refer the issue to the Parish Steward.
2. Apologies: Councillors Dr Mike Bedford and Mr Terence O’Connor. The Chairman warmly welcomed Mrs Donna Byatt to her first meeting as a member of the Parish Council.
3. Declarations of interest: none declared.
4. Minutes of meeting held on 7 May 2019: the draft minutes were considered for inaccuracies and it was resolved to change the reference to ‘Mrs Williamson’ to ‘Mr Williamson’ at item 7. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously. Subject to the one change, the minutes were unanimously agreed an accurate record of the meeting. Proposed by Ms Service and seconded by Mrs Paradise.
5. Matters arising from the minutes:
   1. Min ref. 17.d. the Chairman reported that the Community Shop Notice Board had been fitted with magnetic catches and wooden door knobs and thanked the Clerk and Nigel for effecting these overdue improvements.
   2. Min ref. 6.d. members noted that there was no further update from WC on the planning application for South Street ref. 18/09889/FUL and concluded that Nick Clark (Planning Officer) was still waiting for documents from the applicants in respect of impact on the WHS.
6. Planning applications:
   1. Full Planning Application for removal of existing dog boarding kennels; and, the conversion & extension of existing shop/grooming parlour and kennels/kitchen to form 1 no. residential dwelling, with associated parking, turning, landscaping and private amenity space at Sarsen Kennels, West Kennett, Marlborough SN8 1QF. Ref: 19/03781/FUL. The Chairman welcomed Callam Powers (Fowler Architecture and Planning) and the applicant to the meeting. The plans were tabled and considered. It was noted that there had been no comments received from members of the public since the last PC meeting when the plans had been previously considered. The existing dog kennels were going to be demolished and the applicant intended to split the property into approximately two equal parts at a later date. The Chairman asked what was happening with the large sign facing the A4 and the applicant confirmed that the sign would be taken down and had originally been erected by his tenants. Members were content with the proposal contained in the planning application and it was resolved to support the application. Proposed by Ms Service, seconded by Mrs Lewis and carried unanimously.
   2. Application for work to trees in a conservation area. Proposal: Yew tree – overall reduction by 25% and shape crown accordingly at The Forge, High Street, Avebury, Marlborough, Wiltshire, SN8 1RF. Ref: 19/04916/TCA. The plans were considered and it was resolved to support the application. Proposed by Mrs Paradise, seconded by Mr Butler and carried unanimously.
   3. 18/09889/FUL – South Street, Avebury – New dwelling with garage and access. It was noted that there was no further information following Nick Clark’s email received on the 30 April 2019 and see item 5.b.
7. Co-option and membership: the Chairman stated that the PC had yet to hear formally from WC about whether a request for an Election had been received. Item deferred to next meeting agenda. The Chairman proposed to alter the order of the business and move directly to item 9. Local Issues so that Mr Butler could provide further information about Avebury Rocks and answer any questions. It was unanimously agreed to proceed to item 9.
8. Project Updates:
   1. Transport Group: the Chairman reported:
      1. The signage project was due to be implemented before the end of July.
      2. Resurfacing of footpath 22 was likely to be done during the summer. Dissatisfaction was expressed at footpath 21 being left out of the work as it was only a small stretch of path linking Avebury Trusloe to footpath 22 and the rest of the Village. Mr Butler said the PC’s view was also reflected by residents in Avebury Trusloe especially as footpath 21 was considered to be in a worse state than footpath 22 and used more frequently. He said that it made economic sense to repair both footpaths at the same time as all the specialist equipment needed to do the work on footpath 22 would already be on-site. It was agreed that in the margins of the CATG meeting due 20 June the Chairman would speak again to Wiltshire Highways’ representative to request inclusion of footpath 21 in the resurfacing work. Members were reminded that the B4003 was scheduled to be retextured during July. Mr Butler reported that there was an exposed electric or telephone cable near Big Arch Bridge and that the issue be referred to the Parish Steward for investigation.
      3. A4 project at Beckhampton and West Kennett: a Transport Group meeting was arranged for 12 noon on 14 June 2019 to discuss project progress with Steve Hind (WC Highways), Stephanie Burgess (Atkins Global) and Sarah Simmonds (WHS Partnership Manager).
   2. Combined Parishes RoW meeting: the meeting had been chaired by Anne Henshaw (South Nolands) and attended by representatives from Hilmarton, Clyffe Pypard, the Ramblers Association, and Stephen Leonard (previously WC’s Senior Rights of Way Warden but now retitled as WC’s Community Access Manager). Stephen Leonard referred to the experience of the Cotswolds AONB and suggested that our own AONB (North Wessex Downs AONB) might also have funds available for RoW repair and, if so, they might be able to access them to allow volunteers to repair RoWs. Anne Henshaw said that she would get in touch with the NWAONB to find whether accessible funds exist and how to apply for them. The Chairman agreed to report back again after the next RoW meeting, which was due to be held after the summer.
   3. Permit scheme and arrangements for Solstice: Mrs Paradise reported that residents requiring parking permits or access to the High Street over Solstice would need to attend a drop in session to pick up a permit/s. The first session was taking place at Elements of Avebury on Thursday 6 June, 5:30pm to 7pm and the second session on Wednesday 12 June, 7pm to 8:30pm, at the same place. Mrs Paradise explained that she would be recording on an electronic record sheet the name of the resident, their car registration details and contact telephone number. It was noted that permits were restricted to two per household and residents requiring extra permits for visitors would need to provide the PC with the visitors’ car registration number. Ms Service agreed to attend the next ASOP meeting at 2:30pm on Wednesday 5 June at Avebury Manor, Brewhouse.
   4. Play area refurbishment: work in progress, no further update.
9. Local Issues:
   1. Avebury Rocks 15 June 2019: Mr Butler reported on the arrangements for Avebury Rocks, primary among these being the question of health and safety and management of the event. The following points emerged:
      1. Messrs Butler was providing the site only. Prospect Hospice would be managing the event and it was their 8th year managing Avebury Rocks.
      2. Set up would be on the Thursday / Friday before the event. The outdoor event was for one day only and taking place from 12 noon on Saturday 15 June until 12pm on Sunday 16 June 2019. Vehicles and campers must leave the field by 11am on Sunday 16 June.
      3. 170 tickets had been sold on-line as at Friday 31 May 2019 but it was envisaged that the majority of people would purchase their tickets nearer to the event with ticket sales being weather dependent.
      4. The main stage was going to be in the open yard as well as a second acoustic stage located elsewhere. Food and drink would be available in the grain store. The event organizers had a licence to sell alcohol. Parking and camping would be in the field opposite the grain store with toilets and clean water stations located in the sheep yard.
      5. Byways to be kept clear.
      6. There would be a police presence.                                             Ms Service wished to know whether camp fires or outdoor cooking were part of the arrangements as she was concerned about any fire risk to thatch houses in the vicinity. Mr Butler reported that camp fires were prohibited and agreed to circulate electronically the comprehensive set of documents that had been provided by Prospect Hospice, which included the Risk Assessment, Health and Safety Document and Management Plan. The organizers would be sending ticket holders a separate pack of instructions. The Chairman thanked Mr Butler for his report.
   2. Representation to Sarah Simmonds (WHS Partnership Manager) on Wiltshire Council’s Core Planning Strategy: the Chairman explained that he had read the 300 plus pages of WC’s Core Planning Strategy and to the best of his belief there was no need for the PC to comment. However he was meeting Sarah Simmonds on 11 June and would ask for advice. He would circulate to members for their comment any draft submission it seemed appropriate to make.
   3. Options for BT ‘phone box in West Kennett and feedback from residents in West Kennett and the wider community: the Chairman reported that he had written and hand delivered a letter to residents asking for their views. He had received two replies by email and read out the feedback. (See appendix 1 for copy of letter sent to residents and the two separate email responses). Interest had been expressed in using the ‘phone kiosk as a library or sharing space for provisions or for housing a defibrillator or defibrillator in combination with the phone (but not instead of the phone). Mrs Lewis reported that she had been advised by SWASFT that it was not possible to have a defibrillator and a telephone in the same kiosk. In discussion members liked the idea of having an honesty box and exploring other options, felt that the need for a defibrillator was questionable, and noted the need for an emergency ‘phone in an area on an A-road with several roads and driveways leading off it, which was more or less bereft of a reliable mobile ‘phone signal. It was agreed that in the meantime the PC should request BT to repaint the ‘phone kiosk, and invite West Kennett residents to the next PC meeting on 2 July so that further ideas and views might be shared and a decision taken. Mrs Lewis to supply the Clerk with a photograph of the BT ‘phone box at West Kennett and Clerk to write to BT.
   4. New Notice Board for West Kennett: the Clerk reported that she had received two quotations for the supply and fitting of a new Notice Board to replace the existing. The first quote ex VAT was for £295.00 (Notice Board constructed from Iroko Hardwood with an Osmo Oil finish) and the second quote ex VAT was for £315.00 (Notice Board constructed from Oak). The Clerk stated that £300.00 was earmarked in the budget for the new Notice Board. Members considered the quotations and it was resolved to accept the cheaper quotation and instruct John Giles of Elysium Woodworking Ltd. to make a replacement Notice Board for £295.00. Proposed by Mrs Lewis, seconded by Mrs Byatt and carried unanimously.
   5. Replacement planters for the High Street: in progress.
   6. Repainting of BT ‘phone box in the High Street: photograph still needed, which Mrs Lewis undertook to take that very day if the meeting ended before light faded.
   7. To consider whether a third defibrillator is needed and whether to finalize the grant application to SSEN: in discussion it was agreed that a third defibrillator for an area such as the Sports Field was a good idea but best provided for by another body / organization and therefore the PC would not proceed with a grant application to SSEN that year. Mrs Lewis reported that the annual defibrillator training had been arranged for 7pm on 27 June 2019 at the Social Centre in Avebury. All residents were welcome to attend.
   8. To consider publishing a policy on Tour Bus Parking: in discussion the following points emerged: (i) a policy would be guidance only and could not be enforced (ii) the NT did not encourage coaches to park in the small High Street car park and (iii) coach parking in the main car park was expensive. It was agreed that no further action be taken. The Chairman reported next on item 8. Project updates.
10. Parish Steward Priority Sheet:
    1. Job requests for June: the Clerk reported that the Parish Steward had been seconded to grass cutting in May but at the request of the PC he had carried out an extra grass cutting job, to cut back the vegetation along the pedestrian footpath that ran from the bus shelters at Rawlins Park into Avebury. The Chairman explained that the work had been requested by a resident at Rawlins Park who was having difficulty pushing a wheel chair past the encroaching vegetation on the footpath. Members were grateful to the Parish Steward for his pro-active response. The Clerk said that any requests for highway related work should be sent to her within the next week, in preparation for the Parish Steward’s scheduled visit on the 18 June 2019.
11. Communications: the Chairman reported that the PC’s Headlines had been submitted to the June Edition of UKN and WC’s notice of casual vacancy published on Parish noticeboards.
12. Correspondence: the Clerk reported:
    1. WALC’s newsletter had been received and an invitation to take part in VE Day 75 on 6 June 2019.
    2. Police crime report had been received and see appendix 2.
13. Finance and admin including:
    1. Draft policy statement on reducing signage and clutter in the WHS: in progress by the Chairman. Item deferred to next meeting agenda.
    2. It was resolved to certify on the AGAR that the Parish Council is exempt from a limited assurance review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015. Proposed by Mrs Byatt, seconded by Ms Service and carried unanimously. (See appendix 3).
    3. Internal Audit Report: the Clerk tabled the internal audit report and reported that the internal audit had been carried out on the 13 May 2019 and a clean audit report given. Members received and noted the internal audit report for the full year 2018/2019 accounts. (See appendix 4).
    4. It was resolved to approve section 1 Annual Governance Statement. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously. (See appendix 5).
    5. It was resolved to approve section 2 Accounting Statements. Proposed by Ms Service, seconded by Mrs Byatt and carried unanimously. (See appendix 6).
    6. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Ms Service, seconded by Mrs Byatt and carried unanimously.
       1. Jamie Guy: Internal Audit for the full year 2018/2019 accounts  £75.00
       2. Community First: annual membership renewal 2019/2020         £40.00
       3. Miss E Moore: Clerk’s overtime and expenses 22 April – 21 May 2019                                                                                            £468.86
14. Date of next meeting: 7:30pm on Tuesday 2 July 2019
15. Any other business:
    1. Mrs Byatt asked members if they were aware that there was a project being developed by an adjoining Parish Council for a footpath / pavement along the A4361 Swindon road. Members said that they were aware of the potential for such a footpath and that interest in it had been expressed by the NT and BB & WM PC.
16. The meeting closed at: 21:00.

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

1. Letter to West Kennett residents and two email responses
2. Police Crime Report
3. Certificate of Exemption
4. Internal Auditor’s report
5. Section 1 Annual Governance Statement
6. Section 2 Accounting Statements.

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 7 May 2019 at the Social Centre, Avebury SN8 1RF.

In these minutes AONB stands for Area of Outstanding Natural Beauty, APC for Avebury Parish Council, ASOP for Avebury Solstice Operational Planning, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, BB & WM PC for Berwick Bassett and Winterbourne Monkton Parish Council, BT for British Telecommunications plc, CATG for Community Area Transport Group, CIO for Charitable Incorporated Organisation, CPRE for Campaign to Protect Rural England, EH for English Heritage, FWO PC for Fyfield and West Overton PC, ICOMOS for International Council on Monuments and Sites, MAB for Marlborough Area Boards, NT for the National Trust, PC for Parish Council, RoW for Rights of Way, SWASFT for South West Ambulance Service Foundation Trust, TG for Transport Group, TTRO for Temporary Traffic Regulation Order, UKN for Upper Kennet News, UNESCO for United Nations Educational, Scientific and Cultural Organization, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Mr Stephen Stacey (Chairman), Mrs Maggie Lewis (Vice-Chair), Mr Ben Butler, Mrs Lynzey Paradise, Ms Zandria Service and Mr Andrew Williamson.

In attendance: Miss Liz Moore (Clerk).

Time started: 19:31

1. Public question time: there were eight members of the public present for all or part of the meeting including Eva Stützenberger (Visitor Engagement and Enterprise Manager, NT: up to and including item 6), Nathan Ward (Project Manager, NT: up to and including item 6) and Mark Pettitt BA (Hons) MRTPI (Fowler Architecture and Planning). The Chairman welcomed guests and members of the public to the meeting and invited questions. There were none.
2. Apologies: Councillors Dr Mike Bedford and Mr Terence O’Connor.
3. Declarations of interest: none declared.
4. Minutes of meeting held on 2 April 2019: there were three requests for amendments to the draft minutes. Item 9 iii to change ‘B4300’ to ‘B4003’. Item 10 b to change ‘a letter had been sent’ to ‘a letter will be sent’. Item 11 b to change ‘from footpath 21’ to ‘from the byway’. Proposed by Ms Service, seconded by Mrs Paradise and carried unanimously. It was unanimously agreed that the corrected minutes be accepted as an accurate record of the meeting. Proposed by Mrs Paradise and seconded by Ms Service.
5. Matters arising from the minutes:
   1. Min ref. 9.b. ASOP meeting report, permit scheme and arrangements for Solstice: Mrs Lewis confirmed that she had emailed Jill Petchey (Chair of BB & WM PC) with the parking permit.
6. Planning applications: the Chairman invited Eva Stützenberger and Nathan Ward to present the NT’s plans for the Circles Café that had been submitted to WC under the planning applications listed in item 6 a-b. Plans were tabled and see appendix 1 for the floor plans and proposed elevations. Eva explained that since her presentation to the PC in December 2018 nothing had changed apart from a slight increase in the size of the upstairs windows overlooking the Henge. She reminded members that the kitchen had needed to be relocated away from the Barn for fire safety reasons and that the seating was being expanded upstairs to serve existing visitors and ease past capacity issues. Nathan said that, unlike similar project work he had been involved with at other NT locations, more emphasis had been placed on ensuring the plan for Circles Café was sensitive to the site because of the unique location and WHS status. The Chairman thanked the guests and invited questions from members of the public. The following points emerged: (i) disabled access included access to disabled toilets on the ground floor (ii) following a meeting with the WHS Avebury Committee and subsequent advice and recommendations; the windows were being moved down the roof by 400-500 mm to ensure they were more sensitive to the line of the building. Conservation glazing was going to be used. The windows would be 1500 mm longer. Ms Stützenberger confirmed that the modifications to the upstairs windows was the only change to the original plans (iii) the NT was committed to minimizing any disruption to the Village during the building works and most works vehicles would come to the site by the entrance off the Swindon road. Nathan would be engaging with the contractors to provide them with the full plans about access and restrictions on access; and was happy to share the plans with the PC at a later date. Timings of deliveries and work would also be carefully managed and a contact telephone number for the Site Manager would be provided (iv) the tendering process was currently in progress and work was scheduled to take place between July – October 2019 with a view to opening at the end of October 2019 (v) the NT had looked into trying to change the Estate Office postcode but had been advised by the Royal Mail that it would not be possible and so was increasingly using a grid reference for directions. Thanks were expressed again to NT staff and they left the meeting.
   1. Application for Listed Building Consent for removal of existing modern partitions and WC’s, new staircase, new voids in first floor and relocation of roof lights at Avebury Manor, High Street, Avebury SN8 1RF. Ref: 19/00431/LBC.
   2. Full Planning Application for relocation of roof lights at Avebury Manor, High Street, Avebury SN8 1RF. Ref: 19/00051/FUL. The applications listed under item 6 a-b were considered and it was resolved to support both applications. Proposed by Mr Williamson, seconded by Mrs Paradise and carried unanimously.
   3. Full Planning Application for removal of existing dog boarding kennels; and, the conversion & extension of existing shop/grooming parlour and kennels/kitchen to form 1 no. residential dwelling, with associated parking, turning, landscaping and private amenity space at Sarsen Kennels, West Kennett, Marlborough SN8 1QF. Ref: 19/03781/FUL. It was noted that the planning application had been received by the PC on 1 May 2019 and that feedback to WC was due by 6 June 2019. Mark Pettitt (Fowler Architecture and Planning) was invited to introduce the proposal for Sarsen Kennels. He explained that pre-application advice had been sought from WC in 2015, the relevant bodies had been consulted including the WHS Officer, English Heritage and an archaeologist; and that scheduled monument consent had been approved in 2017. The applicant intended to enhance the site and surrounding area by removing noise from the existing kennels and sympathetically converting the building using timber cladding, cream render and slate tiles on a pitched roof. Plans were tabled and considered (see appendix 2) and noted that the conversion would be 114 square metres internally and that it was the intention of the owner to split the site at a later date. It was resolved to defer a decision to the 4 June meeting to give more time for members and the public to review the information. Thanks were expressed to Mark Pettitt and the applicant for attending the meeting.
   4. 18/09889/FUL – South Street, Avebury – New dwelling with garage and access. Member’s noted that WC’s decision date had been 25 April 2019 however Nick Clark (Planning Officer) had responded to the PC on 30 April 2019 to say that he was awaiting further assessment from the applicants in respect of the impact on the World Heritage Site.
   5. 18/11456/VAR – Manor Farm, Winterbourne Monkton – revised / additional plans and information. It was resolved not to comment on the proposed variation of conditions.
7. Co-option and membership: the Chairman reported that he was aware of one applicant for the role of Parish Councillor (applicant details had been previously circulated to members) and as there was no one else put forward, Mrs Donna Byatt, who had attended the meeting that night, was invited to speak. Mrs Byatt explained that she had lived in Avebury for the past couple of years, her past work experience included the role of Senior HR Manager at Williams Formula One and she currently owned and managed Elements in Green Street. She felt that her combined commercial and residential viewpoint would benefit the PC. Thanks were expressed to Mrs Byatt for her introduction, members felt that she had a range of experience and it was resolved to co-opt Mrs Byatt to the Parish Council. Proposed by Mr Williamson, seconded by Ms Service and carried unanimously.
8. Review of Annual Village Meeting: in discussion the following points emerged:
   1. 1. Disappointment was expressed at not having a police presence. It was noted that the Police report had not reached the PC in time for the meeting and for operational and other reasons it had not been possible to have a Police presence.
      2. A member felt that, whilst the presentation on the Manor Gardens was thorough and interesting, it would have been helpful to have had a more holistic view of Avebury from the NT.
      3. To improve attendance rates the PC might ensure that the next meeting was not in the Easter holidays.

   A member of the public said that she thought the meeting had flowed well and the presentations were thorough. The Chairman said that he was grateful to everyone who had contributed to the Village meeting and acknowledged that APC had a challenging work schedule ahead of it.

9. WHS Avebury Committee meeting 30 April: Mr Williamson was invited to provide an oral report on a meeting of the WHS Avebury Committee and provided an update on the following items:
   1. Progress report on setting up WHS Trust: the WHS team had been interested in setting up a WHS Trust for the past two years and a charitable organisation had been set up. Mr Doug Stuart (Consultant) had considered to review whether or not a CIO should be set up. There were reservations about the team becoming a separate entity from WC.
   2. Wiltshire Council’s Core Planning Strategy: the WC Planners were currently reviewing the Core Planning Strategy and had attended the WHS meeting as a bonus pre stakeholder consultation. The Committee had had the opportunity to discuss whether Stonehenge and Avebury should have a combined strategy. The Committee had expressed an opinion that Avebury should have specific controls. In response Mr Williamson had made it clear that the PC had yet to put forward its views. Mr Williamson urged the PC to make representation to Sarah Simmonds (WHS Partnership Manager) to encourage WC to think about separate conditions for Avebury; especially for parking and facilities for visitors. He said that he was concerned about WC’s stated aim, which was to have a thriving economy. In discussion it was agreed that the Chairman and Mr Williamson draft an initial comment for approval by members and then submit the feedback to Sarah Simmonds as PC feedback would need to be received by the end of the month. A member of the public was invited to speak and said that he would not want Avebury to become like Stonehenge as it was a community and should be kept that way. He added that the car parking charges in Avebury were too high.
   3. Ridgeway National Trail: the Committee had been informed that the closure was to be repeated next year. A question was asked about the closure of the Ridgeway over Solstice and it was noted that WC was closing the byway 800 metres north of Sanctuary and that the barrier was north of byway 5. Members felt that a sign should be put up to warn visitors that the byway would lead to a dead end and there would not be room for vehicles to turn around.
   4. Signage: the Committee had reviewed the scheme for renewing and refreshing signage through the village and had asked WC Highways (who had presented it) to ensure that implementation respected the guidance given in the WHS Avebury Transport Strategy, in particular by making signage more discrete by not using backing boards. It was noted that the proposed directional sign to Swindon and the proposed sign reading ‘no tourist parking beyond this sign’ would not be fixed to Silbury House but sited where the existing ‘no tourist parking beyond this point’ is currently positioned.
   5. Legacy funding and designated work: Sarah Simmonds (WHS Partnership Manager) had requested £150,000.00 for three research projects (i) visitor access (ii) sustainable tourism (iii) burrowing animals. In discussion members noted legacy funding was available for work on trunk roads but that did not include the A4, which was designated as a trunk road. Mr Williamson reported that a methodology statement detailing the process for building up the banks on either side of the verges on the B4003 was available. A member of the public asked whether wooden posts put into the verges might be another option to help stop illicit parking.
   6. Light pollution in the WHS: the WHS would be talking to WC about the bright illumination of several businesses as the recommendation for bulb light intensity was < 100 candela / square meter and it appeared that the advice was not being adhered to. In discussion it was recognized that some businesses were also flouting the planning rules by installing A-boards on pavements and causing obstruction of the walkways. The WHS Plan was to reduce signage and clutter and therefore the Parish should be adopting the same view in order to decrease the sense of commercialization in Avebury. It was agreed that the Chairman draft a policy statement to that effect.
   7. Transport Issues: Mr Williamson added that Mrs Sarah Nichols (FWO PC) had provided a report on the Parish Chair meetings to the WHS Committee. The Chairman thanked Mr Williamson for his report.
10. Project Updates:
    1. Transport Group: the Chairman reported that:
       1. Signage project: corrections to the signage as requested by the AWHS Steering Committee would need to be processed by WC Highways, but he was hopeful that the work would begin by the end of the year. See appendix 3 for version ‘A’, the first revision of the original overall signing scheme drawing(s) by Ian Turner (Traffic Engineering Team, WC).
       2. Resurfacing of footpath 21 and footpath 22:  footpath 22 would be going ahead as planned but not footpath 21 due to limited budget. The Parish Steward would be asked to fill the potholes on footpath 21. In discussion it was noted that no timescales had been given for the resurfacing work, the leat (artificial watercourse) was blocked at the back of the NT Manor Estate and should be looked at as it was contributing to flooding on the footpaths and erosion of the surfacing and the wooden fencing along part of the path needed removing.
       3. A4 project at Beckhampton and West Kennett: Wiltshire Highways’ Steve Hind had promised a meeting with Atkins to discuss progress of the West Kennett and Beckhampton schemes and he very much hoped that this would take place before the next CATG meeting on 20 June.
    2. PC requests for ASOP meeting on 8 May and progress report on permit scheme and arrangements for Solstice: Mrs Paradise reported that she was still waiting for confirmation of the TTRO dates from WC and that Matt Perrot (WC Highways) would be contacting her the next day. WC had given her pricing for CSAS Officers but further discussion would need to be carried out in a confidential session. Discussion deferred to later in the meeting – see item 17 f.
    3. Play area refurbishment: Mrs Paradise said that work was in progress and she was talking with the Kennet Valley School to see if they could save money by purchasing equipment in bulk. Thanks were expressed to Mrs Paradise for her Village meeting report.
    4. Broadband/high speed: there was no further update.
11. Local Issues:
    1. A303 written representation: (previously circulated to members and see appendix 4 for a copy of the representation sent to the Planning Inspectorate on the 2 May 2019). The Chairman stressed that the PC had two main points: (i) the PC was very concerned about the possibility of Avebury’s WHS status being removed by UNESCO bearing in mind that the written report by UNESCO/ICOMOS following its most recent visit (which took place in March) was that the scheme for a tunnel as proposed by Highways England should not be built and (ii) the PC was very concerned about tourists being deflected from Stonehenge recognizing that at peak times Avebury, with about 350,000 visitors per year, was already close to saturation. It was resolved to ratify the representation sent to the Planning Inspectorate on 2 May 2019. Proposed by Mrs Paradise, seconded by Mr Butler and agreed. Clerk to supply Ms Service with a hard copy of the letter.
    2. Options for BT ‘phone box in West Kennett and feedback from residents in West Kennett and the wider community: there had been a delay in getting letters out to West Kennett residents but the Chairman would be actioning the task asap. The Clerk reported that she had received feedback from two residents in West Kennett who were keen to see the ‘phone kiosk repainted with shelves installed and turned into a library for the benefit of walkers and the community. The PC’s view was that the ‘phone kiosk was important as an emergency ‘phone. The Clerk said that the PC could also ask BT to repaint the ‘phone box.
    3. New notice board for West Kennett: in progress, the Clerk was waiting for quotations.
    4. Replacement planters for the High Street: work in progress and Mrs Paradise was also looking into the feasibility of asking local businesses to sponsor a planter. Mr Williamson reported that he had tightened the girth around the seventh planter and it was acknowledged that several planters would need replacing very soon.
    5. Repainting of BT ‘phone box in the High Street: the Clerk had written to BT and they had requested a photograph of the ‘phone box that needed repainting. Mrs Lewis offered to take a photo’ and email it to the Clerk. [During item 11 e the Chairman reported that a letter had been received that night containing a complaint about a campervan parked in the High Street. The Clerk acknowledged receipt of the letter but advised members that it was not Parish Council business and to desist in discussing the matter].
    6. To consider whether a third defibrillator is needed: in discussion members considered whether it would be possible to install a defibrillator in the West Kennett ‘phone kiosk whilst keeping the ‘phone line operational and Mrs Lewis offered to ask SWASFT. It was noted that Mrs Lewis had submitted an application for a defibrillator to SEN’s annual grant scheme by the scheme’s deadline, so that the PC might have the chance of being awarded funding. Further documents would be needed if the PC wished to finalize the application. It was noted in conclusion that the PC needed to decide whether a third defibrillator was needed and in particular whether, if there was a clear need, the PC, ASSC, or another body would be the right sponsor.
    7. Fly Tipping: Mr Butler reported that there had been fly tipping along the byway to Yatesbury. He had registered the issue on the on-line system but had been told it was not WC’s responsibility. Mr Williamson advised him to speak directly to Martin Cook at WC for further advice.
12. Parish Steward Priority Sheet: the Chairman reported:
    1. Report on work completed in April: the Parish Steward had filled potholes located on the side of the road (also part of the Sustrans cycle network) from Bray Street Cottages to Yatesbury road. Road signs had been cleaned; railings on Big Arch Bridge painted white and verges on Big Arch Bridge and leading up to the bridge had been strimmed. Mrs Paradise asked that the Parish Steward be advised not to overfill the potholes as they then became a tripping hazard.
    2. Job requests for May / June: the Chairman advised that the Parish Steward was seconded to WC grass cutting duties in May and that members should think about highway issues for June. [Items currently on the list include: grass cutting on footpath verges that link South Street to bus shelter in Avebury Trusloe, pothole filling on Hunter’s Walk, FP21, and (if possible) on south bound A4361 just past bus shelters and Rawlins Park. N.B. hand clearing of drains and gullies in Church Walk was not possible so the Parish Steward hopes to organize jetting by mechanical means though this will be possible only if the specialist vehicle required can access the area].
13. Communications: the Chairman reported that PC Headlines had not been submitted to the May Edition of UKN but a bumper edition would be submitted for June. The notice of a casual vacancy had been published on the PC’s web site and that position was now filled at the meeting that night. Members noted that a further vacancy would occur the next day due to Mr Williamson’s resignation. The Chairman expressed sincere thanks to Mr Williamson for his time on the PC and said that he had provided a sterling service and that all present would miss him.
14. Correspondence: the Clerk reported:
    1. Invitation to CPRE Wiltshire AGM, 11:30am on 20 June at Bowood House.
    2. Temporary Closure of: A4 Bath Road (Part), Marlborough (07/05/19 – 31/05/19).
    3. Temporary Closure of: B4003 (Part) Avebury (01/07/19 – 02/07/19).
    4. Police crime report January – April 2019 had been received and see appendix 5.
    5. Community First – members bulletin Spring 2019.
    6. WC Town and Parish Evening Meeting – 13 June at Kennet House, Devizes.
15. Finance and admin including: the Clerk reported:
    1. Parish precept: £6,350.00 had been received on 23 April 2019.
    2. VAT rebate: £751.71 had been received on 20 March 2019.
    3. Internal audit and annual return: internal audit for the year end accounts was being arranged [13 May 2019] and the annual return would need to be approved at the PC’s June meeting.
    4. Community litter picking equipment: the Clerk reported that the following items of equipment were now owned by the PC and encouraged members to organize Community litter picking during the year.
       10 plastic hoops (14″)    
       20 litter pickers    
       20 red pvc gloves    
       10 adult hi viz jackets, 6 child hi viz jackets    
       1 shovel    
       1 large sweeping brush    
       1 graffiti removal kit
    5. Cheques for ratification: it was resolved that the following cheque raised on 16 May 2019 be ratified. Proposed by Mr Williamson, seconded by Mrs Lewis and carried unanimously.
       1. HM Revenue and Customs: tax and National Insurance        £143.76
    6. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Ms Service, seconded by Mr Williamson and carried unanimously.
       1. Avebury Social Centre: rent for extra meetings 12 March and Village meeting 16 April 2019 + rent of projector for Village meeting                                                                                   £30.00
       2. Information Commissioner: data protection renewal fee        £40.00
       3. WALC: annual subscription 2019/2010 to WALC and NALC (including VAT)                                                                                       £ 195.50
       4. WALC: 3x copies of the Good Councillor Guide (including VAT on P&P)                                                                                       £12.87
       5. Community First: annual insurance 3rd year of LTA              £398.38
       6. Miss E Moore: Clerk’s overtime and expenses 22 March – 21 April 2019                                                                                       £372.59
16. Date of next meeting: 7:30pm on Tuesday 4 June 2019
17. Any other business:
    1. Mrs Lewis said that she had witnessed a tour bus stopping on the A4361 by Silbury House to let passengers off the bus and felt that it was a dangerous place to stop as it encouraged overtaking. She requested that the PC consider putting together a policy on Tour Bus parking.
    2. The Clerk reported that she had received a call from a member of the public to report that there was an accident on A4361 northbound on 11 April involving a pick-up truck coming off the road at the first bend and demolishing fencing. She had advised the member of the public that the chevron on the southbound road was being moved and re-positioned to the northbound bend as part of the WC signage project taking place later that year. Mr Williamson tabled the signage map and advised that according to the map the chevron was going to be reinstalled on the southbound bend.
    3. The Clerk reported that lighting in the bus shelter (north of A4361) at Avebury Trusloe had been fixed by WC.
    4. A new latch was still needed for the Community Shop notice board.
    5. The combined Parishes RoW meeting was booked for 3 June at ASSC and the Chairman would be representing APC at it.
    6. The Chairman said that in view of an earlier request for a confidential session on parking permits it was advisable in the public interest that the public be temporarily excluded. WC’s pricing for CSAS The Community Safety Accreditation Scheme was discussed and it was agreed that Mrs Paradise find out the price for two officers for 24 hours. Ms Service expressed thanks to Mrs Paradise for her work.
18. The meeting closed at: 22:40

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

1. Reordering of Circles Café, Avebury: floor plans and elevations
2. Sarsen Kennels, West Kennett: site plan, floor plans and elevations
3. Version ‘A’, the first revision of the original overall signing scheme drawing(s): drawing 1, drawing 2, drawing 3, drawing 4, drawing 5, drawing 6
4. A303 written representation submitted to the Planning Inspectorate on 2 May 2019
5. Police Report for Jan – April 2019

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on Tuesday 2 July 2019 at the Social Centre, Avebury SN8 1RF. Members of the public are welcome to attend.

Liz Moore, Parish Clerk

26 June 2019

Agenda

1. Public question time
2. Apologies
3. Declarations of interest
4. Minutes of meeting held on 4 June 2019
5. Matters arising from the minutes
6. Planning applications
7. National Trust update on refurbishment work at the Circles Café: report by Eva Stützenberger (Visitor Engagement and Enterprise Manager)
8. Solstice: impact review
9. Project Updates:
   1. Transport Group:
      1. Report from Transport Group meeting 14 June 2019
      2. Report from CATG meeting 20 June 2019
      3. To consider contributing up to £250.00 on a joint speed check assessment along the A4361
      4. Next TG meeting
   2. Meeting of Parish Chairs: report by the Chairman
10. A303 Expressway: update including confirmation of comments on Highways England response to APC’s Written Representation.
11. Local Issues including: Wiltshire Council’s Core Planning Strategy, West Kennett telephone box and PC’s response to BT consultation, replacement planters for the High Street and repairs to Play Area fencing
12. Draft commercial policy statement on reducing signage and clutter in the WHS
13. Parish Steward Priority Sheet
14. Communications
15. Correspondence
16. Finance and admin including:
    1. Membership and co-option
    2. Appointment of PC representative to Avebury WHS Steering Committee
    3. Confirmation of members instructed by the PC to process public data for administration of the parking permits over Solstice 2019
    4. Notification of exemption from external audit
    5. Review of Transport Group Terms of Reference
    6. Cheques for payment
17. Date of next meeting: 7:30pm on Tuesday 3 September 2019
18. Any other business

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on Tuesday 4 June 2019 at the Social Centre, Avebury SN8 1RF. Members of the public are welcome to attend.

Liz Moore, Parish Clerk, 29^th May 2019

Agenda

1. Public question time
2. Apologies
3. Declarations of interest
4. Minutes of meeting held on 7 May 2019
5. Matters arising from the minutes
6. Planning applications:
   1. Full Planning Application for removal of existing dog boarding kennels, conversion & extension of existing shop/grooming parlour and kennels/kitchen to form 1 no. residential dwelling with associated parking, turning, landscaping and private amenity space at Sarsen Kennels, West Kennett SN8 1QF. Ref: 19/03781/FUL.
   2. Application for work to trees in a conservation area. Proposal: Yew tree – overall reduction by 25% and shape crown accordingly at The Forge, High Street, Avebury, Marlborough, Wiltshire, SN8 1RF. Ref: 19/04916/TCA.
7. Co-option and membership
8. Project Updates:
   1. Transport Group: progress report
   2. Combined Parishes RoW meeting
   3. Permit scheme and arrangements for Solstice
   4. Play area refurbishment: progress report
9. Local Issues:
   1. Representation to Sarah Simmonds (WHS Partnership Manager) on Wiltshire Council’s Core Planning Strategy
   2. Options for BT ‘phone box in West Kennett and feedback from residents in West Kennett and the wider community
   3. New noticeboard for West Kennett
   4. Replacement planters for the High Street
   5. Repainting of BT ‘phone box in the High Street
   6. To consider whether a third defibrillator is needed and whether to finalize the grant application to SEN
   7. To consider publishing a policy on Tour Bus parking
10. Parish Steward Priority Sheet: jobs completed and requests for June
11. Communications
12. Correspondence
13. Finance and admin including:
    1. Draft policy statement on reducing signage and clutter in the WHS
    2. Certificate of Exemption and to certify that the PC is exempt from a limited assurance review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015
    3. To receive and note the internal audit report for the full year 2018/2019 accounts
    4. To approve section 1 Annual Governance Statement
    5. To approve section 2 Accounting Statements
    6. Cheques for payment
14. Date of next meeting: 7:30pm on Tuesday 2 July 2019
15. Any other business